HomeMy WebLinkAboutAgenda Packets - 1999/11/01 CITY OF MOUNDS VIEW
WORK SESSION
REVISED AGENDA,.
November I, 199
6:00 p.1.1 .
Items Discussed
Per Consensus
1. Council Member Thomason Council Decorum Request.
2. Review of Charter Commission Issues.
3. Joint Powers Agreement with the City of Roseville for Temporary
Utilization of Management Information Systems Personnel.
4. Personnel Policies Manual Final Draft.
5. Review of Board and Commission Positions for 2000.
6. Cigarette and Tobacco Products Ordinance.
7. Draft Ordinance for Creation of Streets Fund and Dedication of Franchise
Fee Revenue.
8. Request for Public Information Form.
9. Comprehensive Plan Update.
10. Ordinance Public Hearing Options.
11. Y2000 Budget Review.
12. Discussion of Fee Increases for Year 2000.
13. Resolution of Support for Law Enforcement Training Center.
14. Non-Retainer Legal Fees.
15. Water Service Repair Policy.
16. Review of Assessment Policy Revisions.
C:joanb\agendas\11-01-99;ws
CITY OF MOUNDS VIEW
WORK SESSION
AGENDA
November , 1999
b00 .
p.rn�
Items Discussed
Per Consensus
1. Council Member Thomason Council Decorum Request.
2. Review of Charter Commission Issues.
3. Joint Powers Agreement with the City of Roseville for Temporary
Utilization of Management Information Systems Personnel.
4. Personnel Policies Manual Final Draft.
5. Review of Board and Commission Positions for 2000.
6. Cigarette and Tobacco Products Ordinance.
7. Draft Ordinance for Creation of Streets Fund and Dedication of Franchise
Fee Revenue.
8. Request for Public Information Form.
9. Comprehensive Plan Update.
10. Ordinance Public Hearing Options.
11. Y2000 Budget Review.
12. Discussion of Fee Increases for Year 2000.
13. Resolution of Support for Law Enforcement Training Center.
14. Non-Retainer Legal Fees.
C:joanb\agendas\11-01-99;ws
October 28, 1999
To: Honorable Mayor and City Council
From: Chuck Whiting, City Administrator
Re: November 1, 1999 City Council Work Session
We have a variety of things to address on Monday including some follow up on issues
from this past Monday. Here's what we have:
Item 1- Council Member Thomason Council Decorum Request: This item was
forwarded to me from Council member Thomason through the Mayor for discussion
Monday night.
Item 2—Review of Charter Commission Issues: Bob Longtalked
to me after
discussing this with the Mayor about approaching the Charter Commission prior to
processing the declaratory judgment. I suggested he address the full Council at the work
session if there is to be a change in plans, and he will attend the work session Monday
night.
Item 3 —Review of Joint Power Agreement with Roseville for MIS Personnel: Bruce
will present this item. We have determined after reviewing several options that the least
costly and likely most productive next step in development an electronic filing system
would be to use the process and equipment Roseville has developed for the same effort.
We can go into greater detail Monday, but essentially they have invested in a process that
converts their hard copy files into electronic form and have been able to connect this to
their web site. Council members will recall seeing their web site and its search
capabilities at the presentation we made a couple of months ago. Staff feels that there are
two phases to this process, one, standardize the process of filing for the City
electronically, and two, convert existing hard copy files to electronic form. The second
of these two is the most costly and time consuming, but once done is finished. However
in order to do it, we need to have an electronic filing system in place. By this I am
referring to all staff knowing and implementing a system of filing their current work in
the network's system. Because we have never developed such a system, everyone is
doing it differently. This will change, hopefully with the examples from Roseville. Once
done, the time and effort needed to determine appropriate filing for our paper and
microfiche records can begin.
Item 4—Personnel Policies Manual Final Draft: Scott Riggs will be present to review
with the Council the final policies draft and the process for its approval.
Item 5—Review of Board and Commission Appointments: Givonna is working on
updating the status of all board positions and upcoming openings. The Council can
review and direct accordingly on Monday.
Item 6—Cigarette and Tobacco Products Draft Ordinance: Scott Riggs will be
present to review a draft ordinance on this subject and explain the requirements of the
City for this ordinance.
Item 7—Draft Resolution for Creation of Streets Fund and Dedication of Franchise
Fee Revenue: As the follow-up step to increasing the franchise fee, the Council needs to
determine the policy for its use. That was generally clear in the resolution passed on
October 11 thThe question for the Council to keep in mind is how restrictive of an action
does it want to take on the future use of this money. The resolution drafted lays out
policies and procedures fairly clearly, but a future Council can change that simply by
passing another resolution. The franchise fee part of this fund it should be remembered is
currently a year-to-year approval by the Council. That cannot change by any action the
Council will take in creating this fund since its action has and appears will in the future to
be taken separately. The option of setting these conditions in ordinance is also there.
That would make it more difficult but not impossible to change in the future. A charter
provision would make this the most restrictive but would also take the most time and
effort to implement. For purposes of Monday's discussion, staff stuck with the resolution
approach, but if the ordinance approach is of more interest we can draft that up for a first
reading based on this resolution.
Item 8—Public Information Policies and Form: Scott Riggs can review this with the
Council as well. It should be noted that this policy will follow state law on data practices
which will also play a significant role in how the City sets up its electronic filing and
retrieval policies.
Item 9—Comprehensive Plan Update: Rick Jopke will give the Council a briefing on
the status of the comp plan and the process coming up for its adoption.
Item 10—Ordinance Public Hearing Options: Despite the criticisms leveled about
how the franchise fee ordinance was noticed, the Council still did not address whether it
wants to effectuate any changes in its own procedures for determining how or when to
notice an ordinance adoption. The Charter provision that Council member Stigney is
proposing does not address this either. If the Council is interested, the options suggested
in my memo of the last work session may help.
Item 11 —Y2000 Budget Review: We did not complete all the non-general fund
budgets on Monday so we would like to do that Monday. We may also be able to review
the discussions staff has had with Kennedy and Graven regarding their retainer and non-
retainer work. We also want to review the revenue side again,particularly fees relating
to building and zoning.
In other business, Kitty Hickok is now leaving the City. Her last day is November 12.
We are placing an ad for her replacement and will inform the Council of any changes we
feel need to be made. I am a bit concerned that the utility billing and payroll schedules
can be maintained during this time. Remaining staff is meeting to determine how best to
do this. Interviews are also taking place for Steve Dorgan's replacement, and the
deadline for applicants for Kevin Carroll's position is coming soon.
Kevin apparently was working with State Auditor's Office regarding our tax increment
history. We are scrambling to figure out what was being worked on. The OSA's tif
division routinely reviews cities' tif plans and plan modifications, and that appears to be
the case here. Our records management over the past decade however appear to need
some work, a problem complicated by the variety of individuals having worked in this
area.
Some good news, the City has been judged a winner by the National League of Cities for
the housing plan book developed by Steve Dorgan and the Community Development
department with other metro communities this past year. Lynne Thomason and myself
are scheduled to be at the NLC conference in Los Angeles in December and can represent
the City when called upon.
As I explained in an earlier memo this week, the request to include staff meeting minutes
was made. I will summarize our meeting of this week here. On Tuesday Bruce, Bill,
Givonna, John, Mike and later Jim Ericson met to review the prior evening's Council
work session and regular meeting. We reviewed the tension amongst Council members
on couple of the issues. Regarding the charter questions, by staff meeting time I had
reviewed the expenses charged to the Charter Commission. We reviewed the requests of
Council member Stigney on John's use of the golf course truck and followed up with
how best to respond to requests that don't seem to be sufficiently answered. It was
decided staff should proceed as though all requests represent the full Council and proceed
accordingly. There is still some concern about the ability to tract requests since some are
made without any apparent context. The e-mail system when finally utilized may help
that. The group reviewed the draft agenda for the November 1 work session (much of
which is entailed above). It was noted that the budget discussion was not completed at
the work session. Building and zoning fees along with the attorney retainer still needed
to be reviewed. Givonna was to work with Scott Riggs this week on several of his issues.
I had some concern that changes to the personnel policies without the employees'
knowledge would not be good. We set up a meeting for Friday to review them for what
has or could change. We had Jim Ericson attend to review the presentation made by AMI
on Monday regarding their imaging and electronic filing system. The consensus was that
their product while good may be too expensive and add some complications we might not
need. Bruce has been working with Roseville for a number of months on how to use their
people and system. Jim added that the work we now do with the web site could be
modeled after Roseville. I wanted to make sure we have a system that employees
understand, utilize and implement correctly for filing since we have never done that. We
decided to set up a MIS committee meeting to go over this in more detail later in the
week.
That's all for now. Have a good weekend.
Page 1 of 1
Chuck Whiting
From: Dan Coughlin [danc@rcmnet.org]
Sent: Tuesday, October 26, 1999 7:08 PM
To: chuckw@rcmnet.org
Cc: Dan Coughlin
Subject: #1 agenda item for work session on Nov 1.
Chuck,
Lynne has requested that some time should be set aside at the beginning of the work session to discuss parlamentary
procedures, council manners&etc. I told her that I'd pass the message on to you to have it put on the agenda.
In keeping with section 2.06.2 of the charter,I am in agreement with Lynne that some clarification of parlamentary
procedures and discussion of overall council behavior are in order to promote desirable changes and improvements to the
council's overall functionability. With this charter section as my guide,I request that you note this as the first item for
discussion and have it noted that Lynne is the one who is actually making this request.
Thanks.
Dan
10/27/99
dtiv
JOINT POWERS AGREEMENT
FOR THE CITY OF MOUNDS VIEW'S TEMPORARY
UTILIZATION OF A CITY OF ROSEVILLE EMPLOYEE
THIS AGREEMENT, entered into by and between the CITY OF ROSEVILLE, a
Minnesota municipal corporation, and the CITY OF MOUNDS VIEW, a Minnesota municipal
corporation, is effective upon the execution of this Agreement by the named officers of both
cities.
RECITALS
WHEREAS,Mounds View is in need of temporary computer and other technical support
services and is without staff to provide the needed services;
WHEREAS,Roseville has management information system and other technical
employees that are able to provide the services required by Mounds View and;
WHEREAS,Minnesota Statute 471.59 authorizes political subdivisions of the State to
enter into Joint Powers Agreements for the joint exercise of powers common to each.
