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05-26-2026 - Agenda Packet City Council - Regular Meeting
Agenda City Council Meeting Tuesday, May 26, 2026, 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. Waste Hauler License 4. Designate Voting Period - Absentee and Early Voting 5. Personnel Policy Amendments - Resolution 7684 6. Service Recognition - Resolution 7683 7. Hire Public Works Director 8. Hire Seasonal Employees 9. Purchase of Police Vehicle 10. Generator Inspection and Load Bank Testing 11. Stubbs Bay Lake Access Point Dock Replacement 12. LS 18 (Cherry Place Sanitary) Force Main Replacement - Design and Engineering 13. LA26-000007, 1100 Millston Road, Variances - Resolution 7685 Presentations Scheduled informational briefings to the City Council. 14. 2025 Annual Comprehensive Financial Report Presentation Public Comments This is an opportunity for the public to address the City Council. The council will not engage in discussion or take action on items presented at this time. However, the council may refer issues to staff for follow up or consideration at a future meeting. Speakers should state their name and home address at the podium before speaking. Speakers should be mindful of time and limit their remarks to three (3) minutes to allow sufficient opportunityfor 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 respec ful of speakers and refrain from disruptive behavior, such as shouting, heckling, or making excessive noise. Community Development Report 15. LA26-000017, 1520 Bohns Point Road, Variance Parks Report 16. Master Plan - Antoine Park Public Safety Report 17. Funding Request from Long Lake - Hwy 12 Access Gate Repairs Sign up for email notifications at oronomn.gov City Administrator/Engineer Report Mayor and Council Report 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. Adjournment Upcoming Events Date Description May 26 City Council Jun 02 Park Commission Work Session Jun 02 Park Commission Jun 08 City Council Work Session: Budget Jun 08 City Council Jun 15 Planning Commission Jun 19 Holiday Observed - Offices Closed Jun 22 City Council Work Session: Comp Plan Jun 22 City Council Sign up for email notifications at oronomn.gov 2 AGENDA ITEM Date: May 26, 2026 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 meeting minutes. COUNCIL ACTION REQUESTED Consider a motion to approve the City Council meeting minutes. Exhibits A. 05-11-2026 CC Minutes B. 05-11-2026 CC Minutes - work session Item: 1 3 Minutes City Council Regular Meeting Monday, May 11, 2026, 6:00 PM City Council Chambers 2780 Kelley Parkway, Orono, MN 55356 Acting Mayor Benson called the meeting to order at 6:00 p.m., followed by the Pledge of Allegiance. ROLL CALL Orono City Council members present: Acting Mayor Alisa Benson, City Council Members Steve Persian, Jacqueline Ricks, and Jon Schwingler. Members absent: Mayor Bob Tunheim. Staff present were City Attorney Soren Mattick, City Administrator/Engineer Adam Edwards, and Community Development Director Laura Oakden. PLEDGE OF ALLEGIANCE APPROVAL OF AGENDA CONSENT AGENDA 1. City Council Minutes 2. Claims/Bills 3. Hire Police Chief This item was removed from the Consent Agenda 4. Hire seasonal Employees 5. Compensation Adjustment — Brush Site Attendant 6. Absentee Ballot Board and Election Judges — Resolution 7680 7. Waste Hauler Licenses 8. LA26-000013, 900 Dakota Avenue, Variances — Resolution 7681 9. LA26-000005, 336 Westlake Street, ALS Variance — Resolution 7682 Persian moved, Ricks seconded, to approve the Consent Agenda with Item 3 removed. VOTE: Ayes 4, Nays 0. PUBLIC COMMENTS There were no public comments. Hire Police Chief This item was pulled to highlight the selection process. The process for filling the vacant Police Chief position included advertising the position, application screening, interview panels, physical and psychological evaluations, and reference checks. Ricks moved, Schwingler seconded, to approve the appointment of Chad Stensrud as Orono Police Chief with a start date of May 26. VOTE: Ayes 4, Nays 0. PUBLIC SAFETY REPORT 10. Funding Request from Long Lake — Hwy 12 Access Gate Repairs Page 1 of 2 4 Minutes City Council Regular Meeting Monday, May 11, 2026, 6:00 PM City Council Chambers 2780 Kelley Parkway, Orono, MN 55356 Council reviewed a funding request from the City of Long Lake seeking Orono's contribution of one - ninth of the repair costs, totaling $2,439.33, for an emergency access gate to Highway 12 from Wayzata Boulevard across from Mill Street. Council voted 4-0 to postpone the discussion until the next meeting when the Mayor is present to participate. Persian moved, Schwingler seconded, to postpone the request until the next meeting when the Mayor is present. VOTE: Ayes 4, Nays 0. CITY ADMINISTRATOR/ENGINEER REPORT City Administrator Edwards reported on the process to hire a new Public Works director. CITY ATTORNEY REPORT None MAYOR/COUNCIL REPORT Acting Mayor and Council provided reports. ADJOURNMENT Ricks moved, Schwingler seconded, to adjourn the meeting at 6:30 p.m. to Tuesday, May 26, 2026, at 6:00 p.m. VOTE: Ayes 4, Nays 0. ATTEST: Christine Lusian, City Clerk Alisa Benson, Acting Mayor Minutes approved by Orono City Council May 26, 2025. Meeting videos and transcripts available at oronomn.gov. Page 2 of 2 5 Minutes City Council Work Session Monday, May 11, 2026, 5:00 PM City Council Chambers 12780 Kelley Parkway, Orono, MN 55356 ROLL CALL Council members present: Acting Mayor Alisa Benson, Jacqueline Ricks, Jon Schwingler, Steve Persian. Staff present: City Administrator/Engineer, Police Chief Correy Farniok, Parks Superintendent Joe Ruthenberg, City Clerk Christine Lusian DEER MANAGEMENT The City Council held a work session to review deer management practices in response to deer population and resident concerns. A recent Three Rivers survey counted 287 deer in the city in 2026, although it remains unclear whether that number is considered high or appropriate for the area. Council discussed questions related to the number of resident complaints, including concerns about vegetation damage and deer -related vehicle accidents, as well as how many accidents have occurred overall. They also reviewed current hunting regulations and reporting requirements, noting that hunters report harvested deer by hunting zone rather than by city. Council expressed interest in learning more about how many deer local permit holders are harvesting each year and whether they are taking bucks or does. Current deer management practices include issuing approximately 40 to 60 bow hunting permits annually, requiring hunters to have access to at least five acres of land or a combination of properties totaling that amount, and continuing the Baker hunt, which averages about five deer harvested per year. Council also discussed potential future management options, such as hiring sharpshooters or offering reimbursement incentives to permit holders who harvest does, both of which would involve additional costs. Council directed staff to contact bow hunting permit holders to gather feedback on deer management strategies. ADJOURNMENT Work session ended at 5:39 pm. ATTEST: CITY COUNCIL Christine Lusian, City Clerk Bob Tunheim, Mayor 6 AGENDA ITEM Date: May 26, 2026 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 128203 to 128286 and ACH transactions 20130873 to 20130881 totaling $409,117.41. 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 2026-05-21 7 City of Orono Check Register Check Issue Dates: 5/12/2026 - 5/26/2026 Page: 1 May 21, 2026 07:23AM Check Check Invoice Invoice GLAccount Description Department Invoice Payee Issue Date Number Number Amount JOSHUASCHAUER 05/19/2026 123304 04.2024RE1 101-42110-212 FUELAT TRAIN ING/SCHAUER Police Department 16.17- Total 123304: 16.17- NOVA COMMUNICATIONS INC 05/15/2026 123317 IN-80009186 710-49970-401 PHONE SERVICE 12/23 IT Services 227.28- NOVA COMMUNICATIONS INC 05/15/2026 123317 IN-80009186 710-49970-401 PHONE SERVICE 1/24 IT Services 227.31- NOVA COMMUNICATIONS INC 05/15/2026 123317 IN-80009186 710-49970-401 PHONE SERVICE 2/24 IT Services 227.31- NOVA COMMUNICATIONS INC 05/15/2026 123317 IN-80009186 710-49970-401 PHONE SERVICE 3/24 IT Services 227.31- NOVA COMMUNICATIONS INC 05/15/2026 123317 IN-80009186 710-49970-401 PHONE SERVICE 4/24 IT Services 226.84- Total 123317: 1,136.05- MICHAEL NELSON 05/19/2026 123659 102 CHEVY 999-10015 UB REFUND - 102 CHEVY CHASE DR - NELSON 7.94- Total 123659: 7.94- HUNTER STEIN O5/19/2026 126904 09.2025 REI 101-43000-437 HEALTH CARD Public Works Department 80.00- Total 126904: 80.00- STEVEN DORE 05/20/2026 127037 1-721720-02 999-10015 UB REFUND - 2172 SHADYWOOD RD - DORE 5.70- Total 127037: 5.70- SOUTHVIEW DESIGN 05/20/2026 127118 LA25-000025 101-22205 ESCROW REFUND - LA25-000025 - 1530 ORCHA 700.00- Total 127118: 700.00- INTLEKOFER, KELLIE 05/15/2026 127343 2025 HOLID 101-41300-489 STAFF RECOGNITION EVENT Administration 20.00- Total 127343: 20.00- CENTRAL PENSION FUND SOU 05/12/2026 128203 05.14.26 FU 101-21705 CENTRAL PENSION FUND 05.14.26 2,212.00 Total 128203: 2,212.00 DONALD GERMANSON 05/12/2026 128204 RPS24-0000 101-22205 ESCROW REFUND -RPS24-000031 - 1501 BAY RI 9,000.00 Total 128204: 9,000.00 City of Orono Check Register Page: 2 Check Issue Dates: 5/12/2026 - 5/26/2026 May 21, 2026 07:23AM Check Check Invoice Invoice GLAccount Description Department Payee Issue Date Number Number PREVOLV INC 05/12/2026 128205 561695 101-41900-201 RECEPTION DESK RETURN EXTENSION Central Services PREVOLV INC 05/12/2026 128205 56194 440-48965-530 CITY HALL FURNITURE PROJECT - 1ST HALF DE Total 128205: WOODCRAFT DESIGN BUILD 05/12/2026 128206 RPS24-0000 101-22205 ESCROW REFUND -RPS24-000031 - 1501 BAY RI Total 128206: ABM Equipment & Supply LLC 05/26/2026 128207 INV11620 701-49800-402 TRUCK 701 ANNUAL CRANE INSPECTION Fleet Services ABM Equipment & Supply LLC 05/26/2026 128207 INV11633 701-49800-402 BUCKET TRUCK ANNUAL LIFT INSPECTION Fleet Services Total 128207: ARVU AUTO 05/26/2026 128208 14691 701-49800-402 PD 268 ALIGNMENT Fleet Services Total 128208: AUTOMOTIVE PARTS SOLUTIO 05/26/2026 128209 600163 701-49800-222 PD SQUAD 267 USED TRANSMISSION Fleet Services Total 128209: Awards by Cindy LLC 05/26/2026 128210 5389 101-41900-201 NAME PLATES - PLANNING COMMISSIONER - S Central Services Total 128210 BIFFS INC 05/26/2026 128211 INV297479 101-45200-415 BIFF RENTAL-BEDERWOOD PARK BIFFS INC 05/26/2026 128211 INV297480 101-45200-415 BIFF RENTAL -SUMMIT BEACH BIFFS INC 05/26/2026 128211 INV297481 101-45200-415 BIFF RENTAL-HACKBERRY PARK BIFFS INC 05/26/2026 128211 INV297482 613-49830-415 BIFF RENTAL -GOLF COURSE BIFFS INC 05/26/2026 128211 INV297483 101-45200-415 BIFF RENTAL -CRYSTAL BAY PLAYGROUND BIFFS INC 05/26/2026 128211 INV297484 101-45200-415 BIFF RENTAL-NAVARRE PLAYGROUND BIFFS INC 05/26/2026 128211 INV297485 101-45200-415 BIFF RENTAL-LURTON PARK BIFFS INC 05/26/2026 128211 INV297486 101-43100-415 BIFF RENTAL -BRUSH SITE Total 128211: BOLTON & MENK INC. 05/26/2026 128212 0389218-RE 602-16500 26-017 SEWER METERING FEASIBILITY Parks Parks Parks Golf Course Parks Parks Parks Brush Site Invoice Amount 504.42 22,338.00 1,000.00 1,000.00 1,000.50 95.36 110.35 95.18 55.18 95.36 95.00 75.00 9 City of Orono Check Register Page: 3 Check Issue Dates: 5/12/2026 - 5/26/2026 May 21, 2026 07:23AM Check Check Invoice Invoice GLAccount Payee Issue Date Number Number Total 128212: BRAYDEN SHERMAN 05/26/2026 128213 05.2026 B. S 101-42110-317 Total 128213: BRIDGESTONE GOLF INC 05/26/2026 128214 INV-1003355 613-49830-09E Total 128214 CAMPBELL KNUTSON 05/26/2026 128215 2717-000OG 101-41600-307 CAMPBELL KNUTSON 05/26/2026 128215 2717-000OG 101-41600-307 CAMPBELL KNUTSON 05/26/2026 128215 2717-000OG 101-41600-307 CAMPBELL KNUTSON 05/26/2026 128215 2717-0004G 101-42110-307 CAMPBELL KNUTSON 05/26/2026 128215 2717-0800g 1 101-42400-307 CAMPBELL KNUTSON 05/26/2026 128215 2717-0997G 101-49280-307 CAMPBELL KNUTSON 05/26/2026 128215 2717-0998G 101-49280-307 CAMPBELL KNUTSON 05/26/2026 128215 2717-0999G 101-49280-307 CAMPBELL KNUTSON 05/26/2026 128215 2717-1000G 101-49280-307 CAMPBELL KNUTSON 05/26/2026 128215 2717-1001G 101-49280-307 CAMPBELL KNUTSON 05/26/2026 128215 2717-9998G 101-41600-306 Total 128215: CARDINAL INVESTIGATIONS 05/26/2026 128216 ORONO26-1 101-42110-319 Total 128216: CARGILL INCORPORATED 05/26/2026 128217 2912417861 601-49400-216 Total 128217: CECE'SIGNS INC 05/26/2026 128218 10142 701-49800-222 CECE'SIGNS INC 05/26/2026 128218 10142 701-49800-221 Total 128218: CENTURYLINK 05/26/2026 128219 05.2026 WT 710-49970-321 Description Department Invoice Amount I D.VV K9 SUPPLIES Police Department 102.46 102.46 HATS Golf Course 102.90 102.90 HR/INVESTIGATION MATTER 04/26 Law/Legal Services 1,466.00 FRANCHISE MATTER Law/Legal Services 1,444.00 ADMINISTRATION/GENERAL MATTERS 04/26 Law/Legal Services 4,159.81 POLICE MATTERS 04/26 Police Department 1,254.00 B&Z ASSISTANCE 04/2026 Building & Zoning 380.00 LA26-000014 (200 WOODHILL ROAD) Special Services 110.00 LA26-000006 (2090 SHORELINE DRIVE Special Services 225.97 LA26-000008 (2405 DUNWOODYAVENUE) Special Services 225.97 LA26-000011 (2745 KELLEY PARKWAY) Special Services 82.50 RAS26-000002 (2630 FOX STREET) Special Services 96.02 PROSECUTION SERVICES 04/26 Law/Legal Services 4,127.46 13,571.73 BACKGROUND CHECK - POLICE CHIEF STENSR Police Department 1,040.00 1,040.00 SALT FOR NAVARRE WATER PLANT Water 6,629.27 o,oza.0 GREASE DAILY STICKERS FOR TRUCKS AND E Fleet Services 41.25 GREASE DAILY STICKERS FOR TRUCKS AND E Fleet Services 41.25 82.50 WTP PHONE/INTERNET 5/04/2026-6/03/2026 IT Services 151.15 10 City of Orono Check Register Check Issue Dates: 5/12/2026 - 5/26/2026 Page: 4 May 21, 2026 07:23AM Check Check Invoice Invoice GLAccount Description Department Invoice Payee Issue Date Number Number Amount Total 128219: 151.15 CINTAS CORPORATION 05/26/2026 128220 4267442069 101-45200-226 UNIFORMS - PARKS Parks 17.77 CINTAS CORPORATION 05/26/2026 128220 4267442069 613-49830-226 UNIFORMS - GOLF COURSE Golf Course 17.77 CINTAS CORPORATION 05/26/2026 128220 4267442069 101-43000-226 UNIFORMS - STREETS Public Works Department 65.84 CINTAS CORPORATION 05/26/2026 128220 4267442069 651-49910-226 UNIFORMS - STORM Storm Water 65.83 CINTAS CORPORATION 05/26/2026 128220 4267442069 601-49400-226 UNIFORMS - WATER Water 19.22 CINTAS CORPORATION 05/26/2026 128220 4267442069 602-49450-226 UNIFORMS - SEWER Sewer 19.22 CINTAS CORPORATION 05/26/2026 128220 4267442069 701-49800-226 UNIFORMS - FLEET Fleet Services 30.04 CINTAS CORPORATION 05/26/2026 128220 4267442069 701-49800-221 SHOP TOWELS Fleet Services 24.56 CINTAS CORPORATION 05/26/2026 128220 4267442069 101-43000-404 RUGS- PW Public Works Department 55.00 CINTAS CORPORATION 05/26/2026 128220 4267442069 702-49950-223 MOP/CLEANING TOWELS Facilities Services 27.90 CINTAS CORPORATION 05/26/2026 128220 4268786620 702-49950-404 RUGS -CITY HALL Facilities Services 152.00 CINTAS CORPORATION 05/26/2026 128220 4269537487 702-49950-404 RUGS -CITY HALL Facilities Services 152.00 Total 128220: 647.15 CITY OF BLOOMINGTON 05/26/2026 128221 26464 601-49400-319 WATER BACTI SAMPLES Water 42.00 Total 128221: 42.00 CJS SERVICES 05/26/2026 128222 787 101-43000-405 TASK 99890 TREE REMOVAL Total 128222: CLASSIC CONSTRUCTION & C 05/26/2026 128223 RPS26-0001 101-32510 CLASSIC CONSTRUCTION & C 05/26/2026 128223 RPS26-0001 101-20802 Total 128223: BP REFUND - RBG26-000128 - 123 CHEVY CHAS BP REFUND - RBG26-000128 - 123 CHEVY CHAS Public Works Department COLLINS BROTHERS TOWING 05/26/2026 128224 26-372393 101-42110-436 INVESTIGATIVE TOWING CHARGE/26-3022 Police Department Total 128224: DAHLHEIMER BEVERAGE MON 05/26/2026 128225 2758755 613-49830-094 DAHLHEIMER BEVERAGE MON 05/26/2026 128225 2758755 613-49830-093 DAHLHEIMER BEVERAGE MON 05/26/2026 128225 2758755 613-49830-091 DAHLHEIMER BEVERAGE MON 05/26/2026 128225 2758755 613-49830-091 DAHLHEIMER BEVERAGE MON 05/26/2026 128225 2771243 613-49830-091 1,800.00 1,800.00 542.15 15.75 557.90 691.00 WATER Golf Course 25.00 SNACKS Golf Course 68.40 SNACKS Golf Course 87.00 BEER Golf Course 57.60 BEER Golf Course 271.10 11 City of Orono Check Register Page: 5 Check Issue Dates: 5/12/2026 - 5/26/2026 May 21, 2026 07:23AM Payee Check Issue Date Check Number Invoice Number Invoice GLAccount DAHLHEIMER BEVERAGE MON 05/26/2026 128225 2771243 613-49830-094 Total 128225: DAVID OR BETH NYGAARD 05/26/2026 128226 2-713001-03 999-10015 Total 128226: DELANO CARQUEST 05/26/2026 128227 6829-336621 602-49450-222 Total 128227: ECM PUBLISHERS INC 05/26/2026 128228 1093946 101-42400-319 ECM PUBLISHERS INC 05/26/2026 128228 1097673 101-42400-319 Total 128228: EUGENE DOBKIN 05/26/2026 128229 RPS24-0000 101-22205 Total 128229: EVERETT LAW LLC 05/26/2026 128230 687 101-42110-319 Total 128230: FACTORY MOTOR PARTS 05/26/2026 128231 1-11722467 701-49800-222 FACTORY MOTOR PARTS 05/26/2026 128231 1-11722467 701-49800-213 FACTORY MOTOR PARTS 05/26/2026 128231 1-11725054 701-49800-222 FACTORY MOTOR PARTS 05/26/2026 128231 231-042412 701-49800-222 FACTORY MOTOR PARTS 05/26/2026 128231 70-620725 701-49800-215 FACTORY MOTOR PARTS 05/26/2026 128231 70-620917 602-49450-221 FACTORY MOTOR PARTS 05/26/2026 128231 70-621039 613-49830-221 FACTORY MOTOR PARTS 05/26/2026 128231 70-621105 701-49800-221 FACTORY MOTOR PARTS 05/26/2026 128231 70-621142 602-49450-222 FACTORY MOTOR PARTS 05/26/2026 128231 70-621405 701-49800-222 Total 128231: FAUL PSYCHOLOGICAL 05/26/2026 128232 2725 101-42110-319 Description Department Invoice Amount WATER Golf Course 59.60 568.70 UB REFUND -1300 SPRUCE PL - NYGAARD 99.18 99.18 GENERATOR 856 BRAKES Sewer 182.90 182.90 PLANNING COMMISSION PUBLIC HEARING APR Building & Zoning 121.13 PLANNING COMMISSION PUBLIC HEARING MAY Building & Zoning 127.50 248.63 ESCROW REFUND -RPS24-000003 - 1380 REST 1,000.00 1,000.00 OPD EXTERNAL INVESTIGATION Police Department 1,291.00 PD SQUAD 267 TRANSSMISSION REPLACEMEN Fleet Services 68.34 PD SQUAD 267 TRANSSMISSION REPLACEMEN Fleet Services 383.00 PD 267 PARTS Fleet Services 109.51 PD 267 TRANSMISSION REPLACEMENT CLEAN Fleet Services 12.38 OILABSORBENT MATS Fleet Services 171.69 TRAILER BRAKE AWAY BRAKE BATTERY Sewer 17.00 GOLF COURSE SPRAYER ENGINE PARTS Golf Course 7.14 TRAILER BREAK AWAY BATTERY Fleet Services 17.00 TRAILER BREAK AWAY BATTERY CORE CREDIT Sewer 2.00- PD 267 PARTS REAR MAIN SEAL Fleet Services 103.36 887.42 PSYCH TESTING - STENSRUD Police Department 1,350.00 12 City of Orono Check Register Page: 6 Check Issue Dates: 5/12/2026 - 5/26/2026 May 21, 2026 07:23AM Check Check Invoice Invoice GLAccount Payee Issue Date Number Number Total 128232 GENUINE PARTS COMPANY/NA 05/26/2026 128233 643947 701-49800-222 GENUINE PARTS COMPANY/NA 05/26/2026 128233 644027 701-49800-222 GENUINE PARTS COMPANY/NA 05/26/2026 128233 649675 701-49800-221 GENUINE PARTS COMPANY/NA 05/26/2026 128233 649701 701-49800-221 Total 128233: GOPHERACE 05/26/2026 128234 028974/1 701-49800-240 GOPHERACE 05/26/2026 128234 029056/1 602-49450-227 GOPHERACE 05/26/2026 128234 029056/1 601-49400-227 GOPHERACE 05/26/2026 128234 029076/1 701-49800-221 GOPHERACE 05/26/2026 128234 029130/1 101-45200-221 GOPHERACE 05/26/2026 128234 28987/1 702-49950-223 GOPHERACE 05/26/2026 128234 29124/1 101-45200-221 Total 128234: GRANICUS LLC 05/26/2026 128235 230006 614-49840-329 Total 128235: HAWKINS INC 05/26/2026 128236 7423639 601-49400-216 Total 128236: HENNEPIN COUNTY ACCOUNT 05/26/2026 128237 1000267441 101-42110-414 HENNEPIN COUNTY ACCOUNT 05/26/2026 128237 1000267456 601-49400-414 HENNEPIN COUNTY ACCOUNT 05/26/2026 128237 1000267456 602-49450-414 HENNEPIN COUNTY ACCOUNT 05/26/2026 128237 1000267456 101-43000-414 HENNEPIN COUNTY ACCOUNT 05/26/2026 128237 1000267456 651-49910-414 HENNEPIN COUNTY ACCOUNT 05/26/2026 128237 1000268271 101-41600-309 Total 128237: HOTSY MINNESOTA 05/26/2026 128238 29163 405-48500-580 Description PART RETURNED Fleet Services PART REFUND Fleet Services PONTOON PARTS Fleet Services PONTOON PARTS Fleet Services Department Invoice Amount MECHANICS TOOLS - SCRAPER Fleet Services SPLIT DISTRIBUTION Sewer SPLIT DISTRIBUTION Water GOLF COURSE SPRAYER TIE DOWNS Fleet Services HARDWARE - CABLE TIE Parks DOOR HARDWARE Facilities Services NUTS & BOLTS Parks STREAMING LICENSE AND AGENDA MGMT 05/0 Cable Franchise CHLORINE TANKS FOR WATER PLANTS PD RADIO AND MDC LEASE PW RADIO LEASE 4/2026 PW RADIO LEASE 4/2026 PW RADIO LEASE 4/2026 PW RADIO LEASE 4/2026 JAIL CHARGES/ALL CITIES Water Police Department Water Sewer Public Works Department Storm Water Law/Legal Services CAPITAL BUILD HOTSY PRESSURE WASHER Imp Eqpt Outlay 1,350.00 49.98 49.98- 36.56 88.31 b.99 161.82 161.82 27.99 11.99 9.99 3U, 3 (b.39 �111xalj 3,388.40 82.44 82.45 82.44 82.45 4,160.18 INJUIR NT11! 13 City of Orono Check Register Check Issue Dates: 5/12/2026 - 5/26/2026 Page: 7 May 21, 2026 07:23AM Check Check Invoice Invoice GLAccount Description Department Invoice Payee Issue Date Number Number Amount Total 128238: 13,180.84 HUNTER STEIN 05/26/2026 128239 09.2025 REI 101-43000-437 HEALTH CARD Public Works Department 80.00 Total 128239: 80.00 JASON HOLM 05/26/2026 128240 05.2062 LIC 101-43000-441 CDL LICENCE RENEWAL Public Works Department 60.00 Total 128240: 60.00 JOHN KRAEMER & SONS 05/26/2026 128241 RPS25-0000 101-22205 ESCROW REFUND -RPS25-000008 -740 WILLOW 10,000.00 Total 128241: 10,000.00 JOSHUASCHAUER 05/26/2026 128242 04.2024 REI 101-42110-212 FUELATTRAINING/SCHAUER Police Department 16.17 Total 128242: 16.17 JR'S ADVANCED RECYCLERS 05/26/2026 128243 118005 603-49500-442 SPRING CLEAN UP 2026 Recycling 3,162.15 Total 128243: 3,162.15 LAPOINTE UTILITIES INC 05/26/2026 128244 ROW25-000 101-22205 ESCROW REFUND-RROW25-000010 - 559 PARK 1,500.00 LAPOINTE UTILITIES INC 05/26/2026 128244 ROW25-000 101-22205 ESCROW REFUND-RROW25-000022 - 649 MINN 1,500.00 LAPOINTE UTILITIES INC 05/26/2026 128244 ROW25-000 101-22205 ESCROW REFUND-RROW25-000023 - 220 STUB 1,500.00 LAPOINTE UTILITIES INC 05/26/2026 128244 ROW25-000 101-22205 ESCROW REFUND-RROW25-000024 - 3635 LYRI 1,500.00 LAPOINTE UTILITIES INC 05/26/2026 128244 ROW25-000 101-22205 ESCROW REFUND-RROW25-000027 -425 OLD 1,500.00 LAPOINTE UTILITIES INC 05/26/2026 128244 ROW25-000 101-22205 ESCROW REFUND-ROW25-000029 - 2380ABIN 1,500.00 Total 128244: 9,000.00 MANSFIELD OIL COMPANY 05/26/2026 128245 27876054 701-49800-212 UNLEADED GAS - PUBLIC WORKS LOCATION Fleet Services 4,361.77 MANSFIELD OIL COMPANY 05/26/2026 128245 27911645 701-49800-212 UNLEADED GAS - PUBLIC WORKS LOCATION Fleet Services 3,891.67 MANSFIELD OIL COMPANY 05/26/2026 128245 27911672 701-49800-212 DIESEL FUEL - PUBLIC WORKS Fleet Services 2,001.58 Total 128245: 10,255.02 MARGARET JIN 05/26/2026 128246 05.2026 M. JI 415-42260-550 TITLE CORRECTION FOR SLFD VEHICLE Fire Capital 23.50 14 City of Orono Check Register Check Issue Dates: 5/12/2026 - 5/26/2026 Page: 8 May 21, 2026 07:23AM Check Check Invoice Invoice GLAccount Description Department Invoice Payee Issue Date Number Number Amount Total 128246: 23.50 MARTIN MARIETTA MATERIALS 05/26/2026 128247 49200630 101-43000-224 HOT PATCH FOR POT HOLES Public Works Department 234.30 Total 128247: 234.30 MARY ERLER/ERLER REVOCAB 05/26/2026 128248 2-534480-00 999-10015 UB REFUND - 3448 NORTH SHORE DR - ERLER 50.00 Total 128248: 50.00 MASTEC INC 05/26/2026 128249 ROW26-000 101-22205 ESCROW REFUND-ROW26-000093 - 950 NORTH 1,500.00 MASTEC INC 05/26/2026 128249 ROW26-000 101-22205 ESCROW REFUND-ROW26-000099 - 1015 NORT 1,500.00 Total 128249: 3,000.00 MASTEC INC 05/26/2026 128250 ROW26-000 101-32510 ROW PERMIT REFUND - ROW26-000093AND 99, 300.00 Total 128250: 300.00 MEB ENTERPRISE INC 05/26/2026 128251 1351 101-43000-224 FILL DIRT(BRUSH SITE) Public Works Department 1,050.00 Total 128251: 1,050.00 MICHAEL NELSON 05/26/2026 128252 102 CHEVY 999-10015 UB REFUND - 102 CHEVY CHASE DR - NELSON 7.94 Total 128252: 7.94 MIDCONTINENT COMMUNICTIO 05/26/2026 128253 ROW25-000 101-22205 ESCROW REFUND-ROW25-000048 - WATERTO 1,450.00 Total 128253: 1,450.00 MN - LEAP 05/26/2026 128254 00611 101-42110-437 TRAINING HEATHER RUSSETH Police Department 75.00 MN - LEAP 05/26/2026 128254 00623 101-42110-437 TRAINING MCGREGOR Police Department 75.00 Total 128254: 150.00 MURPHY, COOPER MICHAEL 05/26/2026 128255 05.2026 CO 101-42110-319 ALCOHOL COMPLIANCE CHECKS/2026 MURPHY Police Department 100.00 15 City of Orono Check Register Check Issue Dates: 5/12/2026 - 5/26/2026 Page: 9 May 21, 2026 07:23AM Check Check Invoice Invoice GLAccount Description Department Invoice Payee Issue Date Number Number Amount Total 128255: 100.00 NAVARRE HARDWARE 05/26/2026 128256 352845 101-45200-221 MISC HARDWARE Parks 15.69 Total 128256: 15.69 NOVA TECHNOLOGIES 05/26/2026 128257 179849 710-49970-401 PHONE SUPPORT - PHONE SCRIPT CHANGE IT Services 95.00 NOVA TECHNOLOGIES 05/26/2026 128257 CHECK#123 710-38400 2024 PHONE SERVICE CREDIT 1,136.05- NOVA TECHNOLOGIES 05/26/2026 128257 IN-80009186 710-49970-401 PHONE SERVICE 12/23 IT Services 227.28 NOVA TECHNOLOGIES 05/26/2026 128257 IN-80009186 710-49970-401 PHONE SERVICE 1/24 IT Services 227.31 NOVA TECHNOLOGIES 05/26/2026 128257 IN-80009186 710-49970-401 PHONE SERVICE 2/24 IT Services 227.31 NOVA TECHNOLOGIES 05/26/2026 128257 IN-80009186 710-49970-401 PHONE SERVICE 3/24 IT Services 227.31 NOVA TECHNOLOGIES 05/26/2026 128257 IN-80009186 710-49970-401 PHONE SERVICE 4/24 IT Services 226.84 Total 128257: 95.00 Omann Brothers Paving Inc 05/26/2026 128258 19375 101-43000-224 PATCHING Public Works Department 360.90 Total 128258: 360.90 O'REILLYAUTO ENTERPRISES 05/26/2026 128259 2462-246388 701-49800-222 PD 267 DRIVESHAFT Fleet Services 1,005.15 Total 128259: 1,005.15 PINE PRODUCTS INC 05/26/2026 128260 151057 101-43000-405 CHIP BRUSH SITE Public Works Department 15,550.00 Total 128260: 15,550.00 PUMP AND METER SERVICE IN 05/26/2026 128261 1033985 701-49800-402 VEHICLE HOIST REPAIRS Fleet Services 115.00 Total 128261: 115.00 QUALITY COUNTS 05/26/2026 128262 175632-1 101-43170-304 TRAFFIC COUNTS Engineering 1,750.00 Total 128262: 1,750.00 QUALITY FLOW SYSTEMS INC 05/26/2026 128263 509.82 601-16500 VALVES & ACTUATORS FOR PLANT UPDATE 67,880.00 QUALITY FLOW SYSTEMS INC 05/26/2026 128263 509.82 601-49400-405 SPARE ACTUATORS FOR WATER PLANT Water 7,110.00 QUALITY FLOW SYSTEMS INC 05/26/2026 128263 51016 602-49450-406 REPAIR PUMP 1 @ LS16 Sewer 4,427.00 16 City of Orono Check Register Page: 10 Check Issue Dates: 5/12/2026 - 5/26/2026 May 21, 2026 07:23AM Check Check Invoice Invoice GLAccount Description Payee Issue Date Number Number QUALITY FLOW SYSTEMS INC 05/26/2026 128263 51058 601-49400-405 NWTP WELL 4 VFD QUALITY FLOW SYSTEMS INC 05/26/2026 128263 51072 601-49400-405 UPS N.WTP Total 128263: READY WATT ELECTRIC 05/26/2026 128264 2218685 101-42110-403 SIREN #1 REPAIR Total 128264: ROBERT ARONE 05/26/2026 128265 LA26-000004 101-22205 ESCROW REFUND-LA26-000004 - 3590 NORTH Total 128265: RONALD OR JENNIFER PIEPER 05/26/2026 128266 2-808250-01 999-10015 UB REFUND - 825 WILLOW DR - PIEPER Total 128266: RYAN AUTO MALL 05/26/2026 128267 280904 701-49800-222 PD 267 PARTS RYAN AUTO MALL 05/26/2026 128267 280929 701-49800-222 PD 267 PARTS Total 128267: SHERWIN WILLIAMS 05/26/2026 128268 2288014817 101-45200-221 PAINT SUPPLIES SHERWIN WILLIAMS 05/26/2026 128268 8010714773 101-45200-221 PAINT SUPPLIES Total 128268: SiteOne Landscape Supply LLC 05/26/2026 128269 166015376-0 101-45200-221 IRRIGATION PARTS Total 128269: SOUTHVIEW DESIGN 05/26/2026 128270 LA25-000025 101-22205 ESCROW REFUND - LA25-000025 - 1530 ORCHA Total 128270: STEVEN DORE 05/26/2026 128271 1-721720-02 999-10015 UB REFUND - 2172 SHADYWOOD RD - DORE Total128271: STREICHER'S 05/26/2026 128272 11825625 101-42110-226 UNIFORMS/NEW HIRE WHITFIELD Department Invoice Amount Water 21,880.00 Water 1,250.00 102,547.00 Police Department 1,302.50 700.00 700.00 8.02 8.02 Fleet Services 95.25 Fleet Services 74.31 169.56 Parks 39.94 Parks 39.34 79.28 Parks 103.61 103.61 Police Department 1,896.98 17 City of Orono Check Register Page: 11 Check Issue Dates: 5/12/2026 - 5/26/2026 May 21, 2026 07:23AM Check Check Invoice Invoice GLAccount Description Department Payee Issue Date Number Number STREICHER'S 05/26/2026 128272 11825729 101-42110-226 UNIFORMS/NEW HIRE STENSRUD Police Department STREICHER'S 05/26/2026 128272 11827565 101-42110-226 UNIFORMS/FOURNIER Police Department Total 128272: TERMINAL SUPPLY CO 05/26/2026 128273 21008-00 701-49800-215 EQUIPMENT PARTS HYDRAULIC FITTINGS Fleet Services TERMINAL SUPPLY CO 05/26/2026 128273 21008-01 701-49800-215 HYDRAULIC FITTINGS Fleet Services Total 128273: TIMESAVER OFF SITE SECRET 05/26/2026 128274 32353 101-45200-319 PARK COMMISSION MINUTES 5/5/2026 TIMESAVER OFF SITE SECRET 05/26/2026 128274 32355 101-41110-319 CITY COUNCIL MINUTES 5/11/2026 Total 128274: TOM OR THERESA GREGORY 05/26/2026 128275 1-738770-00 999-10015 UB REFUND - 3877 SHORELINE DR - GREGORY Total 128275: TONY WITTKE 05/26/2026 128276 05.2026 T. W 101-42110-226 UNIFORM/WITTKE DC Total 128276: U.S. AutoForce 05/26/2026 128277 INVO016630 701-49800-222 PD CHARGER 268 TIRES Total 128277: US Bank Equipment Finance 05/26/2026 128278 582200572 710-49970-413 COPIERS - 0512026 Total 128278: VERIZON WIRELESS 05/26/2026 128279 6143261824 710-49970-321 ARLO CAMERA- OPW VERIZON WIRELESS 05/26/2026 128279 6143261824 710-49970-321 ARLO CAMERAS - LURTON DOG PARK VERIZON WIRELESS 05/26/2026 128279 6143261824 710-49970-321 ARLO CAMERAS - BRUSH SITE VERIZON WIRELESS 05/26/2026 128279 6143261824 101-42110-321 ARLO CAMERAS - PD VERIZON WIRELESS 05/26/2026 128279 6143261824 710-49970-321 ARLO CAMERAS - SPARE Total 128279: VERSATILE VEHICLES INC 05/26/2026 128280 159959 613-49830-415 GOLF CART RENTALS Parks Mayor & Council Police Department Fleet Services IT Services IT Services IT Services IT Services Police Department IT Services Golf Course Invoice Amount 582.89 70.00 73.29 261.00 178.00 439.00 431.74 431.74 79.93 79.93 576.00 576.00 1,425.99 1,425.99 80.02 80.02 80.02 40.01 5,575.58 18 City of Orono Check Register Check Issue Dates: 5/12/2026 - 5/26/2026 Page: 12 May 21, 2026 07:23AM Check Check Invoice Invoice GLAccount Description Department Invoice Payee Issue Date Number Number Amount Total 128280: 5,575.58 WASTE MANAGEMENT 05/26/2026 128281 8248411-159 603-49500-442 SPRING CLEAN UP Recycling 830.44 WASTE MANAGEMENT 05/26/2026 128281 8248412-159 603-49500-442 SPRING CLEAN UP Recycling 3,000.00 Total 128281: 3,830.44 WHCEA 05/26/2026 128282 3503302715 101-43100-381 BRUSH SITE 4/01/26-05/01/26 Brush Site 31.72 WHCEA 05/26/2026 128282 3503302715 613-49830-381 GC SECURITY TO 06/30/2026 Golf Course 43.30 WHCEA 05/26/2026 128282 3503302715 101-43000-381 ELECTRICAL SERVICE 4/01/26-05/01/26 Public Works Department 173.31 Total 128282: 248.33 WILDTHREADS 05/26/2026 128283 30887 101-41300-489 EMPLOYEE CLOTHING/GEAR Administration 790.00 WILDTHREADS 05/26/2026 128283 30888 101-41300-489 EMPLOYEE CLOTHING/GEAR Administration 1,109.00 WILDTHREADS 05/26/2026 128283 30888 101-19999 EMPLOYEE CLOTHING/GEAR 63.00 Total 128283: 1,962.00 WITTKE, NOAH 05/26/2026 128284 05.2026 CO 101-42110-319 ALCOHOL COMPLIANCE CHECKS/2026 WITTKE Police Department 100.00 Total 128284: 100.00 WOODDALE HOMES LLC 05/26/2026 128285 1-132330-01 999-10015 UB REFUND -3233 CASCO CIRCLE - WOODDALE 187.09 Total 128285: 187.09 ZUMBRO TOOLS 05/26/2026 128286 0504262802 701-49800-240 MECHANIC TOOL Fleet Services 507.10 ZUMBRO TOOLS 05/26/2026 128286 05112628264 701-49800-240 MECHANICS TOOLS Fleet Services 10.75 ZUMBRO TOOLS 05/26/2026 128286 0518262854 701-49800-240 MECHANICS TOOLS Fleet Services 51.75 Total 128286: 569.60 AMAZON CAPITAL SERVICE 05/12/2026 20130865 1 H43-YVQC- 613-49830-221 GRILL KNOBS Golf Course 22.99- AMAZON CAPITAL SERVICE 05/12/2026 20130865 1 HHN-R16L- 101-41900-201 PENS Central Services 11.64- AMAZON CAPITAL SERVICE 05/12/2026 20130865 1 HHN-R16L- 101-41900-201 PENS Central Services 11.60- AMAZON CAPITAL SERVICE 05/12/2026 20130865 1HHN-R16L- 101-41900-201 ADHESIVE WHITE BOARD Central Services 31.99- AMAZON CAPITAL SERVICE 05/12/2026 20130865 1HHN-R16L- 101-41900-201 NOTEBOOKS Central Services 15.51- AMAZON CAPITAL SERVICE 05/12/2026 20130865 1 HHN-R16L- 101-41900-201 SALT-BREAKROOM Central Services 13.00- 19 City of Orono Check Register Check Issue Dates: 5/12/2026 - 5/26/2026 Page: 13 May 21, 2026 07:23AM Check Check Invoice Invoice GLAccount Description Department Invoice Payee Issue Date Number Number Amount AMAZON CAPITAL SERVICE 05/12/2026 20130865 1J9H-QKJT- 710-49970-221 MONITORS - FINANCE IT Services 299.98- AMAZON CAPITAL SERVICE 05/12/2026 20130865 1J9H-QKJT- 710-49970-221 CABLE CHANNELS AND EXTENDERS IT Services 102.14- AMAZON CAPITAL SERVICE 05/12/2026 20130865 1J9H-QKJT- 710-49970-221 IPAD CABLES - PW IT Services 19.97- AMAZON CAPITAL SERVICE 05/12/2026 20130865 1J9H-QKJT- 101-41900-201 PENS Central Services 13.50- AMAZON CAPITAL SERVICE 05/12/2026 20130865 1J9H-QKJT- 601-49400-227 USB-C CORD Water 6.71- AMAZON CAPITAL SERVICE 05/12/2026 20130865 1KN4-Y9KN- 701-49800-215 SUPPLIES FOR VEHICLE LIFT ADAPTERS Fleet Services 132.99- AMAZON CAPITAL SERVICE 05/12/2026 20130865 1 KN4-Y9KN- 701-49800-221 EQUIPMENT PARTS Fleet Services 27.38- AMAZON CAPITAL SERVICE 05/12/2026 20130865 1XW9-H9T4- 601-49400-201 SCISSORS Water 8.91- Total 20130865: 718.31- AMAZON CAPITAL SERVICE 05/12/2026 20130873 1 GVD-N6V4- 710-49970-221 OUTLET POWER STRIP IT Services 37.98- AMAZON CAPITAL SERVICE 05/12/2026 20130873 1 H43-YVQC- 613-49830-221 GRILL KNOBS Golf Course 22.99 AMAZON CAPITAL SERVICE 05/12/2026 20130873 1HHN-R16L- 101-41900-201 PENS Central Services 11.64 AMAZON CAPITAL SERVICE 05/12/2026 20130873 1HHN-R16L- 101-41900-201 PENS Central Services 11.60 AMAZON CAPITAL SERVICE 05/12/2026 20130873 1HHN-R16L- 101-41900-201 ADHESIVE WHITE BOARD Central Services 31.99 AMAZON CAPITAL SERVICE 05/12/2026 20130873 1 HHN-R16L- 101-41900-201 NOTEBOOKS Central Services 15.51 AMAZON CAPITAL SERVICE 05/12/2026 20130873 1 HHN-R16L- 101-41900-201 SALT-BREAKROOM Central Services 13.00 AMAZON CAPITAL SERVICE 05/12/2026 20130873 1J9H-QKJT- 710-49970-221 MONITORS - FINANCE IT Services 299.98 AMAZON CAPITAL SERVICE 05/12/2026 20130873 1J9H-QKJT- 710-49970-221 CABLE CHANNELS AND EXTENDERS IT Services 102.14 AMAZON CAPITAL SERVICE 05/12/2026 20130873 1J9H-QKJT- 710-49970-221 IPAD CABLES - PW IT Services 19.97 AMAZON CAPITAL SERVICE 05/12/2026 20130873 1J9H-QKJT- 101-41900-201 PENS Central Services 13.50 AMAZON CAPITAL SERVICE 05/12/2026 20130873 1J9H-QKJT- 601-49400-227 USB-C CORD Water 6.71 AMAZON CAPITAL SERVICE 05/12/2026 20130873 1KN4-Y9KN- 701-49800-215 SUPPLIES FOR VEHICLE LIFT ADAPTERS Fleet Services 132.99 AMAZON CAPITAL SERVICE 05/12/2026 20130873 1 KN4-Y9KN- 701-49800-221 EQUIPMENT PARTS Fleet Services 27.38 AMAZON CAPITAL SERVICE 05/12/2026 20130873 1XW9-H9T4- 601-49400-201 SCISSORS Water 8.91 Total 20130873: 680.33 MEDSURETY LLC 05/12/2026 20130874 4.3.26-5.10.2 101-21719 4.3.26-5.10.26 MFSA FUNDS 117.78 Total 20130874: 117.78 AMAZON CAPITAL SERVICE 05/26/2026 20130875 11 JC-6FC6-3 710-49970-221 PRESENTATION PROJECTOR FOR PD IT Services 84.95 AMAZON CAPITAL SERVICE 05/26/2026 20130875 11 JC-6FC6-3 710-49970-221 MONITOR SCREEN FILTER (DAVE) IT Services 71.66 AMAZON CAPITAL SERVICE 05/26/2026 20130875 13WN-PXNF- 701-49800-222 SMALL EQUIPMENT PARTS Fleet Services 113.15 AMAZON CAPITAL SERVICE 05/26/2026 20130875 13WN-PXNF- 701-49800-240 MECHANICS TOOLS / CORDLESS DIE GRINDER Fleet Services 342.11 AMAZON CAPITAL SERVICE 05/26/2026 20130875 13WN-PXNF- 701-49800-226 PPE- WELDING HELMET Fleet Services 46.58 AMAZON CAPITAL SERVICE 05/26/2026 20130875 14WX-YKRK 101-42110-228 UOF/MCCOY Police Department 29.78 AMAZON CAPITAL SERVICE 05/26/2026 20130875 14WX-YKRK 101-42110-439 MEETING SUPPLIES Police Department 71.88 20 City of Orono Check Register Check Issue Dates: 5/12/2026 - 5/26/2026 Page: 14 May 21, 2026 07:23AM Check Check Invoice Invoice GLAccount Description Department Invoice Payee Issue Date Number Number Amount AMAZON CAPITAL SERVICE 05/26/2026 20130875 14WX-YKRK 710-49970-221 IPAD CABLES - PW IT Services 29.98 AMAZON CAPITAL SERVICE 05/26/2026 20130875 14WX-YKRK 101-43000-240 CHAIN SAW CHAIN Public Works Department 35.92 AMAZON CAPITAL SERVICE 05/26/2026 20130875 16RR-CHTJ- 702-49950-221 PD VACUUM CLEANER PARTS Facilities Services 21.98 AMAZON CAPITAL SERVICE 05/26/2026 20130875 16RR-CHTJ- 613-49830-225 GC FLAG POLE Golf Course 142.49 AMAZON CAPITAL SERVICE 05/26/2026 20130875 16RR-CHTJ- 101-45200-221 PROMOTIONAL DISCOUNT Parks 1.10- AMAZON CAPITAL SERVICE 05/26/2026 20130875 1G9C-KJR3- 651-49910-201 LENS WIPES Storm Water 17.99 AMAZON CAPITAL SERVICE 05/26/2026 20130875 1MYN-KMLK 101-41300-489 EMPLOYEE RECOGNITION WATCH Administration 330.88 AMAZON CAPITAL SERVICE 05/26/2026 20130875 1NGL-XMM1 601-49400-227 SEWER JETTING SUPPLIES Water 243.02 Total 20130875: 1,581.27 INNOVO BENEFITSADMINISTR 05/26/2026 20130876 1629726 101-15998 HEALTH INSURANCE - 06.2026 AJ 730.68 INNOVO BENEFITS ADMINISTR 05/26/2026 20130876 1629726 101-15998 HEALTH INSURANCE - 06.2026 DG 2,148.02 INNOVO BENEFITS ADMINISTR 05/26/2026 20130876 1629726 101-42110-135 HEALTH INSURANCE - 06.2026-DM Police Department 730.68 INNOVO BENEFITS ADMINISTR 05/26/2026 20130876 1629726 101-42110-135 HEALTH INSURANCE - 06.2026-JW Police Department 730.68 INNOVO BENEFITS ADMINISTR 05/26/2026 20130876 1629726 601-49400-135 HEALTH INSURANCE - 06.2026-SO Water 730.68 INNOVO BENEFITS ADMINISTR 05/26/2026 20130876 1629726 101-21706 HEALTH INSURANCE - 06.2026 78,411.64 Total 20130876: 83,482.38 JOHNSON CONTROLS FIRE PR 05/26/2026 20130877 54021208 702-49950-404 FIRE SUPPRESSION SYSTEM REPAIRS Facilities Services 4,639.24 Total 20130877: 4,639.24 LOGIS-WIRE 05/26/2026 20130878 153935 710-49970-311 NETWORK SERVICES - 04/30/26 - HEALTH CHEC IT Services 626.66 LOGIS-WIRE 05/26/2026 20130878 153979 710-49970-416 LIQUID FILES RENEWAL 6/23/26-6/23/27 IT Services 249.00 LOGIS-WIRE 05/26/2026 20130878 153979 710-49970-416 MICROSOFT365 LICENSING IT Services 869.46 LOGIS-WIRE 05/26/2026 20130878 153979 710-49970-319 LOCATES IT Services 314.47 LOGIS-WIRE 05/26/2026 20130878 154012 710-49970-311 HOSTED BACKUPS IT Services 1,531.00 LOGIS-WIRE 05/26/2026 20130878 154012 710-49970-311 HOSTED COMPLIANCE ARCHIVE IT Services 615.00 LOGIS-WIRE 05/26/2026 20130878 154012 710-49970-311 HOSTED SERVER - OR-AD01 IT Services 112.00 LOGIS-WIRE 05/26/2026 20130878 154012 710-49970-311 HOSTED SERVER - OR-AD02 IT Services 111.00 LOGIS-WIRE 05/26/2026 20130878 154012 710-49970-311 HOSTED SERVER - OR-APPS1 IT Services 158.00 LOGIS-WIRE 05/26/2026 20130878 154012 710-49970-311 HOSTED SERVER - OR-APPS2 IT Services 817.00 LOGIS-WIRE 05/26/2026 20130878 154012 710-49970-311 HOSTED SERVER - OR-FS1 IT Services 1,457.00 LOGIS-WIRE 05/26/2026 20130878 154012 710-49970-311 HOSTED SERVER - OR-MAIL01 IT Services 239.00 LOGIS-WIRE 05/26/2026 20130878 154012 710-49970-311 HOSTED SERVER - OR -UTILITY IT Services 165.00 LOGIS-WIRE 05/26/2026 20130878 154012 710-49970-311 HOSTED SERVER - OR-WATCHGUARD IT Services 1,623.00 LOGIS-WIRE 05/26/2026 20130878 154012 710-49970-311 HOSTED SERVER - RELAY IT Services 110.00 LOGIS-WIRE 05/26/2026 20130878 154012 710-49970-311 HOSTED WIRELESS NETWORK MGMT IT Services 221.00 21 City of Orono Check Register Page: 15 Check Issue Dates: 5/12/2026 - 5/26/2026 May 21, 2026 07:23AM Payee Check Issue Date Check Number Invoice Number Invoice GLAccount Description Total 20130878: MEDSURETY LLC 05/26/2026 20130879 05.20.26 DC 101-21719 DCAP FUNDS-INTLEKOFER MEDSURETY LLC 05/26/2026 20130879 4.10.26-5.17. 101-21719 4.10.26-5.17.26 MFSA FUNDS Total 20130879: METROPOLITAN COUNCIL- SAC 05/26/2026 20130880 04.2026 SAC 101-20809 SAC 04/2026 METROPOLITAN COUNCIL- SAC 05/26/2026 20130880 04.2026 SAC 602-39610 SAC 04.2026 DISCOUNT Total 20130880: MN DEPT OF REVENUE -WIRE 05/26/2026 20130881 04.2026 Sale 601-39610 WATER METER SALES MN DEPT OF REVENUE -WIRE 05/26/2026 20130881 04.2026 Sale 601-20806 WATER TAXABLE SALES MN DEPT OF REVENUE -WIRE 05/26/2026 20130881 04.2026 Sale 613-37910 GREEN FEES MN DEPT OF REVENUE -WIRE 05/26/2026 20130881 04.2026 Sale 613-37920 GOLF CART RENTAL MN DEPT OF REVENUE -WIRE 05/26/2026 20130881 04.2026 Sale 613-37930 ALCOHOL/BEER MN DEPT OF REVENUE -WIRE 05/26/2026 20130881 04.2026 Sale 613-37935 POP MN DEPT OF REVENUE -WIRE 05/26/2026 20130881 04.2026 Sale 613-37940 CONCESSIONS - SALES TAX MN DEPT OF REVENUE -WIRE 05/26/2026 20130881 04.2026 Sale 613-37970 PRO SHOP SALES - SALES TAX MN DEPT OF REVENUE -WIRE 05/26/2026 20130881 04.2026 Sale 101-39610 CREDIT - WRITE OFF Total 20130881: Grand Totals: Department Invoice Amount 312.50 7,455.00 7,380.45 731.00 1,977.00 439.00 126.00 11.00 70.00 9.00 3,744.00 409,117.41 22 AGENDA ITEM Date: May 26, 2026 Title: Waste Hauler License Presenter: Christine Lusian, City Clerk Section: Consent Agenda Purpose: The purpose of this action item is to approve licenses for waste haulers. 2. License Applicant(s): • Randy's Sanitation (A Republic Services Company) WH26-000003 Item: 3 The above company has submitted a waste hauler license application that generally complies with city code requirements. Their medium -to -large cart size differential does not fully meet the required pricing threshold, but the hauler's staff is actively working to revise and refile their rate structure and is expected to achieve full compliance this week. City approval and establishment information will be shared with the county/state and the licenses will authorize solid waste collection through May 31, 2027. Background: City code requires all solid waste haulers to be licensed. The annual license renewal process for haulers begins each April ahead of the May 31 license expiration date. Licensed haulers are authorized to provide collection services including trash, recycling, yard waste, compostable organics, bulky items, etc. Haulers must file their rates and fees annually with the City and provide a detailed breakdown of charges, including base collection fees, cart rental, taxes, environmental fees, fuel surcharges, and any other applicable costs. The City requires volume -based pricing to encourage waste reduction consistent with county funding objectives. Pricing must reflect at least a 25% difference between adjacent cart sizes and minimum 50% difference between smallest and largest cart. Any rate increases must be communicated in writing to both customers and the City at least 60 days in advance. Haulers may offer lower rates without notice (promotional, introductory, or discounted pricing below the rates filed with the city). Some haulers include three months of service per invoice and other haulers include two months of service per invoice. Some haulers charge additional fees, such as extra bags, fuel surcharge, late fee, paper invoice fee, holiday tree pickup, bulky item pickup, etc. The City uses three different service models for residential recycle, organics, and trash: • Recycling collection service is an organized system where the city contracts with one hauler to coordinate services and pricing on behalf of residents and the service operates like a utility. • Organics drop off sites are free for residents for food waste; hauling and pricing is 23 coordinated by the city with one hauler. The brush site is also available for residents to drop off yard waste and is managed by the Public Works department. • Trash collection service is a regulated open -collection system and residents can choose and contract privately with a licensed hauler. Services generally available by haulers include curbside collection of trash, yardwaste, holiday trees, as well as bulk pickups, and roll -off dumpsters. Residential trash costs are subject to 9.75% Minnesota Solid Waste Management Tax (SWM) and 15.5% Hennepin County Solid Waste Management Fee (17% and 21.5% for non-residential). Separated recyclable materials (compostable organics, yard waste, and single -sort glass, paper, plastics, metals) are not subject to the added state and county SWM taxes and fees. 3. Staff Recommendation: Staff recommends approval of the waste hauler license listed above for the period of June 1, 2026 to May 31, 2027, contingent upon the hauler submitting revised rates that bring all cart size differentials into full compliance with city code. COUNCIL ACTION REQUESTED Consider a motion to approve the waste hauler license listed above, contingent upon the hauler submitting revised rates that bring all cart size differentials into full compliance with city code. 24 AGENDA ITEM Date: May 26, 2026 Item: 4 Title: Designate Voting Period - Absentee and Early Voting Presenter: Christine Lusian, City Clerk Section: Consent Agenda Purpose: To determine whether the city will institute 46 days or 18 days of in -person absentee voting at City Hall. 2. Background: HF 4240 is an amendment to the absentee voting law that includes requiring the city to "...determine whether the municipality's office will be designated to administer voting under section 20313.081 starting on the 46th day before the election or the 18th day before the election." If the city designates the 18-day voting period authorized under HIT 4240, the primary operational change would eliminate the first 28 days of in -person absentee voting by envelope at city hall, though voters could still return a sealed absentee ballot envelope to city hall or by mail. The other absentee voting methods required under state law would continue using absentee ballot procedures, including: • healthcare facility voting (begins 35 days before election), where election judge teams travel from city hall to facilities to assist residents in absentee voting by envelope; • early voting (begins 18 days before election) at city hall, where voters cast ballots directly into the voting machine tabulator, similar to Election Day voting; and • agent delivery (begins 7 days before election) at city hall, where election judges assist people designated by eligible voters to pick up and return their absentee ballot by envelope on their behalf. The city is not permanently locked into either option and may change the designated voting period for future elections with at least 14-weeks advance notice to the county. Historically, most in - person voting occurs during the final 18 days before Election Day. The attached voter participation history summarizes voting activity from the eight elections held between 2022 and 2025. For regional consistency, the majority of the 12 neighboring cities have or will be designating an 18- day voting period. Staff have shared general absentee voting dates with the community, but have not specifically advertised the in -person voting period at City Hall. Designating the 18-day option at this time would not require correction of prior public communications. Absentee Voting Overview Absentee voting has existed for decades and has continued to evolve over time. Before 2013, voters were generally required to provide a qualifying reason to vote absentee. In 2013, Minnesota enacted no -excuse absentee voting, allowing any eligible voter to vote before Election Day without providing a reason. Absentee voting is the legal term for voting before Election Day and includes voting by mail, military and overseas voting, safe -at-home voting, healthcare facility voting, agent delivery, and in -person voting before Election Day. During the first 28 days of the 46-day absentee voting period, in -person voters use absentee ballot procedures. Ballots are placed 25 into absentee ballot envelopes and reviewed through the absentee ballot board before processing. During the final 18 days before Election Day, voters cast ballots directly into the voting machine/tabulator at the time of voting. 3. Cost: Orono is eligible for a one time funding reimbursement of up to $9,000 from Hennepin County for early -voting -related expenses, including staffing. The expenses for election workers is a budgeted item for 2026 to be expended from the general fund. Designating 18 days of in -person absentee voting at City Hall is anticipated to result in expenses being lower than originally budgeted. 4. Staff Recommendation: Hennepin County has requested municipal voting period designations by June 1 to assist with election administration timelines. Staff recommends the City Council designate the city's voting administration period for 2026 elections under Minnesota Statutes section 203B.081 to begin on the 18th day before the election. COUNCIL ACTION REQUESTED Consider a motion establishing the city's voting administration period to begin on the 18th day before the election. Exhibits A. Voter Participation Trends 26 voter participation 2022-2025 2025 2024 2022 Voting Method/Period ii Average Combined Special General Primary Special General Special Primary Presidential Primary General Primary Election Day Voting 1,123 8,981 484 2,376 604 428 195 854 3,109 931 Absentee Voting (City Hall + County) 802 6,415 373 3,642 121 42 31 108 1,910 188 Absentee Voting (City Hall) 619 4,952 371 2,865 60 23 19 68 1,417 129 In -person Voting - Final 18 Days 485 60% 3,882 25% 295 79% 2,259 62% 49 40% 23 55% 19 61 % 40 37% 1,084 57% 109 58% In -person Voting - First 28 Days 131 16% 1,050 7% 75 20% 596 16% 11 9% 0 0% 0 0% 18 17% 329 17% 20 11% Description: Shows that a higher percentage of in -person absentee voting at City Hall occurs during the final 18 days before the election compared to the first 28 days before the electior Source., Data compiled from Minnesota Statewide Voter Registration System (SVRS) AB Ballot Count Accepted/Rejected" reports retrieved May 75, 2026. 27 AGENDA ITEM Date: May 26, 2026 Item: 5 Title: Personnel Policy Amendments - Resolution 7684 Presenter: Maggie Jin, Finance Director Section: Consent Agenda Purpose: The purpose of this item is to update the City of Orono Personnel Policy Handbook. 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 1.03 and 1.06 - Updated section to reflect updated EEO Policy Statement; • Section 7.08 - Added clause on temporary higher position; • Section 11.02 - Clarify movement in vacation accrual tier movement and also the addition that paid leave will not be earned while under MN Paid Leave until after one year of employment (same time employee is eligible to be covered by FMLA); • Article 19 - Added Alcohol and Cannabis reference to the policy; • Section 22.04 - Added section regarding gender -segregated facilities; • Section 23.02 - Separated employee wellness from recognition events section and clarified employee logo wear credit; • Appendix A. - Changed Management Assistant to Human Resources for responsibility of personnel files; • Appendix D. - Added the Al Policy to Appendix D; • Appendix G. - Updated the flexible work agreement form example. Staff have also edited the formatting of the full document to make it more uniformed. The formatting changes are not reflected within the redlined version. Both the redlined version and clean version of the employee handbook is included with this action item. 3. Staff Recommendation: Staff recommends adopting Resolution 7684 to amend the personnel policy handbook. COUNCIL ACTION REQUESTED Motion to adopt Resolution 7684 amending the personnel policy handbook. Exhibits A. Personnel Policy - Clean Version 05.2026 B. Personnel Policy Redlined Version C. Resolution 7684 - Resolution to Amend the Personnel Policy 28 CITY OF ORONO Personnel Policy 29 Table of Contents Article 1. INTRODUCTION............................................................................................................. 8 Section1.01 Purpose.................................................................................................................... 8 Section1.02 Scope....................................................................................................................... 8 Section 1.03 EEO Policy Statement............................................................................................. 8 Section 1.04 Data Practices Advisory.......................................................................................... 9 Section1.05 Media Requests....................................................................................................... 9 Section 1.06 Personal Communications and Use of Social Media ............................................. 10 Article 2. CITYWIDE WORK RULES AND CODE OF CONDUCT ........................................... 12 Section 2.01 Conduct as a City Employee................................................................................. 12 Section 2.02 Attendance and Absence....................................................................................... 12 Section 2.03 Access to and Use of City Property....................................................................... 13 Section2.04 Appearance............................................................................................................ 13 Section 2.05 Conflict of Interest................................................................................................. 14 Section 2.06 Falsification of Records......................................................................................... 16 Section 2.07 Personal Communications..................................................................................... 16 Section 2.08 Political Activity.................................................................................................... 16 Section2.09 Smoking................................................................................................................. 16 Section2.10 Gifts....................................................................................................................... 16 Article 3. DEFINITIONS ................................................................................................................ 18 Section 3.01 Authorized Hours.................................................................................................. 18 Section3.02 Benefits.................................................................................................................. 18 Section 3.03 Benefit Earning Employees................................................................................... 18 Section3.04 Core Hours............................................................................................................. 18 Section3.05 Demotion............................................................................................................... 18 Section 3.06 Direct Deposit........................................................................................................ 18 Section3.07 Employee............................................................................................................... 18 Section3.08 Exempt Employee................................................................................................. 18 Section 3.09 FICA (Federal Insurance Contributions Act) ........................................................ 18 Section3.10 Fiscal Year............................................................................................................. 18 Section 3.11 Full -Time Employee.............................................................................................. 19 Section 3.12 Hours of Operation "Office Hours"....................................................................... 19 Section 3.13 Management Employee......................................................................................... 19 Page 2 of 167 30 Section 3.14 Non -Exempt Employee.......................................................................................... 19 Section 3.15 Paid -On -Call Firefighter (POC)............................................................................ 19 Section 3.16 Part -Time Employee.............................................................................................. 19 Section3.17 Pay Period.............................................................................................................. 19 Section 3.18 PERA (Public Employees Retirement Association) .............................................. 19 Section3.19 Promotion.............................................................................................................. 19 Section3.20 Reclassify.............................................................................................................. 20 Section 3.21 Seasonal Employee................................................................................................ 20 Section 3.22 Service Credit / Time............................................................................................. 20 Section 3.23 Temporary Employee............................................................................................ 20 Section 3.24 Training/Probationary Period................................................................................ 20 Section3.25 Transfer.................................................................................................................. 20 Section3.26 Weapons................................................................................................................ 20 Section3.27 Workweek.............................................................................................................. 21 Article 4. EMPLOYEE RECRUITMENT AND SELECTION...................................................... 22 Section4.01 Scope..................................................................................................................... 22 Section 4.02 Features of the Recruitment System...................................................................... 22 Section 4.03 Testing and Examinations...................................................................................... 22 Section 4.04 Pre -Employment Medical Exams.......................................................................... 22 Section 4.05 Selection Process................................................................................................... 23 Section4.06 Background Checks............................................................................................... 23 Section 4.07 Training Period...................................................................................................... 24 Article 5. ORGANIZATION....................................................................................................... 25 Section5.01 Job Descriptions.................................................................................................... 25 Section 5.02 Assigning and Scheduling Work........................................................................... 25 Section 5.03 Job Descriptions and Classifications..................................................................... 25 Section5.04 Layoff.................................................................................................................... 25 Article6. HOURS OF WORK........................................................................................................ 26 Section6.01 Work Hours........................................................................................................... 26 Section6.02 Core Hours............................................................................................................. 26 Section 6.03 Meal Breaks and Rest Periods............................................................................... 26 Section 6.04 Adverse Weather Conditions................................................................................. 26 Article 7. COMPENSATION.......................................................................................................... 28 Section7.01 Direct Deposit........................................................................................................ 28 Page 3 of 167 31 Section 7.02 Improper Deduction and Overpayment Policy ...................................................... 28 Section7.03 Time Reporting...................................................................................................... 29 Section 7.04 Overtime / Compensatory Time............................................................................ 29 Section 7.05 Non -Exempt (Overtime -Eligible) Employees....................................................... 29 Section 7.06 Exempt (Non -Overtime -Eligible) Employees....................................................... 30 Section 7.07 Leave Policy for Exempt Employees.................................................................... 31 Section 7.08 Temporary Higher Position................................................................................... 32 Article 8. PERFORMANCE REVIEWS......................................................................................... 33 Article9. BENEFITS...................................................................................................................... 34 Section 9.01 Insurance Options.................................................................................................. 34 Section 9.02 Retirement/PERA.................................................................................................. 34 Section 9.03 Retirement/Deferred Compensation...................................................................... 34 Section 9.04 Tuition Reimbursement......................................................................................... 35 Section 9.05 Worker's Compensation........................................................................................ 35 Article10. HOLIDAYS................................................................................................................. 36 Article 11. LEAVES OF ABSENCE................................................................................................. 37 Section l l.01 Earned Sick and Safe Leave (ESST)................................................................... 37 Section 11.02 Vacation Leave.................................................................................................... 40 Section 11.03 Bereavement Leave............................................................................................. 41 Section 11.04A Military Leave.................................................................................................. 41 Section 11.04B Military Leave for Family Members................................................................. 42 Section l l .04C Military Leave for Family Member Injured or Killed in Active Service ......... 42 Section 11.04D Civil Air Patrol................................................................................................. 43 Section11.05 Jury Duty............................................................................................................. 43 Section 11.06 Court Appearances............................................................................................... 43 Section 11.07 Victim or Witness Leave..................................................................................... 43 Section 11.08 Job Related Injury or Illness................................................................................ 44 Section 11.09 Pregnancy and Parenting Leave.......................................................................... 44 Section 11.10 Administrative Leave.......................................................................................... 45 Section 11.11 Adoptive Parents................................................................................................. 45 Section 11.12 School Conference Leave.................................................................................... 45 Section 11.13 Bone Marrow/Organ Donation Leave................................................................. 45 Section 11.14A Elections / Voting............................................................................................. 45 Section l l .14B Delegates to Party Conventions........................................................................ 46 Page 4 of 167 32 Section 11.15 Regular Leave without Pay.................................................................................. 46 Section 11.16 Family and Medical Leave.................................................................................. 47 Section 11.17 Paid Family and Medical Leave(PFML)............................................................ 48 Section 11.18 Reasonable Work Time for Nursing Mothers ..................................................... 51 Section 11.19 Light Duty/Modified Duty Assignment............................................................... 51 Section 11.20 Reasonable Accommodations for Health Conditions Relating to Pregnancy..... 52 Article 12. RESPECTFUL WORKPLACE POLICY.................................................................... 53 Section12.01 Applicability........................................................................................................ 53 Section 12.02 Abusive Customer Behavior................................................................................ 53 Section 12.03 Types of Disrespectful Behavior......................................................................... 53 Section 12.04 Employee Response to Disrespectful Workplace Behavior ................................ 54 Section 12.05 Supervisor's Response to Allegations of Disrespectful Workplace Behavior..... 55 Section 12.06 Special Reporting Requirements......................................................................... 56 Section 12.07 Confidentiality..................................................................................................... 57 Section12.08 Retaliation............................................................................................................ 57 Article 13. POSSESSION AND USE OF DANGEROUS WEAPONS ........................................ 59 Article 14. SEPARATION FROM SERVICE............................................................................... 60 Section14.01 Resignations......................................................................................................... 60 Section14.02 Severance Pay...................................................................................................... 60 Section 14.03 Post -Retirement Health Care Savings Plan ......................................................... 60 Section 14.04 Continuation of Group Health and Dental Insurance .......................................... 61 Article 15. DISCIPLINE ................................................................................................................ 62 Section 15.01 General Policy..................................................................................................... 62 Section 15.02 No Contract Language Established..................................................................... 62 Section15.03 Process................................................................................................................. 62 Article 16. GRIEVANCE PROCEDURE...................................................................................... 64 Section16.01 Waiver................................................................................................................. 64 Article 17. EMPLOYEE EDUCATION AND TRAINING.......................................................... 65 Section17.01 Policy................................................................................................................... 65 Section 17.02 Job -Related Training and Conferences................................................................ 65 Section 17.03 Job -Related Meetings.......................................................................................... 65 Section 17.04 Request for Participation in Training and Conferences ....................................... 65 Section 17.05 Out of State Travel.............................................................................................. 65 Section 17.06 Compensation for Travel and Training Time ...................................................... 65 Page 5 of 167 33 Section 17.07 Memberships and Dues....................................................................................... 65 Section 17.08 Travel and Meal Allowance................................................................................ 66 Article 18. OUTSIDE EMPLOYMENT........................................................................................ 67 Article 19. DRUG, ALCOHOL, CANNABIS FREE WORKPLACE .......................................... 68 Section 19.01 Drug/Alcohol Testing Policy.............................................................................. 69 Article 20. CITY DRIVING POLICY........................................................................................... 70 Section 20.01 Records Review................................................................................................... 70 Section 20.02 Cell Phone use while driving............................................................................... 70 Article 21. CITY TECHNOLOGY.................................................................................................... 71 Section21.01 Purpose................................................................................................................ 71 Section 21.02 General Information............................................................................................ 71 Section 21.03 Personal Use........................................................................................................ 71 Section21.04 IT Hardware......................................................................................................... 72 Section 21.05 IT Software.......................................................................................................... 72 Section 21.06 Electronic Mail.................................................................................................... 72 Section 21.07 Electronic Calendars............................................................................................ 73 Section21.08 Personal Devices.................................................................................................. 73 Section21.09 Security................................................................................................................ 73 Section2 1. 10 Internet................................................................................................................. 74 Section 21.11 Data Retention..................................................................................................... 74 Section 21.12 Electronic Mobile devices (including Cell Phones) ............................................ 75 Section 21.13 Cell Phone Monthly Allowance Election............................................................ 76 Section21.14 Procedures........................................................................................................... 77 Section 21.15 Responsibility...................................................................................................... 77 Article22. SAFETY...................................................................................................................... 78 Section 22.01 Reporting Accidents and Illnesses....................................................................... 78 Section 22.02 Safety Equipment/Gear........................................................................................ 78 Section 22.03 Unsafe Behavior.................................................................................................. 78 Section 22.04 Access to Gender -Segregated Activities and Areas ............................................ 78 Article 23. EMPLOYEE RECOGNITION.................................................................................... 79 Section 23.01 Service Recognition............................................................................................. 79 Section 23.02 Service Awards and Events................................................................................. 79 Appendix A. Performance Evaluation Process and Forms............................................................... 81 City of Orono Performance Evaluations........................................................................................ 82 Page 6 of 167 34 Appendix B. Tuition Reimbursement Policy and Forms................................................................ 106 Tuition Reimbursement Policy.................................................................................................... 107 AppendixC. Website Policy.......................................................................................................... 109 WebsitePolicy............................................................................................................................ 110 Appendix D. Information Technology Policies and Forms............................................................. 112 IT Device Policy and Acknowledgement................................................................................... 113 Cell Phone Policy and Use Acknowledgement........................................................................... 116 Artificial Intelligence (Al) Policy............................................................................................... 120 Appendix E. Expense/Reimbursement Report ............................................................................... 126 Expense Reimbursement Report................................................................................................. 127 Appendix F. Position Reclassification Guidelines and Process ...................................................... 128 Position Reclassification Guidelines and Process....................................................................... 129 Appendix G. Flexible Work Arrangement Policy.......................................................................... 135 Flexible Work Arrangement Policy............................................................................................ 136 Flexible Work Agreement Form................................................................................................. 141 Appendix H. Credit Card Policy.................................................................................................... 146 City of Orono Credit Card Policy............................................................................................... 147 Credit Card User Agreement...................................................................................................... 149 Affidavit of Lost or Destroyed Receipt...................................................................................... 150 Appendix 1. Drug and Alcohol Testing for Commercial Drivers Policy ....................................... 151 Drug and Alcohol Testing for Commercial Drivers Policy........................................................ 152 Page 7 of 167 35 Article 1. INTRODUCTION Section 1.01 Purpose It is the purpose of these policies to establish a uniform and equitable system of personnel administration for employees of the City of Orono. Their provisions do not establish terms and shall not be construed as contractual provisions. They are not intended to be all-inclusive or to cover every situation that may arise. These policies may be amended at any time at the sole discretion of the city and they will supersede all previous personnel policies. Revisions and amendments shall become effective upon approval by the Orono City Council. Except as otherwise prohibited by law, the City of Orono has the right to terminate any employee at any time for any or no reason. Employees may similarly terminate employment at any time for any reason. Section 1.02 Scope These policies apply to all employees of the city. Except where specifically noted, these policies do not apply to: 1. Elected officials; 2. City attorney; 3. Members of city boards, commissions, and committees; 4. Consultants and contractors; 5. Volunteers. 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 (including traits associated with race, including, but not limited to, hair texture and hair styles such as braids, locks and twists), 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, or lawful participation in the Minnesota Medical Cannabis Patient Registry. Page 8 of 167 36 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 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. Page 9 of 167 37 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 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 Page 10 of 167 38 that could contribute to a hostile work environment on the basis of sex, race (including traits associated with race, including, but not limited to, hair texture and hairstyles such as braids, locks and twists), 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." • City resources, working time, or official city positions cannot be used for personal profit or business interests, or to participate in personal political activity. Some examples: a building inspector could not use the city's logo, email, or working time to promote his/her side business as a plumber; a • parks employee should not access a park after hours even though he or she may have a key; a clerk, while working at City Hall, should not campaign for a friend who is running for City Council. • Personal social media account name or email names should not be tied to the city (e.g., Orono Cop). Page 11 of 167 39 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 this personnel policy as well as those of their departments and union agreements, if applicable. • 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. Page 12 of 167 40 • 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. 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 Page 13 of 167 41 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. • 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 Page 14 of 167 42 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. • 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. Page 15 of 167 43 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 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 ages 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; Page 16 of 167 44 • 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; • 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; or • 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. For reference, see Minn. Stat. §471.895 and Minn. Stat. §471.87. Page 17 of 167 45 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 January 1 to December 31. Page 18 of 167 46 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. 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. Page 19 of 167 47 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. 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. Page 20 of 167 48 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 21 of 167 49 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 22 of 167 50 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.1, 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; Page 23 of 167 51 • 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. 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 Section 3.24. 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 24 of 167 52 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 25 of 167 53 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 PolicX) 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. For reference, see 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. Page 26 of 167 54 Sworn police officers and public works maintenance employees will generally be required to report to 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 27 of 167 55 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. 081.172, 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. Page 28 of 167 56 In cases of improper overpayments, employees are required to promptly repay the City in the amount of the overpayment. The employee can write a personal check or authorize a reduction in pay to cover the repayment. Once the overpayment has been recovered in full, the employee's year to date earnings and taxes will be adjusted (so that the year's Form W-2 is correct) and the paying department will receive the corresponding credit. When an overpayment occurs, the repayment must be made within the same tax year. In the exceptional situation where the overpayment occurs in one tax year and is not discovered until the next year, the overpayment must be repaid in the year it is discovered, but there will be additional steps and paperwork required. Any overpayments not repaid in full within the calendar year of the overpayment are considered "prior year overpayments" and the employee must repay not only for the net amount of the overpayment, but also the federal and state taxes the city has paid on their behalf. The city is able to recover the overpaid Social Security and Medicare taxes. Accordingly, the city will not require the employee to repay those taxes provided the employee provides a written statement that he/she will not request a refund of the taxes. The overpayment amount will remain taxable in the year of the overpayment since the employee had access to the funds. The employee is not entitled to file an amended tax return for the year but may be entitled to a deduction or credit with respect to the repayment in the year of repayment. Employees should contact their tax advisors for additional information. Section 7.03 Time Reporting The City uses an electronic time reporting system. Non-exempt employees will be paid according to the time reported in the time -keeping system. Exempt employees will be paid according to their annual salaries, but should record actual time worked for budgeting purposes. To comply with the provisions of the federal and state Fair Labor Standards Acts, hours worked, and any leave time used by non- exempt employees are to be recorded daily and submitted to payroll on a bi-weekly basis. Each time reporting form must include the digital approval of the employee and immediate supervisor. Reporting false information on a time report may be cause for immediate termination. Section 7.04 Overtime / Compensatory Time The City of Orono has established this overtime policy to comply with applicable state and federal laws governing accrual and use of overtime. For payroll purposes, overtime will be rounded to the nearest one -quarter (1/4) of an hour. All employees, in all departments, are required to work overtime as requested by their supervisors as a condition of continued employment. Refusal to work overtime may result in disciplinary action. Supervisors will make reasonable efforts to balance the personal needs of their employees when assigning overtime work. Section 7.05 Non -Exempt (Overtime -Eligible) Employees All overtime -eligible employees will be compensated at the rate of time -and -one-half for all hours worked over 40 in one workweek. Sworn law enforcement personnel engaged in law enforcement activities will be paid overtime for hours worked above 171 hours in a continuous 28 day pay period. Page 29 of 167 57 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 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. Page 30 of 167 58 • 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. • 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 31 of 167 59 Section 7.08 Temporary Higher Position If an employee is assigned to a department head's duties, with the approval of the City Administrator and Council, the employee shall earn the starting step or the step no less than 10% increase in pay of the department head's grade. Page 32 of 167 60 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 33 of 167 61 Article 9. BENEFITS Section 9.01 Insurance Options 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 34 of 167 62 Section 9.04 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 9.05 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 35 of 167 63 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 Presidents' Day Veterans Day Martin Luther King, Jr. 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 on the "actual" holiday as opposed to the "observed" holiday. Page 36 of 167 64 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. To qualify for Sick and Safe Leave an employee must work at least 80 hours in a 12-month period for the city. The hourly rate of Earned Sick and Safe Leave is the same hourly rate an employee earns from employment with the city 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. • 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. • 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 lst 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. • 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. Page 37 of 167 65 Usage 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 38 of 167 M. Eli ig bility 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 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 Minn. Stat. 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. Donation of Sick Time 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: I. 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 39 of 167 67 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 / Tiers 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 7.08 hours 20 years and more of continuous service 200 hours 7.69 hours Eli ig bility Full-time employees will earn vacation leave in accordance with the above schedule. Part-time employees who are 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. 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. For the purpose of movement in the vacation accrual tiers, if an employee is authorized to start at a certain accrual rate, they will move along the tiers as they finish up the increment of time needed to do SO. Page 40 of 167 M. 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 after one year of employment. 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. Page 41 of 167 Where possible, notice is to be provided to the city at least ten working days in advance of the requested leave. A training notice, signed orders, or battle assembly schedule are examples of typical written notification to share with the city. If an employee has not yet used his/her fifteen days of paid leave when called to active duty, any unused paid time will be allowed for the active -duty time, prior to the unpaid leave of absence. Employees returning from military service will be reemployed in the job that they would have attained had they not been absent for military service and with the same seniority, status and pay, as well as other rights and benefits determined by seniority. Unpaid military leave will be considered hours worked for the purpose of vacation leave and sick leave accruals. Eligibility for continuation of insurance coverage for employees on military leave beyond fifteen days will follow the same procedures as for any employee on an unpaid leave of absence. For reference see Minn. Stat.. 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. § 181.947 and Minn. Stat. 181.948. Page 42 of 167 70 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 accrued paid 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 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. Page 43 of 167 71 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 Sick and Safe Leave section 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. 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. Page 44 of 167 72 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. For reference, see 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. For reference, see 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 Page 45 of 167 73 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. To qualify for leave without pay, an employee need not have used all sick leave earned unless the leave Page 46 of 167 74 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: 1. To care for the employee's child after birth, or placement for adoption or foster care; 2. To care for the employee's spouse, son or daughter, or parent, who has a serious health condition; or 3. For a serious health condition that makes the employee unable to perform the employee's job. 4. 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. Page 47 of 167 75 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 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. Eli ig'bility 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. Page 48 of 167 76 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. 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. 268B.085. subd. l (b). Page 49 of 167 77 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 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. Page 50 of 167 78 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. 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 Page 51 of 167 79 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 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 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, see Minn. Stat.§ 181.939, and Minn. Stat. § 181.9414. Page 52 of 167 80 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 Page 53 of 167 81 humor, vulgar obscenities, name calling, disparaging language, or any other behavior regarded as offensive to a reasonable person based upon violent or discriminatory behavior as listed above. It is not possible to anticipate in this policy every example of offensive behavior. Accordingly, employees are encouraged to discuss with their fellow employees and supervisor what is regarded as offensive, considering the sensibilities of employees and the possibility of public reaction. Although the standard for how employees treat each other and the general public will be the same throughout the city, there may be differences between work groups about what is appropriate in other circumstances unique to a work group. If an employee is unsure whether a particular behavior is appropriate, the employee should request clarification from their supervisor or the city administrator. 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: 1. Submitting to the conduct is made either explicitly or implicitly a term or condition of an individual's employment; 2. Submitting to or rejecting the conduct is used as the basis for an employment decision affecting an individual's employment; 3. 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. Sexual harassment includes, but is not limited to, the following: 1. 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; 2. 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.; 3. 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. Page 54 of 167 82 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 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 Page 55 of 167 83 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. • Identification of the offender. To facilitate fostering a respectful work environment, all employees are encouraged to respond to questions or to otherwise participate in investigations regarding alleged harassment. Step 3. The supervisor must notify the city administrator about the allegations (assuming the allegations do not involve the city administrator). For more information about what to do when allegations involve the city administrator, the mayor, or a councilmember, see "Special Reporting Requirements" below. Step 4. In most cases, as soon as practical after receiving the written or verbal complaint, the alleged policy violator will be informed of the allegations, and the alleged violator will have the opportunity to answer questions and respond to the allegations. The city will follow any other applicable policies or laws in the investigatory process. Step 5. After adequate investigation and consultation with the appropriate personnel, a decision will be made regarding whether or not disciplinary action will be taken. Step 6. The alleged violator and complainant will be advised of the findings and conclusions as soon as practicable and to the extent permitted by the Minnesota Government Data Practices Act. Step 7. The city will take reasonable and timely action, depending on the circumstances of the situation. The city is not voluntarily engaging in a dispute resolution process within the meaning of Minn. Stat. § 363A.28, subd. 3(b) by adopting and enforcing this workplace policy. The filing of a complaint under this policy and any subsequent investigation does not suspend the one-year statute of limitations period under the Minnesota Human Rights Act for bringing a civil action or for filing a charge with the Commissioner of the Department of Human Rights. Section 12.06 Special Reporting Requirements When the supervisor is perceived to be the cause of a disrespectful workplace behavior incident, a report Page 56 of 167 84 will be made to the city administrator who will determine how to proceed in addressing the complaint as well as appropriate discipline. If the city administrator is perceived to be the cause of a disrespectful workplace behavior incident, a report will be made to the city attorney who will confer with the mayor and City Council regarding appropriate investigation and action. If a councilmember is perceived to be the cause of a disrespectful workplace behavior incident involving city personnel, the report will be made to the city administrator and referred to the city attorney. In cases such as these, it is common for the city council to authorize an investigation by an independent investigator (consultant). The independent investigator will report his/her findings to the City Council. The city will take reasonable and timely action, depending on the circumstances of the situation. Pending completion of the investigation, the city administrator may at his/her discretion take appropriate action to protect the alleged victim, other employees, or citizens. If an elected or appointed city official (e.g., council member or commission member) is the victim of disrespectful workplace behavior, the city attorney will be consulted as to the appropriate course of action. In cases such as these, it is common for the city council to authorize an investigation by an independent investigator (consultant). The city will take reasonable and timely action, depending on the circumstances of the situation. Section 12.07 Confidentiality A person reporting or witnessing a violation of this policy cannot be guaranteed anonymity. The person's name and statements may have to be provided to the alleged offender. All complaints and investigative materials will be contained in a file separate from the involved employees' personnel files. If disciplinary action does result from the investigation, the results of the disciplinary action will then become a part of the employee(s) personnel file(s). Section 12.08 Retaliation The City of Orono will not tolerate retaliation or intimidation directed towards anyone who reports employment discrimination, serves as a witness, participates in an investigation, and/or takes any other actions protected under federal or state discrimination laws, including when requesting religious or disability accommodation. Retaliation is broader than discrimination and includes, but is not limited to, any form of intimidation, reprisal or harassment. While each situation is very fact dependent, generally speaking, retaliation can include a denial of a promotion, job benefits, or refusal to hire, discipline, negative performance evaluations or transfers to less prestigious or desirable work or work locations because an employee has engaged or may engage in activity in furtherance of EEO laws. Page 57 of 167 85 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 58 of 167 M. 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 59 of 167 87 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: Employeeyroll 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 Page 60 of 167 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. 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 61 of 167 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: 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. 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. Page 62 of 167 90 A written reprimand will: (1) state what did happen; (2) state what should have happened; (3) identify the policy, directive or performance expectation that was not followed; (4) provide history, if any, on the issue; (5) state goals, including timetables, and expectations for the future; and (6) indicate consequences of recurrence. Employees will be given a copy of the reprimand to sign acknowledging its receipt. Employees' signatures do not mean the employee agrees with the reprimand. Written reprimands will be placed in the employee's personnel file. 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. 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. Salary An employee's salary increase may be withheld, or the salary may be decreased due to performance deficiencies. nkmiceal 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 63 of 167 91 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, Merit Pay awards. The above list is not meant to be all inclusive or exhaustive. Page 64 of 167 92 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. Page 65 of 167 93 Upon separation of employment, individual memberships remain with the city and are transferred to another employee by the supervisor. 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 not reimburse employees for the travel costs 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 66 of 167 94 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 67 of 167 95 Article 19. DRUG, ALCOHOL, CANNABIS 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, alcohol, or cannabis 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 or alcohol and must report to work on time and in an unimpaired mental and physical condition. It is the city's intent and obligation to provide a drug -free, safe and secure work environment. 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 the use, possession, transfer, transportation, manufacture, distribution, sale, purchase, solicitation to sell or purchase, or dispensation of alcohol, drugs, including cannabis, or drug paraphernalia, while on duty; while on city premises; while operating any city vehicle, machinery, or equipment; or when performing any city business, except (1) pursuant to a valid medical prescription used as properly instructed; (2) the use of over-the-counter drugs used as intended by the manufacturer; or (3) when necessary for approved law enforcement activity. 4. The City prohibits the use, possession of, impairment by any cannabis or medical cannabis products (e.g., hash oils, edibles or beverages containing cannabinoids, or pills) on the worksite by a person working as an employee at the city or while "on call" and subject to return to work. 5. Having a medical marijuana card, patient registry number, and/or cannabis prescription from a physician does not allow anyone to use, possess, or be impaired by that drug here. Likewise, the fact that cannabis may be lawfully purchased and consumed does not permit anyone to use, possess, or be impaired by them on City premises. The federal government still classifies cannabis as an illegal drug, even though some states, including Minnesota, have decriminalized its possession and use. There is no acceptable concentration of marijuana metabolites in the blood or urine of an employee who operates City equipment or vehicles or who is on one of the city worksites. 6. 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/or employee assistance program, as appropriate. 7. 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. Page 68 of 167 96 8. 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. 9. 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 for policy. Page 69 of 167 97 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 70 of 167 M. 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 D. 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 71 of 167 99 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.). Page 72 of 167 100 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. 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. Pn ccwnrd c 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 Page 73 of 167 101 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's 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. 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 division 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. If an employee chooses to use Al, they must follow the Al Policy found in Appendix D. Section 21.11 Data Retention. Electronic data should be stored and retained in accordance with the City's records retention schedule. Page 74 of 167 102 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 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 Page 75 of 167 103 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 Ci . 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. See Appendix D for policy and form. 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 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 Page 76 of 167 104 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 77 of 167 105 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. In any gender -segregated facility, any employee who is uncomfortable using a shared facility, regardless of the reason, will, upon the employee's request, be provided with an appropriate alternative. This may include, for example, addition of a privacy partition or curtain, provision to use a nearby private restroom or office, or a separate changing schedule. However, the city will not require a transgender or gender diverse employee to use a separate, nonintegrated space, unless requested by the transgender or gender diverse employee, because it may publicly identify or marginalize the employee as transgender. Under no circumstances may employees be required to use sex -segregated facilities that are inconsistent with their gender identity. Page 78 of 167 106 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 Resources will coordinate with the employee reaching their milestone on their watch preference. Annual Employee Recognition Events All regular full-time and part-time employees will be invited to attend the City's annual luncheon and annual summer picnic held during normal business hours to thank them for their work throughout the year. A staff committee and Human Resources will organize the events. Employee Wellness All regular full-time and part-time employees will be invited to attend the City's wellness event(s) held during normal business hours to promote a healthy workplace and educate staff on City benefits. Human Resources will organize the event(s). New and Annual Emplo. e� Logo Wear Current full-time and part-time employees will receive a credit of $50 to purchase City logo wear per year. All new full-time employees will receive a credit of $60 to purchase City logo wear in their first year of service. 