HomeMy WebLinkAbout06/04/2012 Council PacketREVISED
WORK SESSION AGENDA
CITY OF LINO LAKES
Monday, June 4, 2012
CITY COUNCIL WORK SESSION
Community Room (not televised)
5:30 P.M.
1. Special Closed Session — Otter Lake Road Improvement Project Appraisal Update
2. Martha's Haven Retirement Development
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3. Revised Personnel Policy
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4. Electronic Council Packets
Review Regular Council Agenda — June 11, 2012
Special Closed Session — Regarding labor negotiations
Adjourn
WS — Item 1
WORK SESSION STAFF REPORT
Work Session Item No. 1
Date: June 4, 2012
To: City Council
From: Michael Grochala
Re: Otter Lake Road Improvement Project, Appraisal Update
(Closed Session)
Background
The City Council retained the services of BRKW Appraisals, Inc., to prepare appraisals
and a special benefit study regarding the acquisition of land for the Otter Lake Road
improvements. Mr. Paul Gleason, representing BRKW will be present at the meeting to
provide an overview of the reports.
Minnesota Statutes, Chapter 13D.05, Subdivision 3 allows a public body to close a
meeting to review confidential or protected nonpublic appraisal data.
Council Direction
Staff is requesting council direction regarding next steps.
Attachments
None.
WS — Item 2
WORK SESSION STAFF REPORT
Work Session Item No. 2
Date: June 4, 2012
To: City Council
From: Michael Grochala
Re: Martha's Haven Retirement Development
Background
Martha and John DeHaven have requested an opportunity to speak to the City Council
regarding the possible development of their 15 acre property located at 1612 Birch Street.
They are considering the development of a retirement community called Martha's Haven.
The property is currently zoned R, Rural Zoning District. The property is guided for
medium density development (4.0 to 5.9 units per acre) in the 2030 Comprehensive Plan.
The property lies within the Stage 1A Planned Service Area (2008 — 2015). Sanitary
sewer and water are available to service the property from Sherman Lake Road along the
west side of the property. Water is also available from Birch Street.
The procedure and requirements for the subdivision of property are defined within the
City Zoning and Subdivision Ordinances. Development of the property would require
rezoning, preliminary plat and final plat approvals. The rezoning and preliminary plat
approvals would be considered concurrently. The applicant is required to submit the
subdivision design including lot layout, grading, street, stormwater management, water
and sanitary sewer design information.
Once an application is submitted and considered complete i.e., all required information
has been provided, the proposal is then scheduled for review by the City's advisory
boards. City staff prepares a written report regarding the conformance of the proposal to
the city's comprehensive plan and ordinances for use by the boards in their consideration
of the request. A public hearing is required for all rezoning and preliminary plats. This
hearing is held by the Planning & Zoning Board. Following the public hearing the
Planning & Zoning Board will forward a recommendation for City Council consideration.
Council Direction
None required.
Attachments
General Location Map
General Location Map
Aerial Photo Flown Spring 2011
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Media Advisory
City of Lino Lakes
600 Town Center Parkway
Lino Lakes, MN 55014
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"A community with a Vision"
Date: June 4, 2012
Time: 4:00 PM
DO NOT DRINK THE WATER ADVISORY
The City of Lino Lakes is working with the Minnesota Department of Health and the Anoka County
Environmental Services to verify the drinkability of the water supply for the City of Lino Lakes. As a result of
a control system error this morning at approximately 5:OOam, the pressure within the Lino Lakes water system
dipped below acceptable standards. Once the problem was identified, pressure was restored by City of Lino
Lakes staff. Standard protocol for the City of Lino Lakes is to issue a pre - cautionary drinking water advisory in
coordination with efforts from the MN Department of Health. A representative from the MN Department of
Health collected samples from the City of Lino Lakes water distribution system to determine compliance with
state and federal drinking water standards.
The "Do Not Drink" pre- cautionary drinking water advisory will remain in effect until testing results indicate
compliance with state and federal drinking water standards. Until then Lino Lakes residents may use city water
for activities such as washing clothes and bathing but are directed to not drink the water and to utilize an
alternative drinking supply until this advisory is lifted.
This advisory only affects those residents using city water; no private wells are included in this advisory. Please
see the City of Lino Lakes website, call the Lino Lakes City Hall at 651- 982 -2400 or contact the Minnesota
Department of Health at 651 -201 -4700 with any questions.