NOW, THEREFORE, it is mutually stipulated and agreed to as follows:
1. SERVICES.
A. The City of Roseville shall provide qualified management information systems
employees ("Employees") to perform computer and related technical services required by the
City of Mounds View. The City of Roseville shall be solely responsible for compensating the
assigned Employee(s) engaged in providing computer and technical services under this
Agreement, including any overtime wages incurred, as well as any insurance or employee
benefits provided under the policies or agreements of the City of Roseville.
B. The City of Mounds View will provide the necessary office, equipment, and
supplies for the assigned Employee(s) to provide the services required hereunder and will bear
81872 1
all costs attendant thereto.
C. The City of Mounds View shall coordinate scheduling of work to be performed
by the assigned Employee(s) with and shall receive prior approval of all scheduled hours to be
performed under this Agreement from the Roseville City Manager or his designee.
2. PAYMENT. The City of Mounds View will compensate the City of Roseville for
services rendered in the amount of Twenty Thousand and No/100 Dollars ($20,000.00) for Five
Hundred Employee service hours per year. The City of Mounds View shall make monthly
payments, upon presentation by the City of Roseville of a monthly billing equal to one-twelfth
(1/12th) of the annual amount herein stated.
3. INDEMNIFICATION. The City of Roseville agrees to assume sole liability for
any negligent or intentional acts of the assigned Employee(s) while performing the assigned
duties within the jurisdiction of either city. Each city agrees to indemnify, defend, and hold
harmless the other from any claims, causes of action, damages, loss, cost or expenses including
reasonable attorney's fees resulting from or related to the actions of each city, its officers, agents
or employees in the execution of the duties outlined in this Agreement, except as qualified by the
previous sentence.
4. TERMINATION, SEPARABILITY.
A. This Agreement may be terminated by either party upon thirty(30) days' notice
r C
CLA-tc rrisl-••k,
provided to the respective City Manager of Roseville or Mounds View.
B. Upon termination, any and all records or property of the respective cities will be
returned to the appropriate city.
C. This Agreement is governed by the laws of the State of Minnesota.
D. In the event that any provision of this Agreement is held invalid, the other
provisions remain in full force and effect.
81872 2
IN WITNESS WHEREOF, the Cities of Roseville and Mounds View have caused this
Agreement to be duly executed effective on the day and year last entered below.
Dated: CITY OF ROSEVILLE
By:
Daniel G. Wall
Its Mayor
By:
Steven Sarkozy
Its City Manager
Dated: CITY OF MOUNDS VIEW
By:
Dan Coughlin
Its Mayor
By:
Chuck Whiting
Its City Mafrag -
81872 3
*T.
Item No.
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
From: Givonna Reed
Item Title/Subject: Review of Board and Commission Positions for 2000
Date of Report: November 1, 1999
The following seats on the following Boards and Commissions will become
vacant (or are currently vacant) December 1999. The City of Mounds View must
fill the following vacancies for 2000:
Planning Commission
• Three seats open (expiration in 2002 for each term);
Parks and Recreation Commission
. Seven of nine seats are open. One term will expire in 2000, the other
six terms will expire in 2002;
Police Civil Service Commission
. One seat open (expiration 2002);
Economic Development Commission
. One Business Representative seat open (expiration 2002).
Resolution 5301 (1999)
• Resolution appointing City Council Members and Clerk-Administrator as
representatives for city commissions and other organizations.
Attached you will find spreadsheets for the above mentioned Boards and
Commissions should you desire additional information regarding vacancies.
Recommendation. Place on November 15th City Council agenda to discuss
application process and timeline.
R pectf Submitte
VQ-Q—
GiVonna
Reed
Assistant to the City Administrator
October 18, 1999
Dear Commission Member:
This is just a note to make you aware that according to city records your term as a commissioner
is set to expire at the end of this year. In keeping with trying to provide opportunities for all
residents to become involved in their city's government, the city will be asking publicly for
applicants for these expired terms.
For your convenience I am including a copy of the advisory board application form. If you are
interested in being considered for reappointment to your present position, please fill out the
included application and return it to City Hall no later than December 6, 1999.
It is my hope and intent to have a list of names to present to the City Council for their approval
prior to the new year, so your various boards and commissions will have full membership right at
the start of next year.
In closing I would like to thank you for your service to the City of Mounds View. It is a
significant sacrifice that you have made in order to prepare for and attend all of the meetings and
functions associated with your position.
Sincerely,
Dan Coughlin
Mayor of Mounds View
DPC/dpc
Enclosure
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V/
.RESOLUTION NO. 5301
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION APPOINTING CITY COUNCIL MEMBERS AND CLERK-ADMINISTRATOR AS
REPRESENTATIVES FOR CITY COMMISSIONS AND OTHER ORGANIZATIONS
WHEREAS,members of the City Council act as representatives to,City Commissions and other
organizations;and
WHEREAS,the following members of the City Council have been named to act as representatives to the
following City Commissions/Task Force for the year 1998:
Planning Commission Mounds View Business Association
Roger Stigney Dan Coughlin
Gary Quick (Alternate) Chuck Whiting
Parks and Recreation Commission Northwest Youth and Family Services
Rob Marty
Dan Coughlin (Alternate) Terri Blatenbauer
Ramsey County League of Local Government League of Minnesota Cities
Dan Coughlin Chuck Whiting, Clerk-Administrator
Chuck Whiting,Clerk-Administrator Dan Coughlin
Associate of Metropolitan Municipalities National League of Cities
Dan Coughlin Chuck Whiting,Clerk-Administrator
Chuck Whiting,Clerk Administrator Dan Coughlin
Spring Lake Park/Blaine/Mounds View Firemen's Cable Commission
Relief Association Gary Quick
Lynne Thomason Dan Coughlin(Alternate)
Chuck Whiting,Clerk Administrator
Golf Course Committee
Dan Coughlin
Gary Quick
NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of Mounds View that the
aforementioned appointments are hereby approved.
Adopted this 11th day of January, 1999
ATTEST:ST: ��. 7-7
(
Mayor Dan Cou lin
(SEAL) (.1(J3( _
Clerk-Administrator uck Whiting
10-18-99 12:04 From-KENNEDY & GRAVEN +6123379310 T-056 P.02/06 F-638
[Redlined#1)
ORDINANCE NO.—
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
AN ORDINANCE RELATING TO CIGARETTE AND TOBACCO
PRODUCTS AND AMENDING TITLE 512 OF THE MOUNDS VIEW
MUNICIPAL CODE
THE CITY OF MOUNDS VIEW ORDAINS:
SECTION 1. Title 512 of the Mounds View Municipal code shall be amended to read:
CHAPTER 512
CIGARETTE AND TOBACCO PRODUCTS
SECTION:
512.01:Defitutions
512.02:License Required
512.03.Application
512.02 : License Restrictions
512.05.License fee:Term:Transfer
512.06.Dispof I.icense
512.057: Penalties
512.06: Suspension Or Revocation
512.079: Hearing And Notice
512.10g: Exception
512.01:DEFINITIONS:
Subd. 1. TOBACCO-RELATED PRODUCT: Cigarettes, cigars, cheroots, stogies,
perique, granulated, plug cut, crimp cut, ready rubbed and other smoking tobacco,
snuff, snuff flower, cavendish, plug and twist tobacco, fine cut and other chewing
tobaccos, shorts, refuse scrips, clippings, cuttings and sweepings of tobacco
prepared in such manner as to be suitable for chewing, sniffing or smoking in a pipe,
rolling paper or other tobacco related devices.
SJA137976
MU125-32
10-18-99 12:05 From-KENNEDY & GRAVEN +6123376310 T-056 P.03/06 F-638
Subd. 2. VENDING MACHINES: Any mechanical, electric or electronic device,
appliance or any other medium or object designed or used for vending purposes
which, upon insertion of money, tokens or any other form of payment, dispenses
tobacco products.{Acd. 553, 1-24-9-5)
512.02: LICENSE REQUIRED: - : _ - • - - _ • - , __
year. (O!i. 553;-1 24-$5)No person shall directly or indirectly or by maps of Deny' ciente,
keep for retail sale, sell at retail or otherwise dispose of tobacco at any place in the city
unless a license thcrelbr shall first have been obtains!ul s section.
512.03. Application.
Subtl. 1. Contents. A..ltcation for a license ret ired by the •rovtsions of this section shall
be made to the City Clerk-Adrrvni tratur ort ;a ti�rtn supplied by the City. Sue.
application shall state:
(z) the full name and tatidress of the applicant;
(k) the location of the huildin, and the pall intended to be used by the
Applicant under such license.,
(c) the l end of business conducted at such location: and
(d) such other information us shall he required by the application form.
Subd. 2. City Council Review. U. n the f• in_ of an a •lication with the Clerk-
Administrator it shalt be presented to the City Council for its consideration. if
;ranted by the Council. a license, shall be issued by the Clerk-Adnuntsirator sip
payment of the required fee.
512.034: LICENSE RESTRICTIONS:
Subd. 1. General Restrictions. No license shall be issued under this section excepts to a
person of good moral character. Noll -,cense she be issued to an applicant for the
sale of tobacco at any 'lace other t • t a .licant's established lace of business. A
se agate license shall be issued for the sale of tobacco at each fixed place of
business, artd Ro license shall be issued for a rovablcgiace of business. No person
shall sell.offer for sale !,ive • w ' or de 'ver an tobacco-relate aroduct to
any person under eighteen t IS)nears of age. Noze,,rson shall keep for salczsell, or
dispose of any tobacco containing opium. morphine__jimson weed. bella donna,
338137976
MU125-32
. 10-16-99 12:05 From-KENNEDY 4 GRAVEN +6123379310 T-056 P.04/06 F-636
s_,._yr chnia. c line. marijuana, or any other deleterious oror poisonous cxcept
nicotine and other substances found natura4 in tobacco or lawfully added as part of
the manufacturing process.
Subd. 2. Possession by Minors. No • rson u der the a e of 18 ears 'hall ,urchase.
o,scss.or consume tobacco.
Subd.-43. Vending machines used to dispense tobacco products shall not be located in an I
area which permits unrestricted access by a person under the age of eighteen (18)
years even though such area may be under the supervision of the licensee or the
licensee's agent or employee. This restriction shall apply to vending machines
located in structures used for commercial, industrial, high-tech, office or public
purposes.
Subd.-24. Only one license is required for any or all Vending machine(s) located on the !
premises of the licensee.
