Loading...
HomeMy WebLinkAboutWK May 10, 1988 ~~1 CITY OF ANOKA APPLICATION FOR LEAVE OF ABSENCE (Original and 2 Copies) _ Original Extension NAHE: JOB TITLE: FOfu~ER LAST NAME(S): SOCIAL AGE: SECURITY #: DEPARTHENT: CITY: STATE: PERIOD REQUESTED: Months Days BEGINNING DATE: REASON: ADDRESS DURING ABSENCE: I understand I may continue my present insurance coverage, if eligible, during the period of my leave by making cash payments to the City of Anoka, payable on the 25th of the month, in the amount of 100% of the premiums due. Signature of Employee Date THIS SECTION TO BE COMPLETED BY SUPERVISOR I recommend approval of the above requested leave of absence. Employee has arranged to pay: Each Month Not Applicable Cancel Insurance: _Single _ Family Monthly Premium: . Last day of work or sickness/vacation benefits date: Immediate Supervisor Date Department Head Date THIS SECTION TO BE COMPLETED BY PERSONNEL DIRECTOR A Leave of Absence from to o inclusive, is approved. Personnel Director Date City Manager Date - oDidyou know? Pregnancy leave requirements What amount of leave can an employee take because of child- birth, pregnancy, or adoption? Two separate Minnesota statutes affect the leave a pregnant employee or spouse may take. Federal law also applies. Since 1977, the Minnesota Human Rights Act has required employers ". . . to treat women affected by preg- nancy, childbirth, or disabilities related to pregnancy or childbirth, the same as other persons who are not so affected Test your knowledge Q: but who are similar in their ability or inability to work." (M.S. 363.03, subd. I, (5).) The federal Civil Rights Act contains similar provisions prohibiting discrimination based on pregnancy or childbirth. These provisions require employers to give women the same benefits for pregnancy-related disability as for disa- bilities stemming from any other cause. So, if a person disabled by the measles or a broken leg is entitled to paid sick leave, a woman disabled by pregnancy Maya city council issue a liquor license to a council member? Find out next month, when Minnesota Cities will answer this question and ask another. The answer is in the Handbook for Minnesota Cities on page 194 of the new fifth edition. Look for the order form in this issue to order your copy. Last month's question: Maya mayor or council member direct or supervise city employees? Answer: As individuals, council members have no administratvie authority. They cannot give orders or otherwise supervise city employees unless, the council specifically directs them to do so. As a council, however, they have complete authority over all administrative affairs in the city. This applies to mayors as well (Page 91, Handbook for Minnesota Cities, fifth edition). - Providing mappin~ services designed tor municipalities. o 345 Pennsylvania Avenue South. Minneapolis. Minnesota 55426 (6Ul 545-2583. Telex 290-474 16 ~1lIII_ IlIl11l1'l11oS1 Peter Tritz must be entitled to paid sick leave as well. Similarly, if an employer allows an employee to take an unpaid leave of absence if disabled by some other cause, the employer must allow the same treatment for an employee disa- bled by pregnancy. State and federal lawmakers passed these laws after a 1976 U.S. Supreme Court decision which stated that a disability benefit policy which excluded pregnancy-related disability did not constitute sex discrimination. In 1987, the Minnesota Legislature passed a law providing additional rights for employees affected by pregnancy, childbirth, or adoption. Session Laws, 1987, Ch. 359, codified as M.S. 181.940-181.944, is the "parental leave law." It requires employers with more than 20 employees to permit a new parent (natural or adoptive) to take up to six weeks of unpaid leave in connection with the birth or adoption of a child. Only employees who work an average of 20 or more hours per week and have worked for the employer for at least a year are entitled to this leave. The employer can adopt a reasonable policy outlining how far in advance an employee must request parental leave. If the employee chooses to take unpaid parental leave under this stat- ute, the leave must begin no later than six weeks after the birth or adoption. If an employee has also taken paid parental leave, sick leave, or disability leave relating to the pregnancy, that amount of time counts as part of the six weeks which the employer must allow. Thus, the statute does not require the employer to grant a total of more than six weeks of paid or unpaid leave. (Of course, if a female employee had accumulated more than six weeks of sick leave, and was actually disabled for more than six weeks, the human rights act would require the employer to permit her to use that accumulated sick leave for as long as she was disabled. \ Minnesota Cities o o ~ , m'''''''',~=r:i.'1;L&~~~~Hf.n__ n... The parental leave law specifies that an employer must allow an employee to remain covered under the employ- er's group health benefit plan during the leave. However, the law does not require an employer to pay the prem- iums for that coverage. But. if an employer pays the health insurance premiums during the leave for an employee disabled by other causes, the employer would have to do the same for an employee disabled by pregnancy. Upon returning from leave, the employer must reinstate the employee in the same position or one comparable in duties, number of hours, and pay. The employee is also entitled to any automatic pay scale adjustments which occurred during the leave. If the employer and employee agree, the employee may return to work pan:- time during the leave period without forfeiting any rights. The parental leave law's require- ments differ from the older provisions of the human rights act in several ways. First, eligible employees may take the unpaid leave without regard to disabil- .....1. ...........~."......,.... ~.,.".,~.ft...... ............,..........,"'""'- :-.. - ity. The act, however. requires leave only for a woman actually disabled by pregnancy or childbirth, and then only to the same extent as a person disabled by other causes. Second. a father is entitled to take leave under the new law. Third, the statute applies to adop- tion as well as natural childbirth. (Note: :-'1.5. 181.92, which the Le!,>islature passed in 1983, already required employers to grant parental leave to adoptive parents if the employer per- mitssuch leave for biological parents.) Fourth, the human rights act' s non- discrimination prO\'isions apply to all employers: the new parental leave act applies only to employers with 21 or more employees at a single site. Note that the parental leave law's requirements are clearly intended as minimums. The statute mentions sev- eral times that employers may grant additional parental benefits such as a longer period of leave. Some people have questioned the validity of parental leave provisions. They have suggested that state laws of this sort violate the federal civil rights laws which prohibit discrimination based on pregnancy. In effect. some have argued that granting parents spe- cial leave rights not available to other employees would constitute reverse discrimination on the basis of preg- nancy. However, the U.S. Supreme Court rejected this argument in a 1987 case. The Court held that the civil rights law's non-discrimination provi- sions merely provide a minimum level for benefits to pregnant employees. Those provisions do not prevent an employer from granting additional ben- efits to pregnant employees, nor do they prohibit a state from requiring employers to provide such benefits. Cities must continue to be aware of, and comply with, provisions prohibiting discrimination against women disabled by pregnancy or childbirth. Employers must give these employees the same benefits they give to employees disa- bled by other causes. In addition to those rights, this new law allows many employees to take up to six weeks of unpaid leave in connection with child- birth or adoption. . ~Iiller & Schroeder's flnandol Cllnsullanls have an industry-wide reputation (or cre:uivic)". The group also has access 10 the lechnic:tl expertise and n:uion:1l markets or ~filler &. Schroeder Fin:mcial. Inc.- providing over S".6 billion in municipal bond financing during 1985 3S one or the nation's lugest municipal financing specialists outside of Wall Screel. ~o wonder -'tiller & Schrocder-:idvised orrer- ings h3ve such an excellent record ror taking oit and flying! lIere's how .lliIler 8< Schroeder will work (or \'ou: firsl:~liller 1\ Schroeder will learn your objec- tives, Then, applying its approach 10 total debt January 1988 _'~-_.,---,..~.,.,......--,-,--"._--_.__._---_.. management. .11iI1er 1\ Schroeder will help you meel ~'our objecth'es wilh new or refinanced, re\'enue-supported or tax-supported debt. mOrl- g3ge rewnue bond issues, :idvance refundings,l.3x incremenl c:ish flows. tax-exempt, general obliga- tion or taxable issues, ~1iI1.. 8< Schroeder will help YOllr stalfrormll- Ia'e p"li". and procedures. Wi,h the help III ~lilJer &. St.'hrocder's sophisdc:ited. consuntly updated (omputerprogr:ams. il will simplify the prepara- cion or your public or ncgoli:iled sale. .