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HomeMy WebLinkAbout10/10/2017LAUDERDALE CITY COUNCIL MEETING AGENDA 7:30 P.M. TUESDAY, OCTOBER 10, 2017 LAUDERDALE CITY HALL, 1891 WALNUT STREET The City Council is meeting as a legislative body to conduct the business of the City according to Robert's Rules of Order and the Standing Rules of Order and Business of the City Council. Unless so ordered by the Mayor, citizen participation is limited to the times indicated and always within the prescribed rules of conduct for public input at meetings. 1. CALL THE MEETING TO ORDER 2. ROLL CALL 3. APPROVALS a. Agenda b. Minutes of the September 26, 2017 City Council Meeting c. Claims Totaling $96,982.31 4. CONSENT 5. SPECIAL ORDER OF BUSINESS/RECOGNITIONS/PROCLAMATIONS a. County Commissioner McGuire 6. INFORMATIONAL PRESENTATIONS / REPORTS a. Update on Comprehensive Plan b. Halloween Party Planning c. City Council Updates 7. PUBLIC HEARINGS Public hearings are conducted so that the public affected by a proposal may have input into the decision. During hearings all affected residents will be given an opportunity to speak pursuant to the Robert's Rules of Order and the standing rules of order and business of the City Council. 8. DISCUSSION / ACTION ITEM a. 2018-2020 Union Agreement with AFSCME Council 5 9. ITEMS REMOVED FROM THE CONSENT AGENDA 10. ADDITIONAL ITEMS 11. SET AGENDA FOR NEXT MEETING a. Comcast Franchise Renewal b. Hearing Regarding Rental Housing License of 1772 Pleasant Street c. Ramsey County Sheriff Update — November 28 12. WORK SESSION a. Opportunity for the Public to Address the City Council Any member of the public may speak at this time on any item not on the agenda. In consideration for the public attending the meeting, this portion of the meeting will be limited to fifteen (15) minutes. Individuals are requested to limit their comments to four (4) minutes or less. If the majority of the Council determines that additional time on a specific issue is warranted, then discussion on that issue shall be continued at the end of the agenda. Before addressing the City Council, members of the public are asked to step up to the microphone, give their name, address, and state the subject to be discussed. All remarks shall be addressed to the Council as a whole and not to any member thereof. No person other than members of the Council and the person having the floor shall be permitted to enter any discussion without permission of the presiding officer. Your participation, as prescribed by the Robert's Rules of Order and the standing rules of order and business of the City Council, is welcomed and your cooperation is greatly appreciated. b. Eustis Street Discussion with City Engineer c. Goal Setting Session d. Community Development Update 13. ADJOURNMENT LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 1 of 4 September 26, 2017 Roll Call Mayor Gaasch called the Regular City Council meeting to order at 7:31 p.m. Councilors present: Jeff Dains, Kelly Dolphin, Roxanne Grove, Andi Moffatt, and Mayor Mary Gaasch. Councilors absent: None. Staff present: Heather Butkowski, City Administrator; Jim Bownik, Assistant to the City Administrator; and Miles Cline, Deputy City Clerk. Approvals Mayor Gaasch asked if there were any changes to the meeting agenda. Mayor Gaasch added the Community Park application to the Additional Items portion of the meeting. There being no other items, Councilor Grove moved and seconded by Councilor Dains to approve the agenda as amended. Motion carried unanimously. Mayor Gaasch asked if there were any changes to the meeting minutes. There being none, Councilor Dolphin moved and seconded by Councilor Moffatt to approve the minutes of the September 12, 2017, City Council Meeting. Motion carried unanimously. Councilor Dolphin moved and seconded by Councilor Moffatt to approve the claims totaling $30,169.15. Motion carried unanimously. Consent Councilor Moffatt moved and seconded by Councilor Grove to approve the consent agenda thereby acknowledging the August Financial Report. Motion carried unanimously. Informational Presentations / Reports A. Halloween Party Planning Bownik noted that the planning session is scheduled for October 9 and volunteers and donations are being welcomed at this time. B. City Council Updates Councilor Dains attended the North Suburban Cable Commission meeting at which they discussed budget proposals that reflect the loss of 40% in franchise fees. Mayor Gaasch and Administrator Butkowski attended a League of Minnesota Cities conference regarding mental health. Finally, Mayor Gaasch attended the Metro Cities Board meeting where they discussed legislative proposals that would limit local control. LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 2 of 4 September 26, 2017 Public Hearings A. Adoption of 2018 Preliminary Budget and Levy — Resolution 092617A Mayor Gaasch opened the floor for public comment at 7:43 p.m. Being that no parties were interested in speaking she closed the floor at 7:44 p.m. Butkowski stated that the draft budget balances with an overall budget increase of $51,900 or 3.9% or a levy increase of 8.1%. She mentioned that St. Paul and a handful of suburbs in Ramsey County are seeing sizable home value increases, so they will absorb a greater share of the County's 4.3% levy increase. The levy increase calculates to less than a $35 increase on a median valued home. The cost drivers for the upcoming year are public safety, the 2018 election, interne services, and staff pay and benefits. The truth -in -taxation meeting is scheduled for December 12 at 7:30 p.m. Councilor Dolphin moved to adopt Resolution 092617A — A Resolution Adopting the 2018 Preliminary Tax Levy and Establishing the Budget Meeting Date. This was seconded by Councilor Grove and carried unanimously. Discussion/Action Item A. Disabled Parking Zone Request — 1843 Carl Street Ruth and Rodger Herbst requested a disabled parking zone for their residence at 1843 Carl Street. The requested disabled parking zone includes the walkway area providing access to the street in front of their house. After council discussion, Councilor Moffatt moved to approve the request for a disabled parking zone at 1843 Carl Street. This was seconded by Councilor Grove and carried unanimously. B. City Audit Proposals Last year, the Council asked staff to solicit proposals for auditing services for 2017 and beyond. Staff received five proposals, and at the Council's direction, solicited the cost of audit preparation work from the three lowest responding auditing firms. Abdo, Eick and Meyers, and Schlenner Wenner & Company responded. After discussing the matter, the Council chose Abdo, Eick and Meyers. The City has enjoyed a positive working relationship with them and the Council likes their reporting style including the peer analysis. Councilor Moffatt moved and seconded by Councilor Dains to contract with Abdo, Eick and Meyers as the City's auditing firm for 2017-2019. Motion carried unanimously. LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 3 of 4 September 26, 2017 C. Update on Negotiations with Ramsey County Regarding Eustis Street Butkowski said staff met with Bob Brown of Ramsey County Public Works. The purpose of the meeting was to discuss jurisdictional transfer of Eustis Street and Roselawn Avenue. The discussion focused on the document articulating the City's questions, concerns, and expectations that was included in the council packet. Brown is working on answering the questions while the city engineer begins to estimate the costs to bring the roads up to city standards. Additional Items Community Park Application The City received an application for use of the Community Park on Saturday, October 7 from 1:00 p.m. to 5:00 p.m. Since the group is larger than 50 people, per city ordinance, council approval is required. Councilor Moffatt moved to approve the October 7 park use request by Covenant Life Church. Second was made by Councilor Grove and approved unanimously. Set Agenda for Next Meeting Administrator Butkowski stated that the next council meeting may include the Rental Housing Ordinance revisions, a presentation from County Commissioner McGuire, the Comcast Franchise Renewal on October 24, and the Ramsey County Sheriffs Update on November 28. Work Session A. Opportunity for the Public to Address the City Council Mayor Gaasch opened the floor to anyone in attendance that wanted to address the Council. There being none, the floor was closed. B. Goal Setting Session Butkowski revisited the goal setting topics of Administration and Infrastructure from the August 22 council meeting as not all council members were able to attend. Goals related to Planning and Redevelopment were discussed which included such items as the comprehensive plan, redevelopment of 1795 Eustis Street, and redevelopment of 1821 