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. Page 79 of 167 107 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; • The Retiree will be advised of the recognition plans and may elect not to be recognized in any of the forms listed. Resi ng ation 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. New Employ The following will occur upon the announcement of a new full-time employee: • Administration staff will organize a reception, including breakfast. Major Life Events The City's Human Resources 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 80 of 167 108 Appendix A. Performance Evaluation Process and Forms Page 81 of 167 109 City of Orono Performance Evaluations 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. 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 Key Events and Timeline Event Description When Goals for the rating period are established at the close of the Previous rating previous rating period. For new hires, goals should be period, first six rEsta7blished 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 NLT July 3 V for better, and Department • Agree on next steps. Directors Mid -year reviews are required for all new hires and department directors. Page 82 of 167 110 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. Annual Prior to meeting, the supervisor should review the last January Review- evaluation form that was prepared to determine if goals were 15-31 - Supervisor met and whether the items listed in "Areas of Improvement" Assessment have been addressed. The supervisor should then prepare Evaluation responses for discussion with the employee during the current evaluation process. When completing the form, the supervisor should use specific examples of conduct to formulate comments. The supervisor and employee will meet to discuss the current January evaluation and set goals for the coming rating period. They 15-31 Goal should meet in an atmosphere that is both private and free of Setting interruptions, and the supervisor should take particular care Meeting to make the meeting a priority. There should be an open and honest exchange where each is permitted to state his or her opinion regarding the answer to any section. 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 Review disagreement on the form or by attaching a separate document. When the form has been completed, it will be signed by the employee, the supervisor, and the department director. The supervisor will provide the original copy to Human Resources, will keep a copy in his or her files, and will provide a copy to the employee. Page 83 of 167 111 Responsibilities City Administrator The City Administrator is responsible for establishing the performance evaluation policy and process. 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. 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. Employ Employees are responsible for preparing the self -evaluation portions of the evaluation process and working with their supervisors to establish goals. Human Resources Human Resources shall ensure personnel files are kept up to date and performance evaluations are filed appropriately. Human Resources shall assist the City Administrator in tracking completions of annual and semiannual performance evaluations. 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 Page 84 of 167 112 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. Determine What do they need to support them in this work (additional information, resources, skills, training, opportunities to practice, etc.)? Discuss Agree on next steps for the work, for the person's development, and for your future check -ins: • What are the person's next steps and when will these next steps be taken? • What are your next steps as their supervisor and when will you take them? This can be a simple conversation or a more detailed, formal process. Consider what makes the most sense for the work, for the individual, and what practices and expectations exist within your organization. Document Take a note of this information as reference for future check -ins, especially since it will help inform the formal evaluation at the end of the year: updated goals, summary of progress and next steps. Page 85 of 167 113 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 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 Page 86 of 167 114 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. 7) Set Goals and Developmental Activities for the Upcoming Year If you aren't already doing so, consider setting broad annual goals for next year and then using ongoing flexible goalsetting for specific shorter -term goals. Keep the broad goals specific, important and measurable. The review session is often a good time to begin creating a development plan. Focus on the specific behaviors and skills that will help the person be successful in achieving the goals ahead. Forms A. New Employee Initial Counseling B. Ongoing Check In Record C. Annual Review — Employee Input D. Annual Performance Review Example Forms Attached A. New Employee Initial Counseling B. Ongoing Check In Record C. Annual Review — Employee Input D. Annual Performance Review Page 87 of 167 115 NEW EMPLOYEE INITIAL COUNSELING FORM JOB DESCRIPTION KEY ONBOARDING REQUIREMENTS Identify key onboardng items the enployee must occompksh to meet the requirements of the posrtrpn and to be successto GOAL SETTING Provide specific; goals as they relate to poVion for the evaluation perbd. Group by areas of responsibNfy as appillcable. Pagc 88 of 167 116 DEVELOPMENT/TRAINING GOALS Incbcate sp— �', • . I n devt,u,{xnent goals tot the evok/atlon period SIGNATURES By signing below Moth parties acknowledge that this docurnent accurately reflects the expectations for improvement and that idue to adhere to the outfrsed requirements may resuM in further action. EMPLOYEE NAME EMIIOYFF SIGNATURE DIME 7— SUPERVISOR NAME SUPERVISOR SIGNATURE DIM By ugwV below. deoortnrrst ►rod has reviewed tha above sat tall DEPARTMENT HEAD NAME DEPARTMENT HEAD SIGNATURE DATE Pagc 89 of 167 117 EMPLOYEE ONGOING ?.ate"• CHECK -IN FORM GOALS Copy and paste the goals set at the beginning of the evaluation period here. DEVELOPMENT/TRAINING GOALS •1 y <n d txnfe the (Jew-kxmient orKd harvlg Wails Set of the beginning of the evalWtion period here EMPLOYEE INPUT Provide updates on progress towards goals and any assrstdnce and/or drrecnom you need from your wpervtsar to progress towards your goah. Pagc 90 of 167 118 SUPERVISOR FEEDBACK Provide feedback on progress on pod ochrevernent and any additional guidance to move forward AREAS FOR IMPROVEMENT Identify any areas fequxement Improvement and a plan to achieve that Improvement. 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 resutf in hnther action EMPLOYEE NAME EMPLOYEE SIGNATM DAN SUPERVISOR NAME SUPERVISOR SIGNATURE DATE BV ugnrvj t> L-- do r"tm rl hood has teviewed the ot—v -1 1-fh DEPARTMENT HEAD NAME DEPARTMENT HEAD SIGNATURE DAIS Page 91 of 167 119 ANNUAL REVIEW EMPLOYEE INPUT GOALS Copy and paste the gods set at the begirning of the evaluation period here. DEVELOPMENTARAINING GOALS Copy and paste he devebprnent and framing goals set of the begrmng of the evaluation period here. KEY ACCOMPLISHMENTS Lai at least three )3) items/areas/chollenges that you have accomplished or left were successes dung the evaluation pensod. Group by areas of responstAity and fie to gods set at the beginnng of the evaluation penod Page 92 of 167 120 GROWTH AREAS I et areas/items/chalenges you would like to have done better/ochieve during the evaluation penod and how you plan to improve upon the areasltems/chalenges doing the next evaluation period PROFESSIONAL DEVELOPMENT/TRAINING Let you development/trarung achievements for the evaluation period. ORGANIZATION FEEDBACK I � r K w. v, r - jr r, r.l,c� ted of meat work? 1 ] Yes understand the misvon and gook of my :1 110 Department and the City? I have tt-e support. materials and equipment I need to perform my job well 3 Yes jCleor directions. occess to supervisor. 3 tb toolVequipment. framing) Do I receive enough relevant feedback at ❑ Yes work? ❑ NO SIGNATURES EM►EOYEE NAME EM►IOYEE SIGNATURE DATE Page 93 of 167 121 ANNUAL REVIEW PERFORMANCE EVALUATION RATING X" Appropnote Box Comments required for "Exceeds Expectations" and "deeds Improvement". lease explain why in comments/examples and what ochons are to be taken >Q C x £ xceeds Frgaectations: Performance is exceptional and usually exceeds orb requiremsersts. Meets $ p Expectationv Meets d job Requirements. ,� leeds Improvement: Performance a below standards and requirements of the orb. Valws Displays the Values of Honesty. Integrity. Service. Coiaboration. and Exceiersce ►wKfls/oiy and ANendarwo. Meet required work hours. and arrives punctuaiy to work and scheduled meetings Accounkd iy: Accepts responsibity for actions and/or occompkshments • Or Job Kon 1 rig 1: Possesses and apples the necessary knowledge and mechanical skis for the position r tolrssional Devv&opmw* Participates in training programs. takes advantage of •- : :' : , ,ses. reads professional putbcations to stay current on new developmen s and methods related to povtion Dme Ahotwpa ieril Organim work to use time effectively and etfscientty. Works effectively under heavy workload and meets agreed -upon stated deodkses. bdlaf o: Willing to accept new and/or additional responsibilities. Completes tasks with little supervision. Suggests improvements to existing procedures. • Decidon Ahd*q Demonstrates effective decision making skit. Regularty, exercises sound judgement Thinks quickly and logically. Demonstrates ability to evaluate problems and situations comfy and identity problems areas which need to be addressed. 96 Q1rallilly: Fo/ows directions and asks questions as necessary to meet desired results. Work accurate and 11"ough Suggests ways to improve quality Checks work to ensure good qudtYi fdMy: Follows safety miles and demonstrates safe work practices Provide comment on any accidents. equq resent damage incurred over the past rating period Conwm mkolon Demonstrates effective oral communication skills and conveys "oration is a clear and concise manner. Demonstrates effective written communication skin and U cor . t4mas and information in written formal. Cooperation ooperates with peen and immediate supervisor to accomplish work effect . • : efficiently: helps create and maintcn good working relationships. and .111 provides ettectrve assistance. Cudanwr Swvko When deabV with residents. customers. or the general public is courteous. polite, patient. positive and helpful. listens. displays empathy and responds in U a Ihsely manner. Keeps customers inlorrned Page 94 of 167 122 Loodc Creates a poutrve worts environment focusing on teamwork. mutual respect and hust. Gains commtments from organization members by setting the example. effective commAvcation. and mantainrsg disapine Creates a culture which fosters individual motivation Ensures teams is property trained and performs task in a safe manner. Morn Sets goals and objectives. consistent wtth cOy/department gook. and develops plans to ochieve the desired goals Schedules work activities etfectivety. aronges workload to resources available to get desired result. allows flexibility in planning to accommodate changing needs by odoptng atternate plain. and copes well with 06 0 unexpected occurrences through proper planning. R•sourc• Management Develops /ossrsts in developing the organization budget ;�d monitor expenditures to ensure compliance with the budget Ensures the care nwntenance of organization equipment. focitx>s and supplies Acidsve : Plans and coordinates both ntemal and external octivtti:s and resources to enure successful cornpletion of the organizations mission and goals. OVERALL ANNUAL ASSESSMENT Provide an overall assessment of the employee's performance fixing the evaluation period Group by areas of responsrbity for supervisors include assessment of nsonogement and leodenhip Page 95 of 167 123 ANNUAL REVIEW OVERALL Overall pertomn K:ince scoring related to positron requirements. Select onty o Pertamance is Pertormonce Is A fury competerit Perie rnr.yK c Is be*)w Performance is well Distrsgunhed in all exceptional in the highly valued the standards and below standard and aspects of the major aspects of the perfamner. requirements of the unacceptable. position. position. position ❑ ❑ ❑ ❑ ❑ GOALS goals toe the next evaluation period here. 4 S 6 DEVELOPMENT/TRAINING GOALS Set the development and howung goals for The next evaluation period Isere. SIGNATURES fly signing below both parties acknowledge that this document accurately reflects the expectations for irnprovernent and 'hilt I:idUe to adhefe to the outlined requirements may fe, d' m 4 ffliwt v tron FM►so1lff NAME EM►tOYFE SIGNATURE �1J1 SUPERVISOR NAME SUPERVISOR SIGNATURE am Hr ;.,j,j J..wrt-.rI .eod has reviewed the above set 111•1 DEPARTMENT HEAD NAME DEPARTMENT HEAD SIGNATURE DATE Pagc 96 of 167 124 NEW EMPLOYEE INITIAL COUNSELING FORM John Ikx Jane Blue JOB DESCRIPTION t� Parks Nlaintenance 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 idenfify Key onboarciing items the employee must occortow 10 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 goats as they relate iv pa4bon for the evaluation period. Group by areas of responsitAty as applicubie_ I Familiarization- v s t eac^ park in the system to become'arn I ar with their layo,a ma ntenance needs and iocatior. 1 Complete one round of inspections on Playground Equipment. i Successfully operator equiprnenl for snow and ice uoeratiuns on c,ty trails. sidewalks ano parKutg lots. Successfully complete irrigation stat up procedures this spring. Complete / assist coordinating preventive maintenance activities for parks and Golf Course equipment. reach out to HR for continuation sheet if needed Page 97 of 167 125 DEVELOPMENT/TRAINING GOALS RicLwte Spec -Ili, IFLjiI Of Uevek)wrient SIB •:I I,;r Ilse ev(3Wthun t Enroll and complete the pesticide course 2 Enroll in and complete the Shade Tree courses SIGNATURES By s.grrng bclow, both porfics ocknowicdge thaf this documcnf occurafcly rcftccfs fhe crpccfafions for insprovemcnf and that failure to adhere to the ou'li• •-d requirements may result in further action. EMPLOYEE NAME EMPLOYEE SIGNATURE SUPERVISOR NAME SUPERVISOR SIGNATURE Sy sigrwig below, deparimenf head hos reviewed the above set I I OAS Yr' NMI11111111IINWK4M 1 DEPARIMENt HEAD SIGNArURL OAiIE Page 98 of 167 126 EMPLOYEE ONGOING CHECK -IN FORM lohn Doe lane Blue PW Streets Supmisor Public Works GOALS Copy and paste the goals set at the beginning of the evatualion period here. 7/15/2025 1 / 1 /2025- 6/30/2025 Raods: continue to improve our pothole patching quality. Get our preventive bridge maintenance done. Continue the work on the targeted street sweeping plan. I ocus effons on reducing the amount of salt we use on our streets. Stormwater: In 2020 focus on ensuring the numerous storm water maintenance tasks that have been identified and will be identified are completed. { Equipment: Continue to work exitupment into our asset/ work management system. lead the implementation of a preventive (proactive) maintenance system for 2020. 7 DEVELOPMENT/TRAINING GOALS Copy (arid pusle the devetuprrierat Lind lruriavy yuuls set ut the beginring of the evaluation period twit? GOAL 0 GOALDESCRIPTION t Complete 40 hours of-p-r-olessional, development training and receni ication s. Sanitary sewer recen; : a e free recen, APWA Winter conference continuing education; tartegraph administrator certification. EMPLOYEE INPUT Provide updates on progress towards goals and any assistance and/or directions you need from yooir supervisor to progress towards your goals. Roads: Salt usage in the start of this year is dorm 20% from previous 2 pears. 1'vc instituted a new sweeping program with the spnng sweeping completed successfully. Stormwalcr I've completed the remaining Attil inspection that had not been completed in 2019. I've noted one key improvement for 2020 and am working to ensure we have sufiiocnt funding. Thu spring we did not have ant spring thaw flooding situations due to proactive maintenance of the syskm t.quipnsent .lac overall equipment readiness continues to improve with down time reduced form the same time last year We completed new equipment training for the new Ioolcat pnor to its use for winter [nil maintenance. I-cadersh�tp and Stanagcment We've successfully on Kiarded two new employees. So far to date we arc under budget on the bssdgo lines I'm responsihle for. We had no reportable accidents in the first 6 months of the year. Training- I completed my shade tree recen via online training Slightly behind on the (inegraph training. other training is wheduled. Use a continuation shut if necessary Pagc 99 of 167 127 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. - hey areas of focus going into the second half of 2021: o Preparation for winter with a focus on reducing salt usage. o Fnsuring all of the preventive maintenance tasks and inspections are completed on time. - Management of Staff. Good work managing of your staff and coordinating the staff that do not directly report to you. With all of the challenges of the last 6 months you've ensured the city's customer service has not suffered. Use a continuation sheet if necessary AREAS FOR IMPROVEMENT 'dent.ty ory areas requ.remert Improvement and a plan to actveve that improvement. - Prowntauon sk111s- Not an issue but an area that you could go from good to excellent. Gtnmple- slide decks in the last meeting were very bush• with lots of small text. SIGNATURES By signing below, both parties acknowledge fhat this document accurately reflects the expectations for improvement and that faikrre to adhere to the outlined requrenwnts moy result in further action. FMPIOYFF NAME FM►IOYFF SIGNATURE DAN SUPERVISOR NAME SUPERVISOR SIGNATURE DA I By sionnp below department head has reviewed the Above Ref forth OVARVAIW IIMD NAM DFPARIMFNI MEAD SIGNATURE DATF Page 100 of 167 128 ANNUAL REVIEW EMPLOYEE INPUT John Doe lane Blue PW Streets Supervisor PW Superintendent GOALS Copy and paste the gosh set at the begirning of the evaluation period here. ;/15/2025 1/1/2025- 6/30/202 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. Stormwatee In 2020 focus on ensunng the numenxu storm water maintenance tasks that have txtn identified and will 2 tr identified are completeei I yuipnxnt: Continue to work equipment into our asset/ work management system. lead the implementation of a I preventive Iproadivel maintenance system for 2020. 4 Use a continuation shut if necessun' 5 DEVELOPMENT/TRAINING GOALS Copy and paste the development and training goods set at the beginning of the evaluation perlod here. Recertify shade tit certification Complete defensive drivers training Attend fall APWA conference to complete continuing education requirern nts. KEY ACCOMPLISHMENTS List of least tnree (3) items/areas/chaterges'hot you have accomplished or felt were successes during the evaluation period Group by areas of responsibility and tie to goals set at the begiming of the evaluation period. Roads: Salt usa a in the start of this vear is down 20% form previous 2 years. Il•e instituted a new sweeping program with this year's swee pingpreviouseted successfully. Stormwatee I've completed the remaining SIS4 inspection that had not txrn completed in 2019 as well as all of those due in 2020. This spring we did not have any spring thaw flooding situations due to proadive maintenance of the system. Managed the successful completion of 73 Stormwater maintenance tasks in 2020. F.quipnknt: 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 Management We've successfully on -hoarded two new employees. fhe department finished the year under budget on the budget lines I'm responsible for We had no reportable accidents this year Use a continuation sheet if necessary Page 101 of 167 129 GROWTH AREAS List areashle'ns/chollenges yoo would Ike to h ve done better/octyeve d.ir'ng the evaluat'on per od and how you plan to irnorove upon the areasfilwns/chalenges dto ng 'he next evakuat"on perod Equprnent Preventive MaNenance• we hodseveral unexpected major equipment maintenance ilerns this year that may havebeen caught eartef have the opefators done better prevenloti ve. While better than previous years there issIl Foom for in pro vement. Plan to improve. Wil look So develop a preventive maintenance schedule for operators that will then bespot checked by the new Mechanic. PROFESSIONAL DEVELOPMENT/TRAINING List you development/hiring ochievernews for the evoluo'on period. Icomdefed my shade f,ee ,ecert via online troiring. Achieved dlof my needed continuing education credits. ORGANIZATION FEEDBACK know who' i exaec'ed ct me of wo-k? I X Yes understand the frisson and goals of -ny Department and the City? . o I have the w000rt. moteriols and eqp pmen' I need to pe�to-m my job well? X Yes (Cleor drecIons, access to wDerNso•. Cl No tods/equipment. -a ring) Do I receive enough relevont feedback o' 4t Yes work? F Plo SIGNATURES EMPLOYEE WME EMPLOYEE SIG NATURE DATE Page 102 of 167 130 ANNUAL REVIEW PERFORMANCE EVALUATION RATING alttiri John Ibe ® PW Street Supen-wnr 1 /21 /2025 lane Blue PW Superintendent I/I/2025- 12/31 /2025 K' Ap(_rru"rafe Box. Cormients required tot "Exceeds Expectations' and "lleeds Improvement". Bose explain why In comments/excrosples and what octrons are to be taken. xcoods Expectations Portormonce is exceptional and usually exceeds job requiremonts. ►,seep !X 'O Expectations Meets al job Requirements- In Leeds Improvement Performance is beksw standards and mK"ements of the fob. �. Values. Deploys theValues of Honesty Infegrty. Service. Collaboration, and Excellence X ro �uCbJCMV arid AlleredoWe !.tint I/!Ctl lirr(t Wntk tnM Rs. lXlrl (7ttwns rlllnCfl Iftiy to wish and scheduled meetings X Accounlablillily Accepts reiponsrbNty for actions and/or occompligVi nenfk. X • p Job Knowledge. Possesses and apples the necessary knowledge and machorsical skilh X for the position ►rolesdonal Development Participates in frarsiig programs. tdsss advantage of X ecluc'�stksrKil 014X rtunitwti reads protesssonol putsicarans to stay current on new devebpments and methods related to position. Vim MorwgentMsf Orgorwes work to use tine erfe ttvely and efflcienf►y. works X effectively under heavy wortdood and meets ogeed-)pon stated deadlines. bAk*v*: Willing to accept new and/or addllional responsibilities Completes tasks with rttle superv6ror. Suggests mprovemer*s toexrsWg proceaures X • Oecklon Making. Demonstrates eflechve cseemon-making Mills, Reguksffy exercises sound judgement. Thinks q.ncldy and logically Demonstrates atxllty to evaluate probems and X situations calmly and Identify protriem areas which need to be oddressed, army: Follows dlrectlom and asks questions as necessmy to meet desired results Work X occurote and Thorough. Suggests ways to improve quality. Checks work to ensure good quality? Safely: Follows safety rules and demonstrates safe work practices. Provide comment on X :wry i x r-wit%nh equirmv!nt domoge rscurred nver the pmf intirlg rwOod Communic-11, Demonstrates eftectwe oralcommi nication skis and convert ntgrmptign X n a ck+nr and concise Tonne! Dr-mcnstrotes effective written communication skills and V � conveys ideas and inforrsation in written format. e 3 y Cis opM-Nn : Cooperates with peen and immediate supervisor to accomplish work -ffPr trvPly nnrlPffriPntN help% rrentP orwi mnntoin good working rP1ntirn%h(X and X St provides effective assistance. Cudooem Servke: When dec*V with residents. customers. or the general public is X courteous, polite. patient. positive and helpM. Listens. displosrs empothy and responds in a tlme►y, manner. Keeps customers informed Page 103 of 167 131 bads: Creates a positive work enviromsent 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 rndndual motivation. Ensures learns is properly trained and performs task in a safe manner. Mons Sets goals and objectives, consistent with city/department goals and develops dd ^ plans to achieve the desired goals. Schedules work activities effectively• arranges workload to resources available to gel desired result. alov^ flewbility in planrrng to X accommodate changing needs by adopting alternate plans. and copes well with 'L a unexpected occurrences through proper planning. � Resowo MonngPmont Develops /assists in developing the organization budget X covering oil I, , r , • ind monitor expenditures to ensure compliance with the budget. Ensures the care maintenance of organization equipment, facilities and supplies. Achlevos: Plans and coordinates both intefral and external activities and resources to X ensure successful completion of the organizations mission and goals E: lob Knowledge: John took over the project management in construction inspection rok- for this year's stormwater impros ement protect resulting in a smoothly run project that finished ahead of schedule and on budget. L Communication. John makes the effort to communicate and coordinate across departments and within the crew. His strength is oral communication. fie routinely works with residents to resolve issues and complaints tiamples include resolving snow plow damage complaints and processing road maintenance requests. N: Achieves: The 2019 Personnel Evaluation process was not completed in a timely manner. As of June, none of his had been counseled on their previous year's performance nor did goals get set for the upcoming year. OVERALL ANNUAL ASSESSMENT Provide on overall assessment of the employee's periormonee &Nwiog the evaluation period. Group by areas of responsibility. for supervisors inckxfe assessment of niunogwrrent and leadership. -Roads: Successfully implemented the maintenance stripping program and max►mind the anwunt of crack sealing we got done with our limited resources. Successfully coordinated contracted patches for a worst pavement section. -Stonnwater. Successfully took over the prow management of the stormwater improvement project. Nearly completed the storm water inspection plan for 2020. Several storm water maintenance items remain on the list arc! overdue. -Lgwpnxnt: John has made great stndey in improving maintenance readiness. fie championed the procurement of key pieces of equipment such as the toxol cat. ROW ttwwer and the brine distnbuter. - Management. overall, John exceeded expectations when it cam to managing his department's roles and responsibilities. fie accomplished the vast maKority of his missions on time and within budget. lie went out of his way to coordinate activities with staff and outside agencies. - Leadership. overall, John met expectations when it cane to leading his department and subordinates. John always goes the extra mile to represent the interests of the pubhc work team and ensure the administrative needs of his subordinates are addnyseri I believe John has excellent potential to be a leader at higher organisational levels with greater responsibility. Use a continuation shot if nceessan Page 104 of 167 132 ANNUAL REVIEW OVERALL Overall performance scoring related to position requirements. Select only n -P Performance is Distinguished in all aspects of the positron. 7 Performance is exceptional in the major aspects of the position. 11 GOALS Set goals lot the next evaluation periud here. A fully competent highly valued perkxmer. u Performance is below the standards and requrements of the position. �J Perfornance is Wei below standard and unacceptable. 11 GOAL GOAL s: i ontinuc to improve pot c pate ing ity. r.ct our preventive ri gc maintenance done. kontinuc wor on targctc strcct sweeping plan with emphasis on tracking MS4 rcqutrcments. Focus efforts on reducing the amount of salt used on streets. 2 Stormwatee In 2021 focus on ensuring the numerous storm water maintenance tasks that have been identified and will be identified arc completed. Continuc to refine the M.q 3 Equipment: Continue to work equipment into our asset- work management system. Lead the implementation of a preventive (proactive) maintenance system for 2021. 4 5 Use a continuation sheet 11-ry DEVELOPMENT/TRAINING GOALS r 1P` Set the development and training goals for the next v.utuuior. perod here. DESCRIPTION I Compete Commercial Uriccr rclieensing 1 Begin AP%VA Public %forks Supervisor certification course with goal of completing in 2 years. SIGNATURES By srynny beluw. bath purti• ocknowledge that ttsis document accurately reflects the expectations fur irnprovement and that fr IT. er• to actwr.• h, tf . ttirrrl t-kntirements may rri It in further action. EMPLOYEE NAME EMPLOYEE SIGNATUti DAU tUPERVISOI NAME SUPERVISOR SIGNATURE DATI By signing below, n•rnent head has ,eneaed the above set tort DEPARTMENT HEAD NAME DEPARTMENT HEAD SIGNATURE DATI Page 105 of 167 133 Appendix B. Tuition Reimbursement Policy and Forms Page 106 of 167 134 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. PmcPrhira 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. • 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 Page 107 of 167 135 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. Eli ig bility • 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. • 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 108 of 167 136 Appendix C. Website Policy Page 109 of 167 137 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; Page 110 of 167 138 • Organizations providing information about tourist attractions in the City's area; • 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 111 of 167 139 Appendix D. Information Technology Policies and Forms Page 112 of 167 140 IT Device Policy and Acknowledgement 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, iPad or tablet devices. The devices are intended to be utilized by City staff and Council Members for the purpose of enhancing meeting workflow, reducing the use of paper agenda packet materials, improving staff efficiency, and to improve the timeliness of Council, staff and resident communication. 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 iPad or tablet device could be classified as public, private, or other data and is governed by the Minnesota Government Data Practices Act (MN Statute Chapter 13) and must be treated accordingly. • City staff and Council Members should retain information stored on the Wad or tablet device in keeping with city policies and procedures per the General Records Retention Schedule. Personal/Home Use The, laptop, Wad or tablet device is a powerful computing tool. City -issued devices may be taken home provided the use is consistent with the City's mission, does not interfere with or negatively impact any other person's or entity's rights and work and/or learning environment, and does not conflict with any law. Failure to adhere to the policy shall result in the revocation of such use privilege. Installation of applications is limited to applications that are consistent with the terms listed in this policy and are available through the application store. Installation of additional applications shall be at the sole expense of the user, utilizing their personal application store account. Modification of the device's operating system to allow installation of applications not approved legally Page 113 of 167 141 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. 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. 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 114 of 167 142 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 Wad 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. Acknowledgement All City staff and Council Members who are assigned an iPad or tablet device shall be provided a copy of these guidelines and shall acknowledge receipt and understanding of the provisions outlined herein. The guidelines may be updated as needed. I agree that I will use the City'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 115 of 167 143 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 disconnected or Page 116 of 167 144 phone number being changed. d. Limiting personal calls, incoming and outgoing, during work hours so as not to interfere with City business or the performance of the employee's job. e. Replacement or repair of the phone. No allowance will be paid when an employee is in a leave status exceeding forty-five (45) days, unless approved by the City Council. No allowance will be paid when an employee is in an unpaid leave status. Approved Uses Employees receiving a City -owned cell phone or cell phone allowance will be responsible for the following: a. Employees are expected to keep their cell phones turned on during their designated working and on -call hours to assure they can be reached. b. Retrieving messages on voice mail if telephone calls are missed on the cell phone. C. Ensuring that use of the phone does not provide a distraction to the employee during work hours. This includes setting the cell phone to a silent alert mode during meetings and other times that an interruption is undesirable. d. Employees in possession of City -owned cell phones are required to care for the equipment in a responsible manner and to take appropriate precautions to prevent theft, damage, and vandalism. e. Providing adequate security for the phone to prevent unauthorized users from accessing work -related telephone numbers or documents stored on the cell phone, including, but not limited to, using a pass -code lock function when available. f. Limited Personal Use Exception: personal use during off-peak and weekend hours is permitted with City -owned cell phones, provided no costs are incurred by the City for such use. If the City does incur costs for employee's personal use, the employee will be responsible for immediate payment of the personal use charges. Unapproved Uses Employees receiving a City -owned cell phone are prohibited from the following: a. Using City -owned cell phones for personal long-distance. b. Use of the equipment for personal profit or gain. C. To transmit, receive or distribute pornographic, obscene, abusive, or sexually explicit materials, or materials containing unclothed or partially clothed people. d. To violate any local, state, or federal law or engage in any type of illegal activity. e. To engage in any form of gambling. f. To engage in any type of harassment or discrimination, including but not limited to sexual harassment and harassment or discrimination based upon Page 117 of 167 145 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. 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 Page 118 of 167 146 coordination of this policy. Violations of this policy will subject the user to disciplinary action in accordance with the personnel policy or collective bargaining agreement. The Division Directors will be responsible for enforcement within their departments. When an employee terminates employment, the Division Director is responsible to ensure that a City -owned cell phone is returned to the City. The City -owned cell phone shall be returned to the City prior to final compensation to the employee. Acknowledgement A Cell Phone Plan and Use Acknowledgement Signature Form will be required to be completed prior to any employee using a City -owned cell phone or receiving a cell phone allowance. 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 Department Head Signature City Administrator Signature My Provider is: Date Date Date Page 119 of 167 147 Artificial Intelligence (AI) Policy Purpose This policy establishes a comprehensive, yet flexible, governance structure for AI systems used by, or on behalf of, the City of Orono. This policy enables the City of Orono to use Al systems for the benefit of the community while safeguarding against potential harms. The key objectives of the AI Policy are to: • Provide guidance that is clear, easy to follow, and supports decision -making for all employees, elected officials, City attorney, member of city boards, commissions and committees, consultants, contractors, and volunteers who may be purchasing, configuring, developing, operating, or maintaining the City's Al systems or leveraging Al systems to provide services to the City. • Define roles and responsibilities related to the City's usage of Al systems. • Establish and maintain processes to assess and manage risks and values presented by Al systems used by the City; • Ensure that when using Al systems, the City or those operating on its behalf, adhere to the Guiding Principles that represent values with regards to how Al systems are purchased, configured, developed, operated, or maintained. • Align the governance of Al systems with establishing public trust, transparency, accountability, privacy and data protection laws, equity and non-discrimination and cybersecurity standards and ethnical governance; • Define prohibited uses of Al systems; • Establish "sunset" procedures to safely retire Al systems that no longer meet the needs of the City; • Define how Al systems may be used for legitimate City purposes in accordance with applicable local, state, and federal laws, and existing agency policies. Scope This policy applies to: All Al systems deployed by the City or on the City's behalf; and All employees, elected officials, City attorney, member of city boards, commissions and committees, consultants, contractors, and volunteers who may be purchasing, configuring, developing, operating, or maintaining the City's Al systems or who may be leveraging Al systems to provide services to the City. Definitions The City defines "artificial intelligence" or "Al" to be a machine -based system that can, for a given set of human -defined objectives, make predictions, recommendations, or decisions influencing real or virtual environments (Definition from 15 U.S.C. 249 13)). Al systems use machine- and human -based inputs to perceive real and virtual environments; abstract such perceptions into models through analysis in an automated manner; and use model inference to formulate options for information or action. Page 120 of 167 148 The City defines an "Al system" to be any data system, software, hardware, application, tool, or utility that operates in whole or in part using Al. This includes: • Machine learning models • Predictive analytics tools • Generative Al systems (e.g., chatbots, text/image generators) • Automated decision -support systems • Facial recognition and biometric systems • Robotic process automation with decision logic Guiding Principles These principles describe the City's values with regards to how Al systems are purchased, configured, developed, operated, or maintained. 4.1. Lawfulness and Compliance Al systems must comply with all applicable federal, state, and local laws, including: • Public records laws • Data protection and privacy regulations • Civil rights and anti -discrimination laws • Procurement regulations • Criminal Justice Information Services (CJIS) regulations 4.2. Transparency The City of Orono shall: Maintain an Al Use Inventory. Clearly disclose when residents are interacting with Al systems. Provide plain -language explanations of AI -assisted decisions that affect individuals. 4.3. Human Oversight Human oversight ensures adherence to relevant laws and regulations. Al systems are developed and deployed with a human -centered approach that evaluates Al powered services for their impact on the public. • AI systems shall not replace final human judgment in high -impact decisions. • Employees remain accountable for decisions assisted by Al. • High -risk applications require documented human review. 4.4. Fairness and Equity Al systems support equitable outcomes for everyone. Bias in Al systems is effectively managed with the intention of reducing harm for anyone impacted by its use. • Al systems must be evaluated for bias prior to deployment. • Disparate impact testing must be conducted for high -impact systems. Page 121 of 167 149 • Systems found to produce discriminatory outcomes shall be suspended pending review. 4.5. Privacy and Data Protection Privacy is preserved in all AI systems by safeguarding personally identifiable information (PII) and sensitive data from unauthorized access, disclosure, and manipulation. • Data minimization principles shall apply. • Personally identifiable information (PII) must be protected. • Sensitive data must not be entered into public generative Al systems without authorization. • Data retention schedules must apply to AI -generated content. 4.6. Security and Resilience Al systems maintain confidentiality, integrity, and availability through safeguards that prevent unauthorized access and use. Implementation of Al systems is reliable and safe, and minimizes risks to individuals, society, and the environment. • Al systems must meet municipal cybersecurity standards. • Third -parry vendors must undergo security review. • Incident response plans must include AI -related risks. Roles & Responsibilities Several roles are responsible for enforcing this policy, outlined below. • The IT Division is responsible for ensuring that the City's use of Al systems is done so in accordance with this policy and will coordinate Al system usage with City departments. • The IT Division is responsible for overseeing the enterprise security infrastructure, cybersecurity operations, updating IT policies, procedures, standards, guidelines, and monitoring policy compliance. • City departments and employees are responsible for following this policy and following updates to this policy and the other Al use restrictions (if applicable to the department. E.g., Police reports), and shall check compliance with these documents at least annually. • Human Resources shall notify City departments when an update to this policy is released. • The City Administrator may, at their discretion, inspect the usage of Al systems and require a department to alter or cease its usage of Al systems. • The Finance Department is responsible for overseeing the procurement of Al systems in alignment with existing IT procurement and governance processes and requiring vendors to comply with City policy standards through contractual agreements. Policy Do not disclose or share any sensitive data during interactions with Al platforms, unless that platform has been approved for sensitive City data. CJIS and other confidential data should never be shared with any Al platform. Examples of permitted use cases includes: • Automating routine tasks (e.g., scheduling, data processing); Page 122 of 167 150 • Summarizing meetings, reports, or emails that only contain public data; • Generating documents that only deal with public information; • Researching public topics in which the content can be verified by a subject matter expert; and • Brainstorming ideas or generating content drafts. Sensitive data includes: • Personally Identifiable Information; • Financial Information; • Information that is not public per Minnesota State Statute; and • Information that is not ready for public disclosure. The purpose of this policy is not to restrict commonly used grammar aids and spelling review products that have been traditionally utilized. Al platform usage and/or integration into existing tools will require review and approval by the IT Division. All vendors must be reviewed in accordance with City of Orono Risk Classification section of this policy and an impact analysis must be completed before the committee will consider usage. This process can be initiated by contacting the IT Division. Employees who wish to use Al technologies using City data or to generate content (text, images, etc.) need to attend Al training sessions. The training may cover the appropriate usage of Al platforms, including data privacy, security best practices, copyright, and the importance of adhering to the established policies. Please contact IT Division to request the training. Please keep your supervisor informed about how you are using Al in your work. Ensure that Al platform interactions using city data occur on City -owned computers to protect non- public information from unauthorized access or disclosure. Usage must adhere to all relevant laws, regulations, and industry standards, such as data protection and privacy regulations and financial industry guidelines (e.g., Payment Card Industry Data Security Standard (PCI DSS)). Avoid storing or retaining chat logs longer than necessary. Employees must follow the Minnesota Government Data Practices Act. AI -generated content used in city decision making, official communications, or retained work product may be considered government data subject to retention and disclosure requirements by the Minnesota Government Data Practices Act. Employees are responsible for independently reviewing and verifying AI -generated outputs before use, publication, or reliance in City operations. Exercise caution when relying on Al responses for critical decisions or actions. Use these models as a support tool rather than a sole source of information. Page 123 of 167 151 Risk Classification Framework Al systems shall be classified prior to deployment: Low Risk Low risk includes internal productivity tools with limited public impact. Examples includes: • Administrative automation Internal document drafting Scheduling optimization Moderate Risk Moderate risk includes decision -support systems influencing public outcomes. Examples includes: • Service prioritization tools • Resource allocation recommendations • Internal analytics affecting operational planning High Risk High risk includes systems directly affecting rights, eligibility, or safety. Examples includes: • Eligibility determinations for public benefits • Code enforcement targeting • Law enforcement predictive systems • Biometric identification systems High -risk systems require: • Impact assessment • Legal review • Ethics review • Public notice (when applicable) • City Administrator approval Prohibited Uses The use of certain Al systems is prohibited due to the sensitive nature of the information processed and severe potential risk. This includes the following prohibited purposes: • Mass surveillance without lawful authority • Social scoring (the use of Al systems to track and classify individuals based on their behaviors, socioeconomic status, or personal characteristics) of residents • [Cognitive behavioral manipulation of people or specific vulnerable groups.] • Real-time facial recognition in public spaces (unless authorized by law and council approval) • Fully automated denial of essential public services without human review; • Autonomous weapons systems. Additionally, staff shall not use Al systems to rationalize a law enforcement decision, or as the sole basis of research, interpretation, or analysis of the law or facts related to a law enforcement contact or investigation. Staff shall not use Al tools for any activities that may be harmful, illegal, unethical, or in Page 124 of 167 152 violation of any other department and city policies, including but not limited to the CHS policies, Minnesota Data Policies, or code of conduct policy. If City staff become aware of an instance where an Al system has caused harm, staff must report the instance to their supervisor and the city administrator. Examples of instances includes data exposure, discriminatory outcomes, incorrect or false public communications, security compromise, unauthorized automation, incorrect legal or financial outputs. Violations of the Al Policy Violations of any section of the Al Policy, including failure to comply with other City policies, may be subject to disciplinary action, up to and including termination of employment, and related civil or criminal penalties. Violations made by a third party while operating an Al system on behalf of the City may result in a breach of contract and/or pursuit of damages. Infractions that violate local, state, federal or international law may be remanded to the proper authorities. Page 125 of 167 153 Appendix E. Expense/Reimbursement Report Page 126 of 167 154 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. 2026 Personal Expense Reimbursement Form PLEASE DO NOT STAPLE RECEIPTS TO FORM City of Orono Print Name: P.O. Box 66 Crystal Bay, MN 553230066EmplOyee Signature: �= (952)249-4600 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 Totals $0.725 $ - $ - $ - $ - $ - Page 127 of 167 155 Appendix F. Position Reclassification Guidelines and Process Page 128 of 167 156 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 Page 129 of 167 157 (aka Technical and Specialized Know -How and Job -Specific Knowledge); Integrating Know -How (aka 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. Page 130 of 167 158 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. 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. Page 131 of 167 159 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: 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: Page 132 of 167 160 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. 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 Anal 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 Page 133 of 167 161 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 134 of 167 162 Appendix G. Flexible Work Arrangement Policy Page 135 of 167 163 Flexible Work Arrangement Policy 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. 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. 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/z-day Workweek (assuming 40 hours/week) - Employee would work four (4) 3) 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 setting. Positions suited for teleworking are those that can be successfully performed remotely and Page 136 of 167 164 require minimal supervision and limited face-to-face contact. 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? Guidelines. 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 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. Page 137 of 167 165 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. 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. 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. Page 138 of 167 166 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 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. 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 before taking effect. E. Supervisors should evaluate an employee's flexible work arrangement with him/her on an ongoing basis. Page 139 of 167 167 F. The City will assess the flexible work arrangement policy on a periodic basis. 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. 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 140 of 167 168 Flexible Work Agreement Form Employee must request the form from their supervisors. Supervisors will assign the form through the Employee Portal in NeoGov. The following pages is an example of what the form contains. CITY OF ORONO -� 2750 KELLEY PARKWAY, ORONO. MINNESOTA 55356 i N WN'_Otonomn_g2x Flexible Work Agreement Tits e0rNmere "lust be sgroa by V,e om IC y'w and MW S44MVsor. v ro, aprnwr from VW f)apart"W" tMea. tot* - parwp"v in ow 4aOM work ara"Po wt Per<lper0rr Y1 tnxfte work a"a,geme"r s at Qwe O6cr~ of We Cny aW a Crly Adrmnatra w. and is no an er.oroyee n9M Aelele wort anawverrlere a W&IW b fD empeayees n pOLeOM ONm" benrflawl and COnalMM Win 0P*rM* W "eeOC Amew wwax OWS not atia QM MRnt a em*io r w* a1C "ley be MW06" or MwakeC by Yle City or Coy AOffvrvW W. wM at least Y hours noOCe v~ possrde FMMbre work ondoyees mey tle repureo a report to the Cey er011reAe fm lrpat blilrleu FW Mean Emprbyee Room Poelar D*" on o.oerorw,t Page 141 of 167 169 Ngsfssed Freda Wort Svlease and Mars A none.ampt mound e a aorMdey sdnedJe mw ncorporme a bona kM meet period Of at least 70 mwraes compW* Mee Man worts respor4*dtWs Discuss your break tines wdn you manager Thus sdraaN wat beam on Week / of Nt y Anent End dace M unortnl Monday Stan Tone Monday End Time Tuesday Sun Tree Tummidey End Tame Wad esdsy Start Tine Wednesday bled Time Thursday Sun Tmo Friday Stet Tnme Saturday Sun Timis Sunday Start Tale INuY 2 e/ Ay Arts/ Thursday End Tma Friday End Tmw Saturday End Time Sunday End Time Monday Sun Tree Monday bled Tura Tuesday Sun Tune Vftonesday Start Twee Thursday San Twne Fnday Start Tame Sanrdry Stan Twee Sundry Sun Tree Tuesday End Time Wednesday End Time Thursday End Tens Fnd" End Tale S let relay End Time Sunday End Time Page 142 of 167 170 VartaOon to Flexible Wort Sc hadtae arc MOvs Lrsfed Alovo Nnalbd any Vanabdn ham VW regLAW Wort hours docl/rwn*d Axhap Aa Inc aGc to Arrangemcrvt Tcic on Dlil Srtc OcLvI Co—c.rnn Vc-.t-om -we fq�p^rc, I recoQnlfe Out I muff cornpry Wrlh as r.orkpWice Ooli and expectations wdtdnn communication and avaaaberty protocols Primary Contact Phorhe N, - Ovn E,pecsed Communcabon Mathom alrn Teftwic, q le G emm and Or wmsi The Towwat locabn a. Ohome OAce Oover pease saeo/y bak wl t your ww&vrt bcat.on is sor-% hcrc a t bun a home dfhce. pease specov tla ocaoon TNewort location Adoress Dosolbe IOCaIIOn Of wortspaCO MINn the home or Otyr pcaapt Ma daanfamrs den. Oman room desk n tamry room) A"" "Am a lac of Clry rssuad Property used fa Yoko Mywort bcwen The City does root provl0e mptias for acnpoyaes sumo UW*ort I understand tws rt is " respatsCsey to turns!+ arty nocesssry equpmert such as a monmdr, at my own dscrebon to eNaCtvwy and Oftwe y pallor my pe dries Page 143 of 167 171 Employee Ackrwwaedgemwe and lignsture I nave road me Cqr of Orono He.rbte Work Ar.argemon Potty. and agree a Campy tech as scams and ConONwtt I underuw%d that nan<ompawKe witch dr rms df M fre■rbs Work Arrangamw+c Policy w arty dM City or wtdkndratt dsparVrrwt mgwemwws may resret cal the remoter *am tfr fMrdbe Work AnarVamwe and -or dwvWwy woon I understerw that I may not M. work WM ays agreeman is approved by my Depatmwst Head I ulderstmW art patewapon in ar Mwteto wort amarlgealem can be Notsd at arty ume by eyrr myself. my Deoem cam Head. ate City Admwrestra or. w drbr City Ctadnct Errtploy+e Sq+atwc Date of Errroloyee &VAIL" OS1L12026 As ate supervtew for this tert.wrket. I rate revrewad the below tefd dker teaitapecfen eafe'y checklist and discussed and resdNed arty probrmt wM M etttpttryee. Manager Approver of Telrwork Ne4r.! k4ww w Name M—O w Srgnaare Dee ugt.d by -wm qw As the department head eat dws twwromw. I have revsweo the batow twewomer sew a+spectron sa" checMst and discussed and resolved any problems w t?i the employee D.7e pg10d by (?CpTt'TMt Me.t� Page 144 of 167 172 Tolewwook Sod4epacson Ch Kkw I understand war I an fa adh" to as eddy VMBW— aypoM to ^M normal City nipiocwa+ wfre wwwor". as weer as Ww pwor aWrwd hn sw Telewplro SNNrispecaton Suety Checklist plowlded petow The fdnovwng rdormseon is ~handed to aaso she WWWarbW Orb aelrre Ow WWAwk tie Is sate and mete you asras of your msponsea0es as a worker tour signaun mean own you ere aware of your responsWees In lima sea trspadon Wad ore use of the dWOd" strove be conOewd at least ernua►y by Arne INerrorker and forwarded b trier supervisor for reww Employee and supervisor s wsponsible b ensure Orel Kaman Nesources receives a copy or this record Aoaral We* EbwbistMWN . Work slat a dear. orderly and sale Msarras or eguipmen are at I in sLic h a way Orel sharp propcl4s will not nisw Jere wan the last wry Adequew headroorn is Provided for"awn errgWn of dry asw or slew" Ames and passagewgt are kept deer Thee an standard star role or handraW an all st wvrays howq low or more steps; play an aware CO all eaas and NI sass ere III ep free of obstrhtWors Y toon and OQLI%Wh@n bash dspetrtareM and employes owned) used by de a PIWA a at Oren hones for Cat aheronsd work s in good condition work area is adequealy 1lwnw~ The work area wimake on system s approldrea for work being peformed in /Miftend" gabs Work can be pertained without eye strain or qan o One ewlpbyise. Neck and shoulders we not stooped to vow tie task Thaw aA no I I pwft on any pats CO Ow body (wrrtts. hxearms. Hack d Ohyhnl The work can be done wlnOra twnsbng or owrry bending One lower Ludt. TOds, n/swarl3 and wacfvnry are shaped poMped and handled corrhbnatoy Aid peces of funwure are ad),sad, positioned, and arranged b MnWA a Iran on all parts d One body, Oderbpl.ce PUMP It payee is awes Ono staaAory rdon.at+orW posan and buaetns are paced and aweeabw for °w&vq a the City worksae base poste: an0 bJalws include Mtrmrdon on leave rgMs dlscnmradon. sooty. r"y and Hess prevers or. workers cornpanuman. and CA@OS14A req at@pes AlrOere SOMMY ElrOloyes whc op@rae vafwc*s on Gty business. hew* a valid drrver s Icww are opera" vehfCNs In accordance war h Ode Yeses refOtit4lu, hew read understand. ano comply wan trio City Onvmg policy Article 20 of Cny of Orono Personal Po" Emergency Weoarediheee • Ernpbyee is awe of Ow wcwon of a hospital or cow far medical can What s in proahmsy of tie home wortrae A Ask ad kit Is easily atcesslble lit each work area won necessary sr,uppars The Aat ad kid is pelodluay inspected and opal as needed Thom s n opera" portable M eaarqusher. which is raced for A.S. and C Jainism squid and eleertoQ>las on ate and she employes Is awe@ of how to use the M wWrgaeler EsnpMdner a easly accessible and free from dbssnucison or blockage. Telewwpker Set Inspection Sally Acanoweed jenwim Commend (Peas list any problems that were wentdled and how Owy ware ueadWedl SyratRe of krtleworker pvr txrrvrq inspection Dar of sellLspechpn Page 145 of 167 173 Appendix H. Credit Card Policy Page 146 of 167 174 City of Orono Credit Card Policy 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: • Less time required at the point of sale with retailers; • Purchases made over the Internet, resulting in lower costs; • Quicker turnaround time for goods or service when needed; • Reduction in the total number of checks written. 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. 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. 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 Page 147 of 167 175 h. Recreation. 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. 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. 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. Termination A City credit card held by an 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 148 of 167 176 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. • I understand that I am making a financial commitment on the behalf of the City of Orono. • I understand that under no circumstances that I will use the credit card(s) to make personal purchases, whether for myself or for others. • I have been given the City Credit Card Policy, which I have read and understand the requirements for City purchasing card use. • I will follow the established procedure for the use of the credit card(s). • I understand the Finance Director will disallow my use of a City credit card for violation or misuse of the credit card and/or credit card policies and procedure and that such violation or misuse may subject me to discipline, including termination, under the City's Personnel Policies. I understand that each time I use, or authorize the use thereof, that I am adhering to the following statement: "I hereby certify under penalty of perjury that this is a true and correct claim for necessary expenditures incurred by me and that no payment has been received by me on account thereof." I understand that I will be held personally liable for inappropriate charges I incur to the City credit card, and payment for any such inappropriate charges is hereby authorized to be withheld from my paycheck. 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 149 of 167 177 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 Item(s) Purchased Amount I understand that falsification of the itemization of this purchase constitutes an act of fraud. Signature of Cardholder Date Page 150 of 167 178 Appendix I. Drug and Alcohol Testing for Commercial Drivers Policy Page 151 of 167 179 Drug and Alcohol Testing for Commercial Drivers Policy Table of Contents 1. Purpose..........................................................................................................................................153 2. Definitions.....................................................................................................................................153 3. Persons Subject to Testing and Types of Tests.............................................................................156 4. Prohibited Conduct.......................................................................................................................160 5. Collection and Testing Procedures...............................................................................................162 6. Review of Test Results.................................................................................................................164 7. Notification of Test Results..........................................................................................................164 8. Consequences for Drivers Engaging in Prohibited Conduct........................................................165 9. Loss of CDL License for Traffic Violations in Commercial and Personal Vehicles ...................167 10. Maintenance and Disclosure of Records...................................................................................167 11. Policy Contact for Additional Information...............................................................................167 Page 152 of 167 180 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. rlafinitinnc 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 Page 153 of 167 181 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). 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 154 of 167 182 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 Page 155 of 167 183 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 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 ("BBT") 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. Persons Subject to Testingand nd 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 Page 156 of 167 184 • 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. 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 Page 157 of 167 185 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 Testing 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 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 Page 158 of 167 186 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, 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 Page 159 of 167 187 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. 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. 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. Page 160 of 167 188 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. 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. Page 161 of 167 189 • 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 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 Testing No driver may report for duty, remain on -duty or perform a safety -sensitive function if the driver tests positive for controlled substance. 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 ("BBT") operated by a trained breath alcohol technician ("BAT") at a collection site. An alcohol test usually takes approximately 15 minutes if Page 162 of 167 190 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 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 Page 163 of 167 191 must contact the City who will direct the driver to contact the MRO. 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 • 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. Notification of Test Results Page 164 of 167 192 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. Consequences for Drivers Engaging 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 Page 165 of 167 193 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 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 Page 166 of 167 194 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: o A DOT alcohol confirmation test result with an alcohol concentration of 0.04 or greater; o A negative DOT return -to -duty test result; o The driver's refusal to submit to a DOT test for drug or alcohol use; o 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; o 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. 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. 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. 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 167 of 167 195 Adopted by Orono City Council on December 8, 2025 196 Table of Contents Article 1. 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 Section 3.01 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 163 197 Section 3.16 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 Section 3.23 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 Section 4.06 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 163 198 Section 7.07 Leave Policy for Exempt Employees............................................................................... 28 Section 7.08 Temporary Higher Position.............................................................................................. 28 If an employee is assigned to a department head's duties, the employee shall earn the starting step or the step no less than 10% increase in pay of the department head's grade ................................................... 28 Article 8. PERFORMANCE REVIEWS................................................................................................ 29 Article9. BENEFITS........................................................................................................................... 30 Section 9.01 Insurance Options............................................................................................................. 30 Section 9.02 Retirement/PERA............................................................................................................. 30 Section 9.03 Retirement/Deferred Compensation................................................................................. 30 Section 9.04 Tuition Reimbursement (see Appendix B for detailed policy and forms) ........................ 31 Section 9.05 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 11.0413 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 Section 11.06 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 Section 11.11 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............................................................... 464-5 Section 11.19 Light Duty/Modified Duty Assignment............................................................................ 46 Section 11.20 Reasonable Accommodations to an Employee for Health Conditions Relating to Pregnancy................................................................................................................................................. 46 Page 4 of 163 199 Article 12. RESPECTFUL WORKPLACE POLICY............................................................................ 48 Section 12.01 Applicability..................................................................................................................... 48 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 Section 14.02 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, ALCOHOL, CANNABIS FREE WORKPLACE .................................................. 62 Section 19.01 Drug/Alcohol Testing Policy............................................................................................ 63 Article 20. CITY DRIVING POLICY................................................................................................... 64 Section 20.01 Records Review................................................................................................................ 64 Section 20.02 Cell Phone use while driving............................................................................................ 64 Article 21. CITY TECHNOLOGY........................................................................................................ 65 Page 5 of 163 200 Section21.01 Purpose.............................................................................................................................. 65 Section 21.02 General Information.......................................................................................................... 65 Section21.03 Personal Use...................................................................................................................... 65 Section21.04 IT Hardware...................................................................................................................... 66 Section21.05 IT Software........................................................................................................................ 66 Section 21.06 Electronic Mail.................................................................................................................. 66 Section 21.07 Electronic Calendars.......................................................................................................... 67 Section 21.08 Personal Devices............................................................................................................... 67 Section21.09 Security.............................................................................................................................. 67 Section2 1. 10 Internet.............................................................................................................................. 68 Section 21.11 Data Retention................................................................................................................... 68 Section 21.12 Electronic Mobile devices (including Cell Phones)......................................................... 69 Section 21.13 Cell Phone Monthly Allowance Election.......................................................................... 69 Section21.14 Procedures......................................................................................................................... 70 Section21.15 Responsibility................................................................................................................... 70 Article22. SAFETY............................................................................................................................... 71 Section 22.01 Reporting Accidents and Illnesses.................................................................................... 71 Section 22.02 Safety Equipment/Gear..................................................................................................... 71 Section 22.03 Unsafe Behavior............................................................................................................... 71 Section 22.04 Access to Gender -Segregated Activities and Areas......................................................... 71 Article 23. EMPLOYEE RECOGNITION............................................................................................ 72 Section 23.01 Service Recognition.......................................................................................................... 72 Section 23.02 Service Awards and Events............................................................................................... 72 Appendix A. Performance Evaluation Process and Forms................................................................... 74 Appendix B. Tuition Reimbursement Policy and Forms................................................................... 101 AppendixC. Website Policy.............................................................................................................. 105 Appendix D. Information Technology Policies and Forms............................................................... 108 Appendix E. Expense/Reimbursement Report .................................................................................. 121 Appendix F. Position Reclassification Guidelines and Process......................................................... 123 Appendix G. Flexible Work Arrangement Policy.............................................................................. 129 Appendix H. Credit Card Policy.................................................................................................. 14244 - Appendix I. Drug and Alcohol Testing for Commercial Drivers Policy ................................... 147446 Page 6 of 163 201 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: Except where specifically noted, these policies do 1. Elected officialsi 2. City attorney; 3. Members of city boards, commissions, and committees; 4. Consultants and contractors; 5. Volunteers, . 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 (including traits associated with race, including, but not limited to, hair texture and hair styles such as braids, locks and twists), 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, or lawful participation in the Minnesota Medical Cannabis Patient Registry. Section 1.04 Data Practices Advisory Page 7 of 163 202 Employee records are maintained in a location designated by the city administrator. Personnel data is retained in personnel files, finance files, and benefit/medical files. Information is used to administer employee salary and benefit programs, process payroll, complete state and federal reports, document employee performance, etc. Employees have the right to know what data is retained, where it is kept, and how it is used. All employee data will be received, retained, and disseminated according to the Minnesota Government Data Practices Act. Section 1.05 Media Requests All city employees have a responsibility to help communicate accurate and timely information to the public in a professional manner. Requests for private data or information outside of the scope of an individual's job duties should be routed to the appropriate department or to the data practices authority. Any employee who identifies a mistake in reporting should bring the error to the city administrator or other appropriate staff. Regardless of whether the communication is in the employee's official city role or in a personal capacity, employees must comply with all laws related to trademark, copyright, software use, etc. Except for routine events and basic information readily available to the public, all requests for interviews or information from the media are to be routed through the city administrator. No city employee is authorized to speak on behalf of the city without prior authorization from the city administrator or his/her designee. Media requests include anything intended to be published or viewable to others in some form such as television, radio, newspapers, newsletters, social media postings, and websites. When responding to media requests, employees should follow these steps: 1. If the request is for routine or public information (such as a meeting time or agenda), provide the information and notify the city administrator of the request. 2. If the request is regarding information about city personnel, potential litigation, controversial issues, an opinion on a city matter, or if an employee is unsure if the request is a "routine" question, forward the request to the city administrator. An appropriate response would be, "I'm sorry, I don't have the full information regarding that issue. Let me take some basic information and submit your request to the appropriate person, who will get back to you as soon as he/she can." Then ask the media representative's name, questions, deadline, and contact information. All news releases concerning city personnel will be the responsibility of the city administrator. When/if the city administrator authorizes a staff person to communicate on behalf of the city in interviews, publications, news releases, on social media sites, and related communications, employees must: • Identify themselves as representing the city. Account names on social media sites must be clearly connected to the city and approved by the city administrator. • Be respectful, professional, and truthful when providing information. In most cases, only factual information (not opinions or editorial comments) should be provided: "The city finished 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 Page 8 of 163 203 following on the city's Facebook page: "My family visited Hill Park this weekend and really enjoyed the new band shelter." Employees who have been approved to use social media sites on behalf of the city should seek assistance from the city administrator on this topic. • Notify the city administrator if they will be using their personal technology (cell phones, home computer, cameras, etc.) for city business. Employees should be aware that data transmitted or stored may be subject to the Minnesota Government Data Practices Act. Section 1.06 Personal Communications and Use of Social Media It is important for city employees to remember that the personal communications of employees may reflect on the city, especially if employees are commenting on city business or commenting on issues that implicate their city employment. As city representatives, employees share in the responsibility of earning and preserving the public's trust in the city. An employee's own personal communications, such as on social media, can have a significant impact on the public's belief that all city staff will carry out city functions faithfully and impartially and without regard to factors such as race, sex/gender, religion, national origin, disability, sexual orientation, or other protected categories. Non -personal communications (performed within one's job duties) to members of the public must be professional at all times. The following guidelines apply to personal communications, including various forms such as social media (Facebook, Twitter, blogs, YouTube, etc.), letters to the editor of newspapers, and personal endorsements: • Do not share any private or confidential information you have access to as a result of your city position. • Any personal communications made on a matter of public concern must not disrupt the efficiency of the city's operation, including by negatively affecting morale. Put another way, such public comments must not undermine any city department's ability to effectively serve the public. Disruptive personal communications can include liking or republishing (sharing/retweeting) a social media post of another individual or entity. The City can act on the personal communication that violates this policy without waiting for the actual disruption. • Remember what you write or post cannot easily be undone. It may also be spread to larger audience than you intended. Use common sense when using email or social media sites. It is a good idea to refrain from sending or posting information or photos you would not want your boss or other employees to read, or you would be embarrassed to see in the newspaper. Keep in mind harassment, bullying, threats of violence, discrimination, or retaliation concerning a co-worker or between co- workers that would not be permissible in the workplace is not permissible online, even if it is done after hours, from home and on home computers. • The City of expects its employees to be fair, courteous, and respectful to supervisors, co- workers, citizens, customers, and other persons associated with the city. Avoid using statements, photographs, video or audio that reasonably may be viewed as malicious, obscene, threatening or intimidating, disparaging, or might constitute harassment or bullying. Examples of such conduct might include offensive posts meant to intentionally harm someone's reputation or posts that could contribute to a hostile work environment on the basis of sex, race (including traits associated with race, including, but not limited to, hair texture and hairstyles such as braids, locks and twists), 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." • City resources, working time, or official city positions cannot be used for personal profit or Page 9 of 163 204 business interests, or to participate in personal political activity. Some examples: a building inspector could not use the city's logo, email, or working time to promote his/her side business as a plumber; a parks employee should not access a park after hours even though he or she may have a key; a clerk, while working at City Hall, should not campaign for a friend who is running for City Council. • Personal social media account name or email names should not be tied to the city (e.g., Orono Cop). Page 10 of 163 205 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 this personnel_--po46�op licy as well as those of their departments and union agreements, if applicable. • 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 11 of 163 206 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 163 207 • 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 163 208 • 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 163 209 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 ages 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. For reference, see Minn. Stat. §471.895 and Minn. Stat. §471.87 Page 15 of 163 210 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 January 1 to December 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 163 211 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 163 212 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 163 213 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 163 214 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 163 215 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 163 216 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 163 217 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 163 218 Decisions to cancel departmental programs (special events, recreation programs, etc.) will be made by the respective supervisor or the city administrator. Page 24 of 163 219 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 163 220 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 163 221 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 163 222 • 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. Section 7.08 Temporary Higher Position If an employee is assigned to a department head's duties, with the approval of the City Administrator and Council, the employee shall earn the starting step or the step no less than 10% increase in pay of the department head's rg ade. Page 28 of 163 223 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 163 224 Article 9. BENEFITS Section 9.01 Health, Dental, Life Insurance Options 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 163 225 Section 9.045 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 9.056 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 163 226 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 Presidents' Day Veterans Day Martin Luther King, Jr. 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- h, ufs .,,ofkea on the "actual" holiday as opposed to the "observed" holiday. Page 32 of 163 227 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. To qualify for Sick and Safe Leave an employee must work at least 80 hours in a 12-month period for the city. The hourly rate of Earned Sick and Safe Leave is the same hourly rate an employee earns from employment with the city 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 aeerded Siek and Safe Leave eannot exeeed 80 hours. The hourly r-a4e of Earned Siek and Safe Leave is the safne hourb, rate an employee eams employment with the eity. To qualif� • 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 Siek and Safe Leave is the same hourly rate an employee eams f�om employment with the eity. To qualify for Siek and Safe Leave an employee raidst work at least 90 hotirs in a 12 month period for- "'e eivy. , Paid on eall firefighters will not eam Siek and Safe Leave eff-eetive May 25, 2024 due to Law Changes. For-Tefereneevisit "wept 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 163 228 • 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 163 229 Eli ibg ility To be eligible for- Siek 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. 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 Minn. Stat. & se�r181.940, 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 Hhuman Rresources 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 163 230 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 / Tiers Per Year Per Pay Period 0 through 5 years of continuous service 80 hHours 3.08 hours 6 through 10 years of continuous service 1204hours 4.62 hours 11 through 15 years of continuous service 1604hours 6.15 hours 16 through 19 years of continuous service 18414hours 7.08-14hours 20 years and more of continuous service 20014hours 7.69 ei-io hours a. Eligibility Full-time employees will earn vacation leave in accordance with the above schedule. Part-time employees who i-sare 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. For the purpose of movement in the vacation accrual tiers, if an employee is authorized at time ofhir-L to start at a certain accrual rate, they will move along the tiers as they finish up the increment of time needed to do -so. 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 Page 36 of 163 231 absence unless covered by FMLA or MN Paid Leave after one year of employ. 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. Employees returning from military service will be reemployed in the job that they would have attained Page 37 of 163 232 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 vae PT-Oaccrued paid 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 and pay form is completed by the clerk of court so the city will be able to determine the amount of Page 38 of 163 233 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 section 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 163 234 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. For reference, see 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. For reference, see Minn. Stat. § 181.945 and Minn. Stat. § 181.9456 requirement for cities with more than 20 employees. Page 40 of 163 235 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 parry 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 Page 41 of 163 236 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 business days of when the need for leave becomes known, followed by a completed "Request for Page 42 of 163 237 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. 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 Page 43 of 163 238 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. 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. 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 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 Page 44 of 163 239 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 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. Page 45 of 163 240 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. 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 _ 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; Page 46 of 163 241 • 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, see Minn. Stat.§ 181.939, and Minn. Stat. § 181.9414. Page 47 of 163 242 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 163 243 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; • Submitting to or rejecting the conduct is used as the basis for an employment decision affecting an individual's employment; • 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.i • 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 Hhuman Rresources, 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 163 244 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, hHuman rResources, 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 163 245 • 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 of a disrespectful workplace behavior incident, a report will be made to the city administrator who will determine how to proceed in addressing the complaint as well as appropriate discipline. If the city administrator is perceived to be the cause of a disrespectful workplace behavior incident, a report will be made to the city attorney who will confer with the mayor and City Council regarding appropriate investigation and action. If a councilmember is perceived to be the cause of a disrespectful workplace behavior incident involving city personnel, the report will be made to the city administrator and referred to the city 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 163 246 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 163 247 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 163 248 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: Employeeyroll 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 163 249 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 163 250 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 163 251 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 163 252 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 parry. 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 163 253 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 163 254 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 knot reimburse employees for the travel 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 , not to exeeed the allowable IRS rate. Expenses for meals and lodging will be reimbursed at the current IRS per diem rate. Page 60 of 163 255 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 163 256 Article 19. DRUG, ALCOHOL, CANNABIS 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, er alcohol, or cannabis 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 or alcohol and must report to work on time and in an unimpaired mental and physical condition. It is the city's intent and obligation to provide a drug -free, safe and secure work environment. 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_ , ptffehasing, or- dispensing --of aleoh di-dg par-aphemalia while on duty; on City �. Employees are prohibited from the use, possession, transfer, transportation, manufacture, distribution, sale, purchase, solicitation to sell or purchase, or dispensation of alcohol, drugs, including cannabis, or drug paraphernalia, while on duty; while on cily premises; while operating any city vehicle, machinery, or equipment; or when performing_any city business, except (1) pursuant to a valid medical prescription used as properly instructed; (2) the use of over- the-counter drugs used as intended by the manufacturer; or (3) when necessary for approved law enforcement activity. 4. The City prohibits the use, possession of, impairment by any cannabis or medical cannabis products (e.g., hash oils, edibles or beverages containing cannabinoids, or pills) on the worksite by a person working as an employee at the city or while "on call" and subject to return to work. 3 5.Having a medical marijuana card, patient registry number, and/or cannabis prescription from a physician does not allow anyone to use, possess, or be impaired by that drug here. Likewise, the fact that cannabis may be lawfully purchased and consumed does not permit anyone to use, possess, or be impaired by them on City premises. The federal government still classifies cannabis as an illegal drug, even though some states, including Minnesota, have decriminalized its possession and use. There is no acceptable concentration of marijuana metabolites in the blood or urine of an employee who operates City equipment or vehicles or who is on one of the city worksites. 4.6.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/or employee assistance program, as appropriate. -5,7.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. Page 62 of 163 257 6-.8.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. �9.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 63 of 163 258 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 64 of 163 259 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 ED. 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 65 of 163 260 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 66 of 163 261 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 67 of 163 262 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 ae^�wR*t��ivision 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. If an employee chooses to use Al, they must follow the Al Policy found in Appendix D. 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. Page 68 of 163 263 Any files considered private or confidential should not be stored anywhere other than the City's network. If there is a need to take confidential information offsite, it must be stored on encrypted media; Information Technology Staff can assist in the encryption of media. Section 21.12 Electronic Mobile devices (including Cell Phones) Electronic mobile devises are intended for the use of city staff, elected officials and appointed officials in the conduct of their work for the city. Supervisors are responsible for the Electronic mobile devises assigned to their employees and will exercise discretion in their use. Nothing in this policy will limit supervisor discretion to allow reasonable and prudent personal use of such telephones or equipment provided that: • Its use in no way limits the conduct of work of the employee or other employees. • Use of public resources for personal gain and/or private use including, but not limited to, outside employment or political campaign purposes, is prohibited and subject to disciplinary action which may include termination and/or criminal prosecution, depending on the circumstances. Incidental and occasional personal use may be permitted with the consent of the supervisor. • Personal calls and communications will be made or received only when absolutely necessary during work hours. Such calls must not interfere with working operations and are to be completed as quickly as possible. • Use While Operating a Motor Vehicle or Equipment. All employees are expected to follow applicable local, state, and federal laws and regulations regarding the use of cellphones and electronic mobile devises at all times. See City Driving Policy, 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. See Appendix D for policy and form. 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 Page 69 of 163 264 leave status. Regardless of who pays the bill, cell phone records about city business are subject to the Minnesota Government Data Practices Act. What this means is that if a request were received, the city would be under the obligation to determine what information is public data and what information is private data and would need access to the employee's phone records and possibly the phone itself in order to provide the data that is being requested. Therefore, the best practice is to limit usage of personal cell phones for city business to that which is truly necessary or be prepared to produce your cell phone and the associated records if needed. 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 70 of 163 265 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. May envio! In any gender -segregated facility, any employee who is uncomfortable using a shared facility, regardless of the reason, will, upon the employee's request, be provided with an appropriate alternative. This may include, for example, addition of a privacy partition or curtain, provision to use a nearby private restroom or office, or a separate changing schedule. However, the city will not require a transgender or gender diverse employee to use a separate, nonintegrated space, unless requested by the transender or gender diverse employee, because it may�ublicly identify or marginalize the employee as trans eg nder. Under no circumstances may employees be required to use sex -segregated facilities that are inconsistent with their gender identity. Page 71 of 163 266 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 Resources 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 and annual summer picnic and well es held during normal business hours to thank them for their work throughout the year and to promote a healthy wef4la . A staff committee and Human Resources will organize the events. 2. Employee Wellness. All regular full-time and part-time employees will be invited to attend the City's wellness event(s) held during normal business hours to promote a healthy woLkplace and educate staff on City benefits. Human Resources will organize the event(s). 2J.New and Annual Employee Logo Wear. eCurrent full-time and part-time employees will receive a credit of $50 to purchase City logo wear per year. All new full-time employees will receive a credit of $60 to purchase City logo wear in their first year of service. 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. 3:4.Retirement. The following will occur upon announcement of a Full -Time employee's retirement Page 72 of 163 267 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; • The Retiree will be advised of the recognition plans and may elect not to be recognized in any of the forms listed. 4.5.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-.6.New Employees. The following will occur upon the announcement of a new full-time employee: Administration staff will organize a reception, including breakfast_ 6:7.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 73 of 163 268 Appendix A. Performance Evaluation Process and Forms Page 74 of 163 269 City of Orono Performance Evaluations 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. 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 Key Events and Timeline. Event Description When Goals Goals for the rating period are established at the close of the Previous rating Established 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 31 st 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 75 of 163 270 Annual Prior to meeting, the supervisor should review the last January Review- evaluation form that was prepared to determine if goals were 15-31 Supervisor met and whether the items listed in "Areas of Improvement" Page 76 of 163 271 Assessment have been addressed. The supervisor should then prepare responses for discussion with the 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 ManagemefA Assist Resources, will keep a copy in his or her files, and will provide a copy to the employee. Responsibilities: City Administrator— The City Administrator is responsible for establishing the performance evaluation policy and process. 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. 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. Employ —Employees are responsible for preparing the self -evaluation portions of the evaluation process and working with their supervisors to establish goals. Page 77 of 163 272 " anaeefne ^ ssis uman Resources . The Management Human Resources shall ensure personnel files are kept up to date and performance evaluations are filed appropriately. The Ma,,agefnefA n ssist ,r*Human Resources shall assist the City Administrator in tracking completions of annual and semiannual performance evaluations. 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. Page 78 of 163 273 (4) Determine Next Steps. Determine What do they need to support them in this work (additional information, resources, skills, training, opportunities to practice, etc.)? Page 79 of 163 274 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 80 of 163 275 Forms 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. (7) Set Goals and Developmental Activities for the upcoming year. 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 81 of 163 276 c. Annual Review — Employee Input d. Annual Performance Review Example Forms Attached a. New Employee Initial Counseling b. Ongoing Check in Record. c. Annual Review — Employee Input d. Annual Performance Review Page 82 of 163 277 Citv of Orono Performance Example Forms NEW EMPLOYEE INITIAL COUNSELING FORM JOB DESCRIPTION KEY ONBOARDING REQUIREMENTS Identify key onboardng items the employee must accomplish to meet the requirements of the position and to be successful. GOAL SETTING Provide specific goals as ttsey relate to position for the evaluation period. Group by areas of responsibility as applicable. Page 83 of 163 278 DEVELOPMENT/TRAINING GOALS Indicate specific troininq or development goals for the evotuotion period. SIGNATURES By signing beoov:, 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 EMPLOYEE SIGNATURE DATE SUPEItWOMNAME 1 S1111BY SON SIGNATURE DATE By signing below, deportment hood hos reviewed the above set forth. OVAlISAINEUMNAW DEPARTMENT HEAD SIGNATURE DATE Page 84 of 163 279 EMPLOYEE ONGOING CHECK -IN FORM GOALS Copy and paste the goals set at the beginning of the evolvotion period here. DEVELOPMENT/TRAINING GOALS Copy and paste the development and tro+wtg gook set at the beginning of the evalvotion period here. EMPLOYEE INPUT Provide vpdates on progress towards goals and any ossrstonce and/or directions yov need from your supervisor to progress towards your goals. Page 85 of 163 280 SUPERVISOR FEEDBACK Provide feedback on progress on goal achievement and any additional guidance to move forward. AREAS FOR IMPROVEMENT Icentity any areas requirement improvement ano a plan to ochieve that improvement. SIGNATURES By signing below, both parties ackno%,fledge that this document accurately reflects the expectations for improvement and that failure to adhere to the outfned requirements may result in further action. EMKOYEE NAME WtOYEE SIG"TIM OATS SERE NOM NAME SUPERVISOR SIGNATURE DATE By sianino bolow, departmoni hood has roviowod tho abovo sot forth DNARVAM NEAR NAME DEPARTMENT HEAD SIGNATURE DATE Page 86 of 163 281 ANNUAL REVIEW EMPLOYEE INPUT!' GOALS Copy and paste the gods set at the beginning of the evaluation period here. DEVELOPMENT/TRAINING GOALS C opy and paste the development and framing goals set at the beginning of the evaluation period here. KEY ACCOMPLISHMENTS List at feast 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 evaluation period. Page 87 of 163 282 GROWTH AREAS List areas/items/challenges you would like to have done better/achieve during the evaluation period and how you pk-in to improve upon the areas/items/challenges during the next evaluation period. PROFESSIONAL DEVELOPMENT/TRAINING List your development/training achievements for the evaluation period. 101:ICYA21r4F--'%ILAI21m1*1•1:-Y_[413 I know what is expected of me at work? 1 O Yes understand the mission and goals of my Cl No Department and the City? I have the support. materials and equipment I need to perform my job well? :3 Yes (Clear directions, access to supervisor. .7 l to tools/equipment, training) Do I receive enough relevant feedback at ❑ Yes work? O 1 to SIGNATURES EMPLOYEE NAME LUKOYEE 90HAt UN DAZE Page 88 of 163 283 ANNUAL REVIEW PERFORMANCE EVALUATION RATING x" Appropriate Box. Comments required for "Exceeds Expectations" and 'Needs Improvement". lease explain why in comments/examples and what actions are to be taken. C t .