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2024-04-10 CC Packet
CITY OF CENTERVILLE CITY COUNCIL MEETING AGENDA Wednesday, April 10, 2024 6:30 p.m. Meeting Live Streamed at: https://northmetrotv.com/centerville-stream/ COUNCIL MEETING I.CALL TO ORDER 1.Roll Call II.PLEDGE OF ALEGIANCE III.APPROVAL OF AGENDA IV.APPOINTMENTS & PRESENTATIONS 1.None V.PUBLIC HEARINGS 1.MS4/SWPPP Annual Public Input Meeting VI.APPROVAL OF MINUTES 1.March 27, 2024 City Council Work Session & Meeting Minutes VII.CONSENT AGENDA 1.City of Centerville Claims through April 10, 2024 (Checks #36629-36658, E2219-E2223 & Voided Check #36659-36660 2.Centennial Lakes Police Department Claims through April 4, 2024 (Checks #15167-15183, E2024027-E2024030 & Payroll Check #15164-15166) 3.Centennial Fire District Claims through April 9, 2024 (Checks #9682 Î 9685) 4.Special Event Permit Î Private Property, Centerville Elementary Spring Festival 5.Special Event Permit Î Private Property, Connor James Salon & Humble Roots 1 Year Anniversary 6.P&R Recommendation to Approve Park Facility Usage Application Î Lino Lakes Scouts Annual Rocket Launch 7.P & R Recommendation to Approve Rainbow Tree Care Preferred Ash Borer Tree Service ÎContract Extension VIII.OLD BUSINESS 1.None IX. NEW BUSINESS 1. Personnel Policy Revisions 2. Proposed Ord. #136, Second Series Î Amending Table 156-A.1 (1st Reading) 3. Traffic Study Î LaLonde Development Î TC^2, LLC 4. Res. 24-0XX - Junior Council Member Program Compensation X. STAFF AND COUNCIL REPORTS 1. AdministratorÓs Report 2. Council Reports a) Taylor (i)Economic Development Authority b)Koski (i)Planning and Zoning Commission (ii)Fire Steering Committee c)Sweeney (i) Parks and Recreation Committee (ii)Fire Steering Committee (iii)Anoka County Fire Protection Council d) Mosher (i) Economic Development Authority (ii)Police Governing Board e) Love (i) North Metro Telecommunications Commission (ii)Police Governing Board (iii)Other Mayor Reports XI. ADJOURNMENT INFORMATIONAL MATERIALS None MEETING REMINDERS All meetings begin at 6:30 PM in City Council Chambers unless otherwise noted. 4/17/24 EDA (5:30 PM) 4/24/24 City Council (5:00 Work Session) 5/1//24 P&R Committee 5/7/24 P&Z Commission CITY OF CENTERVILLE REQUEST FOR COUNCIL ACTION Agenda Item # Department: Requested Council Meeting Date: April 10, 2024 Engineering V.1 TITLE OF ISSUE: MS4/SWPPP Annual Public Input Meeting BACKGROUND AND SUPPLEMENTAL INFORMATION: As required by Minimum Control Measure #2, of the City's Municipal Seperate Storm Sewer System Permit, the city must hold at least one event where the public is invited to give input on the city's Stormwater Pollution Prevention Plan (SWPPP). The attached presentation will outline the city's program and a public hearing will be held to solicit any public input. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED COUNCIL ACTION: Hold a Public Hearing to take input on the city's MS4/SWPPP program. For ClerkÓs Use: SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ Vote Record: Aye Nay _____ MS4/SWPPP plan Other (specify) ____________ __________ ___ _______________________________________________________________ _____ _____ _________________________________________________________________________ Administration Department Use: Refer to: _________________________________ Consent Tabled Until: ______________________________ Regular Other: ___________________________________ CITY OF CENTERVILLE REQUEST FOR COUNCIL ACTION Agenda Item # Department: Requested Council Meeting Date, 2024 Administration VI.1 TITLE OF ISSUE , 2024 City Council Meeting Minutes BACKGROUND AND SUPPLEMENTAL INFORMATION: The minutes are contained in your packet for consideration. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED COUNCIL ACTION: Motion to Approve as submitted or with modifications. For ClerkÓs Use: SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ Vote Record: Aye Nay _____ Other (specify) ____________ __________ ___ _______________________________________________________________ _____ _____ __________ _______________________________________________________________ Administration Department Use: Refer to: _________________________________ Consent Tabled Until: ______________________________ Regular Other: ___________________________________ CITY OF CENTERVILLE WORK SESSION & CITY COUNCIL MEETING MARCH 27, 2024 Pursuant to due call and notice thereof, the City of Centerville held their Work Session and their regularly scheduled City Council Meeting on March 27, 2024, in Council Chambers and the meeting was live streamed by North Metro TV. WORK SESSION (5:00 PM) I. CALL TO ORDER Mayor Love called the meeting to order at 5:00 p.m. 1. Roll Call PRESENT: Mayor D. Love Not Approved Council Member Russ Koski Council Member Darrin Mosher Council Member Raye Taylor Junior Council Member Avery Sauber (Non-Voting) ABSENT: Council Member Terry Sweeney City Attorney, Kurt Glaser STAFF: City Administrator, Mark Statz Assistant City Administrator, Athanasia Lewis II.DISCUSSION ITEMS 1.Personnel Policy City Administrator Statz reviewed the Request for Council Action that was included in the CouncilÓs packet. Discussion ensued regarding the amount of vacation allotted to staff, use of City owned vehicle and policy associated with that item, retaliation, the inclusion of the definition of a child (i.e., foster, birth, adoption, etc.), whether the Jr. Council Member fit the definition of a volunteer and whether seasonal/part-time employees could carry over their Earned Sick & Safe Time. 2. Fete des Lacs Administrator Statz reviewed the Request for Council Action that was included in the CouncilÓs packet. Brief discussion took place regarding providing a donation to the Lions to include a minimum of events (i.e., fireworks, parade and a family-fun, free events at Laurie LaMotte Memorial Park during the weekend of the event) or entering into a Memorandum of Understand for the same items. 3. Town Hall Take-Aways/2024-2025 Strategic Plan Administrator Statz recapped the Town Hall meeting held on Monday, March 25, 2024 by stating that it was very well attended and reviewed numerous comments/concerns: Traffic on Main Street, traffic between the building site and the school, noise, height and drawings that show scale of building, school City of Centerville City Council Meeting Minutes March 27, 2024 security, price point of units, parking, why no retail component was included, how TIF works and its uses. Assistant City Administrator Lewis would include comments and concerns into the Strategic Plan. 4. Junior Council Member Program Modifications Administrator Statz reviewed the Request for Council Action that was included in the CouncilÓs packet. He stated that Junior Council Member Sauber has attended several meetings outside of Council and was looking for Council input on whether the program should contain paying for those meetings along with attending Council meetings. Brief discussion ensued regarding paying for additional meeting attendance or only those that the Jr. Member was requested to participate in. It was determined that the policy would be modified to pay for meetings that were outside of regular Council meetings if invited to attend and a resolution would be brought forward to Council at their next meeting. III. ADJOURNMENT Mayor Love adjourned the meeting at 6:25 p.m. allowing for a 5-minute break prior to commencing CouncilÓs regular meeting. COUNCIL MEETING I. CALL TO ORDER Mayor Love called the meeting to order at 6:30 p.m. 1. Roll Call PRESENT: Mayor D. Love Council Member Russ Koski Council Member Darrin Mosher Not Approved Council Member Raye Taylor Junior Council Member Avery Sauber (Non-Voting) ABSENT: Council Member Terry Sweeney STAFF: City Administrator, Mark Statz Assistant City Administrator, Athanasia Lewis Public Works Director, Paul Palzer III. PLEDGE OF ALLEGIANCE IV. APPROVAL OF AGENDA Mayor provided an opportunity for others to add or delete any items. Motion by Council Member Koski, seconded by Council Member Taylor to Approve the Agenda as stated above. All in favor. Motion carried. Page 2 of 6 City of Centerville City Council Meeting Minutes March 27, 2024 IV. APPOINTMENT/PRESENTATION 1. None. V. PUBLIC HEARING 1. None. VI. APPROVAL OF THE MINUTES 1. March 13, 2024, City Council Meeting Minutes Mayor Love provided an opportunity for the Council to modify if needed. Motion by Council Member Mosher, seconded by Council Member Koski to Approve the March 13, 2024, Meeting Minutes as presented. All in favor. Motion carried. VII.CONSENT AGENDA 1.City of Centerville Claims through March 27, 2024 (Checks #36610-36628 & E2210-E2218) 2.Centennial Lakes Police Department Claims through March 21, 2024 (Checks #15145- 15163, E2024022-2024026 & Payroll Check #15142-15144) 3.Centennial Fire District Claims through March 26, 2024 (Checks #9674-9681, E24003, Voided Check #9681 & Payroll Check #9672-9673) Mayor Love provided an opportunity for members to remove items for additional discussion. Motion by Council Member Taylor, seconded by Council Member Mosher Approve the Consent Agenda as presented. All in favor. Motion carried. VIII. OLD BUSINESS nd 1.Chapter 156, Table 156-A.1, District Allowed Uses Amendment (2 Reading) a. Ord. #XXX, Second Series Administrator Statz stated that the Council reviewed the recommended amendments at their previous meeting and explained that two readings were required by State Statute. Motion by Council Member Mosher seconded by Council Member Taylor to Adopt Ord. #135, Second Series Amending Chapter 156, Table 156-A.1, District Allowed Uses as presented. All in favor. Motion carried. 2.Public Works Boiler Replacement Administrator Statz reviewed the Request for Council Action contained in CouncilÓs packet and stated that Option 3 is no longer an option as the item was sold and that staff was recommending Option 1, a Page 3 of 6 City of Centerville City Council Meeting Minutes March 27, 2024 high-efficiency boiler. He stated that Public Works Director Palzer was present to answer any questions. Numerous questions were asked regarding preventative maintenance, warranty period, maintenance agreement, ownerÓs manuals, and draining of existing fluids for an additional $3,000 fee if determined to be needed. Motion by Council Member Mosher, seconded by Council Member Taylor to Approve the installation of a high-efficiency boiler at the Public Works site with the inclusion of draining existing fluids if needed and not to Exceed $20,000. All in favor. Motion carried. IX. NEW BUSINESS 1.Grant Application Î Met Council Water Efficiency Grant Program Administrator Statz stated that this grant/programs to save water and costs for residents has been around for a number of years and the City would like to offer an opportunity to residents to participate in a water conservation program while saving money on their water bills. He stated that typically individuals that irrigate their lawn, set their irrigation system to operate 2-3 times per week which does not take into account rain/moisture conditions. He reported that the smart irrigation controllers are tied into the National Weather Service, and the price of the controllers have become more affordable. He stated that other communities have purchased these in quantities, then sold them to their residents. He would prefer not to just have one brand out in the community, allow residents to utilize their preferred contractor along with their recommendations for a controller. He stated that he is proposing that the CityÓs program offer a $150 rebate to residents who participate with the program being a first-come, first- served program with an application form being submitted to the City for participation. Discussion ensued regarding saving water was beneficial to the City, environment and citizens, supportive of program and within the same grant would cover replacement of toilets, shower heads, wash machines, dishwashers, 20% of population having irrigation systems where as toilets would provide for more that may assist more of the population, Administrator Statz stated that maybe phase II of this grant and be more prepared next year, an argument for irrigation/summer usage of water, rewarding residents equally, providing educational information for water conservation, above ground pool filling and not just sprinkler systems the cause of the heavy water usage during the summer months, utilizing social media, website and mobile application to markets its availability. Motion by Council Member Taylor, seconded by Council Member Mosher to Authorize Submission of the Grant Application Î Met. Council Water Efficiency Grant Program and the CityÓs Application Process if awarded as submitted. All in favor. Motion carried. Mayor Love thanked Public Works Director for his work on the program and being available to discuss the item. 2. Cost Share Agreement Î Rice Creek Watershed District, Centerville Lake Alum Treatment Administrator Statz stated that the RCWD successfully awarded a grant to treat Centerville Lake with Alum. He stated that it was a minimal match and that the Watershed was requesting that abutting /larger portion property owners (i.e., City of Lino Lakes, Anoka County Parks and the City of Centerville) Page 4 of 6 City of Centerville City Council Meeting Minutes March 27, 2024 assist in funding a portion of the costs as all residents enjoy the lake and that funds could be expended from the Storm Water Fund. He stated that Storm Water Funds are utilized to construct rain gardens, prevent flooding, ensure filtration of water prior to running into lakes, streams/creeks and rivers. He stated that staff was very supportive of the use of the funds, felt that it was appropriate, in the project and agreement. Discussion ensued regarding treatment applications in May, 2024 and one in 2026, the science of the dosages ensuring that the second dose is correct, education on the treatment, effects of fertilizers and additional assistance with alleviating the problem going forward, and the completion of an additional carp survey in case management is needed. Motion by Council Member Taylor, seconded by Council Member Mosher to Authorize State to Enter into a Cost Share Agreement with the Rice Creek Watershed District Regarding the Centerville Lake Alum Treatment Project. All in favor. Motion carried. X. COUNCIL/ADMINISTRATOR ANNOUNCEMENTS 1.Administrator/Engineer Report Î Administrator Statz stated that his report was contained in the packet and that he would be happy to address any questions from the Council. He provided the Council with a brief review. He stated that both the Town Hall-Open House and CSAH 54 Corridor Study were well attended. Assistant City Administrator Lewis stated that the EDA Business Appreciation was scheduled for November 4, 2024, 5:30 p.m. Î 7:00 p.m. at the Southern Rail and for Council Members to mark their calendars along with local businesses. Junior Council Member Sauber stated that the fourth quarter would be starting the following week, freshmen and juniors were completing State testing, a lot of the spring sports have had their trials or will be having them within the coming week. Council Reports a. Taylor Î (i) Economic Development Authority Î Council Member Taylor gave no report. b. Koski Î (i) Planning & Zoning Commission Î Council Member Koski gave no report. (ii) Fire Steering Committee Î Council Member Koski gave no report. c. Sweeney - (i) Parks & Recreation Committee Î Council Member Sweeney gave no report. (ii) Fire Steering Committee Î Council Member Sweeney gave no report. (iii) Anoka County Fire Protection Council Î Council Member Sweeney gave no report. d. Mosher Î (i) Economic Development Authority Î Council Member Mosher stated that the board authorized the purchase of reusable grocery totes for Fete des Lacs and the Anoka County Business Sumit. He stated that the EDA would be hosting a booth at the 3M Open so Page 5 of 6 City of Centerville City Council Meeting Minutes March 27, 2024 they would be purchasing some logoÓd golfballs, purchased some beanies and campfire mugs for this yearsÓ Business Appreciation Event and they discussed placing planters along Main Street. (ii) Police Governing Board Î Council Member Mosher gave no report. e. Love Î Mayor Love stated that there were fantastic turnouts for the two open houses and that he wanted to thank staff, Council Members, P & Z and P & R members along with the public. He thanked Council Member Koski for his advocacy/leadership in providing the public with opportunities for providing input. He stated that the City was a member of MayorÓs Alliance to End Childhood Hunger and that the City had been requested to provide information regarding why this was important for our community, he listed several Centerville Cares articles regarding the issue (i.e. Hunger Day on the Hill and the Centennial Schools Summer Food Service Program) and thanked Assistant City Administrator Lewis for her assistance regarding the items. Stated that his quote ÐThis initiative is important to me as I personally know what it feels like to be hungry as a child. I understand how difficult it is to go to school with an empty stomach. I know the fear of not knowing where your next meal will come from. These memories allow me to have compassion and a desire to make a difference.Ñ Is on their website as his personal comment and glad to be a part of the Alliance. He reported that the most recent League of MN Cities newsletter contained an article about our Jr. Council Member Program, and he sent the same article to the local paper. He also stated that he wrote a small article about Centerville for the two local papers. Mayor Love wished the audience a Happy Easter. (i) North Metro Telecommunications Commission Î Mayor Love gave no report. (ii) Police Governing Board Î Mayor Love gave no report. (iii) Other Mayoral Reports Î Mayor Love gave no report. XI. ADJOURNMENT Motion by Council Member Taylor, seconded by Council Member Koski to Adjourn the Council Meeting of March 13, 2024, at 7:28 p.m. All in favor. Motion carried. Respectfully submitted by City Clerk, Teresa Bender. Page 6 of 6 CITY OF CENTERVILLE REQUEST FOR COUNCIL ACTION Agenda Item # Department: Requested Council Meeting Date: , 2024 Finance/Administration VII.1 TITLE OF ISSUE: City of Centerville Claims Through , 2024 BACKGROUND AND SUPPLEMENTAL INFORMATION: The Check Detail Register is included in your packet for consideration. (Checks # & E22 Î E22) COST AND SOURCE(S) OF FUNDING: REQUESTED COUNCIL ACTION: Motion to Approve as submitted. For ClerkÓs Use: SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ Vote Record: Aye Nay _____ Check Detail Register Other (specify) ____________ __________ ___ _______________________________________________________________ _____ _____ _________________________________________________________________________ Administration Department Use: Refer to: _________________________________ Consent Tabled Until: ______________________________ Regular Other: ___________________________________ 04/04/24 4:02 PM CITY OF CENTERVILLE Page 1 *Check Detail Register© Batch: 032924 payroll tax,PAY240403 Check #Check DateVendor NameAmountCommentInvoice 10100 MIDWESTONE BANK 03/29/24 2219 eIRS/EFTPS G 101-21701Federal Withholding$3,009.74FED W/H - PAY PERIOD 7 G 101-21703FICA Tax Withholding$4,864.60FICA/MED W/H - PAY PERIOD 7 Total $7,874.34 03/29/24 2220 eMINNESOTA DEPT OF REVENUE G 101-21702State Withholding$1,318.97STATE W/H - PAY PERIOD 7 Total $1,318.97 04/05/24 2221 eMINNESOTA DEPT OF REVENUE G 601-20800State Sales & Use Tax$144.00COMM. WATER SALES TAX - MARCH 2024 R 601-49400-34600Water Meter Charges$44.00WATER METER SALES TAX - MARCH 2024 G 604-20800State Sales & Use Tax$2,239.00SOLID WASTE TAX - GARBAGE - MARCH 2024 Total $2,427.00 03/29/24 2222 eOPTUM BANK - H.S.A. G 101-21714HSA Payable$1,597.85H.S.A W/H - PAY PERIOD 7 Total $1,597.85 03/29/24 2223 ePUBLIC EMPLOYEES RETIREMENT G 101-21704PERA$4,415.96PERA W/H - PAY PERIOD 7 Total $4,415.96 04/10/24 36629AID ELECTRIC CORPORATION E 602-43200-300Professional Srvs78310$623.00REPAIRS TO LIFT STATION 2 - 1785 PELTIER LAKE DR Total $623.00 04/10/24 36630AMERITAS G 101-21720Vision Care$24.48VISION CARE Total $24.48 04/10/24 36631ANOKA COUNTY PROPERTY RECORDS E 101-41400-356Document Recording Fees$46.00#23-08225 - 2395650.001 - 1846 73RD STREET Total $46.00 04/10/24 36632ANOKA COUNTY TREASURY E 101-41400-433Dues and SubscriptionsB240319E$37.50MARCH 2024 BROADBAND E 601-49400-433Dues and SubscriptionsB240319E$37.50MARCH 2024 BROADBAND E 602-43200-433Dues and SubscriptionsB240319E$37.50MARCH 2024 BROADBAND Total $112.50 04/10/24 36633BLAINE BROTHERS, INC. E 101-43000-404Repairs/Maint Machinery/E01000138416$937.312001 STERLING TRUCK - REPAIRS Total $937.31 04/10/24 36634CENTENNIAL LAKES POLICE DEPT E 101-42110-300Professional Srvs$90,795.25APRIL 2024 POLICE CONTRACT Total $90,795.25 04/10/24 36635CITY OF CENTERVILLE - MASTERCA E 101-41400-322Postage$9.95ENDICIA ON LINE POSTAGE FEES E 101-41400-430Miscellaneous$70.23ZOOM SUBSCRIPTION, COOKIES, PLATES, NAPKINS FOR OPEN HOUSE E 101-42280-220Repair/Maint Supply$224.79CLEANING SUPPLIES E 101-42400-212Motor Fuels$142.48FUEL 04/04/24 4:02 PM CITY OF CENTERVILLE Page 2 *Check Detail Register© Batch: 032924 payroll tax,PAY240403 Check #Check DateVendor NameAmountCommentInvoice E 101-43000-212Motor Fuels$690.30FUEL E 101-43000-220Repair/Maint Supply$43.50MAINT. SUPPLIES E 601-49400-331Travel Expenses$273.52WATER TRAINING - ST. CLOUD - T. PETERSON Conf. & Schooling$310.00MN AWWA - WATER TRAINING - P PALZER E 601-49400-441 E 602-43200-220Repair/Maint Supply$29.85SUPPLIES FOR LIFT STATION 3 Total $1,794.62 04/10/24 36636CONNEXUS ENERGY E 101-43000-380Utilities$292.022085 W CEDAR ST - SERV THRU 3-26-24 E 101-43140-386Other Utilities$48.07STREET LIGHTS - 395653-219678 - SERV THRU 3-26-24 E 101-43140-386Other Utilities$62.14STREET LIGHTS - 395653-219699 - SERV THRU 3-26-24 E 101-43140-386Other Utilities$74.257100 20TH AVE (TRAFFIC SIGNAL) - SERV THRU 3-26-24 E 602-43200-380Utilities$79.796900 20TH AVE (LIFT STATION) - SERV THRU 3- 26-24 E 601-49400-380Utilities$210.897087 20TH AVE S (WATER TOWER) - SERV THRU 3-26-24 E 601-49400-380Utilities$17.576800-20TH AVE (SCADA RADIO) - SERV THRU 3- 26-24 E 602-43200-380Utilities$17.586800-20TH AVE (SCADA RADIO) - SERV THRU 3- 26-24 Total $802.31 04/10/24 36637FIRST ADVANTAGE E 101-43000-300Professional Srvs2503722403$73.42ANNUAL ENROLLMENT FOR DRUG TESTING Total $73.42 04/10/24 36638GOPHER STATE ONE CALL INC E 601-49400-300Professional Srvs4030280$14.17SERVICE THRU MARCH 2024 E 602-43200-300Professional Srvs4030280$14.18SERVICE THRU MARCH 2024 Total $28.35 04/10/24 36639HAWKINS, INC. E 601-49400-216Chemicals and Chem Prod6717304$1,536.49CHEMICALS Total $1,536.49 04/10/24 36640HITCH - IT, INC. E 101-43140-404Repairs/Maint Machinery/E5038$1,187.35PLOW REPAIRS - STREETS Total $1,187.35 04/10/24 36641HUGO FEED MILL & ELEVATOR CO. E 101-42280-220Repair/Maint Supply$31.98SALT FOR CITY HALL Total $31.98 04/10/24 36642HYDRAULIC SPECIALTY INC. E 101-43000-404Repairs/Maint Machinery/E09000791318$533.002001 STERLING TRUCK REPAIRS Total $533.00 04/10/24 36643IMAGE PRINTING & GRAPHICS E 101-41400-430Miscellaneous166539$290.30DISPLAY BOARD, POSTCARD, PIE CHART - TOWN HALL MEETING Total $290.30 04/10/24 36644IRON VALLEY EQUIPMENT E 409-43000-500Capital Outlay (GENERAL)$6,175.5025% - STATE CONTRACT #T7659(5 IRON VALLEY STAINLESS STEEL DUMP BODY Total $6,175.50 04/04/24 4:02 PM CITY OF CENTERVILLE Page 3 *Check Detail Register© Batch: 032924 payroll tax,PAY240403 Check #Check DateVendor NameAmountCommentInvoice 36645 04/10/24 KODIAK TECH SOLUTIONS LLC E 101-43000-300Professional Srvs2365$178.202085 W CEDAR ST - COMBO BURG/FIRE ALARM W/DAILY TEST Total $178.20 04/10/24 36646LEAGUE OF MN CITIE E 101-41400-441Conf. & Schooling401681$20.002024 SAFETY & LOSS CONTROLL WORKSHOP - M STATZ Total $20.00 04/10/24 36647LONNI OLSON E 101-41400-300Professional Srvs20-0593$135.00UPDATE TO POSTCARD E 101-41400-300Professional Srvs20-0593$300.00POSTERS E 101-41400-300Professional Srvs20-0593$105.00PRINT PACKAGING/FILING Total $540.00 04/10/24 36648MARCO, INC. E 101-41400-400Computer, Copier Main. C36271391$202.42STANDARD PAYMENT Total $202.42 04/10/24 36649MET LIFE INSURANCE CO. G 101-21716Dental Insurance$273.04DENTAL INSURANCE Total $273.04 36650 04/10/24 MET. COUNCIL ENV. SERV. (SDS) E 602-43200-440MWCC Charges0001170529$24,393.96MAY 2024 WASTEWATER SERVICES Total $24,393.96 04/10/24 36651NATIONWIDE RETIREMENT SOLUTION G 101-21705Other Retirement$3,100.00DEF. COMP - PAY PERIOD 8 Total $3,100.00 04/10/24 36652NYKANEN INSPECTIONS LLC R 101-42403-32225Electrical Inspection$492.00MARCH 2024 ELECTRICAL INSPECTION Total $492.00 04/10/24 36653PRESS PUBLICATIONS E 101-41910-350Ord., Pub. Hearings, etc.801406$118.40P.H. PRELIM PLAT E 603-43000-350Ord., Pub. Hearings, etc.801930$59.20INFO MEETING SWPPP Total $177.60 04/10/24 36654REPUBLIC SERVICES, INC. E 604-43230-300Professional Srvs0899-004428$21,529.79GARBAGE SERVICE THRU MARCH 2024 E 605-45350-300Professional Srvs0899-004428$7,173.22RECYLCING SERVICE THRU MARCH 2024 Total $28,703.01 04/10/24 36655ROGERS PRINTING & PROMOTIONAL E 101-41910-430Miscellaneous65722$60.47NAME PLATES - P & Z - MATTHEW M & JEANNIE S E 101-45201-430Miscellaneous65722$30.23NAME PLATES - P & R - KATYA P Total $90.70 04/10/24 36656SAFEGUARD SECURITY E 101-42280-300Professional Srvs63653$59.95APRIL 2024 MONTHLY FIRE ALARM MONITORING W/SERVICE PLAN Total $59.95 04/10/24 36657TWIN CITIES FLAG SOURCE, INC. 04/04/24 4:02 PM CITY OF CENTERVILLE Page 4 *Check Detail Register© Batch: 032924 payroll tax,PAY240403 Check #Check DateVendor NameAmountCommentInvoice E 101-43000-210Operating Supplies38716$52.33STAINLESS STEEL SWIVELS SNAPHOOK FOR FLAG POLES E 101-42280-210Operating Supplies38716$52.33STAINLESS