Eustis Street C. Community Development Update Butkowski informed the Council of her discussions with the Ramsey Conservation District and Goat Dispatch in regards to Japanese Knotweed and other invasive species in the Nature Area. She mentioned that Greenway Village is rehabbing their U-shaped building with the intention of renting it as market rate housing. There will be a comprehensive plan steering committee meeting on October 4 and a comprehensive plan open house on October 19. She mentioned that the meeting with business owners on September 16 went well. The St. Anthony Police have been addressing street racing on TH280 in recent weeks. The inflow & infiltration grant LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 4 of 4 September 26, 2017 application was submitted to the Metropolitan Council. Notice of the hearing regarding the rental housing license of 1772 Pleasant Street was sent out and is scheduled for October 24. Adjournment There being no other items on the agenda, Councilor Moffatt moved and seconded by Councilor Grove to adjourn the meeting at 8:50 p.m. Motion carried unanimously. Respectfully submitted, Miles Cline Deputy City Clerk CITY OF LAUDERDALE LAUDERDALE CITY HALL 1891 WALNUT STREET LAUDERDALE, MN 55113 651-792-7650 651-631-2066 FAX Request for Council Action To: Mayor and City Council From: City Administrator Meeting Date: October 10, 2017 Subject: List of Claims The claims totaling $96,982.31 are provided for City Council review and approval that includes check numbers 25534 to 25553. Accounts Payable Checks by Date - Detail by Check Date User: Printed: miles.cline 10/6/2017 2:42 PM Check No Vendor No Invoice No Vendor Name Description Check Date Reference Check Amount ACH 43 ACH 44 ACH 45 ACH 46 25534 56 3Q2017 25535 57 3Q2017 25536 33 102017 25537 36 0223516 0223564 25538 29 Public Employees Retirement Association PR Batch 52000.10.2017 PERA Coordinated PR Batch 52000.10.2017 PERA Coordinated 10/06/2017 PR Batch 52000.10.2017 PER PR Batch 52000.10.2017 PER Total for this ACH Check for Vendor 43: Minnesota Department of Revenue PR Batch 52000.10.2017 State Income Tax 10/06/2017 PR Batch 52000.10.2017 Stott Total for this ACH Check for Vendor 44: ICMA Retirement Corporation PR Batch 52000.10.2017 Deferred Comp PR Batch 52000.10.2017 Deferred Comp 10/06/2017 PR Batch 52000.10.2017 Def.( PR Batch 52000.10.2017 Def.( Total for this ACH Check for Vendor 45: Internal Revenue Service PR Batch 52000.10.2017 Medicare Employee Pc PR Batch 52000.10.2017 Federal Income Tax PR Batch 52000.10.2017 FICA Employee Portio PR Batch 52000.10.2017 Medicare Employer Po PR Batch 52000.10.2017 FICA Employer Portio 10/06/2017 PR Batch 52000.10.2017 Mec PR Batch 52000.10.2017 Fed.( PR Batch 52000.10.2017 FIC. PR Batch 52000.10.2017 Mec PR Batch 52000.10.2017 FIC. Total for this ACH Check for Vendor 46: Total for 10/6/2017: James Bownik 10/10/2017 Mileage Reimbursement Heather Butkowski Mileage Reimbursement City of Falcon Heights September Fire Calls City of Roseville September IT Services September Phone Services City of St Anthony Total for Check Number 25534: 10/10/2017 Total for Check Number 25535: 10/10/2017 Total for Check Number 25536: 10/10/2017 Total for Check Number 25537: 10/10/2017 1,045.48 906.08 1,951.56 540.55 540.55 1,598.51 857.74 2,456.25 218.40 1,286.59 933.86 218.40 933.86 3,591.11 8,539.47 110.75 110.75 49.01 49.01 2,059.57 2,059.57 521.25 94.24 615.49 AP Checks by Date - Detail by Check Date (10/6/2017 2:42 PM) Page 1 Check No Vendor No Invoice No Vendor Name Description Check Date Reference Check Amount 3575 October Police Services 56,049.17 Total for Check Number 25538: 56,049.17 25539 133 Miles Cline 10/10/2017 3Q2017 Mileage Reimbursement 42.87 Total for Check Number 25539: 42.87 25540 168 Court Surfaces & Repair Inc 10/10/2017 297---34 Resurface Tennis Courts 9,350.00 25541 38 Croix Oil Company Inc. 469465 September Fuel 469465 September Fuel 469465 September Fuel Total for Check Number 25540: 9,350.00 10/10/2017 34.71 34.71 161.99 Total for Check Number 25541: 231.41 25542 167 Government Payroll Review Seminar 10/10/2017 102017 JB - Payroll Seminar 50.00 Total for Check Number 25542: 50.00 25543 134 Katrina Joseph 10/10/2017 0069 September Legal Services 925.00 Total for Check Number 25543: 925.00 25544 31 Kennedy & Graven Chartered 10/10/2017 139198 August Legal Services 429.00 Total for Check Number 25544: 429.00 25545 73 League of Minnesota Cities 10/10/2017 262036 MG - Regional Meetings 45.00 25546 24 0001072829 Total for Check Number 25545: 45.00 Metropolitan Council 10/10/2017 November Wastewater Treatment 11,427.59 Total for Check Number 25546: 11,427.59 25547 84 North Star Bank Cardmember Services 10/10/2017 1532 Fanners Market Facebook Advertising 4396 JB - Hotel Stay for Seminar 25548 5 619861-09-17 25549 47 4.34 190.70 Total for Check Number 25547: 195.04 Premium Waters Inc 10/10/2017 September Water Delivery 30.92 Total for Check Number 25548: 30.92 Public Employees Insurance Program 10/10/2017 PR Batch 52000.10.2017 Health Insurance PR Batch 52000.10.2017 Hea PR Batch 52000.10.2017 Dental PR Batch 52000.10.2017 Den 2,290.44 110.46 Total for Check Number 25549: 2,400.90 AP Checks by Date - Detail by Check Date (10/6/2017 2:42 PM) Page 2 Check No Vendor No Invoice No Vendor Name Description Check Date Reference Check Amount 25550 169 Adriana Sojos 10/10/2017 102017 Building Permit Refund 1.50 102017 Building Peimit Refund 54.11 102017 Building Permit Refund 83.25 102017 Building Permit Refund 2.50 Total for Check Number 25550: 141.36 25551 26 Stantec Consulting Services Inc 10/10/2017 1253734 Seminary Pond Project 808.50 1253734 Sewer System Planning & I/1 Grant Application 1,693.75 1253735 2016 Sewer Lining Project 754.75 1253742 LSWMP Preparation 432.00 25552 7 7713237-0500-0 Waste Management Inc October Public Works Total for Check Number 25551: 3,689.00 10/10/2017 328.49 Total for Check Number 25552: 328.49 25553 74 Xcel Energy 10/10/2017 563575035 1891 Walnut Street 117.76 563575035 1891 Walnut Street 28.40 563627377 Larpenteur Bridge Lights 38.61 563644835 2430 Larpenteur Avenue W 12.43 563654832 1821 Eustis Street 15.16 563654832 1821 Eustis Street 9.64 563989700 Larpenteur Avenue 50.27 Total for Check Number 25553:. 272.27 Total for 10/10/2017: 88,442.84 Report Total (24 checks): 96,982.31 AP Checks by Date - Detail by Check Date (10/6/2017 2:42 PM) Page 3 LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion Action Resolution Closed Session Meeting Date October 10, 2017 ITEM NUMBER STAFF INITIAL APPROVED BY ADMINISTRATOR 2018-20 Union Agreement DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: The City Administrator presented the Union Representative with the City's response to the union proposal after the last meeting. As we were largely in agreement there wasn't much to be worked out. The one change proposed since the last meeting is in Article 15: Insur- ance. With the ongoing conversations about insurance at the state and federal level, this clause allows for a reopener to discuss insurance during the term of the contract. STAFF RECOMMENDATION: Motion to approve the Agreement between the City of Lauderdale and American Federation of State, County, and Municipal Employees Council 5 for 2018 through 2020. AGREEMENT BETWEEN THE CITY OF LAUDERDALE AND AMERICAN FEDERATION OF STATE, COUNTY AND MUNICIPAL EMPLOYEES COUNCIL 5 January 1, 201.6,8 - December 31, 201720 Table of Contents ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE ARTICLE 1: RECOGNITION 2: DEFINITIONS 3: NON-DISCRIMINATION 4: UNION SECURITY 5: MEET AND CONFER 34 34 44 44 6: SENIORITY 7: DISCIPLINE 4 66 84 94 114 1111 1212 1313 1444 1444 15: 1515 16: 1716 17: 173' 18: 1834 19: 183' 20: 1918 21: 1918 22: 1918 23: 1918 24: 1918 25: 2034 26: 2019 27: 2120 8: GRIEVANCE PROCEDURE 9: NO STRIKE -NO LOCKOUT 10: WORK SCHEDULES 11: OVERTIME AND COMPENSATORY 12: BENEFIT ELIGIBILITY 13: HOLIDAYS 14: VACATION INSURANCE WAGES TIME AUTO -ALLOWANCE UNIFORMS SICK LEAVE FUNERAL LEAVE LEAVE OF ABSENCE COURT DUTY MILITARY LEAVE ELECTION DAYS SCOPE OF AGREEMENT DURATION SAVINGS CLAUSE WITHOUT PAY 2 ARTICLE l: RECOGNITION A. The employer recognizes the UNION as the representative of all workers who are defined as public employees by Minn. Stat. 179A, excluding supervisory and confidential employees. B. If the EMPLOYER establishes new .job classes within the bargaining unit, both parties agree to negotiate on wages. All other terms and conditions of this AGREEMENT will apply. ARTICLE 2: DEFINITIONS The following words and phrases will have the meanings given here and will apply throughout this policy. All other words and phrases used in this policy will maintain their generally accepted common meanings. A. ANNIVERSARY DATE -the month and date of an employee's initial hiring or promotion. B. EXEMPT EMPLOYEE -employees