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01-26-09 CCITEM 5 -1 CLAIMS LIST CITY COUNCIL MEETING JANUARY 26, 2009 TO: Judy Hudson Attached is the Claims List for the City Council. For more details, please refer to the check detail registers. CLAIMS REGISTER *Amount includes voided checks: 01 -14 -2009 $ 252,178.36* 01 -21 -2009 $ 111,098.48 # 46554 dated 11/19/08 - Pomp's Tire Service for $381.35 # 46721 dated 1/7/09 - CP Telecom for $600.97 PAYROLL 01 -14 -2009 $ 39,269.67 ELECTRONIC PYMTS — JANUARY: Qwest $ 97.85 Centerpoint Energy $ 7,572.34 Dept. of Revenue -Fuel Tax $ 0.00 Dept. of Revenue -Sales Tax $ 0.00 Elk River Utilities $ 1,961.27 Wright - Hennepin $ 11,231.73 Delta Dental $ 1,257.24 Total $ 22,120.43 GRAND TOTAL $ 424,666.94 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 01/14/09 1:52 PM Page 1 *Check Summary Register@ JANUARY 2009 Name Check Date Check Amt 10100 BANK OF ELK RIVER Paid Chk# 046753 CP TELECOM 1/12/2009 $610.09 Paid Chk# 046754 COMDATA CORPORATION 1/12/2009 $87.23 Paid Chk# 046755 POMP S TIRE SERVICE INC 1/14/2009 $381.35 Paid Chk# 046756 ALLIANCE BENEFIT GROUP 1/14/2009 $3,672.25 Paid Chk# 046757 BONESTROO 1/14/2009 $1,219.70 Paid Chk# 046758 G.L. CONTRACTING INC. 1/14/2009 $5,523.67 Paid Chk# 046759 HARDRIVES INC 1/14/2009 $2,006.11 Paid Chk# 046760 ICMA RETIREMENT TRUST 1/14/2009 $648.22 Paid Chk# 046761 KNIFE RIVER CORPORATION 1/14/2009 $68,860.95 Paid Chk# 046762 PUBLIC EMPLOYEES RETIREME 1/14/2009 $4,361.27 Paid Chk# 046763 R.L. LARSON EXCAVATING, INC. 1/14/2009 $57,779.75 Paid Chk# 046764 RICE LAKE CONSTRUCTION GR 1/14/2009 $62,256.19 Paid Chk# 046765 S & K CONTRACTING 1/14/2009 $45, Total Checks $253,160.68 TELEPHONE DRY CLEANING REPLACE CH #46554 - LOST IN MA PPE 1/10/09 CH DTD 1/14/09 EAST WWTF, PHASE 3 194 W/S IMPROVEMENTS PARRISH AVE CURB & GUTTER PLAN #304185 70TH ST IMPR - CSAH 19 TO MACI #677600 PPE 1/10/09 QUADAY AVE LS #1, PHASE 1 WELL #8, PH #2 IMPROVEMENTS QUANTRELLE SS/WTRMN EXTENSION FILTER: None CITY OF OTSEGO 01/14/09 1:54 PM Page 1 *Check Detail Register@ JANUARY 2009 Check Amt Invoice Comment 10100 BANK OF ELK RIVER Paid Chk# 046554 11/19/2008 -- 06WS TIRE SERVICE INC E101-43100-400 Repairs Maint Cont ($94.00) 327591-A VOID CH #46554 - LOST IN MAIL Elol-43100-220 Repair/Maint Supply (GENERAL) ($287.35) 339735-A VOID CH #46554 - LOST IN MAIL Total POMP S TIRE SERVICE INC ($381.35) Paid rkV' E 250-42410-320 Telephone ($300.47) VOID CHECK #46721 E 101-41400-320 Telephone ($150.25) VOID CHECK #46721 E 101-43100-320 Telephone ($150.25) VOID CHECK #46721 Total CP TELECOM ($600.97) 1Sa�iChk# — W6iiY -- fh 2i2666 TELE COM E 250-42410-320 Telephone $305.05 TELEPHONE E 101 -43100 -320 Telephone $152.52 TELEPHONE E 101-41400-320 Telephone $1 - 52.52 TELEPHONE Total CID TELECOM $610.09 Paid Chk# 046754 1/12/2009 --. db66k9 INC E 250-42410-225 Uniforms/Clothing Allowance $87.23 M90013285 DRY CLEANING Total COBORNS INC $87.23 Paid Chk# 046755 1/14/2009 ""P i SERVICE - * E 101-43100-400 Repairs & Maint Cont $94.00 327591 -B REPLACE CH #46554 - LOST IN MA E101-43100-220 Repair/Maint Supply (GENERAL) $287.35 - 339735-B REPLACE CH #46554 - LOST IN MA Total POMP S TIRE SERVICE INC $381.35 Paid Chk# ALLIANCE 6ifhbFffdV0UF E 101-41600-123 Health $77.89 PPE 1/10/09 CH DTD 1/1 4/09 E 101-41400-123 Health $76.94 PPE 1/10/09 CH DTD 1/1 4/09 G 101-21706 Hospitalization/Medical Ins $1,077.02 PPE 1/10/09 CH DTD 1/14/09 E 101-43100-123 Health $238.47 PPE 1110109 CH DTD 1/1 4/09 E 250-42410-123 Health $2,201.93 PPE 1/10/09 CH DTD 1/1 4/09 Total ALLIANCE BENEFIT GROUP $3,672.25 Paid Chk# 46757 1/14/2009 BONESTROO E 432-43256-302 Engineering Fees $1,219.70 163541 EAST WWTF, PHASE 3 Total BONESTROO $1,219.70 Paid Chk# 046758 1/14/2009 G.L. CONTRACTING INC. E 490-49450-530 Improvements Other Than Bldgs $2,761.83 FINAL 194 W/S IMPROVEMENTS E490-49400-530 Improvements Other Than Bldgs _$2,761.84 FINAL 194 W/S IMPROVEMENTS Total G.L. CONTRACTING INC. $5,523.67 Paid Chk# 046759 1/14/2009 HARDRIVES INC E403-43100-530 Improvements Other Than Bldgs $2,006.11 FINAL PARRISH AVE CURB & GUTTER Total HARDRIVES INC $2,006.11 I;i Chk# - 6W7 - 66 - 11T41:iC09 18WKWETREMENT TRUST ro G 101 -21705 Other Retirement $436.00 PLAN #304185 E 101-41400-121 PERA $212.22 PLAN #304185 Total ICMA RETIREMENT TRUST $648.22 Paid — Chk# 04676 1/ 14/2009 KNIFE RIVER CORPORATION E440-43100-530 Improvements Other Than Bldgs $68,860.95 FINAL 70TH ST IMPR - CSAH 19 TO MACI Total KNIFE RIVER CORPORATION $68,860.95 Paid — Chk# -- 6 - 467 - 62 - " --- i - i!4/2oog PUBLIC EMPLOYEES RETIREMENT FD CITY OF OTSEGO 01/14/09 1:54 PM Page 2 *Check Detail Register© JANUARY 2009 Paid Chk# 046763 ' — i 14/2009 R.L CARSON EX CAVATING, INC. E444-43256-530 Improvements Other Than Bldgs $57,779.75 PAY #3 QUADAY AVE LS #1, PHASE 1 Check Amt Invoice Comment G 101 -21704 PERA $2,052.36 #677600 PPE 1/10/09 E 101 -41400 -121 PERA $378.85 #677600 PPE 1/10/09 E 101 -43100 -121 PERA $918.72 #677600 PPE 1/10/09 E 602 -49450 -121 PERA $39.21 #677600 PPE 1/10/09 E 250 -42410 -121 PERA $484.50 #677600 PPE 1/10/09 E 601 -49400 -121 PERA $39.22 #677600 PPE 1/10/09 E 101 -41600 -121 PERA $448.41 #677600 PPE 1/10/09 Total PUBLIC EMPLOYEES RETIREMENT FD $4,361.27 444 SE Utilities Project $120,035.94 Paid Chk# 046763 ' — i 14/2009 R.L CARSON EX CAVATING, INC. E444-43256-530 Improvements Other Than Bldgs $57,779.75 PAY #3 QUADAY AVE LS #1, PHASE 1 Total R.L. LARSON EXCAVATING, INC. $57,779.75 Paid Chk# 046764 1/14/2009 �. RICE LAKE CONSTRUCTION GROUP E 444 -49400 -530 Improvements Other Than Bldgs $62,256_19 PAY #9 WELL #8, PH #2 IMPROVEMENTS Total RICE LAKE CONSTRUCTION GROUP $62,256.19 E414-43100-530 Improvements Other Than Bldgs __ $45,753.90 PAY #2 QUANTRELLE SS1WTRMN EXTENSION Total S & K CONTRACTING $45,753.90 10100 BANK OF ELK RIVER $252,178.36 "und Summary 10100 BANK OF ELK RIVER 101 GENERAL FUND $5,921.42 250 Comm. Dev. & Bldg Safety $2,778.24 403 COLLECTOR RDS (FORMERLY MSA) $2,006.11 414 Revolving Capital Improvements $45,753.90 432 East WWTP Phase 111 $1,219.70 440 West Street Improvements $68,860.95 444 SE Utilities Project $120,035.94 490 194 Industrial Park - W/S PROJ $5,523.67 601 WATER FUND $39.22 602 SEWER FUND $39.21 $252,178.36 CITY OF OTSEGO 01/21/09 10:46 AM Page 1 *Check Summary Register© JANUARY 2009 Name Check Date Check Amt 10100 BANK OF ELK RIVER Paid Chk# 046766 BONESTROO 1/15/2009 $5,260.50 EAST WWTF, PHASE 3 Paid Chk# 046767 101 MARKET 1/21/2009 $4,497.87 INSECT CONTROL Paid Chk# 046768 AIRGAS, INC. 1/21/2009 $32.02 ACETYLENE/OXYGEN /HAZMAT Paid Chk# 046769 AVENET, LLC 1/21/2009 $792.00 2009 EMAIL ACCOUNTS Paid Chk# 046770 BEAUDRY OIL & SERVICES INC. 1/21/2009 $9,277.74 GAS & OIL Paid Chk# 046771 BEVERLY KUMAR 1/21/2009 $100.00 2008 PARK & REC MTGS (10) Paid Chk# 046772 BLACK RON 1/21/2009 $70.00 2008 HERITAGE MTGS (7) Paid Chk# 046773 BRAUN INTERTEC 1/21/2009 $646.75 75TH ST EXTENSION Paid Chk# 046774 CASSADY ROSE 1/21/2009 $90.00 2008 PARK & REC MTGS (9) Paid Chk# 046775 CHRIS WILSON 1/21/2009 $40.00 2008 HERITAGE MTGS (4) Paid Chk# 046776 CITY OF OTSEGO 1/21/2009 $449.67 6480 MASON - IRRIG Paid Chk# 046777 CIVIC SYSTEMS, LLC 1/21/2009 $715.00 1/1/09 - 6/30/09 SUPPORT Paid Chk# 046778 COURI MACARTHUR LAW OFFIC 1/21/2009 $8,322.00 ARBOR CREEK Paid Chk# 046779 DENISE ANDRUSKO 1/21/2009 $90.00 2008 POLICE COMM MTGS (9) Paid Chk# 046780 DINGMAN CONSTRUCTION, INC. 1/21/2009 $40.00 9314 KAGAN - RENTAL RENEWAL RE Paid Chk# 046781 DUANE LAUSENG 1/21/2009 $40.00 2008 PARK & REC MTGS (4) Paid Chk# 046782 DUKE REALTY 1/21/2009 $1,338.99 PROPERTY TAX ABATEMENT Paid Chk# 046783 G & K TEXTILE LEASING SYSTE 1/21/2009 $864.14 UNIFORMS /MATS Paid Chk# 046784 GRAINGER 1/21/2009 $5.91 BULBS Paid Chk# 046785 HEALTH PARTNERS 1/21/2009 $7,891.10 FEBRUARY MEDICAL Paid Chk# 046786 HIGHWAY TECHNOLOGIES 1/21/2009 $119.17 SAFETY JACKETS iid Chk# 046787 HOME ALLIANCE 1/21/2009 $40.00 11458 76TH - RENTAL RENEWAL RE aid Chk# 046788 HOMETOWN MANAGEMENT, INC 1/21/2009 $40.00 7671 PALISADES - RENTAL RENEWA Paid Chk# 046789 INK WIZARDS, INC. 1/21/2009 $31.95 OTSEGO CREST - SAFETY JACKETS Paid Chk# 046790 JANE M THEISEN 1/21/2009 $110.00 2008 POLICE COMM MTGS (11) Paid Chk# 046791 JEFF STIMAC 1/21/2009 $80.00 2008 POLICE COMM MTGS (8) Paid Chk# 046792 JOAN VASSEUR 1/21/2009 $50.00 2008 HERITAGE MTGS (5) Paid Chk# 046793 JOEL TORKELSON 1/21/2009 $90.00 2008 POLICE COMM MTGS (9) Paid Chk# 046794 JOHN HINNENKAMP 1/21/2009 $80.00 2008 POLICE COMM MTGS (8) Paid Chk# 046795 KATHY ROBERTS 1/21/2009 $110.00 2008 PARK & REC MTGS (11) Paid Chk# 046796 KRISTA BEAN 1/21/2009 $90.00 2008 PARK & REC MTGS (9) Paid Chk# 046797 LINDA LEWIS 1/21/2009 $90.00 2008 POLICE COMM MTGS (9) Paid Chk# 046798 MARTIN BENEFIT ADMINISTRAT 1/21/2009 $254.50 JANUARY FEE - FLEX Paid Chk# 046799 MARY SCHMAUS 1/21/2009 $84.18 MILEAGE - PERMITWORK MTGS Paid Chk# 046800 MENARDS 1/21/2009 $7.92 MAINT SUPPLIES Paid Chk# 046801 METRO WEST INSPECTION SVC 1/21/2009 $2,812.50 BLDG INSP SVCS 12/8/08 - 12/31 Paid Chk# 046802 MICHAEL R BRUMM 1/21/2009 $172.42 2008 PARK & REC MTGS (10) Paid Chk# 046803 MINNESOTA UNEMPLOYMENT 1 1/21/2009 $4,288.00 4TH QTR - EMP ACCT # 07993041 Paid Chk# 046804 MSSA 1/21/2009 $35.00 2009 MEMBERSHIP - BRAD BELAIR Paid Chk# 046805 NAGELL APPRAISAL & CONSUL 1/21/2009 $1,200.00 QUANTRELLE AVE SPEC BENEFIT LE Paid Chk# 046806 NORM FRESKE 1/21/2009 $30.00 2008 HERITAGE MTGS (3) Paid Chk# 046807 NORTH AMERICAN SALT COMP 1/21/2009 $2,931.61 SALT /SAND Paid Chk# 046808 OFFICEMAX 1/21/2009 $150.89 OFFICE SUPPLIES Paid Chk# 046809 PAUL FIELDS 1/21/2009 $100.00 2008 POLICE COMM MTGS (10) Paid Chk# 046810 PEOPLE SERVICE INC. 1/21/2009 $44,602.00 MONTHLY SERVICE - FEB Paid Chk# 046811 PETER TORRESANI 1/21/2009 $110.00 2008 PARK & REC MTGS (11) Paid Chk# 046812 RCA BUILDERS INC. 1/21/2009 $1,000.00 7346 LARGE - LNDSCP ESC Paid Chk# 046813 RICE LAKE CONSTRUCTION GR 1/21/2009 $2,980.00 PUMPHOUSE REPAIR/MAINT aid Chk# 046814 ROBERT VANDENBERG 1/21/2009 $80.00 2008 POLICE COMM MTGS (8) aid Chk# 046815 SCHLUENDER CONSTRUCTION 1/21/2009 $300.00 PW SEPTIC PUMPING Paid Chk# 046816 SHIRLEY ISAACSON 1/21/2009 $50.00 2008 HERITAGE MTGS (5) Paid Chk# 046817 STEVE SPRINGER 1/21/2009 $129.95 REIMBURSE FOR SAFETY SHOES Paid Chk# 046818 SUSAN KREKELBERG 1/21/2009 $90.00 2008 PARK & REC MTGS (9) Paid Chk# 046819 UNLIMITED ELECTRIC INC 1/21/2009 $4,392.42 WIRING FOR ELECTIONS Paid Chk# 046820 VERIZON WIRELESS 1/21/2009 $194.46 LAP TOP SERVICE Paid Chk# 046821 WRIGHT COUNTY RECORDER 1/21/2009 $46.00 KLEIN BANK - SHOPPES @ GRC SIT CITY OF OTSEGO 01/21/09 10:46 AM Page 2 *Check Summary Register© JANUARY 2009 Name Check Date Check Amt Paid Chk# 046822 XCEL ENERGY 1/21/2009 $541.95 RIVERPOINTE LIGHTS Paid Chk# 046823 ZIEGLER INC 1/21/2009 $3,019.87 CUTTING EDGES Total Checks $111,098.48 FILTER: None CITY OF OTSEGO 01/21/09 10:46 AM Page 1 *Check Detail Register© JANUARY 2009 Check Amt Invoice Comment 10100 BANK OF ELK RIVER E 432 -43256 -302 Engineering Fees _$5 163728 EAST WWTF, PHASE 3 Total BONESTROO $5,260.50 Paid Chk# 046767 �� 1%21%2009 101�MARKEf�� E 101 - 45250 -440 Recreation Programming $4,490.42 28004 PUMPKIN DAY SUPPLIES E 101 -45200 -210 Operating Supplies (GENERAL) _ $7.45 8898 INSECT CONTROL Total 101 MARKET $4,497.87 Paid Chk# 046768 1/21/2009 AIRGAS, INC. E101-43100-210 Operating Supplies (GENERAL) $32.02 105861162 ACETYLENE /OXYGEN /HAZMAT Total AIRGAS, INC. $32.02. Paid Chk# 046769 1/21/2009 AVENET, LLC E 101 -41400 -390 Contracted Services $216.00 18729 2009 EMAIL ACCOUNTS E 101 -41600 -390 Contracted Services $108.00 18729 2009 EMAIL ACCOUNTS E 602 -49450 -390 Contracted Services $18.00 18729 2009 EMAIL ACCOUNTS E 250 -42410 -390 Contracted Services $180.00 18729 2009 EMAIL ACCOUNTS E 101 -43100 -390 Contracted Services $252.00 18729 2009 EMAIL ACCOUNTS E 601 -49400 -390 Contracted Services __ $18.00 18729 2009 EMAIL ACCOUNTS Total AVENET, LLC $792.00 Y iid E 101 -43100 -202 Gas & Oil $3,299.39 741937 GAS & OIL E 10143100 -202 Gas & Oil $5,978.35 741938 GAS & OIL Total BEAUDRY OIL & SERVICES INC. $9,277.74 Paid Chk# 046771 1/21 /2009 BEVERLY KUMAR - �� E 101 -45250 -100 Wages and Salaries (GENERAL) $ 2008 PARK & REC MTGS (10) Total BEVERLY KUMAR $100.00 E 10145300 -101 Full -Time Employees Regular _ $70.00 2008 HERITAGE MTGS (7) Total BLACK RON $70.00 Paid Chk# 046773 1/21/2009 BRAUN INTERTEC E 403 -43100 -302 Engineering Fees $131.25 301176 75TH ST EXTENSION E 444 -49400 -302 Engineering Fees $515.50 301920 WATER TOWER #3 Total BRAUN INTERTEC $646.75 Paid Chk# 046774 1/21/2009 CASSADY ROSE E 101 -45250 -100 Wages and Salaries (GENERAL) _ $90.0 2008 PARK & REC MTGS (9) Total CASSADY ROSE $90.00 Paid Chk# 046775 1/21/2009 CHRIS WILSON E101-45300-101 Full -Time Employees Regular $40.00 2008 HERITAGE MTGS (4) Total CHRIS WILSON $40.00 Paid Chk# 046776 1/21/2009 CITY OF OTSEGO E 101 -45200 -322 Utilities $3.20 11313 77TH - IRRIG E 101 -45200 -322 Utilities $3.20 6480 MASON - IRRIG E 602 -49450 -322 Utilities $3.20 7551 LANCASTER -WEST WWTF E 602 -49450 -322 Utilities $3.51 7551 LANCASTER -WEST WWTF E 602 -49450 -322 Utilities $9.54 7551 LANCASTER -WEST WWTF E 602 -49450 -322 Utilities $45.05 5850 RANDOLPH - EAST WWTF E 602 -49450 -322 Utilities $378.77 7551 LANCASTER -WEST WWTF E 101 -45200 -322 Utilities $3.20 15501 83RD - IRRIG CITY OF OTSEGO 01/21/0910:46 AM Page 2 *Check Detail Register© JANUARY 2009 Check Amt Invoice Comment Total CITY OF OTSEGO $449.67 Paid Chk# 046777 a 1/21%2009 CIVIC SYSTEMS, LLC� - �� -� E 601 -49400 -390 Contracted Services $357.50 CVC5987 1/1/09 - 6/30/09 SUPPORT E 602 -49450 -390 Contracted Services $357.50 CVC5987 1/1/09 - 6/30/09 SUPPORT Total CIVIC SYSTEMS, LLC $715.00 Paid Chk# 046778 1/21/2009 COURI MACARTHUR LAW OFFICE E 10141700 -301 Legal Services $2,890.50 GENERAL G 701 -22315 RIVERWOOD NATIONAL $247.50 RIVERWOOD NATIONAL E 10141700 -301 Legal Services $67.50 LIQUOR E 10141700 -301 Legal Services $67.50 ZACHMAN E 10141700 -301 Legal Services $82.50 KNISLEY E 10141700 -301 Legal Services $202.50 STORMWATER FEES E 101 -41700 -301 Legal Services $214.50 JAY BROS. G 701 -22349 ARBOR CREEK $247.50 ARBOR CREEK E 44449400 -301 Legal Services $1,363.50 WATER TOWER #3 E 10141700 -301 Legal Services $1,296.00 PERSONNEL G 701 -22394 DUERR PROP $330.00 DUERR CREEK E 10141700 -301 Legal Services $270.00 HOSPITAL DISTRICT E 41443100 -301 Legal Services $297.00 QUANTRELLE W/S - MISSISSIPPI R G 701 -22369 DR H ZIMMER PROP $82.50 ZIMMER FARMS G 701 -21887 OTSEGO AUTOCARE $82.50 OTSEGO AUTOCARE E 60249450 -301 Legal Services $135.00 BIO SOLIDS AGREEMENT E 25042410 -311 Ping & Eng. - 101Traffic Study $445.50 HIGHWAY 101 Total COURI MACARTHUR LAW OFFICE $8,322.00 ""-69h . r.IS- E- A . N .,.D. DR ,-- U .- U , -. Paid Chk# 046779 1/21/2009 ISE E 10142150 -101 Full -Time Employees Regular $90.00 2008 POLICE COMM MTGS (9) Total DENISE ANDRUSKO $90.00 --. �.',.��M w- M - A .,,»..- ,- " ,.�N,.- ,_w_... Paid Chk# 046780 1/21/2009 DINGMAN CONSTRUCTION, INC. R 250 -32140 Rental Inspection Fees $40.00 9314 KAGAN - RENTAL RENEWAL RE Total DINGMAN CONSTRUCTION, INC. $40.00 Paid Chk# 046781 1/21/2009 DUANE LAUSENG E 101 -45250 -100 Wages and Salaries (GENERAL) __ $40.00 2008 PARK & REC MTGS (4) Total DUANE LAUSENG $40.00 Paid Chk# 046782 1/21/2009 DUKE REALTY E 101- 41900 -439 Development incentives $1,338.99 PROPERTY TAX ABATEMENT Total DUKE REALTY $1,338.99 Paid Chk# 0467831/21/2009 G & K TEXTILE LEASING SYSTEM�� E 101 -43100 -225 Uniforms /Clothing Allowance $172.05 1043103615 UNIFORMS/MATS E 101 -41940 -390 Contracted Services $147.48 1043103616 MATS E 101 -43100 -225 Uniforms /Clothing Allowance $62.79 1043108861 UNIFORMS /MATS E 101 -43100 -225 Uniforms /Clothing Allowance $70.21 1043114131 UNIFORMS /MATS E 101 - 41940 -390 Contracted Services $95.70 1043114132 MATS E 101 -43100 -225 Uniforms /Clothing Allowance $107.72 1043893166 UNIFORMS /MATS E 101 -41940 -390 Contracted Services $147.48 1043893167 MATS E 101 -43100 -225 Uniforms /Clothing Allowance $60.71 1043898367 UNIFORMS /MATS Total G & K TEXTILE LEASING SYSTEM $864.14 Paid Chk# 046784 ffi 1121/2009 GRAINGER E 101 -43100 -210 Operating Supplies (GENERAL) $5.91 9818725047 BULBS Total GRAINGER $5.91 CITY OF OTSEGO 01/21/09 10:46 AM Page 3 *Check Detail Register© JANUARY 2009 Cheer Amt Paid Chk# 046785 1/21/2009 HEALTH PARTNERS E 101 -41400 -123 Health $2,026.20 31355214 FEBRUARY MEDICAL E 250 -42410 -123 Health $1,822.00 31355214 FEBRUARY MEDICAL E 101 -43100 -123 Health $2,927.50 31355214 FEBRUARY MEDICAL E 101 -41600 -123 Health _ $1,115.40 31355214 FEBRUARY MEDICAL Total HEALTH PARTNERS $7,891.10 Paid Chk #046786 1%21/2009 HIGHWAY TECHNOLOGIES E 101 -43100 -227 Safety supplies _ $11 65010165 -001 SAFETY JACKETS Total HIGHWAY TECHNOLOGIES $119.17 Paid Chk# 046787 1/21%2009 HOME ALLIANCE R 250 -32140 Rental Inspection Fees $40.0 11458 76TH - RENTAL RENEWAL RE Total HOME ALLIANCE $40.00 Paid 6 88 - 1%21/2009 tt HOMETOWN MANAGEMENT, INC T ___ R 250 -32140 Rental Inspection Fees $40.00 7671 PALISADES - RENTAL RENEWA Total HOMETOWN MANAGEMENT, INC. $40.00 Paid Chk# 046789 1/21%2009 '_INK WIZARDS, E 101 -43100 -227 Safety supplies $25.56 51896 OTSEGO CREST - SAFETY JACKETS E 101 -43100 -227 Safety supplies _ $6.3 51934 OTSEGO CREST - SAFETY JACKETS Total INK WIZARDS, INC. $31.95 aid Chk# 046790 1/21/2009 . JANE M THEISEN -"u - . — -- — E101-42150-101 Full -Time Employees Regular $110.00 2008 POLICE COMM MTGS (11) Total JANE M THEISEN $110.00 Paid Chk# 046791_121/2009 JEFF STIMAC E 101 -42150 -101 Full -Time Employees Regular $ 80_00 2008 POLICE COMM MTGS (8) Total JEFF STIMAC $80.00 Paid Chk# 046792 1%21%2009 JOAN VASSEUR a.._ E 101 -45300 -101 Full -Time Employees Regular - $_50 2008 HERITAGE MTGS (5) Total JOAN VASSEUR $50.00 Paid Chk# 046793 - JOEL TORKELSON E 101 -42150 -101 Full -Time Employees Regular $ 90.00 2008 POLICE COMM MTGS (9) Total JOEL TORKELSON $90.00 Paid Chk# 046794 1/21/2009 JOHN HINNENKAMP_ E 101 -42150 -101 Full -Time Employees Regular $80.00 2008 POLICE COMM MTGS (8) Total JOHN HINNENKAMP $80.00 Paid Chk# 046795 1/27%2009 KATHY ROBERTS H E 101 -45250 -100 Wages and Salaries (GENERAL) $110.00 2008 PARK & REC MTGS (11) Total KATHY ROBERTS $110.00 Paid Chk# 046796 1/21%2609 KRISTA BEAN E101-45250-100 Wages and Salaries (GENERAL) _ $90.00 2008 PARK & REC MTGS (9) Total KRISTA BEAN $90.00 laId Ch k# 046797 1/21/2009 LINDA LEWIS E101-42150-101 Full -Time Employees Regular $90.00 2008 POLICE COMM MTGS (9) Total LINDA LEWIS $90.00 Paid Chk# 046798 1/21%2009 MARTIN BENEFIT ADMINISTRATORS E 101 -41400 -390 Contracted Services $254.50 16322 JANUARY FEE - FLEX CITY OF OTSEGO 01/21/09 10:46 AM Page 4 *Check Detail Register© JANUARY 2009 Check Amt Invoice Comment Total MARTIN BENEFIT ADMINISTRATORS $254.50 Paid Chk# 04046799 1/21/2009 �MARYSCHMAUS E 250 -42410 -321 Mileage/Travel $8 4.18 MILEAGE - PERMITWORK MTGS Total MARY SCHMAUS $84.18 �PaidChk# 046800 1%21%2009 �MENARDS E 101 - 43100 -402 Repairs/Maint Buildingss _ $7 _92 28783 MAINT SUPPLIES Total MENARDS $7.92 Paid Chk# 046801 1%21%2009 — METRO WEST INSPECTION SVC INC. E 250 -42410 -390 Contracted Services $2,812. BLDG INSP SVCS 12/8/08 - 12/31 Total METRO WEST INSPECTION SVC INC. $2,812.50 Paid Chk# 046802 1/21/2009 MICHAEL R BRUMM E 101 -45250 -100 Wages and Salaries (GENERAL) $100.00 2008 PARK & REC MTGS (10) E 101 - 45250 -440 Recreation Programming $72.42 XMAS TREE FOR SANTA DAY Total MICHAEL R BRUMM $172.42 Paid Chk# 046803 1/21/2009 MINNESOTA UNEMPLOYMENT INS E 250 - 42410 -140 Unemployment Comp (GENERAL $4,288.00 4TH QTR - EMP ACCT # 07993041 Total MINNESOTA UNEMPLOYMENT INS $4,288.00 'aid Chk# 046804 1/21/2009 MSSA E 101 -43100 -355 Dues & Memberships _ $35 .00 2009 MEMBERSHIP - BRAD BELAIR Total MSSA $35.00 Paid Chk# 0466805 1121%2009 NAGELL APPRAISAL & CONSULTING .... ---- _ � � � - - -- E 414 - 43100 -301 Legal Services _$ 1,200. 