HomeMy WebLinkAboutAgenda Packets - 2003/04/07
CITY OF MOUNDS VIEW
CITY COUNCIL WORKSESSION AGENDA
Monday, April 7, 2003
7pm
CALL TO ORDER
ROLL CALL: Linke, Stigney, Quick, Marty, Gunn
PUBLIC COMMENT
Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full
name and address for the minutes. Also, please limit your comments to three minutes.
Agenda Items Discussed by Consensus
______ 1. Presentation by MV School District
______ 2. City Administrator Recruitment Issues – Matt Fulton
______ 3. Community Service Officer Opening – Mike Sommer
______ 4. Discuss Golf Course Issues – Burg
______ 5. Skate Park Update - Lee
______ 6. Community Survey – Lee
______ 7. Proposed Revisions to Chapter 405, Parks and Recreation Commission – Lee
______ 8. Municipal State Aid Street System Additions – Lee
______ 9. Speed Reduction Issues / Use of Traffic Signage – Lee
______ 10. Discussion of Capital Improvement Plan – Lee & Hansen
______ 11. Discuss Travel Section of the Purchasing Policy - Ericson
______ 12. Sick Leave Donation Policy - Ericson
______ 13. Discuss Differences between “At Will” and “Just Cause” Employees – Ericson
______ 14. Review Cable Franchise Provisions, Commission Appointment -- Ericson
______ 15. Review Andover Resolution Relating to Preservation of Local Control - Ericson
______ 16. Review Impacts of Resolution 5617 – Ericson
______ 17. Discuss Possibility of Adopting Additional R-3 Zoning Regulations – Ericson
Next Council Worksession: Monday, May 5, 2003
Next City Council Meeting: Monday, April 14, 2003
Item No:3
Meeting Date:April 7, 2003
Type of Business:WK
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: Chief of Police, Mike Sommer
Item Title/Subject: Community Service Officer (CSO)
Date of Report: April 7, 2003
Background:
On January 13, 2003 the Mounds View City Council approved resolution 5928 authorizing
the part time CSO to work full time hours and assume the duties of the Senior Clerk
Typist. This resolution also authorized the Senior Clerk Typist to work out of
classification by assuming the responsibilities of the Police Administrative Assistant. This
arrangement was done to meet the temporary administrative needs of the department
pending the new Chief of Police’s assessment and permanent recommendation. The
CSO position was left vacant.
Discussion:
I have observed the work performance of both the Police Administrative Assistant and the
Senior Clerk Typist since my appointment as Police Chief. I believe they are both
excellent employees, and assets to the department and the city and I feel their temporary
positions should be moved to permanent assignments in each case. At the
recommendation of the City Attorney and the Acting City Administrator, a meeting of the
Police Civil Service Commission was held on March 11, 2003 to discuss the positions of
Community Service Officer, Senior Clerk Typist, and Police Administrative Assistant. The
Police Civil Service Commission unanimously passed a motion to place the employees
currently performing the duties of Administrative Assistant and Senior Clerk Typist into
those positions permanently. This proposal will be placed on resolutions for the April 14th
Council Meeting.
The Police Civil Service Commission also passed a unanimous motion to authorize the
Chief of Police to seek council approval to advertise to fill the vacant Community Service
Officer Position. The position of Community Service Officer was discussed in light of the
budget situation on the March 17 Special City Council Meeting. At this meeting I
discussed a plan to reconfigure the pay scale of the Community Service Officer to a rate
of pay of $10.41 an hour at 3.5 hours per day. (This is consistent with the schedule and
pay scale of many other cities) The restructure of this position would result in personnel
savings of $12,000 in pay and benefits over the former Community Service Officer’s rate
of pay. The job description for the Community Service Office will be revised to reflect the
changes.
The duties formally conducted by the Community Service Officer such as investigating
and responding to animal complaints, running errands, and assisting officers with
transports, traffic control, and lockouts are currently not being performed or are being
done by
Staff Report- CSO
Page 2
sworn Police Officers. Replacing the CSO will free up the sworn officers from the service
functions formerly done by the CSO, and will allow us to return to our former level of
service.
Recommendation:
Staff seeks council approval to proceed with filling the vacant Community Service Officer
as indicated with the revised pay rate and job description. If the council approves the
proposal it will be placed in the form of a resolution on a future council meeting.
Respectfully submitted,
Mike Sommer
Chief of Police
Item No. 04
Type of Business: WS
Meeting Date: April 7,2003
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Mary Burg, Golf Course Manager
Subject: Golf Course Discussion
Background
There are several items for council discussion, clarification and direction is requested.
1. Practice Facility Bucket prices
2. Pro Shop Improvements
3. Group Event Policy Donations to Groups
4. Exchange for Advertising or exposure
Discussion
1. Practice Facility Token Price
2002 2003 2003 Adjustment
Small $4 $4 $5
Large $7 $8 $7
Jumbo $10 $11 $10
The law of supply and demand affect the number of purchases of the tokens as the price
rises. As the price goes up the demand falls off. As the price goes down sales go up. The
value of the tokens increases by the rate of 3/$10. This will boost the multiple token
purchases.
The rate of 3/$11 has reduced the multiply token purchases. The perception of diminished
value has caused patrons to buy only one or two tokens. This is because they do not
want to open their wallet for $11.
The small bucket could be increased to $5. That amount would encourage multiple
purchasing, thus increasing total sales of tokens.
Range Price Comparison
The Bridges $4/35 ball $8/70 $11/105
Brighton Crossroads $5/35 $6/70 $7/90
U of M $4/35 $7/70 $12/150
Island Lake $4/30 $5/50 $6/70
Columbia $1.75/20 $3.50/40 $7/80
Great Northern $3/30 $5/64
Shadow Ridge Not Open Yet
2. Essential verses Non-essential Spending
The clubhouse has maintenance needs that will be required. These may be needed, but
clarification as to what is being considered essential or non-essential is requested. One
such item is the “Food Court” area, which is located out of view. Because of where it is
located, we lose out on “impulse food purchases.” It could be moved into the pro-shop
area, which will increase sales and allow clubhouse attendant to monitor food services.
The Pro Shop carpeting is worn and quite dirty and tattered. It will require replacement.
The appearance in the pro-shop does not encourage the patrons to stay and enjoy a
beverage or a snack.
The new Mounds View business owner John Kopas, of Abbey Carpets has offered to
supply new carpeting to the city for his cost. This is a good will gesture to the City of
Mounds View. The clubhouse could get a face-lift at the time of the replacement of the
carpeting.
Cost:
• Carpet 86 yards $17.00 per yard (approximate)
• Labor $602
• Freight donated by Abbey Carpet
The generous offer by Abbey Carpet makes it very appealing to go forward with the
maintenance replacement of the carpet. The changes to the food court would be
performed by golf course maintenance staff and would require a negligible expenditure.
Please advise staff as to the Council’s wish to necessitate such purchases.
Visual Aids will be exhibited at work session.
3. Golf Course Outing Event Policy and Contract
Draft attached as Exhibit A
4. Exchange for Advertising
The promotional resources for The Bridges have been allocated for this season. There
have been opportunities that have become available to promote the golf course through
the use of passes or range tokens with trade.
For Example: The Minnesota Thunder Pro Soccer Team, and Little Lakes Little League
have requested that we sponsor their program schedules by the donation of rounds or
bucket tokens. They will use our exchange for promotions. The Bridges would be given
space for advertisement equal to or greater in value than the certificates. The golf course
would receive exposure through the printed program schedule and additionally by the use
of the passes through bringing new patrons to the course.
The Thunder passes out 100,000 programs a year. The value of the ad is $350. That is
the value of 21 greens fees in exchange or less than ½ cent per copy. The exchanged
greens fees could be restricted to times of our choosing.
Gift certificates or discount coupons are used only 50% of the time according to major
retailers.
Recommendation
Staff request that the Council give directives regarding these items.