`4o L : 2 � 5 xceeds Expectations: Performance is exceptional and usually exceeds job requirements. Meets pectations: Meets air job Requirements. U U ,;S � air � K a = E c q 8 a feeds Improvement: Performance is below standards and requirements of the job. 4) Lb E Values. Displays the Values of Honesty, Integrity. Service. Collaboration. and Exce�ence Punctuality and Attendance: Meet required work hours. and arrives punctually to work and scheduled meetings. Accountability: Accepts responsibility for actions and/or accomplishments. Job Knowledge: Possesses and applies the necessary knowledge and mechanical skfis for the position. Prolesslonal Development: Participates in troirrng 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/or 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. rL QuaNty: Follows directions and asks questions as necessary to meet desired results. Work accurate and thorough. Suggests ways to improve quality. Checks work to ensure good quality? Safety: Follows safety rules and demonstrates safe work practices. Provide comment on any accidents. equipment damage incurred over the past rating period. iG Communication: Demonstrates effective oral communication skis and conveys E iiformotion 0 S in a clear and concise manner. Demonstrates effective written communication skips and U ire conveys ideas and information in written lormat. e c .9 Cooperation: Cooperates with peers and immediate supervisor to accomplish work 0 o j effectively and efficiently: helps create and maintain good working relationships. and provides effective assistance. 2 E Customer Service: When dealing with residents. customers, or the general public is ocourteous, LUc polite. patient, positive and helpful. listens. displays empathy and responds in a timely manner. Keeps customers informed Page 89 of 163 284 Leads: Creates a positive work environment focusing on teamwork. mutual respect and trust. Gains commitments from organization members by setting the example. eflecfive communication, and maintaining discipine. Creates a culture -which fosters individual a, motivation. Ensures teams is property trained and performs task in a safe manner. v Mons: Sets goals and objectives. consistent with city/department gook. and develops p ^ plans to achieve the desired goals. Schedules -work activities effectively. arranges o workload to resources available to get desired result. allows flexibility in planning to Z accommodate changing needs by adopting alternate plans. and copes well with n unexpected occurrences through proper planning. R*soure* Management: Develops /assists in developing the organization budget v covering all functions and monitor expenditures to ensure compliance with the budget. d Ensures the care maintenance of organization equipment. facilities and supplies. AcNeves: Plans and coordinates both internal and external activities and resources to ensure successful completion of the organizations mission and goals. OVERALL ANNUAL ASSESSMENT Provide on overall assessment of the employee's performance during the evaluation period. Group by areas of responsibility. For supervisors include assessment of management and leadership. Page 90 of 163 285 ANNUAL REVIEW OVERALL Overall performance scoring related to position requirements. Select only one. Performance is Performance is Distinguished in of exceptional in the aspects of the major aspects of the position. position. ❑ ❑ GOALS Set goals for the next evaluation period here. 6 A fvty competent. highly valued performer. ❑� DEVELOPMENT/TRAINING GOALS Set the development and training goals for the next evaluation period here. Performance is below the standards and requirements of the position. Performance is �vel below standard and unacceptable. 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 EMPLOYEE SIGNATURE DATE SUPERVISOR NAME fIR—Is0KslaNAIm DATE hwid hag tevievred the at> a <at'r0h DEPARTMENT HEAD NAME DEPARTMENT HEAD SIGNATURE DATE Page 91 of 163 286 NEW EMPLOYEE INITIAL COUNSELING FORM John Doe Jane Blue JOB DESCRIPTION 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 onboording items the employee! must WCOMpilSh to meet the requirerr*rrts 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 goals as they relate w postion for the evaluation period. Group by areas of responsibility as applicable. t Familiarization- visit each park in the system to become familiar with their layout maintenance needs and location. 2 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 92 of 163 287 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 below, both parties acknowledge that this document occvrofcly rcflocfs the c>pocfofions for improvement and that failure to adhere to the outlined requirements may result in further action. EMPLOYEE NAME I EMPLOYEE SIGNATURE DAZE SUPERVISOR NAME SUPERVISOR SIGNATURE BY signing below, department head has reviewed the above set forth. DEPARTMENT HEAD NAME DAZE DEPARTMEM MAD SIGNAT N DATE Page 93 of 163 288 EMPLOYEE ONGOING CHECK -IN FORM John Doe Jane Blue PW Streets Supervisor Public Works GOALS Copy and paste the goals set at the beginning of the evaluation period here. �0,,V 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. Focus 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 Fquipment: 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 of the beginning of the evaluation period here. Complete 40 hours of professional development training and recertification's. Sanitary sewer recert; Shade Tree recert, APNVA 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 precious 2 years. I've instituted a new sweeping program with the spring sweeping completed successfully. Stormwater. I've completed the remainingg MSq 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. Tliis spring we did not have ant spring thaw flooding situations due to proactive maintenance of the sr•stcm. 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. Leadership and Management: We've successfully on boarded two new employees. So far to date we are under budget on the budget lines I'm responsible for. We had no reportable accidents in the first 6 months of the year. Training- I completed my shade tree recert via online training. Slightly behind on the C:artegraph training. other training is scheduled. Use a continuation sheet if necessary Page 94 of 163 289 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. E)Mmple- 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. 1i U011AMNAME EMPLOYEE SIGNATURE DATE SUPERVISOR NAME I SUrMVISMNONATUEE DATE By siQ+ino below. deportment head has reviewed the above set forth. tEBARIMNi MW 11Ml11M I DEPARTMENT HEAD SIGNATURE DATE Page 95 of 163 290 ANNUAL REVIEW a EMPLOYEE INPUT John Doe PW Streets Supervisor D 7/15/2025 ® ATE Jane Blue PW Superintendent EVALUMION I/l/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. (;et our preventive bridge maintenance done. Continue the work on the targeted street sweeping plan. Focus efforts on reducing the amount of salt we use on our streets. Stormwater. In 2020 focus on ensuring the numerous storm water maintenance tasks that have been identified and will 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 6 1 A DEVELOPMENT/TRAINING GOALS Copy and paste the development and tram r ;uu % .,t c• 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 goals set at the beginning of the evaluation period. Roads: Salt uses a in the start of this year is down 20% form previous 2 years. I've instituted a new sweeping program with this year's sweeping completed successfully. Stormwater. I've completed the remaining MS4 inspection that had not been completed in 2019 as well as all of those due in 2020. '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 winter trial maintenance. Leadership and Management: We've successfully on -boarded two new employees. The department finished the year under budget on the budget lines I'm responsible for. we had no reportable accidents this year. Use a cmitinuation sheet if necessary rage vo o1 163 291 GROWTH AREAS List areas/items/cholenges you would Ike to have done better/achieve fixing the evaluation period and how you plan to improve upon the areas/ftems/cholenges during the next evaluation period. Equ'pment Preventive Maintenance- we had several unexpected major equipment mdntenance items thi! year that may havebeen caught ea ller have the operators done better preventotive. 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 c hecked by the new Mec honic . PROFESSIONAL DEVELOPMENT/TRAINING List you development/*.ro* ng achievements for the evalua'on pe(od. I completed myshade treerecert via online training. Achieved all of my needed continuing education credits. ORGANIZATION FEEDBACK I know what is expected of me at walk? 1 11 Ye understand the nisson and goals of my Deportment and the City? ❑ rto 1 have the support, nu3tedols and 00% equipment I need to perform my job well? Ix Yet (Cleordlrections.access to woerAso•. ❑ No tods/equAprnent. trdring) Do I receive enough relevant feedback at IX Yes work? ❑ No SIGNATURES EMPLOYEE NAME Yage 9 / of 163 292 ANNUAL REVIEW PERFORMANCE EVALUATION John Doe PW Street Supenisor � 1/21/2025 Jane Blue PW Superintendent 1/l/2025- 12/31/2025 RATING 1(' Appropriate Box. Comments required for "Exceeds Expectations' and 41eeds Improvement". 0 Bose explain why in comments/examples and what actions ore to be token. m a Y xcoods Expoclations: Porformanco is exceptional and vsvolly oxcoods job rogviromonts. Moots Dipectations: P.leets of job Requirements. seeds Improvement. Performance is below stondwds and requirements of the job. X s Values: Displays the Values of Honesty. Integrity. Service. Collaboration. and Excellence X 4 f unckm ty and Attendance: meet required work h ows. and arrives punctually to wcxk and scheduled meetings X 3 Accountability: Accepts responsiblity, for actions and/or occomplisl»cents. X Job Knowledge: Possesses and applies the necessary krsov.tedgc and mnecharicol skills X v for the position. a3 Professional D..knln nt Participates in training programs. takes advantage of X �e educntionol opportunities. reads professional publications to stay current on new developments and memods related to position. Time Management Orgonizes work to use time effectively and efficiently. Works X effectively under heavy workload and meets ogreed-upon stated deadlines. Inttfalive: ' illing to accept new and/or addAionol responsibilities. Completes tasks with little supervision, Suggests improvements to etostirg procedures. X is Decision Making. Demonstrates effective deck ion•mo4Jng skills. Regularly exercises c sound judgement. Thinks quickly and logically. Demonstrates ability to evaluate problems and X situations colrnty and Identity problem areas which need to be addressed. Quality: Fellows directions and asks questions as necessary to meet desired results Work X accurate and thorough. SuMosts ways to improve quality. Chocks work to onsuro good quality? Safety: Follovn safety rules and demonstrates safe work practices. Provide comment on X any accidents. equipment damage inured over the post rating period. Communication: Demonstrates effective oral communication skills and conveys ntomsotion X I in a clear and concise manner. Demonstrates effective written communication 5kilk arsa U .s conveys ideas and information in vaitten format. e Y Cooperation: Cooperates with peers and immediate supervisor to accomplish wort: PffPctivPly and efficiently, helps create and maintain good working relationstiPs. and X provides effective assistance. Customer Service: When dealing ssith residents. customers. or the general public is X courteous. polite. patient positive and helpful. Listens. displays empathy and responds in U a timely manner. Keeps customers informed Page 98 of 163 293 Leads: Creates a positive work enveorvnent 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 a motivation. Ensures teams is property trained and performs task in a safe manner. mPlans: Sets goals and cibjectives, consistent with city/department goals, and develops o r 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 }( 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 v covering all functions and monitor expenditures to ensue compliance with the budget. 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: Achleves: 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 Provide Deli overall usscssnient of the employee's performGnce during the evoluotion penod. Group by oreal Of responsibility. for supeevisors include assessment of management and leadership. t -Roads: Successfully implemented the maintenance stripping program and maximized the amount of crack sealing we got done with our limited resources. Successfully coordinated contracted patches for a worst pavement section. -Stormwater. Successfully took over the project management of the stormwater improvement project. Nearly completed the storm water inspection plan for 2020. Several storm water maintenance items remain on the list and overdue. S i -Equipment: John has made great strides in improving maintenance readiness. He championed the procurement of key pieces of equipment such as the tool cat, ROW mower and the brine distributer. - Management. Overall, John exceeded expectations when it came to managing his department's roles and responsibilities. He accomplished the vast majority of his missions on time and within budget. He went out of his way to coordinate activities with staff and outside agencies. - Leadership. Overall, John met expectations when it came to leading his department and subordinates. John always goes the extra mile to represent the interests of the public work team and ensure the administrative needs of his subordinates are addressed. 1 believe John has excellent potential to be a leader at higher organizational levels with greater responsibility. Use a continuation sheet if necessary rage 99 o1 163 294 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. 0 GOALS Set goals for the next evaluation period here. A fully competent. highly valued performer. the standards and requirements of the position. U Performance is well below standard and unacceptable. LEI GOAL A GOALDESCRIPTION : .ont3nuc to improve potno e pate ing q Sty. ,et our preventive ri ge maintenance one. ntinue worK on targeted I 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 maintenance tasks that have been identified and will be identified arc completed. Continue to refine the MS4 3 Equipment: Continue to work equipment into our asset/ work management system. Lead the implementation of a preventive (proactive) maintenance system for 2021. 5 Use a continuation sheet if nmessary 6 DEVELOPMENT/TRAINING GOALS Set the development and training goals for the next evaluation period here. Compete Commercial Driver relicensing Begin APWA public Works rvisor certification course with goal of completing in 2 years. SIGNATURES By signing below. both parties ocknoWedge 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 I EWLOYEE SIGNATURE I DATE SUPERVISOR NAME SIMOVISOR SIGNATURE By signing below, department head has reviewed the above set forth. DEPARTMENT HEAD NAME DEPARTMENT HEAD SIGNATURE DAZE DATE rage 1 uu of 163 295 Appendix B. Tuition Reimbursement Policy and Forms Page 101 of 163 296 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 102 of 163 297 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 103 of 163 298 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 104 of 163 299 Appendix C. Website Policy Page 105 of 163 300 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 106 of 163 301 • 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 107 of 163 302 Appendix D. Information Technology Policies and Forms Page 108 of 163 303 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, iPad or tablet devices. The devices are intended to be utilized by City staff and Council Members for the purpose of enhancing meeting workflow, reducing the use of paper agenda packet materials, improving staff efficiency, and to improve the timeliness of Council, staff and resident communication. 2. 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 iPad or tablet device could be classified as public, private, or other data and is governed by the Minnesota Government Data Practices Act (MN Statute Chapter 13) and must be treated accordingly. • City staff and Council Members should retain information stored on the Wad or tablet device in keeping with city policies and procedures per the General Records Retention Schedule. 3. Personal/Home Use The, laptop, Wad 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 109 of 163 304 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 110 of 163 305 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 iPad or tablet device shall be provided a copy of these guidelines and shall acknowledge receipt and understanding of the provisions outlined herein. The guidelines may be updated as needed. I agree that I will use the City'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 111 of 163 306 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 112 of 163 307 disconnected or phone number being changed. d. Limiting personal calls, incoming and outgoing, during work hours so as not to interfere with City business or the performance of the employee's job. e. Replacement or repair of the phone. No allowance will be paid when an employee is in a leave status exceeding forty-five (45) days, unless approved by the City Council. No allowance will be paid when an employee is in an unpaid leave status. Approved Uses Employees receiving a City -owned cell phone or cell phone allowance will be responsible for the following: a. Employees are expected to keep their cell phones turned on during their designated working and on -call hours to assure they can be reached. b. Retrieving messages on voice mail if telephone calls are missed on the cell phone. C. Ensuring that use of the phone does not provide a distraction to the employee during work hours. This includes setting the cell phone to a silent alert mode during meetings and other times that an interruption is undesirable. d. Employees in possession of City -owned cell phones are required to care for the equipment in a responsible manner and to take appropriate precautions to prevent theft, damage, and vandalism. e. Providing adequate security for the phone to prevent unauthorized users from accessing work -related telephone numbers or documents stored on the cell phone, including, but not limited to, using a pass -code lock function when available. f. Limited Personal Use Exception: personal use during off-peak and weekend hours is permitted with City -owned cell phones, provided no costs are incurred by the City for such use. If the City does incur costs for employee's personal use, the employee will be responsible for immediate payment of the personal use charges. Unapproved Uses Employees receiving a City -owned cell phone are prohibited from the following: a. Using City -owned cell phones for personal long-distance. b. Use of the equipment for personal profit or gain. C. To transmit, receive or distribute pornographic, obscene, abusive, or sexually explicit materials, or materials containing unclothed or partially clothed people. d. To violate any local, state, or federal law or engage in any type of illegal activity. e. To engage in any form of gambling. f. To engage in any type of harassment or discrimination, including but not limited to sexual harassment and harassment or discrimination based upon race, gender, sexual orientation, religion, national origin, marital status, status with respect to public assistance, disability or any other type of harassment or discrimination prohibited by law and City Policy. g. To engage in any type of commercial enterprise unrelated to the specific purposes and needs of the City. Page 113 of 163 308 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 114 of 163 309 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 115 of 163 310 Artificial Intelligence AI, Policy Purpose This policy establishes a comprehensive, yet flexible, governance structure for Al systems used by, or on behalf of, the City of Orono. This policy enables the City of Orono to use Al systems for the benefit of the community while safeguarding against potential harms. The key objectives of the Al Policy are to: • Provide guidance that is clear, easy to follow, and supports decision -making for all employ elected officials, City attorney, member of city boards, commissions and committees, consultants, contractors, and volunteers who may be purchasing, configuring, developing, operating, or maintainingthe he Ci . 's Al systems or leveraging Al systems to provide services to the City. • Define roles and responsibilities related to the City's usage of Al systems. • Establish and maintain processes to assess and manage risks and values presented by Al systems used by the Cites • Ensure that when using Al systems, the City or those operating on its behalf, adhere to the Guiding Principles that represent values with regards to how Al systems are purchased, configured, developed, operated, or maintained. • Align the governance of Al systems with establishing_ public trust, transparency, accountability, privacy and data protection laws, equity and non-discrimination and cybersecurity standards and ethnical governance; • Define prohibited uses of Al systems; • Establish "sunset" procedures to safely retire Al systems that no longer meet the needs of the CityL • Define how AI systems may be used for legitimate City purposes in accordance with applicable local, state, and federal laws, and existing agency policies. Scope This policy pplies to: • All Al systems deployed by the City or on the City's behalf; and • All employees, elected officials, City attorney, member of city boards, commissions and committees, consultants, contractors, and volunteers who may be purchasing configuring, developing, operating_, or maintaining the City's Al systems or who may be leveraging Al systems to provide services to the City. Definitions The City defines "artificial intelligence" or "AI" to be a machine -based system that can, for a given set of human -defined objectives, make predictions, recommendations, or decisions influencing real or virtual environments (Definition from 15 U.S.C. 9401(3)). Al systems use machine- and human -based inputs to perceive real and virtual environments; abstract such perceptions into models through analysis in an automated manner: and use model inference to formulate options for information or action. The City defines an "AI system" to be an.. d�ystem, software, hardware, application, tool, or utility that operates in whole or in part using Al. This includes: Page 116 of 163 311 • Machine learning models • Predictive analvtics tools • Generative Al systems e.g., chatbots, text/image generators] • Automated decision -support systems • Facial recognition and biometric systems • Robotic process automation with decision logic GuidingPrinciples rinciples These principles describe the City's values with regards to how Al systems are purchased, configured, developed, operated, or maintained. 4.1. Lawfulness and Compliance Al systems must comply with all applicable federal, state, and local laws, including_: • Public records laws • Data protection and privacy regulations • Civil rights and anti -discrimination laws • Procurement regulations • Criminal Justice Information Services (CJIS)regulations 4.2. Transparency The City of Orono shall: • Maintain an AI Use Inventory. • Clearly disclose when residents are interacting with Al systems. • Provide plain -language explanations of AI -assisted decisions that affect individuals. 4.3. Human Oversight Human oversight ensures adherence to relevant laws and regulations. AI systems are developed and deployed with a human -centered approach that evaluates Al powered services for their impact on the public. • Al systems shall not replace final human judgment in high -impact decisions. • Employees remain accountable for decisions assisted by AI. • High -risk applications require documented human review. 4.4. Fairness and Equity Al systems support equitable outcomes for everyone. Bias in Al systems is effectively managed with the intention of reducing harm for anyone impacted by its use. • Al systems must be evaluated for bias prior to deployment. • Disparate impact testing must be conducted for high -impact systems. • Systems found to produce discriminatory outcomes shall be suspended pending review. 4.5. Privacy and Data Protection Privacy is preserved in all Al systems by safeguarding personally identifiable information (PIIZ and sensitive data from unauthorized access, disclosure, and manipulation. • Data minimization principles shall apply. • Personally identifiable information (PII) must be protected. • Sensitive data must not be entered into public generative Al systems without authorization. Page 117 of 163 312 • Data retention schedules must apply to AI -generated content. 4.6. Security and Resilience Al systems maintain confidentiality.y, integrity, and availability through safeguards that prevent unauthorized access and use. Implementation of Al systems is reliable and safe, and minimizes risks to individuals, society, and the environment. • Al systems must meet municipal cybersecurity standards. • Third -party vendors must undergo security review. • Incident response plans must include AI -related risks. Roles & Responsibilities Several roles are responsible for enforcing this policy, outlined below. • The IT Division is responsible for ensuring that the City's use of Al systems is done so in accordance with this policy and will coordinate Al system usage with City departments. • The IT Division is responsible for overseeing the enterprise security infrastructure, cybersecurity operations, updating IT policies, procedures, standards, guidelines, and monitoring_ policy compliance. • City departments and employees are responsible for following this policy and following updates to this policy and the other Al use restrictions (if applicable to the department. E.g., Police reports), and shall check compliance with these documents at least annually_ • Human Resources shall notify City departments when an update to this policy is released. • The City Administrator may, at their discretion, inspect the usage of Al systems and require a department to alter or cease its usage of Al systems. • The Finance Department is responsible for overseeing the procurement of Al systems in alignment with existing IT procurement and governance processes and requiring vendors to comply with City policy standards through contractual agreements. Policy Do not disclose or share any sensitive data during interactions with Al platforms, unless that platform has been approved for sensitive City data. CJIS and other confidential data should never be shared with any AI platform. Examples of permitted use cases includes: • Automating routine tasks (e.g., scheduling data processing,) • Summarizing meetings, reports, or emails that only contain public data; • Generating documents that only deal with public information; • Researching public topics in which the content can be verified by a subject matter expert; and • Brainstorming ideas or generating content drafts. Sensitive data includes: • Personally_ Identifiable Information; • Financial Information; • Information that is not public per Minnesota State Statute; and • Information that is not ready for public disclosure. The purpose of this policy is not to restrict commonly used grammar aids and spelling review products Page 118 of 163 313 that have been traditionally utilized. Al platform usage and/or integration into existing tools will require review and approval by the IT Division. All vendors must be reviewed in accordance with City of Orono Risk Classification section of this policy and an impact analysis must be completed before the committee will consider usage. This process can be initiated by contacting the IT Division. Employees who wish to use Al technologies using City data or to ,generate content (text, images, etc.) need to attend Al training sessions. The training may cover the appropriate usage of Al platforms, including data privacy, security best practices, copyright, and the importance of adheringto o the established policies. Please contact IT Division to request the training_. Please keep your supervisor informed about how you are usingyour work. Ensure that Al platform interactions using city data occur on City -owned computers to protect non-public information from unauthorized access or disclosure. Usage must adhere to all relevant laws, regulations, and industry standards, such as data protection and privacy regulations and financial industry guidelines (e.g., Payment Card Industry Data Security Standard (PCI DSS)). Avoid storing or retaining chat logs longer than necessary. Employees must follow the Minnesota Government Data Practices Act. AI -,generated content used in city decision making, official communications, or retained work product may be considered government data subject to retention and disclosure requirements by the Minnesota Government Data Practices Act. Employees are responsible for independently reviewing and verifying AI -generated outputs before use, publication, or reliance in City operations. Exercise caution when relying on Al responses for critical decisions or actions. Use these models as a sunnort tool rather than a sole source of information. Risk Classification Framework Al systems shall be classified prior to deployment: Low Risk Low risk includes internal productivity tools with limited public impact. Examples includes: • Administrative automation • Internal document drafting • Scheduling optimization Moderate Risk Moderate risk includes decision -support systems influencing_ public outcomes. Examples includes: • Service prioritization tools • Resource allocation recommendations • Internal analytics affecting operational plate High Risk Page 119 of 163 314 High risk includes systems directly affecting rights, eli ig bility, or safely. Examples includes: • Eligibility determinations for public benefits • Code enforcement targeting • Law enforcement predictive systems • Biometric identification systems High -risk systems require: • Impact assessment • Legal review • Ethics review • Public notice (when applicable • City Administrator approval Prohibited Uses The use of certain Al systems is prohibited due to the sensitive nature of the information processed and severe potential risk. This includes the following prohibited purposes: • Mass surveillance without lawful authority • Social scoring (the use of Al systems to track and classify individuals based on their behaviors, socioeconomic status, or personal characteristics) of residents • [Cognitive behavioral manipulation of people or specific vulnerable groups.] • Real-time facial recognition in public spaces (unless authorized by law and council approval) • Fully automated denial of essential public services without human review; • Autonomous weapons systems. Additionally, staff shall not use Al systems to rationalize a law enforcement decision, or as the sole basis of research, interpretation, or analysis of the law or facts related to a law enforcement contact or investigation. Staff shall not use Al tools for any activities that may be harmful, illegal, unethical, or in violation of any other department and citypolicies, including but not limited to the CHS policies, Minnesota Data Policies, or code of conduct aolicv. If City staff become aware of an instance where an Al system has caused harm, staff must report the instance to their supervisor and the city administrator. Examples of instances includes data exposure, discriminatory outcomes, incorrect or false public communications, security compromise, unauthorized automation, incorrect legal or financial outputs. Violations of the Al Policy Violations of any section of the Al Policy, including failure to comply with other Cily policies, mae subject to disciplinary action, up to and including termination of employment, and related civil or criminal penalties. Violations made by a third party while operating an Al system on behalf of the City may result in a breach of contract and/or pursuit of damages. Infractions that violate local, state, federal or international law mgy be remanded to the proper authorities. Page 120 of 163 315 Appendix E. Expense/Reimbursement Report Page 121 of 163 316 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. 202 Personal Expense Reimbursement Form PLEASE DO NOT STAPLE RECEIPTS TO FORM �QOCity of Orono Print Name: �s P.O. Box 66 crystal Bay, MN 55323-0066Employee Signature: (952)249-4600 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 o $0. $ $ $ $ $ Page 122 of 163 317 Appendix F. Position Reclassification Guidelines and Process Page 123 of 163 318 Position Reclassification Guidelines and ProcessOSITION RECLASSIFICATION - 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. Page 124 of 163 319 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 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, Page 125 of 163 320 Magnitude, and Job Impact. 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 Page 126 of 163 321 • Department Head/City Administrator/Council, as part of a reorganization plan. Reasons for Classification Review: 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 Page 127 of 163 322 Supervisors are not required to gain the incumbent's agreement to the changes; however; incumbents should be made aware of the pending classification review. Step 3: Routing The direct supervisor routes the updated PD to the appropriate department head and City Administrator for their review. All final updated position descriptions must be formally approved by the City Council before proceeding. Step 4: Position Analysis Once the updated PD has been approved, the City Administrator and Finance Director will undertake an analysis, which may include a desk or phone audit, to review the reclassification documents, and make a reclassification determination, usually within 30 days. All final reclassification determinations must be formally adopted by the City Council. Step 5: Approval If adopted by the council, the direct supervisor will finalize the reclassification action by notifying the incumbent and obtaining a signed copy of the new PD and classification. These signed documents will be retained in the department personnel file to ensure all parties are aware of the expectations of the position. Effective Date Of Reclassification Fair and reasonable time frames will be adhered to throughout the reclassification process. Reclassification requests should be promptly submitted for evaluation and final determination. The effective date of an approved reclassification request should normally coincide with the date the PD is formally adopted by the City Council. In exceptional circumstances, the City Council may determine an earlier effective date of reclassification upon written request. Reclassification Appeal If the incumbent or direct supervisor is not satisfied with the reclassification determination, they may request an appeal. The appeal must be filed within thirty (30) calendar days of receipt of the reclassification determination. The City will engage an objective third party consultant to review the PD and classification within three months of the filed appeal and to make an independent recommendation to City leadership and Council. The final decision will be communicated by the City Administrator. If the original classification decision made by the City is upheld by the third party and the incumbent chooses to accept the independent decision, they will be eligible to apply for a new classification review six (6) months after the receipt of the appeal decision. Page 128 of 163 323 Appendix G. Flexible Work Arrangement Policy Page 129 of 163 324 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. 4-.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. 2J.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) 4%-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 130 of 163 325 setting. Positions suited for teleworking are those that can be successfully performed remotely and require minimal supervision and limited face-to-face contact. 3:4.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? 4.5.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 131 of 163 326 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 132 of 163 327 (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 133 of 163 328 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. 5-.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 rage-r-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. _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 134 of 163 329 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 135 of 163 330 Flexible Work Agreement Form Employee must request the form from their supervisors. Supervisors will assign the form through the Employee Portal in NeoGov. The following pages is an example of what the form contains. o F ORONO CITY 2750 KELLEI PARKK'AY, ORONO, Miyr.EsorA 55356 f L If kISHO�� ti'wh-oronomn-gov Flexible Work Agreement Thm agreen'orl mutt be 19nod by the CnVloyoe and the r tupmro,, with approval from the Dcoanmenl Hcvd. before pamcoat .rig n the f!cable Work arrangen,cM FiMtclpabon In flexCle Mork at Ow dlscratbn of d+e City and m City Adnruatrator. and Is noel an errvoyoe ngrtt. Fvzole work arrangement rs available to cmpreyec: n 00%c* m dccnxd be4wto y and corw=trrt wtn oocratlonll needs. kexiole Momng doC: net .V.m the term of emp"Cen and may bo rno0Ac0 or revoked by the Crty or Cry Adnnztrator. with at INr: 48 holly notrce when possible Flealbre work emproyee: may be rcqurod to report to the City workine for urgc n blGlnost. Empioycc Dc-all: Fud K+me Employe* fdumbor Poston Dmz on Department Page 136 of 163 331 Roaueste(: Fb>Uble Work Schedub and Moor. A nonexempt Ihourty) enwloyee's workday schedule must wco.paato a bona We meal pond of at bast 30 minut= completely flee from work re5ponsl W roc:. Discuss you+ break tR cs with your manager. 71-s schedlfe wtl begin on: (Meek 1 of Pay Pelted End date IN kn(Ywn) M o,:-iy S.-Ir. 1 me Monday End Time Tue-.day End Time Turday San Tmc Wcdrerday End Time vvcc' c".day Start Txmc Thurday Start Tmc Frday Start Tlma Sato" Stan Teo Sunday Stan T.mc wwr 2 Of Poy wood Thursday End Tmc Friday End T Tc Saturday End Time Sunday End Tlrtb Monday Start Tmc Monday Ertl Time Turdiy S:.irt T.mc 11Aeonesd3y Slut T. w T txirsday San Tore Fr4ay Start Tim Saturday Start Tme Sunday Start Txne Tuc-.day End Time Wcdrtc-day End Tlmc Thursday End Tmc Friday End Tmc Saturday End Tlmo Sunday End Tune Page 137 of 163 332 Vanaton to f lcublc Work Schedure and Hours Ustcd Aoa r Doscrlbc amf vrlaton from the regular work hours docunmmcd aba.e rf Aponcaoe to Atrangaman: Tolework Detail • Sao Dotal. Communcaton MCUom and Equlpmortt I recogntze that I must comply with all wodq"ce polities and c,pcctatlons including eommunlcatlott OW aYYebllitty protocoh. Prrnary Contact Phone Manx• Qhef E■pcctod Cornmklrucaoon Method; when Teleworlung legsmall and,or tcamsl The TNcw•ak We .lon OHorne Office OOther (pica -se =cc.fy xowl if your Wework location a somewhere other thin a home office. pceaw specfy the locaton. Tokwork location Ad&c-s Describe location of workspace w:.tun the tame or other locatan. tea d(ywn: airs den. dlnry room. ck-.k n famy room) Please provide a list of Crty Issued Property used at your telCwOrk locators The Cry does not ore+nde morttors for omployeos .vo te:owwk. I understand that It Is my responsbillty to furrksh any necessary eQjcw-ore such as a monitor. at my own bscret on to effectively and oMclen ly Worm my )ob duce - Page 138 of 163 333 Employee Acknowr vrn*M an0 Signature I nave read the City of Orono Flex/bic Work Arrangement Polcy. and agree to comply wrth at terms and conditions, I tndcrAand that non cornp►uxe VAth the terms of the Flexible Work Arrangement Policy or any other City or lndNdum department requirements may rOsilt n the removal tom the Fte altle Work Arrangementand-or discQtnary 3cl)on I understand that I may not flex work unto dxs agreemere is approved by my Dcpartmont Head I understand that partcpaoon in the flexible work arrangement can be tormrvte0 at any tima by other myself, my Deoirtmerr. Head. the City Admim-trator. arWor City Council Employee Signature Dao of Employee Signature As the supervisor for this telewrorker. I have rewtewcd the below tcicvarker sad inspection safety Checklist and discussed and resolved any problems with the employee. Marwgcr Axvo,a_ of Tecwork Request M-..19cr fdtme M,anagcr Signatuic DTc signed by manger As the department head 90( this te$eworker. I have revleired the below teleworker sell inspection safety checklist and discussed and resolved any problems with the sniploy". Oep etrnent Head Signature Oeaxtmont Head Name Doc signed by Department Head I Page 139 of 163 334 Telawork Scf Inspection Checiast I undM:tand that I am responLble for adhering to all safety guidclnes appicibk: to my normal City work locatein while tcrwo(knng, as wcll a- the guides nc: ohalfK`d In the Teieworker Sell Inspectien Safety Chccklst provided tlebw The following nformaton is Intended to assist the teloworker to ensure the telework ste I: sale and matte you aware of yetr re-pons Witcs a. a workeryour signature mca is that you are aware of your rasponsbabes in these arew Inspection land the use of this Checklw!) should be Comphe:ed at :Cast annually by the tNrwokn and forwaded to thN supervisor for review. Employee and :u{XrvisOr G re-•ponsGle to enslre that Fk+rt+an Rrolucr. recer rs a copy of tht record. General Work Environment • Work site 6 clean. orderly and safe. Materials or equipment are owed In such a way that sharp pro(eCMs wrtl not Interfere with the warx way Adequate headroom I- proveled for the entire Icnrrji of any awe, or walkwayales and passageways are kept cfoar. There arc standard stir rat or handrat of al stairways having four or more steps. Errlployecs are aware of all cxrs and all CxiC are kept free of obstri c.icle s. Al coos and Cquprnen: (both dep3nhV rMl and cmployerawncd) used by the en><hbyec at their home for Cty alRhentcd Work Is n good condition work yN r adequately illuminated The work area ventilation system r. approprato lot work bong 0cfformed. In PMrf m*V Tall is Work can be perform W without eye :tran Or pare to the employee. • Neck and shoulders are nos ^looped to view the task There are no pressure Pont- on any parts of the body twrets. for wins. back of :hghzh The work Can do done wM)Otr. twisting or airy tire" the lower back. Tools, instruments am mactwwry are •Mood. position" and handled comfortably • Al pcccs of furneurc are acip-s ed. posnioned. and arranged to mnmtte :Jan on all parts of the boty WorWace Postings Employee is aware M. -.atAory rdormitional postes and buietrns are pceted and avallabbe for vvwVng m the Cey work -eel Thee post cr- and bheMhn. Include nfon ation on leave ngtXz disUmrvtion. whey. miry and nness pravent on. workers compensation. and Cal-OSKA roguations Automobila Safety Ennlarees who operate vehictes on City busness nave a Valid dmrYs license. arc operatng vchcics in accordance wort Lind ICense rcructdns, have •cadunder•.:.ind. and comply with the Cry Driving Policy (Articia 20 of City of Orono Peronnei Pol" Emergency Preparedness Employee i- aware of the` location oif a hospeal of clinic for medical care that r in proximey of ten home wokstC A". ad kh Is catty accesitile to each work maa win necessarywpplhes The first ad ka Is perlodlcally inspected and repicrimned as needed. There is an operaung portable fkO extinguisher. which Is rated for A. fl. and C (papa. Iquid and Nectncall two: on stte and Vic employee Is aware of how to use the ire extinguahor. Exteigurher is ca-Ey accessbb and free from obstruction or blockage. Toleworker Sc4.lnspccton Safety AtlmowteOgemcnt Comments (Ptcate list any probtems that wore identified and how they were resolvedl Sitjature of teleworker perlornvng nspecton Date of sect inspecton Page 140 of 163 335 1-1 w y iu�iu���o Page 141 of 163 336 Appendix H. Credit Card Policy Page 142 of 163 337 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 143 of 163 338 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 an 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 144 of 163 339 CREDIT- CARD RD USER n GME"' ENT —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 fled 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 145 of 163 340 Affidavit of Lost or Destroyed Receipt ^ FFID A VTT 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 Item(s) Purchased Amount I understand that falsification of the itemization of this purchase constitutes an act of fraud. Signature of Cardholder Date Page 146 of 163 341 Appendix I. Drug and Alcohol Testing for Commercial Drivers Policy Page 147 of 163 342 Drug and Alcohol Testing for Commercial Drivers Policy Table of Contents 1. Purpose . .................................................................................................................................... 14944-8. 2. Definitions . ............................................................................................................................... 1494-48. 3. Persons Subject to Testing and Types of Tests........................................................................ 1524-5-� 4. Prohibited Conduct................................................................................................................... 1564-5-5 5. Collection and Testing Procedures........................................................................................... 1584-57 6. Review of Test Results............................................................................................................. 1594-59 7. Notification of Test Results...................................................................................................... 1604-59 8. Consequences for Drivers Engaging in Prohibited Conduct .................................................... 1614-69 9. Loss of CDL License for Traffic Violations in Commercial and Personal Vehicles ............... 1624-64- 10. Maintenance and Disclosure of Records............................................................................... 1634-62 11. Policy Contact for Additional Information........................................................................... 1634-62 Page 148 of 163 343 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. Definition -,-- 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 149 of 163 344 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 150 of 163 345 (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 151 of 163 346 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. Persons Subject to Testingand nd 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 152 of 163 347 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 Te 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 153 of 163 348 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 154 of 163 349 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-DutyReturn-to-Dpty 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 155 of 163 350 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. 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 Page 156 of 163 351 suspicion or follow-up alcohol or controlled substance testing. 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. Page 157 of 163 352 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 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 Testing No driver may report for duty, remain on -duty or perform a safety -sensitive function if the driver tests positive for controlled substance. 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 Page 158 of 163 353 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 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. 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. Page 159 of 163 354 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 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. 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 Page 160 of 163 355 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. Consequences for Drivers Engaging 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 Page 161 of 163 356 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 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. Loss of CDL License for Traffic Violations in Commercial and Personal Vehicles Page 162 of 163 357 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. 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. 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 163 of 163 358 CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO.7684 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 seven times since with further amendments via Council motion; and WHEREAS, the current personnel policy was approved by Council motion on December 8, 2025; 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 May 26, 2026. ATTEST: CITY OF ORONO Christine Lusian, City Clerk Bob Tunheim, Mayor 359 AGENDA ITEM Date: May 26, 2026 Title: Service Recognition - Resolution 7683 Presenter: Adam Edwards, City Administrator / Engineer Section: Consent Agenda Item: 6 Purpose: The purpose of this action item is to recognize Chief Correy Farniok for thirty years of service to the Orono Police Department. 2. Background: Chief Farniok has provided thirty years of service to the City of Orono, with nineteen years leading the police department as its Chief. During this time, he made meaningful contributions to the organization and the community. The attached resolution formally recognizes his service and expresses the City Council's appreciation. 3. Staff Recommendation: Staff recommends approval of the resolution acknowledging Chief Farniok's service to Orono. COUNCIL ACTION REQUESTED Motion to approve Resolution 7683 recognizing Chief Correy Farniok for thirty years of dedicated service to Orono. Exhibits A. Resolution 7683 Recognition - Farniok 360 � T\ �Jo VD A RESOLUTION OF APPRECIATION FOR CHIEF CORREY FARNIOK IN RECOGNITION OF THIRTY YEARS OF DEDICATED SERVICE RESOLUTION 7683 WHEREAS, Correy Farniok began his service to the community as a Community Service Officer in 1995 and was appointed as a Police Officer on March 1, 1996; and WHEREAS, through professionalism, leadership, and dedication to public service, Correy advanced through the ranks of the department, serving as Sergeant beginning in 2000 and ultimately being appointed Police Chief in 2007; and WHEREAS, throughout his career, Correy led with integrity, professionalism, and a strong commitment to public safety and community engagement; and WHEREAS, Correy fostered strong partnerships with neighboring public safety agencies, local schools, community organizations, and emergency response partners to better serve the community; and WHEREAS, under Correy's leadership, the department expanded and strengthened its services through initiatives including the K9 program, investigations division, school resource officer program, regional SWAT participation, drug task force involvement, and embedded social worker program; and WHEREAS, Correy successfully led the merger of the Mound and Orono Police Departments into one cohesive organization that now provides efficient, community -focused police services to four communities; and WHEREAS, Correy's thirty years of service have been characterized by professionalism, leadership, and a steadfast commitment to providing the highest quality service to the City and its residents. RESOLVED, that the Orono City Council, staff, and residents hereby extend their sincere appreciation and gratitude to Correy Farniok for his dedicated service to the community as Police Chief. Adopted by the City Council of Orono, Minnesota at a regular meeting held this 26 day of May 2026. ATTEST: Christine Lusian City Clerk Bob Tunheim, Mayor 361 AGENDA ITEM Date: May 26, 2026 Title: Hire Public Works Director Presenter: Adam Edwards, City Administrator / Engineer Section: Consent Agenda Purpose: The purpose of this action item is to appoint the new Director of Public Works. Item: 7 2. Background: A. Position. The Public Works Director position is a critical position within the City of Orono and contracted City of Spring Park. The position oversees the maintenance and operations of the City's Street, Stormwater, Water and Sanitary Sewer Infrastructure. In addition, the position manages services such Fleet division, the brush site and clean-up days. B. Job Description. A revised Job Description is attached as Exhibit A. Changes include re -titling the position to Public Works Director and Assistant City Engineer, updates to the examples of work to emphasize management and administration duties, and updates to the required and desired qualifications. With these changes, the position is a Grade 17 in the Orono Employee Compensation table. At the March 30th Council meeting, the Council approved the revision of the job description to Public Works Director. Based on the applicant's engineering qualifications, staff recommends adding "Assistant City Engineer" to the title and the inclusion of municipal engineering tasks to the Examples of Work section. 3. Recruitment: The selection process for the vacant position involved advertising the position, application screening, interview panels, background investigation, and reference checks. First round interviews were completed by a panel of city staff, the Spring Park city administrator, and department staff. Second round interviews were conducted by a panel including Orono Council Members Persian and Benson as well as the Police Chief, Parks and Facilities Superintendent and the Finance Director. 4. Recommended Candidate: Mr. Brandon Braithwaite is the recommended candidate for the position. Brandon has 20 years of public infrastructure and engineering experience. Brandon has a B.S. in Civil Engineering from the University of Wisconsin, and MS in Civil Engineering from Michigan Tech. Brandon most recently served as the Assistant Public Works Director and City Engineer for the City of Hutchinson. He has also served in various capacities in Wisconsin with Dane County Public Works, Maddison Metropolitan Sewerage District and the Department of Natural Resources. 5. Recommended Compensation: Staff recommends Brandon Braithwaite be appointed as the Director of Public Works and Assistant City Engineer with an effective start date of June 15, 2026. a. Salary. Grade 17 / Step 5 ($142,779.90 / year) of the City's Non -Union Employee 2026 Pay Scale. b. Vacation. He will earn vacation at a rate of 3 weeks / 120 hours per year, with increases to 362 follow the city's personnel policy. c. Benefits. As a full-time employee, the position is eligible for all benefits as outlined in the personnel policy. COUNCIL ACTION REQUESTED Motion to approved the Public Works Director and Assistant City Engineer Job Description as shown in Exhibit A and to appoint Brandon Braithwaite as the Public Works Director and Assistant City Engineer at Grade 17 / Step 5 with a start date of June 15, 2026. Exhibits A. Job Description -Public Works Director & Assistant City Engineer 363 CITY OF ORONO Job Description Position Title: Public Works Director & Assistant City Engineer Date: March 30, 2026 Department: Public Works Accountable to: City Administrator/City Engineer FLSA Status: Exempt Nature of Work Responsible for administering all function of Public Works including Streets, Water, Sanitary Sewer, Stormwater and Fleet. This position is supervised by the City Administrator/City Engineer, and provides direct supervision to the streets, utilities and fleet supervisors as well as indirect supervision of maintenance workers, mechanics and administrative staff. Examples of Work Essential functions listed below are intended as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is similar, related or a logical assignment to the position. • Plans, coordinates, supervises, and reviews the activities of the department including preventative, daily, periodic, and emergency maintenance and repair activities to maintain the City's streets, storm sewer, and utility systems in safe and operational and useable condition. • Plans and coordinates public works services such as cleanup days, brush site, compost, and wood chip site. • Develops an annual budget covering all functions of the Public Works Department, and monitors expenditures to ensure compliance with the budget. • Supervises public works staff to include hiring, training, motivating, evaluating, and disciplining in accordance with the City's personnel policy and applicable collective bargaining agreements. • Responsible for hiring of seasonal brush site attendants. • Ensures accurate tracking and reporting of service requests, tasks, and work orders in the City's workflow management system to ensure requests are completed in a timely manner and the work effort required to maintain specific assets is recorded. 364 • Develops and maintains a multi -year capital improvement plan and program to address the City's infrastructure development, maintenance, and replacement needs. • Apply general engineering knowledge to address a wide range of issues, problems and • projects. • Review land use applications and construction plans for consistency with specifications, • City policies and relevant regulations. Review of plans and inspections relative to public • and private construction projects within the City. • Review and respond to engineering issues relative to development and redevelopment • proposals including preparation and management of site development agreements. • Serve as project manager. • Manage GIS staff to ensure the GIS mapping system and the asset management system are kept up to date. • Renders technical advice, both written and verbal, to the City Council, Advisory Boards and Commissions and attends City Council meetings and other meetings as necessary. • Investigates citizen complaints and responds to citizen requests and issues. • Prepares and reviews specifications for equipment and vehicles purchased by the City. • Conducts special projects as assigned. • Implements water resource functions, including implementation of the Wetland Conservation Act and Surface Water Management Plan as well screening and erosion and sediment control as it relates to the MS4 NPDES requirements. • Periodically conducts field inspections of city infrastructure to ensure assets are properly maintained and repaired; identifies deficiencies; and issues work orders to subordinates or contractors to correct these deficiencies. • Plans, monitors, and continually evaluates the effectiveness of the maintenance, repair, and replacement activities for the streets, fleet, storm sewer and utilities. • Provides, and sets the example for, excellent customer service. • Utilizes computer technology for work management, information management and communications. • Prepares all necessary reports required by other government agencies. • Maintains records in accordance with the retention schedule. • Manages contacts and contractors providing repair and maintenance services for city infrastructure, facilities and equipment. • Establishes and maintains safety program ensuring the department is fully compliant with all OSHA regulations • Prepares short-term and long-term goals and objectives for public works. • Performs other duties and assumes other responsibilities as assigned. Required Knowledge, Skills, and Abilities Knowledge: • Mechanical — Knowledge of machines and tools, including their designs, uses, repair, and maintenance. Public Safety and Security Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions. 365 • Customer and Personal Service Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. • Administration and Management Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources. • English Language Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. • Personnel and Human Resources — Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems. Skills: • Active Listening Give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. • Monitoring Monitor/Assess performance of yourself, other individuals, or organizations to make improvements or take corrective action. • Speaking Talk to others to convey information effectively. • Coordination Adjust actions in relation to others' actions. • Management of Personnel Resources Motivate, develop, and direct people as they work, identifying the best people for the job. • Time Management Manage one's own time and the time of others. • Critical Thinking — Use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems. • Reading Comprehension — Understand written sentences and paragraphs in work related documents. • Complex Problem Solving Identify complex problems and reviewing related information to develop and evaluate options and implement solutions. Abilities: • Oral Comprehension — Able to listen to and understand information and ideas presented through spoken words and sentences. • Oral Expression Able to communicate information and ideas in speaking so others will understand. • Problem Sensitivity — Able to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem. • Written Comprehension Able to read and understand information and ideas presented in writing. • Deductive Reasoning Able to apply general rules to specific problems to produce answers that make sense. • Inductive Reasoning — Able to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events). 366 Information ordering Able to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations)." Minimum Requirements • Bachelor's degree from an accredited university in a related field. Four years of post -secondary education in Engineering, Public Works, Construction Management, Public Administration or equivalent. • Professional Engineer License in the State of MN or ability get one within the first year of employment. (Required for Assistant City engineer Role) • Five (5) years of experience in a leadership or public management role. • Ten (10) years of combined experience in all aspects of public works. Desirable Qualifications • Master Degree in Public Administration, Engineering Management, Construction Management, or related field. • Ten (10) years of supervisory experience. • Professional Engineer License in the State of MN • Class "S-D" or higher wastewater collection system license. • Class "D" or higher water treatment and collection system license. Physical Demands and Working Environment The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk, sit, use hands. The employee is occasionally required to reach with hands and arms, climb or balance, and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, ability to adjust focus, and ability to see color. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently exposed to outdoor weather conditions. The noise level in the work environment is usually moderate. 367 AGENDA ITEM Date: May 26, 2026 Title: Hire Seasonal Employees Presenter: Joe Ruthenberg, Superintendent - Parks, Facilities Section: Consent Agenda Purpose: The purpose of this agenda item is to gain approval of hiring summer seasonal employees. Item: 8 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 and Brush Site Attendants; $14.50- $18.50 for Parks/Golf Course Maintenance Employees; and $19.00 for Public Works Maintenance Workers. Seasonal employees fall under the 6-month PERA Classification and are therefore excluded from PERA membership. 3. Seasonal Employee Appointments and Candidates: Seasonal Employee Appointment and Candidates Name Position Wage (Per Hour) Remarks Sophia Sonnek Clubhouse Attendant $15.50 Returnee Jake Maag Clubhouse Attendant $15.00 New Hire Isaac Puspoki Golf Course & Parks Maintenance $16.50 New Hire COUNCIL ACTION REQUESTED Motion to approve hiring the seasonal employees listed in the table above. 368 AGENDA ITEM Date: May 26, 2026 Title: Purchase of Police Vehicle Presenter: Correy Farniok, Police Chief Section: Consent Agenda Purpose: The purpose of this action item is to gain approval to purchase a 2026 police vehicle. Item: 9 2. Background: The City Council approved the purchase of three 2026 Ford SUV police vehicles at the November 10, 2025 Council meeting. The police department placed an order for three police vehicles in November 2025 with an expected deliver for these vehicles to be April to June 2026. Staff recently discovered that Ford did not place the order for these vehicles back in November and just placed the order a few weeks ago with delivery to be September to November. Ford located a 2026 Ford SUV that another department did not take delivery of, thus the opportunity for Orono to purchase and to replace a squad that is having issues and will be taken out of service in a few weeks. Staff will keep the current order for the three other squads as they are still needed. 3. Cost: The City was able to coordinate with a dealership in St. Cloud for the purchase and delivery of this vehicle at MN state contract pricing. Tenvoorde Ford - St. Cloud Ford Police Interceptor AWD SUV $43,165.44 each plus $2,350.00 for a 5-year/100,000 mile Premium Care warranty. 4. Funding: The purchase will be funded through the Automotive Equipment line of the police budget. The Automotive Equipment line budgeted $220,000 for the purchase of squads, equipment and set-up of these vehicles. The extended Warranty will be funded through the Fleet Services Fund. 5. Staff Recommendation: Staff recommend the purchase of a 2026 Ford Police Interceptor AWD SUV's from Tenvoorde Ford in St. Cloud for $43,165.44 plus $2,350 for the extended warranty. COUNCIL ACTION REQUESTED Motion to approve the purchase of a police squad car. Exhibits A. 2026 Ford SUV 369 TENVOORDE FORD, INC P O BOX 1045 ST CLOUD, MN 56302 Customer Name Address City ZIP Phone Description 1 12026 Police Interceptor Utility AWD K8A S 1 9913 - 3.3L _ Added Factory Options 1 UM -Agate Black 1 9W - Interior Charcoal Black 1 153 - License Plate Bracket 1 51T - Spot Lamp Delivery Address if Different From Bi Assn. Ctr # QUOTE Misc Date 11/5/2025 Order No. Contract No. 244262 Unit Price TOTAL $42,762.44 $~ 42,762.44 ' $ 394.00 $ 394.00 $ $ i$ 7 I J$ - SubTotal $ 43.156.44 TOTAL 1 $ 43,156.44 Vehicle Pickup Location Tenvoorde Ford PO Box 1045 St. Cloud MN 56302, Monday -Friday 8:00am-5:00pm Call Jade Aanenson 612-703-7789 Cell or Bob Aanenson 320-224-2808 Cell With Any Questions Tenvoorde Ford The World's Oldest Ford Dealership Please 370 AGENDA ITEM Date: May 26, 2026 Title: Generator Inspection and Load Bank Testing Presenter: Jimmy Nelson Section: Consent Agenda Item: 10 Purpose: To continue preventative maintenance and operational testing of the City's generators while utilizing city fleet mechanics to complete routine service work in-house. 2. Background: Historically, all annual maintenance services for the city's 27 generators has been completed by Kodiak Power Solutions for $16,800, which includes inspection, fluid and filter service, and load bank testing. Staff reviewed the maintenance program and determined that City Fleet Mechanics have the capacity to complete the routine fluid and filter services in-house. Kodiak will continue providing the annual inspections and load bank testing services at a reduced annual cost of $9,550 (Exhibit A). This change results in an estimated annual savings of approximately $7,250. 3. Cost: Kodiak Power Solutions to do the annual inspections & Orono Fleet Mechanics to do annual maintenance - Total Cost $9,550 4. Staff Recommendation: Staff recommends approval of the proposal from Kodiak Power Solutions for annual generator inspections and load bank testing services at $9,550, with Orono Fleet Mechanics to do the annual preventative maintenance. COUNCIL ACTION REQUESTED Motion to approve the proposal from Kodiak Power Solutions for annual generator inspections and load bank testing services for $9,550. With Orono Fleet Mechanics to do the annual preventative maintenance. Exhibits A. Orono inspections & Load banks 371 K1AK POWER SYSTEMS Preventative Maintenance Service Agreement Prepared For Customer name City of Orono Address 2700 Kelley Parkway Long Lake, MN 55356 USA Phone (612) 979-4402 Email invoices@oronomn.gov Prepared By Company name Kodiak Power Solutions Address 1738 Commerce Court White Bear Lake, MN 55110 USA Phone (507) 278-0956 Service Locations: City of Orono - Grinder Station 9 1222 Bracketts Point Road Wayzata, MN 55391 USA City of Orono - LS 12 2030 Wayzata Boulevard Long Lake, MN 55356 USA City of Orono - LS 20 1100 Elmwood Avenue Mound, MN 55364 USA City of Orono - LS 32 1480 Bracketts Point Road Wayzata, MN 55391 USA City of Orono - LS15 1377 Vine Place Mound, MN 55364 USA New Public Works Shop 325 Old Crystal Bay Road North Long Lake, MN 55356 USA City of Orono - LS 1 1302 Shoreline Drive Wayzata, MN 55391 USA City of Orono - LS 18 1373 Cherry Place Mound, MN 55364 USA City of Orono - LS 28 632 Park Lane Orono, MN 55356 USA City of Orono - LS 7 2552 Shadywood Road Excelsior, MN 55331 USA City of Orono - South Water Plant 2345 Blaine Avenue Orono, MN 55331 USA Orono - LS 14 1580 Orchard Beach Place Orono, MN 55331 USA Orono - LS 2 Orono - LS 21 372 1970 Spates Avenue Wayzata, MN 55391 USA Orono - LS 26 1207 Tonkawa Road #26 Orono, MN 55356 USA Orono - LS 5 365 West Lake Street Long Lake, MN 55356 USA Orono - LS 9 1580 Bohns Point Road Wayzata, MN 55391 USA 4252 Forest Lake Drive Mound, MN 55364 USA Orono - LS 3 2410 East Lake Street Orono, MN 55356 USA Orono - LS 6 2478 Casco Point Road Wayzata, MN 55391 USA Orono - LS13 2919 Casco Point Road Wayzata, MN 55391 USA Orono - North Water Plant- Katolight Portable Orono - PD/City Hall/Orono Campus 325 Old Crystal Bay Road North 2700 Kelley Parkway Long Lake, MN 55356 USA Long Lake, MN 55356 USA Orono - Portable 850 325 Old Crystal Bay Road North Long Lake, MN 55356 USA Orono - Portable 856 325 Old Crystal Bay Road North Long Lake, MN 55356 USA Orono- LS 19 1001 Loma Linda Avenue Mound, MN 55364 USA City of Orono - Grinder Station 9 Orono - Portable 851 325 Old Crystal Bay Road North Long Lake, MN 55356 USA Orono - Portable 857 325 Old Crystal Bay Road North Long Lake, MN 55356 USA RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection City of Orono - LS 1 RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection City of Orono - LS 12 RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection City of Orono - LS 18 RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection City of Orono - LS 20 373 Recurrence Visit Name Visit Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection City of Orono - LS 28 RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection City of Orono - LS 32 RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection City of Orono - LS 7 RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection City of Orono - LS15 RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection City of Orono - South Water Plant Visit Name Recurrence Type Visit Window Visit Price Task Summary ML- Annual 6/1 /2026 - Inspection One -Time 330.00 Annual Generator Inspection 6/30/2026 Level 100 2 Hour Load 2 hour Load Bank Test. This test will verify that the 6/1/2026 - Bank Test- One -Time 550.00 generator, engine, cooling system, and fuel supply will 6/30/2026 Level 500 handle 75% of rated Kw. New Public Works Shop Recurrence Visit Visit Name Visit Window Task Summary Type Price ML- Annual Level 200 1 /1 /2027 - Annual Service Level 200 full One -Time 265.00 Service 1 /31 /2027 service 374 Orono - LS 14 RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection Orono - LS 2 Visit Name Recurrence Type Visit Window Visit Price Task Summary ML- Annual 6/1 /2026 - Inspection One -Time 265.00 Annual Generator Inspection 6/30/2026 Level 100 2 Hour Load 2 hour Load Bank Test. This test will verify that the 6/1/2026 - Bank Test- One -Time 550.00 generator, engine, cooling system, and fuel supply will 6/30/2026 Level 500 handle 75% of rated Kw. Orono - LS 21 RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection Orono - LS 26 RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection Orono - LS 3 RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection Orono - LS 5 RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection Orono - LS 6 Recurrence Visit Visit Visit Name Task Summary Type Window Price 375 Visit Name Recurrence Type Visit Window Visit Price Task Summary ML- Annual 6/1 /2026 - Inspection One -Time 265.00 Annual Generator Inspection 6/30/2026 Level 100 2 Hour Load 2 hour Load Bank Test. This test will verify that the 6/1/2026- Bank Test- One -Time 550.00 generator, engine, cooling system, and fuel supply will 6/30/2026 Level 500 handle 75% of rated Kw. Orono - LS 9 RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection Orono - LS13 Visit Name Recurrence Type Visit Window Visit Price Task Summary ML- Annual 6/1 /2026 - Inspection One -Time 265.00 Annual Generator Inspection 6/30/2026 Level 100 2 Hour Load 2 hour Load Bank Test. This test will verify that the 6/1/2026- Bank Test- One -Time 550.00 generator, engine, cooling system, and fuel supply will 6/30/2026 Level 500 handle 75% of rated Kw. Orono - North Water Plant- Katolight Portable RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 330.00 Annual Generator Inspection Orono - PD/City Hall/Orono Campus RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 330.00 Annual Generator Inspection Orono - Portable 850 RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection Orono - Portable 851 376 RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection Orono - Portable 856 RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection Orono - Portable 857 RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection Orono- LS 19 RecurrenceVisit Visit Name Window Visit Price Task Summary Type ML- Annual Inspection Level 100 One -Time 6/1/2026 - 6/30/2026 265.00 Annual Generator Inspection Annual inspection: This service includes the following: • Oil & filter replacement • Fuel filter(s) replacement Multi -Point Inspection of: • Cooling system • Engine • Battery and charging system • Generator end • Generator control panel • Fuel supply system • Operate generator unloaded Automatic Transfer Switch Inspection • Test under load if approved by site representative • Visual inspection of transfer switch mechanism • Visual inspection of transfer switch control Load Bank Testing: 2 Hour Load Bank Test. This test will verify that the generator, engine, cooling system, and fuel supply will handle 100% of rated Kw 377 378 The initial term of this Agreement will commence on (5/1 /2026) and shall continue through (4/30/2027). This Agreement shall continue in effect from year to year thereafter unless either party gives written notice to the other of intention not to renew thirty (30) days prior to the anniversary date. The Agreement price is $9,550.00 the first year. This Agreement is payable Time of Service from (5/1 /2026) to (4/30/2027). This agreement price does not include tax. Offered By: Kodiak Power Solutions Approved For Company By: Date Sign Label Approved For: Print Name Signature Title Date 379 AGENDA ITEM Date: May 26, 2026 Item: 11 Title: Stubbs Bay Lake Access Point Dock Replacement Presenter: Joe Ruthenberg, Superintendent - Parks, Facilities Section: Consent Agenda Purpose: The purpose of this action item is for Council to approve the purchase of a dock for the lake access point on Stubbs Bay near Bederwood Park. 2. Background: In 2025, the City Council directed the Parks Department and Parks Commission to evaluate opportunities to improve the City's lake access points and overall park amenities. As part of that review, the dock at the Stubbs Bay Lake Access was identified by both staff and the Parks Commission as a priority for replacement due to ongoing safety and maintenance concerns. The replacement of this dock was included in the approved Parks CIP for 2026 projects. The existing dock has deteriorated significantly over time and has required extensive repairs to remain operational. Continued use of the current structure would likely require additional ongoing maintenance and repairs in the future. The Stubbs Bay dock is a heavily utilized amenity for nearby residents and visitors, supporting fishing, lake access, and other recreational activities. Replacing the dock would improve safety, reliability, and the overall user experience at the access point. ThruFlow decking offers several advantages over traditional solid -deck roll -in docks, including lower maintenance, improved slip resistance, reduced water and debris accumulation, and increased durability. The open -grid design allows water and sunlight to pass through, reducing wave pressure and environmental impacts while helping keep the surface cooler and safer in wet conditions. ThruFlow systems are also lightweight, ADA-friendly, and well -suited for high -use public water access locations. While the initial cost is typically higher than standard dock decking, the reduced maintenance needs and longer lifespan can provide long-term value. 3. Options: If not approved, staff will continue repairing and maintaining the existing dock. While this option would defer the immediate capital expense, the current dock has required ongoing repairs and is nearing the end of its useful life. Continued maintenance may result in additional costs over time and may not fully address safety or operational concerns. 4. Cost: Dock and Lift provided the quote listed below. 1 4' Starter Bracket $305 $305.00 7 4'x6 Section Complete-ThruFlow Decking' $2075 $14,525.00 1 Turn Bracket $85 $85.00 1 Post Turn Bracket $220 $220 $15,135.00 380 5. Funding: Funding will come from the Parks Fund. 6. Staff Recommendation: Staff recommends purchasing the dock from Dock & Lift. COUNCIL ACTION REQUESTED Motion to accept the quote from Dock and Lift for a Dock for the Stubbs Bay Lake Access Point near Bederwood Park. Exhibits A. Sketch and Proposal 381 _tt:y z*eL DOCK & LIFT, INC. THRUFLOW DOCK SKETCH DoCK&LIFT David Latterner / Dean Villella Phone: 9521471-8343 or 9521474-7934 4550 Shoreline Drive Spring Park, MN 55384 Fax: 9521471-2608 www.dockandlift.com e-mail: info@dockandlift.com Customer Name 0 Customer Address 0_4-m cF ga-4-0 tAyl Customer Phone Customer City, State & Zip Date LA Customer E-Mail I ........ .. p %.j vom inTOrmation SALES AND SERVICE April 30, 2026 DOCK & LIFT David Latterner / Dean Villella 4550 Shoreline Drive Spring Park, MN 55384 952/471-8343 or 952/474-7934 e-mail: info@dockandlift.com City of Orono Dock at Stubbs Bay Road and Bayside Road Proposal for New Dock with ThruFlow Decking: Quan 1 4' Starter Bracket 7 4' X 8' Section Complete - ThruFlow Decking 1 Turn Bracket 1 Post Turn Bracket Total of Above Fax: 952/471-2608 www.dockandlift.com phone: 952/249-4684 Joe Unit Price Total Price 305.00 305.00 2,075.00 14,525.00 85.00 85.00 220.00 220.00 Thank you for the opportunity to give you a bid on this project. If you have any questions or concerns, please give us a call. Sincerely, David Latterner / Dean Villella This proposal will be honored for 30 days $ 15,135.00 383 AGENDA ITEM Date: May 26, 2026 Item: 12 Title: LS 18 (Cherry Place Sanitary) Force Main Replacement - Design and Engineering Presenter: Adam Edwards, City Administrator / Engineer Section: Consent Agenda Purpose: The purpose of this item is to gain council approval to commence the planning and engineering work for the replacement of the Lift Station 18 (Cherry Place) Forcemain. 2. Background: The Lift Station 18 Forcemain extends 900 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 years, including one in 2024 and one in 2025. The existing pipe is located in an unimproved right of way making it very difficult to access during emergency maintenance operations. Based on the age, pipe material, location and increasing maintenance needs, the forcemain was added to the sanitary sewer capital improvement plan for replacement in 2026. The main serves over 145 residences in and around North Arm Drive. This spring, staff worked with our engineering consultant and a hydro excavating company to identify possible options for the replacement. Based on that work, staff is recommending a new forcemain be bored along the Cherry Place right of way to connect the lift station to the dump manhole. 3. Scope: A. Design and Engineering. The scope of work for the design and engineering includes survey, design, permitting and bidding support. See exhibit A. B. Project. The scope of work for the project includes the construction of of 900 feet of forcemain within the Cherry Place and North Arm right of way to replace the the forcemain within the unimproved right of way. See exhibit B. 4. Cost: Bolton and Menk has provided a not to exceed proposal of $39,500 to complete the design and engineering work. The estimated construction cost of the project as proposed is $279,000. This includes a 10% contingency. 5. Funding: The project is funded by the Sanitary Sewer Fund. The Capital Improvement Plan allocated $320,000 for the project. 6. Staff Recommendation: I recommend approval of the proposal from Bolton and Menk for the design and engineering of the LS 18 forcemain replacement. COUNCIL ACTION REQUESTED Move to approve the proposal from Bolton and Menk for the design and engineering of the LS 18 384 (Cherry Place) forcemain replacement project for a fee not to exceed $39,500 Exhibits A. BMI Fee Estimate - LS 18 FM Improvements B. Propose Forcemain Alignment 385 QBOLTON & MENK Real People. Real Solutions. May 18, 2026 City of Orono Attn: Adam Edwards PO Box 66 Orono, MN 55323 RE: Lift Station 18 Forcemain Improvements — Design and Bidding Services 2638 Shadow Lane Suite 200 Chaska, MN 55318-1172 Ph: (9521448-8838 Fax: (9521 448-8805 Bolton-Menk.com Dear Adam: As requested, we have prepared a scope of services and design fee estimate for the proposed Lift Station 18 Forcemain Replacement Project. It is our understanding that the scope of the project will include the installation of 900 feet of forcemain along Cherry Place and North Arm Drive. Proposed Scope of Engineering Services To assist the City with this improvement project, Bolton & Menk proposes the following scope of services: Topographic Survey— We will document existing conditions and location of the watermain as necessary to construct the proposed improvements. Staff Design Meetings —_Our team will work with City staff to develop the scope of the project and to get input on design details. The goal of these meetings is to ensure that the project is designed consistent with City standards and that the City's maintenance practices and operations are considered throughout the design process. Detailed Design and Bidding --Once the final scope of the project is determined, Bolton & Menk will prepare detailed plans and specifications and obtain all necessary permits. This work will include coordination with private property owners as needed. Upon authorization, the project will be advertised for competitive bids. Bolton & Menk will administer the bidding process and will ultimately make a recommendation to the City Council about awarding the project. We understand from previous cost estimates that this project will include the switch over and abandonment of the existing LS18 forcemain, and horizontal directional drilling of a new forcemain. Fee Estimate Based on the scope of services described above, we propose a not -to -exceed fee of $39,500 to be billed on an hourly basis. Once the Construction Contract is awarded, Bolton & Menk will prepare a separate scope and fee estimate for construction phase services. Please let me know if you have questions or need additional information. Sincerely, Bolton & Menk, Inc. -t) -_Q-P V& David P. Martini, P.E. Senior Principal Engineer H:\ORNO\$2026 New Projects\Fee Estimate - LS18 FM Improvements.docx Bolton & Menk is an equal opportunity employer. 386 City of Orono LS 18 OPTION 12/11 /2025, 4:56:45 PM Storm Culvert Inlet Sanitary Manhole Sanitary Sanitary Forcemain Sanitary Pipe Outlet ` Sanitary Lift Station _ ._,! City Limits Storm Culvert Pipe Sanitary Service Pipe 0 Parcels 1:900 0 40 80 160ft 0 10 20 40 m Microsoft, Vantor City of Oror 387 Earthstar Geographics I This dataset is compiled monthly by the Hennepin County GIS Office from parcel geometry that is created and maintained by the Hennepin County Resident and Real Estate Services Survey AGENDA ITEM Date: May 26, 2026 Item: 13 Title: LA26-000007, 1100 Millston Road, Variances - Resolution 7685 Presenter: Melanie Curtis, Planner Section: Consent Agenda Purpose: This application contemplates variances to permit an additional oversized accessory building on the property exceeding the size limitation for accessory building footprints. 2. MN§15.99 Application Deadline: The application was submitted on February 17th and considered complete on March 30, 2026. The 60-day review period was extended and will end on July 28, 2026. 3. Background: The applicant is requesting the following variances to construct an 11,126 square foot oversize accessory building (OAB) on the property: 1. A variance to exceed the maximum accessory building square footage for the property; and 2. A variance from the limitation of one oversized accessory building on the property. Currently, there are 4 OABs on the property. The proposal reduces that number to 2 OABs. Please refer to the Planning Report attached as Exhibit F for a full description and variance analysis, as well as the attached building plans (Exhibit C) and site survey (Exhibit B). 4. Planning Commission Vote and Comment: On April 20th, the Planning Commission held a public hearing on the above matter and voted 6 - 0 in favor of approval as applied. 5. Staff Recommendation: Staff recommends approval. COUNCIL ACTION REQUESTED The Council should adopt Resolution 7685, approving the application as applied. Exhibits A. Resol 7685 B. Site Plan Survey C. PLANS D. Aerial Overview E. Current Building Conditons F. Planning Report G. PC Min 042026 388 O CITY OF ORONO RESOLUTION OF THE CITY COUNCIL N0.7685 kES H o�� A RESOLUTION APPROVING VARIANCES FROM MUNICIPAL ZONING CODE SECTION 06.12.7040 FILE NO. LA26-000007 WHEREAS, on February 17, 2026, on behalf of Barbara Burwell (hereinafter the "Owner"), Allied Construction (hereinafter the "Applicant"), applied for variances from the City Code for the property addressed 1100 Millston Road and legally described as: Lots 3, 4, 5, Block 1, Millston; and Lot 2, Block 1, Millston, except that part which lies westerly of the following described line: commencing at the southwest corner of said Lot 2; thence northerly along the west line of said Lot 2, a distance of 340 feet to the point of beginning of the line being described, - thence northeasterly, deflecting right 45 degrees a distance of 44.5 feet, thence northerly, deflecting left 45 degrees a distance of 186.5 feet, thence northwesterly, deflecting left 45 degrees a distance of 44.5 feet to the said west line, and said line there ending (Torrens) (hereinafter the "Property"); WHEREAS, the Property has six (6) accessory buildings totaling 9,047 square feet, of which 7,000 square feet is allowed based on the Property's size. Four of the buildings are defined as oversize accessory buildings (hereinafter "OAB") as follows: a 1,080 square foot caretaker cottage; a 2,140 square foot maintenance garage (red barn); a 1,280 square foot detached white garage; and a 2,613 square foot greenhouse; and WHEREAS, the Applicant has made application to the City of Orono for a variance to Orono Municipal Zoning Code Section 6.12.7040 to allow construction of a new 11,126 square foot OAB; and WHEREAS, as part of the project, three (3) of the existing OABs are proposed to be removed and replaced with the new 11,126 square foot maintenance building defined as an OAB, resulting in a reduction from four (4) to two (2) OABs on the Property, where only one OAB is permitted; and WHEREAS, the Applicant requests an additional variance from Section 6.12.7040 to permit 14,140 square feet of accessory building footprints where 9,047 square feet currently exists and 7,000 is the maximum permitted; and 389 Po_No CITY OF ORONO RESOLUTION OF THE CITY COUNCIL No. 7685 WHEREAS, on April 20, 2026, 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 allowed to speak thereon; and WHEREAS, on April 18, 2026, the Planning Commission recommended approval of the variance; and WHEREAS, on May 26, 2026, the City Council reviewed the application and the recommendations of the Planning Commission and City staff; and NOW, THEREFORE, BE IT RESOLVED that the City Council of Orono, Minnesota hereby approves the requested variance as described above based on one or more of the following findings of fact concerning the Property: FINDINGS OF FACT: Al. The analysis contained within staff memos and the exhibits attached to the aforesaid memos, all minutes from the above -mentioned meetings, and all other materials distributed at these meetings are hereby incorporated by reference. A2. The Property is located in the LR-1A One -Family Lakeshore Residential Zoning District. A3. The Property contains 12.7 acres in area. Including the Property, the Owner owns the surrounding properties totaling 38.5 acres of land. A4. The Property is within Tier 1, and hardcover is limited to 25% according to the Stormwater Quality Overlay District. The project will result in a total of 13.8% hardcover for the Property. A5. Applicant has applied for the following variances: a. Variance to exceed the maximum number of OABs b. Variance to exceed the accessory building footprint limit of 7,000 square feet A6. In considering this application for variance, the Council has considered the advice and recommendation of the Planning Commission and 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. 390 Po_No CITY OF ORONO RESOLUTION OF THE CITY COUNCIL No. 7685 ��kESHo�� ANALYSIS: B1. "Variances shall only be permitted when they are in harmony with the general purposes and intent of the ordinance ...." The variance is consistent with the intent of the ordinance, which is to prevent excessive massing, overcrowding, and overdevelopment. On a large acreage parcel, consolidation of multiple buildings into a single building reduces the spread of buildings throughout the site and reduces visual clutter, as a result, addressing the underlying purpose of the ordinance. B2. "Variances shall only be permitted ... when the variances are consistent with the comprehensive plan." The proposed variances are consistent with the Comprehensive Plan, which supports low -density residential development patterns that preserve open space, maintain rural character, and accommodate reasonable use of large -acreage properties. The proposal to combine multiple buildings into a single building reduces visual clutter and consolidates the developed areas of the Property. The scale of the proposed building does not conflict with long-term land use guidance for the area. 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 requested variances are necessary to allow reasonable use of the Property in a manner consistent with its size, configuration, and existing development pattern. The 12.7-acre parcel is currently improved with multiple accessory structures and buildings, including several oversized accessory buildings (OABs). The Applicant proposes to remove three existing OABs and replace them with a single building. b. The plight of the landowner is due to circumstances unique to his property not created by the landowner. The practical difficulties are due to the unique conditions of the Property, including its large size and the multiple existing OABs constructed over time. These conditions create a situation where strict application of the ordinance results in an impractical and disconnected site layout. The need for the variance is not created by the Owner, and c. The variance, if granted, will not alter the essential character of the locality. " Granting the variances will not alter the essential character of the surrounding area. The proposal results in a net reduction in the number of OABs, decreases visual clutter, and improves site organization. The new building will be 391 CITY OF ORONO RESOLUTION OF THE CITY COUNCIL No.7685 adequately screened by distance, vegetation, and/or topography and will not appear out of scale given the size of the Property. B4. "Economic considerations alone do not constitute practical difficulties." Economic considerations have not been a factor in the variance approval determination. 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. 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." Residential accessory buildings are permitted within the LR-1A Lakeshore Residential district. 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. B8. "The special conditions applying to the structure or land in question are peculiar to such property or immediately adjoining property." The variance request is driven by unique characteristics of the Property, including its large size (12.7 acres), existing improvements, and the presence of multiple OABs added to the Property over time. These circumstances create a condition where compliance with the current code standard —particularly the limitation to a single OAB and overall footprint cap —results in an inefficient and scattered building layout. B9. "The conditions do not apply generally to other land or structures in the district in which the land is located." The conditions supporting the variance do not apply generally to other land or structures in the district. The Property's size (12.7 acres) and existing improvements, including multiple OABs established over time, are not typically found within the district or more broadly within the city. Most properties do not have the same capacity to accommodate a larger building without adverse impacts. Therefore, the circumstances justifying the variances are specific to this Property and are not generally applicable. B10. "The granting of the application is necessary for the preservation and enjoyment of a substantial property right of the applicant." Granting the variances is necessary for the preservation and enjoyment of a substantial property right, specifically the ability to reasonably utilize a large residential property with accessory buildings that are functionally sized to its scale. The proposed combination of the buildings allows the 392 Po_No CITY OF ORONO RESOLUTION OF THE CITY COUNCIL kl�_,� No.7685 !tSHN Owner to maintain customary accessory uses in a more efficient and organized manner. Denial of the variance would limit the owner to a less functional arrangement of multiple smaller structures, which is not consistent with the reasonable expectations for use of a property of this size. 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." Granting of the variances will not impair health, safety, comfort, or general welfare, nor will it be contrary to the intent of the ordinance. The proposed building will be adequately screened from adjacent properties through distance, vegetation, and/or topography, minimizing visual impacts. The proposal does not introduce hazards, increase density in a manner that would strain infrastructure, or negatively affect neighboring properties, and is therefore consistent with the overall intent of the zoning regulations. B12."The granting of such variance will not merely serve as a convenience to the applicant, but is necessary to alleviate demonstrable difficulty." The practical difficulty is not created by the Owner but rather arises from the relationship between the Property's scale and existing improvements and the uniform application of code standards that do not differentiate significantly between smaller residential lots and large -acreage properties. CONCLUSIONS, ORDER, AND CONDITIONS: Based upon one or more of the above findings, the Orono City Council hereby grants a variance to Orono Municipal Zoning Code Section 6.12.7040 to allow construction of a new 11,126 square foot OAB, replacing three of the existing OABs (greenhouse, white garage, and red barn) reducing the number of OABs from four to two; and allow the Property to exceed the maximum permitted accessory building footprint area by 7,140 square feet, subject to the following conditions: C1.Council approval is based on the entire record, above Findings. C2.The approved project shall conform to the survey by Azimuth Land Surveying dated May 30, 2026, and building plans submitted by the Applicant and annotated by City staff, attached to this Resolution as Exhibits A & B. C3.Any amendments to the plans that do not conform to City codes may require additional review by the Planning Commission and City Council. C4.Authorities granted by this resolution run with the Property, not with the Applicant, but are permissive only and must be exercised by obtaining a building permit for the new construction and commencing construction of said project. A building permit must be 393 A Po_No CITY OF ORONO RESOLUTION OF THE CITY COUNCIL No.7685 HQ obtained within one year of the date of Council approval, or the variance will expire on that date (May 26, 2027). C5. 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 26th day of May, 2026. ATTEST: Christine Lusian, City Clerk CITY OF ORONO: Bob Tunheim, Mayor 394 Resolution No. 7685 // / / // / / I I \\ /j/ 1 / Exhibit A LA26-000007 �' i'' I I I I I 1: 1 - •• ... , I 1 /r�1� O i j lee 1 'qla 1' FPS o, I % n X /j AV A A AV A � ��� � a. Ae � �.. °I qj -•� � I 14 %'966 % 1 i j I 1 / / � / ' /�� /�'�� � 9°j600 , % l<P x". l "^ilB %y � 1 / h�1 •: -3Nn ANVONoo9 ONUSIX3 IF / I i/ // t I I Z y a s E v ii�r4i// �'} �I li i! \ I x& g ``e � I I < �� a s'w" 6b - m €Wi i �<B�Yi u• a i/'/ri/�li /l///�/td u' y m_s•� as a`r / J ------------------------- W ,I�{I[��I p a m \\v��\t.\t\\� \\ \/ €/ m pEogF 0' kw N Cc m z og C _O y m t U wp$z M 0 d()z (� NIl ...ONOo9 IN 1IX3 - Q I ra z=wp W.� BP CS � I _? oo� III/ ie E VV ca o�zSCw 8 - ���r4 ��i�liiiil 1 d- •I Y34 A gg� J a Y r NMILL n m D11- ^11 ' g 1 li / m av \`\ /i- / /' 1 j i d /• -----------------------------CD F / 395 EZL55 NW NV0tl3 3AItl0 000M 3100tlH "1 BOHH-OZZ-LL9 el NOHl3N WIl lOV1N00 ='6 'ONI NOS-lill i13NOIS30lVlIf110311HONtl ONIO�If1 B i 396 EE� 09HH-OZZ-ZL9 �NO$l3N WIl LJb1NOJ 1Bf99 NW'YIYZAYM OtlOtl NO15llIW OOLIUNOIS30 ldtl(ll0311HOW Maim 3`0WIMS/RsnOHN33tl0/dOHS ll3m:an sy��•�au 397 398 r l LBE99 NW YlYZAYM OYOtl NO1EllIW OOII ONIOlIf1830VLOlS /3Sf10NN33N0/dOHS ll3Maf18 O N a 399 ELLSS NW NYOY3 3AI60 000M 31OOYE ZEL- 89HB-OZZ'ZL9 6 NOS13N WIl 1JYINOJ 13E991)YI'YlY2AYM OYOtl NO13l1IW WI,'ONI NOS-Itll i13NOIS3O lYMf11O311HOUV ONIOlIf193Ovaois 13snOHN33MOI dOHS 113mans L� 400 PROPERTY PLANNING EXHIBIT -for- BURWALo FAMILY EXISTING LEGAL DESCRIPTION LOTS 3, 4, 5, BLOCK 1, MILLSTON; AND LOT 2, BLOCK 1, MILLSTON, EXCEPT THAT PART WHICH LIES WESTERLY OF THE PAD 1011723140020 FOLLOWING DESCRIBED LINE: COMMENCING AT THE SOUTHWEST CORNER OF SAID LOT 2; THENCE NORTHERLY ALONG THE WEST LINE OF SAID LOT 2 A DISTANCE OF 340.00 FEET TO THE POINT OF BEGINNING OF THE LINE BEING DESCRIBED; Address 1100 Millston Rd, THENCE NORTHEASTERLY, DEFLECTING RIGHT 45 DEGREES A DISTANCE OF 44.50 FEET, THENCE NORTHERLY, DEFLECTING LEFT 45 DEGREES A DISTANCE OF 186.50 FEET, THENCE NORTHWESTERLY, DEFLECTING LEFT 45 DEGREES A DISTANCE OF 44.50 Orono. MN 55391 FEET TO SAID WEST LINE, AND SAID LINE THERE ENDING. TORRENS EXISTING AREAS *PER COUNTY TAX RECORDS ONLINE. EXISTING BUILDINGS = 17,399f SQ.FT. *EXISTING IMPERVIOUS = 23,959 + 51,336 = 75,295 sqft = 1.7285 acres = 13.62% *Area calculations per field measurements and review of aerial photography. Square footages shown are approximate only. {i3 GRAPHIC SCALE 100 200 ( IN FEET ) 1 inch - 100 ft. LOT 5 / �11GkfEN OUSE \ /*Ek BGYILDING fA�REA j2, \t s / / 1 IN, \ (51,336 SQ.n \ I L0T8 BACK PATIO \ \ \ \ \ 1267sgft \ \ OUTLOT C LOT t \\ I I I \\ I I i I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I � I I I I I \ I I \ I I \ I I \ L_- - - - ----------_7- PROPOSED AREAS PROPOSED BUILDINGS + REMAININING BUILDINGS = 21,076f SQ.FT. *PROPOSED IMPERVIOUS = 25,076+51,336=76,412 sqft (1.7541 acres) = 13.81% *Area calculations per field measurements and review of aerial photography. Square footages shown are approximate only. 400 IN, s LOT2 LW 3 \ � / \\\\\ ��/� ID � I \ � 1 � Jl LOT 5 / �9 / \ \ \ / ohw�� oh w 0 / \ Lar 6\ \ / ` \ N htch = 0.5757f PRQP6.E Ultqi4. (250076f sq.f AREA SOFT. \ \ 3 ( \ \�"'� / WALKING PATH /4,/ ^I \ \\ \ \ / 26749gft HATCH=�1785f ACRES (51.336 SQ.FT.) L0T5 / I hereby certify that this survey, plan or report was prepared by me or under my direct supervision and that I am a duly Registered Land Surveyor under the laws of the State of Minnesota. L------------___ �',a--;2r. ERIC R. VICKARYOUS Date: May 30th, 2026 Reg. No. 44125 BACK PATIO \ \ \ \ \ 1267sgft OUTLOT C \ \ \ \ \ \ WAT \ \ \ \ \ 929.52 93\4 _ GRAPHIC SCALE \ \ \ \ \ \ \ \ 30 0 15 30 60 180 \ \ \ \ \ WAT ( IN FEET ) \ \ \ \ \ 929.66 1 inch = 30 ft. �93U62X \ \ /X\\ \\ NORTH WAT 929.51 944.69 \\ \ \\ \ \ \ \\ 4"PVC \ IN. `\\ XX99.76 R\ 1/RLS12755 E 954> 6 \ 4„ PVN919 959.00 \ \\ \\\\ / FNDLS12755 �� �s6 45 \ \ \ �x 949.3z / / / / / / �' I 1 \ \ \ \ \ \\ \ \\ \ \ 90 WAT 44P'VC / // / // \ \ \ \ \ \ \\ \ \ 929.47 X 95e06 961.25 961.55 96961 33 6 LE y962.16 961.19 9s / °�s�� I I \ \ \ \ \ \ \ / 9X9.0 tX9 55.8� 961.2 I // I \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ / MH 959.2X \\ ✓ /\=EPTCMHi 961.32 LOT 9601 961.42 /962.56 0.82 X 959.28 \\ �9\'9 96� o.sp� \WELL LOT 3 ENDLS1g755\ \ 6' X960.98 �/ \ \ \ \ \ \ \ 980.48 \ 97�. \ \ \ �9�9� ��X \ \ \ -�X 960 8 _ \ \ \ \ \ \ \ _ X 962.5� \ \ \ \ \ 9 \ \ \ \ X 1.53 OS \ X'9'5a 16 \ \ \ \ \ t 83 35\ X 981.77 x \ 9 � \ \ \ / \ _ 960 - - \ \ \ \ \ \ 981.46 980.85 / \ t9 � Q\ \ \ \ 96�83 \ \ X 965.33 - \ \ \ \ 77,0 981.54 / / 1 \ \ \ \ \ \ \ \ 964 07 64. 6 / - - - - \1 / 78.33 \ \ \ \ \ \ \ X965.20 _ 962 - - \ \ \ \ EXISTING / �176.56\ \ IN. E - X 963.78 IS R GARAGE J \ \ \ \ 968.5 X \ \ 965 / TREE30 9 Q $ t \ 6 X 0. 8 \^ 65.7 X965.39 X 964.59 977.83 - / \ \ ) \ - - - - - (� �X$65.89- 975.83 / / X 975.29 X 973.58 g 7 \ \ / T E2 \ -- 8 yE976.00 X 9,Ti.21 I X 97 8 �- 84 \ \ TREE2�- o\/ 967.36 975.33 oh � �x 7T 1�°hw /974.81 975.62 X974.64 97 52S 98 .91 ohw 76.34 974.144 973.83 \ \ ° ^ / CONE *67.48INE1g - - - / / G X 97 8 oY��+ ) 75.96X 974.98 �X 971.79 \ X CA oh 8 0 97.86 - - _ - - - - 968 - - - - \ S / X 976. 970.7 v � 967.85 � 97 .24 \ / / \ 971.20 X 7\00 K24 968 02 PINE1.86 - 975.12 EXISTING 72.31 \ 968.86 X 969.57 5.39 HOUSE \ / 9�5.4 y 70 7 \ 75.4 _--� .�> QQdd 970.22 X970. 