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HomeMy WebLinkAbout01/13/2009LAUDERDALE CITY COUNCIL MEETING AGENDA TUESDAY, JANUARY 13, 2009 7:30 P.M. CITY HALL 1891 WALNUT STREET 1. ROLL CALL 2. APPROVAL OF THE AGENDA 3. APPROVALS a. Minutes of the December 9, 2008, City Council Meeting. b. Minutes of the December 30, 2008, Special City Council Meeting. c. Claims totaling $506,657.91. 4. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE COUNCIL 5. CONSENT a. 2009 Designation of Official Newspaper b. 2009 Gas Station, Tree, Mechanical, Cigarette, and 3.2 Liquor Licenses c. Extension of Colleen Callahan as Temporary Deputy City Clerk d. Designate 2009 Mayor Pro Tem e. Accept $1,500 Donation from the Twin City's Chinese Christian Church f. Accept Sam's Club Donations for Community Events g. Creation of an Elected Officials Out -of -State Travel Policy h. Amendments to the Personnel Policy — Section 15: Travel and Related Expenses i. 2009 Employees Wages j. Destruction of City Council & Committee Recordings k. PCIC Minutes 1. Updates to City Vehicle Use Policy m. Lions Club Donation Request 6. SPECIAL ORDER OF BUSINESS/RECOGNITION/PROCLAMATIONS 7. PUBLIC HEARINGS Public hearings are conducted so that the public affected by a proposal can have input in to the decision. 8. REPORTS a. Snow*Commotion 9. DISCUSSION /ACTION a. Social Room Use Policy Updates b. 2009 Fee Schedule c. Sound Wall Color 10: ITEMS REMOVED FROM THE CONSENT AGENDA 11. ADDITIONAL ITEMS 12. SET AGENDA FOR NEXT MEETING a. 2009. Committee Appointments b. Request by V. Matheny for Former Lift Station Property near 1974 Walnut Street c. Request by Rosehill Townhome Association Regarding the Nature Area Stairs/Bridge d. 2009 Cable Equipment Improvements e. Garbage Hauler Licensing 13. WORK SESSION a. Eustis Street Feasibility Study Update 14. ADJOURN LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Pagel of 4 December 9, 2008 Mayor Dains called the meeting to order at 7:30 p.m. Councilors present: Lara Mac Lean, Denise Hawkinson, Karen Doherty, Clay Christensen, and Mayor Jeff Dains. Staff present: Heather Butkowski, City Administrator; Jim Bownik, Assistant to the City Administrator. Mayor. Dains asked for additions, deletions, or changes to the meeting agenda. Mayor Dains added annual employee recognition to the agenda. Councilor Hawkinson moved to approve the agenda with the addition. Councilor Mac Lean seconded the motion and it passed unanimously. Councilor Christensen moved approval of the November 25, 2008, City Council minutes. Councilor Mac Lean seconded the motion and it passed unanimously. Councilor Hawkinson moved approval of the claims totaling $74,205.94. Councilor Mac Lean seconded the motion and it passed unanimously. Mayor Dains asked if members of the public wished to address the Council. No one was present to address the Council. Mayor Dains asked if councilors wished to remove items from the consent agenda. Councilor Doherty removed the item concerning 2009 depositories and investment institutions. Councilor Hawkinson moved the consent agenda approving 2009 rental housing licenses, 2009 investment policy, 2009 city council meeting schedule, emergency radio grant application to Metropolitan Emergency Services Board (MESB), resident reimbursement arrangement with the cities of Falcon Heights and Roseville, PCIC minutes from November 17, and pay request #3 in the amount of $2,780.46 to Dunaway Construction for hockey rink improvements. Councilor Christensen seconded the motion and it passed unanimously. Bownik presented information on the proposed changes to Lauderdale ordinance Title 9, Chapter 7 and Title 10, Chapter 8. The ordinances currently regulate the construction and location of fences. Bownik explained the changes would expand application of the LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 2 of 4 ordinances to retaining walls. The change was a need identified by the Council at a previous meeting. Mayor Dains opened the public hearing at 7:38 p.m. As no one was present to address the Council, the public hearing was closed at 7:39 p.m. Mayor Dains noted the setbacl< for garages running parallel to the alley is three feet, so this set back of two feet seemed reasonable. He asked Bownik if residents could still apply for variances in case of hardship. Bownilc responded they could. Councilor Christensen moved Resolution 120908C — A resolution authorizing publication of summary ordinance No. 08-02 by title and summary. Councilor Doherty seconded the motion and it passed unanimously. At the previous meeting, Butkowski provided summary budget information and the Council held a public hearing. No changes were proposed at the time and the final budget as presented in the Council packet did not reflect any changes. hi light of proposed cuts to local govenunent aid (LGA), Butkowski asked the Council if they would consider a special meeting before the end of the year if the aid was cut. Mayor Dains wanted to keep the option open. Councilor Christensen moved Resolution 120908B — A resolution approving the 2009 budget and levying 2008 taxes payable in 2009 in the amount of $558,381. This includes an estimated fiscal disparities amount of $101,843 but no debt levy for the 2000, 2002, or 2003 general obligation bonds. Councilor Doherty seconded the motion and it passed unanimously. Mn/DOT previously requested the Council choose a color for the signal posts on the new TH280 Bridge; the Council chose architectural brown. Subsequently, other Mn/DOT officials informed city staff that the new styles of posts made from galvanized steel and anodized aluminum are best left unpainted. They asked the Council to reconsider the previous request for painted posts. The brown posts would now cost the City $5,000. Additionally, Mn/DOT requests the Council consider the traffic control agreement for the new traffic control signals for the TH280 Bridge. The City is required to contribute $6,480 to the Emergency Vehicle Pre-emption (EVP) system. Councilor Doherty moved Resolution 120908D — A resolution approving Mn/DOT agreement No. 93699R to remove the existing temporary traffic control signals and install new traffic control signals with street lights, emergency vehicle preemption, LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 3 of 4 interconnect, and signage on Trunk Highway 280 and County State Aid Highway 30 (Larpenteur Avenue). Councilor Mac Lean seconded the motion and it passed unanimously. Councilor Christensen moved to request Mn/DOT not paint the TH280 Bridge signal posts architectural brown; instead they request they be left unpainted galvanized steel and anodized aluminum. Councilor Doherty seconded the motion and it passed with Councilors Hawkinson, Mac Lean, Doherty, and Christensen voting yes, and Mayor Dains voting no. The Council continued the discussion from the previous meeting regarding ways to celebrate Lauderdale's 601h anniversary. Mayor Dains describes how the 50`' anniversary was celebrated including speeches from state and federal representatives at Day in the Park. Councilors continued to feel that Day in the Park was the most appropriate event to celebrate the anniversary. The Council suggested staff contact state representatives Greiling and Marty, Governor Pawlenty, and congressional representatives McCollum and Klobuchar. Additionally, the PCIC will be asked for their feedback and ideas. Mayor Dains asked whether a budget should be set for the event. Councilors Mac Lean and Christensen felt the event should stay within the current budget set for Day in the Park. Along with that, Councilor Doherty suggested moving ahead with the low-cost items listed on the council memo. These included highlighting the anniversary on the city's community television channel, website, newsletter, and stationary in addition to discussing article opportunities with the Roseville Review and Park Bugle. Mayor Dains also suggested having CTV do a program on Lauderdale's yearlong celebration. Moving to the next agenda item, Butkowski explained that staff member Colleen Callahan worked in recreation programming for a number of years and suggested opportunities to partner with neighboring communities to bring more recreation programming here. Her memo explained some of the options available and she asked the Council whether they would like her to pursue these opportunities.. After sortie discussion, the Council would like staff to bring back more information about specific programs and their costs for further consideration. They like the idea of working with the City of Roseville as Lauderdale is part of the Roseville School District and Lauderdale kids have relationships with other kids in the Roseville area. Councilor Doherty removed the agenda item naming the 2009 depository and investment institutions due to a work-related conflict of interest. There was no further discussion on the item. LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 4 of 4 Councilor Christensen moved Resolution 120908A — A resolution designating Lauderdale's official depository and investment institutions for 2009. Councilor Hawkinson seconded the motion and it passed with Councilors Hawkinson, Mac Lean, Christensen, and Mayor Dains voting yes, and Councilor Doherty abstaining. Mayor Dain added employee recognition to the agenda. He noted that the City Council traditionally offers a bonus holiday each year to staff members in recognition of their work throughout the year. He proposed the same for this year if the Council agreed. Councilor MacLean moved to provide each employee a recognition day be used between December 10 and January 31, 2009. Councilor Doherty seconded the motion and it carried. Butkowski read the agenda -items for the next meeting which include: 2009 committee appointments, 2009 official newspaper, 2009 gas station, tree, mechanical, cigarette, and 3.2 liquor licenses, travel policies, 2009 employee wage adjustment, 2009 fee schedule, and request by V. Matheny regarding the former lift station near 1974 Walnut Street. The Council moved into the work session. Mayor Dains asked that a discussion on lot sizes and lot splits be added to the agenda. He said he felt the decision at the previous meeting allowing the Rysgaards to build on a 37 foot lot was precedent setting and wanted to revisit the rational used to make the decision. He noted that previous comprehensive plan steering committee felt the goal should be to create bigger lots, but in this case a smaller lot was created. BoNvnik addressed the Council. He said the current zoning ordinance allows residents to fairly simply divide their lots once consolidated. In the Rysgaard case, however, the existing house encroached on the proposed new lot which necessitated a replat. He questioned whether the ease in which residents can consolidate and divide lots ultimately ran counter to the goal of larger lots within Lauderdale. Councilor Hawkinson moved to adjourn the meeting. Councilor Mac Lean seconded the motion and it carried. The meeting adjourned at 8:22 p.m. Respectfully submitted, Heather Butkowski City Administrator LAUDERDALE CITY COUNCIL SPECIAL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 1 of 3 December 30, 2008 Mayor Dains called the special meeting to order at 7:40 p.m. Councilors present: Lara Mac Lean, Denise Hawkinson, Karen Doherty, Clay Christensen, and Mayor Jeff Dains. Staff present:. Heather Butkowski, City Administrator; Jim Bownik, Assistant to the City Administrator. Mayor Dains asked for changes to the meeting agenda. There being none, Councilor Christensen moved to approve the agenda. Councilor Doherty seconded the motion and it passed unanimously. Mayor Dains explained to the audience that the meeting was being held to discuss the impact of the 2008 unallottment of local government aid (LGA) and to plan for cuts to Lauderdale's 2009 LGA. Butkowski told the Council the 2008 unallottment totaled $41,406. She said due to staffing changes and cost saving measures throughout the year, the preliminary year-end numbers showed the City would likely have a $40,000 surplus prior to the aid cuts; therefore, the 2008 unallottment would be manageable within the current budget. While the budget would still balance, she reminded the Council that year-long cost saving measures generally result in a small surplus that is transferred to capital improvement funds and that is how the City saves for long-term improvements to the roads, sewers, and parks. This would not happen in 2008 as anticipated due to the unallottment. Butkowski then discussed options for managing cuts to 2009 LGA. She presented a handout showing the tools the Council has to manage further aid cuts. Among the options are cutting expenses/services, raising fees, forgoing planned budget transfers and capital improvement projects, and drawing down reserves. The sheet showed a targeted cost savings of $150,000. While the extent of 2009 cuts are not know, she said that a 25% reduction seemed a possible target and one being contemplated by Falcon Heights. Mayor Dains introduced State Representative Mindy Greiling, who had been invited by the Council to participate in the discussion. Representative Greiling acknowledged the severity of the situation. She said she attributes a third of the state deficit to accounting shifts and gimmicks such as not budgeting for inflation. The other two-thirds reflects the condition of the national LAUDERDALE CITY COUNCIL SPECIAL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 2 of 3 economy. She said the legislature has three ways to balance the budget: spending cuts, reorganization, and raising taxes, but it appeared the governor would only consider the first two options. She said she remains optimistic that the size of the debt will result in greater creativity and reform. The Mayor told Greiling his major concern was that no one saw this coming. The Council modestly raised the levy but could have dealt with some of the issues through property taxes if it had known in advance. He also felt local government was the most responsible and responsive level of government and doesn't like the innuendos made by other levels of government. The Mayor then asked Greiling about the impact to schools. Greiling said Minnesota used to be in the top five to ten percent in education spending but now runs middle of the pack. She sees a correlation between then and now when Minnesota used to be more insulated from fluctuations in the national economy due to its educated workforce. After Representative Greiling left the meeting, the Council continued the budget discussion. Among the discussion topics were Larpenteur Avenue redevelopment, planned park improvements, the police contract, and office equipment upgrades. Councilor Mac Lean asked if the Council should address the budget at the end of each quarter in order to assist in decision making. She said right now decisions are hard to make as the extent of cuts remains unknown. Butkowski said staff would plan for that. Ultimately, the Council may not know until the legislature ends what the cuts will be and then the Council will be able to address shortfalls through transfers from capital improvement funds if they chose. Councilor Doherty asked about options for reconstructing Eustis Street since construction costs should be lower and so are interest rates. Staff said they would look into it as well as options for retiring existing bond debt with TIF funds. Next, the Council learned that staff planned to add a page to the newsletter, change the paper used, and publish it four instead of six times per year for an additional cost savings of $2,000 per year. The Council tools action on two items to implement cost saving measures from the start of the year. First, the Council discussed the option to save approximately $8,000 to $9,000 by forgoing the Roseville Review delivery subsidy. Instead, the City will pay for public notice publishing at the Review's regular rate. Falcon Heights pays approximately $1,000 per year and staff anticipates the same for Lauderdale. LAUDERDALE CITY COUNCIL SPECIAL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 3 of 3 Councilor Doherty moved to stop subsidizing the delivery of the Roseville Review. Councilor Hawkinson seconded the motion and it passed unanimously. Second, the Council considered whether the budget allowed the deputy city clerk position to be filled. Staff published the job opening and received 18 applications, but wanted Council input before moving ahead with the interview process. Staff didn't want to put the City in a position to hire a new deputy clerk and then find out in June that the budget cuts didn't allow for the position. The Council discussed the item and agreed that it, was prudent to know the extent of budget cuts before malting staffing decisions. Councilor Doherty moved to notify applicants that the hiring process for the deputy clerk position had been put on hold until June when the Council expects to know the impact of 2009 LGA cuts if Colleen Callahan would agree to fill in as needed. Councilor Mac Lean seconded the motion and .it passed unanimously. Councilor Christensen moved to adjourn the meeting. Councilor Hawkinson seconded the motion and it carried. The meeting adjourned at 8:55 p.m. Respectfully submitted, Heather Butkowski City Administrator CITY OF LAUDERDALE CLAIMS FOR APPROVAL January 13, 2009 City Council Meeting Payroll 12/12/08 Payroll: Direct Deposit # 500660-500664 $7,202.11 12/12/08 Payroll: Payroll Liabilities, e -payments 313E -315E $5,162.01 12/26/08 Payroll: Direct Deposit # 500665-500677 $9,178.89) 12/26/08 Payroll: Payroll Liabilities, e -payments 316E -319E $6,547.95 01/09/09 Payroll: Payroll Deposit #500678-500685 $7,922.58 1/09/09 Payroll: Payroll Liabilities, e -payments 323E -325E $5,342.56 Vendor Claims 12/16/08: Check #s 19493-19502 $4,819.75 12/30/08: Check #s 19503-19518 $10,794.55 011309: Check #s 19519-19528 $9,730.63 111309: Check #s 19534-19543 $90,874.38 Debt Service 2000A Bond Payments (principal/interest) e -payments 1/26/09 320E $111,910.00 2002A Bond Payments (principal/interest) e -payments 1/26/09 321 E $131,226.25 2003A Bond Payments (principal/interest) e -payments 1/26/09 322E $105,946.25 Total Claims for Approval $506,657.91 CITY OF LAUDERDALE 12/12/0810:03 AM Page 1 *Claim Register© 121208payrl Pre -Written Checks $5,162.01 Checks to be Generated by the Compute $0.00 Total $5,162.01 DECEMBER 2008 Claim Type Direct Claim# 611 NORTH STAR BANK, CHECKING S Ck# 000315E 12/12/2008 Cash Payment G 101-21701 FEDERAL TAXES 12/12/08 payroll $1,021.23 .Invoice Cash Payment G 101-21703 FICA WITHHOLDING. 