00 15230 QUANTRELLE AVE SPEC BENEFIT LE Total NAGELL APPRAISAL & CONSULTING $1,200.00 E101-45300-101 Full -Time Employees Regular _ $30.00 2008 HERITAGE MTGS (3) Total NORM FRESKE $30.00 E101-43100-372 Salt & Sand $2,9 70303212 SALT /SAND Total NORTH AMERICAN SALT COMPANY $2,931.61 Paid Chk# 046808 1/21/2009 OFFICEMAX E 250 - 42410 -201 Office Supplies and Expenses $93.68 OFFICE SUPPLIES E 101 -41400 -201 Office Supplies and Expenses $57.21 OFFICE SUPPLIES Total OFFICEMAX $150.89 E101-42150-101 Full -Time Employees Regular _$ 100.00 2008 POLICE COMM MTGS (10) Total PAUL FIELDS $100.00 Paid Chk# 046810 1/21/2009 PEOPLE SERVICE INC. E 602 -49450 -390 Contracted Services $30,730.78 14285 MONTHLY SERVICE - FEB E 601 - 49400 -390 Contracted Services $13,871.22 14285 MONTHLY SERVICE - FEB Total PEOPLE SERVICE INC. $44,602.00 Paid Chk# 046811 1/21/2009 PETER TORRESANI E 101 -45250 -100 Wages and Salaries (GENERAL) $110.00 2008 PARK & REC MTGS (11) Total PETER TORRESANI $110.00 Paid Chk# 046812 1/21/2009 RCA BUILDERS INC. E 702 -41400 -310 Miscellaneous $1,000.00 7346 LARGE - LNDSCP ESC CITY OF OTSEGO 01/21/09 10:46 AM Page 5 *Check Detail Register© JANUARY 2009 Check Amt Invoice Comment Total RCA BUILDERS INC. $1,000.00 Paid�Chk # 046813 1%21%2009 RICE LAKE CONSTRUCTION GROUP � � �� E 601- 49400 -400 Repairs & Maint Cont $ 2,98 0 .00 0722 -01 OT PUMPHOUSE REPAIR/MAINT Total RICE LAKE CONSTRUCTION GROUP $2,980.00 Paid Chk# 046814 1/2172009 ROBERT VANDENBERG E101-42150-101 Full -Time Employees Regular $80.0 2008 POLICE COMM MTGS (8) Total ROBERT VANDENBERG $80.00 Paid Chk #k# 046815�1/21/2009 SCHLUENDER CONSTRUCTION�� E 101 - 43100 -322 Utilities $300.00 15509 PW SEPTIC PUMPING Total SCHLUENDER CONSTRUCTION $300.00 Paid Chk# 046816" "121/2009 _SHIRLEY ISAACSON E101-45300-101 Full -Time Employees Regular _$ 2008 HERITAGE MTGS (5) Total SHIRLEY ISAACSON $50.00 E 101 -43100 -227 Safety supplies _ $12 9_95 REIMBURSE FOR SAFETY SHOES Total STEVE SPRINGER $129.95 E 101 -45250 -100 Wages and Salaries (GENERAL) — $90.00 2008 PARK & REC MTGS (9) Total SUSAN KREKELBERG $90.00 Paid Chk# 046819 1/21%2009 UNLIMITED ELECTRIC INC E 101 -41410 -205 Election Supplies $3,934.07 8631 WIRING FOR ELECTIONS E 101 - 43100 -402 Repairs/Maint Buiklingss _$45 8632 HANDICAP DOOR BUZZER AT PW Total UNLIMITED ELECTRIC INC $4,392.42 Paid Chk# 046820 1/21/2009 VERIZON WIRELESS E 250 -42410 -320 Telephone _ $ 194_46 1956612291 LAP TOP SERVICE Total VERIZON WIRELESS $194.46 Paid Chk# 046821 1/21/2009 WRIGHT COUNTY RECORDER -� ..-. E 101 - 41400 -340 Recording Fees $46.0 KLEIN BANK - SHOPPES @ GRC SIT Total WRIGHT COUNTY RECORDER $46.00 Paid Chk# 046822 1/21/2009 XCEL ENERGY E 101-43160-322 Utilities $205.90 RIVERPOINTE LIGHTS E 601 -49400 -322 Utilities $309.47 16575 61ST - WT #3 E 101-43160-322 Utilities $26.58 16501 53RD - 101/36 SIGNAL Total XCEL ENERGY $541.95 Paid Chk# 046823 1/21/2009 ZIEGLER INC�� E 101 -43100 -210 Operating Supplies (GENERAL) $714.59 PCO01120600 CUTTING EDGES E101-43100-210 Operating Supplies (GENERAL) $2,305.28 PCO01120601 CUTTING EDGES Total ZIEGLER INC $3,019.87 10100 BANK OF ELK RIVER $111,098.48 ITEM 5 -2 Otsego Police Commission Minutes December 9, 2008 PRESENT: Jeff Stimac, Jessica Stockcamp, Jane Theisen, Paul Fields, Denise Andrusko, Linda Lewis, John H innankam p, Rob VanDenBerg, Joel Torkelson. Officer — Butch Darsow Meeting called to order at 6:38 p.m. ADGENDA - approved Minutes from Nov 13 — approved with date change OPEN FORUM: No new issues or events to report. OLD BUSINESS: Road Clean up 6 roads suggested: 1 - 80 Street 2 - 83' Street to NE McAllister Ave to NE Nashua Ave 3- 78 4 - Queens Ave NE 5 - Packard 6 - 85 to Jalger Ave NE Vests can be purchased for $9.99 each. Gloves $12.27/100 pair. Garbage bags $66.56/200 bags. Signs 42 "x24" $188.15 each - $1,128.90 for 6. 60 "06" $251.76 each - $1,510.56 for 6. Might cost $4,000 to start up program. Could use the County's Adopt -A- Highway permit/application. Could use the County's Safety Alert/Hazardous Materials warning. Do we need waivers? Meth & Radon informational tents. Went to Perkins, Denny's — no tents left. Agreed we will drop tent distribution and put notices in the Otsego View instead. January is Radon Month — will put in Otsego View. National Night Out Need to start newsletter article asking for donations to be out by Feb 09. City Council Meeting assignments Dec 22 — no meeting Jan 8 — John Next metting January 13 Meeting adjourned 7:42 p.m. ITEM 5 -3 CITY OF OTSEGO PARK & RECREATION COMMISSION MEETING MINUTES December 10, 2008 — 7:00 PM Call to Order: The meeting was called to order at 7:04 PM. Roll Call: Commissioners: Chair Peter Torressani, Rose Cassady, Susan Krekelberg, Christa Bean, Mike Brumm and Kathy Roberts. Beverly Kumar and Duane lauseng were absent. Councilmember: Mark Thorsted arrived 7:20 PM Mayor Jessica Stockamp. Staff. Brad Belair, Public Works Supervisor. Guests: Joe Haux, Rogers Youth Baseball. 1. Agenda Approval: Consensus by all Commissioners to add a Public Forum item to all agendas. Commissioner Bean motioned to amend priority listing of agenda to put Event discussions at the end of agenda. Seconded by Commissioner Krekelberg. Commissioner Torressani motioned to add guest to Public Forum, seconded by Commissioner Krekelberg. All motions carried unanimously to revise agenda. 2. Approval of November 10, 2008 Minutes: Commissioner Cassady motioned, seconded by Commissioner Roberts to approve the minutes. Motion carried 6-0. 3. Public Forum: Joe Haux presented a check for $500.00 from Rogers Youth Baseball Assoc., Inc. He explained they need more fields with chalked lines for older kids, and use of some fields, possibly 2 days a week. Joe Haux will email Supervisor Belair with schedule and base line info. 4. Public Works Update: Supervisor Belair stated City Planner, Dan Licht will bring to January 14 meeting, information on Adopt -A -Park agreement. 4b. Discussion of Infant Swings: Supervisor Belair reported Zimmer Park would replace 2 swings with baby swings. School Knoll Park will need pricing to possibly remove some shrubs because of safety zone issues. Supervisor Belair explained the need for all parks to be ADA Accessible for the disabled. An assessment needs to be done. 4c. Recycle bins for Parks: Supervisor Belair suggested using standard bins and labeling one as a recycling bin. He will keep researching for pricing and can types. 4d. Request for soccer fields: Supervisor Belair will report at the January meeting. 5. Discussion of Community Ed programming: Commissioner Cassady will contact Community Education for January meeting. Commissioner Roberts motioned to table this discussion until next meeting, Commissioner Cassady seconded motion. Carried by all 6 -0. 6. City Update: Mayor Stockamp reported that some positions on the Park and Recreation board were up and voting would be necessary in January. She also reported that the Holiday Inn in Otsego had been sold. 7. Other Business: Commissioner Torressani asked about plowing in Beaudry and Prairie Park for winter activities. Supervisor Belair said School Knoll paths were plowed, but there was no policy to plow park road areas. Main roads plowed first then secondary ones. Formal meeting adjournment: Motioned by Commissioner Krekelberg and seconded by Commissioner Bean to adjourn at 8:06 PM. Motion carried 6-0. 1. Santa Day planning: Supervisor Belair volunteerd to be Santa again. Commissioner Roberts to spend up to $75.00 for pre -lit tree, if possible. Consensus was to authorize spending $200.00 for Christmas decorations at after holiday sales for next year. Supervior Belair and Commissioner Bean to deliver Caer donations. Volunteers to meet at 9:30 AM, day of event. Adjournment: Consensus by all to adjourn meeting at 8:45 PM. Pay Equity Implementation Report ITEM 5_4 -For Department Use Only Send completed report to: Pay Equity Coordinator -- - p Employe � � Postmark Date of Report Department o Em o ee a ations -- - — - - - 200 Centennial Building -- - - - - -- - - 658 Cedar Street (651) 259 -3761 (Voice) I__ _ __._.__�` __________� Jurisdiction ID Number St. Paul, MN 55155 -1603 (651) 282 -2699 (TDD) Part A: Jurisdiction Identification Jurisdiction: Gary Groen Finance Director Jurisdiction Type: CITY Otsego, MN Contact: Consultant Sherrie Le Phone: (651) 770 -7216 Fax: Email: sherriele @yahoo.com Part B: Official Verification 0 The job evaluation system used measured skill, effort responsibility and working conditions and the same system was used for all classes of employees. The system used was: IState Job Match _ 0 No salary ranges/performance differences. F_ ] Leave blank unless BOTH of the following apply: a. Jurisdiction does not have a salary range for any job class. b. Upon request, jurisdiction will supply documentation showing that inequities between male and female classes are due to performance differences. 0 Health Insurance benefits for male and female classes of comparable value have been evaluated and _ ere is a difference - and the maximum sa anes reported include the monthly amount paid by the employer for health insurance 0 [/:] Information in this report is complete and accurate. 0 [V The report includes all classes of employees over which the jurisdiction has final budgetary approval authority. Note: Do not include any documentation regarding performance with this form. 0 An official notice has been posted at: Otsego City Hall (prominent location) informing employees that the Pay Equity Implementation Report has been filed and is available to employees upon request. A copy of the notice has been sent to each exclusive representative, if any, and also to the public library. The report was approved by: Otsego City Council (governing body) Jessica Stockamp (chief elected official) Part C: Total Payroll $1,03 1,532.56 (title ❑ Checking this box indicates e gal si gnature by above official. is the annual payroll for the calendar year just ended December 31. Date Submitted F 01/20/2009 Compliance Report Jurisdiction: Gary Groen Finance Director Contact: Sherrie Le Consultant 01 /20/200 Phone: (651) 770 -7216 The statistical analysis, salary range and exceptional service pay test results are shown below. Part I is general information from your pay equity Report data. Parts II, III and IV give you the test results. For more detail on each test, refer to the guidebook. t. GENERAL JOB CLASS INFORMATION # Job Classes # Employees Avg. Max Monthly Pay per Employee Male Female Balanced Classes Classes Classes 6 9 0 11 9 0 $5,987.91 $4,610.00 All Job Classes 15 20 $5,367.85 II. STATISTICAL ANALYSIS TEST Male Female A. UNDERPAYMENT RATIO = 64.3 Classes Classes a. # at or above Predicted Pay 3 2 b. # Below Predicted Pay 3 7 C. TOTAL 6 9 d. % Below Predicted Pay 50.00 77.78 (b divided by c = d) * (Result is % of male classes below predicted pay divided by % of female classes below predicted pay) B. T -TEST RESULTS Degrees of Freedom (DF) = 18 Value of T = 1.279 a. Avg. diff. in pay from predicted pay for male jobs = -$6 b. Avg. dill. in pay from predicted pay for female jobs = -$203 III. SALARY RANGE TEST = 100.00 % (Result is A divided by B) A. Avg. # of years to max salary for male jobs = 7.00 B. Avg. # of years to max salary for female jobs = 7.00 IV. EXCEPTIONAL SERVICE PAY TEST 0.00 A. % of male classes receiving ESP 0.00 B. % of female classes receiving ESP 0.00 * (if 20% or less, test result will be 0.00) Job Class Data Entry Verific List Gary Groan Finance Director LGID: 1 Case: Otsego Status: Nbr Nbr Class Jobs Min Mo. Max Mo. Yrs to Max Ym of Exceptional Job Class Males Females Type Points Salary Salary Salary Service Service Pay Nbr Title 1 City Adminstrator 1 0 M 483 $6,358.00 $9,401.00 0 O 2 Finance Director 1 0 M 421 $5,403.00 $8,106.00 0 0 3 City Clerk/Zoning 0 1 F 275 $4,260.00 $6,660.00 7.00 0 4 Deputy CKy Clerk 0 1 F 208 $2,960.00 $4,550.00 7.00 0 0 1 F 141 $2,960.00 $4,344.00 7.00 0 5 Receptionist 6 Building Official 1 0 M 393 $4,679.00 $7,127.00 0 0 2 0 M 233 $3,625.00 $5,392.00 7.00 0 7 Bldg Inspector 8 Bldg Permit Clk 0 1 F 173 $2,679.00 $4,307.00 7.00 0 9 Bldg Dept Clk 0 1 F 141 $2,556.00 • $3,241.00 7.00 0 10 Public Work Supt 1 0 M 393 $6,098.00 $7,697.00 0 0 11 Public Wrks Mntc 5 0 M 156 $2,960.00 $4,550.00 7.00 0 12 Finance Asst 111 0 1 F 208 $3,374.00 $5,073.00 7.00 0 13 Finance Asst 11 0 1 F 156 $3,159.00 $4,801.00 7.00 0 14 Special Ucensing Clk 0 1 F 156 $2,679.00 $4,307.00 7.00 0 15 Utllky Billing Clk 0 1 F 156 $2,679.00 $4,307.00 7.00 0 ITEM 5.5 PAY ESTIMATE # 1 CITY OF OTSEGO Remington Coves Wear Course November 13, 2008 Honorable Mayor & City Council City of Otsego 8899 Nashua Avenue NE Otsego, MN 55330 RE: Remington Coves Warranty Work Contractor. Omann Brothers Inc. Contract Amount: $51,574.90 Award Date: September 15, 2008 Completion Date: October 31, 2008 Dear Honorable Mayor and Council Members: The following work has been completed on the above - referenced project by Omann Brothers Inc. Contractor APPROVALS: CONTRACTOR: OMANN BROTHERS, INC. Certification by Contractor. I certify that all items and amounts are correct for the work completed to date. Signed:: / Title: ` f ��Ztrs srvc+ �T Date ENGINEER: HAKANSON ANDERSON ASSOCIATES, INC. Certification glneer. We recom nd payment for Land quantities as shown. Signed: M' Title: 3�1-cr 1 -veeA Date OWNER: CITY OF OTSEGO Title: Date 111=0a8 euwnkAv* twp22=Q27�nPe u PEt txPM Total Schedule "A" yal ozz.su a , ".� "•�� Schedule "A" - WEAR COURSE $51,522.50 $ 78,589.25 $51,522.50 $ 70,559.25 TOTAL $ 75,559.25 Total Work Completed to Date $ 3,529.45 LESS 5% RETAINAGE WE RECOMMEND PAYMENT OF: $ 72.759.79 APPROVALS: CONTRACTOR: OMANN BROTHERS, INC. Certification by Contractor. I certify that all items and amounts are correct for the work completed to date. Signed:: / Title: ` f ��Ztrs srvc+ �T Date ENGINEER: HAKANSON ANDERSON ASSOCIATES, INC. Certification glneer. We recom nd payment for Land quantities as shown. Signed: M' Title: 3�1-cr 1 -veeA Date OWNER: CITY OF OTSEGO Title: Date 111=0a8 euwnkAv* twp22=Q27�nPe u PEt txPM PAY ESTIMATE # 1 CITY OF OTSEGO Remington Coves Warranty Work December 18, 2008 Honorable Mayor & City Council City of Otsego 8899 Nashua Avenue NE Otsego, MN 55330 RE: Remington Coves Warranty Work Contractor. Omann Brothers Inc. Contract Amount: $51,574.90 Award Dale: September 15, 2008 Completion Date: October 31, 2008 Dear Honorable Mayor and Council Members: The following work has been completed on the above - referenced project by Omann Brothers Inc. (Payment for Turf Establishment and Wetland Restoration (Schedules B and C) will be paid In full once vegetation has been substantially establthed as defined by the 2005 MnDOT Standard Specifications 2575.3.M - Turf Establishment. Contractor 12itvmsa s_,munw0 4auepo22i 122771d2277PE _As PEI 2M PM Total schedule "A" iNAbL.I V i Total Schedule "B" LhO l "" s Total Schedule "C" 04.994.ov PAY ESTIMATE # 1 CITY OF OTSEGO Remington Coves Warranty Work Schedule "A' WARRANTY WORK Schedule "B' - TURF ESTABLISHMENT Schedule'C' - WETLAND RESTORATION TOTAL Total Work Completed to Date LESS 5% RETAINAGE WE RECOMMEND PAYMENT OF: APPROVALS: $45.462.10 52.849.00 $3.293.80 $51,574.90 CONTRACTOR: OMANN BROTHERS, INC. Certification by C ogtractor: I certify that all items and amounts are correct for the work completed to date. Signed: Title: ��aLrS ��' Date Lott' I Z12 /0 ENGINEER: HAKANSON ANDERSON ASSOCIATES, INC. Certification b ginear. a re end payment for d quantities as shown. Signed: Tide: A 1-Vey Date �a Am OWNER: CITY OF OTSEGO Signed: Date Contractor $25.841.40 $610.00 $105.00 $20,459.40 $29A50A0 $ 1322.92 $25,133.59 rvuriaN &VA,kv&4* s"WMV7PL* PE2 2m PM Mn /DOT TP- 2184 -02 (5/83) State of Minnesota Department of Transportation CHANGE ORDER #1 Address: 6551 La Beaux Ave NE Location: Remington Coves, Otsego MN ITEM 5 -6 S.P. No. N/A F.P. No. N/A Contract No. N/A In accordance with the terms of this Contract. you are hereby authorized and Instructed to perform the Work as altered by the following provisions: Added additional erosion control blanket at a reduced price ($2.35 1SY vs $5.30 1SY) in place of using mulch and silt fence in newly seeded areas. ESTIMATE OF COST Added Items ITEM NO. ITEM NAME 1 ADD EROSION CONTROL BLANKETS CATE 2 REMOVE SILT FENCE, TYPE MACHINE SLIT 3 REMOVED MULCH MATERIAL TYPE 1 (@ 2 TON /ACRE) - DISK ANCHOR Original Contract Amount hange in Contract due to this Change Order . otal Contract Amount CHANGE IN CONTRACT TIME Due to this change, the Contract Time: 1 S SY $51,574.90 $2,772.60 $54,347.50 Issued by: �` ��` �� G Projec En ' eer Date Approved by: Date Otsego City Official Accepted by: � 1 � � Co o s uthorized Representative Date ❑ is Increased by n Working Days ❑ is Decreased by ❑ Calendar Days ® is not changed. ❑ May be revised if the work affected the controlling operation. S: UWunicipaMot sego22xx\2277\ot2277co1.doc ITEM 6 - Mike Robertson From: Blaine Hackett [blaine @gisrangers.com] Sent: Thursday, January 22, 2009 7:17 AM To: 'Mike Robertson' Subject: Computer Specs Hi Mike Per our conversation here are the specs for the GIS computer and software information. I thought I had Rob's email but apparently I don't. When you forward this to him could you CC me so then I will have his email. Computer — Should be able to get something like this for around $2000 I usually go with Dell computers but that is not a must. If you look at the Dell XPS they have similar specs of what I have written here but Rob can go with whatever brand he feels comfortable with. Processor - Up in the 2.33 Ghz range, Quad Core RAM — 3GB or higher (If you like to change computers every two years 3GB is ok. However if you like to wait longer it may be advisable to go with 4GB, 64bit system) Hard Drive — 30OGB should be plenty. Monitors- I have found that a dual monitor system is very useful and makes us more productive. We usually have several windows open (ArcMap, ArcCatalog, Excel, .etc) and with the added real estate it makes things much better. Graphics Card — Should be separate card not on mother board. Metrox or Radeon are good brands. 