Subd.---1?. Every licensee is responsible for the conduct of its employees while on the I
licensed premises and any sale or other disposition of tobacco products by an
employee to a person under eighteen(18) years of age shall be considered an act of
the licensee.(Ord. 553, 1 21 95)
553,4 21 95)
512.05 License Cce: Term Transfer. The fie fur every license reouireg by the provisions
of this suction shall be set b resolution of the Cit Council- The license is effective from
Janum. 1 to December 31st of each car. 'a m nt of Ile license fee is due on or before the
close of business on Juntiury 1st of each year. Licenses issued under the .rovisions of this
section shall nut be transferable from one gerson to another.
51'2.06. laispla u License. livery license issued under the nruvISions of this sectipn shall
be kept conspicuous) pposted about the ralace for which the license is issued and shall be
exhibited to an an ry authurj/ed per on elan request
512.057: PENALTIES:
Subd. 1. _ - • _ . .._ _ .. _- = - . -
:. .Licensees. If a person
Ii en•=i uncle _ is tion • an e •k, ee of ' •-rson licensed under this section
viol• ra:es any provision of this ordinance the licensee shall be charged n
i is f e ,'n. t •f •75.00. a -rson license. under this section •r an
employeesection violates any provision of this
o din. ice twice at the same ocation within 24 ma ths of th initial violation the
SJA137976
yiu12S-32
. 10-18-99 12:06 From-KENNEDY & GRAVEN +6123378310 T-056 P.05/06 F-638
licensee shall be charged an administrative penalty of$200.00. If a person licensed
under this section or an employee of a person licensed under this section violates
any provision of this ordinance thice times at the same location within 24 months of
the initial violation, __he licensee shall be cha ged art administrative penalty of
$25().00, and the licensee's license shall be suspended for seven dans. No penalty
under this section 512.07, subd. ii l shall take effect until The licensee has received
notice., served personally or by mail, of the alleged violation, and has had an
opportunity for a hearing bctore the City Council. A decision by the city council
that a v'olation of this ordinance has occurred shall be in wrrun,.. Judicial a•.ea1
shall be as provided tar by state law.
($50.00). (Ord. 553, 1 21 95)Indtviduals. Any person who sells tobacco to a person
under the age of 18 years shall be char•aed an administrative penalty of S50.00, This
p maltshall be_in addition to the al[v shared under section _5l 2.07.suhd. (1).
No penalty under this section 512.07, subd. (2) shall take effect until the person
ai=ainst whom the . nalt will be charc,ed has received notice served ,rsonall or
by mail, of the alleged violation, and hu_s had an opportunity for a hearing before the
City Council. A decision by the City Council that a violation of this ordinance has
occurred shall be in wiitine. ludici rl aoraeal shall be as provided for by state low.
Subd. 3. Defenses. It shall be an affirmative defense to a charge of selling tobacco to a
person under the arae of 18 years in violation of this ordinance that the licensee or
individual making the sale relied in good faith upon proof of age as described in
Minnesota Statutes,Section 34.0.0.503. subdivision 6.
Subd. 4. Minors. Any person under the. age of 18 years who purchases, possesses, or
consumms tobacco shall be [language to be inserted after public
hearings.
512.068: SUSPENSION OR REVOCATION: In addition to ;sty other_penalty
ttti sed under s tion 512.07 an license issued under this section ma be revoked b the
City Council for a violation of any provision of this Chapter if the licensee has been given a
reasonable notice and an opportunity to be heard.
. A second violation within twelve (12)
months shall result in a suspension of at least two (2) days. A third violation within a
twenty four(24) month's time frame shall result in a suspension of at least five (5) days, A
fourth violation within a twenty four(24) month's time frame shall result in revocation of
license for the balance of the year.(Fria. " -==fit
512.0-1y: HEARING AND NOTICE:
Subd. 1. Revocation or suspension of a license shall be preceded by a hearing before the
Pelice-ChiefCitv Council. A healing notice shall be given at least ten (10) days
prior to the hearing including notice of the time and place of the hearing and shall
s.7R137976
1iU125-32
10-18-99 12:06 From-KENNEDY i GRAVEN +6123379310 T-056 P.06/06 F-838
state the nature of the charges against the licensee. Judicial appeal shall be as
provided for by stare law.
512.108: EXCEPTION: A person under eighteen(18)years of age who purchases or I
attempts to purchase tobacco-related products while under the direct supervision of a
responsible adult for training, education, research or enforcement purposes shall nor be
subject to the penalties imposed by Section 512.05.(Ord.553,4 24 95)
SECTION 2.
This ordinance takes effect—days after its publication.
Read by the City Council of the City of Mounds View this day of , 1998.
Read and passed by the City Council of the City of Mounds View this day of
, 1998.
Duane McCarty,Mayor
Charles S. Whiting,City Clerk-Administrator
APPROVED AS TO FORM:
Robert C. Long,City Attorney
S.TR13797 6
MU125-32
RESOLUTION NO.
Establishing a Street Reconstruction Fund and dedicating a portion of Electric and Natural
Gas Franchise Fees to said Fund
CITY OF MOUNDS VIEW
County of Ramsey
State of Minnesota
WHEREAS, the City's existing streets are aging and will need to be reconstructed;
WHEREAS, the City has determined that it wishes to reduce the percentage of the street
reconstruction costs that are paid by property owners;
WHEREAS, the City needs a funding source to pay for its share of street reconstruction projects;
and
WHEREAS,the City is authorized to levy a franchise fee on Electric and Natural Gas sales in the
City of Mounds View of up to 4%; and
WHEREAS,the City has determined that it will levy the full 4%franchise fee in the year 2000 with
at least 1 1/2%of the 4%to be used towards future street reconstruction projects.
NOW THEREFORE,BE IT RESOLVED by the City Council of the City of Mounds View that a
Street Reconstruction Fund be hereby established.
BE IT FURTHER RESOLVED,that the Street Reconstruction Fund can only be used to pay for
the costs associated with street overlay,reconstruction,or construction projects provided,however,
that if the City Council determines that any monies in said fund should be used for some other
purpose, it must conduct a public hearing by providing at least fourteen days public notice and
publish a notice of said public hearing in the City's legal newspaper,and approve such other use of
said funds by at least four votes of the City Council.
BE IT FURTHER RESOLVED, that for the year 2000, at least 1 1/2% of the 4% Electric and
Natural Gas Franchise Fee will be deposited upon receipt, into the Street Reconstruction Fund.
Whereas said resolution was declared to have been duly passed and adopted this 15th day of
November, 1999.
ATTEST:
Mayor
(SEAL)
City Administrator
# 8
CITY OF MOUNDS VIEW
DATA PRACTICES PROCEDURES
SJR-170907v1
MU125-11
CITY OF MOUNDS VIEW
DATA PRACTICES PROCEDURES
INDEX
Subject Page
I. Introduction 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. 3
C. Identification of Requesting Party 3
D. Time Limits 3
E. Fees 3
F. Summary Data 3
G. Juvenile Records 4
V. Denial of Access 5
VI. Collection of Data on Individuals 5
VII. Challenge to Data Accuracy 6
VIII. Data Protection 6
A. Accuracy and Currency of Data 6
B. Data Safeguards 6
EXHIBITS Number
List of Designees 1
Photocopying Charges 2
Consent to Release Private Data 3
Information Disclosure Request 4
Access and Nondisclosure Agreement 5
Notice to Juveniles 6
Tennessen Warning 7
Contract Language, Outside Agents 8
APPENDICES Letter
Private & Confidential Data Maintained by City A
Forms Which Request Private or Confidential Data B
ii
CITY OF MOUNDS VIEW
DATA PRACTICES PROCEDURES
I. Introduction.
These procedures are adopted to comply with the requirements of the Minnesota Data Practices Act
(the"Act"), specifically Minn. Stat. Sec. 13.03, Subd. 2 and 13.05, Subd. 5 and 8.
II. Responsible Authority.
The person who is the responsible authority for compliance with the Act is the city Clerk-
Administrator, Charles S. Whiting. The responsible authority has designated certain other City
employees to assist in complying with the Act. These designees are listed on attached Exhibit 1.
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. The responsible
authority or designee may require a verbal request to be made in writing, whenever a written
request will assist the responsible authority or designee in performing their duties.
C. Time Limits.
➢ Requests. Requests will be received and processed only during normal business hours.
➢ Response. Response will be provided as required by Minnesota Statutes Chapter 13.
D. Fees.
➢ No Fees Charged. No fee may be charged for merely inspecting data. When copies are
requested and a fee is charged for copies, no fee may be charged for time spent separating
public for not public data.
➢ Fees Charged. 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 2. If the time required to search for and retrieve
the requested data is significant, the fee will include the actual cost of searching for,
Data Practices Procedure Page 2
retrieving and copying or electronically transmitting the data.
The responsible authority may also charge an additional fee if the copies have 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.
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. The
forms used to collect private and confidential information are contained in Appendix B.
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 data subject, 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 individual
data subject. This consent must be on the form attached as Exhibit 3, or on a
reasonably similar form.
• People who are authorized access by the federal, state, or local law 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 under contract
with the City (e.g., insurance adjusters or 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, state, or local law or court order.
• People within the City staff, the City Council, and outside agents under contract
with the City (e.g., insurance adjusters or attorneys) whose work assignments or
Data Practices Procedure Page 3
responsibilities reasonably require access.
B. Form of Request. Any individual may request verbally or in writing as to whether 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 4, 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 designee 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.
C. Identification of Requesting Party. The responsible authority or designee must verify the
identity of the requesting party as a person entitled to access. Verification 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 will be provided as required by Minnesota Statutes Chapter 13.
E. Fees. Fees may be charged in the same manner as for public information.
F. Summary Data. Summary data means statistical records and reports derived from data on
individuals but which do 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.
The responsible authority may ask an outside agency or person, including the person requesting the
summary data, to prepare the summary data if(1) the specific purpose is given in writing, (2) the
agency or person signs a nondisclosure agreement that meets the requirements of Minnesota Rules,
Pt. 1205.0700, subp. 5, and (3) the responsible authority determines that access by the outside
Data Practices Procedure Page 4
agency or person will not compromise the privacy of the private or confidential data. The
responsible authority may use the form attached as Exhibit 5.
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 6.
➢ 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 of denying parental access,
• Whether denying parental access may protect the juvenile from physical or
emotional harm,
• Whether there is reasonable grounds to support the juvenile's reasons for denying
parental access, 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, or under any other state or federal
statute that allows or requires denial of parental access and that provides standards for
denying parental access.
