HomeMy WebLinkAboutAgenda Packets - 1999/10/04 CITY OF MOUNDS VIEW
WORK SESSION
AGENDA
October 4, 1999
6:00 p.m.
Items Discussed
Per Consensus
1. Joe Kopp, Suburban Chamber of Commerce.
2. Review of Park Dedication Capital Purchase Plan
3. Discussion of the City Remnant Parcel and the Adjacent Midland Videen
Property, Presentation from TOLD Development Company
4. Follow Up to Personnel Policies Discussion
5. Review of Ordinance 640 Regarding Driveways and Street Openings
6. Review of Livable Communities Resolution for I-35W Corridor Grant
Application
7. Year 2000 General Fund Budget Review:
A. Franchise Fee
B. Personnel Costs
C. Airport Issues
D. Contracted Services
E. Departmental Operating Issues
F. Contingency
G. Other Related Issues
8. Mounds View Data Practices Procedures
C:j oanb\agendas\10.04.99
September 30, 1999
To: Honorable Mayor and City Council
From: Chuck Whiting, City Administrator
Re: October 4, 1999 City Council Work Session
I am back from my ICMA conference in Portland and right in the thick of it again. Here's what we
have for Monday's work session:
Item 1 —Joe Kopp, Suburban Chamber of Commerce: Mr. Kopp will say hello and talk about
some of the things the Suburban Chamber is doing. He wants to keep it short.
Item 2—Review of Park Dedication Capital Purchase Plans: Terri will be in to review the
Park and Recreation ideas for future use of park dedication funds. She will bring materials to the
meeting on Monday.
Item 3 —Discussion of Remnant City Parcel, Midland Videen and TOLD Development
Presentation: TOLD Development is interested again in the city's remnant property, now on the
south side of Edgewood Drive here by City Hall. I believe they will be talking about development
options for the City's consideration for a Walgreen's again.
Item 4—Follow Up to Personnel Policies Discussion: Scott Riggs will be present to review
policy drafts the Council discussed this past Monday on the personnel policies. Drafts are
enclosed in your packet.
Item 5—Review of Ordinance 640: Rick Jopke and/or Jim Ericson will brief the Council on
language changes for this ordinance. The Council has reviewed and discussed 640 which is the
ordinance having to do with driveways and street openings.
Item 6—Review of Livable Communities Resolution for I-35W Corridor Coalition: The
Coalition is submitting a grant application to continue to develop plans and options for corridor
planning within the Met Council's LCA criteria. I am waiting for a clean copy of the resolution
for Council review, and you may need to check your box Friday for it. I'll review the intent more
on Monday evening.
Item 7—Year 2000 General Fund Budget Review: We can have a more in depth discussion
about the issues laid out on the agenda on Monday. I think the Council is pretty familiar with
these issues, noting that these are the General Fund concerns. The other funds I would suggest
discussing later in the fall.
Item 8—Review of Data Practices Policy: We have been having a little problem getting a
cleaned up copy of this policy, which has to do with requesting information. I am providing the
Council with the Columbia Heights policy that I will propose be generally the same for Mounds
View. This may seem like more than just an information request form, but the need to distinguish
between the types of information requested is the central issue of this policy. By Monday I should
be able to more fully articulate its purpose.
In other business, Kevin Carroll has submitted his resignation. He is taking a job in another
community and we wish him the best. I will be discussing options with Community Development
on Monday and may want to discuss this with the Council Monday evening.
Have a good weekend, see you Monday night.
I.
ir
Mayor Dan Coughlin
City of Mounds View
In Busine v 2401 Highway 10
Mounds View, Minnesota 55112
SUBURBAN July 15, 1999
CHAMBER OF Dear Mayor Coughlin,
COMMERCE I am pleased to introduce myself as your representative to the Suburban
Chamber of Commerce Board of Directors. The 1999-2000 Board held a
planning session in April and committed to our plan for the coming year. I
want to share some of the details with you:
ARDEN HILLS 1. The Board of Directors is committed to increasing new membership to
FALCON HEIGHTS the Chamber. We need your help with this part of the plan. If you and your
LAUDERDALE staff would refer businesses to me or to the Chamber staff for information
LITTLE CANADA about the benefits of joining our Chamber, we will be happy to discuss the
MAPLEWOOD benefits of membership.
MOUNDS VIEW
NORTH OAKS 2. The Board will focus on finances to ensure we have a solid budget
NORTH ST. PAUL process and fiscal policy intent on providing excellent service and programs
OAKDALE to our members and communities. We want to present a balance of programs
ROSEVILLE including informational, motivational and some just for fun.
SAINT PAUL
SHOREVIEW 3. I commit to increasing Chamber communications with you. The Board
VADNAIS HEIGHTS and the staff are working together to report our activities, provide you with
relevant business news and seek information from you. We want to hear from
you. Also, we will be working with the local press to improve coverage of
Chamber events and member news.
I invite you to take advantage of the programs and services of the Chamber. I
would enjoy attending a City Council meeting in the near future,if you
wouldn't mind a visit. I would use two minutes to talk about the Chamber and
then answer questions. I am proud to serve as your contact with the
Suburban Chamber of Commerce. Please feel free to call me!
Sincerely,
2489 RICE STREET
ROSEVILLE, MN 55113 X46, J/ '010,610
►/ _ 4C A; lav ,`
Joe Kopp `�� � � . . (J
651483-1313 651-631-1631
FAX 651/483-9054
www.suburbanchamber.com
Item No. 3
Staff Report No.
Meeting Date: Oct. 4, 1999
Type of Business: W.K.
WK: Work Session;PH:Public Hearing;
CA:Consent Agenda;CB:Council Business
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Rick Jopke, Community Development Director
Title/Subject: Discussion of the City Remnant Parcel and the Adjacent Midland
Videen Property.
Date of Report: September 9, 1999
BACKGROUND
At various times in the past year the City Council has discussed the status of the remnant city
owned parcel created by the relocation of Edgewood Dr. and the adjacent vacant Midland Videen
property. I have attached copies of previous staff reports as background material for you.
As you may recall the City received an offer of$350,000 from TOLD Development Company to
purchase the city owned property so that they could construct a Walgreens store and possibly a
restaurant. TOLD remains interested in the site. They would still be interested in developing their
original plan but have also developed an alternative plan that would only require that the City
vacate and provide the former Edgewood Dr. right-of-way to them. Representatives from TOLD
will be present at the October 4th work session to discuss their concepts with the City Council.
RECOMMENDATION:
Staff recommends that the City Council review the alternatives presented by TOLD
Development Company and provide direction to the developer and staff on how to proceed on
this matter.
Rick Jopke, nlinunity Development Director
N:\DATA\GROUPS\COMDEV\CITYCOUN\CCRESORD\91399.rpt.doc
Item No.
Staff Report No.
Meeting Date: 1/19/99
Type of Business: WK
WK.• Work Session;PH:Public Hearing;
CA: Consent Agenda;CB:Council Business
City of Mounds View Staff Report
To: Mayor and City Council Members
From: Rick Jopke, Community Development Director
Item Title/Subject: Remnant City-owned Parcel.
Date of Report: January 14, 1999
Background:
When Edgewood Drive is relocated in the spring of 1999, a 1 1/2 acre remnant site will be created
which could be developed. Also in the area is the Midland Videen property. It is located south of
the Community Center property and east of Edgewood Drive. The property is approximately 9.4
acres in size. A wetland occupies a major portion of the property. There is approximately 1 1/2
acres at the southwest corner of the site that is developable. Because the two sites would be
contiguous it makes sense to market them together to get the best development. The Midland
Videen site also could offer an opportunity to solve some regional storm sewer problems in the
area.
In June of 1998 the City Council authorized staff(Resolution-5246)to enter into an option
agreement to purchase the Midland Videen property and to send out a Request for Proposals
(RFP)to seek unified well planned development on the parcels. An option agreement was drafted
and given to a representative of the Midland Videen property owner. The option agreement has
never been agreed to or signed by either the owner of the Midland Videen property or the City.
Initially the City was waiting for final agreements on the theater property to insure that
Edgewood Drive would be realigned and the remnant parcel created. The owner of the Midland
Videen property has also been negotiating with other interested parties.
City staff has drafted an RFP but has not sent it out because we do not control the Midland
Videen property, the final plans for the realignment of Edgewood Drive have not been
completed, and the exact size and configuration of the remnant parcel has not been determined.
The City received the attached Offer to Purchase the remnant parcel from TOLD Development
Co. for$350,000. TOLD has a signed letter of intent to purchase the Midland Videen property.
TOLD has indicated that they would like to develop a Walgreen's store and possibly a restaurant
on the site. Anthony Properties has also expressed an interest in the property and submitted the
attached letter to the City. They would develop an office building on the site.
The City Council in October continued consideration of TOLD's offer indefinitely. There was
concern expressed that it was premature to act until the Planning Commission could review the
matter further to determine what the appropriate use of the property should be. The need to have
City of Mounds View Staff Report
January 14, 1999
Page 2
additional information on the value of the property and on platting the property was also
discussed.
The Planning Commission discussed this matter and determined that either a retail/restaurant use
or an office use would be appropriate on the site depending on the specific site plan developed
and how the development would work with the City Hall property,the Community Center and
the adjacent wetland.
The city-owned remnant site is currently guided for CC Civic Center uses by the City's
Comprehensive Plan and is zoned PF Public Facilities. The Midland Videen property is currently
guided as MD Medium Density Residential by the Comprehensive Plan and is zoned B-3
Highway Business. A Comprehensive Plan amendment and rezoning of the city-owned remnant
would be required if the site is to be developed for commercial uses.A Comprehensive Plan
amendment for the Midland Videen property would also be required. Depending on the use of
the property and the design and location of the building(s)on the site, additional City
development approvals may also be required.
Staff has received proposals from two engineering/surveying firms which indicate that it will
cost between$6,800 to $20,000 to plat the property to create a parcel which the City could sell to
a developer. The cost varies depending on how much of the two existing City Hall parcels are
platted. It would take 2 to 3 months to complete this process. Staff is also attempting to get a
proposal from an appraiser to determine what the cost and time frame for obtaining an appraisal
on the property would be.
