HomeMy WebLinkAboutSP January 9, 1986
o
o
o
CITY of ANDOVER
SPECIAL CITY. COUNCIL MEETING -
Call to Order - 7:30 P.M.
1. Organizational Structure
a. Org~izational Chart
b. Clerk/Treasurer PosHion
c. Accounting. Clerk Position
2. Administrative Policy/Changes
3. Martin Luther King Day
4.
~
o
o
o
-. '
CITY OF ANDOVER
REQUEST FOR COUNCIL ACTION
DA Tf January 9, 1986
NDA SfCTION
No..
BY;
'Ihe City Council is requested to approve the attached organizational
structure.
'Ihe City Attorney and Fire Chief have been left out of the administrative
structure because I have assurred that the Council wants the Attorney and
Fire Chief under their direct control.
After reviewing the duties of the Clerk/Treasurer, I have concluded that
rrost of the functions except for the elections, insurance and workers
conpensation claims are perfOrm:;rlby existing personnel. (See Attachrrent)
'Iherefore, I am recomrrending that the City Council appoint Shirley
Clinton as Clerk/Treasurer and vicki Volk as Deputy Clerk and hire a
full time utility billing clerk.
Shirley does the financial part of the Clerk position now along with the
treasurer functions. Vicki does special assesSIrents and has done the
licenses.
Shirley"s salary I reC()!'[IDiilld be adjusted to $20,500/year and Vicki's
adjusted to $16,200/year.
3. Clerical - (copying, assembling agendas, answering phones, filing,
notices, misc. office duties)
4. Meetings (Cable TV, Economic Developrrent, Coon Creek Watershed,
Crooked Lake Cleanup, Hazardous Waste).
, Administrator
IHM Organizational Structure
NO.
BY:
la
We have areas that we need help:
1. Building Depart.rrent (during construction season)
2. Engineering Department (maps, project records, as-builts)
5. Personnel (insurance, workers conpensation claims, etc.)
COUNCIL ACTION
MOTION BY
TO:
SECOND BY
o
Organizational Structure
Page 2
6. Zoning and Development (zoning canplaints and plat review)
7. Public works (summer months)
Possible irmrediate solutions:
1. Building - hire part-tine person for construction season or have
Public Utilities inspect the water and sewer connections.
2. Clerical - hire a Clerk/typist to do some of the phone work, filing,
copying, agenda assembling for Parks, P&Z, and Council, prepare
mailings such as notices.
3. Public Works - we have said we will hire Tim Koltes again this summer.
4. The above leaves engineering technician, meetings, personnel, zoning
and developing needs that need to be satisfied.
We have about $43,500 budgeted to fill these positions.
Shirley and Vicki adjustment is $3,300.
Fulltine utility billing $2,000 plus $10,505 budgeted.
o
d'Arcy's salary is $3,900.
Clerk/typist - $11,000
$43,500 minus $20,200 leaves $23,300 to fill the other needed positions.
Dave Almgren works 43 hours per week.
I would like to have him work 40 hours per week and attend p&Z and Council
meetings where P&Z followupis needed. p&Z usually has questions that
relate to the Building Department and Dave could give them the answers
and participate in their meetings. Also, he has an engineering background
and is very helpful on subdivision items and development items.
Custodial Service
The Council hasn't adjusted Karen's salary for the past two years. If
we use the across the board increases for the past two years, her hourly
rate would be $4.58 compared to the $4.20. she has been receiving.
JES :vv
o
.
o
CLERK/TREASURER
*Elections
Notice of regular and special elections or appointment to office,
certify to County Auditor all appointments and results of city
elections
Voter registration
*Keeps
1. Minute book of proceedings of Council
2. Ordinance Book
3. Account book of:
a. all money transactions of the City, including date and
amounts of all receipts and from who the money was received
b. all orders drawn upon the treasurer with their payee and
object
4. Prepares agenda
o *Act.As
Clerk and bookkeeper
*Custodian of
Seal
Records
*Official Duties
Signs official papers
Post and publish notices, ordinances & resolutions
Receive applications for and issue various municipal licenses & permits
Coordinate insurance matters
Special Assessment Records
Property Records
Payroll
o
o
:n
~
/'Ir
~-,
....
~
117r>
(: 0
~~
~ c:.
~' C~
-:.
,..
..~
~
-;
<::)
~ I~
~
-lr-,
!
\'Ib&
~l~~ r-
< <:.
1: ~
~ ~
I::>
~
I' J
-,
o
~f~
-
- -
~~r-
~
ai? r-~
~
-
-
r:>dl
~CXl
-Ir-
~-
~I'\ ......,
~(
~O
(b1i":l
?'i0.
S?
FV
..:....
.
~~
SI\l-
&~
(\<>
$
r-
L
D-
-
'-- ,
t
~
~~
~ "; r-
~""<\
et.
A
b'D
c. _
~ ~
(\ "
..
('-
~~
o
V\ ?5?
~ 3{(
~~~
~ ~,
~, J
D
at ~(J
- ~S ?<:;
"'-, ~
- "'l'
1- '1'\
- lI{
(":)0 ""
r--Ib
iii..... ~
N~r- -
'}:-;:
O(b
f~ ~~
...~
"'r-
~ ... t
~ ~'"
"'\0 f'
.