\ ~liller 1\ &hmeder-designed presentation will go ailing Way to help your bonds achieve rhe highes, poSSIble rating. )bur alTering will also h:r.'e ma.'<.i. mum imp;u.l \\..hen II reu:hes dul big ::audience ot qllalified prospee.,;ve im'eslOrs who make up ~lJer & Schroeder's broad national m:uket, So contact ~tilJer 8< Schroeder. And enjoy YOllr Ilighl! fMl ~Iiller & Schroeder Financial. Inc. CiJ Financial ConsultingSmices. Sonh1.Nltt:1t1lUoo.tlUlIltf, -900Xrnes.\,. S.,~pls..~"l Hijl (6l!)8IJ}.SOU ,,",OPlCllt .$ulltllll.~.IOWIKJiboufll'''..'oIII....'11iJ!Ol (iU)l!H7U ToU frttl$OOl.t!~-tlI!~, In .'ohnntsOUI$OOlS&l-wlJl 17 leave, employees are entitled to return to their original Or equivalent jobs. . Minnesota. Effective August 1, 1987, employef"ii'of '<-2r~r more employees must allow, new mothers and fathers the option o( taking six weeks', unpaid lea~e upon the birth or adoption of a child with the guarantee that the parent can return to the same or a comparable job. Employeesmust,have,been:employed by" the employer for at least i2 months to be eligible for the ~~.~~. -... ....... . Ttnnessee: Beginning January I, 1988, employers of 100 or more full-time employees must provide up to four months' paid or unpaid leave to female employees upon the birth or adoption of a child. o House-approved bill would require airlines to pro- tect employees harmed by mergers. The House has approved legislation that W9uld require the Transporta- tion Department to direct airlines to take steps that protect employees harmed by mergers. The bill would ,require the Department to impose labor-protective provisions for workers who are laid off or have their pay reduced substantially because of airline mergers. The legislation would give the Department flexibility to decide what steps are appropriate. Among the options envisioned are compensation for laid-off employees, as well as the combining of seniority lists to protect the seniority of employees at the acquired airline. o ASPA: Supreme Court "contagious disease" decision could have significant effect on many employers' poli- cies. The recent U.S. Supreme Court decision that ruled on a dispute between a school board and a teacher with tuberculosis will have a significant impact on many company policies, says the American Society for Per- sonnel Administration (ASP A). In the case, the Supreme Court ruled that "persons with contagious diseases are within the coverage of Section 504" of the Rehabilita- tion Act of 1973 [School Board of Nassau County v. Arline, U.s. Sup. Ct., No. 85-1277, 3/3/871. (See April 1987 CompFlas" for details.) Although the Rehabilitation Act does not cover pri- vate employers who receive no federal financial assis- tance, ASPA observes, many states have made it illegal to discriminate against AIDS victims, and almost all states have passed general statutes prohibiting discrim- ination against "handicapped" employees. Therefore, private employers may ultimately be affected by the Supreme Court's ruling. Specifically ASPA made the following observation, "The significance of the opinion for most employees with AIDS is unmistakable. AIDS victims must be treat- ed like any other employee with a disabling illness." It adds, "In light of the Court's opinion, and the prospect of an increasing number of employees with AIDS, employers may wish to create or reevaluate their own general policies defining the right of employees to change their duties or transfer to other positions if they become disabled. The Court has not dictated what an employer's policy must be, but it has said that conta- gious diseases must be treated like all other disabilities. Employers should understand that a policy designed with arthritis or heart disease in mind would apply as well with respect to diseases like AIDS." (J;1npJlashe Periodicals Division American Management Association 135 West 50 Street, New York, NY 10020 ISSN 0147-1570 05 5303 63 N /012419/ S M DILCHER CITY UF ANUKA PERSONNEL UIRECTOR 2015 1ST AVE ANUKA MN 55303 o o June 10, 1987 Page 3 PARENTAL LEAVE Another bill that will substantially affect employers is House File No. 234, the Parental Leave bill~ It will affect all employers having at least 21 or more employees at anyone site. The law requires employers to permit employees to take up to six weeks in unpaid leave follow- ing the adoption or birth of a child. The protected class of employees consists of workers who put in at least 20 hours per week and have worked for the employer for at least one year. The period of leave must commence within six weeks of the birth or adoption. While on leave, there can be no loss of seniority but seniority can continue to accrue while on leave if agreed to in a collective bargaining agree- ment. For layoff purposes, employees on parental leave are treated as if they had not taken the leave. They therefore need not be reinstated immediately upon the return from their leave if they would not have been allowed to return to work had they been present for the original layoff. . The length of the leave may be reduced by whatever amount of paid parental or disability leave is provided by the employer so that the total amount of leave does not exceed six weeks. For enforcement purposes, the statute provides for a private cause of action. Employees can therefore sue in court without bothering with administrative .processes. Successful employees can also recover their attorneys fees in bringing such claims. As an aside in a related area, the U.S. Supreme Court has recently upheld a gender based affirmative action pro- gram. In Johnson v. Transportation Agency, the Court upheld the promotion of a worker even though one reason for her promotion was the fact that she was female. WHISTLEBLOWING BY EMPLOYEES The Legislature has termination or other the following acts: acted to protect employees from losses of benefits as a result of 1. The employee, acting in good faith, reports a violation or suspected violation of any federal or state law to any governmental body; o APPENDIX NO.4 SEXUAL AND RACIAL HARASSMENT STATEMENT OF POLICY It is the policy of the City of Anoka to provide all employees work environment that is free of sexual and racial harassment. employees are expected to exhibit behavior that is free of: with a All _ Acts of discrimination (race and/or sex) - Racist and sexist language Sexual and racial harassment A. Sexual Harassment The City prohibits sexual harassment of its employees in any form. Such conduct may result in disciplinary action up to and including dismissal. Specifically, no supervisor shall threaten or insinuate, either explicitly or implicitly, that an employee's submission to, or rejection of sexual advances will in any way influence any personnel decision regarding that employee's employment, evaluation, wages, advancement, assigned duties, shifts or any other condition of employment or career development. Other sexually harassing conduct on City premises, whether physical or verbal, committed by supervisors or non-supervisory personnel is prohibited. Examples of prohibited conduct or activity are: repeated and/or offensive sexual flirtations; sexually oriented advances, propositions, use of continual or repeated verbal expressions of a sexual nature; graphic or verbal sexually oriented commentaries about an individual's body; use of sexually oriented or degrading words to describe an individual; and the display in the workplace of sexually suggestive objects or pictures. B. Racial Harassment Any racially harassing conduct in any form by supervisory or non-super- visory personnel on Company premises is prohibited. Supervision has the responsibility to maintain the working environment free from racial harassment, intimidation and insult. It is the responsibility of all employees to avoid using racist language, including derogatory jokes, remarks, and publications, in all forms of communications. Any employee who engages in racial harassment of another employee may be subject to disciplinary action up to and including dismissal. This policy statement is included in the addendum to our Affirmative o - 44 - o o Action Programs. It reflects our City's ongoing commitment to providing a fair and equitable environment for all employees to work and to realize their potential. - 45 - o ADMINISTRATIVE ORDER LEAVE OF ABSENCE C O~ ;LA6' ,,'..1- <~:::..jI.!--' ---~~ ') In conformance with City Code Section 3-313, an employee may request a leave of absence without pay. IA leave of absence without pay constitITtes anytime off requested regard 1 essof the l~ngth of time requested. All accrued vacation and compensatory tlme must be used prior to requesting time off without ~.