Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
03-09-09 SCC
SPECIAL CITY COUNCIL MEETING MONDAY, MARCH 9, 2009 5:30 PM OTSEGO CITY HALL Mayor Stockamp will call the meeting to order. Roll Call: 2. Discuss Staffing. Any other items. 4. Close the meeting. CITY OF OTSEGO COUNCIL WORKSHOP March 9, 2009 5:30 p.m. Roll Call: Otsego City Council: Mayor Jessica Stockamp, Councilmember Tom Darkenwald, Councilmember Vern Heidner and Councilmember Dan Scharber. Absent: Councilmember Mark Thorsted. Otsego Staff: City Administrator Michael Robertson, Finance Director Gary Groen and City Clerk Judy Hudson. The workshop was called to order at 5:30 p.m. Staffing Changes: Mike reviewed suggested changes to City personnel and their duties based on Judy Hudson's pending retirement. The Council had the following direction; Planning Commission Minutes - New City Clerk Tami Loff should attend the meetings and take the minutes. Mike said another staffer would then replace Tami at the Park & Recreation Commission meetings and take the minutes. Zoning Questions - All zoning questions beyond the basics shall be referred to City Planner Dan Licht. If Dan is not present a message will be taken and forwarded to Dan. Mike said that Dan will spend additional time at City Hall in order to be more available to residents and staff. Administrative Duties - Mike detailed how the administrative duties currently split by three staff members will be done by two people in the future. He also listed some duties which would be done by the Building Secretary. Office Moves - To maintain enough people at the front counter neither Tami Loff nor Sandy Lindenfelser will change the current locations. Due to the reduction in Building staff Building Official Tim Rochel will move into the main building office. To provide more room for financial records Finance Director Gary Groen will move into the office currently used by the Building Official. City Planner Dan Licht will use Judy Hudson's former office when he is in the City. Mike was directed to bring additional staffing recommendations for to the Budget Workshop on March 16, 2009 at 5:30 p.m. With no further business the meeting was adjourned at 6:21 p.m. Michael Robertson City Administrator OTSEGO CITY COUNCIL MEETING OTSEGO CITY HALL MARCH 9, 2009 6:30 PM 1. Mayor Jessica Stockamp will call the meeting to order. Roll Call: Pledge of Allegiance: 2. Consider agenda approval. 3. Consider the following minutes. 3.1. February 23, 2009 City Council Minutes. 4. Open Forum: (5 minute limit) 5. Consent Agenda. (Non -controversial items). 5.1. Approve Claims List. 5.2. Approve Arbor Creek 1st -4th Addition Reduction of Escrow. 5.3. Approve Final Pay Estimate for Watertower #3. 6. Unfinished Business. 7. Public Works. 7.1. Approve Hydrant Policy. 7.2. Approve Valve Maintenance Policy. 8. Dan Licht, City Planner. 8.1. Tiffany Huebner/Dogue Spot: A. Interim Use Permit to allow a dog kenneling business. 9. Ron Wagner, City Engineer. 9.1. Proposed I-94/Hwy 101 Ramp. 10. Andrew MacArthur, City Attorney. 11. Council Items. 11.1. Appoint Planning Commissioners. 11.2. Review of Personnel Policy. 12. Mike Robertson, City Administrator. 13. Judy Hudson, City Clerk. 14. Adjourn by 10 PM. Open Forum: All comments are appreciated. If you have any questions, comments or information regarding an item not on the agenda, please step forward to be recognized by the Mayor during the "Open Forum" item on the agenda. Please state your name and address for the record. Public Hearing Items: The City Council wants to assure that citizen comments are received at the proper time and place to be most effective. In order for some comments to be legally considered by the City Council they must be presented at a properly noticed public hearing specifically related to a certain issue. This includes comments related to zoning or subdivision applications, public improvement projects, assessments, code enforcement or other issues that are by State law or City Code subject to a hearing process. You may be advised by the City Council and/or the City Attorney to present comments related to the issues listed above at the appropriate forum to assure that your comments are given proper consideration. Consent Agenda Items: Are considered to be routine and non -controversial by the Council and will be approved by one motion. There will be no separate discussion of these items unless a Councilmember, Staff