to whom the federal Fair Labor Standards Act does not apply. Generally, administrative, executive and professional employees are exempt employees. C. IMMEDIATE FAMILY -the employee's spouse and children and the spousc: mothcr, fathcr, brothcr, cistcr, and grandparcnt parents, children, siblings, grandparents, grandchildren, similarly related step relations and in-laws. D. INDEPENDENT CONTRACTOR/CONSULTANT -persons or firms hired by the City who determine their own hours of operation or use their own resources in the performance of their contractors and consultants are not Independent employees. E. JUST CAUSE - the term shall mean any act of misconduct on the part of an employee, which will reasonably justify the imposition of discipline and further justifies the penalty imposed. F. NON-EXEMPT EMPLOYEE -employees to whom the federal Fair Labor Standards Act applies. G. OVERTIME -time worked by non-exempt employees in excess of 8 hours per day or forty (40) hours per week. H. PART-TIME EMPLOYEE 1) REGULAR PART-TIME EMPLOYEE - an employee retained on a non -temporary basis who works less than forty (40) hours per week on a regular schedule throughout the year. 2) NON -REGULAR PART-TIME EMPLOYEE - an employee retained on a temporary basis who works less than forty (40) hours per week on an irregular schedule throughout the year. duties. City 3 I. REGULAR FULL-TIME EMPLOYEE - an employee retained on a non - temporary basis who works forty (40) hours or more per week on a regular schedule throughout the year. J. STEWARD - An employee designated by the UNION for the purposes of communicating with the EMPLOYER on matters of interest to either party; and representing bargaining unit members in the union grievance process. K. TEMPORARY OR SEASONAL EMPLOYEE - an employee retained to fill a full-time or part-time position which is of a provisional or seasonal nature. L. TERMINATION - a complete separation of an employee from City employment. Termination can be voluntary, through resignation or retirement, or involuntary, through discharge by the City. M. UNION - The American Federation of State, County and Municipal Employees, Council 5. ARTICLE 3: NON-DISCRIMINATION It is the City's policy to provide equal employment opportunity to all employees and applicants for employment in accordance with all applicable equal employment opportunity -affirmative action laws, directives and regulations of Federal, State and Local governing bodies or agencies thereof. ARTICLE 4: UNION SECURITY A. In recognition of the UNION as the exclusive representative: A.1 The EMPLOYER shall deduct an amount sufficient to provide the payment of regular dues established by the UNION from the wages of all employees authorizing, in writing, such deduction on a form designated and furnished for such purpose by the UNION. The employer will deduct a "fair -share" fee according to Minn. Stat. 179A from the wages of those employees choosing not to join the union and provide the fair share fee to the union through an equivalent process. Only the duly certified exclusive representative shall be granted payroll deduction of dues and fair share fees for employees covered by this AGREEMENT. A.2 The EMPLOYER shall remit such deductions monthly to the appropriate designated officer of the UNION with a list of the names of the employees from whose wages deductions were made. A.3 The UNION shall certify to the EMPLOYER, in writing, the current amount of regular dues to be withheld and any fair share assessments authorized by law. 4 A.4 Such dues deductions shall be canceled by the EMPLOYER upon written request by the employee, at which time a fair share fee will be deducted as authorized by law. A.5 The EMPLOYER shall, upon request of the UNION, make available to the UNION a report listing all employees included in the bargaining unit as identified by the article herein titled "Recognition." Such report shall contain the name, classification, pay rate, work unit and mailing address of record. B. The UNION agrees to indemnify and hold the EMPLOYER harmless against any and all claims, suits, orders or judgments brought or issued against the EMPLOYER as a result of any action taken or not taken under the provisions of this article. C. The UNION may designate certain employees from the bargaining unit to act as stewards and shall, within thirty (30) days of the execution of this AGREEMENT and upon occurrence of any change thereafter, certify to the EMPLOYER a current list of business representatives, officers and stewards who are authorized by the UNION to investigate and present grievances to the EMPLOYER. The EMPLOYER agrees to recognize such representatives for the purpose of investigating and presenting grievances to the EMPLOYER subject to the following stipulations: C.1 Not more than one employee representative (steward or officer) will be authorized time off with pay to investigate or present any one grievance matter to the EMPLOYER. Nothing in this clause is intended to limit the number of UNION stewards who may request to use their own time (vacation, compensatory, or time without pay) to investigate and present grievances. C.2 Employee stewards and officers may leave their work stations with the concurrence of their designated supervisor(s), and they shall notify their designated supervisor(s) upon return to their work stations. Concurrence of the supervisor to leave a workstation for UNION business will be limited to the investigation and presentation of grievances to the EMPLOYER. C.3 One employee representative (steward or officer) of the UNION shall receive paid time off to participate in contract negotiations and meet and confer meetings. 5 C.4 The EMPLOYER shall make reasonable adjustments to the workloads of employee representatives of the UNION who receive paid time off for UNION related activities under the provisions of subsections A, B, and C, above. D. Non-employee business representatives of the UNION as previously designated to the EMPLOYER as provided herein may, with concurrence of the EMPLOYER, come on the premises of the EMPLOYER for the purpose of investigating and presenting grievances. E. The UNION may use the EMPLOYERS facilities for UNION business with prior approval of the EMPLOYER. F. The EMPLOYER agrees to allow the UNION to use designated bulletin boards for the purpose of posting notices of UNION meetings, UNION elections, UNION election returns, UNION appointments to office, UNION recreational and social affairs, arbitration awards, decisions of the Bureau of Mediation Services and the courts, and other items authorized by signature of union officers. All posted materials must be UNION publication or legibly signed by an authorized UNION officer. G. Nothing in this AGREEMENT shall be construed to affect the status of veterans in contravention of existing veterans preference laws relating to the employment, discharge or promotion of veterans. H. The EMPLOYER shall allow officially designated union officers a 20 -minute period within the new employee orientation period to brief new bargaining members on the union and to provide a copy of this AGREEMENT and any other official materials authorized by union officers. ARTICLE 5: MEET AND CONFER At least once each month or as often as mutually agreed upon, the parties will meet and confer to discuss non-negotiable items such as health and safety, work rules and procedures, and other items which are mutually agreed upon. ARTICLE 6: SENIORITY A. Seniority is an employee's length of service for the EMPLOYER from the most recent date of employment, re- employment or reinstatement. 