256MB minimum, 512MB preferred. Dual monitor capable if that is they way we are going to go. As I mentioned, GIS takes a lot of power. You take the best CAD computer and the best Graphic Design computer put them together and you have a GIS computer that can handle the load. Software - $1250 ArcView from ESRI. Call Sam Klimoski the local government ESRI rep at 651454-0600 ext 8365. The software is usually $1500 but he will get you the discount. I think that I should probably come to the Council Meeting where this is decided upon. From experience I know that people will ask why this is necessary and I should be there to explain. Is that on Monday Jan 26�' - Let me know if you have questions. Blaine Blaine Hackett President, GIS RANGERS 651303-8490 blaineggisrangers.com ITEM 9 -1 CITY OF OTSEGO COUNTY OF WRIGHT STATE OF MINNESOTA ORDINANCE NO. 2009 -01 ORDINANCE AMENDING SECTION 6 OF THE OTSEGO CITY CODE ADDING SECTION 6 -1 -8 ESTABLISHING A CITY STORM WATER FEE FOR ONGOING MAINTENACE AND REPAIR OF THE CITY STORM WATER SYSTEM THE CITY COUNCIL of the City of Otsego, Wright County, Minnesota ordains as follows: SECTION 1. Section 6 of the Otsego City Code is hereby amended to include a new Section 6 -1 -8, STORM WATER FEES as follows: STORM WATER FEES. There is hereby established a fee for City Storm Water services. Said fee is authorized by Minnesota Statute 444 and is to be to be uniformly applied across the City and is based upon the estimated amount of impervious surfaces for certain lots as well as the expected discharge of storm water from a particular parcel based upon its use. The purpose of the fee is to pay for costs incurred by the City for implementation of statutorily required storm water programs, for required capital improvements to the overall system, required inspection of the system and replacement and repair of the system. The City finds that these programs, repairs, maintenance and improvements benefit all properties in the City but that such benefit is not equally realized by all properties, nor do properties contribute to overall storm water flow equally. In order to provide for as equitable a system as possible, the City fee is hereby established based upon a variation of the Rational Method as outlined in the Fee Study prepared for the City by Hakanson Anderson and Associates dated December 8, 2008. The Rational Method adopted is a variation of a formula taking into account the averaged runoff coefficient of certain classes of properties, the average area of parcels within each class and the intensity of use of that parcel as set forth in the report listed above. The study identifies three general classes of properties based upon use by zoning designation, residential uses, commercial and industrial uses, and agricultural uses. Based upon the formula, the entire City was evaluated to determine the number of parcels in each designated zoning district. The composite C values (runoff coefficient) were adjusted by the average area of parcels within each respective district in order to determine proper allocation of costs between different kinds of lots. The final allocation of costs represents the area adjusted C value for a particular parcel as a percentage of the overall sum of area adjusted C values for the entire City. Operation of the formula above results in a fee per parcel to be charged to existing parcels within the City as their fair share of the costs incurred by the City. The basic formula will be recalculated yearly and included in the City fee ordinance in order to account for ongoing changes in lot size and use and changes in zoning designation. The formula may be amended from time to time by amendment to this ordinance. The fee is for the purpose of paying for the ongoing review, monitoring, repair, maintenance and improvement of the existing City storm water infrastructure. The City may include in the fee any and all costs incurred relative to storm water drainage within the City no matter how said fees are categorized, or may choose to pay portions of the fee from the general levy or other funding sources. Nothing in this ordinance is to be construed as a limitation on the City's ability to allocate or reallocate the costs herein to this fee or to other funding sources from year to year. Administrative costs for collection of the fee may be added to bills as an additional charge. The fee shall be administered by the City Utility Department and shall be billed or charged to residents on a regular basis as determined by the Utility Billing Department. SECTION 2. This amendment shall become effective upon its passage and publication according to law. ADOPTED by the Otsego City Council this _ day of January, 2009. CITY OF OTSEGO Jessica Stockamp, Mayor Judy Hudson, City Clerk ITEM 77_7 MEMO Date: January 22, 2009 To: Mayor & Council From: City Administrator Mike Robertson Re: NSP Grant Application I have enclosed a copy of the Neighborhood Stabilization Program (NSP) grant application. This application has to be approved by the City Council before submittal. The application has not been completed pending approval of the Council. Scott Knudson of Community Partners will complete the application upon approval of the City Council. I have also enclosed some of the material we have generated, along with definitions of some of the parts of the application. I have also enclosed some of the discussion I have had with some of the consultants working on this application. This has been a difficult process since at least once a week Minnesota Housing has either made a revision to the application, a change to one of the terms or changed the definition of part of the application. In addition, as you will see, some parts of the application don't really fit Otsego. Otsego Neighborhood Stabilization Program Application Applicant: City of Otsego Application Pool: Zip Code area within high -need County Application Area: Zip Code area 55301, within the corporate limits of the City of Otsego Target Area: One to three defined neighborhoods (subdivisions) Targeted Properties: $ "half built" houses that are substantially complete but have never been issued an occupancy certificate? $ Vacant houses that have sustained damage as a result of their vacancy, which makes the houses unsuitable for habitation until the damage has been corrected - this may include extensive water damage from broken pipes, mold growth, or other similar problems $ Only targeted houses that meet the HUD definitions for "foreclosed" and/or "abandoned" will be eligible to participate. Stabilization Strategy: Otsego believes that the targeted houses represent a "market destabilizing" influence within the targeted neighborhoods. Houses that have never completed construction create a blighting influence through property abandonment and deterioration within the neighborhood. Similarly, houses that have been completed but are unsuitable for habitation due to later damage caused by vacancy, such as damage from water, mold growth, etc., also represent a blighting influence on the surrounding property. Since these homes cannot be occupied until the construction is completed or the damage is corrected, there is no near -term possibility that the blighting influences will be removed. The removal of these blighting influences is therefore the primary strategy to stabilize these targeted neighborhoods. When these houses are made suitable for occupancy, sold and re- occupied, it will have a positive impact on the neighborhood. It will also lower the inventory of available houses, resulting in greater stability in the values of neighboring homes in Otsego. Within the targeted neighborhoods there are also vacant, foreclosed homes that exist. However, these properties have completed construction, are not known to be damaged and are therefore considered suitable for occupancy. While these homes also represent a problem for the neighborhood, Otsego believes that these homes represent a "market correction ", and not a market destabilizing influence. As prices for these houses drop, or as the larger regional housing market improves, these homes will return to productive use without the direct intervention of the City. NSP Program Activities: $ Financing Mechanisms in the form of Construction Financing - Construction financing will be made available to the owners of foreclosed properties that have not completed construction, defined as homes where a certificate of occupancy has not yet been issued by the City of Otsego. The construction financing will be in the form of a 0% interest, deferred payment loan. The amount of the loan will be negotiated directly with the property owner, depending on the specific construction- related items that need to be completed on the specific property. The amount of the construction loan cannot exceed $50,000, unless directly approved through special consideration by the City Council. Requests that exceed $50,000 in construction financing can be considered if the higher loan amount will meet the objectives of the Neighborhood Stabilization Program. The City will record a mortgage for the construction loan, and will use the mortgage as the means to assure that final sale of the property to an end -buyer is in compliance with the goals of the Program. In exchange for the construction financing, and the availability of gap financing assistance, the property owner must agree to the following provisions: $ The owner's proceeds from the end sale price will represent a discount of at least 10% of the after -rehab appraised value of the property $ The home can only be sold to households at or below 120% of the median income level $ Purchase and Rehabilitation - To assure that the income targeting goals of the Program are met, and that the appropriate percentage of NSP funds benefit households below 50% of the median income level, the City of Otsego will acquire and rehabilitate at least two of the targeted properties. Rehabilitation may represent completion of half -built houses, or it may represent repairs to the property, where water damage, mold growth, or similar problems have made the houses uninhabitable. It will be the goal of the City to sell the homes following rehabilitation to income - qualified buyers, earning less than 50% of the median income level. To assure that the buyer can afford to purchase the home, `gap financing' will be made available, to bridge the gap between the mortgage that the buyer can afford, and the sale price of the home. In the event that no suitable buyers emerge for the homes, the City will work with the Wright County HRA to place an income - qualified household with a Housing Choice Voucher in the City-owned property. The rent for the unit will not exceed the applicable Payment Standard/Fair Market Rent used by the Voucher Program. Any property acquisition completed by the City will $ Financing Mechanisms in the form of Buyer Assistance/Gap Financing - Since all NSP funded activities must benefit households earning 120% or less of the median income level, and at least 25.4% of the funds must benefit households at or below the 50% of median income level, Otsego will provide home buyer assistance to income- qualified households for the purchase of homes assisted in this program. Gap financing will be in the form of a 0% interest, deferred payment loan. The repayment provisions of the deferred payment loan will be consistent with the federal requirements of affordability under the NSP Program. $ Demolition - The City of Otsego does not anticipate any demolition of houses. However, since some of the targeted properties have been damaged by water and/or mold growth, it is possible that the extent of the damage may mean that it is not cost - effective to repair the home. In these cases, demolition will be considered as an alternative. $ Relocation - Since the targeted properties are not suitable for habitation, no relocation assistance is anticipated. In the unlikely event that a targeted property is occupied, relocation assistance consistent with the Uniform Relocation Act will be provided. Leveraged Funds - Two primary sources of leveraged funds have been identified: $ Down Payment Assistance - All of the households assisted through the Program will have incomes at or below 120% of the median income level, with at least two households having incomes below 50% of the median income level. These moderate to lower income households will be able to qualify for down payment assistance programs to help them purchase a home. Down payment assistance may be offered through various sources. Otsego has identified assistance from the Greater Minnesota Housing Fund and has secured a commitment of $ funds for down payment assistance from this source. Other possible sources include the Central Minnesota Housing Partnership. $ Traditional Home Mortgage Programs - It is the goal of this Program to successfully sell the houses to income - qualified buyers. In order to purchase these homes, the end - buyer will secure traditional mortgage financing. The Program is prepared to provide gap financing assistance to bridge the gap between the end - buyer's available resources and the sale price of the home. However, traditional mortgage financing will generally represent the majority of the funds in the final purchase transaction. Other Program Details $ Rehabilitation Standards - The City of Otsego will use its adopted Building Code as its rehabilitation standard. The Building Code meets or exceeds the requirements of the HUD Housing Quality Standards. Most of the targeted properties in this Program are half -built structures that were never issued a final occupancy certificate. $ Program Income - Any program income that is generated during the time the Program is in operation will be used for additional Program activities as defined above. Any Program income that is re -used will comply with the income targeting requirements defined by HUD. Any program income generated after the Program has been completed will comply with the HUD requirements. $ Program Partners - Since the goal of the Program will be to sell all assisted properties to income - qualified households, the City of Otsego will partner with the Central Minnesota Housing Partnership for home ownership training and counseling requirements. $ Program Administration - The City of Otsego will perform the financial management and record keeping for NSP grant funds. The City will contract with Community Partners Research, Inc., for assistance with HUD grant management requirements. The City will utilize 8.8% of the initial grant award for program administration. The City may use up to 10% of any program income for administration, as needed. $ Relocation - The Otsego program will target homes that are not currently suitable for habitation, either because construction was never completed, or because significant damage has occurred after they were vacated. As a result, no residential relocation will be required. $ Green criteria for rehab $ Marketing Plan - could it be done in conjunction with area employers? $ Sustained affordability plan HUD Program Requirements $ Labor Standards - Federal labor standards will not apply as all participating properties will be individual, single family homes. $ Minority and Women -Owned Business Requirements - The rehabilitation activity for half -built homes and vacant houses that have sustained damage will be. promoted to minority and women -owned contractors. $ Fair Housing Plan - If selected for funding, the City will prepare and adopt a Fair Housing Plan. $ Limited English Proficiency Standards - According to the Census Bureau ... $ Environmental Requirements - A tiered environmental review will be completed, once participating properties have been identified, the appropriate environmental clearances will be obtained. Mike Robertson From: Scott Knudson [scoftknudson @msn.com] Sent: Wednesday, January 21, 2009 10:33 AM To: Mike Robertson Subject: Re: another attempt A few answers: No this isn't the entire application, just an outline summary - I do not want to proceed with more writing until we are sure that we have a worthwhile application concept. Specifically: 1. We do need dollar amounts, and soon 2. I will use the term certificate of occupancy, and this should be a good definition of what is a half -built house. On a related note - as soon as possible I need to have the addresses or parcel numbers of some or all of the targeted houses that are either half -built or appear to have significant damage. 3. I don't want to do purchase /rebab either, but after the last MHFA meeting I am very concerned about an assurance that the low income benefit requirements are met. There may be other ways to achieve the benefits, but I fear that unless the City owns and sells some of these houses to low income people, we can never be sure that a private owner will comply, and if they don't then the City may have to repay the money to HUD. This needs some further brainstorming. 4. If a local bank is active in mortgages, and would be willing to be a partner in this program, it would probably make things easier. The final sale of these houses may be somewhat non - traditional, and the more we can get the lender involved, the better. Do you have any locals that we can tap? 5. It is blank because until we set a budget, we don't know how much has to be set -aside for low income participants. I am assuming that we will multiply the number of low income owners times $15,000 in down payment to fill in this blank. 6. Are you fluent in Spanish? We should have some sort of agreement, but I was waiting to see what kind of progress we were making before advancing something formal. On a related topic, I believe that we will need some approvals from your Council concerning submission of the application, signing of the certification form, etc., unless that power has been designated to you. Is there a Council meeting before these apps are due? Scott Mike Robertson wrote: > Scott, > The application looks good I have some suggested changes listed below. > Is this actually all of it? Everyone has made this sound as if there > was so much in it I'm surprised it isn't 50 pages. 1 > 1. You have a bunch of dollar signs in the document. Do we have to > determine the amount of money going into each area in advance? > 2. Under Targeted Properties you have a good generic description of > half built houses but the underlined phrase should be "certificate of occupancy ". > 3. I don't know if the Purchase and Rehabilitation section should be > in there because we don't want to purchase anything. If it has to be > listed that way to include the rehabilitation part that's fine. > 4. When I look at the Financing Mechanisms section I wonder if I need > a local bank to be involved in this. > 5. Under Down Payment Assistance is the blank supposed to be how much > money we are asking for? > 6. Under Limited English Proficiency I ma not aware of any non - english > speakers in the community. The figures from the 2000 census do not > identify any. The statements from MN Housing seem to suggest if you > don't put anything down in this area they will think we are lying. If > necessary you could list Spanish in this section and I will translate > for any Spanish speakers. > Do you need anything else from me? Shouldn't the City have some sort > of agreement with Community Partners? > Mike Robertson 2 Mike Robertson From: deanna [deanna @cmhp.net] Sent: Tuesday, January 20, 2009 1:33 PM To: Mike Robertson Subject: RE: More questions /clarifications. Mike, On the mortgage foreclosures that have started, you would look in the paper and at the County Sheriff's department. You do not have to use that definition if you do not want to. If you don't use it, please provide me with your definition. Thanks, Deanna - - - -- Original Message---- - From: Mike Robertson [mailto:mike@ci.otsego.mn.us] Sent: Tuesday, January 20, 2009 10:01 AM To: 'deanna' Subject: RE: More questions /clarifications. Mike, I have copied the Questions and put * * ** by the additional question or clarification that I need. Please let me know as soon as possible. Thanks, Deanna 1) What is the size of the target area (number of blocks I have the actual boundaries from a previous e- mail)? THE STREETS OF THE NEIGHBORHOOD IN QUESTIONS ARE CURVILINEAR AND DO NOT LEND THEMSELVES EASILY TO STANDARD BLOCKS. IF YOU NEED A NUMBER USE 13. * ** *Another question: What is the name of this neighborhood? What are the street boundaries (example: North boundary of ABC Street; West boundary of 123 Avenue, etc.) THE NEIGHBORHOOD IS CALLED RIVERVIEW NATIONAL. IT IS BOUNDED BY KADLER AVENUE ON THE WEST, COUNTY ROAD 39 ON THE NORTH, KAHLER AVENUE ON THE EAST, AND FARMER'S FIELDS TO THE SOUTH. IF YOU THINK MN HOUSING CAN'T HANDLE FARMER'S FIELDS AS A BOUNDARY, USE 87TH STREET INSTEAD. Mike, I have a few more questions for you on the answers you gave me previously. This will help to include you in on the Monticello application. 