member, or Citizen so requests, in which case the item will be removed from the consent agenda and considered in its normal sequence on the agenda. Information: The City Council has been provided background information for agenda items in advance by staff and appointed commissions, committees and boards. Decisions are based on this information, as well as City policy, practices, input from constituents and a Councilmember's personal judgment. Note: The City Council members and/or City staff may gather at the Rockwoods Bar and Grill, 9100 Quaday Avenue, NE, following the meeting for a purely social event. All members of the public are welcome. The next regular City Council Meeting will be held on Monday, March 23, 2009, 6:30 PM at Otsego City Hall. ITEM 3-'1 OTSEGO CITY COUNCIL MEETING OTSEGO CITY HALL MARCH 9, 2009 6:30 PM 1 Mayor Jessica Stockamp will call the meeting to order. Mayor Stockamp called the meeting to order at 6:31 PM. Roll Call: Mayor Jessica Stockamp, Councilmembers: Vern Heidner, Tom Darkenwald and Dan Scharber. Absent: Mark Thorsted. Staff: Mike Robertson, City Administrator; Judy Hudson, City Clerk/Zoning Administrator; Andrew MacArthur, City Attorney; Dan Licht, City Planner; Ron Wagner, City Engineer; Gary Groen, Finance Director and Kurt Neidermeier, PeopleService. Pledge of Allegiance: Mayor Stockamp led in the Pledge of Allegiance. 2. Consider agenda approval. CM Darkenwald requested to move item 5.2 Approve Arbor Creek 1st -4th Addition Reduction of Escrow to 12.1. Ron Wagner requested to remove item 5.3. Mike Robertson requested to add item 12.2. NSP Grant and CM Darkenwald requested to move item 5.3. to 9.2. CM Heidner motioned adoption of the agenda as amended. Seconded by CM Scharber. All in favor. Motion carried. 3. Consider the following minutes. 3.1. February 23, 2009 City Council Minutes. CM Heidner motioned adoption of minutes. Seconded by CM Darkenwald. All in favor. Motion carried. 4. Open Forum: (5 minute limit) No one appeared on Open Forum. 5. Consent Aqenda. (Non -controversial items). 5.1. Approve Claims List. 5.2. Approve Arbor Creek Is' -4 th Addition Reduction of Escrow. REMOVED 5.3. Approve Final Pay Estimate for Watertower #3. REMOVED CM Darkenwald motioned adoption as amended. Seconded by CM Heidner. All in favor. Motion carried. 6. Unfinished Business. 7. Public Works. 7.1. Approve Hydrant Policy. Kurt Neidermeier, PeopleService, went over the proposed policy. CM Heidner asked about the 8 hour shifts, Kurt said this item could be removed. CM Scharber motioned to adopt the Hydrant Policy eliminating Item S. Seconded by CM Heidner. All in favor. Motion carried. 7.2. Approve Valve Maintenance Policy. CM Heidner motioned to adopt the Valve Maintenance Policy eliminating Item 4. Seconded by CM Scharber. All in favor. Motion carried. City Council Meeting March 9, 2009. Page 2. 8. Dan Licht, City Planner. 8.1. Tiffany Huebner/Dogue Spot: A Interim Use Permit to allow a dog kenneling business. Dan Licht presented the Planner's Report. CM Heidner would like to modify condition 6.b. to 9 AM. Applicant Tiffany Huebner said during the week the dogs would be outside, except on weekends she does start at 8 AM but the dogs don't bark. CM Heidner is concerned that any future kennels would want the same hours. Dan Licht said if complaints are received the City could modify the conditions. CM Darkenwald motioned to approve an Interim Use Permit allowing dog care, training and kenneling at 5600 Queens Avenue, subject to the eight conditions listed in the Findings of Fact. Seconded by CM Heidner. All in favor. Motion carried. 9. Ron Wagner, City Engineer. 9.1. Proposed I-94/Hwy 101 Ramp. Ron Wagner reviewed the meeting he and Dan Licht attended in Rogers last week. Rogers would like Otsego's support for the ramp proposed at I-94 and 101. CM Darkenwald excused himself from the Council discussion and seated himself in audience. Tom Darkenwald, Quaday Ave, commented if the Council did support this project that the letter should also support the proposed Brockton Interchange and the proposed increase from 4 to 6 lanes from Rogers to Monticello which would relieve congestion on 101. Tom Darkenwald also felt the letter should state the expansion of I-94 from 4 lanes to 6 was a higher priority than the Hwy 101 ramp. CM Heidner feels the ramp is a higher priority and would help some congestion from on I-94 by moving traffic thru the area faster. CM Scharber said he is in favor of this ramp. CM Heidner thinks the letter should not include the other two projects as this is what was requested at the meeting and also the other two projects have already been given written support by Otsego. CM Heidner motioned to sign the letter as written. Seconded by CM Scharber. All in favor. Motion carried. Voting For Mayor, CM Heidner and CM Scharber. CM Darkenwald abstained. 