Interest in the parcel by the two potential developers remains high. This matter has been placed
on the January 19, 1999 work session for discussion by the City Council. The two interested
developers have been invited to attend the work session and discuss their interest and proposals
with the City Council. Staff will be seeking direction on how the City Council would like
proceed on this matter.
Rick Jopke, Co unity Development ment Director
N:\DATA\USERS\RICKJO\SHARE\11999.RPT
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aguINT
TOLD
DEVELOPMENT COMPANY
October 12, 1998
Mayor Duane McCarty
City Council Members
City of Mounds View
2401 Highway 10
Mounds View, MN 55112
Re: Offer to Purchase Property
Mounds View
Dear Mayor McCarty and City Council Members:
I am pleased to present to you this Offer to Purchase the parcel described herein under the following
terms and conditions:
BUYER: Meridian Properties Real Estate Development LLC (d/b/a TOLD
Development Company), its successors and assigns.
SELLER: City of Mounds View.
SITE: The site totals approximately 63,000 square feet located at the corner of
Edgewood Drive and Highway 10, Mounds View, Minnesota.
Site is that area south of the to-be-relocated Edgewood Drive, and is
highlighted on the enclosed site plan.
SITE CONDITION
&INFORMATION: Seller will provide copies of all information relating to the site from Seller's
files including but not limited to surveys, soil conditions, environmental
reports, plans for buildings, specifications, and geotechnical information.
Additionally, Seller will provide Buyer with copies of all agreements with
governmental authorities, easements or other agreements that will affect or
encumber the property before or after a Closing.
PURCHASE PRICE: Buyer agrees to pay the Purchase Price of Three Hundred Fifty Thousand
and NO/100 dollars ($350,000.00).
WEDGWOOD COMMERCE CENTRE • MINNEAPOUS•MILWAUKEE
6900 Wedgwood Road.Suite 100.Maple Grove. MN 55311 •(6I2)420.9000 Fax(612)420.7574
Manor Duane McCarty
City Council Members
October 12, 1998
Page 2
PURCHASE
AGREEMENT: Buyer and Seller will enter into a Purchase Agreement within ten(10)days of
acceptance of this Letter of Intent by Seller as proposed by Purchaser.
Buyer shall prepare Purchase Agreement. Purchase Agreement shall be in a
form substantially similar to that dated October 13, 1997 between the parties.
SPECIAL
ASSESSMENT: Seller will pay all levied or pending Special Assessments or other levies prior
to closing.
DUE DILIGENCE
PERIOD: Buyer shall have one hundred eighty (180) days from the execution of a
mutually acceptable Purchase Agreement to cancel the Purchase Agreement
- due to the following:
1.) Buyer shall have been able to obtain all necessary governmental approvals
and permits with regard to all applicable environmental, construction, zoning,
platting,signage,subdivision,lot split,D.O.T access and turn lane agreements
and other land use laws, ordinances and regulations and codes for the
construction and use ofthe Property(and adjacent property)as Buyer intends.
2.) Buyer shall have been able to determine that all necessary utilities,
including, but not limited to, natural gas, sanitary sewer, storm sewer and
water, are located at the property line and are of adequate capacity to serve
the development of the Property contemplated by the Buyer.
3.) Buyer shall have been able to conduct such soil tests, environmental
assessments or other tests or investigations as are consistent with its interest
hereunder, the results of which shall be acceptable to Buyer in its sole
discretion.
4.) Buyer shall have been able to determine the costs of the site for new
construction and the feasibility of the proposed project based upon said costs
and said costs are acceptable to Buyer in its sole judgement.
5.) Buyer shall have been able to make application to applicable governmental
units and/or quasi-governmental entities and to obtain any and all
governmental or quasi-governmental aid or subsidies necessary, in Buyer's
sole judgement, for development of the Property in an economically feasible
manner.
Mayor Duane McCarty
City Council Members
October 12 1998
Page 3
6.) Buyer shall have been able to enter into a net lease agreement with an
anchor tenant of its choice on terms and conditions acceptable to Buyer in its
sole discretion.
7.) Buyer shall have been able to obtain financing for the project on terms and
conditions acceptable to Buyer in its sole discretion.
8.) Buyer shall have entered into binding purchase agreements with the
owners of certain adjacent property and can simultaneously close on the
purchase of the Property and said adjacent parcels.
9.) Buyer shall have agreed to the form of quit claim deed to be given by the
Seller, which quit claim deed, Buyer agrees, shall contain restrictions which
run with the land which prohibit the use of the Property as an adult bookstore,
. adult movie theater,or massage parlor in each case whose business is the sale,
rental or promotion of sexually explicit material acts or entertainment and to
which admission is restricted due to age.
10.) In the event Buyer fails to receive approval of the development of the
Property at a public hearing, this Agreement may be terminated by either
Seller or Buyer.
Buyer shall deposit Earnest Money in the form of cash or irrevocable letter of
credit in the amount of Ten Thousand and NO/100 dollars ($10,000) in an
escrow account with Old Republic Title Insurance Company. Earnest Money
shall be refundable if Purchaser cancels the Purchase Agreement during Due
Diligence Period and any Extension.
EXTENSION: Upon the expiration of the Due Diligence Period, provided Buyer has not
closed or terminated the Purchase Agreement,Purchaser may extend the Due
Diligence Period for three (2) periods of ninety (90) days by depositing
additional Earnest Money in the form of cash or irrevocable letter of credit,
in the amount of Five Thousand and NO/100 dollars ($5,000) in an escrow
account. The Additional Earnest Money shall be non-refundable, but
applicable to the purchase price.
CLOSING: Closing will occur within thirty (30) days of expiration of Due Diligence
Period and Extension, but not earlier than the vacation of present Edgwood
Drive and reconstruction of Edgewood Drive to the permanent location.
BROKER: Buyer shall be responsible for compensating Terry Moses in connection with
this proposed sale.
•
Manor Duane 3,1cCarty
City Council Members
October 12, 1998
Page 4
This is a Letter of Intent and shall not bind either party. Please return a signed original of this Letter
of Intent by November 11, 1998,at which time this offer shall expire. Thank you in advance for your
consideration.
•
Very truly yours,
MERIDIAN PROPERTIES REAL ESTATE
DEVELOPME';T LLC, a Minnesota limited liability
compa . ./, OLD Development Company)
By: ha A k(411,L"
Robert '. Cunningham
Its: Vice President -Developm- t
AGREED TO AND ACCEPTED THIS
DAY OF 1998.
RHC:cst SELLER:
By:
Its:
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--• ANTHONY PROPERTIES
Real Estate Development&Investment
12770 Cait Road.Sults 1170 • Dailas.Tcxaµ7.5Ze1
(974)991-1464 • pax(972)991-4494
October 26, 1998
Mr. Chuck Whiting VIA:Fax
City Administrator
City of Mounds View
2401 Highway 10
Mounds View, MN 55112
RE: Sale of city_land at the northeast corner of new Edgewood Drive and Highway 10
Dear Chuck,
Approximately a year ago, Wendell Smith met with you and Rick Iopke. As part of that meeting,
' he discussed with you my desire to make an offer for the vacant city land that will be created with
the realignment ofEdgewood Drive.
•
In that meeting, it was discussed that it was the position of the city that this land would be zoned
office and a Request for Proposals would be sent out by city staff I have learned through
Wendell that TOLD Development has made an offer to purchase this land and that it will be
discussed at the next City Council meeting, tonight. It is also my understanding that they wish to
put in a Walgreens and perhaps a restaurant which is a retail zoning.
As I made my intentions to purchase this property known to you almost a year ago, and was told
that I should wait until a REP was sent out,I should now also be given the opportunity of bidding
on this property.
•
We are presently negotiating with TOLD Development to put a Walgreens on our site at the
corner of Long Lake Road and Highway 10. This land is in the PLD as retail. I would think that
the city would want to have all Iand that is presently zoned retail developed before creating more
retail land.
We have worked with the city for over three years in getting the theatre project under way. Ar
the present time, the theatre is under construction and we are doing the working drawings for our
first office building, so that we can begin construction in the spring. I believe that our working
relationship with the city has been a positive one and we wish to continue working on projects in
Mounds View.
1
Mr. Chuck Whiting
October 26, 1998
Page 2
Please make my intentions known to the City Council so that we can become part of the bidding
process for this land.
Sincerely yours,
R.Jay An
RJA/rIg
cc: Wendell Smith
Item No.
Staff Report No.
Meeting Date: 4/19/99
Type of Business: WK
WK: Work Session;PH:Public Hearing;
CA:Consent Agenda;EDAB:EDA Business
City of Mounds View Staff Report
To: Mayor and City Council Members
From: Rick Jopke, Community Development Director
Item Title/Subject: Results of Community Survey Concerning the Remnant Parcel
Date of Report: April 15, 1999
As you are aware, as per City Council direction,a survey form was included in the March/April
edition of the Mounds View Matters asking for citizen input concerning what the City should do
with the remnant parcel created when Edgewood Dr. is realigned. The City received 40 responses
to the survey. Attached is a summary of the responses received.A number of citizens indicated
that a number of options would be appropriate.A majority of the responses (45)were for the City
to hold on to the parcel. Overall there were 23 responses indicating that nothing should be done,
14 responses indicating that the parcel should be used for a storm water pond, and 8 responses
saying that the site should be used for other public purposes including open space,parking, a
rollarskating rink, and Community Center expansion. Of the responses indicating that the City
should sell the property, 1 response was to sell it to the highest bidder, 7 responses were to sell it
for retail development, and 2 responses supporting office development. Proposed retail
development included hardware store,restaurants, bakery, coffee shop, and grocery stores. A
medical clinic (but not chiropractors)was the suggested office development.
Rick Jopke, Community Development Director
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1/•
[ALTERNATE DISCIPLINE POLICY. LESS EXTENSIVE THAN THE PREVIOUS
EXAMPLE.]
DISCIPLINE
The purpose of this section is to state the City of 's position on administering
equitable and consistent discipline for unsatisfactory conduct in the workplace.
Employees shall be subject to disciplinary action for failing to fulfill their duties and
responsibilities. The C'ity's own best interests lie in ensuring fair treatment of all
employees and in making certain that disciplinary actions are prompt, uniform, and
impartial. The primary purposes of any disciplinary action are to correct the problem,
prevent recurrence,and prepare the employee for satisfactory service in the future.
