Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
12-08-2025 - Agenda Packet City Council - Regular Meeting
Agenda City Council Meeting Monday, December 8, 2025, 6:00 PM City Council Chambers 12780 Kelley Parkway, Orono, MN 55356 952-249-4600 /oronomn.gov Roll Call Pledge of Allegiance Approval of Agenda Consent Agenda These items are considered routine and will be enacted by one motion with no discussion unless a council member or staff requests and the item will be removed from the consent agenda for separate discussion and action. 1. City Council Minutes 2. Claims/Bills 3. Tobacco Sales Licenses 4. Donation to Orono Fire Department - Resolution 7653 5. Dissolution of Orono Fire Department 6. Agreement - Shoreline Fire Department Fuel Purchasing 7. Agreement - Long Lake Rowing Facility Use 8. Agreements - Prosecution Services - Resolution 7652 9. Agreements - Collective Bargaining for LELS Local 40 and Local 168 10. Personnel Policy Amendments - Resolution 7647 11. Reappoint Seasonal Employees 12. Hire Police Officer 13. Final Pay Request - City Hall and Police Parking Lot Project (25-020) 14. Crystal Bay Business Center Utility - Acceptance 15. LA25-00048, 755 Tonkawa Rd, Variance - Resolution 7654 16. 2026 Employee Pay Scale and Benefits - Resolution 7646 17. Adopt 2026 Capital Improvement Plan 18. Adopt 2026 Fee Schedule - Ordinance 318 19. Adopt 2026 Enterprise Fund Budgets - Resolution 7651 20. Adopt 2026 Special Revenue Fund Budgets - Resolution 7650 21. Voting Locations for 2026 Public Hearing This is an opportunityfor the public to address City Council on a proposed action or issue before a decision is made. Relevant comments of support and opposition from the public are reflected in the meeting record and considered by the council when making a decision. 22. 2026 Budget and Levy Public Hearing Presentations Scheduled informational briefings to the City Council. 23. Park Commission Guiding Principles Public Comments This is an opportunityfor 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 Sign up for email notifications at oronomn.gov state their name and home address at the podium before speaking. Speakers should be mindful of time and limit their remarks to three (3) minutes to allow sufficient opportunity for others to speak. We encourage speakers to address their comments to the mayor and council and to keep their remarks respectful and relevant. Please no personal attacks. Criticism of ideas is acceptable, but attacks against individuals are not tolerated. Please make your statements in a civil manner. Similarly, we ask everyone in the audience to be respectful of speakers and refrain from disruptive behavior, such as shouting, heckling, or making excessive noise. Community Development Report 24. LA25-000051, 4680 North Shore Drive, Variance City Administrator/Engineer Report Mayor and Council Reports Council members give updates here on the committees or boards they are appointed to represent and share general updates, announcements, event participation, or questions not covered elsewhere on the agenda. Adj ournment Upcoming Events Date Description Dec 24-26 Holiday Observed - Offices Closed Jan 1-2 Holiday Observed - Offices Closed Jan 06 Park Commission Jan 12 City Council Work Session: Goals Setting for 2026 Jan 12 City Council Jan 19 Holiday Observed - Offices Closed Jan 20 Planning Commission Jan 26 City Council Work Session: Community Management Plan Survey Jan 26 City Council Sign up for email notifications at oronomn.gov K AGENDA ITEM Date: December 8, 2025 Title: City Council Minutes Presenter: Christine Lusian, City Clerk Section: Consent Agenda Purpose: The purpose of this item is to approve the City Council meeting minutes. 2. Staff Recommendation: Approve the City Council work session and regular meeting minutes. COUNCIL ACTION REQUESTED Approve the City Council work session and regular meeting minutes. Exhibits A. 11-24-2025 CC Minutes work session B. 11-24-2025 CC Minutes Item: 1 3 Minutes City Council Work Session Monday, November 24, 2025, 5:00 PM City Council Chambers 12780 Kelley Parkway, Orono, MN 55356 ROLL CALL Council members present: Mayor Bob Tunheim, Alisa Benson, Jacqueline Ricks, Jon Schwingler. Staff present: City Administrator Adam Edwards, Community Development Director Laura Oakden CAPITAL IMPROVEMENT PLAN The council received an overview and new requirements for the 2050 Comprehensive Plan Update, which included a summary of the System Statement outlining the expected population, housing, and employment growth. Staff presented some background on the current designation of the city. The council reviewed the required deadline for the Comprehensive plan, timeline to implement the updates, and options for additional areas of study with discussion on small lot neighborhoods, community engagement plan, updated housing plan and additional sustainability and resiliency plan. The council gave direction to gather additional information for a community survey by a third -party consultant. Budget planning is important because most of this work will occur in 2026-2028. The council agreed that better community outreach is needed, with clearer communication and more ways for residents to participate. Next steps: Staff will bring back cost for a community survey and additional options for identified topics for supportive studies so the council can decide which ones to move forward with. ADJOURNMENT Work session ended at 5:45 p.m. ATTEST: CITY COUNCIL Christine Lusian, City Clerk Bob Tunheim, Mayor 4 Minutes City Council Regular Meeting Monday, November 24, 2025, 6:00 PM City Council Chambers 2780 Kelley Parkway, Orono, MN 55356 Mayor Tunheim called the meeting to order at 6:00 p.m., followed by the Pledge of Allegiance. ROLL CALL Orono City Council members present: Mayor Bob Tunheim, City Council Members Alisa Benson, Steve Persian, Jacqueline Ricks, and Jon Schwingler. Members absent: None. Staff present were City Attorney Soren Mattick, City Administrator/Engineer Adam Edwards, Public Works Superintendent DJ Goman, and Community Development Director Laura Oakden. PLEDGE OF ALLEGIANCE I ' ' ' 1 TKI 11[17 yX114 Biel 17:1 CONSENT AGENDA 1. City Council Minutes 2. Claims/Bills 3. Work Session Schedule 4. Contract — Code Hosting and Updating 5. Alcohol Sales Licenses 6. Resignation of Part-time Fire Fighter 7. Resignation and Recruitment — Brush Site Attendant 8. Fox Street Sewer Main Extension (24-044) — Acceptance 9. Casco Cove Rehabilitation — Award This item was removed from the consent agenda 10. LA25-000042, 1840 Shadywood Rd,. Variances — Resolution 7643 11. LA25-000049, 1450 Bracketts Point Road, CUP — Retaining Wall — Resolution 7645 12. LA25-000047, Brian Peters, 1978 Shadywood Rd, Variances — Resolution 7644 Persian moved, Ricks seconded, to approve the Agenda and the Consent Agenda minus Item 9. VOTE: Ayes 5, Nays 0. PRESENTATION 13. Met Council and Comp Planning 101 Dr. Tyronne Carter, Met Council representative for 17 west metro communities, including Orono, and Shawn James, senior planner, gave a presentation and the history and duties of the Met Council as a regional planning organization and the role of local Comprehensive Plans. PUBLIC COMMENTS Stacey Royal, 3135 Jamestown Road; Heidi Cole, 3145 Jamestown Road; Charles Cole, 3145 Jamestown Road; Tom Sawyer, 3405 County Rd. 6; provided comments. 9. Casco Cove Rehabilitation — Award Page 1 of 3 Minutes City Council Regular Meeting Monday, November 24, 2025, 6:00 PM City Council Chambers 2780 Kelley Parkway, Orono, MN 55356 Benson asked about trees that were going to be removed and replacement vegetation in the wetland. She urged that native plants support pollinators and that Monarch butterflies be used. Benson moved, Schwingler seconded, to accept the quote from TreeStory Inc. for $18,198 and approve the oversight quote from Bolton and Menk for a fee not to exceed $3,400. VOTE: Ayes 5, Nays 0. PUBLIC WORKS REPORT 14. Navarre Water Treatment Plant Improvements (22-022) — Award Public Works Goman presented the proposed award for the Navarre Water Treatment Plant water control center, replacing equipment original to the building from 1971. He noted the bids had come in higher than anticipated. Persian moved, Benson seconded, to award the contract to Lakehead Contractors for $791,150, including alternates one and three and the proposal from Bolton and Menk for construction phase services. VOTE: Ayes 5, Nays 0. COMMUNITY DEVELOPMENT REPORT 15. LA25-000044, Scott England o/b/o Barbara Lupient, 3220 Wayzata Blvd, Sketch Plan The City Council is requested to review the Staff report, receive a presentation, and discuss and provide non -binding feedback. The proposal is for a development of 26 detached townhomes intended mainly for empty -nesters on Lake Classen in the Highway 12 corridor outside of the MUSA (City services) line. It would require rezoning from rural to a higher density and extension of the MUSA. It would include a wetland conservation area around the lakeshore. The Planning Commission was split on the merits of the proposal. The City Council asked questions of the applicant's representatives, Mike Waldo, Ron Clark Construction, and Tim Whitten, Whitten Associates, Architects. Councilmembers pointed out that the City is going to begin looking at the Comprehensive Plan again in 2026, but this rezoning proposal would be driven by a developer, not the City. They called the development thoughtful but questioned whether the location is appropriate for higher density. The consensus was that the City is not ready to rezone at this time, but would look at that site during the Comprehensive Plan review. They encouraged the property owners and potential developers to participate in the Comprehensive Plan hearing process. 16. LA25-000039, Text Amendment regarding Retaining Walls The City Council is requested to review the Staff report, receive a presentation, and discuss and adopt an ordinance amendment to the zoning code to clarify retaining wall standards and allowances with the required yard setbacks. Page 2 of 3 6 Minutes City Council Regular Meeting Monday, November 24, 2025, 6:00 PM City Council Chambers 2780 Kelley Parkway, Orono, MN 55356 The Council discussed the item and asked questions of staff. Council questioned staff on clarification of how areas considered disturbed for retaining wall construction would be identified. Ricks moved, Benson seconded, to approve the text amendments regarding retaining walls. VOTE: Ayes 5, Nays 0. CITY ADMINISTRATOR/ENGINEER REPORT 17. Agreements — Collective Bargaining for Local 12 and Local 49 City Administrator Edwards explained that the City has reached an agreement with two of its four bargaining units and expects to have the other two ready for the December meeting. The Council discussed the item and asked questions of staff. Persian moved, Schwingler seconded, to approve the bargaining agreements for Locals 12 and 49. VOTE: Ayes 5, Nays 0. Edwards also reported that the City's finance and HR departments have been putting in a great deal of time on the setup of the Shoreline Fire Department. MAYOR/COUNCIL REPORT Mayor and Council provided reports. ADJOURNMENT Schwingler moved, Benson seconded, to adjourn the meeting at 8:41 p.m. to Monday, December 8, 2025, at 6:00 p.m. VOTE: Ayes 5, Nays 0. ATTEST: Christine Lusian, City Clerk Bob Tunheim, Mayor Minutes approved by Orono City Council December 8, 2025. Meeting videos and transcripts available at oronomn.gov. Page 3 of 3 7 AGENDA ITEM Date: December 8, 2025 Title: Claims/Bills Presenter: Kellie Hoen, Administrative Assistant Section: Consent Agenda Item: 2 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: 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 127226 to 127319 (checks 127267 through 127280 are misprints/voids), and ACH transactions 20130782 to 20130788 totaling $610,962.36. 3. Staff Recommendation: Staff recommends approval of a motion authorizing payment to the claims listed as presented. COUNCIL ACTION REQUESTED Motion to approve the claims list as presented. Exhibits A. Check Register 2025-12-04 8 City of Orono Check Register- COUNCIL REPORT Page: 1 Check Issue Dates: 11/25/2025 - 12/8/2025 Dec 04, 2025 10:29AM Check Check Invoice Invoice GLAccount Description Department Invoice Payee Issue Date Number Number Amount Old Crystal Bay LLC 11/25/2025 127226 11.2025 101-22205 ESCROW REFUND - CASH IN LIEU OF LOC 58,422.07 Total 127226: 58,422.07 ALL ENERGY SOLAR 12/08/2025 127227 55.25 101-34410 BP REFUND - SE25-000014 2128 WATERTOWN R 55.25 Total 127227: 55.25 ALLIED BLACKTOP COMPANY 12/08/2025 127228 2025 PARK. 440-20600 25-035 CITY HALLAND OPD PARKING LOT PVMT 1,085.17 ALLIED BLACKTOP COMPANY 12/08/2025 127228 2025 PARK. 440-48965-530 25-035 CITY HALLAND OPD PARKING LOT PVMT 7,267.61 Total 127228: 8,352.78 AMERICAN ENVIRONMENTAL L 12/08/2025 127229 4525 602-49450-406 EMERGENCY SEWER TELEVISING Sewer 2,000.00 Total 127229: 2,000.00 AT&T MOBILTY 12/08/2025 127230 2873263270 101-42110-321 POLICE PHONES AND HOTSPOTS 10/26-11/25/25 Police Department 2,387.46 AT&T MOBILTY 12/08/2025 127230 2873263283 701-49800-321 AT&T BILL 10/26/25-11/25/25 Fleet Services 44.92 AT&T MOBILTY 12/08/2025 127230 2873263283 101-42400-321 AT&T BILL 10/26/25-11/25/25 Building & Zoning 166.30 AT&T MOBILTY 12/08/2025 127230 2873263283 101-45200-321 AT&T BILL 10/26/25-11/25/25 Parks 38.23 AT&T MOBILTY 12/08/2025 127230 2873263283 613-49830-321 AT&T BILL 10/26/25-11/25/25 Golf Course 131.10 AT&T MOBILTY 12/08/2025 127230 2873263283 101-43000-321 AT&T BILL 10/26/25-11/25/25 Public Works Department 440.60 AT&T MOBILTY 12/08/2025 127230 2873263283 101-41900-321 AT&T BILL 10/26/25-11/25/25 Central Services 253.79 AT&T MOBILTY 12/08/2025 127230 2873263283 601-49400-321 AT&T BILL 10/26/25-11/25/25 Water 159.61 AT&T MOBILTY 12/08/2025 127230 2873263283 602-49450-321 AT&T BILL 10/26/25-11/25/25 Sewer 121.38 AT&T MOBILTY 12/08/2025 127230 2873263283 101-43100-321 AT&T BILL 10/26/25-11/25/25 Brush Site 76.46 AT&T MOBILTY 12/08/2025 127230 2873432947 101-42260-321 FIRE - PHONE SERVICE 10/26-11125/25 Fire Protection Services 312.53 Total 127230: 4,132.38 AWWA 12/08/2025 127231 S0276046 601-49400-433 AWWA MEMBERSHIP Water 252.00 Total 127231: 252.00 BEAUDRY OIL & SERVICE INC 12/08/2025 127232 3120174 701-49800-213 5W20 BULK OIL Fleet Services 1,657.50 Total 127232: 1,657.50 BIFFS INC 12/08/2025 127233 INV278857 101-45200-415 BIFF RENTAL-LURTON PARK Parks 125.00 9 City of Orono Check Register- COUNCIL REPORT Page: 2 Check Issue Dates: 11/25/2025 - 12/8/2025 Dec 04, 2025 10:29AM Check Check Invoice Invoice GLAccount Description Payee Issue Date Number Number BIFFS INC 12/08/2025 127233 INV278858 101-43100-415 BIFF RENTAL -BRUSH SITE Total 127233: BRAD OR TAYLOR PETERSON 12/08/2025 127234 1-808300-01 999-10015 Total 127234: CALVIN OR CHRISTINE LITSEY 12/08/2025 127235 2-504900-01 999-10015 Total 127235: CASELLE LLC 12/08/2025 127236 INV-12909 101-13200 CASELLE LLC 12/08/2025 127236 INV-13335 101-13200 Total 127236: CENTERPOINT ENERGY MAIN 12/08/2025 127237 11.2025 101-42260-381 CENTERPOINT ENERGY MAIN 12/08/2025 127237 11.2025 613-49830-381 CENTERPOINT ENERGY MAIN 12/08/2025 127237 11.2025 101-42110-381 CENTERPOINT ENERGY MAIN 12/08/2025 127237 11.2025 101-41900-381 CENTERPOINT ENERGY MAIN 12/08/2025 127237 11.2025 601-49400-381 CENTERPOINT ENERGY MAIN 12/08/2025 127237 11.2025 602-49450-381 Total 127237: CENTRAL PENSION FUND SOU 12/08/2025 127238 11.26.25 FU 101-21705 Total 127238: CENTURYLINK 12/08/2025 127239 11.2025 GC 613-49830-321 Total 127239: UB REFUND - 830 WILLOW VIEW DR - PETERSO UB REFUND - 490 OLD LONG LAKE RD - LITSEY SHORELINE FIRE DEPARTMENT FINANCE SOFT SOFTWARE SUPPORT 12/1/2025-12/31/2025 PRO GAS SERVICE 10/22/25-11/20/25 GAS SERVICE 10/22/25-11/20/25 GAS SERVICE 10/22/25-11/20/25 GAS SERVICE 10/22/25-11/20/25 GAS SERVICE 10/22/25-11/20/25 GAS SERVICE 10/22/25-11/20/25 CENTRAL PENSION FUND 11.26.2025 Department Invoice Amount Brush Site Fire Protection Services Golf Course Police Department Central Services Water Sewer GC PHONE/INTERNET 11/19/2025-12/18/2025 Golf Course City of Orono Utilities 12/08/2025 127240 11.2025 CH& 101-41900-382 11.2025 CH City of Orono Utilities 12/08/2025 127240 11.2025 CH& 101-42110-382 11.2025 PD City of Orono Utilities 12/08/2025 127240 11.2025 FIRE 101-42260-382 11.2025 FIRE City of Orono Utilities 12/08/2025 127240 11.2025 PO 101-41900-382 11.2025 PO City of Orono Utilities 12/08/2025 127240 11.2025 PW 101-41900-382 11.2025 PW City of Orono Utilities 12/08/2025 127240 11.2025 WTP 601-49400-382 11.2025 UB WTP Central Services Police Department Fire Protection Services Central Services Central Services Water 250.00 200.24 15,000.00 1,002.00 195.07 244.33 1,001.60 898.23 808.81 82.58 115.60 89.53 521.01 162.74 10 City of Orono Check Register- COUNCIL REPORT Check Issue Dates: 11/25/2025 - 12/8/2025 Page: 3 Dec 04, 2025 10:29AM Check Check Invoice Invoice GLAccount Description Department Invoice Payee Issue Date Number Number Amount Total 127240: 1,054.04 CIVICPLUS LLC 12/08/2025 127241 357245 710-49970-416 ONLINE CODE HOSTING IT Services 2,600.00 Total 127241: 2,600.00 CJS SERVICES 12/08/2025 127242 708 101-43000405 TREE REMOVAL ON FERDALE ROAD AND OLD L Public Works Department 22,895.00 Total 127242: 22,895.00 COLLINS BROTHERS TOWING 12/08/2025 127243 25-273432 101-42110-436 SQUAD CAR PULLOUT AT INCIDENT/6515 Police Department 85.00 COLLINS BROTHERS TOWING 12/08/2025 127243 25-281253 101-42110-436 PD SQUAD TOW/276 Police Department 157.00 Total 127243: 242.00 COMMAND CABINETS DIRECT 12/08/2025 127244 53633 101-42260-240 SQUAD 1 GEAR ORGANIZER Fire Protection Services 2,858.00 Total 127244: 2,858.00 DELANO CARQUEST 12/08/2025 127245 6829-331113 701-49800-222 PD 268 THERMOSTAT Fleet Services 22.01 Total 127245: 22.01 ECM PUBLISHERS INC 12/08/2025 127246 1074924 101-41900-352 PUBLIC HEARING NOTICE - TRUTH-IN-TAXATIO Central Services 37.80 Total 127246: 37.80 ERIK THOMPSON 12/08/2025 127247 1-119400-00 999-10015 UB REFUND - 1940 CONCORDIA ST - THOMPSO 92.58 Total 127247: 92.58 FABULOUS FOTOFORMS INC. 12/08/2025 127248 054725414 101-42110-240 BUILDING/LOCKER ROOM IDENTIFICATION BAD Police Department 65.50 Total 127248: 65.50 FACTORY MOTOR PARTS 12/08/2025 127249 1-11270551 701-49800-222 PD 261 IGNITION COILS Fleet Services 433.56 FACTORY MOTOR PARTS 12/08/2025 127249 1-11270655 701-49800-222 PD 261 FUEL INJECTORS Fleet Services 273.90 FACTORY MOTOR PARTS 12/08/2025 127249 1-11270679 701-49800-222 PD 261 ENGINE WATER PUMP Fleet Services 72.73 FACTORY MOTOR PARTS 12/08/2025 127249 1-11270689 701-49800-222 PD 261 ENGINE PRESSURE SENSOR Fleet Services 32.63 City of Orono Check Register- COUNCIL REPORT Page: 4 Check Issue Dates: 11/25/2025 - 12/8/2025 Dec 04, 2025 10:29AM Check Check Invoice Invoice GLAccount Payee Issue Date Number Number Description FACTORY MOTOR PARTS 12/08/2025 127249 1-11278299 701-49800-222 PD 269 FUEL PUMP Fleet Services FACTORY MOTOR PARTS 12/08/2025 127249 41-674476 701-49800-222 PD 261 ENGINE CAM POSITION SENSOR Fleet Services FACTORY MOTOR PARTS 12/08/2025 127249 70-605816 701-49800-222 PD 267 THERMOSTAT Fleet Services FACTORY MOTOR PARTS 12/08/2025 127249 70-606559 701-49800-222 PD 273 BELT AND IDLER PULLY Fleet Services FACTORY MOTOR PARTS 12/08/2025 127249 GV12081121 701-49800-222 PD 261 ENGINE PARTS RETURN Fleet Services Total 127249: FERGUSON WATERWORKS #25 12/08/2025 FERGUSON WATERWORKS #25 12/08/2025 Total 127250: FIDELITY SECURITY LIFE INSU 12/08/2025 Total 127251: FLEXIBLE PIPE TOOL CO 12/08/2025 FLEXIBLE PIPE TOOL CO 12/08/2025 FLEXIBLE PIPE TOOL CO 12/08/2025 Total 127252: GOPHER ACE 12/08/2025 GOPHER ACE 12/08/2025 GOPHER ACE 12/08/2025 GOPHER ACE 12/08/2025 GOPHER ACE 12/08/2025 GOPHER ACE 12/08/2025 GOPHER ACE 12/08/2025 GOPHER ACE 12/08/2025 GOPHER ACE 12/08/2025 GOPHER ACE 12/08/2025 GOPHER ACE 12/08/2025 Total 127253 GOPHER STATE ONE CALL 12/08/2025 GOPHER STATE ONE CALL 12/08/2025 127250 0559207 601-49400-227 ANTENNA FOR METER READER Water 127250 0559208 601-49400-227 ANTENNA FOR METER READER Water Department Invoice Amount 329.14 39.32 26.60 75.69 1,244.25 189.00 189.00 127251 167044848 101-21716 VISION PLAN 11/2025 307.74 307.74 127252 32131 601-49400-221 REPLACEMENT JETTER HOSE FOR VAC TRUCK Water 761.66 127252 32131 602-49450-221 REPLACEMENT JETTER HOSE FOR VAC TRUCK Sewer 761.66 127252 32131 651-49910-221 REPLACEMENT JETTER HOSE FOR VAC TRUCK Storm Water 761.68 2,285.00 127253 027366/1 101-43000-224 HITCH PINS Public Works Department 14.67 127253 027373/1 101-45200-221 PARK REPAIR SUPPLIES Parks 14.99 127253 027375/1 101-43000-224 CHAIN SAW BAR Public Works Department 64.99 127253 027387/1 701-49800-215 SHOP SUPPLIES/ WELDING HELMET BATTERIE Fleet Services 19.98 127253 027395/1 101-45200-223 BUILDING LIGHTS Parks 34.98 127253 027480/1 101-43000-403 SHARPENING SAW BLADES Public Works Department 70.00 127253 27340/1 101-43000-224 CLIPS Public Works Department 28.17 127253 27380/1 101-42260-223 STATION CLEANING SUPPLY Fire Protection Services 3.29 127253 27391/1 101-45200-223 LIGHTS Parks 19.98 127253 27392/1 101-45200-223 LIGHTS LED Parks 22.99 127253 27406/1 101-43000-240 TRUCK WINDOW SQUEEGEE Public Works Department 25.98 320.02 127254 5110665 601-49400-319 LOCATES Water 145.80 127254 5110665 602-49450-319 LOCATES Sewer 145.80 12 City of Orono Check Register- COUNCIL REPORT Check Issue Dates: 11/25/2025 - 12/8/2025 Page: 5 Dec 04, 2025 10:29AM Check Check Invoice Invoice GLAccount Description Department Invoice Payee Issue Date Number Number Amount Total 127254: 291.60 HECKSEL MACHINE INC 12/08/2025 127255 113108 101-43000-222 STREETS PLOW TRUCKS METAL SUPPLIES Public Works Department 224.00 Total 127255: 224.00 HERITAGE GLASS COMPANY 12/08/2025 127256 25180 701-49800-402 PD 259 WINDSHIELD REPLACEMENT Fleet Services 777.42 Total 127256: 777.42 HOLIDAY COMPANIES 12/08/2025 127257 07960112250 101-42110-402 CAR WASHES / HOLIDAY Police Department 176.00 Total 127257: 176.00 HOTSY MINNESOTA 12/08/2025 127258 27263 101-41900-404 HOTSY REPAIR Central Services 454.41 Total 127258: 454.41 International Union Local #49 12/08/2025 127259 LOCAL 49 11 101-21707 LOCAL 49 DUES - 11/2025 490.00 Total 127259: 490.00 JLR GARAGE DOOR SERVICE 1 12/08/2025 127260 8258 101-42110-404 REPAIR PD 1 GARAGE DOOR Police Department 685.27 Total 127260: 685.27 KALIE HOLLAND 12/08/2025 127261 12.2025 - K. 101-41900-226 BOOT REIMBURSEMENT Central Services 112.49 Total 127261: 112.49 KEATON OR HANS FREES 12/08/2025 127262 4-508201-00 999-10015 UB REFUND - 820 OLD CRYSTAL BAY RD S - FIR 79.01 Total 127262: 79.01 KLEIN UNDERGROUND LLC 12/08/2025 127263 62277 601-49400-405 ASPHALT FOR 1885 CONCORDIA WATER MAIN Water 7,949.00 KLEIN UNDERGROUND LLC 12/08/2025 127263 62278 601-49400-405 ASPHALT FOR WATER MAIN REPAIR ON 2313 O Water 1,437.75 Total 127263: 9,386.75 13 City of Orono Check Register- COUNCIL REPORT Check Issue Dates: 11/25/2025 - 12/8/2025 Page: 6 Dec 04, 2025 10:29AM Check Check Invoice Invoice GLAccount Description Department Invoice Payee Issue Date Number Number Amount LAKE MTKA CONSERVATION DI 12/08/2025 127264 MDL2026 101-41900-441 DOCK LICENSE FEE Central Services 370.00 Total 127264: 370.00 LAKESCAPE LLC 12/08/2025 127265 1660 101-45200-404 BEACH WEED REMOVAL Parks 948.75 LAKESCAPE LLC 12/08/2025 127265 1696 101-45200-404 BEACH WEED REMOVAL Parks 948.75 Total 127265: 1,897.50 LAW ENFORCEMENT LABOR S 12/08/2025 127266 LELS 11.202 101-21707 LELS DUES - LOCAL 168 11/2025 365.00 LAW ENFORCEMENT LABOR S 12/08/2025 127266 LELS 11.202 101-21707 LELS DUES - LOCAL 40 11/2025 1,424.42 Total 127266: 1,789.42 Void Check 12/08/2025 127267 Total 127267: .00 Void Check 12/08/2025 127268 Total 127268: .00 Void Check 12/08/2025 127269 Total 127269: .00 Void Check 12/08/2025 127270 Total 127270: .00 Void Check 12/08/2025 127271 Total 127271: .00 Void Check 12/08/2025 127272 Total 127272: .00 Void Check 12/08/2025 127273 14 City of Orono Check Register- COUNCIL REPORT Page: 7 Check Issue Dates: 11/25/2025 - 12/8/2025 Dec 04, 2025 10:29AM Check Check Invoice Invoice GLAccount Payee Issue Date Number Number Total 127273: Void Check 12/08/2025 127274 Total 127274: Void Check 12/08/2025 127275 Total 127275: Void Check 12/08/2025 127276 Total 127276: Void Check 12/08/2025 127277 Total 127277: Void Check 12/08/2025 127278 Total 127278: Void Check 12/08/2025 127279 Total 127279: Void Check 12/08/2025 127280 Total 127280: O'REILLYAUTO ENTERPRISES 12/08/2025 127281 2462-228279 701-49800-222 O'REILLYAUTO ENTERPRISES 12/08/2025 127281 2462-228280 701-49800-222 O'REILLYAUTO ENTERPRISES 12/08/2025 127281 2462-228585 701-49800-222 Total 127281: QUADIENT INC 12/08/2025 127282 Q2118772 710-49970-413 Description 261 THERMOSTAT PD 268 ENGINE MAINTENANCE PARTS PD 261 ENGINE PARTS RETURN Fleet Services Fleet Services Fleet Services POSTAGE MACHING LEASE 12.28.25-03.27.26 IT Services Department Invoice Amount .uu .uu .uu .uu .uu .uu .uu .uu 62.77 230.25 35.44- z,rsza.uu 15 City of Orono Check Register- COUNCIL REPORT Page: 8 Check Issue Dates: 11/25/2025 - 12/8/2025 Dec 04, 2025 10:29AM Check Check Invoice Invoice GLAccount Payee Issue Date Number Number Total 127282: REPUBLIC SERVICES #894 12/08/2025 127283 0894-007338 101-41900-404 REPUBLIC SERVICES #894 12/08/2025 127283 0894-007338 101-41900-404 REPUBLIC SERVICES #894 12/08/2025 127283 0894-007338 613-49830-404 REPUBLIC SERVICES #894 12/08/2025 127283 0894-007338 101-45200-404 REPUBLIC SERVICES #894 12/08/2025 127283 0894-007338 101-41900-404 Total 127283: ROSENBAUER MINNESOTA LLC 12/08/2025 127284 0000079388 701-49800-222 Total 127284: RYAN AUTO MALL 12/08/2025 127285 278220 701-49800-222 RYAN AUTO MALL 12/08/2025 127285 278525 701-49800-222 Total 127285: SECURITY & SOUND CO 12/08/2025 127286 30423 710-49970-319 SECURITY & SOUND CO 12/08/2025 127286 30423 710-49970-319 SECURITY & SOUND CO 12/08/2025 127286 30423 710-49970-319 Total 127286: SHORELINE FIRE DEPARTMEN 12/08/2025 127287 2025-1 101-42260-318 Total 127287: STEFANIE OR TOM WINTZ 12/08/2025 127288 1-726800-04 999-10015 Total 127288: STREICHER'S 12/08/2025 127289 11795554 101-42110-226 STREICHER'S 12/08/2025 127289 11795902 101-42110-228 STREICHER'S 12/08/2025 127289 11796202 101-42110-226 Total 127289: Description Department Invoice Amount 2,829.00 TRASH SERVICE 11/1/25-11/30/25 - PW - PW Central Services 488.25 TRASH SERVICE 11/1/25-11/30/25 - POLICE DEPA Central Services 214.85 TRASH SERVICE 11/1/25-11/30/25-GC Golf Course 249.06 TRASH SERVICE 11/1/25-11/30/25 - LURTON PAR Parks 231.00 TRASH SERVICE 11/1/25-11/30/25- BRUSH SITE Central Services 55.50 1,238.66 OFD SIDE DOOR LATCH REBUILD KIT Fleet Services 357.16 357.16 PD 261 VALVE COVER O RING Fleet Services 8.81 PD 261 ENGINE CAM SHAFT PARTS Fleet Services 697.50 706.31 2026 FIRE ALARM MONITORING - CITY HALL IT Services 216.00 2026 FIRE ALARM MONITORING - POLICE IT Services 216.00 2026 FIRE ALARM MONITORING - 2700 KELLEY IT Services 432.00 864.00 1ST QUARTER 2026 FIRE SERVICE Fire Protection Services 261,945.00 261,945.00 UB REFUND - 2680 SHADYWOOD RD - WINTZ 95.13 95.13 UNIFORMS/WITTKE BADGES FOR NEW CADETS Police Department 265.98 SWATAMMO/MCCOY Police Department 707.48 UNIFORMS/SCHAUER - ROCKERS FOR NEW CA Police Department 199.00 1,172.46 16 City of Orono Check Register- COUNCIL REPORT Page: 9 Check Issue Dates: 11/25/2025 - 12/8/2025 Dec 04, 2025 10:29AM Payee Check Issue Date Check Number Invoice Number Invoice GLAccount SUN LIFE FINANCIAL 12/08/2025 127290 STD 11.2025 101-21714 SUN LIFE FINANCIAL 12/08/2025 127290 SUPP LIFE 1 101-21710 Total 127290: TERMINAL SUPPLY CO 12/08/2025 127291 73287-00 701-49800-215 Total 127291: THE HARTFORD 12/08/2025 127292 LTD 11.2025 101-21713 Total 127292: TIMESAVER OFF SITE SECRET 12/08/2025 127293 31480 101-13200 TIMESAVER OFF SITE SECRET 12/08/2025 127293 31481 101-41110-319 TIMESAVER OFF SITE SECRET 12/08/2025 127293 31482 101-42400-319 Total 127293: TOLL GAS & WELDING SUPPLY 12/08/2025 127294 004022226 701-49800-215 Total 127294: TRANSWEST TRUCKS ST. MICH 12/08/2025 127295 093P43790 701-49800-222 TRANSWEST TRUCKS ST. MICH 12/08/2025 127295 093P44647 701-49800-222 Total 127295: TRAVIS & SARA WILDENBERG 12/08/2025 127296 RPS23-0001 101-22205 Total 127296: UNIFIRST CORPORATION 12/08/2025 127297 1410186834 101-45200-226 UNIFIRST CORPORATION 12/08/2025 127297 1410186834 613-49830-226 UNIFIRST CORPORATION 12/08/2025 127297 1410186834 701-49800-226 UNIFIRST CORPORATION 12/08/2025 127297 1410186834 651-49910-226 UNIFIRST CORPORATION 12/08/2025 127297 1410186834 101-43000-226 UNIFIRST CORPORATION 12/08/2025 127297 1410186834 601-49400-226 UNIFIRST CORPORATION 12/08/2025 127297 1410186834 602-49450-226 UNIFIRST CORPORATION 12/08/2025 127297 1410186834 101-43000-404 Description Department Invoice Amount STD- 11/2025 1,144.20 LIFE INSURANCE - 11/2025 1,269.20 SHOP SUPPLIES NUTS AND BOLTS Fleet Services 96.90 96.90 LTD 11/2025 1,868.98 1,868.98 SLFD 11/03/2025 BOARD MEETING MINUTES 293.50 CITY COUNCIL MINUTES 11/24/2025 Mayor & Council 334.00 PLANNING COMMISSION MINUTES 11/17/2025 Building & Zoning 536.50 1,164.00 GAS CYLINDER RENTAL Fleet Services 13.20 13.20 E-21 REAR BRAKES Fleet Services 499.98 426 DEF FLUID PUMP Fleet Services 865.35 1,365.33 ESCROW REFUND - RPS23-000135 - 3838 CHER 1.000.00 1,000.00 UNIFORMS PARKS Parks 16.29 UNIFORMS GOLF Golf Course 16.29 UNIFORMS - FLEET Fleet Services 33.81 UNIFORMS - STORMWATER Storm Water 76.46 UNIFORMS -STREETS Public Works Department 72.60 UNIFORMS PW-WATER DEPT Water 26.09 UNIFORMS PW-SEWER DEPT Sewer 26.09 MATS - PW Public Works Department 37.15 17 City of Orono Check Register- COUNCIL REPORT Page: 10 Check Issue Dates: 11/25/2025 - 12/8/2025 Dec 04, 2025 10:29AM Check Check Invoice Invoice GLAccount Payee Issue Date Number Number UNIFIRST CORPORATION 12/08/2025 127297 1410186834 101-41900-223 UNIFIRST CORPORATION 12/08/2025 127297 1410186834 701-49800-215 Total 127297: Description MOPS -CLEANING TOWELS SHOP TOWELS- PW Department Central Services Fleet Services US Bank Equipment Finance 12/08/2025 127298 570072744 710-49970-413 FLEET DEPT COPIER - 11/25/25-12/25/25 IT Services US Bank Equipment Finance 12/08/2025 127298 570072744 101-41900-201 OVERAGE -TONER Central Services Total 127298: USPCA 12/08/2025 127299 29317 101-42110-317 K9 USPCA MEMBERSHIP Police Department Total 127299: VALLEY RICH CO 12/08/2025 127300 35138 602-49450-406 WARNING LIGHTS FOR TASK # 99147 FORCE M Sewer VALLEY RICH CO 12/08/2025 127300 35146 601-49400-405 WATER REPAIR ON 2313 OLD BEACH RD Water VALLEY RICH CO 12/08/2025 127300 35161 601-49400-405 2060 SHADYWOOD RD WATER MAIN BREAK TA Water VALLEY RICH CO 12/08/2025 127300 35162 601-49400-405 WATER MAIN BREAK 2117 SHADYWOOD TASK # Water Total 127300: WATER CONSERVATION SVC IN 12/08/2025 127301 150391 601-49400-405 WATER MAIN BREAK 1890 CONCORDIA TASK # Water Total 127301: WESTSIDE WHOLESALE TIRE 12/08/2025 127302 975135 701-49800-222 PD 277 TIRES Fleet Services Total 127302: XCEL ENERGY 12/08/2025 127303 954467799 602-49450-381 XCEL ENERGY 12/08/2025 127303 954960862 602-49450-381 XCEL ENERGY 12/08/2025 127303 954960862 613-49830-381 XCEL ENERGY 12/08/2025 127303 954960862 101-42260-381 XCEL ENERGY 12/08/2025 127303 954960862 601-49400-381 XCEL ENERGY 12/08/2025 127303 954960862 101-45200-381 XCEL ENERGY 12/08/2025 127303 954960862 101-43000-386 XCEL ENERGY 12/08/2025 127303 954960862 101-43000-381 XCEL ENERGY 12/08/2025 127303 954960862 101-42110-381 XCEL ENERGY 12/08/2025 127303 954960862 101-42110-381 XCEL ENERGY 12/08/2025 127303 954960862 101-41900-381 3425 LYRIC 10/24/25-11/23/25 ELECTRIC SERVICE 10/25/25-11/24/25 ELECTRIC SERVICE 10/25/25-11/24/25 ELECTRIC SERVICE 10/25/25-11/24/25 ELECTRIC SERVICE 10/25/25-11/24/25 ELECTRIC SERVICE 10/25/25-11/24/25 ELECTRIC SERVICE 10/25/25-11/24/25 ELECTRIC SERVICE 10/25/25-11/24/25 ELECTRIC SERVICE 10/25/25-11/24/25 ELECTRIC SERVICE 10/25/25-11/24/25 ELECTRIC SERVICE 10/25/25-11/24/25 Sewer Sewer Golf Course Fire Protection Services Water Parks Public Works Department Public Works Department Police Department Police Department Central Services Invoice Amount 29.88 3.91 145.69 18.64 50.00 724.08 11, 500.00 8,012.82 14,724.80 606.00 693.24 31.08 2,823.39 173.06 593.91 6,509.24 36.95 2,814.10 211.32 35.17 1,131.12 1,131.12 18 City of Orono Check Register- COUNCIL REPORT Page: 11 Check Issue Dates: 11/25/2025 - 12/8/2025 Dec 04, 2025 10:29AM Check Check Invoice Invoice GLAccount Payee Issue Date Number Number Total 127303 ZAYO GROUP LLC 12/08/2025 127304 21998524 613-49830-321 ZAYO GROUP LLC 12/08/2025 127304 21998524 101-42110-321 ZAYO GROUP LLC 12/08/2025 127304 21998524 101-41900-321 ZAYO GROUP LLC 12/08/2025 127304 21998524 601-49400-321 ZAYO GROUP LLC 12/08/2025 127304 21998524 602-49450-321 Total 127304: ZUMBRO TOOLS 12/08/2025 127305 1201252302 701-49800-240 Total 127305: MANSFIELD OIL COMPANY 12/08/2025 127306 27226021 701-49800-212 Total 127306: MARTINEAU ANDRADE GROUP 12/08/2025 127307 BP REFUND 101-34410 Total 127307: MEB ENTERPRISE INC 12/08/2025 127308 1425 101-43000-408 MEB ENTERPRISE INC 12/08/2025 127308 1426 101-43000-408 MEB ENTERPRISE INC 12/08/2025 127308 1427 101-43000-224 Total 127308: METLIFE 12/08/2025 127309 ACCIDENT 1 101-21721 METLIFE 12/08/2025 127309 CRITICAL IN 101-21721 METLIFE 12/08/2025 127309 DENTAL INS 101-15998 METLIFE 12/08/2025 127309 DENTAL INS 101-15998 METLIFE 12/08/2025 127309 DENTAL INS 101-21709 METLIFE 12/08/2025 127309 HOSPITAL 1 101-21721 Total 127309: METROPOLITAN COUNCIL ENVI 12/08/2025 127310 0001197852 602-49450-383 Description Department Invoice Amount 1 b,4yu.4b PHONE SERVICE 11/23/25-12/22/25 Golf Course 17.26 PHONE SERVICE 11/23/25-12/22/25 Police Department 190.43 PHONE SERVICE 11/23/25-12/22/25 Central Services 380.73 PHONE SERVICE 11/23/25-12/22/25 Water 192.87 PHONE SERVICE 11/23/25-12/22/25 Sewer 190.42 MECHANICS TOOLS / STRETCH BELT SPECIALT Fleet Services yb.bS UNLEADED GAS - PUBLIC WORKS LOCATION Fleet Services 4,6bb.db BP REFUND - RPS25-000128 - 2565 NORTH SHO suldu STORM INLET REPAIR - IVY PLACE TASK#99892 Public Works Department 3,850.00 SEWER MANHOLE REPAIR - CONCORDIA ST. TA Public Works Department 6,610.00 RED ROCK AND RIVER ROCK FOR YARD Public Works Department 7,650.58 18,110.58 ACCIDENT 12.2025 350.66 CRITICAL INS 12.2025 153.96 DENTAL INS -COBRA BR 34.61 DENTAL INS -COBRA ET 66.37 DENTAL INSURANCE 12/25 3,167.69 HOSPITAL 12.2025 240.10 4,013.39 WASTWATER SERVICE 01/2026 Sewer 64,125.94 19 City of Orono Check Register- COUNCIL REPORT Check Issue Dates: 11/25/2025 - 12/8/2025 Page: 12 Dec 04, 2025 10:29AM Check Check Invoice Invoice GLAccount Description Department Invoice Payee Issue Date Number Number Amount Total 127310: 64,125.94 MINNESOTA DEPARTMENT OF 12/08/2025 127311 WATER TES 601-20802 2025 4TH QTR WATER TEST FEE 2,544.21 Total 127311: 2,544.21 MINUTEMAN PRESS 12/08/2025 127312 40310 101-41430-325 NEWSLETTER NOV-DEC Communications 2,391.44 MINUTEMAN PRESS 12/08/2025 127312 40310 101-41430-322 NEWSLETTER NOV-DEC POSTAGE Communications 1,249.24 Total 127312: 3,640.68 NAVARRE HARDWARE 12/08/2025 127313 351728 101-42110-201 OFFICE SUPPLIES Police Department 32.99 Total 127313: 32.99 NCPERS GROUP LIFE INS. 12/08/2025 127314 6732001220 101-21710 PERA LIFE 12/2025 416.00 Total 127314: 416.00 NOVA TECHNOLOGIES 12/08/2025 127315 IN-80009186 710-49970-329 MONTHLY PHONE SIP CHARGE 12/25 IT Services 229.94 Total 127315: 229.94 ODP BUSINESS SOLUTIONS LL 12/08/2025 127316 4482973060 101-42110-201 OFFICE SUPPLIES Police Department 154.11 Total 127316: 154.11 On Time Delivery Service Inc. 12/08/2025 127317 60567 101-49280-307 LA24-000069, FINAL PLAT, GREEN HAVEN FARM Special Services 44.69 Total 127317: 44.69 OPEIU - LOCAL 12 12/08/2025 127318 LOCAL 12 11 101-21707 UNION DUES - LOCAL 12 11/2025 930.00 Total 127318: 930.00 OPG-3 INC 12/08/2025 127319 9319 710-49970-416 2026 ANNUAL SUBSCRIPTION - RECORDS REP IT Services 3,420.00 Total 127319: 3,420.00 20 City of Orono Check Register- COUNCIL REPORT Check Issue Dates: 11/25/2025 - 12/8/2025 Page: 13 Dec 04, 2025 10:29AM Check Check Invoice Invoice GLAccount Description Department Invoice Payee Issue Date Number Number Amount AMAZON CAPITAL SERVICE 12/08/2025 20130782 14QX-YM4T- 101-42110-201 OFFICE SUPPLIES Police Department 154.99 AMAZON CAPITAL SERVICE 12/08/2025 20130782 14QX-YM4T- 101-42110-240 HOLIDAY EQUIPMENT FOR CEREMONIES Police Department 29.99 AMAZON CAPITAL SERVICE 12/08/2025 20130782 1KM9-X4PX- 601-49400-227 FUSES FOR WATERPLANT Water 4.49 AMAZON CAPITAL SERVICE 12/08/2025 20130782 1KM9-X4PX- 101-43000-224 BATTERIES Public Works Department 137.12 AMAZON CAPITAL SERVICE 12/08/2025 20130782 1 LWD-QCCF 101-41900-201 PAPER PLATES Central Services 95.10 AMAZON CAPITAL SERVICE 12/08/2025 20130782 1 LWD-QCCF 101-41900-201 AVERY POSTCARDS Central Services 65.92 AMAZON CAPITAL SERVICE 12/08/2025 20130782 1 LWD-QCCF 603-49500-489 LOCK FOR ORGANICS SITE Recycling 20.99 AMAZON CAPITAL SERVICE 12/08/2025 20130782 1LWD-QCCF 101-41900-201 SALT Central Services 4.94 AMAZON CAPITAL SERVICE 12/08/2025 20130782 1 LWD-QCCF 101-41900-201 LITERATURE HOLDERS -HR Central Services 36.08 AMAZON CAPITAL SERVICE 12/08/2025 20130782 1LWD-QCCF 101-41900-201 BATTERIES -FIRE Central Services 131.76 AMAZON CAPITAL SERVICE 12/08/2025 20130782 1LWD-QCCF 101-41900-201 PROMO AND DISCOUNTS Central Services 1.80- AMAZON CAPITAL SERVICE 12/08/2025 20130782 1M9P-GK1G- 710-49970-221 NEWORK HUB FOR FIRE IT Services 15.99 AMAZON CAPITAL SERVICE 12/08/2025 20130782 1M9P-GK1G- 710-49970-221 IPHONE CASE FOR PARKS (KALIE) IT Services 9.99 AMAZON CAPITAL SERVICE 12/08/2025 20130782 1M9P-GK1G- 710-49970-221 PRINTER CABLE (FIRE) IT Services 12.99 AMAZON CAPITAL SERVICE 12/08/2025 20130782 1M9P-GK1G- 710-49970-221 COAXIAL CABLE CONNECTOR (PWORKS) IT Services 7.89 AMAZON CAPITAL SERVICE 12/08/2025 20130782 1RMV-G4V4- 701-49800-222 VEHICLE IPAD RAM MOUNTS Fleet Services 227.04 AMAZON CAPITAL SERVICE 12/08/2025 20130782 1RMV-G4V4- 701-49800-215 SHOP SUPPLIES/AIR HOSE AND FITTINGS Fleet Services 53.54 Total 20130782: 1,007.02 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-42110-437 IACP TRAINING/WITTKE FOOD RECEIPT Police Department 18.16 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-42110-437 IACP TRAINING/WITTKE LODGING RECEIPT Police Department 1,173.72 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-42110-437 IACP TRAINING/WITTKE FOODRECEIPT Police Department 28.30 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-42110-311 2026 DRONE AIRDATA SUBSCRIPTION/SILTALA Police Department 720.00 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-42110-439 SWEARING IN CEREMONY/KOHLTON BECK Police Department 89.48 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-42110-311 FAA RECEIPT FOR DRONE/SILTALA Police Department 5.00 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-42110-433 MPPOA DUES 2026/WITTKE Police Department 156.84 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-42110-433 MPPOA DUES 2026/WITTKE (2) Police Department 72.40 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-42110-311 BADGEAPP RENEWEL RECEIPT Police Department 65.00 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 701-49800-222 WEST HENNEPIN POLICE VEHICLE PARTS Fleet Services 1,062.30 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-42110-439 MEETING WHIPS Police Department 16.80 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-42110-433 PELOTON MEMBERSHIP Police Department 54.24 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-41300-437 REFUND FOR TAX CHARGED FOR TRAINING Administration 27.23- CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-41110-439 CITY COUNCIL MEAL 10/27/2025 Mayor & Council 178.60 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-41300-489 NEW EMPLOYEE BREAKFAST - FACILITIES Administration 69.65 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-13200 SHORELINE FIRE - WEBSITE DOMAIN 22.38 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-41110-439 CITY COUNCIL MEAL 11/10/2025 Mayor & Council 113.09 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-41110-437 ELECTED LEADER INSTITUTE - TUNHEIM Mayor & Council 390.00 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-41110-437 ELECTED LEADER INSTITUTE - RICKS Mayor & Council 350.00 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 601-49400-437 LEADERSHIP TRAINING ADAM, DJ Water 754.70 21 City of Orono Check Register- COUNCIL REPORT Check Issue Dates: 11/25/2025 - 12/8/2025 Check Check Invoice Invoice GLAccount Payee Issue Date Number Number CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 602-49450-437 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 602-49450-437 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 710-49970-416 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 710-49970-221 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 602-49450-406 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 613-49830-441 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 613-49830-094 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 613-49830-221 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-41900-489 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 710-49970-416 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-41300-489 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-41300-489 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-41900-319 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-42260-437 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-42260-439 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-42260-226 CARDMEMBER SERVICE 12/08/2025 20130783 11.2025 CAR 101-42260-437 Total 20130783: Carmen Bay Lake Improvement D 12/08/2025 20130784 OCT/NOV TA 239-45694-489 Total 20130784: Description Page: 14 Dec 04, 2025 10:29AM Department Invoice Amount LEADERSHIP TRAINING DJ Sewer 729.66 TRENCHLESS SEWER TECHNOLOGY SEMINAR Sewer 23.18 ARLO CAMERA SUBSCRIPTION IT Services 431.76 CABLE CONNECTOR PW WATER METER READE IT Services 70.34 HENNEPIN COUNTY PERMIT FOR FORCEMAIN Sewer 350.00 ALCOHOL BUYERS CARD Golf Course 20.43 CONCESSIONS Golf Course 5.78 COFFEE MAKER Golf Course 130.81 MN PAID LEAVE APPLICATION Central Services 510.75 ZOOM SUBSCRIPTION IT Services 15.99 OPEN ENROLLMENT - BREAKFAST Administration 89.85 WELLNESS FAIR Administration 177.13 BACKGROUND CHECK - CUSTODIAN Central Services 44.90 LODGING FOR TRAINING Fire Protection Services 1,761.36 DINNER MEETING Fire Protection Services 123.00 UNIFORM PANTS/GEAR BAG Fire Protection Services 281.66 EMT CERTIFICATION - WILSON Fire Protection Services 104.00 10,184.03 2ND HALF 2025 CBLID PAYMENT 16.791.75 16,791.75 HOME DEPOT CREDIT SERVIC 12/08/2025 20130785 524411 101-41900-223 CLEANING SUPPLIES Central Services 115.27 HOME DEPOT CREDIT SERVIC 12/08/2025 20130785 5609834 101-41900-223 DOOR LOCK Central Services 69.99 HOME DEPOT CREDIT SERVIC 12/08/2025 20130785 6014090 101-41900-201 OFFICE WINDOW FILM Central Services 50.46 HOME DEPOT CREDIT SERVIC 12/08/2025 20130785 6014090 101-45200-212 ANTIFREEZE Parks 51.91 HOME DEPOT CREDIT SERVIC 12/08/2025 20130785 9212473 101-41900-223 MOP BUCKET Central Services 109.94- HOME DEPOT CREDIT SERVIC 12/08/2025 20130785 9676599 101-41900-223 PAPER TOWELS Central Services 123.96 Total 20130785: 301.65 MEDSURETY LLC 12/08/2025 20130786 10.17.25-11.2 101-21719 10.17.25-11.23.25 MFSA FUNDS 30.93 MEDSURETY LLC 12/08/2025 20130786 12.03.2025 D 101-21719 DCAP J. CUTA 104.17 MEDSURETY LLC 12/08/2025 20130786 46705 101-41900-319 DECEMBER 2025 FEES Central Services 208.00 Total 20130786: 343.10 STREET FLEET EXPEDITED LL 12/08/2025 20130787 1785980 701-49800-222 VEHICLE PARTS - DELIVERY Fleet Services 77.11 City of Orono Check Register- COUNCIL REPORT Page: 15 Check Issue Dates: 11/25/2025 - 12/8/2025 Dec 04, 2025 10:29AM Check Check Invoice Invoice GLAccount Description Department Invoice Payee Issue Date Number Number Amount Total 20130787: 77.11 VESSCO INC 12/08/2025 20130788 099504 601-49400-405 SOFTENER 1 LEAKING PIPE REPAIR Water 350.00 Total 20130788: 350.00 Grand Totals: 610.962.36 23 AGENDA ITEM Date: December 8, 2025 Title: Tobacco Sales Licenses Presenter: Christine Lusian, City Clerk Section: Consent Agenda 1. Purpose: The purpose of this action item is to approve licenses for the sale of tobacco. 2. License Applicant(s): The following establishments have submitted applications for tobacco sales licenses: Station Stationstore 2746516 V Stationstore 2746515 Hill Golf Club avarre Minnoco Item: 3 160 Wayzata Blvd 340 Shoreline Dr 420 Shadywood Dr 25 County Road 6 360 Shoreline Dr City approval and establishment insurance information will be shared with the state for certification/approval and the licenses will authorize sales through January 31, 2027. 3. Staff Recommendation: Approve the licenses. COUNCIL ACTION REQUESTED Consider a motion to approve the tobacco sales licenses, contingent on complete application requirements. 24 AGENDA ITEM Date: December 8, 2025 Title: Donation to Orono Fire Department - Resolution 7653 Presenter: Maggie Jin, Finance Director Section: Consent Agenda Purpose: The purpose of this action item is to gain approval to accept a donation to the Orono Fire Department. Item: 4 2. Background: Rick and Katie Toppin and Liberty Diversified International have donated to the Orono Fire Department. The donations were made to the fire department as a thank you for all they do for the residents of Orono. 3. Donations Received: $25 from Liberty Diversified International $75 from Rick and Katie Toppin 4. Staff Recommendation: I recommend the city accept the generous donations in the total of $100.00. COUNCIL ACTION REQUESTED Motion for approval to accept donations from Liberty Diversified International and Rick and Katie Toppin. Thank you for your kind and generous donation to the fire department. Exhibits A. Resolution 7653 - Accept Donation for OFD 25 CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO.7653 A RESOLUTION ACCEPTING A DONATION WHEREAS, the City of Orono is authorized by Minn. Stat. 465.03 to accept donations of real and personal property for the benefit of its citizens and is specifically authorized to accept gifts; WHEREAS, Rick and Katie Toppin have donated $75.00 to the Orono Fire Department; and WHEREAS, Liberty Diversified International has donated $25.00 to the Orono Fire Department; and WHEREAS, the donation is for the benefit of its residents; and WHEREAS, the City Council finds that it is appropriate to accept the donation. RESOLVED that the Orono City Council gratefully accepts the donation to be used by the city of Orono. FURTHER, staff will acknowledge receipt of the donation expressing appreciation. Adopted by the City Council of Orono, Minnesota at a regular meeting held December 8, 2025. ATTEST: CITY OF ORONO Christine Lusian, City Clerk Bob Tunheim, Mayor 26 AGENDA ITEM Date: December 8, 2025 Title: Dissolution of Orono Fire Department Presenter: Shea Chwialkowski, Interm Fire Chief Section: Consent Agenda Item: 5 Purpose: The purpose of this item is to approve laying off all current Orono Fire Department staff in anticipation of the Orono Fire Department dissolving per the Joint Power Agreement that was created between the City of Orono and the City of Long Lake. 2. Background: The cities of Orono and Long Lake have approved a Joint Powers Agreement establishing the Shoreline Fire Department, with operational consolidation scheduled to take effect on January 1, 2026. As part of this administrative transition, all employees of the Orono Fire Department must be formally separated from City employment to allow for their onboarding into the new joint department structure. This action is an administrative requirement of the consolidation process. It does not reflect workforce reductions, performance concerns, or changes in service demand. Rather, it allows for a clean organizational transition under the governance of the Shoreline Fire Board. The impacted Orono City Employees are: Firefighter's Name Serving Since Shea Chwialkowski 10/10/2023 Tom Flermoen 1/9/2024 John Jackson 1/9/2024 Chris Adams 1/9/2024 Matthew Hoover 4/14/2024 Paul Wilson 12/10/2024 Aidan Liebl 5/28/2025 Cameron Aslakson 6/27/2025 Adler Burton 8/12/2025 DeShawn Collins 8/22/2025 Jack Kopischke 9/23/2025 3. Cost: All personnel costs associated with layoff administration will be managed within the existing 2025 City budget. Post -transition staffing costs will be governed by the Shoreline Fire Department as outlined in the Joint Powers Agreement. 4. Process: The City of Orono issued formal layoff notices to all current Orono Fire Department personnel, with layoffs effective December 31, 2025, at 8:00 p.m. This timing ensures compliance with 4A employment and payroll requirements, as well as ensuring continued fire protection while aligning with the official launch of the Shoreline Fire Department. All affected employees were advised that they are welcome, supported, and strongly encouraged to continue their service with the Shoreline Fire Department. The City recognizes and deeply appreciates their dedication, professionalism, and ongoing commitment to the community, and looks forward to their continued contributions under the consolidated organizational structure. Staff Recommendation: Staff recommends that Council approve the layoff of all current Orono Fire Department personnel, effective December 31, 2025, at 8:00 p.m., to facilitate their transition to service with the Shoreline Fire Department. COUNCIL ACTION REQUESTED Approve the layoff of all current Orono Fire Department personnel, effective December 31, 2025, at 8:00 p.m., to facilitate their transition to service with the Shoreline Fire Department. Exhibits A. Firefighters Layoff Notice 28 CITY OF ORONO 2750 KELLEY PARKWAY, ORONO, MINNESOTA 55356 www.oronornn,go❑ ❑ecember 2, 2025 ❑ear Firefighter Name , This is to inform you that your Part -Time Firefighter position with the City of Orono will be eliminated effective 12/31/2025. Effective January 1, 2026, Orono Fire ❑epartment will be dissolving due the Joint Power Agreement that was created between the City of Orono and City of Long Lake. The City of Orono would like to thank you for your service in keeping the residents of Orono safe and hope you continue serving the community of Long Lake and Orono through Shoreline Fire Department. Your last paycheck from the City of Orono will be paid out on January 8, 2026 and 2025 W2s will be mailed to you in January 2026 from the City of Orono. Sincerely, Adam T. Edwards, P.E. City Administrator/City Engineer City of Orono 29 AGENDA ITEM Date: December 8, 2025 Title: Agreement - Shoreline Fire Department Fuel Purchasing Presenter: DJ Goman, Public Works Superintendent Section: Consent Agenda Purpose: To gain city council approval for a fuel purchasing agreement between the Shoreline Fire Department and the City of Orono 2. Background: Item: 6 The City of Orono enters into an agreement with the State of Minnesota for a fuel contract and is guaranteed a fixed rate for 1 year with spot pricing if fuel usage goes over for a given period. The Long Lake Fire Department has been purchasing bulk unleaded and diesel fuel from the City of Orono since 2025. The merger of the Orono and Long Lake Fire Departments to the new Shoreline Fire Department requires a new agreement. The pricing for both fuel types are below market rate. The City of Orono will invoice Shoreline Fire Department for usage on a monthly basis. The Shoreline Fire Board met on November 25, 2025 and approved the new agreement. 3. Cost: There is no direct cost to Orono. The cost of the fuel used will be invoiced to Shoreline Fire Department. 4. Staff Recommendation: Staff recommends approving the agreement with the Shoreline Fire Department for fuel purchasing. COUNCIL ACTION REQUESTED Motion to approve the agreement with the Shoreline Fire Department for fuel purchasing. Exhibits A. Fuel Station Agreement - Shoreline Fire Dept 30 AGREEMENT REGARDING THE FUEL STATION BETWEEN THE CITY OF ORONO AND THE SHORELINE FIRE DEPARTMENT THIS AGREEMENT ("Agreement") is by and between the SHORELINE FIRE DEPARTMENT, a Minnesota public corporation ("Shoreline Fire Department"), and the CITY OF ORONO, a Minnesota municipal corporation ("Orono") follows: NOW, THEREFORE, in consideration of the mutual undertakings herein, the parties hereto agree as 1. FUEL STATION A. Orono shall permit Shoreline Fire Department to utilize its fuel station located at 365 Old Crystal Bay Rd N, Orono, MN 55356. B. For 2026, Shoreline Fire Department shall compensate Orono for the fuel it purchases from Orono's fuel station at the fixed price Orono is charges in the 2026 State fuel contract. C. For 2027 and subsequent years, Shoreline Fire Department shall compensate Orono for the fuel it purchases from Orono's fuel station and agrees to take a minimum of the fixed price fuel in accordance with the projections provided as requested in conjunction with the State fuel contract price process. All fuel beyond the projected amount will be charged at the spot price. Requests for usage projections will be requested annually by Orono. 2. TERM A. This Agreement shall commence on January 1, 2026 and end on December 31, 2026 and is automatically renewed unless Shoreline Fire Department provides written notice to Orono by May 31 of the prior year. 1 31 B. Orono may terminate this Agreement at any time, provided that Orono shall give Shoreline Fire Department thirty (30) days' written notice before the termination becomes effective. 3. PAYMENT Orono will bill Shoreline Fire Department monthly. Payments for Shoreline Fire Department utilization of the fuel station shall be made in a lawful manner. Shoreline Fire Department will normally pay for services within thirty (30) days of receipt of a statement for fuel pumped, taken, spilled, or utilized from the fuel station. The fees and costs for the utilization of the fuel station will vary, and Shoreline Fire Department agrees that it will pay Orono for all fuel it pumps, takes, spills, or utilizes from Orono's fuel station at the price Orono sets in its sole discretion. 4. COMPLIANCE WITH LAWS AND REGULATIONS When utilizing Orono's fuel station, Shoreline Fire Department shall abide by all laws, statutes, ordinances, rules, and regulations. Any violation shall be a material breach of this Agreement and entitle Orono to immediately terminate this Agreement. 5. WAIVER Any waiver by either party of a breach of any provision of this Agreement shall not affect in any respect the validity of the remainder of this Agreement. 6. INSURANCE During the term of this Agreement, Shoreline Fire Department shall maintain a general liability insurance policy with limits of at least $1,500,000 for each person, and each occurrence, for both personal injury and property damage. This policy shall name Orono as an additional insured for the services provided under this Agreement and shall provide that Shoreline Fire Department coverage shall be primary coverage in the event of loss. The policy shall also insure the indemnification obligation contained in Paragraph 7. A certificate of 32 insurance must be provided to Orono before Shoreline Fire Department may use the fuel station under this Agreement. 7. INDEMNIFICATION Shoreline Fire Department agrees to indemnify and hold harmless Orono, its officers and employees from any liability, claims, damages, costs, judgments, or expenses including attorney fees to the extent caused by an act or omission (including without limitation professional errors and omissions) of Shoreline Fire Department, its agents, employees, or subcontractors for Shoreline Fire Department use of the fuel station as provided in this Agreement. 8. MISCELLANEOUS A. Governing Law. This Agreement shall be governed by the laws of the State of Minnesota. B. Assignment. Shoreline Fire Department may not assign its rights under this Agreement to any other entity without the consent of Orono. 9. ENTIRE AGREEMENT This Agreement constitutes the entire agreement and understanding of the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, documents and proposals, oral, or written, between the parties with respect thereto. SHORELINE FIRE DEPARTMENT By: Steve Persian Chair, Board of Directors Dated: 2025 CITY OF ORONO By: Bob Tunheim Mayor Dated: . 2025 33 AGENDA ITEM Date: December 8, 2025 Title: Agreement - Long Lake Rowing Facility Use Presenter: Joe Ruthenberg, Superintendent - Parks, Facilities Section: Consent Agenda Item: 7 Purpose: To approve an agreement with Long Lake Rowing and the City of Orono for use of the space at the Old Public Works Facility located at 2700 Kelley Parkway. 2. Background: The Long Lake Rowing Crew was recently notified that their previous winter and inclement - weather training space at the Long Lake Willow Fire Station would no longer be available. After exploring alternative options, the organization contacted the City of Orono to inquire about potential facilities that could accommodate their training needs. Following initial discussions, the former Public Works/Orono Fire Station was identified as a possible location. LLRC toured the building and determined that it would be an excellent fit for their winter training activities. As part of the City's ongoing commitment to supporting community organizations and providing opportunities that benefit residents, offering this space is viewed as a valuable service that helps maintain local programming, promotes healthy activities, and strengthens community partnerships. 3. Staff Recommendation: Approve the facility use agreement with Long Lake Rowing and the City of Orono. COUNCIL ACTION REQUESTED Consider a motion to approve a facility use agreement between Long Lake Rowing Crew and the City of Orono. Exhibits A. Facility Use Agreement with LLRC - Draft 34 CITY OF ORONO FACILITY USE AGREEMENT LONG LAKE ROWING CLUB THIS FACILITY USE AGREEMENT ("Agreement"), made and entered into this day of 2025, by and between the CITY OF ORONO, a Minnesota municipal corporation ("City") and the LONG LAKE ROWING CREW., a Minnesota non-profit organization ("LLRC") WHEREAS, the City owns and operates the Old Public Works Facility located at 2700 Kelley Parkway, Orono, Minnesota ("OPWF"); WHEREAS, LLRC uses a portion of the OPWF as depicted in Exhibit A ("Designated Area") for the use of its members as a training center; WHEREAS, the parties desire to enter into this Agreement to provide terms and conditions related to LLRC's use of the Designated Area and the OPWF. NOW THEREFORE, in consideration of the premises and the mutual covenants and agreements herein contained to be faithfully kept and performed by the parties hereto, the City and LLRC do mutually agree as follows: 1. Use. A. LLRC is allowed the use of the designated area within the OPWF, as depicted in Exhibit A attached hereto ("Designated Area") per the following schedule. Except for the foregoing days and hours that the Designated Area is used by LLRC, the City shall have the use of the Designated Area. The schedule may be adjusted with approval of the Orono Parks Superintendent. Season User Group Days Hours January -April (Indoor Season) Highschool Athletes Monday— Friday 4-6 PM Saturday 8-11:30 AM Adult Rowers 2 days per week 6-7:30 PM June — August Highschool Athletes Monday -Saturday 8-11:30 AM Used in Inclement weather May, September and October Monday -Friday 4-6 PM May - October Adult Rowers Monday and Wednesday 6:30-8 PM B. LLRC officers, members, agents, guests, invitees and volunteers will have access and use of all common areas, including restrooms, which common areas are depicted on Exhibit A ("Common Areas"). C:\USERS\UFC-PROD\APPDATA\LOCAL\TEMP\BCL TECH NO LOG I ES\EASYPDF 8\@BCL@60148053\@BCL@60148053.DOCX 35 E. The LLRC shall comply with all City policies concerning use of the OPWF. The City has the right to review all policies and to make adjustments as necessary to the operation of the OPWF, including fees charged by the City for use of the OPWF. Changes to the policies will become effective immediately upon receipt of notice to the LLRC. 2. Ownership. A. The Designated Area and any improvements within the Designated Area and OPWF will remain, at all times, in the sole possession, ownership and control of the City. B. No interest in real estate is being created by the City on behalf of LLRC under the terms of this Agreement. The City is not transferring control of the Designated Area by entering into this Agreement. 3. Term. The term of this Agreement shall be two (2) years commencing on January 1, 2026 and termination on December 31, 2028 ("Term"). The LLRC may request extensions of this Agreement by notice to the City 90 days prior to the end of the Term, subject to the parties entering into an Amendment to address the extension and any other terms acceptable to both parties. 4. Fees. The fee to the LLRC for the use of the OPWF shall be $360 / month. 5. Designated Area Provided "As Is." The LLRC currently uses and is familiar with the Designated Area and accepts the Designated Area and "as is" and with all faults. The City makes no representations, warranties, or guarantees, express or implied, including, without limitation, the warranty of merchantability and the warranty of fitness for a particular purpose, relating to the Designated Area or property provided for LLRC's use. 7. City Responsibilities. A. The City will be responsible for all costs related to utilities, internet connectivity, copy machine, custodial services, maintenance of commons areas, maintenance, repair and replacement of the Designated Area including but not limited to electrical, plumbing, HVAC, light bulbs, maintenance, repairs and replacement of the roof and other structural elements of the building. B. The City will be responsible for janitorial services within the Designated Area. 8. Cleaning. The LLRC will restore to a clean and sanitary condition all portions of the Designated Area and Additional Rooms following each use by the LLRC. LLRC shall be charged a cleaning fee for any cleanup required to be performed by the OPWF to return the Designated Area to a clean and sanitary condition, as determined by the OPWF staff. 9. Storage. The LLRC may store its rowing machines in the Designated Area, together with other property used for its programming, which storage may continue during the term of this C:\USERS\UFC-PROD\APPDATA\LOCAL\TEMP\BCL TECH NOLOGIES\EASYPDF 8\@BCL@60148053\@BCL@60148053.DOCX 36 Agreement. The LLRC shall agree to make no claim against the City its officers, employees or agents for or on account of any personal injury, loss or damage to any property, including theft. The City is not responsible for theft, damages or injuries to LLRC property located at the OPWF pursuant to this Agreement. 10. Damage. LLRC shall be responsible for damage to the Designated Area or any other areas of the OPWF by any of its officers, members, agents, guests, invitees and volunteers. This includes any and all damages to, including the loss of, the building, furniture, equipment, fixtures, grounds, or any other property, real or personal, owned, used or operated by the City, due to any act or omission of the LLRC or its officers, members, agents, guests, invitees and volunteers. 11. Vehicles/Parking. LLRC will not park or allow the parking of any vehicles overnight in the OPWF lots without permission from city staff. 12. Reporting of Injuries and Damage. LLRC shall immediately notify the city of the following: (a) any injuries requiring medical attention; (b) any damage to property located in the Designated Area or Additional Rooms used by the LLRC; and/or (c) any other condition that may affect the safe and orderly operation of the Designated Area. 13. Improvements. A. The LLRC shall not make any exterior or structural alterations or any non-structural interior alterations to fixtures, walls or other physical structures in the Designated Area without first obtaining the written consent by the City. Any alterations to fixtures or structure must comply with all applicable government laws and regulations. All ideas for improvements shall be brought to the attention of the Parks Superintendent. B. The LLRC agrees not to permit to be created or to remain undischarged any lien, encumbrance or charge arising in whole or in part out of any work or work claim of any contractor, mechanic, laborer or material supplied by a vendor to the LLRC at the OPWF which might be or become a lien or encumbrance upon the city property. 14. Signage. Any LLRC signage and message screens the OPWF must be approved by the City prior to installation, which approval or denial will be in the sole discretion of the City. 15. Access to OPWF and Designated Area. A. The LLRC Director will be provided (3) key fobs for access to the OPWF and a hard key for access to the Designated Area. It is the responsibility of the LLRC to open and close the Designated Area Monday -Saturday. If a problem arises, the LLRC must schedule opening and closing access to the Designated Area with OPWF staff. The LLRC Senior Center Director may not C\USERS\UFC-PROD\APPDATA\LOCAL\TEMP\BCL TECH NOLOG I ES\EASYPDF 8\@BCL@60148053\@BCL@60148053.DOCX 37 share the building and Designated Area access with any other person, except that for a designated LLRC volunteer for access on Saturdays. B. All other access to the OPWF may only be provided by the city staff. LLRC may not allow others to use LLRC access to the OPWF provided to LLRC by the City. 17. Indemnification. The LLRC agrees to defend, indemnify and hold the City, its officers, agents and employees, harmless from any liability, claims, damages, costs, judgments, or expenses, including reasonable attorney's fees (collectively, "Claim"), that directly relate to the use of the OPWF under this Agreement by the LLRC, its officers, members, agents, guests, invitees and volunteers, including any and all claims for bodily injury or death or property loss or damage sustained as a result of the use of the OPWF by the LLRC, its officers, members, agents, guests, invitees and volunteers; provided, however, that such obligation of indemnification shall not apply when a claim is caused by the gross negligence or willful misconduct on the part of the City, its, officers, agents or employees. The LLRC agrees that the LLRC shall be totally responsible for all loss or damage or claims made by any party that concerns the use of the OPWF by the LLRC, its officers, members, agents, guests, invitees and volunteers. The City shall not be responsible for any loss or damage or claims made by any person or party, including the LLRC or its , its officers, members, agents, guests, invitees and volunteers, it being understood that the sole and complete responsibility for use of the OPWF by LLRC and its, its officers, members, agents, guests, invitees and volunteers lies with the LLRC in case such claims are made. This provision shall survive termination of the Agreement. 18. Insurance. A. LLRC shall procure and maintain at its sole cost and expense, in a form and content satisfactory to the City, during the term of this Agreement, insurance from an insurance company licensed in the State of Minnesota and acceptable to the City. The required insurance shall be evidenced by a certificate of insurance submitted to the City prior to the Effective Date of this Agreement evidencing the required coverage and minimum limits: Commercial General Liability Insurance: $1,000,000 per occurrence/$2,000,000 annual aggregate The policy shall cover liability from premises, operations, property damage, products liability, personal injury and advertising injury Workers' Compensation: in accordance with the statutory requirements of the State of Minnesota for all employees LLRC shall also be required to maintain, at its own expense, insurance covering the LLRC' personal property, supplies and equipment, in an amount equal to the replacement cost thereof. LLRC shall C:\USERS\UFC-PROD\APPDATA\LOCAL\TEMP\BCL TECH NOLOG I ES\EASYPDF 8\@BCL@60148053\@BCL@60148053.DOCX 38 provide the City with certificates of insurance evidencing the required insurance policies to be carried by LLRC hereunder upon request by the City. B. The LLRC shall name the City as an additional insured by endorsement on a primary and non-contributory basis on the commercial general liability insurance policy. All policies shall include a Waiver of Subrogation. A copy of all notices from the insurance company must be provided to the City within five (5) days of receipt. The policy or policies shall provide that the policies may not be canceled or altered without at least a thirty (30) day notice to the City. C. The LLRC shall provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies and upon request by the City. 19. Notices. All notices, offers, consents or other communications required or permitted to be given pursuant to this Agreement shall be in writing and shall be considered as properly given or made if delivered personally or by messenger or delivered by mail, and addressed to the address of the intended recipients at the following addresses: TO CITY: City of Orono 2750 Kelley Parkway Orono, MN 55356 Attn: Parks and Facilities Superintendent TO LLRC: Long Lake Rowing Crew Attn: Either party may change its address by giving notice in writing stating its new address to the other pa rty. 20. Termination. A. This Agreement may be terminated as follows: 1. Voluntary Termination. This Agreement may be terminated by either party upon 90 days' written notice to the other party or upon mutual agreement of the parties. 2. Breach or Default. LLRC must correct any violation, breach, or failure to keep or perform any conditions of this Agreement within thirty (30) days after receiving written notice of such from the City. If more than thirty (30) days pass without any corrective action taken by the LLRC, the City may, in its sole discretion, terminate this Agreement. C:\USERS\UFC-PROD\APPDATA\LOCAL\TEMP\BCL TECH NOLOGIES\EASYPDF 8\@BCL@60148053\@BCL@60148053.DOCX 39 3. Other. The City may terminate the Agreement at any time if destruction has rendered the Designated Area substantially unfit for use by the LLRC. B. Financial Obligations. Any financial obligation to the City shall survive termination of this Agreement and payment of any financial obligations shall be made to the City within 10 days following termination. C. Removal of Property. Upon termination, LLRC shall (i) immediately remove all of its items of personal property, including furniture, supplies and equipment, from the Designated Area; (ii) return all fobs and keys to the OPWF and Designated Area and (iii) leave the portions of the Designated Area used by LLRC in clean, sanitary, and orderly condition, ordinary wear and tear excepted. Any LLRC property remaining at the Designated Area after termination shall be deemed by the City to be abandoned. 21. Entire Agreement. This Agreement constitutes the entire agreement of the parties with respect to the subject matter of this Agreement and shall not be modified or amended in any respect except by a written instrument executed by LLRC and the City. This Agreement replaces and supersedes all prior written or oral agreements by and between the parties to this Agreement. 22. Governing Law. This Agreement shall be construed and enforced in accordance with the laws of the State of Minnesota. 23. Severability. If any provision of this Agreement is determined by any court of competent jurisdiction or arbitrator to be invalid, illegal, or unenforceable, that provision shall be deemed to be severed from this Agreement and the remaining provisions of this agreement shall remain in full force and effect. 24. Assignment. The LLRC may not transfer or assign LLRC's rights or privileges under this Agreement to a third party. The LLRC shall not grant access or allow a third party to use the Designated Area at any time, without prior approval by the City, which may be granted in the City's discretion where the use is consistent with the services provided by LLRC. 25. Compliance with Laws. LLRC shall comply with all federal, state and local laws and regulations in connection with LLRC's use of the OPWF or Designated Area. 26. Benefit of the Par -ties. This Agreement is made solely for the benefit of the parties to this Agreement. No other person or entity shall have or acquire any rights by virtue of this Agreement. 27. No Waiver. By entering into this Agreement, the City is not waiving any common law or statutory immunities to which it may be entitled. C:\USERS\UFC-PROD\APPDATA\LOCAL\TEMP\BCL TECH NOLOGIES\EASYPDF 8\@BCL@60148053\@BCL@60148053.DOCX 40 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date first written above, in multiple counterparts, each of which shall be deemed an original and all of which shall evidence but one agreement. [Remainder of page intentionally left blank] [Signature pages to follow] C:\USERS\UFC-PROD\APPDATA\LOCAL\TEMP\BCL TECH NO LOG I ES\EASYPDF 8\@BCL@60148053\@BCL@60148053.DOCX 41 CITY OF ORONO w AN D: Bob Tunheim, Mayor Christine Lusian, City Clerk C:\USERS\UFC-PROD\APPDATA\LOCAL\TEMP\BCL TECH NO LOG I ES\EASYPDF 8\@BCL@60148053\@BCL@60148053.DOCX Ely: Long Lake Rowing Crew. W C:\USERS\UFC-PROD\APPDATA\LOCAL\TEMP\BCL TECH NO LOG I ES\EASYPDF 8\@BCL@60148053\@BCL@60148053.DOCX 43 AGENDA ITEM Date: December 8, 2025 Title: Agreements - Prosecution Services - Resolution 7652 Presenter: Correy Farniok, Police Chief Section: Consent Agenda Item: 8 Purpose: The purpose of this action item is to gain approval of the State of Minnesota Joint Powers Agreement with the City of Orono on behalf of its Prosecuting Attorney and Police Department. 2. Background: The Orono Police Department on behalf of its Prosecuting Attorney is renewing its Joint Powers Agreement (JPA). The JPA with the City of Orono on behalf of its Prosecuting Attorney and Police Department needs to be updated. 3. Staff Recommendation: Recommendation to approve the State of Minnesota Joint Powers Agreement with the City of Orono on behalf of its Prosecuting Attorney and Police Department along with other supporting documents and resolution. COUNCIL ACTION REQUESTED Motion to approve the following items: 1) Master Subscriber Agreement and 2) State of Minnesota JPA with City of Orono on Behalf of its Prosecuting Attorney - Resolution #7652. Exhibits A. Orono PD Master JPA 2026 B. Orono PD Court Amendment 2026 C. Resolution 7652 - JPA Prosecuting Attorney and Police Department 2026 44 SWIFT Contract # 279082 M N0271500 State of Minnesota Joint Powers Agreement miMilNe oTA This Agreement is between the State of Minnesota, acting through its Department of Public Safety on behalf of the Bureau of Criminal Apprehension ("BCA"), and the City of Orono of behalf of its Police Department ("Governmental Unit"). The BCA and the Governmental Unit may be referred to jointly as "Parties." Recitals Under Minn. Stat. § 471.59, the BCA and the Governmental Unit are empowered to engage in agreements that are necessary to exercise their powers. Under Minn. Stat. § 299C.46, the BCA must provide a criminal justice data communications network to benefit political subdivisions as defined under Minn. Stat. § 299C.46, subd. 2 and subd. 2(a). The Governmental Unit is authorized by law to utilize the criminal justice data communications network pursuant to the terms set out in this Agreement. In addition, BCA either maintains repositories of data or has access to repositories of data that benefit authorized political subdivisions in performing their duties. The Governmental Unit wants to access data in support of its official duties. The purpose of this Agreement is to create a method by which the Governmental Unit has access to those systems and tools for which it has eligibility, and to memorialize the requirements to obtain access and the limitations on the access. Agreement Term of Agreement 1.1 Effective Date. This Agreement is effective on the date the BCA obtains all required signatures under Minn. Stat. § 16C.05, subdivision 2. 1.2 Expiration Date. This Agreement expires five years from the date it is effective. Agreement Between the Parties 2.1 General Access. BCA agrees to provide Governmental Unit with access to the Minnesota Criminal Justice Data Communications Network (CJDN) and those systems and tools which the Governmental Unit is authorized by law to access via the CJDN for the purposes outlined in Minn. Stat. § 299C.46. 2.2 Methods of Access. The BCA offers three (3) methods of access to its systems and tools. The methods of access are: A. Direct access occurs when individual users at the Governmental Unit use the Governmental Unit's equipment to access the BCA's systems and tools. This is generally accomplished by an individual user entering a query into one of BCA's systems or tools. B. Indirect Access occurs when individual users at the Governmental Unit go to another Governmental Unit to obtain data and information from BCA's systems and tools. This method of access generally results in the Governmental Unit with indirect access obtaining the needed data and information in a physical format like a paper report. C. Computer -to -Computer System Interface occurs when the Governmental Unit's computer exchanges data and information with BCA's computer systems and tools using an interface. Without limitation, interface types include: state message switch, web services, enterprise service bus and message queuing. For purposes of this Agreement, Governmental Unit employees or contractors may use any of these methods to use BCA's systems and tools as described in this Agreement. Governmental Unit will select a DPS/BCA CJDN JPA_March 2021 45 SWIFT Contract # 279082 M N0271500 method of access and can change the methodology following the process in Clause 2.10. 2.3 Federal Systems Access. In addition, pursuant to 28 CFR §20.30-38 and Minn. Stat. §299C.58, BCA may provide Governmental Unit with access to the Federal Bureau of Investigation (FBI) National Crime Information Center. 2.4 Governmental Unit Policies. Both the BCA and the FBI's Criminal Justice Information Systems (FBI-CJIS) have policies, regulations and laws on access, use, audit, dissemination, hit confirmation, logging, quality assurance, screening (pre -employment), security, timeliness, training, use of the system, and validation. Governmental Unit has created its own policies to ensure that Governmental Unit's employees and contractors comply with all applicable requirements. Governmental Unit ensures this compliance through appropriate enforcement. These BCA and FBI-CJIS policies and regulations, as amended and updated from time to time, are incorporated into this Agreement by reference. The policies are available at https://bcanextest.x.state.mn.us/launchpad/. 2.5 Governmental Unit Resources. To assist Governmental Unit in complying with the federal and state requirements on access to and use of the various systems and tools, information is available at https://sps.x.state.mn.us/sites/bcaservicecatalog/default.aspx. Additional information on appropriate use is found in the Minnesota Bureau of Criminal Apprehension Policy on Appropriate Use of Systems and Data available at https://bcanextest.x.state.mn.us/launchpad/ciisdocs/docs.cgi?cmd=FS&ID=795&TYPE=DOCS. 2.6 Access Granted. A. Governmental Unit is granted permission to use all current and future BCA systems and tools for which Governmental Unit is eligible. Eligibility is dependent on Governmental Unit (i) satisfying all applicable federal or state statutory requirements; (ii) complying with the terms of this Agreement; and (iii) acceptance by BCA of Governmental Unit's written request for use of a specific system or tool. B. To facilitate changes in systems and tools, Governmental Unit grants its Authorized Representative authority to make written requests for those systems and tools provided by BCA that the Governmental Unit needs to meet its criminal justice obligations and for which Governmental Unit is eligible. 2.7 Future Access. On written request from the Governmental Unit, BCA also may provide Governmental Unit with access to those systems or tools which may become available after the signing of this Agreement, to the extent that the access is authorized by applicable state and federal law. Governmental Unit agrees to be bound by the terms and conditions contained in this Agreement that when utilizing new systems or tools provided under this Agreement. 2.8 Limitations on Access. BCA agrees that it will comply with applicable state and federal laws when making information accessible. Governmental Unit agrees that it will comply with applicable state and federal laws when accessing, entering, using, disseminating, and storing data. Each party is responsible for its own compliance with the most current applicable state and federal laws. 2.9 Supersedes Prior Agreements. This Agreement supersedes any and all prior agreements between the BCA and the Governmental Unit regarding access to and use of systems and tools provided by BCA. 2.10 Requirement to Update Information. The parties agree that if there is a change to any of the information whether required by law or this Agreement, the party will send the new information to the other party in writing within 30 days of the change. This clause does not apply to changes in systems or tools provided under this Agreement. This requirement to give notice additionally applies to changes in the individual or organization serving the Governmental Unit as its prosecutor. Any change in performance of the prosecutorial function must be provided to the BCA in writing by giving notice to the Service Desk, BCA.ServiceDesk@state.mn.us. 2.11 Transaction Record. The BCA creates and maintains a transaction record for each exchange of data utilizing its systems and tools. In order to meet FBI-CJIS requirements and to perform the audits described in Clause 7, there must be a method of identifying which individual users at the Governmental Unit conducted a DPS/BCA CJDN JPA_March 2021 46 SWIFT Contract # 279082 M N0271500 particular transaction. If Governmental Unit uses either direct access as described in Clause 2.2A or indirect access as described in Clause 2.213, BCA's transaction record meets FBI-CJIS requirements. When Governmental Unit's method of access is a computer -to -computer interface as described in Clause 2.2C, the Governmental Unit must keep a transaction record sufficient to satisfy FBI-CJIS requirements and permit the audits described in Clause 7 to occur. If a Governmental Unit accesses data from the Driver and Vehicle Services Division in the Minnesota Department of Public Safety and keeps a copy of the data, Governmental Unit must have a transaction record of all subsequent access to the data that are kept by the Governmental Unit. The transaction record must include the individual user who requested access, and the date, time and content of the request. The transaction record must also include the date, time and content of the response along with the destination to which the data were sent. The transaction record must be maintained for a minimum of six (6) years from the date the transaction occurred and must be made available to the BCA within one (1) business day of the BCA's request. 2.12 Court Information Access. Certain BCA systems and tools that include access to and/or submission of Court Records may only be utilized by the Governmental Unit if the Governmental Unit completes the Court Data Services Subscriber Amendment, which upon execution will be incorporated into this Agreement by reference. These BCA systems and tools are identified in the written request made by the Governmental Unit under Clause 2.6 above. The Court Data Services Subscriber Amendment provides important additional terms, including but not limited to privacy (see Clause 8.2, below), fees (see Clause 3 below), and transaction records or logs, that govern Governmental Unit's access to and/or submission of the Court Records delivered through the BCA systems and tools. 2.13 Vendor Personnel Screening. The BCA will conduct all vendor personnel screening on behalf of Governmental Unit as is required by the FBI CAS Security Policy. The BCA will maintain records of the federal, fingerprint -based background check on each vendor employee as well as records of the completion of the security awareness training that may be relied on by the Governmental Unit. Payment The Governmental Unit currently accesses the criminal justice data communications network described in Minn. Stat. §299C.46. The bills are sent annually for a total annual cost of Two Thousand Forty Dollars ($2,040.00). The Governmental Unit will identify its contact person for billing purposes, and will provide updated information to BCA's Authorized Representative within ten business days when this information changes. If Governmental Unit chooses to execute the Court Data Services Subscriber Amendment referred to in Clause 2.12 in order to access and/or submit Court Records via BCA's systems, additional fees, if any, are addressed in that amendment. 4 Authorized Representatives The BCA's Authorized Representative is the person below, or her successor: Name: Diane Bartell, Deputy Superintendent Address: Minnesota Department of Public Safety; Bureau of Criminal Apprehension 1430 Maryland Avenue Saint Paul, MN 55106 Telephone: 651.793.2590 3 DPS/BCA CJDN JPA_March 2021 ►,VA SWIFT Contract # 279082 M N0271500 Email Address: Diane. Bartel IPstate.mn.us The Governmental Unit's Authorized Representative is the person below, or his/her successor: Name: Correy Farniok, Chief Address: 2730 Kelley Pkwy Orono, MN 55356 Telephone: 952.249.4700 Email Address: cfarniok(@ci.orono.mn.us Assignment, Amendments, Waiver, and Agreement Complete 5.1 Assignment. Neither party may assign nor transfer any rights or obligations under this Agreement. 5.2 Amendments. Any amendment to this Agreement, except those described in Clauses 2.6 and 2.7 above must be in writing and will not be effective until it has been signed and approved by the same parties who signed and approved the original agreement, their successors in office, or another individual duly authorized. 5.3 Waiver. If either party fails to enforce any provision of this Agreement, that failure does not waive the provision or the right to enforce it. 5.4 Agreement Complete. This Agreement contains all negotiations and agreements between the BCA and the Governmental Unit. No other understanding regarding this Agreement, whether written or oral, may be used to bind either party. 6 Liability Each party will be responsible for its own acts and behavior and the results thereof and shall not be responsible or liable for the other party's actions and consequences of those actions. The Minnesota Torts Claims Act, Minn. Stat § 3.736 and other applicable laws govern the BCA's liability. The Minnesota Municipal Tort Claims Act, Minn. Stat. Ch. 466 and other applicable laws, governs the Governmental Unit's liability. Audits 7.1 Under Minn. Stat. § 16C.05, subd. 5, the Governmental Unit's books, records, documents, internal policies and accounting procedures and practices relevant to this Agreement are subject to examination by the BCA, the State Auditor or Legislative Auditor, as appropriate, for a minimum of six years from the end of this Agreement. Under Minn. Stat. § 6.551, the State Auditor may examine the books, records, documents, and accounting procedures and practices of BCA. The examination shall be limited to the books, records, documents, and accounting procedures and practices that are relevant to this Agreement. 7.2 Under applicable state and federal law, the Governmental Unit's records are subject to examination by the BCA to ensure compliance with laws, regulations and policies about access, use, and dissemination of data. 7.3 If the Governmental Unit accesses federal databases, the Governmental Unit's records are subject to examination by the FBI and BCA; the Governmental Unit will cooperate with FBI and BCA auditors and make any requested data available for review and audit. 7.4 If the Governmental Unit accesses state databases, the Governmental Unit's records are subject to examination by the BCA: the Governmental Unit will cooperate with the BCA auditors and make any requested data available for review and audit. 7.5 To facilitate the audits required by state and federal law, Governmental Unit is required to have an inventory of the equipment used to access the data covered by this Agreement and the physical location of each. DPS/BCA CJDN JPA_March 2021 48 SWIFT Contract # 279082 M N0271500 Government Data Practices 8.1 BCA and Governmental Unit. The Governmental Unit and BCA must comply with the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, as it applies to all data accessible under this Agreement, and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Governmental Unit under this Agreement. The remedies of Minn. Stat. §§ 13.08 and 13.09 apply to the release of the data referred to in this clause by either the Governmental Unit or the BCA. 8.2 Court Records. If Governmental Unit chooses to execute the Court Data Services Subscriber Amendment referred to in Clause 2.12 in order to access and/or submit Court Records via BCA's systems, the following provisions regarding data practices also apply. The Court is not subject to Minn. Stat. Ch. 13 but is subject to the Rules of Public Access to Records of the Judicial Branch promulgated by the Minnesota Supreme Court. All parties acknowledge and agree that Minn. Stat. § 13.03, subdivision 4(e) requires that the BCA and the Governmental Unit comply with the Rules of Public Access for those data received from Court under the Court Data Services Subscriber Amendment. All parties also acknowledge and agree that the use of, access to or submission of Court Records, as that term is defined in the Court Data Services Subscriber Amendment, may be restricted by rules promulgated by the Minnesota Supreme Court, applicable state statute or federal law. All parties acknowledge and agree that these applicable restrictions must be followed in the appropriate circumstances. Investigation of Alleged Violations; Sanctions For purposes of this clause, "Individual User" means an employee or contractor of Governmental Unit. 9.1 Investigation. The Governmental Unit and BCA agree to cooperate in the investigation and possible prosecution of suspected violations of federal and state law referenced in this Agreement. Governmental Unit and BCA agree to cooperate in the investigation of suspected violations of the policies and procedures referenced in this Agreement. When BCA becomes aware that a violation may have occurred, BCA will inform Governmental Unit of the suspected violation, subject to any restrictions in applicable law. When Governmental Unit becomes aware that a violation has occurred, Governmental Unit will inform BCA subject to any restrictions in applicable law. 9.2 Sanctions Involving Only BCA Systems and Tools. The following provisions apply to BCA systems and tools not covered by the Court Data Services Subscriber Amendment. None of these provisions alter the Governmental Unit internal discipline processes, including those governed by a collective bargaining agreement. 9.2.1 For BCA systems and tools that are not covered by the Court Data Services Subscriber Amendment, Governmental Unit must determine if and when an involved Individual User's access to systems or tools is to be temporarily or permanently eliminated. The decision to suspend or terminate access may be made as soon as alleged violation is discovered, after notice of an alleged violation is received, or after an investigation has occurred. Governmental Unit must report the status of the Individual User's access to BCA without delay. BCA reserves the right to make a different determination concerning an Individual User's access to systems or tools than that made by Governmental Unit and BCA's determination controls. 9.2.2 If BCA determines that Governmental Unit has jeopardized the integrity of the systems or tools covered in this Clause 9.2, BCA may temporarily stop providing some or all the systems or tools under this Agreement until the failure is remedied to the BCA's satisfaction. If Governmental Unit's failure is continuing or repeated, Clause 11.1 does not apply and BCA may terminate this Agreement immediately. 9.3 Sanctions Involving Only Court Data Services The following provisions apply to those systems and tools covered by the Court Data Services Subscriber Amendment, if it has been signed by Governmental Unit. As part of the agreement between the Court and the BCA for the delivery of the systems and tools that are covered by the Court Data Services Subscriber DPS/BCA CJDN JPA_March 2021 49 SWIFT Contract # 279082 M N0271500 Amendment, BCA is required to suspend or terminate access to or use of the systems and tools either on its own initiative or when directed by the Court. The decision to suspend or terminate access may be made as soon as an alleged violation is discovered, after notice of an alleged violation is received, or after an investigation has occurred. The decision to suspend or terminate may also be made based on a request from the Authorized Representative of Governmental Unit. The agreement further provides that only the Court has the authority to reinstate access and use. 9.3.1 Governmental Unit understands that if it has signed the Court Data Services Subscriber Amendment and if Governmental Unit's Individual Users violate the provisions of that Amendment, access and use will be suspended by BCA or Court. Governmental Unit also understands that reinstatement is only at the direction of the Court. 9.3.2 Governmental Unit further agrees that if Governmental Unit believes that one or more of its Individual Users have violated the terms of the Amendment, it will notify BCA and Court so that an investigation as described in Clause 9.1 may occur. 10 Venue Venue for all legal proceedings involving this Agreement, or its breach, must be in the appropriate state or federal court with competent jurisdiction in Ramsey County, Minnesota. 11 Termination 11.1 Termination. The BCA or the Governmental Unit may terminate this Agreement at any time, with or without cause, upon 30 days' written notice to the other party's Authorized Representative. 11.2 Termination for Insufficient Funding. Either party may immediately terminate this Agreement if it does not obtain funding from the Minnesota Legislature, or other funding source; or if funding cannot be continued at a level sufficient to allow for the payment of the services covered here. Termination must be by written notice to the other party's authorized representative. The Governmental Unit is not obligated to pay for any services that are provided after notice and effective date of termination. However, the BCA will be entitled to payment, determined on a pro rata basis, for services satisfactorily performed to the extent that funds are available. Neither party will be assessed any penalty if the agreement is terminated because of the decision of the Minnesota Legislature, or other funding source, not to appropriate funds. Notice of the lack of funding must be provided within a reasonable time of the affected party receiving that notice. 12 Continuing Obligations The following clauses survive the expiration or cancellation of this Agreement: Liability; Audits; Government Data Practices; 9. Investigation of Alleged Violations; Sanctions; and Venue. THE BALANCE OF THIS PAGE INTENTIONALLY LEFT BLANK DPS/BCA CJDN JPA_March 2021 50 SWIFT Contract # 279082 M N0271500 The Parties indicate their agreement and authority to execute this Agreement by signing below. 1. GOVERNMENTAL UNIT Name: (PRINTED) Signed: Title: (with delegated authority) Date: Name: (PRINTED) Signed: Title: (with delegated authority) Date: 7 2. DEPARTMENT OF PUBLIC SAFETY, BUREAU OF CRIMINAL APPREHENSION Name: (PRINTED) Signed: Title: (with delegated authority) Date: 3. COMMISSIONER OF ADMINISTRATION As delegated to the Office of State Procurement By: Date: DPS/BCA CJDN JPA_March 2021 51 COURT DATA SERVICES SUBSCRIBER AMENDMENT TO CJDN SUBSCRIBER AGREEMENT This Court Data Services Subscriber Amendment ("Subscriber Amendment") is entered into by the State of Minnesota, acting through its Department of Public Safety, Bureau of Criminal Apprehension, ("BCA") and the City of Orono on behalf of its Police Department ("Agency"), and by and for the benefit of the State of Minnesota acting through its State Court Administrator's Office ("Court") who shall be entitled to enforce any provisions hereof through any legal action against any party. Recitals This Subscriber Amendment modifies and supplements the Agreement between the BCA and Agency, SWIFT Contract number 279082, of even or prior date, for Agency use of BCA systems and tools (referred to herein as "the CJDN Subscriber Agreement"). Certain BCA systems and tools that include access to and/or submission of Court Records may only be utilized by the Agency if the Agency completes this Subscriber Amendment. The Agency desires to use one or more BCA systems and tools to access and/or submit Court Records to assist the Agency in the efficient performance of its duties as required or authorized by law or court rule. Court desires to permit such access and/or submission. This Subscriber Amendment is intended to add Court as a party to the CJDN Subscriber Agreement and to create obligations by the Agency to the Court that can be enforced by the Court. It is also understood that, pursuant to the Master Joint Powers Agreement for Delivery of Court Data Services to CJDN Subscribers ("Master Authorization Agreement") between the Court and the BCA, the BCA is authorized to sign this Subscriber Amendment on behalf of Court. Upon execution the Subscriber Amendment will be incorporated into the CJDN Subscriber Agreement by reference. The BCA, the Agency and the Court desire to amend the CJDN Subscriber Agreement as stated below. The CJDN Subscriber Agreement is amended by the addition of the following provisions: 1. TERM; TERMINATION; ONGOING OBLIGATIONS. This Subscriber Amendment shall be effective on the date finally executed by all parties and shall remain in effect until expiration or termination of the CJDN Subscriber Agreement unless terminated earlier as provided in this Subscriber Amendment. Any party may terminate this Subscriber Amendment with or without cause by giving written notice to all other parties. The effective date of the termination shall be thirty days after the other party's receipt of the notice of termination, unless a later date is specified in the notice. The provisions of sections 5 through 9, 12.b., 12.c., and 15 through 24 shall survive any termination of this Subscriber Amendment as shall any other provisions which by their nature are intended or expected to survive such termination. Upon termination, the Subscriber shall perform the responsibilities set forth in paragraph 7(f) hereof. 2. Definitions. Unless otherwise specifically defined, each term used herein shall have the meaning assigned to such term in the CJDN Subscriber Agreement. 1 52 a. "Authorized Court Data Services" means Court Data Services that have been authorized for delivery to CJDN Subscribers via BCA systems and tools pursuant to an Authorization Amendment to the Joint Powers Agreement for Delivery of Court Data Services to CJDN Subscribers ("Master Authorization Agreement") between the Court and the BCA. b. "Court Data Services" means one or more of the services set forth on the Justice Agency Resource webpage of the Minnesota Judicial Branch website (for which the current address is www. courts. state.mn.us) or other location designated by the Court, as the same may be amended from time to time by the Court. C. "Court Records" means all information in any form made available by the Court to Subscriber through the BCA for the purposes of carrying out this Subscriber Amendment, including: i. "Court Case Information" means any information in the Court Records that conveys information about a particular case or controversy, including without limitation Court Confidential Case Information, as defined herein. ii. "Court Confidential Case Information" means any information in the Court Records that is inaccessible to the public pursuant to the Rules of Public Access and that conveys information about a particular case or controversy. iii. "Court Confidential Security and Activation Information" means any information in the Court Records that is inaccessible to the public pursuant to the Rules of Public Access and that explains how to use or gain access to Court Data Services, including but not limited to login account names, passwords, TCP/IP addresses, Court Data Services user manuals, Court Data Services Programs, Court Data Services Databases, and other technical information. iv. "Court Confidential Information" means any information in the Court Records that is inaccessible to the public pursuant to the Rules of Public Access, including without limitation both i) Court Confidential Case Information; and ii) Court Confidential Security and Activation Information. d. "DCA" shall mean the district courts of the state of Minnesota and their respective staff. e. "Policies & Notices" means the policies and notices published by the Court in connection with each of its Court Data Services, on a website or other location designated by the Court, as the same may be amended from time to time by the Court. Policies & Notices for each Authorized Court Data Service identified in an approved request form under section 3, below, are hereby made part of this Subscriber Amendment by this reference and provide additional terms and conditions that govern Subscriber's use of Court Records accessed through such services, including but not limited to provisions on access and use limitations. 2 53 f. "Rules of Public Access" means the Rules of Public Access to Records of the Judicial Branch promulgated by the Minnesota Supreme Court, as the same may be amended from time to time, including without limitation lists or tables published from time to time by the Court entitled Limits on Public Access to Case Records or Limits on Public Access to Administrative Records, all of which by this reference are made a part of this Subscriber Amendment. It is the obligation of Subscriber to check from time to time for updated rules, lists, and tables and be familiar with the contents thereof. It is contemplated that such rules, lists, and tables will be posted on the Minnesota Judicial Branch website, for which the current address is www.courts.state.mn.us. Office. g. "Court" shall mean the State of Minnesota, State Court Administrator's h. "Subscriber" shall mean the Agency. i. "Subscriber Records" means any information in any form made available by the Subscriber to the Court for the purposes of carrying out this Subscriber Amendment. 3. REQUESTS FOR AUTHORIZED COURT DATA SERVICES. Following execution of this Subscriber Amendment by all parties, Subscriber may submit to the BCA one or more separate requests for Authorized Court Data Services. The BCA is authorized in the Master Authorization Agreement to process, credential and approve such requests on behalf of Court and all such requests approved by the BCA are adopted and incorporated herein by this reference the same as if set forth verbatim herein. a. Activation. Activation of the requested Authorized Court Data Service(s) shall occur promptly following approval. b. Rejection. Requests may be rejected for any reason, at the discretion of the BCA and/or the Court. C. Requests for Termination of One or More Authorized Court Data Services. The Subscriber may request the termination of an Authorized Court Data Services previously requested by submitting a notice to Court with a copy to the BCA. Promptly upon receipt of a request for termination of an Authorized Court Data Service, the BCA will deactivate the service requested. The termination of one or more Authorized Court Data Services does not terminate this Subscriber Amendment. Provisions for termination of this Subscriber Amendment are set forth in section 1. Upon termination of Authorized Court Data Services, the Subscriber shall perform the responsibilities set forth in paragraph 7(f) hereof. 4. SCOPE OF ACCESS TO COURT RECORDS LIMITED. Subscriber's access to and/or submission of the Court Records shall be limited to Authorized Court Data Services identified in an approved request form under section 3, above, and other Court Records necessary for Subscriber to use Authorized Court Data Services. Authorized Court Data Services shall only be used according to the instructions provided in corresponding Policies & Notices or other materials and only as necessary to assist Subscriber in the efficient performance of Subscriber's duties 3 54 required or authorized by law or court rule in connection with any civil, criminal, administrative, or arbitral proceeding in any Federal, State, or local court or agency or before any self -regulatory body. Subscriber's access to the Court Records for personal or non -official use is prohibited. Subscriber will not use or attempt to use Authorized Court Data Services in any manner not set forth in this Subscriber Amendment, Policies & Notices, or other Authorized Court Data Services documentation, and upon any such unauthorized use or attempted use the Court may immediately terminate this Subscriber Amendment without prior notice to Subscriber. 5. GUARANTEES OF CONFIDENTIALITY. Subscriber agrees: a. To not disclose Court Confidential Information to any third party except where necessary to carry out the Subscriber's duties as required or authorized by law or court rule in connection with any civil, criminal, administrative, or arbitral proceeding in any Federal, State, or local court or agency or before any self -regulatory body. b. To take all appropriate action, whether by instruction, agreement, or otherwise, to insure the protection, confidentiality and security of Court Confidential Information and to satisfy Subscriber's obligations under this Subscriber Amendment. C. To limit the use of and access to Court Confidential Information to Subscriber's bona fide personnel whose use or access is necessary to effect the purposes of this Subscriber Amendment, and to advise each individual who is permitted use of and/or access to any Court Confidential Information of the restrictions upon disclosure and use contained in this Subscriber Amendment, requiring each individual who is permitted use of and/or access to Court Confidential Information to acknowledge in writing that the individual has read and understands such restrictions. Subscriber shall keep such acknowledgements on file for one year following termination of the Subscriber Amendment and/or CJDN Subscriber Agreement, whichever is longer, and shall provide the Court with access to, and copies of, such acknowledgements upon request. For purposes of this Subscriber Amendment, Subscriber's bona fide personnel shall mean individuals who are employees of Subscriber or provide services to Subscriber either on a voluntary basis or as independent contractors with Subscriber. d. That, without limiting section 1 of this Subscriber Amendment, the obligations of Subscriber and its bona fide personnel with respect to the confidentiality and security of Court Confidential Information shall survive the termination of this Subscriber Amendment and the CJDN Subscriber Agreement and the termination of their relationship with Subscriber. e. That, notwithstanding any federal or state law applicable to the nondisclosure obligations of Subscriber and Subscriber's bona fide personnel under this Subscriber Amendment, such obligations of Subscriber and Subscriber's bona fide personnel are founded independently on the provisions of this Subscriber Amendment. 6. APPLICABILITY TO PREVIOUSLY DISCLOSED COURT RECORDS. Subscriber acknowledges and agrees that all Authorized Court Data Services and related Court Records disclosed to Subscriber prior to the effective date of this Subscriber Amendment shall be subject to the provisions of this Subscriber Amendment. 0 55 7. LICENSE AND PROTECTION OF PROPRIETARY RIGHTS. During the term of this Subscriber Amendment, subject to the terms and conditions hereof, the Court hereby grants to Subscriber a nonexclusive, nontransferable, limited license to use Court Data Services Programs and Court Data Services Databases to access or receive the Authorized Court Data Services identified in an approved request form under section 3, above, and related Court Records. Court reserves the right to make modifications to the Authorized Court Data Services, Court Data Services Programs, and Court Data Services Databases, and related materials without notice to Subscriber. These modifications shall be treated in all respects as their previous counterparts. a. Court Data Services Programs. Court is the copyright owner and licensor of the Court Data Services Programs. The combination of ideas, procedures, processes, systems, logic, coherence and methods of operation embodied within the Court Data Services Programs, and all information contained in documentation pertaining to the Court Data Services Programs, including but not limited to manuals, user documentation, and passwords, are trade secret information of Court and its licensors. b. Court Data Services Databases. Court is the copyright owner and licensor of the Court Data Services Databases and of all copyrightable aspects and components thereof. All specifications and information pertaining to the Court Data Services Databases and their structure, sequence and organization, including without limitation data schemas such as the Court XML Schema, are trade secret information of Court and its licensors. C. Marks. Subscriber shall neither have nor claim any right, title, or interest in or use of any trademark used in connection with Authorized Court Data Services, including but not limited to the marks "MNCIS" and "Odyssey." d. Restrictions on Duplication, Disclosure, and Use. Trade secret information of Court and its licensors will be treated by Subscriber in the same manner as Court Confidential Information. In addition, Subscriber will not copy any part of the Court Data Services Programs or Court Data Services Databases, or reverse engineer or otherwise attempt to discern the source code of the Court Data Services Programs or Court Data Services Databases, or use any trademark of Court or its licensors, in any way or for any purpose not specifically and expressly authorized by this Subscriber Amendment. As used herein, "trade secret information of Court and its licensors" means any information possessed by Court which derives independent economic value from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use. "Trade secret information of Court and its licensors" does not, however, include information which was known to Subscriber prior to Subscriber's receipt thereof, either directly or indirectly, from Court or its licensors, information which is independently developed by Subscriber without reference to or use of information received from Court or its licensors, or information which would not qualify as a trade secret under Minnesota law. It will not be a violation of this section 7, sub -section d, for Subscriber to make up to one copy of training materials and configuration documentation, if any, for each individual authorized to access, use, or configure Authorized Court Data Services, solely for its own use in connection with this Subscriber Amendment. Subscriber will take all steps reasonably necessary to protect the copyright, trade secret, and trademark rights of Court and its licensors and Subscriber will advise its bona fide personnel who are permitted access to any of the Court Data Services Programs and Court Data Services Databases, and trade secret information of Court and its licensors, of the restrictions upon duplication, disclosure and use contained in this Subscriber Amendment. 5 56 e. Proprietary Notices. Subscriber will not remove any copyright or proprietary notices included in and/or on the Court Data Services Programs or Court Data Services Databases, related documentation, or trade secret information of Court and its licensors, or any part thereof, made available by Court directly or through the BCA, if any, and Subscriber will include in and/or on any copy of the Court Data Services Programs or Court Data Services Databases, or trade secret information of Court and its licensors and any documents pertaining thereto, the same copyright and other proprietary notices as appear on the copies made available to Subscriber by Court directly or through the BCA, except that copyright notices shall be updated and other proprietary notices added as may be appropriate. f. Title; Return. The Court Data Services Programs and Court Data Services Databases, and related documentation, including but not limited to training and configuration material, if any, and logon account information and passwords, if any, made available by the Court to Subscriber directly or through the BCA and all copies, including partial copies, thereof are and remain the property of the respective licensor. Except as expressly provided in section 12.b., within ten days of the effective date of termination of this Subscriber Amendment or the CJDN Subscriber Agreement or within ten days of a request for termination of Authorized Court Data Service as described in section 4, Subscriber shall either: (i) uninstall and return any and all copies of the applicable Court Data Services Programs and Court Data Services Databases, and related documentation, including but not limited to training and configuration materials, if any, and logon account information, if any; or (2) destroy the same and certify in writing to the Court that the same have been destroyed. 8. INJUNCTIVE RELIEF. Subscriber acknowledges that the Court, Court's licensors, and DCA will be irreparably harmed if Subscriber's obligations under this Subscriber Amendment are not specifically enforced and that the Court, Court's licensors, and DCA would not have an adequate remedy at law in the event of an actual or threatened violation by Subscriber of its obligations. Therefore, Subscriber agrees that the Court, Court's licensors, and DCA shall be entitled to an injunction or any appropriate decree of specific performance for any actual or threatened violations or breaches by Subscriber or its bona fide personnel without the necessity of the Court, Court's licensors, or DCA showing actual damages or that monetary damages would not afford an adequate remedy. Unless Subscriber is an office, officer, agency, department, division, or bureau of the state of Minnesota, Subscriber shall be liable to the Court, Court's licensors, and DCA for reasonable attorneys fees incurred by the Court, Court's licensors, and DCA in obtaining any relief pursuant to this Subscriber Amendment. 9. LIABILITY. Subscriber and the Court agree that, except as otherwise expressly provided herein, each party will be responsible for its own acts and the results thereof to the extent authorized by law and shall not be responsible for the acts of any others and the results thereof. Liability shall be governed by applicable law. Without limiting the foregoing, liability of the Court and any Subscriber that is an office, officer, agency, department, division, or bureau of the state of Minnesota shall be governed by the provisions of the Minnesota Tort Claims Act, Minnesota Statutes, section 3.376, and other applicable law. Without limiting the foregoing, if Subscriber is a political subdivision of the state of Minnesota, liability of the Subscriber shall be governed by the provisions of Minn. Stat. Ch. 466 (Tort Liability, Political Subdivisions) or other applicable law. Subscriber and Court further acknowledge that the liability, if any, of the BCA is governed by a separate agreement between the Court and the BCA dated December 13, 2010 with DPS-M -0958. 0 57 10. AVAILABILITY. Specific terms of availability shall be established by the Court and communicated to Subscriber by the Court and/or the BCA. The Court reserves the right to terminate this Subscriber Amendment immediately and/or temporarily suspend Subscriber's Authorized Court Data Services in the event the capacity of any host computer system or legislative appropriation of funds is determined solely by the Court to be insufficient to meet the computer needs of the courts served by the host computer system. 11. [reserved] 12. ADDITIONAL USER OBLIGATIONS. The obligations of the Subscriber set forth in this section are in addition to the other obligations of the Subscriber set forth elsewhere in this Subscriber Amendment. a. Judicial Policy Statement. Subscriber agrees to comply with all policies identified in Policies & Notices applicable to Court Records accessed by Subscriber using Authorized Court Data Services. Upon failure of the Subscriber to comply with such policies, the Court shall have the option of immediately suspending the Subscriber's Authorized Court Data Services on a temporary basis and/or immediately terminating this Subscriber Amendment. b. Access and Use; Log. Subscriber shall be responsible for all access to and use of Authorized Court Data Services and Court Records by Subscriber's bona fide personnel or by means of Subscriber's equipment or passwords, whether or not Subscriber has knowledge of or authorizes such access and use. Subscriber shall also maintain a log identifying all persons to whom Subscriber has disclosed its Court Confidential Security and Activation Information, such as user ID(s) and password(s), including the date of such disclosure. Subscriber shall maintain such logs for a minimum period of six years from the date of disclosure, and shall provide the Court with access to, and copies of, such logs upon request. The Court may conduct audits of Subscriber's logs and use of Authorized Court Data Services and Court Records from time to time. Upon Subscriber's failure to maintain such logs, to maintain accurate logs, or to promptly provide access by the Court to such logs, the Court may terminate this Subscriber Amendment without prior notice to Subscriber. C. Personnel. Subscriber agrees to investigate, at the request of the Court and/or the BCA, allegations of misconduct pertaining to Subscriber's bona fide personnel having access to or use of Authorized Court Data Services, Court Confidential Information, or trade secret information of the Court and its licensors where such persons are alleged to have violated the provisions of this Subscriber Amendment, Policies & Notices, Judicial Branch policies, or other security requirements or laws regulating access to the Court Records. d. Minnesota Data Practices Act Applicability. If Subscriber is a Minnesota Government entity that is subject to the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, Subscriber acknowledges and agrees that: (1) the Court is not subject to Minn. Stat. Ch. 13 (see section 13.90) but is subject to the Rules of Public Access and other rules promulgated by the Minnesota Supreme Court; (2) Minn. Stat. section 13.03, subdivision 4(e) requires that Subscriber comply with the Rules of Public Access and other rules promulgated by the Minnesota Supreme Court for access to Court Records provided via the 7 58 BCA systems and tools under this Subscriber Amendment; (3) the use of and access to Court Records may be restricted by rules promulgated by the Minnesota Supreme Court, applicable state statute or federal law; and (4) these applicable restrictions must be followed in the appropriate circumstances. 13. FEES; INVOICES. Unless the Subscriber is an office, officer, department, division, agency, or bureau of the state of Minnesota, Subscriber shall pay the fees, if any, set forth in applicable Policies & Notices, together with applicable sales, use or other taxes. Applicable monthly fees commence ten (10) days after notice of approval of the request pursuant to section 3 of this Subscriber Amendment or upon the initial Subscriber transaction as defined in the Policies & Notices, whichever occurs earlier. When fees apply, the Court shall invoice Subscriber on a monthly basis for charges incurred in the preceding month and applicable taxes, if any, and payment of all amounts shall be due upon receipt of invoice. If all amounts are not paid within 30 days of the date of the invoice, the Court may immediately cancel this Subscriber Amendment without notice to Subscriber and pursue all available legal remedies. Subscriber certifies that funds have been appropriated for the payment of charges under this Subscriber Amendment for the current fiscal year, if applicable. 