WS — Item 3
WORK SESSION STAFF REPORT
Work Session Item No. 3
Date: June 4, 2012
To: City Council
From: Jeff Karlson, City Administrator
Re: Revised Personnel Policy
Background
During the May 7 work session, the Council provided feedback on the revised Personnel
Policy. Based on comments from the Council, staff revised the following policies: (1)
Section 7.1, Tuition Reimbursement; and (2) Section 8.11, Computer Use Policy. The
revised policies are attached for your review.
The Council directed staff to include the following revisions to the tuition reimbursement
policy:
1) Tuition be reimbursed at 75% of the cost (previously 80 %);
2) Reimbursement to include only the cost of tuition;
3) The maximum annual reimbursement is set at $3,750;
4) Employee must pay back 100% of the amount reimbursed for the 12 -month
period preceding the employee's termination date in the employee voluntarily
resigns his /her position with the City.
After meeting with staff and Councilmember Stoesz, further revisions were made to the
computer use policy.
Since the entire personnel policy was included in your last Council packet, please bring
the policy to Monday night's meeting if there are other sections you would like to
discuss.
7.1 Tuition Reimbursement
The City provides financial support to employees for educational courses taken at accredited
academic institutions to enhance their professional development and to improve their job skills.
This policy is an IRS tax - exempt program.
Full -time, non - probationary employees are eligible for this program. Eligibility for
reimbursement of courses will be based on relevancy to the employee's current position and the
availability of budgeted funds.
The City may reimburse eligible employees upon presentation of the final grades in accordance
with the following schedule:
Grade of "A" 75% of tuition
Grade of "B" 75% of tuition
Grade of "C" 75% of tuition
Grade of "D" 0% of tuition
Grade of "F" 0% of tuition
Grade of Pass or Fail 75% of tuition for "passing"
In the event that an eligible employee receives a grade of "incomplete," no refund will be
forthcoming until a final grade is earned. When the requisite course is completed and a final
grade is issued, the employee will be reimbursed in accordance with the above schedule.
A maximum of $3,750 per calendar year will be reimbursed for tuition only. Charges for
textbooks, school supplies, activity fees, or other costs are not reimbursable.
As a condition of this program, the employee must agree to pay back 100% of the amount
reimbursed for the 12 -month period preceding the employee's termination date if the employee
voluntarily resigns his/her position with the City of Lino Lakes.
Eligible employees who receive assistance from other sources are eligible for reimbursement
only if the cost of the tuition exceeds the amount of assistance received.
No reimbursement will be made without prior approval from the employee's department director
and the City Administrator.
8.11 Computer Use Policy
A. Purpose and Scope
This policy serves to protect the security and integrity of the City's electronic communications
and information systems by educating employees about appropriate and safe use of technology
resources. This policy applies to all individuals granted access to the City's network and
information systems. This policy includes all City -owned computers (e.g. desktops and
notebooks), as well as those connected to the City's network.
B. Securing Desktop and Notebook Computers
1. Users will ensure reasonable physical safeguards to maintain desktop and notebook
computer and peripheral equipment in such a way to avoid inadvertent disclosure of City
information.
2. When leaving a desktop or notebook computer unattended, users shall apply the "Lock
Workstation" feature where systems allow.
3. Unattended computers shall be secured from viewing by password protected screen
savers, which should be set to automatically activate after a period of non -use. The period
of non -use shall be for no more than 60 minutes.
4. Desktop computer users will store confidential and sensitive information on a network
drive (shared directory on the City network) and not the user's hard drive.
5. Computers and monitors shall be turned off at the end of each workday unless you are
instructed otherwise.
6. Additional security requirements may be required for computers containing data
governed by other applicable state and federal laws, including law enforcement data and
data associated with the Health Insurance Portability and Accountability Act (HIPAA).
C. Physical Security Measures
Physical security measures will be used to secure notebooks, computer media, and other forms of
information storage media containing confidential or sensitive information.
1. Mobile notebook computers actively connected to the network or information systems
must not be left unattended.
2. Notebook computers left in a vehicle shall not be visible except in police, utility
department, or fire emergency vehicles where the device is mounted to the vehicle
console. If possible, the notebook should be stored in a locked trunk. Weather
conditions should be considered when leaving electronic equipment in a vehicle for long
periods of time. Unattended vehicles shall be locked at all times.