The City may use progressive discipline at its discretion. Progressive discipline means
that,with respect to most disciplinary problems. the following steps will usually be
followed: (1) oral reprimand; (2)written reprimand; (3) suspension without pay; (4)
dismissal. However,there may be circumstances when one or more steps are bypassed.
For example,certain types of employee problems may be serious enough to justify either
a suspension without pa:t or dismissal. without going through the other steps of
discipline.
Although employment with the City of is based on mutual consent, and both
the employee and the City have the right to terminate employment at will, with or without
cause or advance notice. the City may use progressive discipline at its discretion.
CARLSK•tFsc 14
MUZia18
619-d 50/90'd 8P9-1 01E62EEZ19+ N3AVa9 a A03NN3N-au d 81:91 66-0E-60
[MAY INCLUDE A PROGRESSIVE DISCIPLINE, BUT MAKE SURE POLICY
DOES NOT REQUIRE EMPLOYER TO FOLLOW DISCIPLINARY STEPS. POLICY
SHOULD STATE THAT THE STEPS MAY BE FOLLOWED. ALSO BE SURE TO
REITERATE THAT EMPLOYMENT IS AT WILL]
PROGI $SSIVE AJSCIPLINE
The purpose of this policy is to state the City of 's position on administering
equitable and consistent.iiscipline for unsatisfactory conduct in the work place.
The City's own best interests lie in insuring fair treatment of all employees and in making
certain that disciplinary actions are prompt, uniform, and impartial. The primary
purposes of any disciplinary action are to correct the problem, prevent recurrence, and
prepare the employee for satisfactory service in the future.
Although employment with the City of is based on mutual consent, and both
the employee and the City have the right to terminate employment at will,with or without
cause or advance notice, the City may use progressive discipline at its discretion.
Disciplinary action may call for any of four steps (i) oral warning, (ii) written warning,
(iii) suspension with or without pay, or (iv) termination of employment depending on
the severity of the problem and the number of occurrences. Employees may be
suspended with or without pay, pending an investigation. There may be circumstances
when one or more steps arc bypassed.
Progressive discipline means that, with respect to most disciplinary problems, these steps
will usually be followed: a first offense may call for an oral warning; a next offense may
be followed by a written warning; another offense may lead to a suspension; and, still
another offense may then lead to termination of employment
The City recognizes that there are certain types of employee problems that are serious
enough to justify either a suspension or termination of employment without going
through the usual progremivc discipline steps.
While it is impossible to list every type of behavior that may be deemed a serious
offense, the Rules of Conduct in this handbook include examples of problems that may
result in immediate suspension or termination of employment. However, the problems
listed are not all necessarily serious offenses, but may be examples of unsatisfactory
conduct that will trigger progressive discipline.
By using progressive discipline, we hope that most employee problems will be corrected
at an early stage, benefiting both the employee and the City of .
CARtSK 169A14
MU21Q-111
619-d 90/10'd 8P9-1 01£61E£Z19+ N3AVS9 V AO3NN3N-W0Ad 81:81 68-0E-80
[MAY INCLUDE RULES OF CONDUCT,BUT MAKE SURE POLICY STATES
THAT LIST IS NOT EXHAUSTIVE,THAT THE LIST MERELY CONTAINS
EXAMPLES. AND THAT DISCIPLINARY MAY(NOT MUST) BE IMPOSED.
ALSO RE SURE TO REITERATE THAT EMPLOYMENT IS AT WILL.]
RULES OF CONDUCT
To ensure efficient, orderly operations and maintain good working relationships.the City
of expects employees to follow rules of conduct that will protect the
interests and safety of all employees and the City. It is not possible to list all the forms of
behavior that are considered unacceptable in the workplace. The following are examples
of infractions of rules of conduct that may result in disciplinary action,up to and
including termination of employment:
• Theft of City property or property of another
• Falsifying job time cards
• Physical violence or threats of violence
• Unexcused absences
• Willful destruction of City property
• Disclosure of confidential or private information to unauthorized persons
• Conviction of a felony
• Gross misconduct w on City time
• Deliberate violation of safety or health rules
• Insubordination (for example,refusing a work assignment)
• Unauthorized possession of firearms, weapons,or explosives
• Consumption of intcxicating or controlled substances or showing signs of the
use of such substances while on City time
• Illegal possession of drugs
• Conduct which could bring serious discredit to the City
• Possession of objectionable pntlted matter
• Serious and/or repeated complaints by citizens of the City
• Defrauding or attempting to defraud the City
• Maliciously underrn ining or attempting to undermine the efforts of other
employees in the pursuit of official City business
• Sexual or other unlawful or unwelcome harassment (described in more detail
in the harassment policy at pages of this handbook.)
Employment with the City of is at the mutual consent of the City and
the employee,and either party may terminate that relationship at any time,with or
without cause, and with or without advance notice.
CAttt sx-169614
Mt721G-f K
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[DISCLAIMER: INSERT AT FRONT OF PERSONNEL POLICY;
STATES THAT EMPLOYMENT IS AT WILL.]
NO PROVISION IN THIS HANDBOOK IS INTENDED TO CREATE A
CONTRACT BETWEEN THE CITY Of INDEPENDENCE AND ANY
EMPLOYEE, OR TO LIMIT THE RIGHTS OF THE CITY OF INDEPENDENCE
AND ITS EMPLOYEES TO TERMINATE THE EMPLOYMENT
RELATIONSHIP AT ANY TIME, WITH OR WITHOUT CAUSE. THIS
HANDBOOK IS A GENERAL STATEMENT OF POLICY, TO BE MODIFIED
AND APPLIED BY THE CITY OF INDEPENDENCE AT ITS DISCRETION.
ANY EMPLOYEE HANDBOOKS OR MANUALS PREVIOUSLY DISTRIBUTED
ARE NOW SPECIFICALLY REVOKED AND RESCINDED AND THE
PROVISIONS THEREIN ARE NOW NULL AND VOID. EMPLOYMENT OR
CONTINUED EMPLOYMENT FOLLOWING THE DISTRIBUTION OF THIS
NEW HANDBOOK AND THE REVOCATION OF ALL PRIOR HANDBOOKS
OR MANUALS WILL BE CONSIDERED TO BE YOUR ACCEPTANCE Of
THIS HANDBOOK AS THE SOLE AND EXCLUSIVE SOURCE OF
INFORMATION REGARDING YOUR EMPLOYMENT OTHER THAN
APPLICABLE EMPLOYEE BENEFIT DOCUMENTS.
CAR1sK 169514
MU216.18
5t9-d 90/ZO'd 8$1-1 OtE81EEZ19+ N3AVa9 V Aa3NN3N-Wold I1:91 88-0E-80
Item No.
Staff Report No.
Meeting Date:
Type of Business:
WK: Work Session;PH:Public Hearing;
CA:Consent Agenda;CB:Council Business
City of Mounds View Staff Report
To: Honorable Mayor & City Council
From: James Ericson, Planning Associate
Item Title/Subject:- Discussion Concerning the Proposed Revisions to Ordinance 640,
an Ordinance Amending Title 900, Chapter 902 of the Mounds.
View Municipal Code Relating to Driveways and Repealing
Provisions of Chapter 902 Relating to Street Openings
Date of Report: September 29, 1999
Background:
This ordinance has been before the Council on two prior occasions, once for its first reading on
August 23, 1999 and again for the second reading on September 13, 1999, at which time the
Council moved to continue the second reading to a date in the future, directing staff to include a
provision regarding nonconforming curb cuts.
Discussion:
The attached ordinance is substantially the same as what has been before the Council previously,
with two exceptions. First, language has been added on Page 2 which addresses non-conforming
curb cuts. It reads as follows:
Subd. 2. Existin•, Non-conforming Driveways:Permanent-surfaced drivewa s which do not
conform to the City Code may be rebuilt, reconstructed or replaced in the same manner,
fashion and location as before unless the location of said driveway poses a significant
public safety hazard. If a requested building permit is denied due to the presence of such
a public safety hazard the applicant may appeal the decision in writin to the City
Council. For the purpose of this subdivision, a permanent surface shall mean
bituminous, concrete or brick. (Ord. 640, 10/11/99)
The other changes do not relate to the intent of the ordinance, but does take into consideration a
previous ordinance (Ordinance 620, passed 7-27-98), which had renumbered the Subdivisions of
former Section 902.05 (now 902.03.) These changes do not appear as typical changes (struck out
and underlined text) as the previous versions of Ordinance 640 referenced an outdated Code
section. Also, under the driveway construction section of this chapter, and addition has been
made of other acceptable material regarding gravel areas. Last, under curbing standards,
changes are made to the types of curbing required to reflect our current policies.
City of Mounds View Staff Report
September 29, 1999
Page 2
Recommendation:
Discuss these recommended changes to Ordinance 640, the section concerning nonconforming
curb cuts in particular. If all appears acceptable, we will schedule this for the continuation of its
second reading and adoption on October 11, 1999. If any changes are required, these can be
made with the corrected version before you on October 11.
dcLima atmnk-
James Ericson
Planning Associate
C:\OFFICE\WPW1N\WPDOCS\ORDINANC\640\CC-REPRT.TEM
ORDINANCE 640
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
AN ORDINANCE AMENDING TITLE 900, CHAPTER 902 OF THE MOUNDS VIEW
MUNICIPAL CODE RELATING TO DRIVEWAYS AND REPEALING PROVISIONS
OF CHAPTER 902 RELATING TO STREET OPENINGS
THE COUNCIL OF MOUNDS VIEW ORDAINS:
SECTION 1. Title 900 of the Mounds View Municipal Code shall be amended by the addition of
the italicized and double-underlined language and the deletion of the strickeir through language
in Chapter 902, to read as follows:
CHAPTER 902
DRIVEWAYS'
SECTION:
902.01: Application of Provisions;Purpose
902.02: Definitions
902.03: Permit Requirements for Driveway Construction
902.04: : :
902.053: Driveway Construction
902.064 Curbing Standards
902.075 Violation of Provisions
902.01: APPLICATION OF PROVISIONS; PURPOSE: This Chapter applies to all
streets and driveways within the Municipality and is declared to be necessary and essential
because of the growth and expansion of Mounds View. (1988 Code §44.01)
902.02: DEFINITIONS; As used hrthis Chapter, the felluwing wurds and terms shall
have the meanings ascribed tu—them in this Scctiun.