14. MODIFICATION OF FEES. Court may modify the fees by amending the Policies & Notices as provided herein, and the modified fees shall be effective on the date specified in the Policies & Notices, which shall not be less than thirty days from the publication of the Policies & Notices. Subscriber shall have the option of accepting such changes or terminating this Subscriber Amendment as provided in section 1 hereof. 15. WARRANTY DISCLAIMERS. a. WARRANTY EXCLUSIONS. EXCEPT AS SPECIFICALLY AND EXPRESSLY PROVIDED HEREIN, COURT, COURT'S LICENSORS, AND DCA MAKE NO REPRESENTATIONS OR WARRANTIES OF ANY KIND, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE OR MERCHANTABILITY, NOR ARE ANY WARRANTIES TO BE IMPLIED, WITH RESPECT TO THE INFORMATION, SERVICES OR COMPUTER PROGRAMS MADE AVAILABLE UNDER THIS AGREEMENT. b. ACCURACY AND COMPLETENESS OF INFORMATION. WITHOUT LIMITING THE GENERALITY OF THE PRECEDING PARAGRAPH, COURT, COURT' S LICENSORS, AND DCA MAKE NO WARRANTIES AS TO THE ACCURACY OR COMPLETENESS OF THE INFORMATION CONTAINED IN THE COURT RECORDS. 16. RELATIONSHIP OF THE PARTIES. Subscriber is an independent contractor and shall not be deemed for any purpose to be an employee, partner, agent or franchisee of the Court, Court's licensors, or DCA. Neither Subscriber nor the Court, Court's licensors, or DCA shall have the right nor the authority to assume, create or incur any liability or obligation of any kind, express or implied, against or in the name of or on behalf of the other. 17. NOTICE. Except as provided in section 2 regarding notices of or modifications to Authorized Court Data Services and Policies & Notices, any notice to Court or Subscriber 59 hereunder shall be deemed to have been received when personally delivered in writing or seventy- two (72) hours after it has been deposited in the United States mail, first class, proper postage prepaid, addressed to the party to whom it is intended at the address set forth on page one of this Agreement or at such other address of which notice has been given in accordance herewith. 18. NON -WAIVER. The failure by any party at any time to enforce any of the provisions of this Subscriber Amendment or any right or remedy available hereunder or at law or in equity, or to exercise any option herein provided, shall not constitute a waiver of such provision, remedy or option or in any way affect the validity of this Subscriber Amendment. The waiver of any default by either Party shall not be deemed a continuing waiver, but shall apply solely to the instance to which such waiver is directed. 19. FORCE MAJEURE. Neither Subscriber nor Court shall be responsible for failure or delay in the performance of their respective obligations hereunder caused by acts beyond their reasonable control. 20. SEVERABILITY. Every provision of this Subscriber Amendment shall be construed, to the extent possible, so as to be valid and enforceable. If any provision of this Subscriber Amendment so construed is held by a court of competent jurisdiction to be invalid, illegal or otherwise unenforceable, such provision shall be deemed severed from this Subscriber Amendment, and all other provisions shall remain in full force and effect. 21. ASSIGNMENT AND BINDING EFFECT. Except as otherwise expressly permitted herein, neither Subscriber nor Court may assign, delegate and/or otherwise transfer this Subscriber Amendment or any of its rights or obligations hereunder without the prior written consent of the other. This Subscriber Amendment shall be binding upon and inure to the benefit of the Parties hereto and their respective successors and assigns, including any other legal entity into, by or with which Subscriber may be merged, acquired or consolidated. 22. GOVERNING LAW. This Subscriber Amendment shall in all respects be governed by and interpreted, construed and enforced in accordance with the laws of the United States and of the State of Minnesota. 23. VENUE AND JURISDICTION. Any action arising out of or relating to this Subscriber Amendment, its performance, enforcement or breach will be venued in a state or federal court situated within the State of Minnesota. Subscriber hereby irrevocably consents and submits itself to the personal jurisdiction of said courts for that purpose. 24. INTEGRATION. This Subscriber Amendment contains all negotiations and agreements between the parties. No other understanding regarding this Subscriber Amendment, whether written or oral, may be used to bind either party, provided that all terms and conditions of the CJDN Subscriber Agreement and all previous amendments remain in full force and effect except as supplemented or modified by this Subscriber Amendment. IN WITNESS WHEREOF, the Parties have, by their duly authorized officers, executed this Subscriber Amendment in duplicate, intending to be bound thereby. 0 60 1. SUBSCRIBER (AGENCY) Subscriber must attach written verification of authority to sign on behalf of and bind the entity, such as an opinion of counsel or resolution. Name: (PRINTED) Signed: Title: (with delegated authority) Date: Name: (PRINTED) Signed: Title: (with delegated authority) Date: 2. DEPARTMENT OF PUBLIC SAFETY, BUREAU OF CRIMINAL APPREHENSION Name: (PRINTED) Signed: Title: (with delegated authority) Date: 3. COMMISSIONER OF ADMINISTRATION delegated to Materials Management Division By: Date: 4. COURTS Authority granted to Bureau of Criminal Apprehension Name: (PRINTED) Signed: Title: (with authorized authority) Date: 10 61 CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO. 7652 RESOLUTION APPROVING JOINT POWERS AGREEMENTS BETWEEN STATE OF MINNESOTA AND CITY OF ORONO ON BEHALF OF ITS CITY ATTORNEY AND POLICE DEPARTMENT WHEREAS, the City of Orono (City) on behalf of its Prosecuting Attorney and Police Department desires to enter into Joint Powers Agreements (JPA) with the State of Minnesota, Department of Public Safety, Bureau of Criminal Apprehension (State) to use systems and tools available over the State's criminal justice data communications network for which the City is eligible. WHEREAS, the JPAs further provide the City with the ability to add, modify and delete connectivity, systems and tools over the five-year life of the agreement and obligates the City to pay the costs for the network connection. RESOLVED by the City Council of Orono, Minnesota as follows that: 1. the JPAs, by and between the State acting through its Department of Public Safety, Bureau of Criminal Apprehension and the City of Orono on behalf of its Prosecuting Attorney and Police Department, are hereby approved. 2. the Police Chief, Correy Farniok, or his or her successor, is designated the Authorized Representative for the Police Department. The Authorized Representative is also authorized to sign any subsequent amendment or agreement that may be required by the State to maintain the City's connection to the systems and tools offered by the State. 3. the City Attorney, Alina Schwartz, or his or her successor, is designated the Authorized Representative for the Prosecuting Attorney. The Authorized Representative is also authorized to sign any subsequent amendment or agreement that may be required by the State to maintain the City's connection to the systems and tools offered by the State. 4. the Mayor, Bob Tunheim, and City Clerk, Christine Lusian, are authorized to sign the JPAs. Adopted by the City Council of Orono, Minnesota at a regular meeting held December 8, 2025. ATTEST: CITY OF ORONO Christine Lusian, City Clerk Bob Tunheim, Mayor 62 AGENDA ITEM Date: December 8, 2025 Item: 9 Title: Agreements - Collective Bargaining for LELS Local 40 and Local 168 Presenter: Adam Edwards, City Administrator / Engineer Section: Consent Agenda Purpose: The purpose of this item is to approve the Collective Bargaining agreements with Local 40 and Local 168. 2. Background: Employees of the City are represented by four collective bargaining units and the collective bargaining agreement terms for all four end at the end of 2025. City staff has been negotiating with the bargaining units throughout the year to establish new agreements to cover the period 2026 to 2028. The city goals that guided the negotiations are to: • be able to attract and retain a talented workforce; • be a good steward of public resources; • be fair and consistent across the workforce; • update agreements to reflect current laws; • achieve substantial agreement in time for 2026 budget cycle. These goals were achieved. The agreements with IUOE Local No. 49 representing Public Works, Parks and Facilities employees as well as OPEIU Local No. 12 representing administrative employees were approved by the council at the November 24 council meeting. The agreements with LELS Local 40 representing the Police Patrol Officers and Local 168 representing the Police Sergeants are ready for approval. 3. Cost: The following are key provisions contained within the agreements. These adjustments were included in the 2026 budget. a. Wages. Cost of living increases of 3% per year for each of the three years with market adjustments of 3% in 2026, 3% in 2027 and 2% in 2028. b. Insurance. City will cover 100% of the premium and provide a $100 stipend for use towards ancillary benefits. 4. Funding: Wages and benefits are included within the respective operating budgets. Staff Recommendation: Staff recommends approval of the collective bargaining agreements. COUNCIL ACTION REQUESTED Motion to approve the collective bargaining agreements in Exhibits A and B, authorize the City Administrator to make non -substantive modifications to the agreements, subject to approval of the authorized representatives of the bargaining units, and authorize the Mayor and City Administrator to execute the agreements. 63 Exhibits A. LELS LOCAL 40 Patrol Officers CBA 2026-2028 DRAFT B. LELS LOCAL 168 Police Sergeants CBA 2026-2028 DRAFT 64 LABOR AGREEMENT BETWEEN THE CITY OF ORONO C:W l LAW ENFORCEMENT LABOR SERVICES, INC. LOCAL NO.40 PATROL OFFICERS "I �oll�l LLS Vll o JANUARY 11 2026 THROUGH DECEMBER 31, 2028 223749v5 65 TABLE OF CONTENTS ARTICLE 1 PURPOSE OF AGREEMENT.................................................................. 1 ARTICLE 2 RECOGNITION......................................................................................... 1 ARTICLE 3 DEFINITIONS............................................................................................ 1 ARTICLE 4 EMPLOYER SECURITY.......................................................................... 2 ARTICLE 5 EMPLOYER AUTHORITY...................................................................... 2 ARTICLE 6 UNION SECURITY.................................................................................... 2 ARTICLE 7 EMPLOYEE RIGHTS - GRIEVANCE PROCEDURE ......................... 3 ARTICLE 8 SAVINGS CLAUSE.................................................................................... 5 ARTICLE 9 SENIORITY................................................................................................ 5 ARTICLE 10 DISCIPLINE............................................................................................... 5 ARTICLE 11 WORK SCHEDULES................................................................................ 6 ARTICLE 12 OVERTIME................................................................................................ 6 ARTICLE 13 COMPENSATORY TIME........................................................................ 7 ARTICLE 14 CALL BACK TIME................................................................................... 7 ARTICLE 15 COURT STANDBY TIME........................................................................ 7 ARTICLE 16 UNIFORMS................................................................................................. 8 ARTICLE 17 INJURY ON DUTY.................................................................................... 8 ARTICLE18 WAGES........................................................................................................ 8 ARTICLE 19 INSURANCE............................................................................................... 8 ARTICLE 20 PART-TIME EMPLOYEE PAY AND BENEFITS .............................. 14 ARTICLE 21 VACATIONS............................................................................................. 10 ARTICLE 22 HOLIDAYS............................................................................................... 10 ARTICLE 23 SICK LEAVE............................................................................................ 10 ARTICLE 24 SEVERANCE PAY...................................................................................11 ARTICLE 25 POST EMPLOYMENT HEALTH CARE SAVINGS ACCOUNT ..... 16 ARTICLE 26 POST LICENSE/TRAINING................................................................. 11 ARTICLE 27 DAYLIGHT SAVINGS............................................................................ 12 ARTICLE 28 EYEWEAR REPLACEMENT................................................................ 12 ARTICLE 29 DURATION............................................................................................... 12 i 223749v5 66 LABOR AGREEMENT BETWEEN THE CITY OF ORONO AND LAW ENFORCEMENT LABOR SERVICES, INC. ARTICLE 1 PURPOSE OF AGREEMENT This AGREEMENT is entered into as of , 20, between the CITY OF ORONO, hereinafter called the EMPLOYER, and LAW ENFORCEMENT LABOR SERVICES INC., hereinafter called LELS. It is the intent and purpose of this AGREEMENT to; 1.1 Establish procedures for the resolution of disputes concerning this AGREEMENT'S interpretation and/or application; and 1.2 Place in written form the parties' AGREEMENT upon terms and conditions of employment for the duration of this AGREEMENT. ARTICLE 2 RECOGNITION 2.1 The EMPLOYER recognizes LELS as the exclusive representative under Minnesota Statutes Section 179A.03, Subdivision 7, for all police personnel in the following job classification: Police Officers 2.2 In the event the EMPLOYER and LELS are unable to agree as to the inclusion or exclusion of a new or modified job class, the issue shall be submitted to the Bureau of Mediation Services for determination. ARTICLE 3 DEFINITIONS 3.1 UNION: Law Enforcement Labor Services, Inc. 3.2 UNION MEMBER: A member of Law Enforcement Labor Services, Inc. 3.3 EMPLOYEE: A member of the exclusively recognized bargaining unit. 3.4 DEPARTMENT: The City of Orono Police Department. 3.5 EMPLOYER: The City of Orono. 3.6 CHIEF: The Chief of the City of Orono Police Department. 3.7 UNION OFFICER: Officer elected or appointed by Law Enforcement Labor Services, Inc. 3.8 OVERTIME: Work performed at the express authorization of the EMPLOYER in excess of the employee's scheduled shift. 1 223749v5 67 3.9 SCHEDULED SHIFT: A consecutive work period including rest breaks and a lunch break. 3.10 REST BREAKS: Periods during the SCHEDULED SHIFT during which the employee remains on continual duty and is responsible for assigned duties. 3.11 LUNCH BREAKS: A period during the SCHEDULED SHIFT during which the employee remains on continual duty and is responsible for assigned duties. 3.12 RESIGNATION: Resignation with two (2) weeks advance notice. 3.13 PART-TIME EMPLOYEE: An employee who works a regular schedule of fourteen (14) or more hours per week, but less than thirty-five (35) hours per week. The determination of the regular schedule will be made on a quarterly basis. If an employee works more than 182 hours in a quarter, the employee will be considered to be a part-time employee until the next quarterly determination. ARTICLE 4 EMPLOYER SECURITY LELS agrees that during the life of this AGREEMENT that LELS will not cause, encourage, participate in or support any strike, slowdown or other interruption of or interference with the normal functions of the EMPLOYER. ARTICLE 5 EMPLOYER AUTHORITY 5.1 The EMPLOYER retains the full and unrestricted right to operate and manage all manpower, facilities, and equipment; to establish functions and programs; to set and amend budgets; to determine the utilization of technology; to establish and modify the organizational structure; to select, direct, and determine the number of personnel; to establish work schedules, and to perform any inherent managerial function not specifically limited by this AGREEMENT. 5.2 Any term and condition of employment not specifically established or modified by this AGREEMENT shall remain solely within the discretion of the EMPLOYER to modify, establish, or eliminate. ARTICLE 6 UNION SECURITY 6.1 The EMPLOYER shall deduct from the wages of employees who authorize such a deduction in writing an amount necessary to cover monthly union dues. Such monies shall be remitted as directed by LELS. 6.2 LELS may designate employees from the bargaining unit to act as a steward and an alternate and shall inform the EMPLOYER in writing of such choice and changes in the position of steward and/or alternate. 6.3 The EMPLOYER shall make space available on the employee bulletin board for posting LELS notice(s) and announcements(s). 6.4 LELS agrees to indemnify and hold the EMPLOYER harmless against any and all claims, suits, orders, or judgments brought or issued against the EMPLOYER as a result of any action taken or not taken by the EMPLOYER under the provisions of this Article. 2 223749v5 68 ARTICLE 7 EMPLOYEE RIGHTS - GRIEVANCE PROCEDURE 7.1 DEFINITION OF A GRIEVANCE A grievance is defined as a dispute or disagreement as to the interpretation or application of the specific terms and conditions of this AGREEMENT. 7.2 UNION REPRESENTATIVES The EMPLOYER will recognize REPRESENTATIVES designated by LELS as the grievance representatives of the bargaining unit having the duties and responsibilities established by this Article. LELS shall notify the EMPLOYER in writing of the names of such UNION REPRESENTATIVES and of their successors when so designated as provided by 6.2 of this AGREEMENT. 7.3 PROCESSING OF A GRIEVANCE It is recognized and accepted by LELS and the EMPLOYER that the processing of grievances as hereinafter provided is limited by the job duties and responsibilities of the employees and shall therefore be accomplished during normal working hours only when consistent with such employee duties and responsibilities. The aggrieved employee and a UNION REPRESENTATIVE shall be allowed a reasonable amount of time without loss in pay when a grievance is investigated and presented to the EMPLOYER during normal work hours provided that the employee and the UNION REPRESENTATIVE have notified and received the approval of the designated supervisor who has determined that such absence is reasonable and would not be detrimental to the work programs of the EMPLOYER. 7.4 PROCEDURE Grievances, as defined by Section 7.1, shall be resolved in conformance with the following procedure: Step 1. An employee claiming a violation concerning the interpretation or application of this AGREEMENT shall, within twenty-one (21) calendar days after such alleged violation has occurred, present such grievance to the employee's supervisor as designated by the EMPLOYER. The EMPLOYER -designated representative will discuss and give an answer to such Step 1 grievance within ten (10) calendar days after receipt. A grievance not resolved in Step 1 and appealed to Step 2 shall be placed in writing setting forth the nature of the grievance, the facts on which it is based, the provision or provisions of the AGREEMENT allegedly violated, the remedy requested, and shall be appealed to Step 2 within ten (10) calendar days after the EMPLOYER -designated representative's final answer in Step 1. Any grievance not appealed in writing to Step 2 by LELS within ten (10) calendar days shall be considered waived. Step 2. If appealed, the written grievance shall be presented by LELS and discussed with the EMPLOYER -designated Step 2 representative. The EMPLOYER -designated representative shall give LELS the EMPLOYER'S Step 2 answer in writing within ten (10) calendar days after receipt of such Step 2 grievance. A grievance not resolved in Step 2 may be appealed to Step 3 within ten (10) calendar days following the EMPLOYER -designated representative's final Step 2 answer. Any grievance not appealed in writing to Step 3 by LELS within ten (10) calendar days shall be considered waived. Step 3. If appealed, the written grievance shall be presented by LELS and discussed with the EMPLOYER -designated Step 3 representative. The EMPLOYER -designated representative shall give LELS the EMPLOYER'S answer in writing within ten (10) calendar days after receipt 3 223749v5 69 of such Step 3 grievance. A grievance not resolved in Step 3 may be appealed to Step 4 within ten (10) calendar days following the EMPLOYER -designated representative's final answer in Step 3. Any grievance not appealed in writing to Step 4 by LELS within ten (10) calendar days shall be considered waived. Step 4. A grievance unresolved in Step 3 and appealed to Step 4 by LELS shall be submitted to arbitration subject to the provisions of the Public Employment Labor Relations Act of 1971, as amended. For Grievance matters involving written disciplinary action, discharge, or termination, the assignment of an arbitrator shall be consistent with Minnesota Statute 626.892. For all other grievances the selection of an arbitrator shall be made in accordance with the "Rules Governing the Arbitration of Grievances" as established by the Bureau of Mediation Services. 7.5 ARBITRATOR'S AUTHORITY A. The arbitrator shall have no right to amend, modify, nullify, ignore, add to, or subtract from the terms and conditions of this AGREEMENT. The arbitrator shall consider and decide only the specific issue(s) submitted in writing by the EMPLOYER and LELS, and shall have no authority to make a decision on any other issue not so submitted. B. The arbitrator shall be without power to make decisions contrary to, or inconsistent with, or modifying or varying in any way the application of laws, rules, or regulations having the force and effect of law. The arbitrator's decision shall be submitted in writing within thirty (30) days following close of the hearing or the submission of briefs by the parties, whichever be later, unless the parties agree to an extension. The decision shall be binding on both the EMPLOYER and LELS and shall be based solely on the arbitrator's interpretation or application of the express terms of this AGREEMENT and to the facts of the grievance presented. C. The fees and expenses for the arbitrator's services and proceedings shall be borne equally by the EMPLOYER and LELS provided that each party shall be responsible for compensating its own representatives and witnesses. If either party desires a verbatim record of the proceedings, it may cause such a record to be made, providing it pays for the record. If both parties desire a verbatim record of the proceedings the cost shall be shared equally. 7.6 WAIVER If a grievance is not presented within the time limits set forth above, it shall be considered "waived." If a grievance is not appealed to the next step within the specified time limit or any agreed extension thereof, it shall be considered settled on the basis of the EMPLOYER'S last answer. If the EMPLOYER does not answer a grievance or an appeal thereof within the specified time limits, LELS 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 written agreement of the EMPLOYER and LELS in each step. 7.7 CHOICE OF REMEDY If, as a result of the written EMPLOYER response in Step 3, the grievance remains unresolved, and if the grievance involves the suspension, demotion, or discharge of an employee who has completed the required probationary period, the grievance may be appealed either to Step 4 of Article VII or a procedure such as: Civil Service, Veteran's Preference, or Fair Employment. If appealed to any procedure other than Step 4 of Article VII the grievance is not subject to the 4 223749v5 70 arbitration procedure as provided in Step 4 of Article VII. The aggrieved employee shall indicate in writing which procedure is to be utilized --Step 4 of Article VII or another appeal procedure --and shall sign a statement to the effect that the choice of any other hearing precludes the aggrieved employee from making a subsequent appeal through Step 4 of Article VII. Except that with respect to statutes under the jurisdiction of the United States Equal Employment Opportunity Commission, an employee pursuing a statutory remedy is not precluded from also pursuing an appeal under this grievance procedure. ARTICLE 8 SAVINGS CLAUSE This AGREEMENT is subject to the laws of the United States, the State of Minnesota and the City of Orono. In the event any provision of this AGREEMENT shall be held to be contrary to law by a court of competent jurisdiction from whose final judgment or decree no appeal has been taken within the time provided, such provisions shall be voided. All other provisions of this AGREEMENT shall continue in full force and effect. The voided provisions may be renegotiated at the written request of either party. ARTICLE 9 SENIORITY 9.1 Seniority shall be determined by the employee's length of continuous employment with the Police Department and posted in an appropriate location. Seniority rosters may be maintained by the Chief on the basis of time in grade and time within specific classifications. 9.2 During the probationary period a newly hired or rehired employee may be discharged at the sole discretion of the EMPLOYER. During the probationary period a promoted or reassigned employee may be replaced in his previous position at the sole discretion of the EMPLOYER. 9.3 A reduction of work force will be accomplished on the basis of seniority. Employees shall be recalled from layoff on the basis of seniority. An employee on layoff shall have an opportunity to return to work within two years of the time of layoff before any new employee is hired. 9.4 Senior employees will be given preference with regard to changes in job classification through transfer, assignment or promotion when the job relevant qualifications of employees are equal. 9.5 Senior qualified employees shall be given shift assignment preference after eighteen (18) months of continuous full-time employment. 9.6 One continuous vacation period shall be selected on the basis of seniority until March 15 of each calendar year. ARTICLE 10 DISCIPLINE 10.1 The EMPLOYER will discipline employees for just cause only. Discipline will be in one or more of the following forms: a) oral reprimand; b) written reprimand; c) suspension; 5 223749v5 71 d) demotion; or e) discharge. 10.2 Suspensions, demotions and discharges will be in written form. 10.3 Written reprimands, notices of suspension, and notices of discharge which are to become part of an employee's personnel file shall be read and acknowledged by signature of the employee. Employees will receive a copy of such reprimands and/or notices. 10.4 Employees may examine their own individual personnel files at reasonable times under the direct supervision of the EMPLOYER. 10.5 Employees will not be questioned concerning an investigation of disciplinary action unless the employee has been given an opportunity to have a UNION representative present at such questioning. 10.6 Grievances relating to this ARTICLE shall be initiated by the UNION in Step 3 of the grievance procedure under ARTICLE VII. ARTICLE 11 WORK SCHEDULES 11.1 The normal work year is two thousand and eighty hours (2,080) to be accounted for by each employee through: a) hours worked on assigned shifts; b) holidays; c) assigned training; d) authorized leave time. 11.2 Holidays and authorized leave time is to be calculated on the basis of the actual length of time of the assigned shifts. 11.3 Nothing contained in this or any other Article shall be interpreted to be a guarantee of a minimum or maximum number of hours the EMPLOYER may assign employees. ARTICLE 12 OVERTIME 12.1 Employees will be compensated at one and one-half (1-1/2) times the employee's regular base pay rate for hours worked in excess of the employee's regularly scheduled shift. Changes of shifts do not qualify an employee for overtime under this Article. 12.2 Overtime will be distributed as equally as practicable. 12.3 Overtime refused by employees will for record purposes under Article 12.2 be considered as unpaid overtime worked. 12.4 For the purpose of computing overtime compensation overtime hours worked shall not be pyramided, compounded or paid twice for the same hours worked. 12.5 Overtime will be calculated to the nearest fifteen (15) minutes. C. 223749v5 W 12.6 Employees have the obligation to work overtime or call backs if requested by the EMPLOYER unless unusual circumstances prevent the employee from so working. ARTICLE 13 COMPENSATORY TIME 13.1 As an alternative to payment of overtime compensation, the employee may receive one and one-half (1 1/2) hours of compensatory time for each hour worked for time worked as follows: a) All hours worked in excess of the employee's regularly scheduled shift. b) Recalls to fill in shifts, including but not limited to filling in shifts for vacation, sick leave, holidays. 13.2 For other hours not covered in 13.1, the employee by mutual agreement may receive in lieu of overtime payment in cash, one hour of compensatory time for each hour worked. 13.3 The employee may accrue up to 48 hours in a compensatory bank to be used within the compensatory policy of the City. 13.4 Prior to December 31 st of each year, an employee must cash out all but 24 hours of compensatory time and those remaining hours not cashed remain available for use in the following year. 13.5 An employee with an accrual within their compensatory bank of up to 48 hours must notify Finance Department by June 15th for the payroll cycle following this date, if the employee is choosing to cash out during this additional time and how much they would like to be cashed out. ARTICLE 14 CALL BACK TIME An employee who is called to duty during his scheduled off -duty time shall receive a minimum of three (3) hours pay at one and one-half (1 - 1/2) times the employee's base pay rate. An extension or early report to a regularly scheduled shift for duty does not qualify the employee for the three (3) hour minimum. ARTICLE 15 COURT TIME 15.1 An Employee who is required to appear in court during the Employee's scheduled off - duty time shall receive a minimum of three (3) hours pay at one and one-half(1.5) times the Employee's base pay rate. An extension or early report to a regularly scheduled shift for duty does not qualify the Employee for the three (3) hour minimum. 15.2 Employees required by the Employer to standby for a potential court appearance shall be paid a minimum of three (3) hours for such standby time at the rate of one hour pay for each hour on standby. If an Employee on standby is required to report to court, standby time is then converted to court time as provided in Section 15.1. 15.3 Employees who have been placed on standby and who are not notified of a court cancellation prior to 5:00 p.m. on the day preceding the scheduled appearance will be paid for the appearance in the same fashion as described in Section 15.2 of this agreement. 7 223749v5 73 ARTICLE 16 UNIFORMS The EMPLOYER will provide all City -required uniform articles and equipment. ARTICLE 17 INJURY ON DUTY Employees injured during the performance of their duties for the EMPLOYER and thereby rendered unable to work for the EMPLOYER will be paid the difference between the employee's regular pay and Worker's Compensation insurance payments for a period not to exceed ninety (90) working days per injury, not charged to the employee's vacation, sick leave, or other accumulated leave, or other accumulated paid benefits, after a three (3) working day initial waiting period per injury. The three (3) day working day waiting period shall be charged to the employee's sick leave account less Worker's Compensation insurance. ARTICLE 18 WAGES 18.1 PLACEMENT INTO PAY SCHEDULE The Employer has the discretion to place a new employee into the pay schedule at a step other than the start step as the Employer deems appropriate. 18.2 2023 - 2025 WAGES The following wage schedule shall be in effect for the period January 1, 2026 through December 31, 2028: Year START Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 2026 $39.38 $41.70 $45.50 $47.10 $48.75 $50.21 $51.72 2027 $41.74 $44.20 $48.23 $49.93 $51.68 $53.22 $54.82 2028 $43.83 $46.41 $50.64 $52.43 $54.26 $55.88 $57.56 18.3 LONGEVITY Longevity Years of Service 10 14 18 % Added to Base (Step 6) 3% 5% 7% 2026 $53.27 $54.30 $55.34 2027 $56.47 $57.56 $58.66 2028 $59.29 $60.44 $61.59 18.4 SPECIALTY INCENTIVES Position Specialty Pay Condition 0 223749v5 74 SRO $325 per month While assigned Investigator $325 per month While assigned WMTF $325 per month While assigned SWAT 1.5 x base pay While on a callout/activation as a SWAT operator and while at local trainin i Metro Field Force 1.5 x base pay While at training Field Training Officer Certified +1.5 hr base pay Per 12-hour shift while actively training Trainersz 1.5 x base pay While leading training 1 Local training for SWAT does not include the training at Camp Ripley. All other SWAT trainings qualify for the Specialty Incentives in this section. 2 Use of Force, Fire Arms, 40mm, Taser, Defensive Tactics ARTICLE 19 INSURANCE 19.1 Effective January 1, 2026, in accordance with the Affordable Care Act, the EMPLOYER's contribution per employee receiving medical coverage shall be 100% of the premium cost for health insurance and an additional $100 per month toward a cafeteria benefit plan that offers health insurance, life insurance, long-term disability, and dental insurance, subject to the health insurance opt -out provisions set out in paragraph 19.2. 19.2 HEALTH INSURANCE OPT -OUT OPTION. If a health insurance opt -out option is available with the City's group health insurance plan, an employee who has health insurance through a group -sponsored plan elsewhere may elect to waive health insurance coverage. An employee who waives health insurance coverage will receive $100 per month as an opt -out credit to use through the City's cafeteria benefit plan. 19.3 An EMPLOYEE who elects to waive health insurance coverage, as provided in Paragraph 19.2, shall remain eligible to qualify for continued health insurance coverage from the EMPLOYER under Minn. Stat. § 299A.465. For purposes of determining continued health insurance coverage, an EMPLOYEE who waives health insurance coverage shall be treated as though the EMPLOYEE had elected to and was receiving single health insurance coverage from the EMPLOYER at the time the EMPLOYEE sustained a duty disability that entitles the EMPLOYEE to continued health insurance coverage under Minn. Stat. § 299A.465. ARTICLE 20 PART-TIME EMPLOYEE PAY AND BENEFITS 20.1 Part-time Police Officers will be placed into the same pay schedule as the Police Officers. The Employer has the discretion to place a new employee into the pay schedule at a step other than the start step as the Employer deems appropriate. Part-time officers will be eligible for longevity pay based on years of service with the Orono Police Department (full-time or part-time). 9 223749v5 75 20.2 MOVEMENT THROUGH PAY RANGE A part-time officer will move through the steps of the pay schedule based on each one thousand forty (1,040) hours worked. 20.3 PART-TIME EMPLOYEE BENEFITS Employees regularly scheduled to work 20 hours or more per week shall be eligible for prorated benefits, except health insurance. The determination of the regular schedule will be made on a quarterly basis. Health insurance eligibility will be determined by the City's agreement with its insurance carriers. ARTICLE 21 VACATIONS 21.1 Employees will accumulate vacation leave according to the following schedule. The Employer may place new hires at a vacation accrual rate appropriate to their experience as agreed between the employer and employee at time of hire. 0 through 5 years continuous service 10 days ( 80 hours) 6 through 10 years continuous service 15 days (120 hours) 11 through 15 years continuous service 20 days (160 hours) 16 through 19 years continuous service 23 days (184 hours) 20 years and over continuous service 25 days (200 hours) ARTICLE 22 HOLIDAYS 22.1 Each employee shall receive 13 (104 hours) floating holidays accrued on a prorated basis each year to be used in the same manner as vacations. For each holiday hour not used each employee shall receive an hour of pay up to 104 hours per year. Payment is to be made on the first day in December of each calendar year. 22.2 Employees who are scheduled to work on New Year's Day, Martin Luther King Jr. Day, Presidents' Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans' Day, Thanksgiving Day, Friday after Thanksgiving, Christmas Eve and Christmas Day shall receive an additional one-half hour of pay for each hour worked on each of these twelve holidays. 22.3 Holiday hours commence at 0000 hours and end at 2359 hours on the actual day of the holiday for employees working shifts. Employees working a Monday through Friday schedule shall observe the holidays on the same days as the other City Employees. ARTICLE 23 SICK LEAVE 23.1. Each employee shall earn eight (8) hours of sick leave per month. 23.2. Each employee shall be allowed to accumulate sick leave up to the maximum amount of nine hundred sixty (960) hours. 10 223749v5 76 23.3. In addition, any hours over 960 hours accrued shall go into a catastrophic sick leave bank which may be used any time the person is sick for more than 30 consecutive calendar days. The maximum accrued in this bank is 320 hours and is not useable for severance purposes under Article 24. 23.4. Bereavement Leave. All Full-time regular Employees will be allowed up to 3 consecutive working days paid funeral leave, if requested. This time will not be deducted from any accruals of the Employee. This applies for the death of immediate family. Immediate family members include child (natural, step, adopted or foster), spouse or registered, domestic partner, siblings, (natural, step, adopted or foster), parent (biological, step or foster), grandchild (natural, step, adopted or foster), grandparent (natural or step), a child of a sibling of the employee, a sibling of the parents of the employee, a child -in-law, or sibling -in-law, any member of the family members listed of a spouse or registered domestic partner. 23.5 Minnesota Paid Family and Medical leave Act. Beginning January 1, 2026, the employer shall contribute the statutory obligation. If the Employee qualifies for both Minnesota Paid Leave and Family and Medical Leave Act (FMLA) program for the leave, they must take both programs concurrently. ARTICLE 24 SEVERANCE PAY 24.1 Accumulated sick leave balance Each employee with at least three (3) years, but less than twelve (12) years, of service with the EMPLOYER 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 with the Employer will receive, upon honorable termination, one-half (1/2) of the employee's accumulated sick leave as severance pay. Upon honorable termination, the employee's sick leave balance shall be paid into the Post Employment Health Care Savings Plan as defined in this labor agreement. 24.2 Accumulated Vacation and Comp Time balances Each employee will have their unused vacation and comp time balances paid out in cash to the employee upon termination of employment. ARTICLE 25 POST EMPLOYMENT HEALTH CARE SAVINGS ACCOUNT Each employee shall participate in the Minnesota Post Employment Health Care Savings Plan (HCSP) established under Minnesota Statues section 352.98. All funds collected by the employer on behalf on the employees shall be deposited into their individual HCSP. Commencing January 1, 2023, each employee shall contribute 2% of salary to their PEHCSP. The employer shall deduct this amount from the employees payroll check. ARTICLE 26 POST LICENSE/TRAINING 26.1 The EMPLOYER shall pay the cost of the employee's POST license fees. 223749v5 77 26.2 The EMPLOYER will pay for and provide the required training for POST board licensing upon the employee receiving prior written approval from the EMPLOYER to attend such training. 26.3 Employees attending voluntary/optional training will be eligible for up to I (one) hour of paid travel time at their regular rate of pay. Travel time will be calculated as time from the Orono Police Department to the training site. 26.4 Payroll — When feasible, the supervisor will talk to an employee prior to changing their time sheet. In all cases, a supervisor will contact the employee by email prior to changing the time sheet. ARTICLE 27 DAYLIGHT SAVINGS 27.1 Patrol Officers working shifts during daylight savings will only be paid for the actual hours worked. ARTICLE 28 EYEWEAR REPLACEMENT 28.1 Prescription eyewear damaged in the line of duty will be replaced at a cost not to exceed Three Hundred ($300.00) Dollars. ARTICLE 29 DURATION 29.1 This AGREEMENT shall be effective as of the first (1 st) day of January, 2026 and remain in full force and effect until the thirty-first (31 s) day of December, 2028. 12 223749v5 78 IN WITNESS WHEREOF, the parties hereto have executed this AGREEMENT on ,20 FOR THE CITY OF ORONO: FOR LAW ENFORCEMENT LABOR SERVICES, INC.: Bob Tunheim, Mayor Adam T. Edwards, City Administrator 13 223749v5 79 LABOR AGREEMENT BETWEEN THE CITY OF ORONO LAW ENFORCEMENT LABOR SERVICES, INC. LOCAL #168 POLICE SERGEANTS LELS yet+ G~ t9xESHo�� January 1, 2026 through December 31, 2028 2242230 80 ARTICLE 1 ARTICLE 2 ARTICLE 3 ARTICLE 4 ARTICLE 5 ARTICLE 6 ARTICLE 7 ARTICLE 8 ARTICLE 9 ARTICLE 10 ARTICLE 11 ARTICLE 12 ARTICLE 13 ARTICLE 14 ARTICLE 15 ARTICLE 16 ARTICLE 17 ARTICLE 18 ARTICLE 19 ARTICLE 20 ARTICLE 21 ARTICLE 22 ARTICLE 23 ARTICLE 24 ARTICLE 25 ARTICLE 26 ARTICLE 27 ARTICLE 28 ARTICLE 29 TABLE OF CONTENTS Page PURPOSE OF AGREEMENT............................................................................ 1 RECOGNITION.................................................................................................. 1 DEFINITIONS..................................................................................................... 1 EMPLOYER AUTHORITY................................................................................ 2 UNION SECURITY............................................................................................ 2 EMPLOYEE RIGHTS — GRIEVANCE PROCEDURE ..................................... 3 SAVINGSCLAUSE............................................................................................ 5 SENIORITY........................................................................................................ 5 DISCIPLINE........................................................................................................ 5 WORK SCHEDULES........................................................................................... 6 OVERTIME........................................................................................................... 6 COMPENSATORY TIME.................................................................................... 7 CALLBACK TIME.............................................................................................. 7 COURT STANDBY TIME................................................................................... 7 UNIFORMS........................................................................................................... 8 INJURYON DUTY............................................................................................... 8 WAGES................................................................................................................. 8 INSURANCE......................................................................................................... 9 VACATIONS....................................................................................................... 10 HOLIDAYS......................................................................................................... 10 SICKLEAVE...................................................................................................... 10 SEVERANCE PAY............................................................................................. 11 POST EMPLOYMENT HEALTH CARE SAVINGS ACCOUNT .................. 11 POST LICENSE.................................................................................................. 11 WAIVER.............................................................................................................. 11 DAYLIGHT SAVINGS....................................................................................... 12 EYEWEAR REPLACEMENT............................................................................ 12 TRAVEL TIME................................................................................................... 12 DURATION......................................................................................................... 12 2242230 81 LABOR AGREEMENT BETWEEN THE CITY OF ORONO AND LAW ENFORCEMENT LABOR SERVICES, INC. LOCAL # 168 POLICE SERGEANTS ARTICLE 1 PURPOSE OF AGREEMENT This Agreement is entered into as of January 1, 2026, between the City of Orono, hereinafter called the employer, and Law Enforcement Labor Services INC., hereinafter called the Union. It is the intent and purpose of this Agreement to; 1.1 Establish procedures for the resolution of disputes concerning this Agreement's interpretation and/or application; and 1.2 Place in written form the parties' Agreement upon terms and conditions of employment for the duration of this Agreement. ARTICLE 2 RECOGNITION 2.1 The Employer recognizes the Union as the exclusive representative under Minnesota Statutes Section 179A.03, Subdivision 7, for all police personnel in the following job classification: Police Sergeants 2.2 In the event the Employer and the Union are unable to agree as to the inclusion or exclusion of a new or modified job class, the issue shall be submitted to the Bureau of Mediation Services for determination. ARTICLE 3 DEFINITIONS 3.1 UNION: Law Enforcement Labor Services, Inc. 3.2 UNION MEMBER: A member of Law Enforcement Labor Services, Inc. 3.3 EMPLOYEE: A member of the exclusively recognized bargaining unit. 3.4 DEPARTMENT: The City of Orono Police Department. 3.5 EMPLOYER: The City of Orono. 3.6 CHIEF: The Chief of the City of Orono Police Department. 3.7 UNION OFFICER: Officer elected or appointed by Law Enforcement Labor Services, Inc. 1 2242230 82 3.8 OVERTIME: Work performed at the express authorization of the Employer in excess of the employee's scheduled shift. 3.9 SCHEDULED SHIFT: A consecutive work period including rest breaks and a lunch shift. 3.10 REST BREAKS: Periods during the Scheduled Shift during which employee remains on continual duty and is responsible for assigned duties. 3.11 LUNCH BREAKS: A period during the Scheduled Shift during which the employee remains on continual duty and is responsible for assigned duties. 3.12 PROBATIONARY PERIOD: A one year period form date of hire or promotion. ARTICLE 4 EMPLOYER AUTHORITY 4.1 The employer retains the full and unrestricted right to operate and manage all manpower facilities, and equipment; to establish functions and programs; to set and amend budgets; to determine the utilization of technology; to establish and modify the organizational structure; to select, direct, and determine the number of personnel; to establish work schedules, and to perform any inherent managerial function not specifically limited by this agreement. 4.2 Any term and condition of employment not specifically established or modified by this agreement shall remain solely within the discretion of the employer to modify, establish, or eliminate. ARTICLE 5 UNION SECURITY 5.1 The employer shall deduct from the wages of employees who authorize such a deduction in writing an amount necessary to cover monthly union dues. Such monies shall be remitted as directed by the union. 5.2 The union may designate employees from the bargaining unit to act as a steward and an alternate and shall inform the employer in writing of such choice and changes in the position of steward and/or alternate. 5.3 The employer shall make space available on the employee bulletin board for posting UNION notice(s) and announcement(s). 5.4 The union agrees to indemnify and hold the employer harmless against any and all claims, suits, orders, or judgments brought or issued against the Employer as a result of any action taken or not taken by the Employer under the provisions of this Article. 2 2242230 83 ARTICLE 6 EMPLOYEE RIGHTS — GRIEVANCE PROCEDURE 6.1 DEFINITION OF GRIEVANCE A grievance is defined as a dispute or disagreement as to the interpretation or application of the specific terms and conditions of this Agreement. 6.2 UNION REPRESENTATIVES The Employer will recognize Representatives designated by the Union as the grievance representatives of the bargaining unit having the duties and responsibilities established by this Article. The Union shall notify the Employer in writing of the names of such Union Representatives and of their successors when so designated as provided by Section 6.2 of this Agreement. 6.3 PROCESSING A GRIEVANCE It is recognized and accepted by the Union and the Employer that the processing of grievances as hereinafter provided is limited by the job duties and responsibilities of the employees and shall therefore be accomplished during normal work hours only when consistent with such employee duties and responsibilities. The aggrieved employee and a Union Representative shall be allowed a reasonable amount of time without loss in pay when a grievance is investigated and presented to the Employer during normal work hours provided that the employee and the Union Representative have notified and received the approval of the designated supervisor who has determined that such absence is reasonable and would not be detrimental to the work programs of the Employer. 6.4 PROCEDURE Grievances, as defined by Section 7.1, shall be resolved in conformance with the following procedure: Step 1. An employee claiming a violation concerning the interpretation or application of this Agreement shall, within twenty-one (2 1) calendar days after such alleged violation has occurred, present such grievance to the employee's supervisor as designated by the Employer. The Employer -designated representative will discuss and give an answer to such Step 1 grievance within ten (10) calendar days after receipt. A grievance not resolved in Step 1 and appealed to Step 2 shall be placed in writing setting forth the nature of the grievance, the facts on which it is based, the provision or provisions of the Agreement allegedly violated, and the remedy requested and shall be appealed to Step 2 within ten (10) calendar days after the Employer -designated representative's final answer in Step 1. Any grievance not appealed in writing to Step 2 by the UNION within ten (10) calendar days shall be considered waived. Step 2. If appealed, the written grievance shall be presented by the Union and discussed with the Employer -designated Step 2 representative. The Employer -designated representative shall give the Union the Employer's Step 2 answer in writing within ten (10) calendar days after receipt of such Step 2 grievance. A grievance not resolved in Step 2 may be appealed to Step 3 within ten (10) calendar days following the Employer -designated representative's final Step 2 answer. Any grievance not appealed in writing to Step 3 by the Union within ten (10) calendar days shall be considered waived. 2242230 84 Step 3. A grievance unresolved in Step 3 and appealed to Step 4 by the Union shall be submitted to arbitration subject to the provisions of the Public Employment Labor Relations Act of 1971, as amended. For Grievance matters involving written disciplinary action, discharge, or termination, the assignment of an arbitrator shall be consistent with Minnesota Statute 626.892. For all other grievances, the selection of an arbitrator shall be made in accordance with the "Rules Governing the Arbitration of Grievances" as established by the Bureau of Mediation Services. 6.5 ARBITRATOR'S AUTHORITY A. The arbitrator shall have no right to amend, modify, nullify, ignore, add to, or subtract from the terms and conditions of this Agreement. The arbitrator shall consider and decide only the specific issue(s) submitted in writing by the Employer and the Union, and shall have no authority to make a decision on any other issue not so submitted. B. The arbitrator shall be without power to make decisions contrary to, or inconsistent with, or modifying or varying in any way the application of laws, rules, or regulations having the force and effect of law. The arbitrator's decision shall be submitted in writing within thirty (30) days following the close of the hearing or the submission of briefs by the parties, whichever be later, unless the parties agree to an extension. The decision shall be binding on both the Employer and the Union and shall be based solely on the arbitrator's interpretation or application of the express terms of this Agreement and to the facts of the grievance presented. C. The fees and expenses for the arbitrator's services and proceedings shall be borne equally by the Employer and the Union provided that each party shall be responsible for compensating its own representatives and witnesses. If either party desires a verbatim record of the proceedings, it may cause such a record to be made, providing it pays for the record. If both parties desire a verbatim record of the proceedings the cost shall be shared equally. 6.6 WAIVER If a grievance is not presented within the time limits set forth above, it shall be considered "waived". If a grievance is not appealed to the next step within the specified time limit or any agreed extension thereof, it shall be considered settled on the basis of the Employer's last answer. If the EMPLOYER does not answer a grievance or an appeal thereof within the specified time limits, the UNION 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 Employer and the Union. 6.7 CHOICE OF REMEDY If, as a result of the written Employer response in Step 3, the grievance remains unresolved, and if the grievance involves the suspension, demotion, or discharge of an employee who has completed the required probationary period, the grievance may be appealed either to Step 4 of Article VII or a procedure such as: Civil Service, Veteran's Preference, or Fair Employment. If appealed to any procedure other than Step 4 of Article VII the grievance is not subject to the arbitration procedure as provided in Step 4 of Article VIL The aggrieved employee shall indicate in writing which procedure shall be utilized --Step 4 of Article VII or another appeal procedure --and shall sign a statement to the effect that the choice of any other hearing precludes the aggrieved employee from making a subsequent appeal through Step 4 of Article VII. Except that with respect to statutes 2 2242230 85 under the jurisdiction of the United States Equal Employment Opportunity Commission, an employee pursuing a statutory remedy is not precluded from also pursuing an appeal under this grievance procedure. ARTICLE 7 SAVINGS CLAUSE This Agreement is subject to law. In the event any provision of this Agreement shall be held to be contrary to law by a court of competent jurisdiction from whose final judgment or decree no appeal has been taken within the time provided, such provision shall be voided. All other provisions of this Agreement shall continue in full force and effect. The voided provision may be renegotiated at the request of either party. ARTICLE 8 SENIORITY 8.1 Seniority shall be determined by the employee's length of continuous employment with the Police Department and posted in an appropriate location. Seniority rosters may be maintained by the Chief on the basis of time in grade and time within specific classifications. 8.2 During the probationary period a newly hired or rehired employee may be discharged at the sole discretion of the Employer. During the probationary period a promoted or reassigned employee may be replaced in his previous position at the sole discretion of the Employer. 8.3 A reduction of work force will be accomplished on the basis of bargaining unit seniority. Employees shall be recalled from layoff on the basis of bargaining unit seniority. An employee on layoff shall have an opportunity to return to work within two years of the time of layoff before any new employee is hired. 8.4 Senior employees will be given preference with regard to changes in job classification through transfer, assignment or promotion when the job relevant qualifications of employees are equal. 8.5 Once continuous vacation period shall be selected on the basis of seniority until March 15 of each calendar year. 8.6 After twelve (12) months continuous full-time service as a Sergeant will receive shift assignment preference for biddable shifts. ARTICLE 9 DISCIPLINE 9.1 The EMPLOYER will discipline employees for just cause only. Discipline will be in one of the following forms: a. oral reprimand; b. written reprimand; C. suspension; d. demotion; or e. discharge. 5 2242230 86 9.2 Suspensions, demotions and discharges will be in written form. 9.3 Written reprimands, notices of suspension, notices of demotion and notices of discharge which are to become part of an Employee's personnel file shall be read and acknowledged by signature of the Employee. Employees and the Union will receive a copy of such reprimands and/or notices. 9.4 Employees may examine their own individual personnel files at reasonable times under the direct supervision of the Employer. 9.5 Employees will not be questioned concerning an investigation of disciplinary action unless the employee has been given an opportunity to have a Union representative present at such questioning. 9.6 Grievances relating to this Article shall be initiated by the Union at Step 3 of the grievance procedure under Article VII of this Agreement. ARTICLE 10 WORK SCHEDULES 10.1 The normal work year for full-time employees is two thousand eighty (2,080) hours to be accounted for by each employee through: a. hours worked on assigned shifts; b. holidays; C. assigned training; d. authorized leave time. 10.2 Holidays and authorized leave time is to be calculated on the basis of the actual length of time of assigned shifts. 10.3 Nothing contained in this or any other ARTICLE shall be interpreted to be a guarantee of a minimum or maximum number of hours the EMPLOYER may assign employees. ARTICLE 11 OVERTIME 11.1 Employees will be compensated at one and one-half (1-1/2) times the employee's regular base pay rate for hours worked in excess of the employee's regularly scheduled shift. Changes of shift do not qualify an employee for overtime under this Article. 11.2 Overtime will be distributed as equally as practicable. 11.3 Overtime refused by employees will for record purposes under Article 12.2 be considered as unpaid overtime worked. 11.4 For the purpose of computing overtime compensation overtime hours shall not be pyramided, compounded or paid twice for the same hours worked. 11.5 Overtime will be calculated to the nearest fifteen (15) minutes. 0 2242230 87 11.6 Employees have the obligation to work overtime or call backs if requested by the employer unless unusual circumstances prevent the employee from so working. ARTICLE 12 COMPENSATORY TIME 12.1 As an alternative to payment of overtime compensation, the employee may receive an hour of compensatory time plus one half-hour in cash for each hour worked for time worked as follows: a) All hours worked over 171 hours in a 28-day work period. b) Recalls to work to fill in shifts, including but not limited to filling in shifts for vacation, sick leave, holidays. 12.2 For other hours not covered in 12.1 the employee, by mutual Agreement, may earn compensatory time at an overtime rate. 12.3 The employee may accrue up to 48 hours in a compensatory bank to be used within the compensatory time policy of the City. 12.4 Prior to December 31 st of each year, an employee must cash out all but 24 hours of compensatory time and those remaining hours not cashed remain available for use in the following year. 12.5 An employee with an accrual within their compensatory bank of up to 48 hours must notify Finance Department by June 15th for the payroll cycle following this date, if the employee is choosing to cash out during this additional time and how much they would like to be cashed out. ARTICLE 13 CALL BACK TIME An employee who is called to duty during their scheduled off -duty time shall receive a minimum of three (3) hours pay at one and one-half (1 1/2) times the employee's base pay rate. An extension or early report to a scheduled shift for duty does not qualify the employee for the three (3) hour minimum. ARTICLE 14 COURT STANDBY TIME 14.1 An Employee who is required to appear in court during the Employee's scheduled off - duty time shall receive a minimum of three (3) hours pay at one and one-half(1.5) times the Employee's base pay rate. An extension or early report to a regularly scheduled shift for duty does not qualify the Employee for the three (3) hour minimum. 14.2 Employees required by the Employer to standby for a potential court appearance shall be paid a minimum of three (3) hours for such standby time at the rate of one hour pay for each hour on standby. If an Employee on standby is required to report to court, standby time is then converted to court time as provided in Section 14.1. 7 2242230 88 14.3 Employees who have been placed on standby and who are not notified of a court cancellation prior to 5:00 p.m. on the day preceding the scheduled appearance will be paid for the appearance in the same fashion as described in Section 14.2 of this Agreement ARTICLE 15 UNIFORMS The employer will provide all City -required uniform articles and equipment. ARTICLE 16 INJURY ON DUTY Employees injured during the performance of their duties for the EMPLOYER and thereby rendered unable to work for the EMPLOYER will be paid the difference between the employee's regular pay and the Worker's Compensation insurance payments for a period not to exceed ninety (90) working days per injury, not charged to the employee's vacation, sick leave, or other accumulated leave, or other accumulated paid benefits, after a three (3) working day initial waiting period per injury. The three (3) day working day waiting period shall be charged to the employee's sick leave account less Worker's Compensation insurance. ARTICLE 17 WAGES 17.1 Wages. The following wage schedules shall be in effect: Year START Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 2026 $54.01 $55.09 $56.19 $57.31 $58.46 $59.64 $60.82 2027 $57.25 $58.40 $59.56 $60.75 $61.97 $63.22 $64.47 2028 $60.11 $61.32 $62.54 $63.79 $65.07 $66.38 $67.69 Years of Service Year 10 15 2026 $62.35 $63.91 2027 $66.09 $67.74 2028 $69.39 $71.13 17.2 Placement within the Pay Scale. New sergeants will be placed on the salary schedule as agreed between the employee and employer. As a general guideline the following table will be used to account for years of experience when placing new Sergeants. Other factors may include but are not limited to past performance reviews, education and selection panel recommendations. Step Start 1 2 3 4 5 Years of Patrol Officer experience. 0-5 6-8 9-13 14-17 17-19 20+ 2242230 89 17.3 Specialty Pay. Position Specialty Pay Condition Investigative Sergeant $ 325 per month While assigned Field Training Officer $ 150 per month While assigned Coordinator SWAT 1.5 x base pay While on a callout/activation as a SWAT Operator or at local training' Metro Field Force 1.5 x base pay While at training Field Training Officer +1.5 hr base pay or Per 12 hour shift while actively training (Certified) compensatory time Trainers2 1.5 x base pay While leading training (Certified) ' Local training for SWAT; does not include the training at Camp Ripley. All other SWAT rainings qualify for the Specialty Incentives in this section. Use of Force, Fire Arms, 40mm, Taser, Defensive Tactics 17.4 A sergeant assigned by the City Council to temporarily assume the full responsibilities and authority of the Police Chief shall receive a wage from the Police Chief Pay scale resulting in a minimum of a 10% increase over their current Sergeant's wage. ARTICLE 18 INSURANCE 18.1 Effective January 1, 2026, in accordance with the Affordable Care Act, the EMPLOYER's contribution per employee receiving medical coverage shall be 100% of the premium cost for health insurance and an additional $100 per month toward a cafeteria benefit plan that offers health insurance, life insurance, long-term disability, and dental insurance, subject to the health insurance opt -out provisions set out in paragraph 18.2. 18.2 HEALTH INSURANCE OPT -OUT OPTION. If a health insurance opt -out option is available with the City's group health insurance plan, an employee who has health insurance through a group -sponsored plan elsewhere may elect to waive health insurance coverage. An employee who waives health insurance coverage will receive $100 per month as an opt -out credit to use through the City's cafeteria benefit plan. 18.3 An employee who elects to waive health insurance coverage, as provided in Paragraph 19.2, shall remain eligible to qualify for continued health insurance coverage from the EMPLOYER under Minn. Stat. § 299A.465. For purposes of determining continued health insurance coverage, an EMPLOYEE who waives health insurance coverage shall be treated as though the EMPLOYEE had elected to and was receiving single health insurance coverage from the EMPLOYER at the time the EMPLOYEE sustained a duty disability that entitles the EMPLOYEE to continued health insurance coverage under Minn. Stat. § 299A.465 0 2242230 90 ARTICLE 19 VACATIONS 19.1 Employees will accumulate vacation leave according to the following schedule. The Employer may place new hires at a vacation accrual rate appropriate to their experience as agreed between the employer and employee at time of hire. 0 through 5 years continuous service 10 days ( 80 hours) 6 through 10 years continuous service 15 days (120 hours) 11 through 15 years continuous service 20 days (160 hours) 16 through 19 years continuous service 23 days (184 hours) 20 years and over continuous service 25 days (200 hours) The maximum accumulation of vacation is 240 hours. ARTICLE 20 HOLIDAYS 20.1 Each employee shall receive 13 (104 hours) floating holidays accrued on a prorated basis each year to be used in the same manner as vacations. For each holiday hour not used each employee shall receive an hour of pay up to 104 hours per year. Payment is to be made on the first day in December of each calendar year. 20.2 Employees who are scheduled to work on New Year's Day, Martin Luther King Jr. Day, Presidents' Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Veterans' Day, Thanksgiving Day, Friday after Thanksgiving, Christmas Eve and Christmas Day shall receive an additional one-half hour of pay for each hour worked on each of these twelve holidays. 20.3 Holiday hours commence at 0000 hours and end at 2359 hours on the actual day of the holiday for employees working shifts. Employees working a Monday through Friday schedule shall observe the holidays on the same days as the other City Employees. ARTICLE 21 SICK LEAVE AND BEREAVMENT LEAVE 21.1 Each employee shall earn eight (8) hours of sick leave per month. 21.2 Each employee shall be allowed to accumulate sick leave up to the maximum amount of nine hundred sixty (960) hours. 21.3 In addition any hours over 960 hours accrued shall go into a catastrophic sick leave bank, which may be used any time the person is sick for more than 30 consecutive calendar days. The maximum accrued in this bank is 320 hours and is not useable for severance purposes under Article 23. 21.4 Bereavement Leave. All Full-time regular Employees will be allowed up to 3 consecutive working days paid funeral leave, if requested. This time will not be deducted from any accruals of the Employee. This applies for the death of immediate family. Immediate family members include child (natural, step, adopted, or foster), spouse or registered, domestic partner, siblings, (natural, step, adopted, or foster), parent (biological, step or foster), grandchild (natural, step, adopted or foster), grandparent (natural or step), a child of a sibling of the employee, a sibling of 10 2242230 91 the parents of the employee, a child-in-lar, or sibling -in-law, any member of the family members listed of a spouse or registered domestic partner. 21.5 Minnesota Paid Family and Medical leave Act. Beginning January 1, 2026, the employer shall contribute the statutory obligation. If the Employee qualifies for both Minnesota Paid Leave and Family and Medical Leave Act (FMLA) program for the leave, they must take both programs concurrently. ARTICLE 22 SEVERANCE PAY 22.1 Accumulated sick leave balance. Each employee with at least three (3) years, but less than twelve (12) years, of service with the employer 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 with the Employer will receive, upon honorable termination, one-half (1/2) of the employee's accumulated sick leave as severance pay. Upon honorable termination, the employee's sick leave balance shall be paid into the Post Employment Health Care Savings Plan as defined in this labor Agreement. 22.2 Accumulated Vacation and Comp Time balances. Each employee will have their unused vacation and comp time balances paid out in cash to the employee upon termination of employment. ARTICLE 23 POST EMPLOYMENT HEALTH CARE SAVINGS ACCOUNT Each employee shall participate in the Minnesota Post Employment Health Care Savings Plan (HCSP) established under Minnesota Statutes section 352.98. All funds collected by the employer on behalf of the employees shall be deposited into the HCSP. Commencing January 1, 2008, each employee shall contribute 2% of salary to the HCSP. The employer shall deduct this amount from each payroll check. Upon termination of employment 100% of severance pay, as that term is defined in this Labor Agreement, shall be deposited into the HCSP. ARTICLE 24 POST LICENSE The employer agrees to pay the cost of the employee's post license fees. ARTICLE 25 WAIVER 25.1 Any and all prior Agreements, resolutions, practices, policies, rules and regulations regarding terms and conditions of employment, to the extent inconsistent with the provisions of this Agreement, are hereby superseded. 25.2 The parties mutually acknowledge that during the negotiations which resulted in this Agreement, each had the unlimited right and opportunity to make demands and proposals with respect to any terms or conditions of employment not removed by law from bargaining. All Agreements and understandings arrived at by the parties are set forth in writing in this Agreement for the stipulated duration of this Agreement. The employer and the union each voluntarily and unqualifiedly waives the right to meet and negotiate regarding any and all terms and conditions of 11 2242230 92 employment referred to or covered in this Agreement or with respect to any term or condition of employment not specifically referred to or covered by this Agreement, even though such terms or conditions may not have been within the knowledge or contemplation of either or both parties at the time this contract was negotiated or executed. ARTICLE 26 DAYLIGHT SAVINGS Police Sergeants working shifts during daylight savings will only be paid for the actual hours worked. ARTICLE 27 EYEWEAR REPLACEMENT Prescription eyewear damaged in the line of duty will be replaced at a cost not to exceed Three Hundred and no/100ths ($300.00) Dollars. ARTICLE 28 TRAVEL TIME Employees attending voluntary/optional training will be eligible for up to 1 (one) hour of paid travel time at their regular rate of pay. Travel time will be calculated as time from the Orono Police Department to the training site. ARTICLE 29 DURATION This Agreement shall be effective as of the first (I') day of January, 2026 and remain in full force and effect until the thirty-first (31 st) day of December, 2028. 12 2242230 93 IN WITNESS WHEREOF, the parties hereto have executed this AGREEMENT on this day of , 2025 . FOR THE CITY OF ORONO LAW ENFORCEMENT LABOR SERVICES Bob Tunheim, Mayor Adam T. Edwards, City Administrator 13 2242230 94 AGENDA ITEM Date: December 8, 2025 Title: Personnel Policy Amendments - Resolution 7647 Presenter: Maggie Jin, Finance Director Section: Consent Agenda Purpose: The purpose of this item is to update the City of Orono Personnel Policy Handbook. Item: 10 2. Background: The personnel policy contains the personnel policies and procedures that govern the city and employee relations. Staff continuously looks at the policies to ensure that it is staying up to date with legislations and good practice. Some of the key changes are as follows: • Section 2.09 - Clarified the definition of smoking per the Minnesota Clean Indoor Air Act; • Section 3.16 - Added look -back period for part-time employee's eligibility for benefit eligibility purpose; • Section 4.06 - Added rejection examples for background checks; • Section 6.03 - Amended unpaid lunch period for six or more consecutive work hours per state statute update (previously was eight hours or more) and added in clause that allows employees to combine their unpaid lunch with their paid breaks; • Section 9.05 - Added cap of 2 classes per semester reimbursable for tuition reimbursement policy; • Section 11.02 - Vacation table has been updated to follow bargaining units vacation schedule, which simplifies future years' rates; • Section 11.03 - Changed title from "funeral" to "bereavement" leave and updated city's definition of immediate family members; • Section 11.16 - Clarified when the rolling twelve-month period begins (first date of leave); • Section 11.17 - Added Paid Family and Medical Leave policy per the law going into effect on January 1, 2026; • Section 14.02 to 14.03 - Clarified calculation for years of service and added health care savings plan waiver option; • Section 17.08 - Clarified reimbursement policy for meals and events; • Section 2 1. 10 - Added Al section in IT policy; • Section 21.13 - Clarified cellphone allowance policy; • Section 23.02 - Added new and annual employee logo wear section to allow staff a credit to purchase city logo wear; • Appendix H. - Added termination clause to policy and updated credit card user agreement verbiage and amended form. Credit card policy will be part of the Financial Policy adoption at the next update. Remaining changes were minor, including formatting. The redlined version of the employee handbook is included with this action item. 3. Staff Recommendation: Staff recommends adopting Resolution 7647 to amend the personnel policy handbook. 95 COUNCIL ACTION REQUESTED Motion to adopt Resolution 7647 amending the personnel policy handbook in Exhibit A. Exhibits A. Personnel Policy Clean Version B. Personnel Policy Redlined Version C. Resolution 7647 Amend Personnel Policy 96 Adopted by Orono City Council on December 8, 2025 97 Table of Contents Article1. INTRODUCTION .................................................................................................................. 7 Section1.01 Purpose............................................................................................................................... 7 Section1.02 Scope................................................................................................................................... 7 Section 1.03 EEO Policy Statement........................................................................................................ 7 Section 1.04 Data Practices Advisory..................................................................................................... 7 Section1.05 Media Requests................................................................................................................... 8 Section 1.06 Personal Communications and Use of Social Media.......................................................... 9 Article 2. CITYWIDE WORK RULES AND CODE OF CONDUCT ............................................... 11 Section 2.01 Conduct as a City Employee............................................................................................ 11 Section 2.02 Attendance and Absence................................................................................................... 11 Section 2.03 Access to and Use of City Property.................................................................................. 12 Section2.04 Appearance....................................................................................................................... 12 Section 2.05 Conflict of Interest............................................................................................................ 13 Section 2.06 Falsification of Records.................................................................................................... 14 Section 2.07 Personal Communications................................................................................................ 14 Section 2.08 Political Activity............................................................................................................... 14 Section2.09 Smoking............................................................................................................................ 15 Section2.10 Gifts.................................................................................................................................. 15 Article 3. DEFINITIONS..................................................................................................................... 16 Section3.01 Authorized Hours............................................................................................................. 16 Section3.02 Benefits............................................................................................................................. 16 Section 3.03 Benefit Earning Employees.............................................................................................. 16 Section3.04 Core Hours........................................................................................................................ 16 Section3.05 Demotion.......................................................................................................................... 16 Section3.06 Direct Deposit................................................................................................................... 16 Section3.07 Employee.......................................................................................................................... 16 Section3.08 Exempt Employee............................................................................................................. 16 Section 3.09 FICA (Federal Insurance Contributions Act)................................................................... 16 Section3.10 Fiscal Year........................................................................................................................ 16 Section 3.11 Full -Time Employee......................................................................................................... 16 Section 3.12 Hours of Operation "Office Hours".................................................................................. 17 Section 3.13 Management Employee.................................................................................................... 17 Section 3.14 Non -Exempt Employee..................................................................................................... 17 Section 3.15 Paid -On -Call Firefighter (POC)....................................................................................... 17 Page 2 of 151 98 5ection3.16 Part -Time Employee........................................................................................................... 17 Section3.17 Pay Period........................................................................................................................... 17 Section 3.18 PERA (Public Employees Retirement Association)........................................................... 17 Section3.19 Promotion........................................................................................................................... 17 Section 3.20 Reclassify (see Appendix F for detailed guidelines and process) ...................................... 17 Section 3.21 Seasonal Employee............................................................................................................. 17 Section 3.22 Service Credit / Time........................................................................................................ 17 Section3.23 Temporary Employee....................................................................................................... 18 Section 3.24 Training/Probationary Period........................................................................................... 18 Section3.25 Transfer............................................................................................................................. 18 Section3.26 Weapons........................................................................................................................... 18 Section3.27 Workweek......................................................................................................................... 18 Article 4. EMPLOYEE RECRUITMENT AND SELECTION........................................................... 19 Section4.01 Scope................................................................................................................................. 19 Section 4.02 Features of the Recruitment System................................................................................. 19 Section 4.03 Testing and Examinations................................................................................................. 19 Section 4.04 Pre -Employment Medical Exams..................................................................................... 19 Section 4.05 Selection Process.............................................................................................................. 20 Section4.06 Background Checks.......................................................................................................... 20 Section 4.07 Training Period (see also 3.23)......................................................................................... 21 Article 5 ORGANIZATION............................................................................................................... 22 Section 5.01 Job Descriptions................................................................................................................ 22 Section 5.02 Assigning and Scheduling Work...................................................................................... 22 Section 5.03 Job Descriptions and Classifications................................................................................ 22 Section5.04 Layoff............................................................................................................................... 22 Article6. HOURS OF WORK............................................................................................................. 23 Section6.01 Work Hours...................................................................................................................... 23 Section6.02 Core Hours........................................................................................................................ 23 Section 6.03 Meal Breaks and Rest Periods.......................................................................................... 23 Section 6.04 Adverse Weather Conditions............................................................................................ 23 Article7. COMPENSATION.............................................................................................................. 25 Section7.01 Direct Deposit................................................................................................................... 25 Section 7.02 Improper Deduction and Overpayment Policy................................................................. 25 Section7.03 Time Reporting................................................................................................................. 26 Section 7.04 Overtime / Compensatory Time....................................................................................... 26 Section 7.05 Non -Exempt (Overtime -Eligible) Employees.................................................................. 26 Section 7.06 Exempt (Non -Overtime -Eligible) Employees.................................................................. 27 Page 3 of 151 Section 7.07 Leave Policy for Exempt Employees............................................................................... 28 Article 8. PERFORMANCE REVIEWS................................................................................................ 29 Article9. BENEFITS........................................................................................................................... 30 Section 9.01 Health, Dental, Life Insurance.......................................................................................... 30 Section 9.02 Retirement/PERA............................................................................................................. 30 Section 9.03 Retirement/Deferred Compensation................................................................................. 30 Section 9.05 Tuition Reimbursement (see Appendix B for detailed policy and forms) ........................ 31 Section 9.06 Worker's Compensation................................................................................................... 31 Article10. HOLIDAYS......................................................................................................................... 32 Article 11. LEAVES OF ABSENCE..................................................................................................... 33 Section 11.01 Earned Sick and Safe Leave (ESST)................................................................................ 33 Section11.02 Vacation Leave................................................................................................................. 36 Section 11.03 Bereavement Leave.......................................................................................................... 37 Section 11.04A Military Leave................................................................................................................ 37 Section 11.04B Military Leave for Family Members.............................................................................. 38 Section 11.04C Military Leave for Family Member Injured or Killed in Active Service ....................... 38 Section 11.04D Civil Air Patrol............................................................................................................... 38 Section11.05 Jury Duty.......................................................................................................................... 38 Section11.06 Court Appearances............................................................................................................ 39 Section 11.07 Victim or Witness Leave.................................................................................................. 39 Section 11.08 Job Related Injury or Illness............................................................................................. 39 Section 11.09 Pregnancy and Parenting Leave........................................................................................ 39 Section 11.10 Administrative Leave....................................................................................................... 40 Section11.11 Adoptive Parents............................................................................................................... 40 Section 11.12 School Conference Leave................................................................................................. 40 Section 11.13 Bone Marrow/Organ Donation Leave.............................................................................. 40 Section 11.14A Elections / Voting........................................................................................................... 40 Section 11.14B Delegates to Party Conventions...................................................................................... 41 Section 11.15 Regular Leave without Pay............................................................................................... 41 Section 11.16 Family and Medical Leave............................................................................................... 42 Section 11.17 Paid Family and Medical Leave (PFML)......................................................................... 43 Section 11.18 Reasonable Work Time for Nursing Mothers................................................................... 45 Section 11.19 Light Duty/Modified Duty Assignment............................................................................ 46 Section 11.20 Reasonable Accommodations to an Employee for Health Conditions Relating to Pregnancy................................................................................................................................................. 46 Article 12. RESPECTFUL WORKPLACE POLICY............................................................................ 48 Section12.01 Applicability..................................................................................................................... 48 Page 4 of 151 100 Section 12.02 Abusive Customer Behavior............................................................................................. 48 Section 12.03 Types of Disrespectful Behavior...................................................................................... 48 Section 12.04 Employee Response to Disrespectful Workplace Behavior ............................................. 49 Section 12.05 Supervisor's Response to Allegations of Disrespectful Workplace Behavior .................. 50 Section 12.06 Special Reporting Requirements....................................................................................... 51 Section 12.07 Confidentiality.................................................................................................................. 52 Section12.08 Retaliation......................................................................................................................... 52 Article 13. POSSESSION AND USE OF DANGEROUS WEAPONS ................................................ 53 Article 14. SEPARATION FROM SERVICE....................................................................................... 54 Section14.01 Resignations...................................................................................................................... 54 Section14.02 Severance Pay................................................................................................................... 54 Section 14.03 Post -Retirement Health Care Savings Plan...................................................................... 54 Section 14.04 Continuation of Group Health and Dental Insurance....................................................... 55 Article 15. DISCIPLINE........................................................................................................................ 56 Section15.01 General Policy.................................................................................................................. 56 Section 15.02 No Contract Language Established................................................................................... 56 Section15.03 Process.............................................................................................................................. 56 Article 16. GRIEVANCE PROCEDURE.............................................................................................. 58 Section16.01 Waiver.............................................................................................................................. 58 Article 17. EMPLOYEE EDUCATION AND TRAINING................................................................... 59 Section17.01 Policy................................................................................................................................ 59 Section 17.02 Job -Related Training and Conferences............................................................................. 59 Section 17.03 Job -Related Meetings....................................................................................................... 59 Section 17.04 Request for Participation in Training and Conferences.................................................... 59 Section 17.05 Out of State Travel........................................................................................................... 59 Section 17.06 Compensation for Travel and Training Time................................................................... 59 Section 17.07 Memberships and Dues..................................................................................................... 59 Section 17.08 Travel and Meal Allowance (see Appendix E for form) .................................................. 60 Article 18. OUTSIDE EMPLOYMENT................................................................................................ 61 Article 19. DRUG FREE WORKPLACE.............................................................................................. 62 Section 19.01 Drug/Alcohol Testing Policy............................................................................................ 62 Article 20. CITY DRIVING POLICY................................................................................................... 63 Section 20.01 Records Review................................................................................................................ 63 Section 20.02 Cell Phone use while driving............................................................................................ 63 Article 21. CITY TECHNOLOGY........................................................................................................ 64 Section21.01 Purpose.............................................................................................................................. 64 Section 21.02 General Information.......................................................................................................... 64 Page 5 of 151 101 Section21.03 Personal Use...................................................................................................................... 64 Section21.04 IT Hardware...................................................................................................................... 65 Section21.05 IT Software........................................................................................................................ 65 Section 21.06 Electronic Mail.................................................................................................................. 65 Section 21.07 Electronic Calendars.......................................................................................................... 66 Section 21.08 Personal Devices............................................................................................................... 66 Section21.09 Security.............................................................................................................................. 66 Section2 1. 10 Internet.............................................................................................................................. 67 Section2 1. 11 Data Retention................................................................................................................... 67 Section 21.12 Electronic Mobile devices (including Cell Phones)......................................................... 68 Section 21.13 Cell Phone Monthly Allowance Election.......................................................................... 68 Section21.14 Procedures......................................................................................................................... 69 Section21.15 Responsibility................................................................................................................... 69 Article22. SAFETY............................................................................................................................... 70 Section 22.01 Reporting Accidents and Illnesses.................................................................................... 70 Section 22.02 Safety Equipment/Gear..................................................................................................... 70 Section 22.03 Unsafe Behavior............................................................................................................... 70 Section 22.04 Access to Gender -Segregated Activities and Areas......................................................... 70 Article 23. EMPLOYEE RECOGNITION............................................................................................ 71 Section 23.01 Service Recognition.......................................................................................................... 71 Section 23.02 Service Awards and Events............................................................................................... 71 Appendix A. Performance Evaluation Process and Forms................................................................... 73 Appendix B. Tuition Reimbursement Policy and Forms..................................................................... 99 AppendixC. Website Policy.............................................................................................................. 103 Appendix D. Information Technology Policies and Forms............................................................... 106 Appendix E. Expense/Reimbursement Report .................................................................................. 114 Appendix F. Position Reclassification Guidelines and Process......................................................... 116 Appendix G. Flexible Work Arrangement Policy.............................................................................. 122 Appendix H. Credit Card Policy........................................................................................................ 130 Appendix I. Drug and Alcohol Testing for Commercial Drivers Policy ......................................... 135 Page 6 of 151 102 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 not apply to: 1. Elected officials 2. City attorney Except where specifically noted, these policies do 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 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 Page 7 of 151 103 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 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 Page 8 of 151 104 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, 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." 0 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 Page 9 of 151 105 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). Page 10 of 151 106 Article 2. CITYWIDE WORK RULES AND 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 and 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. Page l l of 151 107 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 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. Page 12 of 151 108 • 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. The following actions by an employee of the City of Orono shall be deemed a conflict of interest and subject to disciplinary action as appropriate: • Use or attempted use of the employee's official position to secure benefits, privilege exceptions, or advantages for the employee or the employee's immediate family or organization with which the employee's immediate family or organization with which the employee is associated, which are different from the available to the public. • Acceptance of other contractual relationship that will affect the employee's independent judgment in exercise of the employee's official duties. Page 13 of 151 109 • Actions as an agent or attorney in any action or matter pending before the City of Orono, except in the proper discharge of official duties or on the employee's behalf or as a member of a labor bargaining unit. To prevent conflict of interest, City employees shall not appoint, employ, supervise or participate in a hiring decision involving any immediate "Family Member" (Definition per Minn. Stat. § 181.9445, subd. 7.). This includes the following members: • Spouse or registered domestic partner • Child (natural, foster, or adopted), siblings (natural, step, or foster), grandchild (natural, step, or foster), grandparent (natural or step), child of a sibling of the employee, sibling of the parents of the employee, child -in-law, sibling -in-law • Any of the family members listed above of a spouse or registered domestic partner • Any other individuals related by blood or whose close association with the employee is equivalent of a family relationship For purposes of this policy, a supervisor is an employee who is responsible for, or effectively contributes to, an employee's performance appraisal; issues or recommends discipline; establishes work assignments or directs an employee's work; adjusts or recommends adjustments to grievances; or who is accountable for an employee's time, such as scheduling, approving overtime and/or timesheets. City employees shall not directly or indirectly supervise an immediate family member. The supervisory -subordinate relationship shall be interpreted to include all levels of supervisors within the chain of command, not just the immediate supervisor. If the immediate family relationship is formed after employment, both employees must disclose the relationship to the Department Head and Human Resources so that immediate steps, such as transfer, voluntary resignation, or dismissal from employment can be taken to resolve conflict with this policy. Should an employee not accept an offer to transfer to another division or department, as applicable, or should no transfer option be available, the employee may be dismissed. It shall be within the sole discretion of the City to determine which employee to dismiss based on the best interests of the City. All employees shall refrain from intervening in any employment matter involving an immediate family member and shall refrain from involvement in any employment matter which may be viewed as a conflict of interest. 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. 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 Page 14 of 151 110 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 (MCIAA). All city buildings and vehicles, in their entirety, shall be designated as smoke free. Smoking is defined as inhaling, exhaling, burning, or carrying any lighted or heated cigar, cigarette, pipe, or other lighted or heated product that contains nicotine, tobacco, marijuana, or other plant and is intended for inhalation. Smoking includes carrying or using an activated electronic delivery device, commonly known as vaping. Places of employment are indoor areas where two or more persons perform services, whether or not the persons are paid. Public places are any enclosed, indoor area used by the general public. Smoking of any kind 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. It is a petty misdemeanor to smoke, or to permit someone to smoke, in an area where smoking is prohibited or restricted by the MCIAA. Section 2.10 Gifts City employees may not solicit or accept gifts from any person or company that has a direct financial interest in a decision that the City is authorized to make. No gift may be accepted from consultants, vendors, permit applicants, job applicants, local businesses, or others that have a financial interest in the decision the City may make. The only exceptions to the ban on gifts are: • services of insignificant monetary value; • a plaque or similar memento recognizing individual services in a field of specialty or a charitable cause; • a trinket or memento costing $5 or less; • informational material of insignificant value; • food or beverage given at a reception, meal, or meeting away from the employee's place of work by an organization before whom the employee appears to make a speech or answer questions as part of a program; • gifts given because of the employee's membership in group, a majority of whose members are not local officials, and an equivalent gift is given to the other members of the group; or • gifts given by a person who is a member of the employee's family unless the gift is given on behalf of someone who is not a member of the family. • gifts given by a national or multistate organization of governmental organizations or public officials, if a majority of the dues to the organization are paid from public funds, to attendees at a conference sponsored by that organization, if the gift is food or a beverage given at a reception or meal and an equivalent gift is given or offered to all other attendees. Minn. Stat. §471.895 and Minn. Stat. §471.87 Page 15 of 151 111 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 Employees who are required to work forty (40) or more hours per week year-round in an ongoing position. Page 16 of 151 iIFIA 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. 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. The look -back period for eligibility is 3-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 F 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 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 and 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. Page 17 of 151 113 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 and 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). Page 18 of 151 114 Article 4. EMPLOYEE RECRUITMENT AND 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. Page 19 of 151 115 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. The following will result in the rejection of employment consideration: • Not a citizen of the United States; • Failure to disclose or provide false information on the application; • Failure to cooperate with background check and reference check processes. The following may result in the rejection of employment consideration: • Felony, Gross Misdemeanor, or Misdemeanor charge/conviction that resulted in De Novo or Diversion, a pardon or expungement; • D.U.I, D.W.I, Implied Consent, or B.A.C. over 0.08, on the driving record in the last 5 years; • Receiving or concealing stolen property; • Evidence or admission of past abuse of controlled substance within the last 10 years; • Affiliation or association with documented gang member(s) or known criminals; • An undesirable discharge from the military or an honorable discharge which indicates the applicant is not eligible for re -enlistment; • Documented instances of undesirable work habits; • Documented pattern of unfitness or patterns of misconduct; • Documented instances of misconduct by prior employers; • Insufficient references or unsatisfactory references or unsatisfactory personal qualifications; • Additional factors to be considered are the seriousness of the crime, multiple occurrences of a crime, length of time between crimes and when the crime was committed. Page 20 of 151 116 The lists above are not intended to be all inclusive. There may be other factors that would lead to a rejection of employment not listed. 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. Page 21 of 151 117 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. Page 22 of 151 118 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 an unpaid 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 G 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 six or more consecutive hours. Employees are allowed to combine their paid fifteen -minute breaks with their unpaid thirty -minute lunch period or any other combinations throughout their work shift. Employees are expected to use these breaks as intended and will not be permitted to adjust work start time or 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. Minn. Stat. § 177.253 and Minn. Stat. § 177.254 and Minn. R. 5200.0120. 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. Page 23 of 151 119 Decisions to cancel departmental programs (special events, recreation programs, etc.) will be made by the respective supervisor or the city administrator. Page 24 of 151 120 Article 7. COMPENSATION The regular payday for all City employees is on alternating Thursdays. The payroll is calculated for the two -week period ending the Sunday prior to the Thursday payday. When a payday falls on an official holiday, employees will receive their pay on the preceding work day or business 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. Rate of pay will be based on the rate the employee earns on the last day of the pay period. Compensation for part-time, 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 and/or benefit portal. Election judges are exempted from this rule and will be paid via paper check. 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 and the Finance department. 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. 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 Page 25 of 151 121 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. 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 Page 26 of 151 iV*A 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: 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. Page 27 of 151 123 • 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 Finance department 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. Exempt employees are subject to Section 6.02, plus evening meetings as necessary, or as agreed upon per a flexible work arrangement. 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 40-hour workweek. Exempt employees must coordinate their absence with 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. Page 28 of 151 124 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. Page 29 of 151 125 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 • Supplemental Insurance (Medical, Accidental, Group, etc.) 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, and Mission Square Retirement (formerly ICMA). Information on these plans can be found in the City benefit summary package. Page 30 of 151 126 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, with a maximum of 2 classes per semester reimbursable. 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. Page 31 of 151 127 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. Page 32 of 151 128 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 Earned Sick and Safe Leave (ESST) Earned Sick and 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 and Safe Leave does not accrue during an unpaid leave of absence. • Full-time employees will accrue Sick and 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 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 and 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 and 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 and 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 and Safe Leave an employee must work at least 80 hours in a 12-month period for the city. • Paid on call firefighters will not earn Sick and Safe Leave effective May 25, 2024 due to Law Changes. For reference visit MN Dept of Labor. • Sick and Safe Leave may be used only for days when the employee would otherwise have been at work. • Full Time and Part -Time employees will not be allowed to have more than 960 hours (120 working days) of Sick and 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 and Safe Leave with pay has no value upon termination or retirement except as provided in the "Severance Pay at Retirement / Termination of Employment in Good Standing / Sick and Safe Leave Handling at Termination" section of this handbook. Page 33 of 151 129 • Temporary and Seasonal employees that finish their employment and return within 180 days will have their unused Sick and Safe Leave carried over. The Sick and Safe Leave amount cannot be more than 80 hours. Sick and Safe Leave may be used as follows: • 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 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 Page 34 of 151 130 To be eligible for Sick and 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. 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 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 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; 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; Page 35 of 151 131 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 accrue as indicated below: Years of Service Per Year Per Pay Period 0 through 5 years of continuous service 80 Hours 3.08 hours 6 through 10 years of continuous service 120 Hours 4.62 hours 11 through 15 years of continuous service 160 Hours 6.15 hours 16 through 19 years of continuous service 184 Hours 7.08Hours 20 years and more of continuous service 200 Hours 7.69/pay period a. Eligibility Full-time employees will earn vacation leave in accordance with the above schedule. Part-time employees who is scheduled to work at least 20 hours per week on a regular basis will accrue one (1) hour of vacation leave for every thirty (30) hours worked. 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. 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 Page 36 of 151 132 approved by the City Administrator, vacation leave will not be earned during an unpaid leave of absence unless covered by FMLA or MN Paid Leave. 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 Bereavement Leave All Full-time regular Employees will be allowed up to 3 days paid funeral leave, if requested. This time will not be deducted from any accruals of the Employee. This applies for the death of immediate family. Immediate family members include child (natural, step, adopted ,or foster), spouse or registered domestic partner, siblings, (natural, step, adopted, or foster), parent (biological, step or foster), grandchild (natural, step, adopted, or foster), grandparent (natural or step), a child of a sibling of the employee, a sibling of the parents of the employee, a child -in-law, or sibling -in-law, any member of the family members listed of a spouse or registered domestic partner. 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 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. Page 37 of 151 133 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 31Oh- 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 and 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 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 Page 38 of 151 134 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: Sick and Safe Leave under the Sick and 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. 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 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. Page 39 of 151 135 Employees are required to use accrued leave (i.e., sick leave, vacation leave, etc.) during Pregnancy and Parenting Leave, except that the Pregnancy and Parenting Leave will not be reduced by any period of paid or unpaid leave taken for prenatal care medical appointments. 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. During any leave for which an employee is entitled to benefits or leave under this section, the employer will maintain coverage under any group insurance policy, group subscriber contract, or health care plan for the employee and any dependents as if the employee was not on leave, provided, however, that the employee must continue to pay any employee share of the cost of the benefits. For reference, see Minn. Stat. § 181.940 and 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 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. Minn. Stat. § 181.940 and 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 be discharge, discipline, penalize, interfere with, or otherwise retaliate or discriminate against an employee for asserting bone marrow or organ donation leave rights or remedies. Minn. Stat. 181.945 and Minn. Stat. § 181.9456 requirement for cities with more than 20 employees. Section 11.14A Elections / Voting Page 40 of 151 136 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. 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 Minn. Stat. $ 204C.04 and 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. Page 41 of 151 137 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 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. The rolling twelve-month period is measured backward from a Covered Individual's first day of leave taken. 