12/12/08 payroll $1,738.30 Invoice Transaction Date 12/12/2008 NORTH STAR CHEC 10100 Total $2,759.53 Claim# 612 PERA Ck# 000314E 1 2/1 2/2008 Cash Payment G 101-21704 PERA 12/12/08 Payroll $1,186.91 Invoice Transaction Date 12/12/2008 NORTH STAR CHEC 10100 Total $1,186.91 Claim# 613 1CMA RETIREMENT TRUST - 457 Ck# 000313E 12/12/2008 Cash Payment G 101-21705 ICMA RETIREMENT 12/12/08 Payroll $1,215.57 Invoice Transaction Date 12/12/2008 NORTH STAR CHEC 10100 Total $1,215.57 Claim Type Direct Total $5,162.01 Pre -Written Checks $5,162.01 Checks to be Generated by the Compute $0.00 Total $5,162.01 CITY OF LAUDERDALE 01/07/09 1:53 PM Page 1 Payments Current Period: DECEMBER 2008 Batch Name 122608pyroll Payment Computer Dollar Amt $6,547.95 Posted Refer 629 ICMA RETIREMENT TRUST - 457 Ck# 000316E 12/26/2008 Cash Payment G 101-21705 ICMA RETIREMENT 12/26/08 Payroll $1,215.57 Invoice Transaction Date 12/26/2008 Due 0 NORTH STAR CHEC 10100 Total $1,215.57 Refer 630 PERA Ck# 000317E 12/26/2008 Cash Payment G 101-21704 PERA 12/26/08 Payroll $1,206.68 Invoice Transaction Date 12/26/2008 Due 0 NORTH STAR CHEC 10100 Total $1,206.68 Refer 631 NORTH STAR BANK, CHECKING S Ck# 000318E 12/26/2008 Cash Payment G 101-21703 FICA WITHHOLDING. 12/26/08 Payroll Taxes $2,087.14 Invoice Cash Payment G 101-21701 FEDERAL TAXES 12/26/08 Payroll Taxes $1,103.05 Invoice !;Transaction Date 12/26/2008 Due 0 NORTH STAR CHEC 10100 Total $3,190.19 Refer 632 MN DEPARTMENT OF REVENUE Ck# 000319E 12/26/2008 Cash Payment G 101-21702 STATE WITHHOLDING 12/08 State Withholding $935.51 ,Invoice ,Transaction Date 12/26/2008 Due 0 NORTH STAR CHEC 10100 Total $935.51 Fund Summary BATCH Total $6,547.95 10100 NORTH STAR CHECKING 101 $6,547.95 $6,547.95 Pre -Written Checks $6,547.95 Checks to be Generated by the Compute $0.00 Total $6,547.95 CITY OF LAUDERDALE 01/09/09 9:32 AM Page 1 Payments Current Period: JANUARY 2009 I rfi Pre -Written Checks $5,342.56 Checks to be Generated by the Compute $0.00 Total $5,342.56 Batch Name 010909pay Payment Computer Dollar Amt $5,342.56 Posted Refer 657 ICMA RETIREMENT TRUST - 457 Ck# 000323E 1/9/2009 Cash Payment G 101-21705 ICMA RETIREMENT 1/09/09 Payroll $1,203.08 Invoice Transaction Date 1/9/2009 Due 0 NORTH STAR CHEC 10100 Total $1,203.08 Refer 658 PERA Ck# 000324E 1/9/2009 Cash Payment G 101-21704 PERA 01/09/09 Payroll $1,185.35 Invoice Transaction Date 1/9/2009 Due 0 NORTH STAR CHEC 10100 Total $1,185.35 i Refer 659 NORTH STAR BANK, CHECKING S Ck# 000325E 1/9/2009 Cash Payment G 101-21703 FICA WITHHOLDING. 01/09/09 Payroll $1,869.44 Invoice i Cash Payment G 101-21701 FEDERAL TAXES 01/09/09 Payroll $1,084.69 Invoice Transaction Date 1/9/2009 Due 0 NORTH STAR CHEC 10100 Total $2,954.13 Fund Summary BATCH Total i $5,342.56 10100 NORTH STAR CHECKING 101 $5,342.56 $5,342.56 I rfi Pre -Written Checks $5,342.56 Checks to be Generated by the Compute $0.00 Total $5,342.56 CITY OF LAUDERDALE *Check Detail Register© DECEMBER 2008 Paid Chk# 019499 12/16/2008 SPRINT PCS E 601-49000-391 TELEPHONE/PAGERS Check Amt Invoice Comment 10100 NORTH STAR CHECKING $33.52 11/08 PW Cell Phone Paid Chk# 019493 12/16!2008 CINTAS $16.76 11/08 PW Cell Phone E 602-49100-425 CLOTHING $16.83 PW Clothing E 601-49000-425 CLOTHING $16.83 PW Clothing Total CINTAS $33.66 11/08 gas - CH Paid Chk# 019494 12/16/2008 EUREKA RECYCLING $203.94 11/08 electric - CH E 203-50000-389 RECYCLING CONTRACTOR $1,878.08 11/08 Recycling Contract Total EUREKA RECYCLING $1,878.08 Paid Chk# 019495 12/16/2008 LILLIE SUBURBAN NEWS E 101-41200-309 DELIVERY $660.00 11/08 Roseville Review Deliver Total LILLIE SUBURBAN NEWS $660.00 Paid Chk# 019496 12/16/2008 LMCIT E 101-41200-151 WORKERS' COMP PREMIUM $101.65 08/07-08/08 we final payment p E 101-43000-151 WORKERS' COMP PREMIUM $329.45 08/07-08/08 we final payment p E 101-45200-151 WORKERS' COMP PREMIUM $171.40 08/07-08/08 we final payment p E 601-49000-151 WORKERS' COMP PREMIUM $69.75 08/07-08/08 we final payment p E 602-49100-151 WORKERS' COMP PREMIUM $69.75 08/07-08/08 we final payment p Total LMCIT $742.00 Paid Chk# 019497 12/16/'2008 NAPA AUTO PARTS E101-43000-402 CITY TRUCK REPAIR/MAINTEN $8.51 oil filters Total NAPA AUTO PARTS $8.51 Paid Chk# 019498 12/16/2008 SAM'S CLUB E 201-45600-379 HALLOWEEN EVENT $191.76 Halloween Expenses E101-41200-201 GENERAL SUPPLIES $29.30 Coffee Total SAM'S CLUB $221.06 Paid Chk# 019499 12/16/2008 SPRINT PCS E 601-49000-391 TELEPHONE/PAGERS $16.76 11/08 PW Cell Phone E 101-43000-391 TELEPHONE/PAGERS $33.52 11/08 PW Cell Phone E 602-49100-391 TELEPHONE/PAGERS $16.76 11/08 PW Cell Phone Total SPRINT PCS $67.04 11/08 park/garage gas Paid Chk# 019500 12/16/2008 XCEL ENERGY, CITY HALL ELECTRIC $19.33 E 101-43000-383 GAS UTILITIES $292.26 11/08 gas - CH E 101-43000-381 ELECTRIC $203.94 11/08 electric - CH Total XCEL ENERGY, CITY HALL $496.20 Paid Chk# 019501 12/16/2008 XCEL ENERGY, PARK &GARAGE E 101-43000-383 GAS UTILITIES $90.96 11/08 park/garage gas E 101-45200-381 ELECTRIC $19.33 11/08 park/garage electric E 101-45200-383 GAS UTILITIES $90.97 11/08 park/garage gas E 101-43000-381 ELECTRIC $19.33 11/08 park/garage electric Total XCEL ENERGY, PARK & GARAGE $220.59 CITY OF LAUDERDALE' *Check Detail Re ^ tr@ DECEMBER 2008 Check Arnt Invoice Comment Paid Chk# 019502 IM6/26m XCEL ENERGY, STREET LIGHTING E101'4oVOn-3o1 ELECTRIC $48oa1 11/08 Street Lighting � Total XoeLENERGY, STREET LIGHTING $492.01 10100 NORTH STAR CHECKING $4.819.75 Fund Summary 181ooNORTH STAR CHECKING 101SENsRAL %2.543.23 zo1COMMUNITY EVENTS %191.70 203 RECYCLING $1.878.00 001 SEWER UTILITIES %103.34 oVcSTORM SEWER ENTERPRISE FUND $103.34 CITY OF LAUDERDALE *Check Detail Register© DECEMBER 2008 Check Amt Invoice Comment 10100 NORTH STAR CHECKING Paid Chk# 019503 12/30/2008 AFSCME G 101-21709 UNION DUES $69.40 12/08 Monthly Dues Total AFSCME $69.40 Paid Chk# 019504 121306M-66' NE, ANDERLIK E 601-49000-304 ENGINEERING $1,412.50 11/08 Engineering - 1/1 eval T E 404-48404-304 ENGINEERING $365.28 11/08 Engineering - Rink E 401-48401-304 ENGINEERING $110.25 11/08 Engineering -'08 Seal C E 101-43000-304 ENGINEERING $35_5.25 11/08 Engineering - General Total BONESTROO, ROSENE, ANDERLIK $2,243.28 $118.17 Paid Chk# 01'9505 µ12!30l2008 BOWNIK, JIM E101-41200-331 TRAVEL EXPENSE $96.82 10/1/08-12/31/08 Mileage Total BOWNIK, JIM $96.82 Paid Chk# 019506 12/30/2008 BUSINESS FORMS AND ACCOUNTING E 101-41200-201 GENERAL SUPPLIES $110.04 40179 500 Checks Total BUSINESS FORMS AND ACCOUNTING $110.04 Paid Chk# 019507 12/30!2008 BUTKOWSKI, HEATHER E 101-41200-331 TRAVEL EXPENSE $118.17 4g08 Mileage Total BUTKOWSKI, HEATHER $118.17 Paid Chk# 019508 12/30/2008 CINTAS E 601-49000-425 CLOTHING $16.83 PW clothing E 602-49100-425 CLOTHING $16.83 PW clothing Total CINTAS $33.66 Paid Chk# 019509 1230/2008 CITY OF FALCON HEIGHTS E 101-42100-321 FIRE CALLS $793.72 11/08 Fire Calls Total CITY OF FALCON HEIGHTS $793.72 �. . ,N, .x -" -- �, -.. - �,. �. , ---- _.-_. Paid -6,14-61-96110 12!30!2008 COLLEEN CALLAHA E 101-41200-331 TRAVEL EXPENSE $16.03 08 Mileage Reimbursement Total COLLEEN CALLAHAN $16.03 Paid Chk# 019511 12/30%2008 GLENWOOD INGLEWOOD E 101-41200-208 WATER DELIVERY $40.70 12/08 cooler rental & water Total GLENWOOD INGLEWOOD $40.70 Paid Chk# 019512 12/30/2008 GRACE, DUANE $2,503.51 $2,503.51 E 101-43400-312 BUILDING INSPECTOR Total GRACE, DUANE 08 Commercial Plan Reviews Paid Chk# 019513 12%30/2008 w HOME DEPOT CRC E 101-43000-228 MISC REPAIRS MAINT SUPPLIE $21.64 misc. city hall supplies E 101-43000-228 MISC REPAIRS MAINT SUPPLIE $27.46 misc. garage supplies CITY OF LAUDERDALE *Check Detail Register@ DECEMBER 2008 Check Amt Invoice Comment Total HOME DEPOT CRC $49.10 Paid Chk# 019514 12/30/2008 INTEGRA E 101-41200-391 TELEPHONE/PAGERS $52.68 11/08 Fax Line Total INTEGRA $52.68 Paid Chk# 019515 12/30/2008 KENNEDY & GRAVEN G 101-22221 RYSGAARD REPLAT ESCROW $1,047.17 11/08 Legal Services - Rysgaar E 101-41200-305 LEGAL FEES $2,844.25 11/08 Legal Services - general Total .KENNEDY&GRAVEN $3,891.42 Paid Chk# 019516 12730/2008 NORTH STAR BANK, PETTY E 101-43000-228 MISC REPAIRS MAINT SUPPLIE $1.47 Fastners for snowblower E 101-41200-203 POSTAGE $5.32 Certified Letters E 101-43000-228 MISC REPAIRS MAINT SUPPLIE $1.92 Fastners for snowblower E 101-41200-331 TRAVEL EXPENSE $5.00 Parking @ Capitol E 101-41200-203 POSTAGE $7.34 Certified Itr & postage Ig env E 101-45200-371 NON-RESIDENT REIMBURSEM $8.00 Rec Reimbursement - 1761 Eusti E 101-41200-203 POSTAGE $10.64 Certified Itrs (rp) E 101-41200-203 POSTAGE $10.64 Certified Itrs (rp) E 101-41200-308 TRAINING\CONFERENCES $15.00 HB - GFOA Lunch E 101-41200-308 TRAINING\CONFERENCES $15.00 JB- APMP lunch mtg E 101-45200-391 TELEPHONE/PAGERS $21.37 Phone for warming house attend E 101-41200-203 POSTAGE $24.40 Stamps E 201-45600-440 MEETING EXPENSES $18.00 PCIC meal with tip E 201-45600-440 MEETING EXPENSES $21.00 PCIC meeting food with tip E 101-41500-201 GENERAL SUPPLIES $5.00 Nelsons tip - Elec Judges Total NORTH STAR BANK, PETTY $170.10 Paid Chk#019517 12/30/2008 f2ACHANA VISARIA E 101-41200-442 MISC $100.00 Social Room cancellation refun Total RACHANA VISARIA $100.00 Paid Chk# 019518 12/30/2008 RAMSEY COUNTY, PROP REC & REV E 101-42100-442 MISC $505.92 12/08 911 Dispatch Services Total RAMSEY COUNTY, PROP REC & REV $505.92 10100 NORTH STAR CHECKING $10,794.55 CITY OF LAUDERDALE *Check Detail Register© DECEMBER 2008 Check Amt Invoice Comment Fund Summary 10100 NORTH STAR CHECKING 101 GENERAL $8,833.86 201 COMMUNITY EVENTS $39100 401 CAPITAL IMPROVEMENT STREETS $110.25 404 PARK IMPROVEMENT $365.28 601 SEWER UTILITIES $1,429.33 602 STORM SEWER ENTERPRISE FUND $16.83 $10,794.55 CITY OF LAUDERDALE. *Check Detail Register© JANUARY 2009 Check Amt Invoice Comment 10100 NORTH STARCHECKING Chk# 0- Paid _. . _ .T, -._ ._. .o .._.. _._ _,.. 19519 1%13%2009 CITY OF_ FALCON_. _� HEIGH"-TS E 101-42100-321 FIRE CALLS $1,587.44 12/08 fire calls Total CITY OF FALCON HEIGHTS $1,587.44 PaP_ ..d-0-1-9-5-2-6- idChk# 019520"" 1 %1 3120 0 9 'EAST HENNEPIN'AUTO SERVICE,--IN—C— E INC E 602-49100-212 MOTOR FUELS E 101-43000-212 MOTOR FUELS E 601-49000-212 MOTOR FUELS Total EAST HENNEPIN AUTO SERVICE INC $9.41 12/08 Motor Fuels $43.90 12/08 Motor Fuels $9.41 12/08 Motor Fuels 4ibz. /L Paid Chk# 019521 1/13/2009 ENGBERG-SHABER AGENCY, INC. E 602-49100-361 GENERAL LIABILITY $130.62 08-09 insurance agent fees E 601-49000-361 GENERAL LIABILITY $130.62 08-09 insurance agent fees E 101-41200-361 GENERAL LIABILITY $365.76 08-09 insurance agent fees E 101-41100-361 GENERAL LIABILITY $418.00 08-09 insurance agent fees Total ENGBERG-SHARER AGENCY, INC. $1,045.00 Paid Chk# 019522 1/13/2009 MAMA E 101-41200-308 TRAIN ING\CONFERENCES $20.00 hb Oct. luncheon training E 101-41200-308 TRAINING\CONFERENCES $23.00 hb Dec. luncheon training Total MAMA $43.00 Paid Chk# 019523 1/13/2009 MN DEPT OF LABOR AND INDUSTRY E 101-43400-443 SURCHARGE REPORT $268.89 4g08 state surcharge report Total MN DEPT OF LABOR AND INDUSTRY $268.89 I „_- � —1-11111 .._ , -. �_ev,1_ .-111-1--111---l-11-1-11 - , .1-,---- -. _.._ ._-_�.-- Paid Chk# 019524 1/13/2009 NAPA AUTO PARTS E 101-43000-402 CITY TRUCK REPAIR/MAINTEN $7.74 12/08 auto parts Total NAPA AUTO PARTS $7.74 Paid Chk# 019525 1/13/2009 ONE CALL CONCEPTS E 101-43400-386 GOPHER STATE ONE CALL $17.55 8120622 12/08 locate tickets Total ONE CALL CONCEPTS $17.55 6'6626 n. . _5 , .... ' ._... — _ _ ,_ . u - _ Paid Chk# 01926 1%13/2009 PARK SERVICE E 101-43000-212 MOTOR FUELS E 602-49100-212 MOTOR FUELS E 601-49000-212 MOTOR FUELS Total PARK SERVICE $152.23 12/08 Motor Fuel $32.62 12/08 Motor Fuel $32.62 12/08 Motor Fuel $217.47 Paid Chk# 019527s ' N1/13/2009 RAMSEY COUNTY PROP REC &REV E 101-43000-313 SNOW & ICE REMOVAL $6,352.29 PUBW-009145 11/08 & 12/08 ice and snow plo Total RAMSEY COUNTY, PROP REC & REV $6,352.29 Paid Chk# 019528 1/13/2009 SUBURBAN ACE HARDWARE E 101-45200-228 MISC REPAIRS MAINT SUPPLIE $4.04 fastners - hockey rink E 101-43000-228 MISC REPAIRS MAINT SUPPLIE $32.93 painting supplies E 101-45200-228 MISC REPAIRS MAINT SUPPLIE $91.56 2-shovels/handle CITY OF LAUDERDALE *Check Detail Register© JANUARY 2009 Check Amt Invoice Comment Total SUBURBAN ACE HARDWARE $128.53 10100 NORTH STAR CHECKING $9,730.63 Fund Summary 10100 NORTH STAR CHECKING 101 GENERAL $9,385.33 601 SEWER UTILITIES $172.65 602 STORM SEWER ENTERPRISE FUND $172.65 $9,730.63 CITY OF LAUDERDALE *Check Detail Register© JANUARY 2009 E 602-49100-425 CLOTHING $33.66 470216146 PW clothing E 601-49000-425 CLOTHING $33.66 470216146 PW clothing Total CINTAS $67.32 Paid Chk# 019536 1/13/2009 CITY OF FALCON HEIGHTS E 101-42100-320 FIRE CONTRACT $17,813.14 09 base rate - readiness to se E 101-42100-320 FIRE CONTRACT $816.65 09 base rate - capital share Total CITY OF FALCON HEIGHTS $18,629.79 Paid Chk# 019537 1/13%2009' CITY'OF ROSEVILLE E 101-41200-306 CONSULTING FEES $263.33 9290 01/09 IT Services Total CITY OF ROSEVILLE $263.33 __-1_____-_1_' Paid Chk# 019538 1/13/2009 CITY OF ST ANTHONY E 101-42100-319 POLICE CONTRACT $48,187.50 1/09 Police Services Total CITY OF ST ANTHONY $48,187.50 Paid Chk# 019539 1/13/2009 HUGHES & COSTELLO E 101-42100-305 LEGAL FEES $850.00 1/09 Legal Services E 101-42100-355 MISC PRINTING/PROCESS SER $418.75 1/09 Legal Services Total HUGHES & COSTELLO $1,268.75 Paid Chk# 019540 1/13/2009 MET -COUNCIL ENVIRONMENTAL SER. E 601-49000-387 WATER TREATMENT SERVICE $10,715.82 2/09 Waste Water Services E 601-49000-387 WATER TREATMENT SERVICE $10,715.82 1/09 Waste Water Services Total MET -COUNCIL ENVIRONMENTAL SER. $21,431.64 P _� ""k ._ n.... , . _ .._"—M �. �,:. ... _... x._. ... rE .