Loading...
HomeMy WebLinkAbout11-17-2021 Council PacketAGENDA LITTLE CANADA CITY COUNCIL WEDNESDAY, NOVEMBER 17, 2021 CALL TO ORDER – Workshop Meeting – 6:00 p.m. Roll Call 1. Discuss Organized Collection/Recycling Services Contract 2. Potential Acquisition of 2750 Rice Street Adjourn CALL TO ORDER – Regular Meeting – 7:30 p.m. Roll Call Approval of Minutes October 27, 2021 Regular Council Meeting Announcements PUBLIC COMMENT Please limit comments to 3 minutes per person. Items brought before the Council will be referred for consideration. Council may ask questions for clarification, but no Council action or discussion will be held on these items. CONSENT AGENDA 1. Approval of the Vouchers 2. Approve Certification of Unpaid Utilities & False Alarm Fees 3. Approve 2022 TimeSaver Secretarial Agreement 4. Approve Designation of Little Canada Polling Places in 2022 5. Authorize Mayor and City Administrator to Sign Letter of Engagement for 2021 Audit Services with CliftonLarsonAllen 6. Approve a Wagon Vendor License for El Taco Nazo, LLC at 120 County Road C West STAFF REPORTS 7. Transition of City Engineer 8. Feasibility Reports & Call for Public Hearings for 2022 Street Improvement Projects on Yorkton Ridge and Maple Lane-Jackson Street 9. Adopt 2022-2032 Capital Improvement Plan 10. Install Flashing Crosswalks at Labore Road Trail Crossing 11. Personnel Policy Update ADJOURN STAFF REPORT TO: Mayor Keis and Members of City Council FROM: Heidi Heller, City Clerk/ HR Manager Brenda Malinowski, Finance Director DATE: November 17, 2021 RE: Certify Unpaid Utilities and Unpaid False Alarms Attached are the 2021 unpaid utility bills to be certified to the 2022 property taxes totaling $65,957.90, and one false alarm totaling $75.00 Letters were mailed to 145 accounts totaling $107,06.39 on September 20th. The letter included payment assistance information, and city contact information for questions and assistance. 72 of these accounts paid the required balance to avoid certification. It is proposed to certify the remaining 73 accounts totaling $65,957.90. 59 of these accounts were also certified in 2020. Year Letters Mailed Accounts Certified Certification Amount 2021 145 73 $65,957.90 2020 160 90 $68,541.73 2019 161 104 $77,511.33 Staff recommends the Council approve certifying the attached list of utility bills and the one false alarm to the 2022 property taxes. 2021 Unpaid Utilities Certification List Acct #Property Address City Zip Code Name Owner PIN # Amount Due Cert Fee Certification Amount 5009 312 Brooks Ave E Little Canada 55117-1606 Deborah Masanz 1 72922140015 707.72$ $25.00 732.72$ 5099 665 Viking Dr E Little Canada 55117-1663 Timothy Sayers 82922420033 1,126.95$ $25.00 1,151.95$ 5170 401 Eli Rd Little Canada 55117-1107 Jim Cossack 52922320008 1,313.69$ $25.00 1,338.69$ 5177 2829 Noel Dr Little Canada 55117-1239 Gary & Nancy Landert 52922310062 1,086.66$ $25.00 1,111.66$ 5211 475 Allen Ave Little Canada 55117-1201 Fredric & Shalimar Sawicki 52922210026 849.26$ $25.00 874.26$ 5215 2763 Noel Dr Little Canada 55117-1237 Thomas & Kathleen Chopskie 52922310070 787.60$ $25.00 812.60$ 5302 2748 Noel Dr Little Canada 55117-1238 Larry Bassoff 52922340050 804.62$ $25.00 829.62$ 5341 2205 Arcade St Little Canada 55109-1904 James Manteuffel 82922410053 1,881.75$ $25.00 1,906.75$ 5356 2620 McMenemy St Little Canada 55117-1639 Erik Knutson 82922220008 907.97$ $25.00 932.97$ 5370 57 Old County Rd C E Little Canada 55117-1302 Steven Davison 62922340033 806.51$ $25.00 831.51$ 5440 397 Viking Dr E Little Canada 55117-1765 David & Patricia Schreifels 82922320015 484.05$ $25.00 509.05$ 5458 201 Demont Ave E Little Canada 55117-1527 Karen Wiberg 72922120062 762.04$ $25.00 787.04$ 5620 2919 Greenbrier St Little Canada 55117-1209 Christopher Voligny 52922140030 727.39$ $25.00 752.39$ 5632 461 Sextant Ave Little Canada 55117-1659 Thomas Hartigan 82922230016 891.75$ $25.00 916.75$ 5656 672 Labore Rd Little Canada 55117-1219 Bruce & Colleen Mechelke 52922420015 718.47$ $25.00 743.47$ 5746 2739 Jackson St Little Canada 55117-1319 David Dorn 62922340011 1,127.76$ $25.00 1,152.76$ 5751 126 Bluwood Ave Little Canada 55117-1313 Jon Alan Markgren 2 62922430058 1,282.95$ $25.00 1,307.95$ 5844 127 Twin Lake Blvd Little Canada 55127-4031 Deborah Novak & Mark Fleischhacker 313022420003 843.28$ $25.00 868.28$ 5929 34 South Owasso Blvd E Little Canada 55117-1005 Alicia Mae Buroker 4 62922240008 1,244.43$ $25.00 1,269.43$ 6050 291 Savage Ln Little Canada 55117-1653 Denise & Brian Cregan 72922110006 743.85$ $25.00 768.85$ 6093 790 Carla Lane Little Canada 55109-1903 Anthony Wagner 6 82922110028 859.66$ $25.00 884.66$ 6103 106 Old County Rd C Little Canada 55117-1349 Debra Kunkel 72922120059 892.22$ $25.00 917.22$ 6111 110 Twin Lake Blvd Little Canada 55127-4013 Donald Nadeau 313022420009 682.97$ $25.00 707.97$ 6133 3177 Spruce St Little Canada 55117-1038 St Croix Incentives, LLC 8 62922210005 444.76$ $25.00 469.76$ 6143 181 Yorkton Ridge Little Canada 55117-1079 John or Debra Vitale 62922130021 1,208.64$ $25.00 1,233.64$ 6319,6347,6348 15 Yorkton Ct Little Canada 55117-1065 United Scientific Prop LLC 62922240010 1,984.73$ $25.00 2,009.73$ 6493 2987 Labore Rd Little Canada 55109-1037 Andrew & Aimee Brunn 42922230002 1,408.88$ $25.00 1,433.88$ 6568 142 Bluwood Ave Little Canada 55117-1313 John & Susanne Pojar 62922430068 1,123.08$ $25.00 1,148.08$ 6684 650 Allen Ave Little Canada 55117-1247 Joseph & Margaret Mukette 52922130064 1,130.13$ $25.00 1,155.13$ 6733 807 Aspen Circle Little Canada 55109-1071 Sarom Chey 11 42922220122 1,531.30$ $25.00 1,556.30$ 6886 3007 Valento Ln Little Canada 55117-1273 Thoai Huynh & Aihoa Tran 52922120112 1,329.13$ $25.00 1,354.13$ 6918 3018 Ontario Rd Little Canada 55117-1243 Thomas & Cindy Collins 52922110077 1,072.08$ $25.00 1,097.08$ 6971 101 Yorkton Ridge Little Canada 55117-1079 Tim & Anne Hennessey 62922130029 1,409.08$ $25.00 1,434.08$ 7327-001 2336 McMenemy St Little Canada 55117-1650 Michael Twardy 14 & 15 82922320014 732.08$ $25.00 757.08$ Page 1 of 3 2021 Unpaid Utilities Certification List Acct #Property Address City Zip Code Name Owner PIN # Amount Due Cert Fee Certification Amount 7340 2591 Ruth St Little Canada 55117-1437 Scott & Heather Nelson 72922210166 1,046.52$ $25.00 1,071.52$ 7373 991 County Rd D E Vadnais Heights 55109-5220 Judith Letourneau 333022340019 138.03$ $25.00 163.03$ 8000 92 Labore Ave Little Canada 55117-1022 Melissa & Timothy Collins 62922310033 873.10$ $25.00 898.10$ 8489 2167 McMenemy St Little Canada 55117-1842 Tou Xang Lee 72922440011 493.17$ $25.00 518.17$ 8697 2573 Spruce St Little Canada 55117-1420 Haide & Jesus Romero 72922220073 849.04$ $25.00 874.04$ 8732 3055 Greenbrier St Little Canada 55117-1211 Txawj-Thai Yang 52922110034 1,214.48$ $25.00 1,239.48$ 8751 62 Maple Ln Little Canada 55117-1047 Carie or Benjamin Mike 62922240030 931.58$ $25.00 956.58$ 8825 2545 Morrison St Little Canada 55117-1643 Timothy Hester 17 72922110018 483.18$ $25.00 508.18$ 8857 3331 Twin Lake Rd Little Canada 55127-4023 Matthew Olson 18 313022310015 921.69$ $25.00 946.69$ 8879 2942 Valento Ln Little Canada 55117-1271 Ted & Theresa McCann 52922130071 566.61$ $25.00 591.61$ 8981 3037 Thunder Bay Rd Little Canada 55117-1245 Chad Embertson 52922120077 173.74$ $25.00 198.74$ 9016 61 County Rd C W Little Canada 55117-1304 Andrew Kniffin 21 62922330071 926.91$ $25.00 951.91$ 9026 93 Bryan St Little Canada 55117-1006 Justin Boss 22 62922310034 381.45$ $25.00 406.45$ 9087 189 Nature Way Little Canada 55117-1752 Bunny Lee & Bo Sadler 72922420103 524.89$ $25.00 549.89$ 9120 2559 Morrison St Little Canada 55117-1643 Zach Zasada 72922110016 716.70$ $25.00 741.70$ 9149 2720 Noel Drive Little Canada 55117-1238 Jay & Rebecca Reiling 23 52922340052 44.85$ $25.00 69.85$ 9189 2575 Ruth St Little Canada 55117-1437 Tricia & Abouelkassim Karoun 72922210115 582.77$ $25.00 607.77$ 9225 160 County Road B2 E Little Canada 55117-1500 Kathy & David Bernier 72922420003 905.09$ $25.00 930.09$ 9227 2782 Edgerton St Little Canada 55117-1290 Ayub Genemo & Badria Ayub 52922420037 1,363.28$ $25.00 1,388.28$ 9240 340 County Rd D E Little Canada 55117-1275 Northeast Industrial IV LLC 24 & 25 52922220018 77.10$ $25.00 102.10$ 9296 515 Viking Dr E Little Canada 55117-1662 Obadiah Pulscher 82922310006 678.10$ $25.00 703.10$ 9341 3100 Labore Rd Little Canada 55109-1084 Avigail & Salvador Valenzuela Corral 42922210057 512.75$ $25.00 537.75$ 9369 2373 Edgerton St Little Canada 55117-1618 Mamuka & Melissa Machkhashvili 82922310003 964.68$ $25.00 989.68$ 9396 2400 Morrison St Little Canada 55117-1671 Kyle & Jaclyn Roos 82922230059 1,101.52$ $25.00 1,126.52$ 9430 1003 County Rd D E Vadnais Heights 55109-6200 Deborah Thell 333022340010 241.62$ $25.00 266.62$ 9522 101 Canabury Ct Little Canada 55117-1502 Belinda Newman 72922130028 437.77$ $25.00 462.77$ 9555 550 County Rd D East Little Canada 55117-1252 Maritza Gutierrez 52922210004 409.17$ $25.00 434.17$ 9654 2655 Schletty Dr Little Canada 55117-1679 Robert Rani 26 52922340027 783.83$ $25.00 808.83$ 9692 2582 Spruce St Little Canada 55117-1419 Abdul Guye 72922210185 1,029.71$ $25.00 1,054.71$ 9703 377 Eli Rd Little Canada 55117-1107 Anthony Starr 27 52922320009 1,085.18$ $25.00 1,110.18$ 9794 2986 Pitrina Way Little Canada 55117-4633 James Tacheny 52922230056 453.34$ $25.00 478.34$ 9803 316 Little Canada Rd E Little Canada 55117-1627 Joseph Card 31 62922440037 977.62$ $25.00 1,002.62$ 9897 112 Canabury Ct Little Canada 66225-1502 Tishona Ahnert 72922130010 371.29$ $25.00 396.29$ 10000,10046 2560-2562 Ruth St Little Canada 55117-1434 Thomas Huynh 39 72922210010 2,523.91$ $25.00 2,548.91$ 10045 2800 Lakeside Ct Little Canada 55117-1236 Tom & Ashlee Horwath 52922420025 853.26$ $25.00 878.26$ Page 2 of 3 2021 Unpaid Utilities Certification List Acct #Property Address City Zip Code Name Owner PIN # Amount Due Cert Fee Certification Amount 10157 146 Old County Rd C Little Canada 55117-1349 Melissa Delay 72922120052 873.15$ $25.00 898.15$ 10193 2420 Morrison St Little Canada 55117-1671 Rhonda or Eric Bakkene 47 82922230061 1,046.29$ $25.00 1,071.29$ 10194 325 Rose Ln Little Canada 55117-1651 Steven Carrigan 48 72922110012 999.52$ $25.00 1,024.52$ 10212 2985 Thunder Bay Rd Little Canada 55117-1251 Saron Pen or Dante Pearson 52922130052 668.57$ $25.00 693.57$ 64,132.90$ 1,825.00$ 65,957.90$ Page 3 of 3 STAFF REPORT TO: Mayor Keis and Members of the City Council FROM: Heidi Heller, City Clerk DATE: November 17, 2021 RE: 2022 Addendum to Recording Secretary Service Agreement with TimeSaver Off Site Secretarial, Inc. ACTION TO BE CONSIDERED: Approve the addendum to the recording secretary agreement with TimeSaver Off Site Secretarial, Inc. to extend the same terms and conditions for services to December 31, 2022. BACKGROUND: The City began contracting with TimeSaver as our recording secretary for the Planning and Parks & Rec Commissions in 2020, and have been pleased with the work they submit. TimeSaver has been providing recording secretary services for many cities in Minnesota for over 20 years. They have submitted an addendum to their agreement for a rate increase for 2022 of less than 2.5%. The 2022 Budget accommodates this slight increase in costs. STAFF RECOMMENDATION: Approve the addendum to the recording secretary agreement with TimeSaver Off Site Secretarial, Inc. for services to December 31, 2022, and authorize the City Administrator to sign the agreement on behalf of the City. STAFF REPORT TO: Mayor Keis and Members of the City Council FROM: Heidi Heller, City Clerk DATE: November 17, 2021 RE: Designate Polling Places for 2022 ACTION TO BE CONSIDERED: Adopt the Resolution designating the Little Canada polling places for Precincts 1, 2 and 3 for any 2022 elections. BACKGROUND: Laws of Minnesota 2017, Chapter 92 requires the governing body of each municipality to designate the locations of its polling places for the following election year. The law does permit changing polling place locations in the year of the election if the polling place authorized by your governing body has become unavailable for use. If there are changes to Little Canada polling locations after the redistricting process is complete in 2022, Council would be required to re-designate the new polling places. RECOMMENDATION: Staff recommends Council adopt the Resolution designating the following polling places for Precincts 1, 2 and 3 for the 2022 elections. Precinct 1: Roseville Area Middle School 15 County Road B2 East, Little Canada, MN 55117 Precinct 2: Little Canada Elementary School 400 Eli Road, Little Canada, MN 55117 Precinct 3: Little Canada City Center 515 Little Canada Road East, Little Canada, MN 55117 CITY OF LITTLE CANADA RAMSEY COUNTY, MINNESOTA RESOLUTION DESIGNATING POLLING PLACES FOR 2022 ELECTIONS WHEREAS, Minnesota Statutes 204B.16, subd. 1 requires the City Council, by ordinance or resolution, to designate polling places for the upcoming year; and; WHEREAS, changes to the polling places locations may be made at least 90 days before the next election if one or more of the authorized polling places becomes unavailable for use; and; WHEREAS, changes to the polling place locations may be made in the case of an emergency when it is necessary to ensure a safe and secure location for voting; and; WHEREAS, the City Council of Little Canada hereby designates the following polling places for any elections conducted in the City in 2022; NOW, THEREFORE, BE IT RESOLVED, that the Little Canada City Council hereby designates the following polling places for elections conducted in the city in 2022: Precinct 1: Roseville Area Middle School 15 County Road B2 East, Little Canada, MN 55117 Precinct 2: Little Canada Elementary School 400 Eli Road, Little Canada, MN 55117 Precinct 3: Little Canada City Center 515 Little Canada Road East, Little Canada, MN 55117 AND BE IT FURTHER RESOLVED, that the City Clerk is hereby authorized to designate a replacement meeting the requirements of the Minnesota Election Law for any polling place designated in this Resolution that becomes unavailable for use by the City; AND BE IT FURTHER RESOLVED, that the City Clerk is hereby authorized to designate an emergency replacement polling place meeting the requirements of the Minnesota Election Law for any polling place designated in this Resolution when necessary to ensure a safe and secure location for voting; AND BE IT FURTHER RESOLVED, that the City Clerk is directed to send a copy of this resolution and any subsequent polling place designations to the Ramsey County Elections Office. Adopted by the City Council of the City of Little Canada this 17th day of November, 2021. ______________________________ John T. Keis, Mayor Attest: __________________________________ Christopher Heineman, City Administrator STAFF REPORT TO: Mayor Keis and Members of City Council FROM: Brenda Malinowski, Finance Director DATE: November 17, 2021 RE: Letter of Engagement ACTION REQUESTED: Make a motion to authorize the Mayor and City Administrator to sign the letter of engagement for 2021 audit services with CliftonLarsonAllen, LLC. BACKGROUND: The City requested auditing service proposals in 2019, per the City’s Financial Polices to review consultant performances at a minimum every five years in order to ensure that services are being provided at an appropriate level and price. Since CliftonLarsonAllen, LLC (CLA) had the lowest proposal for audit services of the five firms that submitted proposals and staff was satisfied with the audit services from CLA, a contract for auditing services was awarded to CliftonLarsonAllen, LLC for 2019-2021 with an additional two-year extension option. CLA preparing the ACFR City preparing the ACFR 2018 Actual $23,675 2019 Actual $20,000 2020 Actual* 24,000 24,500 2021 Proposal 24,700 21,700 2022 Proposal 25,400 22,400 2023 Proposal 26,100 23,000 *Included $3,500 for the “Single Audit” requirement. Local government agencies receiving federal assistance of more than $750,000 of federal dollars in a single fiscal year are subject to an independent financial audit referred to as a "Single Audit" according to the Single Audit Act of 1984. A single audit takes care of the audit requirements for all federal departments and agencies and saves the City from having to conduct a series of audits. In addition, I am recommending that city staff prepare the Annual Comprehensive Finance Report (ACFR) again this year for the following reasons: • Cost savings for the City. • City staff is able to determine the appropriateness of expenses in each cost center (General Government, Public Works, etc.). • City staff is able to determine the appropriateness of revenues in the proper categories (Taxes, Intergovernmental Revenues, etc.). • More efficient audit for the City and the audit firm since the ACFR Statements and Footnotes are ready when the audit staff arrives for the final fieldwork. STAFF RECOMMENDATION: Authorize the Mayor and City Administrator to sign the letter of engagement for 2021 audit services with CliftonLarsonAllen. CLA (CliftonLarsonAllen LLP) 220 South Sixth Street, Suite 300 Minneapolis, MN 55402-1436 612-376-4500 | fax 612-376-4850 CLAconnect.com November 6, 2021  City Council and Management  City of Little Canada, Minnesota  515 Little Canada Road East  Little Canada, MN 55117    We are pleased to confirm our understanding of the terms and objectives of our engagement and the nature  and limitations of the audit and nonaudit services CliftonLarsonAllen LLP (“CLA,” “we,” “us,” and “our”) will  provide for the City of Little Canada (“you,” “your,” or “the entity”) for the year ended December 31, 2021.  Michelle Hoffman is responsible for the performance of the audit engagement.  Scope of audit services  We will audit the financial statements of the governmental activities, the business‐type activities, each major  fund, and the aggregate remaining fund information, which collectively comprise the basic financial statements  of the City of Little Canada, as of and for the year ended December 31, 2021, and the related notes to the  financial statements.  The Governmental Accounting Standards Board (GASB) provides for certain required supplementary information  (RSI) to accompany the entity’s basic financial statements. The following RSI will be subjected to certain limited  procedures, but will not be audited.  1. Management’s discussion and analysis.  2. Schedule of proportionate share of the net pension liability and employer contributions.  3. Schedule of changes in total OPEB liabilities and related ratios.  We will also evaluate and report on the presentation of the following supplementary information other than RSI  accompanying the financial statements in relation to the financial statements as a whole:  1. Combining and individual fund financial statements and schedules.  2. Schedule of expenditures of federal awards, if applicable.  3. Schedules of bonded indebtedness and bond maturities.  The following supplementary information other than RSI accompanying the financial statements will not be  subjected to the auditing procedures applied in our audit of the financial statements and our auditors’ report  will not provide an opinion or any assurance on that information:  1. Introductory section.  2. Statistical section.  November 6, 2021  City of Little Canada, Minnesota  Page 2  Nonaudit services  We will also provide the following nonaudit services:   Preposing adjusting journal entries, as necessary.   Preparation the Data Collection Form.  Audit objectives  The objectives of our audit are to obtain reasonable assurance about whether the basic financial statements as a  whole are free from material misstatement, whether due to fraud or error, and to issue an auditors’ report that  includes our opinions about whether your basic financial statements are fairly presented, in all material  respects, in conformity with accounting principles generally accepted in the United States of America (U.S.  GAAP). Reasonable assurance is a high level of assurance but is not absolute assurance and therefore is not a  guarantee that an audit conducted in accordance with auditing standards generally accepted in the United  States of America (U.S. GAAS) will always detect a material misstatement when it exists. Misstatements,  including omissions, can arise from fraud or error and are considered material if there is a substantial likelihood  that, individually or in the aggregate, they would influence the judgment made by a reasonable user based on  the financial statements.   Our audit will be conducted in accordance with U.S. GAAS; the standards for financial audits contained in  Government Auditing Standards, issued by the Comptroller General of the United States; and the audit  requirements of Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost  Principles, and Audit Requirements for Federal Awards (Uniform Guidance). Those standards require us to be  independent of the entity and to meet our other ethical responsibilities, in accordance with the relevant ethical  requirements relating to our audit. Our audit will include tests of your accounting records, a determination of  major program(s) in accordance with the Uniform Guidance, and other procedures we consider necessary to  enable us to express opinions and render the required reports. We will apply certain limited procedures to the  RSI in accordance with U.S. GAAS. However, we will not express an opinion or provide any assurance on the RSI  because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any  assurance. We will also perform procedures to enable us to express an opinion on whether the supplementary  information (as identified above) other than RSI accompanying the financial statements is fairly stated, in all  material respects, in relation to the financial statements as a whole.  The objectives of our audit also include:   Reporting on internal control over financial reporting and on compliance with the provisions of laws,  regulations, contracts, and award agreements, noncompliance with which could have a material effect  on the financial statements in accordance with Government Auditing Standards.   Reporting on internal control over compliance related to major programs and expressing an opinion (or  disclaimer of opinion) on compliance with federal statutes, regulations, and the terms and conditions of  federal awards that could have a direct and material effect on each major program in accordance with  the Uniform Guidance.  November 6, 2021  City of Little Canada, Minnesota  Page 3  The Government Auditing Standards report on internal control over financial reporting and on compliance and  other matters will include a paragraph that states (1) that the purpose of the report is solely to describe the  scope of our testing of internal control and compliance and the results of that testing, and not to provide an  opinion on the effectiveness of the entity’s internal control or on compliance, and (2) that the report is an  integral part of an audit performed in accordance with Government Auditing Standards in considering the  entity’s internal control and compliance. The Uniform Guidance report on internal control over compliance will  include a paragraph that states that the purpose of the report on internal control over compliance is solely to  describe the scope of our testing of internal control over compliance and the results of that testing based on the  requirements of the Uniform Guidance. Both reports will state that the report is not suitable for any other  purpose.  We will issue written reports upon completion of our audit of your financial statements and compliance with  requirements applicable to major programs. Circumstances may arise in which our report may differ from its  expected form and content based on the results of our audit. Depending on the nature of these circumstances,  it may be necessary for us to modify our opinions, add an emphasis‐of‐matter or other‐matter paragraph to our  auditors’ report, or if necessary, withdraw from the engagement. If our opinions on the financial statements or  the single audit compliance opinion is other than unmodified, we will discuss the reasons with you in advance. If  circumstances occur related to the condition of your records, the availability of sufficient, appropriate audit  evidence, or the existence of a significant risk of material misstatement of the financial statements or material  noncompliance caused by error, fraudulent financial reporting, or misappropriation of assets, which in our  professional judgment prevent us from completing the audit or forming opinions on the financial statements or  an opinion on compliance, we retain the right to take any course of action permitted by professional standards,  including declining to express opinions or issue reports, or withdrawing from the engagement.  As part of our audit, we will also perform the procedures and provide the report required by the Minnesota  Legal Compliance Audit Guide for Political Subdivisions.  Auditor responsibilities, procedures, and limitations  We will conduct our audit in accordance with U.S. GAAS, the standards for financial audits contained in  Government Auditing Standards, and the Uniform Guidance. Those standards require that we exercise  professional judgment and maintain professional skepticism throughout the planning and performance of the  audit. As part of our audit, we will:   Identify and assess the risks of material misstatement of the financial statements and material  noncompliance, whether due to fraud or error, design and perform audit procedures responsive to  those risks, and obtain audit evidence that is sufficient and appropriate to provide a basis for our  opinions. The risk of not detecting a material misstatement or a material noncompliance resulting from  fraud is higher than for one resulting from error, as fraud may involve collusion, forgery, intentional  omissions, misrepresentations, or the override of internal control.   Obtain an understanding of internal control relevant to the audit in order to design audit procedures  that are appropriate in the circumstances, but not for the purpose of expressing opinions on the  effectiveness of the entity's internal control. However, we will communicate to you in writing any  significant deficiencies or material weaknesses in internal control relevant to the audit of the basic  financial statements that we have identified during the audit.  November 6, 2021  City of Little Canada, Minnesota  Page 4   Evaluate the appropriateness of accounting policies used and the reasonableness of significant  accounting estimates made by management, as well as evaluate the overall presentation of the basic  financial statements, including the amounts and disclosures, and whether the basic financial statements  represent the underlying transactions and events in a manner that achieves fair presentation.   Conclude, based on the audit evidence obtained, whether there are conditions or events, considered in  the aggregate, that raise substantial doubt about the entity’s ability to continue as a going concern for a  reasonable period of time.  There is an unavoidable risk, because of the inherent limitations of an audit, together with the inherent  limitations of internal control, that some material misstatements or noncompliance may not be detected, even  though the audit is properly planned and performed in accordance with U.S. GAAS, Government Auditing  Standards, and the Uniform Guidance. Because we will not perform a detailed examination of all transactions,  material misstatements, whether from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of  assets, or (4) violations of laws or governmental regulations that are attributable to the entity or to acts by  management or employees acting on behalf of the entity, may not be detected. Because the determination of  waste and abuse is subjective, Government Auditing Standards do not require auditors to perform specific  procedures to detect waste or abuse in financial audits nor do they expect auditors to provide reasonable  assurance of detecting waste or abuse.  In addition, an audit is not designed to detect immaterial misstatements or violations of laws or governmental  regulations that do not have a direct and material effect on the financial statements or on major programs.  However, we will inform the appropriate level of management and those charged with governance of any  material errors, fraudulent financial reporting, or misappropriation of assets that come to our attention. We will  also inform the appropriate level of management and those charged with governance of any violations of laws  or governmental regulations that come to our attention, unless clearly inconsequential. We will include such  matters in the reports required for a single audit.  Tests of controls may be performed to test the effectiveness of certain controls that we consider relevant to  preventing and detecting fraud or errors that are material to the financial statements and to preventing and  detecting misstatements resulting from noncompliance with provisions of laws, regulations, contracts, and grant  agreements that have a material effect on the financial statements. Our tests, if performed, will be less in scope  than would be necessary to render an opinion on internal control and, accordingly, no opinion will be expressed  in our report on internal control issued pursuant to Government Auditing Standards.   As required by the Uniform Guidance, we will perform tests of controls over compliance to evaluate the  effectiveness of the design and operation of controls that we consider relevant to preventing or detecting  material noncompliance with the direct and material compliance requirements applicable to each major federal  award program. However, our tests will be less in scope than would be necessary to render an opinion on those  controls and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to the  Uniform Guidance.  An audit is not designed to provide assurance on internal control or to identify deficiencies, significant  deficiencies, or material weaknesses in internal control. However, we will communicate to you in writing  significant deficiencies or material weaknesses in internal control relevant to the audit of the basic financial  November 6, 2021  City of Little Canada, Minnesota  Page 5  statements that we identify during the audit that are required to be communicated under AICPA professional  standards, Government Auditing Standards, and the Uniform Guidance.  As part of obtaining reasonable assurance about whether the financial statements are free of material  misstatement, we will perform tests of the entity’s compliance with the provisions of laws, regulations,  contracts, and grant agreements that have a material effect on the financial statements. However, the objective  of our audit will not be to provide an opinion on overall compliance and we will not express such an opinion in  our report on compliance issued pursuant to Government Auditing Standards.  We will include in our report on internal control over financial reporting and on compliance relevant information  about any identified or suspected instances of fraud and any identified or suspected noncompliance with  provisions of laws, regulations, contracts, or grant agreements that may have occurred that are required to be  communicated under Government Auditing Standards.  The Uniform Guidance requires that we also plan and perform the audit to obtain reasonable assurance about  whether the auditee has complied with federal statutes, regulations, and the terms and conditions of federal  awards that may have a direct and material effect on each of the entity’s major programs. Our procedures will  consist of tests of transactions and other applicable procedures described in the “OMB Compliance Supplement”  for the types of compliance requirements that could have a direct and material effect on each of the entity’s  major programs. The purpose of these procedures will be to express an opinion on the entity’s compliance with  requirements applicable to each of its major programs in our report on compliance issued pursuant to the  Uniform Guidance.  We will evaluate the presentation of the schedule of expenditures of federal awards accompanying the financial  statements in relation to the financial statements as a whole. We will make certain inquiries of management and  evaluate the form, content, and methods of preparing the schedule to determine whether the information  complies with U.S. GAAP and the Uniform Guidance, the method of preparing it has not changed from the prior  period, and the information is appropriate and complete in relation to our audit of the financial statements. We  will compare and reconcile the schedule to the underlying accounting records and other records used to prepare  the financial statements or to the financial statements themselves.  Our responsibility as auditors is limited to the period covered by our audit and does not extend to any later  periods for which we are not engaged as auditors.  Management responsibilities  Our audit will be conducted on the basis that you (management and, when appropriate, those charged with  governance) acknowledge and understand that you have certain responsibilities that are fundamental to the  conduct of an audit.  You are responsible for the preparation and fair presentation of the financial statements, RSI, and the schedule  of expenditures of federal awards in accordance with U.S. GAAP. Management is also responsible for identifying  all federal awards received, understanding and complying with the compliance requirements, and for the  preparation of the schedule of expenditures of federal awards (including notes and noncash assistance received)  in accordance with the requirements of the Uniform Guidance.  November 6, 2021  City of Little Canada, Minnesota  Page 6  Management’s responsibilities include the selection and application of accounting principles; recording and  reflecting all transactions in the financial statements; determining the reasonableness of significant accounting  estimates included in the financial statements; adjusting the financial statements to correct material  misstatements; and confirming to us in the management representation letter that the effects of any  uncorrected misstatements aggregated by us during the current engagement and pertaining to the latest period  presented are immaterial, both individually and in the aggregate, to the financial statements taken as a whole.  In preparing the financial statements, management is required to evaluate whether there are conditions or  events, considered in the aggregate, that raise substantial doubt about the entity’s ability to continue as a going  concern for 12 months beyond the financial statement date.  Management is responsible for compliance with applicable laws and regulations and the provisions of contracts  and grant agreements, including compliance with federal statutes, regulations, and the terms and conditions of  federal awards applicable to the entity’s federal programs. Your responsibilities also include identifying  significant contractor relationships in which the contractor has responsibility for program compliance and for  the accuracy and completeness of that information.  You are responsible for the design, implementation, and maintenance of effective internal control, including  internal control over compliance, relevant to the preparation and fair presentation of financial statements that  are free from material misstatement, whether due to fraud or error, including evaluating and monitoring  ongoing activities and safeguarding assets to help ensure that appropriate goals and objectives are met; and  that there is reasonable assurance that government programs are administered in compliance with compliance  requirements.   You are responsible for the design, implementation, and maintenance of internal controls to prevent and detect  fraud; assessing the risk that the financial statements may be materially misstated as a result of fraud; and for  informing us about all known or suspected fraud affecting the entity involving (1) management, (2) employees  who have significant roles in internal control, and (3) others where the fraud could have a material effect on the  financial statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or  suspected fraud affecting the entity received in communications from employees, former employees, grantors,  regulators, or others. In addition, you are responsible for implementing systems designed to achieve compliance  with applicable laws and regulations and the provisions of contracts and grant agreements, including compliance  with federal statutes, regulations, and the terms and conditions of federal awards applicable to the entity’s  federal programs; identifying and ensuring that the entity complies with applicable laws, regulations, contracts,  and grant agreements, including compliance with federal statutes, regulations, and the terms and conditions of  federal awards applicable to the entity’s federal programs; and informing us of all instances of identified or  suspected noncompliance whose effects on the financial statements should be considered.   You are responsible for taking timely and appropriate steps to remedy any fraud and noncompliance with  provisions of laws, regulations, contracts, and grant agreements that we may report. Additionally, as required by  the Uniform Guidance, it is management’s responsibility to evaluate and monitor noncompliance with federal  statutes, regulations, and the terms and conditions of federal awards; take prompt action when instances of  noncompliance are identified, including noncompliance identified in audit findings; and to follow up and take  prompt corrective action on reported audit findings and to prepare a summary schedule of prior audit findings  and a corrective action plan. The summary schedule of prior audit findings should be available for our review  during preliminary fieldwork.  November 6, 2021  City of Little Canada, Minnesota  Page 7  You are responsible for providing us with (1) access to all information of which you are aware that is relevant to  the preparation and fair presentation of the financial statements, including amounts and disclosures, such as  records, documentation, identification of all related parties and all related‐party relationships and transactions,  and other matters, and for the accuracy and completeness of that information (including information from  within and outside of the general and subsidiary ledgers), and for ensuring management information and  financial information is reliable and properly reported; (2) access to personnel, accounts, books, records,  supporting documentation, and other information as needed to perform an audit under the Uniform Guidance;  (3) additional information that we may request for the purpose of the audit; and (4) unrestricted access to  persons within the entity from whom we determine it necessary to obtain audit evidence. You agree to inform  us of events occurring or facts discovered subsequent to the date of the financial statements that may affect the  financial statements.   Management is responsible for providing us with, or making arrangements to facilitate (1) unrestricted  communication between us and the component auditor(s) to the extent permitted by law or regulation;  (2) communications between the component auditor(s), those charged with governance of the component(s),  and component management, including communications of significant deficiencies and material weaknesses in  internal control; (3) communications between regulatory authorities and the component(s) related to financial  reporting matters; (4) access to component information, those charged with governance of the component(s),  component management, and the component auditor(s) (including relevant audit documentation requested by  us); and (5) permission to perform work, or request a component auditor to perform work, on the financial  information of the component(s).  You agree to include our report on the schedule of expenditures of federal awards in any document that  contains and indicates that we have reported on the schedule of expenditures of federal awards. You also agree  to include the audited financial statements with any presentation of the schedule of expenditures of federal  awards that includes our report thereon or make the audited financial statements readily available to intended  users of the schedule of expenditures of federal awards no later than the date the schedule of expenditures of  federal awards is issued with our report thereon. Your responsibilities include acknowledging to us in the  representation letter that (1) you are responsible for presentation of the schedule of expenditures of federal  awards in accordance with the Uniform Guidance; (2) you believe the schedule of expenditures of federal  awards, including its form and content, is fairly presented in accordance with the Uniform Guidance; (3) the  methods of measurement or presentation have not changed from those used in the prior period (or, if they have  changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or  interpretations underlying the measurement or presentation of the schedule of expenditures of federal awards.  Management is responsible for the preparation and fair presentation of other supplementary information in  accordance with U.S. GAAP. You agree to include our report on the supplementary information in any document  that contains, and indicates that we have reported on, the supplementary information. You also agree to include  the audited financial statements with any presentation of the supplementary information that includes our  report thereon or make the audited financial statements readily available to users of the supplementary  information no later than the date the supplementary information is issued with our report thereon. You agree  to provide us written representations related to the presentation of the supplementary information.  Management is responsible for the preparation of other information included in your annual report. You agree  to provide the final version of such information to us in a timely manner, and if possible, prior to the date of our  November 6, 2021  City of Little Canada, Minnesota  Page 8  auditors’ report. If the other information included in your annual report will not be available until after the date  of our auditors’ report on the financial statements, you agree to provide written representations indicating that  (1) the information is consistent with the financial statements, (2) the other information does not contain  material misstatements, and (3) the final version of the documents will be provided to us when available, and  prior to issuance of the annual report by the entity, so that we can complete the procedures required by  professional standards. Management agrees to correct material inconsistencies that we may identify. You agree  to include our auditors’ report in any document containing financial statements that indicates that such financial  statements have been audited by us.   Management is responsible for providing us with a written confirmation concerning representations made by  you and your staff to us in connection with the audit and the presentation of the basic financial statements and  RSI. During our engagement, we will request information and explanations from you regarding, among other  matters, the entity’s activities, internal control, future plans, specific transactions, and accounting systems and  procedures. The procedures we will perform during our engagement and the conclusions we reach as a basis for  our report will be heavily influenced by the representations that we receive in the representation letter and  otherwise from you. Accordingly, inaccurate, incomplete, or false representations could cause us to expend  unnecessary effort or could cause a material fraud or error to go undetected by our procedures. In view of the  foregoing, you agree that we shall not be responsible for any misstatements in the entity’s financial statements  that we may fail to detect as a result of misrepresentations made to us by you.  Management is responsible for establishing and maintaining a process for tracking the status of audit findings  and recommendations. Management is also responsible for identifying and providing report copies to us of  previous financial audits, attestation engagements, performance audits, or other studies related to the  objectives discussed in the “Audit objectives” section of this letter. This responsibility includes relaying to us  corrective actions taken to address significant findings and recommendations resulting from those audits,  attestation engagements, performance audits, or other engagements or studies. You are also responsible for  providing management’s views on our current findings, conclusions, and recommendations, as well as your  planned corrective actions for the report, and for the timing and format for providing that information.  Responsibilities and limitations related to nonaudit services  For all nonaudit services we may provide to you, management agrees to assume all management  responsibilities; oversee the services by designating an individual, preferably within senior management, who  possesses suitable skill, knowledge, and/or experience to understand and oversee the services; evaluate the  adequacy and results of the services; and accept responsibility for the results of the services. Management is  also responsible for ensuring that your data and records are complete and that you have received sufficient  information to oversee the services.  The responsibilities and limitations related to the nonaudit services performed as part of this engagement are as  follows:   We will propose adjusting journal entries as needed. You will be required to review and approve those  entries and to understand the nature of the changes and their impact on the financial statements.   We will prepare the Data Collection Form. Management is responsible to review for completeness and  accuracy before submitting to the Federal Audit Clearing House.   November 6, 2021  City of Little Canada, Minnesota  Page 9  These nonaudit services do not constitute an audit under Government Auditing Standards and such services will  not be conducted in accordance with Government Auditing Standards.  Use of financial statements  The financial statements and our report thereon are for management’s use. If you intend to reproduce and  publish the financial statements and our report thereon, they must be reproduced in their entirety. Inclusion of  the audited financial statements in a document, such as an annual report or an offering document, should be  done only with our prior approval of the document. You are responsible to provide us the opportunity to review  such documents before issuance.  If the parties (i.e., you and CLA) agree that CLA will not be involved with your official statements related to  municipal securities filings or other offering documents, we will require that any official statements or other  offering documents issued by you with which we are not involved clearly indicate that CLA is not involved with  the contents of such documents. Such disclosure should read as follows:  CliftonLarsonAllen LLP, our independent auditor, has not been engaged to perform and has not  performed, since the date of its report included herein, any procedures on the financial statements  addressed in that report. CliftonLarsonAllen LLP also has not performed any procedures relating to this  offering document.  With regard to the electronic dissemination of audited financial statements, including financial statements  published electronically on your website or submitted on a regulator website, you understand that electronic  sites are a means to distribute information and, therefore, we are not required to read the information  contained in those sites or to consider the consistency of other information in the electronic site with the  original document.  We may issue preliminary draft financial statements to you for your review. Any preliminary draft financial  statements should not be relied on or distributed.  Engagement administration and other matters  We understand that your employees will prepare all confirmations, account analyses, and audit schedules we  request and will locate any documents or invoices selected by us for testing. A list of information we expect to  need for our audit and the dates required will be provided in a separate communication.  At the conclusion of the engagement, we will complete the auditor sections of the electronic Data Collection  Form SF‐SAC and perform the steps to certify the Form SF‐SAC and single audit reporting package. It is  management’s responsibility to complete the auditee sections of the Data Collection Form. We will create the  single audit reporting package PDF file for submission; however, it is management’s responsibility to review for  completeness and accuracy and electronically submit the reporting package (including financial statements,  schedule of expenditures of federal awards, summary schedule of prior audit findings, auditors’ reports, and  corrective action plan) along with the Data Collection Form to the federal audit clearinghouse and, if  appropriate, to pass‐through entities. The Data Collection Form and the reporting package must be  electronically submitted within the earlier of 30 calendar days after receipt of the auditors’ reports or nine  months after the end of the audit period.  November 6, 2021  City of Little Canada, Minnesota  Page 10  We will provide copies of our reports to the entity; however, management is responsible for distribution of the  reports and the financial statements. Unless restricted by law or regulation, or containing confidential or  sensitive information, copies of our reports are to be made available for public inspection.  We are available to perform additional procedures with regard to fraud detection and prevention, at your  request, as a separate engagement, subject to completion of our normal engagement acceptance procedures.  The terms and fees of such an engagement would be documented in a separate engagement letter.  The audit documentation for this engagement is the sole and exclusive property of CLA and constitutes  confidential and proprietary information. However, subject to applicable laws and regulations, audit  documentation and appropriate individuals will be made available upon request and in a timely manner to the  Minnesota Office of the State Auditor, or its designee, a federal agency providing direct or indirect funding, or  the U.S. Government Accountability Office for purposes of a quality review of the audit, to resolve audit findings,  or to carry out oversight responsibilities. We will notify you of any such request. If requested, access to such  audit documentation will be provided under the supervision of CLA personnel. Furthermore, upon request, we  may provide copies of selected audit documentation to the aforementioned parties. These parties may intend,  or decide, to distribute the copies or information contained therein to others, including other governmental  agencies.  The audit documentation for this engagement will be retained for a minimum of seven years after the report  release date or for any additional period requested by the Minnesota Office of the State Auditor. If we are  aware that a federal awarding agency, pass‐through entity, or auditee is contesting an audit finding, we will  contact the party(ies) contesting the audit finding for guidance prior to destroying the audit documentation.  Professional standards require us to be independent with respect to you in the performance of these services.  Any discussion that you have with our personnel regarding potential employment with you could impair our  independence with respect to this engagement. Therefore, we request that you inform us prior to any such  discussions so that we can implement appropriate safeguards to maintain our independence and objectivity.  Further, any employment offers to any staff members working on this engagement without our prior knowledge  may require substantial additional procedures to ensure our independence. You will be responsible for any  additional costs incurred to perform these procedures.  Our relationship with you is limited to that described in this letter. As such, you understand and agree that we  are acting solely as independent accountants. We are not acting in any way as a fiduciary or assuming any  fiduciary responsibilities for you. We are not responsible for the preparation of any report to any governmental  agency, or any other form, return, or report or for providing advice or any other service not specifically recited in  this letter.  Our engagement ends on delivery of our signed report. Any additional services that might be requested will be a  separate, new engagement. The terms and conditions of that new engagement will be governed by a new,  specific engagement letter for that service.  Government Auditing Standards require that we make our most recent external peer review report publicly  available. The report is posted on our website at www.CLAconnect.com/Aboutus/.  November 6, 2021  City of Little Canada, Minnesota  Page 11  Mediation  Any disagreement, controversy, or claim (“Dispute”) that may arise out of any aspect of our services or  relationship with you, including this engagement, shall be submitted to non‐binding mediation by written notice  (“Mediation Notice”) to the other party. In mediation, we will work with you to resolve any differences  voluntarily with the aid of an impartial mediator.   The mediation will be conducted as specified by the mediator and agreed upon by the parties. The parties agree  to discuss their differences in good faith and to attempt, with the assistance of the mediator, to reach an  amicable resolution of the Dispute.  Each party will bear its own costs in the mediation. The fees and expenses of the mediator will be shared equally  by the parties.  Any Dispute will be governed by the laws of the state of Minnesota, without giving effect to choice of law  principles.  Time limitation  The nature of our services makes it difficult, with the passage of time, to gather and present evidence that fully  and fairly establishes the facts underlying any Dispute that may arise between the parties. The parties agree  that, notwithstanding any statute or law of limitations that might otherwise apply to a Dispute, including one  arising out of this agreement or the services performed under this agreement, for breach of contract or fiduciary  duty, tort, fraud, misrepresentation or any other cause of action or remedy, any action or legal proceeding by  you against us must be commenced within twenty‐four (24) months (“Limitation Period”) after the date when  we deliver our final audit report under this agreement to you, regardless of whether we do other services for  you relating to the audit report, or you shall be forever barred from commencing a lawsuit or obtaining any legal  or equitable relief or recovery.  The Limitation Period applies and begins to run even if you have not suffered any damage or loss, or have not  become aware of the existence or possible existence of a Dispute.  Fees  In accordance with our proposal to you, the total fees and expenses for the 2021 engagement should  approximate $21,700 for the financial audit and $2,700 for the single audit, assuming one major program. An  additional $1,000 will be charged if a second major program is required to be tested. These fees also include  travel and other out‐of‐pocket costs, such as report production, word processing, postage, etc.  If unexpected  circumstances require significant additional time, we will advise you before undertaking work that would require  a substantial increase in the fee and expense estimate. Our invoices, including applicable state and local taxes,  will be rendered each month as work progresses and are payable on presentation. In accordance with our firm  policies, work may be suspended if your account becomes 60 days or more overdue and will not be resumed  until your account is paid in full. If we elect to terminate our services for nonpayment, our engagement will be  deemed to have been completed even if we have not issued our reports. You will be obligated to compensate us  for all time expended and related fees and to reimburse us for all out‐of‐pocket expenditures through the date  of termination.    November 6, 2021  City of Little Canada, Minnesota  Page 12  Changes in accounting and audit standards  Standard setters and regulators continue to evaluate and modify standards. Such changes may result in new or  revised financial reporting and disclosure requirements or expand the nature, timing, and scope of the activities  we are required to perform. To the extent that the amount of time required to provide the services described in  this letter increases due to such changes, our fee may need to be adjusted. We will discuss such circumstances  with you prior to performing the additional work.  Other fees  You also agree to compensate us for any time and expenses, including time and expenses of legal counsel, we  may incur in responding to discovery requests or participating as a witness or otherwise in any legal, regulatory,  or other proceedings that we are asked to respond to on your behalf.  Finance charges and collection expenses  You agree that if any statement is not paid within 30 days from its billing date, the unpaid balance shall accrue  interest at the monthly rate of one and one‐quarter percent (1.25%), which is an annual percentage rate of 15%.  In the event that any collection action is required to collect unpaid balances due us, reasonable attorney fees  and expenses shall be recoverable.  Consent  Consent to use information for benchmarking analysis  In an effort to better serve the needs of our clients, we develop a variety of benchmark, performance indicator,  and predictive analysis reports, using anonymized client data obtained from our audit, tax, and other  engagements. Business and financial information that you provide to us may be combined with information  from other clients and included within the aggregated data that we use in these reports. While some of these  analytical reports will be published and released publicly, please be assured that the separate information that  we obtain from you will remain confidential, as required by the AICPA Code of Professional Conduct.  Subcontractors  CLA may, at times, use subcontractors to perform services under this agreement, and they may have access to  your information and records. Any such subcontractors will be subject to the same restrictions on the use of  such information and records as apply to CLA under this agreement.  Predecessor auditor communications  You agree to provide us permission to communicate with the predecessor auditor and to authorize the  predecessor auditor to respond fully to our inquiries regarding any matters that will assist us in finalizing our  engagement acceptance. You agree to authorize the predecessor to allow us to review their audit  documentation, thereby providing us with information to assist us in planning and performing the engagement.  You will be responsible for any fees billed by the predecessor auditor related to our review of their workpapers  and our inquiries. You further acknowledge that our final acceptance of the engagement is subject to the  completion of those inquiries and evaluation of the responses.  November 6, 2021  City of Little Canada, Minnesota  Page 13  Agreement  We appreciate the opportunity to be of service to you and believe this letter accurately summarizes the  significant terms of our engagement. This letter constitutes the entire agreement regarding these services and  supersedes all prior agreements (whether oral or written), understandings, negotiations, and discussions  between you and CLA. If you have any questions, please let us know. Please sign, date, and return this letter to  us to indicate your acknowledgment and understanding of, and agreement with, the arrangements for our audit  of your financial statements including the terms of our engagement and the parties’ respective responsibilities.  Sincerely,  CliftonLarsonAllen LLP      Michelle Hoffman, CPA  Principal  612‐397‐3269  Michelle.hoffman@CLAconnect.com    Response:  This letter correctly sets forth the understanding of the City of Little Canada.    