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 Page 42 of 151 138 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 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. Section 11.17 Paid Family and Medical Leave (PFML) The City provides time off to eligible employees who qualify for Minnesota Paid Leave (MNPL) benefits under Minnesota Paid Family and Medical leave Act. The City is a participant in an equivalent plan with MetLife, the equivalent plan administrator. Beginning January 1, 2026, the City will pay 50% of the required premium and employees will pay 50% of the premium cost through payroll deductions. Eligibility determinations for MNPL benefits are made by the equivalent plan administrator. Generally, to be eligible for MNPL, the employee must: • Work at least 50% of the time from a location in Minnesota, including employees who work from home or spend time in other states occasionally. • Meet the financial eligibility requirements by having earned over a specific amount of wages as defined by under Minnesota law at the time of the requested leave. An employee's weekly MNPL benefits are calculated and determined by the equivalent plan administrator. The equivalent plan administrator may approve MNPL leave for the following conditions in a benefit year: • Up to 12 weeks of medical leave (for the employee) to take care of themselves for a serious health condition, including pregnancy, childbirth, recovery, or surgery. • Up to 12 weeks of family leave to: o Bond with a child through birth, adoption, or foster placement o Care for a family member with a serious health condition o Support a military family member called to active duty o Receive covered types of care for the employee or a family member because of domestic abuse, sexual assault, or stalking. Page 43 of 151 139 Employee can take both types of leave in the same year, but cannot exceed 20 weeks total within a single benefit year. For example, an employee may be entitled to 12 weeks of family leave to bond with a child and another 8 weeks of medical leave for their serious health condition. The benefit year starts the first day the employee takes MNPL. A benefit year means a rolling 12-month period measured backward from an employee's first day of approved leave. There is no waiting period for MNPL if the employee is granted the benefit. Employees may apply for intermittent leave in most cases, provided the leave is reasonable and appropriate to the needs of the individual requiring care. In addition to the other eligibility requirements under the MN Paid Leave law, employees seeking intermittent leave must have at least eight hours of accumulated leave (unless more than 30 days have lapsed since taking the initial leave). In situations where employees seek MNPL on an intermittent basis, employees must make a reasonable effort to provide written notice to Human Resources and their supervisor of the need for intermittent leave before applying for MNPL benefits through the equivalent plan. As part of the notice, employees must provide the city with the following: 1) proposed intermittent leave schedule, making reasonable effort to schedule leave so as not to unduly disrupt the City's operations; and 2) a completed certification from a health care provider identifying the leave as necessary and a reasonable estimate of the frequency and duration and treatment schedule for the leave. Consistent with other forms of leave provided by the city, employees may take intermittent MNPL in increments of one calendar day. If eligible for intermittent leave, the city allows a maximum of 480 hours of intermittent leave in any 12-month period. After reaching the maximum amount of allowed intermittent leave, employees may request continuous MNPL provided the continuous leave does not exceed the maximum amount of MNPL allowed by law. Prior to starting a claim with MetLife, employees should reach out to Human Resources and their supervisor to notify of their intention to take leave. If the need is foreseeable, the employee must provide notice at least 30 days prior to taking leave. If the leave is not foreseeable, the employee may still be able to take MNPL leave, but must provide as much notice as practicable, as defined in Minn. Stat. 26813.085, subd. l (b). If the employee fails to provide sufficient notice to the City of their need for MNPL, the City may dispute the leave. If an employee intends to end their leave early during the approved leave period, they must provide notice at least two business days in advance where foreseeable, or as soon as practicable. If an employee intends to extend their approved leave period, change an approved intermittent leave schedule, change from an intermittent leave schedule to a continuous leave schedule, or change from a continuous leave schedule to an intermittent leave schedule, the employee must provide notice in advance as soon as practicable prior to the expiration of the approved leave period or schedule. If the Employee qualifies for both Minnesota Paid Leave, Family and Medical Leave Act (FMLA), and/or Women's Economic Security Act (WESA) pregnancy and parenting leave program for the leave, they must take the programs concurrently. Worker's Compensation and Short-term disability (STD) shall run concurrently with MN Paid Leave. If the employee qualifies for workers' compensation, STD, or any combination of these benefits in addition to MNPL, the employee will first be paid workers' compensation benefits and their MNPL Page 44 of 151 140 reduced proportionately. STD payments will then be reduced by the MNPL benefit amount the employee will receive. If an employee is receiving MNPL, an employee can supplement, or "top off' their MNPL benefits with the employee's choice of accrued paid time banks (vacation or sick bank only). The combined weekly sum of MNPL benefits and any such supplemental benefits cannot exceed 100% of the employee's weekly wage. Unless the employee revokes coverage while on MNPL, the city will continue to provide group health insurance coverage and ancillary benefits for an employee on MNPL under the same conditions as the coverage was provided before the employee took leave. Employee must continue to make timely payments of their share of the premiums for such coverage through payroll deductions, if possible, or through direct payment to the City. If employee is not using paid time off to cover part or all of the leave, they will be responsible for remitting their portion of health and ancillary benefit premiums to the city in order to ensure continuation of benefits. Upon return from covered MNPL, employee will be reinstated to their previous position or to an equivalent position, with the same status, pay, employment benefits, length -of -service credit, and seniority credit as of the date the employee's leave began as long as they have worked for the city for a minimum of 90 calendar days. Upon return to work, if it becomes evident that the employee is unable to perform the key essential functions of their position (with or without reasonable accommodation), the city may engage in an interactive process, consistent with the Americans with Disabilities Act (ADA) and/or Minnesota Human Rights Act (MHRA) and other applicable policies and protocols, to determine appropriate next steps. The city will not interfere or retaliate against employees who request or take leave in accordance with the MN Paid Leave law. Definitions • Family member includes: o Spouse or partner o Child (including biological, adopted, step, or foster children, or a child the employee raise even if not legally related) o Parent or person who raised the employee o Sibling o Grandchild or grandparent o In-laws (including son, daughter, father, or mother) o Anyone close to the employee who depends on them like family, even if not related by blood A serious health condition means a physical or mental illness, injury, impairment, condition, or substance use disorder. Taking care of themselves for this serious condition may involve evaluation, treatment, inpatient care, recovery, or not being able to perform regular work, attend school, or do regular daily activities. This includes childbirth, conditions related to pregnancy, or surgery. Section 11.18 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. Page 45 of 151 141 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 11.19 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 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 11.20 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, 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 Page 46 of 151 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. During any leave for which an employee is entitled to benefits or leave under this section, the employer will maintain coverage under any group insurance policy, group subscriber contract, or health care plan for the employee and any dependents as if the employee was not on leave, provided, however, that the employee must continue to pay any employee share of the cost of the benefits. 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 Page 47 of 151 143 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. 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 Page 48 of 151 144 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 Minn. Stat. 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 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 Page 49 of 151 145 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. 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. Page 50 of 151 146 • 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.281 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 report will be made to the city administrator who complaint as well as appropriate discipline. of a disrespectful workplace behavior incident, a will determine how to proceed in addressing the 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 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 Page 51 of 151 147 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. 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. Page 52 of 151 148 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. Page 53 of 151 149 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 employment of the city in good standing by retirement or resignation will receive 100% (One -hundred percent) of unused accrued vacation (annual leave) as severance pay and cannot use accrued vacation to extend the effective date of resignation. 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. For severance pay, years of service calculation does include service credit given to employees upon Full-time benefit eligible hire date. 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 of their sick leave severance pay per section 14.02. For HCSP, years of service calculation does include service credit given to employees upon Full-time benefit eligible hire date. Employees can waive participation into the HCSP if they are eligible for TRICARE retiree medical/dental benefit or have service -connected disability (priority group 1,2 or 3). Employees will need to fill out the waiver form. If waiving, upon severance, employee will receive 100% of pay of their sick leave severance pay per section 14.02 on their last payroll as taxable income. Page 54 of 151 150 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. 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. Page 55 of 151 151 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. 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 Page 56 of 151 152 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. Page 57 of 151 153 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. Page 58 of 151 154 Article 17. EMPLOYEE EDUCATION AND 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 and 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 and 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 and 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. Upon separation of employment, individual memberships remain with the city and are transferred to another employee by the supervisor. Page 59 of 151 155 Section 17.08 Travel and Meal Allowance (see Appendix E 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 only reimburse employees for special event (such as clean-up day) and training event meals (such as required lunch trainings) with approval by the Department Head. 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. Page 60 of 151 156 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. Page 61 of 151 157 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 and employee assistance program, 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. Section 19.01 Drug/Alcohol Testing Policy. See Appendix I. Page 62 of 151 158 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. Page 63 of 151 159 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. Page 64 of 151 160 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). • 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. Page 65 of 151 161 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 unless further locked by a password or pin. 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. • 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. Page 66 of 151 162 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. • Employees may use low -risk data with Artificial Intelligence (AI) technology to perform their work. Low - risk data is defined by Minnesota Statutes Chapter 13 as "public" and is intended to be available to the public. If an employee is unsure whether the data entered into Al applications is classified as public data, consult IT department prior to using AI technologies. All data created with the use of Al is to be retained according to the City's records retention schedule. 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. • 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 Page 67 of 151 163 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, Article 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. • 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 Page 68 of 151 164 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. The use of a personal mobile device for multi -factor authentication does not create or store any data on the personal device. As such, there is no data that could be retrieved from the personal device for data collection. The sole use of a personal mobile phone for multi -factor authentication does not constitute the need for a cell phone monthly allowance election. If employees do not wish to use their personal mobile device, employees should opt to use their work e-mail or phone call for authentication or Information Technology Staff will assist in obtaining a different method (ex. hard token) for the multi -factor authentication. In the case where these options do not exist, a monthly stipend of $10.00 will be allowed upon the supervisor's discretion. 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. Page 69 of 151 165 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 sex -segregated facilities that are inconsistent with their gender identity. Page 70 of 151 166 Article 23. EMPLOYEE RECOGNITION Pursuant to Minn. Stat. § 15.46, the City recognizes that a formal employee recognition and preventative health 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 and wellbeing 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 and Events 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 Up to $350) and 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 employee events. Human Resource will coordinate with the employee reaching their milestone on their watch preference. 1. Annual Employee Recognition Events. All regular full-time and part-time employees will be invited to attend the City's annual luncheon, summer picnic and wellness fair held during normal business hours to thank them for their work throughout the year and to promote a healthy workplace. A staff committee and Human Resources will organize the events. 2. New and Annual Employee Logo Wear. All regular full-time new employees will receive a credit of $60 to purchase a City logo wear. All current employee will receive a credit of $50 to purchase City logo wear per year. If purchase exceeds the allowable credit, employee will need to reimburse the City for the remaining balance of their purchase. New part-time employees will be issued one top (polo, t-shirt, vest) per year. Employees do have the option to purchase additional logo wear outside their credit limit. 3. Retirement. The following will occur upon announcement of a Full -Time employee's retirement from City service: • Human Resources will organize a reception, such as a luncheon, 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; Page 71 of 151 167 • The Retiree will be advised of the recognition plans and may elect not to be recognized in any of the forms listed. 4. 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. 5. New Employees. The following will occur upon the announcement of a new full-time employee: • Administration staff will organize a reception, including breakfast 6. Major Life Events. The City's Human Resource staff, on behalf of all City Employees, will purchase flowers and card, for all city employee's signature in the following situations: • Death of an employee or their family member • Birth and/or adoption of a new family member Page 72 of 151 168 Appendix A. Performance Evaluation Process and Forms Page 73 of 151 169 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. Performance Appraisal Cycle Cycle Repeats Annually 3. Key Events and Timeline. Event Description When als Goals for the rating period are established at the close of the Previous rating TEstablished previous rating period. For new hires, goals should be period, first six established between the supervisor and employee within the weeks for a new first 6 weeks of employment. hire Ongoing Check -ins are regular discussions that happen throughout the Ideally quarterly Check in year to: Minimum of • Check in on progress toward goals, every 6 months • Stay aligned on current projects, after a new hire, • Discuss what is going well and what could be better, NLT July 315t for and Department • Agree on next steps. Directors Mid -year reviews are required for all new hires and department directors. Annual The employee input portion is completed by the employee January Review — and then provided to the supervisor for review and 1-15 Employee preparation of the supervisor's assessment. The employee Input should review the last evaluation form that was prepared to determine if he or she has achieved the listed goals. Thereafter, the employee should prepare a list of key results and accomplishments for the period. Page 74 of 151 170 V Prior to meeting, the supervisor should review the last January - evaluation form that was prepared to determine if goals were 15-31 isor met and whether the items listed in "Areas of Improvement" Page 75 of 151 171 Assessment have been addressed. The supervisor should then prepare responses for discussion with the 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 The supervisor and employee will meet to discuss the current January evaluation and set goals for the coming rating period. They 15-31 should meet in an atmosphere that is both private and free of Goal interruptions, and the supervisor should take particular care to Setting make the meeting a priority. There should be an open and Meeting honest exchange where each is permitted to state his or her opinion regarding the answer to any section. After the meeting, the supervisor will finalize the evaluation NLT 31 January form including any additional comments. If an employee Department disagrees with a particular answer, he or she may note the Director disagreement on the form or by attaching a separate Review 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. 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 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 Page 76 of 151 172 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. (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. Dtinel What do they need to support them in this work (additional information, resources, skills, training, opportunities to practice, etc.)? Page 77 of 151 173 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 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 Page 78 of 151 174 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 Discuss the narrative, the performance rating, and the rationale for the and Rating 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 If anything surprises the employee (particularly anything negative), Empathy 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. Forms (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. a. New Employee Initial Counseling b. Ongoing Check in Record. Page 79 of 151 175 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 Page 80 of 151 176 NEW EMPLOYEE INITIAL COUNSELING FORM JOB DESCRIPTION KEY ONBOARDING REQUIREMENTS Identify key onbocaia+ny .terns the employee must accomplish to meet the requirements of the position and to be successful. GOAL SETTING Provide specific goals as they relate to position for the evaluation period. Group by areas of responsibility as app6cabkk. Page 81 of 151 177 DEVELOPMENT/TRAINING GOALS Indicate specific training or development goals for the evaluation period. SIGNATURES By signing belov:. both parties acknowledge that this document accurately reflects the expectations for improvement and that failure to odhere to the outlined requirements may result in further action. EMMOYEE NAME [MP WR SIGNATURE DATE SUPERVISOR NAME i SUPWISOR SIGNATURE DATE By sipr*V below, deportment head has reviewed the above set forth. WAlTMiNT HNW NAW OEPAATIMW WM SIWS 111 DATE Page 82 of 151 178 EMPLOYEE ONGOING CHECK -IN FORM GOALS Copy and paste the goals set at the beginning of the evaluation period here. DEVELOPMENT/TRAINING GOALS Copy and paste the development and trowung gook set at the beginning of the evalvotan period here. EMPLOYEE INPUT Provide vpdates on progress towards goals and any ossntonce and/or directions yov need from your svpervisor to progress towards your goals. Page 83 of 151 179 SUPERVISOR FEEDBACK Provide feedback on progress on goal achievement and any additional guidance to move forward. AREAS FOR IMPROVEMENT laentify any areas requirement improvement ano a plan to ochieve that improvement. SIGNATURES By signing below, both parties acknoMedge that this document accurately reflects the expectations for improvement and that failure to adhere to the outlined requirements may result in further action. W1110YEE NAME WtOYEE SM"TIM OATS SOPE NUM NAME fWIMSOR UGNATDRE DATE By sianino bolow, doportrnont head has roviowod tho above sot forth. Page 84 of 151 180 ANNUAL REVIEW EMPLOYEE INPUT GOALS Copy and paste the gods set of the beginning of the evaluation period here. DEVELOPMENT/TRAINING GOALS is opy and poste the development and training gooks set at the beginning of the evaluation period here. KEY ACCOMPLISHMENTS List at least three (3) items/areas/challenges that you have accomplished or felt were successes during the evaluation period. Group by oreas of responsibility and tie to goals set at the beginning of the evotuaton period. Page 85 of 151 181 GROWTH AREAS List areas/items/challenges you would like to have done better/ochieve during the evaluation period and how you pkin to improve upon the areas/items/challenges during the next evaluation period. PROFESSIONAL DEVELOPMENT/TRAINING List your development/training achievements for the evaluation period. ORGANIZATION FEEDBACK I know what is expected of me at work? 1 O Yes understand the mission and goals of my Department and the City? ❑Flo I have the support. materials and equipment I need to perform my job well? :1 Yes (Clear directions, access to supervisor. 7 f to tools/equipment, training) Do I receive enough relevant feedback at ❑ Yes work? O 1 !O SIGNATURES EMPLOYEE NAME ElNrIOYES SIGNATURE DATE Page 86 of 151 182 ANNUAL REVIEW PERFORMANCE EVALUATION RATING X" Appropriate Box. Comments required for "Exceeds Expectations" and "deeds Improvement'. lease explain why in comments/examples and what actions are to be taken. c -`40 c .o o xceeds Expectations: Performance is exceptional and usually exceeds job requirements. Meets ixpectations: Meets all job Requirements. 4) � ina d " n �zolG > 8 q feeds Improvement: Performance is below standards and requirements of the job. u'S ru E Values: Displays the values of Honesty. Integrity. Service. Collaboration. and Excellence Punctuality and Attendance: Meet required work hours. and arrives punctually to work and scheduled meetings. Accountability: Accepts fesponsibdity for actions and/or accomplishments. Job Knowledge: Possesses and applies the necessary knowledge and mechanical skis for the position. 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. Time Management Organizes work to use time effectively and efficiently. Works effectively under heavy workload and meets agreed -upon stated deadlines. Initiative: Willing to accept new and/of additional responsibilities. Completes tasks with little supervision. Suggests improvements to existing procedures. • 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. r` Quality: Follows directions and asks questions as necessary to meet desired results. Work accurate and thofough. Suggests ways to improve quality. Checks work to ensure good quality? Safety: Follows safety rules and demonstrates safe work proctices. Provide comment on any accidents, equipment damage incurred over the past rating period. d Communication: Demonstrates effective oral communication skis and conveys E information 0 5 in a clear and concise manner. Demonstrates effective written communication skis and U .e conveys ideas and information in written format. e c Cooperation: Cooperates with peers and immediate supervisor to accomplish work 0 2 o effectively and efficiently; helps create and maintain good working relationships, and u c provides effective assistance. E Customer Service: When dealing with residents, customers, of the general public is o courteous, polite, patient, positive and helpful. Listens. displays empathy and responds in U a timely manner. Keeps customers informed Page 87 of 151 183 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 E 41 motivation. Ensures teams is property trained and performs task in a safe manner. v flans: Sets goals and objectives. consistent with city/department goofs. and develops p ^ plans to achieve the desired goals. Schedules work activities effectively. arranges o workload to resources available to get desired result. allows flepbility in planning to Z accommodate changing needs by adopting alternate plans. and copes well with a unexpected occurrences through proper planning. Resource Manog megO: Develops /assists in developing the organization budget v covenng all functions and monitor expenditures to ensure compfionce with the budget. °y Ensures the care maintenance of organization equipment. facilities and supplies. Achieves: Plans and coordinates both internal and extemol activities and resources to ensure successful completion of the organizations mission and goals. OVERALL ANNUAL ASSESSMENT Provide on overall ussesvyierit of Ore employee's performance during the evaluation period. Group by areas of responsibaty. For wpervisors include assessment of management and leodership. Page 88 of 151 184 ANNUAL REVIEW OVERALL Overall performance scoring related to position requirements. Select only one. Performance is Performance is Distinguished in all exceptional in the aspects of the major aspects of the position. position. ❑ ❑ GOALS Set goals for the next evaluation period here. Q A fusty competent. highly valued performer. ❑0 DEVELOPMENT/TRAINING GOALS Set the development and training goals for the next evaluation period here. erformonce is below the standards and requirements of the position. Performance is well below standard and unacceptable. 11 SIGNATURES By signing below. both parties acknowledge that this document accurately reflects the expectations for improvement and that failure to adhere to the outlined requirements may result in further oction. fMrtOVETi NAME IEMPLOYEE SIGNATURE DATE f1RERVGM NAME fIRERVIfOR 11116NAl11EE DATE By signr'7 t-.c t7 , dr n irt—�0 h—ul hCn revievred the ahcvr. <n�rv'h DEPARTMENT HEAD NAME DEPARTMENT HEAD SIGNATURE DATE Page 89 of 151 185 NEW EMPLOYEE INITIAL COUNSELING FORM John Doe Jane Blue *911:111*116131 a I[•]a �J Parks Maintenance Worker ' ' 5/15/2025 5/ 13/2025- Parks .. 11/13/2025 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 key oriboor'dir�g items the ernployee must cxconlpfish to meet the tequirefrents of the position and to be successful. Administrative enrollment 5/28/2025 PPE Issuance 5/17/2025 Equipment Certification on chainsaw, skid steer and mowers 8/ 13/2025 Complete State Certification for pesticide application 9/13/2025 Complete all annual safety training 9/13/2025 GOAL SETTING Provide specific gods as they resale Iv position for the evaluation period. Group by areas of responsibility as applicable. I 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. 3 Successfully operator equipment for snow and ice operations on city trails, sidewalks and parking lots. G Successfully complete irrigation stat up procedures this spring. 5 Complete / assist coordinating preventive maintenance activities for parks and Golf Course equipment. 6 7 8 reach out to HR for continuation sheet if needed Page 90 of 151 186 DEVELOPMENT/TRAINING GOALS Indicate specific training or development goals for the evaluation period. Enroll and complete the pesticide course Enroll in and complete the Shade Tree courses SIGNATURES By signing bclow, both partics ocknowlcdgc that this documonf occvroicty rcflccfs tho c)pccfotions for improvcmcnt and that failure to adhere to the ootlined requirements may result in further action. EMPLOYEE NAME I EMPLOYEE SIGNATURE I DATE SUPERVISOR NAME SUPERVISOR SIGNATURE DATE � v By sigrvng below, department head hos reviewed the above set forth. DEPARTMENT HEAD NAME DEPARTMEM MADfIGNATURE DATE Page 91 of 151 187 EMPLOYEE ONGOING CHECK -IN FORM John Doe Jane Blue PTV Streets Supervisor Public Works GOALS Copy and paste the goals set at the beginning of the evaluation period here. 7/15/2025 1/l/2025- 6/30/2025 I Roads: Continue to improve our pothole patching quality. Get our preventive bridge maintenance done. Continue the work on the targeted street sweeping plan. locus efforts on reducing the amount of salt we use on our streets. 2 Stormwater: In 2020 focus on ensuring the numerous storm water maintenance tasks that have been identified and will be identified are completed- 3 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 development and training goals set at the beginning of the evaluation period here. Complete 40 hours of professional development training and recertification's. Sanitary sewer revert; Shade Tree recert, APWA Winter conference continuing education; Cartegraph administrator certification. EMPLOYEE INPUT Provide updates on progress towards goals and any assistance and/or directions you need from your supervisor to progress towards your goals. 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 remainingg htS4 inspection that had not been completed in 2019. 1've noted one key improvement for 2020 and am working to ensure we have sufficient funding' The is spring we did not have ant spring thaw flooding situations due to proactive maintenance of the System. 1?quipment: 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. i.eadership and %tanagcmcnt- We've successfully on boarded two new employees. So far to date we are under budget on the budget lines Cm responsible for. We had no reportable accidents in the first 6 months of the year. Training- 1 completed my shade tree recert via online training. Slightly behind on the C:artegraph training. other training is scheduled. Use a continuation sheet if necessary Page 92 of 151 188 SUPERVISOR FEEDBACK Provide feedback on progress on goal achievement and any additional guidance to move forward. - 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 tf necessary AREAS FOR IMPROVEMENT Identify any areas requirement 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. SIGNATURES By signing below, both parties acknowledge that this document accurately reflects the expectations for improvement and that failure to adhere to the outlined requirements may result in further action. EMPIOYFFNAMF EMPLOYEE SIGNATURE DATE SIRER111i0111 NAME I SUr9MUM SIGNATURE DATE By sir ino below, department head has reviewed the above set forth. 1NBARIMW NEAR NAME I DE► A RTM F NT HEAD S IG NATU R F DATE Page 93 of 151 189 ANNUAL REVIEW EMPLOYEE INPUT John Doe PW Streets Supervisor 7/15/2025 DATE Jane Blue PW Superintendent 1/1/2025- PERIOD 6/30/202 5 GOALS Copy and paste the goals set of the beginning of the evaluation period here. GOAL DESCRIPTION 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 Nester maintenance tasks that have been identified and will 2 be identified are completed Equipment- Continue to work equipment into our asset/ work management system. Lead the implementation of a 3 preventive (proactive) maintenance system for 2020. 4 Use a continuation sheet if necessary 5 1 A DEVELOPMENT/TRAINING GOALS Copy and paste the development and training gook sell at the beginning of the evaluation period here. Recertify shade tree certification. Complete defensive drivers training Attend fall APWA conference to complete continuing education requirements. KEY ACCOMPLISHMENTS List at least three (3) items/areas/challenges that you have accomplished or felt were successes during the evaluation period. Group by areas of responsibility and tie to gods set at the beginning of the evaluation 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 com 1p eted 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. 'Phis 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 Nutter 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 confirmation sheet if necessary Yage 94 of 151 190 GROWTH AREAS List areas/items/challenges you would Ike to have done better/achieve fixing the evalua t'on period and how you plan to improve upon the areasAtems/cholenges during the next evaluation period. Equipment Preventive Maintenance- we had several unexpected major equipment maintenance items this year that may havebeen 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 bespot checked by the new Mec honic. PROFESSIONAL DEVELOPMENT/TRAINING List your development/*,,oiling achievements for the evaluoton perod. I completed myshode treerecert via online training. Achieved dlof my needed continuing education credits. ORGANIZATION FEEDBACK know what i exoected of rye at wok? I X Yes understand the rrisson and goals of my Department and the City? No 1 have the support, rnaterlols and equipment I need to perform my job well? iX Yes (Cleardlrections, access to superviso•. C7 No tods/egp1prnent. training) Do reoefveerwughrelevant feedback o' IR Yes work? ❑ No SIGNATURES EMPLOYEE NAME EWLOYM MNAiUM DATE Yage y-') of 151 191 ANNUAL REVIEW PERFORMANCE EVALUATION John Doe PW Street Supervisor � 1/21/2025 Jane Blue PW Superintendent 1/l/2025- 12/31/2025 RATING 1(' Appropriate Box. Comments required for "Exceeds Expectations' and "tleeds Improvement". J E C ease explain why in comments/examples and what actions are to be taken. m a xcoods Expectations: Porformance is exceptional and usually excoods job roquiromonts. Moots d ' > a& 6 a ctations: T.seets al job Requirements. 1� i = ' = 8 seeds Improvement. Performance es beksvv standards and requrernents of the job. s Values: Deploys the Values at Honesty. Integrity. Service. Collaboration. and Excellence X Sf unchnatily and Attendance: tweet required work Muirs. and orrives punch inly to work and scheduled meetings. X Accountability: Accepts responsibility for octions and/or accomplishments. X Job Knowledge: Possesses and applies the necessary knov.tedgic and rrsechanicol skills X for the position. a Professional Development Participates in training programs. takes odvantage of X educohonol opportunities. reads professional pubscalons to stay current on new developments and meritods related to position. Time Management Organizes work to use time erfecttvety and efficiently. Works X effectively under heavy workload and meets agreed -upon stated deadlines. Inflictive: ' illing to accept new and/cc addrtionel responsibilities. Completes tasks with little supervision Suggests improvements to eiosting procedures. X • Deelsion Making. Demonstrates effective decision -making skits. Regularly exercises c sound judgement. Thinks quickly and logically. Demonstrates ability to evaluate problems and X situations coYnty and Identify problem areas which need to be addressed. Quality: Fellows directions and asks questions as necessary to meet desired results work X occurato and thorough. Suggests ways to improvo quality. Chocks work to ensure good quality? Safety: Follows safety rules and demonstrates safe work practices. Provide comment on X ony accidents. equipment damnae: inc(ned over the post rotr)q period. Communication: Demonstrates effective orol communicoton skills and conveys reformation X I in a clear and concise manner. Demonstrates effective written communication skilk and U .t conveys ideas and information in vaitlen format. a 1 Cooperation: Cooperates with peers and immediate supervisor to accomplish wort: effectively and efficipntly, helps create and moirtoin good working relationsliPs. and X provides effective assistance. Customer Service: When clearing s ith residents. customers. or the general public is X courteous. polite. patient positive and helpful. Listens. do" empathy and responds in U a timely manner. Keeps customers informed Page 96 of 151 192 Leads: Creates a positive work enviorvnent focusing on teamwork, mutual respect and trust. Gains commitments from organization members by setting the example. effective X communication, and maintaining discipline. Creates a culture which fosters individual Z a motivation. Ensures teams is property trained and performs task in a safe manner. mPlans: Sets gook and objectives, consistent with city/department goals, and develops o ^„ plans to achieve the desired goals. Schedules work activities effectively, arranges c workload to resources available to get desired result, allows flexibility in planning to j( Z accommodate changing needs by adopting alternate plans, and copes well with aunexpected occurrences through proper planning. i� .., Resource Management Develops /assists in developing the organization budget X covering all functions and monitor expenditures to ensure compliance with the biudget. g J Ensures the care maintenance of organization equipment, facilities and supplies. Achieves: Plans and coordinates both internal and external activities and resources to X ensure successful completion of the organizations mission and goals. 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. Fxamples include resolving snow plow damage complaints and processing road maintenance requests. N: Achleyes: The 2019 Personnel livaluation 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 Rovide an overall assessment of tl're er'rlployee's pefformorite dwing the evaluation pefiod. Group by oleos 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. -Stormw'ateC 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. tie 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 nerds of his subordinates are addressed. I believe John has excellent potential to be a leader at hither organizational levels with greater responsibility. Use a continuation sheet if necessary rage 9 / o1 151 193 ANNUAL REVIEW OVERALL Overall performance scoring related to position requirements. Select only one. Performance is Distinguished in all aspects of the position. Performance is exceptional in the major aspects of the position. GOALS Set goals for the next evaluation period here. A fully competent highly valued performer. 11 'erformance is belov the standards and requirements of the position. Perfornxwnce rl well below standard and unacceptable. 9 GOAL A GOALDESCRIPTION s: .ontmuc to improve pot o e pate ing q ity. .et our preventive Dridgc maintenance one. nunue worK on targetcd t street sweeping plan with emphasis on tracking MS4 requirements. Focus efforts on reducing the amount of salt used on streets. 2 Stormwater. In 2021 focus on ensuring the numerous storm water maintcnancc tasks that have been identified and will he identified arc completed. Continue to reline the MS4 3 liquipment: Continue to work equipment into our asset/ work management sN.stem. Lead the implementation of a preventive (proactive) maintcnancc system for 2021. a Use a continuation short if naessary 6 DEVELOPMENT/TRAINING GOALS Set the development and training goals for the next evaluation period here. I Compete Commercial Driver relieensing Begin APWA Public Workksupervisor certification course with goal of completing in 2 years. SIGNATURES By signing below, both parties acknowledge that this document accurately reflects the expectations for improvement and that failure to adhere to the outlined requirements may result in further action. EMPLOYEE NAME SUPERVISOR NAME EMPLOYEE SIGNATURE SUPERVISOR SIGNATURE By signing below, deportment head has reviewed the above set forth. DEPARTMENT HEAD NAME DEPARTMENT HEAD SIGNATURE DATE DATE DATE Yage 9N of 151 194 Appendix B. Tuition Reimbursement Policy and Forms Page 99 of 151 195 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, up to a limit of 2 classes per semester, 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. Page 100 of 151 196 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. Page 101 of 151 197 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. Page 102 of 151 198 Appendix C. Website Policy Page 103 of 151 199 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 or information 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 include Orono; • 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 activities in the City's area; • Organizations providing information about tourist attractions in the City's area; Page 104 of 151 200 • Generally recognized community organizations. Inappropriate links include, but are not limited to, sites which endorse a specific candidate 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 to link 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 link to 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 or unpaid, 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. Page 105 of 151 201 Appendix D. Information Technology Policies and Forms Page 106 of 151 202 IT Device Policy and Acknowledgement 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 laptops, Wad 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. Authorized 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. In addition, the user must adhere and are subject to the following: • 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 Wad 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 Wad or tablet device in keeping with city policies and procedures per the General Records Retention Schedule. 3. Personal/Home Use The, laptop, 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. Page 107 of 151 203 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's IT department is not responsible for home network use or support. 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's 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. Page 108 of 151 204 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 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 Wad 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's laptop, Wad 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: Page 109 of 151 205 Cell Phone Policy 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 Page 110 of 151 206 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. C. 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. Page 111 of 151 207 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. The use of a personal mobile device for multi -factor authentication does not create or store any data on the personal device. As such, there is no data that could be retrieved from the personal device for data collection. The sole use of a personal mobile phone for multi -factor authentication does not constitute the need for a cell phone monthly allowance election. If employees do not wish to use their personal mobile device, employees should opt to use their work e-mail or phone call for authentication or Information Technology Staff will assist in obtaining a different method (ex. hard token) for the multi -factor authentication. In the case where these options do not exist, a monthly stipend of $10.00 will be allowed upon the supervisor's discretion. 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. Page 112 of 151 208 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. 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: Employee Signature My Provider is: Date Department Head Signature Date City Administrator Signature Date Page 113 of 151 209 Appendix E. Expense/Reimbursement Report Page 114 of 151 210 Expense Reimbursement Report Purpose The purpose of this form is intended to cover the reasonable cost of necessary travel, lodging and other miscellaneous expenses incurred by the City's employees in relation to City matters. Guidelines 1. Reimbursement for expenses when traveling on City business must be approved by the Department head. 2. All expenses must clearly indicate a business purpose. 3. Original receipts, charge bills or copies of invoices must be attached for all transactions. 4. Mileage will be reimbursed at the annual rate established by the Internal Revenue Service (IRS) when an employee uses their personal vehicle on City business. 5. See Article 17 for more details. 6. The following form is an example and will be updated and distributed each year by the Finance Department. 2024 Personal Expense Reimbursement Form PLEASE DO NOT STAPLE RECEIPTS TO FORM City of Orono Print Name: P.O. Box 66 ,l.V rfCrystal Bay, MN 55323-0066Employee Signature: '(952) 249-4600 I Date Mileage Miles Start End Traveled Destination Mileage$ Other Expenses Purpose Meals Lodging Misc. 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 Totals d $0.67 $ $ $ $ $ Page 115 of 151 211 Appendix F. Position Reclassification Guidelines and Process Page 116 of 151 4 PA 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 Page 117 of 151 213 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. Page 118 of 151 214 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: Page 119 of 151 215 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 Supervisors are not required to gain the incumbent's agreement to the changes; however, incumbents should be made aware of the pending classification review. Page 120 of 151 216 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. Page 121 of 151 217 Appendix G. Flexible Work Arrangement Policy Page 122 of 151 218 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 hour day work week within the same pay period to allow employees to alternate to provide department coverage. (2) 41/2-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 hour 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 to be worked outside of the office and the specific time in which it will occur. Employees must be self- disciplined, self -motivated, and comfortable working away from the office Page 123 of 151 219 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 quality measures? C. Is there likely to be an adverse impact on customers or coworkers? D. Will working remotely expose private or confidential data to an unacceptable level of risk? E. Has the employee successfully completed the new hire probationary period? 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 and attendance? 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 of detail? 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. (6) Flexible work arrangements are not guaranteed or permanent — they may change as Page 124 of 151 220 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 other staff. (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 effects continue. (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 adjustments are responsible for any costs associated with remodeling and the initial setup of a designated work space. Page 125 of 151 221 (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 work site. (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 City office. (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 strategy. Teleworkers must be reachable via telephone or e-mail during agreed -upon work hours. (13) Teleworkers must notify their supervisor if they are unavailable for more than one Page 126 of 151 0** 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 to customers. 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 periodic basis. 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 amended or 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 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. Page 127 of 151 223 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. Page 128 of 151 224 Period: Start Flexible Work Agreement 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 Page 129 of 151 225 Appendix H. Credit Card Policy Page 130 of 151 226 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. City issued 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. Quicker turnaround time for goods or service when needed; d. Reduction in the total number of checks written. 2. Authority. In accordance with Minn. Stat. § 471.382, the City of Orono is authorized to use city issued credit cards for official business 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 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 and is subject to Section 17.08 of the Employee Personnel Policy 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 Finance Director 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 and Accountability. It is the responsibility of the individual cardholder to: Page 131 of 151 04A 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). 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 Minn. Stat. § 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. 7. Termination. A City credit card held by a employee separating from service must be turned into the Finance Department on the last day of employment. If the card is not retrievable, the responsible Department must notify Finance Department immediately and the card will be deactivated. Page 132 of 151 228 CREDIT CARD USER AGREEMENT I, , as an employee of the City of Orono, have read and agree to the City of Orono Credit Card Policy. I accept personal responsibility for the safeguarding and proper usage of the City credit card(s), which has been assigned to me for use in performance of my job, in accordance with the terms outlined below. a) I understand that I am making a financial commitment on the behalf of the City of Orono. b) I understand that under no circumstances that I will use the credit card(s) to make personal purchases, whether for myself or for others. c) I have been given the City Credit Card Policy, which I have read and understand the requirements for City purchasing card use. d) I will follow the established procedure for the use of the credit card(s). e) 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. f) 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. g) Receipts backup will show the date, name of establishment and an itemized detail of items bought that will accompany the credit card statement(s). The undersigned individual has read and understands the above statements. This agreement will be filed with the individual personnel records. Signature Date The above employee is authorized to be issued the following City credit card(s): Signature of Department Head (or City Administrator) Date Page 133 of 151 229 AFFIDAVIT OF LOST OR DESTROYED RECEIPT Name of Cardholder and/or Purchaser: Position: Last four digits of Card Number: I declare on oath, that the original receipt for the transaction in the amount of $ from (vendor name) has been (check one): ❑ Lost ❑ Destroyed ❑ Not obtained (Explanation: 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. Date Purchased Items) Purchased Amount I understand that falsification of the itemization of this purchase constitutes an act of fraud. Signature of Cardholder Date Page 134 of 151 230 Appendix I. Drug and Alcohol Testing for Commercial Drivers Policy Page 135 of 151 231 Drug and Alcohol Testing for Commercial Drivers Policy Table of Contents 1. Purpose...........................................................................................................................................137 2. Definitions......................................................................................................................................137 3. Persons Subject to Testing and Types of Tests.............................................................................. 140 4. Prohibited Conduct......................................................................................................................... 144 5. Collection and Testing Procedures................................................................................................. 146 6. Review of Test Results................................................................................................................... 147 7. Notification of Test Results............................................................................................................ 148 8. Consequences for Drivers Engaging in Prohibited Conduct.......................................................... 149 9. Loss of CDL License for Traffic Violations in Commercial and Personal Vehicles ..................... 150 10. Maintenance and Disclosure of Records..................................................................................... 151 11. Policy Contact for Additional Information................................................................................. 151 Page 136 of 151 232 1. Purpose. The City of Orono ("City") has a vital interest in maintaining safe, healthful, and efficient working conditions for employees, and recognizes that individuals who are impaired because of drugs and/or alcohol jeopardize the safety and health of other workers as well as themselves. The City is concerned about providing a safe workplace for its employees, and while the City does not intend to intrude into the private lives of its employees, it is the goal to provide a work environment conducive to maximum safety and optimum work standards. Alcohol and drug abuse can cause unsatisfactory job performance, increased tardiness and absenteeism, increased accidents and workers' compensation claims, higher insurance rates, and an increase in theft of city property. The use, possession, manufacture, sale, transportation, or other distribution of controlled substance or controlled substance paraphernalia and the unauthorized use, possession transportation, sale, or other distribution of alcohol is contrary to this policy and jeopardizes public safety. In response to regulations issued by United States Department of Transportation ("DOT"), the City has adopted this Policy on Alcohol and Controlled Substances for employees who hold a commercial driver's license (CDL) to perform their duties. Given the significant dangers of alcohol and controlled substance use, each applicant and driver must abide by this policy as a term and condition of hiring and continued employment. Moreover, federal law requires the City to implement such a policy. To ensure this policy is clearly communicated to all drivers and applicants, and in order to comply with applicable federal law, drivers and applicants are required to review this policy and sign the "Certificate of Receipt" portion. Because changes in applicable law and the City's practices and procedures may occur from time to time, this policy may change in the future, and nothing in this policy is intended to be a contract, promise, or guarantee the City will follow any particular course of action, disciplinary, rehabilitative or otherwise, except as required by law. This policy does not in any way affect or change the status of any at -will employee. Any revisions to the Federal Omnibus Transportation Employee Testing Act and Federal Motor Carrier Safety Administration (FMCSA) regulations will take precedent over this policy to the extent the policy has not incorporated those revisions. 2. Definitions. A. Accident: An occurrence involving a commercial motor vehicle operating on a public road which results in a fatality; bodily injury to any person who, as a result of the injury, immediately receives medical treatment away from the scene of the accident; or one or more motor vehicles incurring disabling damage as a result of the accident, requiring the vehicle to be transported away from the scene by a tow truck or other vehicle. The term "accident" does not include an occurrence involving only boarding and alighting from a stationary motor vehicle; an occurrence involving only the loading or unloading of cargo; or an occurrence in the course of the operation of a passenger car or a multipurpose passenger vehicle unless the vehicle is transporting passengers for hire or hazardous materials of a type and quantity that require the motor vehicle to be marked or placarded in accordance with 49 C.F.R. § 177.823; 49 C.F.R. § 382.303(a); 49 C.F.R. § 382.303(f). Page 137 of 151 233 B. Alcohol Concentration (or Content): The alcohol on a volume of breath expressed in terms of grams of alcohol per 210 liters of breath as indicated by an evidential breath test. 49 C.F.R. § 382.107. C. Alcohol Use: The consumption of any beverage, mixture, or preparation, including any medication, containing alcohol. 49 C.F.R. § 382.107. D. Applicant: Means a person applying to drive a commercial motor vehicle. 49 C.F.R. § 382.107. E. Breath Alcohol Technician or BAT: An individual who instructs and assists individuals in the alcohol testing process and operates an evidential breath testing device (EBT). 49 C.F.R. § 40.3. F. City: City of Orono. G. City Premises: All job sites, facilities, offices, buildings, structures, equipment, vehicles and parking areas, whether owned, leased, used or under the control of the City. H. Collection Site: A place designated by the City where drivers present themselves for the purpose of providing a specimen of their urine or breath to be analyzed for the presence of alcohol or controlled substances. 49 C.F.R. § 40.3. I. Commercial Motor Vehicle: A motor vehicle or combination of motor vehicles used in commerce to transport passengers or property if the motor vehicle (1) has a gross combination weight rating or gross combination weight of 26,001 or more pounds, whoever is greater, inclusive of a towed unit(s) with a gross vehicle weight rating or gross vehicle weight of more than 10,000 pounds, whichever is greater; or (2) has a gross vehicle weight rating or gross vehicle weight of 26,001 or more pounds, whichever is greater; or (3) is designed to transport sixteen (16) or more passengers, including the driver; or (4) is of any size and is used in the transportation of materials found to be in the transportation of materials found to be hazardous for the purposes of the Hazardous Materials Transportation Act (49 U.S.C. 5103(b)) and which require the motor vehicle to be placarded under the Hazardous Materials Regulation. (49 C.F.R. part 172, subpart F) § 382.107. (1) Fire trucks and other emergency fire equipment are not considered to be commercial vehicles under this policy. J. Confirmation (or Confirmatory) Test: For alcohol testing means a second test, following a positive non -evidential test, following a positive non -evidential (e.g., saliva) screening test or a breath alcohol screening test with the result of 0.02 or greater, that provides quantitative data of alcohol concentration. For controlled substance testing, "Confirmation (or Confirmatory) Test" means a second analytical procedure to identify the presence of a specific controlled substance or metabolite which is independent of the screen test and which uses a different technique and chemical principal from that of the screen test in order to ensure reliability and accuracy. 49 C.F.R. § 382.107. K. Controlled Substance: Those substances identified in 49 C.F.R. § 40.85. Marijuana, amphetamines, opioids, (including heroin), phencyclidine (PCP), cocaine, and any of their metabolites are included within this definition. 49 (C.F.R. § 382.107; 49 C.F.R. § 40.85. L. Department of Transportation or DOT: The United States Department of Transportation. M. DHHS: The Department of Health and Human Services or any designee of the Secretary, Department of Health and Human Services. 49 C.F.R. § 40.3. N. Disabling Damage: Damage which precludes departure of a motor vehicle from the scene of the accident in its usual manner in daylight after simple repairs, including damage to motor vehicles that could have been driven, but would have been further damaged if so driven. Page 138 of 151 234 (1) Disabling damage does not include damage which can be remedied temporarily at the scene of the accident without special tools or parts, tire disablement without other damage even if no spare tire is available, headlight or tail light damage or damage to turn signals, horn or windshield wipers which make them inoperative. 49 C.F.R. § 382.107. O. Driver: Means any person who operates a commercial motor vehicle. This includes, but is not limited to full-time, regularly employed drivers; casual, intermittent or occasional drivers; leased drivers and independent owner -operator contractors who are either directly employed by or under lease to the City or who operate a commercial motor vehicle at the direction of or with the consent of the City. For purposes of pre -employment testing, the term driver includes a person applying to drive a commercial motor vehicle. 49 C.F.R. § 382.107. P. Drug: Has the same meaning as "controlled substance." Q. Employee seeking a transfer: Refers to an employee who is not subject to DOT regulations seeking a transfer to a position that will subject them to DOT regulations in the sought- after position. R. Evidential Breath Testing Device or EBT: A device approved by the National Highway Traffic Safety Administration ("NHTSA") for the evidential testing of breath and placed on NHTSA's "Conforming Products List of Evidential Breath Measurement Devices." 49 C.F.R. § 40.3. S. Federal Motor Carrier Safety Administration or FMCSA: The Federal Motor Carrier Safety Administration of the United States Department of Transportation. T. Medical Review Officer or MRO: A licensed physician (medical doctor or doctor of osteopathy) responsible for receiving laboratory results generated by a controlled substance testing program who has knowledge of substance abuse disorders and has appropriate medical training to interpret and evaluate an individual's confirmed positive test result together with his or her medical history and any other relevant biomedical information. 49 C.F.R. § 40.3 U. Performing (a Safety -Sensitive Function): Any period in which a driver is actually performing, ready to perform, or immediately available to perform any safety -sensitive functions. 49 C.F.R. § 382.107. V. Positive Test Result: A finding of the presence of alcohol or controlled substance, or their metabolites, in the sample tested in levels at or above the threshold detection levels established by applicable law. W. Reasonable Suspicion: Means a belief a driver has engaged in conduct prohibited by the FMCSA controlled substance and alcohol testing regulations, except when related solely to the possession of alcohol, based on specific contemporaneous, articulable observations made by a supervisor or City official who has received appropriate training concerning the appearance, behavior, speech or body odors of the driver. The determination of reasonable suspicion will be made in writing on a Reasonable Suspicion Record Form during, just preceding, or just after the period of the work day that the driver is required to be in compliance with this policy. In the case of a controlled substance, the observations may include indications of the chronic and withdrawal effects of a controlled substance. X. Safety -Sensitive Function: All time from the time a driver begins to work or is required to be in readiness to work until the time he or she is relieved from work and all responsibility for performing work. Safety -sensitive functions include: (1) All time at a City facility, or other property, or on any public property, waiting to be dispatched, unless the driver has been relieved from duty by the employer; All time inspecting equipment as required by 49 C.F.R. § 392.7 and 392.8 or otherwise inspecting, servicing, or conditioning any commercial motor vehicle at any time; All time spent at the Page 139 of 151 235 driving controls of a commercial motor vehicle in operation; All time, other than driving time, in or upon any commercial motor vehicle except time spent resting in a sleeper berth (a berth conforming to the requirements of 49 C.F.R. § 393.76); All time loading or unloading a vehicle, supervising, or assisting in the loading or unloading, attending a vehicle being loaded or unloaded, remaining in readiness to operate the vehicle, or in giving or receiving receipts for shipments loaded or unloaded; and All time repairing, obtaining assistance, or remaining in attendance upon a disabled vehicle. 49 C.F.R. § 382.107. Y. Screening Test (also known as Initial Test): In alcohol testing, mean an analytical procedure to determine whether a driver may have a prohibited concentration of alcohol in her or her system. Screening tests may be conducted by utilizing a non -evidential screening device included by the National Highway Traffic Administration on its conforming products list (e.g., a saliva screening device) or an evidential breath testing device ("EBT") operated by a trained breath alcohol technician ("BAT"). In controlled substance testing, "Screening Test" means an immunoassay screen to eliminate "negative" urine specimens form further consideration. 49 C.F.R. § 382.107. Z. Substance Abuse Professional" or "SAP": A licensed physician (medical doctor or doctor of osteopathy), licensed or certified psychologist, licensed or certified social worker, licensed or certified employee assistance professional, or licensed or certified addiction counselor (certified by the National Association of Alcoholism and Controlled Substance Abuse Counselors Certification Commission) with knowledge of and clinical experience in the diagnosis and treatment of alcohol and controlled substance -related disorders. 49 C.F.R. § 40.281. 3. Persons Subiect to Testing and Types of Tests All employees are subject to testing who job duties include performing "safety -sensitive duties" on City vehicles that: A. Have a gross combination weight rating or gross combination weight of 26,001 pounds or more, whichever is greater, inclusive of a towed unit(s) with a gross vehicle weight rating or gross vehicle weight of more than 10,000 pounds, whichever is greater; or B. Have a gross vehicle weight rating or gross vehicle weight of 26,0001 or more pounds whichever is greater; or C. Are designed to transport 16 or more passengers, including the driver; or D. Are of any size and are used in the transportation of materials found to be hazardous for the purposes of the Hazardous Materials Transportation Act (49 U.S.C. 5103(b)) and which require the motor vehicle to be placarded under the Hazardous Materials Regulations (49 CFR part 172, subpart F). The following functions are considered safety -sensitive: • all time waiting to be dispatched to drive a commercial motor vehicle • all time inspecting, servicing, or conditioning a commercial motor vehicle • all time driving at the controls of the commercial motor vehicle • all other time in or upon a commercial motor vehicle (except time spent resting in a sleeper berth) • all time loading or unloading a commercial motor vehicle, attending the same, giving or receiving receipts for shipments being loaded or unloaded, or remaining in readiness to operate the vehicle • all time repairing, obtaining assistance, or attending to a disable commercial motor vehicle. Page 140 of 151 236 The City may test any applicant to whom a conditional offer of employment has been made and any driver for controlled substance and alcohol under any of the following circumstances: Pre -Employment Testing All applicants, including current employees seeking a transfer, applying for a position where duties include performing safety -sensitive duties described above, will be required to take a drug test prior to the first time a driver performs a safety -sensitive function for the City. A driver may not perform safety -sensitive functions unless the driver has received a controlled substance test result from the Medical Review Officer ("MRO") indicating a verified negative test result. In addition to pre- employment controlled substance testing, applicants will be required to authorize in writing former employers to release alcohol test results of .04 or greater, positive controlled substance test results, refusals to test, other violations of drug and alcohol testing regulations, and completion of return to duty requirements within the preceding three years. The City will contact the candidate's DOT regulated previous and current employers within the last three years for drug and alcohol test results as referenced above and review the testing history if feasible before the employee first performs safety -sensitive functions for the City. Beginning in 2020, an applicant must provide consent to the City, and successfully pass a full query of the Federal Motor Carrier Safety Administration's Clearinghouse. In addition, at least once a year, the City will conduct a limited query of the Clearinghouse for each currently employed CDL driver. If the limited query reveals that the Clearinghouse has information about resolved or unresolved drug and alcohol program violations by a candidate or current employee, he or she will be asked to provide electronic consent to a full query of the Clearinghouse (unless he or she has previously provided electronic consent). In the event a full query of the Clearinghouse reveals unresolved violation information for a candidate or current employee, the driver will not be permitted to perform safety -sensitive functions, including the operation of a Commercial Motor Vehicle and, in the case of a candidate, may have their conditional offer of employment rescinded or, in the case of a current employee, may be subject to discipline. Post -Accident Testing As soon as practicable following an accident involving a commercial motor vehicle operating on a public road, the City will test each surviving driver for controlled substances and alcohol when the following occurs: • The accident involves a fatality or • The driver receives a citation for a moving traffic violation from the accident and an injury is treated away from the accident scene or • The driver receives a citation for a moving traffics violation from the accident and a vehicle is required to be towed from the accident scene. A driver subject to post -accident testing must remain readily available or the driver will be deemed to have refused to submit to testing. This requirement to remain ready for testing does not preclude a driver from leaving the scene of an accident for the period necessary to obtain assistance in responding to the accident or to obtain necessary medical care. Post — Accident Controlled Substance Drivers are required to submit a urine sample for post -accident controlled substance testing as soon as possible. If the driver is not tested within thirty-two (32) hours after the accident, the City will cease its Page 141 of 151 237 attempts to test the driver and prepare and maintain on file a record stating why the test was not promptly administered. Post- Accident Alcohol Testing Drivers are required to submit to post -accident alcohol testing as soon as possible. After an accident, consuming alcohol is prohibited until the driver is tested. If the driver is not tested within two (2) hours after the accident, the City will prepare and maintain on file a record stating why the test was not administered within that time. If eight hours have elapsed since the accident and the driver has not submitted to an alcohol test, the City will cease its attempts to test the driver and prepare and maintain on file a record stating why the test was not administered. The City may accept the results of a blood or breath test in place of an alcohol test and urine test for the use of controlled substances if: • The tests are conducted by federal, state, or local officials having independent authority for the test, and • The tests conform to applicable federal, state, or local testing requirements, and • The test results can be obtained by the City. Whenever such a test is conducted by a law enforcement officer, the driver must contact the City and immediately report the existence of the test, providing the name, badge number, and telephone number of the law enforcement officer who conducted the test. Random Testing Every driver will be subject to unannounced alcohol and controlled substance testing on a random selection basis. Drivers will be selected for testing by use of a scientifically valid method under which each driver has an equal chance of being selected each time selections are made. These random tests will be conducted throughout the calendar year. Each driver who is notified of selection for random testing must cease performing safety -sensitive functions and report to the designated test site immediately. It is mathematically possible drivers may be selected be picked and tested more than once, and others not at all. If a driver is selected for a random test while he or she is absent, on leave or away from work, that driver may be required to undergo the test when he or she returns to work. For 2020, federal law requires the City to test at a rate of at least fifty percent (50%) of its average number of drivers for controlled substance each year, and to test at a rate of at least ten percent (10%) of its average number of drivers for alcohol each year. These minimum testing rates are subject to change by the DOT. Reasonable Suspicion Testing When a supervisor has reasonable suspicion to believe a driver has engaged in conduct prohibited by federal law or this policy, the City will require the driver to submit to an alcohol and/or controlled substance test. The City's determination that reasonable suspicion exists to require the driver to undergo an alcohol test will be based on "specific, contemporaneous, articulable observations concerning the appearance, Page 142 of 151 238 behavior, speech, or body odors of the driver." In the case of controlled substance, the observations may include indications of the chronic and withdrawal effects of a controlled substance. The required observations for reasonable suspicion testing will be made by a supervisor or other person designated by the City who has received appropriate training in identification of actions, appearance and conduct of a driver which are indicative of the use of alcohol or controlled substance. These observations leading to an alcohol or controlled substance test, will be reflected in writing and signed by the supervisor who made the observations. The record will be retained by the City. The person who makes the determination that reasonable suspicion exists to conduct testing, will not be the person conducting the testing, which shall instead be conducted by another qualified person. Alcohol testing is authorized only if the observations are made during, just before, or just after the driver has ceased performing such functions. If a reasonable suspicion alcohol test is not administered within two (2) hours following the determination of reasonable suspicion, the City will prepare and maintain on file a record stating the reasons the alcohol test was not promptly administered. If a reasonable suspicion alcohol test is not administered within eight (8) hours following the determination of reasonable suspicion, the City will prepare and maintain on file a record stating the reasons the alcohol test was not administered and will cease attempts to conduct the alcohol test. Notwithstanding the absence of a reasonable suspicion test, no driver may report for duty or remain on duty requiring the performance of safety -sensitive functions while the driver is under the influence of or impaired by alcohol, as shown by the behavioral, speech, and performance indicators of alcohol use, nor will the City permit the driver to perform or continue to perform safety -sensitive functions until (1) an alcohol test is administered and the driver's alcohol concentration is less than .02; or (2) twenty-four (24) hours have elapsed following the determination of reasonable suspicion. Return -to -Duty Testing The City reserves the right to impose discipline against drivers who violate applicable FMCSA or DOT rules or this policy, subject to applicable personnel policy and collective bargaining agreements. Except as otherwise required by law, the City is not obligated to reinstate or requalify such drivers for a first positive test result. Should the City consider reinstatement of a DOT covered driver, the driver must undergo a Substance Abuse Professional ("SAP") evaluation and participate in any prescribed education/treatment, and successfully complete return -to -duty alcohol test with a result indicating an alcohol concentration of less than 0.02 and/or or a controlled substance test with a verified negative result, before the driver returns to duty requiring the performance of a safety -sensitive function. The SAP determines if the driver has completed the education/treatment as prescribed. The employee is responsible for paying for all costs associated with the return -to -duty test. The controlled substance test will be conducted under direct observation. Follow -Up Testing The City reserves the right to impose discipline against drivers who violate applicable FMCSA or DOT rules or this policy, subject to applicable personnel policies and collective bargaining agreements. Except as otherwise required by law, the City is not obligated to reinstate or requalify such drivers. Page 143 of 151 239 Should the City reinstate a driver following a determination by a Substance Abuse Professional (SAP) that the driver is in need of assistance in resolving problems associated with alcohol use and/or use of controlled substance, the City will ensure that the driver is subject to unannounced follow-up alcohol and/or controlled substance testing. The number and frequency of such follow-up testing will be directed by the SAP and will consist of at least six (6) tests in the first twelve (12) months following the driver's return to duty. Follow-up testing will not exceed sixty (60) months from the date of the driver's return to duty. The SAP may terminate the requirement for follow-up testing at any time after the first six tests have been administered, if the SAP determines such test is no longer necessary. The employee is responsible for paying for all costs associated with follow-up tests. Follow-up alcohol testing will be conducted only when the driver is performing safety -sensitive functions, or immediately prior to or after performing safety -sensitive functions. Cost of Required Testing The City will pay for the cost of pre -employment, post -accident, random, and reasonable suspicion alcohol and drug testing requested or required of all job applicants and employees. The driver must pay for the cost of all requested confirmatory re -tests, return -to -duty, and follow-up testing. 4. Prohibited Conduct The following conduct is explicitly prohibited by applicable DOT and FMCSA regulations and therefore constitutes violation of City policy. Under the influence of alcohol when reporting for duty or while on duty_ No driver may report for duty or remain on duty requiring the performance of safety -sensitive functions while having an alcohol concentration of 0.04 or greater. Drivers reporting for duty or remaining on duty to perform safety -sensitive functions while having an alcohol concentration of 0.02, but less than 0.04, will be removed from duty for 24 hours, escorted home and placed on PTO or sick leave for hours missed from work. On -Duty Use of Alcohol No driver may use alcohol while performing safety -sensitive functions. Pre -Duty Use of Alcohol No driver may perform safety -sensitive functions within four (4) hours after using alcohol. If an employee has had alcohol within four hours, they are to notify their supervisors before performing any safety -sensitive functions. Alcohol Use Following an Accident No driver required to take a post -accident alcohol test may use alcohol for eight (8) hours following the accident, or until the driver undergoes a post -accident alcohol test, whichever occurs first. Refusal to Submit to a Required Alcohol or Controlled Substance Test No applicant or driver may refuse to submit to pre -employment, post -accident, random, reasonable suspicion or follow-up alcohol or controlled substance testing. Page 144 of 151 240 In the event an applicant or driver does in fact refuse to submit to required alcohol or controlled substance testing, no test will be conducted. Refusal by a driver to submit to controlled substance or alcohol testing will be considered a positive test result, will cause disqualification from performing safety -sensitive functions, and may appear on the driver's permanent record. Drivers who refuse to submit to testing will be subject to discipline, up to an including termination. In accordance with the Federal Motor Carrier Safety Administration's (FMCSA) Commercial Driver's License (CDL) Drug and Alcohol Clearinghouse reporting requirements, beginning January 6, 2020, the City will report a driver's refusal to submit to a DOT test for drug or alcohol use to the Clearinghouse within three business days. If an applicant refuses to submit to pre -employment controlled substance testing, any applicable conditional offer will be withdrawn. For purposes of this section, a driver is considered to have refused to submit to an alcohol or controlled substance test when the driver: • Fails to provide adequate breath for alcohol testing without a valid medical explanation after he or she has received notice of the requirement for breath testing. • Fails to provide adequate urine for controlled substance testing without a genuine inability to provide a specimen (as determined by a medical evaluation), after he or she has received notice of the requirement for urine testing. • Fails to report for testing within a reasonable period of time, as determined by the City. • Fails to remain at a testing site until testing is complete. • In the case of directly observed or monitored collection, fails to permit observation or monitoring. • Fails or declines to take a second test as required by the City and/or collector. • Fails to undergo a medical examination as directed by the City pursuant to federal law. • Refuses to complete and sign the alcohol testing form, to provide a breath or saliva sample, to provide an adequate amount of breath, or otherwise cooperate in any way that prevents the completion of the testing process. • Engages in conduct that clearly obstructs the test process. Altering or attempting to alter a urine sample or breath test A driver altering or attempting to alter a urine sample or controlled substance test, or substituting or attempting to substitute a urine sample, will be subject to providing a specimen under direct observation. Both specimens will be subject to laboratory testing. In such case, the employee may be subject to immediate termination of employment and any job offer made to an applicant will be immediately withdrawn. Controlled Substance Use No driver may report for duty or remain on duty requiring the performance of safety -sensitive functions when the driver uses any controlled substance, except when the use is pursuant to the instructions of a licensed medical practitioner who has advised the driver in writing the substance does not adversely affect the driver's ability to safely operate a commercial motor vehicle. Drivers must forward this information regarding therapeutic controlled substance use to the City immediately after receiving any such advice. Having a medical marijuana card and/or a cannabis prescription from a physician does not allow anyone to use or possess that drug in the City's workplace. The federal government still classifies Page 145 of 151 241 cannabis as an illegal drug. There is no acceptable concentration of marijuana metabolites in the urine or blood of an employee who performs safety -sensitive duties for the City. Employees are still subject to being tested under our policies, as well as for being disciplined, suspended or terminated after testing positive for cannabis while at work. Controlled Substance Testin, No driver may report for duty, remain on -duty or perform a safety -sensitive function if the driver tests positive for controlled substance. 5. Collection and Testing Procedures Drivers are required to report immediately upon notification to the collection site. For random tests conducted off site, employees may use a City vehicle to drive to the collection site. Drivers will be expected to provide a photo ID card for identification to the collection staff. All drivers will be expected to cooperate with collection site personnel request to remove any unnecessary outer garments such as coats, sweaters or jackets and will be required to empty their pockets. Collection personnel will complete a Federal Custody and Control Form ("CCF") which drivers providing a sample will sign as well. Alcohol Testing Employees will be tested for alcohol just before, during, or immediately following performance of a safety -sensitive function. If a driver is also taking a DOT controlled substance test, generally speaking, the alcohol test is completed before the urine collection process begins. Screening tests for alcohol concentration will be performed utilizing a non -evidential screening device included by the National Highway Traffic Safety Administration on its conforming products list (e.g., a saliva screening device) or an evidential breath testing device ("EBT") operated by a trained breath alcohol technician ("BAT") at a collection site. An alcohol test usually takes approximately 15 minutes if the result is negative. If a driver's first attempt is positive (with an alcohol concentration of .02 or greater), the driver will be asked to wait at least 15 minutes and then be tested again. The driver may not eat, drink or place anything in his/her mouth (e.g., cigarette, chewing gum) during this time. All confirmation tests will be conducted in a location that affords privacy to the driver being tested, unless unusual circumstances (e.g., when it is essential to conduct a test outdoors at the scene of an accident) make it impracticable to provide such privacy. Any results less than 0.02 alcohol concentration is considered a "negative" test result. If the driver attempts and fails to provide an adequate amount of breath, he/she will be referred to a physician to determine if the driver's inability to provide a specimen is genuine or constitutes a refusal to test. Alcohol test results are reported directly to the City by the collection site staff. Controlled Substance Testing The City will use a "split urine specimen" collection procedure for controlled substance testing. Collection of urine specimens for controlled substance testing will be conducted by an approved collector and will be conducted in a setting and manner to ensure the driver's privacy. Controlled substance testing generally takes about 15 minutes. At the collection site, the driver will be given a sealed container and must provide at least 45 ml of urine for testing. Once the sample is provided the collection personnel will check the temperature and color and look for Page 146 of 151 M,PA signs of contamination. The urine is then split into two separate specimen containers (A, or "primary," and B, or "split") with identifying labels and security seals affixed to both. The collection facility will be responsible for maintaining a proper chain of custody for delivery of the sample to a DHHS- certified laboratory for analysis. The laboratory will retain a sufficient portion of any positive sample for testing and store that portion in a scientifically acceptable manner for a minimum 365-day period. If an employee fails to provide a sufficient amount of urine to permit a controlled substance test (45 milliliters of urine), the collector will discard the insufficient specimen, unless there is evidence of tampering with that specimen. The collector will urge the driver to drink up to 40 ounces of fluid, distributed reasonably over a period of up to three hours, or until the driver has provided a sufficient urine specimen, whichever occurs first. If the driver has not provided a sufficient specimen within three hours of the first unsuccessful attempt, the collector will cease efforts to attempt to obtain a specimen. The driver must then obtain, within five calendar days, an evaluation from a licensed physician, acceptable to the MRO, who has expertise in the medical issues raised by the employee's failure to provide a sufficient specimen. If the licensed physician concludes the driver has a medical condition, or with a high degree of probability could have, precluded the driver from providing a sufficient amount of urine, the City will consider the test to have been canceled. If a licensed physician cannot make such a determination, the City will consider the driver to have engaged in a refusal to test and will take appropriate disciplinary action under this policy. The primary specimen is used for the first test. If the test is negative, it is reported to the MRO who then reports the result, following a review of the CCF Form for compliance, to the City. If the initial result is positive or non -negative, a "confirmatory retest" will be conducted on the primary specimen. If the confirmatory re -test is also positive, the result will be sent to the MRO. The MRO will contact the driver to verify the positive result. If the MRO is unable to reach the driver directly, the MRO must contact the City who will direct the driver to contact the MRO. 6. Review of Test Results The MRO is a licensed physician with knowledge and clinical experience in substance abuse disorders and is responsible for receiving and reviewing laboratory results of the controlled substances test as well as evaluating medical explanations for certain drug test results. Prior to making a final decision to verify a positive test result, the MRO will give the driver or the job applicant an opportunity to discuss the test result, typically through a phone call. The MRO, or a staff person under the MRO's supervision, will contact the individual directly, on a confidential basis, to determine whether the individual wishes to discuss the test result. If the employee or job applicant wishes to discuss the test result: • The individual may be required to speak and/or meet with the MRO, who will review the individual's medical history, including any medical records provided. • The individual will be afforded the opportunity to discuss the test results and to offer any additional or clarifying information which may explain the positive test result. If the employee or job applicant, believes a mistake was made at the collection site, at the labor, on a chain -of - custody form, or that the drug test results are caused by lawful substance use, the employee should tell the MRO. • If there is some new information which may affect the original finding, the MRO may request the laboratory to perform additional testing on the original specimen in order to further clarify the results; and Page 147 of 151 243 A final determination will be made by the MRO that the test is either positive or negative, and the individual will be so advised. If the MRO upholds the positive, adulterated or substituted drug determination, that test result will be provided to the City. There is no opportunity to explain a positive alcohol test provided in the DOT regulations. The driver can request the MRO to have the split specimen (the second "B" container) tested at the driver's expense. This includes all costs that may be associated with the re -test. There is no split specimen testing for an invalid result. The driver has 72 hours after they have been notified of the positive result to make this request. If the employee requests an analysis of the split specimen, the MRO will direct the laboratory to send the split specimen to another certified laboratory for analysis. If an employee has not contacted the MRO within 72 hours, the employee may present information documenting that serious injury, illness, lack of actual notice of the verified test result, inability to contact the MRO, or other circumstances unavoidably prevented the employee from making timely contact. If the MRO concludes there is legitimate explanation for the employee's failure to contact within 72 hours, the MRO will direct the analysis of the split specimen. If the results of the split specimen are negative, the City may pay for all costs associated with the rest and there will be no adverse action taken against the employee or job applicant. 7. Notification of Test Results Employ The City will notify a driver of the results of random, reasonable suspicion, and post -accident tests for controlled substance if the test results are verified positive and will inform the driver which controlled substance or substances were verified as positive. Results of alcohol tests will be immediately available from the collection agent. Right to Confirmatory Retest Within seventy-two (72) hours after receiving notice of a positive controlled substance test result, an applicant or driver may request through the MRO a re -analysis (confirmatory retest) of the driver's split specimen. Action required by federal regulation as a result of a positive controlled substance test (e.g., removal from safety -sensitive functions) will not be stayed during retesting of the split specimen. If the result of the confirmatory retest fails to reconfirm the presence of the controlled substance(s) or controlled substance metabolite(s) found in the primary specimen, or if the split specimen is unavailable, inadequate for testing or untestable, the MRO will cancel the test. Dilute Specimens Dilute Negatives Creatinine concentration of specimen is equal to or greater than 2 mg/dL, but less than or equal to 5 mg/dL. If the City receives information that a driver has provided a dilute negative specimen, the City will direct a recollection, pursuant to the MRO's direction, under direct observation. Page 148 of 151 244 8. Consequences for Drivers Enmini! in Prohibited Conduct Job Applicants Any applicable conditional offer of employment will be withdrawn from a job applicant or employee seeking a transfer who refuses to be tested or tests positive for controlled substance pursuant to this policy. Employ Drivers who are known to have engaged in prohibited behavior with regard to alcohol misuse or use of controlled substance, as defined earlier in this policy, are subject to the following consequences: • Removal from Safety -Sensitive Functions No driver may perform safety -sensitive functions, including driving a commercial motor vehicle, if the driver has engaged in conduct prohibited by federal law. No driver who is found to have an alcohol concentration of 0.02 or greater but less than 0.04 may perform or continue to perform safety -sensitive functions for the City, including driving a commercial motor vehicle, until the start of the driver's next regularly scheduled duty, but not less than twenty-four (24) hours following administration of the test. If a driver tests positive under this policy or is found to have an alcohol concentration of .02 or greater but less than .04, the driver will be removed from safety sensitive duties and escorted home; the driver should not drive home but be escorted to his or her home. The driver will then be placed on vacation, compensatory time or sick leave, for hours missed from work. Notification of Resources Available The City will advise each driver who has engaged in conduct prohibited by federal law or who has a positive alcohol or controlled substance test of the resources available to the driver including the City's EAP, in evaluating and resolving problems associated with the misuse of alcohol and use of a controlled substance, including the names, addresses, and telephone numbers of Substance Abuse Professionals and counseling and treatment programs. Discipline The City reserves the right to impose whatever discipline the City deems appropriate in its sole discretion, up to and including termination for a first occurrence, against drivers who violate applicable FMCSA or DOT rules or this policy, subject to applicable personnel policies and collective bargaining agreements. Except as otherwise required by law, the City is not obligated to reinstate or requalify such drivers following a first positive confirmed controlled substance or alcohol test result. Evaluation, and Return to Duty Testing Should the City wish to consider reinstatement of a driver who engaged in conduct prohibited by federal law and/or who had a positive alcohol or controlled substance test, the driver must undergo a SAP evaluation, participate in any prescribed education/treatment, and successfully complete return -to -duty alcohol test with a result indicating an alcohol concentration of less than 0.02 and/or or a controlled substance test with a verified negative result, before the driver returns to duty requiring the performance of a safety -sensitive function. The SAP will determine what assistance, if any, the driver needs in resolving problems associated with alcohol misuse and controlled Page 149 of 151 245 substance use and will ensure the driver properly follows any rehabilitation program and submits to unannounced follow-up alcohol and controlled substance testing. • Follow -Up Testing If the driver passes the return -to -duty test, he/she will be subject to unannounced follow-up alcohol and/or controlled substance testing. The number and frequency for such follow- up testing will be as directed by the SAP and will consist of at least six tests in the first twelve months. These tests will be conducted under direct observation. • Refusal to test All drivers and applicants have the right to refuse to take a required alcohol and/or controlled substance test. If an employee refuses to undergo testing, the employee will be considered to have tested positive and may be subject to disciplinary action, up to and including termination. Refer to Refusing to Test provided earlier in this policy. • Responsibility for Cost of Evaluation and Rehabilitation Drivers will be responsible for paying the cost of evaluation and rehabilitation (including services provided by a Substance Abuse Professional) recommended or required by the City or FMCSA or DOT rules, except to the extent that such expense is covered by an applicable employee benefit plan or imposed on the City pursuant to a collective bargaining agreement. Reporting to the FMCSA's CDL Drug and Alcohol Clearinghouse In accordance with the Federal Motor Carrier Safety Administration's (FMCSA) Commercial Driver's License (CDL) Drug and Alcohol Clearinghouse reporting requirements beginning January 6, 2020, the City will report the following information to the Clearinghouse within three business days: ✓ A DOT alcohol confirmation test result with an alcohol concentration of 0.04 or greater; ✓ A negative DOT return -to -duty test result; ✓ The driver's refusal to submit to a DOT test for drug or alcohol use; ✓ Actual knowledge a driver has used alcohol or controlled substances, based on the employer's direct observation, information provided by the driver's previous employer(s), a traffic citation for driving a CMV while under the influence of alcohol or controlled substances, or an employee's admission of alcohol or controlled substance abuse except as provided in § 382.121) of: o On duty alcohol use pursuant to § 382.205; o Pre -duty alcohol use pursuant to § 382.207; o Alcohol use following an accident pursuant to § 382.209; o Controlled substance use pursuant to § 382.213; ✓ Employers will also report negative return -to -duty (RTD) test results and the successful completion of a driver's follow-up testing plan as ordered by a SAP. 9. Loss of CDL License for Traffic Violations in Commercial and Personal Vehicles Effective August 1, 2005, the FMCSA established strict rules impacting when CDL license holders can lose their CDL for certain traffic offenses in a commercial or personal vehicle. Employees are required to notify their supervisor immediately if the status of their CDL license changes in anyway. Page 150 of 151 246 10. Maintenance and Disclosure of Records Except as required or authorized by law, the City will not release driver's information that is contained in records required to be maintained by this policy or FMCSA and DOT regulations. As of 2020, the City will be required to query and report to the agency's Commercial Driver's License (CDL) Drug and Alcohol Clearinghouse prior to hiring new drivers, will conduct annual checks of existing CDL- drivers, and will report certain violations of the DOT drug and alcohol testing program for holders of CDLs. In addition, a driver is entitled, upon written request, to obtain copies of any records pertaining to the driver's use of alcohol or a controlled substance, including any records pertaining to his or her alcohol or controlled substance tests. 11. Policy Contact for Additional Information If you have any questions about this policy or the City's controlled substance and alcohol testing procedures, you may contact your immediate supervisor or Human Resources to obtain additional information. Page 151 of 151 247 Las-t-Adopted by Orono City Council on August 2-6December 8, 202524 248 Table of Contents Article1. INTRODUCTION .................................................................................................................. 7 Section1.01 Purpose............................................................................................................................... 7 Section1.02 Scope................................................................................................................................... 7 Section 1.03 EEO Policy Statement........................................................................................................ 7 Section 1.04 Data Practices Advisory..................................................................................................... 7 Section1.05 Media Requests................................................................................................................... 8 Section 1.06 Personal Communications and Use of Social Media.......................................................... 9 Article 2. CITYWIDE WORK RULES AND CODE OF CONDUCT ............................................... 11 Section 2.01 Conduct as a City Employee............................................................................................ 11 Section 2.02 Attendance and Absence................................................................................................... 11 Section 2.03 Access to and Use of City Property.................................................................................. 12 Section2.04 Appearance....................................................................................................................... 12 Section 2.05 Conflict of Interest............................................................................................................ 13 Section 2.06 Falsification of Records.................................................................................................... 14 Section 2.07 Personal Communications................................................................................................ 14 Section 2.08 Political Activity............................................................................................................... 14 Section2.09 Smoking............................................................................................................................ 15 Section2.10 Gifts.................................................................................................................................. 15 Article 3. DEFINITIONS..................................................................................................................... 16 Section3.01 Authorized Hours............................................................................................................. 16 Section3.02 Benefits............................................................................................................................. 16 Section 3.03 Benefit Earning Employees.............................................................................................. 16 Section3.04 Core Hours........................................................................................................................ 16 Section3.05 Demotion.......................................................................................................................... 16 Section3.06 Direct Deposit................................................................................................................... 16 Section3.07 Employee.......................................................................................................................... 16 Section3.08 Exempt Employee............................................................................................................. 16 Section 3.09 FICA (Federal Insurance Contributions Act)................................................................... 16 Section3.10 Fiscal Year........................................................................................................................ 16 Section 3.11 Full -Time Employee......................................................................................................... 16 Section 3.12 Hours of Operation "Office Hours".................................................................................. 17 Section 3.13 Management Employee.................................................................................................... 17 Section 3.14 Non -Exempt Employee..................................................................................................... 17 Section 3.15 Paid -On -Call Firefighter (POC)....................................................................................... 17 Page 2 of 172 249 5ection3.16 Part -Time Employee........................................................................................................... 17 Section3.17 Pay Period........................................................................................................................... 17 Section 3.18 PERA (Public Employees Retirement Association)........................................................... 17 Section3.19 Promotion........................................................................................................................... 17 Section 3.20 Reclassify (see Appendix F for detailed guidelines and process) ...................................... 17 Section 3.21 Seasonal Employee............................................................................................................. 17 Section 3.22 Service Credit / Time........................................................................................................ 17 Section3.23 Temporary Employee....................................................................................................... 18 Section 3.24 Training/Probationary Period........................................................................................... 18 Section3.25 Transfer............................................................................................................................. 18 Section3.26 Weapons........................................................................................................................... 18 Section3.27 Workweek......................................................................................................................... 18 Article 4. EMPLOYEE RECRUITMENT AND SELECTION........................................................... 19 Section4.01 Scope................................................................................................................................. 19 Section 4.02 Features of the Recruitment System................................................................................. 19 Section 4.03 Testing and Examinations................................................................................................. 19 Section 4.04 Pre -Employment Medical Exams..................................................................................... 19 Section 4.05 Selection Process.............................................................................................................. 20 Section4.06 Background Checks.......................................................................................................... 20 Section 4.07 Training Period (see also 3.23)......................................................................................... 21 Article 5 ORGANIZATION............................................................................................................... 22 Section 5.01 Job Descriptions................................................................................................................ 22 Section 5.02 Assigning and Scheduling Work...................................................................................... 22 Section 5.03 Job Descriptions and Classifications................................................................................ 22 Section5.04 Layoff............................................................................................................................... 22 Article6. HOURS OF WORK............................................................................................................. 23 Section6.01 Work Hours...................................................................................................................... 23 Section6.02 Core Hours........................................................................................................................ 23 Section 6.03 Meal Breaks and Rest Periods.......................................................................................... 23 Section 6.04 Adverse Weather Conditions............................................................................................ 23 Article7. COMPENSATION.............................................................................................................. 25 Section7.01 Direct Deposit................................................................................................................... 25 Section 7.02 Improper Deduction and Overpayment Policy................................................................. 25 Section7.03 Time Reporting................................................................................................................. 26 Section 7.04 Overtime / Compensatory Time....................................................................................... 26 Section 7.05 Non -Exempt (Overtime -Eligible) Employees.................................................................. 26 Section 7.06 Exempt (Non -Overtime -Eligible) Employees.................................................................. 27 Page 3 of 172 250 Section 7.07 Leave Policy for Exempt Employees............................................................................... 28 Article 8. PERFORMANCE REVIEWS................................................................................................ 29 Article9. BENEFITS........................................................................................................................... 30 Section 9.01 Health, Dental, Life Insurance.......................................................................................... 30 Section 9.02 Retirement/PERA............................................................................................................. 30 Section 9.03 Retirement/Deferred Compensation................................................................................. 30 Section 9.05 Tuition Reimbursement (see Appendix B for detailed policy and forms) ........................ 31 Section 9.06 Worker's Compensation................................................................................................... 31 Article10. HOLIDAYS......................................................................................................................... 32 Article 11. LEAVES OF ABSENCE..................................................................................................... 33 Section 11.01 Earned Sick and Safe Leave (ESST)................................................................................ 33 Section11.02 Vacation Leave................................................................................................................. 36 Section 11.03 Bereavement Leave.......................................................................................................... 37 Section 11.04A Military Leave................................................................................................................ 37 Section 11.04B Military Leave for Family Members.............................................................................. 38 Section 11.04C Military Leave for Family Member Injured or Killed in Active Service ....................... 38 Section 11.04D Civil Air Patrol............................................................................................................... 38 Section11.05 Jury Duty.......................................................................................................................... 38 Section11.06 Court Appearances............................................................................................................ 39 Section 11.07 Victim or Witness Leave.................................................................................................. 39 Section 11.08 Job Related Injury or Illness............................................................................................. 39 Section 11.09 Pregnancy and Parenting Leave........................................................................................ 39 Section 11.10 Administrative Leave....................................................................................................... 40 Section11.11 Adoptive Parents............................................................................................................... 40 Section 11.12 School Conference Leave................................................................................................. 40 Section 11.13 Bone Marrow/Organ Donation Leave.............................................................................. 40 Section 11.14A Elections / Voting........................................................................................................... 41 Section 11.14B Delegates to Party Conventions...................................................................................... 41 Section 11.15 Regular Leave without Pay............................................................................................... 41 Section 11.16 Family and Medical Leave............................................................................................... 42 Section 11.17 Paid Family and Medical Leave (PFML)......................................................................... 43 Section 11.18 Reasonable Work Time for Nursing Mothers................................................................... 46 Section 11.19 Light Duty/Modified Duty Assignment............................................................................ 46 Section 11.20 Reasonable Accommodations to an Employee for Health Conditions Relating to Pregnancy................................................................................................................................................. 46 Article 12. RESPECTFUL WORKPLACE POLICY............................................................................ 48 Section12.01 Applicability..................................................................................................................... 48 Page 4 of 172 251 Section 12.02 Abusive Customer Behavior............................................................................................. 48 Section 12.03 Types of Disrespectful Behavior...................................................................................... 48 Section 12.04 Employee Response to Disrespectful Workplace Behavior ............................................. 49 Section 12.05 Supervisor's Response to Allegations of Disrespectful Workplace Behavior .................. 50 Section 12.06 Special Reporting Requirements....................................................................................... 51 Section 12.07 Confidentiality.................................................................................................................. 52 Section12.08 Retaliation......................................................................................................................... 52 Article 13. POSSESSION AND USE OF DANGEROUS WEAPONS ................................................ 53 Article 14. SEPARATION FROM SERVICE....................................................................................... 54 Section14.01 Resignations...................................................................................................................... 54 Section14.02 Severance Pay................................................................................................................... 54 Section 14.03 Post -Retirement Health Care Savings Plan...................................................................... 54 Section 14.04 Continuation of Group Health and Dental Insurance....................................................... 55 Article 15. DISCIPLINE........................................................................................................................ 56 Section15.01 General Policy.................................................................................................................. 56 Section 15.02 No Contract Language Established................................................................................... 56 Section15.03 Process.............................................................................................................................. 56 Article 16. GRIEVANCE PROCEDURE.............................................................................................. 58 Section16.01 Waiver.............................................................................................................................. 58 Article 17. EMPLOYEE EDUCATION AND TRAINING................................................................... 59 Section17.01 Policy................................................................................................................................ 59 Section 17.02 Job -Related Training and Conferences............................................................................. 59 Section 17.03 Job -Related Meetings....................................................................................................... 59 Section 17.04 Request for Participation in Training and Conferences.................................................... 59 Section 17.05 Out of State Travel........................................................................................................... 59 Section 17.06 Compensation for Travel and Training Time................................................................... 59 Section 17.07 Memberships and Dues..................................................................................................... 59 Section 17.08 Travel and Meal Allowance (see Appendix E for form) .................................................. 60 Article 18. OUTSIDE EMPLOYMENT................................................................................................ 61 Article 19. DRUG FREE WORKPLACE.............................................................................................. 62 Section 19.01 Drug/Alcohol Testing Policy............................................................................................ 62 Article 20. CITY DRIVING POLICY................................................................................................... 63 Section 20.01 Records Review................................................................................................................ 63 Section 20.02 Cell Phone use while driving............................................................................................ 63 Article 21. CITY TECHNOLOGY........................................................................................................ 64 Section21.01 Purpose.............................................................................................................................. 64 Section 21.02 General Information.......................................................................................................... 64 Page 5 of 172 252 Section21.03 Personal Use...................................................................................................................... 64 Section21.04 IT Hardware...................................................................................................................... 65 Section21.05 IT Software........................................................................................................................ 65 Section 21.06 Electronic Mail.................................................................................................................. 65 Section 21.07 Electronic Calendars.......................................................................................................... 