2) How many residential properties (Owner occupied and rental) in the target area? 180. * * ** I think you stated there were 2 rental properties ? ?? YES. THERE ARE TWO PROPERTIES WITH RENTAL LICENSES. 3) Number of Sheriff sales for 2006? 2007? 2008? I ONLY KNOW 2008, ITS 23. * ** *Please contact the Sheriff Department to get these figures? 1 I WILL CONTACT THEM. 4) Number of properties abandoned (using HUDs Definition) If you used another method - please let me know what it is? I ESTIMATE THAT 30% OF THE HOUSING UNITS ARE CURRENTLY UNOCCUPIED. * ** *Are you using HUD's Definition or your own? What is your definition (I have attached HUD's). "Abandoned - a home is abandoned when mortgage or tax foreclosure proceedings have been initiated for that property, no mortgage or tax payments have been made by the property owner for at least 90 days, AND the property has been vacant for at least 90 days." I HAVE NO IDEA WHETHER OR NOT MORTGAGE FORECLOSURE PROCEEDINGS HAVE STARTED. WHERE WOULD I FIND THIS INFORMATION? Deanna Hemmesch Community Development Director Central Minnesota Housing Partnership 810 West St. Germain Street Ste 303 St. Cloud, MN 56301 (320) 259 -0393 Fax (320) 259 -9590 2 Mike Robertson From: deanna [deanna @cmhp.net] lent: Wednesday, January 14, 2009 12:13 PM to: mike @ci.otsego.mn.us Subject: Resale or Recapture Here is the difference. RECAPTURE: You would have a repayment agreement signed at closing by the homebuyer. The repayment agreement would state that this is a 0% deferred loan and you can forgive it 1/10 or 1/15 each year (loan terms depend on the amount of federal subsidy that they receive 1/10 for a 10 year loan would be fore homebuyer receiving more than $15,000 in funding but less than $40,000 in funding. 1/15 would be for a 15 year loan for homebuyers receiving more than $40,000 in federal subsidy). This in essence would become a grant if they stayed in their home for 10 to 15 years. However, anytime that original homebuyer transfers ownership within those 10 to 15 years - that prorated portion has to be paid back. The City will get the money if sold within that 4 year span to use as down payment or rehab assistance again. However, after that - the City will have to return the funds to the Treasury. PRO's: It is a forgivable loan so it provides an incentive for people to stay in their home longer. It is free money for the most part to the homebuyer. No restriction on who you can sell the house to. This loan can in some instances be assumed by a new buyer - but can be tricky. When the homeowner wants to sell, they can sell it to anyone interested. CON's: Someone has to figure out the resale formula every time one of the homes sells. The 7ity has to separately track the funding (it is considered program income). The City will .lave this responsibility for the next 10 to 15 years - until all loans have been forgiven. RESALE: You would have a covenants and restriction that run with the land in this case recorded at the county at the time of closing. This would mean the same 10 to 15 year restrictions are on the land and do not run with the homebuyer. When the homebuyer wants to resell this house, they can only sell it to an eligible buyer (someone at the 120% of 50% Area Median Income (AMI)). PRO's: The funding is then a grant to the homebuyer right away and can be easier to sell to the first homeowner. It is easier to track and administer throughout the 10 to 15 years. CON's: It may be harder for the City to sell this program to someone who is looking at purchasing this home as an investment - they are restricted to who they can sell the house to when it comes times to sell (for at least the 10 to 15 year term). The second homeowner does not see any benefit from the original funding put into the property and the first homeowner can walk away with a rather large investment. Deanna Hemmesch Community Development Director Central Minnesota Housing Partnership 810 West St. Germain Street Ste 303 St. Cloud, MN 56301 '320) 259 -0393 rIax (320) 259 -9590 1 Neighborhood i i Program (NSP) Application i A. Applicant Information Proposal Name Name of Applicant / Organization Address Contact Person Address Contact Person Contact Person E -Mail Contact Person Telephone Number Contact Person Fax Number Applicant's State ID Number Applicant's Federal ID Number Organizations DUNS Number 1. Type of organization: a. ❑ NSP entitlement city or county b. ❑ County or city that administers CDBG funds directly c. ❑ Other local unit of government that administers CDBG funds directly (e.g., HRA, CDA, PHA) 2. Do you have experience administering CDBG funds? 3. Will you be contracting with an experienced CDBG administrator? a. If yes, provide the following information: i. Contract contact person ii. Contract contact person address iii. Contract contact person email _ 4. What pool are you applying for? a. ❑ High Need Zip Code (Table 4a or 4b from NSP Action Plan) ❑ Yes ❑ No ❑ Yes ❑ No i. List zip code(s) and the estimated amount of NSP funds to be used in each zip code: ii. List targeted neighborhood/ area: iii. For applicants in non -NSP entitlement areas, describe coordinated efforts to share your stabilization plan with other units of local government in affected zip codes: Revised 1 -5 -2009 b. ❑ High Need County Pool (Table 5 from NSP Action Plan) i. List targeted neighborhood/ area: 5. How will you administer state NSP funds? a. ❑ Directly administer all funds b. ❑ Sub -grant all funds to local subrecipients c. ❑ Combination of direct administration and sub - granting to local subrecipients B. Definitions and Requirements 1. Definitions: a. Define blighted structure and indicate if this is your local jurisdiction's definition or Minnesota Housing's. 2. Housing rehabilitation/ development standards: a. In addition to required Minnesota Housing's standards, please list applicable housing standards for your program: ❑ Local (provide a copy as an attachment) ❑ HQS ❑ Other 3. Please describe the procedures you have in place to monitor the discount of 5% for each individual property purchased and a minimum average discount of 15% for all properties acquired. 4. If undertaking an activity that results in homeownership: a. Who will provide the homeownership education prior to purchasing a home? b. How will you pay for this activity? c. How will people be referred to the provider? d. Outline the process for ensuring that homebuyers obtain a mortgage loan from a lender who agrees to comply with the bank regulators guidance for non - traditional mortgages. 1. How will NSP funds be used to maximize impact in the neighborhood stabilization area? Answer all applicable questions. Revised 1 -5 -2009 a. Describe the geographic boundaries of the neighborhood area delineated under the High Need Zip Code Pool request. Describe why you chose these activities as a way to maximize impact? b. Describe the geographic boundaries of the neighborhood area delineated under the High -Need County Pool request. Describe why you chose these activities as a way to maximize impact? 2. Summarize in the chart below the estimated number of units and households to be served with the funding request. b. High Need County: 4. Complete the Activity Worksheets (Attachment A) for each activity for which funds are requested. A. Direct Experience with Federal Funds Revised 1 -5 -2009 3. How will you target 25.4% of NSP resources to households earning 50% of AMI or less? Provide information based on which pool funds are requested from (or both): a. High Need Zip Code: 1. Describe overall experience administering CDBG funds or other federal funds (if sub - contracting list experience of that entity). a. Describe who will be responsible for implementing Davis -Bacon requirements, the applicant or another entity? i. Provide a brief resume (bullet points) and highlight the qualifications of the person responsible for implementing Davis- Bacon. c. Attach your affirmative fair housing marketing plan. d. Describe significant populations with limited English proficiency and the plan for informing these populations of resources available through the NSP program. e. Attach certification form. (Attachment C) f. List individuals/ organizations that will be responsible for ensuring compliance with the proposed program: Federal Program Administration / Uniform Relocation Act Davis Bacon Labor Standards Environmental Review Certifying Officer Lead Risk Assessments and Inspections Property Standards Inspections Energy Audits Other: B 1. Experience - High Need Zip Code Pool Complete Section 131 if requesting funds from the High -Need Zip Code Pool 1. For state subrecipients that will undertake activities directly: a. Identify collaborating partners to complement and supplement expertise in the neighborhood stabilization strategy and/or to enhance capacity to execute the strategy. Be specific about the partner role in the overall stabilization strategy and within the specific activities for which funding is requested. b. Describe past experience for each proposed activity for which funding is requested. c. Provide an analysis of current housing activities underway or in the pipeline. How will additional activity be managed? d. Describe historical capacity in terms of number of units developed/ rehabbed on an annual basis and any enhancements to capacity to undertake additional NSP activities (for example, hiring or contracting with additional staff). e. Describe the monitoring plan to ensure accurate and timely quarterly reporting to Minnesota Housing on sub - grantee activities. Revised 1 -5 -2009 2. For state subrecipients that will sub -grant NSP awarded funds to local subrecipients: a. Have you selected local subrecipients? i. If yes, list which local subrecipients have been selected on a per activity basis. Include information on how the capacity of local subrecipients to undertake development activities was evaluated. ii. If no, describe the process and timeline to identify local subrecipients. Include information on how the capacity of local subrecipients to undertake the development activities will be evaluated. iii. Describe local subrecipient enhancements to capacity needed to undertake additional NSP activities (for example, hiring or contracting with additional staff). b. How will local subrecipients complement and supplement expertise in the neighborhood stabilization strategy and/or to enhance capacity to execute the strategy. Be specific about the local subrecipient role in the overall stabilization strategy and within the specific activities for which funding is requested. c. Describe past experience as an administrator of funds to local subrecipients. L Describe mechanisms to ensure compliance with federal funding requirements. d. Describe the monitoring plan to ensure accurate and timely quarterly reporting to Minnesota Housing on local subrecipient activities. B2. Experience - High Need County Pool Complete Section B2 if requesting funds from the High -Need County Pool 3. For state subrecipients that will undertake activities directly: a. Identify collaborating partners to complement and supplement expertise in the neighborhood stabilization strategy and /or to enhance capacity to execute the strategy. Be specific about the partner role in the overall stabilization strategy and within the specific activities for which funding is requested. b. Describe past experience for each proposed activity for which funding is requested. c. Provide an analysis of current housing activities underway or in the pipeline. How will additional activity be managed? d. Describe historical capacity in terms of number of units developed/ rehabbed on an annual basis and any enhancements to capacity to undertake additional NSP activities (for example, hiring or contracting with additional staff). e. Describe the monitoring plan to ensure accurate and timely quarterly reporting to Minnesota Housing on sub - grantee activities. 4. For state subrecipients that will sub -grant NSP awarded funds to local subrecipients: Revised 1 -5 -2009 a. Have you selected local subrecipients? i. If yes, list which local subrecipients have been selected on a per activity basis. Include information on how the capacity of local subrecipients to undertake development activities was evaluated. ii. If no, describe the process and timeline to identify local subrecipients. Include information on how the capacity of local subrecipients to undertake the development activities will be evaluated. iii. Describe local subrecipients enhancements to capacity needed to undertake additional NSP activities (for example, hiring or contracting with additional staff). b. How will local subrecipients complement and supplement expertise in the neighborhood stabilization strategy and /or to enhance capacity to execute the strategy. Be specific about the local subrecipient role in the overall stabilization strategy and within the specific activities for which funding is requested. c. Describe past experience as an administrator of funds to local subrecipients. i. Describe mechanisms to ensure compliance with federal funding requirements. d. Describe the monitoring plan to ensure accurate and timely quarterly reporting to Minnesota Housing on local subrecipient activities. VOIW Complete entire Section 4a if requesting funds from the High -Need Zip Code Pool 1. Describe how the activities for which funds are requested will contribute to the stabilization of the target area, develop new housing opportunities in the targeted area, and /or preserve land for future redevelopment. Include information on how affordability will be preserved in the targeted area. 2. What mechanism will you use to maintain individual properties as affordable over the long term to encourage neighborhood stabilization? a. Why did you choose this mechanism? b. What is the affordability period? c. How will you achieve this affordability period? d. Preservation of affordability - be specific as to whether resale or recapture will be used. 3. Define targeted neighborhoods or blocks and include the following information: a. Describe neighborhood size and boundaries, include zip code information Revised 1 -5 -2009 b. Provide overall number of residential properties (owner- occupied and rental) c. Provide the number of sheriff's sales for the following calendar years: L 2006 ii. 2007 iii. 2008 d. Number of residential properties abandoned (as of an identified date) using HUD's definition. See the definitions document for HUD's definition of abandoned properties. If data on abandoned residential properties using HUD's definition is not obtainable, and you have data on abandoned residential properties using an alternative definition, provide that data. L In addition Provide your definition of abandoned properties and explain ho it di ffers from HUD's. e. Median family income for the targeted area based on census block data f. Percentage of owner- occupied housing units and rental housing units g. Median age of the housing stock h. Change in housing prices in the last five years (if available) L Distance to existing or planned transit routes (bus routes or transit, ommuter rail j. Employment opportunities within the target area or within one mile 4. Provide an area map as a required attachment and provide transit locations. Specify the locations where activities will be undertaken on the map. 5. Describe rationale and data to support the geographies identified for the targeted neighborhoods, as compared with other areas within the eligible geography. What criteria were used to select the stabilization area based on need? 6. Describe existing and anticipated neighborhood improvement efforts not using state NSP funds that: a. Stabilize the residential structures, and b. Provide housing opportunities for eligible households c. Prevent additional foreclosures d. Encourage commercial development Revised 1 -5 -2009 e. Improve safety f. Improve schools g. Develop and improve parks and recreation h. Improve landscaping, sidewalks and medians L Engage residents in neighborhood stabilization j. Other (please specify) k. Attach a copy of the local neighborhood stabilization plan, if available. 1. How will state NSP funds enhance or expand these activities? 7. If investment opportunities occur outside the defined neighborhood stabilization area, describe specific evaluation criteria that would be used to evaluate such an opportunity. 8. How will the NSP activities for which funds are requested promote economic diversity in the target area? Describe programmatic goals that have purposefully been incorporated to promote economic diversity. 9. Describe how the stabilization plan supports households with a range of incomes? a. Are you planning to provide rental opportunities within the stabilization area? ❑ Yes ❑ No If no, describe how you selected the NSP eligible activities you are requesting funds for and provide analysis on why rental units are infeasible under your NSP plan. 10. If homeownership units will be targeted to households earning 50% or less of AMI, describe the mechanism by which the long -term success of homeowners will be supported. Provide programmatic details, including information on program support costs and financial resources to support homeownership at this income level. a. Provide the organization and program name you will contract with for these services. Complete entire Section 4b if requesting funds from the High -Need County Pool 1. Describe how the activities for which funds are requested will contribute to the stabilization of the target area, develop new housing opportunities in the targeted area, and /or preserve land for future redevelopment. Include information on how affordability will be preserved in the targeted area. Revised 1 -5 -2009 2. What mechanism will you use to maintain individual properties as affordable over the long term to encourage neighborhood stabilization? a. Why did you choose this mechanism? b. What is the affordability period? c. How will you achieve this affordability period? d. Preservation of affordability - be specific as to whether resale or recapture will be used. 3. Define targeted neighborhoods or blocks and include the following information: a. Describe neighborhood size and boundaries, include zip code information b. Provide overall number of residential properties (owner - occupied and rental) c. Provide the number of sheriffs sales for the following calendar years: ii. 2006 iii. 2007 iv. 2008 d. Number of residential properties abandoned (as of an identified date) using HUD's definition. See the definitions document for HUD's definition of abandoned properties. If data on abandoned residential properties using HUD's definition is not obtainable, and you have data on abandoned residential properties using an alternative definition, provide that data. a. In addition provide your definition of abandoned12roperties and explain how it differs from HUD's. e. Median family income for the targeted area based on census block data f. Percentage of owner - occupied housing units and rental housing units g. Median age of the housing stock h. Change in housing prices in the last five years (if available) i. Distance to existing or planned transit routes (bus routes or transit, commuter rail) j. Employment opportunities within the target area or within one mile 4. Provide an area map as a required attachment and provide transit locations. Specify the locations where activities will be undertaken on the map. Revised 1 -5 -2009 5. Describe rationale and data to support the geographies identified for the targeted neighborhoods, as compared with other areas within the eligible geography. What criteria were used to select the stabilization area based on need? 6. Describe existing and anticipated neighborhood improvement efforts not using state NSP funds that: a. Stabilize the residential structures, and b. Provide housing opportunities for eligible households c. Prevent additional foreclosures d. Encourage commercial development e. Improve safety f. Improve schools g. Develop and improve parks and recreation h. Improve landscaping, sidewalks and medians L Engage residents in neighborhood stabilization j. Other (please specify) k. Attach a copy of the local neighborhood stabilization plan, if available. 