Data Practices Procedure Page 5
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 is not required when an individual is requested to supply investigative data to
a law enforcement officer.
A Tennessen warning may be on a separate form or may be incorporated into the form which
requests the private or confidential data. See attached Exhibit 7.
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. The
responsible authority should provide the data subject with a written statement that informs the data
Data Practices Procedure Page 6
subject of the right to appeal and should also provide a copy of Minnesota Rules, Pt. 1205.1600.
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, to provide updated personal
information to the appropriate supervisor, City Clerk, or Finance Director, 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.
➢ 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.
Data Practices Procedure Page 7
➢ 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 8.
Exhibit 1
LIST OF RESPONSIBLE AUTHORITY AND DESIGNEES
Responsible Authority Records
Charles S. Whiting, City Administrator All records
Designees
Terri Blattenbauer, Parks and Recreation Parks and Recreation
Program Executive Department
Bill Clark, Chief of Police Police Department
Nyle Zilanund, Building Official Building records
Mike Ulrich,Public Works Director Public Works Department
Rick Jopke, Community Development Director Community Development
Department
Nyle Zikmund, Fire Chief Fire Department
Bruce Kessel, Finance Director Finance Department
Exhibit 2
CITY PHOTOCOPY CHARGE POLICY
Regular Photocopy Charge $ .25 per page for the first five pages of any
document
$ .05 per page for additional pages
Special Photocopy Charge
(Charged where retrieval of data and making of copies requires significant staff time)
a. Copy cost Regular photocopy charge, above
b. Labor cost Current hourly rate for department secretary
Document Charge Fee as established in annual resolution
(Charged for certain frequently requested documents, such as zoning codes, maps, etc.)
Exhibit 3
CONSENT TO RELEASE PRIVATE DATA
I, , authorize the City of ("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 non-cancellable 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:
❑ Witness:
❑ Identification: Driver's License, State ID,Passport, other:
❑ Comparison with signature on file
❑ Other:
Responsible Authority/Designee:
Exhibit 4
CITY OF MOUNDS VIEW
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:
❑ PUBLIC ❑NON-PUBLIC ❑ APPROVED
❑ PRIVATE ❑ PROTECTED NON-PUBLIC ❑ APPROVED IN PART(Explain below)
❑ CONFIDENTIAL ❑ DENIED(Explain below)
REMARKS OR BASIS FOR DENIAL INCLUDING STATUTE SECTION:
PHOTOCOPYING CHARGES: IDENTITY VERIFIED FOR PRIVATE
❑NONE INFORMATION:
❑ IDENTIFICATION: DRIVER'S LICENSE,
❑ Pages x 0= STATE ID,Etc.
Pages x 0= ❑ COMPARISON WITH SIGNATURE ON
❑ Special Rate: (attach explanation) FILE
❑ PERSONAL KNOWLEDGE
❑ OTHER:
AUTHORIZED SIGNATURE:
Exhibit 5
GOVERNMENT DATA ACCESS AND NONDISCLOSURE AGREEMENT
1. AUTHORIZATION. City of Mounds View ("City") hereby authorizes
, ("Authorized Party") access to the following government data:
2. PURPOSE. Access to this government data is limited to the objective of creating summary
data for the following purpose:
3. COST. (Check which applies):
0 The Authorized Party is the person who requested the summary data and agrees to bear the
City's costs associated with the preparation of the data which has been determined to be
0 The Authorized Party has been requested by the City to prepare summary data and will be paid
in accordance with attached Exhibit A.
4. SECURITY. The Authorized Party agrees that it and any employees or agents under its
control must protect the privacy interests of individual data subjects in accordance with the terms of
this Agreement.
The Authorized Party agrees to remove all unique personal identifiers which could be used to
identify any individual from data classified by state or federal law as not public which is obtained
from City records and incorporated into reports, summaries, compilations, articles, or any
document or series of documents.
Data contained in files, records, microfilm, or other storage media maintained by the City are the
City's property and are not to leave the City's custody. The Authorized Party agrees not to make
reproductions of any data or remove any data from the site where it is provided, if the data can in
any way identify an individual.
No data which is not public and which is irrelevant to the purpose stated above will ever be
disclosed or communicated to anyone by any means.
The Authorized Party warrants that the following named individual(s) will be the only person(s) to
participate in the collection of the data described above:
5. LIABILITY FOR DISCLOSURE. The Authorized Party is liable for any unlawful use or
disclosure of government data collected, used and maintained in the exercise of this Agreement and
classified as not public under state or federal law. The Authorized Party understands that it may be
subject to civil or criminal penalties under those laws.
The Authorized Party agrees to defend, indemnify, and hold the City, its officers and employees
harmless from any liability, claims, damages, costs,judgments, or expenses, including reasonable
attorneys' fees, resulting directly or indirectly from an act or omission of the Authorized Party, its
agents, employees or assignees under this Agreement and against all loss by reason of the
Authorized Party's failure to fully perform in any respect all obligations under this Agreement.
6. INSURANCE. In order to protect itself as well as the City, the Authorized Party agrees at
all times during the term of this Agreement to maintain insurance covering the Authorized Party's
activities under this Agreement. The insurance will cover $1,000,000 per claimant for personal
injuries and/or damages and $1,000,000 per occurrence. The policy must cover the indemnification
obligation specified above.
7. ACCESS PERIOD. The Authorized Party may have access to the information described
above from to
8. SURVEY RESULTS. (Check which applies):
❑ If the Authorized Party is the requester, a copy of all reports, summaries, compilations,
articles, publications or any document or series of documents which are created from the
information provided under this Agreement must be made available to the City in its entirety.
0 If the Authorized Party is a contractor of the City, all copies of reports, summaries,
compilations, articles, publications or any document or series of documents which are created from
the information provided under this Agreement must be provided to the City. The Authorized Party
may retain one copy for its own records but may not disclose it without City permission, except in
defense of claims brought against it.
ACCESS AND NONDISCLOSURE AGREEMENT PAGE THREE
AUTHORIZED PARTY:
By: Date:
Title (if applicable):
CITY OF
By: Date:
Its:
Exhibit 6
NOTICE TO PERSONS UNDER AGE OF 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:
Exhibit 7
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 ❑ are/ ❑ are 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:
Exhibit 8
SAMPLE 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. Stat. Chap. 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.
APPENDIX A
PRIVATE AND CONFIDENTIAL DATA MAINTAINED BY CITY
Personnel and Employment Data
CLASSIFICATION(S): Private/Public
GOVERNING STATUTE: Minn. Stat. § 13.43.
DESCRIPTION OF DATA: Data on individuals collected because the individual is or was an
employee of or an applicant for employment by, performs services on a voluntary basis for, or
acts as an independent contractor with a state agency, statewide system or political subdivision or
is a member of or an applicant for an advisory board or commission.
Property Complaint Data
CLASSIFICATION(S): Confidential
GOVERNING STATUTE: Minn. Stat. § 13.44.
DESCRIPTION OF DATA: The identities of individuals who register complaints concerning
violations of state laws or local ordinances concerning the use of real property.
Security Information
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.37
DESCRIPTION OF DATA: 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.
Absentee Ballots
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.37
DESCRIPTION OF DATA: Sealed absentee ballots before opening by an election judge.
Sealed Bids
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.37
DESCRIPTION OF DATA: Sealed bids, including the number of bids received, prior to
opening.
Labor Relations Information
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.37
DESCRIPTION OF DATA: Management positions on economic and non-economic items that
have not been presented during the collective bargaining process or interest arbitration, including
information collected or created to prepare the management position.
Appendix A: Private & Confidential Data Page 2
Firearms Data
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.36
DESCRIPTION OF DATA: Data about the purchase or transfer of firearms and applications for
permits to carry firearms.
Examination Data
CLASSIFICATION(S): Private/Confidential
GOVERNING STATUTE: Minn. Stat. § 13.34
DESCRIPTION OF DATA: Completed versions of personnel and licensing examinations
Elected Officials Correspondence
CLASSIFICATION(S): Private /Public
GOVERNING STATUTE: Minn. Stat. § 13.33
DESCRIPTION OF DATA: Correspondence between individuals and elected officials
Benefit Data
CLASSIFICATION(S): Private /Public
GOVERNING STATUTE: Minn. Stat. § 13.31
DESCRIPTION OF DATA: Data on individuals collected or created because an individual
seeks information about becoming, is, or was an applicant or recipient of benefits or services
provided under any housing, home ownership, rehabilitation and community action agency, Head
Start, or food assistance programs administered by the city.
Civil Investigative Data
CLASSIFICATION(S): Confidential/Private /Public
GOVERNING STATUTE: Minn. Stat. § 13.39
DESCRIPTION OF DATA: 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
Federal Contracts Data
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.35
DESCRIPTION OF DATA: Data on individuals collected and maintained by the City because it
contracts with a federal agency, where the federal agency requires that the data be maintained as
private data as a condition of the contract.
Videotapes of Child Abuse Victims
Appendix A: Private & Confidential Data Page 3
CLASSIFICATION(S): Private/ Confidential
GOVERNING STATUTE: Minn. Stat. § 13.391
DESCRIPTION OF DATA: Videotapes in which a child victim or alleged victim is alleging,
explaining, denying, or describing an act of physical or sexual abuse.
Salary Benefit Survey Data
CLASSIFICATION(S): Confidential
GOVERNING STATUTE: Minn. Stat. § 13.45
DESCRIPTION OF DATA: Salary and personnel benefit survey data purchased from consulting
firms, nonprofit corporations or associations or obtained from employers with the written
understanding that the data shall not be made public.
Employment and Training Data
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.47
DESCRIPTION OF DATA: Data on individuals collected, maintained, used, or disseminated
because an individual applies for, is currently enrolled in, or has been enrolled in employment
and training programs funded with federal, state or local resources.
Award Data
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.48
DESCRIPTION OF DATA: Financial data on business entities submitted to the city for the
purpose of presenting awards to business entities for achievements in business development or
performance.
Social Security Numbers
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.49
DESCRIPTION OF DATA: Social security numbers of individuals
Appraisal Data
CLASSIFICATION(S): Confidential /Public
GOVERNING STATUTE: Minn. Stat. § 13.50
DESCRIPTION OF DATA: Appraisals made for the purpose of selling or acquiring land
through purchase or condemnation
Assessor's Data
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.51
Appendix A: Private& Confidential Data Page 4
DESCRIPTION OF DATA: Data on sales sheets from private multiple listing service
organizations; income information on individuals used to determine eligibility of property for
classification 4c under Mimi. Stat. § 273.13, Subd. 25(c); and specified data regarding income
properties.