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3. Mobile notebook computers, computer media, and any other forms of removable storage
should be stored in a secure location.
4. Other information storage media containing confidential data shall be stored in a secure
location or locked cabinet when not in use.
D. Peripheral Equipment
Peripheral equipment (e.g. printers, faxes, copiers) that store, produce, and transfer confidential
or sensitive information, shall be protected from inadvertent or unauthorized access.
Documents containing confidential or sensitive information should be cleared from printers and
copiers immediately.
E. Passwords
User identification (name) and authentication (password) shall be required to access the
operating system of all desktop and notebook computers.
Employees may not share account or password information with another person. Internet
accounts are to be used only by the assigned use of the account for authorized purposes.
Attempting to obtain another user's password is strictly prohibited. Users are required to change
or obtain a new password if they have reason to believe that any unauthorized person has
obtained their password. Users are required to take all necessary precautions to prevent
unauthorized access to Internet services.
Supervisors are required to report immediately to IT staff when an employee resigns or is
terminated. Employees are required to contact IT staff when they suspect their login ID has been
compromised or when someone else has obtained their password.
Employees are responsible for maintaining computer passwords by following these guidelines:
• Passwords must be a minimum of eight alphanumeric characters in length and be
"complex." For a password to be complex it must contain three of the following four
categories: English upper case letters, English lower case letters, numbers, or non-
alphabetic characters found on the keyboard (e.g. !, #, $, %).
• Passwords should not be stored in any location on or near your computer.
• The computer system will prompt employees to update passwords every 90 days.
A password cannot be reused until after 10 change cycles.
Password protection of any document is prohibited unless authorized by IT staff and the
appropriate department director. This applies to any document stored on any drive (local or
network), which includes diskettes, CDs, DVDs, flash drives, or any other storage device owned
by the City. Any document found with unauthorized password protection will be deleted.
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F. Unauthorized Software
Individual users are prohibited from installing or downloading software applications or
executable files to any City -owned computer without prior authorization from IT staff.
G. Viruses
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 IT staff. Viruses shall not be deleted without assistance unless instructed by IT
staff.
H. Monitoring
The City of Lino Lakes reserves the right to inspect any data, emails, settings, or any other
components of a City -owned computer at any time without an employee's consent. By using a
City -owned computer, employees consent to any monitoring that may take place. An audit may
result in the removal of hardware and software and further disciplinary action if any user is not
complying with this policy.
I. No Expectation of Privacy
All technology systems are the property of the City of Lino Lakes. This includes, but is not
limited to, all hardware, software, programs, applications, templates, documents, internal and
external email messages, internet logs, and data files developed or stored by City -owned or
leased technology systems. The City reserves the right to access and retrieve any data, messages,
or files without prior employee consent. Users should have no expectation of privacy in the use
of City technology. This includes personal email messages and Internet logs.
J. Licensing
To ensure license compliancy, all software must be purchased by and licensed to the City.
1. Development. Any software programs developed for use by the City becomes the
property of the City. Software programs may not be sold or distributed without prior
approval.
2. City -Owned Software. City -owned software may not be loaded on non -City owned
equipment without prior approval.
3. Copyright Laws. City users are required to abide by software copyright law and
licensing agreements. If there is any question about the legality of the software and
documentation, it should be directed to IT staff.
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K. Electronic Mail
The City provides employees with individual email accounts for work - related use. Employees
are encouraged to use email to further the goals and objectives of the City.
An employee's personal email may be considered "public" data and may not be protected by
privacy laws. Personal email may also be monitored without notice to the employee.
All email messages will be deleted from the electronic mail system 120 days after receipt. If
retention of any message is warranted beyond that period, the message should be moved to a
permanent storage area.
The following policies pertain to emails of both business and personal content:
• Use extreme caution when communicating confidential or sensitive information via
email. A good rule is to not communicate anything that you would not feel comfortable
being made public.
• Do not correspond by email on confidential communications (e.g., letters of reprimands,
correspondence with attorneys, medical information).
• Do not open email attachments or links from an unknown sender. Attachments are the
primary source of computer viruses and should be treated with extreme caution. Delete
junk or "spam" email without opening it if possible.