1 See subdivision 604.03(3)j of this Code for nuisance excavations;see subdivision 906.03(2)of this Title for water
system excavations;see subdivision 907.04(3)f of this Code for sewer system excavations.
Ordinance 640
Page 2
• . . •
• 11•. . • - O• . • -. Z . , . , • , , • . .•
•
••• 11 11.. -, 1111' • 1111 - . 11'• - . 1 -, -. IU' , ••• - v. • -, i . -, .1 - .
•
• - - - • 11i , .. . • :. •• - : • - -, - • 11 11 - . . eV • -.
1111.. IP V, : • . • • • , • l . ' •• . . . "
•• • 9 11 1 - - -, - •, .• - - - - • - - • I 11'• , •• • • I . - •
and outlets.
11911. \ . , • ,11 . • •11: I . , • • 11 . • .•11 v. ev, i . •
Subd. 4. STREET OPENING- Any cAcavation in a Municipal street. (1988 Code §44.02)
902.032: PERMIT REQUIREMENTS FOR DRIVEWAY CONSTRUCTION:
Subd. 1. • . '.
I • VII' V. 'IP I . • • . • . - . , I • • • I I .: - - -
•• .. - .• . _ . . •. • -'.: . . . - . - . 9 . • ,
•
.. .
1111 . I . . . . a , : 1111 . , . 1 . . I '' _. . 1111
Code §44.04)
b. Purpose of Pcrmit: Stieet opening pei nrits shall be granted only for the installation and
- - . . OOP . . •. • . 11 I • . 110 .. - - . . - - - , , 9
•
Council. (1988 Code §44.03)
. 9 . • . . • - :' • . • • 11 ' .. . - ' • _• - - a: : II - •012.:
•
Subd. 2. Driveway Construction: No person shall construct a driveway without first obtaining a
permit pursuant to the provisions set forth in Chapter 1006 of this Code. (1988 Code
§44.05)
,Subd. 2. Existing. Non-conforming Driveways:Permanent-surfaced driveways which do not
conform to the City Code may be rebuilt, reconstructed or replaced in the same manner,
fashion and location as before unless the location of said driveway poses a significant
public safety hazard. If a requested building permit is denied due to the presence of such
a .ublic sa ety hazard, the applicant may appeal the decision in writin• to the Ci
Council. For the purpose of this subdivision, a permanent surface shall mean
bituminous, concrete or brick. (Ord. 640. 10/11/99)
902.04: TRENCHES; BACKFILLING; FEES.
Ordinance 640
Page 3
•
... . — 'V .: . . . . : -.
.. ..- - . - , . - - - . . .: - 1 . . .. . .: . . -
streets having a permanent-type roadbed surface, the tup foot shall be backfilled and
•
wearing surfacc shall be replaced. On streets having a permanent-type roadbed surfacc, an
. 011 - - , . . .. . . ' ' , 1 .: ., . : . . : ..
.. . . . . - i .:: . V IPs .. . .. . 1 . ••I - ''' -.
•
•_ . ,-°.: •, . . - . - t . 400 . . - - . - - . . . . 00 . •. 0 , -
Municipality.
'
1 .,1 . . . - - . . . . - - - .. .. . . - , 0 - .:. . . .
P O. t . .. . .: - - . . - - . . ..
street ()poling shall be ten dollars ($10.00). (1988 Code §44.04)
902.053: DRIVEWAY CONSTRUCTION:
Subd. 1. General Construction: The following procedure and specifications shall be required for
all driveway construction from streets to private garages, and parking areas attached
thereto:
a. Excavation: The driveway or parking area shall be excavated to remove all black dirt
from the area to be surfaced.
b. Drainage Provisions: The driveway or parking area shall be constructed so as to
provide drainage from the garage to the street unless a variance is granted by the Building
Inspector'.
Subd. 2. Concrete Construction:
a. After initial excavation, the driveway shall be backfilled with Class 4 base material,
compacted in place, to an elevation four inches (4")below the finished surface grade of
the driveway.
b. The driveway construction shall consist of a minimum of four inches (4") of three
thousand five hundred (3,500) pound mix, four inch(4") slump with air.
Subd. 3. Asphalt Construction:
1 See Chapter 1302 of this Code for storm water management requirements.
Ordinance 640
Page 4
a. After initial excavation, the driveway shall be backfilled with Class 4 base material,
compacted in place, to an elevation four inches (4") below the finished surface grade of
the driveway.
b. The driveway construction shall consist of a minimum of two inches (2") (compacted
thickness), Class 5 base material and a minimum of two inches (2") (compacted thickness)
bituminous wearing course conforming to Minnesota Highway Department specifications
2331.
c. The bituminous wearing course material shall not be delivered to the job site until the
Class 5 base material has been placed compacted. (1988 Code §44.05)
Subd. 4. Brick Construction:
a. After initial excavation and compaction of the exposed earth, the driveway shall be
backfilled four inches (4") of Class 4 base material, compacted in place, to an elevation
four inches (4")below the finished surface grade of the driveway.
b. The driveway construction shall consist of a leveled layer of sand not to exceed 1 1/2
inches deep upon which the bricks or pavers are to be fitted and interlocked, held ion
place by an edging material.
c. Dry sand shall be scattered over the driveway area and swept into the cracks between
the bricks or pavers and repeated as necessary until all voids are filled.
Subd. 5. Gravel Construction:
a. After initial excavation, the parking area construction(not to exceed 300 square feet in
area) shall consist of a minimum of four inches (4") of Class 2 rock or other acceptable
material compacted into place.
902.064: CURBING STANDARDS: Curbing shall be required for all driveways and
parking lots according to the following standards and specifications:
Single-family residential - none
Two-family residential - none
2 Because of the numerous types and styles of brick and brick pavers available,these construction guidelines may be
superseded by individual manufacturer of professional landscape specifications.
Ordinance 640
Page 5
Three (3) to six (6)unit residential - 6" exposed barrier curb
Seven plus (7+) unit residential, commercial and industrial -B 6-182 curb and gutter.
(1988 Code §44.06)
903.055: VIOLATION OF PROVISIONS: Any person who shall do or commit any act
that is forbidden by the provisions of this Chapter shall be guilty of a misdemeanor. (1988 Code
§44.07)
SECTION 2. This ordinance takes effect 30 days after its publication in the official City
newspaper.
Read by the City Council of the City of Mounds View this day of , 1999.
Read and passed by the City Council of the City of Mounds View this day of
1999.
Dan Coughlin, Mayor
Attest:
Charles S. Whiting, City Clerk/Administrator
(SEAL)
APPROVED AS TO FORM:
Robert C. Long, City Attorney
C:\O1.1.10E\WPWIN\WPDOCS\ORDINANC\640\640.ORD
RESOLUTION NO. 5378
CITY OF MOUNDS VIEW, MINNESOTA
A RESOLUTION AUTHORIZING APPLICATION
FOR LIVABLE COMMUNITIES DEMONSTRATION PROGRAM
WHEREAS the City of Mounds View is a participant in the Livable Communities Act's
Housing Incentives Program for 1998 as determined by the Metropolitan Council, and is
therefore eligible to make application for funds under the Livable Communities
Demonstration Account; and
WHERES the City is a member in good standing with the North Metro 1-35W Corridor
Coalition, a Minnesota joint power organization under Minnesota Statutes, 1994, Section
471.59; and
WHEREAS the City and the Coalition have identified a proposed project within the
Coalition geographic area that meets the Demonstration Account's purpose/s and criteria;
and
WHEREAS the City and the Coalition have the institutional, managerial and financial
capability to ensure adequate project administration; and
WHEREAS the City concurrently certifies with other Coalition members that they will
comply with the applicable laws and regulations as stated in the contract agreements; and
WHEREAS the City Council of Mounds View agrees to act as co-legal sponsor with
other Coalition members for the project for the project contained in the Demonstration
Account application submitted on September 30, 1999;
BE IT FURTHER RESOLVED that the City Manager/Administrator is hereby
authorized to apply to the Metropolitan Council for the funding on behalf of the City of
Mounds View and to jointly execute with other Coalition members such agreements as
are necessary to implement the project on behalf of the City and Coalition as joint
applicants.
Adopted this 11 th day of October, 1999.
Dan Coughlin, Mayor
Attest:
Charles S. Whiting, Clerk-Administrator
-35- 04,Nr ( L:64
AUTHORIZING APPLICATION
FOR THE LIVABLE COMMUNITIES DEMONSTRATION PROGRAM
WHEREAS the Cities of Arden Hills, Blaine, Circle Pines, Mounds View,New
Brighton, Roseville and Shoreview, all comprising the Joint Powers Organization known
as the NM I-35W Corridor Coalition(Coalition), are all participants in the Livable
Communities Act's Housing Incentives Program for 1996 as determined by the
Metropolitan Council, and therefore eligible to make application for funds under the
Livable Communities Demonstration account; and
WHEREAS the Coalition and member cities have identified a proposed project within
the multi jurisdictional limits of the Coalition that meets the Demonstration Account's
purpose/s and criteria; and
WHEREAS the Coalition has institutional, managerial and financial capability to ensure
adequate project administration; and
WHEREAS the Coalition members certify that they will comply with all applicable laws
and regulations as stated in the contract agreements; and
WHEREAS the City of New Brighton has agreed to act as fiscal agent and administrator
for the project contained in the Demonstration Account application submitted on
September 30, 1999;
BE IT FURTHER RESOLVED that the Coalition is hereby authorized to apply to the
Metropolitan Council for this funding on behalf of Coalition members and to execute
such agreements as area necessary to implement the project on behalf of the applicant.
President
Secretary/Treasurer
C .
ATTACHMENT E
RESOLUTION NO.
