HomeMy WebLinkAboutMay 13, 2026 City Council Regular Meeting Agenda PacketCITY OF FALCON HEIGHTS
Regular Meeting of the City Council
City Hall
2077 W est Larpenteur Avenue
AGENDA - AMENDED
May 13, 2026 at 7:00 P.M.
A. CALLTOORDER:
B. ROLL CALL: GUST
MIELKE
F. PUBLIC HEARINGS:
firuxFtta:' 5- 0
,\
STAFF PRESENT: LINEHAN_1/LANDBERG-
c. APPROVAL oF AGENDA ,J n bgu lt' { - 0
D. PRESENTATION NiOIhL TO
1. Presentation of the 2025 Arurual Comprehensive Financial Report (ACFR) by City
Auditors BerganKDV
E. APPROVAL OF MINUTES: N7fl '^ S -d
1,. April22,2026City Council Workshop Meeting Minutes2. April22,2026Ciq Council Meeting Minutes
G. CONSENTAGENDA:
1.. General Disbursements through 5/8/26: $354,815.67
Payroll through 5/7 /26: $46,680.79. a/n/)6: $24,799.81- \
. 5/7/26: g2'L'886.98
Wire Payments through1/8/26: W6,740.34 /^2. Approval of Resolution26-4'1. Accepting the Resignation of Elke Johnson from the
Position of Administrative and Communications Coordinator
3. Approval of Resolution26-42 Approving Joint Powers Agreement with St. Paul for
Chelsea Heights Safe Routes to School Intersection Improvement at Hoyt Avenue
and Hamline Avenue
4. Approval of Resolution 26-43 NtlhorizingChange Order #2 with New Look
Contracting, Inc. for Community Park Improvements Project FH-01
POLICY ITEMS:
1. Appointment of a Council Liaison to the Les Bolstad Golf Course \a\\eA
Redevelopment Community Advisory Committee (CAC)
Approval of Ordinance 26-04 Amending Chapter L09 of the Falcon Heights
Code Conceming Parkland Dedication for Subdivisions
H
YilW
3. Amendment to the Personnel Policy to Include Processes for Summer Hours S\uqc^$-o
and Holidays Under Summer Hours
4. Approval of Resolution2644 Authorizing Change Order #3 with New Look
Contracting Inc. for Community Park Improvements Proiect FH-0L
I: INFORMATION / ANNOUNCEMENTS:
J: COMMUNITY FORUM:
Please limit comments to 3 minutes per person. Items brought before the Council will be referred for
consideration. Council may ask questions for claifcation, but no council action or discussion will be
hzld on these items.
&,f0
K: ADJOURNMENT: lrtnbgtlb{J f 'C)
Amendments to the agenda are noted r" Jr;iZhr)tr)a @Lt for remoaals.
2
BLANK PAGE
3
FNLCOil TIEIEIIT5
THE CI|YTHATSOARS
REQUEST FOR COUNCTL ACTION
4
Meetins Date May 13,2026
Asenda Item Presentation Dl
Attachment See Below
Submitted By Alyssa Landberg, Finance Director
Item Year-End 2025 Annual Audit Report
Description Brianna Schlicht of BerganKDV will present the Annual Comprehensive Financial
Report for the year-ended December 31,2025. The financial report is a complex
document that includes evaluation and analysis of the financial stability of the City as it
relates to the General Fund, Special Revenue Fundsi Debt Service Funds, Capital
Funds, and Proprietary Funds.
Budget Impact N/A
Attachments a
a
a
a
a
2025 ACFR Presentation
Resolution 26-40
2025 Communications Letter
2025 Legal Compliance Report
2025 Annual s.tve Financial Renort
Action(s)
Requested
Motion to accept and approve the Year-End2025 Annual Audit Report and Annual
Comprehensive Financial Report.
City of Falcon Heights, Minnesota
City of Falcon Heights, MN
Audit Presentation
Q'b"rganKDv'
5
TheAudit
Independent Auditor's Report
l Management is responsibte for the financia[ statements
t Auditor is responsibte to express an opinion on the financial statements
+ Unmodified Opinion - best opinion an auditor is able to offer
i Provides assurance that the financiat statements are fairty presented in atl material respects
I Legat Comptiance Audit - No findings
t lnternal Controt - Lack of Segregation of Accounting Duties
Financial Communications
8
General Fund Balance
54,500,000
54,200,000
s3,900,000
s3,600,000
s3,300,000
s3,000,000
s2,700,000
s2,400,000
52,1 00,000
s1,800,000
51,500,000
s1,200,000
s900,000
s600,000
s300,000
5-
?o21 2022 2023 20?4 z0z5
I
-
I
I I IIII T II I W I I
I I I I IwwwrryryE
I I I I II TG ffi TG lffiI I T I I
I Nonspendable I Unassi I
General Fund
s4,000,000
53, s00,000
53,000,000
52,500,000
s2,000,000
s1,500,000
s1,000,000
s500,000
5-
?071 z0z7 2073
lTotatRevenues lTotatExpenditures
?024 7025
10
s3,1 83,568
52,654,O43
s3,847,31 I
s 3,203,783
s3,758,525
s 3,403,000
$3,700,480
s2,871,738
s3,092,939
s2,544,159
General Fund Revenues
s4,000,000
53,500,000
53,000,000
s2,500,000
52,000,000
51,500,000
5 1,000,000
5500,000
s-
n I
2021 2022 2023 2424 2025
ilMiscettaneous 920,031 s60,552 s219,100 s209,209 s224,449
oFines and Forfeitures 19,51 1 18,385 17,962 '18,168 24,415
lcharges for Services 'to1.149 31.069 55,291 47,488 47,423
I lntergovernmentaI Revenue 759,424 652,290 891.1 91 876,O76 843,284
t Licenss and Permits 252,408 156,521 257,485 102,465 110,9n
I Gen€ral Property Taxes 2,031,045 2,174,'t27 ?.,264,451 2,505,1 19 2,596,763
't1
General Fund - Revenues
General Fund Revenues 2025 General Fund Revenues 2024
Permits
3%
Fines and
Forfeitures
Charges for
Services
1%
Revenue
Fines and
Forfeitures
0%
Charges for
5ervlces
1%
Intergovernmentat
Revenue
22%
Generat Property
Taxes
67%Permits
3%
23%
Generat
Property Taxes
67%
12
General Fund. - Expenditures
53,500,000
s3,000,000
s2,s00,000
s2,000,000
sl,500,000
s1,000,000
s500,000
s-
I
2021 2022 2073 2024 zoz5
I Park and
Recreation s71,896 579,027 52,388 S8e,2s4 586,87e
I Pubtic Works 309,582 273,3M 324,627 33'1,014 379,551
r Pubtic Safety 1,525,779 1,383,570 1 ,551 ,1 50 2,009,o92 1,672,662
I Generat
Govemment 746,786 808,1 78 918,573 973,640 1,064,691
13
General Fund - Expenditures
General Fund Expenditures 2025
Parks and
Recreation
ilenerat funa expenOl ZOZal
Pubtic
Parks and
Recreation General
GovernmentPubtic
General
Government
Pubtic Pubtic Safety
59%57%
14
General Fund
Budget to Actual
3,U7,311
76,000 643,528 567,528
(1 56,000)
5
,071
3,203,783
76,
5 5 487,528 S
107
11 950
21 000
194,834
3,576,477
(80,000)
487,528
3,652,477
5 2,596,763
35,342
110,977
843,284
47,423
24,415
189,107
't,064,691
1,672,667
379,551
86,879
(77,sl1\
(208,4s71
(s9,655)
5 2,626,701 (29,938)
35,342
10,727
1,238
(57)
9,415
1,142,202
1,881 ,119
439,206
100,250
u2,046
47,480
1 5,000
Sanitary Sewer Fund
51,400,000
51,200,000
s1,000,000
s800,000
s600,000
s400,000
S2oo,ooo
s-?o21 2022 2023 2024 zaz5
ISewer S1 186 S1 379 S1 397 51 10 796 S1
lTotat 6 933,620 ,1561 1,1 99,856
3 18,577 22,355 29,039 46,621
lOperating lncome with 192,471 186,363 127,777 48,640 52,751
204,940 145,132 77,679 99,372Depreciation
lOperating lncome 2Q7,804
16
Storm Drainage Fund
5250,000
s200,000
s1 s0,000
s1 00,d00
550,000
s-2021 2022 2023 1024 2025
I Storm Drainaqe Charges s r 88,1?5 5191,637 5198,7O7 s203,265 s205,292
lTotat Operatinq Expenses 1 58,873 171,265 '152,756 158,264 153,013
r Depreciation 53,237 43,829 44,120 48,1 1 3 48,61 8
I Qerating lrcome with
Depreciation 79,252 20,377 45,951 45,001 52,279
a Operating lncome without
Depreciation 82,489 64,201 9O,O71 93,114 19o,897
17
Auditor
18
Brianna Schlicht
AUDIT MANAGER
9s2-563-6800
BRIANNA. SCHLICHT@CREATIVEPLANNING. COM
ThankYou
20
C'berganKDv'
This commentary is provided for generat information purposes onty, shoutd not be construed as investment, tax or tegal advice, and does not constitute an
attorney/ctient retationship. Past performance of any market resutts is no assurance of future performance. The information contained herein has been obtained
from sources deemed retiable but is not guaranteed,21
CITY OF FALCON HEIGHTS
COT.JNCIL RESOLUTION
May 13,2026
No.26-40
RESOLUTION ACCEPTING THE ANNUAL FINANCIAL AT]DIT AND ANNUAL
COMPREHENSTVE FINACIAL REPORT ENDING DECEMBER 3l, 2025
WHEREAS, the City of Falcon Heights is required to have an annual audit of its financial records
according to Minnesota State Statute $ 471.697; and
WHEREAS, the City of Falcon Heights engaged BerganKDV, a certified accounting and audit firm, to
conduct an independent audit of the City's financial statements for the fiscal year ending December 3 1 ,
2025; and
WHEREAS, BerganKDV has completed said audit and presented the Annual Comprehensive Financial
Report to the City Council; and
WHEREAS, the City Council has reviewed and considered the results of the audit and finds that it fairly
presents the financial position of the City of Falcon Heights in all material aspects.
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Falcon Heights,
Minnesota:
l. The City Council hereby accepts the annual financial audit for the fiscal year ending
December 31,2025, as prepared by Bergan KDV.
2. The Finance Director is authorized to file the accepted audit and take any action
necessary to comply with state and regulatory reporting requirements.
Moved by:
GUSTAFSON
MAY
MIELKE
MOGEN
WASSENBERG
n{ v\B'
C
Mayor
5
0
In Favor Aftested by:
Against Administrator
22
BLANK PAGE
23
CITY OF FALCON HEIGHTS
City Council Workshop
City Hall - Flex Meeting Area (Not Televised)
2077 W est Larpenteur Avenue
MINUTES
Wednesday, April 22, 2026
6:00 P.M.
A. CALL TO ORDER: 6:00 PM
B. ROLLCALL:GUSTAFSON_X- MAY-X-
MIELKE X MOGEN X WASSENBERG X
STAFFPRESENT: LINEHAN-X- IOHNSON-X-
C.POLICY ITEMS:
1,. Meet & Greet with St. Anthony Police Chief Jeff Spiess and St. Anthony Police
Department Officers
Linehan introduced members of the St. Anthony Police Department and provided an
opporfunity for the Council to ask questions and discuss departrnent operations, challenges,
and community policing efforts.
Chief Spiess shared that staffing and recruiting high-quality officers remain major challenges.
SAPD has created a recruitrnent team, attends career fairs, and utilizes a cadet program to build
a hiring pipeline. Retaining quality officers and maintaining a strong deparhnent reputation are
priorities, though hiring can take one to two years.
Discussion focused on community visibility, proactive policing, and relationship building.
SAPD noted residents appreciate seeing squad cars in neighborhoods, and officers proactively
address speeding concems, conduct apartrnent walktfuoughs, and focus on higher-crime areas
The departrnent also discussed partnerships with organizafions such as Northeast Youth and
Family Services to help connect residents with support services and reduce repeat calls for
service.
Councilmembers discussed State Fair operations, including balancing parking enforcement
with service calls. SAPD shared that parking citations can pull officers away from higher-
priority calls and expressed interest in administrative citations as a potential solution. The
departrnent also discussed coordinated traffic enforcement efforts with Ramsey County and
state agencies during the Fair.
The Council discussed theft trends, youth intervention programs, and efforts to connect
residents with services. SAPD stated there are no significant crime trends currently standing out
and emphasizeda compassionate approach focused on long-term solutions.
24
Councilmembers also discussed automated ticketing and Flock camera technology. Chief Spiess
stated that other agency's Flock cameras have been useful in solving crimes. SAPD does not
currently operate its own system, and the Council agreed additional research would be needed
before considering the technology further and that it was not an initiative to explore this time.
D. ADIOURNMENT: 6:58 PM
Councilmember Wassenberg motions to adjourn the meeting;
Approved 5-0
DISCLAIMER: Ag Council Workshops are held monthly as an opportunity for Council Members to
discuss policy topics in greater detail pior to a formal meeting where a public hearing may be held and/or
action may be taken. Members of the public thnt would lilce to make a comment or ask questions about an
item on the agenda for an upcoming workshop should send them to mail@falconheights.org prior to the
meeting. Alternatiaely, time is regularly allottedfor public comment during Regular Gty Council
Meetings (typtcally 2nd'and 4thWednesdays) during thz Community Forum.
Randall Mayor
Dated 13th
City AdministratorT
25
BLANK PAGE
26
CITY OF FALCON HEIGHTS
Regular Meeting of the City Council
City Hall
2077 r{est Larpenteur Avenue
MINUTES - AMENDED
April22,2026 at 7:00 P.M.
A. CALL TO ORDER: 7:03 PM
B. ROLL CALL: GUSTAFSON X MAY X MOGEN X
MIELKE X WASSENBERGX,
STAFFPRESENT: LINEHAN-X-JOHNSON-X-BROWN-X-
C. APPROVALOFAGENDA
Linehan walks through amendments, stating that consent agenda item 3 was removed
and policy item H2 was added; added a sample of a purchase agreement for playground
equipment. Changes have been updated.
Councilmember Wassenberg motions to approve the agenda;
Approved 5-0
D.PRESENTATION
1. St. Anthony Police Department Annual Report from Chief Spiess
Chief Spiess presented the St. Anthony Police Departrnent Annual Report highlighting
departrnent growth and key accomplishments. SAPD has expanded from 1 officer to 26
full-time officers, along with Community Service Officers, a cadet program, and 3
civilian staff.
Crime data showed no significant concems. Both Part 1 and Part 2 crimes were
consistent with surrounding communities, and the Investigative Division achieved a
42% cleararrce rate in 2025, reflecting strong case resolution.
The Patrol Division focuses on 911 response, proactive policing, traffic safety, and
community engagement with traffic enforcement driven largely by community
concerns. The departrnent tracks 37 performance metrics to monitor trends and guide
decision-making.
Chief Spiess noted full compliance with training requirements and highlighted ongoing
initiatives, including a therapy dog program, safety camp funding efforts, and expanded
social media outreach. Technology updates included continued use of body cameras, a
new video system, and the launch of a drone program used for missing persons and
investigative support under strict guidelines.
Recruitrnent remains a priority, with career fairs, grant-funded hiring pathways, and a
growing cadet program supporting efforts to attract and retain high-quality officers.
27
E.
Officer wellness and community engagement are also key focuses, with 260 documented
engagement activities in Falcon Heights.
The report concluded with updates on long-term goals, including continued regional
integration, recruifonent and retention strategies, facility planning, and expanded
support services.
2. Presentation of Updated City Website
Linehan introduced Johnson and Brown, who presented the City's new website and
outlined the next steps for launch.
Johnson explained that the City contracted with CivicPlus to redesign the website. The
project focused on improving navigation, modernizing the design, and ensuring
compliance with updated ADA accessibility requirements for government websites.
Brown and fohnson highlighted key design updates, including new layouts, fonts, and
colors, and shared sample pages to demonstrate the updated look and structure.
A key addition is CivicSend, which allows staff to create newsletters and post news
updates directly on the website, improving communication with residents. Staff is also
working with CivicPlus to migrate the City Code to Municode, an online code hosting
platform.
Next steps include continued content updates, document migration, system testing, and
collecting feedback from staff and Council prior to launch.
Councilmembers asked about access to a live version of the site. Staff noted that a post-
launch survey will be available for public feedback and that most staff have already
completed training with CivicPlus. They also clarified that the website search function is
keyword-based and does not search documents.
Staff emphasized that the new site improves usability and accessibility compliance,
while full document accessibility will be addressed as a separate project. Linehan noted
that staff will continue working with Council on opportunities for feedback.
APPROVAL OF MINUTES:
1,. March 25,2026 City Council Workshop Meeting Minutes
2. April8, 2026Ciq Council Workshop Meeting Minutes
3. April8,2026C|ty Council Meeting Minutes
Councilmember Mielke motions to approve the meeting minutes;
Approved 5-0
PUBLIC HEARINGS:
CONSENT AGENDA:
1. General Disbursements through a/17/26: $85,011".9L
Payroll ttuough a/ 9 / 26: $21.,955.79
Wire Payments through|/17 /26: $15,571..042. Approval of City Licenses
F.
G
28
H:
i+isions
4. Approval of Resolution 26-31 Reappointing Jacob Brooks to the Planning
Commission
5. Approval of Resolution26-32 Approving a Contract with Electro Watchman Inc. for
the Expansion of Current Lenel/S2 Netbox System for Added Access at Community
Park
6. Approval of Resolution26-33 Authorizing the Budget Amendments to
Transfer Funds and for the Purchase of 1407 Larpenteur Ave. W. - Get
Pressed
7. Approval of Resolution26-34 Authorizing a Change Order for 2026 Sanitary
Sewer CCTV & Clean Project #26-02with American Environmental, LLC
8. Consideration of City Hall Operating Under Summer Flours
9. Approval of Resolution26-35 Awarding Bid for the2026 Sanitary Sewer
Lining Project FH 25-03 to Visu-Sewer
10. Approval of Resolution26-36 Authorizing the City to Enter into a Grant
Agreement with the Minnesota Department of Natural Resources Outdoor
Recreation Grant Program
11. Approval of Resolution 26-37 Authorizing the Purchase Agreement for
Playground Equipment from Northland Recreation at Community Park
Mayor Gustafson motions to approve the consent agenda;
Approved 5-0
POLICY ITEMS:
1. Approval of Resolution26-38 Appointing Members to the Les Bolstad Golf Course
Redevelopment Community Advisory Committee (CAC)
Linehan outlined the process used to establish the CAC and the recruitrnent of members,
noting the committee is now ready for appointments.
Councilmembers Wassenberg and May expressed appreciation for the strong expenence
of the applicants. Councilmember Mogen noted that only one member has formal
planning experience and suggested adding Scott Wilson, given his background on the
Planning Commission. He proposed either expanding the committee to 10 members or
replacing one of the atJarge seats to include additional planning expertise, emphasizing
the importance of development knowledge for the group.
Councilmember Mielke asked whether Bolton & Menk staff would attend CAC
meetings. Linehan confirmed that they will, and also that he and City Planner Hannah
Myfuen will participate. Wassenberg also noted that SAP representative involvement
brings valuable development expertise and emphasized balancing skills and
perspectives across the committee.
Councilmember May expressed concern about altering the selection process after it had
been established, noting the importance of maintaining consistency and transparency.
Councilmember Gustafson supported moving forward with the recommended slate,
stating that the process was clearly defined, the candidates were evaluated collectively,
and additional input could be provided through staff and consultant participation.
29
Councilmembers discussed the CAC's role, emphasizing it is advisory and intended to
represent community perspectives while incorporating technical expertise through staff
and consultants. Mogen ultimately withdrew the request to modify the committee
composition.
The Council proceeded with the appointments as presented.
Councilmember Wassenberg motions to approve Approval of Resolution 26-38
Appointing Members to the Les Bolstad Golf Course Redevelopment Community
Advisory Committee (CAC);
Approved 5-0
2. Request of Out'of-State Travel Reimbursement for an Elected Official
Linehan explained that state law requires cities to have an out-of-state travel policy for
elected officials, establishing clear standards for reimbursement and approval.
CouncilmemberMielke requested approval to attend the Strong Towns conference in
2026, wlich she also attended in2025. Linehan noted that the conference budget line is
expected to be exceeded regardless, but could be adjusted in future budget cycles,
including n2027.
Mielke asked that in lieu of attending the LMC conference, the estimated $800 cost to
attend that event be applied toward the cost of attending the Strong Towns National
Gathering, and she would cover the balance.
Gustafson asked whether covering the full cost of the conference would require a formal
budget amendment. Linehan responded that a budget amendment is not necessary at
this time, as expenses still fall within the overall fund structure, but staff will continue to
monitor spending to ensure the general fund remains balanced.
Councilmember Wassenberg motions to approve Resolution 23-29 the Request of Out-
of-State Travel Reimbursement for an Elected Official;
Approved 5-0
I: INFORMATION / ANNOUNCEMENTS:
Councilmember Wassenberg expressed excitement about advancing grant funding for the
playground project.
Councilmember May suggested involving additional individuals who were interviewed for the
CAC, noting the strong pool of community talent. She also shared that the Sustainability Fair
was successful.
Councilmember Mielke reported that the Community Engagement Commission met on
Monday, now has a full membership, and is preparing for the May L6 Spring Together event.
The Commission is also working on its mission statement and planning two pilot listening
sessions'in May.
30
Councilmember Mogen attended the Metro Cities Annual Meeting. He also noted that the
Planning Commission will meet next Tuesday to discuss city code updates and thanked staff
and volunteers for the Sustainability Fair.
Mayor Gustafson echoed appreciation for the Sustainability Fair and reminded everyone of
upcoming events, including Spring Together on May 16 and the Ice Cream Social on July 16.
Linehan shared excitement about moving forward with DNR grant funding and noted
continued progfess at the Community Park. The existing playground will remain in place until
the new one is installed. He also reported that Public Works has completed spring street
sweeping operations and that planning continues toward a Community Park grand opening.
J: COMMUNITY FORUM:
Please limit comments to 3 minutes per person. Items brought before the Council will be referred for
consideration. Council may ask questions for clarifcation, but no council action or discussion utill be
held on these items.
K: ADJOURNMENT:9:02
Councilmember Mielke motions to adjoum the meeting;
Approved 5-0
Amendments to the agenda are noted in bolil for additions and st+ike+l+reu6lt for remouals
Randall Mayor
13th of May,2026
City AdministratorJ
31
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32
A/24/2026 11 :29 Al'1
PACKET: 03560 April 24 Paya.bles
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0.00
0. 00
0. 00
0. 00
00
00
00
00
00
00
00
0
0
0
0
0
0
0
0.00 73 ,236. 4A
34
s/Os/2026 10:33 Ar'{
PACKET: 03561 !4ay 5 Payables
VENDOR SET: 01 City of Falcon Hej-ghts
SEQUENCE : ALPHABETIC
DUE TOIFRS{ ACCOU}{TS SUPPRESSED
A,/P Regular q)en Itq RegiEter PAGE: L
------ACCOI]NT T.IAME------ DISTRIBUTION
--------rD--------
POST DATE BANK CODE ---------DESCRIPTION---------
GROSS
DISCOI'NT
P.o. #
G/L ACCOUNT
01-06008 Eco SHRED MN rNC
r-4L3023
5/05/2025 APBNK
Shredding
DUE: 5/05/2026 DT.SC: 5/05/2026
Shredding
=: VENDOR TOTATS =:
1,140.00
1 ,140 . 00
1099: N
206 4206-82050-000 SUSTArNABrrrry 1, 140 . 00
O7-O342L GEMRAL REPAIR SERVICE
r-874 85
s/05/2026 APEINK
I,ift Station Maintenance
DUE: 5/0s/2026 DIsct 5/O5/2026
Lift Stati-on Maintenance
: VENDOR TOTAIS =:
1099: N
601 4601-87000-000 REPATR EOUTPME}{T
965.00
955.00
955 . 00
01-05115 GOPHER STATE ONE CATL
r-6040393
5/05/2026 APBNK
l.ocates ApriJ.
DUE: 5/05/2026 Dr.sc: 5/05/2026
Locatea ApliL
=: VENDOR TOTALS =:
1099: N
601 4601-88030-000 LOCATES
98.55
98.55
98.55
O1-O5153 IIOME DEPOT CREDIT SERVICES
r-2026050594115/05/2026 APBNK
Supplies
DUE: 5/05/2026 DIsc: 5/Os/2O26
Shop supp]-ies
Curtisa Fie].d Repair Supplies
City Ea].1 Landscaping
=: VENDOR TOTAIS =:
152.81
1s2.81
1099: N
101 4131-70110-000
101 4141-70100-000
101 4131-87010-000
SUPPTTES
SUPPIIES
CITY HALL IAINTENANCE
26.00
'11.84
54.97
01-05912 ELRE iIOENSON
r-2026050594r25/05/2026 APBNK
MC$1A Conference Mileage
DIJE: 5/05/2Q26 DIsc: 5/05/2025
MCMA Conference Mileage
=: VENDOR TOTAIS :
192.8s
192.85
1099: N
101 4112-86010-000 MILEAGE & PARKING 192.85
01-05993 KERN LANDSCAPE RESOURCES
r-5906798
s/05/2026
Brush Disposal
DUE: 5/05/2026 DIsc: 5/05/2026
Brush Disposal
1099: N
101 4134-84010-OOO TREE TRIMMING
17. s0
APESIK
17.50
35
s/Os/2026 10:33 A}4
PACKET: 03561 May 5 Payables
VENDOR SET: 01 City of Falcon Heights
SEQUENCE : ALPITABETIC
DUE TOIFROM ACCOI'NIS SUPPRESSED
A,/P Regular open rtm Regi-ster PAGE: 2
------ACCOIJNT NAI{E-----. DISTRIBUTION
GROSS
DISCOIJNT
P.O. #
G/L ACCOIJNT
01-05993 KERN INNDSCAPE RESOURCES ( ** coNaINUTED ** )
r-5906980
5/05/2026 APBNK
Bruah DisposalDtE: 5/Os/2Q26 DIsc: 5/05/2026
Brush DisposaJ.