6 A.1 Seniority is not interrupted during the period an employee is on approved leave, including leave for UNION business or layoff, if the employee returns to active work status having complied with all the terms and conditions of this AGREEMENT and the conditions the EMPLOYER established in approving the leave. A.2 An employee appointed to a permanent position in the same job class and department as he/she was employed as a temporary employee shall have seniority for purposes of layoff and recall from the employee's most recent date of hire as a temporary employee, provided such temporary and permanent appointments are contiguous and sequential. B. Seniority lists shall contain the names of bargaining unit employees by class arranged in order of most to least senior. Upon request of the UNION, the EMPLOYER shall establish a seniority list for all bargaining unit members. C. The City Council may layoff any employee whenever such action becomes necessary in the city council's judgment, including shortage of work funds, the abolition of a position, or changes in organization; provided, however, that fourteen (14) days written notice be given if practicable. No regular or probationary employee shall be laid off while there is a temporary employee serving in the same class of position or for which the regular or probationary employee is qualified, eligible and available. Any regular employee, upon receiving a lay-off notice, may request to be reduced to a lower paid position within the same department if the lower paid position is vacant and the employee held the position previously. The request to be reduced must be submitted in writing within seven (7) calendar days of receipt of the notification of lay-off. Except in those instances where senior employees are not qualified to perform remaining work duties, seniority shall determine the order of: C.1 Layoff, (which shall be in inverse order of seniority with the City). C.2 Recall from layoff, (which shall be in order of seniority with the city, provided that if an employee does not return to work upon recall, as directed by the EMPLOYER or on an extended date mutually acceptable to the employee and EMPLOYER, he/she shall automatically have terminated his/her employment). Notice of recall from layoff shall be made by certified mail to the employees last known address as shown by the employer's 7 records. The employee will have 14 days to respond to this recall notice before recall rights to the position are waived. D. The most senior employee with the minimum qualifications for an open position will receive first choice of whether or not to take that position. ARTICLE 7: DISCIPLINE A. The EMPLOYER will discipline employees only for just cause. The employer will follow the principle of progressive discipline wherever practicable. B. Discipline, when administered, will be in one or more of the following forms and normally in the following order: 1. Oral Reprimand 2. Written Reprimand 3. Suspension 4. Discharge or disciplinary demotion. C. If the EMPLOYER has reason to reprimand any employee, it shall normally not be done in the presence of other employees or the public. D. Written reprimands, disciplinary suspensions, disciplinary demotions or discharge of permanent employees may be appealed up to and through the arbitration step of the grievance procedure contained in this AGREEMENT. The employer will notify the union promptly of all such disciplinary actions. E. Investigations, which do not result in disciplinary actions, shall not be entered into the employee's personnel records. A written record of all disciplinary actions shall be entered into the employee's personnel record. All disciplinary entries in the personnel office record shall normally state the corrective action expected of the employee. E.1 An employee who is reprimanded in writing, suspended, demoted for disciplinary reasons, or discharged shall be furnished with a copy of notice of such disciplinary action. E.2 Employees shall have access to information contained in their personnel records in accordance with the provisions of the Data Practices Act, as mentioned. 8 F. Employees will not be questioned concerning an administrative investigation of disciplinary action more serious than a written warning unless the employee has been given an opportunity to have a UNION representative present at such questioning. When mutually agreeable, the UNION shall have the right to take up a suspension, demotion, and/or discharge as a grievance at the second step of the grievance procedure, and the matter shall be handled in accordance with this procedure through the arbitration step if deemed necessary. G. Disciplinary action shall be taken in a timely manner. ARTICLE 8: GRIEVANCE PROCEDURE A grievance shall be defined as a dispute or disagreement raised by an employee against the EMPLOYER involving the interpretation or application of the specific provisions of this AGREEMENT. A. Step One: Oral report. The employee or union representative will discuss the grievance with his or her supervisor or the designated personnel representative within 10 working days of the incident or the time the employee learned of the incident. The supervisor shall give his/her oral or written answer within 10 working days after the employee or representative has presented the grievance. B. Step Two: Hearing. If the grievance is not satisfactorily resolved in Step one and the UNION wishes to appeal the grievance to Step two of the grievance procedure, it shall be referred, in writing, to the City Administrator within 10 working days after the designated supervisor's answer. The grievance appeal shall be initiated by means of a written grievance which shall set forth the nature of the grievance, the facts on which it is based, the provisions of the AGREEMENT allegedly violated, and the relief requested. The City Administrator shall discuss the grievance with the employee and the UNION within 10 working days after the date presented at a time agreeable to the parties. The City Administrator and/or his/her designated representative shall give written answer to the employee and the UNION representative within 10 working days following their meeting, or two days subsequent to the next meeting of the City Council, whichever is greater. C. Grievance time frames may be extended with the mutual consent of the parties. If a grievance is unresolved at Step two, the parties may agree to seek a mediated settlement through Minnesota Bureau of Mediation Services. Any fees and expenses for the Mediator's services and proceedings shall 9 be borne equally by the EMPLOYER and the UNION, provided that each party shall be responsible for compensating its own representatives and witnesses. Employees who serve as such representatives or witnesses shall not be compensated at a rate in excess of their base pay rate. D. Step Three: ARBITRATION -If the grievance is not settled in accordance with the foregoing procedure, the UNION and employee may refer the grievance to arbitration within fourteen (14) calendar days after the employee and UNION'S receipt of the EMPLOYER'S written answer in Step two. The parties shall mutually agree upon an arbitrator. If the parties are unable to agree on an arbitrator, the selection of an arbitrator shall be made in accordance with the "Rule Governing the Arbitration of Grievances" as established by the Public Employment Relations Board and administered by the State of Minnesota Bureau of Mediation Services. The arbitrator shall hear the grievance at a scheduled meeting subject to the availability of the EMPLOYER and the UNION representatives. The arbitrator shall inform the employee, the UNION representative and the EMPLOYER of his/her decision within thirty (30) calendar days following the close of the hearing or submission of briefs by the parties, whichever is later, unless the parties agree to an extension thereof. The fees and expenses for the arbitrator's services and proceedings shall be borne equally by the EMPLOYER and the UNION, provided that each party shall be responsible for compensating its own representatives and witnesses. Employees who serve as such representatives or witnesses shall not be compensated at a rate in excess of their base pay rate. If either party desires a verbatim record of the proceedings, it may cause such a record to be made, provided it pays for the record. If both parties desire a verbatim record of the proceedings, the cost shall be shared equally. The arbitrator shall not have the right to amend, modify, nullify, ignore, add to, or subtract from the provisions of this AGREEMENT. The arbitrator shall consider and decide only the specific issue(s) submitted, in writing, by the EMPLOYER and the employee/UNION, and shall have no authority to make a decision on any other issue(s) not so submitted. The arbitrator shall be without power to make decisions contrary to or inconsistent with or modifying or varying in any way the application of laws, rules or regulations having the force and effect of law. The decision shall be based solely upon the arbitrator's interpretation or application 10 of the express terms of this AGREEMENT and on the facts of the grievance presented. The parties may, by written agreement, agree to submit more than one grievance to the arbitrator provided that each grievance will be considered as a separate issue and each on its own merits. If a grievance is not presented within the time limits set forth above, it shall be considered waived. If a grievance is not appealed to the next step within the specified time limit or any agreed extension thereof, it shall be considered settled on the basis of the EMPLOYERS last answer. If the EMPLOYER does not answer a grievance or an appeal thereof within the specified time limits, the employee and the UNION may elect to treat the grievance as denied at that step and immediately appeal the grievance to the next step. The time limit in each step may be extended by mutual written agreement of the EMPLOYER and UNION representatives involved in each step. The grievant shall not