66 Section 21.08 Personal Devices............................................................................................................... 66 Section21.09 Security.............................................................................................................................. 66 Section2 1. 10 Internet.............................................................................................................................. 67 Section2 1. 11 Data Retention................................................................................................................... 67 Section 21.12 Electronic Mobile devices (including Cell Phones)......................................................... 68 Section 21.13 Cell Phone Monthly Allowance Election.......................................................................... 68 Section21.14 Procedures......................................................................................................................... 69 Section21.15 Responsibility................................................................................................................... 69 Article22. SAFETY............................................................................................................................... 70 Section 22.01 Reporting Accidents and Illnesses.................................................................................... 70 Section 22.02 Safety Equipment/Gear..................................................................................................... 70 Section 22.03 Unsafe Behavior............................................................................................................... 70 Section 22.04 Access to Gender -Segregated Activities and Areas......................................................... 70 Article 23. EMPLOYEE RECOGNITION............................................................................................ 71 Section 23.01 Service Recognition.......................................................................................................... 71 Section 23.02 Service Awards and Events............................................................................................... 71 Appendix A. Performance Evaluation Process and Forms................................................................... 73 Appendix B. Tuition Reimbursement Policy and Forms................................................................... 118 AppendixC. Website Policy.............................................................................................................. 122 Appendix D. Information Technology Policies and Forms............................................................... 125 Appendix E. Expense/Reimbursement Report .................................................................................. 133 Appendix F. Position Reclassification Guidelines and Process......................................................... 135 Appendix G. Flexible Work Arrangement Policy.............................................................................. 141 Appendix H. Credit Card Policy........................................................................................................ 149 Appendix I. Drug and Alcohol Testing for Commercial Drivers Policy ......................................... 156 Page 6 of 172 253 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 CEity 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 not apply to: 1. Elected officials 2. City attorney Except where specifically noted, these policies do 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 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 Page 7 of 172 254 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 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 Page 8 of 172 255 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, 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 eCity of Orono." 0 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 Page 9 of 172 256 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). Page 10 of 172 257 Article 2. CITYWIDE WORK RULES &AND 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 eCity 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 &and Absence The operations and standards of service in the Ceity 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. Page l l of 172 258 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 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. Page 12 of 172 259 • 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. The following actions by an employee of the City of Orono shall be deemed a conflict of interest and subject to disciplinary action as appropriate: • Use or attempted use of the employee's official position to secure benefits, privilege exceptions, or advantages for the employee or the employee's immediate family or organization with which the employee's immediate family or organization with which the employee is associated, which are different from the available to the public. • Acceptance of other contractual relationship that will affect the employee's independent judgment in exercise of the employee's official duties. Page 13 of 172 260 • Actions as an agent or attorney in any action or matter pending before the City of Orono, except in the proper discharge of official duties or on the employee's behalf or as a member of a labor bargaining unit. To prevent conflict of interest, City employees shall not appoint, employ, supervise or participate in a hiring decision involving any immediate "Family Member" (Definition per Minn. Stat. § 181.9445, subd. 7.). This includes the following members: • Spouse or registered domestic partner • Child (natural, foster, or adopted), siblings (natural, step, or foster), grandchild (natural, step, or foster), grandparent (natural or step), child of a sibling of the employee, sibling of the parents of the employee, child -in-law, sibling -in-law • Any of the family members listed above of a spouse or registered domestic partner • Any other individuals related by blood or whose close association with the employee is equivalent of a family relationship For purposes of this policy, a supervisor is an employee who is responsible for, or effectively contributes to, an employee's performance appraisal; issues or recommends discipline; establishes work assignments or directs an employee's work; adjusts or recommends adjustments to grievances; or who is accountable for an employee's time, such as scheduling, approving overtime and/or timesheets. City employees shall not directly or indirectly supervise an immediate family member. The supervisory -subordinate relationship shall be interpreted to include all levels of supervisors within the chain of command, not just the immediate supervisor. If the immediate family relationship is formed after employment, both employees must disclose the relationship to the Department Head and Human Resources so that immediate steps, such as transfer, voluntary resignation, or dismissal from employment can be taken to resolve conflict with this policy. Should an employee not accept an offer to transfer to another division or department, as applicable, or should no transfer option be available, the employee may be dismissed. It shall be within the sole discretion of the City to determine which employee to dismiss based on the best interests of the City. All employees shall refrain from intervening in any employment matter involving an immediate family member and shall refrain from involvement in any employment matter which may be viewed as a conflict of interest. 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. 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 Page 14 of 172 261 or political influence to compel another employee to apply for or become a member in a political organization. Section 2.09 Smoking The c-City of Orono observes and supports the Minnesota Clean Indoor Air Act MCIAA . All city buildings and vehicles, in their entirety, shall be designated as smoke free *,.b,,eee fFee. Smoking is defined as inhaling, exhaling, burning, or carrying M lighted or heated cigar, cigarette, pipe, or other lighted or heated product that contains nicotine, tobacco, marijuana, or other plant and is intended for inhalation. Smoking includes cgMing or using an activated electronic delivery device, commonly known as vaping. Places of employment are indoor areas where two or more persons perform services, whether or not the persons are paid. Public places are any enclosed, indoor area used by the general u�, meaning that smoking in miy fefm through the use of tebaeee or- ea*nabineid pr-oduets stleh as Smoking of any kind, ' , , and the tis �, ^o. ing tobaeeo, 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. It is a petty misdemeanor to smoke, or to permit someone to smoke, in an area where smoking is prohibited or restricted by the MCIAA. Section 2.10 Gifts City employees may not solicit or accept gifts from any person or company that has a direct financial interest in a decision that the City is authorized to make. No gift may be accepted from consultants, vendors, permit applicants, job applicants, local businesses, or others that have a financial interest in the decision the City may make. The only exceptions to the ban on gifts are: • services of insignificant monetary value; • a plaque or similar memento recognizing individual services in a field of specialty or a charitable cause; • a trinket or memento costing $5 or less; • informational material of insignificant value; • food or beverage given at a reception, meal, or meeting away from the employee's place of work by an organization before whom the employee appears to make a speech or answer questions as part of a program; • gifts given because of the employee's membership in group, a majority of whose members are not local officials, and an equivalent gift is given to the other members of the group; or • gifts given by a person who is a member of the employee's family unless the gift is given on behalf of someone who is not a member of the family. • gifts given by a national or multistate organization of governmental organizations or public officials, if a majority of the dues to the organization are paid from public funds, to attendees at a conference sponsored by that organization, if the gift is food or a beverage given at a reception or meal and an equivalent gift is given or offered to all other attendees. Minn. Stat. §471.895 and Minn. Stat. §471.87 Page 15 of 172 262 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 Employees who are required to work forty (40) or more hours per week year-round in an ongoing position. Page 16 of 172 263 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. 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. The look -back period for eligibility is 3-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 F 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 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 &and 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. Page 17 of 172 264 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 &and 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). Page 18 of 172 265 Article 4. EMPLOYEE RECRUITMENT &AND 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. Page 19 of 172 266 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 eCity 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. The following will result in the rejection of employment consideration: • Not a citizen of the United States; • Failure to disclose or provide false information on the application; • Failure to cooperate with background check and reference check processes. The following may result in the rejection of employment consideration: • Felony, Gross Misdemeanor, or Misdemeanor charge/conviction that resulted in De Novo or Diversion, a pardon or expungement; • D.U.I, D.W.I, Implied Consent, or B.A.C. over 0.08, on the driving record in the last 5 years; • Receiving or concealingstolen olen property • Evidence or admission of past abuse of controlled substance within the last 10 years; • Affiliation or association with documented gang member(s) or known criminals; • An undesirable discharge from the military or an honorable discharge which indicates the gpplicant is not eligible for re -enlistment; • Documented instances of undesirable work habits; • Documented pattern of unfitness or patterns of misconduct; • Documented instances of misconduct by prior employers; • Insufficient references or unsatisfactory references or unsatisfactory personal qualifications; • Additional factors to be considered are the seriousness of the crime, multiple occurrences of a crime, length of time between crimes and when the crime was committed. Page 20 of 172 267 The lists above are not intended to be all inclusive. There may be other factors that would lead to a rejection of employment not listed. 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. Page 21 of 172 268 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. Page 22 of 172 269 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 an unpaid 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 G 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 et --six or more consecutive hours. Employees are allowed to combine their paid fifteen -minute breaks with their unpaid thirty -minute lunch period or any other combinations throughout their work shift. Employees are expected to use these breaks as intended and will not be permitted to adjust work start time or, 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. Minn. Stat. § 177.253 and Minn. Stat. § 177.254 and Minn. R. 5200.0120. 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 Page 23 of 172 270 work regardless of conditions. Decisions to cancel departmental programs (special events, recreation programs, etc.) will be made by the respective supervisor or the city administrator. Page 24 of 172 271 Article 7. COMPENSATION The regular payday for all City employees is on alternating Fr -id �sThursdays. The payroll is calculated for the two -week period ending the Sunday prior to the Fr -id Thursday payday. When a payday falls on an official holiday, employees will receive their pay on the preceding work day or business 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. Rate of pay will be based on the rate the employee earns on the last day of the pay period. Compensation for part-time, 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 and/or benefit portal. Election „judges are exempted from this rule and will be paid via paper check. 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 and the Finance department. 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. 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 Page 25 of 172 Nr&� 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 eCity 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. 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 Page 26 of 172 273 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: 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. Page 27 of 172 274 • 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 Finance department 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. Exempt employees are subject to Section 6.02Tke not:mal hour-s of business for- exempt staff are Monday thr-ough Friday, 9:00 a.m. to .4:30 p. , plus evening meetings as necessary, or as agreed upon per a flexible work arrangement. 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. t n:zn p 40-hour workweek. . Exempt employees must ,.,.R.,..,uniea4_e coordinate their absence to -with 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. Page 28 of 172 275 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. Page 29 of 172 276 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 • Supplemental Insurance (Medical, Accidental, Group, etc.) 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 appendixCity benefit summarypackage. Page 30 of 172 O&A 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, with a maximum of 2 classes per semester reimbursable. 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. Page 31 of 172 278 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. Page 32 of 172 279 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 Earned Sick &and Safe Leave E( SST) Earned Sick &and 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 &and Safe Leave does not accrue during an unpaid leave of absence. • Full-time employees will accrue Sick &and 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 fewer- than 20 4., tws 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 &and 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 &and 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 &and 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 &and Safe Leave an employee must work at least 80 hours in a 12- month period for the city. • Paid on call firefighters will not earn Sick and Safe Leave effective May 25, 2024 due to Law Changes. For reference visit MN Dept of Labor. • Sick &and Safe Leave may be used only for days when the employee would otherwise have been at work. • Full Time &and Part -Time employees will not be allowed to have more than 960 hours (120 working days) of Sick &and 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 &and Safe Leave with pay has no value upon termination or retirement except as provided in the "Severance Pay at Retirement / Termination of Employment in Good Standing / Sick &and Safe Leave Handling at Termination" section of this handbook. Page 33 of 172 280 • Temporary &and Seasonal employees that finish their employment and return within 180 days will have their unused Sick &and Safe Leave carried over. The Sick &and Safe Leave amount cannot be more than 80 hours. Sick &and Safe Leave may be used as follows: • 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 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 Page 34 of 172 281 To be eligible for Sick &and 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. 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 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 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; 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; Page 35 of 172 282 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 accrue as indicated below: Years of Service Per Year Per Pay Period 0 through 5 years of continuous service; 80 Hours 3.08peried_ hours 6 through 10 years of continuous service; 120 Hours 4.62�d_ hours 11 through 15 years of continuous service; 1604-44 Hours 5446.15p� peried hours 16 through 1.99 years of continuous service; 18460 Hours 7.08ti per-iodHours 714eiffs6�eried Over2020 years and more of continuous service; 492200 Hours 7.697—.3-9/pay period a. Eligibility Full-time employees will earn vacation leave in accordance with the above schedule. Part-time employees who is wofk scheduled to work at least 20 hours per week on a regular basis will accrue one (1) hour of vacation leave for every thirty (30) hours worked. 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. 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. Page 36 of 172 283 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 unless covered by FMLA or MN Paid Leave. 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 Bereavement Leave All Full-time regular Employees will be allowed up to 3 days paid funeral leave, if requested. This time will not be deducted from any accruals of the Employee. This applies for the death of immediate family. Immediate family members include child (natural, step, adopted ,or foster), pouse or registered domestic partner, siblings,(natural, step, adopted, or foster), parent (biological, step or foster), grandchild (natural, step, adopted, or foster), grandparent (natural or step), a child of a sibling of the employee, a siblingof f the parents of the employee, a child -in-law, or sibling -in-law, any member of the family members listed of a spouse or registered domestic partner. Eg*pleyee w4l-�� � family member- (Immeli I ' " member- ineludes par-ei#, spouse, ehild (natufal, step or- use up to thfee (3) eenseeu4ive wer-king days, with pay, as ftmefal leave upen the death of an iffiffled 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 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 Page 37 of 172 284 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. _ 19�; AG Opinion 31Oh- 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. _ 18� &and 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 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 Page 38 of 172 285 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: Sick &and Safe Leave under the Sick &and 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. 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 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 Page 39 of 172 286 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 Pregnancy and Parenting Leave, except that the Pregnancy and Parenting Leave will not be reduced by any period of paid or unpaid leave taken for prenatal care medical appointments. 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. During any leave for which an employee is entitled to benefits or leave under this section, the employer will maintain coverage under any group insurance policy, group subscriber contract, or health care plan for the employee and any dependents as if the employee was not on leave, provided, however, that the employee must continue to pay any employee share of the cost of the benefits. For reference, see Minn. Stat. 181.940 &and Minn. Stat. 18�. 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 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. Minn. Stat. 181.940 &and 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 be discharge, discipline, penalize, interfere with, or otherwise retaliate or Page 40 of 172 287 discriminate against an employee for asserting bone marrow or organ donation leave rights or remedies. Minn. Stat. § 181.945 &and 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. 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 Minn. Stat. § 204C.04 &and 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 Page 41 of 172 288 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 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. The rolling twelve-month period is measured backward from a Covered Individual's first day of leave taken. 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 Page 42 of 172 289 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 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. lA Section 11.17 Paid Family and Medical Leave (PFML) The Cily provides time off to eligible employees who qualify for Minnesota Paid Leave (MNPL) benefits under Minnesota Paid Family and Medical leave Act. The City is a participant in an equivalent plan with MetLife, the equivalent plan administrator. Beginning Jerry 1, 2026, the City will pay 50% of the required premium and employees will pay 50% of the premium cost through payroll deductions. Eli ig bility determinations for MNPL benefits are made by the equivalent plan administrator. Generall, to be eligible for MNPL, the employee must: • Work at least 50% of the time from a location in Minnesota, including employees who work from home or spend time in other states occasionally. • Meet the financial eli ig bility requirements by having earned over a specific amount of wages as defined by under Minnesota law at the time of the requested leave. An employee's weekly MNPL benefits are calculated and determined by the equivalent plan administrator. The equivalent plan administrator magpprove MNPL leave for the following conditions in a benefit • Uo to 12 weeks of medical leave (for the emalovee) to take care of themselves for a serious health condition, including pregnancy, childbirth, recovery, or surgery. • Up to 12 weeks of family leave to: Page 43 of 172 290 o Bond with a child through birth, adoption, or foster placement o Care for a family member with a serious health condition o Support a military family member called to active duty o Receive covered types of care for the employee or a family member because of domestic abuse, sexual assault, or stalkiniz. Employee can take both types of leave in the same year, but cannot exceed 20 weeks total within a single benefit year. For example, an employ. e�y be entitled to 12 weeks of family leave to bond with a child and another 8 weeks of medical leave for their serious health condition. The benefit year starts the first day the employee takes MNPL. A benefit year means a rolling 12-month period measured backward from an employee's first day of approved leave. There is no waiting period for MNPL if the employee is granted the benefit. Employees may apply for intermittent leave in most cases, provided the leave is reasonable and appropriate to the needs of the individual requiring _ cre. In addition to the other eli _ ig bili . requirements under the MN Paid Leave law, employees seeking intermittent leave must have at least eight hours of accumulated leave (unless more than 30 days have lapsed since taking the initial leave). In situations where employees seek MNPL on an intermittent basis, employees must make a reasonable effort to provide written notice to Human Resources and their supervisor of the need for intermittent leave before applying for MNPL benefits through the equivalent plan. As part of the notice, employ must provide the city with the following: 1) proposed intermittent leave schedule, making reasonable effort to schedule leave so as not to unduly disMt the City's operations; and 2) a completed certification from a health care provider identifying ing the leave as necessary and a reasonable estimate of the freauencv and duration and treatment schedule for the leave. Consistent with other forms of leave provided by the city, employees may take intermittent MNPL in increments of one calendar day. If eligible for intermittent leave, the city allows a maximum of 480 hours of intermittent leave in any 12-month period. After reaching the maximum amount of allowed intermittent leave, employees may request continuous MNPL provided the continuous leave does not exceed the maximum amount of MNPL allowed by law. Prior to starting a claim with MetLife, employees should reach out to Human Resources and their supervisor to notify of their intention to take leave. If the need is foreseeable, the employee must provide notice at least 30 days prior to taking leave. If the leave is not foreseeable, the employeey still be able to take MNPL leave, but must provide as much notice as practicable, as defined in Minn. Stat. 268B.085, subd. 1(b). If the employee fails to provide sufficient notice to the City of their need for MNPL, the City may dispute the leave. If an employee intends to end their leave early duringthe he approved leave period, they must provide notice at least two business days in advance where foreseeable, or as soon as practicable. If an employee intends to extend their approved leave period, change an approved intermittent leave schedule, change from an intermittent leave schedule to a continuous leave schedule, or change from a continuous leave schedule to an intermittent leave schedule, the employee must provide notice in advance as soon as practicable prior to the expiration of the approved leave period or schedule. Page 44 of 172 291 If the Employee qualifies for both Minnesota Paid Leave, Family and Medical Leave Act (FMLA), and/or Women's Economic Security Act (WESA)premancy and parenting leave eave program for the leave, they must take the programs concurrently. Worker's Compensation and Short-term disability, (�) shall run concurrently with MN Paid Leave. If the employee qualifies for workers' compensation, STD, or any combination of these benefits in addition to MNPL, the employee will first be paid workers' compensation benefits and their MNPL reduced proportionately. STD payments will then be reduced by the MNPL benefit amount the employee will receive. If an employee is receiving MNPL, an employee can supplement, or "top off' their MNPL benefits with the employee's choice of accrued paid time banks (vacation or sick bank only). The combined weekly sum of MNPL benefits and any such supplemental benefits cannot exceed 100% of the employee's weekly wad Unless the employee revokes coverage while on MNPL, the city will continue to provide group health insurance coverage and ancillary benefits for an employee on MNPL under the same conditions as the coverage was provided before the employee took leave. Employee must continue to make timely payments of their share of the premiums for such coverage_ gh payroll deductions, if possible, or through direct payment to the City. If employee is not using paid time off to cover part or all of the leave, they will be responsible for remitting their heir portion of health and ancillary benefit premiums to the city in order to ensure continuation of benefits. Upon return from covered MNPL, employee will be reinstated to their previous position or to an equivalent position, with the same status, pay, employment benefits, length -of -service credit, and seniority credit as of the date the employee's leave began as longas s they have worked for the ci . for a minimum of 90 calendar days. Upon return to work, if it becomes evident that the employee is unable to perform the key essential functions of their position with or without reasonable accommodation), the ci . may engage in an interactive process, consistent with the Americans with Disabilities Act (ADA) and/or Minnesota Human Rights Act (MHRA) and other applicable policies and protocols, to determine appropriate next steps. The city will not interfere or retaliate against employees who request or take leave in accordance with the MN Paid Leave law. Definitions • Family member includes: o Spouse or partner o Child (includingbiological, iological, adopted, step, or foster children, or a child the employ raise even if not legally related) o Parent or person who raised the employee o Sibling o Grandchild or grandparent o In-laws (including son, daughter, father, or mother) o Anyone close to the employee who depends on them like family, even if not related by blood • A serious health condition means a physical or mental illness, injury, impairment, condition, or substance use disorder. Taking care of themselves for this serious condition may involve evaluation, treatment, inpatient care, recovery, or not being able to perform regular work, attend school, or do regular daily activities. This includes childbirth, conditions related to pregnancy, Page 45 of 172 292 or surgery. Section 11.187 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. 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 11.198 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 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 11.20479 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: Page 46 of 172 293 • More frequent restroom, food, and water breaks; • Seating; and/or • Limits on lifting over 20 pounds. 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. During any leave for which an employee is entitled to benefits or leave under this section, the employer will maintain coverage under any group insurance policy, group subscriber contract, or health care plan for the employee and any dependents as if the employee was not on leave, provided, however, that the employee must continue to pay any employee share of the cost of the benefits. 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 Page 47 of 172 294 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 Ceity 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. 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 Page 48 of 172 295 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 Minn. Stat. 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 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 Page 49 of 172 296 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. 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. Page 50 of 172 297 • 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.281 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 report will be made to the city administrator who complaint as well as appropriate discipline. of a disrespectful workplace behavior incident, a will determine how to proceed in addressing the 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 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 Page 51 of 172 298 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 Ceity 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. 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. Page 52 of 172 299 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. Page 53 of 172 300 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 employment of the city in good standing by retirement or resignation will receive 100%One-hundred percent) of unused accrued vacation (annual leave) as severance pay and cannot use accrued vacation to extend the effective date of resignation. 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. For severance pay, years of service calculation does include service credit given to employ. upon Full-time benefit eligible hire date. 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 of their: sick leave severance per section 14.02. For HCSP, ,years of service calculation does include service credit ,given to employ, upon Full-time benefit eligible hire date. Employees can waive participation into the HCSP if they are eligible for TRICARE retiree medical/dental benefit or have service -connected disability (priority group 1,2 or 3.. Employees will need to fill out the waiver form. If waiving, upon severance, employee will receive 100% of pay of their sick leave severance pay per section 14.02 on their last payroll as taxable income. Page 54 of 172 301 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. 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. Page 55 of 172 302 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 c-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. 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 Page 56 of 172 303 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. Page 57 of 172 304 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. Page 58 of 172 305 Article 17. EMPLOYEE EDUCATION &AND 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 wand 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 &and 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 &and 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. Upon separation of employment, individual memberships remain with the city and are transferred to another employee by the supervisor. Page 59 of 172 306 Section 17.08 Travel &and Meal Allowance (see Appendix E 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 eky will not feimbufse eWleyees for- meals eenneeted with 4aining or- meetings within eivy limits, unless the training or- meeting is held as a breakfast, hineh or- dinner- The City will only reimburse employees for special event (such as clean-up day) and training event meals (such as required lunch training�s) with approval by the Department Head._ 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. Page 60 of 172 307 Article 18. OUTSIDE EMPLOYMENT The potential for conflicts of interest is lessened when individuals employed by the eCity 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. Page 61 of 172 308 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 c-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 and employee assistance program, 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. Section 19.01 Drug/Alcohol Testing Policy. See Appendix I. Page 62 of 172 309 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. Page 63 of 172 310 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. Page 64 of 172 311 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). • 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. Page 65 of 172 312 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 unless further locked by a password or pin. 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. • 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. Page 66 of 172 313 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.- • Employees may use low -risk data with Artificial Intelligence (Al) technology perform their work. Low - risk data is defined by Minnesota Statutes Chapter 13 as "public" and is intended to be available to the public. If an employee is unsure whether the data entered into Al applications is classified as public data, consult IT department prior to using Al technologies. All data created with the use of Al is to be retained according to the City's records retention schedule. 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. • 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 Page 67 of 172 314 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, ehapt,-r-Article 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. • 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. Page 68 of 172 315 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. The use of a personal mobile device for multi -factor authentication does not create or store and on the personal device. As such, there is no data that could be retrieved from the personal device for data collection. The sole use of a personal mobile phone for multi -factor authentication does not constitute the need for a cell phone monthly allowance election. If employees do not wish to use their personal mobile device, employees should opt to use their work e-mail or phone call for authentication or Information Technology Staff will assist in obtaining a different method (ex. hard token) for the multi -factor authentication. In the case where these options do not exist, a monthly stipend of $10.00 will be allowed upon the supervisor's discretion. Section 21.14 Procedures It is the objective of the eCity 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. Page 69 of 172 316 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 sex -segregated facilities that are inconsistent with their gender identity. Page 70 of 172 317 Article 23. EMPLOYEE RECOGNITION Pursuant to Minn. Stat. § 15.46, the City recognizes that a formal employee recognition and preventative health 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 and wellbeing 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 and Events 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 Up to $350) and 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 employee events. Human Resource will coordinate with the employee reaching their milestone on their watch preference. 1. Annual Employee Recognition Events. All regular full-time and part-time employees will be invited to attend the City's annual luncheon, summer picnic and wellness fair held during normal business hours to thank them for their work throughout the year and to promote a healthy workplace. A staff committee and Human Resources will organize the events. 2. New and Annual Employee Logo Wear. All regular full-time new employees will receive a credit of $60 to purchase a Citv logo wear. All current employee will receive a credit of $50 to purchase City logo wear per year. purchase exceeds the allowable credit, employee will need to reimburse the City for the remaining balance of their purchase. New part-time employees will be issued one top (polo, t-shirt, veso per year. Employees do have the option to purchase additional logo wear outside their credit limit. 2-.3.Retirement. The following will occur upon announcement of a Full -Time employee's retirement from City service: Administfmioa uman Resources will organize a reception, such as a luncheon, 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_---. Page 71 of 172 318 • 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. 3:4.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. 4.5.New Employees. The following will occur upon the announcement of a new full-time employee: • Administration staff will organize a reception, including breakfast &6.Major Life Events. The City's Human Resource staff, on behalf of all City Employees, will purchase flowers and card, for all city employee's signature in the following situations: • Death of an employee or their family member • Birth and/or adoption of a new family member Page 72 of 172 319 Appendix A. Performance Evaluation Process and Forms Page 73 of 172 320 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. Performance Appraisal Cycle Cycle Repeats Annually 3. Key Events and Timeline. Event Description When als Goals for the rating period are established at the close of the Previous rating TEstablished previous rating period. For new hires, goals should be period, first six established between the supervisor and employee within the weeks for a new first 6 weeks of employment. hire Ongoing Check -ins are regular discussions that happen throughout the Ideally quarterly Check in year to: Minimum of • Check in on progress toward goals, every 6 months • Stay aligned on current projects, after a new hire, • Discuss what is going well and what could be better, NLT July 315t for and Department • Agree on next steps. Directors Mid -year reviews are required for all new hires and department directors. Annual The employee input portion is completed by the employee January Review — and then provided to the supervisor for review and 1-15 Employee preparation of the supervisor's assessment. The employee Input should review the last evaluation form that was prepared to determine if he or she has achieved the listed goals. Thereafter, the employee should prepare a list of key results and accomplishments for the period. Page 74 of 172 321 V Prior to meeting, the supervisor should review the last January - evaluation form that was prepared to determine if goals were 15-31 isor met and whether the items listed in "Areas of Improvement" Page 75 of 172 322 Assessment have been addressed. The supervisor should then prepare responses for discussion with the 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 The supervisor and employee will meet to discuss the current January evaluation and set goals for the coming rating period. They 15-31 should meet in an atmosphere that is both private and free of Goal interruptions, and the supervisor should take particular care to Setting make the meeting a priority. There should be an open and Meeting honest exchange where each is permitted to state his or her opinion regarding the answer to any section. After the meeting, the supervisor will finalize the evaluation NLT 31 January form including any additional comments. If an employee Department disagrees with a particular answer, he or she may note the Director disagreement on the form or by attaching a separate Review 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. 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 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 Page 76 of 172 323 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. (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. Dtinel What do they need to support them in this work (additional information, resources, skills, training, opportunities to practice, etc.)? Page 77 of 172 324 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 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 Page 78 of 172 325 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 Discuss the narrative, the performance rating, and the rationale for the &and rating the person received. Discuss both the results the person achieved as Rating 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 If anything surprises the employee (particularly anything negative), Empathy 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. Forms (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. a. New Employee Initial Counseling b. Ongoing Check in Record. Page 79 of 172 326 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 Page 80 of 172 327 #o job Tile and Q••mmary DesGFm tmOn• RIM Page 81 of 172 328 Page 82 of 172 329 ::.:A- - Page 83 of 172 330 Page 84 of 172 331 Page 85 of 172 332 Ne VC Example: NO Example No Page 86 of 172 333 Please explain .shy in on+s/e..a m pies and ,.ghat aetie ps are. to he taken EXC-P-Ped-S EXPeGtations: Perfe.rm—ance is exceptional and usually eXGeeds job requirements. AAe ets Gvpeetatieno• Meets all ieh Reel drep.ents O y N y f6 O O , IL SGhed ulerl meetings d A Job Knowledge: Possesses and applies the n p. knowledge and Meehanieal skills for O metheds related to position. 6. Time Management: OFganizes werk to - ise time eff8GtmV8!y and effiGm8Rtly. Works effeGtively m v 0 (D y U C > 0 d '.leas and infermatio on written format U C N 3 E O ili effesti..e .� isM pse Gwrteous, polite, patient, positive and helpful. Listens, displays empathy and Fespends On a timely Keeps a ustemers infermell 14. 1 Pa—GIS.' Greates a positive viark environment fOGLISORg OR teamwork, mutual respeGt and tFUSt. Page 87 of 172 334 c 5. P12—RS: Sets goals and objectives, Gonsistent with Gity/department gOalS, and deVe'E)pS plan d E d ilable to get desired result, allews flexibility in planning to aGGOFnmedate Ghanging needs by M(Dava era o adepting alternate plans, and Gepes well with unexpeGted GGGUFFeRGes through pFepeHAam*pg- 4�N e. a all fUnGtiens and monitor expenditures to ensuFe GomplianGe with the budget. FnsuFes the GaFe Page 88 of 172 335 Page 89 of 172 336 Page 90 of 172 337 NEW EMPLOYEE INITIAL COUNSELING FORM JOB DESCRIPTION KEY ONBOARDING REQUIREMENTS Identify key onbocaia+ny .terns the employee must accomplish to meet the requirements of the position and to be successful. GOAL SETTING Provide specific goals as they relate to position for the evaluation period. Group by areas of responsibility as app6cabkk. Page 91 of 172 338 DEVELOPMENT/TRAINING GOALS Indicate specific training or development goals for the evaluation period. SIGNATURES By signing belov:. both parties acknowledge that this document accurately reflects the expectations for improvement and that failure to odhere to the outlined requirements may result in further action. EMMOYEE NAME [MP WR SIGNATURE DATE SUPERVISOR NAME i SUPWISOR SIGNATURE DATE By sipr*V below, deportment head has reviewed the above set forth. WAlTMiNT HNW NAW OEPAATIMW WM SIWS 111 DATE Page 92 of 172 339 EMPLOYEE ONGOING CHECK -IN FORM GOALS Copy and paste the goals set at the beginning of the evaluation period here. DEVELOPMENT/TRAINING GOALS Copy and paste the development and trowung gook set at the beginning of the evalvotan period here. EMPLOYEE INPUT Provide vpdates on progress towards goals and any ossntonce and/or directions yov need from your svpervisor to progress towards your goals. Page 93 of 172 340 SUPERVISOR FEEDBACK Provide feedback on progress on goal achievement and any additional guidance to move forward. AREAS FOR IMPROVEMENT laentify any areas requirement improvement ano a plan to ochieve that improvement. SIGNATURES By signing below, both parties acknoMedge that this document accurately reflects the expectations for improvement and that failure to adhere to the outlined requirements may result in further action. W1110YEE NAME WtOYEE SM"TIM OATS SOPE NUM NAME fWIMSOR UGNATDRE DATE By sianino bolow, doportrnont head has roviowod tho above sot forth. Page 94 of 172 341 ANNUAL REVIEW �o EMPLOYEE INPUT GOALS Copy and paste the gods set of the beginning of the evaluation period here. DEVELOPMENT/TRAINING GOALS is opy and poste the development and training gooks set at the beginning of the evaluation period here. KEY ACCOMPLISHMENTS List at least three (3) items/areas/challenges that you have accomplished or felt were successes during the evaluation period. Group by oreas of responsibility and tie to goals set at the beginning of the evotuaton period. Page 95 of 172 342 GROWTH AREAS List areas/items/challenges you would like to have done better/ochieve during the evaluation period and how you pkin to improve upon the areas/items/challenges during the next evaluation period. PROFESSIONAL DEVELOPMENT/TRAINING List your development/training achievements for the evaluation period. ORGANIZATION FEEDBACK I know what is expected of me at work? 1 O Yes understand the mission and goals of my Department and the City? ❑Flo I have the support. materials and equipment I need to perform my job well? :1 Yes (Clear directions, access to supervisor. 7 f to tools/equipment, training) Do I receive enough relevant feedback at ❑ Yes work? O 1 !O SIGNATURES EMPLOYEE NAME MKOVE SIGNATURE DATE Page 96 of 172 343 ANNUAL REVIEW PERFORMANCE EVALUATION RATING X" Appropriate Box. Comments required for "Exceeds Expectations" and "deeds Improvement'. lease explain why in comments/examples and what actions are to be taken. c -`40 c .o o xceeds Expectations: Performance is exceptional and usually exceeds job requirements. Meets ixpectations: Meets all job Requirements. 4) � ina d " n �zolG > 8 q feeds Improvement: Performance is below standards and requirements of the job. u'S ru E Values: Displays the values of Honesty. Integrity. Service. Collaboration. and Excellence Punctuality and Attendance: Meet required work hours. and arrives punctually to work and scheduled meetings. Accountability: Accepts fesponsibdity for actions and/or accomplishments. Job Knowledge: Possesses and applies the necessary knowledge and mechanical skis for the position. 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. Time Management Organizes work to use time effectively and efficiently. Works effectively under heavy workload and meets agreed -upon stated deadlines. Initiative: Willing to accept new and/of additional responsibilities. Completes tasks with little supervision. Suggests improvements to existing procedures. • 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. r` Quality: Follows directions and asks questions as necessary to meet desired results. Work accurate and thofough. Suggests ways to improve quality. Checks work to ensure good quality? Safety: Follows safety rules and demonstrates safe work proctices. Provide comment on any accidents, equipment damage incurred over the past rating period. d Communication: Demonstrates effective oral communication skis and conveys E information 0 5 in a clear and concise manner. Demonstrates effective written communication skis and U .e conveys ideas and information in written format. e c Cooperation: Cooperates with peers and immediate supervisor to accomplish work 0 2 o effectively and efficiently; helps create and maintain good working relationships, and u c provides effective assistance. E Customer Service: When dealing with residents, customers, of the general public is o courteous, polite, patient, positive and helpful. Listens. displays empathy and responds in U a timely manner. Keeps customers informed Page 97 of 172 344 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 E 41 motivation. Ensures teams is property trained and performs task in a safe manner. v flans: Sets goals and objectives. consistent with city/department goofs. and develops p ^ plans to achieve the desired goals. Schedules work activities effectively. arranges o workload to resources available to get desired result. allows flepbility in planning to Z accommodate changing needs by adopting alternate plans. and copes well with a unexpected occurrences through proper planning. Resource Manog megO: Develops /assists in developing the organization budget v covenng all functions and monitor expenditures to ensure compfionce with the budget. °y Ensures the care maintenance of organization equipment. facilities and supplies. Achieves: Plans and coordinates both internal and extemol activities and resources to ensure successful completion of the organizations mission and goals. OVERALL ANNUAL ASSESSMENT Provide on overall assessment of Ore employee's performance during the evaluation period. Group by areas of responsibaty. For wpervisors include assessment of management and leodership. Page 98 of 172 345 ANNUAL REVIEW OVERALL Overall performance scoring related to position requirements. Select only one. Performance is Performance is Distinguished in all exceptional in the aspects of the major aspects of the position. position. ❑ ❑ GOALS Set goals for the next evaluation period here. Q A fusty competent. highly valued performer. ❑0 DEVELOPMENT/TRAINING GOALS Set the development and training goals for the next evaluation period here. erformonce is below the standards and requirements of the position. Performance is well below standard and unacceptable. 11 SIGNATURES By signing below. both parties acknowledge that this document accurately reflects the expectations for irwovement and that failure to adhere to the outlined requirements may result in further oction. fMrtOVE! NAME IEMPLOYEE SIGNATURE DATE VJPERVGM NAME fIRERVIfOR 11116NAl11EE DATE By signr'7 t-.c t7 , dr n irt—�0 h—ul hCn revievred the ahcvr. <n�rv'h DEPARTMENT HEAD NAME DEPARTMENT HEAD SIGNATURE DATE Page 99 of 172 346 New Employee InitialCounseling!I Used fnr nn..i OR RBW rnle Employee -Name POSitiE)R 7vmivvc Eyall atinn Permed Evaluate -1 -:20 trl 30 III; 21 uRe f'r,-,;+h D.,,-Ls Sbiper;r,+er -d-e r,+ job Totle and Summary • frn Inh flncnr'nt'n used On hiring This position PeFfOFMS G wide r-Gnge Of tGsks tO MGintGin the City i i en . i i Key Onhearilinn Requirements! Identify these k8 nhnard nn'tems the a nleyee sty nl'sh to et the requi,� nets of then s't'n and be c sf sI item T. 4.dlr,„r;r+rr+;„2 .,Am, s2pt /Pr„r„11 hePR fk-S ITI 15 top 2n DDrTE- Issue 20 Equipment c-er#fiC-ItFBP 6GRrG-4-04inSQAL, Skid steer ^ ive-I'3 15 n on E6Mpjetj2 c+.,+2 r-02rt,.C- ,+;.,r, f r Der+;G;.Ir, ., r,l;&.,+;.,., �9 C r'.,r,-,.,iet-p Gil n -W Cr.fe4t TrGipin. 15 Ar,r;l 7n GOAL SETTING; cot fnr theUPGOFR*RgratiRg r ed n ped by areas of ro sihilit., FGn9&Gl4ZG6OR visit eech park in the system to beeemefafnilieF bvith their- leyout meintenGnee needs and lee-etien. Complete n round of lnrnnnt:nn,- en Dl..,...rn..n.d Equipment. c rf..16. c nlntn : Gt:nn StGt , pr-ec-edu t4is Use a continuation shoat if nonassani Page 100 of 347 Page 101 of 348 NEW EMPLOYEE INITIAL COUNSELING FORM John Doe Jane Blue *911:111*116131 a I[•]a �J Parks Maintenance Worker ' ' 5/15/2025 5/ 13/2025- Parks .. 11/13/2025 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 key oriboor'dir�g items the ernployee must cxconlpfish to meet the requirements of the position and to be successful. Administrative enrollment 5/28/2025 PPE Issuance 5/17/2025 Equipment Certification on chainsaw, skid steer and mowers 8/ 13/2025 Complete State Certification for pesticide application 9/13/2025 Complete all annual safety training 9/13/2025 GOAL SETTING Provide specific goa6 as they resale Iv position for the evaluation period. Group by areas of responsibility as applicable. I 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. 3 Successfully operator equipment for snow and ice operations on city trails, sidewalks and parking lots. G Successfully complete irrigation stat up procedures this spring. 5 Complete / assist coordinating preventive maintenance activities for parks and Golf Course equipment. 6 7 8 reach out to HR for continuation sheet if needed Page 102 of 349 DEVELOPMENT/TRAINING GOALS Indicate specific training or development goals for the evaluation period. Enroll and complete the pesticide course Enroll in and complete the Shade Tree courses SIGNATURES By signing bclow, both partics ocknowlcdgc that this documonf occurolcty rcflccfs tho c)pccfotions for improvcmcnt and that failure to adhere to the ootlined requirements may result in further action. EMPLOYEE NAME I EMPLOYEE SIGNATURE I DATE SUPERVISOR NAME SUPERVISOR SIGNATURE DATE � v By sigrvng below, department head hos reviewed the above set forth. DEPARTMENT HEAD NAME DEPARTMEM MADfIGNATURE DATE I\ Page 103 of 350 . .--------------- MOM _anr�rr_.�.�,:.::s�:rss�s�srarr:r�rr.►:nr,�.v,� Page 104 of 351 jWy 4 5ffi Page 105 of 352 EMPLOYEE ONGOING CHECK -IN FORM John Doe Jane Blue PTV Streets Supervisor Public Works GOALS Copy and paste the goals set at the beginning of the evaluation period here. 7/15/2025 1/l/2025- 6/30/2025 I Roads: Continue to improve our pothole patching quality. Get our preventive bridge maintenance done. Continue the work on the targeted street sweeping plan. locus efforts on reducing the amount of salt we use on our streets. 2 Stormwater: In 2020 focus on ensuring the numerous storm water maintenance tasks that have been identified and will be identified are completed- 3 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 development and training goals set at the beginning of the evaluation period here. Complete 40 hours of professional development training and recertification's. Sanitary sewer revert; Shade Tree recert, APWA Winter conference continuing education; Cartegraph administrator certification. EMPLOYEE INPUT Provide updates on progress towards goals and any assistance and/or directions you need from your supervisor to progress towards your goals. 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 remainingg htS4 inspection that had not been completed in 2019. 1've noted one key improvement for 2020 and am working to ensure we have sufficient funding' The is spring we did not have ant spring thaw flooding situations due to proactive maintenance of the System. 1?quipment: 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. i.eadership and %tanagcmcnt- We've successfully on boarded two new employees. So far to date we are under budget on the budget lines Cm responsible for. We had no reportable accidents in the first 6 months of the year. Training- 1 completed my shade tree recert via online training. Slightly behind on the C:artegraph training. other training is scheduled. Use a continuation sheet if necessary Page 106 of 353 SUPERVISOR FEEDBACK Provide feedback on progress on goal achievement and any additional guidance to move forward. - 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 tf necessary AREAS FOR IMPROVEMENT Identify any areas requirement 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. SIGNATURES By signing below, both parties acknowledge that this document accurately reflects the expectations for improvement and that failure to adhere to the outlined requirements may result in further action. EMPIOYFFNAMF EMPLOYEE SIGNATURE DATE SIRER111i0111 NAME I SUr9MUM SIGNATURE DATE By sir ino below, department head has reviewed the above set forth. 1NBARIMW NEAR NAME I DE► A RTM F NT HEAD S IG NATU R F DATE Page 107 of 354 0 Page 108 of 355 I LRGW what is expeGted 9f mo at �.vnrk ? x Example, 'ye 1,,,en 1,eFe e - eveir c YeGr-S GRd - „1 I nrle of-anrl fho FAEGGEOR nrl goals r.f Ye& .v.f..rrr.b. e : n9y r:tien -Fgp-d ,.. -p .. 1 r..J.J . olbip to the my DepaFfmont / City? NG h;vithe E;UppE)Ft, nfe als nr1 x Example; 1 have what 1 need. 1 de believe the 6t,..-6..,uld equipment nt I Reed to for my nh well? Y—O-S' leek at a new rtem feF .l..:ng XXXX which he ,ld impFeve superviser, teel/eq dement and troininr.\ Do I r gh / rele..apt feed-baGk Yes example; 1 s. eng t...,..1 , getfeedback et the end „f the Page 109 of 172 356 ANNUAL REVIEW EMPLOYEE INPUT John Doe PW Streets Supervisor 7/15/2025 DATE Jane Blue PW Superintendent 1/1/2025- PERIOD 6/30/202 5 GOALS Copy and paste the goals set of the beginning of the evaluation period here. GOAL DESCRIPTION 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 Nester maintenance tasks that have been identified and will 2 be identified are completed Equipment- Continue to work equipment into our asset/ work management system. Lead the implementation of a 3 preventive (proactive) maintenance system for 2020. 4 Use a continuation sheet if necessary 5 1 A DEVELOPMENT/TRAINING GOALS Copy and paste the development and training gook sell at the beginning of the evaluation period here. Recertify shade tree certification. Complete defensive drivers training Attend fall APWA conference to complete continuing education requirements. KEY ACCOMPLISHMENTS List at least three (3) items/areas/challenges that you have accomplished or felt were successes during the evaluation period. Group by areas of responsibility and tie to gods set at the beginning of the evaluation 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 com 1p eted 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. 'Phis 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 Nutter 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 confirmation sheet if necessary 357 GROWTH AREAS List areas/items/challenges you would Ike to have done better/achieve fixing the evalua t'on period and how you plan to improve upon the areasAtems/cholenges during the next evaluation period. Equipment Preventive Maintenance- we had several unexpected major equipment maintenance items this year that may havebeen 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 bespot checked by the new Mec honic. PROFESSIONAL DEVELOPMENT/TRAINING List your development/*,,❑'ring achievements for the evaluoton perod. I completed myshode treerecert via online training. Achieved dlof my needed continuing education credits. ORGANIZATION FEEDBACK know what i exoected of rye at wok? I X Yes understand the rrisson and goals of my Department and the City? No 1 have the support, rnaterlols and equipment I need to perform my job well? iX Yes (Cleardlrections, access to superviso•. C7 No tods/egp1prnent. training) Do reoefveerwughrelevant feedback o' IR Yes work? ❑ No SIGNATURES EMPLOYEE NAME EWLOYM MNATUM GATE 2 358 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'. z Please explain why in comments/examples and what actions are to be taken. N 0 n n Exceeds Expectations: Performance is exceptional and usually exceeds job requirements. X a o Meets Expectations: Meets all job Requirements. w z Needs Improvement: Performance is below standards and requirements of the job. E 1. Values: Displays the Values of Honesty, Integrity, Service, Collaboration, and Excellence X N 0 2. Punctuality and Attendance: Works required hours, and arrives punctually to work and X a` scheduled meetings. 3. Accountability: Accepts responsibility for actions and/or accomplishments. X 4. Job Knowledge: Possesses and applies the necessary knowledge and mechanical skills for the X m position. c 5. Professional Development: Participates in training programs, takes advantage of X 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 X under heavy workload and meets agreed -upon stated deadlines. `0 7. Initiative: Willing to accept new and/or additional responsibilities. Completes tasks with little X supervision, Suggests improvements to existing procedures. a 8. Decision Making: Demonstrates effective decision -making skills. Regularly exercises sound X judgement. Thinks quickly and logically. Demonstrates ability to evaluate problems and situations calmly and identify problem areas which need to be addressed A solid performance should be 9. Quality: Follows directions and questions as necessary to meet desired results. X asks accurate and thorough. Suggests Nork characterized by predominately Meets ways to I mprove quality. Checks work to ensure good uality? 10. Safety: Follows safety rules and Expectations with 1-2 Exceed Expectations 1Y X de accidents, equipment damage demonstrates safe work practices. Provide incurred on comment on and maybe 1-2 Needs Improvements er the ast rating period. 11. Communication: tion in X fA ._ a o Demonstrates a clear and concise ffective oral communication skills and conveys as and = manner. Demonstrate information in nform written format. effective written communication skills and conveys E 2 idAn exceptional employee should have 0 predominantly Meets expectations with 3-4 12. Cooperation: Cooperates with ers and immediate supervisor to accomplish work tively X p effeExceeds Expectations. ood working ance. and efficiently; helps create and maintain relationships, and provides effective assis 9 13. Customer Service: When dealing with residents, customers, or the general public is X courteous, polite, patient, positive and helpful. Listens, displays empathy and responds in a timely Page 112 of 172 359 C mutual respeGt and tFust. � r cm ma Rtaining diGGipline. Creates a Gulture vVihiGh fasters individ-, A I metivation Ensures teams is proper4y E Ga'Rs Gommkiments from organization members by setting the example, effedive Go Gat'on, and trained and nn.F..Frns task in a cafe m 5. Plan'—;' Sets goals and objeGtives, Gonsistent with Gity/depaltment goals, and develops plans to-- 10 available to get desiFed Fesult, allows flexibility in planning to aGwrnrnodate Ghanging needs by fl i r •...a.�en�rs...�n�n�.+�.�n.+�ssre�..... .... .... .. ......ryes. . gill \ I ... . . .. . . . .. .... . . . .. . .. . . . . � 1 � .: 0--"C I.. MM.. IN Page 113 of 172 360 Page 114 of 172 361 ANNUAL REVIEW PERFORMANCE EVALUATION John Doe PW Street Supervisor � 1/21/2025 Jane Blue PW Superintendent 1/1/2025- 12/31/2025 RATING 1(' Appropriate Box. Comments required for "Exceeds Expectations' and "tleeds Improvement'. J E C ease explain why in comments/examples and what actions are to be taken. m a xcoods Expectations: Porformance is exceptional and usually excoods job roquiromonts. Moots d ' > a& 6 a ctations: T.seets al job Requirements. 1� i = ' = 8 seeds Improvement. Performance es beksvv standards and requrernents of the job. s Values: Deploys the Values at Honesty. Integrity. Service. Collaboration. and Excellence X Sf uncluatily and Attendance: tweet required work hosirs. and orrives punch inly to work and scheduled meetings. X Accountability: Accepts responsibility for octions and/or accomplishments. X Job Knowledge: Possesses and applies the necessary knov.tedgc and rrsechanicol skills X for the posifion. a Professional Development Participates in troirsing programs. takes odvantage of X educohcsnol opportunities. reads professional pubscalons to stay current on new developments and meritods related to position. Time Management Organizes work to use time erfectivetri and efficiently. Works X effectively under heavy workload and meets ogreed-ipon stated deadlines. lnttfalve: Willing to accept new and/cc addrtionol responsibilities. Completes tasks with little supervision Suggests improvements to eiosting procedures. X • Decision Making. Demonstrates effective decision -making skits. Regularly exercises c sound judgement. Thinks quickly and logically. Demonstrates ability to evaluate problems and X situations coYnty and Identify problem areas wtrch need to be addressed. Quality: Fellows directions and asks questions as necessary to meet desired results work X occurato and thorough. Suggests ways to improve quality. Chocks work to ensure good quality? Safety: Follows safety rules and demonstrates safe work proctices. Provide comment on X any accidents. equipment domnae: incurred over the post ratrna period. Communication: Demonstrates effective orol communicoton skills and conveys reformation X I in a clear and concise manner. Demonstrates effective written communication skilk and U .t conveys ideas and information in vMtlen format. a 1 Cooperation: Cooperates with peers and immediate supervisor to accomplish wort: effectively and efficiently: helps create and morntoin good working relationsliPs. and X provides effective assistance. Customer Service: When clearing s ith residents. customers. a the general public is X courteous. polite. patient positive and helpful. Listens. do" empathy and responds in U a timely manner. Keeps customers informed Page 115 of 172 362 Leads: Creates a positive work enviorvnent focusing on teamwork, mutual respect and trust. Gains commitments from organization members by setting the example. effective X communication, and maintaining discipline. Creates a culture which fosters individual Z a motivation. Ensures teams is property trained and performs task in a safe manner. mPlans: Sets gook and objectives, consistent with city/department goals, and develops o ^„ plans to achieve the desired goals. Schedules work activities effectively, arranges c workload to resources available to get desired result, allows flexibility in planning to j( Z accommodate changing needs by adopting alternate plans, and copes well with aunexpected occurrences through proper planning. i� .., Resource Management Develops /assists in developing the organization budget X covering all functions and monitor expenditures to ensure compliance with the biudget. g J Ensures the care maintenance of organization equipment, facilities and supplies. Achieves: Plans and coordinates both internal and external activities and resources to X ensure successful completion of the organizations mission and goals. 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. Fxamples include resolving snow plow damage complaints and processing road maintenance requests. N: Achleyes: The 2019 Personnel livaluation 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 Rovide an overall assessment of tl're er'rlployee's pefformorite dwing the evaluation pefiod. Group by oleos 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. -Stormw'ateC 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. tie 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 nerds of his subordinates are addressed. I believe John has excellent potential to be a leader at hither organizational levels with greater responsibility. Use a continuation sheet if necessary 363 ANNUAL REVIEW OVERALL Overall performance scoring related to position requirements. Select only one. Performance is Distinguished in all aspects of the position. Performance is exceptional in the major aspects of the position. GOALS Set goals for the next evaluation period here. A fully competent highly valued performer. 11 'erformance is belov the standards and requirements of the position. Perfornxwnce rl well below standard and unacceptable. 9 GOAL A GOALDESCRIPTION s: .ontmuc to improve pot o e pate ing q ity. .et our preventive Dridgc maintenance one. nunue worK on targetcd t street sweeping plan with emphasis on tracking MS4 requirements. Focus efforts on reducing the amount of salt used on streets. 2 Stormwater. In 2021 focus on ensuring the numerous storm water maintcnancc tasks that have been identified and will he identified arc completed. Continue to reline the MS4 3 liquipment: Continue to work equipment into our asset/ work management sN.stem. Lead the implementation of a preventive (proactive) maintcnancc system for 2021. a Use a continuation short if naessary 6 DEVELOPMENT/TRAINING GOALS Set the development and training goals for the next evaluation period here. I Compete Commercial Driver relieensing Begin APWA Public Workksupervisor certification course with goal of completing in 2 years. SIGNATURES By signing below, both parties acknowledge that this document accurately reflects the expectations for improvement and that failure to adhere to the outlined requirements may result in further action. EMPLOYEE NAME SUPERVISOR NAME EMPLOYEE SIGNATURE SUPERVISOR SIGNATURE By signing below, deportment head has reviewed the above set forth. DEPARTMENT HEAD NAME DEPARTMENT HEAD SIGNATURE DATE DATE DATE 364 Appendix B. Tuition Reimbursement Policy and Forms Page 118 of 172 365 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, up to a limit of 2 classes per semester, 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. Page 119 of 172 366 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. Page 120 of 172 367 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. Page 121 of 172 368 Appendix C. Website Policy Page 122 of 172 369 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 or information 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 include Orono; • 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 activities in the City's area; • Organizations providing information about tourist attractions in the City's area; Page 123 of 172 370 • Generally recognized community organizations. Inappropriate links include, but are not limited to, sites which endorse a specific candidate 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 to link 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 link to 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 or unpaid, 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. Page 124 of 172 371 Appendix D. Information Technology Policies and Forms Page 125 of 172 372 IT Device Policy and Acknowledgement 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 laptops, Wad 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. Authorized 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. In addition, the user must adhere and are subject to the following: • 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 Wad 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 Wad or tablet device in keeping with city policies and procedures per the General Records Retention Schedule. 3. Personal/Home Use The, laptop, 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. Page 126 of 172 373 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's IT department is not responsible for home network use or support. 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's 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. Page 127 of 172 374 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 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 Wad 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's laptop, Wad 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: Page 128 of 172 375 Cell Phone Policy 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 Page 129 of 172 376 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. C. 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. Page 130 of 172 377 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. The use of a personal mobile device for multi -factor authentication does not create or store and on the personal device. As such, there is no data that could be retrieved from the personal device for data collection. The sole use of a personal mobile phone for multi -factor authentication does not constitute the need for a cell phone monthly allowance election. If employees do not wish to use their personal mobile device, employees should opt to use their work e-mail or phone call for authentication or Information Technology Staff will assist in obtaining a different method (ex. hard token) for the multi -factor authentication. In the case where these options do not exist, a monthly stipend of $10.00 will be allowed upon the supervisor's discretion. 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. Page 131 of 172 378 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. 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: Employee Signature My Provider is: Date Department Head Signature Date City Administrator Signature Date Page 132 of 172 379 Appendix E. Expense/Reimbursement Report Page 133 of 172 380 Expense Reimbursement Report Purpose The purpose of this form is intended to cover the reasonable cost of necessary travel, lodging and other miscellaneous expenses incurred by the City's employees in relation to City matters. Guidelines 1. Reimbursement for expenses when traveling on City business must be approved by the Department head. 2. All expenses must clearly indicate a business purpose. 3. Original receipts, charge bills or copies of invoices must be attached for all transactions. 4. Mileage will be reimbursed at the annual rate established by the Internal Revenue Service (IRS) when an employee uses their personal vehicle on City business. 5. See Article 17 for more details. 6. The following form is an example and will be updated and distributed each year by the Finance Department. 2024 Personal Expense Reimbursement Form PLEASE DO NOT STAPLE RECEIPTS TO FORM City of Orono Print Name: P.O. Box 66 ,l.V rfCrystal Bay, MN 55323-0066Employee Signature: '(952) 249-4600 I Date Mileage Miles Start End Traveled Destination Mileage$ Other Expenses Purpose Meals Lodging Misc. 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 Totals d $0.67 $ $ $ $ $ Page 134 of 172 381 Appendix F. Position Reclassification Guidelines and Process Page 135 of 172 382 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 Page 136 of 172 383 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. Page 137 of 172 384 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: Page 138 of 172 385 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 Supervisors are not required to gain the incumbent's agreement to the changes; however, incumbents should be made aware of the pending classification review. Page 139 of 172 386 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 S: 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. Page 140 of 172 387 Appendix G. Flexible Work Arrangement Policy Page 141 of 172 388 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 hour day work week within the same pay period to allow employees to alternate to provide department coverage. (2) 41/2-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 hour 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 to be worked outside of the office and the specific time in which it will occur. Employees must be self- disciplined, self -motivated, and comfortable working away from the office Page 142 of 172 389 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 quality measures? C. Is there likely to be an adverse impact on customers or coworkers? D. Will working remotely expose private or confidential data to an unacceptable level of risk? E. Has the employee successfully completed the new hire probationary period? 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 and attendance? 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 of detail? 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. (6) Flexible work arrangements are not guaranteed or permanent — they may change as Page 143 of 172 390 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 other staff. (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 effects continue. (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 adjustments are responsible for any costs associated with remodeling and the initial setup of a designated work space. Page 144 of 172 391 (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 work site. (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 City office. (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 strategy. Teleworkers must be reachable via telephone or e-mail during agreed -upon work hours. (13) Teleworkers must notify their supervisor if they are unavailable for more than one Page 145 of 172 392 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 to customers. 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 periodic basis. 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 amended or 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 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. Page 146 of 172 393 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. Page 147 of 172 394 Period: Start Flexible Work Agreement 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 Page 148 of 172 395 Appendix H. Credit Card Policy Page 149 of 172 396 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 City issued 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;.. lac. Quicker turnaround time for goods or service when needed; Ed.TReduction in the total number of checks written. 2. Authority. InT accordance with Minn. Stat. � 471,382, the City of Orono is authorized to use city issued credit cards for official City of Or-on^business 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 speeifieally-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 and is subject t to Section 17.08 of the Employee Personnel Policy- 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 Finance Director 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. Page 150 of 172 397 5. Responsibility &and 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). 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. C. 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 Minn. Stat. § 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. 6-.7. Termination. A City credit card held by a eMployee separating from service must be turned into the Finance Department on the last day of employment. If the card is not retrievable, the responsible Department must notify Finance Department immediately and the card will be deactivated_ Page 151 of 172 398 CREDIT CARD USER AGREEMENT I, , as an employee of the City of Orono, have read and agree to the City of Orono Credit Card Polioaccepts personal responsibility for the safeguarding and proper use of the City credit cardks), which has been assigned to me for use in performance of my job, in accordance with the terms outlined below. Credit ear-ds may be used for- tfa-vel related bu ies (within and etttside the City), and - a) I understand that I am making a financial commitment on the behalf of the City of Orono. b) I understand that under no circumstances that I will use the credit card(s) to make personal purchases, whether for myself or for others. ^ c) I have been ,given the City Credit Card Policy, which I have read and understand the requirements for City purchasing card use. d) I will follow the established procedure for the use of the credit cards). a)e)_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. b)- 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. g,) Receipts backup will show the date, name of establishment and an itemized detail of items bought that will accompany the credit card statement(s). The undersigned individual has read and understands the above statements. This agreement will be filed with the individual personnel records. Page 152 of 172 399 Signature Date The above employee is authorized to be issued the following City credit card(s): Signature of Department Head (or City Administrator) Date Page 153 of 172 400 AFFIDAVIT OF LOST OR DESTROYED RECEIPT Name of Cardholder and/or Purchaser: Position: Last four digits of Card Number: I declare on oath, that the original receipt for the transaction in the amount of $ from (vendor name)has been (check ones ❑ Lost ❑ Destroyed ❑ Not obtained (Explanation: 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 trap cacti on _ Date Purchased I Item(s) Purchased I Amount I understand that falsification of the itemization of this purchase constitutes an act of fraud. of Cardholder Date Page 154 of 172 401 ON . - ;. . - ME; Page 155 of 172 402 Appendix I. Drug and Alcohol Testing for Commercial Drivers Policy Page 156 of 172 403 Drug and Alcohol Testing for Commercial Drivers Policy Table of Contents 1. Purpose...........................................................................................................................................158 2. Definitions......................................................................................................................................158 3. Persons Subject to Testing and Types of Tests.............................................................................. 161 4. Prohibited Conduct......................................................................................................................... 165 5. Collection and Testing Procedures................................................................................................. 167 6. Review of Test Results................................................................................................................... 168 7. Notification of Test Results............................................................................................................ 169 8. Consequences for Drivers Engaging in Prohibited Conduct.......................................................... 170 9. Loss of CDL License for Traffic Violations in Commercial and Personal Vehicles ..................... 171 10. Maintenance and Disclosure of Records..................................................................................... 172 11. Policy Contact for Additional Information................................................................................. 172 Page 157 of 172 404 1. Purpose. The City of Orono ("City") has a vital interest in maintaining safe, healthful, and efficient working conditions for employees, and recognizes that individuals who are impaired because of drugs and/or alcohol jeopardize the safety and health of other workers as well as themselves. The City is concerned about providing a safe workplace for its employees, and while the City does not intend to intrude into the private lives of its employees, it is the goal to provide a work environment conducive to maximum safety and optimum work standards. Alcohol and drug abuse can cause unsatisfactory job performance, increased tardiness and absenteeism, increased accidents and workers' compensation claims, higher insurance rates, and an increase in theft of city property. The use, possession, manufacture, sale, transportation, or other distribution of controlled substance or controlled substance paraphernalia and the unauthorized use, possession transportation, sale, or other distribution of alcohol is contrary to this policy and jeopardizes public safety. In response to regulations issued by United States Department of Transportation ("DOT"), the City has adopted this Policy on Alcohol and Controlled Substances for employees who hold a commercial driver's license (CDL) to perform their duties. Given the significant dangers of alcohol and controlled substance use, each applicant and driver must abide by this policy as a term and condition of hiring and continued employment. Moreover, federal law requires the City to implement such a policy. To ensure this policy is clearly communicated to all drivers and applicants, and in order to comply with applicable federal law, drivers and applicants are required to review this policy and sign the "Certificate of Receipt" portion. Because changes in applicable law and the City's practices and procedures may occur from time to time, this policy may change in the future, and nothing in this policy is intended to be a contract, promise, or guarantee the City will follow any particular course of action, disciplinary, rehabilitative or otherwise, except as required by law. This policy does not in any way affect or change the status of any at -will employee. Any revisions to the Federal Omnibus Transportation Employee Testing Act and Federal Motor Carrier Safety Administration (FMCSA) regulations will take precedent over this policy to the extent the policy has not incorporated those revisions. 2. Definitions. A. Accident: An occurrence involving a commercial motor vehicle operating on a public road which results in a fatality; bodily injury to any person who, as a result of the injury, immediately receives medical treatment away from the scene of the accident; or one or more motor vehicles incurring disabling damage as a result of the accident, requiring the vehicle to be transported away from the scene by a tow truck or other vehicle. The term "accident" does not include an occurrence involving only boarding and alighting from a stationary motor vehicle; an occurrence involving only the loading or unloading of cargo; or an occurrence in the course of the operation of a passenger car or a multipurpose passenger vehicle unless the vehicle is transporting passengers for hire or hazardous materials of a type and quantity that require the motor vehicle to be marked or placarded in accordance with 49 C.F.R. § 177.823; 49 C.F.R. § 382.303(a); 49 C.F.R. § 382.303(f). Page 158 of 172 405 B. Alcohol Concentration (or Content): The alcohol on a volume of breath expressed in terms of grams of alcohol per 210 liters of breath as indicated by an evidential breath test. 49 C.F.R. § 382.107. C. Alcohol Use: The consumption of any beverage, mixture, or preparation, including any medication, containing alcohol. 49 C.F.R. § 382.107. D. Applicant: Means a person applying to drive a commercial motor vehicle. 49 C.F.R. § 382.107. E. Breath Alcohol Technician or BAT: An individual who instructs and assists individuals in the alcohol testing process and operates an evidential breath testing device (EBT). 49 C.F.R. § 40.3. F. City: City of Orono. G. City Premises: All job sites, facilities, offices, buildings, structures, equipment, vehicles and parking areas, whether owned, leased, used or under the control of the City. H. Collection Site: A place designated by the City where drivers present themselves for the purpose of providing a specimen of their urine or breath to be analyzed for the presence of alcohol or controlled substances. 49 C.F.R. § 40.3. I. Commercial Motor Vehicle: A motor vehicle or combination of motor vehicles used in commerce to transport passengers or property if the motor vehicle (1) has a gross combination weight rating or gross combination weight of 26,001 or more pounds, whoever is greater, inclusive of a towed unit(s) with a gross vehicle weight rating or gross vehicle weight of more than 10,000 pounds, whichever is greater; or (2) has a gross vehicle weight rating or gross vehicle weight of 26,001 or more pounds, whichever is greater; or (3) is designed to transport sixteen (16) or more passengers, including the driver; or (4) is of any size and is used in the transportation of materials found to be in the transportation of materials found to be hazardous for the purposes of the Hazardous Materials Transportation Act (49 U.S.C. 5103(b)) and which require the motor vehicle to be placarded under the Hazardous Materials Regulation. (49 C.F.R. part 172, subpart F) § 382.107. (1) Fire trucks and other emergency fire equipment are not considered to be commercial vehicles under this policy. J. Confirmation (or Confirmatory) Test: For alcohol testing means a second test, following a positive non -evidential test, following a positive non -evidential (e.g., saliva) screening test or a breath alcohol screening test with the result of 0.02 or greater, that provides quantitative data of alcohol concentration. For controlled substance testing, "Confirmation (or Confirmatory) Test" means a second analytical procedure to identify the presence of a specific controlled substance or metabolite which is independent of the screen test and which uses a different technique and chemical principal from that of the screen test in order to ensure reliability and accuracy. 49 C.F.R. § 382.107. K. Controlled Substance: Those substances identified in 49 C.F.R. § 40.85. Marijuana, amphetamines, opioids, (including heroin), phencyclidine (PCP), cocaine, and any of their metabolites are included within this definition. 49 (C.F.R. § 382.107; 49 C.F.R. § 40.85. L. Department of Transportation or DOT: The United States Department of Transportation. M. DHHS: The Department of Health &and Human Services or any designee of the Secretary, Department of Health &and Human Services. 49 C.F.R. § 40.3. N. Disabling Damage: Damage which precludes departure of a motor vehicle from the scene of the accident in its usual manner in daylight after simple repairs, including damage to motor vehicles that could have been driven, but would have been further damaged if so driven. Page 159 of 172 406 (1) Disabling damage does not include damage which can be remedied temporarily at the scene of the accident without special tools or parts, tire disablement without other damage even if no spare tire is available, headlight or tail light damage or damage to turn signals, horn or windshield wipers which make them inoperative. 49 C.F.R. § 382.107. O. Driver: Means any person who operates a commercial motor vehicle. This includes, but is not limited to full-time, regularly employed drivers; casual, intermittent or occasional drivers; leased drivers and independent owner -operator contractors who are either directly employed by or under lease to the City or who operate a commercial motor vehicle at the direction of or with the consent of the City. For purposes of pre -employment testing, the term driver includes a person applying to drive a commercial motor vehicle. 49 C.F.R. § 382.107. P. Drug: Has the same meaning as "controlled substance." Q. Employee seeking a transfer: Refers to an employee who is not subject to DOT regulations seeking a transfer to a position that will subject them to DOT regulations in the sought- after position. R. Evidential Breath Testing Device or EBT: A device approved by the National Highway Traffic Safety Administration ("NHTSA") for the evidential testing of breath and placed on NHTSA's "Conforming Products List of Evidential Breath Measurement Devices." 49 C.F.R. § 40.3. S. Federal Motor Carrier Safety Administration or FMCSA: The Federal Motor Carrier Safety Administration of the United States Department of Transportation. T. Medical Review Officer or MRO: A licensed physician (medical doctor or doctor of osteopathy) responsible for receiving laboratory results generated by a controlled substance testing program who has knowledge of substance abuse disorders and has appropriate medical training to interpret and evaluate an individual's confirmed positive test result together with his or her medical history and any other relevant biomedical information. 49 C.F.R. § 40.3 U. Performing (a Safety -Sensitive Function): Any period in which a driver is actually performing, ready to perform, or immediately available to perform any safety -sensitive functions. 49 C.F.R. § 382.107. V. Positive Test Result: A finding of the presence of alcohol or controlled substance, or their metabolites, in the sample tested in levels at or above the threshold detection levels established by applicable law. W. Reasonable Suspicion: Means a belief a driver has engaged in conduct prohibited by the FMCSA controlled substance and alcohol testing regulations, except when related solely to the possession of alcohol, based on specific contemporaneous, articulable observations made by a supervisor or City official who has received appropriate training concerning the appearance, behavior, speech or body odors of the driver. The determination of reasonable suspicion will be made in writing on a Reasonable Suspicion Record Form during, just preceding, or just after the period of the work day that the driver is required to be in compliance with this policy. In the case of a controlled substance, the observations may include indications of the chronic and withdrawal effects of a controlled substance. X. Safety -Sensitive Function: All time from the time a driver begins to work or is required to be in readiness to work until the time he or she is relieved from work and all responsibility for performing work. Safety -sensitive functions include: (1) All time at a City facility, or other property, or on any public property, waiting to be dispatched, unless the driver has been relieved from duty by the employer; All time inspecting equipment as required by 49 C.F.R. § 392.7 and 392.8 or otherwise inspecting, servicing, or conditioning any commercial motor vehicle at any time; All time spent at the Page 160 of 172 407 driving controls of a commercial motor vehicle in operation; All time, other than driving time, in or upon any commercial motor vehicle except time spent resting in a sleeper berth (a berth conforming to the requirements of 49 C.F.R. § 393.76); All time loading or unloading a vehicle, supervising, or assisting in the loading or unloading, attending a vehicle being loaded or unloaded, remaining in readiness to operate the vehicle, or in giving or receiving receipts for shipments loaded or unloaded; and All time repairing, obtaining assistance, or remaining in attendance upon a disabled vehicle. 49 C.F.R. § 382.107. Y. Screening Test (also known as Initial Test): In alcohol testing, mean an analytical procedure to determine whether a driver may have a prohibited concentration of alcohol in her or her system. Screening tests may be conducted by utilizing a non -evidential screening device included by the National Highway Traffic Administration on its conforming products list (e.g., a saliva screening device) or an evidential breath testing device ("EBT") operated by a trained breath alcohol technician ("BAT"). In controlled substance testing, "Screening Test" means an immunoassay screen to eliminate "negative" urine specimens form further consideration. 49 C.F.R. § 382.107. Z. Substance Abuse Professional" or "SAP": A licensed physician (medical doctor or doctor of osteopathy), licensed or certified psychologist, licensed or certified social worker, licensed or certified employee assistance professional, or licensed or certified addiction counselor (certified by the National Association of Alcoholism and Controlled Substance Abuse Counselors Certification Commission) with knowledge of and clinical experience in the diagnosis and treatment of alcohol and controlled substance -related disorders. 49 C.F.R. § 40.281. 3. Persons Subiect to Testing &and Types of Tests All employees are subject to testing who job duties include performing "safety -sensitive duties" on City vehicles that: A. Have a gross combination weight rating or gross combination weight of 26,001 pounds or more, whichever is greater, inclusive of a towed unit(s) with a gross vehicle weight rating or gross vehicle weight of more than 10,000 pounds, whichever is greater; or B. Have a gross vehicle weight rating or gross vehicle weight of 26,0001 or more pounds whichever is greater; or C. Are designed to transport 16 or more passengers, including the driver; or D. Are of any size and are used in the transportation of materials found to be hazardous for the purposes of the Hazardous Materials Transportation Act (49 U.S.C. 5103(b)) and which require the motor vehicle to be placarded under the Hazardous Materials Regulations (49 CFR part 172, subpart F). The following functions are considered safety -sensitive: • all time waiting to be dispatched to drive a commercial motor vehicle • all time inspecting, servicing, or conditioning a commercial motor vehicle • all time driving at the controls of the commercial motor vehicle • all other time in or upon a commercial motor vehicle (except time spent resting in a sleeper berth) • all time loading or unloading a commercial motor vehicle, attending the same, giving or receiving receipts for shipments being loaded or unloaded, or remaining in readiness to operate the vehicle • all time repairing, obtaining assistance, or attending to a disable commercial motor vehicle. Page 161 of 172 408 The City may test any applicant to whom a conditional offer of employment has been made and any driver for controlled substance and alcohol under any of the following circumstances: Pre -Employment Testing All applicants, including current employees seeking a transfer, applying for a position where duties include performing safety -sensitive duties described above, will be required to take a drug test prior to the first time a driver performs a safety -sensitive function for the City. A driver may not perform safety -sensitive functions unless the driver has received a controlled substance test result from the Medical Review Officer ("MRO") indicating a verified negative test result. In addition to pre- employment controlled substance testing, applicants will be required to authorize in writing former employers to release alcohol test results of .04 or greater, positive controlled substance test results, refusals to test, other violations of drug and alcohol testing regulations, and completion of return to duty requirements within the preceding three years. The City will contact the candidate's DOT regulated previous and current employers within the last three years for drug and alcohol test results as referenced above and review the testing history if feasible before the employee first performs safety -sensitive functions for the City. Beginning in 2020, an applicant must provide consent to the City, and successfully pass a full query of the Federal Motor Carrier Safety Administration's Clearinghouse. In addition, at least once a year, the City will conduct a limited query of the Clearinghouse for each currently employed CDL driver. If the limited query reveals that the Clearinghouse has information about resolved or unresolved drug and alcohol program violations by a candidate or current employee, he or she will be asked to provide electronic consent to a full query of the Clearinghouse (unless he or she has previously provided electronic consent). In the event a full query of the Clearinghouse reveals unresolved violation information for a candidate or current employee, the driver will not be permitted to perform safety -sensitive functions, including the operation of a Commercial Motor Vehicle and, in the case of a candidate, may have their conditional offer of employment rescinded or, in the case of a current employee, may be subject to discipline. Post -Accident Testing As soon as practicable following an accident involving a commercial motor vehicle operating on a public road, the City will test each surviving driver for controlled substances and alcohol when the following occurs: • The accident involves a fatality or • The driver receives a citation for a moving traffic violation from the accident and an injury is treated away from the accident scene or • The driver receives a citation for a moving traffics violation from the accident and a vehicle is required to be towed from the accident scene. A driver subject to post -accident testing must remain readily available or the driver will be deemed to have refused to submit to testing. This requirement to remain ready for testing does not preclude a driver from leaving the scene of an accident for the period necessary to obtain assistance in responding to the accident or to obtain necessary medical care. Post — Accident Controlled Substance Drivers are required to submit a urine sample for post -accident controlled substance testing as soon as possible. If the driver is not tested within thirty-two (32) hours after the accident, the City will cease its Page 162 of 172 409 attempts to test the driver and prepare and maintain on file a record stating why the test was not promptly administered. Post- Accident Alcohol Testing Drivers are required to submit to post -accident alcohol testing as soon as possible. After an accident, consuming alcohol is prohibited until the driver is tested. If the driver is not tested within two (2) hours after the accident, the City will prepare and maintain on file a record stating why the test was not administered within that time. If eight hours have elapsed since the accident and the driver has not submitted to an alcohol test, the City will cease its attempts to test the driver and prepare and maintain on file a record stating why the test was not administered. The City may accept the results of a blood or breath test in place of an alcohol test and urine test for the use of controlled substances if: • The tests are conducted by federal, state, or local officials having independent authority for the test, and • The tests conform to applicable federal, state, or local testing requirements, and • The test results can be obtained by the City. Whenever such a test is conducted by a law enforcement officer, the driver must contact the City and immediately report the existence of the test, providing the name, badge number, and telephone number of the law enforcement officer who conducted the test. Random Testing Every driver will be subject to unannounced alcohol and controlled substance testing on a random selection basis. Drivers will be selected for testing by use of a scientifically valid method under which each driver has an equal chance of being selected each time selections are made. These random tests will be conducted throughout the calendar year. Each driver who is notified of selection for random testing must cease performing safety -sensitive functions and report to the designated test site immediately. It is mathematically possible drivers may be selected be picked and tested more than once, and others not at all. If a driver is selected for a random test while he or she is absent, on leave or away from work, that driver may be required to undergo the test when he or she returns to work. For 2020, federal law requires the City to test at a rate of at least fifty percent (50%) of its average number of drivers for controlled substance each year, and to test at a rate of at least ten percent (10%) of its average number of drivers for alcohol each year. These minimum testing rates are subject to change by the DOT. Reasonable Suspicion Testing When a supervisor has reasonable suspicion to believe a driver has engaged in conduct prohibited by federal law or this policy, the City will require the driver to submit to an alcohol and/or controlled substance test. The City's determination that reasonable suspicion exists to require the driver to undergo an alcohol test will be based on "specific, contemporaneous, articulable observations concerning the appearance, Page 163 of 172 410 behavior, speech, or body odors of the driver." In the case of controlled substance, the observations may include indications of the chronic and withdrawal effects of a controlled substance. The required observations for reasonable suspicion testing will be made by a supervisor or other person designated by the City who has received appropriate training in identification of actions, appearance and conduct of a driver which are indicative of the use of alcohol or controlled substance. These observations leading to an alcohol or controlled substance test, will be reflected in writing and signed by the supervisor who made the observations. The record will be retained by the City. The person who makes the determination that reasonable suspicion exists to conduct testing, will not be the person conducting the testing, which shall instead be conducted by another qualified person. Alcohol testing is authorized only if the observations are made during, just before, or just after the driver has ceased performing such functions. If a reasonable suspicion alcohol test is not administered within two (2) hours following the determination of reasonable suspicion, the City will prepare and maintain on file a record stating the reasons the alcohol test was not promptly administered. If a reasonable suspicion alcohol test is not administered within eight (8) hours following the determination of reasonable suspicion, the City will prepare and maintain on file a record stating the reasons the alcohol test was not administered and will cease attempts to conduct the alcohol test. Notwithstanding the absence of a reasonable suspicion test, no driver may report for duty or remain on duty requiring the performance of safety -sensitive functions while the driver is under the influence of or impaired by alcohol, as shown by the behavioral, speech, and performance indicators of alcohol use, nor will the City permit the driver to perform or continue to perform safety -sensitive functions until (1) an alcohol test is administered and the driver's alcohol concentration is less than .02; or (2) twenty-four (24) hours have elapsed following the determination of reasonable suspicion. Return -to -Duty Testing The City reserves the right to impose discipline against drivers who violate applicable FMCSA or DOT rules or this policy, subject to applicable personnel policy and collective bargaining agreements. Except as otherwise required by law, the City is not obligated to reinstate or requalify such drivers for a first positive test result. Should the City consider reinstatement of a DOT covered driver, the driver must undergo a Substance Abuse Professional ("SAP") evaluation and participate in any prescribed education/treatment, and successfully complete return -to -duty alcohol test with a result indicating an alcohol concentration of less than 0.02 and/or or a controlled substance test with a verified negative result, before the driver returns to duty requiring the performance of a safety -sensitive function. The SAP determines if the driver has completed the education/treatment as prescribed. The employee is responsible for paying for all costs associated with the return -to -duty test. The controlled substance test will be conducted under direct observation. Follow -Up Testing The City reserves the right to impose discipline against drivers who violate applicable FMCSA or DOT rules or this policy, subject to applicable personnel policies and collective bargaining agreements. Except as otherwise required by law, the City is not obligated to reinstate or requalify such drivers. Page 164 of 172 411 Should the City reinstate a driver following a determination by a Substance Abuse Professional (SAP) that the driver is in need of assistance in resolving problems associated with alcohol use and/or use of controlled substance, the City will ensure that the driver is subject to unannounced follow-up alcohol and/or controlled substance testing. The number and frequency of such follow-up testing will be directed by the SAP and will consist of at least six (6) tests in the first twelve (12) months following the driver's return to duty. Follow-up testing will not exceed sixty (60) months from the date of the driver's return to duty. The SAP may terminate the requirement for follow-up testing at any time after the first six tests have been administered, if the SAP determines such test is no longer necessary. The employee is responsible for paying for all costs associated with follow-up tests. Follow-up alcohol testing will be conducted only when the driver is performing safety -sensitive functions, or immediately prior to or after performing safety -sensitive functions. Cost of Required Testing The City will pay for the cost of pre -employment, post -accident, random, and reasonable suspicion alcohol and drug testing requested or required of all job applicants and employees. The driver must pay for the cost of all requested confirmatory re -tests, return -to -duty, and follow-up testing. 4. Prohibited Conduct The following conduct is explicitly prohibited by applicable DOT and FMCSA regulations and therefore constitutes violation of City policy. Under the influence of alcohol when reporting for duty or while on duty_ No driver may report for duty or remain on duty requiring the performance of safety -sensitive functions while having an alcohol concentration of 0.04 or greater. Drivers reporting for duty or remaining on duty to perform safety -sensitive functions while having an alcohol concentration of 0.02, but less than 0.04, will be removed from duty for 24 hours, escorted home and placed on PTO or sick leave for hours missed from work. On -Duty Use of Alcohol No driver may use alcohol while performing safety -sensitive functions. Pre -Duty Use of Alcohol No driver may perform safety -sensitive functions within four (4) hours after using alcohol. If an employee has had alcohol within four hours, they are to notify their supervisors before performing any safety -sensitive functions. Alcohol Use Following an Accident No driver required to take a post -accident alcohol test may use alcohol for eight (8) hours following the accident, or until the driver undergoes a post -accident alcohol test, whichever occurs first. Refusal to Submit to a Required Alcohol or Controlled Substance Test No applicant or driver may refuse to submit to pre -employment, post -accident, random, reasonable suspicion or follow-up alcohol or controlled substance testing. Page 165 of 172 El I VA In the event an applicant or driver does in fact refuse to submit to required alcohol or controlled substance testing, no test will be conducted. Refusal by a driver to submit to controlled substance or alcohol testing will be considered a positive test result, will cause disqualification from performing safety -sensitive functions, and may appear on the driver's permanent record. Drivers who refuse to submit to testing will be subject to discipline, up to an including termination. In accordance with the Federal Motor Carrier Safety Administration's (FMCSA) Commercial Driver's License (CDL) Drug and Alcohol Clearinghouse reporting requirements, beginning January 6, 2020, the City will report a driver's refusal to submit to a DOT test for drug or alcohol use to the Clearinghouse within three business days. If an applicant refuses to submit to pre -employment controlled substance testing, any applicable conditional offer will be withdrawn. For purposes of this section, a driver is considered to have refused to submit to an alcohol or controlled substance test when the driver: • Fails to provide adequate breath for alcohol testing without a valid medical explanation after he or she has received notice of the requirement for breath testing. • Fails to provide adequate urine for controlled substance testing without a genuine inability to provide a specimen (as determined by a medical evaluation), after he or she has received notice of the requirement for urine testing. • Fails to report for testing within a reasonable period of time, as determined by the City. • Fails to remain at a testing site until testing is complete. • In the case of directly observed or monitored collection, fails to permit observation or monitoring. • Fails or declines to take a second test as required by the City and/or collector. • Fails to undergo a medical examination as directed by the City pursuant to federal law. • Refuses to complete and sign the alcohol testing form, to provide a breath or saliva sample, to provide an adequate amount of breath, or otherwise cooperate in any way that prevents the completion of the testing process. • Engages in conduct that clearly obstructs the test process. Altering or attempting to alter a urine sample or breath test A driver altering or attempting to alter a urine sample or controlled substance test, or substituting or attempting to substitute a urine sample, will be subject to providing a specimen under direct observation. Both specimens will be subject to laboratory testing. In such case, the employee may be subject to immediate termination of employment and any job offer made to an applicant will be immediately withdrawn. Controlled Substance Use No driver may report for duty or remain on duty requiring the performance of safety -sensitive functions when the driver uses any controlled substance, except when the use is pursuant to the instructions of a licensed medical practitioner who has advised the driver in writing the substance does not adversely affect the driver's ability to safely operate a commercial motor vehicle. Drivers must forward this information regarding therapeutic controlled substance use to the City immediately after receiving any such advice. Having a medical marijuana card and/or a cannabis prescription from a physician does not allow anyone to use or possess that drug in the City's workplace. The federal government still classifies Page 166 of 172 413 cannabis as an illegal drug. There is no acceptable concentration of marijuana metabolites in the urine or blood of an employee who performs safety -sensitive duties for the City. Employees are still subject to being tested under our policies, as well as for being disciplined, suspended or terminated after testing positive for cannabis while at work. Controlled Substance Testin, No driver may report for duty, remain on -duty or perform a safety -sensitive function if the driver tests positive for controlled substance. 5. Collection and Testing Procedures Drivers are required to report immediately upon notification to the collection site. For random tests conducted off site, employees may use a City vehicle to drive to the collection site. Drivers will be expected to provide a photo ID card for identification to the collection staff. All drivers will be expected to cooperate with collection site personnel request to remove any unnecessary outer garments such as coats, sweaters or jackets and will be required to empty their pockets. Collection personnel will complete a Federal Custody and Control Form ("CCF") which drivers providing a sample will sign as well. Alcohol Testing Employees will be tested for alcohol just before, during, or immediately following performance of a safety -sensitive function. If a driver is also taking a DOT controlled substance test, generally speaking, the alcohol test is completed before the urine collection process begins. Screening tests for alcohol concentration will be performed utilizing a non -evidential screening device included by the National Highway Traffic Safety Administration on its conforming products list (e.g., a saliva screening device) or an evidential breath testing device ("EBT") operated by a trained breath alcohol technician ("BAT") at a collection site. An alcohol test usually takes approximately 15 minutes if the result is negative. If a driver's first attempt is positive (with an alcohol concentration of .02 or greater), the driver will be asked to wait at least 15 minutes and then be tested again. The driver may not eat, drink or place anything in his/her mouth (e.g., cigarette, chewing gum) during this time. All confirmation tests will be conducted in a location that affords privacy to the driver being tested, unless unusual circumstances (e.g., when it is essential to conduct a test outdoors at the scene of an accident) make it impracticable to provide such privacy. Any results less than 0.02 alcohol concentration is considered a "negative" test result. If the driver attempts and fails to provide an adequate amount of breath, he/she will be referred to a physician to determine if the driver's inability to provide a specimen is genuine or constitutes a refusal to test. Alcohol test results are reported directly to the City by the collection site staff. Controlled Substance Testing The City will use a "split urine specimen" collection procedure for controlled substance testing. Collection of urine specimens for controlled substance testing will be conducted by an approved collector and will be conducted in a setting and manner to ensure the driver's privacy. Controlled substance testing generally takes about 15 minutes. At the collection site, the driver will be given a sealed container and must provide at least 45 ml of urine for testing. Once the sample is provided the collection personnel will check the temperature and color and look for Page 167 of 172 414 signs of contamination. The urine is then split into two separate specimen containers (A, or "primary," and B, or "split") with identifying labels and security seals affixed to both. The collection facility will be responsible for maintaining a proper chain of custody for delivery of the sample to a DHHS- certified laboratory for analysis. The laboratory will retain a sufficient portion of any positive sample for testing and store that portion in a scientifically acceptable manner for a minimum 365-day period. If an employee fails to provide a sufficient amount of urine to permit a controlled substance test (45 milliliters of urine), the collector will discard the insufficient specimen, unless there is evidence of tampering with that specimen. The collector will urge the driver to drink up to 40 ounces of fluid, distributed reasonably over a period of up to three hours, or until the driver has provided a sufficient urine specimen, whichever occurs first. If the driver has not provided a sufficient specimen within three hours of the first unsuccessful attempt, the collector will cease efforts to attempt to obtain a specimen. The driver must then obtain, within five calendar days, an evaluation from a licensed physician, acceptable to the MRO, who has expertise in the medical issues raised by the employee's failure to provide a sufficient specimen. If the licensed physician concludes the driver has a medical condition, or with a high degree of probability could have, precluded the driver from providing a sufficient amount of urine, the City will consider the test to have been canceled. If a licensed physician cannot make such a determination, the City will consider the driver to have engaged in a refusal to test and will take appropriate disciplinary action under this policy. The primary specimen is used for the first test. If the test is negative, it is reported to the MRO who then reports the result, following a review of the CCF Form for compliance, to the City. If the initial result is positive or non -negative, a "confirmatory retest" will be conducted on the primary specimen. If the confirmatory re -test is also positive, the result will be sent to the MRO. The MRO will contact the driver to verify the positive result. If the MRO is unable to reach the driver directly, the MRO must contact the City who will direct the driver to contact the MRO. 6. Review of Test Results The MRO is a licensed physician with knowledge and clinical experience in substance abuse disorders and is responsible for receiving and reviewing laboratory results of the controlled substances test as well as evaluating medical explanations for certain drug test results. Prior to making a final decision to verify a positive test result, the MRO will give the driver or the job applicant an opportunity to discuss the test result, typically through a phone call. The MRO, or a staff person under the MRO's supervision, will contact the individual directly, on a confidential basis, to determine whether the individual wishes to discuss the test result. If the employee or job applicant wishes to discuss the test result: • The individual may be required to speak and/or meet with the MRO, who will review the individual's medical history, including any medical records provided. • The individual will be afforded the opportunity to discuss the test results and to offer any additional or clarifying information which may explain the positive test result. If the employee or job applicant, believes a mistake was made at the collection site, at the labor, on a chain -of - custody form, or that the drug test results are caused by lawful substance use, the employee should tell the MRO. • If there is some new information which may affect the original finding, the MRO may request the laboratory to perform additional testing on the original specimen in order to further clarify the results; and Page 168 of 172 415 A final determination will be made by the MRO that the test is either positive or negative, and the individual will be so advised. If the MRO upholds the positive, adulterated or substituted drug determination, that test result will be provided to the City. There is no opportunity to explain a positive alcohol test provided in the DOT regulations. The driver can request the MRO to have the split specimen (the second "B" container) tested at the driver's expense. This includes all costs that may be associated with the re -test. There is no split specimen testing for an invalid result. The driver has 72 hours after they have been notified of the positive result to make this request. If the employee requests an analysis of the split specimen, the MRO will direct the laboratory to send the split specimen to another certified laboratory for analysis. If an employee has not contacted the MRO within 72 hours, the employee may present information documenting that serious injury, illness, lack of actual notice of the verified test result, inability to contact the MRO, or other circumstances unavoidably prevented the employee from making timely contact. If the MRO concludes there is legitimate explanation for the employee's failure to contact within 72 hours, the MRO will direct the analysis of the split specimen. If the results of the split specimen are negative, the City may pay for all costs associated with the rest and there will be no adverse action taken against the employee or job applicant. 