__ aid Chk# 019541 1%13/2009 MINNESOTA E 101-41200-438 DUES & SUBSCRIPTIONS _ $60.00 hb 09 annual dues Total MINNESOTA GFOA $60.00 __ —PROGRAM ., Paid Chk# 019542 ' 1/13/2009 PUBLIC EMPLOYEES INS PROGRAM G 101-21706 HEALTH INSURANCE $521.17 1/09 Employee Health Insurance Total PUBLIC EMPLOYEES INS PROGRAM $521.17 Paid Chk# 019543 1/13/2009 RAMSEY COUNTY, PROP REC & REV G 101-21706 HEALTH INSURANCE $313.88 1/09 Insurance E 101-41200-355 MISC PRINTING/PROCESS SER $20.00 1/09 Insurance Total RAMSEY COUNTY, PROP REC & REV $333.88 10100 NORTH STAR CHECKING $90,874.38 Fund Summary CITY OF LAUDERDALE *Check Detail Register© JANUARY 2009 Check Amt Invoice Comment 10100 NORTH STAR CHECKING 101 GENERAL $69,264.42 202 COMMUNICATIONS $111.00 601 SEWER UTILITIES $21,465.30 602 STORM SEWER ENTERPRISE FUND $33.66 $90,874.38 CITY OF LAUDERDALE 01/09/09 2:10 PM Pagel Payments Current Period: JANUARY 2009 Pre -Written Checks $349,082.50 Checks to be Generated by the Compute $0.00 Total $349,082.50 Batch Name 09debtservl Payment Computer Dollar Amt $349,082.50 Posted Refer 639 US BANK, DEBT SERVICES Ck# 000320E 1/26/2009 Cash Payment E 302-47200-601 BOND PRINCIPAL 2009 2000A bond principle $100,000.00 Invoice Cash Payment E 302-47200-611 BOND INTEREST 2009 2000A bond interest $11,910.00 Invoice Transaction Date 1/26/2009 Due 0 NORTH STAR CHEC 10100 Total $111,910.00 Refer 644 US BANK, DEBT SERVICES Ck# 000321 E 1/26/2009 Cash Payment E 303-47300-601 BOND PRINCIPAL 2009 2002A bond principal $115,000.00 Invoice Cash Payment E 303-47300-611 BOND INTEREST 2009 2002A bond interest $16,226.25 Invoice Transaction Date 1/26/2009 Due 0 NORTH STAR CHEC 10100 Total $131,226.25 Refer 645 US BANK, DEBT SERVICES Ck# 000322E 1/26/2009 .Cash Payment E 304-47400-601 BOND PRINCIPAL 2009 2003A Bond Principal $95,000.00 :Invoice Cash Payment E 304-47400-611 BOND INTEREST 2009 2003A Bond Interest $10,946.25 Invoice Transaction Date 1/26/2009 Due 0 NORTH STAR CHEC 10100 Total $105,946.25 '.,,.:;,Fund Summary BATCH Total $349,082.50 10100 NORTH STAR CHECKING 302 $111,910.00 303 $131,226.25 304 $105,946.25 $349,082.50 Pre -Written Checks $349,082.50 Checks to be Generated by the Compute $0.00 Total $349,082.50 LAUDERDALE COUNCIL ACTION FORM Action Requested Consent X Public Hearing Discussion Action Resolution Work Session Meeting Date January 13, 2009 ITEM NUMBER _5A - Official Newspaper STAFF INITIAL I'dA APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: The City Council must designate an official newspaper at the first council meeting in Janu- ary. In the past, Lauderdale published all legal notices in the Roseville Review. I notified the Revieiv of the Council's decision to stop subsidizing delivery of the paper. They were sympathetic but plan to continue serving Lauderdale. OPTIONS: 1. Designate the Roseville Revieiv as the City's official newspaper. 2. Do not designate the Roseville Review as the City's official newspaper and provide staff with alternative suggestions, STAFF RECOMMENDATION: By approving the consent agenda, the City Council is designating the Roseville Revieiv as the City's official newspaper for 2009. COUNCIL ACTION: LAUDERDALE COUNCIL ACTION FORM Action Requested Consent X_ Public Hearing Discussion Action Resolution Work Session Meeting Date January 13, 2009 ITEM NUMBER 513 - 2009 Business Licenses STAFF INITIAL APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: The City of Lauderdale requires tree service, mechanical contractors, gas stations, and sell- ers of cigarettes and 3.2 alcohol operating in Lauderdale to be licensed at the start of each year. All licensees must complete an application, pay a fee, and provide'proof of relevant insurance. The attached applicants have successfully completed the application process. OPTIONS: f. Approve 2009 licensure of the attached mechanical and tree service contractors, gas sta- tions, and sellers of cigarettes and 3.2 alcohol. 2. Do not approve 2009 licensure of the attached mechanical and tree service contractors, gas stations, and sellers of cigarettes and 3.2 alcohol. STAFF RECOMMENDATION: By moving the consent agenda, the council approves the 2009 licensure of the attached me- chanical and tree service contractors, gas stations, and sellers of cigarettes and 3.2 alcohol. COUNCIL ACTION: LAUDERDALE COUNCIL ACTION FORM Page 2 Successfully Completed Mechanical/HVAC Applications • Kath Fuel Oil Service dba Kath HVAC • New Mech Companies • Standard Heating & Air Conditioning • Forced Air Inc. dba Wenzel Heating and Air Conditioning and Midwest Equipment • The Snelling Co. Inc. • Fireside Hearth and Home • Hoffman Corner Heating and Air Conditioning • Marsh Heating and Air Conditioning • Daves Heating, Air and Electric Successfully Completed Tree Service Applications • Precision Landscape and Tree, Inc • Northeast Tree, Inc. • A-1 Walsh, Inc • Branch and Bough Tree Service and Landscape Care Successfully Completed Gas Sales Applications • Croix Oil Company Successfully Completed Cigarette Sales Applications • Croix Oil Company • Super USA Successfully Completed 3.2 Liquor Sales Applications 0 Super USA LAUDERDALE COUNCIL ACTION FORM Action Requested Consent X Public Hearing Discussion Action Resolution Work'Session Meeting Date January 13, 2009 ITEM NUMBER 5C - Employment Agreement I STAFF INITIAL APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: After the last meeting, I spoke with Colleen Callahan about remaining in the deputy city clerk position until June 15, 2009, at which time we anticipate knowing more about the LGA cuts. She agreed to continue working under the same terms and conditions as noted in the attached letter. This council action acknowledges the updated employment agreement between Colleen Callahan and the City of Lauderdale. OPTIONS: STAFF RECOMMENDATION: By approving the consent agenda, the Council agrees to employ Colleen Callahan as the in- terim deputy city clerk under the terms and conditions provided through June 15, 2009. COUNCIL ACTION: January 14, 2009 Colleen Callahan 1276 Dennis Street Maplewood, MN 55119 Dear Colleen, CITY HALL 1 891 WALNUT STREET LAUDERDALE, MN 55113 651-792-7650 FAx 651-631-2066 The Lauderdale City Council would like to extend your employment as the temporary Deputy Clerk from January 14 to June 15, 2009. As with all City employees, the employment relationship is "at -will." At -will means you are free to end your employment at any time, with or without reason, and the City retains the same right. The City will continue to pay you $25.00 per hour with no fiinge benefits. The City does not anticipate the position will require overtime hours. The position will be at least 20 hours per week with an anticipated average of 30 hours per week. All work will be performed during the City's regular office hours which are 5:00 a.m. to 4:30 p.m. This proposal will be presented to the City Council for final approval on January 13, 2009. After that date, the City will be obligated to enroll you in PERA and begin collecting and remitting your contribution and city's portion. If you have any questions or concerns regarding this proposal, please let me know before January 7. Sincerely, / Heather Butkowski City Administrator AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER LAUDERDALE COUNCIL ACTION FORM Action Requested Consent X Public Hearing Discussion Action Resolution Work Session Meeting Date January 13, 2009 ITEM NUMBER 5D - Appoint Mayor Pro Tem STAFF INITIAL "Z? APPROVED BY ADMMISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: The council will designate committee assignments at the next meeting, but the Council is bound by state statute to appoint the mayor pro tem at the first council meeting of the year. Traditionally, the role has passed down the dais, which would make Councilor Mac Lean the 2009 mayor pro tem. The suggested motion says the appointment takes affect January 14 so Councilor Hawkinson can oversee this meeting and sign the documents staff prepared. Traditionally the mayor pro tem has also been a bank signatory. Staff will have the bank prepare the paperwork for the next meeting. OPTIONS: STAFF RECOMMENDATION: By approving the consent agenda, the Council appoints Councilor Lara Mac Lean as the 2009 mayor pro tem effective January 14, 2009. COUNCIL ACTION: LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion Action Resolution Work Session Meeting Date January 13, 2009 ITEM NUMBER 5E—Twin Cities Chinese Christian Church Donation STAFF INITIAL APPROVED BY ADMINISTRATOR DESCRIPTION: On December 12, 2008 the City of Lauderdale received a donation of $1,500.00 from the Twin Cities Chinese Christian Church. The Pastor said it was for the general fund unless the City had other specific needs. OPTIONS: STAFF RECOMMENDATION: By approving the consent agenda, the Council accepts and thanks the Twin City Chinese Christian Church for their donation. COUNCIL ACTION: LAUDERDALE COUNCIL E: . ACTION FORM Action Requested Consent Public Hearing Discussion Action Resolution Work Session DESCRIPTION: Meeting Date January 13, 2009 ITEM NUMBER 5F—Sam's Club Donations STAFF INITIAL c APPROVED BY ADMMISTRATOR The City of Lauderdale received food donations from Sam's Club for the Halloween event in October. Colleen has continued working with Sam's Club to receive additional donations for Snow*Commotion and subsequent events. Staff hopes to create an on-going relationship with Sam's Club to off -set event costs. By approving this consent agenda item, the Council agrees to continue accepting on-going donations from Sam's Club. OPTIONS: STAFF RECOMMENDATION: By approving the consent agenda, the Council accepts and thanks Sam's Club for donations to the City. COUNCIL ACTION: LAUDERDALE COUNCIL ACTION FORM Action Requested Meeting Date January 13, 2009 Consent X Public Hearing ITEM NUMBER SG—EO Out of State Travel Policy J Discussion STAFF INITIAL G� Action Resolution APPROVED BY ADMINISTRATOR Work Session DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: Per the Minnesota Statutes, the City must adopt an elected officials travel policy. OPTIONS: 1) Adopt the Elected Official Out of State Travel Policy as attached. 2) Direct staff to make changes and bring back for adoption at the next city council meeting. STAFF RECOMMENDATION: By approving the consent agenda, the Council adopts the Elected Official Out of State Travel policy as provided. COUNCIL ACTION: Elected Officials Out of State Travel Policy January 13, 2009 Chapter 156 of the 2005 Omnibus state government finance bill, Section 38 requires the City of Lauderdale to develop policies that regulate travel by local elected officials outside the state. The City of Lauderdale's out of state travel policy is stated below: Travel outside the state is appropriate when: A. An organization that the City is a member of is holding an educational or training meeting, seminar, conference, or convention that is directly or indirectly related to the, duties of their elected position. B. An organization that the City is not a member of is holding an educational, training meeting or seminar on topics or subjects directly or indirectly related to the duties of their elected position. C. The elected official has been specifically assigned by the Council to testify on behalf of the City at the United States Congress or to otherwise meet with federal officials on behalf of the City. 2. Applicable expense limits: A. The City will reimburse for transportation, lodging, meals, registration, and incidental costs using the same procedures, limitations and guidelines outlined in the City's Personnel Policy for travel by city employees. B. The City may make payments in advance for airfare, lodging, and registration if specifically approved by the Council. Otherwise, all payments will be made as reimbursements to the elected official. C. No reimbursement will be made for attendance at events sponsored by or affiliated with political parties. D. Travel will be permitted when the City has sufficient funds available in the budget to pay for the cost of the trip. 3. Approval procedures: A. Prior to the out of state travel event, the request will be placed upon the City Council agenda and by majority vote, obtain approval to attend. The City Council may from time to time make rules as to how often an elected official can attend an out of state event (annually, every other year, etc...) B. Motion may be by blanket (any one that wishes to attend may do so) or specific (by elected official name) approval. C. Given unusual circumstances, the City may make exceptions to the policy. 4. Travel arrangements may be made directly by the elected official or city staff may assist. Approved by the Lauderdale City Council on January 13, 2009. Signed: Date: Mayor / Mayor Pro Tem LAUDERDALE COUNCIL ACTION FORM Action Requested Meeting Date January 13, 2009 Consent X ITEM NUMBER 5H Personnel Policy Amendment Public Hearing Section 15: Travel and Related Expenses Discussion Action STAFF INITIAL C G H -A Resolution Work Session APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: As staff created the Elected Officials Travel Policy, we also compared the city's Personnel Policy as it related to travel to League of Minnesota City's recommendations for travel policies. The proposed change to Section 15 follow. Proposed text is underlined with deleted language in the right margin. OPTIONS:, J) Adopt the amendments to Section 15: Travel and Related Expenses of the Personnel Policy as provided. 2) Direct staff to make changes and bring back for adoption at the next city council meeting. STAFF RECOMMENDATION: By moving the consent agenda, the Council approves amendments to Section 15: Travel and Related Expenses of the Personnel Policy as provided. COUNCIL ACTION: CITY OF LAUDERDALE PERSONNEL POLICY AND PROCEDURES SECTION 1. PURPOSE. The purpose of this personnel policy and procedures manual is to establish a uniform and equitable system of personnel administration, to define the rights and responsibilities of the City of Lauderdale and each employee and to give fair and equal employment opportunities to all qualified applicants. SECTION 2. EMPLOYMENT GUIDELINES. The personnel policy and procedures manual is a guideline for the City and its employees regarding city employment. It does not constitute an employment agreement or contract. These policies and procedures, like all other city policies, can be amended at any time by the city council. SECTION 3. AT -WILL EMPLOYMENT. All City employees are hired on an at -will basis. This means either the employee or the City Council can terminate employment at any time and for any reason. Involuntary termination of an employee by the city shall be for just cause. SECTION 4. EQUAL EMPLOYMENT OPPORTUNITY POLICY. It is the city's policy to provide equal employment opportunity to all employees and applicants for employment in accordance with all applicable state and federal laws governing equal employment opportunity -affirmative action. SECTION S. SCOPE. Subdivision 1. Positions Covered. This policy will apply to all employees in all positions, except the following: a. Elected officials; b. Members of all boards and commissions; C. Consultants and personnel paid on a fee basis; d. Volunteer personnel and personnel appointed to serve without pay; e. Emergency personnel; f Independent contractors; Lauderdale Personnel Policy and Procedures Page 2 of 16 g. City personnel covered by a collective bargaining agreement where the issue is addressed in the agreement; h. City personnel covered by other employment agreements where the issue is addressed in the agreement; and i. Any other person specifically exempted by the City Council. Subdivision 2. Superseded by Law. No provision of this policy is intended to violate, supersede or conflict with any applicable federal law or regulation, state statute or local ordinance. if there is a conflict or violation, the statute, rule, regulation or ordinance shall rule. If a court of competent jurisdiction declares a part of these policies and procedures null and void, only that specific section shall be removed. All other provisions remain in effect. SECTION 6. DEFINITIONS. The following words and phrases will have the meanings given here and will apply throughout this policy and procedures manual. All other words and phrases used in this policy will maintain their generally accepted common meanings. a. ANNIVERSARY DATE — means the month and date of an employee's initial hiring or promotion. b. DESIGNATED PERSONNEL REPRESENTATIVE(S) — means the City Council member(s) who act as liaison between the employees and the City Council on personnel matters. For general personnel issues, the designated personnel representative is the City Administrator. C. DOMESTIC PARTNER - means two adults who are 1) not related by blood closer than that permitted by marriage laws of the State; 2) not married or related by marriage; 3) competent to enter into a contract; 4) have no other domestic partner with whom the household is shared, or with whom the adult person has another domestic partner; 5) jointly responsible to each other for the necessities of life; 6) are committed to one another to the same extent as married persons are to each other, except for the traditional marital status and solemnities. EXEMPT EMPLOYEE — are employees to whom the federal Fair Labor Standards Act does not apply. Generally, administrative, executive and professional employees are exempt employees. IMMEDIATE FAMILY - the employee's domestic partner and children. Immediate family also includes: mother, father, brother, sister, grandparent, aunt, uncle, step- parent or legal guardian of either the employee or the employee's domestic partner. INDEPENDENT CONTRACTOR/CONSULTANT- persons or firms hired by the City who determine their own hours of operation or use their own resources in the Lauderdale Personnel Policy and Procedures Page 3 of 16 performance of their duties. Independent contractors and consultants are not City employees. g. NON-EXEMPT EMPLOYEE - employees to whom the federal Fair Labor Standards Act applies. h. OVERTIME - time actually worked by non-exempt employees in excess of eight hours per day or forty (40) hours per week. Time worked does not include holidays, vacation time, compensatory time taken or sick leave. 