.
"
. .
o
o
o
o
-..
{
. CITY OF ANDOVER
REQUEST FOR COUNCIL ACTION
DATE January 9, 1986
NDA SECTtON
NO.
APPROVED FOR
AGW
BY:
ITEM
NO.
Martin Luther King Day
3
Administrator
BY: 'v. Volk
'I'he City Council is requested to make a decision regarding
Martin Luther King Day.
Attached is a copy of the State Statute which requires that
Martin Luther King Day isa mandatory holiday.
Also attached is an article out of' the League magazine
regarding this day.
w
COUNCI L ACTION
SECOND BY
MOTION BY
TO:
645.43 INTERPRETATION OF STATUTFS
10118
already run shall be deemed a part of the time prescribed as such limitation in such
law passed a1 the same session of the legisla1ure.
History: 1941 c 492 s 43
DEFINITIONS OF WORDS AND PHRASES
645.44 PARTICULAR WORDS AND PHRASES.
Subdivision 1. Meanings ascribed. The following words, terms, and phrases
used in Minneso1a Statutes or any legislative act shall have the meanings given them
in this see1ion, unless another intention clearly appears.
Subd. Ia. AppelIate courts. "Appellate courts" means the supreme court and
the court of appeals.
Subd. 2. Clerk. When used in reference to court procedure, "clerk" means
the clerk of the court in which the action or proceeding is pending, and "clerk's
office" means his office.
Subd. 3. County, town, city. When a county, town or city is mentioned,
without any particular description, it imports the particular county, town or city
appropriate to the matter.
Subd. 3a. [Repealed, 1976 c 44 s 70]
Subd. 4. Folio. "Folio" means 100 words, counting as a word each number
necessarily used; if there be fewer than 100 words in all, the paper shall be
computed as one folio; likewise any excess over the Iilst full folio.
Subd. 5. Holidays. "Holiday" includes New Year's Day, January 1; Martin
Luther King's Birthday, the third Monday in January; Washington's and Lincoln's
Birthday, the third Monday in February; Memorial Day, the last Monday in May;
Independence Day, July 4; Labor Day, the first Monday in September; Christopher
Columbus Day, the second Monday in October; Veterans Day, November 11;
Thanksgiving Day, the fourth Thursday in November; and Christmas Day, Decem-
ber 25; provided, when New Year's Day, January 1; or Independence Day, July 4;
or Veterans Day, November 11; or Christmas Day, December 25; falls on Sunday,
the following day shall be a holiday and, provided, when New Year's Day, January
1; or Independence Day, July 4; or Veterans Day, November 11; or Christmas
Day, December 25; falls on Saturday, the preceding day shall be a holiday. No
public business shall be transacted on any holiday, except in cases of necessity and
except in cases of public business transacted by the legislature, nor shall any civil
process be served thereon. However, for the executive branch of the state of
Minnesota, "holiday" also includes the Friday after Thanksgiving but does not
include Christopher Columbus Day. Other branches of state government and
political subdivisions shall have the option of determining w\;;:~h;:~ '::bristopher
Columbus Day and the Friday after Thanksgiving shall be holidays. Where it is
determined that Columbus Day or the Friday after Thanksgiving is not a holiday,
public business may be conducted thereon. '
Any agreement between a public employer and an employee organization citing
Veterans Day as the fourth Monday in October shall be amended to cite Veterans
Day as November 11.
Subd. Sa. Public member. "Public member" means a person who is not, or
never was, a member of the profession or occupation being licensed or regulated or
the spouse of any such person, or a person who does not have or has never had, a
material financial interest in either the providing of the professional service being
licensed or regulated, or an activity directly related to the profession or occupation
being licensed or regulated.
10119
~
~
j
i
f,
:{
,
--i
Subd. 6. Oath;
in all cases where by la
cases "swear" includes'
Subd. 7. Person.
corpora Ie, and to part
Subd. 8. PopuI'
"population" and "in
decennial census unles.
Subd. 9. Record
required or permittedlcl!
imports that it must
purpose, unless othen\
Subd. 10. Seal.
required by law to be'
thereof upon the pape
substance thereto atta'
Subd. 11. State;
"state" extends to arid
"United States" emb~
Subd. 12. Sheri
forming the duties of
Subd. 13. Time
means a calendar yea
expression "year of t)
Subd. 14. Wri'
representing words a .
must be in the handw'
or his name written....
rubber stamp facsimil
mark made by ano
person with a motor
Subd. 15. May
Subd. 16. Shat
Subd. 17. Viol
Subd. 18. PIe
"mortgage," "condit
referring to a secu'-
interests under artic!
"
:~
J
History: 1941 cI
c 783 s 1; 1959 c S.
1973 c 228 s 1; 197
92; 1980 c 487 s 2J
645.445 SMALL
Subdivision 1.
Statutes or in any
in this section sha
meaning is intended
,"-
o
o
o
o
.
.
Did you know?
Martin Luther King holiday
-
What must cities do regarding
the new Martin Luther King holi-
day?
Chapter 656 of Session Laws 1984
designates Martin Luther King's birth-
day, the third Monday in January, as a
state holiday. This law takes effect Jan.
1, 1986.