Authorized governance signature:          Title:              Date:                Authorized management signature:          Title:              Date:                STAFF REPORT TO: Mayor Keis and Members of the City Council FROM: Heidi Heller, City Clerk/HR Manager DATE: November 17, 2021 RE: Wagon Vendor License for El Taco Nazo, LLC ACTION TO BE CONSIDERED Consider approval of a wagon vendor license for the El Taco Nazo food truck at 120 County Road C West. BACKGROUND Wagon vendor licenses are issued to mobile vendors and run for the one-year period of July 1 – June 30. There are currently no wagon vendor licenses issued in the city. The City Code does not have any regulations for food trucks, and there have not been any issues with them in Little Canada. There has not been very many food trucks that have operated in the city. Monica Navarrette, owner of El Taco Nazo, LLC, has applied for a wagon vendor license and plans to operate her food truck in the front parking lot at Quality Motor Sales at 120 County Road C West. She has received permission from the business/property owner, and has submitted the required materials and license fee. Ms. Navarrette has experience in the restaurant and food truck business. She intends to operate the food truck year-round, 7 days a week: 10am – 5pm on Sundays, and 10am – 8pm, Monday through Saturday. RECOMMENDATION Approve a Wagon Vendor License for Monica Navarette, owner of El Taco Nazo food truck, for the period November 18, 2021 to June 30, 2022, subject to submitting a copy of the license from Ramsey County. STAFF REPORT TO:Mayor Keis and Members of City Council FROM:Bill Dircks, Public Works Director DATE:November 17, 2021 RE:City Engineer Transition ACTION TO BE CONSIDERED Transition from Mark Kasma to Eric Seaburg as City Engineer. BACKGROUND Mark Kasma has served as the City Engineer since Bolton and Menk was appointed as the City’s consulting engineering firm in 2019. He has done great work and has served the City well but the time has come for him to retire and enjoy his post-career life. Mr. Kasma informed staff early this year that he would be retiring, and since that time Eric Seaburg has been performing most of the City Engineer duties so that a smooth transition can be made following Mr. Kasma’s retirement. Mr. Seaburg is a 2012 University of Minnesota graduate with a degree in Civil Engineering. He interned in the City of Golden Valley’s Engineering department while going to school and was hired full time by Golden Valley following his graduation. He worked there for five years and took on various design, construction, and project management responsibilities, as well as ROW permitting, stormwater plan review, and permitting. Mr. Seaburg was hired by Bolton and Menk in 2016 to work in the Maplewood office and during that time he has managed large municipal improvement projects in Little Canada, Inver Grove Heights, Woodbury, Lakeville, and West St. Paul. He managed the Allen Avenue street project in Little Canada in 2020 as well as the Greenbrier Circle and Old County Road C projects this past summer. All projects went very well and Mr. Seaburg proved to be up to the task. He is currently working on planning for two of the more difficult street projects in Little Canada and is successfully moving them along in the process. He has also handled the smaller day-to-day engineering tasks well and has kept staff informed on all items he is working on. He is an excellent communicator and has very good people skills. Mr. Seaburg is active in the American Public Works Association – MN Chapter, the City Engineer’s Association of Minnesota, the American Council of Engineering Companies – MN Chapter, and the Golden Valley Rotary Club. All of those different associations and clubs have allowed him to make numerous contacts and work on his people skills. Bolton and Menk has been an excellent engineering firm for the City and its wide variety of resources has been extremely beneficial to the City as it works on various projects including streets, parks, water, sanitary sewer, and storm sewer. They have the staff and technology to help Mr. Seaburg when necessary and it has proven to be a great partnership. RECOMMENDATION Staff recommends appointing Eric Seaburg as City Engineer, effective November 17, 2021. STAFF REPORT TO: Mayor Keis and Members of the City Council FROM: Mark Kasma, P.E., City Engineer Eric Seaburg, P.E., Project Manager DATE: November 17, 2021 RE: Feasibility Reports and Call for Assessment Hearing for 2022 Street Improvements Yorkton Ridge, Maple Lane, and Jackson Street ACTION TO BE CONSIDERED: Motion to accept feasibility report and call for a public improvement hearing for street improvements on Yorkton Ridge and Maple Lane - Jackson Street. BACKGROUND: Yorkton Ridge, Maple Lane, and a small portion of Jackson Street north of Labore Avenue are included in the City’s five-year Capital Improvement Plan. These are low-volume residential streets that have aged to the point where rehabilitation is recommended. A feasibility report detailing the proposed projects has been prepared. Additionally, staff is preparing a feasibility report for 2022 improvements to Woodlynn Avenue and Ryan Drive; this report will be completed and presented at an upcoming City Council meeting. The proposed improvements to Yorkton Ridge, Maple Lane, and Jackson Street include full depth reclamation with new asphalt paving, minor curb repairs, and minor/spot improvements to the underground utility systems. The underground utility systems include the City’s watermain, storm sewer, and sanitary sewer infrastructure. These systems have been inspected and can last another pavement cycle. Informational meetings for each project area were held with affected property owners in attendance. There, the proposed project scope, costs, and funding sources were discussed with the opportunity for property owners to comment on the project and ask questions. A. Yorkton Ridge Informational Meeting This meeting was held in-person with property owners on October 20, 2021. Representatives from 5 households attended the informational presentation and open floor project discussion with staff. Those in attendance had general project-related questions and did not voice any significant concerns with the proposed project. B. Maple Lane – Jackson Street Informational Meeting This meeting was held in-person with property owners on October 20, 2021. Representatives from 5 households attended the informational presentation and open floor project discussion with staff. Those in attendance had general project-related questions and did not voice any significant concerns with the proposed project. 2 The estimated overall project cost for Yorkton Ridge is: $302,175. The estimated overall project cost for Maple Lane – Jackson Street is $299,710. SOURCE OF FUNDS Street improvements would be funded through the City’s Infrastructure Capital Improvement Fund and special assessments. 50% of street-related project costs are assessed to abutting properties on rehabilitation projects. Utility improvements would be funded through the City’s Infrastructure Capital Improvement Fund. STAFF RECOMMENDATIONS: Staff recommends that the City Council approve the Resolution receiving the Feasibility Report and Calling for Hearing Improvement No. 2022-02 (Yorkton Ridge) and 2022-03 (Maple Lane – Jackson Street). The improvement hearings will be held during the City Council meeting on December 15, 2021 at 7:30 p.m. RESOLUTION RECEIVING REPORT AND CALLING FOR PUBLIC HEARING IMPROVEMENT NO. 2022-02 YORKTON RIDGE (FROM CONDIT STREET TO END OF CUL-DE-SAC) WHEREAS, A feasibility report has been prepared by the City Engineer with reference to the improvement of Yorkton Ridge (from Condit Street to the end of the cul-de-sac) by full depth reclamation with new asphalt paving, minor curb repairs, and minor/spot improvements to the underground utility systems. This report was received by the Council on November 17, 2021, and WHEREAS, The report provides information regarding whether the proposed project is necessary, cost- effective, and feasible. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF LITTLE CANADA, MINNESOTA: 1. The Council will consider the improvement of Yorkton Ridge in accordance with the report and the assessment of abutting property for all or a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost to the City of Little Canada of $302,175. 2. A public hearing shall be held on such proposed improvement on December 15, 2021, in the Council Chambers of the City Center at 7:30 p.m. and the City Administrator shall give mailed and published notice of such hearing and improvement as required by law. Adopted by the Council this 17th day of November, 2021. ______________________________ John T. Keis, Mayor ______________________________________ Christopher Heineman, City Administrator RESOLUTION RECEIVING REPORT AND CALLING FOR PUBLIC HEARING IMPROVEMENT NO. 2022-03 MAPLE LANE & JACKSON STREET (FROM END OF THE CUL-DE-SAC TO LABORE AVENUE) WHEREAS, A feasibility report has been prepared by the City Engineer with reference to the improvement of Maple Lane and Jackson Street (from end of the cul-de-sac to Labore Avenue) by full depth reclamation with new asphalt paving, minor curb repairs, and minor/spot improvements to the underground utility systems. This report was received by the Council on November 17, 2021, and WHEREAS, The report provides information regarding whether the proposed project is necessary, cost- effective, and feasible. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF LITTLE CANADA, MINNESOTA: 1. The Council will consider the improvement of Maple Lane and Jackson Street in accordance with the report and the assessment of abutting property for all or a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost to the City of Little Canada of $299,710. 2. A public hearing shall be held on such proposed improvement on December 15, 2021, in the Council Chambers of the City Center at 7:30 P.M. and the City Administrator shall give mailed and published notice of such hearing and improvement as required by law. Adopted by the Council this 17th day of November, 2021. ______________________________ John T. Keis, Mayor ______________________________________ Christopher Heineman, City Administrator Submitted by: Bolton & Menk, Inc. 3507 High Point Drive Bldg. 1 Suite E130 Oakdale, MN 55128 Feasibility Report 2022 Street & Utility Improvements Yorkton Ridge & Maple Lane – Jackson Street City of Little Canada November 17, 2021 Prepared by: Bolton & Menk, Inc. Certification 2022 Street & Utility Improvements (Yorkton Ridge, Maple Ln - Jackson) St ǀ 0N1.125241 Certification Feasibility Report For 2022 Street & Utility Improvements Yorkton Ridge & Maple Lane – Jackson Street City of Little Canada 0N1.125241 November 17, 2021 PROFESSIONAL ENGINEER I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision, and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. Signature: Typed or Printed Name: Eric J. Seaburg Date: 11-17-2021 License Number: 53712 Prepared by: Bolton & Menk, Inc. Table of Contents 2022 Street & Utility Improvements (Yorkton Ridge, Maple Ln - Jackson) St ǀ 0N1.125241 Table of Contents I. INTRODUCTION ............................................................................................................................... 1 Yorkton Ridge Informational Meeting ...................................................................................... 1 Maple Lane – Jackson Street Informational Meeting ................................................................ 1 II. YORKTON RIDGE .............................................................................................................................. 2 Background ............................................................................................................................. 2 Existing Conditions................................................................................................................... 2 Proposed Improvements.......................................................................................................... 3 III. MAPLE LANE – JACKSON STREET ...................................................................................................... 4 Background ............................................................................................................................. 4 Existing Conditions................................................................................................................... 4 Proposed Improvements.......................................................................................................... 5 IV. ESTIMATED COSTS ....................................................................................................................... 7 Yorkton Ridge .......................................................................................................................... 7 Maple Lane – Jackson Street .................................................................................................... 7 V. FINANCING ...................................................................................................................................... 8 Special Assessment – Street Costs Assessed ............................................................................. 8 Financing Summary ................................................................................................................. 9 VI. PROJECT SCHEDULE ................................................................................................................... 10 VII. EASEMENTS AND PERMITS ......................................................................................................... 11 VIII. CONCLUSION ............................................................................................................................. 11 Prepared by: Bolton & Menk, Inc. Table of Contents 2022 Street & Utility Improvements (Yorkton Ridge, Maple Ln - Jackson) St ǀ 0N1.125241 Tables Table 1 – Estimated Cost Summary – Yorkton Ridge ................................................................................ 7 Table 2 – Estimated Cost Summary – Maple Lane – Jackson Street .......................................................... 7 Table 3 – Financing Summary – Yorkton Ridge ......................................................................................... 9 Table 4 – Financing Summary – Maple Lane – Jackson Street ................................................................... 9 Exhibits Exhibit 1 – Existing Yorkton Ridge ............................................................................................................ 2 Exhibit 2 – Reclaimed Aggregate Base...................................................................................................... 3 Exhibit 3 – Existing Maple Lane ................................................................................................................ 4 Exhibit 4 – Fitting Bolt Replacement ........................................................................................................ 5 Appendix Appendix A: Figures Appendix B: Preliminary Cost Estimates Appendix C: Preliminary Assessment Roll Prepared by: Bolton & Menk, Inc. INTRODUCTION 2022 Street & Utility Improvements (Yorkton Ridge, Maple Ln - Jackson) St ǀ 0N1.125241 Page 1 I. INTRODUCTION The City of Little Canada is planning reconstruction and rehabilitation efforts on several residential and commercial streets during the 2022 construction season, in accordance with the Capital Improvement Plan. The City’s 2022 work plan includes proposed street and utility improvements to the following streets: 1. Yorkton Ridge 2. Maple Lane – Jackson Street 3. Woodlynn Avenue (detailed in a separate report) 4. Ryan Drive (detailed in a separate report) Refer to Figure 1 in Appendix A for a depiction of the project areas. This report focuses on City infrastructure improvements to the residential areas of Yorkton Ridge and Maple Lane & Jackson Street. Improvements to these streets include pavement rehabilitation, watermain improvements, storm and sanitary sewer improvements, and other improvements in accordance with the City’s Comprehensive Plan. See Figures 2A and 2B in Appendix B for maps of the existing conditions on each street, respectively. This report will review the existing conditions of each defined project area and discuss, in detail, the proposed improvements. The report will also provide preliminary cost estimates for the proposed improvements with financing for the projects coming from a combination of special assessments and the City’s Infrastructure Capital Improvement Fund. Informational meetings for each project area were held with affected property owners in attendance. There, the proposed project scope, costs, and funding sources were discussed with the opportunity for property owners to comment on the project and ask questions. Yorkton Ridge Informational Meeting This meeting was held in-person with property owners on October 20, 2021. Representatives from 5 households attended the informational presentation and open floor project discussion with staff. Those in attendance had general project-related questions and did not voice any significant concerns with the proposed project. Maple Lane – Jackson Street Informational Meeting This informational meeting was held in-person with property owners on October 20, 2021. Representatives from 5 households were in attendance for the informational presentation and open floor project discussion with staff. Property owners brought forward a few desired improvements, including addressing pavement settlement at the Maple Lane/Jackson Street curve and sewer structure settlement in the cul-de-sac. Overall, residents did not voice any significant concerns with the proposed project. If the City elects to proceed with the proposed street and utility improvements described in this report, it is anticipated that construction would begin in 2022 as detailed in the project schedule found on Page 10. Prepared by: Bolton & Menk, Inc. YORKTON RIDGE 2022 Street & Utility Improvements (Yorkton Ridge, Maple Ln - Jackson) St ǀ 0N1.125241 Page 2 II. YORKTON RIDGE Background Yorkton Ridge is an urban residential street. Annual average daily traffic (AADT) data for this road is unavailable but assumed to be less than 1,000 vehicles per day classifying it as a low-volume road. Refer to Figure 1 in Appendix A for a depiction of the project location. Over the years, Yorkton Ridge has received crack seal and sealcoat treatments in an effort to prolong the life of the pavement. Annual pavement patching has also occurred as needed. The utility infrastructure has been maintained on a routine basis since construction. Existing Conditions 1. Streets Yorkton Ridge is a bituminous roadway that measures 30 feet from face of curb to face of curb. Yorkton Ridge has surmountable concrete curb & gutter on the north and south sides. The pavement shows signs of wear and distress, including cracking and potholes, which are typical for a pavement of this age. Refer to Figure 2B in Appendix A for a depiction of the existing utility infrastructure. 2. Watermain The existing watermain is an 8-inch diameter ductile iron pipe that extends west from Condit Street before terminating at the cul-de-sac fire hydrant. The water system has performed well, and there are no known deficiencies with the system. Based on the age, type, and positive performance of the watermain, the useful life of the system is expected to outlast the pavement improvements described in this report. 3. Sanitary Sewer The existing sanitary system is an 8-inch diameter vitrified clay pipe (VCP) which conveys wastewater west before connecting to the Metropolitan Council interceptor line that runs along Waterworks Trail. City maintenance staff have noted no known deficiencies with the sanitary sewer system. Bolton and Menk staff reviewed each of the sanitary sewer structures within the project area. The structures are precast and in good to very good condition. Based on the system’s age, material, and positive performance, the useful life of the sanitary system is expected to outlast the pavement improvements described in this report. 4. Storm Sewer The existing storm sewer system is composed of reinforced concrete pipe (RCP) varying in size from 12-inch diameter to 18-inch diameter. Stormwater is conveyed to five catch basins along existing curb & gutter before traveling northwest through the pipe network and outletting to a detention pond northwest of the cul-de-sac. City maintenance staff have noted no known deficiencies with the storm sewer system. Bolton and Menk staff reviewed each of the storm sewer structures within the project area. The structures are precast and overall are in good condition with the exception of Exhibit 1 – Existing Yorkton Ridge Prepared by: Bolton & Menk, Inc. YORKTON RIDGE 2022 Street & Utility Improvements (Yorkton Ridge, Maple Ln - Jackson) St ǀ 0N1.125241 Page 3 the block-construction high capacity catch basin located in the cul-de-sac. Replacement of this structure and minor improvements to the other catch basins will ensure the system outlasts the pavement improvements proposed in this report. Proposed Improvements 1. Street Improvements Based on the pavement age and current distresses, the proposed street improvement for Yorkton Ridge is a full depth reclamation (FDR). A depiction of the proposed street and utility improvements is shown in Figure 3B in Appendix A. Current pavement distress patterns indicate surface-level wear but no significant deterioration of the roadway base. Full depth reclamation is a cost-effective rehabilitation method that grinds the top 10- 12 inches of existing bituminous pavement and aggregate base into a new aggregate that creates an improved foundation for 4 inches of new bituminous pavement. In addition to pavement reclamation, curb and gutter that is cracked, weathered, or heaved will be removed and replaced with new curb and gutter. This improves stormwater conveyance to catch basins and prevents the intrusion of stormwater into the roadway base. 2. Watermain Improvements The existing ductile iron watermain is in good condition and is proposed to be left in place. However, inspection and replacement of existing bolts at gate valves, hydrants, and mainline fittings is proposed. These features are typically the first to fail in the water system and proactive replacement of these bolts would limit the number of leaks and watermain breaks 3. Sanitary Sewer Improvements The existing sanitary sewer network is in good condition and is proposed to be left in place. Existing sanitary sewer manholes in the pavement will receive new castings and be adjusted to the new pavement elevation. New castings will also be fitted with exterior chimney seals to prevent inflow and infiltration (I/I). 4. Storm Sewer Improvements Overall, the existing storm sewer system is in good condition and proposed to be left in place. However, it is proposed that the high-capacity catch basin in the cul-de-sac be replaced with a precast structure that meets current City standards. Remaining catch basins will receive new castings and I/I barriers along with minor repairs to inverts and doghouses. 5. Water Quality Improvements Rehabilitation of Yorkton Ridge will not trigger Ramsey-Washington Metro Watershed District (RWMWD) stormwater improvements. However, residents will be given the opportunity during final design to opt into the City’s rain garden program. Any raingardens installed would be credited by the watershed towards other or future street improvement projects that trigger stormwater improvements. Exhibit 2 – Reclaimed Aggregate Base Prepared by: Bolton & Menk, Inc. MAPLE LANE – JACKSON STREET 2022 Street & Utility Improvements (Yorkton Ridge, Maple Ln - Jackson) St ǀ 0N1.125241 Page 4 III. MAPLE LANE – JACKSON STREET Background Maple Lane and Jackson Street are urban residential streets. Annual average daily traffic (AADT) data for these streets is unavailable, but it is assumed to be less than 1,000 vehicles per day, classifying it as a low-volume road. Refer to Figure 1 in Appendix A for a depiction of the project location. Historically, Maple Lane and Jackson Street have received periodic crack seal and sealcoat treatment to prolong the life of the pavement. Additionally, annual pavement patching efforts have supported these pavement management practices on an as-needed basis. Similar maintenance on City utility infrastructure has occurred on the streets since their construction. Existing Conditions 1. Streets Maple Lane and Jackson Street are bituminous roadways that measure 30 feet from face of curb to face of curb. Surmountable concrete curb & gutter abut the bituminous pavement on both sides of the streets. Surface-level pavement wear and distresses, including oxidation and cracking, indicate age- related deterioration of the pavement surface. However, current pavement distresses do not indicate significant deterioration of the aggregate base and subbase of the roadway. 2. Watermain The existing watermain is a 6-inch diameter ductile iron pipe which extends north along Jackson Street before routing west along Maple Lane and terminating at the cul-de-sac fire hydrant. The water system has performed well, and there are no known deficiencies within the system. Based on the age, type, and positive performance of the watermain, the useful life of the system is expected to outlast the pavement improvements detailed in this report. 3. Sanitary Sewer The existing sanitary system is an 8-inch diameter vitrified clay pipe (VCP) that conveys wastewater north along Jackson Street and west to the Maple Lane cul-de-sac before continuing north through a utility easement. City maintenance personnel have noted no known deficiencies within the existing sanitary system. Additionally, Bolton and Menk staff reviewed each sanitary sewer structure within the project area. The structures are precast and found to be in good to very good condition. Based on the age, material, and historical performance, the sanitary sewer system is anticipated to outlast the pavement improvements described in this report. 4. Storm Sewer The existing stormwater infrastructure in the project area is confined to the west half of Maple Lane and is composed of reinforced concrete pipe (RCP) ranging in size from 12-inch diameter to 18-inch diameter. Stormwater west of the high point located along the curve of Maple Lane and Jackson Street is conveyed west by curb and gutter to one of four catch basins. All stormwater entering the Maple Lane system then Exhibit 3 – Existing Maple Lane Prepared by: Bolton & Menk, Inc. MAPLE LANE – JACKSON STREET 2022 Street & Utility Improvements (Yorkton Ridge, Maple Ln - Jackson) St ǀ 0N1.125241 Page 5 passes through an additional storm manhole before outletting to a detention pond north of the cul-de-sac. All stormwater east of the high point along Jackson Street is conveyed south via curb and gutter to another storm sewer system. City maintenance personnel have noted that there are no known deficiencies with the storm sewer system. Bolton and Menk evaluated each of the storm sewer structures within the project area. The structures are precast and found to be in fair to good condition. Overall, following minor rehabilitation to existing structures, the storm sewer system is expected to outlast the proposed pavement improvements. Proposed Improvements 1. Street Improvements Based upon the pavement age and distresses, the proposed street improvement for Maple Lane - Jackson Street is a full depth reclamation (FDR). A depiction of the proposed street and utility improvements is shown in Figure 3A in Appendix A. Current pavement distress patterns indicate surface-level wear but no significant deterioration of the roadway base. Full depth reclamation is a cost-effective rehabilitation method that grinds the top 10-12 inches of existing bituminous pavement and aggregate base into a new aggregate that creates an improved foundation for 4 inches of new bituminous pavement. In addition to pavement reclamation, curb and gutter that is cracked, weathered, or heaved will be removed and replaced with new curb and gutter. This improves stormwater conveyance to catch basins and prevents the intrusion of stormwater into the roadway base. 2. Watermain Improvements The existing ductile iron watermain is in good condition and is proposed to be left in place. Similarly, existing water services are proposed to be left in place. However, pavement rehabilitation provides an advantageous opportunity to perform preventative maintenance on the system before the new pavement is constructed. Bolted connections at gate valves, hydrants, and mainline fittings are typically the features that fail first within the water system. Inspection and replacement of bolts at these critical locations is a proactive way to limit leaks and breaks in the system beneath the new pavement. 3. Sanitary Sewer Improvements The existing sanitary sewer network is in good condition and is proposed to be left in place. In conjunction with the pavement rehabilitation, each sanitary sewer structure within the pavement will receive a new casting and adjustment to the new pavement elevation. New castings will also be fitted with exterior chimney seals to prevent I/I. Any necessary mud repairs to benches and inverts will also be performed at this time. 4. Storm Sewer Improvements The existing storm sewer system is generally in good condition and is proposed to be left in place. Routine repairs to catch basins will repair deteriorating doghouses and Exhibit 4 – Fitting Bolt Replacement Prepared by: Bolton & Menk, Inc. MAPLE LANE – JACKSON STREET 2022 Street & Utility Improvements (Yorkton Ridge, Maple Ln - Jackson) St ǀ 0N1.125241 Page 6 inverts. The manhole structure located in the cul-de-sac pavement will receive a new casting and I/I barrier before being adjusted to the new pavement elevation. 5. Water Quality Improvements Rehabilitation of Maple Lane & Jackson Street will not trigger Ramsey-Washington Metro Watershed District (RWMWD) stormwater improvements. However, residents will be given the opportunity during final design to opt into the City’s rain garden program. Any raingardens installed would be credited by the watershed towards other or future street improvement projects that trigger stormwater improvements. Prepared by: Bolton & Menk, Inc. ESTIMATED COSTS 2022 Street & Utility Improvements (Yorkton Ridge, Maple Ln - Jackson) St ǀ 0N1.125241 Page 7 IV. ESTIMATED COSTS The estimated project cost to complete the improvements proposed herein are presented below. These costs include estimated construction costs, a 10% contingency, 18% engineering, and allowances for geotechnical investigations. These cost estimates are based upon public construction cost information. Since the consultant has no control over the cost of labor, materials, competitive bidding process, weather conditions, and other factors affecting the cost of construction, all cost estimates are opinions for general information of the client and no warranty or guarantee as to the accuracy of construction cost estimates is made. It is recommended that costs for project financing should be based upon actual, competitive bid prices with reasonable contingencies. Yorkton Ridge Table 1 – Estimated Cost Summary – Yorkton Ridge (See Appendix B for Detailed Cost Estimate) Item Total Estimated Cost Street $220,402 Sanitary Sewer $13,305 Watermain $41,276 Storm Sewer $27,193 Total $302,176 Maple Lane – Jackson Street Table 2 – Estimated Cost Summary – Maple Lane – Jackson Street (See Appendix B for Detailed Cost Estimate) Item Total Estimated Cost Street $251,522 Sanitary Sewer $13,889 Watermain $26,479 Storm Sewer $7,820 Total $299,710 Prepared by: Bolton & Menk, Inc. FINANCING 2022 Street & Utility Improvements (Yorkton Ridge, Maple Ln - Jackson) St ǀ 0N1.125241 Page 8 V. FINANCING Street: The City’s Assessment Policy for rehabilitated urban streets outlines that 50% of street rehabilitation costs, including any cost associated with the repair of curb and gutter, shall be assessed to the benefited properties. The special assessment policy includes special provisions for corner lots, commercial properties, lots that have already been assessed, and minimum/maximum front footages; notes and adjustments for these parcels are listed in the Assessment Rolls in Appendix C. The remaining street costs will be funded using the City’s Infrastructure Capital Improvement Fund. Yorkton Ridge is recommended to be assessed on a per unit basis due to the similar size and use of the properties being assessed. As such, parcels are assigned a unit value, adjusted in accordance with the special provisions described above. The total assessable cost is then divided among the total units and assigned to each benefiting parcel according to its unit value. Maple Lane – Jackson Street is recommended to be assessed on a per unit basis due to the similar size and use of the properties being assessed. As such, parcels are assigned a unit value, adjusted in accordance with the special provisions described above. The total assessable cost is then divided among the total units and assigned to each benefiting parcel according to its unit value. Water, Sewer, and Storm: This project includes only minor water, sanitary, and storm sewer repairs. As such, in accordance with the City’s Special Assessment Policy, water, sanitary, and storm sewer improvements will not be assessed. Instead, they will be funded by the City’s Infrastructure Capital Improvement Fund. Special Assessment – Street Costs Assessed The unit assessments discussed below are estimates. At the conclusion of construction, City staff will tabulate actual/final construction costs and use those costs as the basis for the levied assessments. An Assessment Hearing will be held by the City Council to share these costs with the residents. 1. Yorkton Ridge A per unit assessment method is being utilized for Yorkton Ridge due to the consistency of adjacent property sizes and uses. The estimated per policy assessments for street improvements are: • Unit Assessment Rate $4,750.00 Appendix C identifies the Assessment Roll and benefiting properties. 2. Maple Lane – Jackson Street A per unit assessment method is being utilized for Maple Lane – Jackson Street due to the consistency of adjacent property sizes and uses. The estimated per policy assessments for street improvements are: • Unit Assessment Rate $3,810.00 Appendix C identifies the Assessment Roll and benefiting properties. Prepared by: Bolton & Menk, Inc. FINANCING 2022 Street & Utility Improvements (Yorkton Ridge, Maple Ln - Jackson) St ǀ 0N1.125241 Page 9 Financing Summary The financing summaries shown below are based on the City’s Special Assessment Policy as described in the previous sections. Table 3 – Financing Summary – Yorkton Ridge Location Total Estimated Cost Infrastructure Capital Improvement Fund Assessments Street $220,401 $110,201 $110,200 Sanitary Sewer $13,305 $13,305 $0 Watermain $41,276 $41,276 $0 Storm Sewer $27,193 $27,193 $0 $302,175 $191,975 $110,200 Table 4 – Financing Summary – Maple Lane – Jackson Street Location Total Estimated Cost Infrastructure Capital Improvement Fund Assessments Street $251,522 $129,602 $121,920 Sanitary Sewer $13,889 $13,889 $0 Watermain $26,479 $26,479 $0 Storm Sewer $7,820 $7,820 $0 $299,710 $177,790 $121,920 Prepared by: Bolton & Menk, Inc. PROJECT SCHEDULE 2022 Street & Utility Improvements (Yorkton Ridge, Maple Ln - Jackson) St ǀ 0N1.125241 Page 10 VI. PROJECT SCHEDULE The proposed project schedule is shown below: Neighborhood Informational Meetings ............................................................... October 20, 2021 Receive Feasibility Report, Call for Improvement Hearing* ............................ November 17, 2021 Mail Improvement Hearing Notice .................................................................. November 18, 2021 Advertise Improvement Hearing in Pioneer Press Newspaper ................... December 2 and 9, 2021 Improvement Hearing, Order Plans and Specifications* ................................. December 15, 2021 Approve Plans and Specifications, Authorize Bidding* ....................................... January 12, 2022 Bid Opening ..................................................................................................... February 15, 2022 Receive Bids and Award Project * .................................................................... February 23, 2022 Begin Construction ....................................................................................................... May 2022 Final Completion ...................................................................................................... August 2022 Advertise Assessment Hearing in Pioneer Press Newspaper ........................... September 15, 2022 Mail Assessment Hearing Notice ................................................................... September 15, 2022 Assessment Hearing* ........................................................................................... October 5, 2022 * Denotes Council action items Prepared by: Bolton & Menk, Inc. EASEMENTS AND PERMITS 2022 Street & Utility Improvements (Yorkton Ridge, Maple Ln - Jackson) St ǀ 0N1.125241 Page 11 VII. EASEMENTS AND PERMITS It is expected that all the proposed improvements will be limited to the existing City right-of-way and easements. No additional right-of-way, easements, or permits would be required for construction of these improvements. VIII. CONCLUSION From an engineering standpoint, this project as proposed is feasible, cost effective, and necessary. It can best be accomplished by letting competitive bids for the work under one contract in order to complete the work in an orderly and efficient manner. The City will have to determine the economic feasibility of the proposed improvements. Appendix A: Figures RESTORATION LIMITS INTERSTATE 35E County Road CLittle Canada Road Edgerton StreetMaple Lane and Jackson Street Yorkton Ridge Rice StreetLittle Canada R o a d Woodlynn Ave Ryan Drive H:\LTCANADA_CI_MN\0N1125241\CAD\C3D\FIGR-125241-Location Maps.dwg 11/9/2021 8:03:25 AMR 2022 Street Improvements Little Canada, MN Figure 1: Project Locations November 2021 LEGEND PROJECT LOCATIONS MUNICIPAL BOUNDARY FEETSCALE 0 400 800 HORZ. R © 2021 Microsoft Corporation © 2021 Maxar ©CNES (2021) Distribution Airbus DS S S S S SS S SS S S S S S S S S S S >>> > > > > > > > > > > >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> >>>>>>>>>> > > > > > >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>D D D D D D D D D D D D >>>>>>>>>>>>>>>>>>>> >> >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>lllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllll l l l l l l l llll lllllllllllll l l l l l l l l llll ll l MH-614 MH-302 MH-221MH-201 8" VCP CB-250 CB-225 CB-224 MH-196 MH-59 MH-384 MH-121 6" DIP 6" DIP6" DIP6" DIP8" VCP 8" VCP8" VCPCB-252 12" RCP 15" RCP 12" RCP 18" RCP 1 8 " R C P #35 #27 #28 #32 #36 #40 #42 #48 #54 #62 #68 #72 #78 #84 #92 #96 #39 #41 #47 #53 #59 #65 #71 #77 #83 #91 #97 #2902 #2884 #2876 #2874 #2875 #110 Jackson StMaple Lane H:\LTCANADA_CI_MN\0N1125241\CAD\C3D\FIGR-125241-Existing Conditions.dwg 10/16/2021 11:29:53 AMR 2022 Street Improvements Little Canada, MN Figure 2A: Maple Lane & Jackson Street - Existing Conditions November 2021 FEETSCALE 0 50 100 HORZ. R LEGEND EXISTING SANITARY SEWER WATERMAIN STORM SEWER >> l l >> © 2021 Microsoft Corporation © 2021 Maxar ©CNES (2021) Distribution Airbus DS S S S S S S S S S S S S S S S S S S S S S >>>>>>>>>>>>> > > > > > > > > > > > > > > > > > > > > > > > >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>D DD D D D D D D D D D DD >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> > > > >>>>>>>>>>>>>>>>lllllllllllllllllllllllllllllllllllllllllllllllllllll l l l l l l l l l l l llllllllllllllllllllllllllllllllllll l l l l l l l l l l CB-197 CB-182 CB-175 CB-162 CB-145 MH-383 8" DIP 8" DIP 6" DIP 6" DIP8" DIP12 " R C P 15" RCP 1 5 " R C P 1 8 " R C P 8" DIPConcetta Way#2902 #2884 #111 #101 #100 #110 #120 #130 #140 #150 #160 #170 #180 #190 #200 #2921 Address Unassigned #191#181 #171 #161#151#141#131 #121 Address Unassigned Condit StJackson StYorkton Ridge MH-338 MH-323 MH-253MH-142 MH-116 MH-803 MH-302 8" VCP8" VCP 8" VCP 8" VCP8" VCP 8 " V C P H:\LTCANADA_CI_MN\0N1125241\CAD\C3D\FIGR-125241-Existing Conditions.dwg 11/9/2021 7:57:36 AMR 2022 Street Improvements Little Canada, MN Figure 2B: Yorkton Ridge - Existing Conditions November 2021 FEETSCALE 0 50 100 HORZ. R LEGEND EXISTING SANITARY SEWER WATERMAIN STORM SEWER >> l l >> © 2021 Microsoft Corporation © 2021 Maxar ©CNES (2021) Distribution Airbus DS S S S S SS S SS S S S S S S S S S S >>> > > > > > > > > > > >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> >>>>>>>>>> > > > > > >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>D D D D D D D D D D D D >>>>>>>>>>>>>>>>>>>> >> >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>lllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllll l l l l l l l llll lllllllllllll l l l l l l l l llll ll l #35 #27 #28 #32 #36 #40 #42 #48 #54 #62 #68 #72 #78 #84 #92 #96 #39 #41 #47 #53 #59 #65 #71 #77 #83 #91 #97 #2902 #2884 #2876 #2874 #2875 #110 Jackson StMaple Lane CB-250 CB-225 CB-224 MH-59 MH-384 6" DIP 6" DIP6" DIP6" DIPCB-252 12" RCP 15" RCP 12" RCP 18" RCP 1 8 " R C P MH-614 MH-302 MH-221MH-201 8" VCPMH-196 MH-121 8" VCP 8" VCP8" VCPH:\LTCANADA_CI_MN\0N1125241\CAD\C3D\FIGR-125241-Proposed Improvements.dwg 10/16/2021 3:06:08 PMR 2022 Street Improvements Little Canada, MN Figure 3A: Maple Lane & Jackson Street - Proposed Improvements November 2021 FEETSCALE 0 50 100 HORZ. R LEGEND EXISTING PROPOSED SANITARY SEWER WATERMAIN STORM SEWER BITUMINOUS (RECLAMATION) BITUMINOUS (RECONSTRUCTION) CONCRETE PAVEMENT CURB AND GUTTER >>S > l l l l >>>>D S © 2021 Microsoft Corporation © 2021 Maxar ©CNES (2021) Distribution Airbus DS Concetta Way#2902 #2884 #111 #101 #100 #110 #120 #130 #140 #150 #160 #170 #180 #190 #200 #2921 Address Unassigned #191#181 #171 #161#151#141#131 #121 Address Unassigned Condit StJackson StYorkton Ridge S S S S S S S S S S S S S S S S S S S S S >>>>>>>>>>>>> > > > > > > > > > > > > > > > > > > > > > > > >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>D DD D D D D D D D D D DD >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> > > > >>>>>>>>>>>>>>>>lllllllllllllllllllllllllllllllllllllllllllllllllllll l l l l l l l l l l l llllllllllllllllllllllllllllllllllll l l l l l l l l l l CB-197 CB-182 CB-175 CB-162 CB-145 MH-383 12 " R C P 15" RCP 1 5 " R C P 1 8 " R C P 8" DIP 8" DIP 6" DIP 6" DIP8" DIP8" DIPMH-338 MH-323 MH-253MH-142 MH-116 MH-803 MH-302 8" VCP8" VCP 8" VCP 8" VCP8" VCP 8 " V C P H:\LTCANADA_CI_MN\0N1125241\CAD\C3D\FIGR-125241-Proposed Improvements.dwg 11/9/2021 7:55:45 AMR 2022 Street Improvements Little Canada, MN Figure 3B: Yorkton Ridge - Proposed Improvements November 2021 FEETSCALE 0 50 100 HORZ. R LEGEND EXISTING PROPOSED SANITARY SEWER WATERMAIN STORM SEWER BITUMINOUS (RECLAMATION) BITUMINOUS (RECONSTRUCTION) CONCRETE PAVEMENT CURB AND GUTTER >>S > l l l l >>>>D S Appendix B: Preliminary Cost Estimates CITY OF LITTLE CANADA 2022 STREET IMPROVEMENTS - MAPLE LANE & JACKSON STREET PRELIMINARY COST ESTIMATE CITY PROJECT NUMBER: BMI PROJECT NUMBER: 0N1.125241 11/9/2021 QUANTITY AMOUNT 1 2021.501 MOBILIZATION LS $11,000.00 1 $11,000.00 2 2104.503 REMOVE CURB & GUTTER (SPOT REPAIR) LF $11.00 520 $5,720.00 3 2104.504 REMOVE BITUMINOUS DRIRVEWAY PAVEMENT SY $15.00 50 $750.00 4 2104.504 REMOVE CONCRETE DRIVEWAY PAVEMENT SY $20.00 10 $200.00 5 2105.604 FINISH GRADING SY $2.00 4240 $8,480.00 6 2105.607 SUBGRADE EXCAVATION (SPOT CORRECTION) CY $30.00 150 $4,500.00 7 2105.607 SUBGRADE CORRECTION - CLASS 5 CY $30.00 150 $4,500.00 8 2130.501 WATER MGAL $35.00 50 $1,750.00 9 2215.504 FULL DEPTH RECLAMATION SY $5.00 4240 $21,200.00 10 2232.604 EDGE MILL BITUMINOUS SURFACE SY $20.00 10 $200.00 11 2331.603 JOINT ADHESIVE (MASTIC)LF $0.65 2590 $1,683.50 12 2357.506 BITUMINOUS MATERIAL FOR TACK COAT GAL $3.50 300 $1,050.00 13 2360.509 TYPE SP 9.5 WEARING COURSE MIXTURE (3,C) TON $85.00 590 $50,150.00 14 2360.509 TYPE SP 9.5 WEARING COURSE MIXTURE (2,E), DRIVEWAY TON $200.00 10 $2,000.00 15 2360.509 TYPE SP 12.5 NON WEARING COURSE MIXTURE (3,C) TON $80.00 590 $47,200.00 16 2531.503 CONCRETE CURB & GUTTER - SURMOUNTABLE (HAND POUR) LF $30.00 520 $15,600.00 17 2531.504 6" CONCRETE DRIVEWAY PAVEMENT SY $120.00 10 $1,200.00 18 2563.601 TRAFFIC CONTROL LS $3,500.00 1 $3,500.00 19 2573.501 EROSION CONTROL SUPERVISOR LS $2,500.00 1 $2,500.00 20 2573.501 STABILIZED CONSTRUCTION EXIT LS $1,300.00 1 $1,300.00 21 2573.502 STORM DRAIN INLET PROTECTION EACH $225.00 7 $1,575.00 22 2575.504 FILTER TOPSOIL BORROW (LV)CY $50.00 25 $1,250.00 23 2575.604 FLEXTERRA HYDROMULCH, SEED MIX 25-151, FERTILIZER SY $3.00 230 $690.00 $187,999 $18,800 $206,798 $37,224 GEOTECHNICAL $7,500 $251,522 MAPLE LANE & JACKSON STREET PART 1: STREETS - CONSTRUCTION TOTAL +18% ENGINEERING PART 1: STREETS - PROJECT TOTAL UNIT COST PART 1: STREETS PART 1: STREETS - CONSTRUCTION SUBTOTAL +10% CONTINGENCY ITEM NO.MNDOT SPEC.NO DESCRIPTION NOTES UNIT CITY OF LITTLE CANADA 2022 STREET IMPROVEMENTS - MAPLE LANE & JACKSON STREET PRELIMINARY COST ESTIMATE CITY PROJECT NUMBER: BMI PROJECT NUMBER: 0N1.125241 11/9/2021 QUANTITY AMOUNT MAPLE LANE & JACKSON STREETUNIT COSTITEM NO.MNDOT SPEC.NO DESCRIPTION NOTES UNIT 24 2104.502 REMOVE FRAME AND RING CASTING (SANITARY) EACH $350.00 4 $1,400.00 25 2503.603 RECONSTRUCT SANITARY MANHOLE LF $500.00 5 $2,500.00 26 2506.602 NEW RINGS AND CASTING (SANITARY)EACH $1,250.00 4 $5,000.00 27 2506.602 CHIMNEY SEAL (INFI-SHIELD)EACH $450.00 4 $1,800.00 $10,700 $1,070 $11,770 $2,119 $13,889 28 2504.602 REMOVE AND REPLACE HYDRANT & VALVE BOLTS EACH $1,500.00 3 $4,500.00 29 2504.602 REMOVE AND REPLACE FITTING BOLTS EACH $1,500.00 7 $10,500.00 30 2504.602 REMOVE & REPLACE GATE VALVE BOX EACH $1,800.00 3 $5,400.00 $20,400 $2,040 $22,440 $4,039 $26,479 +10% CONTINGENCY PART 2: SANITARY SEWER PART 2: SANITARY SEWER - CONSTRUCTION SUBTOTAL +10% CONTINGENCY PART 2: SANITARY SEWER - CONSTRUCTION TOTAL +18% ENGINEERING PART 2: SANITARY SEWER - PROJECT TOTAL PART 3: WATERMAIN PART 3: WATERMAIN - CONSTRUCTION SUBTOTAL PART 3: WATERMAIN- CONSTRUCTION TOTAL +18% ENGINEERING PART 3: WATERMAIN - PROJECT TOTAL CITY OF LITTLE CANADA 2022 STREET IMPROVEMENTS - MAPLE LANE & JACKSON STREET PRELIMINARY COST ESTIMATE CITY PROJECT NUMBER: BMI PROJECT NUMBER: 0N1.125241 11/9/2021 QUANTITY AMOUNT MAPLE LANE & JACKSON STREETUNIT COSTITEM NO.MNDOT SPEC.NO DESCRIPTION NOTES UNIT 31 2104.502 REMOVE CASTING & RINGS (STORM)EACH $350.00 1 $350.00 32 2503.602 2'X3' CB RING SEAL (FLEX-SEAL)LF $850.00 3 $2,550.00 33 2506.602 CHIMNEY SEAL (INFI-SHIELD)EACH $450.00 1 $450.00 34 2506.602 REPAIR DRAINAGE STRUCTURE EACH $475.00 3 $1,425.00 35 2506.602 NEW RINGS AND CASTING (STORM)EACH $1,250.00 1 $1,250.00 $6,025 $603 $6,628 $1,193 $7,820 PROJECT SUBTOTALS (CONSTRUCTION & CONTINGENCY) PART "1" - STREETS $206,798 PART "2" - SANITARY SEWER $11,770 PART "3" - WATERMAIN $22,440 PART "4" - STORM SEWER $6,628 CONSTRUCTION TOTAL $247,636 ENGINEERING $44,574 GEOTECHNICAL $7,500 PROJECT TOTAL $299,710 PART 4: STORM SEWER - CONSTRUCTION TOTAL +18% ENGINEERING PART 4: STORM SEWER - PROJECT TOTAL PART 4: STORM SEWER PART 4: STORM SEWER - CONSTRUCTION SUBTOTAL +10% CONTINGENCY CITY OF LITTLE CANADA 2022 STREET IMPROVEMENTS - YORKTON RIDGE PRELIMINARY COST ESTIMATE BMI PROJECT NUMBER: 0N1.125241 11/9/2021 QUANTITY AMOUNT 1 2021.501 MOBILIZATION LS $11,000.00 1 $11,000.00 2 2104.503 REMOVE CURB & GUTTER (SPOT REPAIR) LF $11.00 430 $4,730.00 3 2104.504 REMOVE BITUMINOUS DRIRVEWAY PAVEMENT SY $15.00 30 $450.00 4 2104.504 REMOVE CONCRETE DRIVEWAY PAVEMENT SY $20.00 10 $200.00 5 2105.604 FINISH GRADING SY $2.00 3630 $7,260.00 6 2105.607 SUBGRADE EXCAVATION (SPOT CORRECTION) CY $30.00 130 $3,900.00 7 2105.607 SUBGRADE CORRECTION - CLASS 5 CY $30.00 130 $3,900.00 8 2130.501 WATER MGAL $35.00 40 $1,400.00 9 2215.504 FULL DEPTH RECLAMATION SY $5.00 3630 $18,150.00 10 2232.604 EDGE MILL BITUMINOUS SURFACE SY $20.00 60 $1,200.00 11 2331.603 JOINT ADHESIVE (MASTIC)LF $0.65 2136 $1,388.40 12 2357.506 BITUMINOUS MATERIAL FOR TACK COAT GAL $3.50 260 $910.00 13 2360.509 TYPE SP 9.5 WEARING COURSE MIXTURE (3,C) TON $85.00 506 $43,010.00 14 2360.509 TYPE SP 9.5 WEARING COURSE MIXTURE (2,E), DRIVEWAY TON $200.00 6 $1,200.00 15 2360.509 TYPE SP 12.5 NON WEARING COURSE MIXTURE (3,C) TON $80.00 506 $40,480.00 16 2531.503 CONCRETE CURB & GUTTER - SURMOUNTABLE (HAND POUR) LF $30.00 425 $12,750.00 17 2531.504 6" CONCRETE DRIVEWAY PAVEMENT SY $120.00 10 $1,200.00 18 2563.601 TRAFFIC CONTROL LS $3,500.00 1 $3,500.00 19 2573.501 EROSION CONTROL SUPERVISOR LS $2,500.00 1 $2,500.00 20 2573.501 STABILIZED CONSTRUCTION EXIT LS $1,300.00 1 $1,300.00 21 2573.502 STORM DRAIN INLET PROTECTION EACH $225.00 9 $2,025.00 22 2575.504 FILTER TOPSOIL BORROW (LV)CY $50.00 20 $1,000.00 23 2575.604 FLEXTERRA HYDROMULCH, SEED MIX 25-151, FERTILIZER SY $3.00 190 $570.00 $164,023 $16,402 $180,426 $32,477 GEOTECHNICAL $7,500 $220,402 24 2104.502 REMOVE FRAME AND RING CASTING (SANITARY) EACH $350.00 5 $1,750.00 25 2506.602 NEW RINGS AND CASTING (SANITARY) EACH $1,250.00 5 $6,250.00 26 2506.602 CHIMNEY SEAL (INFI-SHIELD)EACH $450.00 5 $2,250.00 $10,250 $1,025 $11,275 $2,030 $13,305 PART 1: STREETS - PROJECT TOTAL ITEM NO.MNDOT SPEC.NO DESCRIPTION NOTES UNIT UNIT COST YORKTON RIDGE PART 1: STREETS +10% CONTINGENCY PART 1: STREETS - CONSTRUCTION TOTAL +18% ENGINEERING PART 1: STREETS - CONSTRUCTION SUBTOTAL PART 2: SANITARY SEWER PART 2: SANITARY SEWER - CONSTRUCTION SUBTOTAL +10% CONTINGENCY PART 2: SANITARY SEWER - CONSTRUCTION TOTAL +18% ENGINEERING PART 2: SANITARY SEWER - PROJECT TOTAL CITY OF LITTLE CANADA 2022 STREET IMPROVEMENTS - YORKTON RIDGE PRELIMINARY COST ESTIMATE BMI PROJECT NUMBER: 0N1.125241 11/9/2021 QUANTITY AMOUNT ITEM NO.MNDOT SPEC.NO DESCRIPTION NOTES UNIT UNIT COST YORKTON RIDGE 27 2504.602 REMOVE AND REPLACE GATE VALVE BOLTS EACH $1,500.00 3 $4,500.00 28 2504.602 REMOVE AND REPLACE HYDRANT & VALVE BOLTS EACH $1,500.00 3 $4,500.00 29 2504.602 REMOVE AND REPLACE FITTING BOLTS EACH $1,500.00 8 $12,000.00 30 2504.602 REMOVE & REPLACE GATE VALVE BOX EACH $1,800.00 6 $10,800.00 $31,800 $3,180 $34,980 $6,296 $41,276 31 2104.502 REMOVE CASTING & RINGS (STORM)EACH $350.00 4 $1,400.00 32 2104.502 REMOVE DRAINAGE STRUCTURE EACH $550.00 1 $550.00 33 2104.503 REMOVE SEWER PIPE (STORM)LF $25.00 16 $400.00 34 2503.503 12" RC PIPE SEWER CL V LF $100.00 16 $1,600.00 35 2503.602 2'X3' CB RING SEAL (FLEX-SEAL)LF $850.00 5 $4,250.00 36 2503.602 CONNECT TO EXISTING STORM SEWER EACH $1,500.00 2 $3,000.00 37 2506.602 CONST DRAINAGE STRUCTURE DESIGN 4' EACH $3,500.00 1 $3,500.00 38 2506.602 NEW RINGS AND CASTING (STORM)EACH $1,250.00 5 $6,250.00 $20,950 $2,095 $23,045 $4,148 $27,193 PROJECT SUBTOTALS (CONSTRUCTION & CONTINGENCY) PART "1" - STREETS $180,426 PART "2" - SANITARY SEWER $11,275 PART "3" - WATERMAIN $34,980 PART "4" - STORM SEWER $23,045 CONSTRUCTION TOTAL $249,726 ENGINEERING $44,951 GEOTECHNICAL $7,500 PROJECT TOTAL $302,176 PART 3: WATERMAIN - PROJECT TOTAL PART 3: WATERMAIN PART 3: WATERMAIN - CONSTRUCTION SUBTOTAL +10% CONTINGENCY PART 3: WATERMAIN- CONSTRUCTION TOTAL +18% ENGINEERING PART 4: STORM SEWER PART 4: STORM SEWER - CONSTRUCTION SUBTOTAL +10% CONTINGENCY PART 4: STORM SEWER - CONSTRUCTION TOTAL +18% ENGINEERING PART 4: STORM SEWER - PROJECT TOTAL Appendix C: Preliminary Assessment Roll PARCEL 4PID: 06292224002684 MAPLE LNPARCEL 5PID: 06292224002778 MAPLE LNPARCEL 6PID: 06292224002872 MAPLE LNPARCEL 7PID: 06292224002968 MAPLE LNPARCEL 3PID: 06292224002592 MAPLE LNPARCEL 2PID: 06292224002496 MAPLE LNPARCEL 8PID: 06292224003062 MAPLE LNPARCEL 9PID: 06292224003154 MAPLE LNPARCEL 10PID: 06292224003248 MAPLE LNPARCEL 11PID: 06292224003342 MAPLE LNPARCEL 12PID: 06292224003440 MAPLE LNPARCEL 13PID: 06292224003536 MAPLE LNPARCEL 19PID: 06292224004141 MAPLE LNPARCEL 14PID: 06292224003632 MAPLE LNPARCEL 20PID: 06292224004247 MAPLE LNPARCEL 21PID: 06292224004353 MAPLE LNPARCEL 22PID: 06292224004459 MAPLE LNPARCEL 23PID: 06292224004565 MAPLE LNPARCEL 24PID: 06292224004671 MAPLE LNPARCEL 25PID: 06292224004777 MAPLE LNPARCEL 26PID: 06292224004883 MAPLE LNPARCEL 27PID: 06292224004991 MAPLE LNPARCEL 28PID: 06292224005097 MAPLE LNPARCEL 1 PID: 062922310026 2875 JACKSON ST PARCEL 15 PID: 062922240037 28 MAPLE LN PARCEL 16 PID: 062922240038 27 MAPLE LN PARCEL 17 PID: 062922240039 35 MAPLE LN PARCEL 18 PID: 062922240040 39 MAPLE LN PARCEL 30 PID: 062922130004 2902 JACKSON ST PARCEL 31 PID: 062922130041 2884 JACKSON ST PARCEL 32 PID: 062922420001 2876 JACKSON ST PARCEL 33 PID: 062922420002 2874 JACKSON STPARCEL 29PID: 0629222400510 MAPLE LNMaple Lane Jackson StreetH:\LTCANADA_CI_MN\0N1125241\CAD\C3D\FIGR-125241-Assessment Figures.dwg 10/16/2021 11:12:34 AMR 2022 Street Improvements Little Canada, MN Maple Lane & Jackson Street - Assessable Properties November 2021 FEETSCALE 0 50 100 HORZ. LEGEND IMPROVED STREET ASSESSABLE PROPERTIES R Total Units Unit Assessment 33.0 $3,810.00 Parcel #Parcel ID Site Address Units Unit Assessment Note 16 062922240038 27 MAPLE LN 1 $3,810.00 17 062922240039 35 MAPLE LN 1 $3,810.00 18 062922240040 39 MAPLE LN 1 $3,810.00 19 062922240041 41 MAPLE LN 1 $3,810.00 20 062922240042 47 MAPLE LN 1 $3,810.00 21 062922240043 53 MAPLE LN 1 $3,810.00 22 062922240044 59 MAPLE LN 1 $3,810.00 23 062922240045 65 MAPLE LN 1 $3,810.00 24 062922240046 71 MAPLE LN 1 $3,810.00 25 062922240047 77 MAPLE LN 1 $3,810.00 26 062922240048 83 MAPLE LN 1 $3,810.00 27 062922240049 91 MAPLE LN 1 $3,810.00 28 062922240050 97 MAPLE LN 1 $3,810.00 29 062922240051 0 MAPLE LN 1 (2) 30 062922130004 2902 JACKSON ST 1 $3,810.00 31 062922130041 2884 JACKSON ST 1 $3,810.00 32 062922420001 2876 JACKSON ST 1 $3,810.00 33 062922420002 2874 JACKSON ST 1 $3,810.00 Total Assessed: $121,920.00 NOTES (1) Corner Lot with Driveway on Road Improved, Assessed at 100% Rate (2) City Owned Parcel - Included in Unit Total, but Not Assessed PRELIMINARY ASSESSMENT ROLL MAPLE LANE & JACKSON STREET Total Streets Cost $251,522 $125,761 Total Assessable Cost © 2021 Microsoft Corporation © 2021 Maxar ©CNES (2021) Distribution Airbus DS PARCEL 9PID: 062922130033130 YORKTON RDGConcetta WayPARCEL 10PID: 062922130032120 YORKTON RDGPARCEL 8PID: 062922130034140 YORKTON RDGPARCEL 7PID: 062922130035150 YORKTON RDGPARCEL 6PID: 062922130036160 YORKTON RDGPARCEL 5PID: 062922130037170 YORKTON RDGPARCEL 4PID: 062922130038180 YORKTON RDGPARCEL 3PID: 062922130058190 YORKTON RDGPARCEL 2PID: 062922130059200 YORKTON RDGPARCEL 1PID: 0629221300602921 CONDIT STPARCEL 11PID: 062922130031110 YORKTON RDGPARCEL 15PID: 062922130027121 YORKTON RDGPARCEL 16PID: 062922130026131 YORKTON RDGPARCEL 17PID: 062922130025141 YORKTON RDGPARCEL 18PID: 062922130024151 YORKTON RDGPARCEL 19PID: 062922130023161 YORKTON RDGPARCEL 20PID: 062922130022171 YORKTON RDGPARCEL 21PID: 062922130021181 YORKTON RDGPARCEL 22 PID: 062922130020 191 YORKTON RDG PARCEL 23 PID: 062922130019 0 YORKTON RDG PARCEL 24 PID: 062922130018 0 YORKTON RDG PARCEL 12 PID: 062922130030 100 YORKTON RDG PARCEL 13 PID: 062922130029 101 YORKTON RDG PARCEL 14 PID: 062922130028 111 YORKTON RDG Yorkton Ridge Condit StH:\LTCANADA_CI_MN\0N1125241\CAD\C3D\FIGR-125241-Assessment Figures.dwg 10/16/2021 11:12:57 AMR 2022 Street Improvements Little Canada, MN Yorkton Ridge - Assessable Properties November 2021 FEETSCALE 0 40 80 HORZ. LEGEND IMPROVED STREET ASSESSABLE PROPERTIES R Total Units Unit Assessment 23.2 $4,750 Parcel # Parcel ID Site Address Units Unit Assessment Note 1 062922130060 2921 CONDIT ST 0.20 $950 (2) 2 062922130059 200 YORKTON RDG 1.00 $4,750 3 062922130058 190 YORKTON RDG 1.00 $4,750 4 062922130038 180 YORKTON RDG 1.00 $4,750 5 062922130037 170 YORKTON RDG 1.00 $4,750 6 062922130036 160 YORKTON RDG 1.00 $4,750 7 062922130035 150 YORKTON RDG 1.00 $4,750 8 062922130034 140 YORKTON RDG 1.00 $4,750 (1) 9 062922130033 130 YORKTON RDG 1.00 $4,750 (1) 10 062922130032 120 YORKTON RDG 1.00 $4,750 11 062922130031 110 YORKTON RDG 1.00 $4,750 12 062922130030 100 YORKTON RDG 1.00 $4,750 13 062922130029 101 YORKTON RDG 1.00 $4,750 14 062922130028 111 YORKTON RDG 1.00 $4,750 15 062922130027 121 YORKTON RDG 1.00 $4,750 16 062922130026 131 YORKTON RDG 1.00 $4,750 17 062922130025 141 YORKTON RDG 1.00 $4,750 18 062922130024 151 YORKTON RDG 1.00 $4,750 19 062922130023 161 YORKTON RDG 1.00 $4,750 20 062922130022 171 YORKTON RDG 1.00 $4,750 21 062922130021 181 YORKTON RDG 1.00 $4,750 22 062922130020 191 YORKTON RDG 1.00 $4,750 23 062922130019 0 YORKTON RDG 1.00 $4,750 24 062922130018 0 YORKTON RDG 1.00 $4,750 Total Assessed: $110,200.00 NOTES (1) Corner Lot with Driveway on Road Improved, Assessed at 100% Rate (2) Corner Lot with Driveway on Road Not Improved, Assessed at 20% Rate PRELIMINARY ASSESSMENT ROLL YORKTON RIDGE Total Street Cost $220,402 $110,201 Total Assessable Cost STAFF REPORT TO: Mayor Keis and Members of City Council FROM: Chris Heineman, City Administrator Brenda Malinowski, Finance Director Bill Dircks, Public Works Director Bryce Shearen, Parks & Recreation/Community Services Manager DATE: November 17, 2021 RE: Capital Improvement Plan (CIP) 2022-2031 ACTION REQUESTED: Motion to approve the 2022-2031 Capital Improvement Plan (CIP). BACKGROUND: The CIP is a planning document intended to provide an estimate of capital needs and funding. The CIP process is a way to balance the amount of capital spending on an annual basis. This creates consistency in capital funding and a more predictable demand on staff resources. In previous years, the City of Little Canada had adopted a 5-year Capital Improvement Plan. In order to better assess the long-term capital investments in public facilities and infrastructure that will be required to successfully carry out our mission, we are transitioning to a 10-year Capital Improvement Plan beginning in 2022. This will also enable staff to identify potential funding shortfalls in future years and plan for alternative funding sources as needed. The 2022 projects in the CIP will be included in the 2022 Annual Budget that Council adopts in December. For 2023 projects, staff will request authorization from Council before proceeding with any expenditure. While this is a ten-year plan, projects can be changed, accelerated if funds become available, or delayed if other projects become a priority. While both the Twin Lake Boulevard and Country Drive are identified to be reconstructed in 2023 and 2024 respectively, feasibility reports were approved by Council this summer for these projects. These projects may be eligible for outside funding sources such as the Local Roadway Improvement Project (LRIP) funds which would alleviate the need for city funds. Although the Pioneer Park play node is scheduled for 2023, planning and grant solicitation will occur in 2022. Any additional funds that are secured for this project will have a positive impact on future projects in the General Capital Improvements funds including other projects at Pioneer Park. Additional funds or expenditure reductions will be needed in the future for both the General Capital Improvements Fund and the Fire Capital Fund due to declining fund balances in those funds. Additional funds may be secured from grants, donations, or intergovernmental revenues. In addition, property taxes are a possible funding source. Future TIF district decertifications are estimated to occur at the end of 2024 (Bix) and 2025 (Abbott) that will present an opportunity to increase the fire equipment levy or to implement a levy for the General Capital Improvement Fund. Early estimates indicate that there will be an opportunity to increase the levy by $60,000 without increasing the property tax rate when these two TIF districts are decertified. Currently, Little Canada has the fourth lowest city tax rate in Ramsey County. In addition, there are two funding sources that have not been included in the 2022-2031 CIP. There is approximately $572,000 in the Owasso/Woodlyn Fund and approximately $500,000 in unallocated ARPA funds. Another possible funding solution is the issuing of bonds for the facility improvements identified in the next three years for the City Center and Fire Station. These improvements total approximately $1.7 million. Based on current interest rates and the City of Little Canada’s AA+ credit rating, 10-year bonds would require an approximate $195,000 debt levy per year (all- inclusive interest rate of 2.07%). 15-year bonds would require an approximate $140,000 debt levy per year (all-inclusive interest rate cost of 2.18%). An early refunding of our 2014 bonds for the public works facility may also be worth considering. Staff will work closely with representatives from Ehlers if the City Council is interested in considering a future bond issuance. STAFF RECOMMENDATION: Approve the 2022-2031 Capital Improvement Plan. Capital Improvement Plan 2022 - 2031 Little Canada , MN TABLE OF CONTENTS Pages Introduction ............................................................................................................................... 1-13 Funding Summary by Year ....................................................................................................... 16-17 Projects by Year 2022 Projects ........................................................................................................................... 18-19 2023 Projects ........................................................................................................................... 