L. Internet Use
The City provides Internet access for employees to acquire and share information and to
participate in educational and professional development activities. Employees should minimize
unnecessary network traffic that might interfere with the ability of others to make effective use
of this shared network resource.
Use of the Internet through City computers is a privilege which may be revoked at any time for
abusive conduct. Users are responsible for adhering to this policy when accessing the Internet.
Failure to adhere to this policy puts the City and the individual at risk for legal and financial
liabilities, potential embarrassment, and other consequences.
The City retains the right to monitor any employee's use of the Internet without prior notice.
The City may limit Internet activity in order to ensure the most efficient use of this resource.
M. Inappropriate Use of Email and the Internet
Use of the Internet and email in a manner that is not consistent with the mission of the City,
misrepresents the City, or violates any City policy, is strictly prohibited. Email and Internet use
at the City shall comply with all federal and state laws, City policies, and any contract.
4
The City allows limited personal use of email and Internet resources for communicating with
family and friends, independent learning, and public service as long as it does not interfere with
staff productivity, preempt City business, or consume City resources.
The City prohibits the use of mass unsolicited mailings, access for non - employees to City
resources or network facilities, competitive commercial activity, and the dissemination of chain
letters.
N. Failure to Comply
Violations of this policy will be treated like other allegations of wrongdoing in the City in
accordance with established procedures. Violations of this policy may subject the violator to one
or more of the following:
• Temporary or permanent revocation of network access and other equipment access.
• Termination of employment.
• Legal action according to applicable laws and contractual agreements.
Revised: May 15, 2012
5
City of Lino Lakes — Personal Policy
Date June 4, 2012
Concept:
The Educational Reimbursement Policy is written in support of educational courses
at accredited academic institutions to enhance the professional development of
the employee. This is being done through a shared effort between the employed
personal of the City and the City.
The policy states, an employee can earn a $1 an hour for every hour he or she
works in a calendar year. The policy would be equal across the board for
directors and employees alike, whom have been employed a minimum of the prior 12
months for the City. These hours can be accumulative for a period of no more
than 24 month and this is based on the calendar year. Over time hours, PT hours
(personal time) and Holiday hours are not eligible towards the program.
Basic formula:
Day = 8hrs
Week = 5 days (40hrs)
Year = 52 weeks (2080hrs)
PT = 30 days (240hrs)
Holiday = 12 days (96hrs)
2080hrs - 240hrs - 96hrs = 1,744hrs
A condition of the program is that the employee must agree to payback 100% of the
amount reimbursed for the 12 month period preceding the employee termination and
or voluntary resignation.
In the event of retirement, termination, death or other etc, there would no
financial payout for any unused accumulative hours.
WS — Item 4
WORK SESSION STAFF REPORT
Work Session Item No. 4
Date: June 4, 2012
To: City Council
From: Julie Bartell, City Clerk
Re: Electronic Council Packets
Background
At the May work session, the council received a cost benefit analysis on the conversion
of council packets from paper to electronic. The analysis indicated a savings to the city
in going electronic and the council directed staff to proceed with a demonstration project
utilizing an Apple iPad.
Staff is in the process of working with the City of Roseville, our information technology
partner, on development of a Laserfiche electronic records system for the city. The
Laserfiche program includes a Weblink element that can provide council and public
access to an electronic council packet. The IT technicians, based on their own
experience with Roseville's electronic council packets, are suggesting that the Laserfiche
Weblink system would be a good vehicle for our packets, especially since we will be
implementing our overall electronic records project utilizing Laserfiche. Once accessed
through a Weblink, the packet would be viewed utilizing the very accessible Adobe
Reader program.
Staff will be prepared to give a demonstration of the packet on an iPad at the work
session.
Requested Council Direction
Staff is seeking further direction on full implementation of the electronic packet project.
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Using Laserfiche WebLink
https: / /weblink. metro- inet.us /rvpublic / /Ilpublic
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Welcome to Laserfi...
Laserriche
WebLink
Welcome to the Lino Lakes WebLink site.
Council Packets
Council Minutes
Document management portal powe
Initially the Lino Lakes WebLink will provide public access to City Council Packets
and Meeting Minutes. This information is available to both City Council and
residents. The benefit of using Laserfiche WebLink is that the program is a
component of the City document management program. Laserfiche provides a
central repository for all city documents. WebLink can be updated to allow access
to additional city documents including resolutions, ordinances, and other
documents frequently requested by council or residents.
