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08-23-10 CCITEM 4_7 CITY OF OTSEGO COUNTY OF WRIGHT STATE OF MINNESOTA RESOLUTION NO. 2010- 29 RESOLUTION ADOPTING ASSESSMENT- REMINGTON COVES WHEREAS, pursuant to agreements entered into between the City and the Developer in which Developer has agreed to the assessment of costs incurred by the City relative to certain improvements constructed by the City which benefit the various properties, and which had to be undertaken by the City due to Developers failure to complete them as required. The Agreement to assessment is contained in the Developers Agreement recorded against the Plat. The project ( Hakanson Anderson Project No. OT2277) consisted of City construction of a final lift of bituminous and other minor public improvements all within the Plat of Remington Coves. The project is located within the City of Otsego, Wright County, Minnesota. NOW THEREFORE BE IT RESOLVED BY THE OTSEGO CITY COUNCIL, COUNTY OF WRIGHT, MINNESOTA: 1. Such proposed assessments, a copy of which is attached hereto as Exhibit A and made a part hereof, are hereby accepted and shall constitute the special assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the proposed improvement in the amount of the assessment levied against it. 2. Such assessment shall be payable in equal annual installments extending over a period of three (3) years, the first of the installments to be payable on or before the first Monday in January 2011, and shall bear interest at the rate of 6 percent per annum from the date of adoption of this assessment resolution. To the first installment shall be added interest on the entire assessment from the date of this resolution until December 31, 2011. To each subsequent installment when due shall be added interest for one year on all unpaid installments. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the county auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City Treasurer, except that no interest shall be charged if the entire assessment is paid within 30 days from the adoption of this resolution; and he may, at any time thereafter, pay to the City Treasurer the entire amount of the assessment remaining unpaid, with interest accrued to December 31 of the year in which such payment is made. Such payment must be made before November 15 or interest will be charged through December 31 of the next succeeding year. Partial pre -payment of the assessment may be made pursuant to City Ordinance. 4. The City Clerk shall forthwith transmit a certified duplicate of this assessment to the County Auditor to be extended on the property tax lists of the County. Such assessments shall be paid over in the same manner as other City taxes. ADOPTED by the Otsego City Council this 23rd day of August, 2010. IN FAVOR: OPPOSED: ABSTAINING: CITY OF OTSEGO Jessica Stockamp, Mayor Tami Loff, City Clerk Remington Coves "Public Improvement" Assessment 2011 perty ID Address Legal Description Block Lot Public Improvements Owner 118-222-001010 12255 69th Street NE 1 1 $1,686.98 Otsego Development LLC 118-222-001020 12267 69th Street NE 1 2 $1,686.98 Otsego Development LLC 118-222-001120 6753 Mason Court NE 1 12 $1,686.98 Otsego Development LLC 118-222-001130 6741 Mason Court NE 1 13 $1,686.98 Otsego Development LLC 118-222-001140 6740 Mason Court NE 1 14 $1,686.98 Otsego Development LLC 118-222-001150 6766 Mason Court NE 1 15 $1,686.98 Otsego Development LLC 118-222-001170 6780 Mason Court NE 1 17 $1,686.98 Otsego Development LLC 118-222-001180 6784 Mason Court NE 1 18 $1,686.98 Otsego Development LLC 118-222-001190 6786 Mason Court NE 1 19 $1,686.98 Otsego Development LLC 118-222-001200 6790 Mason Court NE 1 20 $1,686.98 Otsego Development LLC 118-222-001210 12372 67th Street NE 1 21 $1,686.98 Otsego Development LLC 118-222-001220 12368 67th Street NE 1 22 $1,686.98 Otsego Development LLC 118-222-001230 12356 67th Street NE 1 23 $4,686.98 Otsego Development LLC 118-222-001260 12310 67th Street NE 1 26 $4,686.98 Otsego Development LLC 118-222-001270 12288 67th Street NE 1 27 $4,686.98 Otsego Development LLC 118-222-001280 12266 67th Street NE 1 28 $4,686.98 Otsego Development LLC 118-222-001290 12254 67th Street NE 1 29 $4,686.98 Otsego Development LLC 118-222-002020 6800 Mason Court NE 2 2 $1,686.98 Otsego Development LLC 118-222-002030 6798 Mason Court NE 2 3 $1,686.98 Otsego Development LLC 118-222-002040 6794 Mason Court NE 2 4 $1,686.98 Otsego Development LLC ,-222-002050 12382 67th Street NE 2 5 $1,686.98 Otsego Development LLC 118-222-003010 12395 69th Street NE 3 1 $1,686.98 Otsego Development LLC 118-222-003020 12397 69th Street NE 3 2 $1,686.98 Otsego Development LLC 118-222-003030 12437 69th Street NE 3 3 $1,686.98 Otsego Development LLC 118-222-003050 12436 67th Street NE 3 5 $1,686.98 Otsego Development LLC 118-222-003060 12424 67th Ct NE 3 6 $1,686.98 Alpine Capital, LLC 118-222-004010 6698 Mason Avenue NE 4 1 $1,686.98 Otsego Development LLC 118-222-004020 12371 67th Street NE 4 2 $1,686.98 Otsego Development LLC 118-222-004030 12375 67th Street NE 4 3 $1,686.98 Otsego Development LLC 118-222-004040 12387 67th Street NE 4 4 $1,686.98 Otsego Development LLC 118-222-004050 12399 67th Street NE 4 5 $1,686.98 Otsego Development LLC 118-222-004060 12437 67th Street NE 4 6 $1,686.98 Otsego Development LLC 118-222-004080 12453 67th Street NE 4 8 $1,686.98 Otsego Development LLC 118-222-004090 1246167th Street NE 4 9 $1,686.98 Otsego Development LLC 118-222-004100 12477 67th Street NE 4 10 $1,686.98 Otsego Development LLC 118-222-004110 12499 67th Street NE 4 11 $1,686.98 Otsego Development LLC 118-222-005010 12478 67th Street NE 5 1 $1,686.98 Otsego Development LLC 118-222-005020 Unassigned 5 2 $1,686.98 Otsego Development LLC 118-222-005030 12448 67th Street NE 5 3 $1,686.98 Otsego Development LLC 118-222-005040 12446 67th Street NE 5 4 $1,686.98 Otsego Development LLC 118-222-005050 12444 67th Street NE 5 5 $1,686.98 Otsego Development LLC ;-222-005060 12442 67th Court NE 5 6 $1,686.98 Otsego Development LLC 118-222-005070 12440 67th Court NE 5 7 1 $1,686.98 10tsego Development LLC 118-222-005080 12438 67th Court NE 5 8 $1,686.98 Otsego Development LLC 118-222-005090 1244169th Street NE 5 9 $1,686.98 Otsego Development LLC 1-222-005100 12445 69th Street NE 5 10 $1,686.98 Otsego Development LLC 118-222-005110 12453 69th Street NE 5 11 $1,686.98 Otsego Development LLC 118-222-005120 12475 69th Street NE 5 12 $1,686.98 Otsego Development LLC 118-222-005130 12497 69th Street NE 5 13 $1,686.98 Otsego Development LLC 118-222-006010 Unassigned 6 1 $1,686.98 Otsego Development LLC 118-222-006020 16954 Martin Farms Ave NE 6 2 1 $1,686.98 Otsego Development LLC 118-222-006030 16996 Martin Farms Ave Nq 6 1 3 1 $1,686.98 10tsego Development LLC Totals: 510Z,7ZZ.96 CLAIMS LIST CITY COUNCIL MEETING AUGUST 23, 2010 TO: Tami Loff ITEM 5-1 Attached is the Claims List for the City Council. For more details, please refer to the check detail registers. CLAIMS REGISTER 08-18-2010 $ 127,745.39 Check # 48980 - 49033 PAYROLL 08-11-2010 $ 35,395.58 ELECTRONIC PYMTS FOR AUGUST: Bldg Permit Surcharge $ Qwest $ 108.62 Centerpoint Energy $ 0.00 Dept. of Revenue -Fuel Tax $ 0.00 Dept. of Revenue -Sales Tax $ 0.00 Elk River Utilities $ 1,993.73 Wright -Hennepin $ 14,335.21 Delta Dental $ 1,224.87 Total $ 17,662.43 GRAND TOTAL $ 180,803.40 If you have any questions or if you would like to review this list further, please let me know. Sue Frisch Bookkeeper CITY OF OTSEGO 08/18/10 10:57 AM Page 1 *Check Summary Register© AUGUST 2010 Name Check Date Check Amt 10100 BANK OF ELK RIVER Paid Chk# 048980 XCEL ENERGY 8/11/2010 $3,693.00 FRANKFORT PARK LIGHTING Paid Chk# 048981 TOWN & COUNTRY LANDSCAPI 8/11/2010 $16,640.47 SOD/SEED @ FRANKFORT PARK Paid Chk# 048982 ALLIANCE BENEFIT GROUP HSA 8/11/2010 $415.40 PPE 8/7/10 CH DTD 8/11/10 Paid Chk# 048983 ICMA RETIREMENT TRUST 8/11/2010 $1,054.88 PLAN #304185 Paid Chk# 048984 PUBLIC EMPLOYEES RETIREME 8/11/2010 $3,720.81 #677600 PPE 8/7/10 Paid Chk# 048985 ADAM'S PEST CONTROL INC 8/18/2010 $84.43 QUARTERLY SERVICE Paid Chk# 048986 ADVANCED ENGINEERING AND 8/18/2010 $2,544.15 SCADA INST & CONTROL SVCS Paid Chk# 048987 AFFORDABLE SANITATION 8/18/2010 $1,664.09 JULY PORTA RENTALS Paid Chk# 048988 AFLAC 8/18/2010 $1,140.64 SUPPLEMENTAL INSURANCE Paid Chk# 048989 AIRGAS NORTH CENTRAL 8/18/2010 $35.67 ACETYLENE/OXYGEN/HAZMAT Paid Chk# 048990 ALPINE CAPITAL, LLC 8/18/2010 $12.40 W/S REFUND - 7781 PALOMINO Paid Chk# 048991 ALPINE CAPITAL, LLC - NEW HO 8/18/2010 $41.12 W/S REFUND - 7632 PALOMINO Paid Chk# 048992 BLUESTAR HOMES LLC 8/18/2010 $1,000.00 7354 LANDER - LNDSCP ESC REFUN Paid Chk# 048993 BRINK PR 8/18/2010 $1,100.00 OTSEGO VIEW - AUG/SEPT 2010 Paid Chk# 048994 CITY OF OTSEGO 8/18/2010 $2,856.55 15501 83RD - IRRIG Paid Chk# 048995 CROW RIVER FARM EQUIPMEN 8/18/2010 $88.17 REPAIR SUPPLIES Paid Chk# 048996 DEREK FRAZER 8/18/2010 $1,000.00 12132 72ND - LNDSCP ESC REFUND Paid Chk# 048997 ENVENTIS 8/18/2010 $556.51 TELEPHONE Paid Chk# 048998 EXPRESS EMPLOYMENT PROF 8/18/2010 $560.25 TEMP - HILLARY HARTWIG 8/2 - 8 Paid Chk# 048999 FINKEN'S WATER CENTERS 8/18/2010 $37.09 BOTTLED WATER Paid Chk# 049000 FIRST FINANCIAL TITLE 8/18/2010 $24.67 W/S REFUND -11498 79TH ST Paid Chk# 049001 G & K TEXTILE LEASING SYSTE 8/18/2010 $710.21 UNIFORMS & MATS Paid Chk# 049002 HAKANSON ANDERSON ASSOC 8/18/2010 $25,983.97 SS - GIS Paid Chk# 049003 HEALTH PARTNERS 8/18/2010 $6,864.60 SEPTEMBER MEDICAL Paid Chk# 049004 HELGESON MAILING SERVICE L 8/18/2010 $1,333.80 AUG/SEPT NEWSLETTER Paid Chk# 049005 HOME DEPOT CREDIT SERVICE 8/18/2010 $46.94 TANK W/GAS Paid Chk# 049006 JASON WAREHIME 8/18/2010 $746.68 REIMBURSE - NAT'L NIGHT OUT SU Paid Chk# 049007 MAMA 8/18/2010 $20.00 7/8/10 MAMA LUNCHEON Paid Chk# 049008 MENARDS 8/18/2010 $372.47 GEARDRIVE Paid Chk# 049009 METRO WEST INSPECTION SVC 8/18/2010 $9,875.00 BLDG INSP SVCS -197.5 HRS Paid Chk# 049010 MIDWEST LANDSCAPES 8/18/2010 $1,942.00 SHRUBS FOR FRANKFORT Paid Chk# 049011 MN REVENUE 8/18/2010 $70.00 RANCH ACRES APPL FEE Paid Chk# 049012 MN/WI PLAYGROUND 8/18/2010 $1,963.14 BASKETBALL SYSTEM Paid Chk# 049013 MONARCH HOMES, INC. 8/18/2010 $1,000.00 7572 LARGE - LNDSCP ESC REFUND Paid Chk# 049014 NEWMAN TRAFFIC SIGNS 8/18/2010 $155.46 SIGN MAT'L Paid Chk# 049015 NORTH STAR AWARDS & TROP 8/18/2010 $21.38 VAULT & ADMIN DOOR SIGNS Paid Chk# 049016 NOVAK-FLECK INC 8/18/2010 $2,000.00 7583 LANNON - LNDSCP ESC REFUN Paid Chk# 049017 OMANN BROTHERS INC. 8/18/2010 $862.82 AC FINES MIX Paid Chk# 049018 OMANN BROTHERS PAVING INC 8/18/2010 $23,366.20 PAVING @ FRANKFORT PARK Paid Chk# 049019 OTSEGO FESTIVAL INC 8/18/2010 $550.00 WILD WOOD SLEIGH & CARRIAGE Paid Chk# 049020 PETERBILT NORTH 8/18/2010 $15.50 FILTERS Paid Chk# 049021 PLAISTED COMPANIES 8118/2010 $1,154.55 BALL DIAMOND AGG Paid Chk# 049022 PRAIRIE RESTORATION, INC. 8118/2010 $218.20 LANDSCAPE MGMT @ PW Paid Chk# 049023 SEMLER HOMES INC 8/18/2010 $1,043.05 W/S REFUND -11258 77TH ST Paid Chk# 049024 SOFTRONICS, INC. 8/18/2010 $3,578.62 ADMIN IT - LABOR Paid Chk# 049025 SRF CONSULTING GROUP, INC. 8/18/2010 $305.94 FRANKFORT PARK Paid Chk# 049026 ST JOSEPH EQUIPMENT INC 8/18/2010 $619.88 MILL RENTAL Paid Chk# 049027 SYLVA CORPORATION, INC. 8/18/2010 $189.17 PLAYGROUND MULCH Paid Chk# 049028 TAMI LOFF 8/18/2010 $45.86 REIMBURSE ELECTION MEALS Paid Chk# 049029 TERMINAL SUPPLY CO 8/18/2010 $289.65 OPERATING SUPPLIES Paid Chk# 049030 VANCE BROTHERS INC 8/18/2010 $416.55 BLACKTOP SUPPLIES Paid Chk# 049031 VERIZON WIRELESS 8/18/2010 $97.22 LAP TOP SERVICE Paid Chk# 049032 WRIGHT COUNTY RECORDER 8/18/2010 $46.00 BRUMM IUP Paid Chk# 049033 XCEL ENERGY 8/18/2010 $3,570.23 SIGNAL @ CR36/101 CITY OF OTSEGO 08/18/10 10:57 AM Page 2 *Check Summary Register© AUGUST 2010 Name Check Date Check Amt Total Checks $127,745.39 FILTER: None CITY OF OTSEGO 08/18/10 10:58 AM Page 1 *Check Detail Register© AUGUST 2010 Check Amt Invoice Comment 10100 BANK OF ELK RIVER — ---- Pad Chk# 048980 8/11/2010 XCEL ENERGY E 203-45210-530 Improvements Other Than Bldgs $3,693.00 11398213 FRANKFORT PARK LIGHTING Total XCEL ENERGY $3,693.00 Paid Chk# 048981 8/11/2010 TOWN &COUNTRY LANDSCAPING E 203-45210-530 Improvements Other Than Bldgs $16,640.47 2981 SOD/SEED @ FRANKFORT PARK Total TOWN & COUNTRY LANDSCAPING $16,640.47 Paid Chk# 048982 8/11/2010 ALLIANCE BENEFIT GROUP G 101-21706 Hospitalization/Medical Ins $415.40 PPE 817/10 CH DTD 8/11/10 Total ALLIANCE BENEFIT GROUP $415.40 Paid Chk# 048983 8/11/2010 I&A RETIREMENT TRUST G101-21705 Other Retirement $790.00 PPE 8/7/10 PLAN #304185 E 101-41400-121 PERA $264.88 PPE 8/7/10 PLAN #304185 Total ICMA RETIREMENT TRUST $1,054.88 Paid Chk# 048984 8/11/2010 PUBLIC EMPLOYEES RETIREMENT FD E 602-49450-121 PERA $44.50 #677600 PPE 8/7/10 E 250-42410-121 PERA $152.29 #677600 PPE 8/7/10 E 101-43100-121 PERA $1,043.55 #677600 PPE 8/7/10 E 101-41600-121 PERA $478.13 #677600 PPE 8/7/10 E 101-41400-121 PERA $240.52 #677600 PPE 8/7/10 G 101-21704 PERA $1,717.31 #677600 PPE 8/7/10 E 601-49400-121 PERA $44.51 #677600 PPE 8/7/10 -3tal PUBLIC EMPLOYEES RETIREMENT FD $3,720.81 Paid Chk# 048985 8/18/2010 ADAM'S PEST CONTROL INC E 101-41940-390 Contracted Services $84.43 591052 QUARTERLY SERVICE Total ADAM'S PEST CONTROL INC $84.43 Paid Chk# 048986 8/18/2010 AE2S E 602-49450-500 Capital Outlay (GENERAL) $544.15 25824 SCADA INST & CONTROL SVCS E 601-49400-500 Capital Outlay (GENERAL) $2,000.00 25824 SCADA INST & CONTROL SVCS Total AE2S $2,544.15 Paid Chk# 048987 8/18/2010 AFFORDABLE SANITATION E101-45200-410 Rentals (GENERAL) $1,664.09 9164 JULY PORTA RENTALS Total AFFORDABLE SANITATION $1,664.09 Paid Chk# 048988 8/18/2010 AFLAC -INSURANCE G 101-21706 Hospitalization/Medical Ins $1,140.64 380889 SUPPLEMENTAL INSURANCE Total AFLAC -INSURANCE $1,140.64 Paid Chk# 048989 8/18/2010 AIRGAS, INC. E 101-43100-210 Operating Supplies (GENERAL) $35.67 105053948 ACETYLENE/OXYGEN/HAZMAT Total AIRGAS, INC. $35.67 Paid Chk# 048990 8/18/2010 ALPINE CAPITAL, LLC -NEW BRIG R 601-37150 WATER SALES $12.40 W/S REFUND - 7781 PALOMINO Total ALPINE CAPITAL, LLC - NEW BRIG $12.40 Paid Chk# 048991 8/18/2010 ALPINE CAPITAL, LLC -NEW HOPE R 601-37150 WATER SALES $41.12 W/S REFUND - 7632 PALOMINO Total ALPINE CAPITAL, LLC - NEW HOPE $41.12 Paid Chk# 048992 8/18/2010 BLUESTAR HOMES LLC CITY OF OTSEGO 08/18/10 10:58 AM Page 2 *Check Detail Register© AUGUST 2010 Check Amt invoice Comment E 702-41400-310 Miscellaneous $1,000.00 7354 LANDER - LNDSCP ESC REFUND Total BLUEVAR HOMES LLC $1,000.00 Paid Chk# 048993 8/18/2010 BRINK PR �M E 101-41400-347 Newsletter $1,100.00 OTSEGO VIEW - AUG/SEPT 2010 Total BRINK PR $1,100.00 Paid Chk# 048994 8/18/2010 CITY OF OTSEGO E 101-45200-322 Utilities $315.01 5400 RANDOLPH - IRRIG E 602-49450-322 Utilities $35.11 7551 LANCASTER -WEST WWTF E 602-49450-322 Utilities $8.77 7551 LANCASTER -WEST WWTF E 602-49450-322 Utilities $496.49 7551 LANCASTER - WEST WWTF E 602-49450-322 Utilities $201.99 5850 RANDOLPH - EAST WWTF E 101-45200-322 Utilities $140.75 15501 83RD - IRRIG E 101-45200-322 Utilities $625.54 6480 MASON - IRRIG E 101-45200-322 Utilities $646.38 11313 77TH - IRRIG E 101-45200-322 Utilities $380.10 10400 71ST - IRRIG E 602-49450-322 Utilities $6.41 7551 LANCASTER -WEST WWTF Total G & K TEXTILE LEASING SYSTEM Total CITY OF OTSEGO $2,856.55 Paid Chk# 048995 8/18/2010 CROW RIVER FARM EQUIPMENT E101-45200-220 Repair/Maint Supply (GENERAL) $88.17 143220 REPAIR SUPPLIES Total CROW RIVER FARM EQUIPMENT $88.17 Paid Chk# 048996 8/18/2010 DEREK FRAZER E 702-41400-310 Miscellaneous $1,000.00 12132 72ND - LNDSCP ESC REFUND Total DEREK FRAZER $1,000.00 Paid Chk# 048997_ 8/18/2010 ENVENTIS E 250-42410-320 Telephone $278.26 TELEPHONE E 101-43100-320 Telephone $139.12 TELEPHONE E 101-41400-320 Telephone $139.13 TELEPHONE Total ENVENTIS $556.51 Paid Chk# 048998 8/18/2010 EXPRESS EMPLOYMENT OF E101-41400-104 Part-time -Employees Regular $560.25 98739093-7 TEMP - HILLARY HARTWIG 8/2 - 8/5 Total EXPRESS EMPLOYMENT PROF $560.25 Paid Chk# 048999 8/18/2010 FINKEN'S WATER CARE E 101-41940-390 Contracted Services $37.09 BOTTLED WATER Total FINKEN'S WATER CARE $37.09 Paid-Chk# 049000 8/18/2010 FIRST FINANCIAL TITLE R 601-37150 WATER SALES $24.67 W/S REFUND -11498 79TH ST Total FIRST FINANCIAL TITLE $24.67 Paid Chk# 049001 8/18/2010 G & K TEXTILE LEASING SYSTEM E 101-43100-225 Uniforms/Clothing Allowance $94.37 1043507970 UNIFORMS & MATS E 101-41940-390 Contracted Services $125.28 1043507971 MATS E 101-43100-225 Uniforms/Clothing Allowance $41.02 1043512614 UNIFORMS & MATS E 101-43100-225 Uniforms/Clothing Allowance $63.59 1043517283 UNIFORMS & MATS E 101-41940-390 Contracted Services $125.28 1043517284 MATS E 101-43100-225 Uniforms/Clothing Allowance $41.02 1043521966 UNIFORMS & MATS E 101-43100-225 Uniforms/Clothing Allowance $94.37 1043526621 UNIFORMS & MATS E 101-41940-390 Contracted Services $125.28 1043526622 MATS Total G & K TEXTILE LEASING SYSTEM $710.21 Paid Chk# 049002 8/18/2010 HAKANSON ANDERSON ASSOC INC CITY OF OTSEGO 08/18/10 10:58 AM Page 3 *Check Detail Register© AUGUST 2010 Paid Chk# 049003 8/18/2010 HEALTH PARTNERS E 101-43100-123 Check Amt Invoice Comment G 701-22256 RANCH ACRES $60.00 27146 RANCH ACRES G 701-22315 RIVERWOOD NATIONAL $226.88 27147 RIVERWOOD NAIL G 701-22380 RIVERPLACE 1ST $46.25 27148 RIVERPLACE G 701-22462 DUKE REALTY $165.00 27149 GATEWAY NORTH - DUKE G 701-22393 REMINGTON COVES $346.73 27150 REMINGTON COVES G 701-22409 PLEASANT CRK 3RD $120.37 27151 PLEASANT CREEK 3RD G 701-22426 FIN PLAT ARBOR CRK 3 $67.88 27152 ARBOR CREEK 3RD G 701-22422 ROTTLUND HOMES $510.00 27153 ROTTLUND - WILDFLOWER G 701-22465 GREAT RIVER CTR $446.25 27154 GREAT RIVER CENTRE G 701-22392 MISSISSIPPI COVE 1 & 2 $60.00 27155 DAVIS MISSISSIPPI COVES G 701-22255 BOULDER PASS $360.00 27156 BOULDER PASS G 701-22258 TWIN CITY ORTHOPEDICS $60.00 27157 TCO E 101-41560-302 Engineering Fees $60.00 27157 MRWA E 101-41560-302 Engineering Fees $1,375.32 27157 RIVERBEND MHP G 701-21886 THE SHOPPES OF GRC - OUTLOT $487.39 27157 SHOPPES OF GRC 2 E 101-41560-302 Engineering Fees $120.00 27157 HOLLAND DEVELOPMENT E 101-41560-302 Engineering Fees $142.35 27161 WETLANDS CONS ACT E 222-49490-302 Engineering Fees $132.83 27163 OTSEGO NPDES PHASE II E 408-43100-302 Engineering Fees $1,405.79 27164 OTSEGO CREEK N RESTORATION PROJ E 499-49400-302 Engineering Fees $1,882.50 27165 CITY WELL HEAD PROTECTION E 203-45210-302 Engineering Fees $285.00 27167 FRANKFORT PARK E 101-41560-302 Engineering Fees $2,693.56 27168 WFE - OUTLOT A E 601-49400-302 Engineering Fees $23.75 27169 MISC W/S E 101-41560-302 Engineering Fees $1,629.72 27169 MISC ENG E 602-49450-302 Engineering Fees $23.75 27169 MISC W/S E 250-42410-302 Engineering Fees $142.50 27169 PERMITS E 101-41560-302 Engineering Fees $142.50 27169 MISC GRADING & SS ISSUES E 101-41560-302 Engineering Fees $1,675.00 27170 STAFF MEETINGS E 101-41400-348 Maps $3,411.38 27171 GOPHER ONE CALL MAPS E 101-41400-391 GIS Services $323.86 27172 GEN'L - GIS E 601-49400-391 GIS Services $265.66 27172 WATER - GIS E 222-49490-391 GIS Services $298.86 27172 SS - GIS E 203-45210-302 Engineering Fees $583.86 27173 SAFE ROUTES TO SCHOOL E 201-43100-302 Engineering Fees $3,649.03 27174 2010 STREET MAINT R 101-34330 GRADING REVIEWS $2,640.00 27175 GRADING REVIEWS G 701-22397 SUNRAY FARMS 2ND $120.00 27175 SUNRAY FARMS 2 Total HAKANSON ANDERSON ASSOC INC $25,983.97 Paid Chk# 049003 8/18/2010 HEALTH PARTNERS E 101-43100-123 Health $3,595.40 35432956 SEPTEMBER MEDICAL E 101-41600-123 Health $1,040.00 35432956 SEPTEMBER MEDICAL E 101-41400-123 Health $1,114.60 35432956 SEPTEMBER MEDICAL E 250-42410-123 Health $1,114.60 35432956 SEPTEMBER MEDICAL Total HEALTH PARTNERS $6,864.60 Paid Chk# 049004 8/18/2010 HELGESON MAILING SERVICE LLC E 101-41400-347 Newsletter $1,333.80 3735 AUG/SEPT NEWSLETTER Total HELGESON MAILING SERVICE LLC $1,333.80 Paid Chk# 049005 8/18/2010 HOME DEPOT E101-45200-210 Operating Supplies (GENERAL) $46.94 1020515 TANK W/GAS Total HOME DEPOT $46.94 Paid Chk# 049006 8/18/2010 JASON WAREHIME E 101-42150-310 Miscellaneous $746.68 REIMBURSE - NAT'L NIGHT OUT SUPPLIES Total JASON WAREHIME $746.68 Paid Chk# 049007 8/18/2010 MAMA CITY OF OTSEGO 08/18/10 10:58 AM Page 4 *Check Detail Register© AUGUST 2010 Check Amt Invoice Comment E 101-41400-360 Education/Training/Conferences $20.00 228 7/8/10 MAMA LUNCHEON Total MAMA $20.00 Paid Chk# 049008 8/18/2010 MENARDS E 222-49490-220 Repair/Maint Supply (GENERAL) $223.84 83346 MORTAR MIX E101-43100-220 Repair/Maint Supply (GENERAL) $47.62 85140 GEARDRIVE E101-43100-220 Repair/Maint Supply (GENERAL) $101.01 85148 GEARDRIVES, SWING ELBOWS Total MENARDS $372.47 Paid Chk# 049009 8/18/2010 METRO WEST INSPECTION SVC INC. E 250-42410-390 Contracted Services $9,875.00 BLDG INSP SVCS -197.5 HRS Total METRO WEST INSPECTION SVC INC. $9,875.00 Paid Chk# 049010 8%18/2010 MIDWEST LANDSCAPES E203-45210-530 Improvements Other Than Bldgs $1,942.00 T17166-0001 SHRUBS FOR FRANKFORT Total MIDWEST LANDSCAPES $1,942.00 �.. Paid Chk# 049011 8/18/2010 MN POLLUTION CONTROL G 701-22256 RANCH ACRES $70.00 4400083827 RANCH ACRES APPL FEE Total MN POLLUTION CONTROL $70.00 Paid Chk# 049012 8118/2010 MN/WI PLAYGROUND E 203-45210-501 Equipment $1,963.14 2010220 BASKETBALL SYSTEM Total MN/WI PLAYGROUND $1,963.14 Paid Chk# 049013 8/18/2010 MONARCH HOMES, INC. E 702-41400-310 Miscellaneous $1,000.00 7572 LARGE - LNDSCP ESC REFUND Total MONARCH HOMES, INC. $1,000.00 Paid Chk# 049014 8/18/2010 NEWMAN TRAFFIC SIGNS E 101-43100-393 Sign material purchased $155.46 TI -0224619 SIGN MAT'L Total NEWMAN TRAFFIC SIGNS $155.46 Paid Chk# 049015 8/18/2010 NORTH STAR AWARDS E 101-41400-310 Miscellaneous $21.38 2471 VAULT & ADMIN DOOR SIGNS Total NORTH STAR AWARDS $21.38 Paid Chk# 049016 8/18/2010 NOVAK-FLECK INC E 702-41400-310 Miscellaneous $1,000.00 7583 LANNON - LNDSCP ESC REFUND E 702-41400-310 Miscellaneous $1,000.00 7550 LANNON - LNDSCP ESC REFUND Total NOVAK-FLECK INC $2,000.00 Paid Chk# 049017 8/18/2010 OMANN BROTHERS INC. E 101-43100-434 Blacktop Supplies $398.99 8727 AC FINES MIX E 101-43100-434 Blacktop Supplies $463.83 8749 AC FINES MIX Total OMANN BROTHERS INC. $862.82 Paid Chk# 049018 8/18/2010 OMANN BROTHERS PAVING INC. E203-45210-530 Improvements Other Than Bldgs $23,366.20 21677 PAVING @ FRANKFORT PARK Total OMANN BROTHERS PAVING INC. $23,366.20 Paid Chk# 049019 8/18/2010 OTSEGO FESTIVAL INC E 101-41100-801 CONTINGENCY $550.00 WILD WOOD SLEIGH & CARRIAGE Total OTSEGO FESTIVAL INC $550.00 Paid Chk# 049020 8/1812010 PETERBILT NORTH E 101-43100-210 Operating Supplies (GENERAL) $15.50 F201730046 FILTERS Total PETERBILT NORTH $15.50 CITY OF OTSEGO 08/18/10 10:58 AM Page 5 *Check Detail Register© AUGUST 2010 Amt Invoice Comment E 203-45210-530 Improvements Other Than Bldgs $1,154.55 34891 BALL DIAMOND AGG Total PLAISTED COMPANIES $1,154.55 Paid Chk# 049022 8/18/2010 PRAIRIE RESTORATION, INC. E 101-43100-402 Repairs/Maint Buildingss $218.20 12753 LANDSCAPE MGMT @ PW Total PRAIRIE RESTORATION, INC. $218.20 Paid Chk# 049023 8/18/2010 SEMLER HOMES INC R 601-37150 WATER SALES $43.05 W/S REFUND - 11258 77TH ST E 702-41400-310 Miscellaneous $1,000.00 7554 LANGLER - LNDSCP ESC REFUND Total SEMLER HOMES INC $1,043.05 Paid Chk# 049024 8/18/2010 SOFTRONICS, INC. E 101-43100-390 Contracted Services $150.00 2335 PW - LABOR E 101-41400-390 Contracted Services $325.00 2335 ADMIN - LABOR E 101-41400-501 Equipment $1,052.72 2335 ADMIN - COMP (TAMI) E 101-41600-390 Contracted Services $228.44 2335 FIN - LABOR E 101-43100-501 Equipment $1,095.47 2335 PW - COMP, CABLE, MOUSE, PWR STRP E 601-49400-390 Contracted Services $62.50 2335 UTIL - LABOR E 602-49450-390 Contracted Services $62.50 2335 UTIL - LABOR E 101-41400-391 GIS Services $50.00 2335 GIS - LABOR E 101-41400-390 Contracted Services $300.00 2335 ADMIN IT - LABOR E 101-41400-501 Equipment $148.55 2335 ADMIN IT - HARD DRIVE, PWR STRP E 250-42410-390 Contracted Services $103.44 2335 BLDG - LABOR Total SOFTRONICS, INC. $3,578.62 Paid Chk# 049025 8/18/2010 SRF CONSULTING GROUP, INC. E 203-45210-390 Contracted Services $305.94 5521.00-43 FRANKFORT PARK Total SRF CONSULTING GROUP, INC. $305.94 Paid Chk# 049026 8/18/2010 ST JOSEPH EQUIPMENT INC E 101-43100-410 Rentals (GENERAL) $619.88 VR09346 MILL RENTAL Total ST JOSEPH EQUIPMENT INC $619.88 Paid Chk# 049027 8/18/2010 SYLVA CORPORATION, INC. E101-45200-210 Operating Supplies (GENERAL) $189.17 24758 PLAYGROUND MULCH Total SYLVA CORPORATION, INC. $189.17 Paid Chk# 049028 8/18/2010 TAMI LOFF E 101-41410-205 Election Supplies $45.86 REIMBURSE ELECTION MEALS Total TAMI LOFF $45.86 Paid Chk# 049029 8/18/2010 TERMINAL SUPPLY CO, INC. E101-43100-210 Operating Supplies (GENERAL) $276.08 74903-00 OPERATING SUPPLIES E101-43100-210 Operating Supplies (GENERAL) $13.57 74903-01 OPERATING SUPPLIES Total TERMINAL SUPPLY CO, INC. $289.65 Paid Chk# 049030 8/18/2010 VANCE BROTHERS INC E 101-43100-434 Blacktop Supplies $280.71 18647 BLACKTOP SUPPLIES E 101-43100-434 Blacktop Supplies $135.84 18677 BLACKTOP SUPPLIES Total VANCE BROTHERS INC $416.55 Paid -ChkF 049031 8/18/2010 VERIZON WIRELESS E 101-43100-320 Telephone $97.22 2439904963 LAP TOP SERVICE Total VERIZON WIRELESS $97.22 Paid Chk# 049032 8/18/2010 WRIGHT COUNTY RECORDER CITY OF OTSEGO 08/18/10 10:58 AM Page 6 *Check Detail Register© AUGUST 2010 Check Amt Invoice Comment E 101-41400-340 Recording Fees $46.00 BRUMM IUP Total WRIGHT COUNTY RECORDER $46.00 RPaid Chk# 049033 8/18/2010 XCEL ENERGY E 101-43160-322 Utilities $192.17 E 601-49400-322 Utilities $3,191.63 E 101-43160-322 Utilities $17.64 E 101-43160-322 Utilities $30.62 E 601-49400-322 Utilities $138.17 Total XCEL ENERGY $3,570.23 10100 BANK OF ELK RIVER $127,745.39 Fund Summary 10100 BANK OF ELK RIVER 101 GENERAL FUND $42,134.41 201 PAVEMENT AND TRAIL MANAGEMENT $3,649.03 203 PARK DEVELOPMENT $49,934.16 222 Citywide Stormwater(NPDES II) $655.53 250 Comm. Dev. & Bldg Safety $11,666.09 408 Otsego Creek Watershed $1,405.79 499 WELLHEAD PROTECTION PROJECT $1,882.50 601 WATER FUND $5,847.46 602 SEWER FUND $1,423.67 701 DEVELOPMENT ESCROWS FUND $3,146.75 702 BUILDERS ESCROW FUND $6,000.00 $127,745.39 RIVERPOINTE LIGHTS 5740 RANDOLPH - WELL #8 SIGNAL 0 CR36/101 16501 53RD - ST LIGHT 16575 61 ST - WT #3 ITEM 5-2 RESOLUTION NO. 2010-28 CITY OF OTSEGO COUNTY OF WRIGHT, MINNESOTA A RESOLUTION SETTING A TRUTH -IN -TAXATION HEARING DATE FOR THE PROPOSED 2011 TAX LEVY AND BUDGET. WHEREAS, the Otsego City Council is required by State law to establish truth -in -taxation hearing dates for the proposed 2011 tax levy by September 15, 2010. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF OTSEGO, NHNNESOTA. 1. That Monday, December 13, 2010 at 7:00 p.m. is hereby approved as Truth -in -Taxation hearing date for the proposed 2011 tax levy. 2. Should a continuation hearing date be needed; Monday, December 27, 2010 at 7:00 p.m. is hereby approved for the continuation hearing date. 3. That a copy of this resolution be transmitted to the Wright County Auditor. Dated this 23rd day of August, 2010 CITY OF OTSEGO Jessica Stockamp, Mayor /'1f M M .w Tami Loff, City Clerk ITEM 5-3 Otsego Police Commission Minutes July 13, 2010 Present: Mayor Jessica Stockamp, Denise Andrusko, John Hinnenkamp, Jason Warehime, Paul Fields, Jane Theisen, Joel Torkelson, Linda Lewis, Deputy Pete Walker, Pat Brink (Otsego View). Special Guest: Carter Diers, Wright County Court Services Meeting called to order at 6:30pm. Agenda —Approved Minutes from June 8—Approved Open Forum: Law Enforcement Update — things have been good and nothing out of the ordinary around the city. Otsego View — Next edition will feature some timely safety information on the back of newsletter; reminding residents to obey school stop signs and providing a school safety update, encouraging residents to keep their garage doors closed to reduce any potential thefts. Guest — Carter Diers with the Wright County Court Services Department briefly presented to the group. Carter is a Probation Agent who supervises juveniles living in the St. Michael, Albertville and Otsego areas. Old Business: National Night Out — Received $600 from Target for larger item giveaways. City Council thanked Target and Jason for their collaboration and donation. Target also donated paper supplies, sidewalk chalk and volunteers. As of the night of our meeting, 8 neighborhoods had registered. Commission members decided that the 1s` 12 registered neighborhoods would receive a package of giveaways (gift basket) to be raffled off among residents. Denise will communicate with the neighborhoods and service contacts. The commission thanked Denise for continuing to help coordinate NNO and make it such a success in Otsego! Otsego Jam Fest — 5 bands will be performing. Nixie — Is now on the Wright County Sheriffs Office website, residents can now sign-up for updates. New Business: August Meeting: Original meeting scheduled for August 10, which is also date of primary. Group decided to reschedule meeting for 8/17 at 6:30pm. Calendar of Events: Otsego Festival, September 18 — consider having updated maps of Adopt -a -Street and McGruff Houses City Council Meeting Updates: June 12 & July 12 — Nothing to report as it relates to the Police Commission City Council Meeting Assignments: July 26, 2010—Jason August 9, 2010 — Paul Meeting adjourned: 7:40pm Respectfully Submitted by: Joel Torkelson ITEM 5_4 Otsego Heritage Preservation Commission July 13, 2010 Present: Chris Wilson, Shirley Isaacson, Toni Seroshek, Mayor Stockamp Chris called the meeting to order at 7:02pm. We approved the minutes for both the May 11, 2010 meeting and the June 8, 2010 meeting. Toni gave an update of the MN Digital Library MN Reflections project. That grant will be submitted in the next week or two. When the actual digitalization will take place is yet unknown. The pictures and narrative of the Otsego Driving Tour was submitted to the City Planner. The City Council reviewed the project at the July 12th meeting. The CC was OK with the projected cost of the project but did not approve it. The CC recommended obtaining written permission from all the landowners on the Tour before going ahead with the project; there were concerns re privacy. This means that the Tour will not be in the next issue of the Otsego newsletter. If permission can be obtained, then it is possible to get the Tour map printed in time to hand out at the Otsego Festival. The City Planner was instructed by the City Council to write a letter to be sent to the landowners listed on the Driving Tour. We asked the mayor if we could review the letter before it is sent. She said she will ask Dan to email it to all of us for our review. We also asked about follow-up contact with the landowners if there is no response to the permission letter. Phone contact will be made at some point (? after 2 weeks) if there is no response. It is not clear to this recorder who will be making that phone contact- OHPC or the city staff. We reviewed the building inspector's report re the McDonald house. Chris asked how we were to proceed with needed repairs i.e. roof replacement and chimney repair or covering. The mayor said she would talk with Mike Robertson re obtaining cost estimates, etc. and let us know. Our next meeting is scheduled for Thursday. August 12'' at 7pm. We discussed our role at the Wh Annual Otsego Festival. Chris explained that we have some graphics for display. The mayor said the City will provide a table, chairs, tent or canopy. We hope to have the Driving Tour map to hand out. There will be books on display to be sold. Toni asked if there had ever been a drawing for a free book. There hasn't been so we may do that. Chris added that getting the names and addresses for a drawing might be a source for new members for OHPC or at least people who may be interested in heritage preservation An inventory of our historical documents and pictures may wait until we get our consultant with the StEPs project as that person would have expertise in organization, storage, etc. Chris had looked at some of the materials again and wondered about the value - one book had haphazard entries, was incomplete. Chris said that the new UV shades were in. She also said that there were no additional shelves but maybe if some of the stuff is not valuable maybe we won't need additional shelves. Some of our archival preservation materials are on backorder. We chose not to visit the Public Works room tonight. Toni asked for advice re hiring a consultant as part of the grant for the StEPs project. She sent requests to four people and had responses from two. Tonight she presented CVs for both of them and her opinion from phone conversations with them. The question is how much time to budget for, how much time are we willing to put into this project. We decided that two hours per section (there are 6 sections) and 4 additional hours for pre- and post -strategic planning. Toni will contact the two individuals for proposals and then complete the grant application. Chris talked about the Swenson farm auction. She said that Arlene Holen asked about some cassette tapes that she and Joyce Swenson made of conversations with Otsego old-timers. Chris received those tapes from one of the Swenson boys and took them to Arlene. Arlene wanted to listen to them again before donating them to our archives. Chris asked her to list the speakers for each tape she listens to, if possible. We decided that we all may need to visit Arlene and listen to the tapes to determine their historical value. The meeting adjourned at 8:08pm. Toni Seroshek, recorder ITEM 5-5 OTSEGO PARKS AND RECREATION COMMISSION MEETING OTSEGO CITY HALL JULY 14, 2010 7:00 PM 1. Call to Order. Chair Krekelberg called the meeting to order at 7 PM. Roll call: Chair Susan Krekelberg; Commission members: Peter Torresani, Duane Lauseng, Krista Bean, Rose Cassady, Kathy Roberts and Mike Brumm. Council: Mayor Jessica Stockamp and Vern Heidner. Staff. Brad Belair, Public Works Supervisor, Tami Loff, City Clerk, Gary Groen, Finance Director and Daniel Licht, City Planner. 