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. �) 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. j. 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. TEMPORARY OR SEASONAL EMPLOYEE - an employee retained to fill a full- time or part-time position which is of a provisional or seasonal nature. "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 Council SECTION 7. APPOINTMENTS. Subdivision 1. Selection Criteria. Appointments for all open municipal positions are made by the City Council upon the recommendation of the City Administrator. All appointments are made on the basis of the candidate's knowledge, skills, abilities and. education related to the position being filled. Subdivision 2. Examinations. When deemed appropriate by the City, an applicant's employment-related qualifications, merit and fitness will be ascertained by written, oral or other examinations. An offer of employment can be conditioned on successful completion of a pre- employment medical and/or psychological examination. Lauderdale Personnel Policy and Procedures Page 4 of 16 Subdivision 3. Employment of Relatives of 1\4unicipal Personnel. Whenever possible, the City will not appoint any person to a municipal position when he or she supervises, or is under the supervision of a member of his or her immediate family. Subdivision 4. Probationary Period. All regular full-time and regular or non -regular part-time employees are subject to serving a probationary period. The probationary period is the period of time the city evaluates the employee's ability to accomplish the essential job duties of the position he or she was hired to complete. It is also the time an employee evaluates the City to see if employment with the City fits his or her expectations. The probationary period shall be six (6) months. The City can terminate the employee at any time with or without cause, during this time and such termination is not subject to grievance or appeal. The City Administrator will conduct a performance review with the employee at three (3) months and go over successes and areas where the employee needs improvement. If there are any serious issues present, the Administrator shall inform the employee at that time and indicate that failure to improve performance may result in an extended probationary period or termination. The Administrator shall develop a work plan for the employee to follow in these cases. SECTION 8. WORK HOURS. Subdivision 1. Work Schedules. The normal howl of work for all employees will be established by the City Council. Alternate work schedules are to be worked out with the City Administrator and approved by the City Council. City exempt employees are required to work all hours necessary to perform their duties. Subdivision 2. 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. Subdivision 3. Rest Breaks. An employee is entitled to take one fifteen (15) minute rest break during each consecutive four (4) hour period of work. Rest breaks should be scheduled to avoid disrupting City business. Subdivision 4. Meal Breaks. Each employee is provided a thirty (30) minute meal break. An employee may combine rest breaks with the meal break to extend the mealtime. The meal break is unpaid time. Subdivision 5. Flexible Scheduling. Upon discussion with and agreement with the City Administrator and upon approval of the City Council, an employee may have his or her schedule rearranged to meet family or other obligations under the following conditions: a. The schedule does not result in the employee working overtime hours; and Lauderdale Personnel Policy and Procedures Page 5 of 16 b. The employees' ability to complete his or her essential functions are not hindered nor the quality of the work diminished; and c. The schedule does not impair the overall function or service level of the City; and d. If the administrator determines there are performance issues, he or she may recommend the council terminate the flexible schedule. SECTION 9. BENEFITS. Subdivision 1. 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. Subdivision 2. Amount of Benefits. 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 rated on the following scale: Under 20 hours per week 20 to under 30 hours per week 30 to under 40 hours per week 40 or more hours per week I lolidays & Sick leave at 1/4 benefits I/_' henefits 3/4 benefits Full benefits Subdivision 3. Holidays. The following days are observed paid holidays: New Year's Day Martin Luther King Day Presidents' Day Ntemorial Day hidependence Day Labor Day Veteran's Day Thanksgiving Day The day following Thanksgiving Day Christmas Eve Day Christmas Day Personal Day - January I - 3rd Monday in January - 3rd Monday in February - Last Monday in May - July 4 - I st Monday in September - November 11 - 4th Thursday in November - 4th Friday in November - December 24 - December 25 - Employee Choice Employees shall receive one (1) personal holiday per year. The date of such personal holiday shall be approved by the employee's supervisor or designated personnel representative. Personal holidays shall be taken during the calendar year earned. 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. Lauderdale Personnel Policy and Procedures Page 6 of 16 Subdivision 4. Vacation. Vacation may be used after the probationary period is satisfactorily completed. Vacation is earned each pay period and computed based on the employee's anniversary date. Accumulation. Vacation for regular full-time employees is accumulated as shown, based on the number of years of employment with the City: Years of Service Hours per pay period Das per year Maximum hours Maximum Days 0 — 5 years 3.08 hours 10 160 hours 20 Days 6 — 10 years 4.62 hours 15 240 hours 30 days Employees with more than ten (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 maxiri1um accrual for those with more than ten (10) years of service is 320 hours or forty (40) days. Employees may carry over twice their annual vacation -earning rate. Any unused vacation time in excess of this amount will be forfeited unless other provisions are made by the City Council. 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. Requests. Vacation time must be requested at least twenty-four (24) hours in advance. Vacation requests must be approved by the employee's supervisor or the designated personnel representative 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. Terminal Leave. Any employee leaving the Municipal service in good standing shall be compensated for vacation leave accrued and unused to the date of separation•. Subdivision 5, Sick Leave. Sick leave can be used as earned upon appointment to city employment. a. Accrual. Sick leave will accrue for all regular full-time employees at the rate of one (1) day per calendar month (3.69 hours per pay period) and accrues to a maximum of ninety (90) days or 720 hours. Use of Sick Leave. Sick leave may be used when: (1) the employee cannot work because of illness, injury or disability of themselves or their immediate family, (2) for medical, dental, or optical examinations or treatment of the employee or employee's immediate family or (3) to care for a member of the employee's immediate family who is incapacitated due to injury or illness. An employee must request sick leave fi•om his or her immediate supervisor before the start of the Lauderdale Personnel Policy and Procedures Page 7 of 16 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. Upon separation of employment from the City, 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) continuous years of set -vice with the City at the•time of separation. Subdivision 6. Jury or Witness 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. lJpon completion of jury duty, the employee shall reimburse the City for the amount of jury duty pay, less the amount received for traveling expenses. Subdivision 7. 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. No benefits will accrue or be paid out during a period of a leave of absence without pay. Accrued vacation time may be paid out upon request of the employee. This is with the understanding that the vacation is paid out according to the regular pay schedule over regular pay periods, which is the same scenario used to pay for all vacation days earned by the employees. An employee may elect to continue insurance benefits coverage during a leave of absence at the employee's expense. When special circumstances exist, the City Council may, upon request, extend a leave of absence. Subdivision 8. Parental Leave. An employee who works twenty (20) or more hours per week and has been employed with the City for more than one (1) year is entitled to take an unpaid leave of absence in connection with the birth or adoption of a child or family medical problem. The length of parental leave is up to the parent, but it cannot last longer six (6) weeks or begin more than six (6) weeks after the birth or adoption of the child. If the child must remain in the hospital longer than the mother, the leave may not begin more than six (6) weeks after the child leaves the hospital. The employee is entitled to return to work at the same position and at the same rate of pay he or she was receiving before the leave began. Group insurance coverage paid for by the City will remain in effect for all eligible employees throughout the six week parental leave. The employee will have the option to continue coverage at his or her own expense if the parental leave extends beyond six weeks. Requests for parental leave must be made in writing to the City Administrator or designated personnel representative at least two (2) months before the requested leave's starting date. , Subdivision 9. School Conference and Activities Leave. An employee who works twenty (20) hours or more per week and has been employed with the City for more than one (1) year is entitled to take up to sixteen (16) hours during an) school year to attend school conferences or classroom activities related to the employee's minor child as long as these activities were planned in advance and could not be scheduled during non -work hours. The employee must request school leave at least twenty-four (24) hours in advance fi•om his or her supervisor or the designated Lauderdale Personnel Policy and Procedures Page 8 of 16 personnel representative. A reasonable effort should be made to schedule the leave to avoid disrupting city business. Any leave taken under this section will be unpaid. An employee may substitute paid vacation time for unpaid school leave according to the provisions of the city's vacation policy. Subdivision 10. Military Leave. Every emplo`ee to whom Minnesota Statutes Section 192.26 or 192.261 or U.S.C.A., Title 38, Section 2021 applies is entitled to the benefits afforded those sections to the subject conditions therein prescribed. Subdivison 11. Funeral Leave. A►1 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 upon approval of the City Council and will be taken as sick, vacation, unpaid or a combination thereof. Subdivision 12. Insurance. All regular full- and part-time employees are eligible for coverage by a group health, dental, life and disability insurance plan as approved, fi•om time to time, by the City Council. A portion of the monthly premium costs of such insurance plan is paid by the City as established by the City Council. The employee shall pay the balance of the premium costs, with the exception of life insurance. The City provides coverage for the employee equal to lx salary with a $50,000 annual maximum. The employer shall pay each employee not enrolled in the employer's health insurance program a set monthly amount, such portion to be established, from time to time, by the City Council into a deferred compensation fund. In order to qualify, employees must provide proof of insurance. The deferred compensation contribution will end if the employee rejoins the employer's health insurance plan. If the city provides an authorized Health Savings Account plan, any excess in the city contribution and the premium shall be placed in the employee's HSA account as provided in plan documents. Subdivision 13. Retired Emplovees. Retired city employees may continue to participate in the city's health insurance program, at the prevailing appropriate group rate, at the retiree's expense, if offered by the insurance company. SECTION 10. COMPENSATION. Subdivision 1. Rates of Pay. All pay rates are set by the City Council. Subdivision 2. Overtime Pay. All non-exempt employees are eligible for overtime pay. Overtime is paid at a rate of one and one half times the regular hourly rate for each hour actually worked exceeding eight hours in a day or forty (40) hours in a work week. Overtime work must have prior approval by the employee's immediate supervisor or the designated personnel representative except in the case of emergencies. Subdivision 3. Compensatory Time Off. Compensatory time off is available to non- exempt employees at the City's option as an alternative to overtime pay. If available, non-exempt Lauderdale Personnel Policy and Procedures Page 9 of 16 employees are eligible for compensatory time off at the rate of one and one-half hours for each hour worked in excess of forty (40) hours per week. No compensatory time off is available unless the employee has received approval from his or her supervisor or the designated personnel representative(s) before the work is performed. Accrued compensatory time must be used within one month of accrual. Upon approval of the Administrator, compensatory time can be carried beyond the month when use of the time is not possible within the month. An employee cannot carry more than 40 hours of compensatory time. Exempt employees may earn compensatory time on an hour for hour basis and such time must be used within one month of accrual. It is understood that the earning of compensatory time does not affect or chance 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. Compensatory time will only accrue when authorized by the employee's supervisor. Subdivision 4. Pay Days. Employees shall be paid biweekly on alternate Fridays. In the event that either day falls on a holiday, paychecks will be distributed on the day preceding the holiday. Subdivision 5. Attendance at City Meetinf4s. Non-exempt employees required by the City Administrator or City Council to attend city meetin',;s at a time when they are not otherwise scheduled to work will be paid their regular hourly wage for each hour spent at the meeting. The employee may select to accrue compensatory time for attending meetings at the request of the Administrator or Council. City time spent by employees at City Council meetings that is not at the City Council's request will not be compensated. Subdivision 6. 