9.2. Approve Final Pay Estimate for Watertower #3. CM Darkenwald wanted to know where we stood with this. City Engineer Ron Wagner said they are waiting for the lien waivers before final payment will be sent. 10. Andrew MacArthur, City Attorney. No items. 11. Council Items. 11.1. Appoint Planning Commissioners. CM Heidner motioned to reappoint Pam Black and Richard Nichols to the Planning Commission. Seconded by Mayor Stockamp. All in favor. Motion carried. 11.2. Review of Personnel Policy. Council will set a workshop at a later date. City Council Meeting March 9, 2009. Page 3. 12. Mike Robertson, City Administrator. 12 .1. Approve Arbor Creek 1st -4t" Addition Reduction of Escrow. CM Darkenwald wants to know what is going on in Arbor Creek. City Engineer Ron Wagner reviewed the reduction of escrow recommendation. CM Darkenwald motioned to reduce the escrow for Arbor Creek First Addition by $8,878.70. Seconded by CM Heidner. All in favor. Motion carried. 12.2. NSP Grant. Mike Robertson updated the Council on why Otsego didn't get money for the Elk River Zip Code and he asked if the Council wanted to pursue the matter further. Consensus was not to pursue. 13. Judy Hudson, City Clerk. No items. 14. Adjourn by 10 PM. CM Scharber motioned to adjourn. Seconded by CM Darkenwald. All in favor. Motion carried. Adjourned at 7:51 PM. Mayor Jessica Stockamp ATTEST: -.' Judy Hudson, City Clerk/Zoning Admin. Written by: Tami Loff, Deputy Clerk 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 1 11 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 FILTER: None Name Check Date Check Amt 10100 BANK OF ELK RIVER ELECTRICAL INSTALLATION & M 2/24/2009 $3, PW GENERATOR Paid Chk# 046936 2/24/2009 $95.50 $95.00 RICK KNUTSON 3/17 & 3/18 WORKS Paid Chk# 046937 Paid Chk# 046938 ATSSA ALLIANCE BENEFIT GROUP 2/24/2009 $2,928.61 PPE 2/21/09 CH DTD 2/25/09 Paid Chk# 046939 FORT DEARBORN LIFE 2/24/2009 $867.39 ADMIN - MAR Paid Chk# 046940 ICMA RETIREMENT TRUST 2/24/2009 $648.22 PLAN #304185 Paid Chk# 046941 PUBLIC EMPLOYEES RETIREME 2/24/2009 $4,383.23 #677600 PPE 2/21/09 Paid Chk# 046942 WRIGHT COUNTY RECORDER 2/24/2009 $46.00 OTSEGO AUTOCARE CUP Total Checks $11,981.95 FILTER: None 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 Paid Chk# 046937 2/24/2009 ATSSA E 101-43100-360 Education/Training/Conferences _$95.00 RICK KNUTSON 3/17 & 3/18 WORKSHOP Total ATSSA $95.00 Paid Chk# 046938 2/24/2009 ALLIANCE 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 2/21/09 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# 046939 2/24/2009 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 10 1 -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 2/21/09 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 )tal PUBLIC EMPLOYEES RETIREMENT FD $4,383.23 Paid Chk# 046042 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 ininn BANK OF ELK RIVER Paid Chk# 046943 Paid Chk# 046944 Paid Chk# 046945 Paid Chk# 046946 Paid Chk# 046947 Paid Chk# 046948 Paid Chk# 046949 Paid Chk# 046950 Paid Chk# 046951 Paid Chk# 046952 Paid Chk# 046953 Paid Chk# 046954 Paid Chk# 046955 Paid Chk# 046956 Paid Chk# 046957 Paid Chk# 046958 Paid Chk# 046959 Paid Chk# 046960 Paid Chk# 046961 Paid Chk# 046962 Paid Chk# 046963 'aid Chk# 046964 Paid Chk# 046965 Paid Chk# 046966 Paid Chk# 046967 Paid Chk# 046968 Paid Chk# 046969 Paid Chk# 046970 Paid Chk# 046971 Paid Chk# 046972 Paid Chk# 046973 Paid Chk# 046974 Paid Chk# 046975 Paid Chk# 046976 Paid Chk# 046977 Paid Chk# 046978 Paid Chk# 046979 Paid Chk# 046980 Paid Chk# 046981 Paid Chk# 046982 Paid Chk# 046983 Paid Chk# 046984 Paid Chk# 046985 Paid Chk# 046986 FILTER: None CATCO CENTRAL HYDRAULICS, INC. CHARTER COMMUNICATIONS CHETS SHOES, INC. CITY OF ALBERTVILLE CITY OF MONTICELLO COTTAGE BUILDERS, INC. CROW RIVER FARM EQUIPMEN DAKOTA SUPPLY GROUP DEPT OF LABOR & INDUSTRY DJ'S TOTAL HOME CENTER ECM PUBLISHERS INC XCEL ENERGY XEROX CORPORATION ZIEGLER INC 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 S 3/4/2009 3/4/2009 