suffer loss of regular pay. The presence of the grievant is necessary at a grievance presentation meeting with the EMPLOYER or an Arbitrator, except where such grievance presentation meeting or arbitration hearing occurs during the period the grievant has been removed from his/her job for disciplinary reasons ARTICLE 9: NO STRIKE -NO LOCKOUT A. In recognition of the provisions included in this AGREEMENT for a grievance procedure to be used for resolution of disputes, the UNION agrees that neither the UNION, its officers or agents, nor any of the employees covered by this AGREEMENT will engage in, encourage, sanction, support or suggest any strikes, slow downs, mass absenteeism, mass use of sick leave, the willful absence from one's position, the stoppage of work or the abstinence in whole or in part of the full, faithful and proper performance of the duties of employment. Any violation of any provisions of this Article may be cause for disciplinary action up to and including discharge. B. No lockout shall be instituted by the EMPLOYER during the life of this AGREEMENT provided Section A of this article is not violated by employees or the UNION. ARTICLE 10: WORK SCHEDULES The normal hours of work for all employees will be established by the City Administrator. Department heads and supervisory 11 employees are required to work all hours necessary to perform their duties. A. Part-time and Temporary Employees' Work Schedules. The City shall provide temporary, seasonal and non - regular part-time employees with an advance approximation of hours to be worked during the upcoming year at the time of hiring whenever possible. This approximation is not a guarantee of those hours but rather a guideline subject to change at the City's discretion. B. Rest Breaks. An employee is entitled to take one fifteen (15) minute rest break during each consecutive four (4)hour period of work with the permission of the employee's immediate supervisor. Rest breaks should be scheduled to avoid disrupting City business. An employee may take an unpaid 30 minute lunch break. C. Call Back. An employee called in for work at a time other than the employees' normal scheduled shift will be compensated for a minimum of two (2) hours pay. That compensation will be at straight time until total hours worked for the week exceeds 40 or in excess of eight (8) on any given day, at which time the employee will receive payment at the overtime rate. D. On Call/Standby. Employees required to remain on standby will be compensated for all hours worked, and will receive additional time at regular pay for each eight hours (8) hours on standby. Monday through Friday, employee will receive an additional one-half hour of regular pay for each eight (8) hours on standby. Saturday, Sunday, and Holidays, employees will receive 3.5 hours of regular pay for each day on standby. Employees who are on standby must be able to be within City limits as soon as possible and no later than 45 minutes when called, in normal circumstances. Standby duties may be contracted to an outside service provider at any time. E. Flex Time Scheduling. The City Administrator and local union may mutually agree to a flex time scheduling plan. Existing flex time scheduling plans remain in effect unless the local union or appointing authority notifies the other of its intent to terminate. ARTICLE 11: OVERTIME AND COMPENSATORY TIME 12 A. All non-exempt employees are eligible for overtime pay. Overtime will be paid at a rate of one and one half times the regular hourly rate of pay for hours worked in excess of 8 on any given day or each hour worked over forty (40) hours in a given work week. Overtime work must have prior approval by an employee's immediate supervisor or the designated personnel representative except in the case of emergencies. B. All paid leave time shall be considered time worked for the purpose of computing overtime. C. Compensatory time off may be available to non-exempt employees at the City's option as an alternative to overtime pay. If available, non-exempt employees are eligible for compensatory time off at the rate of one and one-half hour for each hour worked in excess of forty (40) hours per week. Compensatory time off must be used within two (2) weeks of the date or dates on which it is accrued unless permission is received from the City Administrator to use it on a later date. No compensatory time off is available unless the employee has received approval from his or her supervisor or the City Administrator before the work is performed. D. Exempt employees may flex their work schedule within the eighty (80) hour bi-weekly pay period provided they receive supervisory approval. When an exempt employee has an emergent, unanticipated work need and prefers to subsequently flex the time, he/she may work the necessary time without prior supervisory approval. Exempt employees may earn compensatory time on an hour for hour basis for hours worked in excess of eighty (80) in a bi-weekly pay cycle and such time must be used within one month of accrual. It is understood that the earning of compensatory time does not affect or change the employee's status with regard to the Federal Fair Labor Standards Act. Accumulated compensatory time for exempt employees will not be paid out under any circumstance. ARTICLE 12: BENEFIT ELIGIBILITY Only regular full-time and regular part-time employees are eligible for benefits. Non -regular part-time employees, temporary and seasonal employees, and independent contractors and consultants are not eligible for benefits provided by the City. Regular full-time employees are eligible for full benefits. Regular part-time employees are eligible for holiday, vacation and sick leave benefits in proportion to the hours they work per week: 13 Under 20 hours per week Holidays & Sick leave at 1/4 benefits 20 to 30 hours per week 1/2 benefits 30 to 40 hours per week 3/4 benefits 40 or more hours per week Full benefits ARTICLE 13: HOLIDAYS The following days are observed paid holidays: New Year's Day Martin Luther King Day Presidents' Day Memorial Day Independence Day Labor Day Veteran's Day Thanksgiving Day The day following Thanksgiving Christmas Eve Day Christmas Day January 1 3rd Monday in January 3rd Monday in February Last Monday in May July 4 1st Monday in September November 11 4th Thursday in November Day 4th Friday in November December 24 December 25 A. Whenever one of the above holidays falls on a Saturday, the preceding day will be observed as a holiday. Whenever one of the above holidays falls on a Sunday, the following day will be observed as a holiday. B. Holiday pay will be for all employees covered by this Agreement. They will receive pay for the regular amount of scheduled hours. Any employee who works on a holiday will be paid at the rate of one and one-half their regular hourly rate of pay for all hours worked. C. Personal Holidays: Full-time employees shall also receive one (1) personal holiday per year. The date of such personal holiday shall be approved by the EMPLOYER. Personal holidays shall be taken during the calendar year earned. ARTICLE 14: VACATION Vacation may be used as earned after the probationary period has been satisfactorily completed. Vacation is computed based on the employee's anniversary date. A. Accumulation. Vacation for regular full-time employees is accumulated as shown, based on the number of years of employment with the City: 0 through 5 years of service - 3.08 hours per pay period to a maximum of 10 days per year. 14 6 through 10 years of service - 4.62 hours per pay period to a maximum of 15 days per year. Employees with more than 10 years of service with the City will accrue an additional .31 hours per pay period for each year of service starting the eleventh (11) year up to twenty (20) years. The maximum accrual for thosc with morc than tcn (10) ycars f scrvicc is 320 hours r forty (10) days. Currcnt cEmployees hired before April 26, 2016 may carry over twice their annual vacation -earning rate up to 320 hours. will be f rfcitcd unlcss thcr provisions arc madc by thc city Administrator. Employees hired after thc datc f this agrccmcntApril 26, 2016 may carry over twice their annual rate of vacation up to 30 days or 240 hours. Any unused vacation time in excess of this amount will be forfeited unless other provisions are made by the city Administrator. Regular full-time employees must use at least five (5) days of vacation time during each year of City employment. The word "day" implies a nominal eight-hour shift. B. Requests. Vacation time must be requested at least forty- eight (48) hours in advance. Vacation requests must be approved by the city administrator and may be denied in the event of an emergency or if taking a vacation at that time would'impair the City's ability to carry out its business. C. Legal Holidays during