Respectfully Submitted,
Mary Burg, Golf Course Manager
Exhibit A
The Bridges Golf Course Policy Draft
• Groups of 16 or more are needed to host a tournament.
• A major credit card is needed to hold the reservation under the terms of this contract.
• Shotgun events must have a minimum of 52 players and no more than 60 players.
• No shotgun events will be allowed on weekends from Memorial Day to Labor Day
• Regular rates apply for green fees, golf carts and beverages unless discounted per
City Council approval. No coupons may used.
• Power carts cannot be reserved unless a special consideration for handicap or
disability.
• Cancellations, delays or rescheduling will be made at the discretion of the Golf Course
Manager based on course availability. Refunds/rain checks will be provided when
appropriate. If a decision to cancel is made by the tournament coordinator, he/she will
be held responsible for the full cost of the tournament.
• The Golf Course Manager has the right to refuse admittance to, or use of The Bridges
for the following reasons: drunkenness, violation or disregard of policies, abusive
language, vandalism or any behavior that is detrimental to the facility, employees, or
customers. No refunds.
• The tournament coordinator will assume full responsibility for any and all damage and
unlawful acts committed on the premises by the tournament participants.
• Coolers, thermos bottles and any carry on beverages are NOT allowed on the golf
course property. All beverages must be purchased from The Bridges Golf Course.
• Slow play will not be tolerated.
• Prior arrangements must be made for use of the picnic area and grills. You must sign
a waiver in order to use the grills.
• Food may be brought in and used in the picnic area with a catered or food tent station
set up.
• If security is deemed necessary, the group at a rate of $25 an hour will hire an off duty
City of Mounds View Police Officer.
• The Golf Course Manager must approve separate contests, hole in one prizes or
raffles.
• The City Council and a Vender License allow no sales of merchandise or other items
on The Bridges Golf Course property without prior approval.
• Donations of gift certificates or prizes may be issued to the outing coordinator at the
discretion of the Golf Course Manager.
THE BRIDGES GOLF COURSE GOLF
OUTING CONTRACT
NUMBER OF GOLFERS:_________________________________________
NAME OF EVENT:______________________________________________
DATE OF EVENT:______________________________________________
TYPE OF EVENT(STARTING TIME)____________(SHOTGUN)________
NUMBER OF HOLES: (9)_______________(18)______________________
PLEASE SIGN AND RETURN BY:_________________________________
I HAVE READ AND AGREE TO THE FOREGOING TERMS AND CONDITIONS N
AND I ASSUME RESPOSIBILITY TO INFORM PARTICIPATANTS OF ALL POLICIES.
(X) ______________________________________________________________
(TOURNAMENT CHAIRPERSON)
(X) ______________________________________________________________
(NAME OF ORGANIZATION)
(X)_______________________________________________________________
(VISA, MASTERCARD OR DISCOVER CREDIT CARD NUMBER)
ADDRESS:________________________________________________________
CITY/ ZIPCODE:___________________________________________________
PHONE: (HOME)________________________(WORK)____________________
HOLE MARKERS ARE AVAILABLE FOR ALL TOURNAMENTS.
(PLEASE SELECT HOLES, SO WE CAN HAVE THEM AVAILABLE
UPON YOUR ARRIVAL)
CLOSEST TO THE HOLE(1ST SHOT) 3, 4, 6, 9
LONG DRIVE (MEN) 2, 8
LONG DRIVE (WOMEN) 2, 8
SHORTEST DRIVE 2, 5, 8
LONGEST PUTT 3, 4, 6
CLOSEST TO THE LINE 2, 5, 8
GRILL AND PATIO USE AFTER GOLF YES NO
MEALS FOR GOLF OUTING ARE AVAILABLE UPON REQUEST!
THANK –YOU FOR CHOOSING THE BRIDGES GOLF COURSE FOR YOUR
GOLF OUTING.
Item No. 7
Type of Business: WK
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: Greg Lee, Director of Public Works
Item Title/Subject: City Code: Chapter 405 Parks and Recreation
Commission – Proposed Revisions
Meeting Date: April 7, 2003
Background:
Chapter 405 of the City Code pertains to operational aspects of the Park and
Recreation Commission.
Discussion:
The Parks and Recreation Commission have reviewed this Chapter and have
recommended some minor changes. Items recommended to be added to the
Chapter are underlined, and items recommended to be deleted have a line struck
through them.
Recommendation:
Staff is looking for direction from the City Council pertaining to this matter.
Specifically, Staff is looking for direction regarding whether the City Council
wants to approve the recommended changes by starting the City Code revision
process at the next regularly scheduled Council meeting.
Respectfully Submitted,
Greg Lee, Director of Public Works
405.01 405.02 (Rev. 2/99)
CHAPTER 405
PARKS AND RECREATION AND FORESTRY COMMISSION1
SECTION:
405.01: Commission Established; Purpose
405.02: Membership; Oath; Compensation
405.03: Terms and Vacancies
405.04: Conflicts of Interest
405.05: Removal from Office
405.06: Organization and Meetings
405.07: Powers and Duties
405.08: Budget and Finances
405.09: Rules and Regulations
405.01: COMMISSION ESTABLISHED; PURPOSE: There is hereby
established a Parks and Recreation and Forestry Commission for the purpose of
advising the Council on the operation of public recreation, parks and playgrounds,
pursuant to the authority of this Chapter. The Park and Recreation and Forestry
Commission is referred to herein as "the Commission". (1988 Code §34.01)
405.02: MEMBERSHIP; OATH; COMPENSATION:
Subd. 1. Appointment of Members: The Commission shall consist of seven (7)
nine (9) members appointed by the Mayor with the approval of the majority
of the Council. Residents of Mounds View interested in serving on the
Commission shall fill out an application. The Mayor, with approval of the City
Council, shall appoint a chairperson at the first regular meeting of the
Council in January. (1988 Code §34.02; Ord. 627, 2-8-99)
Subd. 2. Oath of Office: Every appointed member shall, before entering upon the
discharge of their duties, take an oath that they will faithfully discharge the
duties of their office. (1988 Code §34.03)
Subd. 3. Compensation: Members of the Commission shall serve without
compensation. (1988 Code §34.04)
1 See Chapter 905 of this Code for parks, playgrounds and recreation.
405.03 405.06 (Rev. 1/00)
405.03: TERMS AND VACANCIES:
Subd. 1. Terms: Members of the Commission shall serve three (3) year staggered
terms, with terms expiring December 31 of each year. In order to establish
appropriate staggering of terms for the commission members, appointments
to a term of less than three (3) years are permissible. Both original and
successive appointees shall hold their offices until their successors are
appointed and qualified. (Ord. 456, 2-27-89; Ord. 646, 1-10-00)
Subd. 2. Vacancies: Vacancies during the term shall be filled by the Mayor with
the approval of the majority of the Council for the unexpired portion of the
term. (1988 Code §34.03)
405.04: CONFLICTS OF INTEREST: No member shall be personally
interested in any contracts in which the Commission may enter. (1988 Code
§34.03)
405.05: REMOVAL FROM OFFICE:
Subd. 1. Removal for Just Cause: An appointed member of the Commission may
be removed from office for just cause and on written charges by at least
four-fifths (4/5) of the entire City Council. Such member may be entitled to a
public hearing before such vote is taken.
Subd. 2. Removal for Nonattendance: In addition, an appointed member may be
removed by the City Council for nonattendance at Parks and Recreation
Commission meetings if a Commission member does not attend (9) nine
regularly scheduled meetings per year.
Subd. 3. Vacancies Filled: It shall be the duty of the Chairman of the Commission
to notify the City Council promptly of any vacancies occurring in
membership. The Mayor, with approval of the City Council, shall fill such
vacancies, for the unexpired term of the original appointment. (1988 Code
§34.05)
405.06: ORGANIZATION AND MEETINGS:
Subd. 1. Officers: The Commission shall select a Vice Chairman and Secretary.