STEEL SWIVELS SNAPHOOK FOR FLAG POLES E 101-45202-210Operating Supplies38716$52.34STAINLESS STEEL SWIVELS SNAPHOOK FOR FLAG POLES Total $157.00 04/10/24 36658UTILITY LOGIC E 601-49400-500Capital Outlay (GENERAL)14555$12,135.00WATER/SEWER VIVAX-METROTECH Total $12,135.00 $193,148.86 10100 Fund Summary 10100 MIDWESTONE BANK 101 General Fund$116,053.15 409 CAPITAL EQUIPMENT REPLACEMENT$6,175.50 601 Water Fund$14,723.14 602 Sewer Fund$25,195.86 603 Storm Water Fund$59.20 604 GARBAGE$23,768.79 605 RECYCLE SERVICE$7,173.22 $193,148.86 CITY OF CENTERVILLE REQUEST FOR COUNCIL ACTION Requested Council Meeting Date: Agenda Item # Department: Administration VII.2 TITLE OF ISSUE: Centennial Lakes Police Department Claims BACKGROUND AND SUPPLEMENTAL INFORMATION: The packet contains Check Register & Detail which includes the following disbursements for consideration: Check #151, E20240 2-E20240 & Payroll Check #15 COST AND SOURCE(S) OF FUNDING: N/A REQUESTED COUNCIL ACTION: Motion to approve along with the Consent Agenda. For ClerkÓs Use: SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ Vote Record: Aye Nay _____ Supporting Documents Contained in Packet Other (specify) ____________ __________ ___ _______________________________________________________________ _____ _____ _________________________________________________________________________ Administration Department Use: Refer to: _________________________________ Consent X Tabled Until: ______________________________ Regular Other: ___________________________________ Payroll Checks #15164-15166 CITY OF CENTERVILLE REQUEST FOR COUNCIL ACTION Agenda Item # Department: Requested Council Meeting Date: , 2024 Administration VII.3 TITLE OF ISSUE: Centennial Fire District Claims Through , 2024 BACKGROUND AND SUPPLEMENTAL INFORMATION: The packet contains Check Register and Detail which includes the following disbursements. Check # COST AND SOURCE(S) OF FUNDING: N/A REQUESTED COUNCIL ACTION: Motion to Approve Along with the Consent Agenda. For ClerkÓs Use: SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ Vote Record: Aye Nay _____ Supporting Documents Contained in Packet. Other (specify) ____________ __________ ___ _______________________________________________________________ _____ _____ _________________________________________________________________________ Administration Department Use: Refer to: _________________________________ Consent Tabled Until: ______________________________ Regular Other: ___________________________________ CENTENNIAL FIRE DISTRICTCheck Register - FIREPage: 1 Check Issue Dates: 3/27/2024 - 4/9/2024Apr 04, 2024 11:38AM Report Criteria: Report type: Summary Check NumberInput DateCheck Issue DatePayeeAmount 968204/04/202404/09/2024ANOKA COUNTY TREASURY DEPT.112.50 968304/04/202404/09/2024Capital One Trade Credit45.37 968404/04/202404/09/2024NFPA175.00 968504/04/202404/09/2024VERIZON WIRELESS220.90 Grand Totals: 553.77 M = Manual Check, V = Void Check CENTENNIAL FIRE DISTRICTInvoice Register - Report for COUNCILPage: 1 Input Dates: 3/27/2024 - 4/9/2024Apr 04, 2024 11:32AM NameInvoiceDescriptionInvoice DateTotal Cost ANOKA COUNTY TREASURY DEPT. (121) ANOKA COUNTY TB240319CMARCH - Broadband (CAC Fiber)04/09/2024112.50 Total ANOKA COUNTY TREASURY DEPT. (121):112.50 FRATTALLONE'S HARDWARE & GARDEN (184) FRATTALLONE'S HH67598/GStation 3: Fasteners, drill bits04/09/202461.54 FRATTALLONE'S HH67615/GCredit Memo - Station 3: Fasteners04/09/202435.16- FRATTALLONE'S HH67619/GStation 3: Fasteners, Wire rings04/09/202418.99 Total FRATTALLONE'S HARDWARE & GARDEN (184):45.37 NFPA (246) NFPA881-AABX-TAnnual Membership: Jake Pfeffer04/09/2024175.00 Total NFPA (246):175.00 VERIZON WIRELESS (287) VERIZON WIRELE99592600002/16 - 3/15 Mobile Broadband & Monthly Phone04/09/2024220.90 Total VERIZON WIRELESS (287):220.90 Grand Totals: 553.77 Report GL Period Summary Vendor number hash:0 Vendor number hash - split:0 Total number of invoices:0 Total number of transactions:0 CITY OF CENTERVILLE REQUEST FOR COUNCIL ACTION Agenda Item # Department: Requested Council Meeting Date: April 10, 2024 Administration VII.4 TITLE OF ISSUE: Special Event Permit App. - Private Property, Centerville Elementary School Spring Festival BACKGROUND AND SUPPLEMENTAL INFORMATION: This has been an annual event for quite sometime with no issues. Both the Centennial Fire District and the Centennial Lakes Police Department have stated that they have no issues with the event taking place and have been notified of the event. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED COUNCIL ACTION: Motion for City Council to approve the submitted Special Event Permit/Private Property as submitted. For ClerkÓs Use: SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ Vote Record: Aye Nay _____ Other (specify) ____________ __________ ___ _______________________________________________________________ _____ _____ _________________________________________________________________________ Administration Department Use: Refer to: _________________________________ Consent Tabled Until: ______________________________ Regular Other: ___________________________________ CITY OF CENTERVILLE REQUEST FOR COUNCIL ACTION Agenda Item # Department: Requested Council Meeting Date: April 10, 2024 Administration VII.5 TITLE OF ISSUE: Special Event Permit App. - Private Property, 1 Year Anniversary Connor James Salon & Humble Roots BACKGROUND AND SUPPLEMENTAL INFORMATION: This a 1 Year Anniversary celebration for Connor James Salon & Humble Roots. Both the Centennial Fire District and the Centennial Lakes Police Department have no issue with the event taken place and have been notified of the event. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED COUNCIL ACTION: Motion for City Council to approve the submitted Special Event Permit/Private Property as submitted. For ClerkÓs Use: SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ Vote Record: Aye Nay _____ Other (specify) ____________ __________ ___ _______________________________________________________________ _____ _____ _________________________________________________________________________ Administration Department Use: Refer to: _________________________________ Consent Tabled Until: ______________________________ Regular Other: ___________________________________ CITY OF CENTERVILLE REQUEST FOR COUNCIL ACTION Agenda Item # Department: Requested Council Meeting Date: April 10, 2024 VII.6Administration TITLE OF ISSUE: Rainbow Tree Services - Contract Extension for Preferred Emerald Ash Borer Contractor for Diagnosis & Treatm BACKGROUND AND SUPPLEMENTAL INFORMATION: In late 2022, the City entered a with Rainbow Tree Services to provide two mailings to Centerville residents providing them with educational information regarding the Emerald Ash Borer, consideration of their current Ash tree's health and the services that they offer as the City's preferred Contractor (i.e. diagnosis and treatment at a reduced fees, etc.) The contract was from 2022-2023. They have approached us this year offering the same program to residents with a .$55 increase/diameter for treatment and modification of language in the "Guarantee Section". There are no fees to the City, they will provide an assessment/diagnosis to individual property owners and enter into a contract with them. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED COUNCIL ACTION: Motion to authorize staff to enter into a contract extension with Rainbow Tree Service to be the City's preferred Emerald Ash Borer Contractor. For ClerkÓs Use: SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ X Vote Record: Aye Nay _____ Extension Other (specify) ____________ __________ ___ _______________________________________________________________ _____ _____ _________________________________________________________________________ Administration Department Use: Refer to: _________________________________ Consent Tabled Until: ______________________________ Regular Other: ___________________________________ CITY OF CENTERVILLE REQUEST FOR COUNCIL ACTION Agenda Item # Department: Requested Council Meeting Date: April 10, 2024 Administration/P & R VII.7 TITLE OF ISSUE: Park Facility Use Permit Application - Annual Scout Rocket Launch (5/4/2024 with 5/11/2024 Rain Date) BACKGROUND AND SUPPLEMENTAL INFORMATION: This has been an annual event for quite some time with the Lino Lakes Scout Troop. They have been great stewards of the park and we have never had a complaint. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED COUNCIL ACTION: Motion to Approve the Recommendation of the P & R Committee to Approve use of Laurie LaMotte Memorial Park as Submitted subject to the Public Works Directors Approval for Consideration of Turf Conditions. For ClerkÓs Use: SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ Vote Record: Aye Nay _____ Extension Other (specify) ____________ __________ ___ _______________________________________________________________ _____ _____ _________________________________________________________________________ Administration Department Use: Refer to: _________________________________ Consent Tabled Until: ______________________________ Regular Other: ___________________________________ PARK FACILITY PERMIT APPLICATION 1. Name/Address/Phone Number of Individual or Organization responsible for making this application: 227 Galaxy Dr Brian Olson _______________________ _________________________ Name Address 763-245-9605Circle Pines, MN 55014 _______________________ _________________________ Telephone Number City, State & Zip 2. Please describe your event/activity and identify the specific facility/field within the park you wish to use along with what you are asking from the City: Rocket Launch at Laurie LaMotteMemorial Park. Last year we set up just off _________________________________________________________________ the parking lot and that worked great. _________________________________________________________________ _________________________________________________________________ 30 3. What is the number of people that are involved in your event/activity? ________ 4. What City facilities do you wish to use Acorn Creek Park _____ Eagle Park _____ x Laurie LaMotte Memorial Park _____ Hidden Spring Park _____ (Lighting & Warming House) _____ Trailside Park _____ An adult may be requested to take responsibility to lock & unlock restrooms Cornerstone Park _____ Royal Meadows Park _____ Tracie McBride Memorial Park _____ City Hall _____ 5. Please list the date or dates and times you propose to use the facilities: 5/4/224 and 5/11/24 as a backup _________________________________________________________________ No 6. Is anyone charged a fee to watch or participate in your event? _______________ Yes 7. Have you used these facilities before? ______ If so, when? Anually at the same time. __________________________________________________________________ x 8. Are you requesting additional permits or City services? _____ Yes _____ No (i.e., Road Closure(s), Temporary Liquor License(s), Fireworks Permit or Burning Permit, Use of lights, bathrooms or porta-potties, Park Buildings) Please describe __________________________________________________________ Depending upon the nature of your event, or if you are requesting City services, you may be required complete a different application and/or make a deposit to cover city costs. Brian Olson3/8/24 _________________________________ __________________ Printed Name of Person Signing Date _________________________________ Signature Office Use Only Permit approved by: __________________________ Date: __________________ Deposit required: $______________ Receipt # _______________ Form number: 2013.01 PU BE ADVISED THAT YOU ARE REQUIRED TO LEAVE THE PARK AS CLEAN AS YOU FOUND IT PLEASE! YOU ARE NOT AUTHORIZED TO STORE ATHLETIC OR OTHER EQUIPMENT IN THE PARK OR FACILITIES. Hidden Spring Park 1 ~ Picnic Shelter 1 1 1875 Fox Run 1601 LaMotte Drive Tracie McBride Park 1 ~ Open Field 1 6955 Eagle Trail Eagle Park 1 ~ Tennis Court 12 Laurie LaMotte Memorial Park 93 1-2 ~ Football 7 Practice Fields 6 8 1 3-5 ~ Baseball Fields 4 10 6 ~ Picnic Shelter 5 7 ~ Pleasure Ice Rink 8 ~ Hockey Rink 9 ~ Warming House 10 ~ Wheels/Skate 11 1874 Revoir Street Park 6970 LaMotte Drive 11 ~ Soccer Field Acorn Creek Park 1 ~ Soccer Field or Form number: 2013.01 PU Football Field CITY OF CENTERVILLE PERSONNEL POLICIES Successful public relations are a very important element in every City Employee’s job. It is important to be considerate, pleasant, prompt and brief in all dealings with the citizens of the City of Centerville. The impression we make over the phone or in person, whether good or bad, will be the one that the citizen will remember. It is the mission of the City of Centerville to provide the highest quality service to Centerville residents and taxpayers in the most effective, efficient manner possible. Proper adherence by all City Employees to these policies will help attain that goal. 1. PURPOSE AND APPLICATION 1.1 Purpose General:The information in these personnel policies serves only as a general reference to the City of Centerville’s current policies and procedures. None of these rules and policies constitutes a contract between the employee and the City. These rules and policies are not a guarantee of continued or future employment or intended to alter the employment at will relationship in any manner. Employees have the right, with appropriate notice, to terminate their employment at any time, for any reason or no reason, and the City retains a similar right, subject to any statutory or constitutional restrictions placed upon it as a public employer. If at any time there is a difference between a statement in these documents and source material, such as plan documents, the source material that is current at that time will take precedence. 1.2 Scope Application: This personnel policy applies to all City of Centerville Employees, except the following: A) Elected officials. B) Consultants rendering professional services. C) Members of City Boards, Commissions, and Committees (this Subsection applies only to non-employee members of these City Boards, Commissions and Committees including the Junior Council Member). D) Volunteers. Collective Bargaining: All Employees covered by a collective bargaining agreement enteredinto in accordance with the Public Employers Labor Relations Act, Minnesota Statutes §179.61 – 179.77, and §179A.01 – 179A.25 shall be exempt from any of these provisions which directly conflict with the language in the bargaining agreement. Other Employment Contracts: All Employees covered by an employment contract shall be exempt from any of these provisions which directly conflict with the contract language. Page 1of 60 1.3 Authority Rights: The City reserves the right to operate and manage its affairs in all respects in accordance with existing and future laws and regulations. These rights shall specifically include, but not be limited to, the right to adopt, amend, repeal, interpret or terminate the personnel policy and work rules without prior notice. The City reserves the right to make these changes retroactive or prospective. Amendments shall be effective on the day of adoption unless a different date is specified. The City further reserves the right to make reasonable variations to this policy where the City Council determines that a strict and literal application of the policy would cause undue hardship on the City, its Employees, or an individual Employee. Interpretation:The City Administrator shall make an initial interpretation of these policies or decision on items not covered within these policies and such interpretation will be binding unless modified or overturned by the CityCouncil. This policy supersedes any prior policies, representations or understandings and shall be subject to all applicable State and Federal Laws, as well as City Ordinances. 1.4 Equal Opportunity Employer Non-Discrimination: The City of Centerville strives to provide full and equal opportunities for every person in all areas related to employment, training, promotion, and compensation. No individual shall be discriminated against with respect to compensation, terms, conditions, or other privileges of employment because of race, color, 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 discrimination is prohibited by State or Federal law. 2. DEFINITIONS The following words and terms shall have the meaning as defined herein, unless the context indicates otherwise. 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. Anniversary Date: The month and day of initial hiring or promotion of a regular full-time or regular part-time Employee. Appointing Authority: The City Council or City Officer to whom the Council has delegated authority to appoint personnel. Benefits: Privileges or other compensation granted to Employees in the form of leaves of absence, insurance, or pay received in lieu of accrued leave upon termination of employment. City: The City of Centerville. City Administrator: The City Administrator of the City of Centerville. Page 2 of 60 City Council: The City Council of the City of Centerville. Compensatory Time: For exempt Employees, the same amount of time off work as the employee has overtime hours worked. For non-exempt Employees, time off work at one- and-one-half times the number of overtime hours worked. Demotion: The change of an employee’s status to a position of having a lower pay range, rank, or grade, and/or lesser responsibility than previously held. Department: A branch of City Administration with responsibility for one or several assigned functions. Department Head: The Supervisor of a department. Employee - Exempt: An Employee will not be covered by the overtime provisions of the Federal Fair Labor Standards Act. Employee - Intermittent: An at-will Employee who works occasionally or on-call for an indefinite time, under the same terms and conditions as a temporary Employee. Employee - Full-Time: An at-will Employee working at least 30 hours per week, who has successfully completed a required probationary period, and serves in a position funded in the approved City budget for a given fiscal year. (A full-time employee is, for a calendar month, an employee employed on average at least 30 hours of service per week, or 130 hours of service per month.) Employee - Non-Exempt: An Employee covered by the overtime provisions of the Federal Fair Labor Standards Act. Employee - Part-Time: An at-will Employee working less than 30 hours per week, who has successfully completed the required probationary period and who is not eligible for benefits other than those mandated by State or Federal Law. Employee - Regular: An at-will Employee who has successfully completed all stages of the selection process including the training period and/or probationary 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 under the same terms and conditions as a temporary Employee. Employee - Temporary: A full-time or part-time Employee who serves in a position on a temporary basis where no benefit eligibility exists. and no credit is given for seniority. Employer - The City of Centerville. Hours Worked: Includes all hours that the Employee actually performs duties that benefit the city, including rest periods or breaks, meetings, training programs, travel between work sites on a workday, time spent performing duties after hours or on Page 3 of 60 weekends due to emergencies (call backs) and any time performing duties outside the normal shift, even if it is not “authorized.” Job Classification: A group of positions sufficiently alike in duties, qualifications, authority, and responsibility to warrant the same job title, grade and pay schedules for all positions in the group. Job Description: The written description of a job containing a title, a statement of duties, authority and responsibilities of the job, and the qualifications and experience deemed necessary and/or desirable for the satisfactory performance of the duties of the job. Lay-Off: The separation of an Employee from employment due to elimination of a position; lack of funds or other reason determined by the City Council. Performance Report: A review of an employee’s performance by the supervisor to communicate an employee’s strengths or deficiencies, as well as expectations for improvement. Position: A specific job, calling for the performance of certain duties and having certain responsibilities. Probationary Period: A period of time at the beginning of employment (or the beginning period of a promotion, transfer) that is designed as a trial period. The probationary period is also considered a training period and is the last part of the selection process. Promotion: An advance in position from one classification or grade to a higher classification or grade. Resignation: Employment termination initiated by the Employee who chooses to leave employment voluntarily. Remote work: Remote work is defined as working scheduled hours off-site from city premises. Transfer: A movement of an Employee from 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 classification of each position the Employee has held with the City and shall also contain a record of all personnel action regarding the Employee including examination records, performance reports, disciplinary proceedings, demotions, promotions, salary changes and any other document relevant to City employment. 3.2 Job Description Page 4of 60 General: The City will maintain a written description of each job containing a title, a statement of duties, authority and responsibilities of the position, and the experience and qualifications deemed necessary and/or desirable for the satisfactory performance of the duties of the position. These descriptions will normally be updated periodically, as duties or assignments change, or at the discretion of the City Administrator. This document will also be signed by the employee upon hiring and placed in the employee’s personnel file. The Employee will also receive a copy for their records. 3.3 Assignment of Work Responsibility: Assignment of work duties and scheduling work is the responsibility of employee’s Supervisor or the City Administrator. It is recognized that jobs may change over time, to respond to the changing 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 descriptions and related records shall be the responsibility of the City Administrator or designee. Salary Range:Each job description shall 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 position. B) The duties and rates of pay for other job classifications, whether comparable or not. C) The prevailing rates of pay for comparable positions in both public and private employment in the appropriate labor market. D) Financial and fiscal policies and considerations of the City, and other pertinent economic factors. Approval: Each fiscal year, the City Council shall review the pay plan and make changes it determines are necessary. The City Council may modify salary ranges at any time. The City Council shall adopt hourly rates 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 description, the CityAdministrator or designee 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, restructuring the job to fit an established or proposed class, or other action as deemed appropriate. Page 5 of 60 4. APPOINTMENTS 4.1 Vacancies General: Vacant positions that the City Council chooses to fill will be filled by a regular or temporary appointment and may be made on a full-time or part-time basis. Procedure: Vacancies may be filled by promotion of an existing,qualified employee or filled by hiring from outside as determined by the City Council. Evaluation Method: Applicant qualifications will be evaluated in one or more of the following ways: a rating of experience and training, a written test, an oral test or interview, a performance or demonstrative test, or another appropriate job-related exam. 4.2 Job Posting Internal Posting: Position vacancies for regular full-time and regular part-time positions will be posted on the official City bulletin boards in City Hall and the Public Works building in addition to, or in lieu of advertising externally. The posting will specify the title, starting salary or range, the nature of the work to be performed, how to apply, the closing date for receiving applications, and other pertinent information. 4.3 Recruitment and Selection Recruitment: The CityAdministrator or designee is responsible for managing the recruitment process to ensure compliance with Federal and State laws as well as City of Centerville practices. This includes approving all job postings, advertisements, placing of job advertisements, addendums to the application and other recruitment materials. The City Administrator or designee will meet with the appropriate Supervisor to determine the best methods for recruiting. All appointments shall be made based on merit and fitness for the position. Merit and fitness may be determined by written, oral and/or other job-relevant examinations, as well as by consideration of education, experience, and other job-relevant qualifications. Announcement: When the City recruits a position externally, the position may be advertised in selected newspapers, periodicals, newsletters and/or through direct mailings 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 information 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 signed, official City of Centerville employment application form. Application Review: The City Administrator and/or the Supervisor shall review all applications, conduct job-relevant background reviews, and screen all applications to determine candidate qualifications. Initial interviews may be conducted of the applicants whose qualifications are best suited for the position. Any applicant not meeting the minimum qualifications required for the position shall be rejected from further consideration. Page 6of 60 Examination: If an examination is required for a position, the examination shall be administered by the City Administrator or his/her designee. Upon receipt of the examination results, the City Administrator or his/her designee shall notify each person taking the examination, in writing, of the results. Examination scores will be adjusted in accordance with the provisions of the Veterans 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 Appointment Authority Regular: The City Council is the Appointment Authority for the City of Centerville and will make all full-time appointments, upon the recommendation of the City Administrator. The City Administrator shall submit a hiring recommendation for eligible candidates to the City Council. Other: Appointments to budgeted part-time, seasonal, intermittent, and temporary positions are delegated to the City Administrator. 