1. How will state NSP funds enhance or expand these activities? 7. If investment opportunities occur outside the defined neighborhood stabilization area, describe specific evaluation criteria that would be used to evaluate such an opportunity. 8. How will the NSP activities for which funds are requested promote economic diversity in the target area? Describe programmatic goals that have purposefully been incorporated to promote economic diversity. 9. Describe how the stabilization plan supports households with a range of incomes? a. Are you planning to provide rental opportunities within the stabilization area? ❑ Yes ❑ No If no, describe how you selected the NSP eligible activities you are requesting funds for and provide analysis on why rental units are infeasible under your NSP plan. Revised 1 -5 -2009 10. If homeownership units will be targeted to households earning 50% or less of AMI, describe the mechanism by which the long -term success of homeowners will be supported. Provide programmatic details, including information on program support costs and financial resources to support homeownership at this income level. a. Provide the organization and program name you will contract with for these services. Complete entire Section 5a if requesting funds from the High -Need Zip Code Pool 1. Provide an estimated development schedule for each activity for which funds are requested. 2. List expected outcomes for each activity for which funds are requested. Outcomes could include (as applicable per requested activity): a. Final disposition of property(ies) or funds; b. Number of property(ies) intended to be held, reused and reused for what purpose; c. Number of rental/ ownership units rehabilitated; d. Number of rental/ ownership units demolished; e. Number of rental/ ownership units newly constructed; f. Number of units for homeownership /rental for sale /rent at specific household income levels. 3. Complete the program Budget Worksheet. (Attachment B) 4. Describe committed and pending leverage for the overall stabilization effort by completing a Budget Worksheet for each pool of funds applying for. Submit copies of letters of commitment and /or support. 5. Describe and quantify (if possible) leverage for community development activities that are intended to improve overall neighborhood conditions in the stabilization area. Provide support letters as an attachment. 6. Describe expected outcomes for each activity for which funds are requested in the chart below (from selection date). See definitions section of Minnesota Housing's Program Concept for the definition of "obligated." Revised 1 -5 -2009 6 Months 9 Months 12 Months $s obligated # of units $s obligated # of units $s obligated # of units obligated obligated obligated Revised 1 -5 -2009 Financing Purchase 7. For units resulting in homeownership, describe the marketing plan that includes specific tools, techniques and sales methods to reach underserved homebuyers. a. List specific financial products, services and assistance that may be used in conjunction with NSP requested activities to initiate home sales. b. Describe the experience of the end developer with home sales or how what will be required if the end developer has not yet been determined. gg ;t 0 "M ...x �x �. o�• 3s a t Complete entire Section 5b if requesting funds from the High -Need County Pool 1. Provide an estimated development schedule for each activity for which funds are requested. 2. List expected outcomes for each activity for which funds are requested. Outcomes could include (as applicable per requested activity): a. Final disposition of property(ies) or funds; b. Number of property(ies) intended to be held, reused and reused for what purpose; c. Number of rental /ownership units rehabilitated; d. Number of rental /ownership units demolished; e. Number of rental/ ownership units newly constructed; f. Number of units for homeownership /rental for sale /rent at specific household income levels. 3. Complete the program Budget Worksheet. (Attachment B) 4. Describe committed and pending leverage for the overall stabilization effort by completing a Budget Worksheet for each pool of funds applying for. Submit copies of letters of commitment and /or support. Describe and quantify (if possible) leverage for community development activities that are intended to improve overall neighborhood conditions in the stabilization area. Provide support letters as an attachment. Revised 1 -5 -2009 6. Describe expected outcomes for each activity for which funds are requested in the chart below (from selection date). See definitions section of Minnesota Housing's Program Concept for the definition of "obligated." For units resulting in homeownership, describe the marketing plan that includes specific tools, techniques and sales methods to reach underserved homebuyers. a. List specific financial products, services and assistance that may be used in conjunction with NSP requested activities to initiate home sales. b. Describe the experience of the end developer with home sales or how what will be required if the end developer has not yet been determined. If NSP funds are not completely allocated from the High Need Zip Code and High Need County pools, applicants may request additional funding through this application. If funded for additional programmatic activity, please note that Minnesota Housing will require a revised program budget and corresponding data. 1. If additional funds are available this round, would you have capacity to utilize an additional incremental amount of funds to enhance the stabilization plan? ❑ Yes ❑ No 2. If you had an incremental increase in funds, which activities would you apply those funds to in support of neighborhood stabilization? a. What amount would be needed on a per unit basis? b. What areas within your neighborhood stabilization plan would be targeted? Be specific and if applying for more than one pool of funds, clearly delineate where additional increments of funds would best be used. Revised 1 -5 -2009 6 Months $s obligated # of units obligated 9 Months $s obligated # of units obligated 12 Months $s obligated # of units obligated Financing mechanisms Purchase rehab Land bankin Demolition Redevelopment TOTAL For units resulting in homeownership, describe the marketing plan that includes specific tools, techniques and sales methods to reach underserved homebuyers. a. List specific financial products, services and assistance that may be used in conjunction with NSP requested activities to initiate home sales. b. Describe the experience of the end developer with home sales or how what will be required if the end developer has not yet been determined. If NSP funds are not completely allocated from the High Need Zip Code and High Need County pools, applicants may request additional funding through this application. If funded for additional programmatic activity, please note that Minnesota Housing will require a revised program budget and corresponding data. 1. If additional funds are available this round, would you have capacity to utilize an additional incremental amount of funds to enhance the stabilization plan? ❑ Yes ❑ No 2. If you had an incremental increase in funds, which activities would you apply those funds to in support of neighborhood stabilization? a. What amount would be needed on a per unit basis? b. What areas within your neighborhood stabilization plan would be targeted? Be specific and if applying for more than one pool of funds, clearly delineate where additional increments of funds would best be used. Revised 1 -5 -2009 Required Attachment A. Activity Worksheets B. Budget Worksheet(s) C. Executed Certification Form Required Submittals A. Local Housing Standards B. Limited English Proficiency Plan C. Affirmative Fair Housing Marketing Plan D. Neighborhood Stabilization Area Map(s) and Plan(s) E. Leverage Commitment Letters F. Letters of Support Minnesota Housing may request additional information from the applicant during the review process. APPLICATIONS DUE: WEDNESDAY, JANUARY 28, 2008 5:00 PM Submit electronically to: mhfa.app @state.mn.us Hard copy attachments may be submitted to: Attn: Ruth Simmons Minnesota Housing 400 Sibley Street Suite 300 St Paul, MN 55101 14 X Revised 1 -5 -2009 1. Financing mechanisms for purchase and redeveloRment of foreclosed upon homes and residential properties: • Are you applying for more than one pool of funds? ❑ Yes ❑ No If yes, complete the following questions with specific information about the proposed activity for each pool of funds requested. • Summarize the proposed activity. • Define the targeted geography or operating area (neighborhoods, zip codes, blocks, boundaries) for maximum impact of the activity. • Will these funding be administered directly by the state subrecipient or by the state subrecipient's designated local subrecipient? o ❑ State subrecipient o ❑ Local subrecipient ■ If using local subrecipients, please submit a timeline for selection and anticipated obligation of funds. • If proposing to use NSP funds to administer downpayment assistance, answer the following: o Describe borrower eligibility criteria for downpayment assistance. Include information such as: ■ Program goals ■ Income requirements How will assistance be provided: • Providing needs based assistance: ❑ Yes ❑ No • How is need determined: • Form of assistance to be provided (deferred loan, grant, etc.) • Providing incentive based assistance: ❑ Yes ❑ No • How are assistance amounts determined: • What form of assistance will be provided (deferred loan, grant, etc.) o Provide information on anticipated primary financing mechanisms and address compatibility of the downnpayment assistance with such mechanisms. o Provide details on how the deferred loans will be serviced, including servicer end -cost. • List rate and term of financing to be used, and who is expected to carry out each activity. • For each activity undertaken under this category, specify the affordability period. o How will affordability be preserved? Be specific as to whether resale or recapture will be used. • Do you anticipate that program income will be generated? ❑ Yes ❑ No Revised 1 -5 -2009 If Yes, how will program income be administered? Revised 1 -5 -2009 2 Purchase and Rehabilitation of Homes and Residential Properties that have been abandoned or foreclosed upon: • Are you applying for more than one pool of funds? ❑ Yes ❑ No If yes, complete the following questions with specific information about the proposed activity for each pool of funds requested. • Summarize the proposed activity. • Define geography or operating area (neighborhoods, zip codes, blocks, boundaries) • Will this funding be administered directly by the state subrecipient or by the state subrecipient's designated local subrecipient? o ❑ State subrecipient o ❑ Local subrecipient ■ If using local subrecipients, please submit timeline for selection and anticipated obligation of funds. • List rate and term of financing to be used, and who is expected to carry out each activity. • If proposing to use NSP funds for activities that result in homeownership: o Describe buyer eligibility criteria. Include information related to: ■ Program goals ■ Income requirements o If the requested activity allows for owner - occupied rehabilitation, answer the following questions: • Will homebuyers undertake rehabilitation themselves or enter into contracts themselves for rehabilitation? ❑ Yes ❑ No • If no, describe how owner - occupied rehabilitation will be managed. ■ If yes, answer the following questions: • What standards are in place to ensure owner - occupied rehabilitation is completed in a timely manner? • How long will the owner have to complete rehabilitation? • If adequate progress toward rehabilitation does not progress, what remedies will the subrecipient invoke? • If proposing to use NSP funds for activities that result in rental units, describe the following: o Program goals o Income requirements o Are you using NSP funds for operating reserves to lower rents? ❑ Yes ❑ No Revised 1 -5 -2009 ■ If yes, explain what income levels will be reached. • For each homeowner activity undertaken under this category, specify the affordability period. o How will affordability be preserved? Be specific as to whether resale or recapture will be used. o For each rental property activity undertaken under this category, specify the affordability period. • Do you anticipate that program income will be generated? ❑ Yes ❑ No If Yes, how will program income be administered? Revised 1 -5 -2009 3. Land banking for homes foreclosed upon: • Are you applying for more than one pool of funds? ❑ Yes ❑ No If yes, complete the following questions with specific information about the proposed activity for each pool of funds requested. • Will these funding be administered directly by the state subrecipient or by the state subrecipient's designated local subrecipient? o ❑ State subrecipient o ❑ Local subrecipient ■ If using local subrecipients, please submit timeline for selection and anticipated obligation of funds. • List rate and term of financing to be used, and who is expected to carry out each activity. • Identify the entity(ies) that will act as land banks, if known at the time of application. • Describe how the land bank(s) meets the NSP criterion of being a government or non -profit organization established to assemble, temporarily manage, and dispose of vacant land for the purpose of stabilizing neighborhoods and encouraging reuse or redevelopment of property. (By -laws, charters, or other legal documents of the land bank may be submitted as evidence.) • Define the boundaries of the geographic area of the land bank. o Within the defined geographic area of the land bank, what percent of residents have incomes at or below 120% AMI? • Summarize the proposed activity and describe plans for ensuring that the property is redeveloped for an eligible NSP use. o What is the anticipated timeframe for final disposition? o What is the anticipated final disposition use? ■ Permanent housing and income levels targeted? • Describe additional stabilization activities to be undertaken by the land bank beyond property acquisition. o Describe interim uses for the land prior to final disposition. o How will the interim uses benefit the residential area? • List rate and term of financing to be used, and who is expected to carryout each activity? • Do you anticipate that program income will be generated? ❑ Yes ❑ No If Yes, how will program income be administered? Revised 1 -5 -2009 4. Demolition of Blighted Structures: • Are you applying for more than one pool of funds? ❑ Yes ❑ No If yes, complete the following questions with specific information about the proposed activity for each pool of funds requested. • Summarize the proposed activity. • Will these funding be administered directly by the state subrecipient or by the state subrecipient's designated local subrecipients? o ❑ State subrecipient o ❑ Local subrecipient ■ If using local subrecipients, please submit timeline for selection and anticipated obligation of funds (or maybe pre - selected - please describe) • Define the geographic area in which demolition will occur. o Within the defined geographic area in which demolition will occur, what percent of residents have incomes at or below 120% AMI? • Describe short -term and long -term plans for use of the land. o How and who will maintain the vacated property(ies) until it is redeveloped? o What, if any, will be the interim uses of the vacated property(ies) until redevelopment occurs? o What will be the final use of the property(ies)? o Provide timeline information on the redevelopment plans for the subject property(ies). o Include the number of units to be demolished and the number of residential units resulting from redevelopment, if any. For the redeveloped units: • How many will be rental? Affordable to what % AMI? • How many will be homeownership? Affordable to what % AMI? • List rate and term of financing to be used, and who is expected to carry out each activity. Be specific with regard to funding needs expected for demolition and the resulting units. • Do you anticipate that program income will be generated? ❑ Yes ❑ No If Yes, how will program income be administered? Revised 1 -5 -2009 5 Redevelopment of Demolished or vacant Properties: • Are you applying for more than one pool of funds? ❑ Yes ❑ No If yes, complete the following questions with specific information about the proposed activity for each pool of funds requested. • Summarize the proposed activity. • Will these funding be administered directly by the state subrecipient or by the state subrecipient's designated local subrecipients? o ❑ State subrecipient o ❑ Local subrecipients ■ If using local subrecipients, please submit timeline for selection and anticipated obligation of funds (or maybe pre - selected - please describe) • Rate and term of financing to be used, and who is expected to carry out each activity if sub - granting of funds will occur. • For each homeowner activity resulting from redevelopment, specify the affordability period. o How will affordability be preserved? Be specific as to whether resale or recapture will be used. • For each rental property resulting from redevelopment, specify the affordability period. • Do you anticipate that program income will be generated? ❑ Yes ❑ No If Yes, how will program income be administered? Revised 1 -5 -2009 Neighborhood Stabilization Program. r. Certirication Attachment (1) Affirmatively furthering fair housing. The jurisdiction will affirmatively further fair housing, which means that it will conduct an analysis to identify impediments to fair