The Vice Chairman shall be selected from its membership who shall serve
for terms of one (1) year. The Secretary may be selected from a member of
the Commission or City Staff.
Subd. 2. Attorney and Engineer: The Municipal Attorney shall act as attorney for
the Commission and the Director of Public Works/City Engineer shall act as
its engineer.
405.06 405.07
Subd. 3. Rules of Procedure: At its first meeting, the Commission shall adopt
rules of procedure and elect the two (2) officers. It shall amend the rules,
from time to time, as is necessary. (1988 Code §34.06)
Subd 4. Meetings: The Commission shall establish regular meeting dates, but
special meetings may be called by any officer of the Commission upon
seven (7) three (3) days' notice to all members. The Commission shall hold
meet at least twelve (12) regular meetings times in each calendar year.
Subd. 5. Quorum: A majority of the appointed members shall constitute a quorum.
(1988 Code §34.07)
405.07: POWERS AND DUTIES: In order to carry on the recreation
provided herein, the Commission shall:
Subd. 1. Operation of City Parks and Playgrounds: Under the direction of the City
Council, advise City staff to operate a program of public recreation and
playgrounds upon property which is owned or otherwise made available to
the Municipality for such public recreation purpose.
Subd. 2. Lease and Acquisition of Property:
a. Recommend to the Council the leasing or acquisition of real or personal
property for public recreational use as it deems desirable but shall not have
the authority to acquire land or construct buildings in its own name. Any
equipment or recreational facilities shall belong to the Municipality.
b. Advise the Council of leasing real or personal property or both for public
recreation use for periods of not longer than one (1) year.
Subd. 3. Maintenance and Care of Public Recreation Property: Maintain and care
for all property which it has acquired or and which has been assigned to it
for public recreation purposes.
Subd. 4. Inventories of Services: Make periodic inventories of recreation and park
services which exist or may be needed and to interpret the needs of the
public to the Council.
Subd. 5. Cooperation with Other Agencies: Cooperate with other park and
recreation departments, schools and private agencies for establishment of a
joint powers agreement to provide parks and recreation services to the City
residents.
Subd. 6. Policies and Functions of Department: Interpret the policies and functions
of the Park and Recreation Department to the public.
405.07 405.09
Subd. 7. Capital Improvement Plans and Budgets: Advise the Council and
administrator in the preparation of the annual budget and long range capital
improvement programs.
Subd. 8. Rules and Regulations: Formulate and prescribe reasonable rules and
regulations for the use of the general public of any facilities in any park area.
Subd. 9. Construction of Improvements: Advise the Council on maintaining and
constructing roadways, paths, buildings, fountains, docks, boat houses, bath
houses, refreshment booths, amusement halls Community Center, pavilions
and other necessary structures and improvements in parks. The
Commission may advise the Council on making contracts and leases for the
construction and operation of these facilities for terms not exceeding ten (10)
years. Every such contract and lease shall provide that the structure shall
be operated for the public use and convenience, and that the charges shall
be reasonable, and it shall reserve to the Commission power to prescribe
reasonable rules and regulations, from time to time, for the conduct of the
privilege.
Subd. 10. Communication: Communicate regularly with the City Council and
Planning and Zoning Commission through joint meetings and meeting
minutes.
Subd. 11. Athletic Awareness: Be aware of the role and services provided by
athletic organizations within the community.
Subd. 12. Sanitation and Reforestation Programs: Advise the City Council
regarding sanitation and reforestation programs within the City.
Subd. 13. Other Duties: Do whatever other acts are reasonable, necessary and
proper to carry out its prescribed powers and functions as set forth herein.
(1988 Code §34.09)
405.08: BUDGET AND FINANCES:
Subd. 1. Annual Presentation of Proposed Budget: The Commission, through the
City Parks and Recreation Division epartment staff, should present, no later
than August 1 of each year, a proposed budget, in such details as the
Council shall require, of the financial needs for the ensuing fiscal year to
operate and maintain the parks and open spaces, as well as providing
recreation programs.
Subd. 2. Fees and Charges: The Commission shall advise the Council to
establish charges or fees for the restricted use of any facilities or to make
any phase of the recreation program wholly or partially self-sustaining. (1988
Code §34.08)
405.09: RULES AND REGULATIONS: The Council may establish such
rules and regulations for the administration of this Chapter as it may deem
necessary and may delegate such rule-making authority to the Commission, and
the Commission shall have power to make such rules and regulations pursuant to
delegated authority as it deems necessary for the purpose of performing its duties
as herein set forth. (1988 Code §34.10)
Item No. 9
Type of Business: WK
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: Greg Lee, Director of Public Works
Item Title/Subject: Speed Reduction Issues / Use of Traffic Signage
Meeting Date: April 7, 2003
Background:
Periodically the City receives requests from residents and other sources to
address issues associated with vehicular movement. The main complaint
generally is associated with excess vehicle speeds or the perception thereof.
In most cases, the general public, having experienced a real or perceived issue
with vehicular movement, erroneously draws a conclusion that the problem can
be solved by traffic control or informational signage.
When informed of a particular traffic movement situation, Staff investigates the
details of the complaint and then devises a solution, if one is feasible.
In some cases, additional signage is warranted to address the problem: however,
in most cases it is not. The incorrect use of traffic control or informational signage
often creates more problems and is ineffective in addressing the original issue.
Incorrect use of traffic signage also costs taxpayers for the installation and
maintenance and may also clutter the boulevards with unnecessary visual stimuli
distractions.
Despite the fact that additional signage may not be the solution to many traffic
movement problems and despite that their misuse causes wasted tax monies
and visual degradation of City spaces, why, then, are they continually misused?
Many government entities fail to provide adequate public education because it is
much easier to put up a sign if someone requests it – knowing full well that
numerous studies may have deemed it ineffective and perhaps wasteful.
Staff believes that we should be working for real and effective solutions to
address traffic movement issues. For this reason, Staff would like to discuss
several common requests for additional signage and develop a City policy to
handle them in a manner that truly addresses the problem and not just pacifies
the party filing a complaint.
Discussion:
The City receives several complaints annually with regard to the speeds at which
vehicles travel. This is, without question, the number one traffic movement-
related complaint the City receives. With most of these complaints, the person
making the complaint has, in many cases, already determined what the solution
should be. For all such cases, Public Works Staff works with the Police
Department and investigates the complaint. Based on the findings, Staff takes
appropriate action to address the issue. Numerous tools can be used to address
speed complaints: requesting a speed study, changing signage, changing road
geometrics, and increasing enforcement. In many cases, after a thorough speed
investigation, it is determined that there is not a real speed problem, only a
perception that vehicles are traveling too fast.
Staff wishes to develop policies for addressing speed issues and responding to
various items of concern. The following are commonly requested traffic signage
changes to address speed issues and Staff’s recommendation on their use. Staff
is looking for direction form Council as to their position on Staff’s
recommendation.
Speed Limit Signage – The speed limit on ALL City streets is established by the
Department of Transportation. If the City receives a request to change the speed
limit on a particular road, or if the Public Works Director suspects that conditions
such as geometrics and traffic volume have changed on a particular roadway
segment to such a degree as to affect the safe operational speed, the City will
make a formal request to have the Department of Transportation perform a
speed study of that particular roadway segment. This must be done by Council
resolution. Due to the Department of Transportation’s workload and ability to
actually perform the study, requests for speed studies should be reserved for
street segments where a real problem exists. It also should be noted that a
speed study will result in a speed being assigned to a particular roadway
segment that allows for the safe and efficient movement of vehicles. Many cities
make the mistake of assuming that the Department of Transportation will lower
the speed limits as a result of the study. In some cases, the speed limit is raised.