Vacation. Whenever a legal holiday falls on a working day during an employee's vacation, that holiday will not be counted as a vacation day. D. Any employee leaving the City in good standing shall be compensated for vacation leave accrued and unused to the date of separation. ARTICLE 15: INSURANCE All regular full and part-time employees may be covered by a group health, dental, life, short-term disability and long-term disability insurance plan as approved, from time to time, by the City Council. A portion of the monthly premium costs of such insurance plan may be paid by the Municipality, such portion to be negotiated by the EMPLOYER and the UNION. The balance of the premium costs shall be paid by the employee. The Employer will also offer a deferred compensation plan. The Employer will provide, as part of the group insurance plan, basic life insurance coverage equal to the annual salary of the employee, up to $50,000 of annual salary and basic long-term 15 disability insurance. Additional units of insurance may be purchased by the employee as permitted by the Insurance Carrier. Effective January 1, 201-8, the Employer will increase by thirty fivcfifty dollars ($3550.00) per month, its maximum contribution to the cost of group insurance. The City will contribute up to a maximum of ninc hundrcdone thousand thirty-five ($41,035) per month per employee for group health, dental, life, short-term and long-term disability insurance. Effective January 1, 2014-9, the Employer will increase by fifty dollars ($50.00) per month, its maximum contribution to the cost of group insurance. The City will contribute up to a maximum of nine hundrcdone thousand eighty-five dollars ($-98-1,085) per month per employee for group health, dental, life, short-term and long-term disability insurance. Effective January 1, 2020, the Employer will increase by fifty dollars ($50.00) per month, its maximum contribution to the cost of group insurance. The City will contribute up to a maximum of one thousand one hundred thirty-five dollars ($1,135) per month per employee for group health, dental, life, short-term and long- term disability insurance. Should the employee's insurance selections total less than the Employer's maximum contribution, the employee may contribute the unused compensation in a deferred compensation plan, health savings accounts, or health care savings plan. The Employcr reserves thc right to modify health insurance provisions of this Agreement in thc event thc Employcr is subject to a pcnalty, tax, finc, or incrcascd cost as a result of thc requirements f thc Affordable Caro Act. The Employer and the Union mutually agree to re -open this contract annually in the years 2018-2019 to negotiate health insurance costs/contributions for the years of 2019-2020. The re - opener is exclusive to Article 15. Should the parties fail to reach an agreement on the terms of Article 15 though good -faith negotiations, the parties mutually agree to refer the issue to interest based arbitration. The Employer and the Union further agree to engage in labor- management discussions and planning with regard to future citywide health insurance offerings. In the event health insurance provisions of this agreement fail to meet the requirements of the Affordable Care Act and its related regulations, the Union and the Employer will meet immediately to negotiate alternative provisions. Should the Affordable Care Act and/or changes to the Affordable Care Act and 16 its related regulations cause the Employer to be subject to a penalty, tax, or fine, the Union and the Employer will immediately meet and, upon written mutual agreement of the parties, negotiate alternative provisions. DEFERRED COMPENSATION Should an employee have their primary insurance provided by an outside entity, such as a spouse's employer, the employee may elect for contributions to a deferred compensation fund in an amount based on benefit eligibility. In order to qualify, the employee must provide proof of insurance. Each month, the Employer shall pay into full time employees' deferred compensation funds an amount equal to the cost provided for group insurance as described in Article 15. Part time employees' deferred compensation will be proportional to their benefit eligibility. At no time can the cost to the Employer for group insurance plus deferred compensation exceed the maximum insurance contribution defined in Article 15. ARTICLE 16: WAGES Step System: Employees shall receive a one step increase at 6 months, and another step at the anniversary of their first year of employment. Employees will receive a one increment increase annually thereafter upon the anniversary of their hire up to the 5th step. 201-68 Pay Increase: Employees shall receive a 3% pay increase effective January 1, 201-68. 20149 Pay Increase: Employees shall receive a 3% pay increase effective January 1, 20149. 2020 Pay Increase: Employees shall receive a 3% pay increase effective January 1, 2020. ARTICLE 17: AUTO -ALLOWANCE Employees authorized to use their personal vehicles on City business will be reimbursed for vehicle expenses at rates set under federal guidelines. When employees possess specialized equipment (snowplows, bobcats, etc.), the City cannot require employees to donate the use of that equipment, and must negotiate a rental fee that is acceptable to employees. 17 ARTICLE 18: UNIFORMS The employer will provide appropriate uniforms, outer clothing and footwear required by OSHA to field workers (pants and shirts). The employer will provide two city logo shirts to non - field employees each year. ARTICLE 19: SICK LEAVE Sick leave may be used as earned upon appointment to City employment. A. Accrual. 1. Sick leave will bc accrued for all currcnt, regular full- time employees hired before April 26, 2016 at the rate of one (1) day per calendar month and may be accrued to a maximum of ninety (90) days. 2. Sick leave will accrue for employees hired adoption of this agrccmcntApril 26, 2016 at a (1) day per calendar month and may be accrued of sixty (60) days. after the rate of one to a maximum B.Use of Sick Leave. 1. When an employee is unable to perform work duties due to illness or disability (including pregnancy). 2. For medical, dental or other care provider appointments. 3. When an employee has been exposed to a contagious disease of such a nature that his/her presence at the work place could endanger the health of others. 4. To care for the employee's injured or ill including stepchildren or foster children, reasonable periods as the employee's attendance child may be necessary. 5. To take children, or other family members to dental or other care provider appointments. 6. To care for an ill spouse, father, mother, brother. children, of such with the medical, sister or B.C. Sick leave may bc used only in the event f personal illness; legal quarantine; disability; emergencies such as death or serious illness in an employee's immediate family; or to care for a sick minor child. An employee must request sick leave from his or her immediate supervisor before the start of the employee's workday on each day -sick leave is used. An employee may be requested to file a physician's statement, signed by the physician and the employee, indicating the nature of his or her illness. 18 GD. Upon separation of employment from the Employer, for any reason other than discharge for just cause, the employee or their designated beneficiary shall be paid one-half (1/2) of all unused accumulated sick leave, provided that the employee has ten (10) years of continuous service with the employer at the time of separation. -E.Employees may contribute up to four (4) days of sick leave annually to a health care savings plan after the probationary period has been satisfactorily completed. ARTICLE 20: FUNERAL LEAVE An employee receives three (3) days paid leave to attend to the funeral of a member of the employee's immediate family. Funeral leave must be taken on consecutive working days, one of which is the day of death or the day of the funeral. If extended time is necessary, such time may be granted by the City Administrator and will be taken as sick, vacation, unpaid or a combination thereof. ARTICLE 21: LEAVE OF ABSENCE WITHOUT PAY Upon request, a leave of absence without pay may be granted by the City Council for a period of up to ninety (90) days for regular full-time employees. ARTICLE 22: COURT DUTY Any regular full-time or regular part-time employee who is required to serve as a juror or as a witness in court regarding City business shall be granted leave with pay while serving in such capacity. Upon completion of jury duty, the employee shall reimburse the City for the amount of jury duty pay, less the amount received for traveling expenses. ARTICLE 23: MILITARY LEAVE All employees subject to Minnesota Statute Section 192.26 or 192.261 or