3/4/2009 3/4/2009 3/4/2009 Total Checks FIRST LAB GREENBERG IMPLEMENT INC. HAKANSON ANDERSON ASSOC HOTSY EQUIPMENT OF MINNES INTERSTATE ALL BATTERY CEN J H LARSON COMPANY JESSICA STOCKAMP LONG & SONS MARK THORSTED MARTIN BENEFIT ADMINISTRAT MENARDS NAPA OF ELK RIVER INC NEWMAN TRAFFIC SIGNS NEXTEL COMMUNICATIONS NORTH STAR PUMP SERVICE NORTHERN TOOL & EQUIPMEN NORTHWEST ASSOC CONSULT OSI ENVIRONMENTAL, INC PAT LAUNDERVILLE PEOPLE SERVICE INC. PLAISTED COMPANIES QWEST RANDY'S SANITATION SCHLUENDER CONSTRUCTION SHERRIE LE HUMAN RESOURC TARGET STORES TERMINAL SUPPLY CO, INC. TOSHIBA AMERICA BUSINESS WRIGHT COUNTY AUDITOR -TRE $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 Paid Chk# 046943 3/4/2009 CATCO E101-43100-220 Repair/Maint Supply (GENERAL) _$5.08 1162420 BATTERY CABLE Total CATCO 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 E 101-41400-390 Contracted Services $119.06 MONTHLY SERVICE Total CHARTER COMMUNICATIONS $119.06 Paid Chk# 046946 3/4/2009 CHETS SHOES, INC. E 101-43100-227 Safety supplies $133.45 254930 SAFETY SHOES -DON MASS $149.60 254931 SAFETY SHOES - BRAD BELAIR E 101-43100-227 Safety supplies 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 aid Chk# 046948 3/4/2009 CITY OF MONTICELLO E 101-42710-390 Contracted Services $718.88 11111 ANIMAL CONTROL 1ST QTR FIRE CONTRACT E 213-42200-390 Contracted Services $5,661.00 11111 Total CITY OF MONTICELLO $6,379.88 Paid Chk# 046949 3/4/2009 COTTAGE BUILDERS, INC. G 701-21878 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 E 101-43100-220 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 - 4/28 & 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 3/4/2009 ECM PUBLISHERS INC E 101-41400-350 Print/Binding (GENERAL) $79.00 287730 LEGAL - PUBLIC HEARING Total ECM PUBLISHERS INC $79.00 Paid Chk# 046955 3/4/2009 FIRST LAB $39.00 77377 RANDOM DOT -PAT LAUNDERVILLE E 101-43100-310 Miscellaneous $39.00 77377 RANDOM HAROLD LEONARD E 250-42410-310 Miscellaneous Total FIRST LAB $78.00 CITY OF OTSEGO 03/04/09 1:19 PM Page 2 *Check Detail Register© MARCH 2009 Check Amt Invoice Comment Paid Chk# 046956 3/4/2009 GREENBERG IMPLEMENT INC. E 101-45200-210 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 0. 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# 046958 3/4/2009 HOTSY EQUIPMENT OF MINNESOTA E101-43100-220 Repair/Maint Supply (GENERAL) $53.55 32724 PRESSURE WASHER PART Total HOTSY EQUIPMENT OF MINNESOTA $53.55 Paid Chk# 046959 3/4/2009 INTERSTATE ALL BATTERY CENTER E101-43100-210 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 Total INTERSTATE ALL BATTERY CENTER $432.18 Paid Chk# 046960 3/4/2009 J H LARSON COMPANY E 101-43100-402 Repairs/Maint Buildingss $68.76 4213296-01 BALLASTS, LIGHTS E 101-43100-402 Repairs/Maint Buildingss $123.76 4214120-01 BALLASTS, LIGHTS Total J H LARSON COMPANY $192.52 Paid Chk# 046961 3/4/2009 JESSICA STOCKAMP E 101-41100-321 Mileage/Travel $99.00 MILEAGE FOR LEAGUE CONF Total JESSICA STOCKAMP $99.00 Paid Chk# 046962 3/4/2009 LONG & SONS E 101-43100-210 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 Total LONG & SONS $1,297.36 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 Paid Chk# 046967 3/4/2009 NEWMAN TRAFFIC SIGNS E 101-43100-393 Sign material purchased _$56.83 TI -0204055 SIGN MATERIAL Total NEWMAN TRAFFIC SIGNS $56.83 Paid Chk# 046968 3/4/2009 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 3/4/2009 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 G701-21896 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 Paid Chk# 046973 3/4/2009 PAT LAUNDERVILLE E 101-43100-360 Education/Training/Conferences $62.95 TRAINING MANUALS Total PAT LAUNDERVILLE $62.95 Paid Chk# 046974 3/4/2009 PEOPLE SERVICE INC. 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 E 101-43100-372 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 3/4/2009 RANDY'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 E 101-41400-106 HR CONSULTING SERVICES _$633.00 101903 HR REVIEW Total SHERRIE LE HUMAN RESOURCES $6 .00 33 Paid Chk# 046980 3/4/2009 TARGET STORES E 101-43100-210 Operating Supplies (GENERAL) $29.87 24560749387 TAPE, BATTERIES E 101-43100-210 Operating Supplies (GENERAL) $14.25 24560749430 CLEANING/OPERATING SUPPLIES E 101-41400-203 Other Supplies _ $77.33 24560865515 COFFEE Total TARGET STORES $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 ITEM 7 - 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 %" 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 9t" 2009 Pur ose 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. 