969.77 968.84 5 ^ 97Z�Q 57 S / 971.44 \ , 4 / - - 974.75 975.46 975.79 - - -\ � 1 973.76 �C 969.70 .f 9%O �7 GjS< -I Y - - - - 3 \ / (s O �� \ 971.34 X 970.48 - - - - o X9 1� cn 737� ARt4 O %fig 4 / 972.8£- X 0 GAR \ ° X 973-34 /9 2.11 � `972.00 X $ $ U G ARE 1/ 975.65X / N /' 970.02 970.13/ ��" 1, FT. 971.14 Z \ 7`.40 97 .07( - �o 74.37 J \ 974.36 \\i 3i X 97 79 974.36 /� X 6� 9 5 7 X 975/68 971.80 Q 0 I ��^ 1 975.17 X 975.7 \\ 4 \ 96 4\t8.3// \ 970.68 971.23 X 971.96 7 1 j' MAPLE112 1 I r974.68 / / / fir%7 970.46 / P I I 0 1/ O //�X17,61 �\ X�969.16 \ X X 9 73.1 Z I ° I 1 Z \ 970.48 71.13 X 971.52 X 971.40 I ] 0 f F II X 973.31 Q 67 8 X TRLL19 g71.72 N 1 97 15 I I 12 ; /► _� 9 \ 971.7 X \ ENDL 27 5 \ �MAP9 9 / X •X 966.65966.73X I 1IC M k)967.89 X g 6a 97R .92 X X X 971.35 X 971.50 POOL H L�.I X 974.68 OLCE4D�R20 42 I \, X* X X 966 ///x `/F W X 967.1 TR E10 971.62 EX. BUILDING AREA \ // O X 966.47 968�6 44 R 15 REE15 TREE18 _ / /lS 9 .27 y66.95 �S / 67 ` 9 1.07 971.28 1,500t SQ.FT. \ / \ 20 97 {967. \ J X 9 JW62j 0 6 99 66.60 X 97. 4 \ ✓ 3 / / X X96715 .N O \ o / 96,? 67 X �36�t1 966.23X X 966.40 / X 966.72 X � X 970.36 \ X 973.27 / m X ^ X x966 49 96 .0 1 / \ 2.93 / X%6X2167.67 966.19 X /X 966 38 \ \ X 971.72 J AZIMUTH LAND SURVEYING d 763-458-2997 azlandsurveymn@gmail.com X 972.54 P 966.22 / 7 ix967.30\ X 966.30 / / P p E8 X 968.98 \ 9 7.74 3 J0.77 / 966.48 1 \ n � 0 X 96 .97 - / / / � PINE12 965.59 / *66.17 \ \\ \ O *967.60\ \ \ / / _ - / / ( 966.88 PINE14 \ 970 \ \ 96 .27 966. . N a 4 �t �a / �C 966.69 \ INPVCX / �o 4o h W �y O �•S°io \ / 968.82 _� X 966.37 o �F 6.00 V / \ X 967.01 R d / \ MH UTILB 968 07 X 964.8 0�\ 65.03 \ \ / E28 X 964.18 p�1 964. 5 � 965.6� \ / X 965\.6� 34.79 % .0 / 65.32 PVC \ 964.46 / \ 3 / *965N09EI 4 - - X 9�.78 9 4.1� / X %3.94 PINE4 \ \ \ � 966. \.21 1I \ \ \ \ X 64.67 X 965/68X 3.44 X 96 . 96S, \ 1 963.44 \ 0 O 8 963.57 \ VJ964.67 X 964.941 9 P3 27 96290 X9&.12//rPINr1 1 - - - 966 - \ m X 96T79- 96'9-.,90 - - 9K T4 X\61.92 \ / \ X 96 .21 962.56 APPLE112\ / X 961.16 \ / �q 975.20 3 APPLE12 964 X 9�1.75 ecv,2, 963.21 APPLEI2 401 r —O S, s 0 NO �4 C ,I N PAS; 03/3o12oz (Y) N LO LO Z U Z _ - z Q Z O Q W W cr � 00 o O W C°00 00 O ��_j /Z V N LLJ 0 FnNQ W m J QO Z J U� W Z f W F— c = U Qo Z r 0 Z 0 5 00 W Q O H W (n r- CD M LO LD Oz _ 2 ZQ W Q � 3 aQ Oo _a: Cl) z J J O N W J D o m r 402 3 X `-I- ( l�1 DA`f),=- = 03I3�� 2-o71p A m N LO LO • Z V Z Z Q Z Q O w '^ W 1 � Q' C) 0 (.000 0 W 00 Z 8 LU LU N Q N_ Q W (0 U) 0 L3j M J Z Q � il LU Z V � 11J t: U Z a O Q _Z 0 J m W Q O H W a� (f� M U' OZ = i Z a W a W O a 3 ao Oa _ Ix m z J O N- J N W D o m 0 r" eff i -------------- ---- ----- r 41rz_ t 8 0.1 000, ILO tFR r. 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T -.- ti «. a. r .fir.. * _ �%' .1� � '' r cy r,�C, !''�r� ra7j rr.'�i- .1, r,'�'��,� \,� 7 +-.^ f . "i7 w� i •�. �- i � • �r�`��3 ' r �.:iy a , �i :r �- � "t '7 ',,�y. ,[y � f ' _ '�.,t' � �,�•,• S �j�: � �. !:� - tr. �Y �: :y.r 7=i'/'� 1 � s.r r1 '7 3 75�ti I � 4" C :f . t � � �' y�, .�► �Y f , T^' r i •%. �/ � �. ;-5; s � � r .� • � y'n4. _. �Y y ... T'v�, ! } ry;.r �}'' .. k � fr v er i , •'� iT�, •�1.ZT ��` 4• � �y � r N>t '��.�if � •,_/' t'[., + �� T _ �C.IA/:� [,- .'S! - .7�_��;>• fir ,s+14 407 Current Building Conditions & Site Hardships - LA26-000007 Red Barn (Shop Garage) — OAB 4 • The Barn contains a spancrete floor system that has structural defects, making the structure unsafe for continued use. The basement is deteriorated and unusable. • The Barn does not contain a restroom, which limits its ability to properly serve maintenance staff working on the property. • The Barn sustained hail damage to the roof, siding, and windows, all of which require replacement. • Existing electrical wiring in the Barn is outdated and not compliant with current code requirements. • The Barn is aged and dilapidated and does not align architecturally with the primary residence and other improvements on the property. • The Barn is located away from the main driveway and central activity areas of the property, limiting visibility and reducing effective oversight and security for the site, including the entrance areas serving 1100 Millston Road and Tanager Hill. A;a White Garage (Storage Garage) — OAB 5 • The Garage has been in significant disrepair since sustaining a fire in 1960, which contributed to long-term structural deterioration. • The Garage has a rear concrete wall that is structurally cracking and failing, compromising the long-term stability of the building. • Due to structural movement within the building, several garage doors are inoperable and do not close properly, preventing equipment from being securely stored inside. • The garage depth is insufficient for storing property maintenance equipment • The Garage is aged and dilapidated and does not align architecturally with the primary residence and other improvements on the property. The Garage doors to not operate 2 A4G Greenhouse — OAB 6 • On September 21St, 2025 The greenhouse sustained severe hail damage, requiring full reconstruction. • The damage has compromised the glazing panels and structural framing, affecting the overall integrity of the structure. • The greenhouse is outdated and inefficient compared to modern greenhouse construction standards and does not include a backup heating system. During the winter of 2023, the greenhouse heating system failed, causing the structure to freeze and resulting in the loss of all plants inside. • The greenhouse lacks adequate irrigation system and currently requires manual watering. A;a Cottage Access & Safety Constraints • The cottage located behind the existing accessory buildings is currently served by a driveway with an approximate 15% slope, which creates significant access and safety concerns for tenants. • The steep grade makes vehicle access unsafe during snow and icy conditions, increasing the risk of vehicles sliding toward the cottage or becoming unable to safely reach the structure. Tenant Vehicles, Delivery vehicles, Site services vehicles, • The existing driveway approach directs vehicles downhill toward the front door of the cottage, creating an unsafe access condition for residents and visitors. • The cottage does not currently have an attached or detached garage, which limits secure vehicle storage and forces vehicles to park on the steep driveway during winter conditions. • Due to the shoreland setting, steep slopes, septic system, underground gas lines, and limited upland buildable area, there are limited locations on the property where access improvements can be safely implemented. 4 ,411 G - -7 Proposed Reconstruction Solution The proposed project consolidates the Red Barn, White Garage, and Greenhouse into a single modern accessory structure located within the already developed portion of the property. The reconstructed building overlaps the existing buildings and incorporates the previously unused space between the existing structures into the new building footprint, allowing that disturbed area to be utilized as interior shop space rather than leaving fragmented gaps between separate buildings. The proposed project addresses the structural and functional deficiencies of the existing buildings by providing: • A Modern 11,126 sqft code -compliant structure that supports property maintenance, storage, and greenhouse operations while improving architectural consistency with the primary residence and surrounding improvements on the property. • Consolidated interior workspace, storage, and greenhouse functions, reducing the need for multiple detached structures across the site. • The new shop provides secure indoor storage for maintenance equipment and property service vehicles, reducing the need to store equipment outdoors and improving overall property security. • A new restroom facility within the shop, allowing the building to properly support maintenance staff working on the property. 5 �412 G r ti .�rrJlr �- l 1 l J JI01r``�� r .41 ji jr ti 1 4 �� fr • k e,� ` r m� otilsE N LIM ` 112 rt1`r 2,1au f � TCFAt'R&toh A n.ssan ' rN'i (Existing OABs) LOr 2 �'� .Dad °���, `_ �..• (Proposed OAB Red/Driveway Shaded) • Reconfiguring existing hard cover areas into a more condensed and efficient footprint, rather than maintaining multiple separated building pads and surfaces across the site. • Hardcover Calculation Summary: • Existing Conditions: o Total Hardcover of Structures Related to Proposal: 23,959 Square Feet o Total Lot Hardcover Percentage Breakdown: 13.62% • Proposed Conditions: o Total Hardcover of Structures Related to Proposal: 25,026 Square Feet o Total Lot Hardcover Percentage Breakdown: 13.81 % • Difference: o Increase in 1,067 Square Feet of Hardcover on Lot o Increase in 0.19% in Total Lot Hardcover • The consolidated building placement allows the existing driveway serving the cottage to remain in its general location while reducing the driveway slope from approximately 15% to approximately 7%, significantly improving safety and year-round access. • The proposed building layout and access configuration have been coordinated with and approved by the Orono Fire Department, ensuring appropriate emergency access and life -safety considerations for the property. • The location of the new shop near the primary access and driveway areas of the property improves visibility and oversight of site activity, enhancing overall property security for 6 A A4G the entrance areas serving 1100 Millston Road and the surrounding Tanager Hill lots. The project also improves site functionality and environmental sensitivity: • The proposed location and reconstruction do not disturb existing wildlife habitat areas, including the known fox den and eagle nesting areas observed on the property. Preserving surrounding green space and mature heritage trees on the property. • The new shop includes a 24' X 24' garage section dedicated to serving the cottage, providing enclosed parking and improving safe driveway access for tenants and delivery drivers. • The new shop includes a modern greenhouse section with updated water service, improved energy efficiency, and multiple primary and backup heating systems designed to prevent freezing conditions and support reliable year-round plant care. • The location of the new shop near the primary access and driveway areas of the property improves visibility and oversight of site activity, enhancing overall property security for the entrance areas serving 1100 Millston Road and the surrounding Tanager Hill lots. 7 �414 G Date Application Received: 02/17/2026 Date Application Considered as Complete: 03/30/2026 60-Day Review Period Expires: 05/29/2026 To: Chair Ressler and Planning Commission Members Adam Edwards, City Administrator From: Melanie Curtis, Planner MCC Date: 20 April 2026 Subject: #LA26-000007, Allied Construction o/b/o Barbara Burwell 1100 Millston Road Variances & Public Hearing Application Summary: The applicant is requesting the following variances to construct an 11,126 square foot accessory building on the property: • A variance to exceed the maximum accessory building square footage for the property; and • A variance from the limitation of one oversized accessory building on the property (currently 4 OAB proposed 2 OAB). Staff Recommendation: Planning Department Staff recommends approval. Background The applicant, Allied Construction, on behalf of the property owner, Barbara Burwell, seeks approval for improvements at 1100 Millston Road. The subject property is approximately 12.7 acres and currently contains six (6) accessory buildings totaling 9,047 square feet of footprint area. Four of the existing accessory buildings exceed 1,000 square feet and therefore are classified as oversized accessory buildings ("OABs") under City Code Section 6.12.7040; • caretaker cottage - 1,080 s.f., red barn/maintenance garage - 2,140 s.f., white garage - 1,280 s.f. • a greenhouse - 2,613 s.f. City Code regulates accessory building area based on lot size and limits each property — regardless of acreage — to a maximum of one (1) OAB. The applicant proposes to construct a new 11,126 square foot accessory building, replacing three of the existing OABs (greenhouse, white garage, and red barn). While this results in a reduction of the number of OABs on the property, it exceeds the maximum permitted accessory building footprint area by 7,140 square feet. Practical Difficulties Analysis Applicant Submittal Information: The applicant has provided a summary of the practical difficulties supporting the requested variances. They have identified the scale of building necessary to support the property's maintenance needs in relation to the size of the property as a challenge. The proposal includes a positive reduction in the amount of existing nonconforming OABs on the property by 50%. Additionally, they have provided supporting documentation regarding Practical Difficulties attached as Exhibit C, and should be asked for additional testimony regarding the application. Planning Staff Practical Difficulty Analysis: Regarding practical difficulty, Staff finds that the combination of the property's large area, the existing development pattern, and multiple legally established oversized accessory buildings creates a situation where strict adherence to the limitations results in an impractical and inefficient 415 FILE #LA26-000007 4 May 2026 Page 2 of 6 outcome for the property. The applicant's proposal to consolidate three existing OABs into a single, larger building is responsive to the site -specific conditions. The perceived impact of the new building is mitigated by the size of the parcel and the building's siting on the 12+ acre property, which is consistent with the low -density rural residential character of the area. Property/Building History In 2014, the subject property was expanded through a boundary line adjustment with the abutting property (formerly Irwin Jacobs' property/1800 Shoreline Drive), see the figure on the right (Exhibit G). The lot line adjustment added 2.5 acres to the subject property. 1100 Millston also inherited three accessory buildings: caretaker cottage (Resolution 3330), greenhouse (Resolution 2907), and white garage (original barn pre-1969). Variances and/or conditional use permits for the size, plumbing, and number of OABs were granted to 1800 Shoreline Drive, permitting the additional accessory buildings to be constructed. LOT ANALYSIS WORKSHEET Portion of the Property added to 1100 Millston Dne in 2014 reline 501Z ,, A i ZZ s Il•,an«"�s,e, I i Sections 6.12.1350 & 6.12.6240 — Accessory Building Setbacks: The buildings summarized below are the OABs intended to be consolidated into the new building. Required OAB Existing Proposed LR-1A DISTRICT setback Buildings New Buildine red barn +900' Rear / Street 50' white garage —900' —800' greenhouse —790' red barn —150' West Side 30' white garage "30' 30' greenhouse "25' East Side 30' Red barn (closest) +300' +350' red barn 140' Lakeshore* 100, white garage +250' —195' greenhouse +250' Average Lakeshore *According to Section 6.12.5970, Tanager Lake — although connected to Lake Minnetonka — is classified by the DNR as a Recreational Development lake (RD), which requires a building setback of 100 feet from the OHWL of 929.4' for properties served by private septic systems. Section 6.12.1350 — Lot Area/Width: LR-1A DISTRICT Lot Area Lot Width Required 87,120 s.f. (2.0 acres) 200' Actual 552,776 s.f. (12.7 acres) ±700' @ OHWL & 100' setback Section 6.12.6930 — Structural Building Coverage: The property is 12.7 acres in area; structural building coverage limits do not apply. 416 FILE #LA26-000007 4 May 2026 Page 3 of 6 Section 6.12.9110 and 6.12.9210 — Hardcover Calculations: Stormwater Total Area in Allowed Overlay District Zone Hardcover Existing Hardcover Proposed Hardcover Tier Tier 1 552,776 s.f. 138,194 s.f. 75,295 s.f. 76,362 s.f. (25 %) (13.6%) (13.8%) At 13%, the existing and proposed hardcover levels of the property are well below the 25% allowed. However, the proposed site design consolidates the improved surfaces (driveway and buildings) into a more condensed area approximately 50 feet further from the lake than the existing conditions. The location also reduces the slope of the driveway to the caretaker's cottage from 15% to 7%, resulting in a safer condition year-round. The proposed building will be constructed in an L-configuration and will have an open drive -through in the center to reduce the appearance of massing and break up the long building fagade when viewed from the north or south. r x� -Fr- CWWTWI r,Fwq View from Tanager Lake side Wr E �E✓ATI ot-] ( View from Shoreline Drive side Applicable Regulations: Maximum Accessory Buildine Sauare Footaee and OAB Limitation Variance (Section 6.12.7040) Ms. Burwell owns 38.5 acres of land made up of the 12.7-acre subject property and ten additional adjacent properties (25.8 acres), see Exhibit F. The subject property is limited to 7,000 square feet maximum accessory building footprint. The proposal will increase the accessory building footprint amount by approximately 5,000 square feet over the existing condition; staff finds that the impact of this increase is mitigated by several factors. 1. The proposal consolidates 3 of the existing OABs into a single structure, resulting in a more compact and 417 FILE #LA26-000007 4 May 2026 Page 4 of 6 organized site layout. This reduces the visual clutter currently present on the property. The subject property's substantial size (12.7 acres) provides adequate area to accommodate the increased footprint without creating the appearance of overdevelopment or overcrowding that the ordinance is intended to prevent. The placement of the proposed building, in combination with existing vegetation, topography, and distance from property lines and adjacent residences, significantly limits visibility from off -site vantage points. Accordingly, although the proposal exceeds the accessory building footprint limitation (by 7,140 s.f.), the functional and visual impacts are lessened relative to existing conditions, and the resulting site configuration is more consistent with the intent of the ordinance than strict compliance would achieve in this instance. 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 variance is consistent with the intent of the ordinance, which is to prevent excessive massing, overcrowding, and overdevelopment. On a large acreage parcel, consolidation of multiple buildings into a single building reduces the spread of buildings throughout the site and reduces visual clutter, as a result, addressing the underlying purpose of the ordinance. 2. The variance is consistent with the comprehensive plan. The proposed variances are consistent with the Comprehensive Plan, which supports low -density residential development patterns that preserve open space, maintain rural character, and accommodate reasonable use of large -acreage properties. The proposal to combine multiple buildings into a single building reduces visual clutter and consolidates the developed areas of the property. The scale of the proposed building does not conflict with long- term land use guidance for the area. 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 requested variances are necessary to allow reasonable use of the property in a manner consistent with its size, configuration, and existing development pattern. The 12.7- acre parcel is currently improved with multiple accessory structures and buildings, including several oversized accessory buildings (OABs). The applicant proposes to remove three existing OABs and replace them with a single building. b. There are circumstances unique to the property not created by the landowner; The practical difficulties are due to the unique conditions of the property, including its large size and the 418 FILE #LA26-000007 4 May 2026 Page 5 of 6 multiple existing oversized accessory buildings constructed over time. These conditions create a situation where strict application of the ordinance results in an impractical and disconnected site layout. The need for the variance is not created by the landowner; and c. The variance will not alter the essential character of the locality. Granting the variances will not alter the essential character of the surrounding area. The proposal results in a net reduction in the number of oversized accessory buildings, decreases visual clutter, and improves site organization. The new building will be adequately screened by distance, vegetation, and/or topography and will not appear out of scale given the size of the property. Additionally, City Code Section 6.12.530 provides additional parameters within which a variance may be granted as follows: 4. Economic considerations alone do not constitute practical difficulties. Economic considerations have not been a factor in the variance approval determination. 5. Practical difficulties also include, but are not limited to, inadequate access to direct sunlight for solar energy systems. Variances shall be granted for earth -sheltered construction as defined in Minn. Stat. § 216C.06, subd. 17, when in harmony with Orono City Code Chapter 6.12. 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 6.12 for property in the zone where the affected person's land is located. Residential accessory buildings are permitted within the LR-1A Lakeshore Residential district. 7. The board or council may permit, as a variance, the temporary use of a one -family dwelling as a two- family dwelling. This condition is not applicable. 8. The special conditions applying to the structure or land in question are peculiar to such property or immediately adjoining property. The variance request is driven by unique characteristics of the property, including its large size (12.7 acres), existing improvements, and the presence of multiple OABs added to the property over time. These conditions create a condition where compliance with the current code standard —particularly the limitation to a single OAB and overall footprint cap —results in an inefficient and scattered building layout. 9. The conditions do not apply generally to other land or structures in the district in which the land is located. The conditions supporting the variance do not apply generally to other land or structures in the district. The subject property's size (12.7 acres) and existing improvements, including multiple oversized accessory buildings established over time, are not typically found within the district or more broadly within the city. Most properties do not have the same capacity to accommodate a larger building without adverse impacts. Therefore, the circumstances justifying the variances are specific to this property and are not generally applicable. 10. The granting of the application is necessary for the preservation and enjoyment of a substantial property right of the applicant. Granting the variances is necessary for the preservation and enjoyment of a substantial property right, specifically the ability to reasonably utilize a large residential property with accessory buildings that are functionally sized to its scale. The proposed combination of the buildings allows the property owner to maintain customary accessory uses in a more efficient and organized manner. Denial of the variance would limit the owner to a less functional arrangement of multiple smaller structures, which is not consistent with the reasonable expectations for use of a property of this size. 11. The granting of the proposed variance will not in any way impair health, safety, comfort, or morals, or in any other respect be contrary to the intent of this chapter. Granting of the variances will not impair health, safety, comfort, or general welfare, nor will it be contrary to the intent of the ordinance. The proposed building will be adequately screened from adjacent properties through distance, vegetation, and/or topography, minimizing visual impacts. The proposal does not introduce hazards, increase 419 FILE #LA26-000007 4 May 2026 Page 6 of 6 density in a manner that would strain infrastructure, or negatively affect neighboring properties, and is therefore consistent with the overall intent of the zoning regulations. The granting of such variance will not merely serve as a convenience to the applicant, but is necessary to alleviate demonstrable difficulty. The practical difficulty is not created by the property owner but rather arises from the relationship between the property's scale and existing improvements and the uniform application of code standards that do not differentiate significantly between smaller residential lots and large -acreage properties. The Commission may recommend, or the Council may impose conditions in granting 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 To date, no public comments have been received. Issues for Consideration 1. Does the Planning Commission find that the property owner proposes to use the property in a reasonable manner that is not permitted by an official control? 2. Does the Planning Commission find that the variances, if granted, will not alter the essential character of the neighborhood? 3. Does the Commission find it necessary to impose conditions to mitigate the impacts created by the granting of the requested variances? 4. Are there any other issues or concerns with this application? Planning Staff Recommendation Planning Staff recommends approval of the variances as applied. 420 Minutes Planning Commission Regular Meeting Monday, April 20, 2026, 6:00 PM City Council Chambers 2780 Kelley Parkway, Orono, MN 55356 Commissioners noted that the plan seems well thought-out and does not impinge on neighboring properties. Brandabur moved, Jarnot seconded, to approve LA26-000005, 356 Westlake St., Average Lakeshore Setback Variance as applied. VOTE: Ayes 6, Nays 0. 5.2. LA26-000007, Allied Construction o/b/o Barbara Burwell, 1100 Millston Road, Variances The Planning Commission is requested to review the Staff report, receive a presentation, and discuss and approve the request for a variance for an accessory structure to replace several older and oversized accessory buildings on the property with one larger building that would serve as a maintenance building. It was noted that the limitations on the number of oversize buildings do not take into account the size of the parcel, which is more than 12 acres. The proposal would exceed the maximum square footage for accessory buildings. The applicant also owns another 25 acres on either side. Staff said the request is not out of character for the zoning and the size of the property. The Planning Commission discussed the item and asked questions of staff and the applicant, Barbara Burwell, 1100 Millston Road, and Rob Wilson of Allied Construction. Vice Chair Prchal opened the public hearing at 6:31 p.m. There were no Public Comments. Vice Chair Prchal closed the public hearing at 6:31 p.m. Commissioners asked about any plans to subdivide the property and pointed out that there are no nearby neighbors, and replacing three dilapidated buildings with one building would be beneficial. The plan also moved accessory buildings away from the lake. The only concern would be precedent. Commissioners suggested setting a requirement that the property not be further subdivided in the future. It was explained that any variance would be for the property as it exists. Commissioners also recommended a possible future zoning code revision to tie the allowed square footage of accessory buildings to property acreage. Weltzin moved, Tift seconded, to approve LA26-000007, 1100 Millston Road, Variances as applied. VOTE: Ayes 6, Nays 0. 5.3. LA26-000013, Woodcraft Design Build o/b/o Jesse & Rebecca Lucking, 900 Dakota Avenue, Variances The Planning Commission is requested to review the Staff report, receive a presentation, and discuss and approve the request for a variance for a side and rear setback variance for the construction of a garage. The property is non -conforming in lot width, which allows for a side setback exception. The side neighboring property is large and has a wetland, and the other neighbor has submitted a letter of support. An existing shed would be moved to a conforming location. The Planning Commission discussed the item and asked questions of staff and the applicant, Jesse Lucking, 900 Dakota Ave. Page 2 of 3 421 AGENDA ITEM Date: May 26, 2026 Item: 14 Title: 2025 Annual Comprehensive Financial Report Presentation Presenter: Maggie Jin, Finance Director Section: Presentations Purpose: The purpose of this item is to publicly present the 2025 audit and draft Annual Comprehensive Financial Report (ACFR) to the Council and public. 2. Background: Upon completion of the annual audit, the City's auditors publicly present the results to the Mayor and Council. Tyler See from Abdo is here tonight to present the 2025 audit results. Final documents will be available on the City's website. 3. Staff Recommendation: No action is required. This is an information item only. COUNCIL ACTION REQUESTED No action is required. This is an information item only. Exhibits A. 2025 DRAFT Annual Comprehensive Financial Report B. 2025 DRAFT Executive Governance Summary C. 2025 DRAFT Other Required Reports D. 2025 Audit Presentation 422 ANNUAL COMPREHENSIVE FINANCIAL REPORT FOR THE YEAR ENDED DECEMBER 31, 2025 CITY OF ORONO, MINNESOTA 423 THIS PAGE IS LEFT BLANK INTENTIONALLY 424 CITY OF ORONO, MINNESOTA ANNUAL COMPREHENSIVE FINANCIAL REPORT FOR THE YEAR ENDED DECEMBER 31, 2025 REPORT PREPARED BY: FINANCE DEPARTMENT 425 THIS PAGE IS LEFT BLANK INTENTIONALLY 426 City of Orono, Minnesota Annual Comprehensive Financial Report Table of Contents For the Year Ended December 31, 2025 Page No. Introductory Section Letter of Transmittal 11 Organization Chart 15 Elected and Appointed Officials 16 Financial Section Independent Auditor's Report 19 Management's Discussion and Analysis 23 Basic Financial Statements Government -wide Financial Statements Statement of Net Position 39 Statement of Activities 40 Fund Financial Statements Governmental Funds Balance Sheet 44 Reconciliation of the Balance Sheet to the Statement of Net Position 45 Statement of Revenues, Expenditures and Changes in Fund Balances 46 Reconciliation of the Statement of Revenues, Expenditures and Changes in Fund Balances to the Statement of Activities 47 Proprietary Funds Statement of Net Position 48 Statement of Revenues, Expenses and Changes in Net Position 49 Statement of Cash Flows 50 Notes to the Financial Statements 51 Required Supplementary Information Schedule of Employer's Share of Public Employees Retirement Association Net Pension Liability - General Employees Retirement Fund 86 Schedule of Employer's Public Employees Retirement Association Contributions - General Employees Retirement Fund 86 Notes to the Required Supplementary Information - General Employee Retirement Fund 87 Schedule of Employer's Share of Public Employees Retirement Association Net Pension Liability - Public Employees Police and Fire Fund 89 Schedule of Employer's Public Employees Retirement Association Contributions - Public Employees Police and Fire Fund 89 Notes to the Required Supplementary Information - Public Employees Police and Fire Fund 90 Schedule of Changes in the City's Total OPEB Liability and Related Ratios 92 Budgetary Comparison Schedules General Fund 94 Notes to the Required Supplementary Information — Budgetary Reporting 95 Combining and Individual Fund Financial Statements and Schedules Nonmajor Governmental Funds Combining Balance Sheet 100 Combining Statement of Revenues, Expenditures and Changes in Fund Balances 101 Nonmajor Special Revenue Funds Combining Balance Sheet 104 Combining Statement of Revenues, Expenditures and Changes in Fund Balances 106 5 427 THIS PAGE IS LEFT BLANK INTENTIONALLY 428 City of Orono, Minnesota Annual Comprehensive Financial Report Table of Contents (Continued) For the Year Ended December 31, 2025 Page No. Combining and Individual Fund Financial Statements and Schedules (Continued) Budgeted Special Revenue Funds Schedule of Revenues, Expenditures and Changes in Fund Balances — Budget and Actual Park Fund 108 Drug and Felony Forfeiture Fund 109 Senior Housing TIF Fund 110 Nonmajor Debt Service Funds Combining Balance Sheet 112 Combining Statement of Revenues, Expenditures and Changes in Fund Balances 113 Nonmajor Capital Projects Fund Combining Balance Sheet 116 Combining Statement of Revenues, Expenditures and Changes in Fund Balances 117 Nonmajor Proprietary Funds Combining Statement of Net Position 120 Combining Statement of Revenues, Expenses and Changes in Net Position 121 Combining Statement of Cash Flows 122 General Fund Schedule of Revenues, Expenditures and Changes in Fund Balances - Budget and Actual 123 Internal Service Funds Combining Statement of Net Position 126 Combining Statement of Revenues, Expenses and Changes in Net Position 127 Combining Statement of Cash Flows 128 Statistical Section (Unaudited) Financial Trends Summary Financial Report - Revenues and Expenditures for General Operations - Governmental Funds 133 Net Position by Component 134 Changes in Net Position 136 Fund Balances of Governmental Funds 140 Changes in Fund Balances of Governmental Funds 142 Revenue Capacity Assessed Value and Estimated Actual Value of Taxable Property 144 Property Tax Rates - Direct and Overlapping Governments 145 Principal Property Taxpayers 146 Property Tax Levies and Collections 147 Debt Capacity Ratios of Outstanding Debt by Type 148 Ratios of General Bonded Debt Outstanding 149 Direct and Overlapping Governmental Activities Debt 151 Legal Debt Margin Information 152 Pledged Revenue Coverage 154 Demographic and Economic Information Demographic and Economic Statistics 155 Principal Employers 157 Operating Information Full -Time Equivalent Employees by Function 158 Operating Indicators by Function 160 Capital Asset Statistics by Function 162 7 429 THIS PAGE IS LEFT BLANK INTENTIONALLY 430 INTRODUCTORY SECTION CITY OF ORONO, MINNESOTA FOR THE YEAR ENDED DECEMBER 31, 2025 431 THIS PAGE IS LEFT BLANK INTENTIONALLY 10 432 CITY OF ORONO 2750 KELLEY PARKWAY, ORONO, MINNESOTA 55356 www.oronomn.gov June XX, 2026 To the City Council and Citizens of the City of Orono: The annual comprehensive financial report (ACFR) of the City of Orono, Minnesota (the City) for the fiscal year ended December 31, 2025 is hereby submitted. Management assumes full responsibility for both the accuracy of the data, and the completeness and fairness of the presentation, including all disclosures, based on a comprehensive framework of internal control that it has established for this purpose. Because the cost of internal control should not exceed anticipated benefits, the objective is to provide reasonable, rather than absolute, assurance that the financial statements are free of any material misstatements. Minnesota Statutes require that the City have an annual audit on its financial performance, performed by a certified public accountant or the State Auditor. The City appointed the certified public accounting firm of Abdo to perform the audit for the year ended December 31, 2025. The independent auditor's report on the basic financial statements is unqualified, and is included in the financial section of this report. Accounting principles generally accepted in the United States of America require that management provide a narrative introduction, overview, and analysis to accompany the basic financial statements in the form of Management's Discussion and Analysis (MD&A). This letter of transmittal is designed to complement the MD&A and should be read in conjunction with it. The City's MD&A can be found immediately following the report of the auditors. PROFILE OF THE CITY The City was incorporated effective January 1, 1955. The City is located on the northern shore of Lake Minnetonka about 15 miles west of the City of Minneapolis. Of the City's 24.5 square miles of area, 50% is open water or marshland (with a total of 12.3 square miles of land area). The City is a third ring suburb in the seven -county metropolitan Twin Cities area of Minneapolis/St. Paul, and is located on Lake Minnetonka, the ninth largest and one of the most heavily used recreational lake in Minnesota. Of Lake Minnetonka, 40% of the shoreline and 33% of the lake area is in the City. This heavy use is a result of the quality of the lake's aesthetic appeal, together with its proximity to the metropolitan urban core. The City developed primarily because of this aesthetic amenity. The City is a residential community with primarily single-family housing, and includes a small commercial district. The City totally surrounds two communities, Long Lake and Minnetonka Beach, which were part of the original township, and substantially surrounds a third community, Spring Park. The City cooperates with these cities for the most cost-effective provision of city services. 11 433 PROFILE OF THE CITY (CONTINUED) The City is home to residents who appreciate the community's natural amenities. Orono has an obligation to its resident to preserve and balance the lifestyles of lakeshore living and rural area. Due to the positive appeal of the community, Orono has a lack of undeveloped land and predominantly sees infill development. The City operates under the "Optional Plan A" form of government as defined in Minnesota Statutes. Under this plan, the City Council, composed of an elected mayor and four elected trustees or council members, exercises legislative authority and determines all matters of policy. The City Administrator, appointed by the City Council, is responsible for the proper administering of all affairs relating to the City. The City provides a variety of municipal services which include: police protection, fire protection, street maintenance, building inspection, planning, and zoning, public improvements, general administrative services, public water and sewer utilities, and a municipal golf course. The City of Orono adopts an annual budget for the General Fund, certain Special Revenue Funds, and Enterprise Funds. The Special Revenue Funds with adopted budget include the Parks Fund, Drug and Felony Forfeiture Fund, Lurton Park Fund, the Senior Housing TIF Fund, and the CBLID Fund. The Enterprise Funds with adopted budgets include the Water, Sewer, Recycling, Stormwater, Cable and Golf Funds. The City has established budgetary control at the department level. All departments submit requests for appropriation to the City Administrator and Finance Director by June of each year for the General Fund and Internal Services Funds, and by August for the Enterprise Funds. The Finance Director assigns appropriation to the Special Revenue Funds by August. The City Council is required to adopt a proposed General Fund budget and tax levy by September 30. The Council is required to schedule and hold a Truth in Taxation (TNT) public hearing. The council must adopt the final budget and tax levy no later than December 31. The council also adopts the yearly fee schedule and Capital Improvement Plan in December. LOCALECONOMY The City is in a strong financial position. Because of its strong residential tax base, and conservative fiscal philosophy, the City continued in 2025 to have a tax capacity rate that is one of the lowest in the county, ranking fourth lowest of 45 communities. The strength of the City's financial condition is reflected in its bond rating of AAA since 2006 for all bond issues. LONG-TERM FINANCIAL PLANNING The Metropolitan Council requires all cities in the seven -county metropolitan area to have a Comprehensive Plan. The Metropolitan Council and state statutes require cities to update their plans every 10 years. The Orono Community Management Plan serves as a guide for orderly and economic private and public improvement. The scope of the plan is intended to include almost every factor that influences investments or improvements in the City. The City of Orono's Community Management Plan has been updated and approved by the City Council in 2019. In 2011, the City analyzed the condition of its street infrastructure. This information was used to develop a pavement management plan, which provides the basis for planning and funding street improvements. 12 434 In 2012, this plan was incorporated into a comprehensive Capital Improvement Plan (CIP). The CIP is updated annually as part of the budgeting process and was completed during 2025 budget process, with final adoption in December. RELEVANT FINANCIAL POLICIES The City has formalized 6 additional financial policies in 2019 and continues to review and update as needed. The five financial policies adopted in 2019 include the following: Operating Budget Policy, Revenue Policy, Expenditure and Purchasing Policy, Debt Management Policy, Fixed Asset Policy and Grant Policy. In 2011, the City amended its fund balance policy to reflect the requirements of fund balance reporting addressed by GASB Statement No. 54. The policy also sets a fund balance minimum and maximum for the General Fund. In 2024, the fund balance policy was amended to adjust the minimum unassigned General Fund balance to 40% of the fund's annual operating budget and add in the Golf Course Fund to the policy. The CIP that was adopted in 2012 is updated annually and is the basis for long-range capital planning and budgeting for the City. The investment policy was established in 1988 and has since also been updated. The Cell Phone Use Policy was updated in 2020 and was originally adopted in 2013. MAJOR INITIATIVES Cooperative Efforts with Other Jurisdictions The City is involved in a cooperative arrangement for fire services with the City of Long Lake. The cities of Long Lake and Orono jointly own a fire station. Orono Fire Department began operations in the Casco Point and Tonkawa areas on July 1, 2024. The current contract for fire protection service by the City of Long Lake expires December 31, 2025. A joint powers agreement was signed by the City of Long Lake and the City of Orono to create Shoreline Fire Department, effective January 1, 2026. City of Orono will serve as the fiscal agent with the City of Long Lake as the co -fiscal agent. The City provides police protection to the cities of Spring Park, Minnetonka Beach, and Mound. The efficiencies provided by one department serving four communities provide all of the cities enhanced services. For example, one larger department allows for dedicated investigators, school resource officers, and participation in a regional drug task force. The City provides Public Works service to the City of Spring Park. In 2016, there was an official agreement for standby service, which was provided for decades prior unofficially. In 2021, agreement to provide full public works support was approved and went into effect on September 1, 2021. The City also provides Public Works standby service to the City of Minnetonka Beach, which was approved and went into effect on March 10, 2025. The City continues to be involved with a group of fourteen cities located adjacent to Lake Minnetonka in an effort to identify new opportunities for cooperative service delivery to enable improved services and increased efficiency. Water and Sewer Infrastructure The City operates and maintains both a water distribution and sanitary sewer collection system. The City's sanitary sewer collection system discharges into several Metropolitan Council Environmental Services (MCES) interceptor sewers for treatment by MCES at the Blue Lake treatment plant. The City 13 435 pays MCES for sanitary sewer treatment charges on a monthly basis, and these MCES treatment costs are included in the City's sewer billing to residents. The City is continuing a proactive infiltration and inflow reduction program to eliminate significant sources of inflow and infiltration of ground water into the City's sanitary sewer system. Over the last decade, the City has been investing approximately a quarter of a million dollar a year in sewer rehabilitation and lining projects. Because the MCES charges are based on measured flow, any reduction of inflow and infiltration results in lower charges. MCES charges are increasing faster than any other expense of the utility. The City has two water towers and four wells to serve the needs of the urban portion of the City. The installation of well #4 in the northern part of the City provides firm capacity for fire protection, as well as capacity needed for future development along the highway 112 corridor. The development along the corridor picked up in 2018 resulting in a significant increase in utility connections. The City has an asset management system that is utilized in daily operations and assists in future planning. Originally purchased in 2016 and used to track equipment and infrastructure life cycles in conjunction with the City's CIP, it is now being used to produce work orders, track time, and document maintenance. Specifically in 2018, the project management features of the system were developed and implemented. This process has resulted in improved efficiency and provides a more accurate tracking of project expenditures. In 2025, the City completed a 5-year utility rate study aimed at the long-term planning of the Water, Sewer and Stormwater Funds. AWARDS AND ACKNOWLEDGEMENTS Acknowledgements We would like to express our appreciation to the entire city staff for their individual contributions in assisting with the preparation of this report and to the outside agencies that assisted with essential information for this report. We also would like to express appreciation to the Mayor and City Council members for their interest and support in planning and conducting the financial operations of the City. Sincerely, Awa� Maggie Jin Finance Director 14 436 City Staff Organization Resmmtr ororoeo City council City Anoroey City Administrator / City EFngin (Campbell — — ftt CI[y Clerk POBm Chid Finance Director Co ily DeveWpmeat Dirartorr PUMic N'nrks SUPerinteMent Pa and rks Facilities FUPeMntendenr A�hNNalrative Butldivg Maintmavm/ Devuty City Assistant Cmrodian Clerk IT Manager pccoun[anUlIX Repre dv Pkn' assishnt public Ukfikm 9rreets M Sturm Co tiom SuPersda Supen Flcrl Supen1sn Specielis[ IT Techvic mn Amon ting 1'lennm %Z Adm' A Rem de TmM1stician x2 Election Workom Deputy Chef OtBce Manager Admsnistrative Suvvort Specialist Tmhn �iav X? 9uilJing Official Building Inspecmr Utility Meinrenan Nuttier m Maintenen Worker fe X? Main[enan x5 Worker cv Main[enan Worker re Fleet Mmhardr Parks Alairkewnce [:C BuPerin[entlen[ W"orkrr CC Greenkeeper Brush site x2 Parks Maintenance Akentlanr Worker XZ X2-4 xZ p� Investigator Perrot Officer XG Petrol Officer x5 Ps[rol ORicer X4 Patrol OlDcer XS CedeU CSO XG Patrol Officer xZ -SRO Petrol Officer 15 -DTF am ClubM1ouse Meuager/Even[e Coordinator GC Akevdavrs x6-8 Fireligh[er- mtvertor (Duty crew) Firefighter TmWAdvtiv (Duty Crew) 437 City of Orono, Minnesota Elected and Appointed Officials For the Year Ended December 31, 2025 ELECTED Name Title Bob Tunheim Mayor Alisa Benson Council Member Jon Schwingler Council Member Steve Persian Council Member Jacqueline Ricks Council Member APPOINTED Name Title Adam Edwards City Administrator / Engineer Maggie Jin Finance Director Christine Lusian City Clerk Correy Farniok Police Chief Shea Chwialkowski Interim Fire Chief Laura Oakden Community Development Director DJ Goman Public Works Superintendent Joe Ruthenberg Parks and Facilities Superintendent Term Expires 12/31 /28 12/31 /26 12/31 /26 12/31 /28 12/31 /28 16 438 FINANCIAL SECTION CITY OF ORONO, MINNESOTA FOR THE YEAR ENDED DECEMBER 31, 2025 17 439 THIS PAGE IS LEFT BLANK INTENTIONALLY 18 440 Alr�4 M%f A 0 INDEPENDENT AUDITOR'S REPORT Honorable Mayor and City Council City of Orono, Minnesota Opinions AbdoSolutions.com We have audited the accompanying financial statements of the governmental activities, the business -type activities, each major fund and the aggregate remaining fund information of the City of Orono, Minnesota (the City), as of and for the year ended December 31, 2025, and the related notes to the financial statements, which collectively comprise the City's basic financial statements as listed in the table of contents. In our opinion, the financial statements referred to above present fairly, in all material respects, the respective financial position of the governmental activities, the business -type activities, each major fund and the aggregate remaining fund information of the City as of December 31, 2025, and the respective changes in financial position and, where applicable, cash flows thereof for the year then ended in accordance with accounting principles generally accepted in the United States of America. Basis for Opinions We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Our responsibilities under those standards are further described in the Auditor's Responsibilities for the Audit of the Financial Statements section of our report. We are required to be independent of the City and to meet our other ethical responsibi ities, in accordance with the re revant ethical requirements relating to our audit. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinions. Responsibilities of Management for the Financial Statements Management is responsible for the preparation and fair presentation of these financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of the financial statements that are free from material misstatement, whether due to fraud or error. In preparing the financial statements, management is required to evaluate whether there are conditions or events, considered in the aggregate, that raise substantial doubt about the City's ability to continue as a going concern for twelve months beyond the financial statement date, including any currently known information that may raise substantial doubt shortly thereafter. Auditor's Responsibilities for the Audit of the Financial Statements Our objectives are to obtain reasonable assurance about whether the financial statements as a whole are free from material misstatement, whether due to fraud or error, and to issue an auditor's report that includes our opinions. Reasonable assurance is a high level of assurance but is not absolute assurance and therefore is not a guarantee that an audit conducted in accordance with generally accepted auditing standards and Government Auditing Standards will always detect a material misstatement when it exists. The risk of not detecting a material misstatement resulting from fraud is higher than for one resulting from error, as fraud may involve collusion, forgery, intentional omissions, misrepresentations, or the override of internal control. Misstatements are considered material if there is a substantial likelihood that, individually or in the aggregate, they would influence the judgment made by a reasonable user based on the financial statements. Lighting the path forward 19 441 In performing an audit in accordance with generally accepted auditing standards and Government Auditing Standards, we: • Exercise professional judgment and maintain professional skepticism throughout the audit. • Identify and assess the risks of material misstatement of the financial statements, whether due to fraud or error, and design and perform audit procedures responsive to those risks. Such procedures include examining, on a test basis, evidence regarding the amounts and disclosures in the financial statements. • Obtain an understanding of internal control relevant to the audit in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the City's internal control. Accordingly, no such opinion is expressed. • Evaluate the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluate the overall presentation of the financial statements. • Conclude whether, in our judgment, there are conditions or events, considered in the aggregate, that raise substantial doubt about the City's ability to continue as a going concern for a reasonable period of time. We are required to communicate with those charged with governance regarding, among other matters, the planned scope and timing of the audit, significant audit findings, and certain internal control -related matters that we identified during the audit. Other Matters Required Supplementary Information Accounting principles generally accepted in the United States of America require that the Management's Discussion and Analysis starting on page 23 and the Schedules of Employer's Share of the Net Pension Liability, the Schedules of Employer's Contributions, the related notes disc.osures and the Schedule of Changes in the City's OPEB Liability and Related Ratios, the respective budgetary comparison schedules and related note disaosures starting on page 86 be presented to supplement the basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for pacing the basic financial statements in an appropriate operational, economic, or historical context. We have applied certain .imited procedures to the required supp.ementary information in accordance with auditing standards generally accepted in the United States of America, which consisted of inquiries of management about the methods of preparing the information and comparing the information for consistency with management's responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We do not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. Supplementary Information Our audit was conducted for the purpose of forming opinions on the financial statements that collectively comprise the City's basic financial statements. The combining and individual fund financial statements and schedules are presented for purposes of additional analysis and are not a required part of the basic financial statements. The combining and individual fund financial statements and schedules are the responsibility of management and were derived from and relate directly to the underlying accounting and other records used to prepare the basic financial statements. Such information has been subjected to the auditing procedures applied in the audit of the basic financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the basic financial statements or to the basic financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America. In our opinion, the combining and individual fund financial statements and schedules are fairly stated, in all material respects in relation to the basic financial statements as a whole. AbdoSolutionsxom 20 442 Other Information Management is responsible for the other information in the annual report. The other information comprises the introductory section and statistical section but does not include the basic financial statements and our auditor's report thereon. Our opinions on the basic financial statement do not cover the other information, and we do not express an opinion or any form of assurance thereon. In connection with our audit of the basic financial statements, our responsibility is to read the other information and consider whether a material inconsistency exists between the other information and the basic financial statements or the other information otherwise appears to be materially misstated. If, based on the work performed, we conclude that an uncorrected material misstatement of the other information exists, we are required to describe it in our report. Other Reporting Required by Government Auditing Standards In accordance with Government Auditing Standards, we have also issued our report dated NEED DATE, on our consideration of the City's internal control over financial reporting and on our tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements and other matters. The purpose of that report is solely to describe the scope of our testing of internal control over financial reporting and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the City's internal control over financial reporting or on compliance. That report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the City's internal control over financial reporting and compliance. Abdo Minneapolis, Minnesota NEED DATE AbdoSolutionsxom 21 443 THIS PAGE IS LEFT BLANK INTENTIONALLY 22 444 Management's Discussion and Analysis As management of the City of Orono, Minnesota, (the City), we offer readers of the City's financial statements this narrative overview and analysis of the financial activities of the City for the fiscal year ended December 31, 2025. Overview of the Financial Statements This discussion and analysis is intended to serve as an introduction to the City's basic financial statements. The City's basic financial statements comprise three components: 1) government -wide financial statements, 2) fund financial statements, and 3) notes to the financial statements. This report also contains other supplemental information in addition to the basic financial statements themselves. The following chart shows how the various parts of this annual report are arranged and related to one another: The financial statements also include notes that explain some of the information in the financial statements and provide more detailed data. The statements are followed by a section of combining and individual fund financial statements and schedules that further explains and supports the information in the financial statements. Figure 1 shows how the required parts of this annual report are arranged and relate to one another. In addition to these required elements, we have included a section with combining and individual fund financial statements and schedules that provide details about nonmajor governmental funds, which are added together and presented in single columns in the basic financial statements. Internal service funds statements are also included, reflecting balances prior to their elimination from the government -wide financial statements, to avoid "doubling -up" effect within the governmental and business -type activities columns of said statements. Figure 1 Required Components of the City's Annual Financial Report Management's Basic Required Discussion and Financial Supplementary Analysis Statements Information Government- Fund Notes to the wide Financial Financial Financial Statements Statements Statements Summary 0 Detail 23 445 Figure 2 summarizes the major features of the City's financial statements, including the portion of the City government they cover and the types of information they contain. The remainder of this overview section of management's discussion and analysis explains the structure and contents of each of the statements. Figure 2 Major Features of the Government -wide and Fund Financial Statements Fund Financial Statements Government -wide Governmental Funds Proprietary Funds Statements Scope Entire City government and The activities of the City that Activities the City operates the City's component units are not proprietary or fiduciary, similar to private such as police, fire and parks businesses, such as the water and sewer system Required financial . Statement of Net • Balance Sheet . Statements of Net statements Position • Statement of Revenues, Position • Statement of Activities Expenditures, and Changes • Statements of in Fund Balances Revenues, Expenses and Changes in Fund Net Position • Statements of Cash Flows Accounting basis and Accrual accounting and Modified accrual accounting Accrual accounting and measurement focus economic resources focus and current financial resources economic resources focus focus Type of asset/liability All assets and liabilities, Only assets expected to be All assets and liabilities, information both financial and capital, used up and liabilities that both financial and capital, and short-term and long- come due during the year or and short-term and long- term soon thereafter; no capital term assets included Type of deferred All deferred Only deferred outflows of All deferred outflows/inflows of outflows/inflows of resources expected to be used outflows/inflows of resources information resources, regardless of up and deferred inflows or resources, regardless of when cash is received or resources that come due during when cash is received or paid the year or soon thereafter; no paid capital assets included Type of inflow/out All revenues and expenses Revenues for which cash is All revenues and expenses flow information during year, regardless of received during or soon after during the year, regardless when cash is received or the end of the year; of when cash is received or paid expenditures when goods or paid services have been received and payment is due during the year or soon thereafter Government -wide Financial Statements. The government -wide financial statements are designed to provide readers with a broad overview of the City's finances, in a manner similar to a private -sector business. The statement of net position presents information on all of the City's assets, deferred outflows, liabilities, and deferred inflows, with the difference reported as net position. Overtime, increases or decreases in net position may serve as a useful indicator of whether the financial position of the City is improving or deteriorating. The statement of activities presents information showing how the City's net position changed during the most recent fiscal year. All changes in net position are reported as soon as the underlying event giving rise to the change occurs, regardless of the timing of related cash flows. Thus, revenues and expenses are reported in this statement for some items that will only result in cash flows in future fiscal periods (e.g., uncollected taxes and earned but unused vacation leave). 24 446 Both of the government -wide financial statements distinguish functions of the City that are principally supported by taxes and intergovernmental revenue (governmental activities) from other functions that are intended to recover all or a significant portion of their costs through user fees and charges (business -type activities). The governmental activities of the City include general government, public safety, public works, culture and recreation, community development, and interest on long-term debt. The business -type activities of the City include water and sewer utilities and the golf course. The government -wide financial statements start on page 3+ of this report. Fund Financial Statements. A fund is a grouping of related accounts that is used to maintain control over resources that have been segregated for specific activities or objectives. The City, like other state and local governments, uses fund accounting to ensure and demonstrate compliance with finance -related legal requirements. All of the funds of the City can be divided into three categories: governmental funds, proprietary funds, and fiduciary funds. Governmental Funds. Governmental funds are used to account for essentially the same functions reported as governmental activities in the government -wide financial statements. However, unlike the government -wide financial statements, governmental fund financial statements focus on near -term inflows and outflows of spendable resources, as well as on balances of spendable resources available at the end of the fiscal year. Such information may be useful in evaluating a government's near -term financing requirements. Because the focus of governmental funds is narrower than that of the government -wide financial statements, it is useful to compare the information presented for governmental funds with similar information presented for governmental activities in the government -wide financial statements. By doing so, readers may better understand the long-term impact by the government's near -term financing decisions. Both the governmental fund balance sheet and the governmental fund statement of revenues, expenditures and changes in fund balances provide a reconciliation to facilitate this comparison between governmental funds and governmental activities. The City maintains numerous individual governmental funds. Information is presented separately in the governmental fund balance sheet and in the governmental fund statement of revenues, expenditures and changes in fund balances for the General fund, Municipal State Aid Street fund and Project Construction funds which are all considered to be major funds. Data from the other governmental funds are combined into a single, aggregated presentation. Individual fund data for each of these nonmajor governmental funds is provided in the form of combining statements or schedules elsewhere in this report. The City adopts an annual appropriated budget for its General fund. A budgetary comparison statement has been provided for these funds to demonstrate compliance with its budget. The basic governmental fund financial statements start on page 44 of this report. Proprietary Funds. Proprietary funds provide the same type of information as the government -wide financial statements, only in more detail. The proprietary fund financial statements provide separate information for all the water, sewer, and golf course funds, which are considered to be major funds of the City. Conversely, all internal service funds are combined into a single aggregated presentation in the proprietary fund financial statements. Individual fund data for the internal service funds is provided in the form of combining statements elsewhere in this report. The City maintains two different types of proprietary funds. Enterprise funds are used to report the same functions presented as business -type activities in the government -wide financial statements. The City uses enterprise funds to account for its water, sanitary sewer and golf operations. Internal service funds are an accounting device used to accumulate and allocate costs internally among the City's various functions. The City uses internal service funds to account for insurance, compensated absences, fleet management and IT services. Because these services benefit both governmental and business -type activities, they are allocated to both governmental and business -type activities in the government -wide financial statements. The basic proprietary fund financial statements start on page 48 of this report. Notes to the Financial Statements. The notes provide additional information that is essential to a full understanding of the data provided in the government -wide and fund financial statements. The notes to the financial statements start on page 51 of this report. 25 447 Other Information. In addition to the basic financial statements and accompanying notes, this report also presents certain required supplementary information concerning the City's progress in funding its obligation to provide pensions and other postemployment benefits to its employees. Required supplementary information can be found starting on page 86 of this report. The combining statements referred to earlier in connection with nonmajor governmental funds and internal service funds are presented following the required supplementary information. Combining and individual fund financial statements and schedules start on page 100 of this report. Supplementary Information. In addition to the basic financial statements and accompanying notes, this report also presents required supplementary information concerning the City's progress in funding its obligation to provide pension benefits and other post -employment benefits to its employees. Required supplementary information can be found on page 86 of this report. The combining statements referred to earlier in connection with nonmajor governmental funds and internal service funds are presented following the notes to the financial statements. Combining and individual fund financial statements and schedules start on page 100 of this report. Government -wide Financial Analysis As noted earlier, net position may serve overtime as a useful indicator of a government's financial position. In the case of the City, assets and deferred outflows of resources exceeded liabilities and deferred inflows of resources at the close of the most recent fiscal year. By far, the largest portion of the City's net position reflects its investment in capital assets (e.g., land, buildings, machinery and equipment) less any related debt used to acquire those assets that is still outstanding. The City uses these capital assets to provide services to citizens; consequently, these assets are not available for future spending. Although the City's investment in its capital assets is reported net of related debt, it should be noted that the resources needed to repay this debt must be provided from other sources, since the capital assets themselves cannot be used to liquidate these liabilities. 26 448 City of Orono's Summary of Net Position Assets Current and other assets Capital assets, net of depreciation Total Assets Deferred Outflows of Resources Deferred pension resources Total Deferred Outflows or Resources Liabilities Noncurrent liabilities outstanding Other liabilities Total Liabilities Deferred Inflows of Resources Deferred lease resources Deferred pension resources Total Deferred Inflows or Resources Net Position Net investment in capital assets Restricted Unrestricted Total Net Position Net Position as a Percent of Total Net Investment in Capital Assets Restricted Unrestricted Governmental Activities Business -type Activities Increase Increase 2025 2024 (Decrease) 2025 2024 (Decrease) $ 16,315,307 $ 16,393,004 $ (77,697) $ 5,171,930 $ 4,072,768 $ 1,099,162 57,637,281 55,643,009 1,994,272 22,238,622 22,149,066 89,556 73,952,588 72,036,013 1,916,575 27,410,552 26,221,834 1,188,718 4,163,325 4,972,351 (809,026) 94,249 73,435 20,814 4,163,325 4,972,351 (809,026) 94,249 73,435 20,814 22,117,968 23,051,397 (933,429) 887,339 952,920 (65,581) 2,104,987 2,173,722 (68,735) 248,827 112,375 136,452 24,222,955 25,225,119 (1,002,164) 1,136,166 1,065,295 70,871 817,535 625,696 191,839 - - 5,212,273 5,884,133 (671,860) 181,130 191,871 (10,741) 6,029,808 6,509,829 (480,021) 181,130 191,871 (10,741) 41,186,158 38,658,205 2,527,953 21,833,914 21,666,516 167,398 1,959,414 1,945,034 14,380 - - - 4,717,578 4,670,177 47,401 4,353,591 3,371,587 982,004 $ 47,863,150 $ 45,273,416 8 2,589,734 $ 26,187,505 $ 25,038,103 8 1,149,402 86.0% 85.4% 4.1 % 4.3% 9.9% 10.3% 100.0% 100.0% 83.4% 86.5% 0.0% 0.0% 16.6% 13.5% 100.0% 100.0% An additional portion of the City's net position represents resources that are subject to external restrictions on how they may be used. The remaining balance of unrestricted net position may be used to meet the City's ongoing obligations to citizens and creditors. As shown in the table above, as of December 31, 2025, the City's assets and deferred outflows of resources exceeded its liabilities and deferred inflows of resources. The City's total net position increased as a result of the financial performance of the governmental activities. The following sections of the MD&A analyze the finances of the governmental activities and business -type activities separately. 27 449 Governmental Activities: Governmental activities increased the City's net position, as shown below. City of Orono's Changes in Net Position Governmental Activities Business -type Activities Increase Increase 2025 2024 (Decrease) 2025 2024 (Decrease) Revenues Program Revenues Charges for services $ 5,308,887 $ 5,201,551 $ 107,336 $ 5,245,481 $ 5,237,399 $ 8,082 Operating grants and contributions 1,118,267 1,274,979 (156,712) 19,681 40,451 (20,770) Capital grants and contributions 171,922 33,884 138,038 62,270 21,180 41,090 General Revenues Taxes Property taxes 9,624,789 9,378,684 246,105 - - - Tax increment 92,430 90,904 1,526 Grants and contributions not restricted to specific programs 2,123 3,100 (977) - - - Unrestricted investment earnings 555,664 549,485 6,179 179,531 157,171 22,360 Gain on sale of capital assets 67,880 - 67,880 - - - Other 386,071 - 386,071 - - - Total Revenues 17,328,033 16,532,587 795,446 5,506,963 5,456,201 50,762 Expenses General government 2,550,443 2,082,988 467,455 Public safety 8,965,721 8,184,781 780,940 Public works 1,746,517 2,579,666 (833,149) Culture and recreation 442,823 456,916 (14,093) Community development 4,008 4,559 (551) Interest on long-term debt 396,274 417,269 (20,995) - - - Water - - 1,364,179 1,143,706 220,473 Sewer 2,214,268 2,062,389 151,879 Storm water 555,052 439,635 115,417 Recycling 314,763 290,484 24,279 Cable television 63,573 89,766 (26,193) Golf course - - - 478,239 413,302 64,937 Total Expenses 14,105,786 13,726,179 379,607 4,990,074 4,439,282 550,792 Change in Net Position before Transfers 3,222,247 2,806,408 415,839 516,889 1,016,919 (500,030) Transfers (Net) (632,513) 1,402,903 (2,035,416) 632,513 (1,402,903) 2,035,416 Change in Net Position 2,589,734 4,209,311 (1,619,577) 1,149,402 (385,984) 1,535,386 Net Position, January 1 45,273,416 41,064,105 4,209,311 25,038,103 25,424,087 (385,984) Net Position, December 31 $ 47,863,150 S 45,273,416 S 2,589,734 S 26,187,505 $ 25,038,103 $ 1,149,402 Key elements of this increase are as follows: • Increases in property tax revenue. • Increases in capital grants and contributions. Decrease in public works related expenses. 28 450 Increases in property tax revenue. Property tax revenue increased by $246,105, primarily due to the City's 2025 property tax levy increase of $215,900, or approximately 2.3%, with the remaining increase attributable to changes in collections and other property tax -related activity. Increases in capital grants and contributions. Capital grants and contributions increased by $138,038 primarily due to special assessment revenue related to Lake Improvement District activity, including the new Stubbs Bay Lake Improvement District assessment activity in 2025, along with Carman Bay LID assessments. These amounts are reported as capital grants and contributions/program revenue on the government -wide statements. Decrease in public works related expenses. Public works expenses decreased $833,149 from the prior year primarily due to lower street maintenance and public works activity compared to 2024, when the City incurred higher costs related to street and infrastructure maintenance projects. The following graph depicts various governmental activities and shows the program revenues and expenses directly related to those activities. Expenses and Program Revenues - Governmental Activities $10,000,000 $9,000,000 $8,000,000 $7,000,000 $6,000,000 $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000 $- General Public Safety Public Works Parks and Government Recreation Expenses Program Revenues Community Interest on Long - Development term Debt 29 451 Revenues by Source - Governmental Activities Taxes 56.1 % Charges for Other Services Contributions 1.0% )erating Grants id Contributions 6.5% Business -type Activities. Business -type activities increased the City's net position, as shown in the changes in net position table. Business -type activities increased net position by $1,149,402 in 2025. Revenues remained relatively stable, increasing $50,762, while expenses increased $550,792, primarily due to higher water, sewer, storm water, and golf course operating costs. Although income before transfers decreased compared to the prior year, the decrease was offset by a net transfer in of $632,513. The transfer activity was primarily due to a $1,000,000 transfer into the Water Fund from the Facilities Fund to reverse the 2023 transfer related to the new Public Works building, partially offset by transfers out from the Water, Sewer, and Stormwater funds for debt service and capital/equipment purchases. Expenses and Program Revenues - Business -type Activities $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 Water Sewer Storm Water Recycling Cable Television Golf Course Expenses Program Revenues 30 452 Revenues by Source - Business -type Activities Operating Grants and Contributions 0.4% Financial Analysis of the City's Funds Capital Grants and Contributions 1.1% Unrestricted Investment Earnings 3.3% Services 95.2% As noted earlier, the City uses fund accounting to ensure and demonstrate compliance with finance -related legal requirements. Governmental Funds. The focus of the City's governmental funds is to provide information on near -term inflows, outflows and balances of spendable resources. Such information is useful in assessing the City's financing requirements. In particular, unassigned fund balance may serve as a useful measure of a government's net resources available for spending at the end of the fiscal year. The table below outlines the governmental fund balances for the year ending December 31, 2025: Municipal Project Internal Other General State Aid Construction Service Governmental Prior Year Increase/ Fund Street Fund Fire Funds Funds Total Total (Decrease) Fund Balances Nonspendable $ 362,937 $ $ $ $ $ $ 362,937 $ 125,091 $ 237,846 Restricted 2,077,058 2,077,058 2,299,294 (222,236) Committed 840,447 840,447 617,233 223,214 Assigned 2,431,848 3,002,635 5,434,483 6,157,930 (723,447) Unassigned 4,961,037 1,282,437 361,332 343,484 342,062 3,318,690 3,574,057 (255,367) $ 5,323,974 $ (1,282,437) $ 2,431,848 $ (361,332) $ 343,484 $ 5,578,078 $ 12,033,615 $ 12,773,605 $ (739,990) As of the close of the current fiscal year, the City's governmental funds reported combined ending fund balances shown above. Additional information on the City's fund balances can be found in Note 1 starting on page 51 of this report. 31 453 The General fund is the chief operating fund of the City. At the end of the current year, the fund balance of the General fund is shown in the table above. As a measure of the General fund's liquidity, it may be useful to compare unassigned fund balance to total fund expenditures. The total unassigned fund balance as a percent of total fund expenditures is shown in the chart below along with total fund balance as a percent of total expenditures. General Fund Fund Balances Nonspendable Unassigned General Fund expenditures Unassigned as a percent of expenditures Total Fund Balance as a percent of expenditures Current Year Prior Year Increase/ Ending Balance Ending Balance (Decrease) $ 362,937 $ 92,393 $ 270,544 4,961,037 4,683,205 277,832 5,323,974 $ 4,775,598 $ 548,376 11,886,687 $ 11,201,213 41.7% 41.8% 44.8% 42.6% The fund balance of the City's General fund increased during the current fiscal year as shown in the table above. The increase in fund balance was due to revenues coming in over the final budget, primarily charges for services, licenses and permits, intergovernmental revenue, miscellaneous revenue, and investment earnings. These increases were partially offset by expenditures exceeding budget, mainly in public safety and public works, as well as transfers out being greater than budgeted.. Other major governmental fund analysis is shown below: Fund Balances December 31, Increase Fund 2025 2024 (Decrease) Municipal State Aid Street $ (1,282,437) $ (1,120,809) $ (161,628) The Municipal State Aid Street fund is used to collect and spend resources on the various projects related to state aid streets and highways. The decrease in fund balance is mainly due to expenditures related to the Brown Road Street Project in the current year. The fund currently owes the General fund $1,504,286 and has $241,326 in cash and investments as of year end. Project Construction $ 2,431,848 $ 2,831,369 $ (399,521) The Project Construction Fund is used to collect and spend resources related to various construction projects within the City. The decrease is due to transfers out related to the new Public Works Facility Project. Proprietary Funds. The City's proprietary funds provide the same type of information found in the government -wide financial statements, but in more detail. Net position of the City's major proprietary funds increased or (decreased) as follows: Ending Ending Net Position Net Position 2025 2024 Increase/ (Decrease) Water $ 6,579,503 $ 5,540,448 $ 1,039,055 The increase primarily is attributed to a $1,000,000 transfer from the Project Construction fund to return the initial payment for the new Public Works building. Sewer $ 15,400,230 $ 15,247,841 $ 152,389 The increase is primarily due to operating revenues exceeding operating expenses and transfers out. Storm Water $ 3,941,209 $ 3,904,405 $ 36,804 The increase is primarily due to operating revenues exceeding operating expenses and transfers out. 32 454 General Fund Budgetary Highlights Revenues Expenditures Excess of Revenues Over Expenditures Other Financing Sources (Uses) Proceeds from sale of capital assets Transfers out Total Other Financing Sources (Uses) Net Change in Fund Balances Final Budgeted Actual Variance with Amounts Amounts Final Budget $ 11,935,000 $ 12,698,346 $ 763,346 11,757,550 11,886,687 (129,137) 177,450 811,659 634,209 1,680 1,680 (177,450) (264,963) (87,513) (177,450) (263,283) (85,833) - 548,376 548,376 Fund Balances, January 1 4,775,598 4,775,598 Fund Balances, December 31 $ 4,775,598 $ 5,323,974 $ 548,376 The City's General fund budget was not amended during the year as shown above. Actual revenues were over budget primarily due to higher licenses and permits revenue, which was driven by stronger building permit activity than anticipated. Expenditures were over budget overall, mainly due to higher public safety costs. Capital Asset and Debt Administration Capital Assets. The City's investment in capital assets for its governmental and business -type activities as of December 31, 2025, is shown below in capital asset table (net of accumulated depreciation). This investment in capital assets includes land, structures, improvements, machinery and equipment, vehicles, roads, highways and bridges. Significant asset additions during the year are as follows: • Completion of the following projects: o Lurton Park Parking Lot Expansion project o Lift Station #4 Remodel o Lift Station #27 Remodel o Broadcasting Software Improvements • Progress made on the following projects: 0 2025 Street Improvement Project o Brown Road Improvement Project o New Fire Rescue Pumper Project o South Water Plant Control Upgrade 0 2025 Sanitary Sewer Rehabilitation Project o Kenobi Pond Stormwater Improvements o Casco Cove Drainage Improvements 33 455 • Purchase of the following equipment: o 2025 Western Star Truck o 2024 Kubota Mini Excavator o 2025 Bobcat L95 Mini Loader with Plow and Attachments o 2024 Easement Machine o 2024 Ford F550 with Brush and Medical Attachments There were no significant asset disposals during the year. City of Orono's Capital Assets (Net of Depreciation) Governmental Activities Business -type Activities Increase Increase 2025 2024 (Decrease) 2025 2024 (Decrease) Land $ 7,677,435 $ 7,677,435 $ - $ 93,217 $ 93,217 $ Construction in Progress 2,175,049 655,125 1,519,924 631,749 63,440 568,309 Infrastructure 16,432,177 16,935,891 (503,714) 820,473 20,641,600 (19,821,127) Buildings and Systems 23,960,731 24,470,458 (509,727) 38,807 889,732 (850,925) Improvements other than Buildings 1,739,320 1,729,471 9,849 430,914 41,694 389,220 Machinery and Equipment 5,652,569 4,174,629 1,477,940 20,223,462 419,383 19,804,079 Total S 57,637,281 $ 55,643,009 $ 1,994,272 S 22,238,622 $ 22,149,066 S 89,556 Additional information on the City's capital assets can be found in Note 3B starting on page 64 of this report. Long-term Debt. At the end of the current fiscal year, the City had total bonded debt outstanding consisting of revenue related debt and general obligation debt as noted in the table below. While all of the City's bonds have revenue streams, they are all backed by the full faith and credit of the City. State statutes limit the amount of G.O. debt a Minnesota city may issue to 3 percent of total estimated market value. The current debt limitation for the City is $159,329,523. Only the $15,929,271 in G.O. bonds is counted within the statutory limitation. G.O. Revenue Bonds Bond Premium Finance purchase arrangement Total City of Orono's Outstanding Debt Governmental Activities Business -type Activities Increase Increase 2025 2024 (Decrease) 2025 2024 (Decrease) $ 15,345,000 $ 15,960,000 $ (615,000) $ 380,000 $ 470,000 $ (90,000) 584,271 611,081 (26,810) 5,191 6,676 (1,485) 521,852 638,982 (117,130) - - $ 16,451,123 $ 17,210,063 $ (758,940) $ 385,191 $ 476,676 $ (91,485) Additional information on the City's long-term debt can be found in Note 3E starting on page 67 of this report. 34 456 Currently Known Facts, Decisions, or Conditions • Utility rate increases are scheduled to be around 2% per year for water and sewer, 1 % for stormwater and 4% for recycling in 2024 and will follow this trend into 2025. These sustainable increases were made possible by analyzing the utility funds capital needs and making the difficult decision to increase rates significantly over the last six years. • Property values continue to rise, but at a much lower rate than in previous years. With indications that interest rates may remain at relatively high levels through next year, it is unlikely that the property tax base will expand as dramatically as it has over the last five years. • The creation and equipping of the Orono Fire Department has resulted in short term spike in capital expenditures that will last for a couple of years. The new equipment is being worked into the City's Capital Improvement Plan so that large spikes in capital expenditures can be avoided in the future. Requests for Information Questions concerning any of the information provided in this report or requests for additional information should be addressed by writing to the City of Orono, 2750 Kelley Parkway, Orono, Minnesota 55356 or by calling (952) 249-4600. 35 457 THIS PAGE IS LEFT BLANK INTENTIONALLY 36 458 GOVERNMENT -WIDE FINANCIAL STATEMENTS CITY OF ORONO, MINNESOTA FOR THE YEAR ENDED DECEMBER 31, 2025 37 459 THIS PAGE IS LEFT BLANK INTENTIONALLY 38 460 City of Orono, Minnesota Statement of Net Position December 31, 2025 Governmental Business -type Activities Activities Total Assets Cash and temporary investments $ 13,238,697 $ 4,507,585 $ 17,746,282 Receivables Accrued interest 68,471 5,571 74,042 Taxes 111,600 - 111,600 Accounts 24,615 579,171 603,786 Special assessments 61,093 12,529 73,622 Lease 829,277 - 829,277 Due from other governments 1,594,172 1,817 1,595,989 Prepaid items 387,382 65,257 452,639 Capital assets Land and construction in progress 9,852,484 724,966 10,577,450 Depreciable assets (net of accumulated depreciation) 47,784,797 21,513,656 69,298,453 Total Assets 73,952,588 27,410,552 101,363,140 Deferred Outflows of Resources Deferred pension resources 4,163,325 94,249 4,257,574 Liabilities Accounts and contracts payable 215,688 177,840 393,528 Accrued salaries payable 244,223 30,647 274,870 Due to other governments 113,766 13,205 126,971 Accrued interest payable 154,044 4,365 158,409 Deposits payable 1,377,266 22,770 1,400,036 Noncurrent liabilities Due within one year Long-term liabilities 1,350,356 132,533 1,482,889 Other postemployment benefits liability - current 29,006 4,157 33,163 Due in more than one year Long-term liabilities 16,288,657 337,724 16,626,381 Net pension liability 3,582,305 288,600 3,870,905 Other postemployment benefits liability 867,644 124,325 991,969 Total Liabilities 24,222,955 1,136,166 25,359,121 Deferred Inflows of Resources Deferred lease resources 817,535 - 817,535 Deferred pension resources 5,212,273 181,130 5,393,403 Total Deferred Inflows of Resources 6,029,808 181,130 6,210,938 Net Position Net investment in capital assets 41,186,158 21,833,914 63,020,072 Restricted for Debt service 418,079 - 418,079 Park improvements 37,449 37,449 Drug and alcohol law enforcement 743,984 743,984 Home buyer purchase assistance program 154,661 154,661 Housing 605,241 - 605,241 Unrestricted 4,717,578 4,353,591 9,071,169 Total Net Position $ 47,863,150 $ 26,187,505 $ 74,050,655 The notes to the financial statements are an integral part of this statement. 39 461 City of Orono, Minnesota Statement of Activities For the Year Ended December 31, 2025 Program Revenues Operating Capital Charges for Grants and Grants and Functions/Programs Expenses Services Contributions Contributions Governmental Activities General government $ 2,550,443 $ 1,114,292 $ - $ - Public safety 8,965,721 3,026,635 585,254 - Public works 1,746,517 1,136,032 533,013 138,041 Parks and recreation 442,823 31,928 - 33,881 Community development 4,008 - - Interest on long-term debt 396,274 - - - Total Governmental Activities 14,105,786 5,308,887 1,118,267 171,922 Business -type Activities Water 1,364,179 1,369,414 - Sewer 2,214,268 2,338,301 30,000 Storm water 555,052 765,333 - 32,270 Recycling 314,763 278,735 19,681 - Cable television 63,573 52,271 - - Golf course 478,239 441,427 - - Total Business -type Activities 4,990,074 5,245,481 19,681 62,270 Total $ 19,095,860 $ 10,554,368 $ 1,137,948 $ 234,192 General Revenues Taxes Property taxes, levied for general purposes Property taxes, levied for debt service Tax increments Grants and contributions not restricted to specific programs Other general revenues Unrestricted investment earnings Gain on sale of capital assets Transfers - Internal Activities Total General Revenues and Transfers Change in Net Position Net Position, January 1 Net Position, December 31 The notes to the financial statements are an integral part of this statement. 40 462 Net (Expenses) Revenues and Changes in Net Position Governmental Business -type $ (1,436,151) $ $ (1,436,151) (5,353,832) (5,353,832) 60,569 60,569 (377,014) (377,014) (4,008) (4,008) (396,274) (396,274) (7,506,710) - (7,506,710) - 5,235 5,235 - 154,033 154,033 - 242,551 242,551 - (16,347) (16,347) - (11,302) (11,302) - (36,812) (36,812) - 337,358 337,358 (7,506,710) 337,358 (7,169,352) 8,568,731 8,568,731 1,056,058 1,056,058 92,430 92,430 2,123 2,123 386,071 - 386,071 555,664 179,531 735,195 67,880 - 67,880 (632,513) 632,513 - 10,096,444 812,044 10,908,488 2,589,734 1,149,402 3,739,136 $ 47,863,150 $ 26,187,505 $ 74,050,655 The notes to the financial statements are an integral part of this statement. 41 463 THIS PAGE IS LEFT BLANK INTENTIONALLY 42 464 FUND FINANCIAL STATEMENTS CITY OF ORONO, MINNESOTA FOR THE YEAR ENDED DECEMBER 31, 2025 43 465 Assets Cash and temporary investments Receivables Accrued interest Taxes Accounts Special assessments Lease Due from other governments Due from other funds Prepaid items Total Assets Liabilities Accounts and contracts payable Accrued salaries payable Due to other governments Due to other funds Deposits payable Total Liabilities Deferred Inflows of Resources Deferred lease resources Unavailable revenues - delinquent taxes Unavailable revenues - special assessments Unavailable revenues - intergovernmental Total Deferred Inflows of Resources Fund Balances Nonspendable Restricted Committed Assigned Unassigned Total Fund Balances Total Liabilities, Deferred Inflows of Resources and Fund Balances City of Orono, Minnesota Balance Sheet Governmental Funds December 31.2025 (Formerly Nonmajor) Municipal Project Other Total State Aid Construction Governmental Governmental General Street Fund Fire Funds Funds $ 4,942,999 $ 241,326 $ 2,414,097 $ (317,990) $ 5,606,568 $ 12,887,000 4,303 246 49,862 - 12,735 67,146 61,543 - 5,840 5,665 38,552 111,600 24,615 - - - 24,615 - - 61,093 61,093 - - - 829,277 - 829,277 214,236 1,352,863 1,956 2,603 20,538 1,592,196 1,504,286 - - - 431,875 1,936,161 362,937 - - - 362,937 $ 7,114,919 $ 1,594,435 $ 2,471,755 $ 519,555 $ 6,171,361 $ 17,872,025 $ 90,238 $ 18,122 $ 11,595 $ $ 61,763 $ 181,718 229,892 - - - - 229,892 32,006 1,601 22,472 57,687 - 113,766 - 1,504,286 - - 431,875 1,936,161 1,377,266 - - - - 1,377,266 1,729,402 1,524,009 34,067 57,687 493,638 3,838,803 - - 817,535 - 817,535 61,543 5,840 5,665 38,552 111,600 - - - - 61,093 61,093 - 1,352,863 - - 1,352,863 61,543 1,352,863 5,840 823,200 99,645 2,343,091 362,937 - - - - 362,937 - 2,077,058 2,077,058 840,447 840,447 - 2,431,848 3,002,635 5,434,483 4,961,037 (1,282,437) - (361,332) (342,062) 2,975,206 5,323,974 (1,282,437) 2,431,848 (361,332) 5,578,078 11,690,131 $ 7,114,919 $ 1,594,435 $ 2,471,755 $ 519,555 $ 6,171,361 $ 17,872,025 The notes to the financial statements are an integral part of this statement. 44 466 City of Orono, Minnesota Reconciliation of the Balance Sheet to the Statement of Net Position Governmental Funds December 31, 2025 Amounts reported for the governmental activities in the statement of net position are different because Total Fund Balances - Governmental Funds Capital assets used in governmental activities are not financial resources and therefore are not reported as assets in governmental funds. Cost of capital assets Less: accumulated depreciation Internal service funds are used by the City to charge the cost of compensated absences, liability, property, and workers compensation insurance, vehicles and equipment, centralized purchase of consumable office supplies, maintaining facilities, and maintenance of computer systems. These balances are reported with governmental activities on the statement of net position. Noncurrent liabilities, including bonds payable, are not due and payable in the current period and therefore are not reported as liabilities in the funds. Noncurrent liabilities at year-end consist of Compensated absences payable Bonds payable Plus premium on bonds issued Other postemployment benefits payable Net pension liability Some receivables are not available soon enough to pay for the current period's expenditures, and therefore are unavailable in the funds. Delinquent taxes Special assessments Intergovernmental Governmental funds do not report long-term amounts related to pensions and OPEB. Deferred outflows of pension resources Deferred inflows of pension resources Governmental funds do not report a liability for accrued interest until due and payable. Total Net Position - Governmental Activities $ 11,690,131 72,395,806 (14,758,525) 331,142 (1,187,890) (15,866,852) (584,271) (896,650) (3,582,305) 111,600 61,093 1,352,863 4,163,325 (5,212,273) (154,044) $ 47,863,150 The notes to the financial statements are an integral part of this statement. 45 467 City of Orono, Minnesota Statement of Revenues, Expenditures and Changes in Fund Balances Governmental Funds For the Year Ended December 31, 2025 Revenues Taxes Special assessments Licenses and permits Intergovernmental Charges for services Fines and forfeitures Investment earnings Miscellaneous Total Revenues Expenditures Current General government Public safety Public works Parks and recreation Community development Capital outlay Public safety Public works Parks and recreation Debt service Principal Interest and other charges Total Expenditures Excess (Deficiency) of Revenues Over (Under) Expenditures Other Financing Sources (Uses) Transfers in Proceeds from sale of capital assets Transfers out Total Other Financing Sources (Uses) Net Change in Fund Balances Fund Balances, January 1, as previously stated Change within financial reporting entity (nonmajor to major) Fund Balances, January 1, as restated Fund Balances, December 31 (Formerly Nonmajor) Municipal Project Other Total State Aid Construction Governmental Governmental General Street Fund Fire Funds Funds $ 6,841,660 $ $ 222,615 $ 296,911 $ 2,336,620 $ 9,697,806 - - - 33,881 33,881 899,786 - 15,190 914,976 467,084 242,315 96,579 - 805,978 4,109,321 - - 23,271 4,132,592 47,030 - - - 11,695 58,725 177,561 17,221 130,477 43 230,362 555,664 155,904 - 386,071 - 27,779 569,754 12,698,346 259,536 739,163 393,533 2,678,798 16,769,376 1,913,771 - - - 1,913,771 8,452,523 8,452,523 996,138 996,138 297,068 44,044 341,112 - - 4,008 4,008 227,187 - - 590,460 81,492 899,139 - 421,164 95,340 - 2,368,313 2,884,817 - - - 80,292 80,292 117,130 615,000 732,130 - 28,490 403,151 431,641 11,886,687 421,164 95,340 736,080 3,596,300 16,735,571 811,659 (161,628) 643,823 (342,547) (917,502) 33,805 - - 43,344 580,000 623,344 1,680 - 66,200 67,880 (264,963) (1,043,344) - (1,308,307) (263,283) (1,043,344) 43,344 646,200 (617,083) 548,376 (161,628) (399,521) (299,203) (271,302) (583,278) 4,775,598 (1,120,809) 2,831,369 - 5,787,251 12,273,409 - - (62,129) 62,129 - 4,775,598 (1,120,809) 2,831,369 (62,129) 5,849,380 12,273,409 $ 5,323,974 $ (1,282,437) $ 2,431,848 $ (361,332) $ 5,578,078 $ 11,690,131 The notes to the financial statements are an integral part of this statement. 46 468 City of Orono, Minnesota Reconciliation of the Statement of Revenues, Expenditures and Changes in Fund Balances to the Statement of Activities Governmental Funds For the Year Ended December 31, 2025 Amounts reported for governmental activities in the statement of activities are different because Total Net Change in Fund Balances - Governmental Funds Capital outlays are reported in governmental funds as expenditures. However, in the statement of activities, the cost of those assets is allocated over the estimated useful lives as depreciation expense. Capital outlays Depreciation expense Governmental funds report a gain (loss) on sale of capital assets to the extent of cash exchanged, whereas the disposition of the assets book value is included in the total gain (loss) in the statement of activities. The issuance of long-term debt provides current financial resources to governmental funds, while the repayment of principal of long-term debt consumes the current financial resources of governmental funds. Neither transaction, however, has any effect on net position. Also, governmental funds report the effect of premiums, discounts and similar items when debt is first issued, whereas these amounts are amortized in the statement of activities. Principal repayments on bonds and financed purchases Current year amortization of deferred charges Interest on long-term debt in the statement of activities differs from the amount reported in the governmental fund because interest is recognized as an expenditure in the funds when it is due, and thus requires the use of current financial resources. In the statement of activities, however, interest expense is recognized as the interest accrues, regardless of when it is due. Internal service funds are used by the City to charge the cost of compensated absences, liability, property, and workers compensation insurance, vehicles and equipment, centralized purchase of consumable office supplies, maintaining facilities, and maintenance of computer systems. These balances are reported with governmental activities in the statement of activities. Certain revenues are recognized as soon as they are earned. Under the modified accrual basis of accounting, certain revenues cannot be recognized until they are available to liquidate liabilities of the current period. Special assessments Property taxes Intergovernmental Some expenses reported in the statement of activities do not require the use of current financial resources and therefore are not reported as expenditures in governmental funds. Compensated absences Other postemployment benefits Long-term pension activity is not reported in governmental funds. Pension expense Pension revenue from State contributions Change in Net Position - Governmental Activities $ (583,278) 3,799,654 (1,766,796) (38,586) 732,130 26,810 8,557 (74,232) 27,493 19,413 401,246 (64,206) (86,064) 144,968 42,625 $ 2,589,734 The notes to the financial statements are an integral part of this statement. 47 469 Assets Current Assets Cash and temporary investments Receivables Accrued interest Accounts Special assessments Due from other governments Prepaid items Total Current Assets Noncurrent Assets Capital assets Land Construction in progress Buildings and systems Distribution/collection system Machinery and equipment Total Capital Assets Less accumulated depreciation Net Capital Assets Total Assets Deferred Outflows of Resources Deferred pension resources Liabilities Current Liabilities Accounts and contracts payable Accrued salaries payable Due to other governments Accrued interest payable Deposits payable Compensated absences payable - current portion Other postemployment benefits payable Bonds payable - current portion Total Current Liabilities City of Orono, Minnesota Statement of Net Position Proprietary Funds December 31, 2025 Governmental Activities - Business -type Activities - Enterprise Funds Internal Nonmajor Water Sewer Storm Water Business -type Total Service Funds $ 1,344,915 $ 1,838,736 $ 1,295,891 $ 15,701 $ 4,495,243 $ 364,039 66 2,582 2,760 163 5,571 1,325 97,693 317,433 109,105 54,940 579,171 - - 12,529 - - 12,529 - 864 953 1,817 1,976 1,131 64,126 - 65,257 24,445 1,444,669 2,236,359 1,407,756 70,804 5,159,588 391,785 62,195 24,654 6,368 - 93,217 - 163,391 309,915 158,443 631,749 1,682,102 117,457 - - 1,799,559 7,927,427 22,590,529 2,949,578 247,037 33,714,571 100,444 661,685 245,870 331,304 1,339,303 9,935,559 23,704,240 3,360,259 578,341 37,578,399 (4,180,143) (10,198,154) (692,289) (269,191) (15,339,777) 5,755,416 13,506,086 2,667,970 309,150 22,238,622 - 7,200,085 15,742,445 4,075,726 379,954 27,398,210 391,785 28,740 28,739 17,981 18,789 94,249 - 34,134 149,909 7,496 2,071 193,610 33,970 8,923 8,792 6,777 6,155 30,647 14,331 5,327 7,877 - 1 13,205 - 4,365 - - 4,365 7,000 - - - 7,000 10,406 10,406 10,481 11,240 42,533 1,305 1,305 894 653 4,157 91,485 - - - 91,485 - 1.62,945 178,289 25,648 20,120 387,002 48,301 Noncurrent Liabilities Bonds payable 293,706 - - - 293,706 Compensated absences payable 10,406 10,406 10,481 11,240 42,533 Net pension liability 88,007 88,003 55,057 57,533 288,600 Other postemployment benefits payable 39,030 39,030 26,751 19,514 124,325 Total Noncurrent Liabilities 431,149 137,439 92,289 88,287 749,164 - Total Liabilities 594,094 315,728 117,937 108,407 1,136,166 48,301 Deferred Inflows of Resources Deferred pension resources 55,228 55,226 34,561 36,115 181,130 Net Position Net investment in capital assets 5,350,708 13,506,086 2,667,970 309,150 21,833,914 - Unrestricted 1,228,795 1,894,144 1,273,239 (54,929) 4,341,249 343,484 Total Net Position $ 6,579,503 $ 15,400,230 $ 3,941,209 $ 254,221 26,175,163 $ 343,484 Some amounts reported for business -type activities in the statement of net position are different because certain internal service fund assets and liabilities are included with business -type activities 12,342 $ 26,187,505 The notes to the financial statements are an integral part of this statement. 48 470 City of Orono, Minnesota Statement of Revenues, Expenses and Changes in Net Position Proprietary Funds For the Year Ended December 31.2025 Governmental Activities - Business -type Activities - Enterprise Funds Internal Nonmajor Water Sewer Storm Water Business -type Total Service Funds Operating Revenues Charges for services $ 1,344,022 $ 2,334,186 $ 765,537 $ 604,227 $ 5,047,972 $ 590,676 Other - - - 159,085 159,085 939,157 Total Operating Revenues 1,344,022 2,334,186 765,537 763,312 5,207,057 1,529,833 Operating Expenses Personnel services 340,808 323,409 197,927 290,628 1,152,772 404,410 Supplies 82,209 13,824 11,442 57,113 164,588 13,322 Professional services 143,165 144,959 58,036 292,545 638,705 392,608 Other Services and Charges - - - 124,417 124,417 12,821 Utilities 98,416 45,056 - - 143,472 - Repairs and maintenance 216,706 220,907 87,000 - 524,613 482,294 Depreciation 222,670 40Z397 71,288 20,595 716,950 - Administrative charges from the General fund 153,700 153,700 58,261 - 365,661 - Insurance 22,450 16,350 5,500 - 44,300 477,410 Other 71,772 877,326 48,652 25,197 1,022,947 - Total Operating Expenses 1,351,896 2,197,928 538,106 810,495 4,898,425 1,782,865 Operating Income (Loss) (7,874) 136,258 227,431 (47,183) 308,632 (253,032) Nonoperating Revenues (Expenses) Investment earnings 30,706 82,016 62,307 4,502 179,531 43,870 Intergovernmental - - - 19,681 19,681 - Miscellaneous revenues (expense) 25,392 4,115 (204) 9,121 38,424 Interest and amortization expense (9,169) - - - (9,169) - Total Nonoperating Revenues (Expenses) 46,929 86,131 62,103 33,304 228,467 43,870 Income (Loss) Before Contributions and Transfers 39,055 222,389 289,534 (13,879) 537,099 (209,162) Contributions and Transfers Connection fees - 30,000 32,270 - 62,270 - Transfers In 1,000,000 - - 17,513 1,017,513 52,450 Transfers out - (100,000) (285,000) - (385,000) - Total Transfers and Contributions 1,000,000 (70,000) (252,730) 17,513 694,783 52,450 Change in Net Position 1,039,055 152,389 36,804 3,634 1,231,882 (156,712) Net Position - January 1 5,540,448 15,247,841 3,904,405 250,587 24,943,281 500,196 Net Position, December 31 $ 6,579,503 $ 15,400,230 $ 3,941,209 $ 254,221 $ 26,175,163 $ 343,484 Change in net position as shown above $ 1,231,882 Adjustment to reflect the consolidation of internal service fund activities to the enterprise funds. (82,480) Change in net position - business -type activities $ 1,149,402 The notes to the financial statements are an integral part of this statement. 