At this time, Staff is recommending that the Department of Transportation
perform a speed study on the segment of Edgewood Drive between County
Road H2 and County Road 10 (in front of the Wynnsong Cinema). This street
Segment currently, by default of being a city roadway, has a designated speed
limit of 30 miles per hour (30MPH). Staff has also been working with the Mounds
View School district to designate this area a “School Zone” and thus sign it
accordingly.
Staff is looking for direction from the City Council on requesting a speed study for
this segment of Edgewood Drive and asks if there are other roadway segments
for which the Council would like to request a speed study. If so, Staff will bring
this back to the City Council for approval at the April 14th meeting.
Stop Sign Installation – Stop signs are perhaps the most requested remedy when
a person encounters a real or perceived speed issue. Stop signs are also the
most misunderstood and misused street signage. Stop signs must never be used
as an attempt to reduce vehicle speeds. They are intended to and must be used
only to assign right-of-way. There are criteria set by the State of Minnesota that
an intersection must meet to qualify for a stop sign. Staff investigates all
intersections in question and determines if a stop sign is warranted, based on
current conditions. If the intersection meets those warrants, Staff then seeks
Council approval to install the stop sign(s).
Attached is a draft stop sign installation policy.
Watch for Children Signage – This is another sign that has been misused. There
exists a perception that erecting a “Watch for Children” sign on a particular street
segment will slow the rate of speed at which vehicles travel. For this reason, the
City receives requests for this particular sign. According to the “Minnesota
Manual on Uniform Traffic Control”, this sign is to be used on rural high speed
roadways and are intended to alert drivers of unsuspected entries of children
onto the roadway. They are not intended to be used on residential roadways. To
purchase and install such a sign costs approximately $300. The City would then
need to maintain it and replace it every 7 to 10 years. Also, since there is no
justification for this sign along residential streets, the City may be setting an
unwanted precedent that compels the City to erect a sign upon every request,
thus resulting in a large financial commitment. Staff recommends that these
signs be used only in accordance with the “Minnesota Manual on Uniform Traffic
Control”.
Vehicle Noise Laws Enforced Signage – Although not necessarily a speed issue,
the City receives several vehicle noise complaints per year. In many cases, the
person filing the complaint requests that a sign be erected. Staff recommends a
policy be adopted whereby the City installs this or similar law enforcement
informational signs at locations recommended by the Police Chief and approved
by City Council.
Recommendation:
Staff is looking for direction from the City Council pertaining to this matter.
Specifically, Staff is looking for direction regarding Staff’s recommended traffic
signage policies.
Respectfully Submitted,
Greg Lee, Director of Public Works
Public Works DRAFT
COUNCIL POLICY XX-XXXX
STOP SIGN PLACEMENT PROCEDURES
Policy for Placement of Stop Signs
Purpose:
To provide for the safety of the public in the City of Mounds View and provide for
the efficient free flow of traffic by establishing a uniform policy for stop sign
placement.
Policy:
It is the policy of the City of Mounds View to review the streets in all new
development proposals and existing intersections as requested to determine the
need for stop signs at these intersections. Further, it is the policy of the City of
Mounds View to handle citizen requests for stop signs by conducting an objective
study of the intersection. The placement of stop signs will not be used as a
method to control vehicular speed.
PROCEDURES
A committee consisting of the Police Chief, Public Works Director, City Planner,
or their representative, will review all proposals that contain streets and
roadways.
NEW DEVELOPMENTS/STREETS
A. Two Way Stop Signs
Generally:
• Local residential streets will be stopped at intersections with
streets having the following classifications:
1. Collector
2. Minor Arterial
3. Intermediate Arterial
• Collector streets will be stopped at intersections with streets
having the following characteristics:
1. Minor Arterial
2. Intermediate Arterial
• Minor Arterial streets will be stopped at intersections with
streets having the following characteristics:
1. Intermediate Arterial
• Where local residential streets intersect with each other
there will normally be no recommendation for stop signs
unless there are unusual characteristics such as:
1. Streets adjacent to schools or other facilities that may
generate volumes of pedestrian or vehicular traffic
significantly exceeding that which would be present
without the facility.
2. Unusual road characteristics such as limited sight
distance or skewed intersections.
3. Other factors affecting the public safety and free flow of
traffic.
B. Four Way Stop Signs
The Manual on Uniform Traffic Control Devices guidelines will be
used for evaluating the installation of four way stop signs. The
manual states: “Any of the following conditions may warrant a multi-
way STOP sign installation:”
• Where traffic signals are warranted and urgently needed, the
multi-way stop is an interim measure hat can be installed
quickly to control traffic while arrangements are being made
for the signal installation.
• An accident problem as indicated by five or more reported
accidents of a type susceptible to correction by a multi-way
stop installation in a 12 month period.
• Minimum traffic volumes:
1. The total vehicular volume entering the intersection from
all approaches must average at least 500 vehicles per
hour for any 8 hours of an average day, and
2. The combined vehicular and pedestrian volume from the
minor street or highway must average at least 200 units
per hour for the same 8 hours, with an average delay to
minor street vehicular traffic of at least 30 second per
vehicle during the maximum hour, but
3. When the 85th Percentile approach speed of the major
street traffic exceeds 40 miles per hour, the minimum
vehicular volume warrant is 70 percent of the above
requirements.
Other factors may be considered.
Upon completion of the review, a recommendation will be forwarded to the City
Council.
EXISTING DEVELOPMENTS / STREETS
It is the general policy of the City of Mounds View not to use stop
signs as a means to slow traffic. Unless the criteria listed below are
met, stop signs will not be installed in existing neighborhoods.
Whenever the city receives a request for a stop sign on an existing
street, the request will be forwarded to the Public Works Director.
The Police Chief and Public Works Director, or their representative,
will jointly review each request for stop signs. The following factors
will be considered:
• Accidents:
If there are three (3) or more accidents which are susceptible
to correction by stop signs that have occurred in a two year
period, a detailed study will be undertaken; or
• Pedestrians:
If a significant number of pedestrians cross the roadway on a
routine basis throughout the day, a detailed study will be
undertaken.
When the above criteria are met, a traffic study will be completed
including:
• Traffic counts
• Speed surveys
• Pedestrian counts
• Sight distance problems
• Road characteristics
• Requests for four way stop signs will be dealt with as set
forth in section I. B.
Upon completion of the study, a report will be made to the City Administrator
outlining the study and recommendations.
Adopted by Resolution No. XXXX
Effective Date: DATE HERE, 2003
DRAFT: 2003 - 2010 CAPITAL IMPROVEMENT PROGRAM
4/2/2003
Project Cost
Year Project Description 2002 Dollars Utility Franchise Bonds Sp Proj Park Ded MSAS Assess.