5. 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: 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 0TSEGO 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 3d 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 20-4-25 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 Existing Use North Industrial 1-1 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. 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 hea ring 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 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: Attest: ADOPTED by the Otsego City Council this 91" day of March, 2009. CITY OF OTSEGO By: Jessica Stockamp, Mayor Judy Hudson, Zoning Administrator/City Clerk CITY OF TSEGO ON THE GREAT RIVER ROAD March 9, 2009 To Whom It May Concern: ITEM g_y 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 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. SECTION e 1 SALARY REVIEW Moved O -FIEm A -0e_ See.4 3.1 it shall be the general polie), to review salaries and establish salafy adjustments Em an annual basis effeetive with the fit-st day of januaty in ea(3h year. Uie City AdFAiiiistrater- d quality of thewofk or the demands of thojob deseriptiom. 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 adiustments. 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 mobilit . 39 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 iob 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. 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 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 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. 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 subiect to approval of the City Administrator or City Council. 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 iudgment applied to each travel expense claim. made only with prior approval by the city Administrator. 14 Conferences seminars and schools are not authorized for temporary, part-time. 42 4 Public expenditures to recognize contributions made by employees are part of an Formatted: Bullets 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 lust 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. 5 Public expenditures for appropriate community and customer outreach activities --"" Formatted: Bullets 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: Bullets 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 f--'--- Formatted: Bullets and Numbering 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. 44 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 employees 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 Job. 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 standing. (The City Administraor 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. 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 olitical influence The detiverl of public services to our citizens requires that 46 entertainment exceeding $10.00, or such amount as may be set by state statute. Sec 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 set -vice shall either directly or indirectlgive, render, or pa y money, service or other valuable consideration to any person or on account of or in connection with the test, appointnienL 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 voltmteers 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 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. 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 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 AdministratorG�'�nnod-. Only persons with a need to know of the allegation or its resolution will be made aware of the issue. In addition to notifyinq 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. 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 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 foltowing 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 Formatted from taking action deemed appropriate for a specific offense- gniplayees sjjall be sul�ect to diseiplinai�y action fer failing to fulfill 4wif 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 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. r., the ease e f an Gp1a GTt TflV,P[1g C --C Gw1V:G the xffg t County She i fPs d a repai4wr written; 1 -:Unauthorized uUse of city vehicles, property or equipment for u uthe -ized reasens. 