~ dePart- ment headimay grant a maximum of 5 days off per year wlthout pay proV"fdlng that the employee hasuseaaTlaccruedvacation and- compensatory-ti~ Any time off requeSted above the 5 day maxi- mum, must ~ approvedby the City Manager. J The City-Manager- hereby requlres a favorab~recommendation of the employee by the department head before such leave will be granted, subject to the restrictions in City Code Section 3-313. An employee on unpaid leave of absence for one-half or more of the working hours in a month will not receive fringe benefits (i.e., City-paid health and life insurance, accumulation of sick and vacation leave, accumulation of time toward seniority) for that month. Those not meeting this criteria have the option of continuing their health and basic life insurance at their own expense. Optional 1 ife insurance carried by the employee'WrTl- ~erm;nate until such time as the employee is again on the payroll working 40 hours per week. If any employee exercises the option of carrying his/her health insurance and basic life insurance ($5,000) coverage, the City will bill the employee monthly for the following month's insurance premium. Employees who elect rtot to continue theft insurance at their own expense will be dropped from the insurance rolls until such time as they return to full- time employment with the City. They will then be readmitted to the insurance group subject to any restrictions and requirements of the insurance carrier. This policy applies to both single and family insurance coverage. An employee on unpai~l~Ay~of absence on both the working days immediately precedi]g and immediately following a holiday shall., . ' ___,..._..c,.,"""" , C;"'-."",'< :;,,~...... .'" ~_1 not recelVe p.<\;ymeot..,for-" the hollday. .. , "..\",--,,~'''l":~' ~ . '.. A.O. #24 5/87 141-18 o ADMINISTRATIVE ORDER o SEXUAL HARASSMENT The Equal Employment Opportunity Commission has issued a defini- tion of sexual harassment: Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitutes sexual harassment when (1) submission of such conduct is made either implicitly or explicitly as a term or condition of an individual's employment; (2) suhmission to or rejection of such conduct by an individual is used as a hasis for an employment deci- sion affectin~ such individual; (3) such conduct has a purpose or effect of substantially interfering in an individual's work performance or creating an intimi- dating, hostile, or offensive working environment. It is the policy of the City of Coon Rapids that sexual harass- ment will not be tolerated in its work force. Any employee who feels that he or she has been a victim of sexual harassment is encouraged to discuss that problem with the supervisor, depart- ment head, or the Assistant to the City Manager. Allegations of sexual harassment are also subject to processing through the grievance procedure. Any employee who is found to have been the perpetrator of sexual harassment will be subject to disciplinary procedures. ~ll reports or allegations of sexual harassment should be docu- mented in writing and forwarded to the Personnel Department for review. ~he Assistant to the City Manager/Personnel Director will be responsible for any follow-up action deemed necessary. o A.O. #120 2/82 141-37 POLICY NO.3 - SICK LEAVE (Effective April 4, 1984) o 1. POLICY The City of Andover shall provide sick leave for all permanent employees subject to the provisions of this policy. II. PROVISIONS A. Paid sick leave is accumulated at a rate of one day per month for each month of service. B. New employees will not be allowed to use sick leave until the completion of one month of service, at which time they will be credited with one day of accrued sick leave. C. Illness or injury occurring during a scheduled vacation or __ over any holiday will not be counted as paid or unpaid sick "1 eave. D. Extended illness, which continues beyond the limits of any employee's paid sick leave accrual may be considered for coverage. A supervisor wishing to recommend such a considera- tion should send a written recommendation to the City Council for a final determination. If extended sick pay is approved it will be charged against the employee's future sick leave accrual which will resume under the usual stipulations when the employee returns to work on a permanent full-time basis. Before the extended sick pay begins, all of the employee's vacation for which he is eligible must have been taken, either prior to or during the illness. E. Permanent part-time employees are eligible for sick leave benefits on a pro-rata basis. (Adopted 1/86). F. In order for an employee to be eligible for sick leave payment in excess of three (3) consecutive days, the employee must furnish the City with a physician's statement verifying the need for time-off. . G. Employees shall be paid for unused sick leave at time of termination of employment from the City, provided however the employee leaves the City under favorable conditions and in good standing. The following schedule shall be used in the determination of pay-off: 1984 - 10% - all employees with over two (2) years service time 1985 - 10% - all employees with two (2) through five (5) years service time 0 20% - all employees with over five (5) years service time o o )' POLICY NO.3 - SICK LEAVE (Cont.) 1986 - 10% - all employees with two (2) through five (5) years service time 20% - all employees with six (6) through ten (IO) years service time 30% - all employees with over ten (IO) years service time 1987 - 20% - all employees with two (2) through five (5) years service time 30% all employees with six (6) through ten (10) years service time 40% - all employees with over ten (10) years service time 1988 - 20% - all employees with two (2) through five (5) years service time 40% all employees with six (6) through ten (IO) years service time 50% - all employees with over ten (10) years service time At no time will any employee be paid for more than 400 hours as a pay-off. H. Employees not reporting to work because of illness or other personal reasons should notify their supervisor within one- ~'half hour following the beginning of their work day. I. Sick leave of all employees must be reported. J. Disability Insurance shall be available to City employees, with the premiums for such insurance being paid by the employee through a deduction from accumulated sick leave benefits. o POLICY NO.4 - LEAVES OF ABSENCE (Effective January 1, 1980) I. POLICY The City of Andover shall provide leaves of absence for permanent and permanent part-time employees subject to provisions of this policy. II. PROVISIONS A. The authority to grant leaves of absence, both paid and unpaid, is charged to the supervisor. In the case of occurrences in excess of this policy, leaves are granted only with the concurrence of the City Council. B. Military leaves of absence are specifically excluded from the provisions of this policy. Ill. PAID LEAVES OF ABSENCE A. Employees will be granted a leave of absence with pay in the event of death in the employee's immediate family, such as husband, wife, children, father, mother, brother, sister, mother-in-law, father-in-law, daughter-in-law, son-in-law, stepmother, stepfather, grandchildren and grandparents. B. The time allowed with pay will be a reasonable amount, depending upon circumstances to a maximum of three days. Additional days, if required, may be granted at the employee's expense or deducted from the employee's accrued sick leave. C. Absence due to inclement weather may be charged to vacation accrual; otherwise, it must be taken without pay. D. Leaves with pay may not be approved to extend vacation or a holiday. o o ) to""L- JI 'i\tr.~f' CITY of ANDOVER MEMORANDUM TO: COPIES TO: FROM: DATE: REFERENCE: Personnel Committee City Clerk April 4. 1988 The Personnel Committee is requested to schedule a meeting to discuss the following: Parental Leave Policy (We need to have a policy as we have an employee who might want to take advantage of it.) Sexual & Racial Harassment Policy City's Sick Leave Policy (the portion of this policy dealing with unused sick leave only goes up to the year 1988 and should be revised to include at least 1989.) Attached are copies of the Cities of Anoka and Coon Rapids' policies on Harassment and Parental Leave. Also attached are copies of our Sick Leave Policy and our Leaves of Absence policy. V:Attach. o o o 7:30 p.m. CITY of ANDOVER CITY COUNCIL WORK SESSION-AGENDA MAY 10, 1988 1. Call to order 2. Police Discussion/Spring Lake Park Chief 3. Engineering Items a. Water Treatment b. Well #4, Elevated Storage #2 4. GIS Computer System Joint Powers Agreement 5. Approve Purchase Agreements/Nordeen's Addition 6. Policy Discussion 7. Personnel Policy a. Maternity/Sick Leave b. Sexual Harassment c. Public Works/Fire 8. Adjournment o CITY OF ANDOVER REQUEST FOR COUNCIL ACTION AGENDA SECTION NO. DATE ORIGINATING DEPARTMENT James E. Schrantz FOR ITEM Approval of Water NO. Management Plan LRRWMO BV: The city Council is requested to approve the Water Man for the Lower Rum River Water Management Organization. plan Is the Council interested in discussing this at a work session? Would you like the watershed engineer at a meeting or any of the Board Members? MOTION BY TO COUNCIL ACTION SECOND BY o CITY OF ANDOVER REQUEST FOR COUNCIL ACTION DATE May 10, 1988 Engineering -1'1'~ AGENDA SECTION NO. ORIGINATING DEPARTMENT ITEM NO. 4. GIS Computer System Joint Powers BY: Todd J. Haas The City Council is requested to review the attached information on the Geographic Information Systems and approve the attached joint power agreement between undersigned units of government. Also attached are three examples of how the cost of $36,000 for estimated consultant expense would be split amongst the cities participating. Andover's estimated share is from $0 if we don't participate' to about $2000. COUNCIL ACTION MOTION BY TO SECOND BY (.~rs To ~. (OV.1/ {.-<:>l y .j)!?l ANOKA (C~~..., '~"',""" . 1'..>,',..' ~ ~\<, ~~ . ..",.~ , '''-, ,', . ,w I, "'~ I . U.....~~_... COUNTY OF Department of Highways , Paul K. Ruud, Highway Engineer COURT HOUSE ANOKA, MINNESOTA 55303 612-421-4760 city of Andover vicki Volk, Clerk 1685 Crosstown Blvd, Andover, MN 55304 NW From: Paul Leegard - Anoka County Highway Department~ Subject: Task Force on Geographic Information Systems It appears that the packet of information which was sent out last week on the GIS Task Force Joint Powers Agreement failed to include Exhibit B which is the cost estimates. I apologize for this error and hope by attaching it here, it will releive any problems this omission caused. Also, we had scheduled a May 5, 1988 meeting at the Fridley city Hall. The purpose of this meeting was to update each other on how the Joint Powers Agreement was progressing. This meeting has been changed. It is rescheduled at: 10:00 A.M. Thursday May 12, 1988 Anoka County Highway Building 1440 Bunker Lake Blvd. (Intersection of Hanson and Bunker Lake Blvd.) I hope to see you all there with good news. o Affirmative Action / Equal Opportunity Employer o ~~.RI!H1..!l Three examples of how the cost would be split on this study depending on the number of cities participating. ESTIMATED CONSULTANT EXPENSE $ 36,000 1987 POPULATION ASSESSED CITYITOWNSHIP (APRIL 87 EST) SUB-TOTAL VALUES SUB-TOTAL TOTAL --------------------------------------------- -------------------------- ------------- --------------------------------------------- -------------------------- ------------- ANDOVER 9,387 729 60,574,254 708 1,437 ANOKA 15,634 1,214 95,600,061 1,117 2,331 BETHEL 272 21 930,549 11 32 BLAINE 28,558 2,217 185,850,898 2,172 4,390 BURNS 1,976 153 9,867,821 115 269 CENTERVILLE 734 57 4,908,579 57 114 CIRCLE PINES 3,321 258 21,316,660 249 507 COLUMBIA HEIGHTS 20,029 1,555 118,093,074 1,380 2,935 COLUMBUS 3,232 251 16,283,335 190 441 COON RAPIDS 35,826 2,782 253,845,702 2,967 5,749 EAST BETHEL 6,626 514 32,255,608 377 891 FRIDLEY 30,228 2,347 258,354,285 3,020 5,367 HAM LAKE 7,832 608 41,203,850 482 1,090 HILLTOP 817 63 3,801,059 44 108 LEXINGTON 2,150 167 8,445,136 99 266 LINO LAKES 4,966 386 33,682,122 394 779 LINWOOD 2,839 220 13,388,435 156 377 OAK GROVE 3,926 305 22,292,078 261 565 RAMSEY 10,093 784 54,369,476 635 1,419 SPRING LAKE PARK 6,368 494 37,062,856 433 928 ST FRANCIS 1,184 92 9,588,507 112 204 ANOKA COUNTY 35,826 2,782 258,354,285 3,020 5,801 ..------------- ----------------- -------------- ----------------- 231,824 18,000 1,540,068,630 18,000 36,000 1987 POPULATION ASSESSED CITYITOWNSHIP (APRIL 87 EST) SUB-TOTAL VALUES SUB-TOTAL TOTAL --------------------------------------------- -------------------------- ...-_00_-------- --------------------------------------------- -------------------------- ------------- BLAINE 28,558 3,416 185,850,898 3,113 6,530 COLUMBIA HEIGHTS 20,029 2,396 118,093,074 1,978 4,374 COON RAPIDS 35,826 4,286 253,845,702 4,252 8,538 FRIDLEY 30,228 3,616 258,354,285 4,328 7,944 ANOKA COUNTY 35,826 4,286 258,354,285 4,328 8,614 0 --......--........---- ----------------- ------...----..-- ----------------- 150,467 18,000 1,074,498,244 18,000 36,000 o o POPULATION ASSESSED CITYITOVNSHIP (APRIL 87 EST> SUB-TOTAL VALUES SUB-TOTAL TOTAL --------------------------------------------- -------------------------- ------------- --------------------------------------------- -------------------------- ------------- ANDOVER 9,387 1,005 60,574,254 916 1,921 BLAINE 28,558 3,057 185,850,898 2,811 5,868 CIRCLE PINES 3,321 356 21,316,660 ' 322 678 COLU"BIA HEIGHTS 20,029 2,144 118,093,074 1,786 3,930 COON RAPIDS 35,826 3,835 253,845,702 3,839 7,675 FRIDLEY 30,228 3,236 258,354,285 3,908 ' 7,144 LINO LAKES 4,966 532 33,682,122 509 1,041 ANOKA COUNTY 35,826 3,835 258,354,285 3,908 7,743 -------------- ----------------- -------------- ----------------- 168,141 18,000 1,190,071,280 18,000 36,000 , -r <; (p. r-~'""'.""~ ....".... ~'--" . . . }l"f'~ . . It" . .""\ ' "'... .~. ,ji.~ . V ~~>,11;\ r)" -\r- COUNTY OF ANOKA Department of Highways Paul K. Ruud, Highway Engineer 1440 BUNKER LAKE BLVD NW, ANDOVER, MINNESOTA 55304 612-754-3520 City of Andover James Schrantz !w 1685 Crosstown B~l' NW Andover, MN 55304 ,~ From: Paul Ruud . ~~ ~~ Highway Engineer Subject: Task Force on Geographic Information Systems \ [~~~-~ 1:~alD CITY OF ANDOVER An informal task force on Geographic Information Systems within Anoka county has had several meetings on the direction that such systems should take. It is generally felt that there is an advan tage for all interested municipalities within the County cooperative develop a common Geographic Information system. Your City has,been invited to send a representative to each of these informal meetings. At this time we are interested in formalizing the Task Force via a Joint Powers Agreement, so that a consultant can be retained to ana- lyze our collective and individual needs for a Geographic Information system. For those municipalities who decide to proceed with the development of a Geographic Information System, the consultant would also prepare a joint request for proposals and assist in the evaluation of bids. Attached is a great deal of information about Geographic Information systems, about the consultant we are proposing to retain and about some estimated costs. Also attached is a short history of how we got together informally and why we are proposing to formalize the Task Force. The purpose of this letter is twofold. First, we want to be certain that all of the cities within the County are aware of some of the advantages of Geographic Information systems. Second, we invite your community to join in the Joint Powers agreement which will, we feel, make it possible for all of us to benefit from a Geographic Information System. Key dates to remember are that the Proposed Task force will commence operations on May 26, 1988 and that we are asking that the executed Joint Powers Agreement be returned to Paul Leegard, Anoka county Highway Department at 1440 Bunker Lake Blvd, Andover, MN 55304 or John Flora City of Fridley prior to May 24, 1988. o Affirmative Action I Equal Opportunity Employer o HISTORY Back in December of 1987 John Flora from the city of Fridley asked a number of cities within Anoka County, a number of utilities and rep- resentatives from the county to get together and discuss Geographic Information systems. (Please see exhibit A for an general descrip- tion of a uses of a GIS system). . A few of the cities wanted to proceed immediately to purchase a Geo- graphic Information System but agreed to participate in some further study of the issue in the interest of having a common system among all those interested in obtaining such systems. Given the signifi- cant amount of dollars and staff resources which are involved in de- veloping a Geographic Information System the County strongly urged that additiongl study, including the use of a Geographic Information system consultant, be considered, before deciding whether to proceed with a Geographic Information system. After a series of meetings a basic compromise was reached, the in- terested cities agreed to further study a Geographic Information System and the County agreed that it would be an expedited study. All agreed that the widest possible participation by the County and the cities would be best. As a result, this informal Group would like to invite all of the cities to join in a Joint Powers Agreement to determine the direc- tion of a Geographic Information System in Anoka County. Please understand we are asking your community's participation in this task force to get your needs and your input into a Request for Proposals. Your decision as to whether or not your city would actu- ally purchase equipment and software is up to your individual city or Township. The purpose of the task force is to establish standards so that geo- graphic information can be easily shared between the cities and townships. An example which has been stated a number of times is that it is important that Trunk Highway 65 meets at the boundary of each city it passes through. The same should also be true of any facility or property which is on the borders. In addition the task force wants to take advantage of any group discounts which may be available. Each community can decide on its own when and to what extent it wants to become involved in Geographic Information Systems with the knowledge that it will be able ,to exchange information with neighboring communities as they work on concerns which cross their boundraries (ie. roads, water management issues, etc.) o o o The official first task of the GIS task force is to hire a consul- tant to study our needs, assemble an RFP and to evaluate the propos- als that come in. The consultant we are proposing to retain is Deloite, Haskins and Sells (DHS). (Please see the attached informa- tion on Deloite, Haskins and Sells.) They have a division which spe- cializes in Geographic Information Systems and can offer us a great deal of expertise in this area. In preliminary discussions with Deloite, Haskins and Sells, they have emphasized the importance of a cooperative effort that begins with the evaluation of each municipalities needs, A well thought out plan at the outset will allow for the selection of a Geographic Information System which will continue to meet our various needs well into the future. other reasons for extensive participation in- clude educating all of the participants on GIS and it's potential for being one of the best tools for government to use in performing its duties. Also, it will help to keep the cost down for all of the participants. What we are asking is for your city to participate in retaining a consultant who will study our needs, prepare an RFP and evaluate vendors. To do this we are asking you to bring the attached Joint Powers Agreement to your city council for a vote. On May 26, we hope to have the first meeting of the "official" GIS Task Force. At this time we would ask that your city or Township Council consider action on this matter and forward the executed copies of the Joint Powers Agreement to Paul Leegard, Anoka county Highway Department, 1440 Bunker Lake Blvd. Andover Mn, 55304 or John FLora at the City of Fridley no later than May 24, 1988. What we are not. askinq for is your commitment to purchase a Geographic Information System. We expect the total cost of our GIS consultant to be $36,000. The vast bulk of this expense as you can see on the attached Exhibit B will be born by the four Largest cities within the County and the county. Although we won't know what the share of any given city will be until we know how many cities are willing to participate for any city with a population of less than 10,000 the cost would be limited to the lesser of $1,000 or the amount arrived at by the cost sharing formula. o JOINT POWERS AGREEMENT THIS JOINT POWERS AGREEMENT, made and entered into by and between the undersigned units of government, all acting by and through their governing bodies, pursuant to Minn. Stat. S 471.59 providing for the joint exercise of powers. WITNESSETH THAT: WHEREAS, the undersigned governmental units located within Anoka County desire to develop a Geographical Information System, herein referred to as ftGIS", and to . determine specific uses and benefits of GIS to each party; and WHEREAS, the parties to this agreement have determined that it is in the best interests of all parties to develop a GIS that has common uses to the parties within Anoka County, including provision for exchanges of information between the parties; and WHEREAS, the parties desire to make a joint decision concerning the best method to determine needs and select a GIS including the possibility of a joint purchase of equipment and software programs; and WHEREAS" the parties agree that it is in their best interests that the cost of the development of GIS project be ,shared and their respective responsibilities and obligations be defined; NOW THEREFORE, in consideration of the mutual agreement contained herein and in ~xercise of the power granted by Minn. Stat. S 471.59, the parties to this agreement do mutually agree as follows: '. L PURPOSE o The parties agree that they have joined together for the purpose of determining the direction of GIS in Anoka County, recommending a common GIS system which may be acquired by all the parties hereto, with uniform standards including hardware and software, for the GIS and providing for the purchase and administration of GIS. o -2- u. METHOD The parties are hereby providing for the establishment of a task force to carry out the purpose set forth above. The task force shall be known as the Anoka County Geographical Information System Task Force, hereinafter referred to as "Task Force". Ill. JOINT POWERS PARTICIPANTS AND TERM Anoka County and any city or township located within Anoka County are eligible to participate in this joint powers agreement. The conditions of this joint powers agreement shall be effective as to an eligible participant when the joint powers agreement has been executed by the duly authorized representatives of that party. Each party hereby certifies that authority to enter into this Agreement has been established by a duly passed resolution of its'respective governing body. This agreement shall commence when it has been duly executed by a minimum of four parties, each of which has a population of at least 10,000 based on April 1, 1987, Metropolitan Council population estimates, and shall continue until termina!ed as provided herein. IV. TASK PORCE 1. Membership. The governing body of each party shall appoint one person from its staff to serve as a member of the Task Force and one person as an alternate to serve in the absence of the appointed member. 2. Term. All members shall serve at the will and pleasure of the appointing authority. The appointing authority shall notify the Anoka County Administrator of the member and alternate appointed to the Task Force and of any changes to the appointment. 3. Quorum. A majority of all appointed members shall constitute a Task Force quorum. o -3- 4. Meetin!;s. o The first meeting of the Task Force shall be at 10:00 a.m. on Thursday, May 26, 1988, or on the third Thursday of the month in which the agreement takes effect, whichever is later, at the Fridley City Hall, 6431 University Avenue N.E., Fridey, Minnesota 55432. At the first meeting, the Task Force shall elect a chairperson, and shall adopt rules of procedure for its operation. 5. Recommendations. Recommendation by the Task Force of a specific GIS system including hardware and software will require agreement between the County and the cities and townships party to this Agreement. v. POWERS OF TASK FORCE The Task Force shall have the following powers and responsibilities: 1. to determine the direction of GIS in Anoka County and establish county-wide standards; 2. to engage a consultant to determine uses, system configurations, and cost estimates, to develop a request for proposal for the GIS, to assist the Task Force in recommending a GIS system including hardware and software, and to assist the Task Force in the acceptance process of a GIS system; 3. to accept donations from private sources for payment of costs associated with the GIS system pursuant to an appropriate resolution adopted by the Anoka County Board of Commissioners; 4. to make a recommendation to the governing bodies of the parties on a specific GIS system including hardware and software; 5. to provide guidance for the operation of a county-wide GIS, including the exchange of information between the parties. The Task Force will select the consultant based on interviews conducted with o potential consultants. The Task Force will recommend a GIS system including hardware and software. Prior to the recommendation of a GIS system including hardware and software, each Task Force member will consult with the member's appointing authority. -4- o. VL FUNDING The parties to this joint powers agreement will provide funding for the cost of the consultant selected by the Task Force and of related expenses associated with the preparation and publication of the Request for Proposal for the GIS based upon the formula developed by the Northern Mayors' Association to determine its annual fees. Population figures will be determined based on the April 1, 1987, Metropolitan Council population estimates. Assessed valuation will be determined based on the Anoka County Assessor's January 2, 1988, valuation. The parties agree that the proportionate share of Anoka County under this formula will be determined based upon the largest population share of a participating city and the largest assessed valuation of a participating city. The parties agree that any party which has a population of less than 10,000 based on April 1, 1987, Metropolitan Council population estimates will provide funding for its proportionate share under this formula, or $1,000.00, whichever is less. In no event without specific authorization from each governing body of the parties shall the total costs to the parties of the consultant and related expenses exceed $36,000 for services provided to the Task Force. Each party shall pay its proportionate share of costs within 30 days of written request by the Task Force. It is agreed that any surplus monies provided to the Task Force shall be returned to the parties in proportion to the contribution of the parties. It is understood and agreed by the parties that a party may request the consultant to perform additional tasks specifically for a party and that the cost for such services provided to the party shall be paid by the party requesting the service. vn. FISCAL AGENT Anoka County will act as administrative and fiscal agent of the funds provided by o the parties to this agreement. A strict accounting shall be made of all funds and a report of all receipts and disbursements related to this joint powers agreement shall be made upon request of any party. o -5- vm. GIS PURCHASE At the direction of the Task Force, Anoka County shall execute any contracts. employing the consultant, authorizing the preparation of specifications and advertising for bids to acquire the hardware and software necessary to implement the GIS selected by the Task Force. The parties agree that by jointly purchasing the hardware and software .for GIS it may be possible to minimize costs. Anoka County agrees to act as purchasing agent for any GIS joint purchase. Each party th~t chooses to participate in a GIS joint purchase shall pay the costs for the components which that party chooses to purchase. IX. CONTRACTS AND PURCHASES All contracts and purchases made' pursuant to this agreement shall be made by Anoka County and shall conform to the requirements applicable to the County. X. COUNTY GIS RESPONSIBILITIES The standard data format for the GIS will be established by Anoka County after consultation with the other parties to the Agreement. Anoka County agrees to assume the following responsibilities in the event that Anoka County chooses to purchase and operate GIS for Anoka County: 1. Anoka County will provide monitoring and quality assurance services to the parties to check accuracy of data and compliance with the county-wide data standards for entry of data into GIS. 2. Anoka County will maintain a pool of data which has been entered into GIS. Data entered into GIS will be jointly owned by the parties to this agreement. It is understood and agreed by the parties that Anoka County will not do initial data entry on behalf of a party to this agreement. Each party will be responsible for its own data entry and for the cost of the hardware and software it purchases. o o -6- XI. AUDIT AND RECORDS RETENTION The records and documents relating to all matters which are the sUbject of this .Agreement shall. be subject to inspection, review and audit by the parties and State officials so authorized by law during regular business hours. All such records shall be retained for a period of at least three years after termination of this agreement. If any- party furnishes a written request during this period requesting retention of records beyond the three year period, records shall be retained for the period requested. xu. COMPLIANCE WITH LAWS/DATA PRACTICES . The parties shall comply with all applicable laws, ordinances and regulations in their performance under this Agreement. All data collected, created, received, maintained, disseminated, or used for any purpose in the course of performance of this Agreement is governed by the Minnesota Government Data Practices Act, Minnesota Statutes S 13.01 et seq. or any other applicable state statutes and any rules adopted to implemenf the Act, as well as State and Federal laws on data privacy. The parties agree to abide by these statutes, rules, and regulations currently in effect and as they may be amended. xm. AFFIRMATIVE ACTION In accordance with Anoka County's Affirmative Action Policy and the County Commissioners' Policy against discrimination, no person shall illegally be excluded, on the basis of race, creed, color, sex, marital status, public assistance status, age, disability, handicap or national origin. from full employment rights in. participation in. be denied the benefits of, or otherwise be subject to discrimination under any. program service. or activity which is the subject of the Agreement in accordance with the provisions of any and all applicable federal and state laws against discrimination. o -7-: o XIV. INDEMNIFICATION The parties mutually agree to indemnify and hold each other harmless from all claims, demands, and causes of action of any kind or character, including the cost of defense thereof, resulting from the acts or omissions of their respective commissioners, officers, officials, agents and employees relating to activities conducted under this Agreement. xv. ENTIRE AGREEMENT/REQUIREMENT OF A WRITING It is understood and agreed that the entire agreement of the parties is contained herein and that this Agreement supersedes all oral agreements and all negotiations ... between the parties relating to the subject matter thereof, as well as any previous agreement presently in effect between the parties relating to the Subject matter thereof. Any alterations, variations, or modifications of the provisions of this Agreement shall be valid only when they have been reduced in writing and duly signed by the parties herein. XVL WITHDRAWAL Any party shall have the right to withdraw from this Agreement in the following manner: . The governing body of the withdrawing party shall pass a resolution declaring its intention to withdraw effective on a specified date, which date shall not be less than thirty days from the date of the resolution, and shall send a copy of the resolution to each party's governing body. Withdrawal by a party shall not result in the discharge of any legal or financial liability incurred by such party before the effective date of withdrawal. After the effective date of withdrawal, the withdrawing party shall no longer be entitled to participate on the Task Force. o o xvn. TERMINATION This agreement shall continue indefinitely until the occurrence of either of the following events: 1. There are less than four remaining parties to the Agreement after other parties have withdrawn pursuant to Section XVI of this Agreement; or 2. All parties, or all remaining parties, mutually agree to terminate the Agreement by joint resolution passed by the parties' governing bodies. -8- o o -9- IN WITNESS WHEREOF, the parties or this Agreement have hereunto set their hands on the dates written below: COUNTY OF ANOKA By: .. Dan Erhart, Chairman Anoka County Board or Commissioners Dated: ATTEST: By: . . " .. John "Jay" McLinden County Administrator Dated: . APPROVED AS TO FORM Assistant Anoka County Attorney o CITY OF By: Name Title Dated: By: Name Ti tle Dated: CITY OF By: Name Title Dated: . By: Name Title Dated: I f..Jbl/(,; Wvr'l.) PI'" e- & COMPUTER-BASED MAPPING SYSTEMS SAVE TIME AND EFFORT o MICHAEL HO~EA Garland. Te... Mr. Honea has written extensively .bout high technology eompanies, prod. uet.s. and services. o IF a public works department needs to construct a report with maps . showing ail city-owned street lamps, their locations, and an inventory list- ing the type of lamp, wattage, and height of the light pole, how long would it take staff engineers to com. pile it? H the planning commission needs to know the location of all water and sewer lines in a three-mile square sec- tion of the city, how long will it take to get the maps and how accurate will they be? . These could be actual require. ments in most any city in the country. They could produce a nightmare of research. compiling of data. typing of reports, and drawing of maps. But such requirements. and hundreds of others, are handled easily and quickly by a computer-based mapping system graphically linked to a database. This geo.processing system is a coUection of information from various city de- partments that can be used to con- struct almost any type of report, with accompanying maps to display the in- formation. While Geographic Information Sys- tems (GIS) have been hailed as one of the greatest technological advance- ments ever to impact city administra- tion, most cities rmd the technology cost prohibitive. Because of limited resources, many communities are forced to work with obsolete maps. To make matters worse, many of the maps are not drawn to the same scale. This means it is difficult, at best, to merge water and sewer lines with street maps. Such discrepancies make it all the more difficult to add .new facilities among a maze of pipes and conduits or to make repairs with. out damaging other lines. Obsolete maps also add to the general cost of street maintenance and create inac- curacy problems in zoning and juris- dictional issues. Many cities, however, are rmding a computer-based mapping system to be the solution to these problems. Nonetheless, as mentioned earlier, only a few cities are actually using computer mapping because off the cost. A typical system, including hardware, software, and the expense PUBI.JC WORKS for April, 1988 of establishing and inputing a di. gitized data base, can cost more that $500.000 over a period of years. Once installed and operational, computer mapping can save untold manhours of tedious work, eliminate many human errors, and save literally thousands of city tax dollars a year. The question becomes: Is the cost of computer.based mapping worth the price, and how can it be justified? H the system were restricted to use by one city department, such as pub- lic works. the answer might be no.. But geo-processing has wide applica- tions in nearly every city function. For example: The appraisal and tax department can use the maps to display lists and locations of delinquent properties, along with the names of owners. The fire department can use it to show gas cut-off valves within a certain area. and the location of each with respect to schools and churches. The police department can use computer gener- ated maps to display jurisdictional boundaries. patrol zones, high crime districts, fence locations, and call box locations. The city council can receive maps detailing political boundaries and all public works projects in pro- gress in each district. with a detailed analysis of costs for each. . Keys to Computer Mapping Two elements are essential to effec- tive geo-processing: a well designed database and the software capable of performing extensive geographic analysis. Information may be assem. bled in any format. For example, in. formation can be displayed alpha- betic ally, numerically. by district. by zone, by street address. by land use. by location. or even property owner's name. Also, the information in the database must have a geographical relationship. The software must also be able to relate the data to a geo- graphic location to produce a map. The mapping system. then. must have the capability to assimilate this data. build the appropriate files by extracting information from the database. and produce a system of overlays which will accurately display that information in map form on a color CRT or plot it as a hard copy map. The mapping portion of the software is different from a com- . PHOTO 01 the CRT screen oIa Geographic In'annatlon System mapping system. This Eule.., Texas street map section Ihows. propoaed zoning change, highlighted in rad. 47 o puter-aided drafting (CAD) system. Designed specifically to produce maps, the mapping system must be capable of accepting input from mul- tiple coordinate systems such as state plane coordinates, lat1tude, and lon- gitude. What really separates the GIS from a CAD system is its ability to ad- dress and process data with respect to geographic location. Spatial data, for example, can be entered in one coordinate system of the mapping module and analyzed or displayed in another. A CAD system. while allowing for entry of some ground coordinates. does not support the complex transfonnation mathe- matics required to operate within the database. EdRe mapping and creating a "seamless" map are critical features of the GIS mapping system since maps are seldom stand. alone entries. Rather. they are complex lay en of dra.....ings and tnfonnation that must be conne<:ted to other sheets. Not only is it necessary for the e<:!ges to match, but the mapping system must have the intelliRence to redraw accurately maps that span many e<:!ges. This means the s}'stem must "see" beyond the e<:!Re of the map it is currently creating to the information to be drawn on the next sheet. At all times. the mapping system must know where it is. , CAD systems are .....ell suite<:! for ar- chitectural dra.....inRS and e"en the de- once. That information becomes available as needed by the geo- processing system. Depending on the city's needs,data can remain in the accounting and ftnancial databases and the mapping system can access it only when needed, or all infonnation can be downloaded directly to the GIS. Creation of the graphic database involves digitizing existing city and utility maps. Once input, infonnation, both graphic and non-graphic, must be merged into one comprehensive database. A complete GIS database will be composed of municipal maps and infonnation secured from such existing city computer programs as utility billing, tax billing, building pennits, municipal courts. and police infonnation. to name a few. To make maximum use of the in- fonnation, the mapping system must be able to access the city files easily and rapidly. Convenely, for all city departments to gain the benefits of the mapping capability, the GIS must be available to them through file transfer. A Geographic Infonnation System can be a tremendous productivity tool to many city departments if its de- velopment and use are carefully thought out and implemented. The system becomes extremely cost effec- live by saving manhours and com. puter time in the compiling and proc- essing of data and then drawing the o sign of printed circuit boards. but they cannot support mapping adequately because their drawings are entered as single sheets. Database Interface To be most effective, by reducing the expense of data entry, a GIS should interface with other existing city databases. To do this, the map- ping system should be able to locate and retrieve, then process for map creation, data residing in non- mapping computer files. For exam- ple. data entered into an IBM System 36 or System 38 mainframe computer by the accounting, tax, ,or public works departments, or even the mu- nicipal courts, need be input only maps. When the initial cost of the sys- tem is amortized over a variety of city departments, the expense can be compared to many stand-alone CAD systems. However, the difference is that a CAD system is designed to. create drawings while a GIS mapping system has the capability to address and manipulate data with respect to its geographic location. Advancements in hardware and software will continue to make the mapping systems more cost effective as the expense of equipment and pro- grams goes down. However, many growing communities are seeing the advantages of starting to build a GIS capability. They simply cannot afTor~ , to fall further behind. 000 o CITY OF ANDOVER REQUEST FOR COUNCIL ACTION DATE May 10, 1988 ITEM NO. Approve Purchase Agrmts/Nordeens Add. BY: James E. Schrantz AGENDA SECTION NO. ORIGINATING DEPARTMENT 5. . Engineering The city Council is requested to approve the purchase agreements for the lots in Nordeen's Addition. These agreements were in the 5/3/88 packet. We have received a new offer from the low bidder so they are now the high bidder. I will bring to meeting. MOTION BY TO COUNCIL ACTION SECOND BY o CITY OF ANDOVER REQUEST FOR COUNCIL ACTION DATE May 10, 1988. AGENDA SECTION NO. ORIGINATING DEPARTMENT Engineering APPROVED FOR AGEN AJ 1\ ( -ljJ BY: (J V ITEM NO.6. Polic y Discussion James E. Schrantz BY: Interest on escrow funds for development contracts. When the City first started using development contracts and escrowing funds, the agreements were silent on the issue of interest to be paid on the escrow funds. In 1983 interest rates were higher and the developers were using different forms of escrow where they could get interest on t~e escrow. Actual Case - Rademacker Escrow $36,450 in 19~3 for project 80-3. He wants to know if Andover will pay interest on the funds. I recommend that Andover not pay interest until at least 1983. If Andover was to pay interest from 1983 to date, the costs as shown on the attached sheet. I don't know of any other pre-1983 development contracts. The question is 1) should Andover pay the interest or not; 2) if so, what rate? Attached is a calculation starting in 1983 using Andover's interest rate earned minus 1% for the city investment costs and overhead. COUNCIL ACTION c MOTION BY TO SECOND BY 20/20 file:radamacherrefund 0 INTEREST RATE interest amount 1983 9.00% (-1%) 8.00% X $36,450.00 X 12 months $2,916.00 1984 9.50% (-1%) = 8.50% X $36,450.00 X 12 months = $3,098.25 1985 7.50% (-1%) 6.50% X $36,450.00 X 12 months = $2,369.25 1986 = 6.50% (-1%) = 5.50% X $36,450.00 X 12 months = $2,004.75 1987 6.50% (-1%) = 5.50% X $36,450.00 X 12 months = $2,004.75 1988 = 7.00% (-1%) = 6.00% X $36,450.00 X ?? months = ? ? $12,393.00 o o CITY OF ANDOVER REQUEST FOR COUNCIL ACTION AGENDA SECTION NO. DATE May 10, 1988 ORIGINATING DEPARTMENT Engineering ITEM NO. Personnel Polic 7 . BY: James E. Schrantz The Sick Leave policy ended at 1988 but is unclear what happens in 1989. Was the intent to continue increasing percentage or continue as 1988. Sexual Harassment - I have copied the Statute Chapter 363. More information to follow. MOTION BY TO COUNCIL ACTION SECOND BY POLICY NO.3 - SICK LEAVE (Effective April 4, 1984) o I. POLICY The City of Andover shall provide sick leave for all permanent employees subject to the provisions of this policy. II. PROVISIONS A. Paid sick leave is accumulated at a rate of one day per month for each month of service. B. New employees will not be allowed to use sick leave until the completion of one month of service, at which time they will be credited with one day of accrued sick leave. C. Illness or injury occurring during a scheduled vacation or over any holiday will not be counted as paid or unpaid sick leave. o D. Extended illness, which continues beyond the limits of. any employee's paid sick leave accrual may be considered for coverage. A supervisor wishing to recommend such a considera- tion should send a written recommendation to the City Council for a final determination. If extended sick pay is approved it will be charged against the employee's future sick leave accrual which will resume under the usual stipulations when the employee returns to work on a permanent full-time basis. Before the extended sick pay begins, all of the employee's vacation for which he is eligible must have been taken, either prior to or during the illness. E. Permanent part-time employees are eligible for sick leave benefits on a pro-rata basis. (Adopted 1/86). F. In order for an employee to be eligible for sick leave payment in excess of three (3) consecutive days, the employee must furnish the City with a physician's statement verifying the need for time-off. G. Employees shall be paid for unused sick leave at time of termination of employment from the City, provided however the employee leaves the City under favorable conditions and in good standing. The following schedule shall be used in the determination of pay-off: o .. o POLICY NO.3 - SICK LEAVE (Cont.) 20% - all employees with two (2) through fi ve (5) years service time o At no time will any employee be paid for more than 400 hours as a pay-off. H. Employees not reporting to work because of illness or other personal reasons should notify their supervisor within one- half hour following the beginning of their work day. I. Sick leave of all employees must be reported. J. Disability Insurance shall be available to City employees. with the premiums for such insurance being paid by the employee through a deduction from accumulated sick leave benefits. o " , '~.' . ; -\ ; I,.'" .~ \~: 363.01 J)F.I'ARTI\I~:NT OF IIlJI\IAN RIGHTS CHAPTER 363 DEPARTMENT OF HUMAN RIGHTS 363.(11 363.02 363.03 363.031 363.04 363.05 363.06 363.061 363.071 363.072 363.073 363.074 . 363.075 363.091 I>clinitinn~. Ex~rnllti()lIs. l 'nfair discriminatory practices. li111itatioll!i on wniver, Dcparlmcnl or human rights. Duties of commissioner. Grievances. Access to case flies. Hearings. Di5trict courl. review orders of panel or examiner. Ccrlilic::1tcs of compliance for public contracts. Rules for certificates of compliance. Emergency rules. Enforcement. 363.101 363.1 t 363.114 363.115 363. It 6 363. It 7 363.12 363.121 363.123 363.13 363.14 Unfair discriminatory practice a misdemeanor. Construction. Jurisdiclion of county commissions. Referral to local commission. Transfer 10 commissioner. Wilhdrawal from a local commission. Declaration of policy. Department attorney. Violation of act. Citation. Court actions. suits by private parties, intervention. district court jurisdiction, attorney's fees. and costs. 363.01 DEFINITIONS. Subdivision I. Terms. For the purposes of this chapter, the words defined in this section have the meanings ascribed to them. Subd. 2. [Repealed, 1965 c 586 s 6] Subd. 3. Hoard. "Board" means the state board of human rights. Subd. 4. Employment allency, "Employment agency" means a person or persons who, or an agency which regularly undertakes, with or without compensation, to procure employees or opportunities for employment. Subd. 5. Labor lIrllanization. "Labor organization" means any organization that exists wholly or partly for one or more of the following purposes: (I) Collective bargaining; (2) Dealing with employers concerning grievances, terms or conditions of employ- ment; or (3) Mutual aid or protection of employees. Subd. 6. National millin. "National origin" means the place of birth of an individual or of any of the individual's lineal ancestors. Subd. 7. Person. "Person" includes partnership, association, corporation, legal representative, trustee, trustee in bankrnptcy, receiver, and the state and its depart- ments, agencies, and political subdivisions. Subd. 8. Respondent. "Respondent" means a person against whom a complaint has been flied or issued. Subd. 9. Unfair discriminatory practices. "Unfair discriminatory practice" means any act dcscribed in section 363.03. Subd. 10. Discriminate. The term "discriminate" includes segregate or separate and, for purposes of discrimination based on sex, it includes sexual harassment. Subd. lOa. Sexual harassment, "Sexual harassment" includes unwelcome sexual advances, requests for sexual favors, sexually motivated physical contact or other verbal or physical conduct or communication of a sexual nature when: (I) submission to that conduct or communication is made a term or condition, either explicitly or implicitly, of obtaining employment, public accommodations or public serviccs, cducation, or housing; (2) submission to or rcjection of that conduct or communication by an individual is used as a factor in decisions affecting that individual's employment, public accom- modations or public services, education, or housing; or (3) that conduct or communication has the purpose or effect of substantially 7220 .f f ~,~ i ~ \ ;,{ .; o 7220 7221 DEPARTMENT OF HUMAN RIGHTS 363.01 10J Unfair discriminatory practice a misdemeanor. I ('onslruction. 14 Jurisdiclion of county commissions. IS Referral 10 local commission. 16 Transfer 10 commissioner. J 7 Withdrawal from a local commission. 2 Declaration of pot icy. 21 [)cpanmcnl allorney. 23 VioJalion of aCI. 3 Cilation. 4 !2ourl aCI.ions. suits by private panics, InterVCD!IOn, dislrict coun jurisdiction. aUorncy 5 fees, and cosls. interfering with an individual's employment, public accommodations or public serv- ices, education, or housing, or crcating an intimidating, hostile, or offensive employment, public accommodations, public services, cducational, or housing environment; and in the case of cmployment, Ihe cmployer knows or should know of the existence of the harassment and fails to take timely and appropriate action. Subd. II. [Repealed. 1967 c 897 s 29J Subd. 12. Real property. "Real property" includes real estate, lands, tenements, and hereditaments. corporcal and incorporeal. Subd. 13. Real estate broker or salesperson. "Real estate broker or salesperson" means, respectively, a real estate broker as defined by section 82.17, subdivision 4, and a real estate salesperson as defined by section 82.17, subdivision 5. Subd. 14. Commissioner. "Commissioner" means the commissioner of human rights. Subd. 15. Employer. "Employer" means a person who has one or more employees. Subd. 16. Party in interest. "Party in interest" means the complainant, respon- dent, commissioner or board member. Subd. 17. Hearing examiners. "Hearing examiners" are persons admitted to practice law who are selected by the commissioner to conduct hearings. Subd. 18. Pnblic accommodations. "Place of public accommodation" means a business, accommodation, rcfreshment, entertainment, recreation, or transportation facility of any kind, whether Iicenscd or not, whose goods, services, facilities, privileges, advantages or accommodations are extended, offered, sold, or otherwise made availa- ble to the public. Subd. 19. Public services. "Public service" means any public facility, depart- ment, agency, board or commission, owned, operated or managed by or on bebalf of tbe state of Minnesota, or any subdivision thereof, including any county, city, town, township, or indepcndelll district in the state. Subd. 20: Educational institutions. "Educational institution" means a public or private institution and includes an academy, college, elementary or secondary school, extension course, kindergarten, nursery, school system and a business, nursing, profes- sional, secretarial, technical, vocational school; and includes an agent of an educational institution. Subd. 21. Religious or denominational educational institutions. "Religious or denominational educational instilution" means an educational institution which is operated, supervised, controlled or sustained primarily by a religious or denomination- al organization. or is one which is stated by the parent church body to be and is, in fact, officially rclated to that church by being represcnted on the board of the institution, and by providing substantial financial assistance and which has certified, in writing, to the board that it is a religious or dcnominational educational institution. Subd. 22. Charging party. "Charging party" means a person filing a charge with the commissioner or the cOlllmissioncr's designated agent pursuant to section 363.06, subdivision I. Subd. 23. Complainant. "Complainant" means the commissioner of human rights after issuing a complaint pursuant to section 363.06. Subd. 24. Local cOlllmission. "Local commission" means an agency of a city, county, or group of counties created pursuant to law, resolution of a county board, city charter, or municipal ordinance for the purpose of dealing with discrimination on the basis of race, color, creed. religion, national origin, sex. age, disability, marital status, status with regard to public assistance, or falllilial status. Subd. 25. Disability. "Disability" means any condition or characteristic that renders a person a disabled person. A disabled person is any person who (I) has a physical or mental impairmcnt which substantially limits one or more major life activities; (2) has a record of sucfl an impairment; or (3) is regarded as having such an impairment. AN RIGHTS apter, the words defined in this of human rights. cY"Omeans a pe,r son or persons or ut compensation, to " means any organization that purposes: erms or conditions of employ_ eans the place of birth of an ssociation, COrporation, legal and the state and its depart- on against whom a complaint air discriminatory practice" ncludes segregate or separate des sexual harassment. " includes unwelcome sexual d physical contact or other I nature when: made a term or condition public accommodations 0; munication by an individual em~ent, public accom- e or effect of substantially l( 11 I .~