2. Consider agenda ap rn oval. Commissioner Torresani requested to move item 1 Oa to 4.2 Chair Krekelberg requested to add item 7.2 Prairie Park Soccer Goals. City Planner Licht requested to add item 5.4 Prairie Park Splash Pad. Chair Krekelberg motioned to approve as amended. Seconded by Commissioner Cassady. All in favor. Motion carried. 3. Consider the following minutes: 3.1. June 9. 2010 Regular Meeting Minutes. Commissioner Bean motioned to approve as written. Seconded by Commissioner Roberts. All in favor. Motion carried. 4. Onen Forum: 4.1. Steven Zoubek — Pride in our Parks Monthly Report, Soccer fields concerns and a long term request for consideration. Pride in our Parks Monthly Report -Mr. Zoubek gave an update on the Blue Bird houses in Prairie Park. There are 18 new swallows nest and 14 Blue Bird nests. Only one nest did not get used. Mr. Zoubek said his intention would be to contact surrounding residents to see if they would be interested in putting up houses. Mr. Zoubek thanked the City for their help and the Boy Scouts. Soccer fields concerns and a long term request for consideration- Mr. Zoubek said they loved having the four fields; he would like to put two full size goals on the other two open spaces. West of the basketball court and south of the parking lot seem to be large enough if the Parks & Rec agrees or any other location. It is just for practice and he is not worried about exact size. Chair Krekelberg asked how often they would be used. Mr. Zoubek said everyday of the week. Chair Krekelberg questioned parking. He doesn't need an answer today. The next season will start May 90' and end July 29th. He said they will be starting a week later and ending a month later which will give more time for soccer. Commissioner Bean said it would overlap with the Community Ed only for a couple of weeks. Commissioner Torresani asked if the area by the baseball field could be used. Commissioner Torresani said he makes that recommendation to the council. Mr. Zoubek asked about a bill. He said he is willing to pay for the use. Commissioners said other organizations provide a donation. Mr. Zoubek said in other communities he usually pays a per user fee. Parks & Rec Meeting July 14, 2010. Page 2. Mr. Zoubek said he feels the purchase of the area in the southwest corner of Public Works would be great, could have a turf field. Mr. Zoubek suggested exploring the option to partner with TRSA. He asked the Commission to consider a dome. 4.2. a. All Sports Commissioner Torresani said there will be no soccer on the fields this fall. He contacted the Football Association and they are interested in using them for practice only. Commissioner Torresani said he would like to give them permission. Commissioner Cassady asked what the start date is. Commissioner Torresani said towards the end of August and until about half way through October and would only be during the week. 5. New Business. 5.1. Otsego Festival. Commissioner Cassady asked if the Parks and Rec Commission will need a space for the Festival. Commissioner Bean said that last year brochures were handed out. Chair Krekelberg said that it would be good to provide Pride in our Park information, the current park map and Blue Bird information. There was discussion on updating the postcards with Parks & Rec activities listed. Mr. Zoubek said that he could do a summary on the Prairie Park house and some information from the National Blue Bird and some information or website link on how to build Blue Bird houses. He also said he could bring the two eggs that were abandoned. Commissioner Brumm said that there should be a map of the new Frankfort Park. Chair Krekelberg said that she will work with staff for these items. 5.2. 5 K run. Chair Krekelberg said she just read about this in the Otsego View and wanted more information. Mayor Stockamp said that is a walk for Retinal Research and is called Ava Inspired after a young girl that is going blind. This 5 K run/walk will be held August 21St. This was approved by the City Council and staff has been working with them. 5.3. Parking Lot Funding from the Trails Fund. Chair Krekelberg said she read about this in past City Council minutes. City Planner Licht said there was discussion on Parking lot by the Public Works building that would be used for overflow election or overflow for the park. This item was tabled. 5.4. Prairie Park Splash pad. City Planner Licht reviewed his memo. City staff has recommended consideration of a splash pad in Prairie Park and the Council thought it would be worth exploring. Commissioner Cassady asked where this might be located. City Planner Licht said that the old skate park would be an option or there are a lot of other areas in the park it could be placed. Commissioner Cassady said would it be too close to the soccer fields. City Planner Licht said it is far enough away. Commissioners had discussion on the Princeton and St. Louis Park splash pads. Chair Krekelberg asked what fund this would come out of. City Planner Licht said the Community Facility Fund. Commissioner Bean said that need to create something in the city that is free and Commissioners Roberts, Cassady and Brumm agreed. Chair Krekelberg made motioned to make a recommendation to study a splash pad. Seconded by Commissioner Cassady. All in favor. Motion carried. 6. Unfinished Business. 6.1. Current Accounts Information for the Parks and Rec Fund. Finance Director Groen reviewed the funds. Chair Krekelberg said the numbers that they first saw for the park didn't include the expected fees of the SRF or TPC just so you know for the future. Parks & Rec Meeting July 14, 2010. Page 4. b. Community Ed/Ids 728 (Commissioner Bean --No updates. c. Communication (Commissioner Krekelberg) Chair Krekelberg said she replied to the resident that requested a splash pad. Chair Krekelberg said she wants to think of ways to utilize the bulletin boards in the parks. Maybe the map that was just updated or Pride in our Park information. Commissioners agreed to post "Please contact Public Works if there are any maintenance issues". d. Pumpkin Patch (Commissioner Roberts) Commissioner Roberts said she will contact the Boy Scouts. Date set for October 16, 2010. e. Santa Day (Commissioner Cassady) Date set for December 11, 2010. f. Egg Hunt Commissioner Brom) Date set for April 9, 2011. Commissioner Bean said she will not be able to make the Egg Hunt. Commissioner Cassady said she thought that it would be good to print a list of dates on refrigerator magnets. 11. Adjourn by 10 PM. Chair Krekelberg motioned to adjourn. Seconded by Commissioner Cassady. All in favor. Motion carried. Adjourned at 9:24 PM. Recorded by: Tami Loff, City Clerk ITEM 5_6 RESOLUTION NO. 2010-30 APPOINTING ELECTION JUDGES FOR 2010 CITY OF OTSEGO, COUNTY OF WRIGHT WHEREAS, the General Elections are to be held on November 4, 2010, and, WHEREAS, Election Judges are required to perform the election duties for these elections, NOW, THEREFORE, BE IT RESOLVED THAT, the following persons be appointed as Election Judges and attend the necessary training provided by the City of Otsego in order to hold the position of Election Judges: Lorene Hennick Pat Ritchie Linda McComb Appointed by the City of Otsego Council this 23rd day of August 2010. ATTEST: Tami Loff, City Clerk City of Otsego Mayor Jessica Stockamp ITEM 5_7 Memo To: Mayor and Council From: Tami Loff Date: 8/19/10 Re: Public Works Copier Lease I have attached a quote from MN Copy System for the Public Works Copier. This was brought to the PW Subcommittee Meeting and recommended for approval. Toshiba E -Studio 282 (yr 2008) Black/ White Copier, 28 copies per minute 3 year lease at $53.85 per month $.014 per copy Includes service, parts and supplies Our current Public Works copier lease agreement with Minnesota Copy Systems is $51.94 per month plus 0.16 per copy, the agreement was up in June 2010. r0sY13A eis71tDr02821/ DrGrrA L COPIER ffAr ARES ✓ 28 COPIES PER MINUTE ✓ AUTOMATIC DOCUMENT FEEDER ✓ AUTOMATIC DUPLEX DEVICE ✓ 2 CASSETTES, 550 SHEETS ✓ STACK FEED BYPASS, 100 SHEETS ✓ 1200 x 2400 DPI PRINT RESOLUTION ✓ STAND ✓ REDUCTION/ENLARGEMENT ✓ ELECTRONIC SORTING PRICE LIST PRICE........................$7,503.00 LESS OFF LEASE DISCOUNT.........................$5,708.00 TOTAL ............................. $1,795.00 ✓ NETWORK PRINT / SCAN Monthly lease option **53.85 per month** Lease payment based on a 36 month ease, fair market buyout due at lease end. OPTIONS PRICE 3rd cassette, 550 sheets $439.00 3`d cassette, 2500 sheets $635.00 Staple finisher $967.00 Job separator $153.00 SERVICE For the cost of $.014 per copy, Minnesota Copy Systems will provide 100% of the following. .Service calls .Parts .Supplies ( toner, developer, drums, etc.) .Preventative maintenance .Travel costs .Mileage Town & Country Landscaping of Rogers 11920 Park Dr. Rogers, MN 55374-0601 Bill To; city of Otsego 8899 Nashua. Elk River, Mn 55330 Description ITEM 5-8 Invoice Invoice '#: 3033 Invoice Date: 8/4/2010 Due.Date: 8/4/2-01:0 ,F Project:; 264.00T P.O. Number: brad - Hours/Qty Rate Amount prepare ball field aglime by grading and defining edges (Mike) 7-13-10 6 150.00 900.00 starter, or fall root feeder fertilizer 12 22.00 264.00T weed inhibitor w/ fertilizer 12 85.00 1,020.00T Sales Tax outside hennepin 09 6.875% 88.28 Total $2,272.28 Payments/Credits $0.00 Balance Due $2,272.28 ITEM 5_9 CITY OF OTSEGO COUNTY OF WRIGHT STATE OF MINNESOTA RESOLUTION NO. 2010-31 RESOLUTION DECLARING CERTAIN CITY PROPERTY SURPLUS PROPERTY AND AUTHORIZING SALE WHEREAS, certain trucks owned by the City no longer serve any useful City function; and WHEREAS, the surplus trucks are described as one 1994 FORD LT900 Tandem Dump Truck with Plows and Sander Equipment and one 1990 FORD L8000 Dump Truck with Plows and Sander Equipment; and WHEREAS, City staff has procured a reasonable bid for both trucks. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Otsego, Wright County, Minnesota as follows: 1. That the two trucks as described above are hereby declared surplus City property. 2. City staff persons are hereby authorized to proceed with the disposition of the property. ADOPTED this 23rd day of August, 2010. IN FAVOR: OPPOSED: CITY OF OTSEGO Jessica Stockamp, Mayor Tami Loff, City Clerk SMITH BROTHERS Decorating Co. COMMERCIAL & RESIDENTIAL PAINTING & WATERPROOFING Celebrating Our 2 -Ph Tear! Proposal EMAILED FAXED MAMM ITEM 5_7p 6/28/10 BY CK PROPOSAL SUBMITTED TO PHONEEMAH DATE City of Otsego Attn: Brad Belair 763 238 0564 belairb@ci.otsego.mn.us 1 6/28/10 Hall We hereby submit specifications and estimates for: Exterior Paintingat t Otsego City Hall Prepare and waterproof paint the exterior of the Otsego City Hall. Preparation includes cleaning, mildew treatment, priming, replacement caulking at failed areas, and concrete joint repair, and masking to protect all items not to be painted. Paint exterior of building with 100% acrylic paint, colors to be selected. 2 -Coat enamel paint metal doors. All painting is to be full and uniform in coverage. Alternate Add: Clean and reseal the interior burnished block of the entryway. Add to base bid price below: $165.00 We Supoft hereby to furnish material and labor — complete in accordance with above specifications, for the sum of: Seven thousand nine hundred fifty eight dollars and no cents. $ 7,958.00 Payment to be made as follows: As work Droaresses. "NOTICE TO OWNER" Under the Mechanics' Lien Law, any contractor, subcontractor, laborer, materialman or other person who helps to improve your property and is not paid for his labor, services or material, has a right to enforce his claim against your property. Under the law, you may protect yourself against such claims by fining, before commencing such work of improvement, and original contract for the work of improvement of a modification thereof, in the office of the county recorded of the county where the property is situated and requiring that a contractor's payment bond be recorded in such office. Said bond shall be in an amount no less that fifty percent (50%) of the contract price and shall, in addition to any conditions for the performance of the contact, be conditioned for the payment in full of the claims of all persons furnishing labor, services, equipment or material for the work described in said contract. Authorized Signature Note: This proposal may be Ipraepum d Stopeiial — The above prices, specifications and conditions are satisfactory withdrawn by us if not accepted within days and are hereby accepted. You are authorized to do the work as specified Payment will be shade as outlined above. Signature Date of Acceptance 17362 Hwy 65 Ham Lake, MN 55304 Phone: 763.434.2471 Fax: 763.434.5506 www.sbdecorating.com Gary Groen From: Sent: To: Subject: FYI Sincerely, Brad Befair Public Works Supervisor City Of Otsego (763) 235-3175 Brad Belair [belairb@ci.otsego.mn.us] Tuesday, August 17, 2010 8:06 AM 'Gary Groen' FW: Painting Proposal for Otsego City Hall and Colorization of Otsego City Hall From: Cyndi Kwiecien (mailto:cyndi@sbdecorating.com] Sent: Thursday, July 29, 2010 11:21 AM To: Brad Belair Subject: Re: Painting Proposal for Otsego City Hall and Colorization of Otsego City Hall Brad, To change from the painted exterior to 10 year guarantee clear, waterproof sealer, deduct $1,920.00. Thank you, Mark Smith/ck On 7/22/2010 2:46 PM, Brad Belair wrote: Cyndi, I met with City Council and reviewed your proposal. than paint and also life expectancy of each product. questions 763-238-0564. Sincerely, Brad Belair Public Works Supervisor City Of Otsego (763) 235-3175 They directed me to get an estimate to use a clear sealer rather I can be reached on my cell phone if you or Mark have any From: Cyndi Kwiecien f mailto:cyndi@sbdecorating.coml Sent: Monday, June 28, 2010 12:03 PM ITEM 5-77 EXTRACT OF MINUTES OF A MEETING OF THE CITY COUNCIL CITY OF OTSEGO, MINNESOTA HELD: August 23, 2010 Pursuant to due call and notice thereof, a regular or special meeting of the City Council of City of Otsego, Minnesota, was duly called and held at the City Hall in the City of Otsego, Minnesota on August 23, 2010, at 6:30 p.m. for the purpose, in part, of calling a public hearing on the intention to issue general obligation capital improvement plan bonds and the proposal to adopt a capital improvement plan therefor. The following members were present: and the following were absent: Member introduced the following resolution and moved its adoption: RESOLUTION 2010-32 RESOLUTION CALLING PUBLIC HEARING ON THE INTENTION TO ISSUE GENERAL OBLIGATION CAPITAL IMPROVEMENT PLAN BONDS AND THE PROPOSAL TO ADOPT A CAPITAL IMPROVEMENT PLAN THEREFOR A. WHEREAS, pursuant to Minnesota Statutes, Section 475.521 the City of Otsego, Minnesota (the "City") may issue bonds to finance capital expenditures under its capital improvement plan (the "Plan") without an election provided that, among other things, prior to issuing general obligation capital improvement plan bonds (the "Bonds") the City adopts the Plan after holding a public hearing thereon and publishing a notice of its intention to issue the Bonds and the date and time of a hearing to obtain public comment on the issuance of the Bonds and adoption of the Plan; and B. WHEREAS, the City Council will hold a public hearing on September 13, 2010, on its intention to issue the Bonds and to adopt the Plan; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Otsego, Minnesota, that the City Council hereby calls for a public hearing on its intent to issue the Bonds and to adopt the Plan, the public hearing to be held on the date and time set forth in Exhibit A attached hereto. The City Clerk is hereby directed to cause the notice of public hearing to be published at least 14 but not more than 28 days before the date of the public hearing in the official newspaper of the City or a newspaper of general circulation in the City and further, the City Clerk may post the notice of public hearing on the City's official website, if any, at least 14 but not more than 28 days before the date of the public hearing. The motion for the adoption of the foregoing resolution was duly seconded by member and, after full discussion thereof and upon a vote being taken thereon, the following voted in favor thereof- and hereof and the following voted against the same: 2646416v1 whereupon the resolution was declared duly passed and adopted. 2646416v1 ITEM 6-1 3601 Thurston Avenue N, Suite 100 Anoka, MN 55303 Phone: 763.231.5840 Facsimile: 763.427.0520 TPCTPCQPlanningCo.com TO: Otsego Mayor and City Council FROM: Daniel Licht, AICP DATE: 19 August 2010 RE: Otsego — City Code; No Discharge Ordinance NAC FILE: 176.08 Section 5-2-7 of the City Code states that updates to the map designating areas within the City where no firearms discharge is allowed must be published by September 1St of each year. If no map is published, then the No Discharge Zone map remains the same as was in effect the previous year. City staff is not recommending any changes to the map for 2010-2010 but note that the map now reflects the amendment approved by the City Council for the Cyr property located east of TH 101 and south of CSAH 36. The City Council also briefly raised the issue as to whether archery hunting should be allowed either as an exception to the No Discharge Zone or as a less restrictive No Discharge Zone area. City staff is recommending that archery hunting be allowed by an administrative permit that would be issued subject to the following criteria: The property must be at least 10 acres in area. ■ The property must be located outside of the sewer district and zoned either A-1 or A-2 District. ■ The discharge of a bow/arrow must be at least 200 feet from a property line or public right-of-way (which exceeds the 50 yard effective range of a bow/arrow). ■ The permit would be required annually but City staff recommends no fee for the permit. ■ The permit allows hunting with archery equipment as defined by Minnesota statute. The Firearms Ordinance already allows an exception for archery target practice. The No Discharge Zone map is to be discussed at the City Council meeting on 23 August 2010 at 7:00 PM. City staff recommends approval of Ordinance 2010-07 addressing archery hunting and the 2010-2011 No Discharge Map. C. Mike Robertson, City Administrator Tami Loff, City Clerk Andy MacArthur, City Attorney 2 ORDINANCE NO.: 2010-07 CITY OF OTSEGO COUNTY OF WRIGHT, MINNESOTA AN ORDINANCE AMENDING THE CITY CODE OF THE CITY OF OTSEGO RELATED TO FIREARMS. THE CITY COUNCIL OF THE CITY OF OTSEGO DOES HEREBY ORDAIN: Section 1. Section 2-4-2.13 of the City Code is hereby amended to include the following provision: 10. Archery Permit: No Charge Section 2. Section 5-2-2 of the City Code is hereby amended to include the following definition: Archery Equipment: A bow and arrow used for hunting only as allowed by Minnesota Statutes 9713.035, as may be amended. Section 3. Section 5-2-3 of the City Code is hereby amended to include the following provisions: L. By any person issued an annual administrative archery permit to hunt specific property identified on the permit using archery equipment as allowed by State law and regulations subject to the following provisions: a. The property on which the hunt occurs shall not be less than ten (10) acres in area. b. The property shall not be located within the Sanitary Sewer District as defined by the Comprehensive Plan and shall be zoned an agricultural district on the Zoning Map. C. No person shall discharge an arrow within two hundred (200) yards of any public right-of-way, property owned by the City of Otsego, and all buildings unless owned by them or with the owners written permission carried on their person. Section 4. This Ordinance shall become effective immediately upon its passage and publication. MOTION BY: SECOND BY: ALL IN FAVOR: ADOPTED by the Otsego City Council this 23d day of August, 2010. CITY OF OTSEGO Jessica Stockamp, Mayor ATTEST: Tami Loff, City Clerk -qty ITEM 6_a tuver Fire Department 13065 Orono Parkway Elk River, MN 55330 Friday, August 06, 2010 Mike Robertson, City Administrator City of Otsego 8899 Nashua Ave. NE Otsego, MN 55330 Re: Fire Protection Services Contract Dear Mr. Robertson, Thank you for taking the time recently to discuss the fire protection services contract between the City of Elk River and the City of Otsego and for providing me the opportunity to address your Council on July 26, 2010 with a year-to-date update. I hope that your Council and staff found the information informative and helpful. In follow-up to our previous discussions, I have had the opportunity to review our existing contract which was last formally updated on September 16, 1998 and to prepare a proposal for what I hope will set the foundation to update/renew the contract in the near future. Presently, the contract is based upon a percent of fire calls within the Elk River "Otsego" fire district As all of us have noticed in the past five years, the actual amount has fluctuated depending on the number of calls for service. This model makes budgeting for both Cities difficult and doesn't accurately reflect the actual cost of running the fire department (considering costs related to operating expenses, capital purchases and general overhead). Regardless of the number of calls for service, the department must be at a constant state of readiness. With the assistance of our City's Finance Director, Tim Simon, we researched a number of different options and recommend changing the model to a per parcel amount This is a widely used model and better reflects the administrative/operations budget of the fire department According to the Wright County Assessor's Office, there are 3,248 parcels in Elk River's fire protection district Taking into consideration the fire department's requested 2011 budget ($766,190) and the percentage of parcels in Otsego (22%), this equates to $52.28 per parcel. The total proposed 2011 Otsego contract amount would be $169,799.64. The City of Elk River is recommending a five (5) year contract with a 3% annual increase although we will be happy to discuss other term options. This amount does not include fire inspection services which will be proposed separately. Phone: 763.635.1100 Fax: 763.635.1090 wwwdelk-rivermn.us The Elk River Fire Department is proud to be a public safety partner for the City of Otsego and will continue to work hard to provide superb fire protection services to your community. I look forward to future discussions on this matter. Once you have had an opportunity to review these details, we will be happy to draft a formal contract for your consideration. The Elk River City Council is also reviewing this proposal at the August 9`h work session. If you have any questions, comments or concerns, please do not hesitate to contact me via telephone at (763) 635-1105 or via E -Mail at jcunningham@ci.elk-river.mn.us. Sincerely, T. John Cunningham Fire Chief CC: Mayor and City Council (Elk River) Lori Johnson, City Administrator (Elk River) Tim Simon, Finance Director (Elk River) 2 tr...iver Fire Department 13065 Orono Parkway Elk River, MN 55330 Friday, August 06, 2010 Mike Robertson, City Administrator City of Otsego 8899 Nashua Ave. NE Otsego, MN 55330 Re: Fire Inspection Services Contract Dear Mr. Robertson, In follow-up to the City of Elk River's proposal to update/renew the fire protection services contract with the City of Otsego, I would also like to propose starting a fire inspection program for your City. Presently, the Elk River Fire Department only conducts initial fire code inspections on new construction within our Otsego fire service district. Due to the potential buildup of combustible by-products common in restaurants, our Fire Marshal's office does conduct occasional hood inspections in Otsego as a courtesy. To our knowledge, however, regular fire code inspections on commercial structures are presently not being completed. Such inspections and enforcement are critical components of any fire prevention program and helps enhance the safety of the community and fire service professionals. The Elk River Fire Department is interested and willing to partner with the City of Otsego to begin a fire inspection program. While the specific details will need to be discussed further, the fire inspection program would encompass your entire City and the information (i.e. preplan and inspection history) would be shared among all fire service providers (there would be no change to the department's operational "fire protection" district). Because of the time commitments associated with such a program, the fire department would be required to hire an additional staff member. To begin the program, we recommend a part time (1,080 hour) position. This staff member will be a City of Elk River (Fire Department) employee but their entire focus will be on the fire inspection program for the City of Otsego. The anticipated hourly rate for this position is $28.00. This rate takes into consideration salary, required benefits and administrative overhead (including office/computer, vehicle, Phone: 763.635.1100 Fax: 763.635.1090 wwwdelk-rivermn.us fuel, uniform and other necessary items). The yearly cost is estimated at $30,240. This program will be in addition to the regular fire services protection contract. The cost of the program would be billed to the City of Otsego. I believe that this program will be a great safety benefit to your City especially considering the number of commercial structures that have been constructed over the past few years. It is our goal to work with commercial building owners, tenants and your staff to help ensure that all of the appropriate fire code standards are being met. I realize that the information presented here is only preliminary. I will be happy to discuss this opportunity in further detail. Our staff can also submit a more formal proposal for your review and consideration by both of our Councils. We continue to look forward to a long lasting public safety partnership. Please do not hesitate to contact me via telephone at (763) 635-1105 or via E -Mail at jcunninghatn@ci.elk- river.mn.us if you have any questions or comments. Sincerely, T. John Cunningham Fire Chief CC: Mayor and City Council (Elk River) Lori Johnson, City Administrator (Elk River) Tim Simon, Finance Director (Elk River) 2 ITEM 7_1 Memo To: Mayor Stockamp and City Council From: Brad Belair Date: August 18,2001 Re: Purchase of used Cat 908 wheel loader As directed and reviewed by the Public Works Sub -committee, I recommend the purchase of a 2005 Cat 908 wheel loader from Ziegler Inc. for $49,900.00. The funds for the purchase will be from the Capital Equipment account. If approved by the City Council the loader will be available and in service by September 13"'. I will be at the August 23rd City Council meeting to answer any questions. 