: VENDOR TOTAIS =:
1099: N
101 4134-84010-000 TREE TRr!,!.{rNG
35.00
52.50
35.00
01-05509 LEAGI'E OF MN CITIES
t-45052'l
s/05/2026 APBNK 5/05/2026
490.00
490.00
LMC Conf,erence
DUE: 5/05/2026 DT.SC
LMC Conference
=: VENDoR TOTAIS =:
1099: N
101 4111-8 6100-000 CONFERENCES/EDUCATTON/TR 490.00
01-05582 MENARDS
r-202 50505 94 13
5/O5/2O25 APBNK
supplies
DUE: 5/05/2A26 DIsc: 5/O5/2026
Carpet Cl-eaner Renta1
Thercstat
Switchp].ate
Traj-ler Repair supplies
PubLic Worke Supplies
Planter Box Repair Supplies
=: VENDOR TOTALS =:
44L .96
44L.96
1099: N
101 4131-87010-000
101 4131-70110-000
101 4131-70110-000
101 4132-87000-000
101 4132-70120-000
403 4403-89000-000
79.98
35. 99
1.56
38.55
30.L2
254 .7 5
CITY HALL I'jAINTENAIICE
SUPPLIES
SI'PPLIES
REPAIR EOUIPMENT
SUPPLTES
MTSCE],IANEOUS
01-06185 RAr'GEv COUNTY
I-PUBW-022056 Bulk Road Salt Dec 25- Apr 26
5/05/2026 APBNK DUE: 5/05/2026 DIsc: 5/05/2026
Bulk Road salt Dec 25- Apr 26
=: VENDOR TOTALS =:
1099: N
101 4132-83030-000 SNOW RnloVAL
11,663.30
11,663.30
11, 663 . 30
01-05914 DAVID SrlrONS
I-2026050594L4
5/05/2026 APBNK
Work Pantg
DUE: 5/05/2026 Dtsc
Wolk Pants
: VENDOR TOTAI,S =:
5/05/2026
24.94
24.94
1099: N
101 4132-77000-000 Cr,oTgrNc 28.98
36
s/05/2026 10:33 al,I
PACKET: 03551 May 5 Payab].es
VENDOR SET: 01 City of Falcon Eeights
SEQUENCE : ALPHABETIC
DT'E TOIFRO{ ACCOUNTS SUPPRESSED
A/P Regular open Itq Register PAGE: 3
------ACCOUNT NAME------ DISTRIBUTION
--------rD--------
POST DATE BA}IK CODE ---------DESCRIPTION---------
GROSS
DISCOT'NT
P.O. #
G/L ACCOUNT
01-00935 ST PAUL REGIOIiIAI, WATER SERVTCE
r-202 60505 94 155/05/2026 APBNK
City Ha]']. Water & Sanitary Se
DUE: 5/05/.2026 DISC: 5/05/2026
City Hall Water
city HaIl sanj.tary sewer
: vEl{DoR TOTAIS =:
25L.4r
25L .4L
1099: N
101 4131-85040-000
601 r1601-8s075-000
WATER
CITY BUILDINGS SANITARY
204 .63
46.78
01-05988 SUPERIOR SA}D E GRAVEL
r-43272
5/05/2026 APBT{K 5/os/2026
30.00
30. o0
Disposa]. Fee
DUE: 5/05/2026 DISC
Disposal Fee
: VENDOR TOTAI,S =:
1099: N
101 4132-89000-000 MTSCELTANEOUS 30.00
o1-o1242 SURPT,USSERVTCES
r-200d2300
5/05/2026 APBtirK
office Chair
DUE: 5/O5/2Q25 Dtsc: 5/O5/2026
of,f,ice Chair
: VENDOR TOTAIS =:
30.00
30.00
1099: N
101 4131-70110-000 SUPPLTES 30.00
01-06020 TITE RARTFORD
r-L770L4L87285
5/05/2026 APEITK
May LTD InEurance
DI,E: 5/05/2026 DIScz 5/05/2026
May Lm Insurance
=: VENDOR ToTAIS =:
95.38
95.38
1099: N
101 4112-89000-000 MTSCELT,ANEOUS 95.38
O1-O8OO3 WARNING LITES OF I,IINNESOTA INC
r-26-L777
s/os/2026 APBNK
Barriers t SignE fo! Repairs
DUE: 5/05/2026 Dtsc: 5/05/2026
Barriers e Signs for Repairg
=: VENDOR TOTAIS =:
=: PACKET TOTALS =:
1099: N
403 4403-89000-000 MTSCELTAMOUS
66s. 00
56s. 00
L6 ,297 .7 4
555 . 00
37
5/08/2026 11:20 Alt
PACKET: 03563 May I Payablea
VENDOR SET: 01 City of Falcon Heightg
SEQUENCE : ALPHABETIC
DUE TOIFRCN'4 ACCOI'NTS SUPPRESSED
A,/P Regula! open rtm Regigter PAGE: 1
------AccouNT IiIAI',E------ DISTRIBUTION
----- ---rD-- ------
POST DATE BANK CODE ---------DESCRIPTION---------
GROSS
DISCOIJNT
P.O. #
G/L ACCOUNT
01-05975 ABDO LLP
r-523563
5/O7 /2026 APEINK
ApriL PayroU
DUE: 5/O7/2026 DISC: 5/07/2026
ApriL PayroU
=: VENDOR TOTAIS :
1099: N
101 4113-80330-000 FTNAITCTAL CONSTETAI'IT
1,480.00
1,480.00
1, 480 . 00
01-00028 Atr,sTREAr.,r
r-223',12L50
s/o7 /2026 APBNK
Erergency Landline 4/23-5/22
DUE: 5/Q7/2026 DIsc: 5/07/2026
Erergency Landtine 4 / 23-5/ 22
: VENDOR TOTAIS =:
1099: N
101 4116-85010-000 TETEPHONE
2rt.1a
27L.74
2L7.78
01-00875 BHE COMMJNTTY SOr,AR, LI.C
t-t22tt620s/o1/2026 APBNK
Solar Garden Electricity Marc
DIrE: 5/O7/2026 DISC: 5/O7/2026
Solar Garden Electricity March
=- VENDOR TOTAIS =:
L,424.73
L,428.73
1099: N
101 4137-85025-000 SOT.AR ELECTRTC L,A28.73
O1-O3OO1 CAI'IPBELI KNTITSON
r-342
5/08/2026 APBNK
April LegaL MattersDUE: 5/Oa/2026 DIsc: 5/O8/2026
Apri-I GeneraJ. Legal Matters
Ap!i]. I€ga1 Matters
: VENDOR TOTALS :
1099: Y
101 4114-80200-000
430 4430-81900-000
LEGAL TEES
OTEER PROFESSIOIiIAL SERVI
966 .40
589.00
4 , 555. 40
4 ,555 . 40
3
01-03117 CITY oF LITTLE CAI.IADA
I-20736 1st Qt! Inspector Mileage
5/08/2026 APBNK DUE: 5/0A/2026 Dlsct 5/08/2026
1st Qtr Inapector Mileage
=: VENDOR TO?AIS =:
1099: N
7OI 4LL7-AL2IO-OOO BUII,DING INSPECTORS
503.23
503.23
s03.23
OI-O1224 CITY OF ST AIITHONY
r-47tO
5/O7 /2026 APBNK
Apri]. Police seryices
DUE: 5/O7/2025 Drsc: 5/O7/2026April Police sewices
=: VENDOR TOTAIS =:
1099: N
101 4122-81000-000 POLTCE SERVTCES
146,418.51
146,418.51
146,418.51
38
5/08/2026 11:20 A,l
PACKET: 03563 llay 8 Payables
VENDOR SET:\01 City of Falcon Heights
SEQITENCE : AIPSA!|ETIC
DUE TOIFROM ACCOUNTS SUPPRESSED
A/P Regular Open Itq Regj-ster PAGE: 2
------ACCOIJNT liIAl'{E------ DISTRIBUTION
--------rD--------
POST DATE BA}IK CODE ---------DESCRIPTION---------
GROSS
DISCOIJNT
P.O. #
G/L ACCOUNT
01-03583 DELL MARKETING L.P
r -108 1860s2885/08/2026 APBNK
3x DeII Pro Micro
DUE: 5/0a/2Q26 DIsCt
3x Dell Pro I'liclo s/08/2026
2,324 .L9
2,324.L9
1099: N
401 4401-9O1OO-OOO FURNITT'RE & EOUIPMENT 2,324 .L9
=: VENDOR TOTALS =:
01-05119 GFOA
r-6425200L-2026
5/08/2026 APBNK
GEOA Msnbership 6/26-5/ 27
DUE: S/Oa/2026 DLsc: 5/08/2026
GFOA t'tenbershLp 6 / 26-5 / 27
=: VENDOR TOTALS =:
250 . 00
250.00
1099: N
101 4113-85110-000 MnMBERSHTPS 250.00
01-05235 .'AN-PRO C],EA}IING SYSTEMS
r-143 901
5/Oe/2026 APBNK
,tanitorial Seryice May
DI,E: 5/08/2026 DISC: 5/08/2026
Janitoria]' Se*ice May
=: VENDOR TOTAIS :
550.00
s50.00
1099: N
101 4131-87010-OOO CITY ITALL I{AINTENA}ICE 550.00
01-05264 JoEL slttlTg ITEATING & AIR COIIDI
r-38069
s/o7 /2026 APBNK
Thercstat Repaj-r
DIjE: 5/O7/2026 DISC: 5/07/2026
Thercstat Repai!
: VENDOR TOTATS :
1099: N
101 4131-87010-000 Crry HALr, !'nrNTENAlrCE
29s. 00
29s.00
29s.00
01-05886 KELLY 6 LEM!4)NS P.A
r-67 671
5/A7 /2026 APBNK
April Prosecutiong
DUE: 5/07/2026 DIsct 5/07/2026
April Prosecuti-ona
=: VENDOR TOTAIS =:
1099: Y
101 4123-80200-000 LEGAI FEES
2 ,500 . 00
2 ,500 . 00
2, s00 . 00
01-05993 KERN IAIDSCAPE RESOURCES
I-5907120 'Blush Disposal
5/O7/2026 APBNK DIIE: 5/O7/2026 DIsc
Brush Disposal
=: VENDOR TOTAIS =:
1099: N
101 4134-84010-000 TREE TRr}O{ING
s/07 /2026
17.50
17 .50
17.50
39
5/08/2026 11:20 .ala
PACKET: 03563 May 8 Payables
VENDOR sET: 01 city of !'alcon geights
SEQI,ENCE : ALPHABETIC
DI'E TOIFROM ACCOI'NTS SUPPRESSED
A/P Regular open ltm Registe!PAGE: 3
------ACCOUNT IiIA},4E------ DISTRIBUTION
- - - -----ID--------
POST DATE BANK CODE ---.-----DESCRIPTION---------
GROSS
DISCOUNT
P.O. #
G/L ACCOIJNT
01-05440 ToFFLER CoI.{PAIIES, rNC
r-5334 67 4
5/O7 /2026 APEINK
Copier Charge Aplil
DUE: 5/O7/2026 DT.9C: 5/07/2026
Copie! Charge Aplil
=: VENDOR TOTALS =:
324.97
324.9',1
1099: N
101 4112-87000-000 REPATR OET'rCE EQUTPMENT 324.97
O1-05908 METRO-INET
t-3464
5/08/2026 APBNK 5/OA/2026
4,938.00
4,938.00
May IT
DIrE: 5/0A/2026 DIS3
May IT
: VEI,IDOR TOTAI,S =:
1099: N
101 4116-850?0-000 TECHNTCAT, SUPPORT 4,938.00
01.05665 METROPOITTAI.I COUNCIL
r-L205',1o6
5/O7/2026 APENK
ttune Waste Water Seryices
DUE: 5/07/2026 DLsc: 5/O7/2026
,tune Wasle Wat€! Seryices
=: VEIIDOR TOTALS =:
6L ,779 .43
6L,774.43
1099: N
601 4601-85060-000 METRO SEWER CnARGES 6t ,774 .43
01-05273 MN Pi'BLIC EMPIOYEES INSURANCE
r-L62942L
5/08/2026 APBNK
,tune Hea1th & Dental fnsuluc
DUE: 5/08/2026 DIsc: 5/08/2026
ilune gealth 6 Dental Insulance
=: VENDOR TOTAIS :
1099; N
101 4112-89000-000 MTSCET,TANEOUS
15.501 . 83
16,501 . 83
15,501 . 83
01-O6002 NINENORTH
r-2025-056
5/07/2026 APBNK
webstreaing,/cabtecast April
DUE: 5/O7/2026 DISC: 5/07/2026
webEtreming/Cablecast April
: VE!{DOR TOTALS :
672.76
612 .'16
1099: N
101 4116-85050-000 CABT,E TV 672.7 6
01-06053 O'REILLY AUTO PARTS
r-L'l99-LOLL24
5/08/2026 APB0TK
Engine & Transmission Oi1
DIrE: 5/Oa/2O26 DIsc: 5/0A/2026
Engine & Tranamiaaion Oi]-
=: VENDOR TOTAIS =:
47 .96
47 -96
1099: N
101 4141-74000-000 MOTOR EUEL & LUBRTCAITTS 47 .96
40
5/Oe/2O26 11:20 }rlj
PACKET: 03563 r'{ay I PayabLeg
VENDOR SET: 01 City of Falcon Heighta
SEQIJENCE : AIPHABETIC
DT'E TOIFROM ACCOI'NTS SUPPRESSED
A/P Regutar Open ftm Register PAGE: 4
------ACCOUNT I.IAME------ DISTRTBUTION
--------rD--------
POST DATE BANK CODE ---------DESCRIPTION---------
GROSS
DISCOUNT
P.O. #
G/L ACCOI'NT
0I-06024 ON SITE SA}IITATION
r-1756 9
s/o8/2025
Hand wash Stati-on-spring Even
DUE: s/Q9/2025 DIsc: 5/08/2026
Hand Wash Station-Spri-ng Ewent
1099: N
501 4601-85080-OOO PORTABI,E TOILET PARKS
17 .O0
-APEINK
't7 .oo
a-2060452
5/O7/2026 APBNK
Portable ToiJ.et Grove Park
DUE: 5/07/2026 Dtsc: 5/O7/2026
Poltable Toi].et Grove Park
=: VENDOR ToTALS =:
94.28
L1r.2A
1099; N
601 4601-85080.000 PORTABI,E TOILET PARKS 94.28
01-06112 PIONEER PRESS
r-64 651
s/o7 /2026 APSNK
Legals April
DUE: 5/O7/2026 DLSC
LegaJ-s Aplj-l
: VE!{DOR TOTALS =:
1099: N
101 4111-70410-000 LEGAI NOTTCES
5/07 /2026
?0.68
70.68
70.58
01-06500 RTPoWERED
r-38371-01
s/08/2026 APBNK
Fair - Electronics Recycling
DUE: 5/Oa/2026 DLsc: 5/Oe/2026
!'ai-! - Electronics Recycling
: VENDOR TOTAIS =:
1099: N
206 4206-42050-OO0 SUSTAIITABTLTTY
1,158.10
1,1s8.10
1,1s8 . 10
01-06303 REPUBLTC SERVTCES #923
r-0 923-00 61 74 1s65/08/2026 APBNK
Street Sweeping Waste DiEposa
DIrE: 5/QA/2O26 DIsc: 5/08/2026Stleet Sweeping Waste Dispoaal
=: VENDOR ToTALS :
5 ,472.57
5 ,4'12 .57
1099: N
502 4602-84000-000 STREET swEEprNcs 5 , 472 .57
O1-O5942 RETOLD RECYC',ING
I-RR_FaIEIs&Laud_o4 2
5/07/2026 APBNK
Sustaina.bj-lity Fair Textiles
DUE: 5/Q7/2026 DtSCt 5/O7/2026
sustainability Fair Textilea
: VE!{DOR TOTALS =:
7 42.40
7 42 .40
1099: N
206 4206-82050-000 SUSTATNABTLTTY 7A2 -AO
41
5/08/2026 11 :20 At'l
PACKET: 03563 May I Payables
VENDOR SET: 01 City of Falcon Heights
SEQUENCE : AIPHABETIC
DUE TOIFROM ACCOI'NTS SUPPRESSED
A/P Reqular open Itq Register
P.O. #
G/L ACCOUNT
PAGE: 5
------ACCOI'NT I.IAME------ DISTRIBUTTON
GROSS
DISCOI'NT
01-05374 TENNIS SAI{TTATION LI,C
r -4 682550
s/ 07 /2026
Apri]- Resycling
DIrE: 5/O7/2026 DISC: 5/O7/2026
April Recycling
1099: N
206 4206-42030-000 RECYCTTNG CONTRACTS
11, 608 . 30
APBNK
11, 608 . 30
t-4682551
5/07 /2026 APBNK
SWMT&CEC Charges ApriJ.
DUE: 5/07/2026 DIsc: 5/O7/2026
SW!.4I&CEC Charge8 April
: VENDOR TOTAIS =:
1099: N
101 4131-87010-000 CITY EALL IAINTENAI{CE
74.26
LL ,682.56
74.26
01-05784 UPPER CUT TRTE SERVICES
r-431
5/07 /2026
sturp Rmval
DUE: 5/07/2026 DLsc: 5/O7/2026
Stutrq) Rmwal
1099: N
101 4134-84020-000 TREE REMOVAL
570.00
APBNK
s70.00
=: I'ENDOR TOTAT,S =:570 . 00
01-05870 XCEL ENERGY
I-974625f89 E].ectricity
5/O7/2026 APBNK DUE; 5/07/2026 DIsc: 5/O7/2026
Electricity
34.56
1099: N
101 4141-85020-000 ET,ECTRTC/GAS 34 .56
r-974 631945
5/O't /2026
E].ectricity
DUE: 5/O7/2025 DISC: 5/0't/2026
Electricity
1099: N
101 4121-85020-000 ET,ECTRTC
12.54
APBNK
12.58
r-976024324
s/08/2025
EJ.ectrici-ty
DIIE: 5/08/2026 DISC
E].ectricity
13.65
APBNK 5/08/2026 1099: N
2O9 42O9-85020-OOO STREET LIGIIBING POVIER 13. 65
I-976056256 Electricity
5/08/2026 APBNK DUE: 5/O8/2026 DIsc: s/O8/2O26
E].ectricity
150 . 78
2LL.57
265 ,28L.45
1099: N
101 4141-85020-000 ETJCTRTC/GAS 150.78
=: VENDOR TOTAIS =:
=: PACKET TOTAIS =:
42
BLANK PAGE
43
Ff,LCOII IIEIEI|TS
THE CITY THAT SOARS
REQUEST FOR COUNCTL ACTTON
Meetins Date Mav 13,2026
Aqenda Item Consent G2
Attachment Resolution 26-41
Submitted Bv Jack Linehan. City Administrator
Item Resignation of Elke Johnson from the Position of Administrative & Communications
Coordinator
Description The City appointed Elke Johnson as Administrative & Communications Coordinator
during the March 22,2023 City Council meeting.
On April 28,2026, Elke Johnson submitted her letter of resignation. Her last day with
the City will be on Friday, May 22,2026.
We wish Elke the best of luck as she continues to grow her public service career and
will serve as the City Clerk for the City of West St. Paul.
Budget Impact N/A
Attachment(s)o Resignation lettero Resolution26-41Accepting the Resignation of Elke Johnson as Administrative and
Communications Coordinator
Action(s)
Requested
Staff recommends approval of the attached resolution to accept the resignation of Elke
Johnson as Administrative & Communications Coordinator.
City of Falcon Heights, Minnesota
44
Dear Jack and Ketty,
Ptease accept this tetter as formaI notice of my resignation from my position as
Administrative and Communications Coordinator with the City of Falcon Heights. My tast
day of emptoyment witt be May 22,2026.
I have accepted a new opportunity as City Cterk for the City of West St. Paut, where I wit[
begin on May 26,2026. White I am excited for this next chapter, I witt atways be gratefut for
my time with Fatcon Heights and for the support, mentorship, and trust I have received
here.
This was not an easy decision, as mytime with Fatcon Heights has been incredibty
meaningf ut. I have truty vatued the opportunity to serve this community and work atongside
this incredibte team.
The retationships I have buitt here and the experiences I have gained witt stay with me
throughout my career. I woutd not be who I am today, personatly or professionatty, if it were
not for my time with Fatcon Heights.
Over the coming weeks, I am committed to doing everything I can to ensure a smooth
transition and to assist with handing off my responsibitities.
Thank you again for the opportunity to be part of the Fatcon Heights team. I sincerety wish
the City continued success in the years ahead.
Sincerely,
Aftp Jnftruon
45
CITY OF FALCONHEIGHTS
COUNCIL RESOLUTION
May 13,2026
No.26-41
RESOLUTION ACCEPTING THE RESIGNATION OF ELKE JOHNSON FROM THE
POSITION OF ADMINISTRATIVE AND COMMUNICATIONS COORDINATOR FOR THE
CITY OF FALCON HEIGHTS
WHEREAS, Council appointed Elke Johnson to the position of Administrative and Communications
Coordinator on March 22,2023;
WHEREAS, Elke Johnson started with the City in the position on April 17,2023;
WHEREAS, Elke Johnson submitted her resignation letter to the City on April 28,2026;
WHEREAS, Elke Johnson's last day with the City will be May 22,2026;
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Falcon Heights,
Minnesota:
1. That the resignation is accepted by the City Council of the City of Falcon Heights.
Moved by: G.-.s\ a\Ssn Approved
GUSTAFSON
MAY
MIELKE
MOGEN
WASSENBERG
In Favor Attested by
Against
lc.
Mayor
C Administrator
5
J
46
BLANK PAGE
47
FHLEOII IIEIEIITS
THE CITY THAT SOARS
REQUEST FOR COUNCIL ACTION
Meeting Date May 13,2026
Agenda Item G3
Attachment Resolution, Joint Powers Agreement
Submitted By Erik Henricksery City Engineer
Item Approve Joint Powers Agreement with the City of Saint Paul for the 2026 Chelsea
Heights Safe Routes to School Project at the Intersection of Hamline Avenue and
Hoyt Avenue
Description On April 13,2022, the City Council approved a letter of support for the City of
Saint Paul's Regional Solicitation application for pedestrian safety improvements
near the intersection of Hamline Avenue and Hoyt Avenue adjacent to Chelsea
Heights Elementary School. The project was subsequently awarded federal
funding through the regional solicitation process and is now scheduled for
constructionin2026.
The proposed project includes curb extensions and associated pedestrian safety
improvements along the corridor, including at the intersection of Hamline
Avenue and Hoyt Avenue. The improvements are intended to enhance
pedestrian visibility, shorten crossing distances, and improve overall safety for
students and pedestrians traveling to and from Chelsea Heights Elementary
School.
Because a portion of the intersection and roadway improvements are located
within the City of Falcon Heights, the City of Saint Paul has prepared a Joint
Powers Agreement [PA) between the two cities for project delivery and cost
participation. Under the agreement, the City of Saint Paul will be responsible for
project design, bidding, construction administration, and inspection services.
Falcon Heights has reviewed and approved final plans and specifications prior to
advertisement for bids and will review and approve any change orders affecting
Falcon Heights' share of project costs.
The agreement also grants Saint Paul the right to utilize Falcon Heights right-of-
way and easements necessary for project construction. Falcon Heights' estimated
share of the project costs is $18,766|1.6, representing25% of the local share
associated with improvements within Falcon Heights jurisdictional limits. These
costs are eligible for Municipal State Aid funding.
Staff recommends approval of the ]oint Powers Agreement with the City of Saint
Paul for the 2026 Chelsea Heights Safe Routes to School Project.
Families, Fields and Fair
48
Budget Impact The estimated City cost for the project is$18,766.-1.6. Funding for the City's share
of the project is eligible through Municipal State Aid funds. Should actual project
costs exceed the estimated amount, the City of Saint Paul and the City of Falcon
Heights will confer regarding allocation of additional costs.
Attachment(s)Resolution 26-42, ]oint Powers Agreement
Action(s)
Requested
Approve the Joint Powers Agreement between the City of Saint Paul and the City
of Falcon Heights for the 2026 Chelsea Heights Safe Routes to School Project at
the intersection of Hamline Avenue and Hoyt Avenue.
49
JOINT POWERS AGREEMENT
Cify of Saint Paul/City of Falcon Heights
2026 Safe Routes to School Project
between
Hamline Avenue and Hoyt Avenue Intersection
THIS JOINT POWERS AGREEMENT (the "Agreement") is made and entered on this
23rd day of March. 2025" by and between the City of Saint Paul, a Minnesota municipal
corporation ("Saint Paul"), and the City of Falcon Heights, a Minnesota municipal corporation
("Falcon Heights").