U.S.C.A., Title 38, Section 2021 are entitled to the benefits and conditions listed therein. ARTICLE 24: ELECTION DAYS Any employee who is entitled to vote in any statewide general election or at any election to fill a vacancy in the office of representative in Congress, may absent himself/herself from his/her work for the purpose of voting during such election day for a period not to exceed two (2) hours without deduction from salary on account of such absence, provided the employee has made 19 prior arrangements for the absence with the EMPLOYER. Any employee making claim for time off for voting and not casting a ballot or utilizing the time off for unauthorized purposes shall be subject to disciplinary action. ARTICLE 25: SCOPE OF AGREEMENT A. This AGREEMENT shall represent the complete agreement between the UNION and EMPLOYER. The parties acknowledge that during the negotiations which resulted in this AGREEMENT each had the unlimited right and opportunity to make requests and proposals with respect to any subject or matter not removed by law from the area of collective bargaining, and that the complete understandings and agreements arrived at by the parties after the exercise of that right and opportunity are set forth in this AGREEMENT. B. Therefore, the EMPLOYER and the UNION, for the life of this AGREEMENT each voluntarily and unqualifiedly waives the right and each agrees that the other shall not be obligated to bargain collectively with respect to any subject or matter referred to or covered in this AGREEMENT or with respect to any subject or matter not specifically referred to or covered in this AGREEMENT, even though such subject or matter may not have been within the knowledge or contemplation of either or both of the parties at the time that they negotiated or signed this AGREEMENT. ARTICLE 26: DURATION A. This contract shall become effective January 1, 201-68 and shall continue in full force and effect up to and including December 31, 201720. B. Any and all prior agreements, resolutions, practices, policies, rules and regulations regarding terms and conditions of employment, to the extent inconsistent with the provisions of this contract, are hereby superseded. C. Either party desiring to terminate or modify this contract must notify the other party in writing at least thirty (30) days prior to December 31, 2-412020 for wages and conditions of employment for calendar year 2017 2021 or beyond. A notice of desire to modify this contract shall set forth specifically all proposed modifications sought by the party and all clauses of this contract for which no modification is sought shall be renewed automatically. 20 D. Negotiations with respect to proposed modifications may commence at any time after notice of proposed modifications has been given. ARTICLE 27: SAVINGS CLAUSE This AGREEMENT is subject to the laws of the United States, the State of Minnesota, and Ramsey County. In the event any provisions of this AGREEMENT shall be held to be contrary to law by a court of competent jurisdiction an administrative ruling, or legislation or administrative regulation, such provision shall be voided. All other provisions shall continue in full force and effect. Upon written request of either party, the parties shall meet and negotiate on a substitute provision for the voided provisions. UNION By: By: Dated: Crystal Kreklow, AFSCME Co. 5, Field Representative Dated: David Hinrichs, Public Works Coordinator, City of Lauderdale CITY OF LAUDERDALE By: Dated: Mary Gaasch, Mayor, City of Lauderdale By: Dated: Heather Butkowski, City Administrator, City of Lauderdale 21 LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion Action Resolution Work Session X Meeting Date October 10, 2017 ITEM NUMBER STAFF INITIAL Roselawn/Eustis Street APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: Darren Amundsen, City Engineer, will be at the meeting to discuss items related to the juris- dictional transfer of Eustis Street and Roselawn Avenue. The discussion will determine what the city engineer's next steps are. First, we should discuss whether there are questions or concerns about taking ownership of the roads. The primary reasons to take ownership of the roads are to control traffic and the road maintenance schedule. The primary reason not to take ownership of the road is the on- going cost. If the cons outway the pros, the Council can decide not to move ahead. If the Council wants to proceed, the next item is to identify what street sections to take back and the Council's vision for improvements. For planning purposes, the streets can be con- sidered in three different sections. They are Roselawn Avenue, Eustis north, and Eustis south. North and south Eustis are separated by Larpenteur Avenue. Roselawn Avenue Roselawn Avenue from the dead-end west of Walnut to Fulham is under consideration. This section of road is relatively "new" and likely will not require full reconstruction. Fur- ther pavement assessment and rehabilitation options would be included in cost estimates if the council wishes to move forward with this section. It is assumed that the storm sewer repairs and minor curb repairs will be needed. However, the road width would remain as it is today. Eustis North At a minimum, the plans for Eustis north of Larpenteur will include rebuilding the road base, new road surface, curb and gutter, and storm water drainage improvements. Addition- al options are sidewalks or changes to the road width to accommodate pedestrians and/or bikers. Included in the packet is the memo we have looked at a number of times about road widths and storm water requirements triggered when widening the road. In discussions with residents, there has been chatter around whether there is a need for side- walks and other pedestrian accommodations. Staff believe at the heart of these comments is a desire to make the road be and feel safer for pedestrians and that is why some think the answer is in sidewalks, others a shoulder, others marked crossing points. If the City takes DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: the road back, the City will control the pedestrian experience. Eustis' purpose in the eyes of the County is to move automobile traffic at the expense of other considerations. Staff antici- pate the Council will want Eustis to have a similar look, feel, and drive pattern to other city streets. This would likely include stops signs or (signaled) pedestrian crossings. These changes may alter the driving habits of those using Eustis as a cut through to TH280. If so, the need for pedestrian accommodations may lessen. At this point, the city engineer needs to know whether to include sidewalks in calculating the project costs as it has an impact on storm water improvements and costs. If not, does the Council want to consider memo option #3 to widen the road by approximately two feet to accommodate a four foot shoulder for pedestrians and bikers? If not, the road would remain at approximately 34 feet wide. Eustis South Eustis Street south of Larpenteur Avenue will include rebuilding the road base, new con- crete curb and gutter, storm sewer improvements, and a sidewalk from Idaho to the southern city limits. The road width would remain relatively the same. Storm sewer improvements could be coordinated with the potential Seminary Pond project and adjacent property own- ers. Next Steps If the Council wants to proceed with negotiating for the transfer of the roads, the city engi- neer will put some preliminary cost estimates together so we can compare the costs to what the County is offering. Preliminary cost estimates can be done relatively quickly and brought back to the Council in a memo for further discussion. This would be enough to continue keeping discussions with Ramsey County moving forward. If the Council is interested in moving the project along a little faster, the city engineer could pull together a project specific cost estimate. This may include doing some additional test- ing of the road or televising of the storm sewer system to determine what may or may not need to be replaced. If the Council wants to be more aggressive, the city engineer could begin drafting the feasi- bility study necessary for a "429 Project." 