20-21 2024 Projects .......................................................................................................................... 22-23 2025 Projects ........................................................................................................................... 24-25 2026 Projects ........................................................................................................................... 26-27 Projects by Type Buildings except Fire Station Building Projects ........................................................................ 28-31 Administration Projects ........................................................................................................... 32-33 Parks and Recreation Projects ................................................................................................. 34-39 Public Works Projects ............................................................................................................. .40-43 Fire Projects ............................................................................................................................. 44-45 Streets Projects ........................................................................................................................ 46-47 Map of 15-year Streets Projects ................................................................................................... 48 Map of 2022 Streets Projects ....................................................................................................... 49 Map of 2023 Streets Projects ....................................................................................................... 50 Map of 2024 Streets Projects ....................................................................................................... 51 Map of 2025 Streets Projects ....................................................................................................... 52 Map of 2026 Streets Projects ....................................................................................................... 53 Trails Projects ........................................................................................................................... 54-55 Storm Projects .......................................................................................................................... 56-57 Water and Sewer Projects ....................................................................................................... 58-61 Funding Summary by Fund General Capital Improvement Fund (Fund 400) ...................................................................... 62-63 Fire Equipment Fund (Fund 457) ............................................................................................. 64-65 Infrastructure Capital Improvement Fund (Fund 450) ............................................................ 66-67 Parkland Acquisition Fund (Fund 456) ..................................................................................... 68-69 10% Fund (Fund 408) ............................................................................................................... 70-71 Water/Sewer Replacement Fund (Fund 604) .......................................................................... 72-73 Appendix Facility Improvement Study by Facility and Year ..................................................................... 74-76 Pioneer Park Phase 1 Master Plan by Improvement Type and Year ....................................... 77-81 CITY OF LITTLE CANADA CAPITAL IMPROVEMENT PLAN 2022-2031 INTRODUCTION The City of Little Canada utilizes a Capital Improvement Plan (CIP) to schedule proposed public improvements and purchases. The CIP was extended from a five-year to a ten-year period with this CIP in order to better identify and plan for future projects and the funding sources for those projects. The Plan matches proposed expenditures and revenues by project. The CIP is a planning document intended to assist policymakers and staff to plan for major capital improvements, renewal, and replacement expenditures. As a planning document, the CIP does not bind the City to the anticipated expenditures in the projected years. The CIP is not a budget, nor is it an authorization to expend funds. The authorization of the expenditures occurs through City Council action and in the adoption of the annual budget. 2022 Projects will be included in the 2022 Budget that Council adopts in December. For projects beyond 2022, staff will request authorization from Council before proceeding with any expenditure. As a planning document, the CIP facilitates two distinct planning purposes. First, the CIP is a tool that is used to implement the goals identified in the City’s Comprehensive Plan. As the City looks at future projects, it is important to make sure that they will appropriately integrate with the Comprehensive Plan. Second, the CIP is a financial planning document. The CIP is to be reviewed each year per the City’s Financial Policies. As capital expenditures are identified in various periods of time, it is important to appropriately plan so that the necessary funding is available when these expenditures take place. If additional funding through grants and other funding sources becomes available, it is possible to accelerate these projects to take advantage of these outside funding opportunities. In 2019, the City Council adopted a Strategic Plan. The first step in this Plan was to create a practical vision for the next 3-5 years. This vision has been used to prepare the CIP. Specific goals included in the practical vision are as follows: By 2025, Little Canada: • Has a defined town square plan • Has flexible gathering spaces that will engage everyone • Has increased, diversified citizen engagement • Has modernized codes & all records are incorporated into efficient, functional formats • Has sustainable core services that are accountable to the public • Has an enhanced internal and external trail system • Has provided additional park amenities and opportunities to engage the community • Has revitalized key commercial corridors • Is maintaining, and has created, new housing opportunities From these practical goals, four strategic directions were identified to help achieve this vision: 1. Enhance and Empower the Community 2. Create Operational Efficiency 3. Maximize the City’s Assets to Catalyze Development 4. Mandate Action and Accountability The Strategic Plan will be updated in 2022 and costs for updating this Strategic Plan are included in this CIP. 1 In addition, this CIP includes the following new projects or plans: 1.Emerald Ash Borer (EAB) Removal and Replacement-EAB was discovered in Little Canada in 2021, and an analysis of ash trees was completed in 2021. Each tree was analyzed to determine if it was a candidate for EAB treatment. If a tree is not a candidate for treatment, it will be removed and replaced. The removal and replacement costs have been included in the CIP since the funding source will be the General Capital Improvements Fund. The treatment costs are included in the General Fund, since treatment will be an ongoing operating cost into the future. 2.A Facility Improvement Study was completed in 2021 for the City Center and Fire Station. The Study identified recommended maintenance and replacement needs for these facilities. The study identified that $3.4 million in improvements will be needed in the next ten years, and these improvements are included in this CIP. City Center facility improvements are included in the General Capital Improvements Fund, and the Fire Station facility improvements are included in the Fire Capital Fund. A summary of the facility improvements is included on pages 74-76. 3.The Pioneer Park Master Plan Phase 1 process was completed in 2021. The Plan identified three improvement areas which are an enhanced playground, an interactive water feature, and trail lighting. The Plan includes 5 priority levels. Priority levels 1-4 improvements total $3.1 million and are included in this CIP to be constructed in the next ten years. These improvements are included in the General Capital Improvements Fund. Priority level 5 improvements total $2.7 and are not included in this CIP. A summary of the Pioneer Park Master Plan Phase 1 projects are included on pages 77-81. 4.A 15-Pavement Management Plan was completed in 2021 based on the findings from a Roadbiotics pavement ratings analysis. The Plan forecasted the long-term replacement needs of the streets in the city. This plan has been incorporated into this CIP. As in the past, the funding for these streets are included the Infrastructure Capital Improvements Fund. 5.As part of the recovery effort for the pandemic, the City received American Rescue Plan Act (ARPA) funds totaling approximately $1.1 million. There are restrictions on this use of ARPA funds. Per FAQ Guidance released by the Department of the Treasury, one of the eligible uses of these funds are for park improvements in a Qualified Census Tract (QCT). ARPA funds can be considered an eligible use for parks, public plazas, and other outdoor recreation spaces within a QCT since investments in improving outdoor recreation spaces (e.g. parks) may be responsive to the needs of disproportionately impacted communities by promoting healthier living environments and outdoor recreation and socialization to mitigate the spread of COVID-19. (Treasury FAQ 2.18). In 2022, park improvements at Rondeau Park including an inclusive playground, replacement of trails, and a park shelter will be funded with ARPA funds of approximately $518,500. Rondeau Park is in a QCT. As mentioned earlier, ten years of capital improvements are included in this CIP in order to identify if sufficient revenues are available to fund the ongoing replacement needs of the city into the future. Additional funding sources such as property taxes, grants, intergovernmental revenue, donations, or debt issuance will needed to fund all of the identified projects in the next ten years. This is especially evident in the General Capital Improvements Fund and the Fire Capital Fund. Other options are to delay projects or reduce the project budgets in these funds. Every effort has been made to draft the document as conservatively and realistically as possible while maintaining the integrity of the funds. The concept of the fund integrity includes accounting for project costs in the funds that have been designated for those costs to occur. 2 The CIP is summarized by the following sections: •Funding Summary by Year •Projects by Year •Projects by Type •Funding Summary by Fund FUNDING SUMMARY BY YEAR (PAGE 16-17) This CIP covers the period from 2021-2031 and is organized by the funding sources of the improvement project. Over the next ten years, $36.8 million in projects have been identified with $20 million of these projects occurring in the next five years. 2022 2023 2024 2025 2026 Total 2022-26 Projects $4,562,275 $6,542,410 $2,555,560 $2,910,555 $3,858,195 $20,428,995 There are higher than normal projects costs in 2022 due to the purchase of the fire ladder aerial truck, Rondeau Park improvements (funding from ARPA funds), and sanitary sewer slip-lining (partial funding from Metropolitan Council grant). There are higher than normal project costs in 2023 due to Pioneer Park improvements and the City Center & Fire Station facility improvements. Municipal State Aid (MSA) funding is the largest funding source for these capital projects, followed by utility user fees (water and sewer), street project assessments, and franchise fees. Property taxes make up 10% of the funding. These property taxes are levied for street projects ($122,200 per year) and future fire equipment ($160,000 per year). $- $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,000,000 $7,000,000 2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 2022-2031 Capital Improvement Projects by Year MSA 21% Utility User Fees 18% Assessments 16% Franchise fees 12% Property Taxes 10% LGA 8% ARPA Funds 2% Donations 3% Cell Tower Lease 2% Grants 1% Other 7% 2022-2031 Funding Sources 3 PROJECTS BY YEAR (PAGES 18-27) A detailed listing of projects by year is located on pages 18-27. 2022 projects will be included in the 2022 Budget that will be adopted by Council in December. The 2023-2031 projects should be considered a planning tool, and the projects included for 2022 will serve as a work plan for staff. PROJECTS BY TYPE (PAGES 28-61) Projects have been classified as: •Buildings (except the fire station) •Administration •Fire (includes large fire equipment, small fire equipment, and fire station facility improvements) •Parks & Recreation •Public Works Equipment •Streets •Trails •Storm •Water and Sewer 2022 highlights by project type and significant future projects are as follows: Buildings (Page 28-31) City Center facility improvements that were identified in the Facility Improvement Study are included in building projects. Based on the results of this study, $1.5 million in City Center improvements have been included in the CIP for the next ten years. $753,000 of these improvements are included in the first five years. 2022 projects are as follows: •Costs to hire a consultant in 2021/2022 to further study the maximum use of the City Center and to further study water infiltration-$55,000 •High priority exterior and interior maintenance repairs to the City Center identified in the Facility Improvement Study-$31,795. $1,728,830 $5,388,290 $6,895,250 $1,933,650 $16,610,100 $523,600 $3,750,000 $- $2,000,000 $4,000,000 $6,000,000 $8,000,000 $10,000,000 $12,000,000 $14,000,000 $16,000,000 $18,000,000 Buildings & Admin Fire Parks & Recreation (includes trails& EAB) Public Works Equipment Street Projects Storm Projects Water & Sewer Projects 2022-2031 Capital Improvement Projects by Type 4 • Clean ductwork at History Center-$4,500 • Add ceiling fans at Public Works facility for air flow-$9,500 • Miscellaneous office furniture-$3,000 Administration (Page 32-33) Capital project expenditures in the Administration Department for 2022 include: • Standard computer and network switch upgrades-$10,350 • Replacement cameras-$5,000 • Copier at the City Center that was not replaced in 2021 has been moved to 2022-$15,000 • $7,000 has been included in 2022 to update the Strategic Plan that was last completed in 2019. Parks & Recreation Department (Page 34-39) The 2018 Parks Master Plan and the Pioneer Park Phase 1 Master Plan have been used as the guiding documents to program Parks & Recreation capital projects. Additionally, the Parks & Recreation Commission reviews the CIP annually and provides feedback and recommendations for projects throughout the park system. Highlights of the 2022 projects are as follows: • Gervais Mill Entrance - Upgrade and enhance the Gervais Mill Park Entrance (Noel Street side). The DNR has awarded a grant ($97,000) for Gervais Mill Entrance improvements-$140,500 • Bike racks – Installation of bike racks throughout the city parks has been included to promote bike-friendly parks and recreation-$13,800 • Pioneer Park – Improvements at Pioneer Park include solar-power trail lighting along the perimeter of the trail, installing water service for the water feature that will be installed in 2023, and continued turf repair at the soccer field. These items were all identified in the Pioneer Park Phase 1 Master Plan-$148,000 • Rondeau Park – An all-inclusive playground equipment, trail replacement, and installation of a picnic shelter are included in the 2022 projects. Funding for these projects is proposed to be ARPA funds since this park is in a Qualified Census Tract 421.01.-$518,500 • Thunder Bay Park – Improvements at Thunder Bay Park include habitat restoration, trail repair and maintenance, and basketball court resurfacing-$43,500 • In addition, some miscellaneous repairs and updates include o Wood-chipping the playgrounds-$7,000 o Buckthorn removal, tree trimming, field repair, and maintenance at Spooner Park- $27,400 o Message center, outfield fencing at fields 1 & 2, field repair and maintenance, and sport court resurfacing at Pioneer Park $44,500 o War Dog Statue at Veteran’s Park-$3,000 o Interpretive signage and entrance signs at all parks-$53,250 o Park and recreation consultant for park projects-$5,000 5 Public Works Equipment (Pages 40-43) The Public Works Department follows a replacement schedule for identifying trucks and equipment to be considered for replacement. As in the past, once a truck or piece of equipment is identified, an analysis is completed to see if the item needs to be replaced per the replacement schedule or can be deferred to a future year. 2022 equipment purchases include: • Truck to replace 2011 Ford F350-$52,000 • Skid loader to replace 2012 skid loader-$50,000 • Large area mower to replace 2016 groundskeeper-$70,000 • Workman Utility Vehicle to replace 2006 Cushman-$32,000 • Miscellaneous small equipment-$13,250 Fire (Page 44-45) All fire equipment and fire station facility improvements are now included in one fund, the Fire Capital Replacement Fund, to provide more transparency of the fire equipment and fire station improvement costs. The City currently levies $160,000 in property taxes for fire equipment in the Fire Equipment Fund (457). The aerial truck ($1,352,000) is proposed to be replaced in 2022. The funding is allocated between 2022 and 2023 since the truck will be ordered in 2022 and delivered in 2023. A committee from LCFD is currently meeting to determine the appropriate apparatus to be purchased based on the current and future needs of the department. Fire Station facility improvements were identified in the Facility Improvement Study totaling $2 million. $1.2 million of these improvements are included in the first five years. 2022 facility improvements include: • Evaluation of the stair tower cracking-10,000 • Cleaning ductwork-$12,875 • Installing apparatus fans, correcting the exhaust system in the apparatus bay-$20,875 • High priority exterior and interior repairs-$13,530 In addition, the LCFD has requested funding for the following items: • Blinds-$11,000 • Computers-$7,000 Street Projects (46-47) Street projects to be completed in 2022 include Yorkton Ridge ($331,700), Maple Lane ($313,100), Woodlyn Avenue ($435,700), and Ryan Drive ($548,000). Feasibility reports were ordered for these projects in the fall of 2021. These streets were identified as part of the Pavement Management Plan that was prepared in 2021. A map of the street projects for the next 15 years is included on Page 48. In addition, there are individual yearly maps for 2022-2026 on pages 49-53. Trail Improvements (Page 54-55) $10,000 has been included in 2022 for the Trout Brook Regional Trail. It is intended to be used for match funding if the County moves forward with exploring the trail. This is a County led project. In addition, $15,000 has been included to plan for future trail connections, and $35,000 has been included for easement acquisition for future trails. 6 Storm Projects (Page 56-57) $30,000 has been included for the implementation of a storm water utility. Pond cleanout has been included in the 2022 storm water projects in the amount of $15,000. The City will bid this project through a larger project with the Ramsey County Watershed District to realize cost savings on the project. In addition, $70,000 has been included for the replacement of the eroded flared end section and section of the storm water pipe at B2/Gervais Hills Drive, and $50,000 has been included for the replacement of the eroded corrugated metal pipe under Labore Road at Ontario Street. Water and Sewer Projects (Page 58-61) The Metropolitan Council has grant funds available in 2022 for sanitary sewer projects that help eliminate inflow & infiltration. To take advantage of those available funds, staff has budgeted $200,000 for slip lining of sewer mains and $100,000 for sealing up manholes that have ground water leaking into them. The City could see up to $100,000 of those funds reimbursed through the grant program. $20,000 has been budgeted for the continued upgrading of the lift station controllers and alarm notification systems. Three stations have been completed in 2021, and a fourth may still be upgraded before the end of the year. The large water meters were replaced starting at the end of 2010. Large meters are the first to start slowing down and it is recommended that they be changed out on a schedule rather than waiting for them to malfunction. $30,000 has been budgeted to start working on replacing large water meters in 2022. One of the meter reading collectors will also be replaced in 2022 at a cost of around $8,500. Ramsey County will be doing a pavement preservation project on Rice Street in late-summer 2022 so $80,000 has been budgeted to repair gate valves in Rice Street prior to that work being completed. $32,000 has been budgeted to to paint half of the City’s fire hydrants. The hydrants around the Little Canada Road and County Road C area were painted in 2020 and turned out very nice so the rest of the hydrants will be painted between 2022 and 2023. An iPad Pro is budgeted to be purchased for $2,600 as we continue to equip the public works staff with tools in the field to make their jobs easier and allow for better documentation. To that end, $20,000 has been budgeted to purchase work order software that will work hand-in-hand with our GIS software to allow staff to create work orders, document work completed, and record data anywhere at any time. This will allow staff to greatly improve its record-keeping and track its work more accurately. FUNDING SUMMARY BY FUNDS (Pages 62-73) The City accounts for capital projects in six Capital Project Funds. These funds are the General Capital Improvements Fund, the Fire Capital Fund, the Infrastructure Capital Improvements Fund, the Park Land Acquisition Fund, the 10% Fund, and the Water/Sewer Replacement Fund. If a project that has been identified in the CIP is not completed, the unspent funds stay in the Fund. In addition, the City has several TIF Capital Project Funds. These TIF funds are currently budgeted on an annual basis per their respective TIF Plans and Development Agreements. Highlights of the six Capital Project Funds are as follows: 7 General Capital Improvement Fund (Page 62-63) Background The General Capital Improvement Fund (400) was created to fund capital improvements and acquisition projects not accounted for in another Capital Project Fund. These improvements have been historically been building improvements, public works equipment, small fire equipment, and parks improvements. Typically, the expenditures in this fund have included the purchase of tangible personal property (equipment) or facilities used in the City operations. Starting with this CIP, small fire equipment has been moved to the Fire Capital Fund (457). Sources of Funds The fund receives its revenues from many sources. The largest current funding source for this fund is Local Government Aid (LGA). Under the current LGA funding formula, the City was to receive a reduction in LGA for 2022 of $105,800. Due to special legislation, the funding was frozen at the same amount as 2021. Based on conservative budgeting, a reduction of $105,800 in LGA has been included for 2023, with a reduction of 5% per year after 2023. A city-owned cell tower was sold in 2020. As part of this sale, the city is to receive $72,700 until 2029. This revenue has been included in the General Capital Improvement Fund. In addition, there are periodic transfers from the General Fund into this fund. There is a proposed transfer of $900,000 into this fund in 2021, in accordance with the City’s Fund Balance Policy. The policy states that if the fund balance in the General Fund rises above the desired range of 42.5% and 65%, “the excess funds will be transferred to the General Capital Improvement Fund (Fund 400).” Fund Outlook For the next five years, there are sufficient revenues to fund the majority of the identified improvements. In year five, the fund balance will become negative by $261,933. Unless additional revenues are identified, a few expenditures will need to be delayed or reduced in 2025 and 2026. 2021 Estimate 2022 2023 2024 2025 2026 Revenues $1,414,003 $1,147,827 $1,296,347 $371,581 $326,942 $320,480 Expenditures 861,581 1,435,875 2,296,980 568,580 669,505 1,266,455 Net inc./(dec.) in fund balance 552,422 (288,048) (1,000,633) (196,999) (342,563) (945,975) Beginning Fund Balance $1,959,864 $2,512,286 $2,224,238 $1,223,605 $1,026,606 $684,042 Ending Fund Balance $2,512,286 $2,224,238 $1,223,605 $1,026,606 $684,042 $(261,933) Due to the likely continued reductions of LGA funding, the fund will need additional funding sources in the future. The fund balance continues to trend downward in years 2027-2031. In years 2027-2031 the average revenue per year is $303,000 but the average expenditures per year is $658,000. This is a funding gap of $355,000 per year. 8 Fire Capital Fund (Page 64-65) Background The Fire Equipment Fund was created in 2013 to accumulate funds for future fire apparatus purchases. The current property tax levy is at $160,000. Source of Funds The property tax levy is the main source of funding for this fund. In addition, the Little Canada Fire Department makes contributions to the Fire Capital Fund. Significant Highlights in Future Years The next significant fire equipment purchase is an aerial truck that is scheduled to be purchased in 2022. This truck will replace a 1992 Aerial. A committee of the LCFD was formed in 2020 to begin the process of identifying the specifications and process for this purchase. Fund Summary With a property tax levy of $160,000 per year, the fund will not have sufficient funds for fire capital replacement and fire station facility improvements identified in the next five years. The LCFD long-range planning committee will be analyzing the capital requests in the next few months to determine a funding solution. 2021 Estimate 2022 2023 2024 2025 2026 Revenues $197,122 $263,300 $210,200 $199,000 $199,000 $199,000 Expenditures 48,575 577,730 1,677,770 226,330 223,010 162,500 Net inc./(dec.) in fund balance 148,547 (314,430) (1,467,570) (27,330) (24,010) 36,500 Beginning Fund Balance $1,283,452 $1,431,999 $1,117,569 $(350,001) $(377,331) $(401,341) Ending Fund Balance $1,431,999 $1,117,569 $(350,001) $(377,331) $(401,341) $(364,841) 9 Infrastructure Capital Project Fund (Page 66-67) Background Street, trails, and storm sewer projects are funded with the Infrastructure Capital Project Fund that was established in 1995 as a way to systematically fund these infrastructure projects. Streets improvements included for the next ten years were the projects identified in the Pavement Management Plan completed in the summer of 2021. Streets costs have been increased by 3 percent per year to account for inflation. The projects are identified on a map on Page 48. Source of Funds The fund receives revenues from many sources including the franchise fee for electric and gas, property taxes, special assessments for street projects, and the Municipal State Aid (MSA) Construction funds. Franchise fees and MSA dollars were held level for the next ten years for a conservative budget approach. Fund Outlook With a current property tax levy of $122,200 per year, the fund will have sufficient funds for the infrastructure projects identified in the next five years. Advanced MSA funding may be necessary in the next five years to fund MSA eligible projects. If other intergovernmental revenues such as the Local Road Improvement Project (LRIP) funds become available, this will lessen the need of advancing MSA funds. 2021 Estimate 2022 2023 2024 2025 2026 Revenues $826,614 $731,250 $2,003,500 $1,965,700 $1,816,200 $1,792,800 Expenditures 729,730 1,904,310 2,347,270 1,203,730 1,443,590 1,935,350 Net inc./(dec.) in fund balance 96,884 (1,173,060) (343,770) 761,970 372,610 (142,550) Beginning Fund Balance $3,004,685 $3,101,569 $1,928,509 $1,584,739 $2,346,709 $2,719,319 Ending Fund Balance $3,101,569 $1,928,509 $1,584,739 $2,346,709 $2,719,319 $2,576,769 In addition, the fund has sufficient funds for the infrastructure projects identified for the next ten years. 10 Park Land Acquisition Fund (Page 68-69) Background The Park Land Acquisition Fund is used to account for park charge payments received from development. Per City Code 2101.060, the funds may only be used for the purposes of land acquisition, land development, and capital outlay for parks, playgrounds, public open space, storm water holding pond areas, and debt retirement in connection with land previously acquired for such public purposes. Source of Funds The park charge payments received during development is the primary source of revenue in the fund. The fee amount is identified in the City’s Fee Schedule. Significant Highlights in Future Years $325,000 in Pioneer Park playground improvements scheduled for 2023 will be paid from this fund. Fund Outlook There are sufficient revenues to fund the improvements identified for the next five years. 2021 Estimate 2022 2023 2024 2025 2026 Revenues $16,300 $16,300 $16,100 $14,500 $13,200 $12,000 Expenditures 250 60,220 335,240 280,260 255,280 205,300 Net inc./(dec.) in fund balance 16,050 (43,920) (319,140) (265,760) (242,080) (193,300) Beginning Fund Balance $1,253,885 $1,269,935 $1,226,015 $906,875 $641,115 $399,035 Ending Fund Balance $1,269,935 $1,226,015 $906,875 $641,115 $399,035 $205,735 When adding improvements for the next ten years, the resources of the fund balance approaches zero. However, it is unlikely that all identified property acquisitions will become available when identified in the CIP. If acquisitions do become available as reflected, some additional funding will be need to identified. 11 10% Fund (Page 70-71) Background The 10% Fund accounts for the amounts received and related to the City’s charitable gambling contributions. These funds may only be used for expenditures identified in Minnesota Statutes, section 349.12(7)(a). Source of Funds The 10% Fund receives 10% of net profits derived from lawful gambling in the City as identified in the City Code 815.030 and as allowed by the State. Fund Outlook The all-inclusive playground equipment at Spooner Park was funded with the 10% Fund in 2018 and 2019. It is proposed to fund a portion of the Pioneer Park playground equipment in 2023 with the 10% Fund. Based on current projections $145,000 of the playground equipment can be funded with this fund. The contribution to Canadian Days Fireworks in the amount of $7,500 per year is also funded with this fund. There are sufficient revenues to fund the expenditures identified for the next ten years. 2021 Estimate 2022 2023 2024 2025 2026 Revenues $55,735 $22,900 $22,800 $22,100 $22,200 $22,300 Expenditures 15,000 7,500 152,500 7,500 7,500 7,500 Net inc./(dec.) in fund balance 40,735 15,400 (129,700) 14,600 14,700 14,800 Beginning Fund Balance $102,033 $142,768 $158,168 $28,468 $43,068 $57,768 Ending Fund Balance $142,768 $158,168 $28,468 $43,068 $57,768 $72,568 12 Water/Sewer Replacement Fund (Page 72-73) Background This fund is used to account for funds set aside from the City’s water and sewer operating utilities to be used for future equipment replacement and capital costs for the City’s utilities. Source of Funds The Fund receives an annual operating transfer from the Water Enterprise Fund and Sewer Enterprise Fund. Fund Outlook The entire debt service payment for the public works facility is funded from this fund. This debt will not be retired until 2034. The first call date on the bond is 2023, and staff is working with our financial advisors to determine if a refinancing or calling of the bonds is cost effective. A utility rate study was completed in 2020. The rate study concluded that a utility rate increase of 3-4 percent would be needed for the near future to fund current operating costs in the enterprise utility funds and capital costs in this capital fund. With these rate increases, there are sufficient funds available to fund the capital costs and debt service identified in the next ten years. 2021 Estimate 2022 2023 2024 2025 2026 Revenues $331,615 $436,600 $494,600 $508,700 $521,900 $535,400 Debt Service Transfer Out 229,925 226,925 233,175 229,175 230,175 231,150 Expenditures 122,790 603,620 233,460 316,600 336,140 310,180 Net inc./(dec.) in fund balance (21,100) (393,945) 27,965 (37,075) (44,415) (5,930) Beginning Fund Balance $1,891,716 $1,870,616 $1,476,671 $1,504,636 $1,467,561 $1,423,146 Ending Fund Balance $1,870,616 $1,476,671 $1,504,636 $1,467,561 $1,423,146 $1,417,216 CONCLUSION City staff has prepared this document in conjunction with those projects and capital items that are known and for which costs can be reasonably estimated. The CIP should be considered a planning tool and the projects included for 2022 and 2023 serve as a work plan for staff. 2022 projects will be included in the 2022 Budget that will be adopted by Council in December. For 2023 projects, staff will request authorization from Council before proceeding with a feasibility study, acquisition, or construction. 13 THIS PAGE INTENTIONALLY LEFT BLANK 14 THIS PAGE INTENTIONALLY LEFT BLANK 15 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2031 FUNDING SUMMARY BY YEAR 2022 2023 2024 2025 EXPENDITURE SUMMARY BY PROJECT TYPE: EAB 67,500$ 30,000$ 30,000$ 30,000$ Buildings 103,795 424,240 145,730 106,110 Administration 37,350 29,700 11,900 17,235 Fire 577,730 1,677,770 226,330 223,010 Parks & Recreation 1,004,450 1,685,500 234,000 252,600 Public Works 222,250 127,000 146,400 263,000 Streets 1,718,500 2,151,300 1,151,200 1,379,100 Trails 60,000 10,000 5,000 5,000 Storm Projects 168,600 175,000 40,000 50,000 Park Land - - 250,000 250,000 Water & Sewer Projects 602,100 231,900 315,000 334,500 TOTAL EXPENDITURES 4,562,275$ 6,542,410$ 2,555,560$ 2,910,555$ FUNDING SUMMARY: General Capital Improve. Fund (400)1,435,345$ 2,296,440$ 568,030$ 668,945$ Infrastructure Cap. Improve. Fund(450)1,887,100 2,326,300 1,191,200 1,429,100 Park Land Acquisition Fund (456)60,000 10,000 255,000 255,000 Fire Equipment Fund (457)577,730 1,677,770 226,330 223,010 10% Fund (408)- - - - Water/Sewer Replacement Fund (604)602,100 231,900 315,000 334,500 TOTAL EXPENDITURES 4,562,275$ 6,542,410$ 2,555,560$ 2,910,555$ 16 2026 2027 2028 2029 2030 2031 30,000$ 30,000$ -$ -$ -$ -$ 29,900 91,500 194,930 45,630 243,210 148,040 10,095 17,210 14,805 16,450 14,695 26,305 162,500 905,905 1,193,665 239,780 179,150 2,450 738,900 359,000 334,400 153,000 311,400 569,500 457,000 62,500 65,500 182,000 202,000 206,000 1,901,300 1,873,500 961,800 1,822,900 1,864,500 1,786,000 205,000 5,000 5,000 5,000 5,000 5,000 15,000 15,000 15,000 15,000 15,000 15,000 - 225,000 - - - - 308,500 280,500 423,000 455,500 528,000 271,000 3,858,195$ 3,865,115$ 3,208,100$ 2,935,260$ 3,362,955$ 3,029,295$ 1,265,895$ 560,210$ 609,635$ 397,080$ 771,305$ 949,845$ 1,916,300 1,888,500 976,800 1,837,900 1,879,500 1,801,000 205,000 230,000 5,000 5,000 5,000 5,000 162,500 905,905 1,193,665 239,780 179,150 2,450 - - - - - - 308,500 280,500 423,000 455,500 528,000 271,000 3,858,195$ 3,865,115$ 3,208,100$ 2,935,260$ 3,362,955$ 3,029,295$ 17 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022 Projects Project Type Location Description Cost Project Description EAB City-Wide Emerald Ash Borer 67,500$ EAB Removal & Replacement-Grant $50,000 Buildings City Center Facility Assessment Study 45,000 Consultant to maximize use of existing space Buildings City Center Facility Assessment Study 10,000 Consultant to investigate water intrusion Buildings City Center Facility Assessment Study 1,550 Exterior-Repair basement door latch Buildings City Center Facility Assessment Study 3,200 Exterior-Repair metal gutters & downspouts Buildings City Center Facility Assessment Study 2,580 Exterior-Replace metal flashing Buildings City Center Facility Assessment Study 6,440 Exterior-Replace main entry door Buildings City Center Facility Assessment Study 1,815 Exterior-Repaint of doors and basement stair railing Buildings City Center Facility Assessment Study 650 Interior-Replace sheetrock Buildings City Center Facility Assessment Study 3,320 Interior-Basement records storage moisture issue Buildings City Center Facility Assessment Study 2,580 Interior-Front office space Buildings City Center Facility Assessment Study 7,730 Interior-Council chamber doors Buildings City Center Facility Assessment Study 1,930 Plumbing-Replace water heater Buildings City Center Misc. office furniture 3,000 Buildings History Center Facility Assessment Study 4,500 Clean ductwork Buildings PW Building Ceiling fans 9,500 Admin.Computers 6,100 Admin.Switch replacement 3,000 Admin.Council computer reimbursement 1,250 Admin.City Center Copier 15,000 Not completed in 2021, move to 2022 Admin.Cameras 5,000 Admin.Strategic Plan 7,000 Parks & Rec.All Parks Bike Racks 13,800 Parks & Rec.All Parks Woodchip playgrounds 7,000 Parks & Rec.All Parks Interpretive signage 20,000 Parks & Rec.Gervais Mill Trail repair/maint 5,000 Not completed in 2021, move to 2022 Parks & Rec.Gervais Mill Entrance 135,500 Grant received of $97,000 Parks & Rec.Spooner Park Buckthorn removal 7,400 Parks & Rec.Spooner Park Tree trimming 14,000 Parks & Rec.Spooner Park Field repair maintenance 6,000 Parks & Rec.Pioneer Park Message Center 2,000 Not completed in 2021, move to 2022 Parks & Rec.Pioneer Park Outfield fencing 1&2 20,000 Parks & Rec.Pioneer Park Field repair maintenance 6,000 Parks & Rec.Pioneer Park Soccer Field injection 8,000 Parks & Rec.Pioneer Park Pioneer Park Master Plan 90,000 Trail lighting Parks & Rec.Pioneer Park Pioneer Park Master Plan 50,000 Water for water feature Parks & Rec.Pioneer Park Sports court resurfacing 16,500 Parks & Rec.Rondeau Park Trail repair/maint 130,000 ARPA Funds Parks & Rec.Rondeau Park Playground equipment 300,000 ARPA Funds; $150,000 is PIP Parks & Rec.Rondeau Park Picnic shelter 70,000 ARPA Funds Parks & Rec.Rondeau Park Lighting 15,000 ARPA Funds Parks & Rec.Rondeau Park Basketball court resurfacing 3,500 Includes drain tile Parks & Rec.Thunder Bay Trail repair/maint 25,000 Not completed in 2021, move to 2022 Parks & Rec.Thunder Bay Habitat restoration 15,000 Parks & Rec.Thunder Bay Basketball court resurfacing 3,500 Parks & Rec.Veteran's Park War Dog Statue 3,000 Parks & Rec.Entrance Signs at all parks 33,250 Not completed in 2021, move to 2022 Parks & Rec.Park & Recreation consultant 5,000 PW Equip.PW Truck 52,000 Replace 2011 Ford F250 (unit 211) PW Equip.Skid loader 50,000 Replace 2012 Skid Loader (unit 212) PW Equip.Mower-large area 70,000 Replace 2016 Groundskeeper PW Equip.Truck steer 32,000 Replace 2006 Cushman PW Equip.Field drags 5,000 Not completed in 2021, move to 2022 PW Equip.Snowblower 2,750 Not completed in 2021, move to 2022 PW Equip.Jumping jack compactor 2,000 Not completed in 2021, move to 2022 18 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022 Projects Project Type Location Description Cost Project Description PW Equip.Enclosed trailer 3,800 Not completed in 2021, move to 2022 PW Equip.Cut-off Saw 14""1,200 PW Equip.Pickup broom 3,500 Funded with General Capital Improvements (Fund 400)1,435,345 Streets S Owasso Railroad Crossing 35,000 Not completed in 2021, move to 2022 Streets Yorkton Ridge (Condit W to Cul-de-sa 331,700 Streets Woodlyn Avenue (RR Tracks to East)435,700 Streets Maple Lane (Jackson to Cul-de-sac)313,100 Streets Ryan Dr (Spruce to Country Dr)548,000 Streets County Road D (Phase 2-Design City 55,000 Storm MS4-ID Software 3,600 Storm Storm Water Utility Implementation 30,000 Storm Pond Cleanout 15,000 Storm B2/Gervais Hills Drive 70,000 Storm Labore/Ontario 50,000 Funded with Infrastructure Capital Improvements (Fund 450)1,887,100 Trails Trout Brook Regional Trail 10,000 City Portion Trails Easement acquisition 30,000 For Powerline trail Trails Plan for trail connections 15,000 Trails Appraisal future trails 5,000 Funded with Park Land Acquisition (Fund 456)60,000 Fire Aerial truck 500,000 Replace 1992 truck Fire Fire Station Building repairs 2,450 Fire Fire Station Blinds 11,000 Fire Fire Station Computers 7,000 Fire Fire Station Facility Assessment Study 10,000 Evaluate stair tower cracking Fire Fire Station Facility Assessment Study 3,870 Exterior front door, roof access door& frame, and rooftop patio door Fire Fire Station Facility Assessment Study 2,580 Plumbing-Replace water heaters Fire Fire Station Facility Assessment Study 12,875 HVAC-clean ductwork Fire Fire Station Facility Assessment Study 3,860 HVAC-PRV for hose tower&bathrooms Fire Fire Station Facility Assessment Study 12,875 HVAC-apparatus bay fan Fire Fire Station Facility Assessment Study 8,000 Fans Fire Fire Station Facility Assessment Study 3,220 Mechanical-replace exhaust in apparatus bay Funded with Fire Equipment Replacement Fund (Fund 457)577,730 Water/Sewer Water meter gateway & software 8,000 Water/Sewer GIS workorder software 20,000 Water/Sewer Tablet and iPads 2,600 Water/Sewer Meters-Large 30,000 Water/Sewer Rice Street valve repair 80,000 Water/Sewer Manhole repairs 130,000 Water/Sewer Paint hydrants 32,000 Water/Sewer Lining sanitary 200,000 Slip lining Water/Sewer Misc. line repairs 50,000 Water/Sewer Misc. building & equipment repairs 19,500 Water/Sewer Lift Station-Controller 20,000 Water/Sewer Lift Station-Upgrades 10,000 Funded with Water/Sewer Replacement Fund (Fund 604)602,100 Total 2022 Projects 4,562,275$ 19 CITY OF LITTLE CANADA CAPITAL PROJECTS 2023 Projects Project Type Location Description Cost Project Description EAB City-Wide Emerald Ash Borer 30,000$ EAB Removal & Replacement-Grant $23,140 Buildings City Center Misc. office furniture 3,000 Buildings City Center Facility Assessment Study 10,000 Consultant to investigate water intrusion Buildings City Center Facility Assessment Study 93,280 Roof-address ice damming & roof leaking Buildings City Center Facility Assessment Study 48,545 Exterior-Windows and doors Buildings City Center Facility Assessment Study 22,145 Exterior-Replace cedar siding & soffits Buildings City Center Facility Assessment Study 35,400 Interior-Supply closet & staff bathrooms Buildings City Center Facility Assessment Study 20,600 Interior-Public bathrooms Buildings City Center Facility Assessment Study 67,450 HVAC-Address air flow & air quality Buildings History Center Facility Assessment Study 38,340 Exterior repairs Buildings History Center Facility Assessment Study 36,700 Replace roof Buildings History Center Facility Assessment Study 12,230 Replace carpet-History Center Cost? Buildings History Center Facility Assessment Study 1,550 Replace exhaust fan Buildings Old Fire Hall Roof 35,000 Will not replace until needed Admin.Computers 7,950 Four year replacement schedule Admin.Network switches 6,500 Admin.Council computer reimbursement 1,250 Admin.Cameras 5,000 Admin.Phones 1,000 Admin.PermitWorks-Code Enforcement 8,000 Parks & Rec.Spooner Park Trail repair & maintenance 50,000 Parks & Rec.Spooner Park Lower lot improvements 80,000 Identified in Park Master Plan Parks & Rec.Spooner Park Sports court resurfacing 7,500 Parks & Rec.Spooner Park Stain shelters/structures 8,000 Parks & Rec.Spooner Park Proposed expansion of parking lot 165,000 Parks & Rec.Spooner Park Entrance sign 30,000 Parks & Rec.Pioneer Park Pavilion staining 8,000 Parks & Rec.Pioneer Park Soccer Field injection 8,000 `Parks & Rec.Pioneer Park Pioneer Park Master Plan 692,500 Playground equipment Parks & Rec.Pioneer Park Pioneer Park Master Plan 153,000 Playground surface PIP Parks & Rec.Pioneer Park Pioneer Park Master Plan 320,000 Water Feature Parks & Rec.Pioneer Park Pioneer Park Master Plan 16,000 Access/Accessibility Parks & Rec.Pioneer Park Pioneer Park Master Plan 97,000 Shelter-West side Parks & Rec.Pioneer Park Pioneer Park Master Plan 26,000 Trail Repair Parks & Rec.Thunder Bay Habitat restoration 15,000 Parks & Rec.Thunder Bay Stain shelters/structures 2,000 Parks & Rec.Park & Recreation consultant 5,000 Parks & Rec.Bike repair station 2,500 PW Equipment PW Truck 50,000 Replace 2013 Ford F350 (unit 113) PW Equipment Tool cat 57,000 Replace 2016 Tool cat PW Equipment Portable air compressor 18,000 Replace 2003 (unit 303) PW Equipment Plow for Tool cat 2,000 Funded with General Capital Improvements (Fund 400)2,296,440 Streets Sunset Court (Edgerton to end)238,700 Streets Sunrise Drive (Edgerton to end)99,700 Streets Spruce Street (S Owasso to North)241,900 Streets 35E & Little Canada Road 65,000 Streets Twin Lake Blvd (Vadn. Blvd to Twin Lake Rd)1,426,000 $607,000 is Vadnais Heights responsibility Streets Little Canada RR Crossing 80,000 City Portion Storm Pond cleanout 15,000 Storm Country Drive Ditch Cleaning 85,000 Storm Demont Storm Pipe Repair 15,000 Storm Jackson Demont Pond Outlet 50,000 20 CITY OF LITTLE CANADA CAPITAL PROJECTS 2023 Projects Project Type Location Description Cost Project Description Storm Storm Catch Basin Repair 10,000 Funded with Infrastructure Capital Improvements (Fund 450)2,326,300 Trails Future Trail acquisition/appraisal 5,000 Trails Waterworks trail connection 5,000 Funded with Park Land Acquisition (Fund 456)10,000 Fire Aerial truck 852,000 Replace 1992 truck Fire Fire Station Emergency management radios 15,000 Fire Fire Station Building repairs 2,450 Fire Fire Station Tables and Chairs 56,000 Fire Fire Station Facility Assessment Study 56,250 Repair stair tower cracking Fire Fire Station Facility Assessment Study 25,750 Sitework-monument sign Fire Fire Station Facility Assessment Study 36,600 Replace concrete tiles on exterior of bldg. at windows Fire Fire Station Facility Assessment Study 63,600 Replace flashing on windows Fire Fire Station Facility Assessment Study 250,430 Exterior-efflorescence remediation Fire Fire Station Facility Assessment Study 20,020 Repaint apparatus ceiling & replace floor in storage/equipment Fire Fire Station Facility Assessment Study 6,440 Interior-Replace accordion wall in training room Fire Fire Station Facility Assessment Study 1,300 HVAC-heater for equip. room & storage room Fire Fire Station Facility Assessment Study 7,730 Mechanical-replace hood on roof Fire Fire Station Facility Assessment Study 206,000 Equip-vehicle exhaust system Fire Fire Station Facility Assessment Study 3,220 Equip-clothes dryer Fire Fire Station Facility Assessment Study 4,510 Equip-casework Fire Fire Station Facility Assessment Study 6,440 Equip-apparatus filler Fire Fire Station Facility Assessment Study 30,900 Equip-gear wash Fire Fire Station Facility Assessment Study 33,130 Equip-generator replacement Funded with Fire Equipment Replacement Fund (Fund 457)1,677,770 Water/Sewer Tablet and iPads 3,900 Water/Sewer Meters-Large 30,000 Water/Sewer Generator-Small 3,000 Water/Sewer Paint hydrants 25,000 Water/Sewer Lining sanitary 50,000 Slip lining Water/Sewer Misc. line repairs 50,000 Water/Sewer Water tower inspection 15,000 Water/Sewer Misc. building & equipment repairs 5,000 Water/Sewer Lift Station-Controller 20,000 Water/Sewer Lift Station-Force Main Cleaning 20,000 Water/Sewer Lift Station Upgrades 10,000 Funded with Water/Sewer Replacement Fund (Fund 604)231,900 Total 2023 Projects 6,542,410$ 21 CITY OF LITTLE CANADA CAPITAL PROJECTS 2024 Projects Project Type Location Description Cost Project Description EAB City-Wide Emerald Ash Borer 30,000$ EAB Removal & Replacement Buildings City Center Misc. office furniture 3,000 Buildings City Center Facility Assessment Study 16,350 Site-Replace landscaping Buildings City Center Facility Assessment Study 109,680 Exterior-Drain tile and waterproof basement Buildings City Center Facility Assessment Study 13,630 Exterior-Mechanical room -basement Buildings City Center Facility Assessment Study 3,070 Exterior-Replace HVAC Screen wall Admin.Computers 4,050 Four year replacement schedule Admin.Network switches 2,400 Admin.Council computer reimbursement 1,250 Admin.Cameras 4,000 Admin.Phones 200 Parks & Rec.Nadeau Benches 3,600 Identified in Park Master Plan Parks & Rec.Spooner Park Buckthorn removal 7,400 Parks & Rec.Spooner Park Tree trimming 15,000 Parks & Rec.Spooner Park Field repair maintenance 6,000 Parks & Rec.Pioneer Park Field repair maintenance 6,000 Parks & Rec.Pioneer Park Soccer Field injection 8,000 Parks & Rec.Pioneer Park Pioneer Park Master Plan 101,000 Trail repair Parks & Rec.Pioneer Park Pioneer Park Master Plan 2,000 Trail markers Parks & Rec.Thunder Bay Habitat restoration 5,000 Parks & Rec.Thunder Bay Trail continuation 25,000 New trail West of Payne Parks & Rec.Thunder Bay Boardwalk 50,000 Contingent on cost share with Maplewood Parks & Rec.Park & Recreation consultant 5,000 PW Equipment PW Truck 45,000 Replace 2014 Ford F150 (unit 114) PW Equipment Loader/backhoe 90,000 Replace 1990 Case (unit 190) PW Equipment Bobcat Snowblower 5,500 PW Equipment Cut-Off Saw 1,200 PW Equipment Push Mower 1,200 PW Equipment Speed board 3,500 Funded with General Capital Improvements (Fund 400)568,030 Streets County Road D (Phase 2-Design City Sh 100,000 Streets Country Drive (LC Rd to S Owasso)933,200 Streets Nadeau Rd (Country Dr to Condit St)118,000 Storm Pond cleanout 15,000 Storm Arcade Keller Storm Manhole 15,000 Storm Maple Leaf Court Storm Outlet 10,000 Funded with Infrastructure Capital Improvements (Fund 450)1,191,200 Trails Appraisals for trails 5,000 South of OFH Parks 10 Little Canada Road 250,000 Funded with Park Land Acquisition (Fund 456)255,000 Fire Building repairs 2,450 Fire Fire Station Facility Assessment Study 61,320 Interior-Bathrooms Fire Fire Station Facility Assessment Study 67,180 Repaint (orig areas, lobby, conference, toiletry, training, 3 offices) Fire Fire Station Facility Assessment Study 68,130 Elect-AV upgrades Fire Fire Station Facility Assessment Study 27,250 Elect-Replace security cameras Funded with Fire Equipment Replacement Fund (Fund 457)226,330 Water/Sewer Water meter gateway & software 8,000 Water/Sewer Meters-Large 30,000 Water/Sewer Generator 45,000 Water/Sewer Hydrant buddy 2,500 Water/Sewer Gate Valve Operator 8,500 Water/Sewer Lining sanitary 50,000 Slip lining Water/Sewer Misc. line repairs 50,000 22 CITY OF LITTLE CANADA CAPITAL PROJECTS 2024 Projects Project Type Location Description Cost Project Description Water/Sewer Misc. building & equipment repairs 5,000 Water/Sewer Lift Station-Sunset Court 20,000 Pump Water/Sewer Lift Station-Controller 8,000 Water/Sewer Lift Station-Force Main Cleaning 40,000 Water/Sewer Lift Station-Upgrades 10,000 Water/Sewer County Road B2 Lift Station 19,000 Water/Sewer Keller Lift Station 19,000 Pumps Funded with Water/Sewer Replacement Fund (Fund 604)315,000 Total 2024 Projects 2,555,560$ 23 CITY OF LITTLE CANADA CAPITAL PROJECTS 2025 Projects Project Type Location Description Cost Project Description EAB City-Wide Emerald Ash Borer 30,000$ EAB Removal & Replacement Buildings City Center Misc. office furniture 3,000 Buildings City Center Facility Assessment Study 2,800 Roof-Add leaf guards to gutters Buildings City Center Facility Assessment Study 4,340 Site-Remove and replace ash trees Buildings City Center Facility Assessment Study 40,320 Exterior-Repair basement record storage Buildings City Center Facility Assessment Study 25,200 Exterior-Replace window in private offices Buildings City Center Facility Assessment Study 15,120 Exterior-Brick repair and joint replacement Buildings City Center Facility Assessment Study 700 HVAC-Replace dehumidifier Buildings History Center Facility Assessment Study 14,630 Electrical-LED lighting upgrade Admin.Computers 4,485 Four year replacement schedule Admin.Network switches 6,000 Four year replacement schedule Admin.Council computer reimbursement 1,250 Admin.Cameras 5,500 Parks & Rec.Gervais Mill Benches 3,600 Parks & Rec.Spooner Park Benches 3,600 Parks & Rec.Spooner Park Stone steps to Creek 60,000 Parks & Rec.Pioneer Park Soccer Field injection 8,000 Parks & Rec.Pioneer Park Pioneer Park Master Plan 27,000 Passive water feature Parks & Rec.Pioneer Park Pioneer Park Master Plan 135,000 Dugout shade Structure Parks & Rec.Thunder Bay Benches 5,400 Parks & Rec.Thunder Bay Habitat restoration 5,000 Parks & Rec.Park & Recreation consultant 5,000 PW Equipment Tool cat 58,000 Replace 2019 Tool cat(unit 319) PW Equipment Front end loader 130,000 Replace 2010 Caterpillar (unit 110) PW Equipment Pothole patcher 25,000 Replace 2015 tow-behind (unit 215) PW Equipment Wood chipper 45,000 Replace 2008 (unit 208) PW Equipment Concrete mixer 5,000 Funded with General Capital Improvements (Fund 400)668,945 Streets County Road D 167,000 (Phase 2-Design City Share) Streets Jackson Street (LC Road to End)350,000 Streets Country Drive (RR Tracks to S Owasso)862,100 Storm Pond cleanout 15,000 Storm Storm Catch Basin Repair 15,000 Storm B2/Railroad Tracks 20,000 Funded with Infrastructure Capital Improvements (Fund 450)1,429,100 Trails Future Trail acquisition/appraisal 5,000 Parks Land purchase 60 Little Canada Rd 250,000 Funded with Park Land Acquisition (Fund 456)255,000 Fire Grass rig/pickup 80,560 Replace 2009 grass rig/pickup Fire Building repairs 2,450 Fire Fire Station Facility Assessment Study 63,000 HVAC-infrared heaters Fire Fire Station Facility Assessment Study 42,000 Equip-SCBA fill station Fire Fire Station Facility Assessment Study 28,000 Elect-Alerting station Fire Fire Station Facility Assessment Study 7,000 Elect-update projector Funded with Fire Equipment Replacement Fund (Fund 457)223,010 Water/Sewer Update water model 15,000 Water/Sewer Meters-Large 30,000 Water/Sewer Generator 85,000 Water/Sewer Tablets & Ipads 3,000 Water/Sewer GPS Device 10,000 Water/Sewer Vac unit part 4,500 Water/Sewer Lining sanitary 50,000 Slip lining Water/Sewer Misc. line repairs 50,000 24 CITY OF LITTLE CANADA CAPITAL PROJECTS 2025 Projects Project Type Location Description Cost Project Description Water/Sewer Misc. building & equipment repairs 5,000 Water/Sewer Booster Station-Pump 1 25,000 Water/Sewer Booster Station-Roof 8,000 Water/Sewer Lift Station-Upgrades 10,000 Water/Sewer Dianna Lane Lift Station 19,000 Water/Sewer Jessica Lift Station 20,000 Funded with Water/Sewer Replacement Fund (Fund 604)334,500 Total 2025 Projects 2,910,555$ 25 CITY OF LITTLE CANADA CAPITAL PROJECTS 2026 Projects Project Type Location Description Cost Project Description EAB City-Wide Emerald Ash Borer 30,000$ EAB Removal & Replacement Buildings City Center Misc. office furniture 3,000 Buildings City Center Facility Assessment Study 26,900 Electrical-LED lighting upgrade Admin.Computers 5,845 Four year replacement schedule Admin.Network switches 3,000 Four year replacement schedule Admin.Council computer reimbursement 1,250 Parks & Rec.Gervais Mill Boardwalk 45,000 Parks & Rec.Nadeau Woodchip playground 4,000 Parks & Rec.Spooner Park Buckthorn removal 7,400 Parks & Rec.Spooner Park Tree trimming 15,000 Parks & Rec.Spooner Park Sports court resurfacing 7,500 Parks & Rec.Spooner Park Field repair/maintenance 6,000 Parks & Rec.Spooner Park Band shelter structure 100,000 Parks & Rec.Spooner Park Upgrade bathrooms 25,000 Parks & Rec.Pioneer Park Field repair/maintenance 6,000 Parks & Rec.Pioneer Park Soccer Field injection 8,000 Parks & Rec.Pioneer Park Sports court resurfacing 16,500 Parks & Rec.Pioneer Park Pioneer Park Master Plan 15,000 Signage Parks & Rec.Pioneer Park Pioneer Park Master Plan 427,000 Park vegetation & stormwater Parks & Rec.Rondeau Park Basketball court resurfacing 3,500 Parks & Rec.Thunder Bay Woodchip playground 2,500 Parks & Rec.Thunder Bay Basketball court resurfacing 3,500 Parks & Rec.Park & Recreation consultant 5,000 Parks & Rec.Pump Track 42,000 PW Equipment PW Truck 55,000 Replace 2016 Ford F350 w/plow (unit 116) PW Equipment Utility Truck w/crane 105,000 Replace 2016 Ford F450 w/crane (unit 216) PW Equipment Street Sweeper 275,000 Replace 2016 Street Sweeper (unit 416) PW Equipment Trailer for asphalt roller 6,000 PW Equipment Ball field painter 6,000 PW Equipment Snowblower 1,000 PW Equipment Snowblower (for Rink)1,000 PW Equipment Pressure Washer 2,000 PW Equipment Wood Chip Box 6,000 Funded with General Capital Improvements (Fund 400)1,265,895 Streets McMenemy St 1,088,600 (LC Rd to Viking Dr) Streets Viking Drive E 812,700 (McMenemy to Edgerton) Storm Pond cleanout 15,000 Funded with Infrastructure Capital Improvements (Fund 450)1,916,300 Trails Waterworks trail connection 200,000 Trails Future Trail acquisition/appraisal 5,000 Funded with Park Land Acquisition (Fund 456)205,000 Fire Command vehicle 73,800 Replace 2019 vehicle Fire Building repairs 2,450 Fire Fire Station Facility Assessment Study 86,250 Exterior-replace skylight Funded with Fire Equipment Replacement Fund (Fund 457)162,500 26 CITY OF LITTLE CANADA CAPITAL PROJECTS 2026 Projects Project Type Location Description Cost Project Description Water/Sewer Water meter gateway & software 9,000 Water/Sewer Meters-Large 30,000 Water/Sewer Generator 5,000 Water/Sewer Tablets & Ipads 4,500 Water/Sewer Manhole repairs 100,000 Water/Sewer Lining sanitary 50,000 Slip lining Water/Sewer Misc. line repairs 50,000 Water/Sewer Misc. building & equipment repairs 5,000 Water/Sewer Booster Station-Pump 2 25,000 Water/Sewer Lift Station-Upgrades 10,000 Water/Sewer County Road B Lift Station 20,000 Funded with Water/Sewer Replacement Fund (Fund 604)308,500 Total 2026 Projects 3,858,195$ 27 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2031 PROJECTS BY TYPE BUILDINGS EXCEPT FIRE STATION Buildings 2021 Estimated 2022 2023 2024 2025 2026 City Center Professional Services - 45,000 - - - - Roof - - 93,280 - - - Roof-Add leaf guards to gutters - - - - 2,800 - Site-Remove and replace ash trees - - - - 4,340 - Site-Replace landscaping - - - 16,350 - - Site-Update monument sign - - - - - - Site-M&O Parking Lot - - - - - - Site-Sidewalk replacement - - - - - - Site-Replace exterior lighting - - - - - - Site-Retaining wall replacement - - - - - - Site-Replace landscaping-front entry - - - - - - Site-Update irrigation - - - - - - Exterior-Windows and doors - - 48,545 - - - Exterior-Replace cedar siding & soffits 10,000 - 22,145 - - - Exterior-Repair basement door latch - 1,550 - - - - Exterior-Repair metal gutters & downspouts - 3,200 - - - - Exterior-Replace metal flashing - 2,580 - - - - Exterior-Replace main entry door - 6,440 - - - - Exterior-Repaint of doors & basement stair railing - 1,815 - - - - Professional Services - 10,000 10,000 - - - Exterior-Drain tile and waterproof basement - - - 109,680 - - Exterior-Mechanical room -basement - - - 13,630 - - Exterior-Replace HVAC Screen wall - - - 3,070 - - Exterior-Repair basement record storage - - - - 40,320 - Exterior-Replace window in private offices - - - - 25,200 - Exterior-Brick repair and joint replacement - - - - 15,120 - Efficiency upgrades - - - - - - Landscaping & screening - - - - - - Interior-Replace sheetrock - 650 - - - - Interior-Basement records storage moisture issu - 3,320 - - - - Interior-Supply closet & staff bathrooms - - 35,400 - - - Interior-Public bathrooms - - 20,600 - - - Interior-Front office space - 2,580 - - - - Interior-Council chamber doors - 7,730 - - - - Interior-Bi-fold doors in meeting room - - - - - - Interior-Replace carpet & repaint facility - - - - - - Interior-Replace ceilings-main level - - - - - - Interior-Replace appliances in breakroom - - - - - - Plumbing-Water Heater - 1,930 - - - - HVAC repairs - - 67,450 - - - HVAC-Replace dehumidifier - - - - 700 - HVAC - - - - - - Electrical-Update lights to LED - - - - - 26,900 Fire-Replace fire alarm panel - - - - - - Audio-update Council AV System (1)- - - - - - Electronic Safety-Update cabling to CAT6E - - - - - - Misc. office furniture 3,000 3,000 3,000 3,000 3,000 3,000 - - - - - - Total City Center 13,000 89,795 300,420 145,730 91,480 29,900 28 2027 2028 2029 2030 2031 Project Description - - - - - Consultant to maximize use of existing space - - - - - Address ice damming and roof leaking issues - - - - - - - - - - - - - - - North side of building 88,500 - - - - - 102,850 - - - - 32,200 - - - - 27,230 - - - - 9,080 - - - - 20,570 - - - - - 11,630 - - - - - - - Main entry door, lobby windows, conference room, front office, 1 private office; Moved from 2022 - - - - - - - - - - - - - - - - - - - - In places it is falling off building - - - - - - - - - - Basement stair railing. HM doors, & employee entrance - - - - - Consultant to investigate water intrusion - - - - - - - - - - Water infiltration - - - - - - - - - - - - - - - - - - - - - - - - - Furnaces/bathrooms - - - - - - - - - - Basement stairwell - - - - - - - - - - - - - - - - - - - - - - - 7,940 Add dehumidifier and raise cabinets off floor Front counter repairs; sheetrock repairs replace doors & hardware - - - - - 88,970 - - - - 48,750 - - - - 7,320 - - - 2,380 - Replace water heater - - - - - Address air flow and air quality - - - - - - - - 39,700 - Replace condensors & HVAC in cable room - - - - - Offices and lobby - - 31,000 - - Cable room - - - 158,750 - - - - 31,440 - 3,000 3,000 3,000 3,000 3,000 - - - - - 91,500 194,930 45,630 243,210 148,040 29 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2031 PROJECTS BY TYPE BUILDINGS EXCEPT FIRE STATION Buildings 2021 Estimated 2022 2023 2024 2025 2026 History Center Exterior repairs - - 38,340 - - - Replace roof - - 36,700 - - - Electrical-LED lighting upgrade - - - - 14,630 - Replace carpet - - 12,230 - - - Replace exhaust fan - - 1,550 - - - Clean ductwork - 4,500 - - - - Total History Center - 4,500 88,820 - 14,630 - Old Fire Hall Roof - - 35,000 - - - Total Old Fire Hall - - 35,000 - - - Public Works Building Cover for mix - - - - Ceiling fans - 9,500 - - - - Total Public Works Building - 9,500 - - - - Total Buildings 13,000$ 103,795$ 424,240$ 145,730$ 106,110$ 29,900$ Funding Gen. Cap. Improve. Fund(400)13,000$ 103,795$ 410,460$ 145,730$ 106,110$ 29,900$ Possible History Center Cost - - 13,780 - - - Total Funding 13,000$ 103,795$ 424,240$ 145,730$ 106,110$ 29,900$ 30 2027 2028 2029 2030 2031 Project Description - - - - - siding, window, main entry, brick repair, replace metal trim - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Will not replace until needed - - - - - - - - - - - - - - - 91,500$ 194,930$ 45,630$ 243,210$ 148,040$ 91,500$ 194,930$ 45,630$ 243,210$ 148,040$ - - - - - 91,500$ 194,930$ 45,630$ 243,210$ 148,040$ 31 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2031 PROJECTS BY TYPE ADMINISTRATION Administration 2021 Est.2022 2023 2024 2025 2026 Automobiles Vehicle 21,996$ -$ -$ -$ -$ -$ Total Automobiles 21,996 - - - - - Office Equipment&Other Computers 6,450 6,100 7,950 4,050 4,485 5,845 Switches 6,000 3,000 6,500 2,400 6,000 3,000 Council computer reimb.1,250 1,250 1,250 1,250 1,250 1,250 Copier at City Center - 15,000 - - - - Cameras - 5,000 5,000 4,000 5,500 - Phones 5,000 - 1,000 200 - - PermitWorks-Code Enforce.