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) hour's compensation at the overtime rate if the total hours worked during the day exceeds (8) eight hours or the hours during the week exceeds (40) forty hours. SECTION 11, PERFORMANCE EVALUATION. A performance evaluation will be completed annually for each regular full-time and regular part- time employee. The evaluation will include a review of the employee's principal responsibilities, an appraisal of the employee's job performance, a discussion of problem areas, if any, and a plan of action to set objectives for performance and to assist in alleviating any problem areas. SECTION 12. DISCIPLINARY ACTION. Lauderdale Personnel Policy and Procedures Page 10 of 16 Employees may be subject to disciplinary action for failing to fulfill their duties and responsibilities as city employees. Discipline could consist of an oral reprimand, a written reprimand, suspension, demotion or involuntary termination depending on the circumstances and severity of the situation. SECTION 13. GRIEVANCES. Subdivision 1: Genet -al. An employee who believes he or she has a grievance about an employment-related issue may submit the grievance to the City. The decision to invoke the grievance procedure is voluntary. It is up to the employee to initiate the procedure. Subdivision 2. Procedure. If an employee chooses to submit a grievance to the City, the following procedure should be used: a. Oral report. The employee should discuss the grievance with his or her supervisor or the designated personnel representative within five (5) working days of the incident. b. Written report. If the employee is not satisfied with the results of the oral report, he or she may submit a written summary of the grievance to the designated personnel representative. The written report should be submitted within five (5) working days of the employee's receipt of the response to his or her oral report and should include the date the employee made the oral report. A written response to the employee's written report will be issued as soon as possible. C. Hearing. If the grievance is not resolved by oral or written report, the employee has five (5) working days from the date he or she received the written response to the written report to request a hearing. To request a hearing, the employee must submit a written summary of the grievance, including the dates of the oral and written reports, to the City Council. A hearing will then be scheduled on a mutually convenient date. d. Decision. The employee will receive the City Council's decision in writing as soon as possible after the hearing. The City Council's decision will be final. SECTION 14. TERMINATION OF EMPLOYMENT. Subdivision 1. Resignation. Any employee who voluntarily leaves city employment must give at least fourteen (14) days written notice of resignation. Upon leaving city employment, an employee in good standing will be compensated for all accrued vacation and compensatory time. An employee is in good standing if he or she gives adequate written notice of resignation and is not under suspension or notice of involuntary termination at the time notice is given. Lauderdale Personnel Policy and Procedures Page 11 of 16 Failure to give adequate written notice may be considered cause for denying the employee future city employment and termination benefits. Unauthorized absences from work for a period of three (3) or more working days may be considered a resignation without notice. Subdivision 2. Involuntary Termination. An employee may be involuntarily terminated for any reason not prohibited by law or for just cause at the will of the City Council. The City Council, at its discretion, may give the employee fourteen (14) days written notice of termination or the financial equivalent thereof. Subdivision 3. Lav -offs. The City Council may lay off 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. SECTION 15. TRAVEL AND RELATED EXPENSES. Subdivision 1. Travel Employees are reimbursed for travel expenses when traveling on r�ty business. I'he city _will reimburse_ for trkw p t {tionIodIingLmealsecri5tration,_and Deleted: c incidentals. Acceptable and related expenses are listed below. (1RS rate refers to the federal er diem_rate_published_itt_. Publication_ 1542.) 1. Transportation. Employees who travel to in-state training, meetings or conferences are reimbursed actual miles traveled at the federal IRS mileage rate when using their own vehicle. Employees traveling to training, meetings or conferences out of state are to seek the lowest direct cost to the destination. Airfare will be reimbursed at the coach rate. k ilense will be reimbursed at the IRS _rate, :Flic (_it1--_will _reilnhurse_foi. the cost of shuttle or taxi tc and fiomtie airport and mectin��s o ental of an economv_late automobile if ____. necs 5hsq \ to conduct city business. r _Lodging__ Em .lewill be reimbursed for and limited_ to that which 1s reasonable and pokes __—. _ _ neCeSSaI.4'. ),__Meals. Employees who attend meetings, trainings or conferences away from their normal-, work area and are required to purchase a meal while at the session, shall be reimbursed actual expenses for meals not to exceed the IRS's per- diem _rate. -,-Th - e reimbursement includes a 20% gratuity and does not include alcoholic beverages. Telephone Calls. An employee on an overnight stay will be reimbursed for telephone calls made to family and/or work. Travel with a domestic partner or family. An employee can take his/her domestic partner and/or family on a business trip and can extend the time of the trip using accrued vacation. 1 Deleted: trout ofstate, the employee will be reimbursed for rental car, shuttle Lori_ fare to and fiom the airport. Formatted: Font color: Red Formatted: Bullets and Numbering Formatted: Bullets and Numbering ) fDeleted: federal Deleted: for meals as published in publication 1542__ ___ Lauderdale Personnel Policy and Procedures Page 12 of 16 The City will only reimburse expenses actually incurred by the employee. The employee must pay the difference, if any, in the cost of the registration, recreation, luxury vehicles; meals and lodging. C.,.._Requesting Reimbursement. The employee must submit an expense claim form for all the expenses incurred while on the trip. The expense claim form must include actual receipts for purchases or, if payment by credit card, a copy of the monthly statement with the expenses highlighted. The completed expense reimbursement form and receipts are turned in to the City Administrator for verification and authorization of expense reimbursement. SECTION 16. TECHNOLOGY AND COMWNICA ['IONS. Subdivision 1. Purpose. The City Council understands technology advances at a considerable rate and there are new ways to communicate with staff, citizens and others as well as new, more efficient ways for staff to accomplish tasks and provide services to the citizens. Such tools include e-mail, Internet, fax, computers (both desktop and portable), telephones, mail, cellular telephones, etc. It is the desire of the Council to support and encourages the use of advanced technology by staff to enhance service delivery and access to information that assists staff in completing their tasks. The Council also understands that some personal use oi' these tools by staff is necessary, but all personal use is to be kept as brief as possible and not be disruptive during work time. Subdivision 2. Computer Use. The City of Lauderdale contracts for computer services, e-mail, Internet and support through the Metro I -Net, a multi -jurisdictional network consisting of cities, school districts and the North Suburban Cable Commission. The network is administered and hosted by the City of Roseville. The City provides each employee a computer complete with software programs including word processing, spreadsheet, data base, financial, e-mail, internet access, etc. Employees are to use the computer and related software to further the objectives and mission of the City of Lauderdale. Personal data and information should be kept to a minimum, and if stored on the system, should be in a folder labeled "personal". E-mail. E-mail is a service provided to staff to enhance the communication and collection of information from others in an efficient and rapid manner. Employees may send and receive personal e-mail using their business address as long as the messages do not become disruptive and they are not sexually oriented, offensive or inappropriate. An example of such e-mail are the chain e-mails, jokes of an off color nature, etc. To protect the integrity of the [-Net network, employees are to use reasonable judgment in providing their business e-mail address when utilizing Internet related services. 2. Internet. The Internet is an extremely useful tool for research and information ' gathering. Further, more businesses and agencies the City does business with are Lauderdale Personnel Policy and Procedures Page 13 of 16 requiring the City to conduct business over the Internet. However, the Council is also aware there are several potential problems that can arise from staff use of the Internet such as staff using the Internet to collect and view materials that are generally considered offensive and inappropriate in the work place, staff downloading materials and documents that may contain a virus, etc. Staff may use the Internet connection for personal activities as long as it is not disruptive to their work, disruptive to the office environment and is not used to view, download, or otherwise access adult oriented or illegal material. Subdivision 3. Telephones. The City of Lauderdale contracts for telephone service through the City of Roseville and is part of a multi -city network on the same telephone system. Staff may make and receive personal calls on their telephone, but all calls of a personal nature are to be kept as brief as possible and are not to become disruptive to the office or the employee and are not to be so frequent as to inhibit the employee fi•om executing their duties and responsibilities. Employees who make long distance calls will reimburse the City for the cost of the call. Subdivision 4. Facsimile. The City utilizes a fax machine to send and receive documents to other jurisdictions and vendors. Employees may send personal faxes during non work hours only. Employees can receive personal faxes and there will not be a charge assessed. Subdivision 5. Copier. Staff may use the copier for reproductions of personal documents as long as it is done during non work hours. SECTION 17, MISCELLANEOUS POLICIES. Subdivision 1. Political Activity. City employees are specifically prohibited from engaging in the political activities listed below: a. Campaigning for a candidate or issue during working hours or while on city business. b. Attempting to influence a campaign by specifically alluding to the employee's position with the City. C. Participating in a campaign where such participation could cause a conflict of interest with the employee's job duties. Subdivision 2. Employee Records. Employees must inform the City of any change in their current address, telephone number or emergency contact information as soon as possible after the change becomes effective. Lauderdale Personnel Policy and Procedures Page 14 of 16 Subdivision 3. Gratuities. City employees and officials may not accept gratuities or presents of any kind from contractors, city residents, or anyone who has business contacts with the City. If a gratuity or present arrives by means other than personal delivery, the item should be turned over to the City Council. SECTION 18. CRIMINAL HISTORY BACKGROUND CHECK. The Police Department is authorized to conduct a criminal history background investigation on applicants for positions with the City as provided by this section. This section applies only to applicants who are finalists for paid or volunteer positions with the City, where the City Administrator has determined that conviction of a mime may relate directly to the position sought. The Police Department may not perform a background investigation unless the applicant consents in writing to the investigation and to the release of the investigation information to the City Administrator or other city Staff as may be appropriate. An applicant's failure to provide consent may disqualify the applicant for the position sought. If the City Administrator rejects the applicant's application due solely or in part to the applicant's prior conviction of a crime, subject to the exception set forth in Minnesota Statutes, section 364, the City Administrator must notify the applicant in writing of the following: a) The grounds and reasons for the rejection; b) The applicable complaint and grievance procedure set forth in Minnesota Statutes Section 364; c) The earliest date the applicant may reapply for employment; and d) That all competent evidence of rehabilitation will be considered upon reapplication. SECTION 19. SEXUAL HARASSMENT POLICY. Subdivision 1. Applicability. This sexual harassment policy applies to all officials and employees of the City of Lauderdale, including regular full-time and regular part-time employees, elected and appointed officials, temporary, seasonal and nein-regular employees, employees covered or exempted from personnel rules or regulations, and independent contractors and consultants. Subdivision 2. General. Sexual harassment is a form of sex discrimination prohibited by state and federal law. Employees have the right to a workplace free of sexual harassment.. The City will not tolerate sexual harassment of its employees by anyone -supervisors, other employees, officials or citizens. Persons harassing others will be promptly and firmly disciplined. All personnel must become familiar with this policy and comply with it. Subdivision 3. Definition. Sexual harassment includes, but is not limited to, unwelcome sexual advances, requests for sexual favors, sexually motivated physical contact, or communication of a sexual nature when: Lauderdale Personnel Policy and Procedures Page 15 of 16 a. Submission to such conduct is made either explicitly or implicitly a term or condition of employment or public service; b. Submission to or rejection of such conduct by an employee is used as the basis for employment decisions such as promotion, assignment, demotion, discipline, or discharge; C. Such conduct has the purpose or effect of unreasonably interfering with an employee's work performance or creating an intimidating, hostile, or offensive working environment. Subdivision 4. Examples. Behavior that could be considered sexual harassment may include: a. Verbal harassment (e.g., sexually -oriented comments, sexually -oriented innuendoes or sexually -oriented derogatory remarks); b. Physical harassment (e.g,, unwelcome touching, gestures, assault, impeding one's movement or other physical contact that an employee finds offensive); C. Visual forms of harassment (e.g., sexually derogatory posters, letters, poems, graffiti, cartoons, use of the Internet or drawings); or d. Requests for sexual favors or unwelcome sexual advances. Subdivision 5. Reporting Procedure. Employees.who believe they have experienced sexual harassment or who know of conduct they believe might constitute sexual harassment toward an employee, are required to report it to their supervisor, the designated personnel representative(s), the Mayor, or the City Attorney. The City official N-vho receives the report should inform the designated personnel representative(s), the Mayor or the City Attorney in confidence as soon as possible. If any City employee, official, or the City Attorney directly receives an oral or written complaint from an alleged victim of sexual harassment, he or she must immediately forward the complaint to the designated personnel representative(s), the Mayor or the City Attorney, or direct the alleged victim to report the incident. Failure to forward a report of alleged sexual harassment to the appropriate person(s) could result in disciplinary action against the person(s) who neglected to make the report. Subdivision 6. Investigation and Reebmmendation. Upon receiving any report alleging sexual harassment, the designated personnel representative or other appropriate official will conduct an investigation. To the extent possible, the allegations and investigation will be kept confidential. An alleged victim may have a staff person of the same gender present during all contacts with the designated personnel representative. The alleged victim and any witnesses may be asked to put their reports in writing. Lauderdale Personnel Policy and Procedures Page 16 of 16 If the facts are found to support the allegations, the harasser will be subject to disciplinary action up to and possibly including immediate termination depending on the circumstances and severity of the harassment. The designated personnel representative may report on the investigation and its results to the City Council. The City will keep a complete record of the nature of the complaint, its investigation and its resolution. Pending completion of the investigation, the designated personnel representative may take any appropriate action necessary to protect the alleged victim, other employees, or citizens. Anyone who makes a false complaint of sexual harassment or anyone who gives false information during a sexual harassment investigation could also be subject to disciplinary action up to and possibly including immediate termination. The City may also •discipline any individual who retaliates against a person who testifies, { assists or participates in any manner in a sexual harassment investigation. Retaliation includes, but is not limited to, any form of intimidation, reprisal or harassment. SECTION 20. EFFECTIVE DATE. The effective date of these personnel policies is January 13, 2009. These personnel policies supersede all prior city personnel policies between the City and its employees. With respect to employees whose positions are included in a collective bargaining unit, provisions of the applicable collective bargaining agreements negotiated pursuant to the Public Employment Labor Relations Act (MS 179A.01 -179A.25), supersede these rules and regulations on any subject area covered by both the collective bargaining agreement and these rules and regulations. Signed: Mayor) Mayor Pro Tem Date: LAUDERDALE COUNCIL ACTION FORM Action Requested Consent X Public Hearing Discussion Action Resolution Work Session. I Meeting Date January 13, 2009 ITEM NUMBER 5I - 2009 Employee Wages STAFF INITIAL APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: The union contract calls for an annual increase in compensation based on the Bureau of La- bor Statistics Consumer Price Index for the midwestern region. The increase can be no less than three (3%) and no greater than five (5%). The figures have varied wildly this year. The October figure was 3.0% with the November figure at 0.5% (percent change over 12 months). Generally, the pay increase for union staff has been extended to the assistant to the city administrator position as well. The City Administrator position salary will increase to step one for 2009 per the contract. Following are the hourly equivalents: Heather Butkowski $32.16 Jim Bownik $26.95 David Hinrichs $27.82 Joe Hughes $24.58 OPTIONS: STAFF RECOMMENDATION: By approving the consent agenda, the Council increases the wages of the assistant to the city administrator by three percent and union staff by three percent to comply with the terms of the union contract effective 1/1/2009. COUNCIL ACTION: LAUDERDALE COUNCIL ACTION FORM ACTION REQUESTED Consent X Public Hearing Discussion Action Resolution Work session Meeting Date: January 13, 2009 ITEM NUMBER 51 City Recordings Retention STAFF INITIAL cc APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE: The City vault contains audio and VHS tapes of city council and committee meetings from 2000-2008. The data practices retention schedule only requires that city council tapes be retained for one year after formal approval of written minutes by the council or committee. The exception to this are closed city council meetings. These tapes are re- quired to be retained for 2-8 years depending on the topic. At some point it became standard practice to keep these tapes. I am not sure why, but they now take up a lot of space (12 bankers boxes). The integrity of the recordings will need to be addressed if the city council elects to retain the recordings beyond the data practices requirements. OPTIONS: 1. Do nothing. 