Deferred Assessment Data
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.52
DESCRIPTION OF DATA: Data collected pursuant to Minn. Stat. § 435.193, which indicates
the amount or location of cash or other valuables kept in the homes of applicants for deferred
assessment.
Transportation Service Data
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.521
DESCRIPTION OF DATA: Personal, medical, financial, familial or locational information,
except name, of applicants or users of transportation services for the disabled or elderly.
Recreation Data
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.57
DESCRIPTION OF DATA: 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.
Redevelopment Data
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.59
DESCRIPTION OF DATA: Names and addresses of individuals and the legal descriptions of
property owned by individuals, when collected in surveys of individuals conducted by the city or
housing and redevelopment authority for the purposes of planning, development, and
redevelopment.
Economic Assistance Data
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.62
DESCRIPTION OF DATA: Specified data collected by cities in their administration of city
economic development assistance programs.
Appendix A: Private & Confidential Data Page 5
Domestic Abuse Data
CLASSIFICATION(S): Confidential/Public
GOVERNING STATUTE: Minn. Stat. § 13.80
DESCRIPTION OF DATA: Data on individuals collected, created, received or maintained by
police departments pursuant to the domestic abuse act.
Law Enforcement Data
CLASSIFICATION(S): Private/ Confidential/Public
GOVERNING STATUTE: Minn. Stat. § 13.82
DESCRIPTION OF DATA: Audio recording of a call placed to a 911 system; investigative data
collected or created by a law enforcement agency in order to prepare a case against a person for
the commission of a crime or other offense for which the agency has primary investigative
responsibility; identity of undercover law enforcement officers; identities of other specified
persons; unique descriptions of stolen, lost, confiscated, or recovered property;
financial records of a program that pays rewards to informants; data on registered criminal
defendants; data in missing children bulletins; data that reflect deliberative processes or
investigative techniques of law enforcement agencies.
Detention Data
CLASSIFICATION(S): Private/Confidential/Public
GOVERNING STATUTE: Minn. Stat. § 13.85; Minn. Stat. § 13.86
DESCRIPTION OF DATA: Data on individuals created, collected, used or maintained because
of their lawful confinement or detainment in a correctional or detention facility, including a
municipal jail or lockup.
Criminal History Data
CLASSIFICATION(S): Private/Public
GOVERNING STATUTE: Minn. Stat. § 13.87
DESCRIPTION OF DATA: Data maintained in criminal history records compiled by the bureau
of criminal apprehension and disseminated through the criminal justice information system.
Solid Waste Customer Lists
CLASSIFICATION(S): Private
GOVERNING STATUTE: Mimi Stat. § 13.99, subd. 21c
DESCRIPTION OF DATA: Customer lists provided by solid waste collectors
Peace Officer Records on Juveniles
CLASSIFICATIONS(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.99, subd. 79
DESCRIPTION OF DATA: Juvenile records held by police.
Appendix A: Private & Confidential Data Page 6
City Attorney Records
CLASSIFICATION(S): Confidential
GOVERNING STATUTE: Minn. Stat. § 13.30
DESCRIPTION OF DATA: 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.
RECORD OF ANNUAL REVIEW
DATA PRACTICES PUBLIC DOCUMENT
Under the Minnesota Government Data Practices Act, I, as the responsible authority for the City of
Mounds View, 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
SJR-170907v1
MU125-11
Item No. 9
Staff Report No.
Meeting Date: 11/1/99
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: Comprehensive Plan Update
Date of Report: October 28, 1999
BACKGROUND
Staff is putting the finishing touches on the first discussion draft of the updated comprehensive plan.
The Planning Commission began its detailed review of the discussion draft on October 27th. The
anticipated process would be for the Planning Commission to complete its review,then hold a
informational community forum,then hold a formal public hearing, and then recommend an updated
comprehensive plan for City Council consideration. The City Council would then approve submittal
to adjacent communities for comment and to the Metropolitan Council for their review. The review
period for adjacent communities is 60 days. The current deadline for submittal to the Metropolitan
council is December 31, 1999. Once the Metropolitan Council review is complete the City would
make any changes that are necessary and formally adopt the plan.
The Planning Commission has expressed concern that because of the upcoming holiday season the
City will not be able to get adequate citizen input if the community forum and public hearings are
held prior to the first of the year. Staff's suggestion is that the Planning Commission should
complete its review and that the draft document be submitted to adjacent communities for review.
The community forum and public hearing could be held in January. City Council review and
submittal to the Metropolitan Council could then happen by early February.
STAFF RECOMMENDATION
This item is presented for informational purposes only.No action or direction is required at this time.
11.41
Rick Jopke, Co munity Development Director
N:\DATA\USERS\Rickj\SHARE\11199 comp plan report.doc
Item No.
Staff Report No.
Meeting Date: 11/1/99
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: Discussion of Fee Increases for Year 2000
Date of Report: October 28, 1999
BACKGROUND
As part of the year 2000 budget process staff has reviewed the fees that the City charges for various
permits issued by the Community Development Department. Fees have not been changed since
1998. Attached is a list of fees that are proposed to be changed effective January 1,2000.A number
of the fees are proposed to be changed to reflect typical project values as suggested by the Uniform
Building Code. Others are being adjusted to better cover City review costs.
The proposed fee change will also incorporate additional plan check fees as was previously
discussed with the City Council. Community Development Department staff has some concerns
about this increase. It would result in a substantial increase in permit fees paid by home owners
and/or their contractors. It could discourage property owners from improving their property. There
currently are no plan check fees charged for projects under$10,000. The City Council has directed
staff to bring forward a proposal to charge a plan check fee on all projects. The plan check fee would
be equal to 65%of the project value. Other concerns would be that the amount of review required
for small projects may not justify a full plan check fee and that such a large fee increase all at once
may be a problem. Alternative strategies would be to lower the threshold from$10,000 to $5,000
and/or to implement the fee increase over a two or three year period instead of all at once.
STAFF RECOMMENDATION
Staff recommends that the City Council review the proposed fee increases, determine how the plan
check fee should be implemented and direct staff to prepare a fee increase resolution for Council
consideration at the November 15, 1999 City Council meeting.
Rick Jopke, Co munity Development Director
N:\DATA\USERS\Rickj\SHARE\11199 fee report.doc
Exhibit A
Revisions to 1998 Fee Schedule
City of Mounds View
n\t:
taisg
IIII! ... ............::........:.................. .. .. .:� naw.4>:oiii,,:.,:s:a.,:....:...::.:::._::::.:::::: ........��...... ::... ..._��..-: ':t::iTi"t:':��::<."'.:...
.v r:,.,. 4 .a,:,:.. .fitn:.:.:::::...:...::::::�va� .-se:::::::::..:,...........»...:.:.......v.:..\y::.::::........,....va..
,,..,..: „ter....,....,>. , >...................... .x.» : .......,.....:..t.:..::::::::::::.::.......»...................... .».:.::::::::::::::......::::..:::::..:::::::::.:::::::::::::::.......
Accessory Building (Shed) (Per square foot to determine
value)
Cement Floor $7.50 $8.50
Wood Floor $5.00 $6.00
Addition* (Per square foot to determine
value)
First Floor* $60.54 $63.55
Second Floor* $42.80 $44.49
Air Conditioning (Per square foot to determine
value)
Residential $2.58 Delete from schedule
Commercial $3.10 Delete from schedule
Basement* (Per square foot to determine
value)
Unfinished* $12.04 $12.86
Semi-Finished* $16.21 $17.24
(Per square foot to determine
value)
Basic Floor Area* $60.54 $63.53
Deck (Per square foot to determine
value)
Residential $6.00 $7.20
Mobile Home $5.00 $6.00
Windows (Use Existing $15 for first window/door $20 for first window/door
Rough Opening but Changing plus $2 for each additional plus $2.50 for each additional
Window Frames) window/door (plus $.50 window/door (plus $.50
surcharge) surcharge)
Additions when calculating
valuations for new
construction:
Fireplace
Brick Single Flue (flat value) $2,000 $2,400
Brick Double (flat value) $2,500 $3,000
Free Standing Wood (flat $1,000 $1,200
value)
Heatilator gas $2,000 $2,400
Garage (Per square foot to determine
Exhibit A
Resolution No. 5382
Page 2 of 4
'>�:h:.. <tt%`�xk::.':i<is::ibv. .`:f":'
..........
.. .. ..:52.:.0
;F. ... _:::.. ..... ,,.:,:<.:. ..«,:r.>:,.:::..,,»:.;,,;�;;:�;;5:::,...v'xa5�:,;^t::<� 'off",::.";3:{`:... .<3�,"
+^,*: :. :.............:.::.... "::;:»::.>:.>�::::.jj:>::::>:-::::::::>::0::>:.<i::5R:5::;::::::::>::'-;::::2:55_:�::%:; :5
.. ,. ... .....:...... :...... ., ate,..,,.x...»: ..:a`�.',::;:....:.::.. ........ 3>.:;:::.::.;�<:>:::::: :_;::;:::�::;:::`<EE; i:;:::5:..:>;;:v22_::55:>x:� ::555:.... ::«. ,.....
&q�Yt. .. : ...\u,..,na......, ,,.,.... .>a J f:.. �o�..>..::.E,.:.......t,.....C?'Cu......_:::._.0::;.:.>:.>:.>:»»»v)�:a.::.»:::>.::::: :::::.:.....:....::.:...::....::fo.;p...: .......:....... ........::::.::;.::::.:.......
\,� �,y ..::f.�5`:5:.%:;2:2:::ii::i::5::ism:::::5::?::?::ii::ii5.5i.';x:5'>:
.. : :....IX: : .. .. .. ........... ......... .: .:..: .... .. .. .. :..»,,.c>,..>: is .�::5.'.