- - 8,000 - - - Strategic Plan - 7,000 - - - - Copier at Public Works - - - - - - Total Office Equipment 18,700 37,350 29,700 11,900 17,235 10,095 Total Administration 40,696$ 37,350$ 29,700$ 11,900$ 17,235$ 10,095$ Funding Gen. Cap. Improve. Fund(400)40,696$ 37,350$ 29,700$ 11,900$ 17,235$ 10,095$ Total Funding 40,696$ 37,350$ 29,700$ 11,900$ 17,235$ 10,095$ 32 2027 2028 2029 2030 2031 Project Description -$ -$ -$ -$ -$ Primarily for code enforcement - - - - - 9,460 5,155 4,200 4,445 9,555 Four year replacement schedule 6,500 2,400 6,000 3,000 6,500 1,250 1,250 1,250 1,250 1,250 Each member receives up to $1,000 every 4 yrs - - - - - - 1,000 5,000 5,000 4,000 - 5,000 - 1,000 - - - - - - - - - - - - - - - 5,000 17,210 14,805 16,450 14,695 26,305 17,210$ 14,805$ 16,450$ 14,695$ 26,305$ 17,210$ 14,805$ 16,450$ 14,695$ 26,305$ 17,210$ 14,805$ 16,450$ 14,695$ 26,305$ 33 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2031 PROJECTS BY TYPE PARKS AND RECREATION Parks & Recreation 2021 Est.2022 2023 2024 2025 2026 OFH Park Skate park joint repair -$ -$ -$ -$ -$ -$ Skate park equipment - - - - - - Total OFH Park - - - - - - Gervais Mill Trail repair/maintenance - 5,000 - - - - Bike rack - 2,600 - - - - Benches - - - - 3,600 - Boardwalk - - - - - 45,000 Fishing Pier-Board Replace.- - - - - - Parking Lot Reclamation - - - - - - Gervais Mill entrance - 132,000 - - - - Gervais Mill entrance-east - 3,500 - - - - Total Gervais Mill - 143,100 - - 3,600 45,000 Nadeau Wildlife Park Benches - - - 3,600 - - Bike rack - 1,500 - - - - Woodchip Playground - 3,500 - - - 4,000 Total Nadeau Wildlife Park - 5,000 - 3,600 - 4,000 Spooner Park Sealing of PIP - - - - - - Buckthorn removal - 7,400 - 7,400 - 7,400 Trail repair/maintenance - - 50,000 - - - Storm Water Repairs 88,000 - - - - - Bike racks - 2,200 - - - - Benches - - - - 3,600 - Tree trimming - 14,000 - 15,000 - 15,000 Lower shelter 75,000 - - - - - Lower lot improvements - - 80,000 - - - Sports court resurfacing - - 7,500 - - 7,500 Stain shelters/structures - - 8,000 - - - Field repair maintenance - 6,000 - 6,000 - 6,000 Band shell structure - - - - - 100,000 Stone steps to Creek - - - - 60,000 - Expansion of upper parking lot - - 165,000 - - - Upgrade bathrooms - - - - - 25,000 Entrance sign - - 30,000 - - - Total Spooner Park 163,000 29,600 340,500 28,400 63,600 160,900 34 2027 2028 2029 2030 2031 Project Description 3,000$ -$ -$ -$ -$ - 60,000 (1)- - - *LCRA Donation 3,000 60,000 - - - - - - 40,000 - - - - - - - - - - - - - - - - Identified in Park Master Plan - - - 40,000 - - - - 100,000 - - - - - - $132,000 Expenses; Grant $97,000 - - - - - - - - 180,000 - - - - - - - - - - - - - - - 4,500 - - - - 4,500 - - 10,000 - - - 7,400 - 7,400 - - - - - 125,000 - - - - - - - - - - - - - - - - 15,000 - 15,000 - - - - - - Identified in Park Master Plan - - - - - - - - 7,500 - 8,000 - - - - - 6,000 - 6,000 - - - - - - Identified in Park Master Plan - - - - - Identified in Park Master Plan - - - - - $78,000 in Canadian Days donations - - - - - - - - - - 8,000 28,400 10,000 35,900 125,000 35 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2031 PROJECTS BY TYPE PARKS AND RECREATION Parks & Recreation 2021 Est.2022 2023 2024 2025 2026 Pioneer Park Message center - 2,000 - - - - Outfield fencing - field 1&4 - 20,000 - - - - Field repair maintenance - 6,000 - 6,000 - 6,000 Pavilion staining - - 8,000 - - - Soccer field repair/maint.22,065 8,000 8,000 8,000 8,000 8,000 Playground replacement 97,500 - 692,500 - - - Playground surface PIP - - 153,000 - - - Water Feature - 50,000 320,000 - - - Access/Accessibility - - 16,000 - - - Shelter-West side - - 97,000 - - - Trail repair - - 26,000 101,000 - - Trail lighting - 90,000 - - - - Signage - - - - - 15,000 Passive water feature - - - - 27,000 - Dugout shade Structure - - - - 135,000 - Park Vegetation & Stormwater - - - - - 427,000 Tree Nursery - - - - - - Misting Station - - - - - - Pump Track - - - - - - Benches, picnic tables, etc - - - - - - Softball fields (Sand injection)- - - - - - Trail markers - - - 2,000 - - Winter activity loop - - - - - - Sports court resurfacing - 16,500 - - - 16,500 Bike Racks - 3,500 - - - - Total Pioneer Park 119,565 196,000 1,320,500 117,000 170,000 472,500 Rondeau Park Trail repair/maintenance - 130,000 - - - - Bike racks - 1,500 - - - - Playground equipment - 300,000 - - - - Picnic Shelter - 70,000 - - - - Picnic Shelter staining - - - - - - Lighting - 15,000 - - - - Basketball court resurfacing - 3,500 - - - 3,500 Total Rondeau Park - 520,000 - - - 3,500 Thunder Bay Park Woodchip playground - 2,000 - - - 2,500 Bike racks - 2,500 - - - - Benches - - - - 5,400 - Habitat restoration 25,000 15,000 15,000 5,000 5,000 - Trail repair/maintenance - 25,000 - - - - Trail continuation - - - 25,000 - - Boardwalk - - - 50,000 - - Basketball court resurfacing - 3,500 - - - 3,500 Total Thunder Bay Park 25,000 48,000 15,000 80,000 10,400 6,000 36 2027 2028 2029 2030 2031 Project Description - - - - - - - - - - - 6,000 - - - 8,000 - - - - - - - - - - - - - - - Donation LCRA - - - - - - - - - - - - - 54,000 - - 76,000 - 181,000 - - 90,000 - - - - 4,000 - - - - - - - - - - Possible Community Partner Opportunity - - - - - 72,000 - - - - Investigate possible grant for earlier imp. - - 47,000 - - - - - 67,000 - - - 91,000 - - - - - - 60,000 - - - - - - - - - 72,000 - - - 16,500 - - - - - - 80,000 241,000 138,000 83,500 302,000 - - - - - - - - - - - - - - - $150,000 is PIP - - - - - Identified in Park Master Plan - - - - 5,000 - - - - - - - - 3,500 - - - - 3,500 5,000 - - - - 3,000 - - - - - - - - - - 5,000 - - - - 140,000 - - - 125,000 - - - - - New linear trail west of Payne - - - - - Contingent on cost share with Maplewood - - - 3,500 - 145,000 - - 3,500 128,000 37 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2031 PROJECTS BY TYPE PARKS AND RECREATION Parks & Recreation 2021 Est.2022 2023 2024 2025 2026 Veterans Memorial Park Stain shelters/structures - - 2,000 - - - War dog statue - 3,000 - - - - Total Thunder Bay Park - 3,000 2,000 - - - Other Items Park & Rec. Consultant 30,000 5,000 5,000 5,000 5,000 5,000 Park Master Plan - - - - - - Entrance Signs at all parks - 33,250 - - - - Bike Rack at City Hall - 1,500 - - - - Bike Repair Station - - 2,500 - - - Pump Track - - - - - 42,000 Veterans Memorial 1,417 - - - - - Rink Boards at Demont Rink - - - - - - Interpretive Signage - 20,000 - - - - Total Other Items 31,417 59,750 7,500 5,000 5,000 47,000 Total Parks and Recreation 338,982$ 1,004,450$ 1,685,500$ 234,000$ 252,600$ 738,900$ Funding Donatiions-Community Partner -$ -$ 400,000$ -$ -$ -$ Grant-DNR - 97,000 - - - - ARPA Funds - 516,500 - - - - 10% Fund (408)97,500 - 145,000 - - - Park Land Acquisition (456)- - 325,000 25,000 - - Gen. Cap. Improve. Fund(400)- - 80,000 - - - Gen. Cap. Improve. Fund(400)241,482 390,950 735,500 209,000 252,600 738,900 Total Funding 338,982$ 1,004,450$ 1,685,500$ 234,000$ 252,600$ 738,900$ (1) Donations LCRA 38 2027 2028 2029 2030 2031 Project Description 2,000 - - - - - - - - - 2,000 - - - - 5,000 5,000 5,000 5,000 5,000 36,000 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 80,000 - - - - - - - - - 121,000 5,000 5,000 5,000 5,000 359,000$ 334,400$ 153,000$ 311,400$ 569,500$ -$ 60,000$ -$ -$ -$ - - - - - - - - - - - - - - - - - - - - - - - - - Reserved Fund Balance 359,000 274,400 153,000 311,400 569,500 359,000$ 334,400$ 153,000$ 311,400$ 569,500$ 39 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2031 PROJECTS BY TYPE PUBLIC WORKS Public Works Equipment Useful Life 2021 Est 2022 2023 2024 2025 2026 Trucks PW Truck 10 -$ -$ -$ -$ -$ -$ PW Truck with plow 10 50,000 - - - - - PW Truck 10 - 52,000 - - - - PW Truck 10 48,351 - - - - - PW Truck 10 - - 50,000 - - - PW Truck 10 - - - 45,000 - - PW Truck 10 - - - - - 55,000 Total Trucks 98,351 52,000 50,000 45,000 - 55,000 Large Trucks Dump Truck 15 102,852 - - - - Dump Truck 15 - - - - - Small dump truck 15 - - - - - Utility Truck w/crane 10 - - - - - 105,000 Combo Sewer Machine 15 - - - - - Street Sweeper 10 - - - - - 275,000 Total Large Trucks 102,852 - - - - 380,000 Large Equipment Tractor w/flail mower 15 - - - - - - Tool cat 6 - - - - 58,000 - Tool cat w/lift attachment 6 56,000 - - - - - Tool cat 6 - - 57,000 - - - Front end loader 15-20 - - - 130,000 - Loader/Backhoe 20 - - - 90,000 - - Skid loader 10 - 50,000 - - - - Asphalt roller 20 - - - - - - Trailer for asphalt roller - - - - - 6,000 Pothole patcher 10 - - - - 25,000 - Wood chipper 15 - - - - 45,000 - Portable air compressor 20 - - 18,000 - - - Mower with rink sweeper 15 - - - - - - Mower-Large area 7 - 70,000 - - - - Workman with hard cab 10 - - - - - - Truckster 15 - 32,000 - - - - Mower -7 foot 5 12,500 - - - - - Mower -7 foot 5 - - - - - - Total Large Equipment 68,500 152,000 75,000 90,000 258,000 6,000 Other Equipment Ball field painter 7 - - - - - 6,000 Field Drags - 5,000 - - - - Generator rehab.9,680 - - - - - Generator - 3000 watt - - - - - - Plate packer - - - - - - LELY spreader - - - - - - Scissor lift - - - - - - Snowblower - 2,750 - - - 1,000 Snowblower - - - 5,500 - - Snowblower (for Rink)- - - - - 1,000 Pressure Washer - - - - - 2,000 Wood Chip Box - - - - - 6,000 Plow for Tool cat 2,000 - 2,000 - - - 40 2027 2028 2029 2030 2031 Project Description -$ -$ 55,000$ -$ -$ 2019 Ford F350 (unit 119) - - - - 50,000 Replace 2011 Ford F250 (unit 111) - - - - - Replace 2011 Ford F250 (unit 211) - - - - 48,000 Replace 2011 GMC 2500 (unit 311) - - - - - Replace 2013 Ford F350 (unit 113) - - - - - Replace 2014 Ford F150 (unit 114) - - - - - 2016 Ford F350 w/plow (unit 116) - - 55,000 - 98,000 - - - - 2020 Single Axle (unit 105) - - - 200,000 - 2015 Single Axle (unit 115) - - - - 2019 Ford F450 (unit 219) - - - - 2016 Ford F450 w/crane (unit 216) - - - - 2019 International (unit 419) - - - - 2016 Street Sweeper (unit 416) - - - 200,000 - - - - - - 2017 John Deere (unit 217) - - - - 58,000 2019 Tool cat (unit 319) 56,000 - - - - Replace 2013 Tool cat (unit 112) - - 57,000 - - Replace 2016 Tool cat - - - - - 2010 Caterpillar (unit 110) - - - - - Replace 1990 Case (unit 190) - - - - - Replace 2012 Skid Loader (unit 212) - 20,000 - - - 2008 roller (unit 108) - -- - - - - - - - 2015 tow-behind pothole patcher (unit 215) - - - - - Replace 2008 (unit 208) - - - - - Replace 2003 (unit 303) - - - - 50,000 2006 Jacobson mower - - 70,000 - - Replace 2016 Groundsmaster - 40,000 - - - 2018 Workman with groomer - - - - - 2006 Cushman - - - - - Replace 2016 Toro z-turn mower - - - - - 2014 Bobcat z-turn mower 56,000 60,000 127,000 - 108,000 - - - - - - - - - - - - - - - 2,500 - - - - - - - - - - - - - - - - - - - This will be a used piece of equipment - - - - - Replace 2001 Snowblower - - - - - - - - - - - - - - - - - - - - - - - 2,000 - 41 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2031 PROJECTS BY TYPE PUBLIC WORKS Public Works Equipment Useful Life 2021 Est 2022 2023 2024 2025 2026 Other equipment (continued)- - - - - - Jumping jack compactor - 2,000 - - - - Enclosed trailer - 3,800 - - - - Cut-off Saw 14"" (Power Pole Saw)- 1,200 - 1,200 - - Pickup broom - 3,500 - - - - Push Mower - - - 1,200 - - Slit seeder - - - - - - Water Tank - - - - - - Speed board - - - 3,500 - - Concrete mixer - - - - 5,000 - Total Other Equipment 11,680 18,250 2,000 11,400 5,000 16,000 Total Public Works Equipment 281,383$ 222,250$ 127,000$ 146,400$ 263,000$ 457,000$ Funding Sales of existing equipment 40,000$ -$ -$ -$ -$ -$ Gen. Cap. Improve. Fund(400)241,383 222,250 127,000 146,400 263,000 457,000 Total Funding 281,383$ 222,250$ 127,000$ 146,400$ 263,000$ 457,000$ 42 2027 2028 2029 2030 2031 Project Description - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 5,500 - - - 4,000 - - - - - - - - - - - - - - 6,500 5,500 - 2,000 - 62,500$ 65,500$ 182,000$ 202,000$ 206,000$ -$ -$ -$ -$ -$ 62,500 65,500 182,000 202,000 206,000 62,500$ 65,500$ 182,000$ 202,000$ 206,000$ 43 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2031 PROJECTS BY PROJECT TYPE FIRE EQUIPMENT, VEHICLES, AND BUILDINGS Fire 2021 Est.2022 2023 2024 2025 2026 Fire Station Building repairs - 2,450 2,450 2,450 2,450 2,450 Building-stair tower cracking - 10,000 56,250 - - - Roof-replace - -- - - - Sitework-monument sign - -25,750 - - - Sitework-rehab rain garden - -- - - - Sitework - -- - - - Sitework-Misc. Repairs - -- - - - Sitework - -- - - - Exterior-Misc. Repairs-doors - 3,870 - - - - Exterior-Misc. Repairs - - 100,200 - - - Exterior-efflorescence remediation - - 250,430 - - - Exterior-replace skylight - - - - - 86,250 Interior-Misc. Repairs - - 20,020 - - - Interior-Bathrooms - - - 61,320 - - Equip-vehicle exhaust system - - 206,000 - - - Interior-Replace flooring&ceilings - - - 67,180 - - Interior-Replace accordion wall in training room - - 6,440 - - - Plumbing-Replace water heaters - 2,580 - - - - HVAC - 37,610 - - - - HVAC-heater for equip. room & storage room - -1,300 - - - HVAC-infrared heaters - -- - 63,000 - Mechanical-replace hood on roof - -7,730 - - - Mechanical-replace exhaust in apparatus bay - 3,220 - - - - Fire-update fire alarm control panel - - - - - - Elect-AV upgrades - - - 95,380 - - Elect-Alerting station - - - - 35,000 - Elect-light fixtures to LED - - - - - - Elect-replace panel & transfer switch - - - - - - Total Fire Station - 59,730 676,570 226,330 100,450 88,700 Equipment Radios 187,000$ -$ -$ -$ -$ -$ Blinds - 11,000 - - - - Computers - 7,000 - - - - Table and Chairs (1)- -56,000 - - - Equip-clothes dryer - -3,220 - - - Equip-casework - -4,510 - - - Equip-Appartus Filler & Gear Wash - -37,340 - - - Equip-generator replacement - -33,130 - - - Equip-SCBA fill station - -- - 42,000 - Emergency Manage. Radios - -15,000 - - - Total Equipment 187,000 18,000 149,200 - 42,000 - Vehicles Aerial Truck (2)-$ 500,000$ 852,000$ -$ -$ -$ Grass rig/pickup - - - - 80,560 - Rescue/Utility - - - - - - Command vehicles 48,575 - - - - 73,800 Pumper - - - - - - Pumper - - - - - - Total Vehicles 48,575 500,000 852,000 - 80,560 73,800 Total Fire 235,575$ 577,730$ 1,677,770$ 226,330$ 223,010$ 162,500$ Funding Fire Equip. Replacement (457)235,575$ 577,730$ 1,677,770$ 226,330$ 223,010$ 162,500$ Fire Department Reimb.- - - - - - Total Funding 235,575$ 577,730$ 1,677,770$ 226,330$ 223,010$ 162,500$ (1)-Portion may be purchased in 2022 if warranted (2)-Order in 2022 and take delivery in 2023 44 2027 2028 2029 2030 2031 Project Description 2,450 2,450 2,450 2,450 2,450 Masonry repairs in 2020 - - - - - Evaluate and repair 210,750 - - - - - - - - - Exterior front door, roof access door& frame, and rooftop patio door - 19,360 - - - - - 195,780 - - Replace retaining wall, update irrigation, repair handrails - - 41,550 - - Replace sidewalks, steps, repair fence, gate - - - 144,950 - M&O parking lot & replace parking lot lights - - - - - Exterior front door, roof access door& frame, and rooftop patio door - - - - - Replace concrete tiles & flashing on exterior of bldg. at windows - - - - - - - - - - - - - - - Repaint apparatus ceiling & replace floor in storage/equipment - - - - - Update bathroom finishes; Change to single use bathroom for ADA compl. - - - - - - - - - - Repaint (orig areas, lobby, conference, toiletry, training, 3 offices) - - - - - - - - - - - - - - - HVAC-Clean ductwork, appartus fans, & PRV for hose towers & bathrms. - - - - - - - - - - - - - - - - - - - - - 30,250 - - - - - - - - AV upgrades & replace security cameras - - - - - Alerting station & update projector - 83,240 - - - - - - 31,750 - 213,200 135,300 239,780 179,150 2,450 -$ -$ -$ -$ -$ - - - - - Request from LCFD - - - - - Request from LCFD - - - - - Request from LCFD - - - - - - - - - - - - - - - Appartus Filler & Gear Wash - - - - - - - - - - Compressor - - - - - - - - - - -$ -$ -$ -$ -$ Replace 1992 truck - - - - - Replace 2009 grass rig/pickup 623,805 - - - - Replace 2000 rescue/utility 68,900 70,110 - - - Replace 2019(1) and 2020(2) veh. - 988,255 - - - Replace 2006 pumper - - - - - 2040-Replace 2018 pumper 692,705 1,058,365 - - - 905,905$ 1,193,665$ 239,780$ 179,150$ 2,450$ 905,905$ 1,193,665$ 239,780$ 179,150$ 2,450$ - - - - - 905,905$ 1,193,665$ 239,780$ 179,150$ 2,450$ 45 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2031 PROJECTS BY PROJECT TYPE STREETS Street Projects 2021 Est 2022 2023 2024 2025 2026 Street Improvements Prior Year Streets Projects -$ -$ -$ -$ -$ -$ Greenbrier Circle (Cnty Rd B2 to end)331,601 - - - - - Old Country Road C 311,160 - - - - - S Owasso RR Crossing - 35,000 - - - - Yorkton Ridge (Condit W to Cul-de-sac)- 331,700 - - - - Woodlyn Avenue (RR Tracks to East)- 435,700 - - - - Maple Lane (Jackson to Cul-de-sac)- 313,100 - - - - Ryan Dr (Spruce to Country Dr)- 548,000 - - - - County Road D (Phase 2-Design City Share)- 55,000 - 100,000 167,000 - Sunset Court (Edgerton to end)- - 238,700 - - - Sunrise Drive (Edgerton to end)- - 99,700 - - - Spruce Street (S Owasso to North)- - 241,900 - - - 35E & Little Canada Road - - 65,000 - - - Twin Lake Blvd. (Vadnais Blvd to Twin Lake Rd)- - 1,426,000 - - - Little Canada RR Crossing - - 80,000 - - - Country Drive (LC Rd to S Owasso)- - - 933,200 - - Nadeau Rd (Country Dr to Condit St)- - - 118,000 - - Jackson Street (LC Road to End)- - - - 350,000 - Country Drive (RR Tracks to S Owasso)- - - - 862,100 - McMenemy St (LC Rd to Viking Dr)- - - - - 1,088,600 Viking Drive E (McMenemy to Edgerton)- - - - - 812,700 Yorkton Boulevard (S Owasso to End)- - - - - - Yorkton Court (Yorkton Blvd to End)- - - - - - Minnesota Avenue (Rice Street to End)- - - - - - Austrailian Avenue (Lakeshore Ave to East)- - - - - - Austrailian Avenue (Lakeshore Ave to West)- - - - - - Bluwood Avenue (Lakeshore Ave to end)- - - - - - Twin Lake Ct (Vadnais Blvd to End)- - - - - - Racine Drive (Centerville to End)- - - - - - Brooks Ave E (Savage Ln to Morrison)- - - - - - Jackson Street (Cnty Rd B2 to S)- - - - - - LC Road (Cnty R C to Rice)- - - - - - Reidmond Ave (Dianna Ln to End)- - - - - - Gilanderi Lane (Cnty Rd B2 to End)- - - - - - Viking Drive E (Gilanderi Ln to Gilanderi Ln)- - - - - - Arcade Street (County Road D to Keller Pkwy)- - - - - - Viking Drive E (Edgerton to End)- - - - - - Labore Road (Centerville to Edgerton)- - - - - - Costa Lane (Desoto to Desoto)- - - - - - Total Street Improvements 642,761 1,718,500 2,151,300 1,151,200 1,379,100 1,901,300 Total All Street Projects 642,761$ 1,718,500$ 2,151,300$ 1,151,200$ 1,379,100$ 1,901,300$ Funding Infrastructure Fund (450)368,261$ 1,368,200$ 657,300$ (308,500)$ 76,600$ 625,900$ MSA - 55,000 650,700 876,900 876,100 783,600 Intergovernmental - - 607,000 - - - Assessments 274,500 295,300 236,300 582,800 426,400 491,800 Total Funding 642,761$ 1,718,500$ 2,151,300$ 1,151,200$ 1,379,100$ 1,901,300$ 46 2027 2028 2029 2030 2031 Project Description -$ -$ -$ -$ -$ Reconstruction - - - - - Reconstruction with new curb - - - - - Reconstruction with new curb - - - - - Partnership with railroad. $35k is City portion - - - - - Reclaim/Pave - - - - - Reconstruction - - - - - Reclaim/Pave - - - - - Reclaim/Pave - - - - - Design and City portion of construction - - - - - Reclaim/Pave - - - - - Reclaim/Pave - - - - - Reclaim/Pave - - - - - Signal (City Portion) - - - - - Reclaim/Pavement-Partner w/ Vadnais Heights - - - - - - - - - - Reclaim/Pave (Possible MSA project) - - - - - Reclaim/Pave - - - - - Reconstruction - - - - - Reclaim/Pave (Possible MSA project) - - - - - Reclaim/Pave - - - - - Reclaim/Pave 408,400 - - - - Reclaim/Pave 218,500 - - - - Reclaim/Pave 456,100 - - - - Reclaim/Pave 357,000 - - - - Reconstruction 226,900 - - - - Reclaim/Pave 206,600 - - - - Reclaim/Pave - 258,300 - - - Reclaim/Pave - 152,500 - - - Reconstruction - 214,000 - - - Reclaim/Pave - 337,000 - - - Reconstruction - - 1,206,000 - - Reclaim/Pave - - 125,400 - - Reclaim/Pave - - 203,900 - - Reclaim/Pave - - 287,600 - - Reclaim/Pave - - - 1,376,500 - Reclaim/Pave - - - 488,000 - Reclaim/Pave - - - - 1,264,600 Reclaim/Pave - - - - 521,400 Reclaim/Pave 1,873,500 961,800 1,822,900 1,864,500 1,786,000 1,873,500$ 961,800$ 1,822,900$ 1,864,500$ 1,786,000$ 1,360,000$ 514,100$ 372,600$ 263,600$ 217,700$ - - 868,800 991,100 910,800 - - - - - 513,500 447,700 581,500 609,800 657,500 1,873,500$ 961,800$ 1,822,900$ 1,864,500$ 1,786,000$ 47  694  35E  35E 10 61 10 '67818 '67814 '67823 '67859 '67815 '67823 '67821 '67822 '67825 '67816 '67819 '67858'67849 "#$#36"#$#36 Twin Lake Kohlman Lake Vadnais Lake Keller Lake Gervais Lake VadnaisBlv dWCountry Dr Condit StLaboreRoadCounty Road B2 W WillowLakeBlvdBelland Ave County Road B E Arcade St NRice St NCounty Road D E ConcettaWay Talmage CirRoselawn A v e E County Road B W Kenwood DrEArcade StCounty R o a d B E GarceauL nRice StRice St NMcmenemy StNLittle CanadaRoad E Edgerton StJackson St NEdgerton StOakCreekDrEB ellecrestDr Tw i n L a ke B lv d County Road E E Be l laDrAllen Pl NWoodgate D rCountyR oad C EAlbertaLn Kel le rPk wy N Little Canada R o a d W Forest St NDesoto St NCounty Road C W Cypress St NCon n or A v eE Beam Ave Berwood A v e W Woodl a ndDr Allen A v e Va dnais Blv d E LittleC ir Dr Bank e r sD r Qu ebec Ct Yorkto n R idge V alent oCirTwin LakeRoad JessicaCtKenwoodDrWMayfairRoad Ro undLakeTrl Frost A v eE Labore Road GilanderiLnDeau v ille DrYorkton BlvdArkwright St NPalm Cir E Edgerton St NDianna Ln Co s taLnBellwood A v e E Vadn a i sDrJackson StCounty Road B2 E Rose Ln Manor St Rice StS O w a s s o B lv d E OakCree kDr S KenwoodCtN Demont Ave E Carol Dr Demont A v e E Laurie Road E Krey AveAdolphus St NConnorCtE Sex t a ntAve Eldridge A v e ESierra LnEShoreDrNPre s erv eCtCenterville RoadMorrison AveBradley St NMonn Ave Summer Ave E Park Pl Center DrCounty Road C E S killman Ave E Liberty Way Desoto StBurr St NPalmCt E S Owasso Blvd W Thunder Bay RoadRya n LnK oh lm anLnEMaple Ln W Sum merPlEStarCir Gre taLnVa d nais LakeDrWalterSt N KristenCt Big Cir DrAdele St NSchletty Dr Center S t W Market PlD r McmenemyStYorkton CtSoo St Burke Ct ESavage Ln Broo k sCt E Koehler Road Ryan Dr Bibeau C t Elmer St W Australian A v e Bryan St Burke A veEOntario RoadCanaburyDrGreenbrierCirJansenWayMontereyAveCostaDr MorayAveTerrace H e i g h t s P rivateSt MarlinAvePinetreeCt Greenbrier St NThunderBayCtBurkeLn Cherry HillLnVanderbie StLakesideCt LibbyLnAdele St NArkwright StValento Ln Demont Ave W Clark St NLark A veE Lake St Arcade St NMinnesota Ave Rose Pl Bluwood Ave Brooks Ave ETwinLakeCt Capi tolView WBeaumont St NSunset Ct SylvanStNWi ttCt Searle CtCentervilleRoadNature W a y Labore A v e Viking Dr E BerwoodAveE MaplewoodDrN H e ndryPlNHiawatha Ave Maple Ln SunriseDr Lee St NRosew oodDr ArcadeStGervais A v e E Iona Ln Spruce StW o odly nnAve Sylvan StPayne Ave N Roselawn A ve W Downs A v e E Greenbrier StSloanPlNAspen C irP arkside Dr Skillman Ave E S k yline Dr Mount Vernon AveE B elmarDrMississippi St NSloan St NBelmont Ln ERuth StStark StPark St Wes t wi nd D r BellwoodAveE OakCreek T errac e PayneAveSpruce StWindrow D r Eli Road Vadnais Road Lillehei P l azaCarla Ln TwinLak e T r l KellerPkwyViking D rW Noel Dr Sucker LakeRoadC a n a b u ryCtSun ris eDr NWoodbridgeStN Bellan dA veMap Document: \\Arcserver1\GIS\LTCANADA_CI_MN\_Basemap\ESRI\Pro\2021\2021PavementManagement\LittleCanada_2021PavementManagement.aprx | Username: dmalm | Date Saved: 7/20/2021 5:16 PMLegend Year of Plannned Maintenance 2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 - 2036 Lakes & Ponds Rivers & Streams Parcels City Limits 00.25 Miles Source: City of Little Canada, Ramsey County, MnDNR, MnDOT ( Capital Improvement Plan City of Little Canada 15-Year Pavement Management Plan July 2021 48  694  35E  35E 10 61 10 '67818 '67814 '67823 '67859 '67815 '67823 '67821 '67822 '67825 '67816 '67819 '67858'67849 "#$#36"#$#36 Twin Lake Kohlman Lake Vadnais Lake Keller Lake Gervais Lake VadnaisBlv dWCountry Dr Condit StLaboreRoadCounty Road B2 W WillowLakeBlvdBelland Ave County Road B E Arcade St NRice St NCounty Road D E ConcettaWay Talmage CirRoselawn A v e E County Road B W Kenwood DrEArcade StCounty R o a d B E GarceauL nRice StRice St NMcmenemy StNLittle CanadaRoad E Edgerton StJackson St NEdgerton StOakCreekDrEB ellecrestDr Tw i n L a ke B lv d County Road E E Be l laDrAllen Pl NWoodgate D rCountyR oad C EAlbertaLn Kel le rPk wy N Little Canada R o a d W Forest St NDesoto St NCounty Road C W Cypress St NCon n or A v eE Beam Ave Berwood A v e W Woodl a ndDr Allen A v e Va dnais Blv d E LittleC ir Dr Bank e r sD r Qu ebec Ct Yorkto n R idge V alent oCirTwin LakeRoad JessicaCtKenwoodDrWMayfairRoad Ro undLakeTrl Frost A v eE Labore Road GilanderiLnDeau v ille DrYorkton BlvdArkwright St NPalm Cir E Edgerton St NDianna Ln Co s taLnBellwood A v e E Vadn a i sDrJackson StCounty Road B2 E Rose Ln Manor St Rice StS O w a s s o B lv d E OakCree kDr S KenwoodCtN Demont Ave E Carol Dr Demont A v e E Laurie Road E Krey AveAdolphus St NConnorCtE Sex t a ntAve Eldridge A v e ESierra LnEShoreDrNPre s erv eCtCenterville RoadMorrison AveBradley St NMonn Ave Summer Ave E Park Pl Center DrCounty Road C E S killman Ave E Liberty Way Desoto StBurr St NPalmCt E S Owasso Blvd W Thunder Bay RoadRya n LnK oh lm anLnEMaple Ln W Sum merPlEStarCir Gre taLnVa d nais LakeDrWalterSt N KristenCt Big Cir DrAdele St NSchletty Dr Center S t W Market PlD r McmenemyStYorkton CtSoo St Burke Ct ESavage Ln Broo k sCt E Koehler Road Ryan Dr Bibeau C t Elmer St W Australian A v e Bryan St Burke A veEOntario RoadCanaburyDrGreenbrierCirJansenWayMontereyAveCostaDr MorayAveTerrace H e i g h t s P rivateSt MarlinAvePinetreeCt Greenbrier St NThunderBayCtBurkeLn Cherry HillLnVanderbie StLakesideCt LibbyLnAdele St NArkwright StValento Ln Demont Ave W Clark St NLark A veE Lake St Arcade St NMinnesota Ave Rose Pl Bluwood Ave Brooks Ave ETwinLakeCt Capi tolView WBeaumont St NSunset Ct SylvanStNWi ttCt Searle CtCentervilleRoadNature W a y Labore A v e Viking Dr E BerwoodAveE MaplewoodDrN H e ndryPlNHiawatha Ave Maple Ln SunriseDr Lee St NRosew oodDr ArcadeStGervais A v e E Iona Ln Spruce StW o odly nnAve Sylvan StPayne Ave N Roselawn A ve W Downs A v e E Greenbrier StSloanPlNAspen C irP arkside Dr Skillman Ave E S k yline Dr Mount Vernon AveE B elmarDrMississippi St NSloan St NBelmont Ln ERuth StStark StPark St Wes t wi nd D r BellwoodAveE OakCreek T errac e PayneAveSpruce StWindrow D r Eli Road Vadnais Road Lillehei P l azaCarla Ln TwinLak e T r l KellerPkwyViking D rW Noel Dr Sucker LakeRoadC a n a b u ryCtSun ris eDr NWoodbridgeStN Bellan dA veMap Document: \\Arcserver1\GIS\LTCANADA_CI_MN\_Basemap\ESRI\Pro\2021\2021PavementManagement\LittleCanada_2021PavementManagement.aprx | Username: dmalm | Date Saved: 7/20/2021 5:16 PMLegend Year of Plannned Maintenance 2022 Lakes & Ponds Rivers & Streams Parcels City Limits 00.25 Miles Source: City of Little Canada, Ramsey County, MnDNR, MnDOT ( Pavement Management City of Little Canada Planned Pavement Maintenance - 2022 July 2021 49  694  35E  35E 10 61 10 '67818 '67814 '67823 '67859 '67815 '67823 '67821 '67822 '67825 '67816 '67819 '67858'67849 "#$#36"#$#36 Twin Lake Kohlman Lake Vadnais Lake Keller Lake Gervais Lake VadnaisBlv dWCountry Dr Condit StLaboreRoadCounty Road B2 W WillowLakeBlvdBelland Ave County Road B E Arcade St NRice St NCounty Road D E ConcettaWay Talmage CirRoselawn A v e E County Road B W Kenwood DrEArcade StCounty R o a d B E GarceauL nRice StRice St NMcmenemy StNLittle CanadaRoad E Edgerton StJackson St NEdgerton StOakCreekDrEB ellecrestDr Tw i n L a ke B lv d County Road E E Be l laDrAllen Pl NWoodgate D rCountyR oad C EAlbertaLn Kel le rPk wy N Little Canada R o a d W Forest St NDesoto St NCounty Road C W Cypress St NCon n or A v eE Beam Ave Berwood A v e W Woodl a ndDr Allen A v e Va dnais Blv d E LittleC ir Dr Bank e r sD r Qu ebec Ct Yorkto n R idge V alent oCirTwin LakeRoad JessicaCtKenwoodDrWMayfairRoad Ro undLakeTrl Frost A v eE Labore Road GilanderiLnDeau v ille DrYorkton BlvdArkwright St NPalm Cir E Edgerton St NDianna Ln Co s taLnBellwood A v e E Vadn a i sDrJackson StCounty Road B2 E Rose Ln Manor St Rice StS O w a s s o B lv d E OakCree kDr S KenwoodCtN Demont Ave E Carol Dr Demont A v e E Laurie Road E Krey AveAdolphus St NConnorCtE Sex t a ntAve Eldridge A v e ESierra LnEShoreDrNPre s erv eCtCenterville RoadMorrison AveBradley St NMonn Ave Summer Ave E Park Pl Center DrCounty Road C E S killman Ave E Liberty Way Desoto StBurr St NPalmCt E S Owasso Blvd W Thunder Bay RoadRya n LnK oh lm anLnEMaple Ln W Sum merPlEStarCir Gre taLnVa d nais LakeDrWalterSt N KristenCt Big Cir DrAdele St NSchletty Dr Center S t W Market PlD r McmenemyStYorkton CtSoo St Burke Ct ESavage Ln Broo k sCt E Koehler Road Ryan Dr Bibeau C t Elmer St W Australian A v e Bryan St Burke A veEOntario RoadCanaburyDrGreenbrierCirJansenWayMontereyAveCostaDr MorayAveTerrace H e i g h t s P rivateSt MarlinAvePinetreeCt Greenbrier St NThunderBayCtBurkeLn Cherry HillLnVanderbie StLakesideCt LibbyLnAdele St NArkwright StValento Ln Demont Ave W Clark St NLark A veE Lake St Arcade St NMinnesota Ave Rose Pl Bluwood Ave Brooks Ave ETwinLakeCt Capi tolView WBeaumont St NSunset Ct SylvanStNWi ttCt Searle CtCentervilleRoadNature W a y Labore A v e Viking Dr E BerwoodAveE MaplewoodDrN H e ndryPlNHiawatha Ave Maple Ln SunriseDr Lee St NRosew oodDr ArcadeStGervais A v e E Iona Ln Spruce StW o odly nnAve Sylvan StPayne Ave N Roselawn A ve W Downs A v e E Greenbrier StSloanPlNAspen C irP arkside Dr Skillman Ave E S k yline Dr Mount Vernon AveE B elmarDrMississippi St NSloan St NBelmont Ln ERuth StStark StPark St Wes t wi nd D r BellwoodAveE OakCreek T errac e PayneAveSpruce StWindrow D r Eli Road Vadnais Road Lillehei P l azaCarla Ln TwinLak e T r l KellerPkwyViking D rW Noel Dr Sucker LakeRoadC a n a b u ryCtSun ris eDr NWoodbridgeStN Bellan dA veMap Document: \\Arcserver1\GIS\LTCANADA_CI_MN\_Basemap\ESRI\Pro\2021\2021PavementManagement\LittleCanada_2021PavementManagement.aprx | Username: dmalm | Date Saved: 7/20/2021 5:16 PMLegend Year of Plannned Maintenance 2023 Lakes & Ponds Rivers & Streams Parcels City Limits 00.25 Miles Source: City of Little Canada, Ramsey County, MnDNR, MnDOT ( Pavement Management City of Little Canada Planned Pavement Maintenance - 2023 July 2021 50  694  35E  35E 10 61 10 '67818 '67814 '67823 '67859 '67815 '67823 '67821 '67822 '67825 '67816 '67819 '67858'67849 "#$#36"#$#36 Twin Lake Kohlman Lake Vadnais Lake Keller Lake Gervais Lake VadnaisBlv dWCountry Dr Condit StLaboreRoadCounty Road B2 W WillowLakeBlvdBelland Ave County Road B E Arcade St NRice St NCounty Road D E ConcettaWay Talmage CirRoselawn A v e E County Road B W Kenwood DrEArcade StCounty R o a d B E GarceauL nRice StRice St NMcmenemy StNLittle CanadaRoad E Edgerton StJackson St NEdgerton StOakCreekDrEB ellecrestDr Tw i n L a ke B lv d County Road E E Be l laDrAllen Pl NWoodgate D rCountyR oad C EAlbertaLn Kel le rPk wy N Little Canada R o a d W Forest St NDesoto St NCounty Road C W Cypress St NCon n or A v eE Beam Ave Berwood A v e W Woodl a ndDr Allen A v e Va dnais Blv d E LittleC ir Dr Bank e r sD r Qu ebec Ct Yorkto n R idge V alent oCirTwin LakeRoad JessicaCtKenwoodDrWMayfairRoad Ro undLakeTrl Frost A v eE Labore Road GilanderiLnDeau v ille DrYorkton BlvdArkwright St NPalm Cir E Edgerton St NDianna Ln Co s taLnBellwood A v e E Vadn a i sDrJackson StCounty Road B2 E Rose Ln Manor St Rice StS O w a s s o B lv d E OakCree kDr S KenwoodCtN Demont Ave E Carol Dr Demont A v e E Laurie Road E Krey AveAdolphus St NConnorCtE Sex t a ntAve Eldridge A v e ESierra LnEShoreDrNPre s erv eCtCenterville RoadMorrison AveBradley St NMonn Ave Summer Ave E Park Pl Center DrCounty Road C E S killman Ave E Liberty Way Desoto StBurr St NPalmCt E S Owasso Blvd W Thunder Bay RoadRya n LnK oh lm anLnEMaple Ln W Sum merPlEStarCir Gre taLnVa d nais LakeDrWalterSt N KristenCt Big Cir DrAdele St NSchletty Dr Center S t W Market PlD r McmenemyStYorkton CtSoo St Burke Ct ESavage Ln Broo k sCt E Koehler Road Ryan Dr Bibeau C t Elmer St W Australian A v e Bryan St Burke A veEOntario RoadCanaburyDrGreenbrierCirJansenWayMontereyAveCostaDr MorayAveTerrace H e i g h t s P rivateSt MarlinAvePinetreeCt Greenbrier St NThunderBayCtBurkeLn Cherry HillLnVanderbie StLakesideCt LibbyLnAdele St NArkwright StValento Ln Demont Ave W Clark St NLark A veE Lake St Arcade St NMinnesota Ave Rose Pl Bluwood Ave Brooks Ave ETwinLakeCt Capi tolView WBeaumont St NSunset Ct SylvanStNWi ttCt Searle CtCentervilleRoadNature W a y Labore A v e Viking Dr E BerwoodAveE MaplewoodDrN H e ndryPlNHiawatha Ave Maple Ln SunriseDr Lee St NRosew oodDr ArcadeStGervais A v e E Iona Ln Spruce StW o odly nnAve Sylvan StPayne Ave N Roselawn A ve W Downs A v e E Greenbrier StSloanPlNAspen C irP arkside Dr Skillman Ave E S k yline Dr Mount Vernon AveE B elmarDrMississippi St NSloan St NBelmont Ln ERuth StStark StPark St Wes t wi nd D r BellwoodAveE OakCreek T errac e PayneAveSpruce StWindrow D r Eli Road Vadnais Road Lillehei P l azaCarla Ln TwinLak e T r l KellerPkwyViking D rW Noel Dr Sucker LakeRoadC a n a b u ryCtSun ris eDr NWoodbridgeStN Bellan dA veMap Document: \\Arcserver1\GIS\LTCANADA_CI_MN\_Basemap\ESRI\Pro\2021\2021PavementManagement\LittleCanada_2021PavementManagement.aprx | Username: dmalm | Date Saved: 7/20/2021 5:16 PMLegend Year of Plannned Maintenance 2024 Lakes & Ponds Rivers & Streams Parcels City Limits 00.25 Miles Source: City of Little Canada, Ramsey County, MnDNR, MnDOT ( Pavement Management City of Little Canada Planned Pavement Maintenance - 2024 July 2021 51  694  35E  35E 10 61 10 '67818 '67814 '67823 '67859 '67815 '67823 '67821 '67822 '67825 '67816 '67819 '67858'67849 "#$#36"#$#36 Twin Lake Kohlman Lake Vadnais Lake Keller Lake Gervais Lake VadnaisBlv dWCountry Dr Condit StLaboreRoadCounty Road B2 W WillowLakeBlvdBelland Ave County Road B E Arcade St NRice St NCounty Road D E ConcettaWay Talmage CirRoselawn A v e E County Road B W Kenwood DrEArcade StCounty R o a d B E GarceauL nRice StRice St NMcmenemy StNLittle CanadaRoad E Edgerton StJackson St NEdgerton StOakCreekDrEB ellecrestDr Tw i n L a ke B lv d County Road E E Be l laDrAllen Pl NWoodgate D rCountyR oad C EAlbertaLn Kel le rPk wy N Little Canada R o a d W Forest St NDesoto St NCounty Road C W Cypress St NCon n or A v eE Beam Ave Berwood A v e W Woodl a ndDr Allen A v e Va dnais Blv d E LittleC ir Dr Bank e r sD r Qu ebec Ct Yorkto n R idge V alent oCirTwin LakeRoad JessicaCtKenwoodDrWMayfairRoad Ro undLakeTrl Frost A v eE Labore Road GilanderiLnDeau v ille DrYorkton BlvdArkwright St NPalm Cir E Edgerton St NDianna Ln Co s taLnBellwood A v e E Vadn a i sDrJackson StCounty Road B2 E Rose Ln Manor St Rice StS O w a s s o B lv d E OakCree kDr S KenwoodCtN Demont Ave E Carol Dr Demont A v e E Laurie Road E Krey AveAdolphus St NConnorCtE Sex t a ntAve Eldridge A v e ESierra LnEShoreDrNPre s erv eCtCenterville RoadMorrison AveBradley St NMonn Ave Summer Ave E Park Pl Center DrCounty Road C E S killman Ave E Liberty Way Desoto StBurr St NPalmCt E S Owasso Blvd W Thunder Bay RoadRya n LnK oh lm anLnEMaple Ln W Sum merPlEStarCir Gre taLnVa d nais LakeDrWalterSt N KristenCt Big Cir DrAdele St NSchletty Dr Center S t W Market PlD r McmenemyStYorkton CtSoo St Burke Ct ESavage Ln Broo k sCt E Koehler Road Ryan Dr Bibeau C t Elmer St W Australian A v e Bryan St Burke A veEOntario RoadCanaburyDrGreenbrierCirJansenWayMontereyAveCostaDr MorayAveTerrace H e i g h t s P rivateSt MarlinAvePinetreeCt Greenbrier St NThunderBayCtBurkeLn Cherry HillLnVanderbie StLakesideCt LibbyLnAdele St NArkwright StValento Ln Demont Ave W Clark St NLark A veE Lake St Arcade St NMinnesota Ave Rose Pl Bluwood Ave Brooks Ave ETwinLakeCt Capi tolView WBeaumont St NSunset Ct SylvanStNWi ttCt Searle CtCentervilleRoadNature W a y Labore A v e Viking Dr E BerwoodAveE MaplewoodDrN H e ndryPlNHiawatha Ave Maple Ln SunriseDr Lee St NRosew oodDr ArcadeStGervais A v e E Iona Ln Spruce StW o odly nnAve Sylvan StPayne Ave N Roselawn A ve W Downs A v e E Greenbrier StSloanPlNAspen C irP arkside Dr Skillman Ave E S k yline Dr Mount Vernon AveE B elmarDrMississippi St NSloan St NBelmont Ln ERuth StStark StPark St Wes t wi nd D r BellwoodAveE OakCreek T errac e PayneAveSpruce StWindrow D r Eli Road Vadnais Road Lillehei P l azaCarla Ln TwinLak e T r l KellerPkwyViking D rW Noel Dr Sucker LakeRoadC a n a b u ryCtSun ris eDr NWoodbridgeStN Bellan dA veMap Document: \\Arcserver1\GIS\LTCANADA_CI_MN\_Basemap\ESRI\Pro\2021\2021PavementManagement\LittleCanada_2021PavementManagement.aprx | Username: dmalm | Date Saved: 7/20/2021 5:16 PMLegend Year of Plannned Maintenance 2025 Lakes & Ponds Rivers & Streams Parcels City Limits 00.25 Miles Source: City of Little Canada, Ramsey County, MnDNR, MnDOT ( Pavement Management City of Little Canada Planned Pavement Maintenance - 2025 July 2021 52  694  35E  35E 10 61 10 '67818 '67814 '67823 '67859 '67815 '67823 '67821 '67822 '67825 '67816 '67819 '67858'67849 "#$#36"#$#36 Twin Lake Kohlman Lake Vadnais Lake Keller Lake Gervais Lake VadnaisBlv dWCountry Dr Condit StLaboreRoadCounty Road B2 W WillowLakeBlvdBelland Ave County Road B E Arcade St NRice St NCounty Road D E ConcettaWay Talmage CirRoselawn A v e E County Road B W Kenwood DrEArcade StCounty R o a d B E GarceauL nRice StRice St NMcmenemy StNLittle CanadaRoad E Edgerton StJackson St NEdgerton StOakCreekDrEB ellecrestDr Tw i n L a ke B lv d County Road E E Be l laDrAllen Pl NWoodgate D rCountyR oad C EAlbertaLn Kel le rPk wy N Little Canada R o a d W Forest St NDesoto St NCounty Road C W Cypress St NCon n or A v eE Beam Ave Berwood A v e W Woodl a ndDr Allen A v e Va dnais Blv d E LittleC ir Dr Bank e r sD r Qu ebec Ct Yorkto n R idge V alent oCirTwin LakeRoad JessicaCtKenwoodDrWMayfairRoad Ro undLakeTrl Frost A v eE Labore Road GilanderiLnDeau v ille DrYorkton BlvdArkwright St NPalm Cir E Edgerton St NDianna Ln Co s taLnBellwood A v e E Vadn a i sDrJackson StCounty Road B2 E Rose Ln Manor St Rice StS O w a s s o B lv d E OakCree kDr S KenwoodCtN Demont Ave E Carol Dr Demont A v e E Laurie Road E Krey AveAdolphus St NConnorCtE Sex t a ntAve Eldridge A v e ESierra LnEShoreDrNPre s erv eCtCenterville RoadMorrison AveBradley St NMonn Ave Summer Ave E Park Pl Center DrCounty Road C E S killman Ave E Liberty Way Desoto StBurr St NPalmCt E S Owasso Blvd W Thunder Bay RoadRya n LnK oh lm anLnEMaple Ln W Sum merPlEStarCir Gre taLnVa d nais LakeDrWalterSt N KristenCt Big Cir DrAdele St NSchletty Dr Center S t W Market PlD r McmenemyStYorkton CtSoo St Burke Ct ESavage Ln Broo k sCt E Koehler Road Ryan Dr Bibeau C t Elmer St W Australian A v e Bryan St Burke A veEOntario RoadCanaburyDrGreenbrierCirJansenWayMontereyAveCostaDr MorayAveTerrace H e i g h t s P rivateSt MarlinAvePinetreeCt Greenbrier St NThunderBayCtBurkeLn Cherry HillLnVanderbie StLakesideCt LibbyLnAdele St NArkwright StValento Ln Demont Ave W Clark St NLark A veE Lake St Arcade St NMinnesota Ave Rose Pl Bluwood Ave Brooks Ave ETwinLakeCt Capi tolView WBeaumont St NSunset Ct SylvanStNWi ttCt Searle CtCentervilleRoadNature W a y Labore A v e Viking Dr E BerwoodAveE MaplewoodDrN H e ndryPlNHiawatha Ave Maple Ln SunriseDr Lee St NRosew oodDr ArcadeStGervais A v e E Iona Ln Spruce StW o odly nnAve Sylvan StPayne Ave N Roselawn A ve W Downs A v e E Greenbrier StSloanPlNAspen C irP arkside Dr Skillman Ave E S k yline Dr Mount Vernon AveE B elmarDrMississippi St NSloan St NBelmont Ln ERuth StStark StPark St Wes t wi nd D r BellwoodAveE OakCreek T errac e PayneAveSpruce StWindrow D r Eli Road Vadnais Road Lillehei P l azaCarla Ln TwinLak e T r l KellerPkwyViking D rW Noel Dr Sucker LakeRoadC a n a b u ryCtSun ris eDr NWoodbridgeStN Bellan dA veMap Document: \\Arcserver1\GIS\LTCANADA_CI_MN\_Basemap\ESRI\Pro\2021\2021PavementManagement\LittleCanada_2021PavementManagement.aprx | Username: dmalm | Date Saved: 7/20/2021 5:16 PMLegend Year of Plannned Maintenance 2026 Lakes & Ponds Rivers & Streams Parcels City Limits 00.25 Miles Source: City of Little Canada, Ramsey County, MnDNR, MnDOT ( Pavement Management City of Little Canada Planned Pavement Maintenance - 2026 July 2021 53 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2031 PROJECTS BY PROJECT TYPE TRAILS Trails 2021 Est 2022 2023 2024 2025 2026 Trail Improvements Trout Brook Regional Trail -$ 10,000$ 5,000$ -$ -$ -$ Plan for future trails - 15,000 - - - - Future Trail acquisition/appraisal - 5,000 5,000 5,000 5,000 5,000 Easement Acquisition - 30,000 - - - - Waterworks Trail Connection - -- - - 200,000 Future Powerline Trail develop.- -- - - - Total Trail Improvements -$ 60,000$ 10,000$ 5,000$ 5,000$ 205,000$ Total All Trail Projects -$ 60,000$ 10,000$ 5,000$ 5,000$ 205,000$ Funding Park land Acquisition Fund (456)-$ 60,000$ 10,000$ 5,000$ 5,000$ 205,000$ Total Funding -$ 60,000$ 10,000$ 5,000$ 5,000$ 205,000$ 54 2027 2028 2029 2030 2031 Future Project Description -$ -$ -$ -$ -$ -$ - - - - - - 5,000 5,000 5,000 5,000 5,000 30,000 - - - - - 0 Powerline trail - - - - - 0 South of OFH - - - - - 150,000 Edgerton/Pioneer/Allen 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ 180,000$ 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ 180,000$ 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ 180,000$ 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ 180,000$ 55 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2031 PROJECTS BY PROJECT TYPE STORM PROJECTS Storm Projects 2021 Est.2022 2023 2024 2025 2026 Storm Projects Ryan Lane -$ -$ -$ -$ -$ -$ B2 Storm Sewer - - - - - - Pond cleanout 15,000 15,000 15,000 15,000 15,000 15,000 Windrow Storm Project - - - - - - Morrisson Swale - - - - - - Storm Water Implementation - 30,000 - - - - MS4-ID Software - 3,600 - - - - B2/Gervais Hills Drive - 70,000 - - - - Labore/Ontario - 50,000 - - - - Country Drive Ditch Cleaning - -85,000 - - - Demont Storm Pipe Repair - -15,000 - - - Jackson Demont Pond Outlet - -50,000 - - - Storm Catch Basin Repair - -10,000 - 15,000 - Arcade Keller Storm Manhole - -- 15,000 - - Maple Leaf Court Storm Outlet - -- 10,000 - - B2/Railroad Tracks - -- - 20,000 - Catch Basin Replacements 63,909 - - - - - Total Storm Projects 78,909$ 168,600$ 175,000$ 40,000$ 50,000$ 15,000$ Funding Infrastructure Fund (450)78,909$ 168,600$ 175,000$ 40,000$ 50,000$ 15,000$ Total Funding 78,909$ 168,600$ 175,000$ 40,000$ 50,000$ 15,000$ 56 2027 2028 2029 2030 2031 Project Description -$ -$ -$ -$ -$ - - - - - 15,000 15,000 15,000 15,000 15,000 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 15,000$ 15,000$ 15,000$ 15,000$ 15,000$ 15,000$ 15,000$ 15,000$ 15,000$ 15,000$ 15,000$ 15,000$ 15,000$ 15,000$ 15,000$ 57 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2034 WATER/SEWER EQUIPMENT REPLACEMENT EXPENDITURE DETAIL (FUND 604) 2021 Est 2022 2023 2024 2025 2026 ADMINISTRATION DETAIL Audit 1,720$ 1,520$ 1,560$ 1,600$ 1,640$ 1,680$ Administration Fees - - - - - - Update Water Model - - - - 15,000 - Water meter gateway & software - 8,000 - 8,000 - 9,000 Land resale/purchase costs - -- -- - Transfer Out - -- -- - TOTAL ADMINISTRATION 1,720$ 9,520$ 1,560$ 9,600$ 16,640$ 10,680$ EQUIPMENT DETAIL Meters (Large)- 30,000 30,000 30,000 30,000 30,000 Meters (Meter Replacement)- -- - - - Generator(s) Small - -3,000 - - 5,000 Generator - -- 45,000 - - Generator - -- - 85,000 - Sewer camera - -- - - - Tablets and Ipads - 2,600 3,900 - 3,000 4,500 GIS Work Order Software - 20,000 - - - - GPS Device - -- - 10,000 - Gas Monitor - -- - - - Hydrant Buddy - -- 2,500 - - Combination sewer machine - -- - - - Vac unit 20,955 - - - 4,500 - Sewer machine hose - - - - - - Gate valve operator - - - 8,500 - - TOTAL EQUIPMENT 20,955$ 52,600$ 36,900$ 86,000$ 132,500$ 39,500$ TOTAL ADMIN. & EQUIPMENT DETAIL 22,675$ 62,120$ 38,460$ 95,600$ 149,140$ 50,180$ 58 2027 2028 2029 2030 2031 2032 2033 2034 1,720$ 1,760$ 1,800$ 1,850$ 1,900$ 1,950$ 2,000$ 2,050$ - - - - - - - - - - - - - - - - - 9,000 - 9,000 - 9,000 - 9,000 - -- -- -- - - -- -- -- - 1,720$ 10,760$ 1,800$ 10,850$ 1,900$ 10,950$ 2,000$ 11,050$ 30,000 30,000 30,000 30,000 30,000 30,000 30,000 30,000 - 200,000 200,000 200,000 - - - - - -- - - - - - - -- - - - - - - -- - - - - - 78,500 - - - 12,000 - - - - 4,000 4,000 4,000 4,000 4,000 4,000 4,000 - - - - - - - - - - 10,000 - - - - - - - - - - - - - 10,000 - - - - - - - - - - - - - - - - - 4,500 - - - - - - - -- - - - - 8,000 8,000 - - - - - - 126,500$ 242,000$ 248,500$ 234,000$ 46,000$ 34,000$ 34,000$ 34,000$ 128,220$ 252,760$ 250,300$ 244,850$ 47,900$ 44,950$ 36,000$ 45,050$ 59 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2034 WATER/SEWER EQUIPMENT REPLACEMENT EXPENDITURE DETAIL (FUND 604) 2021 Est 2022 2023 2024 2025 2026 LINES DETAIL Rice Street valve repair -$ 80,000$ -$ -$ -$ -$ Force main-Keller - -- - - - Force main-Dianna Lane - -- - - - Force main-County Road B - -- - - - Force main-LS - -- - - - Manhole repairs - 130,000 - - - 100,000 Paint hydrants - 32,000 25,000 - - - Lining sanitary (slip lining)- 200,000 50,000 50,000 50,000 50,000 Misc. water line repairs 40,000 50,000 50,000 50,000 50,000 50,000 TOTAL LINES 40,000$ 492,000$ 125,000$ 100,000$ 100,000$ 200,000$ FACILITIES DETAIL Water Tower inspections - - 15,000 - - - PW Bldg. equip/maint 5,000 14,500 5,000 5,000 5,000 5,000 PW Bldg. solar panels - - - - - - Sunset court-lift station pump - - - 20,000 - - Booster Station-Pump #1 - - - - 25,000 - Booster Station-Pump #2 - - - - - 25,000 Booster Station-Pump #3 - - - - - - Booster Station-Roof(2025)&AC(2028)- - - - 8,000 - Lift Station-Controller 30,000 20,000 20,000 8,000 - - Lift station Force Main Cleaning - - 20,000 40,000 - - Lift station upgrades 9,115 10,000 10,000 10,000 10,000 10,000 Dianna Lane Lift Station - - - - 19,000 - Maple Leaf Court Lift Station-Pumps - - - - - - Jessica Lift Station - - - - 20,000 - County Road B Lift Station - - - - - 20,000 County Road B2 Lift Station - - - 19,000 - - Woodlynn Lift Station-Pumps 16,000 - - - - - Keller Lift Station-Pumps - - - 19,000 - - Misc Capital Repairs 5,000 TOTAL FACILITIES 60,115$ 49,500$ 70,000$ 121,000$ 87,000$ 60,000$ TOTAL LINES & FACILITIES DETAIL 100,115$ 541,500$ 195,000$ 221,000$ 187,000$ 260,000$ 60 2027 2028 2029 2030 2031 2032 2033 2034 -$ -$ -$ -$ -$ -$ -$ -$ - - - - - - - - - - - - - - - - - - - - - - - - - - - - 50,000 - - - - - - 120,000 - - - - - 10,000 10,000 10,000 - - - - 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 100,000$ 110,000$ 110,000$ 230,000$ 150,000$ 100,000$ 100,000$ 100,000$ - 20,000 - - - - - 700,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 - - - - - - - - - - 22,000 - - - - - - - - - - 24,000 - - - - - - - - 24,000 - 21,000 - - - - - - - - 7,000 - - - - - - - - - - - - - - - - - - - - - - 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 - - - - 20,000 - - - 18,000 - - - - - - - - - - - 20,000 - - - - - - - - - - - - - 20,000 - - - - - - - -20,000 - - - - - - 20,000 - - - - - 20,000 20,000 20,000 20,000 20,000 20,000 20,000 54,000$ 62,000$ 97,000$ 55,000$ 75,000$ 59,000$ 59,000$ 735,000$ 154,000$ 172,000$ 207,000$ 285,000$ 225,000$ 159,000$ 159,000$ 835,000$ 61 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2031 GENERAL CAPITAL IMPROVEMENT FUND SUMMARY (FUND 400) 2021 Estimated 2022 2023 2024 REVENUE SUMMARY: PILOT Payment (Painter's Union) (1)10,000$ 10,000$ 10,000$ 10,000$ PILOT Payment (AFSA) (2)13,300 13,300 13,300 13,300 TIF Excess Increment 10,000 10,000 10,000 10,000 Cell tower lease 72,700 72,700 72,700 72,700 ARPA Funds - 516,500 - - Donations - -400,000 - Sale of Equipment 40,000 - - - Grant - 97,000 - - EAB Grant - 50,000 23,140 - Local Government Aid (3)347,503 347,927 242,927 230,781 LCFD Reimbursement - - - - Transfer from 450 for Admin Fees 5,800 14,300 18,300 9,800 Transfer from General Fund 900,000 - - - Transfer from 10% Fund for Pioneer - - 145,000 - Transfer from Park Land Acq. Fund - - 325,000 25,000 Transfer from Cable TV Fund Reimbursement by History Center?13,780 Interest 14,700 16,100 22,200 - TOTAL REVENUE 1,414,003$ 1,147,827$ 1,296,347$ 371,581$ EXPENDITURE SUMMARY: Audit Fees 520$ 530$ 540$ 550$ EAB Removal and Replacement - 67,500 30,000 30,000 Buildings (Detail on pages 28-31)13,000 103,795 424,240 145,730 Administration (Detail on pages 32-33)40,696 37,350 29,700 11,900 Fire (Moved to Fund 457)187,000 - - - Parks & Recreation (Detail on pgs 34-39)338,982 1,004,450 1,685,500 234,000 Public Works (Detail on page 40-43)281,383 222,250 127,000 146,400 TOTAL EXPENDITURES 861,581$ 1,435,875$ 2,296,980$ 568,580$ NET INCREASE (DECREASE)552,422$ (288,048)$ (1,000,633)$ (196,999)$ BEGINNING FUND BALANCE 1,959,864$ 2,512,286$ 2,224,238$ 1,223,605$ ENDING FUND BALANCE 2,512,286$ 2,224,238$ 1,223,605$ 1,026,606$ (1)$10,000 until 2022; can renegotiate in 2022; in effect while property is under tax exempt status (2) Tax capacity multiplied by City's Tax Rate (3) $105,000 reduction in 2023 and 5% reduction per year after 2023 62 2025 2026 2027 2028 2029 2030 2031 -$ -$ -$ -$ -$ -$ -$ 13,300 13,300 13,300 13,300 13,300 13,300 13,300 10,000 10,000 10,000 10,000 10,000 10,000 10,000 72,700 72,700 72,700 72,700 72,700 - - - - - - - - - - - - 60,000 - - - - - - - - - - - - - - - - - - - - - - - - 219,242 208,280 197,866 187,972 178,574 169,645 161,163 - - - - - - - 11,700 16,200 15,900 8,200 15,500 15,800 15,200 - - - - - - - - - - - - - - - - - - - - - 158,750 - - - - - - - 326,942$ 320,480$ 309,766$ 352,172$ 290,074$ 367,495$ 199,663$ 560$ 560$ 560$ 560$ 560$ 560$ 560$ 30,000 30,000 30,000 - - - - 106,110 29,900 91,500 194,930 45,630 243,210 148,040 17,235 10,095 17,210 14,805 16,450 14,695 26,305 - - - - - - - 252,600 738,900 359,000 334,400 153,000 311,400 569,500 263,000 457,000 62,500 65,500 182,000 202,000 206,000 669,505$ 1,266,455$ 560,770$ 610,195$ 397,640$ 771,865$ 950,405$ (342,563)$ (945,975)$ (251,004)$ (258,023)$ (107,566)$ (404,370)$ (750,742)$ 1,026,606$ 684,042$ (261,933)$ (512,938)$ (770,960)$ (878,527)$ (1,282,897)$ 684,042$ (261,933)$ (512,938)$ (770,960)$ (878,527)$ (1,282,897)$ (2,033,639)$ 63 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2031 FIRE CAPITAL FUND SUMMARY (FUND 457) 2021 Est 2022 2023 2024 REVENUE SUMMARY: General property tax levy 160,000$ 160,000$ 160,000$ 160,000$ Donations (1)24,322 39,000 39,000 39,000 Sale of equipment - 50,000 - - Interest 12,800 14,300 11,200 TOTAL REVENUE 197,122$ 263,300$ 210,200$ 199,000$ EXPENDITURE SUMMARY: Audit 230$ -$ -$ -$ Fire Station Facility Improvements 59,730 676,570 226,330 Fire equipment 18,000 149,200 - Aerial Truck (2022)- 500,000 852,000 - Equip. on pumper truck Grass rig/pickup - - - - Rescue/Utility - - - - 3 Command vehicles 48,575 - - - Pumper - - - - Pumper (2040)- - - - TOTAL EXPENDITURES 48,575$ 577,730$ 1,677,770$ 226,330$ NET INCREASE (DECREASE)148,547$ (314,430)$ (1,467,570)$ (27,330)$ BEGINNING FUND BALANCE 1,283,452$ 1,431,999$ 1,117,569$ (350,001)$ ENDING FUND BALANCE 1,431,999$ 1,117,569$ (350,001)$ (377,331)$ (1) Little Canada Fire Department contributions. 64 2025 2026 2027 2028 2029 2030 2031 160,000$ 160,000$ 160,000$ 160,000$ 160,000$ 160,000$ 160,000$ 39,000 39,000 39,000 39,000 39,000 39,000 39,000 - - - - - - - 199,000$ 199,000$ 199,000$ 199,000$ 199,000$ 199,000$ 199,000$ -$ -$ -$ -$ -$ -$ -$ 100,450 88,700 213,200 135,300 239,780 179,150 2,450 42,000 - - - - - - - - - - - - - 80,560 - - - - - - - - 623,805 - - - - - 73,800 68,900 70,110 - - - - - - 988,255 - - - - - - - - - - 223,010$ 162,500$ 905,905$ 1,193,665$ 239,780$ 179,150$ 2,450$ (24,010)$ 36,500$ (706,905)$ (994,665)$ (40,780)$ 19,850$ 196,550$ (377,331)$ (401,341)$ (364,841)$ (1,071,746)$ (2,066,411)$ (2,107,191)$ (2,087,341)$ (401,341)$ (364,841)$ (1,071,746)$ (2,066,411)$ (2,107,191)$ (2,087,341)$ (1,890,791)$ 65 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2031 INFRASTRUCTURE CAPITAL IMPROVEMENT FUND SUMMARY (450) 2021 Est 2022 2023 2024 REVENUE SUMMARY: General property tax levy 122,200$ 122,200$ 122,200$ 122,200$ Assessments 274,500 155,050 236,300 582,800 Connection charges - - - - Fra-dor license fee (1)18,000 18,000 18,000 18,000 Franchise fee 350,000 350,000 350,000 350,000 Intergovernmental - - 607,000 - MSA - 55,000 650,700 876,900 MSA Advance 31,914 Transfer for Powerline trail land acq.- - - - Interest 30,000 31,000 19,300 15,800 TOTAL REVENUE 826,614$ 731,250$ 2,003,500$ 1,965,700$ EXPENDITURE SUMMARY: Audit fees 1,730$ 1,760$ 1,800$ 1,840$ Assessment fees 830 850 870 890 General Engineering - - - - Project Costs-Streets (Detail on pgs 46-47)642,761 1,718,500 2,151,300 1,151,200 Project Costs-Trails (Detail on pages 54-55)- - - - Project Costs-Storm (Detail on pages 56-57)78,909 168,600 175,000 40,000 Transfer to Gen. Cap. Improve. Fund 5,500 14,600 18,300 9,800 TOTAL EXPENDITURES 729,730$ 1,904,310$ 2,347,270$ 1,203,730$ NET INCREASE (DECREASE)96,884$ (1,173,060)$ (343,770)$ 761,970$ BEGINNING FUND BALANCE 3,004,685$ 3,101,569$ 1,928,509$ 1,584,739$ ENDING FUND BALANCE 3,101,569$ 1,928,509$ 1,584,739$ 2,346,709$ (1) Interim Use agreement at .20/ton. Increases by CPI each year. Current agreement expires 12/31/2040. MSA Balance* Beginning (16,093)$ 298,207$ 16,807$ Allocation 369,300 369,300 369,300 Construction (55,000) (650,700) (876,900) Ending 298,207$ 16,807$ (490,793)$ *The City may request MSA advances up 5 times the last construction allowance. For LC this would be $1.8 million based on the 2021 construction allotment. 