State law designates nine mandatory
holidays: New Year's Day, Martin
Luther King's birthday (beginning in
1986), President's Day, Memorial
Day, Independence Day, Labor Day,
Veteran's Day, Thanksgiving, and
Christmas (M.S. 645.44, subd. 5). The
statute gives cities the option also to
designate Columbus Day and the Fri- .
day after Thanksgiving as holidays
(note that the city could designate
either, both, or neither of these as
holidays (A.G. Op. 276, Sept. 29,
1980, LMC 270).
The law specifically prohibits cities
from conducting official business on a
holiday, except in cases of necessity;
neither may civil process be served.
Thus, on a holiday, the city should not
conduct ordinary business such as hold-
ing meetings or hearings, collecting
utility bills, or issuing licenses (A.G.
Op. 8?la, Aug. 23, .1955., LMC 270).
The city has some discretion in deter.
mining what constitutes "necessity"
but the council must have some rea~
able, factual basis for such a determi-
nation; the city cannot merely declare
arbitrarily that it is "necessary" for aD
city employees to work on any given
holiday (A.G. Op. 276H, Nov. 17
1955, LMC 270). '
Apparently nothing prevents a cin'
from also declaring other days as ci~'
holidays in addition to the mandator;
and optional state holidays. Unlik~
counties, no statute requires citl'
offices to be open for business on ani.
particular days or hours (A.G. Op.
276c. June 28, 1968, LMC 415cl). Of
course, a declaration of a city holiday
other than the 11 state holidays would
only affect city employees and offices.
Note that nothing in the statutes
requires that any holiday be a paid
holiday for city employees. While the
city cannot require its employees to
work on state holidays except where
there is an actual necessity, the statute
does not require that this be paid time
off. The number of paid holidays is up
to local discretion. If union contracts or
personnel policy provisions specify
which holidays will be paid holidays for
city employees, the city must abide by
those provisions unless they change
them.
The LMC and Stanton salary sur-
veys show a great deal of variation in
the number of paid holidays cities
grant. A few cities have no paid holi-
days, while some have as many as 13.
Most cities have between 6 and 11 paid
holidays.
In the case of the new Martin Luther
King holiday, beginning in 1986 cities
should not hold meetings and should
not be open for business on the third
Monday in January. Before then, cities
should also address the issue of wheth-
er or not this will be a paid holiday.
Cities should resolve the issue when
negotiating any labor contracts which
will cover that time period, and should
also consider whether or not to amend
their personnel ordinances or policies
to provide a paid holiday on that day
for non-union employees. .
Minnesota Cities
Co1l1P
,
.
\
t
In Search of
Excellence?
o
If you're looking for microcomputers,
look no further.
MTI ~~~fEEMS~
ESTABLISHED 1916
7874 12TH AVENUE SOUTH
MINNEAPOLIS, MN 55420
612-854-6565
the governmental specialist,
offers you these solutions.
o
. Budgetary Accounting
. Utility BIlling
. Friend of the Court
. Voter Registration
. Word Processing
. Multiplan
. Payroll
. Property Tax
. RegIster of Deeds
. Jury Selection
. Data Manager
. Property Appraisal
. Graphic Map Creation
. Special Assessments
BURROUGHS B20
24
o
o
0'
f
~
o
o
o
CITY OF ANDOVER
REQUEST FOR COUNCIL ACTION
SECTION
Administrative Policy
2
O^TE
January 9, 1986
,ORlCfN^T1NC OEP^RTMENT
Attached are the revisions in the Administrative Policy. You
received these previously.
Deletions in the policy are shown with a dotted line through
them; additions are underlined and items requiring Council
discussion are marked in blue.
w
COUNCIL ACTION
MOTION BY
TO:
SECOND BY
-0-
o
o
CITY OF ANDOVER
REOUEST FOR COUNCIL ACTION
NDA SECTION
NO.
Reports of Conmissions
ITEM Personnel Canmittee Report
NO. 6a & b
ORlGINAJINC DEPARTMENT
Personnel ccmui ttee
BY:
vicki Voll<.
OAT(
Attached are the Personnel conmittee's recomrendations for e 1986
salary increases which will bring all job classifications into conformance
with the comparable worth requirem=nts.
I
,
I
I
I
I
I
I
I
I
I
I
I
I
I
I
,
I
i
i
,
Also attached are revisions in the .Administrative Policy. Only those
policies requiring changes, Council discussion or a new policy are attached.
Deletions in the policy are shC1Nl1 with a dotted line through them; additions
are underlined CjIld items requiring Council discussion are marked in blue.
The only new policy is No. 14 - Drug and Alcohol Abuse.
---------------.-----.+---------..-.-..-- -- -- -.----- ----- -----..--------
COUNCIL ACTION
MOTION BY SECOND BY
--..----------------.--
TO:
* ~ ~ & 6? ":l (f) j3l. b <l ~ l? C-j
(") t-j f-'. ~.