.. ..u:..v:::t.h :: .:. ... ,a�::.,...v.::.»::..:ca.....,x r:�.:...a.::...:.:::::..:::::.:. :: .> :.... ....:::...:.... .�:::t.:...,..<.,x:::i::i::>`.:5i;:%::::£:::i::i55i5::i>�5>�55::5: :: "._. .::... ...":... .�:..:. ...:::: ..r.:::::
,> .. ,..:. ..: nit......:::......._... . ::. .. . ..;:.>....»:::.>Ei�<:2<.<:2::<5:;55; ::;>_ 5:::>5:<;:5:>:55>:<:;::::>::S::: ;R:QI�> , EiIrM»��°E ,>.»>».:>>>...>:
.............................:......................................:.....:..............»..uc>::.:Y^:a:<�:>��:..;::.:......................::::::::............AnalitinalialleallailleallE:.,..:.:..::-»»>:.::::::: :::;>:.>:;;;::::X55::5::::,�::.:_ .::.:. <::.:5...:..>>,
rf.2::
IONa
value)
Attached* $18.49 $19.35
Detached* $15.00 $15.75
Car Port* $12.38 $13.16
Incinerators Delete from schedule
Gas Piping (Residential) $15.00 per unit $20.00 per unit
Porch (Per square foot to determine
value)
Screen Only $20.20 $21.22
Three Season (wood frame/ $40.36 $42.58
windows/doors-NO HEAT)
Four Season* $60.54 $63.55
Reshingling
Residential (Tear Off) Use Valuation Table $50 for first 1,000 square feet
plus $3 for each additional
100 square feet or fraction
thereof. ($.50 Surcharge)
Residential (Overlay) Use Valuation Table $40 for first 1,000 square feet
plus $2 for each additional
100 square feet or fraction
thereof ($.50 Surcharge)
Commercial Use Valuation Table Use Valuation Table.
Residing/Stucco
Residential Use Valuation Table $50 for first 1,000 square feet
plus $3 for each additional
100 square feet. ($.50
Surcharge)
Soffit/Fascia, add: --- $.30 per lineal foot.
(Minimum permit fee $23.50,
$.50 Surcharge)
Commercial Use Valuation Table Use Valuation Table.
Driveway/Sidewalk/Patio/
Exhibit A
Resolution No. 5382
Page 3 of 4
Y.... .... ...va.:._..,,,u„v,+.v.:.,,,\ x:.:::.,,,», ».«:.>:>:_s o.:::::.>:.>:.aA:tt»>.»::.:::::::::::.......Eta:::..... �:FYk`:`- ,,
. a...,«.:. \a «v..ay.»,.. >. �:.,:.,:..:.» »>::,::::»>.:::....:... ............ .�.. .......w»..mss ::::............a,::.:.;>:.>:.::::::...» ...�.,. ?%Skco> d�2:..
n .t.v.......:.>..._,�C,a�,{� tC t.:::.... rovwtv::::.:.,v a: ,.. ...,.„ ...... ., „
., :...«...», .:,. ..:::.w\y>::ttv.k::':\:.::5:: ij.'3.:��kSk::"::k: i':S..` ..-. �>S:_:a'<<
a � . ,v> i :: t„�'�`.. ..u;k;'i',L`k„ , .. ttk.;::::':::::..:::.:: .:: ':-::n ':S^>v
�:.:'.._ a .y� k:.::.v,.:.»,�.: ..... :.. .. ... .. ....:..:::.... ::`,`,k..:'kScxkk::i`:k:::'.,',SS:Sn>:..::.:::::::::::>::.::::.:.
v �......,.F. �,...........:....,...w.v.v ... ......>:a...v..�::::::n.......::.:::.:::::..:..::::.f,.>:::::::::.:.:.,,.>iS::S'»k:.:t;;;:.>'.::.::::by vv._>:.::.>:.;.:.attS`5::::...�..�..>:::,:::.>:.%
•
'
Parking Lot
Residential Use Valuation Table Concrete/Asphalt/Brick: $40
for first 1,000 square feet
plus $2 for each additional
100 square feet or fraction
thereof (No Surcharge)
Gravel: $20 for first 1,000
square feet plus $1 for each
additional 100 square feet or
fraction thereof. (No
Surcharge)
Commercial Use Valuation Table Use Valuation Table (No
Surcharge)
Telecommunications Antenna $750 (plus .50 surcharge) 7 percent of yearly rent to
city (plus .50 surcharge)
Planning Commission Mailed $10 per year $20 per year
Agendas
Planning Commission Mailed $20 per year $40 per year
Minutes
Storm Water Management
PUD Not Specified $1,996 per acre
Sewer Availability Charge $1,050 per unit $1,100 per unit (determined
(SAC) by MCES)
Sewer Connection/Repair $25 plus $.50 surcharge $25 (No Surcharge is
Permit Required)
Plan Check Fee 65 percent of permit fee 65 percent of permit fee
for valuations over for all permits requiring
$10,000 a plan check
*Fees as Revised by the State of Minnesota UBC, 1999 Building Data.
All other building-related permit fees/charges contained in Exhibit A were reviewed by the
Building Official and were adjusted to better reflect actual cost of construction.
Al
RESOLUTION NO.
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
A RESOLUTION OF SUPPORT FOR MULTI-JURISDICTIONAL
LAW ENFORCEMENT TRAINING CENTER
WHEREAS, well-trained peace officers are better able to assure their own safety
and the safety and constitutional rights of our citizens; and,
WHEREAS, maintaining proficiency in high-liability peace officer activities,
including confrontation management, use of force and lawful searches and arrests, is a
prudent safeguard against expensive litigation and civil lawsuits; and,
WHEREAS, adequate training facilities for unique peace officer skills can be
most economically and efficiently provided through the cooperative efforts of several
neighboring jurisdictions; and,
WHEREAS, funds have been provided in the 1998 Minnesota State budget for a
feasibility study on the development of a consolidated law enforcement center in the
northeast metropolitan Twin Cities area;
NOW THEREFORE, BE IT RESOLVED THAT the City Council direct and
authorize the Chief of Police to participate with representatives from other governmental
jurisdictions in helping to plan and coordinate the development of such a facility.
Adopted this day of November, 1999.
ATTEST
Charles S. Whiting, City Administrator Dan Coughlin, Mayor
(SEAL)
City of Mounds View Staff Report
To: Chuck Whiting, City Administrator
From: Bruce A. Kessel, Finance Director
Item Title/Subject: Replacement of Payroll Technician
Date of Report: October 27, 1999
I have obtained some information to assist in determining how to proceed with the duties
performed by Kitty Hickok.
1. Payroll. For 1999, the City is averaging 90 checks per pay period. It has been suggested
that the City should consider contracting out payroll. There are several issues that need to
be looked at with payroll. The first is preparation of payroll checks. The City could
contract out this function for approximately$1 per check; for 1999 this would cost
approximately$2,400. There are various reports that we are required to prepare
including annual reporting such as W-2's, State Retirement reports,workers
compensation, etc. In addition, there are similar reports that are required on a bi-weekly,
monthly or annual basis as well as withholding checks and reporting that is required.
Such reporting would add to the cost of contracting out the service. Another issue is
distribution of payroll costs. At the present time, payroll is allocated to 33 separate
departments within the City. This information is presently entered into our payroll system
as part of the process of preparing payroll and is then automatically transferred into the
accounting system for reporting. If an outside entity prepared payroll,we would then
need to reenter data to get it into our accounting and financial reporting system. We are
required to report fiscal data to several state and federal agencies on a functional basis.
Also, for management purposes functional reporting is necessary. As such, the need to
enter such information by a functional basis would negate the savings from contracting
out the payroll processing function.
2. Utility Billing. Utility billing is comprised of several functions including maintaining
records for each property(meter)regarding the responsible party, obtaining meter
readings, preparation of bills, collection of payments, notices of delinquent accounts, and
shutting off utilities for non-payment. It has been suggested that it may be possible to
contract out utility billing. In order to do this, it would require one party to perform all of
these tasks or an outside party and the City to share the same system. If it was an outside
party, the City would almost have to require the party to have a local location due to the
need to have contact with the property owners in Mounds View. It would also require a
very close working relationship with public works and finance since manual meter
readings, meter changes, work orders, shut offs, etc. are preformed by public works
personnel and payments/NSF's would in all likelihood be coming through a City bank
account. The utility billing system is also integrated into the City's accounting system. If
the service was contracted out, we would need to receive information that would then
need to be reentered into our accounting system.
3. Fixed Asset accounting. The City is required to keep track of its property, plant and
City of Mounds View Staff Report
October 28, 1999
Page 2
equipment for accounting and insurance purposes. Kitty reviews all invoices to determine
if a fixed asset is acquired. It is then recorded in the fixed asset system and is tagged(City
identification tag is placed on the item). The ability to contract out this function is limited
since it requires reviewing our paid invoices for capital items, and tagging the actual item
with a City of Mounds View identification tag.
4. Miscellaneous duties. Kitty performs a variety of other duties including maintaining and
balancing the cash draw, maintaining petty cash, various human resources functions
(explaining benefits to employees, reviewing contracts for health insurance, dental
insurance, life insurance, cafeteria plans,plan administration, workers compensation,
etc.),backup for counter/receptionist, and numerous other duties. These duties require
some continuity and will have to be performed by other City employees.
Three years ago, the Finance Department consisted of a Director, an Accountant, a payroll
technician, and a utility accountant. The Administration Department has varied but generally
consisted of the Clerk-Administrator, an Assistant, Human Resources Technician, a secretary and
a receptionist.
Today, there are three fewer positions in the two departments. The ability to back up duties is
limited now. If the payroll position is not filled, the ability to back up duties will be further
restricted. If an individual is sick, on vacation, in a meeting, at lunch, etc., the ability to answer
phones or cover the counter will be severely hampered. From an internal control standpoint,
more and more responsibilities will fall to fewer positions, increasing the ability of one
individual to circumvent controls and improperly process one or more transactions and have such
transaction(s) go undetected.
If the City fills the position within the next 6 to 8 weeks, we should be able to cover the added
workload with little or no additional assistance. After that, we will be into year end reporting,
closing the books and preparing for auditors,preparing for 4th quarter utility billing, etc. and will
need additional assistance. Also, during the interim, most of the individuals that would be
required to perform added duties are salaried positions that receive compensatory time but do not
receive overtime. If this continued beyond two months, comp time would build to unreasonable
levels and burnout would also start to occur.
Based upon the salary range for the existing position, I feel that we should be able to hire a
knowledgeable individual with an associate or bachelors degree in accounting. Once the
individual was trained in, we should be able to reduce the hours for the part time temporary
employee Marge Norquist to a few hour per day or week, depending upon the coverage that
would be needed for telephones, counter, etc. and limited backup for filing and accounts
payables.
In regards to contracting out for these services and not replacing the position, I do not feel it is a
viable option at this time. To even seriously consider this option, I believe that it would require
an in depth study, a detailed request for proposals, and an in depth analysis of all responses.