2003
2003 2003 Street Improvement Project Streets South of County Road 10 and North of County Road H2 2,100,000$ 190,000$ ########260,000$
2003 Playground Equipment Maintenance Annual program to maintain city playground equipment 25,000$ 25,000$
2003 Pathway Construction Program Construct pathways: Co. Rd H from Edgewood to the West, 2 locations along Co. Rd. 10 320,000$ 320,000$
2003 City Hall Rehabilitation roof repair, walls, security , HVAC service, paint, record room, update bathrooms….280,000$ 280,000$
2003 Water System Repair Program Annual program to maintain the city's water system (coordinated with street projects)30,000$ 30,000$
2003 Sanitary Sewer System Repair Program Annual program to maintain the city's sewer system (coordinated with street projects)10,000$ 10,000$
2003 Total 2,765,000$ 40,000$ 190,000$ ########625,000$ -$ -$ 260,000$
2004
2004 Roadway Major Maintenance Location to be determined 1,500,000$ 190,000$ 468,000$ 582,000$ 260,000$
2004 Groveland Park Building (Design Phase)Replace building structure: Develop Architectural Design, Plan and Specifications 20,000$ 20,000$
2004 Pathway - Hillview to Greenfield Construct a pathway to connect these parks 50,000$ 50,000$
2004 Pathway Rehabilitation Program Annual program to maintain city pathways 20,000$ 20,000$
2004 Playground Equipment Maintenance Annual program to maintain city playground equipment 25,000$ 25,000$
2004 Pathway Construction Program Construct pathways as shown on the City Comprehensive Plan (year 2 of 10)104,000$ 104,000$
2004 Street Light Replacement Program Replace approx. 5 street lights per year @ $3,500 per light for 10 years (until year 2013)17,500$ 17,500$
2004 Skate Park Construct skate park 55,000$ 55,000$
2004 Storm Water Project - Subwatershed AA-6 Feasibility Report - wetland management - Arden Ave. and TH10 15,000$ 15,000$
2004 Storm Water Project - Subwatershed GF-4 Feasibility Report - wetland mngt - Greenfield Ave and Hillview Rd 15,000$ 15,000$
2004 Storm Water Project - Subwatershed EW-4 Feasibility study and construction of sedimentation pond -Silverview Pond 33,000$ 33,000$
2004 Storm Water Project - Subwatershed SC-4 Feasibility report on a sediment pond located south of Woodland Drive 15,000$ 15,000$
2004 Wetland Inspection Program - semi-annual Inspections of eachCity wetland twice a year. Results tabulated, punchlist created for PW 5,000$ 5,000$
2004 Computer system replacement Financial, Payroll, Utility Billing, & Fixed Asset Software 71,000$ 20,000$ 51,000$
2004 Well Rehabilitation Project Inspect and rehabilitate Well No. 3 and Well No. 5 60,000$ 60,000$
2004 Water System Repair Program Annual program to maintain the city's water system (coordinated with street projects)30,000$ 30,000$
2004 Sanitary Sewer System Repair Program Annual program to maintain the city's sewer system (coordinated with street projects)10,000$ 10,000$
2004 Total 1,945,500$ 203,000$ 190,000$ 468,000$ 267,500$ 75,000$ 582,000$ 260,000$
Funding Source
Project Cost
Year Project Description 2002 Dollars Utility Franchise Bonds Sp Proj Park Ded MSAS Assess.
Funding Source
2005
2005 Roadway Major Maintenance Location to be determined 1,500,000$ 190,000$ 759,000$ 291,000$ 260,000$
2005 Well Number 1 Building repairs - brick, block , walls 75,000$ 75,000$
2005 Pathway Rehabilitation Program Annual program to maintain city pathways 20,000$ 20,000$
2005 Playground Equipment Maintenance Annual program to maintain city playground equipment 25,000$ 25,000$
2005 Groveland Park Building (Construction Phase)Replace building structure: Contract for Construction 180,000$ 180,000$
2005 Irrigation System at City Hall South side, East and West ends 12,000$ 12,000$
2005 Pathway Construction Program Construct pathways as shown on the City Comprehensive Plan (year 3 of 10)104,000$ 104,000$
2005 Street Light Replacement Program Replace approx. 5 street lights per year @ $3,500 per light for 10 years (until year 2013)17,500$ 17,500$
2005 Storm Water Project - Subwatershed AA-1 Remove sediment from north wetland in Arden Park 7,000$ 7,000$
2005 Storm Water Project - Subwatershed AA-3 New outlet pipe from wetland on the west side of Groveland Park 3,500$ 3,500$
2005 Storm Water Project - Subwatershed SC-4 Construction of a sediment pond south of Woodlake Dr b/w Pleasantview&Knollwood 40,600$ 40,600$
2005 Storm Water Project - Subwatershed GF-4 Construct sedimentation basin at inlet pipe from Edgewood Dr.95,200$ 95,200$
2005 Wetland Inspection Program - semi-annual Inspections of eachCity wetland twice a year. Results tabulated, punchlist created for PW 5,000$ 5,000$
2005 Water System Repair Program Annual program to maintain the city's water system (coordinated with street projects)30,000$ 30,000$
2005 Sanitary Sewer System Repair Program Annual program to maintain the city's sewer system (coordinated with street projects)10,000$ 10,000$
2005 Total 1,944,000$ 266,300$ 190,000$ 759,000$ 178,500$ 180,000$ 291,000$ 260,000$
2006
2006 Roadway Major Maintenance Location to be determined 1,500,000$ 190,000$ 759,000$ 291,000$ 260,000$
2006 Well Number 2 Convert existing power source 100,000$ 100,000$
2006 Public Works Shop Addition Indoor storage for trucks and equipment 273,000$ 273,000$
2006 Random Park Building (Design Phase)Replace building structure: Develop Architectural Design, Plan and Specifications 25,000$ 25,000$
2006 Skate Park Expansion Expand skate park - assumes initial construction 20,000$ 20,000$
2006 Pathway Rehabilitation Program Annual program to maintain city pathways 20,000$ 20,000$
2006 Playground Equipment Maintenance Annual program to maintain city playground equipment 25,000$ 25,000$
2006 Edgewood Drive Boulevard Project Place colored concrete or cobbles between curb and pathway 28,000$ 28,000$
2006 Pathway Construction Program Construct pathways as shown on the City Comprehensive Plan (year 4 of 10)104,000$ 104,000$
2006 Street Light Replacement Program Replace approx. 5 street lights per year @ $3,500 per light for 10 years (until year 2013)17,500$ 17,500$
2006 Storm Water Project - Subwatershed AA-2 Sherwood Road Trunk Storm Sewer 280,000$ 280,000$
2006 Storm Water Project - Subwatershed EW-8 Construct water quality wetland at long Lake Road and Ridge Lane 151,200$ 151,200$
2006 Wetland Inspection Program - semi-annual Inspections of eachCity wetland twice a year. Results tabulated, punchlist created for PW 5,000$ 5,000$
2006 Imaging System Imaging system to electronically record and store all City documents 12,000$ 12,000$
2006 Well Rehabilitation Project Inspect and rehabilitate Well No. 6 30,000$ 30,000$
2006 Water System Repair Program Annual program to maintain the city's water system (coordinated with street projects)30,000$ 30,000$
2006 Sanitary Sewer System Repair Program Annual program to maintain the city's sewer system (coordinated with street projects)10,000$ 10,000$
2006 Total 2,560,700$ 606,200$ 190,000$ 759,000$ 504,500$ 20,000$ 291,000$ 260,000$
Project Cost
Year Project Description 2002 Dollars Utility Franchise Bonds Sp Proj Park Ded MSAS Assess.