Example of Laserfiche search capabilities
The City of Roseville and a number of other cities in the Metro -INET networking
consortium utilize Laserfiche WebLink to make available public documents to the
Internet. As an example, Roseville's WebLink can be found at the following:
https: / /weblink.metro- inet.us /rvpublic/
Roseville provides access to the following document types:
City Council Meeting Minutes
City Council Meeting Packets
City Council Agendas
City Council Ordinances
City Council Resolutions
Affidavits of Legal Publications
Oaths of Council and Commissions
Elections
Planning Files
Commissions, Watershed District and HRA
A user can either select a folder to browse files in a standard folder /file format or
use the search function to look for documents related to a keyword. In the
following example, "Har Mar" was the search word, returning 1,654 documents
containing this word.
Laserfiche WebLink returns the results with a summary of the document including
a reference to the page where the keyword is found.
Laserfiche
WebLtnk
Welcome to the City of Roseville Laserfiche WebLink document center.
har mar
LSearch
City Council Meeting Minutes
City Council Meeting Packets
City Council Agendas
City Council Ordinances
City Council Resolutions
Affidavits of Legal Publications
Oaths of Council and Commissions
Elections
Planning Files
Commissions. Watershed District and HRA
Sort results by. Hits 1 Relevance1 Date Modified 1 Date Created
Results 1 -10 of 1654
pf 03194
Planning Files - 841 page(s)
Page Count 841 - Template Name: Planning Files - Volume Name: ROSEVILLE
Page 3 ...MENT TRUST. INC Har Mar Shopping Center, 2100 North Snelling Avenue.
Page 3 _le MN 55113 Re Har Mar Mall Boundary Survey Dear Mr Paschke Enclos
Page 3 ...wo originals of the Har Mar Mall boundary survey If you have any questions
Page 4 ...gnage Allowance for Har Mar Mall. Dear Ms. Schisel Thank you for your pa
Page 4 ... eview of signage at Har Mar Mali. I have had the opportunity to review past co
® Show more information__
pf, 03.11.3
Planning Files - 1354 page(s)
Page Count 1354 - Template Name: Planning Files - Volume Name: ROSEVILLE
Page 25 ests at the current Har -Mar Mall site 1/27/99 Ramsey County Property Records
Page 110 These include the Har Mar, Crossroads, Lexington/Larpenteur and Hamline Cente
Page 110 eptember 14 for the Har Mar neighborhood. Between 50-60 people attended the me
Page 111 September 14 1999 Har Mar Neighborhood Issue 24 -hour not appropriate ne
Page 111 . -ways in Traffic at Har Mar with new commercial development may not be as bad a
Efi Show more information_.
About Laserfiche
Laserfiche ECM provides the ability to establish and deploy information management standards throughout the
enterprise while giving individual business units tools to customize the system to meet their specific needs. With
document imaging, document management, business process management and records management baked
into the core system architecture, Laserfiche makes it possible to standardize on a single ECM system —
revolutionizing the way information is managed, shared and presented.
For more information visit Laserfiche at:
http://www.laserfiche.comien-us/Products/LaserficheAdvantaqes
Luk
Paperless Packet Survey Results
Applications in use by other cities
Drop Box
to load packet ahead of time
(through shared folder)
Rosemount
Plymouth
Burnsville
Good Reader
to assist with reading packet
(works on !Pad only)
Rosemount
Chanhassen
G -Mail
packet e- mailed to council members
and they retrieve in meeting
New York Mills
Boardbook
LeCenter
Adobe
packet is converted to PDF with bookmarks
and emailed to the council members
Osseo
iAnnotate
program used to download PDF from Web
allows note taking
Coon Rapids
Plymouth
Burnsville
UPad
a council member uses to enlarge pages
Plymouth
PenUltimate
allows use of a stylus
Plymouth
Citrix Receiver
used to access internal network during meeting
Plymouth
Documents to Go
to edit MS Office documents
Plymouth
CloudOn
to edit MS Office documents
Plymouth
Expert
PDF application
Andover
Laserfiche Agenda
Manager
to distribute packets
Chanhassen
Quick Office HD
for viewing of documents
Chanhassen