66 2025 2026 2027 2028 2029 2030 2031 122,200$ 122,200$ 122,200$ 122,200$ 122,200$ 122,200$ 122,200$ 426,400 491,800 513,500 447,700 581,500 609,800 657,500 - - - - - - - 18,000 18,000 18,000 18,000 18,000 18,000 18,000 350,000 350,000 350,000 350,000 350,000 350,000 350,000 - - - - - - - 876,100 783,600 - - 868,800 991,100 910,800 - - - - - - - 23,500 27,200 25,800 17,000 16,700 17,700 19,800 1,816,200$ 1,792,800$ 1,029,500$ 954,900$ 1,957,200$ 2,108,800$ 2,078,300$ 1,880$ 1,920$ 1,960$ 2,000$ 2,040$ 2,080$ 2,120$ 910 930 950 970 990 1,010 1,030 - - - - - - - 1,379,100 1,901,300 1,873,500 961,800 1,822,900 1,864,500 1,786,000 - - - - - - - 50,000 15,000 15,000 15,000 15,000 15,000 15,000 11,700 16,200 15,900 8,200 15,500 15,800 15,200 1,443,590$ 1,935,350$ 1,907,310$ 987,970$ 1,856,430$ 1,898,390$ 1,819,350$ 372,610$ (142,550)$ (877,810)$ (33,070)$ 100,770$ 210,410$ 258,950$ 2,346,709$ 2,719,319$ 2,576,769$ 1,698,959$ 1,665,889$ 1,766,659$ 1,977,069$ 2,719,319$ 2,576,769$ 1,698,959$ 1,665,889$ 1,766,659$ 1,977,069$ 2,236,019$ (490,793)$ (997,593)$ (1,411,893)$ (1,042,593)$ (673,293)$ (1,172,793)$ (1,794,593)$ 369,300 369,300 369,300 369,300 369,300 369,300 369,300 (876,100) (783,600) - - (868,800) (991,100) (910,800) (997,593)$ (1,411,893)$ (1,042,593)$ (673,293)$ (1,172,793)$ (1,794,593)$ (2,336,093)$ 67 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2031 PARK LAND ACQUISITION FUND SUMMARY (FUND 456) 2021 Est 2022 2023 2024 REVENUE SUMMARY: Park Charge Fee 10,000$ 10,000$ 10,000$ 10,000$ Interest 6,300 6,300 6,100 4,500 TOTAL REVENUE 16,300$ 16,300$ 16,100$ 14,500$ EXPENDITURE SUMMARY: Audit Fees 250 220 240 260 Easement Acquisition 30,000 (1) Trout Brook Regional Trail 10,000 5,000 Plan for trail connections 15,000 Waterworks trail connection Appraisals for future trails 5,000 5,000 5,000 Demolition 15,000 Land purchase 10 Little Canada Rd 235,000 Land purchase 60 Little Canada Rd Land purchase Centerville Road Transfer to Gen. Cap. Improve. Fund - - 325,000 (2)25,000 TOTAL EXPENDITURES 250$ 60,220$ 335,240$ 280,260$ NET INCREASE (DECREASE)16,050$ (43,920)$ (319,140)$ (265,760)$ BEGINNING FUND BALANCE 1,253,885$ 1,269,935$ 1,226,015$ 906,875$ ENDING FUND BALANCE 1,269,935$ 1,226,015$ 906,875$ 641,115$ (1) Easement Acquisition for Powerline Trail (2) Transfer to General Capital Improvement Fund (400) for Pioneer Park Improvements 68 2025 2026 2027 2028 2029 2030 2031 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 3,200 2,000 1,000 (100) - - - 13,200$ 12,000$ 11,000$ 9,900$ 10,000$ 10,000$ 10,000$ 280 300 320 340 360 380 400 200,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 20,000 230,000 225,000 - - - - - - - 255,280$ 205,300$ 230,320$ 5,340$ 5,360$ 5,380$ 5,400$ (242,080)$ (193,300)$ (219,320)$ 4,560$ 4,640$ 4,620$ 4,600$ 641,115$ 399,035$ 205,735$ (13,585)$ (9,025)$ (4,385)$ 235$ 399,035$ 205,735$ (13,585)$ (9,025)$ (4,385)$ 235$ 4,835$ 69 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2031 10% FUND SUMMARY (FUND 408) 2021 Est 2022 2023 2024 REVENUE SUMMARY: 10% Gambling Tax 54,735$ 22,000$ 22,000$ 22,000$ Miscellaneous Interest 1,000 900 800 100 TOTAL REVENUE 55,735$ 22,900$ 22,800$ 22,100$ EXPENDITURE SUMMARY: Canadian Days Fireworks 15,000 7,500 7,500 7,500 Transfer to Gen. Cap. Improve. Fund*145,000 TOTAL EXPENDITURES 15,000$ 7,500$ 152,500$ 7,500$ NET INCREASE (DECREASE)40,735$ 15,400$ (129,700)$ 14,600$ BEGINNING FUND BALANCE 102,033$ 142,768$ 158,168$ 28,468$ ENDING FUND BALANCE 142,768$ 158,168$ 28,468$ 43,068$ *For Pioneer Park Playground Equipment 70 2025 2026 2027 2028 2029 2030 2031 22,000$ 22,000$ 22,000$ 22,000$ 22,000$ 22,000$ 22,000$ 200 300 400 400 500 600 700 22,200$ 22,300$ 22,400$ 22,400$ 22,500$ 22,600$ 22,700$ 7,500 7,500 7,500 7,500 7,500 7,500 7,500 7,500$ 7,500$ 7,500$ 7,500$ 7,500$ 7,500$ 7,500$ 14,700$ 14,800$ 14,900$ 14,900$ 15,000$ 15,100$ 15,200$ 43,068$ 57,768$ 72,568$ 87,468$ 102,368$ 117,368$ 132,468$ 57,768$ 72,568$ 87,468$ 102,368$ 117,368$ 132,468$ 147,668$ 71 CITY OF LITTLE CANADA CAPITAL PROJECTS 2022-2034 WATER/SEWER EQUIPMENT REPLACEMENT FUND SUMMARY (FUND 604) 2021 Est 2022 2023 2024 2025 2026 REVENUE SUMMARY: Transfer In from Enterprise Fund 300,000$ 375,000$ 433,200$ 446,200$ 459,600$ 473,300$ Transfer in from Sewer or Grant -$ 50,000$ 50,000$ 50,000$ 50,000$ State-Solar Panel Incentive 4,715 5,000 5,000 5,000 5,000 5,000 Met Council-I&I Grant - 50,000 - - - - Misc - -- - - - Interest 26,900 6,600 6,400 7,500 7,300 7,100 TOTAL REVENUE 331,615$ 436,600$ 494,600$ 508,700$ 521,900$ 535,400$ EXPENDITURE SUMMARY: Administration & Equipment*22,675 62,120 38,460 95,600 149,140 50,180 Lines*40,000 492,000 125,000 100,000 100,000 200,000 Facilities*60,115 49,500 70,000 121,000 87,000 60,000 Debt Service Payment Transfer 229,925 226,925 233,175 229,175 230,175 231,150 TOTAL EXPENDITURES 352,715$ 830,545$ 466,635$ 545,775$ 566,315$ 541,330$ NET INCREASE (DECREASE)(21,100)$ (393,945)$ 27,965$ (37,075)$ (44,415)$ (5,930)$ BEGINNING FUND BALANCE 1,891,716$ 1,870,616$ 1,476,671$ 1,504,636$ 1,467,561$ 1,423,146$ ENDING FUND BALANCE 1,870,616$ 1,476,671$ 1,504,636$ 1,467,561$ 1,423,146$ 1,417,216$ Less: Interfund Loan Balance 400,423 200,423 - - - - Available Fund Balance 1,470,193$ 1,276,248$ 1,504,636$ 1,467,561$ 1,423,146$ 1,417,216$ *Details on pages 58-61 72 2027 2028 2029 2030 2031 2032 2033 2034 487,500$ 502,200$ 517,200$ 532,700$ 548,700$ 565,200$ 582,200$ 599,600$ 50,000$ 50,000$ 50,000$ 50,000$ 50,000$ 50,000$ 50,000$ 50,000$ 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 - - - - - - - - - - - - - - - - 7,100 7,300 6,800 6,200 5,400 5,900 6,900 7,900 549,600$ 564,500$ 579,000$ 593,900$ 609,100$ 626,100$ 644,100$ 662,500$ 128,220 252,760 250,300 244,850 47,900 44,950 36,000 45,050 100,000 110,000 110,000 230,000 150,000 100,000 100,000 100,000 54,000 62,000 97,000 55,000 75,000 59,000 59,000 735,000 231,050 235,800 230,250 229,700 234,000 237,000 238,600 234,800 513,270$ 660,560$ 687,550$ 759,550$ 506,900$ 440,950$ 433,600$ 1,114,850$ 36,330$ (96,060)$ (108,550)$ (165,650)$ 102,200$ 185,150$ 210,500$ (452,350)$ 1,417,216$ 1,453,546$ 1,357,486$ 1,248,936$ 1,083,286$ 1,185,486$ 1,370,636$ 1,581,136$ 1,453,546$ 1,357,486$ 1,248,936$ 1,083,286$ 1,185,486$ 1,370,636$ 1,581,136$ 1,128,786$ - - - - - - - - 1,453,546$ 1,357,486$ 1,248,936$ 1,083,286$ 1,185,486$ 1,370,636$ 1,581,136$ 1,128,786$ 73 Facility Improvements from Kraus Anderson Study in CIP Project Description Amount Year City Hall Consultant to maximize use of existing space 45,000 2022 Consultant to investigate water intrusion 10,000 2022 Exterior-Repair basement door latch 1,550 2022 Exterior-Repair metal gutters & downspouts 3,200 2022 Exterior-Replace metal flashing 2,580 2022 Exterior-Replace main entry door 6,440 2022 Exterior-Repaint of doors and basement stair railing 1,815 2022 Interior-Replace sheetrock 650 2022 Interior-Basement records storage moisture issue 3,320 2022 Interior-Front office space 2,580 2022 Interior-Council chamber doors 7,730 2022 Plumbing-Replace water heater 1,930 2022 Consultant to investigate water intrusion 10,000 2023 Roof-address ice damming & roof leaking 93,280 2023 Exterior-Windows and doors 48,545 2023 Exterior-Replace cedar siding & soffits 22,146 2023 Interior-Supply closet & staff bathrooms 35,400 2023 Interior-Public bathrooms 20,600 2023 HVAC-Address air flow & air quality 67,450 2023 Site-Replace landscaping 16,350 2024 Exterior-Drain tile and waterproof basement 109,680 2024 Exterior-Mechanical room -basement 13,630 2024 Exterior-Replace HVAC Screen wall 3,070 2024 Roof-Add leaf guards to gutters 2,800 2025 Site-Remove and replace ash trees 4,340 2025 Exterior-Repair basement record storage 40,320 2025 Exterior-Replace window in private offices 25,200 2025 Exterior-Brick repair and joint replacement 15,120 2025 HVAC-Replace dehumidifier 700 2025 Electrical-LED lighting upgrade 26,900 2026 Site-Update Monument Sign 88,500 2027 Site-M&O Parking Lot 102,850 2028 Site-Sidewalk replacement 32,200 2028 Site-Replace exterior lighting 27,230 2028 Site-Retaining wall replacement 9,080 2028 Site-Replace landscaping-front entry 20,570 2028 Site-Update irrigation 11,630 2029 Fire-Replace fire alarm panel 31,000 2029 Interior-Bi-fold doors in meeting room 7,940 2030 Plumbing-Replace water heater 2,380 2030 74 Facility Improvements from Kraus Anderson Study in CIP Project Description Amount Year HVAC-Replace condensers 23,820 2030 HVAC-Replace HVAC Cable Room 15,880 2030 Audio-update Council AV System 158,750 2030 Electronic Safety-Update cabling to CAT6E 31,440 2030 Interior-Replace carpet 48,750 2031 Interior-Repaint facility 40,220 2031 Interior-Replace ceilings-main level 48,750 2031 Interior-Replace appliances in breakroom 7,320 2031 Total City Hall 1,350,636 History Center 4,500 2022 38,340 2023 36,700 2023 12,230 2023 1,550 2023 Clean ductwork Exterior repairs Replace roof Replace carpet-History Center Cost? Replace exhaust fan- Electrical-LED lighting upgrade 14,630 2025 Total History Center 107,950 Fire Station 10,000 2022 3,870 2022 2,580 2022 12,875 2022 3,860 2022 12,875 2022 8,000 2022 3,220 2022 56,250 2023 25,750 2023 36,600 2023 63,600 2023 250,430 2023 20,020 2023 6,440 2023 1,300 2023 7,730 2023 206,000 2023 2023 Evaluate stair tower cracking Exterior front door, roof access door& frame, and rooftop patio door Plumbing-Replace water heaters HVAC-clean ductwork HVAC-PRV for hose tower&bathrooms HVAC-apparatus bay fan Fans Mechanical-replace exhaust in apparatus bay Repair stair tower cracking Sitework-monument sign Replace concrete tiles on exterior of bldg. at windows Replace flashing on windows Exterior-efflorescence remediation Repaint apparatus ceiling & replace floor in storage/equip. Interior-Replace accordion wall in training room HVAC-heater for equip. room & storage room Mechanical-replace hood on roof Equip-vehicle exhaust system Equip-ice machine Equip-clothes dryer 3,220 2023 75 Facility Improvements from Kraus Anderson Study in CIP Project Description Amount Year 4,510 2023 6,440 2023 30,900 2023 33,130 2023 61,320 2024 67,180 2024 68,130 2024 27,250 2024 63,000 2025 42,000 2025 28,000 2025 7,000 2025 210,750 2027 19,360 2028 30,250 2028 83,240 2028 11,630 2029 41,550 2029 11,630 2029 172,520 2029 28,580 2030 116,370 2030 Equip-casework Equip-apparatus filler Equip-gear wash Equip-generator replacement Interior-Bathrooms Interior-Replace flooring & ceilings Elect-AV upgrades Elect-Replace security cameras HVAC-infrared heaters Equip-SCBA fill station Elect-Alerting station Elect-update projector Replace roof Sitework-Rain Garden Fire-Update fire alarm control panel Elect-light fixtures to LED Sitework- update irrigation Sitework-Misc. Repairs Sitework-Misc. Replacement Sitework-Replace retaining wall Sitework-Replace retaining wall Sitework-Replace parking lot lights Elect-replace panel & transfer switch 31,750 2030 Total Fire Station 1,937,550 Total All Facilities 3,396,136 Year in CIP Amount 2022 148,575 2023 1,145,001 2024 366,610 2025 243,110 2026 26,900 2027 299,250 2028 324,780 2029 279,960 2030 416,910 2031 145,040 3,396,136 76 Pioneer Park Phase 1 Master Plan Improvements Summary Table ID#Identified Improvements Estimated Cost Priority Level Year in CIP Access/Accessibility Non-Motorized Trail Repair - Play Node $26,000 1 2023 Trail Repair - Rating 2 $101,000 2 2024 Trail Repair - Rating 3 $41,000 3 2028 Trail Repair - Rating 4 $76,000 4 2031 Trail widening $237,000 5 Future Trail segment reconstruction - winter activity loop $12,000 4 2031 Trail construction - soft surface $13,000 3 2028 Develop accessible pedestrian access (2)$9,000 1 2023 Accessible route to park amenities $7,000 1 2023 Vehicular East parking lot expansion $127,000 5 Future West parking lot expansion $240,000 5 Future Routine maintenance to existing trails based on engineering review Northwest park entry, south access to Montreal Courts Concrete walk connecting trail to entry point Currently 27 spaces.Expand to south, adding (+/-) 18 spaces Currently 150 spaces. Expand to south adding (+/-) 40 spaces Widen park trails to 10-feet. Accounts for total linear feet of all existing trails. Reconstruct identified trail segment to allow adequate clearance for winter trail loop. Location coincides with necessary drainage improvements. Establish soft surface trail along northeast pond 2 3 4 5 6 1 7 8 77 Pioneer Park Phase 1 Master Plan Improvements Summary Table ID#Identified Improvements Estimated Cost Priority Year in CIP Park Vegetation & Stormwater Tree management plan $6,000 1 2022 Shoreline habitat restoration $95,000 2 2026 Vegetation restoration $265,000 2 2026 Stormwater improvements $67,000 2 2026 Establish tree/shrub nursery $72,000 2 2027 Establish native plant material around stormwater ponds Improve landscaping & screening equitably along north and south perimeter Necessary drainage improvements based on engineering review Establish tree nursery to replace park plant material Treatment for emerald ash borer, succession plantings9 10 11 12 13 78 Pioneer Park Phase 1 Master Plan Improvements Summary Table ID#Identified Improvements Estimated Cost Priority Year in CIP Amenities & Enhancements Equipment Playground replacement $943,000 1 2023 Playground expansion $235,000 5 Future Interactive Water Feature $320,000 1 2023 Waterline for water feature $50,000 1 2022 Passive water feature $27,000 2 2025 Misting station $47,000 3 2029 Replace basketball hoops $7,000 1 2021 Establish winter activity loop $60,000 4 2031 Natural play elements $40,000 5 Future Pump track $67,000 3 2030 Athletic Fields Soccer field repair/maintenance (Sand Injection)$23,000 1 2022 Soccer field reconstruction ( artificial turf)$1,465,000 5 Future Softball fields repair/maintenance (Sand injection)$60,000 4 2031 Dugout shade structure $135,000 2 2025 Grass volleyball n/a 2 Provide designated space for activity Enhanced playground - tower strucutres, obstacle/challenge course equipment, accessible, serving wide age range Naturalized interactive elements integrated in play node Dock structure on northeast pond Cross-country ski/snowshoe loop 27 24 25 Modular pump track with roating location throughout city Sand injection repeated every 2-3 years to desired drainage condition Sand injection to improve drainage. Dependent on success of soccer field treatments. 14 15 26 16 17 18 19 20 21 22 23 79 Pioneer Park Phase 1 Master Plan Improvements Summary Table ID#Identified Improvements Estimated Cost Priority Amenities & Enhancements Park Amenities Trail Lighting - Phase 1 $8,000 1 2022 Trail Lighting - Phase 2 $95,000 2 2022 Trail Lighting - Phase 3 $181,000 3 2028 Lighting along loop trail Trail Lighting - Phase 4 $90,000 4 2031 Lighting all remaining spur trails Multi-use field lighting $260,000 5 Future Shelter - replace east shelter (multi-use)$97,000 5 Future Monoslope strucutre to double as performance space Shelter - west side $97,000 1 2023 Incorporate into the play node Bicycle parking $1,000 1 2022 Portable toilet $3,000 3 2029 Benches $38,000 3 2029 Picnic tables $26,000 3 2029 Waste receptacles $20,000 3 2029 Dog waste stations $4,000 3 2029 Entrance signs (2)$7,000 3 Minimum maintenance park entrance signs at east and west entry Interpretive signage (5)$15,000 2 2026 Wayfinding sign - trail system $4,000 4 2031 Trail distance markers $2,000 4 2024 Total Estimated Costs $5,821,000 Located at east and west entry Ensure accessible access to all park benches Ensure accessible access to all park benches. Include accessible picnic tables Solar feasibility Study Lighting between parking lots 28 29 30 31 28 28 History, cultural context, stormwater, native vegetation/habitat, shade tree nuresry City trail system map and park trail map with measurable loop 0.6-mile loop41 32 33 34 35 36 37 38 39 40 28 80 Year in CIP Pioneer Park Phase 1 Master Plan Improvements Summary Table Estimated Costs by Year in CIP Estimated Cost Priority Level 2021 7,000 Priority 1&2 2022 183,000 Priority 1&2 2023 1,402,000 Priority 1 2024 103,000 Priority 2 2025 162,000 Priority 2 2026 442,000 Priority 2 2027 72,000 Priority 2 2028 235,000 Priority 3 2029 138,000 Priority 3 2030 67,000 Priority 3 2031 302,000 Priority 4 Future 2,701,000 Priority 5 $5,807,000 81 STAFF REPORT TO: Mayor Keis and Members of the City Council FROM: Bill Dircks, Public Works Director Bryce Shearen, CPRP, Parks & Recreation/Community Services Manager DATE: November 17, 2021 RE: Flashing Crosswalk System Installation – Labore Road Trail Crossing ACTION TO BE CONSIDERED: Motion to approve the installation of a flashing crosswalk system at the Labore Road trail crossing. BACKGROUND: Earlier this year, city staff removed the flashing crosswalk system from the Eli/Desoto intersection near Little Canada Elementary School and changed the intersection to a three-way stop. The flashing crosswalk system that was previously installed at this intersection is currently in storage and is available for installation at another pedestrian location in Little Canada. One of the possible pedestrian crossing locations that has been considered is the existing crosswalk where the Thunder Bay-Westwind Trail crosses Labore Road. Staff has heard from several residents and a member of the Parks and Recreation Commission that additional safety measures are needed at this crosswalk needs to be more conspicuous to oncoming vehicles. After evaluating locations for the flashing crosswalk system, staff has determined that the Labore Road crossing for the Thunder Bay- Westwind trail would be the most effective use of it. The trail crossing is mid-block with no controlled intersections within 650 feet and the speed limit on Labore Road is 30 MPH. The Thunder Bay-Westwind Trail sees a lot of foot and bike traffic and it is also a connection to the Maplewood trail system. Vehicles are required to yield to pedestrians entering or in a crosswalk, and a flashing crosswalk system at this location would make the crosswalk more visible to drivers when pedestrians are present. There is no cost involved in installing the system at the Labore Road crosswalk as it has already been paid for. There would only be a couple of hours of staff time required to get it up and running. STAFF RECOMMENDATIONS: Staff recommends approving the installation of a flashing crosswalk system at the Thunder Bay- Westwind Trail crossing of Labore Road. STAFF REPORT TO: Mayor Keis and Members of the City Council FROM: Heidi Heller, City Clerk/HR Manager DATE: November 17, 2021 RE: Personnel Policy Update ACTION TO BE CONSIDERED Consider approval of recommended updates to the Little Canada Personnel Policy. BACKGROUND The Personnel Policy is a working document that is amended as needed. There have been several specific changes and additions made in the last few years, but the document as a whole was due for a full review and update. The attached draft of the policy shows both the recommended deletions (in red) and the additions (in blue). The table of contents is included here in order to see the full list of topics, but the page numbers are not correct due to both deleted and added text being included in this draft. This will be redone once the document is finalized. The Insurance Benefits, Other Insurance Benefits and Workflex Policy sections have already been updated in the last couple of years. This full review includes many simple housekeeping changes, corrections and removal of outdated language; and more information and details added to some sections. Many of the changes are self-explanatory, but highlights include: • Removal of excluding “Exempt employees hired after July 12, 1995.” This was obviously added for a specific reason and is found throughout the policy, but it is no longer applicable and has been removed in all locations of the policy. • Changes for how things are being done now; for example, posting on the city website rather than publishing in the newspaper, or other actions that are now done electronically. • Update for the many personnel duties that are now being handled by the City Clerk/HR Manager rather than the City Administrator. • Change to overtime for hourly employees who are not Public Works or Parks Maintenance staff: they will not receive overtime until after working 40 hours in a week. Some staff flex their daily/weekly hours due to evening duties. • Removed the language for “Conversion of Deferred Sick Leave Hours to PTO.” This conversion was only allowed during the transition to PTO, and is no longer applicable. • Put the paid holidays in a chart format so it is easier to read; added when Christmas Eve also falls on Friday to when a floating holiday is given. • The Computer Use Policy was updated to be more current and add some more detail – used language from the City of Roseville/Metro-INET and the League of MN Cities. • Added the Cell Phone Policy (adopted in 2019) into the Personnel Policy rather than it being a stand-alone policy. • Added specific language for Pregnancy and Nursing Mother Accommodations in order to document that the city will comply with expanded laws pertaining to these situations that will take effect in 2022. • Full replacement of the Alcohol & Drug Testing Policy for CDL Drivers – the current language is outdated and should include current requirements and laws for commercial drivers. The new policy language and consent form is from the League of MN Cities and complies with current requirements. • Harassment Policy was expanded and now includes language for retaliation. • Uniform Policy details the allowance amount that an employee is provided annually for work pants, and states that employees will be reimbursed after submitting a receipt for the purchase. RECOMMENDATION Review recommended changes and approve the updated Little Canada Personnel Policy. CITY OF LITTLE CANADA PERSONNEL POLICY TABLE OF CONTENTS Page No. Introduction 1 Mission 2 Scope of Policy 3 Definitions 4 Hiring Applications for Employment 5 Appointments 5 Physical Examination 6 Veteran’s Preference 6 I-9 Verification 6 Employee’s Responsibilities General Policy 7 Employees Are Required To 7 Learning and Evaluation Period Purpose 8 Procedure 8 Hours of Work Work Schedules 9 Rest Periods 9 Lunch Breaks 9 Compensation Pay Period 10 Preparation of Payrolls 10 PERA and Social Security 10 ICMA-RC 11 Medical/Dependent Care Flexible Spending 11 Health Savings Account (HSA) 11 Post Employment Health Care Savings Plan 11 Overtime & Compensatory Time 12 Pay for Emergency On-Call Duty 13 Performance Reviews 14 Insurance Benefits Health Insurance Availability 15 Opt-Out Program 15 Cobra 16 Long-Term Disability Coverage 16 Life Insurance Coverage 16 Continuation of Insurance Benefits 16 Other Insurance Benefits – Short Term Disability (STD) Purpose 17 Eligibility 17 Definition of a Disability 17 Requesting STD/Filing a Claim 17 Commencement & Length of Benefit 18 Amount of Benefit 18 Status of City Benefits 18 Return to Work 18 Paid Time Off (PTO) Purpose 19 Eligibility 19 PTO Leave Accrual Schedule 19 Maximum Accumulation 20 Exceptions 20 Procedures 20 Use of Deferred Sick Leave Hours 21 Conversion of Deferred Sick Leave Hours to PTO 22 Employees on Short Term Disability 22 PTO Pay-Off at Termination of Employment 22 PTO Donation 22 Other Leaves With Pay Holidays 25 Funeral Leave 26 Jury and Witness Duty 27 Leaves Without Pay Parenting Leave 28 Emergency Leave 28 Leaves of Absence 28 Leaves Due to Weather Conditions 28 Military Leave 29 Computer Use Purpose 30 Equipment Use 30 E-Mail Use 30 Internet Use 30 Data Management, Integrity & Protection 30 City’s Right to Access Data 31 Consequences of Violations 31 Other Information Copy Machine Use 32 Equipment and Machinery Care 32 Falsification and Destruction of Records 32 Keys and Other Equipment 32 News Releases 33 Outside Employment 33 Personal Telephone Calls 33 Reference Checks 34 Personnel Record of Employees 34 Travel Allowance 34 Use of Staff Vehicles 35 Lawsuit 35 Child Support 35 Receipt of Gifts and Other Gratuities 35 Multi-Department Head Status 36 Educational Reimbursements 37 Fire Department Volunteers 38 Non-Disciplinary Separation Resignation 39 Severance Pay 39 Lay-Offs 40 Disciplinary Action General Policy 41 Disciplinary Action Steps 41 Other Disciplinary Actions 42 Hearing 42 Major Work Rule Offenses 43 Grievance Procedure 45 Smoking Policy 46 Alcohol and Psychoactive Drug Policy 47 Alcohol and Drug Use and Testing Policy For Safety-Sensitive Drivers 48 Harassment Policy 60 Worker’s Compensation 61 Right to Know 62 Safety Policy 63 Political Activity 64 Suggestion Procedure 65 Uniform Policy 67 Employee/Council Sunshine Fund 68 Severability 69 Social Media Policy 70 WorkFlex Policy 75 1 SECTION 1 - INTRODUCTION It is the purpose of this personnel policy to establish uniform and equitable procedures that will permit the personnel program of the City of Little Canada to operate in an efficient fashion. Little Canada Code Chapter 209, the former Personnel Ordinance, was repealed as of July 26, 1995, and is no longer in effect. Any term and/or condition of employment not specifically established in the personnel policy shall remain solely within the discretion of the City to modify, establish, or eliminate. The City retains the full and unrestricted right to operate and manage all manpower, facilities, and equipment; to establish functions and programs; to set and amend budgets; to determine the utilization of technology; to establish and modify the organizational structure; to select, direct and determine the number of personnel; to establish work schedules, and to perform any inherent managerial function not specifically referred to in this policy. No provision of this policy is intended to violate, supersede or conflict with any applicable Federal law or regulation, State statute or local ordinance. In the event of conflict or violation of any such regulation, the offending provision of this chapter will be void, but all remaining provisions will remain in effect. No person shall be employed, promoted, demoted, or discharged by the City or discriminated against because of political opinions or affiliations, race, color, national origin, religion, gender, marital status, status with regard to public assistance or disability, or because of the exercise of rights under provisions of the Public Employment Labor Relations Act, Minn. Stat. 179A.01 to 179A.25. No person shall be discriminated against with reference to City employment in any way forbidden by Federal or State law. The City of Little Canada does not discriminate on the basis of handicapped status in the admission or access to, or treatment or employment in, its programs or activities. It is the policy of the City to provide reasonable accommodations to the known physical and mental limitations of qualified handicapped employees in order for them to perform the essential functions of the job in question. The City of Little Canada is an Equal Opportunity Employer. Equal Employment Opportunity is designed to ensure fair and equal treatment for all persons in all employment practices. It is further designed to follow the Minnesota Human Rights Act as it relates to employment and prohibits discriminatory practices in employment because of race, color, creed, religious or political affiliation or belief, national origin, gender, marital status, public assistance, disability, age and sexual preference. 2 SECTION 2 - MISSION STATEMENT We endeavor to provide high quality, cost-effective services that meet the needs of our customers, delivered in a manner consistent with a friendly and responsive small town atmosphere. We are committed to open communications, superior customer service, continuous improvement and accountability to the public. We strive to apply city ordinances, regulations and policies in a fair and consistent manner. We work to enhance our unique identity, heritage, and quality of life. We encourage city beautification, maintaining our natural environment, and pride in ownership. We foster long-term growth by proactively pursuing and assisting in high quality development and redevelopment. We recognize the benefits and responsibilities our metropolitan location bestows and pledge to actively cooperate with other jurisdictions to address issues that impact our city and region. 3 SECTION 3 - SCOPE OF POLICY This personnel policy applies to all employees of the City except the following: 1. All elected officials; 2. The City Attorney, Health Officer, City Engineer, City Planner, and all other consultants and contractors retained by the City; 3. Exempt Employees hired after July 12, 1995. Specifically, the City Administrator, Park & Recreation/Community Services Manager, Public Works Director, Building Official, City Clerk and Finance Director; 4. Members of City boards, commissions, and committees; 5. Members of the Little Canada Fire Department; 6. Volunteer personnel working on behalf of the City; 7. Other employees not regularly employed in City positions. Any employee included in a collective bargaining agreement entered into in accordance with the Public Employment Labor Relations Act (Minn. Stat. Sections 179A.01 to 179A.25) shall be exempt from any provision to this policy that is inconsistent with such agreement. Any employee within the jurisdiction of a personnel board or civil service commission established under Minnesota Statutes Chapters 44, 419, or 420 is exempt from any provision of this part which is inconsistent with such statute or rules and regulations adopted thereunder. Nothing in this part is intended to modify or supersede any provision of the Veteran's Preference Act, Minn. Stat., Sections 197.455, 179.46 197.46, 197.481 and 43A.11. 4 SECTION 4 - DEFINITIONS The following words, terms and phrases, when used in this policy, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning: Compensatory Time - Time off in lieu of paid compensation at the rate of one and one-half hours for each hour worked in excess of forty hours per work week. Exempt Employees - For the purposes of this policy, exempt employees include the City Administrator, the Park & Recreation/Community Services Manager Director, the Public Works Director, Building Official, City Clerk and Finance Director. This handbook and this provision do not apply to exempt employees hired after July 12, 1995. Employee - a person legally holding a position in the City service. Employer - the City of Little Canada. Learning & Evaluation Period - a specified period of time at the beginning of employment (or beginning period of a promotion) that is designated as a trial period. The learning period is considered the last part of the selection process. Outside Employment - employment of any kind engaged in by a City employee for which compensation is received from a source other than the City. Over-Time - Work beyond the normally scheduled forty (40) hours of work per work week. Paid at a rate of one and one-half the regular hourly wage for each additional hour worked. Promotion - any movement of an employee from a position in one class to a position in another class having a higher maximum salary rate. Regular Full-Time Employee - an employee who normally works a minimum of forty (40) hours per work week, and whose position is designated as continuing on a regular full-time basis. Regular Part-Time Employee - an employee who normally works less than forty (40) hours per work week, and whose position is designated as continuing on a regular basis. Regular Pay Rate - an employee's hourly or monthly pay rate, including special allowances. Temporary or Seasonal Employee - an employee retained to fill a position, full or part-time, which is of a temporary or seasonal nature on a non-regular basis. 5 SECTION 5 - HIRING Applications for Employment and Publication of Notice Applications for employment shall be filed with the office of the City Administrator Clerk/HR Manager for all regular full-time and regular part-time employee job vacancies. The City Administrator may decline to accept applications, which are filed at a time when no job vacancies exist. The City Administrator is not required to accept applications for temporary employment. Regular Full-Time and Regular Part-Time Positions - Notice of all such vacancies shall be posted at City Hall for ten (10) days, and shall be published once in the legal newspaper on the City’s website at least ten (10) days prior to filling the vacancy. Existing employees will be eligible to apply. It is the intent of the City to hire the best-qualified employee, taking into account experience, qualifications, and references. Seasonal Employees - Persons with previous seasonal temporary work experience with the City and whose work performance was acceptable will be asked to return to their positions. Openings of 20 hours or more not filled by this practice will be advertised on an annual or seasonal basis. Openings of less than 20 hours per week may be filled at the discretion of the supervisor. Short-Term Temporary (Full-Time and Part-Time) - In cases involving short-term placement of personnel, advertising is not required. In this case, the position may be filled based on the availability of qualified personnel. A decision not to advertise will encompass considerations involving timing needs in filling the position and the cost of advertisement and screening in relation to the duration of the employment period. The City Administrator shall establish and maintain a position classification plan for all regular full- time and regular part-time positions. When a new position is created for which no appropriate position classification exists, or when the duties of an existing position are sufficiently changed so that no appropriate class exists, the City Administrator shall create a new class and cause an appropriate position classification to be written for said class. All position classifications are subject to review and approval by the City Council. Appointments In case of appointment to regular full-time and regular part-time employee positions, the City Council may appoint any person who meets the requirements listed in the position classification, whom the City Council deems qualified to perform the duties of the position and who has successfully completed a physical examination, if required. Exempt employees may make such appointments in the case of temporary employees, subject to review of such action by the City Council. No person shall henceforth be appointed to a position that would require direct supervision of such person's relative. A person shall be deemed to be a relative if such relationship is a brother, sister, spouse, lineal ancestor, lineal descendant, uncle, aunt, nephew, niece, first cousin, father-in-law, mother-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, or related by marriage through the relationship of a first cousin. 6 Physical Examination Newly hired employees may be required to undergo a physical examination as well as drug testing, at the City's expense, to determine if he/she is able to perform the duties of his/her position in an effective and safe manner and whether or not accommodations need to be made for the employee. A psychological evaluation may be required for exempt employee positions. This handbook and this provision do not apply to exempt employees hired after July 12, 1995. Motor Vehicles Record Check Newly hired employees who are required to have a CDL Driver’s License as part of their employment may be subject to a motor vehicle record check to determine if he/she has a safe driving record. All employees required to have a CDL Driver’s License as part of their employment may be are subject to periodic motor vehicle records checks on an on-going basis throughout their employment with the City. Procedure for Application of Veteran's Preference Law Refer to Minnesota Statutes Sections 197.455 through 197.481 and 43A.11 for provisions of Veteran's Preference Law. All applicants are given the opportunity to claim veteran's preference when completing the City's application for employment. Submission of Form DD214 may be requested is required for proof of honorable discharge. Each veteran's name is placed on the eligible list in the ranking order in which the augmented score entitles him or her. If a veteran and a non-veteran have the same score, the veteran's name is placed first. Employment (I-9) Verification The Immigration Reform and Control Act of 1986 (IRCA) states that employers must hire only American citizens and aliens who are authorized to work in the United States. Employers must verify the employment eligibility of anyone hired after November 6, 1986. The City of Little Canada will accept any authorized form of identification of United States citizenship or right to work in the United States permit. The City of Little Canada does not discriminate against any individual (other than an unauthorized alien) in hiring, discharging, recruiting, or referring for a fee, because of that individual's national origin, or in the case of a citizen or intending citizen, because of his or her citizenship status. 7 SECTION 6 - EMPLOYEE'S RESPONSIBILITIES General Policy For the effective administration and implementation of City policy, and to serve the citizens, each individual employee must cooperate to the fullest with all fellow employees and the public. City employees have a high degree of visibility to the general public and, therefore, must exercise particular care and caution to ensure that all work undertaken is accomplished expediently and with efficiency. To achieve this goal, employees must adhere to established rules and procedures and follow the instructions of their supervisors. Employees Are Required To A. Render prompt and courteous service to the public at all times conducting themselves with decorum, patience, and every possible courtesy. B. Perform their assigned duties to the best of their ability at all times and to continually strive to improve their performance. C. Read, understand and comply with the rules and regulations as set forth in this Personnel Policy as well as those of their department. D. Report all unsafe conditions to their immediate supervisor. 8 SECTION 7 - LEARNING AND EVALUATION PERIOD Purpose The learning and evaluation period is an integral part of the selection and hiring process. The objectives of the learning and evaluation period are: A. To provide for particularly close observation and supervision of an appointed employee's performance. B. To provide time for evaluation by the employer either to retain an employee whose performance is satisfactory or to reject an employee whose performance in a position does not meet required work standards. C. To provide time for the employee to determine whether or not a position is to his/her liking and to demonstrate his/her fitness for the position. Procedure All regular full-time and regular part-time appointments shall include a learning and evaluation period. Promotion shall be subject to a learning and evaluation period consistent with the appointed period. If employees who have been promoted are found unsuitable for the work of the positions to which promoted, they may be reinstated to the position and rate of pay of the position from which promoted, so long as a vacancy exists. Duration - Employees shall be subject to a learning and evaluation period of six months of service after hiring appointment or promotion. At the discretion of the City Administrator, the learning and evaluation period may be extended for an additional six-month period. Completion - At or near the completion of the six-month period, the respective supervisor shall evaluate the employee's records and performance. If the employee's records and performances are satisfactory, the supervisor shall so certify to the City Administrator. Upon determining that the employee has successfully completed the learning and evaluation period, the City Administrator may designate the employee as a regular employee. If the employee's records and/or performances are found to be unsatisfactory at any time during the learning and evaluation period, the supervisor shall so certify to the City Administrator who may terminate the employee immediately. 9 SECTION 8 - HOURS OF WORK Work Schedules Working hours of City employees may vary among the different departments and may vary by assignment within a department as need dictates. In general, however, the normal workday shall be eight (8) hours of work and the normal work week shall be forty (40) hours of work. The normal work week is defined as a forty (40) hour period worked sometime from 12:00 a.m. on Wednesday morning through 11:59 p.m. on Tuesday evening. Supervisors may require their employees to work overtime in situations where it is required in order to ensure the orderly and efficient operation of the government. Normal office hours shall be 8:00 A.M. to 4:30 P.M., Monday through Friday, unless otherwise stated by the supervisor and/or City Administrator. Office staff marking their timesheets to reflect extra minutes worked outside of normal office hours, shall not be considered to be working overtime unless prior approval has been granted by the City Administrator. Rest Periods Employees will be allowed a ten-minute paid break approximately midway through each four-hour shift. The time of the break is subject to the approval of the supervisor. Unused rest breaks may not be accumulated, nor may they be used for any purpose other than a mid-shift rest period. Rest breaks should be scheduled to avoid disrupting City business and taken at the site of working operations. Lunch Breaks A. Each full-time employee is required to take a lunch break, for which there is no compensation, approximately midway through an eight-hour work period. This lunch break period is a minimum of one-half hour in duration and is measured from the time work is stopped until it is resumed. Lunch breaks can be up to one (1) hour in length subject to approval by the supervisor and provided the normal workday is achieved. B. Lunch breaks shall be scheduled by the supervisor to ensure continuity of services. 10 SECTION 9 - COMPENSATION All employees of the City shall be compensated for their work according to the wages or salaries established annually by the Council, provided, however, that the Council may change or modify the wages or salary of any employee at any time that it deems necessary in the interest of good administration as recommended by the City Administrator. Any wage or salary so established shall represent the total remuneration for full-time employment, but shall not be considered as reimbursement for official travel or other expenses which may be allowed for the conduct of official business. Wage, salary and benefit plans will be established by Council resolution, and updated periodically. Pay Period All employees in the City service shall be paid on a bi-weekly basis on Friday for the pay period ending on the preceding Tuesday. In the event that payday falls on a holiday, the payday will be on the preceding workday. Preparation of Payrolls A. Time sheets or cards shall be furnished to designated personnel and all time records for each workday shall be accurately maintained by designated hourly personnel for the work period to be reported. B. Time sheets shall show the name, daily hours worked, and any other pertinent information that may be required. It must be properly signed by authorized personnel. C. Time sheets shall be submitted to the Payroll Department at the end of each two-week period. D. Pay envelopes will be available to employees before 2 P.M. on designated paydays. PERA and Social Security All regular full-time and regular part-time employees are automatically enrolled in the coordinated PERA and Social Security Plan. Social Security and PERA are deducted from paychecks at the going rate. The City of Little Canada matches the Social Security payment made by the employee. PERA payments are made by the City and the employee in the amounts mandated by the Public Employees Retirement Association. No taxes are presently paid on monies going to PERA until money is taken out or used. 11 ICMA-RC The City of Little Canada provides a tax shelter through the International City Management Association-Retirement Corporation. This retirement savings program is optional. Employees may have both PERA and an ICMA-RC retirement account. If enrolled in PERA, the City does not match contributions to ICMA-RC. The City Administrator may opt-out of PERA for this program, subject to Minnesota Statutes. Employees may defer salary amounts up to the maximum allowed by IRS regulations. With the ICMA-RC plan, employees have the flexibility to increase, decrease, stop, and restart contributions as often as they wish, subject to the City's approval. Medical and Dependent Care Flexible Spending Plan (FSA) All regular full-time, regular part-time employees, and members of the City Council may defer salary amounts up to the maximums specified by the City Council into a Medical and Dependent Care Flexible Spending Account. The Medical and Dependent Care Flexible Spending Plan is administered for the City by a third-party administrator and is subject to IRS regulations. Employees who have a Health Savings Account (HSA) may defer salary amounts for dependent care, dental, and vision expenses only. Health Savings Account (HSA) Employees who opt for enrolled in the high-deductible health insurance plan offered by the City will also be provided with a Health Savings Account. The City will contribute an amount, to be determined by the City Council, into the employee’s account. Employees can defer salary amounts into their HSA account. The Health Savings Account is administered for the City by a third-party administrator and is subject to IRS regulations. The City will pay the participant account fee on behalf of the employee, while employees will be responsible for investment account service fees. Post-Employment Health Care Savings Plan In an effort to help employees fund health insurance costs after employment, the City provides a Post- Employment Health Care Savings Plan through the International City Management Association- Retirement Corporation (ICMA-RC). All regular full-time, regular part-time employees working a minimum of 20 hours per week on average, with five (5) years of service, are automatically enrolled in this Plan. Post-Employment Health Care Savings Accounts are funded by • Employer contributions (see Severance Pay-Section 20); • Employer contributions equal to one-half a percent (.5%) of an employee’s gross wages. Employee salary reductions of one-half a percent (.5%) of an employee’s gross wages. 12 SECTION 10 - OVERTIME & COMPENSATORY TIME City Administrator, Park & Recreation/Community Services Manager Director, Public Works Director, Building Official, City Clerk/HR Manager, Finance Director and Community Development Director - These employees are paid on an annual salary basis, therefore, exempt from both overtime and compensatory time requirements. This handbook and this provision do not apply to exempt employees hired after July 12, 1995. All Other Public Works & Parks Maintenance Regular Employees - All such employees shall be entitled to pay at the rate of time and one-half for all hours worked in excess of eight (8) hours per work day. Employees are required to have the prior approval of their supervisor in order to work overtime. Compensatory Time (Comp Time) and Paid Time Off (PTO) cannot be combined with “hours worked” in determining eligibility for overtime pay and/or compensatory time. In lieu of overtime pay, the employee may elect compensatory time off at the rate of one and one-half hour compensatory time for each hour worked in excess of eight (8) hours per work day. Any time worked in excess of eight (8) hours per day shall be recorded on the employee’s timesheet. All other Regular Non-Exempt Employees – All such employees shall be entitled to pay at the rate of time and one-half for all hours worked in excess of forty (40) hours per work week. Employees are required to have the prior approval of their supervisory in order to work overtime. Compensatory Time (Comp Time) and Paid Time Off (PTO) cannot be combined with “hours worked” in determining eligibility for overtime pay and/or compensatory time. In lieu of overtime pay, the employee may elect compensatory time off at the rate of one and one-half hour compensatory time for each hour worked in excess of forty (40) hours per work week. Any time worked in excess of forty (40) hours per week shall be recorded on the employee’s timesheet. In the case of an employee who requests to work less than their normal 8-hour work schedule on a given day due to personal needs, and upon approval by the City Administrator supervisor, that employee may be allowed to make up the time during the same 40-hour work week (Wednesday through Tuesday) at straight time. Example, employee works 7 ½ hours on Monday, can make up the half hour the next day, thus working 8 ½ hours on Tuesday. This 8 ½ hours is paid at straight time and overtime or comp time would not be generated. If the time cannot be made up during the same work week, the employee will be required to use PTO and/or comp time to make up their time. Use of compensatory time shall in all cases be subject to the needs of municipal service the department and prior approval of the employee's supervisor. Each supervisor shall be responsible for providing the City Administrator with an accurate accounting of all such hours worked by an employee. It shall be the duty of the City Administrator to obtain from supervisors and to maintain on file accurate records for all employees, showing the amount of compensatory time accrued and used by each City employee. It shall be the duty of the employee to provide an accurate accounting of compensatory time on their timesheet during each pay period. Compensatory time may be accrued to a maximum of forty (40) hours. Each supervisor is responsible for monitoring their employees accounting of all such hours worked, and number of hours accrued. Accrual of Comp Time in excess of forty (40) hours must be approved by the City Administrator. 13 Temporary or Seasonal Employees – All such employees shall be entitled to pay at the rate of time and one-half for all hours worked in excess of forty (40) hours per work week. Parks and Public Works seasonal workers are paid a shift differential for any hours worked outside the regular workday. The regular workday is Monday through Friday, 6:00 a.m. to 5:00 p.m. Saturdays, Sundays, holidays and weekday hours before 6:00 a.m. or after 5:00 p.m. are defined as other than the normal workday. The shift differential amount is established in the salary schedule. 14 Pay for Emergency On-Call Duty Public Works Employees will rotate on-call duty as determined by the Public Works Director. On-call duty consists of the employee carrying a pager and answering after-hours call-outs. A call-out is when an employee is called back to work after completing his/her regular workday. As stated in Section 13, Leaves With Pay, sick leave and vacation do not count toward “hours worked” in determining an employee’s regular work day. The regular work day is eight (8) hours of time actually worked. An extension or early report to work does not qualify as a call-out. Compensation for On-Call Duty will be as provided in the "Compensation Plan". When call-outs occur, Public Works Employees will be reimbursed a minimum of 2 hours at 1 1/2 times their normal rate of pay. 15 SECTION 11 - PERFORMANCE REVIEWS An objective performance review system in accordance with position descriptions shall be established by the City Administrator for the purpose of having supervisors periodically evaluate the performance of their employees using the prescribed form for this purpose. The quality of performance rendered by the employee in the past will, in every case, receive due consideration in such personnel decisions as promotions, transfers, demotions, discipline, terminations and, where applicable, salary adjustments. Performance reviews shall be discussed with the employee, but such evaluations will not be available to unauthorized persons. Performance reviews shall take place on a regular basis and shall be retained as part of the employee's personnel file. A performance review will also be conducted near the conclusion of the learning and evaluation period and at any other times deemed appropriate by the employee's supervisor. 16 SECTION 12 - INSURANCE BENEFITS Health Insurance Availability Health insurance coverage for regular full-time employees and part-time employees approved to work 30 or more hours per week is provided and paid for by the City. The City offers dependent coverage to employees to a maximum contribution as established by the City Council. For part-time employees approved to work at least 30 hours per week, the City contributes a percentage towards the single coverage cost or the commensurate percentage of the employee cost for family coverage based on the number of hours allocated to that position. The employee's share of dependent coverage is paid through payroll deduction. HCFA regulations will allow the City's insurance carrier to enroll members that sign an application up to the requested plan effective date. For example, an application signed June 10, 1994 2021 would be able to be enrolled July 1, 1994 2021. We would not be able to backdate the coverage for a June 1, 1994 2021 effective date since the signature was after June 1, 1994 2021. Retroactive terminations are not allowed. A termination request received by the end of the month will be accepted for the first of the next month. For example, a termination request received on or before June 30, 1994 2021 will be processed for a June 30, 1994 2021 termination date. Opt-Out Program Full-time employees who are eligible for participation in the City's Health Insurance Program for family coverage, or full-time single employees who are under age 26 and remain on a parent’s health insurance plan, are eligible for the Opt-Out choice. The City offers Opt-Out in order to recognize the needs of our diverse workforce by providing maximum flexibility in health care choices available to employees and their families. Employees are responsible for evaluating the feasibility of this option in terms of their family's health insurance needs. To be eligible for Opt-Out payment, an employee would opt-out for themselves and their eligible dependents. This option applies to medical coverage only and is not available to employees with single-coverage, except when an employee is covered under a parent’s medical policy. Medical benefits through the City of Little Canada will be available to Opt-Out participants should they lose their coverage provided by another source subject to the City's insurance carrier's regulations. Open enrollment in the City's Insurance Program is available only as designated by the City's insurance carrier. This alternative allows employees who are covered under another medical plan to "opt-out" of coverage and receive a cash payment in lieu of medical benefits. Single employees who are covered under a parent’s medical plan and choose Opt-Out will receive $250 per month, and all other employees choosing Opt-Out will receive approximately the equivalent of the average cost of single employee health insurance provided by metro cities per month for each full month; payment will be made on a bi-weekly basis and will be subject to ordinary income taxes. Participants in the Opt-Out Program must sign a release and show proof of medical benefits through another source. The City will have the right to refuse the Opt-Out option for an employee should the City's participation in its Health Insurance Program be jeopardized. 17 Employees choosing to discontinue the Opt-Out program and enroll in the City’s Health Insurance Program must do so during enrollment periods as authorized by the City's Health Insurance Carrier. Enrollment may be subject to pre-qualification. COBRA On April 7, 1986, a new Federal Law was enacted requiring that most employers sponsoring group health and life insurance plans offer employees and their families the opportunity for a temporary extension of health coverage (called "Continuation Coverage") at group rates in certain instances where coverage under the plan would otherwise end. (The employee will pay 102% of the City's cost of providing coverage.) If you are an employee of the City of Little Canada covered by a group health plan or group life insurance plan, you have the right to choose this continuation coverage, at your own expense, if you lose your group health and life coverage because of a reduction in your hours of employment or the termination of your employment (for reasons other than gross misconduct on your part). If you want further information on COBRA, talk to the City Administrator Clerk/HR Manager. Long-Term Disability Coverage Regular full-time employees and regular part-time employees accruing benefits are required to purchase long-term disability coverage as provided by the City's insurance carrier. The cost of this coverage will be deducted from paychecks on a bi-weekly basis. Life Insurance Coverage Life insurance is provided for regular full-time employees by the City. Regular full-time employees have the option of purchasing additional coverage over the amount provided by the City as well as have the option of purchasing dependent coverage. For those employees purchasing additional coverage and/or dependent coverage, the cost of this coverage is deducted from paychecks on a bi-weekly basis. Continuation of Insurance Benefits Employees Terminating Employment – When an employee terminates employment, the cost of insurance benefits such as health, opt-out, and life insurance shall be paid by the City to the end of the month in which employment terminates. (Also see COBRA provision above.) 18 SECTION 13 – OTHER INSURANCE BENEFITS - SHORT TERM DISABILITY (STD) Purpose The City provides Short Term Disability (STD) coverage at no cost to all regular full-time and part- time employees who accrue benefits as a supplement to the PTO program. The intent of STD is to bridge the gap between banked PTO or deferred sick time, and the 90th day when an employee may qualify for Long Term Disability. Participation is mandatory and employees are automatically enrolled once they are eligible. Eligibility STD is available only for an employee’s non-work related disability. It may not be used to care for ill or injured family members. The employee or their representative must submit all paperwork stipulated by the Plan Administrator in order to qualify for benefits. If an employee’s injury or illness is determined to be covered under workers’ compensation, it is not eligible to be covered under this STD program. Requesting STD/Filing a Claim In order to receive STD benefits, an employee or their representative should file a request with the Plan Administrator to initiate the claims process. STD claims must be filed within the required time stated by the Plan Administrator after the date the disabling injury or illness occurs. The employee must also contact his/her supervisor indicating that time off is needed. All forms and requested documents must be completed and submitted to the Plan Administrator’s satisfaction before an employee will be determined to qualify for payment of benefits. Commencement & Length of Benefit STD benefits will commence on the 15th calendar day of continuous disability provided that the employee or their representative has provided all required paperwork. A partial absence on the first day is not counted toward the 15 days. An employee may use any accumulated deferred sick leave bank, PTO, or combination of the two during this waiting period. Benefits will continue until the employee returns to work able to carry out the full or partial duties and responsibilities of the employee’s position, the disability certification time runs out, the employee begins LTD, or through the 89th calendar day of absence, whichever comes first. An employee receiving STD benefits who separates employment with the City for any reason will not receive STD benefits beyond the last day of employment. 19 Amount of the Benefit The STD benefit will be in an amount up to 66.7% of the employee’s gross regular rate of pay at the time of the disabling incident, up to the maximum benefit amount stated in the STD policy. Status of City Benefits An employee receiving STD benefits shall not accrue PTO or receive holiday pay. Employees may supplement STD benefits with paid leave such as, but not limited to, PTO, deferred sick leave or accrued compensatory leave in order to offset the difference between the employee’s regular wages/salary and the STD benefit payments. In no event shall the employee earn more than their normal wages by combining STD benefits, deferred sick leave hours and PTO. The City will continue to pay its share of health insurance premiums or Opt-Out for an employee receiving STD benefits. Return to Work Employees must coordinate their return to work with their supervisor prior to the end of the STD period. An employee returning to work is expected to provide a doctor’s note releasing them to work. This note must also provide any activity restrictions and duration of these restrictions. The City reserves the right to not allow the employee to return to work if the City cannot accommodate the restrictions. 20 SECTION 14 - PAID TIME OFF (PTO) Purpose The City recognizes the importance of employees balancing their professional lives with personal responsibilities. It is the objective of the City to provide equity, consistency, and flexibility through a Paid Time Off (PTO) benefit to all eligible City staff. The PTO Plan replaces vacation and sick leave plans with a combined single benefit program. Employees accrue benefits based on length of service with the City. This means employees receive the same amount of paid time off regardless of personal or family situations. Through PTO the City seeks to attract and retain its employees by providing equity, consistency, flexibility, personal responsibility, and recognition of years of service. PTO can be used for any purpose and is subject only to routine requests and approval procedures. Eligibility PTO accrual for each eligible employee shall begin on the date of policy inception, employment with the City, or if a change of status creates eligibility on the date the employee becomes eligible. All regular, full-time employees will earn full PTO benefits. Regular part-time employees are eligible for PTO provided they work 20 or more hours per week. These employees shall accrue PTO pro-rated according to the accrual percentage of full-time equivalency status. For example, an employee with a half-time schedule (20 hours per week) would earn PTO at a rate of 50% of full-time employees. Regular part-time employees regularly scheduled to work fewer than 20 hours per week shall not accrue nor be given PTO benefits. Temporary, contract, seasonal, and intern employees shall not accrue nor be eligible for PTO benefits. PTO Leave Accrual Schedule PTO is accrued bi-weekly, and is documented on your paystub. All eligible employees accrue benefits based on length of service and hours worked. Employees earn PTO benefits according to the following accrual schedule: Years of Service Number of Days Accrued Per Year 0-5 Years 18 6-15 Years 23 16-20 Years 28 21+ Years 30 21 One day of PTO shall equal eight (8) hours for full-time employees. PTO accruals are pro-rated for eligible regular part-time employees. When an employee moves to a new accrual level based on years of service, the new accrual rate will begin with the first full pay period after the employee’s anniversary date. Department heads will Exempt employees, as designated by the City Administrator, may earn an additional 5 days of PTO each year subject to satisfactory performance. The purpose is to compensate employees who are not overtime-eligible and who regularly work over 40 hours per week and attend meetings outside of the normal 8:00 a.m. to 4:30 p.m. business hours. Maximum Accumulation An employee may not have more than 30 days 240 hours of PTO accrued as of the last day of the last pay period of the year, unless a written request has been submitted to and approved by the City Administrator prior to that time. The written request should include an estimate of the number of hours being carried-over, the reason the employee was unable to use the hours, and the employee’s plan to use the excess hours in the near future. Exceptions The City Administrator has the authority to establish beginning levels of PTO balances and placement on the accrual schedule for newly hired department heads employees. In making such a determination, the City Administrator will consider the prospective employee’s qualifications, education, prior experience, and length of service in the same or similar jobs. Procedures PTO is requested and approved through leave slips available in each department. Leave slips are approved by the immediate supervisor and/or department head. Approval of requests is based on timeliness of the request, authorization by the appropriate supervisor, and the needs of the department. Approval is not guaranteed based on the needs of the City. Non-exempt employees must complete a PTO leave request slip for all regularly scheduled hours that the employee does not work, unless the employee’s supervisor has given prior written approval for the employee to work those hours on a different day or days within the same pay period. Exempt employees must complete a PTO leave request slip for any time needed to account for a 40- hour work week and/or if an exempt employee works less than 4 hours during the normal business hours of 8:00 a.m. to 4:30 p.m., Monday through Friday. Exempt staff cannot create schedules outside of normal business hours without the consent of their supervisor and the City Administrator. Exempt employees have some occasional flexibility to work less than eight (8) hours in a day, but not less than four (4) without using PTO to account for their time away providing that they work no less than 40 hours in any given week. If an exempt employee is regularly absent from work under this policy and it is found there is excessive time away from work that is not justified, the situation will be handled as a performance issue. 22 PTO may consist of the following two forms: 1. Planned leave which is scheduled in advance with departmental approval. 2. Unplanned leave requires the employee to notify their supervisor within one-half hour of the beginning of the employee’s scheduled work day. In situations where the use of unplanned leave would jeopardize the operations of a department, the supervisor must approve unplanned leave. Unplanned leave is intended for unexpected use such as illness or emergencies. If unplanned absences show a pattern suggesting abuse, the supervisor will proceed with progressive discipline. Good attendance is an essential job function for all employees. If unplanned absences are determined to be excessive or in excess of three consecutive days, a doctor’s notice may be required. The doctor’s notice shall state the nature and duration of the employee’s illness or injury and verify that the employee is unable to perform the duties and responsibilities of the position. A statement attesting to the employee’s ability to return to work and perform the essential functions of the job and a description of any work restrictions may also be required before the employee returns to work. Use of Deferred Sick Leave Hours Prior to the City’s current system of PTO, the City had vacation and sick leave. In 2014 the City converted to PTO. Employees hired prior to 1/1/2014 may have sick leave hours from the previous system, and these will now be considered a deferred sick leave bank. These deferred sick leave banks may be used in the following manner: 1. Illness or emergency: When an employee is unable to perform work duties for a period of five (5) consecutive days or more in the case of personal illness, physical incapacity, or medical treatments of an employee or with the demonstrated need of the employee’s spouse, children including adult children, parents, grandparents, stepparents, or siblings. 