There are several financial security issues that would be raised including the financial controls
and health of any respondent(they may have access to City bank accounts and/or cash; there
have been several recent cases where service providers have not remitted funds to federal or state
agencies resulting in such agencies going back to the clients for non-payment of payroll or other
taxes), and internal controls at the City with fewer personnel. There is also the issue serving the
public, i.e. having adequate hours for customers to be able to reach a person when they have
questions on there account and/or need service for their account. The year 2000 maximum salary
for this position is approximately$37,700. Based upon the level of service that would be
required by a contractor if we would or could contract out these services, it is highly unlikely that
we would recognize any recognizable savings.
Recommendation. Place on the November 1st work session for approval to place ad and
interview for position,with the intent to fill the position by the end of the year.
To strengthen
and promote
cities as centers
of opportunity, i
leadership,and October 20,1999
governance.
(IMOMr.Rick Jopke
• City of Mounds View
National League 2401 Highway 10
Mounds View,Minnesota 55112
of Cities
Re:A Planbook for Post World War II Houses
1301 Pennsylvania Ave.,N.W. Dear Mr.Jopke:
Washington,D.C.20004-1763
202-626-3000 Congratulations! I am very pleased to inform you that your project has been judged as a winner in the
Fax: 202-626-3043 National League of Cities'(NLC) 1999 Innovation Awards,`Building a Nation of Communities."
Internet vvww.nlc.org "A Planbook for Post World War II Houses,"was identified as a winner in the Investing in-Community
category by a distinguished panel of judges. The judges cited the program as exemplary and deserving of
1999 Officers top honors in this year's competition.
President
Clarence E.Anthony
So
Mayor,SouthhBay,Florida
Winners of the 1999 Innovation Award will be honored and presented their award at NLC's annual
First Vice President Congress of Cities conference,this year being held in Los Angeles,California November 30th—December •
Bob Knight 4th. In addition,the winners will be highlighted in an upcoming issue of Nation's Cities Weekly.
Mayor,Wichita,Kansas
Second Vic P esAdent nt Again,I congratulate you on the success of your program. If you have any questions,please feel free to
Mayor,Detroit,Michigan contact Kim Spotswood,here at NLC,via e-mail:spotswood@nle.org or via phone(202) 626-3188. I
Immediate Past President look forward to celebrating your success with you at the Congress of Cities!
Brian J.O'Neill
Councilman,Philadelphia, Verytrulyyours,
Y ,
Executive Director
Donald J.Borut
°Plef*
4.
rPs
`p_,League 01<..,
Donald J.Borut
Mari „,... Executive Director
.7 1934 1999
`
la
''
b;teaaerenlp.6eJ•
•
Past Presidents:Glenda E.Hood,Mayor,Orlando Florida•Sharpe James,Mayor,Newark,New Jersey•Gregory Lashatka,Mayor,Columbus,Ohio•Cathy Reynolds,City Council President,Denver,Colorado•Directors:Arnie Adanrsen,
Councilman,Las Vegas,Nevada•Kenneth A.Alderson,Executive Director,Illinois Municipal League•E.H.Alexander,Commissioner,Red Springs,North Carolina•John B.Andrews,Executive Director,New Hampshire Municipal Association
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Page 1 of 1
Chuck Whiting _ai _/ l/
From: Bruce Kessel [Brucek@rcmnet.org]
Sent: Tuesday, October 26, 1999 5:27 AM
To: Chuck Whiting
Subject: Non retainer legal
The only comment I would have is that I don't think that we would need to mail a copy.K&G could print out the email
approval back to them for documentation(it would have the author on the email response).
If you or they felt it was necessary,we could set up approval levels, i.e. employees like Jim E would be authorized to
approve up to$X,Dept heads, a higher level,you a higher level,and anything estimated to cost more than a higher level
would need a returned signed copy and possibly Council approval.
Bruce
10/27/99
Chuck Whiting
From: Riggs, Scott J. [sriggs@Kennedy-Graven.com]
Sent: Monday, October 25, 1999 4:47 PM
To: 'chuckw@rcmnet.org'
Cc: Long, Robert C.
Subject: Non-retainer legal work procedure
Chuck:
I am writing this memorandum in follow-up to the meeting on October 15, 1999
among yourself, Bruce Kessel, Rick Jopke, Bob Long and myself, as to
establishing a procedure to help control the cost of legal work to be
performed for the city by Kennedy & Graven, Chartered. It is my
understanding that Bob Long has forwarded a revised Agreement for Legal
Services (the "Agreement") which reflects some of the conclusions we
reached. In addition, I am forwarding via this memorandum an initial
outline as to how "non-retainer" legal matters will be processed in the
city.
At the time any legal matter comes within the definition of "non-retainer"
pursuant to the Agreement, a form will be forwarded to you and the staff
member who requested the legal work. The form will state the matter is
designated as a non-retainer matter. The form will need to be appropriately
acknowledged by you (or a designated department head) before any legal work
or costs are incurred by the city.
Pass-through legal work for developers, etc. (generally involving the
planning department) will be reviewed and approved in the same manner. It
was discussed that the city would institute a practice for developers, etc.
whereby a fee schedule will be established and collected before any work is
performed or a developer's application is accepted by the city for
processing. Such a fee schedule will permit the city to collect an initial
amount for the work to be performed by the city so that the city is not in
the position of attempting to collect fees from a developer for work
performed by the city for the developer's benefit. The fee to be collected
from developers should be worked into the application process the city
presently utilizes.
As noted, no non-retainer legal work will be performed unless approved by
the city. The form which I would suggest for use would basically constitute
the draft as follows:
*****
NON-RETAINER WORK REQUEST FORM
The work requested to performed, which is as follows:
is covered under the non-retainer definition of the Agreement for Legal
Services between the City of Mounds View and Kennedy & Graven Chartered.
The estimate for legal fees to be incurred for this matter
is:
Such non-retainer work is approved up to the estimated amount by
on , and work on this matter should begin.
Such non-retainer work is disapproved by on
and no work should be performed for this matter.
Mailed copy sent
1
Mailed copy received
*****
The tentative procedure for utilization of the non-retainer form is proposed
as follows:
Once the form is forwarded by e-mail to you, an e-mail acknowledging your
approval/disapproval of the work would be returned to your office, as well
as a signed "hard" copy of the e-mail forwarded to you, which can be placed
in our files. The estimated cost for legal fees to be incurred will be
noted, with legal work to proceed only to the approved amount. If work is
required to be performed beyond the estimated amount, a new form would need
to be submitted.
As I noted, the above is a tentative procedure for the handling of
non-retainer matters. Please contact me and/or Bob Long to discuss the
above procedure. I would suggest implementing the draft form and procedure
for the next non-retainer matter for the city to see if such a procedure is
workable.
Scott Riggs
2
Item No. litA5gaw
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 and City Council
From: Michael Ulrich, Director of Public Works
Item Title/Subject: Water Service Repair Policy
Date of Report: October 14, 1999
In light of the number of past and most recently the increasing numbers of residential water
service leaks, staff has been researching means by which these repairs or replacements can be
performed more effectively. Currently the homeowner is responsible for the maintenance of the
water service from the City water main,to and into the structure. This year several homeowners
have experienced leaks, and have spent a considerable amount of time and money to have the
• • repair performed. Contractors prices have varied from one repair to another, and acquiring a
contractor to perform the repair has been difficult, even with City assistance.
A couple of leaks remained unrepaired for several months due to a variety of complications.
Several thousands of gallons of water was lost due to these leaks. Due to the increasing age of
water system and possible inability of residents on fixed incomes to sustain the cost of the
repairs, which in some cases may reach several thousands of dollars, staff is requesting Council
consider the following proposal. This is only a proposal presented by staff,which may be altered
in some ways.
A. The City would repair all residential water services from the main to the structure.
B. The proposal will be based on ten repairs required per year, with half of the repairs
occurring between the curb stop and the house and the remainder from the curb stop to
the main, the less expensive repair costing$2000.00 and the higher cost repair, from
• the curb stop to the main, which could include dewatering and some impervious surface
repair estimated at$5,000.00. Total $35,000.00
C. Assuming 2,800 residential services, including duplexes,townhouses and
condominiums, if a water service repair fee of$13.00 per year was charged to all
residential property owners, $36,400.00 would be earned to repair services. If a resident
lived in the City of Mounds View for 50 years, the assurance that they would never have
to consider paying for the repair or replacement of the water service due to a leak, would
have cost them $650.00.
D. The City would advertise the repair services at the beginning every year or two and
select two to three contractors based on their quality of work and rate schedule. Then
upon discovery of a leak the No. 1 contractor would be notified of the required repair and
City of Mounds View Staff Report
October 14, 1999
Page 2
have 5 days to complete the repair. If the No. 1 contractor could not perform the repair in
the required time period, the second contractor would be contacted, given the same
stipulations. If all three contractors declined to repair the service,No. 1 would be assign
to perform the repair or be penalized. The contractor would be responsible for the repair
only, and not any restoration, as is currently the case with most repairs.
This new policy could save the residents the inconveniences of soliciting quotes for competitive
prices, delays in performing the repair and possibly save tens of thousands of gallons of water,
not to mention the possible damage to other underground utilities and structures.
I'm sure there may be years when few repairs will be performed and years when the revenue
collected will not cover the expenditures for the repairs. Averaging the repairs and year should be
close to breaking even. At some point an adjustment up of down in the fee might be necessary
due to inflation,market labor rates or demand of services. This fund could only be utilized for
residential water service repair and could be expended more that once for any resident. This
policy would not cover the replacement of water services replaced as part of a capital
construction project.
Staff seeks Council direction in this matter.
ch el Ulrich,Mector of Public Works
C\OFFIICE\W P W IN\W PDOCSISTAFPRPT W ATSERV.W PD
Item No.
___IF:__Th
Staff Report No.
Meeting Date: October 25, 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: Michael Ulrich, Director of Public Works
Item Title/Subject: Review of Assessment Policy Revisions
Date of Report: October 14, 1999
Staff has inserted the assessment percentages per Council direction. Again the new additions or
corrections are in BOLD print. Depending on the order of items on the agenda, the utility budget
discussion will have taken place previous to this item and will help explain the assessment
percentages on the underground utilities.