49 471 City of Orono, Minnesota Statement of Cash Flows Proprietary Funds For the Year Ended December 31, 2025 Governmental Activities - Business -type Activities - Enterprise Funds Internal Nonmajor Water Sewer Storm Business -type Total Service Funds Cash Flows from Operating Activities Receipts from customers and users $ 1,347,764 $ 2,319,750 $ 762,042 $ 761,272 $ 5,190,828 $ 1,528,394 Other operating receipts 25,392 4,115 (204) 9,121 38,424 - Paymentstosuppliers (789,087) (1,351,137) (263,279) (506,476) (2,909,979) (1,376,046) Payments to employees (341,312) (327,816) (200,779) (280,428) (1,150,335) (401,257) Net Cash Provided (Used) by Operating Activities 242,757 644,912 297,780 (16,511) 1,168,938 (248,909) Cash Flows from Noncapital Financing Activities Intergovernmental - - - 19,681 19,681 Payments on interfund balances - (6,651) (6,651) - Transfers from other funds 1,000,000 17,513 1,017,513 52,450 Transfers to other funds - (100,000) (285,000) - (385,000) - Net Cash Provided (Used) by Noncapital Financing Activities 1,000,000 (100,000) (285,000) 30,543 645,543 52,450 Cash Flows from Capital and Related Financing Activities Connection fees received 30,000 32,270 62,270 Acquisition of capital assets (96,384) (474,978) (157,741) (63,760) (792,863) Interest paid on debt (11,544) (11,544) Principal paid on bonds (90,000) (90,000) Net Cash Provided (Used) by Capital and Related Financing Activities (197,928) (444,978) (125,471) (63,760) (832,137) Cash Flows from Investing Activities Investment receipts 31,196 84,177 63,996 4,621 183,990 44,988 Net Increase (Decrease) in Cash and Cash Equivalents 1,076,025 184,111 (48,695) (45,107) 1,166,334 (151,471) Cash and Cash Equivalents, January 1 268,890 1,654,625 1,344,586 60,808 3,328,909 515,510 Cash and Cash Equivalents, December 31 $ 1,344,915 $ 1,838,736 $ 1,295,891 $ 15,701 $ 4,495,243 $ 364,039 Reconciliation of Operating Income (Loss) to Net Cash Provided (Used) by Operating Activities Operating income (loss) $ (7,874) $ 136,258 $ 227,431 $ (47,183) $ 308,632 $ (253,032) Adjustments to reconcile operating income (loss) to net cash provided (used) by operating activities Depreciation 222,670 402,397 71,288 20,595 716,950 Other income related to operations 25,392 4,115 (204) 9,121 38,424 (Increase) decrease in assets/deferred outflows of resources Accounts receivable 2,229 (10,077) (3,495) (2,040) (13,383) (1,439) Special Assessments 2,377 (6,778) (4,401) Due from other governments (864) 2,419 - 1,555 Prepaid items (312) (3,465) 239 (3,538) (15,566) Deferred pension resources (6,277) (6,027) (4,779) (3,731) (20,814) - increase (decrease) in liabilities/deferred inflows of resources Accounts and contracts payable (1,742) 123,669 5,612 (7,252) 120,287 17,975 Accrued salaries payable 2,282 2,282 2,185 1,339 8,088 3,153 Due to other governments 1,385 781 - (191) 1,975 - Compensated absences payable 2,486 (224) (4,052) 22,480 20,690 Net pension liability (4,196) (5,223) 862 (4,283) (12,840) Other postemployment benefits payable 8,655 8,893 2,872 (2,366) 18,054 Deferred pension resources (3,454) (4,108) 60 (3,239) (10,741) Net Cash Provided (Used) by Operating Activities $ 242,757 $ 644,912 $ 297,780 $ (16,511) $ 1,168,938 $ (248,909) Schedule of Noncash Capital and Related Financing Activities Capital assets acquired on account $ 19,517 $ $ $ $ 19,517 $ Amortization of bond premium 1,485 1,485 The notes to the financial statements are an integral part of this statement. 50 472 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 1: Summary of Significant Accounting Policies A. Reporting Entity The City of Orono (the City) operates under the State of Minnesota Statutory Plan A form of government. Under this plan, the City Council, composed of an elected mayor and four elected trustees or council members, exercises legislative authority and determines all matters of policy. The City Administrator, appointed by the City Council, is responsible for the proper administering of all affairs relating to the City. The City has considered all potential units for which it is financially accountable, and other organizations for which the nature and significance of their relationship with the City are such that exclusion would cause the City's financial statements to be misleading or incomplete. The City includes all funds, organizations, institutions, agencies, departments, and offices that are not legally separate from such. Component units are legally separate organizations for which the elected officials of the City are financially accountable and are included within the basic financial statements of the City because of their operational or financial relationships with the City. The Governmental Accounting Standards Board (GASB) has set forth criteria to be considered in determining financial accountability. These criteria include appointing a voting majority of an organization's governing body, and (1) the ability of the primary government to impose its will on that organization or (2) the potential for the organization to provide specific benefits to, or impose specific financial burdens on the primary government. Included in the City's reporting entity, based upon the application of these criteria, is the following blended component unit. Blended Component Unit The Orono Housing and Redevelopment Authority (Orono HRA) is a legally separate organization created in accordance with Minnesota Statute § 469.003. Its purpose is to clear and redevelop blighted areas within the City and to provide adequate housing for low- and moderate -income residents. The Orono HRA meets the requirements for a blended component unity because the HRA is fiscally dependent upon the City, and its governing board consists of the City's mayor and council members and is substantially the same as the city council. Therefore, the Orono HRA has been reported as a blended component unit of the City, with its funds reported as though they are funds of the City. The financial activity at this time is limited to debt payments within the Orono HRA debt service funds, namely the public facilities and project revenue bonds. B. Government -wide and Fund Financial Statements The government -wide financial statements (i.e., the statement of net position and the statement of activities) report information on all of the nonfiduciary activities of the primary government. Governmental activities, which normally are supported by taxes and intergovernmental revenues, are reported separately from business -type activities, which rely to a significant extent on fees and charges for support. The statement of activities demonstrates the degree to which the direct expenses of a given function or segment are offset by program revenues. Direct expenses are those that are clearly identifiable with a specific function or segment. Amounts reported as program revenues include 1) charges to customers or applicants who purchase, use, or directly benefit from goods, services, or privileges provided by a given function or segment and 2) grants and contributions that are restricted to meeting the operational or capital requirements of a particular function or segment. Taxes and other items not included among program revenues are reported instead as general revenues. Separate financial statements are provided for governmental funds and proprietary funds. Major individual governmental funds and major individual enterprise funds are reported as separate columns in the fund financial statements. 51 473 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 1: Summary of Significant Accounting Policies (Continued) C. Measurement Focus, Basis of Accounting and Financial Statement Presentation The government -wide financial statements are reported using the economic resources measurement focus and the accrual basis of accounting, as are the proprietary fund financial statements. Revenues are recorded when earned and expenses are recorded when a liability is incurred, regardless of the timing of related cash flows. Property taxes are recognized as revenues in the year for which they are levied. Grants and similar items are recognized as revenue as soon as all eligibility requirements imposed by the provider have been met. Governmental fund financial statements are reported using the current financial resources measurement focus and the modified accrual basis of accounting. Revenues are recognized as soon as they are both measurable and available. Revenues are considered to be available when they are collectible within the current period or soon enough thereafter to pay liabilities of the current period. For this purpose, the City considers revenues to be available if they are collected within 60 days of the end of the current fiscal period. Expenditures generally are recorded when a liability is incurred, as under accrual accounting. However, debt service expenditures, as well as expenditures related to compensated absences, pensions, and claims and judgments, are recorded only when payment is due. Property taxes, franchise taxes, licenses and interest associated with the current fiscal period are all considered to be susceptible to accrual and so have been recognized as revenues of the current fiscal period. Only the portion of special assessments receivable due within the current fiscal period is considered to be susceptible to accrual as revenue of the current period. All other revenue items are considered to be measurable and available only when cash is received by the City. Revenue resulting from exchange transactions, in which each party gives and receives essentially equal value, is recorded on the accrual basis when the exchange takes place. On a modified accrual basis, revenue is recorded in the year in which the resources are measurable and become available. Non -exchange transactions, in which the City receives value without directly giving equal value in return, include property taxes, grants, entitlement and donations. On an accrual basis, revenue from property taxes is recognized in the year for which the tax is levied. Revenue from grants, entitlements and donations is recognized in the year in which all eligibility requirements have been satisfied. Eligibility requirements include timing requirements, which specify the year when the resources are required to be used or the year when use is first permitted, matching requirements, in which the City must provide local resources to be used for a specified purpose, and expenditure requirements, in which the resources are provided to the City on a reimbursement basis. On a modified accrual basis, revenue from non -exchange transactions must also be available before it can be recognized. Unearned revenue arises when assets are recognized before revenue recognition criteria have been satisfied. Grants and entitlements received before eligibility requirements are met are also recorded as unearned revenue. The preparation of financial statements in conformity with accounting principles generally accepted in the United States of America requires management to make estimates and assumptions that affect certain reported amounts and disclosures. Accordingly, actual results could differ from those estimates. 52 474 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 1: Summary of Significant Accounting Policies (Continued) The City reports the following major governmental funds: The General fund is the government's primary operating fund. It accounts for all financial resources of the general government, except those required to be accounted for in another fund. The Municipal State Aid Street fund is used to collect and spend resources on the various projects related to state aid streets and highways. The Project Construction fund is used to collect and spend resources related to various construction projects within the city. The Firel fund accounts for the revenues and expenditures relating to the fire department. The City reports the following major proprietary funds: The Water fund and the Sewer fund account for activities related to the operation of a water distribution system and a sanitary sewer distribution system, respectively. The Sewer Fund is used to account for the provision of water services to the residents of the City who have sanitary sewer service available. The Storm Water Fund is used to account for the charges for and the costs of maintaining the City's storm water system. The City's proprietary funds also include the following: Internal service funds account for insurance, compensated absences, fleet management, and IT services provided to other departments or agencies of the City. These funds are used to account for the insurance costs incurred by the City for general liability, property, vehicle, workers' compensation, and other insurance and deductibles, the accrual of sick and vacation days that are earned by the City's employees, repairs and maintenance costs of the City's vehicles, and IT services provided to various City functions. These funds are reimbursed through charges to the various participating departments of the City. As a general rule the effect of interfund activity has been eliminated from government -wide financial statements. Exceptions to this general rule are payments in -lieu of taxes, payments where the amounts are reasonably equivalent in value to the interfund services provided and other charges between the City's water and sewer function and various other functions of the City. Elimination of these charges would distort the direct costs and program revenues reported for the various functions concerned. Proprietary funds distinguish operating revenues and expenses from non -operating items. Operating revenues and expenses generally result from providing services and producing and delivering goods in connection with a proprietary fund's principal ongoing operations. The principal operating revenues of the enterprise funds and of the City's internal service funds are charges to customers for sales and services. Operating expenses for enterprise funds and internal service funds include the cost of sales and services, administrative expenses, and depreciation on capital assets. All revenues and expenses not meeting this definition are reported as non -operating revenues and expenses. 53 475 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 1: Summary of Significant Accounting Policies (Continued) D. Assets, Deferred Outflows of Resources, Liabilities, Deferred Inflows of Resources and Net Position/Fund Balance Deposits and Investments Cash balances from all funds are combined and invested to the extent available in short term investments. Earnings from the pooled investments are allocated to the individual funds based on the average monthly cash and investment balances of the respective funds. The City's cash and cash equivalents are considered to be cash on hand, demand deposits and short-term investments. The proprietary funds' portion in the government -wide cash and temporary investments pool is considered to be cash and cash equivalents for purposes of the Statement of Cash Flows. Cash balances from all funds are pooled and invested, to the extent available, in certificates of deposit and other authorized investments. Earnings from such investments are allocated on the basis of applicable participation by each of the funds. The City may also invest idle funds as authorized by Minnesota statutes, as follows: 1. Direct obligations or obligations guaranteed by the United States or its agencies. 2. Shares of investment companies registered under the Federal Investment Company Act of 1940 and received the highest credit rating, rated in one of the two highest rating categories by a statistical rating agency, and have a final maturity of thirteen months or less. 3. General obligations of a state or local government with taxing powers rated "A" or better; revenue obligations rated "AA" or better. 4. General obligations of the Minnesota Housing Finance Agency rated "A" or better. 5. Obligation of a school district with an original maturity not exceeding 13 months and (i) rated in the highest category by a national bond rating service or (ii) enrolled in the credit enhancement program pursuant to statute section 126C.55. 6. Bankers' acceptances of United States banks eligible for purchase by the Federal Reserve System. 7. Commercial paper issued by United States banks corporations or their Canadian subsidiaries, of highest quality category by at least two nationally recognized rating agencies, and maturing in 270 days or less. 8. Repurchase or reverse repurchase agreements and securities lending agreements with financial institutions qualified as a "depository' by the government entity, with banks that are members of the Federal Reserve System with capitalization exceeding $10,000,000, a primary reporting dealer in U.S. government securities to the Federal Reserve Bank of New York, or certain Minnesota securities broker -dealers. 9. Guaranteed Investment Contracts (GIC's) issued or guaranteed by a United States commercial bank, a domestic branch of a foreign bank, a United States insurance company, or its Canadian subsidiary, whose similar debt obligations were rated in one of the top two rating categories by a nationally recognized rating agency. The City categorizes its fair value measurements within the fair value hierarchy established by generally accepted accounting principles. The hierarchy is based on the valuation inputs used to measure the fair value of the asset. Level 1 inputs are quoted prices in active markets for identical assets; Level 2 inputs are significant other observable inputs; Level 3 inputs are significant unobservable inputs. 54 476 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 1: Summary of Significant Accounting Policies (Continued) The City has the following recurring fair value measurements as of December 31, 2025: • Negotiable certificates of deposits and governmental bonds of $13,417,385 are valued using a matrix pricing model (Level 2 inputs) Property Taxes Property taxes are submitted to the County Auditor by December of each year, to be levied on January 1 on property values assessed as of the same date. The tax levy notice is mailed in March with the first half payment due on May 15 and the second half payment due on October 15. Unpaid taxes at December 31 become liens on the respective property and are classified in the fund financial statements as delinquent taxes receivable. Delinquent taxes receivable include the past six years' uncollected taxes. Delinquent taxes have been offset by a deferred inflow of resources for taxes not received within 60 days after year end in the governmental fund financial statements. Accounts Receivable All miscellaneous accounts receivable are shown at net of an allowance for doubtful accounts. Accounts receivable include amounts billed for services, such as water, sewer, storm water and nuisance charges, provided before year end. Unbilled utility enterprise fund receivables are also included for services provided in 2025. The City annually certifies delinquent water, sewer, storm water and nuisance accounts to the County for collection in the following year. Therefore, there has been no allowance for doubtful accounts established. All trade (utility) and property tax receivables are shown at gross amount, since both taxes and trade (utility) receivables are assessable to the property taxes and are collectible upon the sale of the assessed property. Lease Receivable The City's lease receivable is measured at the present value of lease payments expected to be received during the lease term. Under the lease agreement, the City may receive variable lease payments that are dependent upon the lessee's revenue. The variable payments are recorded as an inflow of resources in the period the payment is received. A deferred inflow of resources is recorded for the lease. The deferred inflow of resources is recorded at the initiation of the lease in an amount equal to the initial recording of the lease receivable. The deferred inflow of resources is amortized on a straight-line basis over the term of the lease. Due From Other Governments The amounts due from other government primarily include amounts for project cost in which the City is receiving grants to support the projects. Special Assessments Special assessments represent the financing for public improvements paid for by benefiting property owners. These assessments are recorded as receivables upon certification to the County. Special assessments are recognized as revenue when they are received in cash or within 60 days after year end. All governmental special assessments receivable are offset by a deferred inflow of resources in the fund financial statements. 55 477 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 1: Summary of Significant Accounting Policies (Continued) Interfund Receivables and Payables Activity between funds that are representative of lending/borrowing arrangements outstanding at the end of the fiscal year are referred to as either "due to/from other funds" (i.e., the current portion of interfund loans) or "advances to/from other funds" (i.e., the non -current portion of interfund loans). All other outstanding balances between funds are reported as "due to/from other funds." Any residual balances outstanding between the governmental activities and business -type activities are reported in the government -wide financial statements as "internal balances." Inventories and Prepaid Items All inventories are valued at cost using the first in/first out (FIFO) method. Inventories of governmental funds are recorded as expenditures when consumed rather than when purchased. Certain payments to vendors reflect costs applicable to future accounting periods and are recorded as prepaid items in both government -wide and fund financial statements. Prepaid items are reported using the consumption method and recorded as expenditures/expenses at the time of consumption. Capital Assets Capital assets, which include property, buildings, improvements, equipment, and infrastructure assets are reported in the applicable governmental or business -type activities columns in the government -wide financial statements. Such assets are capitalized at historical cost, or estimated historical cost for assets where actual historical cost is not available. Donated assets are recorded as capital assets at their acquisition value at the date of donation. The City defines capital assets as those with an initial, individual cost of $10,000 or more for government -wide and $10,000 for proprietary funds with an estimated useful life in excess of one year. The cost of normal maintenance and repairs that do not add to the value of the asset or materially extend asset lives are not capitalized. As allowed by accounting principles generally accepted in the United States of America, the City has elected not to retroactively capitalize the infrastructure of its governmental activities acquired prior to January 1, 2004. Capital assets are recorded in the government -wide and proprietary fund financial statements, but are not reported in the governmental fund financial statements. Capital assets are depreciated using the straight-line method over their estimated useful lives. Land and construction in progress are not depreciated. Property, plant and equipment of the City is depreciated using the straight line method over the following estimated useful lives: Useful Life Assets in Years Infrastructure 20 - 50 Buildings and Systems 15 - 50 Improvements Other Than Buildings 20 - 50 Machinery and Equipment 5 -10 Deferred Outflows of Resources In addition to assets, the statement of net position will sometimes report a separate section for deferred outflows of resources. This separate financial statement element, deferred outflows of resources, represents a consumption of net assets that applies to a future period(s) and so will not be recognized as an outflow of resources (expense/expenditure) until then. The City has only one item that qualifies for reporting in this category. Accordingly, the item, deferred pension resources, is reported only in the statements of net position. This item results from actuarial calculations and current year pension contributions made subsequent to the measurement date. 56 478 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 1: Summary of Significant Accounting Policies (Continued) Compensated Absences Certain city employees earn personal time off, vacation, earned compensation time and sick leave at various rates based on longevity. These compensated absences are paid to an employee leaving in good standing, at their current rate of pay and current status of union contracts. Employees with at least three years, but less than twelve years, of full-time service will receive 1/3 of their accumulated sick leave. Employees with 12 years or more will receive'/2 of their accumulated sick leave. The City has recorded an additional amount for GASB 101 based on expected sick usage. Postemployment Benefits other than Pensions Under Minnesota statute 471.61, subdivision 2b, public employers must allow retirees and their dependents to continue coverage indefinitely in an employer -sponsored health care plan, under the following conditions: 1) Retirees must be receiving (or eligible to receive) an annuity from a Minnesota public pension plan, 2) Coverage must continue in a group plan until age 65, and retirees must pay no more than the group premium, and 3) Retirees are able to add dependent coverage during open enrollment period or qualifying life event prior to retirement. All premiums are funded on a pay-as- you-go basis. The liability was determined, in accordance with GASB Statement No. 75, at January 1, 2021. The General fund is typically used to liquidate governmental other postemployment benefits payable. Long-term Obligations In the government -wide financial statements, and proprietary fund types in the fund financial statements, long-term debt and other long-term obligations are reported as liabilities in the applicable governmental activities, business -type activities, or proprietary fund type statement of net position. The recognition of bond premiums and discounts are amortized over the life of the bonds using the straight-line method. Bonds payable are reported net of the applicable bond premium or discount. Bond issuance costs are reported as an expense in the period incurred. In accordance with federal regulations, the City's general obligation tax exempt bonds follow the arbitrage requirements. In the fund financial statements, governmental fund types recognize bond premiums and discounts, as well as bond issuance costs, during the current period. The face amount of debt issued is reported as other financing sources. Premiums received on debt issuances are reported as other financing sources while discounts on debt issuances are reported as other financing uses. Issuance costs, whether or not withheld from the actual debt proceeds received, are reported as debt service expenditures. Pensions For purposes of measuring the net pension liability, deferred outflows/inflows of resources, and pension expense, information about the fiduciary net position of the Public Employees Retirement Association (PERA) and additions to/deductions from PERA's fiduciary net position have been determined on the same basis as they are reported by PERA except that PERA's fiscal year end is June 30. For this purpose, plan contributions are recognized as of employer payroll paid dates and benefit payments and refunds are recognized when due and payable in accordance with the benefit terms. Investments are reported at fair value. For the most part, the General fund is typically used to liquidate governmental pension liabilities. 57 479 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 1: Summary of Significant Accounting Policies (Continued) The City participates in various pension plans, total pension expense for the year ended December 31, 2025 is as follows: Public Employees Retirement Association of Minnesota (PERA) Total All GERP PEPFP Plans City's proportionate share $ 17,868 Proportionate share of state's contribution (4,223) Total pension expense $ 13,645 Deferred Inflows of Resources 637,646 45,781 683,427 655,514 41,558 697,072 In addition to liabilities, the statement of net position and fund financial statements will sometimes report a separate section for deferred inflows of resources. This separate financial statement element, deferred inflows of resources, represents an acquisition of net assets that applies to a future period(s) and so will not be recognized as an inflow of resources (revenue) until that time. The City has four types of items, which arise only under a modified accrual basis of accounting that qualifies as needing to be reported in this category. Accordingly, the item, unavailable revenue, is reported only in the governmental funds balance sheet. The governmental funds report unavailable revenues from three sources: delinquent property taxes, special assessments and intergovernmental revenue. These amounts are deferred and recognized as an inflow of resources in the period that the amounts become available. The City also recognizes a deferred lease resources, which is reported under both the modified accrual and full accrual basis Furthermore, the City has one additional item which qualifies for reporting in this category on the statement of net position. The item, deferred pension resources, is reported only in the statement of net position and results from actuarial calculations involving net differences between projected and actual earnings on plan investments and changes in proportions. Net Position Net position represents the difference between assets and deferred outflows of resources and liabilities and deferred inflows of resources. Net position is displayed in three components: a. Net investment in capital assets - Consists of capital assets, net of accumulated depreciation reduced by any outstanding debt attributable to acquire capital assets. a. Restricted net position - Consists of net position balances restricted when there are limitations imposed on their use through external restrictions imposed by creditors, grantors, laws or regulations of other governments. b. Unrestricted net position -All other net position balances that do not meet the definition of "restricted" or "net investment in capital assets". When both restricted and unrestricted resources are available for use, it is the City's policy to use restricted resources first, then unrestricted resources as they are needed. 58 480 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 1: Summary of Significant Accounting Policies (Continued) Fund Balance In the fund financial statements, fund balance is divided into five classifications based primarily on the extent to which the City is bound to observe constraints imposed upon the use of resources reported in the governmental funds. These classifications are defined as follows: Nonspendable - Amounts that cannot be spent because they are not in spendable form, such as prepaid items. Restricted - Amounts related to externally imposed constraints established by creditors, grantors or contributors; or constraints imposed by state statutory provisions. Committed - Amounts constrained for specific purposes that are internally imposed by formal action (resolution) of the City Council, which is the City's highest level of decision -making authority. Committed amounts cannot be used for any other purpose unless the City Council modifies or rescinds the commitment by resolution. Assigned - These are amounts that are constrained by the City's intent to be used for specific purposes but are neither restricted nor committed. Pursuant to the Fund Balance Policy approved by City Council, the City Administrator has been delegated the authority to assign and remove assignments of fund balance amounts for specific purposes. Unassigned - These are residual amounts in the General fund not reported in any other classification. The General fund is the only fund that can report a positive unassigned fund balance. Other funds would report a negative unassigned fund balance should the total of nonspendable, restricted and committed fund balances exceed the total net resources of that fund. The City considers restricted amounts to be spent first when both restricted and unrestricted fund balance is available. Additionally, the City would first use committed, then assigned, and lastly unassigned amounts of unrestricted fund balance when expenditures are made. The City formally adopted a fund balance policy for the General Fund. The policy establishes a year-end target unassigned fund balance of 40% of the fund's annual operating budget. Unassigned fund balance in excess of 50% will be transferred to the Pavement Management Plan Fund pursuant to Council approval. Note 2: Stewardship, Compliance and Accountability A. Budgetary Information Each fall, after holding a meeting to obtain public comments, the City Council legally adopts the General Fund budget, Park, Drug and Felony Forfeiture, Senior Housing TIF funds and enterprise fund budgets. These budgets are adopted on a basis consistent with accounting principles generally accepted in the United States of America. The City has established budgetary control at the department level. City management must request City Council approval before exceeding the budget at that level. City management may transfer appropriations within the department level without City Council approval. Appropriations lapse at year-end; however, the City Council may approve the carryover of specific amounts. Encumbrance accounting is not used. 59 481 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 2: Stewardship, Compliance and Accountability (Continued) B. Deficit Fund Equity The following fund had a fund equity deficit at December 31, 2025: Fund Amount Major Municipal State Aid Street $ 1,282,437 Fire 361,332 Nonmajor Governmental Senior Housing TIF 342,062 Internal Services Fleet Management 450,218 IT Services 334,409 Enterprise Golf Course 43,864 The fund deficits are expected to be eliminated with future fund revenues or transfers from other funds. C. Excess of Expenditures Over Appropriations Fund Major General Fund Excess of Expenditures Over Budget Actual Appropriations $ 11,757,550 $ 11,886,687 $ 129,137 The excess of expenditures over appropriation was funded by revenues in excess of budget. Note 3: Detailed Notes on All Funds A. Deposits and Investments Deposits Custodial credit risk for deposits and investments is the risk that in the event of a bank failure, the City's deposits and investments may not be returned or the City will not be able to recover collateral securities in the possession of an outside party. In accordance with Minnesota statutes and as authorized by the City Council, the City maintains deposits at depository banks, all of which are members of the Federal Reserve System. Minnesota statutes require that all City deposits be protected by insurance, surety bond or collateral. The market value of collateral pledged must equal 110 percent of the deposits not covered by insurance or bonds, with the exception of irrevocable standby letters of credit issued by Federal Home Loan Banks as this type of collateral only requires collateral pledged equal to 100 percent of the deposits not covered by insurance or bonds. 60 482 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 3: Detailed Notes on All Funds (Continued) Authorized collateral in lieu of a corporate surety bond includes: • United States government Treasury bills, Treasury notes, Treasury bonds; • Issues of United States government agencies and instrumentalities as quoted by a recognized industry quotation service available to the government entity; • General obligation securities of any state or local government with taxing powers which is rated "A" or better by a national bond rating service, or revenue obligation securities of any state or local government with taxing powers which is rated "AA" or better by a national bond rating service; • General obligation securities of a local government with taxing powers may be pledged as collateral against funds deposited by that same local government entity; • Irrevocable standby letters of credit issued by Federal Home Loan Banks to a municipality accompanied by written evidence that the bank's public debt is rated "AA" or better by Moody's Investors Service, Inc., or Standard & Poor's Corporation; and • Time deposits that are fully insured by any federal agency. Minnesota statutes require that all collateral shall be placed in safekeeping in a restricted account at a Federal Reserve Bank, or in an account at a trust department of a commercial bank or other financial institution that is not owned or controlled by the financial institution furnishing the collateral. The selection should be approved by the government entity. At year end, the City's carrying amount of deposits was $207,812 and the bank balance was $540,176. The bank balance was covered by federal depository insurance and collateral pledged in the city's name. Investments The Minnesota Municipal Money Market Fund (the 4M Fund) is regulated by Minnesota statutes and the Board of Directors of the League of Minnesota Cities and is a customized cash management and investment program for Minnesota public funds. Sponsored and governed by the League of Minnesota Cities since 1987, the 4M Fund is a unique investment alternative designed to address the daily and long-term investment needs of Minnesota cities and other municipal entities. Allowable under Minnesota statutes, the 4M Fund is comprised of top quality, rated investments. The Minnesota Municipal Money Market Fund and broker money market investment pools operate in accordance with appropriate State laws and regulations. The 4M Fund is an external investment pool not registered with the Securities and Exchange Commission (SEC); however, it follows the same regulatory rules of the SEC under rule 2a7. The reported value of the pool is the same as the fair value of the pool share. Financial statements of the 4M Fund can be obtained by contacting RBC Global Asset Management at 100 South Fifth Street, Suite 2300, Minneapolis, MN 55402-1240. 61 483 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 3: Detailed Notes on All Funds (Continued) At year end, the City's investment balances were as follows: Credit Segmented Quality/ Time Types of Investments Ratings 1 Distribution (2) Pooled Investments at Amortized Costs Broker Money Market Funds N/A less than 6 months 4M fund N/A less than 6 months Fair Value Measurement Using Amount Level Level Level 502,226 $ $ $ 3,618,194 Non -pooled Investments at Fair Value Negotiable Certificates of Deposits N/A less than 1 year 1,418,763 1,418,763 Negotiable Certificates of Deposits N/A 1 to 3 years 1,969,301 1,969,301 Negotiable Certificates of Deposits N/A more than 3 years 1,479,615 1,479,615 Governmental Bonds AA+ less than 1 year 2,616,055 2,616,055 Governmental Bonds N/A 1 to 3 years 1,050,744 1,050,744 Governmental Bonds N/A more than 3 years 2,523,735 2,523,735 Governmental Bonds AA+ more than 3 years 2,359,172 2,359,172 Total Investments $ 17,537,805 $ $ 13,417,385 $ (1) Ratings are provided by Standard & Poor's where applicable to indicate associated credit risk. (2) Interest rate risk in disclosed using the segmented time distribution method. N/A Indicates not applicable or available. The investments of the City are subject to the following risks: • Interest Rate Risk - Interest Rate Risk is the risk that changes in interest rates will adversely affect the fair value of an investment. The City's investment policy also provides a guideline that generally limits the duration of investments to a maturity of eight years, and twenty percent (20 percent) of the portfolio to a specific maturity. The City was not exposed to interest rate risks due to the fact that their investments are not exposed to highly sensitive changes in interest rates. Credit Risk - Credit risk is the risk that an issuer or other counterparty to an investment will not fulfill its obligations. Ratings are provided by various credit rating agencies and where applicable, indicate associated credit risk. Minnesota statutes and the City's investment policy limit the City's investments to the list on page 56 of the notes to the financial statements. In accordance with its investment policy, the City will minimize credit risk by limiting investments to the safest types of securities, pre -qualifying the financial institutions, broker/dealers, intermediaries, and advisers with which the City will do business, and diversifying the investment portfolio so that the impact of potential losses from any one type of security or from any one individual issuer will be minimized. The City's investment policies do not allow investing in the following instruments: o Reverse repurchase agreements o Mortgage -backed securities, as defined in Minnesota Statute § 118A.04, Subd. 6 o Future contracts o Options o Guaranteed investment contracts 62 484 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 3: Detailed Notes on All Funds (Continued) • Concentration of Credit Risk - Concentration of credit risk is defined as positions of five percent (5 percent) or more in the securities of a single issuer. The City's investment policies provide a guideline of limiting investments to 35% of a specific type. As of December 31, 2025, the following issuers exceeded 5 percent of the City's total investments: o MN Municipal Money Markets (4M) — 21 % o Federal Home Loan Bank (FHLB) — 24% o Fannie Mae — 15% Custodial Credit Risk - Deposits. In the case of deposits, this is the risk that in the event of a bank failure, the City's deposits may not be returned to it. Minnesota statutes and the City's investment policy states that in order to provide a level of security for all funds, the collateralization level will be 110 percent of market value not covered by insurance. The City's investment policies further limit depositories to those located in the state of Minnesota, and must have a minimum capital and surplus of $10,000,000 and a net worth to asset ratio minimum of 5 percent, except for the City's main checking account at the Bridgewater Bank. As of December 31, 2025, all of the City's bank balance was covered by federal depository insurance or by perfected collateral held by the City's agent in the City's name. Custodial Credit Risk - Investments. For an investment, this is the risk that, in the event of the failure of the counterparty, the City will not be able to recover the value of its investments or collateral securities that are in possession of an outside party. As of December 31, 2025, all securities were held by the City or its agent in the City's name. The City typically limits its exposure by purchasing insured or registered investments, or by the control of who holds the securities. City investment policies require that security/broker/dealers be restricted to those regulated by the Securities and Exchange Commission, have a minimum capital of $40,000,000 and may include "primary" dealers or regional dealers, and are located in Minnesota. The City limits the amount of investments with a specific dealer to 30 percent of the investment portfolio. A reconciliation of cash and temporary investments as shown on the statement of net position for the City follows: Carrying Amount of Deposits Investments Petty Cash Total $ 207,812 17,537,805 665 $ 17,746,282 63 485 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 3: Detailed Notes on All Funds (Continued) B. Capital Assets Capital asset activity for the year ended December 31, 2025 was as follows: Governmental Activities Capital Assets not Being Depreciated Land Construction in progress Total Capital Assets not Being Depreciated Capital Assets Being Depreciated Infrastructure Buildings and systems Improvements other than buildings Machinery and equipment Total Capital Assets Being Depreciated Less Accumulated Depreciation for Infrastructure Buildings and systems Improvements other than buildings Machinery and equipment Total Accumulated Depreciation Total Capital Assets Being Depreciated, Net Governmental Activities Capital Assets, Net Beginning Ending Balance Increases Decreases Balance $ 7,677,435 $ - $ - $ 7,677,435 655,125 1,748,610 (228,686) 2,175,049 8,332,560 1,748,610 (228,686) 9,852,484 21,898,756 34,711 - 21,933,467 26,587,638 32,627 - 26,620,265 3,751,445 128,706 (47,000) 3,833,151 8,229,623 2,083,686 (156,870) 10,156,439 60,467,462 2,279,730 (203,870) 62,543,322 (4,962,865) (538,425) - (5,501,290) (2,117,180) (542,354) - (2,659,534) (2,021,974) (118,857) 47,000 (2,093,831) (4,054,994) (567,160) 118,284 (4,503,870) (13,157,013) (1,766,796) 165,284 (14,758,525) 47,310,449 512,934 (38,586) 47,784,797 $ 55,643,009 $ 2,261,544 $ (267,272) $ 57,637,281 Depreciation expense was charged to functions of the governmental activities as follows: Governmental Activities General Government Public Safety Public Works Culture and Recreation Total Depreciation Expense - Governmental Activities $ 584,885 327,875 749,798 104,238 $ 1,766,796 64 486 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 3: Detailed Notes on All Funds (Continued) Beginning Ending Balance Increases Decreases Balance Business -type Activities Capital Assets not Being Depreciated Land $ 93,217 $ - $ - $ 93,217 Construction in progress 63,440 577,276 (8,967) 631,749 Total Capital Assets not Being Depreciated 156,657 577,276 (8,967) 724,966 Capital Assets Being Depreciated Buildings and systems 1,799,559 - 1,799,559 Land Improvements 247,037 - - 247,037 Machinery and equipment 1,275,543 63,760 - 1,339,303 Distribution/collection system 33,293,097 174,437 - 33,467,534 Total Capital Assets Being Depreciated 36,615,236 238,197 - 36,853,433 Less Accumulated Depreciation for Buildings and systems (909,827) (69,259) - (979,086) Land Improvements (205,343) (2,887) - (208,230) Machinery and equipment (856,160) (52,229) - (908,389) Distribution/collection system (12,651,497) (592,575) - (13,244,072) Total Accumulated Depreciation Total Capital Assets Being Depreciated, Net Business -type Activities Capital Assets, Net (14,622,827) (716,950) 21,992,409 (478,753) (15,339,777) 21,513,656 $ 22,149,066 $ 98,523 $ (8,967) $ 22,238,622 Depreciation expense was charged to programs of the business -type activities as follows: Business -type Activities Water Sewer Storm water Cable Golf course Total Depreciation Expense - Business -type Activities $ 222,670 402,397 71,288 15,004 5,591 $ 716,950 65 487 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 3: Detailed Notes on All Funds (Continued) C. Lease Receivable As of December 31, 2025, the City had the following lease receivables: Current Year Issue Discount Inflow of Balance at Description Date Rate Resources Year End Antenna Lease - Verizon 01 /01 /22 1.47% $ 52,141 $ 616,899 Antenna Lease - AT&T 7/1 /2025 4.07 27,109 212,378 $ 829,277 Under the Verizon Antenna lease, Verizon pays the City $49,754 per year in exchange for placing a cell phone antenna on a City owned building. The City is paid these amounts each January, with a 3% increase each year until 2036. D. Interfund Receivables, Payables and Transfers The composition of interfund balances at December 31, 2025 is as follows: Receivable Fund Payable Fund Purpose Amount General Fund Municipal State Aid Street To provide cash flows $ 1,504,286 Senior Housing TIF HRA General Fund Loan for land purchase 431,875 Total $ 1,936,161 The City expects to pay these loans back with future fund revenues and transfers in from other funds. The City made transfers during the fiscal year 2025 as shown and described below: Transfer In Internal Nonmajor Nonmajor Fire Water Service Business -type Governmental Total Transfer Out General $ - $ - $ 52,450 $ 17,513 $ 195,000 $ 264,963 Project Construction 43,344 1,000,000 - - - 1,043,344 Sewer - - 100,000 100,000 Storm Water - - - - 285,000 285,000 Total $ 43,344 $ 1,000,000 $ 52,450 $ 17,513 $ 580,000 $ 1,693,307 The City annually budgets transfers for specific purposes. Annual transfers include transfers made to cover funds annual operations, transfers for debt service payments, transfers made as part of capital improvements plans and other transfers made for various reasons. 66 488 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 3: Detailed Notes on All Funds (Continued) E. Long-term Debt General Obligation Improvement (G.O.) Bonds The bonds were issued to finance various improvements and will be repaid from taxes, special assessments, and pledged revenues. Description Governmental Activities G.O. Improvement Bonds, Series 2021 A G.O. Improvement Bonds, Series 2014A Total G.O. Improvement Bonds Authorized Interest Issue Maturity Balance at andlssued Rate Date Date Year End $ 15,350,000 2.00 - 3.00 % 12/31 /21 5,275,000 2.00 - 3.00 06/19/14 Business Activities G.O. Improvement Bonds, Series 2014A 5,275,000 2.00 - 3.00 06/19/14 Annual debt service requirements to maturity for G.O. improvement bonds are as follows: 12/31/51 $ 14,290,000 02/01 /29 1,055,000 $ 15,345,000 02/01/29 $ 380,000 Year Ending Governmental Activities December 31, Principal Interest Total 2026 $ 635,000 $ 366,519 $ 1,001,519 2027 655,000 344,557 999,557 2028 680,000 321,538 1,001,538 2029 705,000 297,169 1,002,169 2030 445,000 275,844 720,844 2031-2035 2,465,000 1,156,820 3,621,820 2036-2040 2,725,000 890,220 3,615,220 2041-2045 3,005,000 607,020 3,612,020 2046-2050 3,325,000 289,270 3,614,270 2051 705,000 14,973 719,973 Total $ 15,345,000 $ 4,563,930 $ 19,908,930 Year Ending Business -type Activities December 31, Principal Interest Total 2026 $ 90,000 $ 9,350 $ 99,350 2027 95,000 6,919 101,919 2028 95,000 4,306 99,306 2029 100,000 1,500 101,500 Total $ 380,000 $ 22,075 $ 402,075 67 489 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 3: Detailed Notes on All Funds (Continued) Financed Purchase Agreement In 2024, the City entered into a financed purchase agreement to acquire a Fire Medical Utility Vehicle for emergency response services. The total acquisition cost of the vehicle was $225,259, which will be repaid over a period of five years. Under the terms of the agreement, the City will make varying payments of approximately $25,100 which includes principal and interest, with a variable effective interest rate of 4.31 %. The title of the vehicle will transfer to the City upon final payments. Funds are currently held in escrow. The following note is related to the City's financed purchase activity as a whole for the current year Authorized Interest Issue Maturity Balance at Description and Issued Rate Date Date Year End Governmental Activities Fire Pumper Truck Financed Purchase Agreement $ 484,900 5.00 % 12/01/23 12/01/29 $ 338,943 Fire Medical Vehicle Financed Purchase Agreement 225,259 4.31-4.33 10/09/24 11/01/29 182,909 Annual debt service requirements to maturity for the financed purchase agreements is as follows: Year Ending December 31, $ 521,852 Governmental Activities Principal Interest Total 2026 $ 121,411 $ 23,404 $ 144,815 2027 127,255 17,560 144,815 2028 133,382 11,433 144,815 2029 139,804 5,011 144,815 Total $ 521,852 $ 57,408 $ 579,260 68 490 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 3: Detailed Notes on All Funds (Continued) Changes in Long-term Liabilities Long-term liability activity for the year ended December 31, 2025 was as follows: Beginning Ending Due Within Balance Increases Decreases Balance One Year Governmental Activities Bonds Payable G.O. improvement bonds $ 15,960,000 $ - $ (615,000) $ 15,345,000 $ 635,000 Bond premium 611,081 - (26,810) 584,271 - Total Bonds Payable 16,571,081 - (641,810) 15,929,271 635,000 Finance purchase arrangement 638,982 - (117,130) 521,852 121,411 Compensated Absences Payable * 1,123,684 64,206 - 1,187,890 593,945 Governmental Activity Long-term Liabilities $ 18,333,747 $ 64,206 S (758,940) $ 17,639,013 $ 1,350,356 Business -type Activities Bonds Payable G.O. improvement bonds $ 470,000 $ - $ (90,000) $ 380,000 $ 90,000 Bond premium 6,676 - (1,485) 5,191 - Total Bonds Payable 476,676 - (91,485) 385,191 90,000 Compensated Absences Payable* 64,376 20,690 - 85,066 42,533 Business -type Activity Long-term Liabilities $ 541,052 $ 20,690 $ (91,485) $ 470,257 $ 132,533 * Compensated absences presented as a net change. 69 491 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 3: Detailed Notes on All Funds (Continued) F. Components of Fund Balance Fund equity balances are classified below to reflect the limitations and restrictions of the respective funds. Municipal Project State Aid Construction Other General Street Fund Fire Governmental Nonspendable Prepaid items $ 362,937 $ $ - $ $ Total Nonspendable 362,937 - Restricted for Debt service - - 572,123 Drug and alcohol law enforcement - 743,984 Home buyer purchase assistance - 154,661 Other improvements 1,049 HRA General fund 605,241 Total Restricted 2,077,058 Committed to Park maintenance - 840,447 Assigned to Capital improvements - 2,431,848 3,002,635 Unassigned 4,961,037 (1,282,437) - (361,332) (342,062) Total $ 5,323,974 $ (1,282,437) $ 2,431,848 S (361.332) $ 5,578,078 70 492 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 4: Defined Benefit Pension Plans - Statewide A. Plan Description The City participates in the following cost -sharing multiple -employer defined benefit pension plans administered by the Public Employees Retirement Association of Minnesota (PERA). These plan provisions are established and administered according to Minnesota Statutes chapters 353, 353D, 353E, 353G, and 356. Minnesota Statutes chapter 356 defines each plan's financial reporting requirements. PERA's defined benefit pension plans are tax qualified plans under Section 401(a) of the Internal Revenue Code. General Employees Retirement Plan (General Plan) Membership in the General Plan includes employees of counties, cities, townships, schools in non -certified positions, and other governmental entities whose revenues are derived from taxation, fees, or assessments. Plan membership is required for any employee who is expected to earn more than $425 in a month, unless the employee meets exclusion criteria. Public Employees Police and Fire Plan (Police and Fire Plan) Membership in the Police and Fire Plan includes full-time, licensed police officers and firefighters who meet the membership criteria defined in Minnesota Statutes section 353.64 and who are not earning service credit in any other PERA retirement plan or a local relief association for the same service. Employers can provide Police and Fire Plan coverage for part-time positions and certain other public safety positions by submitting a resolution adopted by the entity's governing body. The resolution must state that the position meets plan requirements. B. Benefits Provided PERA provides retirement, disability, and death benefits. Benefit provisions are established by state statute and can only be modified by the state Legislature. Vested, terminated employees who are entitled to benefits, but are not receiving them yet, are bound by the provisions in effect at the time they last terminated their public service. When a member is "vested," they have earned enough service credit to receive a lifetime monthly benefit after leaving public service and reaching an eligible retirement age. Members who retire at or over their Social Security full retirement age with at least one year of service qualify for a retirement benefit. General Employees Plan Benefits General Employees Plan requires three years of service to vest. Benefits are based on a member's highest average salary for any five successive years of allowable service, age, and years of credit at termination of service. Two methods are used to compute benefits for General Plan members. Members hired prior to July 1, 1989, receive the higher of the Step or Level formulas. Only the Level formula is used for members hired after June 30, 1989. Under the Step formula, General Plan members receive 1.2% of the highest average salary for each of the first 10 years of service and 1.7% for each additional year. Under the Level formula, General Plan members receive 1.7% of highest average salary for all years of service. For members hired prior to July 1, 1989 a full retirement benefit is available when age plus years of service equal 90 and normal retirement age is 65. Members can receive a reduced retirement benefit as early as age 55 if they have three or more years of service. Early retirement benefits are reduced by .25% for each month under age 65. Members with 30 or more years of service can retire at any age with a reduction of .25% for each month the member is younger than age 62. The Level formula allows General Plan members to receive a full retirement benefit at age 65 if they were first hired before July 1, 1989 or at age 66 if they were hired on or after July 1, 1989. Early retirement begins at age 55 with an actuarial reduction applied to the benefit. 71 493 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 4: Defined Benefit Pension Plans - Statewide (Continued) Benefit increases are provided to benefit recipients each January. The postretirement increase is equal to 50% of the cost -of -living adjustment (COLA) announced by the SSA, with a minimum increase of at least 1 % and a maximum of 1.5%. The 2025 annual increase was 1.25%. Recipients that have been receiving the annuity or benefit for at least a full year as of the June 30 before the effective date of the increase will receive the full increase. Recipients receiving the annuity or benefit for at least one month but less than a full year as of the June 30 before the effective date of the increase will receive a prorated increase. Police and Fire Plan Benefits Benefits for Police and Fire Plan members hired before July 1, 2010, are vested after three years of service. Members hired on or after July 1, 2010, are 50% vested after five years of service and 100% vested after ten years. After five years, vesting increase by 10% each full year of service until members are 100% vested after ten years. Police and Fire Plan members receive 3% of highest average salary for all years of service. Police and Fire Plan members receive a full retirement benefit when they are age 55 and vested, or when their age plus their years of service equals 90 or greater if they were first hired before July 1, 1989. Early retirement starts at age 50, and early retirement benefits are reduced by 0.417% each month members are younger than age 55. Benefit increases are provided to benefit recipients each January. The postretirement increase is fixed at 1 %. Recipients that have been receiving the annuity or benefit for at least 36 months as of the June 30 before the effective date of the increase will receive the full increase. Recipients receiving the annuity or benefit for at least 25 months but less than 36 months as of the June 30 before the effective date of the increase will receive a prorated increase. C. Contributions Minnesota Statutes chapters 353, 353E, 353G, and 356 set the rates for employer and employee contributions. Contribution rates can only be modified by the state Legislature. General Employees Fund Contributions General Plan members were required to contribute 6.50% of their annual covered salary in fiscal year 2025 and the City was required to contribute 7.50% for General Plan members. The City's contributions to the General Employees Fund for the year ended December 31, 2025, were $244,837. The City's contributions were equal to the required contributions as set by state statute. Police and Fire Fund Contributions Police and Fire Plan members were required to contribute 11.80% of their annual covered salary in fiscal year 2025 and the City was required to contribute 17.70% for Police and Fire Plan members. The City's contributions to the Police and Fire Fund for the year ended December 31, 2025, were $642,665. The City's contributions were equal to the required contributions as set by state statute. 72 494 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 4: Defined Benefit Pension Plans - Statewide (Continued) D. Pension Costs General Employees Fund Pension Costs At December 31, 2025, the City reported a liability of $1,141,382 for its proportionate share of the General Employees Fund's net pension liability. The City's net pension liability reflected a reduction due to the State of Minnesota's contribution of $16 million. The State of Minnesota is considered a non -employer contributing entity and the state's contribution meets the definition of a special funding situation. The State of Minnesota's proportionate share of the net pension liability associated with the City totaled $27,534. City's proportionate share of the net pension liability $ 1,141,382 State of Minnesota's proportionate share of the net pension liability associated with the City 27,534 Total $ 1,168,916 The net pension liability was measured as of June 30, 2025, and the total pension liability used to calculate the net pension liability was determined by an actuarial valuation as of that date. The City's proportion of the net pension liability was based on the City's contributions received by PERA during the measurement period for employer payroll paid dates from July 1, 2024 through June 30, 2025, relative to the total employer contributions received from all of PERA's participating employers. The City's proportionate share was 0.0344% at the end of the measurement period and 0.0332% for the beginning of the period. For the year ended December 31, 2025, the City recognized pension expense of $17,868 for its proportionate share of the General Employees Plan's pension expense. In addition, the City recognized an additional negative $4,223 as pension expense (and grant revenue) for its proportionate share of the State of Minnesota's contribution of $16 million to the General Employees Fund. At December 31, 2025, the City reported deferred outflows of resources and deferred inflows of resources related to pensions from the following sources: Differences between expected and actual economic experience Changes in actuarial assumptions Net difference between projected and actual investment earnings Changes in proportion Employer contributions subsequent to the measurement date Total Deferred Deferred Outflows Inflows of Resources of Resources 108,749 27,501 112,509 124,046 262,628 454,167 $ 372,805 $ 716.795 73 495 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 4: Defined Benefit Pension Plans - Statewide (Continued) The $124,046 reported as deferred outflows of resources related to pensions resulting from City contributions subsequent to the measurement date will be recognized as a reduction of the net pension liability in the year ended December 31, 2026. Other amounts reported as deferred outflows and deferred inflows of resources related to pensions will be recognized in pension expense as follows: 2026 $ (66,040) 2027 (181,751) 2028 (139,115) 2029 (81,130) Police and Fire Fund Pension Costs At December 31, 2025, the City reported a liability of $2,729,523 for its proportionate share of the Police and Fire Fund's net pension liability. The net pension liability was measured as of June 30, 2025, and the total pension liability used to calculate the net pension liability was determined by an actuarial valuation as of that date. The City's proportionate share of the net pension liability was based on the City's contributions received by PERA during the measurement period for employer payroll paid dates from July 1, 2024 through June 30, 2025, relative to the total employer contributions received from all of PERA's participating employers. The City's proportionate share was 0.233% at the end of the measurement period and 0.2265% for the beginning of the period. The State of Minnesota contributed $18 million to the Police and Fire Fund in the plan fiscal year ended June 30, 2025. The contribution consisted of $9 million in direct state aid that meets the definition of a special funding situation and $9 million in supplemental state aid that does not meet the definition of a special funding situation. The $9 million direct state aid was paid on October 1, 2024. The direct state aid payment will increase by $17.7 million which was paid on October 1, 2025. Thereafter, by October 1 of each year, the state will pay $26.7 million to the Police and Fire Fund until the fund is 110% funded for a minimum of three consecutive years (on an actuarial value of assets basis). The $9 million in supplemental state aid will continue until the fund and the State Patrol Plan (administered by the Minnesota State Retirement System) are 100% funded for three consecutive years (on an actuarial value of assets basis). The State of Minnesota's proportionate share of the net pension liability associated with the City totaled $94,619. City's proportionate share of the net pension liability $ 2,729,523 State of Minnesota's proportionate share of the net pension liability associated with the City 94,619 Total $ 2,824,142 For the year ended December 31, 2025, the City recognized pension expense of $637,646 for its proportionate share of the Police and Fire Plan's pension expense. The City recognized $45,781 as grant revenue and pension expense for its proportionate share of the State of Minnesota's contribution of $9 million to the Police and Fire special funding situation. The State of Minnesota is not included as a non -employer contributing entity in the Police and Fire Pension Plan pension allocation schedules for the $9 million in supplemental state aid because this contribution was not considered to meet the definition of a special funding situation. The City recognized $20,967 for the year ended December 31, 2025 as revenue and an offsetting reduction of net pension liability for its proportionate share of the State of Minnesota's on - behalf contributions to the Police and Fire Fund. 74 496 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 4: Defined Benefit Pension Plans - Statewide (Continued) At December 31, 2025, the City reported deferred outflows of resources and deferred inflows of resources related to pensions from the following sources: Differences between expected and actual economic experience Changes in actuarial assumptions Net difference between projected and actual earnings on investments Changes in proportion Employer contributions subsequent to the measurement date Total Deferred Deferred Outflows Inflows of Resources of Resources 1,261,126 2,069,854 218,367 335,422 3,419,978 1,218,224 38,406 $ 3,884,769 $ 4,676,608 The $335,422 reported as deferred outflows of resources related to pensions resulting from City contributions subsequent to the measurement date will be recognized as a reduction of the net pension liability in the year ended December 31, 2026. Other amounts reported as deferred outflows and inflows of resources related to pensions will be recognized in pension expense as follows: 2026 2027 2028 2029 2030 E. Long-term Expected Return on Investment 680,557 (554,995) (1,306,795) (36,105) 90,077 The State Board of Investment, which manages the investments of PERA, prepares an analysis of the reasonableness on a regular basis of the long-term expected rate of return using a building-block method in which best - estimate ranges of expected future rates of return are developed for each major asset class. These ranges are combined to produce an expected long-term rate of return by weighting the expected future rates of return by the target asset allocation percentages. The target allocation and best estimates of geometric real rates of return for each major asset class are summarized in the following table: Asset Class Long-term Target Expected Return Allocation on Investment Domestic Equity 33.5 % International Equity 16.5 Fixed Income 25.0 Private Markets 25.0 Total 100.0 % 5.10 % 5.30 0.75 5.90 75 497 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 4: Defined Benefit Pension Plans - Statewide (Continued) F. Actuarial Methods and Assumptions The total pension liability for each of the cost -sharing defined benefit plans was determined by an actuarial valuation as of June 30, 2025, using the entry age normal actuarial cost method. The long-term rate of return on pension plan investments used to determine the total liability is 7%. The 7% assumption is based on a review of inflation and investment return assumptions from a number of national investment consulting firms. The review provided a range of investment return rates considered reasonable by the actuary. An investment return of 7% is within that range. - Inflation is assumed to be 2.25% for the General Employees Plan, and Police & Fire Plan. - Benefit increases after retirement are assumed to be 1.50% for the General Employees Plan and 1 % for the Police & Fire Plan Salary growth assumptions in the General Employees Plan range in annual increments from 11.5% after one year of service to 3% after 27 years of service. In the Police & Fire Plan, salary growth assumptions range in annual increments from 10.75% after one year of service to 3% after 23 years of service. Mortality rates for the General Employees Plan are based on the Pub-2010 General Employee Mortality Table. Mortality rates for the Police & Fire Plan are based on the Pub-2010 Public Safety Employee Mortality tables. The tables are adjusted slightly to fit PERA's experience. Actuarial assumptions for the General Employees Plan are reviewed every four years. The General Employees Plan was last reviewed in 2022. The assumption changes were adopted by the board and became effective with the July 1, 2023 actuarial valuation. The Police & Fire Plan was reviewed in 2024. The assumption changes were adopted by the board and became effective with the July 1, 2025 actuarial valuation. The following changes in actuarial assumptions and plan provisions occurred in 2025: General Employees Fund Changes in Actuarial Assumptions: - The combined service annuity loading factors increased from 15% to 19% for vested, terminated members and from 3% to 44% for non -vested, terminated members. - The assumed post -retirement benefit increase changed from 1.25% to 1.5%. Changes in Plan Provisions: - The post -retirement benefit increase formula changed to 100% of the Social Security annual increase, between 1 % and 1.75%, beginning January 1, 2026. If the funded ratio (on a market value of assets basis) is less than 85% for the last two consecutive annual valuations or is less than 80% in the most recent actuarial valuation, the maximum is reduced to 1.5%. Previously, the benefit increase was 50% of the Social Security annual increase, between 1 % and 1.5%. - The 1 % additional employer contribution is eliminated when the plan reaches 98% funded status (on an actuarial value of assets basis); this contribution was previously scheduled to stop when the plan reached 100% funded status. 76 498 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 4: Defined Benefit Pension Plans - Statewide (Continued) Police and Fire Fund Changes in Actuarial Assumptions: - Assumed rates of salary increases were reduced slightly. - Assumed rates of retirement were adjusted, resulting in an overall increase in unreduced (full) retirements and an overall increase in reduced (early) retirements. - Assumed rates of withdrawal were modified; the new rates will increase predicted terminations, especially in the first few years of employment. - Assumed rates of disabled retirement were significantly increased, especially for ages over age 30. - Continued used of Pub-2010 Public Safety Mortality Table with rates adjusted to better fit observed experience. - Percent married assumption for female retirees lowered from 70% to 65%. - Minor changes were made to form of payment assumptions for retirees. - Minor changes were made to assumptions made with respect to missing participant data. - The combined service annuity load changed from 33% to 13% for vested, terminated members and from 2% to 38% for non -vested, terminated members. Changes in Plan Provisions: - The period of time needed for benefit recipients to receive their first benefit increase was reduced by one year (from 36 months to 24 months for a full increase). - The January 1, 2026 benefit increase changed from 1 % to 3%; subsequent January 1 increases will be 1 - The threshold to end the $9 million annual state aid contribution changed from the earlier of July 1, 2048 or 90% funded for both PERA Police & Fire and MSRS State Patrol for three consecutive years to 100% funded for both PERA Police & Fire and MSRS State Patrol for three consecutive years (on an actuarial value of assets basis). - The threshold to end the additional $9 million annual state aid contribution changed from the earlier of July 1, 2024 or 100% funded for a minimum of three consecutive years to 110% funded for a minimum of three consecutive years (on an actuarial value of assets basis). - An additional $17.7 million in direct state aid will be paid annually each October 1 beginning October 1, 2025 through June 30, 2048. - Joint and survivor actuarial equivalent factors were updated to reflect changes in assumptions. G. Discount Rate The discount rate used to measure the total pension liability in 2025 was 7.00%. The projection of cash flows used to determine the discount rate assumed that contributions from plan members and employers will be made at rates set in Minnesota Statutes. Based on these assumptions, the fiduciary net position of the General Employees and Police and Fire Plans were projected to be available to make all projected future benefit payments of current plan members. The long-term expected rate of return on pension plan investments was applied to all periods of projected benefit payments to determine the total pension liability. 77 499 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 4: Defined Benefit Pension Plans - Statewide (Continued) H. Pension Liability Sensitivity The following presents the City's proportionate share of the net pension liability for all plans it participates in, calculated using the discount rate disclosed in the preceding paragraph, as well as what the City's proportionate share of the net pension liability would be if it were calculated using a discount rate one percentage point lower or one percentage point higher than the current discount rate: 1 Percent 1 Percent Decrease (6.00%) Current (7.00%) Increase (8.00%) General Employees Fund $ 2,772,239 $ 1,141,382 $ (181,609) Police and Fire Fund 7,151,929 2,729,523 (901,970) I. Pension Plan Fiduciary Net Position Detailed information about each pension plan's fiduciary net position is available in a separately issued PERA financial report that includes financial statements and required supplementary information. That report may be obtained on the Internet at www.mnpera.org. 78 500 City of Orono Notes to the Financial Statements December 31, 2025 Note 5: Postemployment Benefits Other Than Pensions A. Plan Description The City provides a single -employer defined benefit health care plan to eligible retirees and their spouses. The plan offers medical coverage and is administered by Health Partners, Inc.. It is the City's policy for Council to periodically review its medical coverage, and to obtain requests for proposals in order to provide the most favorable benefits and premiums for City employees and retirees. The City does not issue a publicly available report. At December 31, 2025, the following employees were covered by the benefit terms: Inactive Plan Members or Beneficiaries Currently Receiving Benefit Payments 2 Active Plan Members 60 Total Plan Members 62 B. Funding Policy Retirees receiving benefits contribute 100 percent of their premium costs. Retirees and their spouses contribute to the health care plan at the same rate as City employees. This results in the retirees receiving an implicit rate subsidy. Contribution requirements are established by the City, based on the contract terms with HealthPartners, Inc. The required contributions are based on projected pay-as-you-go financing requirements. There are no assets accumulated in a trust. For the year ended December 31, 2025, the City's average contribution rate was 17 percent of covered -employee payroll. For the fiscal year 2025, the City did not directly contribute to the plan. The General fund is typically used to liquidate the governmental portion of the net OPEB obligation. C. Actuarial Methods and Assumptions The City's total OPEB liability of $1,025,132 was measured as of December 31, 2024, and the OPEB liability was determined by an actuarial valuation as of December 31, 2023. Roll forward procedures were used to roll forward the total OPEB liability to the measurement date. The total OPEB liability in the December 31, 2023 actuarial valuation was determined using the following actuarial assumptions, applied to all periods included in the measurement, unless otherwise specified: Discount Rate Expected Long -Term Investment Return 20-Year Municipal Bond Yield Inflation Rate Salary Increases Medical Trend Rate 4.08% N/A 4.08% 2.60% N/A 7.75% degrading to 6.55% by 2028 79 501 City of Orono Notes to the Financial Statements December 31, 2025 Note 5: Postemployment Benefits Other Than Pensions (Continued) The discount rate used to measure the total OPEB liability was 0.0408 percent. Mortality rates were based on the recently published PERA actuarial valuations. The actuarial assumptions used in the valuation were based on input from a variety of published sources of historical and projected future financial data. Each assumption was reviewed for reasonableness with the source information as well as for consistency with the other economic assumptions. D. Changes in the Total OPEB Liability Balances at December 31, 2024 Changes for the Year Service Costs Interest Costs Assumption Changes Differences between expected and actual experience Benefit Payment Net Changes Balances at December 31, 2025 Since the prior measurement date, the following assumptions changed: Total OPEB Liability $ 921,014 127,034 38,316 (24,560) 26,735 (63,407) 104,118 $ 1,025,132 • Medical trend was updated based on recently published trend model and trend surveys to better reflect future anticipated experience • Medical per capita claims tables were updated based on recent experience and demographics. • Future retiree participation rates were updated from 60% to 50% based on analysis of past plan experience. • The discount rate was updated from 4.05% to 3.77% based on recent municipal bond index rates. Since the prior measurement date, the following plan provisions changed: • None Since the prior measurement date, the following benefit terms changed: • None E. Sensitivity of the Net OPEB Liability The following presents the net OPEB liability of the City, as well as what the City's net OPEB liability would be if it were calculated using a discount rate one percentage point lower or one percentage point higher than the current discount rate: 1 Percent Decrease 3.08% $ 1,106,114 Discount Rate Current 4.08% $ 1,025,132 1 Percent Increase 5.08% $ 949,373 80 502 City of Orono Notes to the Financial Statements December 31, 2025 Note 5: Postemployment Benefits Other Than Pensions (Continued) The following presents the City's net OPEB liability, as well as what the City's net OPEB liability would be if it were calculated using a healthcare cost trend rate one percentage point lower or one percentage point higher than the current healthcare cost trend rate: 1 Percent Decrease 6.55% Decreasing to 5.55% $ 894,378 Healthcare Cost Trend Rates 7.75% Decreasing to 6.55% $ 1,025,132 1 Percent Increase 8.75% Decreasing to 7.75% $ 1,179,616 81 503 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 6: Other Information A. Risk Management The City is exposed to various risks of loss related to torts; theft of, damage to and destruction of assets; errors and omissions; injuries to employees; and natural disasters. Workers compensation coverage is provided through a pooled self-insurance program through the League of Minnesota Cities Insurance Trust (LMCIT). The City pays an annual premium to the LMCIT. The City is subject to supplemental assessments if deemed necessary by the LMCIT. The LMCIT reinsures through Workers Compensation Reinsurance Association (WCRA) as required by law. For workers compensation, the City is not subject to a deductible. Property and casualty insurance is provided through a pooled self-insurance program through the LMCIT. The City pays an annual premium to the LMCIT. The City is subject to supplemental assessments if deemed necessary by the LMCIT. The LMCIT reinsures through commercial companies for claims in excess of various amounts. The City retains risk for the deductible portion of the insurance policies and for any exclusions from the insurance policies. These amounts are considered immaterial to the financial statements. The City continues to carry commercial insurance for all other risks of loss, including disability and employee health insurance. There were no significant reductions in insurance from the previous year or settlements in excess of insurance coverage for any of the past three fiscal years. The risk management activities of the City are accounted for by the Risk Management fund, an internal service fund, which charges its costs to user departments. The fund is designed to build up a reserve which will provide the City the opportunity to assume a greater share of its insurance risks and thereby reducing the cost to purchase insurance. B. Contingencies Tax Increment Financing Districts The City's tax increment districts are subject to review by the State of Minnesota Office of the State Auditor (OSA). Any disallowed claims or misuse of tax increments could become a liability of the applicable fund. Management has indicated that they are not aware of any instances of noncompliance which would have a material effect on the financial statements. The City has entered into "pay as you go" Tax Increment Financing notes within its TIF districts. These notes are payable only to the extent of the increment received. As a result, they are a commitment within the district but they have not met the criteria to be reported as a liability on the statement of net position. C. Flexible Benefit Plan The City offers a flexible benefit plan (the Plan). The Plan is a "cafeteria plan" under §125 of the Internal Revenue Code (IRC). All employees who meet the eligibility requirements may participate in the Plan. To be eligible, an employee must be at least 18 years of age and be regularly scheduled to work more than 30 hours per week. Eligible employees can elect to participate by contributing pre-tax dollars withheld from payroll checks to the Plan for healthcare and dependent care benefits. Payments are made from the Plan to participating employees upon submitting a request for reimbursement of eligible expenses actually incurred by the participant. All assets of the Plan are held and administered by an independent contract administrator for childcare and medical expense reimbursements, and by the City for health insurance premiums. All activity of the Plan is included in the financial statements as part of the General Fund and enterprise funds as employee benefits. 82 504 City of Orono, Minnesota Notes to the Financial Statements December 31, 2025 Note 6: Other Information (Continued) All property of the Plan and income attributable to that property is solely the property of the City, subject to the claims of the City's general creditors. Participants' rights under the Plan are equal to those of general creditors of the City in an amount equal to the eligible healthcare and dependent care expenses incurred by the participants. The City believes it is unlikely that it will use the assets to satisfy the claims of general creditors in the future. D. Conditional State Grant In 2005, as a part of the City's acquisition of Big Island Park, the City was awarded a grant from the state of Minnesota in the amount of $2,000,000. The grant is repayable to the state if the property is not maintained for low -impact recreation and conservation use. E. Police Services Contracts As of December 31, 2019, the City of Orono had several contracts to provide police services to neighboring cities. The most significant of those was a contract with the city of Mound, which the City entered into as of January 1, 2013 and which extends 10 years to December 31, 2022. The contract also included annual payments from the city of Mound starting at $1,545,000 in 2013 and increasing between 1 %-5% each year through the end of the contract. The contract has been renewed through December 31, 2026. The City also has a contract with the cities of Minnetonka Beach and Spring Park to furnish law enforcement services to each respective city. The original contract term ended December 31, 2012 and includes the option to verbally extend it each year for an additional one-year period. The contract has been extended each year through 2026. Note 7: Adjustments to and Restatement of Beginning Balances During the fiscal year 2025, changes to or within the financial reporting entity resulted in adjustments to and restatements of beginning net position and fund net position, as follows: A. Change within Major and Nonmajor Fund Reporting During fiscal year 2025, the Fire fund was determined to be major. The effects of the changes within the financial reporting entity are shown in the government -wide and fund financial statements. 83 505 THIS PAGE IS LEFT BLANK INTENTIONALLY 84 506 REQUIRED SUPPLEMENTARY INFORMATION CITY OF ORONO, MINNESOTA FOR THE YEAR ENDED DECEMBER 31, 2025 85 507 City of Orono, Minnesota Required Supplementary Information For the Year Ended December 31, 2025 Schedule of Employer's Share of PERA Net Pension Liability - General Employees Fund City's State's Proportionate Proportionate Share of the City's Share of Net Pension Proportionate the Net Pension Liability as a Plan Fiduciary City's Share of Liability City's Percentage of Net Position Fiscal Proportion of the Net Pension Associated with Covered Covered as a Percentage Year the Net Pension Liability the City Total Payroll Payroll of the Total Ending Liability (a) (b) (a+b) (c) (a/c) Pension Liability 6/30/2025 0.0344 % $ 1,141,382 $ 27,534 $ 1,168,916 $ 3,119,375 36.6 % 90.8 % 6/30/2024 0.0332 1,228,966 31,779 1,260,745 2,813,539 43.7 89.1 6/30/2023 0.0322 1,800,588 49,654 1,850,242 2,562,960 70.3 83.1 6/30/2022 0.0303 2,399,770 70,380 2,470,150 2,270,505 105.7 76.7 6/30/2021 0.0266 1,135,939 34,674 1,170,613 1,916,486 59.3 87.0 6/30/2020 0.0272 1,630,764 50,397 1,681,161 1,942,203 84.0 79.1 6/30/2019 0.0267 1,476,183 45,831 1,522,014 1,823,839 80.9 80.2 6/30/2018 0.0256 1,420,183 - 1,420,183 1,679,073 84.6 79.5 6/30/2017 0.0254 1,621,519 1,621,519 1,623,207 99.9 75.9 6/30/2016 0.0259 2,102,952 2,102,952 1,570,420 133.9 68.9 Schedule of Employer's PERA Contributions - General Employees Fund Contributions in Relation to the Contributions as Statutorily Statutorily Contribution City's a Percentage of Required Required Deficiency Covered Covered Year Contribution Contribution (Excess) Payroll Payroll Ending (a) (b) (a-b) (c) (b/c) 12/31 /2025 $ 244,837 $ 244,837 $ $ 3,264,496 7.50 % 12/31/2024 224,067 224,067 2,987,560 7.50 12/31/2023 203,588 203,588 2,714,506 7.50 12/31 /2022 178,034 178,034 2,373,789 7.50 12/31 /2021 145,120 145,120 1,934,938 7.50 12/31 /2020 152,742 152,742 2,036,563 7.50 12/31/2019 144,815 144,815 1,930,863 7.50 12/31 /2018 129,021 129,021 1,720,280 7.50 12/31 /2017 122,840 122,840 1,637,867 7.50 12/31 /2016 120,641 120,641 1,608,547 7.50 86 508 City of Orono, Minnesota Required Supplementary Information (Continued) For the Year Ended December 31.2025 Notes to the Required Supplementary Information - General Employee Retirement Fund Changes in Actuarial Assumptions 2025 - The combined service annuity loading factors increased from 15% to 19% for vested, terminated members and from 3% to 44% for non - vested, terminated members. The assumed post -retirement benefit increase changed from 1.25% to 1.5%. 2024 - The following changes in assumptions are effective with the July 1, 2024 valuation, as recommended in the most recent experience study (dated June 29, 2023): Rates of merit and seniority were adjusted, resulting in slightly higher rates. Assumed rates of retirement were adjusted as follows: increase the rate of assumed unreduced retirements, slight adjustments to Rule of 90 retirement rates, and slight adjustments to early retirement rates for Tier 1 and Tier 2 members. Minor increase in assumed withdrawals for males and females. Lower rates of disability. Continued use of Pub-2010 general mortality table with slight rate adjustments as recommended in the most recent experience study. Minor changes to form of payment assumptions for male and female retirees. Minor changes to assumptions made with respect to missing participant data. 2023 - The investment return and single discount rates were changed from 6.5 percent to 7.0 percent. 2022 - The mortality improvement scale was changed from Scale MP-2020 to Scale MP-2021. 2021 - The investment return and single discount rates were changed from 7.50 percent to 6.50 percent, for financial reporting purposes. The mortality improvement scale was changed from Scale MP-2019 to Scale MP-2020. 2020 - The price inflation assumption was decreased from 2.50% to 2.25%. The payroll growth assumption was decreased from 3.25% to 3.00%. Assumed salary increase rates were changed as recommended in the June 30, 2019 experience study. The net effect is assumed rates that average 0.25% less than previous rates. Assumed rates of retirement were changed as recommended in the June 30, 2019 experience study. The changes result in more unreduced (normal) retirements and slightly fewer Rule of 90 and early retirements. Assumed rates of termination were changed as recommended in the June 30, 2019 experience study. The new rates are based on service and are generally lower than the previous rates for years 2-5 and slightly higher thereafter. Assumed rates of disability were changed as recommended in the June 30, 2019 experience study. The change results in fewer predicted disability retirements for males and females. The base mortality table for healthy annuitants and employees was changed from the RP-2014 table to the Pub-2010 General Mortality table, with adjustments. The base mortality table for disabled annuitants was changed from the RP-2014 disabled annuitant mortality table to the PUB-2010 General/Teacher disabled annuitant mortality table, with adjustments. The mortality improvement scale was changed from Scale MP-2018 to Scale MP-2019. The assumed spouse age difference was changed from two years older for females to one year older. The assumed number of married male new retirees electing the 100% Joint & Survivor option changed from 35% to 45%. The assumed number of married female new retirees electing the 100%Joint & Survivor option changed from 15%to 30%. The corresponding number of married new retirees electing the Life annuity option was adjusted accordingly. 2019 - The mortality projection scale was changed from MP-2017 to MP-2018. 2018 - The mortality projection scale was changed from MP-2015 to MP-2017. The assumed benefit increase was changed from 1.00 percent per year through 2044 and 2.50 percent per year thereafter to 1.25 percent per year. 2017 - The Combined Service Annuity (CSA) loads were changed from 0.8 percent for active members and 60 percent for vested and non -vested deferred members. The revised CSA loads are now 0.0 percent for active member liability, 15.0 percent for vested deferred member liability and 3.0 percent for non -vested deferred member liability. The assumed post -retirement benefit increase rate was changed from 1.0 percent per year for all years to 1.0 percent per year through 2044 and 2.5 percent per year thereafter. 2016 - The assumed post -retirement benefit increase rate was changed from 1.0 percent per year through 2035 and 2.5 percent per year thereafter to 1.0 percent per year for all future years. The assumed investment return was changed from 7.9 percent to 7.5 percent. The single discount rate was changed from 7.9 percent to 7.5 percent. Other assumptions were changed pursuant to the experience study dated June 30, 2015. The assumed future salary increases, payroll growth and inflation were decreased by 0.25 percent to 3.25 percent for payroll growth and 2.50 percent for inflation. 87 509 City of Orono, Minnesota Required Supplementary Information (Continued) For the Year Ended December 31.2025 Notes to the Required Supplementary Information - General Employee Retirement Fund (Continued) Changes in Plan Provisions 2025 - The post -retirement benefit increase formula changed to 100% of the Social Security annual increase, between 1 % and 1.75%, beginning January 1, 2026. If the funded ratio (on a market value of assets basis) is less than 85% for the last two consecutive annual valuations or is less than 80% in the most recent actuarial valuation, the maximum is reduced to 1.5%. Previously, the benefit increase was 50% of the Social Security annual increase, between 1 % and 1.5%.The 1 % additional employer contribution is eliminated when the plan reaches 98% funded status (on an actuarial value of assets basis); this contribution was previously scheduled to stop when the plan reached 100% funded status. 2024 - The workers' compensation offset for disability benefits was eliminated. The actuarial equivalent factors updated to reflect the changes in assumptions. 2023 - An additional one-time direct state aid contribution of $170.1 million will be contributed to the Plan on October 1, 2023. The vesting period of those hired after June 30, 2010, was changed from five years of allowable service to three years of allowable service. The benefit increase delay for early retirements on or after January 1, 2024 was eliminated. A one-time non -compounding benefit increase of 2.5 percent minus the actual 2024 adjustment will be payable in a lump sum for calendar year 2024 by March 31, 2024. 2022 - There were no changes in plan provisions since the previous valuation. 2021 - There were no changes in plan provisions since the previous valuation. 2020 - Augmentation for current privatized members was reduced to 2.0% for the period July 1, 2020 through December 31, 2023 and 0.0% after. Augmentation was eliminated for privatizations occurring after June 30, 2020. 2019 - The employer supplemental contribution was changed prospectively, decreasing from $31.0 million to $21.0 million per year. The state's special funding contribution was changed prospectively, requiring $16.0 million due per year through 2031. 2018 - The augmentation adjustment in early retirement factors is eliminated over a five-year period starting July 1, 2019, resulting in actuarial equivalence after June 30, 2024. Interest credited on member contributions decreased from 4.0 percent to 3.0 percent, beginning July 1, 2018. Deferred augmentation was changed to 0.0 percent, effective January 1, 2019. Augmentation that has already accrued for deferred members will still apply. Contribution stabilizer provisions were repealed. Postretirement benefit increases were changed from 1.0 percent per year with a provision to increase to 2.5 percent upon attainment of 90.0 percent funding ratio to 50.0 percent of the Social Security Cost of Living Adjustment, not less than 1.0 percent and not more than 1.5 percent, beginning January 1, 2019. For retirements on or after January 1, 2024, the first benefit increase is delayed until the retiree reaches normal retirement age; does not apply to Rule of 90 retirees, disability benefit recipients, or survivors. Actuarial equivalent factors were updated to reflect revised mortality and interest assumptions. 2017 - The State's contribution for the Minneapolis Employees Retirement Fund equals $16,000,000 in 2017 and 2018, and $6,000,000 thereafter. The Employer Supplemental Contribution for the Minneapolis Employees Retirement Fund changed from $21,000,000 to $31,000,000 in calendar years 2019 to 2031. The state's contribution changed from $16,000,000 to $6,000,000 in calendar years 2019 to 2031. 2016 - There were no changes in plan provisions since the previous valuation. 88 510 City of Orono, Minnesota Required Supplementary Information (Continued) For the Year Ended December 31.2025 Schedule of Employer's Share of PERA Net Pension Liability - Police and Fire Fund City's State's Proportionate Proportionate Share of the City's Share of Net Pension Proportionate the Net Pension Liability as a Plan Fiduciary City's Share of Liability City's Percentage of Net Position Fiscal Proportion of the Net Pension Associated with Covered Covered as a Percentage Year the Net Pension Liability the City Total Payroll Payroll of the Total Ending Liability (a) (b) (a+b) (c) (a/c) Pension Liability 6/30/2025 0.2330 % $ 2,729,523 $ 94,619 $ 2,824,142 $ 3,535,593 77.2 % 91.8 % 6/30/2024 0.2265 2,979,538 113,579 3,093,117 3,136,102 95.0 90.2 6/30/2023 0.2196 3,792,207 152,722 3,944,929 2,883,738 131.5 86.5 6/30/2022 0.2234 9,721,486 424,580 10,146,066 2,713,224 358.3 70.5 6/30/2021 0.2136 1,648,766 74,123 1,722,889 2,524,268 65.3 93.7 6/30/2020 0.2173 2,864,247 - 2,864,247 2,453,352 116.7 87.2 6/30/2019 0.2257 2,402,804 2,402,804 2,309,629 104.0 89.3 6/30/2018 0.2170 2,312,996 2,312,996 2,237,340 103.4 88.8 6/30/2017 0.2130 2,875,753 2,875,753 2,144,407 134.1 85.4 6/30/2016 0.2180 8,748,719 8,748,719 2,078,460 420.9 63.9 Schedule of Employer's PERA Contributions - Police and Fire Fund Contributions in Relation to the Contributions as Statutorily Statutorily Contribution City's a Percentage of Required Required Deficiency Covered Covered Year Contribution Contribution (Excess) Payroll Payroll Ending (a) (b) (a-b) (c) (b/c) 12/31/2025 $ 642,665 $ 642,665 $ $ 3,630,874 17.70 % 12/31/2024 597,752 597,752 3,377,130 17.70 12/31 /2023 546,390 546,390 3,086,949 17.70 12/31/2022 460,205 460,205 2,600,029 17.70 12/31/2021 462,202 462,202 2,611,311 17.70 12/31/2020 455,708 455,708 2,574,623 17.70 12/31/2019 411,298 411,298 2,426,539 16.95 12/31/2018 370,490 370,490 2,286,975 16.20 12/31/2017 354,408 354,408 2,187,704 16.20 12/31/2016 340,380 340,380 2,101,111 16.20 89 511 City of Orono, Minnesota Required Supplementary Information (Continued) For the Year Ended December 31.2025 Notes to the Required Supplementary Information - Police and Fire Fund Changes in Actuarial Assumptions 2025 - Assumed rates of salary increases were reduced slightly. Assumed rates of retirement were adjusted, resulting in an overall increase in unreduced (full) retirements and an overall increase in reduced (early) retirements. Assumed rates of withdrawal were modified; the new rates will increase predicted terminations, especially in the first few years of employment. Assumed rates of disabled retirement were significantly increased, especially for ages over age 30. Continued used of Pub-2010 Public Safety Mortality Table with rates adjusted to better fit observed experience. Percent married assumption for female retirees lowered from 70%to 65%. Minor changes were made to form of payment assumptions for retirees. Minor changes were made to assumptions made with respect to missing participant data. The combined service annuity load changed from 33% to 13% for vested, terminated members and from 2%to 38% for non -vested, terminated members. 2024 - There were no changes in actuarial assumptions since the previous valuation. 2023 - The investment return assumption was changed from 6.5 percent to 7.0 percent. The single discount rate changed from 5.4 percent to 7.0 percent. 2022 - The mortality improvement scale was changed from Scale MP-2020 to Scale MP-2021. The single discount rate changed from 6.50 percent to 5.40 percent. 2021 - The investment return and single discount rates were changed from 7.5 percent to 6.5 percent, for financial reporting purposes. The inflation assumption was changed from 2.5 percent to 2.25 percent. The payroll growth assumption was changed from 3.25 percent to 3.0 percent. The base mortality table for healthy annuitants and employees was changed from the RP-2014 table to the Pub-2010 Public Safety Mortality table. The mortality improvement scale was changed from MP-2019 to MN-2020. The base mortality table for disabled annuitants was changed from the RP-2014 healthy annuitant mortality table (with future mortality improvement according to Scale MP-2019) to the Pub-2010 Public Safety disabled annuitant mortality table (with future mortality improvement according to Scale MP-2020). Assumed rates of salary increase were modified as recommended in the July 14, 2020 experience study. The overall impact is a decrease in gross salary increase rates. Assumed rates of retirement were changed as recommended in the July 14, 2020 experience study. The changes result in slightly more unreduced retirements and fewer assumed early retirements. Assumed rates of withdrawal were changed from select and ultimate rates to service -based rates. The changes result in more assumed terminations. Assumed rates of disability were increased for ages 25-44 and decreased for ages over 49. Overall, proposed rates result in more projected disabilities. Assumed percent married for active female members was changed from 60.0 percent to 70.0 percent. Minor changes to form of payment assumptions were applied. 2020 - The mortality projection scale was changed from MP-2018 to MP-2019. 2019 - The mortality projection scale was changed from MP-2017 to MP-2018. 2018 - The mortality projection scale was changed from MP-2016 to MP-2017. 