2. Workers’ Compensation: An employee who is eligible to receive workers’ compensation payments may use deferred sick leave hours to supplement the difference between the employee’s regular wages/salary and the workers’ compensation payments. In no event shall the employee earn more than their normal wages by combining Workers Compensation, deferred sick leave hours, and PTO. Conversion of Deferred Sick Leave Hours to PTO The City will allow the conversion of up to four (4) days of deferred sick leave to PTO in each of the years 2014 and 2015. Any such conversion will be a direct deduction from the employee’s Severance Pay Off as provided for in Section 18. Example: Employee is eligible for 20 days of Severance, and in 2014 converted 4 days of his/her Deferred Sick Leave Balance to PTO, and in 2015 converted 3 days of Deferred Sick Leave Balance to PTO. Employee’s Severance would be 13 days (20-4-3=13). 23 Employees on Short Term Disability (STD) Employees on STD may use their Deferred Sick Leave Bank, PTO, or a combination of the two to get them to day 15 when STD benefits begin. PTO Pay-Off at Termination of Employment Under the PTO program, employees will be eligible to receive 100% of their accrued PTO balance when they leave City service. In no case shall the PTO pay-off exceed 30 days 240 hours of PTO carry-over plus the amount of annual PTO accrued to the point in the year that the termination is effective. Employees may not use PTO during the two-week notification period unless approved by the City Administrator. Paid Time Off (PTO) Donation Purpose This policy establishes the procedure through which eligible employees may voluntarily donate a portion of their accrued Paid Time Off (PTO) time to be converted to assist another employee who has exhausted all forms of paid leave due to a “medical emergency.” A medical emergency is defined as a physician’s diagnosis of a major life threatening event of an employee or immediate family member that will require the employee to be absent a prolonged period from their employment duty and will result in substantial loss of income to the employee because the employee will have exhausted all paid leave available apart from the leave donation plan. Immediate family for the purpose of this policy shall include employee’s spouse, children, parents, grandparents, grandchildren and includes the children, parents, grandparents, and grandchildren of the employee’s spouse, and any person regularly residing in the employee’s immediate household. A qualifying major life-threatening event includes, but is not limited to, heart attack, stroke, cancer, organ transplant, life threatening illness or condition as defined by a physician’s diagnosis using the FMLA medical certification of the catastrophic health problem. Policy With the written consent of the City Administrator, employees having accrued PTO time can donate a portion of such accrued leave to fellow employees experiencing a qualifying event. The City Administrator has the right to deny or limit use of donated leave if it is determined to be in the best interest of the City. Eligibility Employees must be benefit-eligible in order to participate as a recipient or donor in the PTO Donation Program. Requests for participation in the PTO Donation Program will be accepted only for individuals who are defined as having an approved medical emergency and who are within one pay period of exhausting all accrued paid leave. Employees receiving Workers’ Compensation benefits from city-related injuries or illnesses are not eligible to receive donations. 24 Conditions The terms and conditions governing the PTO Donation Program are as follows: Forms: Completed donation forms must be submitted to the City Administrator for approval. The approval remains valid until the employee notifies the City Administrator to annul the approval or the employee becomes ineligible to participate in the program. Participation: Participation is voluntary and no employee shall pressure or otherwise attempt to influence another employee to donate accrued time. All donations will be kept confidential and the City will not inform the recipient of the names of those donating hours or the number of hours which have been donated. No provisions of this policy or its administration shall be subject to review under the grievance process. Recipient: An employee is eligible to receive donated leave only for time lost from normal work hours and only to make them financially whole once all paid leave banks have been exhausted. PTO Donation Program wages shall be limited to the amount equal to that individual’s regular gross earnings per pay period (i.e. current hourly base pay rate multiplied by regularly scheduled hours of work per pay period). Transfers of leave hours will be converted based on the donor’s hourly rate of pay versus that of the donee. (i.e. an employee making $30 per hour donates eight hours of PTO to an employee that makes $15 per hour. The value to the donee would be 16 hours). The IRS has ruled that these payments are considered wages and taxable income for the recipient. An employee may only have an excess of 40 hours of PTO on the books after application of the PTO donations. Donation of PTO will not be allowed once an employee is judged to be disabled by the major medical condition and will not be returning to work. Donated time cannot be paid to an employee in the form of cash or used in any manner other than what is stated in this policy. Donor: An eligible employee who donates PTO time understands this time is a “gift” and that the donated leave will be irrevocable, that there is no control over how the leave is used once donated, and that the receiving employee has no obligation to pay it back. The IRS has ruled that the employee donating the leave realizes no income and incurs no tax-deductible expense or loss, either upon donation of PTO or payment to the recipient. An employee may donate up to eight (8) hours per year to a single fellow employee. Once donated PTO time has been transferred to the eligible employee, the donor may not revoke the transaction. Exceptions Exceptions to these requirements must be approved by the City Administrator and will only be granted in rare and unusual circumstances. Any questions regarding this program should be directed to the City Administrator. 25 SECTION 15 – OTHER LEAVES WITH PAY Holidays A. The City observes the following 11 days to be official holidays for all permanent full-time and permanent part-time employees, working a minimum of 20 hours per week on average projected over a calendar year based on anticipated demands of the position: New Year's Day; Martin Luther King's Birthday, The third Monday in January; President's Day, the third Monday in February; Memorial Day, the last Monday in May; Independence Day, July 4th; Labor Day, the first Monday in September; Veterans' Day, November 11th; Thanksgiving Day, the fourth Thursday in November; Day after Thanksgiving Day; Christmas Eve, December 24th*; Christmas Day, December 25th. *In years within which Christmas Eve falls on a Friday, Saturday or Sunday, regular full-time and regular part-time employees, working a minimum of 20 hours per week on average projected over a calendar year based on anticipated demands of the position, will be granted a floating holiday in lieu of the Christmas Eve holiday. This floating holiday can be used at the discretion of the employee within the calendar year, subject to approval of the supervisor. If an employee leaves the service of the City prior to December 24th in a given year where a floating holiday is granted, the floating holiday is considered unearned, and a vacation day will be substituted if the floating holiday has been used. If no vacation accrual exists, the payment for this day would be deducted from the last paycheck. Floating holidays can be carried over to HOLIDAY OBSERVED DAY HOLIDAY IS RECOGNIZED New Year’s Day January 1 Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Veteran’s Day November 11 Thanksgiving Day Fourth Thursday in November Day after Thanksgiving Day Christmas Eve* December 24 Christmas Day December 25 26 the next calendar year with approval by the City Administrator. B. All official holidays shall be considered to commence at the beginning of the first shift of the day on which the holiday is observed and continue for twenty-four (24) hours thereafter. C. When a holiday falls on a Sunday, the following Monday shall be a holiday and when a holiday falls on a Saturday, the preceding Friday shall be a holiday. Note the exception outlined above for the Christmas Eve holiday in years within which Christmas Eve falls on a Friday, Saturday or Sunday. D. Regular part-time employees, working a minimum of 20 hours per week on average projected over a calendar year based on anticipated demands of the position, other than seasonal or temporary will be granted pro-rated holiday pay for each holiday based on the average number of hours worked in the preceding month, and subject to the criteria described above for regular full-time employees. E. Any regular non-exempt full-time employee, as well as regular part-time, working a minimum of 20 hours per week on average projected over a calendar year based on anticipated demands of the position, other than the City Administrator, Public Works Director, City Clerk, Park & Recreation/Community Services Manager, Building Official, and Finance Director who is required to work on any of the above-named holidays, shall be paid for each hour worked on the holiday at their regular rate of pay plus time and one/half. This rate of pay includes the holiday pay referred to above. This handbook and this provision do not apply to exempt employees hired after July 12, 1995. Examples: A full-time employee who is required to work 4 hours on a holiday would be paid for 4 hours at 2 1/2 times their regular rate of pay and 4 hours at their regular rate of pay; A full-time employee working 8 hours on a holiday would be paid for 8 hours at 2 1/2 times their regular rate of pay; A full-time employee working 10 hours on a holiday would be paid for 10 hours at 2 1/2 times their regular rate of pay. Should an exempt employee be required to work on a holiday due to an emergency situation, that exempt employee will receive equal time off for time put in. This handbook and this provision do not apply to exempt employees hired after July 12, 1995. Funeral Leave Paid time off may be granted, up to a maximum of three days, in the event a regular full-time or regular part-time employee suffers a death in his or her immediate family in accordance with the provisions of this section. Additional time off without pay will be granted as may reasonably be required under individual circumstances, subject to the approval of the City Administrator. Immediate family (for purposes of this section) is defined as an employee's spouse, parents, spouse's 27 parents, children, step-children, brothers and sisters, brothers-in-law, sisters-in-law, grandparents, grandparents-in-law, grandchild, and spouse's grandchild. Jury and Witness Duty A. Regular full-time and regular part-time employees, working a minimum of 20 hours per week on average projected over a calendar year based on anticipated demands of the position, shall be granted paid leaves of absence for required jury duty. Such employees shall receive that portion of their regular compensation that will, with their jury pay, equal their total compensation for the same period. The time spent on jury duty shall not be counted as time worked in computing overtime. Employees excused or released from jury duty during their regular working hours shall report to their regular work duties as soon as possible. B. Employees shall notify their supervisor in writing as soon as possible after receiving notice to report for jury duty. The employee will be responsible for ensuring that a report of time spent on jury duty and pay form is completed by the Clerk of Court each day so the City will be able to determine the amount of compensation due for the period involved. C. Employees will be compensated by the City to testify in Court only on City-related business. 28 SECTION 16 - LEAVES WITHOUT PAY Parenting Leave - Parenting leave without pay, not to exceed six (6) months in duration, will be granted upon the birth or adoption of a child (or children) at the employee's request. This leave may be extended through the use of the employee's accumulated PTO leave. Emergency/Furlough Leave - Permission to take emergency leave without pay may be granted to each regular employee after one year's service who, in the opinion of the City Administrator, furnishes adequate proof that a personal matter necessitates attention. The City Administrator may also grant furlough leave to a city employee for leaves without pay provided such furlough leave does not create an undue hardship on the City. No longer than ten (10) days will be granted within a calendar year. Requests in excess of ten (10) days may be granted by the City Council. No employee shall absent themselves from assigned duties without notifying, at the earliest possible time, his/her immediate supervisor or some other management representative if supervisor is not available. Leaves of Absence - Upon request of an employee, leave of absence without pay may be granted by the City Council, taking into consideration good conduct, length of service, and efficiency of the employee, and the general good of the city service. Such leave of absence shall not exceed a period of ninety (90) days, provided that the same may be extended beyond such period if the leave of absence is for continued disability or other good and sufficient reasons, but in no case exceed one (1) year except when the employee is detailed for military service or is disabled for disability incurred while in the service of the City. No PTO benefits shall accrue during a period of leave of absence without pay. For purposes of this policy, an employee on Short or Long Term Disability is not considered to be on a leave of absence. Employees on Leaves of Absence – Employees on leaves of absence (when PTO has been exhausted) would be responsible for payment of insurance benefits for any full month that they are on leave. When the employee works any number of days in a month, the employee would accrue PTO and holiday hours pro-rated, and the City would pay the cost of health, Opt-Out, and life insurance pro- rated based on the number of days the employee worked in the month in question versus the total number of regular working days in the same month. An unpaid leave of absence may be granted to an employee to offset prospective PTO pay contributions to the employee’s Post Employment Health Savings Plan, subject to approval by the City Administrator. In this case, PTO benefits shall accrue during the leave of absence without pay. Leaves Due to Weather Conditions - In the event an employee is unable to report for work because of extreme weather conditions (e.g. winter blizzard), such employee may, upon the approval of the supervisor, be granted leave without pay or use PTO or compensatory time for the day or days in question. Such employee may also be allowed, upon approval of the supervisor, to make up the time lost at straight time rate by working extra hours before or after his/her regular shift. Military Leave - Employees ordered by proper authority to National Guard or reserve military service in time of war or other properly declared emergency shall be entitled to leave of absence without pay 29 during such service. Upon completion of such service, employees shall be entitled to the same or similar employment of like seniority, status, and pay as if such leave had not been taken, subject to the specific provisions of Chapter 192 of the Minnesota Statutes. 30 SECTION 17 – COMPUTER USE POLICY Purpose The purpose of this policy is to protect the quality and integrity of the City of Little Canada’s computer network and to provide employees with standards of behavior when using the computers. Each item in this policy is designed to strengthen the quality and integrity of this resource while minimizing risks to City employees and the City’s computer network. to set provisions for securing desktop and notebook computers, related computer media and peripheral equipment. Most City business is conducted with the use of desktop or notebook computers dedicated to a single user’s activity. It is essential to protect City information assets created, gathered, shared or stored with desktop and notebook computers, related computer media (e.g. CDROMs, Personal Digital Assistants (PDAs), flash drives, etc. and peripheral equipment such as fax machines, printers, scanners and copiers. Scope of the Policy This policy applies to all individuals granted access to the City network and information systems, including, but not limited to full and part-time employees, temporary workers, volunteers, contractors, and those employed by others to perform City work. This policy includes all computers, stand alones as well as those connected to the City network. The same physical and technical security measures shall be implemented for mobile and remote computers. Equipment Use Desktop computers and attached devices are not to be removed from City buildings without the consent of the City Administrator. Employees should refrain from personal use during working hours. Employees may use the computers, e-mail, and the Internet for personal use outside of regular business hours or during other non-work time. E-Mail Use Important official communications are often delivered via email. As a result, employees of the City with email accounts are expected to check their email in a consistent and timely manner so that they are aware of important City announcements and updates, as well as for fulfilling business and assigned tasks. Employees should use the same care when creating electronic communications, as they would use with oral or written communications. Existing policies governing employee behavior, both within the workplace and when interacting with the general public, apply to electronic communications. E-mail is not a private communication system. Improper use of e-mail could expose employees to personal liability as well as disciplinary action. E-mail is not to be used to send jokes or other comments that may be discriminatory, harassing, or offensive to others, or to send material that defames an individual, company, business, or municipality. Employees should not open electronic communications received from unrecognized sources since this could subject the City’s network to viruses. 31 Email users are responsible for mailbox management, including organization and cleaning. If a user subscribes to a mailing list, he or she must be aware of how to remove their email address from the list, and is responsible for doing so in the event that their current email address changes. Appropriate Use: Individuals at the City are encouraged to use email to further the goals and objectives of the City. The types of activities that are encouraged include: 1. Communicating with fellow employees, business partners of the City, and clients within the context of an individual’s assigned responsibilities. 2. Participating in educational or professional development activities. Inappropriate Use: The City’s email systems and services are not to be used for purposes that could be reasonably expected to cause excessive strain on systems. Individual email use will not interfere with others’ use of the City’s email system and services. Email use at the City will comply with all applicable laws, all the City policies, and all City contracts. The following activities are deemed inappropriate uses of the City systems and services and are prohibited: 1. Use of email in any way that violates the City’s policies, rules, or administrative orders. 2. Viewing, copying, altering, or deletion of email accounts or files belonging to the City or another individual without authorized permission. 3. Sending of unreasonably large email attachments. The total size of an individual email message sent or received (including attachment) must be 50Mb or less. 4. Opening email attachments from unknown or unsigned sources. Attachments are the primary source of computer viruses and should be treated with utmost caution. 5. Sharing email account passwords with another person, or attempting to obtain another person’s email account password. Email accounts are only to be used by the registered user. 6. Excessive personal use of the City email resources. The City allows limited personal use for communication with family and friends, independent learning, and public service so long as it does not interfere with staff productivity, pre-empt any business activity, or consume more than a trivial amount of resources. The City prohibits personal use of its email systems and services for unsolicited mass mailings, non-City commercial activity, political campaigning, dissemination of chain letters, and use by non-employees. Internet Use The primary function of the computer network is to assist in service delivery to our residents and customers. Information found on the Internet and used for City work must be verified to be accurate and factually correct. Personal and business use of the Internet is limited to web sites that are considered “business appropriate” and employees are expected to exercise good judgment when accessing sites. Employees may not intentionally access any site that is inappropriate for a public sector employer, or which could cause embarrassment to the organization or employee. If this occurs, employees are expected to notify their supervisor immediately. Public sector organizations are held to a high standard of scrutiny and ethical behavior. Some examples of inappropriate sites include adult entertainment, sexually explicit 32 material, web sites promoting violence or terrorism, illegal use of controlled substances (drugs) and intolerance of other people, races, religions, etc. The City may monitor or restrict any employee’s use of the Internet without prior notice, as deemed appropriate by the employee’s supervisor or the City Administrator. Data Management, Integrity & Protection Access to data: For the purposes of increased efficiency, the City allows employees to view, add, or modify information in each other’s users files stored on the server. Therefore, access to these files is virtually unlimited. The City reserves the right to limit access to this data if problems arise from such use. Hardware/Software Installation: All hardware and software will be installed or downloaded only by Metro-INET or personnel authorized by the City Administrator. Licensed software: City employees may not duplicate licensed software or related documentation. Any such duplication may subject employees and/or the City to both civil and criminal penalties under the United States Copyright Act. Personal software may be installed only if approved by the City Administrator. City-owned software may not be loaded onto external systems unless the license agreement allows such use and with the approval of the City Administrator. Portable files: To facilitate off-site work, employees may copy appropriate files to and from diskettes without prior approval of the City Administrator. Appropriate files include word processing documents and electronic spreadsheets. No other files or information may be copied to or from the City’s computers without the approval of the City Administrator. Before files are stored or used on the City’s computers, disks shall be scanned for viruses. Security: Electronic information is a significant asset of the City of Little Canada. Extreme care must be used by employees to protect this information. Employees should only use their own user’s name when logging onto the network. With the exception of the front office staff, users who are away from their computer for long periods of time (or overnight) should must lock their workstations or log off the network. This will prevent unauthorized use of the system that may be attributed to the employee, and protects the City’s computer network and data. All computer users shall not disable or alter security safeguards, such as virus detection software, installed on any City computers. Virus Prevention: To help prevent virus infection, all Internet files must be downloaded to a floppy disk and scanned for viruses before using or transferring to a hard drive or network drive. Likewise, files brought on diskette from an outside source must also be scanned for viruses before using or transferring to a hard drive or network drive. • Desktop and notebook computer users shall not write, compile, copy, knowingly propagate, execute, or attempt to introduce any computer code designed to self-replicate, damage, or otherwise hinder the performance of any computer system. • Suspected viruses should be reported immediately to Metro-INET. • Viruses shall not be deleted without expert assistance unless instructed by Metro-INET staff. 33 City’s Right to Access Data Electronic files that store e-mail messages and other documents on the City’s server and computers are the City’s property. The City Administrator has the right to access any employee’s e-mail messages. The computers, programs, and electronic files are considered by the City not to be private. Employees should not have any expectation of privacy related to any computer, program or electronic file received, created or stored on the City’s computers. Users may not eavesdrop or view other users’ e-mail messages without explicit permission from the employee. Employees should be aware that any data stored might be subject to government data practices statutes that make the text accessible to the public. Therefore, sensitive or personal documents or messages should not be sent or stored on the computer system. The City reserves the right to inspect, without notice, all data, emails, files, settings, or any other aspect of a City-owned computer or related system, including personal information created or maintained by an employee. The City may conduct inspections on an as-needed basis as determined by the City Administrator. Consequences of Violations Violations of this policy may constitute just cause for discipline, up to and including discharge. Failure to Comply Violations of this policy will be treated like other allegations of wrongdoing at the City. Inappropriate use of any City desktop or notebook computer or related computing device, software, or services may include, but are not limited to, one or more of the following: 1. 1.Temporary or permanent revocation of use of computing equipment and network access; 2. Termination of employment; and/or 3. Legal action according to applicable laws and contractual agreements. 34 SECTION 18 – CELL PHONE POLICY Purpose The purpose of this policy is to provide guidance with regard to who has cell phone privileges, how the phones are paid for, and the City’s expectations of the cell phone users. Applicable Employees Cell phones are an important and necessary tool in the performance of certain employees’ job duties. For those employees who have an approved and valid business purpose the City will provide a cell phone for that employee’s business use. Employees approved for a cell phone may also use their own phone and be reimbursed by the City. Temporary and seasonal employees are not eligible for City cell phones or reimbursement. Content Disclaimer Phones paid for in whole by the City are public property and all information relayed through them could be subject to review by others. Employee-owned phones the City reimburses for are also subject to review by others. Generally, public business and information is public, while personal data may be excluded from a request. Personal Use While at work, employees are expected to exercise discretion in using cell phones for personal calls. Personal cell phone calls should be kept to a minimum so as not to interfere with employee productivity or distract others. Excessive personal calls during work hours, regardless of the phone used, are unacceptable. Employees using their own cell phones are subject to the same standards and are expected to exercise discretion as well. Payment Cell phones assigned by the City may be used for personal calls. Employees will pay a portion of the monthly cost of the phone to gain personal use privileges. Employees who choose to use the work- provided phone for work purposes only will not be charged a monthly fee. Employees who are paying for a phone provided by the City will have $15 deducted from their payroll checks once a month. If an employee accrues extra charges that are not regular monthly charges he or she will be responsible for paying those charges by cash or check. Employees who have their own phones that they also use for authorized City-related purposes will be reimbursed $30 per month. Cell phone policy was adopted in 2019 – now adding to personnel policy rather than it being a stand-alone policy. 35 Equipment Employees who are eligible to receive a City-provided phone may select an iPhone or android device that is currently available from the vendor with a cost of up to $250. The employee is responsible for any cost over $250 should they choose a more expensive phone. Any replacement or upgrade devices must follow the current terms of the contract provided by the City of Little Canada. The City will furnish each City-provided phone user with an approved charger, protective cover, belt clip, and/or face protector at no cost to the employee. Each individual phone user will pay for any additional accessories. Employees who choose to use a personal phone for City-related business and receive reimbursement are responsible for all costs associated with the cellular telephone plan they choose. For example, lost or stolen phones, phones that break or quit working, plan penalties, replacement phones, activation fees, excess charges, text messaging, data tethering, insurance, etc. are all the sole responsibility of the employee. Care and Use Employees in possession of a City-issued cell phone are required to care for the phone in a responsible manner, and to take appropriate precautions to prevent theft, damage, and vandalism. Employees shall not engage in text messaging or any other phone operations that impair driving while operating a vehicle or any equipment at any time, including non-working hours and shall also follow Minnesota State Law regarding cell phone use in a vehicle or equipment. Security Security is of particular importance with smartphone technology, as each device is a point of access to the city. Employees whose phones are synced to the city’s network are required to be passcode protected and employees must immediately report the loss of their phone, whether it is a city-issued phone or personal phone. The city retains the right to have the cell phone service for city-owned phones disconnected at any time. 36 SECTION 18 19 - OTHER INFORMATION Copy Machine Use All employees of the City are afforded the use of City copy machines for personal matters, at cost. Personal copying shall not conflict with City business. Equipment and Machinery Care A. Every employee who has occasion to operate a municipal vehicle, machinery, or office equipment is charged with the responsibility of routine and normal maintenance for the piece of equipment they are operating. B. All defects in any piece of equipment must be called immediately to the attention of the supervisor. C. Failure to properly care for municipal equipment shall be cause for disciplinary action being taken. Falsification and Destruction of Records A. Falsification of any public records, including personnel records, is unlawful. B. Any contemplated destruction or disposition of public records shall be consistent with the adopted records retention schedule. Keys and Other Equipment A. Every employee and Elected Official who has authorized possession of any key, electronic building access, tools or other equipment on a full-time basis must register his/her name and the serial number of the key, if applicable, or other equipment with the supervisor or assigned personnel. B. All such equipment must be turned in and accounted for by any employee who terminates his/her services with the City or Elected Official at the end of their elected term. C. Every employee and Elected Official shall be responsible for the safekeeping and care of all such equipment. All expenses incurred by the loss of such equipment shall be borne by the employee or Elected Official. D. The duplication by a locksmith or other person of keys, openings, structures, or equipment owned by the City is prohibited unless authorized by the City Administrator or supervisor. Any employee found having an unauthorized duplicate key will be subject to disciplinary action. News Releases A. News releases concerning municipal affairs are the responsibility of the department supervisor 37 and the City Administrator. B. All news releases concerning City personnel shall be the responsibility of the City Administrator. Outside Employment A City employee shall not engage in any employment, activity or enterprise that is inconsistent, incompatible or in conflict with his/her duties as a City employee, or with the duties, functions and responsibilities of the department by which he/she is employed. The following activities shall be considered inconsistent, incompatible or in conflict with City employment: A. Any employment, activity or enterprise which involves the use for private gain or advantage of the City's time, facilities, equipment or supplies, prestige or influence or a City office or employment. B. Any employment which involves the receipt or acceptance by the employee of any money or other consideration from anyone other than the City for the performance of an act which the employee would be required or expected to render in the regular course of his/her City employment or a part of his/her duties as an employee. C. Any employment which involves the performance of an act in other than his/her capacity as an employee which may later be subject, directly or indirectly, to the control, inspection, review, audit or enforcement by such employee or the department by which he/she is employed. D. An outside position that impairs his/her attendance or efficiency in the performance as a City employee. Personal Telephone Calls A. Personal telephone calls shall be made or received only when absolutely necessary when they do not interfere with working operations and should be completed as quickly as possible. B. Any personal long-distance call costs shall be paid for by the employee. Reference Checks All requests for reference checks on present or former employees of the City of Little Canada shall be directed to the City Clerk/HR Manager or City Administrator. Personnel Record of Employees A. The City Administrator Clerk/HR Manager shall maintain all personnel records. These personnel records shall be the official personnel records of the City and are, therefore, important to all employees and shall be maintained by the City Administrator Clerk/HR 38 Manager. It shall be the employee's responsibility to see that the following items are kept current at all times: 1. Correct home address and telephone number. 2. Person to contact in case of emergency. 3. Legal change in name. B. Personnel records, including examinations, service rating reports, individual personal records and histories, shall be open for inspection and review by the employee concerned, their authorized representative, and City personnel authorized access to employment records during office hours in accordance with such procedures as the City Administrator may prescribe. C. Materials in an employee's personnel file are released to others in accordance with the provisions of the Minnesota Government Data Practices Act, other applicable State and Federal laws, and applicable court decisions. Travel Allowance A. If employees are obliged to travel in performance of their duties as a City employee, they will receive reimbursement of actual expenses for conference fees, transportation costs, lodging, and miscellaneous expenses such as phone calls, meals, and hotel gratuities up to the maximum set at the IRS per-diem rate for the continental United States (CONUS). Expenses must be supported with receipts. Reimbursement for travel expenses will be allowed at coach rates for air travel. B. Employees who find it necessary to use their private automobiles for City travel and who do not receive a car allowance, will be reimbursed at the current IRS rate. C. Out-of-state training or conferences must be approved by the City Council in order to qualify for reimbursement of reasonable expenses. D. Application of this policy will be made for the Mayor and Council Members who incur these types of expenses in performance of their duties as Mayor and Council Member. Use of Staff Vehicles A. Certain employees, because of the nature of their job, are provided with City vehicles to be treated in a different manner than other vehicles. Normal use of twenty-four (24) hour City vehicles will be of an official business nature only. City vehicles shall not be used for personal reasons, except for stopping for lunch mid-day when it is not practical to get the employee's personal vehicle. B. No city vehicle will be taken over two hundred (200) miles from Little Canada without written authorization of the City Administrator. 39 C. Temporary authorization of employees to take vehicles home may be granted by department supervisor. D. The city expects all employees who are required to drive as part of their job to drive safely and legally while on city business and to maintain a good driving record. E. Employees who lose their driver’s license or receive restrictions on their license are required to notify their immediate supervisor on the first workday after any temporary, pending or permanent action is taken on their license and to keep their supervisor informed of any changes thereafter. The city will determine appropriate action on a case-by-case basis. F. Employees are required to keep city vehicles clean and well-maintained, both the inside and outside of the vehicle. Lawsuit If the City of Little Canada is involved in a lawsuit or pending legal action, employees are not to answer inquiries from any lawyers, insurance investigators, other parties involved, or anyone else involved in the case unless authorized by the City Administrator or City Attorney. All inquiries are to be directed to the City Administrator and/or City Attorney. Child Support The City of Little Canada, in compliance with MN Statutes Section 256.978 (Location of Parents Deserting Their Children, Access to Records) shall provide information upon written request by an agency responsible for child support enforcement regarding individuals owing or allegedly owing a duty to support. Receipt of Gifts and Other Gratuities It is imperative that all employees not only maintain the highest possible standards of ethical conduct in their transactions of public business, but that such standards are clearly defined. A. Solicitation - Employees shall not directly or indirectly solicit pay, commission, money, personal gift, service and/or anything of value or attempt to derive any benefit, profit or advantage, directly from or by reason of any dealings with or service for the City for themselves or by authority from or by reason of any improvements, alterations or repairs required by the authority of the City except lawful compensation or salary as City employee. B. Unacceptable gifts and gratuities - Gifts of any size are unacceptable under circumstances in which it could be reasonably expected to influence him or her in the performance of his/her official duties, or is intended as a reward for any official action on his/her part. C. Acceptable gifts and gratuities - The following are examples of gifts and gratuities which may be acceptable: 1. Awards for meritorious civic service contributions; 40 2. Unsolicited items of a modest or nominal value that are donated to and shared by the work group; 3. Unsolicited advertising or promotional materials such as pens or calendars with a value under $10; 4. Unsolicited gifts when the gift is in connection with widely attended gatherings such as receptions and grand openings where other dignitaries have been invited, and where the official or employee is invited in his/her official capacity and where if he/she did not attend it would reflect negatively on the City. D. Contributions to the City - All contributions to the City must be approved by the City Administrator before acceptance. This policy does not limit departments from being more restrictive if it is important to the effective functioning of the department. These provisions or current State Statutes, whichever are more restrictive, shall apply. Multi-Department Head Status No City employee shall hold "department head" status in two or more departments or organizations associated with the City of Little Canada without prior approval by the City Council when that organization's source of funding is derived in whole or part from City resources. In evaluating a request for approval, the Council's primary consideration shall be to ensure that the city's best interests are served as they deem appropriate. Continued service in dual department head status shall be subject to annual review and approval by the City Council. Nothing within this policy shall assure the affected employee that initial or continued approval will be granted. This handbook and this provision do not apply to exempt employees hired after July 12, 1995. Educational Reimbursements In order to develop further skills and self-improvement, the City will provide financial assistance to all regular full-time employees who continue formal study in areas of study consistent with a career path in local government directly related to their present position. This includes high school and accredited college diplomas. 1. Educational assistance will be made for tuition, registration, and laboratory fees. Costs of books, supplies, mileage, or other expenses will not be included. 2. Tuition refund will be made upon completion of the approved course and will amount to 100% for a grade of C or better. a. Failure to receive a grade of C or better will nullify any payment. b. Reimbursement will not be made for courses not completed or courses where 41 payments are received by the employee from another agency (i.e. GI Bill). 3. The program will apply to accredited colleges, technical institutions, certain vocational institutions and other specialized training programs. 4. Unless otherwise approved, course must be taken other than during normal working hours. 5. An annual maximum tuition reimbursement of $4,500 per employee, subject to budgetary limitations. 6. Application for educational assistance must be completed and approved by the supervisor and the City Administrator prior to taking the course. Applications may be obtained from the City Administrator. 7. Should the employee leave the City’s employment within two years of completing a class, the employee will be responsible for the full reimbursement of the City’s expended funds towards tuition during the previous 12 months. 8. Should the employee leave the City, any amounts owing would become immediately due and payable and be withheld from any final payroll/severance amounts owing. Pregnancy and Nursing Mother Accommodations • Reasonable accommodations will be made for employees with health conditions related to pregnancy or childbirth. • Employees who are nursing mothers will be provided reasonable break times and a private space each day to express milk for their infant child during the twelve (12) months following the birth of their child. 42 SECTION 19 20 - FIRE DEPARTMENT VOLUNTEERS A. The City encourages its employees to seek membership in the Little Canada Volunteer Fire Department, or one of its mutual aid cities, to meet the needs of the community. B. The City has given each fire fighter/employee the right to decide for themselves whether or not they should respond to a call while on duty with the City. If their decision is such that they believe that their response is not needed from the Fire Department's standpoint and not responding would not jeopardize the Fire Department's efforts, they are expected to remain on the job. If, on the other hand, they deem it a true emergency, believe that they will be of value, and that their absence from their assigned duties will not place the City or their fellow worker(s) in jeopardy, they are encouraged to respond. The decision rests with the individual, based on the information they have at their disposal at that time. C. If a fire fighter/employee does decide to respond to a call during normal working hours, they shall make a reasonable effort to promptly contact their supervisor or other department- designated person. After responding to a call, a verbal report should be made as soon as possible to the designated person in their department. D. Employees in the company of fire fighters at the time the emergency call is received should continue with their assigned duties, or as directed by their supervisor. E. No reduction will be made in the wages of the fire fighter/employee for actual time spent responding to a call within Little Canada or one of its mutual-aid cities. 43 SECTION 20 21 - NON-DISCIPLINARY SEPARATION Resignation A. Any employee wishing to leave the City service in good standing shall file with his supervisor at least fourteen (14) calendar days before leaving a written resignation stating the effective date of this resignation. Failure to comply with this procedure may be considered cause for denying such employee future employment by the City. B. Unauthorized absence from work for a period of three (3) days may be considered by the supervisor as a resignation. Severance Pay All regular full-time and part-time employees who leave the employ of the City by resignation, retirement, or death shall receive pay for unused Paid Time Off (PTO) and compensatory time subject to maximum accruals. Employees leaving the City’s employ can elect to be compensated for unused accrued PTO or to have the value of accrued PTO deposited in the employee’s Post Employment Health Care Savings Plan subject to election requirements of the Plan. All regular full-time and regular part-time employees who leave the employ of the City by resignation, retirement, or death shall receive pay for remaining deferred sick leave balances based on the schedule below. Severance pay based on deferred sick leave will only be paid by the City to the employee’s Post Employment Health Care Savings Plan. For those employees that opted to convert deferred sick leave to PTO as provided for in the PTO provision of this policy, the time converted will be deducted from the pay-out maximums below on a one-for-one basis. % of Unused To Sick Leave Pay-Out Balance Maximum 5 years to less than 10 years of service 30% 10 days (80 hours) 10 years to less than 15 years of service 35% 20 days (120 hours) 15 years to less than 20 years of service 40% 30 days (240 hours) 20 years of service and above 50% 42 days (336 hours) 44 Lay-Offs A. The City Administrator, with approval by the City Council, may lay-off any regular full-time or regular part-time employee whenever such action is made necessary as provided in the annual budget by reason of shortage of work or funds, the abolition of a position or because of changes in organization. Two (2) weeks advance written notice of the lay-off shall be given. Qualifications and performance of personnel within an affected position shall be the determining factors for lay-offs. Length of service will be given consideration only when all other qualifications are equal. The City Administrator or appropriate supervisor may lay off or terminate temporary and seasonal employees with no prior notice and without City Council approval. B. Employees who have been laid off will be recalled to their former position classification in the reverse order of their lay-off. 45 SECTION 21 22 - DISCIPLINARY ACTION General Policy A municipal employee is the beneficiary of certain privileges and benefits which are set forth in this policy. In exchange, the City requires standards of conduct and behavior calculated to best ensure good government for the citizens of Little Canada. City employees shall be subject to disciplinary action for failing to fulfill their duties and responsibilities, including observance of work rules adopted by the Council and/or City Administrator. It is the policy of the City to administer disciplinary penalties without discrimination. Disciplinary action shall be for just cause and the employee may demand a hearing or use the grievance procedure of Section 19 23 with respect to any disciplinary action which he or she believes is either unjust or disproportionate to the offense committed. The supervisor shall investigate any allegation on which disciplinary action might be based before any disciplinary action is taken. Disciplinary Action Steps In most cases, disciplinary action against any employee shall be progressive and follow the steps listed below in numerical order. However, when an infraction is severe enough in the judgment of the City Administrator, any one or all of the first three actions may be omitted. 1. Oral reprimand. 2. Written reprimand. A written reprimand shall state that the employee is being warned for misconduct; describe the misconduct; describe past actions taken by the supervisor to correct the problem; urge prompt correction or improvement by the employee; include timetables and goals for improvement when appropriate; and outline future penalties should the problem continue. The employee shall be given a copy of the reprimand and sign the original acknowledging that he or she has received the reprimand. The signature of the employee does not mean that the employee agrees with the reprimand. The reprimand shall be placed in the City's file on the employee. 3. Suspension without pay. Prior to the suspension or as soon thereafter as possible, the employee shall be notified in writing of the reason for the suspension and its length. Upon the employee's return to work, he or she shall be given a written statement outlining further disciplinary actions should the misconduct continue. An employee may be suspended pending investigation of an allegation. A copy of each written statement shall be placed in the employee's personal file, but if the suspension is for investigation and the allegation proves false, the statement shall be removed and the employee shall receive any compensation to which he or she would have been entitled had the suspension not taken place. 4. Dismissal. The City Administrator may dismiss any employee, but if the employee has completed a probationary period, a dismissal shall be made only for just cause. A dismissed employee will be notified by the previous posting of a summary of MN Stat. 181.931 to 181.935 or by furnishing the terminated employee a copy of those statutes at termination to inform the employee of his or her right to make a written request for the City's reasons for 46 termination. If requested, the City will provide reasons, in writing, within five working days. This notice will along with reasons, contain a statement indicating that the employee may respond to the charges both orally and in writing and may appear personally before the official having authority to make or recommend the final decision. The notice will also contain a statement that the employee is entitled to a hearing as provided within this section. If such a hearing is held, the dismissal shall not become effective until after the hearing. Other Disciplinary Actions The following other disciplinary actions may be taken against any employee: a. Involuntary demotion. b. Forced transfer to a comparable position. c. Withholding a salary increase or decreasing the employee's salary. Hearing In any case of suspension, dismissal, or demotion, the regular full-time or regular part-time employee shall be granted a hearing upon written request for such a hearing made to the City Administrator within five working days of notification of the action taken. The hearing shall be before the City Council. The hearing shall be held within 10 working days from the date the request is filed unless the City and the employee agree on a later date. Employees in the Learning and Evaluation Period are not entitled to such a hearing. If after the hearing, the hearing body finds that the charges are sustained, the dismissal, suspension, or demotion shall be final in the absence of court action. If the body finds that the charges are not sustained, the employee, if he or she has not been suspended pending investigation, shall be reinstated and paid all back pay due for the period of suspension. If there has been no suspension, the employee shall be continued in the position as though the disciplinary action had not been taken. Findings by the hearing body shall be in writing and filed with the City Administrator within three days after completion of the hearing. The hearing body shall give written notice of the decision to the employee and to the disciplinary authority. If the disciplinary action involves the removal of a veteran, the hearing shall be held in accordance with MN Stat. 197.46. Major Work Rule Offenses An employee shall be subject to immediate disciplinary action, without warning, up to and including discharge, for the violation of any of the following rules. Discharge may result for good cause other than those specified. 1. Incompetency and/or inefficiency in the performance of job duties. 2. Insubordination, which is the refusal to comply with the supervisor's instructions unless such instructions are injurious to employee's safety or health, or are considered to be an unlawful act. 47 3. Immoral or indecent conduct while on duty. 4. Intentional falsification of personnel records, time reports or other City records or reports. 5. Indulging in offensive conduct or using offensive language toward the public, or in public, or toward City officials, supervisors, or other employees. 6. Conviction of a felony or of a misdemeanor involving moral turpitude while an employee of the City. 7. Carelessness or negligence with the monies or the properties of the City. 8. Theft or intentional destruction of City property or another employee's property. 9. Sleeping on the job. 10. Intoxication, or being under the influence of intoxicants, drugs, narcotics or unprescribed psychoactive drugs or any other violation of Section 24 25 regarding alcohol and psychoactive drugs. 11. Deliberate or careless conduct endangering the safety of normal operations of the City or other employees, including the provoking of or instigating a fight during working time or on City premises. 12. Inducing or attempting to induce any employee in the service of the City to commit an unlawful act or to act in violation of any lawful departmental or official regulation, order, or work rule. 13. Accepting any fee, gift or other valuable thing in violation of Section 18 19 regarding receipt of gifts and other gratuities. 14. Soliciting political contributions from municipal employees, and engaging in political activities on or with City property or on City time. 15. Unauthorized use of City-owned equipment and vehicles 16. Failure to comply with safety rules and practices. 17. Chronic physical or mental incapacity to perform the work of the position. 18. Unauthorized absence or abuse of leave privileges. 19. Use of official position for personal advantage. 20. Abusive, threatening or coercive treatment of another employee or the public on 48 employer's time or premises. 21. Any violation of Section 26 27, Harassment Policy. 22. Activity which has been determined to be incompatible with employment as provided in Section 18 19 regarding outside employment. 23. Inattentiveness to work failing to start work at designated time, abuse of break or meal periods, quitting work before proper time, or leaving employer's premises during working hours without authorization from supervisor. 24. Any violation of CDL Laws. 25. Any violation of HIPPA Laws. 49 SECTION 22 23 - GRIEVANCE PROCEDURE An employee who has a grievance may avail himself/herself of the grievance procedure in this section. The employee must present a grievance in writing, stating the nature of the grievance, the facts on which it is based, and the remedy requested within ten (10) days of the action from which the grievance arises or the date upon which the employee became aware of the grievable action. Such employee must submit his/her written grievance in the following sequence: (1) First step, the appropriate supervisor. (2) Second step, the City Administrator. (3) Third step, the City Council. The decision in a grievance shall be made as follows (except that failure to receive a decision within the timelines stated shall entitle the employee to proceed to the next step): (1) The decision in the first step shall be rendered within ten (10) working days of presenting the grievance at the first step level. The employee may appeal the first step decision by filing an appeal with the City Administrator within fifteen (15) working days after the first step hearing date. (2) The decision in the second step shall be rendered within ten (10) working days of presenting the grievance at the second step level. The employee may appeal the second step decision by filing an appeal with the City Administrator within fifteen (15) working days after the second step hearing date. (3) The decision in the third step shall be rendered within fifteen (15) working days of presenting the grievance at the third step level. (4) Time frames may be extended with the mutual agreement of both parties. Employees shall be entitled to representation of their own choosing in appealing any grievance decision. Waiver If a grievance is not presented within the time limits set forth above, it will be considered “waived.” If a grievance is not appealed to the next step in the specified time limit or any agreed extension thereof, it will be considered settled on the basis of the city’s last answer. If the city does not answer a grievance or an appeal within the specified time limits, the employee may elect to treat the grievance as denied at that step and immediately appeal the grievance to the next step. The following actions are not grievable: • While certain components of a performance evaluation, such as disputed facts reported to be incomplete or inaccurate are challengeable, other performance evaluation data, including subjective assessments, are not. • Pay increases or lack thereof. The above list is not meant to be all inclusive or exhaustive. 50 SECTION 23 24 - SMOKING POLICY In recognition of the fact that the City of Little Canada has an interest in encouraging healthy life styles among its employees, and to assure that the City is in compliance with the Minnesota Clean Indoor Air Act, all City buildings and vehicles, in their entirety, shall be designated as tobacco free. The use of tobacco products and electronic delivery devices (including but not limited to cigarettes, cigars, chewing tobacco, snus, snuf, e-cigarettes, and vaping pens) in any form, is prohibited. Employees who use tobacco products and wish to cease are encouraged to take advantage of tobacco cessation programs sponsored by their health care providers. 51 SECTION 24 25 - ALCOHOL AND PSYCHOACTIVE DRUG POLICY The use of alcohol or of drugs which change the normal functioning of the central nervous system by either stimulating or depressing it (Psychoactive drugs) may seriously affect an employee's performance. They may also endanger the employee's health and safety as well as the safety of other employees. It is therefore appropriate that guidelines be established for the control of alcohol and drugs as they pertain to the employee and the employee's job with the City of Little Canada. ALCOHOL 1. Alcohol must not be consumed in any City building, office, vehicle, or on City premises, including parking lots, except during designated events as approved by the City Council; and no employee who is intoxicated may work or report for work. 2. Alcoholic beverages shall not be consumed anywhere during rest breaks, lunches, or other meals if the employee is to work thereafter on the same work day. DRUGS 1. Common unprescribed psychoactive drugs are LSD, marijuana, heroin, etc. Psychoactive drugs, which may be prescribed but present a danger if improperly used, are barbiturates, dexedrine and similar preparations, tranquilizers, and commonly prescribed narcotics. 