4.5 Temporary Appointments General: If necessary to prevent interruption of service or inconvenience to the public, the City Council may approve temporary appointments. A temporary appointment may be made for a specified period of time or may be open-ended. When the appointment is open-ended, the City Administrator shall determine the ending date based on the needs of the City, subject to Council approval. Temporary appointments will normally be of a duration of six months or less. Extension of this maximum time period may be made on an exception basis if warranted by the needs of the city and approved by the City Council. Appointees to temporary positions will not be entitled to benefits. 4.6 Pre-Employment Medical Exams Applicability: The city may determine that a pre-employment medical examination is necessary to determine fitness for any City position. Where a medical examination is required, the offer of employment shall be made contingent upon successful completion of the medical exam. If the City determines that pre-employment medical exams will be required, they shall be required 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 confidential medical records under the Minnesota Data Practices Act and HIPAA regulations. Exam: A licensed physician designated 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 shall pay the cost of the exam. The physician shall notify the City Administrator whether or not a candidate is medically able to perform the job. Page 7of 60 Notification of Results: The City Administrator shall inform the candidates of the results of their examination. If a candidate is rejected for employment based on the results, he or she shall be notified of this determination and may request further explanation from the physician. 4.7 Employment of Minors General: Employment of minors will be limited to the ages and conditions as provided by the Federal Fair Labor Standards Act (FLSA) and, where more restrictive, State Child Labor Laws. 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 will be made available for Employees upon request. Joining a union is not required for employment. However, under the Act, the Union may require individuals in a represented bargaining unit who are not members of the Union to contribute a “fair share fee.” 4.9 Probationary Appointments Purpose: The probationary period is an integral part of the selection process and shall be utilized for observing an Employee’s work and for training the Employee in the work expectations, for assessing the Employee’s abilities, skills, 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 except for exempt employees which shall be twelve (12) months. Duration: Probationary periods apply to new hires, transfers, promotions and rehires. The Council, under special circumstances, may extend the probationary period up to a maximum of six (6) additional months. Termination during Probationary Appointment: The City Council, or the City Administrator with approval of the City Council, may terminate an Employee anytime, for any reason, during that Employee’s probationary period. The Employee so terminated shall be notified in writing of the reasons for the termination and shall 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. 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 terminated during a probationary period from a position to which they were transferred or promoted may be reinstated to a position in the class from which they were transferred or promoted, upon approval of the appointing authority. If a position in that class is not open, the Employee may be placed on leave of absence of up to twelve months without pay until such time as an appropriate position is available. If no position is available within twelve months, the option to reinstate shall expire. Page 8of 60 Completion of Probation Period: A performance evaluation will be completed and reviewed with the Employee before the end of the probationary period. The City Administrator will notify the Council as to whether the Employee’s performance has been satisfactory or not, and whether the employment relationship should be continued. City Administrator: The City Council Personnel Committee or City Council will evaluate the City Administrator and recommend any changes to the employment contract. The evaluation of the City Administrator shall be in writing on a Performance Report. Notification: If the notification indicates the Employee has successfully completed the probationary period and employment will be continued, the Employee will become a regular Employee within the meaning of this policy. The Employee’s length of service will be computed from the date of hire for the purpose of calculating the term of probationary period. 4.10 Background Investigation Upon the request of the City Administrator, the police department shall provide certain criminal history data contained in the Minnesota Criminal Justice Information System. The data to be provided must only be about finalists for City positions of employment. The City Administrator must obtain the consent of the finalists before requesting the data, but an applicant’s failure to provide consent may disqualify the applicant from the prospective position. 5. EMPLOYMENT STATUS CHANGES 5.1 Reclassification A recommendation for an Employee to receive a reclassification will be made on the basis of the job’s content, resulting from significant changes in the kind, difficulty, and/or responsibility of the work performed in the position. A reclassification may warrant an increase or decrease in salary range. The City Council must review all reclassification recommendations made by the City Administrator. Reclassification will be approved only by the City Council. 5.2 Promotion Vacancies may be filled by promotion of present Employees who meet the requirements established for the classification, made by the City Administrator, and approved by City Council. Demotion An Employee may be demoted if found unsuited for the present position but may be expected to perform satisfactorily in a position of having a lower pay range, rank, or grade, and/or lesser responsibility than previously held. An Employee may also be demoted if his/her position has been abolished or reclassified and he/she cannot be transferred to a position of equal pay for which they are qualified and suited. Page 9of 60 5.3 Reduction of Workforce If it is necessary to reduce personnel, temporary Employees and those serving a probationary period in affected job classes will be separated before regular Employees. Within each of these groups, the selection of Employees to be retained shall be based on merit and ability as determined by the City Administrator, subject to Council Approval. Lay-off: The City may lay off any Employee whenever such action is made necessary by reason of shortage of work or funds, the abolition of a position, because of changes in organization, or other reason(s) determined by the City Council. Two-week 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 Administrator, with approval by the City Council, determines that such an Employee is qualified, and a position is available. When a lay-off occurs in a job classification in which more than one Employee serves, qualification and job performance as determined and applied by the City Council shall be the basis for determining which Employees are laid-off unless otherwise required by law. Not Disciplinary 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: Initial appointments to full-time positions will be made within the adopted pay grade for the applicable job class. Exceptions may be made to the starting rate at the discretion of the City Council upon recommendation of the City Administrator, based on additional education, training, qualifications and/or experience above that normally required for the position. 6.2 Pay Periods Bi-weekly: Employees shall be paid by direct deposit, on alternate Thursdays Wednesdays, unless the payday falls on a holiday,then the pay day would be either the day before or the day after the holiday. The pay received by an Employee will be for the hours worked during the pay period plus any holidays, compensatory time, overtime, and PTO/ESST taken during the period. Timecards: All Employee shall submit their timecards to their Supervisor on Monday by noon following the end of the pay period. The Supervisor will sign off on each employee Page 10 of 60 timesheet and turn in all timecards to the Senior Account Clerk no later than 8am Tuesday for processing. 6.3 Work Hours General: All Employees are expected to perform their regular work duties when required to do so by their supervisor, including situations where the workday or workweek requires additional hours or different hours from normally scheduled. 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. Full-Time Work Week Defined: The regularly scheduled 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, 7:30 a.m. to 4:00 p.m., including rest periods. The City Administrator may also adjust normal work weeks and days for the positions that require the exercise of duties and responsibilities outside of normal hours (for example, the need to attend City Council meetings). Part-Time Work Week Defined: The regularly scheduled work week for part-time, non- supervisory Employees is less than thirty (30) hours per week, including rest periods. Flexible work schedules will be allowed on a case-by-case basis as approved by the City Administrator. The City Administrator may also adjust normal work weeks and days for the positions that require the exercise of duties and responsibilities outside of normal hours (for example, the need to attend City Council meetings). Working Remotely: If an employee wishes to work remotely regardless of location, it is expected that the person is responsible for alltheir duties and responsibilitiesassociated with their position, even if such duties require the employee to come into their workplace while performing work remotely. All City employees who meet the eligibility criteria will be approved for remote work based on the approval of the Supervisor or the City Administrator in advance and placed on the City’s calendar basedon their arrangement. The employee will agree to be accessible by phone, virtual computer software or email within a reasonable time during the agreed upon work hours. See Appendix B. Flexibility of Work Schedule: Individuals requesting to work remotely or on site may have the ability to flex their hours if it is approved by Supervisor or City Administrator. See Appendix B. 6.4 Work Breaks Meal Break: Employees working eight or more consecutive hours will be scheduled for an unpaid meal break of one-half hour. 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 which is paid. 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 Page 11 of 60 purpose other than a mid-shift rest period. Unused rest breaks may not be used to leave work early. 6.5 Job Sharing General: Job sharing will be considered on an individual basis at an employee’s request. Arrangement should be made with the immediate Supervisor. Any agreement between an Employee and Supervisor is subject to approval by the Council. 6.6 Overtime/Compensatory Time General: The City of Centerville has established this overtime policy to comply with applicable State and Federal laws governing accrual and use of overtime. The City Administrator will determine whether each Employee is designated as “exempt” or “non- exempt” from earning overtime. In general, Employees in executive, administrative, and professional job classes are exempt; all others are non-exempt. Non-Exempt Employees: All overtime-eligible Employees will be compensated at the rate of time and one-half (1½) for all hours worked over 40 in one workweek. Personal Time Off/Earned Sick and Safe Time (PTO/ESST) and paid holidays will count toward “hours worked.” Compensation will take the form of either overtime pay or compensatory time. Compensatory time is paid time off at the rate of one and one-half (1½) off for each hour of overtime worked. Workweek: The workweek is Monday morning from 12:00 a.m. to Sunday evening at 11:59 p.m. Approval: The Employee’s Supervisor must approve overtime hours in advance. An Employee who works overtime without prior approval may be subject to disciplinary action. Pre-authorization may be presumed by Employees in emergency situations such as excess snowfall, flood, severe storms, water main breaks, lift station malfunctions, or other similar situations where the immediate response of staff is required to avert endangerment of life, home, or property. In the event of an emergency, the City Administrator shall be notified immediately. Compensatory Time: Overtime earned will be paid at the rate of time and one-half (1½) on the next regularly scheduled payroll date, unless the Employee and the Supervisor mutually agree in advance the overtime will be banked as compensatory time in lieu of payment. Accumulation: The maximum compensatory time accumulation is eighty (80) hours unless a different amount is established by the City Council. Use of Compensatory Time: Employees may request and use of compensatory time off in the same manner as other leave requests. Supervisors shall normally grant such requests, even if another Employee must be called in to cover the hours, unless it causes a serious disruption in business operations. Page 12 of 60 Exempt Employees: Exempt Employees are expected to work whatever hours are necessary tomeet the performance expectations outlined by their Supervisor. Generally, to meet these expectations, and for reasons of public accountability, an exempt Employee will need to work forty (40) or more hours per week. Exempt Employees do not receive extra pay for the hours worked over forty (40) in one workweek. Salary Basis: Exempt Employees are paid on a salary basis. This means they receive a predetermined amount of pay each pay period and are not paid by the hour. Their pay does not vary based on the quality or quantity of work performed, and they receive their full salary for any day in which any work is performed. The city will only make deductions from the weekly salary of an exempt Employee in the following situations: A) The Employee is in a position that does not earn personal leave and is absent for a full day or more for personal reasons other than sickness or accident. B) The Employee is in a position that earns personal leave, receives a short-term disability benefit, or workers’ compensation wage loss benefits, and is absent for a full day due to sickness or disability, but he/she has exhausted all paid leave. C) The Employee is absent for a full work week, and, for whatever reason, the absence is not charged to paid leave (for example, a situation where the Employee has exhausted all his/her paid leave or a situation where the Employee does not earn paid leave.) D) The very first workweek or 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 worked. E) The Employee is in a position that earns paid leave and is absent for a partial day due to personal reasons, illness, or injury, but: Paid leave has not been requested or has been denied. Paid leave is exhausted. The Employee has specifically requested unpaid leave. F) The Employee is suspended without pay for a full day or more for disciplinary reasons for violations of any written policy that is applied to all Employees. G) The Employee takes unpaid leave under the Family and Medical Leave Act (FMLA). H) The City may for budget reasons implement a voluntary or involuntary unpaid leave program and, under this program, make deductions from the weekly salary of an exempt Employee. In this case, the Employee will be treated as non-exempt for any workweek in which the budget-related deductions are made. I) The City will not make deductions from pay due to exempt Employees being absent for jury duty, attendance as a witness, or temporary military leave, but will require the Employee to pay back to the city any amounts received by the Page 13 of 60 Employee as jury fees, witness fees, or military pay. If the City inadvertently makes an improper deduction to the weekly salary of an exempt Employee, the city will reimburse the Employee and make appropriate changes to comply in the future. Requirement to Work Overtime: Generally, overtime should be avoided; however, all Employees, in all departments, are required to work overtime as requested by their Supervisors as a condition of continued employment. Refusal to work overtime may result in disciplinary action. Supervisors will make reasonable efforts to balance the personal needs of their Employees when assigning overtime work. 6.7 Outside Employment General: Employees must devote all their work time to City business. Work time describes the entire workday as scheduled. No work relating 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 welfare of the city. Performance: Outside employment shall not interfere with an Employee’s proper performance of City duties. Employees are required to be available at all times for emergency or overtime work as needed. Except for 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 being done for the City. Supplies: No Employee shall accept outside employment that requires the use of City equipment, facilities, or material. Compensation: No Employee shall accept pay or compensation from anyone for work done during time being reimbursed by the City. Employees who are volunteer firefighters shall: A) Make up time not worked due to emergency calls. B) Use accumulated personnel leave or other leave for such calls or pay the city any earnings received as a volunteer for such calls. C) Unless authorized otherwise, only one Employee from a single department, may respond to an initial fire call. Questionable Situations: Any doubtful case or problem should be taken up with the City Administrator if it may involve a conflict of interest. 6.8 Unauthorized Absences Page 14 of 60 General: Any Employee absent from duty without leave or permission will be subject to disciplinary action up to and including dismissal. 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 purpose is prohibited during working hours. This shall include canvassing, collection of funds, pledges, taking orders or subscriptions, circulation of petitions, solicitation of memberships or any similar type of activity. Distribution of literature by Employees including handbills, leaflets, circulars, or other similar material is prohibited at any time in any work area. 7. HOLIDAYS 7.1 General Eligibility: Regular full-time Employees are eligible for the paid holidays as listed below. Part-time, seasonal,and temporary Employees will not be eligible for holiday pay. 7.2 Holidays New Year's Day January 1 Martin Luther King's Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Fourth Friday Friday after Thanksgiving Christmas Day December 25 Floating Holiday Date to be pre-approved. Sunday/Saturday Holidays: If a holiday falls on a Sunday, the following day will be the observed holiday. If a holiday falls on a Saturday, the preceding day will be the observed holiday. Floating Holiday: Each regularfull-time employee will receive one floating holiday per year, and it may be taken at the request of the Employee, with prior approval of the Employee’s Supervisor. Floating holiday may be taken during the probationary period. An unused floating holiday shall be forfeited and may not be carried over to the next payroll year nor paid as severance. 7.3 Holiday Pay Worked: An Employee required to work on a holiday shall be paid at the rate of one and one-half (1½) times the Employee's rate of pay for any hours worked on the holiday. All regular full-time employees shall receive eight hours of pay for the holiday. Page 15 of 60 Not Worked: An Employee not scheduled to work on holidays will be compensated at the normal hourly rate. On Leave: (Full-time employees only)Holidays occurring during an Employee’s PTO/ESST or funeral leave will be considered a holiday and the Employee’s leave bank will not be charged for PTO/ESST or funeral on that day. 8. PERSONAL TIME OFF LEAVE WITH PAY 8.1 Personal Time Off/ Earned Sick and Safe Time (PTO/ESST) The city provides Personal Time Off/Earned Safe and Sick Time (PTO/ESST) to all employees. Rather than providing separate policies for vacation and sick leave (inclusive of state mandated Earned Sick and Safe Time, the City has implemented a comprehensive Personal Time Off (PTO/ESST) program. We believe this consolidated approach offers our employees enhanced flexibility in managing their time off. PTO/ESST is designed to provide employees with flexible paid time off from work that can be used for such needs as vacation, personal, or family illness, doctor appointments, school volunteerism, and other activities of the employee’s choice. In accordance with Minnesota State Law, this personal time off may be used for the same purposes and under the same conditions as earned sick and safe time (see Earned Sick and Safe Time policy). Given that, it is the employee’s responsibility to manage their PTO/ESST wisely. This involves, when possible, advanced planning for vacations, doctor's appointments, and personal affairs. It's also essential to allocate some PTO/ESST as a "reserve" for unexpected situations or emergencies. 8.2 Accrual Rate of Accrual: Full-time/Part-time/Seasonal/Temporary Employees shall earn PTO/ESST leave at the following rates. PTO/ESST ACCRUAL FULL-TIME EMPLOYEES ACCRUAL Hours Per Pay Days Months of Service Accrual Annually Annually 0 – 36 months 6.77 hours 176 hrs 22 (3 years) 37 –108 months 8.31 hours 216 hrs 27 (9 years) 109 –180 months 9.85 hours 256 hrs 32 (15 years) 181 –240 months 11.38 hours 296 hrs37 (20 years) 241 or more months 12.92 hours 336 hrs 42 (20+ years) Page 16 of 60 * Maximum carryover for all employees will follow the IUOE bargaining agreement. Accrual While Using: Full-time employees using earned PTO/ESST shall be considered to be working for the purpose of accumulating additional PTO/ESST. Accrual for Part-time, Seasonal, and Temporary Employees: The accrualrate for part-time/seasonal/temporary employees will accrual PTO/ESSTat a rate of .0333 per hour or 1 hour per 30 hours worked. PTO/ESST will be paid at the same hourly rate an employee earns when they are working and at least minimum wage. Paid PTO/ESST hours will not count as hours worked for the purposes of any overtime calculation. 8.3 Requirements Except where not required by state law, time off using PTO/ESST must be requested with as much advance notice as possible. A request for time off must be entered on the city time off calendar which is provided in Outlook. The employee will need authorization from the employee’s Supervisor or City Administrator to receive approval for the time off. Employees are not allowed to borrow against PTO/ESST that has not been accrued unless prior supervisor approval is obtained. Once an employee has exhausted these benefits, the employee may be allowed to take unpaid leave at the City’s discretion. 