WHEREAS, Saint Paul and Falcon Heights, pursuant to ihe provision of Minnesota
Statutes, section 471.59, are authorized to enter into agreements to exercise jointly the
governmental powers and functions each has individually; and,;
WHEREAS, Saint Paul is proposing to conduct curb extensions and associated
improvements on Hoyt Avenue and Hamline Avenue intersection from Midway Parkway to
Hoyt Avenue inZa26 (the "Project"); and,
WHEREAS, a portion of this segment of Hoyt Avenue and Hamline Avenue is located
within the boundary of Falcon Heights; and,
WHEREAS, the Saint Paul wishes to improve its roadway system by performing
pedestrian improvements on Hamline Avenue and Hoyt Avenue; and associated
improvements,
WHEREAS, Falcon Heights wishes to improve its roadway system by cooperating with
Saint Paul's work in performing pedestrian improvements and associated improvements on
Hamline Avenue and Hoyt Avenue; and,
WHEREAS, Saint Paul agrees to include the subject work listed above, consistent with
the design plans, as a part of its 2026 Cheslea Heights Safe Routes to School Project; and,
WHEREAS, Saint Paul Street Design and Construction Division will provide finalplans
and specifications for said improvements to Hamline Avenue and Hoyt Avenue.
NOW, Saint Paul and Falcon Heights agree to the following:
50
2
Saint Paul shall be responsible for the design and construction of the entit'e
Project, Therefore, the parties agree that:
a. Saint Paul shall plan and design, advertise and receive bids, award the
contract, administer the construction and conduct inspections of the
Project, Saint Paul sl,all retain full authority over procul'ement, contract
award, and contract administtation, including approval of change orders.
For any chang orders or modifications that would increase costs allocable
to Falcon heights under this Agreement, Saint Paul shall provide advance
written notice to Falcon Heights, Falcon Heights shall not be responsible
for any increase in its cost share resulting from such changes unless is
provides prior written approval
b. Falcon Heights grants to Saint Paul the right to use its porlion of
Hamiine Avenue and Hoyt Avenue, public rights-of-way, and easements
in Falcon Heights for purposes of constructing the Project. Falcon
Heights agrees to cooperate with Saint Paul in the execution of the
Project.
Falcon Heights will pay an estimated amount of $18;@|6 to the City of Saint
Paul fol the roadway improvements to Falcon Height's porlion of Harnline
Avenue and Hoyt Avenue. Should actual costs exceed the combined estirnated
amourts, Saint Paul and Falcon Heights will confer to detetmine how to handle
the additionai costs.
Saint Paul and F alcon Heights aglge thqt thev wit!-b--e re$ponsiblgfor their own
acts or omissions and the results of tkrse acts/omissions to the extent authorized
bll law. and shall not be responsible for the acts/omissions of the other partv aird
their results. Any liabilitv of the Parties will be eoverned by Minnesota Statutes
ble
+
/*hontar All,l\ anA
This Agreement shall remain in ful1 force and effect until terminated by mutual
agreement of Saint Paul and Falcon Heights or upon completion of the Project
and expiration of any applicable warranty periods, r.vhichever occurs first.
l.rtr ao ma.r ha at*attrl ff.^.* ri.sa rn ii*a
4.
2
51
5
6
it is agreed that, except as spegifically provided herein, neither party, by the
execution of this Agreement, relinquishes any rights or powers possessed by it
and neither party is relieved of any responsibility, duty or obligation imposed
on it by law or regulation.
With regard to Data Practices; the parties agree as follows:
a. Saint Paul and Falcon Heights agree to comply with the Minnesota
Government Data Practices Act and all other state and federal laws
relating to data privacy or confidentiality;
b. Saint Paul and Falcon Heights will imrnediately repo* to each other
any requests from third parties' for infonnation relating to this
Agreement.
c. Saint Paul and Falcon Heights agree to promptly respond to each
other's inquiries conceming data requests,
It is understood and agreed that the entire agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and all
negotiations between the parties relating to the subject matter thereof, as well as
any previous agl'eement presently in effect between the parties regarding the
subject matter thereof. Any alterations, variations, or modifications of the
provisions of,this Agreement shall be valid only when they have been reduced to
writing and duly signed by the parties.
For purposes of delivery of any notice recluired by this Agreement, the notice
shall be effective if delivered by certified or registered U.S, mail, postage
prepaid, or hand delivered to:
a) As to Saint Paul City of Saint Paul
25W. Fourth Slreet
Saint Paul, MN 55102
Attn: Public Works Director
City of Falcon Heights
2660 Civic Center Drive
Roseville, MN 55113
,7
8
3
b) As to Falcon Heights
52
9
10
Attn: City Engineer
This Agreement shall be interpreted under the laws of Minnesota.
This Agreement may be executed in any number of counterparts, each of
which shall be considered one and the same instrument.
[signature pages follow]
4
53
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by their respective duly authorized representatives.
Dated CITY OF SAINT PAUL
5t6lZ(
Apr 28,2A26
Dated
This Agreement was drafted
by the City of Saint Paul.
Dab &arbarBvcffiryd.
City of Saint Paul Public Works Directot'
By
Saint Paul Mayor
CITY OF FALCON HEIGHTS
ofF
B
Mayor
By
Falcon Heights City Engineer
)
54
CITY OF FALCON HEIGHTS
COUNCIL RESOLUTION
May 13,2026
No.26-42
RESOLUTION APPROVING THE JOINT POWERS AGREEMENT WITH THE CITY
OF SAINT PAUL F'OR THE 2026 CIdELSEA HEIGHTS SAFE ROUTES TO SCHOOL
PROJECT AT THE INTERSECTION OF HAMLINE AVENUE AND HOYT AVENUE
WHEREAS, on April 13,20222, the City Councilof the City of Falcon Heights approved a
letter of support for the City of St. Paul's Regional Solicitation application for pedestrian safety
improvements near the intersection of Hamline Avenue and Hoyt Avenue; and
WHEREAS, the project was subsequently awarded federal funding through the regional
solicitation process and is now scheduled for construction in2026; and
WHEREAS, the Joint Powers Agreement allows for project delivery and cost participation since
a portion of the intersection is located within Falcon Heights and the other within Saint Paul; and
WHEREAS, the Joint Powers Agreement grants Saint Paul the right to utilize Falcon Heights
right-of-way and easements, and makes them responsible for project design, bidding,
construction administration, and inspection services;
WHEREAS, the estimated share of the project costs that Falcon Height is responsible for is
$18,766.16, representing 25o/o of the local share, and is eligible for Municipal State Aid funding.
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Falcon Heights,
Minnesota:
1. That the Joint Powers Agreement with the City of Saint Paul for the 2026 Chelsea Heights
Safe Routes to School Project at the Intersection of Hamline Avenue and Hoyt Avenue is
approved.
Moved by:Gtr-tt\sRsc*a Approved
GUSTAFSON
MAY
MIELKE
MOGEN
WASSENBERG
5 In Favor Attested by:
Against Administrator
55
BLANK PAGE
56
FNLEOII
'IEIEIITSTHE CITY THAT SOARS
REQUEST FOR COUNCIL ACTION
Meeting Date May 73,2026
Agenda ltem G4
Attachment See below
Submifted By Kelly Nelson, Administrative Services
Director
Item Approval of Resolution26-43 Authorizing Change Order #Zwith New Look
Contracting, Inc. for Community Park Improvements Project FH-01
Description History:
On May 28,2025, the City of Falcon Heights accepted the proposal from New
Look Contracting, Inc. for the Falcon Heights Community Park Improvements
Project FH-01. The original proposal for the full project was for $855,830 for
their base bid. Two alternate bids were also provided at that time and were
separate from the base bid amount.
As work has progressed, the estimated completion date has been updated to
reflect June 5, 2026, and additional expenses were identified, resulting in an
increase of $20,95251, on Change Order #1. These additional expenses were-
approved on November \2,2025 on Resolution 25-98.
Because the City had applied for and is a recipient of grant funds to help
construct an accessible and inclusive playground, and because the removal of
the existing play container, equipment, and the seeding and grading of the
new play area will shift to Northland Recreation rather than remain with New
Look Construction, Change Order #2 reduces the amount owed to New Look
Contracting,Inc. Doing this will allow the existing playground to remain until
Northland Recreation finishes the installation of the new playground,
estimated for early Fall.
Budget Impact The change order removes $5,626 from the contract cost with New Look Contracting.
These savings will then go towards our contract with Northland Recreation.
Attachment(s)Change Order #2
Resolution 26-43 Authorizing Change Order #2withNew Look
Contracting, Inc. for Community Park Improvements Project FH-01
Action(s)
Requested
Motion to approve Resolution 26-43 Authorizing Change Order #2 with New
Look Contracting,Inc. for Community Park Improvements Project FH-01
City of Falcon Heights, Minnesota
57
WSf
OO
(.)zu0a
z
l
0
Pz
aa
UF:a
FuUa
F.(t
IF
UJ
May 5, 2026
Mr. Jack Linehan
City Administrator, City of Falcon Heights
2077 Larpenteur Avenue W
Falcon Heights, MN 55113
Construction Change Order No. 2
Falcon Heights Community Park lmprovements
City Project No. FH-01
WSB Project No. 023655-000
Mr. Linehan,
Attached you will find Change Order #2 for the aforementioned project which has been signed by
WSB and the Contractor and is ready for formal execution by the City. Please review and, if
acceptable to you, sign and date the Owner section of the Change Order form. Once processed,
please keep for your records and return a copy for WSB and New Look (scanned document is fine).
The following bulleted list provides a summary of Change Order #2:. ltem 1 relates to removal of existing play equipment and containers (deduct scope and
associated fee, to be completed by Northland Recreation).r ltem 2 relates to grading of new and existing/demo play containers (deduct scope and
associated fee, to be completed by Northland Recreation).r ltem 3 relates to seeding around new and existing/demo play containers (deduct scope
and associated fee, to be completed by Northland Recreation).. ltem 4 relates to the potential need for imported topsoil with the new play container being
completed by other (add scope).
Let me know if you have any questions or wish to discuss further.
Sincerely,
wsB
4"*/, //t Lzr
Bob Slipka
Project Manager
Attachments:
Change Order #2
CC:
Jason Marquette, New Look Contracting
I a2lSlla:a\r1.:"1^ !.,|:: : :-r.- \PiI.j:i\atrZ
58
Ghange Order
PROJEGT:
Falcon Heights Community PaIk
City of Falcon Heights
2077 Larpenteur Ave. W.
Falcon Heights, MN 55't 13
TO CONTRACTOR:
New Look Contracting
Altn: Jason Marquette
14045 Northdale Elvd
Rogers, MN 55374
Consultant:
WSB & Associates, lnc.
701 Xenia Ave. Soulh - Suite 300
Minneapolis, MN 55416
Contractor:
New Look Contracting
14045 Northdale Blvd
Rogers, MN 55374
Owner:
City of Falcon Heights
2077 Larpenteur Ave. W.
Falcon Heights, MN 55113
The contractor is hereby nolified that the contract documents are changed as follows:
NOT VALID UNTIL SIGNED BY THE CONSULTANT, CONTRACTOR AND OWNERlhlw
DISTRIBUTION TO: tr Consultant
o Contractor
o Owner
O Olher
5t5t2026
Signature
Robart SliDka. PLA
Date
Proiect Manaoer
Nane (Pinted)
Name
Signature
Name (Pdnted)
TiUe
Dale
'liile
Date
'-)"Ce
CHANGE ORDER#: 2
Date:
Citv Proiect No:
WSB Project No:
5t5t2026
FH-01
023655-000
Contract Summary to Date
Change in Contract Amount:Change in Contract Time:
Original Contract Sum:$855,830.00 Original Contract completion
Date:121112025
Net Change from
Previous Chanqe Orders:$20,9s2.51 Change in Working Days from
Previous Chanqe Orders:0 Days
Contract Price Prior
to This Chanqe Order:$876,782.51 0ompletlon Date Prior
to This Chanqe Order:12t1t2025
Net Change from
This Chanoe Order:-$5,626.00 lncrease in Time
for This Chanoe Order:182 Days
Currenl Total Contract Sum $871 .1 56.5 1
Llurrent contract
Completion Date:6t1t2026
No.Description Qtv.Unit Unit Price ADD
DEDUCT: REMOVE PLAY CONTAINER, EQUIPMENT AND SURFACING -1 LS $4,500.00 $ (4,500.00)
2 DEDUCT: SITE GRADING -0.083 LS $50,000.00 $$ (4,150.00)
3 DEDUCT: SEEDING TYPE I SEED MIX -0.14 AC s2,700.00 $$ (378.00)
4 ADD: IMPORT TOPSOIL 70 CY $48.60 $ 3,402.00 s
5 $$
o $$
7 $$
TOTAL CHANGE ORDER ADDS AND DEDUCTS:$ 3.402.00 $ (9.024.001
NET CHANGE ORDER TOTAL:$ (5,626.00) DEDUCT
PaAe 1 of 1
K1023655.00o\Admln\Construction Admin\PA and CO\CO-2\023655-000 Change Order 01 59
NHW
LSOK!
Work:
14045 Northdole Blvd., Rogels, MN 55374
Quole
Job Number 25-5867
DATE:4/2312026
Owner's R
TOTAL:$(7.416.00)
Job Nome:
locotion of
Owner:
Owner
New
Folcon Heights Communily Pork
Sile
Fqlcon Heights Roberl S
Remove controcl scope ilems lo keep ployground in ploce longer.
Item #Description Units Quantih Rate Total
$
1040 REMOVE PLAY CONTAINER, EQUIPMENT AND SURFACING LS -1 $4,500.00 $ (4,500.00)
1 190 SITE GRADING LS -0.083 $50,000.00 $ (4,150.00)
1700 SEEDING TYPE I SEED MIX AC -0.14 $2,700.00 $(378.00)
$
3000 lmoort toosoil CY 70 $48.60 $3,402.00
$
subtotal $ (7.416.00)
Hourc Rate
$
$
$
subtotal $
Materials Units Quantih Rate
$
$
$
$
$
$
$
subtotal $
tax-7.38o/o $
U on total $
I b
?llarfade 4/23t2026
60
CITY OF FALCON HEIGHTS
COT]NCIL RESOLUTION
May 13,2026
No.26-43
RESOLUTION AUTHORIZING CHANGE ORDER #2 TO NEW LOOK CONTRACTING, INC.
FOR COMMUNITY PARK IMPROVEMENTS PROJECT FH-01
WHEREAS, on May 28,2025, the City Council of the City of Falcon Heights approved Resolution 25-60,
authorizing the Mayor and City Administrator to execute a contract with New Look Contracting, Inc. for
their base bid in the amount of $855,830.00 for improvements to be made at Community Park; and
WHEREAS, New Look Contracting identified an additional $20,952.51 in improvements to be made,
resulting from modifications of the NW storm structure, additional depth of asphalt patching needed, and
material revisions for curb and gutter to match existing within Roselawn Avenue, and Council approved on
Change Order #1 on November 12,2025, on Resolution 25-98; and
WHEREAS, the City of Falcon Heights will receive grant funds to help construct a new accessible and
inclusive playground, and because the removal of the existing play container, equipment, and seeding and
grading of the new play area will shift to Northland Recreation, rather than remain with New Look
Contracting, Inc., Change Order #2 will reduce the amount owed to New Look Contracting, Inc.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Falcon Heights, Minnesota:
L The City Council hereby approves change order #2, removing $5,626 from the contract with New
Look Contracting, Inc., from the Community Park Improvements Project FH-O1.
ADOPTED by the Falcon Heights City Council this 13ft day of May,2026.
Moved by: G*s\-Qso\Approved
Attested by:
C.
GUSTAFSON
MAY
MIELKE
MOGEN
WASSENBERG
5 In Favor
C Rgainst Administrator
61
BLANK PAGE
62
FNLEOH IIEIEIITS
THE CITY THAT SOARS
REQUEST FOR COUNCIL ACTION
Meeting Date May 13,2026
Agenda Item Policy H1
Attachment
Submitted By Jack Linehan, City Administrator
Item Appointment of a Council Liaison to the Les Bolstad Golf Course
Redevelopment Community Advisory Committee (CAC)
Description As the University of Minnesota moves forward with interviewing potential
developer candidates for the Les Bolstad Golf Course sale, consultant Andrew
Dresdner of Bolton & Menk has advised the City to consider forming two
committees: a Technical Advisory Committee and a Community Advisory
Committee for developing a master plan for the redevelopment.
The Technical Advisory Committee will be made up of individuals from
organizations such as Ramsey County, the Met Council, St. Paul Regional
Water, Rice Creek Watershed District, Capitol Region Watershed District,
Falcon Heights siaff, and any other appropriate parties.
The Community Advisory Committee is made up of local community
members who represent various economic, demographic, and neighborhoods
within the City of Falcon Heights and adjacent cities.
During the April 22,2026 City Council Meeting, Council appointed nine
representatives to the CAC.
At the request of a Council Member, Council was asked to discuss whether or
not to assign a Council Liaison to the CAC similar to how Council Members
are assigned to serve as a liaison between City Council and various
commissions each year. This will occur during the workshop meeting at 6PM
If the City Council supports a liaison, they should consider using this time to
appoint the member so that they may attend the May 20th CAC meeting.
Budget Impact N/A
Attachment(s)
Action(s)
Requested
If recommended during the workshop, staff recommends that Council make a
motion to name a member as the council liaison to the CAC.
City of Falcon Heights, Minnesota
63
BLANK PAGE
64
ITEM FOR DISCUSSION
FNLCOII IIEIEIIT9
THE CITYTHAT SOARS
Meeting Date May 13,2026
Agenda Item Policy H2
Attachment See below
Submitted By Hannah Myhrery Community
Development Coordinator
Item Ordinance 26-04 Amending Chapter 109 of the Falcon Heights City Code
Concerning Parkland Dedication for Subdivisions
Description With the Les Bolstad Golf Course Redevelopment in the future, the City will
eventually receive a request for a new subdivision. As apaft of this, all
subdivisions are required to have land dedicated for parkland purposes, or be
paid a fee-in-lieu. To provide more clarity to this section of City Code, two
small changes have been proposed. These are intended to clarify that parkland
dedicated as part of the subdivision process is to be "city-owned", arrd clarifies
the different " B" districts.
Budget Impact N/A
Attachment(s)Posted Notice of Ordinance26-04. Ordinance26-04 Amending Chapter L09 of the Falcon Heights City
Code Concerning Parkland Dedication for Subdivisions
. Summary Ordinance26-04 Amending Chapter 109 of the Falcon
Heights City Code Concerning Parkland Dedication for Subdivisions
Action(s)
Requested
Staff recommends approval of Ordinance26-04 and Summary Ordinance26-04
Amending Chapter 109 of the Falcon Heights City Code Concerning Parkland
Dedication for Subdivisions
City of Falcon Heights, Minnesota
65
CITY OF FALCON HEIGHTS, MINNESOTA
NOTICE OF PROPOSED ORDINANCE 26.04
NOTICE IS HEREBY GIVEN, that the Falcon Heights City Council will meet on May
13,2026 at approximately 7:00 p.m. at Falcon Heights City Hall, 2077 Larpenteur Avenue West,
Falcon Heights, Minnesota 551 13, to consider adopting an ordinance 26-04 concerning parkland
dedication for subdivisions. A copy of the proposed ordinance is available at City Hall or online
at www.falconheiehts.org.
Additional information can be obtained by contacting the City of Falcon Heights at (651)
792-7600 or online at www.falconheiqhts.ors.
Dated: April29,2026
fu^ery,fu,-
Hannah B. Myhren, Community Development Coordinator
City of Falcon Heights, Minnesota
66
ORDINANCE NO. 26.04
CITY OF FALCON HEIGHTS
RAMSEY COUNTY, MINNESOTA
AN ORDINANCE AMENDING CHAPTER 109 OF THB FALCON HEIGHTS CITY
CODE CONCERNING PARKLAND DEDICATION F''OR SUBDIVISIONS
THE CITY COUNCIL OF FALCON HEIGHTS ORDAINS
SECTION 1. Section 109-53 of the City Code of Falcon Heights, Minnesota is hereby amended
to read as follows (additions are underlined and deletions are shown with strikethrough):
Section 109-53 - Parklond dedication
(a)As a condition to approvalof any subdivision of land, the owner shalldedicate a
portion of the gross area of such land for a city-owned public park, playground, open
space, trail system or other public recreational purposes according to the following
schedule:
(1) Eight percent for land zoned R-l one-family residential district;
(2) Nine percent for land zoned R-2 two-family residential district;
(3) Ten percent for land zoned R-4 medium density multiple-family district -
apartment buildings;
(4) Ten percent for land zoned R5-M mixed use high density residential district;
(5) Ten percent for land zoned B- l , B-2. or B-3 business district; and
(6) Prorated percentage according to subsections (1)-(a) ofthis section for land zoned
planned unit development district.
The land to be dedicated for public purposes under subsection (a) of this section shall be
reasonably adaptable to the use intended, shall be at a location convenient to people to be
served thereby, and shall not be used in computing compliance with open space or density
requirements under chapter I13, zoning.
(b)
c Where rivate ace
subdivision. such areas mav be used for credit- at the discretion of the citv council-
arqincf +hp lonr{ nr nqch rlcrlinofinn rcnrr -+ f..^^-t, ^^Ar recreatton OSCS
orovided the city counc il finds it is in the nublic interest to do so
(e) The area of land required te be dedieated fer said purposes shall be redueed b'' net mere
(d) At the option of the city and in lieu of such dedication, the owner shall pay to the city
for such purposes a cash payment equal to the fair market value of the land that would
otherwise be required to be dedicated under this section.
67
(e) The dedication requirements are presumptively appropriate. A subdivider may request
a deviation from the presumptive requirements based upon the anticipated impact of that
particular subdivision. The request must be made before final subdivision approval by
the city.
(f) Property being subdivided without an increase in the number of lots shall be exempt
from the dedication requirements if similar requirements were satisfied in conjunction
with an earlier subdivision. If the number of lots is increased, then the dedication shall be
based on the additional lots created.
SECTION 2. Effective Date. This ordinance is effective immediately upon its passage and
publication.
ADOPTED this _ day of _ 2026,by the City Council of Falcon Heights,
Minnesota.
CITY OF FALCON HEIGHTS
BY
tc.
ATTEST:
Jack C Administrator !>v\€-\
68
SUMMARY ORDINANCE NO. 26-04
CITY OF' F'ALCON HEIGHTS
RAMSEY COUNTY, MINNESOTA
AN ORDINANCE AMENDING CHAPTER 109 OF THE FALCON HEIGHTS CITY
CODE CONCERNING PARI(LAND DEDICATION FOR SUBDIVISIONS
Pursuant to Minnesota Statutes Section 4I2.19I, in the case of a lengthy ordinance, a summary
may be published. While a copy of the entire ordinance is available without cost at the office of
the City Clerk, the following summary is approved by the City Council and shall be published in
lieu of publishing the entire ordinance:
NOTICE IS FURTHER GIVEN that the ordinance adopted by the City Council does the
following:
. Clarifies that parkland dedicated as part of a subdivision is to be city-owned parkland; and. Clarifies the business zoning district names.
This ordinance shall be effective upon passage
APPROVED for publication by the City Council of the City of Falcon Heights, Minnesota this
day of 2026
CITY OF FALCON HEIGHTS
lc.Mayor
ATTES
B
\ a\\.&
inehan ity Administrator
69
BLANK PAGE
70
FNLCAil HEIEIITS
REQUEST FOR COUNCIL ACTION (RCA)
THE CI|Y THAT SOARS
t
Meeting Date May 13,2026
Agenda Item Policy H3
Attachment Personnel Policy Amendment and Notices
Submitted By Iack Linehan, City Administrator
Item Approval of Modification of Administrative Manual Sections III and IV -
Personnel Policy
Description City Council has historically considered and approved City Hall operating
under summer hours on an annual basis. 1n2025, Council supported adding
language to the Administrative Manual Personnel Policy to include summer
hours, removing it as a yearly housekeeping task.
In addition, Council was asked to consider how to handle company holidays
occurring during sumner hours, both when the July 4tn hotday occurred on a
Friday during summer hours in2025, and then for long-term consideration
during the December 3, 2025 CIty Council Workshop. Council supported
giving a permanent directive in the Administrative Manual for holidays
occurring during summer hours.
Summer Hours
Current$, normal hours of operation are Monduy - Friday,8:00 a.m. - 4:30
p.m. Historically, Summer Hours have occurred between Memorial Day and
Labor Day. Buf more recently, Summer Flours were revised to begin prior to
Memorial Day, allowing Staff more flexibility to travel that weekend, and
ending earlier, prior to the Minnesota State Fair, when City Hall is busiest.
Staff proposes adding summer hours language to the Administrative Manual,
both for transparency and to remove the housekeeping task of Council
approving it annually.
Summer hours would begin two weeks prior to MemorialDay, and end the
Friday prior to the Minnesota State Fair starting.
For 2026, Council approved summer hour dates to be in effect from May 11
through August 21.,w1th the following hours worked:
Monday - Thursday
Friday
7:30 am - 5:00 pm
8:00 am - noon
City of Falcon Heights, Minnesota
71
3
This allows City Hall to still be open a similar number of hours per week (42vs
42.5 during non-summer hours) and for employees to still work the same
number of total hours (40, with oner/zhour break each day, except on Fridays,
when staff would prefer to start thirty minutes later and to also not to take a
break).
' HOURS OF WORK
POLICY
1. Forty (40) hours of actual attendance on duty will constitute the regular work week
2 Except as othenrvise provided, the regular work day will begin at 8:00 a.m. and end at
4:30 p.m., with one-half (112)hour unpaid period therein constituting a lunch period. Two
1S-minute breaks are also awarded per full workday. The regular work week will consist
of five (5) consecutive eight (8) hour work days, Monday through Friday, or an equivalent
number of hours pursuant to a work schedule arranged with the supervisor and approved
by the City Administrator.