7-
/,4,/ 574,s4"----
is ael Ulrich, Director of Public Works
ORDINANCE NO. 600
• CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
AN ORDINANCE AMENDING CHAPTER 202, SECTION 202 . 09 OF THE
MOUNDS VIEW MUNICIPAL CODE VIEW ENTITLED "PUBLIC IMPROVEMENTS"
The City of Mounds View ordains :
SECTION I Chapter 202 . 09, Subd 2 of the Mounds View
Municipal Code is amended to read:
Subd. 2 Improvement Type and Apportionment of Cost :
a. Street Reconstruction Including Curb and Gutter.
The cost of street reconstruction shall be recovered by
the adjusted front footage method. The front footage
rate shall be determined by dividing the project cost by
the total number of adjusted front feet in the project
area x the individual adjusted front footage x one-half
(%) . The assessments per adjusted front foot may vary
depending on the underlying zoning of a parcel .
Assessments for residential properties which are on
collector or arterial streets, (MSA, County road) shall be
assessed for one hundred (100%) of the pavement surface
and base, up to a width of 26 feet, equally divided by
both sides of the street. shall be adjusted so that the
amount of the assessment shall be the same as if the
project were constructed to residential street standards .
a. l . Residents requesting Curb and Gutter and/or
installation of sidewalks/trails on a construction
project will be assessed twenty-five (25%) of the total
cost of the Curb and Gutter which will include
engineering, additional removals, base and all
other associated expenses.
a.2 . One hundred (100%) of the turn back funds received
from Ramsey County will be applied to the new
construction or pavement cost of the road that was
received.
The remaining cost shall be recovered by means of the
general ad valorem property tax paid by the entire
community or by other funds that may become available to
the City for infrastructure cost recovery.
b. Street Resurfacing. Street resurfacing is commonly
known and referred to as street overlaying whereby a new
bed of road material such as bituminous is installed over
an existing paved road to a specific thickness .
Assessments shall be determined by the adjusted front
footage method at one hundred (100%) percent to
properties on both sides of the street. A mill and
overlay to an existing paved road will be assessed by the
adjusted front footage method at 100% percent to
properties on both sides of the street. A recycle and
overlay to an existing paved road will be assessed by the
adjusted front footage method at one hundred (100%)
percent to properties on both sides of the street.
c . Sidewalk. Sidewalk improvements may be done in
conjunction with a street reconstruction or as a separate
project . In any event, cost of sidewalk improvements
shall be recovered by assessing twenty-five (25%) to the
affected property owners and the remainder paid by the
general ad valorem property tax paid by the entire
community or by other funds that may become available to
the City for infrastructure cost recovery. Sidewalks are
generally installed on the City' s major streets, which
will connect several neighborhoods and community
attractions in a logical pattern.
d. Sealcoating. Sealcoating, patching and cracksealing
are considered general maintenance activities and the
expenses of such acts will be paid for by ad valorem
property tax or any other funds available to the City at
that time .
e. Sanitary Sewer and Water Mains . Repair and
replacement of sewer or water mains is usually done in
conjunction with a street reconstruction project and the
cost of this work should be included as part of the total
major street project cost and should also be considered
to be included in the rate assessed for street
reconstruction. If it is determined that the repair and
replacement work results in a greater benefit to some
properties and not to others, the Council should consider
establishing a different assessment rate based on the
benefits received. Sanitary sewer and Water Main
replacement / rehabilitation will be assessed at fifty
percent (50 %) .
f . Sanitary Sewer and Water Trunk Improvements . Trunk
sewer and water mains are usually designed to carry
larger volumes of flow than are necessary within an
immediate property area in order to serve additional
properties beyond the area of their immediate placement .
Therefore, one hundred percent (100%) of the cost of
trunk improvements will be assessed on a unit basis to
all properties within a district deemed to be benefitted
from the trunk improvements.
• g. Sewer and Water Services . Individual sewer and
water services benefit only the properties they serve and
100 percent (100%) of their cost shall be assessed to the
property for which they are installed.
h. Drainage Improvements . Storm drainage and
ponding/basin systems are usually constructed to serve a
specific drainage or "watershed" district . These drainage
districts have trunk lines, which are large diameter
pipes that transport large volumes of water from one or
more drainage districts . Property within drainage
districts that would receive benefit from a trunk storm
sewer, would be assessed a unit amount of $400 . 00 per lot
for a single family residential lot. This amount would be
determined and adjusted annually by resolution using the
Engineering News Record (ENR) . Multifamily housing lots
that exceed 1/3 acre would be assessed based on the
number of acres, multiplied by the unit cost of $1, 200 . 00
per acre . Commercial / Industrial property would be
assessed based on the number of acres that are determined
to benefit from the trunk line multiplied by the unit
cost of $1, 200 . 00 per acre to a maximum amount of three
(3) acres or $3 , 600 . 00 . The remaining cost will be paid
for by the Surface Water Utility and/or by an ad valorem
property tax paid by the entire community or by other
funds that may become available to the City for
infrastructure cost recovery. Should a project be
initiated on a particular street that requires storm
sewer laterals which would be connected to the trunk
lines, the Surface Water Utility would fund these
expenses .
I . Special Conditions . Special consideration shall be
given to the "age" of a street or utility system when
determining the proportion of cost to be assessed to
benefitted properties . If it is necessary to reconstruct
or resurface a street or perform major repair/replacement
work on sewer and water utilities, before a reasonable
amount of time (10 to 12 years for resurfacing, 12 to 17
years for partial reconstruction and 17 to 25 years for
total reconstruction) the assessment shall be calculated
on a pro-rated basis . The remaining cost shall be
recovered by means of the general ad valorem property tax
paid by the entire community or by other funds that may
become available to the City for infrastructure cost
recovery.
J. In projects involving new street construction, and
mill and overlays, mailboxes will be grouped on gang
posts in numbers logical to the spacing required. This
practice will insure the proper placement of the
mailboxes, reduce potential roadside hazards, and
generally clean up the edge of the street. The cost of
the new posts and installation will be added to the
project. Residents of overlays and mill and overlays may
request the new posts and installation, which will be
added to the cost of the project.
Section II . Chapter 202 . 09 Subd 3 of the Mounds View Municipal
Code is amended to Read:
Subd. 3 METHODS OF ASSESSMENT
a. The nature of an improvement determines the method
of assessment . The objective is to choose an assessment
method which will arrive at a reasonable, fair and
equitable assessment which will be uniform upon the same
class of property within the assessed area. The most
frequently recognized assessment methods are : the unit
assessment, the front footage assessment and the area
assessment . Depending upon the individual project, any
one or a combination of these methods may be utilized to
arrive at an appropriate cost distribution. City staff
will consider all methods and weigh their applicability
to the project and present a recommendation to the City
Council in the form of a mock assessment roll (or rolls) .
A description of each assessment and its corresponding
policy application is presented. A separate section
(Section III) will identify the appropriate matchup of
method with a specific type of project and analyze why
each is generally used.
The purpose of assessment formulas is to allocate
assessed costs among benefitted properties, the formula
should result in a allocation of assessments which is
reasonably related to the benefit received. Any one
predetermined formula will not be appropriate in all
cases because of circumstances unique to the relationship
between the specific project and the specific properties
benefitted. When considering an assessment method or
formula for any given project, it may be necessary to
combine assessment methods or to modify the methods
described below. Therefore, the following description of
methods of assessments should be regarded as guidelines,
which may not be appropriate in all cases .
b. Unit Assessment . A unit assessment shall be derived
by dividing the total project cost by the number of
Residential Equivalent Density (RED) units in the project
area. A RED unit is defined as a single family
residential unit . All platted and unplatted property will
assigned RED unit values equivalent to the underlying
zoning. When the existing land use is less than the
highest and best permitted use, the Council may consider
the current use as well as the full potential of land use
in determining the appropriate number of RED units .
Otherwise, the following RED chart will apply on a per
unit basis, subject to adjustment by the Council for any
inequities :
Single Family 1 . 00 RED
Duplex 1 . 00 RED
Condominium 0 . 80 RED
Multifamily (3 units or more) 0 . 80 RED
Townhouse 0 . 80 RED
Commercial 2 . 00 Units
Industrial 2 . 00 Units
The unit approach has proven to be the best method in
those instances whereby the improvement largely benefits
everyone to the same degree and the cost of the
improvement is not generally affected by parcel size .
c . Area Assessment . The assessable area shall be
expressed in terms of the number of acres or the number
of square feet subject to assessment . When determining
the assessable area, the following considerations will be
given:
(1) Ponding Assessment Consideration. Lakes, ponds
and swamps may be considered a part of the assessable
area of a parcel .
(2) Road Right-of-Way Assessment Consideration. Up to
20 percent (200) of the gross acreage may be deducted for
street right-of-way purposes within unplatted parcels of
five acres or more depending upon the parcel
configuration and is only applicable to single family
residential use. Parcels of less than five acres may not
qualify and may be assessed full acreage. The reason for
this size restriction is that, in most instances, parcels
of less than five acres cannot support an internal public
road system.
(3) Park Dedication Assessment Consideration. When
park land is dedicated as part of a residential
development, as required by Subdivisions Code - Chapter
1204 . 02 , the developer shall not be assessed an acreage
charge on the portion of land dedicated.
d. Front Footage Assessment . The actual physical
dimensions of a parcel abutting an improvement (ie . ,
street, sewer, water, etc . ) will generally not be
construed as the frontage utilized to calculate the
assessment for a particular parcel . Rather, an "adjusted
front footage" will be determined. The purpose of this
method is to equalize assessment calculations for lots of
similar size . Individual parcels by their very nature
differ considerably in shape and area. The following
procedures will apply when calculating adjusted front
footage. The selection of the appropriate procedures will
be determined by the specific configuration of the
parcel . All measurements will be scaled from available
plat and section maps and will be rounded down to the
nearest IA foot dimension with any excess fraction
deleted.
e . Categorical type descriptions are as follows :
Standard Lots
Rectangular Variation Lots
Triangular Lots
Cul-de-sac Lots
Curved Lots
Irregularly Shaped Lots
Corner Lots
Flag Lots
Double Frontage Lots
The ultimate objective of these procedures is to arrive
at a fair and equitable distribution of cost whereby
consideration is given to lot size and parcels are
comparably assessed.
SECTION III . This ordinance is effective thirty
days after its publication.
Introduced and read by the City Council of the City of Mounds View
on April 28, 1997 .
Read and passed by the City Council of the City of Mounds View
this 12 day of May, 1997 .
ATTEST:
MAYOR
(SEAL)
ADMINISTRATOR
APPROVED AS TO FORM:
CITY ATTORNEY