8.4 ADMINISTRATION OF PERSONAL TIME OFF To administer the PTO/ESST program fairly, the following policies and guidelines have been established: Employees should submit a Time Off Request to their supervisors indicating requested dates for time off and the type of Personal Time Off that is being requested. This request should also be used related to time off for jury duty and/or bereavement. Supervisors have the discretion to approve or deny PTO/ESST requests based on operational needs. Exceptions to this would include approved state and federal leaves of absences and paid sick and safe time provided under a mandatory sick and safe time leave law. The Employee requesting the PTO/ESST shall enter their absence on the staff- wide PTO/ESST calendar so that all staff may be able to see who is working and who is not on a particular day. An authorized City holiday which falls on a normal business day during an employee’s PTO/ESST is not counted as a day of PTO/ESST. Choice of PTO/ESST dates, if there is a conflict, is determined by length of service with the city. Exceptions to this would include approved state and federal leaves of absences and paid sick and safe time provided under a mandatory sick and safe time leave law. Page 17 of 60 Use of PTO/ESST during Short-Term Disability Leave: Eligible Employees may use PTO/ESST to offset lost income during a leave covered by the City’s Short- Term Disability. The use of PTO/ESST may not result in a net gain of income when added to Short-Term Disability payments. The terms of PTO/ESST accrual and use for this situation shall, otherwise, follow that use during a Workers’ Compensation leave. Coordination of PTO/ESST Leave with Family and Medical Leave: In order to allow coordination of PTO/ESST leave with Family and Medical Leave, employees seeking to take PTO/ESST may be required to provide enough information about the purpose of the leave to allow a determination of whether the leave will also qualify for Family and Medical Leave. Workers’ Compensation: Employees are covered by workers’ compensation laws and regulations of the State. In the event 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 bi-weekly paycheck equal to 40% the Employee’s regular pay through the use of personal leave benefits. In addition, the Employee will be entitled to insurance benefits during a workers’ compensation leave for a maximum term of six months. Employees receiving such workers’ compensation will be considered working for the purpose of accumulating additional personal leave benefits up to a maximum term of six months. An employee may not take pay instead of PTO/ESST time, except upon termination of employment in good standing and pursuant to the terms of this policy. PTO/ESST may be used in 15-minute increments which is the lowest increment used in the payroll system. Use of PTO/ESST Leave during a Holiday: PTO/ESST cannot be used on Holidays if an employee qualifies for holiday pay. Holidays occurring during an Employee’s PTO/ESST leave will be considered a holiday and the Employee will not be charged for PTO/ESST on that day. Waiver of PTO/ESST Leave Prohibited: No Employee is permitted to waive personal leave for the purpose of receiving double compensation. Unused PTO/ESST Leave Pay: Any unused Personal Time Off/Earned Sick and Safe leave may be paid out at termination, subject to the following rules and regulations: A) The Employee must be in good standing and give proper notice of termination in the case of resignation. B) Qualifying Employees shall receive pay for all their unused PTO/ESST accumulated at the time of termination. C) For employees who qualify, unused PTO/ESST at termination shall be paid out into an Employee’s Health Care Savings Plan. See Appendix A for details. Page 18 of 60 D)Part-time/Seasonal/Temporary employees will be paid-out upon termination subject clauses A and B. 8.5 Retaliation prohibited. An employee shall not be discharged, disciplined, penalized, or interfered with, threatened, restrained, coerced, or otherwise retaliated or discriminated against because the person has exercised or attempted to exercise rights protected under this act, including but not limited to because the person requested earned sick and safe time, used earned sick and safe time, requested a statement of accrued sick and safe time, informed any person of his or her potential rights under the MN State Statutes Sections 181.9445 to 181.9448, made a complaint or filed an action to enforce a right to earned sick and safe time under this section, or is or was participating in any manner in an investigation, proceeding, or hearing under this chapter. A supervisor or any other person may not report or threaten to report the actual or suspected citizenship or immigration status of a person or their family member to a federal, state, or local agency for exercising or attempting to exercise any right protected under this act. An employee need not explicitly refer to the Earned Sick and Safe Time Act for the rights enumerated therein to be protected from retaliation. The city may require notice of the need for use of PTO/ESST as provided below: If the need for use is foreseeable, the City may require advance notice of the intention to use PTO/ ESST but will not require more than seven days' advance notice in writing to the either the City Administrator/Supervisor/Human Resources. If the need is unforeseeable, a city may require an employee to give notice of the need for PTO/ESST as soon as practicable in writing to either their Supervisor or the City Administrator. The city may require reasonable documentation that the employee is using or used PTO/ESST for a qualifying purpose when an employee uses PTO/ESST for more than three consecutive days. Reasonable documentation is based on the qualifying purpose but may include a signed statement by a health care professional indicating the need for use of PTO/ESST, a written statement from the employee indicating that the employee is using or used PTO/ESST for a qualifying purpose, a court record or documentation signed by a volunteer or employee of a victim services organization, an attorney, a police officer, or an antiviolence counselor as reasonable documentation. Written statements by an employee may be written in the employee's first language and need not be notarized or in any particular format. The City will not require disclosure of details relating to domestic abuse, sexual assault, or stalking or the details of an employee's or an employee's family member's medical condition as related to an employee's request to use PTO/ESST. Page 19 of 60 The City will not discharge, discipline, penalize, interfere with, threaten, restrain, coerce, or otherwise retaliate or discriminate against a person because the person has exercised or attempted to exercise rights protected under Minnesota Earned Sick and Safe Leave law. If an employee’s status changes from Part Time to Full Time, the employee’s unused accrued PTO/ESST will transition and carry over to the City’s PTO/ESST policy. The City is not required to pay out unused accrued PTO/ESST upon the employee's termination, resignation, retirement, or other separation from employment. If the employee is rehired within 180 days of separation by the City, previously accrued PTO/ESST that had not been used will be reinstated. If an employee believes they have been retaliated against or improperly denied earned sick and safe time, they can file a complaint with the Minnesota Department of Labor and Industry. They can also file a civil action in court for earned sick and safe time violations. 8.6 Donation of Personal Time Off General: City Employees may donate accrued PTO/ESST in one-hour increments to fellow Employees experiencing extended time off due to a serious medical problem or condition and who have no accumulated PTO/ESST or compensatory time. The use of this donated personal leave must be approved in writing by the Supervisor and the City Administrator and will be on an hour per hour basis. 9. LEAVES OF ABSENCE 9.1 Unpaid Leave General: The City Administrator may authorize an unpaid leave of absence for 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 requests will normally take into consideration the Employee’s performance, length of service and the general interest of the City. No Employee benefits will be earned by an Employee while on unpaid leave of absence and an Employee will not accrue or be paid holiday pay or PTO/ESST leave while on leave of absence. Leave of absence hours will not count toward seniority and all accrued PTO/ESST must normally be used before an unpaid leave of absence will be approved. 9.2 Medical Leave Eligible Uses: Eligible Employees can take up to six (6) work weeks of unpaid leave during a twelve (12) month period to care for a newborn or newly adopted child or newly placed foster child; care for a spouse, son, daughter, or parent with a serious health condition; or care for themselves during a serious health condition. A serious health condition is defined as: Page 20 of 60 A)An illness, injury, impairment or physical or mental condition that involves either inpatient care or continuing treatment by a health care provider for three (3) or more consecutive days. B) Any period of incapacity because of pregnancy or prenatal care. C) Any period of incapacity because of a chronic, serious condition. D) Any period of absence to receive multiple treatments by health care providers for reconstructive surgery after an accident or injury, or for a condition that would likely result in a period of incapacity of more than three (3) consecutive days if left untreated. Medical Certification: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) calendar days to obtain the certification. Intermittent/Reduced Schedule Leave: Employees may take leave on an intermittent basis or work a reduced schedule under certain circumstances and subject to City Council review and 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 returns from medical leave, the City will restore the Employee’s original job or an equivalent job unless the Employee’s job was eliminated during the leave. In this instance, the employee will be treated as laid 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 must 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 will not be maintained during periods of unpaid medical leave. No Employee benefits will be earned by an Employee while on unpaid leave of absence and an Employee will not accrue PTO/ESST leave or be paid holiday pay while on leave of absence. 9.3 Military Leave General: Minnesota Statutes, §192.26 –192.261 provide that an Employee of a municipality who is a member of the National Guard, the Naval Militia, the Officer’s Reserve Corps, the Naval Reserve, the Marine Corps, or any other reserve component of the military or naval forces of the United States, is entitled to a leave of absence without loss of pay, seniority status, efficiency rating, or benefits for the time such Employee is Page 21 of 60 engaged in training or active service, not exceeding 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 military or naval service, oris 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 military or naval service beyond the fifteen (15) day period allowed for the paid leave of absence. Notice Requirements: Notice will be given to the City at least fifteen (15) working days in advance of the requested leave. Notice may be waived under certain circumstances. Active Duty: In accordance with State law, the Employee will be granted an unpaid leave of absence when called into active duty. If an Employee has not yet used his/her fifteen (15) days of paid leave when called to active duty, use of any unused paid time will be allowed prior to the unpaid leave of absence. Benefits: Eligibility for continuation of insurance coverage will be in accordance with the Uniformed Services Employment & Reemployment Rights Act of 1994 (USERRA). The Employee and dependents have the right to eighteen (18) months of continuation coverage. When the Employee returns to work, the Employee and any dependents may re-enroll in the City’s insurance plan without any pre-existing condition limitations or waiting periods that might otherwise apply to a new Employee, whether or not the Employee or their dependents chose to continue coverage during military leave. The leave of absence will not be considered work time for purposes of PTO accrual. dependents chose to continue coverage during military leave. The leave of absence will not be considered work time for purposes of PTO accrual. Status upon Return: Returning reservists have the right to return to their jobs or to another job of similar seniority status and pay upon completion of active duty in accordance with M.S. 192.261, Subd. 2 and 38 U.S.C. §2021 and 2024. If the Employee chooses not to return to work for the City, federal COBRA and /or Minnesota Continuation laws would apply. 9.4 Jury Duty General: Regular Employees may be absent with pay when serving jury duty or when subpoenaed as a witness in court or voluntarily serving as a witness in a case in which the City is a party. Pay: To receive their normal wages, the Employee must pay the jury duty compensation to the City, minus any mileage or parking reimbursement. If the jury duty compensation exceeds the regular salary rate, the Employee may keep the difference. 9.5 Funeral Leave General: Paid time off may be granted, up to a maximum of three (3) days, in the event a regular Employee suffers a death in his or her immediate family, in accordance with the provisions of this Section. Additional time off without pay, or Personal Time Off if available Page 22 of 60 and requested in advance, will be granted as may reasonably be required under individual circumstances, subject to the approval of the Supervisor. Immediate Family Defined: Immediate family (for purposes of this Section) is defined as an Employee’s parent, stepparent, spouse, child, stepchild, foster child, adopted child, brother, sister, stepbrother, stepsister, grandparent, grandchild, spouse’s parents, brother-in-law, or sister-in-law. Pay: The actual amount of time off and funeral leave approved will be determined by the City Administrator depending on individual circumstances, (such as the closeness of the relative, arrangements to be made, distance to the funeral, etc.). In these situations, Employees will receive their regular pay except that Employees will not be paid for regularly scheduled days off. 9.6 Parenting Leave General:Under Minnesota Statute §181.941, an Employee is eligible to take up to six weeks time off without pay in conjunction with the birth, adoption, or becoming the foster parent of a child. The leave mayParen begin 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 begin more than six weeks after the child leaves the hospital. Eligibility: All Employees are eligible for parenting leave upon hiring. Health Benefits: Insurance coverage, as was previously in effect, will continue while on parenting leave. The City will continue to pay its share of the coverage as if the Employee were at work. The Employee will be responsible for his/her share. Use of Personal Leave: Employees are not required to use personal leave during parental leave but may use personal leave at their option for any period of this leave. Benefits will not continue to accrue during unpaid Parenting Leave. Reinstatement: The Employee is entitled to return 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 unless the Employee’s job was eliminated during the leave. In this instance, the Employee will be treated as laid off pursuant to Section 5.4. Reasonable Work Time for Nursing Mothers: Nursing mothers and lactating employees will be provided with reasonable paid break times (which may run concurrently with already provided break times) to express milk. The city will provide a clean, private, and secure room (other than a bathroom) as close as possible to the employee’s work area, that is shielded from view and free from intrusion from coworkers and the public and includes access to an electrical outlet, where the nursing mother can express milk in private. An employer shall not discharge, discipline, penalize, interfere with, or otherwise retaliate or discriminate against an employee for asserting nursing rights or remedies. Page 23 of 60 9.7 School Conference and Activities Leave Leave of 16 Hours: 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 during non- work hours. If the Employee’s child receives childcare services or attends a pre- kindergarten regular or special education program, the 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 services 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 reasonable 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 “child” includes foster child. Unpaid or Use of PTO/ESST: The school conference and activities leave will be unpaid, except that an Employee may substitute any accrued paid PTO/ESST leaveor compensatory time for any part of the leave under this section. Page 24 of 60 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) per cent of the workforce at a single worksite. Wages: The salary or wages of the Employee serving 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 employment. The Employee also has the option to use personal leave 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 service 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 absence 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 marrow. If there is a medical determination that the Employee does not qualify as a bone marrow donor, the paid leave of absence granted to the Employee prior to that medical determination is not forfeited. 9.10 Civil Air Patrol Leave General: Under Minnesota Statute § 181.946, an Employee who works an average of at least 20 hours per week and is a member of the civil 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 subdivisions. The leave shall be granted unless the leave would unduly disrupt 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 during the morning of the day of that election, without penalty or deduction from salary or wages because of the absence. Elections Covered: For purposes of this section, “election” means a regularly scheduled Presidential primary, 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. Page 25 of 60 9.12 Leave for Adoptive Parents General: Under Minnesota Statute §181.92, Employees shall, upon request, be granted a minimum of four weeks off, without pay, for the adoption of a child. The period of time off shall begin before, or at the time of, the child’s placement in the adoptive parent’s home, and shall be for the purpose of arranging the child’s placement or caring for the child after placement. An Employee may choose to use PTO for all or a portion of the adoption leave. 10. TEMPORARY LIGHT DUTY POLICY 10.1Application Temporarily Disabled:Consistent with public service needs, the City may assign light duty to employees who are temporarily disabled and unable to provide full performance 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 will be assigned and, if assigned, what duties the employee will be expected to perform in the duration of the assignment. Procedure: The procedure for applying for light duty assignment will be as follows: A) When an Employee is unable, due to temporarily disability, to provide full performance of all work duties assigned to the Employee’s job classification, the Employee may request light duty by completing the Request for Light Duty form and submitting it to his/her Supervisor. The request shall state the nature and extent of the temporary disability and the job duties which the Employee is unable to perform, along with the expected length of the disability and any work restrictions related to the disability. The City will usually require the request to be accompanied by a physician’s report containing diagnosis, current treatment, and physician approval for light duty assignment with any restrictions thereon. B) The City may require an independent evaluation conducted by a physician selected by the City to verify the diagnosis, current treatment, work restrictions and expected length of disability. C) Determinations regarding light duty will be made on a department-by-department, case-by-case basis. The Supervisor, in consultation with the City Administrator, will consider such factors as public service needs and budgetary considerations, the need for work which may be assigned as light duty, the Employee’s capability of performing the work, the number of Employees not available for work due to injury or illness, and other relevant factors. D) The City will determine what job duties the Employee will perform. These duties may include those currently assigned to the Employee’s job classification or any other duties the City considers to be appropriate. Duration of light duty will be determined at the sole discretion of the City in conjunction with their doctor. Page 26 of 60 E)Assignments to light duty will be reviewed on a monthly basis or more often as deemed necessary by the City. The City, in its sole discretion, reserves the right to terminate a light duty assignment 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 required premiums, all regular full- time Employees, working at least 30 hours per week, will be required to be covered by the City’s health, dental, short-term, long-term disability, and life insurance plans. Subject to the payment of the required premiums, an Employee’s dependents may also be covered under such plans. 11.2 Cafeteria Plan The City will contribute an amount, designated on an annual basis by action of the City Council, to the Employee for use in the City’s benefit Plan. Employees are required to choose at least the core benefit plan, which are: single health insurance, single dental coverage, short-term and long-term disability, and term life insurance. Any balance remaining 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, long-term care insurance, or other supplemental insurance offered through the City’s plan. B) Contribution to an authorized Health Care Savings Account to the extent permitted by applicable law. C) Contribution to an Employer sponsored deferred compensation (457) program. D) The Employee may elect to receive the balance in taxable income. E) Or employee may elect to use funds for a flexible spending arrangement (FSA) per IRS rules and regulations (see 11.3 Flex Plan). EXCEPTION. New employees hired after December 31, 2011, shall not be permitted to use employer contributions to contribute to items C, D, and E. 11.3 Flex Plan. The City offers a flexible spending arrangement, also known as a cafeteria plan, in accordance with IRS Code Section 125d. Subject to further IRS limitations, a regular full-time employee may exclude from income based on the IRS regulations for childcare and per IRS regulations for unreimbursed medical expenses. For more details, see the Summary plan description on file with the Finance Director or City Administrator. 11.4 Continuation of Benefits Page 27 of 60 Health Plans: Employees will be allowed to continue health and dental insurance coverage upon termination in accordance with Minnesota Continuation laws and/or federal COBRA regulations. Certain “qualifying” events trigger an Employee’s and/or 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 qualifying events occurs: A reduction in the Employee’s work hours (including strikes or layoffs); or Voluntary or involuntary termination 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 terminating their group coverage for all Employees. Life Insurance Benefits:Generally, if an Employee loses coverage through termination of employment or reduction in hours, she/he has a right to continue group life insurance benefits for a period of eighteen (18) months from the loss of the coverage date. Health FSA: In cases where an Employee has under-spent his/her health FSA, coverage generally will be continued until 90 days after the end of the plan year. 12. EMPLOYEE TRAINING/TRAVEL 12.1 General Policy – Training and Education Employees may take advantage of training opportunities to help them improve the performance of their present work assignments and to prepare them for future assignments. Cost, staffing, benefit to the City, and other appropriate issues will be considered by the City Administrator in approving requests or assigning training. Time to attend required training will normally 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 later chooses not to attend, unless unforeseen circumstances appear such as an illness, death in the family, emergency, etc. Other expenses eligible for reimbursement require receipt of appropriate documentation. Required documentation and receipts vary depending on the event. Meals, lodging, and parking require itemized receipts. Page 28 of 60 12.2 Tuition Reimbursement/Educational Assistance The City of Centerville encourages its Employees to enroll in job related educational programs and may provide support through tuition reimbursement. This does not include reimbursement for textbooks or study materials. Under IRS regulations, the reimbursement of certain courses must be reported as taxable income to the Employee. Requirements: In order for a class to qualify for reimbursement, the following conditions must be met: The class/course must be job related. The class/course must be taken from an accredited institution of higher learning or vocational-technical school. The class/course must be approved by the City Administrator prior to enrolling. The Employee must receive a passing grade (C or better) to receive reimbursement. The Employee must complete a Tuition Reimbursement form and provide a brief course outline. After the class/course has been completed, the Employee must provide a photocopy of the grade form and the original receipt for tuition. The Employee must remain with the City for one year after completing the class/course or reimburse the City for the total cost of any class taken in the previous one-year period. Forms: Tuition Reimbursement forms are available from the Finance Director. A photocopy of the completed Tuition Reimbursement form will be placed in the Employee’s personnel file. Limit: No employee may receive more than $2,500 tuition reimbursement in any one calendar year. 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. Approval of reimbursement is dependent upon available funding in the city’s budget. 