CITY OF , MINNESOTA
AUTHORIZING APPLICATION
FOR LIVABLE COMMUNITIES DEMONSTRATION PROGRAM
WHEREAS the City of is a participant in the
Livable Communities Act's Housing Incentives Program for 1998 as determined by the
Metropolitan Council, and is therefore eligible to make application for funds under the
Livable Communities Demonstration Account; and
WHERES the City is a member in good standing with the NM I-35W Corridor
Coalition, a Minnesota joint power organization under Minnesota Statutes, 1994, Section
471.59 ; and
WHEREAS the City and the Coalition have identified a proposed project within the
Coalition geographic area that meets the Demonstration Account's purpose/s and criteria;
and
WHEREAS the City and the Coalition have the institutional, managerial and financial
capability to ensure adequate project administration; and
WHEREAS the City concurrently certifies with other Coalition members that they will
comply with the applicable laws and regulations as stated in the contract agreements; and
WHEREAS the City Council of , Minnesota
agrees to act as co-legal sponsor with other Coalition members for the project for the
project contained in the Demonstration Account application submitted on September 31,
1999;
BE IT FURTHER RESOLVED that the City Manager/Administrator is hereby
authorized to apply to the Metropolitan Council for the funding on behalf of the City of
and to jointly execute with other Coalition members such
agreements as are necessary to implement the project on behalf of the City and Coalition
as joint applicants.
Mayor Clerk
AUTHORIZING APPLICATION
FOR THE LIVABLE COMMUNITIES DEMONSTRATION PROGRAM
WHEREAS the Cities of Arden Hills, Blaine, Circle Pines, Mounds View,New
Brighton, Roseville and Shoreview, all comprising the Joint Powers Organization known
as the NM I-35W Corridor Coalition(Coalition), are all participants in the Livable
Communities Act's Housing Incentives Program for 1996 as determined by the
Metropolitan Council, and therefore eligible to make application for funds under the
Livable Communities Demonstration account; and
WHEREAS the Coalition and member cities have identified a proposed project within
the multi jurisdictional limits of the Coalition that meets the Demonstration Account's
purpose/s and criteria; and
WHEREAS the Coalition has institutional, managerial and financial capability to ensure
adequate project administration; and
WHEREAS the Coalition members certify that they will comply with all applicable laws
and regulations as stated in the contract agreements; and
WHEREAS the City of has agreed to act as fiscal
agent and administrator for the project contained in the Demonstration Account
application submitted on September 31, 1999;
BE IT FURTHER RESOLVED that the Coalition is hereby authorized to apply to the
Metropolitan Council for this funding on behalf of Coalition members and to execute
such agreements as area necessary to implement the project on behalf of the applicant.
President
Secretary/Treasurer
74-cG
/0-kt-ci cc 4)s
I I 10.11H )1,,
t 1. ,,1 lip ).,
NORTH METRO I-35W CORRIDOR COALITION ,
., , 8525 Edinbrook Crossing- Brooklyn Park, MN 55443
•ti ;
Fax
Tot City Manager/Administrator From Joseph Strauss
fa= 424-1174 Pages; 2
Phoney 493-8450 Data 09/30/99
❑Urgent El For Review 0 Please Comment 0 Please Reply ❑Please Rseycls
Attached find a draft copy of a suggested resolution that will be needed in support of the Coalitions'Livable Community
Demonstration Account Grant request that will be submitted by the end of the day October 1, 1999.
The Coalition Board approved a resolution in support of the'grant request"last night. A copy of the LCDA application
will be mailed to your attention by Monday Oct 4, 1999. If you need a copy prior to that time please advise and we will
message a copy as soon as it is finalized.
Coalition member resolutions in support of the Coalition LCDA application will need to be submitted to the Metro Council
by October 15, 1999. Please return 2 fully executed copies to my attention ASAP.
Thank you
. iL /
IF
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CITY OF MOUNDS VIEW g•
INFORMATION DISCLOSURE REQUEST
Minnesota Government Data Practices Act
A. Completed by Requester
REQUESTER NAME:(Last,First,M.): DATE OF REQUEST:
STREET ADDRESS: PHONE NUMBER:
CITY,STATE,ZIP CODE: SIGNATURE:
DESCRIPTION OF THE INFORMATION REQUESTED:
B. Completed by Department
DEPARTMENT NAME: HANDLED BY:
INFORMATION CLASSIFIED AS: ACTION:
0 PUBLIC O NON-PUBLIC O APPROVED
O PRIVATE Q PROTECTED NON-PUBLIC O APPROVED IN PART(Explain below)
Q CONFIDENTIAL O DENIED(Explain below)
REMARKS OR BASIS FOR DENIAL INCLUDING STATUTE SECTION:
PHOTOCOPYING CHARGES: IDENTITY VERIFIED FOR PRIVATE INFORMATION:
O IDENTIFICATION:Driver's License,State ID,Etc.
0 NONE O COMPARISON WITH SIGNATURE ON FILE
Pages x c= El PERSONAL KNOWLEDGE
O SPECIAL RATE: (attach explanation) O OTHER:
AUTHORIZED SIGNATURE: DATE:
C:\ADMIN\NOTICES\DATA-PRI.FRM
Aug 23 99 12: 16p City of Columbia Heights 612-782-2801 p. 2
CITY OF COLUMBIA HEIGHTS
DATA PRACTICES PROCEDURES
JUNE 23, 1997
Rug 23 99 12: 16p Cit of Columbia Heights 812-782-2801 p. 3
•
RECORD OF ANNUAL REVIEW
DATA PRACTICES PUBLIC DOCUMENT
Under the Minnesota Government Data Practices Act, I as the
responsible authority for the City of Columbia Heights am required
• to annually review the City's public document to update the
document and ensure its accuracy. The following records the date
on which I have done so.
Date Completed Signature
40./727: jap
fl9fr / ��
,37 OP' s . �1,
Aug 23 99 12: 17p City of Columbia Heights 612-782-2801 p. 4
CITY OF COLUMBIA HEIGHTS
DATA PRACTICES PROCEDURES
INDEX
SUBJECT PAGE
I. Purpose 1
II. Responsible Authority 1
III. Access to Public Data 1
A. People Entitled to Access 1
B. Form of Request 1
C. Time Limits 1
D. Fees 1
IV. Access to Data on Individuals 2
A. People Entitled to Access 2
B. Form of Request 2
C. Identification of Requesting Party 3
D. Time Limits 3
E. Fees 3
F. Summary Data 3
G. Juvenile Records 3
V. Denial of Access 4
VI. Collection of Data on Individuals 4
VII. Challenge to Data Accuracy 5
VIII.Data Protection 5
A. Accuracy and Currency of Data 5
B. Data Safeguards 5
i
Aug 23 99 12: 17p Cit of Columbia Heights 612-782-2801 p. 5
EXHIBITS NUMBER
Photocopying Charges I
Consent to Release Private Data 2
Information Disclosure Request 3
Notice to Juveniles 4
Tennessen Warning 5
Contract Language, Outside Agents 6
APPENDICES LETTER
Private & Confidential Data Maintained by City A
ii
Aug 23 99 12: 17p City of Columbia Heights 612-782-2801 p. 6
•
CITY OF COLUMBIA HEIGHTS
DATA PRACTICES PROCEDURES
PURPOSE
These procedures are adopted to comply with the requirements of the Minnesota Data
Practices Act(the"Act"),specifically Minnesota Statutes Section 13.03, Subdivision 2 and
13.05, Subdivision 5 and 8. These procedures are separate and apart from, and in
addition to, the Data Practices Plan of the Police Department.
II. RESPONSIBLE AUTHORITY
The person who is the responsible authority for compliance with the Act under this
procedure for the City of Columbia Heights is the City Manager. The City Manager has
delegated this position to the Assistant to the City Manager. Certain other City employees
have been designated to assist in complying with the Act. These designees are: City
Attorney, Finance Director/City Clerk, and Council Secretary/Deputy City Clerk.
III. ACCESS TO PUBLIC DATA
All information maintained by the City is public unless there is a specific statutory
designation which gives it a different classification.
A. PEOPLE ENTITLED TO ACCESS. Any person has the right to inspect and copy
public data. The person also has the right to have an explanation of the meaning
of the data. The person does not need to state his or her name or give the reason
for the request.
B. FORM OF REQUEST. The request for public data may be verbal or written.
C. TIME LIMITS.
* Requests. Requests will be received and processed only during normal
business hours.
* Response. If copies cannot be made at the time of the request, copies
must be supplied as soon as reasonably possible.
D. FEES. Fees may be charged only if the requesting person asks for a copy or
electronic transmittal of the data. Fees will be charged according to the City's
standard photocopying policy, attached as Exhibit 1, unless significant time is
required. In that case, the fee will include the actual cost of searching for,
retrieving and copying or electronically transmitting the data. The fee may not
include time necessary to separate public from non-public data.
The responsible authority may also charge an additional fee if the copies have
r., commercial value and are a substantial and discrete portion of a formula,
compilation, program, process, or system developed with significant expenditure
of public funds. This additional fee must relate to the actual development costs
of the information.
Rug 23 99 12: 17p City of Columbia Heights 612-782-2801 p. 7
IV. ACCESS TO DATA ON INDIVIDUALS
' • Information about individual people is classified by law as public,private, or confidential.
A list of the private and confidential information maintained by the City is contained in
Appendix A.
A. PEOPLE ENTITLED TO ACCESS.
Public information about an individual may be shown or given to anyone.
Private information about an individual may be shown or given to:
* The individual,but only once every six months, unless a dispute has arisen
or additional data has been collected.
* A person who has been given access by the express written consent of the
data subject. This consent must be on the form attached as Exhibit 2, or
a form reasonably similar.
* People who are authorized access by federal or state Iaw or court order.
* People about whom the individual was advised at the time the data was
collected. The identity of those people must be part of the Tennessen
Warning described below.
* People within the City staff, the City Council, and outside agents (such as
attorneys) whose work assignments or responsibilities reasonably require
access.
Confidential information may not be given to the subject of the data, but may be
shown or given to:
* People who are authorized access by federal or state law or court order.
* People within the City staff, the City Council, and outside agents (such as
attorneys) whose work assignments or responsibilities reasonably require
access.
B. FORM OF REQUEST. Any individual may request verbally or in writing if the
City has stored data about that individual and whether the data is classified as
public, private, or confidential.
All requests to see or copy private or confidential information must be in writing.
An Information Disclosure Request, attached as Exhibit 3, must be completed to
document who requests and who receives this information. The responsible
authority or designee must complete the relevant portions of the form. The
responsible authority or designees may waive the use of this form if there is other
documentation of the requesting party's identity, the information requested, and
the City's response.