2. Non-prescription psychoactive drugs should not be taken by any employee at any time. Employees shall not be permitted to work while under the influence of psychoactive drugs unless the drug is being used strictly as prescribed by a licensed physician. Where the use of prescribed psychoactive drug interferes with the employee's performance or presents a health or safety hazard, the employee should be taken off that job or, with the concurrence of the prescribing physician, changed to an alternate drug. 3. Unless a psychoactive drug is taken strictly as prescribed by a licensed physician, it may not be kept or taken on City premises, including parking lots, or in any City vehicle or any vehicle being used for City business. 4. No employee who is under the influence of a psychoactive drug which was not prescribed for the employee by a licensed physician or which is not being taken strictly as prescribed, may work or report for work nor should any person who is under the influence of such a drug be permitted on City premises or in a City vehicle being used for City business. Any employee who violates this section will be subject to discipline or dismissal pursuant to Section 21 22 of this policy. 52 SECTION 25 26 - ALCOHOL AND DRUG USE AND TESTING POLICY FOR SAFETY-SENSITIVE COMMERCIAL DRIVERS Introduction The following is the policy of the City of Little Canada regarding testing associated with alcohol misuse and drug use by those employees operating motor vehicles which require a Commercial Driver's License. A discussion of the physical effects of alcohol and certain drugs on the body is included as well. The terms alcohol misuse, drug use and substance abuse are used interchangeably in this document. The name and telephone number of the person who can answer any questions you may have about the alcohol and drug rules and assist you in substance abuse situations appears on the last page of this policy. Terms and Abbreviations BAT Breath Alcohol Technician CDL Commercial Driver's License CMV Commercial Motor Vehicle DHHS Department of Health and Human Services DOT Department of Transportation EAP Employee Assistance Program EBT Evidential Breath Testing MRO Medical Review Officer us The Employer you The Driver/Employee Definitions Alcohol The intoxicating agent in beverage alcohol, ethyl alcohol, or other low molecular weight alcohol including methyl and isopropyl alcohol. Alcohol Also called alcohol content, the alcohol in a volume of breath, (expressed Concentration as grams of alcohol per 210 liters of breath) as indicated by an evidential breath test, such as a breathalyzer. Alcohol Use The consumption of any beverage, mixture or preparation, including medications, containing alcohol. Breath An individual who instructs and assists individuals in the alcohol testing Alcohol process and operates an evidential breath testing (EBT) device. Technician Confirmation In alcohol testing: a second test, following a screening test with a result Test of 0.02 or greater, that provides quantitative measurement of alcohol concentration. In drug testing: a second test to identify the presence of a specific drug or metabolite. In order to ensure reliability and accuracy, this test is separate from and uses a different technique and chemical principle from that of the alcohol 53 screening test. Controlled In this booklet, the terms "drugs" and "controlled substances” are Substances interchangeable and have the same meaning. Unless otherwise provided, these terms refer to: * Marijuana * Cocaine * Opiates * Phencyclidine (PCP) * Amphetamines, including methamphetamines. Driver Any person who operates a commercial motor vehicle, (CMV) including: * Full-time, regularly employed drivers * Casual, intermittent or occasional drivers * Leased drivers * Independent, owner-operator contractors who are either directly employed by or under contract to an employer or who operate a commercial motor vehicle (CMV) at the direction of or with the consent of an employer. Evidential A device used for alcohol breath testing that has been approved by the Breath Testing National Highway Safety Administration. Device Medical A licensed physician (medical doctor or doctor of osteopathy) responsible Review for receiving laboratory results generated by an employer’s drug testing Officer program. The MRO must have knowledge of substance abuse disorders and appropriate medical training to interpret and evaluate an individual's confirmed positive test, medical history, and other relevant biomedical information. Screening In alcohol testing: the initial test to determine if a driver has a prohibited Test concentration of alcohol in his or her system. In controlled substances testing: a screen to eliminate "negative" urine specimens from further consideration. Substance Refers to patterns of substance use that result in health consequences or Abuse impairment in social, psychological and occupational functioning. Substance A licensed physician (medical doctor or doctor of osteopathy) or a licensed Abuse or certified psychologist, social worker, employee assistance professional, Professional or certified addiction counselor with knowledge of and clinical experience in the diagnosis and treatment of alcohol and controlled substance-related disorders. Who is Covered by the Alcohol and Drug Rule? The Federal Highway Administration, Department of Transportation Alcohol and Drug ruling applies to every person who operates a commercial motor vehicle (CMV) in interstate or intrastate commerce, 54 and is subject to the commercial driver's license (CDL) requirements of part 383. What is a Safety-Sensitive Function? A safety-sensitive function is defined as including any of the following circumstances and/or activities: * At a carrier or shipper plant, terminal or facility, or other property, or on any public property, waiting to be dispatched, unless the driver is relieved from duty by the employer; * Inspecting service brakes, including trailer brake connections, parking (hand) brakes, steering mechanism, lighting devices and reflectors, tires, horn, windshield wipers, rear vision mirrors, coupling devices, fire extinguisher, spare fuses, or warning devices for stopped vehicles; * Inspecting, servicing, or conditioning any (CMV) in operation; * At the driving controls of a CMV in operation; * While in or upon any CMV, except when resting in a sleeper berth; * Supervising or assisting in loading or unloading a vehicle; * Attending a vehicle being loaded or unloaded; * While in readiness to operate the vehicle; * When giving or receiving receipts for shipments loaded or unloaded; * performing the driver requirements of sections 392.40 and 392.41 of part 392, Driving Motor Vehicles, relating to accidents; * Repairing, obtaining assistance, or remaining in attendance upon a disabled vehicle. What Are the Alcohol and Drug Prohibitions? The DOT refers to the restrictions for the use of both alcohol and controlled substances as prohibitions. Alcohol Prohibitions are tied to the performance of safety-sensitive functions in the following ways: 1. A driver may not report for duty or stay on duty: a. with a blood alcohol concentration of 0.04 or greater; b. if in possession of alcohol (unless it is being transported as cargo); NOTE: this includes any product (medication, food, or other product) containing alcohol, regardless of the alcohol content. c. if using alcohol; d. within four hours of using alcohol. 2. A driver who has an accident may not use alcohol until post-accident testing is done or for a period of eight hours, whichever comes first. 3. Drivers cannot refuse to submit to alcohol testing. 4. Employers who know about any of the above acts cannot permit the driver to perform a safety- sensitive function. The Federal Highway Administration bans the use of controlled substances by drivers. Drug Prohibitions: 1. Drivers may not report for duty or stay on safety-sensitive duty while using any controlled substance. There may be an exception to this ruling if a physician has prescribed a substance and has advised you that is does not interfere with your ability to operate a vehicle in a safe manner. 2. Drivers may not report for duty or stay on duty if they have tested positive for a controlled 55 substance. 3. Employers who know about either of the above acts cannot permit the driver to perform a safety-sensitive function. 4. Employers may require drivers to report the use of any therapeutic drugs. What Tests are Required and When Will I be Tested? There are five situations where testing can be done to determine the presence of alcohol and/or drugs. 1. Pre-employment When: Before a new hire can perform any safety-sensitive duties or when a person transfers into a safety-sensitive function from elsewhere in the municipality. NOTE: No person will be considered for a Driver's position who has had a positive drug and/or alcohol test within two years of his or her application. 2. Post-accident When: Following an accident where * a life was lost, * the driver was cited for a moving traffic violation. Post-accident alcohol testing should be done within two hours of the accident. If a test cannot be done within eight hours, it probably will not be done. Post-accident drug testing shall be done within 32 hours, or not done at all. 3. Random Unannounced random testing is required on certain percentage of drivers each year. How: The random selection process used shall ensure that each driver has an equal chance of being tested each time selections are made. When: Drivers are randomly selected from the pool. Random testing for alcohol shall be completed just before, during or immediately after performing safety-sensitive work. Random testing for drugs may be done at any time you are at work. Once you are notified that you have been selected for random testing, you must proceed immediately to the test site. Random testing is done as follows: * 25% of all drivers shall be randomly tested for alcohol during the first year of the testing program. The number to be randomly tested in following years depends on the percentage of positive tests for the entire industry. * 50% of drivers shall be randomly tested for controlled substances during each year of the testing program. 4. Reasonable suspicion When: If your supervisor has reason to believe that your behavior or appearance may indicate alcohol or drug use. Testing for reasonable suspicion is based on: * the observances of a trained supervisor, * specific, clearly stated observations concerning the driver's appearance, behavior, speech or body odor, * observations made for alcohol testing shall be made just before, during, or just after the 56 performance of a safety-sensitive function. Important points: * The supervisor who makes the observation and determines that reasonable suspicion testing should be done, may not conduct the alcohol test on the driver. * Alcohol testing for reasonable suspicion must be done within two hours of the observation. Tests that cannot be done within eight hours of the observation shall not be done. * You cannot report for duty or stay on the job while under the influence of alcohol or while impaired by alcohol as shown by behavior, speech, or performance that indicates alcohol misuse. You will not be allowed to continue to perform safety-sensitive duties until: Your alcohol concentration is less than 0.02. -or- 24 hours have passed from the time of initial observation. * Action regarding alcohol misuse cannot be taken against a driver unless an alcohol test was administered or was refused by the driver. 5. Return to duty and follow-up When: * Return to duty testing is required for drivers who violate prohibitions and are returning to work. In order to return to work, an alcohol concentration of less than 0.02 or a negative drug test is required. * Follow-up testing is required when a driver returns to a safety-sensitive function. A minimum of six tests shall be performed during the first year back in a safety-sensitive position. However, follow-up testing may continue for up to five years. What Happens if I Refuse to be Tested? As part of the alcohol and drug rule, you must submit to alcohol and drug testing. If you refuse to be tested, you cannot continue on the job. Refusal to test is considered to be any time you either fail to provide enough breath for alcohol testing or enough urine for controlled substances testing without a valid medical reason after being notified of the testing requirements, or if you clearly obstruct the testing process. How is Alcohol Testing Done? 1. Alcohol testing is done by a certified Breath Alcohol Technician, or BAT, in a private setting where no one but you and the BAT can see or hear the test results. An evidential breath testing device (EBT) approved by the National Highway Safety Administration must be used. 2. The BAT will ask you for identification. You may ask for the BAT's identification as well. 3. To complete the test, you must blow forcefully into the mouthpiece of the testing device. The BAT must show you the test result on the testing device. 4. A screening test is done first. If the reading is less than 0.02, you will sign the certification and fill in the date on the form. The test will be reported as negative to the employer. 5. If the reading is 0.02 or greater, a confirmation test must be done (after 15 minutes, but within 57 20 minutes of the first test). You will be asked not to eat, drink, belch or put anything in your mouth. These steps prevent the buildup of mouth alcohol, which could lead to an artificially high result. 6. If the screening and confirmation test results are not the same, the confirmation test result is used. If you refuse to be tested or to sign the testing form, the BAT will immediately notify your employer. How is Drug Testing Done? 1. Drug testing is done by analyzing a urine sample, which is collected in a private location. 2. Urine specimens are divided into two containers by the collection site person -- in your presence. These two samples, called "primary" and "split", are sent to a testing laboratory certified by the Department of Health and Human Services (DHHS). 3. At the laboratory, a screening test is performed on the primary sample. If this test is positive for drugs, a confirmation test is required. 4. The confirmation test must use a specialized procedure called gas chromatography/mass spectrometry, to ensure that over-the-counter drugs are not reported as positive. 5. If the first test is positive, the Medical Review Officer (MRO) will notify you to find out if there is a medical reason for the drug use. If you can document why the substance is being taken and the MRO finds it is a legitimate medical use, the test may be reported as negative to the employer. 6. After being notified that the first test was positive, you have 72 hours to request a test of the split specimen. If you make this request, the split specimen is sent to another DHHS-certified lab for the test. a. If you do not contact the MRO within 72 hours, but can prove to the MRO that you had a legitimate reason for not doing so, the MRO can order the split specimen tested. Removal from safety-sensitive duty as required by the DOT following a positive drug test is not delayed to await the result of the split specimen test. 7. If the analysis of the split sample does not confirm the presence of a drug, the MRO cancels the test and reports this to the DOT, to the employer, and to you. What are the Consequences of Violating the Alcohol or Drug Prohibitions? Alcohol violations: a. Removal from safety-sensitive functions. b. Following a violation, a driver cannot return to a safety-sensitive duty until an evaluation has been done and any recommended treatment has been completed. c. Anyone with an alcohol concentration of 0.02 or greater, but less than 0.04, cannot return to safety-sensitive duties for at least 24 hours. Drug violations: a. Removal from safety-sensitive functions. b. A driver cannot return to a safety-sensitive job until an evaluation has been done, recommended 58 therapy is completed, and a verified negative drug test is produced. Where Can I Go for Help? The alcohol and drug rule requires us to provide you with an opportunity for treatment. The ruling does not, however, require us to hold a job open for you or to pay for rehabilitation. * These issues are handled according to our alcohol and drug policy. * If you violate an alcohol or drug prohibition, you must be evaluated by a substance abuse professional to determine what help is needed. Before you can return to a safety-sensitive job, you must: a. have an alcohol concentration of less than 0.02, or a verified negative drug test (depending on the violation) b. complete recommended treatment c. complete a minimum of six follow-up tests within the first year back to work (follow-up testing may be done for up to five years after return to work). If you have not violated alcohol or drug prohibitions, but would like further information or assistance on alcohol or drug issues, you may do so on a confidential basis through your Employee Assistance Program. What are the Effects of Alcohol and Drugs on the Body? Alcohol, a nervous system depressant, is the most widely abused drug. About half of all auto accident fatalities in this country are related to alcohol abuse. A 12-ounce can of beer, a 5-ounce glass of wine and a 1 1/2 ounce shot of hard liquor all contain the same amount of alcohol. Each 1/2 ounce of alcohol takes the average body about one hour to process and eliminate. Coffee, cold showers, and exercise do not hasten sobriety. Alcohol first acts on those parts of the brain that affect self-control and other learned behaviors. Low self-control often leads to the aggressive behavior associated with some people who drink. In large doses, alcohol can dull sensation and impair muscular coordination, memory, and judgment. Taken in larger quantities over a long period of time, alcohol can damage the liver and heart and can cause permanent brain damage. On the average, heavy drinkers shorten their life spans by about ten years. Other Effects: * Greatly impaired driving ability * Reduced coordination and reflex action * Impaired vision and judgment * Inability to divide attention * Lowering of inhibitions * Hangover, which can be accompanied by headaches, nausea, dehydration, unclear thinking, unsettled digestion and aching muscles Marijuana, also known as "pot", "weed", "grass", and other street names, alters the user's sense of time and reduces the ability to perform tasks requiring concentration. The drug has a significant effect 59 on judgment, caution, and sensory/motor functions. Marijuana stays in the body for 28 days, unlike alcohol, which dissipates in a few hours. Other Effects: * Impaired driving for at least 4-6 hours after smoking one "joint" * Restlessness * Inability to concentrate * Increased pulse rate and blood pressure * Rapidly changing emotions and erratic behavior * Altered sense of identity * Dulling of attention * Hallucinations, fantasies and paranoia * Reduction or temporary loss of fertility Cocaine is a stimulant drug which increases heart rate and blood pressure. As a powder, cocaine is inhaled, ingested, or injected. Cocaine is also used as free-base cocaine known as "crack" or "rock", which is smoked. The crack "high" is reached in 4-6 seconds and lasts for about 15 minutes. Many people mistakenly believe that, because it is smoked, crack is safer than other forms of cocaine use. It is not. Crack cocaine is one of the most addictive drugs known today. The most dangerous effects of crack are that its use can cause vomiting, rapid heartbeat, tremor and convulsions. All of this muscle activity increases the demand for oxygen, which can result in a cocaine-induced heart attack. Since the heat regulating center in the brain is also disrupted, dangerously high body temperatures can occur. With high doses, brain functioning, breathing, and heart beat are depressed, which can lead to death. Other Effects: * A rush of pleasurable sensations * A heightened, but momentary, feeling of confidence, strength, and endurance * Accelerated pulse, blood pressure and respiration * Impaired driving ability 60 * Paranoia, which can trigger mental disorders in users prone to mental instability * Irritation of the nostrils and nasal membrane * Mood swings * Anxiety * Reduced sense of humor * Compulsive behavior, such as teeth grinding or repeated hand washing. Amphetamines are drugs that stimulate the central nervous system and promote a feeling of alertness and an increase in speech and general physical activity. Some common street names for amphetamines are "speed", "uppers", "black beauties", "wake-ups", "footballs", and "dexies". People with a history of sustained low-dose amphetamine use quite often become addicted, believing that they need the drug to get by. These users frequently keep taking amphetamines to avoid the "down" mood they experience when the drug wears off. Even small, infrequent doses can produce toxic effects in some persons. Restlessness, anxiety, mood swings, panic, heart rhythm disturbances, paranoid thoughts, hallucinations, convulsions and coma have been reported. Long-term users often have acne resembling measles, trouble with their teeth, gums and nails, and dry, dull hair. Heavy, frequent use can produce brain damage resulting in speech disturbances. Other Effects: * Loss of appetite * Irritability, anxiety, depression * Increased heart rate and blood pressure * Difficulty in focusing eyes * Exaggerated reflexes * Distorted thinking * Perspiration, headaches, dizziness * Short-term insomnia Opiates include heroin, morphine, codeine and narcotics used to relieve pain and induce sleep. Heroin, also called "junk" or "smack", accounts for 90% of the narcotic abuse in this country. Sometimes narcotics found in medicines are abused. This includes pain relievers containing opium and cough syrups containing codeine. Heroin is illegal and cannot even be obtained with a physician's prescription. Most medical problems are caused by the uncertain dosage level, the use of unsterile needles, contamination of the drug, or the combination of a narcotic with other drugs. These dangers depend on the specific drug, its source and the way it is used. Other Effects: * Short-lived euphoria * Impaired driving ability * Drowsiness, followed by sleep * Constipation 61 * Decreased physical activity * Reduced vision * Change in sleeping habits * Possible death Phencyclidine or PCP, also called "angel dust", was developed as a surgical anesthetic in the late 1950s. Later, due to its unusual side effects in humans, it was restricted to use as a veterinary anesthetic and tranquilizer. Today, it has no lawful use and is no longer legally manufactured. PCP is a very dangerous drug. It can produce violent and bizarre behavior even in people otherwise not prone to such behavior. More people die from accidents caused by erratic and unpredictable behavior produced by the drug than from the drug's direct effect on the body. PCP scrambles the brain's internal stimuli and alters how users see and deal with their environment. Routine activities such as driving and walking become very difficult. Low doses produce a rush, sometimes associated with a feeling of numbness. Increased doses produce an excited, confused state including any of the following: muscle rigidity, loss of concentration and memory, visual disturbances, delirium, feelings of isolation and convulsions. Other Effects: * Impaired driving ability * Drowsiness * Perspiration * Repetitive speech patterns * Incomplete verbal responses * Blank stare * Thick, slurred speech * Involuntary eye movement. Purpose and Objectives The City of Little Canada (“City”) 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 is concerned about providing a safe workplace for its employees, and while the City does not intend to intrude into the private lives of its employees, it is the goal to provide a work environment conducive to maximum safety and optimum work standards. Alcohol and drug 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 use, possession, manufacture, sale, transportation, or other distribution of controlled substance or controlled substance paraphernalia and the unauthorized use, possession transportation, sale, or other distribution of alcohol is contrary to this policy and jeopardizes public safety. In response to regulations issued by United States Department of Transportation (“DOT”), the City has adopted this Policy on Alcohol and Controlled Substances for employees who hold a commercial driver’s license (CDL) to perform their duties. 62 Given the significant dangers of alcohol and controlled substance use, each applicant and driver must abide by this policy as a term and condition of hiring and continued employment. Moreover, federal law requires the City to implement such a policy. To ensure this policy is clearly communicated to all drivers and applicants, and in order to comply with applicable federal law, drivers and applicants are required to review this policy and sign the “Certificate of Receipt” portion. Because changes in applicable law and the City’s practices and procedures may occur from time to time, this policy may change in the future, and nothing in this policy is intended to be a contract, promise, or guarantee the City will follow any particular course of action, disciplinary, rehabilitative or otherwise, except as required by law. This policy does not in any way affect or change the status of any at-will employee. Any revisions to the Federal Omnibus Transportation Employee Testing Act and Federal Motor Carrier Safety Administration (FMCSA) regulations will take precedent over this policy to the extent the policy has not incorporated those revisions. Persons Subject to Testing & Types of Tests All employees are subject to testing who job duties include performing “safety-sensitive duties” on City vehicles that: 1. Have a gross combination weight rating or gross combination weight of 26,001 pounds or more, whichever is greater, inclusive of a towed unit(s) with a gross vehicle weight rating or gross vehicle weight of more than 10,000 pounds, whichever is greater; or 2. Have a gross vehicle weight rating or gross vehicle weight of 26,0001 or more pounds whichever is greater; or 3. Are designed to transport 16 or more passengers, including the driver; or 4. Are of any size and are used in the transportation of materials found to be hazardous for the purposes of the Hazardous Materials Transportation Act (49 U.S.C. 5103(b)) and which require the motor vehicle to be placarded under the Hazardous Materials Regulations (49 CFR part 172, subpart F). The following functions are considered safety-sensitive: • all time waiting to be dispatched to drive a commercial motor vehicle • all time inspecting, servicing, or conditioning a commercial motor vehicle • all time driving at the controls of the commercial motor vehicle • all other time in or upon a commercial motor vehicle (except time spent resting in a sleeper berth) • all time loading or unloading a commercial motor vehicle, attending the same, giving or receiving receipts for shipments being loaded or unloaded, or remaining in readiness to operate the vehicle • all time repairing, obtaining assistance, or attending to a disable commercial motor vehicle. The City may test any applicant to whom a conditional offer of employment has been made and any driver for controlled substance and alcohol under any of the following circumstances: 63 Pre-Employment Testing All applicants, including current employees seeking a transfer, applying for a position where duties include performing safety-sensitive duties described above, will be required to take a drug test prior to the first time a driver performs a safety-sensitive function for the City. A driver may not perform safety-sensitive functions unless the driver has received a controlled substance test result from the Medical Review Officer (“MRO”) indicating a verified negative test result. In addition to pre- employment controlled substance testing, applicants will be required to authorize in writing former employers to release alcohol test results of .04 or greater, positive controlled substance test results, refusals to test, other violations of drug and alcohol testing regulations, and completion of return to duty requirements within the preceding three years. The City will contact the candidate’s DOT regulated previous and current employers within the last three years for drug and alcohol test results as referenced above and review the testing history if feasible before the employee first performs safety-sensitive functions for the city. Beginning in 2020, an applicant must provide consent to the city, and successfully pass a full query of the Federal Motor Carrier Safety Administration’s Clearinghouse. In addition, at least once a year, the City will conduct a limited query of the Clearinghouse for each currently employed CDL driver. If the limited query reveals that the Clearinghouse has information about resolved or unresolved drug and alcohol program violations by a candidate or current employee, he or she will be asked to provide electronic consent to a full query of the Clearinghouse (unless he or she has previously provided electronic consent). In the event a full query of the Clearinghouse reveals unresolved violation information for a candidate or current employee, the driver will not be permitted to perform safety-sensitive functions, including the operation of a Commercial Motor Vehicle and, in the case of a candidate, may have their conditional offer of employment rescinded or, in the case of a current employee, may be subject to discipline. Post-Accident Testing As soon as practicable following an accident involving a commercial motor vehicle operating on a public road, the City will test each surviving driver for controlled substances and alcohol when the following occurs: • The accident involves a fatality or • The driver receives a citation for a moving traffic violation from the accident and an injury is treated away from the accident scene or • The driver receives a citation for a moving traffics violation from the accident and a vehicle is required to be towed from the accident scene. The following chart summarizes when DOT post-accident testing needs to be conducted: 64 Type of accident involved Citation issued to the DOT covered CDL driver? Test must be performed by the City i. Human fatality YES YES NO YES ii. Bodily injury with immediate medical treatment away from the scene YES YES NO NO iii. Disabling damage to any YES YES motor vehicle requiring tow NO NO away A driver subject to post-accident testing must remain readily available or the driver will be deemed to have refused to submit to testing. This requirement to remain ready for testing does not preclude a driver from leaving the scene of an accident for the period necessary to obtain assistance in responding to the accident or to obtain necessary medical care. Post – Accident Controlled Substance Testing Drivers are required to submit a urine sample for post-accident controlled substance testing as soon as possible. If the driver is not tested within thirty-two (32) hours after the accident, the City will cease its attempts to test the driver and prepare and maintain on file a record stating why the test was not promptly administered. Post- Accident Alcohol Testing Drivers are required to submit to post-accident alcohol testing as soon as possible. After an accident, consuming alcohol is prohibited until the driver is tested. If the driver is not tested within two (2) hours after the accident, the City will prepare and maintain on file a record stating why the test was not administered within that time. If eight hours have elapsed since the accident and the driver has not submitted to an alcohol test, the City will cease its attempts to test the driver and prepare and maintain on file a record stating why the test was not administered. The City may accept the results of a blood or breath test in place of an alcohol test and urine test for the use of controlled substances if: • The tests are conducted by federal, state, or local officials having independent authority for the test, and • The tests conform to applicable federal, state, or local testing requirements, and • The test results can be obtained by the City. Whenever such a test is conducted by a law enforcement officer, the driver must contact the City and immediately report the existence of the test, providing the name, badge number, and telephone number of the law enforcement officer who conducted the test. Random Testing. Every driver will be subject to unannounced alcohol and controlled substance testing on a random selection basis. Drivers will be selected for testing by use of a scientifically valid method under which 65 each driver has an equal chance of being selected each time selections are made. These random tests will be conducted throughout the calendar year. Each driver who is notified of selection for random testing must cease performing safety-sensitive functions and report to the designated test site immediately. It is mathematically possible drivers may be selected be picked and tested more than once, and others not at all. If a driver is selected for a random test while he or she is absent, on leave or away from work, that driver may be required to undergo the test when he or she returns to work. For 2020, federal law requires the City to test at a rate of at least fifty percent (50%) of its average number of drivers for controlled substance each year, and to test at a rate of at least ten percent (10%) of its average number of drivers for alcohol each year. These minimum testing rates are subject to change by the DOT. Reasonable Suspicion Testing. When a supervisor has reasonable suspicion to believe a driver has engaged in conduct prohibited by federal law or this policy, the City will require the driver to submit to an alcohol and/or controlled substance test. The City’s determination that reasonable suspicion exists to require the driver to undergo an alcohol test will be based on “specific, contemporaneous, articulable observations concerning the appearance, behavior, speech, or body odors of the driver.” In the case of controlled substance, the observations may include indications of the chronic and withdrawal effects of a controlled substance. The required observations for reasonable suspicion testing will be made by a supervisor or other person designated by the City who has received appropriate training in identification of actions, appearance and conduct of a driver which are indicative of the use of alcohol or controlled substance. These observations leading to an alcohol or controlled substance test, will be reflected in writing and signed by the supervisor who made the observations. The record will be retained by the City. The person who makes the determination that reasonable suspicion exists to conduct testing, will not be the person conducting the testing, which shall instead be conducted by another qualified person. Alcohol testing is authorized only if the observations are made during, just before, or just after the driver has ceased performing such functions. If a reasonable suspicion alcohol test is not administered within two (2) hours following the determination of reasonable suspicion, the City will prepare and maintain on file a record stating the reasons the alcohol test was not promptly administered. If a reasonable suspicion alcohol test is not administered within eight (8) hours following the determination of reasonable suspicion, the City will prepare and maintain on file a record stating the reasons the alcohol test was not administered and will cease attempts to conduct the alcohol test. Notwithstanding the absence of a reasonable suspicion test, no driver may report for duty or remain on duty requiring the performance of safety-sensitive functions while the driver is under the influence of or impaired by alcohol, as shown by the behavioral, speech, and performance indicators of alcohol use, nor will the City permit the driver to perform or continue to perform safety-sensitive functions until (1) an alcohol test is administered and the driver’s alcohol concentration is less than .02; or (2) twenty-four (24) hours have elapsed following the determination of reasonable suspicion. 66 Return-to-Duty Testing. The City reserves the right to impose discipline against drivers who violate applicable FMCSA or DOT rules or this policy, subject to applicable personnel policy and collective bargaining agreements. Except as otherwise required by law, the City is not obligated to reinstate or requalify such drivers for a first positive test result. Should the City consider reinstatement of a DOT covered driver, the driver must undergo a Substance Abuse Professional (“SAP”) evaluation and participate in any prescribed education/treatment, and successfully complete return-to-duty alcohol test with a result indicating an alcohol concentration of less than 0.02 and/or or a controlled substance test with a verified negative result, before the driver returns to duty requiring the performance of a safety-sensitive function. The SAP determines if the driver has completed the education/treatment as prescribed. The employee is responsible for paying for all costs associated with the return-to-duty test. The controlled substance test will be conducted under direct observation. Follow-Up Testing. The City reserves the right to impose discipline against drivers who violate applicable FMCSA or DOT rules or this policy, subject to applicable personnel policies and collective bargaining agreements. Except as otherwise required by law, the City is not obligated to reinstate or requalify such drivers. Should the City reinstate a driver following a determination by a Substance Abuse Professional (SAP) that the driver is in need of assistance in resolving problems associated with alcohol use and/or use of controlled substance, the City will ensure that the driver is subject to unannounced follow-up alcohol and/or controlled substance testing. The number and frequency of such follow-up testing will be directed by the SAP and will consist of at least six (6) tests in the first twelve (12) months following the driver’s return to duty. Follow-up testing will not exceed sixty (60) months from the date of the driver’s return to duty. The SAP may terminate the requirement for follow-up testing at any time after the first six tests have been administered, if the SAP determines such test is no longer necessary. The employee is responsible for paying for all costs associated with follow-up tests. Follow-up alcohol testing will be conducted only when the driver is performing safety-sensitive functions, or immediately prior to or after performing safety-sensitive functions. Cost of Required Testing. The City will pay for the cost of pre-employment, post-accident, random, and reasonable substance and alcohol testing requested or required of all job applicants and employees. The driver must pay for the cost of all requested confirmatory re-tests, return-to-duty, and follow-up testing. Prohibited Conduct The following conduct is explicitly prohibited by applicable DOT and FMCSA regulations and therefore constitutes violation of City policy. Under the influence of alcohol when reporting for duty or while on duty No driver may report for duty or remain on duty requiring the performance of safety-sensitive functions while having an alcohol concentration of 0.04 or greater. Drivers reporting for duty or remaining on duty to perform safety-sensitive functions while having an alcohol concentration of 0.02, but less than 67 0.04, will be removed from duty for 24 hours, escorted home and placed on PTO leave, Compensatory or another appropriate leave of absence for hours missed from work. On-Duty Use of Alcohol No driver may use alcohol while performing safety-sensitive functions. Pre-Duty Use of Alcohol No driver may perform safety-sensitive functions within four (4) hours after using alcohol. If an employee has had alcohol within four hours they are to notify their supervisors before performing any safety-sensitive functions. Alcohol Use Following an Accident No driver required to take a post-accident alcohol test may use alcohol for eight (8) hours following the accident, or until the driver undergoes a post-accident alcohol test, whichever occurs first. Refusal to Submit to a Required Alcohol or Controlled Substance Test No applicant or driver may refuse to submit to pre-employment, post-accident, random, reasonable suspicion or follow-up alcohol or controlled substance testing. In the event an applicant or driver does in fact refuse to submit to required alcohol or controlled substance testing, no test will be conducted. Refusal by a driver to submit to controlled substance or alcohol testing will be considered a positive test result, will cause disqualification from performing safety-sensitive functions, and may appear on the driver’s permanent record. Drivers who refuse to submit to testing will be subject to discipline, up to an including termination. In accordance with the Federal Motor Carrier Safety Administration’s (FMCSA) Commercial Driver’s License (CDL) Drug and Alcohol Clearinghouse reporting requirements, beginning January 6, 2020, the City will report a driver’s refusal to submit to a DOT test for drug or alcohol use to the Clearinghouse within three business days. If an applicant refuses to submit to pre-employment controlled substance testing, any applicable conditional offer will be withdrawn. For purposes of this section, a driver is considered to have refused to submit to an alcohol or controlled substance test when the driver: • Fails to provide adequate breath for alcohol testing without a valid medical explanation after he or she has received notice of the requirement for breath testing. • Fails to provide adequate urine for controlled substance testing without a genuine inability to provide a specimen (as determined by a medical evaluation), after he or she has received notice of the requirement for urine testing. • Fails to report for testing within a reasonable period of time, as determined by the City. • Fails to remain at a testing site until testing is complete. • In the case of directly observed or monitored collection, fails to permit observation or monitoring. • Fails or declines to take a second test as required by the City and/or collector. • Fails to undergo a medical examination as directed by the City pursuant to federal law. • Refuses to complete and sign the alcohol testing form, to provide a breath or saliva sample, to provide an adequate amount of breath, or otherwise cooperate in any way that prevents the completion of the testing process. 68 • Engages in conduct that clearly obstructs the test process. Altering or attempting to alter a urine sample or breath test A driver altering or attempting to alter a urine sample or controlled substance test, or substituting or attempting to substitute a urine sample, will be subject to providing a specimen under direct observation. Both specimens will be subject to laboratory testing. In such case, the employee may be subject to immediate termination of employment and any job offer made to an applicant will be immediately withdrawn. Controlled Substance Use No driver may report for duty or remain on duty requiring the performance of safety-sensitive functions when the driver uses any controlled substance, except when the use is pursuant to the instructions of a licensed medical practitioner who has advised the driver in writing the substance does not adversely affect the driver’s ability to safely operate a commercial motor vehicle. Drivers must forward this information regarding therapeutic controlled substance use to the City immediately after receiving any such advice. Having a medical marijuana card and/or a cannabis prescription from a physician does not allow anyone to use or possess that drug in the city’s workplace. The federal government still classifies cannabis as an illegal drug. There is no acceptable concentration of marijuana metabolites in the urine or blood of an employee who performs safety-sensitive duties for the City. Employees are still subject to being tested under our policies, as well as for being disciplined, suspended or terminated after testing positive for cannabis while at work. Controlled Substance Testing No driver may report for duty, remain on-duty or perform a safety-sensitive function if the driver tests positive for controlled substance. In addition to the conduct prohibited by applicable DOT and FMCSA regulations, the City also maintains other applicable policies regarding drug and alcohol that are applicable to all employees. For specifics regarding those requirements, refer to the City’s Alcohol and Psychoactive Drug policy. Collection and Testing Procedures Drivers are required to report immediately upon notification to the collection site. For random tests conducted off site, employees may use a City vehicle to drive to the collection site. Drivers will be expected to provide a photo ID card for identification to the collection staff. All drivers will be expected to cooperate with collection site personnel request to remove any unnecessary outer garments such as coats, sweaters or jackets and will be required to empty their pockets. Collection personnel will complete a Federal Custody and Control Form (“CCF”) which drivers providing a sample will sign as well. Alcohol Testing Employees will be tested for alcohol just before, during, or immediately following performance of a safety-sensitive function. If a driver is also taking a DOT controlled substance test, generally speaking, the alcohol test is completed before the urine collection process begins. Screening tests for alcohol concentration will be performed utilizing a non-evidential screening device included by the National Highway Traffic Safety Administration on its conforming products list (e.g., a saliva screening device) 69 or an evidential breath testing device (“EBT”) operated by a trained breath alcohol technician (“BAT”) at a collection site. An alcohol test usually takes approximately 15 minutes if the result is negative. If a driver’s first attempt is positive (with an alcohol concentration of .02 or greater), the driver will be asked to wait at least 15 minutes and then be tested again. The driver may not eat, drink or place anything in his/her mouth (e.g., cigarette, chewing gum) during this time. All confirmation tests will be conducted in a location that affords privacy to the driver being tested, unless unusual circumstances (e.g., when it is essential to conduct a test outdoors at the scene of an accident) make it impracticable to provide such privacy. Any results less than 0.02 alcohol concentration is considered a “negative” test result. If the driver attempts and fails to provide an adequate amount of breath, he/she will be referred to a physician to determine if the driver’s inability to provide a specimen is genuine or constitutes a refusal to test. Alcohol test results are reported directly to the City by the collection site staff. Controlled Substance Testing The City will use a “split urine specimen” collection procedure for controlled substance testing. Collection of urine specimens for controlled substance testing will be conducted by an approved collector and will be conducted in a setting and manner to ensure the driver’s privacy. Controlled substance testing generally takes about 15 minutes. At the collection site, the driver will be given a sealed container and must provide at least 45 ml of urine for testing. Once the sample is provided the collection personnel will check the temperature and color and look for signs of contamination. The urine is then split into two separate specimen containers (A, or “primary,” and B, or “split”) with identifying labels and security seals affixed to both. The collection facility will be responsible for maintaining a proper chain of custody for delivery of the sample to a DHHS-certified laboratory for analysis. The laboratory will retain a sufficient portion of any positive sample for testing and store that portion in a scientifically acceptable manner for a minimum 365-day period. If an employee fails to provide a sufficient amount of urine to permit a controlled substance test (45 milliliters of urine), the collector will discard the insufficient specimen, unless there is evidence of tampering with that specimen. The collector will urge the driver to drink up to 40 ounces of fluid, distributed reasonably over a period of up to three hours, or until the driver has provided a sufficient urine specimen, whichever occurs first. If the driver has not provided a sufficient specimen within three hours of the first unsuccessful attempt, the collector will cease efforts to attempt to obtain a specimen. The driver must then obtain, within five calendar days, an evaluation from a licensed physician, acceptable to the MRO, who has expertise in the medical issues raised by the employee’s failure to provide a sufficient specimen. If the licensed physician concludes the driver has a medical condition, or with a high degree of probability could have, precluded the driver from providing a sufficient amount of urine, the City will consider the test to have been canceled. If a licensed physician cannot make such a determination, the City will consider the driver to have engaged in a refusal to test and will take appropriate disciplinary action under this policy. The primary specimen is used for the first test. If the test is negative, it is reported to the MRO who then reports the result, following a review of the CCF Form for compliance, to the City. If the initial result is positive or non-negative, a “confirmatory retest” will be conducted on the primary specimen. If the confirmatory re-test is also positive, the result will be sent to the MRO. The MRO will contact the driver to verify the positive result. If the MRO is unable to reach the driver directly, the MRO must 70 contact the City who will direct the driver to contact the MRO. Review of Test Results The MRO is a licensed physician with knowledge and clinical experience in substance abuse disorders and is responsible for receiving and reviewing laboratory results of the controlled substances test as well as evaluating medical explanations for certain drug test results. Prior to making a final decision to verify a positive test result, the MRO will give the driver or the job applicant an opportunity to discuss the test result, typically through a phone call. The MRO, or a staff person under the MRO’s supervision, will contact the individual directly, on a confidential basis, to determine whether the individual wishes to discuss the test result. If the employee or job applicant wishes to discuss the test result: • The individual may be required to speak and/or meet with the MRO, who will review the individual’s medical history, including any medical records provided. • The individual will be afforded the opportunity to discuss the test results and to offer any additional or clarifying information which may explain the positive test result. If the employee or job applicant, believes a mistake was made at the collection site, at the labor, on a chain-of-custody form, or that the drug test results are caused by lawful substance use, the employee should tell the MRO. • If there is some new information which may affect the original finding, the MRO may request the laboratory to perform additional testing on the original specimen in order to further clarify the results; and • A final determination will be made by the MRO that the test is either positive or negative, and the individual will be so advised. If the MRO upholds the positive, adulterated or substituted drug determination, that test result will be provided to the City. There is no opportunity to explain a positive alcohol test provided in the DOT regulations. The driver can request the MRO to have the split specimen (the second “B” container) tested at the driver’s expense. This includes all costs that may be associated with the re-test. There is no split specimen testing for an invalid result. The driver has 72 hours after they have been notified of the positive result to make this request. If the employee requests an analysis of the split specimen, the MRO will direct the laboratory to send the split specimen to another certified laboratory for analysis. If an employee has not contacted the MRO within 72 hours, the employee may present information documenting that serious injury, illness, lack of actual notice of the verified test result, inability to contact the MRO, or other circumstances unavoidably prevented the employee from making timely contact. If the MRO concludes there is legitimate explanation for the employee’s failure to contact within 72 hours, the MRO will direct the analysis of the split specimen. If the results of the split specimen are negative, the City may pay for all costs associated with the rest and there will be no adverse action taken against the employee or job applicant. Notification of Test Results Employees The City will notify a driver of the results of random, reasonable suspicion, and post-accident tests for controlled substance if the test results are verified positive and will inform the driver which controlled 71 substance or substances were verified as positive. Results of alcohol tests will be immediately available from the collection agent. Right to Confirmatory Retest. Within seventy-two (72) hours after receiving notice of a positive controlled substance test result, an applicant or driver may request through the MRO a re-analysis (confirmatory retest) of the driver’s split specimen. Action required by federal regulation as a result of a positive controlled substance test (e.g., removal from safety-sensitive functions) will not be stayed during retesting of the split specimen. If the result of the confirmatory retest fails to reconfirm the presence of the controlled substance(s) or controlled substance metabolite(s) found in the primary specimen, or if the split specimen is unavailable, inadequate for testing or untestable, the MRO will cancel the test. Dilute Specimens Dilute Negatives Creatinine concentration of specimen is equal to or greater than 2 mg/dL, but less than or equal to 5 mg/dL. If the City receives information that a driver has provided a dilute negative specimen, the City will direct a recollection, pursuant to the MRO’s direction, under direct observation. Consequences for Drivers Engaging in Prohibited Conduct Job Applicants Any applicable conditional offer of employment will be withdrawn from a job applicant or employee seeking a transfer who refuses to be tested or tests positive for controlled substance pursuant to this policy. Employees Drivers who are known to have engaged in prohibited behavior with regard to alcohol misuse or use of controlled substance, as defined earlier in this policy, are subject to the following consequences: • Removal from Safety-Sensitive Functions No driver may perform safety-sensitive functions, including driving a commercial motor vehicle, if the driver has engaged in conduct prohibited by federal law. No driver who is found to have an alcohol concentration of 0.02 or greater but less than 0.04 may perform or continue to perform safety-sensitive functions for the City, including driving a commercial motor vehicle, until the start of the driver’s next regularly scheduled duty, but not less than twenty-four (24) hours following administration of the test. If a driver tests positive under this policy or is found to have an alcohol concentration of .02 or greater but less than .04, the driver will be removed from safety sensitive duties and escorted home; the driver should not drive home but be escorted to his or her home. The driver will then be placed on PTO, Compensatory or other appropriate leave of absences for hours missed from work. • Notification of Resources Available The City will advise each driver who has engaged in conduct prohibited by federal law or who has a positive alcohol or controlled substance test of the resources available to the driver, in evaluating and resolving problems associated with the misuse of alcohol and use of a controlled substance, including the names, addresses, and telephone numbers of Substance Abuse Professionals and counseling and treatment programs. The City will provide this SAP listing in writing at no cost to the driver. 72 • Discipline The City reserves the right to impose whatever discipline the City deems appropriate in its sole discretion, up to and including termination for a first occurrence, against drivers who violate applicable FMCSA or DOT rules or this policy, subject to applicable personnel policies and collective bargaining agreements. Except as otherwise required by law, the City is not obligated to reinstate or requalify such drivers following a first positive confirmed controlled substance or alcohol test result. • Evaluation, and Return to Duty Testing Should the City wish to consider reinstatement of a driver who engaged in conduct prohibited by federal law and/or who had a positive alcohol or controlled substance test, the driver must undergo a SAP evaluation, participate in any prescribed education/treatment, and successfully complete return-to-duty alcohol test with a result indicating an alcohol concentration of less than 0.02 and/or or a controlled substance test with a verified negative result, before the driver returns to duty requiring the performance of a safety-sensitive function. The SAP will determine what assistance, if any, the driver needs in resolving problems associated with alcohol misuse and controlled substance use and will ensure the driver properly follows any rehabilitation program and submits to unannounced follow-up alcohol and controlled substance testing. • Follow-Up Testing If the driver passes the return-to-duty test, he/she will be subject to unannounced follow-up alcohol and/or controlled substance testing. The number and frequency for such follow-up testing will be as directed by the SAP and will consist of at least six tests in the first twelve months. These tests will be conducted under direct observation. • Refusal to test All drivers and applicants have the right to refuse to take a required alcohol and/or controlled substance test. If an employee refuses to undergo testing, the employee will be considered to have tested positive and may be subject to disciplinary action, up to and including termination. Refer to Refusing to Test provided earlier in this policy. • Responsibility for Cost of Evaluation and Rehabilitation Drivers will be responsible for paying the cost of evaluation and rehabilitation (including services provided by a Substance Abuse Professional) recommended or required by the City or FMCSA or DOT rules, except to the extent that such expense is covered by an applicable employee benefit plan or imposed on the City pursuant to a collective bargaining agreement. • Reporting to the FMCSA’s CDL Drug and Alcohol Clearinghouse In accordance with the Federal Motor Carrier Safety Administration’s (FMCSA) Commercial Driver’s License (CDL) Drug and Alcohol Clearinghouse reporting requirements beginning January 6, 2020, the City will report the following information to the Clearinghouse within three business days:  A DOT alcohol confirmation test result with an alcohol concentration of 0.04 or greater; 73  A negative DOT return-to-duty test result;  The driver’s refusal to submit to a DOT test for drug or alcohol use;  Actual knowledge a driver has used alcohol or controlled substances, based on the employer’s direct observation, information provided by the driver’s previous employer(s), a traffic citation for driving a CMV while under the influence of alcohol or controlled substances, or an employee’s admission of alcohol or controlled substance abuse except as provided in § 382.121) of: o On duty alcohol use pursuant to § 382.205; o Pre-duty alcohol use pursuant to § 382.207; o Alcohol use following an accident pursuant to § 382.209; o Controlled substance use pursuant to § 382.213;  Employers will also report negative return-to-duty (RTD) test results and the successful completion of a driver’s follow-up testing plan as ordered by a SAP. Loss of CDL License for Traffic Violations in Commercial and Personal Vehicles Effective August 1, 2005, the FMCSA established strict rules impacting when CDL license holders can lose their CDL for certain traffic offenses in a commercial or personal vehicle. Employees are required to notify their supervisor immediately if the status of their CDL license changes in anyway. Maintenance and Disclosure of Records Except as required or authorized by law, the City will not release driver’s information that is contained in records required to be maintained by this policy or FMCSA and DOT regulations. Beginning in 2020, the city will be required to query and report to the agency’s Commercial Driver’s License (CDL) Drug and Alcohol Clearinghouse prior to hiring new drivers, will conduct annual checks of existing CDL-drivers, and will report certain violations of the DOT drug and alcohol testing program for holders of CDLs. In addition, a driver is entitled, upon written request, to obtain copies of any records pertaining to the driver’s use of alcohol or a controlled substance, including any records pertaining to his or her alcohol or controlled substance tests. Policy Contact for Additional Information If you have any questions about this policy or the City’s controlled substance and alcohol testing procedures, you may contact your immediate supervisor, human resources or the City Administrator to obtain additional information. Definitions • Accident: Means an occurrence involving a commercial motor vehicle operating on a public road which results in a fatality; bodily injury to any person who, as a result of the injury, immediately receives medical treatment away from the scene of the accident; or one or more motor vehicles incurring disabling damage as a result of the accident, requiring the vehicle to be transported away from the scene by a tow truck or other vehicle. The term “accident” does not include an occurrence involving only boarding and alighting from a stationary motor vehicle; an occurrence involving only the loading or unloading of cargo; or an occurrence in the course of the operation of a passenger car or a multipurpose passenger vehicle unless the vehicle is transporting passengers for hire or hazardous materials of a type and quantity that require the motor vehicle to be marked or placarded in accordance with 49 C.F.R. § 177.823; 49 C.F.R. § 382.303(a); 49 C.F.R. § 382.303(f). 