12.3 Travel Reimbursement The City Council may authorize travel at City expense for the effective conduct of City business. Authorization must be granted prior to incurring the actual expenses. Employees so authorized will receive reimbursement for necessary and incidental expenses according to the terms outlined in this policy and IRS requirements for an “accountable plan.” Receipts and/or other verification of the expenses, which show the actual cost of lodging, meals, and incidental expenses, are required for reimbursement. A) Automobile Expense: When Employees are required to use their own vehicles to conduct City business or to attend approved training/conferences, the City will reimburse the Employee for mileage at a rate as allowed by IRS regulation. Page 29 of 60 B)Overnight Travel: Lodging expenses include the actual reasonable cost of lodging while away on approved travel or training. The amount of reimbursement for an individual attendee of a conference or meeting will normally 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 reimbursed for meals, including tax and a reasonable gratuity, when on an approved assignment for the City. Employees will be reimbursed for meals in connection with conferences and meetings only when the meals are not included in the conference registration fee. In other words, Employees are expected to eat at the conference if meals are provided. The maximum allowable reimbursable expense per meal will be set periodically by the City Council. For meal reimbursement to be considered nontaxable under the IRS rules for an “accountable plan,” the meal expense must be in connection with an overnight stay and a receipt must be provided. Reimbursement for meal expenses not in connection with an overnight stay are taxable and will be reported on the Employee’s W-2 form. Meal costs which are not itemized and are part of a conference or meeting registration fee are not included in this requirement and will not be considered taxable. Maximum daily reimbursement will follow the Federal Government GSA reimbursement schedule for Minnesota (current amounts for 2024 shown): Breakfast $13.00 Lunch $15.00 Dinner $26.00 Incidentals$ 5.00 Daily Total$59.00 No reimbursement will be made for alcoholic beverages. A full reimbursement, over the maximum defined, may be authorized if a lower cost meal is not available when attending banquets, training sessions, or meetings of professional organizations. No reimbursement will be provided unless the employee provides a detailed receipt from the food establishment proving compliance with this policy. D) Tuition, Dues and Fees:When prior approval has been granted by the City Council, registration and/or conference fees are eligible for reimbursement or pre- payment. E) Parking and Alternative Travel: The City will reimburse the Employee for necessary parking fees incurred for required travel. The City will also reimburse the Employee for the reasonable cost incurred when approved travel is made by other means of transportation but will be reimbursed only the amount that would have been reimbursed had the Employee traveled using the least costly method, unless otherwise approved. F) Overnight Travel Away from Home: Travel away from home is work time when it cuts across the Employee’s workday. The time to be considered is not only Page 30 of 60 hours worked on regular working days during normal working hours, but also during the corresponding hours on non-working days. Example: If an Employee regularly works from 8:00 a.m. to 4:30 p.m., Monday through Friday, the travel time during these hours is work time on Saturday and Sunday as well as on the other days. Thus, if travel is overnight and done outside of working hours, the travel time is not compensable. G) Use of City Vehicle for travel to/from conferences/training: When a city vehicle is available for use, employees should consider taking a city vehicle for training, conferences, or similar travel. To facilitate the efficient use of city vehicle for this purpose, an employee may take the city vehicle home the night before and return the vehicle the day after the training/conferences. The vehicle should only be driven for minimalpersonal use while in the possession of the employee. 12.4 Applicability General: Travel and expense reimbursement provided for in this section shall apply to both the Employees of the City, the members of the City Council, and boards and commissions 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 probationary period, at the employee’s one-year anniversary date, and every twelve (12) months thereafter. Performance evaluations will be maintained in Employee personnel files and will be considered when personnel actions are contemplated. Performance appraisals will be conducted in accordance with the established performance appraisal system. Step and annual increases shall not be granted unless an employee has a satisfactory performance evaluation. 14. SAFETY 14.1 General Safety Policy: The personal health and safety of each Employee of the City and the prevention of occupational injuries and illnesses are of primary importance to the City. To the greatest degree possible, management will maintain an environment free from unnecessary hazards and has established safety policies and procedures for each department. Adherence to these policies is the responsibility of each Employee. Overall administration of this policy is the responsibility of each Supervisor. Violation of established policies and rules may result in disciplinary action under the discipline section of the City’s personnel policy. Page 31 of 60 14.2 Safety/Accident Reporting Forms: Workers’ Compensation and OSHA laws require that Employees involved in job- related accidents and sicknesses file a First Report of Injury as soon as possible. If necessary, the Employee’s Supervisor(s) may file the report on behalf of the injured or sick Employee. The Supervisor is also responsible for filing an accident report with the City’s Safety Officer. 15. SMOKING 15.1 General Prohibited:In the interest of good health, the city discourages Employees from smoking. Smoking is prohibited within all City buildings and in City owned vehicles. Approved Areas: The City Administrator will designate specific outdoor areas as smoking areas. There will be no smoking in areas not designated 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 Employees except those covered by the terms of a collective bargaining agreement. In all cases, grievances must be filed by the Employee adversely affected by the action of the city. Step 1: Any aggrieved Employee shall first file his/her grievance, in writing, with his/her immediate Supervisor within ten (10) working days of the action from which 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 rank than that of his/her immediate supervisor, the affected Employee shall file his/her grievance, in writing, with the City Employee whose action the adversely affected employee is grieving. Notice must include the following: A) Statement of the grievance and relevant facts. B) The remedy sought; and C)The specific provision of the personnel policy (if applicable). The Supervisor shall respond to the grievance, in writing, within ten (10) working days. Step 2: If the Employee is dissatisfied with the response of the Supervisor, he/she may, within ten (10) working days appeal to the City Administrator. The City Page 32 of 60 Administrator shall respond to the grievance, in writing, within ten (10) working days. Step 3: If the Employee is dissatisfied with the decision of the City Administrator, he/she may appeal, in writing, to the City Council within ten (10) working days of his/her receipt of the City Administrator’s decision. The City Council shall consider the written appeal, along with the City Administrator’s Step 3 response, and any other pertinent information developed throughout the grievance procedure. The Council shall then decide whether to affirm the City Administrator’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 information, 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. Time limits set forth 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 designated Employer representative to whom the grievance is being submitted. Working Hours: The hearing and presentation of grievances shall be accomplished during ordinary working hours when consistent with Employee duties and responsibilities. An aggrieved Employee shall be allowed a reasonable amount of time, without loss of pay, to present evidence concerning his/her grievance. 17. DISCIPLINE 17.1 Objective Supervisory Responsibility: Supervisors are responsible for maintaining compliance with City standards of Employee conduct. The City reserves the right to use discretion and to deviate from this policy. Employee Responsibility: City Employees are expected to fulfill their duties and responsibilities at the level required, including observance of work rules and standards of conduct. Failure to do so may result in disciplinary action. Non-Discrimination: Discipline will be administered in a non-discriminatory manner. The supervisor will normally investigate any allegation on which disciplinary action might be based before any disciplinary action is taken. Page 33 of 60 17.2 Process The City recognizes its continuing responsibility to develop and administer rules and disciplinary measures in a fair and consistent manner. The City will issue discipline at a level within its discretion for the act/inaction in question along with other factors that it deems relevant. Without limiting its right to issue discipline in other areas, an adequate reason for issuing a disciplinary action shall include but not be limited to each of the following kinds of conduct: • Incompetence or inefficiency in the performance of duties. • Failure to produce the quality of work and/or the quantity of work the position or classification requires. • Wanton carelessness or negligence in the performance of duty. • Offensive treatment of fellow employees or other persons. • Willful violation of any lawful regulation or order, or failure to obey any lawful and reasonable directions given by the Employee’s supervisor. • Violation of the provisions of these Personnel Policies. • Violating the Data Privacy rights of any employee, client, or member of the public. • Conviction of a felony or gross misdemeanor or of a misdemeanor involving moral turpitude which affects the performance of assigned responsibilities. • Gross negligence or willful conduct causing damage and/or abuse of City property. • Absence from work for two (2) consecutive days without notice to supervisor. • Drinking alcoholic beverages during work hours, being intoxicated while at work, or consuming or being under the influence of any controlled substance unless prescribed by a physician while at work. • Theft of public property, pilferage or other unauthorized taking of public property from public premises for private use. • Carrying or otherwise possessing a firearm or other dangerous weapon at the workplace. Licensed peace officers who carry a gun for work purposes are exempt from this provision. • Sexual, racial, or unethical harassment or discrimination of any City employee or member of the public. Page 34 of 60 • Acting in a manner not here and above specified which tends to lower discipline or morale within the City or that adversely affects the rendering of prompt, courteous, and efficient service by the City and its employees to the public. In addition, disciplinary action may be taken for reasons specifically defined by department rules other than those listed herein. Discipline may take one of the following forms and may be applied progressively as noted below or based on the City’s decision. Discipline except dismissal may be implemented by the City Administrator, subject to appeal to the City Council in accordance with the grievance procedure contained in this Personnel Policy. A) Oral Warning: Oral warning should normally be given for the first infraction to clarify expectations and put the Employee on notice that the performance or specific behaviors need to change. There may be a time when the first infraction is so serious that an oral warning may be insufficient. B) Written Warning: A written warning shall normally state the reason for the warning along with a description of the events/problems that led to the warning. It shall normally describe actions taken by the supervisor to correct the problem, if applicable, including any timetable or goals set for improvement. It will indicate further disciplinary action that could result if the problem continues or if related problems occur. The warning will be given to the Employee to sign acknowledging that he or she has received the warning and a copy of their records. Another copy of the written warning shall be placed in the Employee’s personnel file. Written warnings are more serious than oral warnings and normally follow verbal warnings when the problem is not corrected or the behavior is not consistently improved, given a reasonable period of time for improvement. Serious infractions may require skipping the verbal and written warning. C) Suspension: The Employee will normally be notified in writing of the reason for the suspension, either prior to the suspension or shortly thereafter. Upon the Employee’s return to work, the Employee will be given a written statement outlining further disciplinary action possible should the problem continue or reoccur. A copy of the written document shall be placed in the Employee’s personnel file. An Employee may be suspended pending an investigation of an allegation. If the allegation is proven false after an investigation, the relevant written documents will be removed from the personnel file and the Employee will receive any compensation to which he/she would have been due had the suspension not taken place. D) Dismissal: The City Council may dismiss any Employee following a five (5) day suspension. The dismissal notice shall be in writing and shall contain the reason for dismissal. Page 35 of 60 18. SEXUAL HARASSMENT 18.1 General The City of Centerville is committed to providing a working environment free of harassment and discrimination. In keeping with this commitment, the City maintains a strict policy prohibiting unlawful harassment, including sexual harassment. This policy prohibits harassment in any form, including verbal and physical harassment. This policy applies to all City Employees. This policy statement is intended to make all Employees sensitive to the matter of sexual harassment, to express the City’s strong disapproval of unlawful sexual harassment, to advise Employees of their behavioral obligations, and to inform 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 term or condition, either explicitly or implicitly, for obtaining 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 purpose or effect of substantially interfering with an individual’s employment or creating an intimidating, hostile or offensive employment environment and the Employer knows or should have known of the existence of the harassment and fails to take timely and appropriate action. Examples of inappropriate conduct include but are not limited to: • Unwanted physical contact. • Unwelcome sexual jokes or comments. • Sexually explicit posters or pin-ups. • Repeated and unwelcome requests for dates or sexual favors. • Sexual gestures. • Any indication, expressed or implied, that an Employee’s job security or any other condition of employment depends on submission to or rejection of unwelcome sexual requests or behavior. Page 36 of 60 18.3 Expectations Violations:The City of Centerville recognizes the need to educate its Employees on the subject of sexual harassment and stands committed to provide information and training. All Employees are expected to treat each other and the general public with respect and to assist in fostering an environment that is free from unwanted harassment. Violations of this policy may result in discipline, including possible discharge. Each situation will be evaluated on a case-by-casebasis depending on the severity and the circumstances involved. Notice: In order for a sexual harassment issue to be addressed, it must be brought to the attention of management. In order for action to be taken, information must be forwarded to the appropriate level of management. Report to: Any Employee who believes he or she has been harassed by a co-worker, supervisor, or agent of the City should promptly report the facts of the incident or incidents and the names of the individuals involved to his or her supervisor or in the alternative to the City Administrator. Responsibility: Supervisors should immediately report any incidents of sexual harassment to the City Administrator. If the City Administrator is unavailable, or if the City Administrator is the perpetrator of the alleged harassment, the employee should report the incident immediately to the Mayor. The City Administrator (or Mayor) will investigate such claims and consult with the City attorney for advice on appropriate action. In addition to notifying one of the above people and reporting the nature of the harassment, the Employee is also urged to take the following steps: A) Clearly indicate to the harasser that the conduct is unwelcome and document that conversation. B) Document the occurrences of harassment. C) Submit the documented complaints to your supervisor, the City Administrator, Mayor, or Council Member. It is required that the complaint is in writing. D) Document any further harassment or reprisals that occur after the complaint is made. Rights: Employees have the right to raise the issue of sexual harassment and to file complaints with respect to such harassment without reprisal. The City recognizes that there are inherent difficulties in developing evidence and maintaining close working relationships among Employees in instances where harassment has occurred. Because of this, the City urges that conduct which is viewed as offensive be reported immediately to allow for corrective action to be taken through education and initial counseling. Obligations: Management has the obligation to provide an environment free of sexual harassment. The City of Centerville is obligated to prevent and correct unlawful Page 37 of 60 harassment in a manner which does not abridge the rights of the accused. To accomplish this task, the cooperation of all Employees is required. Action: The City of Centerville, in all cases, will take action to correct 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 harassment 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 confidentiality of the individuals involved. The city will not tolerate any retaliation. The policy applies to every person associated with the City, including but not limited to contractors, managers, Council, and full-time, part-time, and reserve employees. 19.RESIGNATION 19.1 Written Notice General:Any Employee 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 Employee’s anticipated leaving. The resignation must state the effective date of the resignation may state the reason for leaving. Unless approved by the City Administrator, the employee shall work all regular workdays during the fourteen-day resignation notice period. 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 Centerville 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 are incompatible with the best interest of the City of Centerville, its taxpayers or in conflict with state or federal laws. 20.2 Conflicts of Interest No Employee having the power or duty to perform an official act or action may be directly or indirectly interested in any contract, transaction, or zoning decision of the City of Centerville except as provided for in the Minnesota State Statutes. Any Employee having an interest in any proposed legislative action of the City Council and who gives an opinion or recommendation to the Council, shall disclose on the record of the Council meeting the nature and extent of such an interest. No Employee may purchase personal property from the City except property that is no longer needed by the City under the following conditions: Page 38 of 60 A)There is a reasonable public notice, and the goods are sold through public auction; or 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 sealed bid process. No Employee may accept any gift or gratuity in any size under circumstances 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 are as follows: A) Awards for meritorious civic service contribution. B) Unsolicited items of nominal value that are donated to and shared by the work 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 current City Employees and City Council Members are not eligible for employment in job classification in which a conflict of interest may occur. Therefore, relatives will not be hired where: A) One relative would have the sole authority or practical power to supervise, appoint, remove, or discipline the other. B) One relative would be responsible for auditing the work of the other. C) Other circumstances exist which would place the relative in a situation of actual or reasonably foreseeable conflict between the City’s interests or their own; or D) Where the applicant/City Employee has a relative who is employed by an organization with whom the city has business dealings, and in the City’s judgment, considering the positions and job responsibilities of both the applicant/Employee and the relative would create an appearance of improper influence or favor or would jeopardize the confidentiality of data maintained by the City. The city is not obligated to give special treatment, such as preferential scheduling, to married couples. Page 39 of 60 Definitions: Relative: The term “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, marriage, 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, temporary, or paid on-call position. 20.4 Falsification of Records General: No person shall knowingly make any false statement, certificate, mark, rating, or report in regard to any test, certificate, or appointment held or made under the City of Centerville’s personnel system, or in any manner commit or attempt to commit, any fraud preventing the impartial execution of the provisions of these policies. 20.5 Rendering of Consideration General: No person seeking employment to, or promotion in, the City of Centerville will either directly or indirectly give, render, or pay any money, service, or other valuable consideration 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 municipal policy for the use of such public official or Employee in the conduct of official business. City Employees shall not store personal property on City property or in City facilities. Responsibility: All Employees of the City of Centerville who have authority over or the use of City vehicles, equipment, machinery, or property in the course of their duties must assume responsibility for the safeguarding and care of such items. 20.7 Disclosure of Confidential Information General: No City Employee, with respect to any transaction, zoning decision, or other matter which may be the subject of an official act or action of the City of Centerville shall without proper legal authorization, disclose confidential information concerning the property, government or affairs of the City of Centerville, or use such information to advance the financial or other private interest of the elected official or Employee or anyone else authorized to act on the behalf of the City. Access: No City Employee who has custody of or access to any personnel files or other information which may be considered confidential by Minnesota law shall use or release such information without proper authority. Page 40 of 60 Data Practices Act: Confidential information will be governed by and treated according to the Minnesota Data Practices Act. The City Administrator is the Data Practices Officer. All questionable requests should be referred to the City Administrator. 20.8 Political Activities General: Political activities which are not in violation of State and Federal laws are generally permitted. The following political activities are prohibited for City Employees: A) City Employees may not use any official authority or influence for the purpose of affecting the result of an election nor may funds be solicited or contributions received from other Employees for political purposes. B) No campaign materials, pamphlets or buttons may be displayed on City vehicles, City property or by an individual on the work site, nor may they be distributed by an employee during his working hours. 21. APPEARANCE AND ATTIRE POLICY 21.1 General The attire and the appearance of City Employees have a direct reflection on the professionalism in the delivery of City services. City Employees are required to meet the general public daily as part of their regular work assignment and as such, a neatly attired City Employee presents a positive image both of themselves and the City of Centerville. When deciding on appropriate work attire, City Employees shall employ sound discretion in their decisions as clothing needs vary by job function and safety. These considerations should be based on job safety, City image, and personal hygiene. The City Administrator will be responsible for determining if attire is appropriate. Employees who have questions concerning appropriate work attire should direct them to the City Administrator. The city will follow the CROWN Act per Minn. Stat. § 363A.03, subd. 36a; 2023 Minn. Sess. Laws Ch. 3.The Minnesota Department of Human Rights explained that the CROWN Act is intended to protect against discrimination based on race-based natural hair textures and styles under the Minnesota Human Rights Act (MHRA). 22. ELECTRONIC MEDIA USAGE POLICY 22.1 General Guidelines: The Metro-INET Acceptable Use Policy is designed to provide clear guidelines to all joint powers member employees regarding access to and disclosure of computer, network, telephone, and facsimile systems. Employees increasingly use and exploit electronic forms of communication and information exchange and have access to one or more forms of electronic media and services including computers, email, Page 41 of 60 telephones, voice mail, fax machines, external electronic bulletin boards, on-line services, and the internet. 