0 I-' I-' < '< ~ rf rf I-' R- f-'. ~
m (1) 5" ~. PJ PJ t-j
(1) 2 f-'- I-' i (f)
Ul ~ rf'1J t-< ~ ~
f-" '1J (f) (f) a h;" 5" 8
Hl PJ Ul rf a g
f-'. rf g ~ t-j Jr ~ (") ~
0 9- PJ \DO I-'
PJ t-j (1) ""-(1) S. 5' ffi rt
rt ffi PJ V) N
f-'. ""- Ul g
8 00 rf
U1
Ul
s:
!!i- I-' I-' I-' tV tV I-' I-' I-' tV W (f)
,a:,. -.J 00 U1 C\ W ,a:,. -.J C\ \D ~*
Ul - - - - - - -
g- o \D -.J . tV ,a:,. I-' U1 tV U1 -.J
0 C\ 00 W -.J 0 tV \D C\ en
0 m 0 00 \D C\ I-' 0 U1 tV K:
I-'
P,
g-
a
u.
c
Ul
ft ,a:,.
P, df'
I-' I-' I-' tV tV I-' I-' I-' tV ,a:,. ~I-'H
,a:,. 00 \D C\ -.J W U1 -.J -.J I-'
- - - - - - \DZ
U1 C\ U1 tV U1 C\ I-' \D C\ w K:~~
C\ 00 W ,a:,. W W 0 o:l tV -.J
0 (J1 I-' 00 00 0 tV tV en w
t'l
1
0 I-'
I
I~ ::r:
I-' I-' I-' I-' ~
'-' 00 \0 N W U1 C\ -.J 00 W \D
.
0 \D W C\ tV 00 U1 tV C\ tV 00
0 00 \D tV ,a:,. U1 U1 C\ ,a:,. o:l \D
I-' I-' I-' I-' N I-' I-' I-' I-' tV U1 !iZ25
I-' ,a:,. ,a:,. U1 ,a:,. I-' tV tV ,a:,. ,a:,. 0 ~~
\D C\ C\ -.J U1 W 0 0 W tV I-'
~
'1J '1J '1J '1J '1J (") (") (") fj to '1J
g. g. 5- g. g. I-' I-' I-' S.
(1) (1) (1) 0 ::s
I-' I-' I-' I-' I-' t-j t-j ~ 0 I-'
f-" f-" f-'. f-'. f-'. ~ ~ g p,
0 0 0 0 0 I 1 f-'. t:J
H ~ ~ rt ::l f-'.
a: a: a: ::s a: H f-'- cO @
0 ::l
t-j t-j ~ t-j H f-'. f-'. cO H 0
~ ~ ~ ~ Ul Ul ::l 8' >-:!
Ul Ul Ul Ul Ul rt rt (") Ul HC-j
* I-' 16 t-j ~@
H H H H (f) (1) 'i;
H H H ~ H 0
H ~ rt ~
* 0
~ t-j
::l
0 f-'. f-'.
Ul Ul
0 rt
H t-j
PJ
rf
0
t-j
o
o
o
PERSONNEL CDlMITI'EE
'!he Personnel Corrmittee recomrrends the following action be taken to confonn to
the comparable worth requirements.
Shirley Clinton's salary be raised $384 to equate her to Public Works II
classification using the following fonnula:
Accormting Clerk I s Points (143)
Public Works II Points (146)
Difference
$17,982
18,685
$ 703
143 points ~ 146 points = 97.95%
97.95% of $18,685 = $384 or $.18/hr.
New salary should be $18,301.95.
Lola Lindquist's salary be raised $1,052 per year to equate her to Public Works
III classification using the following formula.
Clerk-Typist Points (120)
Public Works III Points (119)
Difference
$13,630
14,560
$ 930
119 points + 120 points = 100.84%
100.84% of $14,560 = $1,052 or $.50/hr.
New salary should be $14,682
'!he budget allocated 5% increase; the Cormcil approved an increase of 4%. The
aITDrmt left over from the 4% increase is $2,136.
If the Personnel Committee recomrendations are adopted, the following ~s requested:
Shirley Clinton adjustment
Lola Lindquist adjustment
Subtotal
Budget Balance
Left Over
$384
$1,052
$1,436
$2,136
$ 700
$700 . 11 employees = $63.63 per year
-2-
o
POLICY NO. I.
2.
3.
4.
5.
6.
7.
8.
9.
10.
II.
12.
13.
14.
15.
16.
17.
18.
19.
20.
o
ADMINISTRATIVE POLICIES INDEX
Vacations *
Hiring of Relatives
Sick Leave *
Leaves of Absence
Conflict of Interest
Jury Duty
Tuition Aid *
Seminars, Conferences, Workshops, Sch=ls*
Holidays *
Affirmative Action
Mileage Reimburserrent*
OVerti1re *
Disciplinary Action
Consumption of Alcohol & Mood Altering Chemicals *
*Indicates a change, a need for Council discussion, or a new policy.
o
During 1st year through 5th
During the 6th year
During the 7th year
During the 8th year
During the 9th year
During the lOth through 15th
During the 16th year and each
year thereafter
6.66 hours each rronth
7.33 hours each rronth
8.00 hours each lTDnth
8.66 hours each'lTDnth
9.33 hours each lTDnth
10.00 hours each rronth
POLICY NO. 1 - VACATIONS
o
I. POLICY
I t shall be the policy of the City of Andover to provide paid vacations
for use on a regular basis to all* permanent employees in accordance
with the provisions in this policy.