housing choice within the jurisdiction, take appropriate actions to overcome the effects of any impediments identified through that analysis, and maintain records reflecting the analysis and actions in this regard. (2) Anti- lobbying. The jurisdiction will comply with restrictions on lobbying required by 24 CFR part 87, together with disclosure forms, if required by that part. (3) Authority of Jurisdiction. The jurisdiction possesses the legal authority to carry out the programs for which it is seeking funding, in accordance with applicable HUD regulations and other program requirements. (4) Consistency with Plan. The housing activities to be undertaken with NSP funds are consistent with Minnesota Housing's Consolidated Plan, which means that NSP funds will be used to meet the congressionally identified needs of abandoned and foreclosed homes in the targeted area set forth in the grantee's substantial amendment. (5) Acquisition and relocation. The jurisdiction will comply with the acquisition and relocation requirements of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended (42 U.S.C. 4601), and implementing regulations at 49 CFR part 24, except as those provisions are modified by the Notice for the NSP program published by HUD. (6) Section 3. The jurisdiction will comply with section 3 of the Housing and Urban Development Act of 1968 (12 U.S.C. 1701u), and implementing regulations at 24 CFR part 135. (7) Citizen Participation. The jurisdiction is in full compliance and following a detailed citizen participation plan that satisfies the requirements of Sections 24 CFR 91.105 or 91.115, as modified by NSP requirements. (8) Use of funds in 18 months. The jurisdiction will comply with Title III of Division B of the Housing and Economic Recovery Act of 2008 by using, as defined in the NSP Notice, all of its grant funds within 18 months of receipt of the grant. (9) Use NSP funds 5120 of AMI. The jurisdiction will comply with the requirement that all of the NSP funds made available to it will be used with respect to individuals and families whose incomes do not exceed 120 percent of area median income. (10) Assessments. The jurisdiction will not attempt to recover any capital costs of public improvements assisted with CDBG funds, including Section 108 loan guaranteed funds, by assessing any amount against properties owned and occupied by persons of low- and moderate - income, including any fee charged or assessment made as a condition of obtaining access to such public improvements. However, if NSP funds are used to pay the proportion of a fee or assessment attributable to the capital costs of public improvements (assisted in part with NSP funds) financed from other revenue sources, an assessment or charge may be made against the property with respect to the public improvements financed by a source other than CDBG funds. In addition, with respect to properties owned and occupied by moderate - income (but not low- income) families, an assessment or charge may be made against the property with respect to the public improvements financed by a source other than NSP funds if the jurisdiction certifies that it lacks NSP or CDBG funds to cover the assessment. (11) Excessive Force. The jurisdiction certifies that it has adopted and is enforcing: (1) a policy prohibiting the use of excessive force by law enforcement agencies within its jurisdiction against any individuals engaged in non - violent civil rights demonstrations; and (2) a policy of enforcing applicable State and local laws against physically barring entrance to or exit from, a facility or location that is the subject of such non - violent civil rights demonstrations within its jurisdiction. (12) Compliance with anti - discrimination laws. The NSP grant will be conducted and administered in conformity with title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d), the Fair Housing Act (42 U.S.C. 3601- 3619), and implementing regulations. (13) Compliance with lead -based paint procedures. The activities concerning lead -based paint will comply with the requirements of part 35, subparts A, B, J, K, and R of this title. (14) Compliance with laws. The jurisdiction will comply with applicable laws. ' Subrecipients are expected to be knowledgeable about and adhere to the laws and regulations governing the CDBG program as well as the Neighborhood Stabilization Program. Subrecipients must commit and expend funding in accordance with NSP funding guidelines and the targeting requirements described in the Action Plan. Signature / Authorized Official Title Date CITY OF OTSEGO 01/21/09 10:47 AM Page 1 *Check Summary Register© JANUARY 2009 Name Check Date Check Amt 10100 BANK OF ELK RIVER Paid Chk# 046824 SCHARBER & SONS 1/21/2009 — $ 33.07 BOLTS, NUTS, WASHERS Total Checks $33.07 FILTER: None CITY OF OTSEGO 01/21/09 10:47 AM Page 1 *Check Detail Register© JANUARY 2009 Check Amt Invoice Comment 10100 BANK OF ELK RIVER Paid Chk# 046824 1/21/2009 SCHARBER &SONS' E101-45200-220 Repair /Maint Supply (GENERAL) $33.07 1016281 BOLTS, NUTS, WASHERS Total SCHARBER & SONS $33.07 10100 BANK OF ELK RIVER $33.07 Fund Summary 10100 BANK OF ELK RIVER 101 GENERAL FUND $3 3.07 $33.07 ITEM 77 -3 2009 FIRE PROTECTION AGREEMENT WITH THE CITY OF OTSEGO This agreement made and entered into by and between the City of Albertville, a municipal corporation of the County of Wright in the State of Minnesota, and the City of Otsego, in the County of Wright in the State of Minnesota. WHEREAS, Otsego desires the services of the fire department of Albertville in case of fires occurring in Otsego, as well as the emergency medical services of Albertville in case of a medical emergency, and WHEREAS, Albertville maintains a volunteer fire department with emergency medical response capability, which department is available to provide fire protection and emergency medical response services to properties located in Otsego, and THEREFORE, it is agreed by and between said parties as follows: 1. Albertville, through its fire department, shall provide fire protection and emergency medical response services to those properties in Otsego. Such fire protection and emergency medical response services shall be provided from January 1 through December 31, 2009: 2. Otsego shall agree to pay Albertville $126,975.48 in exchange for the provision of fire protection and emergency medical response services as described above. Payment due for the year 2009 shall be made in four installments of $31,743.87 on or before April 1, 2009, $31,743.87 on or before July 1, 2009, $31,743.87 on or before October 1, 2009, and $31,743.87 on or before December 31, 2009. The amount is subject to change based on the Fire District Tax Capacity Values which are not available from Wright County until July of each year. The 2009 contract amount is based on the 2008 Fire District Tax Capacity Values, which is percentage based on the Fire District Tax Capacity, therefore is subject to adjustment in August of 2009 when Tax Capacity Values are available. 3. Albertville's obligation to provide fire protection service and emergency medical response shall be subject to the following: a. If road and weather conditions at the time of the call are such that the fire /medical run cannot be made with reasonable safety to men and equipment, and the decision of the Fire Chief or his Deputy in charge shall be final in such matter, no obligation arises under this agreement on the part of the City of Albertville to answer such call. b. In the event that a sufficient amount of the fire fighting/medical equipment and the number of volunteer firemen, or both, are committed at the time of the fire call, in sole judgment of the Fire Chief or his Deputy, to fighting pre - existing fires or attending pre- existing medical emergencies, so as to render the available equipment and manpower inadequate to answer a fire or medical call from Otsego, no obligation shall arise under this agreement to answer such call, and no person or party shall have recourse against MAPublic DataTire DepartmenAfire contractsTire Service Contract09 - Otsego.doc 1 the City of Albertville for refusal to answer such call. A pre - existing fire /medical emergency to which the fire department of Albertville is called previous to receiving the call from Otsego and which fire is still being fought or medical emergency is still being attended to by the Albertville Fire Department at the time the call from Otsego is received. c. In the event a fire call by Otsego is answered by Albertville, but before the fire in question is extinguished, the fire fighting equipment or volunteer firemen, or both, are needed to fight a fire in Albertville or protect property in Albertville from a fire, the Chief or his Deputy without liability therefore to any person or to Otsego under this agreement, may in their judgement recall the fire equipment and firemen to Albertville for the purpose of fighting the fire in Albertville.. The judgement of the Fire Chief or his Deputy shall be final and no person or party shall have recourse against the City of Albertville for any damages or losses resulting from such action or decision. 4. The parties acknowledge the fact that Albertville may enter into similar contracts with other municipalities and therefore if such a party is to cancel the contract the costs will be redistributed to the remaining contracted parties. The City of Albertville must receive written notice by July 1 st of any given year to cancel the fire contract the following year. 5. The parties acknowledge that Albertville has entered into mutual aid contracts with other fire departments in other municipalities, and that a fire call under any such contract preceding a call in Otsego could be a valid and reasonable basis for the decision of the Fire Chief or his Deputy in refusing to answer a fire call in Otsego. 6. Because the City of Albertville has heretofore entered into mutual assistance fire fighting agreements with other municipalities possessing fire fighting equipment and firemen, which equipment and firemen could be called by the Chief or his Deputy to a fire in Otsego, the City of Otsego agrees to pay such additional cost as may be incurred thereby if in the sole judgement of the Chief or his Deputy, such additional fire fighting equipment and firemen are needed to fight a fire in Otsego and are in fact called to such fire by the Chief or his Deputy. IN WITNESS WHEREOF, the parties have hereunto set their hands and seals this day of , 2009. CITY OF ALBERTVILLE By: Ron Klecker, Mayor ATTEST: Larry Kruse City Administrator CITY OF OTSEGO By: Jessica Stockamp, Mayor Michael Robertson City Administrator MAPublic Data\Fire Department \fire contracts\Fire Service Contract09 - Otsego.doc 2 ITEM 12_1 MEMO Date: January 22, 2009 To: Mayor & Council From: City Administrator Mike Robertson Re: Personnel Policy Changes I have enclosed the first three sections of the revised personnel policy. There is one document that shows all of the changes to the language, then a another document that shows the final version without any changes. CITY OF OTSEGO PERSONNEL POLICIES Last Revised Date: SECTION I - PURPOSE AND INTENT 4ECTION -1 PURPOSE Public employees have a high decree of visibility to the general public and therefore must exercise their duties with particular care and caution to ensure prompt efficient high gualiw services for the public. It is the purpose of theise personnel policy Les to establish a uniform and equitable system of personnel administration for employees of the City of Otsego. They are not intended to be all- inclusive nor to cover every situation that may arise. These policies may be amended at any time at the sole discretion of the City and they will supersede all previous personnel policies. it is the poliey of the City of Otsego net to diser-iminate in waployment matteFs on the basis 0 > . or dish SECTION 1 -2 INTENT set-ve only as guides for emple5ineat. SECTION 1- 2.1 THE POLICIES HEREIN ARE NOT TERMS AND SHALL NOT BE REGARDED AS OR CONSTRUED AS CONTRACTUAL PROVISIONS. THE PROVISIONS MAY BE CHANGED AT ANY TIME BY A MAJORITY VOTE OF THE CITY COUNCIL. THE PROVISIONS SHALL NOT BE INTERPRETED AS CREATING ANYTHING OTHER THAN AN AT WILL EMPLOYMENT RELATIONSHIP, WHEREIN THE EMPLOYEE MAY TERMINATE HIS/HER EMPLOYMENT AT ANY TIME FOR ANY REASON AND THE CITY MAY TERMINATE AN A INDIVIDUAL'S CITY EMPLOY AT ANY TIME FOR ANY REASON. Section 1 -2.2 'These policies are not an employment contract nor should they be construed as one Personnel policies are adopted and applied at the discretion of the City Council and may be withdrawn. applied, or amended at any time. This booklet is not a eantfaet but is intended so7lv-"JI-- to giN,e -fit. If at any - time there should be a conflict between specific provisions in these policies and a collective bargaining agreement (CBA) the svecific terms of the CBA will govern. The Personnel Policies will govern wherever any specific provision is not in direct conflict. if at aft) tifne there should be a eonfliet between a deser-iptien iw4his booklet and a labor- eeaWwt. eases. Personnel polioies afe applied at the di otion of the �ity Couneil and may be , applied, or amended at any time. The foregoing poliaies afe not intended to in ", way supor SECTION 1 -3 DURATION OF EMPLOYMENT After an employee has successfully completed the probationary trainin period after hire or promotion as indicated by a satisfactory performance evaluation, and as approved by the City Council, they shall be designated as a regular employee. Such designation shall be employed to differentiate between these employees and probationary or other employee e ' a° vrassifleatioFs designations. The term'regular' shall not be used to define duration of employment with the City. Employment shall remain at will and may be terminated by either the City or the employee at any time for any reason. SECTION 1 -4 CITY COUNCIL RESPONSIBILITIES See. 4-34- City Council shall in accordance with its statutory responsibility to manage the City, be responsible for the maintenance and periodic revision of personnel policies and the City's personnel program. SECTION 1 -5 APPLICABILITY Sec. 1 -5.1 The provisions of these _polic shall cover all designated a-, "regular" andor- "probationary" full time or part time eml2laees.-�y the City Gotmoil shall be eover-ed 135 the provisions of this pelie� Speeifleally Ttemporary, seasonal, ioluntee and-eF paid on call employees are excluded, except when specifically stated herein. positions. " " " paA time positions designated as stieh by the Git� Couneil shall be e3itended the pr-evisiens of Ws personnel peliey only when th expressly indieates that it applies to stieh employees. Sec. 1 -5.2 Elected officials, contract employees, contracted consultants, members of appointed City boards, commissions, and committees, volunteer personnel, and emergency employees are all-not within the scope of this Personnel Policy. Sec. 1 -5.3 Any individual receiving wages and benefits from the City pursuant to a Joint Powers Agreement between the City and other political subdivision are not within the scope of this personnel policy, but are, rather, subject to those policies of the Joint Powers entity. SECTION 1 -6 NON - DISCRIMINATION Sec ] -6 1 It is the policy of the City of Otsego not to discriminate in employment matters on the basis of race creed color, age marital status national origin, sex, sexual orientation, status with regard to public assistance, or disability. Sec 1-6.2 No person shall be employed promoted, demoted or discharged by the city or in any way favored or discriminated against because of political opinions or affiliations, race, color, national on ig n religion sex marital status sexual orientation status with regard to public assistance or disability, or because of the exercise of rights under provisions of the public Employment Labor Relations Act, Minn. Stat. 179A.01 to 179A.25. SECTION 1 7 UNLAWFUL A CTC __ rcc... IIlOY See. 1 7.1 Fa4sifleatien efr-eewds. �je per-son shall knewingly m&e any Wse statement, eeFtifieate e ratin or- report in Fegard W any test, eeffificate, or- appointment held or- m SECTION 1 -78 DEFINITIONS Se&.4-S-T policy purposes, the following terms shall have the meanings given herein: "BENEFIT EARNING STATUS" Status where employees are eligible for at least a prorated portion of emolover provided benefits Employees must work 24 or more hours per week on a regular basis in an ongoing position (Temporary , seasonal paid on -call part-time (casual) and intermittent employees are excluded.) "CASUAL PART TIME EMPLOYEE" - An employee who works in an ongoing non - benefit earning position of fourteen (14) hours or less per week Employees in this category may work more than fourteen (14) hours per week on occasion but must not meet the definition of a public employee by State law (Chapter 179) Part-time (casual) employees accrue no seniority and earn no employment rights. "CITY" - City of Otsego "CITY ADMINISTRATOR" _ -_ City Administrator of the City of Otsego "COMPENSATORY TIME OFF." Time taken off aeerbed-by nonexempt employees who worked more than 40 hours per week in lieu of paid overtime . "CONTRACTUAL INDIVIDUALS" - Individuals who offer their services to the public and do not meet the criteria as an employee according to IRS regulations Contractual individuals are appointed by the City Council under a fee basis are not eligible for employment rights or benefits are not considered employees and are not covered by the Personnel Policies with the exception of Non - discrimination and Harassment Policies. "DEMOTION" - Movement of an employee from one mob class to another where the maximum salary for the new position is lower than that of the former position. This action may be voluntary or involuntary. "EXEMPT EMPLOYEE" - Ee°^ 1 8.3 " Exempt Bmpleyee -� °° ;�ti mployees who are assigned to executive, administrative, or professional positions which are exempt from the minimum wage and overtime compensation provisions of the Fair Labor Standards Act (FLSA). See. 1 8.4 T ime" fneans th a f betwe the eefamen a f fi f t swig on the day en whieh the holiday is obsened eeRtinuing through tweMy four- eernseeuttiv h ou fs " HOLIDAY OVERTIME "OveAime Double `' -ime payment egual to two times the regular hourly rate paid to employees who are required to work on a holiday employees wbe weFk Sundays and holidays as eveftime. Payment shall be iee the heer-ly FAe. "INTERMITTENT EMPLOYEE" - Employee who has no regularly scheduled hours but fills in as needed Employees in this status do not earn benefits or employment rights and average less than fourteen (14) hours per week. "NON EXEMPT EMPLOYEE" See-; -8.5 IEN &Wfllpt E mployees" means those Eemployees assigned positions "ieh positions that are subject to the minimum wage and overtime compensation provisions of the Fair Labor Standards Act (FLSA). "OVERTIME PAY See. 1 8.6 "Ove:".':~:° Pay" _mea payment to non - exempt employees for services performed in excess of 40 hours per week a when the pa ne::'...... _ required by applicable state and federal overtime laws, by an applicable collective bargaining agreement, or by written personnel policies. e„ Mme hauFT "PROBATIONARY PERIOD" - A specified period of time at the beginning of employment (or the beginning period of a promotion reassignment or transfer) that is designated as a training or trial period The probationary period is considered the last part of the selection process. "PROMOTION" - Movement of an employee from one job class to another within the City. where the maximum salary for the new position is higher than that of the former position. "REGULAR EMPLOYEE" An employee who has successfully completed all stages of the selection process including the training or probationary period Regular employees earn benefits in accordance with the Personnel Policies or applicable union contract. S ee. 1 8.7 x. 1-8.8 " REGULAR FULL - TIME POSITION" * * " ms Aa group of duties and responsibilities requiring the employment of a person for at least forty (40) hours per week throughout the year, from year to year, and which have been defined as regular full time by the City Council. See. 1-8.9- " REGULAR PART TIME POSITION' a group of duties and responsibilities requiring the part-time employment of one person for a least fourteen (14) but less than forty (40) hours per week throughout the year, from year to year, and which have been defined as regular part -time by the City Council. "SEASONAL EMPLOYEE" - An employee (full -time or part -time) who works during only part of the year (100 days or less) to assist in seasonal work Seasonal employees accrue no seniority and earn no employment rights of benefits. See. 1 -8.10 " TEMPORARY POSITION' ' " means a group of duties and responsibilities requiring ployment of an individual for six months or less one- persee without regard to the number of hours worked per day or per week by the individual. See. 1-8.11 ' 71ME AND A HALF" - I' Time and a Ha1VLnwmi&4he rate of pay to be compensated to non - exempt employees who work over 40 hours in a week. The rate of pay shall be one and one_ halrtimes the regular hourly_rate for every hour of overtime worked. SECTION 1 -81 PROVISIONS SUPERSEDED IN CERTAIN CASES Sec. 1-98.1 No provision of this Policy is intended to violate, supersede, or conflict with any applicable Constitution, statute or regulation, whether state or federal, or any provision of a collective bargaining agreement in effect between the City and any of its employees, and to the extent of any such violation the offending provision of this Policy shall be void, but all remaining provisions of this Policy shall remain in effect. SECTION 2 - ORGANIZATION -------------------------- . -- Formatted SECTION 2 -1 JOB DESCRIPTIONS 2-1.1 The City will maintain records of iob titles and compensation by position and /or iob class. iob descriptions for each regular iob class and other appropriate information. New positions can be developed as needed but shall be approved by the City Council in the budget process or as needed prior to filling the position. 