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 information. However, electronic media, data, and services provided by the City are City owned 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 privilege, not a right, and may be revoked at any time for unacceptable use. Procedures: With the rapidly changing nature of electronic media, and the “netiquette” which is developing among users of external 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 the use of electronic media, data, and services. The following procedures apply to all electronic media, data, and services, which are: A) Accessed on or from City premises. B) Accessed using City computer equipment, or via City-paid access methods. C) Used in a manner that identifies the individual with the City. 22.2 Authorization An Employee must sign a statement acknowledging that they have read, understand, and agree to comply with the Metro-INET Acceptable Use Policy. No Employee will be authorized to use electronic media or services until they have signed the appropriate statement and returned it to the Personnel Office. See Appendix Cfor the current version. 23. CELLULAR PHONE USAGE POLICY 23.1 Application General: This policy is intended to regulate the use of City-owned cellular phones and definesacceptable and unacceptable uses of city issued cellular telephones. Its application is to ensure cellular phone usage is consistent with the best interests of the city without unnecessary restriction of employees in the conduct of their duties. This policy will be implemented to prevent the improper use or abuse of cellular phones and to ensure city employees exercise the highest standards of propriety in their use. Scope: This policy will apply to all City Employees using or having access to City-owned cellular phones. Page 42 of 60 23.2 Guidelines Policy: The following guidelines are established for the use of City-owned cellular phones: A) During work hours personal phone calls will be acceptable in those circumstances where it is necessary to briefly contact someone concerning important matters. Calls of this nature shall be as brief as possible and should be made only when circumstances prevent timely access to customary telephone services. The city may ask the employee to reimburse for such personal use minutes if the phone’s plan-minutes are exceeded for that month and those minutes become an additional cost to the City. B) During non-work hours City Employees having access to assigned City-owned cellular phones may make reasonable personal phone calls during all hours. Employees having 24-hour access to City-owned cellular phones and who also use the phone for personal reasons will reimburse the city for all personal phone calls, to the extent that the calls exceed the maximum allowable airtime. C) City Employees who take home a city-owned phone will agree to be accessible for City business when necessary and practical after regular work hours. D) All cellular phones shall remain the property of the City and shall be returned to the City upon the termination of employment or if the cellular phone is no longer necessary for work-related purposes. Any inappropriate use of phones may subject to the Employee to disciplinary action. Any additional charges will be paid by the Employee. 24. CARRYING OF FIREARMS 24.1 Policy The City of Centerville establishes a policy prohibiting the carrying of firearms while acting in the course and scope of employment for the City. This includes but is not limited to: Driving in a city vehicle. Working at any city owned work site. Working off-site on behalf of the city. This policy shall not apply to any licensed peace officer acting within the scope of employment. Page 43 of 60 25. DRUG & ALCOHOL-FREE WORKPLACE 25.1 Policy General: In accordance with Federal law, the City of Centerville has adopted the following policy on drugs and alcohol in the workplace: A) Employees are expected and required 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. B) The unlawful manufacture, distribution, possession, or use of a controlled substance on City property or while conducting City business is absolutely prohibited. Violations of this policy will result in disciplinary action, up to and including termination, and may have legal consequences. C) The City recognizes drug dependency as an illness and a major health problem. The city also recognizes drug abuse as a potential health, safety, and security problem. Employees needing help in dealing with such problems are encouraged to use their health insurance plans, as appropriate. D) Employees must, as a condition of employment, abide by the terms of the City’s drug and alcohol policy and must report any conviction under a criminal drug statute for violations occurring 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. 25.2 Drug and/or Alcohol Treatment Discipline: Employees are prohibited from possessing or consuming alcohol or non- prescription drugs while on the job. Any Employee who reports to work incapacitated or whose performance is impaired through the use of alcohol or non-prescription drugs will be subject to disciplinary action. Leave: In instances where it is necessary, personal leave may be granted for an evaluation, treatment, or rehabilitation on the same basis as is granted for ordinary health problems. Consideration will be given for use of leave of absence without pay as defined by the City’s personnel policies. Assistance: The City has also made available access to an Employee Assistance Program (EAP), sponsored by CIGNA Behavioral Health Services. 25.3 Pre-Employment Drug and/or Alcohol Screening Applicability: The City has determined that a pre-employment drug and/or alcohol screen is necessary to determine fitness for all City positions. All offers of employment shall be made contingent upon successful completion of this screening. They shall be required of all candidates who are conditionally offered employment for a given job class. Page 44 of 60 Confidentiality:The information obtained during the screening shall be treated in the same manner as confidential medical records under the Minnesota Data Practices Act and HIPAA regulations. Exam: A licensed laboratory or medical facility designated by the City shall conduct the screening. The City shall pay the cost of the exam. The physician shall notify the City Administrator whether a candidate has successfully passed the screening with no evidence of illicit drugs or alcohol detected in samples provided. Notification of Results: The City Administrator shall inform the candidates of the results of their examination. If a candidate is rejected for employment based on the results, he or she shall be notified of this determination and may request further explanation from the testing facility. 26. EMPLOYEE RECOGNITION 26.1 Employee Action Committee Authority: The City of Centerville promotes an environment in which positive working relationships can be formed and fostered through social interaction and Employees can be recognized for their contributions. For these purposes, Employees are allowed to form an Employee Action Committee, with a minimum of three (3) and a maximum of five (5) members to be appointed by the City Administrator. Members of the Committee will elect officers and be responsible for structuring bylaws and operating rules for the Committee, which will be reviewed and approved by the City Administrator. Committee members are authorized to use up to one (1) hour of work time per month for Committee business. Employee Recognition and Appreciation: The City Council will designate an amount in its annual budget to be used by the Committee for Employee recognition and appreciation events. The Committee may consider selecting Employees for awards in areas such as longevity, teamwork, innovation, above and beyond, leadership, exceptional customer service, spirit, etc. Awards will consist of plaques or functional items such as clocks or pen/pencil sets or City merchandise (i.e. sweatshirt/hat) and will be of nominal value. Meals served at award ceremonies will be of nominal value and will not include the purchase of alcoholic beverages. See Appendix D. 27. NON-DISCRIMINATION POLICY General: The City of Centerville 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: Discrimination is defined as any overt or covert behavior that excludes access to, admission to, full utilization of, or benefit from any public service because of race, color, creed, religion, gender, age, national origin, sexual orientation, marital status, veteran status, age, public assistance status, or disability. Page 45 of 60 Discipline: Employees who participate in discrimination of any kind are subject to discipline, up to and including termination. Policy:In keeping with the City’s commitment and the requirements of the law, the City and staff will strive to remove any discrimination in the treatment of customers, employment, assignment and promotion of personnel, training programs, services and opportunities offered to citizens and staff, location,and use of facilities, and in verbal and written communications. Complaint Procedure: Employees can bring complaints, ask questions, and raise concerns under this policy without fear of reprisal. A) An Employee who believes he/she has been made the subject of any discrimination or who believes he/she has witnessed discrimination should report the incident immediately to his/her supervisor. The employee’s supervisor shall then immediately notify the City Administrator about the complaint. B) If the contact with the immediate supervisor does not prove effective, or if the problem is with the supervisor, the Employee may at his/her own discretion, by-pass the immediate supervisor and submit a written complaint directly to the City Administrator. C) An Employee should report the complaint in writing, detailing the nature of the complaint and all events leading up to the situation prompting the complaint. List any witnesses to the event, the time, date and place of the alleged violation, and any other information that may be pertinent to the complaint. 28. SAVINGS CLAUSE This policy is subject to the laws of the United States and the State of Minnesota; if any provision shall be held to be contrary to law by a court of competent jurisdiction from whose final judgment or decree no appeal has been taken within the time provided, such provision shall be void. All other provisions of the policy shall continue and remain in full force and effect. th Adopted by the City Council of the City of Centerville on this 10 day of April, 2024. Attest: Signed: ___________________________ _____________________________ City Administrator Mayor Page 46 of 60 APPENDIX A HEALTH CARE SAVINGS PLAN All unrepresented City of Centerville employees (exempt and non-exempt) are eligible to participate in the Minnesota Post Employment Health Care Savings Plan (HCSP). This plan is established under Minnesota Statutes, Section 352.98 (Minn. Supp. 2001) and as outlined in the Minnesota State Retirement System's Trust and Plan Documents. All funds collected by the employer on behalf of the employee will be deposited into the employee's post-employment health care savings plan account. Employees will contribute to the Post Employment Health Care Savings Plan as described below: All employees with at least five years of service in the Public Employees Retirement Association (PERA) shall contribute the dollar value of the amount of Paid Time Off (PTO/ESST) balance at the end of each calendar year that exceeds the maximum allowed carryover of PTO/ESSThours. Hours in excess of the maximum carryover at the end of each calendar year, up to a maximum of twenty-four (24) hours shall be paid into the employee’s HCSP at the hourly rate in effect on December 31 of the year. Payments shall be made to the employee’s HCSP by the employer within 30 days of the close of the calendar year. If the employee dies before the annual lump sum payment is remitted by the employer, the payment will be made to the employee’s heirs. All employees with at least three years of service in the Public Employees Retirement Association (PERA) shall contribute the percentage of their severance (unused PTO/ESST/Comp time balance) that exceeds 8 hours into the HCSP upon termination or retirement. See schedule below. Health Care Savings Plan Method of allowing employee choice for contributions Hours of severance % Contribution to HCSP 672 664.01 100% 664 656.01 75% 656 648.01 50% 648 640.01 25% 640 632.01 0% 632 624.01 100% 624 616.01 75% 616 608.01 50% 608 600.01 25% 600 592.01 0% 592 584.01 100% Page 47 of 60 Hours of severance% Contribution to HCSP 584576.0175% 576 568.01 50% 568560.0125% 560 552.01 0% 552 544.01 100% 544 536.01 75% 536 528.01 50% 528 520.01 25% 520 512.01 0% 512504.01100% 504 496.01 75% 496488.0150% 488 480.01 25% 480 472.01 0% 472 464.01 100% 464 456.01 75% 456 448.01 50% 448 440.01 25% 440 432.01 0% 432 424.01 100% 424 416.01 75% 416 408.01 50% 408 400.01 25% 400 392.01 0% 392 384.01 100% 384 376.01 75% 376 368.01 50% 368 360.01 25% 360 352.01 0% 352 344.01 100% 344 336.01 75% 336 328.01 50% 328 320.01 25% 320 312.01 0% 312 304.01 100% 304 296.01 75% 296 288.01 50% 288 280.01 25% 280 272.01 0% 272 264.01 100% 264 256.01 75% 256 248.01 50% Page 48 of 60 Hours of severance% Contribution to HCSP 248240.0125% 240 232.01 0% 232224.01100% 224 216.01 75% 216 208.01 50% 208 200.01 25% 200 192.01 0% 192 184.01 100% 184 176.01 75% 176168.0150% 168 160.01 25% 160152.010% 152 144.01 100% 144 136.01 75% 136 128.01 50% 128 120.01 25% 120 112.01 0% 112 104.01 100% 104 96.0175% 96 88.0150% 88 80.0125% 80 72.010% 72 64.01100% 64 56.0175% 56 48.0150% 48 40.0125% 40 32.010% 32 24.01100% 24 16.0175% 16 8.01 50% 8 0.01 0% Page 49 of 60 APPENDIX B WORKING REMOTELY GUIDELINES This policy governs the practice of working remotely from locations other than a city facility. Including an employee’s home. Remote work should not adversely affect other operational needs of the city. It is voluntary for the employee and at the sole discretion of management. General Guidelines Remote work as defined for this policy includes: Working all scheduled hours off-site, or Working some scheduled hours off-site and some on city premises. Regardless of location, a remote worker remains responsible for all job duties, responsibilities and obligations associated with their position, even if such duties require the employee to come into a city facility while performing work remotely. Employees and supervisors should seek to find solutions to maximize benefit to the city and to the employee. All City employees who meet the eligibility criteria will be considered for remote work on a case- by-case basis, where creative work arrangements have and meet the criteria and guidelines set forth below. Remote schedules may need to change to accommodate the needs of the city or when employee job duties change. When making the decision to approve remote work, supervisors and the City Administrator will consider the following guidelines: The remote work arrangement must be set in advance and approved by the supervisor and the City Administrator. Remote work requires the same focus on job duties as if the employee were in the office; constant interruptions from household members, pets or other distractions may disqualify an employee from remote work. There must be adequate department coverage during all standard hours. There must be no adverse impact on internal or external customers. There must be no known safety issues associated with working remotely. There must not be any known security issues with technology or otherwise, in order to protect nonpublic government data. Employees working under a Performance Improvement Plan are not eligible for remote work. Internal and external customers must be given directions on whom to contact in the employee’s absence if the employee is not available during all business hours. The schedule must not result in additional overtime for the employee or co-workers unless approved by the Supervisor or the City Administrator. The employee will receive no more than eight hours of holiday pay for each city holiday. The employee \[will/will not\] be allowed to work outside the State of Minnesota. The supervisor or City Administrator may end the remote work arrangement at any time. Page 50 of 60 Remote work arrangements may vary depending on the position and department. Supervisors are responsible for determining the work schedules within their departments, subject to the approval of the City Administrator. Because the primary focus is serving the needs of the customers, it is important to realize remote work arrangements may not be possible for some positions. Employees and supervisors will also consider various types of scheduling options for efficiency and productivity, including: Entire weeks in the office or working remotely. Certain days in the office; remaining days working remotely. Whether to have entire teams of employees in the office on the same day each week or at the beginning of each month It’s also important for the supervisor to consider perceptions of fairness among team members. For example, allowing one employee to work remotely every Friday may be perceived as unfair by other members of the team. Eligibility for Flexibility in the Place of Work Individuals requesting remote work arrangements must be employed with the City for a minimum of 6 months or after probation period. The Employee will note on the City’s time off calendar as to when they are planning to work remotely. Hours when working remotely may be flexible if approved by Supervisor or City Administrator. Page 51 of 60 Appendix C Metro-INET Acceptable Use Policy Version 3.0 1/1/2024 Audience This policy applies to any person using Metro-INET information systems and Metro-INET affiliate (hereon referred to as “agency”) equipment. Including, and not limited to, all employees, appointed and elected officials, contractors, and volunteers. Overview This policy serves to protect the security and integrity of Metro-INET’s electronic information systems by educating employees about appropriate and safe use of available technology resources. This policy is meant to provide a minimum-security baseline and supersedes any less restrictive policy. Metro-INET reserves the right to inspect, without notice, all data, emails, files, settings, or any other aspect of an agency computer or related system, including personal information created or maintained by an employee as determined by the Metro-INET Information Security Manager or agency designated representative. Beyond this policy, Metro-INET may distribute information regarding precautions and actions needed to protect Metro-INET systems; all employees are responsible for reading and following the guidance and directives in these communications. Requests for exceptions to this policy can be submitted to Metro-INET and by completing the Metro-INET Risk and Treatment Acceptance form. 1. Identities Account owners are responsible for the accounts assigned to them and for the actions taken with those accounts. Accounts must not be shared without prior authorization from Metro-INET, except for calendars and related calendaring functions. Accounts require a Metro-INET Acceptable Use Policy review and acknowledgement and must meet the Metro-INET Access and Identity standard. Accounts may automatically expire after specific timeframes at the discretion of the Metro-INET Information Security Manager. 2. Passwords Passwords shall never be shared. If it is necessary to access an employee’s computer or files, contact your supervisor to review or request assistance from Metro-INET. Metro-INET will not provide access to accounts without the approval of the Metro-INET Information Security Manager. Passwords shall not be stored in any location on or near the computer or stored electronically such as in a cell phone or other mobile device other than an encrypted password manager solution. (Example: Microsoft Authenticator App) Employees are responsible for maintaining computer/network passwords and must adhere to the Metro-INET Identity and Access Standards. Metro-INET Identity and Access Standards may be updated at the discretion of the Metro-INET Information Security Manager. Page 52 of 60 Advanced Authentication (example: Multi-Factor Authentication) is required when available for access to Metro-INET network resources. 3. Network Access Equipment not owned by a Metro-INET agency used in an agency building should only use the guest connection to the Internet unless approved by Metro-INET. Metro-INET will review the Metro-INET network and connected devices for vulnerabilities and implement appropriate mitigation or remediation measures. Metro-INET will not remotely access an active session without the logged-in account owner’s permission to ensure integrity of access logs. Reasonable availability is expected of both Metro-INET and those requesting support. 4. Remote Access Examples of remote access include and are not limited to: Microsoft 365 / cloud services, virtual private network (VPN), Windows Remote Desktop, and Windows Terminal Server connections. All aspects of the Metro-INET Acceptable Use Policy apply while connected to Metro-INET resources remotely. Remote access to the Metro-INET network requires a request from a supervisor and approval from the Metro-INET agency designee. All remote access connections to Metro-INET networks shall be made through approved remote access methods employing encryption and advanced authentication. Remote access from a device not supported by Metro-INET requires a current Operating System, applications, and anti-virus software. It is the owner’s responsibility to ensure all critical and security updates are installed prior to connecting. For additional information review the Metro- INET Computer Security Checklist. Remote access privileges may be revoked at any time by an employee’s supervisor or Metro- INET Information Security Manager. Recreational use of remote connections to the Metro-INET network is strictly forbidden. Private or confidential data should not be transmitted over an unsecured (public) wireless connection. 5. Clear Screen Applications or network services shall be logged out or disconnected when they are no longer needed. Workstations and laptops shall be logged out or locked when unattended. Metro-INET may configure Metro-INET supported devices to automatically lock after a set duration of inactivity. Page 53 of 60 6.Data Metro-INET cannot guarantee the privacy of any data stored on, transmitted, or accessed from an agency computer, device, or network. Employees should not assume any expectation of privacy. Use of approved encrypted solutions is required when sending sensitive information outside of Metro-INET networks. Information must be appropriately shared, handled, transferred, saved, and destroyed, based on the information sensitivity and the individual agency data practices policies and record retention schedule if applicable. Disclosure of Public Information must not violate any pre-existing, signed non-disclosure agreements. At the discretion of Metro-INET Information Security Manager, data may be reviewed by authorized staff without notice to the employee. Management must be notified in a timely manner if sensitive information has been or is suspected of being lost or disclosed to unauthorized parties. 7. Communications Metro-INET provides access to email and instant messaging services for work-related use. Incidental personal use of the communication systems by employees is allowed, provided it does not interfere with an employee’s work and is consistent with all applicable policies. All communications may be considered public data for both e-discovery and information requests and may not be protected by privacy laws. Automatic forwarding of electronic messages outside the Metro-INET network is prohibited, except for members of governing bodies who have auto-forward enabled as of the effective date of this policy. Communications, attachments, and links from an unknown sender should be reviewed with caution. Report suspected malicious communications to Metro-INET. Do not respond to suspicious senders. Electronic communications shall not misrepresent the originator, agency, or Metro-INET. Any use of Metro-INET communication methods should not: • Involve solicitation • Be associated with any political or religious entity • Have the potential to harm the reputation of Metro-INET or agency • Propagate chain emails • Contain or promote anti-social or unethical behavior • Violate local, state, federal, or international laws or regulations • Result in unauthorized disclosure of Metro-INET or agency confidential information • Or otherwise violate any other policies that have been approved and adopted 8. Internet Information found on the Internet and used for agency work must be verified to be accurate and factually correct. Page 54 of 60 Reasonable personal use of the Internet is permitted. Employees may not at any time access inappropriate sites. Some examples of inappropriate sites include but are not limited to adult entertainment, sexually explicit material, or material advocating intolerance of other people, races, or religions. Internet use found to compromise the integrity of the Metro-INET network will result in restricted access. Metro-INET will notify the account owner’s manager and/or agency Human Resources to rectify the situation. Metro-INET may monitor or restrict any use of the Internet without prior notice, as deemed appropriate by the agency Human Resources or Metro-INET Information Security Manager. 9. File Storage and Transfer Metro-INET does not backup data stored locally on computers and holds no responsibility for data recovery on local computers. All agency-related electronic files should be stored in identified network locations. Electronic files, including emails and business-related materials created on an employee’s personal computer for agency business, must be stored in designated locations. Agency-related files should not be stored on an employee’s personal computer, unless otherwise defined in policy. Electronic sensitive information shall be stored in a location on the Metro-INET network that is properly secured. Electronic sensitive information shall be encrypted if transferred outside of the Metro-INET network. 