2
Aug 23 99 12: 18p City of Columbia Heights 612-782-2801 p. 8
C. IDENTIFICATION OF REQUESTING PARTY. The responsible authority or
designee must verify the identity of the requesting party as a person entitled to
access. This can be through personal knowledge, presentation of written
identification, comparison of the data subject's signature on a consent form with
the person's signature in City records, or other reasonable means.
D. TIME LIMITS.
* Requests. Requests will be received and processed only during normal
business hours.
* Response. The response must be immediate, if possible, or within 5
working days if an immediate response is not possible. The City may have
an additional 5 working days to respond if it notifies the requesting person
that it cannot comply within 5 days.
E. FEES. Fees may be charged in the same manner as for public information.
F. SUMMARY DATA. Summary data is statistical records and reports derived from
data on individuals but which does not identify an individual by name or any other
characteristic that could uniquely identify an individual. Summary data derived
from private or confidential data is public. The responsible authority or designee
will prepare summary data upon request, if the request is in writing and the
requesting party pays for the cost of preparation. The responsible authority or
designee must notify the requesting party about the estimated costs and collect
those costs before preparing or supplying the summary data. This should be done
within 10 days after receiving the request. If the summary data cannot be
prepared within 10 days, the responsible authority must notify the requester of the
anticipated time schedule and the reasons for the delay.
Summary data may be prepared by "blacking out"personal identifiers, cutting out
portions of the records that contain personal identifiers, programming computers
to delete personal identifiers, or other reasonable means.
G. JUVENILE RECORDS. The following applies to private (not confidential) data
about people under the age of 18.
* Parental Access. In addition to the people listed above who may have
access to private data, a parent may have access to private information
about a juvenile data subject. "Parent" means the parent or guardian of a
juvenile data subject, or individual acting as a parent or guardian in the
absence of a parent or guardian. The parent is presumed to have this right
unless the responsible authority or designee has been given evidence that
there is a state law, court order, or other legally binding document which
prohibits this right.
•
* Notice to Juvenile. Before requesting private data from juveniles, city
personnel must notify the juveniles that they may request that the
�.. information not be given to their parent(s). This notice should be in the
form attached as Exhibit 4.
•
3
Rug 23 99 12: 18p City of Columbia Heights 612-782-2801 p. 9
* Denial of Parental Access. The responsible authority or designee may
deny parental access to private data when the juvenile requests this denial
and the responsible authority or designee determines that withholding the
data would be in the best interest of the juvenile. The request from the
juvenile must be in writing stating the reasons for the request. In
determining the best interest of the juvenile, the responsible authority or
designee will consider:
Whether the juvenile is of sufficient age and maturity to explain the
reasons and understand the consequences,
Whether denying access may protect the juvenile from physical or
emotional harm,
Whether there is reasonable grounds to support the juvenile's reason, and
Whether the data concerns medical, dental, or other health services
provided under Minnesota Statutes Sections 144.341 to 144.347. If so, the
data may be released only if failure to inform the parent would seriously
jeopardize the health of the minor.
The responsible authority or designee may also deny parental access without a request
from the juvenile under Minnesota Statutes Section 144.335.
V. DENIAL OF ACCESS
If the responsible authority or designee determines that the requested data is not accessible
to the requesting party, the responsible authority or designee must inform the requesting
party orally at the time of the request or in writing as soon after that as possible. The
responsible authority or designee must give the specific legal authority,including statutory
section, for withholding the data. The responsible authority or designee must place an
oral denial in writing upon request. This must also include the specific legal authority for
the denial.
VI. COLLECTION OF DATA ON INDIVIDUALS
The collection and storage of information about individuals will be limited to that
necessary for the administration and management of programs specifically authorized by
the state legislature, city council, or federal government.
When an individual is asked to supply private or confidential information about the
individual, the City employee requesting the information must give the individual a
Tennessen warning. This warning must contain the following:
* the purpose and intended use of the requested data,
* whether the individual may refuse or is legally required to supply the requested
data,
* any known consequences from supplying or refusing to supply the information,
and
* the identity of other persons or entities authorized by state or federal law to
receive the data.
A Tennessen warning may be on a separate form or may be incorporated into the form
which reauests the nrivate nr ennfirlential rlata CPP 214 ,-1,Prl kit c
Aug 23 99 12: 18p Cit of Columbia Heights 612-782-2801 p. 10
VII. CHALLENGE TO DATA ACCURACY
An individual who is the subject of public or private data may contest the accuracy or
completeness of that data maintained by the City. The individual must notify the City's
responsible authority in writing describing the nature of the disagreement. Within 30
days, the responsible authority or designee must respond and either (1) correct the data
found to be inaccurate or incomplete and attempt to notify past recipients of inaccurate
or incomplete data, including recipients named by the individual, or (2) notify the
individual that the authority believes the data to be correct.
An individual who is dissatisfied with the responsible authority's action may appeal to the
Commissioner of the Minnesota Department of Administration , using the contested case
procedures under Minnesota Statutes Chapter 14. The responsible authority will correct
any data if so ordered by the Commissioner.
VIII. DATA PROTECTION
A. ACCURACY AND CURRENCY OF DATA
All employees will be requested,and given appropriate forms where applicable,to provide
updated personal information to the appropriate supervisor,Assistant to the City Manager,
or Payroll Clerk,which is necessary for tax, insurance, emergency notification, and other
personnel purposes. Other people who provide private or confidential information will
also be encouraged to provide updated information when appropriate.
Division Heads and Department Heads should periodically review forms used to collect
data on individuals to delete items that are not necessary and to clarify items that may be
ambiguous.
All records must be disposed of according to the City's records retention schedule.
B. DATA SAFEGUARDS
Private and confidential information will be stored in files or databases which are not
readily accessible to individuals who do not have authorized access and which will be
secured during hours when the offices are closed.
Private and confidential data must be kept only in City offices, except when necessary for
City business.
Only those employees whose job responsibilities require them to have access will be
allowed access to files and records that contain private or confidential information. These
employees will be instructed to:
* not discuss, disclose, or otherwise release private or confidential data to City
employees whose job responsibilities do not require access to the data,
* not leave private or confidential data where non-authorized individuals might see
it, and
* shred private or confidential data before discarding
When a contract with an outside party requires access to private or confidential
information, the contracting party will be required to use and disseminate the information
consistent with the Act. The City may include in a written contract the language
contained in Exhibit 6.
Aug 23 99 12: 18p City of Columbia Heights 612-782-2801 p. 11
Exhibit 1
DESCRIPTION CHARGE AS OF 4/4/97:
Written Special Assessment Searches $5.00
Copies
Items directly related to the individual,
organization, etc. such as minutes,
ordinances, permits, other printed
materials, unless designated below FREE
Special Requests $0.50 First Copy
$025 Ea Addl Copy
Library copier (public service) $0.15 per Copy
Charter
$5.00
City Code $100.00 Book
$15.00 Per Chapter
Annual Budget $10.00
Annual Financial Report $10.00
Comprehensive Plan $10.00
Multiple Dwelling List $0.50 First Copy
$025 Each Addl Copy
Copies of Maps: Up to 11" x 17" $0.50
11" x 17" to 24" x 36" $2.50
Larger $0.50/sq. ft.
Fire and Police Reports $5.00 1st 10 Pages
$5.00 Ea. Addl 10
pgs or portion thereof
Videotapes of Public Meetings
held within last six months $20.00
Facsimile
Transmitting a facsimile (local area only) $1.00 Per Page
Receiving a facsimile $1.00 Per Page
(Library does not have facsimile service available for personal use)
Note:
1. All material to be mailed will also include a charge for postage.
2. If the estimated cost of providing the data is $50.00 or more, at least 50% of the estimated cost
shall be collected before compiling and copying the data.
3. A blank videotape must be provided by the individual requesting a copy of a videotape of a public
meeting. Videotapes are not considered as an official record of the meeting. Only written and
approved minutes are the official record of a meeting.
Aug 23 99 12: 19p Cit of Columbia Heights 612-782-2801 p. 12
Exhibit 2
•
CONSENT TO RELEASE PRIVATE DATA
I, , authorize the City of Columbia Heights ("City") to
(print name)
release the following private data about me:
to the following person or people:
The person or people receiving the private data may use it only for the following purpose or
purposes:
This authorization is dated and expires on
The expiration cannot exceed one year from the date of the authorization,except in the case of authorizations given in connection
with applications for life insurance or noncancelable or guaranteed renewable health insurance and identified as such,two years
after the date of the policy.
I agree to give up and waive all claims that I might have against the City, its agents and
employees for releasing data pursuant to this request.
Signature
IDENTITY VERIFIED BY:
o Witness:
o Identification: Driver's License, State ID, Passport, other:
o Comparison with signature on file
o Other:
Responsible Authority/Designee:
Aug 23 99 12: 19p City of Columbia Heights 612-782-2801 p. 13
•
Exhibit 3
CITY OF COLUMBIA HEIGHTS
INFORMATION DISCLOSURE REQUEST
Minnesota Government Data Practices Act
A. Completed by Requester
Requester Name (Last, First,M) Date of Request: .
Street Address: Phone Number:
City, State,Zip: Signature:
Description of the Information Requested:
B. Completed by Department
Department Name: Handled by:
Information Classified as: Action:
Public o Non-Public o Approved
o Private o Protected Non-Public a Approved in Part (Explain below)
o Confidential a Denied (Explain below)
Remarks or Basis for Denial including Statute Section:
Photocopying Charges: Identity verified for Private Information:
o None o Identification: Driver's License, State ID, etc.
a Pages x ¢= o Comparison with Signature on File
o Special Rate: (attach explanation) a Personal Knowledge
a Other:
Authorized Signature:
Aug 23 99 12: 20p City of Columbia Heights 612-782-2801 p. 14
Exhibit 4
NOTICE TO PERSONS UNDER AGE 18
Some of the information you are asked to provide is classified as private under state law. You
have the right to request that some or all of the information not be given to one or both of your
parents/legal guardians. Please complete the form below if you wish to have information
withheld.