7. Notification of Test Results Employ The City will notify a driver of the results of random, reasonable suspicion, and post -accident tests for controlled substance if the test results are verified positive and will inform the driver which controlled substance or substances were verified as positive. Results of alcohol tests will be immediately available from the collection agent. Right to Confirmatory Retest Within seventy-two (72) hours after receiving notice of a positive controlled substance test result, an applicant or driver may request through the MRO a re -analysis (confirmatory retest) of the driver's split specimen. Action required by federal regulation as a result of a positive controlled substance test (e.g., removal from safety -sensitive functions) will not be stayed during retesting of the split specimen. If the result of the confirmatory retest fails to reconfirm the presence of the controlled substance(s) or controlled substance metabolite(s) found in the primary specimen, or if the split specimen is unavailable, inadequate for testing or untestable, the MRO will cancel the test. Dilute Specimens Dilute Negatives Creatinine concentration of specimen is equal to or greater than 2 mg/dL, but less than or equal to 5 mg/dL. If the City receives information that a driver has provided a dilute negative specimen, the City will direct a recollection, pursuant to the MRO's direction, under direct observation. Page 169 of 172 416 8. Consequences for Drivers Enmini! in Prohibited Conduct Job Applicants Any applicable conditional offer of employment will be withdrawn from a job applicant or employee seeking a transfer who refuses to be tested or tests positive for controlled substance pursuant to this policy. Employ Drivers who are known to have engaged in prohibited behavior with regard to alcohol misuse or use of controlled substance, as defined earlier in this policy, are subject to the following consequences: • Removal from Safety -Sensitive Functions No driver may perform safety -sensitive functions, including driving a commercial motor vehicle, if the driver has engaged in conduct prohibited by federal law. No driver who is found to have an alcohol concentration of 0.02 or greater but less than 0.04 may perform or continue to perform safety -sensitive functions for the City, including driving a commercial motor vehicle, until the start of the driver's next regularly scheduled duty, but not less than twenty-four (24) hours following administration of the test. If a driver tests positive under this policy or is found to have an alcohol concentration of .02 or greater but less than .04, the driver will be removed from safety sensitive duties and escorted home; the driver should not drive home but be escorted to his or her home. The driver will then be placed on vacation, compensatory time or sick leave, for hours missed from work. Notification of Resources Available The City will advise each driver who has engaged in conduct prohibited by federal law or who has a positive alcohol or controlled substance test of the resources available to the driver including the City's EAP, in evaluating and resolving problems associated with the misuse of alcohol and use of a controlled substance, including the names, addresses, and telephone numbers of Substance Abuse Professionals and counseling and treatment programs. Discipline The City reserves the right to impose whatever discipline the City deems appropriate in its sole discretion, up to and including termination for a first occurrence, against drivers who violate applicable FMCSA or DOT rules or this policy, subject to applicable personnel policies and collective bargaining agreements. Except as otherwise required by law, the City is not obligated to reinstate or requalify such drivers following a first positive confirmed controlled substance or alcohol test result. Evaluation, and Return to Duty Testing Should the City wish to consider reinstatement of a driver who engaged in conduct prohibited by federal law and/or who had a positive alcohol or controlled substance test, the driver must undergo a SAP evaluation, participate in any prescribed education/treatment, and successfully complete return -to -duty alcohol test with a result indicating an alcohol concentration of less than 0.02 and/or or a controlled substance test with a verified negative result, before the driver returns to duty requiring the performance of a safety -sensitive function. The SAP will determine what assistance, if any, the driver needs in resolving problems associated with alcohol misuse and controlled Page 170 of 172 417 substance use and will ensure the driver properly follows any rehabilitation program and submits to unannounced follow-up alcohol and controlled substance testing. • Follow -Up Testing If the driver passes the return -to -duty test, he/she will be subject to unannounced follow-up alcohol and/or controlled substance testing. The number and frequency for such follow- up testing will be as directed by the SAP and will consist of at least six tests in the first twelve months. These tests will be conducted under direct observation. • Refusal to test All drivers and applicants have the right to refuse to take a required alcohol and/or controlled substance test. If an employee refuses to undergo testing, the employee will be considered to have tested positive and may be subject to disciplinary action, up to and including termination. Refer to Refusing to Test provided earlier in this policy. • Responsibility for Cost of Evaluation and Rehabilitation Drivers will be responsible for paying the cost of evaluation and rehabilitation (including services provided by a Substance Abuse Professional) recommended or required by the City or FMCSA or DOT rules, except to the extent that such expense is covered by an applicable employee benefit plan or imposed on the City pursuant to a collective bargaining agreement. Reporting to the FMCSA's CDL Drug and Alcohol Clearinghouse In accordance with the Federal Motor Carrier Safety Administration's (FMCSA) Commercial Driver's License (CDL) Drug and Alcohol Clearinghouse reporting requirements beginning January 6, 2020, the City will report the following information to the Clearinghouse within three business days: ✓ A DOT alcohol confirmation test result with an alcohol concentration of 0.04 or greater; ✓ A negative DOT return -to -duty test result; ✓ The driver's refusal to submit to a DOT test for drug or alcohol use; ✓ Actual knowledge a driver has used alcohol or controlled substances, based on the employer's direct observation, information provided by the driver's previous employer(s), a traffic citation for driving a CMV while under the influence of alcohol or controlled substances, or an employee's admission of alcohol or controlled substance abuse except as provided in § 382.121) of: o On duty alcohol use pursuant to § 382.205; o Pre -duty alcohol use pursuant to § 382.207; o Alcohol use following an accident pursuant to § 382.209; o Controlled substance use pursuant to § 382.213; ✓ Employers will also report negative return -to -duty (RTD) test results and the successful completion of a driver's follow-up testing plan as ordered by a SAP. 9. Loss of CDL License for Traffic Violations in Commercial and Personal Vehicles Effective August 1, 2005, the FMCSA established strict rules impacting when CDL license holders can lose their CDL for certain traffic offenses in a commercial or personal vehicle. Employees are required to notify their supervisor immediately if the status of their CDL license changes in anyway. Page 171 of 172 418 10. Maintenance and Disclosure of Records Except as required or authorized by law, the City will not release driver's information that is contained in records required to be maintained by this policy or FMCSA and DOT regulations. As of 2020, the City will be required to query and report to the agency's Commercial Driver's License (CDL) Drug and Alcohol Clearinghouse prior to hiring new drivers, will conduct annual checks of existing CDL- drivers, and will report certain violations of the DOT drug and alcohol testing program for holders of CDLs. In addition, a driver is entitled, upon written request, to obtain copies of any records pertaining to the driver's use of alcohol or a controlled substance, including any records pertaining to his or her alcohol or controlled substance tests. 11. Policy Contact for Additional Information If you have any questions about this policy or the City's controlled substance and alcohol testing procedures, you may contact your immediate supervisor or Human Resources to obtain additional information. Page 172 of 172 419 CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO.7647 A RESOLUTION TO AMEND THE PERSONNEL POLICY WHEREAS, the City of Orono is committed to foster a professional, equitable, and productive workplace by providing employees with clear policies, procedures and expectations; and WHEREAS, the personnel policy promotes transparency and trust, mitigates risks, and ensure fairness in the treatment of employees; and WHEREAS, the City of Orono personnel policy was first established on November 23, 1981 by adoption of Resolution 1339 and amended by resolutions six times since with further amendments via Council motion; and WHEREAS, the current personnel policy was approved by Council motion on August 26, 2024; and WHEREAS, upon adoption of the Personnel Policy in Exhibit A, all previous resolutions and motions will be repealed. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Orono, the Personnel Policy attached as Exhibit A is adopted in its entirety and the revised policies supersede all previously adopted personnel policies and procedures, except those contained in approved bargaining union contracts. Adopted by the City Council of Orono, Minnesota at a regular meeting held on December 8, 2025. ATTEST: CITY OF ORONO Christine Lusian, City Clerk Bob Tunheim, Mayor 420 AGENDA ITEM Date: December 8, 2025 Title: Reappoint Seasonal Employees Presenter: Joe Ruthenberg, Superintendent - Parks, Facilities Section: Consent Agenda Item: 11 Purpose: The purpose of this agenda item is to obtain approval for the rehiring of seasonal employees. 2. Background: The city hires seasonal employees to accomplish a variety of tasks. The hourly pay is proposed to be $14.50-$17.50 for the Golf Course Clubhouse Attendants; $14.50-$18.50 for Parks/Golf Course Maintenance Employees and Public Works Maintenance Workers. Seasonal employees fall under the 6-month PERA Classification and are therefore excluded from PERA membership. The seasonal employees being rehired will start the week of December 15th and work through January 9th. The seasonal employees will be shared where needed between the Parks, Streets, and Utilities Departments. 3. Seasonal Employee Appointments and Candidates: Seasonal Employee Appointment and Candidates Name Position Wage (Per Hour) Remarks Jacob Goman Park $17.50 Returnee Maintenance/Streets/Utilities Lewis Conway Park $17.75 Returnee Maintenance/Streets/Utilities Zack Conway Park $18.00 Returnee Maintenance/Streets/Utilities COUNCIL ACTION REQUESTED Motion to approve rehiring the seasonal employee listed in the table above. 421 AGENDA ITEM Date: December 8, 2025 Title: Hire Police Officer Presenter: Correy Farniok, Police Chief Section: Consent Agenda Purpose: The purpose of this action item is to gain approval to hire a full-time Police Officer. 2. Recruitment: Item: 12 The selection process for the position involved advertising the position, application screening, and interviews. First round interviews are completed by a panel of currently serving officers and second round interviews by the Chief of Police. Police Officer applicant must also successfully complete a thorough Background Investigation, a Psychological Exam, a Physical (Pre- employment medical) exam and must pass the MN Peace Officers Standards and Training (POST) licensing exam. 3. Recommended Candidate: Trenton Bowe is currently employed as a Community Service Officer with the City of Wayzata. Bowe is graduating next week from Minnesota State University - Mankato with a BA in Police Studies. Bowe has grown up and lives in the area and is excited about the opportunity to work for the Orono Police Department. 4. Recommended Compensation: Stafff recommend hiring Trenton Bowe as a full-time police officer with the effective start date on/after January 6, 2026. a. Salary. Starting rate of $39.38/hour start (LELS Local 40 Agreement pay scale). b. Benefits. Vacation will accrue at a rate of 80 hours (10 days) per year and follow the LELS Local 40 Agreement. Vacation and sick leave will begin on the start date. The employee will be eligible to participate in the City's benefit package starting the first day of the month following 30 days of employment. As a full-time employee, the position is eligible for benefits as outlined in the LELS Local 40 Agreement and personnel handbook. This includes enrollment in the Police and Fire Plan of the Public Employee Retirement Association (PERA). COUNCIL ACTION REQUESTED Motion to approve the hiring of Trenton Bowe as a full-time police officer at the rate of $39.38 per hour with a start date on/after January 6, 2026. Conditional upon the successful completion of a Psychological Exam, a Physical (Pre -employment medical) exam and must pass the MN Peace Officers Standards and Training (POST) licensing exam. El P*A AGENDA ITEM Date: December 8, 2025 Item: 13 Title: Final Pay Request - City Hall and Police Parking Lot Project (25-020) Presenter: Adam Edwards, City Administrator / Engineer Section: Consent Agenda Purpose: The purpose of this action item is to approval the final payment to City Hall and Police Parking Lot Project construction contract. 2. Background: At the July14, 2025 council meeting, the Council approved the award of the project to Allied Blacktop. Work is now complete. 3. Scope: The project consisted seal coating and restriping of the City Hall and Police Department parking lots. 4. Cost: The contract amount including change orders was $28,744.50.30 The total work completed under the contract is $28,971.10. Pay request #2/Final is for $8,352.78. This amount includes a release of retainage. 5. Funding: The project was funded by the Facilities Fund. 6. Staff Recommendation: The work associated with the contract has been completed and the project closeout documents received. I recommend approval of the payment to the contractor. COUNCIL ACTION REQUESTED Move to approve payment of $8,352.78 to Allied Blacktop and to close out the City Hall and Police Department Parking Lot Project Exhibits A. 139125 Letter Final B. 139125 Pay Application Final signed 423 QBOLTON & MENK Real People. Real Solutions. November 20, 2025 City of Orono Attn: Adam Edwards 2750 Kelley Parkway Orono, MN 55356 Re: 2025 Parking Lot Seal Coat - Final Pay Application Dear Mr. Edwards: 2638 Shadow Lane Suite 200 Chaska, MN 55318-1172 Ph: (9521 448-8838 Fax: (9521 448-8805 Balton-Menk.com Enclosed is the Final Payment Request and closeout paperwork from Allied Blacktop Company for work completed on the 2025 Parking Lot Seal Coat. We have reviewed the estimate, verified the quantities, and recommend final payment in the amount of $8,352.78. Please contact me if you have any questions or need additional information. Sincerely, BOLTON & MENK, INC. David P. Martini Senior Principal Engineer H:\ORNO\25X139125000\7_Construction\D_Pay Applications\Fina1\139125 Letter Final.doc Bolton & Menk is an equal 424 Contractor: Allied Blacktop Co. Name of Project: 2025 Parking Lot Seal Coat COMPLETED AFTER THIS ESTIMATE............................................................................................................ ORIGINAL CONTRACT AMOUNT....................................................................................................... CHANGE ORDERS/EXTRA WORK: Estimate Number: Application Date: Pay Period: No. Description Additions Deductions Quantity Overruns $ - $ - Quantity Underruns $ - $ - Final 11/13/2025 Final 100.0% $ 28,744.50 TOTAL ADDITIONS.......................................................................................................................... $ - SUBTOTALS.......................................................................................................................................... $ 28,744.50 TOTAL DEDUCTIONS............................................................................................................................... $ - CONTRACT AMOUNT TO DATE................................................................................................................... $ 28,744.50 TOTAL COMPLETED TO DATE............................................................................................................................ $28,971.10 MATERIALSSTORED.......................................................................................................................... $ - TOTAL COMPLETED AND STORED TO DATE..................................................................................................................... $ 28,971.10 LESSRETAINAGE................................................................................................................................ $ - TOTAL EARNED LESS RETAINAGE..................................................................................................................... $ 28,971.10 LESS PREVIOUS PAYMENTS: Est. No. 1 Amount $ 20,618.33 Est. No. Amount $ - Est. No. Amount $ - Est. No. Amount - Est. No. Amount $ - Est. No. Amount —$ - Est. No. Amount $ - Est. No. Amount —$ - Est. No. Amount $ - Est. No. Amount —$ $ - Est. No. Amount $ - Est. No. Amount - —$ Total Estimates $ 20,618.33 AMOUNT DUE THIS ESTIMATE.............................................................................................................................. $ 8,352.78 Payment requested by: Allied Blacktop Co. Contractor Representative By: �'�GC�tT�eEQ Date: 11-19-25 Approved and recommended for payment by: Bolton & Menk, Inc. Project Engineer By: Jeff Wevandt Date: 11/13/2025 H:\ORNO\25X139125000\7_Construction\D_Pay Applications\[139125 Pay Application.xls]Pay App Final 425 Contractor: Allied Blacktop Co. Application Number: Final 2025 Parking Lot Seal Coat Application Date: 11/13/25 Application for Payment City of Orono BMI Project Number: 25X.139125 A B C D I E Item No. Description of Work Original Plan Quantity Unit of Measure Bid Price Original Contract Amount Current Pay Application Total Quantity to Date Total Amount Completed to Date (B x E) Quantity this App. Amount this App. (B x D) PART A IMPROVEMENTS 1 1 1 3,610 1 1,620 54 4 LS LS LS SY LS LF SF EACH $4,500.00 $1,000.00 $1,500.00 $4.35 $500.00 $2.65 $12.00 $150.00 $4,500.00 $1,000.00 $1,500.00 $15,703.50 $500.00 $4,293.00 $648.00 $600.00 1.00 1624.00 72.00 4.00 $0.00 $0.00 $1,500.00 $0.00 $0.00 $4,303.60 $864.00 $600.00 1.00 1.00 1.00 3610.00 1.00 1624.00 72.00 4.00 $4,500.00 $1,000.00 $1,500.00 $15,703.50 $500.00 $4,303.60 $864.00 $600.00 STREET IMPROVEMENTS MOBILIZATION SWEEPING SECOND SWEEPING BITUMINOUS SEAL COAT (P) TEMPORARY RAISED PAVEMENT MARKINGS 4-INCH SOLID - MULTI COMPONENT CROSSWALK BLOCKS - MULTI COMPONENT HANDICAP SYMBOL - MULTI COMPONENT 1 2 3 4 5 6 7 8 $28,744.501 1 $7,267.601 1 $28,971.10 426 AGENDA ITEM Date: December 8, 2025 Title: Crystal Bay Business Center Utility - Acceptance Presenter: Adam Edwards, City Administrator / Engineer Section: Consent Agenda Item: 14 Purpose: The purpose of this item is for City Council to accept the sanitary sewer, water and stormwater utilities within the Crystal Bay Business Center development. 2. Background: The Crystal Bay Business Center development was approved subject to the terms of the Development Agreement, Crystal Bay Business Center, first executed by the developer and the City in 2007 and most recently updated in 2023. The most recent batch of development has occurred on the southern portion of the development and includes the work on the industrial boulevard and utilities to support the new development. Per the contract the sanitary sewer and water utilities are to be public facilities - owned, operated, and maintained by the City of Orono. The utilities portion of the Project is complete and the as -built surveys received by the city are in accordance with the Development Agreement. 3. Cost: The costs associated with the construction of the utilities were paid by the developer. Upon completion and acceptance by the city, ongoing maintenance of the sewer, water, and stormwater systems will be the City's responsibility. 4. Staff Recommendation: The sewer main, water main, and stormwater system have been constructed and inspected by the utility staff. They are ready to be placed into service. I recommend acceptance of the utilities into the city systems. COUNCIL ACTION REQUESTED Motion to accept the Crystal Bay Business Center Utility improvements. Exhibits A. Barkley Sanitary Sewer As -Built 11-5-25 B. Barkley Watermain As -Built 11-5-25 CP4A m n o N >Z� Z AA Oc m < °r°-------- ---- o=mv ? _ - -� A0p N C3i N 1 -D-I O � ? zt w my I v Imo' 0 133 m ,•Np X 1 0 0 o 1 0 0 CO 1 A �i 1 0 UN7 N A / ------------------------/ 1 \ , -------- --------------------4-020--- -------------------------- - - - - - - - - - ---� MH #3 11 T 1' n � , O < q O 1> 11 o m it 1 z �1 < ;p m i { Z m { < 7 I M00 { In I { c a) ( { 1 1 { 1 70 m+ 0( AS -BUILT SANITARY SEWER PLAN AND PROFILE FOR JAKE BARKLEY IN CRYSTAL BAY BUSINESS CENTER HENNEPIN COUNTY, MINNESOTA I I I I OR X m >< Z I I I 1 11 1 col_< 1 I I I m1a) N i I t I I (.0 1 io ZiC �•1 1 I i i i 001 (r -IF O j EXISTING 35' DRAINAGE I I 1 Im AND UTILITY EASEMENT i i -A11 01-0 K I I t PER PLAT mm I I 1 Iz m EXISTING i ! a1 �� BUILDING i ; I-----------------------------------� _-- MH#1------zI ----t--------------- ------------------------------------------ ^ i I AT END OF STUB t I o I I 1 ---_-�--- 1 EXISTING - LF 8" PVC. SAN. SEWER N 1 I 1 I o EXISTING DRAIN -- 1 I I 1 0 1 PER AS -GUILTS 1 I I LOADING DOCK �p 1 I N I i 1 5E�--Oa-----I----L-------- MH #280 I INV = 1021.88 0, i I EXISTING C900 WATERMAIN -RTM = 1022.80 1 I NOT VISIBLE IN FIELD v, / , gP 8"GV I __-_-_---- INV N = 1009.75 P`IG ' INV S= 1009.85 / I ---------------------------- �---------------------------- ------------------------------------ i i coNc.� //---------------------- L---( I-----------003 --------------------- BO------------------ _ ---15 151-----------PAD----------tr----G---------- I t PROt�OSED DRAINAGE AND UTILITY EMENT------I------------------- ----------------------------------------------- j----------1024------=------------------------- : N / I ------------__- _ o - ��/ --- 1-022------ - �--- LF 8" PVC SAN. SEWER --- (1023.2) �928-}-----------------------------------------___--___= _ N —_--_ =------- I------- -- �'------__ ---��-----_-_------------- -----------I --_-_------------------------------------------------------ �24r�•------i------ ------ - -----------1----=-------� -- - _ f---------- -----------8-------------�-� I�=-------------------___------- 5-----I--------------- ----__------------------------------------------- I----------------------- =---------- T - MH #2 _ -5 - 1-----------------------------------------------------------------a+-------------------------------- -_------------------------------------= -_-_----------------------------------- �'._ PROPOSED"DRAINAGE (10239) �,- _-- ---- Z �0`�Z AND UTILITY EASEMENT �Q24 --� I ^ o U o I\ Q EXISTING - EXISTING DRAINAGEAND BUILDING 11 26 ----- PER PLAT EASEMENTS 0 30 60 120 I L I / I SCALE IN FEET SANITARY SEWER 1030 --------- ----•------------------ - - .._ --_' '......-------------------------------'------.--------------------•------- -: -------- - -----•-' " -'----------------- --- -: 1030 ......... ... ........................... .ri� .........-........................................-- _ .....................................---- i .................................... ..................-------•-'-'- ---'-- ,.....-----.... _' ,.. �- .. ................................•--•------------•.---- . .------ --•-... -----------..... _...-•--- ---------- •. ::. ...... ...........................----•-..--•-•----•.............------ __'.' - - - :•""""-----------'-- ---------'-------•----... ---'--'-"---'--- RIM-= 9023: 4 ..........------ --.......----................-•-----.. - a H T ;----------'---------------- • -------------- ----------------- - - - --- - '-- ----------------'--'----'-----•-.------,. N1H.3._...:----------------------------------------; -- - ------------------------------- ..._..__ .. ' ............. — — —----------------------------------: - ---'-- ------- "-" .......-•------'------•--- - r — - -------------------- - -----•!-----•--------------'----------------- — 1 - ''- _ 'A71-rv�-�riR—�.�.t.� ,, ............-----'--'- - - - - -- -------'--'------ 1n , .]NV_N1N - ------------ ------ RAM �• 1023:58 - - - - • - --------- RII\iF = - 1. 9U23:6 F ..s.. - Y........_...__.......................'-'_1.._...._.-__..._._...-....-..--..........;.---..__..................._....._..._.._r..__.........-............_._._..._.-...Y'---............. - - _.._..... ---------- - - - g iNV g = 181 a a0 t1:3 ---------------- _ 1 _. _....... -------------'------------------...:...INV:-:: -{i ' O.i?:88 ° ' -- -. ....... ..... . ........................... • • .... ......... — __ - __ INV - �� ._ - - :.�— ���---..__............................ [012�g�-� • �' .;.........................._.....-_...... • +. .,... .... a .. _.,.. .+............. .... ...... --- .•. T--- _—_ , 1020 .......................................................................a........_......---'--... • •- _ ....-.—._ _.-._.-.r.-.._..-.-.w+•s�. .`......_ _._......_... .a- -i ".w ....................................... _. _. •...... _.-- -- _................----.._-.,___..__........... _.....______.. _. _. _. _......................................• • " ___'................. .. ------------..-_.._.-._..... "-'-......-�,�---'- .... _---..................... :T .. .. .. ......... ...___.-. ..............................---.----------.-••-------•--.................----------.--................--- _._-__. __.-_._... _............_--------------.._.............. .................--------------.. .... _ .......-_----------_ ... _............ ._... _.....-. ...._..._...................... ...... ..-..----------................................-- -•-.................................................... .-------------------------------------- • --- - ! - ' ----------.--------------------'• ..................................................... • ..•- • "-!----------------------------------------------------------------------------------------------------------------------------- .....I:--. - _ ...... ..... _... ...... .. : JNG:GRADE."-"--'----------------------------------------------------------- EXIST D r ........................ ... ......_..__•__ ........ ...._ .. _. _..__•____.... - ------------------------------------------- ...... ....__ - .................... _ _....._...__.---..._.._-.------- _ ......._._..--- -- ._....._....--- - . -----...----'-''-'--------------------------------- ------"--"- "------'-- ------------------------------- ------"---------------------------------------- a ---------------- -- c ._ .... r i. a.._...B..0 b0.1t1(ATEF2I�IA[N '------------.....----------------------------...--------------------'---------- r _... ---------- s.------------ ---------------------------------------- ------------ - ---------------------------------------- ' ........ - ._.._._._.. a ' r' .-'---- .....---------- I----------"-----------..."-------- -------'-'----------------- '--- - ' ....... " " -'-" ---'--- • .- ---------------------------------- -'. " .'. " ..'.'... • --------------- .... .. -- - ....... .. ... .. ..------------------- - -------.------. ----------. .. . ' • -------------- ------- -- " '. ............... ...... - - ' - - 1010 1010 --- - ---------------------- ----- ---- - -•--------------•-----------------------' -- - ---------------- -------- - ----- ' • - ' - " ------------ ---- ---- ----------------- 3�� L.F. 8-P�fe-@e�e%�--- - ---- --.- -. .. ------ ------ -- --• ------- -. - ,. — - -- �" "' - - - ; ..... .............................................---.................................. ..... ........... ..................--•--•--....--•---------••--•-- --•----.......•..--........ .. ....................... ......•.. ................ ............................--•-••••------•^•--•••••- -...........---------.... >r -..................... .......... ....... •••-•••-- ... .... ..... - -- ------ • — --ff3 r �'.� _ }PVC.- --- _.-........_•-------------- a- - 0.55 b - ........_.. - ------ -: --------------------•.............. .......!------------------------------ ......... .•----------------------------------------- •---------------------- ..................!....._............_._..._...............•...-......_.....-------..__......._......•.---------------._................._......Y_.._______....................... .......}................... ............... -......;----------------------------------------- ....._.....................-............ ;.................... • • • • s • , • .. �..... .. ............ ........ ..... ----..--i,--..._..................................;------._._..------............ _.........l.---- .. _...................,.........• • ............... ....... ... .• - - - co 4 S 2 0 ■ wM LO M Z mzLo in d' t� W a ,z M a Q N Q W 0 � 0 J 0 LL ? W> z O Q (1) W Z W W of W Z J C� Z z� W O _j 0 '>+ V IV qq a i- uj JMz o� _ _ 0 N T 0- C O QW .0 cc U O �r_ U 2 m QEd - N��o m� u �:3 �.cu L '^ ._ VJ O J 6E�' c 0 1 m E m -W U C0 N A , CL .rc c _3ca=3 Y Z Q o W 2 w m z w z w 2 wz z Z aw w a 0 25-088 AS -BUILT WATERMAIN PLAN AND PROFILE FOR JAKE BARKLEY IN CRYSTAL BAY BUSINESS CENTER HENNEPIN COUNTY, MINNESOTA ".ice'.\Y ..� i t� l_ �� " Bi 'I(Zii�u�_: �� r�_ it- 'i"\ii i i� I'iI'ii'T'i'"�r` 1 � Lil r�i ° + I i `� �.. l� ., �\ I i I `� �I i EXISTING a ��;-�'.\Y :� 7- �' �, ��! BUILDING _ I 1 \ ('1• �t° \Ir '-.' tter-•\!-!'� _L) i I \1 J \i %c3o I c- we �J AL_ I V 1 L� I I \ \\ �It �I \ \ N 1 I v l 0I \ L 9•t0i'"K I % -' I >-I \ I (-r T `" I �' I W \ 1.I1 3 � (1026.0) 1 H! \\ i (1029.1) \ /' CONC. ❑ (1026.0) (1026.0) (1025.9) 1 Qi ��\ N _j i /� PAD (1025.9) 1 �1 `\ \ EXISTING 12" STORM SEWER _ EXISTING PAVEMENT _ \ EXIST. 8" PVC WATERMAIN (1025.7) IN POOR CONDITION _____ PER CITY AS BUILT PLANS _____ (1025.1) -� I N `i, \\5 C.Y. \ I i No rnt STREET AND TRAIL PATCH SHOULD NOT VISIBLE IN FIELD tl 1 o chi LASS III RIPRAP \\ `� I __ �_z- ol\ BE REMOVED IN CONJUNCTION ; E-- EDGE OF o o �c EXIST. 42" RCP ST. SEWER _�_" (1029. 3) i I ll WITH STREET WORK AND REPLA6ED BLACKTOP (1025.3} (1025.3) (1025.2) � 1 T '\ -- ----- 1 i V TO PROVIDE A MORE SEAMLE (1025.8) I \ I .' INV.=1021.5 6+33 \ 1 1 (1025.6) (1025.4) INV.=1022.0 15' RCP CULVERT i \\ ,.,I 4 \ ----m I CONNECTION. i - INV=1020. CONNECT TO --�-�} ---------I - r-------------------------------------------------------------------------r------------------------------------------------------------------------� 1028.9 1 / D. ------ ---------- --�-- - REMOVE PLUG __ 1-------I TOP BAbK / PED. (1028.9) ) I OF CUi�B /"""i- - \\ 1025.0 REMOVE EXI TINGBLACKTOP r - --�--- i 14 LF 18 RCP R E 1028.7 I Q -� (1 4.7 INCL. APRON @1.57% ADD 45° BEND '--., �� \ 1 () I i STOP SIGN AN STREET IGN PROP. GATE VALVB E._ ... _...... - R, BLACKTOP CE r;;� 3ROCLF 18 GOLDENROD i ! ' I / P 1.57% 23 LF 8" C900 I - PROPO ED rn CB -- -----. PROP. 8"Xs"X6"TEE WATERMAIN- L I. 8" WATERMAIN PLUG WAY PAVEMENT I ; ;`' GATE V�LVE N \ ORONO)/ e' x8"x8°TEE RIM = 1024.58 INV-1019.90 3+75 ��, i 7'" REMOVALS r t--.--� r--_� o __ _ \(1027 -- --- , r (102_6) -- - INV. = 1019.7$ ------ - ___END 4 INDUSTRIAL 5 BLVD. I - -------------------- - ---- } - ---------------{-------- -- - --- --------------------------------------------------------- --�t� ------ �1 I --_ ..� I 8' X8"X6"TEE \ ----- ----- ---- - - - -r - -r--- ;------ -== �I-i - ------ Z-- --- ----------- 2r -- ---------------+�------------ - } - - - - - - - - - - - - } - - - � - { - - - --------- --11 --------------->--------------------------------- -- - �10 7� - - ------------------------------------------------------------ {V 18 LF 6" C900 PVC WATERMAIN--------- - - +h- - --- I� _Z -4 -� ----- 1028.4 L I _ : I I I 8" C900 PVC WATERMAIN"" " o, 1 INV. = 101 .34 Tom''.,. -� it { ) 7 ' -i i O �'A . I HYD AND GV \ 8 X 8 X \ I 18" CMP 1 45 BEND �. .. I ___ ('98z^$`9)-� Q I ! . --'- ''- '-' ::-- E REMOV D) EXIST. WATERMAIN ....... ______ -- Q�f 11 O - DEAD END SI N BLACKTOP I -" �� I PROP. 5.0' DIA. STORM MH i I- i I 1026.7 : ! I OP.2851F18"RCP@1.16r° ABANDONED BY CITY'______-- \ A% i APPDXIMATE LOCATION 1028. Cn i _ ... : ----- '----- I \ \\ sF SF R SF SF-SF--SF-SF-=--___SF SF SF SF SF SF SF SF 1.CONNECT TO EXISTING STUB SF SF" SF (1024 5) ! I _, OF EXISTING 8" C900 O1) : i- Q i o J 1 - �.'_� sF _----______ ------ _.. t """ i l NIV = 1016.0 ! � ¢ r •„ I PROP. B" 1024.4) �'.� ,I' \ . - o WATERMAIN PER CITY I O ! " � I I \ \ ------ I� WATER STUB ------ ------ -------------------------------------------_ PLANS FIELD VERIFY I 0 w ----- \ - --- - ------ � ` - �- ' --_ -_ = ==- Gv------------------------------------------------------------------- � --- ---- I" p r PED. / i� \ - REMOVE EXISTING BLACKTOP---- 32 ! INV=1018.96'" \\ I ` ! ' EXIST. 10' 36" i , ) i- I O, \ / \ - - : - I I I Q 0 ! r CURB RAMP / \ \ s� AND RESTORE TO GREEN SPACE \ I I \ I RCP STORM STUB I i I J ! 2 I \ I I \ \ \ I 20' MIN. (1- 24•)) ` I I I 1 PROP. 18 LF 6" C900 PV WATERMAIN I INV=1015.72 (VERIFY) � `k 1 s" I I 0 m i ^ �\ ! \\ I I 1 \I (1025.8) (1025.7) \\ j I j I f WATER STUB I I I CONNECTION AND DIRECTIONAL"'"" I M m\ I\ I I 1 \ Sc (1025.3) ( \ I I I I U. ( I i BORE 66LF TO EAST ROW LINE I � I i i I � I i I I I �' I i 4i OF OLD CRYSTAL BAY ROAD. (1028�5) i C i 1 I I I i '9" ACCEPTABLE PROP. I i I I I i Of I DISCUSSIONS BETWEEN THE I v I I �, I 1 \ sF -sF SF SF SF�_gF ALTERNATIVE TO u ! OD DEVELOPER AND CITY NEEDED i i r i i i �sF 120' HAMMERHEAD I i I I I I I I TO CLAIRIFY RESPONSIBILITIES I I / ! I I I 1 i TURNAROUND 1024.6) 1 �1 1 1 ! � I I I / 1 I \ ( I I I ' DRAINAGE AND AND PAYMENT FOR THIS ITEM. 1 I / I / 1 I \I i ' \Y '� �- <� i� A �Y EXISTING drl _I I 1 i \_ , , 1 1 1 v I . i 3 I, I L_ L-n /-% (1024.8) BLACKTOP I I I I UTILITY EASEMENT - i wi I I 1 I/ I i I I 1 f�1"\it- �� r `r-I i i p, I I I I i tk PER PLAT 1 I / U) � I I I I I I I I NOTE: WORK WITHIN THE PUBLIC RIGHT OF WAY ! i\\ IT r 11 1 I I i I p MUST BE COORDINATED WITH THE CITY. LIMITS I I I r t r I I I I OF REMOVAL SHALL BE MARKED BY THE CITY. ! i � I 11 \ �i . �� �•,• 1 1 1 I 1 ! BITUMINOUS PAVEMENT SHALL BE SAW CUT AND I ! ' I � \ L I..( 1-, T (1025.1) I i cN cp I I i CONCRETE PAVEMENT REMOVED TO THE JOINT ! i / Ir i � 1 ��17 (1024.8) (1025.1) 1 1 7- I 1 I TO PROVIDE CLEAN MATCH LINES. I /' r 11 I // 1 I 1 I , r I / I \ ! / 1 1 I I 11 i I t I r 40�b 1 i \ F , i 1 I 1 \'sF_ I I isF PROP. SILT FENCE I 11 0 30 60 SCALE IN FEET W NOTE: SILT FENCE TO BE INSTALLED BY CONTRACTOR AND INSPECTED BY THE CITY PRIOR TO ANY OTHER WORK AND A 24 HOUR NOTICE PROVIDED PRIOR TO INSPECTION. NOTE: TRACER WIRE SHOULD BE PROVIDED WITH PVC WATERMAIN. . • •. - ---- ----- . . � r ...-.. ' ......-''......... -------------------------------------------------------------------------------------- ' a . ..... . •r....------------.._..------------------.. , --' ........ .--.......---------.... ........ •-- • : ..--------------------.....------------ ---------- -:--....------------------------------- - •-- ------------------ ...------_..------------------ : _.........----------- ----------------..._..--------------- ...... - : --_............ • -- -------------- _--------------------------------------------- -' -- : . '----------------... •---------------------•--------:--...__..:.__..------- - -- - ____'-----------'----"-------- ----- -- -'.... ' --------------------'---------------------------------------• -;---_-_---..�.�.___ _-- __ ------------- I............----------------•-------'-'-'----...------------------'-----"---•---'''---------" --: -a • -------_ - --------------------'---------•----"".'- ...--------.-----...._. -- .. 0 ----------------- r •- .-......._...------..-......"'---'-------_ • --- --. -. ' - • • _.__.._•.......:.. .... ..... ..................... r r r • . !. _.__.. ........ .. r ................. • • ;.. EXISTING -GRADE- --------- --'------...--- . • •._._.._.__._......_.._._.._._.......-....•.............._._.._.._-----._.-_...._........................-.._...---.._........• :'7:5-MNIMUIuI: • . i ____••-________________• r . r ____-----------1-----______-____i__. - : ^... _------------_t�_______________.i___ ............................ ...... ..... .. ..... ..... .. .._....-......._...... --' A....-'-' -------------------DIRECTIONAL"B RE-66-L"FC-900 W T RMA M---------_------...----------'-----.....:........_...._...---........:---...-----•-------------------------:..---------I,-------------------; b A E I • • ' r ... _--'------ -'-... COVE R :.•-•----------------------------------- --.----'-'---'-------:---------------'--.. I -----.-...- ---------------...---------------- ----- -----------------------------^'---------------...----------------- --------------...---------------- ------------------------- .. '-'-------'-"'- - ... - ..... - " - ... ' •' : -7'5-IVI1 t�7111IIUIUr- • - - - -- - - - .. -•'----'--'..'..- :._,.... .-... - :. - ------------------- --- --- ---- ----.........- -.... ...---'--....... :.COV.ER--'-'---'--- .......'...-.... ' '----'---.... ... , •-------------------------_....... ,. - : .. '--- -----'....-- "; : --- -' ' " '-----''"- "-'--''.. -...--.......... "- '-' ""--''-- ------•-------- ----"-'-------------- - .-...'-- ---"''----"..-- ._._ ... .........----'--------------------- ------ ---------------- ----------------------.-..... ..................---............----' ......----'---'-----'-..... - . .. _.. ... -, ...--"---..-. ..-'--- '-------- .----- ----------------------------- . ---------------------------'- ----'-------------- ----------'--- .....---- '- - - --- - ---.. ....--'---. -------- - - - *3 ' -------....''--'- : :....----------- ---------------------- a : ----------'--------------------- ..----------------------------. : " ---... : - -:---------------'------------------------a-----------------------------'---"__:-----------------------------------------.._---..----------------------------..;. r " - , -- - - -- 1ST- WATERMAIN- - - - ""---- 1010 • • •-'-'-----------------------------------.•-."""------' • - p r ¢ " '... • -._...... '- '-''_...- O - - ... . . •..........-------------------''------------------------------------- , . •--'---------------- - . ' - , - - - - .. 8 PVC �..-I__...-'-'------------ --------..----' r "'-----------------------'--'............•---------------------------'-- - : '-•---------, - : :...... - ------ '-----------...- --------------...---------'---- r- a------...__-'...............-----------:------- ---'-'-------------.----------...------. . ------------------------------------•----------------------------------...... --------- t... r --------'-:-"-...- ' '-' 0 •.............._... _.........---- -' '-"-'-- " ' �-----------1-...---...: - -------''------------.....----------------' . - - -..-• ' 1010 r...... ..------------................... .......---- .----------..........................................--- .--------.--------.------.....------- --- ---------------- . .........-................... -------------------------------------' ;----------- ..----------.-- - -.��-._........ --'-'----------'-'---":'--------........----------- ------...--......-----.................................---............... . . ....................-...............................................-----. • • - .....................------..--.---.- . --------...................--..- r ----'----------'--------------------- --------•'------------'----.---- -'--•-- •--'------_._...._- ° -------------................ ------.---'----'--'-------------------- ------------------ -----.....................---....................... "-..- ..---'---- --------------'..... " ----- ------ -- ...... ' :.......... - ....--:...... . • - - '' •.. r ' ' : - -: --------------------------------------------------------------------------------------------------------...--------------..-..----------------- _-------------------------.......-'-"''; ...............---------------------.--- ..: _. : ------•------a--------------___..:.-------------------'-'--------------------------'--'-------- - © d. ------------ ---- - r r --.... ' --- �{? N r R t2: ...... LP -. _-_ r ....------------------------------- - r - '--------------- ------- ---- -----'----'------------------- '------------- �. ...........................-------- : -'-...-.....-----------.....-''-'- . ; --------------- ''-----'------------------------- ---•-- . - ' - 4 ------------------------ - �' .. _.. - •..----------•--- ----------------- - -- - - . - IN N' N N N fl Qa ................ '- ....... - - - : ' - - - - - - - - ............................ .... .. f ..................... a...... .......... .... .. ... .. .a.. .. ............ ...... .. .f.. .. ___._.____... .. .. .. ... _ _ .......--------..._..--------- __ f 4� T._ .y.. ..f. _ _._ - ____- __ - Y . .: M N 1 2 3 a LO ti 4 5 6 M 7 + + + + + C.)co� Z me) La M Z Z L0 le W j cZ M t-- 1 Q G WLo Qja.. tJ m a LL U)�O w Z J Q(j)W r' ado. z W v- d' WN 17 �.i.. MW W Z O J CV Lp .. Z 0 WZ W z O J 0 5 14 JL W w N W o o� _ o6 UM m0 moo, ul r <n V- O C%j w �- T c aL) 0--- c `4 IN i� c L O QW N W O N ccd co 2 co U N O Z c ui -0 w- N >, 0 .� Z W R E a. � L) 6 � � o z z Mcc.2 z_ V% L 0 ViA , O = J .W cca E -S :F;i-ao ZI-0�, 0E3 0 a) L i6 =aca UQ-N t LY N c6 + 2 Q= L a N - 3 m :3 0 u p W Z W Z 3 Y (n ry W Y W Q 2 W W W Q p ®l 25-088 AGENDA ITEM Date: December 8, 2025 Title: LA25-00048, 755 Tonkawa Rd, Variance - Resolution 7654 Presenter: Matt Karney, Planner Section: Consent Agenda Item: 15 Purpose: The applicant requests an average lakeshore setback variance to construct an accessory sauna building. 2. MN§15.99 Application Deadline: The application was made on October 22, 2025, and deemed complete on November 5, 2025. The 60-day review period is to expire on January 4, 2026. 3. Background: The applicant proposes a 148-square-foot sauna on the property adjacent to the existing residence, where the proposed location is within the average lakeshore setback. One of the abutting neighbors is Camp Teko which is screened with a heavily wooded area between the properties. Link to Planning Commission packet. (Application Materials Found Here) 4. Planning Commission Vote and Comment: On November 17, 2025, the Planning Commission held a public hearing and discussed the requested variance. Following the public hearing, the Commission voted 7-0 to recommend approval of the variance as recommended by staff. Link to Planning Commission video. Public Comment: No public comments have been received. 6. Staff Recommendation: Planning Staff recommends approval. COUNCIL ACTION REQUESTED Council should move to adopt Resolution 7654, approving the requested variance subject to conditions. Exhibits A. Draft Resolution B. Building Plans C. Survey D. Draft PC Minutes 430 CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO. 7654 A RESOLUTION APPROVING A VARIANCE FROM MUNICIPAL ZONING CODE SECTION 6.12.6240 FILE NO. LA25-000048 WHEREAS, on October 22, 2025, Hoxie Homes & Remodeling, LLC. (hereinafter the "Applicant"), applied for a variance from the City Code for the property addressed 755 Tonkawa Road, Orono and legally described as: Parcel 1: All that part of Lot 1, Auditor's Subdivision Number 217, Hennepin County, Minnesota lying Northwesterly of a line drawn parallel with and 150 feet Southeasterly, measured at right angles from the Northwesterly line of said Lot 1; and Parcel 2: All that part of Lot 1, Auditor's Subdivision Number 217, Hennepin County, Minnesota lying Northwesterly of a line parallel with and 200 feet Southeasterly measured at right angles from the Northwesterly line of said Lot 1 and lying Southeasterly of a line drawn parallel with and 150 feet Southeasterly measured at right angles from the northwesterly line of said Lot 1; and Parcel 3: The Southeasterly 20 feet of Lot 11, Auditor's Subdivision Number 207, Hennepin County, Minnesota. (hereinafter the "Property"); WHEREAS, the Applicant has made application to the City of Orono for a variance from Orono Municipal Zoning Code Section 6.12.6240 for a 148-square-foot accessory building to be constructed 139 feet lakeward of the average lakeshore setback; and WHEREAS, on November 17, 2025, 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 17, 2025, the Planning Commission voted 7 to 0 in favor of a motion to recommend approval of the variance as recommended by staff; and WHEREAS, on December 8, 2025, the City Council reviewed the application and the recommendations of the Planning Commission and City staff; and 431 CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO. 7654 NOW, THEREFORE, BE IT RESOLVED that the City Council of Orono, Minnesota hereby approves the requested variance as described above based on one or more of the following findings of fact concerning the Property: FINDINGS OF FACT: Al. This application was reviewed as Zoning File LA25-000048. 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. A2. The Property is located in the LR-1 B, One -Family Lakeshore Residential Zoning District. A3. The Property is within Tier 1 and hardcover is limited to 25% according to the Stormwater Quality Overlay District, and the Applicant is proposing 17% hardcover, where 25% is allowed, with this project. A4. The Applicant applied for average lakeshore setback variance for the proposed project. A5. The proposed project is for a detached accessory building that will be used as a sauna. A6. In considering this application for a variance, 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. VARIANCE ANALYSIS: B1. Variances shall only be permitted when they are in harmony with the general purposes and intent of the ordinance; the average lakeshore setback is intended to protect lake views from the principal buildings on the adjacent lakeshore properties. The proposed building is screened sufficiently by the existing house and tree canopy, where lake views should not be negatively impacted; and B2. Variances shall only be permitted when consistent with the comprehensive plan; the proposed variance to construct an accessory building that supports a residential use in LR-1B zoning district is consistent with the plan; and 432 CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO. 7654 B3. 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; the proposal for a 148 square foot accessory building within the average lakeshore setback is reasonable. The location of the average lakeshore setback on the Property creates a difficulty for the owner as the proposed building will not impact the lake view on adjacent properties; and b. The plight of the landowner is due to circumstances unique to his property not created by the landowner; the average lakeshore setback excludes a significant amount of the Property from the placement of the proposed building. The proposed location meets the intent of the regulation and will not impact lake views; and c. The variance, if granted, will not alter the essential character of the locality; the character of the locality will not be altered with the granting of a variance. The average lakeshore setback is to protect lake views, and the proposed building will not impact lake views. B4. Economic considerations alone do not constitute practical difficulties; economic considerations do not impact the finding of practical difficulties with the Property; and B5. 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; and B6. 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; and B7. 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; and B8. The special conditions applying to the structure or land in question are peculiar to such property or immediately adjoining property; both the conditions of the Property and the application of the average lakeshore are unique. The proposed accessory building, although it doesn't meet the average lakeshore setback, is meeting the intent of the regulation; and 433 CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO. 7654 B9. The conditions do not apply generally to other land or structures in the district in which the land is located; the conditions of the Property do not apply generally to other land or structures within the district. The varying distances between principal buildings and the lakeshore on the adjacent properties has a substantial impact on the building envelope of the Property, given the lack of visual impact the proposed building will have on the adjacent properties; and B10. The granting of the application is necessary for the preservation and enjoyment of a substantial property right of the Applicant; the granting of a variance for the proposed accessory building is necessary for the preservation and enjoyment of the owner's property rights. The proposed building will not impact lake views, but is impacted by the setback in place to protect lake views; and B11. 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; the granting of a variance to construct the proposed building will not impact the health, safety, comfort and morals of other residents in the area. The variance meets the intent of the average lakeshore setback where the lake views on adjacent properties will not be impacted; and B12. The granting of such variance will not merely serve as a convenience to the Applicant, but is necessary to alleviate demonstrable difficulty; The granting of the requested variance is reasonable and would alleviate a difficulty placed on the Owner. 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 Section 6.12.6240 for a 148-square-foot accessory building to be constructed 139 feet lakeward of the average lakeshore setback, subject to the following conditions: 1. Council approval is based on the entire record, above Findings. 2. The approved project shall conform to the building plans and survey submitted by the Applicant, attached to this Resolution as Exhibits A and 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 owners, but are permissive only and must be exercised by obtaining a permit for the sauna building and 434 CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO. 7654 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 8, 2026). 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 8th day of December, 2025. ATTEST: CITY OF ORONO: Christine Lusian, City Clerk Bob Tunheim, Mayor 435 STRUCTURAL NOTES to M UNLESS NOTED OTHERWISE ON THE PLANS AND/OR IN THE DETAILS, THESE NOTES SHALL APPLY. IF THERE ARE DISCREPANCIES BETWEEN THE PLANS, DETAILS, SPECIFICATIONS, AND THESE NOTES, THE CONTRACTOR SHALL CONFORM TO THE MORE STRINGENT REQUIREMENTS, UNLESS CLARIFIED WITH THE STRUCTURAL ENGINEER OF RECORD (SER) PRIOR TO WORK. MATERIAL STRENGTHS • STRUCTURAL STEEL FASTENERS ANCHOR RODS - ASTM F1554, GR. 36, FY = 36 KSI THREADED RODS - ASTM A36, FY = 36 KSI • REINFORCING STEEL DEFORMED BARS - ASTM A615, GR. 60, FY = 60 KSI • CONCRETE F'C = COMPRESSIVE STRENGTH IN 28 DAYS 4,000 PSI UNLESS NOTED OTHERWISE 5,000 PSI FOR FOOTINGS • STRUCTURALLUMBER ALL DIMENSIONAL LUMBER-#2 SPRUCE PINE FIR (SPF) OR EQUAL LAMINATED VENEER LUMBER (LVL) E = 2,000,000 PSI FB = 2600 PSI LAMINATED STRAND LUMBER (LSL) E = 1,300,000 PSI FB = 1,700 PSI PARALLEL STRAND LUMBER (PSL) E = 2,000,000 PSI FB = 2900 PSI TREATED LUMBER-#2 SOUTHERN PINE OR EQUAL DESIGN LOADS • ROOF DEADLOAD 17 PSF (7 PSF TOP CHORD + 10 PSF BOTTOM CHORD) SNOW LOAD ROOF SNOW LOAD = 35 PSF • WIND ULTIMATE DESIGN WIND SPEED 115 MPH 3 SECOND GUST. EXPOSURE C, I = 1.0 RISK CATEGORY II WIND SHEAR WALLS HAVE BEEN DESIGNED USING IRC R301.1.3. EXISTING CONDITIONS • CONTRACTOR SHALL VERIFY ALL DIMENSIONS, ELEVATIONS, AND DETAILS OF EXISTING STRUCTURE WHERE THEY AFFECT THIS CONSTRUCTION PRIOR TO FABRICATION. • CONTRACTOR SHALL TAKE PRECAUTIONS TO AVOID ADDING LOAD OR STRESS TO ANY ADJACENT STRUCTURES DURING CONSTRUCTION. TEMPORARY BRACING • ALL STRUCTURAL MEMBERS ARE DESIGNED FOR IN -PLACE LOADS AND FULLY CURED MATERIALS. CONTRACTOR IS RESPONSIBLE FOR BRACING, WITHOUT OVERSTRESSING, ALL STRUCTURAL ELEMENTS AS REQUIRED AT ALL STAGES OF CONSTRUCTION UNTIL COMPLETION OF THIS PROJECT. • PROVIDE TEMPORARY LATERAL SUPPORT FOR ALL WALLS UNTIL WALLS ARE ADEQUATELY BRACED BY PERMANENT STRUCTURE. • PROVIDE REQUIRED TEMPORARY BRACING FOR ALL FRAMING UNTIL PERMANENT BRACING, FLOOR AND WALLS ARE IN PLACE. • SHORE FOUNDATION WALLS RETAINING EARTH UNTIL FLOOR FRAMING AND BASEMENT SLAB ARE IN PLACE. USE CAUTION WHEN OPERATING EQUIPMENT ADJACENT TO FOUNDATION WALLS. GENERAL SOIL NOTES • THE STRUCTURE HAS BEEN DESIGNED USING A PRESUMPTIVE LOAD -BEARING VALUE OF 2000 PSF IN ACCORDANCE WITH TABLE R401.4.1 OF THE 2018 IRC ON VIRGIN SOIL OR COMPACTED GRANULAR FILL FOR FOOTINGS. • PRESUMPTIVE SOIL BEARING VALUE TO BE VERIFIED BY A GEOTECHNICAL ENGINEER WHERE REQUIRED BY THE BUILDING OFFICIAL PER R401.4. WE RECOMMEND THE OWNER ENGAGES A GEOTECHNICAL ENGINEER TO VERIFY SOIL BEARING VALUES. • ANY DISCREPANCIES IN THE ASSUMED ALLOWABLE SOIL BEARING PRESSURE SHALL BE REPORTED IMMEDIATELY. • THE EXISTING FOOTINGS HAVE BEEN ASSUMED TO BE TYPICAL SPREAD FOOTINGS ON GOOD SOILS THAT ARE ASSUMED TO BE PERFORMING ADEQUATELY. • REMOVE ALL TOP SOIL, UNCOMPACTED FILL, OR OTHER POOR SOIL FROM THE CONSTRUCTION AREA. • SLOPE THE SITE TO DRAIN AWAY FROM THE BUILDING. • INSTALL GUTTERS AND DOWNSPOUTS WITH LONG EXTENSIONS RECOMMENDED. • INSTALL DRAIN TILE RECOMMENDED. • BACKFILL WITH GRANULAR SOILS RECOMMENDED. FOOTINGS/FOUNDATIONS • ALL FOOTINGS ARE TO BE FORMED. ALL STUMPS, ROOTS AND DEBRIS MUST BE REMOVED FROM THE SOIL TO A DEPTH OF AT LEAST 12" BELOW THE SURFACE OF THE GROUND IN THE AREA OCCUPIED BY THE BUILDING. FOOTINGS SHALL BE PLACED ON VIRGIN SOIL OR COMPACTED GRANULAR FILL. • WALL FOOTINGS ARE CAST -IN -PLACE CONCRETE WITH CONTINUOUS REINFORCING PLACED 3" CLEAR OF BOTTOM AND 2" CLEAR AT TOP AND SIDES. • WALL FOOTINGS ARE CENTERED UNDER WALLS AND COLUMN FOOTINGS UNDER COLUMNS. • WALL FOOTINGS SHALL BE A MINIMUM OF 8" THICK WITH A 4" PROJECTION EACH SIDE OF WALL. REINFORCE WITH 2 - #4 CONTINUOUS BOTTOM BARS. • PROVIDE 30 BAR DIAMETER LAP AT SPLICES AND FULL CROSSING LAP AT CORNERS AND INTERSECTIONS. TIE ALL REINFORCING IN PLACE. SET FOOTING REINFORCING ON CHAIRS OR MASONRY BRICK TO OBTAIN 3" CLEARANCE FROM BOTTOM OF FOOTING. • MAINTAIN MINIMUM FROST DEPTH OF 48" FOR ALL EXTERIOR FOOTINGS. • FOOTING ELEVATIONS, IF SHOWN ON THE PLAN, INDICATE TOP OF FOOTING. • TOP OF FOOTING SHALL BE PLACED 8" BELOW THE TOP OF SLABS ON GRADE, OR PLACED TO MAINTAIN FROST DEPTH, WHICHEVER IS DEEPER. • STEP FOOTINGS IN A UNIFORM MANNER USING A 2:1 HORIZONTAL TO VERTICAL SLOPE. • CAST DOWELS IN FOOTING FOR FOUNDATION WALLS ABOVE. DOWELS SHALL BE THE SAME QUANTITY, SIZE, AND SPACING AS THE VERTICAL WALL REINFORCING. DOWELS SHALL BE 30" LONG AND EXTEND TO 3" CLEAR OF BOTTOM OF FOOTING. • CONTRACTOR SHALL BE RESPONSIBLE FOR IMPLEMENTING HOT WEATHER CONCRETE REQUIREMENTS PER ACI 305 AND COLD WEATHER CONCRETE REQUIREMENTS PER ACI 306. • SHORE ALL FOUNDATION WALLS APPROPRIATELY BEFORE BACKFILLING AND COMPACTING. • FOUNDATIONS SUPPORTING WOOD SHALL EXTEND AT LEAST 6" ABOVE THE ADJACENT FINISHED GRADE. • THE CONTRACTOR SHALL VERIFY THE LOCATION OF ALL EXISTING UNDERGROUND UTILITIES AND TANKS PRIOR TO BEGINNING EXCAVATION. • THE CONTRACTOR SHALL FOLLOW IRC FIGURE R403.1.7.1 FOR FOUNDATION CLEARANCES TO SLOPES UNLESS INDICATED OTHERWISE BY THE SOILS ENGINEER. CONCRETE • PROVIDE READY -MIXED CONCRETE PER ASTM C94. PORTLAND CEMENT SHALL BE ASTM C150, TYPE I. USE ONLY ONE BRAND OF CEMENT THROUGHOUT THE WORK. PROVIDE CONCRETE AGGREGATES MEETING THE REQUIREMENTS OF ASTM C33. • MAXIMUM AGGREGATE SIZE SHALL BE 3/4" FOR GRADE BEAMS AND SLABS. WATER SHALL BE CLEAN, FREE OF DELETERIOUS AMOUNTS OF ACIDS, ALKALIS, OR ORGANIC MATERIALS, AND SHALL BE CONSIDERED POTABLE. PROVIDE ADMIXTURES TO REDUCE WATER CONTENT, PROVIDE AIR -ENTRAINMENT, OR ALTER THE QUALITY OF THE CONCRETE TO MEET THE JOB CONDITIONS. • PLACE REINFORCING 2" CLEAR TO OUTSIDE FACE AND 1 1/2" CLEAR TO INSIDE FACE OF CONCRETE WALL. • PROVIDE #4 X 4'-0" LONG (EQUAL LEGS) HORIZONTAL REINFORCING CORNER BARS AT 18" O.C. AT OUTSIDE CORNER OF WALL AND 2 - #4 VERTICAL SUPPORT BARS. • ALL WALL OPENINGS LARGER THAN 12" SHALL HAVE 2 - #5 AT ALL SIDES EXTENDING 2'-0" BEYOND EACH EDGE OF OPENING WITH 2 - #5 X 4'-0" DIAGONAL BARS AT EACH CORNER OF OPENING. • WALL REINFORCING SHALL BE CONTINUOUS THROUGH COLUMNS AND PILASTERS. • PROVIDE FULL DEVELOPMENT AND SPLICE LENGTHS PER CONCRETE REINFORCING STEEL INSTITUTE (CRSI) OR ACI 318 REQUIREMENTS. • ALL CONCRETE EXPOSED TO WEATHER, FREEZE -THAW CONDITIONS OR DE-ICING CHEMICALS SHALL CONTAIN 5% - 7% ENTRAINED AIR. • DESIGN INTENT IS FOR ALL CONCRETE TO BE FULLY CURED PRIOR TO BACKFILLING AND INSTALLING STRUCTURE. • SLUMP SHALL BE DETERMINED BY ASTM C143 AS FOLLOWS: FOOTINGS W - 4" WALLS, COLUMNS 3" - 5" SLABS ON GRADE 3" - 4" STRUCTURAL SLABS, BEAMS W - 4" • CONCRETE SHALL NOT BE LAID WHEN THE TEMPERATURE OF THE OUTSIDE AIR IS BELOW 40 DEGREES FAHRENHEIT, UNLESS APPROVED METHODS ARE USED DURING CONSTRUCTION TO PREVENT DAMAGE TO THE CONCRETE. ALL MATERIALS USED AND SURFACES BUILT UPON SHALL BE FREE OF SNOW AND ICE. • WOOD BEAMS POCKETED INTO CONCRETE SHALL BE PROVIDED WITH A 1/2" AIR SPACE ON TOP, END, AND SIDES UNLESS TREATED WOOD OR STEEL PLATES ARE USED. • CONCRETE SHALL NOT BEAR PERMANENTLY ON WOOD MEMBERS. SLABS ON GRADE • ALL SLABS ON GRADE SHALL BE REINFORCED PER PLAN NOTES. • SLABS ON GRADE ADJACENT TO FOUNDATION WALLS RETAINING EARTH SHALL BE A MINIMUM OF 3 1/2" THICK. • CONSTRUCTION AND/OR CONTROL JOINTS SHALL OCCUR AT A MAXIMUM OF V-0" O.C. AT EXTERIOR SLABS ON GRADE, AND AT A MAXIMUM OF 10'-0" O.C. AT INTERIOR SLABS ON GRADE. • CONSTRUCTION AND/OR CONTROL JOINTS SHALL BE LAID OUT IN A RECTANGULAR PATTERN WITH LONG TO SHORT SIDE RATIO LESS THAN OR EQUAL TO 1.5 AND WITH NO RE-ENTRANT CORNERS. • CONTROL JOINTS FOR SLABS ON GRADE SHALL BE SAW CUT AS SOON AS CONCRETE CAN ACCEPT IT WITHOUT RAVELING • DO NOT CUT STRUCTURAL SLABS OR TOPPING SLABS UNLESS AUTHORIZED BY THE STRUCTURAL ENGINEER. • ALL CONTROL/CONSTRUCTION JOINTS SHALL BE CONTINUOUS AND NOT STAGGERED OR OFFSET. • CONTROL JOINTS SHALL BE CLEANED AND SEALED FOR CURING PURPOSES AS SOON AS POSSIBLE. • VERIFY FLOOR FINISHES AND CONTROL/CONSTRUCTION JOINT LOCATIONS WITH OWNER AND ARCHITECT. DIMENSION LUMBER • DESIGN ASSUMES LUMBER IS FREE OF SIGNIFICANT SPLITS AND CHECKS, AND CONTRACTOR WILL VISUALLY INSPECT DURING INSTALLATION. • SILLS AND ALL OTHER LUMBER IN CONTACT WITH CONCRETE OR MASONRY AND WITHIN 8" OF FINISHED GRADE SHALL BE PRESERVATIVE TREATED WOOD. IN CRAWLSPACES OR UNEXCAVATED AREAS WITHIN THE BUILDING FOUNDATION WOOD SHALL BE PRESERVATIVE TREATED FOR JOISTS WITHIN 18" OF EXPOSED GROUND AND/OR GIRDERS WITHIN 12" OF EXPOSED GROUND. • PRESERVATIVE TREATED WOOD SHALL BE IN ACCORDANCE WITH THE AMERICAN WOOD PROTECTION ASSOCIATION, STANDARD U1. • TREAT ALL CUT ENDS OF TREATED MATERIAL. • ALL LUMBER IS TO BE GRADE STAMPED, WHICH IS TO CONTAIN GRADING AGENCY, MILL NUMBER OR NAME, GRADE OF LUMBER, SPECIES OR SPECIES GROUPING OR COMBINATION DESIGNATION, RULES UNDER WHICH GRADED, WHERE APPLICABLE, AND CONDITION OF SEASONING AT TIME OF MANUFACTURE. • ALL LUMBER SHALL BE SEASONED TO A MOISTURE CONTENT OF 19% OR LESS, WITH THE INDICATION OF "S-DRY" ON THE GRADE STAMP. • ALL LUMBER SHALL BE PROTECTED FROM THE ELEMENTS. • SILL PLATES TO BE BOLTED TO FOUNDATION WALL WITH 1/2" DIAMETER GALV ANCHOR BOLTS AT 4'-0" O.C. MAXIMUM. BOLTS TO EXTEND 9" MINIMUM INTO SOLIDLY GROUTED FOUNDATION WALL. EACH SILL PLATE TO HAVE A MINIMUM OF 2 BOLTS WITH ONE BOLT LOCATED NOT MORE THAN 12 INCHES OR LESS THAN 4 112 INCHES FROM EACH END OF THE PLATE SECTION. USE 1/8"X2"X2" GALV WASHERS, SLIGHTLY CRUSHING PLATE. • MINIMUM NAILING SHALL BE IN ACCORDANCE WITH TABLE R602.3(1) OF THE 20181RC UNLESS NOTED OTHERWISE. • ALL WALLS SHALL HAVE A SINGLE BOTTOM PLATE AND DOUBLE TOP PLATE. • EXTERIOR WALLS SHALL BE 2 X 6 STUDS @ 16" O.C. UNLESS NOTED OTHERWISE. • INTERIOR NON -LOAD -BEARING WALLS SHALL BE 2 X 4 STUDS @ 16" O.C. UNLESS NOTED. • TYPICAL OPENINGS TO HAVE A MINIMUM OF 2 BEARING (TRIMMER OR JACK) STUDS AND 1 FULL -HEIGHT KING STUD. • HEADERS NOT NOTED TO BE 2 - 2 X 6 UP TO 4'-0" SPAN AND 2 - 2 X 8 FROM 4'-0" TO 6'-0" SPAN. • WOOD HEADERS SHALL HAVE A MINIMUM 3" LENGTH OF BEARING AT EACH END OR BEAR THE ENTIRE LENGTH OF THE BEARING STUDS. • BEAMS SHALL BEAR ON A MINIMUM OF 3" ALONG THEIR LENGTH AND FULLY ALONG THEIR WIDTH AND HAVE A MINIMUM OF 2 TYPICAL WALL STUDS SUPPORTING THEM. • JOISTS SHALL BEAR THE FULL WIDTH OF SUPPORTING MEMBERS (STUD WALL, BEAMS, ETC.). • PROVIDE SOLID VERTICAL BLOCKING AT ALL JOIST SPACES BELOW WOOD COLUMNS. PROVIDE MATCHING COLUMNS TO FOUNDATION AT LOWER LEVELS BELOW COLUMNS COMPRISED OF 3 OR MORE STUDS. • ALL BEAMS AND JOISTS NOT BEARING ON SUPPORTING MEMBERS SHALL BE FRAMED WITH PREFABRICATED JOIST HANGERS. • 1 %" NAILS SHALL NOT BE USED AT JOIST HANGERS UNLESS SPECIFIED FOR THE SPECIFIC JOIST HANGER BY THE MANUFACTURER. • 1 M." NAILS SHALL NOT BE USED FOR BEAM AND GIRDER HANGERS. • SEE HANGER MANUFACTURER CATALOG FOR REQUIRED NAILS OR SCREWS FOR 100% ALLOWABLE LOADING. • BEAMS OR HEADERS MADE OF 2X'S SHALL BE NAILED TOGETHER WITH 2 - ROWS 16D NAILS (.162" X 31/2') AT 12" O.C. ALONG EACH EDGE, TYPICAL FOR EACH LUMBER PLY. • NAIL BUILT UP POSTS MADE OF 2X STUD MATERIAL WITH 2 - ROWS 16D NAILS 12" OC EACH PLY, UP TO 3-PLIES. SCREW BUILT UP POSTS MADE OF 2X STUD MATERIAL WITH'/."X6"SDS SCREWS 8" OC STAGGERED FOR 4-PLIES. • ATTACH 2-PLY LVL BEAMS WITH 2-ROWS OF'/."X3 %" SDS SCREWS 16" OC UNLESS NOTED. • ATTACH 3-PLY LVL BEAMS WITH 2-ROWS OF 1/."X3 %" SDS SCREWS 16" OC BOTH FACES UNLESS NOTED. • ATTACH 4-PLY LVL BEAMS WITH 2-ROWS OF'/."X6" SIDS SCREWS 16" OC BOTH FACES UNLESS NOTED. • SPACING OF BRIDGING FOR JOISTS SHALL NOT EXCEED 8'-0". • DOUBLE ALL JOISTS UNDER PARALLEL PARTITIONS OR SINGLE FLOOR TRUSS. • ALL PLYWOOD AND OSB SHALL BE INSTALLED PER AMERICAN PLYWOOD ASSOCIATION STANDARDS, INCLUDING THE USE OF CONSTRUCTION ADHESIVE FOR FASTENING TO FLOOR JOISTS. • ALL FASTENERS AND HANGERS IN CONTACT WITH TREATED LUMBER SHALL BE G185 HOT DIPPED GALVANIZED OR EQUAL. • LUMBER GRADING RULES AND WOOD SPECIES SHALL CONFORM TO VOLUNTARY PRODUCT STANDARD PS 20-99 AS PUBLISHED BY THE DEPARTMENT OF COMMERCE. GRADING RULES SHALL BE BYAN AGENCY CERTIFIED BY THE BOARD OF REVIEW OF THE AMERICAN LUMBER STANDARDS COMMITTEE. • PERFORMANCE REQUIREMENTS, ADHESIVE BOND PERFORMANCE, PANEL CONSTRUCTION AND WORKMANSHIP, DIMENSIONS AND TOLERANCES, MARKING, AND MOISTURE CONTENT OF WOOD -BASED STRUCTURAL -USE PANELS SHALL CONFORM TO VOLUNTARY PRODUCT STANDARD PS 2-92, AS PUBLISHED BY THE DEPARTMENT OF COMMERCE. • PLACE SHEETROCK CONTROL JOINTS MAX 30FT APART PER THE WALL AND CEILING BUREAU TECHNICAL BULLETIN. • DO NOT DRILL OR NOTCH PLUMBING HOLES NEAR KNOTS IN ANY FRAMING. WOOD TRUSSES • RESPONSIBILITIES OF THE CONTRACTOR, BUILDING DESIGNER, TRUSS MANUFACTURER, AND TRUSS DESIGNER SHALL FOLLOW THE PUBLICATION "TPI 1-2022 NATIONAL DESIGN STANDARD FOR METAL PLATE CONNECTED WOOD TRUSS CONSTRUCTION." • TRUSS SUPPLIER SHALL NOTIFY SER OF ANY PROPOSED REVISIONS TO THE LAYOUT INDICATED ON THIS PLAN. REVISIONS THAT AFFECT THE STRUCTURAL DESIGN WILL NOT BE ALLOWED WITHOUT PRIOR WRITTEN APPROVAL BY THE SER. • VERIFY ALLOWABLE BEARING LOCATIONS FOR GIRDER TRUSSES WITH SER PRIOR TO FINAL DESIGN STAGE. PROVIDE METAL BEARING ENHANCERS AS NECESSARY TO UTILIZE STUD COLUMNS SHOWN ON PLAN. • ALL PREFABRICATED WOOD TRUSSES SHALL BE FURNISHED IN ACCORDANCE WITH DESIGNS PREPARED USING THE DESIGN LOADS AND SPAN CONDITIONS INDICATED, INCLUDING DESIGNING GABLE END TRUSS WEBS FOR PERPENDICULAR TO FACE WIND LOADS. • TRUSS MANUFACTURER SHALL PROVIDE A TRUSS LAYOUT AND TRUSS DRAWINGS PRIOR TO BEGINNING CONSTRUCTION. • TRUSSES SHALL BE DESIGNED FOR TOP AND BOTTOM CHORD SUPERIMPOSED DEAD AND LIVE LOADS AS INDICATED ABOVE. • TRUSS SUPPLIER SHALL DESIGN TRUSSES TO SUPPORT ADDITIONAL DEAD LOAD FROM, BUT NOT LIMITED TO, SPRINKLER LINES, RAIN LEADER SYSTEMS, PIPING, CABLE TRAYS, DUCTWORK, KITCHEN ISLANDS, ETC., AS PER IBC. COORDINATE WITH ARCHITECTURAL/MECHANICAUELECTRICAL AS REQUIRED. GENERAL CONTRACTOR TO VERIFY LOCATION AND MAGNITUDE OF ALL SUCH LOADS WITH TRUSS SUPPLIER AND SER PRIOR TO FABRICATION OF TRUSSES. • SEE ARCHITECTURAL PLANS FOR ATTIC DRAFT STOP LOCATIONS AND DESIGN ROOF TRUSSES ACCORDINGLY. • LIVE LOAD DEFLECTION OF ROOF TRUSSES SHALL BE LIMITED TO 1/360 OF THE SPAN. • PROVIDE L/600 DEFLECTION LIMITS FOR ALL INDIVIDUAL BOTTOM CHORD MEMBERS BETWEEN PANEL POINTS. • DESIGN TRUSSES FOR TOP CHORD BEARING OR BOTTOM CHORD BEARING AS SHOWN ON DRAWINGS. • TRUSS CONFIGURATION, PITCH, OVERHANG, ETC. SHALL BE INDICATED ON THE ARCHITECTURAL DRAWINGS. • SPACING OF ROOF TRUSSES SHALL NOT EXCEED 24" O.C. • LUMBER FOR WOOD TRUSSES SHALL BE IN ACCORDANCE WITH MANUFACTURER'S RECOMMENDATIONS. • TRUSS MANUFACTURER TO PROVIDE GIRDER TRUSSES, HIP JACKS, AND STEP-DOWN TRUSSES AS REQUIRED AND DESIGNED TO SUPPORT ALL SUPERIMPOSED LOADS. PROVIDE HIP -SETS, DORMERS, AND PIGGY -BACK TRUSSES AS REQUIRED. • TRUSS MANUFACTURER TO SPECIFY IF ROOF SHEATHING NEEDS TO BE APPLIED BEFORE PLACING "OVER -FRAMING". • PROVIDE METAL FRAMING ANCHORS AT TRUSS BEARING TO MECHANICALLY FASTEN TRUSS TO BEARING WALL OR SUPPORTING MEMBER AS SHOWN IN DETAILS. • TRUSS MANUFACTURER SHALL PROVIDE TRUSS TO TRUSS CONNECTION HANGERS. • BRIDGING, AND BRACING OF TRUSS COMPRESSION AND TENSION MEMBERS, SHALL BE INSTALLED IN ACCORDANCE WITH THE TRUSS MANUFACTURER'S DESIGN AND DIRECTIONS. • NO CUTTING, NOTCHING, OR MODIFICATIONS OF TRUSSES WILL BE ALLOWED WITHOUT THE MANUFACTURER'S WRITTEN APPROVAL. • CONTRACTOR SHALL PROVIDE PERMANENT AND TEMPORARY DIAGONAL, LATERAL, AND CROSS BRACING IN ACCORDANCE WITH THE PUBLICATION "BCSI 2025 BUILDING COMPONENT SAFETY INFORMATION, GUIDE TO GOOD PRACTICE FOR HANDLING, INSTALLING AND BRACING OF METAL PLATE CONNECTED WOOD TRUSSES" BY THE TRUSS PLATE INSTITUTE AND WOOD TRUSS COUNCIL OF AMERICA AND AS OTHERWISE NECESSARY. FOR SPANS LONGER THAN 60FT., CONTRACTOR SHALL HIRE A STRUCTURAL ENGINEER TO DESIGN THE NECESSARY BRACING. • PERMANENT BOTTOM CHORD BRACING AND WEB BRACING SHALL BE LOCATED AS SHOWN ON THE TRUSS DRAWINGS AND SHALL BE MINIMUM 2 X 4 WITH 2 -16D NAILS TO END WALLS AND TRUSSES, LAPPING TWO TRUSS SPACES AT SPLICES. WALL SHEATHING • WALL SHEATHING SHALL BE MINIMUM 15/32" THICK APA RATED PANELS, RATED FOR SPACING OF SUPPORTING MEMBERS. A MINIMUM 32/16 SPAN RATING IS RECOMMENDED. BLOCK ALL JOINTS. • PROVIDE EXTERIOR OR EXPOSURE 1 GRADE. PANELS SHALL BE CONTINUOUS OVER TWO OR MORE SPANS, AND LONG DIMENSION OF PANEL SHALL BE EITHER PERPENDICULAR OR PARALLEL TO SUPPORTS. FASTEN WALL SHEATHING WITH 8D NAILS SPACED AT 4" O.C. AT SUPPORTED EDGES AND 6" O.C. AT INTERMEDIATE SUPPORTS. LEAVE AN 1/8" GAP AT ALL END AND EDGE JOINTS TO ALLOW FOR EXPANSION. STAGGER END JOINTS OF PANELS. REFER TO PLAN AND NOTES FOR ANY SPECIAL SHEAR WALL NAILING AND BOLTING CONDITIONS. GYPSUM SHEATHING TO BE A MINIMUM OF 1/2" THICK FASTENED WITH 6D COOLER OR WALLBOARD NAILS AT 7" O.C. TO ALL FRAMING MEMBERS UNLESS NOTED OTHERWISE. • NAIL "ZIPS" PER MANUFACTURER'S INSTALLATION WITH 0.131" SHANK NAILS WITH 1 M." FRAMING PENETRATION INTO FRAMING A MAXIMUM 4" OC. ROOF SHEATHING • ROOF SHEATHING SHALL BE MINIMUM 15/32" THICK APA RATED PANELS, RATED FOR SPACING OF SUPPORTING MEMBERS. A MINIMUM OF 32/16 SPAN RATING IS RECOMMENDED. PROVIDE PANEL CLIPS, ONE BETWEEN EACH SUPPORT, FOR SUPPORTS SPACED GREATER THAN 16" O.C. • PROVIDE EXTERIOR OR EXPOSURE 1 GRADE. PANELS SHALL BE CONTINUOUS OVER TWO OR MORE SPANS, AND LONG DIMENSION OF PANEL SHALL BE PERPENDICULAR TO SUPPORTS. FASTEN ROOF SHEATHING WITH 8D NAILS SPACED AT 4" O.C. AT SUPPORTED EDGES AND 6" O.C. AT INTERMEDIATE SUPPORTS. LEAVE AN 1/8" GAP AT ALL END AND EDGE JOINTS TO ALLOW FOR EXPANSION. DESIGN OF ROOF SHEATHING ASSUMES THAT THE ROOF WILL BE PROPERLY INSULATED AND VENTILATED. REFER TO APA PUBLICATION N335N "PROPER INSTALLATION OF APA RATED SHEATHING FOR ROOF APPLICATIONS." LVL WOOD MEMBERS • LVL MEMBERS NOTED ON DRAWINGS ARE ENGINEERED LAMINATED VENEER LUMBER AS MANUFACTURED BY THE WEYERHAEUSER COMPANY. ALTERNATE AT CONTRACTOR'S OPTION OF EQUAL DESIGN PROPERTIES. • SIZES SHOWN ON PLAN ARE ACTUAL SIZE. PSL WOOD MEMBERS • PSL MEMBERS NOTED ON DRAWINGS ARE ENGINEERED PARALLEL STRAND LUMBER AS MANUFACTURED BY THE WEYERHAEUSER COMPANY. ALTERNATE AT CONTRACTOR'S OPTION OF EQUAL DESIGN PROPERTIES. • SIZES SHOWN ON PLAN ARE ACTUAL SIZE. LSL WOOD MEMBERS • LSL MEMBERS NOTED ON DRAWINGS ARE ENGINEERED LAMINATED STRAND LUMBER AS MANUFACTURED BY THE WEYERHAEUSER COMPANY. ALTERNATE AT CONTRACTOR'S OPTION OF EQUAL DESIGN PROPERTIES. • SIZES SHOWN ON PLAN ARE ACTUAL SIZE. ADHESIVE/EXPANSION ANCHORS • ADHESIVE AND EXPANSION ANCHORS SHALL BE PROVIDED AND INSTALLED IN STRICT ACCORDANCE WITH THE MANUFACTURER'S INSTRUCTIONS. ADHESIVE ANCHORING SYSTEM TO BE SIMPSON AT-G3 ADHESIVE. CONCRETE SCREWS SHALL BE SIMPSON TITEN. ALTERNATE ANCHORING SYSTEM MAY BE SUBMITTED FOR APPROVAL. "FAST SET EPDXY" IS NOT PERMITTED. REFERENCE DRAWINGS FOR ADDITIONAL INFORMATION AND REQUIREMENTS. w N NG I.L w a L0 N Q N ti Nr I.L Mw W w a w U) U o Z (n Lo F- L0 tU Z W U) U Q- Z O O in U7 Lo co � � N J Lj a (f)CN 00 O N Y � co = N LU N H V cz Lfj Y C 0 O N LLo O d l- Z PROJECT PHASE: PERMIT SET PROJECT NUMBER: 24-016 ISSUE DATE: SEPTEMBER17,2025 DRAWN BY: EB, AM Soo STRUCTURAL NOTES ti M NELSON SAUNA 755 Tonkawa Road Orono, MN 55356 GENERAL NOTE: FULL SIZE SET: 24" X 36". SCALE AS NOTED. DRAWING INDEX HALF SIZE SET: 11" X 17". SCALE IS 1/2 OF NOTED. ARCHITECTURAL SHEETS STRUCTURAL SHEETS 5 4 3 2 1 P CONTACTS • A00 COVER • S00 STRUCTURAL NOTES Owner: Architect: Builder: • S10 FOOTING & FOUNDATION DIAGRAM ---- EXIST. SURVEY • S11 ROOF FRAMING DIAGRAM Andrea Nelson Rehkamp Larson Architects Hoxie Homes & Remodeling • S50 STRUCTURAL DETAILS Inc. 364 Industrial Boulevard F A01 SITE DIAGRAM 2732 West 43rd Street Waconia, MN 55387 LL • A02 SAUNA SITE DIAGRAM Minneapolis, MN 55410 952-217-6825 V A11 SAUNA FLOOR PLAN 612.285.7275 F Contacts: • Al2 SAUNA ROOF PLAN Contacts: Contacts: Jeff Hoxie • A20 EXTERIOR ELEVATIONS Jean Rehkamp Larson, AIA jell@hoxiehomes.com LL jean@rehkamplarson.com • A21 EXTERIOR ELEVATIONS a Anders Matney, AIA if A30 BUILDING SECTION anders@rehkamplarson.com n C 7FT-FT7-.] El RCP/ELECTRICAL DIAGRAMS A 0A 77 7, ►_ 77 77 U O z _ ItT � u7 H Ln Uz W 75; H 2 cf U Q- 73 U)C/)L0 � � N J � L0 f1 N DO N O N Y = N W N H COVER DRAIN AT WALL -' 19.1 LAKE MINNETONKA NORTH ARM ORDINARY HIGH WATER LEVEL = 929.4 (NGVD29)------- ' EDGE OF WATER LOCATED JUNE 20TH, 2024 -, ELEVATION = 929.8 FEET. --------- 235% LINEAR FEET OF SHORELINE ALONG OHWL _- FEMA 100 YEAR FLOOD ELEVATION = 931.1 FEET --'-'-- L 1, 30013 \ c DESCRIPTION OF PROPERTY SURVEYED Parcel 1: All that part of Lot 1, Auditors Subdivision Number 217, Hennepin County, Minnesota lying Northwesterly of a line drawn parallel with and 150 felt Southeasterly, measured at right angles from the Northwesterly line of said Lot 1; Parcel 2: All that part of Lot 1, Auditor's Subdivision Number 217, Hennepin County, Minnesota lying Northwesterly of a line parallel with and 200 feet Southeasterly eared at right angles be. the Northwesterly line of said Lot 1 and lying Southeasterly of, line drawn parallel with and 150 feet Southeasterly measured at right angles from the northwesterly line '£said Lot 1; Parcel 3: The Southeasterly 20 feet of Lot 11, Audime, Subdivision Number 207, Hennepin County, Minn, STANDARD NOTES a�'f�N "' 1) Site Address 755 Took —Road, Oromt Orono, Midems 55356 04vJS rl! y .2h 1,.a �rt \+p 7 2) A title opmton was not fiuntshed ro the surveyor as part '£[tits strrvey Only easements per the recorded plat are showy unless otherwise drnoted hereon. goy s'ae, `4 \ i P' O i IS e 5 <r ✓ p g6 a 1613 3) Flood Zone Information X (area determined to be outside ofthe 0 2 % annual chance Roodplain) per Flood Insurance Rate Map, Community Panel No. 27053C0303F, effective date of November 4th 2016 a,.. 1 960 9 \ S' 4) Parcel Area Information. Gross Area. 101,429,1- 0.328 acres, quavtityofacreagewIumh"n Nedesenpaov / @ ®�\ �'"9` �•%f0h ajs WALL en 5) Bchmark Elevations are based on the Lake Mi... Wvka Benchmark, Brass disk a,dmddc curb at the ,it fGrays bay Data area Benchmark elevation Z`- /~ "' \� )�,��1) 2� / 9327 fee,(NGVD 29) �sA h"�` \ yNOLPL G 6) Zoning information The current Zoning for the subject property is LR-IB(One Family Lakeshore Residential) per the City ofOomms m mg map dated 9600 O jFL \ `, 0 / December 2021. The setback, height, and III... area restnchons for sod mmng designation am as follows: ,, the ,)s-eha -ti ,2 see90 principal Sumane Setbaefa- StteM: 35 feet(Tonkawa Road) We: 10 feet T�a9a / `Oh \$ Li 355 Rear 30 feet /Lt 42 Lake' 75 feet (From Ordmary High Water Line) 959.3 isCilz' \ Height: 30 feet Hmdcover. 25 pereent'flat area(Tmr 1) 2 D, nfom m 1 win M0 �� \ ePlease foie that the zoti ng tmaton shown hereo, may have been amended through a city process We recommend that a zoning letter be obtained trom Ise-sah g.t,y, use 959 005 5B_Zf 8 the Zoning Administrator for the carter restrictions for this site. All setback mildro tmn and hardcover data fin M to and design must venfted by all vo \9!� pMi,, inlved in the design and planning proecss poor m any planning ar.... masuam \ 46 9545 BRjc s. i 20 10 0 10 20 40 wAihw, SCALE IN FEET L4n 9` DETAIL ata I e NV a 968.3 bscraA 1 \ 04 �a 1i�5spr„o. i 9fi].6 LANDSCAPING 6\ \ o # 968.8 STEEL STAINING WALL 968.6 \ 1r �y 'i- 961.0 \ L 963.5 \�yLL RICK E .WING T 1 We have nm rcccivcd,hc current zoning clessifcatinn end building scthack requircmcnI, from the insurer. 7) UtiIIHn: We have shown the lae[ion ofufilities on the surveyed property by observed evideitce only. There may be underground militics encumbering the subject property we are unaware. Please note that we have not placed a Gopher State One Call for this survey. There may ao may not be underground utilities in the mapped area, therefore extreme caution must be exercise before any excavation takes place em or near this site. Also, please note that scas'ml c'ndilwas may inhibit our ability to visibly observe lithe utilities located an the subject property. Before digging, you are required by law m notify Gopher Sme One Cell m lees, 48 hours in advance at 651/4540002. al ° amp' € v 1 C N T O �� A A f %Vs P SURVEYI NpRT� Beatings are based em the Hennepin County Cowdnate System (NAD 83 - 1986 a4) 30 15 0 15 30 00 SCALE IN FEET _EGEND I CAST IRON MONUMENT 0 PIEZOMETER WOE WALKOUT ELEVATION IRON PIPE MONUMENT SET c.0 POWER POLE FFE FIRST FLOOR ELEVATION IRON PIPE MONUMENT FOUND C GUY WIRE GFE GARAGE FLOOR ELEVATION DRILL HOLE FOUND ® ROOF DRAIN TOF TOP OF FOUNDATION ELEV. CHISELED "X" MONUMENT SET I] LIFT STATION LOE LOWEST OPENING ELEV. CHISELED "X" MONUMENT FOUND Q SANITARY MANHOLE 0 CONCRETE REBAR MONUMENT FOUND Q SANITARY CLEANOUT 0 BITUMINOUS PK NAIL MONUMENT SET ® STORM MANHOLE -----�— BUILDING SETBACK LINE PK NAIL MONUMENT FOUND ® STORM DRAIN cTv CABLE TV PK NAIL W/ ALUMINUM DISC ® CATCH BASIN CONCRETE CURB SURVEY CONTROL POINT 4 FLARED END SECTION seo_ CONTOUR EXISTING A/C UNIT TREE CONIFEROUS '— -� CONTOUR PROPOSED CABLE TV PEDESTAL TREE DECIDUOUS GUARD RAIL ELECTRIC TRANSFORMER TREE CONIFEROUS REMOVED — oT — DRAIN TILE ELECTRIC MANHOLE TREE DECIDUOUS REMOVED —Lie— ELECTRIC UNDERGROUND ELECTRIC METER O TELEPHONE MANHOLE — — FENCE ELECTRIC OUTLET M TELEPHONE PEDESTAL Fo FIBER OPTIC UNDERGROUND YARD LIGHT ® UTILITY MANHOLE --AS GAS UNDERGROUND LIGHT POLE m UTILITY PEDESTAL aiu OVERHEAD UTILITY 1 FIBER OPTIC MANHOLE to UTILITY VAULT /YYVYY\ TREE LINE I FIRE DEPT. HOOK UP (9 WATERMAIN MANHOLE SANITARY SEWER FLAG POLE ® WATER METER > STORM SEWER ] FUEL PUMP '4+ WATER SPIGOT —Is— TELEPHONE UNDERGROUND ] FUEL TANK ® WELL N00000 RETAINING WALL ] PROPANE TANK a❑w MONITORING WELL im UTILITY UNDERGROUND GAS METER C) CURB STOP I WATERMAIN ] GAS VALVE ba GATE VALVE TRAFFIC SIGNAL GAS MANHOLE V HYDRANT RAILROAD TRACKS ] GENERATOR ® IRRIGATION VALVE $ RAILROAD SIGNAL I GUARD POST ® POST INDICATOR VALVE 0— RAILROAD SWITCH HAND HOLE v SIG S SATELLITE DISH MAIL BOX ® SOIL BORING WETLAND BUFFER SIGN FIELD CREW NO. BY DATE REVISION USE YANG OFINFING PVING,ON)O 1HISP ODUCTANDADR CONVEYANCE OF INFORMATION) OF THIS PRODUC7IS STRICTLY PROHIBITED WITHOUT SATHREBERGOUST,INf:'s EXPRESS WRITTEN AUTHORIZATION. USE WITHOUT SAID AUTHORIZATION CONSTITUTES AN ILLEGITIMATE USE AND SHALL THEREBY INDEMNIFY SATHRE-BERG -BE T, INC. RESE VE ALL RESPONSIBILITY. ANYILL-GITIMAEU ER RESERVES THE RIGHT TO HOLDANVILLEGfDMATEUSERORPARTY LEGALLV RESPONSIBLE FOR DAMAGES OR LOSSES RESULTING FROM ILLEGITIMATE USE I hereby certify that this survey, plan or report was prepared by me or under my direct supervision and that I am a duly Licensed Land Surveyor under the laws of the State of Mimoscta. Dated this Zed day ofJuly, 2024. -=v/��/� � iOG'J/�'f/t/` DanielLScluni PLS Minnesota License No. 26147 .h-dt®sathm— E{LS ¢ 2O m SO R� `cj. SAT H R E- B E R G Q U I S T INC. m 1 14000 25TH AVENUE NORTH. SUITE 120 eat 4 0025TH VE UEN (TH)476.8000 I,xsr WWW.SATHRE.COM P V TWFL117-RGE.23-SEC.05 CERTIFICATE OF SURVEY PREPARED FOR: TRAVIS VAN LIERE STUDIO FILE NO. 90950.005 XXX i DLS .0729=4 ADDED WETLAND Henna In p County DRAWN O RO N O, MINNESOTA JR/EMW 438 CHECKED Q4'F RS DLS DATE 6/iB24 SITE DIAGRAM - SAUNA 1118" = 1'-0" 24x30 1132" ON 11x17 =1'-0" rn M U o z (1) Lo H L0 Uz W H 2 � U Q- U) co� � � N J L j a U)00 O N Ycc = N N H d V O Lo Lo n3 � c O 0 O N � O ��O z PROJECT PHASE: PERMIT SET PROJECT NUMBER: 24-016 ISSUE DATE: SEPTEMBER17,2025 J.I C� G J.I i n y DRAWN BY: r Y JJ n W m W N JRL, CP, AM A01 SAUNA SITE DIAGRAM e!l ELECT. ON -DEMAND WATER HEATER FOR SINK & SHOWER BELOW SAUNA BENCH, PROVIDE ACCESS PANEL, VFY UNIT SIZE CEDAR (WHITE?) SLAT BENCHES W/ LED STRIP LIGHTS UNDER NOSE_ CEDAR (WHITE?) SHIPLAP PANELING THROUGHOUT WALLS & CEILING ELECT. SAUNA HEATER, VFY UNIT SIZE & REQUIREMENTS n 2'-7" IY \ 5'-1" SAUNA FLOOR PLAN 1/2" = V-0" on 24x36 1/4" = V-0" on 11x17 F8 -0 5 3'-7" /_'i'-1" 1'-1" 1'-2" LJ x / m / z io O 24 24 — c4i/ c� W CEDAR SLAT FLOOR OVER PT SLEEPERS \ / STONEBENCH WALL TILE, TBD 1-1/2" CEDAR (WHITE?) 30 '� PARTITIONS / 3'-0" ELECT. TOE -KICK HEATER UNDER BENCH, 10" x 20-1/2" x 3-1/2" INTEGRAL'RED' CONCRETE SLAB W/ TRIANGULAR CONTROL JOINTS, SEE S10 -V FINISHED SOFT = 148 U o Z (1) LO H LO Uz W H 2 � U Q- z O cf) cf)Lp � � N J Lj a U)00 O N Yco = N Lu m (N H a) V O LO co Lo •� Z C o o N Lr L) O d 1, Z PROJECT PHASE: PERMIT SET PROJECT NUMBER: 24-016 ISSUE DATE: SEPTEMBER17,2025 W CH NG I.L W m N O N P DRAWN BY: JRL, CP, AM r � W m W All a Lu SAUNA V A CI rinD DI AAI r 2 A30 LL SAUNA ROOF PLAN 1/2" = V0" on 24x36 1/4" = V-6" on llxl7 C C LL a Lf cs c cs w LLJ m W a w cn V o � Z N LO H LO W z H � 2 � U Q- Z O c')U� - N JLO d 00 v N 4) N Y � m 2 N N H U O LO $ � cv cn .� Z c o � o rn LO o �LOO Z PROJECT PHASE: PERMIT SET PROJECT NUMBER: 24-016 ISSUE DATE: SEPTEMBER17,2025 DRAWN BY: JRL, CP, AM Al2 SAUNA ROOF PLAN T.O. MAIN PL. TYPICAL EL. 108'-1 1/8" T.O. SAUNA FLOOR EL. 100'-0" T.O. MAIN PL. TYPICAL EL. 108'-1 1 /8" T.O. SAUNA FLOOR EL. 100'-0" IICVCII KinTCC ROOF: ■ WOOD SHAKES WALLS: ■ T&G SIDING FOR PAINT, MITER CORNERS, CUSTOM MILL TO TIME OUT WINDOWS & DOOR: SITE BUILT w/ INSULATED GLASS, MATCH EXIST. MARVIN ULTIMATE CASEMENT, CUSTOM SIZE TO TIMEOUT MARVIN WOOD ULTIMATE FRENCH DOOR EXTERIOR MILLWORK: BUILT-UP WOOD FASCIA, MATCH EXIST. T&G SOFFIT, MATCH EXIST. PROFILED WATERTABLE BOARD CASING, MATCH EXIST. SURFACES: INTEGRAL RED CONCRETE, MATCH EXIST. SOUTHEAST ELEVATION 1/2" = V-0" on 24x36 1/4" = V-0" on 11x17 NORTHEAST ELEVATION Wm 2 1/2" = 1'-0" on 24x36 1/4" = 1'-0" on 11x17 C C W a w cn U o Z F— L0 tU Z W F— U Q- Z O O U Lo � � N J�L0 a 00 O N Y � � = N w N H SAUNA EXTERIOR ELEVATIONS M It Nt q* OIL T.O. MAIN PL. TYPICAL EL. 108'-1 1 /8" T.O. SAUNA FLOOR EL. 100'-0" NORTHWEST ELEVATION 1 1/2" = 1'-0" on 24x36 1/4" = 1'-0" on 11x17 SOUTHWEST ELEVATION 2 1/2" = 1'-0" on 24x36 1/4" = 1'-0" on 11x17 w co G w a LO N O cm ti Ir- m W a w co U o z (1) LO H LO Uz W H 2 � U Q- U)coL0 � � N J � Lrj a 00 O N Y � = N Lu N H d V O LO n3 � czc Y G C O0 O N L d l- z PROJECT PHASE: PERMIT SET PROJECT NUMBER: 24-016 ISSUE DATE: SEPTEMBER17,2025 DRAWN BY: � P A21 SAUNA EXTERIOR ELEVATIONS Ak T.O. MAIN PL. TYPICAL EL. 108'-1 1/8" Ak T.O. SAUNA FLOOR EL. 100'-0" 12 SECTION DIAGRAM 1/2" = 1'-0" on 24x36 1/4" = 1'-0" on 11 x17 2 SECTION DIAGRAM 1/2" = T-0" on 24x36 1/4" = 1'-0" on 11 x17 L — J Nr Mw W w a w U) U o z (1) LO H LO Uz W H 2 � U Q- z O O U Lo � � N J L j a U)00 O N Ycc = N N H d V oLO Y C O0 O N � o ��O Z PROJECT PHASE: PERMIT SET PROJECT NUMBER: A30 SAUNA SECTION DIAGRAMS SAUNA REFLECTED CEILING PLAN & ELECTRICAL DIAGRAM 1 1l2" = 1'-0" on 24x36 1/4" = 1'-0" on 11x17 ELEC PLAN SYMBOLS WALL MOUNTED LIGHT m FLOOR LIGHT SWITCHED OUTLET SMOKE DETECTOR O RECESSED CAN LIGHT o CLOSET LIGHT FIXTURE ® FLOOR DUPLEX OUTLET $ SWITCH ®-- RECESSED, DIRECTIONAL CAN LIGHT x CEILING FAN OS FLOOR DUPLEX OUTLET $M SWITCH + MOTION SENSOR UNDER CABINET LED STRIP LIGHT E C�p CABLE/ DATA EXISTING SWITCH OPENDANT LIGHT SECURITY LIGHT FTI THERMOSTAT CEILING MOUNTED LIGH10 — DUPLEX OUTLET O FAN KP KEYPAD SWITCH :H HOUSE NOSING ELEC PLAN GEN. NOTES 1. ASSUME BASIC SWITCHING 2. VERIFY LOCATION OF SWITCHES AND LIGHTS WITH OWNER & ARCHITECT AT WALK-THRU 3. ASSUME ALL SWITCHES TO HAVE DIMMERS - VFY AT WALK-THRU 4. VERIFY FINISH OF SWITCHES, PLATES, & RECESSED LIGHTS WITH OWNER & ARCHITECT 5. ALL VISIBLE AV, MECHANICAL & ELECTRICAL EQUIPMENT TO BE COORDINATED WITH OWNER ON SITE 6. OUTLETS ARE SHOWN FOR SPECIFIC FUNCTIONS AND ARE IN ADDITION TO THOSE REQUIRED BY CODE - COORDINATE FINAL LOCATIONS OF ALL OUTLETS, SWITCHES AND FIXTURES ON SITE W/ OWNER & ARCHITECT 6. PROVIDE CODE REQUIRED POWER RECEPTACLES AND DETECTORS IN ADDITION TO THOSE SHOWN ON PLANS 7. ALL CEILINGS TO BE CEDAR T&G 8. LEAVE TAILS AT ALL SCONCES 9. PROVIDE BLOCKING FOR ALL FIXTURES AS NECESSARY 10. VERIFY LOCATION OF ANY/ALL EXTERIOR OUTLETS U o Z (1) Lo H LO Uz W H 2 � U Q- 75 z Cu O Cu w co� -0 N Jco Lo a U)00 O N Y co = CV w CV H (D It Nt PROJECT PHASE: PERMIT SET PROJECT NUMBER: 24-016 ISSUE DATE: SEPTEMBER17,2025 W G W a N O N DRAWN BY: I` JRL, AM W m W Ell a W N RCP & ELECT. DIAGRAM STRUCTURAL NOTES UNLESS NOTED OTHERWISE ON THE PLANS AND/OR IN THE DETAILS, THESE NOTES SHALL APPLY. IF THERE ARE DISCREPANCIES BETWEEN THE PLANS, DETAILS, SPECIFICATIONS, AND THESE NOTES, THE CONTRACTOR SHALL CONFORM TO THE MORE STRINGENT REQUIREMENTS, UNLESS CLARIFIED WITH THE STRUCTURAL ENGINEER OF RECORD (SER) PRIOR TO WORK. MATERIAL STRENGTHS • STRUCTURAL STEEL FASTENERS ANCHOR RODS - ASTM F1554, GR. 36, FY = 36 KSI THREADED RODS - ASTM A36, FY = 36 KSI • REINFORCING STEEL DEFORMED BARS - ASTM A615, GR. 60, FY = 60 KSI • CONCRETE F'C = COMPRESSIVE STRENGTH IN 28 DAYS 4,000 PSI UNLESS NOTED OTHERWISE 5,000 PSI FOR FOOTINGS • STRUCTURALLUMBER ALL DIMENSIONAL LUMBER-#2 SPRUCE PINE FIR (SPF) OR EQUAL LAMINATED VENEER LUMBER (LVL) E = 2,000,000 PSI FB = 2600 PSI LAMINATED STRAND LUMBER (LSL) E = 1,300,000 PSI FB = 1,700 PSI PARALLEL STRAND LUMBER (PSL) E = 2,000,000 PSI FB = 2900 PSI TREATED LUMBER-#2 SOUTHERN PINE OR EQUAL DESIGN LOADS • ROOF DEADLOAD 17 PSF (7 PSF TOP CHORD + 10 PSF BOTTOM CHORD) SNOW LOAD ROOF SNOW LOAD = 35 PSF • WIND ULTIMATE DESIGN WIND SPEED 115 MPH 3 SECOND GUST. EXPOSURE C, I = 1.0 RISK CATEGORY II WIND SHEAR WALLS HAVE BEEN DESIGNED USING IRC R301.1.3. EXISTING CONDITIONS • CONTRACTOR SHALL VERIFY ALL DIMENSIONS, ELEVATIONS, AND DETAILS OF EXISTING STRUCTURE WHERE THEY AFFECT THIS CONSTRUCTION PRIOR TO FABRICATION. • CONTRACTOR SHALL TAKE PRECAUTIONS TO AVOID ADDING LOAD OR STRESS TO ANY ADJACENT STRUCTURES DURING CONSTRUCTION. TEMPORARY BRACING • ALL STRUCTURAL MEMBERS ARE DESIGNED FOR IN -PLACE LOADS AND FULLY CURED MATERIALS. CONTRACTOR IS RESPONSIBLE FOR BRACING, WITHOUT OVERSTRESSING, ALL STRUCTURAL ELEMENTS AS REQUIRED AT ALL STAGES OF CONSTRUCTION UNTIL COMPLETION OF THIS PROJECT. • PROVIDE TEMPORARY LATERAL SUPPORT FOR ALL WALLS UNTIL WALLS ARE ADEQUATELY BRACED BY PERMANENT STRUCTURE. • PROVIDE REQUIRED TEMPORARY BRACING FOR ALL FRAMING UNTIL PERMANENT BRACING, FLOOR AND WALLS ARE IN PLACE. • SHORE FOUNDATION WALLS RETAINING EARTH UNTIL FLOOR FRAMING AND BASEMENT SLAB ARE IN PLACE. USE CAUTION WHEN OPERATING EQUIPMENT ADJACENT TO FOUNDATION WALLS. GENERAL SOIL NOTES • THE STRUCTURE HAS BEEN DESIGNED USING A PRESUMPTIVE LOAD -BEARING VALUE OF 2000 PSF IN ACCORDANCE WITH TABLE R401.4.1 OF THE 2018 IRC ON VIRGIN SOIL OR COMPACTED GRANULAR FILL FOR FOOTINGS. • PRESUMPTIVE SOIL BEARING VALUE TO BE VERIFIED BY A GEOTECHNICAL ENGINEER WHERE REQUIRED BY THE BUILDING OFFICIAL PER R401.4. WE RECOMMEND THE OWNER ENGAGES A GEOTECHNICAL ENGINEER TO VERIFY SOIL BEARING VALUES. • ANY DISCREPANCIES IN THE ASSUMED ALLOWABLE SOIL BEARING PRESSURE SHALL BE REPORTED IMMEDIATELY. • THE EXISTING FOOTINGS HAVE BEEN ASSUMED TO BE TYPICAL SPREAD FOOTINGS ON GOOD SOILS THAT ARE ASSUMED TO BE PERFORMING ADEQUATELY. • REMOVE ALL TOP SOIL, UNCOMPACTED FILL, OR OTHER POOR SOIL FROM THE CONSTRUCTION AREA. • SLOPE THE SITE TO DRAIN AWAY FROM THE BUILDING. • INSTALL GUTTERS AND DOWNSPOUTS WITH LONG EXTENSIONS RECOMMENDED. • INSTALL DRAIN TILE RECOMMENDED. • BACKFILL WITH GRANULAR SOILS RECOMMENDED. FOOTINGS/FOUNDATIONS • ALL FOOTINGS ARE TO BE FORMED. ALL STUMPS, ROOTS AND DEBRIS MUST BE REMOVED FROM THE SOIL TO A DEPTH OF AT LEAST 12" BELOW THE SURFACE OF THE GROUND IN THE AREA OCCUPIED BY THE BUILDING. FOOTINGS SHALL BE PLACED ON VIRGIN SOIL OR COMPACTED GRANULAR FILL. • WALL FOOTINGS ARE CAST -IN -PLACE CONCRETE WITH CONTINUOUS REINFORCING PLACED 3" CLEAR OF BOTTOM AND 2" CLEAR AT TOP AND SIDES. • WALL FOOTINGS ARE CENTERED UNDER WALLS AND COLUMN FOOTINGS UNDER COLUMNS. • WALL FOOTINGS SHALL BE A MINIMUM OF 8" THICK WITH A 4" PROJECTION EACH SIDE OF WALL. REINFORCE WITH 2 - #4 CONTINUOUS BOTTOM BARS. • PROVIDE 30 BAR DIAMETER LAP AT SPLICES AND FULL CROSSING LAP AT CORNERS AND INTERSECTIONS. TIE ALL REINFORCING IN PLACE. SET FOOTING REINFORCING ON CHAIRS OR MASONRY BRICK TO OBTAIN 3" CLEARANCE FROM BOTTOM OF FOOTING. • MAINTAIN MINIMUM FROST DEPTH OF 48" FOR ALL EXTERIOR FOOTINGS. • FOOTING ELEVATIONS, IF SHOWN ON THE PLAN, INDICATE TOP OF FOOTING. • TOP OF FOOTING SHALL BE PLACED 8" BELOW THE TOP OF SLABS ON GRADE, OR PLACED TO MAINTAIN FROST DEPTH, WHICHEVER IS DEEPER. • STEP FOOTINGS IN A UNIFORM MANNER USING A 2:1 HORIZONTAL TO VERTICAL SLOPE. • CAST DOWELS IN FOOTING FOR FOUNDATION WALLS ABOVE. DOWELS SHALL BE THE SAME QUANTITY, SIZE, AND SPACING AS THE VERTICAL WALL REINFORCING. DOWELS SHALL BE 30" LONG AND EXTEND TO 3" CLEAR OF BOTTOM OF FOOTING. • CONTRACTOR SHALL BE RESPONSIBLE FOR IMPLEMENTING HOT WEATHER CONCRETE REQUIREMENTS PER ACI 305 AND COLD WEATHER CONCRETE REQUIREMENTS PER ACI 306. • SHORE ALL FOUNDATION WALLS APPROPRIATELY BEFORE BACKFILLING AND COMPACTING. • FOUNDATIONS SUPPORTING WOOD SHALL EXTEND AT LEAST 6" ABOVE THE ADJACENT FINISHED GRADE. • THE CONTRACTOR SHALL VERIFY THE LOCATION OF ALL EXISTING UNDERGROUND UTILITIES AND TANKS PRIOR TO BEGINNING EXCAVATION. • THE CONTRACTOR SHALL FOLLOW IRC FIGURE R403.1.7.1 FOR FOUNDATION CLEARANCES TO SLOPES UNLESS INDICATED OTHERWISE BY THE SOILS ENGINEER. CONCRETE • PROVIDE READY -MIXED CONCRETE PER ASTM C94. PORTLAND CEMENT SHALL BE ASTM C150, TYPE I. USE ONLY ONE BRAND OF CEMENT THROUGHOUT THE WORK. PROVIDE CONCRETE AGGREGATES MEETING THE REQUIREMENTS OF ASTM C33. • MAXIMUM AGGREGATE SIZE SHALL BE 3/4" FOR GRADE BEAMS AND SLABS. WATER SHALL BE CLEAN, FREE OF DELETERIOUS AMOUNTS OF ACIDS, ALKALIS, OR ORGANIC MATERIALS, AND SHALL BE CONSIDERED POTABLE. PROVIDE ADMIXTURES TO REDUCE WATER CONTENT, PROVIDE AIR -ENTRAINMENT, OR ALTER THE QUALITY OF THE CONCRETE TO MEET THE JOB CONDITIONS. • PLACE REINFORCING 2" CLEAR TO OUTSIDE FACE AND 1 1/2" CLEAR TO INSIDE FACE OF CONCRETE WALL. • PROVIDE #4 X 4'-0" LONG (EQUAL LEGS) HORIZONTAL REINFORCING CORNER BARS AT 18" O.C. AT OUTSIDE CORNER OF WALL AND 2 - #4 VERTICAL SUPPORT BARS. • ALL WALL OPENINGS LARGER THAN 12" SHALL HAVE 2 - #5 AT ALL SIDES EXTENDING 2'-0" BEYOND EACH EDGE OF OPENING WITH 2 - #5 X 4'-0" DIAGONAL BARS AT EACH CORNER OF OPENING. • WALL REINFORCING SHALL BE CONTINUOUS THROUGH COLUMNS AND PILASTERS. • PROVIDE FULL DEVELOPMENT AND SPLICE LENGTHS PER CONCRETE REINFORCING STEEL INSTITUTE (CRSI) OR ACI 318 REQUIREMENTS. • ALL CONCRETE EXPOSED TO WEATHER, FREEZE -THAW CONDITIONS OR DE-ICING CHEMICALS SHALL CONTAIN 5% - 7% ENTRAINED AIR. • DESIGN INTENT IS FOR ALL CONCRETE TO BE FULLY CURED PRIOR TO BACKFILLING AND INSTALLING STRUCTURE. • SLUMP SHALL BE DETERMINED BY ASTM C143 AS FOLLOWS: FOOTINGS W - 4" WALLS, COLUMNS 3" - 5" SLABS ON GRADE 3" - 4" STRUCTURAL SLABS, BEAMS W - 4" • CONCRETE SHALL NOT BE LAID WHEN THE TEMPERATURE OF THE OUTSIDE AIR IS BELOW 40 DEGREES FAHRENHEIT, UNLESS APPROVED METHODS ARE USED DURING CONSTRUCTION TO PREVENT DAMAGE TO THE CONCRETE. ALL MATERIALS USED AND SURFACES BUILT UPON SHALL BE FREE OF SNOW AND ICE. • WOOD BEAMS POCKETED INTO CONCRETE SHALL BE PROVIDED WITH A 1/2" AIR SPACE ON TOP, END, AND SIDES UNLESS TREATED WOOD OR STEEL PLATES ARE USED. • CONCRETE SHALL NOT BEAR PERMANENTLY ON WOOD MEMBERS. SLABS ON GRADE • ALL SLABS ON GRADE SHALL BE REINFORCED PER PLAN NOTES. • SLABS ON GRADE ADJACENT TO FOUNDATION WALLS RETAINING EARTH SHALL BE A MINIMUM OF 3 1/2" THICK. • CONSTRUCTION AND/OR CONTROL JOINTS SHALL OCCUR AT A MAXIMUM OF V-0" O.C. AT EXTERIOR SLABS ON GRADE, AND AT A MAXIMUM OF 10'-0" O.C. AT INTERIOR SLABS ON GRADE. • CONSTRUCTION AND/OR CONTROL JOINTS SHALL BE LAID OUT IN A RECTANGULAR PATTERN WITH LONG TO SHORT SIDE RATIO LESS THAN OR EQUAL TO 1.5 AND WITH NO RE-ENTRANT CORNERS. • CONTROL JOINTS FOR SLABS ON GRADE SHALL BE SAW CUT AS SOON AS CONCRETE CAN ACCEPT IT WITHOUT RAVELING • DO NOT CUT STRUCTURAL SLABS OR TOPPING SLABS UNLESS AUTHORIZED BY THE STRUCTURAL ENGINEER. • ALL CONTROL/CONSTRUCTION JOINTS SHALL BE CONTINUOUS AND NOT STAGGERED OR OFFSET. • CONTROL JOINTS SHALL BE CLEANED AND SEALED FOR CURING PURPOSES AS SOON AS POSSIBLE. • VERIFY FLOOR FINISHES AND CONTROL/CONSTRUCTION JOINT LOCATIONS WITH OWNER AND ARCHITECT. DIMENSION LUMBER • DESIGN ASSUMES LUMBER IS FREE OF SIGNIFICANT SPLITS AND CHECKS, AND CONTRACTOR WILL VISUALLY INSPECT DURING INSTALLATION. • SILLS AND ALL OTHER LUMBER IN CONTACT WITH CONCRETE OR MASONRY AND WITHIN 8" OF FINISHED GRADE SHALL BE PRESERVATIVE TREATED WOOD. IN CRAWLSPACES OR UNEXCAVATED AREAS WITHIN THE BUILDING FOUNDATION WOOD SHALL BE PRESERVATIVE TREATED FOR JOISTS WITHIN 18" OF EXPOSED GROUND AND/OR GIRDERS WITHIN 12" OF EXPOSED GROUND. • PRESERVATIVE TREATED WOOD SHALL BE IN ACCORDANCE WITH THE AMERICAN WOOD PROTECTION ASSOCIATION, STANDARD U1. • TREAT ALL CUT ENDS OF TREATED MATERIAL. • ALL LUMBER IS TO BE GRADE STAMPED, WHICH IS TO CONTAIN GRADING AGENCY, MILL NUMBER OR NAME, GRADE OF LUMBER, SPECIES OR SPECIES GROUPING OR COMBINATION DESIGNATION, RULES UNDER WHICH GRADED, WHERE APPLICABLE, AND CONDITION OF SEASONING AT TIME OF MANUFACTURE. • ALL LUMBER SHALL BE SEASONED TO A MOISTURE CONTENT OF 19% OR LESS, WITH THE INDICATION OF "S-DRY" ON THE GRADE STAMP. • ALL LUMBER SHALL BE PROTECTED FROM THE ELEMENTS. • SILL PLATES TO BE BOLTED TO FOUNDATION WALL WITH 1/2" DIAMETER GALV ANCHOR BOLTS AT 4'-0" O.C. MAXIMUM. BOLTS TO EXTEND 9" MINIMUM INTO SOLIDLY GROUTED FOUNDATION WALL. EACH SILL PLATE TO HAVE A MINIMUM OF 2 BOLTS WITH ONE BOLT LOCATED NOT MORE THAN 12 INCHES OR LESS THAN 4 112 INCHES FROM EACH END OF THE PLATE SECTION. USE 1/8"X2"X2" GALV WASHERS, SLIGHTLY CRUSHING PLATE. • MINIMUM NAILING SHALL BE IN ACCORDANCE WITH TABLE R602.3(1) OF THE 20181RC UNLESS NOTED OTHERWISE. • ALL WALLS SHALL HAVE A SINGLE BOTTOM PLATE AND DOUBLE TOP PLATE. • EXTERIOR WALLS SHALL BE 2 X 6 STUDS @ 16" O.C. UNLESS NOTED OTHERWISE. • INTERIOR NON -LOAD -BEARING WALLS SHALL BE 2 X 4 STUDS @ 16" O.C. UNLESS NOTED. • TYPICAL OPENINGS TO HAVE A MINIMUM OF 2 BEARING (TRIMMER OR JACK) STUDS AND 1 FULL -HEIGHT KING STUD. • HEADERS NOT NOTED TO BE 2 - 2 X 6 UP TO 4'-0" SPAN AND 2 - 2 X 8 FROM 4'-0" TO 6'-0" SPAN. • WOOD HEADERS SHALL HAVE A MINIMUM 3" LENGTH OF BEARING AT EACH END OR BEAR THE ENTIRE LENGTH OF THE BEARING STUDS. • BEAMS SHALL BEAR ON A MINIMUM OF 3" ALONG THEIR LENGTH AND FULLY ALONG THEIR WIDTH AND HAVE A MINIMUM OF 2 TYPICAL WALL STUDS SUPPORTING THEM. • JOISTS SHALL BEAR THE FULL WIDTH OF SUPPORTING MEMBERS (STUD WALL, BEAMS, ETC.). • PROVIDE SOLID VERTICAL BLOCKING AT ALL JOIST SPACES BELOW WOOD COLUMNS. PROVIDE MATCHING COLUMNS TO FOUNDATION AT LOWER LEVELS BELOW COLUMNS COMPRISED OF 3 OR MORE STUDS. • ALL BEAMS AND JOISTS NOT BEARING ON SUPPORTING MEMBERS SHALL BE FRAMED WITH PREFABRICATED JOIST HANGERS. • 1 %" NAILS SHALL NOT BE USED AT JOIST HANGERS UNLESS SPECIFIED FOR THE SPECIFIC JOIST HANGER BY THE MANUFACTURER. • 1 M." NAILS SHALL NOT BE USED FOR BEAM AND GIRDER HANGERS. • SEE HANGER MANUFACTURER CATALOG FOR REQUIRED NAILS OR SCREWS FOR 100% ALLOWABLE LOADING. • BEAMS OR HEADERS MADE OF 2X'S SHALL BE NAILED TOGETHER WITH 2 - ROWS 16D NAILS (.162" X 31/2') AT 12" O.C. ALONG EACH EDGE, TYPICAL FOR EACH LUMBER PLY. • NAIL BUILT UP POSTS MADE OF 2X STUD MATERIAL WITH 2 - ROWS 16D NAILS 12" OC EACH PLY, UP TO 3-PLIES. SCREW BUILT UP POSTS MADE OF 2X STUD MATERIAL WITH'/."X6"SDS SCREWS 8" OC STAGGERED FOR 4-PLIES. • ATTACH 2-PLY LVL BEAMS WITH 2-ROWS OF'/."X3 %" SDS SCREWS 16" OC UNLESS NOTED. • ATTACH 3-PLY LVL BEAMS WITH 2-ROWS OF 1/."X3 %" SDS SCREWS 16" OC BOTH FACES UNLESS NOTED. • ATTACH 4-PLY LVL BEAMS WITH 2-ROWS OF'/."X6" SIDS SCREWS 16" OC BOTH FACES UNLESS NOTED. • SPACING OF BRIDGING FOR JOISTS SHALL NOT EXCEED 8'-0". • DOUBLE ALL JOISTS UNDER PARALLEL PARTITIONS OR SINGLE FLOOR TRUSS. • ALL PLYWOOD AND OSB SHALL BE INSTALLED PER AMERICAN PLYWOOD ASSOCIATION STANDARDS, INCLUDING THE USE OF CONSTRUCTION ADHESIVE FOR FASTENING TO FLOOR JOISTS. • ALL FASTENERS AND HANGERS IN CONTACT WITH TREATED LUMBER SHALL BE G185 HOT DIPPED GALVANIZED OR EQUAL. • LUMBER GRADING RULES AND WOOD SPECIES SHALL CONFORM TO VOLUNTARY PRODUCT STANDARD PS 20-99 AS PUBLISHED BY THE DEPARTMENT OF COMMERCE. GRADING RULES SHALL BE BYAN AGENCY CERTIFIED BY THE BOARD OF REVIEW OF THE AMERICAN LUMBER STANDARDS COMMITTEE. • PERFORMANCE REQUIREMENTS, ADHESIVE BOND PERFORMANCE, PANEL CONSTRUCTION AND WORKMANSHIP, DIMENSIONS AND TOLERANCES, MARKING, AND MOISTURE CONTENT OF WOOD -BASED STRUCTURAL -USE PANELS SHALL CONFORM TO VOLUNTARY PRODUCT STANDARD PS 2-92, AS PUBLISHED BY THE DEPARTMENT OF COMMERCE. • PLACE SHEETROCK CONTROL JOINTS MAX 30FT APART PER THE WALL AND CEILING BUREAU TECHNICAL BULLETIN. • DO NOT DRILL OR NOTCH PLUMBING HOLES NEAR KNOTS IN ANY FRAMING. WOOD TRUSSES • RESPONSIBILITIES OF THE CONTRACTOR, BUILDING DESIGNER, TRUSS MANUFACTURER, AND TRUSS DESIGNER SHALL FOLLOW THE PUBLICATION "TPI 1-2022 NATIONAL DESIGN STANDARD FOR METAL PLATE CONNECTED WOOD TRUSS CONSTRUCTION." • TRUSS SUPPLIER SHALL NOTIFY SER OF ANY PROPOSED REVISIONS TO THE LAYOUT INDICATED ON THIS PLAN. REVISIONS THAT AFFECT THE STRUCTURAL DESIGN WILL NOT BE ALLOWED WITHOUT PRIOR WRITTEN APPROVAL BY THE SER. • VERIFY ALLOWABLE BEARING LOCATIONS FOR GIRDER TRUSSES WITH SER PRIOR TO FINAL DESIGN STAGE. PROVIDE METAL BEARING ENHANCERS AS NECESSARY TO UTILIZE STUD COLUMNS SHOWN ON PLAN. • ALL PREFABRICATED WOOD TRUSSES SHALL BE FURNISHED IN ACCORDANCE WITH DESIGNS PREPARED USING THE DESIGN LOADS AND SPAN CONDITIONS INDICATED, INCLUDING DESIGNING GABLE END TRUSS WEBS FOR PERPENDICULAR TO FACE WIND LOADS. • TRUSS MANUFACTURER SHALL PROVIDE A TRUSS LAYOUT AND TRUSS DRAWINGS PRIOR TO BEGINNING CONSTRUCTION. • TRUSSES SHALL BE DESIGNED FOR TOP AND BOTTOM CHORD SUPERIMPOSED DEAD AND LIVE LOADS AS INDICATED ABOVE. • TRUSS SUPPLIER SHALL DESIGN TRUSSES TO SUPPORT ADDITIONAL DEAD LOAD FROM, BUT NOT LIMITED TO, SPRINKLER LINES, RAIN LEADER SYSTEMS, PIPING, CABLE TRAYS, DUCTWORK, KITCHEN ISLANDS, ETC., AS PER IBC. COORDINATE WITH ARCHITECTURAL/MECHANICAUELECTRICAL AS REQUIRED. GENERAL CONTRACTOR TO VERIFY LOCATION AND MAGNITUDE OF ALL SUCH LOADS WITH TRUSS SUPPLIER AND SER PRIOR TO FABRICATION OF TRUSSES. • SEE ARCHITECTURAL PLANS FOR ATTIC DRAFT STOP LOCATIONS AND DESIGN ROOF TRUSSES ACCORDINGLY. • LIVE LOAD DEFLECTION OF ROOF TRUSSES SHALL BE LIMITED TO 1/360 OF THE SPAN. • PROVIDE L/600 DEFLECTION LIMITS FOR ALL INDIVIDUAL BOTTOM CHORD MEMBERS BETWEEN PANEL POINTS. • DESIGN TRUSSES FOR TOP CHORD BEARING OR BOTTOM CHORD BEARING AS SHOWN ON DRAWINGS. • TRUSS CONFIGURATION, PITCH, OVERHANG, ETC. SHALL BE INDICATED ON THE ARCHITECTURAL DRAWINGS. • SPACING OF ROOF TRUSSES SHALL NOT EXCEED 24" O.C. • LUMBER FOR WOOD TRUSSES SHALL BE IN ACCORDANCE WITH MANUFACTURER'S RECOMMENDATIONS. • TRUSS MANUFACTURER TO PROVIDE GIRDER TRUSSES, HIP JACKS, AND STEP-DOWN TRUSSES AS REQUIRED AND DESIGNED TO SUPPORT ALL SUPERIMPOSED LOADS. PROVIDE HIP -SETS, DORMERS, AND PIGGY -BACK TRUSSES AS REQUIRED. • TRUSS MANUFACTURER TO SPECIFY IF ROOF SHEATHING NEEDS TO BE APPLIED BEFORE PLACING "OVER -FRAMING". • PROVIDE METAL FRAMING ANCHORS AT TRUSS BEARING TO MECHANICALLY FASTEN TRUSS TO BEARING WALL OR SUPPORTING MEMBER AS SHOWN IN DETAILS. • TRUSS MANUFACTURER SHALL PROVIDE TRUSS TO TRUSS CONNECTION HANGERS. • BRIDGING, AND BRACING OF TRUSS COMPRESSION AND TENSION MEMBERS, SHALL BE INSTALLED IN ACCORDANCE WITH THE TRUSS MANUFACTURER'S DESIGN AND DIRECTIONS. • NO CUTTING, NOTCHING, OR MODIFICATIONS OF TRUSSES WILL BE ALLOWED WITHOUT THE MANUFACTURER'S WRITTEN APPROVAL. • CONTRACTOR SHALL PROVIDE PERMANENT AND TEMPORARY DIAGONAL, LATERAL, AND CROSS BRACING IN ACCORDANCE WITH THE PUBLICATION "BCSI 2025 BUILDING COMPONENT SAFETY INFORMATION, GUIDE TO GOOD PRACTICE FOR HANDLING, INSTALLING AND BRACING OF METAL PLATE CONNECTED WOOD TRUSSES" BY THE TRUSS PLATE INSTITUTE AND WOOD TRUSS COUNCIL OF AMERICA AND AS OTHERWISE NECESSARY. FOR SPANS LONGER THAN 60FT., CONTRACTOR SHALL HIRE A STRUCTURAL ENGINEER TO DESIGN THE NECESSARY BRACING. • PERMANENT BOTTOM CHORD BRACING AND WEB BRACING SHALL BE LOCATED AS SHOWN ON THE TRUSS DRAWINGS AND SHALL BE MINIMUM 2 X 4 WITH 2 -16D NAILS TO END WALLS AND TRUSSES, LAPPING TWO TRUSS SPACES AT SPLICES. WALL SHEATHING • WALL SHEATHING SHALL BE MINIMUM 15/32" THICK APA RATED PANELS, RATED FOR SPACING OF SUPPORTING MEMBERS. A MINIMUM 32/16 SPAN RATING IS RECOMMENDED. BLOCK ALL JOINTS. • PROVIDE EXTERIOR OR EXPOSURE 1 GRADE. PANELS SHALL BE CONTINUOUS OVER TWO OR MORE SPANS, AND LONG DIMENSION OF PANEL SHALL BE EITHER PERPENDICULAR OR PARALLEL TO SUPPORTS. FASTEN WALL SHEATHING WITH 8D NAILS SPACED AT 4" O.C. AT SUPPORTED EDGES AND 6" O.C. AT INTERMEDIATE SUPPORTS. LEAVE AN 1/8" GAP AT ALL END AND EDGE JOINTS TO ALLOW FOR EXPANSION. STAGGER END JOINTS OF PANELS. REFER TO PLAN AND NOTES FOR ANY SPECIAL SHEAR WALL NAILING AND BOLTING CONDITIONS. GYPSUM SHEATHING TO BE A MINIMUM OF 1/2" THICK FASTENED WITH 6D COOLER OR WALLBOARD NAILS AT 7" O.C. TO ALL FRAMING MEMBERS UNLESS NOTED OTHERWISE. • NAIL "ZIPS" PER MANUFACTURER'S INSTALLATION WITH 0.131" SHANK NAILS WITH 1 M." FRAMING PENETRATION INTO FRAMING A MAXIMUM 4" OC. ROOF SHEATHING • ROOF SHEATHING SHALL BE MINIMUM 15/32" THICK APA RATED PANELS, RATED FOR SPACING OF SUPPORTING MEMBERS. A MINIMUM OF 32/16 SPAN RATING IS RECOMMENDED. PROVIDE PANEL CLIPS, ONE BETWEEN EACH SUPPORT, FOR SUPPORTS SPACED GREATER THAN 16" O.C. • PROVIDE EXTERIOR OR EXPOSURE 1 GRADE. PANELS SHALL BE CONTINUOUS OVER TWO OR MORE SPANS, AND LONG DIMENSION OF PANEL SHALL BE PERPENDICULAR TO SUPPORTS. FASTEN ROOF SHEATHING WITH 8D NAILS SPACED AT 4" O.C. AT SUPPORTED EDGES AND 6" O.C. AT INTERMEDIATE SUPPORTS. LEAVE AN 1/8" GAP AT ALL END AND EDGE JOINTS TO ALLOW FOR EXPANSION. DESIGN OF ROOF SHEATHING ASSUMES THAT THE ROOF WILL BE PROPERLY INSULATED AND VENTILATED. REFER TO APA PUBLICATION N335N "PROPER INSTALLATION OF APA RATED SHEATHING FOR ROOF APPLICATIONS." LVL WOOD MEMBERS • LVL MEMBERS NOTED ON DRAWINGS ARE ENGINEERED LAMINATED VENEER LUMBER AS MANUFACTURED BY THE WEYERHAEUSER COMPANY. ALTERNATE AT CONTRACTOR'S OPTION OF EQUAL DESIGN PROPERTIES. • SIZES SHOWN ON PLAN ARE ACTUAL SIZE. PSL WOOD MEMBERS • PSL MEMBERS NOTED ON DRAWINGS ARE ENGINEERED PARALLEL STRAND LUMBER AS MANUFACTURED BY THE WEYERHAEUSER COMPANY. ALTERNATE AT CONTRACTOR'S OPTION OF EQUAL DESIGN PROPERTIES. • SIZES SHOWN ON PLAN ARE ACTUAL SIZE. LSL WOOD MEMBERS • LSL MEMBERS NOTED ON DRAWINGS ARE ENGINEERED LAMINATED STRAND LUMBER AS MANUFACTURED BY THE WEYERHAEUSER COMPANY. ALTERNATE AT CONTRACTOR'S OPTION OF EQUAL DESIGN PROPERTIES. • SIZES SHOWN ON PLAN ARE ACTUAL SIZE. ADHESIVE/EXPANSION ANCHORS • ADHESIVE AND EXPANSION ANCHORS SHALL BE PROVIDED AND INSTALLED IN STRICT ACCORDANCE WITH THE MANUFACTURER'S INSTRUCTIONS. ADHESIVE ANCHORING SYSTEM TO BE SIMPSON AT-G3 ADHESIVE. CONCRETE SCREWS SHALL BE SIMPSON TITEN. ALTERNATE ANCHORING SYSTEM MAY BE SUBMITTED FOR APPROVAL. "FAST SET EPDXY" IS NOT PERMITTED. REFERENCE DRAWINGS FOR ADDITIONAL INFORMATION AND REQUIREMENTS. w N NG I.L w a L0 N Q N ti Nr I.L Mw W w a w U) U o Z (n Lo F- L0 tU Z W U) U Q- Z O O in U7 Lo co � � N J Lj a (f)CN 00 O N Y � co = N LU N H V cz Lfj Y C 0 O N LLo O d l- Z PROJECT PHASE: PERMIT SET PROJECT NUMBER: 24-016 ISSUE DATE: SEPTEMBER17,2025 DRAWN BY: EB, AM Soo STRUCTURAL NOTES v Z Ui W Z Z Cp YR,- s l LL f Ll",- T65 = T 1 i�.L2> C. � 4DU —SDS I}oLDo►�iJ bi/�5h��t+-5� GFtLJ-� T`{ptchL. 0 4) �G� W� z "�`4 -° ti T. g In v� i--————— — — — — ——-----.__ --- --- _---- 7 !L wN „ �____—_ ___- / ,- a P� DI—TS / / Cen! > R-ec Z'6007) `pLAL, w cV F— j}0LD0WrJ --—————— — — — —, — C 3. / -- ------------- stAL/ r i NOTE: CONTROL JOINTS TO BE AT 60 - — — — — — — — -C. - — — — — — DEGREE ANGLE, SEE Al FOR REFERENCE 57 � SQL SAUNA FOOTING & FOUNDATION DIAGRAM V-0" on 24x36 114" = V-0" on 11M17 C. s. S F !k L / PIN LIMA L-95-DGE CoWiR-�l. :1-0kNT ei f—:& L / �8" VVALYLa' / � 4- t� 3, � 1� G- 3 L I a. c . G1,rYfZp DwL Tm fTG. WALL w/ 4" x 8" STEM 0--b Ik K F-4, WA-v cNYRD_ Dh! /E � `� 'M Fi G. fi x T'Et✓' D ILLS P 1 0 7 • �10' WALL 4" STEM 4- w/ x 8" a-F-6 a) SEA, WA-y e0,r7R0, 4 cwt tiro 7-6.0 0 4" SLAB OVERNOID FORM w/ 4t--4 R 1✓8 e w � Z Tn - , A-. Ar)I` / , � c2," P10 T C- I_ •H Z 4" SLAB OVER R-10 INSULATION Z S' P s'u F-I G ILP ►nls uLA-'TI d. C °c f�ElntFor�c w/ -�— (ZF-8l Fo H U-) o 2--1 A. Wply cw TRQ, u)O Z I• f5-rx a (2- 3 A- 1 0 p- po-5-Z5 PROJECT PHASE: Z CONSTRUCTION 0 DOCUMENTS PROJECT NUMBER: 24-01B ISSUE DATE! fA MAY 01, 2025 Z O U lz U. I— O Z Z O a - - O Z DRAWN BY: (� EB, AM W --- 0 N O �S10 N N ti FTG. & FNID. STRUCT. DIAGRAf 44$ G truE � SGfz-F�tn/ -2x Ce (itw�Mt;f� t -2xK }- R 1 P P f-D To SIT 5�12"�✓r'(z'' LA-rti FD5T; r4rTkcl-F w/ 5DSFAr�N 2X�, ,o, ; AT-r #'cCH tACH FY�5C-Ir4 bras To �c'° +t N S scRE w5 �A��µ. 50 lby P.1_, � leO ItisS.�. [i Z-ZX% wlob.w SILL w/ Lsv CLIP-ro P e s T5 G t_ v F s C R-Eh/ t� (-2x4 T'fz1MM� 14 D IZ t 2xG w�,�G Z-LS9e 4 T Fro s c. (h B�aM T--o G I fLD1LP-, 4T TACH f Asc 14 66A-m5 -ro EAC-4c7 -r,4e_R. 4 G l IzD wl 3 _ I/+q X 12„ T ► to � � s Gp��.,r S ROOF FRAMING NOTES (4 e T-5ZO S riE Top o E ar v /1-T rA Cf} Z- G U-Pt4Z-5 r0 Pr, GIRDf/, w 2-1/4' " S PS sc" TOP 6 or t LST/tffi To ►IPP-. bf (P G 11`Q 8 / �TSZo� �nt' �k `e + 0 LVL r4l 2-2-Xe 5L0?ir4& wA%-L —roQ P1.J4'iL�s s�DP� 2x4- J & c) 7- c 1-} a (z D 5 z� W&LL -ro? PLArTL5 //•2-'(qx.z�lz" 905 sews EA. FArSGIA, N 4-V.Q%^I J ' IL ^ --1r o,l� Z-LV90 ct,.lps A-r F6sG►Pr 1�F__,orµ -ro V�'V74"•1-0"en 11"z-Z/w7 op rr L- CAs r t✓� • �N!] See structural notes for more information. Attach all truss/rafter ends with Simpson H2.5A ties or 1/a"x6" SDS screws up into wall plates. Use 1/2" plywood roof sheathing, see structural notes for nailing. Provide minimum 1 — 2x trimmer studs and 1 — 2x king stud unless noted. Block solid below all posts to foundation. Locate girders as shown. Marks thus, "T, indicate number of bearing studs required. If number not shown, provide minimum of 2 studs (3" bearing length), full width of beam/header/girder truss must be supported. Mend all fascia board butt splices with Simpson LSTA24 horizontal strap. See plan for shear wall locations and schedule, marked thus, "SW1 ". Shear wall sheathing shall be directly applied to studs. If "ZIPS" sheathing is being used, the "ZIPS" sheathing shall be 1/2" thinner at the shear wall locations to flush out with adjacent panels. Extend plywood wall sheathing up face of truss heel and nail to trusses. Stop short for venting as required. Exterior studs to be 2x6 at 16" oc. �L'.J RON G �T S Zo T r o• �• �EVEt_ c.v-r Cot�..►E� B E�4r✓\ °`'" 6 r-r&C14 4+ s ps S G K C-W-5 1105 D.L. t 500 lbs. 5,L. " Cor►TIrv. Z--ZZ�(, WALL TOP f LA- TF-S GoxNe-Il- TO cu F AT +- E>c r t10, WALL5, - t4 5 20 T 1€ TO ,P \('� r4 T T �G 2 _ Z, i o r- Ar S c 1 q. S EMtiS v TO TR-USS Enibs wl 2-Y¢'IK G 1 5DS S� R t� ws �AtM, 110 CV S �T N 1y ^ Cj o.ss �A-TY�c� EA-�-t} F/�S2tPr �mS -ro 5 Ds -TCRr-W eA-C-�, god Ibs t>.L , •t- So o Ib ArYT�cN 3-°I�/z� LPL_ pEA-M S To-rP-055 60 o NLO W Z F- V a Q Z aD g O � � a N J It 0 40) N N � RN =NCo cY = Q' NF- co(0 4)oLQ � m Lo 3z Y CH oC rA U) o ZOO PROJECT PHASE: Z CONSTRUCTION O DOCUMENTS PROJECT NUMBER: 24-016 U. ISSUE DATE: Z MAY 01, 2025 O - U O U. Z DRAWN BY: ;7 EB, AM Wo w 0 Ln N O N 4 N I- S11 ---- -------- - ROOF FRAMING DIAGRAM_ 4 49 8' SAW CUT F F� PLACE CONTROL JOINTS @ 16'-0" O.C. MAX. SLAB REINFORCING CONTINUOUS AT CONTROL JOINTS. Fl/2" 0 x 16" SMOOTH DOWEL @ 16" O.C. GREASE ONE END OF DOWEL PLACE CONSTRUCTION JOINTS AT ALL DISCONTINUOUS SLAB POURS. SLAB REINFORCING DISCONTINUOUS AT CONSTRUCTION JOINTS. WOOD FRAME COLUMN, MULTIPLE 2x COLUMNS SHALL BE GLUED & NAILED INTO ONE PIECE UNIT HOLD DOWN ANCHOR, LOCATE TOWARD INSIDE WALL FACE, AS NOTED w/ THREADED THRU ROD. SEE PLAN MATCHING THREADED ROD EPDXY ANCHOR AND EMBED AS SPECIFIED ON STRUCTURAL PLANS VERT. FND. REINFORCING TO FTG. DOWELS, MIN. 1-#5 ALL ANCHORS, FRAMING, & FND. DETAILS ARE AS NOTED ON PLANS. SEE ARCHITECTURAL FOR FINISH MATERIALS, INCLUDING LOCATIONS OF STONE VENEER/BRICK LEDGE HEADER, SEE PLAN TRIMMER STUDS, SEE PLAN KING STUD(S), SEE PLAN WALL TOP PLATES L- CLIPS 4- 8d GUN NAILS EA. PLY OF HEADER L-LCIP TOP & BOT STOP BOT. PLATE AT TRIMMERS. BEAR HDR. SIDE GRAIN DIRECTLY ON TRIMMERS AS SHOWN /CONC. SLAB JOINTS, TYP. SHEARWALL HOLDOWNS, TYP. HEADER, TYP. �/ 3/4" = V-0" on 24x36 3/8" = V-0" on 11x17 ` J l 3/4" = V-0" on 24x36 318" = V-0" on 11x17 ` ` l 3/4" = V-0" on 24x36 3/8" = 1%0" on 11x17 FTG. DEPTH '2X' '2X' � X ° % X CONT. REINFORCING - ° - a - A NOTE: MAX VERT. STEP 'X' = 2'-0" a jX BOTTOM MAY BE SLOPED AT 2:1, MAINTAIN MINIMUM THICKNESS a LL W STEPPED FOOTING, TYP. V 3/4" = V-0" on 24x36 3/8" = V-0" on 11x17 SECTION 'A' FRAMING, LAP OR FRAMING, LAP OR FRAMING w/ HGRS BOLTED 2x TOP PL. w/ 3/16" WEB D. BUTT, GLUE/NAIL BUTT, GLUE/NAIL 3/8" 0 BOLTS @ 32" O.C. STIFFENERS — AS REO'� AS REO'D.� GLUE TOP OF BE TO SUBFLOOR GLUE TOP OF BEAM TO STEEL BEAM, SUBFLOOR SEE PLAN, i DROPPED LVL DROPPED STEEL FLUSH LVL BEAM FLUSH STEEL BEAM 2- 1/2" x 4" LAGS BM � BEAM w/ FULL HT. & WIDTH TO POST BLOCKING, BOLTED TOE NAIL BM. TO 1/8" x 2" w/ 3/8" 0 THRU POST, SEE JOISTS SCREWS/ GLUE BOLTS @ 24" O.C. PLAN FOR SIZE @ EA. JOIST & ORIENTATION FRAMING w/ HGRS io STRUCTURAL BEAMS, TYP. J3/4" = V-0" on 24x36 3/8" = V-0" on 11x17 9" EXCAVATION FOR PIPING, SEE SPECIFICATIONS FOR 5'-0" BACKFILL REQUIREMENTS. DO NOT EXCAVATE BELOW THIS LINE 1 BE THAN PIPER THAN PIPE NOTE: N IS THE CONTRACTOR'S RESPONSIBILITY 2 \ ° ` TO PROVIDE SHORING, SHEATHING, ETC. d O TO MAINTAIN THE SIDES OF THE EXCAVATION FROM CAVING IN UNTIL ALL 2 e WORK AND BACKFILL IS COMPLETE. SUB -SLAB PIPING, TYP. J 3/4" = 1'-0" on 24x36 3/8" = V-0" on 11x17 A 1 D + V-6" NOTES: 1. USE THIS DETAIL FOR PIPES LESS THAN T-0" BELOW FTG. 2. FOR PIPES DEEPER THAN T-0" BELOW FTG, STEP FOOTING TO WITHIN 3'-0" MAX. SEE 4/S50. WOOD HEADER SCHEDULE MARK PLYS & SIZE MARK PLYS & SIZE MARK PLYS & SIZE • 2- 2x6 • 3- 1-3/4" x 7-1/4" LVL • 3- 1-3/4" x 14" LVL • 2- 2x8 • 2- 1-3/4" x 9-1/2" LVL • 4- 1-3/4" x 14" LVL • 3- 2x8 • 3- 1-3/4" x 9-1/2" LVL • 2- 1-3/4" x 16" LVL • 2- 2x10 • 4- 1-3/4" x 9-1/2" LVL • 3- 1-3/4" x 16" LVL • 3- 2x10 • 2- 1-3/4" x 11-7/8" LVL • 4- 1-3/4" x 16" LVL • 2- 2x12 • 3- 1-3/4" x 11-7/8" LVL • 2- 1-3/4" x 18" LVL • 3- 2x12 • 4- 1-3/4" x 11-7/8" LVL • 3- 1-3/4" x 18" LVL • 2- 1-3/4" x 7-1/4" LVL • 2- 1-3/4" x 14" LVL • 4- 1-3/4" x 18" LVL •F 'FLUSH' BEAM/HEADER (TOP OF BEAM = TOP OF JOISTS) •FB 'BOTTOM FLUSH' BEAM/HEADER (BOT. OF BEAM = BOT. OF JOISTS) DENOTES W 2x BRG. STUDS U o Z (n Lfj L0 LU Z F U Q- Z O cl) Cn Lp � � N J Lj a U)00 O N Y co = N Lu m (N H a) V O LO co Lo •� Z Y C O � O N L0 d 1, Z 0 Nt PROJECT PHASE: PERMIT SET PROJECT NUMBER: 24-016 ISSUE DATE: SEPTEMBER17,2025 W N NG I.L W m L0 N N DRAWN BY: I` EB, AM Nr I.L MW W W S50 a LV N STRUCTURAL DETAILS DESCRIPTION OF PROPERTY SURVEYED Parcel 1: All that part of Lot 1, Auditor's Subdivision Number 217, Hennepin County, Minnesota lying Northwesterly of a line drawn parallel with and 150 feet Southeasterly, measured at right angles from the Northwesterly line of said Lot 1; Parcel 2: All that part of Lot 1, Auditor's Subdivision Number 217, Hennepin County, Minnesota lying Northwesterly of a line parallel with and 200 feet Southeasterly measured at right angles from the Northwesterly line of said Lot 1 and lying Southeasterly of a line drawn parallel with and 150 feet Southeasterly measured at right angles from the northwesterly line of said Lot 1; Parcel 3: The Southeasterly 20 feet of Lot 11, Auditor's Subdivision Number 207, Hennepin County, Minnesota STANDARD NOTES 1) Site Address: 755 Tonkawa Road, Orono, Minnesota 55356 2) A title opinion was not furnished to the surveyor as part of this survey. Only easements per the recorded plat are shown unless otherwise denoted hereon. 3) Flood Zone Information: X (area determined to be outside of the 0.2% annual chance floodplain) per Flood Insurance Rate Map, Community Panel No. 27053CO303F, effective date of November 4th 2016. 4) Parcel Area Information: Gross Area: 101,429s.Ef - 0.328 acresf *We do not affirmatively insure the quantity of acreage set forth in the description 5) Benchmark: Elevations are based on the Lake Minnetonka Benchmark, Brass disk in concrete curb at the exit of Grays bay Dam area. Benchmark elevation = 932.7 feet (NGVD 29) 6) Zoning Information: The current Zoning for the subject property is LR-113 (One Family Lakeshore Residential) per the City of Orono's zoning map dated December 2021. The setback, height, and floor space area restrictions for said zoning designation are as follows: Principal Structure Setbacks - Street: 35 feet (Tonkawa Road) Side: 10 feet Rear: 30 feet Lake: 75 feet (From Ordinary High Water Line) Height: 30 feet Hardcover: 25 percent of lot area (Tier 1) *Please note that the zoning information shown hereon may have been amended through a city process. We recommend that a zoning letter be obtained from the Zoning Administrator for the current restrictions for this site. All setback information and hardcover data for planning and design must be verified by all parties involved in the design and planning process prior to any planning or construction. We have not received the current zoning classification and building setback requirements from the insurer. 7) Utilities: We have shown the location of utilities on the surveyed property by observed evidence only. There may be underground utilities encumbering the subject property we are unaware. Please note that we have not placed a Gopher State One Call for this survey. There may or may not be underground utilities in the mapped area, therefore extreme caution must be exercise before any excavation takes place on or near this site. Also, please note that seasonal conditions may inhibit our ability to visibly observe all the utilities located on the subject property. Before digging, you are required by law to notify Gopher State One Call at least 48 hours in advance at 651/454-0002. ::•i?F::;}?i':. Gg R A G° -'��� IRV I K v \ `\ /� x 9 58.5 73 �O�:ii:%???t?t??%`' E 967.8 \\ 22 \9 \ �� �EN° IP Existing Hardcover Proposed Hardcover A, L 3 q959 Proposed Elevations Lot Area = 101,429 S.F. Lot Area = 101,429 S.F. 6 A _ _ A Pr T f Foundation House Area 3 974 S.F. House Area 3,974 S.F. 81 � Proposed o 0Sauna - 957.5 iNvXg� p p0 0 e - \ O \ ® 544S.F..®Detached Garage e Area 544 S.F .Detached Garage Area 6QN 82 80 .......................... 9p-. ,v �c A `, 7 i % C� Studio Area = 522 S.F. C) Studio Area - 522 S.F. / - � P \ g "•::;ii''.pit•'.•ist•'.•ist•'.•ist•'.•ist•'.•ist•'.•it•'.•it•'.•it•'.•it�•�•): 971.1 C` SEE DETAIL 88 \ o 6Q ...:::4a.. 663 ✓ �I4� -g7� \ \ / i� XF �21.� � O??g,65E 972.E1 69 � 97 - J I2 � MSC STATUE89 :.o.0x973.1/g� 0 o. l -_"9X 5$5896 963.9 x �9.30, t� 9L'-� 973.6 973.E149 93 Qpv 0� � XMSC STATUE /ITv`N146 9 ` i / \1 97 ' l�'�'•:::;rr:- 1 %� C� \ -- LANDSCAPING M \ �` J SUMP I Y� � P 5 FE 958.2 h 95 � ��o (957.5 ••• • GFE= �� , 6, . X957.0:: 958. II�� � x �R�6 d0 h6 0� Q \ ^ �� �� l9 / 97 Oc9cs 958.6 �101I 2. 98 954.4 I 1 � � I .P 94 0 ldoo ��,!� i954 01 \� 10405 � RIP RAP- 1 3 0''?:•:"• \\\\ I� LP �o yl`oe N V E �lJ o. as Jii s J' I C ea> C7 ru as - I NFox N - sIT .nwo l� O T Y SNonh �k.` M P L � E Bituminous Driveway = t 7,551 S.F. Bituminous Driveway = 7,551 S.F. Concrete Area = 967 S.F. Concrete Area - 967 S.F. F Pavers Area = 848 S.F. F� Pavers Area - 848 S.F. Deck Area = 889 S.F. Deck Area (removed) = 0 S.F. Retaining Walls Area = 77 S.F. Retaining Walls Area = 77 S.F. I Retaining Walls W/in 75' = 229 S.F. I Retaining Walls W/in 75' = 63 S.F. ® Bitimunus w/in 75' = 529 S.F. �J Prop. Ret Walls w/in 75' = 99 S.F. Concrete w/in 75' = 589 S.F. © Bitimunus w/in 75' = 529 S.F. Pavers w/in 75' = 254 S.F. Concrete w/in 75' - 589 S.F. Gross Area = 16,973 S.F. Pavers w/m 75 = 254 S.F. Prop. Concrete Stairs = p 198 S.F. Excludable Hardcover (O� Prop. Deck = 619 S.F. ® Retaining Walls Area = 77 S.F. P Prop. Sauna = 148 S.F. Wood decking = 100 S.F. Prop. Sauna Roof = 293 S.F. Exludable Hardcover = 177 S.F. Gross Area = 17,163 S.F. Net Hardcover Gross area = 16,973 S.F. Excludable Hardcover E 1 d bl h d - 177 SF ®R ' ' W 11 A - 77 SF F 9 LI i / 971,9 \ xc u a e ar cover - - e atntng a s rea d� 145 g67.8 �'] J� �\ ��� i �� / e`� Net Hardcover = 16,796 S.F. Wood decking = 100 S.F. ;..;; d'y 4 i / / Net Coverage = 16.56% Exludable Hardcover = 177 S.F. ............ • �S \ o� o� PARCEL 1 \� D E T A L \ / i 4 i / C�0 Net Hardcover / F 9 7_ 2 0 o �. s = i 169 9 Gross area 17,163 S.F. � 5.5 � O ....................... 5 / ��' JP�� 8'0) �/ q� I I \ __ 69 Excludable hardcover 177 S.F. O (6, o: l Net Hardcover - 16,887 S.F. �� 168 7 00 OPEC, / �6 89 972_0 Net Coverage = 16.65% S9�s1.o F P 0) - \ 963.5 \ Otc, Q O \ 95$' 960.3 ° \ FIND IP 2 O J\O Q� 9 X�9 � X� 958.3 :::::.::..::.:::::::. \" 963. x'969 3 0, �\ ��` ........................ O 1 \ 973.E O v' � � PARCEL 2 ::: �•: C 971.9 5 / � :: 9 - O / 6 Q 5 1 \ �- 8 9 \ o \ \ ` F� ` d \ l� ' 142 \ r � I Q a ::i(o �: is ni I 4 0 7 �••r:i•i:•isi•i:(_:•r:i•::•:�:•r:i•::•:�:•r:i•i:(_:•isi•i:•:_:•i:i$:(�:•r•:•r:•:•r:•:•:� 0 oe \962 9\ \ \ \ 167 93 1 % CB 7....::::::::..............:..:: ......:..::::::..:::........ (/ .... ... .. 146 ao 9 ':'::::;: :;;i(::::ii1:TkI......:OU.S'. ; ,:;:;( ::: ..T TAIN r_ 011 l \ XA� .4 a� / �\ 0 \ 1+ �< . :.: I� 1�5 1 \ /L���l 9� NO R I \ ! \ \ 3•.J:riri:ri::: 1 � :ii:::ii :i:::' T ��7.8 \ \ FFE= 43 \ `\ \ \ 968 \ / �`b' P `s / A <i o \ \ Bearings are based on the Hennepin County 958.7 \ \ � X1l OQ OP oo �` A �6 :::::::: :::::::: �I \ i \� \ �y Coordinate System (NAD 83 - 1986 adj.) a ) 962. �967.9 \ / I Q J Q 8 rn \ Q a ° \ \\ 166 /40, b�°�\ Dc 94 �5Q Jam' ,�: «::,��� 0 2. X �$:::::...............".:• S \ �� \ 'p 30 15 0 15 30 60 �, CBS \ \1b !� l 4 �P 'E958.2r-STORM DRAIF \ o g 165 ! wi (957.5) :::.:..:(? \ Q \ of WOE= \ \ 9 695 Q .`•:: rn \\ s s �„ o ::::: �. 965.5 1\� SCALE IN FEET .:: s 954.7 \ X� \ o �Oj 5�0 :•.�. o GFE= "� ::' o C\i \ \ lP % 9 \ a':. EXISTING \ \ 64\ rn •�Q X(9 958.5 ::: o ° \ P 1 lase �- / 9 S a \ L O 127 i 13,0 LAKE MINNETONKA131 NORTH ARM 113 I 13 ORDINARY HIGH WATER LEVEL = 929.4 (NGVD29) ____) / 3 EDGE OF WATER LOCATED JUNE 20TH, 2024 ELEVATION - 929.8 FEET. i 235'/- LINEAR FEET OF SHORELINE ALONG OHWL-------' i i FP:NAA Inn YEAR F7I nnn �I P7\/ATInNI - 071 1 �CCT__ �.... •( WOE-- HOUSE \� x \ �C� / �,�'. � S i ..................:::.:. m 9 16\3 � �..��;. 954.7 \ FFE= $ 962.2 \ � \ °'� � / � �%`� � � � .............. 