2. Follow the data practices schedule and destroy old tapes one year after formal ap- proval of written minutes by city council. 3. Rent a DVD/VHS recorder and direct staff to transfer data. The cost for rental, DVDs, and staff time would be approximately $3,900. 4. Purchase the equipment and direct staff to transfer data. The cost would be approxi- mately $2,000. STAFF RECOMMENDATION: Follow the records retention schedule and destroy tapes one year after formal approval of written minutes by the city council. COUNCIL ACTION: ACTION REQUESTED LAUDERDALE COUNCIL Consent X MEETING DATE January 13, 2009 Special Public Hearing ITEM NUMBER PCIC Minutes Report Discussion/Action STAFF INITIAL Jim Resolution . Work session APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: Attached are the minutes from the Park & Community Involvement Committee meeting of December 15, 2008 and January 5, 2009. OPTIONS: 1) Approve asconsent item.. 2) Remove from consent for discussion. STAFF RECOMMENDATION: Motion to acknowledge receipt of and placing on file the attached minutes of the Park, & Community Involvement Committee. COUNCIL ACTION: 12/15/08 PCIC Minutes MINUTES MONDAY, DECEMBER 15, 2008 PARK & COMMUNITY INVOLVEMENT COMMITTEE 1. CALL TO ORDER 6:33 p.m. 2. ROLL CALL Members Present: Kathy Lerfald, Trygve Hansen, Bob Milligan, Kathy Thompson Members Absent: Gretel Keene, Donna Yamashita -Berry Staff & Council Present: Jim Bownik, Denise Hawkinson Others Present: 3. APPROVAL OF THE AGENDA Milligan motioned to approve the agenda, second by Hansen. Motion carried unanimously. 4. APPROVAL OF MINUTES OF NOVEMBER 17, 2008 MEETING Lerfald suggested adding boiling hotdogs ahead of time to the Halloween discussion. Hansen motioned to approve the minutes as amended, second by Thompson. Motion carried unanimously. 5. REPORTS 6. DISCUSSION/ACTION A. Snow*Commotion Planning (Saturday, January 24) The Committee discussed the following: ■ The flyer for the newsletter. ■ Decided to provide snow & ice sculpture participants a sign to place by their sculpture that says Snow*Commotion. Mac Lean to make the signs. ■ Confirmed not having horses for wagon ride. ■ Hansen volunteered to bring wood for bonfires, in addition to the trailer and straw bales for the wagon ride, and driving the truck for the wagon ride. ■ Bownik will touch bases with Mac Lean to remind her of her duties including the sculpture signs, recruiting judges, and making 1St, 2nd, and 3rd place ribbons. ■ Bownik will check on food options per food license and renting a heated tent. ■ Kathy and Kathy volunteered to get the prizes for 1St, 2nd, and 3rd place for the sculpture contest. 1 12/15/08 PCIC Minutes B. Dance Night at City Hall (Thursday, March 5, 7-9 p.m.) The Committee discussed the following: ■ The flyer for the newsletter, Milligan volunteered to hand out flyers at his townhouse meeting. ■ The budget for the expenditures is $400 for the music and $200 for desserts and other items. • Kathy and Kathy volunteered to drum up corporate dessert donations. • Hansen suggested door prizes and volunteered to get them. • Tables and table clothes. Lerfald mentioned she would prefer round tables. Thompson suggested silver table clothes. • Lighting options. It was recommended that people donate strings of lights. ■ It was suggested a subcommittee meet about desserts and decorations. C. 60th Anniversary Commemoration The Committee expressed interest in the following possibilities: • Making a sandwich board sign to display starting with Snow*Commotion with things that happened in 1949. • Start with an announcement in the first newsletter of the year, and follow up with trivia such as listing all of the Mayors through history. • Interview a long-time resident for a newspaper story. ■ Provide cake and coffee at some point. • Have cake or a free ice cream truck at Day in the Park. 7. OTHER BUSINESS 8. SET PRELIMINARY AGENDA FOR NEXT MEETING Bownik provided a preliminary agenda for the next meeting. 9. SET DATE FOR NEXT MEETING The committee meets on the first or third Mondays of the month depending on the needs and commitments of the committee. The next meetings were set for January 5, and February 2 at 6:30 p.m. 10. ADJOURNMENT Thompson motioned to adjourn the meeting, second by Milligan. Motion carried unanimously and adjourned at 7:56 p.m. 2 1/5/09 PCIC Minutes?"; MINUTES MONDAY, JANUARY 5, 2009 �- PARK & COMMUNITY INVOLVEMENT COMMITTEE 1. CALL TO ORDER 6:33 p.m. 2. ROLL CALL Members Present: Kathy Lerfald, Trygve Hansen, Gretel Keene, Bob Milligan Members Absent: Kathy Thompson, Donna Yamashita -Berry Staff & Council Present: Jim Bownik, Denise Hawkinson, Lara Mac Lean Others Present: 3. APPROVAL OF THE AGENDA Milligan motioned to approve the agenda, second by Hansen. Motion carried unanimously. 4. APPROVAL OF MINUTES OF DECEMBER 15, 2008 MEETING Milligan motioned to approve the minutes, second by Hansen. Motion carried unanimously. 5. REPORTS A. 60th Anniversary Bownik summarized plans for commemorating Lauderdale's 60th Anniversary. Additional suggestions by the Committee included designing a city logo, playing the history video on the cable channel, and appointing Kathy Lerfald the official city historian. B. Impact of LGA Cuts to Lauderdale Bownik reported on the affect of cuts to Local Government Aid and how it relates to the budget for park capital improvements. The Committee expressed concern about publishing the newsletter every three months instead of every two months because of the timing of information for city events. The consensus recommendation was to reconsider publishing it every two months. Bownik stated this could be reconsidered in about 6 months. 6. DISCUSSION/ACTION A. Reconfirm Kathy Lerfald as Chair for 2009 1 1/5/09 PCIC Minutes Bownik provided background and staff's recommendation on this item. Milligan motioned to reconfirm Kathy Lerfald as Chair of the Park & Community Involvement Committee for 2009, second by Keene. Motion carried unanimously. B. Snow*Commotion Planning (Saturday, January 24, 3-6 p.m.). The Committee discussed the following: ■ Trygve and Bob volunteered to arrive at 2 p.m. to start bonfires. Other volunteers will arrive at 2:30 p.m. ■ S'more assembly will be Friday, January 23 from 12-1 p.m. at City Hall. ■ Providing 150 S'mores, 100-200 cookies, hot chocolate packets, and extra marshmallows. ■ Lerfald, Keene, and Milligan volunteered to assemble S'mores. Bownik will get the supplies. ■ Use a system of donations instead of charging for items. Hansen volunteered to make and bring 2 or 3 generic donation boxes. ■ Have 2 bonfires. Denise volunteered to bring her fire pit. ■ Lara will talk to her husband and.Jack Barlow about filming the sculptures and the event. ■ Creating a map of sculptures for the wagon ride. ■ The Mayor or Lerfald could announce the winners of the sculpture contest. • Hiding the wood medallions as well as the main medallion for prizes. ■ Hawkinson will get prizes from City Hall for the poker chip game and the wood medallions. ■ Someone made a new shoot the puck game that can be used. ■ Hansen volunteered to bring wood logs for people to sit on. ■ A sign that says things that happened in January 1949. • Assignments. C. Winter Dance & Dessert Buffet (Thursday, March 5, 7-9 p.m.) The Committee discussed the following: ■ Set up will be Wednesday, March 4. The time is to be determined. Lerfald, Lara, and Gretel volunteered for the set up. ■ The Committee suggested members working the event should also purchase a ticket. ■ Advance ticket sales can be collected by members and turned in at City Hall. ■ Milligan and Keene volunteered to distribute flyers. ■ Lighting: Lerfald suggested white or blue lights. ■ Assignments. 7. OTHER BUSINESS 8. SET PRELIMINARY AGENDA FOR NEXT MEETING 2 1/5/09 PCIC Minutes Bownik provided a preliminary agenda for the next meeting. The committee meets on the first or third Mondays of the month depending on the needs and commitments of the committee. The next meeting is set for February 2 at 6:30 p.m. 10. ADJOURNMENT Hansen motioned to adjourn the meeting, second by Milligan. Motion carried unanimously and adjourned at 7:52 p.m. ACTION REQUESTED LAUDERDALE COUNCIL Consent X MEETING DATE January 13, 2009 Special Public Hearing ITEM NUN4BER City Vehicle Use Policy Revision Report Discussion/Action STAFF INITIAL Jim Resolution Work session APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: There are instances, such as city events, where it would be beneficial to have a volunteer drive a city vehicle. This year's Snow*Commotion proposes to use a city vehicle to pull the hay ride instead of using horses. Trygve Hansen has volunteered to supply the wagon and hay, as well as drive the city vehicle used to pull it. The City Vehicle Use Policy needs to be revised to allow volunteers to drive city vehicles. Enclosed is a proposed revision to the policy. OPTIONS: 1) Approve as part of Consent Agenda 2) Remove from the Consent Agenda for discussion, followed by Action. STAFF RECOMMENDATION: A motion to approve the Consent Agenda approves the revised City Vehicle Use Policy. COUNCIL ACTION: 100 CITY VEHICLES USE POLICY 100.1 PURPOSE. The purpose of this policy is to establish guidelines for the use and operation of vehicles owned by the city. 100.2 APPLICABILITY. This policy applies to all city employees and volunteers. 100.3 USE OF CITY VEHICLES. 41- A. Only city employees and volunteers over the age of 18 and who possess a valid driver's license are authorized to operate a city vehicle. 2: B. City vehicles shall only be used for city business or for work, performed on behalf of the city. ohieles i lief of theit! . ehiele 47C. Employees and- volunteers operating city vehicles shall wear seatbelts at all times, shall follow all ttaffio local, state, and federal laws and posted speed limits and shall not smoke in the vehicle. 5 The . eall maintenance pet:sorishall take a ,Melo heme D. Employees and volunteers shall immediately notify their supervisor in the event they are involved in an accident. 100.4 ASSIGNMENT OF VEHICLES A. Use of city vehicles shall first go to maintenance employees. When vehicles re not in use -by maintenance staff, other authorized city employees may use the vehicles in lieu of their own vehicle. B. The on-call maintenance person shall take a vehicle home. 100.4 100.5 VIOLATIONS. An employee or volunteer who is found to have violated this policy shall loose the privilege of operating a city vehicle. Revised and approved by the City Council on 1/13/09. ACTION REQUESTED LAUDERDALE COUNCIL Consent X MEETING DATE January 13, 2008 Special Public Hearing ITEM NUMBER Lions Club Donation Request Report Discussion/Action STAFF INITIAL Jim Resolution Work session APPROVED BY ADMINISTRATOR :DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: In previous years, the Lions Club has donated items to the city upon request. Items requested have included city entrance signs, toddler equipment for the playground, picnic tables for the park, and tables for the social room. The past 3 years, the Lions Club has donated $500 each year to cover the cost of the horse drawn wagon ride for Snow*Commotion. Since the horses are not part of the plan for this year's Snow* Commotion, a donation request has not yet been sent. Staff proposes a donation request for $1200 to cover the cost of music at the following 4 events in 2009: Dance Night & Dessert Buffet, Thursday, March 5, from 7-9 p.m. , $400; June Music Under the Trees, $200; July Music Under the Trees, $200; and ,Day in the Park, Saturday August 15, 12-3 p.m., $400. Staff requests the council to authorize staff to submit a donation request to the Falcon Heights -Lauderdale Lions Club for $1200 to cover the cost of music at 4 events in 2009. OPTIONS: 1) Approve as part of Consent Agenda 2) Remove from the Consent Agenda for discussion, followed by Action. STAFF RECOMMENDATION: A motion to approve the Consent Agenda authorizes staff to submit a donation request to the Falcon Heights -Lauderdale Lions Club for $1200 to cover the cost of music at 4 events in 2009. COUNCIL ACTION: LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion X Action X Resolution Work Session Meeting Date January 13, 2009 ITEM NUMBER 9A—Community Room Policy STAFF INITIAL APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: In the three years I have been here the social room use has been changing. I can only guess that we have become known for the low reservation rate, so we increasingly cater to non-residents or residents that use the space for something other than the family -style events that I think the Council intended. In addition, we've had unusual requests that the social room policy doesn't address. For example, one recent applicant wanted to use the room until 6 a.m. That isn't rea- sonable but what is? 10:00 p.m. like Falcon Heights, midnight, 2:00 a.m.? It has been a goal of the City Council to keep the reservation cost to a minimum so the general fund subsidized expenses not covered by the reservation rate. In light of the aid cuts, staff was wondering if the Council wanted to bring the rental rates more closely in line with the cost of reserving the room. Generally, each reservation requires an hour or two of staff clean up after the event (mopping, hauling garbage etc. at $40/hour) plus incidentals such as heat, lights, wa- ter, paper products, bottled water, liability etc. Room costs are generally tied to the length of the. rental so staff also proposes distinguishing between half day and full day users. In 2008, there were 21 reservations at $25; 43 reservations at $40; and 5 reservations at $100. Staff proposes. eliminating the $25 meeting only fee (no kitchen use) as the kitchen is generally .used whether applicants acknowledge it or not and the other costs remain the same. Other fee changes are highlighted in the policy along with the introduction of a cancellation fee. Rentals to non-profit community groups would remain the same under the proposed policy unless the Council wishes to reconsider that. There is also a section which provides residents the opportunity to request an exception to the policy/fee schedule if warranted. These requests would be submitted to and approved by the City Administrator. The current and proposed policies are attached. OPTIONS: STAFF RECOMMENDATION: Staff asks the Council to consider the proposed changes. Staff can revised the document and bring it to the next meeting unless the Council would like to adopt this version. COUNCIL ACTION: CITY OF LAUDERDALE POLICY ON CITY FACILITY USE The purpose of this policy is to establish procedures and guidelines for persons and/or organizations requesting use of the Community Room /Kitchen at City Hall. It is the goal of the policy to encourage the use of the facilities by making it accessible to the Community yet doing so in a fair, equitable and cost effective manner. BACKGROUND The City is often contacted by persons and/or organizations seeking to use facilities at City Hall. To clarify the procedure for reservation and usage, the following procedures and guidelines are established. APPLICABILITY This policy applies to all persons and/or organizations requesting use of the Community Room / Kitchen at City Hall. This policy does not apply to the City Council Chambers nor does it include the use of City equipment/furniture other than what is available in the Community Room and Kitchen. RESERVATIONS/CANCELLATIONS Requests for reservations can be made by any individual (resident or non-resident) or organization (non-profit or for-profit). Reservations are generally handled on a first come first serve basis with priority given as follows: 1. residents for family gatherings (birthday, showers; etc); 2. residents for group meetings (associations, painters clubs, mothers chubs, etc where no participation fee is charged); 3. non-profit clubs who serve the community (4H, boy /girl scouts, etc); and 4. for-profit groups who charge participant fees (organized by a resident or non-resident). Requests for reservations during regular city business hours must not interfere with regular city business and are subject to approval by the City Administrator. Cancellations made five (5) business days prior to the reservation will be subject to a $20.00 cancellation fee. Cancellations made with less than five (5) business day notice are non-refundable. Reservations are offered in six (6) hour increments. This can be either morning, afternoon or evening however, the room must be vacated no later than midnight. Users should plan for set-up and clean-up within the time period unless arrangements are made for the city to provide this service. PROCEDURES All persons and/organizations requesting to use City Hall facilities shall follow these procedures: 1. Submit written application to city staff as far in advance of the reservation date as possible. Applications are available at City Hall, on-line, or by mail upon request. 