Your request does not automatically mean that the information will be withheld. State law
requires the City to determine if honoring the request would be in your best interest. The City
is required to consider:
• Whether you are of sufficient age and maturity to explain the reasons and understand the
consequences,
• Whether denying access may protect you from physical or emotional harm,
• Whether there is reasonable grounds to support your reasons, and
• Whether the data concerns medical, dental, or other health services provided under
Minnesota Statutes Sections 144.341 to 144.347. If so, the data may be released only if
failure to inform the parent would seriously jeopardize your health.
Notice Given To; Date
By:
(Name) (Title)
REQUEST TO WITHHOLD INFORMATION
I request that the following information:
Be withheld from:
For these reasons:
Date Print Name Signature
Rug 23 99 12: 20p City of Columbia Heights 612-782-2801 p. 15
Exhibit 5
DATA PRACTICES ADVISORY
Some or all of the information that you are asked to provide on the attached form is classified
by state law as either private or confidential. Private data is information which generally cannot
be given to the public, but can be given to the subject of the data. Confidential data is
information which generally cannot be given to either the public or the subject of the data.
Our purpose and intended use of this information is:
You 0 are / 0 arc not legally required to provide this information.
If you refuse to supply the information,the following may happen:
Other persons or entities who are authorized by law to receive this information are:
Aug 23 99 12: 20p City of Columbia Heights 612-782-2801 p. 16
Exhibit 6
SAMPLE OF CONTRACT PROVISION
Data Practices Compliance. Contractor will have access to data collected or maintained by the
City to•the extent necessary to perform Contractor's obligations under this contract. Contractor
agrees to maintain all data obtained from the City in the same manner as the City is required
under the Minnesota Government Data Practices Act, Minn. Statute Chapter 13 (the "Act").
Contractor will not release or disclose the contents of data classified as not public to any person
except at the written direction of the City. Contractor agrees to defend and indemnify the City
from any claim, liability, damage or loss asserted against the City as a result of Contractor's
failure to comply with the requirements of the Act or this contract. Upon termination of this
contract, Contractor agrees to return data to the City, as requested by the City.
Aug 23 99 12: 21p City of Columbia Heights 612-782-2801 p. 17
APPENDIX A
PRIVATE AND CONFIDENTIAL DATA MAINTAINED BY CITY
• PERSONNEL DATA (Private) MN Stat. 13.43
All data about an individual who is employed as, or an applicant to be, an undercover law
enforcement officer. All data on all other individuals who are or were an employee, an applicant
for employment, volunteer, independent contractor, or member or applicant for advisory board
of commission, except the following which is public:
Name
Actual gross salary
Salary range
Contract fees
Actual gross pension
Value and nature of employer paid fringe benefits
Basis for and amount of added remuneration, including expense reimbursement
Job title
Job description
Education and training background
Previous work experience
Date of first and last employment
The existence and status (but not nature) of any complaints or charges against the
employee, whether or not resulting in discipline
Final disposition of any disciplinary action, with specific reasons for the action and data
documenting the basis of the action, excluding data that would identify
confidential sources who are employees
Terms of any agreement settling any dispute arising from the employment relationship,
including a "buyout" agreement
Work location
Work telephone number
Badge number
Honors and awards received
Payroll time sheets or other comparable data that are only used to account for employee's
work time for payroll purposes, except to the extent that release of time sheet data
would reveal the employee's reasons for the use of sick or other medical leave or
other non-public data
City and county of residence
Names and home addresses of applicants for appointment to and members of an advisory
board or commission
If it is reasonably necessary to protect an employee from harm to self or to protect another person
who may be harmed by the employee, information that is relevant to the safety concerns may be
released to (1) the person who may be harmed or to the person's attorney when relevant to
obtaining a restraining order, (2) a prepetition screening team in the commitment process, or(3)
a court, law enforcement agency or prosecuting authority.
1
Aug 23 99 12: 21p City of Columbia Heights 612-782-2801 p. 18
2. EMPLOYMENT DATA (Private). MN Stat. 13.43
Data about current and former applicants for employment or appointment to an advisory board
or commission, except the following which is public:
Veteran status
Relevant test scores
Rank on eligible list
Job history
Education and training
Work availability
Name, after being certified as eligible for appointment to a vacancy or when considered
a finalist for a position of public employment(which occurs when the person has
been selected to be interviewed by the appointing authority)
Names and addresses of applicants for and members of an advisory board or commission are
public.
3. PROPERTY COMPLAINT DATA (Confidential) MN Stat. 13.44
The identities of individuals who register complaints concerning violations of state laws or local
ordinances concerning the use of real property.
4. SECURITY INFORMATION (Private) MN Stat. 13.37
Data which if disclosed would be likely to substantially jeopardize the security of information,
possessions, individuals or property against theft, tampering, improper use, attempted escape,
illegal disclosure, trespass, or physical injury. This includes crime prevention block maps and
lists of volunteers who participate in community crime prevention programs and their home
addresses and telephone numbers,but these may be disseminated to other volunteers participating
in crime prevention programs.
5. ABSENTEE BALLOTS (Private) MN Stat. 13.37
Sealed absentee ballots before opening by an election judge.
6. SEALED BIDS (Private) MN Stat. 13.37
Sealed bids, including the number of bids received, prior to opening.
7. LABOR RELATIONS INFORMATION (Private) MN Stat. 13.37
Management positions on economic and noneconomic items that have not been presented during
the collective bargaining process or interest arbitration,including information collected or created
to prepare the management position.
8. EXAMINATION DATA MN Stat. 13.34
Completed versions of personnel and licensing examinations are private, unless the responsible
authority determines that they should be confidential because access would compromise the
objectivity, fairness, or integrity of the examination process.
2
Aug 23 99 12: 21p Cit of Columbia Heights 612-782-2801 p. 19
9. ELECTED OFFICIALS CORRESPONDENCE (Private) MN Stat. 13.33
•
Correspondence between individuals and elected officials, but either may make it public.
10. BENEFIT DATA (Private) MN Stat. 13.31
•
All data about individuals participating in the City's housing rehabilitation program.
11. . CIVIL INVESTIGATIVE DATA MN Stat. 13.39
Data collected as part of an active investigation undertaken to commence or defend pending civil
litigation, or which are retained in anticipation of pending civil litigation is confidential, except
that a complainant's statement is private.
12. APPRAISAL DATA (Confidential) MN Stat. 13.50
Appraisals made for the purpose of selling or acquiring land.
13, ASSESSOR'S DATA (Private) MN Stat. 13.51
Data on sales sheets from private multiple listing service organizations,
Income information on individuals used to determine eligibility of property for classification 4c
under MN Stat. 273.13, Subdivision 25 (c).
The following data regarding income properties:
income and expense figures for current year and past three years,
average vacancy factors for past three years,
net rentable or useable areas,
anticipated income and expenses for current year,
projected vacancy factor for current year, and
lease information.
Social Security numbers (MN Stat. 13.49).
14. Transportation Service Data (Private) MN Stat. 13.521
Personal, medical, financial, familial or locational information, except name, of applicants-or
users of transportation services for the disabled or elderly.
15. RECREATION DATA (Private) MN Stat. 13.57
For people enrolling in recreational or other social programs; name, address, telephone number,
any other data that identifies the individual, and any data which describes the health or medical
condition of the individual, family relationships, living arrangements, and opinions as to the
emotional makeup or behavior of an individual.
16. CITY ATTORNEY RECORDS MN Stat. 13.30
The use, collection, storage, and dissemination of data by the city attorney is governed by
statutes, rules, and professional standards concerning discovery, production of documents,
introduction of evidence, and professional responsibility. Data which is the subject of attorney-
client privilege is confidential. Data which is the subject of the "work product" privilege is
confidential.
October 1, 1999
To: Honorable Mayor and City Council
From: Chuck Whiting, City Administrator
Re: Year 2000 General Fund Budget Discussion
For the work session Monday, I thought it would be helpful to touch on the budget issues I think the
Council either should be interested in or provide direction for. The list attached to the agenda
identifies the major issues and I will attempt to address them here.
Franchise Fee The franchise fee is currently 2.5%, and as reviewed with the Council previously, the
direction set by the past Council was to phase the fee down to zero by reducing the percentage by .5%
every other year. Year 2000 would be the next year for reducing another .5%. The amount plugged
into the preliminary budget however is still the 2.5%. This figure remains to balance the budget with
all the other projected revenues and proposed expenditures. With this in mind, the issue naturally
becomes one of whether all the expenditures should remain as proposed, whether revenue projections
are accurate or whether the franchise fee is considered appropriate. Additionally, as the Council has
also reviewed, changes to the City's street policies for assessments has brought up the option of
increasing the franchise fee with the additional amount being dedicated to streets improvements. The
Council has the option of increasing the percentage to 4%, an amount that would generate about
another $125,000 a year. If a fund was to be generated for this purpose, some work would be needed
to determine a fund cash flow for meeting the improvement costs in question. It would take eight
years to accumulate $1,000,000, which if generating 5% interest or $50,000,probably wouldn't go real
far to paying for necessary improvements. Another option would simply be to apply the $125,000 a
year to street improvements and forego generating the dedicated fund. Another option altogether
would be to further investigate using current tax increment funds that could be determined outside the
constraints of normal of use and dedicating those funds to street improvements. Doing that would
require evaluation of the City's economic development concerns relative to streets needs, or even other
general fund issues.
As summary of the options therefore would look like this:
Option 1: Retain franchise fee as is.
Option 2: Reduce franchise fee by .5% and reduce expenditures or increase other revenues to make up
the difference.
Option 3: Increase the franchise fee with the additional amount offsetting other needed city expenses.
Personnel Costs Anyway it is cut, personnel is largest collective item in the general fund. For 2000,
the City will be facing negotiating the two police collective bargaining agreements. Public works
personnel will be in the second year of their agreement in which a 3% wage increase was agreed to
this time last year. The remaining employees traditionally have increases in line with the collective
bargaining groups. With the turnover we have had, and continue to have, we may actually see some
short-term savings in direct personnel costs, but that is offset by recruitment expenses and to a less
tangible degree, the learning curve facing new hires.
Regardless, the City is essentially comprised of three types of personnel positions. First, some
employees meet functions that are not divisible nor are they marginalized by technology. Police are
the obvious example. They are neither convertible to multiple functions like doing patrolling and
processing zoning permits, nor are they replaced by technical means, like robotics or security systems.