Funding Source
2007
2007 Roadway Major Maintenance Location to be determined 1,500,000$ 190,000$ 759,000$ 291,000$ 260,000$
2007 Public Works Shop Rehabilitation Roof repair, windows, doors,parking lot,fence…325,000$ 325,000$
2007 Community Center Parking Lot redesign, address drainage problem 30,000$ 30,000$
2007 Lambert Park Building Replace building structure 210,000$ 210,000$
2007 Random Park Building (Construction Phase)Replace building structure: Contract for Construction 200,000$ 100,000$ 100,000$
2007 Pathway Rehabilitation Program Annual program to maintain city pathways 20,000$ 20,000$
2007 Playground Equipment Maintenance Annual program to maintain city playground equipment 25,000$ 25,000$
2007 Pathway Construction Program Construct pathways as shown on the City Comprehensive Plan (year 5 of 10)104,000$ 104,000$
2007 Street Light Replacement Program Replace approx. 5 street lights per year @ $3,500 per light for 10 years (until year 2013)17,500$ 17,500$
2007 Storm Water Project - Subwatershed AA-5 Arden Avenue Trunk Storm Sewer 511,000$ 511,000$
2007 Storm Water Project - Subwatershed GF-5 Replace existing CMP culvert east of Lois and Knoll with RCP 9,800$ 9,800$
2007 Wetland Inspection Program - semi-annual Inspections of eachCity wetland twice a year. Results tabulated, punchlist created for PW 5,000$ 5,000$
2007 Water System Repair Program Annual program to maintain the city's water system (coordinated with street projects)30,000$ 30,000$
2007 Sanitary Sewer System Repair Program Annual program to maintain the city's sewer system (coordinated with street projects)10,000$ 10,000$
2007 Total 2,952,300$ 565,800$ 190,000$ 759,000$ 831,500$ 100,000$ 291,000$ 260,000$
2008
2008 Roadway Major Maintenance Location to be determined 1,500,000$ 190,000$ 759,000$ 291,000$ 260,000$
2008 Pathway Rehabilitation Program Annual program to maintain city pathways 20,000$ 2,000$
2008 Playground Equipment Maintenance Annual program to maintain city playground equipment 25,000$ 25,000$
2008 Pathway Construction Program Construct pathways as shown on the City Comprehensive Plan (year 6 of 10)104,000$ 104,000$
2008 Random Park Reconstruct parking lot 30,000$ 30,000$
2008 Street Light Replacement Program Replace approx. 5 street lights per year @ $3,500 per light for 10 years (until year 2013)17,500$ 17,500$
2008 Storm Water Project - Subwatershed AA-4 Replace existing outlet located north of Red Oak Court 2,800$ 2,800$
2008 Storm Water Project - Subwatershed GF-3 Outlet modification at wetland to reduce flow to Judicial Ditch #1 2,800$ 2,800$
2008 Storm Water Project - Subwatershed EW-6 Construct new outlet under County Road 10 100,000$ 100,000$
2008 Wetland Inspection Program - semi-annual Inspections of eachCity wetland twice a year. Results tabulated, punchlist created for PW 5,000$ 5,000$
2008 Water System Repair Program Annual program to maintain the city's water system (coordinated with street projects)30,000$ 30,000$
2008 Sanitary Sewer System Repair Program Annual program to maintain the city's sewer system (coordinated with street projects)10,000$ 10,000$
2008 Total 1,702,100$ 150,600$ 190,000$ 759,000$ 178,500$ -$ 291,000$ 260,000$
Project Cost
Year Project Description 2002 Dollars Utility Franchise Bonds Sp Proj Park Ded MSAS Assess.
Funding Source
2009
2009 Roadway Major Maintenance Location to be determined 1,500,000$ 190,000$ 759,000$ 291,000$ 260,000$
2009 Pathway Rehabilitation Program Annual program to maintain city pathways 20,000$ 20,000$
2009 Playground Equipment Maintenance Annual program to maintain city playground equipment 25,000$ 25,000$
2009 Pathway Construction Program Construct pathways as shown on the City Comprehensive Plan (year 7 of 10)104,000$ 104,000$
2009 Street Light Replacement Program Replace approx. 5 street lights per year @ $3,500 per light for 10 years (until year 2013)17,500$ 17,500$
2006 Storm Water Project - Subwatershed GF-4 Improve outlet under Hillview Rd. to eliminate grouted riprap 2,800$ 2,800$
2009 Storm Water Project - Subwatershed GF-5 Ditch improvement from GF-3 outlet culvert under TH10 to Judicial Ditch#1 7,000$ 7,000$
2009 Storm Water Project - Subwatershed GF-6 Ditch improvement on reach draining into Judicial Ditch #1 21,000$ 21,000$
2009 Storm Water Project - Subwatershed EW-4 Sediment removal at west leg of Silverview Pond 7,000$ 7,000$
2009 Wetland Inspection Program - semi-annual Inspections of eachCity wetland twice a year. Results tabulated, punchlist created for PW 5,000$ 5,000$
2009 Well Rehabilitation Project Inspect and rehabilitate Well No. 1 and Well No. 2 60,000$ 60,000$
2009 Water System Repair Program Annual program to maintain the city's water system (coordinated with street projects)30,000$ 30,000$
2009 Sanitary Sewer System Repair Program Annual program to maintain the city's sewer system (coordinated with street projects)10,000$ 10,000$
2009 Total 1,704,300$ 142,800$ 190,000$ 759,000$ 166,500$ -$ 291,000$ 260,000$
2010
2010 Roadway Major Maintenance Location to be determined 1,500,000$ 190,000$ 759,000$ 291,000$ 260,000$
2010 Pathway Rehabilitation Program Annual program to maintain city pathways 20,000$ 20,000$
2010 Playground Equipment Maintenance Annual program to maintain city playground equipment 25,000$ 25,000$
2010 Pathway Construction Program Construct pathways as shown on the City Comprehensive Plan (yeqar 8 of 10)104,000$ 104,000$
2010 Street Light Replacement Program Replace approx. 5 street lights per year @ $3,500 per light for 10 years (until year 2013)17,500$ 17,500$
2010 Storm Water Project - Subwatershed 35W-2 Sediment Removal 7,000$ 7,000$
2010 Storm Water Project - Subwatershed EW-7 New outlet pipe from wetland to Long Lake Road storm sewer system 1,400$ 1,400$
2010 Storm Water Project - Subwatershed EW-8 Trunk Storm Sewer from EW-6 (Co. Rd. 10 & H2) to EW-8 (Long lake Rd. & H2)
2010 Storm Water Project - Subwatershed EW-9 Repair, modify,and/or replace wetland outlet located near Woodcrest Dr. & Ironwood Rd.9,800$ 9,800$
2010 Storm Water Project - Subwatershed EW-10 Storm sewer from Clearview Ave and Edgewood Dr to Clearview Ave and Irondale Rd.
2010 Storm Water Project - Subwatershed SC-1 Outlet from wetland to any future Silver Lake Road storm sewer 1,400$ 1,400$
2010 Storm Water Project - Subwatershed SC-3 Replace existing 24" CMP with twin 36" RCP's and install a special outlet structure
2010 Storm Water Project - Subwatershed NW-1 Cost share w/ City of SLP for drainage project for Park Square - N of 10/W of Pleasantvw 22,500$ 22,500$
2010 FEMA Update Update the 1981 Flood Insurance Study 10,000$ 10,000$
2010 Wetland Inspection Program - semi-annual Inspections of eachCity wetland twice a year. Results tabulated, punchlist created for PW 5,000$ 5,000$
2010 Water System Repair Program Annual program to maintain the city's water system (coordinated with street projects)30,000$ 30,000$
2010 Sanitary Sewer System Repair Program Annual program to maintain the city's sewer system (coordinated with street projects)10,000$ 10,000$
2010 Total 1,673,500$ 97,100$ 190,000$ 759,000$ 166,500$ -$ 291,000$ 260,000$
2003-2020County Road 10 Redevelopment Program Several projects based on the adopted plan: assume 20% city cost 6,500,000$ ########
TOTAL ESTIMATED CITY COST 23,747,400 2,071,800 1,520,000 7,972,000 2,918,500 375,000 2,328,000 2,080,000
*Does not include capital equipment
Item No: 11
Meeting Date: April 7, 2003
Type of Business: Worksession
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: James Ericson, Acting City Administrator
Item Title/Subject: Discuss the Travel Section of the Purchasing Policy.
Introduction:
This item is on your agenda at the request of the Council.
Discussion:
Here is what the City’s Personnel manual says about travel expenses and
reimbursements:
POLICY: TRAVEL EXPENSES SECTION: 1.50
An employee’s expenses incurred while conducting City business or attending approved
conferences or training are paid by the City, subject to the City’s purchasing policy. Expenses
incurred by a spouse or other person attending a conference with an employee must be paid by
the employee.
A. MEALS
Reimbursement for meals while on travel is only for actual expenditures. The
reimbursement rate within Minnesota will follow the IRS Guidelines. However, the
amount may be adjusted for travel outside of Minnesota. Liquor is not an allowable
expense.
B. LODGING
The actual cost for lodging is paid by the City. Room service, personal telephone calls
and other extras must be paid for by the employee. A telephone call home of reasonable
length will be paid if the employee’s schedule has changed, and the return time/date is
different than originally planned.