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. + ----- Formatted: Bullets and Numbering f- Formatted: Bullets and Numbering Formatted: Bullets and Numbering X Intentional falsification of personnel records, time reports or other City records or----- f Formatted: Bullets and Numbering reports. X Sleeping on the lob during paid work hours. X Intentional or careless conduct endangering the safety of other employees, including'------ Formatted: Bullets and Numbering 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- - Formatted: Bullets and Numbering ) 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 X Soliciting political contributions from municipal employees and engaging in political'------- Formatted: Bullets and Numbering activities on or with 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. ------i Formatted: Bullets and Numbering Absence from work without prior approval in accordance with this policy or failure to report for work withoutig ving the department head or his/her designee department office 54 descriptions of the types of disciplinary actions: See. G 3.3 r,isoipjinar , Procem > + v sewefo ;.,a.,,otio,,. diseiplin,, aot;on will pro^l e in the following filan er� Oral Rreprimand. 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 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 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. B.Wvitten reprimand. ik vefiaeri feprimandshall state that the employee is being warned - ------ Formatted: Bullets and Numbering for misconduct; describe the misooiiduet' deseribe paqt ....f ons talion by +1, SUSPENSION wMe«< pe=w 56 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 ajgainst the City of Otsego. The Gib, Administfatof -,hall issue fepi-imandst but the City Gouneil must order and approve all dto .at:, Section 5-3.4 Other Disciplinary Actions. may be }i}?pocicaon any employee ....... steps ., .....,.......,,,.....».,..,,.,....,...,, .. ,.,.. A Involuntary Demotion. I .Forced transfer to a comparable position. ------ Formatted: Bullets and Numbering Q.Withholding a salary increase or decreasing the employee's salary or hourly wage. SECTION 5-4 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. el- infowaa ien-"e-City-C-ea+�eil shall deem neeessaf�-: Sr, CTION 7 2 CONFLICT O !NTEREST moved See. 7 2.1 The ,...edi,:t:t ...F t , interest andMr politiea4 infitienee. The delivery of pub! ie Gity employees serupulously avoid an), aetivity whieli suggests sem4ees to ettr eitizens fequires a eonfliet of intef,est that between theif private me st ai d Gity Fespensibilities. Employee.-, riat engage of have fifimieial interest bi any business of the of other City, ai- their- family aetivity whieh membefs, ootild reasonably lead to a eenfliet of interestwith the employee's "Familyshall members" shall be deemed te be the empleyee, the pfimar�, spetise Gity responsibilities. of the empleyee and die parentq, ohildren, and siblings 0 0 emplayee at! spo�tse them. and/or the lineal deseendants of an), of 58 munieip•.1 set„hall either directly of indireetly give, r-ondef,ailymoney, payi- Athp.- uahmhk-, oonsideration to an), person� of on meount of or in oenneotion with the test, appointment, of promotion, f "osed appointment OF PI -0111060H. See, 7 5.1 Offleials under woflEefs' eompensation Eiet. Pefsuafit to Minn. Stat. , Sub.,. n elause 6, the eleeted off:•, ,1,. of the aft"ad those munieipal offieers appointed for Compensation Moved SAFETY A. The City of Otseqo is required 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. See. 7 5.2 Exposure to hazafdous substamees. Afly employee routinely exposed to hazai-detis Suh-tanee.,; or harmful physioal agents Eu, defified in theMianesota Employee Right to Know A, {• 1 983 ( 1 h02 Ch 2 1 � Minn. Stat 1 0'7 6G 1 07 6751 hall he trained hel .•e being or-r�p�r�'C•m•FJ--f�oa, cic.�J, �o, xr 1111x. Stat. �oZ.c�� ivZ.v7 .,"��Ji[ui� oc . .+ �•cro�t.—c+4ZTT� assigned at! feasgigned wofli exposing the employee to sueh substanees of ageiAs afid shall he given training annually theFeaftef. Training shall ifielude an explanation of how and where intbrmation about hazards is stored in thewofk plaee, how the hazards are andwhere to htahi s eifie i..+l,. ration The sheet.,:... (.,r o ffief designated effi ial) shall provide fef su :1, t. f.+.