74 Alcohol Concentration (or Content): Means the alcohol on a volume of breath expressed in terms of grams of alcohol per 210 liters of breath as indicated by an evidential breath test. 49 C.F.R. § 382.107. Alcohol Use: Means the consumption of any beverage, mixture, or preparation, including any medication, containing alcohol. 49 C.F.R. § 382.107. Applicant: Means a person applying to drive a commercial motor vehicle. 49 C.F.R. § 382.107. Breath Alcohol Technician or BAT: Means an individual who instructs and assists individuals in the alcohol testing process and operates an evidential breath testing device (EBT). 49 C.F.R. § 40.3. City: Means City of Little Canada. City Premises: Means all job sites, facilities, offices, buildings, structures, equipment, vehicles and parking areas, whether owned, leased, used or under the control of the City. Collection Site: Means a place designated by the City where drivers present themselves for the purpose of providing a specimen of their urine or breath to be analyzed for the presence of alcohol or controlled substances. 49 C.F.R. § 40.3. Commercial Motor Vehicle: Means a motor vehicle or combination of motor vehicles used in commerce to transport passengers or property if the motor vehicle (1) has a gross combination weight rating or gross combination weight of 26,001 or more pounds, whoever is greater, inclusive of a towed unit(s) with a gross vehicle weight rating or gross vehicle weight of more than 10,000 pounds, whichever is greater; or (2) has a gross vehicle weight rating or gross vehicle weight of 26,001 or more pounds, whichever is greater; or (3) is designed to transport sixteen (16) or more passengers, including the driver; or (4) is of any size and is used in the transportation of materials found to be in the transportation of materials found to be hazardous for the purposes of the Hazardous Materials Transportation Act (49 U.S.C. 5103(b)) and which require the motor vehicle to be placarded under the Hazardous Materials Regulation. (49 C.F.R. part 172, subpart F) § 382.107. Confirmation (or Confirmatory) Test: For alcohol testing means a second test, following a positive non-evidential test, following a positive non-evidential (e.g., saliva) screening test or a breath alcohol screening test with the result of 0.02 or greater, that provides quantitative data of alcohol concentration. For controlled substance testing, “Confirmation (or Confirmatory) Test” means a second analytical procedure to identify the presence of a specific controlled substance or metabolite which is independent of the screen test and which uses a different technique and chemical principal from that of the screen test in order to ensure reliability and accuracy. 49 C.F.R. § 382.107. Controlled Substance: Means those substances identified in 49 C.F.R. § 40.85. Marijuana, amphetamines, opioids, (including heroin), phencyclidine (PCP), cocaine, and any of their metabolites are included within this definition. 49 (C.F.R. § 382.107; 49 C.F.R. § 40.85. Department of Transportation or DOT: Means the United States Department of Transportation. DHHS: Means the Department of Health & Human Services or any designee of the Secretary, Department of Health & Human Services. 49 C.F.R. § 40.3. 75 Disabling Damage: Means damage which precludes departure of a motor vehicle from the scene of the accident in its usual manner in daylight after simple repairs, including damage to motor vehicles that could have been driven, but would have been further damaged if so driven. Disabling damage does not include damage which can be remedied temporarily at the scene of the accident without special tools or parts, tire disablement without other damage even if no spare tire is available, headlight or tail light damage or damage to turn signals, horn or windshield wipers which make them inoperative. 49 C.F.R. § 382.107. Driver: Means any person who operates a commercial motor vehicle. This includes, but is not limited to full-time, regularly employed drivers; casual, intermittent or occasional drivers; leased drivers and independent owner-operator contractors who are either directly employed by or under lease to the City or who operate a commercial motor vehicle at the direction of or with the consent of the City. For purposes of pre-employment testing, the term driver includes a person applying to drive a commercial motor vehicle. 49 C.F.R. § 382.107. Drug: Has the same meaning as “controlled substance.” Employee seeking a transfer: Refers to an employee who is not subject to DOT regulations seeking a transfer to a position that will subject them to DOT regulations in the sought after position. Evidential Breath Testing Device or EBT: Means a device approved by the National Highway Traffic Safety Administration (“NHTSA”) for the evidential testing of breath and placed on NHTSA’s “Conforming Products List of Evidential Breath Measurement Devices.” 49 C.F.R. § 40.3. Federal Motor Carrier Safety Administration or FMCSA: Means the Federal Motor Carrier Safety Administration of the United States Department of Transportation. Medical Review Officer or MRO: Means a licensed physician (medical doctor or doctor of osteopathy) responsible for receiving laboratory results generated by a controlled substance testing program who has knowledge of substance abuse disorders and has appropriate medical training to interpret and evaluate an individual’s confirmed positive test result together with his or her medical history and any other relevant biomedical information. 49 C.F.R. § 40.3 Performing (a Safety-Sensitive Function): Means any period in which a driver is actually performing, ready to perform, or immediately available to perform any safety-sensitive functions. 49 C.F.R. § 382.107. Positive Test Result: Means a finding of the presence of alcohol or controlled substance, or their metabolites, in the sample tested in levels at or above the threshold detection levels established by applicable law. Reasonable Suspicion: Means a belief a driver has engaged in conduct prohibited by the FMCSA controlled substance and alcohol testing regulations, except when related solely to the possession of alcohol, based on specific contemporaneous, articulable observations made by a supervisor or City official who has received appropriate training concerning the appearance, behavior, speech or body odors of the driver. The determination of reasonable suspicion will be made in writing on a Reasonable 76 Suspicion Record Form during, just preceding, or just after the period of the work day that the driver is required to be in compliance with this policy. In the case of a controlled substance, the observations may include indications of the chronic and withdrawal effects of a controlled substance. Safety-Sensitive Function: Means all time from the time a driver begins to work or is required to be in readiness to work until the time he or she is relieved from work and all responsibility for performing work. Safety-sensitive functions include: • All time at a city plant, terminal, facility, or other property, or on any public property, • waiting to be dispatched, unless the driver has been relieved from duty by the employer; • All time inspecting equipment as required by 49 C.F.R. § 392.7 and 392.8 or otherwise inspecting, servicing, or conditioning any commercial motor vehicle at any time; • All time spent at the driving controls of a commercial motor vehicle in operation; • All time, other than driving time, in or upon any commercial motor vehicle except time spent resting in a sleeper berth (a berth conforming to the requirements of 49 C.F.R. § 393.76); • All time loading or unloading a vehicle, supervising, or assisting in the loading or unloading, attending a vehicle being loaded or unloaded, remaining in readiness to operate the vehicle, or in giving or receiving receipts for shipments loaded or unloaded; and • All time repairing, obtaining assistance, or remaining in attendance upon a disabled vehicle. 49 C.F.R. § 382.107. Screening Test (also known as Initial Test): In alcohol testing, mean an analytical procedure to determine whether a driver may have a prohibited concentration of alcohol in her or her system. Screening tests may be conducted by utilizing a non-evidential screening device included by the National Highway Traffic Administration on its conforming products list (e.g., a saliva screening device) or an evidential breath testing device (“EBT”) operated by a trained breath alcohol technician (“BAT”). In controlled substance testing, “Screening Test” means an immunoassay screen to eliminate “negative” urine specimens form further consideration. 49 C.F.R. § 382.107. Substance Abuse Professional” or “SAP”: Means a licensed physician (medical doctor or doctor of osteopathy), licensed or certified psychologist, licensed or certified social worker, licensed or certified employee assistance professional, or licensed or certified addiction counselor (certified by the National Association of Alcoholism and Controlled Substance Abuse Counselors Certification Commission) with knowledge of and clinical experience in the diagnosis and treatment of alcohol and controlled substance-related disorders. 49 C.F.R. § 40.281. The following person is designated by the employer to answer questions about these matters: City Clerk/Human Resources Manager (651) 766-4047 Our testing facility is: OnSite Drug Testing & Consulting www.guardguys.com 70 County Road C West, Suite 702, Little Canada, MN 55117 77 MedTox Labs, Inc. 402 W. Co. Rd. D St. Paul, MN 55112 (651) 636-7466 (800) 832-3244 This lab is certified to perform controlled substance testing according to DHHS/NIDA regulations. The following organization should be contacted for confidential assistance with drug and/or alcohol problems: Health Partners Information Line...952-883-5000 Toll-Free........1-800-883-2177 Policy Modification The employer retains the right to modify this policy to conform to changes in regulation or law. 78 I have received a copy of Little Canada's Alcohol and Drug Use and Testing Policy for Safety-Sensitive Drivers and have been provided information on the following: 1. The person designated by the employer to answer questions about these materials; 2. Who is subject to alcohol misuse and controlled substance requirements; 3. Explanation of a safety-sensitive function; 4. What driver conduct is prohibited; 5. Circumstances for drug and/or alcohol testing; 6. Procedures used to test for the presence of drugs and/or alcohol; 7. The requirement that employees submit to controlled substance and alcohol testing; 8. An explanation of what constitutes a refusal to submit to testing; 9. The consequences for drivers violating the prohibitions of this rule, including the immediate removal of the driver from safety-sensitive functions; 10. The consequences for drivers found to have an alcohol concentration level of 0.02 or greater, but less than 0.04; and 11. Information concerning the effects of alcohol and controlled substance use on an individual's health, work, and personal life. Signs and symptoms of an alcohol or controlled substances problem and available methods of intervening when an alcohol or a controlled substances problem is suspected, including confrontation, referral to an employee assistance program and/or referral to management. Signature: _______________________________ Date: _____________ Please print name: ___________________________________ 79 CITY OF LITTLE CANADA CITY EMPLOYEE AND APPLICANT** NOTIFICATION AND DRUG SCREENING CONSENT FORM I acknowledge that I have received and understand the City’s Controlled Substance and Alcohol Testing for Commercial Drivers (DOT) Policy. I agree to comply with the City’s policy on controlled substance and/or alcohol and understand failure to comply is grounds for disciplinary action, up to and including termination. If I am an applicant, I understand my conditional job offer will be withdrawn if I refuse to test or test positive for a controlled substance. I hereby consent to undergo controlled substance and/or alcohol testing pursuant to said policy, and I authorize collection of a urine and/or breath sample from me for these purposes. I understand that the procedure employed in this process will insure the integrity of the sample and is designed to comply with medical and legal requirements. I consent to the release of the controlled substance and/or alcohol test results in accordance with the City’s Controlled Substance and Alcohol Testing (DOT) Policy to the selected Medical Review Officer (MRO), and within the City on a need-to-know basis, and to additional parties in accordance with written authorization or as otherwise required by applicable or state law. I further understand that the results of this testing may affect my employment status, as described in the policy as well as federal law updates, as applicable. In the event of a post-accident test, the drug and/or alcohol test result(s) may also be provided to the workers’ compensation insurance carrier. I understand that if I am an applicant, the City will conduct a “full query” of the Federal Motor Carrier Safety Administration’s Clearinghouse to determine whether a record exists for me. In addition, I understand that if I become or am an employee, the City will, at least once a year, conduct a limited query of the Clearinghouse to determine whether a record exists for me. Therefore, I hereby consent to the City conducting limited queries of the FMCSA Commercial Driver’s License Drug and Alcohol Clearinghouse (Clearinghouse) to determine whether drug or alcohol violation information about me exists in the Clearinghouse for purposes of my candidacy and throughout the duration of my employment, as applicable. I also understand that if the limited query conducted by the City indicates that drug or alcohol violation information about me exists in the Clearinghouse, FMCSA will not disclose that information to the City without first obtaining additional specific consent from me. I further understand that if I refuse to provide consent for the City to conduct a limited query of the Clearinghouse, the City must prohibit me from performing safety-sensitive functions, including driving a commercial motor vehicle, as required by FMCSA’s drug and alcohol program regulations. 80 ** As an applicant I understand I will need to register with the FMCSA Clearinghouse to complete the registration process before I can respond to employer consent requests or access my driver record in the FMCSA Commercial Driver’s License Drug and Alcohol Clearinghouse. Visit https://clearinghouse.fmcsa.dot.gov/register and click Go to login.gov. _____________________________________ ____________________________________ Signature of Applicant/Employee Signature of Witness _________________________________ Date Drug Screening Refusal of Consent I hereby refuse to submit to the drug and alcohol testing process. I have seen a copy of the City’s Controlled Substance and Alcohol Testing for Commercial Drivers (DOT) Policy and understand that, if I am an applicant, my refusal to submit to testing will subject me to withdrawal of the City’s conditional offer of employment, and if I am an employee, my refusal to submit to testing will subject me to disciplinary proceedings including, but not limited to, employment discharge. _____________________________________ ____________________________________ Signature of Applicant/Employee Signature of Witness _______________________________ Date If employee refuses to sign, indicate “Refused to sign”. DATA PRIVACY NOTICE The information collected pursuant to this policy is used to determine your eligibility for employment and the performance of certain safety sensitive functions. You are not required to provide information and submit to the tests, but your failure to do so will result in the City withdrawing a conditional job offer or you may be disciplined (up to and including discharge) from employment, whichever may apply. The results of the tests performed will be private data and will not be released to other employers, governmental agencies, or persons without the written consent of the employee tested, except as otherwise provided by regulation and law pursuant to a court order. Only those individuals with a necessity to perform their functions under this policy will have access to the test results. 81 SECTION 26 27 - HARASSMENT POLICY The City is committed to providing a work environment that is free of discrimination. In keeping with this commitment, the City maintains a strict policy prohibiting unlawful harassment, including sexual harassment. This policy prohibits harassment in any form, including verbal and physical harassment. Discriminatory behavior includes inappropriate remarks about, or conduct related to a person’s legally protected characteristic such as race, color, creed, religion, national origin, disability, sex, gender, pregnancy, marital status, age, sexual orientation, gender identity, or gender expression, familial status, or status with regard to public assistance This policy statement is intended to make all employees, volunteers, members of boards and commissions, applicants, contractors/vendors, and elected officials and members of the public aware of the matter of harassment, but specifically sexual harassment, to express the city’s strong disapproval of harassment, to advise employees against this behavior and to inform them of their rights and obligations. The most effective way to address any sexual harassment issue is to bring it to the attention of management. Applicability Maintaining a work environment free from harassment is a shared responsibility. This policy is applicable to all city employees, volunteers, applicants, contractors/vendors, members of boards and commissions, City Council members, and members of the public both in the workplace and other city- sponsored social events. Any employee who violates this section will be subject to discipline or dismissal pursuant to Section 18 19 of this policy. An employee who believes he or she has been harassed by a co-worker, supervisor, or agent of the City should promptly report the facts of the incident or incidents and the names of the individuals involved to his or her supervisor or in the alternative, to the City Administrator. Supervisors should immediately report any incidents of harassment to the City Administrator (651-766-4040). The City Administrator will investigate such claims and take appropriate action. Claims of harassment against the City Administrator should be reported to and will be investigated by the City Attorney (651)-224-3781. Retaliation The City will not tolerate retaliation or intimidation directed towards anyone who reports employment discrimination, serves as a witness, participates in an investigation, and/or takes any other actions protected under federal or state discrimination laws, including when requesting religious or disability accommodation. Retaliation includes, but is not limited to, any form of intimidation, reprisal, or harassment. Retaliation is broader than discrimination and includes, but is not limited to, any form of intimidation, reprisal or harassment. While each situation is very fact dependent, generally speaking retaliation can include a denial of a promotion, job benefits, or refusal to hire, discipline, negative performance evaluations or transfers to less prestigious or desirable work or work locations because an employee has engaged or may engage in activity in furtherance of EEO laws. 82 It can also include threats of reassignment, removal of supervisory responsibilities, filing civil action, deportation or other action with immigration authorities, disparagement to others or the media and making false report to government authorities because an employee has engaged or may engage in protected activities. Any individual who retaliates against a person who testifies, assists, or participates in an investigation may be subject to disciplinary action up to and including termination. If you feel retaliation is occurring within the workplace, please report your concern immediately to any of the following: 1. Immediate supervisor; 2. Your supervisor’s supervisor; 3. City Administrator; 4. Mayor or City Councilmember 5. In the event an employee feels retaliation has occurred by the City Administrator or the City Council, then reporting may be made to the city attorney. Supervisors who have been approached by employees with claims of retaliation will take the complaint seriously and promptly report the allegations promptly to the city administrator, or if the complaint is against the city administrator to the city attorney, who will decide how to proceed in addressing the complaint. Consistent with the terms of applicable statutes and city personnel policies, the city may discipline any individual who 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. 83 SECTION 27 28 - WORKERS' COMPENSATION Workers' Compensation insurance provides compensation to employees who have a work-related injury or disease. The compensation includes partial wage replacement and full payment of reasonable medical and rehabilitation costs. In case of death, workers' compensation benefits are paid to the employee's dependents. Workers' Compensation Procedures: 1. All injuries must be reported to the employee's immediate supervisor within 72 hours of the injury. A supervisor's accident report form must be filed. 2. Employees or their representatives must report serious injuries/death within 24 hours of occurrence to the City Administrator. Other injuries that require the employee to miss three calendar days must be reported to the insurance company within ten days. 84 SECTION 28 29 - RIGHT TO KNOW Any employee routinely exposed to hazardous substances or harmful physical agents as defined in the Minnesota Employee Right to Know Act of 1983 (Laws 1983, Ch. 316, Minn. Stat. 182.65-182.675) shall be trained before being assigned or reassigned work exposing the employee to such substances or agents and shall be given training annually thereafter. Training shall include an explanation of how and where information about hazards is stored in the workplace, how the hazards are labeled, and where to obtain specific information. The City Administrator shall provide for such training and for compliance with the "Minnesota Employee Right to Know Act of 1983", including the establishment of specific policies to insure compliance with the State law and regulations. An employee acting in good faith has the right to refuse to work under conditions which the employee reasonably believes present an imminent danger of death or serious physical harm to the employee. 85 SECTION 29 30 - SAFETY POLICY The City of Little Canada recognizes the need and importance of safety for each of its employees. The purpose of the safety policy is to institute a basic plan for accident prevention. The health and safety of each employee of the city and the prevention of occupational injuries and illnesses are of primary importance to the city. To the greatest degree possible, management will maintain an environment free from unnecessary hazards and has established safety policies and procedures for accident prevention. Employee injuries and accidents can mean untold suffering for the injured person and his/her family. The loss of limb, impaired vision or other crippling injuries are often sobering examples of a neglectful attitude towards safety. Individual and family suffering resulting from a disability injury are recognized as a primary loss to the employee so severe that no dollar value can be placed upon it. The success of a safety program demands more than basic rules and plans. It must be a living workable program through cooperation and support of all levels of management and employees. The responsibilities of the City Administrator, supervisors, and staff are defined so that each will know what is expected of them. The importance of safety consciousness must be emphasized in every task performed. Supervisors must instill awareness of safety and have an obligation to effectively place it in operation through their personnel. Compiling accident statistics and recognizing job hazards mean little unless they are used as a tool from which to build a preventive accident program for the future. Reporting Accidents and Illnesses Both Minnesota workers’ compensation laws and the state and federal Occupational Safety and Health Acts require that all on the job injuries and illnesses be reported as soon as possible by the employee, or on behalf of the injured or ill employee, to his/her supervisor. The employee’s immediate supervisor is required to complete a First Report of Injury and any other forms that may be necessary related to an injury or illness on the job. Safety Equipment/Gear Where safety equipment is required by federal, state, or local rules and regulations, it is a condition of employment that such equipment be worn by the employee. Unsafe Behavior Supervisors are authorized to send an employee home immediately when the employee’s behavior violates the city’s personnel policies, department policies, or creates a potential health or safety issue for the employee or others. 86 SECTION 30 31 - POLITICAL ACTIVITY A. Any employee is not precluded from becoming or continuing to be a member of a political club or organization or from attendance at a political meeting or enjoying entire freedom from all interference in casting such employee's vote or from seeking or accepting election or appointment to public office. B. 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. BC. Any employee who becomes a candidate for any public office (other than a City office) may be required to take a leave of absence without pay and shall perform no duties connected with the position held by such employee while a candidate, if such candidacy interferes with such employee's normal duties of employment. If the needs of the municipal service require the denial of a leave of absence and the employee's candidacy interferes with such employee's normal duties, such employee may be required to resign or, failing to do so, will be subject to dismissal by the City Council. CD. If an employee becomes a candidate for a position on the City Council, such employee shall be required to take a leave of absence for the duration of the candidacy. If elected or appointed to a City Council position, the employee shall be required to resign from his previous position as an employee of the City. If he fails to resign, he shall be dismissed from such position by the City Council. 87 SECTION 31 32 - CITY EMPLOYEE SUGGESTION PROCEDURE Policy: It is the policy of the City to encourage and welcome suggestions from all City employees. Resource limitations and requirements of City government may limit implementation of some suggestions. However, even a small percentage of suggestions implemented realizes a gain for the organization, which is only possible with the initial employee input. Definitions: A. Suggestions are constructive ideas which will: 1. Improve an established operation or procedure by the use of a more economical procedure that will save money, time, or materials. 2. Make an operation easier, more practical, faster, or avoid delay. 3. Eliminate duplication of work and unnecessary paper work. 4. Improve working conditions, safety, and welfare of employees or the public without increased costs. 5. Provide better services to the public without increased costs. 6. Improve public relations. 7. Enhance the appearance and/or image of the community. B. Those communications which are not considered suggestions are: 1. Ideas that do not pertain to City operations. 2. Dissatisfactions which fail to offer a constructive solution. 3. Petitions: Formal written requests made by several people for an action or item. 4. Solutions to problems that an employee might normally be expected to offer as part of his/her job. 5. Requests for additional equipment of a common nature or for obvious replacements, repairs or maintenance. 88 Procedure: A. Employees are expected to first verbally submit the suggestions to the immediate supervisor for his/her consideration. If the suggestion cannot be adopted, an explanation shall be made to the employee by the employee's immediate supervisor of the reasons for that decision. B. If the employee is dissatisfied with the response given by the supervisor, he/she may then verbally submit his/her suggestion to the City Administrator. C. The same channels of communication will be followed in the written procedure as was followed in the verbal, with all communication carried out in written form from the employee to the supervisor to the City Administrator. D. Each suggestion submitted by a City employee will be noted in the employee's personnel file as an indication of interest and initiative. Whoever receives the employee's suggestion will be responsible for notifying the City Administrator's office of the employee's idea for this purpose. E. Implemented suggestions will be recognized as the contribution of the employees offering them by including a copy in his/her personnel file, by notice on the employee bulletin board, and by letter of commendation to the employee with copies to members of the City Council. 89 SECTION 32 33 – UNIFORM POLICY General Maintenance employees of the Public Works and Parks & Recreation Departments will be provided with the clothing necessary to perform their job in a safe and comfortable manner. Every effort will be made to make sure the appearance of employees is similar, neat, and orderly. The City reserves the right to change the color or style of clothing provided. Pants Full-time employees will be provided an annual allowance of up to $200 for the purchase of work pants. The pPants worn at work must be blue jeans or other approved work pants and must be free of holes or significant fraying. The respective department heads reserve the right to inform employees of inappropriate jeans and request that they not be worn on the job if they are unsatisfactory in appearance. Employees will purchase the jeans as needed and will receive reimbursement subject to the employee providing a receipt for the purchase. a lump sum payment annually from the City to cover those expenses based on a uniform rate for pants to be set by the City Council from time to time. The rate will be examined annually and adjusted if necessary to match any fluctuation in the cost of jeans. Shirts Each employee will be provided with logo t-shirts for wearing while at work. Employees also have the choice of wearing ANSI II compliant, reflectorized t-shirts during warm weather months in lieu of a logo t-shirt. Long sleeve t-shirts are also an option. All short sleeve and long sleeve t-shirts will be City-approved colors with a Little Canada logo on the chest. Crew neck and/or hooded sweatshirts will also be provided to employees on an as-needed basis. The sweatshirts will be City-approved colors with a Little Canada logo on the chest. All shirts will be provided at no cost to the employee. Approximately once a year, employees will have the opportunity to replace old, worn t-shirts and sweatshirts with new ones. Winter Gear The City will provide all Public Works and Parks & Recreation employees with two winter jackets; a lighter one and a heavy one for extreme cold. Winter coveralls or bib overalls will also be provided depending on each employee’s preference. Winter gloves and stocking hats will also be provided. All winter gear will be provided at no cost to the employee. Footwear The City will provide an allowance of up to $200 for full-time Public Works and Parks employees to purchase steel-toed footwear. Footwear is to be replaced on an as-needed basis, with the determination of need to be made by the Public Works Director. When possible, employees should keep an older, yet functional, pair of safety boots at the shop to be utilized for tasks such as blacktopping. In no case will the per employee reimbursement of up to $200 occur more often than once per year. Employees may use this allowance to purchase winter boots only if they are steel-toed. Regular, non-steel-toed winter boots shall be purchased at the employee’s expense. 90 SECTION 33 34 - EMPLOYEE/COUNCIL SUNSHINE FUND The following are the criteria established for an Employee/Council Sunshine Fund to cover instances such as weddings, hospitalizations, funerals, etc. of regular full-time and regular part-time employees and Council Members. Each regular full-time and regular part-time employee, as well as Council Members, will be asked to donate $10 to the Fund initially, which will be administered as outlined below. We are anticipating collecting to replenish the fund at the time its balance falls below $50. The amount of future contributions will be determined based on our experience with the Fund. SUNSHINE GIFTS: $25.00 - Weddings (Cash) Employee/Council Member Only $25.00 - Baby (Cash) Gift for Baby (Incl. adoptions) $50.00 - Hospitalization Employee/Council Member/Spouse (Flowers) (Must be hospitalized for a minimum of 3 days - does not include childbirth or hospitalization for tests.) $50.00 - Memorial or Flowers Death of Employee, Council Member, or member of immediate family (Spouse, children, parents, or parents-in-law) Please Note: It is our recommendation that Memorials for past Employees or past Council Members as well as their immediate family, as outlined above, consist of a card only. $25.00 - Resignation Employees with 10 years of service or more $50.00 - Retirement Employees with minimum of 10 years employment with the City and at least 55 years of age. 91 SECTION 34 35- SEVERABILITY Each provision of the Personnel Policy is deemed severable from every other provision. Any provision of the Personnel Policy found to be invalid or void shall not affect the validity of the remaining provisions, unless the Court finds any remaining provisions, standing alone, incomplete and incapable of being executed in accordance with the Council's intent. 92 SECTION 35 36– SOCIAL MEDIA POLICY Purpose The purpose of this policy is to ensure the proper use of the City of Little Canada’s social media sites by its employees and establish procedures for creating an overall social media presence for the City in a positive and informative fashion for the general public. Social media users have the responsibility to use these resources in an efficient, effective, ethical and lawful manner pursuant to all existing City and departmental policies. The City of Little Canada has an overriding interest and expectation in deciding what is “spoken” on behalf of the City on social media sites. This policy establishes guidelines for the use of social media. Scope This policy applies to any existing or proposed social media web sites sponsored, established, registered or authorized by the City of Little Canada. This policy also covers the private use of the City’s social media accounts by all City representatives, including its employees and agents, Council members, appointed board or commission members and all volunteers to the extent it affects the City. Questions regarding the scope of this policy should be directed to the City Administrator. Definition Social media are internet and mobile-based applications, websites and functions, other than email, for sharing and discussing information, where users can post photos, video, comments and links to other information to create content on any imaginable topic. This may be referred to as “user-generated content” or “consumer-generated media.” Social media includes, but is not limited to: • Social networking sites such as Facebook, LinkedIn, Twitter, and mobile apps • Blogs • Social news sites such as Reddit and Buzzfeed • Video and photo sharing sites such as YouTube, Instagram, Snap Chat, and Flickr • Wikis, or shared encyclopedias such as Wikipedia • An ever-emerging list of new web-based platforms generally regarded as social media or having many of the same functions as those listed above As used in this policy, “employees and agents” means all City representatives, including its employees and other agents of the city, such as independent contractors or Council members. 93 Guidelines 1. It is the policy of the City of Little Canada that social networking sites shall be used for City business to release news and other public information in addition to traditional distribution outlets. Routine social media posts and comments by residents are considered “transitory correspondence,” as defined by the Minnesota General Records Retention Schedule. These messages are not required to be retained. However, messages that are in the nature of a complaint, grievance or similar more serious nature should be documented by using a “screen capture” and retained pursuant to the retention schedule. 2. The City Administrator and his/her designee(s) may respond to comments posted on social media sites when appropriate. 3. The City Administrator and his/her designee(s) are authorized to post information to social media sites. Prior to posting information to social media sites: all content must be verified as factual, verbal consent must be received if the city is using someone else’s image, name, words (such as an article or testimonial), and content must be thoroughly proof-read (when possible, use someone other than yourself). 4. The City Administrator and his/her designee(s) will monitor City content on social media sites to ensure that it adheres to all applicable City policies. Information posted on social media sites shall be consistent with the City of Little Canada’s mission, vision, and values. User comments that violate the City’s Comment Policy (see below) will be removed. 5. All official City presences on social media sites or services are considered an extension of the City’s information networks and must comply with all City policies. No one may establish social media accounts or websites on behalf of the City unless authorized in accordance with this policy. 6. Employees authorized by the City Administrator to represent City government through social media outlets must conduct themselves at all times as representatives of the City. Violations of this policy may constitute just cause for discipline as described in the City’s Personnel Policy. 7. Social media use will be reviewed as needed to assess effectiveness, evaluate performance, and provide suggestions for changes or improvements. 8. Violation of this policy may result in information being removed from social media sites. Disclaimer and Comment Policy It is the City of Little Canada’s goal to provide information and news about the City of Little Canada using Social Media Networks including, but not limited to Facebook and YouTube. The City reserves the right to shut down any of its social media sites or accounts for any reason without notice. The City’s site(s) is/are operated by the City of Little Canada. The City of Little Canada reserves the right, at its sole discretion, to change, modify, add or delete any comments or posts, photos and videos at any time. Residents’ opinions and feedback are welcome so long as they are presented in an 94 objective and respectful way that allows for a continued information relationship. While these sites provide an open forum, they are intended to maintain respect for those who participate (i.e. family- friendly). Please keep all comments clean. The views, postings or opinions expressed on this site do not necessarily reflect those of the City of Little Canada. The City of Little Canada has the right to reproduce any pictures or videos that are posted on its social media sites, in any of its publications or websites or any other media outlets. Advertising – The City of Little Canada does not endorse any product, service, company or organization advertising on its social media pages. The ads that appear on the pages are sold, posted and maintained by Facebook, Twitter, Instagram, etc. Privacy Policy – Please note that the City of Little Canada does not share information gathered through its social media sites with third parties for promotional purposes. However, any information you provide to the City, including private or direct messages, is subject to the Minnesota Data Practices Act. This law classifies certain information as available to the public upon request. Personal Social Media Use The City of Little Canada respects employees and agents’ rights to post and maintain personal websites, blogs and social media pages, and to use and enjoy social media on their own personal devices during non-work hours. While every employee has a right to speak out on the issues facing the community, state and nation, they must take great care to make it clear that their personal opinions are their own and do not represent the official position of the City. It is important for employees to remember that the personal communications of employees may reflect on the City, especially if employees are commenting on City business, supervisors or City policies. The following guidelines apply to personal communications including various forms of social media (Facebook, Twitter, blogs, YouTube, etc.), letters to the editor of newspapers, personal endorsements, email, City correspondence, newsletters and cable television. 1. Remember that what you write or post is public, and will be so for a long time. It may also be spread to large audiences without your knowledge or permission. Use common sense when using email or social media sites. As a representative of the City, your posts are synonymous with the City, and as such, your opinions can be perceived as those of the City. Refrain from sending or posting information that you would not want your supervisor or other employees to read, or that you would be embarrassed to see in the newspaper or viewed by your parents, spouse or loved ones. 2. The City of Little Canada expects its employees to be truthful, courteous and respectful toward supervisors, coworkers, citizens, customers and other persons associated with the City. Do not engage in name-calling or personal attacks. 3. Refrain from making disparaging comments about the workplace, policies, or supervisors, or discussing internal employment disputes on social media. Assume anything written about a co- worker or supervisor will be read by that co-worker, your supervisor and many others. 95 4. Employees should not comment on social media or publish something related to City business without identifying themselves and using a disclaimer such as, “I am an employee of the City of Little Canada. However, these are my own opinions and do not represent those of the City of Little Canada.” 5. If you wish to write an opinion based upon your work experience, you should not make reference to the City if you are not discussing City business. For example, you should write, “As a police officer….” Rather than “As a Little Canada Police Officer….” 6. City resources, working time or official City positions must not be used for personal profit or business interests, or to participate in personal political activity. For example, an employee must not use the City’s logo, email or working time to promote his/her side business. 7. Personal social media account handles and email addresses should not be tied to the City (e.g. a handle like “LittleCanadaOfficer” or use your City email address when posting). Occasional access to personal social media websites during work hours is permitted, but employees and agents must adhere to the guidelines outlined in the City’s Computer Use policy and the City’s Harassment policy. Employees and agents should also review the Ownership section of this policy (below). There may be times when personal use of social media (even if it is off-duty or using the employee’s own equipment) may spill over into the workplace and become the basis for employee coaching or discipline. Examples of situations where this might occur include: • Friendships, dating or romance between co-workers • Cyber-bullying, stalking or harassment • Release of confidential or private data; if there are questions about what constitute confidential or private data, contact the City Clerk. • Unlawful activities • Misuse of city-owned social media • Inappropriate use of the City’s name, logo or the employee’s position or title • Using city-owned equipment or city-time for extensive personal social media use Each situation will be evaluated on a case-by-case basis because the laws in this area are complex. If you have any questions about what types of activities might result in discipline, please discuss the type of usage with the City Administrator. Data Ownership All social media communications or messages composed, sent, or received on city equipment in an official capacity are the property of the City, and will be subject to the Minnesota Government Data Practices Act. This law classifies certain information as available to the public upon request. The City of Little Canada also maintains the sole property rights to any image, video or audio captured while a City employee is representing the City in any capacity. 96 The City retains the right to monitor employee’s social media use on city equipment and will exercise its right as necessary. Users should have no expectation of privacy. Social media is not a secure means of communication. Policy Violations Violations of this policy may constitute just cause for discipline, up to and including discharge. 97 SECTION 36 37– WORKFLEX POLICY The City of Little Canada supports a work environment that enables work-life balance. Workplace Flexibility, or Workflex, can help the organization retain valuable employees and reduce turnover costs by providing a way for staff to more effectively meet the demands of their work and personal responsibilities. By allowing this flexibility, employee engagement can be enhanced while simultaneously increasing productivity and decreasing stress. In order to participate in the Workflex program, an employee’s work and responsibilities must be conducive to a flexible work arrangement without causing significant disruption to performance and/or service delivery. The employee is expected to continue to perform all duties as assigned. Exceptions to this policy: Accommodations - The policy does not cover specific accommodation requests related to injuries or workers compensation. If an employee has a qualified accommodation request to be made, they must speak with HR and their Supervisor about the specific accommodation. Occasional/Special Circumstances – This policy does not apply or limit occasional use of a modified schedule or telecommuting for special circumstances. Those decisions should continue to be made on a case- by-case basis with supervisors and the City Administrator. This policy is not an entitlement; it is not a city-wide benefit; and it in no way changes the terms and conditions of employment with the City. The employee’s salary, benefits and work status will not change as a result of this agreement. Department Heads or the City Administrator may discontinue schedules approved in accordance with the policy at any time. Policy Guidelines: This policy applies to full-time (FT) and regular part-time employees and provides guidelines when considering or requesting Workflex within your department or division. Types of Workflex: Below are the types of Workflex covered by this policy: A. Flextime: A 40-hour workweek is completed but there is flexibility in establishing arrival and departure times. Days of the workweek may have varying start and end times, but the pattern should recur predictably over each workweek. Department heads identify a core set of hours in which some or all employees must be present. B. Flexible Work Hours: Employees work a set weekly schedule, work 8-hour days with start/end times varying from the standard City Hall work schedule of 8:00 a.m. – 4:30 p.m. 98 Example: Start Time End Time Department has coverage from 7 a.m. to 5:30 pm. Employee A 7 a.m. 3:30 p.m. Employee B 9 a.m. 5:30 p.m. Employee C 8 a.m. 4:30 p.m. Flexible Work Schedule: Employee’s total hours for the week equal 40, but their daily hours may vary and deviate from a standard 8-hour day, while still following a consistent schedule week to week. Example: Core Hours: 10:00 AM – 3:00 PM Monday Tuesday Wednesday Thursday Friday Total Hours Worked 8 a.m. – 5:30 p.m. 10 a.m. – 5:30 p.m. 9 a.m. – 5:30 p.m. 10 a.m. – 5:30 p.m. 8 a.m. – 5:30 p.m. 40 hours 9 hours 7 hours 8 hours 7 hours 9 hours C. Compressed Schedules: A traditional 40-hour workweek is completed in less than the standard (5) workdays. It involves longer but fewer workdays, so that you can complete traditional 80 hours during each biweekly pay period in less than the traditional 10 workdays (note: agreements must be put in place with unions for non-exempt/hourly employees). The two most common schedules are: • 4 - 10 in which you work (4) 10-hour days each week of the pay period and have one day off each week. • 5/4 - 9 in which you work (8) 9-hour days and (1) 8-hour day in the pay period, having a set day off every other week (requires HR approval for non-exempt employees). D. Remote Work: Work conducted at home or another off-site location on a regular basis. Due to the limited number of city staff members, remote work requests of up to a maximum of twenty (20) hours per pay period or 25% of regularly scheduled work hours per pay period will be considered as part of an employee’s regular work schedule. Roles and Responsibilities Eligibility - Department Directors and the City Administrator must consider the following items before executing a Workflex arrangement: A. The most appropriate Workflex schedule for the employee and the department, and the nature of the employee’s position. a. Not all positions are eligible for all types of Workflex. A position that has a primary responsibility of 1) providing customer service or 2) requires on-site presence to complete job functions would not be eligible for remote work, but may be eligible for a 99 flexible or compressed schedule, depending on department coverage. b. Employees must be meeting performance expectations. An employee that has received a written warning within the past six months (depending on the situation) or an employee that rates lower than meets expectations on dependability may be ineligible for Workflex. B. Differentiation of Workflex that occurs throughout the department depending on the business and service coverage needed, as well as the duration of the agreement. a. A consistent flexible work arrangement may not be feasible due to business needs or position responsibilities of an employee. In such instances, a department head and employee may agree to an occasional use agreement. Where appropriate, an employee may request to work remotely or alter their arrival/departure time to accommodate a business or personal need. It is beneficial to offer some flexibility, if possible, rather than being inflexible. If you are unable to accommodate a regular Workflex request, consider approving a periodic or seasonal request. C. The impact of arrangement will have on customer service, departmental and City operations. a. Workflex schedules should be tailored to responsiveness and productivity; service to internal and external customers comes first, followed by department needs. Department Heads should keep this in mind when approving Workflex and should not approve when it will have a significant adverse impact to the department’s internal and external customers. Examples of adverse impact include: a reduction of the department’s productivity or a diminished level of services furnished to the public. D. Employment status a. Exempt Employees: Exempt employees are expected to work the number of hours necessary to fulfill their responsibilities and effectively perform their duties, which often requires work in excess of 40 hours or 80 hours per pay period. A Workflex arrangement does not change those expectations. b. Non-exempt Employees: Department Heads should not approve work schedules that will require the City to pay overtime. The City Administrator or City Clerk/HR Manager must be involved prior to the approval of a compressed workweek to confirm that the employee is not scheduled for more than 40 hours in a workweek. Workflex arrangements will be evaluated for effectiveness and may be discontinued at any time at the discretion of the employee or the Department Head or City Administrator. In the case of non- disciplinary action, a week’s notice should be given whenever possible to allow for adjustments. Workflex Agreements are valid for a one-year time period unless otherwise terminated sooner by the City or the employee. Workflex Agreement Once a Workflex Request Form has been completed, and an arrangement has been agreed upon by the employee, supervisor, and/or department head, the Workflex Agreement form (found in H:Shared Folder/Employee Information) should be completed and signed, with a copy given to the employee, and the original forwarded to the City Clerk/HR Manager. The City Administrator will then review and approve a final agreement. 100 Workers’ Compensation Employees working from a location within their home are responsible for maintaining their work environment as a safe and productive workspace. Workers’ Compensation will apply only to injuries arising out of and in the course of employment as defined by Minnesota Workers’ Compensation Law. The City is not responsible for injuries unrelated to such work activities that might occur in the defined off-site work location or elsewhere. Services and Equipment Equipment needs for remote work are determined on a case-by-case basis between the supervisor and the employee. The City will not provide remote work equipment unless it is justified based on the needs of the department and the nature of the work assignment. The City does not provide home internet service to support remote work arrangement, nor does it guarantee access to a computing device for the arrangement. Remote work employees are responsible for ensuring the protection of the City’s equipment and information accessible from their homes or other remote workspaces. All employees must follow the city Computer Use Policy found in this Personnel Policy and Metro-INET policies that can be found on their website at https://support.metro-inet.us/policies. No on-site after-hours support will be provided by Metro-INET. City Policies Employees who work remotely must adhere to all of the City’s normal policies and procedures. Especially relevant are those policies related to information technology, computer security and data protection. Salary and Benefits Workflex does not impact an employee’s salary, benefits or seniority. Workflex should not result in a non-exempt employee working over 40 hours in each week, and it is still the employee’s responsibility to monitor hours closely to avoid overtime, unless prior supervisor approval is granted. A. Holidays If a holiday falls on an employee’s scheduled day off as a result of Workflex, the supervisor will work with the employee to make appropriate schedule adjustments to accommodate the holiday. Employees must continue to use paid leave time as appropriate. Employees participating in Workflex will continue to receive the same number of holiday hours. Workflex arrangements should not result in additional overtime liability during a holiday week except in extenuating circumstances as authorized by the City Administrator. B. Special Circumstances Employees may be required to periodically revert to the normal workday schedule (5 days a week) and location (in office) in order to ensure department or division coverage during periods of extended vacation or sick leave, or other circumstances as deemed appropriate by the employee’s 101 supervisor or department head. Liability The following criteria regarding Liability and Data Privacy/Security will be considered when making flexible workplace arrangements: A. The City of Little Canada shall have no liability to third parties for injuries or property damage occurring at the employee’s home. The employee will remain responsible for such injuries and damages and should consult with their Homeowner’s or Renter’s insurance agent to protect themselves. B. Employees are responsible for submitting claims for stolen or damaged City-owned equipment to their Homeowner’s or Renter’s insurance company and for filing a police report with their local police department. The employee’s supervisor and Metro-INET should be consulted in the event of any damage to or loss of City property. C. In accordance with the Occupational Safety and Health Administration (OSHA) Home Worksite Directive (CPL 2-0.125), OSHA will not hold employers liable for employees’ home offices, and does not expect the employer (City of Little Canada) to inspect the home office of their employees. D. The City has the right to visit the site area to determine if it meets the safety standards; such visit will be scheduled with a minimum 24-hour advance notice. Data Privacy/Security The legal status of all data used by the employee remains unchanged by his/her participation in the flexible workplace. A. Employees will take all necessary precautions to secure and prevent unauthorized access to all data used in the performance of their work responsibilities and agree to follow all pertinent policies, laws and rules regarding data privacy. B. Documents, reports, data or software products created as a result of work-related activities are the property of the City and are subject to City policies and MN State law. C. Handling and disposal of documents, reports and data will be in accordance with state and federal law and City of Little Canada policy. Additional Conditions A. City employees are ambassadors of the community and should always conduct themselves professionally and uphold organizational values regardless of where the employee is located. B. Employees working remotely are still held to the same job responsibilities and expected level of service. They are subject to the same terms and conditions of employment and should track and record all hours worked in the same way that they would if they were working in the office. 102 C. The employee agrees to be accessible by phone, virtual computer software or email within a reasonable time period during the agreed upon work schedule. Depending on the employee’s position and the needs of the City, the work schedule may include core hours during which the employee must be available. D. Meetings and Trainings already established should not be rescheduled because of off-site work arrangements. Employees are expected to continue scheduled meetings in person if the department head or supervisor prefers even on days previous approved for remote work. An employee’s engagement levels and participation should not be adversely impacted by Workflex. E. Release or destruction of any public records should only be done at the official location according to statute and regulation. Computerized files are official records and shall be similarly protected, including, but not limited to, virus protection. Failure to comply with any provision(s) of the agreement or this policy will result in immediate termination of the agreement and may further be grounds for discipline. 103 CITY OF LITTLE CANADA PERSONNEL POLICY I hereby acknowledge receipt receiving an emailed copy of the City of Little Canada Personnel Policy. I understand that I am responsible for being informed on the policies, procedures, and information contained in the Personnel Policy. If I have any questions or problems related to the information received, it is my responsibility to bring it to the attention of my supervisor. I have been informed that an electronic copy of the most current version of the Little Canada Personnel Policy is accessible to all employees in the Little Canada “H Drive” at: H:\Shared Folder\Employee Information _____________________________ Signature Date _____________________________________ Printed Name