Beginning two (2) weeks prior to Memorial Day and ending the Friday prior to the start
of the Minnesota State Fair, summer hours shall be observed and will consist of four (4)
consecutive nine (9) hour work days, Monday through Thursday, with one-half (112) hour
unpaid period therein constituting a lunch period, and two 15-minute breaks are also
awarded per full workday. On Friday, one (1) four (4) hour workday will be observed.
The City has policies that spell out the thirteen (13) City holidays to be
observed each year, and accounts for such holidays falling on either a Saturday
or Sunday, but it currently does not state how a holiday will be observed if it
occurs during summer hours.
Two recognized city holidays will occur on Fridays n2026 during the time
period in which City Hall typically operates under summer hours. The
holidays provided in our personnel policy are reflected as a benefit that
employees receive and traditionally assume 8.0 hours of holiday provided.
HOLIDAYS
POLICY
The following days are observed as paid holidays:
New Year's Day, January 1
Martin Luther King Jr. Day, the third Monday in January
President's Day, the third Monday in February
Memorial Day, the last Monday in May
Juneteenth, June 19
lndependence Day, July 4
Labor Dav, first Mondav in September
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Veteran's Day, November 11
Thanksgiving Day, the fourth Thursday in November
The day following Thanksgiving Day
Christmas Eve, December 24
Christmas Day, December 25
Floating Holiday, to be used at employee's discretion (must be used before the
end of each year).
Regular Hours
Whenever one of the above holidays falls on a Saturday, the preceding Friday will be observed
as a holiday. Whenever one of the above holidays falls on a Sunday, the following Monday will
be obserued as a holiday.
lf December 25 falls on a Saturday, the December 24 and 25 holidays will be observed on
Thursday, December 23 and Friday, December 24. lf the December 24 holiday falls on a
Sunday, the December 24 and 25 holidays will be obserued on Monday, December 25 and
Tuesday, December26.
In2026, July 4th falls on a Saturday during summer hours. If a holiday falls on
a Saturday, the 8.0 hours are recognized on Friday. In this scenario, staff
would only work 4 hours on Friday, July 3, from 8:00 AM to noon, and staff
would lose out on 4.0 awarded hours.
Friday, June 19, is also a recognized city holiday (Juneteenth) that will occur
during summer hours when staff will only work 4 hours from 8:00 AM to noon
and lose out on 4.0 awarded hours.
In2025, Iuly {tn occurred on a Friday during summer hours, and Council
approved Staff working until l:00 PM the day prior so that it made up the
difference in four hours of vacation time. Council should discuss the two
affected holidays this year which will occur while the city is under summer
hours.
If Council supports it, Staff would work until 1:00 PM on luly 2 (4 hours of
vacation) and have Friday, July 3 off $ hours of vacation) to compensate them
for the holiday, luly 4, occurring on a Saturday and being observed on Friday
per the personnel pohcy.
And, Staff would work until 1:00 PM on June 18 (4 hours of vacation) and then
have Friday, June 19 off (4 hours of vacation) to make up 8.0 total hours of
vacation time.
Language would then be added to the Administrative Manual - Holidays
Policy to address holidays occurring during summer hours.
*Summer Hours
Whenever one of the above holidays falls on a Saturday during the period in which summer
hours are observed, the preceding Friday will be observed as a holiday, providing four hours of
vacation time, as well as the preceding Thursday for four hours, allowing Staff to leave four
hours early the Thursday prior and resulting in a total for 8 hours of holiday time recognized.
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Whenever one of the above holidays falls on a Friday during the period in which summer hours
are observed, the preceding Thursday will be observed as a holiday.
Budget Impact Hohday / OT: It is anticipated to result in a cost that can reasonably be
absorbed by the existing budget lines for compensation / contingency
Attachment(s)City of Falcon Heights Personnel Policy Drafta
Action(s)
Requested
Staff recommends approving the Personnel Policy amendment to include
summer hours language and clarification on holidays which occur during
summer hours.
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CITY OF FALCON
HEIGHTS
PE,RSONNE,L POLICY
May 13,2026
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INTRODUCTION
This handbook contains personnel policies and procedures approved by the
Falcon Heights City Council regarding Falcon Heights employee relations. These policies
and procedures are guidelines only and are not to be construed as contractual terms of
employment. Any aspect of these policies and procedures may be changed at any time
at the sole discretion of the City Council without prior notice.
Employees covered by an employment contract for any of the provisions in the
handbook will be governed by the employment contract with regard to those provisions.
It is the responsibility of each employee to know all of the policies, procedures, and
regulations contained in this manual. Violation of the personnel policies may be grounds
for disciplinary action up to and including discharge.
Each employee, upon being issued a copy of the personnel policies, will sign a
dated form indicating the policy has been received. The employee is required to read the
personnel policies within 30 days.
Besides these personnel policies, employees are expected to read and be familiar
with the special orders and other publications specific to the employee's job performance
or job safety. Employees are expected to develop the same familiarity with these
publications as with the personnel policies.
Except as otheririse prohibited by law, the city of Falcon Heights has the right to
terminate any employee at any time for any or no reason. Employees may similarly
terminate employment at any time for any reason
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DEFINITIONS
The following words used in this handbook are defined to mean
Full-Time Employee: an employee who works at least forty hours per week throughout the
year.
Part-Time Employee: an employee who works under forty hours per week throughout the
year.
Temporary, Seasonal or As-Needed Employee: an employee retained to fill a position,
full or part-time, which is of a temporary or seasonal or as-needed nature.
lndependent Contractors/Consultants: persons or firms contracted by the City who
determine their own hours of operation and/or use of their own resources in the
performance of their duties and are not employed by the City.
Overtime: time worked by non-exempt employees in excess of forty hours per week
Good Standing: not under suspension or given notice of discharge by the City Council
Termination: a complete separation of an employee from employment as a result of
discharge, resignation, retirement or death.
Exempt Employee: employees not covered under the overtime and minimum wage
provisions of the Fair Labor Standards Act.
Work Week: for purposes of calculating overtime compensation, the work week shall
begin at 12:00 a.m. on Monday and conclude at 11:59 p.m. on Sunday.
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TABLE OF CONTENTS
l. EwTpLoYEE Rellrrorus
- Employer Authority
- Non-Discrimination
- Discrimination Recourse
- Respectful Workplace Policy
- Safety Program
- Appointments and Veterans' Preference
- Probationary Period
- Drug, Alcohol, and Cannabis Testing and Drug-Free Workplace Act
Policy for Non-Commercial Drivers (Non-DOT)
- Service Time
- Temporary, Casual and Part-Time Employment
- Employment of Spouses and Relatives
- Outside Employment
- P rom otions/Transfe rs/Demotions
- Resignation
- Layoffs
- Disciplinary Action
- Performance Appraisals
ll. GerueRel PoLrcrES
- PoliticalActivity
- Travel
- Use of Vehicles
- Use of Telephone
- Email
- lntemet
- News Release
- Personal Records of Employees
- Prohibition Against Requesting or Accepting Gifts
lll. Wonx Scneouunc/True Reconos
- Hours of Work
- Work Time Requirement and Reporting
- Pay Period
- Overtime Payment
- Compensatory Time
Paqe
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IV Euplovmetr Beruerrrs
- Employment Benefits
-Compensation
- Tuition Reimbursement Program
- Employee lnsurance
- Changes in Coverage
- Worker's Compensation
- Request for Leave
- Bereavement Leave
- General Leave
- Holidays
- lnjury on Duty Leave
- Court Duty
- Military Leave
- Earned Sick and Safe Leave
-Pregnancy and Parenting
- Donated Medical Leave
- Family and Medical Leave
- Minnesota Paid Leave (MNPL)
-Reasonable Work Time for Nursing Mothers
- Bone Marrow or Organ Donation Leave
- School Conference and Activities Leave
- Vacation Leave
- Voting Leave
-Continuation of Group Hospital, Medical, and Dental lnsurance
-Parental Leave
-Light Duty/Modified Duty Assignment
-Reasonable Accommodations to an Employees for Health Conditions
Relating to Pregnancy
-Health Care Savings Plan
APPENDIX
- Personnel Policy Acknowledgement Form
- Request for Leave
- Request for Family Medical Leave
- Certification of Receipt of Drug, Alcohol and Cannabis Testing Policy
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2.
EMPLOYER AUTHORITY
POLICY
The City Council retains the full and unrestricted right to operate and manage all
personnel, facilities, and equipment; to establish functions and programs; to set and
amend budgets; to determine the use of technology; to establish and modify the
organizational structure; to select, direct and determine the number of personnel; to
establish work schedules; to perform any inherent managerialfunction and to amend this
handbook at any time.
NON.DISCRIMINATION
POLICY
It is the policy and intent of the City of Falcon Heights (herein after "the City") to
provide equality of opportunity in employment to all persons.
This policy prohibits discrimination because of race (including traits associated with
race, including, but not limited to, hair texture and hair styles such as braids, locs
and twists), color, creed, religion, national origin, place of residence, political
affiliation, sexual orientation, disability, marital status, status with regard to public
assistance, membership or activity in a local commission, sex or age in all aspects
of its personnel policies, programs, practices and operations.
This policy applies to all phases of employment including, but not limited to,
recruitment, hiring, placement, promotion, demotion, or transfer; layoff, recall, or
termination; rates of pay, or other forms of compensation and selection for training.
This policy also applies to the use of all facilities and participation in all City-
sponsored employment activities.
It is the responsibility of the City Administrator and every supervisor to cooperate
in the implementation of this policy.
Failure of any employee to perform in a manner consistent with this policy will
constitute grounds for reprimand, suspension, demotion, or dismissal from the
City's employ.
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4
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DISCRIMINATION RECOURSE
POLICY
1
2
Equal employment opportunity is the right of a person to work and to advance on
the basis of merit, ability, and individual potential.
Any employee who feels that he or she is a victim of discrimination or who believes
he or she has witnessed discrimination should immediately report such actions in
accordance with the following procedure:
Any employee who has witnessed or believes that he or she is a victim of
discrimination should report the act immediately to the City Administrator or
any member of the City Council.
The City will investigate every reported incident immediately. Any employee
or supervisor who has been found to have discriminated against another
employee may be subject to appropriate disciplinary action, up to and
including immediate discharge.
The City will conduct all investigations in a discreet manner. The City
recognizes that every investigation requires a determination based on all
the facts in the matter.
The City will not tolerate retaliation against an employee who files a
complaint alleging discrimination. The City willdiscipline any employee who
retaliates against another employee who files a complaint alleging
discrimination or who testifies, assists or participates in any manner in any
investigation into a complaint alleging discrimination. Retaliation includes,
but is not limited to, any form of intimidation, reprisal or harassment.
A charge of discrimination may be filed with the Minnesota Department of Human
Rights and the United States Equal Employment Opportunity Commission by a
person or group of persons who believe they are victims of unlawful employment
discrimination. Charges may also be filed on behalf of a person or group of
persons by their representative. Charges may also be filed by the Commissioner
of Human Rights or by the EEOC when there is reason to believe that a person is
engaging in an unfair discriminatory practice. A charge must be filed with the
EEOC within 180 days of the alleged unlawful employment practice and with the
Minnesota Department of Human Rights within one year after the occurrence of
the practice.
a.
b.
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3.
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RESPECTFUL WORKPLACE POLICY
(including sexual harassment prevention)
The intent of this policy is to provide general guidelines about the conduct that is and is
not appropriate in the workplace. The City acknowledges that this policy cannot
possibly predict all situations that might arise, and also recognizes that some
employees are exposed to disrespectful behavior, and even violence, by the very nature
of their jobs.
Applicability
Maintaining a respectful work environment is a shared responsibility. This policy is
applicable to all City personnel including regular and temporary employees, volunteers,
firefighters, and City Council members.
Abusive Customer Behavior
While the City has a strong commitment to customer service, the City does not expect
that employees accept verbal abuse from any customer. An employee may request that
a supervisor intervene when a customer is abusive, or they may defuse the situation
themselves, including ending the contact.
lf there is a concern over the possibility of physical violence, a supervisor should be
contacted immediately. When extreme conditions dictate, 911 may be called.
Employees should leave the area immediately when violence is imminent unless their
duties require them to remain. Employees must notify their supervisor about the
incident as soon as possible.
Types of Disrespectful Behavior
The following types of behaviors cause a disruption in the workplace and are, in many
instances, unlawful:
Violent behavior includes the use of physical force, harassment, or intimidation
Discriminatorv behavior includes inappropriate remarks about or conduct related to a
person's race (including traits associated with race, including, but not limited to, hair
texture and hair styles such as braids, locs and twists), color, creed, religion, national
origin, disability, sex, marital status, age, sexual orientation, or status with regard to
public assistance.
Offensive behavior may include such actions as: rudeness, angry outbursts,
inappropriate humor, vulgar obscenities, name calling, disrespectful language, or any
other behavior regarded as offensive to a reasonable person. lt is not possible to
anticipate in this policy every example of offensive behavior. Accordingly, employees
are encouraged to discuss with their fellow employees and supervisor what is regarded
as offensive, taking into account the sensibilities of employees and the possibility of
public reaction. Although the standard for how employees treat each other and the
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general public will be the same throughout the City, there may be differences between
work groups about what is appropriate in other circumstances unique to a work group.
lf an employee is unsure whether a particular behavior is appropriate, the employee
should request clarification from their supervisor or the City Administrator.
Sexual harassment can consist of a wide range of unwanted and unwelcome sexually
directed behavior such as unwelcome sexual advances, requests for sexual favors, and
other verbal or physical conduct of a sexual nature when:
Submitting to the conduct is made either explicitly or implicitly a term or condition
of an individual's employment; or
Submitting to or rejecting the conduct is used as the basis for an employment
decision affecting an individual's employment; or
Such conduct has the purpose or result of unreasonably interfering with an
individual's work performance or creating an intimidating, hostile or offensive
work environment.
Sexual harassment includes, but is not limited to, the following
a
a
a
a
a
Unwelcome or unwanted sexual advances This means stalking, patting,
pinching, brushing up against, hugging, cornering, kissing, fondling or any other
similar physical contact considered unacceptable by another individual.
Verbal or written abuse, kiddinq, or comments that Are sexuallv-oriented and
considered unacceptable bv another individual. This includes comments about
an individual's body or appearance where such comments go beyond mere
courtesy, telling "dirty jokes" or any other tasteless, sexually oriented comments,
innuendos or actions that offend others.
Requests or demands for sexual favors. This includes subtle or obvious
expectations, pressures, or requests for any type of sexual favor, along with an
implied or specific promise of favorable treatment (or negative consequence)
concerning one's current or future job.
a
Possession and Use of Dangerous Weapons
Possession or use of a dangerous weapon (see attached definitions) is prohibited on
City property, in City vehicles, or in any personal vehicle, which is being used for City
business. This includes employees with valid permits to carry firearms.
The following exceptions to the dangerous weapons prohibition are as follows:
Employees legally in possession of a firearm for which the employee holds a
valid permit, if required, and said firearm is secured within an attended personal
vehicle or concealed from view within a locked unattended personal vehicle while
that person is working on City property.
A person who is showing or transferring the weapon or firearm to a police officer
as part of an investigation.
a
a
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a Police officers and employees who are in possession of a weapon or firearm in
the scope of their official duties.
Employee Response to Disrespectful Workplace Behavior
Employees who believe that disrespectful behavior is occurring are encouraged to deal
with the situation in one of the ways listed below. However, if the allegations involve
violent behavior, sexual harassment, or discriminatory behavior, then the employee is
responsible for taking one of the actions below. lf employees see or overhear a
violation of this policy, they are encouraged to follow the steps below.
Step 1(a). lf comfortable (but not required) politely, but firmly, tell whoever is
engaging in the disrespectful behavior how you feel about their actions. Politely
request the person to stop the behavior because you feel intimidated, offended,
or uncomfortable. lf practical, bring a witness with you for this discussion.
Step 1(b). lf you fear adverse consequences could result from telling the
offender or if the matter is not resolved by direct contact, go to your supervisor or
City Administrator. The person to whom you speak is responsible for
documenting the issues and for giving you a status report on the matter no later
than ten business days after your report.
Step 1(c). ln the case of violent behavior, all employees are required to report
the incident immediately to their supervisor, City Administrator or Police
Department. Any employee who observes sexual harassment or discriminatory
behavior, or receives any reliable information about such conduct, must report it
within two business days to a supervisor or the City Administrator.
Step 2. lf, after what is considered to be a reasonable length of time (for
example, 30 days), you believe inadequate action is being taken to resolve your
complainUconcern, the next step is to report the incident to the City Administrator
or the Mayor.
Supervisor's Response to Allegations of Disrespectful Workplace Behavior
Employees who have a complaint of disrespectful workplace behavior will be taken
seriously.
ln the case of illegal harassment or discriminatory behavior, a supervisor must report
the allegations within two business days to the City Administrator, who will determine
whether an investigation is warranted. A supervisor must act upon such a report even if
requested otherwise by the victim. ln situations other than sexual harassment and
discriminatory behavior, supervisors will use the following guidelines when an allegation
is reported:
Step 1. lf the nature of the allegations and the wishes of the victim warrant a
simple intervention, the supervisor may choose to handle the matter informally.
The supervisor may conduct a coaching session with the offender, explaining the
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impact of his/her actions and requiring that the conduct not reoccur. This
approach is particularly appropriate when there is some ambiguity about whether
the conduct was disrespectful.
Step 2. lf a formal investigation is warranted, the individual alleging a violation of
this policy will be interviewed to discuss the nature of the allegations. The
person being interviewed may have someone of his/her own choosing present
during the interview. The investigator will obtain the following description of the
incident, including date, time and place.
. Corroborating evidence.
. A list of witnesses.. ldentification of the offender.
Step 3. The supervisor must notify the City Administrator about the allegations
Step 4. As soon as practical after receiving the written or verbal complaint, the
alleged policy violator will be informed of the allegations The alleged violator will
have the opportunity to answer questions and respond to the allegations.
Step 5. After adequate investigation and consultation with the appropriate
personnel, a decision will be made regarding whether or not disciplinary action
will be taken.
Step 6. The alleged violator and complainant will be advised of the findings and
conclusions as soon as practicable.
Special Reporting Requirements
When the supervisor is perceived to be the cause of a disrespectful workplace behavior
incident, a report will be made to the City Administrator who will assume the
responsibility for investigation and discipline.
lf the City Administrator is perceived to be the cause of a disrespectful workplace
behavior incident, a report will be made to the City Attorney who will confer with the
Mayor and City Council regarding appropriate investigation and action.
lf a Council Member is perceived to be the cause of a disrespectful workplace behavior
incident involving City personnel, the report will be made to the City Administrator and
referred to the City Attorney who will undertake the necessary investigation. The City
Attorney will report his/her findings to the City Council, which will take the action it
deems appropriate.
Pending completion of the investigation, the City Administrator may at his/her discretion
take appropriate action to protect the alleged victim, other employees, or citizens.
Confidentiality
A person reporting or witnessing a violation of this policy cannot be guaranteed
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anonymity. The person's name and statements may have to be provided to the alleged
offender. All complaints and investigative materials will be contained in a file separate
from the involved employees' personnel files. lf disciplinary action does result from the
investigation, the results of the disciplinary action will then become a part of the
employee(s) personnel file(s).
Retaliation
Consistent with the terms of applicable statutes and City personnel policies the City may
discipline any individualwho retaliates against any person who reports alleged
violations of this policy. The City may also discipline any individual who retaliates
against any participant in an investigation, proceeding or hearing relating to the report of
alleged violations. Retaliation includes, but is not limited to, any form of intimidation,
reprisal, or harassment.
Any employee found to have made a knowingly false allegation under this policy or
found to have given knowingly false information during an investigation of such a
complaint will also be subject to disciplinary action.
SAFETY PROGRAM
POLICY
The City will endeavor through its safety program to maintain a safe and healthy
work place. The City will provide safe working equipment. The City will inform
employees of proper work habits and procedures which will maximize the potential
of an accident-free work environment, and will monitor the existence of proper first
aid and emergency equipment and procedures as well as employee knowledge
and training in the use of such equipment and procedures. The City will insure the
availability and speedy access of City employees to emergency medical services
in the event of an accident or medical emergency.
2. The City safety program provides:
a.Safety inspections of the work place environment, machines and
equipment, procedures and work habits, as well as access to first aid and
emergency medical support.
lncident or complaint review of specific work locations, accidents or injuries,
machines, or equipment, recommended work habits or procedures to be
carried out in the event of a lost-time accident, a reported or suspected
health hazard, an employee complaint, or a supervisor's request.
Safety and protection procedures that make known to employees the
existence of potential health hazards, proper protective procedures, and
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safety and health rules and requirements, as well as emergency
procedures.
Safety education programs which provide safety information and training to
employees through demonstrations, training sessions, and verbal and
written com mun ications.
Program enforcement through managers and supervisors who are
knowledgeable in safety procedures, who promulgate safe safety attitudes,
and who publish and enforce compliance with employee safety and health
rules and regulations within the sphere of their work authority.
3. The responsibilities for safety must be shared
a City Administrator. The Ci$ Administrator is provided with the authority to
establish, promulgate and enforce City safety and health procedures, rules
and regulations.
Employees. Each employee is expected to place safe work practices and
identification of unsafe conditions as the highest priority while performing
their work duties. Each employee's safety and health commitment includes,
but is not limited to, the following:
. Using appropriate safety equipment.
. Wearing required dress/uniform and footwear.
. Warning co-workers of unsafe conditions or practices that could lead
to or cause an accident.
. Operate equipment only after receiving proper training.. Reporting defective or damaged equipment.. Reporting dangerous, unsafe or unhealthy conditions that exist in the
City work place.
. Reporting of all injuries and accidents.
. Taking proper protective measures to minimize unsafe conditions
that could present ahazard to the public resulting from City work.
. Maintaining tools and equipment in a proper manner, to ensure that
they are in the best possible condition during usage.
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APPOINTMENTS AND VETERANS' PREFERENCE
1
POLICY
POLICY
All appointments to positions of City employment will be based on merit and
qualifications of the applicants for the position to be filled. To evaluate the merit
and qualifications of the applicants, a criteria will be established for each such
position. The criteria established must be capable of being reduced to a 10O-point
rating system. A 100-point system must be applied to all positions of City
employment except for those positions specifically exempted from the Veterans'
PreferenceAct, Minn. Stat. $ 43A.11, by Minn. Stat. S 197.46.
ln accordance with Minn. Stat. $ 43A.11 and Minn. Stat. $ 197.455, a credit of five
points will be added to a veteran's rating at the election of the veteran so long as
the City position being sought is not exernpted from veterans' preference by Minn.
Stat. $ 197.46. The receipt of the credit is conditional on the veteran obtaining a
passing rating under the criteria and 1O0-point system established for the position
without the addition of the credit points.
ln accordance with Minn. Stat. $43A.11 and Minn. Stat. $ 197.55, a credit of ten
points will be added to a disabled veteran's rating at the election of the disabled
veteran so long as the City position being sought is exempted from veterans'
preference by Minn. Stat. $ 197.46. The receipt of the credit is conditional on the
veteran obtaining a passing rating under the criteria and 100-point system
established for the position without the addition of the credit points.
PROBATIONARY PERIOD
2
3
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2.
3.
Purpose: The probationary period will be regarded as an integral part of the
examination process and will be used for closely observing the employee's work,
for securing the most effective adjustment of the employee to this position and for
relecting any employee whose performance does not meet the required standards.
Employment remains "AT WILL'both during and following the probationary period.
Duration: All appointments will be probationary and subject to a probationary
period of up to six (6) months service after appointment. The City can extend the
probationary period beyond six (6) months for such period of time as the City at its
discretion deems fit and necessary. At any time during the probationary period,
any employee may be transferred or dismissed at the City's discretion.
Applies to Promotions: All promotions will be subject to a probationary period of
up to six (6) months. lf the employee who has been promoted is found unsuited
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4.
forthe work of the position to which promoted, at the City's discretion the employee
may be reinstated to the position and rate of pay of the position from which the
employee was promoted.
Affects Leave Benefits: During the initial probationary period, but not during a
promotional period, an employee will not be entitled to vacation leave during the
first six months of employment. Vacation leave accrues from the start of
employment.
DRUG, ALCOHOL, AND CANNABIS TESTING AND DRUG-
FREE WORKPLACE AGT POLICY FOR NON.COMMERCIAL
DRTVERS (NON-DOT)
Purpose
The city of Falcon Heights has a vital interest in maintaining safe, healthful, and efficient
working conditions for employees, and recognizes that individuals who are impaired
because of drugs and/or alcohol jeopardize the safety and health of other workers as well
as themselves. The city of Falcon Heights does not intend to intrude into the private lives
of its employees, but strongly believes that a drug, alcohol and cannabis-free workplace
is in the best interest of employees and the public alike. Alcohol, drug, and cannabis
abuse can cause unsatisfactory job performance, increased tardiness and absenteeism,
increased accidents and workers' compensation claims, higher insurance rates, and an
increase in theft of city property. The city of Falcon Heights's Drug, Alcohol and Cannabis
Testing Non-DOT policy has been established for the purpose of providing a safe
workplace for all.
City employees and applicants required to hold a commercial driver's license by the
United States Department of Transportation ("DOT") for their job will be tested under the
city's Policy on Controlled Substance and Alcohol Testing for Commercial Drivers (the
'DOT Policy"). All other employees and job applicants offered employment with the city
must undergo testing as described by this policy.
To ensure the policy is clearly communicated to all employees and applicants to whom
offers of employment have been made, and to comply with state law, employees and
applicants are required to review this policy and sign the "policy acknowledgement." A job
applicant will also acknowledge in this form that he/she understands that passing the drug
test is a requirement of the job.