9 � \ \ 151 v SURVEY LEGEND !^'• \ 163 x \ � •,'• �. TREE CONIFEROUS REMOVED .... _• .. �o o 6 961. \ \ � \\ CAST IRON MONUMENT ® \ \ TREE DECIDUOUS REMOVED _ 9 I. 4E R I tea\ `� o' 9h / C� °s � O IRON PIPE MONUMENT SET ❑T TELEPHONE PEDESTAL 12 _ 953.2 ° '�eV 62 V 9 97 Q r� w 965 \ � •`^�-� 1Rv � 01 I � � \ \ \ \ • IRON PIPE MONUMENT FOUND : �` • �\`� •.'Ill • • j • e ��� �\.�i iA I WALL- 3 FND I 1/2" C7( i 935.8 9�9 •9 I �2 � \ )1( DRILL HOLE FOUND ® WATER METER 954 4 I \� 98 \yJ � \ \ \ \ X CHISELED "X" MONUMENT SET aWELL \ 0\ �� 142 QO\ \ X CHISELED "X" MONUMENT FOUND m CURB STOP 954.5 GATE VALVE I 0 \962 9 \ \ D4 \ � � REBAR MONUMENT FOUND s max` PK NAIL MONUMENT SET HYDRANT ::. 53.6 6, y s Q \ \ \ FIR IRRIGATION VALVE V U 1 PK NAIL MONUMENT FOUND ° ° a FOUNT IN \ WOE WALKOUT ELEVATION - `srnx s.� 6 6 ® \ 0 PK NAIL W/ ALUMINUM DISC \ 90 S m - \ FIFE FIRST FLOOR ELEVATION 104 x \� x 963.E SURVEY CONTROL POINT GFE GARAGE FLOOR ELEVATION X � Al A/C UNIT I43 \ \ TOF TOP OF FOUNDATION ELEV. x U I �� FFE= 9 , \ © CABLE TV PEDESTAL LOE LOWEST OPENING ELEV. ::•.. 05 \�, - _ - \I �� 958.7 .\ \ E❑ ELECTRIC TRANSFORMER •`..:.� I II � � <--a : CONCRETE 66 \ \ ® o \ OWELI EO ELECTRIC METER BITUMINOUS * g - * 14� 962.8 967. m ELECTRIC OUTLET � 1 � �� Q959.g \ BUILDING SETBACK LINE �. 18 \ 1, o e\ 95 \ t� YARD LIGHT CONCRETE CURB 10� T -P 954.9 fs 8.6 CBS t LIGHT POLE $ ... � < \ `X_--- \ 20. 7 g59.7 Q 958.2 - sso - CONTOUR EXISTING b, o� �,� --STORM DRAI� / © GAS METER sso CONTOUR PROPOSED •. \ \ \ 9SA 9 s WOE= �� �° 96A POWER POLE-o-o-o-o-o- GUARD RAIL 954.7 x o 958.6x �co 2.0\ \ G GUY WIRE DT DRAIN TILE \/ 11 \ �a\ 5 ' ' EXISTING ��,�� 41.0 ��0 �, \ RD ROOF DRAIN ELC ELECTRIC UNDERGROUND I\ WOE= HOUSES\ \ Ds LIFT STATION x x- FENCE 46 ;:1°Gf', 954.7 N '�� FFE= / 9s .7 \ 962.2 OS SANITARY MANHOLE ens 952. s •.•. o O s 2. qb\ GAS UNDERGROUND 128\ \4;' •:, t� 954.;'.. �', •;. r 8 co '\ ® SANITARY CLEANOUT � Q 3L5 0Hu OVERHEAD UTILITY \\ �A \; • 'i •, . �:::� 11.6 \ \ s0 STORM MANHOLE TREE LINE 54 S ' :. ••.•:•:'•'•' � \ v �``�`�' �`a � \ STORM DRAIN > SANITARY SEWER 01 20 10 0 10 20 40 I �0° 954 08960. 21.4 9g r rn \ ® CATCH BASIN » STORM SEWER \\95` 35� O T0r9 \ \ M n^_,\ 960.7 �� .o RV / Q FLARED END SECTION TEL TELEPHONE UNDERGROUND \ �y _ 910 a RV 961. TREE CONIFEROUS RETAINING WALL SCALE IN FEET \��/ \ a. 597 9 -,= 3 TREE DECIDUOUS WATERMAIN FIELD CREW NO. BY DATE REVISION USE (INCLUDING COPYING, DISTRIBUTION, AND/OR I hereby certify that this survey, plan or report was prepared by me or under my direct supervision and that I am a duly Licensed TWP:117-RGE.23-SEC.05 FILE NO. S s CERTIFICATE OF SURVEY XXX 1 DLS 07/29/2024 ADDED WETLAND CONVEYANCE OF INFORMATION) OF THIS PRODUCT IS Land Surveyor under the laws of the State of Minnesota. ��R �RL Hennepin County DRAWN ADDED PROPOSED DECK, STAIRS, AND STRICTLY PROHIBITED WITHOUT SATHRE-BERGQUIST, INC.'s 90950-005 2 MINIM 3/28/2025 O 0 SAT H R E-BERGQ U IST, INC. DOCK EXPRESS WRITTEN AUTHORIZATION. USE WITHOUT SAID Dated this 28th day of March, 2025. = o JR/EMW AUTHORIZATION CONSTITUTES AN ILLEGITIMATE USE AND U 3 EMW 4/2/2025 UPDATE HARDCOVER O RO N O PREPARED FOR: CHECKED 4 ABE 10/29/2025 ADD PROPOSED SAUNA SHALL THEREBY INDEMNIFY SATHRE-BERGQUIST, INC. OF o w 14000 25TH AVENUE NORTH, SUITE 120 ALL RESPONSIBILITY. SATHRE-BERGQUIST, INC. RESERVES m 0) DLS 5 ABE 11/13/2025 move sauna, remove ret walls, update grades THE RIGHT TO HOLD ANY ILLEGITIMATE USER OR PARTY N 4� PLYMOUTH MN 55447 (952) 476-6000 M I N N E S OTA TRAVI S VAN LIERE STUDIO DATE LEGALLY RESPONSIBLE FOR DAMAGES OR LOSSES Daniel L. Schmidt, PLS Minnesota License No. 26147 cv 1� WWW.SATHRE.COM 6/18/24 RESULTING FROM ILLEGITIMATE USE. Schmidt@sathre.com FRS P 0P e 151 FIELD CREW XXX DRAWN JR/EMW CHECKED DLS DATE 6/18/24 NO. I BY DATE REVISION Tree # Species DBH Condition Stems Removed 1 Juniper 11.5 Fair 1 2 Juniper 7.5 Fair 1 3 Juniper 8.0 Good 1 4 Juniper 8.5 Good 1 5 Ash, green 23.0 Good 1 6 Ash, green 10.0 Good 1 7 Ash, green 9.5 Fair 1 8 Ash, green 14.0 Fair 1 9 Ash, green 6.0 Poor 1 10 Elm, American 11.5 Good 1 11 Ash, green 15.0 Fair 1 12 j Ash, green 14.0 Fair 1 13 Ash, green 8.5 Fair 1 14 Ash, green 16.0 Fair 1 15 Ash, green 12.0 Fair 1 16 Ash, green 11.0 Fair 1 17 j Elm, American 26.0 Poor 1 18 Ash, green 11.0 Fair 1 19 Ash, green 10.5 Fair 1 20 Ash, green 10.0 Fair 1 21 Ash, green 16.0 Fair 1 22 j Ash, green 24.0 Fair 1 23 Ash, green 15.5 Fair 1 24 Ash, green 9.5 Fair 1 25 Ash, green 10.0 Fair 1 26 Ash, green 8.0 Fair 1 27 Ash, green 11.0 Poor 1 28 Ash, green 9.0 Poor 1 29 Ash, green 7.0 Poor 1 30 Ash, green 15.5 Fair 1 31 Ash, green 12.5 Fair 1 32 Ash, green 12.0 Fair 1 33 Ash, green 13.5 Fair 1 34 Ash, green 8.5 Fair 1 35 Maple, sugar 11.5 Good 1 36 Ash, green 9.5 Fair 1 37 Elm, American 6.5 Good 1 38 Cherry, black 12.5 1 Good 1 39 Ash, green 11.5 Fair 1 40 Maple, amur 13.5 Poor 1 41 Maple, amur 8.0 Fair 1 42 Maple, amur 7.5 Fair 1 43 Maple, amur 11.0 Good 1 44 Ash, green 9.0 Good 1 45 Ash, green 8.0 Fair 1 46 Boxelder 8.0 Fair 1 47 Ash, green 19.0 Fair 1 48 Maple, sugar 14.0 Good 1 49 Crabapple 8.5 Fair 1 50 Crabapple 11.5 Fair 1 51 Crabapple 9.5 Fair 1 52 Crabapple 7.5 Fair 1 53 Ash, green 18.5 Fair 1 54 Boxelder 8.5 Fair 1 55 Ash, green 15.5 Fair 1 56 Crabapple 6.5 Fair 1 USE (INCLUDING COPYING, DISTRIBUTION, AND/OR CONVEYANCE OF INFORMATION) OF THIS PRODUCT IS STRICTLY PROHIBITED WITHOUT SATHRE-BERGQUIST, INC.'s EXPRESS WRITTEN AUTHORIZATION. USE WITHOUT SAID AUTHORIZATION CONSTITUTES AN ILLEGITIMATE USE AND SHALL THEREBY INDEMNIFY SATHRE-BERGQUIST, INC. OF ALL RESPONSIBILITY. SATHRE-BERGQUIST, INC. RESERVES THE RIGHT TO HOLD ANY ILLEGITIMATE USER OR PARTY LEGALLY RESPONSIBLE FOR DAMAGES OR LOSSES RESULTING FROM ILLEGITIMATE USE. TREE INVENTORY Tree # Species DBH Condition Stems Removed 57 Elm, American 7.5 Good 1 58 Boxelder 9.5 Good 1 59 Elm, American 11.0 Good 1 60 Juniper 17.5 Good 1 61 Elm, American 9.5 Good 1 62 Elm, American 8.0 Good 1 63 Pine, white 4.5 Good 1 64 Elm, American 12.0 Good 1 65 Pine, red 13.0 Good 1 66 Ash, green 27.0 Poor 1 67 Boxelder 9.5 Poor 1 68 Ash, green 38.5 Fair 1 69 Spruce, white 27.0 Fair 1 70 Spruce, white 12.5 Fair 1 71 Ash, green 31.0 Poor 1 72 Spruce, white 6.5 Fair 1 73 Spruce, white 5.0 Fair 1 74 Boxelder 18.0 Good 1 75 Hackberry 13.5 Good 1 76 Boxelder 17.0 Good 1 77 Elm, American 8.5 Good 1 78 Boxelder 27.0 Poor 1 79 Maple, Norway 25.0 Good 1 80 Ash, green 17.0 Fair 1 81 Ash, green 12.0 Poor 1 82 Boxelder 24.0 Fair 1 83 Ash, green 8.5 Fair 1 84 Ash, green 8.5 Fair 1 85 Ash, green 6.0 Fair 1 86 Ash, green 9.5 Fair 1 87 Ash, green 14.0 Fair 1 88 Oak, red 19.0 Good 1 89 Oak, red 23.5 Good 1 90 Oak, red 27.0 Good 1 91 Basswood 15.5 Fair 1 X 92 Basswood 18.5 Good 1 X 93 Hackberry 12.5 Good 1 94 Pine, red 8.5 Fair 1 X 95 Pine, red 9.5 Good 1 X 96 Oak, red 15.5 Good 1 97 Oak, red 28.0 Good 1 98 Oak, red 29.0 Good 1 99 Pine, red 10.5 Good 1 100 Ash, green 17.0 Poor 1 101 Oak, bur 10.5 Good 1 102 Basswood 12.5 Good 2 103 Juniper 15.0 Good 1 104 Basswood 42.0 Good 2 105 Juniper 4.0 Good 1 106 Juniper 2.5 Fair 1 107 Juniper 4.0 Good 1 108 Juniper 3.5 Good 1 109 Oak, bur 17.5 Good 1 110 Oak, bur 17.0 Good 1 111 Juniper 9.5 Good 1 112 Juniper 7.0 Good 1 T hereby certify that this survey, plan or report was prepared by me or under my direct supervision and that T am a duly Licensed Land Surveyor under the laws of the State of Minnesota. Dated this 2nd day of July, 2024. Daniel L. Schmidt, PLS Minnesota License No. 26147 Schmidt@sathre.com Tree # Species DBH Condition Stems Removed 113 Juniper 4.5 Good 1 114 Oak, bur 17.0 Good 1 115 Juniper 3.5 Good 1 116 Juniper 5.0 Good 1 117 Oak, bur 10.5 Good 1 118 Juniper 5.5 Good 1 119 Oak, bur 27.0 Good 1 120 Maple, sugar 16.0 Good 1 121 Oak, bur 17.5 Good 1 122 Juniper 7.5 Fair 1 123 Juniper 7.0 Good 1 124 Juniper 9.0 Good 1 125 Oak, bur 19.0 Good 1 126 Juniper 12.0 Fair 1 127 Elm, American 8.0 Good 1 128 Elm, red 11.5 Fair 1 129 Juniper 3.0 Fair 1 130 Juniper 9.5 Fair 1 131 Elm, red 7.0 Fair 1 132 Juniper 4.5 Good 1 133 Juniper 4.5 Good 1 134 Basswood 6.0 Good 1 135 Basswood 9.0 Good 1 136 Basswood 8.5 Good 1 137 Oak, bur 30.5 Good 1 138 Oak, red 21.5 Good 1 139 Pine, mugo 29.0 Good 7 140 Juniper 18.5 Good 1 141 Oak, bur 30.5 Good 1 142 Oak, red 31.0 Good 1 143 Pine, Scots 21.0 Good 1 144 Pine, white 8.0 Good 4 145 Spruce, white 14.0 Poor 1 146 Spruce, white 17.0 Fair 1 147 Spruce, white 16.0 Fair 1 148 Juniper 29.0 Good 2 149 Magnolia 17.0 Good 1 150 Juniper 22.5 Good 1 151 Juniper 19.5 Good 1 152 Oak, red 17.0 Good 1 153 Oak, bur 12.0 Good 1 154 Elm, American 7.5 Good 1 155 Douglasfir 7.5 Good 1 156 Douglasfir 10.0 Good 1 157 Douglasfir 8.0 Good 1 158 Douglasfir 11.0 Good 1 159 Douglasfir 8.5 Good 1 160 Douglasfir 7.0 Good 1 161 Douglasfir 12.0 Good 1 162 Elm, American 16.0 Good 1 163 Oak, red 12.0 Good 1 164 Ash, green 12.5 Fair 1 165 Elm, red 31.0 Good 1 166 Boxelder 17.5 Fair 1 167 Ash, green 30.0 Fair 1 168 Juniper 8.5 Fair 1 169 Juniper 20.5 Good 1 SATHRE-BERGQUIST, INC. 14000 25TH AVENUE NORTH, SUITE 120 PLYMOUTH MN 55447 (952) 476-6000 WWW.SATHRE.COM TREES REMOVED TOTAL CALIPER INCHES - 2,301.5 TOTAL CALIPER INCHES REMOVED = 52 Prepared By: Stephan Nicholson CF Certified Forester 92369 Certified Arborist MN4305-A TreeBiz LLC 651-336-8095 TWPA 17-RGE.23-SEC.05 Hennepin County ORONO, MINNESOTA FILE NO. TREE SURVEY 90950-005 PREPARED FOR: I 2 TRAVIS VAN LIERE STUDIO I52 DRAFT Minutes Planning Commission Regular Meeting Monday, November 17, 2025, 6:00 PM City Council Chambers 2780 Kelley Parkway, Orono, MN 55356 5.3. LA25-000048 Hoxie Homes, 755 Tonkawa Rd, Variance The Planning Commission is requested to review the Staff report, receive a presentation, and discuss and approve a variance for a sauna building. Staff have found that practical difficulty has been established, and there would be minimal impact on sight lines. The Planning Commission discussed the item and asked questions of staff and the applicant, Jeff Hoxie, Hoxie Homes, Waconia. Chair Bollis opened the public hearing at 9:14 p.m. There were no public comments. Chair Bollis closed the public hearing at 9:14 p.m. Commissioners found the request reasonable, given the size of the lot and location of the existing house and neighboring structures. Ressler moved, Prchal seconded, to approve LA25-000048, 755 Tonkawa Rd., Variance as applied. VOTE: Ayes 7, Nays 0. 453 AGENDA ITEM Date: December 8, 2025 Title: 2026 Employee Pay Scale and Benefits - Resolution 7646 Presenter: Maggie Jin, Finance Director Section: Consent Agenda Item: 16 Purpose: The purpose of this action item is to adopt a resolution approving 2026 pay and benefit plan adjustments for City employees. 2. Background: The City adopts an updated pay scale annually. This action will set the 2026 wage and benefits for City employees. a. Compensation. Cost of Living and Market Adjustment. The 2026 budget has been prepared with a 3% cost -of -living increase and 2% market adjustment 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 2026, the City's monthly insurance contributions for both family and single coverage will change to full health insurance premium coverage plus $100 towards a cafeteria plan. The amount paid to employees that waive insurance is $100. c. Mileage. The City will continue to reimburse employees at the IRS standard mileage rate in 2026. The 2026 rate has not been released at this time; the 2025 rate is 70 cents per mile. d. Safety Shoe Allowance. The safety shoe allowance for eligible employees will remain at $300 annually for 2026. This matches the amount in the Public Works union contract. e. Longevity. Longevity pay for qualifying employees will remain at $0.10 per hour for each year of service once an employee reaches eight years of service. This is consistent with the negotiated longevity required by the City's labor agreements for union personnel. 3. Cost: The funding for these expenditures are included in the 2026 budget. 4. Staff Recommendation: Staff recommends approval of Resolution 7646 Approving the 2026 Pay Scale and Benefits for City employees. COUNCIL ACTION REQUESTED Motion to approve Resolution 7646 Approving the 2026 Pay Scale and Benefits for City employees. Exhibits A. Resolution 7646 Approving the 2026 Pay and Benefit B. 2026 Non -Union Pay Scale C. 2026 Compensation Plan Position Grades 454 CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO.7646 A RESOLUTION APPROVING 2026 CITY EMPLOYEE PAY SCALE AND BENEFITS WHEREAS, the City Administrator is responsible for annually presenting pay adjustments for City employees; and WHEREAS, sufficient funds have been appropriated in the proposed 2026 Annual Budget to fund the recommended pay adjustments and such other matters of compensation as herein specified. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Orono as follows: I. That the City's pay scale be increased to reflect a 2% market adjustment and 3% cost -of -living increase in employee wages. 2. That the City's cafeteria benefit plan contribution for non -union employees will be full health insurance premium coverage plus $100.00 and $100.00 for waived coverage. 3. That all City employees using their own vehicles for approved work -related business shall be compensated at a rate allowed by the IRS (2025 is currently $0.70 per mile). 4. That the 2026 Safety Shoe Reimbursement will remain at $300 for employees that qualify for this reimbursement. 5. Longevity pay for qualifying employees will be $0.10 per hour for each year of service once an employee reaches eight years of service. Adopted by the City Council of Orono, Minnesota at a regular meeting held on December 8, 2025. ATTEST: CITY OF ORONO Christine Lusian, City Clerk Bob Tunheim, Mayor 455 City of Orono Compensation Plan Non -Union Employees Pay Grades and Steps For 2026 Budget Grade Start Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Hourly Annual Hourly Annual Hourly Annual Hourly Annual Hourly Annual Hourly Annual Hourly Annual Hourly Annual 1 21.85 45,442.24 22.52 46,847.67 23.22 48,296.56 23.94 49,790.27 24.68 51,330.18 25.44 52,917.71 26.23 54,554.34 27.04 56,241.59 2 23.25 48,350.54 23.96 49,845.92 24.71 51,387.54 25.47 52,976.85 26.26 54,615.31 27.07 56,304.44 27.91 58,045.82 28.77 59,841.05 3 24.73 51,444.97 25.50 53,036.06 26.29 54,676.35 27.10 56,367.37 27.94 58,110.69 28.80 59,907.93 29.69 61,760.75 30.61 63,670.87 4 26.32 54,737.45 27.13 56,430.36 27.97 58,175.63 28.83 59,974.88 29.73 61,829.77 30.65 63,742.03 31.59 65,713.44 32.57 67,745.81 5 28.00 58,240.65 28.87 60,041.91 29.76 61,898.87 30.68 63,813.27 31.63 65,786.88 32.61 67,821.52 33.61 69,919.10 34.65 72,081.54 6 29.79 61,968.05 30.71 63,884.59 31.66 65,860.40 32.64 67,897.32 33.65 69,997.24 34.69 72,162.10 35.77 74,393.92 36.87 76,694.76 7 31.70 65,934.01 32.68 67,973.20 33.69 70,075.47 34.73 72,242.75 35.81 74,477.06 36.91 76,780.47 38.06 79,155.13 39.23 81,603.22 8 33.73 70,153.78 34.77 72,323.49 35.85 74,560.30 36.95 76,866.28 38.10 79,243.59 39.28 81,694.42 40.49 84,221.06 41.74 86,825.83 9 35.89 74,643.62 37.00 76,952.19 38.14 79,332.15 39.32 81,785.73 40.54 84,315.18 41.79 86,922.87 43.08 89,611.20 44.41 92,382.68 10 38.18 79,420.82 39.36 81,877.13 40.58 84,409.41 41.84 87,020.01 43.13 89,711.35 44.46 92,485.93 45.84 95,346.32 47.26 98,295.18 11 40.63 84,503.75 41.88 87,117.27 43.18 89,811.61 44.51 92,589.29 45.89 95,452.88 47.31 98,405.03 48.77 101,448.49 50.28 104,586.07 12 43.23 89,911.99 44.56 92,692.77 45.94 95,559.56 47.36 98,515.01 48.83 101,561.86 50.34 104,702.95 51.89 107,941.19 53.50 111,279.58 13 45.99 95,666.36 47.42 98,625.11 48.88 101,675.37 50.39 104,819.97 51.95 108,061.82 53.56 111,403.94 55.22 114,849.42 56.92 118,401.47 14 48.94 101,789.00 50.45 104,937.12 52.01 108,182.59 53.62 111,528.45 55.28 114,977.78 56.99 118,533.79 58.75 122,199.79 60.57 125,979.16 15 52.07 108,303.50 53.68 111,653.09 55.34 115,106.28 57.05 118,666.27 58.82 122,336.36 60.63 126,119.96 62.51 130,020.57 64.44 134,041.83 16 55.40 115,234.92 57.11 118,798.89 58.88 122,473.08 60.70 126,260.91 62.58 130,165.88 64.52 134,191.63 66.51 138,341.89 68.57 142,620.51 17 58.95 122,609.96 60.77 126,402.02 62.65 130,311.36 64.59 134,341.61 66.58 138,496.50 68.64 142,779.90 70.77 147,195.77 72.96 151,748.22 18 62.72 130,456.99 64.66 134,491.75 66.66 138,651.29 68.72 142,939.47 70.85 147,360.28 73.04 151,917.81 75.30 156,616.30 77.63 161,460.10 19 66.73 138,806.24 68.80 143,099.22 70.93 147,524.97 73.12 152,087.60 75.38 156,791.34 77.71 161,640.55 80.12 166,639.74 82.59 171,793.55 20 71.00 147,689.84 73.20 152,257.57 75.46 156,966.57 77.80 161,821.20 80.20 166,825.98 82.69 171,985.55 85.24 177,304.69 87.88 182,788.34 21 75.55 157,141.99 77.89 162,002.05 80.29 167,012.43 82.78 172,177.76 85.34 177,502.84 87.98 182,992.62 90.70 188,652.19 93.50 194,486.79 *Annual amount is based on Z080 hours for the year. Actual annual amount may differ. 456 EMPLOYEE COMPENSATION PLAN POSITION GRADES Grade Point Range Positions In Grade Local 12 Local 49 Non -Union 1 0-76 2 77 - 89 3 90 - 103 Building Maintenance/Custodian (N) 4 104 - 113 Administrative Assistant- Public Works and Parks (N); 5 114 - 127 Administrative Assistant (N); Community Service Officer (N) 6 128 - 143 Police Administrative Support Specialist (N) Planning Assistant (N); 7 144-164 Accounting Technician (N); Parks Maintenance Worker (N); Clubhouse Manager/Events Coordinator (E) Communications Specialist (N); Public Works Maintenance Worker (N) Deputy City Clerk (N) Golf Course Superintendent (N); 8 165 - 199 ITTechnician (N) Utility Maintenance Worker (N); Public Works Mechanic (N) 9 200 - 239 Fleet Supervisor (N); 10 240 - 289 Building Inspector (N) Public Works Supervisor (Streets and Storm) (N) Office Manager (E) Accountant/HR Representative (E); 11 290 - 329 Public Utilities Supervisor (N) City Planner (E) Building Official (E); 12 330 - 369 IT Manager (E) Public Works Superintendent (E); 13 370 - 419 Parks and Facilities Superintendent (E); City Clerk (E) 14 420 - 479 15 480 - 429 16 430 - 639 Deputy Chief (E) 17 640 - 749 Community Development Director (E) 18 750-839 Finance Director (E) 19 840 - 879 20 880 - 969 Police Chief (E) 21 970 - 1100 City Administrator/City Engineer (E) (E) Exempted Positions, (N) Non -exempted Positions 457 AGENDA ITEM Date: December 8, 2025 Title: Adopt 2026 Capital Improvement Plan Presenter: Maggie Jin, Finance Director Section: Consent Agenda Purpose: The purpose of this agenda item is to approve the 2026 Capital Improvement Plan. Item: 17 2. Background: In 2012 the City first formally adopted a Capital Improvement Plan (CIP). Since then, in order to keep the CIP useful and relevant, each year as part of the budget process, staff updates the Capital Improvement Plan (CIP). The CIP is a planning level document that provides a 10-year planning schedule and allows the identification of significant capital expenses. The CIP is solely a planning document and approval of the CIP does not constitute approval of any expenditures. There are two main purposes of the CIP. First purpose is to identify CIP items as needs by staff. The second is determining available funding for the CIP. Some items identified in the CIP will require additional funding sources (grants, donations, partnerships, etc.) to be secured prior to moving forward with the projects or purchase. 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 2026 Capital Improvement Plan as a planning document used to inform future budgets and funding needs. COUNCIL ACTION REQUESTED Motion to approve the 2026 Capital Improvement Plan. Exhibits A. 2026 Capital Improvement Plan 458 City of Orono Capital Improvement Plan 2026 - 2035 459 TABLE OF CONTENT Summary of Cost By Category By Fund Parks Golf Course Equipment Information Technology (IT) Police Facilities Fire Community Investment Streets Water Sanitary Sewer Storm Sewer Funds Summary 2026 Item Details 2 3 4 5 6 8 9 10 11 12 13 14 15 16 17 26 Page 1 of 77 460 Parks Golf Course Equipment IT Police Facilities Fire Community Investment Streets Water Sanitary Sewer Storm Sewer Tota I Summary of Costs By Category Current Year 5-Year CIP Planning Period 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 130,195 974,500 262,800 150,000 185,000 870,000 120,000 225,000 340,000 50,000 600,000 15,000 127,000 113,000 115,000 730,000 380,000 0 150,000 450,000 150,000 0 1,184,376 529,000 848,000 965,800 433,000 180,000 740,000 420,000 410,000 0 100,000 254,804 97,500 245,000 117,500 152,500 47,500 158,500 127,000 53,500 88,500 128,500 227,538 259,500 699,000 220,000 275,000 255,000 185,000 365,000 300,500 195,000 137,000 179,490 1,330,000 380,000 0 919,000 2,800,000 300,000 45,000 300,000 0 72,500 124,600 524,400 337,600 434,800 394,800 558,200 734,600 488,100 322,900 759,900 325,600 150,000 62,000 0 0 0 0 0 0 0 0 0 1,524,400 1,124,100 1,846,700 1,278,400 1,325, 200 1,157,900 1,507,500 1,326,100 1,496,900 1,164,400 1,200,000 310,900 641,800 534,240 509,500 68,220 273,180 1,338,140 33,200 11,234,200 935,200 111,300 471,100 879,720 621,100 534,600 532,960 524,860 439,700 437,200 800,400 454,500 458,800 465,300 498,980 311,200 515,800 367,430 403,685 365,000 365,000 425,000 365,000 365,000 700 Page 2 of 77 461 Funding Source Park Fund Lurton Park Fund Equipment Improvement Outlay Fund IT Fund Police Capital Fund Drug and Felony Forfeiture Fund Fire Capital Fund Facilities Fund Community Investment Fund MSA Fund Pavement Management Fund Water Fund Sewer Fund Storm Sewer Fund Golf Course Fund Cable Fund Tota I Summary of Costs By Fund Current Year 5-Year CIP Planning Period 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 130,195 974,500 242,800 150,000 185,000 870,000 120,000 225,000 545,000 100,000 600,000 0 0 20,000 0 0 20,000 0 0 20,000 0 0 1,184,376 529,000 848,000 965,800 433,000 180,000 740,000 420,000 410,000 0 100,000 112,700 65,000 141,500 40,000 57,500 40,000 158,500 95,000 53,500 55,000 128,500 270,343 267,000 499,000 227,500 275,000 202,500 185,000 173,500 300,500 203,500 137,000 32,099 0 200,000 0 0 60,000 0 200,000 0 0 0 213,600 579,400 361,100 504,800 794,800 558,200 734,600 511,600 322,900 759,900 368,100 90,490 1,300,000 380,000 0 519,000 2,800,000 300,000 45,000 300,000 0 30,000 150,000 62,000 0 0 0 0 0 0 0 0 0 375,900 0 570,300 0 0 695,000 420,000 0 420,000 0 0 1,555,800 1,276,800 1,486,340 1,603,800 1,538,410 638,325 1,283,140 1,509,400 1,269,400 1,356,900 1,392,500 377,200 641,800 578,600 509,500 50,400 261,300 1,332,200 33,200 11,234,200 935,200 111,300 430,000 870,000 600,000 520,000 520,000 520,000 430,000 433,900 787,900 442,000 446,300 100,000 356,000 158,000 205,000 185,000 245,000 185,000 185,000 245,000 185,000 185,000 15,000 127,000 113,000 115,000 730,000 360,000 0 150,000 225,000 100,000 0 0 0 0 0 95,000 0 0 0 0 25,000 0 $5,037,703 $7,048,500 $6,198,640 $4,841,400 $5,383,110 $7,450,325 $5,888,440 $3,981,600 $16,133,400 $4,162,500 $3,498,700 Page 3 of 77 462 Hackberry Improvements (Per concept plan) * Lurton Park Improvement Projects (Trails and Infrastructure, details TBD) Pickleball Courts (Location TBD) * CR 6 Trail (OCB - Willow) Improvement Antoine Park Upgrades Trail construction along North Arm Drive to Lakeview Legacy Park Summit Beach Improvements (Per Master Plan) Crystal Bay Park Sport fields * Crystal Bay Park Improvements (Parking, picnic area, Trailhead, Facilities) Trail Construction along OCB and North Shore (Luce Line to Dakota) Trail Construction along CSAH 19 south from the Dakota Trail Access to Lowry Woods (Easement or property purchase) Dock Replacement (15 year life) Playground Equipment Replacement (Navarre, Hackberry, Bederwood, Crystal Bay, Fagerness) Lake Access Refresh (Gravel, Signage, Fencing and gates) Park Signage Update Trash & Recycling Cans Bederwood Playground Improvement (Edging and Mulch) Park Amenity Improvement (Benches, Picnic Tables, Bike Racks, Signage, Gates) Total By Category Parks Lurton Park Total By Funding Source Parks Fund Lurton Park Fund Grants/Donations Total * Item requires outside funding (Grants, Donations...) Parks Capital Improvement Plan Current Year 5-YearCIP 2025 2026 2027 2028 2029 87,200 800,000 162,800 20,000 73,500 Planning Period 2030 2031 2032 2033 2034 2035 20,000 20,000 50,000 600,000 15,000 85,000 80,000 25,000 250,000 25,000 150,000 500,000 100,000 100,000 300,000 10,000 10,000 10,000 20,000 100,000 125,000 10,000 10,000 27,995 41,000 40,000 40,000 130,195 0 974,500 0 242,800 20,000 150,000 0 185,000 0 850,000 20,000 120,000 0 225,000 0 320,000 20,000 50,000 0 600,000 0 $130,195 $974,500 $262,800 $150,000 $185,000 $870,000 $120,000 $225,000 $340,000 $50,000 $600,000 127,200 674,500 242,800 150,000 185,000 850,000 120,000 225,000 320,000 50,000 300,000 0 0 20,000 0 0 20,000 0 0 20,000 0 0 2,995 300,000 0 0 0 0 0 0 0 0 300,000 Page 4 of 77 463 Golf Course Irrigation Clubhouse Renovation / Construction Outdoor Gas Fire Pit Area / Winter Activities Site Cart Storage Facility with Electrical / Winter Activities Pavilion Cart Path Improvements (Asphalt or similar durable surface less susceptible to WO) Tee Leveling Golf Course Drainage GC Parking Lot (Entry and Lower Lot) Golf Course Maintenance Facility Tee Mower Rough Mower Greens Mower Greens Roller Fairway Mower Total By Type Improvement Equipment Total By Funding Source Parks Fund Golf Course Fund Grants Total * Item requires outside funding (Grants, Donations...) Golf Course Capital Improvement Plan Current Year 5-Year CIP 2025 2026 2027 2028 2029 2030 2031 15,000 50,000 50,000 700,000 250,000 40,000 12,000 20,000 10,000 10,000 10,000 15,000 80,000 Planning Period 2032 2033 2034 2035 450,000 100,000 150,000 15,000 115,000 35,000 50,000 13,000 40,000 $15,000 $127,000 $113,000 $115,000 $730,000 $380,000 $0 $150,000 $450,000 $150,000 $0 15,000 12,000 60,000 65,000 730,000 380,000 0 150,000 450,000 100,000 0 0 115,000 53,000 50,000 0 0 0 0 0 50,000 0 $15,000 $127,000 $113,000 $115,000 $730,000 $380,000 $0 $150,000 $450,000 $150,000 $0 0 0 0 0 0 20000 0 0 225,000 50,000 0 15,000 127,000 113,000 115,000 730,000 360:000 0 150,000 225,000 100,000 0 0 0 0 0 0 0 0 0 0 0 0 Page 5 of 77 464 Power Mop (Floor Scrubber) Scissor Lift Greens / Turf Roller Mower (Big island) Boat Replacement (share with Fire) Toolcat or Small Tractor w/ Loader Stump Grinder Attachment Utility Vehicle (Kubota) Ventrac w/ Snow Attachments Ski Trail Groomer Topdresser Admin vehicle (transition PD vehicle) Sweeper / Scrubber Truck 3/4 Ton Pickup no plow Wheel Lifts ( Fire Ladder, Sewer vactor) Wheel Alignment Equipment Loader with Plow (Potential Lease) Mini Loader with Attachments (Plow and Trailer) Building Inspection Vehicle Utility Vehicle Hotzy Portable (Parks, Storm) with Skid and Tank Truck 3/4 Ton Pickup with Plow (Utilities) Utility Truck Vactor Truck Sewer Easement Machine Mini Excavator Truck 3/4 Ton Pickup with Plow Hot Patch Skid Unit Crack Sealing Equipment Chipper Trailer small wood deck Sidewalk Machine Bobcat Asphalt planner attachment Trailer Mesh Ramp Skid Loader (Potential Lease) Snow Blower Attachment Air Compressor Truck, 1 Ton Dump Truck w/Plow and Sander Roller Dump Truck w/ Plow and Sander Equipment Capital Improvement Plan Current Year 5-Year CIP Planning Period 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 3,647 21,000 13,000 9,000 15,000 order 175,000 50,000 11,965 33,770 30,000 75,000 18,000 15,000 5,000 10,000 36,955 76,096 200,000 50,000 400,000 152,314 40,300 80,000 25,000 100,000 69,009 596,863 83,599 120,158 90,000 order 200,000 65,000 180,000 30,000 300,000 18,000 15,000 70,000 11,500 40,000 order 175,000 40,000 order 395,000 Page 6 of 77 465 Dump Truck w/ Plow and Sander Dump Truck w/ Plow and Sander Dump Truck w/ Plow and Sander Truck 3/4 Ton Pickup w/Plow Road Sweeper Total By Category General Fund Total Parks Central Service Planning Streets Enterprise Fund Total Water Sewer Storm Fleet Services Fund Total Fleet Total By Type Automotive Equipment Total Current Year 2025 2026 Equipment Capital Improvement Plan 5-Year CIP 2027 2028 2029 2030 order order Planning Period 2031 2032 2033 2034 2035 400,000 405,000 order 410,000 350,000 $1,184,376 $179,000 $1,198,000 $965,800 $433,000 $180,000 1 $740,000 $420,000 $410,000 $162,433 $74,000 $958,000 $965,800 $233,000 $180,000 $740,000 $420,000 $410,000 45,735 0 13,000 249,000 18,000 75,000 30,000 15,000 0 40,602 26,000 0 0 0 0 10,000 0 0 0 0 0 40,300 0 0 0 0 0 76,096 48,000 945,000 676,500 215,000 105,000 700,000 405,000 410,000 $869,630 $105,000 $190,000 $0 $0 $0 $0 $0 $0 69,009 0 0 0 0 0 0 0 0 595,962 105,000 100,000 0 0 0 0 0 0 204,658 0 90,000 0 0 0 0 0 0 $0 $0 $50,000 $0 $200,000 $0 $0 $0 $0 0 0 50,000 0 200,000 0 0 0 0 $1,032,062 $179,000 $1,198,000 $965,800 $433,000 $180,000 $740,000 $420,000 $410,000 741,968 110,000 540,000 310,300 0 0 410,000 0 410,000 442,408 69,000 658,000 655,500 433,000 180,000 330,000 420,000 0 $1,184,376 $179,000 $1,198,000 $965,800 $433,000 $180,000 $740,000 $420,000 $410,000 100,000 $0 $ $0 $100,000 0 0 0 0 0 0 0 100,000 $0 $0 0 0 0 0 0 0 $0 $0 0 0 $0 $100,000 0 100,000 0 0 $0 $100,000 Page 7 of 77 466 Current Year Project 2025 2026 ArcGIS Online Upgrade Implementation 20,000 Server Upgrade - Microsoft 365 22,700 Phone Replacement (10 Years) 50,000 Network Upgrades (Ports, Switches, Access Points) 45,000 Fiber in Navarre - Water Plant Fiber in North Water Plant 67,200 Fiber in Navarre Fire Station #2 Navarre Fire Station #2 Access Point (3 Points) Navarre Fire Station #2 Switch Fiber to Willow - Fire Station #1 ** Web Site Upgrade (every 5 years) Council Chamber AV Upgrade Laserfiche Upgrades (every 5 years) Permitting Software Large Format Scanner EOC Audio/Video Upgrade * 32,099 Police Security Camera Upgrade * 11,305 Police Mobile Data Computer (MDC) 31,500 Police Mobile Data Computer (MDC) IT Hardware (Desktop, Laptops, MDC) 20,000 Future IT Projects (Cybersecurity, Al, etc.) Totals $254,804 By Department General Fund Total 187,604 Central Service 112,700 Police 74,904 Fire 0 Enterprise Fund Total 67,200 Water 67,200 Total $254,804 By Funding Source IT Fund 112,700 Fire Capital 0 Cable Fund 0 Water Fund 67,200 Police Capital Fund 42,805 Drug and Felony Forfeiture Fund 32,099 Total $254,804 * Item requires outside funding (Grants, Donations...) ** Items are 50/50 split with the City of Long Lake for fire related facility. 25,000 2027 70,00 80,00 15,00C 8,50C 30,00C 14,OOC IT Capital Improvement Plan 5-Year CIP 2028 2029 2030 0 20,000 20,000 20,000 0 70,000 20,000 75,000 10,000 7,500 7,500 7,500 7,500 20,000 20,000 20,000 20,000 97,500 $245,000 $117,500 $152,500 9 7, 500 165,000 117,500 15 2, 500 65,000 134,000 40,000 145,000 7,500 7,500 7,500 7,500 25,000 23,500 70,000 0 0 80,000 0 0 0 80,000 0 0 97,500 $245,000 $117,500 $152,500 65,000 141,500 40,000 57,500 25,000 23,500 70,000 0 0 0 0 95,000 0 80,000 0 0 7,500 0 7,500 0 0 0 0 0 Planning Period 2031 2032 2033 2034 2035 50,000 75,000 15,000 8,500 25,000 25,000 75,000 25,000 25,000 10,000 7,500 8,500 8,500 8,500 8,500 8,500 20,000 20,000 20,000 20,000 20,000 20,000 80,000 47,500 $158,500 $127,000 $53,500 $88500 $128,500 47,500 158,500 127,000 53,500 88,500 128,500 40,000 150,000 95,000 45,000 80,000 120,000 7,500 8,500 8,500 8,500 8,500 8,500 0 0 23,500 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 47,500 $158,500 $127,000 $53,500 $88,500 $128,500 40,000 158,500 95,000 53,500 55,000 128,500 0 0 23,500 0 0 0 0 0 0 0 25,000 0 0 0 0 0 0 0 7,500 0 8,500 0 8,500 0 0 0 0 0 0 0 Page 8 of 77 467 Description Squad 264 (Dodge Durango SUV) Squad 265 (Dodge Durango SUV) Squad 266 (Dodge Durango SUV) Squad 267 (Dodge Charger) Squad 268 (Dodge Charger) Squad 269 (Dodge Durango) Squad 270 (Chevy Tahoe) Squad 271 (Chevy Tahoe) Squad 272(Chevy Tahoe) Squad 273 (Chevy Tahoe) Squad 274 (Chevy Tahoe) Squad 260 (Dodge Durango) Squad 261 (Dodge Durango) Chief Squad 843 (Tahoe -Mound) SRO Squad 277 (Chevy Silverado) CSO Squad 247 (Dodge Ram) Investigations Squad 257 (Dodge Journey) Deputy Chief Squad 256 (Dodge Journey) Investigations Weapons - Tasers Weapons - Tasers Weapons - Handguns Portable Radios (2026 may be delayed a year) Squad/Body Video Cameras Body Worn Cameras Police Records Ballistic Glass Upgrade (for Facilities) Tota I By Funding Source General Fund Police Capital Fund Drug and Felony Forfeiture Fund Tota I Police Capital Improvement Plan Current Year 5-Year CIP Planning Period 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 65,000 65,000 65,000 65,000 65,000 65,000 65,000 55,000 65,000 65,000 65,000 65,000 65,000 65,000 65,000 65,000 65,000 63,000 65,000 63,000 65,000 63,000 55,000 50,000 55,000 50,000 55,000 50,000 55,000 40,000 5,500 57,000 55,000 50,000 45,000 40,000 40,000 55,000 50,000 60,000 40,000 19,500 80,000 80,000 45,000 200,000 200,000 140,000 32,538 227,538 $259,500 $699,000 $220,000 $275,000 $255,000 $185,000 $365,000 $300,500 $195,000 $137,000 195,000 217,500 229,000 140,000 230,000 195,000 185,000 165,000 300,500 195,000 77,000 32,538 42,000 270,000 80,000 45,000 0 0 0 0 0 60,000 0 0 200,000 0 0 60,000 0 200,000 0 0 0 137 Page 9 of 77 468 New Public Works Facility New Public Works Facility - Communications and Security New Public Works Facility Salt Shed and Commodities Area Fire Station #1 Heating and Air Conditioning Replacement ** Facility Assessment and Adjustment for Duty Crew ** Fire Station #1 Roof Replacement ** Carpet and Painting ** City Hall and PW Interior Painting City Hall Sidewalk and Curb City Hall Roof Replacement Police Department Roof Replacement City Hall Parking Lot chip Seal (7 years) City Hall Security Upgrades City Hall Furniture Improvement City Hall Breakroom & Wellness Room Communications Cubical LED Light Replacement * Solar Improvements (New PW) Building Generator (PW) Recreation Center (2700 Kelley Parkway) Future Facilities Improvements Total By Category City Hall Campus Public Works Building North Fire Station South Fire Station Recreation Center Unallocated Future Needs Totals By Funding Source Facilities Fund Fire Capital Fund Grants Totals * Item requires outside funding (Grants, Donations...) ** Items are 50/50 split with the City of Long Lake for fire related facility. Facilities Capital Improvement Plan Current Year 5-YearCIP 2025 2026 2027 2028 2029 12,120 1,200,000 89,000 30,000 400,000 Planning Period 2030 2031 2032 2033 2034 2035 42,500 320,000 209,000 35,000 45,000 30,000 40,000 50,000 13,370 10,000 10,000 60,000 300,000 2,800,000 300,000 300,000 30,000 79,490 $1,330,000 $380,000 $0 $919,000 $2,800,000 $300,000 $45,000 $300,000 $0 $72,500 78,370 40,000 380,000 12,120 1,260,000 0 89,000 30,000 0 0 0 0 0 0 0 0 0 0 79,490 $1,330,000 $380,000 90,490 1,270,000 375,000 89,000 30,000 0 0 30,000 5,000 0 219,000 0 0 45,000 0 0 300,000 0 0 0 0 0 400,000 0 0 0 0 0 0 0 0 0 0 0 0 2,800,000 0 0 0 0 0 0 300,000 0 300,000 0 $919,000 $2,800,000 $300,000 $45,000 $300,000 0 514,000 1,400,000 300,000 45,000 300,000 0 400,000 0 0 0 0 0 5,000 1,400,000 0 0 0 0 0 0 0 0 42,500 0 0 0 30,000 0 42,500 0 0 Page 10 of 77 469 Front Engine Station 2 (507) - Used Rosenbauer Brush/Medical Utility Station 2 (521) Fire Equipment/Apparatus (86% Estimate) Total Fire Capital Improvement Plan Current Year 5-YearCIP 2025 2026 2027 2028 2029 94,600 94,600 94,600 94,600 30,000 30,000 30,000 30,000 30,000 399,800 213,000 310,200 364,800 Planning Period 2030 2031 2032 2033 2034 2035 558,200 734,600 488,100 322,900 759,900 325,600 Page 11 of 77 470 County Road 112 Turn Back Holiday Decorations (64 Total) Totals Community Investment Capital Improvement Plan Current Year 5-Year CIP Planning Period 2025 1 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 150,000 * 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. Page 12 of 77 471 Streets Capital Improvement Plan Project Current Year 2025 2026 2027 5-Year CIP 2028 2029 2030 2031 2032 Planning Period 2033 2034 2035 Kelly Avenue (Lydiard, Carman, Lydiard circle) 750,000 Ferndale Road West 173,750 Dahl Road 123,000 Wildhurst Trail Cul-de-sac 51,750 North Arm Drive & Lane 1,014,100 Willow Dr (north Of CSAH6) 10,000 Spates and Railroad 85,700 Heritage Lane and Drive 611,100 Fagerness Point (Webb, Corral) 400,200 Linden Lane 79,400 Crestview Avenue 145,600 Old Long Lake Road 805,200 Hackberry (Hackberry Hill, Elm Ln, Maple Ln) 227,600 Spring Hill Road 529,500 Garden Court 92,300 Dickey Lake Drive and Pine Ridge Lane 398,400 Kelley Parkway (Stonebay to Willow) 205,000 Stubbs Bay North 270,600 Myrtlewood 92,300 Forest Lake Dr, Spruce Place, Loma Linda, Elmwood Ave 776,900 Cherry Ave, Maple Place, Minnie Ave, Cherry Ave 210,600 Birch Lane & Baulder Park 38,400 Mapleridge Lane 37,600 Fox Ridge Road 43,300 Farview Lane 222,100 Webber Hills and Shevlin Drive 326,400 Bohns Point Road and Lane 138,400 Park Drive and Orchard Beach Place 151,700 Casco Point (Casco Point Rd, Dunwoody, Ivy, Caxo Ave, Carmen St, Fredrick St, Ethel, Caroline) 876,900 Wear Lane and Circle 90,200 Rest Point Road and Circle 26,700 Barret Hanlon, Keane, Russel 47,500 Future road reconstructions/ M&O and Reclaims (per Year) 800,000 1,000,000 Preventive Maintenance 50,000 100,000 100,000 100,000 100,000 100,000 100,000 200,000 200,000 200,000 200,000 Brown Road North 375,900 Old Crystal Bay Road (Watertown to Fox) 570,300 McCulley Road 695,000 Watertown Road 168,200 Future MSA road projects (per year) 420,000 420,000 Totals Streets $1,524,400 $1,124,100 $1,846,700 $1,278,400 $1,325,200 $1,157,900 $1,507,500 $1,326,100 $1,496,900 $1,164,400 $1,200,000 Funding Source Pavement Management Fund 1,148,500 1,124,100 1,276,400 1,278,400 1,325,200 462,900 1,087,500 1,326,100 1,076,900 1,164,400 1,200,000 MSA Fund 375,900 0 570,300 0 0 695,000 420,000 0 420,000 0 0 Total $1,524,400 $1,124,100 $1,846,700 $1,278,400 $1,325,200 $1,157,900 $1,507,500 $1,326,100 $1,496,900 $1,164,400 $1,200,000 Page 13 of 77 472 Water System Work with Road Projects (Valve Replacements) Watermain Replacement CSAH 19 (Kelly Ave) Fire Hydrants Repairs Lead service inventory Navarre Waterplant Softener Valve Replacement North Water Tower deep clean/Inspection and repairs Water Meter Replacement Wellhead Protection Plan Updates Navarre Plant Control Upgrade South Tower Repaint and Rehabilitation Well #4 Inspection & Maintenance (every 10 yrs.) Watermain Replacement CSAH 19 (Maple Ridge to end) North Water Plant Painting South Water Plant Painting Well #1 Inspection and Maintenance (every 10 yrs.) North Water Plant Iron Filter North Waterplant Switch Gear Upgrade Well #2 Inspection and Maintenance (every 10 yrs.) Water Main Loop Concordia Water Supply Plan Update (with Comp Plan) North Well House Upgrade (Sewer) Well #3 Inspection & Maintenance (every 10 yrs.) Water SCADA Technology Upgrades Water Valve Replacements (5 / Year) Water Main Replacement/Rehab Totals Water Capital Improvement Plan Current Year 5-Year CIP 2025 2026 2027 2028 2029 2030 2031 900 3 5, 640 17,820 11,880 200,000 170,000 20,000 110,000 594,000 20,000 60,000 20,000 200,000 400,000 30,000 5,940 1,300,000 Planning Period 2032 2033 2034 2035 11, 200,000 0 20,000 230,000 20,000 10,000 20,000 75,000 27,800 28,600 29,500 30,400 31,300 32,200 33,200 34,200 35,200 36,300 900,000 $310,900 $641,800 $534,240 $509,500 $68,220 $273,180 $1,338,140 $33,200 $11,234,200 $935,200 $111,300 Page 14 of 77 473 Road Project Sanitary Adjustments Sewer Rehabilitation Sewer Meter installation (into Long Lake) Lift Station #5 Rehab + Wetwell I&I Rehab Lift Station #28 Rehab inc. Gen Replacement Lift Station #27 Rehab Lift Station #4 Rehab Lift Station #12 Rehab, inc. Generator Lift Station #22 Rehab Lift Station #26 Rehab inc. Gen Replacement Lift Station #18 Rehab inc. Gen Replacement Lift Station #23 Rehab Lift Station #6 Rehab inc. Gen Replacement Lift Station #TBD Rehab Lift Station #TBD Rehab inc. Gen Replacement Lift Station #TBD Rehab Lift Station #TBDRehab inc. Gen Replacement Lift Station Rehab (2 per year) Lift Station #18 Forcemain Replacement Sewer Main Replacements Totals Sanitary Sewer Capital Improvement Plan Current Year 5-Year CIP Planning Period 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 41,100 9,720 21,100 14,600 12,960 4,860 9,700 3,300 300,000 300,000 300,000 300,000 300,000 300,000 300,000 300,000 60,000 60,000 70,000 120,000 70,000 150,000 150,000 70,000 150,000 70,000 150,000 70,000 150,000 2035 12,500 12,500 12,500 300,000 300,000 300,000 130,000 133,900 137,900 142,000 146,300 320,000 350,000 $471,100 $879,720 $621,100 $534,600 $532,960 $524,860 $439,700 $437,200 $800,400 $454,500 $458,800 Page 15 of 77 474 Road Project Stormwater Improvements McCulley Road Outlet (SWMP 0-3) Casco Cove Outlet and Bioretention Basin (SWMP 0-2 & CB-3) Hackberry Park and Neighborhood Stormwater Improvements Surface Water Management Projects, Unnamed (Per Year) Pond Cleaning/Maintenance (1 every 3 years) Surface Water Management Plan Update (with Comp Plan) Storm Sewer Improvements/Replacements (Per Year) Totals Storm Sewer Capital Improvement Plan Current Year 5-Year CIP 2025 2026 2027 2028 2029 2030 2031 365,300 142,980 153,200 310,800 182,430 158,685 180,000 161,000 95,000 85,000 85,000 85,000 85,000 58,000 60,000 20,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 Planning Period 2032 2033 2034 2035 180,000 180,000 180,000 180,000 85,000 85,000 85,000 85,000 60,000 100,000 100,000 100,000 100,000 Page 16 of 77 475 Park Fund Expenditure Parks CIP Golf Course CIP - Parks Portion Other Expenditure Total Expenditure Revenue Grants and Donations Park Dedication Tax Levy Transfers In - Other Funds (Big Island) Interest Revenue (1) Total Revenue Change in Fund Balance Ending Balance Funds Summary Balance 12/31/24 $620,722 Table 1 Current Year 5 Year CIP Planning Period 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 130,195 974,500 242,800 150,000 185,000 850,000 120,000 225,000 320,000 50,000 600,000 0 0 0 0 0 20,000 0 0 225,000 50,000 0 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 5,000 135,195 979,500 247,800 155,000 190,000 875,000 125,000 230,000 550,000 105,000 605,000 4,045 340,400 0 0 0 0 0 0 0 0 300,000 15,190 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 200,000 190,000 250,000 250,000 350,000 400,000 450,000 500,000 500,000 500,000 500,000 0 0 0 0 0 0 0 0 0 0 0 17,400 21,700 9,100 9,800 13,200 18,700 5,300 15,500 24,400 23,900 36,800 236,635 562,100 269,100 269,800 373,200 428,700 465,300 525,500 534,400 533,900 846,800 101,440 1 (417,400) 21,300 114,800 183,200 (446,300)1 340,300 295,500 (15,600) 428,900 241,800 $722,161 1 $304,761 $326,061 $440,861 $624,061 $177,7611 $518,061 $813,561 $797,961 $1,226,861 $1,468,661 Lurton Park Fund Balance12/31/24 $36,929 Expenditure Parks CIP Other Expenditure Total Expenditure Revenue Operating Revenue (1) Grants and Donations Total Revenue Change in Fund Balance Ending Balance Table 2 Current Year 5 Year CIP Planning Period 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 0 0 20,000 0 0 20,000 0 0 20,000 0 0 2,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 2,000 1,000 21,000 1,000 1,000 21,000 1,000 1,000 21,000 1,000 1,000 28,840 24,000 24,720 25,462 26,225 27,012 27,823 28,657 29,517 30,402 31,315 500 500 500 500 500 500 1 500 500 500 500 500 29,340 24,500 25,220 25,962 26,725 27,512 28,323 29,157 30,017 30,902 31,815 27,340 23,500 4,220 24,962 25,725 6,512 27,323 28,157 9,017 29,902 30,815 $64,269 $87,769 $91,989 $116,951 $142,676 $149,188 $176,511 $204,668 $213,685 $243,588 $274,402 Page 17 of 77 476 Equipment Improvement Outlay Fund Expenditure Equipment CIP Transfer to IT Fund Total Expenditure Revenue Transfer in - General Fund Transfer in - Enterprise Funds Transfer in - Fleet Services Fund Sale of Equipment Interest Revenue(1) Total Revenue Change in Fund Balance Ending Balance IT Fund Expenditure IT CIP Operating Expenditure (1) Interfund Loan Payment (with interest) Total Expenditure Revenue Operating Revenue (2) Transfer In - General Fund, Central Service (est. 2026) Transfer In - General Fund Surplus Interfund Loan from PIR Fund Total Revenue Change in Fund Balance Ending Balance Balance 12/31/24 $690,098 Table 3 Current Year 5 Year CIP Planning Period 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 1,032,062 179,000 1,198,000 965,800 433,000 180,000 740,000 420,000 410,000 0 100,000 0 0 0 0 0 0 0 0 0 0 0 1,032,062 179,000 1,198,000 965,800 433,000 180,000 740,000 420,000 410,000 0 100,000 125,000 210,000 250,000 300,000 350,000 350,000 400,000 450,000 450,000 450,000 400,000 245,000 105,000 190,000 0 0 0 0 0 0 0 0 0 0 50,000 0 200,000 0 0 0 0 0 0 27,200 0 4,100 0 0 0 0 0 900 1,200 0 20,700 2,300 6,400 0 0 0 0 0 0 0 0 417,900 317,300 500,500 300,000 550,000 350,000 400,000 450,000 450,900 451,200 400,000 (614,162) 138,300 (697,500) (665,800) 117,000 170,000 1 (340,000) 30,000 40,900 451,200 300,000 $75,936 $214,236 ($483,264) ($1,149,064) ($1,032,064) ($862,064) ($1,202,064) ($1,172,064) ($1,131,164) ($679,964) ($379,964) Balance 12/31/24-$190,800 Table 4 Current Year 5 Year CIP Planning Period 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 112,700 65,000 141,500 40,000 57,500 40,000 158,500 95,000 53,500 55,000 128,500 532,700 736,030 758,111 780,854 804,280 828,408 853,260 878,858 905,224 932,381 960,352 0 0 0 0 0 0 0 0 0 0 0 645,400 801,030 899,611 820,854 861,780 868,408 1,011,760 973,858 958,724 987,381 1,088,852 513,850 683,900 752,300 827,500 852,300 877,900 904,200 931,300 959,200 988,000 1,017,600 0 35,000 35,000 35,000 60,000 75,000 100,000 100,000 100,000 100,000 100,000 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 513,850 718,900 787,300 862,500 912,300 952,900 1,004,200 1,031,300 1,059,200 1,088,000 1,117,600 (131,550) (82,130) (112,311) 41,646 50,520 84,492 1 (7,560) 57,442 100,476 100,619 28,748 ($322,350) ($404,480) ($516,791) ($475,145) ($424,625) ($340,134) ($347,694) ($290,252) ($189,776) ($89,157) ($60,409) Page 18 of 77 477 Police Capital Fund Balance12/31/24 $463,327 Table 5 Expenditure IT CIP - General Fund Portion Police CIP - General Fund Portion Police CIP - Capital Fund Portion Total Expenditure Revenue Transfer in - General Fund, Police Operating Budget Interest Revenue (1) Total Revenue Change in Fund Balance Ending Balance Drug and Felony Forfeiture Fund Expenditure Police CIP - Drug/Felony Forfeiture Fund Portion IT CIP - Drug/Felony Forfeiture Fund Portion Total Expenditure Revenue Miscellaneous Revenue Interest Revenue (1) Total Revenue Change in Fund Balance Ending Balance Current Year 5 Year CIP Planning Period 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 42,805 7,500 0 7,500 0 7,500 0 8,500 0 8,500 0 195,000 217,500 229,000 140,000 230,000 195,000 185,000 165,000 300,500 195,000 77,000 32,538 42,000 270,000 80,000 45,000 0 0 0 0 0 60,000 270,343 267,000 499,000 227,500 275,000 202,500 185,000 173,500 300,500 203,500 137,000 195,000 217,500 229,000 140,000 230,000 195,000 185,000 165,000 300,500 195,000 77,000 13,900 12,100 10,900 3,200 600 0 1 0 0 0 0 0 208,900 229,600 239,900 143,200 230,600 195,000 185,000 165,000 300,500 195,000 77,000 (61,443) (37,400) (259,100) (84,300) (44,400) (7,500) 0 (8,500) 0 (8,500) (60,000) $401,884 $364,484 $105,384 $21,084 ($23,316) ($30,816) ($30,816) ($39,316) ($39,316) ($47,816) ($307,816) Balance 12/31/24 $775,153 Table 6 Current Year 5 Year CIP Planning Period 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 0 0 200,000 0 0 60,000 0 200,000 0 0 0 32,099 0 0 0 0 0 0 0 0 0 0 32,099 0 200,000 0 0 60,000 0 200,000 0 0 0 32,700 0 0 0 0 0 0 0 0 0 0 23,300 24,000 24,700 19,400 20,000 20,600 19,400 20,000 14,600 15,100 15,500 56,000 24,000 24,700 19,400 20,000 20,600 19,400 20,000 14,600 15,100 15,500 23,901 24,000 (175,300) 19,400 20,000 (39,400) 19,400 (180,000) 14,600 15,100 15,500 $799,054 $823,054 $647,754 $667,154 $687,154 $647,754 $667,154 $487,154 $501,754 $516,854 $532,354 Page 19 of 77 478 Fire Capital Fund Balance12/31/24-$62,130 Table 7 Expenditure Fire CIP IT CIP - Fire Capital Portion Facilities CIP - Fire Capital Portion Total Expenditure Revenue Tax Levy Interest Revenue (1) Antenna Lease (1) Total Revenue Change in Fund Balance Ending Balance Facilities Fund Expenditure Facilities CIP Transfer Out - Debt Service Fund Transfer Out - Water Fund Total Expenditure Revenue Tax Levy Interest Revenue (1) Grants and Donations (including bonding bills) Transfer in - Water/Sewer/Storm Fund Transfer in - Community Investment Fund Total Revenue Change in Fund Balance Ending Balance Current Year 5 Year CIP Planning Period 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 124,600 524,400 337,600 434,800 394,800 558,200 734,600 488,100 322,900 759,900 325,600 0 25,000 23,500 70,000 0 0 0 23,500 0 0 0 89,000 30,000 0 0 400,000 0 0 0 0 0 42,500 213,600 579,400 361,100 504,800 794,800 558,200 734,600 511,600 322,900 759,900 368,100 300,000 460,000 535,000 580,000 600,000 600,000 600,000 600,000 600,000 600,000 600,000 (3,106) 4,000 500 5,700 8,200 2,600 3,900 0 2,600 11,000 6,600 111,000 0 0 0 0 0 1 0 0 0 0 0 407,894 464,000 535,500 585,700 608,200 602,600 603,900 600,000 602,600 611,000 606,600 194,294 (115,400) 174,400 80,900 (186,600) 44,400 (130,700) 88,400 279,700 (148,900) 238,500 $132,164 $16,764 $191,164 $272,064 $85,464 $129,864 ($836) $87,564 $367,264 $218,364 $456,864 Balance 12/31/24 $2,831,369 Table 8 Current Year 5 Year CIP Planning Period 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 90,490 1,300,000 380,000 0 519,000 2,800,000 300,000 45,000 300,000 0 30,000 0 0 100,000 100,000 185,000 185,000 185,000 185,000 185,000 185,000 185,000 1,000,000 0 0 0 0 0 0 0 0 0 0 1,090,490 1,300,000 480,000 100,000 704,000 2,985,000 485,000 230,000 485,000 185,000 215,000 225,000 225,000 300,000 400,000 450,000 450,000 450,000 450,000 450,000 450,000 450,000 84,900 61,500 32,000 32,100 42,100 35,900 2,900 6,200 17,300 21,100 33,900 0 30,000 5,000 0 5,000 1,400,000 0 0 0 0 0 0 0 0 0 0 0 143,000 143,000 143,000 143,000 143,000 0 0 146,716 0 0 0 0 0 0 0 0 309,900 316,500 483,716 432,100 497,100 1,885,900 595,900 599,200 610,300 614,100 626,900 (780,590) (983,500) 3,716 332,100 (206,900) (1,099,100)1 110,900 369,200 125,300 429,100 411,900 $2,050,779 $1,067,279 $1,070,995 $1,403,095 $1,196,195 $97,095 $207,995 $577,195 $702,495 $1,131,595 $1,543,495 Page 20 of 77 479 Community Investment Fund Balance 12/31/24 $342,316 Table 9 Expenditure Community Improvement CIP Transfer Out (to Facilities) and Close Out Fund Total Expenditure Revenue Tax levy Transfer In - Water/Stormwater Fund Interest Revenue(1) Total Revenue Change in Fund Balance Ending Balance Current Year 5 Year CIP Planning Period 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 150,000 62,000 0 0 0 0 0 0 0 0 0 0 0 146,716 0 0 0 0 0 0 0 0 150,000 62,000 146,716 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 10,300 6,100 0 0 0 0 1 0 0 0 0 0 10,300 6,100 0 0 0 0 0 0 0 0 0 (139,700) (55,900) (146,716) 0 0 0 0 0 0 0 0 $202,616 $146,716 $0 $0 $0 $0 $0 $0 $0 $0 $0 Permanent Improvement Revolving (PIR) Fund Expenditure Transfer to General Fund Interfund Loan to IT Fund Total Expenditure Revenue Interest Revenue(1) Interfund Loan Repayment from IT Fund Total Revenue Change in Fund Balance Ending Balance Balance 12/31/24 $603,430 Table 10 Current Year 5 Year CIP Planning Period 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 0 100,380 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 100,380 0 0 0 0 0 0 0 0 0 18,100 18,600 16,200 16,700 17,200 17,700 18,200 18,800 19,300 19,900 20,500 0 0 0 0 0 0 0 0 0 0 0 18,100 18,600 16,200 16,700 17,200 17,700 18,200 18,800 19,300 19,900 20,500 18,100 (81,780) 16,200 16,700 17,200 17,700 18,200 18,800 19,300 19,900 20,500 $621,530 $539,750 $555,950 $572,650 $589,850 $607,550 $625,750 $644,550 $663,850 $683,750 $704,250 Page 21 of 77 480 MSA Fund Balance 12/31/24 $390,327 State MSA Construction Balance 12/31/24 = $860,775 Table 11 Expenditure Streets CIP - MSA Portion Annual MSA Maintenance Payment to the City Transfer Out (Repayment to General Fund) Debt Service (interest) - from MSA maintenance account. Debt Service (Principal) - from MSA Construction Account Total Expenditure Revenue Yearly Allocation - MSA Maintenance Yearly Allocation - MSA Construction (State Held Funds) School Loan Repayment Total Revenue Change in Fund Balance Ending Balance Pavement Management Fund Expenditure Streets CIP - Pavement Management Portion Total Expenditure Revenue Tax Levy Interest Revenue(1) Transfer in- Water/Sewer/Storm Fund Total Revenue Change in Fund Balance Ending Balance 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 375,900 0 570,300 0 0 695,000 420,000 0 420,000 0 0 39,500 39,500 39,500 39,500 39,500 39,500 39,500 39,500 39,500 39,500 39,500 0 125,000 12 5, 000 125,000 12 5, 000 12 5, 000 12 5, 000 125,000 12 5, 000 125,000 12 5, 000 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 164,500 415,400 164,500 734,800 164,500 164,500 859,500 584,500 164,500 584,500 164,500 329,000 124,650 124,650 124,650 124,650 124,650 124,650 124,650 124,650 124,650 124,650 124,650 363,451 374,400 385,600 397,200 409,100 421,400 434,000 447,000 460,400 474,200 488,400 101,200 101,200 101,200 0 0 0 0 0 0 0 0 589,301 600,250 611,450 521,850 533,750 546,050 558,650 571,650 585,050 598,850 613,050 173,901 435,750 (123,350) 357,350 369,250 (313,450) (25,850) 407,150 550 434,350 284,050 $564,228 $999,978 $876,628 $1,233,978 $1,603,228 $1,289,778 $1,263,928 $1,671,078 $1,671,628 $2,105,978 $2,390,028 Balance 12/31/24 $942,004 Table 12 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 1,148,500 1,124,100 1,276,400 1,278,400 1,325,200 462,900 1,087,500 1,326,100 1,076,900 1,164,400 1,200,000 1,148,500 1,124,100 1,276,400 1,278,400 1,325,200 462,900 1,087,500 1,326,100 1,076,900 1,164,400 1,200,000 1,000,000 1,000,000 1,100,000 1,150,000 1,200,000 1, 224,000 1,249,000 1,274,000 1,300,000 1,326,000 1,353,000 28,300 36,900 38,800 41,000 48,100 52,200 81,900 95,100 101,900 117,400 131,500 407,300 152,700 209,940 325,400 213,210 175,425 195,640 183,300 192,500 192,500 192,500 1,435,600 1,189,600 1,348,740 1,516,400 1,461,330 1,451,625 1,526,540 1,552,400 1,594,400 1,635,900 1,677,000 287,100 65,500 72,340 238,000 136,110 988,725 439,040 226,300 517,500 471,500 477,000 $1,229,104 $1,294,604 $1,366,944 $1,604,944 $1,741,054 $2,729,779 $3,168,819 $3,395,119 $3,912,619 $4,384,119 $4,861,119 Page 22 of 77 481 Water Fund Balance12/31/24 $268,890 Table 13 Expenditure Water CIP IT CIP - Water Portion Operating Expenditure (3) Debt Service and Interest Payment Transfer to Equipment Improvement Outlay Fund Transfer to Pavement Management Fund Transfer to Facilities Total Expenditure Revenue Operating Revenues (3) Add back Depreciation (1) Transferin Assessments Antenna Lease (1) Federal/State Grants and Aid Total Revenue Change in Fund Balance Ending Balance Target Cash Reserve Projected Cash in Excess of Target Sewer Fund Expenditure Sewer CIP Operating Expenditure (3) Transfer to Equipment Improvement Outlay Fund Transfer to Pavement Management Fund Transfer to Facilities Total Expenditure Revenue Operating Revenues (3) Add back Depreciation (1) Assessments Federal/State Grants and Aid Total Revenue Change in Fund Balance Ending Balance Target Cash Reserve Projected Cash in Excess of Target 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 310,000 641,800 498,600 509,500 50,400 261,300 1,332,200 33,200 11,234,200 935,200 111,300 67,200 0 80,000 0 0 0 0 0 0 0 0 1,278, 900 1,279,350 1,318, 276 1,361,719 1,406, 608 1,452,989 1,496, 600 1,541,500 1,587,700 1,635,300 1,684,400 101,544 99,350 101,919 99,306 101,500 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 900 0 35,640 0 17,820 11,880 5,940 0 0 0 0 0 0 0 0 0 0 47,000 47,000 47,000 47,000 47,000 1,758,544 2,020,500 2,034,435 1,970,525 1,576,328 1,726,169 2,881,740 1,621,700 12,868,900 2,617,500 1,842,700 1,370,000 1,463,500 1,398, 333 1,520,589 1,600, 833 1,658,197 1,707, 900 1,759,100 1,811, 900 1,866,300 1,922, 300 195,000 225,000 231,800 238,800 246,000 253,400 261,000 268,800 276,900 285,200 293,800 1,000,000 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 114,330 117,760 121,293 124,931 128,679 132,540 136,516 140,611 144,830 149,175 0 0 0 0 0 0 1 0 0 10,500,000 0 0 2,565,000 1,802,830 1,747,893 1,880,682 1,971,764 2,040,276 2,101,440 2,164,416 12,729,411 2,296,330 2,365,275 806,456 (217,670) (286,542) (89,843) 395,436 314,107 (780,300) 542,716 (139,489) (321,170) 522,575 $1,075,346 $857,676 $571,134 $481,291 $876,727 $1,190,834 $410,534 $953,250 $813,761 $492,591 $1,015,166 827,508 977,888 877,056 3,035,412 3,122, 467 3,103,370 2,928,155 3,567,100 890,992 676,750 833,725 247,838 - - - - - - - 181,441 Balance 12/31/24 $1,643,823 Table 14 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 430,000 870,000 600,000 520,000 520,000 520,000 430,000 433,900 787,900 442,000 446,300 2,209,400 2,287,000 2,321,362 2,412,774 2,507,917 2,607,038 2,685,200 2,765,800 2,848,800 2,934,300 3,022,300 100,000 105,000 100,000 0 0 0 0 0 0 0 0 41,100 9,720 21,100 14,600 12,960 4,860 9,700 3,300 12,500 12,500 12,500 0 0 0 0 0 0 55,000 55,000 55,000 55,000 55,000 2,780,500 3,271,720 3,042,462 2,947,374 3,040,877 3,131,898 3,179,900 3,258,000 3,704,200 3,443,800 3,536,100 2,390,000 2,424,000 2,513,668 2,584,922 2,663,804 2,744,965 2,827,300 2,912,100 2,999,500 3,089,500 3,182,200 395,000 390,000 401,700 413,800 426,200 439,000 452,200 465,800 479,800 494,200 509,000 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 2,785,000 2,814,000 2,915,368 2,998,722 3,090,004 3,183,965 3,279,500 3,377,900 3,479,300 3,583,700 3,691,200 4,500 1 (457,720) (127,094) 51,348 49,127 52,067 1 99,600 119,900 (224,900) 139,900 155,100 $1,648,323 $1,190,603 $1,063,509 $1,114,857 $1,163,984 $1,216,051 $1,315,651 $1,435,551 $1,210,651 $1,350,551 $1,505,651 1,177, 750 1,098,341 1,087,974 1,165,339 1,174, 520 1,179,320 1,203, 470 1,243,750 1,179, 675 1,203,725 1,228, 250 470,573 92,263 - - - 36,731 112,181 191,801 30,976 146,826 277,401 Page 23 of 77 482 Storm Water Fund Balance12/31/24 $1,344,586 Table 15 Expenditure Storm Sewer CIP Operating Expenditure (1) Transfer to Equipment Improvement Outlay Fund Transfer to Pavement Management Fund Transfer to Facilities Total Expenditure Revenue Operating Revenues (3) Add back depreciation (1) Total Revenue Change in Fund Balance Ending Balance Target Cash Reserve Projected Cash in Excess of Target Golf Course Fund Expenditure Golf CIP Operating Expenditure (1) Total Expenditure Revenue Operating Revenues (1) Add back depreciation (1) Total Revenue Change in Fund Balance Ending Balance 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 100,000 356,000 158,000 205,000 185,000 245,000 185,000 185,000 245,000 185,000 185,000 495,700 561,850 476,054 490,722 507,480 524,559 540,300 556,500 573,200 590,400 608,100 145,000 0 90,000 0 0 0 0 0 0 0 0 365,300 142,980 153,200 310,800 182,430 158,685 180,000 180,000 180,000 180,000 180,000 0 0 0 0 0 0 41,000 41,000 41,000 41,000 41,000 1,106,000 1,060,830 877,254 1,006,522 874,910 928,244 946,300 962,500 1,039,200 996,400 1,014,100 790,000 891,100 916,886 946,678 974,343 1,007,672 1,037,900 1,069,000 1,101,100 1,134,100 1,168,100 70,000 71,500 73,600 75,800 78,100 80,400 82,800 85,300 87,900 90,500 93,200 860,000 962,600 990,486 1,022,478 1,052,443 1,088,072 1,120,700 1,154,300 1,189,000 1,224,600 1,261,300 (246,000) (98,230) 113,232 15,956 177,533 159,828 174,400 191,800 149,800 228,200 247,200 $1,098,586 $1,000,356 $1,113,588 $1,129,544 $1,307,077 $1,466,905 $1,641,305 $1,833,105 $1,982,905 $2,211,105 $2,458,305 370,263 314,614 323,681 335,870 340,140 33ZO75 336,125 343,300 332,600 337,025 341,575 728,324 685,743 789,908 793,674 966,938 1,134, 830 1,305,180 1,489,805 1,650,305 1,874,080 2,116, 730 Balance 12/31/24-$24,406 Table 16 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 15,000 127,000 113,000 115,000 730,000 360,000 0 150,000 225,000 100,000 0 440,330 488,550 503,200 518,300 533,800 549,800 566,300 583,300 600,800 618,800 637,400 455,330 615,550 616,200 633,300 1,263,800 909,800 566,300 733,300 825,800 718,800 637,400 452,650 515,500 531,000 546,900 563,300 580,200 597,600 615,500 634,000 653,000 672,600 0 5,600 5,768 5,941 6,119 6,303 6,492 6,687 6,887 7,094 7,307 452,650 521,100 536,768 552,841 569,419 586,503 604,092 622,187 640,887 660,094 679,907 (2,680) (94,450) (79,432) (80,459) (694,381) (323,297) 37,792 (111,113) (184,913) (58,706) 42,507 ($27,086) ($121,536) ($200,968) ($281,427) ($975,807) ($1,299,104) ($1,261,312) ($1,372,426) ($1,557,338) ($1,616,045) ($1,573,538) Page 24 of 77 483 Cable Fund Expenditure IT CIP - Cable Fund Portion Operating Expenditure (4) Transfer to IT Fund Total Expenditure Revenue Operating Revenues (4) Transfer In from General Fund Add back depreciation (1) Total Revenue Change in Fund Balance Ending Balance Fleet Fund Expenditure Transfer to Equipment Improvement Outlay Fund Operating Expenditure (1) Interfund Loan Payment (with interest) Total Expenditure Revenue Operating Revenues (2) Transfer in from General Fund Interfund Loan (Source TBD) Total Revenue Change in Fund Balance Ending Balance Balance 12/31/24-$18,008 Table 17 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 0 0 0 0 95,000 0 0 0 0 25,000 0 66,000 60,100 21,500 21,500 21,500 26,250 26,250 26,250 26,250 26,250 28,000 0 0 0 0 0 0 0 0 0 0 0 66,000 60,100 21,500 21,500 116,500 26,250 26,250 26,250 26,250 51,250 28,000 52,000 60,100 57,095 54,240 51,528 48,952 46,504 44,179 41,970 39,872 37,878 17,513 0 0 0 0 0 0 0 0 0 0 18,000 15,100 21,500 21,500 21,500 26,250 26,250 26,250 26,250 26,250 28,000 87,513 75,200 78,595 75,740 73,028 75,202 72,754 70,429 68,220 66,122 65,878 21,513 15,100 57,095 54,240 (43,472) 48,952 46,504 44,179 41,970 14,872 37,878 $3,505 $18,605 $75,700 $129,940 $86,468 $135,420 $181,924 $226,103 $268,073 $282,945 $320,823 Balance 12/31/24-$240,801 Table 17 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 0 0 50,000 0 200,000 0 0 0 0 0 0 441,000 487,150 501,800 516,900 532,400 548,400 564,900 581,800 599,300 617,300 635,800 0 0 0 0 0 0 0 0 0 0 0 441,000 487,150 551,800 516,900 732,400 548,400 564,900 581,800 599,300 617,300 635,800 260,250 471,150 518,300 570,100 587,200 604,800 622,900 641,600 660,800 680,600 701,000 0 75,000 100,000 100,000 100,000 50,000 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 260,250 546,150 618,300 670,100 687,200 654,800 622,900 641,600 660,800 680,600 701,000 (180,750) 59,000 66,500 153,200 (45,200) 106,400 58,000 59,800 61,500 63,300 65,200 ($421,551) ($362,551) ($296,051) ($142,851) ($188,051) ($81,651) ($23,651) $36,149 $97,649 $160,949 $226,149 NOTES: (1) Expenditures and Revenues are based on the City's 2026 draft budgets. For planning purposes, a 3% annual inflation factor has been used to project future amounts. (2) Revenue are based on the City's 2026 draft budget and for planning purposes, includes an adjustment of 10% within the 2027-2028 and an inflator of 3%for the remaining plan. (3) Expenditures and Revenues for 2025 are based on updated projections; 2026 is based on City's 2026 draft budget; 2027-2030 based on 2025 utility rate study; and future years based on a 3% annual inflation factor. (4) Assume cable franchise fees decrease over time by 5% and move ongoing operating expenditure to IT Fund, depreciation only increase when new projects comes on. Page 25 of 77 484 Equipment Capital Improvement Plan C f:R Scissor Lift Description: A scissor lift for safely reaching high areas within the facilities and to work safely on large trucks and equipment. Analysis of Need/Justification: The scissor lift would make working on large trucks and equipment much safer. When working on the large dump trucks, street sweeper, fire trucks, wheel loader and vac truck many times, staff have to stand on a 10-foot ladder while holding parts and tools. This lacks safety measure to prevent falling and does not comply with OSHA regulations. The scissor lift would help other public works divisions access parts and supply storage on the mezzanine areas as well as give employees and vendors better access to higher up repairs when necessary. This lift would reduce cost for future building repairs, upkeep, and yearly inspections. This lift will be used in all city facilities. Alternatives: Risk safety of employees while working in high reach areas with ladders. Rent scissor lift when needed which leads to longer lead times on repairs. Rent to own scissor lift. Budget and Funding: Source Amount Equipment Improvement Outlay Fund $ 21,000 TOTAL $ 21,000 CIP Section: Equipment 486 Utility Vehicle Description: Utility Vehicle Analysis of Need/Justification: Fleet department vehicle is a 2013 model and was repurposed originally from the utilities department. This vehicle has over 200,000 miles and over 14,000 engine hours. Current Utility Vehicle will be repurposed to the fleet department and a new utility truck would be purchased to provide the a more cost effective standard utility truck for staff. This option is cheaper and annual operating/maintenance cost would be more beneficial. Alternatives: Do not replace = high maintenance cost to keep running and lower resale value. The current fleet service truck would need extensive and costly frame repairs, as well as service body repairs and transmission repairs or replacement. Continued use of the current fleet service truck would cost about $12,000 in upcoming repairs, and has exceeded its life expectancy. Budget and Funding: Sewer Fund transfer into E10 Fund. Source Amount Equipment Improvement Outlay Fund $ 80,000 TOTAL $ 80,000 CIP Section: Equipment 712 C H A O T A N .b F O ig o 5-4 L E 5 of � 487 CIP Section: Equipment Hotsy Hot Water Pressure Washer Description: Purchase and mount a Hotsy 1260SSG gas -engine, oil -fired, belt -driven hot-water pressure washer on the new roll -off skid. Includes battery, rain diverter, downstream soap injection system, dual 100-ft hoses, 200-ft pivoting hose reel, and fittings for full plumbing integration. Analysis of Need/Justification: Replaces the existing failing unit that only produces half the pressure it was designed and purchased for back in 1991. Alternatives: Continue renting or using temporary trailer units (limited availability, higher per -use cost, longer setup time) or delay purchase (reduced flexibility). Budget and Funding: Stormwater Fund transfer into the DO Fund. Capability to use across other departments (parks, utilities and street). Source Amount Equipment Improvement Outlay Fund $ 18,000 TOTAL $ 18,000 Note: To purchase with Roll -Off Skid. Current Unit Example of New Unit Equipment Roll -Off Skid Description: Fabricate a roll -off skid (12' class) to mount the City's existing water tank and a new Hotsy hot-water pressure washer, creating an all -in -one, deployable unit. The skid will include a bulkhead, stake pockets/rub rails, diamond plate deck, rear rollers, and plumbing connections for suction/return to tank, hose reels, and cold - weather controls. Analysis of Need/Justification: Increases winter response capability (thaws culverts faster), improves safety and uptime compared to the current setup, where staff must load a trailer with the water tank and pressure washer, secure everything by hand, and tow it to each site. The roll -off configuration enables rapid deployment, reduces setup time, and provides a shared asset for multiple departments. CIP Section: Equipment Alternatives: Continue renting or using temporary trailer units (limited availability, higher per -use cost, longer setup time) or delay purchase (reduced flexibility). Example concept: self-contained hot-water pressure washer skid with integrated water tank. Budget and Funding: Stormwater Fund transfer into the E10 Fund. Capability to use The City's design will differ but serve the same across other departments (parks, utilities and street). all -in -one purpose for culvert steaming, lift - station cleaning, and park maintenance. Source Amount Equipment Improvement Outlay Fund $ 7,000 TOTAL $ 7,000 Note: To purchase with Hotsy Pressure Washer 489 Hot Patch Skid Unit Description: Hot Patch Truck Unit Analysis of Need/Justification: Current hot patch truck, Unit 432, is a 1999 model, approximately 26 years old. Staff is seeking to eliminate the chassis and utilize a roll - off hot patch skid system that would be use on existing dump truck unit 425. This is more cost effective to utilize a current truck that has the capability to switch body types. Alternatives: To attach a new hot patch body onto the existing chassis. However, the chassis brand currently used is no longer in production (since 2009) and is harder and more costly to obtain. Budget and Funding: Order Delivery and Acquisition 2026 2028 Source Amount Equipment Improvement Outlay Fund $ 200,000 TOTAL $ 200,000 CIP Section: Equipment 490 Equipment Trailer Description: Heavy duty trailer to haul equipment such as utility easement machine, street asphalt roller, golf course mowers and golf carts. Analysis of Need/Justification: Staff is looking to replace the current heavy duty equipment trailer that is going on 12 years old and has seen heavy usage over the years. The current trailer does not meet DOT safety regulations. Alternatives: The current trailer is in need of a complete restoration that will be costly, including sandblasting, repainting, new brakes, bearing suspension components, lights, tires, rear ramp, fender replacement, and frame crossmember repair/replacement. Staff can continue to use current trailer at minimal status until rehabilitation or replacement occurs. Budget and Funding: Source Amount Equipment Improvement Outlay Fund $ 30,000 TOTAL $ 30,000 CIP Section: Equipment Current Unit Example of New Unit I, .X CIP Section: Equipment Asphalt Planner 18" Description: Purchase 18" High -Flow Cold Planer attachment for skid steer operations (18-inch cutting width). Analysis of Need/Justification: Enables in-house milling for asphalt patches, utility cuts, and edge repairs; reduces hired services, improves response time and productivity. Also used around manholes to adjust the height of road iron, improving ride quality and reducing snowplow damage on city streets. Alternatives: Contract out milling work, Rent unit or delay purchase (higher maintenance and mobilization costs; reduced flexibility). Budget and Funding: Source Amount Equipment Improvement Outlay Fund $ 18,000 TOTAL $ 18,000 492 Dump Truck with Plow and Sander CIP Section: Equipment Description: Tandem axle roll -off hook truck with plow and sander set-up. Analysis of Need/Justification: This unit will replace Unit 424, which is the City's oldest plow truck with a roll -off style system. Staff is looking into a more universal vehicle with the capability of having different body attachments available. This includes hot patch, flat bed, dump body. This would allow pre-treatment of roads, assist with street sweeping and tree trimming. Staff is looking at tandem axle truck versus the current single axle truck so that more material can be hauled in each load to assist with water main breaks and street plowing operations. Alternatives: Refurbish Unit 424 to last a few more years. This would lack universal capability for year-round operations and does not meet safety standards to haul heavier and bigger loads, such as for water main breaks and snow plowing. Budget and Funding: Order Delivery and Acquisition 2026 2028 Source Amount Equipment Improvement Outlay Fund $ 395,000 TOTAL $ 395,000 493 Street Sweeper Description: Street sweeper Analysis of Need/Justification: To replace Unit 460, which is a 2016 Elgin Pelican Street Sweeper. The waterless street sweeper will be 10 years old and at the end of its reliable life expectancy. This sweeper has an average annual parts replacement cost of $10,000 per year and was an experimental design that is a rare style unit making parts availability uncommon, causing long down -time and high repair part costs. The unit is inefficient and causes duplicate efforts sweeping each streets up to 3 times to pick up leaves and debris. New models have upgrades making them more efficient and cost effect to operate and outperforms old models giving streets and the environment a better finished product. New models will prove better at keeping leaves and debris from entering the City's stormwater systems. Alternatives: Do not replace= high maintenance cost (average of $10,000 per year), continued down time waiting for parts to arrive that are not stocked from vendors. More staff time to operate current unit. Budget and Funding: Source Amount Equipment Improvement Outlay Fund $ 350,000 TOTAL $ 350,000 CIP Section: Equipment Current Unit Example of New Unit 494 Community Investment Capital Improvement Plan Holiday Decoration Replacement CIP Section: Equipment Description: Purchase 64 Lighted holiday decoration to be mounded on existing street lights. Analysis of Need/Justification: The City Council established back in 2018 the desire to light the city for the holiday season. This started in the Navarre area and has been expanded to Old Crystal Bay Road North and the Wayzata Blvd corridor as decorative street lights were added as part of road improvement projects. There is a combination of lighted Snow Flakes, lighted wreaths and lighted pole wrapping on the existing poles. 2025 brought on 14 additional street light along Wayzata Blvd from Old Crystal Bay Road to Willow Drive. The earlier purchases are starting to fail and light bulb sockets wires and the frames are rusting. Alternatives: Replace as they fail, purchase over multiple years, lose out on quantity discount. Budget and Funding: Source Amount Capital Investment Fund $ 62,000 TOTAL $ 62,000 496 Streets Capital Improvement Plan 497 2026 Streets Improvement Project Scope: This project includes the reclamation of the North Arm Drive, the reconstruction and widening of North Arm Lane and the provision of a walking trail along the southern portion of North Arm Drive. Willow north of 6 will include a Mill and overlay and be done with the City of Medina. Analysis of Need/Justification: A preliminary plat has been approved for the north end of North Arm Lane, which is very narrows necessitating a widening project to ensure two vehicles may safely pass one another. The provision of the walking trail along the southern end of N Arm is identified as a priority within the Comp Plan. The City of Medina is projecting a Mill and Overlay for Willow drive within their community and has offered to include the short stretch with in Orono north of County Road 6. Alternatives: The design work for these streets was approved in 2025 and is underway. Timeline and Budget: Design Construct 2025 2026 $184,000 $1,072,800 Funding: Source Amount Pavement Fund $ 1,024,100 Stormwater Fund $ 142,980 Sewer Fund $ 9,720 Parks Fund (Trail) $80,000 TOTAL $ 1,256,800 CIP Section: Streets Location: North Arm Drive and trail. Willow North of CSAH 6 1 1 E E E E E� E 1 N Arm Or W z f 1 1 Sain St t .�` 1 y � m rn E al � s.1 0 1 °tno 1 1 1 W Brach Rd 1 1 103°R 7aa9h 498 CIP Section: Streets 2027 Streets Improvement Project Scope: This project includes the resurfacing of Heritage Lane and Drive. Spates and Location: OCB (Watertown to Fox), Heritage Land and Drive, Railroad Avenues will be milled and overlaid. The Eagerness Point Roads will be milled and The Eagerness point roads, Spates Avenue, Railroad Avenues. overlaid with curb and gutter added where beneficial. ��syt Analysis of Need/Justification: Heritage has a pavement condition Index (PCI) of 56. The Fagerness Point Roads have PCIs in the 60s. Spates has a PCI of 65 with significant deterioration near the CSAH 15 intersection. The MCES sewer work may delay Spates and Railroad Avenues. Alternatives: Other streets could be chosen however these are in need. Timeline and Budget: Funding: ""�> Design Construct �* C ak 2026 2027 $208,000 / $1,178,340 Source Amount Pavement Fund $ 1,176,400 MSA Fund $ 570,300 Stormwater Fund $ 153,200 Sewer Fund $ 21,000 Water Fund $ 35,640 TOTAL 1 $ 1,386,340 I.,oan • Lvk, WBay Long Iake Long takeun"Clurtry Club t="Atry club Road west Boy [rysral eay Heritage Ln and Or Minnetonka Beach Spates and Railroad Fagerness Point L oJvyrtte May eig Island , ''— Bay Deephav 499 Source Amount Pavement Fund $ 1,176,400 MSA Fund $ 570,300 Stormwater Fund $ 153,200 Sewer Fund $ 21,000 Water Fund $ 35,640 TOTAL 1 $ 1,386,340 I.,oan • Lvk, WBay Long Iake Long takeun"Clurtry Club t="Atry club Road west Boy [rysral eay Heritage Ln and Or Minnetonka Beach Spates and Railroad Fagerness Point L oJvyrtte May eig Island , ''— Bay Deephav 499 I.,oan • Lvk, WBay Long Iake Long takeun"Clurtry Club t="Atry club Road west Boy [rysral eay Heritage Ln and Or Minnetonka Beach Spates and Railroad Fagerness Point L oJvyrtte May eig Island , ''— Bay Deephav 499 CIP Section: Streets 2028 Streets Improvement Project Scope: This project includes the reclamation of the Old Long Lake Road. Myrtlewood will be reclaimed. Crestview Avenue will be reclaimed and Storm sewer installed . The Hackberry Neighborhood will be reclaimed and include stormwater improvements. Analysis of Need/Justification: Old Long Lake Road has a PCI of 61 with sections in very poor condition. We are coordinating with Wayzata to include their short section of Old Long Lake Road into the project. The Hackberry neighborhood is in need of some stormwater improvements and could be tied into the park improvement project. Alternatives: Other streets could be chosen however these are in need. Timeline and Budget: Design Construct 2027 2028 $226,000 $1,277,800 / Funding: Source Amount Pavement Fund $ 1,178,400 Stormwater Fund $ 310,800 Sewer Fund $ 14,600 State Park Road Account Program $ TBD TOTAL $ 1,503,800 Location: Old Long Lake Road, Myrtlewood, Crestview Avenue and the Hackberry Neighborhood. °Yz s Moo,; HIII long ' �— loke voaz�r Long Lake / 4 wayzara •\ c ntryclub oodhlll Hackberry, Maple and °°^Lirr cw no Elm Old Long Lake Road q a,owds Crestview - "`' B°y ► Smifh Cr ysr°1 BOy R°y Minnetonka Beach Old Long Lake Spring Park Soy Road may be h.9W.,°d eligible for a state � eoy" I� grant as it provides access Deephave to Wood -Rill SNA 500 CIP Section: Streets 2029 Streets Improvement Project Scope: This project includes the reclamation of the Spring Hill Road, Dickey Location: Garden Court, Dick Lake and Pine Ridge, Spring Hill Road. Lake Road and Pine Ridge Lane as well as the mill and overlay of Garden Court and the east end of Kelley Parkway. - �aYi � uoorr L°k Analysis of Need/Justification: Spring hill Road has a PCI of 62 with heaving at SPn.gHill Golf Club the stormwater crossings. Dickey Lake Road has a PCI of 59. Garden Court has -I Long a PCI of 58. . �� �— L°ke Spring Hill Road Alternatives: Other streets could be chosen however these are in need. Timeline and Budget: Funding: Design Construct v0 0 2028 2029 $216,000 $1,223,410 Source Amount Pavement Fund $ 1,226,200 Stormwater Fund $ 182,430 Sewer Fund $ 12,960 Water Fund $ 17,820 TOTAL $ 1,439,410 no tlale Road W— I- 'aeowns Boyy Noere `her -- 5,„rrn Garden Court cry:r° aoy B°y Minnetonka `` Beach Spring Park L°�°yerre e°y 6'g WdnA Cnr°ian 9 °y DeephaVg 501 CIP Section: Streets 2030 Streets Improvement Project Scope: This project includes the reclamation of the Stubbs Bay Road North and Location: Old Long Lake Road, Myrtle wood, and Crestview Avenue. the Mill and Overlay of McCully Road and Myrtlewood road. w _ Analysis of Need/Justification: Stubbs Bay Road N has a PCI of 62. McCulley Road has a PCI of 65. Myrtlewood has a PCI of 64. $/1 Alternatives: Other streets could be chosen however these are in need.ZTimeline and Budget: Stubbs Bay Funding: Design Construct 2029 2030 $185,000 > $1,048,325 Source Amount Pavement Fund $ 362,900 VISA Fund $ 695,000 Stormwater Fund $ 158,685 Sewer Fund $ 4,860 Water Fund $ 11,880 TOTAL $ 1,233,325 Bny Minnetonka Beach Spring Park Lnjur�'rte 4 try BnY Moon ! ak, HIII J Long Lake f0l2jt Long Lake / uayzata \ L ntry Club ond1 z auntry PW± Myrtlewood adage Road West Browns Bdy Deephave 502 Water Capital Improvement Plan 503 CIP Section: Water Wellhead Protection Plan Part 2 Scope/Analysis of Need/Justification: The project consists of updating the Well Head Protection Plan to comply with rules for protection of the drinking water supply. Due to be redone every 10 years. Well Head Pratection Plan Part two of the plan includes an inventory of potential contamination sources and actions the City will take to address the potential contamination sources and protect the drinking water supply. Part two of the plan also includes strategies for enhancing public education regarding wellhead protection and the City's water supply. Alternatives: None, Required by State Statute. Minnesota Rules 4720.5511 to 4720.5590. Budget and Funding: Source Amount Water Fund $ 20,000 TOTAL $ 20,000 Note: This is not a capital project but as it requires a reasonably large expenditure of funds in support of the water system, staff track it in the CIP. PROTECTION �� � r µPi. WHNPz aWSMC 504 Navarre Water Plant Motor Control Center (MCC) Upgrade CIP Section: Water Scope: This project includes the replacement/ upgrade of the switch gear for the Navarre Water Plant. Analysis of Need/justification: The existing switch gear are at the end of it life. the components have corrosion caused from the chemicals in the water plant and soon NMI will no longer be able to get parts for repairs. W-, -t Alternatives: Delay — Switch gear failure would result in a emergency replacement. Added maintenance costs. Timeline and Budget: Funding: Design and Replacement Engineering O O 2025 2026 $110,000 $594,000 Source Amount Water Fund $ 704,000 TOTAL $ 704,000 fl 505 Water Valve Replacements Scope: This project includes the replacement of 5 water valves per year. Analysis of Need/Justification: Each year the utilities department tests and exercises the water valves through out the two systems. Many valves are original to the 1970s system. On average, 4 are found to need replacement. Alternatives: Added maintenance costs, increased water outages. Budget and Funding: Source Amount Water Fund $ 27,800 TOTAL $ 27,800 CIP Section: Water 0 8 �«W o _ sa s �ea �a> 506 Sanitary Sewer Capital Improvement Plan 507 CIP Section: Sanitary Sewer 2025 Sanitary Sewer Improvement Project Scope: This Sanitary Sewer Rehabilitation project will consist of Cured in Place Pipe (CIPP) lining of infiltration susceptible sanitary sewer pipes, manhole reconstruction, and lid replacement. Analysis of Need/Justification: The purpose of the project is to reduce Inflow and Infiltration (I&I) into the Sanitary sewer systems and extend the life to the existing pipes. The lining process creates and new durable pipe within the older pipe at a much reduced cost from open curing or directionally drilling in order to replace the older pipe. Alternatives: Defer maintenance or reduce scope -increase I&I and sewer issues Budget: $300,000 Funding: Project is funded by the Sewer Fund and MCES Grant Source Amount Sewer Fund $ 300,000 TOTAL $ 300,000 Location: Southern Sanitary Sewer System. 508 CIP Section: Sanitary Sewer Sewer Meter Installation (into Long Lake) Scope: This project install meters on the sewer lines that connect Orono residents to the Long Lake Sanitary system. Analysis of Need/Justification: Long Lake has concerns about I&I coming from Orono into their system. Currently volumes are estimated. Meters would allow real-time monitoring of flow. The meters would be critical if we changed our billing practice with Long Lake and paid only for measured flow. Alternatives: Defer —Continue current practices. Budget: $60,000 Item(s) Amount Sewer Meters (into Long Lake) $ 60,000 TOTAL $ 60,000 Funding: Sewer Fund 509 Lift Station 12 Upgrade Scope: Replace control panel , pumps and related piping, including generator. Analysis of Need/Justification: The city has 47 lift stations. 2-3 get upgraded per year, based on a number of criteria including but not limited to: Age of the assets, Pumps, piping and controls, maintenance costs and life cycle and annual inspection results. Alternatives: Added maintenance costs. Budget and Funding: Place the order for the components in the Winter of 2025 with rehabilitation to happen in the summer of 2026. Source Amount Water Fund $ 120,000 TOTAL $ 120,000 CIP Section: Sanitary Sewer Location: Approximate Location F- 510 Lift Station 22 Upgrade Scope: Replace control panel , pumps and related piping, including generator. Analysis of Need/Justification: The city has 47 lift stations. 2-3 get upgraded per year, based on a number of criteria including but not limited to: Age of the assets, Pumps, piping and controls, maintenance costs and life cycle and annual inspection results. Alternatives: Added maintenance costs. Budget and Funding: Place the order for the components in the Winter of 2025 with rehabilitation to happen in the summer of 2026. Source Amount Water Fund $ 70,000 TOTAL $ 70,000 CIP Section: Sanitary Sewer Location: Approximate Location 511 CIP Section: Sanitary Sewer Cherry Place Force Main Replacement Scope: This project will replace aging force main for Lift Station 18 Cherry Place. Analysis of Need/Justification: The force main in question extends 800 feet from Cherry Place to North Arm Drive. The pipe is cast iron and was installed in 1970 and has experienced a number of breaks over the past few years. Alternatives: Defer — increase chance of unexpected lift station failure. Budget: $320,000 Item(s) Amount Force Main Replacement Cherry Place $ 320,000 TOTAL $ 320,000 Funding: Sewer Fund 512 Storm Sewer Capital Improvement Plan 513 CIP Section: Storm Sewer Casco Cove Stormwater Improvement Scope: Construct a bioretention basin and outlet control structure. Analysis of Need/Justification: The improvement intends to address flooding potential, adequately convey runoff and improve water quality. The current stormwater infrastructure is insufficient to address localized flooding issues and offers limited to no treatment prior to release into lake Minnetonka. This project need was identified in the City's Surface Water Management Plan. Alternatives: Do not proceed with project. Without the project the flood mitigation and water quality goals outlined in the SWMP will not be realized Budget: $161,000 Design PlanA>A > J 2019 Funding: Stormwater Fund Location: Vicinity 2900 Casco Point Road 514 Parks Capital Improvement Plan 515 CIP Section: Parks Hackberry Improvements Scope: Construct a multi -use field, renovate a tee -ball field, build parking lots, and Location: 170 Hackberry Hill. improve drainage. Justification: Hackberry Park has suffered from poor drainage and sub -standard field conditions. Parking has also been a hindrance when used by different sports organizations. The project will allow for improved drainage, safer field conditions, and more efficient parking. Ideally coordinated with and area stormwater and pavement improvement project. Alternatives: Do not proceed with project. Cancelling the project will impact how the park is used. Without the project, the tee -ball fields and multi -use field will continue to struggle with poor drainage and playing conditions. n Construct Timeline and Budget: Plan>Y2025 2023 2026-2027 $10,00000 $962,800 Funding• Source Amount Parks Fund $ 624,600 Stormwater Fund $ 95,000 Donations $ 40,400 Grants $ 300,000 TOTAL j $ 1,060,000 516 CR 6 Trail Improvement Scope: Resurfacing of Trail between OCB and Willow on CR 6 Trail. Justification: Scheduled maintenance to ensure quality trails. Alternatives: Defer Maintenance, increased deterioration to trail surfaces Budget and Funding: Source Amount Parks Fund $ 73,500 TOTAL $ 73,500 CIP Section: Parks Location: County Road 6 Trail (OCB — Willow). 517 Antoine Park Upgrades Scope: Develop a vision to refresh park features and amenities Justification: Park is widely used by neighbors and could benefit from a refresh of equipment and layout. Part of a larger goal to refresh playground equipment throughout the City. Alternatives: Do not proceed with project. Continued decline in playground equipment, open space, and surrounding amenities. Timeline and Budget: Plan Dee�sign Construct 2025 2027 2028 $7,500 $7,500 $85,000 Funding• Source Amount Parks Fund $ 100,000 Grants $ TOTAL $ 100,000 CIP Section: Parks Location: Fagerness Point Road and Corral Road. 518 Dock Replacement Scope: The project would include replacing the dock located at 3599 Bayside Road at the Stubbs Bay Lake Access Point, with a new dock and using pieces of the that current dock to improve other docks. Justification: Docks have about a 15 year life span and this particular has reached the end of its useful life due mostly to age and use. This is a highly used dock for fishing by the neighborhood. A replacement improves public safety, ADA access, and community enjoyment of the lakes. Using a environmentally sensitive design will protect shoreline and water quality. It also supports city goals for sustainable infrastructure and quality public facilities Alternatives: Continue temporary repairs to maintain use, at an increased cost and reduced safety. Dock area could close or be restricted if structural conditions worsen. Timeline and Budget: Ordered Winter 2025 for installation in Spring 2026. Funding: Source Amount Parks Fund $ 10,000 TOTAL $ 10,000 CIP Section: Parks Location: Stubbs Bay Dock (Near Bederwood Park). 6U61 CIP Section: Parks Lake Access Refresh Scope: The project would include refreshing lake access points throughout the city Location: Lake Access points throughout the city. with gravel, signs, fencing and gates where needed. Justification: Having upgraded lake access points would improve safety and accessibility for residents, replace aging infrastructure, enhance user experience and community aesthetics. Improved lake access sites will also help protect water quality and reduce shoreline erosion which supports our commitment to preserving natural resources and recreation. Alternatives: Use currently dwindling supplies of marking signs and fencing until they are exhausted. Reduced safety and accessibility for residents and visitors. Budget and Funding: Supplies will be ordered in the Winter and Spring for use throughout 2026 and beyond when needed. Source Amount Parks Fund $ 10,000 TOTAL $ 10,000 520 Trash and Recycling Can Scope: The project would include purchasing dedicated trash cans for parks and beaches, branded for Orono. Justification: There was a directive from council to incorporate receptacles better represented the aesthetic of the city. Alternatives: Plan could be implemented in stages and evaluated at parks having the most need rather than at all parks. If not allocated current trashcans serviced by Randy's would be utilized. Timeline and Budget: Ordered Winter 2026 for installation in Spring 2026. Funding• Source Amount Parks Fund $ 41,000 TOTAL $ 41,000 CIP Section: Parks Location: City Parks and Beaches. 521 Park Amenities Improvement Scope: The project would include improvement of park amenities at all parks and beaches. Justification: There has been a desire and need from Council and Parks Commission to bring City parks up to an established standard of amenities and maintenance level. Alternatives: Staff will continue to make upgrades and improvements through the parks operating and capital budget over a longer timeframe, some aspects like new picnic tables would not be available. Timeline and budget: Amenities would be purchased and installed throughout 2026. Funding• Source Amount Parks Fund $ 40,000 TOTAL $ 40,000 CIP Section: Parks Location: City Parks and Beaches. l Orono Parks Park Rules 522 Golf Course Capital Improvement Plan 523 CIP Section: Golf Course Cart Path Improvements Description: Phased plan to improve cart paths and landing pads. Location: Golf Course Hills and Gathering Areas Analysis of Need/Justification: Sloped areas without proper cart paths are "serious" safety concerns. Ability to provide collection areas near tees and greens to improve turf conditions and cart accessibility. Alternatives: Added maintenance costs, increased chance of damage or personal injury. Timeline and Budget: Ordered Winter 2026 for use in Spring 2026 when course is open. Budget and Funding: Source Amount Golf Course Fund $ 12,000 TOTAL $ 12,000 524 CIP Section: Golf Course Golf Course Rough Mower Description: Purchase a replacement rough mower for the golf course, and trade in Location: To be used at the Orono Orchard Golf Course. the old mower. Analysis of Need/Justification: The current mower was purchased used as a emergency replacement after an order for new rough mower was cancelled during covid. Current mower has 5,000 hours on it, the engine is reaching the end of it's use. All five mowing decks need to be replaced or repaired at $5,000 per deck. Hydraulic system is showing age and reliability will be a growing concern. Steerage linkage and joints are getting worn and will need to be replaced next season. The new mower could also be used for mowing parks and fields if we decide to bring mowing in house. The new mower will also improve course playability, improve efficiency, reduce emissions and lower long term costs. Alternatives: Continue using the existing mower resulting in increased maintenance costs and reduced productivity, mowing frequency reduction which would lead to declines in turf quality and user experience. Timeline and Budget: Ordered Winter 2026 for use in Spring 2026 when course is open. Funding: Source Amount Golf Course Fund $ 115,000 TOTAL $ 115,000 404-i IT Capital Improvement Plan 526 CIP Section: IT Network Switches Description: Replacement of Network Switches, 4 total, 3 on the city side and 1 on Location: City Hall and Police Department. the Police side that allows body cam footage to be uploaded. Analysis of Need/Justification: Network switches are devices that connect multiple hardware components in a network like computers, printers, servers, enabling them to communicate and share resources. Basically it is how the computers, Voip phones and such get connected to the network. The need for replacement is that the ones we have now are 7 years old, we have these on a 5-6 year replacement and are already over that time. As we all know, technology changes quickly and does have a shelf life not only for potential breakdowns but for changes needed in security. Older switches are not always capable of the needed upgrades/patches for keeping the city's network as secure as possible. Alternatives: Delay replacement = risk network failure. Budget and Funding: Source Amount Equipment Improvement Outlay Fund $ 45,000 TOTAL $ 45,000 527 Fiber -Willow Fire Station Description: Install of fiber to Willow Fire Station. Analysis of Need/Justification: Faster internet connection, this would increase connectivity speed from 100 Mbps to 100 Gbps. The radio wave technology is less reliable and becoming extinct. Alternatives: Current system is not a reliable option and does not provide the ability to have the station act as an emergency operations center. Budget and Funding: Total project is anticipated to be $50,000 with cost to be split 50/50 with the City of Long Lake per JPA agreement. Source Amount Fire Capital Fund $ 25,000 TOTAL $ 25,000 CIP Section: IT Location: Willow Fire Station. 528 MDC Replacement Description: The replacement of 2 Squad Car MDC's (Laptops). Analysis of Need/Justification: Standard replacement of squad car MDC's. Alternatives: Costly disruptions, lost productivity, and increased vulnerability. Budget: Item Amount Each Total Tough Books $ 3,750 $ 7,500 TOTAL $ 7,500 Funding: Source Amount Police Capital Fund $ 7,500 TOTAL $ 7,500 CIP Section: IT New MDC Old MDC 529 Police Capital Improvement Plan 530 Patrol Vehicles Description: Procure 4 police vehicles. Analysis of Need/Justification: 3-4 current police vehicles are in need of replacement. These were purchased in 2018/2021 and will have 95,000+ miles and 1800+ hours of idle time. Vehicle powertrain warranty ends at 100,000 miles. For a replacement, we propose to purchase similar vehicles to include Chevrolet Tahoe/Ford Interceptor. Alternatives: Do not replace= high maintenance cost to keep running and lower resale value Budget: Funding• Item Amount Each Total Vehicle Purchase (3 Ford Interceptors) $ 44,000 $ 132,000 Set-Up/Outfitting $ 21,000 $ 63,000 Vehicle Purchase (1 Inventory) w/ Set -Up $ 45,000 $ 45,000 TOTAL $ 240,000 Source Amount General Fund $ 220,000 Police Capital Fund $ 20,000 TOTAL $ 240,000 CIP Section: Police 531 Portable Radios Description: Procure 3 Portable Radios. Analysis of Need/Justification: The Portable radio is a critical piece of equipment for maintaining communication. Motorola will no longer support these radios after 2025. Currently, there are 3 portable radios that will need to be replaced soon. Budget: Funding: Item Amount Each Total Portable Radios and Accessories $ 6,500 $ 19,500 TOTAL $ 19,500 Source Amount Police Capital Fund $ 19,500 TOTAL $ 19,500 CIP Section: Police 532 Facilities Capital Improvement Plan 533 Salt Shed and Commodities Area Description: Plan to construct a salt and commodity area west of the new public works building. Analysis of Need/Justification: Improved efficiencies with commodities and salt access closer to operating facility. Alternative: Continue to use existing site. Budget: Design Construct 00 0 2025-2026 2026 $68,050 $1,131,950 Funding: Source Amount Facility Capital Fund $ 1,200,000 TOTAL $ 1,200,000 CIP Section: Facilities Location: West of Public Work Building at 365 Old Crystal Bay Rd. N. 534 CIP Section: Facilities City Hall Furniture Improvement Location: City Hall. Description: Replace City Hall office desk furniture. There are 13 offices with outdated furniture that would be replaced. Analysis of Need/Justification: The majority of the current desk furniture in City Hall offices are original 1992 purchased furniture with the construction of the building. Staff is looking to replace the desks in these 13 offices with something more suitable for employee morale, health and functionality. The current design does not provide ergonomic capability, such as sit and stand options that promote better health, easier modification for each individual's needs, and improved productivity. Alternative: Continue operating as is with option to purchase additional sit/stand desk risers. This option is a manual process that takes more caution to operate, is harder to rise/lower with workspace reduction, has a height limit range. Budget: Item Amount Each Total Office Desk (13) $ 3,000 $ 40,000 TOTAL $ 40,000 Funding: Source Amount Facilities Fund $ 40,000 TOTAL $ 40,000 Current Alternative Examples of Sit/Stand Desk Options 6116i CIP Section: Facilities Solar Improvements - PW Facility Description: The project includes the installation of a 40KW Solar array on the Public Works and Parks Facility. Analysis of Need/Justification: A 40KW solar array could produce—53,500KWh/year. Currently, the state is providing grants to cover up to 30% or $36K for the installation of solar arrays on municipal facilities. The federal government has authorized a further 30% credits for the same. Alternative: Do not install. Timeline and Bu, PlM Construct O202026-2027Staff T$120,000 Funding: The grant window is open through November 14tn Source Amount State Grant $ 36,000 Federal Grant $ 39,000 Facility Capital Fund $ 60,000 TOTAL $ 130,000 1 nra+inn• Public Work Building at 365 Old Crystal Bay Rd. N. 61% AGENDA ITEM Date: December 8, 2025 Title: Adopt 2026 Fee Schedule - Ordinance 318 Presenter: Maggie Jin, Finance Director Section: Consent Agenda Purpose: The purpose of this action item is to approve the 2026 Fee Schedule. Item: 18 2. Background: Each year as part of the budget process, staff updates the fee schedule. The fee schedule sets the price and rates on items and services that the City charges for. During the November loth work session, the draft fee schedule was presented to City Council. There were no changes suggested, however, staff did update the fees for waste hauler license from options previously presented. Notable changes to the fee schedule are as follows: • Documents and Services • Addition of Discretionary Courtesy Customer Service for copying and printing • Addition of Oversized Paper Prints Building, Planning, and Zoning o Removal of Tent/Canopy under Miscellaneous due to duplication of fee Licenses and Other Permits • Waste Hauler License fee changes from previous vehicle -based model to a flat fee. • Tobacco Sales License ■ Background investigation fee added for new tobacco establishments ■ Employee of license holder violation added to reflect code and state law ■ Clarification on the background review fee for solicitors. Solicitors do not have license fee but does have a background review fee to comply with commerce clause. • Utility Rates and Fees o Added Fox Street sewer connection fee Point of Inspection non-compliance surcharge added Increase to utility fees based on the following: Water - 10%, Sewer - 3%, Stormwater- 3%, Recycling - 3% ■ Removed the different area charges for water rates to standardize the tiers ■ Added section specific to garage condos as this is a new build in the city o Increased right-of-way permit cost Administrative Offenses o Removed animal license - city does not issue these. Public Safety • Removed firework permits as the City does not have this. Typically fireworks fall under special event permit for fireworks display and a transient merchant permit for fireworks sales. • Increase in Officer 119 special service fees. 537 The City code citations have been updated to reflected the amended City code in each section. 3. Staff Recommendation: Staff recommends approval of Ordinance 318 Adopting the 2026 Fee Schedule. COUNCIL ACTION REQUESTED 1. Motion to Adopt Ordinance 318 of the Third Series Amending Title One Chapter One of the City Code relating to the Fee Schedule. 2. Motion to approve a summary publication of Ordinance 318 as shown in Exhibit C. Exhibits A. 2026 Fee Schedule B. Ordinance 318 - Fee Schedule C. Ordinance 318 Summary Publication 538 � T\ City of Orono alias FEE SCHEDULE Ordinance 318 Adopted December 8, 2025 539 Table of Contents A. Documents and Services E. Administrative Offenses Zoning Documents Traffic/ Vehicle Offenses General Administrative Documents Snowmobile Violations Election Public Nuisances Data Requests Open Burning Miscellaneous Charges Noise Park Violations B. Building, Planning, and Zoning Sign Violations Zoning Applications Juvenile Zoning Permits Seasonal Overweight Vehicles Building Code Administration Parking Fire Tobacco Use Violation Park Dedication Special Events Violations Stormwater and Drainage Trunk Fees Miscellaneous C. Licenses and Other Permits F. Park Fees Dock License Golf Course Fees Home Occupation License Lurton Park Passes Temporary Trailers and Buildings Permit Summit Beach Rental Home License Field/Facility Reservations Waste Hauler License Kennel License G. Public Safety Alcohol Sales License Dogs at Large Release Fee Tobacco Sales License Care of Impounded Animal Gambling Permit Large Assembly License Massage Sales License Firearms Discharge Permit Sales License Limited Trapping Permit Amusement Device License Special Events Permit False Police Alarm User Fees D. Utility Rates and Fees False Fire Alarm User Fees Municipal Connection Permit Fingerprinting Service Point of Sale Fees Police Special Services Sewer Projects Copy Service - Police Records Water Connections Photos Water Meter and Horn Video Sewer and Water Unit Adjustment Charges Audio Utility Service Fees Signs: "No Parking Order of Police" Municipal Water Rates Statements Stormwater Utility Rates Firearm Storage Fees Recycling Charge Sump Pump Surcharge H. Brush Site Public Works Supplies & Services Brush Site Fees 540 Exhibit A. Documents and Services ZONING DEPARTMENT DOCUMENTS Municipal Code Book - Portions Ch 6.12 only (Zoning Code) w/revisions Ch 6.20 only (Subdiv. Code) w/revisions Other Individual Chapters Building & Planning Publications GENERAL ADMINISTRATIVE DOCUMENTS Listing Information Assessment Search - Written (Verbal searches not given) Fax Charge Reprint of Oversized Documents that have been microfilmed Surcharge for Staff Expense in Excess of Regular Fees Professional Time Administrative Time Building(Legal/Engineering Consultants Copies/Mileage/Postage/Etc. Discretionary Courtesy Customer Service Copy/Print Paper (8.5" x 11") Oversized Paper (Plotter Prints) ELECTION Candidate Filing Fee DATA REQUESTS Staff time (for search, retrieval, copy, and transmit) Paper (8.5" x 11") Oversized Paper (Plotter Prints) Storage Device MISCELLANEOUS FEES Convenience Fee - Credit Card Transactions Returned Check Fee On -Line Free $0.25 per page $0.25 per page $0.25 per page As Posted - Prices subject to Change $10.00 $20.00 Per Parcel Applicable Code or MN State Statute (MSS) Number No charge up to 6 pages; $.25 Each Additional page Actual Cost $ 60.00 Per Hour $ 40.00 Per Hour Actual Billed Cost Actual Cost (not public data request) $0.25 per single sided page plus staff time ($5.00 minimum) $5.00 per single sided page plus staff time ($10.00 minimum) $15.00 MS 13.03 Subd 3 $30/hour actual cost $0.25 per single sided page plus staff time ($5.00 minimum) $5.00 per single sided page plus staff time ($10.00 minimum) $10 or actual cost plus staff time 3% + $0.50 for $100.00 or less $30.00 541 Exhibit B. 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. 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. Fee Escrow Notes ZONING APPLICATIONS: Variance $550.00 $700.00 + Consultant fees 1st Extension $75.00 Staff approved 2nd and subsequent $200.00 City Council meeting Conditional Use Permit $550.00 $700.00 + Consultant fees CUP amendment $550.00 $700.00 + Consultant fees 1st Extension $75.00 Staff approved Interim Use Permit $550.00 $700.00 + Consultant fees Site Plan Review $550.00 $700.00 + Consultant fees Zoning Amendments including map amendments $550.00 $700.00 + Consultant fees Concept Review $550.00 Comprehensive Plan Amendment $550.00 $700.00 + Consultant fees Subdivision Subdivision: Sketch Plan $550.00 Subdivision: Class III Prel Plat $800.00 $5,000.00 + Consultant fees Subdivision: Final Plat $800.00 $2,500.00 + Consultant fees Subdivision: Preliminary plat extension $550.00 Subdivision Exception $150.00 n/a + Consultant fees if Applicable Vacations Vacations: Road and Easement $550.00 $700.00 + Consultant fees Easement Creation $165.00 $700.00 + Consultant fees Appeal of Administrative Decision $165.00 $700.00 + Consultant fees ZONING PERMITS: Stairway to Lake $55.00 Structures not requiring a building permit $55.00 Plus Engineering Costs Encroachment Permit/ Agreement $200.00 Tree removal in shore setback No Charge Signs (Alteration of cabinent or raceway) $55.00 Sign Structure and Entrance Monuments Based on Value Table Vehicle Storage $55.00 Sec. 6.12.7820 Land Alteration $100.00 Tent/ Canopy Permits $55.00 *City Administrator may require an erosion $1,000.00 Variable depending on project scope, but not to exceed control escrow for projects disturbing soils or tree replacement. Zoning confirmation letter $55.00 Request for zoning confirmation letter Address Change Request by Owner $55.00 542 119LUI�[�I�Li�_i]:�iII�16�l:L�l[�LF Building Permits Based on Value Table Building permit fees (Building, Plumbing, Based on 2024 Mechanical, unless otherwise noted) 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 $29.50 Moved -In Structure (not including foundation, interior remodel, etc.) $275.00 Pre -Move Inspection $165.00 Special investigation fee (work started without 100% of Building permit fee obtaining a permit —applies even if no permit is pulled) Manufactured Home Installation $275.00 plus State Surcharge and requires a regular building permit if also doing basement, foundation, garage $275.00 or entryway, fees are based on sq. ft. State Table 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 City Administrator may require an erosion control escrow for projects disturbing soils. Valuation based on ICC 2024 Building Valuation tables $1,000.00 Total Valuation Fee $1.00 to $500.00 $29.50 $501.00 to $2,000.00 $28 for the first $500.00 plus $3.70 for each additional $100.00, or fraction thereof, to and including $2,000.00 $2,001.00 to $25,000.00 $83.50 for the first $2,000.00 plus $16.55 for each additional $1,000.00, or fraction thereof, to and including $25,000.00 $25,001.00 to $50,000.00 $464.15 for the first $25,000.00 plus $12 for each additional $1,000.00, or fraction thereof, to and including $50,000.00 $50,001.00 to $100,000.00 $764.15 for the first $50,000.00 plus $8.45 for each additional $1,000.00, or fraction thereof, to and including $100,000.00 $100,001.00 to $500,000.00 $1,186.64 for the first $100,000.00 plus $6.75 for each additional $1,000.00, or fraction thereof, to and including $500,000.00 $500,001.00 to $1,000,000.00 $3,886.65 for the first $500,000.00 plus $5.50 for each additional $1,000.00, or fraction thereof, to and including $1,000,000.00 $1,000,001.00 and up $6,636.65 for the first $1,000,000.00 plus $4.50 for each additional $1,000.00, or fraction thereof State Surcharge as required by State. Demolition Demolition: Principal structure Demolition: Accessory structure/Septic system (Per unit fee) City Engineer may require an erosion control escrow for projects disturbing soils. $100.00 $50.00 Not to Exceed $1,000.00 543 Plumbing 1.25% of project value, based on valuation table n/a Backflow registration $10.00 Plumbing minimum $26.25 Mechanical (All Types) 1.25% of project value, based on valuation table n/a Mechanical Minimum $26.25 Tent/ Canopy $50.00 Septic Tank or Repair Permit $350.00 New or replacement Type I or Type III, Residential $750.00 New or replacement Advanced Septic System Residential $750.00 Plus additional actual costs up to 600.00 All Commercial $750.00 Plus additional actual costs up to 600.00 Subdivision site evaluation review $60.00 Per lot Inspection surcharge for RS zones (Big Island and $30.00 Deering island) 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 Fences Based on Value Table Only required for fences above 7 feet. Temporary Certificate of Occupancy Escrow 3% of project value, not to exceed $10,000 Contractural Inspection Service Plan Review Charge Based on 2024 Building Valuation Table FIRE Fire Protection inspection Actual Cost All fire suppression and alarm permits are based on Based on 2024 value, and include a plan review fee and are subject to Building Valuation Table the state surcharge. Fire Plan review fee 65% of permit fee Burning permits No Charge Reinspection $50.00 544 PARK DEDICATION 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 6.20.950: 0.1 acres of land per residential dwelling unit 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 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. Cash contribution maximum Where the anticipated park needs are greater than the number of acres to be developed, the city establishes a maximum park dedication 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 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. Stormwater and Drainage Trunk fees as established by Subdivision III, Section 2.04.1230 of the City Code. Per new lot, or new NEW DEVELOPMENT LAND USE structure on Per buildable acre previously vacant lot Single Family Residential 5 Acre Zone $16,150.00 Single Family Residential 2 Acre Zone $8,060.00 Single Family Residential 1 Acre Zone $5,250.00 Single Family Residential 1/2 Acre Zone $3,025.00 Multi Family Residential 4 Units/Acre or Less $7,275.00 Multi Family Residential Greater than 4 Units/Acre $8,490.00 Commercial or Industrial $9,690.00 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 to the trunk fee: all wetland acreage up to the delineation line 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 545 Exhibit C. Licenses and other Permits Fee Applicable Code or MN State Statute (MSS) Number License fees shall be prorated on the basis of 1/12 for each calendar month or part of a month remaining in the then current license year. For licenses where the fee is less than $100.00, a minimum license fee equal to half the annual license fee shall be charged. Sec. 4.04.130 DOCK LICENSE $325.00 Per Year Big Island Dock License $6,000.00 Canoe Rack Rental $45.00 Per Slip HOME OCCUPATION LICENSE (Level 2) $100.00 Initial Review Fee Sec. 4.04.310 & Sec. 6.12.6810 $30.00 Annual Review Fee TRAILERS & BUILDING (TEMPORARY) PERMIT $30.00 RENTAL HOME LICENSE License Fee $120.00 2-year term WASTE HAULER LICENSE Flat Rate $500.00 Ch. 5.2, Article III *Hauler to provide rate schedule for Orono customers (to be posted publicly). KENNEL LICENSE Sec. 5.28.610-750 Commercial $150.00 Residential $50.00 ALCOHOL SALES LICENSE Minn Stat 340A Background Investigation (new establishment/owner) $500.00 Per License Ch. 4.16, Article II Liquor Off -Sale $150.00 On -Sale $5,000.00 <2000 sq ft Minn Stat 340A.404 $6,000.00 >2000 sq ft On -Sale Club $300.00 <200 members Minn Stat 340A.408 $500.00 201-500 members $650.00 501-1000 members On -Sale Temporary $300.00 Minn Stat 340A.404.10 Sunday $200.00 Wine On -Sale $2,000.00 Minn Stat 340A.404 Malt Off -Sale 3.2% $100.00 On -Sale 3.2% $300.00 Violations (3 years immediately prior to date of most current violation) 1st Violation $500.00 Sec. 4.16.240 & Minn. Stat. 340A.503 & 340A.702 & 340A.905 2nd Violation $1,000.00 and 3-day license suspension Bird Violation $2,000.00 and 2-week license suspension 4th Violation License revocation TOBACCO SALES LICENSE 5.12 Article II Background Investigation (new establishment/owner) $150.00 Tobacco Sales $250.00 Violations (license holder/owner/manager) within 36-month period Minn. Stat. 461.12 Subd. 2 1st Offense $300.00 2nd Offense $600.00 Bird Offense $1,000.00 and 7-day license suspension Employee of license holder (or individual age 21 and older) up to $50.00 or instructional program discretionary; Ord 316 / Sec. 5.12.155 GAMBLING PERMIT $100.00 Minn. Stat 349.213 Ch. 4.20, Article II MASSAGE SALES LICENSE Ch. 4.12, Article II Initial Background Investigation (new establishment/owner/individual) $150.00 Establishment $200.00 Individual $100.00 SALES MERCHANTS Background Review (Solicitor/Transient Merchant/Peddler) $150.00 Ch. 4.08 Transient Merchant/Peddler License $100.00 AMUSEMENT DEVICE LICENSE Ch. 4.20, Article III Per Establishment (Annual) $100.00 + Machine fee Per Machine Fee $25.00 Each 546 Exhibit D. Utility Rates and Fees ALL SANITARY SEWER AND MUNICIPAL WATER CONNECTION CHARGES 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. Fee Applicable Code or MN State Statute (MSS) Number MUNICIPAL CONNECTION PERMIT 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 POINT OF SALE SEWER SERVICE INFLOW & INFILTRATION INSPECTION FEES Residential - City Inspection $250.00 Residential - Private Inspection Review $100.00 Commercial $750.00 Non -Compliance Surcharge (90 days after inspection) $75.00 per month SEWER PROJECTS Connection to existing City Sewer System: $6,000 per unit 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: Fee 2014 Green Trees $ 26,670.00 2015 Green Trees Extension $ 25,480.00 2025 Fox Street $ 11,020.00 Connection to Sewer System in adjacent city 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 WATER CONNECTIONS Connection to existing City Water Main *or 20% over adjacent city's fee schedule, whichever is greater of $4,370 per unit Current Fee per Adjacent City Fee Connection to Long Lake Water System $1,900.00 or per current Long Lake Fee Schedule Connection to Wayzata Water System $2,470 or per current Wayzata Fee Schedule WATER METER AND HORN 5/8" (3/4"0-1/2") meter with horn including sales tax 3/4" (3/4"0") meter with horn including sales tax 1" meter with horn including sales tax Larger meter Actual Cost Actual Cost Actual Cost Actual Cost WATER AND SEWER UNIT ADJUSTMENT CHARGES 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 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. 547 MUNICIPAL WATER SERVICE RATES Residential Billing & Ready to Serve Charge $18.70/month Unconnected Property Charge $18.70/month Water Usage Rate Tier 1 (0-3,300 gal) $9.09 /1,000 gal Tier 2 (3,300 - 8,300 gal) $12.72/1,000 gal Tier 3 (>8,300) $19.07/1,000 gal Multi -Family Billing & Ready to Serve Charge per SAC Unit $18.70/month Unconnected Property Charge $18.70/month Water Usage Rate Tier 1 (0-8,300 gal) $9.09 /1,000 gal Tier 2 (8,300-33,300 gal) $12.72/1,000 gal Tier 3 (>33,300 gal) $19.07/1,000 gal Garage Condos Billing & Ready to Serve Charge per Unit $18.70/month Unconnected Property Charge $18.70/month Water Usage Rate Tier 1 (0-3,300 gal) $9.09/1,000 gal Tier 2 (3,300 - 8,300 gal) $12.72/1,000 gal Tier 3 (>8,300) $19.07/ 1,000 gal Commercial Billing & Ready to Serve Charge per SAC Unit $18.70/month Unconnected Property Charge $18.70/month Water Usage Rate Tier 1 (0-8,300 gal) $9.09 /1,000 gal Tier 2 (8,300-33,300 gal) $12.72/1,000 gal Tier 3 (>33,300 gal) $19.07/1,000 gal School Billing & Ready to Serve Charge per Meter $56.10/month Unconnected Property Charge $56.10/month Water Usage Rate Tier 1 (0-8,300 gal) $9.09 /1,000 gal Tier 2 (8,300-33,300 gal) $12.72/1,000 gal Tier 3 (>33,300 gal) $19.07/1,000 gal Federally Mandated Safe Drinking Water $3.81/quarter or $1.27/month Testing Program (Charged per service connection) Monthly Service Charge for Non -Functioning or Inaccessible Water $100.00 Meter Bulk sale to Minnetonka Beach for Lafayette Ridge Area Processing Fee (Per Monthly Billing Cycle) $30.00 Plus Water Usage Rate $9.09/1,000 gal Bulk sale - All Others Processing Fee (Per Monthly Billing Cycle) $30.00 Plus Water Usage Rate $19.07/1,000 gal i.e. Fill swimming pool or watering sod. Water Turn -On $50.00 Water Turn-off $50.00 Water System Repair/Replacement if damage caused by property owner: Labor Current Labor Rate Parts - At Cost Actual Cost Con-tacted Services Actual Cost Minn Stat 144.3831 548 SEWER SERVICE FEES Sewer Rate Single Family Home: Per Connection $75.41 per month Garage Condos ($75.41/month minimum): $7.54/month per unit Plus By flow: $7.54/1,000 gallon plus All Other ($75.41/month minimum): $7.54/month per SAC unit Plus By flow $7.54/1,000 gallon plus Long Lake Service (Metered and/or Unmetered) Minimum Charge (10,000 Gallons or Less Water Usage) $75.41 per Month Plus Over 10,000 Gallons Water Usage, per 1,000 Gallons $7.54/1,000 gallon plus Wayzata Service Metered Service Minimum Charge (10,000 Gallons or Less Water Usage) $75.41 per Month Plus Over 10,000 Gallons Water Usage, per 1,000 Gallons $7.54/1,000 gallon plus Unmetered Service Per Property $75.41 per Month 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. 