2017 - Assumed salary increases were changed as recommended in the June 30, 2016 experience study. The net effect is proposed rates that average 0.34 percent lower than the previous rates. Assumed rates of retirement were changed, resulting in fewer retirements. The Combined Service Annuity (CSA) load was 30 percent for vested and non -vested deferred members. The CSA has been changed to 33 percent for vested members and 2 percent for non -vested members. The base mortality table for healthy annuitants was changed from the RP-2000 fully generational table to the RP-2014 fully generational table (with a base year of 2006), with male rates adjusted by a factor of 0.96. The mortality improvement scale was changed from Scale AA to Scale MP-2016. The base mortality table for disabled annuitants was changed from the RP- 2000 disabled mortality table to the mortality tables assumed for healthy retirees. Assumed termination rates were decreased to 3.0 percent for the first three years of service. Rates beyond the select period of three years were adjusted, resulting in more expected terminations overall. Assumed percentage of married female members was decreased from 65 percent to 60 percent. Assumed age difference was changed from separate assumptions for male members (wives assumed to be three years younger) and female members (husbands assumed to be four years older) to the assumption that males are two years older than females. The assumed percentage of female members electing joint and survivor annuities was increased. The assumed post -retirement benefit increase rate was changed from 1.0 percent for all years to 1.0 percent per year through 2064 and 2.5 percent thereafter. The single discount rate was changed from 5.6 percent to 7.5 percent. 2016 - The assumed post -retirement benefit increase rate was changed from 1.0 percent per year through 2037 and 2.5 percent per year thereafter to 1.0 percent per year for all future years. The assumed investment return was changed from 7.9 percent to 7.5 percent. The single discount rate was changed from 7.9 percent to 5.6 percent. The assumed future salary increases, payroll growth and inflation were decreased by 0.25 percent to 3.25 percent for payroll growth and 2.5 percent for inflation. 90 512 City of Orono, Minnesota Required Supplementary Information (Continued) For the Year Ended December 31.2025 Notes to the Required Supplementary Information - Police and Fire Fund (Continued) Changes in Plan Provisions 2025 - The period of time needed for benefit recipients to receive their first benefit increase was reduced by one year (from 36 months to 24 months for a full increase). The January 1, 2026 benefit increase changed from 1 % to 3%; subsequent January 1 increases will be 1 %. The threshold to end the $9 million annual state aid contribution changed from the earlier of July 1, 2048 or 90% funded for both PERA Police & Fire and MSRS State Patrol for three consecutive years to 100% funded for both PERA Police & Fire and MSRS State Patrol for three consecutive years (on an actuarial value of assets basis). The threshold to end the additional $9 million annual state aid contribution changed from the earlier of July 1, 20248 or 100% funded for a minimum of three consecutive years to 110% funded for a minimum of three consecutive years (on an actuarial value of assets basis). An additional $17.7 million in direct state aid will be paid annually each October 1 beginning October 1, 2025 through June 30, 2048. Joint and survivor actuarial equivalent factors were updated to reflect changes in assumptions. 2024 - The State contribution of $9.0 million per year will continue until the earlier of 1) both the Police and Fire Plan and the State Patrol Retirement Fund attain 90.0 percent funded status for three consecutive years (on an actuarial value of assets basis) or 2) July 1, 2048. The contribution was previously due to expire after attaining a 90.0 percent funded status for one year. The additional $9.0 million contribution will continue until the Police and Fire Plan is fully funded for a minimum of three consecutive years on an actuarial value of assets basis, or July 1, 2048, whichever is earlier. This contribution was previously due to expire upon attainment of fully funded status on an actuarial value of assets basis for one year (or July 1, 2048 if earlier). 2023 - An additional one-time direct state aid contribution of $19.4 million will be contributed to the Plan on October 1, 2023. The vesting requirement for new hires after June 30, 2014 was changed from a graded 20-year vesting schedule to a graded 10-year vesting schedule, with 50 percent vesting after five years increasing incrementally to 100 percent after 10 years. A one-time non -compounding benefit increase of 3.0 percent will be payable in a lump sum for calendar year 2024 by March 31, 2024. Psychological treatment is required effective July 1, 2023 prior to approval for a duty disability benefit for a psychological condition relating to the member's occupation. The total and permanent duty disability was increased, effective July 1, 2023. 2022 - There were no changes in plan provisions since the previous valuation. 2021 - There were no changes in plan provisions since the previous valuation. 2020 - There were no changes in plan provisions since the previous valuation. 2019 - There were no changes in plan provisions since the previous valuation. 2018 - As set by statute, the assumed post -retirement benefit increase was changed from 1.0 percent per year through 2064 and 2.5 percent per year, thereafter, to 1.0 percent for all years, with no trigger. An end date of July 1, 2048 was added to the existing $9 million state contribution. New annual state aid will equal $4.5 million in fiscal years 2019 and 2020, and $9 million thereafter until the plan reaches 100 percent funding, or July 1, 2048, if earlier. Member contributions were changed from 10.8 percent to 11.3 percent of pay, effective January 1, 2019 and 11.8 percent of pay, effective January 1, 2020. Employer contributions were changed from 16.2 percent to 16.95 percent of pay, effective January 1, 2019 and 17.7 percent of pay, effective January 1, 2020. Interest credited on member contributions decreased from 4.0 percent to 3.0 percent, beginning July 1, 2018. Deferred augmentation was changed to 0.0 percent, effective January 1, 2019. Augmentation that has already accrued for deferred members will still apply. Actuarial equivalent factors were updated to reflect revised mortality and interest assumptions. 2017- Assumed salary increases were changed as recommended in the June 30, 2016 experience study. The net effect is proposed rates that average 0.34 percent lower than the previous rates. Assumed rates of retirement were changed, resulting in fewer retirements. The combined service annuity (CSA) load was 30.0 percent for vested and non -vested, deferred members. The CSA has been changed to 33.0 percent for vested members and 2.0 percent for non -vested members. The base mortality table for healthy annuitants was changed from the RP-2000 fully generational table to the RP-2014 fully generational table (with a base year of 2006), with male rates adjusted by a factor of 0.96. The mortality improvement scale was changed from Scale AA to Scale MP-2016. The base mortality table for disabled annuitants was changed from the RP- 2000 disabled mortality table to the mortality tables assumed for healthy retirees. Assumed termination rates were decreased to 3.0 percent for the first three years of service. Rates beyond the select period of three years were adjusted, resulting in more expected terminations overall. Assumed percentage of married female members was decreased from 65.0 percent to 60.0 percent. Assumed age difference was changed from separate assumptions for male members (wives assumed to be three years younger) and female members (husbands assumed to be four years older) to the assumption that males are two years older than females. The assumed percentage of female members electing joint and survivor annuities was increased. The assumed postretirement benefit increase rate was changed from 1.0 percent for all years to 1.0 percent per year through 2064 and 2.5 percent thereafter. The single discount rate was changed from 5.6 percent per annum to 7.5 percent per annum. 2016 - There were no changes in plan provisions since the previous valuation. 91 513 City of Orono Required Supplementary Information (Continued) For the Year Ended December 31, 2025 Schedule of Changes in the City's OPEB Liability and Related Ratios Total OPEB Liability Service Costs Interest Costs Assumption Changes Differences between expected and actual experience Benefit Payment Net Change in Total OPEB Liability Total OPEB Liability - Beginning Total OPEB Liability - Ending Covered - Employee Payroll City's total OPEB liability as a percentage of covered employee payroll Changes in assumptions: • None Changes in Plan Provisions: • None Changes in benefits: • None 127,034 123,700 158,965 118,604 38,316 51,779 28,284 24,704 (24,560) (56,994) (198,518) (344,599) 26,735 (331,212) 141 405,645 (63,407) (42,109) (54,022) (20,145) 104,118 (254,836) (65,150) 184,209 921,014 1,175,850 1,241,000 1,056,791 $ 1,025,132 $ 921,014 $ 1,175,850 $ 1,241,000 $ 6,000,000 $ 6,600,000 $ 6,100,000 $ 4,900,000 17.09 % 13.95 % 19.28 % 25.33 % Note - Schedules is intended to show 10-year trend. Additional years will be reported when they become available. Note -there are no assets accumulated in a trust 92 514 nnn, nnnn 101,611 87,721 27,156 38,684 53,610 114,403 (413) (179,406) (29,318) (30,694) 152,646 30,708 904,145 873,437 $ 1,056,791 $ 904,145 $ 4,400,000 $ 4,200,000 nnin nn,o 90,925 82,950 31,294 30,294 (49,156) 23,193 (36,813) (35,472) 36,250 100,965 837,187 736,222 $ 873,437 $ 837,187 $ 4,000,000 $ 3,900,000 24.02 % 21.53 % 21.84 % 21.47 % 93 515 Revenues Taxes Licenses and permits Intergovernmental Charges for services Fines and forfeitures Investment earnings Miscellaneous Rents and refunds Other Total Revenues Expenditures Current General government Public safety Public Works Parks and recreation Capital outlay Public safety Total Expenditures Excess of Revenues Over Expenditures Other Financing Sources (Uses) Proceeds from sale of capital assets Transfers out Total Financing Sources (Uses) Net Change in Fund Balances Fund Balances, January 1 Fund Balances, December 31 City of Orono, Minnesota Budgetary Comparison Schedule Budget and Actual General Fund For the Year Ended December 31, 2025 Budgeted Amounts Original and Final Actual Amounts Variance with Final Budget $ 6,913,000 $ 6,841,660 $ (71,340) 653,000 899,786 246,786 310,150 467,084 156,934 3,856,800 4,109,321 252,521 65,000 47,030 (17,970) 100,650 177,561 76,911 5,400 - (5,400) 31,000 155,904 124,904 11,935,000 121698,346 763,346 1,920,550 1,913,771 6,779 8,346,450 8,452,523 (106,073) 926,000 996,138 (70,138) 343,050 297,068 45,982 221,500 227,187 (5,687) 11,757,550 11,886,687 (129,137) 177,450 811,659 634,209 - 1,680 1,680 (177,450) (264,963) (87,513) (177,450) (263,283) (85,833) - 548,376 548,376 4,775,598 4,775,598 $ 4,775,598 $ 5,323,974 $ 548,376 The notes to the financial statements are an integral part of this statement. 94 516 City of Orono, Minnesota Required Supplementary Information (Continued) For the Year Ended December 31, 2025 Notes to the Required Supplemental Information - Budgetary Reporting A. Budgetary Comparison Schedule The budgetary comparison schedule presents the comparison of the original and legally amended budget with actual amounts on a departmental level for the General and Special Revenue funds. The departmental level budgets are adopted on a basis consistent with generally accepted accounting principles. The fund balance reports revenue in the period in which they become measurable and available. B. Excess of Expenditures Over Appropriations For the year ended December 31, 2025, expenditures exceeded appropriations in the following funds: Fund General Fund Budget $ 11,757,550 Excess of Expenditures Over Actual Appropriations $ 11,886,687 $ 129,137 These excess expenditures were funded by greater than anticipated revenues. C. Summary of Significant Budget Variances The General fund revenues and expenditures varied significantly from final budget amounts as noted below: Revenues • Licenses and permits revenue exceeded final budgeted amounts due to more building permit revenue than anticipated at time of final budget approval. • Intergovernmental revenue exceeded final budgeted amounts due to more police state aid received than anticipated. • Charges for services exceeded final budgeted amounts primarily due to more site examination fees received than anticipated. Expenditures • Public safety expenditures were over final budgeted amounts due to fire services costs greater than expected. D. Budgetary Compliance There were no budgetary compliance violations for the fiscal year ending December 31, 2025. 95 517 THIS PAGE IS LEFT BLANK INTENTIONALLY 96 518 COMBINING AND INDIVIDUAL FUND FINANCIAL STATEMENTS AND SCHEDULES CITY OF ORONO, MINNESOTA FOR THE YEAR ENDED DECEMBER 31, 2025 97 519 THIS PAGE IS LEFT BLANK INTENTIONALLY 98 520 NONMAJOR GOVERNMENTAL FUNDS 99 521 City of Orono, Minnesota Nonmajor Governmental Funds Combining Balance Sheet December 31, 2025 Assets Cash and temporary investments Receivables Accrued interest Taxes Special assessments Due from other governments Due from other funds Total Assets Liabilities Accounts and contracts payable Due to other funds Total Liabilities Deferred Inflows of Resources Unavailable revenues - delinquent taxes Unavailable revenues - special assessments Total Deferred Inflows of Resources Fund Balances Restricted Committed Assigned Unassigned Total Fund Balances Total Liabilities, Deferred Inflows of Resources and Fund Balances Special Debt Revenue Service $ 2,004,382 $ 559,776 Capital Projects $ 3,042,410 Total Nonmajor Governmental $ 5,606,568 3,220 2,372 7,143 12,735 3,934 14,949 19,669 38,552 61,093 - - 61,093 1,884 9,975 8,679 20,538 431,875 - - 431,875 $ 2,506,388 $ 587,072 $ 3,077,901 $ 6,171,361 $ 6,166 $ - $ 55,597 $ 61,763 431,875 - 431,875 438,041 - 55,597 493,638 3,934 14,949 19,669 38,552 61,093 - - 61,093 65,027 14,949 19,669 99,645 1,504,935 572,123 - 2,077,058 840,447 - - 840,447 - 3,002,635 3,002,635 (342,062) - - (342,062) 2,003,320 572,123 3,002,635 5,578,078 $ 2,506,388 $ 587,072 $ 3,077,901 $ 6,171,361 100 522 City of Orono, Minnesota Nonmajor Governmental Funds Combining Statement of Revenues, Expenditures and Changes in Fund Balances For the Year Ended December 31, 2025 Revenues Taxes Special assessments Licenses and permits Charges for services Fines and forfeitures Investment earnings Miscellaneous Total Revenues Expenditures Current Parks and recreation Community development Capital outlay Public safety Public works Parks and recreation Debt service Principal Interest and other charges Total Expenditures Excess (Deficiency) of Revenues Over (Under) Expenditures Other Financing Sources (Uses) Transfers in Sale of capital assets Total Other Financing Sources (Uses) Net Change in Fund Balances Fund Balances, January 1, as previously stated Change within financial reporting entity (nonmajor to major) Fund Balances, January 1, as restated Fund Balances, December 31 Total Nonmajor Special Debt Capital Governmental Revenue Service Projects Funds $ 290,087 $ 1,056,058 $ 990,475 $ 2,336,620 33,881 - - 33,881 15,190 - - 15,190 23,271 - - 23,271 11,695 - - 11,695 82,186 16,585 131,591 230,362 4,065 - 23,714 27,779 460,375 1,072,643 1,145,780 2,678,798 44,044 - 44,044 4,008 - 4,008 75,942 - 5,550 81,492 - - 2,368,313 2,368,313 80,292 - - 80,292 - 615,000 - 615,000 - 403,151 - 403,151 204,286 1,018,151 2,373,863 3,596,300 256,089 54,492 (1,228,083) (917,502) - - 580,000 580,000 - - 66,200 66,200 - - 646,200 646,200 256,089 54,492 (581,883) (271,302) 1,747,231 517,631 3,522,389 5,787,251 - - 62,129 62,129 1,747,231 517,631 3,584,518 5,849,380 $ 2,003,320 $ 572,123 $ 3,002,635 $ 5,578,078 101 523 THIS PAGE IS LEFT BLANK INTENTIONALLY 102 524 NONMAJOR SPECIAL REVENUE FUNDS Special Revenue funds are used to account for specific revenues that are legally restricted to expenditures for particular purposes. Park Fund accounts for received park dedication fees to be used for land acquisition and park development. Drug and Felony Forfeiture Fund accounts for proceeds received from seizures relating to drug and felony criminal activity, donations received for the police department, other appropriate revenues authorized by the City Council, and all authorized related expenditures. Affordable Housing Fund accounts for revenues and expenditures related to financial assistance packages provided to several low-income households to make new town home units affordable. Lurton Park Fund accounts for revenues and expenditures related to the maintenance and trails within Lurton Park property. Senior Housing TIF accounts for revenues and expenditures related to the senior housing property. Carmen Bay Lake Improvement Fund accounts for revenues and expenditures related to the improvement of Carmen Bay. HRA General Fund accounts for revenues from and expenditures related to housing programs. Stubbs Bay Lake Improvement Fund accounts for revenues and expenditures related to the improvement of Stubbs Bay. 103 525 City of Orono, Minnesota Nonmajor Special Revenue Funds Subcombining Balance Sheet December 31, 2025 225 231 233 234 Drug and Felony Affordable Lurton Park Forfeiture Housing Park Assets Cash and temporary investments $ 781,277 $ 743,019 $ 154,443 $ 61,820 Receivables Accrued interest 1,636 965 218 147 Taxes 3,934 - - - Special assessments - - - - Due from other governments 1,733 - - - Due from other funds Total Assets Liabilities Accounts and contracts payable Due to other funds Total Liabilities Deferred Inflows of Resources Unavailable revenues - taxes Unavailable revenues - special assessments Total Deferred Inflows of Resources Fund Balances Restricted Committed Unassigned Total Fund Balances Total Liabilities, Deferred Inflows of Resources and Fund Balances $ 788,580 $ 743,984 $ 154,661 $ 61,967 $ 6,166 6,166 - - - 3,934 - - - 3,934 - - - - 743,984 154,661 - 778,480 - - 61,967 778,480 743,984 154,661 61,967 $ 788,580 $ 743,984 $ 154,661 $ 61,967 104 526 235 239 241 242 Carmen Bay Stubbs Bay Senior Lake HRA General Lake Housing TIF Improvement Fund Improvement Total $ 89,564 $ 893 $ 173,366 $ - $ 2,004,382 249 5 - - 3,220 - - - - 3,934 - 36,400 - 24,693 61,093 - 151 - - 1,884 - 431,875 - 431,875 $ 89,813 $ 37,449 $ 605,241 $ 24,693 $ 2,506,388 6,166 431,875 - - - 431,875 431,875 - - - 438,041 - - - - 3,934 - 36,400 - 24,693 61,093 - 36,400 - 24,693 65,027 - 1,049 605,241 - 1,504,935 - - - - 840,447 (342,062) - - - (342,062) (342,062) 1,049 605,241 - 2,003,320 $ 89,813 $ 37,449 $ 605,241 $ 24,693 $ 2,506,388 105 527 City of Orono, Minnesota Nonmajor Special Revenue Funds Subcombining Statement of Revenues, Expenditures and Changes in Fund Balances For the Year Ended December 31, 2025 225 231 233 234 Drug and Felony Affordable Lurton Park Forfeiture Housing Park Revenues Taxes $ 197,657- Special assessments - - - - Licenses and permits 15,190 - - - Charges for services - - - 23,271 Fines and forfeitures - 11,695 - - Investment earnings 30,781 33,077 6,663 2,440 Miscellaneous 4,045 - - 20 Total Revenues 247,673 44,772 6,663 25,731 Expenditures Current Parks and recreation 9,622 - - 693 Community development - - - - Capital outlay Public safety - 75,942 - - Parks and recreation 80,292 - - - Total Expenditures 89,914 75,942 - 693 Net Change in Fund Balances 157,759 (31,170) 6,663 25,038 Fund Balances, January 1 620,721 775,154 147,998 36,929 Fund Balances, December 31 $ 778,480 $ 743,984 $ 154,661 $ 61,967 106 528 235 239 241 242 Carmen Bay Stubbs Bay Senior Lake HRA General Lake Housing TIF Improvement Fund Improvement Total $ 92,430 $ - $ - $ - $ 290,087 - 33,881 - - 33,881 - - - - 15,190 - - - - 23,271 - - - - 11,695 5,367 84 3,774 - 82,186 - - - - 4,065 97,797 33,965 3,774 - 460,375 - 33,729 - - 44,044 4,008 - - - 4,008 - - - - 75,942 - - - - 80,292 4,008 33,729 - - 204,286 93,789 236 3,774 - 256,089 (435,851) 813 601,467 - 1,747,231 $ L3 062) $ 1,049 $ 605,241 $ - $ 2,003,320 107 529 Revenues Taxes Licenses and permits Investment earnings Miscellaneous Other Total Revenues Expenditures Current Parks and recreation Capital outlay Parks and recreation Total Expenditures Net Change in Fund Balances Fund Balances, January 1 Fund Balances, December 31 City of Orono, Minnesota Budgetary Comparison Schedule Budget and Actual Park Fund For the Year Ended December 31, 2025 Budgeted Amounts Actual Variance with Original and Final Amounts Final Budget $ 200,000 $ 197,657 $ (2,343) 10,000 15,190 5,190 17,400 30,781 13,381 - 4,045 4,045 227,400 247,673 20,273 9,622 (9,622) 176,400 80,292 96,108 176,400 89,914 86,486 51,000 157,759 106,759 620,721 620,721 $ 671,721 $ 778,480 $ 106,759 108 530 City of Orono, Minnesota Budgetary Comparison Schedule Budget and Actual Drug and Felony Forfeiture Fund For the Year Ended December 31, 2025 Budgeted Amounts Actual Variance with Original and Final Amounts Final Budget Revenues Fines and forfeitures $ - $ 11,695 $ 11,695 Investment earnings 22,400 33,077 10,677 Total Revenues 22,400 44,772 22,372 Expenditures Current Public safety Capital outlay Public safety Total Expenditures 81,500 75,942 5,558 81,500 75,942 5,558 Net Change in Fund Balances (59,100) (31,170) 27,930 Fund Balances, January 1 775,154 775,154 - Fund Balances, December 31 $ 716,054 $ 743,984 $ 27,930 109 531 City of Orono, Minnesota Budgetary Comparison Schedule Budget and Actual Senior Housing TIF Fund For the Year Ended December 31, 2025 Budgeted Amounts Actual Variance with Original and Final Amounts Final Budget Revenues Taxes $ 93,000 $ 92,430 $ (570) Investment earnings 3,700 5,367 1,667 Total Revenues 96,700 97,797 1,097 Expenditures Current Community development Net Change in Fund Balances Fund Balances, January 1 Fund Balances, December 31 96,700 4,008 92,692 93,789 93,789 (435,851) (435,851) - $ (435,851) $ (342,062) $ 93,789 110 532 NONMAJOR DEBT SERVICE FUNDS Debt Service funds are used to account for the accumulation of resources for, and payment of, principal and interest and related costs on general long-term debt. 2014 Improvement Bonds accounts for resources accumulated and payments for principal and interest associated with financing improvement projects. 2021 Improvement Bonds accounts for resources accumulated and payments for principal and interest associated with financing improvement projects. 111 533 Assets Cash and temporary investments Receivables Accrued interest Taxes Due from other governments Total Assets Deferred Inflows of Resources Unavailable revenues - delinquent taxes Fund Balances Restricted Total Deferred Inflows of Resources and Fund Balances City of Orono, Minnesota Nonmajor Debt Service Funds Subcombining Balance Sheet December 31, 2025 322 2014 Improvement $ 531,140 2,372 324 2021 Improvement Bonds Total $ 28,636 $ 559,776 - 2,372 14,949 14,949 $ 536,891 $ 50,181 $ 587,072 $ - $ 14,949 $ 14,949 536,891 35,232 572,123 $ 536,891 $ 50,181 $ 587,072 112 534 Revenues Taxes Investment earnings Total Revenues Expenditures Debt service Principal Interest and other charges Total Expenditures Net Change in Fund Balances Fund Balances, January 1 City of Orono, Minnesota Nonmajor Debt Service Funds Subcombining Statement of Revenues, Expenditures and Changes in Fund Balances For the Year Ended December 31, 2025 322 2014 Improvement Bonds 324 2021 Improvement Bonds Total $ 303,700 $ 752,358 $ 1,056,058 14,224 2,361 16,585 317,924 754,719 1,072,643 250,000 365,000 615,000 39,219 363,932 403,151 289,219 728,932 1,018,151 28,705 25,787 54,492 508,186 9,445 517,631 Fund Balances, December 31 $ 536,891 $ 35,232 $ 572,123 113 535 THIS PAGE IS LEFT BLANK INTENTIONALLY 114 536 NONMAJOR CAPITAL PROJECTS FUNDS Capital Project funds account for financial resources to be used for acquisition or construction of major capital facilities (other than those financed by Proprietary funds). Improvement Equipment Outlay Fund accounts for the capital outlay costs of obtaining new equipment for various functions. Permanent Improvement Revolving Fund accounts for the construction costs prior to obtaining permanent financing. Pavement Management Plan Fund collects and allocates resources related to the repair and maintenance of roads within the city. Community Investment Construction Fund is used to collect and spend resources on the various community assets of the City. Police Capital Fund accounts for the revenues and expenditures relating to the Orono Police Department. 115 537 City of Orono, Minnesota Nonmajor Capital Projects Funds Subcombining Balance Sheet December 31, 2025 405 406 408 435 437 Improvement Permanent Community Pavement Equipment Revolving Investment Management Police Outlay Improvement Construction Plan Capital Total Assets Cash and temporary investments $ 48,358 $ 1,193,609 $ 355,887 $ 873,034 $ 571,522 $ 3,042,410 Receivables Accrued interest 2,980 1,476 1,778 482 427 7,143 Taxes - - - 19,669 - 19,669 Due from other governments - - - 8,679 8,679 Total Assets $ 51,338 $ 1,195,085 $ 357,665 $ 901,864 $ 571,949 $ 3,077,901 Liabilities Accounts and contracts payable $ $ - $ - $ 55,597 $ - $ 55,597 Deferred Inflows of Resources Unavailable revenues - delinquent taxes - - - 19,669 19,669 Fund Balances Assigned 51,338 1,195,085 357,665 826,598 571,949 3,002,635 Total Liabilities, Deferred Inflows of Resources and Fund Balances $ 51,338 $ 1,195,085 $ 357,665 $ 901,864 $ 571,949 $ 3,077,901 116 538 Revenues Taxes Investment earnings Miscellaneous Total Revenues Expenditures Capital outlay Public safety Public works Total Expenditures Excess (Deficiency) of Revenues Over (Under) Expenditures Other Financing Sources (Uses) Transfers in Sale of capital assets Total Other Financing Sources (Uses) Net Change in Fund Balances Fund Balances, January 1, as previously stated Change within financial reporting entity (nonmajor to major) Fund Balances, January 1, as restated Fund Balances, December 31 City of Orono, Minnesota Nonmajor Capital Projects Funds Subcombining Statement of Revenues, Expenditures and Changes in Fund Balances For the Year Ended December 31.2025 (Formerly Nonmajor) 405 406 408 415 435 437 Improvement Permanent Community Pavement Equipment Revolving Investment Management Police Outlay Improvement Construction Fire Plan Capital Total $ - $ - $ - $ 990,475 $ - $ 990,475 6,103 51,494 15,349 38,187 20,458 131,591 - - - - 23,714 23,714 6,103 51,494 15,349 1,028,662 44,172 1,145,780 - - - 5,550 5,550 1,224,245 1,144,068 - 2,368,313 1,224,245 1,144,068 5,550 2,373,863 (1,218,142) 51,494 15,349 (115,406) 38,622 (1,228,083) 510,000 - - 70,000 580,000 66,200 - 66,200 576,200 70,000 646,200 (641,942) 51,494 15,349 (115,406) 108,622 (581,883) 693,280 1,143,591 342,316 (62,129) 94ZO04 463,327 3,522,389 - - - 62,129 - 62,129 693,280 1,143,591 342,316 - 942,004 463,327 3,584,518 $ 51,338 $ 1,195,085 $ 357,665 $ - $ 826,598 $ 571,949 $ 3,002,635 117 539 THIS PAGE IS LEFT BLANK INTENTIONALLY 118 540 NONMAJOR PROPRIETARY FUNDS Nonmajor proprietary funds are used to account for the financial resources that are produced and used by the business - type funds that are not significant enough to be presented individually. Recycling Fund accounts for the revenues and expenses related to the City's recycling program. Cable Television Fund accounts for the revenues and expenses created from the cable franchise agreements that the City is a part of. Golf Course Fund accounts for the revenues and expenses relating to the operation of the City's golf course. 119 541 City of Orono, Minnesota Combining Statement of Net Position Nonmajor Proprietary Funds December 31, 2025 Assets Current Assets Cash and temporary investments Receivables Accrued interest Accounts Total Current Assets Noncurrent Assets Capital assets Improvements other than buildings Machinery and equipment Total Capital Assets Less accumulated depreciation Net Capital Assets Total Assets Deferred Outflows of Resources Deferred pension resources Liabilities Current Liabilities Accounts and contracts payable Accrued salaries payable Due to other governments Compensated absences payable - current portion Other postemployment benefits payable Total Current Liabilities Noncurrent Liabilities Compensated absences payable Net pension liability Other postemployment benefits payable Total Noncurrent Liabilities Total Liabilities Deferred Inflows of Resources Deferred pension resources Net Position Investment in capital assets Unrestricted Total Net Position Business -type Activities - Enterprise Funds Recycling Cable Television Golf Course Total $ 99,173 $ (53,558) $ (29,914) $ 15,701 114 49 163 - 247,037 247,037 331,304 - 331,304 331,304 247,037 578,341 (120,791) (148,400) (269,191) - 210,513 98,637 309,150 138,614 168,656 72,684 379,954 1,648 - 17,141 18,789 - - 21071 2,071 597 46 5,512 6,155 1 1 759 10,481 11,240 759 10,481 11,240 5,049 52,484 57,533 438 19,076 19,514 6,246 - 82,041 88,287 7,617 46 100,744 108,407 3,170 - 32,945 36,115 - 210,513 98,637 309,150 129,475 (41,903) (142,501) (54,929) $ 129,475 $ 168,610 $ (43,864) $ 254,221 120 542 City of Orono, Minnesota Combining Statement of Revenues, Expenses and Changes in Net Position Nonmajor Proprietary Funds For the Year Ended December 31, 2025 Business -type Activities - Enterprise Funds Recycling Cable Television Golf Course Total Operating Revenues Charges for services $ 269,420 $ 52,271 $ 282,536 $ 604,227 Golf shop - - 21,253 21,253 Golf cart rentals - - 115,202 115,202 Food and beverage - - 22,630 22,630 Total Operating Revenues 269,420 52,271 441,621 763,312 Operating Expenses Personnel services 20,299 - 270,329 290,628 Other services and charges - - 124,417 124,417 Supplies - - 57,113 57,113 Professional services 247,541 45,004 - 292,545 Depreciation - 15,004 5,591 20,595 Other 25,197 - - 25,197 Total Operating Expenses 293,037 60,008 457,450 810,495 Operating Income (Loss) (23,617) (7,737) (15,829) (47,183) Nonoperating Revenues Intergovernmental 19,681 - - 19,681 Investment earnings (losses) 4,279 - 223 4,502 Miscellaneous revenues 9,315 - (194) 9,121 Total Nonoperating Revenues (Expense) 33,275 - 29 33,304 Income (Loss) Before Transfers 9,658 (7,737) (15,800) (13,879) Transfers In - 17,513 - 17,513 Change in Net Position 9,658 9,776 (15,800) 3,634 Net Position - January 1 119,817 158,834 (28,064) 250,587 Net Position, December 31 $ 129,475 $ 168,610 $ (43,864) $ 254,221 121 543 City of Orono, Minnesota Combining Statement of Cash Flows Nonmajor Proprietary Funds For the Year Ended December 31, 2025 Cash Flows from Operating Activities Receipts from customers and users Other operating receipts Payments to suppliers Payments to employees Net Cash Provided (Used) by Operating Activities Cash Flows from Noncapital Financing Activities Intergovernmental receipts Payments on interfund balances Transfers from other funds Net Cash Provided (Used) by Noncapital Financing Activities Cash Flows from Capital and Related Financing Activities Acquisition of capital assets Cash Flows from Investing Activities Investment receipts Net Increase (Decrease) in Cash and Cash Equivalents Cash and Cash Equivalents, January 1 Cash and Cash Equivalents, December 31 Reconciliation of Operating Loss to Net Cash Provided (Used) by Operating Activities Operating Income (loss) Adjustments to reconcile operating income (loss) to net cash provided (used) by operating activities Depreciation Other income related to operations (Increase) decrease in assets/deferred outflows of resources Receivables Accounts receivable Prepaid items Deferred pension resources Increase (decrease) in liabilities/deferred inflows of resources Accounts and contracts payable Accrued salaries payable Due to other governments Compensated absences payable Net pension liability Other postemployment benefits payable Deferred pension resources Net Cash Provided (Used) by Operating Activities Business -type Activities - Enterprise Funds Recycling Cable Television Golf Course Total $ 267,726 $ 55,837 $ 437,709 $ 761,272 9,315 - (194) 9,121 (279,287) (45,140) (182,049) (506,476) (18,924) (261,504) (280,428) (21,170) 10,697 (6,038) (16,511) 19,681 19,681 (6,651) - (6,651) 17,513 17,513 13,030 17,513 30,543 (63,760) - (63,760) 4,391 230 4,621 (3,749) (35,550) (5,808) (45,107) 102,922 (18,008) (24,106) 60,808 $ 99,173 $ (53,558) $ (29,914) $ 15,701 $ (23,617) $ (7,737) $ (15,829) $ (47,183) - 15,004 5,591 20,595 9,315 - (194) 9,121 (1,694) 3,566 (3,912) (2,040) - - 239 239 (432) - (3,299) (3,731) (6,549) (136) (567) (7,252) 29 - 1,310 1,339 (191) (191) 1,518 20,962 22,480 55 (4,338) (4,283) 215 (2,581) (2,366) (10) (3,229) (3,239) $ (21,170) $ 10,697 $ (6,038) $ (16,511) 122 544 City of Orono, Minnesota General Fund Schedule of Revenues, Expenditures and Changes in Fund Balances Budget and Actual For the Year Ended December 31, 2025 Budget Amounts Actual Variance with Original Final Amounts Final Budget Revenues Taxes $ 6,913,000 $ 6,913,000 $ 6,841,660 $ (71,340) Licenses and permits 653,000 653,000 899,786 246,786 Intergovernmental 310,150 310,150 467,084 156,934 Charges for services 3,856,800 3,856,800 4,109,321 252,521 Fines and forfeitures 65,000 65,000 47,030 (17,970) Investment earnings 100,650 100,650 177,561 76,911 Miscellaneous Rents and refunds 5,400 5,400 - (5,400) Other 31,000 31,000 155,904 124,904 Total Revenues 11,935,000 11,935,000 12,698,346 763,346 Expenditures Current General government Administration 772,900 772,900 701,162 71,738 Election 37,150 37,150 43,784 (6,634) Finance 346,250 346,250 326,385 19,865 Legal 121,000 121,000 167,531 (46,531) Human services 12,000 12,000 12,000 Central services 520,250 520,250 555,482 (35,232) Special services 111,000 111,000 107,427 3,573 Total general government 1,920,550 1,920,550 1,913,771 6,779 Public safety Police 5,840,100 5,840,100 5,798,859 41,241 Fire 1,598,000 1,598,000 1,758,137 (160,137) Inspection and Zoning 908,350 908,350 895,527 12,823 Total public safety 8,346,450 8,346,450 8,452,523 (106,073) Public works Streets 926,000 926,000 996,138 (70,138) Parks and recreation Other 343,050 343,050 297,068 45,982 Capital outlay Public safety 221,500 221,500 227,187 (5,687) Total Expenditures 11,757,550 11,757,550 11,886,687 (129,137) Excess of Revenues Over Expenditures 177,450 177,450 811,659 634,209 Other Financing Sources (Uses) Proceeds from sale of capital assets - - 1,680 1,680 Transfers out (177,450) (177,450) (264,963) (87,513) Total Other Financing Sources (Uses) (177,450) (177,450) (263,283) (85,833) Net Change in Fund Balances - - 548,376 548,376 Fund Balances, January 1 4,775,598 4,775,598 4,775,598 - Fund Balances, December 31 $ 4,775,598 $ 4,775,598 $ 5,323,974 $ 548,376 123 545 THIS PAGE IS LEFT BLANK INTENTIONALLY 124 546 INTERNAL SERVICE FUNDS Internal Service funds are used to account for the financing of goods or services provided by one department to other departments of the City, on a cost reimbursement basis. Revenues are recognized in the accounting period in which they are earned and become objectively measurable; expenses are recognized in the period incurred, if objectively measurable. Insurance Fund was established to account for the insurance costs incurred by the City for general liability, property, vehicle, workers' compensation, and other insurance and deductibles. Compensated Absences Fund was established to account for the accrual of sick and vacation days that are earned by the City's employees. Fleet Management Fund was established to account for the costs of repairs, maintenance, and supplies for the City's various vehicles. IT Services Fund was established to account for the cost of IT services to the various City functions and departments. 125 547 City of Orono, Minnesota Internal Service Funds Combining Statement of Net Position December 31, 2025 703 705 701 710 Insurance Compensated Fleet Fund Absences Management IT Services Total Assets Current Assets Cash and temporary investments $ 341,241 $ 805,741 $ (442,432) $ (340,511) $ 364,039 Receivables Accrued interest 328 997 - 1,325 Due from other governments - - 1,976 - 1,976 Prepaid items - - - 24,445 24,445 Total Assets 341,569 806,738 (440,456) (316,066) 391,785 Liabilities Current Liabilities Accounts and contracts payable 19,658 - 2,779 11,533 33,970 Accrued salaries payable 538 6,983 6,810 14,331 Total Liabilities 20,196 - 9,762 18,343 48,301 Net Position Unrestricted $ 321,373 $ 806,738 $ (450,218) $ (334,409) $ 343,484 126 548 City of Orono, Minnesota Internal Service Funds Combining Statement of Revenues, Expenses and Changes in Net Position For the Year Ended December 31, 2025 703 705 701 710 Insurance Compensated Fleet Fund Absences Management IT Services Total Operating Revenues Charges for services $ 583,279 $ - $ 7,397 $ - $ 590,676 Other - - 427,809 511,348 939,157 Total Operating Revenues 583,279 - 435,206 511,348 1,529,833 Operating Expenses Personnel services 173,022 - 438 230,950 404,410 Supplies - - 2,668.00 10,654 13,322 Professional services - - - 392,608 392,608 Repairs and maintenance - - 461,549 20,745 482,294 Other Services and Charges - - 12,821 - 12,821 Insurance 477,410 - - - 477,410 Total Operating Expenses 650,432 - 477,476 654,957 1,782,865 Operating Income (Loss) (67,153) - (42,270) (143,609) (253,032) Nonoperating Revenues Investment earnings (losses) 9,109 34,761 - - 43,870 Income (Loss) Before Transfers (58,044) 34,761 (42,270) (143,609) (209,162) Transfers In - - 52,450 - 52,450 Change in Net Position (58,044) 34,761 10,180 (143,609) (156,712) Net Position, January 1 379,417 771,977 (460,398) (190,800) 500,196 Net Position, December 31 $ 321,373 $ 806,738 $ (450,218) $ (334,4021 343,484 127 549 City of Orono, Minnesota Internal Service Funds Combining Statement of Cash Flows For the Year Ended December 31, 2025 703 705 Insurance Compensated Fund Absences Cash Flows from Operating Activities Receipts from interfund charges Payments to suppliers Payments to employees Net Cash Provided (Used) by Operating Activities Cash Flows from Noncapital Transfers from other funds Cash Flows from Investing Activities Investment receipts Net Increase(Decrease)in Cash and Cash Equivalents Cash and Cash Equivalents, January 1 Cash and Cash Equivalents, December 31 Reconciliation of Operating Income (Loss) to Net Cash Provided (Used) by Operating Activities Operating income (loss) Adjustments to reconcile operating income (loss) to net cash provided (used) by operating activities (Increase) decrease in assets Interest receivable Prepaid items Increase (decrease) in liabilities Accounts and contracts payable Accrued salaries payable Net Cash Provided (Used) by Operating Activities $ 583,279 (449,854) (172,926) (39,501) 701 710 Fleet Management IT Services Total $ 433,767 $ 511,348 $ 1,528,394 (487,081) (439,111) (1,376,046) 1,357 (229,688) (401,257) (51,957) (157,451) (248,909) 52,450 52,450 9,310 35,678 44,988 (30,191) 35,678 493 (157,451) (151,471) 371,432 770,063 (442,925) (183,060) 515,510 $ 341,241 $ 805,741 $ (442,432) $ (340,511) $ 364,039 $ (67,153) $ - $ (42,270) $ (143,609) $ (253,032) - (1,439) (1,439) 8,000 (23,566) (15,566) 19,556 (10,043) 8,462 17,975 96 1,795 1,262 3,153 $ (39,501) $ $ (51,957) $ (157,451) $ (248,909) 128 550 STATISTICAL SECTION (UNAUDITED) CITY OF ORONO, MINNESOTA FOR THE YEAR ENDED DECEMBER 31, 2025 129 551 THIS PAGE IS LEFT BLANK INTENTIONALLY 130 552 STATISTICAL SECTION (UNAUDITED) This part of the City's annual comprehensive financial report presents detailed information as a context for understanding what the information in the financial statements, note disclosures, and required supplementary information says about the City's overall financial health. Contents Pages Financial Trends 133 -142 These schedules contain trend information to help the reader understand how the government's financial performance and well-being have changed overtime. Revenue Capacity 144 -147 These schedules contain information to help the reader assess the City's most significant local revenue source, property taxes. Debt Capacity 148 -154 These schedules present information to help the reader assess the affordability of the City's current levels of outstanding debt and the City's ability to issue additional debt in the future. Demographic and Economic Information 155-157 These schedules offer demographic and economic indicators to help the reader understand the environment within which the City's financial activities take place. Operating Information 158 -162 These schedules contain service and infrastructure data to help the reader understand how the information in the City's financial report relates to the services the City provides and the activities it performs. Sources: Unless otherwise noted, the information in these schedules is derived from the annual financial reports for the relevant year. 131 553 THIS PAGE IS LEFT BLANK INTENTIONALLY 132 554 City of Orono, Minnesota Summary Financial Report Governmental Funds Revenues and Expenditures For General Operations For the Years Ended December 31, 2025 and 2024 Percent Total Increase 2025 2024 (Decrease) Revenues Taxes $ 9,697,806 $ 9,452,291 2.60 % Special assessments 33,881 28,332 19.59 Licenses and permits 914,976 787,936 16.12 Intergovernmental 805,978 760,565 5.97 Charges for services 4,132,592 3,974,130 3.99 Fines and forfeits 58,725 111,994 (47.56) Investment earnings (loss) 555,664 550,220 0.99 Miscellaneous 569,754 237,094 140.31 Total Revenues Per Capita Expenditures Current General government Public safety Public works Parks and recreation Community development Capital outlay Public safety Public works Parks and recreation Debt service Principal Interest and other charges Total Expenditures Per Capita Total Long-term Indebtedness Per Capita $ 16,769,376 $ 15,902,562 5.45 % $ 2,001 $ 1,897 5.46 % $ 1,913,771 8,452,523 996,138 341,112 4,008 899,139 2,884,817 80,292 $ 1,690,550 7,792,479 1,173,200 410,251 4,559 1,087,654 4,605,743 119,360 732,130 666,177 431,641 458,208 $ 16,735,571 $ 18,008,181 $ 1,997 $ 2,148 13.20 % 8.47 (15.09) (16.85) (12.09) (17.33) (37.36) (32.73) 9.90 (5.80) (7.07) % (7.06) $ 16,451,123 $ 17,210,063 (4.41) % 1,963 2,053 (4.40) General Fund Balance - December 31 $ 5,323,974 $ 4,775,598 11.48 % Per Capita 635 570 11.50 The purpose of this report is to provide a summary of financial information concerning the City of Orono to interested citizens. The complete financial statements may be examined at City Hall, 2750 Kelley Parkway, Orono, Minnesota 55356. Questions about this report should be directed to the Finance Department at (952) 249-4600. 133 555 Governmental Activities Net investment in capital assets Restricted Unrestricted Total Governmental Activities Net Position Business -type Activities Net investment in capital assets Unrestricted Total Business -type Activities Net Position Total Primary Government Net investment in capital assets Restricted Unrestricted City of Orono, Minnesota Statistical Section (Unaudited) Net Position by Component Last Ten Fiscal Years (Accrual Basis of Accounting) Fiscal Year 2016 2017 2018 2019 $ 16,660,990 $ 19,020,035 $ 23,370,988 $ 25,500,646 9,046,977 3,699,095 3,434,418 2,418,794 (3,794,950) 894,132 (840,224) 1,122,484 $ 21,913,017 $ 23,613,262 $ 25,965,182 $ 29,041,924 $ 15,505,885 $ 16,427,467 $ 16,940,333 $ 17,917,465 6,411,818 6,001,307 5,687,684 5,086,696 $ 21,917,703 $ 22,428,774 $ 22,628,017 $ 23,004,161 $ 29,775,733 $ 33,088,457 $ 35,960,368 $ 41,288,453 3,835,852 9,046,977 3,699,095 3,434,418 10,152,701 2,206,357 6,581,816 4,246,472 Total Primary Government Net Position $ 43,764,286 $ 44,341,791 $ 46,241,279 $ 48,969,343 The City implemented GASB Statement No. 75 in fiscal 2018. Years prior to 2018 have not been restated. 134 556 Fiscal Year 2020 2021 2022 2023 2024 2025 $ 28,256,953 $ 31,430,458 $ 33,174,764 $ 34,721,961 $ 38,658,205 $ 41,186,158 2,252,227 1,767,721 1,409,778 2,625,111 1,945,034 1,959,414 (116,070) (544,720) (828,174) 3,717,033 4,670,177 4,717,578 $ 30,393,110 $ 32,653,459 $ 33,756,368 $ 41,064,105 $ 45,273,416 $ 47,863,150 $ 18,679,663 $ 18,910,474 $ 20,387,984 $ 21,343,572 $ 21,666,516 $ 21,833,914 4,389,380 4,774,995 6,340,316 4,080,515 3,371,587 4,353,591 $ 23,069,043 $ 23,685,469 $ 26,728,300 $ 25,424,087 $ 25,038,103 $ 26,187,505 $ 44,180,309 $ 47,167,427 $ 53,562,748 $ 56,065,533 $ 60,324,721 $ 63,020,072 3,202,919 2,867,209 2,704,755 2,625,111 1,945,034 1,959,414 5,511,864 4,658,925 5,512,142 7,797,548 8,041,764 9,071,169 $ 52,895,092 $ 54,693,561 $ 61,779,645 $ 66,488,192 $ 70,311,519 $ 74,050,655 135 557 City of Orono, Minnesota Statistical Section (Unaudited) Changes in Net Position (Continued on the Following Pages) Last Ten Fiscal Years (Accrual Basis of Accounting) Expenses Governmental activities General government Public safety Public works Culture and recreation Recycling Interest on long-term debt Total Governmental Activities Expenses Business -type activities Water Sewer Storm water Recycling Cable television Golf course Total Business -type Activities Expenses Total Primary Government Expenses Program Revenues Governmental activities Charges for services General government Public safety Public works Culture and recreation Operating grants and contributions Capital grants and contributions Total Governmental Activities Program Revenues Business -type activities Charges for services Water Sewer Storm water Recycling Cable television Golf course Operating grants and contributions Capital grants and contributions Total Business -type Activities Program Revenues Fiscal Year 2016 2017 2018 2019 $ 2,314,539 $ 2,722,779 $ 1,947,411 $ 818,147 6,263,133 5,486,330 5,661,624 5,422,838 752,976 393,354 2,131,198 946,735 413,797 420,410 465,170 535,357 - - - 141,722 258,874 173,552 155,122 150,164 10,003,319 9,196,425 10,360,525 8,014,963 634,562 680,595 915,730 984,452 1,401,278 1,429,209 1,381,752 1,538,449 225,113 190,935 143,194 433,908 118,054 126,333 12 7, 044 173,049 31,724 48,684 51,943 90,586 2,410,731 2,475,756 2,619,663 3,220,444 $ 12,414,050 $ 11,672,181 $ 12,980,188 $ 11,235,407 $ 770,750 $ 947,851 $ 1,147,449 $ 966,665 2,720,584 2,947,439 3,102,546 2,656,733 5,108 385 5,826 881,011 420,184 195,449 389,206 86,501 671,059 1,174,782 1,741,370 419,114 1,070 609 820,165 649,359 4,588,755 5,266,515 7,206,562 5,659,383 594,198 629,736 699,562 871,125 1,505,467 1,408,480 1,477,225 1,600,046 538,870 289,643 421,838 361,199 142,470 140,218 136,922 131,013 77,511 76,352 78,716 80,237 34,500 - 34,500 21,058 - 45,218 7,400 253,370 2,893,016 2,589,647 2,856,163 3,318,048 Total Primary Government Program Revenues $ 7,481,771 $ 7,856,162 $ 10,062,725 $ 8,977,431 136 558 Fiscal Year 2020 2021 2022 2023 $ 1,865,451 $ 1,572,281 $ 2,028,478 $ 1,983,264 6,361,790 5,445,046 6,607,975 7,894,893 1,946,959 1,705,585 2,084,036 2,047,315 696,274 731,394 832,389 562,310 111,781 59,265 46,406 154,566 138,240 359,970 543,012 399,542 11,120,495 9,873,541 12,142,296 13,041,890 1,044,516 1,110,702 1,170,772 1,298,511 1,743,277 1,676,642 1,974,089 2,079,800 354,524 310,626 443,573 486,937 227,227 232,165 244,021 242,530 91,128 100,970 64,010 68,069 - - - 492,173 3,460,672 3,431,105 3,896,465 4,668,020 2024 2025 $ 2,082,988 $ 2,550,443 8,184,781 8,965,721 2,579,666 1,746,517 456,916 442,823 4,559 4,008 417,269 396,274 13,726,179 14,105,786 1,143,706 1,364,179 2,062,389 2,214,268 439,635 555,052 290,484 314,763 89,766 63,573 413,302 478,239 4,439,282 4,990,074 $ 14,581,167 $ 13,304,646 $ 16,038,761 $ 17,709,910 $ 18,165,461 $ 19,095,860 $ 984,876 $ 1,225,915 $-1,168,166 $ 897,294 2,607,888 2,798,742 2,772,525 2,965,900 638,149 849,480 1,118,347 1,417,579 11,711 175,232 120,403 75,295 976,217 550,474 493,022 1,701,735 617,082 273,445 763,475 50,659 5,835,923 5,873,288 6,435,938 7,108,462 $ 1,010,081 $ 1,114,292 2,974,454 3,026,635 1,149,424 1,136,032 67,592 31,928 1,274,979 1,118,267 33,884 171,922 6,510,414 6,599,076 1,257,201 1,616,435 1,818,457 1,680,871 1,312,125 1,369,414 1,902,088 2,232,546 2,294,626 2,278,986 2,467,152 2,338,301 701,562 715,037 741,332 765,631 759,696 765,333 212,038 234,732 248,455 269,132 271,531 278,735 79,588 74,787 72,991 68,368 62,738 52,271 - - - 441,621 364,157 441,427 - 15,982 468,486 8,519 40,451 19,681 6,050 364,815 44,627 84,387 21,180 62,270 4,158,527 5,254,334 5,688,974 5,597,515 5,299,030 5,327,432 $ 9,994,450 $ 11,127,622 $ 12,124,912 $ 12,705,977 $ 11,809,444 $ 11,926,508 137 559 City of Orono, Minnesota Statistical Section (Unaudited) Changes in Net Position (Continued) Last Ten Fiscal Years (Accrual Basis of Accounting) Net Revenues (Expenses) Governmental activities Business -type activities Total Primary Government Net Revenues (Expenses) General Revenues and Other Changes in Net Position Governmental activities Taxes Property taxes Tax increments Grants and contributions not restricted to specific programs Other general revenues Unrestricted investment earnings (loss) Gain on sale of capital assets Transfers Total Governmental Activities Business -type activities Other general revenues Unrestricted investment earnings (loss) Transfers Total Business -type Activities Total Primary Government Change in Net Position Governmental activities Business -type activities Total Primary Government Fiscal Year 2016 2017 2018 2019 $ (5,414,564) $ (3,929,910) $ (3,153,963) $ (2,355,580) 482,285 113,891 236,500 97,604 $ (4,932,279) $ (3,816,019) $ (2,917,463) $ (2,257,976) $ 5,021,340 $ 5,268,854 $ 5,510,133 $ 5,630,633 - - - 76,344 - - - 26,372 149,388 53,207 193,279 - 109,752 114,356 132,799 259,332 45,518 38,738 - 63,105 155,000 155,000 (41,000) 160,661 5,480,998 5,630,155 5,795,211 6,216,447 160,967 185,909 79,683 - 57,319 54,443 51,588 127,939 (155,000) (155,000) 41,000 (160,661) 63,286 85,352 172,271 (32,722) $ 5,544,284 $ 5,715,507 $ 5,967,482 $ 6,183,725 $ 66,434 $ 1,700,245 $ 2,641,248 $ 3,860,867 545,571 199,243 408,771 64,882 $ 612,005 $ 1,899,488 $ 3,050,019 $ 3,925,749 Note: The City implemented GASB Statement No. 68 and GASB Statement No. 67 in fiscal 2015. Years prior to 2015 have not been restated. The City implemented GASB Statement No. 75 in fiscal 2018. Years prior to 2018 have not been restated. 138 560 Fiscal Year 2020 2021 2022 2023 2024 2025 $ (5,284,572) $ (4,000,253) $ (5,706,358) $ (5,933,428) $ (7,215,765) $ (7,506,710) 697,855 1,823,229 1,792,509 929,495 859,748 337,358 $ (4,586,717) $ (2,177,024) $ (3,913,849) $ (5,003,933) $ (6,356,017) $ (7,169,352) $ 5,999,083 $ 6,551,553 $ 6,779,524 $ 8,368,232 $ 9,378,684 $ 9,624,789 82,686 145,895 187,356 78,908 90,904 92,430 5,321 1,784 16,817 406 3,100 2,123 - - - - - 386,071 173,308 (6,927) (287,466) 508,318 549,485 555,664 36,217 48,388 2,940 - - 67,880 170,000 212,500 97,500 2,990,324 1,402,903 (632,513) 6,466,615 6,953,193 (5,796,671 11,946,188 11,425,076 10,096,444 88,571 (17,927) (244,980) 305,311 157,171 179,531 (170,000) (212,500) (97,500) (2,990,324) (1,402,903) 632,513 (81,429) (230,427) (342,480) (2,233,708) (1,245,732) 812,044 $ 6,385,186 $ 6,722,766 $ 6,454,191 $ 9,712,480 $ 10,179,344 $ 10,908,488 $ 1,182,043 $ 2,952,940 $ 1,090,313 $ 6,012,760 $ 4,209,311 $ 2,589,734 616,426 1,592,802 1,450,029 (1,304,213) (385,984) 1,149,402 $ 1,798,469 $ 4,545,742 $ 2,540,342 $ 4,708,547 $ 3,823,327 $ 3,739,136 139 561 City of Orono, Minnesota Statistical Section (Unaudited) Fund Balances of Governmental Funds Last Ten Fiscal Years (Modified Accrual Basis of Accounting) Fiscal Year 2016 2017 2018 2019 General Fund Nonspendable $ 25,376 $ 13,277 $ 118,170 $ 119,157 Unassigned 4,400,222 4,433,559 4,336,396 4,288,536 Total General Fund $ 4,425,598 $ 4,446,836 $ 4,454,566 $ 4,407,693 All Other Governmental Funds Nonspendable- Restricted 6,383,149 3,685,145 3,495,176 3,250,008 Committed - - - 16,741 Assigned 3,358,915 3,148,848 2,403,358 2,721,806 Unassigned (872,147) (1,050,959) (2,759,730) (2,676,572) Total All Other Governmental Funds $ 8,869,917 $ 5,783,034 $ 3,138,804 $ 3,311,983 140 562 Fiscal Year 2020 2021 2022 2023 2024 2025 $ 30,343 $ 40,670 $ 33,771 $ 93,611 $ 92,393 $ 362,937 4,516,690 4,619,903 5,219,544 4,124,132 4,683,205 4,961,037 $ 4,547,033 $ 4,660,573 $ 5,253,315 $ 4,217,743 $ 4,775,598 $ 5,323,974 32,698 $ - 2,908,430 18,561,508 18,046,016 3,807,341 2,299,294 2,077,058 36,329 38,712 64,885 313,344 617,233 840,447 2,773,589 3,245,236 3,217,483 6,802,532 6,157,930 5,434,483 (3,111,513) (4,484,366) (4,088,655) (2,207,141) (1,609,344) (1,985,831) $ 2,606,835 $ 17,361,090 $ 17,239,729 $ 8,716,076 $ 7,497,811 $ 6,366,157 141 563 City of Orono, Minnesota Statistical Section (Unaudited) Changes in Fund Balances of Governmental Funds Last Ten Fiscal Years (Modified Accrual Basis of Accounting) Fiscal Year 2016 2017 2018 2019 Revenues Taxes $ 5,057,941 $ 5,258,546 $ 5,448,238 $ 5,709,173 Licenses and permits 715,281 613,218 954,278 742,042 Intergovernmental 496,497 1,025,044 1,616,583 966,874 Charges for services 2,973,534 3,165,196 3,211,749 3,647,122 Fines and forfeitures 133,354 101,824 124,060 299,661 Investment earnings 97,843 105,079 122,659 259,332 Special assessments 8,537 2,226 22,935 22,783 Miscellaneous 143,976 66,122 171,219 73,649 Total Revenues 9,626,963 10,337,255 11,671,721 11,720,636 Expenditures Current General government 1,362,293 1,474,265 1,433,076 1,271,893 Public safety 5,073,430 5,298,939 5,628,086 5,446,200 Streets 480,765 486,138 595,740 773,965 Culture and recreation 281,340 304,333 421,996 480,870 Community development - - - 141,722 Recycling - 1,590 - - Capital outlay 1,721,077 2,150,260 5,771,819 2,607,061 Debt service Principal 1,085,788 3,556,024 660,000 890,000 Interest and other charges 344,562 237,286 187,404 184,385 Bond issuance costs - - - - Total Expenditures 10,349,255 13,508,835 14,698,121 11,796,096 Deficiency of Revenues under expenditures (722,292) (3,171,580) (3,026,400) (75,460) Other Financing Sources (Uses) Transfers in 1,565,385 1,262,405 1,486,307 1,678,274 Transfers out (1,410,385) (1,107,405) (1,217,307) (1,517,613) Bond issued - - Financed purchase issued - - Premium on bonds issued 94,956 - Refunding bonds issued 2,680,000 - - - Sale of capital assets 48,975 38,738 33,097 41,105 Total Other Financing Sources (Uses) 2,978,931 193,738 302,097 201,766 Net Change in Fund Balances $ 2,256,639 $ (2,977,842) $ (2,724,303) $ 126,306 Debt Service as a Percentage of Noncapital Expenditures 15.80% 16.40% 33.70% 8.60% 142 564 Fiscal Year 2020 2021 2022 2023 2024 2025 $ 6,043,234 $ 6,691,522 $ 7,014,703 $ 8,438,864 $ 9,452,291 $ 9,697,806 502,714 781,642 734,843 863,960 787,936 914,976 1,439,511 1,048,012 1,475,319 1,306,012 760,565 805,978 3,578,117 3,941,998 4,121,474 4,144,378 3,974,130 4,132,592 72,428 244,444 83,741 160,073 111,994 58,725 173,308 (6,927) (287,118) 507,584 550,220 555,664 35,881 35,759 24,446 22,698 28,332 33,881 141,544 52,371 128,852 176,889 237,094 569,754 11,986,737 12,788,821 13,296,260 15,620,458 15,902,562 16,769,376 1,732,325 1,348,363 1,406, 879 1,700,101 1,690, 550 1,913,771 5,599,888 5,857,388 6,096,418 7,084,550 7,792,479 8,452,523 1,089,733 811,636 922,394 1,420,306 1,173,200 996,138 570,346 636,267 724,281 467,192 410,251 341,112 111,781 59,265 46,406 154,566 4,559 4,008 2,568,670 2,892,541 2,533,830 16,353,136 5,812,757 3,864,248 925,000 2,150,000 735,000 1,095,000 666,177 732,130 164,613 87,476 460,111 450,581 458,208 431,641 - 325,901 - - - - 12,762,356 14,168,837 12,925,319 28,725,432 18,008,181 16,735,571 (775,619) (1,380,016) 370,941 (13,104,974) (2,105,619) 33,805 570,000 1,195,797 397,500 5,921,223 2,199,663 623,344 (400,000) (983,297) (300,000) (2,860,374) (1,011,760) (1,308,307) - 15,350,000 - - - - - - - 484,900 225,259 - - 653,923 - - - - 39,811 31,388 2,940 - 32,047 67,880 209,811 16,247,811 100,440 3,545,749 1,445,209 (617,083) $ (565,808) $ 14,867,795 $ 471,381 $ (9,559,225) $ (660,410) $ (583,278) 10.92% 19.31 % 11.32% 12.45% 8.99% 9.00% 143 565 City of Orono, Minnesota Statistical Section (Unaudited) Assessed Value and Estimated Actual Value of Taxable Property Last Ten Fiscal Years Fiscal Tax Capacity Year Real Property Ended Residential Commercial Industrial December 31, (1) Property Property Property 2016 $ 2,664,593,042 $ 51,885,300 $ 14,602,600 2017 2,810,505,878 53,590,300 15,428,800 2018 2,932,517,796 49,881,300 20,720,700 2019 3,094,297,060 54,320,300 21,603,800 2020 3,345,856,800 62,889,100 19,996,200 2021 3,504,086,699 62,576,300 19,758,800 2022 4,244,348,144 67,523,100 21,577,100 2023 4,801,678,218 67,489,400 33,191,600 2024 4,892,419,082 76,604,400 33,903,800 2025 5,194,169,004 83,155,900 33,659,200 Source: Hennepin County Assessor. (1) Represents the year the taxes are payable, not the year the taxes are levied. Assessed Total Taxable Value as a Total Assessed Total Direct Percentage of Market Value Value Tax Rate Actual Value $ 2,731,080,942 $ 31,164,748 17.325 % 1.14 % 2,879,524,978 32,961,379 16.759 1.14 3,003,119,796 34,422,178 16.555 1.15 3,170,221,160 36,465,048 16.406 1.15 3,428,742,100 39,482,419 16.512 1.15 3,586,421,799 41,490,542 16.780 1.16 4,333,448,344 50,742,986 16.820 1.17 4,902,359,218 57,794,187 16.569 1.18 5,002,927,282 59,098,971 16.349 1.18 5,310,984,104 62,958,962 16.414 1.19 144 566 City of Orono, Minnesota Statistical Section (Unaudited) Property Tax Rates - Direct and Overlapping Governments Last Ten Fiscal Years Debt Total School Fiscal Operating Service Direct District Year Millage Millage Rate No.278 2016 14.685 % 2.640 % 17.325 % 23.166 % 2017 14.328 2.431 16.759 23.352 2018 14.391 2.164 16.555 24.024 2019 14.336 2.070 16.406 23.552 2020 14.557 1.955 16.512 23.109 2021 15.309 1.471 16.780 22.657 2022 14.758 2.062 16.820 23.903 2023 14.589 1.980 16.569 18.934 2024 14.925 1.424 16.349 18.811 2025 14.560 1.801 16.361 18.952 Hennepin Special County Districts 45.356 % 9.520 % 44.087 11.057 42.808 10.667 41.861 10.119 41.084 9.712 38.210 9.235 38.535 9.217 34.542 8.164 34.681 7.858 37.081 8.375 Source: Hennepin County Assessing Department (1) Overlapping rates are those of local and county governments that apply to property owners within the City. Not all overlapping rates apply to all city property owners (e.g. the rates for special districts apply only to the proportion of the government's property owners whose property is located within the geographic boundaries of the special district). Total Direct & Overlapping Rates 95.367 % 95.255 94.054 91.938 90.417 86.882 88.475 78.209 77.699 80.769 145 567 City of Orono, Minnesota Statistical Section (Unaudited) Principal Property Taxpayers Current and Nine Years Ago 2025 2016 Net Percent of Net Percent of Tax Total Net Tax Total Net Taxpayer Capacity Rank Tax Capacity Capacity Rank Tax Capacity Brackett Point Property LLC $ 328,188 1 0.52 % $ - % Private Residence 223,834 2 0.36 215,663 1 0.69 Private Residence 204,950 3 0.33 130,988 2 0.42 WJM Properties LLC 192,750 4 0.31 98,470 9 0.32 Private Residence 181,014 5 0.29 111,808 3 0.36 1725 Bohns Point LLC 162,270 6 0.26 — - Private Residence 154,650 7 0.25 109,413 4 0.35 Valora Orono LLC 150,075 8 0.24 — - Metro Storage 149,550 9 0.24 77,050 15 0.25 Hanks Bay II LLC 133,295 10 0.21 — - Private Residence - - 101,400 5 0.33 TonkaHome Holdings LLC - 101,400 6 - Private Residence - 99,108 7 0.32 Private Residence - 98,663 8 0.32 Private Residence - - 96,013 10 0.31 Total $ 1,880,576 2.99 % $ 1,239,976 3.65 % Source: Hennepin County Assessor's Office 146 568 City of Orono, Minnesota Statistical Section (Unaudited) Property Tax Levies and Collections Last Ten Fiscal Years Percentage Total Tax Collection Percentage Collection of Total Fiscal Levy for of Current of Levy of Prior Total Collections Year Fiscal Year Year's Levy Collected Years' Levy Collections to Levy 2016 $ 4,954,480 $ 4,968,026 * 100.27 % $ (13,546) $ 4,954,480 100.00 % 2017 5,205,230 5,235,100 * 100.57 (29,870) 5,205,230 100.00 2018 5,439,951 5,379,375 98.89 60,576 5,439,951 100.00 2019 5,635,450 5,587,911 99.16 47,539 5,635,450 100.00 2020 6,007,450 5,935,931 98.81 71,295 6,007,226 100.00 2021 6,610,620 6,556,718 99.18 53,971 6,610,688 100.00 2022 6,944,776 6,897,016 99.31 47,468 6,944,484 100.00 2023 8,387,000 8,322,523 99.23 62,249 8,384,772 99.97 2024 9,415,100 9,326,343 99.06 71,984 9,398,327 99.82 2025 9,631,000 9,532,466 98.98 98,534 9,631,000 98.98 Source: Hennepin County Treasurer -Auditor. * In 2016 and 2017 the City collected slightly more taxes than they levied for as some residents chose to prepay their property taxes. 147 569 City of Orono, Minnesota Statistical Section (Unaudited) Ratios of Outstanding Debt by Type Last Ten Fiscal Years Governmental Activities Business -type General General Total Fiscal Obligation (G.O.) Public Facility Finance Obligation (G.O.) Primary Percentage of Per Year Bonds Bonds Purchase Bonds Government Personal Income Capita 2016 $ 11,431,701 $ - $ 6,024 $ 1,120,000 $ 12,557,725 1.96 % $ 1,633 2017 7,660,000 - 1,045,000 8,705,000 1.14 1,068 2018 7,000,000 965,000 7,965,000 1.04 983 2019 6,110,000 885,000 6,995,000 0.83 844 2020 5,265,000 805,000 6,070,000 0.69 730 2021 3,115,000 15,350,000 725,000 19,190,000 1.72 2,369 2022 2,300,000 15,350,000 - 640,000 18,290,000 1.71 2,165 2023 1,545,000 15,010,000 484,900 555,000 17,594,900 1.55 2,099 2024 1,327,551 15,243,530 638,982 476,676 17,686,739 1.51 1,987 2025 1,072,539 14,856,732 521,852 385,191 16,836,314 1.54 1,916 Details regarding the City's outstanding debt can be found in the notes to the financial statements. See the Schedule of Demographic and Economic Statistics for personal income and population data. 148 570 City of Orono, Minnesota Statistical Section (Unaudited) Ratios of General Bonded Debt Outstanding Last Ten Fiscal Years Governmental Business -type Activities Activities Less General General Amounts Net Fiscal Obligation Obligation Restricted for Bonded Year Bonds Bonds Debt Service Debt 2016 $ 11,431,701 $ 1,138,557 $ 7,550,955 $ 3,179,045 2017 7,660,000 1,045,000 1,854,112 10,622,589 2018 7,000,000 965,000 2,080,923 5,884,077 2019 6,110,000 885,000 2,152,818 4,842,182 2020 5,265,000 805,000 2,140,542 3,929,458 2021 18,465,000 725,000 1,298,000 17,892,000 2022 17,650,000 640,000 1,441,100 16,848,900 2023 16,555,000 555,000 858,499 16,181,401 2024 17,210,063 476,676 508,186 16,701,877 2025 16,451,123 385,191 572,123 15,879,000 Percentage of Estimated Market Value of Taxable Property (1) Per Capita (2) 0.12 % $ 413 0.37 1,304 0.20 726 0.15 585 0.11 473 0.50 2,209 0.39 1,995 0.33 1,916 0.33 1,977 0.30 1,880 Note: Details regarding the City's outstanding debt can be found in the notes to the financial statements. (1) See the Schedule of Assessed Value and Estimated Actual Value of Taxable Property for property value data. (2) Population data can be found in the Schedule of Demographic and Economic Statistics. 149 571 THIS PAGE IS LEFT BLANK INTENTIONALLY 150 572 Governmental Unit Direct Debt: City of Orono Overlapping Debt City of Orono, Minnesota Statistical Section (Unaudited) Direct and Overlapping Governmental Activities Debt as of December 31, 2024 Total Debt Outstanding Sinking Funds Net Debt Estimated Estimated Share Percentage of Overlapping Applicable Debt 16,451,123 $ 531,339 $ 15,919,784 100.00 % $ 523,661 ISD No. 276 (Minnetonka) 158,180,000 1,534,164 156,645,835 0.23 365,872 ISD No. 277 (Westonka) 63,220,000 1,111,622 62,108,378 26.68 16,568,320 ISD No. 278 (Orono) 50,535,000 4,896,964 45,638,036 52.36 23,897,006 ISD No. 284 (Wayzata) 180,965,000 3,196,153 177,768,847 0.94 1,669,448 Hennepin County 1,222,750,000 12,267,883 1,210,482,117 2.36 28,533,128 Hennepin Suburban Park 58,630,000 6,854,923 51,775,077 3.17 1,641,264 Hennepin Regional RR Authority 71,980,000 431,438 71,548,562 2.36 1,686,522 Metropolitan Council 12,100,000 11,673,866 426,134 1.05 4,481 Metro Transit 223,650,000 150,136,736 73,513,264 1.25 918,315 Total Overlapping Debt 2,042,010,000 192,103,749 1,849,906,250 75,284,356 Total Direct and Overlapping Debt $ 75,808,017 (1) The percentage of overlapping debt applicable is estimated using taxable assessed property values. Applicable percentages were estimated by determining the portion of the county's taxable assessed value that is within the government's boundaries and dividing it by the county's total taxable assessed value. Note 1: Overlapping governments are those that coincide, at least in part, with the geographic boundaries of the City. This schedule estimates the portion of the outstanding debt of those overlapping governments that is borne by the residents and businesses of the City. Excludes revenue and special assessment bonds. Note: Overlapping governments are those that coincide, at least in part, with the geographic boundaries of the City. This schedule estimates the portion of the outstanding debt of those overlapping governments that is borne by the residents and businesses of the City. This process recognizes that, when considering the government's ability to issue and repay long-term debt, the entire debt burden borne by the residents and businesses should be taken into account. However, this does not imply that every taxpayer is a resident and, therefore, responsible for repaying the debt of each overlapping government. Source 1: Hennepin County Source 2: Assessed value data used to estimate applicable percentages provided by the County Board of Equalization and Assessment. Debt outstanding data provided by the county. 151 573 Debt Limit Total Net Debt Applicable to Limit Legal Debt Margin Total Net Debt Applicable to the Limit as a Percent of Debt Limit City of Orono, Minnesota Statistical Section (Unaudited) Legal Debt Margin Information Last Ten Fiscal Years 2016 2017 2018 2019 $ 75,942,705 $ 81,932,428 $ 86,385,749 $ 90,093,594 8,714,780 8,062,670 8,705,000 5,884,077 $ 67,227,925 $ 73,869,758 $ 77,680,749 $ 84,209,517 11.48% 9.84% 10.08% 6.53% Note: Under state law, the City's outstanding general obligation debt should not exceed 3 percent of the market value of taxable property. Net debt is payable solely from ad valorem taxes and, therefore, excludes debt financed partially or entirely by special assessments, enterprise fund revenues, or tax increments. Prior to 2008, state law provided that general obligation debt should not exceed 2 percent. By law, the general obligation debt subject to the limitation may be offset by amounts set aside for the 152 574 Fiscal Year 2020 2021 2022 2023 2024 2025 $ 95,106,635 $102,551,528 $107,592,654 $147,070,777 $ 150,087,818 $ 159,329,523 4,842,172 17,443,799 17,390,498 17,075,257 17,169,108 16,264,191 $ 90,264,463 $ 85,107,729 $ 90,202,156 $129,995,520 $ 132,918,710 $ 143,065,332 5.09% 17.01 % 16.16% 11.61 % 11.44% 10.21 % Legal Debt Margin Calculation for Fiscal Year 2020 Taxable Market Value $ 5,310,984,104 Debt Limit (3 Percent of Market Value) $ 159,329,523 Debt Applicable to Limit General obligation bonds 16,836,314 Less: amount available in debt service funds (572,123) Total Net Debt Applicable to Limit 16,264,191 Legal Debt Margin $ 143,065,332 153 575 City of Orono, Minnesota Statistical Section (Unaudited) Pledged Revenue Coverage Last Ten Fiscal Years Water G.O. Revenue Bonds Water Less Net Fiscal Charges Operating Available Debt Service Year and other (2) Expense(l) Revenue Principal (5) Interest Total Coverage 2016 $ 706,460 $ 624,253 $ 82,207 $ 75,000 $ 74,044 $ 149,044 81 % 2017 746,514 643,048 103,466 75,000 25,181 100,181 103 2018 714,159 818,330 (104,171) 80,000 21,480 101,480 (102.65) 2019 854,551 782,665 71,886 80,000 22,031 102,031 70.45 2020 1,254,730 883,550 371,180 80,000 20,431 100,431 3.70 2021 1,616,088 951,757 664,331 80,000 18,831 98,831 6.72 2022 2,115,650 1,150,471 965,179 85,000 17,180 102,180 9.45 2023 1,660,476 1,114,617 545,859 85,000 15,429 100,429 5.44 2024 1,287,443 910,460 376,983 85,000 13,569 98,569 3.82 2025 1,344,022 1,129,226 214,796 90,000 11,544 101,544 2.12 Note: Details regarding the City's outstanding debit can be found in the notes to the financial statements. (1) Excludes depreciation expense and operating transfers. 154 576 City of Orono, Minnesota Statistical Section (Unaudited) Demographic and Economic Statistics Last Ten Fiscal Years Education Per Capita Level in Years School Fiscal Population Personal Personal Median of Formal Enrollment Unemployment Year (1) Income Income (2) Age (3) Schooling (4) Rate (5) 2016 7,691 $ 685,014,271 $ 89,067 43 2,808 2.8 % 2017 8,147 724,455,244 89,923 47 2,790 3.3 2018 8,102 770,192,324 95,062 47 2,820 2.5 2019 8,284 838,995,236 101,279 47 2,850 2.6 2020 8,315 850,888,430 106,162 48 2,834 4.2 2021 8,100 859,912,200 106,162 48 2,850 2.3 2022 8,485 1,068,545,500 126,500 45 2,885 4.2 2023 8,447 1,100,687,900 131,300 46 2,928 3.0 2024 8,383 1,099,312,600 135,400 45 2,887 3.0 2025 8,382 1,023,892,152 124,728 47 2,956 2.8 Note: Information on education level was only available in 2010 census data. Data sources (1) 2020 is based on US Census. 2025 is based on World Population Review projection. Metropolitan Council final estimate for all c (2) Based on Metropolitan Council's estimate from ACS - numbers are delayed by a year. (3) Hennepin County average/median for non -census years. (4) Minnesota Department of Education, as reported by ISD No. 278 (Orono). (5) Minnesota Department of Economic Security; Hennepin County average for non -census years. 155 577 THIS PAGE IS LEFT BLANK INTENTIONALLY 156 578 City of Orono, Minnesota Statistical Section (Unaudited) Principal Employers Current Year and Nine Years Ago 2025 2016 Percent Percent of City of City Employees Rank Employment Employees Rank Employment ISD No. 278 (Orono) 432 1 24.00 % 493 1 27.39 % Wayzata Country Club 275 2 15.28 190 2 10.56 Woodhill Country Club 190 3 10.56 144 3 8.00 Springhill Country Club 120 4 6.67 45 8 2.50 Jem Technical 108 5 6.00 108 4 6.00 Otten Brothers 100 6 5.56 98 5 5.44 Lunds 73 7 4.06 63 7 3.50 City of Orono 78 8 4.33 75 6 4.17 Culver's 57 9 3.17 45 9 2.50 Trails of Orono 52 10 2.89 - - - Service 800 - - - 30 10 1.67 Morries' Automotive - 30 10 1.67 Total 1,485 82.50 % 1,321 73.40 % Source: City of Orono and State Department of Commerce and Employers 157 579 Function General Government Public Safety Police Officers Civilians Fire Full-time Part-time Paid on call Code Enforcement Public Works Parks (1) Water Sewer Storm Water Fleet Golf Total City of Orono, Minnesota Statistical Section (Unaudited) Full-time Equivalent Employees by Function Last Ten Fiscal Years 2016 8.0 2017 2018 2019 8.0 8.0 8.0 27.0 27.0 30.0 30.0 4.0 4.0 4.0 4.0 5.0 5.0 5.0 5.0 4.5 4.5 5.0 5.0 - - 0.5 0.5 1.5 1.5 2.5 2.5 2.5 2.5 2.5 2.5 0.5 0.5 0.5 0.5 5.0 5.0 3.0 3.0 58.0 58.0 61.0 61.0 Source: City budgets and personnel records. (1) Separated Parks department in 2018 due to hiring Park Supervisor at the end of 2017 158 580 2020 2021 2022 2023 2024 2025 7.0 7.0 8.0 9.0 10.0 10.0 30.0 29.0 33.0 29.0 29.0 29.5 4.0 4.0 4.0 4.0 4.0 4.0 - - - 1.0 1.0 1.0 - - - - 2.5 6.7 - - - - 1.0 0.8 4.8 4.0 6.0 6.0 6.0 6.0 5.0 5.0 4.0 5.0 5.0 5.5 0.5 2.3 3.5 3.5 2.5 2.5 2.5 3.3 3.0 3.0 3.0 3.0 2.5 3.0 3.0 3.0 3.0 3.0 0.5 1.2 1.0 1.0 1.0 1.0 - - 1.0 1.0 2.0 2.0 3.0 0.5 1.0 1.0 2.5 3.0 59.8 59.3 67.5 66.5 72.5 78.0 159 581 Function City of Orono, Minnesota Statistical Section (Unaudited) Operating Indicators by Function Last Ten Fiscal Years 2016 2017 2018 2019 Public Safety Police Initial reports 9,320 6,462 5,875 4,997 Citations 1,929 1,509 1,675 1,331 Building/Zoning Building permits issued 466 518 535 660 Land use applications 59 110 81 95 Water New connections 1,036 1,041 1,087 1,109 Radio read meters - start 2004 1,024 1,029 1,072 1,096 Annual water pumped (thousands of gallons) 96,936 108,627 108,923 106,490 Waste Water New connections (1) 2,243 2,256 2,287 2,352 Annual sewer flow (thousands of gallons) (2) 211,900 173,840 195,420 219,740 Storm Water Sweeping (centerline Miles) (3) 46 92 46 46 Drainage projects 3 3 7 6 Golf Rounds played 11,976 11,387 7,007 7,289 Parks Dog park pass (4) - 475 546 537 Sources: City department records. (1) 2020 to 2024 has been revised to accurately reflect the report from the system as of December of the audit year. (2) Data received from Metropolitan Council, numbers are delayed by a year. Historical data is based on the miles of roads that was included in each sweeping. (3) 2017 data is based on the miles of road that was swept in total. (4) Passes are issued for each year starting in November of the year prior. Lurton Dog Park opened in 2017. 160 582 2020 2021 2022 2023 2024 2025 4,496 4,582 4,094 3,124 2,593 2,831 907 1,064 1,428 1,321 1,279 891 442 460 425 530 501 585 77 62 71 63 70 55 1,090 1,126 1,165 1,186 1,195 1,193 1,071 1,165 1,161 1,186 1,195 1,129 131,048 161,542 160,986 149,705 99,828 115,854 2,298 2,485 2,403 2,384 2,395 2,439 234,390 111,024 163,214 238,880 222,680 221,810 48 48 48 52 52 52 6 5 3 1 4 2 16,000 13,964 14,549 15,745 14,565 16,820 512 788 799 609 533 513 161 583 Function General Government City Hall Parking Lots - Paved Parking Lots - Gravel Public Safety Police Stations Patrol units Fire Stations Fire Units Public Works Buildings Highways and streets Streets (miles) Street lights (1) Culture and Recreation Parks acreage (2) Parks Beaches Utilities Water Miles of water main Wells Water plants Maximum daily capacity (thousands of gallons) Sewer Miles of sanitary sewer (3) Pumping stations Golf Clubhouse Pavilion Holes City of Orono, Minnesota Statistical Section (Unaudited) Capital Asset Statistics by Function Last Ten Fiscal Years 2016 1 11 7 (1) Historical streetlights was adjusted to reflect updated information (2) Historical park acreage was adjusted to reflect updated information (3) Includes both sewer and pressure mains. 2017 2018 2019 1 1 1 11 11 11 7 8 8 1 1 1 1 14 14 14 14 1 1 1 1 4 4 4 4 46 46 46 46 135 135 135 148 228 228 228 228 22 22 22 22 4 4 4 4 18 23 23 23 4 4 4 4 2 2 2 2 3,800 3,800 3,800 3,800 47 61 61 62 46 46 45 45 1 1 1 1 9 9 9 9 Note No capital asset indicators are available for the general government functions. Sources: Various City departments 162 584 2020 2021 2022 2023 2024 2025 1 1 1 1 1 1 11 11 11 11 12 12 8 9 9 9 9 9 1 1 1 1 1 1 14 18 18 18 18 18 1 1 1 1 1 2 - - - 1 6 7 4 4 4 4 4 4 48 48 48 48 48 49 151 151 151 151 151 109 228 228 228 228 228 228 22 22 22 22 22 22 4 4 4 4 4 4 23 23 23 23 23 23 4 4 4 4 4 2 2 2 2 2 2 4 3,800 3,800 3,800 3,800 3,800 3,800 63 63 63 63 63 63 45 45 45 46 47 46 1 1 1 1 1 1 - - - - 1 1 9 9 9 9 9 9 163 585 - - cz Executive Governance Summary City of Orono Orono, Minnesota For the year ended December 31, 2025 Ato 00%F o%44 0 Lighting Ili epath forward 5201 Eden Avenue, Ste 250 100 Warren Street, Ste 600 14500 N Northsight Blvd, Ste 321 Edina, MN 55436 Mankato, MN 56001 Scottsdale, AZ 85260 P 952.835.9090 P 507.625.2727 P 480.864.5579 586 APLft0%#P40 AbdoSolutionsxom NEED DATE Management, Honorable Mayor and City Council City of Orono, Minnesota We have audited the financial statements of the governmental activities, the business -type activities, each major fund and the aggregate remaining fund information of the City of Orono, Minnesota, (the City) for the year ended December 31, 2025. Professional standards require that we provide you with information about our responsibilities under generally accepted auditing standards, as well as certain information related to the planned scope and timing of our audit. We have communicated such information in our letter to you dated December 1, 2025. Professional standards also require that we communicate to you the following information related to our audit. Significant Audit Findings In planning and performing our audit of the financial statements, we considered the City's internal control over financial reporting (internal control) as a basis for designing audit procedures that are appropriate in the circumstances for the purpose of expressing our opinions on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the City's internal control. Accordingly, we do not express an opinion on the effectiveness of the City's internal control. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in interna control, such that there is a reasonable possibility that a material misstatement of the entity's financial statements will not be prevented or detected and corrected on a timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance. Our consideration of internal control was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control that might be material weaknesses or significant deficiencies and therefore, material weaknesses or significant deficiencies may exist that were not identified. Given these limitations, during our audit we did not identify any deficiencies in internal control that we consider to material weaknesses. However, material weaknesses may exist that have not been identified. Compliance and Other Matters As part of obtaining reasonable assurance about whether the City's financial statements are free from material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the financial statements. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards or Minnesota statutes. Qualitative Aspects of Accounting Practices Management is responsible for the selection and use of appropriate accounting policies. The significant accounting policies used by the City are described in Note 1 to the financial statements. No new accounting policies were adopted and the application of existing policies were not changed during the year ended December 31, 2025. We noted no transactions entered into by the governmental unit during the year for which there is a lack of authoritative guidance or consensus. All significant transactions have been recognized in the financial statements in the proper period. Lighting the path forward 2 587 Accounting estimates are an integral part of the financial statements prepared by management and are based on management's knowledge and experience about past and current events and assumptions about future events. Certain accounting estimates are particularly sensitive because of their significance to the financial statements and because of the possibility that future events affecting them may differ significantly from those expected. The most sensitive estimates affecting the financial statements included below: • Management's estimate of depreciation is based on estimated useful lives of the assets. Depreciation is calculated using the straight-line method. • Allocations of gross wages and payroll benefits are approved by City Council within the City's budget and are derived from each employee's estimated time to be spent servicing the respective functions of the City. These allocations are also used in allocating accrued compensated absences payable. • Management's estimate of its OPEB liability is based on several factors including, but not limited to, anticipated retirement age for active employees, life expectancy, turnover, and healthcare cost trend rate. • Management's estimate of its lease receivable is based on the present value of lease payments expected to be received during the lease term. • Management's estimate of its pension liabilities and assets are based on several factors including, but not limited to, anticipated investment return rate, retirement age for active employees, life expectancy, salary increases and form of annuity payment upon retirement. o The allocation of the pension liability related to Minnesota Public Employee Retirement Association (PERA) is based on the City's proportionate share of employer contributions to the PERA cost -sharing multip,e employer Coordinated and Police and Fire pension plans. • Management's estimate of future paid sick time usage is based on historical usage data. We evaluated the key factors and assumptions used to develop these accounting estimates in determining that it is reasonable in relation to the financial statements taken as a whole. The disclosures in the financial statements are neutral, consistent, and clear. Certain financial statement disclosures are particu arly sensitive because of their significance to financial statement users. Difficulties Encountered in Performing the Audit We encountered no significant difficulties in dealing with management in performing and completing our audit. Corrected and Uncorrected Misstatements Professional standards require us to accumulate all known and likely misstatements identified during the audit, other than those that are trivial, and communicate them to the appropriate level of management. Management has corrected all such misstatements. In addition, none of the misstatements detected as a result of audit procedures and corrected by management were material, either individually or in the aggregate, to each opinion unit's financial statements taken as a whole. Disagreements with Management For purposes of this letter, professional standards define a disagreement with management as a financial accounting, reporting, or auditing matter, whether or not resolved to our satisfaction, that could be significant to the financial statements or the auditor's report. We are pleased to report that no such disagreements arose during the course of our audit. AbdoSolutionsxom Y1 588 Management Representations We have requested certain representations from management that are included in the management representation letter dated NEED DATE. Management Consultations with Other Independent Accountants In some cases, management may decide to consult with other accountants about auditing and accounting matters, similar to obtaining a "second opinion" on certain situations. If a consultation involves application of an accounting principle to the City's financial statements or a determination of the type of auditor's opinion that may be expressed on those statements, our professional standards require the consulting accountant to check with us to determine that the consultant has all the relevant facts. To our knowledge, there were no such consultations with other accountants. Other Matters We applied certain limited procedures to the required supplementary information (RSI) (Management's Discussion and Analysis, the Schedules of Employer's Share of the Net Pension Liability, the Schedule of Changes in Net Pension Liability (Asset) and Related Ratios, the Schedules of Employer's Contributions and the Schedule of Funding Progress for Other Post -Employment Benefits Plan), the respective budgetary comparison schedules and related note disclosure which is information that supplements the basic financial statements. Our procedures consisted of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management's responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We did not audit the RSI and do not express an opinion or provide any assurance on the RSI. We were engaged to report on the supplementary information (combining and individual fund financial statements and schedules), which accompany the financia, statements but are not RSI. With respect to this supplementary information, we made certain inquiries of management and evaluated the form, content, and methods of preparing the information to determine that the information complies with accounting principles generally accepted in the United States of America, the method of preparing it has not changed from the prior period, and the information is appropriate and complete in relation to our audit of the financial statements. We compared and reconciled the supplementary information to the underlying accounting records used to prepare the financial statements or to the financial statements themselves. We were not engaged to report on the introductory or statistical sections, which accompany the financia statements but are not IRS . We did not audit or perform other procedures on this other information and we do not express an opinion or provide any assurance on them. Other Audit Findings or Issues We generally discuss a variety of matters, including the application of accounting principles and auditing standards, with management each year prior to retention as the City's auditors. However, these discussions occurred in the normal course of our professional relationship and our responses were not a condition to our retention. Future Accounting Standard Changes The following Governmental Accounting Standards Board (GASB) Statements have been issued and may have an impact on future City financial statements: GASB Statement No. 103 — Financial Reporting Model Improvements Effective: 1213112026 GASB Statement No. 104 — Disclosure of Certain Capital Assets Effective: 1213112026 Further information on upcoming GASB pronouncements. AbdoSolutionsxom al 589 Restriction on Use This purpose of this communication is solely for the information and use of the City Council and management of the City and is not intended to be, and should not be used by anyone other than those specified parties. Our audit would not necessarily disclose all weaknesses in the system because it was based on selected tests of the accounting records and related data. The comments and recommendations in the report are purely constructive in nature, and should be read in this context. If you have any questions or wish to discuss any of the items contained in this letter, please feel free to contact us at your convenience. We wish to thank you for the continued opportunity to be of service and for the courtesy and cooperation extended to us by your staff. Abdo Minneapolis, Minnesota NEED DATE AbdoSolutionsxom 5 590 0 Other Required Reports City of Orono Orono, Minnesota For the year ended December 31, 2025 A100"xIIIIA� Lighting me path forward 5201 Eden Avenue, Ste 250 100 Warren Street, Ste 600 14500 N Northsight Blvd, Ste 321 Edina, MN 55436 Mankato, MN 56001 Scottsdale, AZ 85260 P 952.835.9090 P 507.625.2727 P 480.864.5579 591 City of Orono, Minnesota Other Required Reports Table of Contents For the Year Ended December 31, 2025 Other Required Reports Independent Auditor's Report on Minnesota Legal Compliance Independent Auditor's Report on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards Page No. 3 4 2 592 ALFftor4o AbcloSolutions.com INDEPENDENT AUDITOR'S REPORT ON MINNESOTA LEGAL COMPLIANCE Honorable Mayor and City Council City of Orono, Minnesota We have audited, in accordance with auditing standards generally accepted in the United States of America, and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States the financial statements of the governmental activities, the business -type activities, each major fund and the aggregate remaining fund information of the City of Orono, Minnesota (the City) as of and for the year ended December 31, 2025, and the related notes to the financial statements, and have issued our report thereon dated NEED DATE. In connection with our audit, nothing came to our attention that caused us to believe that the City failed to comply with the provisions of the contracting and bidding, deposits and investments, conflicts of interest, public indebtedness, claims and disbursements, miscellaneous provisions, and tax increment financing sections of the Minnesota Legal Compliance Audit Guide for Cities, promulgated by the State Auditor pursuant to Minn. Stat. § 6.65. However, our audit was not directed primarily toward obtaining knowledge of such noncompliance. Accordingly, had we performed additional procedures, other matters may have come to our attention regarding the City's noncompliance with the above referenced provisions, insofar as they relate to accounting matters. This report is intended so ely for the information and use of those charged with governance and management of the City and the State Auditor and is not intended to be, and should not be, used by anyone other than these specified parties. Abdo Minneapolis, Minnesota NEED DATE Lighting the path forward 3 593 Alr�4 M%f A 0 INDEPENDENT AUDITOR'S REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS Honorable Mayor and City Council City of Orono, Minnesota AbdoSolutions.com We have audited, in accordance with the auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States, the financial statements of the governmental activities, the business -type activities, each major fund and the aggregate remaining fund information of the City of Orono, Minnesota (the City), as of and for the year ended December 31, 2025, and the related notes to the financial statements, which collectively comprise the City's basic financial statements, and have issued our report thereon dated NEED DATE. Report on Internal Control Over Financial Reporting In planning and performing our audit of the financial statements, we considered the City's interna' contro' over financial reporting (internal control) as a basis for designing audit procedures that are appropriate in the circumstances for the purpose of expressing our opinions on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the City's internal control. Accordingly, we do not express an opinion on the effectiveness of the City's internal control. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, misstatements on a time y basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the entity's financial statements will not be prevented, or detected and corrected on a timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance. Our consideration of internal control was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control that might be material weaknesses or significant deficiencies and therefore, material weaknesses or significant deficiencies may exist that were not identified. Given these limitations, during our audit we did not identify any deficiencies in internal control that we consider to be material weaknesses. Report on Compliance and Other Matters As part of obtaining reasonable assurance about whether the City's financial statements are free from material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. Lighting the path forward 4 594 Purpose of this Report The purpose of this report is solely to describe the scope of our testing of internal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the City's internal control or on compliance. This report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the City's internal control and compliance. Accordingly, this communication is not suitable for any other purpose. Abdo Minneapolis, Minnesota NEED DATE 5 595 2 0 2 5 Financial Statement Audit City of Orono A-,#w*Io Introduction Audit Results General Fund Results Other Governmental Funds Enterprise Funds Key Performance Indicators S1 Audit Results Auditor's Opinion QKPA041�i&d opinion under (ANNf h�* Minnesota Legal Compliance Flo ihs�Dl hc&s bT Y1bY1CbYMf �IDIV1CPi General Fund Balances $14,000,000 $12,000,000 $10,000,000 $10,993,270 $11,336,630 $9,975,596 $6,000,000 47.5% 45% 40% $4,000,000 39.8% ° 36.4 /° °�° $2,000,000 $- 20 22 2023 Original Budgeted Expenditures $11,757,550 40% 39.3% 2024 2025 2026 Unassigned Fund Balance Fund Balance Policy 599 General Fund Budget to Actual Revenues Expenditures Excess of Revenues Over Expenditures Other Financing Sources (Uses) Transfers out Proceeds from sale of capital assets Total Other Financing Sources (Uses) Net Change in Fund Balances Fund Balances, January 1 Fund Balances, December 31 Final Budgeted Actual Variance with Amounts Amounts Final Budget $ 11,935,000 $ 12,698,346 $ 763,346 11,757,550 11,886,687 (129,137) 177,450 811,659 634,209 (177,450) (264,963) (87, 513) - 1,680 1,680 (177,450) (263,283) (85,833) - 548,376 548,376 4,775, 598 4,775, 598 - $ 4,775,598 $ 5,323,974 $ 548,376 600 General Fund Revenues by Type $8,000,000 $7,000,000 $6,000,000 $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000 a 0 Ta xes Licenses and Permits Charges for Services 0 Total Other — 20 23 02024 ■ 20 25 601 General Fund Expenditures by Type $10,000,000 $9,000,000 $8,000,000 $7,000,000 $6,000,000 $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000 General Government Public Safety ■ Public Works 02023 02024 ■ 20 25 Total Other 602 Special Revenue Fund Balances Fund Nonmajor Pa rk Drug and Felony Forfeiture Affordable Housing Lurton Park Senior Housing TIF HRA General Fund Carmen Bay Lake Improvement Total $2,000,000 $1,500,000 $1,000,000 $500,000 $(500,000) $ (1,000,000) Restricted Fund Balances December31, Increase 2025 2024 (Decrease) $ 778,480 $ 620,721 $ 157,759 743,984 775,154 (31,170) 154,661 147,998 6,663 61,967 36,929 25,038 (342,062) (435,851) 93,789 605,241 601,467 3,774 1,049 813 236 $ 2,003,320 $ 1,747,231 $ 256,089 Committed Unassigned (TIF Fund) ■ 2022 2023 02024 603 Debt Service Funds Debt Service Fund Nonmajor 2021AGeneral Obligation Bond 2000 Improvement Bonds (2014A Bonds) Total Total Interest Payments $1,200,000 $1,000,000 $800,000 $600,000 $400,000 $200,000 Debt Cash Total Bonds Maturity Balance Assets Outstanding 12/31 /2051 28,636 50,181 14,290,000 2/1/2029 531,140 536,891 1,055,000 $ 559,776 $ 587,072 $ 15,345,000 $ 4,563,930 2026 2027 2028 2029 Principal 2030 2031 2032 2033 2034 2035 Interest I 604 Capital Projects Fund Major Municipal State Aid Street Project Construction Fire Nonmajor Pavement Management Improvement Equipment Outlay Permanent Revolving Improvement Community Investment Construction Police Total Capital Project Fund Balances Fund Balances December31, Increase 2025 2024 (Decrease) $ (1,282,437) $ (1,120,809) $ (161,628) 2,431,848 2,831,369 (399,521) (361,332) (62,129) (299,203) 826,598 942,004 (115,406) 51,338 693,280 (641,942) 1,195, 085 1,143, 591 51,494 357,665 342,316 15,349 571,949 463,327 108,622 $ 3,790,714 $ 5,232,949 $ (1,442,235) $2,000,000 $1,500,000 $1,000,000 $500,000 $_ 1 $ (5 00,0 00) $(1,000,000) Restricted Committed 2022 2023 ■ 2024 Unassigned (TIF Fund) 605 $2,000,000 $1,800,000 $1,600,000 $1,400,000 $1,200,000 $1,000,000 $800,000 $600,000 $400,000 $200,000 2022 2022 $1,800,000 $1,600,000 $1,400,000 $1,200,000 $1,000,000 $800,000 $600,000 $400,000 $200,000 2023 2023 2024 2024 2025 2025 ■ Operating Receipts ■ Operating Disbursements ■ Debt Payments 2022 2023 2024 2025 Unrestricted Cash Water Fund Cash Flows from Operations and Cash Balances 606 $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 2022 2022 2023 2023 [ ■ Operating Receipts $3,500,000 $3,000,000 $2,500,000 $2,000,000 $1,500,000 $3,137,554 $1,000,000 $500,000 2022 2024 2024 2025 2025 Operating Disbursements $2,327,068 $1,654,625 $1,838,736 2023 2024 2025 Unrestricted Cash Sewer Fund Cash Flows from Operations and Cash Balances 607 $900,000 $800,000 $700,000 $600,000 $500,000 $400,000 $300,000 $200,000 $100,000 2022 2022 2023 2023 2024 2024 2025 2025 ■ Operating Receipts ■ Operating Disbursements $2,500,000 $2,000,000 $1,500,000 $1,000,000 $2,079,965 ■ $1,562,423 $1,344,586 $500,000 $1,295,891 $- 1 2022 2023 2024 2025 ■ Unrestricted Cash Storm Water Fund Cash Flows from Operations and Cash Balances 608 $350,000 $300,000 $250,000 $200,000 $150,000 $100,000 $50,000 2022 $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 2022 2023 2023 2024 2024 2025 2025 ■ Operating Receipts ■ Operating Disbursements 2022 $79,540 2023 Unrestricted Cash W INq 2024 2025 Recycling Fund Cash Flows from Operations and Cash Balances 609 $80,000 $70,000 $60,000 $50,000 $40,000 $30,000 $20,000 $10,000 2022 2022 2023 2023 2024 2024 2025 2025 ■ Operating Receipts ■ Operating Disbursements $60,000 $40,000 $20,000 $(20,000) $(40,000) $(60,000) $(1 8,008) $(53,558) I I 2022 2023 2024 2025 ■ Unrestricted Cash Cable Television Fund Cash Flows from Operations and Cash Balances 610 $500,000 $450,000 $400,000 $350,000 $300,000 $250,000 $200,000 $150,000 $100,000 $50,000 2023 2023 $60,000 $50,000 $40,000 $30,000 $20,000 $10,000 $(10,000) $(20,000) $(30,000) $(40,000) ■ Operating Receipts 2023 2024 2024 $(24,106) 2024 ■ Unrestricted Cash 2025 ■ Operating Disbursements 2025 2025 Golf Course Fund Cash Flows from Operations and Cash Balances 611 $25,000,000 $20,000,000 $15,000,000 $10,000,000 $5,000,000 Cash and Investments Balances $21,333,272 2023 ■ General Fund ■ Debt Service Funds $17,691,824 2024 Capital Projects Funds ■ Enterprise Funds $17,746,282 2025 ■ Special Revenue Funds Internal Service Funds 612 Cash and Investments Balances Continued • Assigned for Capital (Pavement Management Plan, Municipal State Aid, Equipment, Community Investment Construction) • Restricted (Capital, Parks, Forfeiture, Affordable Housing, TIF, Debt Service) • Enterprise (Water, Sewer, Storm, Recycling, Cable) • Unrestricted (General Fund) Assigned for Capital $5,379,843 Restricted $2,564,158 IIIICI I I d I JCI VIUC $364,039 Unrestricted $4,942,999 terprise 195,243 613 70. 0% 60. 0% 50. 0% 40. 0% 30.0% 20.0% 10.0% 0.0% 2021 Class 2 Cities 57.6% Cities in Carver County 40.1% t City of Orono 16. 64% pop KEY PERFORMANCE INDICATORS Taxes Tax Rates IF I 100.00% 90.00% 80.00% 70.00% 60.00% 50.00% 40.00% 30.00 % 20.00% 10.00% 0.00% 2022 2023 2024 2025 Special Tax Rate 58.35% 53.44% 51.54% N/A School Tax Rate 39.33% 36.28% 36.80% N/A County Tax Rate 0CityTax Rate 16.82% 16.57% 16.35% 16.36% � Class 2 Cities City Tax Rate 2022 9.22% 21.62% 38.53% 16.82% 58.35% Tax Rate Mix 2023 8.16% 17.02% 34.54 16.57% 53.44% 2024 7.86% 18.37% 34.68 % 16.35% 51.54% 2025 8.38% 18.95% 37.08 % 16.36% 614 n 73 KEY PERFORMANCE INDICATORS S2 Debt Debt Per Capita $2,500 — $2,000 $1,500 $1,000 $ 500 $ I 2021 2022 2023 2024 2025 ItClass 4 Cities $2,198 $2,195 $2,302 N/A N/A Cities in Hennepin County $1,817 $1,914 $1,988 N/A N/A m tCity Of Orono $2,298 $2,156 $2,026 $1,960 $1,876 615 $1,600 $1,400 $1,200 $1,000 $800 $600 $400 $200 Class 4 Cities Cities in Hennepin County ■ City Of Orono KEY PERFORMANCE INDICATORS Current Expenditures Per Capita Expenditures $2, 500 $2,000 $1,500 $1,000 Capital Expenditures Per Capita 0 0 0 0 0 $500 0 0 m 2021 2022 2023 2024 2025 2021 2022 2023 2024 2025 $856 $901 $948 N/A N/A Lm Class 4 Cities $527 $536 $639 N/A N/A $929 $995 $1,055 N/A N/A Cities in Hennepin County $447 $419 $625 N/A N/A $1,048 $1,084 $1,282 $1,321 $1,397 ■ City Of Orono $348 $299 $1,936 $693 $461 616 Andy BERG Hannah ANDERSON Tiler SEE Michaela THOMPSON Ellie F R E D R I C K S 0 N 0 73 S2 I AGENDA ITEM Date: May 26, 2026 Item: 15 Title: LA26-000017, 1520 Bohns Point Road, Variance Presenter: Matt Karney, Planner Section: Community Development Report Purpose: The applicant requests after -the -fact approval of a side setback variance for a concrete patio. 2. MN§15.99 Application Deadline: The application was made on April 22, 2026, and deemed complete on March 25, 2026. The 60- day review period expires on May 24, 2026. 3. Background: In August 2024, a zoning permit for a patio, landscaping, and retaining walls was applied for, reviewed, and approved which indicated a patio meeting the 10 foot side yard setback. In April 2025, the applicant/contractor submitted amended changes to the the plan showing the patio 3 feet into the side yard setback. Staff subsequently requested clarification regarding the patio location on the amended plan. The work on the site that was completed was not yet approved. The applicant is pursuing after -the -fact approval for the newly constructed patio. The patio amounts to an encroachment of 65 square feet, 6.3 feet to the side property line where a 10-foot side setback is required. Link to Planning Commission Packet 4. Planning Commission Vote and Comment: On May 18, 2026, the Planning Commission held a public hearing and discussed the requested variance. The discussion focused on the pre-existing conditions of the site and the changes the applicant determined were necessary once the initial permit work had begun. The Commission noted that the constructed improvements are further away from the lake than depicted on the originally approved plans and the area is heavy screened. The Commission also discussed the retaining wall location in relation to the patio improvement, the overall decrease in hardcover to the site and the patios overall size as reasonable improvements. A motion was made to recommend approval of the proposed variance and passed on a vote of 6 to 1. Link to Planning Commission Video 5. Public Comment: No public comments have been received. The applicant submitted a comment from the affected neighbor indicating their support for the project (Exhibit J). 6. Staff Recommendation: Planning staff recommends denial as applied as a conforming patio can be constructed to meet the City Code. COUNCIL ACTION REQUESTED 618 The Council should discuss the application and make a motion to direct staff to prepare findings in a resolution for the June 8, 2026 meeting. Exhibits A. Staff Report B. Practical Difficulty Responses C. Narrative D. Proposed Plans 04-18-2025 E. Approved Plans 08-01-2024 F. Preexisting Survey 11-30-2023 G. Setback Overlay Exhibit H. Neighbor Letter of Support 619 Date Application Received: 04/22/2026 Date Application Deemed Complete: 04/27/2026 Q�O` VO 60-Day Review Period Expires: 06/26/2026 To: Chair Ressler and Planning Commission Members Adam Edwards, City Administrator y From: Matthew Karney, Planner `gkESH0�j Date: 18 May 2026 Subject: LA26-000017, Travis Van Liere Studio, 1520 Bohns Point Road Variance (After -the -Fact) — Public Hearing Application Summary: The applicant requests an after -the -fact variance for a patio within the side yard setback. Staff Recommendation: Planning Department Staff recommends denial of the variance. Background In August 2024, the applicant submitted for an administrative zoning permit (Z24-000032) for landscaping improvements on the lakeward side of the residence, including patio space and retaining walls under 4 feet in height. The initial proposal (Exhibit G; dated August 1, 2024) met zoning requirements, zoning approval was granted, and work commenced on the site. In April 2025, during construction, the applicant submitted an amended plan (Exhibit F; dated April 18, 2025) which indicated 65 square -feet of patio encroaching 3.7 feet into the accessory structure side setback of 10- feet. The change to the plans expanded the paved patio into the stepper walkway closer to the home where the previous patio existed. Staff requested additional information on the proposed plan on May 9, 2025, and discussion of the zoning requirements and potential solutions to the design were not discussed with the applicant/contractor until February of 2026. The patio extension shown in the April 2025 plan was completed on the site. No amendments to the plan or site have been proposed since the April 2025 plan was submitted. Practical Difficulties Analysis Applicant Submittal Information: The applicant has submitted a narrative (Exhibit E) and practical difficulty responses (Exhibit D) detailing the reasoning behind the changes to the plan. A setback exhibit (Exhibit 1) has been submitted comparing the existing conditions prior to the project, the initially approved August 2024 plan, and the as -built April 2025 plan. The applicant has shared the project details with the affected neighbor to the north and has submitted the correspondence indicating they support the proposal, attached as Exhibit J. The applicant notes that during construction, the conforming, original plan became unfeasible due to site constraints including grade changes that necessitated different retaining walls. Modifying the patio to meet the setback would create a less functional space, negatively impact drainage patterns and require significant grading to address the conditions of the site. Note: Proposed hardcover calculations are provided on the August 2024 and April 2025 plans, in comparison to the preexisting hardcover calculated when the property was surveyed in 2023. Planning Staff Practical Difficulty Analysis: The proposed patio that encroaches 3.7 feet into the side setback with 65 new square feet of hardcover. Staff acknowledges the site issues at play, namely the grading and drainage around the slope, and the first -floor egress directly to the patio, as articulated by the applicant. Total site 620 LA26-000017 18 May 2026 Page 2 of 5 hardcover is decreasing and ample screening has been installed to limit the visual impacts of the encroachment. A support letter has been submitted from the affected neighbor. Staff finds the increase in size of the patio (into the setback) does not appear to be warranted as a smaller patio was approved that met the setback. The August 2024 plan proposed a 10-foot-wide patio in the space, and the April 2025 plan is for 13 feet in width; the site allows for a patio in a conforming location. LOT ANALYSIS WORKSHEET Section 6.12.1450 — Setbacks: Accessory Structures LR-113 District Required Pre -Existing (2024) Proposed/As-Built (2026) Interior Side (North) 10, —7.7' 6.3' Patio Interior Side (South) 10, —75' —77' Patio Rear/Street (West) 10, —200' —209' Patio Lakeshore (East) 75' —143' 133' Patio Average Lakeshore This setback is not applicable to improvements less than 42" above existing grade. Section 6.12.9210 — Hardcover Calculations: Stormwater Pre -Existing Proposed/As-Built Total Area in Allowed Overlay Zone Hardcover Hardcover Hardcover District Tier (2024) (2026) 0.85 acres 9,243 s.f. 11,367 s.f. 10,988 s.f. Tier 1 (36,974 s.f.) (25 %) (30.74%) (29.72%) Applicable Regulations: Accessory Structure Side Setback Variance (Section 6.12.1450) Accessory structures, such as patios, must meet a 10 foot side setback within the LR-1B zoning district. A small portion of the previously existing patio (prior to the project) encroached into the side setback, therefore, this small area of patio is considered a legal nonconforming condition. The August 2024 plan showed the hardcover portion of the patio extending up to the 10-foot side setback line, with open grass/turf extending beyond the setback line along the proposed retaining wall, which conformed to zoning requirements. The April 2025 plan shows the paved portion of the patio encroaching 3.7 feet into the side setback, which is not permitted. Exhibit I, submitted by the applicant, overlays the different patio spaces. 