0 Page 1 ZIEMER Quote 109215-01 May 27, 2010 CITY OF OTSEGO 8899 NASHUA AVE NE ELK RIVER 55330-7387 Attention: Brad Belair Dear Brad, We would like to thank you for your interest in our company and our products, and are pleased to quote the following for your consideration. Caterpillar Model: 908 Compact Wheel Loaders STOCK NUMBER: L3118 SERIAL NUMBER: OTAR00437 YEAR: 2005 APPROX. HOURS: 2,200 We wish to thank you for the opportunity of quoting on your equipment needs. This quotation is valid for 30 days, after which time we reserve the right to re -quote. If there are any questions, please do not hesitate to contact me. Sincerely, Dave Carothers Territory Manager Page 1 of 3 zieglercat Quote 109215-01 Caterpillar Model: 908 Compact Wheel Loaders STANDARD EQUIPMENT ELECTRICAL - 12 Volt Direct Electric Starting - Ignition Key Start / Stop Switch - 90 Ampere Alternator - 750 CCA Maintenance Free Battery - Warning Horn - Wiring for: Radio and speakers - Rotary Beacon - Cab Mounted Fuse Panel OPERATOR ENVIRONMENT - Gauges: - Fuel Level - - Hydraulic Oil Temperature - Operator Station on Isolation Mounts - Digital Service Hourmeter - Operator Warning System Indicators: - - Parking Brake Applied - - Senrice Brake Low Oil Level - - Hydraulic Oil Temperature - - Engine Oil Pressure - - Coolant Temperature - - Hydraulic Filter Bypass - - Altemator - Pilot Hydraulic Controls - Forward / Neutral / Reverse Switch - on Joystick - Vinyl Suspension Seat, Adjustable with - Right Wristrest - Interior/Exterior Aux. Power Sockets - Suspended Inching Brake/Accel. pedals - Cup Holder POWERTRAIN - Tier 11 compliant - EU Stage II compliant - Caterpillar 3044 C Diesel Engine with - Cold Start Plugs and - electric Fuel Priming Pump - Air Cleaner, Two -Stage Radial Seal - Closed Circuit Breather - Hydraulically Driven Suction Fan - Single Dry Disc Brake - S -O -S Sampling Valves, Engine Oil - and Hydraulic Oil - Swing Out Oil Cooler - Two Speed Hydrostatic Transmission, - 12 MPH-20KPH Maximum Speed - Limited Slip Front Differential - Oscillating Rear Axle with Standard - Differential - Air Filter Service Indicator - Alligator (flexible) Valve Stems OTHER STANDARD EQUIPMENT - Versal-ink 6 Bar Linkage - Three valve, Two lever with FNR - Hydraulic QuickLock Coupler - Engine Enclosure - Lockable - Lockable Side Door Compartments - Hydraulic Oil Level Sight Gauge - Hydraulic Steering with Priority Valve - Radiator Expansion Bottle - Secondary and Parking Brake - Recovery Hitch - Rear Fenders - Pressure Taps - Bucket Level Indicator - Remote Grease Lines - Machine Lifting/tie down points ANTIFREEZE - Extended life coolant antifreeze - Protected to -33F (-36C) MACHINE SPECIFICATIONS DESCRIPTION 908 COMPACT WHEEL LOADER MA 12 908 COMPACT WHEEL LOADER PREP PACKAGE, STANDARD USA STANDARD, CATERPILLAR YELLOW ENCLOSURE, STANDARD EXHAUST SYSTEM, STANDARD CONTROL, CREEPER HARNESS, WORKTOOL WIRING BELT, SEAT, 2" RETRACTABLE EMISSIONS PACKAGE TOWPIN, REAR HITCH HEATER, ENGINE COOLANT, 120V TIRES, 375/75 R20 XZSL DIFFERENTIAL,LIMITED SLIP,REAR 48" FORKS ENGINE S/N CJS08602 CAB, COMFORT HYDRAULICS, 3 VALVE COUNTERWEIGHT, REAR AXLE AIR CONDITIONER JOYSTICK CONTROLS, STD, RTD LIGHTS, CAB, WORKING (FOUR) BATTERY, HEAVY DUTY VALVES, DRAIN,ECO ALARM, BACK-UP EXTENSION, FENDER,FRONT MANUAL, 908 PARTS FENDERS, FRONT CYLOWAX APPLICATOR MANUAL, OPER. MAINT. ENGLISH Balance $49,900 F.O.BITERMS Page 2 of 3 JOHN DEERE 005 JOHN DEERE, 304J, SERIAL #: LU304JX911526, HOURS: 1248 r RDO-t. EQUIPMENT CO. Prepared for: BRAD BELAIR CITY OF OTSEGO By: SCOTT WENESS RDO CONSTRUCTION EQ CO MW SAUK RAPIDS, MN 56379 320- 25-0 4959 Fax:320-259-6014 Your Sale Price: $56,500 (USD) CAB AC,4 SPL,RC,405/70820,1.4 YD BKT,CPLR,XSEC (916 PT/HYD) (CERTIFIABLE) Overall Condition: AVERAGE General Appearance: (AVERAGE Instruments/Controls: AVERAGE Cooling System: AVERAGE Engine: AVERAGE Transmission: AVERAGE Differentials: ; AVERAGE Hydraulics: A V E RA G E Chassis and Frame: AVERAGE Ground Engaging Tools: FAIR Tires / Rims: POOR he quoted price is exclusive of all taxes. This machine is quoted "as is" unless otherwise stated. Tires are dow to about 10-20%. would run through shop, fix A/C and transmission issue. TPC3601 Thurston Avenue N, Suite 100 Anoka, MN 55303 Phone: 763.231.5840 Facsimile: 763.427.0520 TPC(o Plan ni ngCo. corn MEMORANDUM TO: Otsego Mayor and City Council FROM: Daniel Licht, AICP DATE: 19 August 2010 RE: Otsego —Plat Summary TPC FILE: 101.01 Attached is a spreadsheet summarizing the available lot supply for all subdivisions within the City prepared by the Department of Building Safety. City staff is working to coordinate this data base with the GIS system to produce a map showing the vacant lot supply. Below is a summary of the spreadsheet data for each of the sewer districts: Sewer District Vacant Final Platted Lots East Sewer District 96 West Sewer District 872 Riverwood National 77 TOTAL 1,045 East Sewer District Subdivision Vacant Final Platted Lots Arbor Creek/Arbor Place 236 Duerr Creek 20 Kittredge Crossings 178 Martin Farms 169 Otsego Preserve 18 Pleasant Creek Farms 78 Remington Coves 85 Sunray Farms 21 Zimmer Farms 67 TOTAL 872 West Sewer District Subdivision Vacant Final Platted Lots Crimson Ponds West 32 Pheasant Ride 2 Prairie Creek 9 Riverpointe 29 Stone ate Estates 4 Wildflower Meadows 20 TOTAL 96 Plat Subdivision 53 ANTELOPE PARK 181 ARBOR CREEK 196 ARBOR CREEK 2ND ADDN 221 ARBOR CREEK 3RD ADDN 230 ARBOR CREEK 4TH ADDITION 195 ARBOR PLACE 127 ARROWHEAD ESTATES 135 AUTUMN WOODS 136 AUTUMN WOODS 2ND ADDN 172 AUTUMN WOODS 3RD ADDN 155 AUTUMN WOODS COMMERCIAL 160 AUTUMN WOODS COMMERCIAL 2ND ADDN 11 BARTHEL ACRES 112 BEAUDRY'S ADDN 113 BILLSTROM'S RIVERVIEW ADDN 58 BULOW ESTATES 214 CEDERBERG ESTATES 14 CHRISTIAN ACRES 52 COUNTRY RIDGE 68 CRIMSON PONDS 71 CRIMSON PONDS 2ND ADDN 83 CRIMSON PONDS 3RD ADDN 88 CRIMSON PONDS 4TH ADDN CRIMSON PONDS WEST CRIMSON PONDS WEST 2ND ADDN 76 D & J ESTATES 254 DARA GLEN ADDITION 242 DAVIS MISSISSIPPI COVE 1ST ADDN 247 DAVIS MISSISSIPPI COVE 2ND ADDN 123 DEER FIELD ACRES 94 DEMARS CREEKSIDE ADDN N 0 n O 100.00% 96 98.97% 118 m 19 City c c m Sewer & Septic/ 3 m Q. Q Water Well # of REC's X 100.00% X X 2 X X 33.33% X X 14 X X 100.00% X X 7 X X # of Lots / Units 42 97 176 176 17 11 4 25 3 2 3 1 14 16 5 77 42 33 31- T3 73 57 2 Built % Complet 42 100.00% 96 98.97% 118 67.05% 19 10.80% 2 11.76% 6 54.55% 3 75.00% 25 100.00% 3 100.00% 2 100.00% 1 33.33% 1 100.00% 14 100.00% 16 100.00% 7 100.00% 7 100.00% 2 66.67% 5 100.00% 77 100.00% 42 100.00% 33 100.00% 51 100.00% 43 100.00% 41 56.16% 01 0.00% 21 100.00% Balance I % Remaining 0 0.00% 1 1.03% 58 32.95% 157 89.20% 15 88.24% 5 45.45% 1 25.00% 0 0.00% 0 0.00% 0 0.00% 2 66.67% 0 0.00% 0 0.00% 0 0.00% 0 0.00% 0 0.00% 1 33.33% 0 0.00% 0 0.00% 0 0.00% 0 0.00% 0 0.00% 0 0.00% 32 43.84% 01 0.00% 01 0.00% X X 0 0 0 X X 9 2 22.22% 7 77.78% X X 24 2 8.33% 22 91.67% X X 15 15 100.00% 0 0.00% X X 1 1 100.00% 0 0.00% Updated 8/19/2010 Plat # Subdivision 0 3 0 N IQ c 3 a. n o 3 c City Sewer & Water Septic/ Well # of REC's # of Lots / Units Built % Completed Balance % Remaining 99 DONNA AND DAVID ESTATES X X 4 4 100.00% 0 0.00% 215 DUERR CREEK X X 75 55 73.33% 20 26.67% 128 E Z VIEW HILLS X X 4 4 100.00% 0 0.00% 189 FOREST HILLS X X 15 10 66.67% 5 33.33% 249 GATEWAY NORTH X X 4 0 01 0 15 GREAT RIVER ACRES 1ST ADDN X X 42 42 100.00% 0 0.00% 16 GREAT RIVER ACRES 2ND ADDN X X 19 19 100.00% 0 0.00% 17 GREAT RIVER ACRES 3RD ADDN X X 10 10 100.00% 0 0.00% 239 GREAT RIVER CENTRE OF OTSEGO X X 24 0 0 0 252 GREAT RIVER CENTRE OF OTSEGO 2ND ADDN X X 0 01 0 159 GRENINS MISSISSIPPI HILLS X X *** X 17 17 100.00% 0 0.00% 183 GRENINS MISSISSIPPI HILLS 2ND ADDN X ""' X 2 2 100.00% 0 0.00% 44 GRUPA'S ADDN X X 4 4 100.00% 0 0.00% 18 HALL'S ADDN X X 35 35 100.00% 0 0.00% 39 HALL'S 2ND ADDN X X 27 261 96.30% 1 3.70% 42 HALL'S 3RD ADDN X X 25 23 92.00% 2 8.00% 51 HARPSTER ADDN X X 2 2 100.00% 0 0.00% 211 HERITAGE ESTATES VILLAS CIC 92 X X 152 100 65.79% 52 34.21% 66 HERITAGE HILLS X X 38 37 97.37% 1 2.63% 63 HERITAGE PLAINS X X 8 81 100.00% 0 0.00% 64 HERITAGE PLAINS 2ND ADDN X X 9 9 100.00% 0 0.00% 91 HIDDEN CREEK TRAILS X X 10 7 70.00% 3 30.00% 180 HIDDEN HAVEN X X 2 2 100.00% 0 0.00% 129 HIDDEN VALLEY X X 21 21 100.00% 0 0.00% 95 HOLY GROUND X X 2 21 100.00% 0 0.00% 19 HYLO ACRES X X 9 8 88.89% 1 11.11% 20 HYLO ACRES 2ND ADDN X X 5 5 100.00% 0 0.00% 45 HYLO ACRES 3RD ADDN X X 9 9 100.00% 0 0.00% 121 ISLAND VIEW ESTATES X X 86 83 96.51% 31 3.49% 133 ISLAND VIEW ESTATES 2ND ADDN X X 1 31 11 33.33% 21 66.67% 157 ISLAND VIEW ESTATES 3RD ADDN X X 1 21 21 100.00% 01 0.00% Updated 8/19/2010 Plat # Subdivision p e m N 0 a 3 m n o 3 c City Sewer & Water Septic/ Well # of REC's # of Lots / Units Built % Completed Balance % Remaining 165 ISLAND VIEW ESTATES 4TH ADDN X X 1 0 0.00% 1 100.00% 48 JAMES ADDN X X 43 43 100.00% 0 0.00% 67 JUSTEN ADDN X X 1 1 100.00% 0 0.00% 131 KESSLERS WOODVIEW ACRES X X 3 3 100.00% 0 0.00% 2201 KITTREDGE CROSSING CONDO CIC97 X X 33 33 100.00% 0 0.00% 184 KITTREDGE CROSSINGS X X 0 01 0 191 KITTREDGE CROSSINGS 2ND ADDN X X 22 22 100.00% 0 0.00% 192 KITTREDGE CROSSINGS 3RD ADDN X X 20 20 100.00% 0 0.00% 193 KITTREDGE CROSSINGS 4TH ADDN X X 0 0 2031 KITTREDGE CROSSINGS 5TH ADDN X X 24 11 45.83% 13 54.17% 204 KITTREDGE CROSSINGS 6TH ADDN X X 98 49 50.00% 49 50.00% KITTREDGE CROSSINGS 7TH ADDN X X 108 30 27.78% 78 72.22% 223 KITTREDGE CROSSINGS 9TH ADDN X X 56 18 32.14% 38 67.86% 61 LIN BAR ESTATES X X 5 5 100.00% 0 0.00% 651 LIN BAR ESTATES 2ND ADDN X X 34 341 100.00% 0 0.00% 255 LINCO X X 0 0 1 197 MARTIN FARMS X X 234 65 27.78% 169 72.22% 86 MEADOWLANDS X X 45 43 95.56% 2 4.44% 122 MEYER ADDN X X 16 1 6.25% 15 93.75% 2311 MINNESOTA R/W PLAT NO. 86 -107 0 0 0 236 MINNESOTA R/W PLAT NO. 86 -108 0 0 0 237 MINNESOTA R/W PLAT NO. 86 - 109 0 0 0 232 MINNESOTA R/W PLAT NO. 86 - 110 0 0 0 233 MINNESOTA R/W PLAT NO. 86 - 112 0 0 0 2401 MINNESOTA R/W PLAT NO. 86-111 01 0 0 241 MINNESOTA R/W PLAT NO. 86-113 0 0 0 244 MINNESOTA R/W PLAT NO. 86-114 0 0 0 49 MISSISSIPPI PARKWOOD X X 49 49 100.00% 0 0.00% 164 MISSISSIPPI PINES X X 72 71 98.61% 1 1.39% 231 MISSISSIPPI SHORES 1ST ADDN X X 25 25 100.00% 1 0 0.00% 241 MISSISSIPPI SHORES 2ND ADDN X X 1 54 100.00% 1 01 0.00% Updated 8/19/2010 Plat # Subdivision -43 o a 3 vi n O 3 n City Sewer & Water Septic/ Well # of REC's # of Lots /Units Built % Completed Balance % Remaining 25 MISSISSIPPI SHORES 3RD ADDN X X 40 40 100.00% 0 0.00% 40 MISSISSIPPI SHORES 4TH ADDN X X 75 75 100.00% 0 0.00% 41 MISSISSIPPI SHORES 5TH ADDN X X 54 54 100.00% 0 0.00% 38 MISSISSIPPI SHORES 6TH ADDN X X 0 0 0 54 MISSISSIPPI SHORES 7th ADDN X I X 0 01 0 216 MISSISSIPPI SHORES 8th ADDN X X 0 0 0 59 MRD CHRIST LUTHERAN ADDN X X 0 0 0 57 MRD COMMERCIAL PARK X X 0 0 0 178 NATHE ADDITION X X 0 0 0 212 NORIN LANDING X X 19 31 15.79% 16 84.21% 56 ODAY ACRES X X 8 8 100.00% 0 0.00% 46 OLSON ACRES X X 4 3 75.00% 1 25.00% 55 ORIGINAL PLAT OF DAYTON X X 1 1 0 26 OTSEGO ACRES 1 ST ADDN X X 50 49 98.00% 1 2.00% 27 OTSEGO ACRES 2ND ADDN X X 10 91 90.00% 1 10.00% 246 OTSEGO CITY CAMPUS ADDN x X 0 0 0 96 OTSEGO COMMERCIAL PARK x X 0 0 0 171 OTSEGO FARMS X X 8 6 75.00% 2 25.00% 248 OTSEGO FIRE SUBSTATION #1 E ADDN x X 0 0 0 166 OTSEGO 194 WEST INDUS PARK x X 0 0 0 169 OTSEGO 194 WEST INDUS PARK 2ND ADDN x X 0 0 0 229 OTSEGO 194 WEST INDUS PARK 3RD ADDN x X 0 0 0 238 OTSEGO 194 WEST INDUS PARK 4TH ADDN x X 0 0 0 132 OTSEGO INDUSTRIAL PARK x X 0 01 0 158 OTSEGO INDUSTRIAL PARK 2ND ADDN x X 0 0 0 162 OTSEGO INDUSTRIAL PARK 3RD ADDN x X 0 0 0 163 OTSEGO INDUSTRIAL PARK 4TH ADDN x X 0 0 0 176 OTSEGO INDUSTRIAL PARK 5TH ADDN x X 0 0 0 194 OTSEGO PRESERVE X X 42 37 88.10% 5 11.90% 205 OTSEGO PRESERVE 2ND ADDN X X 1 65 52 80.00% 13 20.00% 218 OTSEGO PRESERVE 3RD ADDN X X 39 39 100.00% 0 0.00% Updated 8/19/2010 Plat # Subdivision o o (An c m CL O 3 Q City Sewer & Water Septic/ Well # of REC's # of Lots / Units Built % Completed Balance % Remaining 10 OTSEGO TOWN SITE X X 22 17 77.27% 5 22.73% 93 OTSEGO WATERFRONT x X 0 0 0 98 OTSEGO WATERFRONT 2ND ADDN x X 0 0 0 173 OTSEGO WATERFRONT 3RD ADDN x X 0 0 0 1861 OTSEGO WATERFRONT 4TH ADDN I x I X 01 0 0 219 OTSEGO WATERFRONT 5TH ADDN x X 0 0 0 217 OTSEGO WATERFRONT EAST x X 0 0 0 250 OTSEGO WATERFRONT EAST 1 ST ADDN x X 0 0 0 251 OTSEGO WATERFRONT EAST 2ND ADDN x X 0 01 0 6001 PERSONAL PROPERTY X X 0 0 0 70 PHEASANT RIDGE X X 45 45 100.00% 0 0.00% 73 PHEASANT RIDGE 2ND ADDN X X 42 42 100.00% 0 0.00% 75 PHEASANT RIDGE 3RD ADDN X X 481 46 95.83% 2 4.17% 79 PHEASANT RIDGE 4TH ADDN X X 44 44 100.00% 0 0.00% 891 PHEASANT RIDGE 5TH ADDN X X 41 41 100.00% 0 0.00% 97 PHEASANT RIDGE 6TH ADDN X X 37 37 100.00% 0 0.00% 175 PHEASANT RIDGE 7TH ADDN X X 5 5 100.00% 0 0.00% 185 PHEASANT RIDGE 8TH ADDN X X 371 37 100.00% 0 0.00% 177 PLEASANT CREEK FARMS X X X X 0 0 0 1871 PLEASANT CREEK FARMS 2ND ADDN X X X X 66 66 100.00% 0 0.00% 208 PLEASANT CREEK FARMS 3RD ADDN X X X X 33 33 100.00% 0 0.000 PLEASANT CREEK FARMS 4TH ADDN X X X X 131 53 40.46% 78 59.54% 50 PLUDES ADDN X X 2 2 100.00% 0 0.00% 69 PRAIRIE CREEK X X X X 45 45 100.00% 0 0.00% 721 PRAIRIE CREEK 2ND ADDN X X X X 45 45 100.00% 0 0.00% 78 PRAIRIE CREEK 3RD ADDN X X X X 39 391 100.00% 0 0.00% 80 PRAIRIE CREEK 4TH ADDN X X X X 27 27 100.00% 0 0.00% 90 PRAIRIE CREEK 5TH ADDN X X X X 35 35 100.00% 0 0.00% 209 PRAIRIE CREEK 6TH ADDN X X X X 21 12 57.14% 9 42.860 2021 PRAIRIE OAKS X X 111 11 100.00% 1 0 0.00% 291 PRAUGHTS ADDN X X 101 101 100.00% 1 0 Updated 8/19/2010 Plat #1 Subdivision 999 RAILROAD SPECIAL ASSESSMENTS 92 RANCH ACRES 210 REMINGTON COVES 222 RIVERBEND MOBILE HOME PARK 206 RIVERPLACE 235 RIVERPLACE 2ND ADDN 243 RIVERPLACE 3RD ADDN 168 RIVERPOINTE 174 RIVERPOINTE 2ND ADDN 179 RIVERPOINTE 3RD ADDN 0 RIVERPOINTE 4TH ADDN 62 RIVERS GLEN 43 RIVERSIDE EVERGREENS 47 RIVERSIDE EVERGREENS 2ND ADDN 30 130 RIVERSIDE PARK RIVERWOOD CONFERENCE CENTER 190 RIVERWOOD NATIONAL 245 RIVERWOOD NATIONAL 2ND ADDN 156 ROLLING RIDGE CREEK 60 SORENSEN RIDGE 77 STONEGATE ESTATES 87 STONEGATE ESTATES 2ND ADDN 188 SUNRAY FARM 198 SUNRAY FARM 2ND ADDN 153 TAYLORS RIDGE 74 THE POINTE 84 THE POINTE 2ND ADDN 85 THE POINTE COURT HOMES CIC38 81 THE POINTE VILLAGE HOMES CIC39 201 THOMPSON MANOR 500 UNPLATTED LAND i '° M m X X city Sewer & Septic/ # of Lots Water Well # of REC's / Units Built X 1 01 0 X 1 1 61 4 mm m© m© m© m© ©m ©m m© m© ©m ®m ©m ©m m© mm -- ©m ©m m© m© 66.67% 113 281 24.78% 110 110 100.00% 33 33 100.00% 32 32 100.00% 34 34 100.00% 32 321 100.00% 31 31 100.00% 25 25 100.00% 29 0 0.00% 8 8 100.00% 6 61 100.00% 6 6 100.00% 12 12 100.00% 0 0 155 78 50.32% 0 0 7 7 100.00% 29 27 93.10% 63 63 100.00% 104 100 96.15% 89 771 86.52% 71 62 87.32% 2 2 100.00% 0 0 0 0 186 1861 100.00% 168 1681 100.00% 1 11 100.00% Balance I % Remainii 0 2 33.33% 85 75.22% 0 0.00% 0 0.00% 0 0.00% 0 0.00% 0 0.00% 0 0.00% 0 0.00% 29 100.00% 0 0.00% 0 0.00% 0 0.00% 0 0.00% 0 77 49.68% 0 0 0.00% 2 6.90% 0 0.00% 4 3.85% 12 13.48% 9 12.68% 0 0.00% 0 0 0 0.00% 0 0.00% 0 0.00% 0 Updated 8/19/2010 Plat # Subdivision 0 7city o N a = 0 O m e CL Sewer & Water Septic/ Well # of REC's # of lots / Units Built % Completed Balance % Remaining 8001 UNPLATTED LAND X X 0 8011 UNPLATTED LAND X X 0 8021 UNPLATTED LAND X X 0 182 VALERIUS MEADOWS X X 2 2 100.00% 0 0.00% 31 VASSEUR'S OAK GROVE EST X X 34 34 100.00% 0 0.00% 32 VASSEUR'S OAK GROVE EST 1 ST ADDN X X 48 48 100.00% 0 0.00% 33 VASSEUR'S OAK GROVE EST 2ND ADDN X X 46 44 95.65% 2 4.35% 341 VASSEUR'S OAK GROVE EST 3RD ADDN X X 46 44 95.65% 2 4.35% 35 VASSEUR'S OAK GROVE EST 4TH ADDN X X 19 181 94.74% 11 5.26% 161 VINTAGE GOLF COURSE X X 0 0 0 0 36 WALESCH ESTATES X X 33 33 100.00% 0 0.00% 37 WALESCH ESTATES 2ND ADDN X X 68 66 97.06% 2 2.94% 2531 WILDFLOWER MEADOWS X X X X 491 29 59.18% 20 40.82% 170 WINTER ADDN X X 6 1 16.67% 5 83.33% 134 WOKSON HILLS X X 31 31 100.00% 0 0.00% 199 ZIMMER FARMS X X 150 143 95.33% 7 4.67% 207 ZIMMER FARMS 2ND ADDN X X 3 3 100.00% 0 0.00% 2131 ZIMMER FARMS 3RD ADDN X X 47 46 97.87% 1 2.13% 224 ZIMMER FARMS 4TH ADDN X X 58 511 87.93% 7 12.07% ZIMMER FARMS 5TH ADDN X X 24 241 100.00% 0 0.00% 234 ZIMMER FARMS 6TH ADDN X X X X 60 8 13.33% 52 86.67% 5893 4627 1210 2707 ***** All of Block 2 in Grenin's Mississippi Hills now has City Sewer (not water) 1920 9.721, 9741, 9751, 9771, 9791 Kahler Ave. NE The PID #'s" 1 1 8-1 59-00201 0, 1 1 8-1 59-002020, 1 1 8-1 59-002030, 1 1 8-1 59-002040, 1 1 8-1 59-002050 ***** All of Grenin's Mississippi Hills 2nd Addition now has City Sewer (not water) 9833, 9867 Kahler Ave. NE The PID #'s: 118-183-001010,118-183-001020 Updated 8/19/2010 a rll n' oT OT..O ON THE GREAT RIVER ROAD 2009 Pond Maintenance Q WASHOUTSEDIMENT AT SOUTH FLARED END SECTION Q SEDIMENT IN POND Q SEDIMENT BLOCKING FLARED END SECTIONS O V kSMOUT/SEDMENT AT EAST FLARED END SECTION & WEST FLARED END SECTION SEPERATED FROM PIPE O VAISHOUT/SEDIMENT AT FLARED END SECTIONS & RIP -RAP MISSING FROM FLARED END SECTIONS O SEDIMENT FILLING UP OVERFLOW & TRASH GUARD MISSING ON FLARED END SECTION +Q MSHOUTSEDIMENT IN POND & PERIMETER GARBAGE O WASHOUTSEDIMENTAT SOUTH END OF POND & RIPRAP MISSING FROM WEST FLARED END SECTION @ MSHOUTISEDIMENTAT SOUTH END OF POND Q SEDIMENT IN POND& TREES IN POND ACESS ROAD Qn SEDIMENT AT FLARED END SECTIONS O SEDMENTRREES AT FLARED END SECTIONS & RIPRAP MISSING FROM FLARED END SECTIONS O WASHOUTSEDIMENTAT FLARED END SECTIONS & MISSING RIPRAPAT WEST FLARED END SECTION O VIASHOUTISEDIEMTN AT FLARED END SECTION & TREES GROWNG IN POND Legend POND MAINTENANCE REQUIRED • SKIMMER STRUCTURE . FLARED END SECTION — STORM SEWER 200& MAINTENANCE BOUNDARY f .J MUNICIRALBOUNDAFY PARCELS N W+ + E R ��Halcanson Anderson ITEM 9.7 aCHV OF SEGQ ON THE GREAT RIVER ROAD 2009 Structure Maintenance O RIPRAP MISSING AT OUTLET FLARED END SECTION & GROUTE CRACKING >to DOGHOUSE GROUTE CRACKING REGROUTE DOGHOUSE Q GROUTE CONCRETE WEIR WALL SEDIMENT IN STRUCTURE, TREES IN SMILE, GROUTE Q DOGHOUSE & OUTLET FLARED END SECTION MISSING RIP -NAP Q DOGHOUSE GROUTE CRACKING QQ GROUTE RINGS O GROUTE DOGHOUSE & MISSING RIP -RAP ON OUTLET FLARED END SECTION Q SEDIMENT IN FLARED END SECTIONS AND PIPES SEDIMENT IN FLARED END SECTIONS AND PIPES & 0 OUTLET PIPE CRACKED Q GRATE NEEDS TO BE BOLTED ON STRUCTURE Legend • STRUCTURE MAINTENANCE REQUIRED A FLARED END SECTION STORM SEWER i POND 2008 MAINTENANCE BOUNDARY MUNICIPAL BOUNDARY PARCELS N W+E s Hakanson derson ITEM 70-7 COURT, MACARTHUR & RUPPE, P.L.L.P Attorneys at law Michael C. Couri * 705 Central Avenue East Sarah E. Schwarzhoff Andrew J. MacArthur PO Box 369 Robert T. Ruppe** St. Michael, MN 55376-0369 (763) 497-1930 'Also Licensed in Illinois (763) 497-2599 (FA19 "Also Licensed in California www.courimacarthur.com August 17, 2010 City Council Members City of Otsego c/o Tami Loff, City Clerk 8899 Nashua Avenue NE Otsego, MN 55330 RE: Arbor Creek Third Addition- Letter of Credit Dear Council Members: City staff has been in touch with the Developer of Arbor Creek Third Addition regarding renewal of a Letter of Credit for the Arbor Creek development. The original Letter of Credit in the amount of $1,915,576.52 was issued by Mainstreet Bank, prior to its takeover by FDIC. At that time, the Developer was notified that the City would require a replacement Letter of Credit for the development. The original Mainstreet Letter of Credit was due to expire on August 31 of this year. The Developer has indicated that he has been unable to acquire a replacement Letter of Credit due to the current financial situation. The Letter of Credit for Arbor Creek Third Addition was to cover public infrastructure that remains un -built within the Plat. At this time some sanitary sewer lines and waterlines have been extended onto the property, but the streets and storm sewer system have not yet been entirely constructed. The City's primary concern with the current situation is that platted lots not be sold for issuance of building permits without completion of the public infrastructure. City staff would like to meet with the Developer and come to an agreement on an addendum to the Developers Agreement which would make it clear that no building permits would be issued until such time as all public improvements are completed as well as addressing any Letter to Otsego City Council August 18, 2010 Page 2 security needed to insure that the already completed infra -structure is working properly. The City Engineer will present additional information to the Council on this issue. City staff would like the Council to make a motion authorizing staff to proceed with an addendum to the Developer's Agreement as set forth above. Very trul , ew T ac OURI, CARTHUR & RUPPE, PLLP cc: Ron Wagner, City Engineer Dan Licht, City Planner COUNCIL ITEM SCHARBER & SONS CITY COUNCIL MEETING AUGUST 23, 2010 TO: Tami Loff ITEM 77-1 Attached is the Scharber & Sons claims list for the City Council. For more details, please refer to the check detail registers. Claims Register 08-18-2010 $ 289.61 Check # 49034 GRAND TOTAL $ 289.61 If you have any questions or if you would like to review this list further, please let me know. Sue Frisch Bookkeeper CITY OF OTSEGO 08/18/10 11:08 AM Page 1 *Check Summary Register© AUGUST 2010 Name Check Date Check Amt 10100 BANK OF ELK RIVER Paid Chk# 049034 SCHARBER & SONS FILTER: None 8/18/2010 $289.61 OPERATING SUPPLIES Total Checks $289.61 CITY OF OTSEGO 08/18/10 11:08 AM Page 1 *Check Detail Register© AUGUST 2010 Check Amt Invoice Comment 10100 BANK OF ELK RIVER Paid Chk# 049034 8%18%2010 - SCHARBER 8- SONS E 101-45200-210 Operating Supplies (GENERAL) E101-45200-210 Operating Supplies (GENERAL) E101-45200-210 Operating Supplies (GENERAL) E10145200-210 Operating Supplies (GENERAL) OPERATING SUPPLIES Total SCHARBER & SONS $16.97 1052712 OPERATING SUPPLIES $63.46 1053594 OPERATING SUPPLIES $152.54 1053640 OPERATING SUPPLIES $56.64 1053867 OPERATING SUPPLIES $289.61 10100 BANK OF ELK RIVER $289.61 Fund Summary 10100 BANK OF ELK RIVER 101 GENERAL FUND $289.61 $289.61 CITY COUNCIL WORKSHOP MONDAY, AUGUST 23, 2010 OTSEGO CITY HALL 1. Mayor Stockamp will call the workshop to order. Roll call: 2. Review of Bond Refinancing. 3. Review of Proposed 2011 Budget. 4. Any other items. 5. Adjourn. City o' 9go Public rks Building Analysis of Debt Service Fund and Required City Contributions Cash on Hand at December 31, 2009 - Fund 385 Cash on Hand at December 31, 2009 - Fund 441 Cash on Hand for other projects Projected City annual tax levy Other City sources or additional tax levy Estimated interest earnings Total Assets Bond Principal Due for 2010 - 2018 Interest Due for 2010 - 2018 Total Liabilities Total Year Debt Service (City hall $18,708; PW $50,000) Updated 5/17/10 $ 14,997 590,769 (68,708) 3,675,000 138,915 $4,350,973 $3,660,000 685,622 $4,345,622 Other City Sources or Tax Additional Tax Levy Levy to Reduce Available Estimated Cash Interest Balance 2009 $ 537,058 2010 64,600 250,000 13,426 $ 735,884 2011 222,247 150,000 18,397 $ . 682,035 2012 223,213 150,000 17,051 $ 625,872 2013 222,313 175,000 15,647 $ 594,206 2014 221,113 225,000 14,855 $ 612,948 2015 484,463 300,000- 15,324 $ 443,809 2016 483,445 350,000 11,095 $ 321,459 2017 485,885 400,000 8,036 $ 243,611 2018 482,070 450,000 6,090 $ 217,631 2019 487,065 500,000 5,441 $ 236,007 2020 485,815 550,000 5,900 $ 306,092 2021 483,395 175,000 7,652 $ 5,349 4,345,624 3,675,000 138,915 »»»> A cash balance exists in the Municipal Building Fund. The City Tax Levy is a computation of a reasonable annual levy to service the debt taking into consideration the cash on hand at December 31, 2009. Analysis does not include the money transferred from 2009 budget for carryover litems totaling $68,708. This analysis assumes the City Council has determined that all monies remaining in the City Campus Fund should be used for debt service. Other scenarios can be prepared as determined by Council direction. Preliminary City of Otsego EDA, Minnesota G.O. Refunding Bonds of 2010 Lease Revenue Bonds of 2007A Debt Service Comparison Date Total PA Net New D/S Old Net D/S Savings 12/01/2010 - (195.52) 359,600.00 359,795.52 12/01/2011 222,246.88 222,246.88 232,400.00 10,153.12 12/01/2012 223,212.50 223,212.50 237,800.00 14,587.50 12/01/2013 222,312.50 222,312.50 237,800.00 15,487.50 12/01/2014 221,112.50 221,112.50 477,600.00 256,487.50 12/01/2015 484,462.50 484,462.50 502,600.00 18,137.50 12/01/2016 483,445.00 483,445.00 646,000.00 162,555.00 12/01/2017 485,885.00 485,885.00 648,000.00 162,115.00 12/01/2018 482,070.00 482,070.00 624,000.00 141,930.00 12/01/2019 487,065.00 487,065.00 - (487,065.00) 12/01/2020 485,815.00 485,815.00 - (485,815.00) 12/01/2021 483,395.00 483,395.00 (483,395.00) Total $4,281,021.88 $4,280,826.36 $3,965,800.00 (315,026.36) PV Analysis Summary (Net to Net) Gross PV Debt Service Savings ................ (114,796.91) Net PV Cashflow Savings 0 2.260%(Bond Yield)..... (114,796.91) Contingency or Rounding Amount .................... 195.52 Net Present Value Loss $(114,601.39) Net PV Loss / $3,545,203.09 PV Refunded Debt Service (3.233%) Net PV Loss / $3,230,000 Refunded Principal... (3•548%) Net PV Loss / $3,660,000 Refunding Principal (3.131%) Refunding Bond Information Refunding Dated Date 9/01/2010 Refunding Delivery Date 9/01/2010 07aref I SINGLE PURPOSE 1 8/10/2010 1 8:57 AM Northland Securities Public Finance Page 2 I Preliminary City of Otsego EDA, Minnesota G.O. Refunding Bonds of 2010 Lease Revenue Bonds of 2007A Debt Service Schedule Date Principal Coupon Interest Total P+I Fiscal Total 09/01/2010 - - - - ' 06/01/2011 - - 55,348.13 55,348.13 - 12/01/2011 130,000.00 0.450% 36,898.75 166,898.75 222,246.88 06/01/2012 - - 36,606.25 36,606.25 - 12/01/2012 150,000.00 0.600% 36,606.25 186,606.25 223,212.50 06/01/2013 - - 36,156.25 36,156.25 - 12/01/2013 150,000.00 0.800% 36,156.25 186,156.25 222,312.50 06/01/2014 - - 35,556.25 35,556.25 - 12/01/2014 150,000.00 1.100% 35,556.25 185,556.25 221,112.50 06/01/2015 - - 34,731.25 34,731.25 - 12/01/2015 415,000.00 1.450% 34,731.25 449,731.25 484,462.50 06/01/2016 - - 31,722.50 31,722.50 - 12/01/2016 420,000.00 1.800% 31,722.50 451,722.50 483,445.00 06/01/2017 - - 27,942.50 27,942.50 - 12/01/2017 430,000.00 2.050% 27,942.50 457,942.50 485,885.00 06/01/2018 - - 23,535.00 23,535.00 - 12/01/2018 435,000.00 2.300% 23,535.00 458,535.00 482,070.00 06/01/2019 - - 18,532.50 18,532.50 - 12/01/2019 450,000.00 2.500% 18,532.50 468,532.50 487,065.00 06/01/2020 - - 12,907.50 12,907.50 - 12/01/2020 460,000.00 2.700% 12,907.50 472,907.50 485,815.00 06/01/2021 - - 6,697.50 6,697.50 - 12/01/2021 470,000.00 2.850% 6,697.50 476,697.50 483,395.00 Total $3,660,000.00 - $621,021.88 $4,281,021.88 - Dated 9/01/2010 Delivery Date 9/01/2010 First Coupon Date 6/01/2011 First available call date Call Price - Bond Year Dollars $27,300.00 Average Life 7.459 Years Average Coupon 2.2748054% Net Interest Cost (NIC) 2.4759043% True Interest Cost (TIC) 2.4828870% Bond Yield for Arbitrage Purposes 2.2601505% Net Interest Cost 2.2748054% Weighted Average Maturity 7.459 Years 07aref I SINGLE PURPOSE 1 8/10/2010 1 8:57 AM Northland Securities Public Finance Page 3 City of Otsego 2006 Street Improvement Project - WITH PARTIAL BOND REFINANCING Analysis of Debt Service Fund and Required City Contributions Totals 8,478,537 588,440 - 214,511 148,321 640,896 $2,381,161 $ 900,000 $ 69,933 The above analysis does not include the collection of any of the deferred - inactive special assessments If those become active in the next few years, the analysis will change, but in all likelihood, the tax levy will remain. This analysis does not include any road access fees that may be collected when Development occurs in the Queens Avenue area. Queens Avenue street access fees will reduce the additional tax levy that I have added to the schedule. ** The analysis has been updated with the 7/10 tax settlement to reflect $148,321 in delinquent taxes paid on the lot sold to TCO GRC/APPELLO CSAH 42 - CSAH 42 - Queens - Total Total Total Tax Levy Available Total Deferred Assessment Assessment Assessment City Additional Estimated Cash Year Debt Service Until Dev. Collections Collections Collections Contribution Tax Levy Interest Balance 2009 $ 317,134 2010 481,080 20,432 148,321 61,046 128,060 50,000 7,928 $ 251,842 2011 89,365 19,777 - 59,088 128,238 50,000 6,296 $ 425,876 2012 226,452 19,122 - 57,131 123,021 50,000 10,647 $ 459,345 2013 217,618 18,467 - 55,173 128,447 50,000 11,484 $ 505,297 2014 217,618 17,811 - 53,215 128,604 50,000 12,632 $ 549,942 2015 522,618 17,156 - 51,257 128,390 50,000 13,749 $ 287,876 2016 600,418 16,501 - 49,300 128,389 50,000 7,197 $ (61,156) 2017 601,498 15,846 - 47,342 128,039 50,000 $ (421,427) 2018 601,698 15,190 - 45,384 133,176 50,000 - $ (779,375) 2019 606,185 14,535 - 43,427 132,776 50,000 - $(1,144,822) 2020 604,703 13,880 - 41,469 137,558 50,000 - $(1,506,619) 2021 612,450 13,224 - 39,511 141,660 50,000 - $(1,874,673) 2022 613,735 12,569 - 37,553 139,465 50,000 - $(2,248,821) 2023 613,443 - - 131,465 50,000 - $(2,680,799) 2024 372,270 588440 - - 132,710 50,000 - $(2,281,919) 2025 370,255 133,502 50,000 - $(2,468,672) 2026 372,710 139,093 50,000 - $(2,652,289) 2027 379,413 138,568 50,000 - $(2,843,134) 2028 375,008 $(3,218,142) Totals 8,478,537 588,440 - 214,511 148,321 640,896 $2,381,161 $ 900,000 $ 69,933 The above analysis does not include the collection of any of the deferred - inactive special assessments If those become active in the next few years, the analysis will change, but in all likelihood, the tax levy will remain. This analysis does not include any road access fees that may be collected when Development occurs in the Queens Avenue area. Queens Avenue street access fees will reduce the additional tax levy that I have added to the schedule. ** The analysis has been updated with the 7/10 tax settlement to reflect $148,321 in delinquent taxes paid on the lot sold to TCO 1 Preliminary City of Otsego, Minnesota G.O. Improvement Refunding Bonds of 2010 2006B Debt Service Comparison Date Total PA Existing D/S Net New D/S Old Net D/S Savings 02/01/2011 - 91,140.00 89,364.94 373,040.00 283,675.06 02/01/2012 44,171.88 182,280.00 226,451.88 485,680.00 259,228.12 02/01/2013 35,337.50 182,280.00 217,617.50 479,880.00 262,262.50 02/01/2014 35,337.50 182,280.00 217,617.50 483,880.00 266,262.50 02/01/2015 35,337.50 487,280.00 522,617.50 487,280.00 (35,337.50) 02/01/2016 115 337.50 485,080.00 600,417.50 485,080.00 (115,337.50) 02/01/2017 114,017.50 487,480.00 601,497.50 487,480.00 (114,017.50) 02/01/2018 117,417.50 484,280.00 601,697.50 484,280.00 (117,417.50) 02/01/2019 115,505.00 490,680.00 606,185.00 490,680.00 (115,505.00) 02/01/2020 113,422.50 491,280.00 604,702.50 491,280.00 (113,422.50) 02/01/2021 116,170.00 496,280.00 612,450.00 496,280.00 (116,170.00) 02/01/2022 113 650.00 500,085.00 613,735.00 500,085.00 (113,650.00) 02/01/2023 115,995.00 497,447.50 613,442.50 497,447.50 (115,995.00) 02/01/2024 118,097.50 254,172.50 372,270.00 254,172.50 (118,097.50) 02/01/2025 114,897.50 255,357.50 370,255.00 255,357.50 (114,897.50) 02/01/2026 116,597.50 -o-256,112.50 372,710.00 256,112.50 (116,597.50) 02/01/2027 117,975.00 261,437.50 379,412.50 261,437.50 (117,975.00) 02/01/2028 114,070.00 260,937.50 375,007.50 260,937.50 (114,070.00) Total $1,653,336.88 $6,345,890.00 $7,997,451.82 $7,530,390.00 (467,061.82) PV Analysis Summary (Net to Net) Gross PV Debt Service Savings ..................... (91,621.53) Net PV Cashflow Savings @ 3.069%(Bond Yield)..... (91,621.53) Contingency or Rounding Amount .................... 1,775.06 Net Present Value Loss $(89,846.47) Net PV Loss / $1,123,378.47 PV Refunded Debt Service (7.998%) Net PV Loss / $1,095,000 Refunded Principal... (8.205%) Net PV Loss / $1,215,000 Refunding Principal.. (7.395%) Refunding Bond Information Refunding Dated Date 11/01/2010 Refunding Delivery Date 11/01/2010 �t ?e- 06bref1 1 SINGLE PURPOSE 1 8/ 5/2010 1 2:21 PM Northland Securities Public Finance Page 2 CLAIMS LIST CITY COUNCIL MEETING MARCH 9, 2009 TO: Judy Hudson ITEM 5-1 Attached is the Claims List for the City Council. For more details, please refer to the check detail registers. CLAIMS REGISTER PAYROLL ELECTRONIC PYMTS FOR: 02-24-2009 $ 11,981.95 03-04-2009 $ 176,724.84 02-25 -2009 $ 38,461.57 Qwest $ Centerpoint Energy $ Dept. of Revenue -Fuel Tax $ Dept. of Revenue -Sales Tax $ Elk River Utilities $ Wright -Hennepin $ Delta Dental $ Total $ GRAND TOTAL $ 227,168.36 M If you have any questions or if you would like to review this list further, please let me know. Sue Frisch Bookkeeper CITY OF OTSEGO 02/24/09 2:09 PM Page 1 *Check Summary Register© FEBRUARY 2009 Name Check Date Check Amt In1nn RANK OF ELK RIVER Paid Chk# 046936 ELECTRICAL INSTALLATION & M 2/24/2009 Paid Chk# 046937 ATSSA 2/24/2009 Paid Chk# 046938 ALLIANCE BENEFIT GROUP 2/24/2009 Paid Chk# 046939 FORT DEARBORN LIFE 2/24/2009 Paid Chk# 046940 ICMA RETIREMENT TRUST 2/24/2009 Paid Chk# 046941 PUBLIC EMPLOYEES RETIREME 2/24/2009 Paid Chk# 046942 WRIGHT COUNTY RECORDER 2/24/2009 Total Checks FILTER: None $3,013.50 PW GENERATOR $95.00 RICK KNUTSON 3/17 & 3/18 WORKS $2,928.61 PPE 2/21/09 CH DTD 2/25/09 $867.39 ADMIN - MAR $648.22 PLAN #304185 $4,383.23 #677600 PPE 2/21/09 $46.00 OTSEGO AUTOCARE CUP $11,981.95 CITY OF OTSEGO 02/24/09 2:10 PM Page 1 *Check Detail Register© FEBRUARY 2009 Check Amt Invoice Comment 10100 BANK OF ELK RIVER �� __ Paid Chk# 046936 - 2/24/2009 ELECTRICAL INSTALLATION &MNTC E 441-43100-520 Buildings and Structures $3,013.50 FINAL PAY PW GENERATOR Total ELECTRICAL INSTALLATION & MNTC $3,013.50 'PaidChk# 046937 2124/2009 ATSC�R� E 101-43100-360 Education/Training/Conferences $95.00 RICK KNUTSON 3/17 & 3118 WORKSHOP Total ATSSA $95.00 Paid Chk#046938 2/24/2009 7ALLIAN45E BENEFIT GROUP E 250-42410-123 Health $500.01 PPE 2/21/09 CH DTD 2/25/09 G 101-21706 Hospitalization/Medical Ins $595.23 PPE 2/21/09 CH DTD 2/25/09 E 101-41600-123 Health $500.01 PPE 2121/09 CH DTD 2/25/09 E 101-41400-123 Health $500.01 PPE 2/21/09 CH DTD 2/25/09 E 101-43100-123 Health $833.35 PPE 2/21/09 CH DTD 2/25/09 Total ALLIANCE BENEFIT GROUP $2,928.61 Paid Chk# 0469392/2412009 FORT DEARBORN LIFE E 601-49400-130 Employer Paid Ins (GENERAL) $12.67 W/S - MAR E 250-42410-130 Employer Paid Ins (GENERAL) $159.24 BLDG - MAR E 101-43100-130 Employer Paid Ins (GENERAL) $330.73 PW - MAR E 101-41600-130 Employer Paid Ins (GENERAL) $158.67 FIN - MAR E 101-41400-130 Employer Paid Ins (GENERAL) $193.41 ADMIN - MAR E 602-49450-130 Employer Paid Ins (GENERAL) $12.67 W/S - MAR Total FORT DEARBORN LIFE $867.39 Paid Chk# 046940 2!24/2009 ICMA RETIREMENT TRUST G 101-21705 Other Retirement $436.00 PLAN #304185 E 101-41400-121 PERA $212.22 PLAN #304185 Total ICMA RETIREMENT TRUST $648.22 Paid Chk# 046941 2/24/2009 PUBLIC EMPLOYEES RETIREMENT FD E 101-43100-121 PERA $931.02 #677600 PPE 2/21/09 E 101-41600-121 PERA $448.41 #677600 PPE 2/21/09 E 602-49450-121 PERA $37.34 #677600 PPE 2121/09 G 101-21704 PERA $2,062.71 #677600 PPE 2/21/09 E 250-42410-121 PERA $482.20 #677600 PPE 2/21/09 E 601-49400-121 PERA $37.35 #677600 PPE 2/21/09 E 101-41400-121 PERA $384.20 #677600 PPE 2/21/09 3tal PUBLIC EMPLOYEES RETIREMENT FD $4,383.23 -P—aid Chk# 046942 2/24/2009 WRIGHT COUNTY RECORDER E 101-41400-340 Recording Fees $46.00 OTSEGO AUTOCARE CUP Total WRIGHT COUNTY RECORDER $46.00 10100 BANK OF ELK RIVER $11,981.95 Fund Summary 10100 BANK OF ELK RIVER 101 GENERAL FUND $7,726.97 250 Comm. Dev. & Bldg Safety $1,141.45 441 Otsego Municipal Building Fund $3,013.50 601 WATER FUND $50.02 602 SEWER FUND $50.01 $11,981.95 CITY OF OTSEGO 03/04/09 1:19 PM Page 1 *Check Summary Register© MARCH 2009 Name Check Date Check Amt 10100 BANK OF ELK RIVER Paid Chk# 046943 CATCO 3/4/7oo9 Paid Chk# 046944 CENTRAL HYDRAULICS, INC. 3/4/2009 Paid Chk# 046945 CHARTER COMMUNICATIONS 3/4/2009 Paid Chk# 046946 CHETS SHOES, INC. 3/4/2009 Paid Chk# 046947 CITY OF ALBERTVILLE 3/4/2009 Paid Chk# 046948 CITY OF MONTICELLO 3/4/2009 Paid Chk# 046949 COTTAGE BUILDERS, INC. 3/4/2009 Paid Chk# 046950 CROW RIVER FARM EQUIPMEN 3/4/2009 Paid Chk# 046951 DAKOTA SUPPLY GROUP 3/4/2009 Paid Chk# 046952 DEPT OF LABOR & INDUSTRY 3/4/2009 Paid Chk# 046953 DJ'S TOTAL HOME CENTER 3/4/2009 Paid Chk# 046954 ECM PUBLISHERS INC 3/4/2009 Paid Chk# 046955 FIRST LAB 3/4/2009 Paid Chk# 046956 GREENBERG IMPLEMENT INC. 3/4/2009 Paid Chk# 046957 HAKANSON ANDERSON ASSOC 3/4/2009 Paid Chk# 046958 HOTSY EQUIPMENT OF MINNES 3/4/2009 Paid Chk# 046959 INTERSTATE ALL BATTERY CEN 3/4/2009 Paid Chk# 046960 J H LARSON COMPANY 3/4/2009 Paid Chk# 046961 JESSICA STOCKAMP 3/4/2009 Paid Chk# 046962 LONG & SONS 3/4/2009 Paid Chk# 046963 MARK THORSTED 3/4/2009 aid Chk# 046964 MARTIN BENEFIT ADMINISTRAT 3/4/2009 Paid Chk# 046965 MENARDS 3/4/2009 Paid Chk# 046966 NAPA OF ELK RIVER INC 3/4/2009 Paid Chk# 046967 NEWMAN TRAFFIC SIGNS 3/4/2009 Paid Chk# 046968 NEXTEL COMMUNICATIONS 3/4/2009 Paid Chk# 046969 NORTH STAR PUMP SERVICE 3/4/2009 Paid Chk# 046970 NORTHERN TOOL & EQUIPMEN 3/4/2009 Paid Chk# 046971 NORTHWEST ASSOC CONSULT 3/4/2009 Paid Chk# 046972 OSI ENVIRONMENTAL, INC 3/4/2009 Paid Chk# 046973 PAT LAUNDERVILLE 3/4/2009 Paid Chk# 046974 PEOPLE SERVICE INC. 3/4/2009 Paid Chk# 046975 PLAISTED COMPANIES 3/4/2009 Paid Chk# 046976 QWEST 3/4/2009 Paid Chk# 046977 RANDY'S SANITATION 3/4/2009 Paid Chk# 046978 SCHLUENDER CONSTRUCTION 3/4/2009 Paid Chk# 046979 SHERRIE LE HUMAN RESOURC 3/4/2009 Paid Chk# 046980 TARGET STORES 3/4/2009 Paid Chk# 046981 TERMINAL SUPPLY CO, INC. 3/4/2009 Paid Chk# 046982 TOSHIBA AMERICA BUSINESS S 3/4/2009 Paid Chk# 046983 WRIGHT COUNTY AUDITOR -TRE 3/4/2009 Paid Chk# 046984 XCEL ENERGY 3/4/2009 Paid Chk# 046985 XEROX CORPORATION 3/4/2009 Paid Chk# 046986 ZIEGLER INC 3/4/2009 Total Checks FILTER: None $5.08 BATTERY CABLE $204.87 PART FOR PRESSURE WASHER HOSE $119.06 MONTHLY SERVICE $283.05 SAFETY SHOES - DON MASS $746.50 ENGINEERING FOR 70TH ST $6,379.88 1ST QTR FIRE CONTRACT $1,011.81 REM COVES REPLAT - ESC REFUND $210.12 OPERATING SUPPLIES $5,857.50 ITRON FC200SR HANDHELD $100.00 TIM ROCHEL - 4/28 & 4/29 SEMIN $28.06 MISC OPER SUPPLIES $79.00 LEGAL - PUBLIC HEARING $78.00 RANDOM DOT - PAT LAUNDERVILLE $78.72 EXMARK MOWER BLADES $32,256.10 2009 MSAA $53.55 PRESSURE WASHER PART $432.18 BATTERIES $192.52 BALLASTS, LIGHTS $99.00 MILEAGE FOR LEAGUE CONF $1,297.36 CITY HALL FEB CLEANING $16.50 MILEAGE FOR LEAGUE CONF $54.50 MARCH FEE - FLEX $136.55 CO DETECTORS $587.50 SHOP SUPPLIES $56.83 SIGN MATERIAL $357.28 CELL PHONES $1,307.29 MIXER EVALUATION @ WEST WWTF $36.08 PART FOR WATER PUMP $5,425.48 RIVERPOINTE 4 $50.00 USED FILTERS, UNCRUSHED $62.95 TRAINING MANUALS $44,602.00 MONTHLY SERVICE - MARCH $157.39 SALT & SAND $144.65 PW PHONE SERVICE $203.28 8899 NASHUA AVE $300.00 PW SEPTIC PUMPING $633.00 HR REVIEW $121.45 CLEANING/OPERATING SUPPLIES $79.77 SPECIALTY PIN KIT $55.29 PW TOSHIBA COPIER $68,133.33 MARCH SHERIFF PATROL $3,911.80 SIGNAL @ CR36/101 (8/08 - 2/09 $528.35 XEROX COPIER $251.21 PARTS FOR GRADER $176,724.84 CITY OF OTSEGO 03/04/09 1:19 PM Page 1 *Check Detail Register© MARCH 2009 Check Amt Invoice Comment 10100 BANK OF ELK RIVER - _- - F .� - - ----- -- - Paid Chk# 046943 3/4/2009 CATCO E101-43100-220 Repair/Maint Supply (GENERAL) $5.08 1162420 BATTERY CABLE Total CATCO $5.08 Paid Chk# 046944 3/4/2009 CENTRAL HYDRAULICS, INC. E101-43100-220 Repair/Maint Supply (GENERAL) $4.70 11543 PART FOR PRESSURE WASHER HOSE E101-43100-220 Repair/Maint Supply (GENERAL) $200.17 11557 PRESSURE WASHER HOSE & PARTS Total CENTRAL HYDRAULICS, INC. $204.87 Paid Chk# 046945 3/4/2009 CHARTER COMMUNICATIONS E101-41400-390 Contracted Services $119.06 MONTHLY SERVICE Total CHARTER COMMUNICATIONS $119.06 Paid Chk# 0469463/4/2009 CHETS SHOES, INC. E 101-43100-227 Safety supplies $133.45 254930 SAFETY SHOES - DON MASS E 101-43100-227 Safety supplies $149.60 254931 SAFETY SHOES - BRAD BELAIR Total CHETS SHOES, INC. $283.05 Paid Chk# 046947 3/4%2009 CITY OF ALBERTVILLE E 101-41560-302 Engineering Fees $746.50 2009020 ENGINEERING FOR 70TH ST Total CITY OF ALBERTVILLE $746.50 iid Chk# 046948 3/4/2009 CITY OF MONTICELLO E101-427`10-390 Contracted Services $718.88 11111 ANIMAL CONTROL E 213-42200-390 Contracted Services $5,661.00 11111 1ST QTR FIRE CONTRACT Total CITY OF MONTICELLO $6,379.88 Paid Chk# 046949 3/4/2009 COTTAGE BUILDERS, INC. G701-2`1878 COTTAGE BLDR/REM COVES REPL $1,011.81 REM COVES REPEAT -ESC REFUND Total COTTAGE BUILDERS, INC. $1,011.81 Paid Chk# 046950 3/4/2009 CROW RIVER FARM EQUIPMENT E101-43100-220 Repair/Maint Supply (GENERAL) $210.12 134922 OPERATING SUPPLIES Total CROW RIVER FARM EQUIPMENT $210.12 Paid Chk# 046951 3/4/2009 DAKOTA SUPPLY GROUP E 601-49400-203 Other Supplies $5,857.50 5962814 ITRON FC200SR HANDHELD Total DAKOTA SUPPLY GROUP $5,857.50 Paid Chk# 046952 3/4/2009 DEPT OF -LABOR & INDUSTRY E 250-42410-360 Education/Training/Conferences $100.00 TIM ROCHEL - 4/26 & 4/29 SEMINAR Total DEPT OF LABOR & INDUSTRY $100.00 Paid Chk# 046953 3/4%2009 DJ'S TOTAL HOME CENTER E 101-43100-210 Operating Supplies (GENERAL) $7.43 37006 MISC OPER SUPPLIES E 101-43100-227 Safety supplies $20.63 37148 GLOVES Total DJ'S TOTAL HOME CENTER $28.06 Paid Chk# 046954 - 3/4/609 ECM PUBLISHERS INC E 101-41400-350 PrintlBinding (GENERAL) $79.00 287730 LEGAL - PUBLIC HEARING Total ECM PUBLISHERS INC $79.00 Paid Chk# 046955 3/4/2009 FIRST LAB E 10143100-310 Miscellaneous $39.00 77377 RANDOM DOT - PAT LAUNDERVILLE E 250-42410-310 Miscellaneous $39.00 77377 RANDOM - HAROLD LEONARD Total FIRST LAB $78.00 CITY OF OTSEGO 03/04/09 1:19 PM Page 2 *Check Detail Register© MARCH 2009 Check Amt Invoice d Chk#1 046956 3/4/2009 GREENBERG IMPLEMENT INC. E101-45200-210 Operating Supplies (GENERAL) $78.72 PS48338 EXMARK MOWER BLADES Total GREENBERG IMPLEMENT INC. $78.72 Paid Chk# 046957 3/4/2009 HAKANSON ANDERSON ASSOC INC - E 444-43256-302 Engineering Fees $1,591.01 24750 UPGRADE LS & SCADA - SE W/S IMPR E 444-49400-302 Engineering Fees $1,860.34 24751 WATER TOWER #3 E 499-49400-302 Engineering Fees $35.41 24753 CITY WELL HEAD PROTECTION E 101-41560-302 Engineering Fees $37.81 24753 WETLAND CONSERVATION ACT 1991 E 101-41560-302 Engineering Fees $1,094.50 24754 2009 STAFF MEETINGS E 101-41560-302 Engineering Fees $1,116.61 24760 CITY MAP E 408-43100-302 Engineering Fees $312.19 24761 OTSEGO CREEK IMPR PROJ E 444-49400-302 Engineering Fees $1,322.90 24762 HIGH PRSR TRNK WTR LINE (WT3 TO PI -12) E 444-49400-302 Engineering Fees $535.09 24763 WATER TWR #1 ALT VLV & BSTR PUMP E 444-49400-302 Engineering Fees $3,651.47 24764 WELL #8 & #9 & RAW WTRMN E 101-41400-391 GIS Services $1,500.41 24765 GIS INFORMATION G 701-22465 GREAT RIVER CTR $80.06 24766 GREAT RIVER CENTRE G 701-22374 KITTREDGE FINAL $123.75 24767 KITTREDGE CROSSING G 701-22431 PLEASANT CRK 4TH $380.82 24768 PLEASANT CREEK 4 G 701-22393 REMINGTON COVES $80.06 24769 REMINGTON COVES G 701-22392 MISSISSIPPI COVE 1 & 2 $380.81 24770 DAVIS MISSISSIPPI COVES G 701-22353 PLFRM ORRIN THOMP $122.62 24771 PLEASANT CREEK 2 G 701-21870 DARA GLEN ADDN - SHAMROCK D $835.13 24772 DARA GLEN ADDN E 222-49490-302 Engineering Fees $1,683.94 24773 NPDES PHASE II E 250-42410-311 Ping & Eng. - 101 Traffic Study $1,305.19 24774 TRUNK HWY 101 E 495-43100-302 Engineering Fees $444.13 24775 QUANTRELLE AVE/88TH ST E 414-43100-302 Engineering Fees $2,417.36 24776 QUANTRELLE AVE W/S E 403-43100-302 Engineering Fees $617.50 24777 KADLER AVE INTERCHANGE 194 E 403-43100-302 Engineering Fees $1,741.08 24778 75TH ST IMPR G 701-22409 PLEASANT CRK 3RD $60.19 24779 PLEASANT CREEK 3 G 701-22415 NORIN'S LANDING $80.25 24780 NORINS LANDING G 701-22492 RIVERBEND SOUTH - DARKENWAL $155.41 24781 RIVERBEND SOUTH G 701-21855 FRIENDSHIP ADDITION $1,020.00 24782 FRIENDSHIP ADDN G 701-21896 DAN HENNUM - CUP - PREM PLAT $1,367.26 24783 RIVER RIDGE - HENNUM G 701-21872 TARGET STORE $60.00 24784 TARGET STORE G 701-21927 O. Thomp CUP - Rvrpoint 1 $41.25 24785 RIVERPOINTE E 601-49400-302 Engineering Fees $520.76 24799 MISC W/S E 101-41560-302 Engineering Fees $1,371.20 24799 MISC ENG E 602-49450-302 Engineering Fees $520.76 24799 MISC W/S E 602-49450-302 Engineering Fees $251.97 24799 PAVING PROJ - WWTF & PH #2 E 101-41400-348 Maps $1,815.18 24800 GOPHER ONE CALL MAPS E 101-41560-302 Engineering Fees $449.75 24801 2009 MSAA G 701-21886 THE SHOPPES OF GRC - OUTLOT $116.06 24802 SHOPPES OF GRC 2 G 701-21889 FITNESS 101 $60.00 24802 FITNESS 101 G 701-21880 CRONIE'S GAMEROOM BAR & GRIL $145.24 24802 CRONIES G 701-21884 KLEIN BANK BUILDING $395.06 24802 KLEIN BANK G 701-21887 OTSEGO AUTOCARE $515.44 24802 OTSEGO AUTOCARE G 701-21883 ISLAND VIEW BLUFFS $40.13 24802 ISLAND VIEW BLUFF Total HAKANSON ANDERSON ASSOC INC $32,256.10 Paid Chk# 046668 3/4/2009 HOTSY EQUIPMENT OF MINNESOTA E10143100-220 Repair/Maint Supply (GENERAL) $53.55 32724 PRESSURE WASHER PART Total HOTSY EQUIPMENT OF MINNESOTA $53.55 Paid Chk# 046969 3/4/2009 INTERSTATE ALL BATTERY CENTER E 101-43100-210 Operating Supplies (GENERAL) $144.06 87759 BATTERIES E 101-43100-210 Operating Supplies (GENERAL) $288.12 87759 BATTERIES CITY OF OTSEGO 03/04/09 1:19 PM Page 3 *Check Detail Register© MARCH 2009 Check Amt Invoice Comment 111111110 Total INTERSTATE ALL BATTERY CENTER $432.18 PaidChk# 0469603%4/2009 , J H CARSON COMPANY ----- E101-43100-402 Repairs/Maint Buildingss $68.76 4213296-01 BALLASTS, LIGHTS E101-43100-402 Repairs/Maint Buildingss $123.76 4214120-01 BALLASTS, LIGHTS Other Supplies Total J H LARSON COMPANY $192.52 Paid Chk# 046961 3/4/2009 JESSICA STOCKAMP Cleaning Services E 101-41100-321 Mileage/Travel $99.00 MILEAGE FOR LEAGUE CONF E 101-41940-389 Total JESSICA STOCKAMP $99.00 Paid Chk# 046962 3/4/2009 LONG & SONS E101-43100-210 Operating Supplies (GENERAL) $36.55 09-41 PW CLEANING SUPPLIES E 101-41940-203 Other Supplies $83.98 09-41 CITY HALL CLEANING SUPPLIES E 101-43100-389 Cleaning Services $404.70 09-41 PW FEB CLEANING E 101-41940-389 Cleaning Services $772.13 09-41 CITY HALL FEB CLEANING E 101-43100-210 Total LONG & SONS $1,297.36 413918 RADIO, SPEAKERS, ETC FOR SWEEPER Paid Chk# 046963 3/4/2009 MARK THORSTED E 101-41100-321 Mileage/Travel $16.50 MILEAGE FOR LEAGUE CONF Total MARK THORSTED $16.50 Paid Chk# 046964 3/4/2009 MARTIN BENEFIT ADMINISTRATORS E 101-41400-390 Contracted Services $54.50 16477 MARCH FEE - FLEX Total MARTIN BENEFIT ADMINISTRATORS $54.50 Paid Chk# 046965 3/4/2009 MENARDS �� E 101-43100-402 Repairs/Maint Buildingss $136.55 36600 CO DETECTORS Total MENARDS $136.55 Paid Chk# 046966 3/4/2009 -NAPA OF ELK RIVER INC E 101-43100-210 Operating Supplies (GENERAL) $83.72 412396 SHOP SUPPLIES E 101-43100-220 Repair/Maint Supply (GENERAL) $52.70 413115 BEARINGS E 101-43100-220 Repair/Maint Supply (GENERAL) $90.40 413389 OIL SEALS, BEARINGS E 101-43100-220 Repair/Maint Supply (GENERAL) $10.44 413630 OIL SEAL E 101-43100-210 Operating Supplies (GENERAL) $200.33 413918 RADIO, SPEAKERS, ETC FOR SWEEPER E 101-43100-220 Repair/Maint Supply (GENERAL) $6.21 415474 BATTER CABLE E 101-43100-210 Operating Supplies (GENERAL) $22.96 415497 OPERATING SUPPLIES E 101-43100-210 Operating Supplies (GENERAL) $80.13 415506 BRAKE CLEANER E 101-43100-210 Operating Supplies (GENERAL) $5.74 415759 OPERATING SUPPLIES E 101-43100-210 Operating Supplies (GENERAL) $21.48 416007 WASHER FLUID, TAPE E 101-43100-220 Repair/Maint Supply (GENERAL) $9.64 416499 SWITCH E 101-43100-220 Repair/Maint Supply (GENERAL) $3.75 416501 CONNECTOR Total NAPA OF ELK RIVER INC $587.50 Paidd Chk# 046967 3/4/2009 NEWMAN TRAFFIC SIGNS E101-43100-393 Sign material purchased $56.83 TI -0204055 SIGN MATERIAL Total NEWMAN TRAFFIC SIGNS $56.83 Paid Chk# 046968 3/4/2/2009.. NEXTEL COMMUNICATIONS E 101-43100-320 Telephone $203.02 184430382-01 CELL PHONES E 250-42410-320 Telephone $154.26 184430382-01 CELL PHONES Total NEXTEL COMMUNICATIONS $357.28 Paid Chk# 046969 3/4/2009 NORTH STAR PUMP SERVICE E 602-49450-400 Repairs & Maint Cont $1,307.29 1385 MIXER EVALUATION @ WEST WWTF Total NORTH STAR PUMP SERVICE $1,307.29 Paid Chk# 046970 3/,0009 NORTHERN TOOL & EQUIPMENT CO CITY OF OTSEGO 03/04/09 1:19 PM Page 4 *Check Detail Register© MARCH 2009 Check Amt Invoice Comment E101-43100-220 Repair/Maint Supply (GENERAL) $36.08 195004457 PART FOR WATER PUMP Total NORTHERN TOOL & EQUIPMENT CO $36.08 Paid Chk# 046971 3/4/2009 NORTHWEST ASSOC CONSULTANTS G 701-21856 WATERFRONT EAST 3RD $106.65 18418 WFE 3RD G 701-21896 DAN HENNUM - CUP - PREM PLAT $23.70 18418 RIVER RIDGE/HENNUM G 701-21851 RIVERPOINTE 4TH $47.40 18418 RIVERPOINTE 4 G 701-21898 CUMMINGS MOBILITY IUP $82.95 18418 CUMMINGS MOBILITY G 701-21897 DOGUE SPOT $426.60 18418 DOGUE SPOT E 101-41570-303 Planning Fees $308.00 18419 LIGHTING E 101-41570-303 Planning Fees $519.55 18419 HOSPITAL STUDY E 101-41570-303 Planning Fees $1,132.88 18419 GENERAL E 101-41570-303 Planning Fees $2,000.00 18420 MEETINGS E 250-42410-303 Planning Fees $301.10 18421 WEED/GRASS ENFORCEMENT E 250-42410-303 Planning Fees $476.65 18421 CODE ENFORCEMENT Total NORTHWEST ASSOC CONSULTANTS $5,425.48 Paid Chk# 046972+ 3/4/2009 OSI ENVIRONMENTAL, INC_-� E 101-43100-390 Contracted Services $50.00 2016464 USED FILTERS, UNCRUSHED Total OSI ENVIRONMENTAL, INC $50.00 8899 NASHUA AVE Paid Chk# 046973 3/4/2009 PAT LAUNDERVILLE Paid Chk# 046978 "3/;4%2009 SCHLUENDER CONSTRUCTION E 101-43100-360 Education/Training/Conferences $62.95 $300.00 15581 TRAINING MANUALS Total Total PAT LAUNDERVILLE $62.95 Paid-Chk# 046979 a ..4 7 a.o,.�.-. Paid Chk# 046974 _._..a,-.. __�_ _.. 3/4/2009 PEOPLE SERVICE INC. E101-41400-106 HR CONSULTING SERVICES -..._.- - E 601-49400-390 Contracted Services $13,871.22 14406 MONTHLY SERVICE - MARCH E 602-49450-390 Contracted Services $30,730.78 14406 MONTHLY SERVICE - MARCH Total PEOPLE SERVICE INC. $44,602.00 Paid Chk# 046975 3/4/2009 PLAISTED COMPANIES E101-43100-372 Salt & Sand $157.39 27975 SALT & SAND Total PLAISTED COMPANIES $157.39 Paid Chk# 046976 3/4/2009 QWEST E 101-43100-320 Telephone $144.65 PW PHONE SERVICE Total QWEST $144.65 Paid Chk# 046977 3/4/2009RANDY'S SANITATION E 101-43100-325 Garbage Service $96.35 13400 90TH ST E 101-41940-325 Garbage Service $106.93 8899 NASHUA AVE Total RANDY'S SANITATION $203.28 Paid Chk# 046978 "3/;4%2009 SCHLUENDER CONSTRUCTION E 101-43100-322 Utilities $300.00 15581 PW SEPTIC PUMPING Total SCHLUENDER CONSTRUCTION $300.00 Paid-Chk# 046979 3/4/2009 SHERRIE LE HUMAN RESOURCES E101-41400-106 HR CONSULTING SERVICES $633.00 101903 HR REVIEW Total SHERRIE LE HUMAN RESOURCES $633.00 Paid Chk# 046980 3/4/2009 TARGET STORES E101-43100-210 Operating Supplies (GENERAL) E 101-43100-210 Operating Supplies (GENERAL) E101-41400-203 Other Supplies Total TARGET STORES $29.87 24560749387 TAPE, BATTERIES $14.25 24560749430 CLEANING/OPERATING SUPPLIES $77.33 24560865515 COFFEE $121.45 Paid Chk# 046981 3/4/2009 TERMINAL SUPPLY CO, INC. E 101-43100-210 Operating Supplies (GENERAL) $79.77 56110-00 SPECIALTY PIN KIT Hakanson Anderson Assoc., Inc. MEMORANDUM 3601 Thurston Avenue, Anoka, MN 55303 Phone: 763/427-5860 Fax: 763/427-0520 TO: Mike Robertson, City Administrator CC: Lawrence Olson, P.E., LSJ Engineering, Inc. Judy Hudson, City Clerk Sue Frisch, Accounting Clerk Ronald Wagner, P.E., City Engineer Andy MacArthur, City Attorney FROM: Brent Larson, P.E., Assistant City Engineer DATE: February 17, 2009 RE: Arbor Creek ls` - 4`h Addition, Reduction of Escrow ITEM 5_2 30 We have received a letter dated January 14, 2009 from Larry Olson requesting that we further reconsider the reduction in escrow for Arbor Creek 1s` and 2nd Additions. We previously reviewed the remaining escrow amounts for the 1st thru 4`h Additions as a whole (combine) and did not recommend a reduction in the escrows at that time (see memo dated December 29, 2008). Per Mr. Olson's letter, he states that each phase is governed by separate Development Agreements and therefore required separate escrows and letters of credit therefore any reductions of escrows or letters of credit should be done separately. We agree with this assessment and agree that a reduction of the 1s` Additions current escrow balance as requested by Mr. Olson is warranted. Therefore we recommend that Arbor Creek ls` Addition escrow be reduced by $8,878.70. We cannot recommend a reduction in any of the other remaining subdivisions at this time. ot2283LOmemo4 Page 1 of 1 ITEM 7-1 Hydrant Maintenance Policy 3/9/2009 1. Purpose The purpose of this policy is to provide the City of Otsego's procedures for maintaining it's hydrants. These procedures are necessary to support water quality, system maintenance and public safety. Maintenance protects and extends the life and functionality of these structures. The City will provide such maintenance in a safe and cost effective manner, keeping in mind safety, budget, personnel and environmental concerns. The City will use city employees, equipment and/or private contractors to conduct this maintenance. 2. Routine Maintenance and Inspection A. Hydrant Flushing — Hydrants will be flushed in order to preserve functionality and maintain water quality in the distribution system. B. Schedule — Hydrant flushing will take place twice per year. The spring flush will occur in April and the fall flush will occur in October. Annual inspections and maintenance is conducted during the fall flush. Each hydrant is flushed, nozzles greased, oil reservoir refilled, and prior to recapping water evacuation checked. Hydrants that have plugged drain lines are identified with a black 4 '/2" nozzle cap. These non drain hydrants are pump out to preventing freezing. C. Hydrant Painting — Touch-up painting will be conducted on a ten year basis. Corrosion and weathering may create conditions in which more frequent repair is required. Recoating of hydrants will occur in an as -needed basis. 3. Hydrant Repair A. Hydrants damaged by collision will be repaired as soon as possible during normal working hours. Repair costs including time and material will be billed to the responsible party. B. Inspection identified repairs will be conducted on a scheduled basis. If a hydrant is determined not operable it will be removed from service. Notification to the responding fire department will be required until the hydrant is repaired. Non operable hydrants shall be tagged or bagged to further identify responders of this status. 4. Staff and Training Adequate staff will be provided to ensure proper hydrant maintenance. Training will be conducted regularly on routine maintenance and tactics. 5. Work schedule for employees Employees will be scheduled to work eight-hour shifts. In emergencies, employees may exceed this shift structure. 6. Weather conditions Maintenance operations will only be conducted when weather conditions do not endanger the safety of employees and equipment. 7. Documentation The City will maintain documents relative to conducted inspections and maintenance. These documents will be maintained for a minimum of Ten Years. ITEM 7-2 Valve Maintenance Policy March 9th 2009 Purpose The purpose of this policy is to provide the City of Otsego's procedures for maintaining its distribution system valves. These procedures are necessary for continued accessibility, reliance and isolation requirements to ensure system integrity, pressure, public safety and environmental protection. The City will provide such maintenance in a safe and cost effective manner, keeping in mind safety, budget, personnel and environmental concerns. The City will use city employees, equipment and/or private contractors to conduct this maintenance. 2. Routine Maintenance and Inspection Isolation Valves 1. Scope of City's Responsibility — The City will maintain, inspect and operate City owned isolation valves. Property owners are responsible for the maintenance of private lines. Property owners are responsible for any pipe and appurtenances from the main line connection toward and inside property. 2. Schedule — City isolation valves will be inspected and operated a minimum of every five years. 3. Equipment — Valves will be operated with a mechanical valve operator. 4. Inspection and Operation — Valves shall be accessible, available for operation, and operable. It is the City's standard practice to include valve extensions to assist in accomplishing this. Valve boxes shall be free of debris and material to allow operation. Valve box covers will include the identification "water" or "sewer" respective to its duty. Valve boxes located in green areas will be marked with a boulevard sign to assist in location. Paving and overlays will be conducted in such a manner as to not hinder accessibility to the valve. Valves considered inoperable, or to a degree of functional difficulty will be scheduled for repair or replacement. 3. Staff and Training Adequate staff will be provided to ensure proper valve maintenance. Training will be conducted regularly on routine maintenance and tactics. 4. Work schedule for employees Employees will be scheduled to work eight-hour shifts. In emergencies, employees may exceed this shift structure. In emergencies, employees may exceed this shift structure. Weather conditions Maintenance operations will only be conducted when weather conditions do not endanger the safety of employees and equipment. 6. Documentation The City will maintain documents relative to conducted inspections and maintenance. These documents will be maintained for a minimum of Ten Years. ITEM 8-1 NORTHWEST ASSOCIATED CONSULTANTS, INC. 4800 Olson Memorial Highway, Suite 202, Golden Valley, MN 55422 Telephone: 763.231.2555 Facsimile: 763.231.2561 planners@nacplanning.com MEMORANDUM TO: Otsego Mayor and City Council FROM: Daniel Licht, AICP DATE: 3 March 2009 RE: Otsego — 5600 Queens Avenue; Dogue Spot IUP NAC FILE: 176.02 - 09.02 The Planning Commission held a public hearing on 2 March 2009 to consider the request for an interim use permit to allow a dog care, training and kenneling use within a portion of the building at 5600 Queens Avenue. The applicant, Ms. Tiffany Huebner was present as was the building owner Mr. Jeff Ophoven. Mr. Brad Groves, an adjacent residential property owner to the east, asked questions regarding the planned outdoor runs and use of the undeveloped property to the south owned by Mr. Ophoven. City staff explained that the undeveloped parcel may only be used for training activities overseen by facility employees. Ms. Huebner stated that the outdoor runs are intended for exercise only and that the dogs outside would be observed at all times. The Planning Commission had no questions or comments and closed the public hearing. The Planning Commission voted 5-0 to recommend approval of the requested IUP subject to the conditions outlined below. The City Council will consider the application at their meeting on 9 March 2009 at 6:30 PM. A. Motion to approve an Interim Use Permit allowing dog care, training and kenneling at 5600 Queens Avenue, subject to the following conditions: 1. The number of animals within the facility at any one time shall not exceed 60. 2. The facilities shall be maintained in compliance with Section 20-26-3 of the Zoning Ordinance. 3. All animals cared for at the facility shall provide documentation of current vaccinations. 4. There shall be daily clean up of outdoor trash and animal wastes to be disposed of in plastic bags and placed within a trash enclosure conforming to Section 20-16-15.13 of the Zoning Ordinance. 5. All Outdoor activities shall be supervised by employees at all times to control the animals and prevent habitual barking and control other noise; outdoor activities shall be limited to enclosed runs or animals shall be leashed at all times. 6. Hours of operation shall be regulated as follows: a. Animal drop off and training classes shall be limited to 6:00 AM to 10:00 PM. b. Outdoor exercise and training activities shall be limited to 8:00 AM to 7:00 PM. C. Outside of these hours, care shall be limited to kenneled animals within the building except as necessary for bodily functions supervised by employees. 7. All signs shall comply with Section 37 of the Zoning Ordinance, including issuance of a sign permit prior to construction. 8. Administration of the interim use permit shall be in accordance with Section 20-5-4 of the Zoning Ordinance. B. Motion to deny the request based on a finding that the application is inconsistent with the Comprehensive Plan and Zoning Ordinance. C. Motion to table. C. Mike Robertson, City Administrator Judy Hudson, City Clerk/Zoning Administrator Tami Loff, Deputy City Clerk Andy MacArthur, City Attorney Ron Wagner, City Engineer Tiffany Huebner, applicant 2 CITY OF 0 T S E G 0 WRIGHT COUNTY, MINNESOTA APPLICANT: Tiffany Huebner / Dogue Spot 03-03-09 FINDINGS & DECISION CUP/FINAL PLAT APPLICATION: Request for approval of an interim use permit allowing dog care, training and kenneling at 5600 Queens Avenue. CITY COUNCIL MEETING: 23 June 2008 FINDINGS: Based upon review of the application an d evidence received, the City Council of the City of Otsego now makes the following findings of fact: A. The legal description of the property is Lot 1, Block 1 Autumn Woods 3rd Addition, City of Otsego, County of Wright, State of M innesota. B. The subject site is guided by the Comprehensive Plan ndustrial land uses within the east sewer district. C. The subject site is zoned 1-3, Special Industrial District; Animal kennels are allowed within the 1-3 District as an interim use pursuant to Section 20-87-3.0 of the Zoning Ordinance. D. Consideration of the application is to be based upon (but not limited to) the criteria set forth by Section 20-4-21 of the Zoning Ordinance: 1. The proposed action's consistency with the specific policies and provisions of the Otsego Comprehensive Plan. Comment: The subject site is guided for industrial uses. Service uses are allowed on a limited basis where they can compatibly exist with surrounding industrial or other use to encourage fully utilized buildings. This business can be located near industrial uses and can be operated to prevent compatibility issues. 2. The proposed use's compatibility with present and future land uses of the area. Comment: The existing building is also occupied by a major auto repair business and building HVAC control contractors. The subject site is surrounded by the existing/planned uses following uses: The proposed business is not anticipated to cause compatibility issues with the in-place or surrounding industrial uses. Potential compatibility issues exist with the abutting single family dwellings to the east. The subject site and residential uses are separated by existing vegetation and severe topography. Recommended conditions of approval regarding outdoor activities will also mitigate these compatibility concerns. 3. The proposed use's conformity with all performance standards contained within the Zoning Ordinance and other provisions of the City Code. Direction Land Use Plan Zoning Map ExistingUse North Industrial I-1 District Contractor yard East LD Residential R-3 District Single family dwellings South Industrial C-3 District Undeveloped West Industrial 1-1 District Warehouse The proposed business is not anticipated to cause compatibility issues with the in-place or surrounding industrial uses. Potential compatibility issues exist with the abutting single family dwellings to the east. The subject site and residential uses are separated by existing vegetation and severe topography. Recommended conditions of approval regarding outdoor activities will also mitigate these compatibility concerns. 3. The proposed use's conformity with all performance standards contained within the Zoning Ordinance and other provisions of the City Code. Comment: The proposed use will comply with all applicable Zoning Ordinance and City Code requirements. 4. Traffic generation of the proposed use in relation to capabilities of streets serving the property. Comment: The subject site is accessed from Queens Avenue via CSAH 36 and CSAH 37. Queens Avenue is designated as a major collector street serving industrial and residential development and has adequate capacity to accommodate the proposed use. 5. The proposed use can be accommodated by existing public services and facilities and will not overburden the City's service capacity. Comment: The location of the proposed business within space previously occupied by a light manufacturing use will not create additional demands for City services. E. The Planning Report dated 26 February 2009 prepared by the City Planner, Northwest Associated Consultants, Inc., is incorporated herein. F. The Otsego Planning Com mission conducted a public hearin g at their regular meeting on 2 March 2009 to consider the application, preceded by published and mailed notice; upon review of the application, and other evidence, the public hearing was closed and the Planning Commission recommended by a 5-0 vote that the City Council approve the request based on the findings outlined above. DECISION: Based on the foregoing information and applicable ordinances, the application is hereby APPROVED subject to the following conditions: 1. The number of animals within the facility at any one time shall not exceed 60. 2. The facilities shall be maintained in compliance with Section 20-26-3 of the Zoning Ordinance. 3. All animals cared for at the facility shall provide documentation of curren t vaccinations. 4. There shall be daily clean up of outdoor trash and animal wastes to be disposed of in plastic bags and placed within a trash enclosure conforming to Section 20-16-15.13 of the Zoning Ordinance. 5. All Outdoor activities shall be supervised by employees at all times to control the animals and prevent habitual barking and control other noise; outdoor activities shall be limited to enclosed runs or animals shall be leashed at all times. 6. Hours of operation shall be regulated as follows: a. Animal drop off and training classes shall be limited to 6:00 AM to 10:00 PM. b. Outdoor exercise and training activities shall be limited to 8:00 AM to 7:00 PM. C. Outside of these hours, care shall be limited to kenneled animals within the building except as necessary for bodily functions supervised by employees. 7. All signs shall comply with Section 37 of the Zoning Ordinance, including issuance of a sign permit prior to construction. 2 8. Administration of the interim use permit shall be in accordance with Section 20-5-4 of the Zoning Ordinance. MOTION BY: SECOND BY: ALL IN FAVOR: THOSE OPPOSED: ADOPTED by the Otsego City Council this 9t' day of March, 2009. CITY OF OTSEGO By: Jessica Stockamp, Mayor Attest: Judy Hudson, Zoning Administrator/City Clerk 3 CITY OF TSEGO ON THE GREAT RIVER ROAD March 9, 2009 To Whom It May Concern: ITEM g_.1 8899 Nashua Avenue N.E. • Otsego, MN 55330 (763) 441-4414 • Fax: (763) 441-8823 E-mail: cityhall@ci.otsego.mn.us The Otsego City Council would like to express its support for the construction of the I-94/TH 101 Flyover project. Presently TH 101 is not able to adequately serve the transportation needs of this growing area due to the combination of local and regional traffic funneled through the I-94/TH 101 westbound off - ramp and the TH 101/South Diamond Lake Road intersections during the evening peak period. The proposed improvement is needed to relieve congestion and improve safety in the project area and would provide a significant regional benefit. It is our understanding that the funds presently allocated for this project are coming through the Metropolitan pool and will not be in competition with projects funded through Minnesota Department of Transportation District 3 monies. The City of Otsego would not contribute any funds toward this project as the majority of traffic served is regional in nature. We support the construction of the proposed project as TH 101 is an important transportation corridor and the project will provide significant benefits to the region as well as our community and residents. Sincerely, Jessica Stockamp Mayor, City of Otsego, Minnesota ITEM 11_1 MEMO Date: March 5, 2009 To: Mayor & Council From: City Administrator Mike Robertson Re: Planning Commission Appointments At the last Planning Commission meeting both Pam Black and Richard Nichols said they would like to be reappointed to the Commission. ITEM 77_2 DE;Moved enefa,l ,..J:.. io review .,hides and establish ..alafy adjustments e 4 the-tipxt dad of danuai3, i„-eaeb yeaf. The City AdmittisirateF d .,1., ad: s4m :d d.,:1.:1:x: 0.. 0 yeaf. ♦e 0s' lemands of the job desefiption. SECTION 7 - PERFORMANCE REVIEWS Purpose - An obiective performance review system has been established by the City of Otsego for the purpose of periodically documenting the performance of City employees. The quality of performance rendered by the employee in the past will, in every case, receive due consideration in such personnel decisions as promotions, transfers, demotions, terminations and, where applicable, salary adjustments. A. Performance reviews will normally be discussed with the employee. Employees do not have the right to change or grieve their performance review, but may submit a written response which, subject to review by the City Administrator, will normally be attached to the performance review. B. All performance reviews below the department head level will be reviewed and approved by department heads and the City Administrator. The City Administrator shall evaluate the department heads. The City Council has sole authority to evaluate the City Administrator and may elect to receive feedback from others as part of the process.. C. Performance reviews should be scheduled on a regular basis, at least annually. The form, with all required signatures, shall be retained as part of the employee's personnel file in the Finance Department. However, during the probationary period, performance reviews should be conducted at five (5) and eleven (11) months for those with one (1) year probationary periods. D. Signing of the document by the employee acknowledges that the review has been discussed with the supervisor and does not necessarily constitute agreement. Failure to sign the document by the employee will not delay processing. SECTION 8 - EMPLOYEE EDUCATION AND TRAINING The City promotes staff development as an essential, ongoina function needed to maintain and improve cost effective quality service to residents. The purposes for staff development are to ensure that employees develop and maintain the knowledge and skills necessary for effective j_ob performance and employees are provided with an opportunity for iob enrichment and mobility. 