C. TRANSPORTATION
1. Airline
The actual cost for coach class is paid by the City. Prizes, bonuses or free trips awarded
by the airlines as a result of travel paid by the City, become the property of the City and
may not be accepted for personal use.
Airline Travel Credits: Minnesota Statutes §15.435
Whenever City funds are used to pay for airline travel by an elected official or
employee, the employee for whom the ticket is purchased is responsible for
ensuring airline travel credits (i.e., frequent flyer miles) or benefits resulting from
the travel are transferred to the City.
This policy applies to all airline travel paid for by the City for City employees.
2. Automobile
If an employee uses his or her own personal vehicle, he or she will be reimbursed for
the amount allowed by the IRS Guidelines. However, staff cars are to be used in most
instances. This amount will automatically be adjusted per IRS Guidelines and
recognized by the City. See Vehicle Use Section 1.55 for automobile usage.
D. REIMBURSEMENT
Employees must complete an expense statement form and attach receipts for any
allowable meals, lodging, transportation and/or parking expenses incurred. After
obtaining Supervisor approval, submit the completed form to the Finance
Department. All expenses must be supported by receipts.
Recommendation:
Discuss as necessary and request staff to investigate possible changes as the Council
may see fit.
_____________________________________
James Ericson
Interim City Clerk/Administrator
Item No: 12
Meeting Date: April 7, 2003
Type of Business: Worksession
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: James Ericson, Acting City Administrator
Item Title/Subject: Discuss the Proposed Sick Leave Policy.
Introduction:
This item is on your agenda at the request of the Council. The proposed policy was
reviewed and discussed at the Council’s last worksession and further discussion was
determined necessary. The Council had requested comments from the League of MN
Cities, our Finance Department and the City’s labor consultant, Labor Relations Associates.
Discussion:
Labor Relations stated their position initially at the first meeting this item had been
introduced. They indicate that such a policy should be negotiated under the terms of the
City’s labor agreements. The Finance department indicated that such a policy, if one were
enacted, would result in extra staff time and system manipulation to manage; yet this would
not be an overwhelming task, especially in light of how infrequently the policy would be
utilized by employees. Last, LMC responded with some concerns of their own, which are as
follows:
“While we understand and respect the city’s desire to help employees in these difficult
situations, following are some serious issues that the city should address before
adopting such a policy – some of these considerations could be addressed with a
very specific and restrictive policy, others may be more difficult:
1. Employees who abuse sick leave are left with little incentive to save their sick
leave for a “rainy day” if they have a sick leave donation policy to fall back on.
2. The city would need to address some serious data privacy issues in order to
administer such a policy – i.e., medical data on employees is private data. At
minimum, the city would have to require the employee to sign a release prior to
soliciting donations on behalf of the employee. Also, any medical data needs
to be protected under state privacy laws (and possibly federal privacy laws--
the Health Insurance Portability & Accountability Act may be applicable, but it’s
difficult to determine as the regulations have not really been tested yet.)
Although it is tempting to have the employee solicit donations him/herself in
order to avoid these privacy issues, the city should probably not handle
solicitations in this manner. It could cause co-workers to feel coerced to
donate and in the case of a supervisor soliciting donations from a subordinate,
the coercion would potentially be even more problematic for the city.
3. As currently written, the proposed sick leave donation policy appears to allow
an employee to use donated sick leave for care of their children, and other
family members and for common illnesses and doctor’s visits. Most cities use
sick leave donation only for catastrophic illnesses such as cancer and for
disabling injuries and usually only for the employee’s own personal use.
Consider an example where an employee goes to a psychiatrist complaining
about depression due to disciplinary action taken against her by her supervisor
and receives a doctor’s statement saying that she should be off for work for six
weeks. If the policy denies use of sick leave donation for psychiatric reasons,
the city may be subject to lawsuits.
Consider a real life example from another city where an employee’s psychiatrist
recommended a vacation due to depression related to a death in the family and the
employee used donated sick leave for this purpose. Co-workers, upon learning of this
use, were upset with the city because they felt they had been “duped” into donating
sick leave.
4. The policy, as written, allows an employee to donate sick leave with only 40
hours remaining for him/herself. The city should consider a significantly higher
limit; a bad bout with the flu could cause the donating employee to exhaust
his/her own sick leave shortly after the donation takes place, then asking to
recover the donated sick leave.
5. Someone in the city has to make the call on who can use the program and
when it can be used. This puts the city administrator in the position of saying
“yes” to Employee A and “no” to Employee B. In some cases, the employee
who is denied may see this as discriminatory and file a grievance or lawsuit.
6. Since co-workers are the source of sick leave donations, what if employees
decide to donate to a white, male co-worker and not to a female, African-
American co-worker? This could generate lawsuits for the city as well.
The city may want to consider implementing a short-term disability and long-term
disability group plan at the employee’s own expense rather than a sick leave donation
program. This would cause no extra expense (other than some administrative work)
for the city and could meet the same needs for employees.
I hope this information is helpful. If the city does decide to go forward with this policy, I
would strongly suggest making it more restrictive and building in some protections to
address the issues cited above.
In response to the League’s concerns, I feel confident that suitable protections can be built
into the policy to address the issues raised by the League. Specifically, in response to
Concern #1, I believe that employees are probably more aware of another employee abusing
sick time than would his or her supervisor, and toward that end, someone who their sick
leave would garner little sympathy from his or her coworkers. Regardless, abuse of sick
leave policies is a disciplinary issue.
Concern #2 I think can be adequately addressed. Concern #3 is a legitimate issue, one that
the Council should consider. As the proposed policy is now written, the reimbursement could
be requested if someone simply is out for the week with the flu. The Policy should be
redrafted to apply toward more catastrophic illnesses or injuries, and not for mental health
vacations in the Bahamas.
Concern #4 is again valid; the minimum number of hours perhaps should be raised from 40
to 80 hours to prevent someone donating to be put in a position where he or she would need
to borrow for their own benefit later on. I would support maintaining 80 hours of banked sick
time instead of 40. Concerns # 5 and 6 may of course be valid concerns, yet I would be
inclined to think that discrimination claims and /or grievances would be unlikely.
The League suggests that the City should consider offering short- and long-term disability to
our employees instead of implementing a sick leave donation program. As the Council
knows, we are in the process of setting up voluntary short and long-term disability coverage
and have provided preliminary information to brokers dealing with this type of coverage.
While such coverage may eliminate the need to borrow sick time for those who may take
advantage of the coverage, for those who are not in a position financially to buy the extra
coverage would still be at risk.
Recommendation:
Discuss as necessary and direct staff to make changes as the Council may see fit, or,
direct staff to stop any further work on such a policy.
_____________________________________
James Ericson
Interim City Clerk/Administrator
Attachment:
Resolution 5943
RESOLUTION 5943
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION AUTHORIZING CREATION OF A POLICY TO ALLOW
DONATION OF SICK LEAVE BETWEEN EMPLOYEES
WHEREAS, several City of Mounds View employees have required surgery
resulting in an extended recovery time; and,
WHEREAS, the employees had depleted all available sick leave, vacation and
comp time; and,
WHEREAS, the labor contracts representing some of the employees of the City
of Mounds View indicates that an ”employee may borrow up to thirty (30) days of sick
leave with the approval of and under conditions set out by the Employer”; and,
WHEREAS, the labor contracts representing the employees of the City of
Mounds View allows the City to modify, establish or eliminate any provisions that are
not specifically noted in the contracts; and,
WHEREAS, The City does not have a policy in place for the administration of a
sick leave donation policy; and,
WHEREAS, the Mounds View City Council has directed stall to develop a policy
amending the personnel manual to allow for donation of sick leave between employees
when all other available leave time has been depleted, and;
WHEREAS, the establishment of this policy would be added as paragraph “D” to
section 3.35 of the personnel manual, which address Sick Leave.