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 621 LA26-000017 18 May 2026 Page 3 of 5 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 and purpose of the ordinance is to create separation and orderly spacing of improvements from property to property. The applicant's plan does not create physical separation between the patio and the adjacent property, but implements screening as an offset to ensure the use of this space will not create an adverse impact on the adjacent property. This criterion is met. 2. The variance is consistent with the comprehensive plan: The proposal of exterior patio space, accessory to a residential use within LR-18 zoning district, is consistent with the comprehensive plan. This criterion is met. 3. The applicant establishes that there are practical difficulties. a. The property owner proposes to use the property in a reasonable manner not permitted by the official controls: The proposal for patio space in an area of the property that has been historically used for this purpose is reasonable and appropriate. This criterion is met. b. There are circumstances unique to the property not created by the landowner: All the patio designs; the existing condition prior to the project, the August 2024 design, and the April 2025 design, are all designed around a challenging grade that the existing house was built into. In order to protect the lower -level walkout from erosion and drainage, utilizing most of the once existing, nonconforming patio space is logical. This criterion is met. c. The variance will not alter the essential character of the locality: Most, if not all, properties along eohns Point Road have lake facing patio spaces. Allowing for a patio design and location that meets the needs of the property is sensible. Given this part of the property has accommodated patio space in the past and the encroachment amounts to less than 100 square feet, the character of the area will not be adversely impacted. This criterion is met. Additionally, City Code 6.12.530 provides additional parameters within which a variance may be granted as follows: 4. Economic considerations alone do not constitute practical difficulties: Economic considerations have not been a factor in the variance approval determination. 5. Practical difficulties also include but are not limited to inadequate access to direct sunlight for solar energy systems. Variances shall be granted for earth -sheltered construction as defined in Minn. Stat. § 216C.06, subd. 17, when in harmony with Orono City Code Chapter 78: This condition is not applicable. 622 LA26-000017 18 May 2026 Page 4 of 5 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 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 April 2025 patio location is wedged in between a notable grade change and the side property line, where the least amount of land disturbance would occur. Grading in this area to support a patio would either impact the lower -level walkout, or involve significant clearing of earth to make the land suitable for a conforming patio. This criterion is met. The conditions do not apply generally to other land or structures in the district in which the land is located: The patio space on the property has historically been located near the northern (side) property line, at a similar grade to the first floor of the house. There is a lower -level walkout south of the patio space, with a several foot grade change in between. The only lake facing egress from the first floor of the house exits to this patio space. This criterion is met. 10. The granting of the application is necessary for the preservation and enjoyment of a substantial property right of the applicant: The scope of the work of the project has changed since the initial zoning permit submittal in August 2024, but the use of the affected area of the property has historically been space for a patio. The April 2025 plan moves the patio area closer to the home where a patio area was previously located, yet encroaches 3.7 feet into the side yard setback due to the proposed 13 foot width. The April 2025 plan provides 10 more feet of separation between the patio and the lake than the August 2024 plan and will be screened from the neighbor by vegetation. However, the encroachment into the side setback may not be appropriate, given that a 10-foot-wide patio could be sited in this area and meet setback requirements. The owner is not prevented from having a patio in this space, and constructing a wider patio is not necessary for the preservation of the owners' property rights. 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 granting of a variance will not impact the health, safety or welfare of residents and owners in the area. The approved August 2024 plan had a similar encroachment, but with grass or a pervious surface opposed to concrete. Ample screening has been provided to alleviate the potential impacts of the encroachment. This criterion has been met. 12. The granting of such variance will not merely serve as a convenience to the applicant but is necessary to alleviate demonstrable difficulty: There are special conditions affecting the property in which the location of the patio near the northern (side) property line is reasonable. The approved August 2024 plan indicated a conforming patio could be located in the area along the northern property line, albeit closer to the lake than 623 LA26-000017 18 May 2026 Page 5 of 5 the present April 2025 plan. The enlarged patio is a convenience and are not necessary for the reasonable use of the property. A conforming patio can be installed and utilized on the site. 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. Discussion 1. Considering the location of the allowed patio, will the activity on the April 2025 patio area be more or less impactful than the connected, level turf surface shown on the August 2024 plan? 2. Is the size of the proposed patio appropriate? 3. Has the applicant provided sufficient justification to support the patio's location and configuration? Planning Staff Recommendation Staff recommends denial as applied. List of Exhibits Exhibit A. Staff Report Exhibit B. Application Summary Exhibit C. Aerial Imagery Exhibit D. Practical Difficulty Responses Exhibit E. Narrative Exhibit F. Proposed Plans (dated April 18, 2025) Exhibit G. Approved Plans (dated August 1, 2024) Exhibit H. Preexisting Survey (dated November 23, 2023) Exhibit I. Setback Overlay Exhibit Exhibit J. Neighbor Letter of Support Exhibit K. Mailing List and Map 624 4/24/26, 1:38 PM Permit Details I Citizenserve PRACTICAL DIFFICULTIES DOCUMENTATION FORM LA26-000017 1. The property owner proposes to use the property in a reasonable manner not permitted by the Zoning Chapter. Response: The property owner proposes to use the terrace as a modest outdoor dining area, which is a reasonable and typical residential use. The terrace replaces a previously permitted dining area that was located closer to the lakeshore and more visible to adjacent properties. The revised design shifts this use closer to the home, reducing visual impact and improving privacy for both the owner and neighboring property. The slight increase in terrace width is necessary to accommodate safe circulation and functional seating. Due to site grading constraints, this results in a limited encroachment into the side setback. The use itself remains consistent with the intended residential character of the property and surrounding neighborhood. 2. The plight of the landowner is due to circumstances unique to his property not created by the landowner. Response: The need for the variance is driven by existing site conditions, specifically a significant 8' foot grade change between the home, side entry, and lower yard. These topographic constraints predate the current owner and require retaining walls and careful grading to create functional outdoor space. The terrace design was adjusted to work within these fixed conditions while maintaining safe access, proper drainage, and integration with previously permitted improvements. The resulting encroachment is directly tied to these unique physical characteristics of the property and is not the result of actions by the landowner. 3. The variance, if granted, will not alter the essential character of the locality. Response: The patio and landscape improvements will maintain, replace and enhance the existing home and landscape will be in character with neighboring residential properties. 4. Economic considerations alone do not constitute practical difficulties if reasonable use for the property exists under the terms of the Zoning Chapter. Response: N/A 5. Practical difficulties 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 Minnesota Statutes, Section 1161.06, Subd. 2, when in harmony with this Chapter. Response: N/A 6. The Board of Appeals and Adjustments or the Council may not permit as a variance any use that is not allowed under this Chapter for property in the zone where the affected person's land is located. Response: N/A 7. The Board or Council may permit as a variance the temporary use of a one -family dwelling as a two-family dwelling. 625 https://www3.citizenserve.com/Admin/PermitController 4/24/26, 1:38 PM Permit Details I Citizenserve Response: N/A 8. The special conditions applying to the structure or land in question are peculiar to such property or immediately adjoining property. Response: N/A 9. The conditions do not apply generally to other land or structures in the district in which said land is located. Response: N/A 10. The granting of the application is necessary for the preservation and enjoyment of a substantial property right of the applicant. Response: N/A 11. The granting of the proposed variance will not in any way impair health, safety, comfort, morals, or in any other respect be contrary to the intent of the Zoning Code. Response: The terrace design responds to a 8' foot grade change that necessitates retaining walls to safely support the adjacent slopes and provide stable, usable outdoor space. These walls are compliant with setback requirements and are designed to manage grade transitions without risk to users or neighboring properties. The terrace maintains positive, on -site drainage and will not impact adjacent drainage patterns. Relocating the terrace closer to the home reduces visual impact and improves privacy for the neighboring property, while the increased width allows for safe circulation and functional use. The proposal reflects a careful, site -responsive solution that supports safety, usability, and compatibility with surrounding properties, consistent with the intent of the Zoning Code. 12. The granting of such variance will not merely serve as a convenience to the applicant but is necessary to alleviate demonstrable difficulty. Response: The requested variance is not based on convenience, but on demonstrable site constraints. A significant 8' foot grade change between the home and lower yard establishes fixed conditions that limit the location and configuration of the terrace. Retaining walls and drainage requirements further restrict the ability to shift the terrace outside of the side setback without introducing additional disturbance or structural impacts. The terrace has been positioned to work within these constraints while maintaining safe access, proper grading, and integration with previously permitted improvements. The limited encroachment is a direct result of these physical conditions and is necessary to achieve a functional, safe, and well - resolved design. https://www3.citizenserve.com/Admin/PermitController 626 tvls NARRATIVE PROJECT: 1520 BOHNS POINT ROAD - ORONO, MN DATE: April 22, 2026 TO: City of Orono Planning Staff Matthew Karney City of Orono RE: VARIANCE SUBMITTAL FOR SIDE YARD SETBACK ENCROACHMENT - NORTH PATIO Dear City of Orono Planning Staff, This narrative outlines our request for a variance to allow a limited side yard setback encroachment for the property located at 1520 Bohns Point Road in Orono, Minnesota (LR-1 B zoning district). The proposed project entails minor remodeling of the existing home and reconstruction of landscape for the property including redesigned outdoor terrace areas, retaining walls and walkways, addition of a pool and other landscape improvements. These planned improvements were done to provide functional, safe use and enjoyment from home to the next landscape and bring previously existing nonconforming uses into compliance on the property. The variance requested specifically applies to the planned north patio, which encroaches into the required 10- foot side setback and replaces a previously existing non -conforming patio that was located in same location. This request is a proposed refinement and change to a previously permitted design (dated 08/01/2024). As construction progressed on the project, refinements to the permitted design were necessary and required to respond to existing site conditions, including grading adjustments and a new retaining wall for an existing egress window, drainage requirements and improvements, and integration with constructed retaining walls and the previously permitted pool. Practical Difficulties The requested variance is justified by practical difficulties in complying with the strict application of the side setback requirement due to the property's physical characteristics. The planned new patio is constrained by a significant grade transition (approximately 8 feet of elevation change) from the new patio adjacent to the home down to the lower -level walkout and new pool area. This grade condition necessitated retaining walls and limits the ability to shift the patio further south without introducing further structural impacts, expanded disturbance, or less functional outdoor space for the proposed terrace. (See Exhibit A, B, & C for existing conditions; Exhibit D for proposed terrace, walls and grade conditions). Relocating the terrace closer to the home allows for a safe, functional, outdoor space adjacent to the upper -level egress, while minimizing additional grading and avoiding further encroachment toward the lake. The resulting setback encroachment is limited and directly tied to these existing site constraints. Reasonableness of the Request The variance is reasonable in that it allows continued use of the property in a manner consistent with a residential Lakeshore setting. The terrace provides functional outdoor living space typical for properties on Lake Minnetonka, while remaining modest in scale and appropriately integrated with the existing home and new landscape improvements. TRAVIS VAN LIERE STUDIO 3255 garfield avenue south #100 627 tvls Unique Circumstances of the Property The need for the variance is due to circumstances unique to the property, including its topography, existing retaining wall conditions, and the relationship between the home, yard, and Lakeshore. The location of the home on the site, combined with the angle of the north property line, further limits usable space directly adjacent to the home's primary upper -level egress on that side of the property. These conditions constrain functional outdoor use in this area and are not generally applicable to other properties in the vicinity, nor were they created by the landowner. Essential Character of the Locality The proposed improvements are consistent with the character of the surrounding neighborhood and will not alter its essential character. The new patio and associated landscape elements are typical of similarly situated residential properties and are designed to be visually compatible with the home and adjacent homes. The revised patio location reduces visual impact along the lakeshore and is screened from the adjacent property to the north. The patio and retaining wall have been moved closer to the house and farther from the lake, improving openness and preserving lake views for the neighboring property. The removal of the existing nonconforming lakeside fire pit area further improves these views. Consistency with Ordinance Intent and Net Improvement The project advances the intent of the zoning ordinance by reducing existing nonconformities on the property: Approximately 530 square feet of impervious surface has been removed from within the 10-foot side setback on the north side. (See Exhibit E) An additional 180 square feet of impervious surface has been removed from within the 75-foot lake setback. (See Exhibit F) While the proposed terrace results in a limited encroachment, the overall project decreases nonconforming conditions and reduces impervious coverage in sensitive setback areas. Stormwater and Adjacent Property Impacts The terrace and surrounding grading are designed to maintain positive drainage and manage runoff entirely within the property. There will be no adverse drainage impacts to neighboring properties or the lake. Not Based on Economic Considerations Alone The variance request is not based solely on economic considerations, but rather on the physical constraints of the site and the need to implement a safe, functional, and well -integrated design solution. Conclusion The requested variance is modest, site -driven, and consistent with the City's variance criteria. It reflects a thoughtful adjustment to field conditions, results in a net reduction of nonconformities, improves neighboring views, and maintains the character of the area. We respectfully request approval of this variance. Please refer to the supplemental "Layout Comparison Diagram" for a visual representation of existing, permitted, and proposed conditions. Sincerely, Travis Van Liere, PLA, ASLA Principal, CMO Travis Van Here Studio, LLC TRAVIS VAN LIERE STUDIO 3255 garfield avenue south #100 628 tvls / I r; N d970'.M' N .7JO60 - 7- l i - .✓°. / / / 52 wA Hd i t HARDCOVER a..tA E%1STIIC HOUSE 3700 SF LEM DESCRIPTION: THAT PART OF GOV'T LOT 1. COMM. AT PONT 10, r; NORTH OF SW CORNER, CARAGE - 1640 SF DECK . SO SF THENCE H/ORTH 100 rT; THENCE CAST PARALLEL W111 SOUTH LKE OF SEC 9, ET7 / TO SFT 0E LAKF WTTKA: THENCE SOUTH IOW, ^AIO SHORELIf 105.62 Fi; SHED . ISO SF ( THENCE WEST PARALLEL WITH SLOTH LNE TO TIC P,NT OF BEG"" PAPOS 195 5F I SEC. 9. T. 117, R. 23. HENEPN COUNTY, AN 0 20 �0 60 DFA, 3600 SF _ WNSTPS . 15SF 0 SF 150 FREPT / AUL*Lbb - 1520 NOH% PONI RD SL;ALL N EEL' 1UTAL 10lilSS I4D/09 117-23 33-0006 EXHIBIT A: OVERLAY OF AERIAL IMAGERY WITH ORIGINAL SURVEY �I v,s EXHIBIT B: PRE-EXISTING WALLS AND STAIRS LEADING UP TO PATIO TRAVIS VAN LIERE STUDIO 3255 garfield avenue south #100 3 629 tvls EXHIBIT C: PRE-EXISTING PATIO PRIOR TO PROJECT START EXHIBIT D: REVISED WALLS, STAIRS AND PATIO TRAVIS VAN LIERE STUDIO 3255 garfield avenue south #100 630 .S '� a � � ,f„ _ � 4: y _ �.• �. _ `�. � _ _ � � ��= � . . - -•: - � ` ^Y'�-� •'+_,'--- � _ _ � _ - .. �:. _'. _�. :- � _mow i - :C�' .. •ram _ •� tr �� ,. ��r '. t`F.:. .�Jr� ...i tvls EXHIBIT G: PRE-EXISTING PATIO WITH ROUNDED AREA OVER 10' SIDE SETBACK EXHIBIT H: PRE-EXISTING PATIO AND BACK ENTRY TRAVIS VAN LIERE STUDIO 3255 garfield avenue south #100 632 tvls EXHIBIT I: REMOVED PRE-EXISTING HARDCOVER AT NORTH EDGE OF HOUSE TRAVIS VAN LIERE STUDIO 3255 garfield avenue south #100 633 3 a 0 0 CD J W L W U) (D z ry 0 N W U z W 0 W W ry J J W z z O U U 75 X O m a- O W P U) I— U W O a � -0 00 a_ LP o c,> 0 � N J O > N I— Co W n oa LL ry UL W 0 �oo N = LL N W w a� U?O= v ai o�_: > �(1)U) U w � PROJ ECT I N FO: SITE ADDRESS: 1520 BOHNS POINT RD, WAYZATA, MN 55391 LOT SIZE: SEE EXISTING SURVEY INFORMATION LEGAL DESCRIPTION: SEE EXISTING SURVEY INFORMATION ZONING: SEE EXISTING SURVEY INFORMATION BUILDING SETBACK REQUIREMENTS: SEE EXISTING SURVEY INFORMATION AND VARIANCE APPLICATION FOR PROJECT JURISDICTION: CITY OF ORONO, MN OWNER: STACY AND JOE MCCONNELL 1520 BOHNS POINT RD, WAYZATA, MN 55391 GENERAL CONTRACTOR: N/A SURVEY INFORMATION PROVIDED BY: SATHRE-BERGQUIST, INC. 952-476-6000 14000 25TH AVE. N, STE. 120, PLYMOUTH, MN 55447 ARCHITECT: N/A LOCATION MAP SHEET INDEX Sheet # Title Issued PRELIMINARY VARIANCE PERMIT SET BID SET PRICING APPLICATION L000 PROJECT INFORMATION L001 GENERAL NOTES L010 EXISTING CONDITIONS AND REMOVALS PLAN L100 SITE REFERENCE PLAN L101 SITE LAYOUT PLAN L102 SURFACING AND WALL PLAN L103 SITE ELEMENTS AND LIGHTING PLAN L201 GRADING & DRAINAGE PLAN L401 LANDSCAPE PLAN L402 LANDSCAPE ENLARGEMENT PLAN L501 WALL ELEVATIONS L502 WALL ELEVATIONS L601 WALL, STAIR AND SURFACING DETAILS L602 SURFACING DETAILS L603 SITE ELEMENTS AND LIGHTING DETAILS L604 PLANTING DETAILS L605 TREE PROTECTION AND EROSION CONTROL DETAILS CD SET REVISIONS MCCONNELL RESIDENCE ISSUED REVISE PERMIT SET: Friday, April 18, 2025 LANDSCAPE SYMBOL LEGEND FSITE ELEMENT TO BE REMOVED POB POINT OF BEGINNING TR FLOW TRAFFIC FLOW ARROW D POINT OF ENTRY AT BUILDING UP'� DN 0> STAIR CB RD AD CATCH BASIN, ROOF DRAIN, OR AREA DRAIN x 000.00 EXISTING SPOT ELEVATION + XXX.XX LOCN PROPOSED SPOT ELEVATION w XXX.XX LOCN DATUM ELEVATION SLOPE -AT -SURFACE / DRAINAGE FLOW ARROW 69110 EXISTING TREE TO BE REMOVED DECID. CONIF. ORNM. j > \I x x EXISTING TREE TO BE SAVED < � / LyVJJ AND PROTECTED DECID. CONIF. ORNM. (303 PROPOSED NEW TREE DECID. CONIF. ORNM. O0 NEW SHRUB DECIDUOUS CONIFER O NEW PERENNIAL / ANNUAL FORB GRASS GAS GAS METER wTR WATER METER ac AIR CONDITIONER UNIT TRASH CONTAINER GEN. GENERATOR ORE. PUP -UP EMITTER I-$ wS WATER SUPPLY 4— HB HOSE BIB O O O O SPRINKLER HEADS 900 1800 2700 3600 F°T POT PLANTER POT SWING GATE Q O O -O- LIGHT FIXTURES EXTERIOR ELECTRICAL OUTLET EXTERIOR LIGHT SWITCH LANDSCAPE LINE LEGEND PAVING HATCH LEGEND %- ASPHALT SURFACING mCONCRETE SURFACING CRUSHED AGGREAGATE SURFACING DRY -SET UNIT PAVER (HERRINGBONE) MORTAR -SET UNIT PAVER (HERRINGBONE) DRY -SET UNIT PAVER (RUNNING BOND) MORTAR -SET UNIT PAVER (RUNNING BOND) DRY -SET PAVING MORTAR -SET PAVING VENEER STAIR MONOLITHIC TREAD LANDSCAPE STEPPER UNIT POOL COPING FLAGSTONE SURFACING SAND BLANKET RIPRAP POUROUS GRASS PAVING SYSTEM TURFSTONE PAVER SYSTEM NETLON ADVANCED TURF SYSTEM SLOPETAME EROSION CONTROL SYSTEM PLANT HATCH LEGEND + PLANTING BED \ GROUND COVER, TYPE 1 ii ii; ii II GROUND COVER, TYPE 2 GROUND COVER, TYPE 3 0 GROUND COVER, TYPE 4 TURF/SOD FESCUE SEED, TYPE 1 SEED, TYPE 2 SEED, TYPE 3 SECTION/DETAIL HATCH LEGEND PROPERTY LINE CONCRETE — — RIGHT-OF-WAY ASPHALT EASEMENT STONE, TYPE 1 SETBACK �j STONE, TYPE 2 OHw ORDINARY HIGH WATER MARK ° STONE, TYPE 3 EXISTING CONTOURS SAND PROPOSED CONTOURS MORTAR LoD LIMITS OF DISTURBANCE a ° ° o o GRANULAR FILL ss SANITARY SEWER o Q`o COMPACTED AGGREGATE ST STORM SEWER METAL — CENTER LINE RIGID INSULATION — — SF — — SF — SILT FENCE WOOD --x--x--x— TREE PROTECTION FENCE DIMENSIONAL LUMBER (SECTION) FENCE, TYPE 1 PLANTING SOIL FENCE, TYPE 2 EARTH (DISTURBED) — — —�� — DRAIN TILE \\j\\j EARTH (COMPACTED OR UNDISTURBED) LANDSCAPE ABBREVIATIONS A N ABV ABOVE AD AREA DRAIN ADA AMERICANS WITH DISABILITIES ACT ADJ ADJACENT AGG AGGREGATE ALGN ALIGNMENT ALUM ALUMINUM ANOD ANODIZED APPROX APPROXIMATE ARCH ARCHITECT, ARCHITECTURE AVG AVERAGE B BB BALLED AND BURLAPPED BC BACK OF CURB BFFE BASEMENT FINISHED FLOOR ELEVATION BLDG BUILDING BOC BOTTOM OF CURB BOP BOTTOM OF POOL BOR BOTTOM OF RAMP BOS BOTTOM OF STAIR BOT BOTTOM BOW BOTTOM OF WALL BTWN BETWEEN C CAL CALIPER CAP CAPACITY CB CATCH BASIN CHAM CHAMFER CIP CAST IN PLACE CIVIL CIVIL ENGINEER CJ CONTROL JOINT CL CENTER LINE CLR CLEAR, CLEARANCE CM CENTIMETER CMU CONCRETE MASONRY UNIT CO CLEAN OUT COL COLUMN COMP COMPOSITE, COMPACTED CONC CONCRETE COND CONDITION CONIF CONIFEROUS CONST CONSTRUCTION CONT CONTINUOUS CNTR CENTER CIF CUBIC FEET CU CUBIC CY CUBIC YARDS D (D) DEEP, DEPTH DBL DOUBLE DECID DECIDUOUS DEMO DEMOLISH, DEMOLITION DET DETAIL DIA DIAMETER DIM/S DIMENSION/S DIN DOWN DR DRAIN DWG/S DRAWING/S E E EAST EA EACH EJ EXPANSION JOINT EL ELEVATION ELEC ELECTRICAL EQ EQUAL EQUIP EQUIPMENT EST ESTIMATE ETR EXISTING TO REMAIN E.W. EACH WAY EXP EXPOSED EXT EXTERIOR EXTG EXISTING F FDN FOUNDATION F.F. FILTER FABRIC FFE FINISHED FLOOR ELEVATION FG FINISHED GRADE FIN FINISH FL FLOOR FOB FACE OF BRICK FOC FACE OF CONCRETE FOW FACE OF WALL FT FEET, FOOT FTG FOOTING FURN FURNISHING FUT FUTURE G GA GAUGE GALV GALVANIZED GC GENERAL CONTRACTOR GEN GENERAL, GENERATOR GEO GEO-TECHNICAL GL GLASS, GLAZING H (H) HIGH/HEIGHT HB HOSE BIB HC HANDICAP HDCP HANDICAP, HANDICAPPED HDWD HARDWOOD HDWR HARDWARE HORIZ HORIZONTAL H.P. HIGH POINT HR HANDRAIL HT HEIGHT I.D. INSIDE DIAMETER, INSIDE DIMENSION I.E. INVERT ELEVATION IN INCH, INCHES INCL INCLUDED INSUL INSULATION INT INTERIOR INV INVERT ELEVATION J JST JOIST JT JOINT K K.O. KNOCK OUT L (L) LENGTH L.A. LANDSCAPE ARCHITECT LB POUND L.F. LINEAR FOOT LOCN LOCATION LOD LIMITS OF DISTURBANCE L.P. LOW POINT LT LIGHT M MAINT MAINTAIN, MAINTENANCE MAS MASONRY MAT MATERIAL MAX MAXIMUM MECH MECHANICAL MEMB MEMBRANE MFR MANUFACTURER MH MANHOLE MIN MINIMUM MISC MISCELLANEOUS MTL METAL N NORTH N/A NOT APPLICABLE N.F.C. NOT FOR CONSTRUCTION N.I.C. NOT IN CONTRACT No. NUMBER NOM NOMINAL NTS NOT TO SCALE 0 OA OVERALL O.C. ON CENTER O.D. OUTSIDE DIAMETER, OUTSIDE DIMENSION OFD OVERFLOW DRAIN OH OVERHEAD OHW ORDINARY HIGH WATER MARK OPNG OPENING OPP OPPOSITE ORNM ORNAMENTAL P PA PLANTED AREA PAR PARALLEL PC POINT OF CURVATURE, PRECAST PERF PERFORATED PERP PERPENDICULAR PL PLATE, PROPERTY LINE PLYWD PLYWOOD PNT PAINT POB POINT OF BEGINNING POI POINT OF INTERSECTION POT POINT OF TANGENCY PSF POUNDS PER SQUARE FOOT PSI POUNDS PER SQUARE INCH PT POINT, PRESSURE TREATED PU POLYURETHANE PVC POLYVINYL CHLORIDE PVMT PAVEMENT PVR PAVER Q QTR QUARTER QTY QUANTITY R R RISER, RELOCATE (R) RISER HEIGHT RAD RADIUS RD ROOF DRAIN REBAR REINFORCING BAR RECEPT RECEPTACLE RECT RECTANGULAR REF REFERENCE REINF REINFORCED, REINFORCEMENT REM REMOVE REQD REQUIRED RET RETAINING, RETURN REV REVISION RO ROUGH OPENING ROW RIGHT OF WAY RP RADIUS POINT RT RIGHT S S SOUTH SCHED SCHEDULE SECT SECTION SD STORM DRAIN S.F. SQUARE FEET SHT SHEET SIM SIMILAR SLR SEALER SPEC SPECIFICATION SPP SPECIES SQ SQUARE SS SANITARY SEWER SST STAINLESS STEEL ST STORM SEWER STA STATION STD STANDARD STL STEEL STRUCT STRUCTURE,STRUCTURAL SURF SURFACE, SURFACING S.Y. SQUARE YARD SYM SYMMETRICAL T (T) THICK T&B TOP AND BOTTOM TBC TOP OF BACK OF CURB TBD TO BE DETERMINED THR THRESHOLD TOC TOP OF CURB, TOP OF CONCRETE TOD TOP OF DECK TOF TOP OF FOOTING TOP TOP OF PAVING TOPO TOPOGRAPHY TOR TOP OF RAMP TOS TOP OF STAIR TOW TOP OF WALL TRANS ELECTRICAL TRANSFORMER TSL TOP OF SLAB TVLS TRAVIS VAN LIERE STUDIO TYP TYPICAL U UTIL UTILITY V VAR VARIABLE, VARIES VEH VEHICLE VIF VERIFY IN FIELD VERT VERTICAL VOL VOLUME W W WEST (W) WIDE, WIDTH W/ WITH W/O WITHOUT WD WOOD WL WATER LEVEL WP WATERPROOF, WORK POINT WS WATER SUPPLY WT WEIGHT WTR WATER WWF WELDED WIRE FABRIC WWM WELDED WIRE MESH Y YD YARD SYMBOLS & AND L ANGLE ARC LENGTH @ AT ti CENTER LINE 0 DIAMETER ° DEGREE # NUMBER, POUND / PER ± PLUS/MINUS PROPERTY LINE TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 T 612 345 4275 MCCONNELL RESIDENCE 1520 BOHNS POINT RD, ORONO MN 55391 The designs shown and described herein including all technical drawings, graphics and specifications thereof, are proprietary and cannot be copied, duplicated or commercially exploited, in whole or in part, without the express written permission of Travis Van Liere Studio, LLC. These are available for limited review and evaluation by clients, consultants, contractors, governement agencies, and vendors only in accordance with this notice. © Copyright 2025 Travis Van Liere Studio, LLC. All rights reserved I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape Architect under the laws of the State of Minnesota. TRAVIS VAN LIERE license no: 43728 date: 4/18/2025 Rev # escription Date - ISSUED FOR BID 02/09/2024 1 2 BID SET REVISIONS BID SET REVISIONS 04/15/2024 07/17/2024 3 ISSUE FOR PERMIT BID SET REVISIONS 08/01/2024 10/25/2024 4 CONSTRUCTION REVISIONS ISSUED FOR PERMIT REVISIONS 04/15/2025 t 04/18/2025 Drawing: PROJECT INFORMATION Drawn By: Date: Scale: Sheet: A.S., B.W., E.A 04/18/2025 N/A L000 634 LANDSCAPE CONSTRUCTION NOTES 0) 0 0 J F- LU F- ry w U) C7 z_ ry 0 0 CV Lu U z w 0 LU ry J J w z z O U U 75 X O DO D_ O ry 0 U) F- U w 0 0_ 2E X 0_ O 0- o 66 oLo co CV J C) CV � oo o Q O L� L w Ui p J NOO o -�, Lu �?(O �_ 6 a -a � .. Cu o �Qf Wa)w U GENERAL NOTES 1. USE OF THE WORD 'CONTRACTOR' IN THE DRAWINGS INDICATES BOTH THE GENERAL CONTRACTOR AND ALL SUBCONTRACTORS ON THE PROJECT. 2. THE CONTRACTOR SHALL PROVIDE ALL MATERIALS AND LABOR TO COMPLETE THE SCOPE OF WORK AS INDICATED IN THE DOCUMENTS. 3. ALL CONTRACTORS AND SUB -CONTRACTORS ARE RESPONSIBLE FOR COORDINATING THEIR WORK WITH THE WORK OF OTHERS. NEITHER THE OWNER NOR THE LANDSCAPE ARCHITECT IS RESPONSIBLE FOR COORDINATION OF THE WORK. NO ADDITIONAL COMPENSATION WILL BE MADE TO ANY CONTRACTOR FOR EXTRA WORK RESULTING FROM FAILURES OF COORDINATION. 4. THE CONTRACTOR MUST ASSURE COMPLIANCE WITH ALL APPLICABLE CODES, REGULATIONS, AND PERMITS AND INSPECTIONS GOVERNING THE WORK OR MATERIALS SUPPLIED. 5. THE CONTRACTOR IS RESPONSIBLE FOR APPLYING FOR, OBTAINING, AND PAYING FOR ALL NECESSARY PERMITS, APPROVALS AND INSPECTIONS, UNLESS OTHERWISE INDICATED IN THE CONTRACT DOCUMENTS. 6. THE CONTRACTOR SHALL HAVE A COPY OF ALL DRAWINGS WITH THEM ON SITE AT ALL TIMES AND SHALL RECORD ALL MODIFICATIONS/CHANGES TO THE WORK ON THE DRAWINGS. THE CONTRACTOR SHALL PROVIDE A COMPLETE AS -BUILT SET OF DRAWINGS TO THE LANDSCAPE ARCHITECT AT PROJECT COMPLETION. 7. EXCEPT FOR ITEMS SPECIFICALLY MARKED AS'BY OTHERS' OR'NOT IN CONTRACT', IT IS THE INTENT OF THESE DRAWINGS TO DESCRIBE A COMPLETE PROJECT. THE CONTRACTOR MUST THOROUGHLY REVIEW THE DRAWINGS PRIOR TO SUBMITTING A BID AND IMMEDIATELY NOTIFY THE LANDSCAPE ARCHITECT OF ANY ERRORS OR OMISSIONS DISCOVERED. NO ADDITIONAL COMPENSATION WILL BE MADE FOR ITEMS OF WORK NOT SHOWN OR DESCRIBED ON THE DRAWINGS THAT COULD BE REASONABLY INFERRED FROM THE DRAWINGS IN PROVIDING THE OWNER WITH COMPLETE SYSTEMS AND A COMPLETE PROJECT. 8. EXISTING CONDITIONS SHOWN ON THE DRAWINGS ARE FROM A SURVEY PERFORMED BY OTHERS. EXISTING TOPOGRAPHIC FEATURES MAY NOT BE EXACT AS TO THEIR LOCATION, CHARACTER, OR NUMBER. THE CONTRACTOR IS RESPONSIBLE FOR VERIFYING THE CONDITIONS OF THE SITE PRIOR TO BIDDING AND CONSTRUCTION AND FOR IMMEDIATELY NOTIFYING THE LANDSCAPE ARCHITECT OF ANY DISCREPANCIES OR VARIATIONS FROM THE DRAWINGS. 9. THE CONTRACTOR MUST MAINTAIN AND PROTECT ALL BENCH MARKS, SURVEY MONUMENTS, PROPERTY IRONS, LAYOUT STAKES AND OTHER REFERENCE POINTS. ALL FINES AND REPLACEMENT COSTS FOR DAMAGE TO ANY OF THESE ITEMS THAT IS DUE TO THE CONTRACTOR'S ACTS OR NEGLIGENCE ARE THE CONTRACTOR'S RESPONSIBILITY AT NO COST TO THE OWNER. 10. THE CONTRACTOR SHOULD EXPECT TO FIND TELEPHONE, ELECTRIC, GAS, CABLE TELEVISION, AND FIBER OPTIC LINES, IRRIGATION SYSTEMS, AND OTHER PUBLIC AND PRIVATE UTILITIES. THE CONTRACTOR, IN COOPERATION WITH THE APPROPRIATE UTILITY COMPANY, IS RESPONSIBLE TO VERIFY THE LOCATION, SIZE, AND DEPTH OF ALL UTILITIES PRIOR TO ANY CONSTRUCTION ACTIVITY. AT LEAST 48 HOURS PRIOR TO ANY CONSTRUCTION ACTIVITY, THE CONTRACTOR MUST CONTACT GOPHER STATE ONE CALL AT 800 252 1166 OR TO NOTIFY THE APPROPRIATE UTILITY COMPANIES AND VERIFY THE EXACT LOCATION, SIZE, AND DEPTH OF ALL UTILITIES WITH THE APPROPRIATE UTILITY COMPANIES. 11. ANY RELOCATION OF PUBLIC UTILITIES SHALL BE CONDUCTED IN ACCORDANCE WITH ANY AND ALL REQUIREMENTS OF THE UTILITY COMPANY, INCLUDING FEES, BONDS, PERMITS REQUIRED FOR SUCH WORK. 12. PRIOR TO ANY WORK WITHIN THE PUBLIC RIGHT OF WAY, THE CONTRACTOR MUST OBTAIN ALL NECESSARY PERMITS AND SUBMIT A TRAFFIC CONTROL PLAN COMPLYING WITH THE LATEST EDITION OF THE MNDOT ROADWAY REQUIREMENTS. 13. DO NOT PROCEED WITH ANY PORTION OF WORK AS INDICATED IN THE DOCUMENTS IF OBSTRUCTIONS, DISCREPANCIES OR UNKNOWN CONDITIONS ARE ENCOUNTERED. NOTIFY LANDSCAPE ARCHITECT IMMEDIATELY ON HOW BEST TO PROCEED. 14. CONTRACTOR TO PROVIDE AND MAINTAIN A SAFE AND SECURE SITE THROUGHOUT THE PROJECT IN ACCORDANCE WITH NATIONAL, STATE, AND LOCAL SAFETY ORDINANCES. 15. UPON SUBSTANTIAL COMPLETION OF PROJECT THE CONTRACTOR SHALL REQUEST IN WRITING, A FINAL ACCEPTANCE INSPECTION WITH THE OWNER AND LANDSCAPE ARCHITECT. CODES 1. ALL WORK SHALL CONFORM TO THE REQUIREMENTS OF THE LOCAL CODES AND ALL OTHER GOVERNING AUTHORITIES HAVING JURISDICTION. 2. APPLICABLE CODES: THIS PROJECT IS TO COMPLY WITH THE CITY OF ORONO, MN MUNICIPAL CODE AND SUB -CODE REQUIREMENTS AND STATE OF MINNESOTA CODE REQUIREMENTS. 3. VERIFY IF THIS PROJECT WILL REQUIRE SPECIAL REVIEW AND APPROVALS FROM THE MINNEHAHA CREEK WATERSHED DISTRICT. SUBMITTALS / SHOP DRAWINGS / SITE MOCK-UPS 1. CONTRACTOR IS TO PROVIDE SHOP DRAWINGS AND FIELD MOCKUPS TO THE LANDSCAPE ARCHITECT FOR FINAL REVIEW AND APPROVAL PRIOR TO CONSTRUCTION FOR THE FOLLOWING ITEMS: PAVING, WALLS, FENCES, SPECIAL METAL FABRICATIONS & CONNECTIONS, SPECIAL FINISHES, SPECIALTY DETAILS, AND LIGHTING. 2. MOCK-UPS WILL ESTABLISH EXPECTATIONS FOR QUALITY NAD WORKMANSHIP. 3. MOCK-UPS WILL BE SET UP IN A SECURED PORTION OF THE SITE FOR REFERENCE THROUGHOUT CONSTRUCTION AND REMAIN UNTIL PROJECT SITE CONSTRUCTION COMPLETION. 4. CONTRACTOR SHALL REVIEW, STAMP, SIGN AND DATE ALL SUBMITTALS PRIOR TO FORWARDING TO ARCHITECT/ENGINEER. THE ENGINEER'S REVIEW IS FOR CONFORMANCE WITH THE DESIGN CONCEPT AND GENERAL COMPLIANCE WITH THE RELEVANT CONTRACT DOCUMENTS. THE ARCHITECTS REVIEW DOES NOT RELIEVE THE CONTRACTOR OF THE SOLE RESPONSIBILITY TO REVIEW, CHECK AND COORDINATE THE SUBMITTALS THE CONTRACTOR REMAINS SOLELY RESPONSIBLE FOR ERRORS AND OMISSIONS IN THE SUBMITTALS. 5. ALL CONTRACTORS SHALL SUBMIT SHOP DRAWINGS AS REQUIRED FOR APPROVAL PRIOR TO COMMENCING WITH ANY WORK. 6. SHOP DRAWINGS SHALL BE IN THE FORM OF BLACK -LINE PRINTS OR PORTABLE DOCUMENT FORMAT (PDF) FOR REVIEW. EXISTING CONDITIONS / REMOVALS NOTES 1. VERIFY AND STAKE ALL PROPERTY LINES AND STRUCTURE LOCATIONS PRIOR TO COMMENCING WITH CONSTRUCTION. MAINTAIN PROPERTY LINE STAKES, CONTROL POINTS, BENCH MARKS, AND OFFSET STAKES THROUGHOUT CONSTRUCTION. ANY LOST SURVEY MARKERS TO BE REPLACED BY THE CONTRACTOR AT THE CONTRACTORS EXPENSE. 2. THE LIMITS OF WORK INDICATED ON DRAWINGS, ARE GENERAL IN NATURE AND ARE INTENDED TO DEFINE THE GENERAL VICINITY IN WHICH THE SCOPE OF WORK EXISTS. ACTUAL LIMITS OF WORK SHALL INCLUDE AREAS NECESSARY TO COMPLETE THE SCOPE OF DESIGN INTENT. 3. THE CONTRACTOR MUST REVIEW THE LIMITS OF WORK WITH THE LANDSCAPE ARCHITECT PRIOR TO STARTING WORK. ANY WORK OUTSIDE THE LIMITS OF WORK AS SHOWN ON THE DRAWINGS OR AS MODIFIED IN THE FIELD BY THE LANDSCAPE ARCHITECT WILL BE DONE AT CONTRACTORS EXPENSE UNLESS THE CONTRACTOR NOTIFIES THE LANDSCAPE ARCHITECT OF THE NEED FOR THE WORK IN WRITING AND IS DIRECTED TO PERFORM THE WORK BY LANDSCAPE ARCHITECT OR OWNER BEFORE PERFORMING THE WORK. RESTORATION OR REPLACEMENT OF ANY PAVEMENTS, CURB, GUTTER, PLANT MATERIALS, TURF, UTILITIES, OR OTHER SITE ELEMENTS OUTSIDE THE LIMITS OF WORK THAT ARE DAMAGED DUE TO THE CONTRACTOR'S ACTS OR NEGLIGENCE WILL BE AT THE CONTRACTOR'S EXPENSE. THE EXTENT AND ACCEPTABILITY OF THE REPLACEMENT WILL BE DETERMINED BY THE LANDSCAPE ARCHITECT. 4. A TREE PERMIT MAY BE REQUIRED FOR CONSTRUCTION ACTIVITY. THE CONTRACTOR MUST SIGN ALL PERMITS AND PAY THE PERMIT FEE BEFORE STARTING WORK AND MUST COMPLY WITH ALL THE REQUIREMENTS OF ALL GOVERNING AGENCIES IN PERFORMING THE WORK OF THIS PROJECT. 5. THE CONTRACTOR MUST MEET AND IMPLEMENT ALL NPDES, SWPPP, AND EROSION CONTROL REQUIREMENTS IN EFFECT AT THE TIME OF CONSTRUCTION 6. ALL TEMPORARY EROSION CONTROL MEASURES MUST BE IN PLACE PRIOR TO ANY REMOVAL WORK AND MUST BE MAINTAINED UNTIL PERMANENT EROSION CONTROL MEASURES HAVE BEEN COMPLETELY IMPLEMENTED AND ESTABLISHED. 7. INSTALL SILT FENCING AROUND THE PERIMETER OF THE LIMITS OF WORK AND MAINTAIN UNTIL PERMANENT EROSION CONTROL IS ESTABLISHED. ALL SILT FENCE MUST HAVE GEO-TEXTILE FABRIC WITH STEEL POSTS. MACHINE SLICING OF SILT FENCE AROUND OR UNDER TREES WILL NOT BE PERMITTED. SILT FENCE AROUND OR UNDER TREES MUST BE HAND PLACED AND FASTENED TO THE GROUND WITH STAPLES. 8. THE CONTRACTOR IS RESPONSIBLE FOR REVIEWING THE EROSION CONTROL REQUIREMENTS OF THE SITE AND FOR INSTALLING AND MAINTAINING EROSION CONTROL MEASURES WHERE NEEDED, EVEN IF THEY ARE NOT INDICATED ON THE DRAWINGS. 9. INLET PROTECTION (SILT FENCE BARRICADES, SILT SACKS, RISER PIPES, OR FILTER FABRIC AND GRAVEL) MUST BE INSTALLED IN ALL EXISTING AFFECTED CATCH BASINS PRIOR TO ANY REMOVAL WORK AND IN ALL NEW CATCH BASINS IMMEDIATELY AFTER CATCH BASIN INSTALLATION. 10. ADJACENT STREETS, ALLEYS, AND PROPERTIES MUST BE SWEPT TO KEEP THEM FREE OF SEDIMENT AND MATERIALS TRACKED, BLOWN, OR WASHED FROM THE SITE. CONTRACTOR MUST MONITOR CONDITIONS AND SWEEP AS NEEDED OR WITHIN 24 HOURS NOTICE BY THE LANDSCAPE ARCHITECT. SWEEPING IS INCIDENTAL TO THE PROJECT. 11. CONTRACTOR MUST MAINTAIN DUST CONTROL FOR THE SITE AT ALL TIMES AND PROVIDE WATERING TRUCKS AS NEEDED OR WITHIN 24 HOURS NOTICE BY THE LANDSCAPE ARCHITECT. DUST CONTROL IS INCIDENTAL TO THE PROJECT. 12. WHERE DISTURBED SOILS WILL LAY EXPOSED FOR MORE THAN 21 DAYS, THE CONTRACTOR MUST SEED WITH A TEMPORARY COVER CROP TO PREVENT EROSION. TEMPORARY SEED MIX MUST BE APPROVED BY THE LANDSCAPE ARCHITECT. TEMPORARY SEEDING IS INCIDENTAL TO THE PROJECT. 13. THE CONTRACTOR IS SOLELY RESPONSIBLE FOR SECURING THE SITE AND PROVIDING PROTECTION FROM THE WORK FOR THE PUBLIC. ALL OPEN EXCAVATIONS AND OTHER HAZARDS MUST BE FENCED. 14. THE RELOCATION AND/OR PROTECTION OF ALL EXISTING UTILITIES MUST BE COORDINATED BY THE CONTRACTOR AND ANY COSTS FOR SUCH WORK IS THE RESPONSIBILITY OF THE CONTRACTOR. NO ADDITIONAL COMPENSATION WILL BE ALLOWED FOR EXTRA TIME AND EFFORT OR PROVISIONS NECESSARY TO WORK AROUND ANY UTILITIES. 15. IT IS THE CONTRACTOR'S RESPONSIBILITY TO REPORT ANY EXISTING DAMAGE OR FAULTY CONDITION OF ANY UTILITIES TO THE UTILITY OWNER AND LANDSCAPE ARCHITECT PRIOR TO CONSTRUCTION AS, ONCE WORK HAS COMMENCED, IT WILL BE ASSUMED THAT ALL DAMAGE TO UNDERGROUND OR ABOVE GROUND INSTALLATIONS HAS BEEN CAUSED BY THE CONTRACTOR'S OPERATIONS AND IT WILL BE THE CONTRACTOR'S RESPONSIBILITY TO MAKE THE NECESSARY REPAIRS. UPON COMPLETION OF THE PROJECT, CONTACT ALL UTILITY OWNERS AND MAKE ARRANGEMENTS FOR A FIELD INSPECTION TRIP BY A REPRESENTATIVE OF THE CONTRACTOR AND REPRESENTATIVES OF THE UTILITY OWNERS TO CONFIRM THAT ALL DAMAGE CAUSED BY THE CONTRACTOR'S OPERATIONS HAVE BEEN REPAIRED TO THE SATISFACTION OF THE OWNERS 16. THE CONTRACTOR MUST PROTECT ALL EXISTING ROADS, CURB, STRUCTURES, TREES, AND SITE ELEMENTS NOT DESIGNATED FOR REMOVAL. ANY DAMAGE SHALL BE REPAIRED OR REPLACED AT CONTRACTOR'S EXPENSE TO THE SATISFACTION OF THE LANDSCAPE ARCHITECT. 17. ITEMS SHALL REMAIN UNTIL DESIGNATED FOR REMOVAL. REMOVE DESIGNATION ITEMS SHOWN ON THE PLAN TO THE FULL DEPTH OF THEIR CONSTRUCTION UNLESS OTHERWISE NOTED. 18. VERIFY THE LOCATION AND DIMENSION OF ITEMS TO BE REMOVED PRIOR TO COMMENCEMENT OF WORK. 19. ALL CONCRETE AND ASPHALT REMOVAL SHALL BE SAW CUT. EDGES OF MATERIALS TO REMAIN SHALL BE SHORED UP AND PROTECTED DURING CONSTRUCTION TO PRESERVE EDGE INTACT. REPAIRS TO DAMAGED EDGES TO BE DONE WITH CARE AND AT NO COST TO THE OWNER. 20. ITEMS ENCOUNTERED BELOW GRADE AND NOT SHOWN ON THE DRAWINGS SHALL BE BROUGHT TO THE ATTENTION OF THE LANDSCAPE ARCHITECT. 21. SALVAGE EXISTING MATERIALS AS INDICATED ON THE PLANS. REMOVE SALVAGED MATERIALS AS INDICATED WITH CARE AND STORE ON SITE IF APPLICABLE, CLEAN ALL DEBRIS AND CONSTRUCTION MATERIAL FROM SALVAGED ITEMS AND REUSE AS DIRECTED BY LANDSCAPE ARCHITECT. 22. REMOVE DEMOLISHED MATERIALS FROM SITE. DISPOSAL BY BURNING AND/OR BURYING IS PROHIBITED. ALL UNSUITABLE MATERIAL AND DEBRIS MUST BE DISPOSED OF IN ACCORDANCE WITH THE REQUIREMENTS OF ANY AND ALL GOVERNMENTAL AUTHORITIES HAVING JURISDICTION OVER THIS PROJECT. 23. RELOCATE /TRANSPLANT EXISTING PLANT MATERIAL AS INDICATED IN THE DRAWINGS AS DIRECTED BY THE LANDSCAPE ARCHITECT. MAINTAIN TRANSPLANTED PLANT MATERIAL THROUGHOUT CONSTRUCTION. 24. EXCAVATIONS SHALL BE ADEQUATELY SHORED, BRACED AND SHEETED SO THAT EARTH WILL NOT SETTLE AND SO THAT EXISTING IMPROVEMENTS OF ANY KIND WILL BE FULLY PROTECTED FROM DAMAGE. ANY DAMAGE RESULTING FROM LACK OF SHORING, BRACING AND SHEETING SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR AND SHALL BE REPAIRED TO THE SATISFACTION OF THE OWNER. TREE PRESERVATION 1. PROTECT ALL TREES DESIGNATED TO BE SAVED AND ALL HARDWOOD TREES 6 INCHES OR GREATER IN DIAMETER THAT ARE NOT SPECIFICALLY DESIGNATED FOR REMOVAL. 2. PRIOR TO CONSTRUCTION, CONTACT LANDSCAPE ARCHITECT TO VISIT SITE AND VERIFY TREES TO BE SAVED. CONTRACTOR MUST REVIEW THE DRAWINGS AND DAILY WORK SCHEDULE SO THAT, SHOULD PROPOSED GRADES POSE A HAZARD TO A 'TREE TO BE SAVED', THE CONTRACTOR'S WORK IS NOT IMPEDED AND THERE WILL BE TIME TO STUDY THE ISSUE. 3. WHERE EXISTING TREES AND/OR SIGNIFICANT SHRUB MASSINGS ARE FOUND ON SITE, WHETHER SHOWN ON THE EXISTING CONDITIONS PLAN OR NOT, THEY SHALL BE PROTECTED AND SAVED UNLESS NOTED OTHERWISE OR UNLESS DIRECTED BY LANDSCAPE ARCHITECT TO BE REMOVED AND/OR ARE IN AN AREA TO BE GRADED. ANY QUESTION REGARDING WHETHER PLANT MATERIAL SHOULD REMAIN OR NOT SHALL BE BROUGHT TO THE ATTENTION OF THE LANDSCAPE ARCHITECT PRIOR TO REMOVAL. 4. ALL TREES TO BE PRESERVED AS INDICATION ON LANDSCAPE EXISTING CONDITIONS AND REMOVALS PLAN SHALL BE PROTECTED BY 6' HEIGHT CHAIN LINK FENCING. THE FENCE SHALL BE LOCATED AT A MINIMUM AROUND THE CRITICAL ROOT ZONE FOR ALL TREES (SEE TREE PROTECTION FENCING DETAILS). THE FENCE SHALL BE FIRMLY ANCHORED INTO THE GROUND AND SHALL REMAIN UPRIGHT AND INTACT UNTIL ALL CONSTRUCTION ACTIVITY IS COMPLETE. BARRIER FENCES MAY BE USED TO PROTECT TREES OUTSIDE OF THE MAIN CONSTRUCTION AREAS. BARRIER FENCES SHALL CONSIST OF SAFETY -CAPPED REBAR POSTS PLACED NO MORE THAN 8 FEET ON CENTER WITH 4 FOOT HIGH ORANGE SQUARE MESH BARRIER FENCING, RESINET SLM40, OR EQUAL, ATTACHED TO POSTS. BARRIER FENCE MUST BE INSTALLED AT THE LIMITS OF THE DRIP -LINE PRIOR TO CONSTRUCTION AND MUST NOT BE REMOVED UNTIL FINAL LANDSCAPING IS TO BE COMPLETED. 5. CONSTRUCTION ACTIVITIES OR STORAGE SHALL NOT OCCUR WITHIN THE TREE PROTECTED AREAS. THE CONTRACTOR SHALL STAKE OR MARK OUT ALL TREE PROTECTION FENCING LOCATIONS ON SITE FOR APPROVAL BY LANDSCAPE ARCHITECT PRIOR TO COMMENCING WITH CONSTRUCTION ACTIVITIES ON SITE. 6. THE CONTRACTOR IS REQUIRED TO WATER, FERTILIZE AND ATTEND TO OTHER MAINTENANCE NEEDS OF THE EXISTING TREES AS NEEDED PER THE ARBORIST'S RECOMMENDATIONS TO MAINTAIN HEALTHY GROWTH THROUGHOUT THE CONSTRUCTION PERIOD. PROVIDE 6" PROTECTIVE LAYER OF HARDWOOD MULCH AROUND ALL EXISTING TREES WITHIN CRITICAL WORK AREAS. SPREAD CHIPS USING HAND TOOLS ONLY, SUCH AS SHOVELS AND WHEEL BARRELS. 7. WHEN EXCAVATION IS TO OCCUR NEAR A TREE THAT IS TO BE PROTECTED MUST BE CARRIED OUT, DAMAGE CAN BE LIMITED BY ROOT PRUNING. ROOT PRUNING SHALL BE COMPLETED BEFORE GRADING HAS STARTED AND SHALL OCCUR BENEATH THE PROTECTIVE FENCING AS SHOWN ON THE PLANS. 8. ROOT PRUNING FOR PROTECTED TREES SHALL BE PERFORMED WITH A TRENCHING MACHINE PRIOR TO ADJACENT EXCAVATION COMMENCES. THE CONTRACTOR SHALL STAKE THE LIMIT OF ROOT PRUNING AS INDICATED ON THE PLANS. LIMITS OF TRENCHING SHALL BE APPROVED BY LANDSCAPE ARCHITECT PRIOR TO ANY TRENCHING IN THE FIELD. DO NOT TRENCH FOR IRRIGATION OR ELECTRICAL WITHIN DRIP LINES OF EXISTING TREES. COORDINATE ALL TRENCHING REQUIRED FOR UTILITY WORK WITH LANDSCAPE PLANS. IF ROOTS OF TREES DESIGNATED TO BE SAVED ARE EXPOSED, CUT OR OTHERWISE BROKEN AND DISTURBED BY CONSTRUCTION OPERATIONS, THEY MUST BE IMMEDIATELY AND CLEANLY ROOT PRUNED WITH A SHARP AXE OR PRUNER. NOTIFY LANDSCAPE ARCHITECT OF ANY EXPOSED ROOTS THAT REQUIRE PRUNING PRIOR TO COMMENCING WITH WORK. NO ROOTS OVER 3" IN DIA. SHALL BE PRUNED WITHOUT REVIEW BY ARBORIST AND LANDSCAPE ARCHITECT. 9. LIMIT SOIL COMPACTION BY LIMIT CONSTRUCTION ACTIVITY AROUND EXISTING PRESERVED TREE CRITICAL ROOT ZONES. THIS INCLUDES RESTRICTING ALL TRAFFIC AND STORAGE OF MATERIALS FROM UNDER THESE AREAS. 10. ANY PRUNING OF EXISTING PROTECTED TREES SHALL BE PERFORMED BY A CERTIFIED ARBORIST AS DIRECTED BY THE LANDSCAPE ARCHITECT. SOIL PREPARATION NOTES 1. SOIL PREPARATION IS CRITICAL IN CREATING A HEALTHY AND LONG-LASTING LANDSCAPE. REMOVE EXISTING TOPSOIL AND STOCKPILE ON SITE FOR USE AT A LATER DATE. 2. CONDUCT A SOIL EVALUATION OF EXISTING STOCKPILED TOPSOIL TO BE USED TO DETERMINE THE SOILS COMPOSITION, COMPACTION RATE, NUTRIENT QUALITIES, ORGANIC CONTENT, PH LEVELS AND WATER HOLDING CAPABILITIES. THE IDEAL PARTICLE SOIL MIX IS APPROXIMATELY 45% SAND, 40% SILT, 10% CLAY, AND 5% ORGANIC MATERIALS WITH A PH LEVEL NEAR SEVEN. 3. PRIOR TO INSTALLATION OF LANDSCAPE AND IRRIGATION SYSTEM, CONTRACTOR TO PREPARE SOIL TO ENSURE A PROPER ENVIRONMENT FOR PLANT ROOT DEVELOPMENT. 4. CONTRACTOR TO DECOMPACT SOILS IN PLANTING AREAS BY ROTO-TILLING, DISC OR RIPPING SOIL TO A MINIMUM DEPTH OF 12". DECOMPACTING OF SMALLER PLANTING AREAS SUCH AS PARKING AREAS AND AROUND STRUCTURES, MAY REQUIRE THE REMOVAL OF COMPACTED SOILS TO A DEPTH OF 18" OR MORE AND THEN REPLACEMENT WITH NEW OR AMENDED SOILS. REMOVAL ALL DEBRIS 2" OR GREATER FROM NEW OR AMENDED SOILS. 5. WHEN PERFORMING SOIL DECOMPACTION, MULTIPLE PASSES ACROSS THE AREA MAY BE REQUIRED. WHEN POSSIBLE VARY DIRECTIONS OF DECOMPACTION TO ENSURE ADEQUATE COVERAGE. WHEN USING A DISC OR RIPPING EQUIPMENT, IT IS REQUIRED THAT THE FINAL PASSES OVER THE ARE BE MADE WITH A ROTO-TILLER TO BREAK UP ANY LARGE CLUMPS TO MAKE FINAL GRADING EASIER. 6. AFTER INITIAL SOIL DECOMPACTION PROCEDURES ARE PERFORMED, SOIL AMENDMENTS SHOULD BE ADDED. THE ADDITION OF SOIL AMENDMENTS SHALL BE DETERMINED FROM SOIL TESTING CONDUCTED PRIOR TO COMMENCING WITH CONSTRUCTION. SOIL AMENDMENT MAY INCLUDE INORGANIC MATERIAL SUCH AS SAND, SILT OR CLAY, WHICH HELP IMPROVE SOIL TEXTURE. ORGANIC MATERIAL SUCH AS COMPOST, MANURE, AND PEAT MOSS MAY ALSO BE USED AND HELP IMPROVE SOIL STRUCTURE. OTHER AMENDMENTS SUCH AS FERTILIZER IMPROVE NUTRIENT CONTENT AND SULFUR ADJUSTS THE SOIL PH LEVEL. SULFUR SHALL BE INCORPORATED AT THE RATE OF ONE POUND OF SULFUR PER 100 SQUARE FEET. 7. ALL AMENDMENTS SHOULD BE MIXED THOROUGHLY WITH EXISTING SOIL. AN ADDITIONAL SOIL TEST SHALL BE TAKEN TO ENSURE PROPER SOIL CONDITIONS PRIOR TO PLANTING. 8. DURING THE REMAINDER OF THE LANDSCAPE INSTALLATION, VARIOUS AREAS OF THE SITE MAY BE RE -COMPACTED DUE TO THE USE OF EQUIPMENT AND CONSTRUCTION TRAFFIC. DECOMPACT ANY AREAS THAT BECOME RE -COMPACTED PRIOR TO INSTALLATION OF FINAL LANDSCAPING COMMENCES. LAYOUT NOTES 1. THE CONTRACTOR IS RESPONSIBLE TO ACCURATELY SURVEY AND LAYOUT THE PROPOSED WORK FOR CONSTRUCTION. THE CONTRACTOR IS RESPONSIBLE TO VERIFY GRADES, LINES, LEVELS, DIMENSIONS PRIOR TO COMMENCING WITH WORK. NOTED DIMENSIONS TAKE PRECEDENT OVER SCALED DIMENSION, LARGER SCALE OVER SMALLER SCALE, ADDENDA AND CLARIFICATION OVER PREVIOUS DOCUMENTS. 2. CONTRACTOR TO LAY OUT PROPOSED LOCATIONS FOR ALL HARDSCAPE, WALLS, AND SITE ELEMENTS AND VERIFY LAYOUT WITH LANDSCAPE ARCHITECT PRIOR TO CONSTRUCTION. HARDSCAPE, WALLS AND SITE ELEMENTS ARE DIMENSIONED ON THE LAYOUT PLAN. ANY DISCREPANCIES OR CONFLICTS WITH THE EXISTING CONDITIONS OR OTHER DRAWINGS SHALL BE REPORTED TO THE LANDSCAPE ARCHITECT IMMEDIATELY FOR CLARIFICATION AND/OR ADJUSTMENT. 3. FOR DIMENSIONS OF EXISTING BUILDINGS, PROPOSED BUILDING IMPROVEMENTS AND RELATED WORK, REFER TO ARCHITECTURAL DRAWINGS 4. WHERE DIMENSIONS ARE CALLED AS "EQUAL," SPACE REFERENCED ITEMS EQUALLY, MEASURED TO CENTERLINE. 5. MEASUREMENTS ARE TO FACE OF BUILDING, WALL, FIXED SITE ELEMENT, GRID LINE OR DEFINED PROPERTY LINE IRON / BENCH MARKS. DIMENSIONS TO CENTER LINE ARE AS INDICATED. 6. INSTALL INTERSECTING ELEMENTS AT 90 DEGREE ANGLES TO EACH OTHER UNLESS OTHERWISE NOTED. 7. PROVIDE EXPANSION JOINTS WHERE CONCRETE FLAT WORK MEETS VERTICAL STRUCTURES SUCH AS WALLS, CURBS, STEPS AND BUILDING ELEMENTS. 8. PROPOSED SURFACES SHALL MEET EXISTING SURFACES WITH A SMOOTH AND CONTINUOUS TRANSITION AND FLUSH ALONG ENTIRE EDGE 9. EXPANSION JOINTS IN CONCRETE WALKS SHALL BE LOCATED NOT MORE THAN TWENTY FEET (20'-0" O.C.) MAXIMUM OR AS INDICATED ON THE PLANS. 10. VERIFY ALL JOINTING LAYOUTS FOR CONCRETE IN FIELD PRIOR TO IMPLEMENTATION. ALL CONTROL JOINTS IN CONCRETE TO SAW CUT UNLESS APPROVED BY LANDSCAPE ARCHITECT. 11. LAYOUT OF PROPOSED TRAILS TO BE STAKED OUT BY CONTRACTORS AND APPROVED BY LANDSCAPE ARCHITECT IN FIELD. GRADING NOTES 1. EXCAVATION, BACKFILL AND COMPACTION SHALL BE DONE IN ACCORDANCE WITH GEOTECHNICAL ENGINEERING REPORT RECOMMENDATIONS. 2. PROVIDE AND MAINTAIN POSITIVE DRAINAGE AWAY FROM ALL STRUCTURES AT ALL TIMES. 3. ALL DESIGN CONTOURS AND PROPOSED ELEVATIONS INDICATED ARE TO FINISH GRADE UNLESS OTHERWISE NOTED 4. THE CONTRACTOR SHALL ACCOUNT FOR ALL IMPORTED SURFACE AND PLANTING MATERIALS IN DETERMINING EARTHWORK REQUIREMENTS 5. GRADING OPERATIONS MUST MINIMIZE THE POTENTIAL FOR EROSION. 6. NO GRADING, STOCKPILING OF MATERIALS, OR STAGING IS PERMITTED OUTSIDE THE LIMITS OF WORK. 7. PRIOR TO ROUGH GRADING THE SITE, THE CONTRACTOR MUST REMOVE ALL TOPSOIL IN AREAS TO BE DISTURBED AND STOCKPILE ON SITE FOR FUTURE USE. EXCESS TOPSOIL MUST BE REMOVED FROM THE SITE AFTER FINISH GRADING AT THE CONTRACTOR'S EXPENSE. 8. IF THE EARTHWORK FOR THE SITE IS ANTICIPATED TO PRODUCE AN EXCESS OF MATERIAL, THE CONTRACTOR MUST REMOVE ALL EXCESS MATERIAL FROM THE SITE AND DISPOSE OF IT AT THE CONTRACTOR'S EXPENSE. 9. NO TOPSOIL SHALL BE REMOVED FROM SEEDING AND/OR RESTORATION AREAS WITHOUT APPROVAL FROM THE LANDSCAPE ARCHITECT. 10. TOPSOIL COMPACTED BY CONSTRUCTION TRAFFIC IN SEEDING AND/ OR RESTORATION AREAS OF THE PROJECT SHALL BE LOOSENED UNDER THE DIRECTION OF THE LANDSCAPE ARCHITECT. 11. COMPOST SHALL BE MECHANICALLY INTEGRATED INTO THE TOP 6" OF EXISTING SOIL BY MEANS OF ROTO-TILLING AFTER CROSS -RIPPING. GROUND COVER & PERENNIAL BED AREAS SHALL BE AMENDED AT A RATE OF 8 CUBIC FEET PER THOUSAND SQUARE FEET OF NITROGEN STABILIZED ORGANIC AMENDMENT AND 10 LBS. OF 12-12-12 FERTILIZER PER CU. YD., ROTO-TILLED TO A DEPTH OF 8". NO MANURE OR ANIMAL -BASED PRODUCTS SHALL BE USED FOR ORGANIC AMENDMENTS. 12. THE LANDSCAPE ARCHITECT MAY DIRECT ON SITE CHANGES TO THE GRADING TO SUIT ACTUAL FIELD CONDITIONS AND TO ACHIEVE DESIGN INTENT. SUCH CHANGES SHALL BE DONE AT THE NO INCREASE TO THE PRICE OF THE CONTRACTED WORK. 13. THE TOPS OF EXISTING MANHOLES, INLET STRUCTURES AND SANITARY CLEANOUTS MAY BE ADJUSTED AS NECESSARY TO MATCH PROPOSED GRADES IN ACCORDANCE WITH ALL APPLICABLE STANDARDS. 14. STORM WATER ROOF DRAIN LOCATIONS ARE BASED UPON PRELIMINARY ARCHITECTURAL PLANS. CONTRACTOR IS RESPONSIBLE TO AND FOR VERIFYING LOCATIONS ON FINAL ARCHITECTURAL PLANS. SEEDING NOTES 1 2 3 4 5 7 0 I*7 ALL SEEDED AREAS SHALL BE WARRANTED BY THE CONTRACTOR FOR A PERIOD OF TWO YEARS AFTER OWNER ACCEPTANCE. ANY ACTS OF VANDALISM OR DAMAGE WHICH MAY OCCUR PRIOR TO THE OWNER'S WRITTEN ACCEPTANCE SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR. SEED ALL DISTURBED AREAS NOT SPECIFICALLY DESIGNATED AS STRUCTURE, HARD SURFACE, PLANTING AREAS OR LAWN. THE SEEDING CONTRACTOR MUST NOTIFY THE LANDSCAPE ARCHITECT OF THE PROPOSED SEEDING START DATE A MINIMUM OF ONE WEEK PRIOR TO SEEDING. METHOD OF SEEDING AND SEEDING RATE SHALL BE AS LISTED ON SEEDING KEY. NO SEEDING MATERIAL SUBSTITUTIONS WILL BE ACCEPTED UNLESS THE CONTRACTOR, PRIOR TO THE SUBMISSION OF A BID AND/OR QUOTATION, REQUESTS APPROVAL OF THE LANDSCAPE ARCHITECT. THE SEEDING / RESTORATION CONTRACTOR SHALL KEEP NEWLY SEEDED AREAS WATERED FOR A MINIMUM OF 4 WEEKS OR UNTIL SEED IS 80% ESTABLISHED. SPRING SEEDING COMPLETED AFTER MAY 15TH MUST BE WATERED BY THE CONTRACTOR FOR AT LEAST 4 WEEKS, OR UNTIL AUGUST 15TH, WHICHEVER IS LONGER. THE SEEDING / RESTORATION CONTRACTOR MUST ALSO PROVIDE THE OWNER WITH A BID FOR INDIVIDUAL WATERING APPLICATIONS WITHIN THE TWO YEAR WARRANTY PERIOD FOR POTENTIAL WATERING DURING UNUSUALLY DRY PERIODS. EROSION CONTROL MATTING MUST BE USED ON ALL SLOPES GREATER THAN 3:1. SEEDING IN RESTORATION AREAS WILL FOLLOW PROCEDURES LISTED IN "RESTORATION NOTES." EROSION CONTROL MATTING IS REQUIRED IN RESTORATION AREAS SHALL BE INSTALLED BY THE SEEDING / RESTORATION CONTRACTOR. PLANTING NOTES 1. EXACT LOCATION OF PLANT AREAS AND MATERIALS TO BE APPROVED BY LANDSCAPE ARCHITECT PRIOR TO INSTALLATION. LANDSCAPE ARCHITECT RESERVES THE RIGHT TO ADJUST PLANTINGS TO EXACT LOCATIONS IN THE FIELD. 2. VERIFY PLANT COUNTS AND SQUARE FOOTAGES: QUANTITIES ARE PROVIDED FOR REFERENCE ONLY. IF QUANTITIES ON PLANT LIST DIFFER FROM GRAPHIC INDICATIONS ON PLANS, THEN THE GREATER NUMBER / QUANTITY SHALL PREVAIL. CONTRACTOR IS RESPONSIBLE FOR QUANTITY TAKE OFFS AND SHALL PROVIDE FULL COVERAGE OF PLANTING AREAS AS INDICATED ON DRAWINGS. NOTIFY LANDSCAPE ARCHITECT OF ANY PLANTING DISCREPANCIES. 3. ALL PLANT MATERIAL SHALL BE WARRANTED BY THE CONTRACTOR FOR A PERIOD OF ONE YEAR AFTER OWNER'S WRITTEN ACCEPTANCE. ANY ACTS OF VANDALISM OR DAMAGE WHICH MAY OCCUR PRIOR TO THE OWNER'S WRITTEN ACCEPTANCE SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR. 4. LANDSCAPE ARCHITECT MUST APPROVE THE DECOMPACTED SUBGRADE AFTER DECOMPACTION WORK IS COMPLETE AND PRIOR TO TOPSOIL PLACEMENT. 5. PROVIDE 4 INCHES OF TOPSOIL FOR ALL LAWN TURF AREAS. PROVIDE A MINIMUM OF12 INCHES OF PLANTING SOIL MIX CONSISTING OF 1/3 TOPSOIL, 1/3 SAND, AND 1/3 COMPOST IN ALL SHRUB AND PERENNIAL BEDS. WHERE SHRUBS OR PERENNIALS ARE GROUPED, CREATE ONE CONTINUOUS PLANTING BED. LANDSCAPE ARCHITECT TO APPROVE TOPSOIL PRIOR TO SPREADING. CONTRACTOR MUST SUBMIT TESTING RESULTS AND FERTILIZER RECOMMENDATIONS. 6. ALL NEW TREE PLANTINGS AND EDGED PLANTING BEDS TO RECEIVE 3 INCH DEPTH OF DOUBLE- SHREDDED HARDWOOD MULCH. ALL NEW EDGED GROUNDCOVER PLANTING BEDS TO RECEIVE 3 INCH DEPTH OF PINE BARK MULCH. LANDSCAPE ARCHITECT TO APPROVE MULCH PRIOR TO INSTALLATION. 7. ALL PLANTING BEDS NOT CONTAINED BY STRUCTURES, CURB, OR PAVING MUST BE EDGED WITH METAL EDGING (ALUMINUM OR STEEL). 8. WHERE LAWN / SOD ABUTS PAVED SURFACES, FINISHED GRADE OF SOD MUST BE HELD 1 INCH BELOW THE SURFACE ELEVATION OF THE PAVED SURFACE. 9. SOD SHALL BE LAID PARALLEL TO THE CONTOURS AND SHALL HAVE STAGGERED JOINTS. 10. STAKE ALL PROPOSED TREE LOCATIONS IN FIELD FOR APPROVAL PRIOR TO INSTALLATION. LANDSCAPE ARCHITECT RESERVES RIGHTS TO MAKE ADJUSTMENTS TO LOCATIONS PRIOR TO PLANTING. 11. ALL PROPOSED PLANTS SHALL BE STAKED AS SHOWN ON THE DRAWINGS AND/OR AS DIRECTED IN THE FIELD BY THE LANDSCAPE ARCHITECT. THE LANDSCAPE ARCHITECT MUST APPROVE ALL STAKING LOCATIONS OF PLANT MATERIAL PRIOR TO ANY DIGGING. LANDSCAPE ARCHITECT SHALL BE NOTIFIED AT LEAST 48 HOURS IN ADVANCE OF THE DELIVERY DATE FOR ALL PLANT MATERIAL. 12. PAINT OR STRING ALL NEW PLANTING AREAS AND LOCATIONS IN FIELD FOR LANDSCAPE ARCHITECT APPROVAL. ADJUSTMENT IN LOCATION OF PROPOSED PLANT MATERIAL MAY BE NEEDED IN THE FIELD. SHOULD AN ADJUSTMENT BE ADVISED, THE LANDSCAPE ARCHITECT MUST BE NOTIFIED. 13. ALL PLANT MATERIAL SHALL BE CLEARLY IDENTIFIED (COMMON OR LATIN NOMENCLATURE) WITH A PLASTIC TAG WHICH SHALL NOT BE REMOVED PRIOR TO THE LANDSCAPE ARCHITECT'S APPROVAL. 14. ALL PLANTING STOCK SHALL MEET AND CONFORM TO "THE AMERICAN STANDARDS FOR NURSERY STOCK", ANSI, LATEST WRITTEN STANDARDS AND CONSTITUTE MINIMUM QUALITY REQUIREMENTS FOR ALL PLANT MATERIAL. 15. AN INSPECTION TO APPROVE PLANT MATERIAL AT THE NURSERY SHALL OCCUR PRIOR TO INSTALLATION. CONTRACTOR TO PROVIDE 48 HOUR NOTIFICATION TO LANDSCAPE ARCHITECT. 16. ALL PLANT MATERIAL SHALL BE FERTILIZED UPON INSTALLATION WITH DRIED BONE MEAL OR OTHER FERTILIZER AS INDICATED MIXED IN WITH THE PLANTING SOIL PER THE MANUFACTURER'S INSTRUCTIONS. 17. ALL PLANT MATERIALS TO BE INSTALLED PER PLANTING DETAILS. 18. WRAP ALL DECIDUOUS TREES FROM THE GROUND TO THE FIRST BRANCH. WRAPPING MATERIAL SHALL BE QUALITY, HEAVY WATERPROOF CREPE PAPER MANUFACTURED FOR THIS PURPOSE. WRAP ALL DECIDUOUS TREES PLANTED IN THE FALL PRIOR TO DECEMBER 1ST, AND REMOVE ALL WRAPPING BETWEEN MAY 1ST AND JUNE 1ST, OR AS INSTRUCTED BY THE LANDSCAPE ARCHITECT. 19. IF THE LANDSCAPE CONTRACTOR PERCEIVES ANY DEFICIENCIES IN THE PLANT SELECTIONS, SOIL CONDITIONS, OR ANY OTHER SITE CONDITIONS WHICH MIGHT NEGATIVELY AFFECT PLANT MATERIAL ESTABLISHMENT, SURVIVAL, OR GUARANTEE, LANDSCAPE CONTRACTOR SHALL BRING THESE DEFICIENCIES TO THE ATTENTION OF THE LANDSCAPE ARCHITECT 20. NO PLANT MATERIAL SUBSTITUTIONS WILL BE ACCEPTED UNLESS APPROVAL IS REQUESTED OF THE LANDSCAPE ARCHITECT BY THE LANDSCAPE CONTRACTOR PRIOR TO THE SUBMISSION OF A BID AND/OR QUOTATION. ANY SUBSTITUTION IS REQUIRED TO APPROVED IN WRITING BY THE LANDSCAPE ARCHITECT. 21. PROVIDE MATCHING FORMS AND SIZES FOR PLANT MATERIALS WITHIN EACH SPECIES AND SIZE DESIGNATED ON THE PLANS. ALL PLANT MATERIAL SHALL MEET SIZE AND QUALITY STANDARDS AS INDICATED IN DOCUMENTS AND SHALL BE OF TOP QUALITY AND VIGOROUS HEALTH. LANDSCAPE ARCHITECT RESERVES THE RIGHT TO REJECT PLANTS NOT MEETING THESE STANDARDS. 22. ALIGN AND EQUALLY SPACE PLANTINGS IN ALL DIRECTIONS AS DESIGNATED ON THE PLANS. 23. FINISH GRADE OF PLANTING AREAS SHALL BE 1" BELOW ADJACENT PAVING OR SURFACING AREAS UNLESS OTHERWISE NOTED 24. ALL TREES PLANTED ADJACENT TO PUBLIC AND/OR PEDESTRIAN WALKWAYS SHALL BE PRUNED CLEAR OF ALL BRANCHES BETWEEN GROUND AND A HEIGHT OF EIGHT (8) FEET FOR THAT PORTION OF THE PLAN LOCATED OVER THE SIDEWALK AND/OR ROAD. 25. PRUNE NEWLY PLANTED TREES AND SHEAR NEWLY PLANTED HEDGES AS DIRECTED BY LANDSCAPE ARCHITECT. 26. PROTECT ALL NEW EVERGREEN PLANTINGS FROM WINTER BURN BY WRAPPING NEW PLANTINGS WITH BURLAP. MAINTAIN THROUGHOUT WARRANTY PERIOD. 27. TREE ROOT BARRIERS SHALL BE INSTALLED WHERE TREES ARE PLACED WITHIN 5 FEET OF EXISTING OR NEW PAVEMENT SURFACES. THE ROOT BARRIER SHALL BE PLACED ON THE SIDE OF THE TREE PIT CLOSEST TO THE IMPROVEMENTS. DO NOT ENCLOSE ROOT BALL FOR TREES WITH ROOT BARRIER. 28. ALL PLANTING AREAS ON SLOPES OVER 4:1 SHALL RECEIVE COCONUT FIBER EROSION CONTROL NETTING FROM ROLLS. NETTING SHALL BE #CT-125, AS MANUFACTURED BY NORTH AMERICAN GREEN (OR EQUAL). INSTALL AND STAKE PER MANUFACTURER'S SPECIFICATIONS. 29. CONTRACTOR SHALL PROVIDE A WRITTEN REQUEST FOR THE OWNER ACCEPTANCE INSPECTION UPON COMPLETION OF ALL PLANTING WORK 30. PLANTING IN SEEDING AND/OR RESTORATION AREAS WILL FOLLOW PROCEDURES LISTED IN "SEEDING NOTES" AND "RESTORATION NOTES." 31. CONTRACTOR SHALL BE REQUIRED TO MAINTAIN ALL NEW PLANTING AREAS OF PROJECT UNTIL SUBSTANTIAL COMPLETION OF PROJECT. 32. AT THE TIME OF FINAL INSPECTION ALL PLANT MATERIAL SHALL BE IN HEALTHY, VIGOROUS GROWING CONDITION, PLANTED IN FULL ACCORDANCE WITH THE DRAWINGS AND SPECIFICATIONS. IRRIGATION NOTES 1. IRRIGATION SYSTEM TO BE DESIGN / BUILD. AN AUTOMATIC IRRIGATION SYSTEM SHALL BE INSTALLED TO PROVIDE COVERAGE FOR ALL PLANTING AREAS SHOWN ON THE PLAN. LOW VOLUME EQUIPMENT SHALL PROVIDE SUFFICIENT WATER FOR PLAN GROWTH WITH A MINIMUM WATER LOSS DUE TO WATER RUN OFF. IRRIGATION SYSTEM SHALL USE HIGH QUALITY, AUTOMATIC CONTROL VALVES, CONTROLLERS AND OTHER NECESSARY IRRIGATION EQUIPMENT. ALL COMPONENTS SHALL BE NON -CORROSIVE MATERIALS. ALL DRIP SYSTEMS SHALL BE ADEQUATELY FILTERED AND REGULATED PER THE MANUFACTURER'S RECOMMENDED DESIGN PARAMETERS. CONTRACTOR TO SUBMIT SHOP DRAWINGS FOR APPROVAL OF SYSTEM PRIOR TO INSTALLATION. 2. IRRIGATION SYSTEM WILL OPERATE ON POTABLE WATER, AND THE SYSTEM WILL HAVE APPROPRIATE BACKFLOW PREVENTION DEVICES INSTALLED TO PREVENT CONTAMINATION OF THE POTABLE SOURCE. 3. IRRIGATION SYSTEM SHALL BE DESIGNED AND INSTALLED, TO THE MAXIMUM EXTENT POSSIBLE, TO CONSERVE WATER BY USING THE FOLLOWING DEVICES AND SYSTEMS: MATCHED PRECIPITATION RATE TECHNOLOGY ON ROTOR AND SPRAY HEADS (WHEREVER POSSIBLE), RAIN SENSORS, AND MULTI -PROGRAM COMPUTERIZED IRRIGATION CONTROLLERS FEATURING SENSORY INPUT CAPABILITIES. 4. ALL LAWN, PLANTING AREAS AND NEW TREE PLANTINGS WITHIN PROPERTY LIMITS MUST BE IRRIGATED, UNLESS OTHERWISE NOTED. NEW SEEDING AND / OR RESTORATION AREAS TO BE IRRIGATED SEPARATELY AS INDICATED ON DRAWINGS. 5. ALL NEW PLANTING BEDS, NEW TREE PLANTINGS, GREEN ROOFS AND CONTAINER PLANTINGS TO RECEIVE DRIP LINE EMITTER IRRIGATION. ALL TURF / LAWN, SEEDED AND / OR RESTORATION AREAS TO RECEIVE OVERHEAD SPRAY IRRIGATION. 6. PROPOSED IRRIGATION LAYOUTS AND MATERIAL LISTS MUST BE SUBMITTED WITH BIDS. ACCEPTABLE PRODUCT MANUFACTURERS INCLUDE RAINBIRD, TORO, AND NETAFIM. THE IRRIGATION CONTROLLER SHALL BE SIZED TO ACCOMMODATE ALL PROPOSED ZONES, INCLUDING ANY AREAS INDICATED AS FUTURE IRRIGATION, AND SHALL BE FULLY AUTOMATIC WITH A VOLATILE MEMORY CHIP. 7. IRRIGATION CONTRACTOR MUST VERIFY THE LOCATION OF ALL IRRIGATION SLEEVES. IF ADDITIONAL SLEEVING IS REQUIRED, IRRIGATION CONTRACTOR SHALL NOTIFY THE GENERAL CONTRACTOR AND THE LANDSCAPE ARCHITECT. ONLY TRENCHLESS METHODS WILL BE APPROVED AFTER PAVING IS COMPLETED. 8. THE IRRIGATION CONTRACTOR IS RESPONSIBLE FOR PROVIDING A COMPLETE IRRIGATION SYSTEM FROM THE POINT OF CONNECTION AT THE COLD WATER STUB OUT LINE(S) FROM THE BUILDING. THE STUB OUT(S) FROM THE BUILDING, THE BACKFLOW PREVENTER, AND OTHER CODE REQUIRED PLUMBING ELEMENTS MUST BE PROVIDED BY A LICENSED MECHANICAL CONTRACTOR. 9. THE IRRIGATION CONTRACTOR MUST INSTALL THE IRRIGATION CONTROL PANEL IN THE LOCATION INDICATED ON THE DRAWINGS OR AS APPROVED BY THE OWNER / LANDSCAPE ARCHITECT. COORDINATE LOCATION W/ APPLICABLE TRADES. 10. THE IRRIGATION CONTRACTOR MUST PROVIDE OPERATIONS AND MAINTENANCE MANUALS AND ON -SITE INSTRUCTION TO THE OWNER IN THE SYSTEM OPERATION. THE IRRIGATION CONTRACTOR IS RESPONSIBLE FOR INITIAL SYSTEM STARTUP, WINTERIZATION FOR THE FIRST WINTER, AND STARTUP THE FOLLOWING SPRING. 11. IRRIGATION CONTRACTOR SHALL INCLUDE IRRIGATION COVERAGE FOR ALL SEEDING / RESTORATION AREAS UNLESS OTHERWISE INDICATED.IRRIGATION CONTRACTOR SHALL COORDINATE WITH SEEDING / RESTORATION CONTRACTOR REGARDING IRRIGATION SYSTEM SCHEDULE AND IRRIGATION NEEDS IN RESTORATION AREAS. 12. ALL SPRAY AND ROTOR HEAD LOCATIONS SHALL BE STAKED, FLAGGED AND/OR OTHERWISE CLEARLY MARKED ON THE GROUND PRIOR TO INSTALLATION. SPRINKLER HEAD STAKING SHALL BE INSPECTED AND APPROVED BY THE OWNER'S REPRESENTATIVE OR THE LANDSCAPE ARCHITECT BEFORE INSTALLATION. STAKED LOCATIONS SHALL BE SPACED TO PROVIDE HEAD -TO -HEAD COVERAGE. 13. SET SPRINKLER HEADS PERPENDICULAR TO FINISH GRADE OF AREAS TO BE IRRIGATED UNLESS OTHERWISE INDICATED. 14. ADJUST IRRIGATION SYSTEM LAYOUT FOR ANY VERTICAL OBSTRUCTIONS OR INTERFERENCE. DO NOT OVERSPRAY ONTO WALKS, ROADWAYS, WALLS, FENCES AND / OR BUILDING STRUCTURES. 15. IRRIGATION SYSTEM SHALL BE BASED ON MINIMUM PRESSURE AND MAXIMUM FLOW DEMAND. VERIFY WATER PRESSURE BEFORE START OF CONSTRUCTION. REPORT ANY DIFFERENCES IN WATER PRESSURE READINGS AT IRRIGATION POINT OF CONNECTION PRIOR TO COMMENCING WITH IMPLEMENTATION OF IRRIGATION SYSTEM. 16. IF EXISTING IRRIGATION SYSTEM IS TO BE RETAINED FOR REUSE, CONTRACTOR SHALL PROPOSE ALL REQUIRED ADDITIONS TO EXISTING SYSTEM NECESSARY TO OBTAIN FULL COVERAGE OF ALL LANDSCAPE WORK AS INDICATED ON DRAWINGS AND PROVIDE A DESIGN BUILD DRAWING IDENTIFYING EXISTING AND PROPOSED IRRIGATION SYSTEM COMPONENTS FOR INSTALLATION. 17. PROVIDE AS -BUILT DRAWING OF FINAL IRRIGATION SYSTEM TO OWNER / LANDSCAPE ARCHITECT FOR THEIR RECORDS. UPON COMPLETION OF INSTALLATION OF IRRIGATION SYSTEM, IRRIGATION CONTRACTOR SHALL PROVIDE THE FOLLOWING: ACCURATE AND COMPLETE "AS BUILT" PLANS OF IRRIGATION SYSTEM INCLUDING 8-1/2"xl1" ZONE MAP TO BE PLACED INSIDE EACH CONTROLLER BOX. A LOG ON ALL WATER WINDOWS, RUN SCHEDULE TIMES, AND OTHER CHANGES AND/OR MODIFICATIONS TO THE IRRIGATION SYSTEM SINCE INSTALLATION. ONE HOUR OF TRAINING TO OWNER ON IRRIGATION SYSTEM AND CONTROLLER OPERATION. THREE OF EACH TYPE OF HEAD AND EMITTER INSTALLED. ONE OF EACH TYPE OF VALVE INSTALLED. REVIEW WINTERIZATION PROCEDURES FOR IRRIGATION SYSTEM WITH OWNERS REPRESENTATIVE. SITE LIGHTING NOTES 1. THE LIGHTING PLAN IS INTENDED TO SHOW THE LOCATIONS AND TYPE OF LUMINAIRE FIXTURES ONLY. POWER SYSTEMS, CONDUIT, WIRING, VOLTAGES AND OTHER ELECTRICAL COMPONENTS ARE THE RESPONSIBILITY OF THE CONTRACTOR. EXTERIOR LIGHTING TYPES SHALL CONSIST PRIMARILY OF LOW VOLTAGE LANDSCAPE LIGHTING UNLESS OTHERWISE NOTED. 2. ALL LANDSCAPE LIGHTING AND THEIR COMPONENTS SHALL MEET THE UL1838 GOVERNING STANDARDS. 3. CONTRACTOR TO NOTIFY LANDSCAPE ARCHITECT OF ANY LIGHTING LOCATIONS THAT CONFLICT WITH DRAINAGE, UTILITIES OR OTHER STRUCTURES. 4. COORDINATE PROPOSED POWER SOURCES FOR ALL SITE LIGHTING ELEMENTS AND THEIR LOCATIONS. 5. COORDINATE SWITCHING AND CONTROLS SYSTEMS FOR EXTERIOR LIGHTING WITH OWNER, LANDSCAPE ARCHITECT. VERIFY ALL SWITCH LOCATIONS ON SITE PRIOR TO INSTALLATION. 6. INSTALL LIGHT FIXTURES PER MANUFACTURER'S RECOMMENDATIONS AND PER LOCAL, STATE, AND NATIONAL REGULATIONS. 7. ALL LIGHTING IN PAVEMENT AND HARDSCAPE TO BE CORE DRILLED. VERIFY FINAL LOCATIONS IN HARDSCAPE AREAS PRIOR TO DRILLING.. 8. ALL LIGHT POLE BASES SHALL BE DESIGNED AND SIGNED OFF BY A STRUCTURAL ENGINEER. 9. ALL ELECTRICAL JUNCTION BOXES FOR EXTERIOR LIGHTS SHALL BE LOCATED IN PLANTING AREAS OR OTHER DISCRETE LOCATIONS AND APPROVED BY LANDSCAPE ARCHITECT PRIOR TO INSTALLATION. 10. ALL TRANSFORMERS SHOULD BE SIZED TO ALLOW FOR ANY FUTURE INCREASE IN SYSTEM LOAD, AS WELL AS THE RESISTIVE VALUES ASSOCIATED WITH LONGER CABLE RUN DISTANCES AND THE USE OF VOLTAGE TAPS GREATER THAN 12-VOLT. INSTALL TRANSFORMERS PER MANUFACTURER'S RECOMMENDATIONS. 11. ALL 120-VOLT ELECTRICAL WORK SHOULD BE PERFORMED BY A LICENSED ELECTRICIAN UNLESS OTHERWISE SPECIFIED BY LAW. REFER TO ALL NEC AND ALL LOCAL CODES FOR ADDITIONAL DETAILS. 12. ALL EXTERIOR RECEPTACLE BOXES SHOULD BE G.F.C.I.-PROTECTED FOR USE WITH TRANSFORMERS THAT UTILIZE A PLUG-IN CORD. ALL RECEPTACLE BOXES SHOULD UTILIZE AN "IN -USE" OR "BUBBLE" TYPE RECEPTACLE COVER TO PROTECT IT FROM WATER ENTRY. 13. ALL RECEPTACLES, LOW VOLTAGE TRANSFORMERS, AND FIXTURES CANNOT BE LOCATED WITHIN 10 FEET OF ANY WATER SOURCE THAT WOULD BE NORMALLY OCCUPIED BY HUMANS. 14. EXTERIOR LIGHTING SYSTEM SHALL CONNECT TO EITHER PHOTOCELL OR ASTRONOMICAL TIMER. VERIFY FINAL LIGHTING CONTROLS WITH OWNER AND LANDSCAPE ARCHITECT PRIOR TO INSTALLATION. RESTORATION NOTES 1. ALL EXOTICS, INVASIVE AND UNDESIRED TALL NATIVE SPECIES TARGETED FOR REMOVAL WILL BE REMOVED BY HAND OR SPRAYED WITH APPROVED HERBICIDE. THIS WORK SHALL BEGIN DURING THE FIRST STAGES OF CONSTRUCTION AND EXTEND THROUGH THE MANAGEMENT PERIOD. 2. LANDSCAPE ARCHITECT MUST APPROVE MANAGEMENT STRATEGY OF NATIVE SPECIES TO BE LEFT AND MANAGED ON SITE. 3. RESTORATION PLANTING AND SEEDING SHALL BEGIN AFTER ALL CONSTRUCTION AND TREE PLANTING WORK IS COMPLETE AND THE IRRIGATION SYSTEM INSTALLED BY OTHERS IS IN PLACE. 4. RESTORATION CONTRACTOR SHALL NOTIFY THE LANDSCAPE ARCHITECT OF THE PLANTING AND SEEDING START DATE A MINIMUM OF ONE WEEK PRIOR TO SEEDING AND PLANTING. 5. SALVAGED TOPSOIL APPROVED BY THE RESTORATION CONTRACTOR WILL BE SPREAD ONLY ON AREAS CLEARED OF TOPSOIL DURING CONSTRUCTION. APPROVED TOPSOIL WILL ONLY BE SPREAD TO THE ORIGINAL GRADE OR GRADE APPROVED BY THE LANDSCAPE ARCHITECT. 6. SEVERELY COMPACTED SOIL CAUSED BY CONSTRUCTION TRAFFIC SHALL BE LOOSENED TO ORIGINAL GRADE BY OTHERS. MINOR COMPACTION SHALL BE LOOSENED BY RESTORATION CONTRACTOR TO ORIGINAL GRADE OR GRADE APPROVED BY THE LANDSCAPE ARCHITECT. 7. SEEDING SHALL BE HAND BROADCAST AND RAKED EITHER BY HAND OR WITH A DRAG HARROW. 8. ALL PLANT MATERIAL SHALL BE WARRANTED BY THE RESTORATION CONTRACTOR FOR A PERIOD OF ONE YEAR AFTER OWNER'S WRITTEN ACCEPTANCE. ANY ACTS OF VANDALISM OR DAMAGE WHICH MAY OCCUR PRIOR TO THE OWNER'S WRITTEN ACCEPTANCE SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR. 9. SEEDED AND SODDED AREAS SHALL BE WATERED WITH THE IRRIGATION SYSTEM (INSTALLED BY OTHERS) FOR A MINIMUM OF FOUR WEEKS OR UNTIL SEED IS ESTABLISHED. ALL WATERING ASSUMES A SYSTEM COVERING ALL RESTORATION AREAS IS IN PLACE AND RESTORATION CONTRACTOR HAS CONTROL OVER WATERING SCHEDULE FOR RESTORATION AREAS. 10. PLANTINGS SHALL BE PLACED ACCORDING TO SPECIFIC ZONE SECTION NEEDS AND NOT ACCORDING TO A FIXED PATTERN. ON -CENTER GOALS ARE ON AVERAGE. 11. LANDSCAPE ARCHITECT MUST APPROVE ALL SEEDING LOCATIONS PRIOR TO SEEDING. 12. NO FERTILIZER OR SOIL AMENDMENTS ARE REQUIRED IN THE RESTORATION AREAS UNLESS DEEMED NECESSARY BY THE RESTORATION CONTRACTOR. 13. RESTORATION CONTRACTOR SHALL PROVIDE A WRITTEN REQUEST FOR THE OWNER ACCEPTANCE INSPECTION UPON COMPLETION OF ALL RESTORATION SEEDING AND PLANTING WORK. WARRANTY 1! ALL HARDSCAPE AND PAVING AREAS TO BE WARRANTED FOR 1 YEAR AFTER OWNER ACCEPTANCE. ALL PLANT MATERIAL TO BE WARRANTED FOR 1 YEAR AFTER OWNER ACCEPTANCE. AN INSPECTION OF PLANT MATERIAL WILL OCCUR AFTER THE FIRST YEAR FOLLOWING SUBSTANTIAL COMPLETION / OWNER ACCEPTANCE. THE LANDSCAPE ARCHITECT SHALL NOTIFY THE CONTRACTORS OF INSPECTION DATE. REPLACEMENTS MAY BE REQUIRED AT THIS TIME. REPLACEMENTS SHALL BE PLANTED WITHIN 30 DAYS FROM THE DATE OF INSPECTION UNLESS OTHERWISE DIRECTED IN ACCORDANCE WITH ACCEPTED HORTICULTURAL PRACTICES. LANDSCAPE STRUCTURAL NOTES 1. BUILDING CODE: CONFORM TO LATEST EDITION OF STATE BUILDING CODE AND INTERNATIONAL BUILDING CODE (IBC). 2. CONTRACTOR SHALL BE SOLELY RESPONSIBLE FOR THE MEANS AND METHODS OF CONSTRUCTION AND FOR THE SAFETY OF PERSONS AND PROPERTY. CONTRACTOR SHALL BE RESPONSIBLE FOR COMPLYING WITH ALL SAFETY PRECAUTIONS AND REGULATIONS DURING THE WORK. THE ENGINEER WILL NOT ADVISE ON NOR ISSUE DIRECTION AS TO SAFETY PRECAUTIONS AND PROGRAMS. 3. THE DRAWINGS HEREIN REPRESENT THE FINISHED STRUCTURE. DURING ERECTION OF THE STRUCTURE, THE CONTRACTOR SHALL BE SOLELY RESPONSIBLE FOR TEMPORARY SHORING, BRACING, FORMING, ETC. TO HOLD THE STRUCTURE IN PROPER ALIGNMENT AND TO WITHSTAND ALL LOADS TO WHICH THE STRUCTURE MAY BE SUBJECTED. SUCH MEASURES SHALL BE LEFT IN PLACE AS LONG AS REQUIRED FOR SAFETY AND UNTIL ALL FRAMING AND CONNECTIONS ARE IN PLACE. 4. FOOTINGS AND SOIL DATA: 4.1. SOIL PARAMETERS ARE ASSUMED FOR THE DESIGN OF THE RETAINING WALLS FOR THE FOLLOWING: 4.1.a. MAXIMUM ALLOWABLE SOIL BEARING CAPACITY = 2000 PSF. 4.1.b. LATERAL SOIL PRESSURES (EQUIVALENT FLUID PRESSURE) 45 PCF. 4.2. FOOTINGS SHALL BEAR ON NATURAL UNDISTURBED SOIL OR ON COMPACTED, ENGINEERED FILL. ALL SUBGRADE SHALL BE PREPARED AND COMPACTED ACCORDING TO THE RECOMMENDATIONS PROVIDED BY A GEOTECHNICAL ENGINEER. 5. ALL TOPSOIL, FILL AND OTHER UNSUITABLE BEARING MATERIAL SHALL BE REMOVED. A GEOTECHNICAL ENGINEER SHALL INSPECT THE EXCAVATED AREA TO ENSURE ALL MATERIALS REQUIRING REMOVAL HAVE BEEN REMOVED AND TO VERIFY THE SOIL BEARING CAPACITY USED FOR DESIGN PRIOR TO CONCRETE PLACEMENT. 6. EMBEDMENT DEPTH FROM EXTERIOR GRADE TO BOTTOM OF FOOTING SHALL NOT BE LESS THAN 5-0". BOTTOM OF FOOTING ELEVATION SHALL BE LOWERED AS REQUIRED TO MEET THIS MINIMUM. 7. ALL RETAINING WALLS SHALL HAVE A MINIMUM OF 12 INCHES OF FREE -DRAINING GRANULAR BACKFILL, FULL HEIGHT OF WALL, UNLESS NOTED OTHERWISE. PROVIDE CONTROL JOINTS IN RETAINING WALLS AT APPROXIMATELY EQUAL INTERVALS NOT TO EXCEED 40 FEET OR 3 TIMES THE WALL HEIGHT. PROVIDE EXPANSION JOINTS AT EVERY FOURTH CONTROL JOINT UNLESS OTHERWISE INDICATED. 8. MUD SLABS, FOOTINGS OR SLABS SHALL NOT BE PLACED ONTO OR AGAINST SUBGRADE CONTAINING FREE WATER, FROST OR ICE. CONTRACTOR SHALL TAKE ALL NECESSARY PRECAUTIONS TO PREVENT ANY FROST OR ICE FROM PENETRATING ANY FOOTING OR SLAB SUBGRADE BEFORE AND AFTER PLACING CONCRETE UNTIL SUCH SUBGRADES ARE FULLY PROTECTED BY THE PERMANENT BUILDING STRUCTURE OR PROPER DEPTH OF BURY. 9. DO NOT UNDERMINE EXISTING FOUNDATIONS. 10. REINFORCED CONCRETE: 10.1. DESIGN CODE: USE BUILDING CODE REQUIREMENTS FOR STRUCTURAL CONCRETE (ACI 318), LATEST ADOPTION 10.2. CONCRETE MIXES SHALL BE DESIGNED PER ACI 301 USING THE FOLLOWING PARAMETERS: 10.2.a. PORTLAND CEMENT CONFORMING TO ASTM C150 OR C595. 10.2.1b. AGGREGATE CONFORMING TO ASTM C33. 10.2.c. ADMIXTURES CONFORMING TO ASTM C494, C1017, AND C260. DO NOT USE CALCIUM CHLORIDE OR ADMIXTURES CONTAINING CALCIUM CHLORIDE. 10.2.d. CONCRETE SHALL BE READY -MIXED IN ACCORDANCE WITH ASTM C94. 11. REINFORCING STEEL 11.1. BARS -ASTM A615, GR. 60 11.2. PLACEMENT OF CONCRETE AND REINFORCEMENT SHALL BE IN ACCORDANCE WITH ACI AND CRSI STANDARDS. 11.3. DO NOT FIELD BEND BARS PARTIALLY EMBEDDED IN HARDENED CONCRETE UNLESS SPECIFICALLY INDICATED OR ACCEPTED BY THE ENGINEER. 11.4. PROVIDE CORNER BARS EQUAL IN SIZE AND SPACING TO WALL HORIZONTAL REINFORCEMENT UNLESS OTHERWISE DETAILED. 12. COLD WEATHER CONCRETING SHALL FOLLOW PROCEDURES IN ACI 306. 13. HOT WEATHER CONCRETING SHALL FOLLOW PROCEDURES IN ACI 305. 14. PROVIDE 32 BAR DIAMETER LAP LENGTHS FOR WALL FOOTINGS UNLESS NOTED OTHERWISE. FOR OTHER LAP LENGTHS PROVIDE CLASS B LAP SPLICES IN ACCORDANCE WITH ACI 318. 15. BAR SUPPORTS AND HOLDING BARS SHALL BE PROVIDED FOR ALL REINFORCING STEEL TO ENSURE COMPLIANCE WITH MINIMUM CONCRETE COVER. BAR SUPPORTS SHALL BE PLASTIC, PLASTIC TIPPED, EPDXY COATED OR STAINLESS STEEL FOR UNCOATED STEEL. BAR SUPPORTS FOR COATED STEEL SHALL BE PLASTIC, PLASTIC COATED OR EPDXY COATED. 16. CONCRETE MIX DESIGN(S) SHALL BE SUBMITTED TO ENGINEER/ARCHITECT FOR REVIEW. 17. PROVIDE REINFORCING STEEL SHOP DRAWINGS TO ENGINEER / LANDSCAPE ARCHITECT FOR REVIEW / APPROVAL. 18. MATERIAL STRENGTHS: MAX WATER COMPRESSIVE MAX TO CEMENT DESCRIPTION STRENGTH (fc) AGGREGAT SLUMP RATIOS AT 28 DAYS E SIZE (WIC)31 FOOTINGS 3,000 PSI 1 1/2" 4" ± 1.1 0.57 RETAINING WALLS (5 % 4,000 PSI 3/4" 4" ± 1" 0.45 AIR ENTRAINED) 1 / TOLERANCE ON AIR CONTENT AS DELIVERED SHALL BE ± 1.5% 2/ PRIOR TO THE ADDITION OF PLASTICIZER OR HIGH -RANGE WATER -REDUCER 1 / TOLERANCE ON AIR CONTENT AS DELIVERED SHALL BE ± 1.5% TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 T 612 345 4275 MCCONNELL RESIDENCE 1520 BOHNS POINT RD, ORONO MN 55391 The designs shown and described herein including all technical drawings, graphics and specifications thereof, are proprietary and cannot be copied, duplicated or commercially exploited, in whole or in part, without the express written permission of Travis Van Liere Studio, LLC. These are available for limited review and evaluation by clients, consultants, contractors, governement agencies, and vendors only in accordance with this notice. © Copyright 2025 Travis Van Liere Studio, LLC. All rights reserved I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape Architect under the laws of the State of Minnesota. �_q_ TRAVIS VAN LIERE license no: 43728 date: 4/18/2025 Rev # -Description Date -- ISSUED FOR BID 02/09/2024 1 BID SET REVISIONS 04/15/2024 2 BID SET REVISIONS 07/17/2024 ISSUE FOR PERMIT 08/01/2024 3 BID SET REVISIONS 10/25/2024 4 CONSTRUCTION REVISIONS 04/15/2025 ISSUED FOR PERMIT REVISIONS 04/18/2025 Drawing: GENERAL NOTES Drawn By: Date: Scale: Sheet: A.S., B.W., E.A 04/18/2025 N/A L001 635 3 a 0 0 J H w ry w U) O z_ c� N W U z W W IY J J W z z O U U X O m a- O W PIL U) U w O 0 0 n � o cYi ❑ Ln 04 J CD > N H W w= oQ O LLry w❑ J Lo O O N = L.L o "z w 00 a> �O ai CU o m ca U � ca GENERAL NOTES 1. SEE SHEET L000 FOR PROJECT INFORMATION, SHEET INDEX, AND LEGEND. 2. SEE SHEET L001 FOR GENERAL NOTES. 3. REFER TO ARCHITECTURAL DRAWINGS FOR BUILDING INFO. 4. ELECTRICAL CONTRACTOR, MECHANICAL CONTRACTOR, AND IRRIGATION CONTRACTOR TO COORDINATE W/ PAVING, CONCRETE, AND WALL CONTRACTORS ON SLEEVE LOCATIONS UNDER DRIVEWAYS, WALKS, AND WALLS. 5. REFER TO SHEET L010 - EXISTING CONDITIONS PLAN FOR BOUNDARY INFORMATION. ALL CONSTRUCTION STAKING MUST BE PERFORMED BY A REGISTERED LAND SURVEYOR. 6. DO NOT SCALE THE DRAWINGS. WRITTEN DIMENSIONS ARE TO BE USED FOR ALL LAYOUT WORK. 7. THE CONTRACTOR SHALL IMMEDIATELY NOTIFY THE LANDSCAPE ARCHITECT OF ANY LAYOUT DISCREPANCIES. 8. ALL SITE ELEMENTS SHALL BE STAKED IN THE FIELD AND APPROVED BY LANDSCAPE ARCHITECT PRIOR TO CONSTRUCTION. 9. AUTOCAD FILE AVAILABLE TO CONTRACTOR UPON REQUEST FOR FIELD LAYOUT. ❑ KEYNOTES 1. EXISTING SIGNIFICANT TREE(S) TYP. - SAVE AND PROTECT 2. EXISTING NEIGHBORING PROPERTY/SITE FEATURE - SAVE AND PROTECT 3. EXISTING CITY STREET/ALLEY - SAVE AND PROTECT, REPAIR ANY DAMAGED AREAS PER CITY STANDARDS 4. EXISTING HOUSE 5. EXISITNG SHED - SAVE AND PROTECT 6. EXISITNG MECHANICAL AREA - SAVE AND PROTECT 7. EXISTING WELL CAP - V.I.F., SAVE AND PROTECT 8. EXISTING DETACHED GARAGE - SAVE AND PROTECT 9. EXT. ELECTRICAL TRANSFORMER - SAVE AND PROTECT 10. EX. SURFACING TO REMAIN - SAVE AND PROTECT 11. EXISTING WALLS - SAVE AND PROTECT 12. EX. DOCK TO REMAIN - SAVE AND PROTECT 13. EXISTING LANDSCAPE EDGING - SAVE AND PROTECT 14. EXISTING WATER FEATURE - SAVE AND PReTE6T OMIT 15. EXISTING STAIRS TO REMAIN - SAVE AND PROTECT 16. EXISTING RIP RAP SHORELINE TO REMAIN - SAVE AND PROTECT 17. MAIN FLOOR OVERHANG, TYP. - V.I.F ❑ SHEET NOTES 1. 20'x50' GRAVEL CONSTRUCTION ENTRANCE 2. SOIL STOCKPILE AREA 3. CONCRETE WASHOUT AREA 4. EROSION CONTROL/TREE PROTECTION FENCE, TYP. 5. EXISTING WALLS AT ENTRY STOOP TO REMAIN - SAVE AND PROTECT 6. EXISTING CONCRETE SURFACING - SAVE AND PROTECT 7. EXISTING LANDSCAPING/VEGETATION - SAVE AND 8. EXISTING EDGING AND ROCK MAINTENACE EDGE TO BE RE -USED AND RELOCATED - SAVE AND PROTECT 9. EXISTING MAILBOX TO BE RELOCATED, REMOVE EXISTING CONCRETE FOOTING - SAVE AND PROTECT MAILBOX AND POST REMOVALS SCHEDULE KEY DESCRIPTION R1 EXISTING TREE TO BE REMOVED - VERIFY W/ LANDSCAPE ARCHITECT/OWNER IN FIELD R2 EXISTING BITUMINOUS DRIVEWAY TO BE REMOVED / UTILIZE AS CONSTRUCTION STAGING UNTIL FINAL DRIVEWAY IS TO BE INSTALLED R3 EXISTING LANDSCAPING TO BE REMOVED R4 EXISTING PAVER SURFACING TO BE REMOVED R5 EXISTING FLAGSTONE SURFACING TO BE REMOVED R6 EX. STONE VENEER SURFACING TO BE REMOVED R7 EXISTING LANDSCAPE STAIRS TO BE REMOVED R8 EX. FENCE TO BE REMOVED R9 EXISTING AGGREGATE SURFACING TO BE REMOVED R10 EXISTING LANDSCAPE EDGING TO BE REMOVED 11 XIS N L 0 E REMOVED R12 EXISTING WATER FEATURE TO BE REMOVED R13 EXISTING SHRUBS TO BE REMOVED - V.I.F. EXISTING HARDCOVER CALCULATIONS HOUSE 3,713 s.f. DETACHED GARAGE 801 s.f. SHED 68 s.f. BITUMINOUS 3,915 s.f. CONCRETE 108 s.f. PAVERS 1,102 s.f. DECKS 230 s.f. RETAINING WALLS 210 s.f. PAVERS INSIDE 75' SETBACK 136 s.f. CONCRETE INSIDE 75' SETBACK 117 s.f. RETAINING WALLS INSIDE 75' SETBACK 455 s.f. DECK INSIDE 75' SETBACK 31 s.f. AGGREGATE GRAVEL 791 s.f. AREA OF EXISTING HARDCOVER 11,677 s.f. EXCLUDABLE HARDCOVER (SEE CITY CODE SEC 78-1684) FIRST 100 S.F. DECK 100 s.f. RETAINING WALLS 210 s.f. TOTAL EXCLUDABLE HARDCOVER 310 s.f. NET EXISTING HARDCOVER 11,367.00 s.f. TOTAL LOT AREA 36,974 s.f. PROPOSED HARDCOVER / PROPERTY AREA RATIO 30.74% HARDCOVER / PROPERTY AREA RATIO ALLOWED BY CODE 25% HARDCOVER / PROPERTY AREA RATIO OVER ALLOWED 5.74% PROPOSED HARDCOVER AREA OVER ALLOWED 2,123.50 s.f. ' o TRANSPLANTING SCHEDULE KEY DESCRIPTION T1 EX. HYDRANGEA SHRUBS, 6 EA. TRANSPLANT - V.I.F. T2 EX. HOSTA PLANTS, 9 EA. TRANSPLANT - V.I.F. EXISTING CONDITIONS AND REMOVALS PLAN 0 16' 32' IN 1 SCALE: 1/16" = V-0" TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 T 612 345 4275 MCCONNELL RESIDENCE 1520 BOHNS POINT RD, ORONO MN 55391 The designs shown and described herein including all technical drawings, graphics and specifications thereof, are proprietary and cannot be copied, duplicated or commercially exploited, in whole or in part, without the express written permission of Travis Van Liere Studio, LLC. These are available for limited review and evaluation by clients, consultants, contractors, governement agencies, and vendors only in accordance with this notice. © Copyright 2025 Travis Van Liere Studio, LLC. All rights reserved. I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape Architect under the laws of the State of Minnesota. �__ a - TRAVIS VAN LIERE license no: 43728 date: 4/18/2025 Rev # Description Date -- ISSUED FOR BID 02/09/2024 1 BID SET REVISIONS 04/15/2024 2 BID SET REVISIONS 07/17/2024 ISSUE FOR PERMIT 08/01/2024 3 BID SET REVISIONS 10/25/2024 4 CONSTRUCTION REVISIONS 04/15/2025 ISSUED FOR PERMIT REVISIONS 04/18/2025 Drawing: EXISTING CONDITIONS AND REMOVALS PLAN Drawn By: A.S., B.W., E.A Date: 04/18/2025 Scale: 1/16" = V-0" Sheet: 11101 636 3 0 0 J H W D_ W U) O Z 0 N W 0 Z W W ry J J W Z Z 0 U 0 m l 0 D_ 0 U) U W O D_ a7�, 3;z O_ 0 Q� o c) oLO N J CD N H W W 0a LLry w W 0 2E J Lo O 0 N = W F141Lw co a� 00 ai ICU o m coQN a) a U GENERAL NOTES O KEYNOTES ❑ SHEET NOTES 1. SEE SHEET L000 FOR PROJECT INFORMATION, SHEET 1. EXISTING SIGNIFICANT TREE(S) TYP. - SAVE AND 1. POOL EQUIPMENT LOCATION INDEX, AND LEGEND. PROTECT 2. SEE SHEET L001 FOR GENERAL NOTES. 2. EXISTING NEIGHBORING PROPERTY/SITE FEATURE 3. REFER TO ARCHITECTURAL DRAWINGS FOR BUILDING INFO. - SAVE AND PROTECT 4. ELECTRICAL CONTRACTOR, MECHANICAL CONTRACTOR, 3. EXISTING CITY STREET/ALLEY - SAVE AND PROTECT, AND IRRIGATION CONTRACTOR TO COORDINATE W/ REPAIR ANY DAMAGED AREAS PER CITY STANDARDS PAVING, CONCRETE, AND WALL CONTRACTORS ON SLEEVE 4. EXISTING HOUSE LOCATIONS UNDER DRIVEWAYS, WALKS, AND WALLS. 5. EXISITNG SHED - SAVE AND PROTECT 5. REFER TO SHEET L010 - EXISTING CONDITIONS PLAN FOR 6. EXISITNG MECHANICAL AREA - SAVE AND PROTECT BOUNDARY INFORMATION. ALL CONSTRUCTION 7. EXISTING WELL CAP - V.I.F., SAVE AND PROTECT STAKING MUST BE PERFORMED BY A REGISTERED LAND 8• EXISTING DETACHED GARAGE - SAVE AND PROTECT SURVEYOR. 6. DO NOT SCALE THE DRAWINGS. WRITTEN DIMENSIONS 9• EXT. ELECTRICAL TRANSFORMER - SAVE AND PROTECT ARE TO BE USED FOR ALL LAYOUT WORK. 10. EX. SURFACING TO REMAIN - SAVE AND PROTECT 7. THE CONTRACTOR SHALL IMMEDIATELY NOTIFY THE 11. EXISTING WALLS - SAVE AND PROTECT LANDSCAPE ARCHITECT OF ANY LAYOUT 12. EX. DOCK TO REMAIN - SAVE AND PROTECT DISCREPANCIES. 8. ALL SITE ELEMENTS SHALL BE STAKED IN THE FIELD AND 13. EXISTING LANDSCAPE EDGING - SAVE AND PROTECT APPROVED BY LANDSCAPE ARCHITECT PRIOR TO 14. EXISTING WATER FEATURE - SAVE AND PROTECT CONSTRUCTION. 15. EXISTING STAIRS TO REMAIN - SAVE AND PROTECT 9. AUTOCAD FILE AVAILABLE TO CONTRACTOR UPON 16. EXISTING RIP RAP SHORELINE TO REMAIN - SAVE AND REQUEST FOR FIELD LAYOUT. PROTECT 17. MAIN FLOOR OVERHANG, TYP. - V.I.F 18. LEA T T RELOCAT I.F. O 1 18 -O _ 13 -�- � I , OPE O EXISTING HARDCOVER CALCULATIONS HOUSE DETACHED GARAGE SHED BITUMINOUS CONCRETE PAVERS DECKS RETAINING WALLS 3,713 s.f. 801 s.f. 68 s.f. 3,915 s.f. 108 s.f. 1,102 s.f. 230 s.f. 210 s.f. PAVERS INSIDE 75' SETBACK 136 s.f. CONCRETE INSIDE 75' SETBACK 117 s.f. RETAINING WALLS INSIDE 75' SETBACK DECK INSIDE 75' SETBACK AGGREGATE GRAVEL 455 s.f. 31 s.f. 791 s.f. AREA OF EXISTING HARDCOVER 11,677 s.f. EXCLUDABLE HARDCOVER (SEE CITY CODE SEC 78-1684) FIRST 100 S.F. DECK RETAINING WALLS 100 s.f. 210 s.f. TOTAL EXCLUDABLE HARDCOVER 310 s.f. NET EXISTING HARDCOVER 11,367.00 s.f. TOTAL LOT AREA 36,974 s.f. PROPOSED HARDCOVER / PROPERTY AREA RATIO 30.74% HARDCOVER / PROPERTY AREA RATIO ALLOWED BY CODE 25% HARDCOVER / PROPERTY AREA RATIO OVER ALLOWED 5.74% PROPOSED HARDCOVER AREA OVER ALLOWED 2,123.50 s.f. PROPOSED HARDCOVER CALCULATIONS HOUSE 3,713 s.f. DETACHED GARAGE 801 s.f. SHED 68 s.f. BITUMINOUS DRIVEWAY 3,674 s.f. CONCRETE STOOP AT DIET. GARAGE 108 s.f. STEPPERS 48 s.f. STONE @ FRONT OF HOUSE 615 s.f. BACK STOOP, GRILL AND DINING TERRACE 472 s.f. STEPS TO POOL 75 s.f. POOL 855 s.f. POOL TERRACE 288 s.f. CONCRETE PAD FOR POOL EQUIP. 24 s.f. DECKS 230 s.f. STAIRS TO LAKE 117 s.f. RETAINING WALLS TO REMAIN NEW RETAINING WALLS 459 s.f. 162 s.f. AREA OF EXISTING HARDCOVER 11,709 s.f. EXCLUDABLE HARDCOVER (SEE CITY CODE SEC 78-1684) FIRST 100 S.F. DECK 100 s.f. RETAINING WALLS 621 s.f. TOTAL EXCLUDABLE HARDCOVER 721 s.f. NET EXISTING HARDCOVER -'--- -- s.f. TOTAL LOT AREA 36,974 s.f. PROPOSED HARDCOVER I PROPERTY AREA RATIO 29.72% HARDCOVER / PROPERTY AREA RATIO ALLOWED BY CODE 25% HARDCOVER / PROPERTY AREA RATIO OVER ALLOWED 4.72% / 3 3 O 3 1willowl�-A- / -PROPERTY LINE P.A. 10' SIDE SETBACK / I / RISR DN - - RISR DN- I 0 to I j cv I I I I i o °/.1 U. M L P.A. -I DN iii I ° ° O 1 Poop // // ° LL i EQUIP. P.A. °° I RI R O V �/ 1 I �j =---�-1-----------------V--- r-- / X L 4� EX. DET GARAGE - 1O J �-- O 13 `. > FFE: 951.60'± -" O �' �' , - ;' PROPERTY LINE • / /) I / / > I - - [ _=0 / -10 SIDE SETBACK 7 1 \ I � vo 95 •0 / \\ >CD w I � ERTY LINE / 1 / I RO '� / 1 13 7 2 / O'�' 'A' 1 / � /\ �I 10 A IV - CD \\ V / / / J \ C^ LL Ln Ln \ CD \ m OI I G I I \\ � I v I I I I I V \ I �\ v SITE REFERENCE PLAN 9 ° o o A GEN AC AC ASa C. 2 o ISR i ol SID I /i/ // / // // // // // // / // // / // // // // I / I o /��/�/�j 00j P.A. I ///////////// //�/////j//�// ////j////// ////// /// // ISR // / /// \ - / I / EX. GARAGE F F E : 9 5 6.8 0 ' ± y P.A. I DN I RISR ' ° - DN - 11 EX. HOUSE v�i 1 IW I l P.A. //i1// / /i/// /// 0 ii / / /// // lr/i �• - P.A. - FFE: 959.20'± B F F E : 9 4 9.10 ' ± RISR 17 DN DN DN DN -O - I z z z RISR RISR RISR \ ' / / I / I / I / ----- 4- 4- - - - - r� 15'x40' POOL WATER ELEV.: 948.17 1 I CRYSTAL BAY LAKE MINNETONKA OHW 929.40' N 0 8' 16' 32' SCALE: 1/16" = V-0" TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 T 612 345 4275 MCCONNELL RESIDENCE 1520 BOHNS POINT RD, ORONO MN 55391 The designs shown and described herein including all technical drawings, graphics and specifications thereof, are proprietary and cannot be copied, duplicated or commercially exploited, in whole or in part, without the express written permission of Travis Van Liere Studio, LLC. These are available for limited review and evaluation by clients, consultants, contractors, governement agencies, and vendors only in accordance with this notice. @ Copyright 2025 Travis Van Liere Studio, LLC. All rights reserved I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape Architect under the laws of the State of Minnesota. �_q_ TRAVIS VAN LIERE license no: 43728 date: 4/18/2025 Rev # Description Date -- ISSUED FOR BID 02/09/2024 1 BID SET REVISIONS 04/15/2024 2 BID SET REVISIONS 07/17/2024 ISSUE FOR PERMIT 08/01/2024 3 BID SET REVISIONS 10/25/2024 4 CONSTRUCTION REVISIONS 04/15/2025 ISSUED FOR PERMIT REVISIONS 04/18/2025 Drawing: SITE REFERENCE PLAN Drawn By: A.S., B.W., E.A Date: 04/18/2025 Scale: 1116" = V-0" Sheet: L100 637 3 a 0 J H w ry w QL- U) O z_ c� N W U z W W ry J J W z z O U U X O m a- O W PL U) U w O a� 0 0 -0 v Q� o c-) ❑ Ln (V J O > N H W w= oQ O ry LLw u; ❑ J Lo O O N = L.L o w ao a> �O ai CU o m U � ca GENERAL NOTES 1. SEE SHEET 1-000 FOR PROJECT INFORMATION, SHEET INDEX, AND LEGEND. 2. SEE SHEET L001 FOR GENERAL NOTES. 3. REFER TO ARCHITECTURAL DRAWINGS FOR BUILDING INFO. 4. ELECTRICAL CONTRACTOR, MECHANICAL CONTRACTOR, AND IRRIGATION CONTRACTOR TO COORDINATE W/ PAVING, CONCRETE, AND WALL CONTRACTORS ON SLEEVE LOCATIONS UNDER DRIVEWAYS, WALKS, AND WALLS. 5. REFER TO SHEET L010 - EXISTING CONDITIONS PLAN FOR BOUNDARY INFORMATION. ALL CONSTRUCTION STAKING MUST BE PERFORMED BY A REGISTERED LAND SURVEYOR. 6. DO NOT SCALE THE DRAWINGS. WRITTEN DIMENSIONS ARE TO BE USED FOR ALL LAYOUT WORK. 7. THE CONTRACTOR SHALL IMMEDIATELY NOTIFY THE LANDSCAPE ARCHITECT OF ANY LAYOUT DISCREPANCIES. 8. ALL SITE ELEMENTS SHALL BE STAKED IN THE FIELD AND APPROVED BY LANDSCAPE ARCHITECT PRIOR TO CONSTRUCTION. 9. AUTOCAD FILE AVAILABLE TO CONTRACTOR UPON REQUEST FOR FIELD LAYOUT. ❑ KEYNOTES ❑ 1. EXISTING SIGNIFICANT TREE(S) TYP. - SAVE AND 1. PROTECT 2. EXISTING NEIGHBORING PROPERTY/SITE FEATURE - SAVE AND PROTECT 3. EXISTING CITY STREET/ALLEY - SAVE AND PROTECT, REPAIR ANY DAMAGED AREAS PER CITY STANDARDS 4. EXISTING HOUSE 5. EXISITNG SHED - SAVE AND PROTECT 6. EXISITNG MECHANICAL AREA - SAVE AND PROTECT 7. EXISTING WELL CAP - V.I.F., SAVE AND PROTECT 8. EXISTING DETACHED GARAGE - SAVE AND PROTECT 9. EXT. ELECTRICAL TRANSFORMER - SAVE AND PROTECT 10. EX. SURFACING TO REMAIN - SAVE AND PROTECT 11. EXISTING WALLS - SAVE AND PROTECT 12. EX. DOCK TO REMAIN - SAVE AND PROTECT 13. EXISTING LANDSCAPE EDGING - SAVE AND PROTECT 14. EXISTING WATER FEATURE - SAVE AND ReTE6T OMIT 15. EXISTING STAIRS TO REMAIN - SAVE AND PROTECT 16. EXISTING RIP RAP SHORELINE TO REMAIN - SAVE AND PROTECT 17. MAIN FLOOR OVERHANG, TYP. - V.I.F SHEET NOTES POOL EQUIPMENT LOCATION IN SITE LAYOUT PLAN 0 16' 32' 1 SCALE: 1/16" = 1'-0" TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 T 612 345 4275 MCCONNELL RESIDENCE 1520 BOHNS POINT RD, ORONO MN 55391 The designs shown and described herein including all technical drawings, graphics and specifications thereof, are proprietary and cannot be copied, duplicated or commercially exploited, in whole or in part, without the express written permission of Travis Van Liere Studio, LLC. These are available for limited review and evaluation by clients, consultants, contractors, governement agencies, and vendors only in accordance with this notice. © Copyright 2025 Travis Van Liere Studio, LLC. All rights reserved. I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape Architect under the laws of the State of Minnesota. �-- a - TRAVIS VAN LIERE license no: 43728 date: 4/18/2025 Rev # Description Date -- ISSUED FOR BID 02/09/2024 1 BID SET REVISIONS 04/15/2024 2 BID SET REVISIONS 07/17/2024 ISSUE FOR PERMIT 08/01/2024 3 BID SET REVISIONS 10/25/2024 4 CONSTRUCTION REVISIONS 04/15/2025 ISSUED FOR PERMIT REVISIONS 04/18/2025 Drawing: SITE LAYOUT PLAN Drawn By: A.S., B.W., E.A Date: 04/18/2025 Scale: 1/16" = V-0" Sheet: L101 638 3 N O J H W v7 Ir W rt co (D z_ c� N W U Z W U) W ry J J W Z Z O U U X O m a- O W PL U) U W O 0 0 n � o cYi ❑ Ln 04 J CD > N H W W oQ O W ry W w❑ J Lo O O N = W o "z w 00 a> �O ai CU o m U � ca GENERAL NOTES 1. SEE SHEET L000 FOR PROJECT INFORMATION, SHEET INDEX, AND LEGEND. 2. SEE SHEET L001 FOR GENERAL NOTES. 3. REFER TO ARCHITECTURAL DRAWINGS FOR BUILDING INFO. 4. ELECTRICAL CONTRACTOR, MECHANICAL CONTRACTOR, AND IRRIGATION CONTRACTOR TO COORDINATE W/ PAVING, CONCRETE, AND WALL CONTRACTORS ON SLEEVE LOCATIONS UNDER DRIVEWAYS, WALKS, AND WALLS. 5. REFER TO SHEET L010 - EXISTING CONDITIONS PLAN FOR BOUNDARY INFORMATION. ALL CONSTRUCTION STAKING MUST BE PERFORMED BY A REGISTERED LAND SURVEYOR. 6. DO NOT SCALE THE DRAWINGS. WRITTEN DIMENSIONS ARE TO BE USED FOR ALL LAYOUT WORK. 7. THE CONTRACTOR SHALL IMMEDIATELY NOTIFY THE LANDSCAPE ARCHITECT OF ANY LAYOUT DISCREPANCIES. 8. ALL SITE ELEMENTS SHALL BE STAKED IN THE FIELD AND APPROVED BY LANDSCAPE ARCHITECT PRIOR TO CONSTRUCTION. 9. AUTOCAD FILE AVAILABLE TO CONTRACTOR UPON REQUEST FOR FIELD LAYOUT. ❑ KEYNOTES 1. EXISTING SIGNIFICANT TREE(S) TYP. - SAVE AND PROTECT 2. EXISTING NEIGHBORING PROPERTY/SITE FEATURE - SAVE AND PROTECT 3. EXISTING CITY STREET/ALLEY - SAVE AND PROTECT, REPAIR ANY DAMAGED AREAS PER CITY STANDARDS 4. EXISTING HOUSE 5. EXISITNG SHED - SAVE AND PROTECT 6. EXISITNG MECHANICAL AREA - SAVE AND PROTECT 7. EXISTING WELL CAP - V.I.F., SAVE AND PROTECT 8. EXISTING DETACHED GARAGE - SAVE AND PROTECT 9. EXT. ELECTRICAL TRANSFORMER - SAVE AND PROTECT 10. EX. SURFACING TO REMAIN - SAVE AND PROTECT 11. EXISTING WALLS - SAVE AND PROTECT 12. EX. DOCK TO REMAIN - SAVE AND PROTECT 13. EXISTING LANDSCAPE EDGING - SAVE AND PROTECT 14. EXISTING WATER FEATURE - SAVE AND PReTE6T OMIT 15. EXISTING STAIRS TO REMAIN - SAVE AND PROTECT 16. EXISTING RIP RAP SHORELINE TO REMAIN - SAVE AND PROTECT 17. MAIN FLOOR OVERHANG, TYP. - V.I.F ❑ SHEET NOTES 1. E IST G LL 2. TIE IN LANDSCAPE EDGING TO EXISTING EDGING. RE -USE AND TIE IN ROCK MAINTENANCE EDGE AT DRIVEWAY - MATCH EXISTING, REPLACE AS REQUIRED 4. EXISTING CLEAN OUT PIPE TO BE COVERED, REPLACE IF 5. LANDING STONE EXTENSIONS, MATCH TO TERRACE AND STAIR - VERIFY SIZE IN FIELD 6. PROVIDE GRASS / SOD REMOVABLE UNIT FOR POOL COVER VAULT \►/Ia1101lHa Bill to HATCH KEY DESCRIPTION P1 ASPHALT SURFACING P2 STONE STEPPER UNIT P3 STONE VENEER SURFACING P4 MORTAR -SET POOL COPING P5 MONOLITHIC STONE STEP UNIT P6 STONE VENEER STAIRS P10 MORTAR -SET STONE SURFACING 7MM►J/�1I WITa:1Will]am KEY DESCRIPTION W1 DRY -STACKED STONE RETAINING WALL W2 DRY -STACKED STONE RETAINING WALL R - TACKED STON TAINT W W4 DRY -STACKED STONE RETAINING WALL - A W6 DRY -STACKED STONE RETAINING WALL o EDGING SCHEDULE KEY DESCRIPTION E1 COMMERCIAL LANDSCAPE EDGING IN SURFACING AND WALLS PLAN 0 16' 32' 1 SCALE: 1/16" = V-0" TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 T 612 345 4275 MCCONNELL RESIDENCE 1520 BOHNS POINT RD, ORONO MN 55391 The designs shown and described herein including all technical drawings, graphics and specifications thereof, are proprietary and cannot be copied, duplicated or commercially exploited, in whole or in part, without the express written permission of Travis Van Liere Studio, LLC. These are available for limited review and evaluation by clients, consultants, contractors, governement agencies, and vendors only in accordance with this notice. © Copyright 2025 Travis Van Liere Studio, LLC. All rights reserved. I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape Architect under the laws of the State of Minnesota. �__ a - TRAVIS VAN LIERE license no: 43728 date: 4/18/2025 Rev # Description Date -- ISSUED FOR BID 02/09/2024 1 BID SET REVISIONS 04/15/2024 2 BID SET REVISIONS 07/17/2024 ISSUE FOR PERMIT 08/01/2024 3 BID SET REVISIONS 10/25/2024 4 CONSTRUCTION REVISIONS 04/15/2025 ISSUED FOR PERMIT REVISIONS 04/18/2025 Drawing: SURFACING AND WALLS PLAN Drawn By: A.S., B.W., E.A Date: 04/18/2025 Scale: 1/16" = V-0" Sheet: L102 639 3 a co 0 J H W Ir W co O z_ c� N W U Z W 07 W ry J J W Z Z O U U X O m a- O W PL U) U W O 0 0 n � o cYi ❑ Ln 04 J CD > N H W W oQ O W ry Lu ❑ J Lo O O N = W o "z Lu 00 a> �O ai CU o m U � ca GENERAL NOTES 1. SEE SHEET L000 FOR PROJECT INFORMATION, SHEET INDEX, AND LEGEND. 2. SEE SHEET L001 FOR GENERAL NOTES. 3. REFER TO ARCHITECTURAL DRAWINGS FOR BUILDING INFO. 4. ELECTRICAL CONTRACTOR, MECHANICAL CONTRACTOR, AND IRRIGATION CONTRACTOR TO COORDINATE W/ PAVING, CONCRETE, AND WALL CONTRACTORS ON SLEEVE LOCATIONS UNDER DRIVEWAYS, WALKS, AND WALLS. 5. REFER TO SHEET L010 - EXISTING CONDITIONS PLAN FOR BOUNDARY INFORMATION. ALL CONSTRUCTION STAKING MUST BE PERFORMED BY A REGISTERED LAND SURVEYOR. 6. DO NOT SCALE THE DRAWINGS. WRITTEN DIMENSIONS ARE TO BE USED FOR ALL LAYOUT WORK. 7. THE CONTRACTOR SHALL IMMEDIATELY NOTIFY THE LANDSCAPE ARCHITECT OF ANY LAYOUT DISCREPANCIES. 8. ALL SITE ELEMENTS SHALL BE STAKED IN THE FIELD AND APPROVED BY LANDSCAPE ARCHITECT PRIOR TO CONSTRUCTION. 9. AUTOCAD FILE AVAILABLE TO CONTRACTOR UPON REQUEST FOR FIELD LAYOUT. ❑ KEYNOTES 1. EXISTING SIGNIFICANT TREE(S) TYP. - SAVE AND PROTECT 2. EXISTING NEIGHBORING PROPERTY/SITE FEATURE - SAVE AND PROTECT 3. EXISTING CITY STREET/ALLEY - SAVE AND PROTECT, REPAIR ANY DAMAGED AREAS PER CITY STANDARDS 4. EXISTING HOUSE 5. EXISITNG SHED - SAVE AND PROTECT 6. EXISITNG MECHANICAL AREA - SAVE AND PROTECT 7. EXISTING WELL CAP - V.I.F., SAVE AND PROTECT 8. EXISTING DETACHED GARAGE - SAVE AND PROTECT 9. EXT. ELECTRICAL TRANSFORMER - SAVE AND PROTECT 10. EX. SURFACING TO REMAIN - SAVE AND PROTECT 11. EXISTING WALLS - SAVE AND PROTECT 12. EX. DOCK TO REMAIN - SAVE AND PROTECT 13. EXISTING LANDSCAPE EDGING - SAVE AND PROTECT 14. EXISTING WATER FEATURE - SAVE AND ReTE6T OMIT 15. EXISTING STAIRS TO REMAIN - SAVE AND PROTECT 16. EXISTING RIP RAP SHORELINE TO REMAIN - SAVE AND PROTECT 17. MAIN FLOOR OVERHANG, TYP. - V.I.F ❑ SHEET NOTES 1. PROVIDE GAS STUB OUT FOR GRILL, FIREPIT, POOL EQUIPMENT AREA 2 OOL UI ENT L CA ON 3. WATER AND ELECTRIC CONNECTION FOR WATER FEATURE 4. POWER CONNECTION FOR ABOVE -GRADE SPA 5. PROPOSED RELOCATED MAILBOX LOCATION, PROVIDE CONCRETE FOOTING, V.I.F. o SITE ELEMENT SCHEDULE SYMBOL KEY DESCRIPTION 0 S2 CATCH BASIN ORE. S3 POP-UP EMITTER POT S4 IRRIGATED PLANTER POT, BY OWNER S7 CUSTOM SWIMMING POOL S8 BASKETBALL HOOP, BY OWNER S10 PLAY SET, BY OWNER S11 BUILT-IN GRILL, BY OWNER S12 GAS FIRE TABLE, BY OWNER S15 ABOVE -GRADE SPA, BY OWNER »[rL'��I►[��y:1�11J SYMBOL KEY DESCRIPTION L1 ACCENT LIGHT O L2 SURFACE -MOUNT STEP LIGHT L3 TREE -MOUNT LIGHT (MOON LIGHT) o L4 UNDERWATER LED LIGHT L5 PATH LIGHT IN SITE ELEMENTS AND LIGHTING PLAN 0 16' 32' 1 SCALE: 1/16" = V-0" TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 T 612 345 4275 MCCONNELL RESIDENCE 1520 BOHNS POINT RD, ORONO MN 55391 The designs shown and described herein including all technical drawings, graphics and specifications thereof, are proprietary and cannot be copied, duplicated or commercially exploited, in whole or in part, without the express written permission of Travis Van Liere Studio, LLC. These are available for limited review and evaluation by clients, consultants, contractors, governement agencies, and vendors only in accordance with this notice. © Copyright 2025 Travis Van Liere Studio, LLC. All rights reserved. I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape Architect under the laws of the State of Minnesota. �__ a — TRAVIS VAN LIERE license no: 43728 date: 4/18/2025 Rev # Description Date -- ISSUED FOR BID 02/09/2024 1 BID SET REVISIONS 04/15/2024 2 BID SET REVISIONS 07/17/2024 ISSUE FOR PERMIT 08/01/2024 3 BID SET REVISIONS 10/25/2024 4 CONSTRUCTION REVISIONS 04/15/2025 ISSUED FOR PERMIT REVISIONS 04/18/2025 Drawing: SITE ELEMENTS AND LIGHTING PLAN Drawn By: A.S., B.W., E.A Date: 04/18/2025 Scale: 1/16" = V-0" Sheet: L 103 640 0 N J F_ w ry w U) O z_ c� N W U z W W ry J J W z z O U U X O m a- O W PL U) U w O 0 0 n � o cYi ❑ Ln (V J O > N H W w= oQ O ry LLw u; ❑ J Lo O O N = L.L o "z w ao a> �O ai CU o m U � ca GENERAL NOTES 1. SEE SHEET L000 FOR PROJECT INFORMATION, SHEET INDEX, AND LEGEND. 2. SEE SHEET L001 FOR GENERAL NOTES. 3. REFER TO ARCHITECTURAL DRAWINGS FOR BUILDING INFO. 4. ELECTRICAL CONTRACTOR, MECHANICAL CONTRACTOR, AND IRRIGATION CONTRACTOR TO COORDINATE W/ PAVING, CONCRETE, AND WALL CONTRACTORS ON SLEEVE LOCATIONS UNDER DRIVEWAYS, WALKS, AND WALLS. 5. REFER TO SHEET L010 - EXISTING CONDITIONS PLAN FOR BOUNDARY INFORMATION. ALL CONSTRUCTION STAKING MUST BE PERFORMED BY A REGISTERED LAND SURVEYOR. 6. DO NOT SCALE THE DRAWINGS. WRITTEN DIMENSIONS ARE TO BE USED FOR ALL LAYOUT WORK. 7. THE CONTRACTOR SHALL IMMEDIATELY NOTIFY THE LANDSCAPE ARCHITECT OF ANY LAYOUT DISCREPANCIES. 8. ALL SITE ELEMENTS SHALL BE STAKED IN THE FIELD AND APPROVED BY LANDSCAPE ARCHITECT PRIOR TO CONSTRUCTION. 9. AUTOCAD FILE AVAILABLE TO CONTRACTOR UPON REQUEST FOR FIELD LAYOUT. ❑ KEYNOTES 1. EXISTING SIGNIFICANT TREE(S) TYP. - SAVE AND PROTECT 2. EXISTING NEIGHBORING PROPERTY/SITE FEATURE - SAVE AND PROTECT 3. EXISTING CITY STREET/ALLEY - SAVE AND PROTECT, REPAIR ANY DAMAGED AREAS PER CITY STANDARDS 4. EXISTING HOUSE 5. EXISITNG SHED - SAVE AND PROTECT 6. EXISITNG MECHANICAL AREA - SAVE AND PROTECT 7. EXISTING WELL CAP - V.I.F., SAVE AND PROTECT 8. EXISTING DETACHED GARAGE - SAVE AND PROTECT 9. EXT. ELECTRICAL TRANSFORMER - SAVE AND PROTECT 10. EX. SURFACING TO REMAIN - SAVE AND PROTECT 11. EXISTING WALLS - SAVE AND PROTECT 12. EX. DOCK TO REMAIN - SAVE AND PROTECT 13. EXISTING LANDSCAPE EDGING - SAVE AND PROTECT 14. EXISTING WATER FEATURE - SAVE AND ReTE6T OMIT 15. EXISTING STAIRS TO REMAIN - SAVE AND PROTECT 16. EXISTING RIP RAP SHORELINE TO REMAIN - SAVE AND PROTECT 17. MAIN FLOOR OVERHANG, TYP. - V.I.F ❑ SHEET NOTES 1. CATCH BASIN, TYPICAL 2. POP-UP EMITTER, TYPICAL 3. DRAIN TILE, TYPICAL, DRAIN TO DAYLIGHT 4. P L UIPMENT CATIO 5. VERIFY PATIO ELEVATIONS WITH HOUSE CONTRACTOR FOR FUTURE BASEMENT WALK -OUT IN GRADING AND DRAINAGE PLAN 0 16' 32' 1 SCALE: 1/16" = V-0" TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 T 612 345 4275 MCCONNELL RESIDENCE 1520 BOHNS POINT RD, ORONO MN 55391 The designs shown and described herein including all technical drawings, graphics and specifications thereof, are proprietary and cannot be copied, duplicated or commercially exploited, in whole or in part, without the express written permission of Travis Van Liere Studio, LLC. These are available for limited review and evaluation by clients, consultants, contractors, governement agencies, and vendors only in accordance with this notice. © Copyright 2025 Travis Van Liere Studio, LLC. All rights reserved. I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape Architect under the laws of the State of Minnesota. �__ a - TRAVIS VAN LIERE license no: 43728 date: 4/18/2025 Rev # Description Date -- ISSUED FOR BID 02/09/2024 1 BID SET REVISIONS 04/15/2024 2 BID SET REVISIONS 07/17/2024 ISSUE FOR PERMIT 08/01/2024 3 BID SET REVISIONS 10/25/2024 4 CONSTRUCTION REVISIONS 04/15/2025 ISSUED FOR PERMIT REVISIONS 04/18/2025 Drawing: GRADING AND DRAINAGE PLAN Drawn By: A.S., B.W., E.A Date: 04/18/2025 Scale: 1/16" = V-0" Sheet: L201 641 0) 0 v J W v7 Ir W rL- co O Z_ c� N W U Z W G7 W ry J J W Z Z O U U X O m a- O W PL U) U W O 0 0 n � o &i ❑ Ln (V J CD > N H W W oQ O W ry W w❑ J Lo O O N = W o "zw ao a> �O ai CU o m U � ca GENERAL NOTES 1. SEE SHEET 1-000 FOR PROJECT INFORMATION, SHEET INDEX, AND LEGEND. 2. SEE SHEET L001 FOR GENERAL NOTES. 3. REFER TO ARCHITECTURAL DRAWINGS FOR BUILDING INFO. 4. ELECTRICAL CONTRACTOR, MECHANICAL CONTRACTOR, AND IRRIGATION CONTRACTOR TO COORDINATE W/ PAVING, CONCRETE, AND WALL CONTRACTORS ON SLEEVE LOCATIONS UNDER DRIVEWAYS, WALKS, AND WALLS. 5. REFER TO SHEET L010 - EXISTING CONDITIONS PLAN FOR BOUNDARY INFORMATION. ALL CONSTRUCTION STAKING MUST BE PERFORMED BY A REGISTERED LAND SURVEYOR. 6. DO NOT SCALE THE DRAWINGS. WRITTEN DIMENSIONS ARE TO BE USED FOR ALL LAYOUT WORK. 7. THE CONTRACTOR SHALL IMMEDIATELY NOTIFY THE LANDSCAPE ARCHITECT OF ANY LAYOUT DISCREPANCIES. 