2-1.2A classification is a group of positions sharing common duties and requirements. Positions within a class are assigned the same title and salary level. 2-1.3A job description is prepared for regular full -time and part-time positions. Each description includes: title department supervisor's title statement of position duties and responsibilities and specific statement of qualifications reauired to perform the essential requirements of the position Good attendance and compliance with work rules and policies are essential requirements of all City positions. 2-1.4 Prior to posting a vacant position the existing descriptions and qualifications for each position are closely examined by the City Administrator and the hiring department to ensure the qualifications do not present artificial barriers to employment. 2-1.5 A current iob description is provided to each new employee Supervisors revise iob descriptions as necessary to describe the duties and responsibilities for which their emolovees will be held accountable during their upcoming performance periods. All chances are reviewed and approved by the department head and City Administrator. — 2 ASSIGNING AND SCHEDULING WORK Assignment of work duties and scheduling work is the responsibility of the supervisor subject to the approval of the department head and /or Administrator. 2 — 3 CLASSIFICATION OF JOB DUTIES The classification of job duties will be the responsibility of the City Administrator. Assignment of job titles establishment of minimum qualifications and the maintenance of regular iob descriptions and related records shall also be the responsibility of the City Administrator. 2 — 4- RECLASSIFICATION Positions sometimes change over time and some change in lobs is normal and expected. Occasionally, an employee's iob will change so significantly that it no longer fits the employee's iob classification. In these situations, the City may conduct a classification study. The study may result in a number of different findings: reclassifying the position to another existing- classification, merging classes, creating a new classification, revising the iob, or a determination that no change is needed. All classification changes must be approved by the City Administrator and are subject to City Council approval. 2 - 5 - DEMOTION 2-5.1 Employees may be demoted if they have been found unsuited for the present position but may be expected to perform satisfactorily in a lesser position Employees may also be demoted if their position(s) has been abolished or reclassified to a lower Gass. 2-5.2 Employees who are demoted due to reclassification restructuring, or other organizational change unrelated to performance shall not normally suffer a pay cut. In these cases, the employee's pay will normally be frozen until they are eligible for an anniversary increase. 2-5.3 When an employee's pay is above the maximum of the range for the new job class, their pay will normally be frozen until such time as annual adjustments increase the salary range above the employee's salary. 2-5.4 Employees who voluntarily demote or are demoted due to performance issues, shall have their pay established within the range of the new classification at a level determined by the City Administrator. REDUCTION OF WORKFORCE If it is necessary to reduce personnel all efforts will be made to separate temporary employees in affected iob classes before regular employees in those iob classes. Within these groups, the selection of employees to be retained shall be based on merit and ability or any other relevant factors as determined by the City Administrator, subject to approval of the City Council. LAYOFF Emplovees who are laid off due to reduction in workforce shall be placed on a layoff list for up to six months Employees terminated pursuant to reduction in workforce have no right of appeal or any other procedure as set forth in this manual related to termination of employment for other reasons If recalled to work within that six month period, seniority may be reinstated, excluding time in layoff status Employees do not have the right to reinstatement. All reinstatement must be approved by the City Council. SECTION 3 - EMPLOYEE RECRUITMENT AND SELECTION Formatted SECTION 3 —1 SCOPE The City Administrator will manage the hiring process for all regular positions within the City. All applications for regular full -time and part-time employment shall be submitted to the City Administrator's Office for consideration. The City Administrator will utilize department resources to assist in the process as appropriate. 3 — 2 FEATURES OF THE RECRUITMENT SYSTEM _...- ..- .lFonneraea 3 -2.1 Regular Position Vacanc Announcements: Position vacancies, for regular full -time and part-time positions will normally be published by posting announcements on official City bulletin boards or City website for at least ten (10) days. Such postings will normally specify the title and salary of the positions: the nature of the work to be performed: the minimum and essential requirements of the position: the time and place to apply: the closing date for receiving applications and other pertinent information. 3-2.2 Application Forms: Application shall normally be made on application forms provided by the Finance Department.. Supplemental questionnaires may be required in certain situations All candidates must complete required application materials with original signatures and ensure they are submitted by the application deadline in order to be considered for the position The deadline for applying may be extended by the City Administrator. 3 -2 3Appointments and promotions in the City service shall be made according to merit and fitness related to the position being filled Vacant positions will be filled as regular, casual part-time paid -per -call intermittent seasonal or temporary appointment Appointments may be made on a full or part-time basis. Part-time employees may be hired into a benefit- eaming (24 or more hours per week) or non - benefit- eaming (less than 24 hours per week) status. 3-2.4 Position vacancies may be filled on an "acting" basis as needed prior to filling a position through the normal process The City Administrator will approve all acting appointments for regular positions If a current employee is appointed to an acting position and is later hired to fill the regular appointment with no break in service in the new position, the effective date of the regular appointment will be considered to be the date on which the acting appointment was made. Pay rate adjustment for acting appointments will be determined by the City Council with recommendations made by the City Administrator.. 3 -2 -5 Employees who have left City service in good standing are eligible for reinstatement at the City's option The City Administrator may reinstate seniority for benefit accrual purposes and/or pay, under special circumstances. 3 — 3 EXAMINATIONS 3-3.1 Applicant qualifications will be evaluated in one or more of the following ways: a training and experience rating: written test oral test or interview: performance or demonstrative test physical agility test or other appropriate job- related exam. 3-3.2 Any tests for appointment in the City service shall be competitive tests which shall be open only to applicants who meet the minimum qualifications as stated on the job posting, or qualifications determined to be equivalent by the City Administrator. The City Administrator will determine whether to post the position as a promotional or open competitive opportunity. 3-3.3 Positions designated as promotional only will normally be open to any City employee who has successfully completed their six months of employment Temporary, intermittent and seasonal employees are not eligible to apply for promotional -only positions 3-3.4 Examination results: The examinations and results of examinations are confidential. Each person taking an examination shall be entitled to obtain their final score. Applicants who fail an exam will normally not be eligible to retake the exam for one Year. This requirement may be waived by the City Administrator. 3-3.5 Method of Rating: Sound measurement techniques and procedures shall be used in ratgnq tests and determining the individual and /or relative ranking of the candidates. 3-3.6 Candidates are required to attain at least a passing score on each component of the test in order to continue in the selection process Access to the testing process may be limited to the top candidates based on gob- related qualifications. 3 3 7The City Administrator shall establish minimum qualifications for each position with input from the appropriate department head. All candidates must meet the minimum qualifications to be eligible to participate in the selection and testing process SECTION 3 -4 UNLAWFUL ACTS Falsification of records No person shall knowingly make any false statement, certificate, mark, rating or report in regard to any test certificate or appointment held or made under the city personnel System or in anv manner commit or attempt to commit any fraud preventine the impartial execution of the provisions of this policy_ SECTION 3 — 5 PRE - EMPLOYMENT MEDICAL EXAMS 3-5.1 The City Administrator may determine that a pre - employment medical examination, which may include a gsvchological evaluation is necessary to determine fitness to perform the essential duties of any City position Where a medical examination is required, the offer of employment will be made contingent upon successful completion of the medical exam. The medical exam will include a pre - employment drug test in accordance with the applicable Drug Testing policy. 3-5.2 Where these exams are required, they will be required of all candidates who are conditionally offered employment for a given job class The information obtained during the medical exam will be treated as confidential medical records. to 3-5.3 The exam will be conducted by a licensed physician designated by the City and the cost of the exam will be paid by the City. The physician will notify the City Administrator that a candidate either is or isn't medically able to perform the essential functions of the Mob, with or without accommodations and whether the candidate passed the drug test if applicable. If the candidate requires accommodation to perform one or more of the essential functions of the job the City Administrator will confer with the physician and candidate regarding reasonable and acceptable accommodations. 3-5.4 The physician will inform the candidates of the results of their examination. If a candidate is rejected for employment based on the results he /she will be notified of this determination and may request further explanation from the physician. 3 —a SELECTION 3-6.1 The selection process will be a cooperative effort between the City Administrator and the department head subject to final hiring approval of the City Council. For regular full -time and part-time positions the City Administrator will normally recommend the top candidate or candidates to the City Council who has final authority on all hires and promotions. The City Council may elect to interview any or all of the candidates for department head positions. 3-6.2 Hiring of seasonal casual part-time intermittent and temporary employees may be delegated to the department heads or their designee upon approval of the City Council. These latter appointments may be terminated by the department head at any time, subject to City Administrator approval. .3- 744REPORT OF PERSONNEL CHANGES See.4- r'r The City Administrator shall prescribe the necessary forms for reports of all personnel changes. Such forms shall provide spaces for entering such supporting or other pertinent information as the City -shall deem necessary. 3 — 8 EMPLOYMENT OF FAMILY MEMBERS 3- 8.1 The City of Otsego is committed to the policy of equal opportunity when hiring, promoting and evaluating its employees. For purposes of this policy, immediate family includes: parent stepparent parent -in- law, child stepchild son- or daughter -in -law, sibling or sibling -in -law, grandparent grandchild legal guardian or ward of an employee or elected official. FormaUnd Fornmtftd 3 -8.2 Members of an employee's immediate family shall be considered for employment based solely on the individuals' qualifications for vacant positions. However, the City will not employ an individual if the individual would be subject to administrative or supervisory control by a member of the individual's immediate family. Theseis policies also applyies to assigning, evaluating, transferring, disciplining or promoting an employee. 3 -8.3 City employees shall not be involved in the hiring, recommending for hiring, discipline or promotion of any member of the employee's immediate family, nor placed in a position with authority to hire or supervise immediate family members. 3 -8.4 The City shall not hire a member of the Mayor or a City Council member's immediate family while that elected official is in office nor for a minimum 180 days after an elected official is no longer in office. Section 3 —.9, AFFIRMATIVE ACTION/EEO POLICY STATEMENT _____________________ 3-9.1 There shall be no discrimination of employees or applicants for employment based on race color, creed religion ancestry national origin sexual orientation disability, marital status status with regard to public assistance political affiliation sex or age (except where sex or age is a bona fide occupational qualification) The City of Otsego will take Affirmative Action to ensure that all employment practices are free of such discrimination. 3-9.2 Such employment practices include but are not limited to, the following: hiring, reclassification demotion transfer, recruitment selection, layoff, disciplinary action, termination rates of pay or other forms of compensation and selection for training. 3-9.3 The City of Otsego will commit the necessary time and resources both financial and human to achieve the goals of Equal Employment Opportunity and Affirmative Action. The City of Otsego will evaluate the performance of its management and supervisory personnel on the basis of their involvement in achieving these goals as well as other established criteria. Any employee of the City who does not comply with the Equal Employment Opportunity Policies and Procedures as set forth in this Statement and Plan will be subject to disciplinary action. 12 Section 3 —1 Q PROBATIONARY PERIODS 3 -101 All newly hired full -time and part -time (benefit - earning) employees will serve a minimum of a twelve (12) month probationary period in the position. This period will be considered a training period. The training period is an integral part of the selection process and will be used for observing the employee's work, or training the employee in work expectations for assessing the employee's abilities skills and interest and for rejecting any employee whose performance does not meet the required work standards or is otherwise not a good fit for the position. 3-10.2 Employees may be dismissed at any time dudna the initial probationary period. An employee so dismissed will not have the right to appeal unless the employee is covered by the Veteran's Preference Law, in which case the employee may request a hearing pursuant to Minnesota Statute 197.46. Probationary periods may be extended upon approval of the City Administrator.. 3 -10.3 Regular employees who are promoted, granted transfers or reassignments, or voluntarily demote, will be required to serve an additional probationary period up to six (6) months. Benefits will not be affected by the additional probationary period in these situations. 3 -10.4 Prior to the end of the probationary period, the department head will document the Probationary employee's performance and will recommend that the employee either pass probation or be rejected for the position. This documentation should be submitted to the City Administrator at least two (2) weeks prior to the end of the probationary period and will be placed in the emplovee's personnel file. The City Administrator, with feedback from the department head, will make the final decision on whether the employee will become a regular employee or will be terminated, subiect to concurrence by the City Council. 3-10.5 If the notification indicates the employee has successfully completed the probationary period and will be continued, the employee will become a regular employee within the meaning of this policy. The employee's lenath of service will be computed from his /her date of hire. 3 -10.6 The City may terminate an employee at any time subiect to requirements of applicable laws and rules. Nothing in this manual shall be construed to imply that after completion of the probationary period, an employee has any vested interest or property right to City employment. 