Persons Subject to Testing and Gircumstances Under Which Testing
May Be Required
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Under this policy, the city may test any applicant to whom an offer of employment has
been made and may test employees for alcohol and/or drugs, including cannabis, under
the following circumstances with a properly accredited or licensed testing laboratory, in
accordance with Minn. Stat. $ 181.953, subd. 1.
a. Reasonable Suspicion Testing:
Consistent with Minn. Stat. $ 181 .951, subd. 5, employees will be subject to alcohol
and/or drug testing, including cannabis testing, when reasonable suspicion exists
to believe that the employee:
. ls under the influence of alcohol, drugs or cannabis; or. Has violated written work rules prohibiting the use, possession, sale or transfer of
drugs, alcohol, or cannabis, while working, while on city property, or while
operating city vehicles, machinery or any other type of equipment; or. Has sustained a personal injury as defined in Minn. Stat. $ 176.011, subd. 16 or
has caused another employee to sustain an injury or;. Has caused a work-related accident or was operating or helping to operate
machinery, equipment, or vehicles involved in a work-related accident.
Reasonable suspicion may be based upon, but is not limited to, facts regarding
appearance, behavior, speech, breath, odor, possession, proximity to or use of
alcohol, drugs or cannabis or containers or paraphernalia, poor safety record,
excessive absenteeism, impairment of job performance, or any other
circumstances that would cause a reasonable employer to believe that a violation
of the city's policies concerning alcohol, drugs or cannabis may have occurred.
These observations will be reflected in writing on a Reasonable Suspicion Record
Form.
For off-site collection, employees will be driven to the employer-approved medical facility
by their supervisor or a designee. For an on-site collection service, the employee will
remain on site and be observed by the supervisor or designee. The medical facility or on-
site collection service will take the urin'e or blood sample and will fonruard the sample to
an approved laboratory for testing.
Pursuant to the requirements of the Drug-Free Workplace Act of 1988, all city employees,
as a condition of continued employment, will agree to abide by the terms of this policy
and must notify the City Administrator of any criminal drug statute conviction for a violation
occurring in the workplace not later than five days after such conviction. lf required by law
or government contract, the city will notify the appropriate federal agency of such
conviction within 10 days of receiving notice from the employee.
Right of Refusal: Employees and job applicants have the right to refuse to submit to an
alcohol, drug, or cannabis test under this policy. However, such a refusal will subject an
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employee to immediate termination. lf an applicant refuses to submit to applicant testing,
any conditional offer of employment will be withdrawn. Any intentional act or omission by
the employee or applicant that prevents the completion of the testing process constitutes
a refusal to test.
An applicant or employee who substitutes, or attempts to substitute, or alters, or attempts
to alter a testing sample is considered to have refused to take a drug alcohol or cannabis
test. ln such a case, the employee is subject to immediate termination of employment,
and in the case of an applicant, the job offer will be immediately withdrawn.
An employee or job applicant who, on religious grounds, refuses to undergo drug and/or
alcohol testing, including cannabis testing, of a blood sample will not be considered to
have refused testing, unless the employee or job applicant also refuses to undergo drug,
alcohol, or cannabis testing of a urine sample.
Prohibition Against Drugs and Alcohol
Prohibition. Employees are prohibited from the use, possession, transfer, transportation,
manufacture, distribution, sale, purchase, solicitation to sell or purchase, or
dispensation of alcohol, drugs, including cannabis, or drug paraphernalia, while on duty;
while on city premises; while operating any city vehicle, machinery, or equipment; or
when performing any city business, except (1) pursuant to a valid medical prescription
used as properly instructed; (2) the use of over-the-counter drugs used as intended by
the manufacturer; or (3) when necessary for approved law enforcement activity.
Besides having a zero-tolerance policy for the use or possession of alcohol, illegal drugs,
or misused prescription drugs on the worksite, we also prohibit the use, possession of,
impairment by any cannabis or medical cannabis products (e.9., hash oils, edibles or
beverages containing cannabinoids, or pills) on the worksite by a person working as an
employee at the city or while "on call" and subject to return to work. Having a medical
marijuana card, patient registry number, and/or marijuana prescription from a physician
does not allow anyone to use, possess, or be impaired by that drug here. Likewise, the
fact that cannabis may be lawfully purchased and consumed does not permit anyone to
use, possess, or be impaired by them here. The federal government still classifies
cannabis as an illegal drug, even though some states, including Minnesota, have
decriminalized its possession and use. There is no acceptable concentration of marijuana
metabolites in the blood or urine of an employee who operates our equipment or vehicles
or who is on one of our worksites. Applicants and employees are still subject to being
tested under our drug, alcohol and cannabis testing policy. Employees are subject to
being disciplined, suspended, or terminated after testing positive for cannabis if the
employee used, possessed, or was impaired by cannabis, including medical cannabis,
while on the premises of the place of employment or during the hours of employment.
Employees are prohibited from being under the influence of alcohol or drugs, including
cannabis, or having a detectable amount of an illegal drug in the blood or urine when
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reporting for work; while on duty; whole should be while on the city's premises; while
operating any city vehicle, machinery, or equipment; or when performing aqy City
business, except (1) pursuant to a valid medical prescription used as properly instructed;
or (2) the use of overthe-counter drug used as intended by the manufacturer.
Driving While lmpaired: A conviction of driving while impaired in a city-owned vehicle at
any time during business or non-business hours, or in an employee-owned vehicle while
conducting city business, may result in discipline, up to and including discharge.
Criminal Drug Convictions: Any employee convicted of any criminal drug statute must
notify his or her supervisor and the City Administrator in writing of such conviction no later
than five days after such conviction. Within 30 days after receiving notice from an
employee of a drug-related conviction, the city will take appropriate personnel action
against the employee up to and including discharge or require the employee to
satisfactorily participate in a drug abuse assistance or rehabilitation program as an
alternative to termination. ln the event notice is not provided to the supervisor and the
employee is deemed to be incapable of working safely, the employee will not be permitted
to work and will be subject to disciplinary action, including dismissal from employment. ln
accordance with the Federal Drug-Free Workplace Act of 1988, if the city is receiving
federal grants or contracts of over $25,000, the city will notify the appropriate federal
agency of such conviction within 10 days of receiving notice from the employee.
Failure to Disclose Lawful Drugs: Employees taking a lawful drug, including prescription
and over-the-counter drugs or cannabis, which may impair their ability to perform their job
responsibilities or pose a safety risk to themselves or others, must advise their supervisor
of this before beginning work. lt is the employee's responsibility to seek out written
information from his/her physician or pharmabist regarding medication and any job
performance impairment and relay that information to his/her supervisor. ln the event of
such a disclosure, the employee will not be authorized to perform safety-sensitive
functions.
Review and Notification of Test Results
Notification of Negative Test Results: ln the case of job applicants and in accordance with
Minn. Stat. S 181.953, the City Administrator or designee will notify a job applicant of a
negative drug result within three days of receipt of result by the city, and the hiring process
will resume. ln accordancewith Minn. Stat. $ 181.953, subd.3, a laboratory must report
results to the city within three working days of the confirmatory test result. A "Negative
Test Results Notification" form will be sent to the job applicant, and the job applicant may
request a copy of the test result report from the City Administrator or designee. ln the
case of current employees and in accordance with Minn. Stat. S 181.953, the City
Administrator or designee will notify the employee of a negative drug and/or alcohol result
within three days of receipt of result by the city. A "Negative Test Results Notification"
form will be sent to the employee, and he or she may request a copy of the test result
report from the City Administrator or designee.
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Notification of Positive Test Results: ln the event of a confirmed positive blood or urine
alcohol drug, or cannabis test result, the city will notify the employee of a positive result
within three days of receipt of the result. The City Administrator or designee will send to
the employee or job applicant a "Positive Test Results Notification" letter containing
further instructions. The employee or job applicant may contact the City Administrator or
designee to request a copy of the test result report if desired. ln accordance with Minn.
Stat. $ 181.953, subd. 3, a laboratory must report results to the city within three working
days of the confirmatory test result.
Right to Provide lnformation after Receiving Test Results: Within three working days after
notice of a positive drug, alcohol, or cannabis test result on a confirmatory test, the
employee or job applicant may submit information to the city to explain the positive result.
ln accordance with Minn. Stat. S 181.953, subd. 10, if an employee submits information
either before a test or within three working days after a positive test result that explains
the positive test result, (such as medications the employee is taking), the city will not take
an adverse employment action based on that information unless the employee has
already been under an affirmative duty to provide the information before, upon, or after
hire.
Right to Confirmatory Retest: A job applicant or employee may request a confirmatory
retest of the original sample at the job applicant's or employee's own expense after notice
of a positive test result on a confirmatory test. Within five working days after notice of the
confirmatory test result, the job applicant or employee must notify the city in writing of the
job applicant's or employee's intention to. obtain a confirmatory retest. Within three
working days after receipt of the notice, the city will notify the original testing laboratory
that the job applicant or employee has requested the laboratory to conduct the
confirmatory retest or transfer the sample to another qualified laboratory licensed to
conduct the confirmatory retest. The originaltesting laboratory will ensure the control and
custody procedures are followed during transfer of the sample to the other laboratory. ln
accordance with Minn. Stat. $ 181.953, subd. 3, the laboratory is required to maintain all
samples testing positive for a per,iod of six months. The confirmatory retest will use the
same drug and/or alcohol threshold detection levels as used in the original confirmatory
test.
ln the case of job applicants, if the confirmatory retest does not confirm the original
positive test result, the city's job offer will be reinstated, and the city will reimburse the job
applicant for the actual cost of the confirmatory retest. ln the case of employees, if the
confirmatory retest does not confirm the original positive test result, no adverse personnel
action based on the original confirmatory test will be taken against the employee, the
employee will be reinstated with any lost wages or salary for time lost pending the
outcome of the confirmatory retest result, and the city will reimburse the employee for the
actual cost of the confirmatory retest.
Access to Reports: ln accordance with Minn. Stat. $ 181 .953, subd. 10, an employee will
have access to information contained in his or her personnel file relating to positive test
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results and to the testing process, including all information gathered as part of that
process.
Dilute Specimens: A negative or positive dilute test result (following a second collection)
which has been confirmed will subject an employee to immediate termination.
Consequences for Employees Engaging in Prohibited Gonduct
Job Applicants:
The city's conditional offer of employment will be withdrawn from any job applicant who
refuses to be tested or tests positive for illegal drugs as verified by a confirmatory test.
Employees:. No Adverse Action Without Confirmatory Test. The city will not discharge,
discipline, discriminate against, or request or require rehabilitation of an employee
based on a positive test result from an initial screening test that has not been
verified by a confirmatory test.. Suspension Pending Test Result. The city may temporarily suspend a tested
employee with or without pay or transfer that employee to another position at the
same rate of pay pending the outcome of the requested confirmatory retest,
provided the city believes that it is reasonably necessary to protect the health or
safety of the employee, co-employees, or the public.
The employee will be asked to return home and will be provided appropriate
arrangements for return transportation to his or her residence. ln accordance with
Minn. Stat. $ 181.953, subd. 10, an employee who has been suspended without
pay will be reinstated with back pay if the outcome of the requested confirmatory
retest is negative.
Discipline and Discharge
Confirmatory Positive Test Result: The city will not discharge an employee for a first
confirmatory positive test unless the following conditions have been met:r The city has first given the employee an opportunity to participate in either a drug
or alcohol counseling or rehabilitation program, whichever is more appropriate, as
determined by the city after consultation with a certified chemical use counselor or
physician trained in the diagnosis and treatment of chemical dependency.
Participation by the employee in any recommended substance abuse treatment
program will be at the employee's own expense or pursuant to the coverage under
an employee benefit plan. The certified chemical use counselor or physician
trained in the diagnoses and treatment of chemical dependency will determine if
the employee has followed the rehabilitation program as prescribed; and. The employee has either refused to participate in the counseling or rehabilitation
program or has failed to successfully complete the program, as evidenced by
withdrawalfrom the program before its completion or by a refusalto test or positive
test result on a confirmatory test after completion of the program.
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Other Misconduct:
Nothing in this policy limits the right of the city to discipline or dismiss an employee on
grounds other than a positive confirmatory test result, including conviction of any criminal
drug statute for a violation occurring in the workplace or violation of other city personnel
policies.
Emergency Call Back to Work Provisions:
lf an employee is called out for a city emergency and he or she reports to work and is
suspected of being under the influence of drugs, alcohol, or cannabis he or she will not
be subject to the testing procedures of this policy but will not be allowed to work.
Appropriate arrangements for return transportation to the employee's residence will be
made. lt is the sole responsibility of the employee who is under the influence of alcohol,
drugs or cannabis and who is called out for a city emergency, to notify his or her
supervisor of this information and advise if he or she is unable to respond to the
emergency call back.
Non-Discrim ination
The city of Falcon Heights' policy on work-related substance abuse is non-discriminatory
in intent and application; however, in accordance with Minn. Stat., ch. 363, disability does
not include conditions resulting from alcohol or other drug or cannabis abuse which
prevents an employee from performing the essential functions of the job in question or
constitutes a direct threat to property of the safety of individuals.
Furthermore, the city will not retaliate against any employee for asserting his or her rights
under this policy.
Definitions
Alcohol: Means the intoxicating agent in beverage alcohol or any low molecular weight
alcohols such as ethyl, methyl; or isopropylalcohol. The term includes but is not limited
to beer, wine, spirits, and medications such as cough syrup that contain alcohol.
Alcohol use or usage: Means the consumption of any beverage, mixture, or
preparation, including any medication, containing alcohol.
Applicant: Means a person applying for a job with the city
Cannabis: Means cannabis and its metabolites, including cannabis flower, cannabis
products, lower-potency hemp edibles, and hemp-derived consumer products.
Cannabis testing: Mean analysis of a body component sample according to the
standards established under one of the programs listed in Minn. Stat. $ 181.953,
subd.1, for the purpose of measuring their presence or absence of cannabis in the
sample tested.
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City: Means the city of Falcon Heights.
City premises: Means, but is not limited to, all city job sites and work areas. For the
purposes of this policy, city premises also includes any other locations or modes of
transportation to and from those locations while in the course and scope of employment
of the city.
City vehicle: Means any vehicle which employees are authorized to use solely for city
business when used at any time; or any vehicle owned or leased by the city when used
for city business.
Collection site: Means a place designated by the city where job applicants and
employees present themselves for the purpose of providing a specimen of their breath,
urine, and/or blood to be analyzed for the presence of drugs and alcohol.
Gonfirmatory test: Means a drug, alcohol or cannabis test on a sample to substantiate
the results of a prior drug, alcohol test or cannabis on the same sample, and that uses a
method of analysis allowed under one of the programs listed in Minn. Stat. $ 181.953,
subd. 1.
Drug: lncludes any "controlled substance" as defined in Minn. Stat. $ 152.01, subd. 4,
and also includes all cannabinoids, including those that are lawfully available for public
consumption that do not othenrvise qualify as being a "controlled substance" as defined
in Minn. Stat. $ 152.01, subd. 4. Cannabis and its metabolites are considered a "drug"
for positions in the following categories, regardless of the kind of testing involved: safety
sensitive positions; peace officer positions; firefighter positions; positions requiring face-
to-face care, training, education, supervision, counseling or medical assistance to
children, vulnerable adults or patients receiving treatment, examination or emergency
care for a medical, psychiatric or mental condition; positions requiring a commercial
driver's license or requiring the employee to operate a motor vehicle for which state or
federal law requires drug or alcohol testing; positions funded by a federal grant; or other
positions for which state or federal law requires testing of a job applicant or employee.
Drug and/or alcohol testing, and drug and/or alcohol test: Mean analysis of a body
component sample according to the standards established under one of the programs
listed in Minn. Stat. $ 181 .953, subd.1 , for the purpose of measuring their presence or
absence of drugs, alcohol, or their metabolites in the sample tested. "Drug and alcohol
testing," "drug or alcohol testing," and "drug or alcohol test" do not include cannabis or
cannabis testing, unless stated othenruise.
Drug paraphernalia: Hasthe meaning setforth in Minn. Stat. $ 152.01, subd. 18.
Employee: Means a person who performs services for compensation for the city and
includes independent contractors except where specifically noted in this policy.
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Initial screening test: Means a drug, alcohol, or cannabis test that uses a method of
analysis underoneof the programs listed in Minn. Stat. $ 181.953, subd. 1.
Job applicant: Means a person who applies to become an employee of the city and
includes a person who has received a job offer made contingent on the person passing
drug testing.
Positive test result: Means a finding of the presence of alcohol, drugs, cannabis or
their metabolites that exceeds the cutoff levels established by the city. Minimum
threshold detection levels are subject to change as determined in the city's sole
discretion.
Random selection basis: Means a mechanism for selection of employees that (1)
results in an equal probability that any employee from a group of employees subject to
the selection mechanism will be selected, and (2) does not give an employer discretion
to waive the selection of any employee selected under the mechanism.
Reasonable suspicion: Means a basis for forming a belief based on specific facts and
rational inferences drawn from those facts.
Safety-sensitive position: Means a job, including any supervisory or management
position, in which an impairment caused by drug, alcohol, and/or cannabis usage would
threaten the health or safety of any person.
Under the influence: Means (1) the employee tests positive for alcohol drugs, or
cannabis or (2) the employee's actions, appearance, speech, and/or bodily odors
reasonably cause the city to conclude that the employee is impaired because of illegal
drug use or alcohol use.
SERVICE TIME
POLICY
Service time is the employee's length of continuous service with the City
commencing with the first day of hire. Employees will be on a probationary basis
for at least six (6) months from the date of hire. Upon a successful completion of
the probationary period, service time will be accumulated from the first day of hire.
From time to time, personal circumstances, illness or civic duty may require an
employee's absence from work for periods of varying duration. Authorized leaves
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of absence for vacation, sick leave, funeral leave, medical leave, maternity
absence, leave under the Family and Medical Leave Act, parenting leave, school
conference and activities leave, sick child care leave, military leave, injury leave,
and jury duty will not interrupt the accumulation of continuous service, provided the
employee meets the conditions required by the City of such leaves.
3 Service time will not accumulate during a general leave of longer duration than one
week.
TEMPORARY, CASUAL, AND PART.TIME EMPLOYMENT
POLIGY
Persons whose employment is temporary or seasonal will not be entitled to
vacation leave, holiday pay or insurance benefits, except for workers
com pensation insu rance.
2. Temporary employees do not accumulate service time.
Employee positions must be established by the budget.
Employees who are hired for positions requiring less than full time may be granted
certain employee benefits based on actual hours worked, as determined by the
City and as may be required by law.
An employee on a temporary, casual, or part-time status will be entitled to such
public employee benefits as may be provided under the Public Employment Labor
Relations Act, Minnesota Statutes Chapter 179A.
EMPLOYMENT OF SPOUSES AND RELATIVES
POLICY
An applicant related to any elected or appointed official or employee will not be
considered for employment in a work situation where the relative would also be
employed if it would result in a conflict of interest. The words "related" or "relative"
for the purpose of this policy will mean: mother, father, spouse, domestic partner,
son, daughter, brother or sister.
2. Conflict of interest means
Where one employee would supervise or have the authority to appoint,
remove or discipline a relative.
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c.
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b Where one relative would be responsible for auditing the work of another
relative.
Where circumstances exist which would place a relative in a situation of
actual or foreseeable conflict between the City's interests and the relative's
interest.
Where the employment of a relative of a policy level employee of an
organization with whom the City deals would give the appearance of
improper influence or favor.
e Where confidentiality of the City would be jeopardized
Promotions or transfers of a relative which would result in a conflict of interest will
not be acted upon untilthe conflict is satisfactorily resolved.
OUTSIDE EMPLOYMENT
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POLICY
POLICY
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Fulltime employees may not engage in outside employment which might in any
way hinder the objectives and performance of their duties or impair their efficiency
on the job.
Outside employment must be requested in writing and approved in advance by the
City Administrator.
P ROMOTIONS/TRA NS FERS/D E MOTI O NS
It is the City's policy to fill employment vacancies by promotion or transfer insofar
as practical, and in case of equal qualifications to give consideration to length of
service.
All promotions will be subject to a probationary period of six (6) months. lf the
employee who has been promoted is found unsuited for the work of the position to
which promoted, at the City's discretion the employee may be reinstated to the
position and rate of pay of the position from which the employee was promoted.
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3.
4.
Employees will be entitled to vacation leave during a probationary promotion
period if they have fulfilled the requirements for vacation time in their prior position.
lf an employee is transferred, promoted or demoted, the rate of pay will be
determined as follows:
ln the case of a transfer or promotion, if the rate of pay for the former
position is less than the minimum rate established for the new position, the
rate will be advanced to the minimum of the position to which transferred or
promoted.
ln the case of a transfer or demotion, if the rate of pay in the former position
is more than the maximum rate established for the new position, the rate of
pay may be reduced to the maximum rate or to an intermediate rate of the
position to which transferred or demoted. Such determination will be made
by the City Administrator.
c.ln case of a transfer for the good of the City and/or the employee and not in
the nature of a promotion or demotion, the rate of pay will remain the same.
An applicant for City employment or a City employee seeking promotion must not
directly or indirectly' render any service or pay any money or other valuable
consideration to any person for or in connection with the applicant's or employee's
employment test or proposed appointment or promotion.
RESIGNATION
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POLICY
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Any employee wishing to leave City employment in good standing must file with
the employee's supervisor, at least 14 days before leaving, a written resignation
stating the effective date of the resignation. Failure to comply with this particular
procedure may be cause for denying such employee future employment by the
City and denying termination leave benefits.
Unauthorized absence from work for a period of three (3) working days may be
considered by the City as a resignation, without benefits.
An employee who has resigned from a position may be considered for re-
employment but will have no inherent right to any position.
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LAYOFFS
POLICY
The City may layoff any employee whenever such action is necessary due to shortage of
work or funds or when a position has been abolished.
DISCIPLINARY ACTION
POLIGY
City employees are subject to disciplinary actions for failing to fulfill their duties and
responsibilities, including failure to observe policies and work rules. lt is the policy
of the City to administer disciplinary penalties without discrimination. A supervisor
will investigate any allegation for which disciplinary action might be based before
any disciplinary action is taken. Employees serve at the will of the City and
notwithstanding anything in this policy, may be dismissed with or without cause.
2. Possible disciplinary actions include the following
a.An employee may be given an oral reprimand by the employee's immediate
supervisor. Documentation of the oral reprimand will be placed in the
employee's personnel file.
An employee may be given a written reprimand by the employee's
immediate supervisor. A written reprimand will state that the employee is
being warned for misconduct. The written reprimand will contain a
description of the misconduct, past action taken by the supervisor to correct
the problem, a statement urging prompt correction or improvement by the
employee, time tables and goals for improvement when appropriate, and an
outline of future penalties that may be "imposed should the misconduct
continue. The employee will be given a copy of the reprimand after the
employee signs the original acknowledging its receipt. The signature of the
employee on the reprimand will not mean that the employee agrees with the
reprimand. The reprimand will be placed in the employee's personnelfile.
An employee may be suspended up to ten (10) days with pay by the
employee's immediate supervisor. The immediate supervisor will notify the
City Administrator of the suspension with pay. The suspension with pay will
continue only upon the approval of the City Council. Upon the City Council's
approval of the suspension, the employee will be notified in writing of the
reason for the suspension and its length. Upon the employee's return to
work, the employee will be provided a written statement outlining further
disciplinary actions that may be taken should the misconduct continue.
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Suspension with pay will include suspending an employee pending
investigation of allegations of misconduct against the employee. All
suspensions with pay will be reduced to writing and placed in the
employee's personnel file. lf the suspension with pay is for investigation of
allegations of misconduct and the allegations prove to be false, at the
discretion of the City Council the written suspension with pay will be
removed from the employee's personnel file and back pay may be issued.
An immediate supervisor may suspend an employee with pay pending a
decision by the City Administrator to suspend the employee without pay.
Prior to the suspension without pay or as soon thereafter as possible, the
employee will be notified in writing of the reason for the suspension without
pay and its length. Upon the employee's return to work, the employee will
be provided a written statement outlining further disciplinary actions that
may be taken against the employee should the misconduct continue.
An employee may also be suspended without pay by the City Council. The
suspension without pay .will be reduced to writing and placed in the
employee's personnel file. lf the suspension without pay is for investigation
of allegations of misconduct and the allegations prove to be false, the
written suspension without pay will be removed from the employee's
personnel file and the employee will be entitled to any compensation to
which the employee is entitled had the suspension not taken place.
An employee may be involuntarily demoted, required to transfer to a
comparable employment position, or have the employee's salary decreased
or the employee's salary increase withheld by the City Council. ln no event
will an employee's salary be decreased below the salary schedule approved
for the employee's position by the City. Prior to such action or as soon
thereafter as possible, the employee will be notified of the reason for the
action. The action taken will be reduced to writing and placed in the
employee's personnel file.
Any employee may be dismissed by the City Council.
Veterans' Preference Act Exception: Notwithstanding the possible
disciplinary actions listed in this handbook, no City employee who is a
veteran as defined by Minn. Stat. $ 197.447 may be removed from City
employment, except in accordance with and as provided by Minn. Stat.
s 197.46.
ln the case of suspension, or demotion, an employee will be granted a review by
the City Council if the employee submits a written request for a review to the City
Administrator within five (5) working days of notification of the action taken.
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PERFORMANCE APPRAISALS
POLICY
Employees will receive formal performance appraisals generally annually from their
designated supervisor A copy of the performance appraisal will be placed in the
employee's personnel file and provided to the employee. Supervisors and employees
are encouraged to discuss job performance and goals on an informal, day-to-day basis.
POLITICAL ACTIVITY
POLICY
City employees have the right to express their views and to pursue legitimate
involvement in the political system. However, no city employee will directly or
indirectly, during hours of employment, solicit or receive funds for political
purposes.