2. Full payment of the reservation fee and deposit are due with the application. Reservations are not guaranteed until both the application and fee are received. Submission does not guarantee approval. 3. Approval will be determined by availability. After the request has been approved, the facility will be considered reserved. 4. All groups are required to submit the damage deposits, regardless of their fee status. FEES FOR USE The City Council recognizes the costs associated with usage of the facilities and has developed the following guidelines: 1. All residents and/or organizations will be required to pay the scheduled fee, with the exception of non-profit community groups who may be allowed fee use of the facilities. Verification of non-profit status may be required with room application. Applicant may submit a written request for exemption to the City Administrator. 2. Non-profit organizations seeking to use the room for purposes of fundraising and/or dinner meetings will be required to pay scheduled fee(s). 3. Organizations or groups whose purpose is for private, business, political, or religious interests will be required to pay the scheduled fee. 4. Roseville Area Schools will be charged their prevailing rates for use of City facilities. 5. Any organization denied free use under this policy may appeal to the City Council. FEE SCHEDULE FOR RESIDENTS (EXCLUDING FOR-PROFIT USE) Use of the Community Room / Kitchen (excluding set-up/clean up) $50.00/ 6 hour block $75/day $50.00...... cost for staff set-up $50.00 ...... cost for staff clean up $100.00.....damage & key deposit $20.00 ...... room cancellation fee FEE SCHEDULE FOR ALL OTHER INDIVIDUALS / GROUPS Use of the Community Room / Kitchen (excluding set-up/clean up) $100.00/ 6 hour block $150.00/day $50.00.......cost for staff to do set-up $50.00.......cost for staff to do clean up $100.00....... damage & key deposit $20.00 room cancellation fee RULES AND REGULATIONS 1. The Community Room, entry corridor, restrooms, and kitchen shall be available for use under this policy. 2. Unless other arrangements are made, groups must clean up after using the facilities and will dispose of all refuse properly and adequately. Set-up and clean up must be done during the allotted time of the rental. Failure to provide proper clean up will result in forfeiture of 2 deposit and/or future use of the facilities. This will be determined by the City Administrator. 3. The use of intoxicating liquor and non -intoxicating malt liquor beverages is prohibited at City Hall. Enforcement is handled by the City of St. Anthony Police Department. 4. Pursuant to the Minnesota Clean Indoor Air Act and City Ordinance, smoking is prohibited. 5. Public groups or organizations, as defined under Minnesota Statutes, using the facilities for the purpose of convening a public meeting must conform to open meeting law requirements pursuant to Minnesota Statutes. 6. The City of Lauderdale and the City Council and staff assume no liability for loss, damage, injury, or illness incurred by the users of this facility. 7. The City of Lauderdale reserves the right to request proof of insurance when it is determined to be in the best interest of the City. 8. All participants must wear non -marking soles to prevent unnecessary wear and tear on the. floors. Cleaning materials are provided to remove any marks during clean-up. Failure to do so will result in loss of damage deposit. 9. The applicant is responsible for set-up and clean up of the facility (unless other arrangements are made with city staff) including; a. Wiping down all surfaces and washing kitchen utensils used. b. Properly dispose of trash including coffee, cups, paper, etc. c. Rearranging furniture (stacking tables in corner and replacing chairs in racks). d. Sweeping floors, mopping as needed. e. Turning the heat down to 60 in winter. f. Shutting off all lights (including restroom lights). g. Closing and locking windows and exterior doors. h. Reimbursing the City for any damage or loss to city facilities or equipment within 48 hours. 10. Misrepresentation — Residents may not make reservations for other individuals or groups at the resident rate. 11. Failure to conform to these policies and rules may be cause for forfeiture of future use privileges and/or damage deposit. Adopted by the City Council the day of , 2009 3 CITY OF LAUDERDALE POLICY ON CITY FACILITY USE The purpose of this policy is to establish procedures and guidelines for persons and/or organizations requesting use of the Community Room and Kitchen at City Hall. It is the goal of the policy to encourage the use of the facilities by making it accessible to the Community yet doing so in a fair, equitable and cost effective manner. APPLICABILITY This policy applies to all persons and/or organizations requesting use of the Community Room and Kitchen at City Hall. This policy does not apply to the City Council Chambers nor does it include the use of City equipment/furniture other than what is available in the Community Room and Kitchen. BACKGROUND The City is often contacted by persons and/or organizations seeking to use facilities at City Hall. To clarify the procedure for reservation and usage, the following procedures and guidelines are established. PROCEDURES All persons and/organizations requesting .to use the facilities in City Hall shall follow this procedure: 1. Submit written application to the City Staff as far in advance of the date requested as possible. Applications are available at City Hall and will be mailed upon request. 2. Full payment of scheduled fee and deposit are due when application for use has been approved. 3. Approval for usage will be determined by availability. After the request has been approved and the damage deposit received, the facilities will be considered reserved. Reservations will be based on whichever organization has submitted their damage deposit first. 4. All groups will be required to make the necessary deposits, regardless of their fee status. CHARGES The City Council recognizes that certain costs are associated with usage of the facilities and has developed the following guidelines: I. All residents and/or organizations will be required to pay the scheduled fee except the following who shall be allowed free use of the facilities: a. League of Women Voters b. Local Senior Citizen Groups/Organizations c. Local Scouts, Brownie Troops, 4-H, Campfire d. Neighborhood Block Watch Groups e. Watershed Management Organizations f. Ramsey County League of Local Governments (RCLLG) g. League of Minnesota Cities/Association of Metropolitan Municipalities (LMC/AMM) h. Other Governmental jurisdictions conducting City of Lauderdale related business i. Developers for purposes of making presentations to residents j. Legislators for informational (non -campaign) meetings except after the filing date and before the November election of a legislative election year unless requested by a majority of the City Council. k. Local Area Youth Athletic Associations and/or School Sponsored Events 1. Lauderdale and Falcon Heights Lions Club in. Party precinct caucuses, legislated district conventions and county conventions under the requirements of MN Statute 202A.192 n. Groups which the City of Lauderdale is a member such as the Mayor's Commission Against Drugs (MCAD) o. Lauderdale neighborhood or community based groups whose activities are open to all and for the sole purpose of developing, fostering and strengthening neighborhood and community well being. p. Groups or clubs that meet all of the following criteria: 1. Lauderdale based. Organizations and/or social groups with at least 30% Lauderdale residents and/or leadership that resides in Lauderdale. 2. Non-profit. Non -Profit organizations seeking to use the room for purposes of fundraising and/or dinner meetings will be required to pay the designated rental fee. 3. Participation open to public 4. Reaches out to include people of different ages to encourage intergenerational exchanges of information. 5. Encourages a community service and/or benefit component. q. Organizations or groups whose purpose is for private, business, political or religious interests will be required to pay the scheduled fee. 2. Any organization denied free use under this policy as defined in this section may appeal to the City Council. 3. The Roseville Area Schools will be charged their own prevailing rates for use of City facilities. RULES AND REGULATIONS 1. The Community Room, entry corridor, rest rooms, and kitchen shall be available for use under this policy. 2. Groups that agree to clean up after using the facilities will dispose of all refuse properly and adequately clean up after usage. Failure to provide proper clean up will result in forfeiture of deposit and/or future use of the facilities. This will be determined by the City Administrator. 3. The use of intoxicating liquor and non -intoxicating malt liquor beverages is prohibited in the facilities and all other City owned property. 4. Pursuant to the Minnesota Clean Indoor Air Act and City Ordinance, smoking is strictly prohibited. 5. Public groups or organizations, as defined under Minnesota Statutes, using the facilities for the purpose of convening a public meeting must conform with `open meeting law' requirements pursuant to Minnesota Statutes. 6. The City of Lauderdale and the City Council and staff assume no liability for loss, damage, injury or illness incurred by the users of this facility. 7. At the time of scheduling, all groups that are planning a fundraising event- must provide the City of Lauderdale with a certificate of insurance and other documentation as may be required. The certificate of insurance should list adequate limits of liability. 8. The individual representing the organization using the facilities, i.e. person signing the application, shall be responsible for: a. Proper disposal of all coffee, cups, paper, etc., Rearrangement of fiirniture, (unless paying clean up fee). b. Turn the heat down to 50, shut off all lights (including restroom lights), close and lock windows, and lock exterior doors. c. Reimbursing the City for any damage or loss to city facilities or equipment within 48 hours of meeting. 9. Failure to conform with these policies and rules may be cause for forfeiture of future use privileges and/or deposit. 10. Payment for use of the facilities shall be: FEE SCHEDULE FOR RESIDENTS $25.00 ....... *cost for use of Community Room (users to do own setup and cleanup) $40.00 ....... *cost for use of Community Room and Kitchen (users to do own setup and cleanup) $50.00 ....... **cost for staff set-up and cleanup $75.00....... damage & key deposit FEE SCHEDULE FOR NON-RESIDENTS $100.00 ....... *cost for use of Community Room and Kitchen (users to do own setup and cleanup) $50.00........"cost for staff set-up and cleanup $100.00....... damage & key deposit *Cleanup means returning the facilities to their original state, excluding mopping the floor, vacuuming halls, placing garbage in dumpster and replacing paper products in bathrooms. **Staff will do all setting up and cleaning of facilities. ***For scheduling purposes, pre -set-up may occur no more than 3 hours prior to the event. Clean- up, if done by users, must occur immediately following the event. LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion X Action _ Resolution Work Session DESCRIPTION: Meeting Date: January 13, 2009 ITEM NUMBER 9B Fee Schedule STAFF INITIAL APPROVED BY ADMINISTRATOR Every year the Council adopts a fee schedule. Like last year, the fee schedule will be adopted as an ordinance. This ensures that the fee schedule wholly complies with state statutes. Staff is proposing a few changes to bring fees closer in line with actual costs so there is less reliance on the general fund for individual requests. The entire proposed fee schedule is attached but the proposed changes are highlighted below. 1) Mechanical License 2) Community Room Rental - Resident 3) Community Room Damage Deposit 4) Research Fee for Data Practices Requests (NEW) 5) Special Meeting Fee (NEW) 6) Non -Resident Notary Public Services Fee 7) Mileage Reimbursement 8) Fence, Driveway, Sidewalk, & Retaining Wall Permits 9) Home Occupation Permit 10) Lot Consolidation (NEW) 11) Variance 12) Conditional Use 13) Zoning Amendment 14) Subdivision (NEW) 15) Planned Unit Development (PUD) (NEW) 16) Service Availability Charge (SAC) 17) Water Access Charge 2008 2009 $35.00 $40.00 $40.00 $50.00- $75.00 $100.00 $40.00 $100.00 $3.00 $1.00 $0.585 $0.55 $10-25 $50.00 $50.00 $100.00 $100,00 $75.00 $150.00 $165 $200.00 $100 $500+escrow $500+escrow $500+escrow $1,825 $2,000 Refer to St. Paul Water Building, plumbing and mechanical permits have been added to the schedule; however, the fees largely remain the same. OPTIONS: STAFF RECOMMENDATION: The Council may choose to give fees for services special consideration this year due to funding cuts. Staff asks the Council to consider the 2009 fees at this meeting and staff will bring your recommendations back for adoption at the next meeting. COUNCIL ACTION: CITY OF LAUDERDALE (NON -CODIFIED) ORDINANCE #2009 Establishing License, Administrative, and Permit Fees and Fines The Lauderdale City Council hereby establishes the following license, administrative, and permit fees and fines: Schedule ofLicense Fees 3.2 Off -Sale Liquor................................................................................................$65.00 3.2 On -Sale Liquor..............................................................................................$250.00 Community Room 3.2 Temporary On-Sale............................................................. ............................$30.00 Cigarettes.......................................................................................................... $100.00 AnimalLicense....................................................................................................$10.00 Set-up fee..................................................................................................................... PotentiallyDangerous Dog.....................................................................................$50.00 Cleanup fee.................................................................................................................. DangerousDog........................................................................................... .....