II. PROVISIONS
A. Employees shall accumulate vacation on the follCJW'ing basis:
SERVICE
VACATION ELIGIBILITY
13.33 hours each lTDnth
o
B. Vacations begin to accrue from the first of the rronth in which
the starting date is on or before the 15th of the lTDnth; and
from the first of the follCJW'ing lTDnth for starting dates on or
after the 16th of the rronth.
The first day of the rronth so established will be the "armiversary
date" for purposes of this policy.
C. Limi ts on vacation accruals -
1. Employees should be encouraged to take vacations on a regular
basis; hCJW'ever, vacation can be deferred and allCJW'ed to accrue
up to 160 hours with written approval of the responsible super-
visor and notification to the City Council.
2. At the effective date of this policy, the level of vacation
hours accrued by an individual may not exceed 160 hours.
3. Each armiversary date thereafter an evaluation will be made
to see that hours accrued do not exceed the maxiIm.nu or hours
over the maximum will be forfeited.
4. Pennanent part-tine employees shall accrue vacation hours on
a pro-rate share of 160 hours.
*Permanent part-time employees shall accumulate vacation on a pro-rate of
eligibility based on the previous rronth worked.
III. SCHEDULING VACATIONS
o
A. It is both the supervisor's and employee's responsibility to plan
vacation use, recognizing policy limits. Supervisors should make
every effort to accomodate employee vacation requests, recognizing
that the needs of the City do carre first.
Policy No. 1 - Vacations
o
---'B:---Holidays falling within a vacation period-will'not--be--eonsidered-
vacation.
c. Pay in lieu of vacation will not be allCMed except that in the
event of tennination, retirement or death, vacation will be paid
in the am:mnt accrued to that date.
D. Every attempt should be made to schedule normal vacations at least
thirty (30) days in advance. (Adopted 1/31/841
o
o
POLICY NO. 3 - SICK LEAVE
o
l. rOLIcy
'!he City of Andover shall provide sick leave for all pennanent enployees
subject to the provisions of this policy.
II. PROVISIONS
A. Paid sick leave is accumulated at a rate of one day per IlOnth for
each nonth of service.
B. New enployees will not be allowed to use sick leave until the COllpletion
of one nonth of service, at which tine 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 oounted as paid or unpaid sick leave.
o
D. Extended illness, which oontinues beyond the limits of any enployee's
paid sick leave accrual may be considered for coverage. A supervisor
wishing to recomrend such a oonsideration should send a written
reconnendation to the City Council for a final determination. If e
extended sick pay is approved, it will be charged against the enployee' s
future sick, leave accrual which will resUIlE under the usual stipulations
when the enployee returns to work on a pennanent full-t.irre basis.
Before the extended sick pay begins, all of the enployee' s vacation
for which he is eligible ItUlSt have been taken, either prior to or during
the illness.
E. Pennanent part-tine enployees are net eligible for sick leave benefits
on ,a pro-rata basis based on the previous nonth worked.
F. In order for an enployee to be eligible for sick leave payment in excess
of three (3). consecutive days, the enployee ItUlSt furnish the City with
a physician I s staterrent verifying the need for tine-off.
G. Employees shall be paid for unused sick leave at tine of termination
of enployment fran the City, provided, hCMever, the enployee leaves
the City :under favorable conditions and in good standing. '!he following
schedule shall be used in the determination of pay-off:
1984 - 10% - all enployeeswith over two (2) years service tine
1985 - 10% - all enployees with two (2) through five (5) years
service t.i.rre
20% - all enployees with over five (5) years service t.iIre
1986 - 10% - all employees with two (2) through five (5) years
service ti1re
o
2Q% - all enployees with six (6) through ten (10) years
service t.i.rre.
30% - all employees with. over ten (10) years service tine.
o
1987 - 20% - all employees with two (2). through five (5) years
service tine.
Policy No. 3- Sick Leave
30% - all employees with six (6) through ten (10) years
service tine.
40% - all employees with over ten (10) years service tine.
1988 - 20% - all employees with two (2) through five (5) years
service tine.
40% - all employees with six (6) through ten (10) years
service tine.
50% - all employees with over ten (10) years service tine.
At no tine will any employee be paid for IlDre 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 follCM'ing
the beginning of their work day.
1. Sick leave of all employees must be reported.
o
J. Disability Insurance shall be available to City employees, with the
premiums for such insurance being paid by the enployee through a
deduction fran accumulated sick leave benefits.
o
\
q
POLICY NO. 7 - TUITION AID (Effective: January I, 1980)
1. POLICY
The City of Andover shall make tuition refunds subject to the
conditions set forth in this policy to all permanent emRloyees
who have completed six months service with the City. .
II. PROVISIONS
Q
'"
A. Voluntary Education Courses
1. This type of education includes curriculums at business
colleges, trade schools, accredited colleges and universities.
2. The purpose of financial support for this type of education
is intended for employees who are considered to have long-
range potential with the City.
3. To be eligibJe for financial support, reimbursement must be
recommended by the responsible.supervisor and must be approved
by the City Council prior to the course commencing. In addition,
courses must be designed for degree or certificate credit and
must result in a course grade.
4. Approval wi 11 be based on the appl i cabi 1 i tj and va lueor"
course to the employee's present or potential position.
5. If approval is granted, the City will pay for three-fourths
of courSe costs, including books, course fees and incidental
fees. These benefits will ,not be available if duplicate
benefits are available elsewhere, i.e, G.I. benefits.
Transportation and parking will not be paid to the employee
as well as costs not associated with the particular course,
such as charges for diplomas, certificates and the like.
6. Reimbursement for completed courses will be made only
upon presentation to the Ci ty Counci 1 of the grade s 1 i p..
-Verifying satisfactory comp leUon_of a course (Grade C
or better.
7. Employees will not be allowed time off during their normal
work hours to attend classes this category.
p
POLICY NO. 8 - SEMINARS, CDNFERENCES, IDRKSHOPS, 5aiOOIS
o
1. POLICY
The City of Andover shall allow employees to attend seminars, conferences,
workshops, and similar functions for which employees will be given ti1re off
with pay to a maximum salary for eight (81 hours per day. The employees
attending such seminar,' workshop, conference or school shall be required
to furnish the City Council with a brief report of the function.
o
o
"
POLICY NO. 9 - HOLIDAYS
o
I. POLICY
'!he City of Andover shall provide paid holidays for all pennanent and
pennanent part-tine employees subject to the provisions of this policy.
II. HOLIDAYS
New Years Day (January 1)
Martin Luther King Day (3rd Monday in Januaryl
Veterans Day
Me1rorial Day
Independence Day
Labor Day
'!hanksgi ving Day
President's Day
Christmas Day
Floating Day (nus day to be detennined by Administrator at beginning
of each year)
Columbus Day (Adopted 12/81)
III. ELIGIBILITY
A. Permanent Employees
o
1. Employees must be employed on a pennanent status on both the
last working day before the holiday and the first working day
after the paid holiday.
2. Employees on paid or unpaid sick leave either the last working
day before a holiday or the first working day after the holiday,
or both, will receive holiday pay.
3. Permanent part-tine employees will be paid holiday pay nnder
the sane schedule as pennanent full-tine employees, but on a
pro-rata basis based on the previous rronth worked.
IV. PROCEDURE
A. Ci ty Offices will be closed on all holidays.
B. One day's regular pay will be paid to employees for each holiday for
which tbhey are eligible.
C. When a holiday falls on a Saturday, the City will observe it the
previous day (Friday).
D. When a holiday falls on a Snnday, the City will observe it on the
following day (Monday),
o
E. When a holiday falls within an employee's vacation period, the
employee is entitled to an extra days vacation. '!he additional day
will be given at a tine mutually agreed upon by the City and employee.
POLICY NO. 11 - MILEAGE REIMBURSEMENT
o
I. POLICY
The City of Andover shall reimburse enployees travel expense whenever
an enployee is required to use his CMI1 vehicle for official City business.
Reimbursement shall not be made to enployees for travel to and from their
place of enployrrent, exeept.in9-in-t.he-eMe-of-reqtftrea-e~-I:endtmee-e~-€:H::y
ffieeUft9s-et1~s:iee-t.he-efll!:'leyee.Ls-flefillfl.i-lOerlfin9-ftel:ffs.
II. REIMBURSEMENT SCHEDULE
A. ReimburSeIrent shall be made to the enployee at the rate of twenty
cents ($.20) for each mile traveled.
o
o
, ,"
POLICY NO. 12 - OVERTIME (Effective 1/31/84}
o
(
I. POLICY
It shall be the policy of the City of Andover to pay
employees overtime or give them compensatory time-off
in accordance with the provisions of this policy.
Compensatory time-off accrual shall not exceed forty
(40) hours at anyone time.
II. PROVISIONS
Hours worked in excess of forty (40) hours within a
seven (7) day work week will be compensated at one
and one-half (1~) times the base rate of payor.
compensatory time-off to all non-exempt employees.
Changes of shifts do not qualify an employee for
over-time pay. .
o
(
Holidays shall be included in hours worked. Only
those holidays included in this Administrative policy
shall qualify for this inclusion.
In the ca~e of city emergencies, defined as snow
emergencies, water or sewer utility emergencies, or
any natural disasters declared by the City council,
sick leave time-off will be included in hours worked,
provided, however, such sick leave is taken prior
to the day of the emergency for which over-time is
worked. Sick leave may be included in hours worked
if taken duri~g the work week following tge emergency
if such sick leave is tak~n as a result of a personal
emeraencv, i.e., critical illness or death of a family
member, or receipt of a physic~an's statement of
illness for the sick leave time taken following the
emergency.
Hours worked for the purpose of overtime shall not
incJ,.ude vacation time-off unless prior approval of
such vacation has been granted by the employee's
supervisor.
City employees shall be required to work over-time,
if requested to do so by their supervisor, during a
city emergency. No employee shall work more than
sixteen (16) consecutive hours without reasonable
time-off (8 hours).
o
The CityCorincil may determine the services of an
exempt employee are n.eeded to perform a specific duty
not normally cOnsidered to be part of the position
requirements, and for which compensatory time-off is
not reasonable. If this determination is made, the
Council shall indicate the duties and an hourly wage
for same.
In the case of errployees required to take minutes at City neetings,
a two (2) hour minimum at the ~loyee's overtirre rate shall be paid.
POLICY NO. 14 - AlCOHOL AND DRUG ABUSE
o
City errployees shall not cons1.lIlE or use noOd altering chemicals or alcoholic
beverages on City property except at functions or activities approved by the
City Council.
o
o
, v '- -G..
191 fI"-'
ANOKA COUNTY, MINNESOTA
COUNTY ROAD 116 - DRAINAGE STUDY
C.P. 85-03-116
SEH FILE NO: 86020
December 9, 1985
6~rnDO
SHORT -ELLIOTT -HENDRICKSON, INC.
CONSULTING ENGINEERS .
o
o
o
\
o
o
1/7 jtYt
~.EH
ST. PAUL, MINNESOTA
December 12, 1985
RE:
,
Mr. Paul Rudd" Cour;ty Engineer
Anoka County Department of Highways
Courthouse.
Anoka, M~ 55303
Dear Mr. Rudd:
The C.R. 116 Drainage Study, dated December 9, 1985,
identifies a need to make system wide drainage improvements to
mitigate flooding. Although the proposed C.R. 116 extens~on
does not necessitate the recommended improvements, the subject
outlet piping and pond excavation can best be made with the C.R.
116 construction.
The system improvements generally consist of providing an outlet
pipe for pond 02 and enlargement of downstream storm water
ponding facilities to accommodate drainage from the outlet. Two
alternative plans were studied. Both alternates contain the '27
inch diameter pone outlet and equalizer cu~vert between ponds 03
and 06. The alternates differ in the location of the ponding
areas. Alternate No. 1 considers excavation in pond 08 and
Alternate No. 2 studies the excavation in pond 03. A summary of
the system improvements and estimated costs are listed below:
COSTS
Alternate No. 1
Pond 02 - Outlet
Pond 08 - Excavation
Pond 03 - Equalizer Ditch
Pond 03 - 06 - Equalizer Culvert
Total Estimated Construction Cost
$ 62,000
160,0001
1,200
12,OQO
$235,2002
200 GOPHER BUILDING'222 EAST LITTLE CANADA ROAD' ST. PAUL, MINNESOTA 55117'PHONE (6121 .\8.\-02i2
,
o
o
Mr. Paul Rudd
December 12, 1985
Page #2
..
Alternate No. 2
Pond 02 - Outlet
Pond 03 - Excavation
Pond 03 - 06, - Equalizer Culvert
Total Estimated Construction Cost
$ 62,000
.280,0001
12,000
$354,0003
1
Portions of the excavated material may be suitable for use
as roadway fi 11.
2
Cost does, not include 51 inch RCPA culvert and ditch grad,ing
thru west side of pond 08.
3
Cost does not include 44 inch RCPA culvert and ditch grading
thru east and west side of pond 08.
The reason for this improvement is to minimize flooding to
properties adjacent to pond 02. Subdrainage districts 1, 2, 3
and 4 are the only areq,s that contribute runoff to pond 02. For
this reason districts 1-4 were analyzed to determine relative
amounts of runoff contribution, based on land use and runoff
coefficients. In other words, a street produces a higher
percentage of runoff than does a sodded yard of the same area
and therefore contributes more to the drainage problem. The
subdistricts were divided into areas by government jurisdiction
( Anoka County, Anoka and Andover). Wetland areas forponding
were excluded since they provide a benefit' to the system by
allowing detention of runoff. Credits for downstream ponding
areas and piping systems were not included since the proposed
improvements totally accommodate increases in discharge from
pond 02. Existing system capacities were used in determining
the extent of the pond oversizing so that the outlet rate from
pond 08 does not exceed the rate experienced under existing
cond i tions.
Cost sharing is based on areas multiplied by the CNl value for
each type of land use. ,The summation of the products for all
participants are divided by the total of all products for deter-
mining the relative percentages of runoff. The following tables
represent total products and percentages:
Products
Subdistrict
1
Subdistrict
2
Total
Andover
Anoka
Anoka County
3,210
206
6,537
382
12,008
3 ,05 1
1,225
21,755
3,051
1,813
26,619
1
o
c
Mr. Paul Rudd
December 12, 1985
Page #3
Percentages
Andover
Anoka
Anoka County
TOTAL
21,755/26,619 =
3,051/26,619 =
1,813/26,619 =
81.73%
11. 46%
6.81%
100.00%
1 CN is the Soil Conservation Service method of runoff
coefficient.
Using these percentages for the apportionment of the improvement
costs represent cost sharing as follows;
Cost Sharing
Alternate No. 1
Andover
Anoka
Anoka Cty.
Alternate No. 2
Andover
Anoka
Anoka Cty.
(81.73)
(11.46)
( 6.8l)
$192,200
27,000
16,000
$235,200
If you have any questions, comments or require additional data
please contact me. Also enclosed are the detailed area break-
down sheets for your information.
DJP/cih
Enc losu res
(81. 73)
(11.46)
(6.8l)
$289,300
40,600
24,100
$354,000
Sincerely,
L
o
o
SUBDISTRICT 1
LAND USE
AREA (AC)
CN
PRODUCT
COMM.
RES.
STREET
TOTAL
18
19
1.9
92
72
98
1,656
1, 368
186
3,210
ANOKA COUNTY
LAND USE
AREA (AC)
CN
PRODUCT
R-o-W
2.1
98
206
SUBDISTRICT 2
o
ANDOVER
LAND USE
OPEN SPACE
COMM.
RESI
RESI
STREET
TOTAL
ANOKA COUNTY
LAND USE
R-O-W
o
AREA (AC)
CN
PRODUCT
4.0
8.5
68.2
17.6
4.8
39
89
57
72
98
156
757
3,887
1,267
470
6,537
AREA (AC)
CN
PRODUCT
3.9
98
382
.\~
"
SUBDISTRICTS 3 & 4
o ANDOVER
LAND USE
AREA (AC) CN PRODUCT
10.8 39 421
1.7 61 104
19.2 75 1,440
11.8 72 850
28.4 57 1,619
25.2 54 1,360
49.0 68 3,332
29.6 51 1, 510
14.0 98 1,372
12,008
OPEN SPACE
OPEN SPACE
RESI
,
STREET
TOTAL
LAND USE AREA (AC) CN PRODUCT
RES! 37.7 70 2,639
STREET 4.2 98 41.2
TOTAL 3,051
ANOKA COUNTY
LAND USE AREA (AC) CN PRODUCT
R-o-W 12.5 98 1,225
o
.<#
r
e
o
Y~/fb
@Iru@@~~@ ~~~ @OWO@~~@@O~ IJO@~
NOVEMBER 26, 1985.
TO: Public Officials
Crooked Lake Civic Association Members
Interested Parties
Re: CROOKED LAKE IMPROVEMENT GRANT
Stewardship of natural resources is an important responsibility that must be shared by many. Because of the
financial burden which is associated with this stewardship, all interested parties, whether they be public
officials, citizen groups or concerned individuals should view the Crooked Lake Improvement Grant as an
opportunity to reverse some of man's adverse impact on the environment fn a way that provides the greatest
benefit to the general public, neighboring property owners, and all those who are users of the lake for
recreation.
The universal issue that should be addressed is water quality. Pleasure boater, swimmer, fisherperson and
property owner alike would all share in the benefits. Those who appreciate natural beauty, waterfowl and
wildlife would also benefit from improved water quality.
Man's impact on this valuable resource has resulted in such problems as high nutrient levels and sometimes
dangerously low oxygen levels (for aquatic life)- - accompanied by severe aquatic vegetation overgrowth,
lower quality fish population and increased organic sediment. The most visible proof of these problems has
been the severe reduction in water clarity. . . .from a high of 13ft. clarity in 1965 to less than 3 ft. clarity in
-1985. While the installation of sanitary sewers, the conStruction of Andover's pondings for storm sewer
runoff, increased education in ecology and fertilization,and stepped up removal of lake weeds by lakeshore
owners, has helped slow this deterioration, it still continues at a slow but steady pace.
But, somethinQ positive is hsooeningl The Crooked Lake Civic Association, an organization of concerned
citizens that represents a good shan~ of the lake residents, has publicized these problems in a manner that
has caught the attention of publiC officials. The Minnesota Legislature approved a $25,000 grant for lake
improvements and rehabilitation of Crooked Lake; however, these monies are lID& available if matched from
other sources. Many of our public officials have already voiced support for pursuing the required matching
funds.
The City of Coon Rapids, for example, has indicated that $12,500 may be available for appropriation and use
as a grant match. The Andover Park Commision and City Council have also indicated their desire to support
the grant. Both city councils are now considering this issue, as are other local units of government such as the
Coon Creek Watershed Board, the Anoka County Board, the Minnesota Pollution Control Agency, and the
DNA.
The following approach is being considered, and appears to offer one of the best possibilities for maximizing
the utilization of available funds:
1. Further identify the terms and conditions of the grant.
2. Fund a short-term study by consultant(s) to determine best course of action and costs.
3. Establish which group or agency should guide the project.
4. Evaluate needs and actions identified by the study.
5. Define and implement a plan of action.
I
o
o
#
-2-
Attached to this letter is a booklet, "A Citizen's Guide to Lake Protection". It describes how a lake works, how
various lake problems occur, what YOU can do as an individual and as part of a group to protect and improve
your lake, and where you can get adyice and assistance. Please read this booklet (especially pages 8-15)
throughly in advance of a forthcoming public information meeting regarding the Crooked Lake Grant.
The tentati.e date and location for this important meeting is-
/&;
1l'UA~"'~' Janua~ 1986
/~ 8:00 PM
Bunker Hills Activity Center
We are sure that all concerned would be more comfortable with a solid base of information to act upon, and
that with some sense of urgency we can proceed to prepare a plan of action before the next ice-out.
Respectfully,
~~~~ t:!~
13049 Kerry St., NW
Coon' Rapids, MN 55433
427-9795
~;(~
William Ketelson, Treasurer
13073 Kerry St., NW
Coon Rapids, MN 55433
421-4197
~~,~
Carl Stromer. NE Boardmember
13336 Gladiola St.
Andover. MN 55304
757-1197
Seeman, NW Boardmember
3609 Heather St., NW
Andover, MN 55304
427-2470
T~ f'e;&~
Tom Peterson, SW Boardmember
13011 Kerry St. NW
Coon Rapids, MN 55433
427-8079