Further, any political activity in the workplace must be pre-approved by the city to
avoid any conflict of interest or perception of bias such as using authority or political
influence to compel another employee to apply for or become a member in a
political organization.
lf any employee is elected or appointed to the City Council, the employee must
resign or obtain a leave of absence.
TRAVEL
POLICY
APPROVAL AND ADVANCES
All travel and seminar attendance by City employees require prior approval by the
City Administrator or the City Administrator's designee. All travel and seminar
attendance by the City Administrator must be in accordance with the City's adopted
budget.
Approval for travel must be obtained prior to seminar registration or other final
travel arrangements. Approval must be requested at least 72 hours prior to
departure.
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ALLOWABLE EXPENSES
Accommodations must be selected at reasonable cost, consistent with the facility
available and convenient to location of the conference or business meeting
attended. An employee may claim only the actual and necessary cost of single
occupancy where a double or multiple-occupancy has occurred.
5.Allowable transportation costs will include reimbursement for: mileage
accumulated on personalvehicle at prevailing mileage rate; actual round trip coach
rate airfare; or actual receipted expenses for City-owned vehicles, as required and
as approved.
Reimbursement for meals will be made at reasonable cost, as required and as
approved. A per diem amount of up to $40 per day will be reimbursed to
employees for actual costs of meals. There is no reimbursement for alcoholic
beverages. An explanation must be included for cost of meals exceeding per diem
guideline. Other miscellaneous expenses may be authorized, as required and as
approved.
Reimbursement for long distance telephone calls will be allowed as follows. City business. One call to a family member per day of 10 minutes or less
EMPLOYEE EXPENSE REPORTS
Within five (5) working days upon return to work, an employee must submit an
Employee Expense Report for approval by the employee's supervisor and the City
Administrator or the City Administrator's designee. Receipts for expense items
must accompany each expense report.
USE OF VEHICLES
POLICY
1 An employee using a City vehicle must have a valid driver's license in the
appropriate class. Any violation of this provision shall subject the employee to
disciplinary action up to and including termination
Employees using City vehicles must be particularly mindful of all traffic regulations
and courtesies of the road. Abuses and violations may subject the employee to
disciplinary action, up to and including termination.
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Unless approved by the City Administrator, the use of City vehicles for personal
reasons is prohibited. Violation of this provision may subject the employee to
disciplinary action.
The mileage rate for reimbursement shall be the rate approved by the City Council
and the lRS. Claims shall be submitted on an Employee Expense Report provided
by the Finance Director, and shall be itemized, showing the date, destination,
purpose of the trip, and mileage, and be signed by the person making the claim.
Mileage reimbursement shall be made upon the City Administrator's or immediate
supervisor's approval of the claim. Employees using their personal vehicle and
claiming mileage reimbursement on City business shall assume liability through
the employee's own vehicle insurance carrier for personal injury, property damage,
and comprehensive/collision damage to their vehicle. Any traffic violations
incurred while on City business are the responsibility of the employee to satisfy.
Use of the employee's private vehicle for City business must also meet
requirements of the U.S. lnternal Revenue Service as to the reporting of claims for
mileage paid by the City.
An accident while on City business with either a City vehicle or a private vehicle
shall be immediately reported verbally to the supervisor and to the City
Administrator. This initial report shall be followed up with completion of the
required insurance carrier form and pertinent incident reports as soon as possible.
USE OF TELEPHONE
POLICY
The telephone is recognized as a most important means of communication with
citizens, the general public, and fellow workers, often the first impression a person
has of City government. Employees will answer promptly and identiflT themselves.
They will be courteous, tactful and use good judgment at all times.
Adequate coverage of telephones will be a main consideration in scheduling lunch
periods, breaks, and time off.
The receiving and making of local telephone calls for personal reasons must bp
kept to a minimum. Abuse of this privilege may subject the employee to
disciplinary action.
4. Employees must reimburse the City for long distance charges on personal calls.
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EMAIL
POLICY
1 The City maintains an email system. This system is provided by Metro-lnet to
assist in conducting City business.
All messages composed, ,sent, or received on the email system are and remain
the property of the City. They are not the private property of any employee.
The use of the email system is reserved for conducting Ci$ business.
The email system may not be used to solicit or proselytizefor commercial ventures,
religious or political causes, outside organizations, or other non-job related
solicitations.
The email system is not to be used to create, send, print or disseminate any
offensive or disruptive messages. Among those which are considered offensive,
are any messages which are pornographic or which contain sexual implications,
racial slurs, gender-specific comments, discriminatory comments, or any other
comment that offensively addresses someone's age, sexual orientation, religious
or political beliefs, national origin, or disability. Additionally, offensive or sexually
oriented emails are in violation of the City's Offensive Behavior policy.
The email system shall not be used to send (upload) or receive (download)
copyrighted materials, trade secrets, proprietary information or similar materials
without prior authorization.
The email system shall not be used for engaging in any activity in violation of local,
state, or federal law.
The City has and will exercise the right to review, audit, intercept, access and
disclose all messages created, received or sent over the email system for any
purpose. The contents of the email properly obtained for legitimate business
purposes, may be disclosed within the City without the permission of the employee.
An employee should have no expectation of privacy in messages or files they
create, send, read or listen to on City computers.
The confidentiality of any message should not be assumed. Even when a
message is erased, it is still possible to retrieve and read that message. Further,
the use of passwords for security does not guarantee confidentiality. E-mail
messages should be drafted in the same manner and with the same care as any
communication in printed form on the City letterhead.
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10 Notwithstanding the City's right to retrieve and read any email messages, such
messages should be treated as confidential by other employees and accessed
only by the intended recipient. Employees are not authorized to retrieve or read
any e-mail messages that are not sent to them. Any exception to this policy must
receive prior approval by the Network Administrator.
11 Employees shall not use a code, access a file, or retrieve any stored information,
unless authorized to do so. Employees should not attempt to gain access to
another employee's messages without the latter's permission.
12.Employees must also abide by Metro-INET's Acceptable Use Policy (see
appendix).
INTERNET
POLICY
As an employee of the City of Falcon Heights you are provided with access to the vast
information resources of the lnternet. The facilities to provide that access represent a
considerable commitment of the City resources for telecommunications, networking,
software, storage, etc. This lnternet usage policy is designed to help you understand
our expectations for the use of those resources in the particular conditions of the
lnternet, and to help you use those resources wisely.
Unnecessary or unauthorized lnternet usage causes network and seryer congestion. lt
slows other users, takes away from work time, consumes supplies and ties up printers
and other shared resources. Unlawful lnternet usage may also garner negative publicity
for the City and expose the City to significant legal liabilities.
This policy applies to all users of City-owned-and-operated computer systems and
networks. Any exceptions to this policy require the expressed written consent of the
City.
Any employee who discovers a violation of this policy shall immediately notify the City
Administrator.
Any employee who violates this policy or uses the lnternet system for improper
purposes shall be subject to discipline, up to and including discharge.
The use of the City's lnternet is intended for City business, including research,
communication and professional purposes within the business objectives of the
City.
2. The City reserves the right to monitor and review all employee lnternet usage.
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No employee should have any expectation of privacy as to his or her lnternet
usage.
The confidentiality of any electronic message using the City's lnternet system
should not be assumed. Even when a message is erased, it is still possible to
retrieve and read that message.
Personal use of lnternet service cannot interfere with business operations and
should be limited to non-working hours. Any personal communications made on
a matter of public concern must not disrupt the efficiency of the city's operation,
including by negatively affecting morale. Put another way, such public comments
must not undermine any city department's ability to effectively serve the public.
Avoid using statements, photographs, video or audio that reasonably may be
viewed as malicious, obscene, threatening or intimidating, disparaging, or might
constitute harassment or bullying. Examples of such conduct might include
offensive posts meant to intentionally harm someone's reputation or posts that
could contribute to a hostile work environment on the basis of sex, race
(including traits associated with race, including, but not limited to, hair texture and
hairstyles such as braids, locs and twists), national origin, age, color, creed,
religion, disability, marital status, familial status, veteran status, sexual
orientation, gender identity, or gender expression, status with regard to public
assistance or membership or activity in a local human rights commission
lnternet services, or any other network or computer resources, shall not be used
for viewing, archiving, storage, distribution, editing or recording of threatening,
obscene, harassing or derogatory material or transmittal of material that is
confidential to the City.
lnternet services, or any other network or computer resources, shall not be used
for the viewing, archiving, storage, distribution, editing or recording of any kind of
sexually explicit image, material or document.
Use of the lnternet system to receive (download) software programs, utilities or
software extensions is prohibited without prior authorization from the Network
Administrator. This includes, but is not limited to, screen savers, games and
utility programs. lt does not include files such as Word documents, Excel
documents, Adobe Portable Document Format (pdf) files and the like.
Any software or files downloaded via the lnternet into the network become the
property of the City. Any such files or software may be used only in ways that
are consistent with their licenses or copyrights.
No employee may use City facilities knowingly to download or distribute pirated
software or data. The use of file swapping software on City computers and City
networks is prohibited.
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No employee may use the City's lnternet facilities to deliberately propagate any
virus, worm or other illegal program code.
No employee may use the City's lnternet facilities knowingly to disable or
overload any computer system or network or to circumvent any system intended
to protect the privacy or security of another user.
The City's lnternet facilities and computer resources shall not be knowingly used
to violate the laws and regulations of the United States or any other nation, or the
laws and regulations of any state, city, province or other localjurisdiction in any
material way. Use of any City resources for illegal activity is grounds for
immediate dismissal, and the City will cooperate with any legitimate law
enforcement activity.
Users of the City's information systems are prohibited from using password
protection to restrict access to files on the City's systems without authorization
from the Network Administrator.
Each employee using the lnternet facilities of the City shall identify himself or
herself honestly, accurately and completely (including one's company affiliation
and function where requested) when participating in chats or newsgroups or
when setting up accounts on outside computer systems.
Anything an employee writes in email or on the lnternet in the course of working
for the City can be taken as representing the City's posture. For this reason,
users of the City's lnternet system are prohibited from using their City email
address or othenryise identifying themselves as employees of the City when
participating in non-work related online discussion forums, bulletin board, web
sites or chat sessions.
Employees are reminded that chats and newsgroups are public forums where it
is inappropriate to reveal private or confidential data. Employees releasing
protected information via a newsgroup or chat, whether or not the release is
inadvertent, will be subject to discipline.
Use of the City's lnternet facilities to commit infractions such as misuse of City
assets or resources, offensive behavior, illegal activity, unauthorized public
speaking and misappropriation or theft of intellectual property are prohibited.
Employees must also abide by Metro-INET's Acceptable Use Policy (see
appendix).
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NEWS RELEASE
POLICY
To the extent possible, any employee who is requested by the news media to
provide information regarding City business will refer the request to the City
Administrator or the City Administrator's designee.
Employees will not issue City news releases without prior approval of the City
Administrator or the City Administrator's designee.
Except during regular working hours, any individual employee has the right to
comment on any public matter in the employee's individual capacity as a private
citizen.
PERSONNEL RECORDS OF EMPLOYEES
POLICY
Personal records are the official personnel records of the City and are, therefore,
important to all employees. lt is the responsibility of each employee to check annually to
ensure that the data listed below is correct and reflects current information abodt the
employee. lt is the employee's responsibility to see that the following items are kept
current at all times:
Correct home address and telephone number;
Changes in dependents (for withholding tax purposes);
Person to contact in case of emergency;
Beneficiary changes (group life insurance and pension); and
Legal change in name.
PROHIBITION AGAINST REQUESTING
OR ACCEPTING GIFTS
POLICY
City employees may not solicit or accept gifts from any person or company that
has a direct financial interest in a decision that the City Council is authorized to
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make. Gifts may not be accepted from consultants, vendors, job applicants, local
businesses, or others that have a financial interest in the decision the City Council
may make.
2. The only exceptions to the ban on gifts are
. services of insignificant monetary value;o a plaque or similar memento recognizing individual services in a field of
specialty or a charitable cause;. a trinket or memento with a value of $5 or less;o informational material of unexceptional value;. food or beverage given at a reception, meal, or meeting away from the
employee's place of work by an organization before whom the employee
appears to make a speech or answer questions as part of a program;o gifts given because of the employee's membership in a group, a majority of
whose members are not local officials, and an equivalent gift is given to the
other members of the group; oro gifts given by a person who is a member of the employee's family unless the
gift is given on behalf of the City to someone who is not a member of the family.
3.All employees who are "appointed officials" must also comply with Minn. Stat. $
471.895.
HOURS OF WORK
ln order to adequately provide City services and to provide the basis for employee
compensation, the City must assure the availability of personnel and specify the number
of hours and days the City Council expects employees to be at their jobs.
POLICY
1. Forty (a0) hours of actual attendance on duty will constitute the regular work week.
2 Except as othenryise provided, the regular work day will begin at 8:00 a.m. and end
at 4.30 p.m., with one-half (112) hour unpaid period therein constituting a lunch
period. Two 15-minute breaks are also awarded perfull workday. The regular
work week will consist of five (5) consecutive eight (8) hour work days, Monday
through Friday, or an equivalent number of hours pursuant to a work schedule
arranged with the supervisor and approved by the City Administrator.
Beginning two (2) weeks prior to Memorial Day and ending the Friday prior to the
start of the Minnesota State Fair, summer hours shall be observed and will consist
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of four (4) consecutive nine (9) hour work days, Monday through Thursday, with
one-half (112) hour unpaid,period therein constituting a lunch period, and two 15-
minute breaks are also awarded per full workday. On Friday, one (1) four (4) hour
workday will be observed.
The City Administrator may establish the scheduled hours of work for employees.
Such hours cannot be less than the minimum hours described in this policy, but
may vary for shift requirements and other times deemed necessary to properly
provide City services beyond regular business hours.
Flex-time schedules may be established only with the approval of the City
Administrator. Each employee must adhere to a schedule which has been
established by taking into consideration the work load and necessary services
provided by the City.
6. All overtime must be approved by the appropriate supervisor
WORK TIME REQUIREMENT AND REPORTING
POLIGY
1. Employees are required to fill out weekly time reports
lf an employee is late for work, the employee will report to their supervisor the
reason for the late arrival. lf possible, the employee will contact the supervisor
ahead of time and inform the supervisor that the employee will be late and the time
the employee expects to arrive. The supervisor may deduct the lost time from the
time report when there is insufficient reason for the late arrival or there is repeated
lateness. Repeated late arrivals will result in written reprimand, suspension or
termination.
Employees are expected to be at their work areas at the start of their work day,
and promptly return to their work areas at the conclusion of their lunch break and
coffee breaks.
PAY PERIOD
POLICY
1 Payday for all employees will be bi-weekly. Employees will receive pay on a bi-
weekly basis.
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Time cards for the prior week must be completed and submitted to the
Administrator or designee by noon on Monday for the preceding workweek.
All employees are encouraged to have their paycheck automatically deposited in
their checking or savings account on payday. You don't have to change your
present banking relationship to take advantage of this service.
OVERTIME PAYMENT
POLICY
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Authorized overtime work performed by non-exempt employees will be
compensated at one and one-half (1-112) times the regular rate of pay.
Supervisors are responsible to schedule work so as to minimize overtime payment.
When authorized by the appropriate supervisor or designee, overtime payment will
be made.
Non-exempt employees will receive one and one-half (1-112) times their normal
hourly rate for all overtime in excess of 40 hours worked in any regular work week.
Vacation, sick leave, bereavement leave or any other type of leave does not count
towards the 40 hours worked for overtime calculation purposes. Holiday pay will
count towards an employee's hours worked in the event overtime worked during a
holiday week is unavoidable and is authorized by the employee's supervisor and/or
the City Administrator (i.e snow plowing callout or an emergency response).
Full-time non-exempt employees called out for special duty on a regularly
scheduled holiday will be compensated at one and one-half (1-112) times their
regular hourly rate of pay in addition to their holiday pay.
lncidental time will be excluded from overtime consideration. lncidental overtime
will mean overtime worked at the beginning or end of any non-exempt employee's
shift in an amount not to exceed 15 minutes at either end of the work day.
For payroll purposes, overtime will be rounded off to the nearest one-quarter (lA)
of an hour.
At the discretion of the supervisor, a non-exempt employee may receive
compensatory time off in lieu of overtime at a rate not less than one and one-half
(1-112) hour for each hour of employment for which overtime compensation is
required.
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COMPENSATORY TIME
POLICY
Exempt employees, as designated by the City under the Fair Labor Standards Act,
are not eligible for overtime compensation.
Employees holding positions not designated by the City as exempt will be
considered non-exempt employees who are subject to the provisions of the Fair
Labor Standards Act. Such non-exempt employees will be eligible for overtime
compensation in accordance with the Act, subject to the following conditions:
Overtime to be accumulated as compensatory time must be approved in
advance by the supervisor.
Compensatory time off must be claimed on a form provided by the City, and
the request must be made to the employee's supervisor.
EMPLOYMENT BENEFITS
POLICY
Employee benefits mentioned in this section apply only to those employees hired for full-
time positions and specifically exclude, contract, casual, part-time, temporary, or
volunteer employees, except when such groups are expressly included by the provisions
of this policy. Employees who are hired for positions requiring less than full time may be
granted certain employee benefits enumerated in this policy as determined by the City
Council and as may be required by law.
COMPENSATION
POLICY
Full-time employees of the City of Falcon Heights shall be compensated in accordance
with the classification and compensation plan adopted by the City Council. Employees
are eligible for step increases within their assigned pay range upon completion of a
satisfactory ann ual performance review.
Cost-of-living adjustments (COLA), if any, shall be applied to all fulltime and permanent
parttime employees as approved by the City Council.
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TUITION REIMBURSEMENT PROGRAM
POLICY
1. Eligibility
a) Upon successful completion of the probationary period, a fulltime or
permanent parttime employee will be eligible to apply for reimbursement
for job-related educational course work.b) Participation in this program is voluntary. All course work will be
completed outside normal working hours.
ln order to be eligible for tuition reimbursement, all requests for course work or a
degree program must receive approval from the City Administrator or designee
prior to taking the course and are subject to budget appropriations.
Reimbursement:
a) All fulltime employees shall be eligible for reimbursement for tuition, required
books as listed on the course syllabus and institutional fees associated with
post-high school level courses or programs which are work-related or part of
a formal degree or certification program at institutions which are certified by
the State Education Association.
b) The City will reimburse 10Oo/o of the expenses associated with course work
which is work related and 75o/o of the expenses associated with the course
work which is not work related but is required for the completion of a degree.
c) The maximum reimbursement is $2000 per calendar year for full-time
employees, with that amount pro-rated for part-time employees based upon
the number of hours designated for the position compared to fulltime hours.
d) The course must be successfully completed to be reimbursed, and the
employee must re-pay this benefit if they leave the City's employ within one
year of course completion.
a. One of the following constitutes successful completion of the course:i. Letter grade of "8" or better.
ii. Pass in a pass/no pass system
iii. Certificate from the instructor indicating satisfactory completion
of the course if grades are not issued.
EMPLOYEE INSURANCE
POLICY
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lnsurance benefits will be available to full-time employees and their immediate families.
The City will contribute toward these health premiums in an amount determined by the
City Council. Basic long-term disability and life insurance in an amount determined by
the City Councilwill be at no cost to the full{ime employee.
COBRA. The Minnesota Continuation Law and the FederalConsolidated Omnibus
Budget Reconciliation Act ("COBRA') permit an employee to continue, at the
employee's expense, coverage under the City's insurance plan(s) at the time of an
unpaid leave, resignation, termination, or retirement if the employee does not have
the same type of coverage under another employer group plan and is not entitled
to Medicare.
2,Continuation Period. The length of continuation depends on the Qualifying Event
that applies to the employee's loss of coverage:
a.18 months, if the employee is presently a City employee and the employee's
coverage would stop because the employee's employment is terminated or
the employee's work hours are reduced below the qualifying level for
coverage (this period may be extended to 36 months if another qualifoing
event, listed below, occurs during the original 18-month period--an
employee must notify the City Administrator or designee within 60 days of
a second qualifying event); or
b. 36 months, if an individual is not an employee but is
i. A separated or divorced spouse or child of a City employee;
ii. A surviving spouse or child of a deceased City employee;
A child of a City employee, and is no longer an eligible dependent as
defined in City insurance plan; or
A dependent that loses dependent coverage when the City employee
becomes enrolled in Medicare benefits.
3. Termination of Continuation Coverage
An employee's right to continuation coverage will cease immediately if the
employee fails to pay the required premium due.
b. Plan eligibility ceases if:
An employee becomes covered under another group plan as a result
of employment, re-employment, marriage, or remarriage; or
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il An employee, an employee's spouse, or an employee's dependent
children become enrolled in Medicare, in which case coverage
ceases for each individual so covered; or
ilt.All City insurance plans under this policy are terminated
CHANGES IN COVERAGE
POLICY
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The employee is responsible for notifiTing the City of any changes that the
employee wishes to make in the employee's insurance coverage or retirement
plan, such as:
Change of address or phone;
Change of name;
Change of beneficiary; and
Change in type of coverage.
It is very important that the City be notified immediately as these changes occur
Contact the Finance Director for the necessary forms to make these changes.
WORKERS' COMPENSATION
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ln accordance with the laws of the State of Minnesota, the City provides coverage
for medical expenses in the event of work related injury or disease, plus partial
salary continuation in the event of disability, and additional benefits if the injury or
disease causes partial or regular disability or death.
Employees are automatically covered under the workers' compensation plan as
soon as employment begins. To be eligible for workers' compensation, the injury
or disease must arise out of, and occur during, the course of employment.
The City pays the entire cost of this protection. Benefits paid depend entirely on
the benefit schedule set up by the State of Minnesota and applicable at the time
the work related injury or disease is incurred.
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It is the injured employee's responsibility to immediately report any work related
injury or disease to the employee's supervisor as soon as possible after the injury
occurs or the disease is diagnosed.
The immediate supervisor is responsible to see that the First Report of lnjury is
filed with the City within 48 hours following the injury. This report is prepared by
the supervisor during an interview (if possible) with the injured employee.
lf an employee has a work-related injury or disease and is under a doctor's care,
that employee cannot change doctors for treatment of this work-related injury or
disease without first contacting the City's workers' compensation company and
obtaining approvalto make this change.
REQUEST FOR LEAVE
POLICY
1 An employee is required to fill out a Request for Leave form for any time absent
from regularly scheduled work time. Request for Leave forms are required for:
Bereavement Leave
General Leave
lnjury on Duty Leave
Jury Du$
Medical Leave
Military Leave
Earned Sick and Safe Leave
Vacation Leave
Comp. Time
Parenting Leave
School Conference and Activities Leave
Family and Medical Leave Act Leave
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2.The employee must also complete the weekly time sheets in a manner that will
reflect any time off, using the categories as indicated above.
BEREAVEMENT LEAVE
POLICY
1. Employees shall be allowed up to three (3) working days, with pay, as
bereavement leave upon the death of an immediate family member. This paid
leave will not be deducted from the employee's vacation or sick leave balance.
lmmediate family is defined as the employee's parents, spouse, domestic partner,
children, siblings, grandchild or grandparents, the spouse's parents, or a ward of
the employee's household.
2. Employees shall be allowed up to one (1) working day, with pay, for the death of
the spouse's grandparent or sibling, or the employee's son-in-law or daughter-in-
law.
3. This leave will not be deducted from accrued sick or vacation leave.
4. Deviations from this policy may be approved by the City Administrator.
GENERAL LEAVE
POLICY
Employees may apply for an unpaid leave of absence for personal or emergency
reasons. The granting of such leave will be at the sole discretion of the City
Administrator and will not be granted for a period exceeding one hundred eighty
(180) days in duration.
2 For efficiency in the conduct of City business, it is essential that the granting of
such requests for leave be kept to a minimum. The City Administratorwill consider:
a.Work load, taking into consideration the good of the services provided by
the City;
Reason for leave; and
Length of service with the City
Such leave may be granted by the employer for extended illness of the employee's
family, civic activities or other reasons deemed appropriate by the employer.
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Request for leave must be made in writing on a Request for Leave form with full
explanation and, if possible, submitted to the appropriate supervisor fourteen (14)
days in advance of the leave date.
An employee on unpaid leave under this policy will be entitled to retain the
employee's accrued leave and other benefits. The accrued leave and other
benefits will be determined by the City as of the date the leave commences and
may be used upon the employee's return. The employee will accrue no leave or
other benefits for the'period of time the employee is on leave.
An employee on an unpaid leave of absence may continue to participate in City
insurance programs if such participation is permitted under the City's insurance
policies. Such participation would be conditioned on the employee paying the
entire premium for any insurance coverage the employee wishes to retain.
Payment of the premium will be required effective as of the date the leave
commences.
Service time will not accumulate during a general leave of absence of longer
duration than one week.
Unauthorized absence from work by an employee for a period of three (3) working
days will be considered by the City as a resignation without benefits.
HOLIDAYS
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POLICY
1 The following days are observed as paid holidays:
New Year's Day, January I
Martin Luther King Jr. Day, the third Monday in January
President's Day, the third Monday in February
Memorial Day, the last Monday in May
Juneteenth, June 19
lndependence Day, July 4
Labor Day, first Monday in September
Veteran's Day, November 11
Thanksgiving Day, the fourth Thursday in November
The day following Thanksgiving Day
Christmas Eve, December 24
Christmas Day, December 25
Floating Holiday, to be used at employee's discretion (must be used before the
end of each year).
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Regular Hours
Whenever one of the above holidays falls on a Saturday, the preceding Friday will be
observed as a holiday. Whenever one of the above holidays falls on a Sunday, the
following Monday will be observed as a holiday.
lf December 25 falls on a Saturday, the December 24 and 25 holidays will be observed
on Thursday, December 23 and Friday, December 24. lf the December 24 holiday falls
on a Sunday, the December 24 and 25 holidays will be observed on Monday, December
25 and Tuesday, December 26.
Summer Hours
Whenever one of the above holidays falls on a Saturday during the period in which
summer hours are observed, the preceding Friday will be observed as a holiday,
providing four hours of vacation time, as well as the preceding Thursday for four hours,
allowing Staff to leave four hours early the Thursday prior and resulting in a total for 8
hours of holiday time recognized. Whenever one of the above holidays falls on a Friday
during the period in which summer hours are observed, the preceding Thursday will be
observed as a holiday.
Non-exempt employees who are required to be on duty on any holiday, or who
agree to be on duty on any holiday, will be compensated at one and one-half (1-
1/2) times their regular rate of pay. This pay shall be in addition to their holiday
pay. For hours worked in excess of their work schedule day they shall be paid at
double their hourly rate of pay.
INJURY ON DUTY LEAVE
POLICY
When any employee of the City suffers an injury on the job, a report of such
accident must be made immediately by the employee's supervisor. This report
must be made on the standard form supplied by the City's worker's compensation
carrier, plus the supplementary form supplied by the Employee Safety and Health
Committee. These forms must be completed and returned to Administration within
48 hours following the injury.
lnjury leave will be granted to all employees who are injured or contract an
occupational disease while in the actual performance of their assigned job, and
are eligible because of the injury or illness for worker's compensation insurance
coverage.
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lnjury on duty leave will be earned at the rate of one eight (8) hour day per month
of fulltime employment up to a maximum of 180 eight (8) hour days.
During such injury leave the City will pay such employee either as direct payment
from injury on duty leave accrued, worker's compensation insurance benefits, or
both. The total amount paid will not exceed the full pay which the employee would
have received for such period. Employees receiving workers' compensation
payments may be granted injury on duty leave pay for the amount of the difference
between the employee's workers' compensation payment and the employee's
salary, to the extent that injury on duty leave is accrued. To clarify the record
keeping of injury on duty leave used during the injury on duty leave, the injured
employee will immediately contact Administration upon receipt of a workers'
compensation check.
A day is defined as the combination of workers' compensation insurance and injury
on duty pay sufficient to pay the employee gross pay equal to the pay the employee
would receive for a scheduled work day.
For each day of injury time used one work day will be deducted from the
employee's accumulated injury on duty leave.
An employee on injury time leave must keep the employee's superyisor informed
of the employee's status on an established regular basis.
lf injury leave extends beyond the employee's accrued injury time leave, the
employee may use sick leave and vacation leave after the injury or duty leave is
exhausted.
Employees using earned injury on duty leave will be considered to be working for
the purpose of accumulating vacation or sick leave.
A full-time employee on injury leave will retain and continue to earn length of
service time for the duration of the leave.
The City may request periodically a certificate from the employee's physician
indicating sufficient disability to preclude the employee from performance of the
employee's duties.
Before returning to work from injury leave, an employee must submit a letter from
the employee's physician certifying the employee is fit and capable of performing
the job the employee held before injury occurred.
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COURT DUTY
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POLICY
1. Active Duty Leave
Regular employees subpoenaed as witnesses or called for jury duty shall be
granted leave of absence for the time necessary to complete those duties.
All fees received as a juror, except mileage fees for the use of the employee's
private vehicle, food or lodging, shall be paid to the City.
The employee will receive all pay and other benefits that would have accrued had
the employee been performing services for the employer during the period of
absence for jury duty, less all per diem allowances and any other compensation
received for such duty.
Employees excused or released from jury duty during their regular working hours
must report to their supervisor immediately thereafter.
MILITARY LEAVE
2.
3.
4.
a. State and federal laws provide protections and benefits to City employees
who are called to military service, whether in the reserves or on active duty.
Such employees are entitled to a leave of absence without loss of pay,
seniority status, efficiency rating, or benefits for the time the employee is
engaged in training or active service not exceeding a total of 15 days in any
calendar year.
b. The leave of absence is only in the event the employee returns to
employment with the City as required upon being relieved from service, or is
prevented from returning by physical or mental disability or other cause not
the fault of the employee, or is required by the proper authority to continue in
military or naval service beyond the 15 day paid leave of absence.
Employees on extended unpaid military leave will receive 15 days paid leave
of absence in each calendar year, not to exceed five (5) years.
c. Where possible, notice is to be provided to the City at least ten (10) working
days in advance of the requested leave. lf an employee has notyet used
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his/her 15 days of paid leave when called to active duty, any unused paid
time will be allowed for the active duty time, prior to the unpaid leave of
absence.
d. Employees returning from military service will be reemployed in the job that
they would have attained had they not been absent for military service and
with the same seniority, status and pay, as well as other rights and benefits
determined by seniority. Unpaid military leave will be considered hours
worked for the purpose of vacation leave and sick leave accruals.
e. Eligibility for continuation of insurance coverage for employees on military
leave beyond 15 days will follow the same procedures as for any employee
on an unpaid leave of absence.
2. Military Ceremonies
a. Unless the leave would unduly disrupt the operation of the City, the City shall
grant a leave of absence without pay to an employee whose immediate family
member, as a member of the United States armed forces, has been ordered
into active service in support of a war or other national emergency. The leave
time shall be limited to the actual time necessary for the employee to attend a
send-off or hbmecoming ceremony for the mobiiized service member, not to
exceed one day's duration in any calendar year.
b. For purposes of this section, an "immediate family member" means the
employee's grandparent, parent, legal guardian, sibling, child, grandchild,
spouse, domestic partner, fianc6, or fianc6e.
c. To request leave for a military ceremony, an employee must submit a
Request for Leave form and the actual time required for attendance at the
ceremony. Whenever possible,.an employee is required to give as much
notice as possible of the pending need for a leave of absence.
3. Death or lnjury of Family Member in Military
a. The City shall grant up to ten (10) working days of leave of absence without
pay to an employee whose immediate family member, as a member of the
United States armed forces, has been injured or killed while engaged in active
service.
b. For purposes of this section, as "immediate family member" means the
employee's parent, child, grandparents, siblings, or spouse, domestic partner,
fianc6', or fianc6e.
c. An employee must give as much notice to the City as practicable of the
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POLICY
employee's intent to exercise leave under this section
EARNED SICK AND SAFE LEAVE
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"Earned Sick and Safe Leave" is paid time off earned at one hour of Earned Sick
and Safe for every 30 hours worked by an employee, up to a maximum of 48 hours
of sick and safe leave per year. The hourly rate of Earned Sick and Safe Leave is
the same hourly rate an employee earns from employment with the city. This
specific leave applies to all employees (including temporary and part-time
employees) performing work for at least 80 hours in a calendar year for the city.
The leave may be used as it is accrued in the smallest increment of time tracked
by the city's payroll system (fifteen minutes) for the following circumstances:
a An employee's own
o Mental or physical illness, injury or other health conditiono Need for medical diagnosis, care or treatment, of a mental or physical
illnesso injury or health conditiono Need for preventative careo Closure of the employee's place of business due to weather or other public
emergencyo The employee's inability to work or telework because the employee is
prohibited from working by the city due to health concerns related to the
potential transmission of a communicable illness related to a public
emergency, or seeking or awaiting the results of a diagnostic test for, or a
medical diagnosis of, a communicable disease related to a public
emergency and the employee has been exposed to a communicable
disease or the city has requested a test or diagnosis.o Absence due to domestic abuse, sexual assault, or stalking of the employee
provided the absence is to:. Seek medical attention related to physical or psychological injury or
disability caused by domestic abuse, sexual assault, or stalking. Obtain services from a victim services organization. Obtain psychological or other counseling. Seek relocation or take steps to secure an existing home due to
domestic abuse, sexual assault or stalking. Seek legal advice or take legal action, including preparing for or
participating in any civil or criminal legal proceeding related to or
resulting from domestic abuse, sexual assault, or stalking
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b. Care of a family member with mental or physical illness, injury or other
health condition:
o Who needs medical diagnosis, care or treatment of a mental or
physical illness, injury or other health conditiono Who needs preventative medical or health careo Whose school or place of care has been closed due to weather or
other public emergencyo When it has been determined by health authority or a health care
professional that the presence of the family member of the employee
in the community would jeopardize the health of others because of
the exposure of the family member of the employee to a
communicable disease, whether or not the family member has
actually contracted the communicable disease
c. Absence due to domestic abuse, sexual assault or stalking of the
employee's family member provided the absence is to:. Seek medical attention related to physical or psychological injury or
disability caused by domestic abuse, sexual assault, or stalking. Obtain services from a victim services organization. Obtain psychological or other counseling. Seek relocation or take steps to secure an existing home due to
domestic abuse, sexual assault or stalking. Seek legal advice or take legal action, including preparing for or
participating in any civil or criminal legal proceeding related to or
resulting from domestic abuse, sexual assault, or stalking
For Earned Sick and Safe Leave purposes, family member includes an
employee's:
. Spouse or registered domestic partner. Child, foster child, adult child, legal ward, child for whom the employee is legal
guardian, or child to whom the employee stands or stood in local parentis. Sibling, step sibling or foster sibling. Biological, adoptive or foster parent, stepparent or a person who stood in loco
parentis when the employee was a minor childo Grandchild, foster grandchild or step grandchild
. Grandparent or step grandparent. A child of a sibling of the employee. A sibling of the parent of the employee or. A child-in-law or sibling-in-law. Any of the above family members of a spouse or registered domestic partner
o Any other individual related by blood orwhose close association with the employee
is the equivalent of a family relationship
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Up to one individual annually designated by the employee
Advance Notice for use of Earned Sick and Safe Leave. lf the need for sick and
safe leave is foreseeable, the city requires seven days' advance notice. However,
if the need is unforeseeable, employees must provide notice of the need for Earned
Sick and Safe time as soon as practicable. When an employee uses Earned Sick
and Safe time for more than three consecutive days, the city may require
appropriate supporting documentation (such as medicaldocumentation supporting
medical leave, court records or related documentation to support safety leave).
However, if the employee or employee's family member did not receive services
from a health care professional, or if documentation'cannot be obtained from a
health care professional in a reasonable time or without added expense, then
reasonable documentation may include a written statement from the employee
indicating that the employee is using, or used, Earned Sick and Safe Leave for a
qualifying purpose. The city will not require an employee to disclose details related
to domestic abuse, sexual assault, or stalking or the details of the employee's or
the employee's family member's medical condition. ln accordance with state law,
the city will not require an employee using Earned Sick and Safe leave to find a
replacement worker to cover the hours the employee will be absent.
Carry Over of Earned Sick and Safe Leave. Employees are eligible for carry over
accrued but unused Earned Sick and Safe time into the following year, but the total
of Earned Sick and Safe Leave carry over hours shall not exceed 80 hours.
Retaliation prohibited. The city shall not discharge, discipline, penalize, interfere
with, or othenrvise retaliate or discriminate against an employee for asserting
Earned Sick and Safe Leave rights, requesting an Earned Sick and Safe Leave
absence, or pursuing remedies. Further, use of Earned Sick and Safe Leave will
not be factored into any attendance point system the city may use. Additionally, it
is unlawful to report or threaten to report a person or a family member's immigration
status for exercising a right under Earned Sick and Safe Leave.
7. Benefits and return to work protections.
During an employee's use of Earned Sick and Safe Leave, an employee will
continue to receive the city's employer insurance contribution as if they were
working, and the employee will be responsible for any share of their insurance
premiums.
An employee returning from time off using accrued Earned Sick and Safe Leave
is entitled to return to their city employment at the same rate of pay received when
their leave began, plus any automatic pay adjustments that may have occurred
during the employee's time off. Seniority during Earned Sick and Safe Leave
absences will continue to accrue as if the employee has been continually
employed.
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When there is a separation from employment with the city and the employee is
rehired again within 180 days of separation , previously accrued Earned Sick and
Safe Leave that had not been used will be reinstated. An employee is entitled to
use and accrue Earned Sick and Safe Leave at the commencement of
reemployment.
Upon separation from the City or retirement of an employee who is in good
standing, a cash payment of 50% of the employee's total accrued sick leave up to
a maximum of 960 total accrued sick leave hours at the employee's hourly
compensation rate will be made. Employees with 10 years or more of service, the
total accrued sick leave would be capped at 1,260 hours.
PREGNANCY AND PARENTING
All employees are entitled to take an unpaid leave of absence under the Pregnancy
and Parenting Leave Act of Minnesota. Female employees for prenatal care, or
incapacity due to pregnancy, childbirth, or related health conditions as well as a
biological or adoptive parent in conjunction with after the birth or adoption of a child
as eligible for up to 12 weeks of unpaid leave and must begin within twelve months
of the birth or adoption of the child. ln the case where the child must remain in the
hospital longerthan the mother, the leave must begin within 12 months afterthe
child leaves the hospital. Employee should provide reasonable notice, which is at
least 30 days. lf the leave must be taken in less than three days, the employee
should give as much notice as practicable.
Employees are required to use accrued leave (i.e., sick leave, vacation leave, etc.)
during Parenting Leave lf the employee has any FMLA eligibility remaining at the
time this leave commences, this leave will also count as FMLA leave. The two
leaves will run concurrently. The employee is entitled to return to work in the same
position and at the same rate of pay the employee was receiving prior to
commencement of the leave.
Group insurance coverage will remain available while the employee is on leave
pursuant to the Pregnancy and Parenting Leave Act, but the employee will be
responsible for the entire premium unless othenrvise provided in this policy (i.e.,
where leave is also FMLA qualifying). For employees on an FMLA absence as
well, the employer contributions toward insurance benefits will continue during the
FMLA leave absence.
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4.
5.
Effective July 1 , 2023, the city will inform employees of their parental leave rights
at the time of hire and when an employee makes an inquiry about or requests
parental leave.
An employer shall not discharge, discipline, penalize, interfere with, or othenryise
retaliate or discriminate against an employee for asserting parental leave rights or
remedies.
DONATED MEDICAL LEAVE POLICY
With the expressed written approval of the City Administrator, City employees
having accrued sick or vacation leave will be allowed to donate a portion of such
, accrued sick or vacation leave to fellow employees experiencing a major life-
threatening disease or condition suffered by the employee, their spouse, or minor
children. A major life-threatening disease or condition shall include, but not
necessarily be limited to heart attack, stroke, organ transplant, or life threatening
illness or condition as defined by a physician's diagnosis. The City Administrator
has final discretion over all decisions regarding donated medical leave.
A donation of sick or vacation leave from one employee to another shall be subject to the
following terms and conditions:
An employee is only eligible to receive donated medical leave for time loss
from work due to a major life threatening disease or condition as described
above, equal to the number of hours of time, compensated by sick leave,
vacation leave, or compensatory time, which the employee would lose from
his or her job due to the major life threatening disease or condition.
An employee will be eligible to receive donated medical leave only after the
employee's accrued sick leave, compensatory time, and vacation have
been used by the employee.
No employee will be allowed to receive more than 20 days of donated
medical leave for any single major life threatening disease or condition
without the additional express approval of the City Administrator.
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e A written request to donate medical leave must be made to the City
Administrator.
An employee may donate no more than 40 hours per calendar year to a
single fellow employee. This shall not be construed to prohibit donating 40
hours each per year to additional fellow employees.
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The City Administrator shall have the right to deny use of donated medical
leave or limit its use as shall be determined necessary and in the best
interest of the City.
FAMILY AND MEDICAL LEAVE
POLICY
Family and Medical leave ("FMLA leave") provides up to 12 weeks of unpaid
leave to eligible employees for certain family and medical reasons. Employees
are eligible if they have been employed for a minimum of 12 months, and have
worked at least 1,040 hours over those 12 months.
An employee may take a maximum of 12 work weeks of FMLA leave in a rolling
12 month period.
3. FMLA leave may be granted for any of the following reasons
a To care for the employee's child after birth, or placement for adoption or
foster care;
To care for the employee's spouse, son or daughter, or parent, who has a
serious health condition; or
c.For a serious health condition that makes the employee unable to perform
the employee's job.
4 The employee must give the City at least 30 days advance notice. ln unexpected
or unforeseeable situations, the employee should give as much notice as is
practicable, usually verbal notice within one or two business days of when the
need for leave becomes known, followed by a completed "Request for
Fam ily/Medical Leave" written notice.
For leaves taken because of the employee's or a covered family member's
serious health condition, the City may require that a "Physician or Practitioner
Certification" form be completed. ln addition, the City may require periodic
reports on the employee's status and intent to return to work, and a fitness-for-
duty report to return to work.
Where employee leave qualifies for FMLA leave, the City may designate the
leave as FMLA leave by providing notice to the employee of the designation
within two business days of the time the employee gives notice of the need for
the leave or as soon as the City has sufficient information to determine that the
leave qualifies for FMLA leave.
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5. A serious health condition is an illness or injury that involves:
a An overnight stay in a hospital, hospice, or residential medical care facility;
Any period of incapacity that involves continuing treatment or supervision
by a health care provider and that requires absence from work, school, or
other regular daily activities for more than three (3) days;
Continuing treatment or supervision by a health care provider for a chronic
or long{erm health condition that is incurable or so serious that, if not
treated, would likely result in a period of incapacity of more than three (3)
days;
Any period of incapacity due to pregnancy, or for prenatal care, or prior to
an adoption to help complete the adoption process;
Any period of absence to receive multiple treatments by a health care
provider; or
Substance abuse may qualify as a serious health condition if one of the
above clauses is satisfied. However, FMLA leave may only be taken for
treatment for substance abuse by a health care provider or by a provider
of health care services on referral by a health care provider. Absence
caused by substance use is not covered by this policy.
Accrued vacation, compensatory time, or sick leave may be used while on FMLA
leave as long as the provisions within those written policies apply.
Employees are required to use employee's FMLA leave when employee must
miss work due to an injury obtained while on duty unless employee is using sick
leave or vacation leave. The FMLA leave and the injury on duty leave shall run
concurrently.
The employee shall report the injury as provided in the lnjury on Duty Leave and
provide adequate information to establish the basis for the leave. The City shall
provide employee written notification within five (5) working days specifying that
any absence will be counted against the employee's remaining FMLA time and
that the FMLA leave shall run concurrently with the injury on duty leave.
The employee will not accrue benefits such as sick leave or vacation while on
unpaid FMLA leave.
Leave may be taken intermittently or on a reduced schedule when it is medically
necessary. lf an employee requests intermittent leave or leave on a reduced
schedule that is foreseeable due to medicaltreatment, the employee may be
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temporarily transferred to another position if the position has equivalent pay and
benefits and better accommodates the recurring periods of leave. Any such
transfer is subject to a collective bargaining agreement.
10 Eligibility for leave after birth, placement for adoption or foster care, expires 12
months after the birth, placement or adoption. lf the child must remain in the
hospital longer than the mother, the leave may in the alternative begin at any
time up to six (6) weeks after the child leaves the hospital.
11 The employee may choose to continue existing health care benefits and life
insurance while on FMLA leave. The City will continue to pay the same portion
of the cost of the coverage as it did prior to the leave.
Employee contributions will be required either through payroll deduction or by
direct payment to the City. The employee will be advised in writing at the
beginning of the leave period as to the amount and method of payment. lf an
employee's contribution is more than 30 days late, the City may terminate the
em ployee's insu rance coverage.
12. Upon return from FMLA leave, employees will be restored to their original or
equivalent position with equivalent pay, benefits, and other employment terms.
lf, during FMLA leave, the City experiences a layoff and an employee would have
lost a position had the employee not been on leave, pursuant to the good faith
operation of a bona fide layoff and recall system, including a system under a
collective bargaining agreement, the employee is not entitled to reinstatement in
the former or comparable position. ln such circumstances, the employee retains
all rights under the layoff and recall system, including a system under a collective
bargaining agreement, as if the employee had not taken the FMLA leave.
MTNNESOTA PA|D LEAVE (MNPL)
POLICY
1. The City of Falcon Heights provides time off to eligible employees who qualify for
Minnesota Paid Leave (MNPL) benefits under Minnesota law. The city is a
participant in the State of Minnesota's Paid Leave program. MNPL benefits are
funded through premium contributions payable to the State of Minnesota. The
premium cost will be split between the city and employee as follows: The City of
Falcon Heights will pay 50% of the required premium and employees will pay
50% of the premium cost through payroll deductions starting January 1,2026.
Eligibility determinations for MNPL benefits are made by the State of Minnesota.
Generally, to be eligible for MNPL, you must:. Work at least 50% of the time from a location in Minnesota, including employees
who work from home or spend time in other states occasionally.. Meet the financial eligibility requirements by having earned over a specific
amount of wages as defined by under Minnesota law at the time of your
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requested leave
Benefit Amount
An employee's weekly MNPL benefits are calculated and determined by the
Minnesota Department of Employment and Economic Development (DEED).
Leave Entitlement and Usage
The State of Minnesota may approve MNPL leave for the following conditions in a
benefit year:. Up to 12 weeks of medical leave (for yourself) to take care of yourself for a
serious health condition, including pregnancy, childbirth, recovery, or surgery.. Up to 12 weeks of family leave to:o Bond with a child through birth, adoption, or foster placement
o Care for a family member with a serious health conditiono Support a military family member called to active dutyo Receive covered types of care for yourself or a family member because of
domestic abuse, sexual assault, or stalking
You can take both types of leave in the same year, but you cannot exceed 20 weeks
total within a single benefit year. For example, an employee may be entitled to 12
weeks of family leave to bond with a child and another 8 weeks of medical leave for
their serious health condition. Your benefit year starts the first day you take Paid
Leave. There is no waiting period for MNPL if you are granted the benefit.
MNPL lntermittent Leave
Employees may apply for intermittent leave in most cases, provided the leave is
reasonable and appropriate to the needs of the individual requiring care.
A) Etigibitity
ln addition to the other eligibility requirements under the MN Paid Leave law,
employees seeking intermittent leave must have at least eight hours of accumulated
leave (unless more than 30 days have lapsed since taking the initial leave).
B) Notice
ln situations where employees seek MNPL on an intermittent basis, employees must
make a reasonable effort to provide written notice to the City Administrator of the
need for intermittent leave before applying for MNPL benefits through the State
program. As part of the notice, employees must provide the city with the following: 1)
proposed intermittent leave schedule; and 2) a completed certification from a health
care provider identifying the leave as necessary and a reasonable estimate of the
frequency and duration and treatment schedule for the leave.
C) lncrements of Leave & Maximum Number of Hours
Consistent with other forms of leave provided by the city, employees may take
intermittent leave in increments of 15 minutes. lf eligible for intermittent leave, the
city allows a maximum of 480 hours of intermittent leave in any 12-month period.
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After reaching the maximum amount of allowed intermittent leave, employees may
request continuous MNPL provided the continuous leave does not exceed the
maximum amount of MNPL allowed by law.
Definitions. Family member includes:o Spouse or partnero Child (including biological, adopted, step, or foster children, or a child you
raise even if you are not legally related)o Parent or person who raised youo Siblingo Grandchild or grandparento ln-laws (including son, daughter, father, or mother)o Anyone close to you who depends on you like family,,even if not related
by blood
A serious health condition means a physical or mental illness, injury,
impairment, condition, or substance use disorder. Taking care of yourself for this
serious condition may involve evaluation, treatment, inpatient care, recovery, or
not being able to perform regular work, attend school, or do regular daily
activities. This includes childbirth, conditions related to pregnancy, or surgery.
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Prior to starting a claim with the State, employees should reach out to the City
Administrator to notify your intention to take leave. lf the need is foreseeable, we ask
that you provide at least two-weeks notice prior to taking leave. lf the leave is not
foreseeable you will still be able to take leave under MNPL and we ask that you
provide as much notice as possible.
How to Apply for Minnesota Paid Leave
After your leave has been discussed you may apply for MNPL through the
Minnesota Paid Leave's portal online.
lnteraction with Other Laws and Benefits
MNPL will run concurrently with any leave and/or wage supplement for which you
may be eligible for under local, state, or federal law which may include: the Family
and Medical Leave Act (FMLA), Minnesota Women's Economic Security Act
(WESA), and Minnesota Pregnancy and Parental Leave (MPL).
Supplementing MNPL Benefits with Accrued Paid Leave
lf you are receiving MNPL benefits, the city allows you to supplement your MNPL
benefits with any accrued paid leave, such as paid sick leave, paid vacation leave,
or accrued comp time. lf you choose to supplement your MNPL benefits in this way,
the combined weekly sum of MNPL benefits and city-provided paid leave benefits
cannot exceed your lndividualAverage Weekly Wage (IAVWV) Paid leave (i.e. PTO,
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vacation, etc.) does not accrue during the time an employee is on MNPL.
Maintaining Health Coverage During Leave
Unless coverage is revoked, the city will continue to provide group health insurance
coverage for an employee on MNPL under the same conditions as the coverage was
provided before the employee took leave. You must continue to make timely
payments of your share of the premiums for such coverage. lf you are not using paid
time off to cover part or all of the leave, you will be responsible for remitting your
portion of health premiums to the city in order to ensure continuation of benefits.
Group health insurance may be cancelled if an employee's premium payment is 30
days late. Before terminating coverage, the city will provide written notice to the
employee at least 15 days before the coverage is terminated listing the final date
payment is due (30 days past the due date) to avoid cancellation and the date
coverage will end if payment is not received.
An employee's share of premium payments for their group health insurance
coverage may be paid by monthly prepayment as a check, cashier's check, money
order, or credit card payment.
Coverage that lapses due to nonpayment of premiums will be reinstated immediately
upon return to work without a waiting period.
Reinstatement
Upon return from covered MNPL, you will be reinstated to your previous position or
to an equivalent position, with the same status, pay, employment benefits, length-of-
service credit, and seniority credit as of the date of leave as long as you have
worked for the city for a minimum of 90 calendar days.