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 change the natural conditions by increasing the total volume of runoff and the level of pollutant loading. The storm water utility provides dedicated funds to operate, maintain, manage, construct or reconstruct the municipal storm water drainage system. Residential properties will be charged one residential unit fee for each residential unit on the property. Non-residential properties will be charged the appropriate number of residential unit fees based on the "Residential Equivalent Factor" for the property. Single Family Home: $16.81/month or $50.43/quarter Garage Condo: $16.81/Month/Unit or $50.43/Quarter/Unit All Other: $16.81/month/SAC Unit or $50.43/quarter/SAC Unit RECYCLING CHARGE Recycling Cart from Waste Management SUMP PUMP SURCHARGE PUBLIC WORKS SUPPLIES & SERVICES Right of Way Permit Right of Way Escrow (for other than Public Utility) New Street Intersections (See zoning section - Special improvement fees) On -Call Service to Other Cities Base On -Call Fee Call -Out Fee $6.96/month or $20.89/quarter Minn. Stat. § 115A.93, subd. 3c No Charge $100.00 per month $150.00/permit $1,500 $70.00/day Actual wage and equipment rates OTHER CHARGES Penalty for late payment of utility bills - 1% monthly if not paid by due date (applied to the total unpaid balance). Interest at 8% on unpaid utility and accounts receivable bills upon certification to the County. Assessment Charge for Unpaid Accounts Certified Special Asssesment Certification Fee subject to County rates. $30.00 549 Exhibit E. Administrative Offenses ADMINISTRATIVE OFFENSES (POLICE ADMINISTERED) TRAFFIC/VEHICLE OFFENSES Unsafe Operation Unreasonable Acceleration Exhibition Driving Failure to Obey Traffic Control Expired Registration Unsafe Equipment Loud Exhaust No Driver License in Possession Failure to Change Address on DL Driving to Avoid Traffic Signal SNOWMOBILE VIOLATIONS Operation Equipment Hours of Operation ANIMALS Dog at Large Feces Clean Up Barking Dog PUBLIC NUISANCES Public Nuisance/General Prohibition Peace and Safety Violation Discharge of Firearm OPEN BURNING No Permit Negligent Burning No Open Burning NOISE Loud Noise Prohibited Applicable Code or MN State Fee Statute (MSS) Number $60.00 Sec.5.32.930 $60.00 Sec.5.32.920 $60.00 Sec.5.32.070 $60.00 Minn. Stat. § 169.06 $60.00 Minn. Stat. § 169.79 $60.00 Minn. Stat. § 169.47 $60.00 Minn. Stat. § 169.69 $60.00 Minn. Stat. § 171.08 $60.00 Minn. Stat. § 171.11 $60.00 Sec.5.32.050 $60.00 Sec.5.32.540 $60.00 Sec.5.32.550 $60.00 Sec.5.32.540 $60.00 Sec.5.28.440 Sec. 5.28.450, 3.08.300, $60.00 3.08.370 & 3.08.440 $60.00 Sec.5.28.100 $60.00 $60.00 $60.00 $60.00 $60.00 $60.00 $60.00 Sec. 5.36.040 Sec. 5.36.710 Sec. 5.36.320 Sec. 5.24.1210 Sec. 5.24.1280 Sec. 5.24.1280 Sec. 5.24.1050 550 PARK VIOLATIONS Hours of Operation Operating a Motor Vehicle within Park No Permit Feces Clean Up SIGN VIOLATIONS Violation of General Provisions Sign Impoundment Fee JUVENILE Curfew Possession of Tobacco SEASONAL OVERWEIGHT VEHICLES 1,000-9,999 Ibs overweight PARKING General Seasonal 0200-0600 on Prohibited Streets Disabled Persons Spaces Fire Lane TOBACCO USE VIOLATION Penalty for Use Where Prohibited SPECIAL EVENT VIOLATIONS 1st Violation 2nd Violation 3rd Violation MISCELLANEOUS Watering Restrictions Placing Snow on Street $60.00 Sec.3.08.240 $60.00 Sec.3.08.270 $60.00 Sec.3.08.370 Sec. 3.08.300, 3.08.370 & $60.00 3.08.440 $60.00 Sec.3.04.040 $25.00 Sec.6.12.7190 $60.00 Sec.5.36.1140 $60.00 609.685 Sub 3 MSS 15 cents per lb over 169.824 Sub 1 MSS $25.00 Sec.5.32.230 $25.00 Sec.5.32.250 Sec.5.32.300 & $60.00 Minn. Stats. § 169.346 $25.00 Sec.5.08.350 $100.00 Sec.5.16.050 $250.00 $500.00 $1,000.00 $60.00 610.50 Sub 15 MSS $25.00 Sec.3.04.060 551 Exhibit F. Park Fees 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 SEASON PASS RATES (Unlimited Non -League Play) Individual Season Pass Junior Season Pass (10 - 18 years old) Senior Season Pass (62 years or older) Family* Season Pass * Family meaning: Immediate family living in the same household or younger. Base Resident $600.00 $500.00 $300.00 $250.00 $500.00 $400.00 $750.00 $600.00 Children must be 18 years old Parks and Facilities Director shall have the authority to deviate from these prices for the purpose of promoting specials and for special events. 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 LURTON PARK PASSES Resident $40.00 Non -Resident $55.00 Admin Fine - No Permit See Admin Fines 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 Darkine pass. Pavment of the fine will aualifv as Davment to obtain a permit. Passes will go on sale for the following year on Nov 1st. Passes to be prorated at 50% on August 1st. The cost to cover replacement passes will be $5.00 552 SUMMIT BEACH CANOE RACK RENTAL FIELD/FACILITY RESERVATIONS PARK FACILITY USE PERMIT Resident (Individual, business or group) Non -Resident (Individual, business or group) Golf Course Club House See Licenses and Miscellaneous Charges $15.00 $25.00 $40.00 / Hour 553 Exhibit G. Public Safety Fee DOGS AT LARGE - RELEASE FEE 1st Offense $60.00 2nd Offense $80.00 3rd Offense $100.00 $75.00 After Hours, Weekend & Holiday Release Charge ANIMALS AT LARGE (Other than dogs) - RELEASE FEE 1st Offense 2nd Offense 3rd Offense CARE OF IMPOUNDED ANIMAL LARGE ASSEMBLY LICENSE (over 300 people) ANIMAL TRAPPING PERMIT FIREARMS DISCHARGE PERMIT Nuisance Animal Annual (Club Only) SPECIAL EVENTS PERMIT Fireworks Display FALSE POLICE ALARM USER FEES 1st false alarm/per calendar year 2nd false alarm/per calendar year 3rd false alarm/per calendar year 4th false alarm/per calendar year 5th and over false alarm/per calendar year FALSE FIRE ALARM USER FEES 1st false alarm/calendar year 2nd false alarm/calendar year 3rd false alarm/calendar year 4th false alarm/calendar year 5th & over false alarm/calendar year FINGERPRINTING SERVICE POLICE SPECIAL SERVICES (3 Hours Minimum) Officer 119 Rate Lord Fletchers Police Reserve Officers Alcohol/Tobacco Compliance Applicable Code or MN State Statute (MSS) Number Sec. 5.28.440 $55.00 $65.00 $75.00 Actual Cost $200.00 + $60.00 each Ch. 4.20, Article IV additional day; actual costs up to $1,500 $20.00 Sec. 5.36.210 Ch. 5.36, Article III $25.00 Ch. 5.36.520 $25 Fee Refunded If Participate in $25.00 the Deer Management Program $100.00 Ch. 5.32, Article VI $250.00 Minn. Stat. 624.20 No Charge $100.00 $200.00 $300.00 $400.00 No Charge $100.00 $250.00 $350.00 $500.00 Each Call $50.00 Per Application $160.00 Per Hour $130.00 Per Hour $30.00 Per Hour $25.00 Per Hour Ch. 5.04, Article III Ch. 5.04, Article III 554 COPY SERVICE - Police Records $0.25 Per Page Up to 100 copies More than 100 pages (actual costs) PHOTOS VIDEO Booking Room Video Squad Videos Body Worn Cameras AUDIO BTA Audio SIGNS: "NO PARKING ORDER OF POLICE" Paper signs (no lath included) Laminated STATEMENTS FIREARM STORAGE FEES $.25/ single sided page plus actual cost for search, retrieve, copy, transmit/device. $10.00 On CD $2.00 each $5.00 each $20.00 $20.00 $50.00 $10.00 $10.00 For CD & (transcribed copy or CD when available; subject to Data Privacy Act - will be charged an actual hourly fee) $50.00 Per Gun (Police Policy 3056) 555 Ex H. Brush Site Brush Site Fees Brush and Branches (< 6"Diameter) $8.00/Cubic Yard Logs (6-10"Diameter) $16.00/Cubic Yard Logs (10-18"Diameter) $40.00/Cubic Yard First truck load or small trailer is free for Orono residents. One free load per day. (3 cubic yards) No Stumps / Dirt accepted Brush Volume Estimates Cost Pick up truck box appx 2.7 Cu $ 21.60 Single axle trailer appx 2 Cu $ 16.00 Tandem axle trailer appx 7 Cu $ 56.00 556 ORDINANCE NO.318, THIRD SERIES CITY OF ORONO HENNEPIN COUNTY, MINNESOTA AN ORDINANCE ADOPTING THE 2026 FEE SCHEDULE AND REPEALING ORDINANCE NO.308, THIRD SERIES THE CITY COUNCIL OF ORONO ORDAINS: SECTIONI. Ordinances Repealed. Ordinance No. 308, Third Series, entitled 2025 Fee Schedule is hereby repealed. SECTION 2. The City Council of Orono hereby ordains the fees attached as Exhibits A-H effective during the calendar year 2026 in accordance with city code 1.08.610 (a-b). SECTION 3. EFFECTIVE DATE: This ordinance establishing the 2026 Fee Schedule shall be published as a Summary Ordinance and shall be effective to January 1, 2026 upon publication. ADOPTED this 8th day of December, 2025 on a vote of _ ayes and _ nays by the City Council of Orono, Minnesota. ATTEST: Christine Lusian, City Clerk Bob Tunheim, Mayor Ordinance published in The Laker and The Pioneer newspapers the week of 2025. 557 SUMMARY PUBLICATION ORDINANCE NO. 318 CITY OF ORONO HENNEPIN COUNTY, MINNESOTA AN ORDINANCE ADOPTING THE 2026 FEE SCHEDULE AND REPEALING ORDINANCE NO.308, THIRD SERIES This is a summary of the provisions of Ordinance No. 318, which has been approved for publication by the City Council. At the December 8, 2025 City Council meeting, the Orono City Council enacted Ordinance No. 318 Adopting the 2026 Fee Schedule and Repealing Ordinance 308. The full ordinance is available to the public at the City Clerk's office, 2750 Kelley Parkway, Orono, MN 55356 during normal business hours and online at www.oronomn.gov. CITY OF ORONO /s/Bob Tunheim, Mayor Attest: /s/Christine Lusian, City Clerk 558 AGENDA ITEM Date: December 8, 2025 Title: Adopt 2026 Enterprise Fund Budgets - Resolution 7651 Presenter: Maggie Jin, Finance Director Section: Consent Agenda Purpose: The purpose of this agenda item is to approve the 2026 Enterprise Fund Budgets. Item: 19 2. Background: Staff has been working on the 2026 Enterprise Fund budgets since June. As part of the budget process, the draft enterprise fund budget was presented to Council at the August 25th work session along with an initial discussion and look at the utility rate study. Since, staff have refined the budgets based on the utility rate study, council recommendations and 2025 year-to-date trend data. The Water, Sewer, Stormwater, Recycling, Golf Course, and Cable Funds are designed to account for the business type activities of the City. These funds do not receive any property tax revenue. The goal for the Enterprise funds is to be fully funded by rates without depending on special assessments for infrastructure improvements or for years of operating loss. Revenue. On the revenue side of the budget, the utility rates are approved annually as part of the fee schedule. In 2026, a utility rate study was conducted to ensure the tiers and amounts are being charged appropriately to customers. The utility rates set by Council at the November 10, 2025 meeting are increasing by the following percentage: Water 10%; Sewer 3%, Stormwater 3%, and Recycling by 3%. The utility rates are included as part of the 2026 fee schedule and budget. Cable fund revenue is generated by franchise fees. Golf Course revenue is generated by the fees and service charges from users. A. Water Fund. The overall water expenditure budget is decreasing by $49,900 (3.49%). In terms of operating budget, the biggest expenditure increase is in Professional Service for fleet and facilities services offset by the reallocation of wages for staff time. Non -Operating expenditures are decreasing by $50,350 for transfers. This decrease is due to not having water -related equipment purchases for 2026. The total water operating budget for 2026 will have a gain of $424,130. The overall change in fund balance is anticipated to be a decrease of $217,670 after capital expenditures. Projects identified in the CIP for 2026 include: wellhead protection plan updates to correspond with the City's comprehensive plan updates ($20,000), Navarre plant control upgrade ($594,000), and water valve replacement ($27,800). B. Sewer Fund. In past years, the sewer fund has fluctuated between an operating loss and gain. Non -operating revenues, however, have consistently offset the operating losses. This has resulted in a positive operating cash flow for the fund. 559 The single largest expense for the sewer fund is the Metropolitan Council Environmental Services disposal charges, making up approximately 33% of the Sewer Fund operating budget. The operating expenditure budget is increasing by $77,600 (3.51%). The majority of this increase is for supplies and maintenance expenditure, followed by professional services with increases in fleet and facilities services. The total overall expenditure budget is increasing by $37,320 (1.58%) due to the decrease in operating transfers. Projects identified in the CIP for 2026 include: Sewer Rehabilitation ($300,000), sanitary line adjustments in correlation with road projects ($9,720), Lift Station #12 and generator rehabilitation ($120,000), Lift Station #22 rehabilitation ($70,000), and Lift Station #18 force main replacement ($320,000). C. Recycling Fund. The recycling funds major expenditure is for contracted recycling charges. The current contract with Waste Management is increasing 4%. The Recycled Materials has weakened in the past few years since 2018. The full-time wages that are charged to the fund represent 5% of the City Clerks wages. D. Golf Couse Fund. The golf course fund was established in 2023 with an intent to be more transparent with golf course revenue and expenditures. The main revenue source of the golf course fund comes from charges from fees and services at the golf course related to golfing activities. Expenditure budget is increasing by $63,220 (14.04%), with majority of expenditures increasing in personal and professional services. Staff time has been reallocated with the increase in IT services and Facilities services. Projects and capital purchases identified in the CIP for 2026 include: Cart Path improvements ($12,000) and a rough mower ($115,000). E. Cable Fund. The Cable funds projected revenues are based on current subscriber information and rates. The expenditure remaining in this fund is to cover the subscription for website hosting. Revenue for the fund is in the from franchise fees that are set by the City's franchise agreement with Mediacom and fiber companies. F. Stormwater Fund. The Stormwater Fund is for the most part project based. 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 Stormwater projects that will be required in the future. The operating expenditure budget is increasing by $66,150 (13.34%). The biggest increase in expenditure is for Fleet and Facilities services. The total overall expenditure budget is increasing by $23,130 (3.39%), with the offset due to the decrease in operating transfers. Projects identified in the CIP for 2026 include: Stormwater improvements in conjunction with road projects ($142,980), Casco Cove outlet and bioretention basin ($161,000), Hackberry Park and neighborhood stormwater improvements ($95,000) and other Storm Sewer Improvements and 560 Replacements as needed throughout the year ($100,000). See the 2026 Budget Book and 2026 Capital Improvement Plan for more information. 3. Staff Recommendation: Staff recommends approval of Resolution 7651 Adopting the 2026 Enterprise Fund Budgets. COUNCIL ACTION REQUESTED Motion to approve Resolution 7651 Adopting the 2026 Enterprise Fund Budgets. Exhibits A. Resolution 7651 - Adopt 2026 Enterprise Fund Budgets 561 CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO. / 6 5 1 A RESOLUTION ADOPTING THE 2026 ENTERPRISE FUND BUDGETS BE IT RESOLVED, by the City Council of the City of Orono, County of Hennepin, Minnesota that the 2026 Enterprise Fund budgets are determined to be as follows: Estimated Revenue Water Sewer Reccg Charges for Service $ 1,555,830 $ 2,398,000 $ 299,100 Interest Income 10,000 25,000 1,500 Other Revenue 12,000 1,000 10,000 Total Revenue $ 1,577,830 $ 2,424,000 $ 310,600 Appropriated Expenditures Operating Expenses $ 1,279,350 $ 2,287,000 $ 310,450 Non -Operating Expenses Interest Expense 9,350 - - Debt Service - - - Transfer to Other Funds 90,000 114,720 - Total Expenditures $ 1,378,700 $ 2,401,720 $ 310,450 Estimated Revenue Golf Cable Stormwater Charges for Service $ 515,300 $ 60,000 $ 871,100 Interest Income 200 100 20,000 Other Revenue - - - Total Revenue $ 515,500 $ 60,100 $ 891,100 Appropriated Expenditures Operating Expenses Non -Operating Expenses Interest Expense Debt Service Transfer to Other Funds Total Expenditures $ 488,550 $ 60,100 $ 561,850 $ 488,550 $ 60,100 142,980 $ 704,830 Adopted by the City Council of the City of Orono, Minnesota at a regular meeting held December 8, 2025. ATTEST: Christine Lusian, City Clerk Bob Tunheim, Mayor 562 AGENDA ITEM Date: December 8, 2025 Title: Adopt 2026 Special Revenue Fund Budgets - Resolution 7650 Presenter: Maggie Jin, Finance Director Section: Consent Agenda Purpose: The purpose of this agenda item is to approve the 2026 Special Revenue Fund Budgets. Item: 20 2. Background: The special revenue fund budgets are adopted for the Park Fund, The Drug/Forfeiture Fund, Lurton Park Fund, TIF Housing Fund, and Carman Bay LID Fund. For 2026 budget cycle, Stubbs Bay LID Fund has also been added. Special revenue funds by definition have a primary source of revenue that is dedicated for a specific purpose. In the Park Fund, the primary revenue source is park dedication fees collected from developers and the tax levy. 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 Lurton Park Fund is in relation to the Lurton Dog Park. Revenue stream comes from the dog park passes sold and the expenditure is used for capital projects and improvements to the park along with certain expenditures. The TIF Fund is used to account for revenues related to the Orono Woods Senior Housing Development. The Carman Bay LID and Stubbs Bay LID Fund is a passthrough fund for the certified amount for each of the lake improvement districts. See the 2026 budget book for more information. 3. Staff Recommendation: Staff recommends approval of Resolution 7650 Adopting the 2026 Special Revenue Fund Budgets. COUNCIL ACTION REQUESTED Motion to approve Resolution 7650 Adopting the 2026 Special Revenue Fund Budgets. Exhibits A. Resolution 7650 - Adopt 2026 Special Revenue Fund Budgets 563 CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO. / 650 A RESOLUTION ADOPTING THE 2026 SPECIAL REVENUE FUND BUDGETS BE IT RESOLVED, by the City Council of the City of Orono, County of Hennepin, Minnesota that the 2026 Special Revenue Fund budgets are determined to be as follows: Drug/Felony Lurton Park CBLID SBLID Park TIF Estimated Revenue Forfeiture Fund Fund Fund Taxes $ 190,000 $ - $ - $ - $ 36,400 $ 24,690 Interest Income 21,700 24,000 - 4,000 50 - User Fees - - 24,000 - - - Park Dedication Fees 10,000 - - - - - Contribution & Donations - - 500 - - Transfers from Other Funds - - - - - Total Revenue $ 221,700 $ 24,000 $ 24,500 $ 4,000 $ 36,450 $ 24,690 Aypropriated Expenditures General Government $ - $ - $ - $ - $ 36,400 $ 24,690 Public Safety - - - - - - Streets - - - - - - Parks & Recreation 979,500 - 1,000 - - - Transfer to Other Fund - - - - - - Total Expenditures $ 979,500 $ - $ 1,000 $ - $ 36,400 $ 24,690 Adopted by the City Council of the City of Orono, Minnesota at a regular meeting held December 8, 2025. ATTEST: Christine Lusian, City Clerk Bob Tunheim, Mayor 564 AGENDA ITEM Date: December 8, 2025 Title: Voting Locations for 2026 Presenter: Christine Lusian, City Clerk Section: Consent Agenda Purpose: The purpose of this action is to designate voting locations for elections in 2026. 2. Background: No changes have been made to voting locations from elections held in 2024 and 2025. Item: 21 1. Early (Absentee) voting for all precincts: • In -Person: Orono City Hall, 2750 Kelley Parkway, Orono, MN 55356 and Hennepin County Government Center Skyway Level • Mail -In: https://mnvotes.sos.mn.gov/abrequest/index • Military or Overseas: https://nmvotes.sos.mn.gov/uocava/index • Health Facility (residents only): Stonebay Assisted Living, 2635 Kelley Parkway, Orono, MN 55356 and Trails of Orono Assisted Living, 875 Wayzata Boulevard, Wayzata, MN 55391 2. Election Day voting at assigned polling location: • Precinct 1: Long Lake Fire Station, 340 Willow Drive N, Long Lake, MN 55356 • Precinct 2: Orono City Council Chambers, 2780 Kelley Parkway, Orono, MN 55356 • Precinct 3: Calvary Memorial Church, 2420 Dunwoody Avenue, Wayzata, MN 55391 Staff Recommendation: Approve the voting locations. COUNCIL ACTION REQUESTED Consider a motion to approve voting locations for 2026. 565 AGENDA ITEM Date: December 8, 2025 Title: 2026 Budget and Levy Public Hearing Presenter: Maggie Jin, Finance Director Section: Public Hearing Item: 22 Purpose: Prior to the adoption of the 2026 budget and tax levy, the City is required to hold a public hearing to allow public input. By law, this hearing must occur between November 25 and December 30. When the preliminary tax levy and budget was approved in September, the public hearing was set for December 8, 2025 at 6:00 pm. This public hearing is the final step prior to adoption of the budget and tax levy. 2. Background: Staff has been working on the 2026 General Fund budget since May. As part of the budget process, there have been budget work sessions to discuss Council priorities and goals. The preliminary budget and tax levy was approved by the Council on September 22nd. A. Tax Levy. The tax levy is used to fund the general operations of the City (General Fund), to pay the debt service on the City's outstanding bonds, and to fund the Pavement Management (PMP), Building, Facilities, Fire Capital and Park Funds. The total tax levy required to fund the 2026 budget is $10,278,500. This is an increase of $647,500 or 6.72% over the 2025 levy of $9,631,000. The increase of $503,900 in the General Fund represents the largest increase in the levy. The increase is primarily for the need to cover wage increases per bargaining agreements with staff unions along with non -union staff following suit. Other levy increases include $160,000 increase for the Fire Capital Fund to fund capital purchases for the new fire department. Decreasing levies includes the Parks levy and Debt Service levies for 2014A and 2021A bonds. The Parks levy is decreasing to accommodate for an increase in work hours of seasonal parks employees. The Debt Service levies are decreasing to match the levy schedule of each accordingly. Pavement Management and Facilities Capital levy are remaining stable to adequately plan for facilities improvements needed and streets projects respectively. B. Tax Capacity Rate and the Impact of the Tax Levy on Property Owners. The County Assessor provides an annual calculation of the City's tax capacity based on the annual property evaluation. As of August, the City's taxable market value is $5,324,277,671 with an adjusted net tax capacity of $62,653,121. When compared to last year, taxable market value has increased by 6.22% and the adjusted net tax capacity increased by 6.43%. For 2026, it is proposed on the county level that the tax rate will remain stable with a 0.046% increase from 16.361% to 16.407%; making it the third lowest rates in Hennepin County, and one of the lowest rates in the State of Minnesota. 566 Using this tax rate and assuming no change in a property's value, the City's share of the property tax bill would remain the same compared to 2025. The actual tax impact on any particular property will depend on how the property's taxable value changed in relation to the rest of the City. The table supplement suggest a median City increase in market value of 5.06%. For an average home in Orono, worth 1,110,400 in 2025, with the average increase in market value, can expect an increase of $121.12 (5.86%) in their City portion of their 2026 property tax bill. C. General Fund Revenues. The 2026 General Fund Revenue Budget totals $12,628,630 an increase of $693,630 (5.81%). Property taxes makes up approximately 59% of the budget, with an increase of $510,900 (4.7%). The remainder of the General Fund revenue is made of non -tax sources with the next largest revenue source coming from public safety charges at 24%. Public safety charges come from service contracts with neighboring cities for police and fire protection. By working cooperatively with neighboring cities, the police department is able to provide enhanced service at a lower cost by eliminating overhead and duplication of services. The fire department is transitioning to a joint power agreement (JPA) on January 1, 2026. The remaining 16% of revenue is made of. license, permits, intergovernmental revenue, general government service charges, fine and forfeitures, interest, and miscellaneous charges. D. General Fund Expenditures. The 2026 expenditure budget is $12,628,630 which is an increase of $693,630 (5.81%) over the 2025 budget. By category, the largest increase is in Professional Services in the amount of $842,330 (46.87%). IT service charges, facilities service charges and contracted fire service makes up the majority of this increase. IT service charges are increasing by $124,050 due to reallocating IT personal wage and benefits, subscription costs, telephone cost and other IT supplies and equipment. For 2026 budget, each department will be charged facilities service charges, totaling an increase of $267,750 in the General Fund. Contracted fire service is also increasing $489,780 with the transition to a joint powers agreement (JPA). Offsetting the large increase is Personal Services, which is decreasing by $224,450 (-2.76%). Within the Central Service department, wages and benefits is decreasing by $145,700 due to transitioning costs to the Facilities Services Fund. Fire department wages and benefits are decreasing by $667,800 with the transition to a JPA fire department. The remaining offset is an increase in overall General Fund wages and benefits of remaining City staff of $551,350. By Department, the significant changes are as follows. Administration is increasing by $40,050 or 6.98%, with a minimal increase of $5,200 of it dedicated to revising the employee recognition policy in the Employee Handbook to incorporate additional items. Election is increasing $42,150 (113.46%) since 2026 is an election year, which will include voting for state governor and two City Council member positions. Communications is increasing $22,750 or 15.26%. The department was created within the General Fund in 2024. This allowed for better tracking of expenditures related to newsletters, social media, and other communication related costs. For 2025 budget, a Communications Specialist was hired. For 2026 budget, increases are based on true costs seen in YTD 2025 numbers. Finance is increasing $86,300 (24.92%). The biggest increase comes from audit service costs being transitioned back to the Finance Department from the Central Services department. Central Services is decreasing by $227,400 (43.71 %). Facilities related expenditures moved to the Facilities Services Fund and is distributed back into each respective department as a facilities services charge based on square footage of each maintained area and 567 number of employees within each department. Audit service was moved back to the Finance department. For Public Safety related expenditure, the total increase is $135,980 (1.59%). Police budget is increasing by $536,200 (8.85%). This includes addition for an additional 0.5 cadet. Police software licensing is budgeted to accurately reflect police specific subscriptions and software. Fire overall is decreasing by $550,220 (-34.43%) as a new joint power agreement fire department is currently being negotiated between the City of Orono and the City of Long Lake. Community Development budget is increasing by $150,000 (16.51%) to include preparation for the City's comprehensive plan with future years 2027-2029 to cover the drafting, creation, and finalization of the plan. Public Works — Streets budget is increasing by $264,500 (35.26%) based on review of the City's tree management plan. There is a need for significant increase for tree removal, maintenance and replacement. Contracted street maintenance also increased based on an average of the past three- year actuals. Public Works — Spring Park budget is increasing by $124,150 to accurately include a total of 2 full-time employees' equivalent wage which includes parks maintenance service. Parks budget is increasing $48,250 (14.07%). Increase includes tree maintenance, removal and replacement needed at parks. Additionally, seasonal parks wages are increasing by approximately 760 hours. Special Projects — Contingencies is made up of transfers to the Equipment Improvement Outlay fund, Facilities Fund and IT Service Fund. These are budgeted based on the Capital Improvement Plan on items that are General Fund related. E. Summary. The 2026 Property Tax Levy, General Fund budget, Capital Improvement Plan, Fee Schedule and other budgets are to be adopted tonight at the December 8th Council Meeting. Additionally, tonight's meeting is a chance for the public to comment on the budget and tax levy prior to adoption. For more information, see the attached budget book included as Exhibit A. 3. Staff Recommendation: Staff recommends approval of Resolution 7548 Adopting the 2025 Collectible in 2026 Property Tax Levy and Resolution 7649 Adopting the 2026 General Fund Budget. COUNCIL ACTION REQUESTED 1) Motion to open public hearing and allow for public comment on the record. 2) Motion to close public hearing. 3) Motion to adopt the Resolution 7648 Adopting the 2025 Collectible in 2026 Property Tax Levy and Resolution 7649 Adopting the 2026 General Fund Budget. Exhibits A. 2026 Budget Book B. Resolution 7648 - Adopt 2026 Tax Levy C. Resolution 7649 - Adopt 2026 General Fund Budget 568 City of Orono 2026 Annual Budget Table of Contents Section 1: Introduction Introduction & Summary...............................2 CityHistory....................................................8 Demographics................................................10 Mission, Vision, Goals....................................11 City Officials...................................................12 Organization Chart.........................................13 Budget Process..............................................14 Budget Timeline.............................................15 Fund and Department Descriptions ..............16 Resolutions....................................................21 Tax Levy Detail...............................................25 TaxRate.........................................................26 Effect on Residential Homes ..........................27 Rate and Levy Comparison ............................28 All Funds Summary........................................30 Debt Projection..............................................32 Outstanding Debt..........................................33 Section 2: General Fund Budget Revenue Revenue Summary..................................34 Revenue Detail.......................................35 Revenue Graph.......................................37 Expenditure ByCategory............................................38 By Department.......................................39 Expenditure Graphs................................40 Department Summaries .........................41 Line -Item Detail Mayor & Council.....................................60 Administration........................................61 Elections.................................................62 Communications.....................................63 Finance...................................................64 Assessing................................................65 Law/Legal Services..................................66 Human Services......................................67 Central Services......................................68 Police......................................................70 Fire Protection Services ..........................72 Community Development ......................74 Public Works...........................................75 Public Works —Spring Park.....................77 Brush Site................................................78 Engineering.............................................79 Parks.......................................................80 Special Services.......................................82 Special Projects & Contingency..............83 Section 3: Special Service Funds Budget Revenue.........................................................84 Expenditure by Line -Item Detail ParkFund.........................................85 Drug/Felony Forfeiture Fund ........... 86 Lurton Park Fund .............................87 Senior Housing TIF Fund..................88 Carman Bay LID Fund ......................89 Stubbs Bay LID Fund........................90 Section 4: Debt Service Funds Budget Revenue.........................................................91 Expenditure by Line -Item Detail 2014A Bond Fund ............................92 2021A Bond Fund ............................93 Section 5: Enterprise Funds Budget Enterprise Fund Budget Overview .................94 Revenue.........................................................95 Expenditure Fund Summaries.....................................97 Line -Item Detail Water......................................................103 Sewer......................................................105 Recycling.................................................107 Golf Course.............................................108 Cable.......................................................110 Stormwater.............................................111 Section 6: Internal Services Funds Budget Internal Service Fund Budget Overview .......113 Revenue.........................................................114 Expenditure Fund Summaries.....................................115 Line -Item Detail Fleet........................................................119 Facilities Services....................................120 Insurance................................................121 Information Technology (IT)...................122 Section 7: Personnel Budget Personnel Budget..........................................123 Page 1 of 123 570 City of Orono Introduction and Summary THE BUDGET PROCESS The city began the budget process at the end of May with the various city departments completing their budget request forms. Departments then met with the City Administrator and the Finance Director to review their budget requests. Upon completion of the reviews, the draft preliminary General Fund budget was discussed with City Council during work sessions in July and September. The Preliminary General Fund Budget and Tax Levy was adopted by the City Council at the September 22, 2025 City Council meeting. Prior to the final adoption of the 2026 budget and tax levy, the City is required to hold a public hearing to allow public input on the budget and tax levy. By law, this hearing must occur between November 251h and December 30th. The public hearing was set for December 8, 2025 at 6:00 pm at Orono Council Chambers. The final budget and tax levy was adopted at the December 8th City Council meeting. In addition to the work on the actual budget, staff updated the Capital Improvement Plan (CIP). The CIP identifies the long-term infrastructure needs and is a valuable tool in the budgeting process. The CIP was approved as part of the December 8th meeting. In conjunction with the budget process, staff reviewed the fee schedule. The 2026 fee schedule was also adopted at the December 8th meeting. TAX LEVY The tax levy is used to fund the general operations of the City (General Fund), to pay the debt service on the City's outstanding bonds, and to fund the Pavement Management (PMP), Building, Facilities, Fire Capital and Park Funds. The total tax levy required to fund the 2026 budget is $10,278,500. This is an increase of $647,500 or 6.72% over the 2025 levy of $9,631,000. The increase of $503,900 in the General Fund represents the largest increase in the levy. The increase is primarily for the need to cover wage increases per bargaining agreements with staff unions along with non -union staff following suit. Other levy increases include $160,000 increase for the Fire Capital Fund to fund capital purchases for the new fire department. Decreasing levies includes the Parks levy and Debt Service levies for 2014A and 2021A bonds. The Parks levy is decreasing to accommodate for an increase in work hours of seasonal parks employees. The Debt Service levies are decreasing to match the levy schedule of each accordingly. Pavement Management and Facilities Capital levy are remaining stable to adequately plan for facilities improvements needed and streets projects respectively. TAX CAPACITY RATE AND THE IMPACT OF THE TAX LEVY ON PROPERTY OWNERS The County Assessor provides an annual calculation of the City's tax capacity based on the annual Page 2 of 123 571 property evaluation. As of August, the City's taxable market value is $5,324,277,671 with an adjusted net tax capacity of $62,653,121. When compared to last year, taxable market value has increased by 6.22% and the adjusted net tax capacity increased by 6.43%. For 2026, it is proposed on the county level that the tax rate will remain stable with a 0.046% increase from 16.361% to 16.407%; making it the third lowest rates in Hennepin County, and one of the lowest rates in the State of Minnesota. Using this tax rate and assuming no change in a property's value, the City's share of the property tax bill would remain the same compared to 2025. The actual tax impact on any particular property will depend on how the property's taxable value changed in relation to the rest of the City. The table supplement suggest a median City increase in market value of 5.06%. For an average home in Orono, worth 1,110,400 in 2025, with the average increase in market value, can expect an increase of $121.12 (5.86%) in their City portion of their 2026 property tax bill. GENERAL FUND General Fund Revenues. The 2026 General Fund Revenue Budget totals $12,628,630 an increase of $693,630 (5.81%). Property taxes makes up approximately 59% of the budget, with an increase of $510,900 (4.7%). The remainder of the General Fund revenue is made of non -tax sources with the next largest revenue source coming from public safety charges at 24%. Public safety charges come from service contracts with neighboring cities for police and fire protection. By working cooperatively with neighboring cities, the police department is able to provide enhanced service at a lower cost by eliminating overhead and duplication of services. The fire department is transitioning to a joint power agreement (JPA) on January 1, 2026. The remaining 16% of revenue is made of: license, permits, intergovernmental revenue, general government service charges, fine and forfeitures, interest, and miscellaneous charges. Detailed revenue information is included with this document. General Fund Expenditures. The 2026 expenditure budget is $12,628,630 which is an increase of $693,630 (5.81%) over the 2025 budget. By category, the largest increase is in Professional Services in the amount of $842,330 (46.87%). IT service charges, facilities service charges and contracted fire service makes up the majority of this increase. IT service charges are increasing by $124,050 due to reallocating IT personal wage and benefits, subscription costs, telephone cost and other IT supplies and equipment. For 2026 budget, each department will be charged facilities service charges, totaling an increase of $267,750 in the General Fund. Contracted fire service is also increasing $489,780 with the transition to a joint powers agreement (J PA). Offsetting the large increase is Personal Services, which is decreasing by $224,450 (-2.76%). Within the Central Service department, wages and benefits is decreasing by $145,700 due to transitioning costs to the Facilities Services Fund. Fire department wages and benefits are decreasing by $667,800 with the transition to a JPA fire department. The remaining offset is an increase in overall General Fund wages and benefits of remaining City staff of $551,350. By Department, the significant changes are as follows. Administration is increasing by $40,050 or 6.98%, with a minimal increase of $5,200 of it dedicated to revising the employee recognition policy in the Employee Handbook to incorporate additional items. Election is increasing $42,150 (113.46%) since Page 3 of 123 572 2026 is an election year, which will include voting for state governor and two City Council member positions. Communications is increasing $22,750 or 15.26%. The department was created within the General Fund in 2024. This allowed for better tracking of expenditures related to newsletters, social media, and other communication related costs. For 2025 budget, a Communications Specialist was hired. For 2026 budget, increases are based on true costs seen in YTD 2025 numbers. Finance is increasing $86,300 (24.92%). The biggest increase comes from audit service cost being transitioned back to the Finance Department from the Central Services department. Central Services is decreasing by $227,400 (-43.71%). Facilities related expenditures moved to the Facilities Services Fund and is distributed back into each respective department as a facilities services charge based on square footage of each maintained area and number of employees within each department. Audit service was moved back to the Finance department. For Public Safety related expenditure, the total increase is $135,980 (1.59%). Police budget is increasing by $536,200 (8.85%). This includes addition for an additional 0.5 cadet. Police software licensing is budgeted to accurately reflect police specific subscriptions and software. Fire overall is decreasing by $550,220 (-34.43%) as a new joint power agreement fire department is currently being negotiated between the City of Orono and the City of Long Lake. Community Development budget is increasing by $150,000 (16.51%) to include preparation for the City's comprehensive plan with future years 2027- 2029 to cover the drafting, creation, and finalization of the plan. Public Works — Streets budget is increasing by $264,500 (35.26%) based on review of the City's tree management plan. There is a need for significant increase for tree removal, maintenance and replacement. Contracted street maintenance also increased based on an average of the past three-year actuals. Public Works — Spring Park budget is increasing by $124,150 to accurately include a total of 2 full-time employees' equivalent wage which includes parks maintenance service. Parks budget is increasing $48,250 (14.07%). Increase includes tree maintenance, removal and replacement needed at parks. Additionally, seasonal parks wages are increasing by approximately 760 hours. Special Projects — Contingencies is made up of transfers to the Equipment Improvement Outlay fund, Facilities Fund and IT Service Fund. These are budgeted based on the Capital Improvement Plan on items that are General Fund related. Additional information on general fund departments can be found in the information included with this document. SPECIAL REVENUE FUNDS The special revenue fund budgets are adopted for the Park Fund, The Drug/Forfeiture Fund, Lurton Park Fund, TIF Housing Fund, and Carman Bay LID Fund. For 2026 budget cycle, Stubbs Bay LID Fund has also been added. Special revenue funds by definition have a primary source of revenue that is dedicated for a specific purpose. In the Park Fund, the primary revenue source is park dedication fees collected from developers and the tax levy. 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 Lurton Park Fund is in relation to the Lurton Dog Park. Revenue stream comes from the dog park passes sold and the expenditure is used for capital projects and improvements to the park along with certain expenditures. The TIF Fund is used to account for revenues related to the Orono Woods Senior Housing Development. The Carman Bay LID and Stubbs Bay LID Fund is a passthrough fund for the certified amount for each of the lake improvement districts. Page 4 of 123 573 DEBT SERVICE FUNDS The 2026 levy for debt service is $1,053,600. This levy is used to pay the debt service on the City's outstanding bonds. The current outstanding bonds are the 2014A and 2021A bonds. In addition, each bond has its own fund and for 2026, the budget for each has been included in this document. 2014A Bond was issued to fund capital improvements, finance water utility improvements and refinanced the bonds issued by the Orono Housing and Redevelopment Authority for the Big Island acquisition. 2021A bond was issued for facilities improvements. ENTERPRISE FUNDS The Water, Sewer, Stormwater, Recycling, Golf Course, and Cable Funds are designed to account for the business type activities of the City. These funds do not receive any property tax revenue. The goal for the Enterprise funds is to be fully funded by rates without depending on special assessments for infrastructure improvements or for years of operating loss. Revenue. On the revenue side of the budget, the utility rates are approved annually as part of the fee schedule. In 2026, a utility rate study was conducted to ensure the tiers and amounts are being charged appropriately to customers. The utility rates set by Council at the November 10, 2025 meeting are increasing by the following percentage: Water 10%; Sewer 3%, Stormwater 3%, and Recycling by 3%. The utility rates are included as part of the 2026 fee schedule and budget. Cable fund revenue is generated by franchise fees. Golf Course revenue is generated by the fees and service charges from users. Water Fund. The overall water expenditure budget is decreasing by $49,900 (3.49%). In terms of operating budget, the biggest expenditure increase is in Professional Service for fleet and facilities services offset by the reallocation of wages for staff time. Non -Operating expenditures are decreasing by $50,350 for transfers. This decrease is due to not having water -related equipment purchases for 2026. The total water operating budget for 2026 will have a gain of $424,130. The overall change in fund balance is anticipated to be a decrease of $217,670 after capital expenditures. Projects identified in the CIP for 2026 include: wellhead protection plan updates to correspond with the City's comprehensive plan updates ($20,000), Navarre plant control upgrade ($594,000), and water valve replacement ($27,800). Sewer Fund. In past years, the sewer fund has fluctuated between an operating loss and gain. Non - operating revenues, however, have consistently offset the operating losses. This has resulted in a positive operating cash flow for the fund. The single largest expense for the sewer fund is the Metropolitan Council Environmental Services disposal charges, making up approximately 33% of the Sewer Fund operating budget. The operating expenditure budget is increasing by $77,600 (3.51%). The majority of this increase is for supplies and maintenance expenditure, followed by professional services with increases in fleet and facilities services. The total overall expenditure budget is increasing by $37,320 (1.58%) due to the decrease in operating transfers. Page 5 of 123 574 Projects identified in the CIP for 2026 include: Sewer Rehabilitation ($300,000), sanitary line adjustments in correlation with road projects ($9,720), Lift Station #12 and generator rehabilitation ($120,000), Lift Station #22 rehabilitation ($70,000), and Lift Station #18 force main replacement ($320,000). Recycling Fund. The recycling funds major expenditure is for contracted recycling charges. The current contract with Waste Management is increasing 4%. The Recycled Materials has weakened in the past few years since 2018. The full-time wages that are charged to the fund represent 5% of the City Clerks wages. Golf Couse Fund. The golf course fund was established in 2023 with an intent to be more transparent with golf course revenue and expenditures. The main revenue source of the golf course fund comes from charges from fees and services at the golf course related to golfing activities. Expenditure budget is increasing by $63,220 (14.04%), with majority of expenditures increasing in personal and professional services. Staff time has been reallocated with the increase in IT services and Facilities services. Projects and capital purchases identified in the CIP for 2026 include: Cart Path improvements ($12,000) and a rough mower ($115,000). Cable Fund. The Cable funds projected revenues are based on current subscriber information and rates. The expenditure remaining in this fund is to cover the subscription for website hosting. Revenue for the fund is in the from franchise fees that are set by the City's franchise agreement with Mediacom and fiber companies. Stormwater Fund. The Stormwater Fund is for the most part project based. 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 Stormwater projects that will be required in the future. The operating expenditure budget is increasing by $66,150 (13.34%). The biggest increase in expenditure is for Fleet and Facilities services. The total overall expenditure budget is increasing by $23,130 (3.39%), with the offset due to the decrease in operating transfers. Projects identified in the CIP for 2026 include: Stormwater improvements in conjunction with road projects ($142,980), Casco Cove outlet and bioretention basin ($161,000), Hackberry Park and neighborhood stormwater improvements ($95,000) and other Storm Sewer Improvements and Replacements as needed throughout the year ($100,000). CONSTRUCTION FUNDS The City does not adopt formal budgets for construction funds. Possible projects for these funds can be found in the Capital Improvement Plan (CIP). The CIP is a planning tool only; approval of the CIP does not approve or authorize any purchases. The projects identified in it will require approval from the Council before they can be started or purchased. CAPITAL IMPROVEMENT PLAN Since 2012 and every year after, the City formally adopts a Capital Improvement Plan (CIP). In order to Page 6 of 123 575 plan accurately for the City, the CIP is updated and adopted annually. 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, the CIP items that have been identified as needs by staff. The second focus is to determine available funding for the CIP. Many funding sources are not adequate to fund the CIP items so funding will need to be secured prior to moving forward with the projects. Page 7 of 123 576 City of Orono Local History Every community has a unique character arising from its location, natural resources, history and population. Orono is no exception to this rule. But Orono's plan for the future may be exceptional, because its basic premise is the maintenance and furtherance of our very own unique features. Orono's corporate history dates to 1858 when Minnesota became a state, and western Hennepin County was surveyed and divided into townships. All of Orono south of Watertown Road was located in Excelsior Township, with the area north of Watertown Road being located in Medina Township. But the citizens of Orono, few as they were, found the going difficult in having to negotiate the lake in order to transact business in far -away Excelsior. So, in 1868, the townships were realigned with everything north of the Narrows becoming part of Medina. The separate Township of Orono was created out of the southern half of Medina on April 9, 1889. The name Orono was brought to the area by Major George Brackett, a native of Orono, Maine, who first used it to designate the area now known as Brackett's Point. Orono Township once included areas now part of neighboring cities. Minnetonka Beach was incorporated out of Medina Township in 1884. Long Lake was incorporated from Orono Township in 1906. Long Lake expanded, Wayzata grew westward, and then Spring Park was incorporated in 1952. Finally, effective January 1, 1955, Orono Village was incorporated encompassing all the remaining parts of the township including the settlements of Navarre, Crystal Bay, Orono and Bederwood (Stubbs Bay). A number of minor boundary changes have occurred since then, including detachment of the tip of Three Points Peninsula to Mound in 1963; annexation of small strip from Minnetrista in 1980 for McCulley Road; detachment of the Fleming Trail Addition to Long Lake in 1993; and annexation of property along North Ferndale and West Ferndale Roads from Wayzata in 1994 in exchange for detachment of a property along Highway 12 to accommodate Wayzata's public works facilities. The history of Orono's development is one of conversions: conversion of the Lake Minnetonka shoreline from Big Woods to summer homes in the late 1800's and early 1900's, a second conversion from lakeshore summer homes to year-round residences since WWII; and conversion of the off -lake woods and prairie openings into farmland in the 19th century, with a more recent conversion from farms to low -density residential homesites beginning in the 1950's. Orono's first Township zoning regulations were adopted in 1950, and grew progressively stricter through the next two decades. Several residential and commercial zones were initially established, requiring minimum lot area and width standards, and defining allowable uses. The first wetland protection ordinance was established in 1963, about the same time that municipal sewers were first provided to the Navarre area. Perhaps the single most important event that has shaped Orono's development in the last half -century was the City-wide rezoning in 1975. Much of the City had been zoned for residential development with 1-acre lots by 1967, with most of the Navarre area around Lake Minnetonka being zoned 1/2-acre, and a few areas in northeast Orono requiring 1-1/2 or 2-acre lot sizes. The 1975 rezoning took into account Page 8 of 123 577 two important factors. First, that creating and maintaining a low density of development in the watershed is critical to preserving Lake Minnetonka; and second, that lots must be large enough to accommodate onsite sewage treatment systems on a permanent basis, due to the high cost of sewer and the "urbanization spiral". As a result, the 1975 rezoning established a minimum lot size of 2 acres (or 5 acres in northwest Orono) for 80% of Orono's land area. This had a dramatic effect not only in slowing development, but in effect capping the City's ultimate potential population at around 10,000 rather than the 30-40,000 that had been predicted under typical suburban development scenarios. Page 9 of 123 578 City of Orono Demographic Profile The population of Orono was estimated by the Met Council in 2024 as 8,382. This represents an increase of 67 people since 2020 census. Total number of households was estimated to be 3,173 in 2024, an increase of 21 households from the 3,152 households reported in 2020. The persons per household have decreased steadily since 1970, then a high of 3.43 persons per household to 2.66 estimated now. The following Chart 2-1 illustrates Orono's relatively rapid growth during the period 1920-1950 (averaging around 60% per decade); a decline in the rate of growth from 1950 to 1970 (slowing to 20% per decade); and relatively slow growth since 1970 (less than 5% per decade). This slow rate of growth is expected to continue for the next 20 years based on the City's current zoning and planned land use and the amount of undeveloped property. Orono is primarily a bedroom community, with 70% of its land area guided for residential use. Annual population increases over the last 30 years have averaged less than 1% per year. Table 2-2 shows this growth in Households, Population, and Employment since 1970. 8,600 8,400 8,200 8,000 7,800 7,600 7,400 7,200 7,000 6,800 2010 2011 2012 Population 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 Page 10 of 123 579 City of Orono Mission, Vision and Goals MISSION STATEMENT The City of Orono will provide effective guidance through public policy established from citizen involvement, by empowering staff to implement best practices to prepare Orono for any challenges of the future and by ensuring a positive customer experience, superior municipal services and provide a safe community for the residents, businesses and customers to live, work and play in. VISION STATEMENT To be the residential community of choice and remain widely recognized for its preservation of natural rural beauty, quality of life, and recreational assets. GOALS 1. To provide consistent high levels of customer service to our residents and balance the enforcement of city codes.; 2. To maintain sustainable funding for infrastructure while maintaining a stable tax levy; 3. To create a culture of continuous improvement by providing efficient and reliable government services; 4. To adopt best practices into city processes to ensure the high -quality services are provided in an ever -changing environment. Page 11 of 123 580 Name Bob Tunheim Alisa Benson Steve Persian Jon Schwingler Jacqueline Ricks Name Adam Edwards Maggie Jin Christine Lusian Correy Farniok Shea Chwialkowski Laura Oakden DJ Goman Joe Ruthenberg City of Orono City Officials As of December 31, 2025 Elected Officials Title Term Expires Mayor 12/31/2028 Council Member 12/31/2026 Council Member 12/31/2028 Council Member 12/31/2026 Council Member 12/31/2028 Appointed Officials Title City Administrator / Engineer Finance Director City Clerk Police Chief Interim Fire Chief Community Development Director Public Works Superintendent Parks and Facilities Superintendent Page 12 of 123 581 CityOrganizationStaff Residents of Orono City Council nn� nn� nn� nn� aaaal aaaal aaaal Full Time Part lime Ci Attorne City Administrator / City Engineer tY Y Seasonal/Reserve CoatraM ICnu[soo) Prosecuting Attorney (Campbell Knutson) Community Public Works Parks and Facilities City Clerk Police Chief Finance Director Development Director Superintendent Superintendent Administrative Building Maintenance/ Deputy City Assistant Custodian Clerk IT Manager ACCOnntani/RR Re esentative Pr Planning Assistant Public Utilities Streets & Storm Flee[ Supervisor Communications IT Technician Supervisor Supervisor Specialist Accounting Technician Planner X2 Clubhouse Utility Fleet Mechanic Parks Maintenance GC Superintendent p Manager/Events Administrative Assistant Building Maintenance Worker xz Worker Coordinator Official Records M"- Maintenance x5 Brush site Parks Maintenance GC Greenkeeper GC Attendants Techntcian X2 Maintenance Worker Attendant x2 Worker x2 Building Inspector Worker x2-Q x6-8 Election Maintenance Workers Worker Deputy Chief Sergeant Sergeant Sergeant Sergeant Sergeant CSO Investigator x2 Patrol Otfcer xQ Patrol Officer x5 Patrol Officer xQ Patrol Officer x5 Patrol Officer X2 SRO Patrol Officer -DTF \p ' Deputy Chief -Training (Duty Crew) T2M X6 Firefighter - Cadet/ CSO 1 xQ Inspector (Duty Crew) Firefighter Tech/Admfn (Duty Crew) orth Coming in 2025 I Fire Fighter I Duty Crew — Engineering (Bolton and Menk) Fire Captain Station 2 (Duty Crew) Fire Fighter Duty Crew U1 Page 13 of 123 0� W W Goal Setting Planning Preparation Review Approval Finance Begins Initial Budget and Tax Levy Capital Improvement Plan (CIP) Distributed to Fee Schedule Review Truth In Taxation Hearing Preparation p Updates Continues p Of Departments Of (Work Session) Of (Council Meeting) W CO W COW m , , W ; 0 W W Timeline Distributed to Budget Review: Enterprise Fund Budget and Utility W preliminary Budget and Levy Update Z Staff Continues to Refine Adopt Budgets, Tax Levy, CIP & Fee Schedule Departments Rate Study Update Budget (Work Session) (Work Session) (Council Meeting) Adopt Preliminary General Capital Improvement Plan Workpapers Distributed to Staff Develops Enterprise Fund Budget & Tax Levy (CIP) Review Staff Submit Reports to Departments (D Funds Budgets County and State D (Council Meeting) (Work Session) Q AL Budget Review: General Preliminary Budget and Levy Discussion Fund and Internal Service Funds Budget and Tax Levy Staff Develops Capital Improvement Plan (CI P) Staff Updates Fee Schedule (Work Session) (Work Session) W CO Capital Improvement Plan Staff Develops General and Staff Meet to Discuss First 0 (CIP) Review Fee Schedule Distributed to Internal Fund Budgets J Draft of Budget l`-- Departments D U (Work Session) 0 Staff Council Work Session/Meetings Page 14 of 123 583 MAY JUNE JULY 2026 Budget Timeline May 21— Budget Timeline Distributed to Departments May 21— Budget Workpaper Distributed to Departments to Update June 23 Council Work Session — Preliminary Budget Guidance June 30— General Fund Department and Internal Service Fund Budget Draft due to Finance July 7 to July 11— Meeting between Department Head, Finance and City Administrator for General Fund/Internal Service Funds July 28 Council Work Session — General Fund and Internal Service Funds Budget and Tax Levy Update AUGUST August 8 — Enterprise Fund Draft due to Finance August 11 to August 15 — Meeting between Department Head, Finance and City Administrator for Enterprise Funds August 25 Council Work Session — Enterprise Funds Budget and Utility Rate Study Update August 29—Additional General Fund Budget Updates due to Finance SEPTEMBER September 2 — Capital Improvement Plan Distributed to Departments to Update September 8 Council Work Session — Preliminary Levy / Budget September 22 Council Meeting — Preliminary Levy / Budget Adoption September 30 — Capital Improvement Plan Draft due to Finance OCTOBER October 13 Work Session — Draft Capital Improvement Plan October 10 — Fee Schedule Distributed to Departments to Update October 27 Work Session — Draft Capital Improvement Plan October 31— Fee Schedule Draft due to Finance NOVEMBER November 24 Work Session — Fee Schedule Update November 26—Additional Budget, Capital Improvement Plan, Fee Schedule Updates due to Finance DECEMBER December 8 Council Meeting — Truth in Taxation Hearing and Final Levy / Budgets, Capital Improvement Plan, Fee Schedules Adopted December 28 — Staff submits report to County and State by this date Staff Council Work Session/Meetings *Dates are subject to change. Page 15 of 123 584 City of Orono Fund and Department Descriptions City Budgets can be confusing due to the number of funds and departments involved. The following descriptions of the General Fund departments and the other funds maintained by the City of Orono is designed to give the user of this document a basic understanding of the purpose of each department and fund. General Fund — This is the general operating fund of the City. It is used to account for all financial resources except those required to be accounted for in another fund. The General Fund budget is made up of the following departmental budgets: • Mayor and Council — 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. This budget includes the wages and employment taxes of the Council; memberships in the League of Minnesota Cities, Metro Cities, and the Suburban Rate Authority. • Administration — The Administration Department includes the City Administrator who is responsible for meeting statutory and legal obligations, implementing policy established by the City Council and ensuring the successful management of all city operations. The City Clerk and the rest of the administrative staff perform various functions such as: customer service, permits and licensing, elections, record management, and general administrative duties. • Elections —The Elections Department administers all federal, state, county, and municipal elections held in the city. Elections are held in even numbered years. • Communications — The Communications Department works with all city departments to distribute information about city news, events, and information. The department shares content through various forms of channels including newspaper, social media and other tactics. • Assessing —The Assessing Department performs assessing services in accordance with the requirements of the State of Minnesota. The City maintains a contract with Hennepin County for assessing services • Finance — The Finance Department oversees the City's financial operations, risk management, and employee benefits. It is responsible for preparing the budget and Comprehensive Annual Financial Report in accordance with generally accepted accounting principles. • Legal — The Legal Department includes professional representation and opinion on city services and operations, prosecution services, and jail charges. The City maintains renewable contracts with both a civil law firm and a prosecutor for legal services. • Central Services — The Central Services provides for those operating expenses that encompass all General Fund city departments with the exception of the Police Department. Expenditures include supplies, utilities, municipal insurance coverage, janitorial, and building maintenance. Page 16 of 123 585 Human Services — The Human Services Department contracts with area organizations to provide for valuable services for the community. Current contracts are with The Gillespie Center for senior services. Police —The Police Department provides for the public safety within Orono and surrounding communities. The City has renewable contracts with the Cities of Spring Park, Minnetonka Beach, and Mound. Due to the contractual agreements the department operates as a "cost center" and is the only General Fund department that has expenditures for costs that are normally covered by Central Services. This budget is also the only one within the General Fund that includes capital expenditures. • Fire — Over 46% of the expenditures of the Fire Department is comprised of service contract with the Cities of Long Lake for fire suppression services. In 2023, the City of Orono started its own fire department. Due to being a newly created department, expenditures are best estimate and will be further refined in future year budgets to be accurately reflect the needs of the fire department. • Planning and Zoning — The Planning and Zoning Department oversees the development and redevelopment within the City, including building inspections, in accordance with established policies and guidelines. The policies and guidelines have been created to maintain the health, safety, and welfare of the public, as well as maintaining the aesthetics of the community. • Engineering —The Engineering Department provides professional representation and opinion on city services and operations. This function is provided by a local engineering firm that is retained on a contract basis. • Street Maintenance — The Street Department provides for the maintenance of all city streets to ensure a safe and drivable condition. Standard maintenance includes, patching, snow plowing, and striping. • Spring Park — The Spring Park Department provides for service provided to the City of Spring Park. • Brush Site — The Brush Site is open from April through November offering residents (no charge), non-residents and contractors (at a charge) a place to bring brush and tree disposal. • Parks —The Parks Department provides for the maintenance of the City's parks. • Special Services —The Special Services Department is used to account for expenditures that benefit a single property or organization. An example of this type of expenditure is the legal and engineering fees incurred as the result of a request for a variance, a subdivision application, or other major development. Other expenditures that are included in this department are requests for additional police security or traffic control related to an event. The costs recorded in this department are offset by revenues received for the services provided. Page 17 of 123 586 Special Projects and Contingencies —The Special Projects and Contingencies Department budget include the annual operating transfer to the Improvement & Equipment Outlay Fund for the purchase of capital equipment for General Fund Departments other than for the Police Department. The department also includes an amount for any unforeseen circumstances that produce additional expenses or revenue shortfalls. Special Revenue Funds — Special Revenue Funds provide for funding of expenditures that are primarily funded by a revenue source that is not part of the general tax levy and has a restricted use. Park Fund —The Park Fund's major revenue source are Park Dedication Fees collected as part of a subdivision or major development process. By state law fees received must be placed in a special fund and can be used for specific purposes. Park dedication fees must be used only for the acquisition and development or improvement of parks, recreational facilities, playgrounds, trails, wetlands, or open space based on the approved park systems plan. • Drug and Felony Forfeiture Fund —The Drug and Felony Forfeiture Fund's major sources of revenue are the sale of DWI forfeited vehicles and revenue received from drug enforcement activities. The funds are restricted for law enforcement activities related to alcohol and drug enforcement. • Lurton Park Fund —The Lurton Park Fund's major revenue source is from dog park permits issued users of the park. The expenditures are used for the Lurton Park, such as capital improvements. • Senior Housing TIF Fund — The Senior Housing TIF Fund was created to provide housing opportunities for seniors within the City. Its major revenue source is the additional property taxes collected on the captured value of the property. 90% of the funds collected are forwarded to the developer to help pay for the bonds associated with the project. • Carman Bay LID Fund —The Carman Bay LID Fund was created to provide separate tracking for the certification of the lake improvement district's levy to its homeowners, any cost to the City and the pass -through of the revenue back to the district. • Stubbs Bay LID Fund —The Stubbs Bay LID Fund was created to provide separate tracking for the certification of the lake improvement district's levy to its homeowners, any cost to the City and the pass -through of the revenue back to the district. Debt Service Funds — Debt Service Funds are used to pay for debt service on the City's outstanding bonds. Funding for debt service funds can include: property taxes; special assessments, debt support from other funds; or a combination of the three. 2014 General Obligation Bonds —The 2014 bonds were issued for multiple purposes: to refund the 2005 HRA Public Project Revenue Bonds (Big Island); to fund water infrastructure improvements including a new well; and to fund the construction of the Public Safety Garage. Funding is a combination of property taxes; water revenues; and a transfer from the General Fund related to revenues from the Mound police service contract. Page 18 of 123 587 • 2021 General Obligation Bonds —The 2021 bonds were issued to fund the Public Works building and fire building improvements. The new Public Works building houses the Public Works, Parks and Facilities departments. Capital Project Funds — Capital project funds are used to account for the financing of street projects, equipment replacement, public safety equipment, and facility rehabilitation or renovation. Revenue sources are provided mainly through transfers, special assessments, and bond sales. • Municipal State Aid (MSA) Fund —The MSA Fund provides for the improvement of designated state aid streets which are funded by State of Minnesota funds. • Pavement Management Fund —The Pavement Management Fund is used to maintain, improve and create roads and streets. • Improvement & Equipment Outlay Fund —The Improvement & Equipment Outlay Fund provides for the purchase of equipment and the construction or renovation of City facilities. • Permanent Improvement Revolving (PIR) Fund —The PIR Fund is designed to provide temporary financing of projects until permanent financing is available. • Community Investment Fund — The Community Investment Fund provides funding for projects of citywide importance that have no other funding source. • Facilities Fund — The facilities fund was established in 2021 to provide for the development, renovation and repairs of City buildings. • Fire Capital Fund —The Fire Capital Fund was created in 2023 to separately track fire capital from the remainder of the Improvement and Equipment Outlay Fund. • Police Capital Fund — The Police Capital Fund was created in 2023 to separately track police capital from the Permanent Improvement Revolving Fund. Enterprise Funds — Enterprise Funds are used to account for the business type activities of the City. These include the following funds: Water, Sewer, Cable TV, Stormwater, and Recycling. Water —The Water Fund is used to account for the City's utility. The system consists of two water towers, three wells, 18 miles of water mains, and serves 1,149 customers. Sewer — The Sewer Fund is used to account for the City's sewer utility. The system consists of 47 miles of sewer lines and 46 pumping stations, and serves 2,368 customers. The largest expense for the fund is a charge from the Metropolitan Council Environmental Services to pay for their collector lines and the treatment of the wastewater. • Recycling — the city contracts with Waste Management to provide for curbside recycling service. Funding is provided through a combination of a grant from Hennepin County and user fees. In Page 19 of 123 588 addition, the city coordinates a spring cleanup day to assist residents who have materials unsuitable for recycling or regular waste service. Golf Course —The Golf Course Enterprise Fund was established in 2023. The Golf Course provides golfing opportunities for both residents and visitors to the City. Post Covid-Pandemic, the Golf Course has been performing exceptionally well to sustain itself separately from the General Fund. During the winter months the course is open to sledding. Cable TV —The Cable TV Fund was created to account for revenues collected as part of the franchise agreement between the City and Mediacom. Stormwater — The Stormwater Fund is used to account for the City's stormwater utility. The system consists of culverts, collection ponds, and drainage ways. The utility was created in order to provide funding needed to comply with State and Federal mandates regarding stormwater. All properties within the city are charged a stormwater fee. Internal Service Funds — Internal Service Funds are used to track revenue and expense shifts between departments. These include the following funds: Fleet Management, Facilities Services, Insurance, Compensated Absences, and Information Technology. • Fleet Management —The Fleet Management Fund is used to account for total expenses related to city vehicles. Each department pays into this fund to cover their appropriate portions of expenses. • Facilities Services —The Facilities Services Fund is used to account for total costs related to facilities services, supplies, equipment, maintenance and repairs. Each department pays into this fund to cover their appropriate portions of facility service provided. • Insurance - The Insurance Fund was created to account for total insurance revenue and expenses between all departments. • Compensated Absences —The Compensated Absences Fund is used to account the liability owed to employees for compensated absences such as Sick, Vacation, Overtime and Comp -Time. • Information Technology (IT) - The IT Fund is used to account for total expenses related to software and technology. Each department pays into this fund to cover their appropriate portions of expenses. Page 20 of 123 589 A RESOLUTION ADOPTING THE 2025 COLLECTIBLE IN 2026 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 2026 upon the taxable property in the City of Orono, for the following purposes: General Fund - Operating $ 7,349,900 Facilities Fund 225,000 Fire Capital Fund 460,000 Pavement Management Fund 1,000,000 Parks 190,000 G.O. Improvement Bond 2014 296,900 G.O. Improvement Bond 2021 756,700 TOTAL ALL LEVIES 10.278.500 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 8, 2025. ATTEST: Christine Lusian, City Clerk Bob Tunheim, Mayor Page 21 of 123 590 A RESOLUTION TO ADOPT THE 2026 GENERAL FUND BUDGET BE IT RESOLVED, by the City Council of the City of Orono, County of Hennepin, Minnesota that the 2026 General Fund budget is determined to be as follows: ESTIMATED REVENUES Taxes - General $ 7,423,900 Licenses and Permits 676,100 Intergovernmental 338,050 Charges for Services 3,926,800 Fines and Forfeits 47,000 Interest Income 100,500 Miscellaneous 116,280 TOTAL $12,628,630 APPROPRIATED EXPENDITURES General Government $1,777,800 Public Safety 8,463,930 Street Maintenance 1,067,900 Parks and Recreation 391,300 Engineering - Unallocated 26,000 Reimbursable Expenditures 326,700 Special Projects and Contingency 15,000 Capital Outlay 240,000 Transfers to Other Funds 320,000 TOTAL $12,628,630 Adopted by the City Council of the City of Orono, Minnesota at a regular meeting held December 8, 2025. ATTEST: Christine Lusian, City Clerk Bob Tunheim, Mayor Page 22 of 123 591 CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO. / 650 A RESOLUTION ADOPTING THE 2026 SPECIAL REVENUE FUND BUDGETS BE IT RESOLVED, by the City Council of the City of Orono, County of Hennepin, Minnesota that the 2026 Special Revenue Fund budgets are determined to be as follows: Drue/Felonv Lurton Park CBLID SBLID Park TIF Estimated Revenue Forfeiture Fund Fund Fund Taxes $ 190,000 $ - $ - $ - $ 36,400 $ 24,690 Interest Income 21,700 24,000 - 4,000 50 - User Fees - - 24,000 - - - Park Dedication Fees 10,000 - - - - - Contribution & Donations - - 500 - - - Transfers from Other Funds - - - - - - Total Revenue $ 221,700 $ 24,000 $ 24,500 $ 4,000 $ 36,450 $ 24,690 Annropriated Expenditures General Government $ - $ - $ - $ - $ 36,400 $ 24,690 Public Safety - - - - - - Streets - - - - - - Parks & Recreation 979,500 - 1,000 - - - Transfer to Other Fund - - - - - - Total Expenditures $ 979,500 $ - $ 1,000 $ - $ 36,400 $ 24,690 Adopted by the City Council of the City of Orono, Minnesota at a regular meeting held December 8, 2025. ATTEST: Christine Lusian, City Clerk Bob Tunheim, Mayor Page 23 of 123 592 CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO. / 6 5 1 A RESOLUTION ADOPTING THE 2026 ENTERPRISE FUND BUDGETS BE IT RESOLVED, by the City Council of the City of Orono, County of Hennepin, Minnesota that the 2026 Enterprise Fund budgets are determined to be as follows: Estimated Revenue Water Sewer Rec c Charges for Service $ 1,555,830 $ 2,398,000 $ 299,100 Interest Income 10,000 25,000 1,500 Other Revenue 12,000 1,000 10,000 Total Revenue $ 1,577,830 $ 2,424,000 $ 310,600 Appropriated Expenditures Operating Expenses $ 1,279,350 $ 2,287,000 $ 310,450 Non -Operating Expenses Interest Expense 9,350 - - Debt Service - - - Transfer to Other Funds 90,000 114,720 - Total Expenditures $ 1,378,700 $ 2,401,720 $ 310,450 Estimated Revenue Golf Cable Stormwater Charges for Service $ 515,300 $ 60,000 $ 871,100 Interest Income 200 100 20,000 Other Revenue - - - Total Revenue $ 515,500 $ 60,100 $ 891,100 Appropriated Expenditures Operating Expenses Non -Operating Expenses Interest Expense Debt Service Transfer to Other Funds Total Expenditures $ 488,550 $ 60,100 $ 561,850 $ 488,550 $ 60,100 142,980 $ 704,830 Adopted by the City Council of the City of Orono, Minnesota at a regular meeting held December 8, 2025. ATTEST: Christine Lusian, City Clerk Bob Tunheim, Mayor Page 24 of 123 593 City of Orono 2026 Annual Budget LEVY DETAIL 2026 Over / Under 2025 2025 2026 Amount Percent TAX LEVIES General Fund -Total $6,846,000 $7,349,900 $503,900 7.36% Facilities Fund 225,000 225,000 0 0.00% Fire Capital Fund 300,000 460,000 160,000 53.33% Pavement Management 1,000,000 1,000,000 0 0.00% Parks 200,000 190,000 -10,000 -5.00% GO Improvement 2014 300,000 296,900 -3,100 -1.03% GO Improvement 2021 760,000 756,700 -3,300 -0.43% Total Local Certified Tax Levy $9,631,000 $10,278,500 $647,500 6.72% LEVY ALLOCATION Debt Service 10% Capital (CIP) 18% Operations 72% Page 25 of 123 594 City of Orono 2026 Annual Budget Tax Rate 2026 Over / Under 2025 Actual Estimated TAX CAPACITY 2025 2026 Amount Percent Net Tax Capacity (Adj Net Tax Capacity) $ 58,869,928 $ 62,653,121 $ 3,783,193 6.43% LOCAL LEVY Total Local Certified Tax Levy $ 9,631,000 $ 10,278,500 $ 647,500 6.72% City Tax Capacity Rate 16.361% 16.405% TAX CAPACITY RATES General Fund 11.63% 11.73% 0.10 Facilities Fund 0.38% 0.36% -0.02 Fire Capital Fund 0.51% 0.73% 0.22 Pavement Management 1.70% 1.60% -0.10 Parks 0.34% 0.30% -0.04 GO Improvement 2014 0.51% 0.47% -0.04 GO Improvement 2021 1.29% 1.21% -0.08 Total City Tax Capacity Rate 16.361% 16.405% 0.05 *Hennepin County 2026 Proposed Tax Rate for the City of Orono is at 16.407% Page 26 of 123 595 Effect of 2026 Tax Levy & Budget on Residential Properties Median 5.06% Increase in Market Value Actual Estimated Actual Estimated Actual Estimated Actual Estimated Actual Estimated 2025 2026 2025 2026 2025 2026 2025 2026 2025 2026 Value $250,000 $262,650 $500,000 $525,300 $1,110,400 $1,166,586 $2,000,000 $2,101,200 $4,000,000 $4,202,400 Market Value Exclusion (MVE) * $24,050 $22,912 $1,550 $0 $0 $0 $0 $0 $0 $0 $225,950 $239,739 $498,450 $525,300 $1,110,400 $1,166,586 $2,000,000 $2,101,200 $4,000,000 $4,202,400 Tax Value Tax Capacity (Net) ** 2,260 2,397 4,985 5,316 12,630 13,332 23,750 25,015 48,750 51,280 Tax Capacity Rate 16.361% 16.407% 16.361% 16.407% 16.361% 16.407% 16.361% 16.407% 16.361% 16.407% Net City Tax $369.67 $393.35 $815.50 $872.26 $2,066.37 $2,187.49 $3,885.69 $4,104.31 $7,975.89 $8,413.72 Annual $ Change from 2025 $23.68 $56.75 $121.12 $218.62 $437.83 Monthly $ Change from 2025 $1.97 $4.73 $10.09 $18.22 $36.49 % Change from 2025 6.40% 6.96% 5.86% 5.63% 5.49% As of 2025, Market Value Exclusion = First 40% of the first $95,000 of market value. For homestead value between $95,000 and $517,200, the exclusion is $38,000 minus 9% of the value over $95,000. Homesteads valued at $517,200 or more do not receive the exclusion ** Tax Capacity (net) = 1% of first $500,000 market value, plus 1.25% of all value over $500,000 The Market Value adjustment is based on the average market value increase on a residential property = 5.06% Median home value in Orono in 2025 is $1,110,400. Page 27 of 123 596 Proposed 2026 Tax Rate Comparison 60.000% 50.000% 40.000% 30.000% 20.000% 10.000% 0.000% 000 �aJ ar tiara t`y�a a\�a \y`ot Qat� Joa �e �+oe t\�p� �o �e $700.00 e \, oJ�tJ Lo �a �e 2026 Estimated Monthly City Property Tax on a Median Orono Home (of $1,110,400) $600.00 $573.80 $500.00 $426.70 $400.00 $368.29 $373.62 $377.99 $300.00 $291.84 $205.71 $211.30 $221.54 $237.61 $200.00 $172.68 $178.38 $100.00 t000 �aJ ear tiara t\y�a a\aa \�`ot Qa� ��a �a�e cafe Q\a�o Q �e Page 28 of 123 597 Preliminary Levy Change Comparison (2025 to 2026) 18.00% 16.00% 14.00% 12.00% 10.00% 8.00% 6.00% 4.00% 2.00% 0.00% Note: Above graphs are based on preliminary budget and levy data provided by Hennepin County. Tax Dollars Broken down by Taxing District Hennepin County Schools City Other 39C 36C 17C 7C Page 29 of 123 598 City of Orono Combined Summary of Revenues & Other Financing Sources For 2026 Transfers Total Revenues Special Licenses & Inter- Charges for Recreation Fines & Interest Misc. From and Property Tax Assessments Permits Governmental Services Charges Forfeits Income Revenue Other Funds Transfers In General Fund 7,423,900 676,100 338,050 3,926,800 47,000 100,500 116,280 12,628,630 Special Revenue Funds Parks Fund 190,000 - - - 21,700 10,000 221,700 Drug/Felony Forfeiture Fund - - - 24,000 - 24,000 Lorton Park Fund 24,000 - 500 24,500 Senior Housing - TIF Fund - - 4,000 - 4,000 Carman Bay LID Fund 36,400 - 50 36,450 Stubbs Bay LID Fund 24,690 - - 24,690 Capital Projects Funds Permanent Improvement Revolving (PIR) Fund - - - - - - - 3,600 - - 3,600 Equipment Improvement Outlay Fund 5,400 315,000 320,400 Police Capital Fund - 12,100 217,500 229,600 Fire Capital Fund 460,000 4,000 - 464,000 Facilities Fund 225,000 61,500 30,000 316,500 MSA Fund - 600,250 - - 600,250 Pavement Management Fund 1,000,000 - 36,900 152,700 1,189,600 Community Investment Fund - - - - - - - 6,100 - - 6,100 Debt Service Funds (numbers shown below matches budget and not the levied amount) 2014 Improvement Bonds 286,100 10,000 90,000 386,100 2021 CIP Bonds 729,500 729,500 TOTAL GOVT FUNDS 10,375,590 676,100 938,300 3,950,800 47,000 289,800 156,830 775,200 17,209,620 Enterprise Funds Water Fund - Operating 1,555,830 10,000 12,000 1,577,830 Sewer Fund- Operating 2,398,000 25,000 1,000 2,424,000 Recycling Fund - Operating 299,100 - 1,500 10,000 310,600 Golf Course Fund - Operating - 515,300 200 - 515,500 Cable Fund - Operating 60,000 - 100 60,100 Storm Water Fund - Operating 871,100 20,000 891,100 TOTAL ENTERPRISE FUNDS 5,184,030 515,300 56,800 23,000 5,779,130 Internal Service Funds Fleet Fund 11,000 459,450 200 500 75,000 546,150 Facilities Service Fund - 391,000 200 - - 391,200 Insurance Fund 462,700 5,000 30,000 - 497,700 IT Fund 683,800 100 35,000 718,900 TOTAL INTERNAL SERVICE FUNDS 11,000 1,996,950 5,500 30,500 110,000 2,153,950 TOTAL ALL FUNDS 10,375,590 676,100 949,300 11,131,780 515,300 47,000 352,100 210,330 885,200 25,142,700 Page 30 of 123 599 City of Orono Combined Summary of Expenditures & Other Financing Uses For 2025 Internal Total Expend General Public Public Enterprise Capital Park & Debt Service Fund Other Transfers To and Government Safety Works Ouerations Outlay Recreation Service Overations Expenditures Other Funds Transfers Out General Fund 1,777,800 8,463,930 1,093,900 240,000 391,300 341,700 320,000 12,628,630 Special Revenue Funds Parks Fund - - - 974,500 - 5,000 - 979,500 Drug/Felony Forfeiture Fund - - - - - - - - - - - Lurton Park Fund - - - - - - - - 1,000 - 1,000 Senior Housing - TIF Fund - - - - - - - - - - - Carman Bay LID Fund 36,400 36,400 Stubbs Bay LID Fund 24,690 24,690 Capital Projects Funds Permanent Improvement Revolving (PIR) Fund - - - - - - - - - - - Equipment Improvement Outlay Fund 529,000 529,000 Police Capital Fund 267,000 267,000 Fire Capital Fund 579,400 579,400 Facilities Fund 1,300,000 1,300,000 MSA Fund - 39,500 125,000 164,500 Pavement Management Fund 1,124,100 - - 1,124,100 Community Investment Fund - - - - 62,000 - - - - - 62,000 Debt Service Funds 2014 Improvement Bonds - 380,725 3,500 384,225 2021 CIP Bonds 721,145 8,000 729,145 TOTAL GOVT FUNDS 1,838,890 8,463,930 1,093,900 5,076,000 391,300 1,101,870 398,700 445,000 18,809,590 Enterprise Funds Water Fund - - - 1,279,350 641,800 - - 9,350 90,000 2,020,500 Sewer Fund 2,287,000 870,000 - 114,720 3,271,720 Recycling Fund 310,450 - - 310,450 Golf Course Fund 488,550 127,000 615,550 Cable Fund 60,100 - 60,100 Storm Water Fund 561,850 356,000 142,980 1,060,830 TOTAL ENTERPRISE FUNDS 4,987,300 1,994,800 9,350 347,700 7,339,150 Internal Service Funds Fleet Fund - - 487,150 - - 487,150 Facilities Service Fund 377,100 377,100 Insurance Fund - 444,800 444,800 IT Fund 65,000 736,030 801,030 TOTAL INTERNAL SERVICE FUNDS 65,000 2,045,080 2,110,080 TOTAL ALL FUNDS 1,838,890 8,463,930 1,093,900 4,987,300 7,070,800 391,300 1,101,870 408,050 792,700 28,258,820 Page 31 of 123 600 City of Orono Debt Service Fund Sources Debt Issue 2024 2025 2026 2027 2028 2029 2014 Garage, Water, Ref Tax Levy 242,000 242,000 242,000 242,000 242,000 Water Fund - Portion 98,570 101,550 99,350 101,920 99,310 101,500 340,570 343,550 341,350 343,920 341,310 101,500 2021 GO Improvement Tax levy - Final Levy 2051 760,000 760,000 760,000 760,000 760,000 760,000 Total Debt Service Sources 1,100,570 1,103,550 1,101,350 1,103,920 1,101,310 861,500 Total Levy Required 1,002,000 1,002,000 1,002,000 1,002,000 1,002,000 760,000 Total Utility Funds 98,570 101,550 99,350 101,920 99,310 101,500 Total 1,100,570 1,103,550 1,101,350 1,103,920 1,101,310 861,500 Debt Issue 2030 2031 2032 2033 2034 2035 2014 Garage, Water, Ref Tax Levy Water Fund - Portion - - - - - - 2021 GO Improvement Tax levy - Final Levy 2051 760,000 760,000 760,000 760,000 760,000 760,000 Rent - Water Rent - Sewer Total Debt Service Sources 760,000 760,000 760,000 760,000 760,000 760,000 Total Levy Required 760,000 760,000 760,000 760,000 760,000 760,000 Total Utility Funds - - - - - - Total 760,000 760,000 760,000 760,000 760,000 760,000 Page 32 of 123 601 City of Orono Report of Outstanding Indebtedness As of December 31, 2025 Fund 322 Fund 324 2014A 2021A Total Bond Type: Imp/Ref CIP All Issues Bonds Outstanding 1/1/25 1,775,000 14,655,000 16,430,000 Bonds Issued 0 0 0 Bonds Paid or Refunded (340,000) (365,000) (705,000) Bonds Outstanding 12/31/25 1,435,000 14,290,000 15,725,000 Fund 322 Fund 324 2014A 2021A Total Imp/Ref CIP All Issues 2025 Payments Bond Principal (340,000) (365,000) (705,000) Bond Interest (43,575) (355,244) (398,819) Total Disburse (383,575) (720,244) (1,103,819) 2026 Payments Bond Principal (345,000) (380,000) (725,000) Bond Interest (35,225) (340,644) (375,869) Total Disburse (380,225) (720,644) (1,100,869) Page 33 of 123 602 City of Orono 2026 General Fund Revenue Budget - Summary Percentage 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget (Decrease) (Decrease) Property Taxes 5,613,956 6,514,354 6,913,000 7,423,900 510,900 7.39% Licenses 23,425 34,785 16,500 24,600 8,100 49.09% Permits 778,088 730,669 636,500 651,500 15,000 2.36% Intergovernmental 686,742 494,016 310,150 338,050 27,900 9.00% Gen Govt Service Charges 1,065,721 947,454 952,300 916,800 (35,500) -3.73% Public Safety Service Charges 2,806,978 2,862,829 2,904,500 3,010,000 105,500 3.63% Fines and Forfeits 57,760 61,137 65,000 47,000 (18,000) -27.69% Investment Revenue 181,727 100,703 100,650 100,500 (150) -0.15% Miscellaneous and Other Revenue 111,856 221,137 36,400 116,280 79,880 219.45% Total Revenue 11,326,254 11,967,083 11,935,000 12,628,630 693,630 5.81% Page 34 of 123 603 City of Orono 2026 General Fund Revenue Budget - By Line Item Percentage 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Property Taxes Current Ad Valorem Taxes 5,535,686 6,426,203 6,846,000 7,349,900 503,900 7.36% Delinquent Ad Valorem Taxes 29,103 29,737 25,000 30,000 5,000 20.00% Fiscal Disparities 35,794 43,636 30,000 30,000 0 0.00% Personal Property Tax 12,009 13,590 10,000 12,000 2,000 20.00% Forfeited Tax Sale Apportionmt 0 9 0 0 0 N/A Rent Credit 0 0 0 0 0 N/A Penalties and Interest -Taxes 1,364 1,178 2,000 2,000 0 0.00% Total Property Taxes 5,613,956 6,514,354 6,913,000 7,423,900 510,900 7.39% Licenses Beer & Liquor Licenses 11,900 17,500 7,100 10,000 2,900 40.85% Cigarette Licenses 1,500 1,500 750 1,500 750 100.00% Garbage Haulers Licenses 825 750 1,100 1,500 400 36.36% Other Business License/Permit 5,001 9,915 5,000 7,500 2,500 50.00% Rental Licenses 4,220 5,020 2,500 4,000 1,500 60.00% Dog Licenses (21) 100 50 100 50 100.00% Total Licenses 23,425 34,785 16,500 24,600 8,100 49.09% Permits Building Permits 605,447 594,105 525,000 540,000 15,000 2.86% Zoning Permit 1,970 2,295 1,500 1,500 0 0.00% Mechanical/Septic/Other 117,355 101,076 75,000 75,000 0 0.00% Plumbing Permit 53,317 33,193 35,000 35,000 0 0.00% Total Permits 778,088 730,669 636,500 651,500 15,000 2.36% Intergovernmental Federal Grant -other 0 0 0 0 0 N/A Market Value Credit 406 412 150 300 150 100.00% Police Training Reimbursement 30,896 27,368 20,000 25,000 5,000 25.00% Fire State Aid 0 0 0 0 Police State Aid 276,529 325,994 260,000 282,750 22,750 8.75% Police Vest Reimbursement 0 0 0 0 0 N/A PERA State Aid 0 0 0 0 0 N/A State Grant -other 378,911 140,242 30,000 30,000 0 0.00% Grants/Aids from Other Govts 0 0 0 0 0 N/A Total Intergovernmental 686,742 494,016 310,150 338,050 27,900 9.00% Gen Govt Service Charges Administrative Charges for Svc 362,875 310,200 384,350 340,700 (43,650) -11.36% General Taxable Sales/Service 100 268 100 100 0 0.00% Assessments searches 70 40 50 50 0 0.00% Filing fees-elections/plats 16,170 18 0 50 50 N/A Zoning Disclosure 435 315 350 350 0 0.00% Plan Check/Site Exam Fees 359,307 286,889 250,000 250,000 0 0.00% Cond Use-Variance-Dev Fees 22,580 23,835 20,000 20,000 0 0.00% Engineering & Legal Fees 15,577 37,357 20,000 20,000 0 0.00% Bldg Permits -mail in fees 0 0 0 0 0 N/A On -site Septic Program fees 47,247 50,224 47,000 47,000 0 0.00% Off Leash Annual Pass 0 68 0 0 0 N/A Park Reservations 9,370 10,765 9,000 9,000 0 0.00% Coop Agreement -public works 229,917 214,940 220,450 228,550 8,100 3.67% Brush Site Fees 2,074 12,535 1,000 1,000 0 0.00% Total Gen Govt Service Charges 1,065,721 947,454 952,300 916,800 (35,500) -3.73% Public Safety Service Charges Coop Agreement -inspection 483 0 0 0 0 N/A Coop Agreement -police 2,688,054 2,713,948 2,822,000 2,908,300 86,300 3.06% Police Special Services 82,177 146,040 80,000 100,000 20,000 25.00% False Alarm Fees 0 0 500 500 0 0.00% Police Reports 3,168 2,105 1,000 1,000 0 0.00% Police Reserve Receipts 31,691 350 0 0 0 N/A Explorers program 1,405 385 1,000 200 (800) -80.00% Total Public Safety Service Charges 2,806,978 2,862,829 2,904,500 3,010,000 105,500 3.63% Fines and Forfeits Admin Citations (2,669) 2,058 5,000 2,000 (3,000) -60.00% Court Fines 60,430 59,079 60,000 45,000 (15,000) -25.00% Drug Task Force 0 0 0 0 0 N/A Dog Impound Fees 0 0 0 0 0 N/A Total Fines and Forfeits 57,760 61,137 65,000 47,000 (18,000) -27.69% Page 35 of 123 604 Interest Revenue Interest on investments Interest -NOW account Total Investment Revenue Miscellaneous and Other Revenue Utility Penalties Miscellaneous Revenue Convenience Fee Rent Income Contributions & donations Refunds & Reimbursements Sale of Equipment Residual Equity Transfers In Cash Over/Short Total Miscellaneous and Other Revenue City of Orono 2026 General Fund Revenue Budget - By Line Item Percentage 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease 180,994 100,000 100,000 100,000 0 0.00% 732 703 650 500 (150)-23.08% 181,727 100,703 100,650 100,500 (150) -0.15% 16 5 0 100 100 N/A 31,403 108,656 25,000 2,700 (22,300) -89.20% 0 0 0 0 0 N/A 5,400 900 5,400 5,400 0 0.00% 20,535 4,210 5,000 5,000 0 0.00% 4,380 56,076 1,000 2,500 1,500 150.00% 275 32,047 0 200 200 N/A 49,847 19,244 0 100,380 100,380 N/A 0 0 0 0 0 N/A 111,856 221,137 36,400 116,280 79,880 219.45% Total Revenue 11,326,254 11,967,083 11,935,000 12,628,630 693,630 5.81% Page 36 of 123 605 City of Orono 2026 General Fund Revenue Budget Graph Property Taxes 59°/< Miscellaneous Revenue 1% Investment Revenue 1% Fines and Forfeits 0% Licenses 0% Permits 5% Intergovernmental 3% Gen Govt Service Charges 7% Public Safety Service Charges 24% Page 37 of 123 606 City of Orono 2026 General Fund Budget Major Expenditure Categories Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget (Decrease) (Decrease) Personal Services 7,076,453 7,593,749 8,141,650 7,917,200 (224,450) -2.76% Supplies & Maintenance 734,038 766,998 835,900 900,250 64,350 7.70% Insurances 214,300 210,600 221,100 221,900 800 0.36% Professional Services 1,758,498 1,742,903 1,797,250 2,639,580 842,330 46.87% Other Expenses 815,482 683,002 525,150 374,700 (150,450) -28.65% Capital Outlay 179,339 183,239 221,500 240,000 18,500 8.35% Transfers to Other Funds 1,580,000 256,407 177,450 320,000 142,550 80.33% Contingencies 4,775 20,720 15,000 15,000 - 0.00% Total 12,362,884 11,457,618 11,935,000 12,628,630 693,630 5.81% Page 38 of 123 607 City of Orono 2026 General Fund Budget Departmental Budgets Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget (Decrease) (Decrease) Mayor & Council 43,660 46,874 50,000 53,400 3,400 6.80% Administration 485,705 479,958 573,800 613,850 40,050 6.98% Elections 35,816 75,293 37,150 79,300 42,150 113.46% Communications - 29,291 149,100 171,850 22,750 15.26% Finance 334,416 301,232 346,250 432,550 86,300 24.92% Assessing 254,000 127,000 - - - N/A Law/Legal Services 144,782 123,660 121,000 121,000 - 0.00% Human Services 9,500 12,000 12,000 13,000 1,000 8.33% Central Services 392,220 495,241 520,250 292,850 (227,400) -43.71% Police 5,626,334 5,710,252 6,061,600 6,597,800 536,200 8.85% Fire Protection Services - LL 589,974 629,351 558,000 1,047,780 489,780 87.77% Fire Protection Services - OR 203,462 795,672 1,040,000 - (1,040,000) -100.00% Community Development 841,949 840,443 908,350 1,058,350 150,000 16.51% Street Maintenance 768,804 760,964 750,100 1,014,600 264,500 35.26% Public Works - Spring Park 111,366 101,462 103,150 227,300 124,150 120.36% Brush Site 32,748 46,619 46,750 53,300 6,550 14.01% Engineering 35,189 15,181 26,000 26,000 - 0.00% Parks 444,117 361,747 343,050 391,300 48,250 14.07% Special Services 424,069 228,251 96,000 99,400 3,400 3.54% Special Projects -Contingencies 4,775 20,720 15,000 15,000 - 0.00% Transfers to Other Funds 1,580,000 256,407 177,450 320,000 142,550 80.33% Total General Fund Expenditures 12,362,885 11,457,618 11,935,000 12,628,630 693,630 5.81% Page 39 of 123 608 City of Orono 2026 General Fund Expenditure Graphs BUDGETED EXPENDITURE BY SERVICE TYPE Public Works 11% General Govern 14% Personal Services 63% Other Parks 3% Public Safety 69% BUDGETED EXPENDITURE BY CATEGORY Supplies & Maintenance 7% Contingencies 0% Insurances 2% Professional Services 21% Other Expenses 3% Capital Outlay 2% Transfers to Other Funds 2% Page 40 of 123 609 City of Orono 2026 General Fund Budget - Departmental Summary Mayor & Council 41110 Dollar 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services 19,717 19,535 19,700 19,750 50 0.25% Other Expenses 23,943 27,339 30,300 33,650 3,350 11.06% City Council Total 43,660 46,874 50,000 53,400 3,400 6.80% PROGRAM DESCRIPTION & OBJECTIVES: 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. OPERATING COST ACTIVITIES: * Personal Services include the wages and employment taxes for City Council Representatives (Mayor and 4 Council Members). * Other Expenses includes recorder for city council meetings, memberships, training and meeting expenses. City-wide Memberships are as follows: Suburban Rate Authority League of Minnesota Cities Metro Cities 60,000 50,000 40,000 30,000 20,000 10,000 0 Operating Expenditure by Category 2023 Actual 2024 Actual 2025 Budget 2026 Draft Budget ■ Personal Services ■ Other Expenses Page 41 of 123 610 City of Orono 2026 General Fund Budget - Departmental Summary Administration 41300 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services 461,223 462,016 555,400 554,800 (600) -0.11% Professional Services 13,295 10,579 10,000 43,000 33,000 330.00% Other Expenses 11,188 7,363 8,400 16,050 7,650 91.07% Administration Total 485,705 479,958 573,800 613,850 40,050 6.98% PROGRAM DESCRIPTION & OBJECTIVES: 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. 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. OPERATING COST ACTIVITIES: * Personal Services include the wages and employment taxes for the Administration Department. Staff Includes: City Administrator, City Clerk (75%), Management Assistant (85%), Administrative Assistant (85%), and Communciations Specialist (10%) * Professional Services includes IT services and facilities service. * Other Expenses includes training and development, memberships in professional organizations for the Administrative Staff and city wide employee recognition program. Operating Expenditure by Category 700,000 600,000 500,000 400,000 ■ Other Expenses ■ Professional Services 300,000 ■ Personal Services 200,000 100,000 0 2023 Actual 2024 Actual 2025 Budget 2026 Draft Budget Page 42 of 123 611 City of Orono 2026 General Fund Budget - Departmental Summary Elections 41410 Dollar 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services 30,746 67,321 33,450 69,400 35,950 107.47% Supplies & Maintenance 1,919 3,424 2,000 2,000 0 0.00% Other Expenses 3,151 4,548 1,700 7,900 6,200 364.71% Elections Total 35,816 75,293 37,150 79,300 42,150 113.46% PROGRAM DESCRIPTION & OBJECTIVES: 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. OPERATING COST ACTIVITIES: * Personal Services are the wages for the temporary election judges and a portion of Administration Staff (10%). 2026 is an election year. * Supplies & Maintenance includes election equipment. * Other expenses include IT service, facilities service, postage, travel expenses, advertising, building/equipment rental, training, meeting expenses and other miscellaneous expenses. 90,000 80,000 70,000 60,000 50,000 40,000 30,000 20,000 10,000 0 Operating Expenditure by Category 2023 Actual 2024 Actual 2025 Budget 2026 Draft Budget ■ Other Expenses ■ Professional Services ■ Personal Services Page 43 of 123 612 City of Orono 2026 General Fund Budget - Departmental Summary Communications 41430 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services 0 12,065 126,600 130,900 4,300 3.40% Professional Services 0 2,000 2,500 16,850 14,350 574.00% Other Expenses 0 15,226 20,000 24,100 4,100 20.50% Communications Total 0 29,291 149,100 171,850 22,750 15.26% PROGRAM DESCRIPTION & OBJECTIVES: The Communications Department is responsible for public communication including social media, website administration, and the newsletter. OPERATING COST ACTIVITIES: * Personal Services include the wages and employment taxes for Communications Department Staff. Staff Includes: City Clerk (10%), Management Assistant (5%), Administrative Assistant (5%), and Communication Specialist (90%). * Professional Services includes IT service, and facilities service. * Other expenses includes postage, newsletter, and training and development. 200,000 180,000 160,000 140,000 120,000 100,000 80,000 60,000 40,000 20,000 0 Operating Expenditure by Category M M M 2023 Actual 2024 Actual 2025 Budget 2026 Draft Budget ■ Other Expenses ■ Professional Services ■ Personal Services Page 44 of 123 613 City of Orono 2026 General Fund Budget - Departmental Summary Finance 41500 Dollar 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services 321,362 286,538 325,350 336,000 10,650 3.27% Supplies & Maintenance 65 0 0 0 0 N/A Professional Services 7,875 10,000 15,000 90,250 75,250 501.67% Other Expenses 5,114 4,694 5,900 6,300 400 6.78% Finance Total 334,416 301,232 346,250 432,550 86,300 24.92% PROGRAM DESCRIPTION & OBJECTIVES The Finance Department oversees the City's financial operations, investment, insurances, and employee benefits. It is responsible for preparing the budget document and annual report in accordance with generally accepted accounting principles. Finance department supports the City Administrator with human resources function. OPERATING COST ACTIVITIES: * Personal Services include the wages and employment taxes for the Finance Department Staff. Staff includes: Finance Director, Accountant/HR Representative and Accounting Technician. * Professional Services includes IT service and facilities service. * Other Expenses includes training and development, and memberships in professional organizations for the Finance Staff. 500,000 450,000 400,000 350,000 300,000 250,000 200,000 150,000 100,000 50,000 — 0 2023 Actual Operating Expenditure by Category 2024 Actual 2025 Budget 2026 Draft Budget ■ Other Expenses ■ Professional Services ■ Supplies & Maintenance ■ Personal Services Page 45 of 123 614 City of Orono 2026 General Fund Budget - Departmental Summary Assessing 41550 Dollar 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Assessing Services 254,000 127,000 0 0 0 N/A Assessing Total 254,000 127,000 0 0 0 N/A PROGRAM DESCRIPTION & OBJECTIVES: The City contract with Hennepin County to provide Assessing services. Starting 2025, Hennepin County cities with population under 30,000 will no longer be charged by the county for assessment services performed by the Hennepin County Assessor. (See Hennepin Board of Hennepin County Commissioners, Resolution No. 24-0199 for reference.) Page 46 of 123 615 City of Orono 2026 General Fund Budget - Departmental Summary Law/Legal Services 41600 2023 2024 2025 2026 Actual Actual Budget Budget Professional Services 144,782 123,660 121,000 121,000 Dollar Increase Increase Decrease Decrease 0 0.00% Law/Legal Services Total 144,782 123,660 121,000 121,000 0 0.00% PROGRAM DESCRIPTION & OBJECTIVES: 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. OPERATING COST ACTIVITIES: * Professional Services includes the costs associated with the contract with legal staff, prosecution costs, code enforcement, and jail charges. Page 47 of 123 616 City of Orono 2026 General Fund Budget - Departmental Summary Human Services 41800 Dollar 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Other Expenses 9,500 12,000 12,000 13,000 1,000 8.33% Human Services Total 9,500 12,000 12,000 13,000 1,000 8.33% PROGRAM DESCRIPTION & OBJECTIVES: 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. OPERATING COST ACTIVITIES: * Contributions are the contributions made to Human Service Organizations in the Orono area. Organizations include: The Gillespie Center Page 48 of 123 617 City of Orono 2026 General Fund Budget - Departmental Summary Central Services 41900 Dollar 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services 24,736 73,486 145,700 0 (145,700) -100.00% Supplies & Maintenance 70,621 71,032 81,500 9,000 (72,500) -88.96% Professional Services 99,548 121,592 136,250 215,550 79,300 58.20% Insurances 63,300 61,000 64,000 67,300 3,300 5.16% Other Expenses 134,015 168,131 92,800 1,000 (91,800) -98.92% Central Services Total 392,220 495,241 520,250 292,850 (227,400) -43.71% PROGRAM DESCRIPTION & OBJECTIVES: 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. As of 2026 Budget, facility operating cost are transitiioned to the Facilities Services Internal Service Fund. OPERATING COST ACTIVITIES: * Supplies & Maintenance include the office supplies. * Professional Services includes IT service, fleet service, and facilities service and fees associated with administering city benefit plans. * Other Expenses includes bank fees and other miscellaneous charges related to city operations. Operating Expenditure by Category 600,000 500,000 400,000 ■ Other Expenses ■Insurances 300,000 ■ Professional Services ■ Supplies & Maintenance 200,000 ■ Personal Services 100,000 0 2023 Actual 2024 Actual 2025 Budget 2026 Draft Budget Page 49 of 123 618 City of Orono 2026 General Fund Budget - Departmental Summary Police 42110 Dollar 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services 4,584,141 4,743,186 4,833,500 5,206,250 372,750 7.71% Supplies & Maintenance 227,307 163,350 263,500 256,750 (6,750) -2.56% Professional Services 295,270 346,732 446,300 581,650 135,350 30.33% Insurances 150,975 140,000 147,000 154,450 7,450 5.07% Other Expenses 189,301 133,745 149,800 158,700 8,900 5.94% Capital Outlay 179,339 183,239 221,500 240,000 18,500 8.35% Police Total 5,626,334 5,710,252 6,061,600 6,597,800 536,200 8.85% PROGRAM DESCRIPTION & OBJECTIVES: 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. OPERATING COST ACTIVITIES: * Personal Services include the wages and employment taxes for the Police Department. Staff includes: Police Chief, Deputy Chief, Sergeant (5), Investigators (5), Patrol Officers (19), Part Time Officers (2), CSO (1), C5o Cadets (3.5), Office Manager, Administrative Support Specialist (2) * Supplies & Maintenance include the operating supplies and maintenance expenses on police equipment and facilities. * Professional Services includes the IT service, fleet service, facilities service, police records system, animal care, and medical and psychological evaluations for new officers. * Insurance Expenses includes a portion of the City's general, liability, and auto insurance costs. * Other Expenses includes utilities, fuel, publishing costs, and other miscellaneous charges related to police operations. 7,000,000.00 6,000,000.00 5,000,000.00 4,000,000.00 3,000,000.00 2,000,000.00 1,000,000.00 Operating Expenditure by Category and Dedicated Revenue 2023 Actual 2024 Actual 2025 Budget 2026 Draft Budget Capital Outlay Other Expenses Insurances Professional Services Supplies & Maintenance Personal Services -Contracted Service Revenue Page 50 of 123 619 City of Orono 2026 General Fund Budget - Departmental Summary Fire Protection Services 42260 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services 156,725 476,740 667,800 0 (667,800) -100.00% Supplies & Maintenance 12,381 130,514 114,600 0 (114,600) -100.00% Insurances 0 9,500 10,000 0 (10,000) -100.00% Professional Services 607,884 708,689 682,000 1,047,780 365,780 53.63% Other Expenses 16,446 99,579 123,600 0 (123,600) -100.00% Fire Protection Services Total 793,436 1,425,023 1,598,000 1,047,780 (550,220) -34.43% PROGRAM DESCRIPTION & OBJECTIVES: The Fire Department is comprised of a contract agreement with the community of Long Lake for fire suppression services for the north section of City. The Orono Fire Department provides fire suppression service for the remainder of the City and supports Police with public safety within Orono. Beginning 2026, a joint power agreement fire department is anticipated to go into effect. OPERATING COST ACTIVITIES: * Professional Services includes fire service contract with new fire department. Page 51 of 123 620 City of Orono 2026 General Fund Budget - Departmental Summary Community Development 42400 Dollar 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services 745,958 759,411 810,700 862,600 51,900 6.40% Supplies & Maintenance 1,701 1,630 3,650 3,450 (200) -5.48% Professional Services 77,605 68,072 79,500 140,950 61,450 77.30% Other Expenses 16,685 11,330 14,500 51,350 36,850 254.14% Building & Zoning Total 841,949 840,443 908,350 1,058,350 150,000 16.51% PROGRAM DESCRIPTION & OBJECTIVES: The Building & 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. OPERATING COST ACTIVITIES: * Personal Services include the wages and employment taxes for Community Development Staff. Staff includes: Director of Community Development, Planners (2), Planning Assistant, Building Official and Building Inspector. * Professional Services include engineering, legal consulting services, IT service, fleet service, facilities service, and contracted building inspections. * Other Expenses includes training and development, membership fees, and comprehensive plan. 1,200,000 1,000,000 800,000 600,000 400,000 200,000 0 Operating Expenditure by Category 2023 Actual 2024 Actual 2025 Budget 2026 Draft Budget ■ Other Expenses ■ Professional Services ■ Supplies & Maintenance ■ Personal Services Page 52 of 123 621 City of Orono 2026 General Fund Budget - Departmental Summary Public Works - Street 43000 Dollar 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services 262,493 298,900 303,700 301,200 (2,500) -0.82% Supplies & Maintenance 299,367 266,714 226,300 442,750 216,450 95.65% Professional Services 137,899 136,635 168,100 209,150 41,050 24.42% Other Expenses 69,045 58,715 52,000 61,500 9,500 18.27% Public Works Total 768,804 760,964 750,100 1,014,600 264,500 35.26% PROGRAM DESCRIPTION & OBJECTIVES: 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. OPERATING COST ACTIVITIES: * Personal Services include the wages and employment taxes for the Public Works Department. Staff includes the following FTES: Public Works Superintendent (.25), Street/Stormwater Supervisor (.50), Maintenance Workers (1.5), Administrative Assistant (.20) * Supplies & Maintenance include general operating supplies for street repair/maintenance, and vehicle and equipment maintenance. * Professional Services includes IT, Fleet and Facilities Services. * Other Expenses include electricity costs for street lighting and employee training and development. 1,200,000 1,000,000 800,000 600,000 400,000 200,000 0 Operating Expenditure by Category 2023 Actual 2024 Actual 2025 Budget 2026 Draft Budget ■ Other Expenses ■ Professional Services ■ Supplies & Maintenance ■ Personal Services Page 53 of 123 622 City of Orono 2026 General Fund Budget - Departmental Summary PW - Spring Park 43050 Dollar 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services 99,863 99,112 100,500 218,100 117,600 117.01% Supplies & Maintenance 2,167 0 0 0 0 N/A Professional Services 3,923 2,000 2,650 9,200 6,550 247.17% Other Expenses 5,414 350 0 0 0 N/A Public Works - Spring Park Total 111,366 101,462 103,150 227,300 124,150 120.36% PROGRAM DESCRIPTION & OBJECTIVES: As of 9/1/2021, Orono began providing public works service to the City of Spring Park. OPERATING COST ACTIVITIES: * Personal Services include the wages and employment taxes for the Public Works Department and Parks Department. Wages and benefits are based on 2 FTE and use the average wage of all maintenance workers. * Supplies & Maintenance are reimburseable expenses pass through to Spring Park. * Professional Services includes IT Services, Fleet Services, Facilities Service and Other professional Services. * Other Expenses includes reimburseable expenses. Operating Expenditure by Category 250,000 200,000 150,000 ■ Other Expenses ■ Professional Services 100,000 ■ Supplies & Maintenance ■ Personal Services 50,000 0 2023 Actual 2024 Actual 2025 Budget 2026 Draft Budget Page 54 of 123 623 City of Orono 2026 General Fund Budget - Departmental Summary Brush Site 43100 Dollar 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services 12,662 14,113 13,450 14,250 800 5.95% Supplies & Maintenance 793 28,260 30,250 31,300 1,050 3.47% Other Expenses 19,292 4,246 3,050 7,750 4,700 154.10% Brush Site Total 32,748 46,619 46,750 53,300 6,550 14.01% 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 Attendants (seasonal) * Supplies & Maintenance include general operating supplies for repair and maintenance of the brush site. * Other Expenses includes bank fees, IT service, fleet service, facilities service, telephone, general liability insurance, gas, electricity, and portable toilet rental 60,000 50,000 40,000 30,000 20,000 10,000 0 Operating Expenditure by Category and Dedicated Revenue 2023 Actual 2024 Actual 2025 Budget 2026 Draft Budget � Other Expenses � Supplies & Maintenance � Personal Services -Brush Site Revenue Page 55 of 123 624 City of Orono 2026 General Fund Budget - Departmental Summary Engineering 43170 Dollar 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Professional Services 35,189 15,181 26,000 26,000 0 0.00% Engineering Total 35,189 15,181 26,000 26,000 0 0.00% PROGRAM DESCRIPTION & OBJECTIVES: 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. OPERATING COST ACTIVITIES: * Professional Services are the costs associated with the contract agreement with the contracted engineering firm (Bolton & Menk). Page 56 of 123 625 City of Orono 2026 General Fund Budget - Departmental Summary Parks 45200 Dollar 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services 267,956 221,090 164,800 154,550 (10,250) -6.22% Supplies & Maintenance 120,756 108,254 118,900 155,000 36,100 30.36% Professional Services 41,845 10,884 44,000 67,750 23,750 53.98% Other Expenses 13,559 21,519 15,350 14,000 (1,350) -8.79% Parks Total 444,117 361,747 343,050 391,300 48,250 14.07% PROGRAM DESCRIPTION & OBJECTIVES: The Parks Department provides for the maintainance of the City's parks. In addition, the city participates in a joint recreation program with area organizations to ensure a community -wide effort in providing adequate recreational facilities. OPERATING COST ACTIVITIES: * Personal Services includes the wages and employment taxes for the Parks Department. Staff includes: Park & Facilities Superintendant (34%), Maintenance Worker (70%), Administrative Assistant (.15) and Seasonals. * Supplies & Maintenance includes the operating supplies and maintenance for all park facilities. * Professional Services includes engineering service, IT services, fleet service, facilities service, and event service for the tree lighting ceremony. * Other Expenses includes the utilities and costs associated with equipment rental. 