Public works workers are much the same. While their skills can be enhanced and technology can
improve their effectiveness, the basic nature of their work requires individuals to fill the position. This
naturally leads to collective bargaining since they become a marketable commodity. In order to
reduce costs, replacing the nature of the service then become the question, such as contracting for the
service, reducing or even eliminating it. This group of employees tend to be the most stable for the
City in terms of longevity and have the most structured employment conditions.
The second type of personnel are those that process or implement policy and procedural work of the
City. This is the area that typically gets scrutinized the most for new efficiencies and technical
applications. Receptionists get replaced by phone systems, utility billing goes to computer generated
billing, and secretaries disappear as individual word processing and e-filing takes over. We have seen
this move over the past three years within the City work force, and it will continue with additional use
of software meant to speed up processes. The City has a stable group of employees remaining in these
positions as well, only not as many positions exist as there used to be. For the most part, these
individuals provide the City with its only administrative consistency over time.
The third type personnel are management and policy determiners, the employees that so to speak run
things, or are held accountable for their areas of responsibility. These positions tend to be scrutinized
most for their use of judgment and personal interaction abilities, and also for the success of their area.
Because of this, these positions tend to be considered a career discipline. They are responsible for
effectuating the policies of the organization. Saving costs in this area of personnel is either something
the manager must come up with and apply to others, or face having the same done to them. This has
been the least stable of the City's work force, but it is also the group that has the most options for
career development. Because of the variety of the work, the ability to interact with others and
determine direction, this group develops the most transferable skills within the organization, and as we
continue to see, many move to either higher paying or more responsible positions, or both.
In considering the discussions and circumstances faced here in the City, I think is necessary to state
this if it is not something obvious to all. While I am breaking these types down in general functions, it
is not a statement of the value, for the organization needs each to function appropriately. Judgments
can be made independently as to whether any of these areas meet the City's needs, but I think some
understanding of what is happening to the work force should be part of the budget discussion. The
difficult thing for the City to do is create a compensation system that applies adequately to all
positions. There should be no question that right now market forces have dictated several of the
changes that have taken place from the third group. It should also be kept in mind that the second
group is becoming more and more like the third because of the necessary and developed skills they
have acquired, and their abilities are highly marketable. It is also important to think about meeting the
needs of one position function with someone either used to working in another or simply prone to self
development in another, and what that would mean for the organization.
There has been considerable discussion about the appropriateness of the use of Stanton standards.
Right now, that is the only identifiable information that indicates market value for the positions that
make up this organization. Choosing criteria appropriate for Mounds View is certainly appropriate,
but I think the City is becoming less competitive for the third group of employees within the region for
city types of positions. The current pay system for non-aligned personnel essentially increases at a
cost of living pace once the employee has moved through the step system. While this in and of itself
has created debate, the real problems seems to come when replacing third category staff and adjusting
to the developing abilities of existing personnel. The options when hiring fall along the following
lines:
a) Replace with no job description changes
b) Replace with adjustments to fit the new needs of the organization
c) Replace with adjustments to fit the developed ability of an existing staff member within
the needs of the organization
d) Do not replace and either no longer perform the duties or distribute the duties to other
personnel or perform duties some other way
The existing pay plan serves as the starting point for determining the appropriate level of pay if the
position is to be replaced, but options b or c are considered, then a determination needs to be made
whether to adjust pay accordingly. Determining pay right now comes down to these considerations:
a) Affordability, generally in terms of the current year's budget and an eye to future
demands on succeeding budgets
b) The current or most recent pay in the position or most similar position
c) The pay of comparable positions within the organization as to their responsibilities and
education requirements
d) Pay for similar positions in other cities or the market demand
This still doesn't complete the picture. Interviewing and selecting someone not only brings all of these
into account, the fit of the individual with existing personnel and their ability to establish themselves
as a credible worker has to be positive in order to maintain moral, a sense of purpose and cohesion
amongst employees. For efficiency, a balanced team has to be created. A poor hire affects that
balance.
I have attached a table showing not only the changes in what I feel are the key administrative positions
over the past three and a half years, but have included for some perspective changes in the Council
leadership and the major issues the City has dealt with. This doesn't include changes in housing and
the planner positions. It is clear that the leadership of the organization has been transitioning, but it is
not clear from what to what, or why. The question then becomes what is the appropriate setup for
staffing and what to do to ensure that happens.
I don't have any terrific answers here, but I do know that an inordinate amount of time is going to the
recruitment and development of staff, particularly of the third type. All sorts of conclusions can be
drawn, but rather than attributing cause and effect for staffing turnover, I think three areas of
consideration should be discussed. First, what ability does the City have to pay for personnel it wants.
Our reference point for budget discussion is often the prior year so this question does not always get
addressed. Instead the debate seems to be one of too much or not enough. The reality is no one really
knows and this I propose should be studied in the coming year. Some evaluation of what is considered
to be a fair price to pay for City services should be done. Second, what motivates personnel to stay
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with the City? Obviously money is part of it, but other factors such as job satisfaction, personal
development and morale must have a place. This too should be looked into. It does not have to be the
top priority of the community to keep employees happy, but a sense of belonging to a community can
play a major role. Coming from the outside into the community, it is not always clear where the
"community"resides in a suburban city. This can lead to skepticism of employee's motives on the
one hand and a sense of rejection from the employees themselves on the other. Does that sense exist
and what affect does it have on the productivity of the organization is another question to look into.
And finally, is it clear enough as an organization what we are trying to achieve? I sometimes think
that the purpose of this organization is not clear enough. Staff, like anyone else, will attempt to find
meaning in their work. Where meaning is not clear, other objectives will develop. Where the group
purpose is not established, individual goals will develop which can lead to leaving the organization.
Granted, the council turnover of the past few years may put that question beyond the immediate, but
every individual in the community has an idea of how it wants its community to be. Identifying that
amidst the realities of region and world is rarely easy.
As for 2000, a 3% adjustment is calculated for the budget and I am hearing that figure around the
metro. With other budget concerns, it seems impossible to consider more. Over the coming years
however, the City may be faced with choosing between services and staffing for those services. For
now recognizing two union contracts coming, a number needs to be in the budget, but addressing
overall personnel needs and affordability should be a primary concern to address in the coming year.
Airport Issues I understand City Attorney Long met with the Council and discussed options for
pursuing legislation and/or litigation on the airport matter. Some discussion on this and a number to
plug into the budget would be helpful in determining the final budget for this issue. As for the budget,
one concern for Council long term is the extent to which the City can pursue issues like this. Over the
past three years I have been with the City, Bruce and I have looked for and changed budget gimmicks
that free up funds without pushing the tax levy. Unfortunately, I don't think many more of those can
be found. This issue and the community center transfer are two areas that if reduced provide room for
either growth in the budget or for funds to address other issues. Assuming the core group of services
and administrative support cannot be curtailed, eventually either other revenues will need to be sought
or more drastic cuts into services and staff will be needed.
Contracted Services One area that gets staff's attention at this time of year is the cost of the City's
legal work and other contracted services. Bruce and I are meeting with Bob Long to review the
retainer agreement and to determine what can be done differently or better. As discussed at the last
budget work session, some options appear to exist, but the reliance on the city attorney by staff and
Council seems to need some refinement to keep it in line with the budget.
We are also preparing for soliciting RFPs from engineering firms. Right now, materials for the
Council should be ready by the November work session. We should also be able to review more
closely the operations of the community center and the contracts the City has for service there. I will
need Bruce to review these prior to that meeting.
As for the fire agreement, Mounds View's cost is remaining steady mostly because the city is not
growing like Blaine or Spring Lake Park. The city seems to be getting a great deal from belonging to
the department, but some attention to the growth characteristics in Blaine in the next couple of years
would be worth staying up on. Their needs drive the department and while the formula works to
Mounds View's advantage now, we are becoming proportionately smaller. I don't see any immediate
concern,just possible problems being adjacent to one of the fastest growing cities in the state. The
building inspections agreement also seems to be working well with the Fire Department and Nyle,
Bruce and I will be meeting when Bruce gets back on adjustments for this year's work.
Departmental Operating Issues Perhaps the most significant effort of the coming year will be the
continued software transition and electronic filing efforts. We continue to press this issue internally,
but seem to be able to move only so fast. Currently, two efforts will be needed, one, determining a
process that will convert current hard copy, micro fiche and electronic files into a useable and up to
date computer filing system. This month we will have an office demonstration of such a system and
hopefully find it affordable. Having this system in place will infinitely cut down on the amount of
time needed to find something, as long as we have a system that is comprehendible. The second area
is to make use of the web site for more interactive use for residents and City Hall. Bruce is working
with Roseville's staff on this and we may see something useful before the end of the year. I think
considering melding this with the Cable TV committee and staff would also be a good idea. The
ability to better coordinate the simple communications issues we have had some trouble with would be
positive. Some discussion with the Cable TV committee on their role would be needed, as well as
appropriate use of cable TV funds.
Other departmental issues are going to include some community development issues that the Council
is aware of and working on. Tax increment and staffing will be addressed as well. Currently, the
housing inspector position is open. With some reconfiguring to make the position more inspection
oriented, our recruitment effort has bombed out with only a weak pool of seven applicants. With the
upcoming departure of Kevin Carroll, Rick Jopke and I will be discussing options prior to the meeting
on Monday.
Contingency The City typically will budget a contingency amount that acts as a buffer against budget
shortfalls or funds to be used for unanticipated expenditures. The amount generally has been in the
$40-50K area. I will not have an estimate for the Council of any anticipated budget surplus, but this
line item also acts in that capacity and allows the City to grow its general fund reserve at a modest
rate. The policy question ultimately becomes how much should the city have in its general fund
reserve, whether enough is being set aside for future capital expenses and the proportion of designated
versus undesignated reserve funds. While staff's projections have shown that long term trends use up
general fund reserves, I would expect that actions would be take by a council prior to ever reaching a
critical point, meaning expenses and revenues in the general fund would typically balance over time.
We can discuss this in general at the work session, but I will likely need Bruce for any specific issues.
I realize I went on a bit on the personnel side of the budget equation,probably because it is the most
difficult and ongoing expensive part of the budget. Maybe this can bring some clarity to making
budget decisions for 2000. See you Monday.