39 SECTION A 1 SALARY 7 ADV DEME. W Moved �T.T�i IliiilJ!E7 Sf �:Rtl. . S SECTION 7 - PERFORMANCE REVIEWS Purpose - An objective performance review system has been established by the City of Otsego for the purpose of periodically documenting the performance of City employees The quality of performance rendered by the employee in the past will, in every case receive due consideration in such personnel decisions as promotions, transfers, demotions terminations and, where applicable, salary adjustments. A. Performance reviews will normally be discussed with the employee Employees do not have the right to change or grieve their performance review, but may submit a written response which, subject to review by the City Administrator, will normally be attached to the performance review. B. All performance reviews below the department head level will be reviewed and approved by department heads and the City Administrator. The City Administrator shall evaluate the department heads. The City Council has sole authority to evaluate the City Administrator and may elect to receive feedback from others as part of the process.. C. Performance reviews should be scheduled on a regular basis, at least annually. The form with all required signatures, shall be retained as part of the employee's personnel file in the Finance Department However, during the probationary period performance reviews should be conducted at five (5) and eleven (11) months for those with one (1) Year probationary periods D. Signing of the document by the employee acknowledges that the review has been discussed with the supervisor and does not necessarily constitute agreement Failure to sign the document by the employee will not delay processing. SECTION 8 - EMPLOYEE EDUCATION AND TRAINING The City promotes staff development as an essential ongoing function needed to maintain and improve cost effective quality service to residents The purposes for staff development are to ensure that employees develop and maintain the knowledge and skills necessary for effective job performance and employees are provided with an opportunity for job enrichment and mobility. 39 GENERAL POLICIES A The City shall encourage training sessions conducted by employees of the same department or of similar nob classifications where necessary to the performance of their .lobs. B Supervisors shall provide an orientation program for new employees. C The immediate supervisor shall ensure training is provided for the operation of new equipment as required. D The City encourages contact with personnel from other municipalities in order to leam more efficient bb orocedures. E The City encourages the use of in-house talents and skills in training as well as the expertise of local citizens companies and agencies. F Training application forms are available in the Finance Department. GENERAL GUIDELINES A General guidelines for trainina where the City provides financial support and/or time off work are as follows: 1. Work interference shall be minimal. 2 Training shall not duplicate recent training. 3 Training costs shall be within budgetary limits. 4 Preference shall be given to training that provides the most benefit to the City at the least cost. 5 The department head shall ensure that there is adequate coverage of departmental responsibilities before approving training applications 6 Training shall relate to an employee's iob or health/safety. 7 Training shall be structured to provide general information that will aid in an employee's growth or maintenance of professional standards. 8 Temporary, seasonal non benefit earning part-time casual part-time paid -per -call 40 and intermittent employees shall be excluded unless approved by their department head Safety training shall be provided to all employees 9. If the department head or supervisor requires attendance at a seminar, the City pays tuition/registration fees and wages for all required hours of attendanceExpenses will be paid in accordance with standard practices. 10. Emplovees should be aware at all times that they are representing the City while attending any conference, meeting. seminar or convention Employees should conduct themselves as if they were at work. Improper conduct at any City authorized or sponsored event reflects poorly on the City and will be subject to disciplinary action as if it occurred during regular working hours MEMBERSHIPS AND DUES The purpose of memberships to various professional organizations must be directly related to the betterment of the services of the City. Normally, one City membership per agency, as determined by the responsible authority is allowed, providing funds are available Upon separation of employment, individual memberships remain with the City and are transferred to other employees by the department head. SECTION 8 — 3 TRAVEL REIMBURSEMENT POLICY 8-3.1 Purpose To reimburse emplovees for our -of -pocket expenditures when out of the City are on approved business 8-3.2 Procedures 3. Travel advances may normally be requested no later than seventy-two (72) hours before date of departure. 4. All employees who travel on City business within the State of Minnesota may use a privately owned vehicle. The following mileage reimbursement will be allowed UI A For use of a City-owned vehicle: actual receipted expenses. B For use of a privately owned vehicle: current State or IRS- approved reimbursement rate. _ 5 Travel outside of the State of Minnesota shall be reimbursed at actual round-trip coach rate airfare If a personal automobile is dues reimbursement will be paid on the basis of prevailing mileage allowance or coach airfare whichever is less. If an emnlovee prefers to drive any extra time reauired due to driving will be taken as personal leave. 6 Employees who depart for a conference early, or remain afterwards, are personally responsible for all costs for hotel living expenses and anv additional travel expenses. 7 Hotel accommodations shall be reasonable and shall be reimbursed at actual and necessary cost consistent with facilities available and in proximity of the conference or meeting being attended Where multiple occupancy has occurred, the official or employee may only claim the actual and necessary cost of his or her single occupancy. _ 8 A per diem for meals and miscellaneous subsistence expenses not to exceed $50.00 may be taken by employees who travel on City business within the State of Minnesota. Other expenses will be approved on a need basis. 9 The City will provide funding for out of State training and National conferences according to funding availability and approval of the City Administrator. 10 Upon returning employees must settle their travel accounts within thirty (30) working days by completing a Reimbursement Summary and submitting it to the Finance Department. 12 If meals are included in tuition or registration fees and/or only a fraction of the day is approved for travel the per diem or expense allowance will be as follows, unless documented otherwise and otherwise consistent with these guidelines: Breakfast $10.00 Lunch $15.00 Dinner $25.00 expense claim. 14 Conferences seminars and schools are not authorized for temporary. part-time. 42 seasonal. trainees, or members of board unless approved by the City Council CITY OF OTSEGO PUBLIC PURPOSE EXPENDITURE POLICY Consistent with Minnesota State laws that permit and require the expenditure of public funds for public purposes. the City of Otsego hereby adopts the following policy and guidelines to provide assistance and clarification to officials and emolovees for determinations of when public funds may be spent. The over-riding principle is that public funds must be spent for a public purpose The City Council recognizes that the determination of a valid Dublic purpose is an evolving concept that is somewhat subjective and therefore feels thoughtful discussion and guidance in the form of a Policy and guidelines is appropriate The City Council authorizes the City Administrator to establish additional administrative policies and procedures and to interpret appropriate use of public funds consistent with this policy and guidelines Definitions: Public Purpose Expenditure — An expenditure of funds related to the Durpose for which the City of Otsego exists including the mission goals functions and responsibilities of elected and appointed officials, employees and other City representatives Employee — For Purposes of this policy the word 'emplovee' shall include all emolovees elected officials. and appointed officials. PUBLIC PURPOSE GUIDELINES 1. Training and development programs for Otsego elected and appointed officials and -- ------ Fwmattad: Buiiers and Numbering employees serve a public purpose when those training and development programs are related to the emplovee's iob performance and to the Programs and services provided by the City to its residents. 2. Payment of employee work-related expenses including travel lodging telephone -- ------ Fornmftd: Bullas and Numbering and meal expenses serve a public purpose when those expenses are necessarily incurred by employees in connection with their official duties and/or work assignments and those expenses are directly related to the performance of the governmental function for which Otsego has responsibility. 3. Safety, health and wellness Programs for Otsego employees serve a Public ourpose------- Fwmatiad: Bailee and Numbering because they result in healthier and more productive emolovees and reduce certain costs to the City and taxpayers including various costs related to worker's compensation, health insurance Premiums disability benefit claims and lost time due to em0ovee absences. 43 4 Public expenditures to recognize contributions made by employees are part of an -- ------ Formatted: BuOets and Numbering overall compensation program offered to employees for work performed. It serves a public purpose because formally recognizing employees who make contributions and demonstrate their commitment during the performance of their duties results in higher morale and increased employee cooperation understanding and productivity and therefore assists the City in providing efficient and cost-effective services to its citizens Including all employees in events to recognize service and commitment encourages other employees to work harder and make additional contributions and builds greater teamwork among employees in different departments. Employee productivity is directly related to employee satisfaction and that satisfaction depends on much more than just a paycheck Employee satisfaction is directly and closely tied to the entire compensation package and the work environment Recognizing employees' efforts and talents is a key factor in a good work environment and is accomplished several ways, both structured and unstructured Examples of structured events include recognition events or cook- outs, employee retirement and farewell events and the like. These tvoes of events are an integral part of our employee compensation program and are directly related to employee satisfaction which in turn leads to greater productivity and enhanced service to the community. 5 Public expenditures for appropriate community and customer outreach activities ------ Formatted: 8uiiets and Numbering serve a public purpose when those expenditures are necessary to ensure efficient operation of the City's programs or services promote the availability or use of services or City resources or to promote coordinated cooperative planning activities among and between the City and the private sector or other public sector jurisdictions for the benefit of the public. 6 Public expenditures for food and refreshments associated with official Otsego ------- Formatted: a IOW and Numbering functions employee training and meetings to discuss City business serve a public purpose when the provision of food or refreshments helps to ensure meaningful participation by those attending These functions serve a public purpose to receive or provide information of concern to the City, recognize individuals for their service to the City, or provide a forum to discuss City business. These meetings should be limited to meetings where the primary purpose is to discuss City business. 7 Expenditures for membership in professional and community organizations and ------ Formatted: Builels and Numbeft attendance at meetings and professional conferences serve a public purpose by keeping employees informed of state and federal laws and proposed legislation, rules regulations court and arbitration decisions risk mana9ement, effective_ employee and labor relations strategies and issues availability of grants and other funding sources community concerns and public-private partnership opportunities that are directly related to the performance of city -related governmental functions and to the service provided to the residents. 44 8. Expenditures for educational reimbursement serve a public Purpose when the -- ------ r•«matted: Bullets and Numbering coursework is directly related to the job duties or performance needs of the employee and therefore improve the knowledge, skills and abilities needed to Provide effective and efficient services to the residents. 9. Public expenditures for volunteer recognition serve a public purpose because - ----- irormatted: Bullets and Numbering formally recognizing volunteers who contribute their time and expertise Promotes a Positive relationship with the community and encourages volunteerism. Increased volunteerism increases the City's ability to provide cost-effective services to the community. FINANCIAL CONSIDERATIONS Funding for any expenditure must be approved by the City Administrator in accordance with established procedures and must be included in the approved City budget. The City of Otsego has determined that the above expenditures are valid expenditures and serve a Public purpose. EMPLOYEE RESPONSIBILITY Sec. 5-1.1 Efficient and effective delivery of municipal services requires active effort and cooperation between City employees and the general public. It is particularly important that all work undertaken by City employees be accomplished expeditiously, efficiently and economically. To reach this goal, the establishment of rules for employee conduct and responsibility are required. Sec. 5-1.2 It shall be the responsibility of all employees to: A. Perform their assigned duties and responsibilities to the best of their ability at all times, and to continually strive to improve their performance. B. Render prompt, friendly and courteous service to the public at all times. C. Read, understand and comply with the rules and regulations as set forth in the personnel policy, administrative regulations and departmental rules. D. Conduct themselves with decorum and respond to inquiries and information with patience and every possible courtesy. E. Report all unsafe conditions and injuries to their supervisor, supeFvise and file the appropriate accident or injury related reports immediately. F. Recommend ideas for improving City services or methods of achieving greater efficiency or economy. 45 SECTION 5-1 CITY-WIDE WORT: RULES AND CODE OF CONDUCT APPEARANCE Departments may establish dress and uniform requirements for employees as part of departmental rules. Overall, personal appearance should be appropriate to the nature of the work and contacts with other people and should instill confidence and present a positive image to the public. The City Administrator may designate certain days as "Casual Days" for non - uniformed employees, where emplovees may dress more casually than the typical work day. ATTENDANCE The operations and standards of service in the City of Otsego require that employees be at work unless compelling reasons warrant absence. Absence and tardiness records reflect an employee's responsibility to his/her job and to fellow workers. These records have a direct effect on employment status and progress. In order that a team function efficiently and effectively, employees must be on the bb. Attendance is an essential requirement of every City position. Absence Procedure: Employees who are absent from work are required to notify their supervisor as soon as possible in advance of their absence. In case of unexpected absence, employees should call their supervisor before the scheduled starting time. Every effort should be made to contact the supervisor directly. However, if the supervisor is not available at the time, the employee should leave a message for the supervisor, or his/her designee, including a telephone number where he/she can be reached or contact any other individual as may be designated by the supervisor. Abuse of this policy shall be grounds for disciplinary action (see Discipline Policy). Departments may establish more specific reporting procedures. The employee must call the supervisor on each day of an absence extending beyond one (1) day unless specific arrangements otherwise have been made with the supervisor. Employees who are absent for three (3) days or more and who do not report their absence in accordance with the policy above, will be considered to have voluntarily resigned not in good standina. (The City Administraor may waive this rule if, in his/her iudament, extenuating circumstances warrant such behavior.) This policy does not preclude a supervisor from administering discipline for unexcused absences of less than three (3) days. SECTION 7-2 CONFLICT OF INTEREST Sec. 7-2.1 The credibility of local government rests heavily upon the confidence that citizens have in public employees to render fair and impartial services to all without regard to personal interest and/or political influence. The deliverpublic services to our citizens requires that 46 City employees scrupulously avoid any activity which suggests a conflict of interest between their private interest and City responsibilities. City employees shall not engage or have financial interest in any business or other activity that could reasonably lead to a conflict of interest with the employee's primary City responsibilities. Employees shall disclose any interest family members may have which could give the appearance of a conflict of interest at the time the conflict appears. "Family members" shall be deemed to be the spouse, parents, children, and siblings of employees or their spouse and/or the lineal descendants of any of them. Once disclosed, the City Council and City Administrator will exercise due diligence to ensure such family members are not provided preferential treatment because of their relationship to an employee or member of the Citv Council. Sec. 7-2.2 Examples_ of activities which are covered by this volicv include, but are not limited to: 1) Having an interest in any business which has contracts or other direct finincial - -t FornmUmd: BWIM and Numt,erkV dealings with the City of Otsego: 2) Activities which require the employee to interpret City Codes, ordinances or regulations when such activity involves matters with which the employee has business and/or familyties-, 3) Consulting activities carried out within the Cijy of Otsego if such consulting involves talents or skills primarily related to the empioyee's City work responsibilities. Sec. 7-2.3 Any em-plovee engaging in any activity involving either an actual or potential contlict of interest or having knowledge of such activity by another employee shall promptly report the same to the City Administrator. The City Administrator shall investigate the matter and make a determination as to whether or not an actual or potential conflict exists. Sec. 7-2.4 If the City Administrator determines a conflict exists, appropriate actions will be taken to end the contlict. These actions could include discontinuing or not awarding a contract with an employee council member or family member's business, terminating the conflicting activity, or termination of employment.. The City will consider whether the best interest of the City is served by doing business with the employee's family member where other options are not available, not practical or are more costly. SECTION 7-4 RECEIPT OR SOLICITATION OF GIFTS Sec 7-4.1 No employee shall receive or solicit any gift from anyOrson, business or organization having anv business, administrative. legislative, contractual or any other relationship with the city if the gift could be perceived to or could influence actions of an official nature. A gift is any money, tangible or intangible personal property, food, beverage, loan, promise, service or 47 entertainment exceeding $10.00, or such amount as may be set by state statute See. 7-4.2 Departments may adopt more stringent requirements but any such requirements shall be communicated to the employee and City Council by official notice at least once each calendar year or shall be part of the official written procedures of the department Sec. 7-4.3 Rendering of consideration No person seeking employment to or promotion in the municipal service shall either directly or indirectly give render, or pay any money, sen�ice or other valuable consideration to any person, or on account of or in connection with the test appointment, or promotion, or proposed appointment or promotion. POLITICAL ACTIVITY Although City employees have the right to express their views and to pursue legitimate involvement in the political system, no employee of the City shall directly or indirectly, during hours of employment solicit or receive funds for political purposes SECTION 5-2 HARASSMENT Sec. 5-2.1 PURPOSE: The City of Otsego is committed to creating and maintaining a work environment free from all forms of harassment and discrimination. Such harassment is a violation of Title VII of the Civil Rights Act of 1964 and the Minnesota Human Rights Act Sec. 5-2.4 This policy will apply to all officials and employees of the City of Otsego, including temporary. seasonal. paid -on-call volimteers and elected and appointed officials Harassment of any person because of race creed color religion national origin sex age marital status disability, sexual orientation receipt of public assistancepolitical opinions or affiliations is unlawful. This policy statement is intended to make all employees sensitive to the matter of harassment to specifically express the City's strong disapproval of unlawful harassment, to advise employees of their behavioral obligations and to inform them of their rights. 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. Management has the obligation to provide an environment free of harassment The City is obligated to prevent and correct unlawful harassment in a manner that does not abridge the 48 rights of the accused. To accomplish this task, the cooperation of all employees is required. The City ofOtsego recognizes the need to educate its employees on the subject of 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. Section 5-2 Sexual Harassment ------------ -------------------------------------------- ron WUnd Sexual Harassment - Because sexual harassment is sometimes more difficult for employees to recognize the following definition is provided (based on excerpts from Minnesota Statutes): 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: 1) submission to the conduct or communication is made a term or condition, either explicitly or implicitly, of an individual's employment, 2) submission to or resection of that conduct or communication by an individual is used as a factor in decisions affecting that individual's employment, or 3) that conduct or communication has the purpose or effect of substantially interfering with an individual's employment or creating an intimidating, hostile, or offensive work environment and the employer knows or should know 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 ohvsical contact including touching gestures assault, impeding or blocking movement) unwelcome sexual jokes or comments; sexually explicit posters or pinups, letters, poems, graffiti, cartoons, or drawings, repeated and unwelcome requests for dates or sexual favors, unwelcome sexual advances or any indication expressed or implied, that job security or any other condition of employment depends on submission to or resection of unwelcome sexual requests or behavior. In summary, sexual harassment is the unwanted, unwelcome and repeated action of an individual against another individual, usina sexual overtones as a means of creating discomfort. Sec. 5-2.7 Any employee who feels he or she is being subjected to sexoal-harassment in any form, or who believes he or she has witnessed setaal-harassment in any form, must contact his or her supervisor, the Department Head or City Council immediately. If allegations are brought against a supervisor or department head, such allegations are to be brought directly to the City AdministratorCounM. If allegations are made against the City Administrator or any elected 49 official they shall be brought to the City Council through the Mayor or a member of the Council who is not the subject of said allegations. All supervisors are required to report immediately any allegation to the Department Head_,—and City AdministratorGip, Gouffe44-. only persons with a need to know of the allegation or its resolution will be made aware of the issue. In addition to notifying one of the above persons and stating the nature of the harassment, the employee is also urged to take the following steps: 1) make it clear to the harasser that the conduct is unwelcome and document that conversation; 2) document the occurrences of harassment: 3 submit the documented complaints to the person listed above to whom the employee makes their report The City urges the employee to put the complaint in writin • 4) document any further harassment or reprisals that occur after the complaint is made. Sec. 5-2.8 Any complaints which are made will be investigated in a timely fashion. The City will, in all cases take action to correct any reported harassment to the extent evidence is available to verify the alleged harassment and any related retaliation. Each situation will be evaluated on a case-by-case basis depending on the severity and the circumstances involved. All employees shall cooperate in any investigation of such a complaint. If the facts support the allegations, the perpetrator of the sexual harassment will be subject to disciplinary action. Any employee found to have made a false complaint of sexual harassment or found to have given knowingly false information during an investigation of such a complaint will also be subject to disciplinary action. Strict confidentiality is not possible in all cases of 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, to the extent possible. A, record of the complaint and the findings will become a part of the complaint investigation record and the file will be maintained separately from the employee's personnel file. REPRISAL Employees have the right to raise the issue of harassment and to file complaints with respect to 50 such harassment without reprisal. Any action intended to intimidate retaliate against harass or disadvantage any person because the person has opposed harassment reported or complained of harassment or testified assisted or participated in any investigation proceeding or hearing, under this policy or otherwise, regarding harassment is considered a reprisal Reprisal includes, but is not limited to, the following actions: 1) refusal to hire or promote the person: 2) departure from any customary employment practice to which the employee would have otherwise been entitled: 3) transferring or assigning the person to a lesser position in terms of wages hours iob classification, iob security or other employment status: or 4 informing another employer that the person has reported harassment. eenditien of an individual's emplayfaenti! ---- Fb n tted: Bullets and Numbering wof:k peffefmanee of mating an intimidating, hostile, of 0"Ist-0 e ViiORffie t. r . ---- FOMMUed: Bullets and Numbering ; GSL:. ual f .........F1......,ssineRt /,1..........t........,.s4ef. 1.,f efs p mCCF• ..4 \. mumm$sT'-¢nv.d DAA. . GENERAL POLICY SECTION X -X DISCIPLINE 51 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 Supervisors are responsible for maintaining compliance with City standards of employee conduct The City reserves the right to use discretion in applying this policy as circumstances warrant. The reporting of misconduct and prevention of the escalation of misconduct are areas that demand all employees to exercise courage integrity, and decisiveness. When a non - supervisory employee becomes aware of possible misconduct by another City employee, the employee shall immediately notify a supervisor. Furthermore an employee who observes serious misconduct shall take appropriate action to cause the misconduct to immediately cease The fact that a supervisor is present and not taking appropriate action to stop the serious misconduct does not relieve other employees present from this obligation. It is the policy of the City to administer discipline without discrimination. The department head or City Administrator shall investigate any allegation on which disciplinary action might be based before any disciplinary action is taken. Sec. 5-3.1 Disciplinary Action. Specific reasons for discipline and dismissal are too numerous to describe in total in these policies. The following list describes offenses, for which employees may be subject to discipline The list is not intended to include all possible reasons for discipline Lack of a specific listing of reason shall in no way limit the City from taking action deemed appropriate for a specific offenseEmployees s.hall be subject to diseiplinai�, aetion for Wil ing to fulfill tbeir- duties and - Negligence or carelessness in the performance of a duty, such as in the handling or control of municipal property equipment or funds; Offensive or inappropriate conduct or language toward City employees or other persons; Violation of any provisions of this policy, ordinances, order of the City Council or City Administrator or adopted Council or Administrative Policy; Inappropriate acceptance of fees, gifts, or other benefit in the course of the employee's work; Lack of Incompetence or inefficiency in performance of duties; Failure to obey any lawful and reasonable direction given by an employee's supervisor, City Administrator, or City Council; 52 QConviction of a crime which affects or relates to the performance of assigned duties or------- Formatted: Bullets and Numbering otherwise brings discredit or reflects negatively upon the City Conviction of a felony, or a misdemeanor involving moral turpitude, while an employee of the City. Off-duty conduct that is potentially damanina to the reputation of the City. Using, threatening, or attempting to use the political influence or unethical pressure to influence o" promotion, leave, transfer or absence, increased compensation, other benefit, or any other matter in which the employee has an interest. Unethical pressure shall include offers of gifts or other special benefits, coercion, collusion, threats of blackmail, requests for favoritism, and use of unfair advantage; Violating the City's Drug-free WoLkplace Policy or Drug and Alcohol Testing Policy for Commercial Drivers. DuFi g assigned we -l. ehedules! (1) eensuming .. bOiRg HPAOF tl,._ alWhelie FOPH68 OR the 40atL, OF (2) eOfjSHFRiRg - ., b8 .le« th@ .,Fl. e e C eontralled s ability to peFfefm assigned duties; Excessive tardiness, excessive absences, unapproved absences, or abuse of sick -leave privileges; Theft or intentional destruction of City Dropertv or another emplovee's Dropertv. Violation of the City's Harassment Poli --- Formatted: Bullets and Numbering sa ..._l .. .:tal ....t.... ' ._ , : _.' national v.' rev' w. .' with Engaging in actions constituting a conflict of interest Dishonesty in the employee's performance of duties, or making any false statements or material omissions in any matter relating to the employee's duties or employment, including employment and promotion applications and work undertaken in the scope of employment; Acting or failing to act in a manner otherwise specified that tends to lower discipline or 53 morale among City employees, brings or tends to bring discredit to the City, its elected officials or employees, or that adversely affects the City. Speech that is protected by the First Amendment of the U.S. Constitution shall not be a basis for a discipline; Failure to report an accident to a supervisor as soon as possibleinffedietely upon occurrence. m the __-= -- --.. ,..,,n,e_,- _R -:•_._,_,.g r :e,_.e_e the ...._.._ G__t.-•, S..__.