429 refers to the portion of Minnesota Statute that allows for special assessments. To cover costs beyond the scope of what is expected from the County, special assessments would likely be necessary. Stantec Memo To: Heather Butkowski From: Kellie Schlegel Lauderdale City Administrator St. Paul Office File: Eustis Street Date: February 3, 2017 Reference: Eustis Street Typical Sections: Larpenteur Avenue to Roselawn Avenue In conjunction with potential future improvements to Eustis Street, we have identified three typical section options for Eustis Street north of Larpenteur Avenue and south of Roselawn Avenue. In general, the existing right of way on this segment is 60', with the exception of the block from Larpenteur to lone, where it is 70'. The existing roadway is approximately 34' from face of curb to face of curb (face to face) with narrow parking lanes on each side. Below is a summary of the watershed district requirements for street reconstruction projects, followed by descriptions of three typical sections and the implications and considerations for each typical section. Rice Creek Watershed District Permit Requirements Effective January 1, 2017, the Rice Creek Watershed District implemented new, less -restrictive rules regarding permit requirements for roadway improvement projects. Any linear (street) project that results in 10,000 square feet or more of newly -created impervious surface area will require a permit from the Rice Creek Watershed District, and compliance with its Stormwater Management requirements. Sidewalks that are 10' wide or less, and have at least 5' of vegetated area down - gradient (boulevards) are exempt from this threshold. The required water quality treatment volume for a public linear project is 3/4" of rainfall over the area of newly -created impervious surface, less any exceptions such as sidewalks adjacent to boulevards as mentioned above. Filtration basins with draintile are one option that will provide the required on-site stormwater treatment. These are generally constructed behind the curb and are approximately 10' wide. As the on-site soils are likely not well -draining, draintile would be installed beneath the filtration basin to discharge filtered runoff to the storm sewer system. Typical Sections - Full Street Reconstruction Three potential typical section options for a full roadway reconstruction are described below. See attached Figure for the typical sections. Option 1: Parking and sidewalk on both sides. With this option, the recommended street width is 40' face to face. This will allow for 8' parking lanes on each side, as well as 12' wide thru lanes. The recommended minimum boulevard width is 5', and recommended minimum sidewalk width is 5'. This option would require widening the existing roadway by approximately 6', as well as adding 5' boulevards and 5' walks on both sides. This typical section would exceed the existing 60' right of way width by approximately 2'. Therefore, additional right of way may need to be acquired. A narrower boulevard could be considered, but this would in turn eliminate the watershed exemption for the sidewalk, thus requiring more Design with community in mind sk v:\1938\active\193801702\communications\correspondence\eustis street\mem_butkowski_schlegel'eustis street typical section _rev 2.3.17.docx CIO Stantec February 3, 2017 Heather Butkowski Page 2 of 3 Reference: Eustis Street Typical Sections: Larpenteur Avenue to Roselawn Avenue stormwater treatment volume. Another consideration with this option is the limited amount of room behind the curb for filtration basins. Curb bumpouts could be utilized at intersections to provide additional area for these basins, or additional right of way could be obtained to allow for wider boulevards. This option would add an additional 6' to the existing roadway width, resulting in approximately 15,600 SF of newly -created impervious surface, therefore triggering the watershed's stormwater management rule. Option 2: Parking on 1 side and sidewalk on 1 side. With this option, the recommended street width is 34' face to face, which is very similar to the existing street width, and would therefore not trigger the watershed's stormwater management rule. A 34' wide roadway will allow for a single 8' parking lane, as well as 12' wide thru lanes, and a 2' wide curb reaction distance between the thru lane and the curb. A 5' sidewalk with a minimum 5' boulevard could be constructed on one side of the street (or potentially both sides of the street). Additional right of way would not be required with this option. Option 3: Parking on 1 side and shoulder on 1 side. With this option, the recommended street width is 36' face to face. This will allow for an 8' parking lane on one side of the roadway, and a 4' wide striped shoulder on the other side of the roadway, and 12' drive lanes. The proposed roadway width would be approximately 2' wider than the existing width. However, the amount of newly -created impervious area would be less than the 10,000 square feet trigger, and stormwater management would not be a requirement. Table 1 below shows approximate treatment volumes that would be required for each option, assuming the reconstruction of approximately 2600' of roadway. Table 1: Stormwater Treatment Volume Existing Roadway - Bituminous Mill and Overlay Another roadway improvement option is a bituminous mill and overlay. This improvement generally keeps the existing concrete curb and gutter (with some minor spot repairs as necessary), and replaces only the upper layer of pavement. With this improvement option, Typical Section Option 2 above would fit well within the existing curb footprint (34' wide). A mill and overlay on a linear project would not trigger the Rice Creek Watershed District stormwater requirements; therefore, filtration basins or other BMPs would not be required. A sidewalk with a 5' boulevard could also be added to one or both sides without triggering stormwater requirements. Design with community in mind sk v:\1938\active\193801702\communications\correspondence\eustis street\mem_butkowski_schlegelAeusiis street typical section_rev 2.3.17.docx Option 1 Option 2 Option 3 Treatment Volume Required 975 CF 0 CF 0 CF Existing Roadway - Bituminous Mill and Overlay Another roadway improvement option is a bituminous mill and overlay. This improvement generally keeps the existing concrete curb and gutter (with some minor spot repairs as necessary), and replaces only the upper layer of pavement. With this improvement option, Typical Section Option 2 above would fit well within the existing curb footprint (34' wide). A mill and overlay on a linear project would not trigger the Rice Creek Watershed District stormwater requirements; therefore, filtration basins or other BMPs would not be required. A sidewalk with a 5' boulevard could also be added to one or both sides without triggering stormwater requirements. Design with community in mind sk v:\1938\active\193801702\communications\correspondence\eustis street\mem_butkowski_schlegelAeusiis street typical section_rev 2.3.17.docx Stantec February 3, 2017 Heather Butkowski Page 3 of 3 Reference: Eustis Street Typical Sections: Larpenteur Avenue to Roselawn Avenue Utility Improvements Utility improvements or repairs within the right of way could be completed under any of the above reconstruction options or the mill and overlay. These utility improvements would not likely result in any additional impervious area, and therefore not trigger any additional stormwater permitting requirements from the Rice Creek Watershed District. Please review the above options and typical sections as shown on the attached figure. If you have any questions or need further information, please let me know. Sincerely, STANTEC CONSULTING SERVICES INC. Kellie Schlegel Engineer Phone: (651) 604-4734 Fax: (651) 636-1311 kellie.schlegel@stantec.com Attachment: Figure 1: Typical Sections - Eustis Street c. Darren Amundsen, Stantec Design with community in mind sk v:\1938\active\193801702\communications\correspondence\eustis street \mem_butkowski_schlegeheustis street typical section_rev 2.3.17.docx 0.7' WEST R/W 8' 12' 12' 8 PARKING THRU LANE THRU LANE PARKING EAST R/W 0.7' WEST R/W OPTION 1: PARKING AND SIDEWALK ON BOTH SIDES NOT TO SCALE 30' CF. 30' EAST R/W 10' WEST R/W 20' 4' 8' 12' 12 2' PARKING THRU LANE THRU LANE THRU LANE 5' 5' 5.3' BLVD WALK OPTION 2: PARKING ON 1 SIDE AND SIDEWALK ON 1 SIDE NOT TO SCALE 30' 30' EAST R/W 10' 6' 8 12 12' 4' _ 1 PARKING THRU LANE THRU LANE SHOULDER 14' OPTION 3: PARKING ON 1 SIDE AND SHOULDER ON 1 SIDE NOT TO SCALE TYPICAL SECTIONS - EUSTIS STREET r LAUDERDALE, MN EUSTIS STREET IMPROVEMENTS DATE: 2/2/2017 r�u FIGURE: 1 PROJ. NO.: 193801702 2335 Highway 36W S}_ Pout MN 55113 snvwslanfec.com LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion Action Resolution Work Session X Meeting Date October 10, 2017 ITEM NUMBER Goal Setting STAFF INITIAL APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: The Council continues to discuss goals and projects for the upcoming year. Building off of last meeting's conversation, following are staff s suggestions for Environmental Steward- ship. Please bring feedback on these goals and your own thoughts on goals to work on in the upcoming year. STAFF RECOMMENDATION: Seminary Pond Phosphorus Reduction Project • L trat 0) Z ._ .0) led • 0) on north side of Community Park • Achieve Green Steps City Level 3 • 0 .V a) id waste col Ji