NOW, THEREFORE, BE IT RESOLVED that the Mounds View City Council
does hereby authorize amendment of Section 3.35 of the Personnel Manual by adding
“Section D – Donation of Sick Leave”, as presented in the attached Exhibit A.
Adopted this ____ day of _________, 2003.
________________________________
Jerry Linke, Mayor
ATTEST:
________________________________
James Ericson
Interim City Clerk/Administrator
(SEAL)
EXHIBIT A
Policy: SICK LEAVE -- Section 3.35
D. Sick Leave Donation
Upon approval of the City Administrator, city employees may transfer sick leave to
another employee who is eligible to utilize sick leave under the conditions set forth in
Section 3.35, Paragraph C “USE” when all other available leave time has been
depleted, subject to these restrictions and conditions:
• The recipient has suffered a major medical condition requiring
hospitalization, surgery or extended recovery time.
• The recipient wants to participate.
• No employee will be able to receive more than thirty days of donated
sick leave in a twelve-month period without the approval of the City
Administrator.
• Employees may only donate sick leave if the donating employee will
have a remaining balance of at least eighty (80) forty hours of sick
leave remaining after the donation.
• The value of the donated sick leave will be prorated, and credited to
the recipient at the donor’s rate of pay. The recipient may only receive
thirty days of donated sick leave after the value of the donated sick
leave has been calculated and adjusted to the recipient’s rate of pay.
• If the recipient separates from city employment before using all
donated sick leave, the remaining donated sick leave may not be
converted to severance pay, and will be credited back to the donors
on a prorated basis.
• Donation of sick leave by city employees will be completely voluntary.
No city employee shall pressure or otherwise attempt to influence
another city employee to donate sick leave.
Item No: 14
Meeting Date: April 7, 2003
Type of Business: Worksession
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: James Ericson, Acting City Administrator
Item Title/Subject: Review Cable Franchise Provisions and an “Alternate”
Appointment to the North Suburban Communication
Commission
Introduction:
At a previous Council meeting, the question was raised whether or not an alternate had been
appointed to serve on the North Suburban Communication Commission. In addition,
questions were raised about the dollars in the Cable Fund and whether or not some of those
funds could be utilized for general fund purposes.
Discussion:
The Council adopted Resolution 5950 on February 10, 2003 which appointed Barbara Haake
to serve as the City’s representative on the North Suburban Communication Commission
(NSCC). There was no discussion concerning the appointment of an alternate. If the
Council would desire to nominate an alternate, that action can be taken at your next meeting.
Regarding the franchise agreement, Ms. Haake provided copies of relevant sections of the
agreement pertaining to the use of the cable franchise dollars. According to Ms. Haake, the
Cable Agreement that was entered into by the ten cities includes the following language:
“The financial contributions of the Members in support of the Commission shall be in direct
proportion to the percent of annual revenues of each Member to the total revenues of the
system for the prior year multiplied by the Commission’s annual budget. The annual budget
shall establish the contribution of each Member for the ensuing year and a timetable for the
payment of said contribution. The remainder of any franchise fee paid to the Member by
Grantee shall be used for cable-related expenses.”
Recommendation:
I was not able to read through the cable franchise agreement to get the full context of the
agreement regarding the franchise fees, however I hope to do so by Monday night and
will present and new information at that time. With regard to the alternate appointment to
the NSCC, the Council should appoint someone to fill that seat and a resolution
formalizing the appointment would be brought forward on April 14.
_____________________________________
James Ericson
Interim City Clerk/Administrator
Item No: 16
Meeting Date: April 7, 2003
Type of Business: Worksession
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: James Ericson, Acting City Administrator
Item Title/Subject: Review Impacts of Resolution 5617
Introduction:
At the last meeting, staff provided information to the City Council relating to a resolution that
had been adopted in 2001 that created a mechanism by which employees would be
appreciated and awarded for achieving certain level of years of service. The Resolution is
attached for your reference.
Discussion:
Resolution 5617 was adopted by the Council to show its appreciation for City employees and
volunteers for their dedicated and committed services. One of the clauses indicates that
Mounds View will provide to employees “gift certificates in the amount of $5 per year of
service at five-year increments” and also authorizes providing retiring employees with
“plaques.” To my knowledge, no employee has received five-year service gift certificates
since the resolution was adopted in October of 2001.
While we have not yet completed the listing of all employees, dates of hires, and which
would be eligible for a service award retroactive to 2001, reviewing the information reveals
that 18 city employees would have been eligible for service awards from 2001 on.
Altogether, the total number of “service years” is 225, for a total budgetary outlay of $1,125.
It would be my recommendation that awards be funded by the appropriate department.
The Council had recommended that employees choose among gift certificates for
businesses located in Mounds View.
Recommendation:
Discuss Resolution 5617 and direct staff to either daft a resolution to authorize the
expenditure of funds consistent with the requirements of Resolution 5617 or draft a
resolution to rescind or amend the original resolution.
_____________________________________
James Ericson
Interim City Clerk/Administrator
Attachment:
1. Res. 5617
RESOLUTION NO. 5617
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION APPROVING CERTAIN EMPLOYEE
AND VOLUNTEER APPRECIATION EVENTS
WHEREAS, the Mounds View City Council wishes to show its appreciation to
employees and volunteers for dedicated and committed service; and
WHEREAS, the City Council is committed to responsibly expending public funds;
and
WHEREAS, the City Council believes that showing appreciation to employees
and volunteers benefits the City.
NOW, THEREFORE, BE IT RESOLVED that the City of Mounds View will
annually (when funds are available) contribute $1000 toward an annual employee
appreciation event to be held at the Mounds View Banquet and Conference Center; and
NOW, THEREFORE, BE IT FURTHER RESOLVED the City of Mounds View will
issue to employees gift certificates in the amount of $5 per year of service at five-year
increments.
NOW, THEREFORE, BE IT FURTHER RESOLVED that the City of Mounds
View will annually (when funds are available) contribute $1000 toward an annual
volunteer appreciation event to be held at the Mounds View Banquet and Conference
Center; and
NOW, THEREFORE, BE IT FURTHER RESOLVED that the City of Mounds
View will present plaques ($60 max.) to retirees with 10 years of service at regularly
scheduled City Council meetings.
Adopted this 8th day of October, 2001.
Richard Sonterre, Mayor
ATTEST:
Kathleen Miller, City Administrator
(SEAL)
Item No: 17
Meeting Date: April 7, 2003
Type of Business: Worksession
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: James Ericson, Acting City Administrator
Item Title/Subject: Discuss Possibility of Amending the Zoning Code to
Restrict Expansion of Existing Multi-Family
Developments
Introduction:
Recently the City reviewed a request from a rental property owner who intended to expand
his four-plex into a six-plex. For that particular building, the Zoning Code would have allowed
for an additional two units as long as the appropriate amount of parking is provided.
Discussion:
The Planning Commission reviewed a variance request and denied the request associated
with the expansion. (The property owner wanted to expand without providing the additional
parking.) The Council upheld the Planning Commission’s denial. However, it appears as
though the property owner can provide the parking necessary which would involve building
another three-stall garage, another driveway and additional parking in established
greenspace. Residents in the area are not in favor of expanding the four-plexes as density
and parking issues are already a problem, even if there is room on the lot to build garages
and parking lots.
The Planning Commission would be in favor of amending the code in some way to preserve
the density levels at existing multi-family complexes, and it may be as easy as requiring that
any expansions be reviewed as a conditional use so that density, parking and other
neighborhood impacts can be reviewed and taken into consideration. It may be the case in
some locations where expansion would not be a problem, and requiring a conditional use
permit for the expansion would not prohibit that..
Recommendation:
Discuss and consider whether additional controls on multi-family expansions are needed.
_____________________________________
James Ericson
Interim City Clerk/Administrator