__ - R -Unauthorized uUse of city vehicles, property or equipment . Making a false complaint of harassment or found to have given knowingly false information during any workplace investigation. X Gross neglect of duty. X Immoral or indecent conduct while on duty. f ------ Formatted: Bullets and Numbering t------ Formatted: Mets and Numbuft �------ Formatted: Bullets and Numbering Y Intentional falsification of personnel records, time reports or other City records or------ Formatted: Bullets and Numbering reports. X Sleeping on the mob during paid work hours. X Intentional or careless conduct endangering the safety of other employees, including------- Fwnattea: Bullets and Numb" the provoking of - or instigating - a fight during working time or on the City premises X Inducing or attempting to induce any employee in the service of the City to commit------- Forn atted: Bullets and NumberkV an unlawful act or to act in violation of any lawful departmental or official regulation or order. Abusive threatening or coercive treatment of another employee or the public on emplovees time or premises. Failuretoperform required duties or responsibilities in a satin-tstory manner X Soliciting political contributions from municipal employees and engaging in political------ Formatted: Bullets and Numbering activities on or wroth City property or on City time. X Failure to fulfill employee responsibilities as outlined in this manual especially those----- Formatted: Bullets and Numbering detailed in "City Wide Work Rules and Code of Conduct." X Violation of a safety rule or safety practice. Absence from work without prior approval in accordance with this policy or failure to report for work without giving the department head or his/her designee department office 54 ------- Forrrratted: Bullets and Numbering earliest possible notice of such absence. X Violation of departmental policies, procedures or rules. ----- F--Mtted: Bullets and Numberft X Horseplay - actions adversely affecting safety of normal operations of the"----- Formatted: Bullets and Numbering department or other employees. Release of confidential or Private data to a person or person who are not eligible to have access to the data. X Failing to start work at designated time, abuse of break or meal Periods Quitting----- Formatted: Bullets and Numbering work before the proper time or leaving employer's Premises during working hours without authorization from the supervisor or other misuse of work time X Smoking in posted or unauthorized areas. f------ Foneatted: Bullets and Numbering X Vending, soliciting or collecting contributions on the employer's time or premises,------ Fannattad: Bullets and Numbering without prior authorization from the City Administrator. X Spreading negative rumors about other employees X X Treating other employees in an unprofessional or disrespectful manner includin making hurtful, disparaging or cutting remarks. (Instructive comments and suggestions for improvement are encouraged provided thev are given in a positive. constructive manner.) X Violation of Vehicle Use Polic Sec. 5-3.2 It shall be the policy of the City to administer disciplinary action uniformly and without discrimination. Discipline will be based upon the nature and severity of the infraction and the conditions surrounding the incident. PROCESS The City may elect to use progressive discipline with any employee at the City's option There are circumstances that warrant deviation from the suggested order or where Progressive disciPline is not appropriate. Nothing in this article or these personnel policies implies that any City employee has a property right to the iob they perform. Disciplinary letters will be placed in the employee's personnel file The following are 55 ------ Format6ed: Bullets and Numbedng Formatted: Bullets and Numbering descriptions of the types of disciplinary actions: Oral Rfeprimand._ This measure will be used where personal discussions have not resolved the matter. All supervisors have the ability to issue oral reprimands without prior approval. Oral reprimands are normally given for first infractions on minor offenses to cladfv expectations and put the employee on notice that the performance or behavior needs to change, and what the change must be. The supervisor will document the oral reprimand including date(s) and a summary of discussion and corrective action needed. Written Reprimand Written reprimands are more serious and normally follow oral reprimands when the problem is not corrected or the behavior has not consistently improved given a reasonable period of time for improvement. Certain infractions may require skipping either the oral or written reprimand, or both. Written reprimands are issued by the supervisor upon prior approval from the City Administrator. A written reprimand will normally state the reason for the waming along with the policy, directive performance expectation, or other that was violated. It shall normally describe actions taken by the supervisor to correct the problem, if applicable including any timetables or goals set for improvement. The reprimand will normally also indicate possible future disciplinary action that could result if the problem continues or related problems occur. Written reprimands will be placed in the employee's personnel file. Z .Wr-itte...op;:...nd. .n. .fitt-..aE:.,..d shall state that rt the employee -is-being -wurqnva------- FOflllattld: BUIICIS and NUIIIbdMp employee; ine!ude timetables and goals :e. iffi , ..... e t ::".c. a SUSPENSION witheta pay. Prior to the stigpension witheu! pay, the employee shall b 56 f The City Administrator may recommend suspension of an employee without pay for disciplinary reasons Suspension without pay may be followed with immediate dismissal as deemed appropriate by the City Council in consultation with the City Attorney. There may be some situations where suspension with pay or administrative leave with pay will be allowed by the City Administrator or City Council. The employee will be notified in writing of the reason for the suspension either prior to the suspension or shortly thereafter. This letter should include a statement outlining further disciplinary action should the problem continue or re -occur. A copy of the letter of suspension will 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 the investigation, any related written documents will be removed from the personnel file and the employee shall receive any compensation and benefits due had the suspension not taken place. There may be circumstances where an employee will be sent home immediately by the department head when an employee's behavior violates the Personnel Policies or department policies or otherwise constitutes serious misconduct. Gr --- Formatted: Bullets and Numbering Dismissal Tenn4patie4i, The City Council may dismiss an employee for any lawful reason. The City shall provide written notice to that employee prior to taking final action regarding dismissalten&ina6im. The notice shall contain the reasons for the dismissalte ation; ,the employee's rights and a statement of the veteran's appeal rightspFTif a veteran. It shall also include; a statement indicating that the employee may respond to the charges both orally and in writing and that the employee may appear personally before the City Council. Any relevant information presented at this hearing will be considered along with all other relevant information already collected in determining appropriate discipline. I If the disciplinary action involves the removal of a covered veteran. a hearing shall be held in accordance with Minnesota Statutes Section 197.45. Removal of veterans may be made only for incompetence or misconduct shown after a hearing with due notice (M.S. 197.46). SECTION 7-7 NOTICE OF REASONS FOR TERMINATION Sec 7-7.1 An employee who has been involuntarily terminated may. within five working days following such termination request in writing that the City of Otsego inform the employee of the 57 reason for the termination Within five working days following receipt of such request, the City of Otsego shall inform the terminated employee in writing of the truthful reason for the termination. Sec 7-7.2 No communication of the statement furnished by the City of Otsego to the employee under Whistleblower provisions may be made the subject of any action for libel. slander, or defamation by the employee against the City of Otsego. The City Administmtef shall issue r-epfifnandsbut the Gity Getifteil must eFdef and appr-eve all Section 5-3.4 Other Disciplinary Actions. imposed on an), empk�yee aftep 84eps A and 13 above have been "lewed! A Involuntary Demotion. B -.Forced transfer to a comparable position. QWithholding a salary increase or decreasing the employee's salary or hourly wage. SECTION 54 REPORTS OF DISCIPLINARY ACTION Sec. 5-4.1 The City Council shall be promptly notified of all disciplinary action taken against an employee. Proper record of written reprimands, notices of demotion, suspension, or discharge are to become a part of the employee's personnel file. Employees subject to discipline will receive notices of such discipline. vibcrrvx • r r CONFLICT OF WTERESTM-Oved City employees sefupwleasly avoid ", at-Aivity whicAi sugges4r, a reenfliet of iflieFest between theiF pfivate intereA and City fesponsibilifies. Efnpieyees ofthe City, or- their family , "Familyshall net engage of have finaneial interest in any business eF ethep aetivity Nvhieh eauld rr shall be deeined to be the empleyee, the spouse of the employee and Oie e and siblings of the empleyee or spouse and/or- the lineal deseendants of any of- them.. - 58 ------ Formatted: Bullets and Num vft ._ limited to: t----- Formatted: Bullets and Numbering the City Of Otseget involves talents or- skills pfimEwily related to the employee's City iyer4 responsibilities. s s _ 59 appointment, or- pr-ametion, or- proposed appointment ot: pfemefien-. SEE 7 5.1 Offieie1s uncle... efke....r eampeasatien ..e+ v...... ant o Minn. StM 176.011, , EerePeasa&H A Moved SAFETY A The City of Otsego is reauired to follow O.S.H.A. Rules and Regulations, and expects employees to follow them also. B. There is an Employee -Management Safety Committee within the organization whose members are either selected by their represented group or appointed by the City Administrator. C Safety procedures and policies are outlined in the Safety Manual and made a part of this Policy Manual. C 1983 (baws 1003Ch 116Nfifl.. Stat 182.65 182.675) shell be tfai..ed before being_ given tfaiRing annually thereaftef. TFaining shall inelude an explanation of how and where obtain speeifie ififematieR. The supeniser- (of other- designated offleial) shall provide feF sueh + .1 - .. „lienee with the rrMifuie..e+e Employee Right to Know A..+ eF 1983," Fegulations. An employee aeting in good faith has the rigM fe refuse to wer4E undef GoaditioRs hami to the empleyee. r • • r. r. SECTION 7-8 DRUG AND ALCOHOL USE Sec. 7-8.1 The City of Otsego has adopted a Drug-free Workplace Policy. In addition. as mandated by applicable State and Federallaws, all City employees whose iob duties require operating a commercial motor vehicle and who are required to hold a commercial driver's license (CDL) shall_ be subject to the City's Dtug and Alcohol Testing Policv for Commercial Both policies are made part of these policies. eents-olled substanee in the wodE plaae. Violation of this provision may msult in immediate dise_etion ofi the Otsego Gity G,...neil Ve; isles. That policy is made cart of these policies. POLICY PROHIBITING EMPLOYEE POSSESSION OF FIREARMS The City of Otsego prohibits all employees from carrying or possessing firearms while actino in the course and scope of employment for the City. The possession or carrying of a firearm by employees is prohibited while working on city property or while working in any location on behalf of the City of Otsego This includes but is not limited to: • Driving on City business: -- ------ Formatted: Bullets and Nuntwft • Riding in a car or in any type of mass transit while on City business- • Working at any City buildina: • Working off-site on behalf of the City: • Performing emergency on-call work after normal business hours and on weekends • Working at private residences and businesses on behalf of the City: • Attending training, meetings, or conferences on behalf of the City. An exception to this policy is that City employees may carry and possess firearms in City -owned parking areas if they are not working on behalf of the City and have the proper permit Therefore, employees who must drive their personal vehicles on City business must lock their firearm in their trunk before using their vehicle for city business and leave it in their locked trunk until the city business is completed. When responding to on-call work from home after regular hours an employee is prohibited from bringing a firearm in their private vehicles unless the vehicle remains in a parking lot and is not needed in order to respond to the call. No firearms will be allowed in Citv vehicles since City vehicles are only to be used for City business. Violations of this policy are considered a major work infraction and are subject to disciplinary action in accordance with the City's discipline procedures policy. CONMENTI.ALITY/DATA PRACTICES POLICY DATA PRACTICES ADVISORY 62 During the course of employment, the City of Otsego will require employees to provide data that is classified by State law as either private or confidential. Private data is information that generally cannot be given to the public but can be given to the subject of the data Confidential data is information that generally cannot be given to the public or the subject of the data. The City requests this information for various reasons peertaining to employment with the City. The information provided may be used to process pay and benefits evaluate performance determine pay increases evaluate suitability for an employee's position or osier positions detennine whether disciplines action will be imposed and other personnel actions which involve review of the employee's current and past performance. Employees who provide false incomplete or misleading information may be subject to discipline, up to and including the possibility of dismissal. Employees may not be required to provide the infonnation requested However, the City may choose to require the information at any time If required employees will be provided with another advisory explaining that the infomiation is required and the consequences of refirsal. Other Mrsons or entities if authorized by law, may receive the requested infonnation. Depending on the data requested these persons or entities may be: employees and/or officials of die City who have a need to know the infonnation in the course of their duties and responsibilities• the person who is the subject of private data about him or herself,• persons who have permission from the subject of the data; insurance companies providingproup benefits worker's compensation administrative services, pre-employment, return to work and fitness for duty medical exams or drug and alcohol testing services for the City: a public p_ensionprouam• the Minnesota Department of Employment and Economic Development in a claim for or gppeal for re-employment benefits• individuals who have obtained a court order for the information: and/or participants in any litigation mediation veteran's preference hearing, grievance irbitration or other administrative proceeding which results from actions taken. if litigation arises the infonnation may be provided in doctunents filed with the court. which are available to any member of the public If it is reasonably necessary to discuss this information at a City Council meeting, it will be avajlable to members of the public. To the extent that some or all of the information is part of the basis for a final decision ori disciWinary action that information will become available to any member of the public. TYPES OF DATA Public Data: Data about a person that must be shown to the person if he/she wishes and that is available to other people. Private Data: Data about a person that must be shown to the person upon request but are not available to others without his/her permission or as otherwise specifically authorized by law. Personnel Data: Data on individuals collected because the individual is or was an employee or an 63 applicant for employment, performs service on a voluntary basis acts as an independent contractor with the City or is a member of an advisory board, committee or commission. Summary Data: Data about a person used to develop statistics or reports are considered public infonnation, but they do not identify the person in any way. PUBLIC PERSONNEL DATA Except for certain employees (i.e. undercover law enforcement personnel) the following personnel data is up blic: 1. name 2. gross salary 3. salary range 4, gross pension 5. contract fee 6. benefits 7. expense reimbursements 8. job title 9. job description 10. education and training background 11. previous work experience 12. dates of employment (first and last) 13. status of complaints or charges against employees 14. outcome of complaints-disciplhtary action 15. work location 16. %vork telephone number 17. badge number 18, city and county of residence Personnel Data on Applicants for Employment: The following_personnel data are considered public data: 1. veteran status 2. test scores 3. rank and eligibility 4. job history 5. education and training 6. work availabilitv 7 name considered private data except when certified as eligible for an appointment to a vacancy and considered as one of the "finalists." PRIVATE PERSONNEL DATA The following personnel data and infonnation are considered private data on individuals and are not accessible to the public but this data is accessible to the subiect employee the employee's authorized 64 presentative the immediate supervisor and department head, and other city staff persons or officials who have a legitimate need to view/know such data as determined by the City Administrator or his/her desi rg nee. 1 Social Security number 2. age. eg nder 3 marital and family status 4. ennployee home address and telephone numbers 5. criminal records 6. race and ethnic data 7. insurance status 8. references 9 collie transcripts (except for name of institution, degree granted, and date) 10. reference check data 11. medical records when part of personnel data 12psychological evaluations 13 worker's compensation reports 14 physical limitations related to the iob 15 sick leave forms - doctor's reports 16 data collected from disciplinary proceedi es prior to a hearing 17 opinion questionnaire response by potential employee 18 names of applicants for employment until certified as eligible for appointment to a vacancy. 19 employee assistance programs and exit interview responses No employee may disclose the home address telephone number, or personal information about another employee to any third pant without prior consent of the affected employee as per Section on "Informed Consent." Employment selection instruments and/or answer keys to such instruments are protected non-public data except pursuant to a valid court order. ACCESS TO DATA Public Data: Access shall be provided to any person without regard to the nature of the person's interest. Access must be approved by the City Administrator or other persons authorized by the City Administrator. Access must be provided within a reasonable time Interpretation shall be provided if requested. A fee may be charged as allowed by law, reflecting time to collect or retrieve the information, paper costs, marling costs duplicating costs, etc. Private Data: Access is available to the following only: 1 The subiect of the data. 2 Individuals whose work assignments with the City reasonably require access. Z Entities and agencies determined by the City Administrator to be authorized by State Statute or Federal Law to gain access to that specific data. 4 Entities or individuals given access by the express written direction of the subject. 65 The City Administrator shall assure that access is provided only to the parties listed above. The identity and authority of an individual who seeks to gain access to private data must be confirmed. The time that access is available is limited to the normal working hours of the City Hall offices. No fees shall be charged in the instances where the data subject only wishes to view private data Fees may be charged for providing copies. GENERAL CONTENTS OF PERSONNEL FILES The following information shall routinely be included in an employees pgrsomiel file: I data collected for administrative purposes such as job applications resumes, change of address forms training or education records veteran's certification etc (Documents containing medical information are retained in a separate medical tile.) 2 documentation of personnel actions or activities such as salary changes job classifications, performance reviews termination notices disciplinary actions. 3. official written correspondence to or from an employee. 4 documentation of employment status and benefit status the latter only if it does not contain any medical information Appropriate medical information will be retained separately in an employee medical file. Employees will not be specifically notified each time such data are routinely entered into their file. exMt that employees shall be made aware of data entered into their file that relates to discipline or may have adverse impact on them Employees may request to view and receive copies of information in their file as per Section on "Access to Data." Personnel files will be maintained by the Finance Department Any documents added or removed from the tiles must bei -roved by the City Administrator. The City Administrator may delegate the authority to add routine and non -controversial documents (such as job applications employment continuation letters status change forms etc) to other staff as appropriate Such staff shall be trained on this policy. TAPE RECORDING POLICY in order to pmtect the regulation and dissemination of confidential private and non-public data as defined in the Minnesota Government Data Practices Act,• promote harmony in the work place: diminish the impediment of each employee's ability to perform his or her duties; and promote an environment with a free-flow exchange of ideas: inter -staff communications shall not be tape-recorded in any form wiless all parties to the commntmication consent. In the event a tape recording is created, the City Administrator shall immediately receive, keep, and maintain the tie recording and shall regulate the dissemination of the inforniation in accordance with the Minnesota Government Data Practices Act. INFORMED CONSENT Private data on individuals may be used by and given to any individual or persons by the City Administrator, or other bonafide representative of the City, if the individual subject or subjects of the 66 data have given their informed consent. All informed consents: 1. Shall be in waiting and stated in plain Ian tgttaee 2 Shall be signed and dated. 3. Shall specifically designate the particular persons or agencies the data subject has authorized to disclose information about him or her. 4. Shall specifically state the nature of the information authorized to be disclosed 5. Shall specifically state the persons or entities authorized to receive the disclosed information 6. Shall specifically list an expiration date not to exceed one year except in the case of audmorization for application for life insurance or non -cancelable or guaranteed renewable health insurance (which shall be hvo years). 7. Shall specifically state the purpose for wihich the infomiation may be used by the parties named above. If the City Administrator or approved designee makes reasonable efforts to obtain the informed consent of a data subject and if those efforts are not acknowledged in any way, the City Administrator or approved designee shall interpret the silence of the data subject as the giving of implied consent to the new or different purpose or use of the data. "Reasonable efforts" are defined as: 1. Depositing in the U.S. Mail postage pre -paid and directed to the last known address of the data subject at least two (2) communications requesting informed consent 2. Waiting for a period of not less than sixty (60) days for a response to the second request SECURITY OF PERSONNEL DATA The City of Otsego authorizes the City Administrator Finance Director and the individual responsible for the City's payroll function to maintain custody over all personnel records The final authority over personnel records is the City Administrator, and as such retains overall authority to add or remove items fiom personnel and related employee files. The City Administrator may authorize those designated to maintain custody to add or remove files. All records containing non-pttblic personnel data shall remain in one or more locked filing cabinets or other locked storage facility with keys strictly limited to those designated to maintain custody. Others authorized to review personnel records such as the subJect of the data, or as described above under "Access to Data. Private Data," shall be required to view the contents of such files in the presence of authorized staff. No access to kevs securing the inforniation mawprovided to anyone not authorized to maintain custody. All keys must be properly secured at all times to prevent improper access to files Personnel files shall not be removed from City Hall Copies of file contents may be removed from City Hall only by individuals authorized to have access to those records consistent with the Minnesota Goventment Data Practices Act and this policy Unauthorized release of private and/or confidential personnel data shall be subject to immediate discipline up to and including terminated SUPERVISORY FILES Information about employees maintained by supervisors is considered personnel data under State Statute and must be maintained in a locked area by supervisors Supen isors may not maintain medical 67 information on employees. T3roes of data maintained by supervisors shall be limited to that authorized by the City Administrator. Examples of personnel data supervisors are authorized to maintain include: 1. vacation leave slips and other time -related records. 2 notes from suMrvisory coaching, and counseling; sessions, 3. notes on performance concerns or work niles discussed with emplovees, 4. notes on employee accomplishments, 5. copies of disciplinaryacid performance -related correspondence. Copies of disciplinary letters may be maintained in supervisory tiles after ensuring a copy has been confidentially forwarded for inclusion in the employee's official personnel file.) All original City applications and related hiring documentation, performance evaluations, reference information, doctor's slips and other medical information about employees must be submitted to the City Administrator. The City Administrator will decide what documents will be maintained in City personnel files, consistent with this policy. The personnel files maintained by the City Administrator and authorized Finance Department staff are considered the official City Personnel files. SECTION XX- SEPARATIONS Forrnactad ,RESIGNATIONS --f Fanufted Employees wishing to leave the City service in good standing shall provide a written resignation notice to their department head, at least ten (10) working days before leaving (thirty (30) calendar days for exempt employees). The written resignation must state the effective date of their resignation. Failure to comply with this procedure may be considered cause for denying such emoloyees future employment with the City. ,SEVERANCE PAY A. All regular employees who leave the employ of the City by retirement or resignation shall receive pay for 100% of unused accrued vacation (and compensatory time if applicable). MEDIA CONTACUPRESS RELEASES A. Formal news releases concerning municipal affairs are the responsibility of the City Administrator's office. All media interviews must normally be approved by the City Administrator before the interview. All contacts with the media should be reported to the City Administrator as soon as practicable. B. All news releases concerning City personnel shall be the responsibility of the City 68 Administrator. No City employee is authorized to speak on behalf of the City without prior authorization from the City Administrator or Mayor. PERSONAL TELEPHONE CALLS A. Personal telephone calls shall be made or received only when necessary when they do not interfere with working operations and should be completed as quickly as possible. B. Any personal long distance call costs shall be paid for by the employee. - Formatted CELLULAR TELEPHONE USAGE - Fwnw.Vad A. This policy is intended to regulate the use of City -owned cellular phones within ------ FMMUmd: Bullets WW NumbWW reasonable, practical parameters. As the number of available cellular telephones increases, and the efficiencies of cellular telephone usage becomes even more apparent, it is incumbent upon the City to establish reasonable guidelines for the use of cellular phones. The City of Otsego will benefit by extendinq the hours essential employees are available for consultation throuah the use of cellular phones. B. This policy will apply to all City emplovees using or having access to City -owned cellular -- ------ FORM : Bullets and Numbering phones. C. The followinq guidelines are established for the use of City -owned cellular phones: F ----- Formatted: Burs and Numbering 1. Cellular phones are intended to be used to increase the efficiency and r---- Formatted: Bullets and Numbering effectiveness of the services provided by the City of Otsego. As such, each employee using a cellular phone during the course of his/her workday must determine whether such usage is appropriate under the circumstances existing at the time of the usage. In making such as determination, employees must consider the cost of using the cellular phone in comparison with the cost and practicality of locating a customary telephone service. 2. During work hours personal phone calls will be acceptable in those circumstances r----- Fonuatted: Bullets and Numbering 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. It is the position of the City that it is less expensive to allow these types of phone calls than to release an employee from a work site in order to make the call from a customary phone service. 3. City employees having access to assigned City -owned cellular phones may make personal phone calls during non -work hours where service is free. 69 4. City employees who are assigned a take home City -owned phone will agree to be -- --- FormaVad: BuNets and Numbering accessible for city business when necessary and practical after their regular work hours. 5. All cellular phones shall remain the property of the City and shall be returned to the------ FonnaUmd: Bullets and Numbeft 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 be subject to discipline and any additional charges will be paid by the employee JNTERNET/E-MAIL POLICY - -- f Fmmtted This policy is intended to describe appropriate uses of City e-mail, voicemail and Intemet systems and consequences for inappropriate use. City e-mail, voicemail and Internet access is provided for employees and supervisors to efficiently conduct City business It is to be limited to reasonable and necessary City -related imposes. This policy applies to all City employees including temporary, seasonal casual part-time and paid -per -call Appropriate Use Defined These systems are not to be used for personal pain or to support or advocate for non -city - related purooses. Personal use of the e-mail system is permitted on a limited basis similar to phone calls. Like personal phone calls, personal use should be infrequent of limited duration and not in violation of any City policies, department work rules or laws Other than limited, appropriate use of e-mail (i.e. no jokes) personal use of the Internet is limited to non -work hours. For those with shared access personal use must never interfere with any other employee's use for City -related business. Certain Internet sites should never be accessed using City equipment or on City time These include pornographic sites, non -work-related chat rooms dating sites sites containing what would generaliv be considered objectionable material or any other site that would violate the sexual harassment policy or other personnel policies In addition no sites should be accessed for non -city -related purchases sales or for private gain during working hours Other prohibited uses include solicitations of funds political messages and correspondence which would circumvent the open meeting law, data practices act or human or civil rights acts While the City recognizes that the Internet contains a wealth of information that can and is being put to good use in the City, we are aware that it is very easy to lose hours of work time 70 checking into web sites and researching information. Internet access, even for legitimate research purposes should be limited to that which is reasonable and necessary. Internet Use Expectations 1 Follow established network etiquette Many sites have posted rules which users must follow and all sites expect professional communication etiouette by all users. It is the user's responsibility to follow these rules of etiquette. 