Upon return to work, if it becomes evident that the employee is unable to perform the
key essential functions of their position (with or without reasonable accommodation),
the city may engage in an interactive process, consistent with the American with
Disability Act (ADA) and/or Minnesota Human Rights Act (MHRA) and other
applicable workplace policies, including workplace safety protocols, to determine
appropriate next steps.
Retaliation
The city will not interfere or retaliate against employees who request or take leave in
accordance with the MN Paid Leave law.
REASONABLE WORK TIME FOR NURSING MOTHERS
POLICY
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Nursing mothers and lactating employees will be provided reasonable paid break
times (which may run concurrently with already provided break times) to express
milk. The city will provide a clean, private and secure room (other than a
bathroom) as close as possible to the employee's work area, that is shielded
from view and free from intrusion from coworkers and the public and includes
access to an electrical outlet, where the nursing mother can express milk in
private.
An employer shall not discharge, discipline, penalize, interfere with, or othenruise
retaliate or discriminate against an employee for asserting nursing rights or
remedies.
BONE MARROW OR ORGAN DONATION LEAVE
POLICY
Employees working an average of 20 or more hours per week may take paid leave, not
to exceed 40 hours, unless agreed to by the city, to undergo medical procedures to
donate bone marrow or an organ. The 40 hours is over and above the amount of
accrued time the employee has earned..
To request organ donation leave, an employee must submit a Request for Leave form
Whenever possible, an employee is required to give as much notice as possible of the
pending need for a leave of absence.
The city may require a physician's verification of the purpose and length of the leave
requested to donate bone marrow or an organ. lf there is a medical determination that
the employee does not qualify as a bone marrow or organ donor, the paid leave of
absence granted to the employee prior to that medical determination is not forfeited.
Effective July 1 ,2023, an employer shall not discharge, discipline, penalize, interfere
with, or otherwise retaliate or discriminate against an employee for asserting bone
marrow or organ donation leave rights or remedies.
SCHOOL CONFERENCE AND ACTIVITIES LEAVE
POLICY
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1 Any employee will be granted up to a total of 16 hours during any 12-month period
to attend school conferences or classroom activities related to the employee's child
(under 18 or under 20 and still attending secondary school), provided the
conference or classroom activities cannot be scheduled during non-work hours.
When the leave cannot be scheduled during non-work hours and the need for the
leave is foreseeable, the employee must provide reasonable prior notice of the
leave and make a reasonable effort to schedule the leave so as not to disrupt
unduly the operations of the city. Employees may choose to use vacation leave
hours for this absence but are not required to do so.
VACATION LEAVE
2.
POLICY
1. The vacation schedule for fulltime employees is as follows:
2. Vacation accrues by pay period and may be used only when accrued.
From the beginning of employment
through the fourth year of continuous
emplovment
12 days of vacation per year
After the employee's fifth anniversary
through the ninth year of continuous
emplovment
15 days of vacation per year
After the employee's tenth anniversary of
continuous emplovment
16 days of vacation per year
After the employee's eleventh anniversary
of continuous emplovment
17 days of vacation per year
After the employee's twelfth anniversary of
continuous employment
18 days of vacation per year
After the employee's thirteenth
anniversary of continuous employment
19 days of vacation per year
After the employee's fourteenth
anniversary of continuous emplovment
20 days of vacation per year
58
137
3
4
Request for vacation leave must be initiated on Request for Leave submitted to
the supervisor and/or the City Administrator, as appropriate. Exceptions to this
policy are granted on a very limited basis, taking into consideration the good of the
service provided by the City.
lf the nature of the work makes it necessary to limit the number of employees on
vacation at the same time, the employee with the greater seniority will be given the
choice of vacation period if the employee's request is made 30 days prior to the
vacation time desired. When requests are made less than 30 days prior to the
vacation time desired, vacation will be granted on a first-come, first-served basis.
Employees may accumulate up to a maximum of twice their annualvacation leave.
Employees must use at least one week of vacation leave per calendar year unless
another vacation plan is approved by the City Administrator before the end of the
calendar year.
Employees using earned vacation leave will be considered to be working for the
purpose of accumulating vacation or sick leave.
Employees leaving the City employment in good standing, after giving proper
notice of such termination of employment, will be compensated for vacation leave
accrued up to the maximum amount permitted and unused to the date of
separation. An employee who leaves employment will be given prorated vacation
payforthatpartof theyearworked. lf theemployeedesires, he/shemaydesignate
any/all of accrued vacation and sick leave to a qualified deferred compensation
plan.
VOTING LEAVE
5.
b.
7
8
POLICY
1 An employee selected to serve as an election judge pursuant to Minnesota law,
will be allowed time off with pay for purposes of serving as an election judge,
provided the employee gives the city at least twenty days written notice, including
a certification from the appointing authority stating the hourly compensation to be
paid the employee for service as an election judge and the hours during which the
employee will serve. The city may reduce the wages of an employee serving as an
election judge by the amount paid to the election judge by the appointing authority
during the time the employee was absent from the place of employment. Thus,
59
138
2
3
employees will be paid the difference between their pay as an election judge and
their regular rate of pay for their normal workday.
The city reserves the right to restrict the number of employees absent from work
for the purpose of serving as an election judge to no more than 20 percent of the
total work force at any single worksite.
All employees eligible to vote at a State general election, at an election to fill a
vacancy in the office of United States Senator or Representative, or in a
Presidential primary, will be allowed time off with pay to vote on the election day.
Employees wanting to take advantage of such leave are required to work with their
supervisors to avoid coverage issues. Effective July 1 , 2023, employees may be
absent from work for the time necessary to vote to include voting during the period
allowed for voting in person before election day.
An employee may be absent from work to attend any meeting of the state central
committee or executive committee of a major political party if the employee is a
member of the committee. The employee may attend any convention of a major
political party delegate, including meetings of official convention committees if the
employee is a delegate or an alternate delegate to that convention. Per the
statutory requirement, the employee must give at least ten days written notice of
their planned absence to attend committee meetings or conventions. Time away
from work for this purpose will be considered unpaid unless the employee chooses
to use vacation leave during their absence.
CONTINUATION OF GROUP HOSPITAL, MEDICAL, AND
DENTAL INSURANCE
POLIGY
This policy applies to all City employees who retire on or after January 1, 1993,
who participated in the City's group hospital, medical, and dental insurance
program and who met the requirements necessary to receive a disability benefit or
an annuity from a Minnesota public pension plan other than a volunteer fire fighter
plan.
Minnesota law, Minn. Stat. Chapter 43A, provides that upon retirement, an eligible
City employee and his or her covered dependents can participate in the group
health/dental insurance program at the same premium rate as active employees
until age 65.
4.
1
2.
50
139
4
3
4.
5
Retirees who have continuously participated in the group insurance program since
leaving employment and retirees who are currently continuing coverage through
COBRA can participate at the same premium rate as active employees until age
65.
Coverages and levels of benefits provided to retirees under age 65 and their
dependents must be identical to that provided for active employees and their
dependents.
Retirees age 65 and over may stay in the group indefinitely, but premium rates
do not have to be pooled with the active employee rates and retiree coverage does
not have to be identicalto active coverage.
The retiree must pay the entire premium
Dependent coverage can only be continued after retirement if the employee carried
dependent coverage prior to retirement. Employees are not required to continue
dependent coverage after retirement.
PARENTAL LEAVE
POLIGY
The City provides its employees with two (2) weeks (maximum of eighty (80) hours) of
paid parental leave concurrent with FMLA leave under the following conditions:
lf the employee becomes a biological or adoptive parent after working for the City for the
preceding six (6) consecutive months for twenty (20) hours per week or more, the City
will provide:
1. Week One: Five (5) consecutive business days of paid parental leave. A
maximum of forty (40) hours will be paid to a regular fulltime employee; for a
regular parttime employee, hours paid will be determined by the employee's
regular weekly work schedule, provided that the leave shall be taken within twelve
(12) calendar weeks of the birth or placement of the child.
2. Week Two: After the employee has used Week One of the City's paid parental
leave for the birth or placement of a child, the employee may utilize five (5)
consecutive business days of paid parental leave. A maximum of forty (40) hours
will be paid to a regular fulltime employee; for a regular part-time employee, hours
paid will be determined by the employee's regular weekly work schedule.
6
7
6I
140
LIGHT DUTY/MODIFIED DUTY ASSIGNMENT
POLICY
This policy is to establish guidelines for temporary assignment of work to temporarily
disabled employees who are medically unable to perform their regular work duties. Light
duty is evaluated by the city administrator on a case-by-case basis. This policy does not
guarantee assignment to light duty. Such assignments are for short-term, temporary
disability-type purposes; assignment of light duty is at the discretion of the city
administrator. The city administrator reserves the right to determine when and if light duty
work will be assigned.
When an employee is unable to perform the essential requirements of their job due to a
temporary disability, they will notify the supervisor in writing as to the nature and extent
of the disability and the reason why they are unable to perform the essential functions,
duties, and requirements of the position. This notice must be accompanied by a
physician's report containing a diagnosis, current treatment, and any work restrictions
related to the temporary disability.
The notice must include the expected time frame regarding return to work with no
restrictions, meeting all essential requirements and functions of the city's job description
along with a written request for light duty. Upon receipt of the written request, the
supervisor is to fonrvard a copy of the report to the city administrator. The city may
require a medical exam conducted by a physician selected by the city to verify the
diagnosis, current treatment, expected length of temporary disability, and work
restrictions.
It is at the discretion of the city administrator whether or not to assign light duty work to
the employee. Although this policy is handled on a case-by-case basis.
lf the city offers a light duty assignment to an employee who is out on workers'
compensation leave, the employee may be subject to penalties if he/she refuses such
work. The city will not, however, require an employee who is otherwise qualified for
protection under the Family and Medical Leave Act to accept a light duty assignment.
The circumstances of each disabled employee performing light duty work will be
reviewed regularly. Any light duty/modified work assignment may be discontinued at any
time.
REASONABLE ACCOMMODATIONS TO AN EMPLOYEE FOR
HEALTH CONDITIONS RELATING TO PREGNANCY
POLICY
62
141
The city will attempt to provide a female employee who requests reasonable
accommodation with the following for her health conditions related to her pregnancy or
childbirth without advice of a licensed health care provider or certified doula:
More frequent or longer restroom, food, and water breaks.
Seating; and/or
Limits on lifting over 20 pounds.
Additionally, an employer must provide reasonable accommodations, including, but not
limited to, temporary leaves of absence, modification in work schedule or job
assignments, seating, more frequent or longer break periods and limits to heavy lifting
to an employee for health conditions related to pregnancy or childbirth upon request,
with the advice of a licensed health care provider or certified doula, unless the employer
demonstrates the accommodation would impose an undue hardship on the operation of
the employer's business. ln accordance with state law, no employee is required to take
a leave of absence for a pregnancy nor accept a pregnancy accommodation.
An employer shall not discharge, discipline, penalize, interfere with, or othenruise
retaliate or discriminate against an employee for asserting reasonable accommodations
pregnancy rights or remedies.
HEALTH GARE SAVINGS PLAN
Employees of the City of Falcon Heights who have selected early retirement under a
City of Falcon Heights early retirement policy ("Eligible Employees") may participate in
the Health Care Savings Plan ("HCSP') administered by the Minnesota State
Retirement System ("MSRS') in lieu of health care coverage under the City's group
insurance plan or a reimbursement to the employee for the cost of insurance that the
employee obtains on their own as provided under the applicable early retirement policy
The City will make payments to MSRS for the city's contribution toward single health
coverage for the lowest cost provider offered by the City for a period of thirty-six (36)
months following the employee's retirement date.
The payments by the City to the HCSP will be made on a quarterly basis.
Eligibility for health insurance reimbursement under this policy will cease if the retired
employee is covered under another employer's group health plan or the City terminates
group insurance coverage for all of its employees.
Upon the employee's death, contributions owed but not yet paid to the HCSP will be
paid in cash to the employee's estate.
63
142
64
143
AGKNOWLEDGMENT OF AMENDMENTS TO PERSONNEL
POLICIES
I acknowledge that I have received and reviewed the personnel policy entitled,.FalconHeightsPersonnelPolicy,'datedWMay13,2026,l
acknowledge that is my responsibility to read and understand this policy, and I
agree to comply with it.
Date:
Employee signature:
A-1
144
APPENDIX
CITY OF FALCON HEIGHTS
Leave Action Form
Action
Name
Date Submitted
Vacation
Sick Leave
Compensatory Time
Leave w/o pay
Other (note reason)
Date(s) of leave
Total hours on leave
Reason for leave
Employee signature:
Date
Supervisor's signatu re
Date
City Admin istrator's approval:
Accountant recorded: (initia
Final copy to: Employee (original)
Accountant (copy)
Date
Date
A-2
145
REQUEST FOR FAMILY/MEDICAL LEAVE
Employee Name Date of Request
Position TitleDepartment
Hire Date
I request a Family/Medical Leave for the following reason (check one):
A. The birth of a child in order to care for such child or the placement of a child
for adoption or foster care.
B. ln order to care for an immediate family member if such family member has
a serious health condition. Circle one: CHILD - SPOUSE - PARENT. (Must
submit "Physician or Practitioner Certification" within 15 days).
C, Employee's own serious health condition that makes the employee unable
to perform the functions of his/her position.
MrrHoo or Lrnvr Rroursreo
Consecutive Leave
lntermittent or Reduced Leave Schedule (specify schedule below)
A
B
Date Leave is to Begin Expected Duration of Leave
lf the duration of my family/medical leave (total of paid and unpaid time) does not exceed
12 weeks, I will be returned to my same or equivalent position. I understand that if my
family/medical leave should exceed 12 weeks I will be returned to my same or similar
position, only if available, in accordance with applicable laws. lf my same or similar
position is not available, I understand that I may be terminated.
Employee Signature Date
A-3
Supervisor Signature of Approval/Date
146
CERTIFICATION OF RECEIPT
FALCON HEIGHTS POLICY ON DRUG, ALCOHOL, AND CANNABIS TESTING
I hereby acknowledge receipt of the City of Falcon Heights' Personnel Policy
concerning Drug, Alcohol, and Cannabis Testing. I have read the Policy and have been
able to ask my supervisor questions about any part of the Policy I do not understand.
EMPLOYEE:
DATED:
Signature
Print
Name:
OF
A-4
147
BLANK PAGE
148
FnLE0il llElEllTS
REQUEST FOR COUNCIL ACTION
THE CITY THAT SOARS
Meeting Date May 13,2026
Agenda Item Policy H4
Attachment See below
Submifted By Kelly Nelson, Administrative Services
Director
Item Approval of Resolution26-44 Authorizing Change Order #3 with New Look
Contracting,Inc. for Community Park Improvements Project FH-01
Description History:
On May 28,2025, the City of Falcon Heights accepted the proposal from New
Look Contracting, Inc. for the Falcon Heights Community Park Improvements
Project FH-01. The original proposal for the full project was for $855,830 for
their base bid. Two alternate bids were also provided at that time and were
separate from the base bid amount.
As work has progressed, the estimated completion date has been updated to
reflect June 5, 2026, and additional expenses were identified, resulting in an
increase of $20,952.51 bn Change Order #1. These additional expenses were
approved on November 12,2025, on Resolution 25-98.
Because the City had applied for and is a recipient of grant funds to help
construct an accessible and inclusive playground, and because the removal of
lr
the existingplay container, equipment, and the seeding and grading of the
new play area will shift to Northland Recreation rather than remain with New
Look Construction, Change Order #2 reduces the amount owed to New Look
Contracting, Inc. Doing this will allow the existing playground to remain until
Northland Recreation finishes the installation of the new playground,
estimated for early Fall.
Current - Change Order #3
Council previously approved the expense of a water heater and adding a mop
sink on Resolution 2-24 durrng the March25,2026 City Council Meeting. But,
because the City was still pinpointing the type and quantity of water heater(s)
to be used, this added expense was not previously sent over as an official
Change Order #2by WSB; it was approved administratively so that the City
Administrator could negotiate the water heater(s) component with a not-to-
exceed expense. So, it is now a formality to have the final number included on
Change Order #3 for Council approval.
In addition, Council is asked to consider and support the other portion of the
change order, which is to have all wood surfaces stained and sealed, extending
City of Falcon Heights, Minnesota
149
the life of the materials. Currently, both the interior of the
concessions/restroom building and the entire underside of the picnic shelter
roof are raw wood. Th"y require a sealant and staining to prolong their useful
life. And a simple sealant would be applied to the concrete floors to prevent
stains and odors from being absorbed.
Originally, we intended to do the work in-house for the stain and seal with
Public Works. Flowever, once the full scope of the work was determined, we
have recognized that it is more specialized than we can do ourselves.
Budget Impact The change order adds $27,511 to the contract cost with New Look Contracting. The
additional expense will be funded from Capital. The project remains in budget.
Attachment(s)Change Order #3
Resolution 26-44 Authorizing Change Order #2 with New Look
Contracting, Inc. for Community Park Improvements Project FH-01
Action(s)
Requested
Motion to approve Resolution 26-44 Authorizing Change Order #3 with New
Look Contracting,Inc. for Community Park Improvements Project FH-01
150
WSf
Re:
May 11 ,2026
Mr. Jack Linehan
City Administrator, City of Falcon Heights
2077 Larpenteur Avenue W
Falcon Heights, MN 551't3
Construction Change Order No. 3
Falcon Heights Community Park lmprovements
City Project No. FH-01
WSB Project No. 023655-000
Mr. Linehan,
Attached you will find Change Order #3 for the aforementioned project which has been signed by
WSB and the Contractor and is ready for formal execution by the City. Please review and, if
acceptable to you, sign and date the Owner section of the Change Order form. Once processed,
please keep for your records and return a copy for WSB and New Look (scanned document is fine).
The following bulleted list provides a summary of Change Order #2:. ltem 1 relates to the addition of mop sink and faucet in mechanical room (add scope and
associated fee, to be completed by MWP under New Look Contract).. ltem 2 relates to the addition of mop sink heater option in mechanical room (add scope
and associated fee, to be completed by MWP under New Look Contract).. ltem 3 relates to the addition of exterior wood finish at shelter/restroom building (add scope
and associated fee, to be completed by MWP under New Look Contract).. ltem 4 relates to the addition of interior wood finish at shelter/restroom building (add scope
and associated fee, to, be completed by MWP under New Look Contract).. ltem 5 relates to the addition of interior concrete sealer at shelter/restroom building (add
scope and associated fee, to be completed by MWP under New Look Contract).
Let me know if you have any questions or wish to discuss further.
Sincerely,
wsB
a
i-)
e
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Fz
aa
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Flir
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Bob Slipka
Project Manager
Attachments:
Change Order #3
CC:
Jason Marquette, New Look Contracting
151
Ghange Order
PROJECT:
Falcon Heights Community Park
City of Falcon Heights
2077 Larpenteur Ave. W.
Falcon Heights, MN 55'1"13
TO CONTMGTOR|
New Look Contracting
Atln: Jason Marquette
14045 Northdale Blvd
Rogers, MN 55374
The contractor is hereby notified that the contract documents are changed as follows:
NOT VALID UNTIL SIGNED BY THE CONSULTANT, CONTRACTOR AND OWNER
CHANGE ORDER #1 3
Date:
Citv Proiect No:
WSB Project No:
511112026
FH-O,I
023655-000
qe.ql l/plw
DISTRIBUTION TO: D Consultant
f) Contractor
O Owner
D Other
5t11t2026Consultant:
WSB & Associates, lnc.
701 Xenia Ave. South - Suite 300
Minneapolis, MN 55416
Contractor:
New Look Contracting
14045 Northdale Blvd
Rogers, MN 55374
Owner:
City of Falcon Heights
2077 Larpenteur Ave. W.
Falcon Heiqhts, MN 551 13
Signature
Robert Slipka, PLA
Dale
Proiect Manager
ennbd)
Name
Name (Pinled)
{-
TiUe
Dale
TiUe
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J ur/r kirtl.'--
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Da9-LJ
TiIe
2l^zrzp-
h
Page 1 ot 1
K1023655-00o\Admin\Construclion Admin\PA and CO\CO-3\023655-000 Change Order 03
Contract Summary to Date
Chanqe in Contract Amount:Change in Contract Time:
Original Contract Sum 855,830.00 ongrnal uontract Gompletron
Date:12t112025
Net Change from
Previous Chanoe Orders:$15,326.51 Change in Working Days fron'r
Previous Chanqe Orders:0 Days
Contract Price Prior
to This Chanqe Order:$871 , 156.5'1 Completion Date Prior
to This Chanoe Order:12t1t2025
Nel Change from
This Chennc Or.ler'$27.511.00 lncrease in lime
for This Chende Order 182 Days
Current Total Contract Sum:$898,667.5'1 uurrent uonlracl
Comoletion Date:6t1t2026
Contract Chanqes
No.Description Qty.Unit Unit Price ADD DEDUCT
1 ADD: MOP SINK AND FAIjCET LJ $1,650.00 $ 1,650.00 $
2 ADD: MOP HEATER OPTION WITH BRACKET LS $3,685.00 s 3,685.00 $
ADD: EXTERIOR WOOD FINISH LS $ 1 2,936.00 $ 12,936.00 $
4 ADD: INTERIOR WOOD FINISH LS $7,645.00 $ 7,645.00 $
5 ADD: INTFRIOR CONCRETE FINISH LS $1,595.00 $ 1,595.00 $
6 $$
7 $$
TOTAL CHANGE ORDER ADDS AND DEDUCTS:$ 27,511.00 $
NET CHANGE ORDER TOTAL:$ 27,511.00 ADD
152
f,flEW
da ,;ffi!14045 Norlhdole Blvd., Rogers, MN 55374
GOO{TRAGTIMG
Quole
Job Nome:
locotion of
Owner:
Work:
/a4o77lai#zfre
Job Number 25-5867
DATE:3/24/2026
Owner's Re
TOTA[:
Folcon Heighls Community Pork
Building
Folcon Heighis Roberl S
lnsloll mop sink ond woler heoler.
Item #Description Units Quantih Rate Total
$
MWP lnstall Quote LS 1 $4,850.00 $4,850.00
$
$
$
$
$
$
$
subtotal $4.8s0.00
Hours Rate
$
$
$
subtotal $
Materials Units Rate
$
$
$
$
$
$
$
subtotal $
tax-7.38Yo $
Mark on total 10%$485.00
5,335.00s
r/t: / ,d
2/24/2026
New Look Conlrocling, lnc
153
rugw
14045 Norlhdole Blvd., Rogers, MN 55374
COI{TRACTIMG
Quole
Job Nome:
locqlion of
Owner:
Work:
Owner/Represenlqlive:
/d44a7?/dn#de
Job Numb,er 25-5867
DATE:5/11/2026
Owner's R
TOTAL:s 22,176.0O
Folcon Heighls Communily Patk
Building
Folcon Heights Roberl S
Item #Description Units Quantih Rate Total
$
MV/P Buildino Sealino Ootions LS 1 $20,160.00 $ 20.160.00
Cedar Forest Products - Supply and lnstall Sikkens Wood Finish $
on interior and exterior wood $
$
Supply and lnstall Concrete Finish on lnterior Floors $
$
$
$
subtotal $ 20.160.00
Hours Rate
$
$
$
subtotal $
Materials Units Quantitv Rate
$
$
$
$
$
$
$
subtotal $
7.38o/o $
on total 10%$ 2,016.00
5111/2026
New look Conlrocling, lnc.
Dqte
154
CITY OFFALCONHEIGHTS
COUNCIL RESOLUTION
May 13,2026
No.26-44
RESOLUTION AUTHORIZTNG CHANGE ORDER #3 TO NEW LOOK CONTRACTTNG, INC.
FOR COMMUNITY PARK IMPROVEMENTS PROJECT FH-OT
WHEREAS, on May 28,2025, the City Council of the City of Falcon Heights approved Resolution 25-60,
authorizing the Mayor and City Administrator to execute a contract with New Look Contracting, Inc. for
their base bid in the amount of $855,830.00 for improvements to be made at Community Park; and '
WHEREAS, New Look Contracting identified an additional $20,952.51 in improvements to be made,
resulting from modifications of the NW storm structure, additional depth of asphalt patching needed, and
material revisions for curb and gutter to match existing within Roselawn Avenue, and Council approved on
Change Order #1 on November 12,2025, on Resolu{ion 25-98; and
WHEREAS, the City of Falcon Heights will receive grant funds to help construct a new accessible and
inclusive playground, and because the removal of the existing play container, equipment, and seeding and
grading of the new play area will shift to Northland Recreation, rather than remain with New Look
Contracting, Inc., Change Ofier #2 will reduce the amount owed to New Look Contracting, Inc.; and
WHEREAS, New Look Contracting identified an additional $27,511 in improvements under Change Order
#3, resulting from staining and sealing all wood finishes on the interior of the concessions/restroom building
and the underside of the picnic shelter roof; and is now formally submitting the added expenses associated
with a mop sink, faucet, and water heater that Council previously afproved a not-to-exceed amount on
Resolution 26-24; the City of Falcon Heights.
NOW, THEREFORE, BE IT RESOLVED by the Councilof the City of Falcon Heights, Minnesota:
1. The City Council hereby approves change order #3, adding 527,511 in expenses to the contract
with New Look Contracting, Inc., from the Community Park Improvements Project FH-01.
ADOPTED by the Falcon Heights City Council this l3s day of May,2026.
Moved by: G.-..-"'La'f Sot-l Approved
C.
GUSTAFSON
MAY
MIELKE
MOGEN
WASSENBERG
qJ In Favor
O aguinrt
Attested by:
Mayor
155