• .....,+ and plia,..e with the "Mim,eseta Employee RiglA to Know A„t of 1(102 u ' regulation,,;. An employee aeting in good faith has the right to fefuse to wofic under eonditions whieli the employee reasonably believes presen! an immitient dangef of death of serious physioal h , to the employee. SECTION 9 L WHIST-LCQi OMIE Q � I Iii9 1 QDD fl CO See• •PufsaantMinn.Stat.• threaten, of otherivise discHminate , against, the City of Otgege will not digeharge,diseipline, of penalize an employee the b See. violation of suspeeted violation of any federal of state , re EHIS 1 - law or fule adopted ptifstiant to law to the City of Otsego of to an), gever-nmental body of law 60 enthreement effieiah� "�-a;,i�- That policy is made part of these policies. regulated as -1# pfi z hem. SECTION 7 O ANT! NEPOTISM POLICY- See. Ots ,'s Anti "otism D cm1'6i'. Ar :tj: f thi s joli;y ..available a4 Otsego City Li�II ...... POLICY PROHIBITING EMPLOYEE POSSESSION OF FIREARMS 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; ------ Formatted: Bullets and Numbering ' • 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. 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 respondinq 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. Violations of this policy are considered a maior work infraction and are subiect to disciplinary action in accordance with the City's discipline procedures policy. CONFIDENTIALITY/DATA PRACTICES POLICY DATA PRACTICES ADVISORY 62 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 ay. PUBLIC PERSONNEL DATA Except for certain employees (i.e. undercover lacy enforcement personnel) the following personnel data is up blit: 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 -disciplinary action 15. work location 16. work telephone number 17. badge number 18. city and eounty 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 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 64 The City Administrator shall assure that access is provided only to the parties listed above. The identity and authority of an individual wlno 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 Ovate data Fees may be charged for providing copies. GENERAL CONTENTS OF PERSONNEL FILES The following information shall routinely be included in an employee's persormel file: 1 data collected for administrative purposes such as job applications resumes change of address forms training or education records veteran's certification eta (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, discipli narL actions. 3 official written correspondence to or from an employee. 4 docnunentation of employment status and benefit Status the latter only if it does not contain any medical information Ap�iropriate 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, except that employees shall be made aware of data entered into their He that relates to disciplune 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 die Finance Department Any documents added or removed 6•om the tiles must be approved b • the ne City Administrator The Cid 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 approlLdate Such staff shall be trained on this policy. 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 patties 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 die dissemination of the information 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 Cih, Administrator, or other bonafide representative of the City, if the individual subiect or subjects of the 66 information on employees. 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: ] vacation leave slips and other time -related records. 2. notes from supervisory coaching and counseling sessions, 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. All original City applications and related hiring documentation performance evaluations reference information doctor's slips and other medical information about employees trust be submitted to the Citv Administrator. The Ci!y Administrator will decide what documents will be mahrtahied in City personnel files consistent with this policespersonnel files maintained b • the City Administrator and authorized Finance Depatlment staff are considered the official City Personnel files. SECTION XX- SEPARATIONS Formatted Formatted RESIGNATIONS Formatted Employees wishinq 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. .SEVERANCE PAY ---------------------------------------------------- Formatted 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 CONTACT/PRESS 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 4 City employees who are assigned a take home City -owned phone will agree to be ------ Formatted: Bullets 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------ Formatted: Bullets and Numbering 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. .INTERNET/E-MAIL POLICY ~ Formatted This policy is intended to describe appropriate uses of City e-mail, voicemail, and Internet 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 purposes. 