$150.00 KennelLicense................................................................................ ..................$50.00 TreeService License ..............................................................................................$40.00 .................................... . $ 0.2 5/p age Mechanical (HVAC) License................................................. ................................ $40.00 Refuse Hauling License ........................ ............................................................ $65.00/truck Gas Station. License ........................... $25.00/frstpump...................... .... $10.00 each additional pump Rental Housing License ......................One unit $30.00.................... Two+ units. $30.00 + $2.50/unit RentalHousing Inspection................................................................................................. $34.00 Schedule ofAdininistrative Fees Community Room Resident ........................................ $50.00/6 hour block..... $75.00 All Day.... $100 refundable deposit Non. -Resident & for-profit rentals... $100.00/6 hour block..... $150.00 AU Day... $100 refundable deposit Set-up fee..................................................................................................................... $50.00 Cleanup fee.................................................................................................................. $50.00 Employee Time to Search, Retrieve, and Copy Data Practices Requests ............................... $40.001hour Specialized Data Practices Requests Filled by Non -Staff .................................. hourly-rate/researcher Copies............................................... ....' .................................... . $ 0.2 5/p age Faxes.......................................................................................................... $0.5 0/page SpecialMeeting Fee........................................................................................................ $100.00 Copy of Public Meeting Videotape.............................................................................. $50.00 Filing of Affidavitfor Office....................................................................................... $2.00 NSF Check Return................................................................................................:$25.00 Non -Resident Notary Public Service..............................................................................$1.00 Assessment Search ................. ..................................................................... $20.00/Address Replacement Recycling Container.............................................................................. $12.00 False Fire Alarms...........................................................................Cost plus $25.00 adrn. fee' False Security Alarm - IS' ....................................... ....................$85.00 plus $25.00 adrn. fee False Security Alarm - 2"`r+............................................................$90.00 plus $25.00 adrn. fee Fire Prevention Inspection............................................................. $25.00/hr + $25.00 adrn. fee Certify delinquent bills to county ...................................................$25.00 adrn. fee + 8% interest T-Shirts............................................................................................................. $10.00 PoloShirts.......................................................................................................................$15.00 Lauderdale History Book............................................................... $25.00 ($23.42 + $1.58 tax) Historical Video..............................................................................$8.00 ($7.49 + $.51 tax) Mileage Reimbursenrent...................................................................................$.55 per mile Schedule of Zoning and Permit Fees BuildingPermits....................................................................................................See appendix A Fence, Driveway, Sidewalk, Retaining Walls......................................................................... $50.00 Mechanical Pernits..............................................................................................See appendix B PlumbingPerrnits.............................................................................................................. $20.00 Plus Fixture Fee (per fixture installed) ... ... ... ...... ......... ... ... ... ............ ...... ... ...... ..... I ...... $ 8.00 StateSurcharge......................................................................................................$ .50 Gainbling.................................................................. $15.00/ < five events...... $300.00/ > five events Right -Of -Way ................................................Street. Excavation. $50.00 ...... ....... Obstruction $25.00 HoneOccupation............................................................................................................$100.00 Lot Consolidation/Division................................................................................................$100.00 VarianceApplication........................................................................................................ $150.00 Conditional Use Application.............................................................................................. $200.00 Zoning Aniendment....................................................................................... $500+$11000 escrow Sub -division Application................................................................................. $500+$1, 000 escrow Planned Unit Developnent (PUD)...............................................:....................$500+$1,000 escrow Service Availability Charge (SAC).................................................................................... $2,000.00 Water Access Charge (WAC) .......................................... Per St. Paul Water Services Prevailing Rate Schedule ofAdministrative Fines Rental housing license violation............................................................up to $1,000.00 per day Schedule of Civil Penalty Fees for Alcohol Violations............................................See Appendix C Fees for Uusnecified Requests A private party or public institution (hereinafter applicant) making a request to the city for approval of a project or for public assistance must cover the city's consultants' costs associated with reviewing the request. Prior to having the request considered by the city, the applicant must deposit an escrow fee in an amount that is estimated to cover the city's consultants' costs as determined by the city administrator. If the city's consultants' costs exceed the initial escrow deposited by the applicant, an additional escrow fee will be required to cover the additional costs. The city shall use the applicant's fees to cover the city's actual consultants' costs in reviewing the request regardless of the city's action on the applicant's request. If the applicant's escrow fees exceed the city's actual consultants' costs for reviewing the request, the remaining escrow fees shall be refunded to the applicant. This Ordinance is adopted by the Lauderdale City Council on January , 2009, and will become effective , 2009, unless otherwise noted. This Ordinance supersedes all previous Ordinances regarding these rates, fees, and fines. ATTEST: Heather Butkowski City Administrator Lauderdale, Minnesota Jeff Dains Mayor Lauderdale, Minnesota City of Lauderdale 1891 Walnut Street, Lauderdale, MN 55113 Office: 651-792-7650 Fax: 651-631-2066 Building Permit Fee Schedule Value of Improvement Permit Fee State Permit Plan Surcharge Surcharge Review Fee Fee Investigation Fee $0 - $500 $23.00 $0.50 $23.50 $14.95 $23.00 $501 - $600 $26.55 $0.50 $27.05 $17.26 $26.55 $601 - $700 $29.60 0.501 $30.10 $19.24 $29.60 $701 - $800 $32.65 $0.50 $33.15 $21.22 $32.65 $801,-, $900 $35.70 $0.50 $36.20 $23.21 $35.70 $901 - $1,000 $38.75 $0.50 $39.25 $25.19 $38.75 $1,001 - $1,100 $41.80 $1.00 $42.80 $27.17 $41.80 $1,101 - $1,200 $44.85 $1.00 $45.85 $29.15 $44.85 $1,201 - $1,300 $47.90 $1.00 $48.90 $31.14 $47.90 1,301,-, $1,400 $50.95 $1.00 $51.95 $33.12 $50.95 $1,401 - 1 $1,500 $54.00 $1.00 $55.00 $35.10 $54.00 $1,501 - 1 1,600 $57.05 $1.00 $58.05 $37.08 $57.05 $1,601 - $1,700 $60.10 $1.00 $61.10 $39.07 $60.10 $1,701 - $1,800 $63.15 $1.00 $64.15 $41.05 $63.15 $1,801 - $1,900 $66.20 $1.00 $67.20 $43.03 $66.20 $1,901 - $2,000 $69.25 $1.00 $70.25 $45.01 $69.25 $2,001 - $3,000 $83.25 $1.50 $84.75 $54.11 $83.25 $3,001 - $4,000 $97.25 $2.00 $99.25 $63.21 $97.25 $4,001 - $5,000 $111.25 $2.50 $113.75 $72.31 $111.25 $5,001 - $6,000 $125.25 $3.00 $128.25 $81.41 $125.25 $6,001 - $7,000 $139.25 $3.50 $142.75 $90.51 $139.25 $7,001 - $8,000 $153.25 $4.00 $157.25 $99.61 $153.25 $8,001 - $9,000 $167.25 $4.50 $171.75 $108.71 $167.25 $9,001 - $10,000 $181.25 $5.00 $186.25 $117.81 $181.25 $10,001 - $11,000 $195.25 $5.50 $200.75 $126.91 $195.25 $11,001 - $12,000 $209.25 $6.00 $215.25 $136.01 $209.25 $12,001 - $13,000 $223.25 $6.50 $229.75 $145.11 $223.25 $13,001 - $14,000 $237.25 ' $7.00 $244.25 $154.21 $237.25 $14,001 - $15,000 $251.25 $7.50 $258.75 $163.31 $251.25 15,001,-, $16,000 $265.25 $8.00 $273.25 .$172.41 $265.25 $16,001 - $17,000 $279.25 $8.50 $287.75 $181.51 $279.25 $17,001 - $18,000 $293.25 $9.00 $302.25 $190.61 $293.25 $18,001 - $19,000 $307.25 $9.50 $316.75 $199.71 $307.25 $19,001 - $20,000 $321.25 $10.00 $331.25 $208.81 .$321.25 $20,001 - $21,000 $335.25 $10.50 $345.75 $217.91 $335.25 21,001,- $22,000 $349.25 $11.00 $360.25 $227.01 $349.25 $22,001 - $23,000 $363.25 $11.50 $374.75 $236.11 $363,25 $23,001 - $24,000 $377.25 $12.00 $389.25 $245.21 $377.25 $24,001 - $25,000 $391.251 $12.50 $403.75 $254.31 $391.25 $25,001 - $26,000 $401.35 $13.00 $414.35 $260.88 $401.35 26,001,- $27,000 $411.45 $13.50 $424.95 $267.44 $411.45 $27,001 - $28,000 $421.55 $14.00 $435.55 $274.01 $421.55 $28,001 - $29,000 $431.65 $14.50 $446.15 $280.57 $431.65 $29,001 - $30,000 $441.75 $15.00 $456.75 $287.14 $441.75 Demolition Permit $42/hr for inspection with a $21 minimum $0.50 same as permit fee as of 1/2009 Appendix A The City of Lauderdale 1891 Walnut Street * Lauderdale * MN 55113 Appendix B Phone: 651-792-7650 Fax 651-631-2066 as of 1/2009 Each Unit Fee Schedule 1 Residential: Installation or relocation of each forced -air or gravity -type furnace or burner, $10.00 including ducts and vents attached to such appliance over 100,000 Btu/h 2 Installation or relocation of each floor furnace, including vent $9.00 3 Installation or relocation of each suspended heater, recessed wall heater or floor- $9.00 mounted unit heater. 4 Installation, relocation, or replacement of each appliance vent installed and not included _ ` $4.50 in an appliance permit 5 Repair of, alteration of, or addition to each heating appliance, refrigeration unit, cooling $9.00 unit, absorption unit, or each heating, cooling absorption, or evaporative cooling system, including installation of controls regulated by this code. 6 Residential: installation or relocation of each boiler or compressor to and including three ''< $9,00 horse power, or each absorption sstem to and including 100,000 Btu/h 7 Residential/Commercial: installation or relocation of each boiler or compressor over $16.50 three horse power to and including 15 horsepower, or each absorption system over 100,000 Btu/h and including 500,000 Btu/h 8 Commercial: Installation or relocation of each boiler or compressor over 15 horsepower $22.50 to and including 30 horsepower, or each absorption system over 500,000 Btu/h to and including 1,000,000 Btu/h. 9 Commercial: Installation or relocation of each boiler or compressor over 30 horsepower $33.50 to and including 50 horsepower, or each absorption system over 1,000,000 Btu/h to and including 1,750,000 Btu/h. 10 Installation or relocation of each boiler or refrigeration compressor over 50 horsepower, $56.00 or each absorption sstem over 1,750,000 Btu/h 11 Each air -handling unit to and including 10,000 cubic feet per minute, including ducts $6.50 attached thereto. NOTE: this fee shall not apply to an air handling unit which is a portion of a factory -assembled appliance, cooling unit, evaporative cooler or absorption , unit for which a permit is required elsewhere in this code. 12 For each air -handling unit over 10,000 cfm $11.00 13 For each evaporative cooler other than a portable type $6.50 14 For each ventilation fan connected to a single duct $4.50 15 For each ventilation system which is not a portion of any heating or air conditioning $6.50 system authorized by a permit. 16 For the installation of each hood which is served by mechanical exhaust, including the $6.50 ducts for such hood. 17 For the installation or relocating of each domestic -type incinerator. $11.00 18 For the installation or relocation of each commercial or industrial -type incinerator $45.00 19 For each appliance or piece of equipment regulated by this code but not classed in $6.50 other appliance categories, or for which no other fee is listed in this code. 20 When Chapter 22 is applicable (see Section 103), permit fees for fuel -gas piping shall be as follows: For each gas -piping system of one to four outlets. $3.00 For each gas -piping system of five or more outlets, per outlet $0.75 21 When Chapter 24 is applicable (see Section 103), permit fees for process piping shall be as follows: For each hazardous process piping system (HHP) of one to four outlets $5.00 For each piping system of five or more outlets, per outlet $1.00 For each nonhazardous process piping system NPP of one to four outlets $2.00 For each piping system of five or more outlets, per outlet $0.50 Appendix C 2009 Civil Penalty Fee Schedule for Alcohol Violations Type of Violation 1St 2"d 3rd 4 t 1. Commission of Revocation N/A N/A N/A a felony related to the licensed activity 2. Sale of Revocation N/A N/A N/A alcoholic beverages while license is under suspension 3. Sale of $1000 18 days 30 days Revocation alcoholic beverages +6 days to under -age persons 4. After hours $1000 18 days 30 days Revocation sale of alcoholic +6 days beverages 5. After hours $1000 18 days 30 days Revocation display or +6 days consumption of alcoholic beverages 6. Refusal to allow $1000 30 days Revocation city officials to +18 days inspect premises 7. Failure to take $1000 18 days 30 days Revocation reasonable steps +6 days to stop person from leaving premises with alcohol beverages LAUDERDALE COUNCIL E: ACTION FORM F n Requested ring on Meeting Date January 13, 2009 ITEM NUMBER 9C - Sound Wall Color STAFF INITIAL dlA)) DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: Mn/DOT sent me the attached e-mail this week asking what color the Council would like the sound wall to be. I asked Eric for pictures and he said he would send them on Monday. I will pass them out at Tuesday's meeting. OPTIONS: STAFF RECOMMENDATION: COUNCIL ACTION: Heather Butkowski From: Eric Rustad [Eric.Rustad @dot. state. mn.us] Sent: Wednesday, January 07, 2009 7:50 AM To: Heather Butkowski Subject: Noise Wall Heather, Mn/DOT and Veit are still working on costs to finish the drilling of holes and setting posts. We are looking to return back to the jobsite later January or early February. Mn/DOT design is still looking into what can be done with the steep slopes. I hope to hear back from them this week. As of now we will be painting the noise wall one color. That color is the medium brown which is on the walls further south on TH 280. It was brought to my attention that Mn/DOT Bridge Office would like to see the two tone color that is being used on many of Mn/DOT noise walls. "I would like to ask the City of Lauderdale if they would like to have one color or the two :tone color. It will be painted in the spring when conditions are right. Just let me know. If. -you want the two tone I will need to know so I can write up a Work Order for Veit. Thank You, Eric Rustad Eric Rustad `Project Engineer Mn/DOT Construction Oakdale Office Office: 651-366-4303 Cell: 651-775-1189 eric.rustad dot.state.mn.us 1 LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion Action Resolution Worlc Session . X Meeting Date January 13, 2009 ITEM NUMBER 13A - Eustis Street STAFF INITIAL APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: I met with Tom Kellogg this week regarding Eustis Street. During the work session I will update the Council on where the feasibility study is at and explain what Bonestroo is doing should public infrastructure improvements be a part of an economic stimulus plan. OPTIONS: STAFF RECOMMENDATION: COUNCIL ACTION: