HomeMy WebLinkAbout12-11-2023 City Council Agenda PacketAgenda
City Council Meeting
Monday, December 11, 2023, 5:55 PM
City Council Chambers - 2780 Kelley Parkway, Orono MN 55356
952-249-4600 /www.ci.orono.mn.us
1. City Council Meeting Minutes of November 27, 2023
2. City Council Work Session Minutes of November 27, 2023
3. City Council Closed Session Minutes of December 4, 2023
4. Claims/Bills
5. Approve Next Work Session Draft Agenda
6. Approval of Rental Licenses
7. Retirement of Police Canine "Xerxes"
8. Appoint Election Judges and Establish Absentee Ballot Board - Resolution 7434
9. Authorization to accept resignation of Barry Sullivan
10. Approval to Hire Custodian
11. Appointment of Finance Director
12. Appointment of Interim Finance Director
13. Amend City Code - Government Operations - Ordinance 286
14. Amend City Code - Fire Prevention and Fire Safety Standards - Ordinance 287
15. LA23-000060, Brian Benson, 3600 Casco Ave, Variance - Resolution 7432
16. Personnel Policy Updates
17. Employee Pay Scale Adjustments - Resolution 7443
18. #LA23-000061, Amy Eakman with Outdoor Excapes o/b/o Jereme and Stephanie Tom, 2601
Casco Point Road Variance – Resolution No. 7433
19. #LA23-000045, Ellette Anderson, Vacation of ROW between 1250 and 1260 Spruce Place
20. Adopt 2024 Long Lake Fire Operating Budget
21. Final Levy 2023 Collectible in 2024 - Resolution 7436
22. Special Revenue Funds Budgets 2024 - Resolution 7438
23. Fee Schedule Updates - Ordinance 288
24. Adopt 2024 Capital Improvement Plan
25. Final General Fund Budget 2024 - Resolution 7437
26. Enterprise Funds Budget 2024 - Resolution 7439
The public is invited to address the council regarding any item on the regular agenda. If your topic is
not on the agenda, you may speak during the Public Comments section.
Roll Call
Pledge of Allegiance
Approval of Agenda
Consent Agenda
Community Development Report
Finance Report
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27. Appreciation for Finance Director Ron Olson - Resolution 7435
Attorney Report
City Administrator/Engineer Report
Council Committee Reports
Public Comments - (Limit 3 Minutes per Person)
This is an opportunity for the public to address the City Council. The council will not engage in
discussion or take action on items presented at this time. However, the council may refer issues to staff
for follow up or consideration at a future meeting. Speakers should state their name and home address at
the podium before speaking.
Mayor/Council Report
Adjournment
Upcoming Events
2023
12/13 Coffee with the Mayor
12/22 Closed - Official Holiday
12/25 Closed - Official Holiday
2024
01/01 Closed - Official Holiday
01/02 Park Commission Work Session 6pm
01/08 City Council Work Session 5pm
01/08 City Council Meeting 6pm
01/10 Coffee with the Mayor
01/15 Closed - Official Holiday
01/16 Planning Commission Meeting 6pm
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Item No.: 1 Date: December 11, 2023
Presenter: Christine Lusian
City Clerk
Agenda
Section:
Consent Agenda
Item Description: City Council Meeting Minutes of November 27, 2023
1.Purpose:
Approve the City Council Meeting Minutes of November 27, 2023.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Approve the City Council Meeting Minutes of November 27, 2023.
Exhibits
Ex. A 11-27-2023 City Council Minutes
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MINUTES OF THE
ORONO CITY COUNCIL MEETING
November 27, 2023
6:00 o’clock p.m.
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ROLL CALL
The Orono City Council met on the above-mentioned date with the following members present: Mayor
Dennis Walsh, City Council Members Matt Johnson, Alisa Benson, Richard Crosby III, and Maria Veach.
Representing Staff were City Attorney Soren Mattick, City Administrator/Engineer Adam Edwards,
Public Works Superintendent David Goman, Finance Director Ron Olson, Community Development
Director Laura Oakden, and Fire Chief James Van Eyll.
Mayor Walsh called the meeting to order at 6:00 p.m., followed by the Pledge of Allegiance.
APPROVAL OF AGENDA
The Agenda was approved by consensus as presented.
CONSENT AGENDA
1. CITY COUNCIL MEETING MINUTES OF NOVEMBER 13, 2023
2.COUNCIL WORK SESSION MINUTES OF NOVEMBER 13, 2023
3.APPROVE WORK SESSION DRAFT AGENDA
4.CLAIMS/BILLS
5.APPROVE ALCOHOL SALES LICENSES
6.APPROVE CALENDAR OF OFFICIAL PUBLIC MEETINGS
7.APPROVE RECORDING SERVICES AGREEMENT
8.RESOLUTION 7421 – DESIGNATE POLLING PLACES FOR 2024
9.RESOLUTION 7420 – ACCEPT DONATIONS FOR TREE LIGHTING
10.APPROVE UTILITY RATES
11.AUTHORIZE PAID-ON-CALL FIREFIGHTER
This item was removed from the consent agenda.
Crosby moved, Veach seconded, to approve the Consent Agenda with Item 11 removed. VOTE:
Ayes 5, Nays 0.
Walsh noted donations at a value of $8,700 for the upcoming tree-lighting ceremony from Kottemann
Orthodontics, Orono Dental, Otten brothers, Ben Goodwin, the Walsh Family, Lisa Erickson/Edina
Realty, Orono Lions Club, Holiday/Circle K and Culvers.
PUBLIC HEARINGS
12. TRUTH IN TAXATION
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November 27, 2023
6:00 o’clock p.m.
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Finance Director Olson explained how property taxes are calculated, beginning with the Hennepin County
Assessor’s Estimated Market Value. The preliminary budget and tax levy was approved by the Council on
September 11. The final budget and levy will be adopted December 11. He noted the City of Orono’s tax
Capacity is the second lowest in the area. He also showed the City’s proposed general fund revenue and
expenditure budgets for 2024. Total estimated revenues and expenditures are $11,536,630, an increase of
4.9 percent from 2023. The total proposed levy is $9,415,100. Compared to 2023, the levy is increasing
by $1,028,100 or 12.3%.
Mayor Walsh opened the public hearing at 6:35 p.m.
Denise Reilley, 3405 High Lane, spoke to object to the budget and the resulting 26 percent increase in her
personal Orono property taxes. Since Walsh has been mayor, she said, the City’s levy has increased from
$5.2 million in 2017 to a proposed $9.4 million for 2024, which is an increase of more than 80 percent.
She said part of the increase is to fund a new Fire Department including the hiring of a Chief and
firefighters and the purchase of trucks. However, the contract with Long Lake runs through 2025. This
past summer, Long Lake requested and was granted an injunction to keep Orono from breaking that
contract, she said. This past week a judge found that Orono had violated the injunction and ordered Orono
to pay Long Lake’s attorney fees and other charges, including $2,000 per violation. She said she objects
to her taxes being used to pay attorney’s fees and other costs due to the City’s actions and pointed out
those costs are probably not yet reflected in the budget. She asked that there be a moratorium on the new
Fire Department until after a referendum, which would be the election that occurs before the end of the
contract.
Kim Carswell, 261 Cygnet Place, said the Council keeps talking about tax rates remaining stable but the
funds the City pulls in has increased more than 80 percent since 2017 so it is spending what it has rather
than prioritizing needs. Continuing to talk about the tax rate remaining steady is not clear communications
to the citizens as to how much money the City keeps bringing in and spending, she said.
James Elder, 195 South Brown Road, said the examples are based on property values remaining static. No
one’s property values have remained the same. He said the presentation slides didn’t show that so that is
not Truth in Taxation, which he referred to as an oxymoron. He noted the inflation of property values and
the increase of the City’s tax capacity as a result. That doesn’t mean the City needs to keep spending all
that money, he said. The more property values go up the more money the City has to spend, and it’s not
well accounted for. He also pointed to enterprise funds as actually being costs to taxpayers such as water
and sewer. He said those are taxes described as fees. Enterprise funds carry balances and create a slush
fund that can be transferred to other accounts, which is not as clear to the taxpayers.
Kelly Prchal, 4705 Watertown Road, also said she objects to incredible spending on an unnecessary Fire
Department and she objects to tax dollars going to fines being caused by this spending and recruitment of
firefighters. The budget has a line item for fire services from Long Lake for more than $600,000 in 2024
and a line item for Orono Fire that is higher than that, at more than $700,000 without yet providing any
services, she said. She asked why the City is moving forward with duplicating fire services when
neighboring communities are joining together.
Luann Tolliver said she was there because she is very concerned about the 12.2 percent levy increase
notice she received from Hennepin County. She said if some areas of the budget increase it is necessary to
decrease other areas, adding that’s how she has to run her budget. She said she can’t spend more money
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November 27, 2023
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than she makes so she asked the Council to think before approving that. She said Orono property owners
are not an endless revenue source.
Brian Turbeville, 997 Wildhurst Trail, said he has been attending City Council meetings for about a year
and has had to watch votes being taken that are adding millions in one vote for a Fire Department. He has
listened to speeches from Council for a year on how the City needs to solve a $500,000 problem by
spending $3 million in one night. The opinion was Long Lake was deficient in providing services for the
future, he said, yet this Council voted down increases requested for Long Lake Fire for equipment and
other needs prior to that. During the time the Council said it was talking about a new Fire Department, the
Council bought a new fire truck and updated it. The City has owned that truck for a year but he said he
was curious if it has left the garage. Suddenly one day, the Council was not talking about it; it was
decided so get on board. He noted that was Council Member Johnson’s lecture to Council Member
Benson. The City has spent millions on equipment and is proposing $3 million for a temporary fire
station. Take on top of that the legal problems this Council has had way beyond surrounding cities, he
said. Not every home in Orono sits on the lake. Not every home has residents making $300,000 or
$400,000 per year, he said, adding the City is driving out residents who will not be able to afford those
increases, people who work in this City. He said it has been an amazing year watching politics up close
and he is extremely disappointed.
Mayor Walsh closed the public hearing at 6:52 p.m.
Benson said she agrees that asking residents to pay for duplicate fire services for 2024 and 2025 is not
responsible. She said the amount of money the City intends to spend on the Orono Fire Department in
2024 is not well-placed. She also said the City is not paying down debt according to schedule in 2024 but
is instead increasing debt due to the Fire Department.
Walsh said Orono is one of the lowest tax cities and has reserves to pay for roads or other needs. He said
the enterprise funds pay for needed items in the City like road projects, so they are not slush funds. He
said expenses have gone up in nine years due to inflation and personnel costs but also because over nine
years, the City has made a concerted effort to fund all accounts. At one point, he said, the City had zero
dollars in the budget for road improvements, parks, and public works. A pavement management plan is no
plan with no money. The pavement plan is now caught up, he said. He listed the park improvements that
have been made in that time. There was no technology in the City nine years ago, he said – just file
cabinets and boxes of paper. Now everything is on microfiche and online. He also said the City has been
protecting taxpayers from bogus claims. The Orono Fire Department will provide what is needed for the
long-term needs of the City, he said. The Orono Fire Department will continue to move forward. It is in
the best interest of citizens and will begin on July 1, 2024.
Benson said if the Fire Department was removed, according to her talks with Olson, the levy would be a
four percent increase instead of 12.26 percent.
Walsh said because so much has not been done, Orono would be giving all that money to Long Lake for
fire equipment. This plan provides for future replacement which will be budgeted, he said.
Johnson said he owns multiple properties in the community and budget decisions the Council makes
impact Council Members as well, as they are also residents of the community. He said property values are
set by the County and he would encourage people to have those conversations with the County.
Regarding enterprise funds, he said infrastructure and depreciation are included in rates so the City does
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November 27, 2023
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not have to do large-scale assessments. Orono budgets for road and infrastructure improvements rather
than leveling assessments, he said. It was necessary to pre-spend money to get the Fire Department
going, he said. The City considered that in deciding the best path forward. The City is purchasing
equipment that are long-term assets and have real value going forward. He said his comments that voting
against Fire Department is irresponsible is because the decision to start the City’s own Fire Department
has been made and now it is necessary to make the purchases to fund it. This puts the City on the best
path going forward. He said he doesn’t want to pay more taxes either but he also thinks the City is on the
right path and this is the equation that gets the City into the best stability in the future.
Crosby said the Fire Department is a very emotional issue and that he himself was part of the Long Lake
Fire Department for 10 years and considers many of the firefighters as family. This topic has been pushed
back and forth from City to City. People question how Orono can afford it. Going from funding 87
percent to 100 percent is getting questioned, he said. Long Lake is going from 7 percent to 100 percent
when Orono drops off and they are not having these discussions. This Council voted to move ahead with
the Orono Fire Department, he said. It is happening. To not fund it appropriately would be a dereliction of
duty. He also pointed to Orono having one of the lowest tax rates in the area. He said it’s all tied to the
property values, stating residents should be contacting Hennepin County.
Veach said this is her first budget meeting and she is learning. She said she is sensitive to fixed incomes
and people who have lived and worked and want to retire here. She said she believes in what the City is
doing. The budget is the maximum you can spend, she said.
Benson said it comes down to what the Council has control over and what they don’t. She said she wants
to take responsibility for what they can control. The Hennepin County assessor is legally responsible for
keeping property values within five percent either way, she said. It’s not a number pulled out of the ether.
The Council does have control over the levy. Property tax formulas are confusing. Her responsibility, she
said, is to help make it clear to the public. She explained there can be a flat rate of taxes from one year to
the next but because of value increases, an individual can have a higher tax bill.
13.ORDINANCE 285 CANNABIS MORATORIUM
Community Development Director Oakden said during the 2022 legislative session, the Minnesota
Legislature amended its code to permit the sale of edible and nonedible cannabinoid products that contain
no more than 0.3 % of Tetrahydrocannabinol, commonly known as THC (“THC Products”). The City’s
ordinance setting regulations for the sale of lower-potency hemp products containing THC products has
now expired. The new law establishes that the sale of cannabis and THC-containing products are still
subject to local planning and zoning restrictions and must comply with local zoning code. The new law
provides no guidance on how cities are to zone the new businesses, leaving it to local control, she said.
Pursuant to Minn. Stat. § 342.13(e), a unit of local government may adopt an interim ordinance to protect
the planning process and the health, safety, and welfare of its citizens. Prior to adopting the interim
ordinance, the governing body must hold a public hearing on the topic. The interim ordinance can
regulate, restrict, or prohibit the operation of any cannabis business within the local government’s
jurisdiction until January 1, 2025. She said a moratorium on this new type of business will allow staff
time to develop potential parameters and recommendations for future text amendments to the City Code
regarding zoning, including setbacks, district requirements, and any licensing standards. It is hoped the
new State agency, the Office of Cannabis Management, will provide some guidance for municipal
regulations and licensing programs. Oakden said staff recommends approval of an interim ordinance
prohibiting the operation of cannabis businesses until Jan. 1, 2025.
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Mayor Walsh opened the public hearing at 7:21 p.m.
There were no public comments.
Mayor Walsh closed the public hearing at 7:21 p.m.
City Attorney Mattick said the proposed ordinance does not impact products with 5 milligrams per dosage
such as low-level gummies. It does cover more than retail sales and impacts manufacturing and
distribution of products of higher dosages. The ordinance would give the City time to look at planning
and zoning for this issue. The City would not be taking away anything that currently exists. The State
agency is not yet issuing licenses.
Veach moved, Crosby seconded, to adopt Ordinance 285 placing a moratorium on cannabis
businesses in the City until Jan. 1, 2025. VOTE: Ayes 5, Nays 0.
11.AUTHORIZE PAID-ON-CALL FIREFIGHTER
Fire Chief Van Eyll said this recommendation would hire Pat Cotton as a paid-on-call firefighter. He has
experience with another department and holds Fire Fighter 1 and 2 and EMR, Van Eyll said. He
recommended a conditional job offer with an effective start date of Nov. 28, 2023 for limited
administrative duties with pay of $16 per hour. Training and other duties would start Jan. 1, 2024
contingent on passing the background check.
Benson pointed out the individual is currently serving Long Lake Fire and she questioned whether the
hiring of the candidate was a violation of the injunction.
Veach said she spoke with the attorney representing Orono in the Long Lake lawsuit who confirmed in
writing that it would not be a violation as the candidate applied of his own volition, so the hire is not in
conflict with the court order.
Walsh moved, Crosby seconded, to approve the hiring of Pat Cotton as a paid-on-call firefighter
effective Nov. 28, 2023 at the rate of $16 per hour. VOTE: Ayes 4, Nays 1 (Benson).
COMMUNITY DEVELOPMENT REPORT
Oakden said the Department is finished with planning items for the year and is working on updating the
retaining wall ordinance as adopted by the Council, closing out permits, and updating the website. There
are still new permits and projects coming through. Staff is trying to close out permit requests from the
summer before the snow flies so the inspector is still busy.
CITY ATTORNEY REPORT
Attorney Mattick reported the previous week the City received a favorable ruling on Barbars Schmidt vs.
City of Orono. The court ruled in favor of the City of Orono and dismissed that claim in its entirety with
prejudice, which means the case is done and cannot be refiled. It does not preclude an appeal.
CITY ADMINISTRATOR/ENGINEER REPORT
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14.PUBLIC WORKS BUILDING CHANGE ORDER #2
City Engineer Edwards said the change order encompasses some revisions in the construction which is
going well. The change increased some costs but actually reduces total costs, he said, because it does not
include installing a generator as planned. Changes are still within the contingency amounts. An earlier
change order added $50,000.
Benson pointed out the City had bonded $13 million for this project but is now over budget at $16
million.
Crosby moved, Johnson seconded, to approve change order #2 for the new public works building.
VOTE: Ayes 5, Nays 0.
REQUEST TO SCHEDULE SPECIAL MEETING
Edwards said the attorney representing the City in the lawsuit with the City of Long Lake is proposing a
special Council meeting on Dec. 4 at 5 p.m. in closed session to update the Council on the litigation. He
was out of the country for the regular Council meeting that evening.
Walsh moved, Johnson seconded, to schedule a special Council meeting at 5 p.m. Dec. 4 to enter
into closed session to discuss litigation. VOTE: Ayes 5, Nays 0.
Edwards said the City has received five applications for the position of finance director and will begin
interviewing next week.
COUNCIL COMMITTEE REPORTS
15.LLFD FUTURE FIRE ADVISORY BOARD UPDATE
Veach said they started by reviewing the previous meeting since notes had not been recorded so minutes
were made from memory and at the meeting some changes were agreed upon and will be posted. The
second part of the meeting was rumor control, which was new and not particularly effective, she said,
adding that’s not really the purpose of the meeting. The real purpose was to discuss the budget. At this
point, the main discussion is duty crews. Guidance is fluid and is changing, she said.
Crosby said the main concern regarding duty crews is shortening response time at Station 2. He said he
reiterated the invitation to have the Long Lake Fire Chief attend the Orono City Council meeting.
In response to questions, Veach said the additional meeting was held for the purpose of looking at staff
time expense around the duty crew model since the Advisory Board had not had a chance to do that.
Crosby said there was some progress made but the information on the duty crews fell short in his opinion.
Benson said she was asking because the Council has only one more meeting this year to approve the 2024
budget for Long Lake Fire. She wanted to know if the City has the information needed to consider the
budget at the next meeting.
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Edwards said the City may not have enough information on how the duty crews are working by Dec. 11
but will have enough information to consider a revised budget.
Benson said she had listened to an audio recording and was wondering about references to a poll of
firefighters regarding Department culture. Her purpose in requesting was to know if something more
needed to be known about that to consider the budget.
Veach said she had suggested a poll at the meeting but had not directed that it be done.
Johnson said he would like to make a formal request to get Long Lake’s statistics for five years of
response times from Stations 1 and 2 separately since they had disputed Orono’s statistics.
Benson said she did not see a need for that information on that topic to consider the budget.
Walsh and Johnson said they believe data on response time is critical to pass the budget.
Edwards said he would make that request from the City of Long Lake
16. BUDGET COMMITTEE MEETING
Veach said the Committee discussed whether the budgeted amounts would be correct to cover personnel
needs and they received confirmation that the budget is enough.
Benson said since she is the alternate for the Future Fire Services meetings she would like to be notified if
one of the two assigned members could not attend.
Edwards said if assigned members could not attend a meeting, they could notify him and he would notify
the alternate if that applies.
Benson said the Northwest Hennepin League of Municipalities is a group that she attended a few times
early in the year and then the Mayor started attending. She asked Edwards, since there has not been a
report from these meetings recently and learned member cities took a vote and declined to have Orono be
accepted as a member of the group. She asked if the City of Orono could initiate contact again with this
group in the new year.
PUBLIC COMMENTS
Nancy Brantingham, 3185 County Road 6, recapped the injunction imposed on the City of Orono last
summer and the recent decision handed down by the court finding Orono in contempt of the injunction,
which included prohibitions from recruiting and hiring Long Lake firefighters. She pointed out that Orono
attempted to hire another Long Lake firefighter on that evening’s consent agenda and
when asked for an explanation, Von Eyll stated the hire had experience with another fire department,
conveniently omitting that the other fire department was Long Lake.
Henry Brantingham, 3185 County Road 6, added that the judge’s order included a fine of $2,000 per
instance of recruitment or of planning to make changes to either fire station without involving Long Lake
and further ordered Orono to pay Long Lake’s attorney’s fees and all costs incurred by Long Lake. The
finding was civil contempt. Once again, this Council has failed to act in best interest of the citizens
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including by running up unnecessary legal fees, he said. It is disheartening and embarrassing to say the
least. None of this meeting tonight really had anything to do with taxes, he added. It had to do with the
Council’s bullheaded, steamroller decision without the support of the citizens of Orono. He said the
decision-making process was so clear at the meeting that night.
James Elder, 195 South Brown Road, said the discussion the Council just had was emblematic of what is
going on. The Council can’t decide what was said at the Fire Advisory Committee and he has doubts
about the safety of the Navarre station, he said. If Council Members can’t get along to run the Orono Fire
Department planning any better than it did at that meeting, he said he thinks the people in that fire service
area will be at risk.
Kim Carswell, 261 Cygnet Place, said one of reasons Orono continues to cite for needing its own Fire
Department is the perception that Long Lake has not invested in the Fire Department and Orono will. The
capital needs of the Long Lake fire department have not been funded at an adequate level to sustain
equipment needs, according to Mayor. In fact this is not because of the City of Long Lake, she said, but
because of the continued refusal of the City of Orono to invest capital to keep that department up-to-date.
You don’t negotiate a transfer of control, she said. This holding back of investment has cornered Long
Lake into a takeover stance.
Dave Pierson, 2160 Webber Hills Road, said he has been a resident of Orono since 2005 and like many
residents, did not pay much attention to what was going on. On the consent agenda some years ago the
Mayor increased his term from two years to four years, he said. What he heard tonight was disappointing,
Pierson said. The fire station decision was also made on the consent agenda with no information, he said.
Of the three Council Members, he said he doesn’t know of a time when they didn’t vote with the Mayor.
Citizens need to look at the four-year term because they have no way to hold the Mayor accountable with
a four-year term instead of a two-year term. He said the City needs to go back to a two-year term so
citizens can hold the Mayor accountable along with the rest of the Council.
Brian Turbeville, 997 Wildhurst Trail, said he started attending meetings when the Fire Department
became an issue. He heard call after call for a public meeting but what started out as ‘we’re thinking
about it, this is a good decision if we decide to start our own Fire Department’ and despite call after call
for a public meeting, statements suddenly turned into ‘this decision was made and it’s irresponsible not to
vote with me’. The Council is to be held to a higher standard, he said. The Council’s contempt for the
people who show up to speak is daunting, he said, stating that people who say what Council Members
want to hear can go more than three minutes and are allowed to turn and talk to the audience. Those who
don’t say what the Council wants to hear get shut down.
Kevin Reilley, 3405 High Lane, said what everyone wants is an effective Fire Department. If it is not an
effective Department today, he said, steps to fix it would not be as expensive as the cost to start a new
Department. For Orono to go on its own duplicating the whole process is not cost effective.
Kelly Prchal, 475 Watertown Road, said she doesn’t get it. She doesn’t understand why the Council
continues to move forward without public support, and why they are alienating Orono from a sister city.
She said the community is being fractured by the Council’s actions. She asked why after 100 years,
Orono is not willing to negotiate in good faith with Long Lake to share services and why is it a good idea
to isolate Orono and have other cities not willing to work with it. She said she also doesn’t understand
why the Council could steal the Fire Chief from Long Lake and then have him do a needs assessment that
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his livelihood depends on. Orono is a lovely community, but the Council is breaking it apart and spending
millions and millions of dollars to do it.
Denise Reilley, 3405 High Lane, quoted the judge’s recent order for contempt directing parties to resume
mediation and mediate in good faith and said if the judge could hear this meeting with some Council
Members saying the City is going forward, she wonders if the judge would hold the Council in contempt
again. She said she did not think contemptuous behavior is entitled to official immunity, suggesting if the
Council continues to not follow the judge’s order, Council Members will be paying themselves; the City
will not pay it.
Kathy Sweetman, 475 Deborah Drive, quoted Thomas Jefferson as saying the government you elect is the
government you deserve. She said she now could see tonight what her previous inattention to the
functioning of the City government has wrought. She said the meeting that night was a display of
disfunction, obfuscation, and gaslighting. The citizens are responsible for electing them, she said, calling
on all residents of Orono to pay attention to what is happening and vote to replace this Mayor and his
acolytes in the next election.
Krista Berbig, Long Lake, said this topic is very emotional for her. She said the Fire Department has an
amazing, well-trained group of men and women who are serving the community. Just last week they
responded in the middle of the night and saved a house from burning down, she said. It’s those on the
outside promoting the narrative that they are being pitted against one another. Most people don’t
understand that firefighters aren’t sitting at the station waiting to respond. They have to get in their cars,
come to the station, put on gear, and wait until they have a crew, she said. Long Lake is trying to test duty
crews and so far, Orono is not paying a dime for that. She added, to expect the Long Lake Chief to come
into this hostile environment is outrageous. He can read what was written in the paper about Cody Farley.
Why would he come here, she asked?
Kelly Grady, Long Lake, said at the last meeting the Mayor claimed Cody Farley fabricated his affidavit
to the court and that it was a complete lie. Anyone who knows Farley knows he would not put himself
and his family in that position facing a Mayor who is currently involved in litigation with residents, she
said. She said the court found interactions between Orono and Farley violated the injunction and were
attempts to intimidate him. Orono’s allegations that Long Lake is creating a hostile work environment for
the firefighters is based on nothing more than hearsay and is refuted by the sworn depositions, she said,
adding that is a quote from the judge. Orono is attempting to blame Long Lake for the loss of a Long
Lake recruit when that was entirely due to the actions of Orono, she said, calling on the Council to stop
using firefighters as pawns to further their narrative.
Brad Erickson, Corcoran, offered congratulations to Long Lake for the court ruling. He said Crosby made
his case for him by calling him out a few meetings ago. He said now he’s being called an anti-Semite.
Crosby called him a Nazi and now people on Nextdoor are calling him an anti-Semite, he said. He said he
just wants to know what Crosby was doing in Washington DC on Jan. 6, 2021. He said he has video of
Crosby at the Minnesota Governor’s mansion. He said the Council couldn’t make a good decision if it
slapped them in the head, adding judges don’t award legal fees for no reason.
MAYOR/COUNCIL REPORT
Crosby said he was looking forward to the City tree lighting. When it comes to the Fire Department there
have been a lot of half-truths going on.
12
MINUTES OF THE
ORONO CITY COUNCIL MEETING
November 27, 2023
6:00 o’clock p.m.
_____________________________________________________________________________________
Page 10 of 10
Benson said at last year’s Truth in Taxation hearing someone talked about being retired and said their
income would not be increasing, and it is important to keep that in mind. Earlier this month she attended
Interfaith Outreach Community Connection Day. They offer programs for those experiencing food
insecurities and other difficulties in the western suburbs, she said. Orono is not immune to poverty. There
will also be a community food and toy event for WeCAN through the Long Lake Fire Department. There
is more information on the City of Long Lake website. She noted the City of Plymouth recently received
a national award for public engagement.
Veach and Johnson had nothing to report.
Walsh said the same 12 people who show up at the meetings don’t like them. He said the area’s State
Representative recently said it is amazing what Orono can do with a budget. He pointed to the City’s
planning and action with roads, infrastructure, and support of police. He said the tree lighting is coming
up on Saturday, Dec. 2. Coffee with the Mayor will be Dec. 13. He quoted from the press release of the
attorney’s representing the City in the City of Long Lake lawsuit saying that the City of Orono
respectfully disagrees with the court’s decision and consistent with the court’s order, will continue to
persevere with establishing the Orono Fire Department and that he expects the City to prevail.
ADJOURNMENT
Walsh moved, Johnson seconded, to adjourn the meeting at 7:51 p.m. VOTE: Ayes 5, Nays 0.
ATTEST:
____________________________________________________________________________
Christine Lusian, City Clerk Dennis Walsh, Mayor
13
Item No.: 2 Date: December 11, 2023
Presenter: Christine Lusian
City Clerk
Agenda
Section:
Consent Agenda
Item Description: City Council Work Session Minutes of November 27, 2023
1.Purpose:
Approve the minutes from November 27, 2023.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Approve the minutes from November 27, 2023.
Exhibits
Ex. A 11-27-2023 Council Work Session Minutes
14
Orono City Council
Work Session Minutes
Monday, November 27, 2023
Council Chambers
5:00 p.m.
Page 1 of 1
PRESENT: Mayor Dennis Walsh, Council Members Maria Veach, Alisa Benson, Richard
Crosby, and Matt Johnson. Staff members present were City Administrator Adam Edwards,
Finance Director Ron Olson, and City Clerk Christine Lusian. Three members of the public were
also present.
1. Fee Schedule Updates for 2024
Finance Director Ron Olson presented updates to the fee schedule, including building
permits, licenses, connection to utility infrastructure, usage rates (two percent), storm
water rates (one percent), recycling (four percent), animals at large, fingerprinting,
contracted officer, copies, no parking signs, and documents. Operating, capital, and
reserves requirements are considered in calculating utility rates and utility bills will
include a notice of new rates with their next bill.
Meeting ended at 5:37 p.m.
CITY OF ORONO:
ATTEST:
________________________________
Dennis Walsh, Mayor
_________________________________
Christine Lusian, City Clerk
15
Item No.: 3 Date: December 11, 2023
Presenter: Christine Lusian
City Clerk
Agenda
Section:
Consent Agenda
Item Description: City Council Closed Session Minutes of December 4, 2023
1.Purpose:
Approve the minutes from December 4, 2023.
2.Staff Recommendation:
Approve the minutes from December 4, 2023.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Approve the minutes from December 4, 2023.
Exhibits
Ex. A 12-4-2023 City Council Closed Session Minutes
16
Orono City Council
Closed Session Minutes
Monday, December 4, 2023
Conference Room, 2750 Kelley Parkway, Orono, MN 55356
5:00 p.m.
Page 1 of 1
PRESENT: Mayor Dennis Walsh, Councilmembers Maria Veach, Alisa Benson, and Matt
Johnson. Staff members present were City Administrator Adam Edwards, Finance Director Ron
Olson and city attorneys Soren Mattick (remote), Paul Reuvers (remote).
Closed Session -City of Long Lake vs. City of Orono, Court File No. 27-CV-23-9758
City Council closed the meeting as permitted by Minn. Stat. §13D.05 subd.3(c)(3) to hold a
confidential, attorney-client privileged discussion of legal rights and remedies, potential legal
action, and strategy regarding Orono and Long Lake litigation.
Meeting adjourned at 5:25pm to Monday, December 11, 2023.
ATTEST:CITY OF ORONO:
_________________________________________________________________
Christine Lusian, City Clerk Dennis Walsh, Mayor
17
Item No.: 4 Date: December 11, 2023
Presenter: Ron Olson
Finance Director
Agenda
Section:
Consent Agenda
Item Description: Claims/Bills
1.Purpose:
The purpose of this action item is to approve payment of claims made on the City for services
and/or products provided to the City.
2.Background/Summary:
The attached claims for payment have been received by the City. Staff has reviewed the claims
and is recommending approval of the listing for payment. The claims will be paid by checks
122422 to 122510 and ACH transactions 20130412 to 20130420 totaling $2,393,893.20.
3.Staff Recommendation:
Staff recommends approval of a motion authorizing payment to the claims list as presented.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Motion to approve the claims list as presented.
Exhibits
Ex. A Check Register2023-12-11.pdf
18
City of Orono Check Register - COUNCIL REPORT Page: 1
Check Issue Dates: 11/28/2023 - 12/11/2023 Dec 07, 2023 01:33PM
Check Check Invoice Invoice GL Account Description Department Invoice
Payee Issue Date Number Number Amount
UNITED STATES POSTAL SERVI 11/30/2023 122421 2023.11 UTIL 601-49400-322 11.2023 UTILITY BILLING 355.11
UNITED STATES POSTAL SERVI 11/30/2023 122421 2023.11 UTIL 602-49450-322 11.2023 UTILITY BILLING Sewer 355.11
UNITED STATES POSTAL SERVI 11/30/2023 122421 2023.11 UTIL 651-49910-322 11.2023 UTILITY BILLING Storm Water 355.11
Total 122421:1,065.33
A 1 ELECTRIC SERVICE OF WA 12/11/2023 122422 5993 101-41900-404 OUTLET TO NORTHSIDE PUBLIC WORKS Central Services 977.22
Total 122422:977.22
Advance Auto Parts 12/11/2023 122423 6974-465024 101-43000-224 CLAMPS FOR SIGNS Public Works Department 10.36
Total 122423:10.36
ADVANCED IMAGING SOLUTIO 12/11/2023 122424 516578408 710-49970-413 PW COPIER LEASE 10/20/23-11/20/23 277.52
Total 122424:277.52
ALLSUP, SAM 12/11/2023 122425 RPS23-0001 101-34410 BP REFUND - RPS23-000187 - 1290 ARBOR ST 80.52
Total 122425:80.52
AMAZON CAPITAL SERVICE 12/11/2023 122426 19FQ-XYJL-405-48500-550 PHONE, COMPUTER AND VISE FOR 709-433 531.85
AMAZON CAPITAL SERVICE 12/11/2023 122426 19FQ-XYJL-101-43000-224 FUSES FOR STREET LIGHTS Public Works Department 172.59
AMAZON CAPITAL SERVICE 12/11/2023 122426 19FQ-XYJL-101-43000-489 MAGINETS FOR WHITE BOARDS Public Works Department 59.91
AMAZON CAPITAL SERVICE 12/11/2023 122426 19FQ-XYJL-701-49800-221 SUPPLIES FOR TIRES 406.23
AMAZON CAPITAL SERVICE 12/11/2023 122426 1Q1N-XQGF 710-49970-221 MY TOUCHSMART IN WALL DIGITAL TIMER 33.00
AMAZON CAPITAL SERVICE 12/11/2023 122426 1Q1N-XQGF 101-41900-201 SHARPIE GEL S PENS Central Services 24.60
AMAZON CAPITAL SERVICE 12/11/2023 122426 1Q1N-XQGF 101-41900-201 HIGHLIGHTER Central Services 10.99
AMAZON CAPITAL SERVICE 12/11/2023 122426 1Q1N-XQGF 101-41900-201 GOLD FIBRE PROJECT PLANNER Central Services 54.52
AMAZON CAPITAL SERVICE 12/11/2023 122426 1Q1N-XQGF 101-41900-201 WOOD PUSH PINS Central Services 6.99
AMAZON CAPITAL SERVICE 12/11/2023 122426 1Q1N-XQGF 101-41900-201 DOUBLE HOLD BADGE CLIPS Central Services 4.99
Total 122426:1,305.67
American Environmental LLC 12/11/2023 122427 3383 602-49450-406 2023 SEWER TVING Sewer 21,113.50
Total 122427:21,113.50
AT&T MOBILTY 12/11/2023 122428 2873263283 101-42400-321 AT&T BILL 09/26/23-10/25/23 Building & Zoning 165.92
19
City of Orono Check Register - COUNCIL REPORT Page: 2
Check Issue Dates: 11/28/2023 - 12/11/2023 Dec 07, 2023 01:33PM
Check Check Invoice Invoice GL Account Description Department Invoice
Payee Issue Date Number Number Amount
AT&T MOBILTY 12/11/2023 122428 2873263283 101-45200-321 AT&T BILL 09/26/23-10/25/23 Parks 114.69
AT&T MOBILTY 12/11/2023 122428 2873263283 101-43000-321 AT&T BILL 09/26/23-10/25/23 Public Works Department 471.76
AT&T MOBILTY 12/11/2023 122428 2873263283 101-41900-321 AT&T BILL 09/26/23-10/25/23 Central Services 202.69
AT&T MOBILTY 12/11/2023 122428 2873263283 601-49400-321 AT&T BILL 09/26/23-10/25/23 121.19
AT&T MOBILTY 12/11/2023 122428 2873263283 602-49450-321 AT&T BILL 09/26/23-10/25/23 Sewer 82.96
AT&T MOBILTY 12/11/2023 122428 2873263283 101-43100-321 AT&T BILL 09/26/23-10/25/23 Brush Site 76.46
AT&T MOBILTY 12/11/2023 122428 2873263283 101-43000-321 AT&T BILL 09/26/23-10/25/23 Public Works Department 28.41-
Total 122428:1,207.26
BIFFS INC 12/11/2023 122429 W945427 101-45200-415 BIFF RENTAL Parks 121.00
BIFFS INC 12/11/2023 122429 W945428 101-43100-415 BRUSH SITE Brush Site 146.92
Total 122429:267.92
BOLTON & MENK INC.12/11/2023 122430 0324905 440-48975-304 21-039 PW FACILITY CONSTRUCTION 2,208.00
Total 122430:2,208.00
BOND TRUST SERVICES CORP 12/11/2023 122431 83040 324-47000-611 INTEREST 2021A 191,521.88
BOND TRUST SERVICES CORP 12/11/2023 122431 83040 324-47000-601 PRINCIPAL 2021A BONDS 340,000.00
Total 122431:531,521.88
BRANDON MAURER 12/11/2023 122432 2023.11 602-49450-437 WASTE WATER TEST FEE Sewer 100.00
Total 122432:100.00
CARGILL SALT 12/11/2023 122433 2908876698 601-49400-216 SOFTENER SALT FOR WTR PLANT 6,427.23
Total 122433:6,427.23
CARNOY, LUKE 12/11/2023 122434 11.21.2023 C 101-42110-319 11.21.23 COMPLIANCE CHECK 3HOURS Police Department 60.00
Total 122434:60.00
CECE S SIGNS INC 12/11/2023 122435 9455 405-48500-580 GRAPHIC ON 709,433 510.00
CECE S SIGNS INC 12/11/2023 122435 9455 101-43000-221 GRAPHICS ON MISC EQUIPMENT Public Works Department 75.00
20
City of Orono Check Register - COUNCIL REPORT Page: 3
Check Issue Dates: 11/28/2023 - 12/11/2023 Dec 07, 2023 01:33PM
Check Check Invoice Invoice GL Account Description Department Invoice
Payee Issue Date Number Number Amount
Total 122435:585.00
CENTERPOINT ENERGY MAIN 12/11/2023 122436 10.02.23-11.2 613-49830-381 GAS SERVICES 1377 VINE PL 10/20/23-11/20/23 Golf Course 18.19
CENTERPOINT ENERGY MAIN 12/11/2023 122436 2023.11 601-49400-381 GAS SERVICE 992.34
CENTERPOINT ENERGY MAIN 12/11/2023 122436 2023.11 602-49450-381 GAS SERVICE Sewer 620.46
CENTERPOINT ENERGY MAIN 12/11/2023 122436 2023.11 101-41900-381 GAS SERVICE Central Services 562.94
CENTERPOINT ENERGY MAIN 12/11/2023 122436 2023.11 101-42110-381 GAS SERVICE Police Department 259.34
CENTERPOINT ENERGY MAIN 12/11/2023 122436 2023.11 613-49830-381 GAS SERVICE Golf Course 229.71
Total 122436:2,682.98
CENTRAL PENSION FUND SOU 12/11/2023 122437 11.30.2023 P 101-21705 CENTRAL PENSION FUND 113023 960.00
Total 122437:960.00
Century Link 12/11/2023 122438 2023. NOV4-601-49400-321 WTP PHONE/INTERNET 05/04/23-6/03/2023 3.17
Century Link 12/11/2023 122438 2023.10 WP 601-49400-321 CREDIT FOR SOUTH WATER PLANT 138.85-
Century Link 12/11/2023 122438 2023.11 GC 101-45210-321 GC PHONE/INTERNET Golf Course 237.59
Total 122438:101.91
CHAD GEHRMAN 12/11/2023 122439 RPS22-0001 101-22205 ESCROW REFUND - RPS22-000113 - 2205 BAYVI 10,000.00
Total 122439:10,000.00
CHRISTINE LUSIAN 12/11/2023 122440 11.2023 101-41300-439 PROF. DEVELOMENT LUNCHEONS Administration 85.72
Total 122440:85.72
CITY OF ORONO 12/11/2023 122441 LIQUOR LIC 613-49830-441 LIQUOR LICENSE Golf Course 5,200.00
Total 122441:5,200.00
City of Orono Utilities 12/11/2023 122442 11.2023 2345 601-49400-382 NOVEMBER 2023 UB - WTP 156.74
City of Orono Utilities 12/11/2023 122442 11.2023 CH&101-42110-382 NOVEMBER 2023 UB CH & PD Police Department 167.36
City of Orono Utilities 12/11/2023 122442 11.2023 CH&101-41900-382 NOVEMBER 2023 UB CH & PD Central Services 167.37
City of Orono Utilities 12/11/2023 122442 11.2023 PO 101-41900-382 NOVEMBER 2023 UB - PO Central Services 86.37
City of Orono Utilities 12/11/2023 122442 11.2023 PW 101-41900-382 NOVEMBER 2023 PW Central Services 334.73
21
City of Orono Check Register - COUNCIL REPORT Page: 4
Check Issue Dates: 11/28/2023 - 12/11/2023 Dec 07, 2023 01:33PM
Check Check Invoice Invoice GL Account Description Department Invoice
Payee Issue Date Number Number Amount
Total 122442:912.57
CITY OF WAYZATA 12/11/2023 122443 2023.NOVE 601-49400-387 NOV 2023 WATER 2,776.60
CITY OF WAYZATA 12/11/2023 122443 2023.NOVE 602-49450-387 NOV 2023 SEWER Sewer 5,809.80
Total 122443:8,586.40
Corporate 4 Insurance Agency Inc 12/11/2023 122444 1630349 703-49960-370 2024 INSURANCE AGENT FEE 8,000.00
Total 122444:8,000.00
Derek Nikko Excavating Inc 12/11/2023 122445 7596 601-49400-227 SAND FOR BACKFILL OF BREAKS 1,320.00
Total 122445:1,320.00
EBERT INC 12/11/2023 122446 PW PAY APP 440-20600 21-039 NEW PUBLIC WORK FACILITY CONSTRU 1,131,387.79-
EBERT INC 12/11/2023 122446 PW PAY APP 440-48970-520 21-039 NEW PUBLIC WORK FACILITY CONSTRU 2,558,167.80
Total 122446:1,426,780.01
ECM PUBLISHERS INC 12/11/2023 122447 973751 101-41900-340 MAINTENANCE WORKER ADVERTISING Central Services 349.20
ECM PUBLISHERS INC 12/11/2023 122447 973752 101-41900-340 FINANCE DIRECTOR RECRUITMENT Central Services 349.20
ECM PUBLISHERS INC 12/11/2023 122447 974580 101-42400-352 PUBLISHING/LAKER PIONEER ARTICAL Building & Zoning 109.40
ECM PUBLISHERS INC 12/11/2023 122447 974732 101-41900-340 MAINTENANCE WORKER ADVERTISING Central Services 129.20
ECM PUBLISHERS INC 12/11/2023 122447 974733 101-41900-340 ADVERTISING Central Services 284.70
Total 122447:1,221.70
EGAN, NICOLE 12/11/2023 122448 11.2023 NE 101-42400-331 MILEAGE- INSPECTIONS Building & Zoning 125.76
Total 122448:125.76
FABULOUS FOTOFORMS INC.12/11/2023 122449 O54725112 101-42110-240 BUILDING/LOCKER ROOM IDENTIFICATION BAD Police Department 442.00
Total 122449:442.00
FAST SIGNS 12/11/2023 122450 100-94760 101-45200-352 ADVERTISING Parks 701.92
22
City of Orono Check Register - COUNCIL REPORT Page: 5
Check Issue Dates: 11/28/2023 - 12/11/2023 Dec 07, 2023 01:33PM
Check Check Invoice Invoice GL Account Description Department Invoice
Payee Issue Date Number Number Amount
Total 122450:701.92
GENUINE PARTS COMPANY/NA 12/11/2023 122451 3270-587232 701-49800-222 ALTERNATOR FOR 255 31.99
GENUINE PARTS COMPANY/NA 12/11/2023 122451 3270-587280 701-49800-222 ALTERNATOR FOR UNIT 255 598.84
Total 122451:630.83
GOPHER ACE 12/11/2023 122452 018335/1 101-45200-404 BOLTS Parks 15.84
GOPHER ACE 12/11/2023 122452 018424/1 101-42260-221 EQUIPMENT FOR LADDER TRUCK Fire Protection Services 1,615.00
GOPHER ACE 12/11/2023 122452 018425/1 651-49910-240 18V 8AMP BATTERIES Storm Water 350.00
GOPHER ACE 12/11/2023 122452 018426/1 601-49400-227 LOCKS 28.33
GOPHER ACE 12/11/2023 122452 018426/1 602-49450-223 LOCKS Sewer 28.33
GOPHER ACE 12/11/2023 122452 018426/1 101-43000-224 LOCKS Public Works Department 28.34
GOPHER ACE 12/11/2023 122452 18397/1 101-45200-223 CHRISTMAS LIGHTS Parks 72.96
GOPHER ACE 12/11/2023 122452 18399/1 101-45200-404 ZIP TIES Parks 9.99
GOPHER ACE 12/11/2023 122452 18419/1 101-45200-223 EXTENSION CORDS Parks 219.96
GOPHER ACE 12/11/2023 122452 18420/1 101-45200-404 STEEL PIP AND FITTINGS Parks 41.58
GOPHER ACE 12/11/2023 122452 18448/1 101-45200-223 EXTENSION CORDS Parks 44.97
GOPHER ACE 12/11/2023 122452 18473/1 601-49400-240 TORCH KIT 69.99
Total 122452:2,525.29
GOPHER STATE ONE CALL 12/11/2023 122453 3110659 602-49450-227 SPLIT DISTRIBUTION Sewer 267.30
Total 122453:267.30
GREGERSON, ROSOW, JOHNS 12/11/2023 122454 49197 101-41600-306 PROSECUTION SERVICES 11/2023 Law/Legal Services 3,310.28
Total 122454:3,310.28
GUARDIAN FLEET SAFETY 12/11/2023 122455 231056 101-45200-221 EMERGENCY LIGHTS, INSTALL FOR UNIT 610 Parks 3,333.49
Total 122455:3,333.49
Henn county Community Correcti 12/11/2023 122456 1000215139 101-41600-309 JAIL CHARGES Law/Legal Services 420.00
Total 122456:420.00
Hennepin County Accounts Recei 12/11/2023 122457 1000215152 101-41550-302 1ST HALF 2023-2024 ASSESSING SERVICES Assessing 127,000.00
23
City of Orono Check Register - COUNCIL REPORT Page: 6
Check Issue Dates: 11/28/2023 - 12/11/2023 Dec 07, 2023 01:33PM
Check Check Invoice Invoice GL Account Description Department Invoice
Payee Issue Date Number Number Amount
Total 122457:127,000.00
HENNEPIN COUNTY TREASUR 12/11/2023 122458 2023-30 101-41410-221 2024 ELECTIONS Elections 672.68
HENNEPIN COUNTY TREASUR 12/11/2023 122458 MAINT24 101-41410-221 2024 ELECTIONS Elections 1,246.20
Total 122458:1,918.88
HJ GLOVE 12/11/2023 122459 50568 101-45210-095 MERCHANDISE Golf Course 43.68
Total 122459:43.68
HOEPNER, MAIA 12/11/2023 122460 11.21.23 CO 101-42110-319 11.21.23 COMPLIANCE CHECK 3 HOURS Police Department 60.00
Total 122460:60.00
HOLIDAY COMPANIES 12/11/2023 122461 07960112230 101-42110-402 CAR WASHES / HOLIDAY Police Department 231.00
Total 122461:231.00
HOLLYWOOD PYROTECHNICS I 12/11/2023 122462 2023 TREE L 101-19999 HOLIDAY TREELIGHTING FIREWORKS 10,000.00
Total 122462:10,000.00
HOLTON ELECTRIC CONTRACT 12/11/2023 122463 6180 101-43000-408 REPAIRS TO STREET LIGHTS IN ORONO Public Works Department 3,024.22
Total 122463:3,024.22
HOTSY MINNESOTA 12/11/2023 122464 19160 101-41900-221 PRESSURE WASHER REPLACEMENT Central Services 161.75
Total 122464:161.75
JOHNSON CONTROLS FIRE PR 12/11/2023 122465 23794116 101-41900-404 PW WET SPRINKLER SYSTEM Central Services 660.00
JOHNSON CONTROLS FIRE PR 12/11/2023 122465 23794144 101-41900-404 PW WET SPRINKLER SYSTEM Central Services 660.00
JOHNSON CONTROLS FIRE PR 12/11/2023 122465 51430157 101-41900-404 PW WET SPRINKLER SYSTEM Central Services 830.00
Total 122465:2,150.00
JON DUK KIM & YOUNG HY AN 12/11/2023 122466 3600 CASCO 999-10015 UB REFUND - 3600 CASCO AVE 278.92
24
City of Orono Check Register - COUNCIL REPORT Page: 7
Check Issue Dates: 11/28/2023 - 12/11/2023 Dec 07, 2023 01:33PM
Check Check Invoice Invoice GL Account Description Department Invoice
Payee Issue Date Number Number Amount
Total 122466:278.92
LAKE MTKA CONSERVATION DI 12/11/2023 122467 2023Q4ORO 651-49910-433 4TH QTR 2023 LEVY PMT Storm Water 10,200.50
Total 122467:10,200.50
LAPOINTE UTILITIES INC 12/11/2023 122468 ROW23-000 101-22205 ESCROW REFUND - ROW23-000021-2452 NORT 1,500.00
Total 122468:1,500.00
LDF 12/11/2023 122469 2024 LEGAL 101-42110-433 2024 MPPOA DUES -FARNIOK Police Department 200.00
Total 122469:200.00
LEXIPOL, LLC 12/11/2023 122470 INVLEX1209 101-42260-319 ONLINE POLICY AND PROCEDURE Fire Protection Services 3,245.20
Total 122470:3,245.20
LINDSTROM RESTORATION 12/11/2023 122471 2470-23 703-49960-379 WATER LEAK - PD 2,378.10
Total 122471:2,378.10
MACQUEEN EQUIPMENT LLC 12/11/2023 122472 P10193 415-42260-580 EQUIPMENT FOR LADDER TRUCK 221.74
Total 122472:221.74
MANSFIELD OIL COMPANY 12/11/2023 122473 24855176 701-49800-212 UNLEADED FUEL 3,795.33
MANSFIELD OIL COMPANY 12/11/2023 122473 24855193 701-49800-212 UNLEADED FUEL 522.06
MANSFIELD OIL COMPANY 12/11/2023 122473 24855196 701-49800-212 DIESEL FUEL 1,121.97
Total 122473:5,439.36
MARTIN MARIETTA MATERIALS 12/11/2023 122474 41091832 101-43000-224 PATCHING Public Works Department 110.76
Total 122474:110.76
METROPOLITAN COUNCIL ENVI 12/11/2023 122475 0001165618 602-49450-383 WASTWATER SERVICE 1/2024 Sewer 64,223.79
25
City of Orono Check Register - COUNCIL REPORT Page: 8
Check Issue Dates: 11/28/2023 - 12/11/2023 Dec 07, 2023 01:33PM
Check Check Invoice Invoice GL Account Description Department Invoice
Payee Issue Date Number Number Amount
Total 122475:64,223.79
MIKAN CUSTOM HOMES - MIKE 12/11/2023 122476 SWP23-0000 601-39610 PERMIT REFUND- SWP23-000090 - 800 NORTH A 51.00
Total 122476:51.00
MINNEAPOLIS OXYGEN COMPA 12/11/2023 122477 00118698 101-43000-415 ACETYLENE, OXYGEN Public Works Department 73.90
MINNEAPOLIS OXYGEN COMPA 12/11/2023 122477 00118699 101-42110-221 MEDICAL OXYGEN Police Department 145.81
Total 122477:219.71
MINNESOTA FIRE SERVICE CE 12/11/2023 122478 12012 101-42260-433 MN CERTIFICATION FOR FIRE Fire Protection Services 26.25
Total 122478:26.25
Minnesota Topsoil 12/11/2023 122479 2447 101-43100-489 YARD WASTE HAULOUT Brush Site 3,960.00
Minnesota Topsoil 12/11/2023 122479 2450 101-43000-489 YARD WASTE HAULOUT Public Works Department 1,260.00
Minnesota Topsoil 12/11/2023 122479 2450 651-49910-489 SWEEPING HAULOUT Storm Water 855.00
Total 122479:6,075.00
MINUTEMAN PRESS 12/11/2023 122480 35578 101-41300-340 NEWSLETTER Administration 3,184.37
Total 122480:3,184.37
MN CHIEF OF POLICE ASSN 12/11/2023 122481 14954 101-42110-433 MEMBERSHIP MCPA 2024 Police Department 477.00
Total 122481:477.00
MN POLICE & PEACE OFFICER 12/11/2023 122482 2024 MPPOA 101-42110-433 2024 MPPOA DUES -FARNIOK Police Department 70.00
Total 122482:70.00
MOTOROLA 12/11/2023 122483 8281754529-415-42260-580 APX RADIOS AND ACCESSORIES (QTY 1)6,459.12
Total 122483:6,459.12
NAPA Auto Parts 12/11/2023 122484 3270-586270 701-49800-213 5W20 OIL 839.99
NAPA Auto Parts 12/11/2023 122484 3270-586327 701-49800-221 AIR FILTERS 224.71
26
City of Orono Check Register - COUNCIL REPORT Page: 9
Check Issue Dates: 11/28/2023 - 12/11/2023 Dec 07, 2023 01:33PM
Check Check Invoice Invoice GL Account Description Department Invoice
Payee Issue Date Number Number Amount
NAPA Auto Parts 12/11/2023 122484 3270-586670 701-49800-215 COOLANT HOSE UNIT 260 33.75
NAPA Auto Parts 12/11/2023 122484 3270-586712 701-49800-222 BRAKES/ROTORS FOR UNIT 260 149.99
NAPA Auto Parts 12/11/2023 122484 3270-586790 701-49800-222 IDELER PULLEY FOR 264 22.53
Total 122484:1,270.97
NAVARRE HARDWARE 12/11/2023 122485 344723 101-43000-224 BOLT Public Works Department 10.74
Total 122485:10.74
NCPERS GROUP LIFE INS.12/11/2023 122486 6732001220 101-21710 PERA LIFE 12/2023 352.00
Total 122486:352.00
Newegg Business Inc 12/11/2023 122487 1304768922 710-49970-221 LAPTOPS 1,341.98
Total 122487:1,341.98
NORTHERN LIGHTS DISPLAY 12/11/2023 122488 23-0424 101-43000-224 LIGHT BULBS LED FLAME BULBSCHRISTMAS LI Public Works Department 312.50
Total 122488:312.50
NOVA COMMUNICATIONS INC 12/11/2023 122489 171659 710-49970-401 PHONE SUPPORT - PORT ISSUE 550.00
NOVA COMMUNICATIONS INC 12/11/2023 122489 171686 710-49970-401 ANNUAL SERVER & SOFTWARE SUPPORT 4,100.50
Total 122489:4,650.50
OFFICE DEPOT 12/11/2023 122490 3440701820 101-42110-201 OFFICE SUPPLIES Police Department 242.51
OFFICE DEPOT 12/11/2023 122490 3440717710 101-42110-201 OFFICE SUPPLIES Police Department 6.99
Total 122490:249.50
OPD BUSINESS SOLUTIONS LL 12/11/2023 122491 3414936580 101-42110-201 OFFICE SUPPLIES Police Department 137.52
OPD BUSINESS SOLUTIONS LL 12/11/2023 122491 3414970310 101-42110-201 MISC OFFICE SUPPLIES Police Department 9.59
OPD BUSINESS SOLUTIONS LL 12/11/2023 122491 3430825290 101-41900-201 OFFICE SUPPLIES Central Services 42.63
Total 122491:189.74
OPG-3 INC 12/11/2023 122492 7383 710-49970-437 2023 IMAGING SUPPORT/LICENSING 6,948.00
27
City of Orono Check Register - COUNCIL REPORT Page: 10
Check Issue Dates: 11/28/2023 - 12/11/2023 Dec 07, 2023 01:33PM
Check Check Invoice Invoice GL Account Description Department Invoice
Payee Issue Date Number Number Amount
Total 122492:6,948.00
PERMANENT COATING SOLUTI 12/11/2023 122493 18.11.23 101-42110-404 PD GARAGE RESURFACING (EPOXY)Police Department 4,028.87
Total 122493:4,028.87
PLUNKETT'S 12/11/2023 122494 8312102 101-41900-404 PEST CONTOL Central Services 246.35
Total 122494:246.35
PRECISION UTILITIES 12/11/2023 122495 1034 601-49400-405 2160 & 2162 KENWOOD WAY CURB STOP REPAI 4,435.00
Total 122495:4,435.00
REPUBLIC SERVICES #894 12/11/2023 122496 0894-006473 101-45200-404 TRASH SERVICE Parks 2,094.96
Total 122496:2,094.96
RYAN AUTO MALL 12/11/2023 122497 258607 701-49800-221 SQUAD 260 COOLENT HOSE 108.88
Total 122497:108.88
SECURITY & SOUND CO 12/11/2023 122498 27545 101-41900-404 BATTERIES - DOOR ALARMS Central Services 225.00
Total 122498:225.00
SPRINT 12/11/2023 122499 LCI-339543 101-42110-319 CASE INVESTIGATION (SUBPEONA)Police Department 100.00
Total 122499:100.00
T W TUPY INC 12/11/2023 122500 080688 101-43000-224 ROCK FOR SHOULDERING RDS Public Works Department 1,232.31
Total 122500:1,232.31
TOLL GAS & WELDING SUPPLY 12/11/2023 122501 40185942 101-43000-415 CYLINDER & DEMURRAGE Public Works Department 12.30
Total 122501:12.30
UNIFIRST CORPORATION 12/11/2023 122502 1410021788 101-41900-223 LAUNDRY SERVICE Central Services 80.27
28
City of Orono Check Register - COUNCIL REPORT Page: 11
Check Issue Dates: 11/28/2023 - 12/11/2023 Dec 07, 2023 01:33PM
Check Check Invoice Invoice GL Account Description Department Invoice
Payee Issue Date Number Number Amount
UNIFIRST CORPORATION 12/11/2023 122502 1410024596 101-43000-404 RUGS - PW Public Works Department 26.13
UNIFIRST CORPORATION 12/11/2023 122502 1410024596 701-49800-221 SHOP TOWELS - PW 6.23
UNIFIRST CORPORATION 12/11/2023 122502 1410024596 602-49450-226 UNIFORMS PW-SEWER DEPT Sewer 40.73
UNIFIRST CORPORATION 12/11/2023 122502 1410024596 701-49800-226 UNIFORMS - FLEET 40.73
UNIFIRST CORPORATION 12/11/2023 122502 1410024596 101-43000-226 UNIFORMS - PW Public Works Department 40.73
UNIFIRST CORPORATION 12/11/2023 122502 1410024596 601-49400-226 UNIFORMS PW-WATER DEPT 40.73
UNIFIRST CORPORATION 12/11/2023 122502 1410024596 101-45210-226 UNIFORMS-GOLF COURSE Golf Course 40.72
UNIFIRST CORPORATION 12/11/2023 122502 1410024596 101-45200-226 UNIFORMS-PARKS Parks 40.72
UNIFIRST CORPORATION 12/11/2023 122502 1410026235 101-43000-404 RUGS - PW Public Works Department 26.13
UNIFIRST CORPORATION 12/11/2023 122502 1410026235 701-49800-221 SHOP TOWELS - PW 8.33
UNIFIRST CORPORATION 12/11/2023 122502 1410026235 602-49450-226 UNIFORMS PW-SEWER DEPT Sewer 72.82
UNIFIRST CORPORATION 12/11/2023 122502 1410026235 601-49400-226 UNIFORMS PW-WATER DEPT 72.82
UNIFIRST CORPORATION 12/11/2023 122502 1410026235 701-49800-226 UNIFORMS-FLEET 72.82
UNIFIRST CORPORATION 12/11/2023 122502 1410026235 101-43000-226 UNIFORMS - PW Public Works Department 72.82
UNIFIRST CORPORATION 12/11/2023 122502 1410026235 101-45210-226 UNIFORMS-GOLF COURSE Golf Course 72.81
UNIFIRST CORPORATION 12/11/2023 122502 1410026235 101-45200-226 UNIFORMS-PARKS Parks 72.81
Total 122502:828.35
VARNER MOBILE SERVICES LL 12/11/2023 122503 10034 701-49800-402 REPAIR 425 NO START 588.75
Total 122503:588.75
WASTE MANAGEMENT RECYC 12/11/2023 122504 0108655-280 603-49500-444 RECYCLING 11/2023 86.81
WASTE MANAGEMENT RECYC 12/11/2023 122504 0108655-280 603-49500-316 RECYCLING 12/2023 17,971.90
Total 122504:18,058.71
WATER CONSERVATION SVC IN 12/11/2023 122505 13584 101-43050-319 LEAK LOCATING (SPRING PARK)Public Works - Spring Park 564.13
WATER CONSERVATION SVC IN 12/11/2023 122505 13584 601-49400-405 ANNUAL LEAK STUDY 995.87
Total 122505:1,560.00
WESTSIDE WHOLESALE TIRE 12/11/2023 122506 937382 701-49800-222 TIRES FOR 433 558.32
WESTSIDE WHOLESALE TIRE 12/11/2023 122506 937384 701-49800-222 TIRES FOR, PW TRUCKS 1,239.92
Total 122506:1,798.24
WOODDALE BUILDERS 12/11/2023 122507 RPS22-0001 101-22205 ESCROW REFUND - RPS22-000100 - 1856 SHAD 9,000.00
29
City of Orono Check Register - COUNCIL REPORT Page: 12
Check Issue Dates: 11/28/2023 - 12/11/2023 Dec 07, 2023 01:33PM
Check Check Invoice Invoice GL Account Description Department Invoice
Payee Issue Date Number Number Amount
Total 122507:9,000.00
XCEL ENERGY 12/11/2023 122508 10.17.23 - 11.101-41900-381 NEW PW BUILDING ELECTRICITY Central Services 34.27
XCEL ENERGY 12/11/2023 122508 855515910 101-41900-381 ELECTRICAL SERVICE 11/2023 Central Services 1,766.35
XCEL ENERGY 12/11/2023 122508 855515910 101-42110-381 ELECTRICAL SERVICE 11/2023 Police Department 991.86
XCEL ENERGY 12/11/2023 122508 855515910 101-42110-381 ELECTRICAL SERVICE 11/2023 Police Department 41.64
XCEL ENERGY 12/11/2023 122508 855515910 101-43000-381 ELECTRICAL SERVICE 11/2023 Public Works Department 196.70
XCEL ENERGY 12/11/2023 122508 855515910 101-43000-386 ELECTRICAL SERVICE 11/2023 Public Works Department 3,506.99
XCEL ENERGY 12/11/2023 122508 855515910 101-45200-381 ELECTRICAL SERVICE 11/2023 Parks 54.96
XCEL ENERGY 12/11/2023 122508 855515910 601-49400-381 ELECTRICAL SERVICE 11/2023 6,234.02
XCEL ENERGY 12/11/2023 122508 855515910 602-49450-381 ELECTRICAL SERVICE 11/2023 Sewer 3,374.69
XCEL ENERGY 12/11/2023 122508 855515910 101-45210-381 ELECTRICAL SERVICE 11/2023 Golf Course 200.74
Total 122508:16,402.22
ZACH'S, INC.12/11/2023 122509 36505 101-43000-224 CITRUS PINE ASPHALT REMOVER Public Works Department 407.65
Total 122509:407.65
ZAYO GROUP LLC 12/11/2023 122510 20059258 101-41900-321 PHONE SERVICE 11/23/2023-12/20/2023 Central Services 573.98
ZAYO GROUP LLC 12/11/2023 122510 20059258 613-49830-321 PHONE SERVICE 11/23/2023-12/20/2023 Golf Course 91.05
Total 122510:665.03
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 AE 101-41300-331 PARKING FOR COURT CASE Administration 5.00
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 AE 601-49400-437 APWA 366.90
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 AE 101-41300-439 CANDY FOR LEGISLATIVE BONDING BRIEF Administration 36.10
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 AW 101-42110-201 COMMUNITY EVENT/MOUND TREE LIGHTING Police Department 3.55
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 BW 101-43000-226 PPE WINTER CLOTHES FOR JIMMY AND HUNTE Public Works Department 648.92
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 CF 101-42110-437 IACP CONFERENCE EXPENSE Police Department 17.17
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 CF 101-41410-437 IACP CONFERENCE HOTEL Elections 1,624.15
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 CF 101-42110-437 MEETING REFRESHMENTS Police Department 12.62
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 CF 101-42110-433 PELOTON MEMBERSHIP Police Department 47.76
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 DG 701-49800-437 FLEET TRAINING FOR BRODY 150.00
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 DG 701-49800-240 REPLACMENT 3/4 DRIVE SOCKET 29.99
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 DG 101-43000-437 APWA CONFERANCE DJ Public Works Department 366.90
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 DK 710-49970-221 AROLO CAMERAS 269.30
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 JL 101-45210-223 PIZZA FOR GC EMPLOYEES Golf Course 55.29
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 JL 101-45200-437 PESTICIDE RECERTIFICATION Parks 290.00
30
City of Orono Check Register - COUNCIL REPORT Page: 13
Check Issue Dates: 11/28/2023 - 12/11/2023 Dec 07, 2023 01:33PM
Check Check Invoice Invoice GL Account Description Department Invoice
Payee Issue Date Number Number Amount
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 JL 101-41900-223 EASELS Central Services 233.98
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 JL 101-45200-404 SNOW FENCE Parks 616.63
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 JV 101-42260-489 AD ON FACEBOOK FOR OPEN HOUSE Fire Protection Services 4.00
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 JV 101-42260-489 CAR WASH Fire Protection Services 15.00
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 JV 101-42260-219 AED BATTERY AND PADS Fire Protection Services 695.65
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 JV 101-42260-441 MBFTE FIREFIGHTER LICENSE Fire Protection Services 100.00
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 JV 101-42260-489 STICKERS FOR ADVERTISING Fire Protection Services 106.00
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 RO 101-41410-439 COUNCIL MEALS Elections 341.78
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 RO 101-41300-439 EMPLOYEE WELCOMES Administration 255.65
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 RO 710-49970-416 SURVEY MONKEY 484.97
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 RO 101-41900-201 PROPERTY REPORT Central Services 9.95
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 RO 101-41410-489 COFFEE W/MAYOR Elections 27.98
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 SO 601-49400-322 SHIPPING WATER SAMPLES 15.02
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 SO 601-49400-322 SHIPPING WATER SAMPLES 17.82
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 SO 601-49400-216 CHEMICALS FOR WATER PLANT 780.84
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 SO 601-49400-227 19 & 51 WATER MAIN BREAK 340.00
CARDMEMBER SERVICE 12/11/2023 201304 2023.11 SO 601-49400-405 PIZZA FOR 2007 SUGARWOODS CURB STOP RE 116.40
Total 20130412:8,085.32
CIRCLE K 12/11/2023 201304 93240343 101-43000-212 NON OXY GAS FOR MIX (SMALLTOOLS)Public Works Department 20.83
Total 20130413:20.83
FSSolutions 12/11/2023 201304 FL00610858 101-43000-319 DRUG TESTING Public Works Department 61.16
Total 20130414:61.16
HOME DEPOT CREDIT SERVIC 12/11/2023 201304 516155 101-43000-221 VALVES FOR PATCH TRUCK Public Works Department 37.85
Total 20130415:37.85
LOGIS-WIRE 12/11/2023 201304 54226 101-42110-310 POLICE RECORDS Police Department 8,119.00
LOGIS-WIRE 12/11/2023 201304 54226 710-49970-329 INTERNET 600.00
LOGIS-WIRE 12/11/2023 201304 54226 101-41900-221 HOSTED BACKUPS Central Services 1,125.00
LOGIS-WIRE 12/11/2023 201304 54226 710-49970-311 HOSTED SERVERS 1,399.00
LOGIS-WIRE 12/11/2023 201304 54226 710-49970-311 HOSTED COMPLIANCE ARCHIVE 537.00
LOGIS-WIRE 12/11/2023 201304 54226 710-49970-311 HOSTED WATCHGUARD 650.00
LOGIS-WIRE 12/11/2023 201304 54226 710-49970-401 FIBER SERVICES 163.00
LOGIS-WIRE 12/11/2023 201304 54226 710-49970-401 HOSTED WIRELESS 100.00
31
City of Orono Check Register - COUNCIL REPORT Page: 14
Check Issue Dates: 11/28/2023 - 12/11/2023 Dec 07, 2023 01:33PM
Check Check Invoice Invoice GL Account Description Department Invoice
Payee Issue Date Number Number Amount
Total 20130416:12,693.00
MEDSURETY LLC 12/11/2023 201304 27657 101-41900-319 FEES Central Services 198.50
MEDSURETY LLC 12/11/2023 201304 FSA CLAIM 1 101-21719 FSA 12.08.23 56.40
MEDSURETY LLC 12/11/2023 201304 MFSA 10.20.101-21719 MFSA 10.20.23-11.26.23 FUNDS 69.55
MEDSURETY LLC 12/11/2023 201304 MFSA 10.27.101-21719 MFSA 10.27.23-12.3.23 FUNDS 15.82
Total 20130417:340.27
MN DEPT OF REVENUE-WIRE 12/11/2023 201304 11.2023 SAL 601-20806 WATER TAXABLE SALES 4/23 757.00
MN DEPT OF REVENUE-WIRE 12/11/2023 201304 11.2023 SAL 101-34650 POLICE REPORT SALES TAX 21.00
MN DEPT OF REVENUE-WIRE 12/11/2023 201304 11.2023 SAL 613-37980 SALES TAX 11/2023 2.00
Total 20130418:780.00
PSN: PAYMENT SERVICE INVOI 12/11/2023 201304 287293 602-49450-312 SEWER FUND PSN FEES Sewer 468.57
PSN: PAYMENT SERVICE INVOI 12/11/2023 201304 287293 601-49400-312 WATER FUND PSN FEES 468.58
PSN: PAYMENT SERVICE INVOI 12/11/2023 201304 287422 101-41900-312 MISC PSN FEES Central Services 2.75
PSN: PAYMENT SERVICE INVOI 12/11/2023 201304 287567 101-41900-312 BUILDING PERMIT PSN FEES Central Services 15.40
Total 20130419:955.30
SQUARE SERVICES 12/11/2023 201304 12.2023 FEE 101-41900-312 FEE 12.1.23-1.1.2024 Central Services 35.00
Total 20130420:35.00
Grand Totals: 2,393,893.20
32
Item No.: 5 Date: December 11, 2023
Presenter: Adam Edwards
City Administrator
Agenda
Section:
Consent Agenda
Item Description: Approve Next Work Session Draft Agenda
1.Purpose:
The purpose of the action item is to forecast future work session agendas.
2.
Date Subjects Date Subjects
8 Jan Annual Appointments 8 Jul
22 Jan Recodification-streets, utilities, parks 22 Jul General Fund Budget Update
12 Feb Average Lakeshore Setback (Part 3) 12 Aug
26 Feb Interview Commissioner Applicants
(Parks/Planning)-- If Needed 26 Aug Enterprise Budget Update
11 Mar Recodification- Land Use Code (Title
VI) 9 Sep Preliminary Levy / Budget
8 Apr Street Maintenance 2025 23 Sep
22 Apr 14 Oct Draft Capital Improvement Plans
13 May 28 Oct Draft Capital Improvement Plans
28 May 12 Nov
10 Jun 25 Nov Fee Schedule Update
24 Jun Preliminary Budget Guidance 2025 9 Dec
Background/Summary:
This is an opportunity for council members to propose and agree to future work session topics.
Work session meetings are at 5 pm on the same days as 6 pm regular council meetings. The table
below lists upcoming proposed subjects and dates.
3.Staff Recommendation:
I recommend holding the next work session as scheduled.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Move to hold the next work session as scheduled.
33
Item No.: 6 Date: December 11, 2023
Presenter: Christine Lusian
City Clerk
Agenda
Section:
Consent Agenda
Item Description: Approval of Rental Licenses
1.Purpose:
The purpose of this action item is to approve licenses for rental housing.
2.License Applicant(s):
RL20-000001 4755 North Shore Drive
RL21-000017 4148 Highwood Road
RL21-000022 2765 Shadywood Road
RL21-000028 1530 Long Lake Boulevard
RL21-000029 3026 Casco Point Road
RL21-000033 2595 Lydiard Circle 2
RL22-000004 125 Hackberry Hill
RL22-000015 2595 Lydiard Circle 1
RL23-000018 2659 Casco Point Road
RL23-000019 755 Spring Hill Road
RL23-000020 95 Willow Drive North
RL23-000021 2080 Shadywood Road
RL23-000022 3513 Lyric Avenue
RL23-000023 1295 Dickenson Street
3.Staff Recommendation:
Staff recommends approval of the rental licenses listed above for the period of January 1, 2024 to
December 31, 2025. The License applicants have sumitted all of the requested information and
have met all requirements.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Motion to approve the rental licenses listed above.
34
Item No.: 7 Date: December 11, 2023
Presenter: Correy Farniok
Police Chief
Agenda
Section:
Consent Agenda
Item Description: Retirement of Police Canine "Xerxes"
1.Purpose:
The purpose of this action item is to gain approval for the retirement and sale of police canine
Xerxes.
2.Background/Summary:
The Orono Police Department partnered with Can Do Canine in 2018 to establish a community
service canine program. At that time we received Xerxes, a 3 year old black lab. Since then,
Xerxes has provided a valuable service to the community including responding to calls, attending
many community and social events, and assisting on medical calls. Xerxes assisted on calls
involving emotionally heighted people due to an incident and as an emotional support dog to
employees at the city and the police department. In the nearly 6 years Xerxes has been apart of the
program he has done an exceptional job and has assisted hundreds of people.
Recently we've observed that Xerxes has become more independent and a little more difficult to
stay on task and for these reasons it has been determined to allow Xerxes to retire and enjoy more
leisure activities. Officer Kyle Kirschner has been Xerxes handler since the beginning of the
program and have created a bond with each other and Officer Kirschner's family.
The department has evaluated several options and determined the best option is to allow Officer
Kyle Kirschner to purchase Xerxes from the department. An agreement for the purchase of police
canine Xerxes is attached with this action.
3.Staff Recommendation:
I recommend the retirement and sale of police canine Xerxes to officer Kyle Kirschner for $1.00.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Motion to approve the retirement of police canine Xerxes effective December 31, 2023, resolution 7431
for recognition of service, and sale to officer Kyle Kirschner for $1.00.
Exhibits
Ex. A Resolution 7431 Xerxes Recognition of Service
Ex. B Sale Agreement - Xerxes Retirement
35
CITY OF ORONO
RESOLUTION OF THE CITY COUNCIL
NO. 7431
A RESOLUTION RECOGNIZING CANINE OFFICER XERXES
FOR HIS 6 YEARS OF DEDICATED SERVICE
TO THE CITY AS A POLICE OFFICER
WHEREAS, Canine Xerxes was appointed to the position of Community Service Dog on
February 12, 2018; and
WHEREAS,his years of service as Police Canine, has been characterized by his dedication
to providing the highest quality service to the city and its citizens;
WHEREAS, Canine Xerxes has provided service to the community and has touched and
impacted so many people in and around our community and;
WHEREAS,Canine Xerxes is retiring from his position as Police Canine effective
December 31, 2023.
NOW, THEREFORE, BE IT RESOLVED, that the Orono City Council does hereby
recognize and commend Canine Xerxes for his compassion, excitement and dedicated service to
the community as a Police Canine.
BE IT FURTHER RESOLVED that the Orono City Council does hereby extend its best
wishes to Canine Xerxes.
Adopted by the City Council of Orono, Minnesota at a regular meeting held this 11th day
of December, 2023.
ATTEST:
_________________________________________________
Christine Lusian, City Clerk Dennis Walsh, Mayor
36
228622v1
AGREEMENT BETWEEN THE CITY OF ORONO
and
Officer Kyle Kirschner
1.This agreement is made December 11, 2023, by the City of Orono and Kyle
Kirschner.
2.The City of Orono is the owner of a Black Labrador Retriever dog known by the
name of “Xerxes” (“Canine”).
3.Officer Kyle Kirschner has been the designated handler of the Canine but will no
longer be handling the Canine in police service.
4.The Canine has been trained specifically and exclusively for police purposes and
is not suitable for placement with a second handler. Consequently, the Canine
will be retired from active police service on December 31, 2023 and is no longer
needed by the City.
5.The City agrees to sell the Canine to Officer Kyle Kirschner for $1.00. This price
is based on the City’s inability to place the Canine with a second handler and
Officer Kyle Kirschner’s agreement to accept responsibility for the costs
associated with owning the Canine.
6.Officer Kyle Kirschner agrees to accept ownership of the Canine “AS IS.” Officer
Kyle Kirschner agrees to be responsible for the Canine’s ongoing care, custody,
and maintenance, including veterinary expenses and liability for the Canine’s
actions. Upon execution of this Agreement, ownership of the dog known as
“Xerxes” is transferred to Officer Kyle Kirschner, and the City will have no further
obligation for the care of the Canine or liability for its actions.
7.Upon Officer Kyle Kirschner ’s request, the City will provide Officer Kyle
Kirschner with copies of all veterinary records related to the Canine.
8.This Agreement shall serve as a bill of sale for the Canine.
DATED: CITY OF ORONO
By
Dennis Walsh, Mayor
DATED: By
Christine Lusian, City Clerk
Received $1.00__________
37
Item No.: 8 Date: December 11, 2023
Presenter: Christine Lusian
City Clerk
Agenda
Section:
Consent Agenda
Item Description: Appoint Election Judges and Establish Absentee Ballot Board -
Resolution 7434
1.Purpose:
State law requires advance appointment of election judges and establishment of an absentee ballot
board.
2.Background/Summary:
Election judges will assist voters at the polling places in precincts one, two, and three on each
election day:
March 5
April 30
May 14
August 13
November 5
The absentee ballot board will work at city hall accepting and rejecting ballots during the absentee
voting periods prior to each election day:
January 19 - March 4
April 12-29
May 3-13
June 28 - August 12
September 20 - November 4
3.Staff Recommendation:
Adopt resolution 7434 appointing election judges and establishing an absentee ballot board.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Motion to adopt resolution 7434 appointing election judges and establishing an absentee ballot board.
Exhibits
Ex. A Resolution 7434 Election Judges and Ballot Board
38
CITY OF ORONO
RESOLUTION OF THE CITY COUNCIL
NO. 7434
APPOINT ELECTION JUDGES AND ESTABLISH ABSENTEE BALLOT BOARD
WHEREAS, elections will be held March 5, April 30 (if necessary), May 14, August 13, and
November 5, 2024; and
WHEREAS, appointment of election judges prior to the election they will serve is required by
Minn. Stat. §204B.21 Subd. 2; and
WHEREAS, establishment of an Absentee Ballot Board is required by Minn. Stat. §203B.121
Subd. 1; and
NOW, THEREFORE, BE IT RESOLVED that the Orono City Council appoints the following
individuals to serve as election judges:
Sandie Berger Sheila Jones Kaitlin Thompson Kim Mueller
Debbie Blum Julie Jones Sandy Whisler Ben Goodwin
Nancy Brantingham Sandra Keegan Cathy Wilkins Denise Aasen
Barbara Burwell Bonnie Martinson Deborah Houston Lila Moberg
Tom Cady Maryann Merideth Sheri Nash Deborah Houston
Michaela Diercks Kirk Nelson Jennifer Weiss Sue Pearce
Nancy Fox John Roberts Lila Moberg
Lindsay Freeman Richard Rohrer Joy Grundeen
Leonard Freeman Julie Ruegemer Holly Rocca
BE IT FURTHER RESOLVED, that the Orono City Council establishes an Absentee Ballot
Board with the following individuals: Nola Dickhausen, Nancy Fox, Debbie Blum, Bonnie
Martinson.
BE IT FURTHER RESOLVED, that the City Clerk is authorized to appoint additional election
judges and absentee ballot board members as needed.
Adopted by the City Council of the City of Orono, Minnesota at a regular meeting held on
December 11, 2023.
ATTEST:
_____________________________________________________________________
Christine Lusian, City Clerk Dennis Walsh, Mayor
39
Item No.: 9 Date: December 11, 2023
Presenter: Josh Lemons
Parks & Golf Course Superintendent
Agenda
Section:
Consent Agenda
Item Description: Authorization to accept resignation of Barry Sullivan
1.Purpose:
The purpose of the action item is to gain approval to accept the resignation of Parks Department
employee Barry Sullivan.
2.Background/Summary:
Barry Sullivan was hired in June 2020. Barry Sullivan has decided to retire and has given a last
day of December 29, 2023. Barry has been a valuable and cherished member of the Parks
Department and we thank him for his service. Barry has expressed a desire to return as a seasonal
employee in the summer months. The custodian position will be changed to a full-time position
and the replacement process has begun.
3.Staff Recommendation:
Staff recommends accepting the resignation of Barry Sullivan effective December 29, 2023.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Motion to approve the resignation of Barry Sullivan effective December 29, 2023.
40
Item No.: 10 Date: December 11, 2023
Presenter: Josh Lemons
Parks & Golf Course Superintendent
Agenda
Section:
Consent Agenda
Item Description: Approval to Hire Custodian
1.Purpose:
The purpose of this action item is to appoint the full-time custodian.
2.Background/Summary:
The current part-time custodian has announced his retirement and this gave staff the opportunity to
re-evaluate the position's needs. With the increase in facilities, the part-time structure will no
longer work to meet the custodial needs. Staff recommended that the position move to a full-time
position, The HR Committee met on the issue and agreed with the assessment. As the position
transitions to full time it will be covered under the IUOE Local 49 bargaining unit.
3.Recruitment:
The selection process for the position involved advertising the position, application screening, and
an interview. Six candidates applied for the position and two were invited to interview. One
candidate was interviewed by staff and the second removed himself from the process.
4.Recommended Candidate:
Ms. Julia Aarestad is the recommended candidate for the position. Julia currently holds a similar
position with another municipality. Julia has held several positions that share similar
responsibilities with the Custodian/Building Maintenance position.
5.Recommended Compensation:
I recommend Julia Aarestad be appointed as the full-time custodian with an effective start date of
December 12, 2023.
a. Salary. Grade 3 / Step 1 ($23.46/Hour) of the City Employee 2023 Pay Scale.
b. Vacation. Starting at a rate of 2 weeks/ 80 hours per year. Increases to then follow the
city's personnel policy and the collective bargaining agreement with IUOE Local 49.
c. Benefits. As a full-time employee, the position is eligible for all benefits as outlined in the
personnel policy and the collective bargaining agreement with IUOE Local 49.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Motion to appoint Julia Aarestad as the full-time custodian at Grade 3 Step 1 with a start date of
December 12, 2023.
41
Item No.: 11 Date: December 11, 2023
Presenter: Adam Edwards
City Administrator
Agenda
Section:
Consent Agenda
Item Description: Appointment of Finance Director
1.Purpose:
The purpose of this action item is to appoint the new Finance Director.
2.Background/Summary:
The Finance Director position is a critical position within the city staff. In Orono the position not
only oversees the statutory roles of City Treasurer but also leads and manages the finance
activities, information technology activities and the human resources activities for the city. At the
November 13th Council Meeting the city accepted the resignation of Finance Director, Ron Olson
effective December 15th, approved the updated job description for the position, and authorized
staff to initiate the recruitment process.
3.Recruitment:
The selection process included the advertising the position, application screening, interview panels
and background checks. First round interviews were completed by a panel made up of city staff
and the second round by a panel of City staff with Mayor Walsh and Councilmember Benson.
4.Recommended Candidate:
Ms. Maggie Jin is the recommended candidate for the position. Maggie has experience in
Municipal financial management, including here in Orono and most recently as the Finance
Manager for Corcoran. She holds a degrees in Economics and Accounting. Maggie's education
and experiences make her uniquely suited to be Orono's next Finance Director.
5.Recommended Compensation:
I recommend Maggie Jin be appointed as the Orono Finance Director with an effective start date
of January 8, 2024.
a. Salary. Grade 17 / Step 2 ($120,282.98 / yr) of the City Employee 2024 Pay Scale.
b. Vacation. Starting at a rate of 3 weeks/ 120 hours per year. Increases to then follow the
city’s personnel policy. Her initial vacation balance will be set at 40 hrs.
c. Benefits. As a full time employees the position is eligible for all benefits as outlined in the
personnel policy. Her service time will be set to 3 years to acknowledge her previous service to
the city per the personnel policy.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Motion to appoint Maggie Jin as the Finance Director at Grade 17 Step 2 with a start date of January 8,
2024.
42
Item No.: 12 Date: December 11, 2023
Presenter: Adam Edwards
City Administrator
Agenda
Section:
Consent Agenda
Item Description: Appointment of Interim Finance Director
1.Purpose:
The purpose of this action item is to appoint an Interim Finance Director.
2.Background/Summary:
The current Finance Director's last day is December 15, 2023. The proposed start date for the new
Finance Director is January 8, 2024.
3.Recommended Candidate:
Ms. Anne Hentges is the current Orono Accountant and has agreed to cover the Finance Director
responsibilities in the interim.
4.Recommended Compensation:
Per the City Personnel Policy and The Collective Bargaining Agreement with OPEIU local 12,
Anne will be compensated at Grade 17/ Start Step (52.83/hr) from December 15, 2023 until the
new Permanent Finance Director's first day, expected to be January 8, 2024.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Motion to appoint Anne Hentges as Interim Finance Director at Grade 17/Step Start from December 15,
2023 until the new Permanent Finance Director's first day.
43
Item No.: 13 Date: December 11, 2023
Presenter: Christine Lusian
City Clerk
Agenda
Section:
Consent Agenda
Item Description: Amend City Code - Government Operations - Ordinance 286
1.Purpose:
This item is for fomal approval of the text amendments in ordinance format and to publish a
summary in the newspaper to save on publication costs. The text updates were approved by
council on November 13, 2023.
2.Background/Summary:
Below is a summary of the updates previously approved by council.
Today, staff is recommending two actions, approval of the ordinance format required by Minn.
Stat. 412.191 Subd. 4. and a summary for the newspaper is authorized by Minn. Stat. 331A.01
Subd. 10, which requires 4/5 vote.
Title 1 – Government Operations (Chapters 1 thru 10) summary of updates:
Chapter Updates
1- General Provisions Definition updates.
2- Administration, Article I. In
General
Update to duty titles in issuance of citations. Wording update in Disposal of
Property.
2- Administration, Article II.
City Council
Removal of IT reimbursement language in council. Clean up of Special meeting
provisions to comply with statue.
2- Administration, Article III.
Officers and Employees Update to purchase reference of City Administrator’s authorities.
2- Administration, Article IV.
Departments
Reorganized the article. Added departments. Added department head duties.
Updated Fire department to include the Orono Fire Chief position and its
responsibilities.
10-Special Assessments Updated deferment language.
3.Staff Recommendation:
Staff recommends adopting the ordinance and summary.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Motion to 1) Adopt ordinance 286 of the third series amending title one of the city code relating to
government operations and 2) Approve a summary publication of ordinance 286.
Exhibits
Ex. A Ordinance 286 - Amend Code - Government Operations
Ex. B Ordinance 286 - Summary Publication
44
ORD 286 1
CITY OF ORONO
HENNEPIN COUNTY, MINNESOTA
ORDINANCE NO. 286
AN ORDINANCE AMENDING TITLE I OF THE CITY CODE
CONCERNING GOVERNMENT OPERATIONS
THE CITY COUNCIL OF THE CITY OF ORONO ORDAINS:
SECTION 1. Orono City Code Title I, Chapter 1, Section 1-2 is amended by adding the
underlined language and deleting the strikethrough language as follows:
City council, council.The terms "city council" and "council" mean the councilis
defined as the governing body of the City of Orono, Minnesota.
Delegation of authority.A provision that authorizes or requires a city officer or
city employee to perform an act or make a decision or authorizes such officer or
employee to act or make a decision through subordinates, unless prohibited by law or
practice.
SECTION 2. Orono City Code Title I, Chapter 2, Article I, Section 2-1 is amended by
adding the underlined language and deleting the strikethrough language as follows:
Sec. 2-1. Rules of procedure for appeals and other hearings.
The council may adopt by resolution certain written rules of procedure to be
followed in all administrative appeals; not covered or in conflict with sec 2-41 and other
hearings to be held before the council or other bodies authorized to hold hearings and
determine questions presented. Such rules of procedure shall be effective 30 days after
adoption and shall be for the purpose of establishing and maintaining order and decorum
in the proceedings.
SECTION 3. Orono City Code Title I, Chapter 2, Article I, Section 2-2 is amended by
adding the underlined language and deleting the strikethrough language as follows:
Sec. 2-2. Issuance of citations.
(a)Except as otherwise provided by statute, only a peace officer and part-time peace
officer may:
(1)Ask a person receiving a citation to give a written promise to appear in
court; or
(2)Take a person into custody as permitted by Minn. Stat. § 629.34.
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ORD 286 2
(b)The following city individuals may issue citations in lieu of arrest or continued
detention for violations of this Code. Areas of jurisdiction will be contained in
city policy as set forth in resolution form by the city council.
(1)Peace officers and part-time peace officers.
(2)Reserve officers.
(3)Community service officers.
(4)Zoning administrator.
(5)Assistant zoning administrator.
(6)Building inspector.
(7)Public services director.
(8)Building official.
(9)Septic inspector.
(10)PlanningCommunity Development director.
(11)Fire chief or marshal.
(12)Public works superintendent.
(13)As designated, subject to council approval.
SECTION 4. Orono City Code Title I, Chapter 2, Article I, Section 2-3 (c) is amended
by adding the underlined language and deleting the strikethrough language as follows:
(c)Upon adoption of a resolution declaring certain property to be abandoned
property, the city administrator shall give ten days’ published a notice, describing
the property found or recovered to be sold, together with the names (if known)
and addresses (if known) of prior owners and holders of such property, and
including a brief description of such property. The text of such notice shall also
state the time, place and manner of sale of all such property, except cash and
negotiables. Such notice shall be published once at least three weeks prior to prior
to the sale. The notice shall be published at least once in a legal newspaper
published in the city. If there is none in the city, the notice shall be published in
the county. Sale shall be made to the highest bidder at public auction or sale
conducted in the manner directed by the council in its resolution declaring
property abandoned and stated in the notice.
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ORD 286 3
SECTION 5. Orono City Code Title I, Chapter 2, Article II, Section 2-37 is amended by
adding the underlined language and deleting the strikethrough language as follows:
Sec. 2-37. City Council composition and action.
The city council shall consist of the mayor and the four councilmembers. A majority
of all the members shall constitute a quorum although a smaller number may adjourn from
time to time. Every ordinance shall be enacted by a majority vote of all members of this
council except where a different number is required by law. All other actions shall be
decided by a majority vote of a quorum at a council meeting except when a different
number is required by law. A quorum of the council shall be three or more
councilmembers or two or more councilmembers and the mayor, present at a regular,
special or emergency council meeting.
SECTION 6. Orono City Code Title I, Chapter 2, Article II, Section 2-38 is amended by
adding the underlined language and deleting the strikethrough language as follows:
Sec. 2-38. Salaries of mayor and councilmembers.
Salaries of the mayor and councilmembers, effective January 1, 1997, and which
amounts are deemed reasonable, are fixed as follows:
(1)The salary of the mayor shall be $4,200.00 per year, paid monthly.
(2)The salary of each councilmember shall be $3,500.00 per year, paid
monthly.
(3)Reimbursement for iPad or computer related equipment: The authority of
this section is pursuant to Minn. Stat. § 412.241. The purpose is to provide
a maximum reimbursement of $500.00 for an iPad or other computer
purchase for use in their official capacity and forego their ability to receive
a hard copy of meeting agenda information. This reimbursement will be
done once per member per four-year term.
The computer purchases, reimbursed with receipt for proof of purchase,
under this section are the personal property of the mayor and council
members. Individual council members may refuse this benefit. Only those
council members in office on January 1, 2016 and thereafter will be
eligible for this iPad or computer reimbursement.
Notwithstanding the preceding provision, a mayor-elect and council
member-elect who will take office effective January 1 of any year may be
reimbursed after January 1 of any year, for their iPad or computer
equipment purchased prior to the effective date of the commencement of
their term in office. Also, any mayor or council member in office at the
time of the effective date of this section may receive said reimbursement
within one month of the effective date.
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ORD 286 4
In accordance with Minn. Stat. § 415.11, any changes in the salaries set forth in
subsections (1) and (2) of this section shall be by ordinance and shall not take effect until
after the next succeeding city election.
SECTION 7. Orono City Code Title I, Chapter 2, Article II, Section 2-39 is amended by
adding the underlined language and deleting the strikethrough language as follows:
Sec. 2-39. Council meetings.
Special meetings of the council may be called by the mayor, city administrator, or
by any two members of the council by writing filed with the city clerk, who shall then
mail or deliver a notice to all the members of the time and place of meeting at least one
day before the meeting.Emergency meetings may be held without prior written notice
when all councilmembers are present at the meeting or consent to the meeting orally or in
writing. Written consent shall be filed with the city clerk prior to the beginning of the
meeting, and oral consent shall be noted in the minutes of the meeting. An emergency
meeting may be called because of circumstances that require immediate consideration by
the city council. Posted or published notice is not required for an emergency meeting, but
notice that includes the subject of the meeting shall be given to councilmembers by
telephone or any other method used to notify members. The public body shall also make
good faith efforts to provide notice as soon as is reasonably practicable of the emergency
meeting to each news medium that has filed a written request for notice if the request
includes the news medium's telephone number.
SECTION 8. Orono City Code Title I, Chapter 2, Article II, Section 2-40 is amended by
adding the underlined language and deleting the strikethrough language as follows:
Sec. 2-40. Council procedure at regular meetings.
(a)The city clerk shall prepare the following items:
(1)An agenda for the forthcoming meeting;
(2)A report from the city administrator on administrative activities of the
preceding month;
(32)A copy of a compiled list of all claimants who have filed verified accounts
claiming payment for goods or services rendered the city during the
preceding month, such list to be called the "Check Register" and bearing
headings information regarding purpose and amount; and
(43)A copy of all minutes to be considered.
(b)The city clerk shall forthwith cause to be delivered or mailed to the mayor and
each councilmember copies of all such documents. Robert's Rules of Order,
Newly Revised, shall govern all council meetings as to procedural matters not set
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ORD 286 5
forth in this Code. The order of business at regular meetings shall be as set out by
resolution.
(c)Matters inappropriate for consideration at a meeting, or not in the order specified,
shall not be considered except with the unanimous consent of the members of the
council or scheduled public hearings or bid lettings at the time stated in the notice.
If at an emergency meeting, matters not directly related to the emergency are
discussed or acted upon at such meeting, the minutes of the meeting shall include
a specific description of the matters.
SECTION 9. Orono City Code Title I, Chapter 2, Article II, Section 2-41 is amended by
adding the underlined language and deleting the strikethrough language as follows:
Sec. 2-41. Right to administrative appeal.
Except as otherwise provided, if any person shall be aggrieved by any
administrative decision of the city administrator or any other city official, or any board or
commission not having within its structure an established review schedule or an appellate
procedure, such aggrieved person is entitled to a full hearing before the council upon
serving a written request upon the mayor and city clerk. Such request shall contain a
general statement setting forth the administrative decision to be challenged by the
appellant. An appeal under this section shall be filed no later than ten days following the
decision. Failure to file an appeal within ten days of the decision shall constitute a waiver
of the person's right to a hearing. A hearing on the appeal shall occur at the next regularly
scheduled council meeting that is at least seven days after the appeal is served. At such
hearing, the appellant may present any evidence he deems pertinent to the appeal; but the
city shall not be required to keep a verbatim record of the proceedings. The mayor, or
other officer presiding at the hearing, may, in the interest of justice or to comply with
time requirements and on the mayor's own motion or the motion of the appellant, the city
clerk, or a member of the council, adjourn the hearing to a more convenient time or place;
but such time or place shall be fixed and determined before adjournment so as to avoid
the necessity for formal notice of reconvening. An employee of the city who is aggrieved
by an action or decision of another city employee that relates to their employment shall
exhaust the grievance procedures set forth in the administrative and personnel policy
before requesting a hearing before the city council. The city council's decision on appeal
may only be appealed to the Minnesota Court of Appeals. This section shall not apply to
hearing officer decisions under section 50-32; decisions of an administrative officer
under chapter 78; decisions of an administrative officer under chapter 82; decisions of the
planning director Community Development Director under section 78-1604.; code
enforcement letters that warn a person of a potential criminal, civil, or administrative
penalties; or any matter regarding a pending or actual criminal charge based on a
violation of this Code.
SECTION 10. Orono City Code Title I, Chapter 2, Article III, Division 2, Section 2-100
is amended by adding the underlined language and deleting the strikethrough language as
follows:
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ORD 286 6
Sec. 2-100. Duties.
The city administrator shall be the chief administrative officer of the city, and he
shall be responsible to the council for the proper administration of all affairs of the city
and to that end shall have the power and shall be required to:
(1)Supervise the administration of all departments, offices and divisions of
the city except as otherwise provided by law and carry out any other
responsibilities placed under the administrator's jurisdiction by this
chapter or by subsequent council action. The administrator shall interview
and screen all prospective city employees as permitted by law and may
make recommendations to the council before the council makes any
appointment. The administrator, with the concurrence of the council, shall
appoint department heads, who shall be responsible and accountable to the
administrator. All personnel shall be responsible and accountable to the
administrator. The city administrator may suspend any employee until the
next council meeting. If the city council does not act to modify or rescind
the suspension, the suspension shall be deemed ratified by the city council.
(2)Develop and issue all administrative policies, rules, regulations and
procedures necessary to ensure the proper functioning of all departments
and offices under the administrator's jurisdiction as permitted by law and
council approval.
(3)Prepare and submit an annual budget to the council and keep the council
advised of the financial condition of the city and make such
recommendations as may from time to time be determined desirable and
necessary.
(4)Attend and participate in discussions at all meetings of the council and
other official bodies as directed by the council. The city administrator
shall also represent the city at all official or semiofficial functions as may
be directed by the council and not in conflict with the prerogatives of the
mayor.
(5)See that all laws and provisions of this Code are duly enforced.
(6)Make or let purchases and contracts when the amount does not exceed
$5,000.00 and or nature of claims does not exceed council approved
purchasing policies. The city administrator shall receive all other
estimates, quotations, sealed bids, purchases or contracts in excess of
$5,000.00 and present them to the council for official action.
(7)Recommend from time to time the adoption of such measures as he may
deem necessary or expedient for the health, safety and welfare of the
community or for the improvement of the administration.
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ORD 286 7
(8)Perform such other duties as may be required by the council and consistent
with state statute and this Code.
SECTION 11. Orono City Code Title I, Chapter 2, Article III, Division 2, Section 2-101
is amended by adding the underlined language and deleting the strikethrough language as
follows:
Sec. 2-101. General supervisory capacity.
No member of the council shall in any manner interfere with or prevent the city
administrator from exercising the administrator's own judgment in the administration of
the city. Except for the purpose of inquiry, no member of the council shall deal with or
exercise control over the administration of the city; and no member shall give orders to
any department head or employee of the city, either publicly or privately, except through
a majority vote of the council.
(1)If a councilmember receives information regarding a matter of concern
related to the administration of the city, the councilmember shall forward
the information to the administrator at the earliest possible time. The
administrator shall then forward the information to the other
councilmembers.
(2)If an individual councilmember directly contacts a staff member for the
purpose of obtaining information, the information shall be provided to all
councilmembers and to the administrator, if the staff member contacted is
other than the administrator.
(3)If the response to a councilmember's inquiry will require significant time
and effort, the staff person shall refer the councilmember to the
administrator to determine whether the request can be accommodated
within the current workload priorities. If the request conflicts with other
workload priorities, the administrator may refer the request to the full
council to determine whether the request should displace other council
priorities.
(4)Concerns raised by city employees regarding the administration of the city
shall be addressed through the chain of command. The city's
administrative policy shall set out the process to be used for addressing a
concern through the chain of command.
(5)Concerns raised by city employees regarding pay, benefits, and other
employment-related matters shall be addressed through the grievance
policy set out in the city's administrative personnel policy.
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ORD 286 8
SECTION 12. Orono City Code Title I, Chapter 2, Article IV, Section 2-136 is amended
by adding the underlined language and deleting the strikethrough language as follows:
Sec. 2-136. Fire department.
(a)Established; chief.A fire department may be established by resolution of
the council. The size and composition, including members, shall be
established by resolution of the council, which may be changed from time
to time by a subsequent resolution. The council shall also establish and,
from time to time, revise and amend written rules and regulations of the
department, including, but not limited to, its internal structural
organization and compensation. The chief of the fire department shall see
that all property used and maintained for the purposes of the fire
department are kept in proper order, and that all rules and regulations and
all provisions of the laws of the state and this Code relative to a fire
department and to prevention and extinguishment of fires are duly
observed. He shall supervise the preservation of all property endangered
by fire and shall control and direct all persons engaged in preserving such
property.
(b)Council may contract for services.In lieu of the requirements of
subsection (a) of this section, the council may contract with one or more
governmental units for fire protection for all or a portion of the city, and,
in such case, the following shall be observed:
(1)Fire service districts.The city shall be divided into fire service districts
corresponding to the areas of the city which are provided with fire
protection by separate fire departments as established by mutual
agreement between the city and one or more contracting municipalities.
Establishment of such districts shall not preclude or otherwise affect
mutual aid agreements between fire departments. An official map shall be
prepared and kept current to show all fire service districts in the city.
(2)Protected areas.All land within the city shall be included in one of the
fire service districts established in subsection (b)(1) of this section and
shall be provided with fire protection service by the fire department
having contractual jurisdiction therefor, except that land on Big Island,
Mahpiyata Island, Deering Island and other areas not accessible by land or
bridge shall be excluded from fire protection.
(3)Jurisdiction.The fire department of the city is the fire department having
jurisdiction in each of the several fire service districts, and the fire chief is
the person holding such position in each such department.
(4)Definitions.
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ORD 286 9
a.Chief means the chief of the fire department which has contractual
jurisdiction in each respective fire service district, or his authorized
representative.
b.Jurisdiction and municipality mean the city as a whole, and also that part
of the city corresponding to each separate fire service district.
(5)Enforcement.Authority for enforcement is hereby granted to and may be
exercised by any or all of the following persons:
a.The state fire marshal, or his authorized representative.
b.The chief of each fire department, or his authorized representative, within
the fire service district of such fire department. The fire chief shall retain
primary responsibility and authority for determining response to fire calls
and for fire scene command.
c.The chief of the police department or his officers. The police chief shall be
responsible for coordinating enforcement policy and activities between the
respective fire service districts and between the fire chiefs and the building
official.
d.The building official, or his authorized representative. The building
official shall be responsible for coordinating enforcement of the fire code
set forth in chapter 46, article II division 2, with enforcement of the state
building code adopted in section 86-38 and chapter 78of this Code.
(6)Fire prevention.The fire chief may conduct fire prevention inspections or
educational programs within the fire service district of each respective fire
department consistent with provisions of the fire code, provisions of the
applicable fire prevention contract, standard practices of the fire
department and applicable provisions of this Code.
(c)Right of entry.The members of the fire, police or other city departments
shall have the right to enter upon property to investigate a report of or the
actual siting of a fire, to take appropriate action to control an illegal fire as
defined in chapter 58, article IV, or legal fire that has been left
unsupervised, conducted in an unpermitted area, or which otherwise poses
a threat to the public health, safety or welfare.
SECTION 13. Orono City Code Title I, Chapter 2, Article IV, Section 2-137 is amended
by adding the underlined language and deleting the strikethrough language as follows:
Sec. 2-137136. City departments established.
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ORD 286 10
City departments shall be established as needed to provide for the delivery of city
services. The heads of such departments shall report to the city administrator and shall
perform such duties as assigned by the city administrator.
SECTION 14. Orono City Code Title I, Chapter 2, Article IV, Section 2-140 is amended
by adding the underlined language and deleting the strikethrough language as follows:
Sec. 2-14037. Department heads.
(a)All department heads and employees shall be appointed by the city administrator,
subject to approval by the council. All appointments shall be for an indeterminate
term.
(b)The heads of all departments and the employees who are members of such
departments shall be under the direct supervisory authority of the city
administrator, and all communications (excepting inquiry) between members of
the council and heads of departments shall be through the city administrator.
(c)At the direction of the City Administrator, the department heads will have the
following duties;
(1)Be immediately responsible to the City Administrator for the effective
administration of their respective department and subordinate sections.
Department heads have the power to establish work rules and to initiate
disciplinary proceedings in accordance with established Civil Service
rules.
(2)Keep informed as to the latest practices in their particular field and will
implement, with the approval of the City Administrator, such new
practices as appear to be of benefit to the service and to the public.
(3)Submit reports of the activities of their departments to the City
Administrator as requested.
(4)Establish and maintain a system of records and reports in sufficient detail
to furnish all information necessary for proper control of section activities
and to form a basis for the periodic reports to the City Administrator.
(5)Be responsible for the proper maintenance of all City property and
equipment used in their sections.
(6)Cooperate with each other and furnish, upon the request of the City
Administrator, any other department such service, labor and materials as
may be requisitioned by the head of such department, and as its own
facilities permit through the same procedure and subject to the same audit
and control as other expenditures are incurred.
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ORD 286 11
(7)Be responsible for recommending to the City Council through the City
Administrator changes in codes, ordinances, and internal organizations
which will improve the operations of their sections.
(8)Be responsible for submitting an annual budget request to the City
Administrator which will include proposed additions or deletions in staff,
adjustments in salary schedules and additions to plant and equipment.
(9)Have responsibility for keeping the City Administration advised as to the
programs and policies of other governmental agencies which might affect
the City's operations within their area of responsibility.
(10)Have authority to hire subject to the approval of the City Council and
established Civil Service rules all part-time and temporary employees for
their sections and departments.
SECTION 15. Orono City Code Title I, Chapter 2, Article IV, Section 2-138 is amended
by adding the underlined language and deleting the strikethrough language as follows:
Sec. 2-138. Legal department.
(a)A legal department is hereby established.
(b)The council shall appoint a city attorney, who shall be head of the legal
department, together with such assistants as may be necessary who shall
serve at the pleasure of the council. The city attorney shall perform such
duties as are required of him by law or referred to him by the council. He
shall cooperate with, but not be subject to, direction from the city
administrator. Duties include:
(1)Appearing for the city in all cases or hearings in which it is a party;
(2)Advising the Council, its committees, or any City officer on all
legal questions arising in the conduct of the City's business;
(3)Preparing or revising ordinances when so requested by the
Council, its committees, or by the City Administrator;
(4)Performing such additional legal duties as may be necessary upon
request;
(5)It shall be the official duty of the city attorney to act as revisor of
ordinances.
(c)The council shall appoint a city prosecuting attorney, who shall be
responsible for prosecuting all penal offenses committed within the City.
55
ORD 286 12
SECTION 16. Orono City Code Title I, Chapter 2, Article IV, Section 2-139 is amended
by adding the underlined language and deleting the strikethrough language as follows:
Sec. 2-139. Finance department.
(a)A finance department is hereby established.
(b)The head of this department shall be the city treasurer and finance officer. It is the
duty of the city treasurer and finance officer to maintain complete and accurate
records as to all financial matters of the city as required by law.
(c)The Director of Finance who will have responsibilities for financial planning and
management, budgeting preparation and debt management, staff services to the
City Administrator and such additional duties as assigned. The Director of
Finance also has the responsibility of investment of City funds as City Treasurer.
(d)The Finance Department will have the following sections/ responsibilities:
(1)Accounting/Budgeting. Responsible for the control of receipts, accounts
payable, fixed assets, special assessments, budgeting, and financial
reporting of all City funds.
(2)Human Resources. Responsible for various personnel management duties
including such matters as pay and fringe benefit studies, employee
grievance procedures and job classification studies;
(3) Information Technology. Responsible for the hardware, software,
operating systems and network for all City facilities as well as the
maintenance and governance of the City’s telecommunication and wireless
networks.
SECTION 17. Orono City Code Title I, Chapter 2, Article IV, Section 2-140 is amended
by adding the underlined language and deleting the strikethrough language as follows:
Sec. 2-140. Department heads.
(a)All department heads and employees shall be appointed by the city administrator,
subject to approval by the council. All appointments shall be for an indeterminate
term.
(b)The heads of all departments and the employees who are members of such
departments shall be under the direct supervisory authority of the city
administrator, and all communications (excepting inquiry) between members of
the council and heads of departments shall be through the city administrator.
56
ORD 286 13
Sec. 2-140. Police Department.
(a)A Police department is hereby established.
(b)The Police Department will be headed by the Police Chief with responsibilities
for assuring the efficient operation of the Police Department, seeing that order is
maintained, that laws and ordinances are enforced and taking the necessary
measures to prevent crime and to protect lives and property. The Chief of Police
will be responsible for training, assignment, supervision, and discipline of all
department personnel.
Sec. 2-141. Fire department.
(a)A fire department is hereby established.
(b)Council may contract for services.In lieu of the requirements of subsection (a) of
this section, the council may contract with one or more governmental units for fire
protection for all or a portion of the city, and, in such case, the following shall be
observed:
(1)Fire service districts.The city shall be divided into fire service districts
corresponding to the areas of the city which are provided with fire
protection by separate fire departments as established by mutual
agreement between the city and one or more contracting municipalities.
Establishment of such districts shall not preclude or otherwise affect
mutual aid agreements between fire departments. An official map shall be
prepared and kept current to show all fire service districts in the city.
(2)Protected areas.All land within the city shall be included in one of the
fire service districts established in subsection (b)(1) of this section and
shall be provided with fire protection service by the fire department
having contractual jurisdiction.
(3)Jurisdiction.The fire department of the city is the fire department having
jurisdiction in each of the several fire service districts, and the fire chief is
the person holding such position in each such department.
(c)The fire department is led by the Orono Fire Chief.
(1)The Orono fire chief shall retain primary responsibility and authority for
determining response to fire calls and for fire scene command.
(2)The Orono Fire Chief shall be responsible for coordinating enforcement
policy and activities between the respective fire service districts and the
building official.
57
ORD 286 14
(3)The Orono Fire Chief, or their authorized representative shall be
responsible for coordinating enforcement of the fire code set forth in
chapter 46, article II division 2, with enforcement of the state building
code adopted in section 86-38 and chapter 78 of this Code.
(4)Fire prevention.The fire chief may conduct fire prevention inspections or
educational programs within the fire service district of each respective fire
department consistent with provisions of the fire code, provisions of the
applicable fire prevention contract, standard practices of the fire
department and applicable provisions of this Code.
(c)Right of entry.The members of the fire, police or other city departments shall
have the right to enter upon property to investigate a report of or the actual siting
of a fire, to take appropriate action to control an illegal fire as defined in chapter
58, article IV, or legal fire that has been left unsupervised, conducted in an
unpermitted area, or which otherwise poses a threat to the public health, safety or
welfare.
Sec. 2-142. Public Works Department.
(a)The Public Works department is hereby established.
(b)The Public Works Department will be headed by the Public Works
Superintendent with responsibilities for matters relating to maintenance,
management, and operation of the physical property of the City assigned to the
department. The Public Works Department will consist of the following divisions:
(1)Streets and Stormwater. Responsible for maintenance of city streets,
parking lots, sidewalks and care of trees on street rights-of-way as well as
the maintenance and management of the city’s stormwater systems.
(2)Utilities. Responsible for sewerage collection, water distribution, water
treatment, and water meters.
(3)Fleet. Responsible for equipment maintenance of City vehicles and
equipment.
Sec. 2-143. Parks Department.
(a)A Parks Department is hereby established.
(b)The Parks Department will be headed by the Parks superintendent who will have
responsibilities for the acquisition and development of the City's park system,
maintenance of all City-owned or leased land and buildings, and the care of trees
on street rights-of-way and on park property.
58
ORD 286 15
Sec. 2-144. Community Development Department.
(a)A Community Development Department is hereby established.
(b)The Community Development Director will have supervisory responsibility over
the functions of Planning and Zoning, Inspections, Economic Development and
Building Safety. This section will be headed by a Director who will be
responsible to the City Administrator for the efficient operation of the
departments under the Director’s jurisdiction. The Community Development
Department will consist of the following Sections/ functions.
(1)Planning and Zoning. Enforcing compliance with the City’s Land
Development Code and the Comprehensive Plan; Reviewing and
recommending revisions of the same; supporting and guiding the Planning
Commission, preparing reports and plans for the development of the City
relative to growth, subdivisions, zoning, environmental review,
annexations and other related problems.
(2)The Building Safety Department will be headed by the Chief Building
Official who will have responsibilities for the enforcement of all laws and
ordinances relating to the construction of buildings.
Sec. 2-145. Administrative Department.
(a)An Administrative department is hereby established.
(b)The administrative department is headed by the City Clerk with responsibilities
for the, issuance of licenses and permits, recording and custody of official
documents, legal publication, the administration of elections, and City
Communications.
Sec. 2-146. Engineering Department.
(a)A Engineering Department is hereby established.
(b)The department is headed by the City Engineer who will be a registered engineer
under the laws of Minnesota with responsibilities for all project engineering,
traffic engineering, and subdivision services, related code enforcement, capital
project construction planning & management and engineering studies.
SECTION 18. Orono City Code Title I, Chapter 10, Section 10-2 is amended by adding
the underlined language and deleting the strikethrough language as follows:
Sec. 10-2. Deferment of special assessments.
59
ORD 286 16
(a)The council may defer the payment of any special assessment on homestead
property owned by a person who is 65 years of age or older, or who is retired by
virtue of permanent and total disability; and the city clerk is authorized to record
the deferment of special assessments where the following conditions are met:
(1)The applicant must apply for the deferment not later than 90 days after the
assessment is adopted by the council.
(2)The applicant must be 65 years of age, or older, or retired by virtue of
permanent and total disability, which shall be deemed prima facie to exist
when the applicant presents a statement by a medical doctor attesting that
the that fact or by submittal of a copy of a social security disability
certification.
(3)The applicant must be the owner of the property.
(4)The applicant must occupy the property as his principal place of residence.
(5)There must be a hardship for the applicant to make the payments. A
hardship shall be deemed prima facie to exist when Tthe applicant's
income from all sources shall not exceed the low income limit as
established by the department of housing and urban development as used
in determining the eligibility for section VIII housing. In determining a
hardship, the City Council may also consider exceptional and unusual
circumstances pertaining to an applicant not covered by the above
standards, but any such determination shall be made in a non-
discriminatory manner and shall not give the applicant an unreasonable
preference or advantage over other applicants.
(b)The deferment shall be granted for as long a period of time as the hardship exists
and the conditions as mentioned in subsection (a) of this section have been met.
However, it shall be the duty of the applicant to notify the city clerk of any
change in his status that would affect eligibility for deferment.
(b)The entire amount of deferred special assessments shall be due within 60 days
after loss of eligibility by the applicant. If the special assessment is not paid
within 60 days, the city clerk shall add thereto interest at eight percent per annum
from the due date through December 31 of the following year and the total
amount of principal and interest shall be certified to the county auditor for
collection with taxes the following year. Should the applicant plead and prove, to
the satisfaction of the council, that full repayment of the deferred special
assessment would cause the applicant particular undue financial hardship, the
council may order that the applicant pay within 60 days a sum equal to the
number of installments of deferred special assessments outstanding and unpaid to
date (including principal and interest) with the balance thereafter paid according
to the terms and conditions of the original special assessment.
60
ORD 286 17
(c)The option to defer the payment of special assessments shall terminate and all
amounts accumulated plus applicable interest shall become due upon the
occurrence of any one of the following:
(1)The death of the owner when there is no spouse who is eligible for
deferment.
(2)The sale, transfer or subdivision of all or any part of the property.
(3)Loss of homestead status on the property.
(4)Determination by the council for any reason that there would be no
hardship to require immediate or partial payment.
ADOPTED this 11 day of December, 2023, by the City Council of the City of
Orono, Minnesota.
CITY OF ORONO
By: ________________________________
Dennis Walsh, Mayor
ATTEST:
________________________________
Christine Lusian, City Clerk
61
1
SUMMARY PUBLICATION
ORDINANCE NO. 286
CITY OF ORONO
HENNEPIN COUNTY, MINNESOTA
AN ORDINANCE UPDATING GOVERNMENT OPERATIONS
The City Council of the City of Orono, Minnesota approved updates to two sections of the city
code of ordinances, Title I Government Operations Chapters 1-10 on December 11, 2023. These
are housekeeping updates and clarifications to definitions, authorities, notice requirements, and
special assessment deferments. The complete text of this ordinance is available at city hall or
www.oronomn.gov.
CITY OF ORONO
/s/Dennis Walsh, Mayor
Attest:
/s/Christine Lusian, City Clerk
62
Item No.: 14 Date: December 11, 2023
Presenter: Christine Lusian
City Clerk
Agenda
Section:
Consent Agenda
Item Description: Amend City Code - Fire Prevention and Fire Safety Standards -
Ordinance 287
1.Purpose:
This item is for formal approval of the text amendments in ordinance format and to publish a
summary in the newspaper to save on publication costs. The text updates were approved by
council on November 13, 2023.
2.Background/Summary:
Below is a summary of the updates previously approved by council.
Today, staff is recommending two actions, approval of the ordinance format required by Minn.
Stat. 412.191 Subd. 4. and a summary for the newspaper is authorized by Minn. Stat. 331A.01
Subd. 10, which requires 4/5 vote.
Title V, – Fire Prevention and Protection summary of updates:
Chapter Updates
46-Fire Prevention and
Protection, Division 1.
Generally
Updated definitions relating to the Fire Chief.
Simplified Enforcement language. Updated permits and new construction
language.
3.Staff Recommendation:
Staff recommends adopting the ordinance and summary.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Motion to 1) Adopt ordinance 287 of the third series amending title five of the city code relating to
public protection and 2) Approve a summary publication of ordinance 287.
Exhibits
Ex. A Ordinance 287 - Amend Code - Fire Chief Duties
Ex. B Ordinance 287 - Summary Publication
63
ORD 287 1
CITY OF ORONO
HENNEPIN COUNTY, MINNESOTA
ORDINANCE NO. 287
AN ORDINANCE AMENDING TITLE V, CHAPTER 46 OF THE CITY
CODE CONCERNING FIRE PROTECTION AND PREVENTION
THE CITY COUNCIL OF THE CITY OF ORONO ORDAINS:
SECTION 1. Orono City Code Title V, Chapter 46, Article II, Division 1, Section 46-31
is amended by adding the underlined language and deleting the strikethrough language as
follows:
Sec. 46-31. Definitions.
The following words, terms and phrases, when used in this article, the fire
code or the fire marshal division alterations and amendments, shall have the
meanings ascribed to them in this section, except where the context clearly
indicates a different meaning:
Building official means the person appointed by the council to administer
and enforce the state building code.
Fire Chief means the chief of the Orono fFire dDepartment which has
contractual jurisdiction in each respective fire service district, or his authorized
representative.
Corporation counsel means the attorney for the city.
Fire marshal means the person appointed by the council to administer and
enforce the state fire code and who operates under the direction of the building
officialFire Chief.
Jurisdiction and municipality mean the city as a whole, and also that part
of the city corresponding to each separate fire service district.
SECTION 2. Orono City Code Title V, Chapter 46, Article II, Division 1,
Section 46-32 is amended by adding the underlined language and deleting the
strikethrough language as follows:
Sec. 46-32. Enforcement.
Authority for enforcement of this article is granted to and may be
exercised by any or all of the following personsthe state fire marshal of the fire
chief or the chief’s representatives. The fire chief may detail such members of the
64
ORD 287 2
fire department as may be necessary to administer and enforce the provisions of
this chapter
(1) The state fire marshal or his authorized representative.
(2) The chief of each fire department, or his authorized representative,
within the fire service district of the fire department. The fire chief
shall retain primary responsibility and authority for determining
response to fire calls and for fire scene command.
(3) The chief of the police department or his officers. The police chief
shall be responsible for coordinating enforcement policy and activities
between the respective fire service districts and between the fire chiefs
and the building official.
(4) The building official or his authorized representative. The building
official shall be responsible for coordinating enforcement of the fire
code with enforcement of the state building code and chapter 78 of this
Code.
SECTION 3. Orono City Code Title V, Chapter 46, Article II, Division 1,
Section 46-33 is amended by adding the underlined language and deleting the
strikethrough language as follows:
Sec. 46-33. Permits and fees.
(a) Wherever the fire code or this article requires a permit, applications for such
permit shall be made to the building official with all information required, and
payment of a permit application fee as fixed and determined by resolution.
Application fees shall be nonrefundable.
(b) The building official shall refer all fire code permit applications to the fire
chief of the applicable fire service district, who shall perform required pre-
permit inspections. The fire chief shall upon request by the building official
supply a written report to the building official prior to permit issuance.
(c) All fire code permits shall be issued by the building official upon the advice of
the fire chief and subject to such conditions of approval as may be required by
the fire chief, except that fireworks permits pursuant to article 78 of the
Minnesota Uniform Fire Code shall be issued by the policefire chief. One
such copy of all permits so issued shall be delivered to the fire chief for his
record.
(d) No fire code permit shall be issued if the permit would authorize an activity or
use of property or structures contrary to any provision of the fire code, the
state building code or chapter 78.
65
ORD 287 3
SECTION 4. Orono City Code Title V, Chapter 46, Article II, Division 1,
Section 46-34 is amended by adding the underlined language and deleting the
strikethrough language as follows:
Sec. 46-34. Required water supply; new construction.
The building officialfire chief may order the installation or relocation of
fire hydrants in areas not served by the municipal water system and, for uses
other than single-family residential, a self-contained on-site source of water as a
condition of issuance of a building permit.
SECTION 5. Orono City Code Title V, Chapter 46, Article II, Division 2,
Section 46-56 is amended by adding the underlined language and deleting the
strikethrough language as follows:
Sec. 45-56. Adopted.
The 2020 Minnesota UniformState Fire Code (MUSFC) is adopted as
though set forth verbatim in this section. One copy of the code shall be marked
"CITY OF ORONO—OFFICIAL COPY" and kept on file in the office of the
city clerk and open to inspection and use by the public.
SECTION 6. Orono City Code Title V, Chapter 46, Article II, Division 2,
Section 46-57 is amended by adding the underlined language and deleting the
strikethrough language as follows:
Sec. 46-57. Amendments.
As authorized by the Minnesota UniformState Fire Code (MUSFC), the
following amendments to the Minnesota UniformState Fire Code are adopted for
the city:
(1)Restrictions on flammable or combustible liquid storage.
a.Prohibited districts established.Pursuant to MUFC
sections 79.501 and 79.1001, the The council declares all
land located within the following specified zoning districts
to be the districts within which the storage of flammable or
combustible liquids in aboveground tanks is prohibited: R-
1A, R-1B, RR-1B-1, RS, LR-1C, LR-1C-1, B-1, B-3, B-4,
B-5, M-6 and PRD.
b.Aboveground tank locations.In those districts not included
in subsection (1)a of this section, the storage of flammable
or combustible liquids in aboveground tanks is permitted,
provided such tanks are located in conformance with
66
ORD 287 4
MUFC sections 79.501 and 79.1001applicable MSFC
requirements, and with the following:
1.No such tank shall be located in any required front
yard space as defined in chapter 78.
2.No such tank shall be located within 50 feet of any
side or rear property line unless it has a minimum
one-hour fire rating. A tank with a minimum one-
hour fire rating may be located within 30 feet of any
side or rear property line.
3.No such tank shall be located within 75 feet of any
lake, wetland, stream or drainageway.
c.Underground tank locations.The storage of flammable or
combustible liquids in underground tanks shall be
permitted in any district in accordance with MUFC section
79.601applicable MSFC requirements and with the
following:
1.No such tank shall be located under any required
front yard space as defined in chapter 78.
2.No such tank shall be located within ten feet of any
side or rear property line.
3.No such tank shall be located within 75 feet of any
lake, wetland, stream or drainageway.
(2)Restrictions on liquefied petroleum gas storage.Pursuant to
MUFC section 82.105, the The council declares all land within the
city, except for land zoned I-Industrial, to be the district within
which no liquefied petroleum gas storage installation shall exceed
2,000-gallon water capacity for any one property; and the council
further declares that no liquefied petroleum gas storage installation
over 500-gallon water capacity shall be located in any required
front, side, rear or lakeshore yard as defined in chapter 78, but
shall conform to all setback requirements for principal buildings.
(3)Restrictions on explosive and blasting agent storage.Pursuant to
MUFC section 77.106(b), theThe council declares all land within
the city to be the district in which storage of explosives and
blasting agents is prohibited.
67
ORD 287 5
SECTION 7. Orono City Code Title V, Chapter 46, Article II, Division 2,
Section 46-58 is amended by adding the underlined language and deleting the
strikethrough language as follows:
Sec. 46-58. New materials.
The city administrator, police chief, building official and the fire chief of
every fire department protecting a fire service district of the city shall together
act as a committee to determine and specify, after giving affected persons an
opportunity to be heard, any new materials, processes or occupancies which
shall require permits, in addition to those enumerated in the fire code. As they
occur, such determinations shall be listed; and such list shall be posted in the
offices of the police chief, the building official and each the fire chief, and
distributed to all interested parties.
SECTION 8. Orono City Code Title V, Chapter 46, Article II, Division 3,
Section 46-81 is amended by adding the underlined language and deleting the
strikethrough language as follows:
Sec. 46-81. Established.
(a)The council provides for the establishment of fire lanes for purposes of
ensuring immediate unobstructed access for emergency vehicles and
equipment.
(b)Whether marked or unmarked, fire lanes are established at all public or
private fire hydrants, which fire lanes shall extend ten feet on either side of
the hydrant and 20 feet in front of the curb or pavement edge nearest the
front of the hydrant.
(c)Whether marked or unmarked, fire lanes are established at all building
exits required by the fire code or the state building code, which fire lanes
shall extend ten feet in all direction from the exits. Where larger fire lanes
are required, they shall be established and marked as provided in
subsection (d) of this section.
(d)The chief of policeFire Chief is empowered to order the establishment,
designation and maintenance of fire lanes on public or private property
wherever and to whatever extent as he may determine is reasonably
necessary to ensure open and unobstructed emergency access. In this
determination, the police chief may confer with and accept the
recommendations of the building official or the fire chief of the applicable
fire service district. Fire lane orders shall be in writing and shall be served
in person or by registered letter upon the property owner of record, or in
68
ORD 287 6
the case of commercial properties, may be served upon the tenant
occupying the property.
SECTION 9. Orono City Code Title V, Chapter 46, Article II, Division, 3,
Section 46-82 is amended by adding the underlined language and deleting the
strikethrough language as follows:
Sec. 46-82. Standards.
The actual size, location and extent of required fire lanes shall be
determined by the policefire chief in consideration of the particular access need
and configuration on individual properties. As a minimum, all marked and
designated fire lanes shall be at least 20 feet in unobstructed width, shall have at
least 13 feet six inches of vertical clearance, shall where necessary provide for a
turning radius of at least 50 feet, and shall be constructed of all-weather surfacing
capable of carrying a vehicle axle loading of five tons (10,000 pounds).
SECTION 10. Orono City Code Title V, Chapter 46, Article II, Division 3,
Section 46-83 is amended by adding the underlined language and deleting the
strikethrough language as follows:
Sec. 46-83. Fire lane signs and marking.
(a)When a fire lane has been ordered to be established pursuant to this
division, one or more permanent upright metal signs bearing the words
"NO PARKING—FIRE LANE" or similar words, if approved by the
policefire chief, shall be placed designating the restricted area. The
number, size and location of required signs shall be determined by the
policefire chief.
(b)When the fire lane is located on public property or within a public right-
of-way, the required signs shall be erected by the city or by the public
agency having jurisdiction over the property.
(c)When the fire lane is located on private property, the required signs shall
be erected by the property owner at his own expense within 30 days of the
date of the order establishing the fire lane.
ADOPTED this 11 day of December, 2023, by the City Council of the City of
Orono, Minnesota.
CITY OF ORONO
ATTEST:By: ________________________________
Dennis Walsh, Mayor
________________________________
Christine Lusian, City Clerk
69
1
SUMMARY PUBLICATION
ORDINANCE NO. 287
CITY OF ORONO
HENNEPIN COUNTY, MINNESOTA
AN ORDINANCE UPDATING FIRE CHIEF DUTIES
The City Council of the City of Orono, Minnesota approved updates to city code of ordinances
Title V Public Protection Chapter 46 on December 11, 2023. These are housekeeping updates to
clarify the duties of the City’s fire chief. The complete text of this ordinance is available at city
hall or www.oronomn.gov.
CITY OF ORONO
/s/Dennis Walsh, Mayor
Attest:
/s/Christine Lusian, City Clerk
70
Item No.: 15 Date: December 11, 2023
Presenter: Natalie Nye
Planner
Agenda
Section:
Consent Agenda
Item Description: LA23-000060, Brian Benson, 3600 Casco Ave, Variance -
Resolution 7432
1.Purpose:
The propose of the action is to review an application for an average lakeshore setback variance and
overall hardcover variance for the construction of a new home.
2.MN§15.99 Application Deadline:
The application was received October 13, 2023 and considered to be complete on October 30,
2023. Therefore the 60-Day review period expires on December 29, 2023.
3.Background/Summary:
The applicant is proposing to demolish the existing home on the property and construct a new
home in a similar location. The subject property is uniquely shaped with an extreme average
lakeshore setback that does not allow for a reasonable building envelope. The property’s unique
shape creates a very long driveway of approximately 355 feet in length. As a result, the driveway
is about 15% of the total hardcover for the site when 25% is permitted. The current home on the
property is entirely in front of the average lakeshore setback line and the property is at 34%
hardcover. The proposal will bring the hardcover down to 30%. Variances are required for average
lakeshore setback and hardcover to exceed 25%.
4.Planning Commission Vote and Comment:
On November 20, 2023, the Planning Commission held a public hearing. The Commission
reviewed the application and found the lot to have practical difficulties preventing redevelopment.
The Commission also noted the reduction in overall hardcover and voted 5 to 0 on a motion to
approve the requested variances as applied. Draft minutes from the Planning Commission are
included as Exhibit C.
5.Public Comment:
The applicant has submitted neighbor acknowledgment forms. No other public comment has been
received.
6.Staff Recommendation:
Staff recommends approval as applied.
AGENDA ITEM
COUNCIL ACTION REQUESTED
City Council should vote to approve draft Resolution 7432 approving variances for average lakeshore
setback and hardcover to exceed 25% in order to construct a new home.
Exhibits
Ex. A Draft Resolution 7432
Ex. B Plans
71
Ex. C Draft Minutes 11202023
Ex. D PCSR
72
CITY OF ORONO
RESOLUTION OF THE CITY COUNCIL
NO. 7432
1
A RESOLUTION
APPROVING VARIANCES FROM
MUNICIPAL ZONING CODE
SECTIONS 78-1279 & 78-1680
FILE NO. LA23-000060
WHEREAS, Brian Benson (hereinafter the “Applicant”), applied for variances from the City Code
for the property addressed 3600 Casco Avenue and legally described as:
Tract B, REGISTERED LAND SURVEY NO. 1115, Hennepin County, Minnesota (hereinafter
the “Property”);
WHEREAS, the Applicant has applied to the City of Orono for variances from City Code
Section 78-1279 to allow the construction of a new home within the average lakeshore setback; and
WHEREAS, the Applicant has applied to the City of Orono for a hardcover variance from City
Code Section 78-1680 in order to exceed the hardcover limitation of 25%; and
WHEREAS, on November 20, 2023, after published and mailed notice in accordance with
Minnesota Statutes and the City Code, the Planning Commission held a public hearing, at which time all
persons desiring to be heard concerning this application were given the opportunity to speak thereon; and
WHEREAS, on November 20, 2023, the Planning Commission voted 5 to 0 in favor of a motion
to recommend approval of the variances as applied; and
WHEREAS, on December 11, 2023 the City Council reviewed the application and the
recommendations of the Planning Commission and City staff; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of Orono, Minnesota
hereby approves the requested variances as described above based on one or more of the following findings
of fact concerning the Property:
FINDINGS OF FACT:
1. This application was reviewed as Zoning File #LA23-000060. The analysis contained within staff
memos and the exhibits attached to the aforesaid memos, all minutes from the above mentioned
meetings, and any and all other materials distributed at these meetings are hereby incorporated by
reference.
73
CITY OF ORONO
RESOLUTION OF THE CITY COUNCIL
NO. 7432
2
2. The Property is located in the LR-1C One Family Lakeshore Residential Zoning District.
3. The Property contains 33,719 square feet in area and has a defined lot width of 137 feet at the 75-
foot lakeshore setback and a lot width of 112 feet at the OHWL.
4. The Property is within Tier 1 and hardcover is limited to 25 % according to the Stormwater Quality
Overlay District.
5. Applicant has applied for the following variances:
a. Average Lakeshore Setback
b. Hardcover to exceed 25%
6. In considering this application for variances, the Council has considered the advice and
recommendation of the Planning Commission and the effect of the proposed variances upon the
health, safety and welfare of the community, existing and anticipated traffic conditions, light and
air, danger of fire, risk to the public safety, and the effect on values of property in the surrounding
area.
ANALYSIS:
1. “Variances shall only be permitted when they are in harmony with the general purposes and intent
of the ordinance . . . .” Due to the placement of the neighboring lots and homes there is an extreme
average lakeshore setback that eliminates a reasonable building envelope. The neighboring lake
views that are currently enjoyed should not be impacted by a new home built in a similar location.
The uniquely shaped lot has a very long driveway that greatly impacts the overall hardcover on the
site. If the lot had a standard driveway length, a hardcover variance would not be required. The
proposed project is also impacted by a wide utility easement. The proposed home will meet the 75-
foot lake setback and be in harmony with the neighboring homes. The construction of a new home
is in harmony with the general intent of the Ordinance due to the practical difficulties present. This
criterion is met.
2. “Variances shall only be permitted . . . when the variances are consistent with the comprehensive
plan.” The variances resulting in a new single-family home is consistent with the Comprehensive
Plan. The applicant has identified the necessary practical difficulties inherent to the land supporting
their requests. The proposal will reduce the overall hardcover on the site which is consistent with
the goals of the Comprehensive Plan. This criterion is met.
3. “Variances may be granted when the applicant for the variance establishes that there are practical
difficulties in complying with the zoning ordinance. ‘Practical difficulties,’ as used in connection with
the granting of a variance, means that:
74
CITY OF ORONO
RESOLUTION OF THE CITY COUNCIL
NO. 7432
3
a. The property owner in question proposes to use the property in a reasonable manner,
however, the proposed use is not permitted by the official controls.
The construction of a new single-family home is a reasonable use of the property. The
proposed home will be located in a similar location to the existing home on the property.
This criterion is met.
b. The plight of the landowner is due to circumstances unique to his property not created by the
landowner.
The unique lot shape and orientation of the neighboring homes creating an extreme average
lakeshore setback are not the result of the current property owner’s actions; and
c. The variance, if granted, will not alter the essential character of the locality.”
The proposed variances resulting in the construction of a new home are supported by
practical difficulties and will not alter the character of the area. This criterion is met.
4. “Economic considerations alone do not constitute practical difficulties.” Economic considerations
have not been a factor in the variance approval determination.
5. “Practical difficulties also include but are not limited to inadequate access to direct sunlight for solar
energy systems. Variances shall be granted for earth-sheltered construction as defined in Minn. Stat. §
216C.06, subd. 2, when in harmony with Orono City Code Chapter 78.” This condition is not
applicable.
6. “The board or the council may not permit as a variance any use that is not permitted under Orono City
Code Chapter 78 for property in the zone where the affected person's land is located.” This condition
is not applicable, as a residential home is a permitted use in the LR-1C District.
7. “The board or council may permit as a variance the temporary use of a one-family dwelling as a two-
family dwelling.” This condition is not applicable.
8. “The special conditions applying to the structure or land in question are peculiar to such property or
immediately adjoining property.” The unique lot shape, location of the existing utility easement, and
the position of the neighboring homes are unique conditions to this specific property. This criterion is
met.
9. “The conditions do not apply generally to other land or structures in the district in which the land is
located.” The unique shape of the lot and existing conditions do not apply to other land or structures
in the neighborhood or district. This criterion is met.
75
CITY OF ORONO
RESOLUTION OF THE CITY COUNCIL
NO. 7432
4
10. “The granting of the application is necessary for the preservation and enjoyment of a substantial
property right of the applicant.” The existing home is in a nonconforming location. The proposal will
maintain a similar lake setback. The application proposes to decrease the total hardcover on the site,
bringing it closer to compliance. Granting the average lakeshore setback and hardcover variances
allows the property owner to build a new home in a similar location utilizing the existing conditions
of the long driveway. This criterion is met.
11. “The granting of the proposed variance will not in any way impair health, safety, comfort or morals,
or in any other respect be contrary to the intent of this chapter.” Granting the requested variances will
not adversely impact health, safety, comfort, or morals of the community. The proposed home will not
impact any currently enjoyed views of the lake by neighboring properties. This criterion is met.
12. “The granting of such variance will not merely serve as a convenience to the applicant, but is
necessary to alleviate demonstrable difficulty.” The variances allow for the construction of a new
home in a similar location to the existing home, while improving the overall hardcover on the site
from 34% to 30% total hardcover. There is no reasonable building envelope on the site and therefore
the variances are needed in order to rebuild in a similar location to that of the existing home. This
criterion is met.
CONCLUSIONS, ORDER AND CONDITIONS:
Based upon one or more of the above findings, the Orono City Council hereby grants variances to
Orono Municipal Zoning Code Sections 78-1279 and 78-1680 for average lakeshore setback and hardcover
to exceed 25% in order to construct a new home subject to the following conditions:
1. Council approval is based on the entire record, above Findings.
2. The approved project shall conform to the attached site plan and building plans submitted by the
Applicant and annotated by City staff (hereinafter the “Plans”), attached to this Resolution as
Exhibits A & B.
3. Any amendments to the plans which are not in conformity with City codes may require further
Planning Commission and City Council review.
4. Authorities granted by this resolution run with the Property not with the Applicants, but are
permissive only and must be exercised by obtaining a building permit for the new construction and
commencing construction of said project. A framing inspection must be completed within one year
of the date of Council approval, or the variance will expire on that date (December 11, 2024).
76
CITY OF ORONO
RESOLUTION OF THE CITY COUNCIL
NO. 7432
5
5. Violation of or non-compliance with any of the terms and conditions of this resolution may result
in the termination of any authority granted herein.
ADOPTED by the Orono City Council on this 11th day of December, 2023.
ATTEST: CITY OF ORONO:
_______________________________ ________________________________
Christine Lusian, City Clerk Dennis Walsh, Mayor
77
Resolution 7432 Exhibit A78
0712 OCTOBER 20233600 CASCO AVEORONO, MNOFDRAWING DESCRIPTION:ISSUE DATE:PREVIOUS ISSUE DATES:COVER PAGEA-1
01
3 6 0 0 C A S C O AVE
O R O N O ~ M I N N E S O T A
Resolution 7432 Exhibit B
79
0712 OCTOBER 20233600 CASCO AVEORONO, MNOFDRAWING DESCRIPTION:ISSUE DATE:PREVIOUS ISSUE DATES:ELEVATIONSA-2
02
A-2
2
Scale: 1/4" = 1'-0"
RIGHT ELEVATION 12'-1 7/8"10'-1 1/8"8'-0"8'-0"9'-1 1/8"TOP OF
PLATE
UPPER LEVEL
SUBFLOOR
MAIN LEVEL
SUBFLOOR
945.65'
TOP OF
PLATE
3.15'HIGHEST
existing
GRADE
942.5'
A-2
1
Scale: 1/4" = 1'-0"
FRONT ELEVATION EQUALEQUAL3.15'MID POINT
OF HIGHEST
GABLE
HIGHEST GABLE
MAIL LEVEL
945.65'
HIGHEST EXISTING
GRADE
942.5'26'-2"80
0712 OCTOBER 20233600 CASCO AVEORONO, MNOFDRAWING DESCRIPTION:ISSUE DATE:PREVIOUS ISSUE DATES:ELEVATIONSA-3
03
A-3
2
Scale: 1/4" = 1'-0"
LEFT ELEVATION
A-3
1
Scale: 1/4" = 1'-0"
REAR ELEVATION
81
0712 OCTOBER 20233600 CASCO AVEORONO, MNOFDRAWING DESCRIPTION:ISSUE DATE:PREVIOUS ISSUE DATES:ELEVATIONSA-4
04
A-4
2
Scale: 1/4" = 1'-0"
GARAGE BACK
A-4
3
Scale: 1/4" = 1'-0"
GARAGE END
A-4
1
Scale: 1/4" = 1'-0"
GARAGE FRONT
82
9#;<#6#/0
'#56.#-'564''6
2JQPG
83
9#;<#6#/0
'#56.#-'564''6
2JQPG
84
9#;<#6#/0
'#56.#-'564''6
2JQPG
85
Council Exhibit B86
0712 OCTOBER 20233600 CASCO AVEORONO, MNOFDRAWING DESCRIPTION:ISSUE DATE:PREVIOUS ISSUE DATES:COVER PAGEA-1
01
3 6 0 0 C A S C O AVE
O R O N O ~ M I N N E S O T A
87
0712 OCTOBER 20233600 CASCO AVEORONO, MNOFDRAWING DESCRIPTION:ISSUE DATE:PREVIOUS ISSUE DATES:ELEVATIONSA-2
02
A-2
2
Scale: 1/4" = 1'-0"
RIGHT ELEVATION 12'-1 7/8"10'-1 1/8"8'-0"8'-0"9'-1 1/8"TOP OF
PLATE
UPPER LEVEL
SUBFLOOR
MAIN LEVEL
SUBFLOOR
945.65'
TOP OF
PLATE
3.15'HIGHEST
existing
GRADE
942.5'
A-2
1
Scale: 1/4" = 1'-0"
FRONT ELEVATION EQUALEQUAL3.15'MID POINT
OF HIGHEST
GABLE
HIGHEST GABLE
MAIL LEVEL
945.65'
HIGHEST EXISTING
GRADE
942.5'26'-2"88
0712 OCTOBER 20233600 CASCO AVEORONO, MNOFDRAWING DESCRIPTION:ISSUE DATE:PREVIOUS ISSUE DATES:ELEVATIONSA-3
03
A-3
2
Scale: 1/4" = 1'-0"
LEFT ELEVATION
A-3
1
Scale: 1/4" = 1'-0"
REAR ELEVATION
89
0712 OCTOBER 20233600 CASCO AVEORONO, MNOFDRAWING DESCRIPTION:ISSUE DATE:PREVIOUS ISSUE DATES:ELEVATIONSA-4
04
A-4
2
Scale: 1/4" = 1'-0"
GARAGE BACK
A-4
3
Scale: 1/4" = 1'-0"
GARAGE END
A-4
1
Scale: 1/4" = 1'-0"
GARAGE FRONT
90
9#;<#6#/0
'#56.#-'564''6
2JQPG
91
9#;<#6#/0
'#56.#-'564''6
2JQPG
92
9#;<#6#/0
'#56.#-'564''6
2JQPG
93
MINUTES OF THE
ORONO PLANNING COMMISSION
November 20, 2023
6:00 o’clock p.m.
_____________________________________________________________________________________
Page 4 of 6
Kraemer said he does not see a public benefit to keeping it or a public benefit to vacating it. He
appreciates that the neighbors have taken care of it for many years. He said the Planning Commission is
advisory and he would like the City Council to weigh in.
Ressler agreed that the land has no benefit for a public use today. He asked if the public benefits from
land that cannot be used or from land that is privately maintained and taxed. He also pointed to possible
public expense to the City to maintain the land if it remains an easement. He said clearly there would
continue to be a need for drainage on that strip of land and possibly a drainage plan could be put in place
along with any vacation. He would like to have an engineer evaluate the easement for any drainage
improvements.
Curtis said the Commission could recommend maintaining the drainage easement along with a vacation.
She said if the vacation is approved it would be imperative to maintain the drainage easement. She
explained the DNR’s position is a recommendation. Staff would recommend maintaining the drainage
easement but any improvements to drainage would be a separate issue. She said the County makes the
determination on how the easement would be divided between the two neighboring properties if it is
vacated.
Kraemer moved, Erickson seconded, to approve LA23-000045, 1250 and 1260 Spruce Place to
vacate an unimproved right-of-way contingent upon maintaining a City drainage easement. VOTE:
Ayes: 5, Nays 0.
2. LA23-000060 BRIAN BENSON, 3600 CASCO AVENUE, REQUESTS VARIANCES FOR
AVERAGE LAKESHORE SETBACK AND HARDCOVER TO EXCEED 25 PERCENT
FOR THE CONSTRUCTION OF A NEW HOME.
City Planner Nye gave a presentation on the item, stating the applicant is proposing to demolish the
existing home on the property and construct a new home in a similar location. The property is uniquely
shaped with an extreme average lakeshore setback that does not allow a reasonable building envelope.
The existing home on the property is entirely forward of the average lakeshore setback line. The property
also contains a wide easement. The applicant is requesting variances from average lakeshore setback and
to exceed the hardcover maximum of 25 percent in order to construct a new home. The applicant has
identified the property’s unique flag shape and position on a point as practical difficulties. The flag-shape
of the lot creates a very long driveway that comprises a large percentage of the overall hardcover on the
site. The driveway is 355 feet in length and over 15 percent of the overall hardcover. Staff agrees with the
applicant’s assessment. The property is a unique shape and does not have a reasonable building envelope
due to an extreme average lakeshore setback. Due to the placement of the neighboring homes, building in
front of the average lakeshore setback line would not impact their views of the lake. If the property had a
standard driveway length, the property would be in compliance with hardcover. Staff finds the variance
requests to be reasonable and in character with the neighborhood, as the current home on the site is in a
similar location, she said. Staff recommends approval as applied.
Brian Benson of Compass Real Easte of Wayzata, representing the developer, spoke as the applicant. He
said the situation was an illustration of the need for variances. The new house would be placed in about
the same location as the old house. The design of the new house is classic and minimizing massing to fit
in with the neighborhood. They are proposing a reduction in hardcover from 34 to 29 percent but would
still be over the 25 percent because of the driveway. He noted the neighbor also uses part of the driveway.
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MINUTES OF THE
ORONO PLANNING COMMISSION
November 20, 2023
6:00 o’clock p.m.
_____________________________________________________________________________________
Page 5 of 6
Chair Ressler opened the public hearing at 7:16 p.m.
There were no public comments.
Chair Ressler closed the public hearing at 7:16 p.m.
Ressler said it sounded like a good plan.
Kraemer said any time you get that reduction in hardcover he is in support.
Libby moved, Kraemer seconded, to approve LA23-000060, 3600 Casco Ave. Variances as applied.
VOTE: Ayes: 5, Nays 0.
3. LA23-000061 OUTDOOR EXCAPES, 2601 CASCO POINT ROAD, REQUESTS A 75
FOOT LAKE SETBACK VARIANCE FOR THE CONSTRUCTION OF RETAINING
WALLS WITHIN THE LAKEYARD.
City Planner Nye explained the applicant is proposing to construct a new lake stair and two new retaining
walls within the lakeyard. The property is currently experiencing erosion on the hillside that is impacting
an existing lakeside shed and oak tree. The property has some boulders that are no longer preserving the
hillside. While new lake stairs are permitted within the lakeyard, a variance is required for any new
retaining walls within the 75-foot lake setback. The applicant has identified the erosion of the hillside and
protection of the existing shed and mature tree as practical difficulties supporting the requested variance.
Staff finds the existing conditions of the property and the preservation of the existing structure and tree as
practical difficulties which support the variance request. Staff recommends approval of the lake setback
variance for the construction of two new retaining walls as proposed with the condition that additional
screening of the walls where feasible be implemented to preserve the natural vegetated view from the
lake.
Drew Torrence of Outdoor Excapes spoke for the applicant explaining the proposal is trying to solve the
problem of erosion and would serve a functional purpose of holding up the hillside. He said what they are
proposing would also be a dramatic improvement from an aesthetic standpoint.
Chair Ressler opened the public hearing at 7:23 p.m.
The owner of the home introduced himself but had no additional comments.
Chair Ressler closed the public hearing at 7:23 p.m.
Ressler pointed out the staff described the improvements as minimal and staff doesn’t use that term
lightly.
Schultze moved, Libby seconded, to approve LA23-000061, 2601 Casco Point Rd. Variances as
applied. VOTE: Ayes: 5, Nays 0.
OTHER BUSINESS
Peak Agenda Management Introduction
95
Date Application Received: 10/13/2023
Date Application Considered as Complete: 10/30/2023
60-Day Review Period Expires: 12/29/2023
To: Chair Bollis and Planning Commission Members
Adam Edwards, City Administrator
From: Natalie Nye, Planner
Date: November 20, 2023
Subject: #LA23-000060, Brian Benson, 3600 Casco Avenue - Variances - Public Hearing
Background
The applicant is proposing to demolish the existing home on the property and construct a new home in a
similar location. The subject property is uniquely shaped with an extreme average lakeshore setback that
does not allow a reasonable building envelope. The existing home on the property is entirely forward of
the average lakeshore setback line. The property also contains a wide easement and 355-foot-long
driveway that restrict the sites overall building envelope and hardcover. The applicant is requesting
variances from average lakeshore setback and to exceed the hardcover maximum of 25% in order to
construct a new home.
Practical Difficulties Analysis
Applicant Submittal Information: The applicant has identified the property’s unique flag shape and
position on a point as practical difficulties. The unique shape of the lot creates a very long driveway that
comprises a large percentage of the overall hardcover on the site. The driveway is 355 feet in length and
over 15% of the overall hardcover for the site. The orientation of the property in relation to the neighbors
is also unique and creates an extreme average lakeshore setback line. There is also a wide utility easement
along the southern portion of the property that further restricts the building envelope.
Planning Staff Practical Difficulty Analysis: Staff agrees with the applicant’s assessment. The property is a
unique shape and does not have a reasonable building envelope due to an extreme average lakeshore
setback. Due to the placement of the neighboring homes, building in front of the average lakeshore
setback line would not impact their views of the lake. The neighbor to the north does not currently have a
view of the lake due to their reverse flag shaped lot and the neighbor to the south enjoys a view of the
inlet bay which is not impacted by the subject property’s home. Development on the lot is further
suppressed by the long driveway and utility easement. The long driveway on the property comprises
about 15% of the hardcover on the site when a maximum of 25% is permitted. Part of this driveway is
used by a neighbor to access their property. The proposed hardcover for the site is 30%, which is a
reduction from the current 34% on the site. If the property had a standard driveway length, the property
would be in compliance with hardcover. Please find the hardcover analysis found in Exhibit H. Staff finds
the variance requests to be reasonable and in character with the neighborhood, as the current home on
the site is in a similar location.
Application Summary: The applicant is requesting variances from average lakeshore setback and hardcover
for the construction of a new home.
Staff Recommendation: Planning Department Staff recommends approval.
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FILE #LA23-000060
November 20, 2023
Page 2 of 5
LOT ANALYSIS WORKSHEET
Section 78-350 & 78-1279 – Setbacks:
LR-1C District Required Existing Proposed
Rear (Street) 30’ 300+’ 300+’
North Side 10’ 36’ 10.3’
South Side 10’ 11.4’ 22.3’
Lakeshore 75’ 101.8’ 98.8’
Average Lakeshore Not Compliant Not Compliant
Section 78-350 – Lot Area/Width:
LR-1C District Lot Area Lot Width
Required 21,780 s.f. (0.5 acres) 100’
Actual 33,719 s.f. (0.77 acre) 137’ @ 75’ / 112’ @ OHWL
Section 78-1403 – Structural Building Coverage:
Total Lot Area Total Structural Coverage
33,719 s.f. (0.77 acre) Allowed: 6,743.8 s.f.
Existing: 3,311 s.f.
Proposed: 4,693 s.f.
Section 78-1680 and 78-1700 – Hardcover Calculations:
Stormwater
Overlay District
Tier
Total Area Allowed
Hardcover
Existing
Hardcover
Proposed
Hardcover
Tier 1 33,719 s.f. 8,429.75 s.f.
(25%)
11,482 s.f.
(34.05%)
10,011 s.f.
(29.69%)
Applicable Regulations:
Average Lakeshore Setback Variances (Section 78-1279)
The property is subject to an extreme average lakeshore setback. The current home on the property is
completely in front of the average lakeshore setback line. The applicant is proposing to demolish the
existing home and accessory garage and construct a new home. The new home will also be fully within the
average lakeshore setback as it will be in a similar location. The existing home is approximately 101.8 feet
from the OHWL. The proposed home will be slightly closer being 98.8’ from the OHWL at its closest point.
The existing and proposed structure will meet the minimum 75-foot lake setback that is in place to protect
the water quality of Lake Minnetonka. Due to the orientation and positioning of the neighboring homes,
the proposed home will not impact any currently enjoyed lake views.
Hardcover Variance (Section 78-1680)
The existing hardcover on the property is approximately 34% of the total area which is over the Tier 1
maximum of 25%. While the size of the property is conforming in size, the unique shape requires the need
for a long driveway. The driveway is about 355 feet in length and therefore about 15% of the total
hardcover. The driveway is needed to access the property and is also used by a neighboring property. The
proposal will reduce the hardcover from 34% to 30%, but will still require a variance to exceed 25%. The
applicant could also consider the use of some permeable pavers in order to offset the increase in
hardcover needed for the driveway.
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FILE #LA23-000060
November 20, 2023
Page 3 of 5
Governing Regulation: Variance (Section 78-123)
In reviewing applications for variance, the Planning Commission shall consider the effect of the proposed
variance upon the health, safety and welfare of the community, existing and anticipated traffic conditions,
light and air, danger of fire, risk to the public safety, and the effect on values of property in the surrounding
area. The Planning Commission shall consider recommending approval for variances from the literal
provisions of the Zoning Code in instances where their strict enforcement would cause practical difficulties
because of circumstances unique to the individual property under consideration, and shall recommend
approval only when it is demonstrated that such actions will be in keeping with the spirit and intent of the
Orono Zoning Code. Economic considerations alone do not constitute practical difficulties. Practical
difficulties also include but are not limited to inadequate access to direct sunlight for solar energy
systems. Variances shall be granted for earth-sheltered construction as defined in Minn. Stat. §216C.06,
subd. 14, when in harmony with this chapter. The board or the council may not permit as a variance any
use that is not permitted under this chapter for property in the zone where the affected person's land is
located. The board or council may permit as a variance the temporary use of a one-family dwelling as a
two-family dwelling.
According to MN §462.357 Subd. 6(2) variances shall only be permitted when:
1. The variance is in harmony with the general intent and purpose of the Ordinance. Due to the
placement of the neighboring lots and homes there is an extreme average lakeshore setback
that eliminates a reasonable building envelope. The neighboring lake views that are currently
enjoyed should not be impacted by a new home built in a similar location. The uniquely shaped
lot has a very long driveway that greatly impacts the overall hardcover on the site. If the lot had
a standard driveway length, a hardcover variance would not be required. The proposed project
is also impacted by a wide utility easement. The proposed home will meet the 75-foot lake
setback and be in harmony with the neighboring homes. The construction of a new home is in
harmony with the general intent of the Ordinance due to the practical difficulties present. This
criterion is met.
2. The variance is consistent with the comprehensive plan. The variances resulting in a new single-
family home is consistent with the Comprehensive Plan. The applicant has identified the
necessary practical difficulties inherent to the land supporting their requests. The proposal will
reduce the overall hardcover on the site which is consistent with the goals of the
Comprehensive Plan. This criterion is met.
3. The applicant establishes that there are practical difficulties.
a. The property owner proposes to use the property in a reasonable manner not permitted
by the official controls; The construction of a new single-family home is a reasonable use
of the property. The proposed home will be located in a similar location to the existing
home on the property. This criterion is met.
b. There are circumstances unique to the property not created by the landowner; The
unique lot shape and orientation of the neighboring homes creating an extreme average
lakeshore setback are not the result of the current property owner’s actions; and
c. The variance will not alter the essential character of the locality. The proposed variances
resulting in the construction of a new home are supported by practical difficulties and
will not alter the character of the area. This criterion is met.
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Page 4 of 5
Additionally, City Code 78-123 provides additional parameters within which a variance may be granted as
follows:
4. Economic considerations alone do not constitute practical difficulties. Economic considerations
have not been a factor in the variance approval determination.
5. Practical difficulties also include but are not limited to inadequate access to direct sunlight for
solar energy systems. Variances shall be granted for earth-sheltered construction as defined in
Minn. Stat. § 216C.06, subd. 17, when in harmony with Orono City Code Chapter 78. This
condition is not applicable.
6. The board or the council may not permit as a variance any use that is not permitted under Orono
City Code Chapter 78 for property in the zone where the affected person's land is located. This
condition is not applicable, as a residential home is a permitted use in the LR-1C District.
7. The board or council may permit as a variance the temporary use of a one-family dwelling as a
two-family dwelling. This condition is not applicable.
8. The special conditions applying to the structure or land in question are peculiar to such property
or immediately adjoining property. The unique lot shape, location of the existing utility
easement, and the position of the neighboring homes are unique conditions to this specific
property. This criterion is met.
9. The conditions do not apply generally to other land or structures in the district in which the land is
located. The unique shape of the lot and existing conditions do not apply to other land or
structures in the neighborhood or district. This criterion is met.
10. The granting of the application is necessary for the preservation and enjoyment of a substantial
property right of the applicant. The existing home is in a nonconforming location. The proposal
will maintain a similar lake setback. The application proposes to decrease the total hardcover on
the site, bringing it closer to compliance. Granting the average lakeshore setback and hardcover
variances allows the property owner to build a new home in a similar location utilizing the
existing conditions of the long driveway. This criterion is met.
11. The granting of the proposed variance will not in any way impair health, safety, comfort or morals,
or in any other respect be contrary to the intent of this chapter. Granting the requested variances
will not adversely impact health, safety, comfort, or morals of the community. The proposed
home will not impact any currently enjoyed views of the lake by neighboring properties. This
criterion is met.
12. The granting of such variance will not merely serve as a convenience to the applicant, but is
necessary to alleviate demonstrable difficulty. The variances allow for the construction of a new
home in a similar location to the existing home, while improving the overall hardcover on the
site from 34% to 30% total hardcover. There is no reasonable building envelope on the site and
therefore the variances are needed in order to rebuild in a similar location to that of the existing
home. This criterion is met.
The Commission may recommend or Council may impose conditions in granting of variances. Any
conditions imposed must be directly related to and must bear a rough proportionality to the impact
created by the variance. No variance shall be granted or changed beyond the use permitted in this chapter
99
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November 20, 2023
Page 5 of 5
in the district where such land is located.
Public Comments
The applicant has provided neighbor support letters from both the neighbor to the north (3630 Casco
Avenue) and the neighbor to the south (2914 Casco Cove) found in Exhibit I.
Issues for Consideration
1. Does the Planning Commission find that that the property owner proposes to use the property
in a reasonable manner which is not permitted by an official control?
2. Does the Planning Commission find that the variance (s), if granted, will not alter the essential
character of the neighborhood?
3. Does the Commission find it necessary to impose conditions in order to mitigate the impacts
created by the granting of the requested variance(s)?
4. Are there any other issues or concerns with this application?
Planning Staff Recommendation
Staff recommends approval of the variance requests for average lakeshore setback and hardcover as
applied.
List of Exhibits
Exhibit A. Application
Exhibit B. Practical Difficulties Form
Exhibit C. Narrative
Exhibit D. Existing Survey
Exhibit E. Proposed Survey
Exhibit F. Overlay
Exhibit G. Plans
Exhibit H. Hardcover Information
Exhibit I. Neighbor Support Letters
Exhibit J. Site Photos
Exhibit K. Mailing List & Map
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Item No.: 16 Date: December 11, 2023
Presenter: Ron Olson
Finance Director
Agenda
Section:
Consent Agenda
Item Description: Personnel Policy Updates
1.Purpose:
The purpose of the action item is to approve changes in the Personnel Policy Handbook to comply
with the new Minnesota Earned Sick and Safe Leave Act that is effective January 1st of 2023.
2.Background/Summary:
During its 2023 session, the Minnesota legislature passed legislation requiring changes to the our
employee handbook. The major change requires employers to offer all employees Earned Sick
and Safe Leave (ESSL). The main difference between the City's current Sick Leave Policy and
ESSL are the eligible uses for leave and the definition of family. For full time employees, our
current sick leave is being renamed to ESSL and expanded to cover the requirements of the law.
The act also requires that we provide our seasonal and part-time employees with ESSL. In
compliance with the act, seasonal and part-time employees will receive 1 hour of ESSL for every
30 hours worked with a maximum accrual of 48 hours annually. Additional changes related to
pregnancy, nursing mothers, and school conference leave are also being made to comply with state
law. These changes are in Section 11 of the handbook.
There were a couple of other changes that were not mandated by state law. One was the addition
of a definition for Paid on Call (POC) firefighters. the creation of the Orono Fire Department
required this new employee definition. The other is the removal of Section 9.04 regarding
OBRA. OBRA is a deferred compensation plan that temporary and seasonal employees
participated in. Wages earned by a participant in the OBRA plan were excluded from Social
Security. Use of the plan was unpopular and confusing among employees. It also created
additional paperwork and record keeping for the city.
There are other minor wording changes in the handbook, mostly to make definitions between
various sections of the handbook more uniform. The employee handbook is included with this
action item with the changes highlighted.
3.Staff Recommendation:
Staff recommends adoption of the updated personnel policy handbook.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Motion to adopt the updated personnel policy handbook.
Exhibits
Ex. A Personnel Policy Draft
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City of Orono
Personnel Policy
2023
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Table of Contents
Article 1.INTRODUCTION............................................................................................... 6
Section 1.01 Purpose................................................................................................................. 6
Section 1.02 Scope.................................................................................................................... 6
Section 1.03 EEO Policy Statement.......................................................................................... 6
Section 1.04 Data Practices Advisory....................................................................................... 6
Section 1.05 Media Requests.................................................................................................... 7
Section 1.06 Personal Communications and Use of Social Media........................................... 8
Article 2.CITYWIDE WORK RULES & CODE OF CONDUCT .................................. 10
Section 2.01 Conduct as a City Employee.............................................................................. 10
Section 2.02 Attendance & Absence ...................................................................................... 10
Section 2.03 Access to and Use of City Property................................................................... 11
Section 2.04 Appearance ........................................................................................................ 11
Section 2.05 Conflict of Interest............................................................................................. 12
Section 2.06 Falsification of Records..................................................................................... 12
Section 2.07 Personal Communications ................................................................................. 13
Section 2.08 Political Activity................................................................................................ 13
Section 2.09 Smoking............................................................................................................. 13
Article 3.DEFINITIONS................................................................................................... 14
Section 3.01 Authorized Hours............................................................................................... 14
Section 3.02 Benefits.............................................................................................................. 14
Section 3.03 Benefit Earning Employees............................................................................... 14
Section 3.04 Core Hours......................................................................................................... 14
Section 3.05 Demotion............................................................................................................ 14
Section 3.06 Direct Deposit.................................................................................................... 14
Section 3.07 Employee........................................................................................................... 14
Section 3.08 Exempt Employee.............................................................................................. 14
Section 3.09 FICA (Federal Insurance Contributions Act) .................................................... 14
Section 3.10 Fiscal Year......................................................................................................... 14
Section 3.11 Full-Time Employee.......................................................................................... 14
Section 3.12 Hours of Operation “Office Hours”................................................................... 15
Section 3.13 Management Employee ..................................................................................... 15
Section 3.14 Non-Exempt Employee...................................................................................... 15
Section 3.15 Part-Time Employee.......................................................................................... 15
Section 3.16 Pay Period.......................................................................................................... 15
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Section 3.17 PERA (Public Employees Retirement Association).......................................... 15
Section 3.18 Promotion........................................................................................................... 15
Section 3.19 Reclassify........................................................................................................... 15
Section 3.20 Seasonal Employee............................................................................................ 15
Section 3.21 Service Credit / Time......................................................................................... 16
Section 3.22 Temporary Employee......................................................................................... 16
Section 3.23 Training/Probationary Period............................................................................. 16
Section 3.24 Transfer.............................................................................................................. 16
Section 3.25 Weapons............................................................................................................. 16
Section 3.26 Workweek.......................................................................................................... 16
Article 4.EMPLOYEE RECRUITMENT & SELECTION.............................................. 17
Section 4.01 Scope.................................................................................................................. 17
Section 4.02 Features of the Recruitment System.................................................................. 17
Section 4.03 Testing and Examinations.................................................................................. 17
Section 4.04 Pre-Employment Medical Exams...................................................................... 17
Section 4.05 Selection Process ............................................................................................... 18
Section 4.06 Background Checks........................................................................................... 18
Section 4.07 Training Period (see also 3.23).......................................................................... 18
Article 5 ORGANIZATION............................................................................................. 19
Section 5.01 Job Descriptions................................................................................................. 19
Section 5.02 Assigning and Scheduling Work ....................................................................... 19
Section 5.03 Job Descriptions and Classifications ................................................................. 19
Section 5.04 Layoff................................................................................................................. 19
Article 6.HOURS OF WORK........................................................................................... 20
Section 6.01 Work Hours........................................................................................................ 20
Section 6.02 Core Hours......................................................................................................... 20
Section 6.03 Meal Breaks and Rest Periods........................................................................... 20
Section 6.04 Adverse Weather Conditions............................................................................. 20
Article 7.COMPENSATION............................................................................................ 21
Section 7.01 Direct Deposit.................................................................................................... 21
Section 7.02 Improper Deduction and Overpayment Policy.................................................. 21
Section 7.03 Time Reporting.................................................................................................. 22
Section 7.04 Overtime / Compensatory Time......................................................................... 22
Section 7.05 Non-Exempt (Overtime-Eligible) Employees................................................... 22
Section 7.06 Exempt (Non-Overtime-Eligible) Employees................................................... 23
Section 7.07 Leave Policy for Exempt Employees................................................................. 24
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Article 8.PERFORMANCE REVIEWS (See Appendix A for full policy and forms)..... 25
Article 9.BENEFITS......................................................................................................... 26
Section 9.01 Health, Dental, Life Insurance........................................................................... 26
Section 9.02 Retirement/PERA .............................................................................................. 26
Section 9.03 Retirement/Deferred Compensation.................................................................. 26
Section 9.04 Retirement/OBRA.............................................................................................. 26
Section 9.05 Tuition Reimbursement (see Appendix B for detailed policy and forms)......... 27
Section 9.06 Worker’s Compensation.................................................................................... 27
Article 10.HOLIDAYS....................................................................................................... 28
Article 11.LEAVES OF ABSENCE................................................................................... 29
Section 11.01 Sick Leave Sick & Safe Leave........................................................................... 29
Section 11.02 Vacation Leave.................................................................................................. 33
Section 11.03 Funeral Leave..................................................................................................... 34
Section 11.04A Military Leave.................................................................................................... 34
Section 11.04B Military Leave for Family Members.................................................................. 35
Section 11.04C Military Leave for Family Member Injured or Killed in Active Service .......... 35
Section 11.04D Civil Air Patrol................................................................................................... 35
Section 11.05 Jury Duty............................................................................................................ 35
Section 11.06 Court Appearances............................................................................................. 36
Section 11.07 Victim or Witness Leave ................................................................................... 36
Section 11.08 Job Related Injury or Illness.............................................................................. 36
Section 11.09 Pregnancy and Parenting Leave......................................................................... 37
Section 11.10 Administrative Leave......................................................................................... 37
Section 11.11 Adoptive Parents................................................................................................ 37
Section 11.12 School Conference Leave.................................................................................. 37
Section 11.13 Bone Marrow/Organ Donation Leave ............................................................... 38
Section 11.14A Elections / Voting .............................................................................................. 38
Section 11.14B Delegates to Party Conventions......................................................................... 39
Section 11.15 Regular Leave without Pay................................................................................ 39
Section 11.16 Family and Medical Leave................................................................................. 40
Section 11.17 Reasonable Work Time for Nursing Mothers.................................................... 41
Section 11.18 Light Duty/Modified Duty Assignment............................................................. 41
Section 11.19 Reasonable Accommodations to an Employee for Health Conditions Relating to
Pregnancy ............................................................................................................................ 42
Article 12.RESPECTFUL WORKPLACE POLICY.......................................................... 43
Section 12.01 Applicability ...................................................................................................... 43
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Section 12.02 Abusive Customer Behavior.............................................................................. 43
Section 12.03 Types of Disrespectful Behavior ....................................................................... 43
Section 12.04 Employee Response to Disrespectful Workplace Behavior.............................. 44
Section 12.05 Supervisor’s Response to Allegations of Disrespectful Workplace Behavior... 45
Section 12.06 Special Reporting Requirements........................................................................ 46
Section 12.07 Confidentiality................................................................................................... 47
Section 12.08 Retaliation.......................................................................................................... 47
Article 13.POSSESSION AND USE OF DANGEROUS WEAPONS.............................. 49
Article 14.SEPARATION FROM SERVICE..................................................................... 50
Section 14.01 Resignations....................................................................................................... 50
Section 14.02 Severance Pay.................................................................................................... 50
Section 14.03 Post-Retirement Health Care Savings Plan........................................................ 50
Section 14.04 Continuation of Group Health and Dental Insurance ........................................ 50
Article 15.DISCIPLINE...................................................................................................... 52
Section 15.01 General Policy.................................................................................................... 52
Section 15.02 No Contract Language Established.................................................................... 52
Section 15.03 Process............................................................................................................... 52
Article 16.GRIEVANCE PROCEDURE............................................................................ 54
Section 16.01 Waiver................................................................................................................ 54
Article 17.EMPLOYEE EDUCATION & TRAINING ..................................................... 55
Section 17.01 Policy................................................................................................................. 55
Section 17.02 Job-Related Training & Conferences................................................................. 55
Section 17.03 Job-Related Meetings......................................................................................... 55
Section 17.04 Request for Participation in Training & Conferences........................................ 55
Section 17.05 Out of State Travel............................................................................................. 55
Section 17.06 Compensation for Travel & Training Time....................................................... 55
Section 17.07 Memberships and Dues...................................................................................... 55
Section 17.08 Travel & Meal Allowance (see Appendix F for form)...................................... 56
Article 18.OUTSIDE EMPLOYMENT.............................................................................. 57
Article 19.DRUG FREE WORKPLACE............................................................................ 58
Article 20.CITY DRIVING POLICY................................................................................. 59
Section 20.01 Records Review................................................................................................. 59
Section 20.02 Cell Phone use while driving............................................................................. 59
Article 21.CITY TECHNOLOGY (See Appendix D. Iformation Technology Forms) ..... 60
Section 21.01 Purpose............................................................................................................... 60
Section 21.02 General Information........................................................................................... 60
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Section 21.03 Personal Use....................................................................................................... 60
Section 21.04 IT Hardware....................................................................................................... 61
Section 21.05 IT Software........................................................................................................ 61
Section 21.06 Electronic Mail................................................................................................... 61
Section 21.07 Electronic Calendars.......................................................................................... 62
Section 21.08 Personal Devices................................................................................................ 62
Section 21.09 Security.............................................................................................................. 62
Section 21.10 Internet............................................................................................................... 63
Section 21.11 Data Retention. .................................................................................................. 63
Section 21.12 Electronic Mobile devices (including Cell Phones)........................................... 64
Section 21.13 Cell Phone Monthly Allowance Election. ......................................................... 64
Section 21.14 Procedures.......................................................................................................... 65
Section 21.15 Responsibility.................................................................................................... 65
Article 22.SAFETY ............................................................................................................ 66
Section 22.01 Reporting Accidents and Illnesses..................................................................... 66
Section 22.02 Safety Equipment/Gear...................................................................................... 66
Section 22.03 Unsafe Behavior................................................................................................. 66
Section 22.04 Access to Gender-Segregated Activities and Areas........................................... 66
Article 23.EMPLOYEE RECOGNITION.......................................................................... 67
Section 23.01 Service Recognition........................................................................................... 67
Section 23.02 Service Awards.................................................................................................. 67
Appendix A.Performance Evaluation Process and Forms...................................................... 69
Appendix B.Tuition Reimbursement Policy and Forms........................................................ 95
Appendix C.Website Policy................................................................................................... 99
Appendix D. Information Technology Forms....................................................................... 102
Appendix F. Expense/Reimbursement Report...................................................................... 110
Appendix G.Position Reclassification Guidelines and Process............................................ 112
Appendix H. Flexible Work Arrangement Policy................................................................. 118
Appendix I. Credit Card Policy............................................................................................ 126
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Article 1.INTRODUCTION
Section 1.01 Purpose
It is the purpose of these policies to establish a uniform and equitable system of personnel
administration for employees of the city of Orono. Their provisions do not establish terms and shall
not be construed as contractual provisions. They are not intended to be all-inclusive or to cover every
situation that may arise. These policies may be amended at any time at the sole discretion of the city
and they will supersede all previous personnel policies. Revisions and amendments shall become
effective upon approval by the Orono City Council.
Except as otherwise prohibited by law, the City of Orono has the right to terminate any employee at
any time for any or no reason. Employees may similarly terminate employment at any time for any
reason.
Section 1.02 Scope
These policies apply to all employees of the city. Except where specifically noted, these policies do
not apply to:
1. Elected officials
2. City attorney
3. Members of city boards, commissions, and committees
4. Consultants and contractors
5. Volunteers, except as specifically noted for paid-per-call firefighters.
If any specific provisions of the personnel policies conflict with any current union agreement or civil
service rules, the union agreement or civil service rules will prevail. Union employees are
encouraged to consult their collective bargaining agreement first for information about their
employment conditions. Nothing in these policies is intended to modify or supersede any applicable
provision of state or federal law.
These policies serve as an information guide to help employees become better informed and to make
their experience with the City more rewarding. Departments may have special work rules deemed
necessary by the supervisor and approved by the city administrator for the achievement of objectives
of that department. Each employee will be given a copy of such work rules by the department upon
hiring and such rules will be further explained, and enforcement discussed with the employee by the
immediate supervisor.
Section 1.03 EEO Policy Statement
The City of Orono is committed to providing equal opportunity in all areas of employment, including
but not limited to recruitment, hiring, demotion, promotion, transfer, selection, lay-off, disciplinary
action, termination, compensation and selection for training. The City of Orono will not discriminate
against any employee or job applicant on the basis of race, color, creed, religion, national origin,
ancestry, sex, sexual orientation, gender identity, or gender expression, disability, age, marital status,
genetic information, status with regard to public assistance, veteran status, familial status, or
membership on a local human rights commission.
Section 1.04 Data Practices Advisory
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Employee records are maintained in a location designated by the city administrator. Personnel data is
retained in personnel files, finance files, and benefit/medical files. Information is used to administer
employee salary and benefit programs, process payroll, complete state and federal reports, document
employee performance, etc.
Employees have the right to know what data is retained, where it is kept, and how it is used. All
employee data will be received, retained, and disseminated according to the Minnesota Government
Data Practices Act.
Section 1.05 Media Requests
All city employees have a responsibility to help communicate accurate and timely information to the
public in a professional manner. Requests for private data or information outside of the scope of an
individual’s job duties should be routed to the appropriate department or to the data practices
authority.
Any employee who identifies a mistake in reporting should bring the error to the city administrator or
other appropriate staff. Regardless of whether the communication is in the employee’s official city
role or in a personal capacity, employees must comply with all laws related to trademark, copyright,
software use, etc.
Except for routine events and basic information readily available to the public, all requests for
interviews or information from the media are to be routed through the city administrator. No city
employee is authorized to speak on behalf of the city without prior authorization from the city
administrator or his/her designee. Media requests include anything intended to be published or
viewable to others in some form such as television, radio, newspapers, newsletters, social media
postings, and websites. When responding to media requests, employees should follow these steps:
1. If the request is for routine or public information (such as a meeting time or agenda), provide
the information and notify the city administrator of the request.
2. If the request is regarding information about city personnel, potential litigation, controversial
issues, an opinion on a city matter, or if an employee is unsure if the request is a “routine” question,
forward the request to the city administrator. An appropriate response would be, “I’m sorry, I don’t
have the full information regarding that issue. Let me take some basic information and submit your
request to the appropriate person, who will get back to you as soon as he/she can.” Then ask the
media representative’s name, questions, deadline, and contact information.
All news releases concerning city personnel will be the responsibility of the city administrator.
When/if the city administrator authorizes a staff person to communicate on behalf of the city in
interviews, publications, news releases, on social media sites, and related communications,
employees must:
Identify themselves as representing the city. Account names on social media sites must be
clearly connected to the city and approved by the city administrator.
Be respectful, professional, and truthful when providing information. In most cases, only
factual information (not opinions or editorial comments) should be provided: “The city finished
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street cleaning on 16 streets in the northwest corner of the city this past week” instead of “The city is
doing a great job with street cleaning this year!” Corrections must be issued when needed.
Generally, not include personal opinions in official city statements. One exception is
communications related to promoting a city service. For example, an employee could post the
following on the city’s Facebook page: “My family visited Hill Park this weekend and really enjoyed
the new band shelter.” Employees who have been approved to use social media sites on behalf of the
city should seek assistance from the city administrator on this topic.
Notify the city administrator if they will be using their personal technology (cell phones,
home computer, cameras, etc.) for city business. Employees should be aware that data transmitted or
stored may be subject to the Minnesota Government Data Practices Act.
Section 1.06 Personal Communications and Use of Social Media
It is important for city employees to remember that the personal communications of employees may
reflect on the city, especially if employees are commenting on city business or commenting on issues
that implicate their city employment. As city representatives, employees share in the responsibility of
earning and preserving the public’s trust in the city. An employee’s own personal communications,
such as on social media, can have a significant impact on the public’s belief that all city staff will
carry out city functions faithfully and impartially and without regard to factors such as race,
sex/gender, religion, national origin, disability, sexual orientation, or other protected categories. Non-
personal communications (performed within one’s job duties) to members of the public must be
professional at all times. The following guidelines apply to personal communications, including
various forms such as social media (Facebook, Twitter, blogs, YouTube, etc.), letters to the editor of
newspapers, and personal endorsements:
Do not share any private or confidential information you have access to as a result of your
city position.
Any personal communications made on a matter of public concern must not disrupt the
efficiency of the city’s operation, including by negatively affecting morale. Put another way, such
public comments must not undermine any city department’s ability to effectively serve the public.
Disruptive personal communications can include liking or republishing (sharing/retweeting) a social
media post of another individual or entity. The City can act on the personal communication that
violates this policy without waiting for the actual disruption.
Remember what you write or post cannot easily be undone. It may also be spread to larger
audience than you intended. Use common sense when using email or social media sites. It is a good
idea to refrain from sending or posting information or photos you would not want your boss or other
employees to read, or you would be embarrassed to see in the newspaper. Keep in mind harassment,
bullying, threats of violence, discrimination, or retaliation concerning a co-worker or between co-
workers that would not be permissible in the workplace is not permissible online, even if it is done
after hours, from home and on home computers.
The City of expects its employees to be fair, courteous, and respectful to supervisors, co-
workers, citizens, customers, and other persons associated with the city. Avoid using statements,
photographs, video or audio that reasonably may be viewed as malicious, obscene, threatening or
intimidating, disparaging, or might constitute harassment or bullying. Examples of such conduct
might include offensive posts meant to intentionally harm someone’s reputation or posts that could
contribute to a hostile work environment on the basis of sex, race, national origin, age, color, creed,
religion, disability, marital status, familial status, veteran status, sexual orientation, gender identity,
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or gender expression, status with regard to public assistance or membership or activity in a local
human rights commission.
If you publish something related to city business and there is liable to be confusion whether
you are speaking on behalf of the city, it would be best to identify yourself and use a disclaimer such
as, “These are my own opinions and do not represent those of the city of Orono.”
City resources, working time, or official city positions cannot be used for personal profit or
business interests, or to participate in personal political activity. Some examples: a building inspector
could not use the city’s logo, email, or working time to promote his/her side business as a plumber; a
parks employee should not access a park after hours even though he or she may have a key; a clerk,
while working at City Hall, should not campaign for a friend who is running for City Council.
Personal social media account name or email names should not be tied to the city (e.g., Orono
Cop).
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Article 2.CITYWIDE WORK RULES & CODE OF CONDUCT
Section 2.01 Conduct as a City Employee
In accepting city employment, employees become representatives of the city and are responsible for
assisting and serving the citizens for whom they work. An employee’s primary responsibility is to
serve the residents of Orono. Employees should exhibit conduct that is ethical, professional,
responsive, and of standards becoming of a city employee. To achieve this goal, employees must
adhere to established policies, rules, and procedures and follow the instructions of their supervisors.
Honesty is an important organizational attribute to our city. Therefore, any intentional
misrepresentation of facts or falsification of records, including personnel records, medical records,
leaves of absence documentation or the like, will not be tolerated. Further, dishonesty in city
positions may preclude workers from effectively performing their essential job duties.
The following are job requirements for every position at the city of Orono. All employees are
expected to:
Perform assigned duties to the best of their ability at all times.
Render prompt and courteous service to the public at all times.
Read, understand, and comply with the rules and regulations as set forth in these personnel
policies as well as those of their departments.
Conduct themselves professionally toward both residents and staff and respond to inquiries
and information requests with patience and every possible courtesy.
Report any and all unsafe conditions to the immediate supervisor.
Maintain good attendance while meeting the goals set by an employee’s supervisor.
Section 2.02 Attendance & Absence
The operations and standards of service in the city of Orono require that employees be at work unless
valid reasons warrant absence, or an employee has a position that has been approved to work
remotely. In order for a team to function efficiently and effectively, employees must fully understand
the goals that have been set for them and the time required to be on the job. Understanding
attendance requirements is an essential function of every city position.
Employees who are going to be absent from work are required to notify their supervisor as soon as
possible in advance of the absence. In the event of an unexpected absence, employees should contact
their supervisor before the scheduled starting time and keep in mind the following procedures:
If the supervisor is not available at the time, the employee should leave a message that
includes a telephone number where he/she can be reached and/or contact any other individual who
was designated by the supervisor.
Failure to use the established reporting process will be grounds for disciplinary action.
The employee must notify the supervisor on each day of an absence extending beyond one (1)
day unless arrangements otherwise have been made with the supervisor.
Employees who are absent for three (3) days or more and who do not report the absence in
accordance with this policy, will be considered to have voluntarily resigned not in good standing.
The city may waive this rule if extenuating circumstances warranted such behavior.
This policy does not preclude the city from administering discipline for unexcused absences of less
than three days. Individual departments may establish more specific reporting procedures.
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For budgetary and confidentiality reasons, non-exempt employees (eligible for overtime pay) are not
authorized to take work home or work through lunch without prior approval from their supervisor.
Section 2.03 Access to and Use of City Property
Any employee who has authorized possession of keys, tools, cell phones, pagers, or other city-owned
equipment must register his/her name and the serial number (if applicable) or identifying information
about the equipment with his/her supervisor. All such equipment must be turned in and accounted
for by any employee leaving employment with the city in order to resign in good standing.
Employees are responsible for the safekeeping and care of all such equipment. The duplication of
keys owned by the city is prohibited unless authorized by the city administrator. Any employee
found having an unauthorized duplicate key will be subject to disciplinary action.
Section 2.04 Appearance
The City of Orono has established a business casual dress code policy. While City employees are not
required to wear what is traditionally considered formal business attire, appropriate standards of
professionalism must be followed. Employees are expected to maintain a clean and neat appearance
at all times, dressing in a manner appropriate for the work being performed and consistent with safety
rules and considerations. Employees of the City are required to dress appropriately for the jobs they
are performing. This policy shall apply when employees are engaging in official City business or are
otherwise representing the City. Failure to adhere to this policy may result in appropriate disciplinary
action, up to and including termination of employment. All employees are representatives of the
City and therefore dress and appearance should:
•Present a professional or identifiable appearance for external and internal customers as
well as the public.
•Promote a positive working environment.
•Limit distractions caused by inappropriate dress.
•Ensure and promote safety while at work.
•Dress in a manner that is normally accepted in comparable operations.
Appropriate Attire:
•Neat and Well-Groomed — during working hours, employees should appear neat and
professional at all times. Employees are expected to be suitably attired and well groomed, and
ensure that their clothing is clean, ironed and not torn, ripped or stained.
•Professional Attire — Employees should use common sense and good judgment in
determining what to wear to work. Generally, if the employee is doubtful about some
clothing, it is not appropriate.
•Where uniforms are required, they must be worn during work hours. The uniforms should
be neat and clean when the employee arrives for work. Each department is responsible for
seeing to it that employees follow regulations regarding uniforms, related accessories and
equipment. Uniforms bearing City identification patch should not be worn during off-duty
hours.
•Personal Protective Equipment (PPE): The City will provide employees, whose duties
require it, with personal protective equipment. Employees are responsible for keeping the
equipment in operable conditions and wearing it appropriately in the performance of their
duties.
•Job Specific — this dress code policy is a general guideline, but employees should take
into consideration any job specific safety concerns or requirements. Employees who regularly
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lift machinery or heavy materials should not wear dangling clothing or jewelry that may get
caught in machinery and should wear comfortable, slip-resistant, safety shoes at all times.
•Good personal hygiene is required.
•Attire and footwear must be appropriate for work setting, particularly if there is public
contact.
•Department Heads have discretion to further expand on what is considered appropriate
attire within their respective departments/divisions.
Prohibited Attire:
Some attire is unacceptable for work at any time. The following list provides some examples,
although it is not a complete list:
•Any clothing or accessories that include an offensive word, message or slogan or picture
directed at race, sexual orientation, gender, age, religion, disability, or is otherwise considered
to be offensive or harassing in some way.
•Cut-offs or shorts
•Gym wear or beachwear
•Clothing that reveals the employees under garments
•Spandex or Lycra gym wear tops or bottoms
•Tank tops, tube tops, halter-tops, or shirts with spaghetti straps.
•Off the shoulder tops
•Lounge wear (i.e., pajama pants)
•Sweatshirts or sweatpants
•Miniskirts
•Flip-flops
•Any clothing that reveals the employee's stomach, full back, cleavage, or chest, or
otherwise revealing attire.
•If logos are on clothing, these logos should not promote contractors or vendors that may
conduct business with the City.
Employees are expected to comply with the City dress code policy, maintaining an appropriate image
for the workplace any time they are at work or otherwise representing the City, such as during
professional association meetings and business travel.
Employees who need an accommodation associated with a protected status such as religion or
disability should speak to the City Administrator to obtain approval to deviate from this policy.
Employees may dress in accordance with their gender identity, within the constraints of the dress
codes adopted by the city. City staff shall not enforce the dress code more strictly against transgender
and gender diverse employees than another employee
Section 2.05 Conflict of Interest
City employees are to remove themselves from situations in which they would have to take action or
make a decision where that action or decision could be a perceived or actual conflict of interest or
could result in a personal benefit for themselves or a family member. If an employee has any
question about whether such a conflict exists, he/she should consult with the city administrator.
Section 2.06 Falsification of Records
Any employee who makes false statements or commits, or attempts to commit, fraud in an effort to
prevent the impartial application of these policies, will be subject to immediate disciplinary action up
to and including termination and potential criminal prosecution.
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Section 2.07 Personal Communications
Personal telephone calls and electronic communications are to be made or received only when truly
necessary (e.g., family or medical emergency). They are not to interfere with city work and are to be
completed as quickly as possible. Please refer to the cell phone policy for information on use of
cellular phones. (See Appendix C for additional information)
Section 2.08 Political Activity
City employees have the right to express their views and to pursue legitimate involvement in the
political system. However, no city employee will directly or indirectly, during hours of employment,
solicit or receive funds for political purposes. Further, any political activity in the workplace must be
pre-approved by the city to avoid any conflict of interest or perception of bias such as using authority
or political influence to compel another employee to apply for or become a member in a political
organization.
Section 2.09 Smoking
The city of Orono observes and supports the Minnesota Clean Indoor Air Act. All city buildings and
vehicles, in their entirety, shall be designated as tobacco free, meaning that smoking in any form
through the use of tobacco or cannabinoid products such as pipes, cigars, and cigarettes or “vaping”
with e-cigarettes is prohibited while in a city facility or vehicle.
Smoking of any kind, including pipes, cigars, cigarettes, vaping with e-cigarettes, and the use of
chewing tobacco, is prohibited for employees while on duty. Employees 21 and over are allowed to
smoke only during their breaks and lunch, and only in areas designated for that purpose.
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Article 3.DEFINITIONS
For purposes of these policies, the following definitions will apply:
Section 3.01 Authorized Hours
The number of hours an employee was hired to work. Actual hours worked during any given pay
period may be different than authorized hours, depending on workload demands or other factors, and
upon approval of the employee’s supervisor.
Section 3.02 Benefits
Privileges granted to qualified employees in the form of paid leave and/or insurance coverage.
Section 3.03 Benefit Earning Employees
Employees who are eligible for at least a pro-rated portion of city-provided benefits such as vacation
and sick leave. Such employees must be year-round employees who work at least 20 hours per week
on a regular basis.
Section 3.04 Core Hours
The core hours that all employees (exempt and non-exempt) are expected to work are 9 a.m. to 3:30
p.m., Monday through Friday. Police, fire, parks and public works employees do not have core hours
and work the schedules established by their supervisors.
Section 3.05 Demotion
The movement of an employee from one job class to another within the city, where the maximum
salary for the new position is lower than that of the employee’s former position.
Section 3.06 Direct Deposit
As permitted by state law, all city employees are required to participate in direct deposit.
Section 3.07 Employee
An individual who has successfully completed all stages of the selection process, including the
training period.
Section 3.08 Exempt Employee
Employees who are not covered by the overtime provisions of the federal or state Fair Labor
Standards Act.
Section 3.09 FICA (Federal Insurance Contributions Act)
FICA is the federal requirement that a certain amount be automatically withheld from employees’
earnings. Specifically, FICA requires an employee contribution of 6.2 percent for Social Security and
1.45 percent for Medicare. The city contributes a matching 7.65 percent on behalf of each employee.
Certain employees are exempt or partially exempt from these withholdings (e.g., police officers).
These amounts may change if required by law.
Section 3.10 Fiscal Year
The period from Jan. 1 to Dec. 31.
Section 3.11 Full-Time Employee
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Employees who are required to work forty (40) or more hours per week year-round in an ongoing
position.
Section 3.12 Hours of Operation “Office Hours”
The city’s regular hours of operation are Monday through Friday, from 8 a.m. to 4:30 p.m.
Section 3.13 Management Employee
An employee who is responsible for managing a department or division of the city.
Section 3.14 Non-Exempt Employee
Employees who are covered by the federal or state Fair Labor Standards Act. Such employees are
normally eligible for overtime at 1.5 times their regular hourly wage for all hours worked over forty
(40) in any given workweek.
Section 3.15 Paid-On-Call Firefighter (POC)
A firefighter that is required to respond to emergency callouts at any time, 24 hours a day, 7 days per
week. POC firefighters are called out to emergencies with no notice and compensated for time
worked at a nominal rate of pay. POC employees will earn Sick & Safe Leave but do not earn
vacation other employment benefits.
Section 3.16 Part-Time Employee
Employees who are required to work less than forty (40) hours per week year-round in an ongoing
position. In accordance with federal health care reform laws and regulations, the city shall offer
health insurance benefits to eligible employees and their dependents that work on average or are
expected to work 30 or more hours per week or the equivalent of 130 hours or more per month. In
order to comply with health care reform law while avoiding penalties, part-time employees will be
scheduled with business needs and in a manner that ensures positions retain part-time status as
intended.
Section 3.17 Pay Period
A fourteen (14) day period beginning at 12 a.m. (midnight) on Monday through 11:59 p.m. on
Sunday, fourteen (14) days later.
Section 3.18 PERA (Public Employees Retirement Association)
Statewide pension program in which all city employees meeting program requirements must
participate in accordance with Minnesota law. The city and the employee each contribute to the
employee’s retirement account.
Section 3.19 Promotion
Movement of an employee from one job class to another within the city, where the maximum salary
for the new position is higher than that of the employee’s former position.
Section 3.20 Reclassify (see Appendix G for detailed guidelines and process)
Movement of a job from one classification to another classification because of a significant change in
the position’s duties and responsibilities.
Section 3.21 Seasonal Employee
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Employees who work only part of the year to conduct seasonal work. Seasonal employees may be
assigned to work a full-time or part-time schedule. Seasonal employees will earn Sick & Safe Leave
but do not earn benefits or credit for seniority.
Section 3.22 Service Credit / Time
Time worked for the city. An employee begins earning service credit on the first day worked for the
city. Some forms of leave will create a break in service.
Section 3.23 Temporary Employee
Employees who work in temporary positions. Temporary jobs might have a defined start and end
date or may be for the duration of a specific project. Temporary employees may be assigned to work
a full-time or part-time schedule. Temporary employees will earn Sick & Safe Leave but do not earn
benefits or credit for seniority.
Section 3.24 Training/Probationary Period
A twelve-month period at the start of employment with the city or at the beginning of a promotion,
reassignment, or transfer that is designated as a period within which to learn the job, unless covered
by a collective bargaining agreement stating a different time frame. The training period is an integral
extension of the city’s selection process and is used by supervisors for closely observing an
employee’s work.
An employee serving his/her initial probationary period may be disciplined at the sole discretion of
the city, up to and including dismissal. An employee so disciplined, including dismissal, will not
have any grievance rights.
Nothing in this policy handbook shall be construed to imply that after completion of the probationary
period, an employee has any vested interest or property right to continued city employment.
Time served in temporary, seasonal, volunteer or interim positions are not considered part of the
probationary period. If an emergency arises during an employee’s probationary period which requires
a leave of absence, such time off, if granted, will not be considered as time worked, and the
probationary period will be extended by the length of time taken.
Section 3.25 Transfer
Movement of an employee from one city position to another of equivalent pay.
Section 3.26 Weapons
Weapons are defined to include all legal or illegal firearms, switchblade knives, or any other object
that has been modified to serve as a weapon or that has the primary purpose of serving as a weapon.
Section 3.27 Workweek
A workweek is seven consecutive 24-hour periods. For most employees the workweek will run from
Monday through the following Sunday. With the approval of the city administrator, departments may
establish a different workweek based on coverage and service delivery needs (e.g., police
department, fire department, park and recreation department).
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Article 4.EMPLOYEE RECRUITMENT & SELECTION
Section 4.01 Scope
The city administrator or a designee will manage the hiring process for positions within the city.
While the hiring process may be coordinated by staff, the City Council is responsible for the final
hiring decision and must approve all hires to city employment. All hires will be made according to
merit and fitness related to the position being filled.
Section 4.02 Features of the Recruitment System
The city administrator or designee will determine if a vacancy will be filled through an open
recruitment or by promotion, transfer, or some other method. This determination will be made on a
case-by-case basis. The majority of position vacancies will be filled through an open recruitment
process.
Application for employment will generally be made online. Other materials in lieu of a formal
application may be accepted in certain recruitment situations as determined by the city administrator
or designee. Supplemental questionnaires may be required in certain situations. All candidates must
complete and submit the required application materials by the posted deadline, in order to be
considered for the position.
The deadline for application may be extended by the city administrator. Unsolicited applications will
not be kept on file.
Position vacancies may be filled on an “acting” basis as needed. The City Council will approve all
acting appointments. Pay rate adjustments, if any, will be determined by the City Council.
Section 4.03 Testing and Examinations
Applicant qualifications will be evaluated in one or more of the following ways: training and
experience rating; written test; oral test or interview; performance or demonstrative test; physical
agility test; or another appropriate job-related exam.
Internal recruitments will be open to any city employee who: (1) has successfully completed the
initial training period; (2) meets the minimum qualifications for the vacant position; and (3) currently
is and for the past year has been in good standing with the city.
The City Council or designee will establish minimum qualifications for each position with input from
the appropriate supervisor. To be eligible to participate in the selection process, a candidate must
meet the minimum qualifications.
Section 4.04 Pre-Employment Medical Exams
The city administrator or designee may determine that a pre-employment medical examination,
which may include a psychological evaluation, is necessary to determine fitness to perform the
essential functions of any city position. Where a medical examination is required, an offer of
employment is contingent upon successful completion of the medical exam.
When a pre-employment medical exam is required, it will be required of all candidates who are
finalists and/or who are offered employment for a given job class. Information obtained from the
medical exam will be treated as confidential medical records.
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When required, the medical exam will be conducted by a licensed physician designated by the city
with the cost of the exam paid by the city. (Psychological/psychiatric exams will be conducted by a
licensed psychologist or psychiatrist). The physician will notify the city administrator or designee
that a candidate either is or isn’t medically able to perform the essential functions of the job, with or
without accommodations, and whether the candidate passed a drug test, if applicable. If the candidate
requires accommodation to perform one or more of the essential functions of the job, the city
administrator or designee will confer with the physician and candidate regarding reasonable and
acceptable accommodations. If a candidate is rejected for employment based on the results of the
medical exam, he/she will be notified of this determination.
Section 4.05 Selection Process
The selection process will be a cooperative effort between the city administrator or designee and the
hiring supervisor, subject to final hiring approval of the City Council. Any, all, or none of the
candidates may be interviewed.
The process for hiring seasonal and temporary employees may be delegated to the appropriate
supervisor with each hire subject to final City Council approval. Except where prohibited by law,
seasonal and temporary employees may be terminated by the supervisor at any time, subject to City
Council approval.
The city has the right to make the final hiring decision based on qualifications, abilities, experience
and city of Orono needs.
Section 4.06 Background Checks
All finalists for employment with the city will be subject to a background check to confirm
information submitted as part of application materials and to assist in determining the candidate’s
suitability for the position. Except where already defined by state law, the city administrator will
determine the level of background check to be conducted based on the position being filled.
Section 4.07 Training Period (see also 3.23)
The training period is an integral part of the selection process and will be used for the purpose of
closely observing the employee’s work and for training the employee in work expectations.
Training periods apply to new hires, transfers, promotions, and rehires. Training periods are twelve
months in duration, but may be extended by, for example, an unpaid leave of absence.
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Article 5 ORGANIZATION
Section 5.01 Job Descriptions
The city will maintain job descriptions for each regular position. New positions will be developed as
needed but must be approved by the City Council prior to the position being filled.
A job description is prepared for each position within the city. Each job description will include:
position title, department, supervisor’s title, FLSA status (the city administrator will determine
whether each employee is designated as “exempt” or “non-exempt” based on guidance provided by
the FLSA(employees in executive, administrative, and professional job classes are generally exempt;
all others are non-exempt)), primary objective of the position, essential functions of the position,
examples of performance criteria, minimum requirements, desirable training and experience,
supervisory responsibilities (if any), and extent of supervisory direction or guidance provided to
position. In addition, job descriptions may also describe the benefits offered and potential career path
opportunities as a means to entice a qualified pool of applicants. Good attendance and compliance
with work rules and policies are essential functions of all city positions.
Prior to posting a vacant position the existing job description is reviewed by the city administrator or
designee and the hiring supervisor to ensure the job description is an accurate reflection of the
position and the stated job qualifications do not present artificial barriers to employment.
A current job description is provided to each new employee. Supervisors are responsible for revising
job descriptions as necessary to ensure that the position’s duties and responsibilities are accurately
reflected. All revisions are reviewed and must be approved by the city administrator.
Section 5.02 Assigning and Scheduling Work
Assignment of work duties and scheduling work is the responsibility of the supervisor subject to the
approval of the respective department head.
Section 5.03 Job Descriptions and Classifications
Assignment of job titles, establishment of minimum qualifications, and the maintenance of job
descriptions and related records is the responsibility of the city administrator.
Section 5.04 Layoff
In the event it becomes necessary to reduce personnel, temporary employees and those serving a
probationary period in affected job classes will be terminated from employment with the city before
other employees in those job classes. Within these groups, the selection of employees to be retained
will be based on merit and ability as determined by the city administrator, subject to approval of the
City Council. When all other considerations are equal, the principle of seniority will apply in layoffs
and recall from layoffs.
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Article 6.HOURS OF WORK
Section 6.01 Work Hours
Employee work schedules will be established by supervisors with the approval of the city
administrator. The regular workweek for full time employees is five eight-hour days in addition to a
lunch period, Monday through Friday, except as otherwise approved by the department head in
accordance with the customs and needs of the individual departments.
Flex-time schedules and opportunities to work remotely may be established only with the approval of
the department head and City Administrator. (See Appendix H for Flexible Work Schedule Policy)
Each employee must adhere to a schedule which has been established by taking into consideration
the department work load and necessary services provided by the City. Such hours cannot be less
than the minimum hours described in this policy, but may vary for shift requirements and other times
deemed necessary to properly provide City services beyond regular business hours.
All overtime must be approved by the appropriate department head or the department head's designee
prior to being worked. (See policy on overtime payment.) For payroll purposes, overtime will be
rounded off to the nearest quarter (1/4th) of an hour.
Section 6.02 Core Hours
To ensure employee availability and accountability to the public the city serves, all full-time
employees (exempt and non-exempt) are to be at work or available to the public and co-workers
during the hours of 9:00 a.m. to 3:30 p.m., Monday through Friday, unless away from the work site
for a work-related activity or on approved leave. This does not apply to shift workers.
Section 6.03 Meal Breaks and Rest Periods
A paid fifteen-minute break is allowed within each four consecutive hours of work. An unpaid thirty-
minute lunch period is provided when an employee works eight or more consecutive hours.
Employees are expected to use these breaks as intended and will not be permitted to adjust work start
time, end time, by saving these breaks.
Employees will normally take their break in the immediate vicinity of their job site or the location of
work. Exceptions must be approved by the supervisor or city administrator. Departments with
unique job or coverage requirements may have additional rules, issued by the supervisor and subject
to approval of the city administrator, on the use of meal breaks and rest periods.
Section 6.04 Adverse Weather Conditions
City facilities will generally be open during adverse weather. When it is necessary to close
operations, employees will be paid for the hours closed as approved at the discretion of the City
Administrator. Department heads will contact their employees with the closing information as soon
as it is known. Due to individual circumstances, each employee will have to evaluate the weather and
road conditions in deciding to report to work (or leave early). Employees will be allowed to use
accrued vacation time, Earned Sick and Safe Leave or compensatory time with supervisor approval,
may modify the work schedule or make other reasonable schedule adjustments.
Sworn police officers and public works maintenance employees will generally be required to report
to work regardless of conditions.
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Decisions to cancel departmental programs (special events, recreation programs, etc.) will be made
by the respective supervisor or the city administrator.
Article 7.COMPENSATION
The regular payday for all City employees is on alternating Fridays. The payroll is calculated for the
two-week period ending the Sunday prior to the Friday payday. When a payday falls on an official
holiday, employees will receive their pay on the preceding work day.
Full-time employees of the city will be compensated according to schedules adopted annually by the
City Council; or included in approved labor contracts. Compensation for seasonal and temporary
employees will be set by the City Council at the time of hire, or on an annual basis.
Unless approved by the Council, employees will not receive any amount from the city in addition to
the pay authorized for the positions to which they have been appointed. Expense reimbursement or
travel expenses may be authorized in addition to regular pay.
Under the Minnesota Wage Disclosure Protection Law, employees have the right to tell any person
the amount of their own wages. While the Minnesota Government Data Practices Act (Minn. Stat.
§13.43), specifically lists an employee’s actual gross salary and salary range as public personnel data,
Minnesota law also requires wage disclosure protection rights and remedies to be included in
employer personnel handbooks. To that end, and in accordance with Minn. Stat. §181.172,
employers may not:
Require nondisclosure by an employee of his or her wages as a condition of employment.
Require an employee to sign a waiver or other document which purports to deny an employee
the right to disclose the employee’s wages.
Take any adverse employment action against an employee for disclosing the employee’s own
wages or discussing another employee’s wages which have been disclosed voluntarily.
Retaliate against an employee for asserting rights or remedies under Minn. Stat. §181.172,
subd. 3.
The city cannot retaliate against an employee for disclosing his/her own wages. An employee’s
remedies under the Wage Disclosure Protection Law are to bring a civil action against the city and/or
file a complaint with the Minnesota Department of Labor and Industry at (651) 284-5070 or (800)
342-5354.
Section 7.01 Direct Deposit
As provided for in Minnesota law, all employees are required to participate in direct deposit.
Employees are responsible for notifying the Finance Department of any change in status, including
changes in address, phone number, names of beneficiaries, marital status, etc. When possible, it is
recommended that employees make these changes through the payroll portal.
Section 7.02 Improper Deduction and Overpayment Policy
If an employee believes that an improper deduction or overpayment, or another type of error, has
been made, he/she should immediately contact his/her supervisor. If the city determines it has made
an improper deduction from a paycheck, it will reimburse the employee for the improper amount
deducted and take good faith measures to prevent improper deductions from being made in the
future.
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In cases of improper overpayments, employees are required to promptly repay the City in the amount
of the overpayment. The employee can write a personal check or authorize a reduction in pay to
cover the repayment. Once the overpayment has been recovered in full, the employee’s year to date
earnings and taxes will be adjusted (so that the year’s Form W-2 is correct) and the paying
department will receive the corresponding credit. When an overpayment occurs, the repayment must
be made within the same tax year.
In the exceptional situation where the overpayment occurs in one tax year and is not discovered until
the next year, the overpayment must be repaid in the year it is discovered, but there will be additional
steps and paperwork required. Any overpayments not repaid in full within the calendar year of the
overpayment are considered “prior year overpayments” and the employee must repay not only for the
net amount of the overpayment, but also the federal and state taxes the city has paid on their behalf.
The city is able to recover the overpaid Social Security and Medicare taxes. Accordingly, the city
will not require the employee to repay those taxes provided the employee provides a written
statement that he/she will not request a refund of the taxes. The overpayment amount will remain
taxable in the year of the overpayment since the employee had access to the funds. The employee is
not entitled to file an amended tax return for the year but may be entitled to a deduction or credit with
respect to the repayment in the year of repayment. Employees should contact their tax advisors for
additional information.
Section 7.03 Time Reporting
The City uses an electronic time reporting system. Non-exempt employees will be paid according to
the time reported in the time-keeping system. Exempt employees will be paid according to their
annual salaries, but should record actual time worked for budgeting purposes. To comply with the
provisions of the federal and state Fair Labor Standards Acts, hours worked, and any leave time used
by non-exempt employees are to be recorded daily and submitted to payroll on a bi-weekly basis.
Each time reporting form must include the digital approval of the employee and immediate
supervisor. Reporting false information on a time report may be cause for immediate termination.
Section 7.04 Overtime / Compensatory Time
The city of Orono has established this overtime policy to comply with applicable state and federal
laws governing accrual and use of overtime.
For payroll purposes, overtime will be rounded to the nearest one-quarter (1/4) of an hour.
All employees, in all departments, are required to work overtime as requested by their supervisors as
a condition of continued employment. Refusal to work overtime may result in disciplinary action.
Supervisors will make reasonable efforts to balance the personal needs of their employees when
assigning overtime work.
Section 7.05 Non-Exempt (Overtime-Eligible) Employees
All overtime-eligible employees will be compensated at the rate of time-and-one-half for all hours
worked over 40 in one workweek. Sworn law enforcement personnel engaged in law enforcement
activities will be paid overtime for hours worked above 171 hours in a continuous 28 day pay period.
Vacation, sick leave, and paid holidays do not count toward “hours worked.” Compensation will take
the form of either time-and-one-half pay or compensatory time. Compensatory time is paid time off
at the rate of one-and-one-half hours off for each hour of overtime worked.
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For most employees the workweek begins at 12:00 a.m. on Monday and runs until the following
Sunday night at 11:59 p.m. Supervisors may establish a different workweek based on the needs of the
department, subject to the approval of the city administrator.
The employee’s supervisor must approve overtime hours in advance. An employee who works
overtime without prior approval may be subject to disciplinary action.
Overtime earned will be paid at the rate of time-and-one-half on the next regularly scheduled payroll
date. However, the employee may indicate on their time report that the overtime earned is to be
recorded as compensatory time in lieu of payment. Compensatory time can be used for approved paid
time off. All compensatory time over the maximum carry over (see contracts) will be paid to the
employee by the end of the year at the hourly pay rate the employee is earning at that time of payout.
All compensatory time will be recorded as such on official time reports, both when it is earned and
when it is used.
Section 7.06 Exempt (Non-Overtime-Eligible) Employees
Exempt employees are expected to work the hours necessary to meet the performance expectations
outlined by their supervisors.
Generally, to meet these expectations, and for reasons of public accountability, an exempt employee
will need to work 40 or more hours per week. Exempt employees do not receive extra pay for the
hours worked over 40 in one workweek.
Exempt employees are paid on a salary basis. This means they receive a predetermined amount of
pay each pay period and are not paid by the hour. Their pay does not vary based on the quality or
quantity of work performed, and they receive their full weekly salary for any week in which any
work is performed.
The City of Orono will only make deductions from the weekly salary of an exempt employee in the
following situations:
The employee is in a position that does not earn vacation or personal leave and is absent for a
day or more for personal reasons other than sickness or accident.
To offset compensation received for military pay. If an employee works part of the week in
military service, the city still must pay the entire week salary to the employee, but the city
could offset the amount of the military pay for the week against the employee’s salary.
The employee is in a position that earns sick leave, receives a short-term disability benefit or
workers’ compensation wage loss benefits, and is absent for a full day due to sickness or
disability, but he/she is either not yet qualified to use the paid leave or he/she has exhausted
all of his/her paid leave.
The employee is absent for a full workweek and, for whatever reason, the absence is not
charged to paid leave (for example, a situation where the employee has exhausted all of
his/her paid leave or a situation where the employee does not earn paid leave).
The very first workweek or the very last workweek of employment with the city in which the
employee does not work a full week. In this case, the city will prorate the employee’s salary
based on the time actually worked.
The employee is in a position that earns paid leave and is absent for a partial day due to
personal reasons, illness, or injury, but:
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o Paid leave has not been requested or has been denied.
o Paid leave is exhausted.
o The employee has specifically requested unpaid leave.
The employee is suspended without pay for a full day or more for disciplinary reasons for
violations of any written policy that is applied to all employees.
The employee takes unpaid leave under the FMLA.
The city may, for budgetary reasons, implement a voluntary or involuntary unpaid leave
program and, under this program, make deductions from the weekly salary of an exempt
employee. In this case, the employee will be treated as non-exempt for any workweek in
which the budget-related deductions are made.
The city of Orono will not make deductions from pay due to exempt employees being absent for jury
duty or attendance as a witness but will require the employee to pay back to the city any amounts
received by the employee as jury fees or witness fees.
If the city inadvertently makes an improper deduction to the weekly salary of an exempt employee,
the city will reimburse the employee and make appropriate changes to comply in the future. If an
employee thinks that a wage deduction was made in error, please contact the resource management
technician promptly.
Section 7.07 Leave Policy for Exempt Employees
Exempt employees are required to work the number of hours necessary to fulfill their responsibilities
including evening meetings and/or on-call hours. The normal hours of business for exempt staff are
Monday through Friday, 8:00 a.m. to 4:30 p.m., plus evening meetings as necessary.
Exempt employees are required to use paid leave when on personal business or away from the office
for two hours or more, on a given day. Absences of less than two hours do not require use of paid
leave if that the staff member regularly puts in work hours above and beyond the normal 8:00 a.m. to
4:30 p.m. Monday through Friday requirement. Exempt employees must communicate their absence
to their supervisor.
If one of the above employees is regularly absent from work under this policy and it is found there is
excessive time away from work that is not justified, the situation will be handled as a performance
issue.
If it appears that less than forty hours per week is needed to fulfill the position’s responsibilities, the
position will be reviewed to determine whether a part-time position will meet the needs of the city.
Additional notification and approval requirements may be adopted by the city administrator for
specific situations as determined necessary.
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Article 8.PERFORMANCE REVIEWS (See Appendix A for full policy and forms)
An objective performance review system will be established by the city administrator or designee for
the purpose of periodically evaluating the performance of city employees. The quality of an
employee’s past performance will be considered in personnel decisions such as promotions, transfers,
demotions, terminations and, where applicable, salary adjustments.
Performance reviews will be discussed with the employee. While certain components of a
performance evaluation, such as disputed facts reported to be incomplete or inaccurate are
challengeable using the city’s grievance process, other performance evaluation data, including
subjective assessments, are not. For those parts of the performance evaluation system deemed not
challengeable, an employee may submit a written response, which will be attached to the
performance review. Performance reviews are to be scheduled on a regular basis, at least annually.
The form, with all required signatures, will be retained as part of the employee’s personnel file.
During the training period, informal performance meetings should occur frequently between the
supervisor and the employee. Conducting these informal performance meetings provides both the
supervisor and the employee the opportunity to discuss what is expected, what is going well and not
so well.
Signing of the performance review document by the employee acknowledges the review has been
discussed with the supervisor and does not necessarily constitute agreement. Failure to sign the
document by the employee will not delay processing.
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Article 9.BENEFITS
Section 9.01 Health, Dental, Life Insurance
The city will contribute a monthly amount for each eligible employee into a section 125 cafeteria
plan. At the time of hire, and during the annual open-enrollment period, employees have the option
to select from the following benefits.
Pretax:
Health Insurance
Dental Insurance
Vision Insurance
HSA Contribution
Medical FSA
Limited Medical FSA
Dependent Care FSA
529 Plan
After Tax:
Supplemental Life
Short-Term Disability
Long-Term Disability
In accordance with federal health care reform laws and regulations, while avoiding penalties, the city
will offer health insurance benefits to eligible employees and their dependents that work on average
or are expected to work 30 or more hours per week or the equivalent of 130 hours or more per month.
The amount to be contributed and the type of coverage will be determined annually by the City
Council. For information about coverage and eligibility requirements, employees should refer to the
summary plan description or contact the Finance Department.
Section 9.02 Retirement/PERA
The city participates in the Public Employees Retirement Association (PERA) to provide pension
benefits for its eligible employees to help plan for a successful and secure retirement. Participation in
PERA is mandatory for most employees, and contributions into PERA begin immediately. The city
and the employee contribute to PERA each pay period as determined by state law. Members of
PERA are also eligible to participate in a PERA life, a voluntary decreasing term life insurance plan.
For information about PERA eligibility, contribution requirements, and PERA life, contact the
Finance Department or PERA directly (mnpera.org).
Section 9.03 Retirement/Deferred Compensation
Benefit earning employees are also eligible to participate in the City’s Deferred Compensation Plan
(457 Plans). The City currently offers plans form the Minnesota State Retirement System,
Nationwide and Mission Square Retirement (formerly ICMA). Information on these plans can be
found in the appendix.
Section 9.04 Retirement/OBRA
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Temporary and Seasonal employees participate in OBRA 457 plan administered by Nationwide.
Employees participating in an OBRA plan contribute 7.5% of their wage to the 457 plan and do not
contribute to Social Security. The employees covered in this section still contribute to Medicare.
Section 9.05 Tuition Reimbursement (see Appendix B for detailed policy and forms)
To be considered for tuition reimbursement, the full-time employee must be in good standing and
have been employed by the city for at least one year. Employees must submit the tuition
reimbursement form to the City Administrator for consideration.
Courses taken for credit at an approved educational institution must meet the following criteria to be
approved for reimbursement:
Courses must be directly related to the employee’s present position (whether required for a
degree program or not) OR
Educational goals must be aimed at completion of a certificate, undergraduate or graduate
program.
Courses must be directly related to a reasonable promotional opportunity in the same field of
work as present position (whether part of a degree program or not).
The city will pay the cost of tuition upon successful completion (C grade or better; “pass” in a
pass/fail course) of the approved course. Reimbursements will be prorated for part-time employees.
Employees must reimburse the city if they voluntarily leave employment within twelve months of
receiving tuition reimbursement from the city. Tuition reimbursement for an individual employee is
subject to funding availability.
Section 9.06 Worker’s Compensation
In accordance with the laws of the State of Minnesota, the City provides coverage for medical
expenses in the event of work-related injury or disease, plus partial salary continuation in the event of
disability, and additional benefits if the injury or disease causes partial or permanent disability or
death.
Employees on a workers’ compensation related leave have the option use sick leave to up to the
difference of the Workers’ Compensation salary continuation and the employees regular pay amount.
In no case shall an employee’s workers’ compensation and sick leave use exceed their normal pay
check.
Employees are automatically covered under the workers' compensation plan as soon as employment
begins. To be eligible for workers' compensation, the injury or disease must arise out of and occur
during the course of employment.
The City pays the entire cost of this protection. Benefits paid depend entirely on the benefit schedule
set up by the State of Minnesota and applicable at the time the work-related injury or disease is
incurred.
If an employee has a work-related injury or disease and is under a doctor's care, that employee cannot
change doctors for treatment of this work-related injury or disease without first contacting the City’s
workers' compensation company and obtaining approval to make this change.
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Article 10. HOLIDAYS
The city observes the following official holidays for all regular full-time and part-time employees:
New Year’s Day Labor Day
Martin Luther King, Jr. Day Veterans Day
Presidents Day Thanksgiving Day
Memorial Day Friday after Thanksgiving
Juneteenth Christmas Eve
Independence Day Christmas Day
One Designated Floating Holiday, to be set by the City Administrator
Official holidays commence at the beginning of the first shift of the day on which the holiday is
observed and continue for twenty-four hours thereafter.
When a holiday falls on a Sunday, the following Monday will be the “observed” holiday and when a
holiday falls on a Saturday, the preceding Friday will be the “observed” holiday for city
operations/facilities that are closed on holidays.
Full-time employees will receive pay for official holidays at their normal straight time rates, provided
they are on paid status on the last scheduled day prior to the holiday and first scheduled day
immediately after the holiday. Part-time employees will receive prorated holiday pay based on the
number of hours normally scheduled. Any employee on a leave of absence without pay from the city
is not eligible for holiday pay.
Nonexempt employees who are required to be on duty on any holiday, or who agree to be on duty on
any holiday will be compensated at one and one-half (1-1/2) times their regular rate of pay for all
hours worked will be for hours worked on the “actual” holiday as opposed to the “observed” holiday.
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Article 11. LEAVES OF ABSENCE
Depending upon an employee’s situation, more than one form of leave may apply during the same
period of time (e.g., the Family and Medical Leave Act is likely to apply during a workers’
compensation absence). An employee will need to meet the requirements of each form of leave
separately. Leave requests will be evaluated on a case-by-case basis.
Except as otherwise stated, all paid time off, taken under any of the city’s leave programs, must be
taken consecutively, with no intervening unpaid leave. The city will provide employees with time
away from work as required by state or federal statutes, if there are requirements for such time off
that are not described in the personnel policies.
Section 11.01 Sick & Safe Leave
Sick & Safe Leave is authorized absence from work with pay, granted to qualified employees.
Employees are to use this paid leave only when they are unable to work for medical reasons and
under the conditions explained below. Sick & Safe Leave does not accrue during an unpaid leave of
absence.
•Full-time employees will accrue Sick & Safe Leave by pay period at a rate of ninety-six (96)
hours per calendar year (3.69 Hours/pay period).
•Part-time employees regularly scheduled to work at least 20 hours per week will accrue Sick &
Safe Leave on a pro-rated basis of the full-time employee schedule.
•Part-time employees regularly scheduled to work fewer than 20 hours will earn Sick and Safe
Leave at one hour of Earned Sick and Safe for every 30 hours worked by an employee, up to a
maximum of 48 hours of sick and safe leave per year. The maximum total amount of accrued Sick &
Safe Leave cannot exceed 80 hours. The hourly rate of Earned Sick and Safe Leave is the same
hourly rate an employee earns from employment with the city. To qualify for Sick & Safe Leave an
employee must work at least 80 hours in a 12-month period for the city.
•Temporary and seasonal employees will earn Sick and Safe Leave at one hour of Earned Sick and
Safe for every 30 hours worked by an employee, up to a maximum of 48 hours of sick and safe leave
per year. The maximum total amount of accrued Sick & Safe Leave cannot exceed 80 hours. The
hourly rate of Earned Sick and Safe Leave is the same hourly rate an employee earns from
employment with the city. To qualify for Sick & Safe Leave an employee must work at least 80
hours in a 12-month period for the city.
•Paid on call firefighters will earn Sick and Safe Leave at one hour of Earned Sick and Safe for
every 30 hours worked by an employee, up to a maximum of 48 hours of sick and safe leave per
year. The maximum total amount of accrued Sick & Safe Leave cannot exceed 80 hours. The hourly
rate of Earned Sick and Safe Leave is the same hourly rate an employee earns from employment with
the city. To qualify for Sick & Safe Leave an employee must work at least 80 hours in a 12-month
period for the city.
•Sick & Safe Leave may be used only for days when the employee would otherwise have been at
work.
•Full Time & Part-Time employees will not be allowed to have more than 960 hours (120 working
days) of Sick & Safe Leave on January 1st of each year. Once an employee accrues 960 hours, they
will not accrue additional time unless the number of hours drops below 960. Accrued Sick & Safe
Leave with pay has no value upon termination or retirement except as provided in the "Severance
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Pay at Retirement / Termination of Employment in Good Standing / Sick & Safe Leave Handling at
Termination" section of this handbook.
•Temporary & Seasonal employees that finish their employment and return within 180 days will
have their unused Sick & Safe Leave carried over. The Sick & Safe Leave amount cannot be more
than 80 hours.
Sick & Safe Leave may be used as follows:
•When an employee is unable to perform work duties due to illness or disability
•For medical, dental or other care provider appointments.
•When an employee has been exposed to a contagious disease of such a nature that his/her
presence at the workplace could endanger the health of others.
•To care for the employee’s injured or ill family member (including children (step and foster
children), adult child, spouse, sibling, parent, mother-in-law, father-in-law, grandchild, grandparent,
or stepparent, for reasonable periods of time as the employee’s attendance may be necessary, on the
same terms upon which the employee is able to use sick leave benefits for the employee’s own
illness.
•To take children, or other family member to a medical, dental or other care provider appointment.
•Safety leave as defined in Minn. Stat. §181.9413
An employee’s own:
o Mental or physical illness, injury or other health condition
o Need for medical diagnosis, care or treatment, of a mental or physical illness
o injury or health condition
o Need for preventative care
o Closure of the employee's place of business due to weather or other public emergency
o The employee's inability to work or telework because the employee is prohibited from
working by the city due to health concerns related to the potential transmission of a
communicable illness related to a public emergency, or seeking or awaiting the results
of a diagnostic test for, or a medical diagnosis of, a communicable disease related to a
public emergency and the employee has been exposed to a communicable disease or
the city has requested a test or diagnosis.
o Absence due to domestic abuse, sexual assault, or stalking of the employee provided
the absence is to:
Seek medical attention related to physical or psychological injury or disability
caused by domestic abuse, sexual assault, or stalking
Obtain services from a victim services organization
Obtain psychological or other counseling
Seek relocation or take steps to secure an existing home due to domestic
abuse, sexual assault or stalking
Seek legal advice or take legal action, including preparing for or participating
in any civil or criminal legal proceeding related to or resulting from domestic
abuse, sexual assault, or stalking
Care of a family member
o With mental or physical illness, injury or other health condition Who needs medical
diagnosis, care or treatment of a mental or physical illness, injury or other health
condition Who needs preventative medical or health care Whose school or place of
care has been closed due to weather or other public emergency When it has been
determined by health authority or a health care professional that the presence of the
family member of the employee in the community would jeopardize the health of
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others because of the exposure of the family member of the employee to a
communicable disease, whether or not the family member has actually contracted the
communicable disease
o Absence due to domestic abuse, sexual assault or stalking of the employee’s family
member provided the absence is to:
Seek medical attention related to physical or psychological injury or disability
caused by domestic abuse, sexual assault, or stalking
Obtain services from a victim services organization
Obtain psychological or other counseling
Seek relocation or take steps to secure an existing home due to domestic
abuse, sexual assault or stalking
Seek legal advice or take legal action, including preparing for or participating
in any civil or criminal legal proceeding related to or resulting from domestic
abuse, sexual assault, or stalking
•
Pursuant to Minn. Stat. §181.9413, eligible employees may use up to 160 hours of sick leave in any
12-month period for absences due to an illness of or injury to the employee’s adult child, spouse,
sibling, parent, grandparent, stepparent, parent-in-law (mother-in-law and father-in-law), and
grandchild (includes step-grandchild, biological, adopted, or foster grandchild).
After accrued sick leave has been exhausted, vacation leave may be used upon approval of the city
administrator, to the extent the employee is entitled to such leave.
To be eligible for Sick & Safe Leave pay:
If the need for sick and safe leave is foreseeable, the city requires seven days’ advance notice.
However, if the need is unforeseeable, employees must provide notice of the need for Earned Sick
and Safe time as soon as practicable. When an employee uses Earned Sick and Safe time for more
than three consecutive days, the city may require appropriate supporting documentation (such as
medical documentation supporting medical leave, court records or related documentation to support
safety leave). However, if the employee or employee's family member did not receive services from
a health care professional, or if documentation cannot be obtained from a health care professional in
a reasonable time or without added expense, then reasonable documentation may include a written
statement from the employee indicating that the employee is using, or used, Earned Sick and Safe
Leave for a qualifying purpose. The city will not require an employee to disclose details related to
domestic abuse, sexual assault, or stalking or the details of the employee’s or the employee’s family
member’s medical condition. In accordance with state law, the city will not require an employee
using Earned Sick and Safe leave to find a replacement worker to cover the hours the employee will
be absent.
181.9413 SICK LEAVE BENEFITS; CARE OF RELATIVES.
(a) An employee may use personal sick leave benefits provided by the employer for
absences due to an illness of or injury to the employee's child, as defined in section 181.940,
subdivision 4, adult child, spouse, sibling, parent, mother-in-law, father-in-law, grandchild,
grandparent, or stepparent, for reasonable periods of time as the employee's attendance may be
necessary, on the same terms upon which the employee is able to use sick leave benefits for the
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employee's own illness or injury. This section applies only to personal sick leave benefits
payable to the employee from the employer's general assets
•Communicate with his/her immediate supervisor, as soon as possible after the scheduled start of
the workday, for each and every day absent;
•Keep his/her immediate supervisor informed of the status of the illness/injury or the condition of
the ill family member;
•Submit a physician’s statement upon request.
After an absence, a physician’s statement may be required on the employee’s first day back to work,
indicating the nature of the illness or medical condition and attesting to the employee’s ability to
return to work and safely perform the essential functions of the job with or without reasonable
accommodation.
Any work restrictions must be stated clearly on the return-to-work form. Employees who have been
asked to provide such a statement may not be allowed to return to work until they comply with this
provision. Sick leave may be denied for any employee required to provide a doctor’s statement until
such a statement is provided.
The city has the right to obtain a second medical opinion to determine the validity of a sick leave
claim, or to obtain information related to restrictions or an employee’s ability to work. The city will
arrange and pay for an appropriate medical evaluation when it is required by the city.
Any employee who makes a false claim for sick leave will be subject to discipline up to and
including termination.
Employees must normally use sick leave prior to using paid vacation, or compensatory time and prior
to an unpaid leave of absence during a medical leave.
With the approval of the City Administrator, city employees having accrued sick leave are allowed to
donate a portion of the accrued sick leave to fellow employees experiencing a major medical
condition. A major condition is considered to be a severe illness, major surgery, other physical
ailment or other instances that qualify under the sick leave policy that causes, or is expected to cause
an absence from work for 15 working days or more in any 12-month period.
Conditions
The donation of sick leave from one employee to another is subject to the following:
1. An employee must make a request to the department director or human resources to
receive donated sick leave;
2. An employee is only eligible to receive donated sick leave for time lost from work due
to a major medical condition as described above;
3. An employee will only be eligible to receive donated sick leave after all accrued sick
leave, compensatory time and vacation have been used;
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4. No employee will be allowed to receive more than 20 days of donated sick leave for
any single major medical condition without the additional approval of the City
Administrator;
5. An employee may donate no more than 16 hours per calendar year to a single fellow
employee. This will not prohibit donating up to 16 hours each per year to additional
employees;
6. Donation of sick leave will not be allowed once an employee is judged to be disabled
by the major medical condition and will not be returning to work.
7. Donation of sick leave by city employees will be completely voluntary. No city
employee may pressure or otherwise attempt to influence a city employee to donate
sick leave.
8. An application to donate sick leave must be made to the city administrator’s office on
forms designated for that purpose.
9. The City Administrator shall have the right to deny use of donated sick leave or limit
its use when determined as necessary and in the best interest of the City of Orono.
Section 11.02 Vacation Leave
The city believes that vacation is important to the health and well-being of our employees and as
such, provides paid vacation for eligible employees for rest and recuperation.
Vacation hours are earned based on calendar months of service and placement within the table at
time of hire. Accrue rates are indicated below:
a. Eligibility
Full-time employees will earn vacation leave in accordance with the above schedule.
Part-time employees who work at least 20 hours per week on a regular basis will accrue vacation
leave on a prorated basis of the full-time employee schedule. Part-time employees who work less
than 20 hours per week on a regular basis, temporary and seasonal employees will not earn or accrue
vacation leave.
0 through 5 years of continuous service;80 Hours 3.08/pay period
6 through 10 years of continuous service or 5 years
after placement at the previous accrual rate;
120 Hours 4.62/pay period
11 through 15 years of continuous service or 5 years
after placement at the previous accrual rate;
144 Hours 5.54/pay period
16 through 18 years of continuous service;160 Hours 6.15/pay period
18 through 20 years of continuous service;176 Hours 6.77/pay period
Over 20 years of continuous service;192 Hours 7.38/pay period
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b. Accrual Rate
For the purpose of determining an employee’s vacation accrual rate, years of service will include all
continuous time that the employee has worked at the city (including authorized unpaid leave).
Employees who are rehired after terminating city employment will not receive credit for their prior
service unless specifically negotiated at the time of hire.
c. Earnings and Use
Vacation leave may be used as it is earned, subject to approval by the employee’s supervisor. Unless
approved by the City Administrator, vacation leave will not be earned during an unpaid leave of
absence.
An employee will not earn any vacation leave for any pay period unless he/she is employed by the
city on the last scheduled workday of the pay period. Further, vacation leave will stop accruing as of
the effective date of termination. Requests for vacation must be received at least forty-eight hours in
advance of the requested time off. This notice may be waived at the discretion of the supervisor and
city administrator. Vacation can be requested in increments as small as one hour up to the total
amount of the accrued leave balance. Vacation leave is to be used only by the employee who
accumulated it. It cannot be transferred to another employee.
Employees will not be allowed to accrue more than 240 hours of vacation leave. Once an employee
accrues 240 hours, they will not accrue additional time unless the number of hours drops below 240.
No vacation will be allowed to accrue in excess of this amount without the approval of the City
Council. Vacation leave cannot be converted into cash payments except at termination.
Section 11.03 Funeral Leave
Employees will be permitted to use up to three (3) consecutive working days, with pay, as funeral
leave upon the death of an immediate family member (Immediate family member includes parent,
spouse, child, father or mother in-law or sibling of the employee).This paid leave will not be
deducted from the employee’s vacation or sick leave balance.
The actual amount of time off, and funeral leave approved, will be determined by the supervisor or
city administrator depending on individual circumstances (such as the closeness of the relative,
arrangements to be made, distance to the funeral, etc.).
Section 11.04A Military Leave
State and federal laws provide protections and benefits to city employees who are called to military
service, whether in the reserves or on active duty. Such employees are entitled to a leave of absence
without loss of pay, seniority status, efficiency rating, or benefits for the time the employee is
engaged in training or active service not exceeding a total of 15 workdays in any calendar year. City
compensation is in addition to the military’s pay for these 15 days, as per MN Attorney General’s
Opinion.
The leave of absence is only in the event the employee returns to employment with the city as
required upon being relieved from service or is prevented from returning by physical or mental
disability or other cause not the fault of the employee or is required by the proper authority to
continue in military or naval service beyond the fifteen-day paid leave of absence. Employees on
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extended unpaid military leave will receive fifteen days paid leave of absence in each calendar year,
not to exceed five years.
Where possible, notice is to be provided to the city at least ten working days in advance of the
requested leave. A training notice, signed orders, or battle assembly schedule are examples of typical
written notification to share with the city. If an employee has not yet used his/her fifteen days of paid
leave when called to active duty, any unused paid time will be allowed for the active-duty time, prior
to the unpaid leave of absence.
Employees returning from military service will be reemployed in the job that they would have
attained had they not been absent for military service and with the same seniority, status and pay, as
well as other rights and benefits determined by seniority. Unpaid military leave will be considered
hours worked for the purpose of vacation leave and sick leave accruals.
Eligibility for continuation of insurance coverage for employees on military leave beyond fifteen
days will follow the same procedures as for any employee on an unpaid leave of absence.
For reference see Minn. Stat. 192.261; AG Opinion 310h-1(a)
Section 11.04B Military Leave for Family Members
The city will not discharge from employment or take adverse employment action against an
employee because an immediate family member is in the military forces of the United States or
Minnesota. Nor will the city discharge from employment or take adverse employment action against
an employee because they attend departure or homecoming ceremonies for deploying or returning
personnel, family training or readiness events or events held as part of official military reintegration
programs. Employees may substitute paid leave if they choose to do so.
Unless the leave would unduly disrupt the operations of the city, employees whose immediate family
member, as a member of the United States armed forces has been ordered into active service in
support of a war or other national emergency, will be granted an unpaid leave of absence, not to
exceed one day’s duration in any calendar year, to attend a send-off or homecoming ceremony for the
mobilized service member.
For reference, see Minn. Stat. § 181.948.
Section 11.04C Military Leave for Family Member Injured or Killed in Active Service
Employees will be granted up to ten working days of unpaid leave whose immediate family member
(defined as a person’s parent, child, grandparents, siblings or spouse) is a member of the United
States armed forces who has been injured or killed while engaged in active service. The 10 days may
be reduced if an employee elects to use appropriate accrued paid leave.
For reference, see Minn. Stat. § 181.947 & Minn. Stat. § 181.948
Section 11.04D Civil Air Patrol
The city will grant employees an unpaid leave of absence for time spent serving as a member of the
Civil Air Patrol upon request and authority of the State or any of its political subdivisions, unless the
absence would unduly disrupt the operations of the city. Employees may choose to use vacation or
PTO leave while on Civil Air Patrol Leave but are not required to do so.
For reference, see Minn. Stat. § 181.946.
Section 11.05 Jury Duty
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Regular full-time and part-time employees will be granted paid leaves of absence for required jury
duty. Such employees will be required to turn over any compensation they receive for jury duty,
minus mileage reimbursement, to the city in order to receive their regular wages for the period. Time
spent on jury duty will not be counted as time worked in computing overtime.
Employees excused or released from jury duty during their regular working hours will report to their
regular work duties as soon as reasonably possible or will take accrued vacation or compensatory
time to make up the difference.
Employees are required to notify their supervisor as soon as possible after receiving notice to report
for jury duty. The employee will be responsible for ensuring that a report of time spent on jury duty
and pay form is completed by the clerk of court so the city will be able to determine the amount of
compensation due for the period involved.
Temporary and seasonal employees are generally not eligible for compensation for absences due to
jury duty but can take a leave without pay subject to department head approval. However, if a
temporary or seasonal employee is classified as exempt, he/she will receive compensation for the
jury duty time.
For reference, see Minn. Stat. § 593.50.
Section 11.06 Court Appearances
Employees will be paid their regular wage to testify in court for city-related business. Any
compensation received for court appearances (e.g., subpoena fees) arising out of or in connection
with city employment, minus mileage reimbursement, must be turned over to the city.
Section 11.07 Victim or Witness Leave
An employer must allow a victim or witness, who is subpoenaed or requested by the prosecutor to
attend court for the purpose of giving testimony to attend criminal proceedings related to the victim’s
case. Additionally, a victim of a violent crime, as well as the victim’s spouse or immediate family
member (immediate family member includes parent, spouse, child or sibling of the employee) may
have reasonable time off from work to attend criminal proceedings related to the victim’s case. An
employee must give 48 hours advance notice to the city of their need to be absent unless it is
impracticable, or an emergency prevents them from doing so. The city may request verification that
supports the employee’s reason for being absent from the workplace. [See also: Safety Leave Sick &
Safe Leave under the Sick & Safe Leave Policy for additional information on leave benefits available
to employees and certain family members].
For reference, see Minn. Stat. § 611A.036
Section 11.08 Job Related Injury or Illness
All employees are required to report any job-related illnesses or injuries to their supervisor
immediately (no matter how minor). If a supervisor is not available and the nature of injury or illness
requires immediate treatment, the employee is to go to the nearest available medical facility for
treatment and, as soon as possible, notify his/her supervisor of the action taken. In the case of a
serious emergency, 911 should be called.
If the injury is not of an emergency nature, but requires medical attention, the employee will report it
to the supervisor and make arrangements for a medical appointment.
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Workers’ compensation benefits and procedures to return to work will be applied according to
applicable state and federal laws.
Section 11.09 Pregnancy and Parenting Leave
Employees who work twenty hours or more per week and have been employed more than one year
are entitled to take an unpaid leave of absence under the Pregnancy and Parenting Leave Act of
Minnesota. Female employees for prenatal care, or incapacity due to pregnancy, childbirth, or related
health conditions as well as a biological or adoptive parent in conjunction with after the birth or
adoption of a child as eligible for up to 12 weeks of unpaid leave and must begin within twelve
months of the birth or adoption of the child. In the case where the child must remain in the hospital
longer than the mother, the leave must begin within 12 months after the child leaves the hospital.
Employee should provide reasonable notice, which is at least 30 days. If the leave must be taken in
less than 30 days, the employee should give as much notice as practicable.
All employees are entitled to take an unpaid leave of absence under the Pregnancy and Parenting
Leave Act of Minnesota. Female employees for prenatal care, or incapacity due to pregnancy,
childbirth, or related health conditions as well as a biological or adoptive parent in conjunction with
after the birth or adoption of a child as eligible for up to 12 weeks of unpaid leave and must begin
within twelve months of the birth or adoption of the child. In the case where the child must remain in
the hospital longer than the mother, the leave must begin within 12 months after the child leaves the
hospital. Employee should provide reasonable notice, which is at least 30 days. If the leave must be
taken in less than three days, the employee should give as much notice as practicable.
Employees are required to use accrued leave (i.e., sick leave, vacation leave, etc.) during Parenting
Leave If the employee has any FMLA eligibility remaining at the time this leave commences, this
leave will also count as FMLA leave. The two leaves will run concurrently. The employee is entitled
to return to work in the same position and at the same rate of pay the employee was receiving prior to
commencement of the leave. Group insurance coverage will remain available while the employee is
on leave pursuant to the Pregnancy and Parenting Leave Act, but the employee will be responsible
for the entire premium unless otherwise provided in this policy (i.e., where leave is also FMLA
qualifying). For employees on an FMLA absence as well, the employer contributions toward
insurance benefits will continue during the FMLA leave absence.
For reference, see Minn. Stat. § 181.940 & Minn. Stat. § 181.941.
Section 11.10 Administrative Leave
Under special circumstances, an employee may be placed on an administrative leave pending the
outcome of an internal or external investigation. The leave may be paid or unpaid, depending on the
circumstances, as determined by the city administrator with consent of the City Council.
Section 11.11 Adoptive Parents
Adoptive parents will be given the same opportunities for leave as biological parents (see provisions
for Parenting Leave). The leave must be for the purpose of arranging the child’s placement or caring
for the child after placement. Such leave must begin before or at the time of the child’s placement in
the adoptive home.
Section 11.12 School Conference Leave
Any employee who has worked half-time or more for more may take unpaid leave for up to a total of
sixteen hours during any 12-month period to attend school conferences or classroom activities related
to the employee’s child (under 18 or under 20 and still attending secondary school), provided the
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conference or classroom activities cannot be scheduled during non-work hours. When the leave
cannot be scheduled during non-work hours and the need for the leave is foreseeable, the employee
must provide reasonable prior notice of the leave and make a reasonable effort to schedule the leave
so as not to disrupt unduly the operations of the city. Employees may choose to use vacation leave
hours for this absence but are not required to do so.
Any employee may take unpaid leave for up to a total of sixteen hours during any 12-month period to
attend school conferences or classroom activities related to the employee’s child (under 18 or under
20 and still attending secondary school), provided the conference or classroom activities cannot be
scheduled during non-work hours. When the leave cannot be scheduled during non-work hours and
the need for the leave is foreseeable, the employee must provide reasonable prior notice of the leave
and make a reasonable effort to schedule the leave so as not to disrupt unduly the operations of the
city. Employees may choose to use vacation leave hours for this absence but are not required to do so
Minnesota Stat. § 181.940 & Minn. Stat. § 181.9412
Section 11.13 Bone Marrow/Organ Donation Leave
Employees working an average of 20 or more hours per week may take paid leave, not to exceed 40
hours, unless agreed to by the city, to undergo medical procedures to donate bone marrow or an
organ. The 40 hours is over and above the amount of accrued time the employee has earned
The city may require a physician’s verification of the purpose and length of the leave requested to
donate bone marrow or an organ. If there is a medical determination that the employee does not
qualify as a bone marrow or organ donor, the paid leave of absence granted to the employee prior to
that medical determination is not forfeited.
An employer shall not discharge, discipline, penalize, interfere with, or otherwise retaliate or
discriminate against an employee for asserting bone marrow or organ donation leave rights or
remedies.
Minnesota Stat. §181.945 & Minn. Stat. § 181.9456 requirement for cities with more than 20
employees.
Section 11.14A Elections / Voting
An employee selected to serve as an election judge pursuant to Minnesota law, will be allowed time
off with pay for purposes of serving as an election judge, provided the employee gives the city at
least twenty days written notice, including a certification from the appointing authority stating the
hourly compensation to be paid the employee for service as an election judge and the hours during
which the employee will serve. The city may reduce the wages of an employee serving as an election
judge by the amount paid to the election judge by the appointing authority during the time the
employee was absent from the place of employment. Thus, employees will be paid the difference
between their pay as an election judge and their regular rate of pay for their normal workday. The
city reserves the right to restrict the number of employees absent from work for the purpose of
serving as an election judge to no more than 20 percent of the total work force at any single worksite.
All employees eligible to vote at a State general election, at an election to fill a vacancy in the office
of United States Senator or Representative, or in a Presidential primary, will be allowed time off with
pay to vote on the election day. Employees wanting to take advantage of such leave are required to
work with their supervisors to avoid coverage issues.
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Effective July 1, 2023, employees may be absent from work for the time necessary to vote to include
voting during the period allowed for voting in person before election day.
For reference, see Minnesota Stat. § 204C.04 & Minn. Stat. § 204B.195
For reference, see Office of Minnesota Secretary of State re: Time off for Employees to Serve as
Election Judges.
Section 11.14B Delegates to Party Conventions
An employee may be absent from work to attend any meeting of the state central committee or
executive committee of a major political party if the employee is a member of the committee. The
employee may attend any convention of a major political party delegates, including meetings of
official convention committees if the employee is a delegate or an alternate delegate to that
convention.
Per the statutory requirement, the employee must give at least ten days written notice of their planned
absence to attend committee meetings or conventions. Time away from work for this purpose will be
considered unpaid unless the employee chooses to use vacation leave during their absence.
For reference, see Minn. Stat. § 202A.135.
Section 11.15 Regular Leave without Pay
The city administrator may authorize leave without pay for up to thirty days. Leave without pay for
greater periods may be granted by the City Council.
Typically, employee benefits will not be earned by an employee while on leave without pay.
However, the city’s contribution toward health, dental and life insurance may be continued, if
approved by the City Council, for leaves of up to ninety days when the leave is for medical reasons
and FMLA has been exhausted.
If an employee is on a regular leave without pay and is not working any hours, the employee will not
accrue (or be paid for) holidays, sick leave, or vacation leave (annual leave). Employees who are
working reduced hours while on this type of leave will receive holiday pay on a prorated basis and
will accrue sick leave and vacation leave (annual leave) based on actual hours worked.
Leave without pay hours will not count toward seniority and all accrued vacation leave and
compensatory time must normally be used before an unpaid leave of absence will be approved.
To qualify for leave without pay, an employee need not have used all sick leave earned unless the
leave is for medical reasons. Leave without pay for purposes other than medical leave or work-
related injuries will be at the convenience of the city.
Employees returning from a leave without pay for a reason other than a qualified Parenting Leave or
FMLA, will be guaranteed return to the original position only for absences of thirty calendar days or
less.
Employees receiving leave without pay in excess of thirty calendar days, for reasons other than
qualified Parenting Leave or FMLA, are not guaranteed return to their original position. If their
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original position or a position of similar or lesser status is available, it may be offered at the
discretion of the city administrator subject to approval of the City Council.
Section 11.16 Family and Medical Leave
The FMLA applies to all public agencies, including state, local and federal employers, and local
education agencies (schools). To be eligible for FMLA leave, an employee must work for a covered
employer and:
• have worked for that employer for at least 12 months; and
• have worked at least 1,250 hours during the 12 months prior to the start of the FMLA leave;
and
Family and Medical leave ("FMLA leave") provides up to twelve (12) weeks of unpaid leave to an
eligible employee for certain family and medical reasons.
Maximum Leave: An employee may take a maximum of twelve (12) work weeks of FMLA leave in
any rolling twelve (12) month period.
Entitlement to Leave: FMLA leave may be granted for any of the following reasons:
a. To care for the employee's child after birth, or placement for adoption or foster care;
b. To care for the employee's spouse, son or daughter, or parent, who has a serious health
condition; or
c. For a serious health condition that makes the employee unable to perform the
employee’s job.
d. A covered military member’s active duty or call to duty or to care for a covered
military member (Military Caregiver and Qualified Exigency Leave).
Notice: The employee must give the City at least thirty (30) days advance notice that they will be
taking FMLA leave. A "Request for Family/Medical Leave" form, copy attached, must be completed
by the employee and returned to the immediate supervisor. In unexpected or unforeseeable
situations, the employee should give as much notice as is practicable, usually verbal notice within
one or two business days of when the need for leave becomes known, followed by a completed
"Request for Family/Medical Leave" form.
Serious Health Condition: A serious health condition is an illness or injury that is defined in the
FMLA. For leaves taken because of the employee's or a covered family member's serious health
condition, the City requires that either a "Certification of Health Care Provider for Employee’s
Serious Health Condition" or "Certification of Health Care Provider for Family Member’s Serious
Health Condition" form be completed within fifteen (15) days, which are available from the Finance
Department. In addition, the City may require periodic reports on the employee's status and intent to
return to work, and a fitness-for-duty report to return to work.
Leave may be taken intermittently or on a reduced schedule when it is medically necessary. If an
employee requests intermittent leave or leave on a reduced schedule that is foreseeable due to
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medical treatment, the employee may be temporarily transferred to another position if the position
has equivalent pay and benefits and better accommodates the recurring periods of leave.
Fit for duty: The City may require a medical certificate attesting to the employee’s fitness for duty
prior to return to work. The fitness for duty report must be based on the particular health
condition(s) for which the leave was approved and must address whether the employee can perform
the essential functions of his/her regular job. The City Administrator may consult with a physician
or other expert to determine reasonable accommodations for any employee who is a "qualified
disabled" employee under the Americans with Disabilities Act (ADA). If a fitness for duty
certification is required, the City may deny reinstatement until it is provided.
FMLA is unpaid leave. Employees must to use any accrued sick leave during their FMLA leave.
Use of accrued leave time does not extend the FMLA leave beyond the allowed 12 weeks. FMLA
Section 11.17 Reasonable Work Time for Nursing Mothers
Nursing mothers and lactating employees will be provided reasonable break times to express milk for
her infant child during the twelve months following the birth of the child, unless it would cause
undue business disruption. The paid break time times must, if possible, run concurrently with any
break time times already provided. The city will provide a room (other than a bathroom) as close as
possible to the employee’s work area, that is shielded from view and free from intrusion from
coworkers and the public and includes access to an electrical outlet, where the nursing mother can
express milk in private.
Nursing mothers and lactating employees will be provided reasonable paid break times (which may
run concurrently with already provided break times) to express milk.
The city will provide a clean, private and secure room (other than a bathroom) as close as possible to
the employee’s work area, that is shielded from view and free from intrusion from coworkers and the
public and includes access to an electrical outlet, where the nursing mother can express milk in
private.
An employer shall not discharge, discipline, penalize, interfere with, or otherwise retaliate or
discriminate against an employee for asserting nursing rights or remedies.
Section 11.18 Light Duty/Modified Duty Assignment
This policy is to establish guidelines for temporary assignment of work to temporarily disabled
employees who are medically unable to perform their regular work duties. Light duty is evaluated by
the city administrator on a case-by-case basis. This policy does not guarantee assignment to light
duty.
Such assignments are for short-term, temporary disability-type purposes; assignment of light duty is
at the discretion of the city administrator. The city administrator reserves the right to determine when
and if light duty work will be assigned.
When an employee is unable to perform the essential requirements of his/her job due to a temporary
disability, he/she will notify the supervisor in writing as to the nature and extent of the disability and
the reason why he/she is unable to perform the essential functions, duties, and requirements of the
position. This notice must be accompanied by a physician’s report containing a diagnosis, current
treatment, and any work restrictions related to the temporary disability. The notice must include the
expected time frame regarding return to work with no restrictions, meeting all essential requirements
and functions of the city’s job description along with a written request for light duty. Upon receipt of
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the written request, the supervisor is to forward a copy of the report to the city administrator. The city
may require a medical exam conducted by a physician selected by the city to verify the diagnosis,
current treatment, expected length of temporary disability, and work restrictions.
It is at the discretion of the city administrator whether or not to assign light duty work to the
employee. Although this policy is handled on a case-by-case basis.
If the city offers a light duty assignment to an employee who is out on workers’ compensation leave,
the employee may be subject to penalties if he/she refuses such work. The city will not, however,
require an employee who is otherwise qualified for protection under the Family and Medical Leave
Act to accept a light duty assignment.
The circumstances of each disabled employee performing light duty work will be reviewed regularly.
Any light duty/modified work assignment may be discontinued at any time.
Section 11.19 Reasonable Accommodations to an Employee for Health Conditions Relating to
Pregnancy
The city will attempt to provide a female employee who requests reasonable accommodation with the
following for her health conditions related to her pregnancy or childbirth without advice of a licensed
health care provider or certified doula:
More frequent restroom, food, and water breaks;
Seating; and/or
Limits on lifting over 20 pounds.
Additionally, an employer must provide reasonable accommodations to an employee for health
conditions related to pregnancy or childbirth upon request, with the advice of a licensed health care
provider or certified doula, unless the employer demonstrates that the accommodation would impose
an undue hardship on the operation of the employer's business. In accordance with state law, no
employee is required to take a leave of absence for a pregnancy nor accept a pregnancy
accommodation.
Additionally, an employer must provide reasonable accommodations, including, but not limited to,
temporary leaves of absence, modification in work schedule or job assignments, seating, more
frequent or longer break periods and limits to heavy lifting to an employee for health conditions
related to pregnancy or childbirth upon request, with the advice of a licensed health care provider or
certified doula, unless the employer demonstrates the accommodation would impose an undue
hardship on the operation of the employer's business. In accordance with state law, no employee is
required to take a leave of absence for a pregnancy nor accept a pregnancy accommodation.
An employer shall not discharge, discipline, penalize, interfere with, or otherwise retaliate or
discriminate against an employee for asserting reasonable accommodations pregnancy rights or
remedies.
For reference Minn. Stat.§ 181.939, and Minn. Stat. § 181.9414
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Article 12. RESPECTFUL WORKPLACE POLICY
The City of Orono is committed to creating and maintaining a public service workplace free of
harassment and discrimination. Such harassment is a violation of Title VII of the Civil Rights Act of
1964, the Minnesota Human Rights Act, and other related employment laws.
In keeping with this commitment, the city maintains a strict policy prohibiting unlawful harassment,
including sexual harassment. This policy prohibits harassment in any form, including verbal and
physical harassment. Discriminatory behavior includes inappropriate remarks about, or conduct
related to a person’s legally protected characteristic such as race, color, creed, religion, national
origin, disability, sex, gender, pregnancy, marital status, age, sexual orientation, gender identity, or
gender expression, familial status, or status with regard to public assistance
The city acknowledges this policy cannot possibly predict all situations that might arise, and also
recognizes that some employees can be exposed to disrespectful behavior, and even violence, by the
very nature of their jobs.
Section 12.01 Applicability
Maintaining a respectful public service work environment is a shared responsibility. This policy is
intended to express to all employees, volunteers, members of boards and commissions, applicants,
contractors/vendors, elected officials and members of the public the expectations by the city of
Orono for respectful workplace conduct both in the workplace and other city-sponsored social
events.
Section 12.02 Abusive Customer Behavior
While the city has a strong commitment to customer service, the city does not expect employees to
accept verbal and other abuse from any customer.
An employee may request that a supervisor intervene when a customer is abusive, or the employee
may defuse the situation themselves, including professionally ending the contact.
If there is a concern about the possibility of violence, the individual should use his/her discretion to
call 911, and as soon as feasible, a supervisor. Employees should leave the area immediately when
violence is imminent unless their duties require them to remain (such as police officers). Employees
must notify their supervisor about the incident as soon as possible.
Section 12.03 Types of Disrespectful Behavior
The following behaviors are unacceptable and therefore prohibited, even if not unlawful in and of
themselves:
1. Violent behavior includes the use of physical force, harassment, bullying or intimidation.
2. Discriminatory behavior includes inappropriate remarks about or conduct related to a person’s
legally protected characteristic such as race, color, creed, religion, national origin, disability, sex,
gender, pregnancy, marital status, age, sexual orientation, gender identity, or gender expression,
familial status, or status with regard to public assistance.
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3. Offensive behavior may include such actions as: rudeness, angry outbursts, inappropriate humor,
vulgar obscenities, name calling, disparaging language, or any other behavior regarded as offensive
to a reasonable person based upon violent or discriminatory behavior as listed above. It is not
possible to anticipate in this policy every example of offensive behavior. Accordingly, employees are
encouraged to discuss with their fellow employees and supervisor what is regarded as offensive,
considering the sensibilities of employees and the possibility of public reaction.
Although the standard for how employees treat each other and the general public will be the same
throughout the city, there may be differences between work groups about what is appropriate in other
circumstances unique to a work group. If an employee is unsure whether a particular behavior is
appropriate, the employee should request clarification from their supervisor or the city administrator.
4. Sexual harassment To provide employees with a better understanding of what constitutes sexual
harassment, the definition, based on Minnesota Statute § 363.01, subdivision 41, is provided: 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:
•Submitting to the conduct is made either explicitly or implicitly a term or condition of an
individual’s employment; or
•Submitting to or rejecting the conduct is used as the basis for an employment decision
affecting an individual’s employment; or
•Such conduct has the purpose or result of unreasonably interfering with an individual’s work
performance or creating an intimidating, hostile or offensive work environment.
5. Sexual harassment includes, but is not limited to, the following:
•Unwelcome or unwanted sexual advances. This means stalking, patting, pinching, brushing
up against, hugging, cornering, kissing, fondling or any other similar physical contact considered
unacceptable by another individual.
•Verbal or written abuse, kidding, or comments that are sexually oriented and considered
unacceptable by another individual. This includes comments about an individual’s body or
appearance where such comments go beyond mere courtesy, telling “dirty jokes” or any other
tasteless, sexually oriented comments, innuendos or actions that offend others. The harassment
policy applies to social media posts, tweets, etc., that are about or may be seen by employees,
customers, etc.
•Requests or demands for sexual favors. This includes subtle or obvious expectations,
pressures, or requests for any type of sexual favor, along with an implied or specific promise of
favorable treatment (or negative consequence) concerning one’s current or future job.
Section 12.04 Employee Response to Disrespectful Workplace Behavior
All employees should feel comfortable calling their supervisor or another manager to request
assistance should they not feel comfortable with a situation. If situations involve violent behavior call
the police, ask the individual to leave the area, and/or take other reasonable action
If employees see or overhear what they believe is a violation of this policy, employees should advise
a supervisor, the city administrator, or city attorney promptly.
Employees who believe disrespectful behavior is occurring are encouraged to deal with the situation
in one of the ways listed below. If there is a concern about the possibility of violence, the individual
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should use his/her discretion to call 911, and as soon as feasible, a supervisor. In the event the
disrespectful behavior occurring involves the employee’s supervisor, the employee should contact
human resources, the supervisor’s manager or the city administrator.
Step 1(a). If you feel comfortable doing so, professionally, but firmly, tell whoever is engaging
in the disrespectful behavior how you feel about their actions. Politely request the person to stop the
behavior because you feel intimidated, offended, or uncomfortable. If practical, bring a witness with
you for this discussion.
Step 1(b). If you fear adverse consequences could result from telling the offender or if the matter
is not resolved by direct contact, go to your supervisor, human resources, your supervisor’s
supervisor, or the city administrator. The person to whom you speak is responsible for documenting
the issues and for giving you a status report on the matter.
In some situations, such as with an offender from the public it is preferable to avoid one on one
interactions. Talk to your supervisor about available options to ensure there are others available to
help with transactions with the offender.
Step 1(c). The city urges that conduct which is viewed as offensive be reported immediately to
allow corrective action to be taken through education and immediate counseling, if appropriate. It is
vitally important you notify a supervisor, the city administrator, the mayor or councilmember of
promptly of your concerns promptly. Any employee who observes sexual harassment or
discriminatory behavior, or receives any reliable information about such conduct, must report it
promptly to a supervisor or the city administrator.
Step 2. If, after what is considered to be a reasonable length of time (for example, 30 days), you
believe inadequate action is being taken to resolve your complaint/concern, the next step is to report
the incident to the city administrator, the mayor or the city attorney.
Section 12.05 Supervisor’s Response to Allegations of Disrespectful Workplace Behavior
Employees who have a complaint of disrespectful workplace behavior will be taken seriously.
In the case of sexual harassment or discriminatory behavior, a supervisor must report the allegations
promptly to the city administrator, who will determine whether an investigation is warranted. A
supervisor must act upon such a report even if requested otherwise by the victim. In situations other
than sexual harassment and discriminatory behavior, supervisors will use the following guidelines
when an allegation is reported:
Step 1(a). If the nature of the allegations and the wishes of the victim warrant a simple intervention,
the supervisor may choose to handle the matter informally. The supervisor may conduct a coaching
session with the offender, explaining the impact of his/her actions and requiring the conduct not
reoccur. This approach is particularly appropriate when there is some ambiguity about whether the
conduct was disrespectful.
Step 1(b). Supervisors, when talking with the reporting employee will be encouraged to ask him or
her what he or she wants to see happen next. When an employee comes forward with a disrespectful
workplace complaint, it is important to note the city cannot promise complete confidentiality, due to
the need to investigate the issue properly. However, any investigation process will be handled as
confidentially as practical and related information will only be shared on a need-to-know basis and in
accordance with the Minnesota Government Data Practices Act and/or any other applicable laws.
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Step 2. If a formal investigation is warranted, the individual alleging a violation of this policy will be
interviewed to discuss the nature of the allegations. Formal investigations will be prompt, impartial,
and thorough. The person being interviewed may have someone of his/her own choosing present
during the interview. Typically, the investigator will obtain the following description of the incident,
including date, time and place:
•Corroborating evidence.
•A list of witnesses.
•Identification of the offender.
To facilitate fostering a respectful work environment, all employees are encouraged to respond to
questions or to otherwise participate in investigations regarding alleged harassment.
Step 3. The supervisor must notify the city administrator about the allegations (assuming the
allegations do not involve the city administrator). For more information about what to do when
allegations involve the city administrator, the mayor, or a councilmember, see “Special Reporting
Requirements” below.
Step 4. In most cases, as soon as practical after receiving the written or verbal complaint, the alleged
policy violator will be informed of the allegations, and the alleged violator will have the opportunity
to answer questions and respond to the allegations. The city will follow any other applicable policies
or laws in the investigatory process.
Step 5. After adequate investigation and consultation with the appropriate personnel, a decision will
be made regarding whether or not disciplinary action will be taken.
Step 6. The alleged violator and complainant will be advised of the findings and conclusions as soon
as practicable and to the extent permitted by the Minnesota Government Data Practices Act.
Step 7. The city will take reasonable and timely action, depending on the circumstances of the
situation.
The city is not voluntarily engaging in a dispute resolution process within the meaning of Minn. Stat.
§ 363A.28, subd. 3(b)by adopting and enforcing this workplace policy. The filing of a complaint
under this policy and any subsequent investigation does not suspend the one-year statute of
limitations period under the Minnesota Human Rights Act for bringing a civil action or for filing a
charge with the Commissioner of the Department of Human Rights.
Section 12.06 Special Reporting Requirements
When the supervisor is perceived to be the cause of a disrespectful workplace behavior incident, a
report will be made to the city administrator who will determine how to proceed in addressing the
complaint as well as appropriate discipline.
If the city administrator is perceived to be the cause of a disrespectful workplace behavior incident, a
report will be made to the city attorney who will confer with the mayor and City Council regarding
appropriate investigation and action.
If a councilmember is perceived to be the cause of a disrespectful workplace behavior incident
involving city personnel, the report will be made to the city administrator and referred to the city
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attorney. In cases such as these, it is common for the city council to authorize an investigation by an
independent investigator (consultant). The independent investigator will report his/her findings to the
City Council. The city will take reasonable and timely action, depending on the circumstances of the
situation.
Pending completion of the investigation, the city administrator may at his/her discretion take
appropriate action to protect the alleged victim, other employees, or citizens.
If an elected or appointed city official (e.g., council member or commission member) is the victim of
disrespectful workplace behavior, the city attorney will be consulted as to the appropriate course of
action. In cases such as these, it is common for the city council to authorize an investigation by an
independent investigator (consultant). The city will take reasonable and timely action, depending on
the circumstances of the situation.
Section 12.07 Confidentiality
A person reporting or witnessing a violation of this policy cannot be guaranteed anonymity. The
person’s name and statements may have to be provided to the alleged offender. All complaints and
investigative materials will be contained in a file separate from the involved employees’ personnel
files. If disciplinary action does result from the investigation, the results of the disciplinary action
will then become a part of the employee(s) personnel file(s).
Section 12.08 Retaliation
The city of Orono will not tolerate retaliation or intimidation directed towards anyone who reports
employment discrimination, serves as a witness, participates in an investigation, and/or takes any
other actions protected under federal or state discrimination laws, including when requesting
religious or disability accommodation.
Retaliation is broader than discrimination and includes, but is not limited to, any form of
intimidation, reprisal or harassment. While each situation is very fact dependent, generally speaking,
retaliation can include a denial of a promotion, job benefits, or refusal to hire, discipline, negative
performance evaluations or transfers to less prestigious or desirable work or work locations because
an employee has engaged or may engage in activity in furtherance of EEO laws.
It can also include threats of reassignment, removal of supervisory responsibilities, filing civil action,
deportation or other action with immigration authorities, disparagement to others or the media and
making false report to government authorities because an employee has engaged or may engage in
protected activities. Any individual who retaliates against a person who testifies, assists, or
participates in an investigation may be subject to disciplinary action up to and including termination.
If you feel retaliation is occurring within the workplace, please report your concern immediately to
any of the following:
1. Immediate supervisor;
2. Your supervisor’s manager
3. City administrator;
4. Mayor or city councilmember
5. In the event an employee feels retaliation has occurred by the city administrator or the city
council, then reporting may be made to the city attorney.
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Supervisors who have been approached by employees with claims of retaliation will take the
complaint seriously and promptly report the allegations promptly to the city administrator, or if the
complaint is against the city administrator to the city attorney, who will decide how to proceed in
addressing the complaint.
Consistent with the terms of applicable statutes and city personnel policies, the city may discipline
any individual who retaliates against any person who reports alleged violations of this policy. The
city may also discipline any individual who retaliates against any participant in an investigation,
proceeding or hearing relating to the report of alleged violations.
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Article 13. POSSESSION AND USE OF DANGEROUS WEAPONS
Possession or use of a dangerous weapon (see attached definitions) is prohibited on city property, in
city vehicles, or in any personal vehicle, which is being used for city business. This includes
employees with valid permits to carry firearms.
The following exceptions to the dangerous weapons prohibition are as follows:
•Employees legally in possession of a firearm for which the employee holds a valid permit, if
required, and said firearm is secured within an attended personal vehicle or concealed from
view within a locked unattended personal vehicle while that person is working on city
property.
•A person who is showing or transferring the weapon or firearm to a police officer as part of
an investigation.
•Police officers and employees who are in possession of a weapon or firearm in the scope of
their official duties.
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Article 14. SEPARATION FROM SERVICE
Section 14.01 Resignations
Employees wishing to leave the city service in good standing must provide a written resignation
notice to their supervisor, at least fourteen calendar days before leaving. Exempt employees must
give thirty calendar days’ notice. The written resignation must state the effective date of the
employee’s resignation.
Unauthorized absences from work for a period of three consecutive workdays may be considered as
resignation without proper notice. Failure to comply with this procedure may be cause for denying
the employee’s severance pay and any future employment with the city.
Section 14.02 Severance Pay
Employees who leave the employ of the city in good standing by retirement or resignation will
receive 100 percent of unused accrued vacation (annual leave) as severance pay. Each employee
with at least three (3) years, but less than twelve (12) years, of full-time service will receive, upon
honorable termination of employment, one-third (1/3) of the employee's accumulated sick leave as
severance pay. Each employee with twelve (12) years or more of service will receive, upon
honorable termination of employment, one-half (1/2) of the employee’s accumulated sick leave as
severance pay. Applicable taxes will be withheld from the payments. Pay will be computed at the
compensation level effective at the time of retirement or resignation.
Section 14.03 Post-Retirement Health Care Savings Plan
Employees participate in the Minnesota Post Employment Health Care Savings Plan (HCSP)
established under Minn. Stat. § 352.98 and as outlined in the Minnesota State Retirement System’s
Trust and Plan Documents unless exempted by statute. All funds collected by the employer on the
behalf of the employee will be deposited into the employee’s post-employment health care savings
plan account.
Contributions shall be made as follows:
Employee Payroll Contribution
Employees with 0-5 completed years of service will contribute 0% of pay.
Employees with 5+ years of service will contribute 1% of pay.
Severance Contribution
Employees with 0-5 completed years of service will contribute 0% of pay. Severance will be
paid out to employees.
Employees with 5+ years of service will contribute 100% of pay.
Section 14.04 Continuation of Group Health and Dental Insurance
This policy applies to all City employees who retire on or after January 1, 1993, and participated in
the City’s group health and dental insurance program and met the requirements necessary to receive a
disability benefit or an annuity from a Minnesota public pension plan other than a volunteer fire
fighter plan.
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Minnesota law, Minn. Stat. Chapter 43A, provides that upon retirement, an eligible City employee
and his or her covered dependents can participate in the group health/dental insurance program at the
same premium rate as active employees until age 65.
Coverage and level of benefits provided to retirees under age 65 and their dependents must be
identical to that provided for active employees and their dependents.
Retiree’s age 65 and over may stay in the group indefinitely, but premium rates do not have to be
pooled with the active employee rates and retiree coverage does not have to be identical to active
coverage. The retiree must pay the entire premium.
Spouse and/or dependent coverage can be continued after retirement only if the employee carried
dependent coverage prior to retirement. Employees are not required to continue spouse and/or
dependent coverage after retirement.
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Article 15. DISCIPLINE
Section 15.01 General Policy
Supervisors are responsible for maintaining compliance with city standards of employee conduct.
The objective of this policy is to establish a standard disciplinary process for employees of the city of
Orono. City employees will be subject to disciplinary action for failure to fulfill their duties and
responsibilities at the level required, including observance of work rules and standards of conduct
and applicable city policies.
Discipline will be administered in a non-discriminatory manner. An employee who believes that
discipline applied was either unjust or disproportionate to the offense committed may pursue a
remedy through the grievance procedures established in the city’s personnel policies. The supervisor
and/or the city administrator will investigate any allegation on which disciplinary action might be
based before any disciplinary action is taken.
Section 15.02 No Contract Language Established
This policy is not to be construed as contractual terms and is intended to serve only as a guide for
employment discipline.
Section 15.03 Process
The city may elect to use progressive discipline, a system of escalating responses intended to correct
the negative behavior rather than to punish the employee. There may be circumstances that warrant
deviation from the suggested order or where progressive discipline is not appropriate. Nothing in
these personnel policies implies that any city employee has a contractual right or guarantee (also
known as a property right) to the job he/she performs.
Documentation of disciplinary action taken will be placed in the employee’s personnel file with a
copy provided to the employee.
The following are descriptions of the types of disciplinary actions:
1. Oral Reprimand
This measure will be used where informal discussions with the employee’s supervisor have not
resolved the matter. All supervisors have the ability to issue oral reprimands without prior approval.
Oral reprimands are normally given for first infractions on minor offenses to clarify expectations and
put the employee on notice that the performance or behavior needs to change, and what the change
must be. The supervisor will document the oral reprimand including date(s) and a summary of
discussion and corrective action needed.
2. Written Reprimand
A written reprimand is more serious and may follow an oral reprimand when the problem is not
corrected, or the behavior has not consistently improved in a reasonable period of time.
Serious infractions may require skipping either the oral or written reprimand, or both. Written
reprimands are issued by the supervisor with prior approval from the city administrator.
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A written reprimand will: (1) state what did happen; (2) state what should have happened; (3)
identify the policy, directive or performance expectation that was not followed; (4) provide history, if
any, on the issue; (5) state goals, including timetables, and expectations for the future; and (6)
indicate consequences of recurrence.
Employees will be given a copy of the reprimand to sign acknowledging its receipt. Employees’
signatures do not mean the employee agrees with the reprimand. Written reprimands will be placed
in the employee’s personnel file.
3. Suspension With or Without Pay
The city administrator may suspend an employee without pay for disciplinary reasons. Suspension
without pay may be followed with immediate dismissal as deemed appropriate by the City Council,
except in the case of veterans. Qualified veterans, who have completed their initial probationary
period, will not be suspended without pay in conjunction with a termination.
The employee will be notified in writing of the reason for the suspension either prior to the
suspension or shortly thereafter. A copy of the letter of suspension will be placed in the employee’s
personnel file.
An employee may be suspended or placed on involuntary leave of absence pending an investigation
of an allegation involving that employee. The leave may be with or without pay depending on a
number of factors including the nature of the allegations. If the allegation is proven false after the
investigation, the relevant written documents will be removed from the employee’s personnel file
and the employee will receive any compensation and benefits due had the suspension not taken place.
4. Demotion and/or Transfer
An employee may be demoted or transferred if attempts at resolving an issue have failed and the city
administrator determines a demotion or transfer to be the best solution to the problem.
The employee must be qualified for the position to which they are being demoted or transferred. The
City Council must approve this action.
5. Salary
An employee’s salary increase may be withheld, or the salary may be decreased due to performance
deficiencies.
6. Dismissal
The city administrator, with the approval of the City Council, may dismiss an employee for
substandard work performance, serious misconduct, or behavior not in keeping with city standards.
If the disciplinary action involves the removal of a qualified veteran, who has completed his/her
initial probationary period, the appropriate hearing notice will be provided, and all rights will be
afforded the veteran in accordance with Minnesota law.
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Article 16. GRIEVANCE PROCEDURE
Any dispute between an employee and the city relative to the application, meaning or interpretation
of these personnel policies will be settled in the following manner:
Step 1:The employee must present the grievance in writing, stating the nature of the grievance, the
date at which the incident allegedly occurred, the facts on which it is based, the provision or
provisions of the personnel policies allegedly violated, and the remedy requested, to the proper
supervisor within twenty-one days after the alleged violation or dispute has occurred. The supervisor
will respond to the employee in writing within seven calendar days.
Step 2:If the grievance has not been settled in accordance with Step 1, it must be presented in
writing, stating the nature of the grievance, the date at which the incident allegedly occurred, the
facts on which it is based, the provision or provisions of the Personnel Policies allegedly violated,
and the remedy requested, by the employee to the city administrator within seven days after the
supervisor’s response is due. The city administrator or his/her designee will respond to the employee
in writing within seven calendar days. The decision of the city administrator is final for all disputes
with exception of those specific components in a performance evaluation subject to a challenge
through the Minnesota Department of Administration.
Section 16.01 Waiver
If a grievance is not presented within the time limits set forth above, it will be considered “waived.”
If a grievance is not appealed to the next step in the specified time limit or any agreed extension
thereof, it will be considered settled on the basis of the city’s last answer. If the city does not answer
a grievance or an appeal within the specified time limits, the employee may elect to treat the
grievance as denied at that step and immediately appeal the grievance to the next step. The time limit
in each step may be extended by mutual agreement of the city and the employee without prejudice to
either party.
The following actions cannot be grieved:
•While certain components of a performance evaluation, such as disputed facts reported to be
incomplete or inaccurate are challengeable, other performance evaluation data, including
subjective assessments, are not.
•Pay increases or lack thereof; and
•Merit pay awards.
The above list is not meant to be all inclusive or exhaustive.
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Article 17. EMPLOYEE EDUCATION & TRAINING
The city promotes staff development as an essential, ongoing function needed to maintain and
improve cost effective quality service to residents. The purposes for staff development are to ensure
that employees develop and maintain the knowledge and skills necessary for effective job
performance and to provide employees with an opportunity for job enrichment and mobility.
Section 17.01 Policy
The city will pay for the costs of an employee’s participation in training and attendance at
professional conferences, provided that attendance is approved in advance under the following
criteria and procedures:
Section 17.02 Job-Related Training & Conferences
The subject matter of the training session or conference is directly job-related and relevant to the
performance of the employee’s work responsibilities. Responsibilities outlined in the job description,
annual work program requirements and training goals and objectives that have been developed for
the employee will be considered in determining if the request is job-related.
The supervisor and the city administrator are responsible for determining job-relatedness and
approving or disapproving training and conference attendance.
Section 17.03 Job-Related Meetings
Attendance at professional meetings directly related to the performance of the employee’s work
responsibilities require the advance approval of the employee’s supervisor.
Section 17.04 Request for Participation in Training & Conferences
The request for participation in a training session or conference must be submitted in writing to the
employee’s department head. All requests must include an estimate of the total cost (training session,
travel, meals, etc.) and a statement of how the education or training is related to the performance of
the employee’s work responsibilities with the city.
Section 17.05 Out of State Travel
Attendance at training or conferences out of state is approved only if the training or conference is not
available locally. All requests for out of state travel are reviewed for approval/disapproval by the city
administrator.
Section 17.06 Compensation for Travel & Training Time
Time spent traveling to and from, as well as time spent attending a training session or conference,
will be compensated in accordance with the federal Fair Labor Standards Act.
Travel and other related training expenses will be reimbursed subject to the employee providing
necessary receipts and appropriate documentation.
Section 17.07 Memberships and Dues
The purpose of memberships to various professional organizations must be directly related to the
betterment of the services of the city. Normally, one city membership per agency, as determined by
the city administrator is allowed, providing funds are available.
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Upon separation of employment, individual memberships remain with the city and are transferred to
another employee by the supervisor.
Section 17.08 Travel & Meal Allowance (see Appendix F for form)
If employees are required to travel outside of the area in performance of their duties as a city
employee, they will receive reimbursement of expenses for meals, lodging and necessary expenses
incurred. In no case will city funds be used to pay for, or reimburse, for events sponsored by or
affiliated with political parties. The city will not reimburse employees for meals connected with
training or meetings within city limits, unless the training or meeting is held as a breakfast, lunch or
dinner meeting. The city will also not reimburse employees for the costs for travel of family
members. The City will not provide reimbursement for alcoholic beverages.
Employees who find it necessary to use their private automobiles for city travel and who do not
receive a car allowance will be reimbursed at the prevailing mileage rate as established by the City
Council, not to exceed the allowable IRS rate.
Expenses for meals and lodging will be reimbursed at the current IRS per diem rate.
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Article 18. OUTSIDE EMPLOYMENT
The potential for conflicts of interest is lessened when individuals employed by the city of Orono
regard the city as their primary employment responsibility. All outside employment is to be reported
to the employee’s immediate supervisor. If a potential conflict exists based on this policy or any
other consideration, the supervisor will consult with the city administrator.
Any city employee accepting employment in an outside position that is determined by the city
administrator to be in conflict with the employee’s city job will be required to resign from the outside
employment or may be subject to discipline up to and including termination.
For the purpose of this policy, outside employment refers to any non-city employment or consulting
work for which an employee receives compensation, except for compensation received in
conjunction with military service or holding a political office or an appointment to a government
board or commission that is compatible with city employment. The following is to be considered
when determining if outside employment is acceptable:
•Outside employment must not interfere with a full-time employee’s availability during the
city’s regular hours of operation or with a part-time employee’s regular work schedule.
•Outside employment must not interfere with the employee’s ability to fulfill the essential
requirements of his/her position.
•The employee must not use city equipment, resources or staff in the course of the outside
employment.
•The employee must not violate any city personnel policies as a result of outside employment.
•The employee must not receive compensation from another individual or employer for
services performed during hours for which he/she is also being compensated by the city.
Work performed for others while on approved vacation or compensatory time is not a
violation of policy unless that work creates the appearance of a conflict of interest.
•No employee will work for another employer, or for his/her own business, while using paid
sick leave from the city for those same hours.
•Departments may establish more specific policies as appropriate, subject to the approval of
the city administrator.
City employees are not permitted to accept outside employment that creates either the appearance of
or the potential for a conflict with the development, administration or implementation of policies,
programs, services or any other operational aspect of the city.
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Article 19. DRUG FREE WORKPLACE
The City of Orono has a vital interest in maintaining safe, healthful, and efficient working conditions
for employees, and recognizes that individuals who are impaired because of drugs or alcohol
jeopardize the safety and health of other workers as well as themselves. All employees are subject to
this policy. City employees required to hold a commercial driver’s license by the U.S. Department of
Transportation (“DOT”) must abide by this policy and the additional testing requirements set by the
DOT.
The city of Orono has adopted the following zero-tolerance policy on drugs in the workplace:
1. Employees are prohibited from being under the influence of drugs and must report to work on
time and in an unimpaired mental and physical condition.
2. The term drug includes any “controlled substance” as defined in Minn. Stat. § 152.01, subd.
4, and also includes tetrahydrocannabinol (“THC”) products, including those that are lawfully
available for public consumption.
3. Employees are prohibited from using, possessing, manufacturing, distributing, selling,
purchasing, or dispensing of alcohol, drugs, or drug paraphernalia while on duty; on City
premises; operating any City vehicle, machinery, or equipment; or performing any city
business.
4. The city recognizes drug abuse as a potential health, safety, and security problem. Employees
needing help in dealing with such problems are encouraged to use their health insurance
plans, as appropriate.
5. Any employee convicted of any criminal drug statute must notify his or her supervisor and
the City Administrator in writing of such conviction no later than five days after such
conviction. Within 30 days after receiving notice from an employee of a drug-related
conviction, the City will take appropriate personnel action against the employee up to and
including discharge or require the employee to satisfactorily participate in a drug abuse
assistance or rehabilitation program as an alternative to termination. In the event notice is not
provided to the supervisor and the employee is deemed to be incapable of working safely, the
employee will not be permitted to work and will be subject to disciplinary action, including
dismissal from employment.
6. Employees taking a lawful drug, including prescription and over-the-counter drug, which
may impair their ability to perform their job responsibilities or pose a safety risk to
themselves or others, must advise their supervisor of this before beginning work. It is the
employee’s responsibility to seek out written information from his/her physician or
pharmacist regarding medication and any job performance impairment and relay that
information to his/her supervisor. In the event of such a disclosure, the employee will not be
authorized to perform safety-sensitive functions.
7. Violations of this policy will result in disciplinary action, up to and including termination,
and may have additional legal consequences. Employees may be subject to drug testing and
may be disciplined, suspended, or terminated after testing positive for drugs. Supervisors are
authorized under this policy section 22.03 to send an employee home if the employee’s
behavior creates a potential health or safety issue for the employee or others.
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Article 20. CITY DRIVING POLICY
This policy applies to all employees who drive a vehicle on city business at least once per month,
whether driving a city-owned vehicle or their own personal vehicle. It also applies to employees who
drive less frequently but whose ability to drive is essential to their job due to the emergency nature of
the job. The city expects all employees who are required to drive as part of their job to drive safely
and legally while on city business and to maintain a good driving record.
Section 20.01 Records Review.
The city will examine driving records once per year for all employees who are covered by this policy
to determine compliance with this policy. Employees who lose their driver’s license or receive
restrictions on their license are required to notify their immediate supervisor on the first workday
after any temporary, pending or permanent action is taken on their license and to keep their
supervisor informed of any changes thereafter. The city will determine appropriate action on a case-
by-case basis.
Section 20.02 Cell Phone use while driving.
Safety must come before all other concerns. Regardless of the circumstances and in accordance with
Minnesota law, employees are required to use hands-free operations or pull off into a parking lot and
safely stop the vehicle before placing or accepting a call. Employees are encouraged to refrain from
discussion of complicated or emotional matters and to keep their eyes on the road while driving at all
times. Special care should be taken in situations where there is traffic or inclement weather, or the
employee is driving in an unfamiliar area.
•Hands-free equipment will be provided in select city vehicles to facilitate the provisions of
this policy.
•Reading/sending text messages, making or receiving phone calls, emailing, video calling,
scrolling/typing, accessing a webpage, or using non-navigation applications while driving is strictly
prohibited.
•In accordance with State law, there is an exception to hands free cell phone operations to
obtain emergency assistance to report a traffic accident, medical emergency or serious traffic hazard
or prevent a crime from being committed. There is also a State law exception for authorized
emergency vehicles while in the performance of official duties.
Employees who are charged with traffic violations resulting from the use of their phone while driving
will be solely responsible for all liabilities that result from such actions.
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Article 21. CITY TECHNOLOGY
Section 21.01 Purpose
The purpose of this policy is to set standards and procedures that protect the security and integrity of
the City’s electronic communication and information systems from business interruption, misuse,
and/or unauthorized or inappropriate use and access. The full policy can be found in appendix C.
Section 21.02 General Information
This policy serves to protect the security and integrity of the City’s electronic communication and
information systems by educating employees about appropriate and safe use of available technology
resources.
Computers, cell phones and mobile electronic devises issued by the City to staff, elected official or
appointed officials’ property of the City. The City reserves the right to inspect, without notice, all
data, emails, files, settings, or any other aspect of a City-owned computer or related system,
including personal information created or maintained by an employee. The City may conduct
inspections on an as-needed basis as determined by City Administrator or City Council.
Beyond this policy, the city’s Information Technology Department may distribute information
regarding precautions and actions needed to protect City systems; all employees are responsible for
reading and following the guidance and directives in these communications.
Section 21.03 Personal Use
The City recognizes that some personal use of City-owned computers and related equipment has and
will continue to occur. Some controls are necessary, however, to protect the City’s equipment and
computer network and to prevent abuse of this privilege.
Reasonable, incidental personal use of City computers and software (e.g., word processing,
spreadsheets, email, Internet, etc.) is allowed but should never preempt or interfere with work. All
use of City computers and software, including personal use, must adhere to provisions in this policy,
including the following:
•Employees shall not connect personal peripheral tools or equipment (such as printers, digital
cameras, disks, USB drives, or flash cards) to City-owned systems, without prior approval from
the Information Technology Department If permission to connect these tools/peripherals is granted,
the employee must follow provided directions for protecting the City’s computer network.
•Personal files should not be stored on City computer equipment. This also applies to personal
media files, including but not limited to mp3 files, wav files, movie files, iTunes files, or any
other file created by copying a music CD, DVD, or files from the Internet. Information Technology
staff will delete these types of files if found on the network, computers, or other City-owned
equipment. Exceptions would be recordings for which the City has created, owns, purchased, or
has a license.
•City equipment or technology shall not be used for personal business interests, for-profit
ventures, political activities, or other uses deemed by the City Administrator to be inconsistent
with City activities. If there is any question about whether a use is appropriate, it should be
forwarded to Information Technology Staff for a determination.
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Section 21.04 IT Hardware
In general, the City will provide the hardware required for an employee to perform his or her job
duties. Requests for new or different equipment should be made to your supervisor, who will forward
the request to Information Technology.
The City will not supply laptop computers based solely on the desire of employees to work offsite. A
laptop request form will be required for each laptop deployment, and must be signed off by the
employee’s supervisor and department head. Laptops will only be issued to employees who: travel
frequently and require the use of a full computer while traveling; regularly use their laptop offsite;
require a laptop for access to special software or systems; and/or have a documented business need
for a laptop.
Only City staff may use City computer equipment. Use of City equipment by family members,
friends, or others is strictly prohibited.
Employees are responsible for the proper use and care of City-owned computer equipment. City
computer equipment must be secured while off City premises; do not leave computer equipment in
an unlocked vehicle or unattended at any offsite facility. Computer equipment should not be exposed
to extreme temperature or humidity. If a computer is exposed to extreme heat, cold, or humidity, it
should be allowed to achieve normal room temperature and humidity before being turned on.
Section 21.05 IT Software
In general, the City will provide the software required for an employee to perform his or her job
duties. Requests for new or different software should be made to your supervisor, who will forward
the request to Information Technology.
Employees shall not download or install any software on their computer without the prior approval of
the Information Technology Staff. Exceptions to this include updates to software approved by
Information Technology such as Microsoft updates, or other productivity software updates.
Information Technology Staff may, without notice, remove any unauthorized programs or software,
equipment, downloads, or other resources.
Section 21.06 Electronic Mail.
The City provides employees with an email address for work-related use. Some personal use of the
City email system by employees is allowed, provided it does not interfere with an employee’s work
and is consistent with all City policies.
Employee emails (including those that are personal in nature) may be considered public data for both
e-discovery and information requests and may not be protected by privacy laws. Email may also be
monitored as directed by the City authorized staff and without notice to the employee.
Employees must adhere to these email guidelines:
•Never transmit an email that you would not want your supervisor, other employees, members,
city officials, or the media to read or publish (e.g., avoid gossip, personal information, swearing,
etc.).
•Use caution or avoid corresponding by email on confidential communications (e.g., letters of
reprimand, correspondence with attorneys, medical information).
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•Do not open email attachments or links from an unknown sender. Delete junk or “spam” email
without opening it if possible. Do not respond to unknown senders.
•Do not use harassing language (including sexually harassing language) or any other remarks,
including insensitive language or derogatory, offensive, or insulting comments or jokes.
Section 21.07 Electronic Calendars.
A shared calendar environment is provided as part of the City’s email software program. All
employees are required to keep their electronic calendar up to date and, at a minimum, must grant all
staff the ability to view their calendar.
Section 21.08 Personal Devices.
Employees may choose to use their own equipment to read or compose email or other City data as
governed in this policy. Employees understand that by connecting their personal equipment to the
City’s email server, their personal devices could be searched during an e-discovery or other court-
ordered scenarios, and agree to grant access to their personal devices should such a situation arise.
Section 21.09 Security.
Passwords:Employees are responsible for maintaining computer/network passwords and must
adhere to these guidelines:
Password requirement will be established according to best industry practice and may be changed
as necessary, as determined by the Information Technology Staff.
Employees must change passwords when prompted.
Passwords should not be shared or told to other staff. If it is necessary to access an employee’s
computer when he or she is absent, contact your supervisor or the department head; Information
Technology Staff will not provide access to staff accounts without approval of the Department
Head.
Passwords should not be stored in any location on or near the computer, or stored electronically
such as in a cell phone or other mobile device.
Network access:Non-City-owned computer equipment used in the City’s building should only use
the wireless connection to the Internet. Under no circumstances should any non-City-owned
equipment be connected to the City’s computer network via a network cable.
Personal computer equipment may not be connected to the City’s network without prior approval of
the Information Technology Staff. Personal equipment may be subject to password requirements or
other electronic security measures as determined by the Information Technology Staff.
Remote Access to the Network:Examples of remote access include, but are not limited to: Outlook
Web Access (web mail), virtual private network (VPN), Windows Remote Desktop, and Windows
Terminal Server connections. While connected to City computer resources remotely, all aspects of
the City’s Computer Use Policy will apply, including the following:
Remote access to the City’s network requires a request from a supervisor and approval from the
Information Technology Staff.Remote access privileges may be revoked at any time by an
employee’s Department Head.
If remote access is from a non-City-owned computer, updated anti-virus software must be
installed and operational on the computer equipment, and all critical operating system updates
must be installed prior to connecting to the City network remotely. Failure to comply could result
in the termination of remote access privileges.
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Recreational use of remote connections to the City’s network is strictly forbidden. An example of
this would be a family member utilizing the City’s cellular connection to visit websites.
Private or confidential data should not be transmitted over an unsecured wireless connection.
Wireless connections are not secure and could pose a security risk if used to transmit City
passwords or private data while connecting to City resources. Wireless connections include those
over cellular networks and wireless access points, regardless of the technology used to connect.
Section 21.10 Internet.
The following considerations apply to all uses of the Internet:
Information found on the Internet and used for City work must be verified to be accurate and
factually correct.
Reasonable personal use of the Internet is permitted. Employees may not at any time access
inappropriate sites. Some examples of inappropriate sites include but are not limited to adult
entertainment, sexually explicit material, or material advocating intolerance of other people,
races, or religions. If you are unsure whether a site may include inappropriate information, you
should not visit it.
If an employee’s use of the Internet is compromising the integrity of the City’s network,
Information Technology Staff may temporarily restrict that employee’s access to the Internet. If
Information Technology Staff does restrict access, they will notify the employee, HR, and the
employee’s manager as soon as possible, and work with the employee and manager to rectify the
situation.
The City may monitor or restrict any employee’s use of the Internet without prior notice, as
deemed appropriate by the employee’s supervisor in consultation with the City Administrator.
Section 21.11 Data Retention.
Electronic data should be stored and retained in accordance with the City’s records retention
schedule.
Storing and Transferring Files:If you are unsure whether an email or other file is a government
record for purposes of records retention laws or whether it is considered protected or private, check
with your supervisor. If you are unsure how to create an appropriate file structure for saving and
storing electronic information, contact the City Clerk.
Employees must adhere to these guidelines when transferring and storing electronic files:
All electronic files must be stored on identified network drives and folder locations. The City will
not back up documents stored on local computer hard drives, and holds no responsibility for recovery
of documents on local computer hard drives should they fail. Files may be temporarily stored on a
laptop hard drive when an employee is traveling/offsite; however, the files should be copied to
network as soon as possible.
Electronic files, including emails and business-related materials created on an employee’s home
or personal computer for City business, must be transferred to and stored in designated locations on
the City’s network. City-related files should not be stored on an employee’s personal computer,
unless otherwise defined in this policy.
All removable storage media (e.g., CD-ROM, flash or USB drive, or other storage media) must
be verified to be virus-free before being connected to City equipment.
Email that constitutes an official record of City business must be kept in accordance with all
records retention requirements for the department and should be copied to the network for storage.
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Email that is simple correspondence and not an official record of City business should be deleted
(from both the “Inbox” and the “Deleted” box) as soon as possible and should not be retained by
employees for more than three months. The City will not retain emails longer than one year on the
network or in network back-ups.
Electronic files or emails that may be classified as protected or private information should be
stored in a location on the City’s network that is properly secured.
Any files considered private or confidential should not be stored anywhere other than the City’s
network. If there is a need to take confidential information offsite, it must be stored on encrypted
media; Information Technology Staff can assist in the encryption of media.
Section 21.12 Electronic Mobile devices (including Cell Phones)
Electronic mobile devises are intended for the use of city staff, elected officials and appointed
officials in the conduct of their work for the city. Supervisors are responsible for the Electronic
mobile devises assigned to their employees and will exercise discretion in their use. Nothing in this
policy will limit supervisor discretion to allow reasonable and prudent personal use of such
telephones or equipment provided that:
•Its use in no way limits the conduct of work of the employee or other employees.
•Use of public resources for personal gain and/or private use including, but not limited to,
outside employment or political campaign purposes, is prohibited and subject to disciplinary action
which may include termination and/or criminal prosecution, depending on the circumstances.
Incidental and occasional personal use may be permitted with the consent of the supervisor.
•Personal calls and communications will be made or received only when absolutely necessary
during work hours. Such calls must not interfere with working operations and are to be completed as
quickly as possible.
•Use While Operating a Motor Vehicle or Equipment. All employees are expected to follow
applicable local, state, and federal laws and regulations regarding the use of cellphones and
electronic mobile devises at all times. See City Driving Policy, chapter 20.
•In cases where the city does not regard accounting for personal calls to be unreasonable or
administratively impractical due to the minimal cost involved, personal calls made by employees on
a city-provided cellular phone must be paid for by the employee through reimbursement to the city
based on actual cost listed on the city’s phone bill.
Section 21.13 Cell Phone Monthly Allowance Election.
Employees designated to receive a cell phone may elect to receive a monthly cell phone allowance in
lieu of a City-owned cell phone. Initial purchase of the cell phone, accessory equipment, and
activation fees will be the responsibility of the employee. The employee will pay all costs exceeding
the amount of the cell phone allowance. The cell phone allowance amount is set by the city council.
Employees receiving an allowance, in lieu of a City-owned cell phone are responsible for the
following:
•Procuring and maintaining cellular service from a reliable carrier who provides phone numbers
in the local calling area of Orono.
•Providing documentation in a manner prescribed by the Finance Director to activate and
maintain monthly allowance payments.
•Notifying the City within five (5) business days of the cellular service being disconnected or
phone number being changed.
•Limiting personal calls, incoming and outgoing, during work hours so as not to interfere with
City business or the performance of the employee’s job.
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•Replacement or repair of the phone.
No allowance will be paid when an employee is in a leave status exceeding forty-five (45) days, unless
approved by the City. Administrator. No allowance will be paid when an employee is in an unpaid
leave status.
Regardless of who pays the bill, cell phone records about city business are subject to the Minnesota
Government Data Practices Act. What this means is that if a request were received, the city would be
under the obligation to determine what information is public data and what information is private
data and would need access to the employee’s phone records and possibly the phone itself in order to
provide the data that is being requested. Therefore, the best practice is to limit usage of personal cell
phones for city business to that which is truly necessary or be prepared to produce your cell phone
and the associated records if needed.
Section 21.14 Procedures
It is the objective of the city of Orono to prevent and correct any abuse or misuse of the city network,
computers, mobile electronic devices and cellular telephones through the application of this policy.
Employees who abuse or misuse may be subject to disciplinary action.
Section 21.15 Responsibility
The city administrator, or designee, will have primary responsibility for implementation and
coordination of this policy. All supervisors will be responsible for enforcement within their
departments.
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Article 22. SAFETY
The health and safety of each employee of the city and the prevention of occupational injuries and
illnesses are of primary importance to the city. To the greatest degree possible, management will
maintain an environment free from unnecessary hazards and will establish safety policies and
procedures for each department. Adherence to these policies is the responsibility of each employee.
Overall administration of this policy is the responsibility of each supervisor.
Section 22.01 Reporting Accidents and Illnesses
Both Minnesota workers’ compensation laws and the state and federal Occupational Safety and
Health Acts require that all on the job injuries and illnesses be reported as soon as possible by the
employee, or on behalf of the injured or ill employee, to his/her supervisor. The employee’s
immediate supervisor is required to complete a First Report of Injury and any other forms that may
be necessary related to an injury or illness on the job.
Section 22.02 Safety Equipment/Gear
Where safety equipment is required by federal, state, or local rules and regulations, it is a condition
of employment that such equipment be worn by the employee. The City will provide all required
personal protective equipment (PPE) gear with the exception of steel toe boots for which the city will
provide an allowance. Employees are responsible for maintaining their issued PPE in a serviceable
manner and reporting any deficiencies to their supervisors for repair or replacement. Eligible
employees shall receive an annual allowance as established by agreement and/or resolution for the
purchase of steel toe boots.
Section 22.03 Unsafe Behavior
Supervisors are authorized to send an employee home immediately when the employee’s behavior
violates the city’s personnel policies, department policies, or creates a potential health or safety issue
for the employee or others.
Section 22.04 Access to Gender-Segregated Activities and Areas
With respect to all restrooms, locker rooms or changing facilities, employees will have access to
facilities that correspond to their affirmed gender identity, regardless of their sex at birth. The city
maintains separate restroom and/or changing facilities for male and female employees and allows
employees to access them based on their gender identity. Under no circumstances may employees be
required to use sexsegregated facilities that are inconsistent with their gender identity.
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Article 23. EMPLOYEE RECOGNITION
The City recognizes that a formal employee recognition program is an important component of the
City’s benefit package and helps attract and retain quality employees. The City takes great
satisfaction in the accomplishments of its employees and extends recognition in the following ways:
Section 23.01 Service Recognition
The purpose of the employee recognition program is to acknowledge employees who have
contributed years of service to the City of Orono and its citizens and recognize them with a token of
appreciation for their dedication and commitment. Employee service recognition shall be based on an
individual’s length of service with the City of Orono. Length of service shall be based on
consecutive years of service as an employee in a regular full-time or regular part-time position.
Section 23.02 Service Awards
Employee service recognition awards, provided by the City, will be presented to employees as
follows:
•5 years: Plaque of Appreciation
•10 years: Engraved bar will be added to plaque
•15 years: Engraved bar will be added to plaque
•20 years: Watch (Or Similar) Engraved bar will be added to plaque
•25 years:Engraved bar will be added every five years after 25 years
The awards for years of service will be presented by the City Administrator or designee, with
assistance from the recipient’s supervisor at an annual employee recognition event held during
normal business hours. Employee recognition events shall include an annual luncheon or picnic,
retirement, resignation with 5 or more years of service and new employees.
1. Annual Luncheon. All regular full-time and part-time employees will be invited to attend the
City’s employee luncheon or picnic held during normal business hours to thank them for their work
throughout the year.
2. Retirement. The following will occur upon announcement of a retirement from City service:
•Administration staff will organize a reception, including ordering a cake
•The Department is responsible for organizing a collection towards a gift for the retiree.
•A photo and article will be placed in the city newsletter and/or local newspaper.
•The Department will draft a resolution of appreciation for a City Council meeting.
•The Retiree will be advised of the recognition plans and may elect not to be recognized in any of
the forms listed
3. Resignation. The following will occur upon the announcement of the resignation of an
employee with five or more years of service:
•The Department will be responsible for organizing a reception or collection towards a gift for the
resigning person.
•When the resigning staff member has less than 5 years of service, the Department will be
responsible for organizing any form of recognition.
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4. New Employees. The following will occur upon the announcement of a new full-time employee:
•Administration staff will organize a reception, including breakfast
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Appendix A.Performance Evaluation Process and Forms
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City of Orono Performance Evaluations
1.Purpose: The purpose of the performance review process is to provide a record of the
employee’s job performance, to encourage professional growth, and to provide an
opportunity for open dialogue between employees and their supervisors. Evaluations should
consider, but are not limited to, representative job duties, quality of work, interpersonal skills,
previously set goals and future expectations.
2.Performance Appraisal Process. The City of Orono performance appraisal process on an
annual basis. The key portions of the process include the establishment of goals, periodic
check-ins and a formal evaluation. The table below outlines the goal setting and evaluation
process.
3.Key Events and Timeline.
Event Description When
Goals
Established
Goals for the rating period are established at the close of the
previous rating period. For new hires, goals should be
established between the supervisor and employee within the
first 6 weeks of employment.
Previous rating
period, first six
weeks for a new
hire
Ongoing
Check in
Check-ins are regular discussions that happen throughout the
year to:
•Check in on progress toward goals,
•Stay aligned on current projects,
•Discuss what is going well and what could be better,
and
•Agree on next steps.
Mid-year reviews are required for all new hires and
department directors.
Ideally quarterly
Minimum of
every 6 months
after a new hire,
NLT July 31st for
Department
Directors
Annual
Review –
Employee
Input
The employee input portion is completed by the employee
and then provided to the supervisor for review and
preparation of the supervisor’s assessment. The employee
should review the last evaluation form that was prepared to
determine if he or she has achieved the listed goals.
January
1-15
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Thereafter, the employee should prepare a list of key results
and accomplishments for the period.
Annual
Review-
Supervisor
Assessment
Prior to meeting, the supervisor should review the last
evaluation form that was prepared to determine if goals were
met and whether the items listed in “Areas of Improvement”
have been addressed. The supervisor should then prepare
responses for discussion with the
January
15-31
As of December 2021
employee during the current evaluation process. When
completing the form, the supervisor should use specific
examples of conduct to formulate comments.
Evaluation
Goal
Setting
Meeting
The supervisor and employee will meet to discuss the current
evaluation and set goals for the coming rating period. They
should meet in an atmosphere that is both private and free of
interruptions, and the supervisor should take particular care to
make the meeting a priority. There should be an open and
honest exchange where each is permitted to state his or her
opinion regarding the answer to any section.
January
15-31
Formal
Evaluation
Department
Director
Review
After the meeting, the supervisor will finalize the evaluation
form including any additional comments. If an employee
disagrees with a particular answer, he or she may note the
disagreement on the form or by attaching a separate
document. When the form has been completed, it will be
signed by the employee, the supervisor, and the department
director. The supervisor will provide the original copy to the
City Management Assistant, will keep a copy in his or her
files, and will provide a copy to the employee.
NLT 31 January
4.Responsibilities:
A.City Administrator. The City Administrator is responsible for establishing the
performance evaluation policy and process.
B.Department Director. Department heads are responsible for ensuring the
evaluation process is completed within their departments on time and to standard.
Department Heads will review all evaluation within their departments to ensure they are
complete, consistent, and fair.
C.Supervisor. Supervisors are responsible to coordinating the completion of the
evaluation and goal setting process with their subordinate employees and ensure the
process is documented and recorded in the employee’s personnel files. Supervisors are
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responsible for ensuring all of their employees receive a fair and objective evaluation.
Supervisors are responsible for scheduling and leading ongoing check-ins with their
subordinates.
D.Employee. Employees are responsible for preparing the self-evaluation portions
of the evaluation process and working with their supervisors to establish goals.
E.Management Assistant. The Management Assistant shall ensure personnel files
are kept up to date and performance evaluations are filed appropriately. The
Management Assistant shall assist the City Administrator in tracking completions of
annual and semiannual performance evaluations.
5.Process Step Descriptions and Tips. The following are excerpts from the U of M
Leadership and Talent Development Program. They expand on the description provided in
section three and are meant to be an aide to supervisor in ensuring a meaningful performance
appraisal process.
A.Goal Setting. Goals are the most important way to set expectations for an
employee. They should include both and key behaviors and expectations needed for
achieving the desired key results to accomplish goals throughout the rating period. Well-
designed goals guide an employee’s priorities and efforts and set the agenda for the year.
Setting meaningful goals is one of the most powerful ways that you can motivate
employees, focus their contributions, and help them improve their performance. Clear
and relevant goals are the foundation for effective coaching and feedback as well as for
performance evaluations.
B.Ongoing Check-ins. Check-ins are regular discussions that happen throughout
the year to check in on progress toward goals, stay aligned on current projects, discuss
what is going well and what could be better, and agree on next steps. Ongoing check-ins
promote progress toward goals by providing opportunities for feedback and support.
Having regular meaningful conversations is key to on-the-job learning which is the single
most important way people improve and grow at work. The ideal frequency of check-in
discussions depends upon the work, the person, and any department practices. For most
roles, ongoing check-in conversations around goals should happen at least quarterly, and
they can be as short as 15 minutes. The following are recommended are the steps for a
check in:
(1)Discuss Roles and Responsibilities for Check-Ins. Discuss
expectations for what you, the supervisor, and your direct report are each
responsible for. A good time to do this is at the beginning of the performance
cycle, once the annual goals are set and revisit as needed. If one or both of you are
not taking ownership for your role in check-ins, this is an important place to start
your next check-in conversation.
(2)Review and Update Goals. Ongoing check-ins by design are
centered on goals.
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(3)Evaluate Current Progress And Provide Comments To
Support Performance And
Development. Discuss and evaluate progress toward goals; this does not need to be a formal
assessment. Provide feedback about the goals based on your observations, feedback from others,
and the updates that the employee has shared.
(4)Determine Next Steps.
Determine What do they need to support them in this work (additional information,
resources, skills, training, opportunities to practice, etc.)?
Discuss Agree on next steps for the work, for the person’s development, and for
your future check-ins:
•What are the person’s next steps and when will these next steps be
taken?
•What are your next steps as their supervisor and when will you
take them? This can be a simple conversation or a more detailed, formal
process. Consider what makes the most sense for the work, for the
individual, and what practices and expectations exist within your
organization.
Document Take a note of this information as reference for future check-ins,
especially since it will help inform the formal evaluation at the end of the
year: updated goals, summary of progress and next steps.
C.Performance Evaluation. Performance evaluation includes measuring
effectiveness in meeting expectations for achieving results as well as how those results
are achieved (i.e., behaviors). Effective performance evaluation does not happen only at
the end of a year but through ongoing check-ins throughout the year. Formal evaluation is
the final step in the performance management process and includes writing and delivering
a performance evaluation. Ideally, a formal evaluation is a summary of what has already
been discussed throughout the year. Steps:
(1)Get the Employee input on their results and impact. Have
employees summarize their key results and accomplishments for the year. These
descriptions should include: a) the situations they faced, b) the actions they took,
c) the results they achieved, and d) the impact of those results. Avoid asking
employees to self-rate. Instead, focus employee input on accomplishments and
impact. This increases communication and understanding, decreases disconnects
between the manager’s view and the employee’s view, and increases employee
ownership and acceptance of the process. Accomplishments and impact can be
included in part of the review, and can be helpful in making pay or promotion
decisions.
(2)Get Input From Others. Ask for input from an employee’s peers,
direct reports, and important partners in other departments or units. This type of
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input is often seen as especially credible and helpful for employees, and done as a
simple conversation or through a more formal feedback process
(3)Evaluate The Results The Employee Achieved. Identify the
employee’s most important accomplishments of the past year. Determine the
impact those accomplishments had on the department or city and the contribution
they made to important goals and priorities. Include context, accomplishment and
impact in your descriptions. Use relevant, accurate metrics (if available) to
inform your evaluation of the employee’s impact and contributions.
(4)Evaluate How They Achieved Results.Identify how the person
was expected to achieve results. Including behaviors in the evaluation process is
an important way of differentiating between employees who are performing more
or less effectively than others. Ask yourself:
•Did they meet the behavioral expectations on a consistent basis?
•Did they consistently exceed these expectations?
•Did they perform below expectations much of the time?
(5)Write The Performance Review. Take the time to be thoughtful
and specific with the narrative potions of the evaluation, as the narrative will be
the most useful portion of the review for the employee. Narratives provide
important feedback that helps the employee understand how they are performing
relative to the expectations for their role.
(6)Discuss The Review With The Employee. This is the most
important part of the process. Key point:
Context If you had formal or informal ongoing check-ins throughout the year,
summarize these discussions in the annual review conversation to provide
context.
Narrative &
Rating
Discuss the narrative, the performance rating, and the rationale for the
rating the person received. Discuss both the results the person achieved as
well as how they achieved those results (i.e., behaviors).
Input Ask the employee to share their thoughts and opinions on each portion of
the review.
Show
Empathy
If anything surprises the employee (particularly anything negative),
consider whether this is the first time they are hearing it. If it is, then let
them know that you are aware that this is new information to them and
give them time to consider what they have heard.
Give time Before and during review discussion:
Provide employees with a written review prior to your discussion so that
they a chance to familiarize and reflect.
If they react defensively expect that they will need time before they
can have a productive conversation about how to address the information.
If the employee is receiving regular feedback and coaching throughout the
year, nothing in an annual review should be a surprise.
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(7)Set Goals and Developmental Activities for the upcoming year.
Goals. If you aren’t already doing so, consider setting broad annual goals for next
year and then using ongoing flexible goalsetting for specific shorter-term goals.
Keep the broad goals specific, important and measurable. The review session is
often a good time to begin creating a development plan. Focus on the specific
behaviors and skills that will help the person be successful in achieving the goals
ahead.
Forms
a. New Employee Initial Counseling
b. Ongoing Check in Record.
c. Annual Review – Employee Input
d. Annual Performance Review
Example Forms
a. New Employee Initial Counseling
b. Ongoing Check in Record.
c. Annual Review – Employee Input
d. Annual Performance Review
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New Employee Initial Counseling: Used for new employees of existing employees taking on a new role.
Employee Name Position
Evaluation Period Evaluator
to
Job Title and Summary Description:from Job Description used in hiring
Key Onboarding Requirements:Identify those key onboarding items the employee must accomplish to meet the
requirements of the position and be successful.
Item Due by:
GOAL SETTING: Set Goals for the upcoming rating period grouped by areas of responsibility.
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DEVELOPMENT/ TRAINING GOALS: Indicate specific training or development goals for the upcoming rating
period.
Discussion Date: _____________
Supervisor: ________________________ Signature:____________________________
Employee:__________________________ Signature: ___________________________
Department Director Reviewed: Date:______________ Signature:______________________
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Ongoing Check In:(Mid-year required for probationary employees, those on performance review plans and department
heads.)
Employee Name, Title Evaluation Period
Evaluator, Title Department
GOALS: Copy and paste the goals set at the beginning of the rating period here.
DEVELOPMENT/ TRAINING GOALS: Copy and paste the goals set at the beginning of the rating period here.
Employee Input:Provide some bullet point updates on progress toward goals and assistance/ direction you need from your
supervisor.
Supervisors Feedback: Provide feedback on progress to date on goal achievement and guidance on the way forward.
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Area(s) for Improvement:Identify any areas requiring improvement and a plan to achieve that improvement.
Discussion
Date: Employee Signature: ____________________
Supervisor Signature:____________________
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ANNUAL REVIEW – EMPLOYEE INPUT
Employee Name Position
Evaluation Period Evaluator
GOALS: Copy and paste the goals set at the beginning of the rating period here.
DEVELOPMENT/ TRAINING GOALS: Indicate specific training or development goals for the upcoming rating
period.
KEY ACCOMPLISHMENTS: List three things you accomplished or felt were successes this past rating period.
Group by areas of responsibility and tie to goals set at the beginning of the rating period.
Growth Areas: List any challenges you overcame and what would you would like to have done better during the past rating
period and how you plan to improve those things in the next rating period. (minimum one)
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PROFESSIONAL DEVELOPMENT/ TRAINING: List your training/professional development achievements for the past
year.
ORGANIZATIONAL FEEDBACK:
I know what is expected of me at work? I
understand the mission and goals of my
Department / City?
Yes
No
Example:
I have the support, materials and
equipment I need to for my job well? (Clear
direction, access to my supervisor,
tool/equipment and training)
Yes
No
Example:
Do I receive enough / relevant feedback at
work?
Yes
No
Example:
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ANNUAL PERFORMANCE EVALUATION
Employee Name Position
Evaluation Period Evaluator
From: To:
“X” Appropriate Box. Comments required for “Exceeds Expectations” and “Needs Improvement”.
Please explain why in comments/examples and what actions are to be taken.
Exceeds Expectations: Performance is exceptional and usually exceeds job requirements.
Meets Expectations: Meets all job Requirements.
Needs Improvement: Performance is below standards and requirements of the job.
1. Values: Displays the Values of Honesty, Integrity, Service, Collaboration, and Excellence
2. Punctuality and Attendance:Works required hours, and arrives punctually to work and
scheduled meetings.
3. Accountability: Accepts responsibility for actions and/or accomplishments.
4. Job Knowledge:Possesses and applies the necessary knowledge and mechanical skills for
the position.
5. Professional Development: Participates in training programs, takes advantage of
educational opportunities, reads professional publications to stay current on new developments and
methods related to position.
6. Time Management: Organizes work to use time effectively and efficiently. Works effectively
under heavy workload and meets agreed-upon stated deadlines.
7. Initiative: Willing to accept new and/or additional responsibilities. Completes tasks with little
supervision, Suggests improvements to existing procedures.
8. Decision Making: Demonstrates effective decision-making skills. Regularly exercises sound
judgement. Thinks quickly and logically. Demonstrates ability to evaluate problems and situations
calmly and identify problem areas which need to be addressed.
9. Quality: Follows directions and asks questions as necessary to meet desired results. Work
accurate and thorough. Suggests ways to improve quality. Checks work to ensure good quality?
10. Safety: Follows safety rules and demonstrates safe work practices. Provide comment on any
accidents, equipment damage incurred over the past rating period.
11. Communication: Demonstrates effective oral communication skills and conveys information
in a clear and concise manner. Demonstrates effective written communication skills and conveys
ideas and information in written format.
12. Cooperation: Cooperates with peers and immediate supervisor to accomplish work
effectively and efficiently; helps create and maintain good working relationships, and provides
effective assistance.
13. Customer Service: When dealing with residents, customers, or the general public is
courteous, polite, patient, positive and helpful. Listens, displays empathy and responds in a timely
manner. Keeps customers informed
14. Leads: Creates a positive work environment focusing on teamwork, mutual respect and trust.
Gains commitments from organization members by setting the example, effective communication, and
maintaining discipline. Creates a culture which fosters individual motivation. Ensures teams is properly
trained and performs task in a safe manner.
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15. Plans: Sets goals and objectives, consistent with city/department goals, and develops plans to
achieve the desired goals. Schedules work activities effectively, arranges workload to resources
available to get desired result, allows flexibility in planning to accommodate changing needs by
adopting alternate plans, and copes well with unexpected occurrences through proper planning.
16. Resource Management: Develops /assists in developing the organization budget covering
all functions and monitor expenditures to ensure compliance with the budget. Ensures the care
maintenance of organization equipment, facilities and supplies.
17. Achieves: Plans and coordinates both internal and external activities and resources to ensure
successful completion of the organizations mission and goals.
Examples:
OVERALL ANNUAL ASSESSMENT: Provide an overall assessment of the employee’s performance during the
last review period. Group by areas of responsibility. For supervisors include assessment of management and leadership.
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Annual Review:Overall performance related to position requirements.
Outstanding
Performance is
distinguished in all
aspects of the position.
Exceeds
Expectations
Performance is
exceptional in the major
aspects of the position.
Meets
Expectations
A fully competent, highly
valued performer.
Needs
Improvement
Performance is below
the standards and
requirements of the
position.
Not Effective
Performance is well
below standard and is
unacceptable.
GOAL SETTING: Set Goals for the upcoming rating period grouped by areas of responsibility.
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DEVELOPMENT/ TRAINING GOALS: Indicate specific training or development goals for the upcoming rating
period.
Discussion Date: _____________
Supervisor: _________________________ Signature:____________________________
Employee:__________________________ Signature: ____________________________
Department Director Review: Date:______________ Signature:______________________
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New Employee Initial Counseling: Used for new employees of existing employees taking on a new role.
Employee Name Position
John Doe Parks Maintenance Worker
Evaluation Period Evaluator
1 Jan 20 to 30 Jun 21 Jane Smith, Parks Superintendent
Job Title and Summary Description:from Job Description used in hiring
Parks Maintenance Worker
This position performs a wide range of tasks to maintain the city parks, trails, natural/open space,
grounds, playground equipment, and lake access points. This position will require the use of a variety
of equipment and tools. Occasional help may be required for public works and the golf course.
Key Onboarding Requirements:Identify those key onboarding items the employee must accomplish to meet the
requirements of the position and be successful.
Item Due by:
Administrative enrolment (payroll, benefits, IT) 15 Jan 20
PPE Issue 20 Jan 20
Equipment certification on Chainsaw, Skid steer and Mowers 15 Mar 20
Complete State Certification for Pesticide application 15 April 20
Complete all annual Safety Training 15 April 20
GOAL SETTING: Set Goals for the upcoming rating period grouped by areas of responsibility.
Successfully complete your probationary period by:
Familiarization- visit each park in the system to become familiar with their layout maintenance needs and location.
Complete one round of inspections on Playground Equipment.
Successfully operator equipment for snow and ice operations on city trails, sidewalks and parking lots.
Successfully complete irrigation stat up procedures this spring.
Complete / assist coordinating preventive maintenance activities for parks and Golf Course equipment.
Use a continuation sheet if necessary
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DEVELOPMENT/ TRAINING GOALS: Indicate specific training or development goals for the upcoming rating
period.
Enroll and complete the pesticide course
Enroll in and complete the Shade Tree courses.
Discussion Date: _____________
Supervisor: ________________________ Signature:____________________________
Employee:__________________________ Signature: ___________________________
Department Director Reviewed: Date:______________ Signature:______________________
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Ongoing Check In:(Mid-year required for probationary employees, those on performance review plans and department
heads.)
Employee Name, Title Evaluation Period
John Doe PW Streets Supervisor January 1st, 2020 June 30th, 2020
Evaluator, Title Department
Jane Smith, Public Works
Superintendent
Public Works
GOALS: Copy and paste the goals set at the beginning of the rating period here. Identify any goal adjustments.
Roads: Continue to improve our pothole patching quality. Get our preventive bridge
maintenance done. Continue the work on the targeted street sweeping plan. Focus efforts on
reducing the amount of salt we use on our streets.
Stormwater: In 2020 focus on ensuring the numerous storm water maintenance tasks that
have been identified and will be identified are completed.
Equipment: Continue to work equipment into our asset/ work management system. Lead the
implementation of a preventive (proactive) maintenance system for 2020.
DEVELOPMENT/ TRAINING GOALS: Copy and paste the goals set at the beginning of the rating period here.
Complete 40 hours of professional development training and recertification’s. Sanitary sewer recert; Shade Tree
recert, APWA Winter conference continuing education; Cartegraph administrator certification.
Employee Input:Provide some bullet point updates on progress toward goals and assistance/ direction you need from your
supervisor.
Roads: Salt usage in the start of this year is down 20% from previous 2 years. I’ve instituted a new sweeping
program with the spring sweeping completed successfully.
Stormwater: I’ve completed the remaining MS4 inspection that had not been completed in 2019. I’ve noted one key
improvement for 2020 and am working to ensure we have sufficient funding. This spring we did not have ant spring
thaw flooding situations due to proactive maintenance of the system.
Equipment: The overall equipment readiness continues to improve with down time reduced form the same time last
year. We completed new equipment training for the new Toolcat prior to its use for winter trial maintenance.
Leadership and Management: We’ve successfully on boarded two new employees. So far to date we are under
budget on the budget lines I’m responsible for. We had no reportable accidents in the first 6 months of the year.
Training- I completed my shade tree recert via online training. Slightly behind on the Cartegraph training. Other
training is scheduled. Use a continuation sheet if necessary
Supervisors Feedback: Provide feedback on progress to date on goal achievement and guidance on the way forward.
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-Communication: So far,you’ve done a good job integrating and developing positive relationships with your
fellow supervisors and support staff through regular, respectful positive communication- Sustain.
-Key areas of focus going into the second half of 2021: o Preparation for winter with a focus on
reducing salt usage.
o Ensuring all of the preventive maintenance tasks and inspections are completed on time.
-Management of Staff: Good work managing of your staff and coordinating the staff that do not directly
report to you. With all of the challenges of the last 6 months you’ve ensured the city’s customer service has not
suffered.
Use a continuation sheet if necessary
Area(s) for Improvement:Identify any areas requiring improvement and a plan to achieve that improvement.
-Presentation skills-Not an issue but an area that you could go from good to excellent.
Example- slide decks in the last meeting were very busy with lots of small text.
Discussion
Date:
July 15th, 2020
Employee Signature: ___Signature_________________
Supervisor Signature:___Signature_________________
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ANNUAL REVIEW – EMPLOYEE INPUT
Employee Name Position
John Doe PW Streets Supervisor
Evaluation Period Evaluator
January 1st, 2020 June 30th, 2020 Jane Smith, Public Works Superintendent
GOALS: Copy and paste the goals set at the beginning of the rating period here.
Roads: Continue to improve our pothole patching quality. Get our preventive bridge
maintenance done. Continue the work on the targeted street sweeping plan. Focus efforts on
reducing the amount of salt we use on our streets.
Stormwater: In 2020 focus on ensuring the numerous storm water maintenance tasks that have
been identified and will be identified are completed.
Equipment: Continue to work equipment into our asset/ work management system. Lead the
implementation of a preventive (proactive) maintenance system for 2020.
Use a continuation sheet if necessary
DEVELOPMENT/ TRAINING GOALS: Indicate specific training or development goals for the upcoming rating
period.
-Recertify shade tree certification.
-Complete defensive drivers training
-Attend fall APWA conference to complete continuing education requirements.
KEY ACCOMPLISHMENTS: List three things you accomplished or felt were successes this past rating period. Group
by areas of responsibility and tie to goals set at the beginning of the rating period.
Roads: Salt usage in the start of this year is down 20% form previous 2 years. I’ve instituted a new sweeping
program with this year’s sweeping completed successfully.
Stormwater: I’ve completed the remaining MS4 inspection that had not been completed in 2019 as well as all of
those due in 2020. This spring we did not have any spring thaw flooding situations due to proactive maintenance of
the system. Managed the successful completion of 73 Stormwater maintenance tasks in 2020.
Equipment: The overall equipment readiness continues to improve with down time reduced form the same time
last year. We completed new equipment training for the new Toolcat prior to its use for winter trial maintenance.
Leadership and Management: We’ve successfully on-boarded two new employees. The department finished the
year under budget on the budget lines I’m responsible for. We had no reportable accidents this year.
Use a continuation sheet if necessary
Growth Areas: List any challenges you overcame and what would you would like to have done better during the past rating
period and how you plan to improve those things in the next rating period. (minimum one)
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Equipment Preventive Maintenance- we had several unexpected major equipment maintenance items this year that
may have been caught earlier have the operators done better preventative. While better than previous years there
is still room for improvement.
Plan to improve. Will look to develop a preventive maintenance schedule for operators that will then be spot
checked by the new Mechanic.
PROFESSIONAL DEVELOPMENT/ TRAINING: List your training/professional development achievements for the past
year.
Achievement 1.I completed my shade tree recert via online training.
Achievement 2. Achieved all of my needed continuing education credits.
ORGANIZATIONAL
FEEDBACK:
I know what is expected of me at work?
I understand the mission and goals of
my Department / City?
X
Yes
No
Example: I’ve been here for over 5 years and feel
comfortable in my position and where I add value to the
city.
I have the support, materials and
equipment I need to for my job well?
(Clear direction, access to my
supervisor, tool/equipment and training)
X
Yes
No
Example: I have what I need. I do believe the city should
look at a new system for doing XXXX which should improve
efficiency.
Do I receive enough / relevant feedback
at work?
Yes
X No
Example: I seem to only get feedback at the end of the
rating period. I would appreciate more frequent check ins
with my supervisor.
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ANNUAL PERFORMANCE EVALUATION
Employee Name Position
John Doe PW Streets Supervisor
Evaluation Period Evaluator
From:January 1st, 2020 To:June 30th, 2020 Jane Smith, Public Works Superintendent
“X” Appropriate Box. Comments required for “Exceeds Expectations” and “Needs Improvement”.
Please explain why in comments/examples and what actions are to be taken.
Exceeds Expectations: Performance is exceptional and usually exceeds job requirements.
Meets Expectations: Meets all job Requirements.
Needs Improvement: Performance is below standards and requirements of the job.
1. Values: Displays the Values of Honesty, Integrity, Service, Collaboration, and Excellence X
2. Punctuality and Attendance:Works required hours, and arrives punctually to work and
scheduled meetings.
X
3. Accountability: Accepts responsibility for actions and/or accomplishments. X
4. Job Knowledge:Possesses and applies the necessary knowledge and mechanical skills for the
position.
x
5. Professional Development: Participates in training programs, takes advantage of
educational opportunities, reads professional publications to stay current on new developments and
methods related to position.
x
6. Time Management: Organizes work to use time effectively and efficiently. Works effectively
under heavy workload and meets agreed-upon stated deadlines.
x
7. Initiative: Willing to accept new and/or additional responsibilities. Completes tasks with little
supervision, Suggests improvements to existing procedures.
x
8. Decision Making: Demonstrates effective decision-making skills. Regularly exercises sound
judgement. Thinks quickly and logically. Demonstrates ability to evaluate problems and situations
calmly
x
and identify problem areas which need to be addressed.
A solid performance should be
9. Quality: Follows directions and
asks accurate and thorough. Suggests
ways to I
questions as necessary to meet desired results.
Work characterized by predominately Meets
improve quality. Checks work to ensure good
quality?
x
10. Safety: Follows safety rules and
de accidents, equipment damage
incurred on
Expectations with 1-2 Exceed Expectations
monstrates safe work practices. Provide comment on
a and maybe 1-2 Needs Improvements er the
past rating period.
ny x
11. Communication:
Demonstrates a clear and concise
manner. Demonstrate information in
written format.
effective oral communication skills and conveys
inform
s effective written communication skills and conveys
idAn exceptional employee should have
predominantly Meets expectations with 3-4
ation in
eas and x
12. Cooperation: Cooperates with
p
and efficiently; helps create and maintain
g
eers and immediate supervisor to accomplish work
effeExceeds Expectations. ood working
relationships, and provides effective assis
ctively
tance.x
13. Customer Service: When dealing with residents, customers, or the general public is
courteous, polite, patient, positive and helpful. Listens, displays empathy and responds in a timely
manner. Keeps customers informed
x
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14. Leads: Creates a positive work environment focusing on teamwork, mutual respect and trust.
Gains commitments from organization members by setting the example, effective communication, and
maintaining discipline. Creates a culture which fosters individual motivation. Ensures teams is properly
trained and performs task in a safe manner.
x
15. Plans: Sets goals and objectives, consistent with city/department goals, and develops plans to
achieve the desired goals. Schedules work activities effectively, arranges workload to resources
available to get desired result, allows flexibility in planning to accommodate changing needs by
adopting alternate plans, and copes well with unexpected occurrences through proper planning.
x
16. Resource Management: Develops /assists in developing the organization budget
covering all functions and monitor expenditures to ensure compliance with the budget. Ensures the
care maintenance of organization equipment, facilities and supplies.
x
17. Achieves: Plans and coordinates both internal and external activities and resources to ensure
successful completion of the organizations mission and goals.
x
Examples:
E: Job Knowledge: John took over the project management in construction inspection role for this year’s stormwater
improvement project resulting in a smoothly run project that finished ahead of schedule and on budget.E:
Communication. John makes the effort to communicate and coordinate across departments and within the crew.
His strength is oral communication. He routinely works with residents to resolve issues and complaints. Examples
include resolving snow plow damage complaints and processing road maintenance requests.
N: Achieves: The 2019 Personnel Evaluation process was not completed in a timely manner. As of June none of his
had been counseled on their previous year’s performance nor did goals get set for the upcoming year.
OVERALL ANNUAL ASSESSMENT: Provide an overall assessment of the employee’s performance during the
last review period. Group by areas of responsibility. For supervisors include assessment of management and leadership.
-Roads: Successfully implemented the maintenance stripping program and maximized the
amount of crack sealing we got done with our limited resources. Successfully coordinated
contracted patches for a worst pavement section.
-Stormwater: Successfully took over the project management of the stormwater improvement
project. Nearly completed the storm water inspection plan for 2020. Several storm water
maintenance items remain on the list and overdue.
-Equipment: John has made great strides in improving maintenance readiness. He championed
the procurement of key pieces of equipment such as the tool cat, ROW mower and the brine
distributer. - Management. Overall John exceeded expectations when it came to managing his
department’s roles and responsibilities. He accomplished the vast majority of his missions on
time and within budget. He went out of his way to coordinate activities with staff and outside
agencies.
-Leadership. Overall John met expectations when it came to leading his department and
subordinates. John always goes the extra mile to represent the interests of the public work team
and ensure the administrative needs of his subordinates are addressed. I believe John has
excellent potential to be a leader at higher organizational levels with greater responsibility.
Use a continuation sheet if necessary
Annual Review:Overall performance related to position requirements.
x
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Outstanding
Performance is
distinguished in all
aspects of the position.
Exceeds
Expectations
Performance is
exceptional in the major
aspects of the position.
Meets
Expectations
A fully competent, highly
valued performer.
Needs
Improvement
Performance is below
the standards and
requirements of the
position.
Not Effective
Performance is well
below standard and is
unacceptable.
GOAL SETTING: Set Goals for the upcoming rating period grouped by areas of responsibility.
Roads: Continue to improve our pothole patching quality. Get our preventive bridge
maintenance done.
Continue the work on the targeted street sweeping plan with emphasis on tracking MS4
requirements. Focus efforts on reducing the amount of salt we use on our streets.
Stormwater: In 2021 focus on ensuring the numerous storm water maintenance tasks that have
been identified and will be identified are completed. Continue to refine the MS4
Equipment: Continue to work equipment into our asset/ work management system. Lead the
implementation of a preventive (proactive) maintenance system for 2021.
Use a continuation sheet if necessary
DEVELOPMENT/ TRAINING GOALS: Indicate specific training or development goals for the upcoming rating
period.
-Compete Commercial Driver relicensing
-Begin APWA Public Works Supervisor certification course with goal of completing in 2 years.
Discussion Date: __21 Jan 21___________
Supervisor: _______Jane Smith __________ Signature:______Signature ___________
Employee:______John Doe ____________ Signature: _______Signature _______________
Department Director Reviewed: Date:__22 Jan 21________ Signature:_______Signature ________
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Appendix B.Tuition Reimbursement Policy and Forms
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Tuition Reimbursement Policy
Purpose. The purpose of this plan is to provide guidance in the administration and
participation of the tuition reimbursement program for City of Orono Staff members.
Definitions:
Tuition Reimbursement Form – The document completed by an employee
requesting tuition reimbursement as approved by the City Administrator.
Tuition Cost – The amount of money charged by an institution for participation in
class(es) including all fees, service charges, textbooks and other expenses.
Educational Planning Statement – A statement of the employee’s educational
goals, how those goals will benefit the City of Orono in fulfilling its mission, the
courses the employee is going to take to achieve those goals, the approximate tuition
cost the for which the employee is seeking reimbursement and the time frame the
officer intends to use to complete the educational goals.
Reimbursable Amount – The amount of tuition cost that will be reimbursed to an
employee. May include all or only a portion of the tuition cost based on available
funds and must be approved by the City Administrator.
Procedure. All tuition reimbursement will be incumbent upon the amount of money
available to the City of Orono at the time application is made. Monies for reimbursement
can come from a combination of several sources such as private donations, grants and
available training money.
The employee will be responsible for filling out the Tuition Reimbursement
Application Form, completing an Educational Planning Statement and turning it in to
their Department Head. After review, the Department Head shall forward the
application and statement to the City Administrator with a written recommendation.
The Department Head shall forward this information to the City Administrator no
later than seven days after receipt. Improper or inadequate applications and/or
statements shall be returned to the employee.
Upon receipt of the Tuition Reimbursement Application Form and the Educational
Planning Statement, the City Administrator shall approve or disapprove the
application on a case-by-case basis based upon whether or not the employee’s
request is consistent with the mission and goals of the City of Orono and whether or
not there are adequate funds available to meet the employee’s reimbursement
request. The City Administrator shall notify the employee on the outcome.
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The employee shall be responsible for providing the Department Head with evidence
of satisfactory completion of approved class(es) within 30 days of receipt of grades
showing course completion. For our purposes, satisfactory completion of the course
means at least a grade of “C” or a “Satisfactory/Pass” and at least a 2.0 GPA. Any
grade less than a “C”, “Satisfactory/Pass” or lower GPA then a 2.0 shall result in no
tuition cost reimbursement for the employee. If the class is not completed, or no
grade obtained, the City would not pay. The maximum reimbursement per course
will be based on an average course cost at the University of Minnesota. Employees
may elect to attend a more costly school provided they pay the difference in cost.
Employees must reimburse the city if they voluntarily leave employment within
twelve months of receiving tuition reimbursement from the city.
It shall be the employee’s responsibility to provide the Department Head with the
necessary receipts for class(es), service charges, textbooks and other fees contained
within the tuition cost as approved by the City Administrator.
Eligibility.
Non-probationary, full-time employees in good standing shall be eligible for this
program.
An employee who leaves the employ of the City of Orono or is no longer an
employee in good standing will no longer be eligible for reimbursement.
Employees are also ineligible if they are receiving educational subsidies in the form
of grants, scholarships or other tuition reimbursement.
An employee who does not remain an active employee of the City of Orono for a
period of at least twelve months after successful completion of the course must agree
in writing prior to approval by the City Administrator to repay the tuition cost to the
provider(s) within one calendar year of separation from employ. This includes
resignation, retirement or termination for cause.
Limitations.Courses and coursework taken for credit at an approved educational institution
must meet the following criteria to be approved for reimbursement:
Employees approved for the program will be responsible for ensuring their class
schedule does not conflict with their work schedule. Flexible scheduling to obtain
this goal is acceptable, but flexible scheduling must have advance approval from
their Department Head.
Employees in the program will not be allowed reimbursement for mileage, lodging,
travel time, airfare or other expenses unless pre-approved by the City Administrator.
Courses must be directly related to the employee’s present position.
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Educational goals must be aimed at completion of a certificate, undergraduate or
graduate program.
Courses must be directly related to a reasonable promotional opportunity in the same
field of work as present position.
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Appendix C.Website Policy
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Website Policy
Purpose:The website is provided as an additional communication tool between the City
and the public it serves for the purpose of sharing public information related to the City’s
local governmental activities, programs and services, and other public entities. All
information on the City’s site will be provided in the most positive, professional, user-
friendly manner possible.
Participation:Designated City employees may have access and the ability to post
information on the City website. The Webmaster oversees all changes and updates to the
website. The Webmaster and the City Administrator have the final decision on what content
is appropriate to publish on the City website. Departments are expected to actively
participate in maintenance of the website, and must check their information on a periodic
basis to ensure that information is current and fresh.
The City website may not contain any message boards and prohibits the creation of blogs.
Creation of other Web Content:City employees cannot create separate web pages or
website for communicating City business without the approval of the Webmaster and City
Administrator.
Employees cannot create social websites for communicating City business orinformation
such as Facebook or Myspace without the approval of the Webmaster and the City
Administrator. If an employee receives permission, the social page must serve a specific
City purpose or need. The employee is also held responsible to adhere to the Data Practices
Act.
External Links:Links to other community or government information websites may be
provided within the City’s website under the following criteria:
The information in the linking site is useful and informative to the entire Orono
community rather than special interest groups.
•The information is presented from a neutral viewpoint.
•Typical organizations which may be appropriate for linking include:
•Ad hoc committees appointed by the City Council;
•Quasi-government entities, such as watershed and park districts that includeOrono;
•Other government entities;
•Public education institutions;
•Public utilities that serve Orono;
•Non-profit Orono civic, educational, athletic and recreational organizations;
•Athletic Associations that serve Orono;
•Organizations providing information about art, cultural, and sporting activitiesin the
City’s area;
•Organizations providing information about tourist attractions in the City’sarea;
•Generally recognized communityorganizations.
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Inappropriate links include, but are not limited to, sites which endorse a specificcandidate
for local, state or federal office, represent a religious position, or operate for-profit.
The City of Orono shall not be responsible for and does not endorse the information on any
linked website; nor does the City of Orono guarantee the accuracy, completeness or
timeliness of the information on those sites. The City of Orono is not liable for defamatory,
offensive, or illegal conduct of linked sites. The links from this site to other sites on the
World Wide Web do not constitute or imply endorsement or recommendation on the part of
the City of Orono.
Links to the City website are not controlled. It is the nature of the internet for websites tolink
to other websites. Administrators from other websites do not have to ask for permission to
link to the City of Orono website. It is recommended that websites that linkto Orono should
periodically verify links for accuracy since page URLs are subject to change without notice.
Advertisements:No advertisements other than for City-sponsored events, paid orunpaid,
will be posted on the City’s website.
Disclaimer:The City of Orono will make every effort to ensure the accuracy of the
information provided on its website. However, due to the possibility of unauthorized
modification of the data, transmission errors, HTML browser incompatibilities, human error,
changes made since the last update to the website or other aspects of electronic
communication that are beyond the City's control, the City does not guarantee the accuracy
of the information provided on its website and is not liable for reliance on the information.
Training
Department Heads shall be responsible for addressing staff training needs as part of the
development of their annual budgets in an effort to ensure each user is adequately trained to
accomplish their job duties. Annual training needs shall be reviewed with Administration in
order to determine if there are cross-Departmental needs. Training needs will be prioritized
based on amount of need, training funds available, and applicability to job functions.
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Appendix D.Information Technology Forms
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IT Devise Acknowledgement Form
1. Purpose
These guidelines pertain to City staff and Council Members who are issued a device purchased
by the city. The purpose of these guidelines is to outline the responsibilities and care required for
city-issued iPad or tablet devices.
The devices are intended to be utilized by City staff and Council Members for the purpose of
enhancing meeting workflow, reducing the use of paper agenda packet materials, improving staff
efficiency, and to improve the timeliness of Council, staff and resident communication.
2. Authored Use
Issued devices are intended for conducting City business. The city does not maintain loaner
devices, so users will be responsible for conducting meetings without a device in the event of a
lost or misplaced device.
Devices shall be maintained in a suitably charged state during work hours.
Inappropriate media may not be used as a screensaver or background photo.
Devices will be secured with a minimum eight (8) digit numeric pass code.
Sound shall be muted at all times unless needed for instructional purposes.
Personally-owned music, games and apps may only be present on city-issued device when using
a personal application store account.
In case a device is restored to its original condition, the user is responsible for restoring any
personal content.
City IT department is not responsible for backing up personal related content.
Users may save work locally on the device. It is strongly recommended that users utilize the
city-designated online storage technology.
Information stored on the iPad or tablet device could be classified as public, private, or other data
and is governed by the Minnesota Government Data Practices Act (MN Statute Chapter 13) and
must be treated accordingly.
City staff and Council Members should retain information stored on the iPad or tablet device in
keeping with city policies and procedures per the General Records Retention Schedule.
3. Personal/Home Use
The iPad or tablet device is a powerful computing tool. City-issued devices may be taken home
provided the use is consistent with the City’s mission, does not interfere with or negatively
impact any other person’s or entity’s rights and work and/or learning environment, and does not
conflict with any law Failure to adhere to the policy shall result in the revocation of such use
privilege.
Installation of applications is limited to applications that are consistent with the terms listed in
this policy and are available through the application store. Installation of additional applications
shall be at the sole expense of the user, utilizing their personal application store account.
Modification of the device’s operating system to allow installation of applications not approved
legally is prohibited. While instruction and advice may be offered, the City IT department is not
responsible for home network use or support.
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It is the policy of the city to maintain the right to access and disclose any and all messages
communicated through electronic means when city issued equipment is used. Regardless of the
intent of the message (business or personal), any employee involved has no right to privacy, or to
the expectation of privacy, concerning the content of any message or the intended destination of
any message when using city-issued equipment.
4. Device Care
Users will be held responsible for the maintenance and care of assigned communication devices.
•Keep batteries charged and ready for use at meetings.
•Clean the view screen with a soft, dry cloth or anti-static cloth as needed.
•Do not lean or place anything on the screen that may cause damage.
•Utilize the protective case at all times.
•When not in use, store in a secure location. Never leave in an unlocked car or any other
theft-prone area.
•Immediately report lost stolen, malfunctioning or damaged devices to the IT department.
•Stolen devices must be reported immediately to the local authorities.
•Consult with IT before connecting or syncing devices to another computer.
Devices that malfunction or are damaged must be reported to the IT Department. The City will
be responsible for repairing devices that malfunction. Devices that have been damaged from
misuse or neglect, in the sole and exclusive judgment of the IT department, will be repaired by
the City, with the cost borne by the user. Damage includes, but is not limited to, broken screens,
cracked plastic pieces, and inoperability. If the cost to repair the device exceeds the cost of
purchasing a new device, the user shall pay the full replacement value. If the device is stolen or
lost, the user shall pay an amount deemed appropriate by the balance of the Finance Director. If
the device is stolen or lost, the user shall pay the full amount of the replacement. All appeals will
be decided by the balance of the Finance Director.
5. Application Software
All software applications purchased and installed by the City IT department must remain on the
device in a usable condition and be accessible at all times. Users are responsible for personal
software applications and are responsible for installation and backup.
•Software purchased by the city will be done through the City’s application store account
or similar account.
•Users are allowed to purchase and download personal applications providing they are not
profane, obscene or offensive to others.
•The city is not responsible for the loss of any personal software applications when the
device is updated, tested with diagnostic tools or restored to its original state.
•Storage space needed for city applications will take precedence over space used for
personal items.
6. Purchase or Return of Device
Upon separation with the City, the City staff and Council Members must return the device to the
IT department. Upon separation with the City due to the conclusion of the term of office or
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resignation, the iPad will be returned to the IT department, who will: (1) have the device returned
to factory settings and remove any documents, images, files, or media stored on the device and
re-issue the unit; or (2) allow the outgoing Council Member or City staff to purchase his or her
device at “trade in” value established by a reputable electronic store.
7. Acknowledgement
All City staff and Council Members who are assigned an iPad or tablet device shall be provided
a copy of these guidelines and shall acknowledge receipt and understanding of the provisions
outlined herein. The guidelines may be updated as needed.
I agree that I will use the city iPad or tablet device in accordance with the specifics outlined
in this user agreement. I also understand that use of a city asset is a privilege that may be
revoked at any time.
Printed Name: ___________________________________
Signature: _______________________________________
Date: ___________________________________________
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Cell Phone Plan and Use Acknowledgement
Purpose/Policy
The purpose of this policy is to provide guidance with regard to who has cell phone privileges
and City expectations of those with City-owned or City reimbursed cell phones. Cell phones are
assigned to employees who must be accessible due to the nature of their duties and/or those who
must be available for emergency response or consultation.
The provision of a cell phone allowance or City-owned cell phone serves a public purpose in
providing employees with the ability to perform job-related duties, which are directly related to
the governmental purposes.
Scope
Based on business need in providing service to the citizens of the City, contractors, or City
related contacts,designated staff will be provided a cell phone for City business purposes. In lieu
of a City-owned cell phone, designated staff may elect to receive an allowance toward the cost of
an employee’s personal cell phone service which will also be used for City business purposes.
General Provisions
Based on business need, the Department Director and/or City Administrator will determine
which positions in the departments require a cell phone. These work-related needs include, but
are not limited to:
a.When safety of self or others may be at risk.
b.When the employee’s main work location is in the field where land lines and
other primary radio/telephone communications are not available.
c.To provide immediate communication with staff in the department and other
agencies as required to coordinate programs or provide customer service.
d.Improved efficiency in the performance of the job.
e.The need to be able to contact the employee on short notice.
f.The employee’s role in emergency response.
Monthly Allowance Election
Employees designated to receive a cell phone may elect to receive a _______ dollar monthly cell
phone allowance in lieu of a City-owned cell phone. Initial purchase of the cell phone, accessory
equipment, and activation fees will be the responsibility of the employee. The employee will
pay all costs exceeding the amount of the cell phone allowance.
Employees receiving an allowance, in lieu of a City-owned cell phone are responsible for the
following:
a.Procuring and maintaining cellular service from a reliable carrier who provides
phone numbers in the local calling area of Orono.
b.Providing documentation in a manner prescribed by the Finance Director to
activate and maintain monthly allowance payments.
c.Notifying the City within five (5) business days of the cellular service being
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disconnected or phone number being changed.
d.Limiting personal calls, incoming and outgoing, during work hours so as not to
interfere with City business or the performance of the employee’s job.
e.Replacement or repair of the phone.
No allowance will be paid when an employee is in a leave status exceeding forty-five (45) days,
unless approved by the City Council. No allowance will be paid when an employee is in an
unpaid leave status.
Approved Uses
Employees receiving a City-owned cell phone or cell phone allowance will be responsible for the
following:
a.Employees are expected to keep their cell phones turned on during their
designated working and on-call hours to assure they can be reached.
b.Retrieving messages on voice mail if telephone calls are missed on the cell phone.
c.Ensuring that use of the phone does not provide a distraction to the employee
during work hours. This includes setting the cell phone to a silent alert mode
during meetings and other times that an interruption is undesirable.
d.Employees in possession of City-owned cell phones are required to care for the
equipment in a responsible manner and to take appropriate precautions to prevent
theft, damage, and vandalism.
e.Providing adequate security for the phone to prevent unauthorized users from
accessing work-related telephone numbers or documents stored on the cell phone,
including, but not limited to, using a pass-code lock function when available.
f.Limited Personal Use Exception: personal use during off-peak and weekend hours
is permitted with City-owned cell phones, provided no costs are incurred by the
City for such use. If the City does incur costs for employee’s personal use, the
employee will be responsible for immediate payment of the personal use charges.
Unapproved Uses
Employees receiving a City-owned cell phone are prohibited from the following:
a.Using City-owned cell phones for personal long-distance.
b.Use of the equipment for personal profit or gain.
c.To transmit, receive or distribute pornographic, obscene, abusive, or sexually
explicit materials, or materials containing unclothed or partially clothed people.
d.To violate any local, state, or federal law or engage in any type of illegal activity.
e.To engage in any form of gambling.
f.To engage in any type of harassment or discrimination, including but not limited
to sexual harassment and harassment or discrimination based upon race, gender,
sexual orientation, religion, national origin, marital status, status with respect to
public assistance, disability or any other type of harassment or discrimination
prohibited by law and City Policy.
g.To engage in any type of commercial enterprise unrelated to the specific purposes
and needs of the City.
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h.To engage in any form of solicitation without the express prior written consent of
the Department Director or City Administrator.
i.To promote any political or private causes, or other activities, without the express
prior written consent of the Department Director or City Administrator.
j.To enter into financial or contractual obligations without the express prior written
consent of the Department Director or City Administrator. Any financial or
contractual obligation entered into by an employee without the express written
consent of the Department Director or City Administrator shall be the sole
responsibility of the employee.
k.To advocate any type of unlawful violence, vandalism, or illegal activity.
Safety: Cell Phone Use While Driving
Safety must come before all other concerns. Regardless of the circumstances and in accordance
with Minnesota law, employees are required to use hands-free operations or pull off into a
parking lot and safely stop the vehicle before placing or accepting a call. Employees are
encouraged to refrain from discussion of complicated or emotional matters and to keep their eyes
on the road while driving at all times.
Privacy
Designated employees are provided City-owned cell phones to assist them in the performance of
their jobs. All such equipment is the property of the City and is to be used for City purposes.
Employees with City-owned cell phones should have no expectation of privacy in anything they
create, store, send or receive using the City’s cell phone.
Information created, stored, sent, or received by an employee acting in his or her government
capacity using a personal cell phone may be classified as government data subject to the
requirements of the Minnesota Government Data Practices Act. Such data is subject to review by
the City and disclosure to the public where required by law.
Responsibility
The City Administrator, or designee, will have primary responsibility for implementation and
coordination of this policy. Violations of this policy will subject the user to disciplinary action
in accordance with the personnel policy or collective bargaining agreement. The Division
Directors will be responsible for enforcement within their departments. When an employee
terminates employment, the Division Director is responsible to ensure that a City-owned cell
phone is returned to the City. The City-owned cell phone shall be returned to the City prior to
final compensation to the employee.
Acknowledgement
A Cell Phone Plan and Use Acknowledgement Signature Form will be required to be completed
prior to any employee using a City-owned cell phone or receiving a cell phone allowance.
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As an employee that has been identified as being in a position that requires the use of a cell
phone, I acknowledge that I have received the City of Orono’s policy on Cell Phone Use and
understand that this receipt will be filed with my personnel records.
I hereby choose the following:
□I will use a city provided cell phone.
□I choose to use my personal cell phone. I understand that under current IRS regulations,
the reimbursement that I will receive is added to my taxable income.
_____________________________________
Name (Please Print)
My Phone Number is: ___________________ My Provider is: ___________________
___________________________________________________________
Signature Date
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Appendix F. Expense/Reimbursement Report
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PLEASE DO NOT STAPLE RECEIPTS TO FORM
City of Orono Print Name:
P.O. Box 66
Crystal Bay, MN 55323-0066Employee Signature:
(952) 249-4600
Date Start End Meals Lodging Misc Purpose
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.00
0 $0.625 -$ -$ -$ -$ -$
2022 Personal Expense Reimbursement Form
Destination
Mileage Other ExpensesMiles
Traveled Mileage $
Totals
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Appendix G.Position Reclassification Guidelines and Process
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POSITION RECLASSIFICATION GUIDELINES AND PROCESS
Purpose and Scope:
The City of Orono is committed to maintaining a fair, consistent, and predictable position classification
and compensation program for the benefit of all employees. While the City will take reasonable measures
to ensure that all positions are accurately reflected in position descriptions and classification points and
grades, there may be instances where a formal review of a specific position is warranted. The following
information provides guidance related to the general classification methodology used by the City, formal
review request eligibility criteria, and the reclassification process.
Definitions:
Classification Determination is the outcome of the analysis process that results in the allocation of a pay
grade level to a position.
Comparable position is comparable to the position under review in its functions, responsibilities and
accountabilities, direct supervisor responsibilities, and/or organizational hierarchy and scope.
Desk Audit is an opportunity for the incumbent to describe the duties and responsibilities of their position
and provide illustrative examples.
Direct supervisor is to whom an incumbent directly reports and completes the incumbent’s annual
performance evaluation.
Incumbent is an employee who has been appointed to the position under review on a continuous basis or a
fixed term.
Job Analysis is the process used to measure the relative worth of positions within an organization at a
point in time.
Position Description (PD)is an approved City document which outlines the primary accountabilities and
responsibilities of a position and the essential and desirable criteria required to undertake the position.
Reclassification is a change in classification due to an up, down, or lateral pay grade change.
Methodology:
The City utilizes a formal methodology to conduct position analysis and classification and positions will
be scored using a plan adapted from the Hay Method. The model assigned each position a score in the
following categories (adapted from the State of Minnesota 2009 Hay Manual): Know-How, Problem
Solving, Accountability, and Special Conditions. The following information provides a summary of
factors and considerations used to apply this classification method.
Know-How represents the knowledge, skills and abilities an employee needs to be successful in a
particular job. The Hay evaluation method places the greatest emphasis on Know-How. Know-How is
defined as an expert skill, information or body of knowledge that imparts an ability to cause a desired
result. The Know-How category is the most heavily weighted category. If a position is more easily
learned, the position will point toward the lower end of the scale.
Know-How category is further divided into three parts: Depth and Breadth of Job-Specific Knowledge
(aka Technical and Specialized Know-How and Job-Specific Knowledge); Integrating Know-How (aka
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Managerial Breadth or Know-How); and Human Relation Skills (aka Human Relations Know-How). A
number is assigned for total Know-How points by making several separate choices for each of the three
elements described and an overall assessment.
Job-Specific Knowledge includes the position's requirements for knowledge and skills related to
practices, procedures, specialized techniques and professional disciplines. It also includes basic and job-
specific supervisory and managerial knowledge/skills/abilities (KSAs), when appropriate. This aspect of
Know-How does not make distinctions among differently-sized managerial jobs nor does it include
human relation skills. It is important to remember that this element measures the requirements of the
position, not the qualifications of an incumbent.
Integrating Know-How considers the need to integrate and manage progressively more diverse functions
and is used to rank managerial breadth and scope, from similar to very different functions. When
required, basic and job-specific supervisory and managerial knowledge, skills and abilities are included in
the Job-Specific part of a Know-How rating. The overall size of an organization directly influences the
number of managerial breath categories, because the organizational size often reflects requirements for
increased managerial complexity and diversity.
Human Relation Skills is the third element of a job's Know-How rating. It is the active, practicing
interpersonal skills typically required for productive working relationships to work with, or through,
others inside and/or outside of the organization to get work accomplished. It assumes that each job
requires a foundation of basic human relations skills. To be effective, an employee must typically be
proficient at the highest level of Human Relations Skill regularly required for the position.
Problem Solving is the process of working through details of a problem to reach a solution. Problem
solving may include mathematical or systematic operations and can be a gauge of an individual's critical
thinking skills. Problem Solving measures the intensity of the mental process that uses Know-How to: (1)
identify, (2) define, and (3) resolve problems. It is a percentage of Know-How, reflecting the fact that
"you think with what you know." This is true of even the most creative work. Ideas are put together from
something already there. The raw material of any thinking is knowledge of facts, principles and means.
Context includes the influences or environment that limit or guide decision-making such as rules,
instructions, procedures, standards, policies, principles from fields of science and academic disciplines.
Positions are guided by organizational, departmental or functional goals, policies, objectives and practices
circumscribed by procedures and instructions. In general, policies describe the "what" of a subject matter,
procedures detail the steps needed to follow through on a policy (i.e., how, where, when, by whom) and
instructions outline the specific aspects of how to perform the tasks, such as the operation of a machine or
how to select the appropriate letters to use in particular situations.
Thinking Challenge includes the nature of the problems encountered and the mental processes used to
resolve the problems. The scale ranges from simple problems to very complex issues, with the premise
that simple issues recur regularly in the same form and after a while are resolved by rote or instinct, but
very difficult issues require substantial thinking and deliberation. The types of situations encountered and
the processes involved in identifying, defining or resolving related problems are considered. Thinking
Challenge reflects the degree of difficulty in finding improvements and adapting to changes.
Accountability does not mean being responsible for getting one's own work done. Rather, it reflects
responsibility for actions and their consequences and the measured effect of the job on end results, or
impact, for the organization. Accountability includes three factors: Freedom to Act/Empowerment,
Magnitude, and Job Impact.
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Freedom to Act/Empowerment involves the degree of personal or procedural control or guidance
exercised over the position. For example, what constraints are put on an employee in this job? How
closely supervised is the position? What kinds of decisions are made higher up in the organization?
Magnitude is the portion of the total organization encompassed by the position's primary purpose. It's
most typically indicated by the general dollar size of the area(s) most directly affected by the job, i.e., the
resources over which the position has control or influence. A variety of factors are considered such as size
of budget is employee responsible for, what degree of influence is held and is this person a decision
maker.
Job Impact is considered to be indirect (indirect or contributory) or direct and measurable (shared or
primary). It involves the way in which the position's actions affect end results in the agency. For example,
how does the employee influence the business - directly or indirectly? Does the employee provide
advisory or interpretive services for others to use in making decisions? Is the job an information-
recording one? Does it provide a necessary service with a relatively small effect on the business of the
agency? "Contributory" and "primary" are, by far, the most frequently used options.
Information For Direct Supervisors And Staff:
The analysis of the work value of a position is the measure of the relative worth of positions within an
organization at a point in time. This means that the City of Orono Classification and Compensation
compares the work that is performed not only to similar jobs, but also on a scale that encompasses all City
positions.
Submissions for reclassification of a position(s) may be made by the direct supervisor or an incumbent(s)
who occupies the position or group of positions. The incumbent may submit a request for a position
reclassification review with or without the support of the unit. However, all updated position descriptions
must be reviewed and approved by the related Department Head, the City Administrator, and the Council
prior to formal classification review.
An incumbent may submit their PD for reclassification no more than once every twenty-four (24) months,
unless otherwise authorized by the City Administrator. In addition, in order to be eligible to submit a
position for reclassification, an incumbent must be performing the duties, as written, for a minimum of six
(6) months prior to initiating the reclassification request and meet the minimum qualifications of the
requested classification.
Direct supervisors are also eligible to submit requests for position reclassification for positions which fall
under their direct management. Where the direct supervisor initiates a reclassification process, there is no
requirement to gain the incumbent’s agreement to the PD although it is encouraged to have a discussion
regarding the document with the incumbent.
The direct supervisor may submit a request for reclassification of a position at any time the supervised
incumbent has been performing at a higher level for a minimum of six (6) months.
In general, Reclassification requests can only be submitted by:
• Incumbent;
• Direct supervisor; or
• Department Head/City Administrator/Council, as part of a reorganization plan.
Reasons for Classification Review:
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Existing positions require formal analysis for possible reclassification when there have been significant
changes to the position that are deemed to be ongoing in nature and may have resulted in a significant
increase in the work value, or impact, of the position.
Changes in a position may result from the duties and responsibilities having significantly evolved over
time including new duties or a redistribution of duties within a work area. The City will determine the
appropriate pay grade level and classification of a position by undertaking an overall analysis of the
following, using the Hay Method described above:
• Consideration of the position in relation to the work being performed.
• Changes to the position taking into consideration the Hay Methodology criteria.
• Comparable positions to ensure equity and consistency in measurement of work value within the unit
and across the City.
• The ongoing nature of the changes to the duties, responsibilities, and essential requirements.
All of the above factors are considered when making an overall analysis of work value – one factor alone
is unlikely to demonstrate an increase in the relative worth of a position.
The following factors or circumstances are not valid considerations in the analysis of work value:
• The incumbent’s performance in the position.
• Length of service or time in the position.
• Education beyond the minimum required education of the classification.
• Knowledge, skills, and abilities (KSAs) the incumbent may have that are not directly relevant to the
position under review.
• Anomalies and inequities in terms of other positions within the City.
• Short term duties performed in addition to the incumbent’s regular position description duties; a one-off
or short-term project is not considered as a basis for reclassification.
• Mechanism for retention of incumbent.
• An increase in the work volume alone is not considered the basis for reclassification; there must be a
demonstrated change and increase in work value or impact.
Steps For Requests For Submitting A Reclassification:
Step 1: Discussion
If there have been significant ongoing changes to the position duties and responsibilities, this may result
in a change in the work value of the position and possibility of the need for reclassification. Contact your
Department Head or direct supervisor to discuss updating your Position Description (PD).
Step 2: Initiate Reclassification Action
Incumbent initiates: An agreed upon PD is developed between the incumbent and direct supervisor.
Direct supervisor initiates: The direct supervisor submits an updated PD to reflect the revised duties and
responsibilities. The direct supervisor, per policy, is certifying that the PD is accurate.
Note: To avoid confusion about duties and responsibilities, direct supervisors should discuss any changes
to the PD with the incumbent who occupies the position which is proposed to be reclassified. Direct
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supervisors are not required to gain the incumbent’s agreement to the changes; however, incumbents
should be made aware of the pending classification review.
Step 3: Routing
The direct supervisor routes the updated PD to the appropriate department head and City Administrator
for their review. All final updated position descriptions must be formally approved by the City Council
before proceeding.
Step 4: Position Analysis
Once the updated PD has been approved, the City Administrator and Finance Director will undertake an
analysis, which may include a desk or phone audit, to review the reclassification documents, and make a
reclassification determination, usually within 30 days.
All final reclassification determinations must be formally adopted by the City Council.
Step 5: Approval
If adopted by the council, the direct supervisor will finalize the reclassification action by notifying the
incumbent and obtaining a signed copy of the new PD and classification. These signed documents will be
retained in the department personnel file to ensure all parties are aware of the expectations of the position.
Effective Date Of Reclassification
Fair and reasonable time frames will be adhered to throughout the reclassification process.
Reclassification requests should be promptly submitted for evaluation and final determination. The
effective date of an approved reclassification request should normally coincide with the date the PD is
formally adopted by the City Council. In exceptional circumstances, the City Council may determine an
earlier effective date of reclassification upon written request.
Reclassification Appeal
If the incumbent or direct supervisor is not satisfied with the reclassification determination, they may
request an appeal. The appeal must be filed within thirty (30) calendar days of receipt of the
reclassification determination. The City will engage an objective third party consultant to review the PD
and classification within three months of the filed appeal and to make an independent recommendation to
City leadership and Council. The final decision will be communicated by the City Administrator. If the
original classification decision made by the City is upheld by the third party and the incumbent chooses to
accept the independent decision, they will be eligible to apply for a new classification review six (6)
months after the receipt of the appeal decision.
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Appendix H. Flexible Work Arrangement Policy
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Flexible Work Arrangement Policy
1. Purpose. This policy establishes the guidelines for flexible work arrangements to situations
that fall outside of the typical City work schedule and last longer than two months. The City of
Orono recognizes that flexible work arrangements can help the organization retain valuable
employees and reduce turnover costs by providing a way for staff to more effectively meet the
demands of their work and personal responsibilities. Such arrangements offer an alternative
approach to completing work through non- traditional work hours and worksites. The City
supports workplace flexibility to promote a highly productive work environment that allows
employees to balance their work and professional needs while offering workforce dependability
and consistency.
2. Scope. All types of City employees (full-time and part-time, union and non-union) may be
considered for a flexible work arrangement, depending on their job duties. While not all
positions will be suitable for flexible work arrangements, requests will be reviewed on a case-by-
case basis taking into account the departmental needs and the employee’s ability to maintain a
high level of service. A flexible work arrangement is a business and workplace strategy, not an
employee benefit or employee right. Flextime may not be feasible within some departments or
bargaining units based on their operational and business needs. Refer to the applicable
agreements for additional information.
3. Definitions.
A.Flextime: Agreed-upon starting and departure times that differ from the standard
schedule for the department or work group. Flextime does not reduce the total number of hours
worked in a given workweek. Flextime options can include fixed starting/ending times that
change periodically; starting and ending times that can vary daily and variations in the length
of days (e.g. six-hour day followed by a 10-hour day).
B.Compressed workweek. A traditional 40-hour workweek condensed into fewer than
five workdays. The compressed workweek options available to employees are as follows:
(1) Four-day Workweek (assuming 40 hours/week) - Employee would be required to
work four 10-hour days and would take off one (1) work day per week. This schedule must be
fixed for the term of the agreement. This schedule must be fixed for the term of the agreement
but may alternate with normal 5-8 hr day work week within the same pay period to allow
employees to alternate to provide department coverage.
(2)4½-day Workweek (assuming 40 hours/week) - Employee would work four (4)
nine-hour days and one (1) four-hour day each week. This schedule must be fixed for the term of
the agreement but may alternate with normal 5-8 hr day work week within the same pay period
to allow employees to alternate to provide department coverage.
C.Teleworking: A regular, routine work arrangement that allows the employee to perform
a portion of the job outside of City facilities. This type of arrangement specifies the number of
hours tobe worked outside of the office and the specific time in which it will occur. Employees
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must be self- disciplined, self-motivated, and comfortable working away from the office
setting. Positions suited for teleworking are those that can be successfully performed remotely
and require minimal supervision and limited face-to-face contact.
4. Criteria. Flexible work arrangements are discretionary based upon the operational needs of
the department, division or work group and must have prior approval by the supervisor,
department head and City Administrator. In some cases, a request for family and medical leave
or a reasonable accommodation related to a disability may be more appropriate than a flexible
work arrangement. Requests for flexible work arrangements will be evaluated on the following
criteria:
A.Can the employee’s job duties, tasks and responsibilities be performed remotely or
independent of co-workers or team members?
B.Can the work be monitored with quantifiable tasks, quantity and qualitymeasures?
C.Is there likely to be an adverse impact on customers orcoworkers?
D.Will working remotely expose private or confidential data to an unacceptable level of
risk?
E.Has the employee successfully completed the new hire probationaryperiod?
F.Has the employee demonstrated a high degree of skill and job knowledge?
G.Does the employee have a proven record of satisfactory job performance andattendance?
H.Has the employee consistently demonstrated appropriate self-discipline, self-motivation
and the ability to work independently?
I.Has the employee consistently demonstrated strong communication skills and the ability
to communicate with others in an appropriate form, time and level ofdetail?
J.Are there sufficient funds available to acquire needed resources?
5. Guidelines.
A.General Guidelines.
(1)A flexible work arrangement is a business and workplace strategy, not an employee
right or universal employee benefit.
(2)A flexible work arrangement is not a substitute for paid time off. Flexible work
arrangement requests are not the same as the occasional need for flexibility. Flexible work
arrangements generally last longer than two months and are a regular and predictable part of the
employee’s work schedule.
(3)Not all requests will be accommodated and not all positions are appropriate for
flexible work options.
(4)The operational needs of the department, division or work group must be met even
when an employee has a flexible work arrangement.
(5)Performance expectations remain the same regardless of the employee’s work
schedule or location.
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(6)Flexible work arrangements are not guaranteed or permanent – they may change as
the needs of the department, division or work group change.
(7)The supervisor may temporarily adjust work schedule or location as needed to meet
the operational needs of the work group.
(8)Flexible scheduling is limited to the standard 40-hour work week. All 40 hours must
be accounted for in the work week.
(9)Flexible work arrangements must not result in additional work for otherstaff.
(10)Customers and other staff should not be adversely affected by a flexible work
arrangement. If a flexible work arrangement creates adverse effects, the City and the employee
shall work to eliminate them. The City retains the right to end the arrangement if the adverse
effectscontinue.
(11)Flexible work arrangements must be in compliance with the City’s information
security and data policies as well as all other City policies.
(12)The employee should receive approval for temporary deviations in his or her
established work schedule from the supervisor in the same manner that he or she would without a
flexible work arrangement.
(13)Flexible work arrangements may be modified or discontinued for any reason as
needed to ensure that the arrangement does not negatively affect the quality, quantity or
productivity of the employee or the work group.
(14)Supervisors should consult with Human Resources about recording time on
timecards for holidays, vacation and other leaves.
(15)All flexible work arrangements are subject to the City’s Employment Rules and
must conform to the overtime, record keeping and other provisions of the Fair Labor Standards
Act and other relevant laws. Lunches and breaks should be provided for in a flexible work
arrangement.
(16)Eight hours of pay is the maximum allowed per holiday. If a holiday falls on a
day that an employee is scheduled to work more than eight hours, the employee must use
vacation or personal leave to supplement the rest of the scheduled workday or flex the time by
working another day not to exceed 12 hours as approved by the supervisor.
(17)An employee may appeal a decision on a flexible work arrangement to their
department head or, if the employee’s supervisor is a department head, to City Administrator.
B.Teleworking Guidelines.
(1)In order to ensure continuity of operations, employees may not work remotely more
than 50% of their work week.
(2)Teleworkers who work from home are responsible for having a designated work area
that allows them to report to the office with one hour’s notice or within the employee’s normal
commute. The work area should be suitable to complete the work assigned, safe, and
ergonomically appropriate and located in an area free from noise such as barking dogs. It should
provide sufficient security for data, phone conversations, etc. Teleworkers who require home
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adjustments are responsible for any costs associated with remodeling and the initial setup of a
designated workspace.
(3)Equipment needs for teleworking are determined on a case-by-case basis between the
supervisor and employee. The City of Orono will not provide teleworking equipment unless it is
justified depending on the needs of the department, division or work group and the nature of the
work assignment. The decision as to type, nature, function and/or quality of electronic hardware,
software, systems access, data and phone lines rests with the supervisor in coordination with the
City’s Information Technology department. Equipment provided by the City is limited to
authorized persons for City-related purposes.
(4)Provisions of the Minnesota Government Data Practices Act and data privacy policies
must be followed when performing work at a remote location. Employees will be expected to
ensure the confidentiality and security of all City data accessed from or transported to the remote
worksite.
(5)A teleworking arrangement cannot substitute for dependent or child care. The remote
work site must be free of distractions including demands on the employee’s time and attention by
dependents. Employees must have the same dependent care arrangements in place when they are
teleworking as they would if they were working at a Cityoffice.
(6)Any work-related accident, injury, or illness that occurs while teleworking should be
reported immediately to the employer’s supervisor so that a first report of injury can be
completed. An employee is covered by Worker’s Compensation laws while teleworking.
(7)An employee’s existing insurance policy(ies) may not include coverage for liability
arising out of the use of a residence for a business purpose. Employees are solely responsible for
determining an appropriate level of insurance based on their own circumstances.
(8)Federal and state tax implications of teleworking and use of a home office are the
responsibility of the employee.
(9)The teleworker’s schedule, including number of teleworking days per week, normal
teleworking hours and use of vacation, personal or compensatory time will be discussed with the
employee prior to finalizing the teleworking agreement.
(10)Unless other arrangements are made, the employee will be expected to attend all
assigned office meetings related to the performance of the job, including those held on a
teleworking work day. Reasonable attempts will be made to accommodate the teleworker’s
schedule.
(11)The supervisor retains the right to call a teleworker into the office as needed. As
such, a teleworking employee must have a designated work area that allows them to report to the
office with one hour’s notice or within the employee’s normal commute.
(12)Teleworkers and supervisors are expected to develop an effective communication
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strategy. Teleworkers must be reachable via telephone or e-mail during agreed-upon workhours.
(13)Teleworkers must notify their supervisor if they are unavailable for more than one
hour.
(14)Travel to and from a City office for the purposes of meetings or other work
requirements are not considered eligible for compensation and mileage will not be reimbursed.
(15)Ongoing interaction between the employee and his or her work unit should be
maintained daily by phone and/or emails.
The teleworking employee should be as accessible as they would be in City offices. The only
difference is where the work occurs. The arrangement must be seamless tocustomers.
6. Process.
The employee must complete a flexible work arrangement request form and submit it to his/her
supervisor.
A.The employee and supervisor must discuss the flexible work arrangement request.
B.The work group’s operational needs must be considered (e.g., impact on work group, co-
workers, customers, budget, business needs, etc.)
C.Supervisors should specify when the employee is expected to be present at the office,
how they are to be available during their offsite work time and how they are to communicate
their specific availability, if the flexible work arrangement is approved.
D.Flexible work arrangement agreements must be in writing and approved by the
supervisor, department head and Human Resources Manager before taking effect.
E.Supervisors should evaluate an employee’s flexible work arrangement with him/her on an
ongoing basis.
F.The City will assess the flexible work arrangement policy on a periodicbasis.
7. Performance Standards.
A.The City of Orono’s policies and procedures as stated above apply to all flexible work
arrangements.
B.A flexible work arrangement will start with a pilot period of three months during which
the employee and supervisor will regularly discuss how it is going, whether productivity is being
maintained, and whether adjustments are needed or if the arrangement should be amendedor
discontinued. The arrangement may continue after the trial period if deemed successful by both
the employee and the supervisor.
C.Flexible work arrangements sunset at the end of each calendar year; they may be renewed
depending upon an assessment of the arrangement by the employee and the supervisor. An
application for a flexible work arrangement is required each year.
D.Whenever possible, weekly face-to-face check-ins should occur between the supervisor
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and employee to discuss work progress.
E.Any changes of work hours or work location should be reviewed and approved by the
supervisor in advance.
F.Either the employee or the supervisor may terminate a flexible work arrangement at any
time and for any reason as needed with reasonable notice.
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Flexible Work Agreement
Period: Start Date:End Date: _
Schedule: In the chart below list the hours each day for telework or flexible work.
Pay
period
Week
Day Telework Schedule Flexible Work/
Compressed Work
Schedule
Additional Details
1 Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
2 Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
I have reviewed the Flexible Work Arrangement Policy and agree to abide to the terms and
conditions set forth by the policy.
Date Employee
I have reviewed the above information with _____________________________ prior to their
participation in the City's Flexible Work Arrangement Policy.
Date Department Head
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Appendix I. Credit Card Policy
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City of Orono Credit Card Policy
1. Purpose. The purpose of this policy is to establish guidelines for the City of Orono to
provide for the issuance of credit cards to personnel. Credit card is intended for purchases needed
for City operations. Use of the credit cards would provide efficiencies, such as:
a. Less time required at the point of sale with retailers
b. Purchases made over the Internet, resulting in lower costs.
c. The total number of checks written is reduced.
2.Authority. The City of Orono is authorized to use credit cards for official City of Orono
purchases and the Finance Director will determine which personnel will be assigned credit cards.
Credit cards will be issued only when it is clear that they will create efficiencies in the normal
purchasing process. Each card issued will bear the name of the City of Orono and the individual
card holder. The employee whose name is on the card is the only one authorized to use that card,
unless the employee specifically temporarily authorizes a subordinate to use the card for a
specific purchase. The City credit card (not a personal card) should be used for City business
requiring the use of a credit card.
3.Authorized Card Use. Cardholders are authorized to use the card to purchase merchandise
or services required as a function of their duties at the City of Orono. This includes the purchase
of food and/or non-alcoholic beverages for business meetings and public events. A purchase
made with a credit card may be made in -store, by telephone, fax, internet or U.S. mail. All
purchases that are not picked up in-store should be shipped directly to City facilities, unless prior
authorization for a home delivery is given by the Department Head or City Administrator.
4.Unauthorized and/or Inappropriate Card Use. Credit cards must never be used to
purchase items for personal use or for non-City of Orono purposes, even if the card holder
intends to reimburse the City of Orono. In the event of accidental use of a City credit card, the
cardholder will reimburse the City for the full purchase price, plus any applicable fees, within
five (5) days of the accidental use, or notification by the Finance Department of the accidental
use. Unauthorized and/or inappropriate card use includes, but is not limited to:
a. Items for personal use;
b. Items for non-City of Orono purposes;
c. Cash or cash advances;
d. Alcoholic beverages (except authorized Golf Course purchases);
e. Weapons of any kind or explosives (except authorized Police Department purchases);
f. Relocation expenses;
g. Personal entertainment; and
h. Recreation.
5.Responsibility & Accountability. It is the responsibility of the individual cardholder to:
a.Safeguard the credit card and credit card account number at all times; lost or stolen
credit card must be immediately report to the Finance Department (or the credit card
company during off-hours).
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b.Ensure that all City purchasing procedures are followed, including guidelines with
respect to quotations and bids.
c.Ensure that the card is used only for legitimate City business expenditures in
accordance with the cardholder’s job duties.
d.Ensure that no one else uses the card unless specifically authorized by the card holder.
e.Maintain all supporting documentation associated with credit card purchases (receipts,
confirmations, purchase orders, etc.) with expenditures properly coded and approved
by the department.
f.Submit credit card form and documentations in a timely manner to the Finance
Department for payment processing.
g.Surrender the credit card to Finance Department upon separation from the City of
Orono.
h.Any personal charges made inadvertently must be reimbursed to the City at the time
the documentation is submitted to the Finance Department.
6.Administration. Credit limits will be established by the Finance Director for each cardholder
on an individual basis and will be programmed into the card. Cash withdrawals will not be
allowed with the cards. The employee shall be personally responsible financially for any
improper or unauthorized use of the credit card, as specified in Minnesota Statutes 471.382. The
Finance Department will administer the issuance of cards and compliance with the above
policies and procedures. Policy violations will result in the cancellation of an individual card.
Intentional or negligent misuse of a City credit card will subject the employee to disciplinary
action, up to and including dismissal, and/or garnishment of wages if necessary to recover City
funds. Cards must be returned to the City at the time of separation.
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CREDIT CARD USER AGREEMENT
I, _________________, as an employee of the City of Orono, accepts personal responsibility for
the safeguard and proper use of the City credit cards, which has been assigned to me for use in
performance of my job, in accordance with the terms outlined below.
Credit cards may be used for travel related business expenses (within and outside the City), and
conference/class registrations incurred.
Credit cards may be used for purchasing department supplies.
I have read and understand the credit card policies and procedures set out by the City of Orono
Credit Card Policy.
I understand the Finance Director will disallow my use of a City credit card for violation or
misuse of the credit card and/or credit card policies and procedure and that such violation or
misuse may subject me to discipline, including termination, under the City's Personnel Policies.
I understand that each time I use, or authorize the use thereof, that I am adhering to the following
statement:
"I hereby certify under penalty of perjury that this is a true and correct claim for necessary
expenditures incurred by me and that no payment has been received by me on account thereof."
I understand that I will be held personally liable for inappropriate charges I incur to the City
credit card, and payment for any such inappropriate charges is hereby authorized to be withheld
from my paycheck.
The undersigned individual has read and understands the above statements. This agreement will
be filed with the individual personnel records.
_______________________________________________________________
Signature Date
231
130
221698v1
AFFIDAVIT OF LOST OR DESTROYED RECEIPT
Name:
Position:
Last four digits of Card Number:
I declare on oath, that the original receipts for the transaction dated _____/______/________ in
the amount of $__________ from ____________________________ (vendor name) has been
lost or destroyed. The vendor has been-contacted and is not able to provide a duplicate receipt
for this purchase. Please accept the detail of the transaction below in lieu of an itemized receipt
for this transaction.
Item(s) Purchased Amount
I understand that falsification of the itemization of this purchase constitutes an act of fraud.
_______________________________________________________________
Signature Date
232
Item No.: 17 Date: December 11, 2023
Presenter: Ron Olson
Finance Director
Agenda
Section:
Consent Agenda
Item Description: Employee Pay Scale Adjustments - Resolution 7443
1.Purpose:
The purpose of this action item is to adopt a resolution approving 2024 pay and benefit plan
adjustments for city employees.
2.Background/Summary:
The City adopts an updated pay scale annually. This action will set the 2024 wage and benefits for
city employees.
a. Compensation. The 2024 budget has been prepared with a 3% increase in the pay scale.
This increase is consistent with the negotiated increases required by the City's labor
agreements for union personnel.
b. Insurance. For 2024 the City's monthly insurance contributions for both family and single
coverage will remain unchanged at $1,750 for family and $915 for single. The amount paid
to employees that waive insurance will increase to $146.46.
c. Mileage. The City will continue to reimburse employees at the IRS standard mileage rate
in 2024. The 2024 rate has not been released at this time; the 2023 rate is 65.5 cents per
mile.
d. Safety Shoe Allowance. The safety shoe allowance for eligible employees will remain at
$300 annually for 2024. This matches the amount in the Public Works union contract.
3.Staff Recommendation:
Staff recommends approval of resolution #7443 approving the 2024 pay and benefit plan
adjustments for city employees.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Motion to approve resolution #7443 approving the 2024 pay and benefit plan adjustments for city
employees.
Exhibits
Ex. A Resolution 7443, 2024 Pay Scale Adjustments
Ex. B 2024 Pay Scale.pdf
Ex. C Position Point Grades.pdf
233
CITY OF ORONO
RESOLUTION OF THE CITY COUNCIL
NO. 7443
RESOLUTION APPROVING CITY EMPLOYEE PAY
SCALE ADJUSTMENTS FOR 2024
WHEREAS, the City Administrator is responsible for annually presenting pay adjustments for
City employees; and
WHEREAS, sufficient funds have been appropriated in the proposed 2024 Annual Budget to fund
the recommended pay adjustments and such other matters of compensation as herein specified.
NOW, THEREFORE, BE IT RESOLVED, by the Orono City Council as follows:
1.That the City’s pay scale be increased to reflect a 3% cost of living increase in employee
wages.
3. That the City's cafeteria benefit plan contribution for eligible employees will be $1,750 per
month for employees on family coverage, remain at $915 for single and $146.46 for
waivers.
4.That all City employees using their own vehicles for approved work-related business shall
be compensated at a rate allowed by the IRS (currently $0.655 per mile).
5.That the 2024 Safety Shoe Reimbursement will remain at $300 for employees that qualify
for this reimbursement.
Adopted by the Council this 11th day of December, 2023.
ATTEST:
__________________________________________________________________
Christine Lusian, City Clerk Dennis Walsh, Mayor
234
Start
Hourly Annual
Step 6 Step 7
Hourly Annual Hourly Annual Hourly Annual Hourly Annual
Step 1 Step 2 Step 3 Step 4 Step 5
Hourly Annual Hourly Annual Hourly Annual
1 20.20 42,015.11 20.824 43,314.54 21.47
Grade
48,926.80 24.25 50,440.00 25.00 52,000.00
2 21.49 44,704.07 22.16 46,086.67
44,654.17 22.13 46,035.23 22.82 47,459.00 23.52
25.03 52,058.12 25.80 53,668.16 26.60 55,328.0022.84 47,512.04 23.55 48,981.48 24.28 50,496.37
55,385.14 27.45 57,098.08 28.30 58,864.00
4 24.34 50,619.80 25.09 52,185.36
50,548.52 25.05 52,111.88 25.83 53,723.59 26.63322.87 47,561.10 23.57 49,032.06 24.30
28.34 58,947.01 29.22 60,770.11 30.12 62,649.6025.87 53,799.34 26.67 55,463.24 27.49 57,178.60
62,039.18 30.75 63,957.92 31.70 65,936.00
6 27.25 56,686.78 28.10 58,439.98
56,621.49 28.06 58,372.67 28.93 60,178.01 29.83525.61 53,275.15 26.41 54,922.84 27.22
31.74 66,012.04 32.72 68,053.65 33.73 70,158.4028.97 60,247.41 29.86 62,110.73 30.78 64,031.68
70,239.31 34.81 72,411.66 35.89 74,651.20
8 29.28 60,905.10 30.19 62,788.76
64,105.53 31.77 66,088.17 32.76 68,132.14 33.77729.00 60,316.89 29.90 62,182.36 30.82
34.10 70,924.29 35.15 73,117.82 36.24 75,379.2031.12 64,730.69 32.08 66,732.67 33.08 68,796.56
79,476.69 39.39 81,934.74 40.61 84,468.80
10 34.91 72,618.91 35.99 74,864.85
72,536.23 35.95 74,779.62 37.06 77,092.40 38.21932.81 68,249.34 33.83 70,360.14 34.87
40.66 84,565.08 41.91 87,180.50 43.21 89,876.8037.11 77,180.27 38.25 79,567.29 39.44 82,028.13
89,966.60 44.59 92,749.07 45.97 95,617.60
12 39.90 82,988.24 41.13 85,554.88
82,110.09 40.70 84,649.58 41.96 87,267.61 43.251137.14 77,257.38 38.29 79,646.78 39.48
46.46 96,640.22 47.90 99,629.09 49.38 102,710.4042.40 88,200.92 43.72 90,928.78 45.07 93,741.01
102,824.56 50.96 106,004.70 52.54 109,283.20
14 45.17 93,962.58 46.57 96,868.64
93,845.20 46.51 96,747.63 47.95 99,739.83 49.431342.45 88,298.95 43.76 91,029.84 45.12
52.61 109,419.90 54.23 112,804.02 55.91 116,292.8048.01 99,864.59 49.50 102,953.18 51.03 106,137.30
116,406.64 57.70 120,006.85 59.48 123,718.40
16 51.13 106,348.64 52.71 109,637.77
106,241.20 52.66 109,527.01 54.29 112,914.45 55.961548.06 99,962.34 49.55 103,053.96 51.08
59.54 123,843.52 61.38 127,673.73 63.28 131,622.4054.34 113,028.64 56.02 116,524.37 57.75 120,128.22
67.34 140,067.20
18 57.89 120,415.29 59.68 124,139.47
120,280.47 59.62 124,000.49 61.46 127,835.56 63.361754.41 113,171.89 56.09 116,672.05 57.83
61.53 127,978.85 63.43 131,936.96 65.39 136,017.49
131,789.23 65.32 135,865.18
149,187.60 73.94 153,801.65 76.23 158,558.40
Compensation Plan Employee Pay
Grades and Steps
For 2024 BUDGET
136,159.50 67.49 140,370.62 69.57 144,711.98 71.721961.59 128,112.46 63.50 132,074.70 65.46
67.42 140,224.21 69.50 144,561.04 71.65 149,032.00
235
EMPLOYEE COMPENSATION PLAN POSITION GRADES
1 0 – 76
2 77 – 89
Grade Point Range Local 12 Local 49 Non-Union
Positions in Grade
Custodian/Grounds Keeper (PT)
4 104 – 113
5 114 – 127
3 90 – 103
Admin Support; Admin Support-
Police; Community Service Officer;
6 128 – 143
7 144 – 164 Clubhouse Manager Events Coordinator (E)
8 165 – 186
Management Assistant; Planning
Assistant
Parks Maintenance Worker; PW
Maintenance Worker
9 187 – 233 Office Manager (E);
10 234 – 299
11 300 – 345
Building Inspector; IT Technician (E)
Accountant (E); City Planner (E)
PW Supervisor-Streets; PW
Supervisor Water/Sewer
236
EMPLOYEE COMPENSATION PLAN POSITION GRADES
13 399 – 458 Public Works Superindent ( E ); Parks and
GC Superintendent (E)
14 459 – 517
12 346 – 398 City Clerk (E);
16 648 – 843
Public Works Director/City Engineer
(E);Community Development Director (E)
17 844 – 970 Finance Director (E)
15 518 – 647 Deputy Chief (E)
18 971 – 1068 Police Chief (E)
19 1069 – 1176 City Administrator/City Engineer (E)
(E) = Exempt
237
Item No.: 18 Date: December 11, 2023
Presenter: Natalie Nye
Planner
Agenda
Section:
Consent Agenda
Item Description: #LA23-000061, Amy Eakman with Outdoor Excapes o/b/o
Jereme and Stephanie Tom, 2601 Casco Point Road Variance – Resolution No.
7433
1.Purpose:
The propose of the action is to review a variance application for retaining walls within the 75-foot
lakeyard.
2.MN§15.99 Application Deadline:
The application was received on October 18, 2023 and considered to be complete on October 26,
2023. Therefore the 60-Day review period expired on December 25, 2023.
3.Background/Summary:
The applicant is proposing to construct a new lake stair and two new retaining walls within the
lakeyard. The property is experiencing erosion on the hillside that is impacting an existing lakeside
shed and mature oak tree. The property currently has some boulders that are no longer preserving
the hillside. While new lake stairs are permitted in the lakeyard, retaining walls are not and
therefore, a setback variance has been requested. The City Council has altered the City Code
pertaining to retaining walls within the lakeyard, however this change does not go into effect until
January 2024.
4.Planning Commission Vote and Comment:
The applicant has provided letters of support from the neighbors. No other public comment has
been received.
5.Public Comment:
The applicant has provided letters of support from the neighbors. No other public comment has
been received.
6.Staff Recommendation:
Staff recommends approval of Resolution 7433 with the following condition:
1. Additional screening of walls be implemented to preserve the natural vegetated view
from the lake where feasible.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Motion to approve of Resolution 7433 approving a lake setback variance to allow new retaining walls
within the lakeyard with the following condition:
1. Additional screening of walls be implemented to preserve the natural vegetated view from
the lake where feasible.
Exhibits
Ex. A Draft Resolution 7433
238
Ex. B Plans
Ex. C Draft Minutes 11202023
Ex. D PCSR
239
CITY OF ORONO
RESOLUTION OF THE CITY COUNCIL
NO. 7433
1
A RESOLUTION
APPROVING A VARIANCE FROM
MUNICIPAL ZONING CODE
SECTION 78-1279
FILE NO. LA23-000061
WHEREAS, on October 18, 2023, Amy Eakman with Outdoor Excapes o/b/o Jereme and Stephanie
Tom (hereinafter the “Applicant”), applied for a variance from the City Code for the property addressed 2601
Casco Point Road and legally described as:
That part of Block 1, and that part of Lots 14, 15, and 16, Block 2, and that part of abandoned
Orono Avenue, all in “Winship’s Subdivision of Lot 1, Spring Park, 2nd Division, described as
commencing at the Northeasterly corner of Lot 141, Spring Park; thence Northeasterly along the
extension of the Easterly line of said Lot 141 a distance of 94.5 feet to the point of beginning;
thence Northwesterly, deflecting to the left 101 degrees 13 minutes, to the shore of Lake
Minnetonka, said line hereinafter referred to as Line “A”; thence Northerly along said shore to the
North line of said Block 1; thence East to the point of intersection of the North line of said Lot 14
with a line drawn parallel with and 30 feet Northwesterly from the Northeasterly extension of the
Westerly line of Lots 14, 15, 16, and 17, Block 3 “Winship’s Subdivision of Lot 1, Spring Park,
2nd Division; thence southwesterly along said parallel line to its intersection with the
Southeasterly extension of said Line “A”; thence Northwesterly along the extension of said Line
“A” to the point of beginning. According to the recorded Plat thereof. (hereinafter the “Property”);
WHEREAS, the Applicant has applied to the City of Orono for a setback variance from City
Code Section 78-1279 in order to construct new retaining walls within the lakeyard; and
WHEREAS, on November 20, 2023, after published and mailed notice in accordance with
Minnesota Statutes and the City Code, the Planning Commission held a public hearing, at which time all
persons desiring to be heard concerning this application were given the opportunity to speak thereon; and
WHEREAS, on November 20, 2023, the Planning Commission voted 5 to 0 in favor of a motion
to recommend approval of the variance as applied; and
WHEREAS, on December 11, 2023 the City Council reviewed the application and the
recommendations of the Planning Commission and City staff; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of Orono, Minnesota
hereby approves the requested variances as described above based on one or more of the following findings
of fact concerning the Property:
240
CITY OF ORONO
RESOLUTION OF THE CITY COUNCIL
NO. 7433
2
FINDINGS OF FACT:
1. This application was reviewed as Zoning File #LA23-000061. The analysis contained within staff
memos and the exhibits attached to the aforesaid memos, all minutes from the above mentioned
meetings, and any and all other materials distributed at these meetings are hereby incorporated by
reference.
2. The Property is located in the LR-1C One Family Lakeshore Residential Zoning District.
3. The Property contains 18,317 square feet in area and has a defined lot width of 60 feet at the 75-
foot lakeshore setback and a lot width of 50 feet at the OHWL.
4. The Property is within Tier 1 and hardcover is limited to 25 % according to the Stormwater Quality
Overlay District.
5. Applicant has applied for the following variances:
a. 75-foot Lakeshore Setback
6. In considering this application for variances, the Council has considered the advice and
recommendation of the Planning Commission and the effect of the proposed variances upon the
health, safety and welfare of the community, existing and anticipated traffic conditions, light and
air, danger of fire, risk to the public safety, and the effect on values of property in the surrounding
area.
ANALYSIS:
1. “Variances shall only be permitted when they are in harmony with the general purposes and intent
of the ordinance . . . .” Preserving and protecting existing trees in the lake yard is in harmony with
the intent of the ordinance. The requested variance will preserve a hillside from erosion and protect
an existing mature oak tree. This criterion is met.
2. “Variances shall only be permitted . . . when the variances are consistent with the comprehensive
plan.” The proposed retaining walls will continue to maintain the integrity of the slope and protect
the existing tree and shed. The proposal is consistent with the comprehensive plan. This criterion
is met.
3. “Variances may be granted when the applicant for the variance establishes that there are practical
difficulties in complying with the zoning ordinance. ‘Practical difficulties,’ as used in connection with
the granting of a variance, means that:
a. The property owner in question proposes to use the property in a reasonable manner,
however, the proposed use is not permitted by the official controls.
241
CITY OF ORONO
RESOLUTION OF THE CITY COUNCIL
NO. 7433
3
The owner proposes to install two new retaining walls which are residential in nature and
reasonable from a residential scope.
b. The plight of the landowner is due to circumstances unique to his property not created by the
landowner.
The applicant has proposed retaining walls to protect the existing tree and existing shed on
the property. There are existing boulders on the property that are no longer preserving the
hillside. The proposed walls will support a new lake stair and preserve the integrity of an
existing shed and mature tree. The current erosion of the hillside is not the result of actions
by the owner; and
c. The variance, if granted, will not alter the essential character of the locality.”
The variance to permit two new retaining walls within the 75-foot lake setback will
preserve an existing tree and existing structure on the property. This will preserve the
character of the area. This criterion is met.
4. “Economic considerations alone do not constitute practical difficulties.” Economic considerations
have not been a factor in the variance approval determination.
5. “Practical difficulties also include but are not limited to inadequate access to direct sunlight for solar
energy systems. Variances shall be granted for earth-sheltered construction as defined in Minn. Stat. §
216C.06, subd. 2, when in harmony with Orono City Code Chapter 78.” This condition is not
applicable.
6. “The board or the council may not permit as a variance any use that is not permitted under Orono City
Code Chapter 78 for property in the zone where the affected person's land is located.” This condition
is not applicable, as a residential use is a permitted use in the LR-1C District.
7. “The board or council may permit as a variance the temporary use of a one-family dwelling as a two-
family dwelling.” This condition is not applicable.
8. “The special conditions applying to the structure or land in question are peculiar to such property or
immediately adjoining property.” The erosion of the hillside and the existing conditions of the property
are unique conditions affecting the subject property. This criterion is met.
9. “The conditions do not apply generally to other land or structures in the district in which the land is
located.” The issue of erosion on the hillside on the subject property does not apply to any adjacent
properties. This criterion is met.
242
CITY OF ORONO
RESOLUTION OF THE CITY COUNCIL
NO. 7433
4
10. “The granting of the application is necessary for the preservation and enjoyment of a substantial
property right of the applicant.” Granting a setback variance to allow the retaining walls within the 75-
foot lake setback to support a new lake stair and preserve a mature oak tree and existing shed is a
reasonable solution. The variance is supported by practical difficulty. This criterion is met.
11. “The granting of the proposed variance will not in any way impair health, safety, comfort or morals,
or in any other respect be contrary to the intent of this chapter.” Granting the lake yard setback variance
allowing new retaining walls within the 75-foot lake setback will not adversely impact health, safety,
comfort or morals, or in any way be contrary to the ordinances. This criterion is met.
12. “The granting of such variance will not merely serve as a convenience to the applicant, but is
necessary to alleviate demonstrable difficulty.” The proposed walls within the lake yard will continue
to preserve the integrity of the slope, existing tree, and existing shed. Preserving the existing
conditions of the property are not a convenience. This criterion is met.
CONCLUSIONS, ORDER AND CONDITIONS:
Based upon one or more of the above findings, the Orono City Council hereby grants a variance
from Orono Municipal Zoning Code Sections 78-1279 to allow the construction of new retaining walls
within the required lake setback (75 feet) of Lake Minnetonka. subject to the following conditions:
1. Council approval is based on the entire record, above Findings.
2. The approved project shall conform to the attached site plan and building plans submitted by the
Applicant and annotated by City staff (hereinafter the “Plans”), attached to this Resolution as
Exhibit A.
3. Additional screening of the walls be implemented to preserve the natural vegetated view from the
lake where feasible.
4. Any amendments to the plans which are not in conformity with City codes may require further
Planning Commission and City Council review.
5. Authorities granted by this resolution run with the Property not with the Applicants, but are
permissive only and must be exercised by obtaining a building permit for the new construction and
commencing construction of said project. An inspection must be completed within one year of the
date of Council approval, or the variance will expire on that date (December 11, 2024).
243
CITY OF ORONO
RESOLUTION OF THE CITY COUNCIL
NO. 7433
5
6. Violation of or non-compliance with any of the terms and conditions of this resolution may result
in the termination of any authority granted herein.
ADOPTED by the Orono City Council on this 11th day of December, 2023.
ATTEST: CITY OF ORONO:
_______________________________ ________________________________
Anna Carlson, City Clerk Dennis Walsh, Mayor
244
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247
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249
250
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252
MINUTES OF THE
ORONO PLANNING COMMISSION
November 20, 2023
6:00 o’clock p.m.
_____________________________________________________________________________________
Page 5 of 6
Chair Ressler opened the public hearing at 7:16 p.m.
There were no public comments.
Chair Ressler closed the public hearing at 7:16 p.m.
Ressler said it sounded like a good plan.
Kraemer said any time you get that reduction in hardcover he is in support.
Libby moved, Kraemer seconded, to approve LA23-000060, 3600 Casco Ave. Variances as applied.
VOTE: Ayes: 5, Nays 0.
3. LA23-000061 OUTDOOR EXCAPES, 2601 CASCO POINT ROAD, REQUESTS A 75
FOOT LAKE SETBACK VARIANCE FOR THE CONSTRUCTION OF RETAINING
WALLS WITHIN THE LAKEYARD.
City Planner Nye explained the applicant is proposing to construct a new lake stair and two new retaining
walls within the lakeyard. The property is currently experiencing erosion on the hillside that is impacting
an existing lakeside shed and oak tree. The property has some boulders that are no longer preserving the
hillside. While new lake stairs are permitted within the lakeyard, a variance is required for any new
retaining walls within the 75-foot lake setback. The applicant has identified the erosion of the hillside and
protection of the existing shed and mature tree as practical difficulties supporting the requested variance.
Staff finds the existing conditions of the property and the preservation of the existing structure and tree as
practical difficulties which support the variance request. Staff recommends approval of the lake setback
variance for the construction of two new retaining walls as proposed with the condition that additional
screening of the walls where feasible be implemented to preserve the natural vegetated view from the
lake.
Drew Torrence of Outdoor Excapes spoke for the applicant explaining the proposal is trying to solve the
problem of erosion and would serve a functional purpose of holding up the hillside. He said what they are
proposing would also be a dramatic improvement from an aesthetic standpoint.
Chair Ressler opened the public hearing at 7:23 p.m.
The owner of the home introduced himself but had no additional comments.
Chair Ressler closed the public hearing at 7:23 p.m.
Ressler pointed out the staff described the improvements as minimal and staff doesn’t use that term
lightly.
Schultze moved, Libby seconded, to approve LA23-000061, 2601 Casco Point Rd. Variances as
applied. VOTE: Ayes: 5, Nays 0.
OTHER BUSINESS
Peak Agenda Management Introduction
253
Date Application Received: 10/18/2023
Date Application Considered as Complete: 10/26/2023
60-Day Review Period Expires: 12/25/2023
To: Chair Bolis and Planning Commission Members
Adam Edwards, City Administrator
From: Natalie Nye, Planner
Date: November 20, 2023
Subject: #LA23-000061, Amy Eakman with Outdoor Excapes o/b/o Jereme & Stephanie
Tom, 2601 Casco Point Road - Variance, Public Hearing
Background
The applicant is proposing to construct a new lake stair and retaining walls within the lakeyard.
The property is currently experiencing erosion on the hillside that is impacting an existing
lakeside shed and oak tree. The property currently has some boulders that are no longer
preserving the hillside. The proposed design will protect the structural integrity of the shed and
preserve a mature oak tree within the lakeyard. While new lake stairs are permitted within the
lakeyard, a variance is required for any new retaining walls within the 75-foot lake setback.
Practical Difficulties Analysis
Applicant Submittal Information: The applicant has identified the erosion of the hillside and
protection of the existing shed and mature tree as practical difficulties supporting the requested
variance. Additionally, they have provided supporting documentation regarding Practical
Difficulties attached as Exhibit B, and should be asked for additional testimony regarding the
application.
Planning Staff Practical Difficulty Analysis: Staff finds the existing conditions of the property and
the preservation of the existing structure and tree as practical difficulties which support the
variance request. The new retaining walls would support and protect the existing tree and
existing shed on the property. Vegetative screening of the walls should be installed where
possible.
LOT ANALYSIS WORKSHEET
Section 78-1279 – Setbacks:
No retaining walls are permitted within the 75-foot lakeshore setback and therefore a setback
variance is required. The proposed retaining walls are 28 feet and 50 feet from the OHWL.
Section 78-1680 and 78-1700 – Hardcover Calculations:
Retaining walls are excluded from the hardcover calculations. The property is compliant with the
Application Summary: The applicant is requesting a 75-foot lake setback variance for the
construction of new retaining walls within the lakeyard.
Staff Recommendation: Planning Department Staff recommends approval.
254
FILE #LA23-000061
November 20, 2023
Page 2 of 4
maximum hardcover requirement of 25%.
Applicable Regulations:
Lake Setback Variance (Section 78-1279)
Retaining walls are not permitted within 75 feet of the lake, in order to construct two new
retaining walls to replace the existing boulders, a setback variance has been requested.
Governing Regulation: Variance (Section 78-123)
In reviewing applications for variance, the Planning Commission shall consider the effect of the
proposed variance upon the health, safety and welfare of the community, existing and
anticipated traffic conditions, light and air, danger of fire, risk to the public safety, and the effect
on values of property in the surrounding area. The Planning Commission shall consider
recommending approval for variances from the literal provisions of the Zoning Code in instances
where their strict enforcement would cause practical difficulties because of circumstances unique
to the individual property under consideration, and shall recommend approval only when it is
demonstrated that such actions will be in keeping with the spirit and intent of the Orono Zoning
Code. Economic considerations alone do not constitute practical difficulties. Practical difficulties
also include but are not limited to inadequate access to direct sunlight for solar energy systems.
Variances shall be granted for earth-sheltered construction as defined in Minn. Stat. §216C.06,
subd. 14, when in harmony with this chapter. The board or the council may not permit as a
variance any use that is not permitted under this chapter for property in the zone where the
affected person's land is located. The board or council may permit as a variance the temporary
use of a one-family dwelling as a two-family dwelling.
According to MN §462.357 Subd. 6(2) variances shall only be permitted when:
1. The variance is in harmony with the general intent and purpose of the Ordinance.
Preserving and protecting existing trees in the lake yard is in harmony with the intent
of the ordinance. The requested variance will preserve a hillside from erosion and
protect an existing mature oak tree. This criterion is met.
2. The variance is consistent with the comprehensive plan. The proposed retaining walls
will continue to maintain the integrity of the slope and protect the existing tree and
shed. The proposal is consistent with the comprehensive plan. This criterion is met.
3. The applicant establishes that there are practical difficulties.
a. The property owner proposes to use the property in a reasonable manner not
permitted by the official controls; The owner proposes to install two new
retaining walls which are residential in nature and reasonable from a
residential scope.
b. There are circumstances unique to the property not created by the landowner;
The applicant has proposed retaining walls to protect the existing tree and
existing shed on the property. There are existing boulders on the property that
are no longer preserving the hillside. The proposed walls will support a new
lake stair and preserve the integrity of an existing shed and mature tree. The
current erosion of the hillside is not the result of actions by the owner; and
c. The variance will not alter the essential character of the locality. The variance
to permit two new retaining walls within the 75-foot lake setback will
preserve an existing tree and existing structure on the property. This will
preserve the character of the area. This criterion is met.
255
FILE #LA23-000061
November 20, 2023
Page 3 of 4
Additionally City Code 78-123 provides additional parameters within which a variance may be
granted as follows:
4. Economic considerations alone do not constitute practical difficulties. Economic
considerations have not been a factor in the variance approval determination.
5. Practical difficulties also include but are not limited to inadequate access to direct
sunlight for solar energy systems. Variances shall be granted for earth-sheltered
construction as defined in Minn. Stat. § 216C.06, subd. 17, when in harmony with Orono
City Code Chapter 78. This condition is not applicable.
6. The board or the council may not permit as a variance any use that is not permitted
under Orono City Code Chapter 78 for property in the zone where the affected person's
land is located. This condition is not applicable, as residential improvements are
permitted to support a residential use in the LR-1C District.
7. The board or council may permit as a variance the temporary use of a one-family
dwelling as a two-family dwelling. This condition is not applicable.
8. The special conditions applying to the structure or land in question are peculiar to such
property or immediately adjoining property. The erosion of the hillside and the existing
conditions of the property are unique conditions affecting the subject property. This
criterion is met.
9. The conditions do not apply generally to other land or structures in the district in which
the land is located. The issue of erosion on the hillside on the subject property does
not apply to any adjacent properties. This criterion is met.
10. The granting of the application is necessary for the preservation and enjoyment of a
substantial property right of the applicant. Granting a setback variance to allow the
retaining walls within the 75-foot lake setback to support a new lake stair and
preserve a mature oak tree and existing shed is a reasonable solution. The variance is
supported by practical difficulty. This criterion is met.
11. The granting of the proposed variance will not in any way impair health, safety, comfort
or morals, or in any other respect be contrary to the intent of this chapter. Granting the
lake yard setback variance allowing new retaining walls within the 75-foot lake
setback will not adversely impact health, safety, comfort or morals, or in any way be
contrary to the ordinances. This criterion is met.
12. The granting of such variance will not merely serve as a convenience to the applicant,
but is necessary to alleviate demonstrable difficulty. The proposed walls within the lake
yard will continue to preserve the integrity of the slope, existing tree, and existing
shed. Preserving the existing conditions of the property are not a convenience. This
criterion is met.
The Commission may recommend or Council may impose conditions in granting of variances.
Any conditions imposed must be directly related to and must bear a rough proportionality to the
impact created by the variance. No variance shall be granted or changed beyond the use
permitted in this chapter in the district where such land is located.
Public Comments
The applicant has provided two letters from the adjacent neighbors in support of the variance
request.
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Page 4 of 4
Issues for Consideration
1. Does the Planning Commission find that that the property owner proposes to use the
property in a reasonable manner which is not permitted by an official control?
2. Does the Planning Commission find that the variance(s), if granted, will not alter
the essential character of the neighborhood?
3. Does the Commission find it necessary to impose conditions in order to mitigate the
impacts created by the granting of the requested variance(s)?
4. Are there any other issues or concerns with this application?
Planning Staff Recommendation
Planning Staff recommends approval of the lake setback variance for the construction of two new
retaining walls as proposed with the following condition:
1. Additional screening of the walls be implemented to preserve the natural
vegetated view from the lake where feasible.
List of Exhibits
Exhibit A. Application
Exhibit B. Practical Difficulties Documentation Form
Exhibit C. Narrative
Exhibit D. Plans
Exhibit E. Renderings
Exhibit F. Hardcover Calculations
Exhibit G. Existing Survey
Exhibit H. Site Photos
Exhibit I. Neighbor Support Letters
Exhibit J. Address List & Map
257
Item No.: 19 Date: December 11, 2023
Presenter: Melanie Curtis
Planner
Agenda
Section:
Community Development
Report
Item Description: #LA23-000045, Ellette Anderson, Vacation of ROW between 1250
and 1260 Spruce Place
1.Purpose:
This application is regarding vacation of an unimproved right-of-way.
2.MN§15.99 Application Deadline:
The application was received on August 14, 2023 and considered to be complete on October 16 th.
The 60-Day review period would have expired on December 13th but has been extended until
February 13, 2024.
3.Background/Summary:
The applicants are requesting to vacate the unimproved right-of-way situated between 1250 Spruce
Place (owned by James & Melissa Easley) and 1260 Spruce Place (owned by Ellie Anderson &
Rob Perez). This unimproved right-of-way is also known as “Lake Street” on the plat of Saga Hill,
Revised, and terminates at the OHWL of North Arm Bay. There are no City utilities within the
right-of-way.
Within the right-of-way there are riprap spillways facilitating overland drainage from Spruce
Place, retaining walls, and approximately 900 square feet of the Easleys’ driveway accessing their
side load garage.
4.Analysis:
City Engineer Adam Edwards provided the following comments on the request: “I do not
recommend vacating the right of way. Although heavily encroached, the site serves as a draining
way for the area. The site has also been identified as a possible future public accessway to the
lake. Areas that provide a public purpose should not be vacated.”
The right-of-way corridor addressed in this application is identified on our Comprehensive Plan
Lake Access Point Map as having no public access. The City does not have any Park
improvements in that area. The right-of-way has a public purpose serving as a drainage way for
the area. Public access to the lake is provided in by Sandy Beach which is located to the south,
and the City’s fishing dock off of Loma Linda Avenue to the north. Both are less than 500-feet
from this location.
The challenge with vacating rights-of-way is that vacation is final. Should the public or the City
have access or utility needs in the future, the cost to taxpayers to reacquire the property will be at a
AGENDA ITEM
258
premium. For this reason, vacation significantly reduces options for the City in the future.
5.Planning Commission Vote and Comment:
On November 20th, the Planning Commission held a public hearing. Following the public hearing,
the Planning Commission voted 5 to 0 on a motion in favor of vacation with the condition that the
City maintain a drainage easement. The applicants stated they are amenable to the city maintaining
a drainage easement.
6.Public Comment:
Supportive comments from the public were received and are attached as Exhibit C. There were
neighbors in attendance who spoke in favor of the vacation at the meeting. Refer to the draft
meeting minutes for more detail.
7.Staff Recommendation:
Staff recommends denial of the request to vacate the right-of-way at this time as there is currently
a public benefit for drainage purposes and the future purpose of the land is undetermined. Should
the Council find that the right-of-way does not have a public purpose and decides vacation is
appropriate, staff recommends the City maintain a drainage easement over the area. Further
encroachment agreements must be created for any existing encroachments within the easement.
COUNCIL ACTION REQUESTED
Council should direct staff to draft a resolution reflecting their decision.
Exhibits
Ex. A Survey Maps
Ex. B Draft PC Min
Ex. C Public Comments
Ex. D PCSR
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MINUTES OF THE
ORONO PLANNING COMMISSION
November 20, 2023
6:00 o’clock p.m.
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ROLL CALL
The Orono Planning Commission met on the above-mentioned date with the following members present:
Acting Chair Jon Ressler, Commissioners Dennis Libby, Ted Schultze, Bob Erickson, and Gary Kraemer.
Commissioners Chris Bollis and Mark McCutchen were absent. Representing Staff were Community
Development Director Laura Oakden, City Planner Melanie Curtis, and City Planner Natalie Nye.
Acting Chair Ressler called the meeting to order at 6:00 p.m., followed by the Pledge of Allegiance.
APPROVAL OF AGENDA
Libby moved, Schultze seconded, to approve the Agenda. VOTE: Ayes 5, Nays 0.
APPROVAL OF PLANNING COMMISSION MEETING MINUTES OF OCTOBER 16, 2023
Kraemer moved, Schultze seconded, to approve the minutes of the Orono Planning Commission
meeting of October 16, 2023. VOTE: Ayes 5, Nays 0.
PUBLIC HEARINGS
1. LA23-000045 ELLETTE ANDERSON AND JAMES & MELISSA EASLEY, 1250
SPRUCE PLACE & 1260 SPRUCE PLACE, REQUEST VACATION OF THE
ADJACENT UNIMPROVED RIGHT-OF-WAY OF "LAKE STREET".
City Planner Curtis gave a presentation on the item, stating the applicant is requesting to vacate the
unimproved right-of-way situated between 1250 Spruce Place (owned by James & Melissa Easley) and
1260 Spruce Place (owned by Ms. Anderson, the applicant). This unimproved right-of-way is also known
as “Lake Street” on the plat of Saga Hill, Revised, and it terminates at the High Water Level of North
Arm Bay. There are no City utilities within the right-of-way, however there are riprap spillways
facilitating overland drainage from Spruce Place and approximately 900 square feet of the Easleys’
driveway. The City Engineer does not recommend vacating the right of way as the site serves as a
draining way for the area and has also been identified as a possible future public accessway to the lake.
The City does not have any Park improvements in that area. The access has a public purpose because of
the drainage way, Curtis said. There are identified lake access points in this area including Sandy Beach
located to the south, which is established as a swimming beach, and the City’s fishing dock off of Loma
Linda Avenue to the north. Both access points are less than 500 feet from this location. Curtis explained
the challenge with vacating rights-of-way is that vacation is final. Should the public or the City have
access or utility needs in the future, the cost to taxpayers to reacquire the property will be at a premium,
she said, so vacation reduces options for the City in the future. The Department of Natural Resources
(DNR) also opposes the vacation as it does not provide a public benefit and does not protect future public
use of the land to access the lake. Public comments in support of the vacation were received. Staff
recommends denial of the request to vacate the right-of-way at this time as there is currently a public
benefit for drainage purposes and the future purpose of the land is undetermined.
Libby asked if the area is served by City water or private wells.
Curtis said the parcels have private wells.
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Ressler asked how this vacation might differ from other vacation requests in the City.
Curtis said each vacation request is reviewed individually and staff looks at the use for the right-of-way in
each case.
Ellette Anderson, 1260 Spruce Place, one of the applicants, said when her parents bought the property in
1962 the easement was a muddy mess with litter and broken glass and beer cans and old docks. In the
1970s the City determined the easement was not suitable as a lake access, in part because it can fill up
with water three feet deep. The public has not used the access in 40 years. She said there are two places
very nearby that are much better lake access. The water that drains in the easement has come into their
basement, she said, requiring them to spend $15,000 on tiling. The family has maintained the easement
for 40 years with mowing, boulders and cleaning. They also spent $20,000 on riprap at the shore. Another
benefit, she said, would be that the Easleys could pave their gravel driveway, eliminating problems from
gravel run-off. It is the only driveway on the street that is not paved. She said both applicants would pay
more taxes if the easement was vacated which is money that could be spent on the other nearby access
points.
James Easley, 1250 Spruce Place, noted that drainage on that easement serves the whole area and the
water is sometimes 10 to 15 feet wide. They occasionally get trenches in their driveway from washouts.
He said there are a number of really nice trees in the center of the easement, adding the neighbors have
done a nice job of landscaping and taking care of the easement in such a way that it keeps the water out of
their homes.
Chair Ressler opened the public hearing at 6:16 p.m.
Scott Youngstrand, 1270 Spruce Place, said his grandparents once lived in the Easley home. so he can
speak to the 40 years that it has just been a drainage ditch. He said they are in favor of vacating the
easement and that if concern is access for the public, there is a very nice access right up the street.
Heather Youngstrand, 1270 Spruce Place, also said she also supported the vacation.
Phillip Casey, 1318 Spruce Place, asked about the DNR’s reasons for opposing the vacation of the
easement. He recommended the Planning Commissioners drive by and take a look as it appears like
normal residential lots. He said the easement is so narrow and that anything that was put in there would be
a nuisance for the neighbors on either side.
Curtis said the DNR does not typically support a vacation unless the vacation itself serves a public
purpose.
Jennifer Linder, 1240 Spruce Place, said she has been in her home for 14 years. She said the gully would
not serve any purpose to the public and during a power outage it is so full of water that you could raft
down it. It is of no value to the public for recreation, she said.
Leslee Casey, 1318 Spruce Place, said her backyard is part of the trail system that connects to public
access by Cherry Place and it is enjoyable, easy to get on the lake and is enjoyed by many people in the
area. Most people don’t know the easement being discussed is a public access, she said. There is nothing
to show it would be a way to the lake.
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The original owner of the Anderson property, Ms. Anderson’s mother, said she has spent a lot of time and
money making sure that watershed works like it should environmentally and she knows her daughter will
continue for the next 50 years.
Chair Ressler closed the public hearing at 6:23 p.m.
Ressler noted the subject of vacations has been polarizing in the City. He said he has been supportive of
vacations when there is no chance the easement will have public use and he realizes there is better public
access nearby.
Schultze asked what would change on that piece of property if the vacation went through.
Ms. Anderson said it would be a benefit to the neighborhood to have the Easleys be able to pave or
cement their gravel driveway. She said it would also be a safer access for the Easleys.
Schultze said it sounds like the neighbors have literally taken ownership of that property and put a lot of
time, effort and money into it.
Ms. Anderson said they had done so mostly for the water flow issues which benefits the entire area and
keeps dirty run-off from the street from going into Lake Minnetonka. She said she would not expect to
change anything about the property or build anything there. She would just plan to keep taking care of it
as they are.
Easley said they would also like to be able to control the drainage by putting in a retaining wall so the
drainage would not become a giant river and would match the Andersons on the other side. He said he
thought there would still be room to get a vehicle through there down to the lake if necessary.
Erickson said the situation provides a model case as to why the lake access section of the City’s
comprehensive plan was revised. He complimented the applicants for supplying the City’s letter from
1979 that described that easement and said it was not useful for anything else but foot traffic to the lake
and that is should not be used for a boat launch or any other public purpose, which he said supports that
there is no public use for this strip of land. He said these policies force land into a situation in which it sits
there in limbo. The neighbors can’t improve a driveway because they don’t own the land. He said over
half of the old easements in the City are not used by the public but then the City needs to look at them
case by case. Usually there are good reasons why they are not used, and the City policy language
stipulates that one consideration will be whether there is no other lake access nearby. That is not the case
here with two other close accesses, he said, adding this is a real model of one that should be approved. He
said the planned improvements would improve their property values and the values for the whole
neighborhood.
Libby said to state the obvious this isn’t a public access in any way, shape, or form. Historically, these
lanes were intended for fire access since there are no hydrants, but pumper trucks no longer pull water
from the lake to fight fires. The sticking point here is that if there is a vacation it should serve a larger
public good. He said it does serve the good of the two property owners but he doesn’t see that it serves the
larger good of the neighborhood or the City so he is not persuaded that the easement should be vacated.
He said there was definite benefit to the City in the care the neighbors have taken of the property. He
suggested an approval for vacation in conjunction with an easement for drainage.
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Kraemer said he does not see a public benefit to keeping it or a public benefit to vacating it. He
appreciates that the neighbors have taken care of it for many years. He said the Planning Commission is
advisory and he would like the City Council to weigh in.
Ressler agreed that the land has no benefit for a public use today. He asked if the public benefits from
land that cannot be used or from land that is privately maintained and taxed. He also pointed to possible
public expense to the City to maintain the land if it remains an easement. He said clearly there would
continue to be a need for drainage on that strip of land and possibly a drainage plan could be put in place
along with any vacation. He would like to have an engineer evaluate the easement for any drainage
improvements.
Curtis said the Commission could recommend maintaining the drainage easement along with a vacation.
She said if the vacation is approved it would be imperative to maintain the drainage easement. She
explained the DNR’s position is a recommendation. Staff would recommend maintaining the drainage
easement but any improvements to drainage would be a separate issue. She said the County makes the
determination on how the easement would be divided between the two neighboring properties if it is
vacated.
Kraemer moved, Erickson seconded, to approve LA23-000045, 1250 and 1260 Spruce Place to
vacate an unimproved right-of-way contingent upon maintaining a City drainage easement. VOTE:
Ayes: 5, Nays 0.
2. LA23-000060 BRIAN BENSON, 3600 CASCO AVENUE, REQUESTS VARIANCES FOR
AVERAGE LAKESHORE SETBACK AND HARDCOVER TO EXCEED 25 PERCENT
FOR THE CONSTRUCTION OF A NEW HOME.
City Planner Nye gave a presentation on the item, stating the applicant is proposing to demolish the
existing home on the property and construct a new home in a similar location. The property is uniquely
shaped with an extreme average lakeshore setback that does not allow a reasonable building envelope.
The existing home on the property is entirely forward of the average lakeshore setback line. The property
also contains a wide easement. The applicant is requesting variances from average lakeshore setback and
to exceed the hardcover maximum of 25 percent in order to construct a new home. The applicant has
identified the property’s unique flag shape and position on a point as practical difficulties. The flag-shape
of the lot creates a very long driveway that comprises a large percentage of the overall hardcover on the
site. The driveway is 355 feet in length and over 15 percent of the overall hardcover. Staff agrees with the
applicant’s assessment. The property is a unique shape and does not have a reasonable building envelope
due to an extreme average lakeshore setback. Due to the placement of the neighboring homes, building in
front of the average lakeshore setback line would not impact their views of the lake. If the property had a
standard driveway length, the property would be in compliance with hardcover. Staff finds the variance
requests to be reasonable and in character with the neighborhood, as the current home on the site is in a
similar location, she said. Staff recommends approval as applied.
Brian Benson of Compass Real Easte of Wayzata, representing the developer, spoke as the applicant. He
said the situation was an illustration of the need for variances. The new house would be placed in about
the same location as the old house. The design of the new house is classic and minimizing massing to fit
in with the neighborhood. They are proposing a reduction in hardcover from 34 to 29 percent but would
still be over the 25 percent because of the driveway. He noted the neighbor also uses part of the driveway.
272
From:Walter Moe
To:Melanie Curtis
Subject:Nov.20 agenda item
Date:Monday, November 6, 2023 9:43:27 AM
Dear Melanie,
Re: LA23-000045 vacation of right-of-way.
We have lived here on Spruce Place for over 50 years, and we support the vacation as
requested.
Let us know if we can be more helpful, and share this opinion with other council members.
(We are unable to attend the meeting, Nov. 20)
Nancy and Wyatt Moe
273
From:John Ryan
To:Melanie Curtis
Subject:The property that is before you south y neighbors Elle and Rob anderson
Date:Friday, November 17, 2023 3:34:23 PM
I’d like to give my full approval for the vacation of the land. They are excellent neighbors and
take very good care of the property and shore.
Thanks Ms Curtis for your kind consideration.
Regards
John Ryan
1280 spruce place
Orono
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274
Minnesota Department of Natural Resources • Central Region 1200 Warner Road, St. Paul, MN 55106
Office of the Regional Director
DNR Central Region Headquarters
1200 Warner Road
St. Paul, MN 55106
November 17, 2023
Melanie Curtis, Planner
City of Orono
2750 Kelley Parkway
Orono, MN 55356
Re: Street Vacation right of way between and adjacent to 1250 Spruce Place, 1260 Spruce Place and North Arm
Lake
Dear Ms. Curtis,
Thank you for your letter to Commissioner Strommen regarding this proposed road vacation. Your letter was forwarded to
me for review and comment, as required by M.S. 412.851.
M.S. 412.851 indicates, “No vacation shall be made unless it appears in the interest of the public to do so.” In response
“The commissioner must evaluate:
(1) the proposed vacation and the public benefits to do so;
(2) the present and potential use of the land for access to public waters; and
(3) how the vacation would impact conservation of natural resources.”
Our charge is to evaluate the proposed vacation using M.S. 412.851 criteria. With these criteria in mind, the Department
of Natural Resources (DNR) concludes that the proposed vacation does not clearly state how the vacation is to the public
benefit. Lake access is vital to community as future land use and population growth can cause a scarcity of these
necessary amenities. The DNR is not in favor of the vacation and would encourage the city to preserve public access to
the lake.
Thank you for the opportunity to comment on the proposed vacation. DNR does not plan to attend the public hearing.
Please send us the results of the hearing and the city’s final decision on this road vacation.
If you have any questions or concerns about this letter, please contact Nancy Spooner-Walsh, Acquisition and
Development Specialist with DNR Parks & Trails, at nancy.spooner-walsh@state.mn.us. You may contact her by phone at
651-259-5874. Thank you.
Sincerely,
Grant L. Wilson
Central Region Director
cc: Nancy Spooner-Walsh, Division of Parks and Trails
David Olsen, Division of Parks and Trails
275
Date Application Received: 08/14/2023
Date Application Considered as Complete: 10/16/2023
60-Day Review Period Expires: 12/15/2023
To: Chair Bollis and Planning Commission Members
Adam Edwards, City Administrator
From: Melanie Curtis, Planner mcc
Date: 20 November 2023
Subject: #23-000045, Ellette Anderson
Vacation of ROW between 1250 and 1260 Spruce Place
Public Hearing
Background
The applicant is requesting to vacate the unimproved right-of-way situated between 1250 Spruce
Place (owned by James & Melissa Easley) and 1260 Spruce Place (owned by Ms. Anderson, the
applicant). This unimproved right-of-way is also known as “Lake Street” on the plat of Saga Hill,
Revised, and terminates at the OHWL of North Arm Bay. There are no City utilities within the right-
of-way.
Within the right-of-way there are riprap spillways facilitating overland drainage from Spruce Place,
retaining walls, and approximately 900 square feet of the Easleys’ driveway accessing their side load
garage.
Applicable Regulations:
MN State Statute 412.851 VACATION OF STREETS
The council may by resolution vacate any street, alley, public grounds, public way, or any part
thereof, on its own motion or on petition of a majority of the owners of land abutting on the
street, alley, public grounds, public way, or part thereof to be vacated. When there has been no
petition, the resolution may be adopted only by a vote of four-fifths of all members of the
council. No vacation shall be made unless it appears in the interest of the public to do so after a
hearing preceded by two weeks' published and posted notice. The council shall cause written
notice of the hearing to be mailed to each property owner affected by the proposed vacation at
least ten days before the hearing. The notice must contain, at minimum, a copy of the petition or
proposed resolution as well as the time, place, and date of the hearing. In addition, if the street,
alley, public grounds, public way, or any part thereof terminates at, abuts upon, or is adjacent to
any public water, written notice of the petition or proposed resolution must be served by
certified mail upon the commissioner of natural resources at least 60 days before the hearing on
the matter. The notice to the commissioner of natural resources does not create a right of
intervention by the commissioner. At least 15 days prior to convening the hearing required under
this section, the council or its designee must consult with the commissioner of natural resources
to review the proposed vacation.
The commissioner must evaluate:
Application Summary: The applicant is requesting City approval of vacation of undeveloped
right-of-way between 1250 and 1260 Spruce Place.
Staff Recommendation: Planning Department Staff recommends denial of the request to
vacate.
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Page 2 of 4
1. The proposed vacation and the public benefits to do so;
2. the present and potential use of the land for access to public waters; and
3. how the vacation would impact conservation of natural resources.
The commissioner must advise the city council or its designee accordingly upon the evaluation.
After a resolution of vacation is adopted, the clerk shall prepare a notice of completion of the
proceedings which shall contain the name of the city, an identification of the vacation, a
statement of the time of completion thereof, and a description of the real estate and lands
affected thereby. The notice shall be presented to the county auditor who shall enter the same in
the transfer records and note upon the instrument, over official signature, the words "entered in
the transfer record." The notice shall then be recorded with the county recorder. Any failure to
file the notice shall not invalidate any vacation proceedings.
MN State Statue 462.358 Subd. 7. Vacation
The governing body of a municipality may vacate any publicly owned utility easement or
boulevard reserve or any portion thereof, which are not being used for sewer, drainage, electric,
telegraph, telephone, gas and steam purposes or for boulevard reserve purposes, in the same
manner as vacation proceedings are conducted for streets, alleys and other public ways under a
home rule charter or other provisions of law.
A boulevard reserve means an easement established adjacent to a dedicated street for the
purpose of establishing open space adjacent to the street and which area is designated on the
recorded plat as "boulevard reserve".
Orono City Code. Sec. 78-9. - Vacation of streets, alleys and public grounds.
Vacation of streets, alleys and public grounds shall follow the procedures set forth in this
chapter; except that such vacation shall require a petition by a majority of the landowners
abutting the property to be vacated, and a hearing preceded by two weeks' published and
posted notice, all as required by Minn. Stat. § 412.851. The council may vacate any publicly
owned utility easement or boulevard reserve which is not being used for sewer, drainage,
electric, telegraph, and telephone, gas and steam purposes or for boulevard reserve purposes,
in the same manner as vacation proceedings are conducted for streets, alleys and other public
ways. A boulevard reserve means an easement established adjacent to a dedicated street for
the purpose of establishing open space adjacent to the street and which area is designated on
the recorded plat as boulevard reserve.
Orono’s 2020-2040 Comprehensive Plan: Transportation Chapter 4A - Lake access, preservation
and management
Orono's lakes provide a significant recreational resource for all Orono residents. This value was
long ago realized by City leaders. In order to provide lake access for the general public, as well as
to provide for fire department access to the lake as a water source, a number of lake access
corridors were created as the shore land developed. These typically are platted, dedicated right-
of-ways leading from the local road system to the shoreline, and are commonly from 16' to 66' in
width.
These right-of-ways (often referred to as “fire lanes” or “lake access roads”) vary considerably in
their proximity to traffic, parking availability, proximity to housing, lakeshore conditions, and
other factors that effect their recreational value. Some of these corridors have been maintained
by the City for local swimming beaches or as winter snowmobile and ice-fishing accesses. Certain
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Page 3 of 4
accesses have docks for fishing, and some have ramp areas suitable for launching a small boat.
However, most do not have designated parking available, and are primarily intended to serve the
neighborhood rather than the general public. A number of these access corridors have steep
topography, shallow water depths, undesirable lake bottom conditions, and/or dense vegetation
and experience little or no usage. Of the City lake accesses shown on Map 4E-2 (Exhibit G), half
of those located outside of Big Island are either undeveloped or closed to public use.
Orono’s 2020-2040 Comprehensive Plan: Chapter 4E Parks, Trails, and Open Spaces
• Orono will maintain Lake Access for all residents. With shore land abutting a dozen separate
bays in Lake Minnetonka, Orono has a commitment to maintaining access via the dedicated
access corridors. It is the City’s intent to permanently retain for public use all existing lake
access corridors and fire lanes, regardless of the current level of use or maintenance.
(Supports goal 5) To this end, the City will follow these policies:
o Requests for vacation of dedicated lake access right of ways will be evaluated
carefully, in particular where equal or better lake accesses are not available nearby.
The City will identify and take necessary action to preserve the public’s right to use of
any such accesses which exist but which may not have been formally dedicated.
o The City will endeavor to work with property owners adjacent to lake access
corridors to ensure that both the rights of the public and the rights of the private
landowner are upheld.
Engineer Comments
City Engineer Adam Edwards provided the following comments on the request: “I do not
recommend vacating the right of way. Although heavily encroached, the site serves as a draining
way for the area. The site has also been identified as a possible future public accessway to the lake.
Areas that provide a public purpose should not be vacated.”
Staff Analysis
The right-of-way corridor addressed in this application is identified on our Comprehensive Plan Lake
Access Point Map as having no public access. The City does not have any Park improvements in that
area. The access has a public purpose serving as a drainage way for the area. There are identified
lake access points in this area. Sandy Beach is located to the south which is established as a
swimming beach, and the City’s fishing dock off of Loma Linda Avenue to the north. Both are less
than 500-feet from this location.
The challenge with vacating rights-of-way is that vacation is final. Should the public or the City have
access or utility needs in the future, the cost to taxpayers to reacquire the property will be at a
premium. For this reason, vacation reduces options for the City in the future. The subject right of
way secures opportunity for future access to the adjacent properties.
DNR Comments
At the time of the writing of this memo, we have not received the written comments from the
Minnesota Department of Natural Resources (DNR). However, staff has spoken with the DNR
representative, they have reviewed the vacation request and provided verbal comments: the DNR
opposes the vacation. The basis for their opposition is that the proposed vacation does not provide
a public benefit nor does it protect future public use of the land to access the lake. Written
comment will be provided upon receipt.
Public Comments
Comments received from the public are attached as Exhibit H.
278
FILE # LA23-000045
20 Nov 2023
Page 4 of 4
Issues for Consideration
1. Does the land have a public benefit?
2. Does this request meet the statutory requirements for approval?
3. Would approving this action set precedent for future lake access vacations?
4. Are there any issues or concerns with this application?
Planning Staff Recommendation
Staff recommends denial of the request to vacate the right-of-way at this time as there is currently a
public benefit for drainage purposes and the future purpose of the land is undetermined.
List of Exhibits
Exhibit A. Application
Exhibit B. Proposed Vacation
Exhibit C. Legal Description
Exhibit D. Aerial Photos
Exhibit E. Utility Company Notifications & Responses
Exhibit F. DNR Notification
Exhibit G. Comp Plan Map 4E-2 Lake Access Points
Exhibit H. Comments from the Public
Exhibit I. City Engineer Comment
Exhibit J. Property Owners List
Exhibit K. Plat Map
279
Item No.: 20 Date: December 11, 2023
Presenter: Adam Edwards
City Administrator
Agenda
Section:
Finance Report
Item Description: Adopt 2024 Long Lake Fire Operating Budget
1.Purpose:
The purpose of this item is to gain approval of the 2024 Long Lake Fire Operating Budget.
2.Background/Summary:
A. Background. The terms of the 2002 Agreement and Contract for Fire Protection between the
Cities of Long Lake, Medina, and Orono, requires the City of Long Lake to provide the next year’s
Annual Fire Services Operating Budget to the contract cities by August 15th. Long Lake did
provide the operating budget to the contract cities for their approval. At the September 25th 2023
council meeting the city council tabled the adoption of the 2024 Long Lake Fire Operating
Budget. Since then, the Orono members of the LLFD Fire Advisory Board have been working
with the rest of the Board members to address concerns about the new duty crew program, planned
expenditures, and account for the removal of the Navarre service area from LLFD beginning in
July 2024.
B. 2024 Budget Highlights. The 2024 LLFD budget is a departure from previous years due to the
beginning of the transition period as the existing contract comes to an end. Key budget changes
are:
(1). Implementation of a Volunteer Duty Crew Program . LLFD established a duty crew
program in August of 2023 using Long Lake Grant funds. The program is aimed at improving
response times by targeting in services times with a goal of 2 minutes and providing an
opportunity to improve firefighter skill levels through training and station activities. The duty
crew program offers a cost-effective means of attempting to improve readiness through training
opportunities and has the potential to improve response times once fully executed. The 2024
budget proposal includes partial funding to continue this program. The department and Fire
Advisory Board will continue to evaluate and adjust this program as it develops throughout the
year.
(2). Reduction of Navarre Service Area. In June of 2023, under the terms of the Fire
Services Agreement, the city notified Long Lake that effective July 1st, 2024 the Navarre area was
being removed from the fire service area of Long Lake Fire. This change will affect the cost
allocation formula for the third and fourth quarter. The budget as proposed has not been adjusted
to reflect the expected reduced work load however Staff proposes to assess and bring a budget
adjustment to the Fire Advisory Board and partner cities in the 3rd/ 4th quarters.
(3). Wage. The 2024 budget includes wage adjustments for Firefighters to bring them in line
with surrounding departments. The budget proposes and increase from $13/hr to $15.65/hr.
C. Cost. Contract costs are allocated to each contract city based on the following allocation
AGENDA ITEM
280
formula: 30% of each city’s call hours + 70% of property value. This amount is then multiplied
by the operating budget amount. For 2024 this formula is applied twice once to the 1st 6 month at
unadjusted and then the 2nd 6 months removing the call hours and property values associated with
the portion of the Navarre area being removed from LLFDs area. Based on the current budget and
the revised allocation formula, Orono’s cost for Long Lake Fire Department services will be
$629,351 for 2024. This is an increase of $74,215 (13%) over the 2023 budget.
Orono's Cost
1st and 2nd Quarter 2024 $ 332,467
3rd and 4th Quarter 2024 $ 296,883
TOTAL $ 629,351
D. Funding. The cost of the fire services provided by the Long Lake Fire Department will be
paid out of the Fire Department budget in the 2024 General Fund budget. The levy as proposed
has sufficient funding to cover this cost.
3.Process:
The approval of this item will be conducted in two motions. One motion will be for the LLFD
Operation budget less the Fire Call Pay increase, Training Pay Increase and Duty Crew Pay. The
second will be for the Fire Call Pay increase, Training Pay Increase and Duty Crew Pay line in the
proposed budget. The purpose of dividing the budget approval is to allow Council Member Veach
to recuse herself from the pay related items in order to eliminate any real or perceived conflict of
interest. As a matter of practicality both motions would need to be approved for the budget to be
approved.
4.Staff Recommendation:
I recommend approval of the 2024 Long Lake Fire Department budget as presented. The budget
provides an appropriate compensation increase for firefighters bringing their pay closer to
neighboring departments. It also provides resources to improve readiness and response times
through the new duty crew program.
COUNCIL ACTION REQUESTED
1. Motion to approve the 2024 Long Lake Fire Operating Budget less pay and duty crew budget lines.
2. Motion to approve the 2024 Long Lake Fire Operation Budget Fire call and training pay increases
and the Duty Crew Pay.
Exhibits
Ex. A 2024 LLFD Budget Allocations.pdf
Ex. B LLFD 2024 Operating Budget V2.pdf
Ex. C LLFD Duty Crew Program.pdf
281
Call Hours Hours % Hours % Hours %
Excludes Mutual Aid & M Beach 2020 4,292 3,641 84.83% 528 12.30% 123 2.87%
2021 5,299 4,200 79.26% 761 14.36% 338 6.38%
2022 6,132 4,932 80.43% 893 14.56% 307 5.01%
Total 15,723 12,773 2,182 768
Annual Average 5,241 4,258 81.24% 727 13.88% 256 4.88%
Weighting Factor 30% 24.37% 4.16% 1.47%
Millions Millions Millions
Estimated Market Value 5,032.09 4,342.58 86.30% 375.51 7.46% 314.00 6.24%
Weighting Factor 70% 60.41% 5.22% 4.37%
Combined Allocation Factors 100% 84.78% 9.39% 5.83%
Allocated Amounts
Net Operating Budget 392,155$ 332,467 36,811 22,876
(Excluding M Beach)
Call Hours Hours % Hours % Hours %
Excludes Mutual Aid & M Beach 2020 2,949 2,298 77.92% 528 17.91% 123 4.17%
2021 3,781 2,682 70.93% 761 20.13% 338 8.94%
2022 4,497 3,297 73.31% 893 19.86% 307 6.83%
Total 11,226 8,276 2,182 768
Annual Average 3,742 2,759 73.72% 727 19.44% 256 6.84%
Weighting Factor 30% 22.12% 5.83% 2.05%
Millions Millions Millions
Estimated Market Value 2,941.07 2,251.56 76.56% 375.51 12.77% 314.00 10.68%
Weighting Factor 70% 53.59% 8.94% 7.47%
Combined Allocation Factors 100% 75.71% 14.77% 9.53%
Allocated Amounts
Net Operating Budget 392,155 296,883 57,915 37,356
(Excluding M Beach)
Annual Allocation TOTAL
2024 784,309$
2023 654,607$
Change 129,702$
% Change 20%
% of budget
Long Lake Fire Budget Allocation
January - June 2024
Orono Long Lake Medina
Orono Long Lake Medina
Orono Long Lake Medina
Long Lake Fire Budget Allocation
July - Dec 2024
Long Lake Fire Budget Allocation
Total
629,351$
555,136$
74,215$
13%
80%
94,727$
61,466$
33,261$
54%
12%
60,232$
38,196$
22,036$
58%
8%
282
0.5625 0.3741 0.06343
Account Account 42280 42281 42282 42285 42286 Minnetonka 2024 Percent Dollar Budget
Number Description Admin Stn #1 Ops Stn #1 Bldg Stn #2 Ops Stn #2 Bldg Beach Budget Increase Increase 2023
1
1000 FT Chief Sal $112,000 $112,000 0.61%675$ 111,325$
1060/1065 Fire Call Pay (6700 Hrs x $15.65= $104,858)$58,981 $39,226 $6,651 $104,858 36.45%28,008$ 76,850$
1075 Training Pay (4075 Hrs x $15.650= $63,774 $35,872 $23,857 $4,045 $63,774 25.02%12,764$ 51,010$
1080 Fire Officer Pay $20,638 $1,000 $21,638 20.38%3,663$ 17,975$
1085 Duty Crew Pay ( All shifts) $93,600 x60%=$59,280 $33,780 $21,000 $4,500 $59,280 59,280$ -$
1210 PERA $21,000 $500 $21,500 0.00%-$ 21,500$
1220 FICA $4,000 $6,000 $4,150 $850 $15,000 1.01%150$ 14,850$
1310/1130 Employer Paid Health/Insurance Opt Out $14,500 $635 $350 $15,485 -0.67%(105)$ 15,590$
1510 Work Comp Ins $44,000 $44,000 10.00%4,000$ 40,000$
Subtotal Sal & Benefits $216,138 $135,268 $0 $88,583 $0 $17,546 $457,535 31.21%108,435 347,475$
2010 Office Supplies $1,000 $1,000 0.00%-$ 1,000$
2030 Printed Forms $500 $500 0.00%-$ 500$
2080 Training/ Instruct Materials $250 $500 $150 $900 -25.00%(300)$ 1,200$
2120 Motor Fuels $11,500 $3,700 $2,300 $17,500 6.06%1,000$ 16,500$
2150 Shop Supplies $1,500 $200 $500 $2,200 10.00%200$ 2,000$
2160 Chemicals / Foam $750 $250 $500 $1,500 0.00%-$ 1,500$
2175 Fire Prevention Materials $1,500 $1,500 25.00%300$ 1,200$
2180 Uniforms $500 $500 0.00%-$ 500$
2190 Medical Supplies $2,000 $1,000 $800 $3,800 52.00%1,300$ 2,500$
2210 Equipment Parts $2,000 $750 $750 $3,500 16.67%500$ 3,000$
2215 SCBA Equipment Parts $400 $500 $900 28.57%200$ 700$
2230 Bldg & Grounds Maint Supp $750 $500 $1,250 0.00%-$ 1,250$
2400 Small Tools $2,800 $2,500 $1,500 $6,800 4.62%300$ 6,500$
2410 Protective Gear / Uniforms $5,000 $4,000 $1,000 $10,000 0.00%-$ 10,000$
2415 Turn Out Gear $20,000 $11,000 $3,000 $34,000 6.25%2,000$ 32,000$
Subtotal Supplies $3,750 $46,450 $750 $24,050 $500 $10,350 $85,850 6.88%5,500 79,900$
3000 Prof Services(Lexipol SOP Hose&Ladder Testing)$3,000 $4,000 $750 $2,500 $900 $2,100 $13,250 15.22%1,750$ 11,500$
3010 Auditing/Accounting Services for RA $6,200 $6,200 55.00%2,200$ 4,000$
3050 Physicals Other Medical $8,500 $8,000 $16,500 6.45%1,000$ 15,500$
3090 Computer Software Support $6,000 $6,000 140.00%3,500$ 2,500$
3110 W.A.F.T.A. Dues $2,000 $2,000 0.00%-$ 2,000$
3120 Legal Fees $2,000 $2,000 0.00%-$ 2,000$
3150 LL Administration Fee $18,000 $18,000 0.00%-$ 18,000$
City of Long Lake
LL Fire Department Operating Expenses
2024 Operating Budget
283
3230 Cell Phones (Nextel/Sprint)$1,500 $3,250 $1,000 $5,750 9.52%500$ 5,250$
3235 800 mHz Radio Admin Fee $12,000 $6,500 $1,500 $20,000 25.00%4,000$ 16,000$
3275 Internet (MediaCom)$8,300 $0 $7,000 $15,300 2.00%300$ 15,000$
3280 Pagers / Radios (Ancom)$750 $500 $250 $1,500 -66.67%(3,000)$ 4,500$
3285 Radio Lease $4,100 $3,100 $1,000 $8,200 8,200$
3310 Travel / Mileage Reimb $400 $500 $500 $1,400 40.00%400$ 1,000$
3350 Education / Conferences $4,500 $12,000 $8,000 $4,000 $28,500 1.79%500$ 28,000$
3355 Vehicle License Registration $100 $100 100$
3610 General Liability Insurance $9,500 $9,500 0.00%-$ 9,500$
3810 Electricity Exp (Excel)$12,500 $4,500 $17,000 6.25%1,000$ 16,000$
3820 City Water/Sewer/Storm $3,100 $2,300 $5,400 10.20%500$ 4,900$
3830 Natural Gas (CenterPoint)$8,000 $3,500 $11,500 15.00%1,500$ 10,000$
3840 Custodial & Waste Removal $9,000 $7,000 $16,000 6.67%1,000$ 15,000$
3845 Lawn & Turf Maintenance $2,100 $1,500 $3,600 2.86%100$ 3,500$
4010 Bldg Maint & Repair $16,000 $9,500 $25,500 4.08%1,000$ 24,500$
4030 Light Truck Maint/Repair $5,000 $1,500 $1,500 $8,000 6.67%500$ 7,500$
4035 Heavy Truck Maint/Repair $12,000 $5,500 $1,500 $19,000 5.56%1,000$ 18,000$
4040 Other Equip/Boat Maint $3,000 $2,000 $500 $5,500 10.00%500$ 5,000$
4045 Insurance Claim Expenses $250 $250 0.00%-$ 250$
4135 Copier Maintenance $650 $650 0.00%-$ 650$
4300 Miscellaneous $1,500 $1,500 0.00%-$ 1,500$
4330 Dues & Subscriptions $2,750 $2,750 10.00%250$ 2,500$
4450 Meeting Supplies $1,500 $1,500 50.00%500$ 1,000$
4600 Recognition Expenditures $1,000 $1,000 0.00%-$ 1,000$
Subtotal Purchased Svcs $60,850 $65,100 $59,750 $39,100 $36,200 $12,350 $273,350 11.28%27,300 242,050$
$0
5710 Computer/Printer Replac $4,000 $4,000 0.00%-$ 4,000$
5800 Other Equip $4,000 $4,000 0.00%-$ 4,000$
Subtotal Capital $8,000 $0 $0 $0 $0 $8,000 0.00%- 8,000$
$0
Total LLFD Op Budget 288,738$ 246,818$ 60,500$ 151,733$ 36,700$ 40,246$ $824,735 20.85%141,235$ 677,425$
284
285
286
287
Item No.: 21 Date: December 11, 2023
Presenter: Ron Olson
Finance Director
Agenda
Section:
Finance Report
Item Description: Final Levy 2023 Collectible in 2024 - Resolution 7436
1.Purpose:
The purpose of this action item is to approve resolution 7436 setting the 2023 collectible 2024 tax
levy.
2.Background/Summary:
Staff has been working on the 2024 budget since May. One of the components of the budget
process is the adoption of the property tax levy required to fund the 2024 budget. On September
11, 2023 the council adopted the preliminary property levy. As required by law, a public hearing
was held on November 27, 2023 to allow public comment on the preliminary levy. Tonight, the
council is being asked to approve the tax levy so that it can be certified to Hennepin County by the
deadline of December 28, 2023.
The property tax levy has seven components. The first is the operating levy which is adopted to
fund the General Fund Operating Budget and is increasing by $904,100 (16.3%). Next is the
Facilities Levy, which is remaining steady at the 2023 amount. The Fire Capital levy in the
amount of $275,000, is dedicated to fire capital needs. The Pavement Management Levy is
remaining at the 2023 level. The levy for parks is being increased by $50,000 (33.3%). The
Community Investment levy is being reduced by $19,000 (-8.7%) and is dedicated for projects of
citywide value. The final levy component is the Debt Service levy which will be reduced by
$182,000 by using previously accumulated debt service funds. The breakdown of the tax Levy is
as follows:
General Fund -
Operating $ 6,545,100
Facilities $ 375,000
Fire Capital Fund $ 275,000
Pavement
Management $ 1,000,000
Parks $ 200,000
Community
Investment $ 200,000
Debt Service $ 820,000
Total $ 9,415,100
When compared to the 2023 tax levy, the levy is increasing by $1,028,100 or 12.26%. Based on
current information from the Hennepin County, adoption of this levy will result in a decrease in
the tax rate from 16.53% to 16.32%.
AGENDA ITEM
288
3.Staff Recommendation:
Staff recommends approval of resolution 7436 setting the 2023 collectible 2024 tax levy.
COUNCIL ACTION REQUESTED
Motion to approve resolution 7436 setting the 2023 collectible 2024 tax levy.
Exhibits
Ex. A Resolution 7436 2023-2024 Tax Levy
289
CITY OF ORONO
RESOLUTION OF THE CITY COUNCIL
NO. 7436
A RESOLUTION ADOPTING THE
2023 COLLECTIBLE 2024 PROPERTY TAX LEVY
BE IT RESOLVED, by the City Council of the City of Orono, County of Hennepin,
Minnesota, that the following sums be levied for the current year, collectible in 2024 upon the
taxable property in the City of Orono, for the following purposes:
General Fund - Operating $6,545,100
Facilities Fund 375,000
Fire Capital Fund 275,000
Pavement Management 1,000,000
Parks 200,000
Community Investment 200,000
G.O. Improvement Bond 2014 60,000
G.O. Improvement Bond 2021 760,000
TOTAL ALL LEVIES $9,415,100
The City Clerk is hereby instructed to transmit a certified copy of this resolution to the
County Auditor of Hennepin County, Minnesota.
Adopted by the City Council of the City of Orono, Minnesota at a regular meeting held
December 11, 2023.
ATTEST:
____________________________________________________________
Christian Lusian, City Clerk Dennis Walsh, Mayor
290
Item No.: 22 Date: December 11, 2023
Presenter: Ron Olson
Finance Director
Agenda
Section:
Finance Report
Item Description: Special Revenue Funds Budgets 2024 - Resolution 7438
1.Purpose:
The purpose of this agenda action is to approve the 2024 Special Revenue Fund Budgets.
2.Background/Summary:
The special revenue funds that budgets are adopted for are the Park Fund, The Drug Forfeiture
Fund, and the TIF Fund. Special revenue funds by definition have a primary source of revenue that
is dedicated for a specific purpose. In the Park Fund the revenue source is park dedication fees
collected from developers. This fund also includes tax levy dollars. By state law, park dedication
fees must be used for parkland acquisition and development. The Drug Forfeiture Fund receives its
primary funding from the Police Department’s drug and alcohol enforcement activities. The funds
must be used for drug and alcohol related activities. The TIF Fund is used to account for revenues
related to the Orono Woods Senior Housing Development. The final TIF payment to Orono
Woods will be February 2024 for revenues collected in 2023. The 2024 revenues will be used to
pay an interfund loan that was created when the land was sold in 2017.
3.Staff Recommendation:
Staff recommends approval of Resolution 7438 - 2024 Special Revenue Funds Budgets.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Motion to approve Resolution 7438 - 2024 Special Revenue Funds Budgets.
Exhibits
Ex. A Resolution 7438 2024 Special Revenue Funds
291
CITY OF ORONO
RESOLUTION OF THE CITY COUNCIL
NO.7438
A RESOLUTION TO ADOPT THE
2024 SPECIAL REVENUE FUND BUDGETS
BE IT RESOLVED, by the City Council of the City of Orono, County of
Hennepin, Minnesota that the 2024Special Revenue Fund budgets are determined to be as follows:
Drug/Felony
Estimated Revenues Park Forfeiture TIF
Taxes – General $200,000 $ - - 120,000
Interest Income 3,000 3,000 - -
User Fees - - 25,000 - -
Park Dedication Fees 11,000 - -- -
Intergovernmental - - - - - -
Transfers from other Funds - - - - - -
Other/Use of Fund Balance - - - - - -
Total Revenues $ 214,000 $ 28,000 $ 120,000
Appropriated Expenditures
General Government $ - -$ - -$ 120,000
Public Safety - - 25,000 - -
Streets - - - -- -
Parks & Recreation 40,000 - -- -
Transfers to Other Funds - - - - - -
Increase to Fund Balance 170,000 3,000 - -
Total Expenditures $ 40,000 $ 28,000 $ 120,000
Adopted by the City Council of the City of Orono, Minnesota at a regular meeting
held December 11, 2023.
ATTEST:
________________________________________________________________________
Christine Lusian, City Clerk Dennis Walsh, Mayor
292
Item No.: 23 Date: December 11, 2023
Presenter: Ron Olson
Finance Director
Agenda
Section:
Finance Report
Item Description: Fee Schedule Updates - Ordinance 288
1.Purpose:
The purpose of this action item is to approve the 2024 Fee Schedule.
2.Background/Summary:
The City’s fee schedule is reviewed annually as part of the budget process. A copy of the schedule
with requested changes is included with this action. The 2024 updates to the schedule are mostly
minor changes. The most impactful change is for utility rates, with increases as follows: Water –
2 %; Sewer – 2%; Storm – 1%; and Recycling 4%. These utility rate increases were approved at
the last council meeting, but they are included as part of the Ordinance document being approved
tonight. These changes have been reviewed by the both budget committee and the council as
whole. No changes were suggested by the Council.
3.Staff Recommendation:
Staff reccomends approval of ordinance 288 adopting the 2024 fee schedule as presented.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Motion to 1) Adopt ordinance 288 of the third series amending title one chapter two of the city code
relating to the fee schedule and 2) Approve a summary publication of ordinance 288.
Exhibits
Ex. A 2024 Draft Fee Schedule.pdf
Ex. B Ordinance 288 - Fee Schedule
Ex. C Ordinance 288 - Summary Publication.docx
293
A. Buillding, Planning, and
Zoning
B. License Fees and
Miscellaneous Charges
C. Utility Rates and Fees D. Administrative Offenses E. Park Fees F. Police Administration G. Documents and Services
Zoning Applications Joint Use Dock
Sanitary Sewer and
Municipal Water
Connection
Traffic/ Vehicle Golf Course Dogs at Large Zoning Documents
Zoning Permits Rental License Municipal Connection Permit Snowmobile Violations Lurton Park Animals at Large General Administrative
Documents
Building Code Administration Garbage Hauler Point of Sale Fees Animals Summit Beach Large Assemble Permit
Building Permits Home Occupation Sewer Projects Public Nuisances Field/Facility Reservations Fireworks
Contractual Inspections Temporary Trailers and
Buildings Water Connections Open Burning Firearms
Fire Kennel Licenses Water Meter and Horn Noise Trapping
Park Dedication Beer, Wine, and Liquor Sewer and Water Unit
Adjustment Charges Park Violations Special Events
Storm Water Trunk Amusement Devices Utility Service Fees Sign Violations False Alarm
Public Dance Municipal Water Rates Juvenile Violations Fingerprinting
General Administrative
Licenses/Fines Stormwater Utility Rates Seasonal Overweight Vehicles Police Special Services
Miscellaneous Charges Recycling Charge Parking Copy Service
Sump Pump Surcharge Miscellaneous Photos
PW supplies and service No Parking Signs
Statements
Table of Contents
2024 Orono Fee Schedule
294
Fire arm storage
295
Fee Escrow Notes
Variance $375.00 $700.00 + Consultant fees
1st Extension $55.00 Staff approved
2nd and subsequent $55.00 City Council meeting
Conditional Use Permit $375.00 $700.00 + Consultant fees
CUP amendment $375.00 $700.00 + Consultant fees
1st Extension $55.00 Staff approved
Interim Use Permit $375.00 $700.00 + Consultant fees
Site Plan Review $375.00 $700.00 + Consultant fees
Zoning Amendments including map amendments $375.00 $700.00 + Consultant fees
Concept Review $375.00
Comprehensive Plan Amendment $375.00 $700.00 + Consultant fees
Subdivision
Subdivision: Sketch Plan $375.00
Subdivision: Class III Prel Plat $550.00 $5,000.00 + Consultant fees
Subdivision: Final Plat $550.00 $2,500.00 + Consultant fees
Subdivision: Preliminary plat extension $375.00
Subdivision Exception $100.00 n/a + Consultant fees if Applicable
Vacations
Vacations: Road $375.00 $700.00 + Consultant fees
Vacation: Easement not associated with
subdivisions $375.00 $700.00 + Consultant fees
Vacation: Easements associated with a
subdivision $0.00
Easement Creation $165.00 $700.00 + Consultant fees
Appeal of Administrative Decision $165.00 $700.00 + Consultant fees
Stairway to Lake $55.00
Structures not requiring a building permit $55.00 Plus Engineering Costs
Encroachment Permit/ Agreement $165.00
Tree removal in shore setback $0.00
Signs (Alteration of cabinent or raceway)$55.00
Vehicle Storage $55.00 78-1577 (C)
Land Alteration $100.00 May also require a IUP
All after the fact applications are double fees. All applicants are responsible for actual costs incurred by the City by its' consultants in the review
of the application.
ZONING APPLICATIONS:
Exhibit A Buillding, Planning, and Zoning
PLANNING, BUILDING, ZONING
All fees, unless otherwise noted, are application fees and are non-refundable after staff work has begun on the application.
ZONING PERMIT:
296
Fee Escrow Notes
Tent/ Canopy Permits $55.00
*City Administrator may require an erosion
control escrow for projects disturbing soils or tree
replacement.
$1,000.00 Variable depending on project scope, but not to
exceed
Zoning confirmation letter $55.00 Request for zoning confirmation letter
Address Change Request by Owner $55.00
BUILDING CODE ADMINISTRATION:
Building Permits Based on Value Table
Building permit fees (Building, Plumbing,
Mechanical, unless otherwise noted) Based on 2012 Building
Valuation Table
Plan Review Fee 65% of Building Permit Fee
Rereview Plan Fee Up to the cost of the Plan
Review Fee Based on
Building Offical
Recommendation
Minimum Fee $26.25
Moved-In Structure (not including foundation,
interior remodel, etc.)$275.00
Pre-Move Inspection $165.00
Special investigation fee (work started without
obtaining a permit – applies even if no permit is
pulled)
100% of Building permit fee
Manufactured Home Installation $275.00 plus
State Surcharge and requires a regular building
permit if also doing basement, foundation, garage
or entryway, fees are based on sq. ft. State Table $275.00
City Administrator may require an erosion control
escrow for projects disturbing soils.$1,000.00
Refunds: 80% of building permit fees on projects not yet started (within 90
days of permit issuance by municipality). No refund on plan review fees, state
surcharge or maintenance permits
297
Fee Escrow Notes
Valuation based on ICC 2012 Building Valuation
tables
Total Valuation Fee
$1.00 to $500
$501.00 to $2,000.00
$2,001.00 to $25,000.00
$25,001.00 to $50,000.00
$50,001.00 to $100,000.00
$100,001.00 to $500,000.00
$500,001.00 to $1,000,000.00
$1,000,001.00 and up
State Surcharge as required by State
Demolition
Demolition: Principal structure $100.00
Demolition: Accessory structure/Septic system
(Per unit fee)$50.00
Retaining walls Based on Value Table
May require City Council approval (Variance or
CUP)
City Engineer may require an erosion control
escrow for projects disturbing soils.
Not to Exceed
$1,000.00
Plumbing 1.25% of project value,
based on valuation table n/a
Backflow registration $10.00
Plumbing minimum $26.25
$26.25
$715.92 for the first $50,000.00 plus $7.88 for each additional $1,000.00, or fraction thereof, to and including $100,000.00
$1109.92 for the first $100,000.00 plus $6.30 for each additional $1,000.00, or fraction thereof, to and including $500,000.00
$3,629.92 for the first $500,000.00 plus $5.25 for each additional $1,000.00, or fraction thereof, to and including
$1,000,000.00
$26.25 for the first $500.00 plus $3.41 for each additional $100.00, or fraction thereof, to and including $2,000.00
$77.40 for the first $2,000.00 plus $15.49 for each additional $1,000.00, or fraction thereof, to and including $25,000.00
$433.67 for the first $25,000.00 plus $11.29 for each additional $1,000.00, or fraction thereof, to and including $50,000.00
$6,254.92 for the first $1,000,000.00 plus $4.20 for each additional $1,000.00, or fraction thereof
298
Fee Escrow Notes
Mechanical (All Types) 1.25% of project value,
based on valuation table n/a
Mechanical Minimum $26.25
Tent/ Canopy $50.00
Municipal Connection permit n/a
Sewer $50.00 See Utility Section
SAC (Sewer Availability Charge) (MCES)$2,485.00
Water $50.00 See Utility Section
Septic
Tank or Repair Permit $350.00
New or replacement Type I or Type III,
Residential $750.00 $1,000.00
New or replacement Advanced Septic System
Residential $750.00
Plus additional actual costs upto 600.00
All Commercial $750.00
Plus additional actual costs upto 600.00
Subdivision site evaluation review $60.00 Per lot
Inspection surcharge for RS zones (Big Island and
Deering island)
$30.00 plus cost of boat rental if transportation not
provided.
Reinspection fee $30.00 plus $60/ hour after 1st hour
Site inspection without permit Actual costs
Quarterly Septic Fee 11.25
Septic Late Fee 3%/Qtr
Miscellaneous Projects
Retaining walls requiring building permit Based on Value Table
May require City Council approval (Variance or
IUP)
Sign structure Based on Value Table
Entrance monuments Based on Value Table
Fences Based on Value Table Only required for fences above 7 feet.
Tent/ Canopy $50.00
Temporary Certificate of Occupancy Escrow 3% of project value, not to
exceed $10,000
299
Fee Escrow Notes
Contractural Inspection Service
Plan Review Charge Per 2012 Building Permit
Fee Based on Valuation
FIRE
Fire Protection inspection Actual Cost
Per 2012 Building Permit
Fee Based on Valuation
Fire Plan review fee 65% of permit fee
Burning permits No Charge
Reinspection $50.00
PARK DEDICATION
0.1 acres of land per residential dwelling unit Sec. 82-227
0.1 acres for every acre of commercial or industrial zoned land, or 0.1 per every 14 expected employees, whichever is greater
Cash contribution maximum
Residential density of 3 units per acre or less: maximum 4 percent of the predeveloped value
Residential density of 3.1- 8 units per acre: maximum 8 percent of the predeveloped value
Residential density of 8.1 - 15 units per acre: maximum 12 percent of the predeveloped value
Residential density of 15.1 units per acre or more: maximum 20 percent of the predeveloped value
STORMWATER AND DRAINAGE TRUNK FEES
Stormwater and Drainage Trunk fees as established by Subdivision IV, Section 14-283 of the City Code.
Where the anticipated park needs are greater than the number of acres to be developed, the city establishes a maximum park dedication maximum:
Storm water trunk fees apply to new development and redevelopment of existing properties and provide funding for the storm water infrastructure
necessary to serve the City. The trunk fee is based on the land use and acreage of the property being developed. An equivalency factor multiplier is
assigned to each land use type, with a 2-acre residential lot considered as the standard in the City with an equivalency factor of 1.0. The table below
lists the storm water trunk fees per acre for the various zoning districts and land uses in the City.
Land Dedication Minimum Area - Developers shall be required to dedicate to the City for parks, playgrounds, trails, open spaces and other public
purposes an amount of land proportional to the amount of land being developed and to the number of residential units or commercial industrial
employment, as set forth in Section 82-226:
All fire suppression and alarm permits are based on
value, and include a plan review fee and are subject to
the state surcharge.
Cash contribution is equal to the amount of land required In those instances where a cash contribution is to be made by the developer, in lieu of
a conveyance or dedication of land, the cash contribution to be contributed shall be equivalent to the fair market value of the land to be
dedicated.
300
Fee Escrow Notes
NEW DEVELOPMENT LAND USE Per new lot, or new
structure on
previously vacant lot
Per buildable acre
$16,150.00
$8,060.00
$5,250.00
$3,025.00
$7,275.00
$8,490.00
$9,690.00
Single Family Residential 1/2 Acre Zone
Multi Family Residential 4 Units/Acre or Less
Multi Family Residential Greater than 4 Units/Acre
Single Family Residential 5 Acre Zone
Single Family Residential 2 Acre Zone
Single Family Residential 1 Acre Zone
- acreage of stormwater ponding or similar improvements that provide additional treatment benefits beyond what is required to treat the
stormwater runoff from the development site.
- acreage of conservation easements resulting from Conservation Design process
Commercial or Industrial
Multi-family and High-Density Single Family Developments. Trunk fee shall be
charged on a per-acre basis, except that the following acreages will not be subject
- all wetland acreage up to the delineation line
301
Fee
DOCK LICENSE $325.00 Per Year
License Application Fee $50.00
Big Island Dock License $6,000.00
Canoe Rack Rental $45.00 Per Slip
RENTAL LICENSE
License Fee $120.00 2 year term
GARBAGE HAULER LICENSE
Flat Rate $75.00 Ch. 54, Article III
Per Hauler $15.00 Per Truck
Transfer Fee $30.00
HOME OCCUPATION LICENSE (Level 2)$100.00 Initial Review Fee Sec. 26-76
$30.00 Annual Review Fee
$30.00
KENNEL LICENSES Sec. 62-161 thru 62-185
Commercial Application & Inspection Fee (Annual)$150.00
Residential Application & Inspection Fee (Annual)$50.00
Exhibit B Licenses and Miscellaneous Charges
TEMPORARY TRAILERS & BUILDINGS
License Fees for new licenses may be prorated; after 75% of the license period has elapsed, the fee is reduced by 50%.
302
Fee
BEER, WINE & LIQUOR LICENSES
Initial Investigation $500.00 Per License Ch. 34, Article II
On-Sale & Off-Sale Intoxicating Liquor Licenses Ch. 34, Article II
Ch. 34, Article II
In state investigation
Out state investigation Actual cost
Off-Sale Liquor License $150.00 Sec. 34-66
On-Sale Liquor License $5,000.00 Sec. 34-66
On-Sale Wine License $2,000.00 Sec. 34-77
3.2 % Malt Liquor Off-Sale (Annual)$50.00 Sec. 34-66
3.2 % Malt Liquor On-Sale (Annual)$100.00 Sec. 34-66
Setup (Annual)$100.00 Sec. 34-126; 34-143
Club Liquor License Sec. 34-66
(weekday)$200.00 Sec. 34-66
(Sunday)$200.00 Sec. 34-66
Temporary Set-up Permit (1-4 days)$25.00 Each Sec. 34-42
Temporary On Sale 3.2% Malt Liquor (1-7 days)$25.00 Each Sec. 34-82
Temporary Off-Sale Wine License (wine auction)$25.00 Each Sec. 34-42
Temporary On-Sale Wine License (1-4 days)$25.00 Each Sec. 34-42
Temporary On-Sale Liquor License (1-4 days)$25.00 Each Sec. 34-42
1st Violation $500.00 Sec. 34-41
2nd Violation $1,000.00 & 3-day license
suspension
3rd Violation $2,000.00 & 2-week license
suspension
4th Violation License revocation
On-Sale & Off Sale 3.2% Malt Liquor/Wine Licenses
Actual cost up to $10,000
Liquor Violations (3 years immediately prior to date of most current violation)
303
Fee
AMUSEMENT DEVICE LICENSES Sec. 38-601 thru 38-603
Per Establishment (Annual)$100.00 + Machine fee
Per Machine Fee $25.00 Each
PUBLIC DANCE LICENSE
Annual License $100.00
Individual License $10.00
Gambling & Raffle Investigation $10.00 Ch. 38, Article II
Massage Therapy License $100.00 Ch. 31, Article II
Background Investigation $150.00
Annual Renewal $100.00
Solicitor/Transient Merchant/Peddler License $100.00 + Actual costs up to
$1,500.00
Ch. 30
Tobacco Licenses $125.00 Ch. 50, Article II
1st Offense $150.00
2nd Offense $400.00
3rd Offense & Over $500.00
Penalty for Use of Tobacco Where Prohibited $100.00 Sec. 51-5
MISCELLANEOUS FEES
Convenience Fee - Credit Card Transactions 3.00%+ $0.50 for $100.00 or less
Returned Check $30.00
Licensee or Employee Violations within 24 month period
GENERAL ADMINISTRATIVE LICENSES/FINES
Sec. 38-501 thru 38-506
304
Fee
Sewer (Includes one inspection)$150.00
SAC (Sewer Availability Charge) (MCES)$2,485.00
Water (Includes one inspection)$150.00
Horn Quote Basis
Additional Connection inspection (Water or Sewer) $100.00
Additional Disconnection inspection (Water or Sewer)$100.00
Residential - City Inspection $250.00
Residential - Private Inspection Review $100.00
Commercial $750.00
Connection to existing City Sewer System: $5,800.00 $6,000 per unit
Fee
2010 North Farm Road $22,120.00 23,280.00$
2014 Green Trees $23,710.00 24,780.00$
2015 Green Trees Extension $22,650.00 23,670.00$
Connection to Sewer System in adjacent city
POINT OF SALE SEWER SERVICE INFLOW & INFILTRATION INSPECTION FEES
Exhibit C Utility Rates and Fees
Connection fees have been determined as a way to provide a fair and equitable recovery of the costs associated with providing water and wastewater utility
services to new customers to avoid placing these costs on existing customers. The connection fee includes those portions of existing assets that will benefit
new customers together with any anticipated future capital improvements constructed for the purpose of providing utility services to new customers. The
connection charge applies to those properties not previously assessed for the associated utility project.
Connection to City Sewer in areas still within their assessment window (less than 15 years since project was assessed) shall pay an amount equivalent
to the assessment amount plus interest that residences were charged at the time of the project:
MUNICIPAL CONNECTION PERMIT
SEWER PROJECTS
ALL SANITARY SEWER AND MUNICIPAL WATER CONNECTION CHARGES
305
Exhibit C Utility Rates and Fees
Fee
Connection to Long Lake Sewer System $1,900.00 or per current Long Lake Fee
Schedule
Connection to Wayzata Sewer System $1,050 or per current Wayzata Fee Schedule
Connection to existing City Water Main $4,370 per unit
*or 20% over adjacent city's fee schedule, whichever is greater of
Connection to Wayzata Water System $2,470 or per current Wayzata Fee Schedule
5/8" (3/4"x7-1/2") meter with horn including sales tax Actual Cost
3/4" (3/4"x9") meter with horn including sales tax Actual Cost
1" meter with horn including sales tax Actual Cost
Larger meter Actual Cost
CHARGES
CREDIT
UNIT CHARGE
WATER METER AND HORN
SEWER AND WATER UNIT ADJUSTMENT CHARGES
Charges shall result from either an intensification of an existing non-residential use or a new non-residential use that replaces a former use on a
property located within an area already assessed and served by municipal sewer and water.
Credit for previously assessed sewer or water units shall be applied against the total number of sewer and water units established for the new use.
Current Fee per Adjacent City
$1,900.00 or per current Long Lake Fee
Schedule
WATER CONNECTIONS
Fee
Connection to Long Lake Water System
306
Exhibit C Utility Rates and Fees
Municipal Sewer Rate
By Unit:
1st $70.37 per month $71.78 per month
By flow ($70.37/month minimum): $7.04/1000 gallon plus $7.18/1000 gallon plus$6.15/month/SAC unit $6.27/month/SAC unit
Long Lake Service
Minimum Charge (10,000 Gallons or Less Water Usage)$70.37 per month $71.78 per month
Over 10,000 Gallons Water Usage, per 1,000 Gallons additional $7.04/1000 gallon $7.18/1000 gallon plus
Wayzata Service
Metered Service
Minimum Charge (10,000 Gallons or Less Water Usage)$70.37 per month $71.78 per month
Over 10,000 Gallons Water Usage, per 1,000 Gallons additional $7.04/1000 gallon $7.18/1000 gallon plus
Unmetered Service
Per Property $70.37 per month $71.78 per month
UTILITY SERVICE FEES
Some Properties on Mytlewood and Old Long Lake Road are not connected to water. Wayzata bills Orono based on a quarterly usage of 25,000
gallons. Charge is based on the metered rates and 25,000 gallons.
Each sewer and each water unit adjustment charge shall be equal to the current Service Availability Charge established by the Metropolitan Council
Wastewater Services or its successor and shall be payable to the City of Orono upon application for a building permit.
307
Exhibit C Utility Rates and Fees
Residential
Billing & Ready to Serve Charge $16.67/month
Unconnected Property Charge $16.67/month
Water Usage Rate
Navarre Area (Area #1) and Hwy 12 (Area #2)
Tier 1 (0-3,300 gal) $7.94/1000 gal $8.10/1000 gal
Tier 2 (3,300 - 8,300 gal) $11.11/1000 gal $11.33/1000 gal
Tier 3 (>8,300)$16.67/1000 gal $17.00/ 1000 gal
Chevy Chase Area (Area #3)
Tier 1 (0-5,000 gal) $7.94/1000 gal $8.10/1000 gal
Tier 2 (5,000-8,300 gal) $11.11/1000 gal $11.33/1000 gal
Tier 3 (>8,300)$16.67/1000 gal $17.00/ 1000 gal
Long Lake Area (Area #4)
Tier 1 (0-2,000 gal) $7.94/1000 gal $8.10/1000 gal
Tier 2 (2,000-7,000 gal) $11.11/1000 gal $11.33/1000 gal
Tier 3 (>7,000 gal)$16.67/1000 gal $17.00/ 1000 gal
Multi-Family
Billing & Ready to Serve Charge per SAC Unit $16.67/month
Unconnected Property Charge $16.67/month
Water Usage Rate
Tier 1 (0-8,300 gal) $7.94/1000 gal $8.10/1000 gal
Tier 2 (8,300-33,300 gal) $11.11/1000 gal $11.33/1000 gal
Tier 3 (>33,300 gal)$16.67/1000 gal $17.00/ 1000 gal
MUNICIPAL WATER RATES
308
Exhibit C Utility Rates and Fees
Commercial
Billing & Ready to Serve Charge per SAC Unit $16.67/month
Unconnected Property Charge $16.67/month
Water Usage Rate
Tier 1 (0-8,300 gal) $7.94/1000 gal $8.10/1000 gal
Tier 2 (8,300-33,300 gal) $11.11/1000 gal $11.33/1000 gal
Tier 3 (>33,300 gal)$16.67/1000 gal $17.00/ 1000 gal
School
Billing & Ready to Serve Charge per Meter $50.00/month
Unconnected Property Charge $50.00/month
Water Usage Rate
Tier 1 (0-8,300 gal) $7.94/1000 gal $8.10/1000 gal
Tier 2 (8,300-33,300 gal) $11.11/1000 gal $11.33/1000 gal
Tier 3 (>33,300 gal)$16.67/1000 gal $17.00/ 1000 gal
Federally Mandated Safe Drinking Water $2.43/quarter or $0.81/month
Testing Program (Charged per service connection)
Quarterly Monthly Service Charge for Non-Functioning or
Inaccessible Water Meter
$100.00
Bulk sale to Minnetonka Beach for Lafayette Ridge Area
Processing Fee (Per Monthly Billing Cycle)$25.00
Plus Water Usage Rate $7.94/1000 gal $8.10/1000 gal
Bulk sale - All Others
Processing Fee (Per Monthly Billing Cycle)$25.00
Plus Water Usage Rate $7.94/1000 gal $17.00/1000 gal
i.e. Fill swimming pool or watering sod.
Penalty for late payment of sewer/water bills - 1% monthly if not paid by due date (applied to the total unpaid balance). Interest at 8% on unpaid
water/sewer bills certified.
309
Exhibit C Utility Rates and Fees
One residential unit: $16.00/month or $48.00/quarter $16.16/month or $48.48/quarter
Non-residential unit:Based on “Residential Equivalent Factor”
$6.25/month or $18.75/quarter $6.50/month or $19.50/quarter
Recycling Cart from Waste Management No Charge
$100.00 per month
Right of Way Permit $50.00/permit
Right of Way Escrow (for other than Public Utility) $1,500
New Street Intersections (See zoning section - Special improvement fees)
On-Call Service to Other Cities
Base On-Call Fee $70.00/day
Call-Out Fee Actual wage and equipment rates
SUMP PUMP SURCHARGE
RECYCLING CHARGE
STORM WATER UTILITY RATES
The basic intent of storm water regulations is to minimize the impact of development on natural drainage systems. Any development in an area will
PUBLIC WORKS SUPPLIES & SERVICES
310
Fee
Applicable Code or MN State
Statute (MSS) Number
Unsafe Operation $60.00 66-259
Unreasonable Acceleration $60.00 66-258
Exhibition Driving $60.00 66-7
Failure to Obey Traffic Control $60.00 169.06 MSS
Expired Registration $60.00 169.79 MSS
Unsafe Equipment $60.00 169.47 MSS
Loud Exhaust $60.00 169.69 MSS
No Driver License in Possession $60.00 171.08 MSS
Failure to Change Address on DL $60.00 171.11 MSS
Driving to Avoid Traffic Signal $60.00 66-5
Operation $60.00 66-159
Equipment $60.00 66-160
Hours of Operation $60.00 66-159
Dog at Large $60.00 62-104
Animal License Required $60.00 62-131
Feces Clean Up $60.00 22-95 & 22-114
Barking Dog $60.00 62-10
Public Nuisance/General Prohibition $60.00 70-4
Peace and Safety Violation $60.00 70-166
Discharge of Firearm $60.00 70-97
ADMINISTRATIVE OFFENSES (POLICE ADMINISTERED)
PUBLIC NUISANCES
Exhibit D Administrative Offenses
TRAFFIC/VEHICLE OFFENSES
SNOWMOBILE VIOLATIONS
ANIMALS
311
Exhibit D Administrative Offenses
No Permit $60.00 58-186
Negligent Burning $60.00 58-193
No Open Burning $60.00 58-193
Loud Noise Prohibited $60.00 58-120
Hours of Operation $60.00 22-89
Operating a Motor Vehicle within Park $60.00 22-92
No Permit $60.00 22-102
Feces Clean Up $60.00 22-95, 22-102 & 22-114
Violation of General Provisions $60.00 18-4
Sign Impoundment Fee $25.00 78-1473
Curfew $60.00 70-274
Possession of Tobacco $60.00 609.685 Sub 3 MSS
1,000-9,999 lbs overweight .15 cents per lb over 169.824 Sub 1 MSS
General $25.00 66-78
Seasonal 0200-0600 on $25.00 66-80
Street Prohibited
Handicapped $60.00 66-85
Fire Lane $25.00 46-85
SEASONAL OVERWEIGHT VEHICLES
PARKING
OPEN BURNING
NOISE
PARK VIOLATIONS
SIGNS VIOLATIONS
JUVENILE
312
Exhibit D Administrative Offenses
Watering Restrictions $60.00 610.50 Sub 15 MSS
Placing Snow on Street $25.00 18-5
SPECIAL EVENT VIOLATIONS
1st Violation $250.00
2nd Violation $500.00
3rd Violation $1,000.00
MISCELLANEOUS
313
Fee
GOLF COURSE FEES
MONDAY THRU SUNDAY RATES
Individual (Regular)$20.00
Juniors (10-18 years old)$12.00
Seniors (62 years or older)$16.00
Second Round $10.00
Children under 10 golf free with an adult
Base Resident
Individual Season Pass $570.00 $455.00
Junior Season Pass (10 - 18 years old)$320.00 $280.00
Senior Season Pass (62 years or older)$470.00 $350.00
Family* Season Pass $700.00 $550.00
GOLF CART RENTAL RATES
Motorized Cart Rental/Per Person for 9 holes $11.00
Motorized Cart Rental/Per Person for 18 holes $15.00
Pull Carts/Per Round $5.00
Golf Clubs/Per Round $5.00
CONCESSION RATES As Posted
Exhibit E Park Fees
* Family meaning: Immediate family living in the same household. Children must be 18
years old or younger.
SEASON PASS RATES (Unlimited Non-League Play)
The golf course superintendent the Parks and Facilities Director shall have the authority to
deviate from these prices for the purpose of promoting specials and for special events.
314
Exhibit E Park Fees
Resident $40.00
Non-Resident $55.00
Admin Fine - No Permit See Admin Fines
Passes will go on sale for the following year on Nov 1st.
Passes to be prorated at 50% on August 1st.
SUMMIT BEACH
CANOE RACK RENTAL See Licenses and Miscellaneous Charges
FIELD/FACILITY RESERVATIONS
PARK FACILITY USE PERMIT
Resident (Individual, business or group)$15.00
Non-Resident (Individual, business or group)$25.00
Golf Course Club House $40.00 / Hour
LURTON PARK PASSES
The cost to cover replacement passes will be $5.00
The administrative fine will be enforced on vehicles that do not display a current parking pass.
The fee will be waived with proof of a current parking pass. Payment of the fine will qualify as
payment to obtain a permit.
315
Fee
Sec. 62-104
1st Offense $60.00
2nd Offense $80.00
3rd Offense $100.00
After Hours, Weekend & Holiday
Release Charge
$75.00
Ch. 62, Article I
1st Offense $55.00
2nd Offense $65.00
3rd Offense $75.00
Trace & Catch Animal $35.00 Per Hour
Trailer Charge $55.00
Actual Cost
$200.00 + $60.00 each
additional day; actual
costs up to $1,500
Sec. 38-801 thru
38-803
Sec. 70-99
Sale and/or Storage of Consumer
Fireworks $100.00
Ch. 70, Article III
Pest Control (limited use)$25.00
Game Animals (limited use)$25.00 $100
$25 If Participate in
Annual (Club Only)$25.00 Management Progr
$20.00 Sec. 70-71
Exhibit F Police Administration
DOGS AT LARGE - RELEASE FEE
CARE OF IMPOUNDED ANIMAL
LARGE ASSEMBLY LICENSE (over 300 people)
FIREWORKS PERMIT
ANIMALS AT LARGE (Other than dogs) - RELEASE FEE
+ 0.31/Mile (Total Distance)
FIREARMS DISCHARGE PERMIT
LIMITED TRAPPING PERMIT
316
Exhibit F Police Administration
317
Exhibit F Police Administration
$100.00 Ch. 66, Article VI
Special Events involving fireworks $250.00
Ch. 42, Article III
1st false alarm/per calendar year No Charge
2nd false alarm/per calendar year $100.00
3rd false alarm/per calendar year $200.00
4th false alarm/per calendar year $300.00
5th and over false alarm/per calendar
year
$400.00
Ch. 42, Article III
1st false alarm/calendar year No Charge
2nd false alarm/calendar year $100.00
3rd false alarm/calendar year $250.00
4th false alarm/calendar year $350.00
5th & over false alarm/calendar year $500.00 Each Call
$50.00 Per Application
Officer 119 Rate $140.00 Per Hour $145.00 Per Hour
Lord Fletchers $125.00 Spring Park Require
Police Reserve Officers $30.00 Per Hour
First Two Copies $0.25 Per Page Up to 100 copies
Additional Copies $0.25 Each
SPECIAL EVENTS PERMIT
POLICE SPECIAL SERVICES (3 Hours Minimum)
FINGERPRINTING SERVICE
FALSE FIRE ALARM USER FEES
FALSE POLICE ALARM USER FEES
COPY SERVICE - Police Records
NON-RESIDENTS ONLY (Residents No Charge)
318
Exhibit F Police Administration
More than 100 pages (actual costs)
$.25/ single sided page plus actual
cost for search, retrieve, copy,
transmit/device.
319
Exhibit F Police Administration
PHOTOS $10.00 On CD
VIDEO
Booking Room Video $20.00
Squad Videos $20.00
Body Worn Cameras $50.00
AUDIO BTA Audio $10.00
Paper signs (no lath included)$1.00 $2.00 each
Laminated $5.00 each
STATEMENTS $10.00
$50.00
For CD & (transcribed copy or CD when
available; subject to Data Privacy Act -
will be charged an actual hourly fee)
Per Gun (Police Policy 3056)FIREARM STORAGE FEES
SIGNS: "NO PARKING ORDER OF POLICE"
320
321
Fee
Municipal Code Book - Portions On-Line Free
Ch 78 only (Zoning Code) w/revisions .25 per page
Ch 82 only (Subdiv. Code) w/revisions .25 per page
Other Individual Chapters .25 per page
Binder $5.00
Building & Planning Publications
Listing Information $10.00
Assessment Search - Written
(Verbal searches not given)
Fax Charge
Copy Service 8 1/2" x 11" (for public City records only)$0.25
11" x 17" copies $1.00
Individual copies of Ordinance Sections (1 copy)No Charge
Reprint of Oversized Documents that have been microfilmed
Building Plan Copies
Labels from Utility Billing System
Electronic Labels
Information Provided on CD or USB Drive
Information Provided on DVD
Shipping/ Handling mailing of requested information $ 3.00 + cost of information (DVD, pages, etc.)
Professional Time
Clerical Time
Building/Legal/Engineering Consultants
Mileage/Copies/Postage/Etc.
Returned Check Charge $30.00
$ 40.00 Per Hour
Actual Billed Cost
Actual Cost
$ 10.00 Per CD/USB
$ 20.00 Per DVD
Surcharge for Staff Expense in Excess of Regular Fees
$ 60.00 Per Hour
Cost of Copying, Messenger Service & Min. Clerical Fee of $5.00
(Entire amount to be paid upon request)
$ .05 Per Label (Approximately $150.00)
$10.00 Per sheet , 30 Labels max per sheet
Ex G Documents and Services
Cost of copying service, Messenger service
ZONING DEPARTMENT DOCUMENTS
As Posted - Prices subject to Change
$25.00 loose
$15.00 loose
$ .25 Per Page
GENERAL ADMINISTRATIVE DOCUMENTS
$20.00 Per Parcel
No charge up to 6 pages; $.25 Each Additional page
Includes up to 6 pages; $1.00 Each Additional page
Include up to 6 pages; $0.25 Each Additional page
322
Fee
MS 13.03 Subd 3
Photo Copies (1-100 pages)$.25/ single sided page
Photo Copies (101 + pages or data stored electronically)
$.25/ single sided page plus
actual cost for search, retrieve,
copy, transmit/device.
Public Data - Stored Electronically $0.00 to review at City Hall; MS 13
$0.25 per single sided copy;
$30/hour actual cost for search,
retrieve, copy, transmit.
Electronic Storage Device USB/CD/DVD - 8.5 GB $30/hour actual cost for search,
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DATA REQUESTS
323
1
ORDINANCE NO. 288, THIRD SERIES
CITY OF ORONO
HENNEPIN COUNTY, MINNESOTA
AN ORDINANCE ADOPTING THE 2024 FEE SCHEDULE AND REPEALING
ORDINANCE NO. 282, THIRD SERIES
THE CITY COUNCIL OF ORONO ORDAINS:
SECTION 1.Ordinances Repealed. Ordinance No. 282, Third Series, entitled 2023 Fee
Schedule is hereby repealed.
SECTION 2.The City Council of Orono hereby ordains the fees attached as Exhibits A-G
effective during the calendar year 2024 in accordance with city code 1-2-171(a-b).
SECTION 3. EFFECTIVE DATE:This ordinance establishing the 2024 Fee Schedule
shall be published as a Summary Ordinance and shall be effective on January 1, 2024 and
publication.
ADOPTED this 11th day of December, 2023 on a vote of __ ayes and __ nays by the
City Council of Orono, Minnesota.
ATTEST:
___________________________________________________________
Christine Lusian, City Clerk Dennis Walsh, Mayor
Ordinance published in The Laker and The Pioneer newspapers the week of ________, 2023.
324
1
SUMMARY PUBLICATION
ORDINANCE NO. 288
CITY OF ORONO
HENNEPIN COUNTY, MINNESOTA
AN ORDINANCE UPDATING FEE SCHEDULE
The City Council of the City of Orono, Minnesota approved updates to city code of ordinances
Title I Administration Chapter 2 on December 11, 2023. These are housekeeping updates to the
fee schedule. The complete text of this ordinance is available at city hall or www.oronomn.gov.
CITY OF ORONO
/s/Dennis Walsh, Mayor
Attest:
/s/Christine Lusian, City Clerk
325
Item No.: 24 Date: December 11, 2023
Presenter: Ron Olson
Finance Director
Agenda
Section:
Finance Report
Item Description: Adopt 2024 Capital Improvement Plan
1.Purpose:
The purpose of this action item is to approve the 2024 CIP.
2.Background/Summary:
In 2012 the City first formally adopted a Capital Improvement Plan (CIP). In order to keep the
CIP useful, it is updated as part of the yearly budget process. The CIP is a planning document
only and approval of the CIP does not constitute approval of any expenditures.
There are two main focusses of the CIP. First is the CIP items that have been identified as needs
by staff. The second is available funding for the CIP. Some items identified in the CIP will
require additional funding sources (Grants, Donations, Partnerships) to be secured prior to moving
forward with the projects.
The CIP is used to inform future budgets of the funding needs for critical infrastructure like roads,
utility infrastructure, and equipment needs.
3.Staff Recommendation:
Staff recommends approval of the 2024 CIP as a planning document used to inform future budgets
and funding needs.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Motion to approve the 2024 CIP
Exhibits
Ex. A 2024 Draft CIP
326
Capital Improvement Plan, City of Orono
Summary of Costs
Current Year
CIP 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Parks $55,000 $590,000 $736,402 $610,000 $25,000 $275,000 $180,000 $950,000 $567,000 $220,000 $300,000
Equipment $421,672 $725,000 $458,500 $354,100 $545,000 $140,461 $215,000 $300,000 $275,000 $275,000 $275,000
Facilities $16,141,200 $1,938,200 $2,263,200 $2,800,000 $320,000 $1,125,000 $209,000 $160,000 $160,000 $205,000 $160,000
IT $25,000 $50,000 $118,000 $95,000 $5,000 $140,000 $50,000 $19,000 $43,000 $7,000 $0
Fire $170,000 $1,021,200 $1,433,750 $3,677,905 $709,550 $1,666,550 $464,550 $370,000 $727,000 $2,710,000 $0
Community Investment $0 $357,000 $0 $0 $0 $0 $0 $0 $0 $0 $0
Public Works - Streets - PMF & MSA $1,085,200 $1,823,200 $1,112,800 $1,235,100 $900,100 $1,492,400 $1,232,800 $1,630,000 $1,630,000 $1,630,000 $0
Public Works - Water $197,890 $406,649 $458,687 $1,537,833 $11,530,408 $315,182 $352,493 $36,662 $53,622 $53,622 $253,622
Public Works - Sanitary Sewer $1,515,550 $609,160 $470,220 $434,580 $724,580 $516,000 $534,940 $610,848 $467,889 $665,890 $468,487
Public Works - Storm Sewer $352,385 $338,385 $369,990 $400,780 $310,445 $328,450 $305,015 $425,000 $365,000 $365,000 $425,000
Police $149,911 $219,448 $399,002 $219,572 $270,159 $340,764 $171,386 $126,028 $267,689 $323,370 $214,071
Totals $20,113,808 $8,078,242 $7,820,550 $11,364,869 $15,340,242 $6,339,806 $3,715,184 $4,627,538 $4,556,200 $6,454,882 $2,096,180
5-Year CIP Planning Period
327
Capital Improvement Plan, City of Orono
Parks CIP Table 1
Current Year
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
GC Parking Lot (Upper)GC 40,000$
Hackberry Improvements (Per concept plan) *Park 10,000$ 50,000$ 600,000$ 500,000$
Lurton Park Parkign Lot Expansion Lurton 5,000$ 40,000$
Pickleball Courts (Donation Garden)*Park 500,000$
CR 6 Trail (OCB - Willow) Improvement Park 36,402$
Antoine Park Upgrades Park 65,000$
Trail construction along North Arm Drive to Lakeview Legacy Park Park 80,000$
Summit Beach Improvements (Per Master Plan)Park 25,000$ 250,000$
Crystal Bay Park Sport fields *Park 25,000$ 150,000$
Crystal Bay Park Improvements (Parking, picknic area, Trailhead, Facilities) *Park 500,000$
Picnic Shelter at Golf Course *GC 90,000$
GC Outdoor Gas Fire Pit Area / Winter Activites site *GC 40,000$
Trail Construction along OCB and North Shore (Luce Line to Dakota) *Park 567,000$
Trail Construction along CSAH 19 south from the Dakota Trail *Park 200,000$
Access to Lowry Woods (Easment or property purchase)Park 300,000$
Dock Replacement (15 year life)Park 10,000$ 10,000$
Golf Course Irrigation GC 25,000$ 250,000$
Playground Equipment Replacement (Navarre, Hackberry, Bederwood, Crystal Bay, Fagerness)Park 70,000$
Lake Access Refresh (Gravel, Signage, Fencing and gates)Park 10,000$
Lurton Park Improvement Projects (Trails and Infrastruture, details TBD)Lurton 20,000$ 20,000$ 20,000$
Total Parks 10,000.00$ 550,000.00$ 711,402.00$ 590,000.00$ 25,000.00$ 275,000.00$ 160,000.00$ 570,000.00$ 567,000.00$ 200,000.00$ 300,000.00$
Total Lurton Park 5,000.00$ 40,000.00$ -$ 20,000.00$ -$ -$ 20,000.00$ -$ -$ 20,000.00$ -$
Total GC 40,000.00$ -$ 25,000.00$ -$ -$ -$ -$ 380,000.00$ -$ -$ -$
Total 55,000.00$ 590,000.00$ 736,402.00$ 610,000.00$ 25,000.00$ 275,000.00$ 180,000.00$ 950,000.00$ 567,000.00$ 220,000.00$ 300,000.00$
* Item requires outside funding (Grants, Donations…)
5-Year CIP Planning Period
328
Equipment CIP Table 2
Current Year
Fund Source Bumper #Equipment Description 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Fleet Tire changer , balancer and related acc.35,000$
Fleet Mechanic equipment (tools, toolbox, AC Charger)31,600$
Golf Course Tee Mower 44,000$
Golf Course Rough Mower 77,672$
Sewer 711 Jet Rodder-Tank pump and hose unit 300,000$
Golf Course Greens Mower 20,000$
Water 710 Truck 3/4 Ton Pickup w/Plow 75,000$
Sewer 709 Truck 3/4 Ton Pickup 55,000$
Sewer 713 Vactor Truck 605,000$
Fleet Forklift 45,000$
Sewer 713 Sewer Easement Machine 100,000$
Streets 432 Hot Patch Truck 188,000$
Streets 491 Crack Sealing Equipment 65,000$
Streets 471 Chipper 40,500$
Fleet Sweeper / Scrubber 65,000$
Streets 483 Trailer 21,500$
Planning 211 Building Inspection Vehicle 40,300$
Storm 430 Tractor Loader Backhoe 145,500$
Fleet Hydraulic Hose Crimper / Mechanic Tools 41,300$
Storm TBD Mini Excavator 105,500$
Streets 481 Trailer 9,000$
Parks 618 Greens / Turf Roller 13,000$
Storm 409 Ford 3/4 Ton Pickup 60,000$
Fleet Wheel Lifts ( Fire Ladder, Sewer vactor)75,000$
Golf Course Greens Roller 13,000$
Streets 429 Loader 200,000$
Streets 451 Skid loader 70,000$
Admin 110 Admin vehicle 50,000$
Parks 615 Mower (Big island)8,961$
Streets 451A Snow blower 11,500$
Streets 490 Air Compressor 40,000$
Streets 428 Truck, 1 Ton Dump Truck w/Plow and Sander 175,000$
Streets 470 Roller 40,000$
Streets 424 Dump Truck w/ Plow and Sander 260,000$
Streets 425 Dump Truck w/ Plow and Sander 275,000$
Streets 426 Dump Truck w/ Plow and Sander 275,000$
Streets 427 Dump Truck w/ Plow and Sander 275,000$
Parks Boat Replacement (share with Fire)175,000$
Enterprise Fund Total 421,672$ 680,000$ 100,000$ 251,000$ 73,000$ -$ -$ -$ -$ -$ -$
5 Year CIP Planning Period
329
Equipment CIP Table 2
Water -$ 75,000$ -$ -$ -$ -$ -$ -$ -$ -$ -$
Sewer 300,000$ 660,000$ 100,000$ -$ -$ -$ -$ -$ -$ -$ -$
Storm -$ -$ -$ 251,000$ 60,000$ -$ -$ -$ -$ -$ -$
Golf Course 121,672$ 20,000$ -$ -$ 13,000$ -$ -$ -$ -$ -$ -$
Fleet Fund Total -$ 45,000$ 65,000$ 41,300$ 75,000$ -$ -$ -$ -$ -$ -$
Fleet -$ 45,000$ 65,000$ 41,300$ 75,000$ -$ -$ -$ -$ -$ -$
General Fund Total -$ -$ 293,500$ 61,800$ 397,000$ 140,461$ 215,000$ 300,000$ 275,000$ 275,000$ 275,000$
Parks -$ -$ -$ -$ 188,000$ 8,961$ -$ -$ -$ -$ -$
Admin -$ -$ -$ -$ -$ 50,000$ -$ -$ -$ -$ -$
Planning -$ -$ -$ 40,300$ -$ -$ -$ -$ -$ -$ -$
Streets -$ -$ 293,500$ 21,500$ 209,000$ 81,500$ 215,000$ 300,000$ 275,000$ 275,000$ 275,000$
Totals 421,672$ 725,000$ 458,500$ 354,100$ 545,000$ 140,461$ 215,000$ 300,000$ 275,000$ 275,000$ 275,000$
330
Capital Improvement Plan, City of OronoPolice CIP Table 3
Purchase Expected Current Year
Project Year Life (yrs)2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Squad 264 (Dodge Durango SUV) 2020 4 $47,000 $50,000 $55,000
Squad 265 (Dodge Durango SUV)2020 4 $47,000 $50,000 $55,000
Squad 266 (Dodge Durango SUV)2020 4 $60,000 $50,000 $55,000
Squad 267 (Dodge Charger)2021 4 $50,000 $50,000
Squad 268 (Dodge Charger) 2021 4 $50,000 $50,000
Squad 269 (Dodge Durango)2021 4 $50,000 $52,000
Squad 270 (Chevy Tahoe)2022 4 $50,000 $55,000
Squad 271 (Chevy Tahoe)2022 4 $50,000 $55,000
Squad 272(Chevy Tahoe)2023 4 $44,000 $50,000 $55,000
Squad 273 (Chevy Tahoe)2023 4 $44,000 $50,000 $55,000
Squad 274 (Chevy Tahoe)2023 4 $44,000 $50,000 $55,000
Squad 260 (Dodge Durango)2019 4 $47,000 $50,000 $55,000
Squad 261 (Dodge Durango) Chief 2019 6 $50,000 $52,000
Squad 843 (Tahoe-Mound) SRO 2010 10 $50,000
Squad 255 (Dodge Durango) CSO 2018 4 $50,000 $55,000
Squad 247 (Dodge Ram) Investigations 2016 10 $50,000
Squad 257 (Dodge Jouney) Deputy Chief 2018 6 $50,000 $55,000
Squad 256 (Dodge Journey) Investigations 2018 6 $50,000 $55,000
Technology Replacement $11,941 $12,299 $12,668 $13,048 $13,439 $13,842 $14,258 $14,685 $15,126 $15,580 $16,047
Weapons - Rifles
Mobile Data Computer $5,970 $6,149 $6,334 $6,524 $6,720 $6,921 $7,129 $7,343 $7,563 $7,790 $8,024
Total Funded by Operating Budget $149,911 $219,448 $219,002 $169,572 $220,159 $320,764 $171,386 $126,028 $242,689 $298,370 $189,071
Supported By Retained Funds in the Police Capital Fund
Weapons - Rifles $25,000 $25,000
Weapons - Handguns $20,000
5-Year CIP Planning Period
331
Capital Improvement Plan, City of OronoPolice CIP Table 3
Purchase Expected Current Year
Project Year Life (yrs)2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
5-Year CIP Planning Period
Mobile Radios $50,000 $50,000
Squad/Body Video Cameras $20,000 $20,000 $25,000
Police Records $140,000
Total PIR Supported $0 $0 $180,000 $50,000 $50,000 $20,000 $0 $0 $25,000 $25,000 $25,000
Totals $149,911 $219,448 $399,002 $219,572 $270,159 $340,764 $171,386 $126,028 $267,689 $323,370 $214,071
332
Capital Improvement Plan, City of Orono Table 4
Current Year
2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Station 1
Command Vehicle - Chief (506)Order 105,000$
Command Vehicle - Duty Off (507)10,000$ 70,000$ Order 105,000$
Pick-up Truck (508)75,000$
Front Engine Station 1 (510)order 201,000$ 195,000$ 195,000$ 195,000$ 195,000$ 195,000$ 195,000$
Aerial/Ladder Truck (505)170,000$ 2,500,000$
Brush/Medical (511)order 241,355$ 55,000$ 55,000$ 55,000$ 55,000$ 55,000$
Tanker/Tender Station 1 (512)27,000$
Fire Boat on Trailer (531 & 531T)10,000$
Brush/Medical ATV on Trailer order 67,000$
Station 2
Front Engine Station 2 (520) - order in 2023 for deliver in 2025 Order 200,000$ 120,000$ 120,000$ 120,000$ 120,000$ 120,000$ 120,000$
Brush/Medical Utility Station 2 (521 order 125,000$ 94,550$ 94,550$ 94,550$ 94,550$ 94,550$
Tanker/Tender Station 2 (522) - Shared with PW, WS and Parks order 243,000$
Fire Boat on Lake Minnetonka (530) Shared w/ Parks order 175,000$
Turn Out Gear (Funded by An Trnsf from Operating)order 115,000$ order 115,000$ 357,000$
Lake Minnetonka Dock 10,000$
Total Apparatus 170,000$ 368,000$ 505,550$ 762,905$ 709,550$ 531,550$ 464,550$ 370,000$ 370,000$ 2,710,000$ -$
Total Equipment -$ 115,000$ -$ 115,000$ -$ 10,000$ -$ 0 357,000$ -$ -$
Total Non-Facilities 170,000$ 483,000$ 505,550$ 877,905$ 709,550$ 541,550$ 464,550$ 370000 727,000$ 2,710,000$ -$
Total Facilities (Included in Facilities CIP)-$ 538,200$ 928,200$ 2,800,000$ -$ 1,125,000$ -$ -$ -$ -$ -$
Total Capital 170,000$ 1,021,200$ 1,433,750$ 3,677,905$ 709,550$ 1,666,550$ 464,550$ 370,000$ 727,000$ 2,710,000$ -$
Fire CIP
5-Year CIP Planning Period
333
Capital Improvement Plan, City of OronoFacilities CIP Table 5
Current Year
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
City Hall and PW Interior Painting $15,000
New Public Works Facility $16,000,000 $1,400,000
New Public Works Facility - Communications and
Security $126,200
PW Facility Repurpose (Temp Fire then Rec)*$200,000 $2,800,000
Fire Station #2 Improvements $338,200
New Public Works Facility Salt Shed and
Commodities Area $1,300,000
Fire Station 1 Purchase $850,000
Fire Station #1 Improvements $78,200 $1,125,000
City Hall Roof Replacement $320,000
Police Department Roof Replacement $209,000
City Hall Parking Lot chip Seal (7years)$35,000 $45,000
Future Facilities Improvements $160,000 $160,000 $160,000 $160,000
Total City Hall Campus $15,000 $0 $35,000 $0 $320,000 $0 $209,000 $0 $0 $45,000 $0
Total Public Works $16,126,200 $1,400,000 $1,300,000 $0 $0 $0 $0 $0 $0 $0 $0
Total Fire $0 $538,200 $928,200 $2,800,000 $0 $1,125,000 $0 $0 $0 $0 $0Unallocated Future Needs $0 $0 $0 $0 $0 $0 $0 $160,000 $160,000 $160,000 $160,000
Totals $16,141,200 $1,938,200 $2,263,200 $2,800,000 $320,000 $1,125,000 $209,000 $160,000 $160,000 $205,000 $160,000
5-Year CIP Planning Period
* Item requires outside funding (Grants, Donations…)
334
Capital Improvement Plan, City of Orono Table 6
Current Year
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
ArcGIS Online Upgrade Implementation $25,000
File Servers X 2 (5 Years)$17,000 $20,000
Phone Replacement (10 Years)$100,000
Switch (12 Total Switches)$28,000 $12,000 $20,000 $30,000 $30,000 $13,000 $24,000
Web Site Upgrade $25,000
Firewall $10,000 $12,000
Fiber in Navarre (Water Plant/Fire)$60,000
Wireless Access Points - 18 Total $15,000 $5,000 $6,000 $5,000 $5,000 $10,000 $6,000 $7,000 $7,000
Council Chamber AV (Cable Fund)$75,000
Totals $15,000 $25,000 $50,000 $118,000 $95,000 $5,000 $140,000 $50,000 $19,000 $43,000 $7,000
IT CIP
5-Year CIP Planning Period
335
Capital Improvement Plan, City of OronoCommunity Investment CIP Table 7
Current Year
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Park and Ride Overlay and Restriping $310,000
County Road 112 Turn Back (Lighting/Sidewalks) *$357,000
Totals $0 $357,000 $0 $0 $0 $0 $0 $0 $0 $0 $0
5-Year CIP Planning Period
* The scope of the County Road 112 Turn Back Project is yet to be determined. Therefore, the cost estimate for the project is subject to change and refinement as the project development process proceeds. The City's final share
of the project will be established by the County's cost sharing policy and the final scope of the project as developed by the City of Orono and Hennepin County.