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 purposes 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 generally 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 pain 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 Because email can easilv 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 Internet 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 I have read and understand the terms of the City 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 Siiature i 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. S. 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. Sr=GTION 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 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 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 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 0:00 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 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. 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 GEC TI0 '10-? 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. D. 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 10-3.6 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 TTS 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. IN 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 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 • 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 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 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 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 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 • 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 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 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. N 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 4. City employees who are assigned a take home City -owned phone will agree to be 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 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. SECTION 21 - INTERNET/EMAIL POLICY 21-1 This policy is intended to describe appropriate uses of City e-mail, voicemail, and Internet systems and consequences for inappropriate use. City e-mail, voicemail, and Internet access is provided for employees and supervisors to efficiently conduct City business. This policy applies to all City employees, including temporary, seasonal, casual part-time and paid -per -call. 21-2 Appropriate Use Defined 21-2.1 These systems are not to be used for personal gain or to support or advocate for non -city -related purposes. 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. 21-2.2 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 generally be considered objectionable material, or any other site that would violate the sexual harassment policy or other personnel policies. 21-2.3 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. 21-2.4 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 checking into web sites and researching information. Internet access, even for legitimate research purposes should be limited to that which is reasonable and necessary. 65 21-4.3 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. 21-4.4 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. 21-5 Consequences of Misuse Abuse of this policy will be grounds for discipline in accordance with the City's Personnel Policies. Misuse of the Internet, e-mail, or.voicemail can be grounds for dismissal, depending on the circumstances. SECTION 22 - CITY VEHICLE USE POLICY 22-1 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. 67 ACKNOWLEDGMENT have read and understand the terms of the City Personnel Policies dated XXX, 2009. 1 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. 69 � � A O w 2 � o 0 O 'o 'm ' Z m y o m z z z m G) cn m 0 aA 0 .:wr. � may: �•. 1t 4,� x:� r �y .41 1 ` mo w.� z o 9�'0 z�rn; a 90- T f KI r . Alk I OEM � r�r� r