2 Safeguard confidential and non-public information. 3 Use Internet for work-related research and communication purposes. 4 Do not send access or display text or graphics that would be a violation of the Personnel Policies. 5 Obey the law and regulations in their application to copyright licensed software and data. 6 Access only non-commercial sites on the Intemet. ("non-commercial" = sites free of char e 7 Downloading of software off the network is strictly prohibited without review and approval from a Department Head: scan for viruses before opening attachments. 8 City employees that have a computer at their work station with access to the Internet may also use it outside their normal work hours to access the Intemet for personal use, subject to appropriate use See section "Appropriate Use Defined" for more specific information. Confidentiality/Security While you may have a confidential password remember that all City equipment and software, includinq e-mail and voicemail is the property of the City To ensure appropriate use or to investigate complaints the City may need to monitor use of computers including Intemet sites accessed voicemail and e-mail and to take action when violations of this policy or other city policies occur. Supervisors may need to access an employee's voice mail and e-mail when the employee is on vacation on a leave of absenceno longer working for them or if there is concem of misuse. This will only be done when necessary, with proper authorization and for City business purposes These individuals are restricted from disclosing any information garnered as part of performing their duties unless warranted by the policies outlined herein or by law. Since no computer system is completely secure e-mail Is not Intended to transmit confidential or sensitive information. Such information may more appropriately be communicated in written form or through personal conversation. Employees may not intentionally intercept eavesdrop record read alter, or receive another person's e-mail messages without proper authorization. This authorization can only be given by the City Administrator. 71 Because email can easily transmit viruses that can infect our computer system, the following actions are required: 1 Do not answer electronic cards. Please direct all family and friends to email you on your home computer. 2. Do not open emails that are not work-related. 3 Do not use instant messaging (IM). IM sets up a portal into the system, which can be used by others to access the system. 4. Close all applications at the end of the day. Consequences of Misuse Abuse of this policy will be grounds for discipline in accordance with the City's Personnel Policies Misuse of the Intemet e-mail, or voicemail can be grounds for dismissal, depending on the circumstances. CITY VEHICLE USE POLICY City vehicles are to be used only by City employees for official business. City vehicles may not be used for personal business. All City vehicles shall have the City's logo prominently displayed on the side door panels. The following requirements apply to any employee driving a City vehicle: A. Employees that drive or may be required to drive City vehicles and equipment are responsible for maintaining a safe driving record and observing all traffic laws. Employees and all passengers must wear a seat belt at all times when operating any City vehicle. B. Drivers must carry a current, valid driver's license that is adequate for the type of vehicle being driven. An annual check of a driver's motor vehicle record will be conducted and the City's insurance carrier will review the record for potential liability. If an employee's record indicates a pattern of traffic violations that may increase the City's liability disciplinary action up to and including discharge may be taken. C. Employees must ensure that the City vehicle is in good operating condition and that all windows and lights are clean before operating the vehicle. When vehicles are not in use or in a secured area they must have the keys removed. Vehicles must be parked in the City garage after hours. D. Gasoline for City vehicles must be obtained from the Public Works Department facility. Mileage and gallons of fuel must be recorded after each refueling. VEHICLE MAINTENANCE 72 Vehicle maintenance shall be the responsibility of the Public Works Department. Employees or their supervisor shall work with the Public Works Department to schedule a mutual agreeable time for routine vehicle maintenance such as oil changes. The Public Works Department shall review all City vehicles monthly and/or quarterly and provide a written evaluation for each vehicle on a yearly basis to the City Administrator. VEHICLE ACCIDENTS Any employee involved in an accident while driving a City vehicle must report the accident at once to their supervisor. In severe accidents the employee must call 911 and wait until the police arrive. The employee must collect all necessary information from any other parties involved in the accident, including driver's license numbers, vehicle license number, insurance information, address, phone, etc. The employee must not admit liability and refer all legal questions to their supervisor and the City Administrator. Any employee involved in an accident while driving a City vehicle must submit to a Drug and Alcohol Test, as provided for in relevant provisions of the applicable City Drug and Alcohol Testing Policy. ACKNOWLEDGMENT 73 I have read and understand the terms of the Citv Personnel Policies dated XXX 2009. I have been given the opportunity to ask any questions that I had regarding these Policies. Employee Name (Please Print) Employee Signature Date UPON COMPLETION. PLEASE RETURN THIS FORM TO THE FINANCE DEPARTMENT. 74 SECTION 7 - PERFORMANCE REVIEWS 7-1.1 Purpose: An objective performance review system has been established by the City of Otsego for the purpose of periodically documenting the performance of City employees. The quality of performance rendered by the employee in the past will, in every case, receive due consideration in such personnel decisions as promotions, transfers, demotions, terminations and, where applicable, salary adjustments. 7-1.2 Guidelines: A. Performance reviews will normally be discussed with the employee. Employees do not have the right to change or grieve their performance review, but may submit a written response, which, subject to review by the City Administrator, will normally be attached to the performance review. B. All performance reviews below the department head level will be reviewed and approved by department heads and the City Administrator. The City Administrator shall evaluate the department heads. The City Council has sole authority to evaluate the City Administrator and may elect to receive feedback from others as part of the process.. C. Performance reviews should be scheduled on a regular basis, at least annually. The form, with all required signatures, shall be retained as part of the employee's personnel file in the Finance Department. However, during the probationary period, performance reviews should be conducted at five (5) and eleven (11) months for those with one (1) year probationary periods. D. Signing of the document by the employee acknowledges that the review has been discussed with the supervisor and does not necessarily constitute agreement. Failure to sign the document by the employee will not delay processing. SECTION 8 - EMPLOYEE EDUCATION AND TRAINING The City promotes staff development as an essential, ongoing function needed to maintain and improve cost effective quality service to residents. The purposes for staff development are to ensure that employees develop and maintain the knowledge and skills necessary for effective job performance and employees are provided with an opportunity for job enrichment and mobility. 35 8-1.1 General Policies A. The City shall encourage training sessions conducted by employees of the same department or of similar job classifications where necessary to the performance of their jobs. B. Supervisors shall provide an orientation program for new employees. C. The immediate supervisor shall ensure training is provided for the operation of new equipment as required. D. The City encourages contact with personnel from other municipalities in order to learn more efficient job procedures. E. The City encourages the use of in-house talents and skills in training as well as the expertise of local citizens, companies and agencies. F. Training application forms are available in the Finance Department. 8-1.2 General Guidelines A. General guidelines for training where the City provides financial support and/or time off work are as follows: 1. Work interference shall be minimal. 2. Training shall not duplicate recent training. 3. Training costs shall be within budgetary limits. 4. Preference shall be given to training that provides the most benefit to the City at the least cost. 5. The department head shall ensure that there is adequate coverage of departmental responsibilities before approving training applications. 6. Training shall relate to an employee's job or health/safety. 7. Training shall be structured to provide general information that will aid in an employee's growth or maintenance of professional standards. 8. Temporary, seasonal, non -benefit earning part-time, casual part-time, paid -per -call and intermittent employees shall be excluded unless approved by their department head. Safety training shall be provided to all employees. 36 9. If the department head or supervisor requires attendance at a seminar, the City pays tuition/registration fees and wages for all required hours of attendance. Expenses will be paid in accordance with standard practices. 10. Employees should be aware at all times that they are representing the City while attending any conference, meeting, seminar or convention. Employees should conduct themselves as if they were at work. Improper conduct at any City authorized or sponsored event reflects poorly on the City and will be subject to disciplinary action as if it occurred during regular working hours. SECTION 8 — 2 MEMBERSHIPS AND DUES The purpose of memberships to various professional organizations must be directly related to the betterment of the services of the City. Normally, one City membership per agency, as determined by the responsible authority is allowed, providing funds are available. Upon separation of employment, individual memberships remain with the City and are transferred to other employees by the department head. SECTION 8 — 3 TRAVEL REIMBURSEMENT POLICY 8-3.1 Purpose To reimburse employees for our -of -pocket expenditures when out of the City are on approved business. 8-3.2 Procedures 1. All travel by Otsego employees requires the approval of the City Administrator or his/her designee. All conference and school -related expenses shall also be approved by the City Administrator. 2. All expenses incurred for travel are to be paid by the employee unless pre- paid by the City. The employee's expenses may be covered with a travel advance or the employee may use personal funds and be reimbursed after the travel. Travel advances may only be requested for meals and hotel expenses or airfare that has not been pre -paid by the City. 3. Travel advances may normally be requested no later than seventy-two (72) hours before date of departure. 37 4. All employees who travel on City business within the State of Minnesota may use a privately owned vehicle. The following mileage reimbursement will be allowed: A. For use of a City -owned vehicle: actual receipted expenses. B. For use of a privately owned vehicle: current State or IRS - approved reimbursement rate. 5. Travel outside of the State of Minnesota shall be reimbursed at actual round-trip coach rate airfare. If a personal automobile is dues, reimbursement will be paid on the basis of prevailing mileage allowance or coach airfare, whichever is less. If an employee prefers to drive, any extra time required due to driving will be taken as personal leave. 6. Employees who depart for a conference early, or remain afterwards, are personally responsible for all costs for hotel, living expenses and any additional travel expenses. 7. Hotel accommodations shall be reasonable and shall be reimbursed at actual and necessary cost, consistent with facilities available and in proximity of the conference or meeting being attended. Where multiple occupancy has occurred, the official or employee may only claim the actual and necessary cost of his or her single occupancy. 8. A per diem for meals and miscellaneous subsistence expenses not to exceed $50.00 may be taken by employees who travel on City business within the State of Minnesota. Other expenses will be approved on a need basis. 9. The City will provide funding for out of State training and National conferences according to funding availability and approval of the City Administrator. 10. Upon returning, employees must settle their travel accounts within thirty (30) working days by completing a Reimbursement Summary and submitting it to the Finance Department. 11. The per diem for meals and miscellaneous subsistence expenses for employees who travel outside of the State of Minnesota or Wright County shall be reimbursed for the actual cost, subject to approval of the City Administrator or City Council. 38 12. If meals are included in tuition or registration fees and/or only a fraction of the day is approved for travel, the per diem or expense allowance will be as follows, unless documented otherwise and otherwise consistent with these guidelines: Breakfast $10.00 Lunch $15.00 Dinner $25.00 Breakfast allowance shall be authorized for Minneapolis/St. Paul or St. Cloud departures prior to 8:00 a.m. and dinner allowances shall be authorized for arrivals from these airports after 7:00 p.m. Allowances within these parameters are the responsibility of the Finance Director consistent with the facts and good judgment applied to each travel expense claim. 13. Other miscellaneous expenses such as taxis or shuttles to and from the destination airport, buses, and phone calls that are business related will be reimbursed. (Attempts should be made to retain receipts whenever possible.) Rental car reimbursement will be made only with prior approval by the city Administrator. 14. Conferences, seminars and schools are not authorized for temporary, part-time, seasonal, trainees, or members of board, unless approved by the City Council. SECTION 9 - CITY OF OTSEGO PUBLIC PURPOSE EXPENDITURE POLICY 9-1.1 Consistent with Minnesota State laws that permit and require the expenditure of public funds for public purposes, the City of Otsego hereby adopts the following policy and guidelines to provide assistance and clarification to officials and employees for determinations of when public funds may be spent. The over- riding principle is that public funds must be spent for a public purpose. The City Council recognizes that the determination of a valid public purpose is an evolving concept that is somewhat subjective and therefore feels thoughtful discussion and guidance in the form of a policy and guidelines is appropriate. The City Council authorizes the City Administrator to establish additional administrative policies and procedures and to interpret appropriate use of public funds consistent with this policy and guidelines. 39 9-1.2 Definitions: Public Purpose Expenditure — An expenditure of funds related to the purpose for which the City of Otsego exists, including the mission, goals, functions, and responsibilities of elected and appointed officials, employees and other City representatives. Employee — For purposes of this policy, the word 'employee' shall include all employees, elected officials, and appointed officials. 9-1.3 Public Purpose Guidelines The City of Otsego has determined that the following expenditures are valid expenditures and serve a public purpose. A. Training and development programs for Otsego elected and appointed officials and employees serve a public purpose when those training and development programs are related to the employee's job performance and to the programs and services provided by the City to its residents. B. Payment of employee work-related expenses, including travel, lodging, telephone, and meal expenses serve a public purpose when those expenses are necessarily incurred by employees in connection with their official duties and/or work assignments and those expenses are directly related to the performance of the governmental function for which Otsego has responsibility. C. Safety, health and wellness programs for Otsego employees serve a public purpose because they result in healthier and more productive employees and reduce certain costs to the City and taxpayers, including various costs related to worker's compensation, health insurance premiums, disability benefit claims, and lost time due to employee absences. D. Public expenditures to recognize contributions made by employees are part of an overall compensation program offered to employees for work performed. It serves a public purpose because formally recognizing employees who make contributions and demonstrate their commitment during the performance of their duties results in higher morale and increased employee cooperation, understanding and productivity and therefore assists the City in providing efficient and cost-effective services to its citizens. Including all employees in events to recognize service and commitment encourages other employees to work harder and make additional contributions and builds greater teamwork among employees in different departments. 40 E. Employee productivity is directly related to employee satisfaction and that satisfaction depends on much more than just a paycheck. Employee satisfaction is directly and closely tied to the entire compensation package and the work environment. Recognizing employees' efforts and talents is a key factor in a good work environment and is accomplished several ways, both structured and unstructured. Examples of structured events include recognition events or cook -outs, employee retirement and farewell events and the like. These types of events are an integral part of our employee compensation program and are directly related to employee satisfaction, which in turn leads to greater productivity and enhanced service to the community. F. Public expenditures for appropriate community and customer outreach activities serve a public purpose when those expenditures are necessary to ensure efficient operation of the City's programs or services, promote the availability or use of services or City resources, or to promote coordinated, cooperative planning activities among and between the City and the private sector or other public sector jurisdictions for the benefit of the public. G. Public expenditures for food and refreshments associated with official Otsego functions, employee training, and meetings to discuss City business serve a public purpose when the provision of food or refreshments helps to ensure meaningful participation by those attending. These functions serve a public purpose to receive or provide information of concern to the City, recognize individuals for their service to the City, or provide a forum to discuss City business. These meetings should be limited to meetings where the primary purpose is to discuss City business. H. Expenditures for membership in professional and community organizations and attendance at meetings and professional conferences serve a public purpose by keeping employees informed of state and federal laws and proposed legislation, rules, regulations, court and arbitration decisions, risk management, effective employee and labor relations strategies and issues, availability of grants and other funding sources, community concerns, and public-private partnership opportunities that are directly related to the performance of city -related governmental functions and to the service provided to the residents. I. Expenditures for educational reimbursement serve a public purpose when the coursework is directly related to the job duties or performance needs of the employee and therefore improve the knowledge, skills and abilities needed to provide effective and efficient services to the residents. 41 Public expenditures for volunteer recognition serve a public purpose because formally recognizing volunteers who contribute their time and expertise promotes a positive relationship with the community and encourages volunteerism. Increased volunteerism increases the City's ability to provide cost-effective services to the community. 9-1.4 Financial Considerations Funding for any expenditure must be approved by the City Administrator in accordance with established procedures and must be included in the approved City budget. SECTION 10 - EMPLOYEE RESPONSIBILITY 10-1.1 General Efficient and effective delivery of municipal services requires active effort and cooperation between City employees and the general public. It is particularly important that all work undertaken by City employees be accomplished expeditiously, efficiently and economically. To reach this goal, the establishment of rules for employee conduct and responsibility are required. 10-1.2 It shall be the responsibility of all employees to: A. Perform their assigned duties and responsibilities to the best of their ability at all times, and to continually strive to improve their performance. B. Render prompt, friendly and courteous service to the public at all times. C. Read, understand and comply with the rules and regulations as set forth in the personnel policy, administrative regulations and departmental rules. D. Conduct themselves with decorum and respond to inquiries and information with patience and every possible courtesy. E. Report all unsafe conditions and injuries to their supervisor and file the appropriate accident or injury related reports immediately. F. Recommend ideas for improving City services or methods of achieving greater efficiency or economy. 42 SECTION 10-2 CITYWIDE WORK RULES AND CODE OF CONDUCT 10-2.1 Appearance Departments may establish dress and uniform requirements for employees as part of departmental rules. Overall, personal appearance should be appropriate to the nature of the work and contacts with other people and should instill confidence and present a positive image to the public. The City Administrator may designate certain days as "Casual Days" for non -uniformed employees, where employees may dress more casually than the typical work day. 10-2.2 Attendance The operations and standards of service in the City of Otsego require that employees be at work unless compelling reasons warrant absence. Absence and tardiness records reflect an employee's responsibility to his/her job and to fellow workers. These records have a direct effect on employment status and progress. In order that a team function efficiently and effectively, employees must be on the job. Attendance is an essential requirement of every City position. Abuse of this policy shall be grounds for disciplinary action (see Discipline Policy). Absence Procedure: A. Employees who are absent from work are required to notify their supervisor as soon as possible in advance of their absence. In case of unexpected absence, employees should call their supervisor before the scheduled starting time. B. Every effort should be made to contact the supervisor directly. However, if the supervisor is not available at the time, the employee should leave a message for the supervisor, or his/her designee, including a telephone number where he/she can be reached or contact any other individual as may be designated by the supervisor. Departments may establish more specific reporting procedures. C. The employee must call the supervisor on each day of an absence extending beyond one (1) day unless specific arrangements otherwise have been made with the supervisor. D. Employees who are absent for three (3) days or more and who do not report their absence in accordance with the policy above, will be considered to have voluntarily resigned not in good standing. (The City Administrator may waive this rule if, in his/her judgment, extenuating circumstances warrant such behavior.) This policy does not preclude a supervisor from administering discipline for unexcused absences of less than three (3) days. 43 SECTION 10-3 CONFLICT OF INTEREST 10-3.1 The credibility of local government rests heavily upon the confidence that citizens have in public employees to render fair and impartial services to all without regard to personal interest and/or political influence. The delivery of public services to our citizens requires that City employees scrupulously avoid any activity that suggests a conflict of interest between their private interest and City responsibilities. City employees shall not engage or have financial interest in any business or other activity that could reasonably lead to a conflict of interest with the employee's primary City responsibilities. Employees shall disclose any interest family members may have which could give the appearance of a conflict of interest at the time the conflict appears. 10-3.2 "Family members" shall be deemed to be the spouse, parents, children, and siblings of employees or their spouse and/or the lineal descendants of any of them. Once disclosed, the City Council and City Administrator will exercise due diligence to ensure such family members are not provided preferential treatment because of their relationship to an employee or member of the City Council. 10-3.3 Examples of activities that are covered by this policy include, but are not limited to: 1) Having an interest in any business which has contracts or other direct financial dealings with the City of Otsego; 2) Activities which require the employee to interpret City Codes, ordinances or regulations when such activity involves matters with which the employee has business and/or family ties; 3) Consulting activities carried out within the City of Otsego if such consulting involves talents or skills primarily related to the employee's City work responsibilities. 10-3.4 Any employee engaging in any activity involving either an actual or potential conflict of interest or having knowledge of such activity by another employee shall promptly report the same to the City Administrator. The City Administrator shall investigate the matter and make a determination as to whether or not an actual or potential conflict exists. 44 10-3.5 If the City Administrator determines a conflict exists, appropriate actions will be taken to end the conflict. These actions could include discontinuing or not awarding a contract with an employee, council member or family member's business, terminating the conflicting activity, or termination of employment. The City will consider whether the best interest of the City is served by doing business with the employee's family member where other options are not available, not practical or are more costly. SECTION 10 - 4 RECEIPT OR SOLICITATION OF GIFTS 10-4.1 No employee shall receive or solicit any gift from any person, business or organization having any business, administrative, legislative, contractual or any other relationship with the city if the gift could be perceived to or could influence actions of an official nature. A gift is any money, tangible or intangible personal property, food, beverage, loan, promise, service or entertainment exceeding $10.00, or such amount as may be set by state statute. 10-4.2 Departments may adopt more stringent requirements but any such requirements shall be communicated to the employee and City Council by official notice at least once each calendar year or shall be part of the official written procedures of the department. 10-4.3 Rendering of consideration. No person seeking employment to or promotion in the municipal service shall either directly or indirectly give, render, or pay any money, service, or other valuable consideration to any person, or on account of or in connection with the test, appointment, or promotion, or proposed appointment or promotion. SECTION 10 - 5 POLITICAL ACTIVITY Although City employees have the right to express their views and to pursue legitimate involvement in the political system, no employee of the City shall directly or indirectly, during hours of employment, solicit or receive funds for political purposes. SECTION 11 HARASSMENT 11-1.1 The City of Otsego is committed to creating and maintaining a work environment free from all forms of harassment and discrimination. Such harassment is a violation of Title VII of the Civil Rights Act of 1964 and the Minnesota Human Rights Act. 11-1.2 This policy will apply to all officials and employees of the City of Otsego, including temporary, seasonal, paid -on-call, volunteers and elected and appointed officials. 45 11-1.3 Harassment of any person because of race, creed, color, religion, national origin, sex, age, marital status, disability, sexual orientation, receipt of public assistance, political opinions or affiliations is unlawful. This policy statement is intended to make all employees sensitive to the matter of harassment, to specifically express the City's strong disapproval of unlawful harassment, to advise employees of their behavioral obligations and to inform them of their rights. 11-1.4 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. . 11-1.5 Management has the obligation to provide an environment free of harassment. The City is obligated to prevent and correct unlawful harassment in a manner that does not abridge the rights of the accused. To accomplish this task, the cooperation of all employees is required. 11-1.6 The City of Otsego recognizes the need to educate its employees on the subject of 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. 11-2 Sexual Harassment: 11-2.1 Sexual Harassment- Because sexual harassment is sometimes more difficult for employees to recognize, the following definition is provided (based on excerpts from Minnesota Statutes): 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: 1) submission to the conduct or communication is made a term or condition, either explicitly or implicitly, of an individual's employment, 2) submission to or rejection of that conduct or communication by an individual is used as a factor in decisions affecting that individual's employment, or 3) that conduct or communication has the purpose or effect of substantially interfering with an individual's employment or creating an intimidating, hostile, or offensive work environment and the employer knows or should know of the existence of the harassment and fails to take timely and appropriate action. 46 11-2.2 Examples of inappropriate conduct include but are not limited to: unwanted physical contact (including touching, gestures, assault, impeding or blocking movement), unwelcome sexual jokes or comments; sexually explicit posters or pinups, letters, poems, graffiti, cartoons, or drawings, repeated and unwelcome requests for dates or sexual favors, unwelcome sexual advances or any indication, expressed or implied, that job security or any other condition of employment depends on submission to or rejection of unwelcome sexual requests or behavior. In summary, sexual harassment is the unwanted, unwelcome and repeated action of an individual against another individual, using sexual overtones as a means of creating discomfort. 11-2.3 Any employee who feels he or she is being subjected to harassment in any form, or who believes he or she has witnessed harassment in any form, must contact his or her supervisor, the Department Head or City Council immediately. If allegations are brought against a supervisor or department head, such allegations are to be brought directly to the City Administrator. If allegations are made against the City Administrator or any elected official they shall be brought to the City Council through the Mayor or a member of the Council who is not the subject of said allegations. 11-2.4 All supervisors are required to report immediately any allegation to the Department Head and City Administrator Only persons with a need to know of the allegation or its resolution will be made aware of the issue. 