13 SECTION 1 - PURPOSE AND INTENT SECTION. 1-1 PURPOSE Public employees have a high degree of visibility to the general public and therefore must exercise their duties with particular care and caution to ensure prompt, efficient, high quality services for the public. It is the purpose of these personnel policies to establish a uniform and equitable system of personnel administration for employees of the City of Otsego. They are not intended to be all- inclusive nor to cover every situation that may arise. These policies may be amended at any time at the sole discretion of the City and they will supersede all previous personnel policies. SECTION 1 -2 INTENT 1 -2.1 The policies herein are not terms and shall not be regarded as or construed as contractual provisions. The provisions may be changed at any time by a majority vote of the city council. The provisions shall not be interpreted as creating anything other than an at will employment relationship, wherein the employee may terminate his /her employment at any time for any reason and the city may terminate an individual's city employment at any time for any reason. 1 -2.2 These policies are not an employment contract, nor should they be construed as one. Personnel policies are adopted and applied at the discretion of the City Council and may be withdrawn, applied, or amended at any time. If at any time there should be a conflict between specific provisions in these policies and a collective bargaining agreement (CBA), the specific terms of the CBA will govern. The Personnel Policies will govern wherever any specific provision is not in direct conflict. SECTION 1 -3 DURATION OF EMPLOYMENT After an employee has successfully completed the probationary (training) period after hire or promotion as indicated by a satisfactory performance evaluation and as approved by the City Council, they shall be designated as a regular employee. Such designation shall be employed to differentiate between these employees and probationary or other employee designations. The term 'regular' shall not be used to define duration of employment with the City. Employment shall remain at will and may be terminated by either the City or the employee at any time for any reason. SECTION 1-4 CITY COUNCIL RESPONSIBILITIES The City Council shall in accordance with its statutory responsibility to manage the City, be responsible for the maintenance and periodic revision of personnel policies and the City's personnel program. SECTION 1 -5 APPLICABILITY 1 -5.1 The provisions of these policies shall cover all "regular" and "probationary" full time or part time employees. Temporary, seasonal, and paid on call employees are excluded, except when specifically stated herein. Sec. 1 -5.2 Elected officials, contract employees, contracted consultants, members of appointed City boards, commissions, and committees, volunteer personnel, and emergency employees are not within the scope of this Personnel Policy. 1 -5.2 Any individual receiving wages and benefits from the City pursuant to a Joint Powers Agreement between the City and other political subdivision are not within the scope of this personnel policy, but are, rather, subject to those policies of the Joint Powers entity. SECTION 1 -6 NON - DISCRIMINATION 1 -6.1 It is the policy of the City of Otsego not to discriminate in employment matters on the basis of race, creed, color, age, marital status, national origin, sex, sexual orientation, status with regard to public assistance, or disability. 1 -6.2 No person shall be employed, promoted, demoted, or discharged by the city or in any way favored or discriminated against because of political opinions or affiliations, race, color, national origin, religion, sex, marital status, sexual orientation, status with regard to public assistance or disability, or because of the exercise of rights under provisions of the public Employment Labor Relations Act, Minn, Stat. 179A.01 to 179A.25. SECTION 1 -7 DEFINITIONS For policy purposes, the following terms shall have the meanings given herein: "BENEFIT- EARNING STATUS" - Status where employees are eligible for at least a prorated portion of employer provided benefits. Employees must work 24 or more hours per week on a regular basis in an ongoing position. (Temporary, seasonal, paid on -call, part-time (casual) and intermittent employees are excluded.) "CASUAL PART -TIME EMPLOYEE" - An employee who works in an ongoing non - benefit earning position of fourteen (14) hours or less per week. Employees in this category may work more than fourteen (14) hours per week on occasion but must not meet the definition of a public employee by State law (Chapter 179). Part-time (casual) employees accrue no seniority and earn no employment rights. "CITY" - City of Otsego "CITY ADMINISTRATOR" - City Administrator of the City of Otsego "COMPENSATORY TIME OFF" - Time taken off by nonexempt employees who worked more than 40 hours per week in lieu of paid overtime "CONTRACTUAL INDIVIDUALS" - Individuals who offer their services to the public and do not meet the criteria as an employee according to IRS regulations. Contractual individuals are appointed by the City Council under a fee basis, are not eligible for employment rights or benefits, are not considered employees and are not covered by the Personnel Policies with the exception of Non - discrimination and Harassment Policies. "DEMOTION" - Movement of an employee from one job class to another where the maximum salary for the new position is lower than that of the former position. This action may be voluntary or involuntary. "EXEMPT EMPLOYEE" - Employees who are assigned to executive, administrative, or professional positions which are exempt from the minimum wage and overtime compensation provisions of the Fair Labor Standards Act (FLSA). "HOLIDAY OVERTIME" - Payment equal to two times the regular hourly rate paid to employees who are required to work on a holiday "INTERMITTENT EMPLOYEE" - Employee who has no regularly scheduled hours but fills in as needed. Employees in this status do not earn benefits or employment rights and average less than fourteen (14) hours per week. "NON- EXEMPT EMPLOYEE" - Employees assigned positions that are subject to the minimum wage and overtime compensation provisions of the Fair Labor Standards Act (FLSA). "OVERTIME PAY" - Payment to non - exempt employees for services performed in excess of 40 hours per week required by applicable state and federal overtime laws, by an applicable collective bargaining agreement, or by written personnel policies. "PROBATIONARY PERIOD" - A specified period of time at the beginning of employment (or the beginning period of a promotion, reassignment or transfer) that is designated as a training or trial period. The probationary period is considered the last part of the selection process. "PROMOTION" - Movement of an employee from one job class to another within the City, where the maximum salary for the new position is higher than that of the former position. "REGULAR EMPLOYEE" - An employee who has successfully completed all stages of the selection process including the training or probationary period. Regular employees earn benefits in accordance with the Personnel Policies or applicable union contract. "REGULAR FULL -TIME POSITION" - A group of duties and responsibilities requiring the employment of a person for at least forty (40) hours per week throughout the year, from year to year, and which have been defined as regular full time by the City Council. "REGULAR PART -TIME POSITION" - A group of duties and responsibilities requiring the part-time employment of one person for a least fourteen (14) but less than forty (40) hours per week throughout the year, from year to year, and which have been defined as regular part-time by the City Council. "SEASONAL EMPLOYEE" - An employee (full -time or part-time) who works during only part of the year (100 days or less) to assist in seasonal work. Seasonal employees accrue no seniority and earn no employment rights of benefits. "TEMPORARY POSITION" - A group of duties and responsibilities requiring employment of an individual for six months or less without regard to the number of hours worked per day or per week by the individual. "TIME AND A HALF" - The rate of pay to be compensated to non - exempt employees who work over 40 hours in a week. The rate of pay shall be one and one -half times the regular hourly rate for every hour of overtime worked. SECTION 1 -8 PROVISIONS SUPERSEDED IN CERTAIN CASES 1 -8.1 No provision of this Policy is intended to violate, supersede, or conflict with any applicable Constitution, statute or regulation, whether state or federal, or any provision of a collective bargaining agreement in effect between the City and any of its employees, and to the extent of any such violation the offending provision of this Policy shall be void, but all remaining provisions of this Policy shall remain in effect. SECTION 2 - ORGANIZATION SECTION 2 -1 JOB DESCRIPTIONS 2 -1.1 The City will maintain records of job titles and compensation by position and /or job class, job descriptions for each regular job class and other appropriate information. New positions can be developed as needed but shall be approved by the City Council in the budget process, or as needed prior to filling the position. 2 -1.2 A classification is a group of positions sharing common duties and requirements. Positions within a class are assigned the same title and salary level. 2 -1.3 A job description is prepared for regular full -time and part-time positions. Each description includes: title, department, supervisor's title, statement of position duties and responsibilities and specific statement of qualifications required to perform the essential requirements of the position. Good attendance and compliance with work rules and policies are essential requirements of all City positions. 2 -1.4 Prior to posting a vacant position, the existing descriptions and qualifications for each position are closely examined by the City Administrator and the hiring department to ensure the qualifications do not present artificial barriers to employment. 2 -1.5 A current job description is provided to each new employee. Supervisors revise job descriptions as necessary to describe the duties and responsibilities for which their employees will be held accountable during their upcoming performance periods. All changes are reviewed and approved by the department head and City Administrator. SECTION 2 — 2 ASSIGNING AND SCHEDULING WORK Assignment of work duties and scheduling work is the responsibility of the supervisor subject to the approval of the department head and /or Administrator. SECTION 2 — 3 CLASSIFICATION OF JOB DUTIES The classification of job duties will be the responsibility of the City Administrator. Assignment of job titles, establishment of minimum qualifications, and the maintenance of regular job descriptions and related records shall also be the responsibility of the City Administrator. SECTION 2 — 4 RECLASSIFICATION Positions sometimes change over time and some change in jobs is normal and expected. Occasionally, an employee's job will change so significantly that it no longer fits the employee's job classification. In these situations, the City may conduct a classification study. The study may result in a number of different findings: reclassifying the position to another existing classification, merging classes, creating a new classification, revising the job, or a determination that no change is needed. All classification changes must be approved by the City Administrator and are subject to City Council approval. 6 SECTION 2 — 5 DEMOTION 2 -5.1 Employees may be demoted if they have been found unsuited for the present position but may be expected to perform satisfactorily in a lesser position. Employees may also be demoted if their position(s) has been abolished or reclassified to a lower class. 2 -5.2 Employees who are demoted due to reclassification, restructuring, or other organizational change unrelated to performance, shall not normally suffer a pay cut. In these cases, the employee's pay will normally be frozen until they are eligible for an anniversary increase. 2 -5.3 When an employee's pay is above the maximum of the range for the new job class, their pay will normally be frozen until such time as annual adjustments increase the salary range above the employee's salary. 2 -5.4 Employees who voluntarily demote or are demoted due to performance issues, shall have their pay established within the range of the new classification at a level determined by the City Administrator. SECTION 2 — 6 REDUCTION OF WORKFORCE If it is necessary to reduce personnel, all efforts will be made to separate temporary employees in affected job classes before regular employees in those job classes. Within these groups, the selection of employees to be retained shall be based on merit and ability or any other relevant factors as determined by the City Administrator, subject to approval of the City Council. SECTION 2 — 7 LAYOFF Employees who are laid off due to reduction in workforce shall be placed on a layoff list for up to six months. Employees terminated pursuant to reduction in workforce have no right of appeal, or any other procedure as set forth in this manual related to termination of employment for other reasons. If recalled to work within that six month period, seniority may be reinstated, excluding time in layoff status. Employees do not have the right to reinstatement. All reinstatement must be approved by the City Council. SECTION 3 - EMPLOYEE RECRUITMENT AND SELECTION SECTION 3 —1 SCOPE The City Administrator will manage the hiring process for all regular positions within the City. All applications for regular full -time and part-time employment shall be submitted to the City Administrator's Office for consideration. The City Administrator will utilize department resources to assist in the process as appropriate. SECTION 3 — 2 FEATURES OF THE RECRUITMENT SYSTEM 3 -2.1 Regular Position Vacancy Announcements: Position vacancies, for regular full - time and part-time positions, will normally be published by posting announcements on official City bulletin boards or City website for at least ten (10) days. Such postings will normally specify the title and salary of the positions; the nature of the work to be performed; the minimum and essential requirements of the position; the time and place to apply; the closing date for receiving applications and other pertinent information. 3 -2.2 Application Forms: Application shall normally be made on application forms provided by the Finance Department. Supplemental questionnaires may be required in certain situations. All candidates must complete required application materials, with original signatures, and ensure they are submitted by the application deadline in order to be considered for the position. The deadline for applying may be extended by the City Administrator. 3 -2.3 Appointments and promotions in the City service shall be made according to merit and fitness related to the position being filled. Vacant positions will be filled as regular, casual part-time, paid - per -call, intermittent, seasonal, or temporary appointment. Appointments may be made on a full or part-time basis. Part-time employees may be hired into a benefit- earning (24 or more hours per week) or non - benefit- earning (less than 24 hours per week) status. 3 -2.4 Position vacancies may be filled on an "acting" basis as needed prior to filling a position through the normal process. The City Administrator will approve all acting appointments for regular positions. If a current employee is appointed to an acting position and is later hired to fill the regular appointment, with no break in service in the new position, the effective date of the regular appointment will be considered to be the date on which the acting appointment was made. Pay rate adjustment for acting appointments will be determined by the City Council with recommendations made by the City Administrator.. 3 -2 -5 Employees who have left City service in good standing are eligible for reinstatement at the City's option. The City Administrator may reinstate seniority for benefit accrual purposes and /or pay, under special circumstances. SECTION 3 — 3 EXAMINATIONS 3 -3.1 Applicant qualifications will be evaluated in one or more of the following ways: a training and experience rating; written test; oral test or interview; performance or demonstrative test; physical agility test, or other appropriate job - related exam. 3 -3.2 Any tests for appointment in the City service shall be competitive tests which shall be open only to applicants who meet the minimum qualifications as stated on the job posting, or qualifications determined to be equivalent by the City Administrator. The City Administrator will determine whether to post the position as a promotional or open competitive opportunity. 3 -3.3 Positions designated as promotional only will normally be open to any City employee who has successfully completed their six months of employment. Temporary, intermittent and seasonal employees are not eligible to apply for promotional -only positions. 3 -3.4 Examination results: The examinations and results of examinations are confidential. Each person taking an examination shall be entitled to obtain their final score. Applicants who fail an exam will normally not be eligible to retake the exam for one year. This requirement may be waived by the City Administrator. 3 -3.5 Method of Rating: Sound measurement techniques and procedures shall be used in rating tests and determining the individual and /or relative ranking of the candidates. 3 -3.6 Candidates are required to attain at least a passing score on each component of the test in order to continue in the selection process. Access to the testing process may be limited to the top candidates based on job - related qualifications. 3 -3.7 The City Administrator shall establish minimum qualifications for each position with input from the appropriate department head. All candidates must meet the minimum qualifications to be eligible to participate in the selection and testing process. SECTION 3-4 UNLAWFUL ACTS Falsification of records. No person shall knowingly make any false statement, certificate, mark, rating, or report in regard to any test, certificate, or appointment held or made under the city personnel system, or in any manner commit or attempt to commit any fraud preventing the impartial execution of the provisions of this policy. SECTION 3 — 5 PRE - EMPLOYMENT MEDICAL EXAMS 3 -5.1 The City Administrator may determine that a pre - employment medical examination, which may include a psychological evaluation, is necessary to determine fitness to perform the essential duties of any City position. Where a medical examination is required, the offer of employment will be made contingent upon successful completion of the medical exam. The medical exam will include a pre - employment drug test in accordance with the applicable Drug Testing policy.