336
Capital Improvement Plan, City of OronoPublic Works - Streets CIP Table 8
Current Year
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Fox Street - Brown-Orono Orchard 365,561$
Townline Road 117,333$
Glendale Drive 47,200$
Partenwood 122,300$
Orchard Park Road 199,200$
Willow Drive - Fox St- Brown Road 621,700$
Kelly Avenue (Lydiard, Carman, Lydiard circle)664,600$
Ferndale Road West 351,700$
North Arm Drive & Lane 778,800$
Spates and Railroad 85,700$
Garden Court and Wildhurst Trail Cul-De Sac 148,300$
Old Long Lake Road 805,200$
Myrtlewood 92,300$
Hackberry (Hackberry Hill, Elm Ln, Maple Ln)149,600$
Spring Hill Road 529,500$
Stubbs Bay North 270,600$
Dickey Lake Drive 388,400$
Herritage Lane and Drive 212,200$
Dahl, Forest Lake Dr, Linden Lane, Spruce Place, Loma Linda 371,800$
Fagerness Point (Webb, Corral)400,200$
Crestview Avenue 123,700$
Cherry Ave and Maple Place 114800
Fox Ridge 43,300$
Maple Ridge 30,800$
Future road reconstructions/ M&O and Reclaims (per Year)1,110,000$ 1,110,000$ 1,110,000$
Preventive Maintenance 50,000$ 50,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$
Total - Pavement Management Fund $580,094 $993,200 $1,116,300 $1,112,800 $1,147,100 $900,100 $1,072,400 $812,800 $1,210,000 $1,210,000 $1,210,000
5-Year CIP Planning Period
337
Capital Improvement Plan, City of OronoPublic Works - Streets CIP Table 8
Current Year
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
5-Year CIP Planning Period
MSA Streets:
Willow Drive (Kelley to CSAH 112)$92,000
Brown Road North $706,900
Old Crystal Bay Road (Watertown to Fox)$88,000
Future MSA road projects (per year)$420,000 $420,000 $420,000 $420,000 $420,000
Total MSA Streets:$0 $92,000 $706,900 $0 $88,000 $0 $420,000 $420,000 $420,000 $420,000 $420,000
Totals Streets $580,094 $1,085,200 $1,823,200 $1,112,800 $1,235,100 $900,100 $1,492,400 $1,232,800 $1,630,000 $1,630,000 $1,630,000
338
Capital Improvement Plan, City of OronoPublic Works - Water CIP Table 9
Project Dep. Life 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Water System work with Road Projects (Valve replacements)75 $0 23,760.00$ $65,340 -$ 11,880.00$ $5,940 $47,520 $5,940 $22,900 $22,900 $22,900
Fire Hydrants Repairs $30,000 $30,000
Lead service inventory $10,000 $10,000
Navarre Waterpaln Softner Valve Replacement ??$60,000
North Water Tower deep clean/Inspection and repairs $75,450
Water Meter Replacement 20 $95,000 $170,000
Wellhead Protection plan Updates 10 $20,000
Navarre Plant Control Upgrade 20 $205,000
South Tower Repaint and Rehabilitation 20 $350,000
Well #4 Inspection & Maintenance (every 10 yrs)20 $20,000
Watermain Replacement CSAH 19 (Maple Ridge to end)$1,400,000
North Water Plant Painting 7 $30,000
South Water Plant Painting 7 $60,000
Well #1 Inspection and Maintenance (every 10 yrs)10 $20,000
North Water Plant Iron Filter $11,200,000
North Waterplant Switch Gear Upgrade 20 $100,000
Well #2 Inspection and Maintenance(every 10 yrs)10 $20,000
Water Main Loop Concordia 75 $230,000
Water Supply Plan Update 10 $20,000
North Well house Upgrade (sewer)$10,000
Well #3 Inspection & Maintenance (every 10 yrs)10 $20,000
Waer SCADA technology Upgrades 10 $75,000
Water Valve Replacements (5 / Year)50 $22,440 $22,889 $23,347 $27,833 $28,528 $29,242 $29,973 $30,722 $30,722 $30,722 $30,722
Water Main Replacement/Rehab 75 $200,000 $200,000
5-Year CIP Planning Period
339
Capital Improvement Plan, City of OronoPublic Works - Water CIP Table 9
Project Dep. Life 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
5-Year CIP Planning Period
Totals $197,890 $406,649 $458,687 $1,537,833 $11,530,408 $315,182 $352,493 $36,662 $53,622 $53,622 $253,622
340
Capital Improvement Plan, City of OronoPublic Works - Sanitary Sewer CIP Table 10
Current Year
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Sewer Rehabilitation $150,000 $300,000 $300,000 $300,000 $300,000 $300,000 $300,000 $300,000 $300,000 $300,000 $300,000
Road Project Sanitary Adjustements $0 $29,160 $50,220 $14,580 14,580$ $36,000 $112,540 $186,000 $40,545 $36,000 $36,000
Sewer Meter installation (into Long Lake)$60,000
Force Main Replacement Tonkawa PH3 $1,245,550
Lift Station #8 Rehab $60,000
Lift Station #10 Rehab $60,000
Lift Station #5 Rehab + Wetwell I&I Rehab 140,000$
Lift Station #28 Rehab inc. Gen Replacement 140,000$
Grinder Station #8 Rehab 60,000$
Lift Station #27Rehab 60,000$
Grinder Station #11 Rehab 60,000$
Lift Station #22 Rehab 60,000$
Lift Station #4 Rehab 60,000$
Lift Station 18 Rehab inc. Gen Replacement 150,000$
Lift Station 23 Rehab $60,000
Lift Station 26 Rehab $60,000
Lift Station Rehab (2 per year)$122,400 $124,848 $127,344 $129,890 $132,487
ForceMain Replacemetns $200,000 $200,000
Totals $1,515,550 $609,160 $470,220 $434,580 $724,580 $516,000 $534,940 $610,848 $467,889 $665,890 $468,487
5-Year CIP Planning Period
341
Capital Improvement Plan, City of Orono
Public Works - Storm Sewer CIP Table 11
Current Year
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Road Project Stormwater Improvements $194,385 $173,385 $132,990 $120,780 $152,445 $123,450 $120,015 $180,000 $180,000 $180,000 $180,000
Municipal Parking Lot Storm Manhole Rebuilds $35,000
Cherry Place Ravine Improvement (SWMP NA-1)$23,000
McCulley Road Outlet (SWMP O-3)$65,000
Casco Cove Outlet (SWMP O-2)$80,000
Casco Cove Bioretention Basin (CB-3)$57,000
Hackberry Park and Neighborhood Stormwater Improvements 95,000$
Surface Water Management Projects, Unnamed (Per Year)85,000$ 85,000$ 85,000$ 85,000$ 85,000$ 85,000$ 85,000$
Pond Cleaning/Maintenance (1/3 years)58,000$ 60,000$ 60,000$
Surface Water Management Plan Update $20,000
Storm Sewer Improvements/Replacements (Per Year)100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$ 100,000$
Totals $352,385 $338,385 $369,990 $400,780 $310,445 $328,450 $305,015 $425,000 $365,000 $365,000 $425,000
5-Year CIP Planning Period
342
Park Fund 22525000 Balance 12/31/22 -$526,470 Table 1
Current Year
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
CIP Expenditures - Parks $10,000 $550,000 $711,402 $590,000 $25,000 $275,000 $160,000 $570,000 $567,000 $200,000 $300,000
CIP Expenditures - Golf $40,000 $0 $25,000 $0 $0 $0 $0 $380,000 $0 $0 $0
Total Expenses $50,000 $550,000 $736,402 $590,000 $25,000 $275,000 $160,000 $950,000 $567,000 $200,000 $300,000
Revenues $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
Revenues Needed- Grants and Donations $0 $600,000 $600,000 $500,000 $0 $0 $250,000 $0 $0 $0 $0
Revenues - Park Dedication $62,445 $11,100 $11,100 $11,100 $11,100 $11,100 $11,100 $11,100 $11,100 $11,100 $11,100
Revenues - Tax Levy $150,000 $200,000 $250,000 $300,000 $350,000 $400,000 $450,000 $500,000 $500,000 $500,000 $500,000
Annual Balance $162,445 $261,100 $124,698 $221,100 $336,100 $136,100 $551,100 ($438,900)($55,900)$311,100 $211,100
Year End Cash Balance ($364,025)($102,925)$21,773 $242,873 $578,973 $715,073 $1,266,173 $827,273 $771,373 $1,082,473 $1,293,573
Improvement/Equipment Outlay Fund Balance 12/31/22 $198,089 Table 2
Current Year
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Equipment, CIP $421,672 $725,000 $458,500 $354,100 $545,000 $140,461 $215,000 $300,000 $275,000 $275,000 $275,000
IT, CIP $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
Total Expenses $421,672 $725,000 $458,500 $354,100 $545,000 $140,461 $215,000 $300,000 $275,000 $275,000
Revenues (Transfer)$200,000 $250,000 $300,000 $300,000 $300,000 $300,000 $300,000 $300,000 $300,000 $300,000 $300,000
Transfer from Enterprise Funds $421,672 $680,000 $100,000 $251,000 $73,000 $0 $0 $0 $0 $0 $0
Transfer from Fleet $0 $45,000 $65,000 $41,300 $75,000 $0 $0 $0 $0 $0 $0
Annual Balance $200,000 $250,000 $6,500 $238,200 ($97,000)$159,539 $85,000 $0 $25,000 $300,000 $25,000
Year End Cash Balance $398,089 $648,089 $654,589 $892,789 $795,789 $955,329 $1,040,329 $1,040,329 $1,065,329 $1,365,329 $1,390,329
5 Year CIP Planning Period
5 Year CIP Planning Period
343
IT Fund Balance 12/31/22 -$125,009 Table 6
Current Year
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Operations $325,000 $325,000 $331,500 $338,130 $344,893 $351,790 $358,826 $366,003 $373,323 $380,789 $388,405
IT, CIP $15,000 $25,000 $50,000 $118,000 $95,000 $5,000 $140,000 $50,000 $19,000 $43,000 $7,000
Total Expenses $340,000 $350,000 $381,500 $456,130 $439,893 $356,790 $498,826 $416,003 $392,323 $423,789 $395,405
Revenues $280,450 $335,200 $368,720 $405,592 $446,151 $490,766 $515,305 $530,764 $546,687 $563,087 $579,980
Annual Balance ($59,550)($14,800)($12,780)($50,538)$6,259 $133,976 $16,478 $114,761 $154,364 $139,298 $184,575
Year End Cash Balance ($184,559)($199,359)($212,139)($262,677)($256,419)($122,443)($105,964)$8,797 $163,160 $302,458 $487,033
Police Capital Equipment Fund Balance 12/31/22 $0 Table 3
Current Year
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Police Operating $149,911 $219,448 $219,002 $169,572 $220,159 $320,764 $171,386 $126,028 $242,689 $298,370 $189,071
Police Retained Funds $0 $0 $180,000 $50,000 $50,000 $20,000 $0 $0 $25,000 $25,000 $25,000
Total Expenses $149,911 $219,448 $399,002 $219,572 $270,159 $340,764 $171,386 $126,028 $267,689 $323,370 $214,071
Revenues - Police Capital Budget $221,000 $225,000 $230,000 $235,000 $240,000 $245,000 $250,000 $255,000 $260,000 $265,000 $275,000
Transfer - Retained Funds $430,859 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
Annual Balance $501,948 $5,552 ($169,002)$15,428 ($30,159)($95,764)$78,614 $128,972 ($7,689)($58,370)$60,929
Year End Cash Balance $501,948 $507,500 $338,499 $353,927 $323,768 $228,005 $306,618 $435,590 $427,901 $369,532 $430,461
5 Year CIP Planning Period
5 Year CIP Planning Period
344
Fire Capital Equipment Fund Balance 12/31/22 $85,000 Table 4
Current Year
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Fire CIP $170,000 $483,000 $505,550 $877,905 $709,550 $541,550 $464,550 $370,000 $727,000 $2,710,000 $0
Total Expenses $170,000 $483,000 $505,550 $877,905 $709,550 $541,550 $464,550 $370,000 $727,000 $2,710,000 $0
Revenue - Operating Levy $200,000 $275,000 $575,000 $575,000 $575,000 $575,000 $575,000 $575,000 $575,000 $575,000 $575,000
Revenues - Interest (2)$1,168 $2,323 $9,002 $10,571 $13,829 $11,415 $12,312 $14,767 $19,163 $16,506 $0
State Public Safety Grant $371,000
LL Buy Out Engine 22 and CMD 1 $455,250
Water/Sewer/Parks Share $168,600
Annual Balance $31,168 $333,923 $78,452 $162,916 ($120,721)$44,865 $122,762 $219,767 ($132,837)($2,118,494)$575,000
Year End Cash Balance $116,168 $450,091 $528,543 $691,459 $570,738 $615,602 $738,364 $958,132 $825,294 ($1,293,200)($718,200)
Facilities Fund Balance 12/31/22 $15,778,511 Table 5
Current Year
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Operation and Maintenance (1)$0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
CIP Expenditures $16,141,200 $1,938,200 $2,263,200 $2,800,000 $320,000 $1,125,000 $209,000 $160,000 $160,000 $205,000 $160,000
Total Expenses $16,141,200 $1,938,200 $2,263,200 $2,800,000 $320,000 $1,125,000 $209,000 $160,000 $160,000 $205,000 $160,000
Tax Levy $375,000 $500,000 $500,000 $500,000 $500,000 $500,000 $500,000 $500,000 $500,000 $500,000 $500,000
Antenna Revenue $0 $100,000 $103,000 $106,090 $109,273 $112,551 $115,927 $119,405 $122,987 $126,677 $130,477
InterFund Loans - Enterprise Funds PW Bldg $3,100,000 $0 $0 $0 $0 $0 ($225,000)($225,000)($225,000)($225,000)($225,000)
Bond Sale/Bonding Bill/Grants $700,000 $2,800,000
Transfer from Community Investment $900,000 $0
Annual Balance ($12,666,200)($1,338,200)($60,200)$606,090 $289,273 ($512,449)$181,927 $234,405 $237,987 $196,677 $245,477
Year End Cash Balance $3,112,311 $1,774,111 $1,713,911 $2,320,001 $2,609,274 $2,096,825 $2,278,752 $2,513,157 $2,751,145 $2,947,822 $3,193,299
5 Year CIP Planning Period
5 Year CIP Planning Period
345
Community Investment Fund Balance 12/31/22 $632,636 Table 7
Current Year
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Annual Expenditures $0
Community Improvement CIP $357,000 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
Transfer Out $0 $0 $900,000 $0 $0 $0 $0 $0 $0 $0 $0
Total Expenses $357,000 $0 $900,000 $0 $0 $0 $0 $0 $0 $0 $0
Tax levy $219,000 $200,000 $200,000 $200,000 $200,000 $200,000 $200,000 $200,000 $200,000 $200,000 $200,000
Interest $6,326 $5,010 $7,060 $130 $2,132 $4,153 $6,194 $8,256 $10,339 $12,442 $14,567
Year End Cash Balance $500,963 $705,972 $13,032 $213,162 $415,294 $619,447 $825,641 $1,033,898 $1,244,237 $1,456,679 $1,671,246
Permanent Improvement Revolving (PIR) Fund Balance 12/31/22 $973,791
Current Year
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Police Expenses $430,859 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
Total Expenses $430,859 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
Revenues - Interest $25,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000
Annual Balance ($405,859)$10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000 $10,000
Year End Cash Balance $567,932 $577,932 $587,932 $597,932 $607,932 $617,932 $627,932 $637,932 $647,932 $657,932 $667,932
5 Year CIP Planning Period
5 Year CIP Planning Period
346
MSA Fund Balance 12/31/22 $317,976 State MSA Construction Balance =$0 Table 8a
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Annual Expenditures (MSA CIP)$0 $92,000 $706,900 $0 $88,000 $0 $420,000 $420,000 $420,000 $420,000 $420,000
Annual MSA Maintenance Payment to the City $39,500 $39,500 $39,500 $39,500 $39,500 $39,500 $39,500 $39,500 $39,500 $39,500 $39,500
Debt Service (interest) - from MSA maintenance account.$0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
Debt Service (Principal) - from MSA Construction Account $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
Total Expenses $39,500 $131,500 $746,400 $39,500 $127,500 $39,500 $459,500 $459,500 $459,500 $459,500 $459,500
Yearly Allocation - MSA Maintenance $123,833 $123,833 $123,833 $123,833 $123,833 $123,833 $123,833 $123,833 $123,833 $123,833 $123,833
Yearly Allocation - MSA Construction $201,751 $201,751 $201,751 $201,751 $201,751 $201,751 $201,751 $201,751 $201,751 $201,751 $201,751
School Loan Repayment $100,000 $100,000 $100,000 $100,000 $0 $0 $0 $0 $0 $0 $0
Annual Balance $386,084 $294,084 ($320,816)$386,084 $198,084 $286,084 ($133,916)($133,916)($133,916)($133,916)($133,916)
Year End Cash Balance $704,060 $998,144 $677,328 $1,063,412 $1,261,496 $1,547,580 $1,413,664 $1,279,748 $1,145,832 $1,145,832 $1,011,916
Pavement Management Fund Balance 12/31/22 $196,072 Table 8b
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Annual Operation and Maintenance $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
CIP Expenditures $580,094 $993,200 $1,116,300 $1,112,800 $1,147,100 $900,100 $1,072,400 $812,800 $1,210,000 $1,210,000 $1,210,000
Total Expenses $580,094 $993,200 $1,116,300 $1,112,800 $1,147,100 $900,100 $1,072,400 $812,800 $1,210,000 $1,210,000 $1,210,000
Revenues $100,000 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
Pavement Management Levy $1,000,000 $1,000,000 $1,100,000 $1,100,000 $1,150,000 $1,160,000 $1,170,000 $1,180,000 $1,190,000 $1,200,000 $1,200,000
Annual Balance $519,906 $6,800 ($16,300)($12,800)$2,900 $259,900 $97,600 $367,200 ($20,000)($10,000)($10,000)
Year End Cash Balance $715,978 $722,778 $706,478 $693,678 $696,578 $956,478 $1,054,078 $1,421,278 $1,401,278 $1,391,278 $1,381,278
347
Water Fund 12/31/2022 $1,699,197 Table 9
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Annual Operation and Maintenance (3)$1,200,000 $1,224,000 $1,248,480 $1,273,450 $1,298,919 $1,324,897 $1,351,395 $1,378,423 $1,405,991 $1,434,111 $1,462,793
Debt Service $100,430 $98,570 $101,550 $99,350 $101,920 $99,310 $101,500 $0 $0 $0 $0
CIP Expenditures $197,890 $406,649 $458,687 $1,537,833 $11,530,408 $315,182 $352,493 $36,662 $53,622 $253,622 $0
Transfer to EIO/Facility $1,000,000 $75,000 $0 $0 $0 $0 $0 $0 $0 $0 $0
Total Expenses $2,498,320 $1,804,219 $1,808,717 $2,910,632 $12,931,247 $1,739,389 $1,805,388 $1,415,085 $1,687,733 $1,462,793
Revenues (4)$1,400,000 $1,428,000 $1,456,560 $1,485,691 $1,515,405 $1,545,713 $1,576,627 $1,608,160 $1,640,323 $1,673,130 $1,706,592
Add back Depreciation $269,805 $287,271 $297,544 $304,983 $312,607 $320,422 $328,433 $336,644 $345,060 $353,686 $362,528
Assessments $10,387 $10,387 $10,387 $10,387 $0 $0 $0 $0 $0 $0 $0
ARPA $460,000 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
Loan Repayment - Facilities $75,000 $75,000 $75,000 $75,000 $75,000
Federal/State Grants and Aid $11,000,000
Annual Balance ($358,128)($78,561)($44,226)($1,109,571)($103,235)$126,747 $174,673 $604,719 $2,060,383 $414,083 $681,327
Year End Cash Balance $1,341,069 $1,262,509 $1,218,283 $108,712 $5,477 $132,224 $306,896 $911,615 $2,971,998 $3,386,081 $4,067,408
Sewer Fund 60211111 Balance 12/31/22 $3,196,221 Table 10
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Operation and Maintenance (3)$1,941,978 $1,980,818 $2,020,434 $2,060,843 $2,102,059 $2,144,101 $2,186,983 $2,230,722 $2,275,337 $2,275,337 $2,320,843
Debt Service $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
CIP Expenditures $1,515,550 $609,160 $470,220 $434,580 $724,580 $516,000 $534,940 $610,848 $467,889 $665,890 $468,487
Transfer to EIO/Facilities $1,660,000 $100,000 $0 $0 $0 $0 $0 $0 $0 $0 $0
Total Expenses $5,117,528 $2,689,978 $2,490,654 $2,495,423 $2,826,639 $2,660,101 $2,721,923 $2,841,570 $2,941,227 $2,789,330
Revenues (4)$2,182,800 $2,226,456 $2,270,985 $2,316,405 $2,362,733 $2,409,988 $2,458,187 $2,507,351 $2,557,498 $2,608,648 $2,660,821
Add back Depreciation $410,136 $420,592 $430,805 $441,575 $452,615 $463,930 $475,528 $487,416 $499,602 $512,092 $524,894
Assessments $24,902 $17,569 $17,569 $17,569 $2,000 $0 $0 $0 $0 $0 $0
Loan Repayment $75,000 $75,000 $75,000 $75,000 $75,000
ARPA
Annual Balance ($2,499,690)($25,361)$228,705 $280,126 ($9,292)$213,817 $286,793 $228,197 $3,132,100 $254,513 $471,385
Year End Cash Balance $696,531 $671,171 $899,876 $1,180,002 $1,170,710 $1,384,527 $1,671,320 $1,899,517 $5,031,617 $5,286,130 $5,757,514
348
Storm Water Fund 65111111 Balance 12/31/22 $2,139,119 Table 11
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Operation and Maintenance (3)$412,896 $421,154 $429,577 $438,169 $446,932 $455,871 $464,988 $474,288 $483,773 $493,449 $503,318
CIP Expenditures $352,385 $338,385 $369,990 $400,780 $310,445 $328,450 $305,015 $425,000 $365,000 $365,000 $425,000
Transfer to Equipment Fund for Storm Equip $0 $0 $0 $251,000 $60,000 $0 $0 $0 $0 $0 $0
Total Expenses $765,281 $759,539 $799,567 $1,089,949 $817,377 $784,321 $770,003 $899,288 $858,449 $928,318
Revenues (4)$714,000 $728,280 $742,846 $757,703 $772,857 $788,314 $804,080 $820,162 $836,565 $853,296 $870,362
Add back depreciation $86,407 $92,670 $101,004 $103,529 $106,117 $108,770 $111,490 $114,277 $117,134 $120,062 $123,064
Loan Repayment $0 $0 $0 $0 $0 $0 $75,000 $75,000 $75,000 $75,000 $75,000
Annual Balance $35,126 $61,411 $44,283 ($228,717)$61,597 $112,763 $145,567 $35,151 $953,698 $114,909 $65,108
Year End Cash Balance $2,195,195 $2,256,606 $2,300,889 $2,072,172 $2,133,769 $2,246,533 $2,392,099 $2,427,250 $3,380,948 $3,495,857 $3,560,965
40625000
Cable Fund 65111111 Balance 12/31/22 $49,616
Project 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033
Operation and Maintenance (3)$57,500 $58,650 $59,823 $61,019 $62,240 $63,485 $64,754 $66,049 $67,370 $68,718 $70,092
CIP Expenditures - Need to Create CIP Sheet $50,000 $0 $0 $0 $0 $50,000 $0 $0 $0 $0 $0
Transfer to IT Fund $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
Total Expenses $107,500 $58,650 $59,823 $61,019 $62,240 $113,485 $64,754 $66,049 $67,370 $68,718 $70,092
Revenues (4)$80,000 $75,000 $70,000 $70,000 $70,000 $65,000 $60,000 $55,000 $55,000 $50,000 $50,000
Add back depreciation $12,000 $12,000 $15,000 $15,000 $15,000 $17,500 $17,500 $17,500 $17,500 $17,500 $17,500
Annual Balance ($15,500)$28,350 $25,177 $23,981 $22,760 ($30,985)$12,746 $6,451 $5,130 ($1,218)($2,592)
Year End Cash Balance $52,116 $80,466 $105,643 $129,624 $152,384 $121,399 $134,145 $23,951 $22,630 $16,282 $14,908
NOTES:
(1) Expenses and Revenues are based on the City's 2023 budget. For Planning purposes a 2.5% annual inflation factor has been used to project future costs.
(2) Revenues are based on a 1.5% increased contribution starting in 2019 and adding a 1% interest earned on the previous year's balance.
(3) Expenses are based on utility rate study conducted in 2020 for future years 2021-2026. For Planning purposes, 2027 and after have a 2.5% annual inflation factor to project future costs.
(4) Revenues are based on the utility rate study conducted in 2020 for future years 2021-2026, plus estimated investment interest. For Planning purposes, 2027 and after have a 2.5% annual inflation factor to project future costs.
349
Item No.: 25 Date: December 11, 2023
Presenter: Ron Olson
Finance Director
Agenda
Section:
Finance Report
Item Description: Final General Fund Budget 2024 - Resolution 7437
1.Purpose:
The purpose of this action item it to approve the 2024 General Fund Budget.
2.Background/Summary:
Work on the 2024 General Fund budget began in May. Staff has been meeting with the budget
committee and updating the Council monthly throughout the process. On September 11, 2023 the
council adopted the preliminary General Fund Budget. As required by law, a public hearing was
held on November 27, 2023 to allow public comment on the budget and tax levy. Tonight, the
council is being asked to approve the General Fund Budget.
For revenues, the General Fund budget totals $11,536,630 and is increasing by $543,353 (4.9%).
The General Fund property tax levy represents 56.7% of the revenue budget, and is increasing by
$904,100. The rest of the General Fund revenues are from non-tax sources with the largest of these
being from service contracts with surrounding cities. By working cooperatively with neighboring
cities, we are able to provide enhanced service at a lower cost by eliminating overhead and
duplication of service.
The 2024 Expenditure budget is $11,536,630 which is an increase of $543,353 (4.9%) over the
2023 budget. The largest increase is in Personal Services (Wages and Benefits) in the amount of
$356,000. Professional Services is increasing by $340,260 (20.62%) as the result of an increase of
$120,940 in the Long Lake fire budget, increases in IT Services, and internal budget shifts
between expenditure categories. Transfers to Other Funds is decreasing by $200,000 (50.0%).
This reflects the creation of the New Fire Capital Fund for fund fire equipment purchases.
3.Staff Recommendation:
Staff recommends approval of Resolution 7437 adopting the 2024 General Fund Budget.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Motion to approve Resolution 7437 adopting the 2024 General Fund Budget.
Exhibits
Ex. A General Fund Budget
Ex. B Revenue Summary
Ex. C Revenue Detail
Ex. D Budget by Major Category
Ex. E Budget by Department
Ex. F Department Summary
350
CITY OF ORONO
RESOLUTION OF THE CITY COUNCIL
NO. 7437
A RESOLUTION TO ADOPT THE
2024 GENERAL FUND BUDGET
BE IT RESOLVED,by the City Council of the City of Orono, County of
Hennepin, Minnesota that the 2024 General Fund budget is determined to be as follows:
ESTIMATED REVENUES
Taxes - General $ 6,568,600
Licenses and Permits 585,200
Intergovernmental 305,000
Charges for Services 3,725,580
Fines and Forfeits 85,000
Interest Income 200,660
Miscellaneous 66,590
TOTAL $11,536,630
APPROPRIATED EXPENDITURES
General Government $1,876,850
Public Safety 7.798.760
Street Maintenance 740,970
Parks and Recreation 431,750
Engineering - Unallocated 25,000
Reimbursable Expenditures 211,800
Special Projects and Contingency 30,000
Capital Outlay 221,500
Transfers to Other Funds 200,000
TOTAL $11,536,630
Adopted by the City Council of the City of Orono, Minnesota at a regular meeting
held December 11, 2023.
ATTEST:
________________________________________________________________________
Christine Lusian, City Clerk Dennis Walsh, Mayor
351
Revenue Source
2022
Actual
Y-T-D
Jun 30,2023
2023
Budget
2024
Budget
Increase
(Decrease)
Percentage
Increase
(Decrease)
Property Taxes 4,971,707 2,840,769 5,664,500 6,568,600 904,100 16.0%
Total Licenses 15,020 4,799 18,700 18,700 0 0.0%
Total Permits 746,882 399,317 566,500 566,500 0 0.0%
Total Intergovernmental 493,370 135,675 403,000 305,000 -98,000 -24.3%
Total Gen Govt Service Charges 976,893 475,112 798,100 859,900 61,800 7.7%
Total Public Safety Service Charges 2,687,737 2,365,353 2,875,980 2,865,680 -10,300 -0.4%
Total Fines and Forfeits 66,813 35,889 80,000 85,000 5,000 6.3%
Total Investment Revenue 100,692 181 160,900 200,660 39,760 24.7%
Total Golf Course Receipts 382,324 193,551 377,000 0 -377,000 -100.0%
Total Miscellaneous Revenue 29,677 11,445 48,590 66,590 18,000 37.0%
Total Revenue 10,471,115 6,462,092 10,993,270 11,536,630 543,360 4.9%
City of Orono
2024 Revenue Budget Summary
352
Revenue Source
2022
Actual
Y-T-D
Sep 30,2023
2023
Budget
2024
Budget
Increase
(Decrease)
Percentage
Increase
(Decrease)
Current Ad Valorem Taxes 4,887,586 2,755,270 5,641,000 6,545,100 904,100 16.0%
Delinquent Ad Valorem Taxes 25,347 54,904 20,000 20,000 - 0.0%
Fiscal Disparities 45,716 14,700 - - - N/A
Personal Property Tax 11,036 12,155 - - - N/A
Forfeited Tax Sale Apportionmt 31 - - - - N/A
Rent Credit - - - - - N/A
Penalties and Interest-Taxes 1,990 3,740 3,500 3,500 - 0.0%
Property Taxes 4,971,707 2,840,769 5,664,500 6,568,600 904,100 16.0%
Beer & Liquor Licenses 7,200 125 7,100 7,100 0 0.0%
Cigarette Licenses 1,000 500 500 500 0 0.0%
Garbage Haulers Licenses 765 735 1,100 1,100 0 0.0%
Other Business License/Permit 3,725 5,030 8,000 8,000 0 0.0%
Rental Licenses 2,100 1,835 2,000 2,000 0 0.0%
Dog Licenses 230 -11 0 0 0 N/A
Total Licenses 15,020 8,214 18,700 18,700 0 0.0%
Building Permits 620,612 474,284 475,000 475,000 0 0.0%
Zoning Permit 1,372 1,915 1,500 1,500 0 0.0%
Mechanical/Septic/Other 87,857 100,967 60,000 60,000 0 0.0%
Plumbing Permit 37,041 44,891 30,000 30,000 0 0.0%
City of Orono
2024 Revenue Budget Summary
353
Revenue Source
2022
Actual
Y-T-D
Sep 30,2023
2023
Budget
2024
Budget
Increase
(Decrease)
Percentage
Increase
(Decrease)
City of Orono
2024 Revenue Budget Summary
Total Permits 746,882 622,056 566,500 566,500 0 0.0%
Federal Grant-other 0 0 0 0 0 N/A
Market Value Credit 348 0 0 0 0 N/A
Police Training Reimbursement 28,415 30,896 23,000 0 -23,000 -100.0%
Fire State Aid 0 0 0 0 0
Police State Aid 267,105 276,529 240,000 250,000 10,000 4.2%
Police Vest Reimbursement 0 0 0 25,000 25,000 N/A
PERA State Aid 0 0 0 0 0 N/A
State Grant-other 197,502 229,052 140,000 30,000 -110,000 -78.6%
Grants/Aids from Other Govts 0 0 0 0 0 N/A
Total Intergovernmental 493,370 536,477 403,000 305,000 -98,000 -24.3%
Administrative Charges for Svc 291,500 217,500 280,000 325,000 45,000 16.1%
General Taxable Sales/Service 51 73 2,000 100 -1,900 -95.0%
Assessments searches 100 20 100 50 -50 -50.0%
Zoning Disclosure 250 380 0 250 250 N/A
Plan Check/Site Exam Fees 363,972 292,654 200,000 225,000 25,000 12.5%
Cond Use-Variance-Dev Fees 16,050 19,305 19,000 20,000 1,000 5.3%
Engineering & Legal Fees 22,820 -1,425 45,000 20,000 -25,000 -55.6%
Bldg Permits-mail in fees 0 0 0 0 0 N/A
On-site Septic Program fees 46,987 35,403 47,000 47,000 0 0.0%
Park Reservations 12,275 9,370 2,000 7,500 5,500 275.0%
Off Leash Annual Pass 0 178 0 0 0 N/A
Coop Agreement-public works 222,888 160,779 202,000 214,000 12,000 5.9%
InterDepartmental Services 0 0 0 0 0 N/A
Brush Site Fees 0 1,682 1,000 1,000 0 0.0%
354
Revenue Source
2022
Actual
Y-T-D
Sep 30,2023
2023
Budget
2024
Budget
Increase
(Decrease)
Percentage
Increase
(Decrease)
City of Orono
2024 Revenue Budget Summary
Total Gen Govt Service Charges 976,893 735,918 798,100 859,900 61,800 7.7%
Coop Agreement-inspection 0 483 0 0 0 N/A
Coop Agreement-police 2,627,226 2,522,190 2,773,980 2,763,180 -10,800 -0.4%
Police Special Services 60,450 79,618 100,000 100,000 0 0.0%
False Alarm Fees 0 0 1,000 500 -500 -50.0%
Police Reports 0 2,658 1,000 1,000 0 0.0%
Police Reserve Receipts 0 31,691 0 0 0 N/A
Explorers program 60 1,195 0 1,000 1,000 N/A
Total Public Safety Service Charges 2,687,737 2,637,836 2,875,980 2,865,680 -10,300 -0.4%
Admin Citations 2,223 0 15,000 10,000 -5,000 -33.3%
Court Fines 64,590 59,520 65,000 75,000 10,000 15.4%
Drug Task Force 0 0 0 0 0 N/A
Dog Impound Fees 0 0 0 0 0 N/A
Total Fines and Forfeits 66,813 59,520 80,000 85,000 5,000 6.3%
Interest on investments 100,000 0 160,000 200,000 40,000 25.0%
Interest-NOW account 692 408 900 660 -240 -26.7%
Total Investment Revenue 100,692 408 160,900 200,660 39,760 24.7%
Green Fees 240,341 266,485 250,000 0 -250,000 -100.0%
Rental-Golf carts & Club 103,668 108,118 100,000 0 -100,000 -100.0%
Beer Sales 20,675 24,745 16,000 0 -16,000 -100.0%
Pop Sales 35 0 0 0 0 N/A
Concessions-taxable 11,637 11,506 7,000 0 -7,000 -100.0%
Golf Ball Sales 4,398 4,767 3,000 0 -3,000 -100.0%
Pro Shop-taxable 422 809 1,000 0 -1,000 -100.0%
Pro Shop-nontaxable 1,146 3,571 0 0 0 N/A
Other Golf Course Receipts 0 0 0 0 0 N/A
Cash Over/Short 1 1 0 0 0 N/A
355
Revenue Source
2022
Actual
Y-T-D
Sep 30,2023
2023
Budget
2024
Budget
Increase
(Decrease)
Percentage
Increase
(Decrease)
City of Orono
2024 Revenue Budget Summary
Total Golf Course Receipts 382,324 420,003 377,000 0 -377,000 -100.0%
Utility Penalties 14 16 0 0 0 N/A
Miscellaneous Revenue 10,979 10,784 3,000 25,000 22,000 733.3%
Convenience Fee 0 0 0 0 0 N/A
Rent Income 4,950 4,050 5,400 5,400 0 0.0%
Contributions & donations 11,265 1,100 5,000 5,000 0 0.0%
Refunds & Reimbursements -477 1,686 5,000 1,000 -4,000 -80.0%
Sale of Equipment 2,940 275 30,000 30,000 0 0.0%
Cash Over/Short 0 0 0 0 0 N/A
Filing fees-elections/plats 6 16,170 190 190 0 0.0%
Total Miscellaneous Revenue 29,677 34,081 48,590 66,590 18,000 37.0%
Total Revenue 10,471,115 7,895,283 10,993,270 11,536,630 543,360 4.9%
356
2022
Actual
2023
Budget
2024
Department
Request
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Personal Services 6,277,385 7,182,400 7,570,200 7,539,000 7,539,000 356,600 4.96%
Supplies & Maintenance 648,241 725,270 790,700 870,700 870,700 145,430 20.05%
Insurances 178,660 188,600 210,600 210,600 210,600 22,000 11.66%
Professional Services 1,534,131 1,650,500 1,969,648 1,990,760 1,990,760 340,260 20.62%
Other Expenses 593,131 562,100 469,075 474,070 474,070 (88,030) -15.66%
Capital Outlay 191,140 241,000 221,500 221,500 221,500 (19,500) -8.09%
Transfers to Other Funds 404,250 400,000 200,000 200,000 200,000 (200,000) -50.00%
Contingencies 14,256 30,000 30,000 30,000 30,000 - 0.00%
Purchases for Resale 20,962 13,400 - - - (13,400) -100.00%
Total 9,862,156 10,993,270 11,461,723 11,536,630 11,536,630 543,360 4.94%
2024 General Fund Budget
Major Expenditure Categories
City of Orono
357
2022
Actual
Y-T-D
Aug 31,2023
2023
Budget
2024
Dept
Request
2024
Manager
Recommended
2024
Adopted
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Mayor & Council 47,735 32,469 42,750 60,400 60,400 60,400 17,650 41.29%
Administration 383,060 316,223 493,600 512,950 500,250 500,250 6,650 1.35%
Elections 62,277 21,384 38,800 79,700 98,200 98,200 59,400 153.09%
Communications - - - 43,700 39,000 39,000 39,000 N/A
Assessing 234,000 127,000 260,000 270,000 270,000 270,000 10,000 3.85%
Finance 303,516 233,384 334,000 310,700 339,600 339,600 5,600 1.68%
Law/Legal Services 132,017 122,096 125,000 128,000 128,000 128,000 3,000 2.40%
Central Services 300,064 195,192 317,200 395,800 429,400 429,400 112,200 35.37%
Human Services - 9,500 12,400 12,000 12,000 12,000 (400) -3.23%
Police 4,995,992 3,529,300 5,592,400 5,806,510 5,719,910 5,719,910 127,510 2.28%
Fire Protection Services - LL 471,462 453,983 544,000 682,638 664,940 664,940 120,940 22.23%
Fire Protection Services - OR 1,335 108,263 174,800 679,000 696,698 772,510 597,710 341.94%
Building & Zoning 748,156 524,082 820,970 874,500 862,900 862,900 41,930 5.11%
Engineering 33,633 47,175 20,000 25,000 25,000 25,000 5,000 25.00%
Street Maintenance 654,817 406,767 609,500 676,850 690,050 690,050 80,550 13.22%
Public Works - Spring Park 85,227 73,747 98,500 100,400 100,400 100,400 1,900 1.93%
Brush Site 40,190 15,089 43,300 45,925 50,920 50,920 7,620 17.60%
Parks 324,389 244,701 419,950 426,350 431,750 431,750 11,800 2.81%
Golf Course 363,089 240,842 364,800 - - - (364,800) -100.00%
Special Services 266,170 254,270 251,300 101,300 111,400 111,400 (139,900) -55.67%
General Fund - General Fund - General Fund - Special Projects-Contingencies - General Fund - Special Projects-Contingencies14,256 - 30,000 30,000 30,000 30,000 - 0.00%
Transfers to Other Funds 400,000 200,000 400,000 200,000 200,000 200,000 (200,000) -50.00%
Total General Fund Expenditures 9,861,385 7,155,467 10,993,270 11,461,723 11,460,818 11,536,630 543,360 4.94%
City of Orono
2024 General Fund Budget
Departmental Budgets
358
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Personal Services 19,692 20,335 19,700 14,769 19,700 19,700 19,700 0 0.00%
City Wide Memberships 12,724 13,097 13,650 13,610 14,000 14,000 14,000 350 2.56%
Other Expenses 3,737 14,304 9,400 9,515 26,700 26,700 26,700 17,300 184.04%
City Council Total 36,153 47,735 42,750 37,894 60,400 60,400 60,400 17,650 41.29%
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES:
*Personal Services include the wages and employment taxes for City Council Representatives.
*City-wide Memberships are as follows:
Suburban Rate Authority 1,000
League of Minnesota Cities 9,500
Metro Cities 3,500
*Other Expenses includes training and meeting expenses.
2024 General Fund Operating Budget
Departmental Summary
Mayor & Council
41110
The City Council oversees the policies and procedures that govern the city in promoting the health, safety, and general welfare of the citizens of Orono.
359
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Personal Services 380,418 367,006 476,800 336,090 478,000 478,000 478,000 1,200 0.25%
Supplies & Maintenance 381 0 300 0 0 0 0 (300) -100.00%
Professional Serivces 12,285 11,523 7,500 5,625 13,000 13,000 13,000 5,000 66.67%
Other Expenses 5,735 4,531 9,000 5,660 9,250 9,250 9,250 250 2.78%
Administration Total 398,819 383,060 493,600 347,375 500,250 500,250 500,250 6,150 1.25%
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES:
Staff Includes: City Administrator, City Clerk, Management Assistant, and Municipal Services Support Rep
2024 General Fund Operating Budget
Departmental Summary
Administration
41300
The City Clerk and Administrative Staff are also included in the Administration Department and perform various function such as customer service, general administrative duties, permits and licensing, elections, data
practices, and record management.
*Professional Services includes the city recorder for city council meetings.
*Other Expenses includes training and development, memberships in professional organizations for the Administrative Staff.
*Personal Services include the wages and employment taxes for the Administration DepartmentCity Administrator and Administration Staff.
The Administration Department includes the City Administrator who is responsible for meeting satatutory and legal obligations, implementing policy established by the City
Council and ensuring the successful management of all city operations. In addition the City Administrator is responsible for overseeing the human resource function.
360
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Personal Services 25,161 52,673 33,200 22,670 65,200 83,700 83,700 49,400 148.80%
Supplies & Maintenance 2,248 7,148 3,500 0 8,500 8,500 8,500 5,000 142.86%
Other Expenses 455 2,456 2,100 798 6,000 6,000 6,000 3,900 185.71%
Elections Total 27,864 62,277 38,800 23,468 79,700 98,200 98,200 58,300 150.26%
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES:
2024 General Fund Operating Budget
*Other expenses include professional services, postage, travel expenses, advertising, building/equipment rental, training, meeting expenses and other miscellaneous expenses.
The Elections Department administers all federal, state, county, and municipal elections held in the city. Temporary election judges are hired to provide the necessary staffing at
polling locations, and for the operation of voting machines. The Administrative Staff provides supervision to the election judges as needed and maintains election records.
*Personal Services are the wages for the temporary election judges and a portion of Administration Staff (10%). 2023 is not an election year.
Departmental Summary
Elections
41410
361
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Personal Services 0 0 0 0 12,400 6,700 6,700 1,600 N/A
Other Expenses 0 0 0 0 31,300 32,300 32,300 24,000 N/A
Elections Total 0 0 0 0 43,700 39,000 39,000 25,600 N/A
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES:
*Other expenses printing, postage, website hosting fees, and software.
2024 General Fund Operating Budget
Departmental Summary
Communications
41430
The Communications Department is responsible for public comminications including, Social Media, Websites Administration, and Newsletters.
*Personal Services are the wages represent 10% of the Management Assistant and 5% of the City clerks wages and benefits.
362
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Assessing Contract 228,333 234,000 260,000 127,000 270,000 270,000 270,000 10,000 3.85%
Assessing Total 228,333 234,000 260,000 127,000 270,000 270,000 270,000 10,000 3.85%
PROGRAM DESCRIPTION & OBJECTIVES:
The City maintains a renewable contract agreement with Hennepin County to provide Assessing services.
Assessing
2024 General Fund Operating Budget
Departmental Summary
41550
363
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Personal Services 192,121 290,715 323,300 221,885 323,800 323,800 323,800 500 0.15%
Supplies & Maintenance 159 0 0 65 0 0 0 0 N/A
Professional Services 8,953 5,500 6,500 5,375 10,000 10,000 10,000 3,500 53.85%
Other Expenses 831 7,302 4,200 3,080 5,800 5,800 5,800 1,600 38.10%
Finance Total 202,063 303,516 334,000 230,405 339,600 339,600 339,600 5,600 1.68%
PROGRAM DESCRIPTION & OBJECTIVES
OPERATING COST ACTIVITIES:
*Personal Services include the wages and employment taxes for the Finance Department Staff.
Staff includes: Finance Director, Accountant and Resource Management Technician.
2024 General Fund Operating Budget
Finance
Departmental Summary
41500
*Other Expenses includes training and development, and memberships in professional organizations for the Finance Staff.
The Finance Department oversees the City's financial operations, insurances, and employee benefits. It is responsible for preparing the budget document and annual report in
accordance with generally accepted accounting principles.
364
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Professional Services 126,966 132,017 125,000 100,281 128,000 128,000 128,000 3,000 2.40%
Law/Legal Services Total 126,966 132,017 125,000 100,281 128,000 128,000 128,000 3,000 2.40%
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES:
41600
Law & Legal Services
The City maintains a renewable contract agreement with two local legal firms to provide legal services. The Legal Department provides professional representation and opinion on
city services and operations.
*Professional Services includes the costs associated with the contract with legal staff, prosecution costs, code enforcement, and jail charges.
2024 General Fund Operating Budget
Departmental Summary
365
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Personal Services 13,520 20,547 22,200 16,710 100,200 100,200 100,200 45,900 206.76%
Supplies & Maintenance 46,791 37,958 58,500 43,274 64,500 64,500 64,500 6,000 10.26%
Professional Services 136,072 104,161 98,000 86,063 110,200 110,200 110,200 12,200 12.45%
Insurances 44,800 49,200 51,000 38,250 61,000 61,000 61,000 10,000 19.61%
Other Expenses 77,476 87,496 87,500 77,576 93,500 93,500 93,500 6,000 6.86%
Capital Outlay & Transfers 0 0 0 0 0 0 0 0 N/A
Central Services Total 318,660 299,362 317,200 261,873 429,400 429,400 429,400 80,100 25.25%
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES:
*Professional Services includes annual audit expenses and fees associated with administering city benefit plans.
The Central Services Department provides for those operating expenses that encompass all city departments. By consolidating these expenditures, the City can more accurately
determine the effectiveness of the costs and benefits provided. The City maintains a renewable contract agreement with an outside janitorial service for general cleaning and
upkeep of city facilities. The Central Services Department also pays for a portion of the costs associated with the annual audit.
*Other Expenses includes utilities, publishing costs, copier leases, and other miscellaneous charges related to city operations.
41900
*Supplies & Maintenance include the operating supplies and maintenance expenses on city equipment and facilities.
2024 General Fund Operating Budget
Departmental Summary
Central Services
366
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Contributions 9,500 0 12,400 9,500 12,000 12,000 12,000 (400) -3.23%
Human Services Total 9,500 0 12,400 9,500 12,000 12,000 12,000 (400)-3.23%
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES:
The Gillespie Center 9,500
Orono Community Education 2,900
12,400
The Human Services Department is comprised of area organizations that provide equal opportunity in employment, housing, public services, and education. The City maintains an
affiliation with these organizations to ensure a strong relationship with area communities and their citizens.
*Contributions are the contributions made to Human Service Organizations in the Orono area. Organizations include:
2024 General Fund Operating Budget
Departmental Summary
Human Services
41800
367
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Personal Services 3,994,111 4,086,468 4,505,200 3,318,447 4,693,000 4,600,000 4,600,000 94,800 2.10%
Supplies & Maintenance 205,302 250,840 301,000 178,626 283,000 283,000 283,000 (18,000) -5.98%
Professional Services 197,415 237,685 312,500 210,179 334,910 341,310 341,310 3,810 1.22%
Insurances 102,100 114,700 122,300 91,725 140,000 140,000 140,000 17,700 14.47%
Other Expenses 120,134 113,361 130,400 123,248 134,100 134,100 134,100 3,700 2.84%
Capital Outlay 305,671 191,140 221,000 86,133 221,500 221,500 221,500 500 0.23%
Police Total 4,924,733 4,994,193 5,592,400 4,008,356 5,806,510 5,719,910 5,719,910 102,510 1.83%
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES:
*Personal Services include the wages and employment taxes for the Police Department.
*Supplies & Maintenance include the operating supplies and maintenance expenses on police equipment and facilities.
*Insurance Expenses includes a portion of the City's general, liability, and auto insurance costs.
*Professional Services includes the police records system, internet, animal care, and medical and psychological evaluations for new officers.
*Other Expenses includes utilities, fuel, publishing costs, copier leases, and other miscellaneous charges related to police operations.
Staff includes: Police Chief, Deputy Chief, Sergeant (5), Investigators (5), Patrol Officers (19), Part Time Officers (2), CSO Cadets (3) Office Manager, Administrative Assistant
(2)
The Police Department provides for the public safety within Orono and the surrounding communities of Minnetonka Beach, Spring Park, and Mound. This is accomplished through
preventive patrol, traffic enforcement, education, criminal investigation and prosecution.
Departmental Summary
Police
2024 General Fund Operating Budget
42110
368
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Personal Services 1,335 50,238 0 109,672 419,700 434,900 434,900 256,228 N/A
Supplies and Maintenance 0 0 0 752 77,700 152,700 152,700 151,948 N/A
Professional Services 0 0 0 650 89,000 92,310 92,310 91,660 N/A
Long Lake Fire 427,091 471,462 544,000 453,983 682,638 664,940 664,940 210,957 38.78%
Insurances 0 0 0 0 9,500 9,500 9,500 9,500 N/A
Other Expenses 0 0 0 1,916 83,100 83,100 83,100 81,184 N/A
Fire Protection Services Total 428,426 521,700 544,000 566,972 1,361,638 1,437,450 1,437,450 801,478 147.33%
PROGRAM DESCRIPTION & OBJECTIVES:
Fire
22603
2024 General Fund Operating Budget
Departmental Summary
The Fire Department is comprised of renewable contract agreements with the community of Long Lake for fire suppression services. The Personal Services included in the budget
are for the Fire Chief that is currently working on establishing an Orono Fire Department.
369
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Personal Services 441,597 665,312 731,300 541,267 763,900 763,900 763,900 32,600
Supplies & Maintenance 634 2,175 1,920 0 2,050 2,050 2,050 130
Professional Services 364,044 66,189 70,500 48,057 79,500 79,500 79,500 9,000
Other Expenses 4,246 14,480 17,250 8,511 17,450 17,450 17,450 200
Building & Zoning Total 810,522 748,156 820,970 597,835 862,900 862,900 862,900 41,930
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES:
*Personal Services include the wages and employment taxes for Planning and Zoning Staff.
%
2024 General Fund Operating Budget
Departmental Summary
General Fund - General Fund - General Fund - Building & Zoning - Public Safety - General Fund - Building & Zoning - Public Safety
Building & Zoning
Staff includes: Director of Community Development, Planners (2), Planning Assistant, Building Official and Building Inspector.
The Planning & Zoning Department oversees the development and redevelopment within the City in accordance with established policies and guidelines. The policies and
guidelines have been created and are enforced to maintain the health, safety, and welfare of the public, as well as the aesthetics of the community.
*Other Expenses includes training and development, and memberships in professional organizations for the Planning & Zoning Staff.
*Professional Services include engineering, legal consulting services and contracted building inspections.
370
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
Engineering Total 30,220 33,633 20,000 28,309 25,000 25,000 25,000 5,000
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES:
The City maintains a renewable contract with a local firm to provide all engineering services. The Engineering Department provides professional representation and opinion on
city services and operations.
2024 General Fund Operating Budget
Departmental Summary
Engineering
43170
*Professional Services are the costs associated with the contract agreement with the engineering firm.
371
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
Personal Services 360,219 313,645 258,700 187,736 295,900 295,900 295,900 37,200
Supplies & Maintenance 133,453 176,763 179,000 151,174 202,500 202,500 202,500 23,500
Professional Services 74,606 105,535 106,100 81,197 122,000 132,000 132,000 25,900
Other Expenses 39,737 50,327 65,700 54,882 55,150 59,650 59,650 (6,050)
Public Works Total 608,015 646,270 609,500 474,988 675,550 690,050 690,050 80,550
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES:
* Personal Services include the wages and employment taxes for the Public Works Department.
* Supplies & Maintenance include general operating supplies for street repair/maintenance, and vehicle and equipment maintenance.
* Professional Services includes IT and Fleet Services
* Other Expenses include electricity costs for street lighting and employee development.
The Street Department provides for the maintainance of all city streets to ensure a safe and driveable condition. Standard maintenance includes seal-coating, patching, snow
plowing, and sweeping. Due to its excess storage capacity, the City maintains cooperative agreements with surrounding communities for storage and sale of salt/sand supplies.
2024 General Fund Operating Budget
Departmental Summary
Public Works
43000
Staff includes the following FTES: Public Works Superintendent (.25), Street/Stormwater Supervisor (.50) Maintenance Workers (1.25), Public Works Admin Support (.20)
372
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
Personal Services 0 65,933 97,000 76,387 98,800 98,400 98,400 1,400
Professional Services 28,340 10,039 1,500 750 1,600 2,000 2,000 500
PW - Spring Park Total 28,340 75,972 98,500 77,137 100,400 100,400 100,400 1,900
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES:
* Personal Services include the wages and employment taxes for the Public Works Department.
Wages and benefits are based 1 FTE and use the average wage of all maintenance workers.
As of 9/1/2021 Orono began providing public works service to the City of Spring Park.
* Professional Services includes IT Services, Fleet Services and Other professional Services
City of Orono
2024 Line Item Budget
PW - Spring Park
43100
373
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
Personal Services 101,254 176,460 283,100 186,221 279,300 279,300 279,300 (3,800)
Supplies & Maintenance 108,572 97,136 102,200 61,542 116,200 116,200 116,200 14,000
Professional Services 8,451 33,441 10,900 28,153 20,500 20,500 20,500 9,600
Other Expenses 25,368 17,352 23,750 7,162 15,750 15,750 15,750 (8,000)
Parks Total 243,644 324,389 419,950 283,078 431,750 431,750 431,750 11,800
PROGRAM DESCRIPTION & OBJECTIVES:
The Parks & Recreation Department provides for
OPERATING COST ACTIVITIES:
* Personal Services includes the wages and employment taxes for the Parks Department.
Staff includes: Park Superintendant (50%), Maintenance Workers (2), Seasonals, and
* Supplies & Maintenance includes the operating supplies and maintenance for all park facilities.
*Other Expenses includes the costs associated with equipment rental.
2024 General Fund Operating Budget
Departmental Summary
Parks
45200
374
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
Personal Services 168,410 173,092 203,500 132,954 0 0 0 (203,500)
Supplies & Maintenance 62,584 56,274 42,600 36,333 0 0 0 (42,600)
Insurances 16,625 14,660 15,300 7,650 0 0 0 (15,300)
Other Expenses 72,228 87,496 69,000 58,161 0 0 0 (68,700)
Purchases for Resale 19,763 20,962 13,400 24,616 0 0 0 (13,400)
Golf Course Total 339,609 352,484 343,800 259,714 0 0 0 (343,500)
PROGRAM DESCRIPTION & OBJECTIVES:
The Golf Course has been moved from the General Fund to and Enterprise Fund.
45210
2024 General Fund Operating Budget
Departmental Summary
Golf Course
375
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
Personal Services 8,917 10,670 12,300 8,788 13,100 13,100 13,100 800
Supplies & Maintenance 127 70 250 555 250 250 250 0
Insurances 0 100 0 0 100 100 100 100
Other Expenses 8,078 29,349 30,750 14,700 32,475 37,470 37,470 6,720
Brush Site Total 17,121 40,190 43,300 24,043 45,925 50,920 50,920 7,620
PROGRAM DESCRIPTION & OBJECTIVES:
The Brush Site provides a place for residents and contractors to drop off tree branches and brush.
OPERATING COST ACTIVITIES:
* Personal Services include the wages and employment taxes for the Brush Site.
Staff includes: Brush Site Attendant
* Supplies & Maintenance include general operating supplies for repair and maintenance of the brush site.
* Insurances include the brush site's share of the City's general insurance polices.
2024 General Fund Operating Budget
Departmental Summary
Brush Site
43100
376
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
Personal Services 14,997 33,195 41,300 44,833 41,400 41,400 41,400 100
Professional Services 86,968 55,897 90,000 15,208 70,000 70,000 70,000 (20,000)
Other Expenses 0 176,578 120,000 205,383 0 0 0 (20,000)
Special Services-Consulting & Police Total 101,966 265,670 251,300 265,424 111,400 111,400 111,400 (19,900)
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES (Reimbursed):
* Personal Services include Police Officer overtime wages for security work and/or traffic control.
* Professional Services include legal and engineering review expense for land use applications.
2024 General Fund Operating Budget
Departmental Summary
Special Services
43280
The Special Services Department provides a separate 'cost center' for tracking city-provided consulting and Police special service details. Orono residentswho apply for land use
variations are subject to be billed for any additional staff, legal, and engineering time that is spent reviewing their application. Thesecharges are recorded in this departmental
budget, and the applicants are subsequently billed for this additional time. Orono businesses or residentswho wish to contract with the city for Police security or traffic control are
billed for the officers time. The City's costs are recorded in this departmentalbudget, and are offset by the revenues received from the requesting parties.
377
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Sep 30, 2023
2024
Department
Requested
2024
Manager
Reccomended
2024
Adopted
Dollar
Increase
(Decrease)
Capital & Transfers 983,297 404,250 400,000 300,000 200,000 200,000 200,000 (200,000)
Contingency Items 21,869 14,256 30,000 4,775 30,000 30,000 30,000 0
Special Projects-Contingencies Total 1,005,166 418,506 430,000 304,775 230,000 230,000 230,000 (200,000)
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES:
* Transfers are as follows:
Improvement and Equipment Outlay Fund 400,000
* Contingency Items is an amount for unbudgeted and unforseen items that require action before the next budget cycle.
9,886,120 9,883,131 10,797,470 8,028,428 11,514,123 11,536,630 11,536,630 695,388
2024 General Fund Operating Budget
Departmental Summary
Special Projects - Contingencies
43290
The Special Projects & Contingencies Department includes funds allocated for planned projects or events that benefit the entire city, and for any unforseen circumstances that
GENERAL FUND TOTAL
378
Item No.: 26 Date: December 11, 2023
Presenter: Ron Olson
Finance Director
Agenda
Section:
Finance Report
Item Description: Enterprise Funds Budget 2024 - Resolution 7439
1.Purpose:
The purpose of this agenda item is to approve the 2024 Enterprise Fund Budgets
2.Background/Summary:
The city adopts annual budgets for the Enterprise Funds. These funds are more commonly referred
to as the utility funds and include the Water Fund, Sewer Fund, Stormwater Fund, Recycling Fund,
and the Cable Fund. The Enterprise Funds differ from other types of funds in that they are
accounted for similarly to a business enterprise. The City's goal for the Enterprise Funds is that
they operate in a manner that does not require bonding or special assessments for infrastructure
replacement. These budgets were reviewed by the Council at an August work session. There were
no changes recommended.
A. Water. As presented, the Water Fund will have an operating income or $70,100. Net non-
operating revenues and expenses decrease the net income to $ 5,100. Water rates are
increasing by 2%. The expense budget is increasing by 3.64%. The non-operating interest
expense is for the interest on the 2014 Water Bonds. 2024 capital expenditures as identified
in the 2024 CIP include wellhead protection updates, fire hydrants, a lead service inventory,
and water valve replacements. The Water Fund’s anticipated cash balance for the fund at the
end of 2023 is $1,341,069
B. Sanitary Sewer. As presented, the Sewer Fund will have an operating income of $63,460.
Sewer rates are increasing by 2%. The total operating expense budget is increasing by
3.37%. Upcoming capital expenditures can be covered by the fund’s current cash balances.
Projects identified in the CIP for 2024 include: Annual sewer rehabilitation, lift station
updates, and projects associated with road projects. The projected cash balance for the fund
at the end of 2024 is $ 696,531.
C. Stormwater. The Stormwater Fund is for the most part project based. Stormwater rates are
increasing 1% in 2024. Operating expenditures are mainly limited to engineering associated
with NPDES, SWPPP and other state and federal requirements. Public Works time and
materials spent on culvert cleaning/replacement are also charged to this fund. The purpose
of this fund is to collect money for the larger Stormwater projects that will be required in the
future. Potential CIP projects in 2024 include: Projects performs in conjunction with road
projects, the McCulley Road Outlet, and other Storm Water Improvements. The projected
cash balance for the fund at the end of 2024 is $1,256,606.
D. Recycling. The Recycling Fund is used to account for curbside recycling and annual clean-
up days. The rates are increasing by 4% to match the contracted increase in charges from
Waste Management.
E. Cable. The revenue source for the Cable Fund is a franchise fee collected by MediaCom on
cable TV subscriptions. The fund is used to pay for expenditures related to streaming city
meetings.
AGENDA ITEM
379
F. Golf Course. The Golf Course Fund was reestablished in 2023. After years of being
supported by the tax levy, it is being moved back to an Enterprise Fund and is no longer
supported by property taxes.
3.Staff Recommendation:
Staff recommends approval of the 2024 Enterprise budgets as presented.
COUNCIL ACTION REQUESTED
Motion to adopt Resolution 7439 establishing the 2024 Enterprise Fund budgets.
Exhibits
Ex. A 2024 Budget Enterprise Fund Budgets - Resolution.docx
Ex. B Enterprise Summary.pdf
380
CITY OF ORONO
RESOLUTION OF THE CITY COUNCIL
NO. 7439
A RESOLUTION TO ADOPT THE
2024 ENTERPRISE FUND BUDGETS
BE IT RESOLVED, by the City Council of the City of Orono, County of
Hennepin, Minnesota that the 2024 Enterprise Fund budgets are determined to be as follows:
Estimated Revenues Water Sewer Recycling
Charges for Service $1,300,000 $2,185,000 $249,900
Interest Income 25,000 40,000 --
Non-Operating 15,000 21,600 22,000
Total Revenues $1,340,000 $2,246,600 $271,900
Appropriated Expenditures
Operating Expenses $1,229,900 $2,183,140 $273,500
Non-Operating Expenses
Interest Expense 10,000
Debt Service 85,000
Transfer to Other Funds - - - - - -
Total Expenditures $1,334,900 $2,183,140 $271,100
Estimated Revenues Stormwater Cable Golf
Charges for Service $ 735,280 $70,000 $400,000
Interest Income 16,000 1,000 1,000
Non-Operating -- -- --
Total Revenues $744,000 $ 71,000 $400,000
Appropriated Expenditures
Operating Expenses $482,500 $62,600 $350,000
Non-Operating Expenses
Interest Expense
Debt Service
Transfer to Other Funds - - - - - -
Total Expenditures $444,064 $62,600 $350,000
381
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Jul 31, 2023
2024
Draft Budget
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Personal Services 265,957 333,866 374,100 209,808 368,800 (5,300) -1.42%
Supplies & Maintenance 261,654 171,915 191,700 293,959 197,500 5,800 3.03%
Professional Services 49,266 65,557 62,100 39,751 70,600 8,500 13.69%
Insurances 7,800 26,000 26,900 13,450 21,400 (5,500) -20.45%
Other Expenses 528,885 533,123 526,500 284,992 551,000 24,500 4.65%
Non-Operating Expenses 85,429 20,000 15,000 0 10,000 (5,000) -33.33%
Total Water Operating Fund 1,198,991 1,150,461 1,196,300 841,961 1,219,300 23,000 1.92%
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES:
2024 Enterprise Fund Operating Budget
Departmental Summary
49400
Staff includes: Public Works Superintendent (.2 FTE), Public Works Supervisor (.5 FTE), Maintenance Workers (2.1 FTE, Administrative Assistant (.25 FTE) and a
Seasonal Employee.
The Water Operating Fund provides for the funding of the City's water distribution system. These funds are accounted for separately and are designed to be funded
through water rates.
*Included in 'Personal Services' are the wages and employment taxes for the Water Department Staff.
*Supplies & Maintenance' includes the operating supplies and maintenance for the water distribution system.
Water
*Professional Services' includes a portion of the costs related to the City's annual financial audit, IT Services, and engineering consulting costs related to water projects.
*Other Expenses' include power supply costs, purchased water from the City of Wayzata, and a depreciation charge on the fixed assests.
382
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Jul 31, 2023
2024
Draft Budget
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Personal Services 213,384 328,140 361,800 211,919 361,900 100 0.03%
Supplies & Maintenance 109,520 183,117 261,750 40,062 218,000 (43,750) -16.71%
Professional Services 52,568 64,277 68,000 37,825 78,000 10,000 14.71%
Insurances 17,500 14,715 15,540 7,770 15,540 0 0.00%
Other Expenses 1,272,300 1,424,016 1,404,900 866,401 1,482,440 77,540 5.52%
Non-Operating Expenses 143,750 110,000 0 0 0 0 N/A
Total Sewer Operating Fund 1,809,022 2,124,265 2,111,990 1,163,977 2,155,880 43,890 2.08%
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES:
*Professional Services' includes a portion of the costs related to the City's annual financial audit, IT Services, and engineering consulting costs related to sewer
projects.
*Included in 'Personal Services' are the wages and employment taxes for the Sewer Department Staff.
The Sewer Operating Fund provides for the funding of the City's sewer collection system. The funds are accounted for separately and are designedto be funded
primarily through sewer unit charges.
2024 Enterprise Fund Operating Budget
Departmental Summary
49450
*Other Expenses' includes the City's disposal charges with the MCES, and a depreciation charge on fixed assets.
Staff includes: Public Works Superintendent (.2 FTE), Public Works Supervisor (.5 FTE), Maintenance Workers (2.15 FTE), Administative Support (.25 FTE), and a
Seasonal Employee.
*Supplies & Maintenance' includes the operating supplies and maintenance for the sewer collection system.
Sewer
383
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Jul 31, 2023
2024
Draft Budget
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Personal Services 22,040 11,979 11,979 7,638 18,200 6,221 51.94%
Supplies & Maintenance 0 0 0 0 0 0 N/A
Professional Services 192,818 211,006 211,006 127,212 230,000 18,994 9.00%
Insurances 0 500 500 50 1,000 500 100.00%
Other Expenses 16,497 14,930 14,930 12,399 24,100 9,170 61.42%
Recycling Total 231,355 238,415 238,415 147,298 273,300 34,885 14.63%
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES:
*Personal Services are a portion of the City Clerk's wages and the wages for City Staff whom participate in the spring cleanup.
*Other Expenses includes disposal of items collected during the clean up day and materials related to organics recycling.
*'Professional Services includes the costs associated with recycling collection.
49500
2024 Enterprise Fund Operating Budget
Departmental Summary
The city participates in a program to provide curbside recycling service. In addition, the city also provides a spring cleanup day for residents who have materials
unsuitable for curbside recycling pickup.
Recycling
384
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Jul 31, 2023
2024
Draft Budget
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Personal Services 113,270 81,899 198,400 88,954 215,800 17,400 8.77%
Supplies & Maintenance 14,346 22,584 21,500 10,051 19,000 (2,500) -11.63%
Professional Services 26,278 46,807 39,500 26,494 47,500 8,000 20.25%
Insurances 4,750 4,100 4,400 2,200 4,900 500 11.36%
Other Expenses 185,325 184,211 192,600 96,931 192,100 (500) -0.26%
Non-Operating Expenses 0 46,427 0 0 0 0 N/A
Total Stormwater Operating Fund 343,969 386,027 456,400 224,630 479,300 22,900 5.02%
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES:
2024 Enterprise Fund Operating Budget
Departmental Summary
49910
Stormwater
The Stormwater Operating Fund provide sfunding to for the City's Stormwater responsibilities. The funds are accounted for separately and are designedto be funded
primarily through stormwater service and trunk fees.
*Included in 'Personal Services' are the wages and employment taxes for the Public Works Department Staff.
Staff includes: Public Works Superintendent (.2 FTE), Public Works Supervisor (.5 FTE), Maintenance Workers (.5 FTE), Administative Support (.20 FTE), and a
Seasonal Employee.
* Supplies & Maintenance includes material associated with culvert maintenance.
*Other Expenses includes depreciation and an administrative charge and the annual LMCD Levy.
*Professional Services includes engineering and annual audit charges.
385
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Jul 31, 2023
2024
Draft Budget
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Personal Services 41,982 8,598 0 0 0 0 N/A
Professional Services 15,830 14,160 18,000 7,790 27,000 9,000 50.00%
Other Expenses 44,867 57,607 39,500 29,008 35,600 (3,900) -9.87%
Total Sewer Operating Fund 102,679 80,365 57,500 36,798 62,600 5,100 8.87%
PROGRAM DESCRIPTION & OBJECTIVES:
OPERATING COST ACTIVITIES:
*Professional Services includes IT Services and audit charges.
2024 Enterprise Fund Operating Budget
Departmental Summary
49840
* Other Expenses include webcasting/online content and an administrative charge to the General Fund
Cable Franchise
The Cable TV Fund was created to account for the Franchise fees that are collectected as part of the City's Franchise agreement with Mediacom. Expenditures include
costs associated with recording and streaming meetings.
386
2021
Actual
2022
Actual
2023
Budget
Y-T-D
Jul 31, 2023
2024
Draft Budget
Dollar
Increase
(Decrease)
%
Increase
(Decrease)
Personal Services 0 0 0 0 155,417 179,117 N/A
Supplies and Maintenance 0 0 0 0 55,600 55,600 N/A
Insurance 0 0 0 0 14,700 14,700 N/A
Other Expenses 0 0 0 0 80,500 80,500 N/A
Merchandise for Resale 0 0 0 0 19,500 19,500 N/A
Total fGolf Operating Fund 0 0 0 0 325,717 349,417 N/A
PROGRAM DESCRIPTION & OBJECTIVES:
The Golf Course Fund was reestablished to account for Golf activities. As an enterprise fund, it will no longer be supported by property taxes.
2024 Enterprise Fund Operating Budget
Departmental Summary
Golf Course
49830
387
Item No.: 27 Date: December 11, 2023
Presenter: Adam Edwards
City Administrator
Agenda
Section:
City Administrator/Engineer
Report
Item Description: Appreciation for Finance Director Ron Olson - Resolution 7435
1.Purpose:
The purpose of this council action is to recognize Ron Olson's 26 years of service to the City of
Orono.
2.Background/Summary:
Ron Olson has served the city for 26 years in various positions culminating as Finance Director.
Ron's last day with the city is December 15th, 2023.
3.Staff Recommendation:
I strongly recommend adoption of the attached resolution recognizing Ron's service. Ron has
been an exemplary employee and leader. His time with Orono has been characterized by
dedication, fiscally responsible financial management, and a deep understanding of municipal
processes and best practices.
AGENDA ITEM
COUNCIL ACTION REQUESTED
Motion adopt Resolution 7435 honoring Ron Olson’s 26 years of service and wish him well in his
transition to retirement.
Exhibits
Ex. A Resolution 7435 Appreciation to Ron Olson
388
A RESOLUTION OF APPRECIATION TO
RONALD J. OLSON
FOR HIS TWENTY-SIX YEARS OF DEDICATED SERVICE
RESOLUTION NO. 7435
WHEREAS, Ron Olson set the example for his fellow public servants with his
positive attitude, calm demeanor, and service focus since being appointed as a
Management Analyst/Accountant on October 27, 1997; and
WHEREAS,through hard work and technical competence, Ron quickly
progressed to positions of increasing responsibility first, by being promoted to Assistant
Finance Director in 1998 and culminating in his appointment as the Orono Finance
Director in 2006;
WHEREAS,Ron’s financial acumen has been instrumental in the city’s
establishment and maintenance of a AAA bond rating since 2005, one of relatively few
municipalities of Orono’s size to do so, as well as receiving 100% clean annual audit
reports; and
WHEREAS,Ron led the establishment and then the modernization of the city’s
information technology system, including the current network and communications
systems as well as implementing of numerous software program, resulting in improved
efficiencies and accuracy throughout the wide variety of city staff functions; and
WHEREAS,Ron created the city’s human resource function and then spearheaded
the streamlining of the personnel system through the implementation of automated
benefits, onboarding, and payroll; and
WHEREAS,Ron Olson’s 26 years of service have been characterized by
professionalism, expertise, and dedication to providing the highest quality service to the
city and its citizens; and
NOW, THEREFORE, BE IT RESOLVED, that the Orono City Council, staff
and residents wish to extend their utmost appreciation and gratitude to Ron Olson for his
service to the community as a Finance Director.
Adopted by the City Council of Orono, Minnesota at a regular meeting held this
11th day of December 2023.
ATTEST:
____________________________________________________
Christine Lusian, City Clerk Dennis Walsh, Mayor
389