10. Removable Media The use of removable media for storage of agency information must be supported by a reasonable business case. All removable storage media (e.g., CD-ROM, flash or USB drive, or other storage media) must be verified to be virus-free prior to being connected to Metro-INET supported equipment. Only agency owned removable media is permitted for storage of agency information. All removable media must be stored in a safe and secure environment. The loss or theft of a removable media device that may have contained agency information must be reported to your supervisor immediately. Metro-INET can assist in the encryption of media. 11. Hardware In general, Metro-INET or the agency will provide the hardware required for an employee to perform their job duties. Requests for new or different hardware should be made to your supervisor, who will forward the request to Metro-INET for review to ensure appropriate standards are satisfied. Only agency staff may use agency computer equipment. Use of agency equipment by family members, friends, or others is strictly prohibited. Page 55 of 60 Employees are responsible for the proper use and care of agency computer equipment. Computer equipment must be secured while off premises. Computer equipment should not be exposed to extreme temperature or humidity. Metro-INET may encrypt the storage of Metro-INET supported hardware to prevent data loss due to misplaced agency equipment. 12. Software In general, Metro-INET or the agency will provide the software required for an employee to perform their job duties. Requests for new or different software should be made to your supervisor, who will forward the request to Metro-INET for review to ensure appropriate standards are satisfied. Only agency staff may use agency software. Use of agency software by family members, friends, or others is strictly prohibited. Software shall not be downloaded or installed on Metro-INET supported computers without the prior approval of Metro-INET. Exceptions to this include updates to software approved by Metro- INET such as Microsoft updates, or other productivity software updates. . Metro-INET may, without notice, remove any unauthorized programs or software, equipment, downloads, or other resources. Software is to be in a current and supported state and have security related and critical updates applied within the timeframe set by the Metro-INET Information Security Manager. 13. Incidental Use Incidental personal use of agency owned resources and related equipment is accepted. Reasonable, incidental personal use of agency computers and software should never preempt or interfere with work. Employees are responsible for exercising good judgment regarding the reasonableness of personal use. Personal files are not to be stored on Metro-INET supported computer equipment. Metro-INET may delete personal files if found on the network, computers, or other Metro-INET supported equipment. Metro-INET supported equipment or technology shall not be used for personal business interests, for-profit ventures, political or religious activities, or other uses deemed to be inconsistent with agency activities. Questions about whether a use is appropriate should be sent to your supervisor for determination. 14. Personal Device Employees may choose to use their own equipment to read or compose email or other agency data as governed in this policy. Employees understand that by connecting their personal equipment to the Metro-INET resources, their personal devices could be searched during an e- discovery or other court-ordered scenarios and agree to grant access to their personal devices should such a situation arise. Page 56 of 60 Mobile devices that have been configured to bypass manufacturer configurations (jailbroken / rooted) are not to be used to access Metro-INET resources. Metro-INET may require Mobile Device Management or Mobile Application Management solution(s) to protect agency data. 15. Security Training and Awareness All employees shall complete assigned security awareness training within 30 days of being granted access to any Metro-INET resources. All account holders must be provided with and acknowledge they have received and agree to adhere to the Metro-INET Information Security Policies before they are granted access to Metro- INET Information Resources. 16. Enforcement Employees found to have violated this policy may be subject to disciplinary action, up to and including revocation of system privileges, termination of employment, and related civil or criminal penalties. Any vendor, consultant, or contractor found to have violated this policy may be subject to sanctions up to and including removal of access rights, termination of contract(s), and related civil or criminal penalties. Page 57 of 60 Appendix D Employee Recognition EMPLOYMENT MILESTONES (INDIVIDUAL) Service Anniversaries The City of Centerville’s Service Award program recognizes service milestones beginning at 5 years and each subsequent 5-year interval. 5 years: The employee, manager, and their department attends a luncheon (total cost for luncheon to be in the approximate$75 - $100 USD range). 10 years: The employee, City Administrator, manager, and department attend a luncheon (total cost for luncheon to be in the approximate $125 - $150 USD) 15 years: The employee, City Administrator, manager, department attend a luncheon, and receive an award. (Total cost for luncheon and award to be in the approximate $225 - $275 USD) 20 years: The employee, City Administrator, all city employees attend a luncheon, and receive an award. (Total cost for luncheon and award to be in the approximate $275 - $325 USD) 25+ years: The employee, City Administrator, all city employees attend a luncheon, and receive an award. (Total cost for luncheon and award to be in the approximate $325 - $425 USD) Page 58 of 60 City of Centerville Tuition Reimbursement Form Complete this section and receive approval prior to enrolling in this course. Employee Name: Job Title: Department: Class Name: *Attach course description 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? Yes No If yes, list degree Employee Signature: Date: City Administrator Signature: Date: Department Head Signature: Date: Funding Source Account Coding: Reimbursement Request Section – Complete after class is finished. Date Class Completed: FinalGrade: * *Attach copy of grade sheet – Employee must receive a passing grade (C or equivalent) toreceive reimbursement. Actual Tuition Cost: * Attach receipt for tuition Employee Signature: Date: City Administrator Signature: Date: Department Head Signature: Date: After the Reimbursement Request has been approved, send the original receipt and an expense report to the Finance Department. Send a photocopy of the completedTuition Reimbursement Form to the City Administrator for inclusion in your personnel file.Reimbursement is subject to budget appropriation being available. Page 59of 60 ACKNOWLEDGEMENT OF RECEIPT AND UNDERSTANDING I, ____________________________, ___________________________, of the City of Employee Name Position Centerville hereby acknowledge that I have received a copy of the City of Centerville Personnel Policies dated ___________, 20___ and have read and understand the information contained therein. Dated this _____ day of ________________, 20____. ___________________________________ Employee Signature Page 60 of 60 CITY OF CENTERVILLE REQUEST FOR COUNCIL ACTION Agenda Item # Department: Requested Council Meeting Date: April 10, 2024 Administration IX.2 TITLE OF ISSUE: Ordinance 136 Second Series Amending Chapter 156 - Table of Allowed Uses (First Reading) BACKGROUND AND SUPPLEMENTAL INFORMATION: Recently, the City Council adopted an ordinance to modify Table 156.A.1 - Table of Allowed Uses. One of the modifications adopted on that table, was to allow duplexes in the R2A zoning district. It was staff's intent to then eliminate the ability for duplexes to be built in the R2 district. The "P" should have been moved from the R2 to the R2A district on the table. Instead it was simply added to the R2A, without removing it from the R2 column. This ordinance corrects that. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED COUNCIL ACTION: For ClerkÓs Use: SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ X Vote Record: Aye Nay _____ Other (specify) ____________ __________ ___ _______________________________________________________________ _____ _____ _________________________________________________________________________ Administration Department Use: Refer to: _________________________________ Consent Tabled Until: ______________________________ Regular Other: ___________________________________ THE CITY OF CENTERVILLE ANOKA COUNTY, MINNESOTA ORD. #136, Second Series AN ORDINANCE TO REVISE THE CITYÓS ZONING CODE TO AMEND TABLE (156-A.1) DISTRICT ALLOWED USES The City Council of the City of Centerville hereby ordains: Section 1.Ordinance Adopted. That Table 156-A.1 District Allowed Uses, in Appendix A of the Centerville Zoning Code shall be amended as follows: i.Under ÐHousehold Living UsesÑ, Use Category and Use Type, ÐSingle- family attached dwellings with up to two dwelling units per buildingÑ, under the R-2 column remove the ÐPÑ. Section 2. Effective Date. This ordinance takes effect upon its adoption and publication. ADOPTED by the City Council of the City of Centerville, Minnesota, this 24th day of April, 2024. ________________________ D. Love, Mayor ATTEST: Teresa Bender, City Clerk TABLE 156-A.1 District Allowed Uses Revised Ord. 1 Version /2/202 - l a e c n n 68716001020o 1 1 i e 11121233455t * 5 A i 2 r 12345121* 1 00000000000 10 - - --2------ ........... .de - - If 66666666666 6P RRRRRBBd MM e R 55555555555 5 A Use Category and Use Type 11111111111R 1 Agricultural Uses Crop production and vegetable gardeningP Produce stands for products raised on the P premises Tree nurseries and sod farmsP Horses, livestock and fowl, not exceeding a density of one horse or livestock animal per P acre or three fowl per acre Group Living Uses Nursing homesC Residential-Care for six or Fewer Persons PPPPPPPUDPUD (Except Juvenile Sex Offender Treatment) Residential-Care for Juvenile Sex Offender Treatment for six or fewer persons.(Subject to conditions as are necessary to protect the C health and safety of the residents of the residential facility per 156.021(C)(3).) 156.021(C3) Residential-Care for seven through sixteen Persons (Except Care for Juvenile Sex C Offender Treatment) Family Day Care serving twelve or fewer PPPPPPPUDPUD persons Group Family Day Care serving 14 or fewer PPPPPPPUDPUD persons Licensed day care serving thirteen through C sixteen persons Licensed day care serving seventeen or more CPUDPUD persons Specialized Care FacilityCPUDPUD Household Living Uses Single-family detached dwellings at a density P not exceeding one home per ten acres Single-family detached dwellingsPPPP Single-family attached dwellings with up to two __ P dwelling units per building Single-family attached dwellings with up to C twelve dwelling units per acre Single-family attached or detached dwellings where in combination with multi-family dwellings PUD PUD PUD on the development property meet the district density goal Manufactured housing development, park, or PUD cooperative 156.019 Multi-family projectsPUDPUDPUD Public parks and recreation usesPPPPPPPP Residential accessory uses as further reguated PPPPPP 156.107 in this chapter Home OccupationsPPPPPP 156.102 Commercial Uses 156.040 (H), Accessory BuildingsPPPCC 156.107 Accessory storage within the principal buildingPPPPPPPPPPPP 156.107 Adult and Sexually oriented businesses as C further regulated in this code 110.01-110.99 Revised Ord. 1##, Version 10/20/2023 - l a e c n n 68716001020o 1 1 i e 11121233455t * 5 A i 2 r 12345121* 1 00000000000 10 - - --2------ ........... .de - - If 66666666666 6P RRRRRBBd MM e R 55555555555 5 A Use Category and Use Type 11111111111R 1 CC Veterinary Clinic 90.01-90.09 CCC Pet Shop 90.01-90.09 C Kennel 90.01-90.09 Automobile and motorized equipment sales, CC excluding salvage operations (Outdoors) Automobile and motorized equipment sales, PP excluding salvage operations (Indoors) Automobile and motorized equipment service, CC excluding salvage operations as accessory to a gas station Automobile and motorized equipment service, CC excluding salvage operations Barber/beauty salonsPPPUDPUD Building Supply Sales and Storage YardsCC Building Supply Sales and Storage Yards C (Winthin Building Only) Business and Professional OfficesPPPPUDPUD Car washesCP Car wash, as Accessory to Retail Fuel SalesCC PPPUDPUD Commercial schools/Cultural CentersCCP Commercial recreationCCCPUDPUD Construction trade offices and yardsP Crematorium Day care - see Group Living UsesCCCCCCC Day care facilityPPPUDPUD Eating and drinking establishmentsPPPUDPUD Farm/Lawn Implement sales and serviceC Farm/Lawn Implement sales and service PP (Within Building Only) Financial institutionsPPPUDPUD Funeral homes and mortuaries (excluding CC Crematoriums) HospitalsCCP HotelsPPPUD Liquor storesPPPUDPUD Machine and repair shops-inside building onlyCP Non-Retail (Bulk) Fuel SalesC Personal and professional business officesPPPPUDPUD Public buildingsCCCCCCPPPPUDPUDP Public utility buildings and structuresCCCCCCPPP Retail Fuel SalesPP Theatres and recreational businesses PPPUD conducted within structures. Retail sales and service, excluding adult- PPPUDPUD oriented businesses Revised Ord. 1##, Version 10/20/2023 - l a e c n n 68716001020o 1 1 i e 11121233455t * 5 A i 2 r 12345121* 1 00000000000 10 - - --2------ ........... .de - - If 66666666666 6P RRRRRBBd MM e R 55555555555 5 A Use Category and Use Type 11111111111R 1 Outdoor retail sales and service, excluding CCC adult-oriented businesses Industrial Uses Indoor Shooting/Archery RangeP Machine and repair shops (Indoors)CP Manufacturing, processing, assembly except C recycling and waste Mini-StorageCC Research Facility, excluding animal or livestockP Industrial Uses Recycling and Waste Processing entirely within C the principle structure Truck TerminalC Warehouse/DistributionP CODES **1 These Interim UseI references are Permitted UseP for guidance only and are not Conditional UseC intended to Planned Unit DevelopmentPUD include all applicable sections of the code. Reference: Procedures for Site Plan Review 156.108 XXXXXXXXXXX Procedures for Conditional Use Permits 156.320 XXXXXXXXXXX Procedures for Planned Unit Developments 156.200 XXXXXXXXXXX Procedures for Variances 156.310 XXXXXXXXXXX 156.167, Landscape and Tree Planing Requirements 156.168 XXXXXXXXXXXX Fences XXXXXXXXXXXX Building Height Limits 156.121 XXXXXXXXXXXX Yards 156.122 XXXXXXXXXXXX Appendix A, Setbacks Table 1 XXXXXXXXXXXX Parking Requirements 156.166 XXXXXXXXXXXX Other Standards 156.144 XXXXXXXXXXXX Outside Storage 156.144, (M) XXXXXXXXXXXX Shoreland Requirements 156.133 XXXXXXXXXXX CITY OF CENTERVILLE REQUEST FOR COUNCIL ACTION Agenda Item # Department: Requested Council Meeting Date: April 10, 2024 Administration IX. TITLE OF ISSUE: Traffic Study - LaLonde Development - TC^2 LLC BACKGROUND AND SUPPLEMENTAL INFORMATION: As part of the City's due dilligence on the LaLonde property development proposal, a traffic study, examining the impacts to area roadways and intersections, is a logical next step. The attached proposal for this study is from the firm assisting the county with the CSAH 54 (20th Ave.) Corridor Study. City staff feel that it is appropriate for the city to engage the consultant, rather than the developer. However, these costs should be passed through to the developer. That being said, the study will also examine the imagined retail/restuarant impacts if the property west of Centerville Road, just north of Main Street were to develop. Therefore, staff is proposing that the costs of this study be split equally between the city and the developer. COST AND SOURCE(S) OF FUNDING: Total = $8,000 (max); $4,000 will be paid from developer escrow. City's share will come from general fund. REQUESTED COUNCIL ACTION: Motion to authorize staff to execute a contract with TC^2 to complete a traffic study for the proposed LaLonde development with half of the costs to be paid from the developer's escrow. For ClerkÓs Use: SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ X Vote Record: Aye Nay _____ Other (specify) ____________ __________ ___ _______________________________________________________________ _____ _____ _________________________________________________________________________ Administration Department Use: Refer to: _________________________________ Consent Tabled Until: ______________________________ Regular Other: ___________________________________ January 8, 2024 Mark Statz, PE, City Administrator/Engineer City of Centerville 1880 Main Street Centerville, MN 55038 Subject:Proposal for LaLonde Apartment Development Traffic Study Mark: TC2 is pleased to submit this proposal to develop a traffic study for the proposed LaLonde apartment development in the City of Centerville. The site is generally northwest of the Main Street (CR 14) and Centerville Road(CR 21)intersection, immediately west of the Centerville Elementary School. The main objectives of the study are to identify existing traffic operations within the study area, evaluate potential impacts of the proposed development, and recommend improvements, if necessary, to ensure safe and efficient operations for all users. Based on our understandingof the request, the following scope of services was developed. SCOPE OF SERVICES We propose to carry out the work as described in the following tasks: 1.Review historicalvehicle and pedestrian/bicyclistvolume datawithin the study area, as well as planning documents to identify previous area infrastructure recommendations, land use/ trip generation assumptions, and other pertinent information. 2.Collect and evaluate up to 5-years of crash history within the study area to identify any trends or hotspotsthat need further consideration. 3.Conduct a traffic countat the Main Street (CR 14) and Centerville Road(CR21) intersection for up to 13-hours(i.e., 6 a.m. to 7 p.m.); traffic counts will be collected by Quality Counts. 4.Develop traffic forecastsfor year of opening build conditionsaccounting forgeneral background growth, known adjacent developmentsand transportation network changes(if any), and the proposed development. The traffic forecasts will be developed using a combination of historical and projected growth rates and data from the latest ITE Trip Generation Manual. 5.Develop an alternative trip generation scenario, accountingfor potentialadditional redevelopmentnear the sitefor comparison purposes; specific redevelopment assumptions will be confirmed with City staff. www.transportationcollaborative.com LaLonde Apartment Development Traffic StudyJanuary 8, 2024 Page 2 6. Analyze intersection capacity under existing and future year of opening (i.e., build) conditions at the study intersection and proposed drivewayduring the weekday a.m. and p.m. peak hours using Synchro/SimTraffic software; this task will identify levels of service, queuing, and ultimately help determine benefits/impacts of the proposed development. 7. Identify and evaluate infrastructure changes needed to support the proposed development (i.e., turn lane, traffic control, multimodal, etc.); a qualitative assessment of adjacent redevelopment is included as part of this task, as well as a preliminary warrant (i.e., all-way stop or signal) analysis. 8. Review the proposed site plan, as well as any other related internal or site-specific issues, including circulation, access, sight distance, parking, and multimodal connections. 9. Prepare a draft report documenting the findings and recommendations. Make revisions as appropriate based on City/County review and prepare a final report. 10. Prepare for and attend up to two (2) meetings (i.e., Planning Commission and/or City Council) with the project team and/or City staff to discuss the study findings and recommendations. 11. Provide day-to-day project management, administration, and quality control. SCHEDULE We are prepared to begin immediately and will complete this work within a mutually agreed- upon schedule. A study of this magnitude generally takes approximately three to four weeks to complete once data collection is completed. BASIS OF PAYMENT/BUDGET We propose to be reimbursed for our services on an hourly basis for actual time expended, including travel time. Invoices are submitted monthly for work performed during the previous month. Payment is due within 30 days. The cost of our services is estimated to range between $6,000 and $8,000, depending on the requested services. The fee may be more or less than estimated. STANDARD TERMS AND CONDITIO1S This proposal is valid for 90 days from issuance. TC2 reserves the right to adjust the fee after 90 days from the date of this proposal. A complete list of TC2’s standard terms and conditions are listed in Attachment A. LaLonde Apartment Development Traffic StudyJanuary 8, 2024 Page 3 ACCEPTANCE/NOTICE TO PROCEED A signed copy of this proposal, mailed or emailed, indicates acceptance and notice to proceed. We appreciate your consideration of this proposal and look forward to working with you. Please feel free to contact me if you have any questions or need additional information. Sincerely, Matt Pacyna, PE (MN, ND, WI) Principal, Co-Founder Transportation Collaborative & Consultants, LLC APPROVED: (signature) Name Title Date ATTACHMENT A TRANSPORTATION COLLABORATIVE & CONSULTANTS, LLC STANDARD TERMS AND CONDITIONS 1. Applicability; Basic Agreement. These Standard Terms and Conditions (these “Terms”) govern the purchase of engineering services (the “Services”)byClientfrom Transportation Collaborative & Consultants, LLC, a Delaware limited liability company (“TC2”). The Proposal for Professional Services to which these Terms are attached and these Terms (collectively, this “Agreement”) comprise the entire agreement between the parties, and supersede all prior or contemporaneous understandings, agreements, negotiations, representations and warranties, and communications, both written and oral. These Terms prevail over any of Client’s general terms and conditions of sale regardless whether or when Client has submitted its sales confirmation or such terms. This Agreement expressly limits Client’s acceptance to the terms of this Agreement. TC2 shall provide, or cause to be provided, the Services as described in this Agreement, and Client shall pay TC2 for such Services in accordance with the terms of this Agreement. 2. Payment Procedures. TC2 will prepare a monthly invoice in accordance with TC2’s standard invoicing practices and submit the invoice to Client. Invoices are due and payable within 30 days of receipt. If Client fails to make any payment due TC2 for services and expenses within 30 days after receipt of TC2’s invoice, the amounts due TC2 will be increased at the rate of 1.5% per month (or the maximum rate of interest permitted by law, if less) from said thirtieth day. In addition, TC2 may, without liability, after giving seven days written notice to Client, suspend the Services under this Agreement until Client has paid TC2 in full all amounts due for Services, expenses, and other related charges. Payments will be credited first to interest and then to principal. 3. Opinions of Construction Costs. Any opinions of costs, construction or otherwise, by TC2 represent its judgement as a design professional and are furnished for the general guidance of Client. Since TC2 has no control over the cost of labor, materials, market conditions, or competitive bidding, TC2 does not guarantee the accuracy of such cost opinions as compared to contractor or supplier bids or actual cost to Client. 4. Termination. Either party may terminate this agreement by providing written notice at least fourteen (14) days in advance of the termination date. Upon termination, Client shall pay TC2 all fees for Services performed through the termination date. 5. Client’s Responsibilities. During the term of this Agreement, Client shall (at its sole cost and expense): (a) provide TC2 with all information as to Client’s requirements for the Project and any other information related to the Project that TC2 reasonably requests; (b) designate in writing a person authorized to act as the Client’s representative, and Client or its representative shall receive and examine documents submitted by TC2, interpret and define Client’s policies and render decisions and authorizations in writing promptly to prevent unreasonable delay in the progress of the Services; (c) provide for full and free access for TC2 to enter upon all property required for the performance of TC2’s Services under this Agreement; (d) give prompt notice to TC2 whenever the Client observes or otherwise becomes aware of any defect in the Project or other event, which may substantially affect TC2’s performance of the Services; and (e) shall perform all of its responsibilities under this Agreement in a prompt manner so as not to prevent TC2from performing the Services in a timely manner. 