500,000 450,000 400,000 350,000 300,000 250,000 200,000 150,000 100,000 50,000 - 0 2023 Actual Operating Expenditure by Category 2024 Actual 2025 Budget 2026 Draft Budget ■ Other Expenses ■ Professional Services ■ Supplies & Maintenance ■ Personal Services Page 57 of 123 626 City of Orono 2026 General Fund Budget - Departmental Summary Special Services 49280 Dollar 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services 88,870 60,236 41,000 49,400 8,400 20.49% Professional Services 32,490 54,573 55,000 50,000 (5,000) -9.09% Other Expenses 302,708 113,442 0 0 0 N/A Special Services - Consulting & Police Total 424,069 228,251 96,000 99,400 3,400 3.54% PROGRAM DESCRIPTION & OBJECTIVES: The Special Services Department provides a separate 'cost center' for tracking city -provided consulting and Police special service details. Orono residents who apply for land use variations are subject to be billed for any additional staff, legal, and engineering time that is spent reviewing their application. These charges are recorded in this departmental budget, and the applicants are subsequently billed for this additional time. Orono businesses or residents who 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 departmental budget, and are offset by the revenues received from the requesting parties. OPERATING COSTACTIVITIES (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. Page 58 of 123 627 City of Orono 2026 General Fund Budget - Departmental Summary Special Project & Contingencies 43290 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Professional Services 0 0 0 0 0 N/A Other Expenses 0 0 0 0 0 N/A Capital & Transfers 1,580,000 256,407 177,450 320,000 142,550 80.33% Contingency Items 4,775 20,720 15,000 15,000 0 0.00% Special Projects -Contingencies Total 1,584,775 277,127 192,450 335,000 142,550 74.07% PROGRAM DESCRIPTION & OBJECTIVES: The Special Projects & Contingencies Department includes funds allocated for planned projects or events that benefit the entire city, and for any unforseen circumstances that produces additional expenses. This department also provides for operating transfers to other funds. OPERATING COST ACTIVITIES: * Transfers are as follows: Improvement and Equipment Outlay Fund, Fleet Service Fund and IT Service Fund. * Contingency Items is an amount for unbudgeted and unforseen items or council directed projects that require action before the next budget cycle. GENERAL FUND TOTAL 12,362,885 11,457,618 11,935,000 12,628,630 693,630 5.81% Page 59 of 123 628 City of Orono 2026 General Fund Budget - By Line Item Mayor & Council 41110 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 18,200 18,054 18,250 18,250 0 0.00% FICA 1,392 1,381 1,400 1,400 0 0.00% Worker's Comp Insurance Prem 125 100 50 100 50 100.00% Total Personal Services 19,717 19,535 19,700 19,750 50 0.25% Other Expenses IT Services 1,225 1,100 1,400 3,500 2,100 150.00% Professional Services 4,356 2,607 5,500 6,000 500 9.09% Memberships 13,610 17,348 15,400 15,550 150 0.97% Training & Development 2,286 3,113 4,000 4,000 0 0.00% Meeting Expenses 1,832 3,112 4,000 4,600 600 15.00% Other Miscellaneous Charges 634 60 0 0 0 N/A Total Other Expenses 23,943 27,339 30,300 33,650 3,350 11.06% City Council Total 43,660 46,874 50,000 53,400 3,400 6.80% Page 60 of 123 629 City of Orono 2026 General Fund Budget - By Line Item Administration 41300 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 353,527 347,387 390,350 419,700 29,350 7.52% Full -Time Employees Overtime 0 0 1,300 1,000 (300) -23.08% Part -Time Employees 2,041 22,051 39,000 16,900 (22,100) -56.67% Temporary/Seasonal Employees 2,378 0 0 0 0 N/A PERA 25,981 27,765 32,300 32,850 550 1.70% FICA 28,276 28,277 32,950 33,500 550 1.67% City Benefit Contribution 46,270 36,436 57,750 49,850 (7,900) -13.68% Unemployment Benefit Payments 0 0 0 0 0 N/A Worker's Comp Insurance Prem 2,750 100 1,750 1,000 (750) -42.86% Total Personal Services 461,223 462,016 555,400 554,800 (600) -0.11% Professional Services IT Services 9,250 8,000 10,000 25,900 15,900 159.00% Facilities Services 0 0 0 17,100 17,100 N/A Professional Services 4,045 2,579 0 0 0 N/A Total Professional Serivices 13,295 10,579 10,000 43,000 33,000 330.00% Other Expenses Travel Expenses 1,046 0 250 100 (150) -60.00% General Advertising 608 0 0 0 0 N/A Memberships 440 435 750 1,350 600 80.00% Training & Development 3,626 1,977 3,000 5,000 2,000 66.67% Meeting Expenses 3,125 0 0 0 0 N/A Other Miscellaneous Charges 2,343 4,916 4,400 9,600 5,200 118.18% Total Other Expenses 11,188 7,328 8,400 16,050 7,650 91.07% Administration Total 485,705 479,923 573,800 613,850 40,050 6.98% Page 61 of 123 630 City of Orono 2026 General Fund Budget - By Line Item Elections 41410 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 21,748 23,134 24,700 26,650 1,950 7.89% Full -Time Employees Overtime 0 0 0 1,000 1,000 N/A Temporary/Seasonal Employees 490 35,612 500 30,000 29,500 5900.00% PERA 1,575 1,673 1,900 2,100 200 10.53% FICA 1,600 2,789 1,900 4,000 2,100 110.53% City Benefit Contribution 5,158 4,113 4,350 5,550 1,200 27.59% Worker's Comp Insurance Prem 175 0 100 100 0 0.00% Total Personal Services 30,746 67,321 33,450 69,400 35,950 107.47% Supplies & Maintenance Equipment Parts & Accessories 1,919 3,424 2,000 2,000 0 0.00% Small Tools and Minor Equip 0 0 0 0 0 N/A Total Supplies & Maintenance 1,919 3,424 2,000 2,000 0 0.00% Other Expenses IT Services 1,000 1,100 1,400 2,600 1,200 85.71% Facilities Services 0 0 0 2,050 2,050 N/A Postage 0 284 0 0 0 N/A Travel Expenses 0 215 100 200 100 100.00% General Advertising 0 328 0 350 350 N/A Printing & Publishing 0 134 150 600 450 300.00% Training & Development 1,673 60 50 100 50 100.00% Meeting Expenses 451 1,908 0 2,000 2,000 N/A Other Miscellaneous Charges 28 520 0 0 0 N/A Total Other Expenses 3,151 4,548 1,700 7,900 6,200 364.71% Elections Total 35,816 75,293 37,150 79,300 42,150 113.46% Page 62 of 123 631 City of Orono 2026 General Fund Budget - By Line Item Communications 41430 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 0 8,663 96,250 92,000 (4,250) -4.42% Full -Time Employees Overtime 0 0 1,000 1,000 0 0.00% Temporary/Seasonal Employees 0 0 0 0 0 N/A PERA 0 650 7,300 7,000 (300) -4.11% FICA 0 683 7,450 7,150 (300) -4.03% City Benefit Contribution 0 2,068 14,200 23,500 9,300 65.49% Worker's Comp Insurance Prem 0 0 400 250 (150) -37.50% Total Personal Services 0 12,065 126,600 130,900 4,300 3.40% Professional Services IT Services 0 2,000 2,500 9,450 6,950 278.00% Facilities Services 0 0 0 7,400 7,400 N/A Total Professional Services 0 2,000 2,500 16,850 14,350 574.00% Other Expenses Postage 0 5,501 4,000 7,200 3,200 80.00% Newsletters 0 9,726 16,000 15,400 (600) -3.75% General Advertising 0 0 0 0 0 N/A Training & Development 0 0 0 1,500 1,500 N/A Total Other Expenses 0 15,226 20,000 24,100 4,100 20.50% Communications Total 0 29,291 149,100 171,850 22,750 15.26% Page 63 of 123 632 City of Orono 2026 General Fund Budget - By Line Item Finance 41500 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 245,869 227,603 246,750 269,350 22,600 9.16% Full -Time Employees Overtime 0 0 200 200 0 0.00% Part -Time Employees 0 0 0 0 0 N/A Temporary/Seasonal Employees 0 0 0 0 0 N/A PERA 16,700 17,059 18,550 20,250 1,700 9.16% FICA 16,569 17,459 18,900 20,650 1,750 9.26% City Benefit Contribution 40,248 22,817 39,800 24,900 (14,900) -37.44% Worker's Comp Insurance Prem 1,975 1,600 1,150 650 (500) -43.48% Total Personal Services 321,362 286,538 325,350 336,000 10,650 3.27% Supplies & Maintenance Books & Periodicals 65 0 0 0 0 N/A Total Supplies & Maintenance 65 0 0 0 0 N/A Professional Services Auditing and Acct'g Services 0 0 0 36,000 36,000 N/A IT Services 7,875 10,000 15,000 34,150 19,150 127.67% Facilities Services 0 0 0 20,100 20,100 N/A Total Professional Services 7,875 10,000 15,000 90,250 75,250 501.67% Other Expenses Travel Expenses 173 93 300 100 (200)-66.67% Memberships 421 580 600 700 100 16.67% Training & Development 4,520 4,021 5,000 5,500 500 10.00% Total Other Expenses 5,114 4,694 5,900 6,300 400 6.78% Finance Total 334,416 301,232 346,250 432,550 86,300 24.92% Page 64 of 123 633 City of Orono 2026 General Fund Budget - By Line Item Assessing 41550 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Assessing Services Assessing Services 254,000 127,000 0 0 0 N/A Total Assessing Service 254,000 127,000 0 0 0 N/A Assessing Total 254,000 127,000 0 0 0 N/A Page 65 of 123 634 City of Orono 2026 General Fund Budget - By Line Item Law/Legal Services 41600 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Professional Services Legal -Prosecution 43,625 45,562 50,000 50,000 0 0.00% Legal -Consulting 98,966 76,731 65,000 65,000 0 0.00% Code Enforcement 0 0 1,000 1,000 0 0.00% Jail Charges 2,191 1,366 5,000 5,000 0 0.00% Total Professional Services 144,782 123,660 121,000 121,000 0 0.00% Law/Legal Services Total 144,782 123,660 121,000 121,000 0 0.00% Page 66 of 123 635 City of Orono 2026 General Fund Budget - By Line Item Human Services 41800 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Other Expenses Contributions to Civic Org's 9,500 12,000 12,000 13,000 1,000 8.33% Total Other Expenses 9,500 12,000 12,000 13,000 1,000 8.33% Human Services Total 9,500 12,000 12,000 13,000 1,000 8.33% Page 67 of 123 636 City of Orono 2026 General Fund Budget - By Line Item Central Services 41900 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 1,320 57,702 107,150 0 (107,150) -100.00% Part -Time Employees 19,209 1,694 0 0 0 N/A PERA 49 3,866 8,050 0 (8,050) -100.00% FICA 1,794 3,955 8,200 0 (8,200) -100.00% City Benefit Contribution 890 2,069 21,400 0 (21,400) -100.00% Worker's Comp Insurance Prem 1,475 4,200 900 0 (900) -100.00% Total Personal Services 24,736 73,486 145,700 0 (145,700)-100.00% Supplies & Maintenance Office supplies 6,105 8,372 10,000 9,000 (1,000) -10.00% Motor Fuels & Lubricants 0 0 0 0 0 N/A Equipment Parts & Accessories 7,531 (5,365) 5,000 0 (5,000) -100.00% Bldg/Grounds Maint. Supplies 11,591 16,609 15,000 0 (15,000) -100.00% Clothing & personal equipment 0 495 500 0 (500) -100.00% Repairs/Maint-Office Equip 7,551 2,330 5,000 0 (5,000) -100.00% Repairs/Maint-Bldgs/Grounds 37,592 48,591 46,000 0 (46,000) -100.00% Janitorial Services 130 0 0 0 0 N/A Software Licensing 120 0 0 0 0 N/A Total Supplies & Maintenance 70,621 71,032 81,500 9,000 (72,500)-88.96% Professional Services Auditing and Acct'g Services 11,500 31,866 36,000 0 (36,000) -100.00% IT Services 74,000 65,000 81,250 129,750 48,500 59.69% Fleet Services 0 3,000 4,000 4,250 250 6.25% Facilities Services 0 0 0 68,550 68,550 N/A Professional Services 14,048 21,726 15,000 13,000 (2,000) -13.33% Total Professional Services 99,548 121,592 136,250 215,550 79,300 58.20% Insurances General Liability Ins 14,825 13,500 14,200 14,950 750 5.28% Umbrella Liability Ins 21,150 32,000 33,600 35,300 1,700 5.06% Bonds Insurance 1,200 0 0 0 0 N/A Property Insurance 19,875 12,000 12,600 13,250 650 5.16% Equipment Floaters Ins 0 0 0 0 0 N/A Automotive Insurance 6,250 3,500 3,600 3,800 200 5.56% Total Insurances 63,300 61,000 64,000 67,300 3,300 5.16% Page 68 of 123 637 City of Orono 2026 General Fund Budget - By Line Item Central Services 41900 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Other Expenses Bank Fees 1,657 500 1,000 1,000 0 0.00% Telephone 18,525 9,584 16,000 0 (16,000) -100.00% Postage 7,037 3,422 4,000 0 (4,000) -100.00% Internet/Other Communications 495 0 0 0 0 N/A General Advertising 4,902 1,386 500 0 (500) -100.00% Printing & Publishing 20,938 8,091 22,000 0 (22,000) -100.00% Gas & Electric 46,590 45,522 40,000 0 (40,000) -100.00% City Utilities 8,907 7,563 7,800 0 (7,800) -100.00% Licenses & Taxes 370 370 500 0 (500) -100.00% Other Miscellaneous Charges 24,595 91,693 1,000 0 (1,000) -100.00% Total Other Expenses 134,015 168,131 92,800 1,000 (91,800) -98.92% Central Services Total 392,220 495,241 520,250 292,850 (227,400)-43.71% Page 69 of 123 638 Personal Services Full -Time Employees Regular Full -Time Employees Overtime Part -Time Employees Temporary/Seasonal Employees Specialty Pay CSO/Cadets PERA FICA City Benefit Contribution Unemployment Benefit Payments Worker's Comp Insurance Prem City of Orono 2026 General Fund Budget - By Line Item Police 42110 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease 2,982,607 3,192,022 3,313,600 3,583,400 269,800 8.14% 120,214 107,075 50,000 50,000 0 0.00% 88,628 42,620 80,000 76,350 (3,650) -4.56% 0 0 0 0 0 N/A 15,879 23,352 33,000 33,000 0 0.00% 20,360 39,044 62,300 76,950 14,650 23.52% 535,951 562,146 581,250 599,700 18,450 3.17% 66,024 67,237 70,200 86,050 15,850 22.58% 446,978 459,391 494,850 565,150 70,300 14.21% 0 0 0 0 0 N/A 307,500 250,300 148,300 135,650 (12,650) -8.53% Total Personal Services 4,584,141 4,743,186 4,833,500 5,206,250 372,750 7.71% Supplies & Maintenance Office supplies Books & Periodicals Motor Fuels & Lubricants Equipment Parts & Accessories Bldg/Grounds Maint. Supplies Clothing & personal equipment Training Supplies Explorers Program expenses Animal Supplies Small Tools and Minor Equip Repairs/Maint-Office Equip Repairs/Maint-Auto Equip Repairs/Maint-Misc. Equip Repairs/Maint-Bldgs/Grounds Janitorial Services Software Licensing 5,282 4,637 6,000 6,000 0 0.00% 290 37 0 0 0 N/A 78,331 88,984 140,000 120,000 (20,000) -14.29% 5,830 4,820 12,000 12,000 0 0.00% 546 0 0 0 0 N/A 43,609 33,112 36,000 36,000 0 0.00% 30,689 9,024 20,000 22,000 2,000 10.00% 2,983 325 2,500 2,500 0 0.00% 139 0 0 0 0 N/A 7,114 5,623 7,000 7,000 0 0.00% 0 0 1,000 0 (1,000) -100.00% 24,627 5,097 6,000 6,000 0 0.00% 5,509 2,029 5,500 5,000 (500) -9.09% 7,602 11,076 12,000 0 (12,000) -100.00% 967 0 15,500 0 (15,500) -100.00% 13,788 (1,414) 0 40,250 40,250 N/A Total Supplies & Maintenance 227,307 163,350 263,500 256,750 (6,750) -2.56% Professional Services Legal -Consulting 4,747 4,846 8,000 6,000 (2,000) -25.00% LOGIS-Applications 106,728 110,807 115,300 110,000 (5,300) -4.60% Data Processing Communication 12,519 21,580 12,000 13,000 1,000 8.33% IT Services 128,750 150,000 215,000 246,900 31,900 14.84% Fleet Services 0 25,000 50,000 80,000 30,000 60.00% Facilities Services 0 0 0 75,750 75,750 N/A Animal Care 1,749 1,132 10,000 10,000 0 0.00% Animal Professional Services 750 0 0 0 0 N/A Professional Services 40,027 33,367 36,000 40,000 4,000 11.11% Insurance Agent of Record 0 0 0 0 0 N/A Total Professional Services 295,270 346,732 446,300 581,650 135,350 30.33% Page 70 of 123 639 City of Orono 2026 General Fund Budget - By Line Item Police 42110 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Insurances General Liability Ins 86,250 90,000 94,500 99,250 4,750 5.03% Umbrella Liability Ins 37,000 32,000 33,600 35,300 1,700 5.06% Property Insurance 1,600 1,000 1,050 1,150 100 9.52% Equipment Floaters Ins 0 0 0 0 0 N/A Automotive Insurance 26,125 17,000 17,850 18,750 900 5.04% Insurance Deductibles 0 0 0 0 0 N/A Total Insurances 150,975 140,000 147,000 154,450 7,450 5.07% Other Expenses Telephone 19,284 25,649 24,000 24,000 0 0.00% Postage 40 540 500 500 0 0.00% Travel Expenses 234 0 300 200 (100) -33.33% General Advertising 0 113 0 0 0 N/A Printing & Publishing 811 893 1,500 1,500 0 0.00% Gas & Electric 23,339 17,048 24,000 24,000 0 0.00% City Utilities 3,918 3,053 4,000 4,000 0 0.00% Office Equipment Rental 2,931 0 0 0 0 N/A EDP/Communications Equip Rent 38,583 32,871 38,000 38,000 0 0.00% Memberships 9,918 4,240 5,000 15,000 10,000 200.00% Towing Charges 1,874 998 0 1,000 1,000 N/A Training & Development 26,776 41,759 47,500 47,500 0 0.00% Distribution to Other Govmnts 29,779 0 0 0 0 N/A Meeting Expenses 1,523 1,260 2,000 2,000 0 0.00% Special Equipment Replacement 29,892 4,859 0 0 0 N/A Licenses & Taxes 218 247 1,000 500 (500) -50.00% Other Miscellaneous Charges 182 215 2,000 500 (1,500) -75.00% Total Other Expenses 189,301 133,745 149,800 158,700 8,900 5.94% Capital Outlay Automotive Equipment 139,270 124,818 200,000 220,000 20,000 10.00% Office Equip and Furnishings 0 0 500 0 (500) -100.00% IT Hardware & Applications 29,313 0 0 0 0 N/A Other Equipment 10,756 58,420 21,000 20,000 (1,000) -4.76% Total Capital Outlay 179,339 183,239 221,500 240,000 18,500 8.35% Police Total 5,626,334 5,710,252 6,061,600 6,597,800 536,200 8.85% Page 71 of 123 640 Personal Services Full -Time Employees Regular Full -Time Employees Overtime Part -Time Employees Temporary/Seasonal Employees POC Fire Fighters PERA FICA City Benefit Contribution Worker's Comp Insurance Prem City of Orono 2026 General Fund Budget - By Line Item Fire Protection Services 42260 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease 117,353 130,798 139,950 0 (139,950) -100.00% 0 0 0 0 0 N/A 4,690 192,468 300,000 0 (300,000) -100.00% 0 0 0 0 0 N/A 0 34,027 100,000 0 (100,000) -100.00% 21,602 56,981 77,900 0 (77,900) -100.00% 1,737 6,910 7,850 0 (7,850) -100.00% 11,344 12,356 20,600 0 (20,600) -100.00% 0 43,200 21,500 0 (21,500) -100.00% Total Personal Services 156,725 476,740 667,800 0 (667,800)-100.00% Supplies & Maintenance Office supplies Printed Forms and Paper Public Safety Ed Materials Motor Fuels & Lubricants Shop Supplies Chemicals Medical Supplies Equipment Parts & Accessories Bldg/Grounds Maint. Supplies Clothing & personal equipment Training Supplies Small Tools and Minor Equip Repairs/Maint-Auto Equip Repairs/Maint-Misc. Equip 0 2,973 2,000 0 (2,000) -100.00% 0 2,185 0 0 0 N/A 0 1,481 0 0 0 N/A 2,053 8,276 10,000 0 (10,000) -100.00% 0 2,286 2,000 0 (2,000) -100.00% 0 30 1,600 0 (1,600) -100.00% 696 10,992 4,000 0 (4,000) -100.00% 1,699 5,702 3,000 0 (3,000) -100.00% 0 3,340 2,000 0 (2,000) -100.00% 6,707 54,519 40,000 0 (40,000) -100.00% 0 1,115 2,000 0 (2,000) -100.00% 0 4,393 8,000 0 (8,000) -100.00% 1,226 18,782 15,000 0 (15,000) -100.00% 0 14,441 25,000 0 (25,000) -100.00% Total Supplies & Maintenance 12,381 130,514 114,600 0 (114,600)-100.00% Insurances General Liability Ins 0 6,500 6,800 0 (6,800) -100.00% Umbrella Liability Ins 0 500 550 0 (550) -100.00% Property Insurance 0 500 550 0 (550) -100.00% Equipment Floaters Ins 0 1,000 1,050 0 (1,050) -100.00% Automotive Insurance 0 1,000 1,050 0 (1,050) -100.00% Total Insurances 0 9,500 10,000 0 (10,000)-100.00% Professional Services Medicals 4,123 10,643 0 0 0 N/A Legal -Consulting 2,958 1,123 2,000 0 (2,000) -100.00% Turn Out Gear Washing -Repair 0 3,233 30,000 0 (30,000) -100.00% IT Services 0 40,000 50,000 0 (50,000) -100.00% Fleet Services 0 13,310 17,000 0 (17,000) -100.00% Fire Services 589,974 629,351 558,000 1,047,780 489,780 87.77% Professional Services 10,829 11,030 25,000 0 (25,000) -100.00% Total Professional Services 607,884 708,689 682,000 1,047,780 365,780 53.63% Page 72 of 123 641 Other Expenses Telephone Travel Expenses General Advertising Printing & Publishing Gas & Electric City Utilities EDP/Communications Equip Rent Memberships Training & Development Meeting Expenses Licenses & Taxes Other Miscellaneous Charges City of Orono 2026 General Fund Budget - By Line Item Fire Protection Services 42260 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease 0 2,847 4,000 0 (4,000) -100.00% 0 320 1,000 0 (1,000) -100.00% 1,089 0 3,000 0 (3,000) -100.00% 0 0 5,000 0 (5,000) -100.00% 0 13,227 18,000 0 (18,000) -100.00% 0 1,215 2,500 0 (2,500) -100.00% 0 38,183 40,000 0 (40,000) -100.00% 541 2,879 4,000 0 (4,000) -100.00% 12,637 24,218 40,000 0 (40,000) -100.00% 0 797 1,000 0 (1,000) -100.00% 100 21 100 0 (100) -100.00% 2,079 15,870 5,000 0 (5,000) -100.00% Total Other Expenses 16,446 99,579 123,600 0 (123,600)-100.00% Fire Protection Services Total 793,436 1,425,023 1,598,000 1,047,780 (550,220)-34.43% Page 73 of 123 642 City of Orono 2026 General Fund Budget - By Line Item Community Development 42400 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 543,400 561,583 602,350 640,850 38,500 6.39% Full -Time Employees Overtime 0 0 200 1,000 800 400.00% PERA 40,755 42,086 45,200 48,150 2,950 6.53% FICA 43,298 42,150 46,100 49,150 3,050 6.62% City Benefit Contribution 113,880 109,593 113,900 120,950 7,050 6.19% Unemployment Benefit Payments 0 0 0 0 0 N/A Worker's Comp Insurance Prem 4,625 4,000 2,950 2,500 (450) -15.25% Total Personal Services 745,958 759,411 810,700 862,600 51,900 6.40% Supplies & Maintenance Books & Periodicals 0 0 350 350 0 0.00% Motor Fuels & Lubricants 1,683 1,630 2,000 1,800 (200) -10.00% Equipment Parts & Accessories 18 0 0 0 0 N/A Clothing & personal equipment 0 0 800 800 0 0.00% Small Tools and Minor Equip 0 0 500 500 0 0.00% Repairs/Maint-Auto Equip 0 0 0 0 0 N/A Total Supplies & Maintenance 1,701 1,630 3,650 3,450 (200) -5.48% Professional Services Engineering -Consulting 11,420 0 2,000 2,000 0 0.00% GIS/Mapping 5,132 4,882 3,000 3,500 500 16.67% Legal -Consulting 11,488 13,839 15,000 15,000 0 0.00% Inspection Services 10,932 15,258 15,000 15,000 0 0.00% IT Services 34,500 30,000 37,500 57,050 19,550 52.13% Fleet Services 0 1,500 2,000 4,250 2,250 112.50% Facilities Services 0 0 0 40,150 40,150 N/A Professional Services 4,134 2,593 5,000 4,000 (1,000) -20.00% Total Professional Services 77,605 68,072 79,500 140,950 61,450 77.30% Other Expenses Telephone 1,987 1,660 2,500 0 (2,500) -100.00% Travel Expenses 166 120 250 150 (100) -40.00% General Advertising 932 0 0 0 0 N/A Printing & Publishing 109 1,903 1,600 1,600 0 0.00% Software Licensing 4,186 0 0 0 0 N/A Memberships 1,497 637 2,000 2,000 0 0.00% Training & Development 7,796 7,009 8,000 7,500 (500) -6.25% Meeting Expenses 10 0 100 100 0 0.00% Licenses & Taxes 0 0 50 0 (50) -100.00% Other Miscellaneous Charges 0 0 0 40,000 40,000 N/A Total Other Expenses 16,685 11,330 14,500 51,350 36,850 254.14% Building & Zoning Total 841,949 840,443 908,350 1,058,350 150,000 16.51% Page 74 of 123 643 City of Orono 2026 General Fund Budget - By Line Item Public Works 43000 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 187,588 220,572 213,800 200,350 (13,450) -6.29% Full -Time Employees Overtime 6,152 5,610 11,000 11,000 0 0.00% Temporary/Seasonal Employees 0 0 0 16,000 16,000 N/A PERA 13,621 16,428 15,700 17,050 1,350 8.60% FICA 14,687 16,442 17,200 17,400 200 1.16% City Benefit Contribution 26,270 26,248 37,000 34,600 (2,400) -6.49% Worker's Comp Insurance Prem 14,175 13,600 9,000 4,800 (4,200) -46.67% Total Personal Services 262,493 298,900 303,700 301,200 (2,500) -0.82% Supplies & Maintenance Books & Periodicals 530 0 0 0 0 N/A Motor Fuels & Lubricants 487 202 500 10,000 9,500 1900.00% Equipment Parts & Accessories 6,213 10,398 2,100 10,000 7,900 376.19% Vehicle Equipment & Parts 6,007 5,843 0 10,000 10,000 N/A Street Maint. Materials/Supply 106,219 77,524 87,550 90,000 2,450 2.80% Clothing & personal equipment 9,770 10,522 11,350 12,000 650 5.73% Small Tools and Minor Equip 9,499 4,464 5,000 5,750 750 15.00% Telephone 7,225 6,216 4,800 0 (4,800) -100.00% Repairs/Maint-Auto Equip 1,096 0 0 0 0 N/A Repairs/Maint-Misc. Equip 16,892 6,505 10,000 5,000 (5,000) -50.00% Repairs/Maint-Bldgs/Grounds 5,044 16,911 5,000 0 (5,000) -100.00% Tree - Repairs/Maint. 0 57,756 50,000 200,000 150,000 300.00% Contracted Street Maint. 130,385 70,373 50,000 100,000 50,000 100.00% Total Supplies & Maintenance 299,367 266,714 226,300 442,750 216,450 95.65% Professional Services PW Engineering -Consulting 1,256 3,283 1,500 1,500 0 0.00% GIS/Mapping 3,809 1,913 1,000 2,000 1,000 100.00% IT Services 5,500 10,000 12,500 30,300 17,800 142.40% Fleet Services 125,000 120,000 152,000 152,000 0 0.00% Facilities Services 0 0 0 21,850 21,850 N/A Professional Services 2.335 1.439 1.100 1.500 400 36.36% Total Professional Services 137,899 136,635 168,100 209,150 41,050 24.42% Page 75 of 123 644 City of Orono 2026 General Fund Budget - By Line Item Public Works 43000 2023 2024 2025 Actual Actual Budget Other Expenses Travel Expenses 0 40 0 General Advertising 349 1,725 750 Gas & Electric 5,681 3,888 6,500 Street Lighting 37,988 38,164 34,000 EDP/Communications Equip Rent 297 1,222 1,200 Other Equipment Rentals 5,492 3,395 4,000 Memberships 239 491 500 Training & Development 8,856 4,298 4,000 Licenses & Taxes 270 29 50 Other Miscellaneous Charges 9,874 5,463 1,000 Total Other Expenses Public Works Total Dollar % 2026 Increase Increase Budget Decrease Decrease 750 750 N/A 1,000 250 33.33% 6,500 0 0.00% 38,000 4,000 11.76% 2,400 1,200 100.00% 1,000 (3,000) -75.00% 750 250 50.00% 10,000 6,000 150.00% 100 50 100.00% 1,000 0 0.00% 69,045 58,715 52,000 61,500 9,500 18.27% 768,804 760,964 750,100 1,014,600 264,500 35.26% Page 76 of 123 645 City of Orono 2026 General Fund Budget - By Line Item PW - Spring Park 43050 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 73,481 70,788 72,000 161,550 89,550 124.38% Full -Time Employees Overtime 3,102 1,695 0 0 0 N/A PERA 6,137 5,935 5,400 12,150 6,750 125.00% FICA 6,044 5,819 5,550 12,400 6,850 123.42% City Benefit Contribution 11,099 9,375 13,900 29,050 15,150 108.99% Worker's Comp Insurance Prem 0 5,500 3,650 2,950 (700) -19.18% Total Personal Services 99,863 99,112 100,500 218,100 117,600 117.01% Supplies & Maintenance Street Maint. Materials/Supply 0 0 0 0 0 N/A Utility System Maint. Supplies 2,167 0 0 0 0 N/A Total Supplies & Maintenance 2,167 0 0 0 0 N/A Professional Services IT Services 0 500 650 2,750 2,100 323.08% Fleet Services 1,250 1,500 2,000 2,000 0 0.00% Facilities Services 0 0 0 4,450 4,450 N/A Professional Services 2,673 0 0 0 0 N/A Total Professional Services 3,923 2,000 2,650 9,200 6,550 247.17% Other Expenses Other Miscellaneous Charges 5,414 350 0 0 0 N/A Total Other Expenses 5,414 350 0 0 0 N/A Public Works - Spring Park Total 111,366 101,462 103,150 227,300 124,150 120.36% Page 77 of 123 646 City of Orono 2026 General Fund Budget - By Line Item Brush Site 43100 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Temporary/Seasonal Employees 10,996 11,648 11,500 12,000 500 4.35% PERA 825 874 900 900 0 0.00% FICA 841 891 900 950 50 5.56% Worker's Comp Insurance Prem 0 700 150 400 250 166.67% Total Personal Services 12,662 14,113 13,450 14,250 800 5.95% Supplies & Maintenance Bldg/Grounds Maint. Supplies 555 304 250 300 50 20.00% Repairs/Maint-Bldgs/Grounds 238 27,957 30,000 1,000 (29,000) -96.67% Tree - Repairs/Maint. 0 0 0 30,000 30,000 N/A Total Supplies & Maintenance 793 28,260 30,250 31,300 1,050 3.47% Other Expenses Bank Fees 4 23 50 50 0 0.00% IT Services 313 500 650 2,350 1,700 261.54% Fleet Services 0 0 0 3,250 3,250 N/A Facilities Services 0 0 0 700 700 N/A Telephone 1,298 2,353 1,000 0 (1,000) -100.00% General Liability Ins 25 100 100 150 50 50.00% Gas & Electric 408 388 400 400 0 0.00% Other Equipment Rentals 840 883 850 850 0 0.00% Other Miscellaneous Charges 16,405 0 0 0 0 N/A Total Other Expenses 19,292 4,246 3,050 7,750 4,700 154.10% Brush Site Total 32,748 46,619 46,750 53,300 6,550 14.01% Page 78 of 123 647 City of Orono 2026 General Fund Budget - By Line Item Engineering 43170 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Professional Services Engineering -Retainer 1,449 184 0 0 0 N/A Engineering -Consulting 3,264 2,262 10,000 10,000 0 0.00% GIS/Mapping 30,476 12,736 16,000 16,000 0 0.00% Total Professional Services 35,189 15,181 26,000 26,000 0 0.00% Engineering Total 35,189 15,181 26,000 26,000 0 0.00% Page 79 of 123 648 City of Orono 2026 General Fund Budget - By Line Item Parks 45200 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 178,938 130,122 104,150 88,650 (15,500) -14.88% Full -Time Employees Overtime 1,147 50 0 0 0 N/A Part -Time Employees 17,017 (236) 0 0 0 N/A Temporary/Seasonal Employees 800 35,278 16,700 32,050 15,350 91.92% PERA 12,230 9,897 7,850 6,650 (1,200) -15.29% FICA 14,370 12,099 9,250 9,250 0 0.00% City Benefit Contribution 25,104 17,980 18,900 14,600 (4,300) -22.75% Worker's Comp Insurance Prem 18,350 15,900 7,950 3,350 (4,600) -57.86% Total Personal Services 267,956 221,090 164,800 154,550 (10,250) -6.22% Supplies & Maintenance Motor Fuels & Lubricants 6,252 5,785 4,000 5,500 1,500 37.50% Chemicals 4,949 1,638 12,000 10,000 (2,000) -16.67% Equipment Parts & Accessories 15,022 9,815 13,400 10,000 (3,400) -25.37% Building Maint Supplies 8,143 5,029 12,000 6,000 (6,000) -50.00% Clothing & personal equipment 2,499 1,459 2,000 2,000 0 0.00% Small Tools and Minor Equip 600 2,328 2,500 1,000 (1,500) -60.00% Repairs/Maint-Auto Equip 212 0 0 0 0 N/A Repairs/Maint-Misc. Equip 0 0 0 0 0 N/A Repairs/Maint-Bldgs/Grounds 83,079 75,776 73,000 70,000 (3,000) -4.11% Tree - Repairs/Maint. 0 6,400 0 50,000 50,000 N/A Total Supplies & Maintenance 120,756 108,254 118,900 155,000 36,100 30.36% Professional Services Engineering -Consulting 27,821 467 1,000 1,000 0 0.00% GIS/Mapping 0 855 1,000 1,000 0 0.00% IT Services 1,475 1,500 2,000 9,200 7,200 360.00% Fleet Services 8,250 7,000 10,000 21,900 11,900 119.00% Facilities Services 0 0 0 9,650 9,650 N/A Event Services 0 500 20,000 20,000 0 0.00% Professional Services 4,299 562 10,000 5,000 (5,000) -50.00% Total Professional Services 41,845 10,884 44,000 67,750 23,750 53.98% Page 80 of 123 649 Other Expenses Telephone Travel Expenses Printing & Publishing Gas & Electric Other Equipment Rentals Software Licensing Memberships Training & Development Meeting Expenses Licenses & Taxes Park Commission Other Miscellaneous Charges Contributions to Civic Org's City of Orono 2026 General Fund Budget - By Line Item Parks 45200 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease 1,411 2,511 1,000 0 (1,000) -100.00% 0 0 0 0 0 N/A 1,396 621 450 500 50 11.11% 844 118 600 500 (100) -16.67% 7,172 8,973 11,000 10,000 (1,000) -9.09% 0 0 0 0 0 N/A 0 0 600 500 (100) -16.67% 1,634 718 1,000 2,000 1,000 100.00% 0 10 0 0 0 N/A 175 132 0 0 0 N/A 364 0 0 0 0 N/A 563 8,435 600 500 (100) -16.67% 0 0 100 0 (100) -100.00% Total Other Expenses 13,559 21,519 15,350 14,000 (1,350) (1) Parks Total 444,117 361,747 343,050 391,300 48,250 14.07% Page 81 of 123 650 City of Orono 2026 General Fund Budget - By Line Item Special Services 49280 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Overtime 79,594 50,873 35,000 40,000 5,000 14.29% PERA 7,504 7,643 2,650 7,100 4,450 167.92% FICA 547 620 2,700 600 (2,100) -77.78% City Benefit Contribution 0 0 0 0 0 N/A Worker's Comp Insurance Prem 1,225 1,100 650 1,700 1,050 161.54% Total Personal Services 88,870 60,236 41,000 49,400 8,400 20.49% Professional Services Engineering -Consulting 15,985 26,875 35,000 30,000 (5,000) -14.29% Legal -Consulting 16,505 25,538 20,000 20,000 0 0.00% Professional Services 0 2,160 0 0 0 N/A Special Projects, Contingency 0 0 0 0 0 N/A Total Professional Services 32,490 54,573 55,000 50,000 (5,000) -9.09% Other Expenses Distribution to Other Govmnts 302,708 113,442 0 0 0 N/A Other Miscellaneous Charges 0 0 0 0 0 N/A Total Other Expenses 302,708 113,442 0 0 0 N/A Special Services - Consulting & Police Total 424,069 228,251 96,000 99,400 3,400 3.54% Page 82 of 123 651 City of Orono 2026 General Fund Budget - By Line Item Special Project & Contingencies 43290 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Professional Services Engineering -Consulting 0 0 0 0 0 N/A Professional Services 0 0 0 0 0 N/A Total Professional Services 0 0 0 0 0 N/A Other Expenses Other Miscellaneous Charges 0 0 0 0 0 N/A Total Other Expenses 0 0 0 0 0 N/A Capital & Transfers Land 0 0 0 0 0 N/A Operating Transfers 1,580,000 256,407 177,450 320,000 142,550 80.33% Total Capital & Transfers 1,580,000 256,407 177,450 320,000 142,550 80.33% Contingency Items Special Projects, Contingency 4,775 20,720 15,000 15,000 0 0.00% Total Contingency Items 4,775 20,720 15,000 15,000 0 0.00% Special Projects -Contingencies Total 1,584,775 277,127 192,450 335,000 142,550 74.07% GENERAL FUND TOTAL 12,362,885 11,457,583 11,935,000 12,628,630 693,630 5.81% Page 83 of 123 652 City of Orono 2026 Special Revenue Fund Revenue Budget Percentage 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget (Decrease) (Decrease) Park Fund Current Ad Valorem Taxes 148,730 196,626 200,000 190,000 (10,000) -105.00% Interest on investments 1,220 22,487 17,400 21,700 4,300 -75.29% Park Dedication Fees 62,446 22,482 10,000 10,000 - -100.00% Park Fund Revenue Total 212,396 241,595 227,400 221,700 (5,700) -102.51% Drug/Forfeiture Fund Interest on investments 35,689 29,937 22,400 24,000 1,600 -92.86% Drug/Forfeiture Fund Revenue Total 35,689 29,937 22,400 24,000 1,600 -92.86% Lurton Park Fund Off Leash Annual Pass 28,525 22,711 28,840 24,000 (4,840) -116.78% Contributions & donations - 1,200 1,000 500 (500) -150.00% Lurton Park Fund Revenue Total 28,525 23,911 29,840 24,500 (5,340) -117.90% TIF Housing Fund Current R.E.- St Hsng TIF #1-1 78,908 90,904 93,000 - (93,000) -200.00% Interest on investments 2,308 5,249 3,700 4,000 300 -91.89% TIF Housing Fund Revenue Total 81,217 96,153 96,700 4,000 (92,700) -195.86% Carman Bay LID Fund Penalties and Interest -Taxes 39 48 50 50 - -100.00% Assessments collected -current 22,659 28,284 33,600 36,400 2,800 -91.67% Carman Bay LID Fund Fund Revenue Total 22,698 28,332 33,650 36,450 2,800 -91.68% Stubbs Bay LID Fund Penalties and Interest -Taxes - - - - - 0.00% Assessments collected -current 24,690 24,690 0.00% Stubbs Bay LID Fund Fund Revenue Total 24,690 24,690 0.00% Total Revenue 380,525 419,928 409,990 335,340 (74,650)-118.21% Page 84 of 123 653 City of Orono 2026 Special Revenue Fund Expenditure Budget - Line Item Budget Park Fund 45200 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Bldg/Grounds Maint. Supplies - - - - N/A Engineering -Consulting 2,296 568 5,000 5,000 0.00% Professional Services - - - - N/A Other Miscellaneous Charges - N/A Land Improvements 11,036 - N/A Buildings and Structures - 40,892 - - - N/A Other Improvements - - 171,400 873,500 702,100 409.63% Other Equipment 15,720 3,051 - 101,000 101,000 N/A Operating Transfers - 19,244 - - - N/A Park Fund Total 29,052 63,755 176,400 979,500 803,100 455.27% Page 85 of 123 654 City of Orono 2026 Special Revenue Fund Expenditure Budget - Line Item Budget Drug/Felony Forfeiture Fund 45650 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Legal -Consulting - - N/A Towing Charges 2,171 (185) N/A Licenses & Taxes - - N/A Other Miscellaneous Charges N/A Other Equipment 81,500 (81,500)-100.00% Drug/Felony Forfeiture Fund Total 2,171 (185) 81,500 (81,500)-100.00% Page 86 of 123 655 City of Orono 2026 Special Revenue Fund Expenditure Budget - Line Item Budget Lurton Park 45680 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Equipment Parts & Accessories - 1,875 2,000 1,000 (1,000)-50.00% Engineering -Consulting 411 18,487 - - N/A Other Improvements - 74,849 N/A Lurton Park Total 411 95,210 2,000 1,000 (1,000)-50.00% Page 87 of 123 656 City of Orono Special Revenue Fund Expenditure Budget - Line Item Budget Senior Housing TIF 45690 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Professional Services 718 4,405 3,500 (3,500) -100.00% Printing & Publishing - 154 200 (200) -100.00% Other Miscellaneous Charges 153,848 - 93,000 (93,000) -100.00% Senior Housing TIF Fund Total 154,565 4,559 96,700 (96,700)-100.00% Page 88 of 123 657 City of Orono 2026 Special Revenue Fund Expenditure Budget - Line Item Budget Carman Bay LID 45694 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Other Miscellaneous Charges 22,665 28,143 33,550 36,400 2,850 8.49% Carman Bay LID Total 22,665 28,143 33,550 36,400 2,850 8.49% Page 89 of 123 658 City of Orono 2026 Special Revenue Fund Expenditure Budget - Line Item Budget Stubbs Bay LID 45695 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Other Miscellaneous Charges 24,690 24,690 N/A Stubbs Bay LID Total 24,690 24,690 N/A Total Internal Service Fund 208,863 191,482 390,150 1,041,590 651,440 166.97% Page 90 of 123 659 City of Orono 2026 Debt Service Fund Revenue Budget 2014A Bond Fund Current Ad Valorem Taxes Delinquent Ad Valorem Taxes Fiscal Disparities Personal Property Tax Penalties and Interest -Taxes Interest on investments Operating Transfers In 2014A Bond Fund Total 2021A Bond Fund Total Current Ad Valorem Taxes Fiscal Disparities Personal Property Tax Interest on investments Residual Equity Transfers In 2021A Bond Fund Total Total Revenue Percentage 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget (Decrease) (Decrease) 239,950 58,937 282,800 282,800 0.00% - 3,957 2,500 2,500 0.00% 1,535 400 400 400 0.00% 515 125 200 200 0.00% - 163 200 200 0.00% 26,203 29,587 10,000 10,000 0.00% 95,000 - 90,000 90,000 0.00% 363,204 93,168 386,100 386,100 0.00% 753,559 746,212 725,000 725,000 0.00% 4,822 5,067 3,000 3,000 0.00% 1,619 1,578 1,500 1,500 0.00% - (182) - - 0.00% - 331,567 - - 0.00% 760,000 1,084,241 729,500 729,500 0.00% 1,123,204 1,177,409 - 1,115,600 1,115,600 0.00% 1 Page 91 of 123 660 City of Orono 2026 Debt Service Fund Expenditure Budget - Line Item Budget 2014A GO Improvement/Water/Abatement Bond Fund 47000 Dollar % 2023 2024 2025 2026 Increase Increase Budget Actual Budget Budget (Decrease) (Decrease) Other Charges Professional Services - 7,188 1,750 1,750 N/A Administrative Charge 2,500 5,000 11750 1,750 N/A Total Other Charges 2,500 12,188 3,500 3,500 N/A Debt Service Fees Debt Sry Bond Principal (200,000) 240,000 345,000 345,000 N/A Bond Interest 550,863 37,700 35,225 35,225 N/A Bond Agent Fees 475 - 500 500 N/A Total Debt Service Fees 351,338 277,700 380,725 380,725 N/A 2014A Bond Fund Total 353,838 289,888 384,225 384,225 N/A *Bond dated June 19, 2014 with final maturity on February 1, 2029. Bond Year Principal 2026 345,000 2027 355,000 2028 360,000 2029 375,000 TOTAL REMAINING PRINCIPAL 1,435,000 Page 92 of 123 661 City of Orono 2026 Debt Service Fund Expenditure Budget - Line Item Budget 2021 CIP Bond Fund 47000 Dollar % 2023 2024 2025 2026 Increase Increase Budget Actual Budget Budget (Decrease) (Decrease) Other Charges Professional Services - 8,955 4,000 4,000 N/A Administrative Charge - 5,000 41000 4,000 N/A Total Other Charges 13,955 8,000 8,000 N/A Debt Service Fees Debt Sry Bond Principal - 355,000 380,000 380,000 N/A Bond Interest 191,522 369,444 340,645 340,645 N/A Bond Agent Fees - 475 500 500 N/A Total Debt Service Fees 191,522 724,919 721,145 721,145 N/A 2021A Bond Fund Total 191,522 738,874 729,145 729,145 N/A *Bond dated December 30, 2021 with final maturity on December 20, 2051. Bond Year Principal 2026 380,000 2027 395,000 2028 415,000 2029 430,000 2030-2051 12,670,000 TOTAL REMAINING PRINCIPAL 14,290,000 Page 93 of 123 662 City of Orono 2026 Enterprise Funds Summary Percentage 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Water Fund Revenue 1,750,454 1,321,544 1,722,000 1,577,830 (144,170) -8.37% Expenditure (2,308,794) (1,281,712) (1,428,600) (1,378,700) 49,900 -3.49% Add Back Depreciation Expenditure 169,003 222,500 195,000 225,000 30,000 15.38% Water Fund Net Revenue Over Expenditure (389,337) 262,332 488,400 424,130 (64,270) -13.16% Sewer Fund Revenue 2,931,104 2,541,016 2,390,000 2,424,000 34,000 1.42% Expenditure (3,124,981) (2,855,248) (2,364,400) (2,401,720) (37,320) 1.58% Add Back Depreciation Expenditure 380,677 367,615 395,000 390,000 (5,000) -1.27% Sewer Fund Net Revenue Over Expenditure 186,800 53,383 420,600 412,280 (8,320) -1.98% Recycling Fund Revenue 281,457 294,804 295,500 310,600 15,100 5.11% Expenditure (242,500) (290,497) (275,600) (310,450) (34,850) 12.65% Recycling Fund Net Revenue Over Expenditure 38,957 4,307 19,900 150 (19,750) -99.25% Golf Course Fund Revenue 512,294 385,116 452,650 515,500 62,850 13.88% Expenditure (492,174) (433,301) (450,330) (513,550) (63,220) 14.04% Add Back Depreciation Expenditure 3,927 3,933 - 5,600 5,600 0.00% Golf Course Fund Net Revenue Over Expenditure 24,048 (44,252) 2,320 7,550 5,230 225.43% Cable Fund Revenue 68,354 62,280 73,100 60,100 (13,000) -17.78% Expenditure (68,041) (89,910) (72,200) (60,100) 12,100 -16.76% Add Back Depreciation Expenditure 16,395 19,319 19,500 15,100 (4,400) -22.56% Cable Fund Net Revenue Over Expenditure 16,709 (8,312) 20,400 15,100 (5,300) -25.98% Stormwater Fund Revenue 880,994 850,773 790,000 891,100 101,100 12.80% Expenditure (1,489,767) (883,132) (681,700) (704,830) (23,130) 3.39% Add Back Depreciation Expenditure 66,135 66,631 70,000 71,500 1,500 2.14% Stormwater Fund Net Revenue Over Expenditure (542,638) 34,272 178,300 257,770 79,470 44.57% Total Enterprise Fund Summary Revenue 6,424,659 5,455,533 5,723,250 5,779,130 55,880 0.98% Expenditure (7,726,256) (5,833,801) (5,272,830) (5,369,350) (96,520) 1.83% Add Back Depreciation Expenditure 636,137 679,998 679,500 707,200 27,700 4.08% Total Net Revenue Over Expenditure (665,460) 301,730 1,129,920 1,116,980 (12,940) -1.15% Page 94 of 123 663 City of Orono 2026 Enterprise Fund Revenue Budget %A Imo+ E..-.4 Penalties and Interest -Taxes PERA Pension - Other Revenue Water Sales/Service-Navarre Water Sales/Service-Hwy 12 Water Sales/Service-Wayzata Water Sales/Service-Long Lake Water Connection Fee Antenna Lease Revenue Utility Penalties Interest on investments Miscellaneous Revenue Total Water Fund Revenue Sewer Fund Penalties and Interest -Taxes Federal Grant-Emrgncy Prep PERA Pension - Other Revenue Grants/Aids from Other Govts Sewr Service Charges Other Sewer Receipts Sewer Connection Fee Utility Penalties Interest on investments Interest -special assessments Miscellaneous Revenue Total Sewer Fund Revenue Recycling Fund PERA Pension - Other Revenue County Grant -Recycling Recycling Program Fees Utility Penalties Interest on investments Miscellaneous Revenue Total Recycling Fund Revenue Percentage 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease 14 12 - - 0.00% 22 4,301 - - 0.00% 820,569 694,931 854,000 759,000 (95,000) -11.12% 616,751 408,495 642,000 478,500 (163,500) -25.47% 188,181 138,934 196,000 148,500 (47,500) -24.23% 48,323 37,418 - 38,500 38,500 0.00% - - - 10,000 10,000 0.00% - - 114,330 114,330 0.00% (13,348) 7,665 10,000 7,000 (3,000) -30.00% 69,582 9,418 10,000 10,000 - 0.00% 20,359 20,370 10,000 12,000 2,000 20.00% 1,750,454 1,321,544 1,722,000 1,577,830 (144,170) -8.37% 2,307 973 - 0.00% 451,305 - 0.00% 22 4,349 0.00% 57,606 - - - - 0.00% 2,264,157 2,413,121 2,356,000 2,365,000 9,000 0.38% 17,000 18,700 15,000 15,000 - 0.00% 21,530 - 10,000 10,000 - 0.00% (4,500) 11,533 4,000 8,000 4,000 100.00% 121,678 73,862 5,000 25,000 20,000 400.00% - 8,338 - - - 0.00% - 10,141 - 1,000 1,000 0.00% 2,931,104 2,541,016 2,390,000 2,424,000 34,000 1.42% - 233 - - - 0.00% 8,519 20,226 8,000 8,500 500 6.25% 254,843 258,450 281,000 290,000 9,000 3.20% 769 914 500 600 100 20.00% 3,806 3,718 1,000 1,500 500 50.00% 13,520 11,263 5,000 10,000 5,000 100.00% 281,457 294,804 295,500 310,600 15,100 5.11% Page 95 of 123 664 Percentage 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Golf Fund PERA Pension - Other Revenue 8 2,652 - - - 0.00% Green Fees 280,349 230,481 285,000 327,000 42,000 14.74% Rental -Golf carts & Club 112,871 90,043 117,500 135,000 17,500 14.89% Beer Sales 26,474 18,528 25,000 25,000 - 0.00% Pop Sales - 372 - 2,000 2,000 0.00% Concessions -taxable 12,215 10,895 15,000 15,000 - 0.00% Golf Ball Sales 4,960 4,618 5,000 6,000 1,000 20.00% Pro Shop -taxable 1,073 1,949 1,500 1,500 - 0.00% Pro Shop -nontaxable 3,667 3,804 3,500 3,800 300 8.57% Cash Over/Short 1 (1) - - - 0.00% Interest on investments 148 735 150 200 50 33.33% Miscellaneous Revenue 3 814 - - 0.00% Contributions & donations - 20,225 - - 0.00% Contributed Assets 70,525 - - - - 0.00% Total Golf Fund Revenue 512,294 385,116 452,650 515,500 62,850 13.88% Cable Fund Franchise Fees 68,368 62,738 73,000 60,000 (13,000)-17.81% Interest on investments (13) (458) 100 100 0.00% Total Cable Fund Revenue 68,354 62,280 73,100 60,100 (13,000)-17.78% Stormwater Fund PERA Pension - Other Revenue 9 2,529 - - - 0.00% Utility Penalties 2,065 2,385 - 2,000 2,000 0.00% Storm Water Sevice Chgs 763,557 754,782 780,000 854,100 74,100 9.50% St Wtr/Drainage Trunk Fees 5,251 21,180 5,000 15,000 10,000 200.00% Interest on investments 110,112 69,898 5,000 20,000 15,000 300.00% Stormwater Fund Revenue Total 880,994 850,773 790,000 891,100 101,100 12.80% Total Enterprise Fund 6,424,659 5,455,533 5,723,250 5,779,130 156,980 0.98% Page 96 of 123 665 City of Orono 2026 Enterprise Fund Expenditure Budget - Departmental Summary Water 49400 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget (Decrease) (Decrease) Personal Services 344,017 282,638 376,350 340,900 (35,450) -9.42% Supplies & Maintenance 311,076 224,106 213,200 230,950 17,750 8.33% Professional Services 77,500 99,458 124,500 161,900 37,400 30.04% Insurances 33,400 21,400 22,450 23,750 1,300 5.79% Other Expenses 517,626 505,359 542,400 521,850 (20,550) -3.79% Non -Operating Expenses 1,025,175 148,751 149,700 99,350 (50,350) -33.63% Total Water Fund 2,308,794 1,281,712 1,428,600 1,378,700 (49,900) -3.49% PROGRAM DESCRIPTION & OBJECTIVES: 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. OPERATING COST ACTIVITIES: * Personal Services include the wages and employment taxes for the Water Department Staff. Staff includes: Public Works Superintendent (.2 FTE), Public Utilities Supervisor (A FTE), Maintenance Workers (1.8 FTE, Administrative Assistant (.2 FTE) and a Seasonal Employee. * Supplies & Maintenance includes the operating supplies and maintenance for the water distribution system. * Professional Services includes a portion of the costs related to the City's annual financial audit, IT Services, Fleet Services, Facilities Services, printing and mailing service for utility billing 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 assets. * Non -Operating Expenses includes bond payment transfers. Operating Expenditure by Category 1,400,000 1,200,000 1,000,000 ■ Other Expenses 800,000 ■Insurances ■ Professional Services 600,000 ■ Supplies & Maintenance 400,000 ■ Personal Services 200,000 2023 Actual 2024 Actual 2025 Budget 2026 Draft Budget Page 97 of 123 666 City of Orono 2026 Enterprise Fund Expenditure Budget - Departmental Summary Sewer 49450 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget (Decrease) (Decrease) Personal Services 347,415 283,674 369,600 339,250 (30,350) -8.21% Supplies & Maintenance 151,877 251,490 249,000 302,700 53,700 21.57% Professional Services 98,658 99,327 125,000 162,700 37,700 30.16% Insurances 19,219 15,540 16,350 17,300 950 5.81% Other Expenses 1,461,063 1,412,857 1,449,450 1,465,050 15,600 1.08% Non -Operating Expenses 1,046,750 792,360 155,000 114,720 (40,280) -25.99% Total Sewer Fund 3,124,981 2,855,248 2,364,400 2,401,720 37,320 1.58% PROGRAM DESCRIPTION & OBJECTIVES: The Sewer Operating Fund provides for the funding of the City's sewer collection system. The funds are accounted for separately and are designed to be funded primarily through sewer unit charges. OPERATING COST ACTIVITIES: * Personal Services include the wages and employment taxes for the Sewer Department Staff. Staff includes: Public Works Superintendent (.2 FTE), Public Utilities Supervisor (A FTE), Maintenance Workers (1.9 FTE), Administative Support (.2 FTE), and a Seasonal Employee. * Supplies & Maintenance includes the operating supplies and maintenance for the sewer collection system. * Professional Services includes a portion of the costs related to the City's annual financial audit, IT Services, Fleet Services, Facilities Services, printing and mailing service for utility billing and engineering consulting costs related to sewer projects. * Other Expenses includes the City's disposal charges with the Metropolitan Council Environmental Service (MCES), and a depreciation charge on fixed assets. * Non -Operating Expenses includes transfer to the Equipment Improvement Outlay Fund. Operating Expenditure by Category 2,500,000 2,000,000 ■ Other Expenses 1,500,000 ■Insurances ■ Professional Services 1,000,000 ■ Supplies & Maintenance ■ Personal Services 500,000 2023 Actual 2024 Actual 2025 Budget 2026 Draft Budget Page 98 of 123 667 City of Orono 2026 Enterprise Fund Expenditure Budget - Departmental Summary Recycling 49500 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget (Decrease) (Decrease) Personal Services 13,686 18,797 19,500 13,450 (6,050) -31.03% Professional Services 207,044 236,413 236,000 266,250 30,250 12.82% Insurances 225 1,000 1,200 1,300 100 8.33% Other Expenses 21,545 34,177 18,900 29,450 10,550 55.82% Total Recycling Fund 242,500 290,497 275,600 310,450 34,850 12.65% PROGRAM DESCRIPTION & OBJECTIVES: The city participates in a program to provide curbside recycling service. In addition, the City also provides a spring and fall clean-up day for residents who have materials unsuitable for curbside recycling pickup. OPERATING COST ACTIVITIES: * Personal Services are a portion of the City Clerk's wages and employment taxes (5%). * Professional Services includes the costs associated with recycling collection, IT services, and Facilities Services. * Insurance includes liability insurance for the City clean-up days. * Other Expenses includes administrative charges, haul out of clean-up day collections and cost of the City's organic recycling sites. 350,000 300,000 250,000 200,000 150,000 100,000 50,000 Operating Expenditure by Category 2023 Actual 2024 Actual 2025 Budget 2026 Draft Budget ■ Other Expenses ■Insurances ■ Professional Services ■ Personal Services Page 99 of 123 668 City of Orono 2026 Enterprise Fund Expenditure Budget - Departmental Summary Golf Course 49830 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget (Decrease) (Decrease) Personal Services 304,421 249,116 231,650 272,300 40,650 17.55% Supplies & Maintenance 56,613 24,371 52,200 35,000 (17,200) -32.95% Insurances 15,140 14,700 15,880 16,750 870 5.48% Professional Services 22,037 17,709 23,500 71,600 48,100 204.68% Other Expenses 68,099 83,121 89,100 69,400 (19,700) -22.11% Purchases for Resale 25,863 24,286 28,000 23,500 (4,500) -16.07% Non -Operating Expenses 0 20,000 10,000 25,000 15,000 150.00% Golf Course Total 492,174 433,301 450,330 513,550 63,220 14.04% PROGRAM DESCRIPTION & OBJECTIVES: In 2023, the Golf Course Enterprise Fund was reestablished to account for Golf activities. The Golf Course is no longer to be supported by property taxes. OPERATING COST ACTIVITIES: * Personal Services include the wages and employment taxes for the Golf Course Staff. Staff includes: Parks and Facilities Superintendent (33%), Golf Course Superintendent (85%), Clubhouse Manager/Events Coordinator and seasonal clubhouse attendants and seasonal golf course maintenance workers. * Supplies & Maintenance include general operating supplies for the course and equipment repairs and maintenance. * Insurance includes general liability, property, equipment and liquor liability insurance for the golf course. * Professional Services includes the costs associated with audit, IT, fleet services, and Facilities Services. * Other Expenses include utilities, golf cart rental, and advertising. * Purchase for Resale are items that are food, beverage, clothing and golf supplies that are sold in the clubhouse. * Non -Operating Expenses are transfers to the Equipment Improvement Outlay fund for golf course related capital purchases. Operating Expenditure by Category 600,000 500,000 400,000 ■ Purchases for Resale ■Other Expenses 300,000 ■ Professional Services ■Insurances 200,000 ■ Supplies & Maintenance ■ Personal Services 100,000 2023 Actual 2024 Actual 2025 Budget 2026 Draft Budget Page 100 of 123 669 City of Orono 2026 Enterprise Fund Expenditure Budget - Departmental Summary Cable Franchise 49840 2023 2024 Actual Actual Personal Services (4,633) (81) Professional Services 16,540 13,064 Other Expenses 56,134 76,927 Dollar % 2025 2026 Increase Increase Budget Budget (Decrease) (Decrease) 0 0 0 N/A 10,000 0 (10,000)-100.00% 62,200 60,100 (2,100) -3.38% Total Cable Fund 68,041 89,910 72,200 60,100 (12,100)-16.76% PROGRAM DESCRIPTION & OBJECTIVES: 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. OPERATING COST ACTIVITIES: *Personal Services and Professional Services are no longer charged to this fund. * Other Expenses include webcasting/online content and an administrative charge to the General Fund Operating Expenditure by Category vs Dedicated Revenue 100,000 80,000 60,000 40,000 20,000 ]get (20,000) � Other Expenses � Professional Services � Personal Services -Cable Franchise Revenue Page 101 of 123 670 City of Orono 2026 Enterprise Fund Expenditure Budget - Departmental Summary Stormwater 49910 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget (Decrease) (Decrease) Personal Services 213,339 173,402 220,700 225,850 5,150 2.33% Supplies & Maintenance 32,379 37,896 24,000 32,250 8,250 34.38% Professional Services 52,482 37,811 53,500 95,200 41,700 77.94% Insurances 5,425 4,900 6,050 6,450 400 6.61% Other Expenses 182,542 171,534 191,450 202,100 10,650 5.56% Non -Operating Expenses 1,003,600 457,589 186,000 142,980 (43,020) -23.13% Total Stormwater Fund 1,489,767 883,132 681,700 704,830 23,130 3.39% PROGRAM DESCRIPTION & OBJECTIVES: The Stormwater Operating Fund provide sfunding to for the City's Stormwater responsibilities. The funds are accounted for separately and are designed to be funded primarily through stormwater service and trunk fees. OPERATING COST ACTIVITIES: * Personal Services inlcudes the wages and employment taxes for the Public Works Department Staff. Staff includes: Public Works Superintendent (.5 FTE), Public Works Supervisor (.5 FTE), Maintenance Workers (.75 FTE), Administative Support (.15 FTE), and a Seasonal Employee. * Supplies & Maintenance includes material associated with culvert maintenance. * Professional Services includes engineering, annual audit charges, printing and mailing service for utility billing, IT service, fleet service, and facilities services. * Other Expenses includes postage, depreciation, radios, training and development, administrative charge and the annual LMCD Levy. * Non -Operating Expenses includes transfer to the Equipment Improvement Outlay Fund. 600,000 500,000 400,000 300,000 200,000 100,000 2023 Actual Operating Expenditure by Category 2024 Actu a I 2025 Budget 2026 Draft Budget ■ Other Expenses ■Insurances ■ Professional Services ■ Supplies & Maintenance ■ Personal Services Total Enterprise Fund 7,726,256 5,833,801 5,272,830 5,369,350 96,520 1.83% age 102 o 671 City of Orono 2026 Enterprise Fund Expenditure Budget - By Line Item Water 49400 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 242,213 242,582 257,150 228,250 (28,900) -11.24% Full -Time Employees Overtime 9,915 7,052 10,000 10,000 0 0.00% Part -Time Employees 0 0 0 0 0 N/A Temporary/Seasonal Employees 0 0 16,000 16,000 0 0.00% PERA 19,640 17,477 20,050 19,100 (950) -4.74% FICA 20,202 17,855 21,700 19,450 (2,250) -10.37% Pension Expense 8,815 (39,340) 0 0 0 N/A City Benefit Contribution 38,641 40,994 42,550 44,300 1,750 4.11% OPEB Expense (12,379) (17,282) 0 0 0 N/A Worker's Comp Insurance Prem 16,970 13,300 8,900 3,800 (5,100) -57.30% Total Personal Services 344,017 282,638 376,350 340,900 (35,450) -9.42% Supplies & Maintenance Office supplies Motor Fuels & Lubricants Chemicals and Chem Products Equipment Parts & Accessories Vehicle Equipment & Parts Bldg/Grounds Maint. Supplies Clothing & personal equipment Utility System Maint. Supplies Small Tools and Minor Equip Repairs/Maint-Auto Equip Repairs/Maint-Misc. Equip Repairs/Maint-Bldgs/Grounds Repairs/Maint-Watermains/plant 568 1,344 1,000 200 (800) -80.00% 4,962 3,779 5,000 5,000 0 0.00% 80,176 40,467 55,000 60,000 5,000 9.09% (53,773) 1,527 1,000 1,000 0 0.00% 240 195 0 1,000 1,000 N/A 605 387 700 1,000 300 42.86% 2,750 1,933 2,500 2,500 0 0.00% 52,057 40,864 40,000 45,000 5,000 12.50% 4,954 2,247 1,500 1,750 250 16.67% 1,325 0 0 0 0 N/A 849 2,367 4,000 3,500 (500) -12.50% 4,846 20,419 2,500 0 (2,500) -100.00% 211,519 108,576 100,000 110,000 10,000 10.00 % Total Supplies & Maintenance 311,076 224,106 213,200 230,950 17,750 8.33% Professional Services Auditing and Acct'g Services 6,000 6,500 6,750 7,000 250 3.70% Engineering -Consulting 2,629 3,066 5,000 5,000 0 0.00% GIS/Mapping 19,031 12,740 15,000 15,000 0 0.00% Legal -Consulting 0 0 0 0 0 N/A Bank Fees 5,809 4,335 6,000 5,000 (1,000) -16.67% IT Services 25,750 22,000 27,500 33,050 5,550 20.18% Fleet Services 18,125 50,300 64,000 64,000 0 0.00% Facilities Services 0 0 0 25,350 25,350 N/A Professional Services 155 517 250 7,500 7,250 2900.00% Total Professional Services 77,500 99,458 124,500 161,900 37,400 30.04% Page 103 of 123 672 City of Orono 2026 Enterprise Fund Expenditure Budget - By Line Item Water 49400 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Insurances General Liability Ins 6,813 6,000 61300 6,650 350 5.56% Umbrella Liability Ins 9,338 11000 1,050 1,150 100 9.52% Property Insurance 8,075 7,000 7,350 7,750 400 5.44% Equipment Floaters Ins 3,975 3,200 3,350 3,550 200 5.97% Automotive Insurance 5,200 4,200 4,400 4,650 250 5.68% Total Insurances 33,400 21,400 22,450 23,750 1,300 5.79% Other Expenses Telephone Postage Travel Expenses General Advertising Printing & Publishing Gas & Electric City Utilities Intergovernmental Services Depreciation & Amortization EDP/Communications Equip Rent Other Equipment Rentals Software Licensing Memberships Training & Development Administrative Charge Licenses & Taxes Other Miscellaneous Charges 4,761 5,282 51000 0 (5,000) -100.00% 5,618 5,483 6,000 6,500 500 8.33% 0 0 0 0 0 N/A 0 65 0 100 100 N/A 905 461 1,000 1,400 400 40.00% 115,129 80,641 110,000 73,450 (36,550) -33.23% 2,566 2,246 21000 2,500 500 25.00% 67,644 60,209 57,000 65,000 8,000 14.04% 169,003 222,500 195,000 225,000 30,000 15.38% 0 611 0 0 0 N/A 0 0 0 0 0 N/A 2,233 400 0 0 0 N/A 2,064 1,864 21500 2,500 0 0.00% 1,907 6,468 5,200 5,500 300 5.77% 137,650 115,000 153,700 137,400 (16,300) -10.61% 1,227 2,066 0 0 0 N/A 6,918 2,063 5,000 2,500 (2,500) -50.00% Total Other Expenses 517,626 505,359 542,400 521,850 (20,550) -3.79% Total Operating Expenses 1,283,619 1,132,961 1,278,900 1,279,350 450 0.04% Non -Operating Expenses Bond Interest 14,676 12,772 12,700 9,350 (3,350)-26.38% Operating Transfers 1,010,499 135,979 137,000 90,000 (47,000)-34.31% Total Non -Operating Expenses 1,025,175 148,751 149,700 99,350 (50,350)-33.63% Total Water Fund 2,308,794 1,281,712 1,428,600 1,378,700 (49,900) -3.49% Page 104 of 123 673 City of Orono 2026 Enterprise Fund Expenditure Budget - By Line Item Sewer 49450 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 244,627 250,085 240,400 218,300 (22,100) -9.19% Full -Time Employees Overtime 10,525 6,966 20,000 20,000 0 0.00% Part -Time Employees 0 0 0 0 0 N/A Temporary/Seasonal Employees 0 0 16,000 16,000 0 0.00% PERA 19,795 17,671 19,550 19,100 (450) -2.30% FICA 20,227 18,011 21,150 19,500 (1,650) -7.80% Pension Expense 12,401 (39,224) 0 0 0 N/A City Benefit Contribution 35,427 33,778 43,600 42,550 (1,050) -2.41% OPEB Expense (12,313) (16,813) 0 0 0 N/A Worker's Comp Insurance Prem 16,725 13,200 8,900 3,800 (5,100) -57.30% Total Personal Services 347,415 283,674 369,600 339,250 (30,350) -8.21% Supplies & Maintenance Office supplies Motor Fuels & Lubricants Equipment Parts & Accessories Vehicle Equipment & Parts Bldg/Grounds Maint. Supplies Clothing & personal equipment Utility System Maint. Supplies Small Tools and Minor Equip Repairs/Maint-Auto Equip Repairs/Maint-Misc. Equip Repairs/Maint-Bldgs/Grounds Repairs/Maint-Swr lines/lifts Repairs/Maint-I&I Reduction 1,684 1,337 2,000 0 (2,000) -100.00% 6,489 4,688 5,000 5,000 0 0.00% 195 1,938 1,000 1,000 0 0.00% 322 5,977 1,000 1,200 200 20.00% 72 0 500 0 (500) -100.00% 2,606 1,729 2,000 2,000 0 0.00% 6,818 14,457 15,000 16,000 1,000 6.67% 880 1,369 2,500 2,500 0 0.00% 1,325 4,163 0 0 0 N/A 23,263 23,059 20,000 25,000 5,000 25.00% 0 0 0 0 0 N/A 133,395 166,684 125,000 175,000 50,000 40.00% (25,172) 26,087 75,000 75,000 0 0.00% Total Supplies & Maintenance 151,877 251,490 249,000 302,700 53,700 21.57% Professional Services Auditing and Acct'g Services 8,000 8,000 8,500 8,900 400 4.71% Engineering -Consulting 4,243 0 2,500 2,500 0 0.00% GIS/Mapping 27,535 14,618 15,000 15,000 0 0.00% Legal -Consulting 0 0 0 0 0 N/A Bank Fees 7,670 4,335 8,000 5,000 (3,000) -37.50% IT Services 25,750 22,000 27,500 28,250 750 2.73% Fleet Services 24,375 50,160 63,500 63,500 0 0.00% Facilities Services 0 0 0 24,550 24,550 N/A Professional Services 1,084 214 0 15,000 15,000 N/A Total Professional Services 98,658 99,327 125,000 162,700 37,700 30.16% Page 105 of 123 674 City of Orono 2026 Enterprise Fund Expenditure Budget - By Line Item Sewer 49450 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Insurances General Liability Ins 13,600 11,000 11,500 12,100 600 5.22% Umbrella Liability Ins 0 0 0 0 0 N/A Property Insurance 3,838 3,100 3,300 3,500 200 6.06% Equipment Floaters Ins 419 340 350 400 50 14.29% Automotive Insurance 1,363 1,100 1,200 1,300 100 8.33% Total Insurances 19,219 15,540 16,350 17,300 950 5.81% Other Expenses Telephone Postage Travel Expenses General Advertising Printing & Publishing Gas & Electric City Utilities MCES-Sewer Intergovernmental Services Depreciation & Amortization EDP/Communications Equip Rent Other Equipment Rentals Memberships Training & Development Administrative Charge Licenses & Taxes Other Miscellaneous Charges 2,071 2,444 4,000 0 (4,000) -100.00% 6,269 5,410 5,500 5,500 0 0.00% 0 0 0 0 0 N/A 0 165 0 500 500 N/A 152 428 200 1,400 1,200 600.00% 40,959 36,617 35,000 23,700 (11,300) -32.29% 0 830 0 0 0 N/A 766,993 771,863 727,000 769,550 42,550 5.85% 105,110 108,176 118,500 125,000 6,500 5.49% 380,677 367,615 395,000 390,000 (5,000) -1.27% 0 611 0 0 0 N/A 0 0 0 250 250 N/A 239 0 250 750 500 200.00% 10,081 2,559 51250 7,500 2,250 42.86% 137,650 115,000 153,700 137,400 (16,300) -10.61% 0 45 50 1,000 950 1900.00% 10,862 1,094 5,000 2,500 (2,500) -50.00% Total Other Expenses 1,461,063 1,412,857 1,449,450 1,465,050 15,600 1.08% Total Operating Expenses 2,078,231 2,062,889 2,209,400 2,287,000 77,600 3.51% Non -Operating Expenses Operating Transfers 1,046,750 792,360 155,000 114,720 (40,280)-25.99% Total Non -Operating Expenses 1,046,750 792,360 155,000 114,720 (40,280)-25.99% Total Sewer Fund 3,124,981 2,855,248 2,364,400 2,401,720 37,320 1.58% Page 106 of 123 675 City of Orono 2026 Enterprise Fund Expenditure Budget - By Line Item Recycling 49500 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 9,808 12,623 10,700 9,700 (1,000) -9.35% Full -Time Employees Overtime 0 0 3,400 0 (3,400) -100.00% Part -Time Employees 0 0 0 0 0 N/A Temporary/Seasonal Employees 0 0 0 0 0 N/A PERA 691 947 1,100 750 (350) -31.82% FICA 719 997 1,100 750 (350) -31.82% Pension Expense 305 1,137 0 0 0 N/A City Benefit Contribution 1,715 3,087 3,100 2,200 (900) -29.03% OPEB Expense 332 (94) 0 0 0 N/A Worker's Comp Insurance Prem 115 100 100 50 (50) -50.00% Total Personal Services 13,686 18,797 19,500 13,450 (6,050) -31.03% Supplies & Maintenance Equipment Parts & Accessories 0 110 0 0 0 N/A Total Supplies & Maintenance 0 110 0 0 0 N/A Professional Services Legal -Consulting 0 0 0 0 0 N/A Auditing and Acct'g Services 625 0 0 0 0 N/A IT Services 3,700 5,000 6,000 900 (5,100) -85.00% Facilities Services 0 0 0 350 350 N/A Contract Recycling Pickup 202,719 231,323 230,000 265,000 35,000 15.22% Professional Services 0 90 0 0 0 N/A Total Professional Services 207,044 236,413 236,000 266,250 30,250 12.82% Insurances General Liability Ins 225 1,000 1,200 1,300 100 8.33% Total Insurances 225 1,000 1,200 1,300 100 8.33% Other Expenses Printing & Publishing 0 0 0 450 450 N/A Memberships 0 0 0 50 50 N/A Administrative Charge 3,125 2,600 2,700 3,450 750 27.78% Spring,Fall,X-mas Cleanup 18,073 23,234 15,000 18,000 3,000 20.00% Organics Recycling 347 8,343 1,000 7,500 6,500 650.00% Other Miscellaneous Charges 0 0 200 0 (200) -100.00% Total Other Expenses 21,545 34,177 18,900 29,450 10,550 55.82% Total Recycling Fund 242,500 290,497 275,600 310,450 34,850 12.65% Page 107 of 123 676 City of Orono 2026 Enterprise Fund Expenditure Budget - By Line Item Golf Course 49830 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 91,570 143,875 128,750 165,600 36,850 28.62% Full -Time Employees Overtime 0 0 0 500 500 N/A Part -Time Employees 61,311 (5,530) 0 0 0 N/A Temporary Employees Regular 1,344 44,204 50,000 50,000 0 0.00% PERA 7,058 10,776 91700 12,500 2,800 28.87% FICA 12,028 14,448 13,700 16,550 2,850 20.80% Pension Expense 61,842 19,972 0 0 0 N/A City Benefit Contribution 11,761 18,922 25,150 24,350 (800) -3.18% Unemployment Benefit Payments 16,128 1,521 0 0 0 N/A OPEB Expense 30,728 (8,433) 0 0 0 N/A Worker's Comp Insurance Prem 10,650 9,360 4,350 2,800 (1,550) -35.63% Total Personal Services 304,421 249,116 231,650 272,300 40,650 17.55% Supplies & Maintenance Office supplies 1,814 902 0 500 500 N/A Motor Fuels & Lubricants 4,659 526 12,000 6,500 (5,500) -45.83% Chemicals 9,625 1,210 10,000 10,000 0 0.00% Equipment Parts & Accessories 4,009 1,070 2,500 2,500 0 0.00% Bldg/Grounds Maint. Supplies 6,239 2,541 8,000 2,000 (6,000) -75.00% Landscape Supplies 0 2,899 1,000 7,000 6,000 600.00% Clothing & personal equipment 2,301 919 11200 2,000 800 66.67% Small Tools and Minor Equip 358 0 1,500 2,000 500 33.33% Repairs/Maint-Office Equip 0 0 0 0 0 N/A Repairs/Maint-Auto Equip 2,519 0 0 0 0 N/A Repairs/Maint-Misc. Equip 0 0 6,000 0 (6,000) -100.00% Repairs/Maint-Bldgs/Grounds 25,088 14,304 10,000 2,500 (7,500) -75.00% Total Supplies & Maintenance 56,613 24,371 52,200 35,000 (17,200)-32.95% Insurances General Liability Ins 8,338 6,000 9,000 9,450 450 5.00% Umbrella Liability Ins 1,688 0 0 0 0 N/A Boiler & Machinery Ins 485 500 515 550 35 6.80% Property Insurance 3,075 6,000 4,500 4,750 250 5.56% Equipment Floaters Ins 383 500 450 500 50 11.11% Automotive Insurance 485 500 515 550 35 6.80% Dram Shop Insurance 688 1,200 900 950 50 5.56% Total Insurances 15,140 14,700 15,880 16,750 870 5.48% Page 108 of 123 677 City of Orono 2026 Enterprise Fund Expenditure Budget - By Line Item Golf Course 49830 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Professional Services Auditing and Acct'g Services 0 0 1,000 1,000 0 0.00% Engineering -Consulting 0 0 0 0 0 N/A Legal -Consulting 0 0 0 0 0 N/A IT Services 3,125 2,500 3,500 21,850 18,350 524.29% Fleet Services 18,750 15,000 19,000 19,000 0 0.00% Facilities Services 0 0 0 28,250 28,250 N/A Professional Services 162 209 0 1,500 1,500 N/A Total Professional Services 22,037 17,709 23,500 71,600 48,100 204.68% Other Expenses Bank Fees Telephone Travel Expenses General Advertising Printing & Publishing Gas & Electric City Utilities Depreciation & Amortization Other Equipment Rentals Memberships Training & Development Administrative Charge Licenses & Taxes Other Miscellaneous Charges 12,739 10,420 15,000 11,000 (4,000) -26.67% 5,216 4,780 5,000 0 (5,000) -100.00% 0 0 0 0 0 N/A 0 0 0 0 0 N/A 978 2,551 1,500 3,000 1,500 100.00% 0 0 1,500 1,000 (500) -33.33% 12,584 11,774 12,500 0 (12,500) -100.00% 367 297 500 0 (500) -100.00% 3,927 3,933 0 5,600 5,600 N/A 25,203 24,141 25,500 27,000 1,500 5.88% 465 395 650 300 (350) -53.85% 88 511 1,000 1,000 0 0.00% 0 10,000 19,250 13,800 (5,450) -28.31% 6,515 5,970 6,500 6,500 0 0.00% 17 8,349 200 200 0 0.00% Total Other Expenses 68,099 83,121 89,100 69,400 (19,700)-22.11% Purchases for Resale 0 0 0 0 0 N/A Beer For Resale 9,689 9,745 10,000 9,500 (500) -5.00% Soft Drinks For Resale (768) 0 4,000 2,000 (2,000) -50.00% Concessions For Resale-Txbl 6,428 3,434 4,000 3,000 (1,000) -25.00% Concessions For Resale-NonTax 529 2,582 2,000 1,000 (1,000) -50.00% Pro Shop Items For Resale 9,985 8,525 8,000 8,000 0 0.00% Other For Resale 0 0 0 0 0 N/A Total Purchases for Resale 25,863 24,286 28,000 23,500 (4,500)-16.07% Total Operating Expenses 492,174 413,301 440,330 488,550 48,220 10.95% Non -Operating Expenses Operating Transfers 0 20,000 10,000 0 (10,000)-100.00% Total Non -Operating Expenses 0 20,000 10,000 0 (10,000)-100.00% Golf Course Total 492,174 433,301 450,330 488,550 38,220 8.49% Page 109 of 123 678 City of Orono 2026 Enterprise Fund Expenditure Budget - By Line Item Cable Franchise 49840 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular (312) 0 0 0 0 N/A Full -Time Employees Overtime 0 0 0 0 0 N/A PERA 0 0 0 0 0 N/A FICA 0 0 0 0 0 N/A Pension Expense (4,430) 0 0 0 0 N/A City Benefit Contribution 0 0 0 0 0 N/A OPEB Expense 81 (81) 0 0 0 N/A Worker's Comp Insurance Prem 28 0 0 0 0 N/A Total Personal Services (4,633) (81) 0 0 0 N/A Professional Services Auditing and Acct'g Services 0 0 0 0 0 N/A Legal -Consulting 0 3,064 0 0 0 N/A IT Services 14,750 10,000 10,000 0 (10,000) -100.00% Professional Services 1,790 0 0 0 0 N/A Total Professional Services 16,540 13,064 10,000 0 (10,000) -100.00% Other Expenses Equipment Parts & Accesories 216 0 0 0 0 N/A Internet/Other Communications 36,398 55,008 40,000 45,000 5,000 12.50% Depreciation & Amortization 16,395 19,319 19,500 15,100 (4,400) -22.56% Administrative Charge 3,125 2,600 2,700 0 (2,700) -100.00% Total Other Expenses 56,134 76,927 62,200 60,100 (2,100) -3.38% Total Operating Expenses 68,041 89,910 72,200 60,100 (12,100) -16.76% Total Cable Fund 68,041 89,910 72,200 60,100 (12,100) -16.76% Page 110 of 123 679 City of Orono 2026 Enterprise Fund Expenditure Budget - By Line Item Stormwater 49910 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 150,130 114,984 146,750 150,000 3,250 2.21% Full -Time Employees Overtime 3,176 3,483 0 5,000 5,000 N/A Temporary/Seasonal Employees 0 0 16,000 16,000 0 0.00% PERA 7,565 10,277 11,050 12,850 1,800 16.29% FICA 7,356 10,095 12,450 13,100 650 5.22% Pension Expense 29,523 11,746 0 0 0 N/A City Benefit Contribution 14,998 18,457 28,350 25,650 (2,700) -9.52% OPEB Expense (10,088) (6,041) 0 0 0 N/A Worker's Comp Insurance Prem 10,680 10,400 6,100 3,250 (2,850) -46.72% Total Personal Services 213,339 173,402 220,700 225,850 5,150 2.33% Supplies & Maintenance Office supplies 431 1,215 11000 0 (1,000) -100.00% Motor Fuels & Lubricants 0 3,779 1,000 4,000 3,000 300.00% Equipment Parts & Accessories 4,525 1,294 21500 2,500 0 0.00% Bldg/Grounds Maint. Supplies 0 1,366 0 0 0 N/A Clothing & personal equipment 524 3,327 21500 2,500 0 0.00% Utility System Maint. Supplies 2,376 9,316 61000 7,000 1,000 16.67% Small Tools and Minor Equip 1,839 0 1,000 1,250 250 25.00% Repairs/Maint-Auto Equip 367 0 0 0 0 N/A Repairs/Maint-Bldgs/Grounds 7,400 0 0 0 0 N/A Repairs/Maint-Storm Lines/CB 14,917 17,598 10,000 15,000 5,000 50.00% Total Supplies & Maintenance 32,379 37,896 24,000 32,250 8,250 34.38% Professional Services Auditing and Acct'g Services 4,000 4,250 4,500 4,750 250 5.56% Engineering -Consulting 6,589 0 9,000 9,000 0 0.00% GIS/Mapping 16,418 9,628 10,000 11,000 1,000 10.00% Legal -Consulting 0 0 0 0 0 N/A IT Services 6,875 5,750 7,000 18,100 11,100 158.57% Fleet Services 18,600 18,000 23,000 34,700 11,700 50.87% Facilities Services 0 0 0 15,150 15,150 N/A Professional Services 0 183 0 2,500 2,500 N/A Total Professional Services 52,482 37,811 53,500 95,200 41,700 77.94% Insurances General Liability Ins 4,920 4,000 5,000 5,250 250 5.00% Umbrella Liability Ins 0 500 500 550 50 10.00% Equipment Floaters Ins 378 300 400 450 50 12.50% Automotive Insurance 128 100 150 200 50 33.33% Insurance Agent of Record 0 0 0 0 0 N/A Insurance Deductibles 0 0 0 0 0 N/A Total Insurances 5,425 4,900 6,050 6,450 400 6.61% Page 111 of 123 680 City of Orono 2026 Enterprise Fund Expenditure Budget - By Line Item Stormwater 49910 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Other Expenses Telephone 360 0 0 0 0 N/A Postage 4,075 5,589 5,000 5,000 0 0.00% Travel Expenses 0 0 0 0 0 N/A Printing & Publishing 0 46 0 1,400 1,400 N/A Depreciation & Amortization 66,135 66,631 70,000 71,500 1,500 2.14% EDP/Communications Equip Rent 0 917 0 0 0 N/A Other Equipment Rentals 500 0 2,000 1,500 (500) -25.00% Memberships 41,711 41,672 55,000 65,000 10,000 18.18% Training & Development 81 999 750 5,000 4,250 566.67% Administrative Charge 68,825 55,000 57,700 51,700 (6,000) -10.40% Other Miscellaneous Charges 855 680 1,000 1,000 0 0.00% Total Other Expenses 182,542 171,534 191,450 202,100 10,650 5.56% Total Operating Expenses 486,167 425,543 495,700 561,850 66,150 13.34% Non -Operating Expenses Easements & Rights of Way 0 0 0 0 0 N/A Storm Sewer Utility Const (0) 3,025 0 0 0 N/A Operating Transfers 1,003,600 454,564 186,000 142,980 (43,020) -23.13% Total Non -Operating Expenses 1,003,600 457,589 186,000 142,980 (43,020) -23.13% Total Stormwater Fund Total Enterprise Fund 1,489,767 883,132 681,700 704,830 23,130 3.39% 7,726,256 5,833,801 5,272,830 5,344,350 71,520 1.36% Page 112 of 123 681 City of Orono 2026 Internal Service Funds Summary Percentage 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Fleet Service Fund Revenue 229,073 316,566 412,700 546,150 133,450 32.34% Expenditure 343,880 536,163 450,650 487,150 36,500 8.10% Fleet Service Fund Net Revenue Over Expenditure (114,806) (219,597) (37,950) 59,000 96,950-255.47% Facilities Service Fund Revenue 391,200 391,200 0.00% Expenditure 377,100 377,100 0.00% Facilities Service Fund Net Revenue Over Expenditure 14,100 14,100 0.00% Insurance Fund Revenue 731,046 734,069 531,700 497,700 (34,000) -6.39% Expenditure 612,258 638,492 576,400 444,800 (131,600)-22.83% Insurance Fund Net Revenue Over Expenditure 118,788 95,577 (44,700) 52,900 97,600-218.34% IT Service Fund Revenue 344,572 648,526 513,950 713,900 199,950 38.90% Expenditure 392,146 544,989 552,700 801,030 248,330 44.93% IT Service Fund Net Revenue Over Expenditure (47,574) 103,537 (38,750) (87,130) (48,380) 124.85% Total Internal Service Fund Summary Revenue 1,304,692 1,699,161 1,458,350 2,148,950 690,600 47.35% Expenditure 1,348,284 1,719,644 1,579,750 2,110,080 530,330 33.57% Total Net Revenue Over Expenditure (43,592) (20,483) (121,400) 38,870 160,270-132.02% Page 113 of 123 682 City of Orono 2026 Internal Service Funds Revenue Budgets - By Line Item Percentage 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Fleet Service Fund InterDepartmental Services 7,750 6,368 6,000 6,000 - 0.00% Coop Agreement - Fleet 6,366 4,673 - 5,000 5,000 0.00% Interest on investments 608 (608) 200 200 - 0.00% Internal Service Fund Revenue 214,350 304,787 406,500 459,450 52,950 13.03% Refunds & Reimbursements - 1,347 - 500 500 0.00% Operating Transfers In - - - 75,000 75,000 0.00% Total Fleet Service Fund Revenue 229,073 316,566 412,700 546,150 133,450 32.34% Facilities Service Fund Interest on investments - - - 200 200 0.00% Internal Service Fund Revenue 391,000 391,000 0.00% Total Facilities Service Fund Revenue 391.200 391.200 0.00% Insurance Fund Insurance Charges 701,352 667,200 519,600 462,700 (56,900) -10.95% Interest on investments 10,715 8,184 2,000 5,000 3,000 150.00% Miscellaneous Revenue 18,920 21,293 10,000 15,000 5,000 50.00% Refunds & Reimbursements 59 37,392 100 15,000 14,900 14900.00% Operating Transfers In - - - - - 0.00% Total Insurance Fund Revenue 731,046 734,069 531,700 497,700 (34,000) -6.39% IT Service Fund Interest on investments 735 (735) 100 100 - 0.00% Internal Service Fund Revenue 343,838 389,261 513,850 683,800 169,950 33.07% Operating Transfers In - 260,000 - 30,000 30,000 0.00% Total IT Service Fund Revenue 344,572 648,526 513,950 713,900 199,950 38.90% Total Internal Services Fund Revenue 1,304,692 1,699,161 1,458,350 2,148,950 690,600 47.35% Page 114 of 123 683 City of Orono 2026 Internal Service Fund Expenditure Budget - Departmental Summary Fleet 49800 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services 110,742 193,313 252,250 236,850 (15,400) -6.11% Supplies & Maintenance 229,609 288,214 187,000 212,000 25,000 13% Professional Services - - 10,000 35,850 25,850 259% Other Expenses 3,529 54,636 1,400 2,450 1,050 75% Total Fleet Fund 343,880 536,163 450,650 487,150 36,500 8.10% PROGRAM DESCRIPTION & OBJECTIVES: The Fleet Fund provides for the funding of the City's Fleet Department. This fund is reimbursed by each applicable department. OPERATING COST ACTIVITIES: * Personal Services include the wages and employment taxes for the Fleet Department Staff. Staff includes: Fleet Supervisor and Mechanic. * Supplies & Maintenance includes the operating supplies and maintenance for the City's fleet, including fuel, shop supplies, vehicle supplies and contract repairs and maintenance. * Professional Services includes IT and Facilities Services. * Other Expenses include cost related to staff training and development, and licenses and taxes for the City's fleet. 600,000 500,000 400,000 300,000 200,000 100,000 0 Operating Expenditure by Category 2023 Actual 2024 Actual Ott co, s� Personal Services (Fleet Supervisor & Mechanic wages, benefits, taxes, training) 026 Draft Budget ipplies, airs, nance ■ Other Expenses ■ Professional Services ■ Supplies & Maintenance ■ Personal Services Page 115 of 123 684 City of Orono 2026 Internal Service Fund Expenditure Budget - Departmental Summary Facilities Services 49950 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services 159,200 159,200 N/A Supplies & Maintenance 70,300 70,300 N/A Professional Services 19,200 19,200 N/A Other Expenses 128,400 128,400 N/A Total Facilities Services Fund 0 0 0 377,100 377,100 N/A PROGRAM DESCRIPTION & OBJECTIVES: The Facilities Services Fund provides for the funding of the City's Facilities Department. This fund is reimbursed by each applicable department. OPERATING COST ACTIVITIES: * Personal Services include the wages and employment taxes for the Facilities Department Staff. Staff includes: Parks & Facilities Superintendent (33%), Maintenance Worker (30%) and Custodian (1). * Supplies & Maintenance includes the operating supplies and maintenance for the City's facilities, including repairs and maintenance supplies, building supplies, contracted services and office furniture and fixtures. * Professional Services includes IT and Fleet Services. * Other Expenses include cost related to gas, electric and city utilities. Operating Expenditure by Category 180,000 160,000 140,000 — 120,000 100,000 80,000 60,000 40,000 20,000 _ 0 Personal Services Supplies & Professional Services Other Expenses Maintenance Facilities Services Charge ■ 2026 Draft Budget Page 116 of 123 685 City of Orono 2026 Internal Service Fund Expenditure Budget - Departmental Summary Insurance 49960 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services 252,680 253,336 252,900 17,350 (235,550) -93.14% Insurance 359,578 385,157 323,500 427,450 103,950 32.13% Total Insurance Fund 612,258 638,492 576,400 444,800 (131,600) -22.83% PROGRAM DESCRIPTION & OBJECTIVES: The Insurance Fund provides for the funding of the City's insurance and any claims against the City. This fund is reimbursed by each applicable department. OPERATING COST ACTIVITIES: * Personal Services include the Finance Director's wage (10%) and worker's compensation insurance premium for the whole City. * Insurance includes general liability, auto insurance, equipment liability, insurance deductible and cost of non -covered claims. Page 117 of 123 686 City of Orono 2026 Internal Service Fund Expenditure Budget - Departmental Summary IT (Information Technology) 49970 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services 115,157 160,802 231,700 248,550 16,850 7.27% Professional Services 44,231 80,004 45,000 65,400 20,400 45.33% Other Expenses 232,214 304,023 276,000 487,080 211,080 76.48% Total IT Fund 391,601 544,830 552,700 801,030 248,330 44.93% PROGRAM DESCRIPTION & OBJECTIVES: The IT Fund provides for the funding of the City's IT (Information Technology) Department. This fund is reimbursed by each applicable department. OPERATING COST ACTIVITIES: * Personal Services include the wages and employment taxes for the IT Department Staff. Staff includes: IT Manager and IT Technician * Professional Services includes Data Processing Communication and Facilities Services. * Other Expenses include cost related to IT equipment and accessories, data processing equipment, telephone bills, travel expense, repairs and maintenance to IT equipments, equipment rental (such as copiers and printers), software licensing and hardware (ex. laptops and desktops). Operating Expenditure by Category 160,000 140,000 120,000 100,000 ■ Other Expenses 80,000 ■ Professional Services 60,000 ■ Supplies & Maintenance 40,000 ■ Personal Services 20,000 0 2023 Actual 2024 Actual 2025 Budget 2026 Draft Budget Personal Services (IT f Manager& Technician Equipment Parts other wages, benefits, &Accessories Contracted IT taxes, training) (ex. keyboards, Services mouse, cables, monitors) 'Dataossin Software I T (ex.PrServerceg s, Licensing archives, Services domain) Equipment C h a rg e Rentals Internet & (Printers, Telephone copiers, postage machine) System Support IT Facility Charge (network, phone, switch) Total Internal Service Fund 1,347,739 1,719,485 1,579,750 2,110,080 530,330 33.57% Page 118 of 123 687 City of Orono 2026 Internal Service Fund Expenditure Budget - Line Item Budget Fleet 49800 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 72,048 148,030 180,900 181,000 100 0.06% Full -Time Employees Overtime 1,861 86 1,000 1,000 - 0.00% Part -Time Employees - - - - N/A PERA 5,543 11,109 13,650 13,650 0.00% FICA 4,609 10,728 13,950 13,950 0.00% City Benefit Contribution 20,580 11,561 33,650 22,800 (10,850) -32.24% Worker's Comp Insurance Prem 6,100 11,800 9,100 4,450 (4,650) -51.10% Total Personal Services 110,742 193,313 252,250 236,850 (15,400) -6.11% Supplies & Maintenance Motor Fuels 60,327 38,939 7,500 7,500 0.00% Lubricants 7,811 15,247 10,000 10,000 - 0.00% Shop Supplies 7,057 32,926 15,000 18,000 3,000 20.00% Equipment Parts & Accessories 22,550 48,247 50,000 50,000 - 0.00% Clothing & personal equipment 795 2,434 1,500 1,500 - 0.00% Vehicle Equipment & Parts 38,189 79,058 50,000 80,000 30,000 60.00% Small Tools and Minor Equip 12,299 25,835 23,000 23,000 - 0.00% Repairs/Maint-Auto Equip 40,763 34,059 20,000 10,000 (10,000) -50.00% Repairs/Maint-Misc. Equip 39,819 11,468 10,000 12,000 2,000 20.00% Total Supplies & Maintenance 229,609 288,214 187,000 212,000 25,000 13% Professional Services IT Services - - 10,000 19,150 9,150 91.50% Facilities Services - 16,200 16,200 N/A Professional Services - 500 500 N/A Total Professional Services - 10,000 35,850 25,850 259% Other Expenses Telephone 665 - - - N/A General Advertising - 349 250 250 N/A Software Licensing 1,978 8,365 - - N/A Memberships - - - 500 500 N/A Training & Development 913 150 1,200 1,200 - 0.00% Licenses & Taxes 637 107 200 500 300 150.00% Operating Transfers - 45,000 - - - N/A Total Other Expenses 3,529 54,636 1,400 2,450 1,050 75% Total Fleet Fund 343,880 536,163 450,650 487,150 36,500 8.10% Page 119 of 123 688 City of Orono 2026 Internal Service Fund Expenditure Budget - Line Item Budget Facilities Services 49950 2026 Dollar 2023 2024 2025 Adopted Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 110,700 110,700 N/A PERA 8,350 8,350 N/A FICA 8,500 8,500 N/A City Benefit Contribution 28,550 28,550 N/A Worker's Comp Insurance Prem 3,100 3,100 N/A Total Personal Services 159,200 159,200 N/A Supplies & Maintenance Motor Fuels 1,500 1,500 N/A Equipment Parts & Accessories 5,000 5,000 N/A Building Maint Supplies 15,000 15,000 N/A Clothing & personal equipment 800 800 N/A Repairs/Ma int-Bldgs/G rounds 46,000 46,000 N/A Furniture and Fixtures 2,000 2,000 N/A Total Supplies & Maintenance 70,300 70,300 N/A Professional Services IT Services 8,600 8,600 N/A Fleet Services 10,600 10,600 N/A Total Professional Services 19,200 19,200 N/A Other Expenses Gas & Electric 117,450 117,450 N/A City Utilities 10,950 10,950 N/A Training & Development - - N/A Total Other Expenses 128,400 128,400 N/A Total Facilities Services Fund 0 0 0 377,100 377,100 N/A Page 120 of 123 689 City of Orono 2026 Internal Service Fund Expenditure Budget - Line Item Budget Insurance 49960 Dollar 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 15,006 12,005 13,700 14,750 1,050 7.66% PERA 978 899 1,050 1,150 100 9.52% FICA 911 930 1,050 1,150 100 9.52% City Benefit Contribution 2,058 146 2,100 300 (1,800) -85.71% Worker's Comp Insurance Prem 233,726 239,355 235,000 - (235,000) -100.00% Total Personal Services 252,680 253,336 252,900 17,350 (235,550) -93.14% Insurance General Liability Ins 265,764 277,638 235,000 365,750 130,750 55.64% Umbrella Liability Ins - - - - - N/A Insurance Agent of Record 8,000 8,000 8,000 8,000 - 0.00% Other Insurance Related Exp (7,609) 3,816 3,500 3,700 200 5.71% Insurance Deductibles 93,423 95,703 50,000 50,000 - 0.00% Automotive Equipment - - 27,000 - (27,000) -100.00% Total Insurance 359,578 385,157 323,500 427,450 103,950 32.13% Total Insurance Fund 612,258 638,492 576,400 444,800 (131,600) -22.83% Page 121 of 123 690 City of Orono 2026 Internal Service Fund Expenditure Budget - Line Item Budget IT (Information Technology) 49970 Dollar % 2023 2024 2025 2026 Increase Increase Actual Actual Budget Budget Decrease Decrease Personal Services Full -Time Employees Regular 90,519 126,437 172,150 185,550 13,400 7.78% Full -Time Employees Overtime - - 1,000 1,000 - 0.00% PERA 6,816 9,483 13,000 14,000 1,000 7.69% FICA 6,841 9,642 13,250 14,300 1,050 7.92% City Benefit Contribution 10,980 14,640 31,600 33,250 1,650 5.22% Worker's Comp Insurance Prem - 600 700 450 (250) -35.71% Total Personal Services 115,157 160,802 231,700 248,550 16,850 7.27% Professional Services Data Processing Communication 44,231 77,813 45,000 50,000 5,000 11.11% Facilities Services - - - 13,400 13,400 N/A Professional Services - 2,191 - 2,000 2,000 N/A Total Professional Services 44,231 80,004 45,000 65,400 20,400 45.33% Other Expenses Equipment Parts & Accessories 30,175 43,107 30,000 35,000 5,000 16.67% Telephone - 2,768 - 67,300 67,300 N/A Internet/Other Communications 7,267 15,240 15,000 15,000 - 0.00% Travel Expenses - 25 1,000 500 (500) -50.00% Repairs/Maint-Office Equip 102,464 37,661 30,000 36,000 6,000 20.00% Office Equipment Rental 17,967 21,047 20,000 25,000 5,000 25.00% Software Licensing 50,272 111,224 160,000 230,000 70,000 43.75% Training & Development 7,021 - - 2,000 2,000 N/A IT Hardware & Applications 17,046 72,952 20,000 76,280 56,280 281.40% Total Other Expenses 232,214 304,023 276,000 487,080 211,080 76.48% Total IT Fund 391,601 544,830 552,700 801,030 248,330 44.93% Total Internal Service Fund 1,347,739 1,719,485 1,579,750 2,110,080 530,330 33.57% Page 122 of 123 691 General Government Administration Finance Facilities Total Public Safety Police Officers Civilians Fire Code Enforcement (Building/Zoning) Total Public Works General Fund Streets Spring Park Parks Golf Seasonal (PW, Parks, Brush, Golf) Enterprise Fund Water Sewer Storm Water Total Internal Service Fleet IT Services Total Total *FTE = Full Time Equivalent employees City of Orono 2026 Employee Budget 2025 2026 Current Positions (with FTE) and Authorized Budget Change Additional Comments City Administrator, City Clerk, Deputy City Clerk, 5 5 0 Administrative Assistant, Communications Specialist Finance Director, Accountant/HR Representative, 3 3 0 Accounting Technician Parks/Facilities Superintendent (.3), Custodian (1) 1.33 1.33 0 8 8 0 Police Chief, Deputy Chief, 5 Sergeants, 21 Officers, 2 29 29 0 Part-time Patrol Officers (.5 each) CSO, 2.5 Cadets (.5 each), Office Manager, Police Admin 5 5.5 0.5 Support Specialist (2) Dissolution of Orono Fire Department 9.67 0 -9 67 Community Development Director, Planner (2), Planning 6 6 0 Assistant, Bldg Official, Bldg Inspector 49.67 40.5 -9.17 PW Superintendent (.2), Street/Storm Supervisor (.5), 2.5 2.5 0 Maint Worker (1.5), Admin Assistant (.2) 1 2 1 Maintenance Worker Parks/Facilities Superintendent (.3), Maintenance 1.45 1.45 0 Worker (1), Admin Assistant (.15) Parks/Facilities Superintendent (.3), GC Superintendent, 2.33 2.33 0 Club House Mgr/Events Coordinator 17 Seasonal Employees (0.25 FTE/Employee = 4 FTE) 4 4.25 0.25 PW Superintendent (.2), Utilities Supervisor (.35), Maint 2.8 2.3 -0.5 Worker (1.55), Admin Assistant (.2) PW Superintendent (.2), Utilities Supervisor (.35), Maint 2.9 2.4 -0.5 Worker (1.65), Admin Assistant (.2) PW Superintendent (.25), Street/Storm Supervisor (.5), 1.7 1.7 0 Maint Worker (.75), Admin Assistant (.2) 18.68 18.93 0.25 2 2 0 Fleet Supervisor, Fleet Mechanic 2 2 0 IT Manager, IT Technician 4 4 0 80.35 71.43 -8.92 Page 123 of 123 692 CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO.7648 A RESOLUTION ADOPTING THE 2025 COLLECTIBLE IN 2026 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 2026 upon the taxable property in the City of Orono, for the following purposes: General Fund - Operating $ 7,349,900 Facilities Fund 225,000 Fire Capital Fund 460,000 Pavement Management Fund 1,000,000 Parks 190,000 G.O. Improvement Bond 2014 296,900 G.O. Improvement Bond 2021 756,700 TOTAL ALL LEVIES 10.278.500 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 8, 2025. ATTEST: Christine Lusian, City Clerk Bob Tunheim, Mayor 693 CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO.7649 A RESOLUTION TO ADOPT THE 2026 GENERAL FUND BUDGET BE IT RESOLVED, by the City Council of the City of Orono, County of Hennepin, Minnesota that the 2026 General Fund budget is determined to be as follows: ESTIMATED REVENUES Taxes - General $ 7,423,900 Licenses and Permits 676,100 Intergovernmental 338,050 Charges for Services 3,926,800 Fines and Forfeits 47,000 Interest Income 100,500 Miscellaneous 116,280 TOTAL $12,628,630 APPROPRIATED EXPENDITURES General Government $1,777,800 Public Safety 8,463,930 Street Maintenance 1,067,900 Parks and Recreation 391,300 Engineering - Unallocated 26,000 Reimbursable Expenditures 326,700 Special Projects and Contingency 15,000 Capital Outlay 240,000 Transfers to Other Funds 320,000 TOTAL $12,628,630 Adopted by the City Council of the City of Orono, Minnesota at a regular meeting held December 8, 2025. ATTEST: Christine Lusian, City Clerk Bob Tunheim, Mayor 694 AGENDA ITEM Date: December 8, 2025 Title: Park Commission Guiding Principles Presenter: Joe Ruthenberg, Superintendent - Parks, Facilities Section: Presentations Purpose: To present to the council a final version of the Parks Commission Guiding Principles. Item: 23 2. Background: The Parks Commission has been working on, through committees and commission work sessions, a guiding principles document to help provide vision and a role for the current and future park commission. The Parks Commission approved the document at their November 4th meeting. 3. Summary: Park Commissioners Mollie Reynolds and Kim Carswell will present the final version of the Park Commission Guiding Principles. Exhibits A. Park Commission Guiding Principles 695 Orono Parks Commission Guiding principles Presented to Orono City Council December 8, 2025 Orono's Mission and Vision will be our North Star when vetting ideas and bringing recommendations to the City Council for input and approval City of Orono MISSION The City of Orono will provide effective guidance through public policy established from citizen involvement, by empowering staff to implement best practices and to prepare Orono for any challenges of the future and by ensuring a positive customer experience, superior municipal services and provide a safe community for the residents, businesses and customers to live work and play in. City of Orono VISION To be the residential community of choice and remain widely recognized for the preservation of natural beauty, quality of life and recreational assets. 1. •rN Park Commission Guiding Principles in support of the City of Orono • Effective Guidance • Maintain safe, accessible and high quality standards for our parks and lake access points • Invest in, protect and take care of what we have today • Ground our decisions using good judgment employing accurate data and robust discussion • Citizen Involvement • Endeavor to bring our citizens together to facilitate connections, wellbeing, understanding diversity and peace • Our parks reflect the diversity of Orono citizen needs • Challenges of the Future • Have a future focus to planning that incorporates sustainability and aligns with the city's sustainability plans • Residential Community of Choice • Plan for the short and long term • Serve the needs of our residents and community's active sports • Widely Recognized for the Preservation of Natural Beauty, Quality of Life and Recreational Assets • Balance decisions that impact Orono's natural/rural footprint when considering the addition of hardscape and outdoor acitivities 3 Park Commission Statement of Purpose Representing all Orono citizens,the Park Com m ission advises City Council and staff on m atters related to city parksand trails, including natural areas and recreation assets. The two prim ary areas of focus for the work are: 1) advise regarding park development and acquisition, and 2) ensure the quality and condition of parks meets high standards. Proposed New Work • Establish Park Standards 0 Develop by Park Type including lake access points o Discuss at annual May Park commission meeting 0 Ensures consistency for Annual Reviews • Annual Review Process 0 Compile a catalog of annual reviews of all Orono parks o Present to City Council to better inform them on the current condition of our parks 0 Complete by July as input for budget process and prioritization • Complete Long-term Plans for Every Park 0 2026-27 project 0 Consider developing a mission/vision for each park 0 Review annually • Identify and assess opportunities for new spaces for new parks • Develop and execute a survey of residents 5.1 700 Duties of Park Commissioners per the city website The Park Commission serves as a volunteer advisory body to the city. Its role is to study, evaluate, and provide recommend at ions on the com m unity's ongoing needs for parks, recreational areas, and facilities. The com m ission's responsibilities include, but are not lim ited to: Assessing current and future needs for parks, trails, and recreational facilities of all kinds. Considering issues related to public use of Lake Minnetonka and other lakes within the city. Reviewing concerns involving shoreline access, use, and preservation. While the com m ission does not m ake final decisions, it plays a critical role in advising the City Council by gathering public input, studying challenges and opportunities, and recom m ending actions that balance recreation, environm ental protection, and com m unity enjoym ent. 701 AGENDA ITEM Date: December 8, 2025 Title: LA25-000051, 4680 North Shore Drive, Variance Presenter: Matt Karney, Planner Section: Community Development Report Item: 24 Purpose: The applicant requests approval of a rear yard setback variance to construct an addition to an existing detached garage. 2. MN§15.99 Application Deadline: The application was made on October 22, 2025, and deemed complete on November 10, 2025. The 60-day review period is to expire on January 9, 2025, however, an administrative extension of 60 days has been issued, resulting in a new expiration date of March 10, 2026. 3. Background: The applicant proposes a 6-foot addition to an existing, non -conforming oversized accessory building (OAB). OABs, which are accessory buildings greater than 1,000 square feet in size, which are required to meet principal building setbacks. The existing garage is 1,008 square feet in size and is located 10 feet from the rear property line, where a setback of 30 feet is required. The 234 square foot addition extends to the east from the existing building. The new expansion is proposed to maintain a 10 foot setback to the rear property line. The garage is built into a steeper grade and the addition will be for lowest level with a balcony above. The addition is proposed over existing driveway, and the total hardcover is proposed to remain the same. Link to Planning Commission packet. (Application Materials Found Here) 4. Planning Commission Vote and Comment: On November 17, 2025, the Planning Commission held a public hearing and discussed the requested variance. The discussion focused on the existing conditions of the site, including the nonconforming building location as well as the topography and visibility of the proposed addition. Some of the Commissioners found that the proposed addition was reasonable, while other Commissioners found that addition would serve as a convenience and did not meet practical difficulty standards. A motion was made to approve the variance, but failed on a vote of 3-4. A follow-up motion to deny the application passed on a vote of 4-3. Link to Planning Commission video. Additionally, the commission discussed the desire to review the current city code in the future regarding accessory building and oversized accessory buildings placement and setbacks. 5. Public Comment: No public comments have been received. 6. Staff Recommendation: Planning Staff recommends denial as applied. 702 COUNCIL ACTION REQUESTED The Council should discuss the application and make a motion to direct staff to prepare findings in a resolution. Exhibits A. Site Plan B. Building Plans C. PC Staff Report D. Draft PC Minutes 703 Grading As -Built Surrey a ound Iron Mmumen1 Gwogoa Floor = 99J.6 Prepared for: Midwest Custom Construction LLC 0 Sst Iron Monument 0 IMP) rop of black - 9938 bwemenl Floor - 98f.6 SCALE I}B-OOOa As BuAt T of MockFlawffon Tap riral floor d 994.9 ddras 4680 NShare DG Orono, AIN 55384 reorth Rq x 000.0 Existb q Elawflon WIN r "• rr, r�rr� xls�hrg AI ! A 07 I T7-21- �2-0050 G a) Power Pope �z A inch 80 toot - ` I �58.'�, 6,0 f'J& Its A ro1J� � 18.2r° 1 10.2 f ` . --x- y` - �;f �'� 39.4 rase E �. � � �• `, \; a � '' � l l '" � .2 — — — — _� I , 30(r�e� tk cl�li e '21.2 ` •'� •� L1 ' t t, t , .-Y I I' ' r�4 994. J P i j 4 ti 1 n rivin � q 11 � I � 9 a ` •i ' a ` 1 � 1 � b, ff!/ ------` - -A 65 7 -- - 24.8 _ Cor}tieEe P I y ` 9 rt, wg Gy (plosflc y C ify�5 undorfaM --Santtory 6 ca Stub ° ! M1 (Rar Plans n'1toble ell- ~� ` � � 9 ���q�a � �� `• cwnaC aT L-0L t30 Sya� q �. I�n u�(ke-rM2aur➢ra�Gdj ggy5 %xS dT � -�-��,� � �• t�rrr.vhfslrtcl. a� fCgr or8irlrinlnoUs._ � � �`• �[`°`"'Cel�alalMntr.�._n.L_ EeBlh9 Hwre Jtwo 87twuoua adue.Py 67r9 Sm+ltay uaa and rmJiW1 1lrler�krv_,r.r g 98.iQ.��. �.^, l�ax Fsp An tan+ rA ras vareed by cay or wa '--��•• r, ean�ere49 reri ar lele 79 m A4lCSI' daRKN� FM+nepdn tat Ann aF,ad@ Cwsf}S ulnnuo�w Wnp sadh er a fms nwn9rp Went nr rluhr�v_ ��-'--s90 �� __ pn 4�y from c paht A7 !ru !'Poi IAe M 84L 1P.9 PWawr! Haacvw saes rwl Nw+h bore We Sauiha..l eornv or "sadid tot ea 6aarings .4 eJemiJvns based on assumed datum. a SCNCBCRG LAI ID SERMES INC. 75J-972-3221 0947 Cn, Rd, f.T S£ 1nre.Srhobwgloyd.eom Uelona, IAN 7532,0 I heraby rertffy that thfe PertMcats of survey was prepared by ma or under my dlreCt supervlslon and that 1 a t n duly Registered land Surveyor under !ho Iowa of the Slate of lltnnssofta kUt 9 Sch0b4rg Veto+ dn7i.' Z/, mil!/S RegOlroticn No. 14700 Number. 7" :lPaae: u Ong !lama: fahaScn.dwg Wr 6r Al? Wlonx U-08-14, 12-18- 2-•23-15 (foundation as-8urll) 10-13-15 (rural as hu9t) 704 Aar - Du, R esur v ty Wtu (VtInl 204-6�6 SHEET INDEX: all A I r07 �. A L W--. a , I �4 L" - Aft'1111" AM (:)Ut1t)U1 C1E1 _-7ttle 9 10 1 II r-------------� I 0 II II II II 0 ; II L------------- J u i 0 II II II II Oil I I 0 II II II II II II 0 0 (D PLAN NORTH NORTH T9 PARTIAL UPPER LEVEL FLOOR PLAN (D L ------------- J II II II II II (Dil II II II II 0 D2O PARTIAL MAIN LEVEL 1 /4"=1'-0" FLOOR -o PLAN PLAN NORTH NORTH nig TI) PARTIAL LOWER LEVEL FLOOR PLAN 0REMOVE EXISTING GARAGE DOORS, HARDWARE AND OPENERS. COORDINATE SALVAGE/RE-USE ITEMS WITH OWNER. OSAW CUT AND REMOVE EXISTING SLAB AS REQUIRED FOR NEW STRUCTURAL FOUNDATION WORK. OSAW CUT AND REMOVE EXISTING PRE -CAST PLANK AND TOPPING AS REQUIRED FOR CONSTRUCTION OF NEW STAIR (DREMOVE EXISTING SUBFLOOR AND FLOOR JOISTS AS REQUIRED FOR CONSTRUCTION OF NEW STAIR. OREMOVE EXISTING FRAMING FOR NEW DOOR/WINDOW OPENING IN EXISTING EXTERIOR WALL. OREMOVE EXISTING INTERIOR BEARING WALL AS REQUIRED FOR NEW FLOOR PLAN LAYOUT. 0REMOVE EXISTING DOOR AND EXTERIOR LANDING/STEPS. NOTE: ALL EXISTING EXTERIOR SIDING, TRIM, SOFFIT AND FASCIA TO BE REMOVED FOR INSTALLATION OF NEW FINISHES. EXISTING MEMBRANE ROOFING TO BE REMOVED AND REPLACED W/ NEW TPO MEMBRANE ROOFING. D1 TITLE SHEET/DEMOLITION PLANS Al LOWER LEVEL FLOOR PLAN A2 MAIN & UPPER LEVEL FLOOR PLANS A3 EXTERIOR ELEVATIONS A4 EXTERIOR ELEVATIONS A5 BUILDING SECTIONS A6 WALL SECTIONS SO STRUCTURAL NOTES S1 STRUCTURAL PLANS S2 STRUCTURAL PLANS S3 STRUCTURAL DETAILS PLAN NORTH NORTH GENERAL NOTES: 1. ALL ARCHITECTURAL, STRUCTURAL, MECHANICAL AND ELECTRICAL WORK SHALL MEET APPLICABLE CODES. 2. AT AREAS OF DEMOLITION, PATCH MATERIALS BACK IN TO MATCH ADJACENT SURFACES/FINISHES. 3. AT AREAS OF DEMOLITION, TERMINATE OR RE-ROUTE PLUMBING, ELECTRICAL AND MECHANICAL ELEMENTS AS REQUIRED. 4. PORTIONS OF DRAWINGS THAT SHOW THE SAME ITEM OR DETAIL MULTIPLE TIMES OR IN MULTIPLE PLACES ARE NOT ALWAYS NOTED EVERY TIME. IT IS ASSUMED THAT IF IT IS A SIMILAR CONDITION, THE SAME NOTE APPLIES, UNLESS SPECIFICALLY NOTED OTHERWISE. 5. OWNER TO VERIFY ALL FINISHES AND THEIR EXTENTS. 6. ALL BUILT-INS AND CASEWORK TO BE COORDINATED WITH OWNER. 7. INTERIOR DOOR STYLE AND HARDWARE TO BE COORDINATED WITH OWNER. ALL DOORS TO BE LOCATED 2 STUDS (3") FROM ADJACENT WALLS OR CENTERED IN A WALL UNLESS OTHERWISE DIMENSIONED. DOORS TO BE 6'-8" TALL. WIDTH AND OPERATION INDICATED ON THE PLANS. 8. DOORS BETWEEN GARAGE AND STAIR AND GARAGE AND SPACE BELOW STAIR TO BE HOLLOW METAL INSULATED DOORS WITH MINIMUM 20-MINUTE FIRE RATING. 9. WINDOWS/DOOR TO BE ANDERSON 400 SERIES. TEMPERING TO BE DETERMINED BY WINDOW SUPPLIER. UNIT SIZES AND OPERATION INDICATED ON THE ELEVATIONS. HARDWARE AND FINISHES TO BE COORDINATED WITH OWNER. 10. INTERIOR WINDOW/DOOR TRIM TO BE 1x4 MAPLE WITH CLEAR FINISH. 11. ENGINEERED WOOD FLOORING AT MAIN LEVEL TO BE COORDINATED WITH OWNER. INSTALL PER MANUFACTURER RECOMMENDATIONS FOR INSTALLATION OVER A CONCRETE SLAB. 12. EXTERIOR CLADDING TO BE LP SMARTSIDE VERTICAL CLADDING WITH 2.5" WIDE BATTENS AND LAP SIDING WITH 6" EXPOSURE. TRIM TO BE MIRATEC IN SIZES AND THICKNESS NOTED ON THE ELEVATIONS/SECTIONS. 13. GARAGE DOORS TO BE COORDINATED WITH OWNER. 14. DECKING TO BE 1" THICK COMPOSITE DECKING 15. CABLE RAILING SYSTEM TO BE COORDINATED WITH OWNER. 16. VAPOR BARRIER TO BE CERTAINTEED "MEMBRAIN". 17. USE TYPE 'X' GYP. BD. AT GARAGE. 18. COORDINATE CONSTRUCTION OF SAUNA W/ OWNER. KIT OR STICK BUILT. ADJUST DIMENSIONS AS REQUIRED. 19. STAIRS TO HAVE MAPLE TREADS AND RISERS, STN. 20. PROVIDE VENTS AT ENCLOSED SOFFITS. 21. FLAT AND LOW SLOPE ROOFS TO BE TPO MEMBRANE. Goldsteen Outbuilding Addition/ Remodel 4680 North Shore Drive o-ono, MN 55364 351 HighviEvv Road Hudson Wl 54016 of 651 . 442 . 3771 kw- ____ mi chael huber architects Bunkers & Associates, LLC 6687 Forest Street Farmington, MN 55024 651.366.2853 Copyright 2025, michael huber architects Al Rights Reserved. Copying, reproduction or distribution prohibited without egress written permission. Project No.: Date: Revisions: %2 Z 1/ 11 "?a� Title Sheet Number 24-07.0 8.20.25 REV. 1 9.11.25 REV. 2 10.20.25 REV. 3 11.3.25 D1 W 0 ti 20 20 A3 A5 24" THICK CMU WALL INSTALL HANDRAIL AT CENTER WALL BETWEEN 34" AND 38" ABOVE LINE OF NOSINGS 10'-11 1 /8" 2x4 ENERGY WALL 150" 3'-0" SPACE 1" OFF FACE OF EXISTING CMU WALL rn 6' 8" (V 18 c0 6„ C14 I 3'-0" - A5 Co \ I \ i M 1'-5" 4'-1" '-' 10 N I 0 00 A4 STEEL COLUMN A4 18 20 12" THICK CMU WALL DROPPED STEEL BEAM BRACE GARAGE 2x4 ENERGY WALL I I SPACE 1" OFF FACE OF I I EXISTING CMU WALL I I t I I I I I I I I I I I I I I I I I I G0 15'-6"x7'-0" INSULATED GARAGE DOOR 15'-6"x7'-0" INSULATED GARAGE DOOR 2x6 STUD WALL WITH 2'-11" 15'-6" 2'-6" 15'-6" R21 BATT INSULATION 1'-0" AND VAPOR BARRIER 39'-4" AND GYP. BD., TYP. 18 A3 NOTE: EXISTING GARAGE FOOTPRINT = 996 G.S.F. PROPOSED GARAGE ADDITION = 236 G.S.F. PLAN NORTH g LOWER LEVEL PLAN 1111 /4"=1'-0" Goldsteen CUtbuilding 4680 North Shore Drive arono, MN 55364 351 Fighview Road Hudson WI 54016 651 . 442 . 3771 mi chael huber architects �411-IM0I WR-17_aUNIA101:=:Z Bunkers & Associates, LLC 6687 Forest street Farmington, MN 55024 651.366.2853 Copyright 2025, michad huber architects Al Fights Reserved. Copying, reproduction or distribution prohibited without express written permission. Project No.: Date: Revisions: Title sheet Number 24-07.0 8.20.25 REV 1 9.11.25 REV. 2 10.20.25 REV. 3 11.3.25 Al 20 20 2x4 ENERGY WALL SPACE A5 A3 1" OFF FACE OF CMU W/ 1" R5 RIGID INSULATION AND R13 BATT INSULATION AND BUILT-IN SHELF EXISTING 12" CMU WALL VAPOR BARRIER, TYP. F _ 3'-0' \ 1 '-5" 14'-O' po o — — — — �, �' 2 7 1 2 TILE AT KITCHEN AND 5 -1 BATH KITCHENETTE BATH � 18 __ A5 II 1711" 3'-7" � 6» 6' 8" 5» 3'-7" o EXISTING 2x6 STUD WALL �' II I II UUUUU 18 I 20 A4 I A4 II I I I I C�4_ I M I I I ENGINEERED WOOD FLOORING LOUNGE I _ I o co 0 I 5-0" 9'-11" 14-5 1 /2" / 9'-11 1 /2» 1/4„ BALCONY 1/4"/FT. co — — — — COMPOSITE DECKING 2 3/4" 6'-5 3/4" 6'-5 3/4" 6'-5 3/4" �\6'-5 3/4" 6'-5 3/4" 6'-5 3/4 2 3/4" 39'-4" 18 1.5" THICK INSULATION RAILING BETWEEN A3 AT SCUPPER LOCATION POSTS. TYPICAL EXCEPT MAIN AND OVERFLOW AT EAST END SCUPPERS TO CONDUCTOR HEADS TO DOWNSPOUT PLAN NORTH rg MAIN LEVEL PLAN 1 /4"=1'-0" EXISTING 26 STUD WALL N Q0 I Ln UPPER 1 /4"=1'-0" 20 T 20 A3 ADJUST DIMENSIONS OF THESE ROOMS AS REQUIRED FOR SAUNA 1'-11" 3'-7" ;;, t12-51/2" 6 0 f6'-0" MECH/STORAGE � CID N 1'-2" 3'-7" W. D. LAUNDRY 0 SAUNA 0 LVP FLOORING THIS LEVEL WORKOUT 5 -1 1'-5" 5' 0" 3'_7°° 2'-10 1 /8" 13'-0 1 /2" N cli BASE CABINETS, COUNTER AND SINK STORAGE 00 5-0" 9'-111, 14'-5 1 /2" 9'-11 1 /2" 39'-4" L LEVEL PLAN IN -FILL EXISTING DOOR OPENING R® PLAN NORTH Goldsteen Outbuilding 4680 North Shore Drive arono, MN 55364 ARGH= 351 Fighview Road Hudson WI 54016 651 . 442 . 3771 mi chael huber architects 6-11C1130119JG7_1az0A101==:Z Bunkers & Associates, LLC 6687 Forest street Farmington, MN 55024 651.366.2853 Copyright 2025, michad huber architects All Faghts Reserved. Copying, reproduction or distribution prohibited without express written permission. Project No.: Date: Revisions: Title sheet Number 24-07.0 8.20.25 REV. 1 9.11.25 REV. 2 10.20.25 REV. 3 11.3.25 0% 5" OR 6" GUTTER WINDOW HEAD IT EL. +5'-5" DOWNSPOUT T.O. SUBFLOOR EL. 119'-9 1 /2" WINDOW/DOOR HEAD EL. +6'-11" 1x4 JAMB, HEAD (AND SILL) TRIM, PT. TYPICAL. T.O. TOPPING/DECKING EL. 110'-6" EYEBROW ROOF WITH METAL ROOFING AND 1x FASCIA. 6:12 PITCH 15'-6"x7' INSULATED OVERHEAD GARAGE DOOR (2 THUS) SLEEVE DOWNSPOUT INTO BELOW GRADE PIPE TO DAYLIGHT T.O. SLAB @ @ DOORS EL. 99'-8" 8 SOUTH ELEVATION 1 /4"=1'-0" 20 NORTH ELEVATION :::1 /4"=1'-0" W. I I I I I I I I I I I I I 20 A5 CXVW14 -XW14 CXW14, �XW14 `��"� II III NI II Illn �ll� III I��� IIII IIII DOWNSPOUT, CONDUCTOR HEADS AND MAIN/OVERFLOW SCUPPERS. SCUPPERS TO BE 12" WIDE, 6" HIGH. COORDINATE EXTENSION WITH CONDUCTOR HEAD. I— — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — -- — 1x4 OVER 1 x12 STEPPED FASCIA, PT. 1x4 RAKE TRIM, PT. WINDOW HEAD EL. +6'-8" 1x4 CORNER TRIM, PT. VERTICAL CLADDIING W/ 5/8"x3 BATTENS AT 16" O.C., PT. 2x6 W. CEDAR PERGOLA RAFTERS @ 6" O.C., STN. 6x8 W. CEDAR PERGOLA BEAM, STN. 6x6 W. CEDAR POST, STN. 36 W. CEDAR TOP AND BOTTOM RAIL AT GUARDRAIL, STN. CABLE RAIL COMPOSITE DECKING 5/46 TRIM BOARD, PT. 5/40 TRIM, PT. AT TRANSITION FROM WOOD FRAME WALL TO POURED CONCRETE FOUNDATION WALL LANDSCAPE RETAINING WALL 5/40 JAMB AND HEAD TRIM AT GARAGE DOORS, PT 1x10 SKIRT BOARD, PT. W/ Z-FLASHING ABOVE VER 1x12 STEPPED FASCIA, PT. 4KE TRIM, PT. R AND DOWNSPOUT )RNER TRIM, PT. ;AL CLADDIING W/ 5/8"x3 NS AT 16" O.C., PT. VG EXPOSED CMU FOUNDATION PAINT. -------------— — — — — — — - POSSIBLE REGRADING WITH NEW LANDSCAPE WALLS TO REDUCE SOIL PRESSURES ON CMU WALL AT REMOVED PRECAST PLANK CLOSED CELL SPRAY FOAM. R49 MIN. TO UNDERSIDE OF EXISTING ROOF FRAMING SHEATHING 5/8" GYP. BD., NO VAPOR BARRIER NEW 26 STUD WALL EXISTING FLOOR FRAMING W/ NEW BEAMS AT STAIR OPENING. ATTACH FIRST STRINGER TO STUDS INSTALL TREATED 26 PLATE ON EXISTING PRECAST PLANK/TOPPING. CUT PLANK BACK 1" BEHIND FACE OF FRAMING ................................. .. ....................... ............................ ......................... /R30 � SPRAY FOAM ON UNDERSIDE OF PRECAST PLANK AND BETWEEN CEILING JOISTS. 5/8" TYPE 'X' GYP. BD., PT. \i ATTACH WALL TOP PLATE TO UNDERSIDE OF PRECAST PLANK ATTACH FIRST STRINGER TO STUDS 26 STUD WALL W/ 5" CLOSE CELL SPRAY FOAM (R32.5). 1 /2" GYP. BD. BOTH FACES, PT. _i _i _i i 26 TRT. SILL PLATE ON SILL -><; SEALER EXISTING CONCRETE SLAB WALL SECTION 4 3/4"=1'-0" Goldsteen Outbuilding 4680 North Shore Drive arono, MN 55364 351 Fighview Road Hudson WI 54016 651 . 442 . 3771 mi chael huber architects �411:Z1111:iIMR-17_ a V4A101:=:Z Bunkers & Associates, LLC 6687 Forest street Farmington, MN 55024 651.366.2853 Copyright 2025, michad huber architects Al Fights Reserved. Copying, reproduction or distribution prohibited without express written permission. Project No.: Date: Revisions: Title Sheet Number 24-07.0 8.20.25 REV 1 9.11.25 REV. 2 10.20.25 REV. 3 11.3.25 ao 0 ti 5" 1x4 CORD WINDI EL. f ABOb SUBF 1x4 HEAD, SILL AND JAM WII\ WIND( EL. f ABO� PREC EXISTING EXPOSED CMU FOL SLEEVE DOWNSF GRADE PIPE Q� 8 WEST ELEVATION 1 /4"=1'—O" 1x4 OVER 1x12 STEPPED FASCIA, PT. VENTED SOFFIT PANEL, PT. WINDOW HEAD EL. +6'-8" 1x4 CORNER TRIM, PT. VERTICAL CLADDIING W/ 5/8%3 BATTENS AT 16" O.C., PT. 2x6 W. CEDAR PERGOLA RAFTERS @ 6" O.C., STN. T.O. SUBFLOOR EL. 119'-9 1 /2" L—SHAPED STEEL BRACE, SEE ST UCTURAL WINDOW HEAD EL. +6'-11" 6x6 W. CEDAR POST, STN. T.O. TOPPING/DECKING EL. 110'-6" 5/46 TRIM BOARD (PVC OR TRUEXT RIOR FOR PROXIMITY TO GRADE) 5/44 TRIM PT AT TRANSITION FROM WOOD 8 A5 FRAMING TO EXISTING CMU WALL I I I I I I I I I T.O. SLAB @ @ DOORS EL. 99'-8" I I E---- CXW14 -)(W14 FWH 90611 18 A5 I I I I I NEW TPO ROOFING MEMBRANE 1x4 OVER 1x12 STEPPED FASCIA, PT. VINDOW HEAD EL. +5'-5" 1x4 CORNER TRIM, PT. VERTICAL CLADDIING W/ 5/8%3 BATTENS AT 16" O.C., PT. 26 W. CEDAR PERGOLA RAFTERS ® 6" O.C., STN. 0. SUBFLOOR 119'-9 1 /2" L—SHAPED STE L BRACE, SEE STRUCTURAL VINDOW HEAD Jlk EL. +6'-11" 66 W. CEDAR POST, STN. 36 W. CEDAR TOP AND BOTTOM RAIL AT GUARDRAIL, STN. CABLE RAIL ING/DECKING EL. 110'-6" 5/46 TRIM BOARD, PT. METAL SNAP SEAM ROOFING ON 5'-4" WIDE EYEBROW ROOF OVER DOOR W/ 1x FASCIA, PT., CENTER ABOVE DOOR. SOFFIT FINISH TO TIME OUT WITH OPENING IN CMU 5/44 TRIM, PT. AT TRANSITION FROM WOOD FRAMING TO EXISTING CMU WALL 5/44 CORNER TRIM, PT. 1x10 SKIRT BOARD, PT. W/ Z—FLASHING ABOVE DOORS EL. 99'-8" 1/44 RAKE TRIM, PT. EXISTING LANDSCAPE RETAINING WALL 6" EXPOSURE LAP SIDING, PT. AT RECESSED WALL FRAMING AT REMOVED GARAGE DOOR 5/44 TRIM AT JAMBS AND HEAD OF EXISTING DOOR OPENING MIN R49 CLOSED CELL SPRAY FOAM, 5/8" GYP. BD., PT., NO VAPOR BARRIER EXISTING 2x12 FLOOR STRUCTURE W/ NEW 5/8" GYP. BD. CEILING, PT. TERMINATION BAR FOR MEMBRANE BELOW LEDGER TO EXISTING FOUNDATION WALL EXISTING 12" PRECAST PLANK W/ 2" CONCRETE TOPPING. VERIFY 1x4 OVER 1x12 FASCIA, PT. 1x BLOCKING AS REQUIRED BEHIND 1x4 FASCIA BOARD. ROOF EDGE/DRIP TIED INTO TPO SOFFIT PANEL, PT. PROVIDE VENTING AT UN —INSULATED SOFFIT AREAS 1x4 RAKE TRIM, PT. INSTALL OVER VERTICAL CLADDING WALL CONSTRUCTION: —CLADDING, SEE EXTERIOR ELEVATIONS —WRB/HOUSEWRAP —EXIST. SHEATHING —EXIST. 26 STUDS —R32.5 5" CLOSE CELL SPRAY FOAM —1 /2" GYP. BD., PT. Z—FLASHING ABOVE 2x8 W. CEDAR LEDGER — 26 W. CEDAR RAFTERS @ 6" O.C., STN. 6x8 W. CEDAR BEAMS, STN. AT INTERSECTION OF TWO BEAMS AT CORNERS, PROVIDE HALF —LAP JOINT. AT INTERSECTION OF THREE BEAMS, BEAM PERPENDICULAR TO THE BUILDING SHOULD BEAR ON HALF OF THE POST. THE TWO PERPENDICULAR BEAMS SHOULD EACH BEAR ON 1/4" OF THE POST. SEE STRUCTURAL 1x4 TRIM, PT. INSTALLED OVER RIP OF VERTICAL CLADDING AS SPACER W/ Z—FLASHING ABOVE. DOOR INSTALLED PER MANUFACTURER INSTRUCTIONS TREATED 2x6 JOISTS ATTACHED TO LEDGERS W/ HANGERS COMPOSITE DECKING 2—LVL BEAM/LEDGER, SEE STRUCTURAL 5/8" GYP. BD. EXISTING CMU LINTEL 2x8 CEILING JOISTS W/ MIN. R30 SPRAY FOAM BELOW PLANK AND BETWEEN JOISTS. EXISTING STEEL BEAM BRACE EXISTING SLAB ON GRADE R38 BATT INSULATION & VAPOR BARRIER 1/2" PLY/OSB INTERIOR AND EXTERIOR FACE AT SHEAR WALL, SEE STRUCTURAL 2" 25psi R10 RIGID INSULATION W/ 6 MIL POLY ON TOP EXISTING 12" CMU WALL 6x6 W. CEDAR POST, STN. 36 W. CEDAR TOP RAIL, STN. CABLE RAIL IN —FILL 36 W. CEDAR BOTTOM RAIL, STN. 5/46 TRIM, PT. TERMINATE ROOFING MEMBRANE BEHIND TRIM, LAPPING OVER TOP OF HOUSEWRAP INSTALL 26 TRT. LEDGER OVER ROOFING MEMBRANE AND PROVIDE FLASHING FROM TOP OF PARAPET OVER LEDGER TO KEEP WATER FROM GETTING BEHIND LEDGER TAPERED POLY —ISO INSULATION 3.75" AVERAGE THICKNESS (R23) 2x12 RIM JOIST AND JOISTS W/ R38 BATT INSULATION FULL SHEET PLYWOOD MENDING KNEE WALL, RIM AND HEADER 5/44 HEAD TRIM, PT. W/ Z—FLASHING ABOVE 2x8 CEDAR, RIP TO WIDTH, PT. 4" CONCRETE SLAB 8" CONCRETE FOUNDATION WALL CONCRETE FOOTING GD1 dstann 01building 4680 North Shore Drive arono, MN 55364 351 Highview Road Hudson WI 54016 651 . 442 . 3771 mi chael huber architects Bunkers & Associates, LLC 6687 Forest street Farmington, MN 55024 651.366.2853 Copyright 2025, michael huber architects Al Fights Reserved. Copying, reproduction or distribution prohibited without express written permission. Project No.: Date: Revisions: z 2 z Title ELE\/A-nCNS Sheet Number 24-07.0 8.20.25 REV. 1 9.11.25 REV. 2 10.20.25 REV. 3 11.3.25 00 EAST ELEVATION 1 /4"=1'—O" 0 WALL 3/4"=1'-0" SECTION TPO MEMBRANE ROOFING WITH INTEGRAL ROOF EDGE/DRIP 10 OVER 1 x12 FASCIA, PT. 1x BLOCKING AS REQUIRED BEHIND 10 FASCIA BOARD. BEARING EL. 126'-21/2" I I I I I I I I I I I I T.O. SUBFLOOR EL. 115-5 7/8" I I I I I I I I I I I T.O. SUBFLOOR EL. 105-6 11 /16"1 I I I I I T.O. SLAB @ BACKI WAI EL. 100'-0" 8 BUILDING SECTION 1 /4"=1'-0" ----------------\ I I T.O. SUBFLOOR EL. 119'-9 1 /2" BEARING EL. +8'-0" I I 8 A4 I I I 1 T.O. TOPPING/DECKING EL. 110'-6" I BEARING EL.+8'-4 3/8" I I I I I I I I I T.O. SLAB ® ® DOORS EL. 99'-8" o �I � MI 1-1 — — — — — — — — — — — — — — — — / CN I BEARING EL. 128'-1 1 /2" I T.O. SUBFLOOR EL. 119'-9 1 /2" I I I 4 I A5 I I I T.O. TOPPING EL. 110'-6" I I I I I I I I I I I T.O. SLAB @ BACK WALL I EL.100'-0" --------------- TOPPING/DECKING EL. 110'-6" BEARING EL.+8'-4 3/8" SLAB ® @ DOORS EL. 99'-8' BLOCK SOLID BETWEEN RAFTERS IF BLOCKING NOT ALREADY PRESENT APPLY SPRAY FOAM TO BACK OF BLOCKING AND UNDERSIDE OF ROOF SHEATHING. MIN. R49 EXISTING 2x12 ROOF FRAMING SOFFIT PANEL W/ VENTS, PT. 1x4 RAKE TRIM, PT. INSTALL OVER VERTICAL CLADDING WALL CONSTRUCTION: -CLADDING, SEE EXTERIOR ELEVATIONS -WRB/HOUSEWRAP -EXIST. SHEATHING -EXIST. 26 STUDS -R32.5 5" CLOSE CELL SPRAY FOAM -1 /2" GYP. BD., PT. EXISTING 2x12 RIM. APPLY MIN. R10 SPRAY FOAM AT BACK OF RIM AND OVER TOP OF FOUNDATION WALL, TYP. EXISTING TREATED 2x SILL PLATE 2x4 STUDS SPACED 1" OFF FACE OF EXISTING FOUNDATION WALL W/ 1" R5 RIGID INSULATION & R13 BATT INSULATION, VAPOR BARRIER & 1/2" GYP. BD., PT. TYP. EXISTING 12" CMU WALL TREATED 20 SILL PLATE ON EXISTING CONCRETE TOPPING EXISTING PRECAST PLANK AND CONCRETE TOPPING EXISTING 24" CMU WALL EXISTING CONCRETE SLAB ON GRADE EXISTING FOOTING GoldstExa.An Outbuilding 4680 North Shore Drive arono, MN 55364 351 Fighview Road Hudson WI 54016 651 . 442 . 3771 mi chael huber architects ��I:ZI:i�lIJ:7_�a:�VON =:i Bunkers & Associates, LLC 6687 Forest street Farmington, MN 55024 651.366.2853 Copyright 2025, michad huber architects Al Fights Reserved. Copying, reproduction or distribution prohibited without express written permission. Project No.: Date: Revisions: Title B-E\/ATICNS sheet Number 24-07.0 8.20.25 REV 1 9.11.25 REV. 2 10.20.25 REV. 3 11.3.25 LV D2O 7 BUILDING SECTION 1 /4"=1'-0" D8 PARTIAL BUILDING SECTION 1 /4"=1'-O" 4 WALL SECTION 3/4"=1'-0" EXISTING 2x6 WALL W/ NEW EXTERIOR FINISHES, R32.5 5" CLOSED CELL SPRAY FOAM 2x4 WALL ALIGNED WITH 20 ENERGY WALL AT LOWEST LEVEL EXISTING 2x12 FLOOR FRAMING. CUT AND REMOVE JOISTS AND SUBFLOOR AS REQUIRED FOR STAIR. PROVIDE NEW BEAMS/RIMS PER STRUCTURAL 0 MIN. R10 SPRAY FOAM AT RIM CONDITION, TYP. — LANDING FRAMING TO EXTEND OUT TO LEDGER ON EXTERIOR STUD WALL SIN i co STEEL BEAM/BRACE AT LOCATION OF REMOVED PRECAST PLANK. VERIFY CONDITION AT DEMOLITION MIN. R10 SPRAY FOAM AT RIM CONDITION AND AROUND STEEL BEAMS. TYP. 2x4 STUD WALL W/ R13 BATT INSULATION & VAPOR BARRIER 1" R5 XPS INSULATION ADHERE TO FOUNDATION WALL LANDING FRAMING TO EXTEND OUT TO LEDGER ON EXTERIOR CMU WALL — R O 0 BLOCKING IN —PLANE WITH FACE OF WALL AND R10 SPRAY FOAM TREATED 20 PLATE ON SILL SEALER I'n GYP. BD. RETURNS AT HEAD AND JAMBS MAPLE PLYWOOD STOOL W/ 10 MAPLE BELOW AT FACE OF WALL 5'-0" 6'-1 1 /2" GYP. BD. RETURNS AT HEAD AND JAMBS MAPLE PLYWOOD STOOL W/ 10 MAPLE BELOW AT FACE OF WALL 4 —9 " 1x MAPLE CAP ON GYP. BD. WALL. CLEAR FINISH. 12'-5" 5'-0" 10" r1)100 _ 5-10" �00 4" DROPPED STEEL BEAM, BLOCK WEB SOLID FOR ATTACHMENT OF HANGERS FOR CEILING JOISTS 1011 i Y FOAM TIGHT TO OBOTTTOM OF PRECAST PLANK AND BETWEEN CEILING JOISTS. Inl00 00 6" 13'-4" R21 BATT INSULATION W/ VAPOR BARRIER ON STAIR/STORAGE SIDE 26 W. CEDAR TRELLIS RAFTER, STN. 6x8 W. CEDAR BEAM, STN.. BOARD AND BATTEN CLADDING, PT. COMPOSITE DECKING OVER 26 TRT. JOISTS 2x6 TREATED SILL PLATE ON SILL SEAL W/ 2x6 PLATES ABOVE. WRAP ROOFING MEMBRANE UP AND OVER WOOD FRAMING AND LAP DOWN OVER FACE OF FOUNDATION WALL 5/46 PVC TRIM BOARD 20 TRT. JOIST ABOVE FOUNDATION WALL WITH TREATED BLOCKS AS REQUIRED WRAP ROOFING MEMBRANE UP BACK OF FOUNDATION WALL AND OVER PARAPET FRAMING TAPERED POLY —ISO INSULATION. SEE PLAN FOR PITCH/DRAINAGE 2x RAFTERS W/ R38 BATT INSULATION AND 3/4" SHEATHING, VAPOR BARRIER AND 5/8" GYP. BD., PT. 20 ENERGY WALL W/ R13 BATT INSULATION AND VAPOR BARRIER OVER 1" R5 RIGID INSULATION, 4" CONCRETE SLAB OVER 6 MIL POLY VAPOR BARRIER 2" R10 RIGID INSULATION AND 6 MIL POLY ON TOP CMU FOUNDATION WALL, SEE STRUCTURAL CONCRETE FOOTING Coldstcen 01building 4680 North Shore Drive aono, MN 55364 351 Fighview Road Hudson WI 54016 651 . 442 . 3771 mi chael huber architects Bunkers & Associates, LLC 6687 Forest street Farmington, MN 55024 651.366.2853 Copyright 2025, michael huber architects Al Fights Reserved. Copying, reproduction or distribution prohibited without express written permission. Project No.: 24-07.0 Date: 8.20.25 Revisions: REV. 1 9.11.25 REV. 2 10.20.25 REV. 3 11.3.25 PERMIT SET Title BUILDING SEC" Tl ON.S sheet Number 20 SECTION :::3/4"=1'-0" AT STAIR D4:: WALL SECTION 3/4"=1'-0" A6 Date Application Received: 10/22/2025 Date Application Deemed Complete: 11/10/2025 60-Day Review Period Expires: 01/09/2026 To: Chair Bollis and Planning Commission Members Adam Edwards, City Administrator From: Matthew Karney, Planner Date: 17 November 2025 Subject: #LA25-000051, Ungerman Inc., 4680 North Shore Drive Variance — Public Hearing Application Summary: The applicant requests approval of a rear yard setback variance to construct an addition to an existing accessory building. Staff Recommendation: Planning Department Staff recommends denial of the variance. Background The applicant proposes an addition to the existing detached garage in the rear of the property. The existing garage is 1,008 square feet and is classified as an oversized accessory building (OAB), which follows principal building setbacks in the underlying zone district. The garage is located approximately 10 feet from the rear property line where a 30-foot setback is required, and is considered nonconforming. The proposed addition is a 6-foot bump -out to provide the owner interior storage for boats and trailers. The 236-square foot addition will be on the ground level only, but will provide a balcony to the second level of the garage. No additional hardcover is proposed as the addition will be located over the existing parking surface. Due to the topography of the site, the existing garage has three levels. Beyond the proposed addition, the applicant is proposing a general remodel of the garage that will allow for the owner to utilize the space as an office. Practical Difficulties Analysis ADDlicant Submittal Information: The applicant has stated the proposed addition will be screened from neighboring properties by the existing steep grades surrounding the garage and will allow the owner to utilize an existing building for their storage needs. Alternative options would involve significant site work or involve different impacts to setbacks and/or hardcover. Plannine Staff Practical Difficultv Analvsis: The proposed addition will expand the footprint of a non -conforming OAB. Despite the conditions of the property being unique, staff contends a practical difficulty has not been established. The six-foot addition will further increase the nonconformity of the existing garage and lead to additional massing facing the neighbor to the east. Although the request for additional storage is to accommodate larger possessions such as a boat, there is already reasonable use of the existing garage. LOT ANALYSIS WORKSHEET Section 6.12.1450 — Setbacks: Oversized Accessory Buildings, >1,000 square feet LR-16 District Required Existing Proposed Rear (North) 30' 10' Existing Garage 11' Proposed Addition Interior Side (West) 10, 16' Existing Garage No Change with Addition VA PA LA25-000051 17 November 2025 Page 2 of 4 Section 6.12.6930 — Structural Building Coverage: Total Lot Area Total Structural Coverage 26,435 s.f. Allowed: 5,287 s.f. * 0.61 acres Existing: 2,530 (9.6%) Proposed: 2,764 s.f. (10.5%) *Maximum footprint of structures cannot exceed 20% of lot size on lots >10,000 s.f. Code Sec. 78-1403 (a)(1) Section 6.12.9000 — Hardcover Calculations: Stormwater Allowed Overlay Hardcover Existing Hardcover Proposed Hardcover District Tier Tier 2 7,930 s.f. (30 %) 7,849 s.f. (29.7%) 7,849 s.f. (29.7%) Applicable Regulations: 1_11-113 Rear Setback Variance (Section 6.12.1450) An OAB must meet principal building setbacks, as a means to create separation between larger buildings and other properties. The property and existing building are unique, with the garage being three stories in height, built into a steep slope. Without a variance, the only work that would be permitted on this building within the setback would be in -kind improvements, or an expansion of a portion of the building that is at least 30-feet from the rear property line. Governing Regulation: Variance (Section 6.12.530) 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: The intent of increased setbacks for an oversized accessory building (OAB) is to provide additional separation between larger buildings and adjacent properties. A variance to expand a legal nonconforming OAB by 23% is not in harmony with the intent and purpose of the setback. This criterion is not met. 2. The variance is consistent with the comprehensive plan: The proposed variance to add on to an existing accessory building supporting a residential use in LR-1B zoning is consistent with the comprehensive plan. This criterion is met. 713 LA25-000051 17 November 2025 Page 3 of 4 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 proposal to improve an existing building to better meet an owner's needs is reasonable; however, the increase in size to this already nonconforming OAB is not reasonable. This criterion is not met. b. There are circumstances unique to the property not created by the landowner: The building was constructed by a previous owner within the rear setback of the property. This criterion is met. c. The variance will not alter the essential character of the locality: The character of the locality would be altered with the approval of a variance. A variance would further increase a nonconformity and create a further deviation from the intent of the increased setbacks for an OAB. This criterion is not met. 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 are not a practical difficulty supporting the variance request. This criterion is met. 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: OABs are permitted within the LR-1B zoning district. The property is less than one acre in size and is permitted up to 2,000 square feet for accessory buildings. This criterion is met. 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 existing garage consists of three floors built into a steep slope. This garage is located in an area where there is reasonable separation between it and the other buildings on the immediately adjacent properties. 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: 714 LA25-000051 17 November 2025 Page 4 of 4 The conditions of the property do not apply generally to other land or structures within the district. The existing garage is a unique condition for the area, given its height and location, built into the slope. 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: Approval of the variance is not necessary for the preservation and enjoyment of the owner's property rights. The owner has the benefit of an existing, legal nonconforming OAB that can be improved in -kind without further increasing the size of the building. This criterion is not 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: The variance to construct the proposed building addition could impact the health, safety, comfort and morals of other residents in the area. Although the addition is not decreasing the distance between the existing garage and the rear property line, it is expanding towards the closest neighbor, where the massing of the existing garage is most visible. OABs are subject to more rigorous standards to adequately mitigate their potential impacts to surrounding properties and this proposal is contrary to the intent of this chapter. This criterion is not 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 granting of the requested variance would be a convenience to the applicant, as a practical difficulty has not been established. Despite the uniqueness surrounding the topography of the site and the location of the existing garage, the further increase in size to an existing nonconforming OAB does not meet the intent of the city code. This criterion is not 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 No public comments have been received as of the submittal of this report. Planning Staff Recommendation Planning Staff recommends denial as applied. If the application proceeds to the City Council, a correctly scaled site plan should be submitted by the applicant. List of Exhibits Exhibit A. Staff Report Exhibit B. Application Exhibit C. Imagery Exhibit D. Cover Letter Exhibit E. Site Plan Exhibit F. Building Plans Exhibit G. Hardcover Information Exhibit H. Mailing List & Map 715 DRAFT Minutes Planning Commission Regular Meeting Monday, November 17, 2025, 6:00 PM City Council Chambers 2780 Kelley Parkway, Orono, MN 55356 5.5. LA25-000051 Ungerman Inc.. 4680 North Shore Drive. Variance. The Planning Commission is requested to review the Staff report, receive a presentation, and discuss the variance request for an oversized accessory building. A bump -out addition would go over an existing driveway, so there would be no increase to the hardcover. Staff noted the property is unique, but recommends denial as it is an expansion of a non -conforming building. The Planning Commission discussed the item and asked questions of staff and the applicant, Ron Ungerman, Ungerman, Inc., Plymouth. Chair Bollis opened the public hearing at 9:30 p.m. There were no public comments. Chair Bollis closed the public hearing at 9:30 p.m. Commissioners asked staff to explain why they did not find the practical difficulty criteria to be met. Commissioners noted the practical difficulty of the site and the fact that the building has been there for decades. The bump -out is only six feet and covers part of an existing driveway. Structural hardcover would be increasing but not over the limit. The proposal would provide for the hidden storage of recreational items such as a boat. Commissioners also noted that rules are in place for a reason. The property owner could bump out a portion of the east side rather than the entire length and not need a variance. Commissioners suggested the City should take another look at conditions for accessory buildings and ADUs. Brandabur moved, Jarnot seconded, to approve LA25-000051, 4680 North Shore Drive, Variance, as applied. VOTE: Ayes 3, Nays 4 (Ressler, Tift, Prchal, Weltzin). Weltzin moved, Prchal seconded, to deny LA25-000051, 4680 North Shore Drive, Variance VOTE: Ayes 4, Nays 3 (Brandabur, Bollis, Jarnot). 716