11-2.5 In addition to notifying one of the above persons and stating the nature of the harassment, the employee is also urged to take the following steps: 1) make it clear to the harasser that the conduct is unwelcome and document that conversation; 2) document the occurrences of harassment; 3) submit the documented complaints to the person listed above to whom the employee makes their report. The City urges the employee to put the complaint in writing; 4) document any further harassment or reprisals that occur after the complaint is made. 47 Any complaints that are made will be investigated in a timely fashion. The City will, in all cases, take action to correct any reported harassment to the extent evidence is available to verify the alleged harassment and any related retaliation. Each situation will be evaluated on a case-by-case basis depending on the severity and the circumstances involved. All employees shall cooperate in any investigation of such a complaint. If the facts support the allegations, the perpetrator of the sexual harassment will be subject to disciplinary action. Any employee found to have made a false complaint of sexual harassment or found to have given knowingly false information during an investigation of such a complaint will also be subject to disciplinary action. 11-2.6 Strict confidentiality is not possible in all cases of 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, to the extent possible. A record of the complaint and the findings will become a part of the complaint investigation record and the file will be maintained separately from the employee's personnel file. 11-2.7 Reprisal: Employees have the right to raise the issue of harassment and to file complaints with respect to such harassment without reprisal. Any action intended to intimidate, retaliate against, harass or disadvantage any person because the person has opposed harassment; reported or complained of harassment; or testified, assisted or participated in any investigation, proceeding, or hearing, under this policy or otherwise, regarding harassment is considered a reprisal. Reprisal includes, but is not limited to, the following actions: 1) refusal to hire or promote the person; 2) departure from any customary employment practice to which the employee would have otherwise been entitled; 3) transferring or assigning the person to a lesser position in terms of wages, hours, job classification, job security or other employment status; or 4) informing another employer that the person has reported harassment. 48 SECTION 12 DISCIPLINE 12-1 General Policy: 12-1.1 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. Supervisors are responsible for maintaining compliance with City standards of employee conduct. The City reserves the right to use discretion in applying this policy as circumstances warrant. 12-1.2 The reporting of misconduct and prevention of the escalation of misconduct are areas that demand all employees to exercise courage, integrity, and decisiveness. When a non -supervisory employee becomes aware of possible misconduct by another City employee, the employee shall immediately notify a supervisor. 12-1.3 Furthermore, an employee who observes serious misconduct shall take appropriate action to cause the misconduct to immediately cease. The fact that a supervisor is present and not taking appropriate action to stop the serious misconduct does not relieve other employees present from this obligation. 12-1.4 It is the policy of the City to administer discipline without discrimination. The department head or City Administrator shall investigate any allegation on which disciplinary action might be based before any disciplinary action is taken. 12-2 Disciplinary Action: 12-2.1 Specific reasons for discipline and dismissal are too numerous to describe in total in these policies. The following list describes offenses, for which employees may be subject to discipline. The list is not intended to include all possible reasons for discipline. Lack of a specific listing of reason shall in no way limit the City from taking action deemed appropriate for a specific offense. • Negligence or carelessness in the performance of a duty, such as in the handling or control of municipal property equipment or funds; • Offensive or inappropriate conduct or language toward City employees or other persons; • Violation of any provisions of this policy, ordinances, order of the City Council or City Administrator or adopted Council or Administrative Policy; 49 • Inappropriate_ acceptance of fees, gifts, or other benefit in the course of the employee's work; • Lack of competence or efficiency in performance of duties; • Failure to obey any lawful and reasonable direction given by an employee's supervisor, City Administrator, or City Council; • Conviction of a crime which affects or relates to the performance of assigned duties or otherwise brings discredit or reflects negatively upon the City; • Conviction of a felony, or a misdemeanor involving moral turpitude, while an employee of the City. • Off-duty conduct that is potentially damaging to the reputation of the City. • Using, threatening, or attempting to use the political influence or unethical pressure to influence a promotion, leave, transfer or absence, increased compensation, other benefit, or any other matter in.which the employee has an interest. Unethical pressure shall include offers of gifts or other special benefits, coercion, collusion, threats of blackmail, requests for favoritism, and use of unfair advantage; • Violating the City's Drug-free Workplace Policy or Drug and Alcohol Testing Policy for Commercial Drivers. • Excessive tardiness, excessive absences, unapproved absences, or abuse of leave privileges; • Theft or intentional destruction of City property or another employee's property. • Violation of the City's Harassment Policy • Engaging in actions constituting a conflict of interest • Dishonesty in the employee's performance of duties, or making any false statements or material omissions in any matter relating to the employee's duties or employment, including employment and promotion applications and work undertaken in the scope of employment; 50 Acting or failing to act in a manner otherwise specified that tends to lower discipline or morale among City employees, brings or tends to bring discredit to the City, its elected officials or employees, or that adversely affects the City. Speech that is protected by the First Amendment of the U.S. Constitution shall not be a basis for a discipline; • Failure to report an accident to a supervisor as soon as possible upon occurrence. • Unauthorized use of city vehicles, property or equipment • Making a false complaint of harassment or found to have given knowingly false information during any workplace investigation. • Gross neglect of duty. • Immoral or indecent conduct while on duty. • Intentional falsification of personnel records, time reports or other City records or reports. • Sleeping on the job during paid work hours. • Intentional or careless conduct endangering the safety of other employees, including the provoking of - or instigating - a fight during working time or on the City premises. • Inducing or attempting to induce any employee in the service of the City to commit an unlawful act or to act in violation of any lawful departmental or official regulation or order. • Abusive, threatening or coercive treatment of another employee or the public on employer's time or premises. • Failure to perform required duties or responsibilities in a satisfactory manner • Soliciting political contributions from municipal employees and engaging in political activities on or with City property or on City time. • Failure to fulfill employee responsibilities as outlined in this manual especially those detailed in "City Wide Work Rules and Code of Conduct." Violation of a safety rule or safety practice. 51 • Absence from work without prior approval in accordance with this policy or _ failure to report for work without giving the department head or his/her designee department office earliest possible notice of such absence. • Violation of departmental policies, procedures or rules. • Horseplay - actions adversely affecting safety of normal operations of the department or other employees. • Release of confidential or private data to a person or person who are not eligible to have access to the data. • Failing to start work at designated time, abuse of break or meal periods, quitting work before the proper time or leaving employer's premises during working hours without authorization from the supervisor or other misuse of work time. • Smoking in posted or unauthorized areas. • Vending, soliciting or collecting contributions on the employer's time or premises without prior authorization from the City Administrator. • Spreading negative rumors about other employees. • Treating other employees in an unprofessional or disrespectful manner including making hurtful, disparaging or cutting remarks. (Instructive comments and suggestions for improvement are encouraged provided they are given in a positive, constructive manner.) • Violation of Vehicle Use Policy. 12-2.2 It shall be the policy of the City to administer disciplinary action uniformly and without discrimination. Discipline will be based upon the nature and severity of the infraction and the conditions surrounding the incident. 12-2.3 Process: The City may elect to use progressive discipline with any employee, at the City's option. There are circumstances that warrant deviation from the suggested order or where progressive discipline is not appropriate. Nothing in this article or these personnel policies implies that any City employee has a property right to the job they perform. 52 Disciplinary letters will be placed in the employee's personnel file. The following are descriptions of the types of disciplinary actions: Oral Reprimand. This measure will be used where personal discussions have not resolved the matter. All supervisors have the ability to issue oral reprimands without prior approval. Oral reprimands are normally given for first infractions on minor offenses to clarify expectations and put the employee on notice that the performance or behavior needs to change, and what the change must be. The supervisor will document the oral reprimand including date(s) and a summary of discussion and corrective action needed. Written Rearimand Written reprimands are more serious and normally follow oral reprimands when the problem is not corrected or the behavior has not consistently improved given a reasonable period of time for improvement. Certain infractions may require skipping either the oral or written reprimand, or both. Written reprimands are issued by the supervisor upon prior approval from the City Administrator. A written reprimand will normally state the reason for the warning along with the policy, directive, performance expectation, or other that was violated. It shall normally describe actions taken by the supervisor to correct the problem, if applicable, including any timetables or goals set for improvement. The reprimand will normally also indicate possible future disciplinary action that could result if the problem continues or related problems occur. Written reprimands will be placed in the employee's personnel file. Suspension The City Administrator may recommend suspension of an employee without pay for disciplinary reasons. Suspension without pay may be followed with immediate dismissal as deemed appropriate by the City Council in consultation with the City Attorney. There may be some situations where suspension with pay or administrative leave with pay will be allowed by the City Administrator or City Council. The employee will be notified in writing of the reason for the suspension either prior to the suspension or shortly thereafter. This letter should include a statement outlining further disciplinary action should the problem continue or re -occur. A copy of the letter of suspension will be placed in the employee's personnel file. 53 An employee may be suspended pending an investigation of an allegation. If the allegation is proven false after the investigation, any related written documents will be removed from the personnel file and the employee shall receive any compensation and benefits due had the suspension not taken place. There may be circumstances where an employee will be sent home immediately by the department head when an employee's behavior violates the Personnel Policies or department policies or otherwise constitutes serious misconduct. Dismissal The City Council may dismiss an employee for any lawful reason. The City shall provide written notice to that employee prior to taking final action regarding dismissal. The notice shall contain the reasons for the dismissal, the employee's rights and a statement of veteran's appeal rights if a veteran. It shall also include a statement indicating that the employee may respond to the charges both orally and in writing and that the employee may appear personally before the City Council. Any relevant information presented at this hearing will be considered along with all other relevant information already collected in determining appropriate discipline. If the disciplinary action involves the removal of a covered veteran, a hearing shall be held in accordance with Minnesota Statutes Section 197.45. Removal of veterans may be made only for incompetence or misconduct shown after a hearing with due notice (M.S. 197.46). 12-2.4 NOTICE OF REASONS FOR TERMINATION An employee who has been involuntarily terminated may, within five working days following such termination, request in writing that the City of Otsego inform the employee of the reason for the termination. Within five working days following receipt of such request, the City of Otsego shall inform the terminated employee in writing of the truthful reason for the termination. 12-2.5 Reports Of Disciplinary Action: The City Council shall be promptly notified of all disciplinary action taken against an employee. Proper record of written reprimands, notices of demotion, suspension, or discharge are to become a part of the employee's personnel file. Employees subject to discipline will receive notices of such discipline. 54 SECTION 13 — SAFETY 13-1 The City of Otsego is required to follow O.S.H.A. Rules and Regulations, and expects employees to follow them also. 13-2 There is an Employee -Management Safety Committee within the organization whose members are either selected by their represented group or appointed by the City Administrator. 13-3 Safety procedures and policies are outlined in the Safety Manual and made a part of this Policy Manual. SECTION 14 - DRUG AND ALCOHOL USE The City of Otsego has adopted a Drug-free Workplace Policy. In addition, as mandated by applicable State and Federal laws, all City employees whose job duties require operating a commercial motor vehicle and who are required to hold a commercial driver's license (CDL) shall be subject to the City's Drug and Alcohol Testing Policy for Commercial Drivers. Both policies are made part of these policies. SECTION 15 - POLICY PROHIBITING EMPLOYEE POSSESSION OF FIREARMS 15-1 The City of Otsego prohibits all employees from carrying or possessing firearms while acting in the course and scope of employment for the City. The possession or carrying of a firearm by employees is prohibited while working on city property or while working in any location on behalf of the City of Otsego. This includes, but is not limited to: • Driving on City business; • Riding in a car or in any type of mass transit while on City business; • Working at any City building; • Working off-site on behalf of the City; • Performing emergency on-call work after normal business hours and on weekends; • Working at private residences and businesses on behalf of the City; • Attending training, meetings, or conferences on behalf of the City. 15-2 An exception to this policy is that City employees may carry and possess firearms in City -owned parking areas if they are not working on behalf of the City and have the proper permit. Therefore, employees who must drive their personal vehicles on City business must lock their firearm in their trunk before using their vehicle for city business and leave it in their locked trunk until the city business is completed. 55 15-3 When responding to on-call work from home after regular hours, an employee is prohibited from bringing a firearm in their private vehicles unless the vehicle remains in a parking lot and is not needed in order to respond to the call. No firearms will be allowed in City vehicles since City vehicles are only to be used for City business. 15-4 Violations of this policy are considered a major work infraction and are subject to disciplinary action in accordance with the City's discipline procedures policy. SECTION 16 - CONFIDENTIALITY/DATA PRACTICES POLICY 16-1 Data Practices Advisory: During the course of employment, the City of Otsego will require employees to provide data that is classified by State law as either private or confidential. Private data is information that generally cannot be given to the public but can be given to the subject of the data. Confidential data is information that generally cannot be given to the public or the subject of the data. The City requests this information for various reasons pertaining to employment with the City. The information provided may be used to process pay and benefits, evaluate performance, determine pay increases, evaluate suitability for an employee's position or other positions, determine whether disciplinary action will be imposed and other personnel actions which involve review of the employee's current and past performance. Employees who provide false, incomplete, or misleading information may be subject to discipline, up to and including the possibility of dismissal. Employees may not be required to provide the information requested. However, the City may choose to require the information at any time. If required, employees will be provided with another advisory explaining that the information is required and the consequences of refusal. Other persons or entities, if authorized by law, may receive the requested information. Depending on the data requested, these persons or entities may be: • employees and/or officials of the City who have a need to know the information in the course of their duties and responsibilities; • the person who is the subject of private data about him or herself; • persons who have permission from the subject of the data; • insurance companies providing group benefits, • worker's compensation administrative services, 56 • pre-employment, return to work and fitness for duty medical exams or drug and alcohol testing services for the City; • a public pension program; • the Minnesota Department of Employment and Economic Development in a claim for or appeal for re-employment benefits; • individuals who have obtained a court order for the information; and/or • participants in any litigation, mediation, veteran's preference hearing, grievance arbitration, or other administrative proceeding which results from actions taken. If litigation arises, the information may be provided in documents filed with the court, which are available to any member of the public. If it is reasonably necessary to discuss this information at a City Council meeting, it will be available to members of the public. To the extent that some or all of the information is part of the basis for a final decision on disciplinary action, that information will become available to any member of the public. 16-2 Types Of Data: Public Data: Data about a person that must be shown to the person, if he/she wishes and that is available to other people. Private Data: Data about a person that must be shown to the person upon request, but are not available to others without his/her permission or as otherwise specifically authorized by law. Personnel Data: Data on individuals collected because the individual is or was an employee or an applicant for employment, performs service on a voluntary basis, acts as an independent contractor with the City or is a member of an advisory board, committee or commission. Summary Data: Data about a person used to develop statistics or reports are considered public information, but they do not identify the person in any way. 16-3 Public Personnel Data: 16-3.1 Except for certain employees (i.e. undercover law enforcement personnel) the following personnel data is public: 1. name 2. gross salary 3. salary range 4. gross pension 5. contract fee 57 6. benefits 7. expense reimbursements 8. job title 9. job description 10. education and training background 11. previous work experience 12. dates of employment (first and last) 13. status of complaints or charges against employees 14. outcome of complaints -disciplinary action 15. work location 16. work telephone number 17. badge number 18. city and county of residence 16-3.2 Personnel Data on Applicants for Employment: The following personnel data are considered public data: 1. veteran status 2. test scores 3. rank and eligibility 4. job history 5. education and training 6. work availability 7. name considered private data except when certified as eligible for an appointment to a vacancy and considered as one of the "finalists." 16-3.3 Private Personnel Data: The following personnel data and information are considered private data on individuals and are not accessible to the public but this data is accessible to the subject employee, the employee's authorized representative, the immediate supervisor and department head, and other city staff persons or officials who have a legitimate need to view/know such data as determined by the City Administrator or his/her designee. 1. Social Security number 2. age, gender 3. marital and family status 4. employee home address and telephone numbers 5. criminal records 6. race and ethnic data 7. insurance status B. references 9. college transcripts (except for name of institution, degree granted, and date) 58 10. reference check data 11. medical records when part of personnel data 12. psychological evaluations 13. worker's compensation reports 14. physical limitations related to the job 15. sick leave forms - doctor's reports 16. data collected from disciplinary proceedings prior to a hearing 17. opinion questionnaire response by potential employee 18. names of applicants for employment until certified as eligible for appointment to a vacancy. 19. employee assistance programs and exit interview responses No employee may disclose the home address, telephone number, or personal information about another employee to any third party without prior consent of the affected employee, as per Section on "Informed Consent." Employment selection instruments and/or answer keys to such instruments are protected non-public data, except pursuant to a valid court order. 16-4 Access To Data: 16-4.1 Public Data Access shall be provided to any person, without regard to the nature of the person's interest. Access must be approved by the City Administrator or other persons authorized by the City Administrator. Access must be provided within a reasonable time. Interpretation shall be provided if requested. A fee may be charged, as allowed by law, reflecting time to collect or retrieve the information, paper costs, mailing costs, duplicating costs, etc. 16-4.2 Private Data Access is available to the following only: 1. The subject of the data. 2. Individuals whose work assignments with the City reasonably require access. 3. Entities and agencies determined by the City Administrator to be authorized by State Statute or Federal Law to gain access to that specific data. 4. Entities or individuals given access by the express written direction of the subject. 59 The City Administrator shall assure that access is provided only to the parties listed above. The identity and authority of an individual who seeks to gain access to private data must be confirmed. The time that access is available is limited to the normal working hours of the City Hall offices. No fees shall be charged in the instances where the data subject only wishes to view private data. Fees may be charged for providing copies. 16-5 General Contents Of Personnel Files: 16-5.1 The following information shall routinely be included in an employee's personnel file: 1. data collected for administrative purposes such as job applications, resumes, change of address forms, training or education records, veteran's certification, etc. (Documents containing medical information are retained in a separate medical file.) 2. documentation of personnel actions or activities such as salary changes, job classifications, performance reviews, termination notices, disciplinary actions. 3. official written correspondence to or from an employee.. 4. documentation of employment status and benefit status, the latter only if it does not contain any medical information. Appropriate medical information will be retained separately in an employee medical file. 16-5.2 Employees will not be specifically notified each time such data are routinely entered into their file, except that employees shall be made aware of data entered into their file that relates to discipline or may have adverse impact on them. Employees may request to view and receive copies of information in their file as per Section on "Access to Data." 16-5.3 Personnel files will be maintained by the Finance Department. Any documents added or removed from the files must be approved by the City Administrator. The City Administrator may delegate the authority to add routine and non- controversial documents (such as job applications, employment confirmation letters, status change forms, etc.) to other staff as appropriate. Such staff shall be trained on this policy. 60 16.6 Tape Recording Policy: In order to protect the regulation and dissemination of confidential, private, and non- public data as defined in the Minnesota Government Data Practices Act; promote harmony in the work place; diminish the impediment of each employee's ability to perform his or her duties; and promote an environment with a free-flow exchange of ideas: inter -staff communications shall not be tape-recorded in any form unless all parties to the communication consent. In the event a tape recording is created, the City Administrator shall immediately receive, keep, and maintain the tape recording and shall regulate the dissemination of the information in accordance with the Minnesota Government Data Practices Act. 16.7 Informed Consent: 16-7.1 Private data on individuals may be used by and given to any individual or persons by the City Administrator, or other bonafide representative of the City, if the individual subject or subjects of the data have given their informed consent. All informed consents: 1. Shall be in writing and stated in plain language. 2 Shall be signed and dated. 3. Shall specifically designate the particular persons or agencies the data subject has authorized to disclose information about him or her. 4. Shall specifically state the nature of the information authorized to be disclosed. 5. Shall specifically state the persons or entities authorized to receive the disclosed information. 6. Shall specifically list an expiration date not to exceed one year except in the case of authorization for application for life insurance or non- cancelable or guaranteed renewable health insurance (which shall be two years). 7. Shall specifically state the purpose for which the information may be used by the parties named above. 16-7.2 If the City Administrator or approved designee makes reasonable efforts to obtain the informed consent of a data subject and if those efforts are not acknowledged in any way, the City Administrator or approved designee shall interpret the silence of the data subject as the giving of implied consent to the new or different purpose or use of the data. 61 16-7.3 "Reasonable efforts" are defined as: 1. Depositing in the U.S. Mail, postage pre -paid, and directed to the last known address of the data subject, at least two (2) communications requesting informed consent. 2. Waiting for a period of not less than sixty (60) days for a response to the second request. 16-8 Security Of Personnel Data: 16-8.1 The City of Otsego authorizes the City Administrator, Finance Director and the individual responsible for the City's payroll function to maintain custody over all personnel records. The final authority over personnel records is the City Administrator, and as such, retains overall authority to add or remove items from personnel and related employee files. The City Administrator may authorize those designated to maintain custody to add or remove files. 16-8.2 All records containing non-public personnel data shall remain in one or more locked filing cabinets, or other locked storage facility, with keys strictly limited to those designated to maintain custody. Others authorized to review personnel records, such as the subject of the data, or as described above under "Access to Data, Private Data," shall be required to view the contents of such files in the presence of authorized staff. No access to keys securing the information may be provided to anyone not authorized to maintain custody. All keys must be properly secured at all times to prevent improper access to files. 16-8.3 Personnel files shall not be removed from City Hall. Copies of file contents may be removed from City Hall only by individuals authorized to have access to those records, consistent with the Minnesota Government Data Practices Act and this policy. Unauthorized release of private and/or confidential personnel data shall be subject to immediate discipline, up to and including terminated. 16-9 Supervisory Files: 16-9.1 Information about employees maintained by supervisors is considered personnel data under State Statute and must be maintained in a locked area by supervisors. Supervisors may not maintain medical information on employees. 16-9.2 Types of data maintained by supervisors shall be limited to that authorized by the City Administrator. Examples of personnel data supervisors are authorized to maintain include: 1. vacation leave slips and other time -related records, 2. notes from supervisory coaching and counseling sessions, RN 3. notes on performance concerns or work rules discussed with employees, 4. notes on employee accomplishments, 5. copies of disciplinary and performance -related correspondence. (Copies of disciplinary letters may be maintained in supervisory files after ensuring a copy has been confidentially forwarded for inclusion in the employee's official personnel file.) 16-9.3 All original City applications and related hiring documentation, performance evaluations, reference information, doctor's slips and other medical information about employees must be submitted to the City Administrator. The City Administrator will decide what documents will be maintained in City personnel files, consistent with this policy. The personnel files maintained by the City Administrator and authorized Finance Department staff are considered the official City Personnel files. SECTION 17 - SEPARATIONS 17-1 Resignations: Employees wishing to leave the City service in good standing shall provide a written resignation notice to their department head, at least ten (10) working days before leaving (thirty (30) calendar days for exempt employees). The written resignation must state the effective date of their resignation. Failure to comply with this procedure may be considered cause for denying such employees future employment with the City.. 17-2 Severance Pay: All regular employees who leave the employ of the City by retirement or resignation shall receive pay for 100% of unused accrued vacation (and compensatory time if applicable). SECTION 18 - MEDIA CONTACT/PRESS RELEASES 18-1 Formal news releases concerning municipal affairs are the responsibility of the City Administrator's office. All media interviews must normally be approved by the City Administrator before the interview. All contacts with the media should be reported to the City Administrator as soon as practicable. 18-2. All news releases concerning City personnel shall be the responsibility of the City Administrator. No City employee is authorized to speak on behalf of the City without prior authorization from the City Administrator or Mayor. 63 M 101" ... .... .PROPOSED < PROPOSED' TH 101' BRIDGE TH 101 NB FLYOVER TRAIL A X, PROPOSED NTFR..DlL i U WK op ## # 1- 94 Ali, z Nol un/ nvIG/I1Gl�IJ I-94/TH 101 INTERCHANGE PROJECT S.P. 238-010-001 Figure 3 5418-F CITY OF ROGERS, MINNESOTA 2JIV2009