6. General Considerations. (a) Standard of Services. TC2 shall perform the Services with the care and skill ordinarily used by members of the subject profession practicing under similar circumstances at the same time and in the same locality. TC2 makes no other warranties, express or implied, under this Agreement or otherwise, in connection with TC2’s Services. TC2 and its consultants may use or rely upon the design services of others, including, but not limited to, consultants, subcontractors, contractors, manufacturers, and suppliers. Client shall be responsible for, and TC2 may reply upon, the accuracy and completeness of all requirements, programs, instructions, reports, data, and other information furnished by Client to TC2 pursuant to this Agreement. TC2 may use such requirements, programs, instructions, reports, data, and other information in performing or furnishing services under this Agreement. (b) Engineering Designs. (i) All design documents prepared or furnished by TC2 are instruments of service, and TC2 retains all right, title and ownership (including the copyright and the right of reuse) to such documents, whether or not the Project is completed. Client may not reuse such design documents and agrees to indemnify, defend and hold TC2 harmless from any any and all damages, losses, liabilities, and expenses, including reasonable attorney’s fees, in connection with such unauthorized reuse. If there is a discrepancy between the electronic files and the hard copies, the hard copies govern. 71235897v2 ATTACHMENT A (ii)Copies of design documents that may be relied upon by Client are limited to the printed copies that are signed or sealed by TC2. Files in electronic media format of text, data, graphics, or of other types that are furnished by TC2 to Client are only for convenience of Client. Any conclusion or information obtained or derived from such electronic files will be at the user’s sole risk. (iii) When transferring documents in electronic media format, TC2 makes no representations as to long-term compatibility, usability, or readability of documents resulting from the use of software application packages, operating systems, or computer hardware differing from those used by TC2 for the Project. (iv) Because data stored in electronic media format can deteriorate or be modified inadvertently or otherwise without authorization of this data’s creator, the party receiving electronic files agrees that it will perform acceptance tests or procedures within sixty (60) days, after which the receiving party shall be deemed to have accepted the data thus transferred. Any errors detected within the sixty (60) day acceptance period will be corrected by the party delivering the electronic files. TC2 shall not be responsible to maintain documents stored in electronic media format after acceptance by Client. (c) Indemnification. To the fullest extent permitted by law, Client and TC2 agree to indemnify and hold the other (and their respective officers, directors, partners, agents, consultants, and employees) harmless, from and against liability for all third party claims, costs, losses, and damages, including but not limited to all reasonable fees and charges of engineers, architects, attorneys, and other professionals, arising out of or relating to the Project, to the extent such third party claims, losses, damages or expenses are caused by the indemnifying party’s negligent acts, errors or omissions. In the event such third party claims, losses, damages or expenses are caused by the joint or concurrent negligence of the Client and TC2, they shall be borne by each party in proportion to its negligence. (d) Limitation of Liability. NEITHER PARTY SHALL BE LIABLE TO THE OTHER OR ANY OTHER THIRD PARTY FOR ANY SPECIAL, INDIRECT, PUNITIVE OR CONSEQUENTIAL DAMAGES OR LOST PROFITS OR REVENUE, EVEN IF SUCH DAMAGES WERE FORESEEABLE OR IF A PARTY WAS ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. TC2’S AGGREGATE LIABILITY ARISING OUT OF THIS AGREEMENT SHALL NOT EXCEED THE TOTAL AMOUNTS PAID OR PAYABLE TO TC2 IN THE TWELVE MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM OR $500,000.00, WHICHEVER IS LESS. (e) Insurance Coverage. TC2 agrees to provide and maintain insurance coverage for Professional, Comprehensive General, Automobile, Worker’s Compensation and Employer’s Liability in amounts in accordance with TC2’s business requirements and applicable law. Certificates evidencing such coverage will be provided to Client upon request. For projects involving construction, Client agrees to require its construction contractor(s), if any, to include TC2 as an additional insured on its policies relating to the Project. (f) Force Majeure. No party shall be liable or responsible to the other party, nor be deemed to have defaulted or breached this Agreement, for any failure or delay in fulfilling or performing any term of this Agreement (other than any payment obligations) when and to the extent such failure or delay is caused by or results from acts or circumstances beyond the reasonable control of the non-performing party including, without limitation, acts of God, flood, fire, earthquake, explosion, governmental actions, war, invasion or hostilities (whether war is declared or not), terrorist threats or acts, riot, or other civil unrest, national emergency, pandemic, epidemic or restrictive quarantine, revolution, insurrection, lockouts, strikes or other labor disputes (whether or not relating to either party’s workforce), or restraints or delays affecting carriers or inability or delay in obtaining supplies of adequate or suitable materials, materials or telecommunication breakdown or power outage. (g) Miscellaneous. This Agreement shall be binding on each party and their successors and permitted assigns. Neither party may sell, transfer or assign this Agreement to another party without the other party’s prior written consent. This Agreement is to be governed by the laws of the State of Minnesota without regard to any conflicts of law principles of any state. Each party irrevocably submits to the jurisdiction of the federal and state courts located in the County of Hennepin, State of Minnesota for any litigation, or other proceeding as between the parties that may be brought, or arise out of, in connection with or by reason of this Agreement. In the event any provisions of this Agreement shall be held to be invalid and non-enforceable, the remaining provisions shall be valid and binding upon the parties. One or more waivers by either party of any provisions, term, condition or covenant shall not be construed by the other party as a waiver of a subsequent breach of the same by the other party. The relationship between the parties is that of independent contractors. Nothing contained in this Agreement shall be construed as creating any agency, partnership, joint venture or other form of joint enterprise, employment or fiduciary relationship between the parties, and neither party shall have authority to contract for or bind the other party in any manner whatsoever. Provisions of these Terms which by their nature should apply beyond their terms will remain in force. 71235897v2 CITY OF CENTERVILLE REQUEST FOR COUNCIL ACTION Agenda Item # Department: Requested Council Meeting Date: April 10, 2024 Administration IX TITLE OF ISSUE: Junior Council Member Program Compensation BACKGROUND AND SUPPLEMENTAL INFORMATION: At the last city council meeting, the board discussed compensation for the Junior Council Member position, because over the last year our junior council member have attended a variety of city-related meetings (other than city council meetings). C our unior ouncil $75 for every council meeting attended; compensation is not provided for missed council meetings, attendance at committee meetings, or attendance at other city-related events. Participation at meetingsevents encouraged, but not required. COST AND SOURCE(S) OF FUNDING: General Fund REQUESTED COUNCIL ACTION: Motion to adopt resolution 24-0XX compensation for the Junior Council Member program. For ClerkÓs Use: SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ X Vote Record: Aye Nay _____ Supporting docs Other (specify) ____________ __________ ___ _______________________________________________________________ _____ _____ _________________________________________________________________________ Administration Department Use: Refer to: _________________________________ Consent Tabled Until: ______________________________ Regular Other: ___________________________________ CITY OF CENTERVILLE RES. #24-0XX COMPENSATION FOR THE JUNIOR COUNCIL MEMBER POSITION WHEREAS, the City of Centerville has had a long-standing relationship with the Centennial School District and the city continues to strengthen that relationship; and WHEREAS, in 2021, the city created a Junior Council Member program, because the council feels that the life experiences of a school-aged person offer diversity in their perspectives; and WHEREAS, the Junior Council Member program has continued to evolve and in 2022 compensation for attending meetings was added to the program; and WHEREAS, compensation is paid for attending all city council meetings; and WHEREAS, compensation is not paid for missed city council meetings, committee meetings, or other city-related meetings; and WHEREAS, attendance at other city-related meetings or events is encouraged, however, it is not required; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Centerville, hereby specifies that compensation shall be provided for all city council meetings. Passed by the City Council of the City of Centerville this 10th day of April 2024. Mayor, D. Love Attest: City Clerk, Teresa Bender CityofCentervilleJuniorCouncilmemberProgram Overview ThecityofCentervilleestablishedaJuniorCouncilmemberProgramin2021toencouragegreateryouth participationinlocalgovernment.Theprogramallowsahighschoolstudenttobeanactive,participating memberofthecitycouncil.Thejuniorcouncilmemberisrequiredtoattendmonthlycouncilmeetings,work sessions,budgetsessions,andotherspeciallycalledmeetings,asappropriate.Likeothermembersofthe council,thejuniorcouncilmemberisrequiredtotakeapledge,andobservecouncilmeetingrules.At meetings,thejuniorcouncilmemberisseatednexttothecouncilatthedais,andencouragedtoprovide źƓƦǒƷƚƓƒğƷƷĻƩƭĬƩƚǒŭŷƷĬĻŅƚƩĻƷŷĻĭƚǒƓĭźƌ͵ŷĻĭƚǒƓĭźƌŅĻĻƌƭƷŷğƷğƆǒƓźƚƩĭƚǒƓĭźƌƒĻƒĬĻƩƭƦƩĻƭĻƓĭĻğķķƭ adiversityofperspectives,whichisincrediblyvalued. ApplicationProcess Atthebeginningofeachschoolyear,thecityapproachesthelocalhighschool,makingprincipals,teachers, andstudentsawareoftheJuniorCouncilmemberProgram.TheprogramliaisonfromtheƭĭŷƚƚƌƭŅğĭǒƌƷǤ selectsaqualifiedcandidatefortheprogram.Schoolstaffinterviewsthecandidateforthejunior councilmemberseat,andputsthecandidateforwardtoserveasanonvotingmemberofthecitycouncil foraperiodofoneyear. Analternateprocess,beingusedinothercommunities,toselectajuniorcouncilmemberistoreceive lettersofinterestfrominterestedjuniorsandseniorsexplainingtheirreason(s)forwantingtoserveonthe citycouncil.Theninterviewsareconductedbyschoolstafforcitycouncil. Guidelines PriorityisgiventoCentervilleresidents,howevercandidatesfromsurroundingcommunitieswillbe consideredwhentherearenolocalapplicants Thejuniorcouncilmemberisrequiredtotakeapledge Regularattendanceatmonthlycouncilmeetings,worksessions,andspecialmeetingsisrequired Allmeetingrulesmustbeobserved Thejuniorcouncilmemberisexpectedtoserveonthecouncilforaperiodofoneyear Thejuniorcouncilmemberisanonvotingmemberofthecouncil Thejuniorcouncilmemberisnotpermittedtoattendexecutive/closedsessionsofthecouncil ProgramEvaluation Attheendofeachoneyearterm,thecouncilevaluatestheJuniorCouncilmemberProgram,and incorporateschangesasneeded.NewapplicationsfortheJuniorCouncilmemberProgramareaccepted eachfall. AdministratorÓs Report April 10, 2024 ADMINISTRATION Town Hall Open House Over 40 people dropped by City Hall on Monday, March 25 to check out some of the proposed projects and initiatives around the city. Residents were able to speak with staff and council about development and the LaLonde proposal as well as capital projects (both funded and unfunded). We want to thank everyone who came out to give input and engage in meaningful conversation. WeÓre already planning on other venues for similar listening sessions. Watch for your opportunity to be heard at upcoming public hearings, or less formal events like during our summer parks activities. ENGINEERING TH 20 Avenue (CSAH 54) Corridor Study Open House On March 26, Anoka County and the Cities of Lino Lakes and Centerville hosted an open house to look at th draft layouts for the 20 Avenue corridor study. Business owners and residents showed up to have one-on-one conversations with County and City Engineering and Planning staff. The two layouts featured one with and one without roundabouts. As participants logged their votes for traffic calming strategies, roundabouts rose to the top as the overwhelming favorite. There were also lots of very site-specific comments that will prove valuable as the final proposed layout is aggregated. What everyone seemed to agree on was that traffic through rd the corridor from Birch Street, up to 73 Street should be slowed. In the next month or so, the county will finalize the corridorÓs general layout and look for both cities to adopt the findings of the report. No specific dates have been set for any construction project contemplated by the report, as there are not immediate plans for a project in either the County or CityÓs Capital Improvement Plans. Many factors will be considered as to when all or portions of the corridor would be reconstructed, including the pace and location of various developments, any crash or other safety trends, traffic volume growth and business needs. CENTERVILLE CARES Senior/Low Income Property Tax Assistance in Anoka County The Anoka County Retired and Senior Volunteer Program (RSVP) has scheduled several dates for seniors and people of low income to receive property tax assistance from volunteer tax preparers. These volunteers will answer property tax questions and assist in filling out M1PR forms, which are then mailed to the Minnesota Department of Revenue. The schedule for senior/low-income property tax assistance: 9 a.m. to noon June 11 at Mary Ann Young Center, 9150 Central Ave. NE Blaine 8 a.m. to noon June 12 at Coon Rapids Senior Center, 11155 Robinson, Dr., Coon Rapids 2 p.m. to 4 p.m. June 20 at Murzyn Hall, 530 Mill St. NE, Columbia Heights 10 a.m. to noon June 27 at Ham Lake Senior Center, 15544 Central Ave. NE, Ham Lake 8 a.m. to noon July 8 at Coon Rapids Senior Center, 11155 Robinson Dr., Coon Rapids th 9 a.m. to noon July 16 at Fridley Community Center, 6085 7 St. NE, Fridley 9 a.m. to noon July 17 at Mary Young Center, 9150 Central Ave. NE, Blaine Limited virtual appointments will be available June 18-19 and July 23-24 for individuals unable to attend in person by calling the appointment line: 763-324-1480. PARKS & RECREATION New Committee Member The committee swore in Committee Member Katya Port at their April 4, 2024, meeting. The P & R committee recommended to City Council to enter into a contract extension for a two-year period to appoint Rainbow Tree Services as the CityÓs preferred Emerald Ash Borer contractor. The committee continues to discuss their Strategic Plan/Capital Improvement Projects. With the recent Town Hall-Open House, Chair Heidi Errickson-Grahek was on hand to assist attendees with ranking Community Projects and providing additional opportunities for amenities/projects that were not listed with a write-in opportunity. The committee and city will continue to provide additional opportunities for participation at local events and through various forms of engagement. Stay tuned and please participate in shaping your city for the future. Music in the Park Committee Member Brian Peterson has stated that he has confirmations for all bands except one event associated with Music in the Park this summer. Brian has completed a fantastic feat and we all look forward to the wonderful evening performances at Hidden Spring Park. Music in the Park commences June 11, 2024. Main Street Market If you are an artisan/crafter/food truck vendor and would like to participate, click here to register. The fee is $25/event with a minimum of participation in two events. Currently we have 14 vendors. Just a sample of them: North Star Pies, Egg Roll Queen Food Truck, Gray Duck Concessions, Thumbs Cookies and many more. Annual Parks Cleanup The Committee will be holding their annual Parks Cleanup on Saturday, April 27, 2024. If you would like to join them, they would appreciate the help. Meet at City Hall at 9 a.m. Safety vests, rubber gloves and garbage bags will be provided. The Committee would like to thank in advance the Centennial Little League who will be cleaning up LaMotte Park on April 22, 2024, th and the Scouts who will be assisting them on the 27. ECONOMIC DEVELOPMENT Quad Area Chamber Calendar April 11, 2024 Î Monthly Board Meeting Î 12:00PM-1:00PM Î Online April 18, 2024 Î Lunch & Learn, Improve Your Network & Gain More Favorite Customers! Î 11:30 AM Î 1:00 PM, KellyÓs Korner Anoka County Regional Economic Development Please save the date for Anoka CountyÓs Annual Economic & Workforce Development Summit. The summit will be held on May 8, 2024, from 9:00 a.m. to 12:00 p.m. at the Bunker Hills Event Center in Coon Rapids. There will also be a networking session from 12:00p.m. to 1:00 p.m. after the formal meeting. The event will feature presentations by Allina Health, nVent, Minnesota Chamber Foundation, and Minnesota Employment and Economic Development. Please see the flyer shown on the left for more information and the QR code to register. We look forward to seeing you there. Meeting and City Hall Schedule April 10, 2024, 6:30 p.m. Î City Council Meeting April 17, 2024, 5:30 p.m. Î Economic Development Authority April 24, 2024, 5:00 p.m. Work Session, 6:30 p.m. Council Meeting May 1, 2024, 6:30 p.m. Î Parks & Recreation Committee May 7, 2024, 6:30 p.m. Î Planning & Zoning Commission PUBLIC WORKS WeÓre Hiring Seasonal Public Works/Parks Maintenance Worker This is a summer position assisting in general maintenance of city facilities (parks, streets, etc.). Requires valid driverÓs license and good driving record, high school diploma or GED, experience with maintenance quipment; ability to lift 25 lbs and occasionally up to 75 lbs. Must have personal transportation to work. Hourly pay: $16.30/hr. Applications will be accepted until filled and preference will be given to individuals that have been temporarily employed in this position previously. Click here for an employment application packet Water Tower Consulting engineers, KLM, have finished their work in performing some tests on the towerÓs paint to help understand the scope and timing of a repaint. Staff will be discussing the results of that report with the City Council at an upcoming workshop. Public Works Truck Replacements Public Works staff spoke with representatives from Karl Chevrolet this week and they said our truck is scheduled for a build next week and we should have it within a month if all goes well. The city contracted with Iron Valley Equipment for a contractor dump box through the State Cooperative Purchasing contract. The box is built and a 25% deposit is being forwarded to hold it for us. The balance will be due after installation. We will purchase the snow plow after installation of the box. Centerville Lake Alum Treatment A public informational meeting will be held at the Wargo Nature Center on April 11 from 5 Î 6 PM on the Centerville Lake Alum Treatment project, which is set to begin early next month. ThereÓs lots of info at the projectÓs website: https://www.ricecreek.org/project/centerville-lake-alum-treatment/ CENTENNIAL LAKES POLICE DEPARTMENT Hiring The department has one more open patrol position to fill. Please contact CLPD if you or someone you know is interested in joining the force. Extra DWI Patrols If youÓve been out and about recently, you may have seen some of our new signs (provided by the Department of Public Safety)!! Alcohol and drugs affect the brain and body, which can affect a personÓs driving abilities. Decision-making, behaviors, personal safety, and the safety of others are all at risk when someone chooses to drive under the influence of drugs or alcohol. About 1 in 7 Minnesotans have at least one DWI (DPS) and more than 100,000 Minnesotans have self- reported drinking and driving at least once in a 30-day period in 2020 (DPS). DUI-related crashes not only take lives, but they change them forever. Drive smart and plan for a safe and sober ride home! #DriveSmart #DriveSober And ALWAYSÈ..if you see something, say something! CENTENNIAL FIRE DISTRICT WeÓre Hiring WeÓre hiring! Click here for more info, or to apply: https://www.centennialfire.org/services-2. COMMUNITY DEVELOPMENT New Planning & Zoning Commissioners The Planning & Zoning Commission has two new members, both sworn in at the April 2 Planning & Zoning Commission meeting. New Commissioner Jeannie Seppala, shown in the image below (on the left) is being welcomed by Administrator Mark Statz. New Commissioner Matthew McCabe is also being welcomed by Administrator Mark Statz in the image above (on the right). 1687 Westview Street (LaLonde Property) An application for Preliminary Plat and a Planned Unit Development is anticipated on Monday, April 8. If this is received, a public hearing will be scheduled for May 7, at the Planning and Zoning Commission meeting. Peltier Estates Sharper Homes has submitted an application for a Preliminary Plat and Planned Unit Development for the th 19 acres in the northeast portion of the city along 20 Avenue, just north of Deer Pass. The development th proposal features 24, detached townhomes served by a cul-de-sac off of 20 Avenue. A trail connection to the sidewalk on the west side of Brian Drive will be made from the end of the cul-de-sac. A public hearing nd on the development was held on April 2, at the Planning & Zoning Commission meeting. The proposal is substantially the same as what was proposed in 2017 and again in 2021. The Planning Commission unanimously recommended approval of the Preliminary Plat and Conditional Use Permit for a Planned Unit Development. On the April 24 City Council meeting agenda the Preliminary Plat and CUP/PUD will be considered for approval contingent on the execution of a development agreement. rd Old Mill Estates 3 Addition rd The developer of Old Mill Estates is proposing a 3 Addition concept that went before the Planning & th Zoning Commission for a ÐConcept ReviewÑ at their March 4, meeting. This subdivision was always a stnd part of the discussion when Old Mill Estates (1 and 2 Additions) was platted. However, the developer needed more time to work out wetland and power line easement issues. With some of those issues more in hand, the proposed subdivision would break up Lot 8, Block 2, into 4 lots (3 new lots). We anticipate a formal application for Preliminary Plat, leading to a public hearing in May. Block 7 Property (Downtown) No recent activity. 1737 Main Street (Block 3) No recent activity. 7087 Centerville Road Î Connor James Salon (Block 8) The required fencing has been installed along the west edge of the parking lot. An inspection of the seeding will take place in the spring to wrap up the initial items on the Interim Use Permit. stnd Old Mill Estates 1 and 2 Additions The developer has had surveyors working on site to complete necessary documentation for close-out of the developmentÓs Rice Creek Watershed District Permit, which is the main remaining item to be addressed before we can look at closing out the development escrow. The city continues to work with the developer and builders on site clean-up items. Centerville Storage The facility is now open for business. The developer has completed drainage corrections along the north side of the facility and will continue to work on watershed permit close-out. Rehbein Commercial Developer securities have been received by the city for 35% of the initial project costs and will be held through the 2-year warranty period, which will end in 2024. Kwik Trip The city council approved a reduction in the developmentÓs security, with the final escrow release coming at the end of the 2-year warranty period (Dec. Ó24) Rehbein Industrial Developer securities have been received by the city for 35% of the initial project costs and will be held through the 2-year warranty period, which will end in 2024. Bay View Villas (Waterworks Site) Application for a wetland permit close-out has now been received by the watershed and is in process for approval. The city continues to be copied on correspondence between the developer and the wetland regulatory agencies; progress is being made towards a resolution on the wetland permit. Several minor punch list items remain. Max Storage (Fairview Street) The building has been given a Certificate of Occupancy and is now fully operational. Drilling Estates The owner of the westernmost two lots on Mound Trail is looking to shift the common lot line between the two. After some discussion, all parties agree that platting the property (itÓs not currently platted) would be the best way to accomplish this. An application for preliminary plat has now been received and a public hearing will be held at the May Planning and Zoning Meeting. The plat would not create any new lots. The plat will be jointly signed by Centerville and Lino Lakes, since the properties straddle the municipal boundary. Development Inquiries None COMMUNITY ENGAGEMENT (March 2024) Website (March) 2.8k users 2.7k new 6.5k page views Web Site (Featured News) MS4/SWPPP Input Session Centerville Lake Alum Treatment New P & R Member Katya Port New P & Z Members Matthew McCabe & Jeannie Seppala Stories for Cemetery Tour Garage Sale Days Share your Feedback Î LaLonde Development Follow us on Social Media Reader Board (11,000+ cars/day) Meeting Schedules RCWD Centerville Lake Alum Treatment Meeting Hiring Seasonal Public Works P & R Park Cleanup Social Media (564 Twitter; 804 FB Followers) (1,178/2,942 Total Impressions) City Accounts o 3/29 Garbage Pick-up Delayed (134/797 th o 3/25 CSAH 54 (20 Ave.) Open House (168/426) o 3/24 Town Hall Open House (106/321) o 3/14 Alum Treatment Public Mtg (91/185) o 3/14 Centerville Cares Î Rec. 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