8. ALL SITE ELEMENTS SHALL BE STAKED IN THE FIELD AND APPROVED BY LANDSCAPE ARCHITECT PRIOR TO CONSTRUCTION. 9. AUTOCAD FILE AVAILABLE TO CONTRACTOR UPON REQUEST FOR FIELD LAYOUT. ❑ KEYNOTES 1. EXISTING SIGNIFICANT TREE(S) TYP. - SAVE AND PROTECT 2. EXISTING NEIGHBORING PROPERTY/SITE FEATURE - SAVE AND PROTECT 3. EXISTING CITY STREET/ALLEY - SAVE AND PROTECT, REPAIR ANY DAMAGED AREAS PER CITY STANDARDS 4. EXISTING HOUSE 5. EXISITNG SHED - SAVE AND PROTECT 6. EXISITNG MECHANICAL AREA - SAVE AND PROTECT 7. EXISTING WELL CAP - V.I.F., SAVE AND PROTECT 8. EXISTING DETACHED GARAGE - SAVE AND PROTECT 9. EXT. ELECTRICAL TRANSFORMER - SAVE AND PROTECT 10. EX. SURFACING TO REMAIN - SAVE AND PROTECT 11. EXISTING WALLS - SAVE AND PROTECT 12. EX. DOCK TO REMAIN - SAVE AND PROTECT 13. EXISTING LANDSCAPE EDGING - SAVE AND PROTECT 14. EXISTING WATER FEATURE - SAVE AND PReTE6T OMIT 15. EXISTING STAIRS TO REMAIN - SAVE AND PROTECT 16. EXISTING RIP RAP SHORELINE TO REMAIN - SAVE AND PROTECT 17. MAIN FLOOR OVERHANG, TYP. - V.I.F 18. CLEAN OUT TO BE RELOCATED, V.I.F. ❑ SHEET NOTES 1. MULCH MAINTENANCE AREA / DOG RUN 2. PROPOSED VEGETABLE GARDEN, BY OWNER 3. CONTRACTOR TO PROVIDE SOIL AND IRRIGATION FOR VEGETABLE GARDEN AREA 4. EXISTING GARDEN, SUPPLEMENT WITH PERENNIALS AS SPECIFIED POOL EC UIP NT 0 TIO 6. PROVIDE 3" OF MULCH UNDER TREES AND SHRUBS PLANT SCHEDULE TREES KMAW E SP ING Amelanchier x gran6flora 'Autumn AG Brilliance' 4 EA. 10' HT. SEE AUTUMN BRILLIANCE B.B. PLAN , SERVICEBERRY Acer x freemanii 'Armstrong' 12' HT. SEE FAF ARMSTRONG MAPLE 4 EA. B.B. PLAN e I s' ri n v In r SEE GT 'Skycole' 1 EA. CAL. LINE L ST B PLAN LP Liriodendron tulipifera 3 EA. 12' HT SEE TULIP TREE B.B. PLAN Picea abies 12' HT SEE PG NORWAY SPRUCE 1 EA. B.B. PLAN PS Pinus strobus 2 EA. 12' HT SEE WHITE PINE B.B. PLAN Magnolia x'Ann' 10' HT SEE AN 1 EA. MAGNOLIA ANN Magnolia stellata 'Royal Star' B.B. PLAN 10' HT SEE MR MAGNOLIA ROYAL STAR 1 EA. B.B. PLAN Malus'Spring Snow' 10' HT SEE MS 4 EA. SPRING SNOW CRAPAPPLE B.B. PLAN Tsuga canadensis 8' HT SEE TIC CANADIAN HEMLOCK 1 EA. B. B. I PLAN SHRUBS Y ME SIZE SP G Buxus x'Glencoe' 24" HT. SEE BIG CHICAGOLAND GREEN 22 EA. CONT. PLAN BOXWOOD Ribes alpinum # 5 RA ALPINE CURRANT Thuja occidentalis'Techny' 25 EA. CONT. 2 O.C. 7' - 8' TO g EA. HT 6' O.C. TECHNY ARBORVITAE B.B. HA Hydrangea arborescens'Annabelle' 22 EA. #5 SEE HYDRANGEA ANNABELLE Hydrangea paniculata'ILVOBO' CONT. PLAN_ #5 SEE HP BOBO HYDRANGEA 26 EA. CONT. PLAN Potentilla fruticosa'McKay's White' #5 SEE PF MCKAY'S WHITE 10 EA. CONT. PLAN NA Taxus cuspidata'Nana Aurenscens' 13 EA. #7 SEE GOLDEN JAPANESE YEW CONT. PLAN PERENNIALS AA PERENNIAL 1 SPECIES TBDEA. 1,038 #1 CONT. ;18"> 250 #1 EA. CONT. O.C. Asarum canadense #1 24" > AC CANADIAN WILD GINGER Astilbejaponica'Deustschland' 11 EA. CONT. O.C. #1 24" AD ASTILBE'DEUTSCHLAND' 4 EA. CONT. O.C. > Agastache'Purple Haze' 17 #1 18" AH > ANISE HYSSOP'PURPLE HAZE' Alchemilla mollis EA. CONT. O.C. 11 #1 SEE > AL LADY'S MANTLE EA. CONT. PLAN Allium 'Millenium' 47 #1 SEE > AM ALLIUM MILLENIUM Artemisia schmidtiana EA. CONT. PLAN 20 #1 18" AR ARTEMISIA Anemone sylvestris EA. CONT. O.C. 18 #1 SEE AS SNOWDROP ANEMONE Anemone tomentosa'Robustissima' EA. CONT. PLAN 23 #1 18" > AT JAPANESE ANEMONE EA. 15 CONT. #1 O.C. 18" > CB Calamagrostis brachytricha KOREAN FEATHER REED GRASS EA. CONT. O.C. > Coreopsis verticillata'Moonbeam' 13 #1 18" CM COREPOSIS 'MOONBEAM' Calamintha nepeta 'Nepeta' EA. CONT. O.C. > 102 #1 18" CN LESSER CALAMINT Carex pennsylvanica EA. CONT. O.C. CP 19 #1 18" PENNSYLVANIA SEDGE EA. CONT. O.C. OMIT OMIT EP Echinacea purpurea 'Green Jewel' 20 #1 18" CONEFLOWER'GREEN JEWEL' Geranium cantabrigiense'Biokovo' EA. CONT. #1 O.C. 18" 64 GC BIOKOVO GERANIUM Nepeta faassenii 'Junior Walker' EA. CONT. O.C. NF 73 #1 18" CATMINT JUNIOR WALKER EA. CONT. O.C. Pennisetum alopecuroides 70 #1 18" PA 'Hammeln' EA. CONT. O.C. DWARF FOUNTAIN GRASS LN Lysmachia nummmularia 'Aerea' 82 #1 18" CREEPING JENNY Sporobolus heterolepis'Tara' EA. CONT. #1 O.C. 18" SH 80 PRAIRIE DROPSEED'TARA' EA. CONT. O.C. Tiarella'Spring Symphony' 13 #1 24" < TS FOAM FLOWER'SPRING EA. CONT. O.C. SYMPHONY' TRANSPLANTS KEY NAME QTY SIZE SPACING HYDRANGEA LIMELIGHT V.I.F Hydrangea arborescens'Annabelle' 6 EA. HE V.I.F 5, O.C. HYDRANGEA ANNABELLE Hosta 'Golden Tiara' 9 EA. 18" HG GOLDEN TIARA HOSTA V.I.F V.I.F O.C. TURF & SEED MIXES HATCH KEY NAME AREA SEED RATE G1 I TURF / SOD 342 S.Y < OMIT OMIT IN LANDSCAPE PLAN 0 16' 32' 1 SCALE: 1/16" = V-0" TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 T 612 345 4275 MCCONNELL RESIDENCE 1520 BOHNS POINT RD, ORONO MN 55391 The designs shown and described herein including all technical drawings, graphics and specifications thereof, are proprietary and cannot be copied, duplicated or commercially exploited, in whole or in part, without the express written permission of Travis Van Liere Studio, LLC. These are available for limited review and evaluation by clients, consultants, contractors, governement agencies, and vendors only in accordance with this notice. © Copyright 2025 Travis Van Liere Studio, LLC. All rights reserved. I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape Architect under the laws of the State of Minnesota. �-- a - TRAVIS VAN LIERE license no: 43728 date: 4/18/2025 Rev # Description Date -- ISSUED FOR BID 02/09/2024 1 BID SET REVISIONS 04/15/2024 2 BID SET REVISIONS 07/17/2024 ISSUE FOR PERMIT 08/01/2024 3 BID SET REVISIONS 10/25/2024 4 CONSTRUCTION REVISIONS 04/15/2025 ISSUED FOR PERMIT REVISIONS 04/18/2025 Drawing: LANDSCAPE PLAN Drawn By: A.S., B.W., E.A Date: 04/18/2025 Scale: 1/16" = V-0" Sheet: L401 642 U) 0 CD v J W ry W QL- U) O z_ of 0 N W U z W 0 U) W ry J J W z z O U U 0 m O of 0 U) U W 0 of a- 0 0 n LO < ) o LO (V J � N H W W 0a LL LLJ W 2E -j N OO "z Lu coZ57- �O �1-? _ ai CU � aa) o m coQN U � � GENERAL NOTES 1. SEE SHEET 1-000 FOR PROJECT INFORMATION, SHEET INDEX, AND LEGEND. 2. SEE SHEET L001 FOR GENERAL NOTES. 3. REFER TO ARCHITECTURAL DRAWINGS FOR BUILDING INFO. 4. ELECTRICAL CONTRACTOR, MECHANICAL CONTRACTOR, AND IRRIGATION CONTRACTOR TO COORDINATE W/ PAVING, CONCRETE, AND WALL CONTRACTORS ON SLEEVE LOCATIONS UNDER DRIVEWAYS, WALKS, AND WALLS. 5. REFER TO SHEET L010 - EXISTING CONDITIONS PLAN FOR BOUNDARY INFORMATION. ALL CONSTRUCTION STAKING MUST BE PERFORMED BY A REGISTERED LAND SURVEYOR. 6. DO NOT SCALE THE DRAWINGS. WRITTEN DIMENSIONS ARE TO BE USED FOR ALL LAYOUT WORK. 7. THE CONTRACTOR SHALL IMMEDIATELY NOTIFY THE LANDSCAPE ARCHITECT OF ANY LAYOUT DISCREPANCIES. 8. ALL SITE ELEMENTS SHALL BE STAKED IN THE FIELD AND APPROVED BY LANDSCAPE ARCHITECT PRIOR TO CONSTRUCTION. 9. AUTOCAD FILE AVAILABLE TO CONTRACTOR UPON REQUEST FOR FIELD LAYOUT. AM (DU O 10 .0 O O O 0 SH 00 O 000 4 0o 00o0 CM 0 0 0 CN ° 11 / \ / AH 8 / 0 KEYNOTES 1. EXISTING SIGNIFICANT TREE(S) TYP. - SAVE AND PROTECT 2. EXISTING NEIGHBORING PROPERTY/SITE FEATURE - SAVE AND PROTECT 3. EXISTING CITY STREET/ALLEY - SAVE AND PROTECT, REPAIR ANY DAMAGED AREAS PER CITY STANDARDS 4. EXISTING HOUSE 5. EXISITNG SHED - SAVE AND PROTECT 6. EXISITNG MECHANICAL AREA - SAVE AND PROTECT 7. EXISTING WELL CAP - V.I.F., SAVE AND PROTECT 8. EXISTING DETACHED GARAGE - SAVE AND PROTECT 9. EXT. ELECTRICAL TRANSFORMER - SAVE AND PROTECT 10. EX. SURFACING TO REMAIN - SAVE AND PROTECT 11. EXISTING WALLS - SAVE AND PROTECT 12. EX. DOCK TO REMAIN - SAVE AND PROTECT 13. EXISTING LANDSCAPE EDGING - SAVE AND PROTECT 14. EXISTING WATER FEATURE - SAVE AND PReTE6T OMIT 15. EXISTING STAIRS TO REMAIN - SAVE AND PROTECT 16. EXISTING RIP RAP SHORELINE TO REMAIN - SAVE AND PROTECT 17. MAIN FLOOR OVERHANG, TYP. - V.I.F 18. CLEAN OUT TO BE RELOCATED, V.I.F. 1 ❑ SHEET NOTES 1. MULCH MAINTENANCE AREA / DOG RUN 2. PROPOSED VEGETABLE GARDEN, BY OWNER 3. CONTRACTOR TO PROVIDE SOIL AND IRRIGATION FOR VEGETABLE GARDEN AREA 4. EXISTING GARDEN, SUPPLEMENT WITH PERENNIALS AS SPECIFIED 5 POOL EQUIPMENT LOCATION 6. PROPOSED AREA FOR ANNUAL PLANTINGS, PLANTINGS BY OWNER Qn PLANT SCHEDULE TREES K E P NG Amelanchier x grandiflora 'Autumn AG Brilliance' 4 EA. 10' HT. SEE AUTUMN BRILLIANCE B.B. PLAN . SERVICEBERRY 12' HT. Acer x freemanii 'Armstrong' SEE AF ARMSTRONG MAPLE 4 EA. B.B. PLAN le Itsl riacan var inermis I SEE GT 'Skycole' 1 EA. CAL. PLAN LP Liriodendron tulipifera 3 EA. 12' HT SEE TULIP TREE B.B. PLAN Picea abies 12' HT SEE PG NORWAY SPRUCE 1 EA. B.B. PLAN �n �n n �n n PS Pinus strobus 2 EA. 12' HT SEE WHITE PINE B.B. PLAN Magnolia x'Ann' 10' HT SEE AN 1 EA MAGNOLIA ANN Magnolia stellata 'Royal Star' . B.B. PLAN 10' HT SEE MR MAGNOLIA ROYAL STAR 1 EA. B.B. PLAN Malus'Spring Snow' 10, HT SEE MS 4 EA. SPRING SNOW CRAPAPPLE B.B. PLAN Tsuga canadensis 8' HT SEE TC CANADIAN HEMLOCK 1 EA. B.B. PLAN SHRUBS Y ME SIZE SP G Buxus x'Glencoe' 24" HT. SEE BIG CHICAGOLAND GREEN 22 EA. CONT. PLAN BOXWOOD Ribes alpinum J # 5 RA ALPINE CURRANT Thuja occidentalis'Techny' 25 EA. CONT. 2' O.C. T-8' TO 9 EA. HT 6' O.C. TECHNY ARBORVITAE B.B. HA Hydrangea arborescens'Annabelle' 22 EA' #5 SEE ' HYDRANGEA ANNABELLE Hydrangea paniculata'ILVOBO' CONT. PLAN #5 SEE HP BOBO HYDRANGEA 26 EA. CONT. PLAN . Potentilla fruticosa'McKay's White' #5 SEE PF MCKAY'S WHITE 10 EA. CONT. PLAN NA Taxus cuspidata'Nana Aurenscens' 13 EA #7 SEE GOLDEN JAPANESE YEW . CONT. PLAN / / \ 2 18 /rvyVA�jy A \�\ // -PROPEfY,,_ MENEM SWOON IR \- / I I \ /o ` '/ / II r/II\IrX/ ; r \\\ \ i/�\Ch< r/\ ,\\\\/ \\k \\ \\ / \ r // If // II GEN. / \ \\ AC AC , / II /AC / �� Ne MUM l�l�e G1 n \/ I I (LANDSCAPE ENLARGEMENT PLAN f EX. GARAGE FFE: 956.80'± J SH LN9 12 r 5 ASH AR B$ GC 3 AC 4 CP 8 M GC 5 AS 9 / AC 7 AT I 3 I CP � • IRU / 11 / TS / 8 ��� / / y 00 (D 0 CN CM GC 10 7 6 �I II I AM 7 4 X i NA � x 3 .�X 1 PF �- 4 L \ / O O ----7 - -- ----- --- -- LN AL AD 32 4/� 1 �\ -10' SIDE SETBACK PERENNIALS PERENNIAL 1 SPECIES TBD,038 1AA #1 EA. CONT. ;18"> #1 >250 EA. CONT. O.C. Asarum canadense #1 24" > AC CANADIAN WILD GINGER Astilbejaponica'Deustschland' 11 EA. CONT. O.C. > #1 24" AD ASTILBE'DEUTSCHLAND' 4 EA. CONT. O.C. > Agastache'Purple Haze' 17 #1 18" AH > ANISE HYSSOP'PURPLE HAZE' Alchemilla mollis EA. CONT. O.C. 11 #1 SEE AL > LADY'S MANTLE EA. CONT. PLAN Allium 'Millenium' 47 #1 SEE > AM ALLIUM MILLENIUM Artemisia schmidtiana EA. CONT. PLAN 20 #1 18" AR ARTEMISIA Anemone sylvestris EA. CONT. O.C. 18 #1 SEE AS SNOWDROP ANEMONE Anemone tomentosa'Robustissima' EA. CONT. PLAN 23 #1 18" AT JAPANESE ANEMONE EA. 15 CONT. #1 O.C. 18" CB Calamagrostis brachytricha KOREAN FEATHER REED GRASS EA. CONT. O.C. i Coreopsis verticillata'Moonbeam' 13 #1 18" CM COREPOSIS 'MOONBEAM' Calamintha nepeta 'Nepeta' EA. CONT. O.C. 102 #1 18" CN LESSER CALAMINT Carex pennsylvanica EA. CONT. O.C. CP 19 #1 18" PENNSYLVANIA SEDGE EA. CONT. O.C. OMIT OMIT EP Echinacea purpurea 'Green Jewel' 20 #1 18" CONEFLOWER'GREEN JEWEL' Geranium cantabrigiense'Biokovo' EA. CONT. #1 O.C. 18" 64 GC BIOKOVO GERANIUM Nepeta faassenii 'Junior Walker' EA. CONT. O.C. NF 73 #1 18" CATMINT JUNIOR WALKER EA. CONT. O.C. Pennisetum alopecuroides 70 #1 18" PA 'Hammeln' EA. CONT. O.C. DWARF FOUNTAIN GRASS LN Lysmachia nummmularia 'Aerea' 82 #1 18" CREEPING JENNY Sporobolus heterolepis'Tara' EA. CONT. #1 O.C. 18" SH 80 PRAIRIE DROPSEED'TARA' EA. CONT. O.C. Tiarella'Spring Symphony' 13 #1 24" < TS FOAM FLOWER'SPRING EA. CONT. O.C. SYMPHONY' TRANSPLANTSHP Hydra TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 I T 612 345 4275 KEY NAME QTY SIZE SPACING HYDRANGEA LIMELIGHT V.I.F Hydrangea arborescens'Annabelle' 6 EA. , HE V.I.F 5 O.C. HYDRANGEA ANNABELLE V.I.F 18" Hosta 'Golden Tiara' 9 EA. HG GOLDEN TIARA HOSTA V.I.F V.I.F O.C. TURF & SEED MIXES HATCH KEY NAME AREA SEED RATE G1 TURF / SOD 342 S.Y < � I / OMIT i MCCONNELL RESIDENCE 1520 BOHNS POINT RD, ORONO MN 55391 The designs shown and described herein including all technical drawings, graphics and specifications thereof, are proprietary and cannot be copied, duplicated or commercially exploited, in whole or in part, without the express written permission of Travis Van Liere Studio, LLC. These are available for limited review and evaluation by clients, consultants, contractors, governement agencies, and vendors only in accordance with this notice. © Copyright 2025 Travis Van Liere Studio, LLC. All rights reserved. I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape Architect under the laws of the State of Minnesota. TRAVIS VAN LIERE license no: 43728 date: 4/18/2025 Rev # 1 - � 2 3 4 Description Date ISSUED FOR BID 02/09/2024 04/15/2024 BID SET REVISIONS BID SET REVISIONS 07/17/2024 ISSUE FOR PERMIT 08/01/2024 BID SET REVISIONS 10/25/2024 04/15/2025 CONSTRUCTION REVISIONS ISSUED FOR PERMIT REVISIONS 04/18/2025 < \ V \ � � J \ / I I N 0 4' 8' 16' SCALE: 1/8" = V-0" Drawing: LANDSCAPE ENLARGEMENT PLAN Drawn By: A.S., B.W., E.A Date: 04/18/2025 Scale: 1/8" = 1'-0" Sheet: L402 643 PROJ ECT I N F0: LANDSCAPE SYMBOL LEGEND PAVING HATCH LEGEND LANDSCAPE ABBREVIATIONS 01 0 0 CD LLJ of C0 0 z f-7 r i a N w 0 z w LL] J J w z z O U U X 0 In a- O [C 0 0 w n a_ n X i— o co o T 0 N c J N > r F LU d Q 0 LL uU LCJ 0 00 o � w N Q� =0 iv iB C C1 3 SITE ADDRESS: 1520 BOHNS POINT RD, WAYZATA, MN 55391 LOT SIZE: SEE EXISTING SURVEY INFORMATION LEGAL DESCRIPTION: SEE EXISTING SURVEY INFORMATION ZONING: SEE EXISTING SURVEY INFORMATION BUILDING SETBACK REQUIREMENTS: SEE EXISTING SURVEY INFORMATION AND VARIANCE APPLICATION FOR PROJECT JURISDICTION: CITY OF ORONO, MN OWNER: STACY AND JOE MCCONNELL 1520 BOHNS POINT RD, WAYZATA, MN 55391 GENERAL CONTRACTOR: N/A SURVEY INFORMATION PROVIDED BY: SATHRE-BERGQUIST, INC- 952-476-6000 14000 25TH AVE. N, STE. 120, PLYMOUTH, MN 55447 ARCHITECT: N/A LOCATION MAP SHEET INDEX 77 Zoning Approval Z24-000032 Natalie Nye 08/26/2024 Sheet # Title Issued PRELIMINARY VARIANCE PERMIT SET BID SET PRICING APPLICATION L000 PROJECT INFORMATION L001 GENERAL NOTES L010 EXISTING CONDITIONS AND REMOVALS PLAN L100 SITE REFERENCE PLAN L101 SITE LAYOUT PLAN L102 SURFACING AND WALL PLAN L103 SITE ELEMENTS AND LIGHTING PLAN L201 GRADING & DRAINAGE PLAN L401 LANDSCAPE PLAN L501 WALL ELEVATIONS L502 WALL ELEVATIONS L601 WALL, STAIR AND SURFACING DETAILS L602 SURFACING DETAILS L603 SITE ELEMENTS AND LIGHTING DETAILS L604 PLANTING DETAILS L605 TREE PROTECTION AND EROSION CONTROL DETAILS CD SET REVISIONS MCCONNELL RESIDENCE ISSUED PERMIT SET: Thursday, August 01, 2024 SITE ELEMENT TO BE REMOVED L—J L—J POB POINT OF BEGINNING T FLOW TRAFFIC FLOW ARROW DPOINT OF ENTRY AT BUILDING uP r� DN r� STAIR ce RD AD ❑❑o CATCH BASIN, ROOF DRAIN, OR AREA DRAIN x 000.00 EXISTING SPOT ELEVATION + XXX.XX LOCN PROPOSED SPOT ELEVATION w XXX.XX LOCN DATUM ELEVATION \ SLOPE -AT -SURFACE! DRAINAGE FLOW ARROW w, i . .x �2�- 2 EXISTING TREE TO BE REMOVED DECID. CONIF. ORNM. \\ per �~�y F~�°y I 11 r EXISTING TREE TO BE SAVED x x, oo I ,1 4� "'Ik��/ AND PROTECTED ID. DECCONIF. ORNM. (Dc)(D PROPOSED NEW TREE DFCID_ CONIF. ORNK NEW SHRUB DECIDUOUS CO IFER 0 o NEW PERENNIAL / ANNUAL FORB GRASS G_ AS�-� GAS METER WTR WATER METER Ac AIR CONDITIONER UNIT TRASH CONTAINER GEN. GENERATOR OP.E. PUP -UP EMITTER q WS WATER SUPPLY 4- HB HOSE BIB 0 0 0 0 SPRINKLER HEADS 90° 180° 270° 360° POT :POT PLANTER POT SWING GATE Q O -0- N LIGHT FIXTURES EXTERIOR ELECTRICAL OUTLET -&- EXTERIOR LIGHT SWITCH LANDSCAPE LINE LEGEND • PROPERTY LINE RIGHT-OF-WAY - EASEMENT - - - - - SETBACK 0Hw ORDINARY HIGH WATER MARK EXISTING CONTOURS PROPOSED CONTOURS LOD LIMITS OF DISTURBANCE SS SANITARY SEWER ST STORM SEWER - CENTER LINE - - SF - - SF - SILT FENCE - -x- -x- -x- TREE PROTECTION FENCE a a— FENCE, TYPE 1 -000— FENCE, TYPE 2 DRAIN TILE ASPHALT SURFACING CONCRETE SURFACING CRUSHED AGGREAGATE SURFACING DRY -SET UNIT PAVER (HERRINGBONE) MORTAR -SET UNIT PAVER (HERRINGBONE) DRY -SET UNIT PAVER (RUNNING BOND) MORTAR -SET UNIT PAVER (RUNNING BOND) DRY -SET PAVING MORTAR -SET PAVING VENEER STAIR MONOLITHIC TREAD LANDSCAPE STEPPER UNIT POOL COPING FLAGSTONE SURFACING SAND BLANKET RIPRAP POUROUS GRASS PAVING SYSTEM y,7 TURFSTONE PAVER SYSTEM NETLON ADVANCED TURF SYSTEM ❑oon. SLOPETAME EROSION CONTROL SYSTEM A ABV ABOVE AD AREA DRAIN ADA AMERICANS WITH DISABILITIES ACT ADJ ADJACENT AGG AGGREGATE ALGN ALIGNMENT ALUM ALUMINUM ANOD ANODIZED APPROX APPROXIMATE ARCH ARCHITECT, ARCHITECTURE AVG AVERAGE B BB BALLED AND BURLAPPED BC BACK OF CURB BFFE BASEMENT FINISHED FLOOR ELEVATION BLDG BUILDING BOC BOTTOM OF CURB BOP BOTTOM OF POOL BOR BOTTOM OF RAMP BOS BOTTOM OF STAIR BOT BOTTOM BOW BOTTOM OF WALL BTWN BETWEEN C CAL CALIPER CAP CAPACITY CB CATCH BASIN CHAM CHAMFER CIP CAST IN PLACE CIVIL CIVIL ENGINEER CJ CONTROLJOINT CL CENTER LINE CLR CLEAR, CLEARANCE CM CENTIMETER CMU CONCRETE MASONRY UNIT CO CLEAN OUT COL COLUMN COMP COMPOSITE, COMPACTED CONC CONCRETE COND CONDITION CONIF CONIFEROUS CONST CONSTRUCTION CONT CONTINUOUS CNTR CENTER CIF CUBIC FEET CU CUBIC CY CUBIC YARDS D PLANT HATCH LEGEND DBL DEEP, DEPTH DOUBLE DECID DECIDUOUS DEMO DEMOLISH, DEMOLITION PLANTING BED DIET D1A DETAIL DIAMETER DIM1S DIMENSIONIS DN DOWN GROUND COVER, TYPE 1 DR DRAIN DRAWINGIS GROUND COVER, TYPE 2 E GROUND COVER, TYPE 3 E EAST EA EACH EJ EXPANSION JOINT GROUND COVER, TYPE 4 EL ELEVATION ELEC ELECTRICAL EQ EQUAL TURF/SOD EQUIP EQUIPMENT EST ESTIMATE FESCUE E EXISTING TO REMAIN E.W.W EACH WAY EXP EXPOSED S SEED,TYPE 1 EXT EXTERIOR EXTG EXISTING SEED, TYPE 2 F SEED, TYPE 3 FDN FOUNDATION F.F. FILTER FABRIC FFE FINISHED FLOOR ELEVATION FG FINISHED GRADE FIN FINISH SECTION/DETAIL HATCH LEGEND FOB FLOOR FACE OFBRICK FOC FACE OF CONCRETE F FACE OF WALL CONCRETE FT FEET, FOOT FUG FOOTING ASPHALT FURN FURNISHING FUT FUTURE STONE, TYPE 1 G STONE, TYPE 2 GA GAUGE GALV GALVANIZED "OO STONE, TYPE 3 GC GENERAL CONTRACTOR GEN GENERAL, GENERATOR GL GLASS, HNICAL SAND GL LAZING GLASS, GLAZING MORTAR H 00 °o01 GRANULAR FILL (H) HB HIGHMEIGHT HOSE BIB o HC HANDICAP HDCP HDWD HANDICAP, HANDICAPPED HARDWOOD COMPACTED AGGREGATE HDWR HARDWARE H HORIZONTAL METAL H.P.P. HIGH POINT HR HANDRAIL 7777 HT HEIGHT RIGID INSULATION WOOD I.D. INSIDE DIAMETER, INSIDE DIMENSION DIMENSIONAL LUMBER (SECTION) I.E. IN INCH, I ELEVATION INCH, INCHES INCL INCLUDED PLANTING SOIL INSUL INSULATION INT INTERIOR INV INVERT ELEVATION EARTH (DISTURBED) J EARTH (COMPACTED OR UNDISTURBED) JST JOIST JT JOINT K K.O. KNOCK OUT L. — (L) LENGTH L.A. LANDSCAPE ARCHITECT LB POUND L.F. LINEAR FOOT LOCN LOCATION LOD LIMITS OF DISTURBANCE L.P. LOW POINT LT LIGHT M MAINT MAINTAIN, MAINTENANCE MAS MASONRY MAT MATERIAL MAX MAXIMUM MECH MECHANICAL MEMB MEMBRANE MFR MANUFACTURER MH MANHOLE MIN MINIMUM MISC MISCELLANEOUS MTL METAL N N NORTH NIA NOT APPLICABLE N.F.G. NOT FOR CONSTRUCTION N.I.C. NOT IN CONTRACT No. NUMBER NOM NOMINAL NTS NOT TO SCALE 0 CIA OVERALL O.C. ON CENTER O.D. OUTSIDE DIAMETER, OUTSIDE DIMENSION OFD OVERFLOW DRAIN OH OVERHEAD OHW ORDINARY HIGH WATER MARK OPNG OPENING OPP OPPOSITE ORNM ORNAMENTAL P PA PLANTED AREA PAR PARALLEL PC POINT OF CURVATURE, PRECAST PERF PERFORATED PERP PERPENDICULAR PL PLATE, PROPERTY LINE PLYWD PLYWOOD PNT PAINT POB POINT OF BEGINNING POI POINT OF INTERSECTION POT POINT OF TANGENCY PSF POUNDS PER SQUARE FOOT PSI POUNDS PER SQUARE INCH PT POINT, PRESSURE TREATED PU POLYURETHANE PVC POLYVINYL CHLORIDE PVMT PAVEMENT PVR PAVER Q QTR QUARTER QTY QUANTITY R R RISER, RELOCATE (R) RISER HEIGHT RAD RADIUS RD ROOF DRAIN REBAR REINFORCING BAR RECEPT RECEPTACLE RECT RECTANGULAR REF REFERENCE REINF REINFORCED, REINFORCEMENT REM REMOVE REQD REQUIRED RET RETAINING, RETURN REV REVISION RO ROUGH OPENING ROW RIGHT OF WAY RP RADIUS POINT RT RIGHT S S SOUTH SCHED SCHEDULE SECT SECTION SD STORM DRAIN S.F. SQUARE FEET SHT SHEET SIM SIMILAR SLR SEALER SPEC SPECIFICATION SPP SPECIES SQ SQUARE SS SANITARY SEWER SST STAINLESS STEEL ST STORM SEWER STA STATION STD STANDARD STL STEEL STRUCT STRUCTURE,STRUCTURAL SURF SURFACE, SURFACING S.Y. SQUARE YARD SYM SYMMETRICAL TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 T 612 345 4275 MCCONNELL RESIDENCE T 1520 BOHNS POINT RD, ORONO MN 55391 (T) THICK T&B TOP AND BOTTOM TBC TOP OF BACK OF CURB The designs shown and described herein including all technical drawings, TBD THR TO BE DETERMINED THRESHOLD and specifications thereof, are proprietary and cannot be copied, graphics p p p rY p TOC TOP OF CURB, TOP OF CONCRETE duplicated or commercially exploited, in whole or in part, without the express TOD TOP OF DECK written permission of Travis Van Liere Studio, LLC. These are available for TOP TOP TOP OF FOOTING PAVING TOP OF PAVING review anevaluation y limited id luation b clients, consultants, contractors, TOPO TOPOGRAPHY governement agencies, and vendors only in accordance with this notice. TOR TOP OF RAMP TOW TOP OF STAIR O Co pyri ht 2024 Travis Van Liere Studio, LLC. All rights reserved. TOW TOP OF WALL g � TRANS ELECTRICAL TRANSFORMER TSL TOP OF SLAB TVLS TRAVIS VAN LIERE STUDIO TYP TYPICAL U UTIL UTILITY V I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape VAR VARIABLE, VARIES Architect under the laws of the State of Minnesota. VEH VEHICLE VIF VERIFY IN FIELD VERT VERTICAL VOL VOLUME W W WEST TRAVIS VAN LIERE ) WITH , WIDTH license no: 43728 W/o WITHOUT date: 8/1/2024 WD WOOD WL WATER LEVEL WP WATERPROOF, WORK POINT WS WATER SUPPLY WT WEIGHT WTR WATER WWF WELDED WIRE FABRIC WWM WELDED WIRE MESH Y YD YARD SYMBOLS Rev # Description Date & AND ISSUED FOR BID 0_2/09/2024_ L ANGLE ARC LENGTH ET 1 BID SET REVISIONS 04/15/2024 - -- -- --- @ AT 2 BID SREVISIONS 07/17120.24_ CENTER LINE ISSUE FOR PERMIT 08/01/2024 0 DIAMETER ° DEGREE # NUMBER, POUND ! PER t PLUS/MINUS PROPERTY LINE Drawing: PROJECT INFORMATION Drawn By: A.S., B.W., E.A Date: 08101 /2024 Scale: NIA Sheet: L000 644 LANDSCAPE CONSTRUCTION NOTES cm 70 0 0 J Lu 19 M of uJ o_ C0 0 z 9 a 6 0 N Lu 0 z Lu g Cn LLI J J LLI z z O 0 U 2E X 0 In a- 0 0 0 w �:� a_ n o co o T 0 N co<� J N F - 22 a) dQ 0 LL of �i_j �00 D w N �_D 35=o 6 C .0 o 3 c>S cc a 0a)W U GENERAL NOTES 1. USE OF THE WORD 'CONTRACTOR' IN THE DRAWINGS INDICATES BOTH THE GENERAL CONTRACTOR AND ALL SUBCONTRACTORS ON THE PROJECT. 2. THE CONTRACTOR SHALL PROVIDE ALL MATERIALS AND LABOR TO COMPLETE THE SCOPE OF WORK AS INDICATED IN THE DOCUMENTS. 3. ALL CONTRACTORS AND SUB -CONTRACTORS ARE RESPONSIBLE FOR COORDINATING THEIR WORK WITH THE WORK OF OTHERS. NEITHER THE OWNER NOR THE LANDSCAPE ARCHITECT IS RESPONSIBLE FOR COORDINATION OF THE WORK. NO ADDITIONAL COMPENSATION WILL BE MADE TO ANY CONTRACTOR FOR EXTRA WORK RESULTING FROM FAILURES OF COORDINATION. 4. THE CONTRACTOR MUST ASSURE COMPLIANCE WITH ALL APPLICABLE CODES, REGULATIONS, AND PERMITS AND INSPECTIONS GOVERNING THE WORK OR MATERIALS SUPPLIED. 5. THE CONTRACTOR IS RESPONSIBLE FOR APPLYING FOR, OBTAINING, AND PAYING FOR ALL NECESSARY PERMITS, APPROVALS AND INSPECTIONS, UNLESS OTHERWISE INDICATED IN THE CONTRACT DOCUMENTS. 6. THE CONTRACTOR SHALL HAVE A COPY OF ALL DRAWINGS WITH THEM ON SITE AT ALL TIMES AND SHALL RECORD ALL MODIFICATIONS/CHANGES TO THE WORK ON THE DRAWINGS. THE CONTRACTOR SHALL PROVIDE A COMPLETE AS -BUILT SET OF DRAWINGS TO THE LANDSCAPE ARCHITECT AT PROJECT COMPLETION. 7. EXCEPT FOR ITEMS SPECIFICALLY MARKED AS'BY OTHERS' OR'NOT IN CONTRACT', IT IS THE INTENT OF THESE DRAWINGS TO DESCRIBE A COMPLETE PROJECT. THE CONTRACTOR MUST THOROUGHLY REVIEW THE DRAWINGS PRIOR TO SUBMITTING A BID AND IMMEDIATELY NOTIFY THE LANDSCAPE ARCHITECT OF ANY ERRORS OR OMISSIONS DISCOVERED. NO ADDITIONAL COMPENSATION WILL BE MADE FOR ITEMS OF WORK NOT SHOWN OR DESCRIBED ON THE DRAWINGS THAT COULD BE REASONABLY INFERRED FROM THE DRAWINGS IN PROVIDING THE OWNER WITH COMPLETE SYSTEMS AND A COMPLETE PROJECT. 8. EXISTING CONDITIONS SHOWN ON THE DRAWINGS ARE FROM A SURVEY PERFORMED BY OTHERS. EXISTING TOPOGRAPHIC FEATURES MAY NOT BE EXACT AS TO THEIR LOCATION, CHARACTER, OR NUMBER. THE CONTRACTOR IS RESPONSIBLE FOR VERIFYING THE CONDITIONS OF THE SITE PRIOR TO BIDDING AND CONSTRUCTION AND FOR IMMEDIATELY NOTIFYING THE LANDSCAPE ARCHITECT OF ANY DISCREPANCIES OR VARIATIONS FROM THE DRAWINGS. 9. THE CONTRACTOR MUST MAINTAIN AND PROTECT ALL BENCH MARKS, SURVEY MONUMENTS, PROPERTY IRONS, LAYOUT STAKES AND OTHER REFERENCE POINTS. ALL FINES AND REPLACEMENT COSTS FOR DAMAGE TO ANY OF THESE ITEMS THAT IS DUE TO THE CONTRACTOR'S ACTS OR NEGLIGENCE ARE THE CONTRACTOR'S RESPONSIBILITY AT NO COST TO THE OWNER. % THE CONTRACTOR SHOULD EXPECT TO FIND TELEPHONE, ELECTRIC, GAS, CABLE TELEVISION, AND FIBER OPTIC LINES, IRRIGATION SYSTEMS, AND OTHER PUBLIC AND PRIVATE UTILITIES. THE CONTRACTOR, IN COOPERATION WITH THE APPROPRIATE UTILITY COMPANY, IS RESPONSIBLE TO VERIFY THE LOCATION, SIZE, AND DEPTH OF ALL UTILITIES PRIOR TO ANY CONSTRUCTION ACTIVITY. AT LEAST 48 HOURS PRIOR TO ANY CONSTRUCTION ACTIVITY, THE CONTRACTOR MUST CONTACT GOPHER STATE ONE CALL AT 800 252 1166 OR TO NOTIFY THE APPROPRIATE UTILITY COMPANIES AND VERIFY THE EXACT LOCATION, SIZE, AND DEPTH OF ALL UTILITIES WITH THE APPROPRIATE UTILITY COMPANIES. 11. ANY RELOCATION OF PUBLIC UTILITIES SHALL BE CONDUCTED IN ACCORDANCE WITH ANY AND ALL REQUIREMENTS OF THE UTILITY COMPANY, INCLUDING FEES, BONDS, PERMITS REQUIRED FOR SUCH WORK. 12. PRIOR TO ANY WORK WITHIN THE PUBLIC RIGHT OF WAY, THE CONTRACTOR MUST OBTAIN ALL NECESSARY PERMITS AND SUBMIT A TRAFFIC CONTROL PLAN COMPLYING WITH THE LATEST EDITION OF THE MNDOT ROADWAY REQUIREMENTS. 13, DO NOT PROCEED WITH ANY PORTION OF WORK AS INDICATED IN THE DOCUMENTS IF OBSTRUCTIONS, DISCREPANCIES OR UNKNOWN CONDITIONS ARE ENCOUNTERED. NOTIFY LANDSCAPE ARCHITECT IMMEDIATELY ON HOW BEST TO PROCEED. 14. CONTRACTOR TO PROVIDE AND MAINTAIN A SAFE AND SECURE SITE THROUGHOUT THE PROJECT IN ACCORDANCE WITH NATIONAL, STATE, AND LOCAL SAFETY ORDINANCES. 15. UPON SUBSTANTIAL COMPLETION OF PROJECT THE CONTRACTOR SHALL REQUEST IN WRITING, A FINAL ACCEPTANCE INSPECTION WITH THE OWNER AND LANDSCAPE ARCHITECT. CODES 1. ALL WORK SHALL CONFORM TO THE REQUIREMENTS OF THE LOCAL CODES AND ALL OTHER GOVERNING AUTHORITIES HAVING JURISDICTION. 2. APPLICABLE CODES: THIS PROJECT IS TO COMPLY WITH THE CITY OF ORONO, MN MUNICIPAL CODE AND SUB -CODE REQUIREMENTS AND STATE OF MINNESOTA CODE REQUIREMENTS. 3. VERIFY IF THIS PROJECT WILL REQUIRE SPECIAL REVIEW AND APPROVALS FROM THE MINNEHAHA CREEK WATERSHED DISTRICT. SUBMITTALS I SHOP DRAWINGS / SITE MOCK-UPS 1. CONTRACTOR IS TO PROVIDE SHOP DRAWINGS AND FIELD MOCKUPS TO THE LANDSCAPE ARCHITECT FOR FINAL REVIEW AND APPROVAL PRIOR TO CONSTRUCTION FOR THE FOLLOWING ITEMS: PAVING, WALLS, FENCES, SPECIAL METAL FABRICATIONS & CONNECTIONS, SPECIAL FINISHES, SPECIALTY DETAILS, AND LIGHTING. 2. MOCK-UPS WILL ESTABLISH EXPECTATIONS FOR QUALITY NAD WORKMANSHIP. 3. MOCK-UPS WILL BE SET UP IN A SECURED PORTION OF THE SITE FOR REFERENCE THROUGHOUT CONSTRUCTION AND REMAIN UNTIL PROJECT SITE CONSTRUCTION COMPLETION. 4. CONTRACTOR SHALL REVIEW, STAMP, SIGN AND DATE ALL SUBMITTALS PRIOR TO FORWARDING TO ARCH ITECTIENGINEER. THE ENGINEER'S REVIEW IS FOR CONFORMANCE WITH THE DESIGN CONCEPT AND GENERAL COMPLIANCE WITH THE RELEVANT CONTRACT DOCUMENTS. THE ARCHITECTS REVIEW DOES NOT RELIEVE THE CONTRACTOR OF THE SOLE RESPONSIBILITY TO REVIEW, CHECK AND COORDINATE THE SUBMITTALS THE CONTRACTOR REMAINS SOLELY RESPONSIBLE FOR ERRORS AND OMISSIONS IN THE SUBMITTALS. 5. ALL CONTRACTORS SHALL SUBMIT SHOP DRAWINGS AS REQUIRED FOR APPROVAL PRIOR TO COMMENCING WITH ANY WORK. 6. SHOP DRAWINGS SHALL BE IN THE FORM OF BLACK -LINE PRINTS OR PORTABLE DOCUMENT FORMAT (PDF) FOR REVIEW. EXISTING CONDITIONS / REMOVALS NOTES 1. VERIFY AND STAKE ALL PROPERTY LINES AND STRUCTURE LOCATIONS PRIOR TO COMMENCING WITH CONSTRUCTION. MAINTAIN PROPERTY LINE STAKES, CONTROL POINTS, BENCH MARKS, AND OFFSET STAKES THROUGHOUT CONSTRUCTION. ANY LOST SURVEY MARKERS TO BE REPLACED BY THE CONTRACTOR AT THE CONTRACTORS EXPENSE. 2. THE LIMITS OF WORK INDICATED ON DRAWINGS, ARE GENERAL IN NATURE AND ARE INTENDED TO DEFINE THE GENERAL VICINITY IN WHICH THE SCOPE OF WORK EXISTS. ACTUAL LIMITS OF WORK SHALL INCLUDE AREAS NECESSARY TO COMPLETE THE SCOPE OF DESIGN INTENT. 3. THE CONTRACTOR MUST REVIEW THE LIMITS OF WORK WITH THE LANDSCAPE ARCHITECT PRIOR TO STARTING WORK. ANY WORK OUTSIDE THE LIMITS OF WORK AS SHOWN ON THE DRAWINGS OR AS MODIFIED IN THE FIELD BY THE LANDSCAPE ARCHITECT WILL BE DONE AT CONTRACTORS EXPENSE UNLESS THE CONTRACTOR NOTIFIES THE LANDSCAPE ARCHITECT OF THE NEED FOR THE WORK IN WRITING AND IS DIRECTED TO PERFORM THE WORK BY LANDSCAPE ARCHITECT OR OWNER BEFORE PERFORMING THE WORK. RESTORATION OR REPLACEMENT OF ANY PAVEMENTS, CURB, GUTTER, PLANT MATERIALS, TURF, UTILITIES, OR OTHER SITE ELEMENTS OUTSIDE THE LIMITS OF WORK THAT ARE DAMAGED DUE TO THE CONTRACTOR'S ACTS OR NEGLIGENCE WILL BE AT THE CONTRACTOR'S EXPENSE. THE EXTENT AND ACCEPTABILITY OF THE REPLACEMENT WILL BE DETERMINED BY THE LANDSCAPE ARCHITECT. 4. A TREE PERMIT MAY BE REQUIRED FOR CONSTRUCTION ACTIVITY. THE CONTRACTOR MUST SIGN ALL PERMITS AND PAY THE PERMIT FEE BEFORE STARTING WORK AND MUST COMPLY WITH ALL THE REQUIREMENTS OF ALL GOVERNING AGENCIES IN PERFORMING THE WORK OF THIS PROJECT. 5. THE CONTRACTOR MUST MEET AND IMPLEMENT ALL NPDES, SWPPP, AND EROSION CONTROL REQUIREMENTS IN EFFECT AT THE TIME OF CONSTRUCTION 6. ALL TEMPORARY EROSION CONTROL MEASURES MUST BE IN PLACE PRIOR TO ANY REMOVAL WORK AND MUST BE MAINTAINED UNTIL PERMANENT EROSION CONTROL MEASURES HAVE BEEN COMPLETELY IMPLEMENTED AND ESTABLISHED. 7. INSTALL SILT FENCING AROUND THE PERIMETER OF THE LIMITS OF WORK AND MAINTAIN UNTIL PERMANENT EROSION CONTROL IS ESTABLISHED. ALL SILT FENCE MUST HAVE GEO-TEXTILE FABRIC WITH STEEL POSTS. MACHINE SLICING OF SILT FENCE AROUND OR UNDER TREES WILL NOT BE PERMITTED. SILT FENCE AROUND OR UNDER TREES MUST BE HAND PLACED AND FASTENED TO THE GROUND WITH STAPLES. 8. THE CONTRACTOR IS RESPONSIBLE FOR REVIEWING THE EROSION CONTROL REQUIREMENTS OF THE SITE AND FOR INSTALLING AND MAINTAINING EROSION CONTROL MEASURES WHERE NEEDED, EVEN IF THEY ARE NOT INDICATED ON THE DRAWINGS. 9. INLET PROTECTION (SILT FENCE BARRICADES, SILT SACKS, RISER PIPES, OR FILTER FABRIC AND GRAVEL) MUST BE INSTALLED IN ALL EXISTING AFFECTED CATCH BASINS PRIOR TO ANY REMOVAL WORK AND IN ALL NEW CATCH BASINS IMMEDIATELY AFTER CATCH BASIN INSTALLATION. 10. ADJACENT STREETS, ALLEYS, AND PROPERTIES MUST BE SWEPT TO KEEP THEM FREE OF SEDIMENT AND MATERIALS TRACKED, BLOWN, OR WASHED FROM THE SITE. CONTRACTOR MUST MONITOR CONDITIONS AND SWEEP AS NEEDED OR WITHIN 24 HOURS NOTICE BY THE LANDSCAPE ARCHITECT. SWEEPING IS INCIDENTAL TO THE PROJECT. 11. CONTRACTOR MUST MAINTAIN DUST CONTROL FOR THE SITE AT ALL TIMES AND PROVIDE WATERING TRUCKS AS NEEDED OR WITHIN 24 HOURS NOTICE BY THE LANDSCAPE ARCHITECT. DUST CONTROL IS INCIDENTAL TO THE PROJECT. 12. WHERE DISTURBED SOILS WILL LAY EXPOSED FOR MORE THAN 21 DAYS, THE CONTRACTOR MUST SEED WITH A TEMPORARY COVER CROP TO PREVENT EROSION. TEMPORARY SEED MIX MUST BE APPROVED BY THE LANDSCAPE ARCHITECT. TEMPORARY SEEDING IS INCIDENTAL TO THE PROJECT. 13. THE CONTRACTOR IS SOLELY RESPONSIBLE FOR SECURING THE SITE AND PROVIDING PROTECTION FROM THE WORK FOR THE PUBLIC. ALL OPEN EXCAVATIONS AND OTHER HAZARDS MUST BE FENCED. 14. THE RELOCATION AND/OR PROTECTION OF ALL EXISTING UTILITIES MUST BE COORDINATED BY THE CONTRACTOR AND ANY COSTS FOR SUCH WORK IS THE RESPONSIBILITY OF THE CONTRACTOR. NO ADDITIONAL COMPENSATION WILL BE ALLOWED FOR EXTRA TIME AND EFFORT OR PROVISIONS NECESSARY TO WORK AROUND ANY UTILITIES. 15. IT IS THE CONTRACTOR'S RESPONSIBILITY TO REPORT ANY EXISTING DAMAGE OR FAULTY CONDITION OF ANY UTILITIES TO THE UTILITY OWNER AND LANDSCAPE ARCHITECT PRIOR TO CONSTRUCTION AS, ONCE WORK HAS COMMENCED, IT WILL BE ASSUMED THAT ALL DAMAGE TO UNDERGROUND OR ABOVE GROUND INSTALLATIONS HAS BEEN CAUSED BY THE CONTRACTOR'S OPERATIONS AND IT WILL BE THE CONTRACTOR'S RESPONSIBILITY TO MAKE THE NECESSARY REPAIRS. UPON COMPLETION OF THE PROJECT, CONTACT ALL UTILITY OWNERS AND MAKE ARRANGEMENTS FOR A FIELD INSPECTION TRIP BY A REPRESENTATIVE OF THE CONTRACTOR AND REPRESENTATIVES OF THE UTILITY OWNERS TO CONFIRM THAT ALL DAMAGE CAUSED BY THE CONTRACTOR'S OPERATIONS HAVE BEEN REPAIRED TO THE SATISFACTION OF THE OWNERS 16. THE CONTRACTOR MUST PROTECT ALL EXISTING ROADS, CURB, STRUCTURES, TREES, AND SITE ELEMENTS NOT DESIGNATED FOR REMOVAL. ANY DAMAGE SHALL BE REPAIRED OR REPLACED AT CONTRACTOR'S EXPENSE TO THE SATISFACTION OF THE LANDSCAPE ARCHITECT. 17. ITEMS SHALL REMAIN UNTIL DESIGNATED FOR REMOVAL. REMOVE DESIGNATION ITEMS SHOWN ON THE PLAN TO THE FULL DEPTH OF THEIR CONSTRUCTION UNLESS OTHERWISE NOTED. 18, VERIFY THE LOCATION AND DIMENSION OF ITEMS TO BE REMOVED PRIOR TO COMMENCEMENT OF WORK. 19. ALL CONCRETE AND ASPHALT REMOVAL SHALL BE SAW CUT. EDGES OF MATERIALS TO REMAIN SHALL BE SHORED UP AND PROTECTED DURING CONSTRUCTION TO PRESERVE EDGE INTACT. REPAIRS TO DAMAGED EDGES TO BE DONE WITH CARE AND AT NO COST TO THE OWNER. 20. ITEMS ENCOUNTERED BELOW GRADE AND NOT SHOWN ON THE DRAWINGS SHALL BE BROUGHT TO THE ATTENTION OF THE LANDSCAPE ARCHITECT. 21. SALVAGE EXISTING MATERIALS AS INDICATED ON THE PLANS. REMOVE SALVAGED MATERIALS AS INDICATED WITH CARE AND STORE ON SITE IF APPLICABLE, CLEAN ALL DEBRIS AND CONSTRUCTION MATERIAL FROM SALVAGED ITEMS AND REUSE AS DIRECTED BY LANDSCAPE ARCHITECT. 22. REMOVE DEMOLISHED MATERIALS FROM SITE. DISPOSAL BY BURNING AND/OR BURYING IS PROHIBITED. ALL UNSUITABLE MATERIAL AND DEBRIS MUST BE DISPOSED OF IN ACCORDANCE WITH THE REQUIREMENTS OF ANY AND ALL GOVERNMENTAL AUTHORITIES HAVING JURISDICTION OVER THIS PROJECT. 23. RELOCATE I TRANSPLANT EXISTING PLANT MATERIAL AS INDICATED IN THE DRAWINGS AS DIRECTED BY THE LANDSCAPE ARCHITECT. MAINTAIN TRANSPLANTED PLANT MATERIAL THROUGHOUT CONSTRUCTION. 24. EXCAVATIONS SHALL BE ADEQUATELY SHORED, BRACED AND SHEETED SO THAT EARTH WILL NOT SETTLE AND SO THAT EXISTING IMPROVEMENTS OF ANY KIND WILL BE FULLY PROTECTED FROM DAMAGE. ANY DAMAGE RESULTING FROM LACK OF SHORING, BRACING AND SHEETING SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR AND SHALL BE REPAIRED TO THE SATISFACTION OF THE OWNER. TREE PRESERVATION 1. PROTECT ALL TREES DESIGNATED TO BE SAVED AND ALL HARDWOOD TREES 6 INCHES OR GREATER IN DIAMETER THAT ARE NOT SPECIFICALLY DESIGNATED FOR REMOVAL. 2. PRIOR TO CONSTRUCTION, CONTACT LANDSCAPE ARCHITECT TO VISIT SITE AND VERIFY TREES TO BE SAVED. CONTRACTOR MUST REVIEW THE DRAWINGS AND DAILY WORK SCHEDULE SO THAT, SHOULD PROPOSED GRADES POSE A HAZARD TO A 'TREE TO BE SAVED', THE CONTRACTOR'S WORK IS NOT IMPEDED AND THERE WILL BE TIME TO STUDY THE ISSUE. 3. WHERE EXISTING TREES AND/OR SIGNIFICANT SHRUB MASSINGS ARE FOUND ON SITE, WHETHER SHOWN ON THE EXISTING CONDITIONS PLAN OR NOT, THEY SHALL BE PROTECTED AND SAVED UNLESS NOTED OTHERWISE OR UNLESS DIRECTED BY LANDSCAPE ARCHITECT TO BE REMOVED AND/OR ARE IN AN AREA TO BE GRADED. ANY QUESTION REGARDING WHETHER PLANT MATERIAL SHOULD REMAIN OR NOT SHALL BE BROUGHT TO THE ATTENTION OF THE LANDSCAPE ARCHITECT PRIOR TO REMOVAL. 4. ALL TREES TO BE PRESERVED AS INDICATION ON LANDSCAPE EXISTING CONDITIONS AND REMOVALS PLAN SHALL BE PROTECTED BY 6' HEIGHT CHAIN LINK FENCING. THE FENCE SHALL BE LOCATED AT A MINIMUM AROUND THE CRITICAL ROOT ZONE FOR ALL TREES (SEE TREE PROTECTION FENCING DETAILS). THE FENCE SHALL BE FIRMLY ANCHORED INTO THE GROUND AND SHALL REMAIN UPRIGHT AND INTACT UNTIL ALL CONSTRUCTION ACTIVITY IS COMPLETE. BARRIER FENCES MAY BE USED TO PROTECT TREES OUTSIDE OF THE MAIN CONSTRUCTION AREAS. BARRIER FENCES SHALL CONSIST OF SAFETY -CAPPED REBAR POSTS PLACED NO MORE THAN 8 FEET ON CENTER WITH 4 FOOT HIGH ORANGE SQUARE MESH BARRIER FENCING, RESINET SLM40, OR EQUAL, ATTACHED TO POSTS. BARRIER FENCE MUST BE INSTALLED AT THE LIMITS OF THE DRIP -LINE PRIOR TO CONSTRUCTION AND MUST NOT BE REMOVED UNTIL FINAL LANDSCAPING IS TO BE COMPLETED. 5. CONSTRUCTION ACTIVITIES OR STORAGE SHALL NOT OCCUR WITHIN THE TREE PROTECTED AREAS. THE CONTRACTOR SHALL STAKE OR MARK OUT ALL TREE PROTECTION FENCING LOCATIONS ON SITE FOR APPROVAL BY LANDSCAPE ARCHITECT PRIOR TO COMMENCING WITH CONSTRUCTION ACTIVITIES ON SITE. 6. THE CONTRACTOR IS REQUIRED TO WATER, FERTILIZE AND ATTEND TO OTHER MAINTENANCE NEEDS OF THE EXISTING TREES AS NEEDED PER THE ARBORIST'S RECOMMENDATIONS TO MAINTAIN HEALTHY GROWTH THROUGHOUT THE CONSTRUCTION PERIOD. PROVIDE 6" PROTECTIVE LAYER OF HARDWOOD MULCH AROUND ALL EXISTING TREES WITHIN CRITICAL WORK AREAS. SPREAD CHIPS USING HAND TOOLS ONLY, SUCH AS SHOVELS AND WHEEL BARRELS. 7. WHEN EXCAVATION IS TO OCCUR NEAR A TREE THAT IS TO BE PROTECTED MUST BE CARRIED OUT, DAMAGE CAN BE LIMITED BY ROOT PRUNING. ROOT PRUNING SHALL BE COMPLETED BEFORE GRADING HAS STARTED AND SHALL OCCUR BENEATH THE PROTECTIVE FENCING AS SHOWN ON THE PLANS. S. ROOT PRUNING FOR PROTECTED TREES SHALL BE PERFORMED WITH A TRENCHING MACHINE PRIOR TO ADJACENT EXCAVATION COMMENCES. THE CONTRACTOR SHALL STAKE THE LIMIT OF ROOT PRUNING AS INDICATED ON THE PLANS. LIMITS OF TRENCHING SHALL BE APPROVED BY LANDSCAPE ARCHITECT PRIOR TO ANY TRENCHING IN THE FIELD. DO NOT TRENCH FOR IRRIGATION OR ELECTRICAL WITHIN DRIP LINES OF EXISTING TREES. COORDINATE ALL TRENCHING REQUIRED FOR UTILITY WORK WITH LANDSCAPE PLANS. IF ROOTS OF TREES DESIGNATED TO BE SAVED ARE EXPOSED, CUT OR OTHERWISE BROKEN AND DISTURBED BY CONSTRUCTION OPERATIONS, THEY MUST BE IMMEDIATELY AND CLEANLY ROOT PRUNED WITH A SHARP AXE OR PRUNER. NOTIFY LANDSCAPE ARCHITECT OF ANY EXPOSED ROOTS THAT REQUIRE PRUNING PRIOR TO COMMENCING WITH WORK. NO ROOTS OVER 3" IN DIA. SHALL BE PRUNED WITHOUT REVIEW BY ARBORIST AND LANDSCAPE ARCHITECT. 9. LIMIT SOIL COMPACTION BY LIMIT CONSTRUCTION ACTIVITY AROUND EXISTING PRESERVED TREE CRITICAL ROOT ZONES. THIS INCLUDES RESTRICTING ALL TRAFFIC AND STORAGE OF MATERIALS FROM UNDER THESE AREAS. 10. ANY PRUNING OF EXISTING PROTECTED TREES SHALL BE PERFORMED BY A CERTIFIED ARBORIST AS DIRECTED BY THE LANDSCAPE ARCHITECT. SOIL PREPARATION NOTES i i 4 7 SOIL PREPARATION IS CRITICAL IN CREATING A HEALTHY AND LONG-LASTING LANDSCAPE. REMOVE EXISTING TOPSOIL AND STOCKPILE ON SITE FOR USE AT A LATER DATE. CONDUCT A SOIL EVALUATION OF EXISTING STOCKPILED TOPSOIL TO BE USED TO DETERMINE THE SOILS COMPOSITION, COMPACTION RATE, NUTRIENT QUALITIES, ORGANIC CONTENT, PH LEVELS AND WATER HOLDING CAPABILITIES. THE IDEAL PARTICLE SOIL MIX IS APPROXIMATELY 45% SAND, 40% SILT, 10% CLAY, AND 5% ORGANIC MATERIALS WITH A PH LEVEL NEAR SEVEN. PRIOR TO INSTALLATION OF LANDSCAPE AND IRRIGATION SYSTEM, CONTRACTOR TO PREPARE SOIL TO ENSURE A PROPER ENVIRONMENT FOR PLANT ROOT DEVELOPMENT. CONTRACTOR TO DECOMPACT SOILS IN PLANTING AREAS BY ROTO-TILLING, DISC OR RIPPING SOIL TO A MINIMUM DEPTH OF 12". DECOMPACTING OF SMALLER PLANTING AREAS SUCH AS PARKING AREAS AND AROUND STRUCTURES, MAY REQUIRE THE REMOVAL OF COMPACTED SOILS TO A DEPTH OF 18" OR MORE AND THEN REPLACEMENT WITH NEW OR AMENDED SOILS. REMOVAL ALL DEBRIS 2" OR GREATER FROM NEW OR AMENDED SOILS. WHEN PERFORMING SOIL DECOMPACTION, MULTIPLE PASSES ACROSS THE AREA MAY BE REQUIRED. WHEN POSSIBLE VARY DIRECTIONS OF DECOMPACTION TO ENSURE ADEQUATE COVERAGE. WHEN USING A DISC OR RIPPING EQUIPMENT, IT IS REQUIRED THAT THE FINAL PASSES OVER THE ARE BE MADE WITH A ROTO-TILLER TO BREAK UP ANY LARGE CLUMPS TO MAKE FINAL GRADING EASIER. AFTER INITIAL SOIL DECOMPACTION PROCEDURES ARE PERFORMED, SOIL AMENDMENTS SHOULD BE ADDED. THE ADDITION OF SOIL AMENDMENTS SHALL BE DETERMINED FROM SOIL TESTING CONDUCTED PRIOR TO COMMENCING WITH CONSTRUCTION. SOIL AMENDMENT MAY INCLUDE INORGANIC MATERIAL SUCH AS SAND, SILT OR CLAY, WHICH HELP IMPROVE SOIL TEXTURE. ORGANIC MATERIAL SUCH AS COMPOST, MANURE, AND PEAT MOSS MAY ALSO BE USED AND HELP IMPROVE SOIL STRUCTURE. OTHER AMENDMENTS SUCH AS FERTILIZER IMPROVE NUTRIENT CONTENT AND SULFUR ADJUSTS THE SOIL PH LEVEL. SULFUR SHALL BE INCORPORATED AT THE RATE OF ONE POUND OF SULFUR PER 100 SQUARE FEET. ALL AMENDMENTS SHOULD BE MIXED THOROUGHLY WITH EXISTING SOIL. AN ADDITIONAL SOIL TEST SHALL BE TAKEN TO ENSURE PROPER SOIL CONDITIONS PRIOR TO PLANTING. DURING THE REMAINDER OF THE LANDSCAPE INSTALLATION, VARIOUS AREAS OF THE SITE MAY BE RE -COMPACTED DUE TO THE USE OF EQUIPMENT AND CONSTRUCTION TRAFFIC. DECOMPACT ANY AREAS THAT BECOME RE -COMPACTED PRIOR TO INSTALLATION OF FINAL LANDSCAPING COMMENCES. LAYOUT NOTES 1. THE CONTRACTOR IS RESPONSIBLE TO ACCURATELY SURVEY AND LAYOUT THE PROPOSED WORK FOR CONSTRUCTION. THE CONTRACTOR IS RESPONSIBLE TO VERIFY GRADES, LINES, LEVELS, DIMENSIONS PRIOR TO COMMENCING WITH WORK. NOTED DIMENSIONS TAKE PRECEDENT OVER SCALED DIMENSION, LARGER SCALE OVER SMALLER SCALE, ADDENDA AND CLARIFICATION OVER PREVIOUS DOCUMENTS. 2. CONTRACTOR TO LAY OUT PROPOSED LOCATIONS FOR ALL HARDSCAPE, WALLS, AND SITE ELEMENTS AND VERIFY LAYOUT WITH LANDSCAPE ARCHITECT PRIOR TO CONSTRUCTION. HARDSCAPE, WALLS AND SITE ELEMENTS ARE DIMENSIONED ON THE LAYOUT PLAN. ANY DISCREPANCIES OR CONFLICTS WITH THE EXISTING CONDITIONS OR OTHER DRAWINGS SHALL BE REPORTED TO THE LANDSCAPE ARCHITECT IMMEDIATELY FOR CLARIFICATION AND/OR ADJUSTMENT. 3. FOR DIMENSIONS OF EXISTING BUILDINGS, PROPOSED BUILDING IMPROVEMENTS AND RELATED WORK, REFER TO ARCHITECTURAL DRAWINGS 4. WHERE DIMENSIONS ARE CALLED AS "EQUAL," SPACE REFERENCED ITEMS EQUALLY, MEASURED TO CENTERLINE. 5. MEASUREMENTS ARE TO FACE OF BUILDING, WALL, FIXED SITE ELEMENT, GRID LINE OR DEFINED PROPERTY LINE IRON / BENCH MARKS. DIMENSIONS TO CENTER LINE ARE AS INDICATED. 6. INSTALL INTERSECTING ELEMENTS AT 90 DEGREE ANGLES TO EACH OTHER UNLESS OTHERWISE NOTED. 7. PROVIDE EXPANSION JOINTS WHERE CONCRETE FLAT WORK MEETS VERTICAL STRUCTURES SUCH AS WALLS, CURBS, STEPS AND BUILDING ELEMENTS, 8. PROPOSED SURFACES SHALL MEET EXISTING SURFACES WITH A SMOOTH AND CONTINUOUS TRANSITION AND FLUSH ALONG ENTIRE EDGE 9. EXPANSION JOINTS IN CONCRETE WALKS SHALL BE LOCATED NOT MORE THAN TWENTY FEET (20'-0" O.C.) MAXIMUM OR AS INDICATED ON THE PLANS. 10. VERIFY ALL JOINTING LAYOUTS FOR CONCRETE IN FIELD PRIOR TO IMPLEMENTATION. ALL CONTROL JOINTS IN CONCRETE TO SAW CUT UNLESS APPROVED BY LANDSCAPE ARCHITECT. 11. LAYOUT OF PROPOSED TRAILS TO BE STAKED OUT BY CONTRACTORS AND APPROVED BY LANDSCAPE ARCHITECT IN FIELD. GRADING NOTES 1. EXCAVATION, BACKFILL AND COMPACTION SHALL BE DONE IN ACCORDANCE WITH GEOTECHNICAL ENGINEERING REPORT RECOMMENDATIONS. 2. PROVIDE AND MAINTAIN POSITIVE DRAINAGE AWAY FROM ALL STRUCTURES AT ALL TIMES. 3. ALL DESIGN CONTOURS AND PROPOSED ELEVATIONS INDICATED ARE TO FINISH GRADE UNLESS OTHERWISE NOTED 4. THE CONTRACTOR SHALL ACCOUNT FOR ALL IMPORTED SURFACE AND PLANTING MATERIALS IN DETERMINING EARTHWORK REQUIREMENTS 5. GRADING OPERATIONS MUST MINIMIZE THE POTENTIAL FOR EROSION. 6. NO GRADING, STOCKPILING OF MATERIALS, OR STAGING IS PERMITTED OUTSIDE THE LIMITS OF WORK. 7. PRIOR TO ROUGH GRADING THE SITE, THE CONTRACTOR MUST REMOVE ALL TOPSOIL IN AREAS TO BE DISTURBED AND STOCKPILE ON SITE FOR FUTURE USE. EXCESS TOPSOIL MUST BE REMOVED FROM THE SITE AFTER FINISH GRADING AT THE CONTRACTOR'S EXPENSE. 8. IF THE EARTHWORK FOR THE SITE IS ANTICIPATED TO PRODUCE AN EXCESS OF MATERIAL, THE CONTRACTOR MUST REMOVE ALL EXCESS MATERIAL FROM THE SITE AND DISPOSE OF IT AT THE CONTRACTOR'S EXPENSE. 9. NO TOPSOIL SHALL BE REMOVED FROM SEEDING AND/OR RESTORATION AREAS WITHOUT APPROVAL FROM THE LANDSCAPE ARCHITECT. 10, TOPSOIL COMPACTED BY CONSTRUCTION TRAFFIC IN SEEDING AND/ OR RESTORATION AREAS OF THE PROJECT SHALL BE LOOSENED UNDER THE DIRECTION OF THE LANDSCAPE ARCHITECT. 11. COMPOST SHALL BE MECHANICALLY INTEGRATED INTO THE TOP 6" OF EXISTING SOIL BY MEANS OF ROTO-TILLING AFTER CROSS -RIPPING. GROUND COVER & PERENNIAL BED AREAS SHALL BE AMENDED AT A RATE OF 8 CUBIC FEET PER THOUSAND SQUARE FEET OF NITROGEN STABILIZED ORGANIC AMENDMENT AND 10 LBS, OF 12-12-12 FERTILIZER PER CU. YD., ROTO-TILLED TO A DEPTH OF 8". NO MANURE OR ANIMAL -BASED PRODUCTS SHALL BE USED FOR ORGANIC AMENDMENTS. 12. THE LANDSCAPE ARCHITECT MAY DIRECT ON SITE CHANGES TO THE GRADING TO SUIT ACTUAL FIELD CONDITIONS AND TO ACHIEVE DESIGN INTENT. SUCH CHANGES SHALL BE DONE AT THE NO INCREASE TO THE PRICE OF THE CONTRACTED WORK. 13. THE TOPS OF EXISTING MANHOLES, INLET STRUCTURES AND SANITARY CLEANOUTS MAY BE ADJUSTED AS NECESSARY TO MATCH PROPOSED GRADES IN ACCORDANCE WITH ALL APPLICABLE STANDARDS. 14. STORM WATER ROOF DRAIN LOCATIONS ARE BASED UPON PRELIMINARY ARCHITECTURAL PLANS. CONTRACTOR IS RESPONSIBLE TO AND FOR VERIFYING LOCATIONS ON FINAL ARCHITECTURAL PLANS. SEEDING NOTES 1 2 3 4 5 6 rl E'el 9 ALL SEEDED AREAS SHALL BE WARRANTED BY THE CONTRACTOR FOR A PERIOD OF TWO YEARS AFTER OWNER ACCEPTANCE. ANY ACTS OF VANDALISM OR DAMAGE WHICH MAY OCCUR PRIOR TO THE OWNER'S WRITTEN ACCEPTANCE SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR. SEED ALL DISTURBED AREAS NOT SPECIFICALLY DESIGNATED AS STRUCTURE, HARD SURFACE, PLANTING AREAS OR LAWN. THE SEEDING CONTRACTOR MUST NOTIFY THE LANDSCAPE ARCHITECT OF THE PROPOSED SEEDING START DATE A MINIMUM OF ONE WEEK PRIOR TO SEEDING. METHOD OF SEEDING AND SEEDING RATE SHALL BE AS LISTED ON SEEDING KEY. NO SEEDING MATERIAL SUBSTITUTIONS WILL BE ACCEPTED UNLESS THE CONTRACTOR, PRIOR TO THE SUBMISSION OF A BID AND/OR QUOTATION, REQUESTS APPROVAL OF THE LANDSCAPE ARCHITECT. THE SEEDING I RESTORATION CONTRACTOR SHALL KEEP NEWLY SEEDED AREAS WATERED FOR A MINIMUM OF 4 WEEKS OR UNTIL SEED IS 80% ESTABLISHED. SPRING SEEDING COMPLETED AFTER MAY 15TH MUST BE WATERED BY THE CONTRACTOR FOR AT LEAST 4 WEEKS, OR UNTIL AUGUST 15TH, WHICHEVER IS LONGER. THE SEEDING / RESTORATION CONTRACTOR MUST ALSO PROVIDE THE OWNER WITH A BID FOR INDIVIDUAL WATERING APPLICATIONS WITHIN THE TWO YEAR WARRANTY PERIOD FOR POTENTIAL WATERING DURING UNUSUALLY DRY PERIODS. EROSION CONTROL MATTING MUST BE USED ON ALL SLOPES GREATER THAN 3:1. SEEDING IN RESTORATION AREAS WILL FOLLOW PROCEDURES LISTED IN "RESTORATION NOTES." EROSION CONTROL MATTING IS REQUIRED IN RESTORATION AREAS SHALL BE INSTALLED BY THE SEEDING 1 RESTORATION CONTRACTOR. PLANTING NOTES 1. EXACT LOCATION OF PLANT AREAS AND MATERIALS TO BE APPROVED BY LANDSCAPE ARCHITECT PRIOR TO INSTALLATION. LANDSCAPE ARCHITECT RESERVES THE RIGHT TO ADJUST PLANTINGS TO EXACT LOCATIONS IN THE FIELD. 2. VERIFY PLANT COUNTS AND SQUARE FOOTAGES: QUANTITIES ARE PROVIDED FOR REFERENCE ONLY. IF QUANTITIES ON PLANT LIST DIFFER FROM GRAPHIC INDICATIONS ON PLANS, THEN THE GREATER NUMBER / QUANTITY SHALL PREVAIL. CONTRACTOR IS RESPONSIBLE FOR QUANTITY TAKE OFFS AND SHALL PROVIDE FULL COVERAGE OF PLANTING AREAS AS INDICATED ON DRAWINGS. NOTIFY LANDSCAPE ARCHITECT OF ANY PLANTING DISCREPANCIES. 3. ALL PLANT MATERIAL SHALL BE WARRANTED BY THE CONTRACTOR FOR A PERIOD OF ONE YEAR AFTER OWNER'S WRITTEN ACCEPTANCE. ANY ACTS OF VANDALISM OR DAMAGE WHICH MAY OCCUR PRIOR TO THE OWNER'S WRITTEN ACCEPTANCE SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR. 4. LANDSCAPE ARCHITECT MUST APPROVE THE DECOMPACTND SUBGRADE AFTER DECOMPACTION WORK IS COMPLETE AND PRIOR TO TOPSOIL PLACEMENT. 5. PROVIDE 4 INCHES OF TOPSOIL FOR ALL LAWN TURF AREAS. PROVIDE A MINIMUM OF12 INCHES OF PLANTING SOIL MIX CONSISTING OF 1/3 TOPSOIL, 1/3 SAND, AND 1/3 COMPOST IN ALL SHRUB AND PERENNIAL BEDS. WHERE SHRUBS OR PERENNIALS ARE GROUPED, CREATE ONE CONTINUOUS PLANTING BED. LANDSCAPE ARCHITECT TO APPROVE TOPSOIL PRIOR TO SPREADING. CONTRACTOR MUST SUBMIT TESTING RESULTS AND FERTILIZER RECOMMENDATIONS. 6. ALL NEW TREE PLANTINGS AND EDGED PLANTING BEDS TO RECEIVE 3 INCH DEPTH OF DOUBLE- SHREDDED HARDWOOD MULCH. ALL NEW EDGED GROUNDCOVER PLANTING BEDS TO RECEIVE 3 INCH DEPTH OF PINE BARK MULCH. LANDSCAPE ARCHITECT TO APPROVE MULCH PRIOR TO INSTALLATION. 7. ALL PLANTING BEDS NOT CONTAINED BY STRUCTURES, CURB, OR PAVING MUST BE EDGED WITH METAL EDGING (ALUMINUM OR STEEL). 8. WHERE LAWN / SOD ABUTS PAVED SURFACES, FINISHED GRADE OF SOD MUST BE HELD 1 INCH BELOW THE SURFACE ELEVATION OF THE PAVED SURFACE. 9. SOD SHALL BE LAID PARALLEL TO THE CONTOURS AND SHALL HAVE STAGGERED JOINTS. 10. STAKE ALL PROPOSED TREE LOCATIONS IN FIELD FOR APPROVAL PRIOR TO INSTALLATION. LANDSCAPE ARCHITECT RESERVES RIGHTS TO MAKE ADJUSTMENTS TO LOCATIONS PRIOR TO PLANTING. 11, ALL PROPOSED PLANTS SHALL BE STAKED AS SHOWN ON THE DRAWINGS AND/OR AS DIRECTED IN THE FIELD BY THE LANDSCAPE ARCHITECT. THE LANDSCAPE ARCHITECT MUST APPROVE ALL STAKING LOCATIONS OF PLANT MATERIAL PRIOR TO ANY DIGGING. LANDSCAPE ARCHITECT SHALL BE NOTIFIED AT LEAST 48 HOURS IN ADVANCE OF THE DELIVERY DATE FOR ALL PLANT MATERIAL. 12. PAINT OR STRING ALL NEW PLANTING AREAS AND LOCATIONS IN FIELD FOR LANDSCAPE ARCHITECT APPROVAL. ADJUSTMENT IN LOCATION OF PROPOSED PLANT MATERIAL MAY BE NEEDED IN THE FIELD. SHOULD AN ADJUSTMENT BE ADVISED, THE LANDSCAPE ARCHITECT MUST BE NOTIFIED. 13, ALL PLANT MATERIAL SHALL BE CLEARLY IDENTIFIED (COMMON OR LATIN NOMENCLATURE) WITH A PLASTIC TAG WHICH SHALL NOT BE REMOVED PRIOR TO THE LANDSCAPE ARCHITECT'S APPROVAL. 14. ALL PLANTING STOCK SHALL MEET AND CONFORM TO "THE AMERICAN STANDARDS FOR NURSERY STOCK", ANSI, LATEST WRITTEN STANDARDS AND CONSTITUTE MINIMUM QUALITY REQUIREMENTS FOR ALL PLANT MATERIAL. 15. AN INSPECTION TO APPROVE PLANT MATERIAL AT THE NURSERY SHALL OCCUR PRIOR TO INSTALLATION. CONTRACTOR TO PROVIDE 48 HOUR NOTIFICATION TO LANDSCAPE ARCHITECT. 16. ALL PLANT MATERIAL SHALL BE FERTILIZED UPON INSTALLATION WITH DRIED BONE MEAL OR OTHER FERTILIZER AS INDICATED MIXED IN WITH THE PLANTING SOIL PER THE MANUFACTURER'S INSTRUCTIONS. 17. ALL PLANT MATERIALS TO BE INSTALLED PER PLANTING DETAILS. 18. WRAP ALL DECIDUOUS TREES FROM THE GROUND TO THE FIRST BRANCH. WRAPPING MATERIAL SHALL BE QUALITY, HEAVY WATERPROOF CREPE PAPER MANUFACTURED FOR THIS PURPOSE. WRAP ALL DECIDUOUS TREES PLANTED IN THE FALL PRIOR TO DECEMBER 1 ST, AND REMOVE ALL WRAPPING BETWEEN MAY 1ST AND JUNE 1ST, OR AS INSTRUCTED BY THE LANDSCAPE ARCHITECT. 19. IF THE LANDSCAPE CONTRACTOR PERCEIVES ANY DEFICIENCIES IN THE PLANT SELECTIONS, SOIL CONDITIONS, OR ANY OTHER SITE CONDITIONS WHICH MIGHT NEGATIVELY AFFECT PLANT MATERIAL ESTABLISHMENT, SURVIVAL, OR GUARANTEE, LANDSCAPE CONTRACTOR SHALL BRING THESE DEFICIENCIES TO THE ATTENTION OF THE LANDSCAPE ARCHITECT 20. NO PLANT MATERIAL SUBSTITUTIONS WILL BE ACCEPTED UNLESS APPROVAL IS REQUESTED OF THE LANDSCAPE ARCHITECT BY THE LANDSCAPE CONTRACTOR PRIOR TO THE SUBMISSION OF A BID AND/OR QUOTATION. ANY SUBSTITUTION IS REQUIRED TO APPROVED IN WRITING BY THE LANDSCAPE ARCHITECT. 21. PROVIDE MATCHING FORMS AND SIZES FOR PLANT MATERIALS WITHIN EACH SPECIES AND SIZE DESIGNATED ON THE PLANS. ALL PLANT MATERIAL SHALL MEET SIZE AND QUALITY STANDARDS AS INDICATED IN DOCUMENTS AND SHALL BE OF TOP QUALITY AND VIGOROUS HEALTH. LANDSCAPE ARCHITECT RESERVES THE RIGHT TO REJECT PLANTS NOT MEETING THESE STANDARDS. 22. ALIGN AND EQUALLY SPACE PLANTINGS IN ALL DIRECTIONS AS DESIGNATED ON THE PLANS. 23. FINISH GRADE OF PLANTING AREAS SHALL BE 1" BELOW ADJACENT PAVING OR SURFACING AREAS UNLESS OTHERWISE NOTED 24. ALL TREES PLANTED ADJACENT TO PUBLIC AND/OR PEDESTRIAN WALKWAYS SHALL BE PRUNED CLEAR OF ALL BRANCHES BETWEEN GROUND AND A HEIGHT OF EIGHT (8) FEET FOR THAT PORTION OF THE PLAN LOCATED OVER THE SIDEWALK AND/OR ROAD. 25. PRUNE NEWLY PLANTED TREES AND SHEAR NEWLY PLANTED HEDGES AS DIRECTED BY LANDSCAPE ARCHITECT. 26. PROTECT ALL NEW EVERGREEN PLANTINGS FROM WINTER BURN BY WRAPPING NEW PLANTINGS WITH BURLAP. MAINTAIN THROUGHOUT WARRANTY PERIOD. 27. TREE ROOT BARRIERS SHALL BE INSTALLED WHERE TREES ARE PLACED WITHIN 5 FEET OF EXISTING OR NEW PAVEMENT SURFACES. THE ROOT BARRIER SHALL BE PLACED ON THE SIDE OF THE TREE PIT CLOSEST TO THE IMPROVEMENTS. DO NOT ENCLOSE ROOT BALL FOR TREES WITH ROOT BARRIER. 28. ALL PLANTING AREAS ON SLOPES OVER 4:1 SHALL RECEIVE COCONUT FIBER EROSION CONTROL NETTING FROM ROLLS. NETTING SHALL BE #CT-125, AS MANUFACTURED BY NORTH AMERICAN GREEN (OR EQUAL). INSTALL AND STAKE PER MANUFACTURER'S SPECIFICATIONS. 29. CONTRACTOR SHALL PROVIDE A WRITTEN REQUEST FOR THE OWNER ACCEPTANCE INSPECTION UPON COMPLETION OF ALL PLANTING WORK 30. PLANTING IN SEEDING AND/OR RESTORATION AREAS WILL FOLLOW PROCEDURES LISTED IN "SEEDING NOTES" AND "RESTORATION NOTES." 31. CONTRACTOR SHALL BE REQUIRED TO MAINTAIN ALL NEW PLANTING AREAS OF PROJECT UNTIL SUBSTANTIAL COMPLETION OF PROJECT. 32. AT THE TIME OF FINAL INSPECTION ALL PLANT MATERIAL SHALL BE IN HEALTHY, VIGOROUS GROWING CONDITION, PLANTED IN FULL ACCORDANCE WITH THE DRAWINGS AND SPECIFICATIONS. IRRIGATION NOTES 1. IRRIGATION SYSTEM TO BE DESIGN I BUILD. AN AUTOMATIC IRRIGATION SYSTEM SHALL BE INSTALLED TO PROVIDE COVERAGE FOR ALL PLANTING AREAS SHOWN ON THE PLAN. LOW VOLUME EQUIPMENT SHALL PROVIDE SUFFICIENT WATER FOR PLAN GROWTH WITH A MINIMUM WATER LOSS DUE TO WATER RUN OFF. IRRIGATION SYSTEM SHALL USE HIGH QUALITY, AUTOMATIC CONTROL VALVES, CONTROLLERS AND OTHER NECESSARY IRRIGATION EQUIPMENT. ALL COMPONENTS SHALL BE NON -CORROSIVE MATERIALS. ALL DRIP SYSTEMS SHALL BE ADEQUATELY FILTERED AND REGULATED PER THE MANUFACTURER'S RECOMMENDED DESIGN PARAMETERS. CONTRACTOR TO SUBMIT SHOP DRAWINGS FOR APPROVAL OF SYSTEM PRIOR TO INSTALLATION 2. IRRIGATION SYSTEM WILL OPERATE ON POTABLE WATER, AND THE SYSTEM WILL HAVE APPROPRIATE BACKFLOW PREVENTION DEVICES INSTALLED TO PREVENT CONTAMINATION OF THE POTABLE SOURCE. 3. IRRIGATION SYSTEM SHALL BE DESIGNED AND INSTALLED, TO THE MAXIMUM EXTENT POSSIBLE, TO CONSERVE WATER BY USING THE FOLLOWING DEVICES AND SYSTEMS: MATCHED PRECIPITATION RATE TECHNOLOGY ON ROTOR AND SPRAY HEADS (WHEREVER POSSIBLE), RAIN SENSORS, AND MULTI -PROGRAM COMPUTERIZED IRRIGATION CONTROLLERS FEATURING SENSORY INPUT CAPABILITIES. 4. ALL LAWN, PLANTING AREAS AND NEW TREE PLANTINGS WITHIN PROPERTY LIMITS MUST BE IRRIGATED, UNLESS OTHERWISE NOTED. NEW SEEDING AND I OR RESTORATION AREAS TO BE IRRIGATED SEPARATELY AS INDICATED ON DRAWINGS. 5. ALL NEW PLANTING BEDS, NEW TREE PLANTINGS, GREEN ROOFS AND CONTAINER PLANTINGS TO RECEIVE DRIP LINE EMITTER IRRIGATION. ALL TURF / LAWN, SEEDED AND / OR RESTORATION AREAS TO RECEIVE OVERHEAD SPRAY IRRIGATION. 6. PROPOSED IRRIGATION LAYOUTS AND MATERIAL LISTS MUST BE SUBMITTED WITH BIDS. ACCEPTABLE PRODUCT MANUFACTURERS INCLUDE RAINBIRD, TORO, AND NETAFIM. THE IRRIGATION CONTROLLER SHALL BE SIZED TO ACCOMMODATE ALL PROPOSED ZONES, INCLUDING ANY AREAS INDICATED AS FUTURE IRRIGATION, AND SHALL BE FULLY AUTOMATIC WITH A VOLATILE MEMORY CHIP. 7. IRRIGATION CONTRACTOR MUST VERIFY THE LOCATION OF ALL IRRIGATION SLEEVES. IF ADDITIONAL SLEEVING IS REQUIRED, IRRIGATION CONTRACTOR SHALL NOTIFY THE GENERAL CONTRACTOR AND THE LANDSCAPE ARCHITECT. ONLY TRENCHLESS METHODS WILL BE APPROVED AFTER PAVING IS COMPLETED. 8. THE IRRIGATION CONTRACTOR IS RESPONSIBLE FOR PROVIDING A COMPLETE IRRIGATION SYSTEM FROM THE POINT OF CONNECTION AT THE COLD WATER STUB OUT LINE(S) FROM THE BUILDING. THE STUB OUT(S) FROM THE BUILDING, THE BACKFLOW PREVENTER, AND OTHER CODE REQUIRED PLUMBING ELEMENTS MUST BE PROVIDED BY A LICENSED MECHANICAL CONTRACTOR. 9. THE IRRIGATION CONTRACTOR MUST INSTALL THE IRRIGATION CONTROL PANEL IN THE LOCATION INDICATED ON THE DRAWINGS OR AS APPROVED BY THE OWNER I LANDSCAPE ARCHITECT. COORDINATE LOCATION WI APPLICABLE TRADES. 10. THE IRRIGATION CONTRACTOR MUST PROVIDE OPERATIONS AND MAINTENANCE MANUALS AND ON -SITE INSTRUCTION TO THE OWNER IN THE SYSTEM OPERATION. THE IRRIGATION CONTRACTOR IS RESPONSIBLE FOR INITIAL SYSTEM STARTUP, WINTERIZATION FOR THE FIRST WINTER, AND STARTUP THE FOLLOWING SPRING. IRRIGATION CONTRACTOR SHALL INCLUDE IRRIGATION COVERAGE FOR ALL SEEDING I RESTORATION AREAS UNLESS OTHERWISE INDICATED.IRRIGATION CONTRACTOR SHALL COORDINATE WITH SEEDING I RESTORATION CONTRACTOR REGARDING IRRIGATION SYSTEM SCHEDULE AND IRRIGATION NEEDS IN RESTORATION AREAS. 12. ALL SPRAY AND ROTOR HEAD LOCATIONS SHALL BE STAKED, FLAGGED AND/OR OTHERWISE CLEARLY MARKED ON THE GROUND PRIOR TO INSTALLATION. SPRINKLER HEAD STAKING SHALL BE INSPECTED AND APPROVED BY THE OWNER'S REPRESENTATIVE OR THE LANDSCAPE ARCHITECT BEFORE INSTALLATION. STAKED LOCATIONS SHALL BE SPACED TO PROVIDE HEAD -TO -HEAD COVERAGE. 13. SET SPRINKLER HEADS PERPENDICULAR TO FINISH GRADE OF AREAS TO BE IRRIGATED UNLESS OTHERWISE INDICATED. 14. ADJUST IRRIGATION SYSTEM LAYOUT FOR ANY VERTICAL OBSTRUCTIONS OR INTERFERENCE. DO NOT OVERSPRAY ONTO WALKS, ROADWAYS, WALLS, FENCES AND I OR BUILDING STRUCTURES. 15. IRRIGATION SYSTEM SHALL BE BASED ON MINIMUM PRESSURE AND MAXIMUM FLOW DEMAND. VERIFY WATER PRESSURE BEFORE START OF CONSTRUCTION. REPORT ANY DIFFERENCES IN WATER PRESSURE READINGS AT IRRIGATION POINT OF CONNECTION PRIOR TO COMMENCING WITH IMPLEMENTATION OF IRRIGATION SYSTEM. 16, IF EXISTING IRRIGATION SYSTEM IS TO BE RETAINED FOR REUSE, CONTRACTOR SHALL PROPOSE ALL REQUIRED ADDITIONS TO EXISTING SYSTEM NECESSARY TO OBTAIN FULL COVERAGE OF ALL LANDSCAPE WORK AS INDICATED ON DRAWINGS AND PROVIDE A DESIGN BUILD DRAWING IDENTIFYING EXISTING AND PROPOSED IRRIGATION SYSTEM COMPONENTS FOR INSTALLATION. 17. PROVIDE AS -BUILT DRAWING OF FINAL IRRIGATION SYSTEM TO OWNER 1 LANDSCAPE ARCHITECT FOR THEIR RECORDS. UPON COMPLETION OF INSTALLATION OF IRRIGATION SYSTEM, IRRIGATION CONTRACTOR SHALL PROVIDE THE FOLLOWING: ACCURATE AND COMPLETE "AS BUILT" PLANS OF IRRIGATION SYSTEM INCLUDING 8-112"x1 V ZONE MAP TO BE PLACED INSIDE EACH CONTROLLER BOX. A LOG ON ALL WATER WINDOWS, RUN SCHEDULE TIMES, AND OTHER CHANGES AND/OR MODIFICATIONS TO THE IRRIGATION SYSTEM SINCE INSTALLATION. ONE HOUR OF TRAINING TO OWNER ON IRRIGATION SYSTEM AND CONTROLLER OPERATION. THREE OF EACH TYPE OF HEAD AND EMITTER INSTALLED. ONE OF EACH TYPE OF VALVE INSTALLED. REVIEW WINTERIZATION PROCEDURES FOR IRRIGATION SYSTEM WITH OWNERS REPRESENTATIVE. SITE LIGHTING NOTES 1. THE LIGHTING PLAN IS INTENDED TO SHOW THE LOCATIONS AND TYPE OF LUMINAIRE FIXTURES ONLY. POWER SYSTEMS, CONDUIT, WIRING, VOLTAGES AND OTHER ELECTRICAL COMPONENTS ARE THE RESPONSIBILITY OF THE CONTRACTOR. EXTERIOR LIGHTING TYPES SHALL CONSIST PRIMARILY OF LOW VOLTAGE LANDSCAPE LIGHTING UNLESS OTHERWISE NOTED. 2. ALL LANDSCAPE LIGHTING AND THEIR COMPONENTS SHALL MEET THE UL1838 GOVERNING STANDARDS. 3. CONTRACTOR TO NOTIFY LANDSCAPE ARCHITECT OF ANY LIGHTING LOCATIONS THAT CONFLICT WITH DRAINAGE, UTILITIES OR OTHER STRUCTURES. 4. COORDINATE PROPOSED POWER SOURCES FOR ALL SITE LIGHTING ELEMENTS AND THEIR LOCATIONS. 5. COORDINATE SWITCHING AND CONTROLS SYSTEMS FOR EXTERIOR LIGHTING WITH OWNER, LANDSCAPE ARCHITECT. VERIFY ALL SWITCH LOCATIONS ON SITE PRIOR TO INSTALLATION. 6. INSTALL LIGHT FIXTURES PER MANUFACTURER'S RECOMMENDATIONS AND PER LOCAL, STATE, AND NATIONAL REGULATIONS. 7. ALL LIGHTING IN PAVEMENT AND HARDSCAPE TO BE CORE DRILLED. VERIFY FINAL LOCATIONS IN HARDSCAPE AREAS PRIOR TO DRILLING.. 8. ALL LIGHT POLE BASES SHALL BE DESIGNED AND SIGNED OFF BY A STRUCTURAL ENGINEER. 9. ALL ELECTRICAL JUNCTION BOXES FOR EXTERIOR LIGHTS SHALL BE LOCATED IN PLANTING AREAS OR OTHER DISCRETE LOCATIONS AND APPROVED BY LANDSCAPE ARCHITECT PRIOR TO INSTALLATION. 10. ALL TRANSFORMERS SHOULD BE SIZED TO ALLOW FOR ANY FUTURE INCREASE IN SYSTEM LOAD, AS WELL AS THE RESISTIVE VALUES ASSOCIATED WITH LONGER CABLE RUN DISTANCES AND THE USE OF VOLTAGE TAPS GREATER THAN 12-VOLT. INSTALL TRANSFORMERS PER MANUFACTURER'S RECOMMENDATIONS. 11. ALL 120-VOLT ELECTRICAL WORK SHOULD BE PERFORMED BY A LICENSED ELECTRICIAN UNLESS OTHERWISE SPECIFIED BY LAW. REFER TO ALL NEC AND ALL LOCAL CODES FOR ADDITIONAL DETAILS. 12. ALL EXTERIOR RECEPTACLE BOXES SHOULD BE G.F.C.I.-PROTECTED FOR USE WITH TRANSFORMERS THAT UTILIZE A PLUG-IN CORD. ALL RECEPTACLE BOXES SHOULD UTILIZE AN "IN -USE" OR "BUBBLE" TYPE RECEPTACLE COVER TO PROTECT IT FROM WATER ENTRY. 13. ALL RECEPTACLES, LOW VOLTAGE TRANSFORMERS, AND FIXTURES CANNOT BE LOCATED WITHIN 10 FEET OF ANY WATER SOURCE THAT WOULD BE NORMALLY OCCUPIED BY HUMANS. 14. EXTERIOR LIGHTING SYSTEM SHALL CONNECT TO EITHER PHOTOCELL OR ASTRONOMICAL TIMER. VERIFY FINAL LIGHTING CONTROLS WITH OWNER AND LANDSCAPE ARCHITECT PRIOR TO INSTALLATION. RESTORATION NOTES 1. ALL EXOTICS, INVASIVE AND UNDESIRED TALL NATIVE SPECIES TARGETED FOR REMOVAL WILL BE REMOVED BY HAND OR SPRAYED WITH APPROVED HERBICIDE. THIS WORK SHALL BEGIN DURING THE FIRST STAGES OF CONSTRUCTION AND EXTEND THROUGH THE MANAGEMENT PERIOD. 2. LANDSCAPE ARCHITECT MUST APPROVE MANAGEMENT STRATEGY OF NATIVE SPECIES TO BE LEFT AND MANAGED ON SITE. 3. RESTORATION PLANTING AND SEEDING SHALL BEGIN AFTER ALL CONSTRUCTION AND TREE PLANTING WORK IS COMPLETE AND THE IRRIGATION SYSTEM INSTALLED BY OTHERS IS IN PLACE. 4. RESTORATION CONTRACTOR SHALL NOTIFY THE LANDSCAPE ARCHITECT OF THE PLANTING AND SEEDING START DATE A MINIMUM OF ONE WEEK PRIOR TO SEEDING AND PLANTING. 5. SALVAGED TOPSOIL APPROVED BY THE RESTORATION CONTRACTOR WILL BE SPREAD ONLY ON AREAS CLEARED OF TOPSOIL DURING CONSTRUCTION. APPROVED TOPSOIL WILL ONLY BE SPREAD TO THE ORIGINAL GRADE OR GRADE APPROVED BY THE LANDSCAPE ARCHITECT. 6. SEVERELY COMPACTED SOIL CAUSED BY CONSTRUCTION TRAFFIC SHALL BE LOOSENED TO ORIGINAL GRADE BY OTHERS. MINOR COMPACTION SHALL BE LOOSENED BY RESTORATION CONTRACTOR TO ORIGINAL GRADE OR GRADE APPROVED BY THE LANDSCAPE ARCHITECT. 7. SEEDING SHALL BE HAND BROADCAST AND RAKED EITHER BY HAND OR WITH A DRAG HARROW. S. ALL PLANT MATERIAL SHALL BE WARRANTED BY THE RESTORATION CONTRACTOR FOR A PERIOD OF ONE YEAR AFTER OWNER'S WRITTEN ACCEPTANCE. ANY ACTS OF VANDALISM OR DAMAGE WHICH MAY OCCUR PRIOR TO THE OWNER'S WRITTEN ACCEPTANCE SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR. 9. SEEDED AND SODDED AREAS SHALL BE WATERED WITH THE IRRIGATION SYSTEM (INSTALLED BY OTHERS) FOR A MINIMUM OF FOUR WEEKS OR UNTIL SEED IS ESTABLISHED. ALL WATERING ASSUMES A SYSTEM COVERING ALL RESTORATION AREAS IS IN PLACE AND RESTORATION CONTRACTOR HAS CONTROL OVER WATERING SCHEDULE FOR RESTORATION AREAS. 10. PLANTINGS SHALL BE PLACED ACCORDING TO SPECIFIC ZONE SECTION NEEDS AND NOT ACCORDING TO A FIXED PATTERN. ON -CENTER GOALS ARE ON AVERAGE. 11. LANDSCAPE ARCHITECT MUST APPROVE ALL SEEDING LOCATIONS PRIOR TO SEEDING. 12, NO FERTILIZER OR SOIL AMENDMENTS ARE REQUIRED IN THE RESTORATION AREAS UNLESS DEEMED NECESSARY BY THE RESTORATION CONTRACTOR. 13, RESTORATION CONTRACTOR SHALL PROVIDE A WRITTEN REQUEST FOR THE OWNER ACCEPTANCE INSPECTION UPON COMPLETION OF ALL RESTORATION SEEDING AND PLANTING WORK. WARRANTY I ►] ALL HARDSCAPE AND PAVING AREAS TO BE WARRANTED FOR 1 YEAR AFTER OWNER ACCEPTANCE. ALL PLANT MATERIAL TO BE WARRANTED FOR 1 YEAR AFTER OWNER ACCEPTANCE. AN INSPECTION OF PLANT MATERIAL WILL OCCUR AFTER THE FIRST YEAR FOLLOWING SUBSTANTIAL COMPLETION / OWNER ACCEPTANCE. THE LANDSCAPE ARCHITECT SHALL NOTIFY THE CONTRACTORS OF INSPECTION DATE. REPLACEMENTS MAY BE REQUIRED AT THIS TIME. REPLACEMENTS SHALL BE PLANTED WITHIN 30 DAYS FROM THE DATE OF INSPECTION UNLESS OTHERWISE DIRECTED IN ACCORDANCE WITH ACCEPTED HORTICULTURAL PRACTICES. LANDSCAPE STRUCTURAL NOTES 1. BUILDING CODE: CONFORM TO LATEST EDITION OF STATE BUILDING CODE AND INTERNATIONAL BUILDING CODE (IBC). 2. CONTRACTOR SHALL BE SOLELY RESPONSIBLE FOR THE MEANS AND METHODS OF CONSTRUCTION AND FOR THE SAFETY OF PERSONS AND PROPERTY. CONTRACTOR SHALL BE RESPONSIBLE FOR COMPLYING WITH ALL SAFETY PRECAUTIONS AND REGULATIONS DURING THE WORK. THE ENGINEER WILL NOT ADVISE ON NOR ISSUE DIRECTION AS TO SAFETY PRECAUTIONS AND PROGRAMS. 3. THE DRAWINGS HEREIN REPRESENT THE FINISHED STRUCTURE. DURING ERECTION OF THE STRUCTURE, THE CONTRACTOR SHALL BE SOLELY RESPONSIBLE FOR TEMPORARY SHORING, BRACING, FORMING, ETC. TO HOLD THE STRUCTURE IN PROPER ALIGNMENT AND TO WITHSTAND ALL LOADS TO WHICH THE STRUCTURE MAY BE SUBJECTED. SUCH MEASURES SHALL BE LEFT IN PLACE AS LONG AS REQUIRED FOR SAFETY AND UNTIL ALL FRAMING AND CONNECTIONS ARE IN PLACE. 4. FOOTINGS AND SOIL DATA: 4.1. SOIL PARAMETERS ARE ASSUMED FOR THE DESIGN OF THE RETAINING WALLS FOR THE FOLLOWING: 4.1.a. MAXIMUM ALLOWABLE SOIL BEARING CAPACITY = 2000 PSF. 4.1.b. LATERAL SOIL PRESSURES (EQUIVALENT FLUID PRESSURE) 45 PCF. 4.2. FOOTINGS SHALL BEAR ON NATURAL UNDISTURBED SOIL OR ON COMPACTED, ENGINEERED FILL. ALL SUBGRADE SHALL BE PREPARED AND COMPACTED ACCORDING TO THE RECOMMENDATIONS PROVIDED BY A GEOTECHNICAL ENGINEER. 5. ALL TOPSOIL, FILL AND OTHER UNSUITABLE BEARING MATERIAL SHALL BE REMOVED. A GEOTECHNICAL ENGINEER SHALL INSPECT THE EXCAVATED AREA TO ENSURE ALL MATERIALS REQUIRING REMOVAL HAVE BEEN REMOVED AND TO VERIFY THE SOIL BEARING CAPACITY USED FOR DESIGN PRIOR TO CONCRETE PLACEMENT. 6. EMBEDMENT DEPTH FROM EXTERIOR GRADE TO BOTTOM OF FOOTING SHALL NOT BE LESS THAN 5'-0". BOTTOM OF FOOTING ELEVATION SHALL BE LOWERED AS REQUIRED TO MEET THIS MINIMUM. 7. ALL RETAINING WALLS SHALL HAVE A MINIMUM OF 12 INCHES OF FREE -DRAINING GRANULAR BACKFILL, FULL HEIGHT OF WALL, UNLESS NOTED OTHERWISE. PROVIDE CONTROL JOINTS IN RETAINING WALLS AT APPROXIMATELY EQUAL INTERVALS NOT TO EXCEED 40 FEET OR 3 TIMES THE WALL HEIGHT. PROVIDE EXPANSION JOINTS AT EVERY FOURTH CONTROL JOINT UNLESS OTHERWISE INDICATED. 8. MUD SLABS, FOOTINGS OR SLABS SHALL NOT BE PLACED ONTO OR AGAINST SUBGRADE CONTAINING FREE WATER, FROST OR ICE. CONTRACTOR SHALL TAKE ALL NECESSARY PRECAUTIONS TO PREVENT ANY FROST OR ICE FROM PENETRATING ANY FOOTING OR SLAB SUBGRADE BEFORE AND AFTER PLACING CONCRETE UNTIL SUCH SUBGRADES ARE FULLY PROTECTED BY THE PERMANENT BUILDING STRUCTURE OR PROPER DEPTH OF BURY. 9. DO NOT UNDERMINE EXISTING FOUNDATIONS. 10. REINFORCED CONCRETE: 10.1. DESIGN CODE: USE BUILDING CODE REQUIREMENTS FOR STRUCTURAL CONCRETE (ACI 318), LATEST ADOPTION 10.2. CONCRETE MIXES SHALL BE DESIGNED PER ACI 301 USING THE FOLLOWING PARAMETERS: 10.2.a. PORTLAND CEMENT CONFORMING TO ASTM C150 OR C595. 10.2.b. AGGREGATE CONFORMING TO ASTM C33. 10.2.c. ADMIXTURES CONFORMING TO ASTM C494, C1017, AND C260. DO NOT USE CALCIUM CHLORIDE OR ADMIXTURES CONTAINING CALCIUM CHLORIDE. 10.2.d. CONCRETE SHALL BE READY -MIXED IN ACCORDANCE WITH ASTM C94. 11. REINFORCING STEEL 11.1. BARS -ASTM A615, GR. 60 11.2. PLACEMENT OF CONCRETE AND REINFORCEMENT SHALL BE IN ACCORDANCE WITH ACI AND CRSI STANDARDS. 11.3. DO NOT FIELD BEND BARS PARTIALLY EMBEDDED IN HARDENED CONCRETE UNLESS SPECIFICALLY INDICATED OR ACCEPTED BY THE ENGINEER. 11.4. PROVIDE CORNER BARS EQUAL IN SIZE AND SPACING TO WALL HORIZONTAL REINFORCEMENT UNLESS OTHERWISE DETAILED. 12. COLD WEATHER CONCRETING SHALL FOLLOW PROCEDURES IN ACI 306. 13. HOT WEATHER CONCRETING SHALL FOLLOW PROCEDURES IN ACI 305, 14, PROVIDE 32 BAR DIAMETER LAP LENGTHS FOR WALL FOOTINGS UNLESS NOTED OTHERWISE. FOR OTHER LAP LENGTHS PROVIDE CLASS B LAP SPLICES IN ACCORDANCE WITH ACI 318. 15. BAR SUPPORTS AND HOLDING BARS SHALL BE PROVIDED FOR ALL REINFORCING STEEL TO ENSURE COMPLIANCE WITH MINIMUM CONCRETE COVER. BAR SUPPORTS SHALL BE PLASTIC, PLASTIC TIPPED, EPDXY COATED OR STAINLESS STEEL FOR UNCOATED STEEL. BAR SUPPORTS FOR COATED STEEL SHALL BE PLASTIC, PLASTIC COATED OR EPDXY COATED. 16. CONCRETE MIX DESIGN(S) SHALL BE SUBMITTED TO ENGINEERIARCHITECT FOR REVIEW. 17. PROVIDE REINFORCING STEEL SHOP DRAWINGS TO ENGINEER 1 LANDSCAPE ARCHITECT FOR REVIEW / APPROVAL. 18. MATERIAL STRENGTHS: MAX WATER COMPRESSIVE MAX TO CEMENT DESCRIPTION STRENGTH ft) AGGREGAT SLUMP RATIOS AT 28 DAYS E SIZE IWIC)31 FOOTINGS 3,000 PSI 1 1/2" 4" ± 1" 0.57 RETAINING WALLS (5°1 4,000 PSI 34' 4" ± 1" 0.45 AIR ENTRAINED) 1 / TOLERANCE ON AIR CONTENT AS DELIVERED SHALL BE ± 1.5% 21 PRIOR TO THE ADDITION OF PLASTICIZER OR HIGH -RANGE WATER -REDUCER 1 / TOLERANCE ON AIR CONTENT AS DELIVERED SHALL BE ± 1.5% TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 T 612 345 4275 MCCONNELL RESIDENCE 1520 BOHNS POINT RD, ORONO MN 55391 The designs shown and described herein including all technical drawings, graphics and specifications thereof, are proprietary and cannot be copied, duplicated or commercially exploited, in whole or in part, without the express written permission of Travis Van Liere Studio, LLC. These are available for limited review and evaluation by clients, consultants, contractors, governement agencies, and vendors only in accordance with this notice. O Copyright 2024 Travis Van Liere Studio, LLC. All rights reserved I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape Architect under the laws of the State of Minnesota. - q_ �v TRAVIS VAN LIERE license no: 43728 date: 8/1/2024 Rev # Description Date -- _ISSUED FOR BID 02/09/2024_ 1 BID _SET REVISIONS 04/15/2024 2 BID SET REVISIONS 0711712024 ISSUE FOR PERMIT 08/01/2024 Drawing: GENERAL NOTES Drawn By: Date: Scale: Sheet: A.S., B.W., E.A 08101 /2024 NIA L001 645 a J_ ♦- W W t� C17 U z 4d c7 0 N w 0 z W W J J W Z z O 0 X 0 m a 0 Of 0 Cn U W 0 co CI_ 0 N in CD J (V 0¢ LL W w0 J N00 o u:.l a, ro O m v t3 GENERAL NOTES 1. SEE SHEET LO00 FOR PROJECT INFORMATION, SHEET INDEX, AND LEGEND. 2. SEE SHEET L001 FOR GENERAL NOTES. 3. REFER TO ARCHITECTURAL DRAWINGS FOR BUILDING INFO. 4. ELECTRICAL CONTRACTOR, MECHANICAL CONTRACTOR, AND IRRIGATION CONTRACTOR TO COORDINATE WI PAVING, CONCRETE, AND WALL CONTRACTORS ON SLEEVE LOCATIONS UNDER DRIVEWAYS, WALKS, AND WALLS. 5. REFER TO SHEET L010 - EXISTING CONDITIONS PLAN FOR BOUNDARY INFORMATION. ALL CONSTRUCTION STAKING MUST BE PERFORMED BY A REGISTERED LAND SURVEYOR. 6. DO NOT SCALE THE DRAWINGS. WRITTEN DIMENSIONS ARE TO BE USED FOR ALL LAYOUT WORK. 7. THE CONTRACTOR SHALL IMMEDIATELY NOTIFY THE LANDSCAPE ARCHITECT OF ANY LAYOUT DISCREPANCIES. 8. ALL SITE ELEMENTS SHALL BE STAKED IN THE FIELD AND APPROVED BY LANDSCAPE ARCHITECT PRIOR TO CONSTRUCTION. 9. AUTOCAD FILE AVAILABLE TO CONTRACTOR UPON REQUEST FOR FIELD LAYOUT. o KEYNOTES 1. EXISTING SIGNIFICANT TREE(S) TYP. - SAVE AND PROTECT 2. EXISTING NEIGHBORING PROPERTYISITE FEATURE - SAVE AND PROTECT 3. EXISTING CITY STREETIALLEY - SAVE AND PROTECT, REPAIR ANY DAMAGED AREAS PER CITY STANDARDS 4. EXISTING HOUSE 5. EXISITNG SHED - SAVE AND PROTECT 6. EXISITNG MECHANICAL AREA - SAVE AND PROTECT 7. EXISTING WELL CAP - V.I.F., SAVE AND PROTECT 8. EXISTING DETACHED GARAGE - SAVE AND PROTECT 9. EXT. ELECTRICAL TRANSFORMER - SAVE AND PROTECT 10. EX. SURFACING TO REMAIN - SAVE AND PROTECT 11. EXISTING WALLS - SAVE AND PROTECT 12. EX. DOCK TO REMAIN - SAVE AND PROTECT 13. EXISTING LANDSCAPE EDGING - SAVE AND PROTECT 14. EXISTING WATER FEATURE - SAVE AND PROTECT 15. EXISTING STAIRS TO REMAIN - SAVE AND PROTECT 16. EXISTING RIP RAP SHORELINE TO REMAIN - SAVE AND PROTECT 17. MAIN FLOOR OVERHANG, TYP. - V.I.F 18. CLEAN OUT TO BE RELOCATED, V.I.F. ❑ SHEET NOTES 1. 20'x5O' GRAVEL CONSTRUCTION ENTRANCE 2. SOIL STOCKPILE AREA 3. CONCRETE WASHOUT AREA 4. EROSION CONTROL/TREE PROTECTION FENCE, TYP. 5. EXISTING WALLS AT ENTRY STOOP TO REMAIN - SAVE AND PROTECT 6. EXISTING CONCRETE SURFACING - SAVE AND PROTECT 7. EXISTING LAN DSCAPINGNEGETATION - SAVE AND PROTECT 1 x953.1 � x952.5 9 \ 1 l x954.F. �� R - 3 18 R 9 x950.9 / x953.7 13 4 / x952.2 x952.6 - ^ • X`-PROPERTY L4NE�, x_-�-)�- X R - 8 9 �••_�k�_Moo- R-2 DE SETBr r pSiACK. l \ E) •,� �� ��'i l \v 2 1 FF 1 > �> 1 I � R-4 REMOVALS SCHEDULE KEY DESCRIPTION R1 EXISTING TREE TO BE REMOVED - VERIFY WI LANDSCAPE ARCHITECT/OWNER IN FIELD R2 EXISTING BITUMINOUS DRIVEWAY TO BE REMOVED I UTILIZE AS CONSTRUCTION STAGING UNTIL FINAL DRIVEWAY IS TO BE INSTALLED R3 EXISTING LANDSCAPING TO BE REMOVED R4 EXISTING PAVER SURFACING TO BE REMOVED R5 EXISTING FLAGSTONE SURFACING TO BE REMOVED R6 EX. STONE VENEER SURFACING TO BE REMOVED R7 EXISTING LANDSCAPE STAIRS TO BE REMOVED R8 EX. FENCE TO BE REMOVED R9 EXISTING AGGREGATE SURFACING TO BE REMOVED R10 EXISTING LANDSCAPE EDGING TO BE REMOVED R11 EXISTING WALL TO BE REMOVED EXISTING HARDCOVER CALCULATIONS HOUSE 3,713 s.f. DETACHED GARAGE 801 s.f. SHED 68 s.f. BITUMINOUS 3,915 s.f. CONCRETE 108 s.f. PAVERS 1,102 s.f. DECKS 230 s.f. RETAINING WALLS 210 s.f. PAVERS INSIDE 75' SETBACK 136 s.f. CONCRETE INSIDE 75' SETBACK 117 s.f. RETAINING WALLS INSIDE 75' SETBACK 455 s.f. DECK INSIDE 75' SETBACK 31 s.f. AGGREGATE GRAVEL 791 s.f. AREA OF EXISTING HARDCOVER 11,677 s.f. EXCLUDABLE HARDCOVER (SEE CITY CODE SEC 78-1684) FIRST 100 S.F. DECK 100 s.f. RETAINING WALLS 210 s.f. TOTAL EXCLUDABLE HARDCOVER 310 s.f. NET EXISTING HARDCOVER 11,367.00 s.f. TOTAL LOT AREA 36,974 s.f. PROPOSED HARDCOVER I PROPERTY AREA RATIO 30.74% HARDCOVER I PROPERTY AREA RATIO ALLOWED BY CODE 25% HARDCOVER I PROPERTY AREA RATIO OVER ALLOWED 5.74% PROPOSED HARDCOVER AREA OVER ALLOWED 2,123.50 s.f. r C� Y) 4" �� -------- _ x 1 ! 5 11 11 \ o x950.5 4 / \ - �� x 9 4'9 .. xg52.4� X94rA.=wow+4 i R- 1RuNEW \ R 9 1 2 \ 3 9 PROPERTY LINE _ R - 3 I / R 11 z 958, r i / 956.4 • • 1 ! 16 �x947.8 _ xl 1 10' SIDE S>GTBACKf/ - � � 47.1 � II x , � J x953.7 / 14•j.3 G II x948�8� / - x x9 4/ 4.9 4 s7mP R-5 x946% 6.0/ x93 1 f I I xg59-,6 x949.4 i x94 x96 3 / x xl r / i - 943.8 xl C o 4g ? x946.7 x944 6 R 3 sang 9 r> R 11 Y�1 , Ij /� �, ; 93�g \�% . FR--61 o x m 1 17 17 I • 7> / R - 1 4 x 4 ? \ x9` i �� . / 11 EX. HOUSE � R 5 x948.6 i � i I �� •� 13 l- J �` a' x 9 56.2 / 5 6 4 R -10 k _ o• d- FFE:959.20'± ,4 �. x9�8.1 x946.8 0 .�y'% x I / GO 956.3 >g56.6 / BFFE: 949.10`± 17'%�� 1 o; 1 A 958.9 x948.8 �� d �I ❑ i • f , x94.4 n55.4 x956.3 ,,,948.:, �� i� '•x� 1 i' �• x955�8 6 R 6 948.: ti / ;` �'_ R-2+i x.: 7948.0 a ��+ R 10 g 6.4 17 r �� M \ x947.1 x ,, r I - k 6 `� R 5 1 1 }� 1 II x94 .1 }x937.7 11 �,928 0 � l � 5 11 f 1 I r R 3 ` I j ' nCT I �I r a�I } x94t3.5 �rrr x9�44.7 I� x954.4 I ��V7 R1 � p, x947.9 x.95'Q 9445 J, �r_`-09 9 94�� f r 5E I-` �� g47 1 5 .Z 8, x946.7 7 x �n\ f / J,� � C' /i I. ��•, �f d °�x927.8 EX. DIET GARAGE �� -===�z-r� x951.0 N J9 r I I 1 �r _ �� i�' r ` I � T P�E'`RTY Ll E + // 943.4 9 x9 1.0 1 13 k ��t� _ 954.2 -✓ \r v K �- > i �� .: P c4 �4.0 1 1° • x FFE; 951.60'± x-- _ sIDE sETBAc �, �� --. -x 7� _/_ -10 ✓ 7 x t _ -x-&Wo1 95 < X-_ �c l.5 x947.8 i 9 42. x 0 1 0 Z �V 1 8 i� � X 1� �\-% l �` ~ \`�i- x•:. x954.2 / ��= . x X- • �LX.-• X� �rt��:� a?• � � ?49.1 / � XX +`X . �� 1 J / 949.4 4 � \ jC 7y > / X X�X• • X� - - -fir- 4 = - - _ / 94 Y /Of LLJ L 949.3� _ X X \ • 'PROPERTY LINE +r / 1 13 948. 7 - 2 99. 8148.3' - - / x945.4 x�q4-.4 / x,a43.5 / j �w •%� • X ; 10 -�-� 952Jj ii� 945.0~ -r \1 / Ja�6 ❑Q❑% /g48.1 / �1- �1 _ _ _ f - 1 1 x942.8 4 .6 / I l� T� I 1 `Aj48. 945.5 947.4/ o r � � x948.6 t 1 / 94 45.4 ' 945.3 944.9 f 4 x95 1 8.3 -44� v �, � -_a g48.8 _ � 1 f � x945.1 L--•� r 151.7 9�0.1 / O LID945.4 945.3 945.2 x944.4 9419 x944.7 CD i x944.6 x944.4 / x 4`L.1 / �1 1 ` J i f a / x 40.4 / ° 927.9 � 1 x948.9 - 7 f xa44 2 �Ik / � 1 Z_ �I � 3 a O C U p_ SAID � z \ l CD 9 �® \ 4-B. l \ v } x 9 47.6 9-4�- t \ x948.3 1 I 1 \ V I \ l x947.7 co (' 9, 947.1 9 \ 1 ` )EXISTING CONDITIONS AND REMOVALS PLAN x948. � rn o A_7 R / 1RV x943.7 x944.4� I LJ U x942,9 / / / / °� i x442.0 / / c f U 6 944. x944.2 5.4 944.8 0 Y/9 44.0 / / { ot`, v �944.2 x9 4 X942.8 x941.7 x941.0 /x939.81/ ' M � CN II �/ // // 1 1� 1I sr 46.1�._60 / / / 1 / r �927.9 x944.9 .o / s V / x943-E x943.4 / x941.8 o / x944.4 x943.2 x937.8 44.5 x943.8 ri I CC x942.9 x945.0 x940.5� 6.2 1 x937.2 1 `t 1 48.1 N /_ $4$ - - _ - x935.7 x9 �� ❑i:, 4 - 9 8 x,i 16 TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 T 612 345 4275 MCCONNELL RESIDENCE 1520 BOHNS POINT RD, ORONO MN 55391 The designs shown and described herein including all technical drawings, CRYSTAL BAY graphics and specifications thereof, are proprietary and cannot be copied, LAKE MINNETONKA duplicated or commercially exploited, in whole or in part, without the express OHW 929.40' written permission of Travis Van Liere Studio, LLC. These are available for limited review and evaluation by clients, consultants, contractors, governement agencies, and vendors only in accordance with this notice. 0 8' 16' 32' SCALE: 1116" = V-0" © Copyright 2024 Travis Van Liere Studio, LLC. All rights reserved hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape Architect under the laws of the State of Minnesota. �_4 - TRAVIS VAN LIERE license no: 43728 date: 8/1/2024 Rev # Description Date ISSUED FOR BID 02/09/2024 1 BID SET REVISIONS O4/1512024 2 BID SET REVISIONS 07/17/2024 ISSUE FOR PERMIT 08/0112024 Drawing: EXISTING CONDITIONS AND REMOVALS PLAN Drawn By: A.S., B.W., E.A Date: 08/01 /2024 Scale: 1116" = V-0" Sheet: L010 646 a 0 J i= LLJ 19 F- LU o_ Cl7 C� z 0 N W U z Lu Q Lu o' J J W z z 0 U X 0 m O Of 0 U Lu 2E -0&S a�r 00 N J � LU 0 LL ry ww N00 ��w M �Q 00 _ ai ro O m v t3 GENERAL NOTES 1. SEE SHEET L000 FOR PROJECT INFORMATION, SHEET INDEX, AND LEGEND. 2. SEE SHEET L001 FOR GENERAL NOTES. 3. REFER TO ARCHITECTURAL DRAWINGS FOR BUILDING INFO. 4. ELECTRICAL CONTRACTOR, MECHANICAL CONTRACTOR, AND IRRIGATION CONTRACTOR TO COORDINATE WI PAVING, CONCRETE, AND WALL CONTRACTORS ON SLEEVE LOCATIONS UNDER DRIVEWAYS, WALKS, AND WALLS. 5. REFER TO SHEET 1-010 - EXISTING CONDITIONS PLAN FOR BOUNDARY INFORMATION. ALL CONSTRUCTION STAKING MUST BE PERFORMED BY A REGISTERED LAND SURVEYOR. 6. DO NOT SCALE THE DRAWINGS. WRITTEN DIMENSIONS ARE TO BE USED FOR ALL LAYOUT WORK. 7. THE CONTRACTOR SHALL IMMEDIATELY NOTIFY THE LANDSCAPE ARCHITECT OF ANY LAYOUT DISCREPANCIES. 8. ALL SITE ELEMENTS SHALL BE STAKED IN THE FIELD AND APPROVED BY LANDSCAPE ARCHITECT PRIOR TO CONSTRUCTION. 9. AUTOCAD FILE AVAILABLE TO CONTRACTOR UPON REQUEST FOR FIELD LAYOUT. ❑ KEYNOTES 1. EXISTING SIGNIFICANT TREE(S) TYP. - SAVE AND PROTECT 2. EXISTING NEIGHBORING PROPERTYISITE FEATURE - SAVE AND PROTECT 3. EXISTING CITY STREETIALLEY - SAVE AND PROTECT, REPAIR ANY DAMAGED AREAS PER CITY STANDARDS 4. EXISTING HOUSE 5. EXISITNG SHED - SAVE AND PROTECT 6. EXISITNG MECHANICAL AREA - SAVE AND PROTECT 7. EXISTING WELL CAP - V.I.F., SAVE AND PROTECT 8. EXISTING DETACHED GARAGE - SAVE AND PROTECT 9. EXT. ELECTRICAL TRANSFORMER - SAVE AND PROTECT 10. EX. SURFACING TO REMAIN - SAVE AND PROTECT 11. EXISTING WALLS - SAVE AND PROTECT 12. EX. DOCK TO REMAIN - SAVE AND PROTECT 13. EXISTING LANDSCAPE EDGING - SAVE AND PROTECT 14. EXISTING WATER FEATURE - SAVE AND PROTECT 15. EXISTING STAIRS TO REMAIN - SAVE AND PROTECT 16. EXISTING RIP RAP SHORELINE TO REMAIN - SAVE AND PROTECT 1 17. MAIN FLOOR OVERHANG, TYP. - V.I.F 18. CLEAN OUT TO BE RELOCATED, V.I.F. ❑ SHEET NOTES 1. POOL EQUIPMENT LOCATION O V- / 1 18 I -4 -13 1 _ .. • . PROPERTY LINE-* • � \ GEN AC AC 9 • • • • q li o 0 0 �} �_ AS&EL C � � � iji/ i/�ii/ �/r;��ii 10' SIDE SEiBACKj/ r/ �///��� / /i /�/ � _❑ - ` • I I , � � � /�///i/��//i��/r�///rid//i///i///i //i///i /i///�i//r/////// //i ////i//////❑ r////////❑ ///i///////i/// \ // // / /// // //% // // /// / // / " Y✓/ // // // } C //r///�///�/////j//// /r/ r// / • r � � �� �ori�j`i�//�/���i/�,r/j���i��jr���i j%jam%�i%//;��/❑%�iij❑/ EX. GARAGE / / � 17 /r / /// /// / /�/////i//// ////////// ///////i///i P.A. 13 i/i��/i/�/i/i�/i 1 //i/❑i/// j/ice/// P.A. ❑ // //// / ❑ P.A. // ///// ///////// P.A. ii�iiii❑�❑i�ii��ii��i�iii�ii� � �%ii�i/ ❑ ❑❑�ji%/ii��i�i��i L. ❑ \ RISR - �N - • %%///j//%///%� % j j%//% j/%�//j%�//❑/ % ❑%//r�%/%%%%%jj j�% // h RISR RISR 1 / �� -//i/ /i%�i❑❑ iii / P.A. 1 } EX. D E 13 ` FFE z } 1 05 .0LU i CL 0CC I ir-- -9-46- ❑ f 1 CD I CD 1 1 ' o Z L� ^ LL } U CL i LL li CDCO 1® I I \ I 1 ' � III } I � \ V II II I II II II } } i I 1 , I I I SITE REFERENCE PLAN \i I 6 17 4❑ 11 EX, HOUSE FFE: 959.20'± BFFE: 949.10'± `fo> m EXISTING HARDCOVER CALCULATIONS PROPOSED HARDCOVER CALCULATIONS HOUSE 3,713 s.f. HOUSE 3,713 s.f. DETACHED GARAGE 801 s.f. DETACHED GARAGE 801 s.f. SHED 68 s.f. SHED 68 s.f. BITUMINOUS 3,915 s.f. BITUMINOUS DRIVEWAY 3,662 s.f. CONCRETE 108 s.f. CONCRETE STOOP AT DET. GARAGE 108 s.f. PAVERS 1,102 s.f. STEPPERS 103 s.f. DECKS 230 s.f. STONE @ FRONT OF HOUSE 555 s.f. RETAINING WALLS 210 s.f. GRILL AND DINING TERRACES 320 s.f. PAVERS INSIDE 75' SETBACK 136 s.f. STEPS TO POOL 95 s.f. CONCRETE INSIDE 75' SETBACK 117 s.f. POOL 801 s.f. RETAINING WALLS INSIDE 75' SETBACK 455 s.f. POOL TERRACE 305 s.f. DECK INSIDE 75' SETBACK 31 s.f. CONCRETE PAD FOR POOL EQUIP. 24 s.f. AGGREGATE GRAVEL 791 s.f. DECKS 230 s.f. AREA OF EXISTING HARDCOVER 11,677 s.f. STAIRS TO LAKE 117 s.f. RETAINING WALLS TO REMAIN 459 s.f. EXCLUDABLE HARDCOVER (SEE CITY CODE SEC 78-1684) NEW RETAINING WALLS 213 s.f. FIRST 100 S.F. DECK 100 s.f. AREA OF EXISTING HARDCOVER 11,574 s.f. RETAINING WALLS 210 s.f. EXCLUDABLE HARDCOVER (SEE CITY CODE SEC 78-1684) TOTAL EXCLUDABLE HARDCOVER 310 s.f. FIRST 100 S.F. DECK 100 s.f. NET EXISTING HARDCOVER 11,367.00 s.f. RETAINING WALLS 672 s.f. TOTAL LOT AREA 36,974 s.f. TOTAL EXCLUDABLE HARDCOVER 772 s.f. PROPOSED HARDCOVER I PROPERTY AREA RATIO 30.74% HARDCOVER I PROPERTY AREA RATIO ALLOWED BY CODE 25% NET EXISTING HARDCOVER s.f. HARDCOVER 1 PROPERTY AREA RATIO OVER ALLOWED 5.74% TOTAL LOT AREA 36,974 s.f. PROPOSED HARDCOVER AREA OVER ALLOWED 2,123.50 s.f. PROPOSED HARDCOVER I PROPERTY AREA RATIO 29.22% HARDCOVER 1 PROPERTY AREA RATIO ALLOWED BY CODE 25% HARDCOVER I PROPERTY AREA RATIO OVER ALLOWED 4,22% PROPOSED HARDCOVER AREA OVER ALLOWED 1,558.50 s.f. 3 4 3 3 x 1 5 ._�-• _�--, + • 1MONOamonx- -� -- I • • -PROPERTY LINE' i / 1 ❑ J. , r, • .�� o /� J P.A. ��`��❑ P.A. 1 �,' r+ . P.A. ~ ' ~ ~ r -10' SIDE SET13ACKf/ 0 U j' ■ qv RISK DINE ❑ RIS _ / r ON 9 �: i. �N- i 1 RISK P.A. 15 I / / , / r f RISR P.A. / / en l`v M ory 1 � ❑ ❑ ❑ ❑ ❑ U / l '/❑ 17 Q: 1 m " j / 1 POOL I _ 15'x4_0' WATER ELEV.: POOL 948.17 i P.A. TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 T 612 345 4275 MCCONNELL RESIDENCE 1520 BOHNS POINT RD, ORONO MN 55391 The designs shown and described herein including all technical drawings, CRYSTAL BAY graphics and specifications thereof, are proprietary and cannot be copied, LAKE MINNETONKA duplicated or commercially exploited, in whole or in part, without the express OHW 929.40' written permission of Travis Van Liere Studio, LLC. These are available for limited review and evaluation by clients, consultants, contractors, governement agencies, and vendors only in accordance with this notice. 0 8' 16' 32' SCALE: 1116" = V-0" @ Copyright 2024 Travis Van Liere Studio, LLC. All rights reserved hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape Architect under the laws of the State of Minnesota. TRAVIS VAN LIERE license no: 43728 date: 8/19/2024 Rev # Description Date ISSUED FOR BID 02/09/2024 1 BID SET REVISIONS O4/1512024 2 BID SET REVISIONS 07/17/2024 ISSUE FOR PERMIT 08/0112024 Drawing: SITE REFERENCE PLAN Drawn By: A.S., B.W., E.A Date: 08/01 /2024 Scale: 1116" = V-0" Sheet: L100 647 0 J w 19 F- LU o_ c� Z c� 0 N w U z w w J J Ll_I z z 0 U X 0 m Q.- 0 Of 0 F- U LL 0m aT 0 N O J N ♦- w r-)Q 0 ry ww 0 =0 CD LJ J ai ro 7 O m v t3 GENERAL NOTES 1. SEE SHEET L000 FOR PROJECT INFORMATION, SHEET INDEX, AND LEGEND. 2. SEE SHEET L001 FOR GENERAL NOTES. 3. REFER TO ARCHITECTURAL DRAWINGS FOR BUILDING INFO. 4. ELECTRICAL CONTRACTOR, MECHANICAL CONTRACTOR, AND IRRIGATION CONTRACTOR TO COORDINATE WI PAVING, CONCRETE, AND WALL CONTRACTORS ON SLEEVE LOCATIONS UNDER DRIVEWAYS, WALKS, AND WALLS. 5. REFER TO SHEET 1-010 - EXISTING CONDITIONS PLAN FOR BOUNDARY INFORMATION. ALL CONSTRUCTION STAKING MUST BE PERFORMED BY A REGISTERED LAND SURVEYOR. 6. DO NOT SCALE THE DRAWINGS. WRITTEN DIMENSIONS ARE TO BE USED FOR ALL LAYOUT WORK. 7. THE CONTRACTOR SHALL IMMEDIATELY NOTIFY THE LANDSCAPE ARCHITECT OF ANY LAYOUT DISCREPANCIES. 8. ALL SITE ELEMENTS SHALL BE STAKED IN THE FIELD AND APPROVED BY LANDSCAPE ARCHITECT PRIOR TO CONSTRUCTION. 9. AUTOCAD FILE AVAILABLE TO CONTRACTOR UPON REQUEST FOR FIELD LAYOUT. Z) w z 7- r a w CL O IY I- ir-- - 44-6 - a O z o O O ,y � U CL u z O M o KEYNOTES 1. EXISTING SIGNIFICANT TREE(S) TYP. - SAVE AND PROTECT 2. EXISTING NEIGHBORING PROPERTYISITE FEATURE - SAVE AND PROTECT 3. EXISTING CITY STREETIALLEY - SAVE AND PROTECT, REPAIR ANY DAMAGED AREAS PER CITY STANDARDS 4. EXISTING HOUSE 5. EXISITNG SHED - SAVE AND PROTECT 6. EXISITNG MECHANICAL AREA - SAVE AND PROTECT 7. EXISTING WELL CAP - V.I.F., SAVE AND PROTECT 8. EXISTING DETACHED GARAGE - SAVE AND PROTECT 9. EXT. ELECTRICAL TRANSFORMER - SAVE AND PROTECT 10. EX. SURFACING TO REMAIN - SAVE AND PROTECT 11. EXISTING WALLS - SAVE AND PROTECT 12. EX. DOCK TO REMAIN - SAVE AND PROTECT 13. EXISTING LANDSCAPE EDGING - SAVE AND PROTECT 14. EXISTING WATER FEATURE - SAVE AND PROTECT 15. EXISTING STAIRS TO REMAIN - SAVE AND PROTECT 16. EXISTING RIP RAP SHORELINE TO REMAIN - SAVE AND PROTECT 1 ' 1 1 1 V,V C I' f l � � � 1 \ `y 1 1 I I 1 t SITE LAYOUT PLAN 17. MAIN FLOOR OVERHANG, TYP. - V.I.F 18. CLEAN OUT TO BE RELOCATED, V.I.F. ❑ SHEET NOTES 1. POOL EQUIPMENT LOCATION 0 • • -PROPERTY LINE OEM- r P.A. f . •_. ,-.-� '-727 2' 11'4" '22' - _I 0. SIDE SET13ACKr' P.A. / J / 2', TYP. - k �f DN RISR � RIS DN 1 / - -- � � f / ✓' c< DN IRIS 7 Cl) zo } M T 00 P.A.31 RISR P.A. I 1 I� M DN ' I O 24'-4" 4' 20'-2, 0 17 00 0 �' MCj m 7' 8' a 14'-6" 8' � +er � EX, HOUSE -� 4' �- � 4' - Lu - ( FFE: 959.20' + w QQ� ALIGN r _ = BFFE. 949.1 0_ 17 c� 1 1 15'x4_0' POOL r w co 4, WATER EL V.: 948.17 1 `' ` P.A. d w w ' 17 1, 6, 3' u� 1 1 5 - 44'-6" F- 1 1 � -'� 37'-4" P.A. rn j rr J I Pool I - - �- ) r„o - o n ti � I � • -10' SIDE SETBACK • • PROPER LINE 1 13 -� 7 2 .` •� a 37'-4" �PROPE RTY LINE' .. ' I 1 V- 1 1 0 1 ' / I CRYSTAL BAY LAKE MINNETONKA OHW 929.40' K 0 8' 16' 32' SCALE: 1116" = V-0" (1) TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 T 612 345 4275 MCCONNELL RESIDENCE 1520 BOHNS POINT RD, ORONO MN 55391 The designs shown and described herein including all technical drawings, graphics and specifications thereof, are proprietary and cannot be copied, duplicated or commercially exploited, in whole or in part, without the express written permission of Travis Van Liere Studio, LLC. These are available for limited review and evaluation by clients, consultants, contractors, governement agencies, and vendors only in accordance with this notice. © Copyright 2024 Travis Van Liere Studio, LLC. All rights reserved. hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape Architect under the laws of the State of Minnesota. �-4 - TRAVIS VAN LIERE license no: 43728 date: 8/1/2024 Rev # Description Date ISSUED FOR BID 02/09/2024 1 BID SET REVISIONS O4/1512024 2 BID SET REVISIONS 07/17/2024 ISSUE FOR PERMIT 08/0112024 Drawing: SITE LAYOUT PLAN Drawn By: A.S., B.W., E.A Date: 08/01 /2024 Scale: 1116" = V-0" Sheet: L101 648 GENERAL NOTES ❑ KEYNOTES PAVING SCHEDULE N O w F- LU cD Z 010, 11-011 0 N w U Z w w Ir J J Ll_I Z Z 0 U X 0 m a 0 Of 0 U LL 0a- 0 M O -z NO � N J > N [Y I wcs) __jQ 0 ry ww 0 =o o N u:.l N Q5 :5 n 0 ai ro O ._�6 n- 2 Q) Q> 0 1. SEE SHEET L000 FOR PROJECT INFORMATION, SHEET INDEX, AND LEGEND. 2. SEE SHEET L001 FOR GENERAL NOTES. 3. REFER TO ARCHITECTURAL DRAWINGS FOR BUILDING INFO. 4. ELECTRICAL CONTRACTOR, MECHANICAL CONTRACTOR, AND IRRIGATION CONTRACTOR TO COORDINATE WI PAVING, CONCRETE, AND WALL CONTRACTORS ON SLEEVE LOCATIONS UNDER DRIVEWAYS, WALKS, AND WALLS. 5. REFER TO SHEET L010 - EXISTING CONDITIONS PLAN FOR BOUNDARY INFORMATION. ALL CONSTRUCTION STAKING MUST BE PERFORMED BY A REGISTERED LAND SURVEYOR. 6. DO NOT SCALE THE DRAWINGS. WRITTEN DIMENSIONS ARE TO BE USED FOR ALL LAYOUT WORK. 7. THE CONTRACTOR SHALL IMMEDIATELY NOTIFY THE LANDSCAPE ARCHITECT OF ANY LAYOUT DISCREPANCIES. 8. ALL SITE ELEMENTS SHALL BE STAKED IN THE FIELD AND APPROVED BY LANDSCAPE ARCHITECT PRIOR TO CONSTRUCTION. 9. AUTOCAD FILE AVAILABLE TO CONTRACTOR UPON REQUEST FOR FIELD LAYOUT. w z 7- r a w O CC a ire a O z o O O y � U CL u z O 1. EXISTING SIGNIFICANT TREE(S) TYP. - SAVE AND PROTECT 2. EXISTING NEIGHBORING PROPERTYISITE FEATURE - SAVE AND PROTECT 3. EXISTING CITY STREETIALLEY - SAVE AND PROTECT, REPAIR ANY DAMAGED AREAS PER CITY STANDARDS 4. EXISTING HOUSE 5. EXISITNG SHED - SAVE AND PROTECT 6. EXISITNG MECHANICAL AREA - SAVE AND PROTECT 7. EXISTING WELL CAP - V.I.F., SAVE AND PROTECT 8. EXISTING DETACHED GARAGE - SAVE AND PROTECT 9. EXT. ELECTRICAL TRANSFORMER - SAVE AND PROTECT 10. EX. SURFACING TO REMAIN - SAVE AND PROTECT 11. EXISTING WALLS - SAVE AND PROTECT 12. EX. DOCK TO REMAIN - SAVE AND PROTECT 13. EXISTING LANDSCAPE EDGING - SAVE AND PROTECT 14. EXISTING WATER FEATURE - SAVE AND PROTECT 15. EXISTING STAIRS TO REMAIN - SAVE AND PROTECT 16. EXISTING RIP RAP SHORELINE TO REMAIN - SAVE AND PROTECT 1 ' 1 1 1 V,V C I' f l � � y 1 \ 4`y 1 1 I \ I 1 t SURFACING AND WALLS PLAN • •PROPE 0RTY LINE `7-6 • 1 17. MAIN FLOOR OVERHANG, TYP. - V.I.F 18. CLEAN OUT TO BE RELOCATED, V.I.F. ❑ SHEET NOTES 1. EXISTING WALL 2. TIE IN LANDSCAPE EDGING TO EXISTING EDGING REPLACE AND TIE IN ROCK MAINTENANCE EDGE AT DRIVEWAY - MATCH EXISTING 3. POOL EQUIPMENT LOCATION 4. EXISTING CLEAN OUT PIPE TO BE COVERED, REPLACE IF NEEDED - SAVE AND PROTECT 1 O HATCH KEY DESCRIPTION P1 ASPHALT SURFACING P2 PORCELAIN STEPPER UNIT P3 STONE VENEER SURFACING P4 MORTAR -SET POOL COPING P5 MONOLITHIC PORCELAIN STEP UNIT P6 STONE VENEER STAIRS P7 MORTAR -SET PORCELAIN SURFACING P8 C.I.P CONCRETE SURFACING o WALL SCHEDULE KEY DESCRIPTION W1 DRY -STACKED STONE RETAINING WALL W2 DRY -STACKED STONE RETAINING WALL W3 DRY -STACKED STONE RETAINING WALL W4 DRY -STACKED STONE RETAINING WALL W5 DRY -STACKED STONE RETAINING WALL W6 DRY -STACKED STONE RETAINING WALL Eci EDGING SCHEDULE KEY DESCRIPTION E9 COMMERCIAL LANDSCAPE EDGING RTY LINE • • -PROPS �/ P.A. \ - P.A. - - �10' SIDE SET13ACKr, � P.A. r RIS ON W 5 ! E 1 �r � filsR P.A. ]N P 7 P 2 mQ, Kr y f jjj LU ,OL :948.17 ------------� r P.A. rr om- .. PROPERTY LINE- • ' ���'� �... • . �N .•• (x I � ��o. I V_ f � � � ❑ xl 0 1 ' / I i�4A i // l.J 3 4 3 3 x CRYSTAL BAY LAKE MINNETONKA OHW 929.40' K 0 8' 16' 32' SCALE: 1116" = V-0" TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 T 612 345 4275 MCCONNELL RESIDENCE 1520 BOHNS POINT RD, ORONO MN 55391 The designs shown and described herein including all technical drawings, graphics and specifications thereof, are proprietary and cannot be copied, duplicated or commercially exploited, in whole or in part, without the express written permission of Travis Van Liere Studio, LLC. These are available for limited review and evaluation by clients, consultants, contractors, governement agencies, and vendors only in accordance with this notice. © Copyright 2024 Travis Van Liere Studio, LLC. All rights reserved hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape Architect under the laws of the State of Minnesota. TRAVIS VAN LIERE license no: 43728 date: 8/1/2024 Rev # Description Date ISSUED FOR BID 02/09/2024 1 BID SET REVISIONS O4/1512024 2 BID SET REVISIONS 07/17/2024 ISSUE FOR PERMIT 08/0112024 Drawing: SURFACING AND WALLS PLAN Drawn By: A.S., B.W., E.A Date: 08101 /2024 Scale: 1116" = V-0" Sheet: L102 649 0 N w U Z LU LLI J J LU Z Z 0 U X 0 m Q.- 0 Of 0 C0 I- Q) LLI 0m aT 0 N O J [V wo) _Q 0 ry ww 0 �00 CD, u1 CV Q5 7�; 0 ai ro O m v t3 GENERAL NOTES 1. SEE SHEET L000 FOR PROJECT INFORMATION, SHEET INDEX, AND LEGEND. 2. SEE SHEET L001 FOR GENERAL NOTES. 3. REFER TO ARCHITECTURAL DRAWINGS FOR BUILDING INFO. 4. ELECTRICAL CONTRACTOR, MECHANICAL CONTRACTOR, AND IRRIGATION CONTRACTOR TO COORDINATE WI PAVING, CONCRETE, AND WALL CONTRACTORS ON SLEEVE LOCATIONS UNDER DRIVEWAYS, WALKS, AND WALLS. 5. REFER TO SHEET L010 - EXISTING CONDITIONS PLAN FOR BOUNDARY INFORMATION. ALL CONSTRUCTION STAKING MUST BE PERFORMED BY A REGISTERED LAND SURVEYOR. 6. DO NOT SCALE THE DRAWINGS. WRITTEN DIMENSIONS ARE TO BE USED FOR ALL LAYOUT WORK. 7. THE CONTRACTOR SHALL IMMEDIATELY NOTIFY THE LANDSCAPE ARCHITECT OF ANY LAYOUT DISCREPANCIES. 8. ALL SITE ELEMENTS SHALL BE STAKED IN THE FIELD AND APPROVED BY LANDSCAPE ARCHITECT PRIOR TO CONSTRUCTION. 9. AUTOCAD FILE AVAILABLE TO CONTRACTOR UPON REQUEST FOR FIELD LAYOUT. Z) w Z r r a w CL O CC a ir-- - 44-6 - a O z o o O � U CL LL � 4 a O M O KEYNOTES 1. EXISTING SIGNIFICANT TREE(S) TYP. - SAVE AND PROTECT 2. EXISTING NEIGHBORING PROPERTYISITE FEATURE - SAVE AND PROTECT 3. EXISTING CITY STREETIALLEY - SAVE AND PROTECT, REPAIR ANY DAMAGED AREAS PER CITY STANDARDS 4. EXISTING HOUSE 5. EXISITNG SHED - SAVE AND PROTECT 6. EXISITNG MECHANICAL AREA - SAVE AND PROTECT 7. EXISTING WELL CAP - V.I.F., SAVE AND PROTECT 8. EXISTING DETACHED GARAGE - SAVE AND PROTECT 9. EXT. ELECTRICAL TRANSFORMER - SAVE AND PROTECT 10. EX. SURFACING TO REMAIN - SAVE AND PROTECT 11. EXISTING WALLS - SAVE AND PROTECT 12. EX. DOCK TO REMAIN - SAVE AND PROTECT 13. EXISTING LANDSCAPE EDGING - SAVE AND PROTECT 14. EXISTING WATER FEATURE - SAVE AND PROTECT 15. EXISTING STAIRS TO REMAIN - SAVE AND PROTECT 16. EXISTING RIP RAP SHORELINE TO REMAIN - SAVE AND PROTECT 1 ' 1 � 1 V 1 c� I' f 1 � � l � � � 1 \ `y 1 1 I \ � 1 t SITE ELEMENTS AND LIGHTING PLAN 17. MAIN FLOOR OVERHANG, TYP. - V.I.F 18. CLEAN OUT TO BE RELOCATED, V.I.F. ❑ SHEET NOTES 1. PROVIDE GAS STUB OUT FOR GRILL AND FIREPIT AREA 2. POOL EQUIPMENT LOCATION 0 SAGE r r \� �- �/ -10' SIDE SETBACK • • PROPERTY LINE � • . - 1 13 � � 7 +� 2 -� - 10 i l / I o SITE ELEMENT SCHEDULE SYMBOL KEY DESCRIPTION 0 S1 CATCH BASIN ORE S2 POP-UP EMITTER POT S3 IRRIGATED PLANTER POT, BY OWNER S4 CUSTOM SWIMMING POOL S5 BASKETBALL HOOP, BY OWNER S6 PLAY SET, BY OWNER S7 BUILT-IN GRILL, BY OWNER LIGHTING SCHEDULE SYMBOL KEY DESCRIPTION Q, L1 ACCENT LIGHT O L2 SURFACE -MOUNT STEP LIGHT L3 TREE -MOUNT LIGHT (MOON LIGHT) o L4 UNDERWATER LED LIGHT L5 PATH LIGHT I/ RTY LINE' • • �•� P.A. g - P.A. / -10, SIDE SETBACKr;'.. P.A. r 1°�➢ A ;(OD �0 \ P.A. S 1 -� e B - ' / M ' aRl ----ii----ii---ii---ii ��S I I - Cj i f i U mQ, a L 4 W 15'x40' POOL t WATER ELEV.: 948.17 � l � E. ■ r W • 1 � y -V I ot 00 / a� � I 1 3 4 3 3 x CRYSTAL BAY LAKE MINNETONKA OHW 929.40' K 0 8' 16' 32' SCALE: 1116" = V-0" (1) TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 T 612 345 4275 MCCONNELL RESIDENCE 1520 BOHNS POINT RD, ORONO MN 55391 The designs shown and described herein including all technical drawings, graphics and specifications thereof, are proprietary and cannot be copied, duplicated or commercially exploited, in whole or in part, without the express written permission of Travis Van Liere Studio, LLC. These are available for limited review and evaluation by clients, consultants, contractors, governement agencies, and vendors only in accordance with this notice. © Copyright 2024 Travis Van Liere Studio, LLC. All rights reserved hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape Architect under the laws of the State of Minnesota. �_4 - TRAVIS VAN LIERE license no: 43728 date: 8/1/2024 Rev # Description Date ISSUED FOR BID 02/09/2024 1 BID SET REVISIONS O4/1512024 2 BID SET REVISIONS 07/17/2024 ISSUE FOR PERMIT 08/0112024 Drawing: SITE ELEMENTS AND LIGHTING PLAN Drawn By: A.S., B.W., E.A Date: 08/01 /2024 Scale: 1116" = V-0" Sheet: L103 650 CD N J F_ w 19 F- LU cf7 C� Z c� 0 N w U Z w w J Ll_I Z Z O U X O m Q.- 0 Of 0 F- U LL a-zr CD J FN wc�) _Q O w ry w �_j NOO O N LJ J NCO ai ro O m v GENERAL NOTES 1. SEE SHEET L000 FOR PROJECT INFORMATION, SHEET INDEX, AND LEGEND. 2. SEE SHEET L001 FOR GENERAL NOTES. 3. REFER TO ARCHITECTURAL DRAWINGS FOR BUILDING INFO. 4. ELECTRICAL CONTRACTOR, MECHANICAL CONTRACTOR, AND IRRIGATION CONTRACTOR TO COORDINATE WI PAVING, CONCRETE, AND WALL CONTRACTORS ON SLEEVE LOCATIONS UNDER DRIVEWAYS, WALKS, AND WALLS. 5. REFER TO SHEET L010 - EXISTING CONDITIONS PLAN FOR BOUNDARY INFORMATION. ALL CONSTRUCTION STAKING MUST BE PERFORMED BY A REGISTERED LAND SURVEYOR. 6. DO NOT SCALE THE DRAWINGS. WRITTEN DIMENSIONS ARE TO BE USED FOR ALL LAYOUT WORK. 7. THE CONTRACTOR SHALL IMMEDIATELY NOTIFY THE LANDSCAPE ARCHITECT OF ANY LAYOUT DISCREPANCIES. 8. ALL SITE ELEMENTS SHALL BE STAKED IN THE FIELD AND APPROVED BY LANDSCAPE ARCHITECT PRIOR TO CONSTRUCTION. 9. AUTOCAD FILE AVAILABLE TO CONTRACTOR UPON REQUEST FOR FIELD LAYOUT. GRADING AND DRAINAGE PLAN O ❑ KEYNOTES 1. EXISTING SIGNIFICANT TREE(S) TYP. - SAVE AND PROTECT 2. EXISTING NEIGHBORING PROPERTYISITE FEATURE - SAVE AND PROTECT 3. EXISTING CITY STREETIALLEY - SAVE AND PROTECT, REPAIR ANY DAMAGED AREAS PER CITY STANDARDS 4. EXISTING HOUSE 5. EXISITNG SHED - SAVE AND PROTECT 6. EXISITNG MECHANICAL AREA - SAVE AND PROTECT 7. EXISTING WELL CAP - V.I.F., SAVE AND PROTECT 8. EXISTING DETACHED GARAGE - SAVE AND PROTECT 9. EXT. ELECTRICAL TRANSFORMER - SAVE AND PROTECT 10. EX. SURFACING TO REMAIN - SAVE AND PROTECT 11. EXISTING WALLS - SAVE AND PROTECT 12. EX. DOCK TO REMAIN - SAVE AND PROTECT 13. EXISTING LANDSCAPE EDGING - SAVE AND PROTECT 14. EXISTING WATER FEATURE - SAVE AND PROTECT 15. EXISTING STAIRS TO REMAIN - SAVE AND PROTECT 16. EXISTING RIP RAP SHORELINE TO REMAIN - SAVE AND PROTECT 17. MAIN FLOOR OVERHANG, TYP. - V.I.F 18. CLEAN OUT TO BE RELOCATED, V.I.F. ❑ SHEET NOTES 1. CATCH BASIN, TYPICAL 2. POP-UP EMITTER, TYPICAL 3. DRAIN TILE, TYPICAL, DRAIN TO DAYLIGHT 4. POOL EQUIPMENT LOCATION Grading Plan Approved W/ Comment Adam Edwards 09/26/2024 3 3 x r � 11 1 1/ ,-wow" z � � 1 r 3 � � 2 1 3 - ROPERTY LINE" ' • � � .- �= � -'�i rI- ,YI 957.00 P TYP: TYP. 957.50 r / r BOW TOW sss 6 P.A. �9 - P.A. i rr Jr 18 r �' ,.. f -- l 95s 95--� 0' SIDE S7GTBACK >rr Ir\ z '- o - B W � -- �•. � TYP' 1 ��' - �" / , � / � � P.A. \ / O 5-1 PRO RTY LINE - �l 957.50 OW, / • .. Q - 57.1 TOS z TOS, DN 'ROSE. 1 �� -- RIS / «- --«--- - _<C - - - - -- = R DN 55.56- ISR f C c ce p" 956.50 BOS- AsaEL c. 957.70 z BOSIBO 956.17 , TOS _ 55. 5 BOS RISR / 10, SID SETBACK- 40% _ 956.17 956.33 sss N 1 / r 5o r 6.7 _ 956.8 TYP. 958.60 TOS Cg35 _ 41 6 957.56 P.A. 15 ssa � TYP. TOW RISK P.F 953 I � - 952 , f EX. GARAGE BOW 1 CB 951 � ' __J �� V� FFE:95G.80'± 9Bow - � - - -W- JA�2 949. 0 948.90 -» - - 952.33 \ 948.83 -> p.e. I 948.83 956.8 14 17 - BOWIBOS TO U BOW2 a P.A. EX. HOUSE 94 952.33 3 ,.6 F F E: 9 59.20'± 948.70± 953.83 � M.E. 953.75 BOS I 95 1 ' RISR BFFE: 949.10'± 17 53.58 aN aN D" 959.00 - TOW 94 948,67 15'x40' POOL WATER ELEV.: 948.17 948.55 LIJ 1� m �L4 t f �r 1 r rrr rf J G / I � I•�� • d 5 • . PROPERTY LINE ' I / a / / � ❑ sl 0 1 � I I 3 4 CRYSTAL BAY LAKE MINNETONKA OHW 929.40' K 0 8' 16' 32' SCALE: 1116" = V-0" (1) TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 T 612 345 4275 MCCONNELL RESIDENCE 1520 BOHNS POINT RD, ORONO MN 55391 The designs shown and described herein including all technical drawings, graphics and specifications thereof, are proprietary and cannot be copied, duplicated or commercially exploited, in whole or in part, without the express written permission of Travis Van Liere Studio, LLC. These are available for limited review and evaluation by clients, consultants, contractors, governement agencies, and vendors only in accordance with this notice. © Copyright 2024 Travis Van Liere Studio, LLC. All rights reserved hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape Architect under the laws of the State of Minnesota. �_4 - TRAVIS VAN LIERE license no: 43728 date: 8/20/2024 Rev # Description Date ISSUED FOR BID 02/09/2024 1 BID SET REVISIONS O4/1512024 2 BID SET REVISIONS 07/17/2024 ISSUE FOR PERMIT 08/0112024 Drawing: GRADING AND DRAINAGE PLAN Drawn By: A.S., B.W., E.A Date: 08/01 /2024 Scale: 1116" = V-0" Sheet: L201 651 SHRUBS 0 J F_ w 19 F- LU o_ CJ7 c� Z 4d c� 0 N w U z W Q w o- J J W z z 0 U X 0 m 0 Of 0 F- U w 0 co aT 0 N O J [V F 0¢ LLry w w a J N00 ow ai ro O m v t3 GENERAL NOTES 1. SEE SHEET L000 FOR PROJECT INFORMATION, SHEET INDEX, AND LEGEND. 2. SEE SHEET L001 FOR GENERAL NOTES. 3. REFER TO ARCHITECTURAL DRAWINGS FOR BUILDING INFO. 4. ELECTRICAL CONTRACTOR, MECHANICAL CONTRACTOR, AND IRRIGATION CONTRACTOR TO COORDINATE WI PAVING, CONCRETE, AND WALL CONTRACTORS ON SLEEVE LOCATIONS UNDER DRIVEWAYS, WALKS, AND WALLS. 5. REFER TO SHEET L010 - EXISTING CONDITIONS PLAN FOR BOUNDARY INFORMATION. ALL CONSTRUCTION STAKING MUST BE PERFORMED BY A REGISTERED LAND SURVEYOR. 6. DO NOT SCALE THE DRAWINGS. WRITTEN DIMENSIONS ARE TO BE USED FOR ALL LAYOUT WORK. 7. THE CONTRACTOR SHALL IMMEDIATELY NOTIFY THE LANDSCAPE ARCHITECT OF ANY LAYOUT DISCREPANCIES. 8. ALL SITE ELEMENTS SHALL BE STAKED IN THE FIELD AND APPROVED BY LANDSCAPE ARCHITECT PRIOR TO CONSTRUCTION. 9. AUTOCAD FILE AVAILABLE TO CONTRACTOR UPON REQUEST FOR FIELD LAYOUT. Z) r , �I z r r Of w CL O CC ir-- -946- a O t•- z 3 O O o y U CL � LL - � (.P 4 a CD CO 1 �I II V II II II II LANDSCAPE PLAN ❑ KEYNOTES 1. EXISTING SIGNIFICANT TREE(S) TYP. - SAVE AND PROTECT 2. EXISTING NEIGHBORING PROPERTYISITE FEATURE - SAVE AND PROTECT 3. EXISTING CITY STREETIALLEY - SAVE AND PROTECT, REPAIR ANY DAMAGED AREAS PER CITY STANDARDS 4. EXISTING HOUSE 5. EXISITNG SHED - SAVE AND PROTECT 6. EXISITNG MECHANICAL AREA - SAVE AND PROTECT 7. EXISTING WELL CAP - V.I.F., SAVE AND PROTECT 8. EXISTING DETACHED GARAGE - SAVE AND PROTECT 9. EXT. ELECTRICAL TRANSFORMER - SAVE AND PROTECT 10. EX. SURFACING TO REMAIN - SAVE AND PROTECT 11. EXISTING WALLS - SAVE AND PROTECT 12. EX. DOCK TO REMAIN - SAVE AND PROTECT 13. EXISTING LANDSCAPE EDGING - SAVE AND PROTECT 14. EXISTING WATER FEATURE - SAVE AND PROTECT 15. EXISTING STAIRS TO REMAIN - SAVE AND PROTECT 16. EXISTING RIP RAP SHORELINE TO REMAIN - SAVE AND PROTECT 17. MAIN FLOOR OVERHANG, TYP. - V.I.F 18. CLEAN OUT TO BE RELOCATED, V.I.F ❑ SHEET NOTES 1. MULCH MAINTENANCE AREA/ DOG RUN 2. PROPOSED VEGETABLE GARDEN, BY OWNER 3. CONTRACTOR TO PROVIDE SOIL AND IRRIGATION FOR VEGETABLE GARDEN AREA 4. EXISTING GARDEN, SUPPLEMENT WITH PERENNIALS AS SPECIFIED 5. POOL EQUIPMENT LOCATION Q Qn PLANT SCHEDULE TREES KEY NAME CITY I SIZE SPACING Amelanchier x grandiflora 'Autumn Brilliance' AG B EA' 10' HT. SEE AUTUMN BRILLIANCE B.B. PLAN SERVICEBERRY 2" Betula platyphylla 'Jefpark' SEE BP 3 EA. CAL PARKLAND PILLAR BIRCH • PLAN Gleditsia triacanthos var inermis 5• SEE GT 'Skycole' 1 EA. CAL. SKYLINE HONEYLOCUST B.B. PLAN 12' HT SEE Picea abies PG 4 EA. NORWAY SPRUCE B.B. PLAN PS Pinus strobus 'Fastigiate' 2 EA. 12' HT. SEE COLUMNAR WHITE PINE B.B. PLAN Acer x freemanii'Armstrong' 12' HT. SEE AF 6 EA ARMSTRONG MAPLE B.B. PLAN SP KE NAME QT SI AC Y Y ZE IN G Buxus x'Glencoe' 1 24" HT. BG CHICAGOLAND GREEN 41 EA. CONT. 2' O.C. BOXWOOD Thuja occidentalis 'Techny' 7 - 8' TO TECHNY ARBORVITAE 10 EA. I HT 6, O.C. B.B. PERENNIALS TURF & SEED MIXES HATCH KEY NAME AREA SEED RATE u G1 TURF I SOD 706 S.Y. I G2 NO -MOW FESCUE 0.03 AC. SP KE NAME QT SI AC Y Y ZE IN G �J • •/ + #+ + ++++� ++ + + + + �••=PROPERTYLINE.'••�i+++++++ �++++1 + + + + + + + + + + + + + + + + i' � + + + + + / �� + + + + + + + QS + +'t + + �+ + + + + + + + + + + + + + + + + + f y+ + + + + +/+ + + + + + + + + + �10' SIDE SETgACK�/� rj� + + + + �-+ �. �+ + + � + + + � + + +�+ � \%+,j+%+++++++i/:. r / + + +� / V \ AA PERENNIAL 1 - SPECIES TBD 1,429 #1 18" EA. CONT. O.C. BB PERENNIAL 2 - SPECIES TBD 217 #1 18" EA. CONT. O.C. BG 20 /��❑� BB 101? h __J BG ; - - 21 LU z ❑ ❑ ❑ V j / � J 'y Gi p O 1 j cot 1 J J rr�i❑❑ • 1 N J .ram r 6 17 + + + - + �� - , \I ++, 11 5 +++ +- + �----------- AA f I J I if _F' I \ +++ -- ----- ---- --- ---- l _ - - o i + +-\ 126 EQUOIP. +++ + +� ++ +_ + +++++++++++++ + - - - - - - - - - - - 6 I II J lJ 1 • 2 \ 1WELL + �+ + �:+�+ + + + + + ++ + + + NNNN ny I _ RAGE�-/\ �t � .. • . PROPERTY LINE' . � ?�± 10' SIDE SETBACK✓ J �� • • � � I 1 I �� `', • • ;.. � • �- � � 1 � x / I II �1 0 l II \ 1 ❑ / -❑\' -- - -- -f j � • . . �� • � •a �` J a �� %' ` /I womom MON WWWW G1 \ • • PROPERTY LINE - _ �■ 1 13 j�� 7/ 2 10 \ I // / � �/ lJ 1 1 ❑❑❑ x I J II-$4$- 15'x40' POOL t, WATER ELEV.: 948.17 3 4 CRYSTAL BAY 11 LAKE MINNETONKA OHW 929.40' 16 11 K 0 8' 16' 32' SCALE: 1116" = V-0" (1) TRAVIS VAN LIERE STUDIO LANDSCAPE ARCHITECTURE 3255 GARFIELD AVE. S. #100 MINNEAPOLIS, MN 55408 T 612 345 4275 MCCONNELL RESIDENCE 1520 BOHNS POINT RD, ORONO MN 55391 The designs shown and described herein including all technical drawings, graphics and specifications thereof, are proprietary and cannot be copied, duplicated or commercially exploited, in whole or in part, without the express written permission of Travis Van Liere Studio, LLC. These are available for limited review and evaluation by clients, consultants, contractors, governement agencies, and vendors only in accordance with this notice. © Copyright 2024 Travis Van Liere Studio, LLC. All rights reserved hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Landscape Architect under the laws of the State of Minnesota. TRAVIS VAN LIERE license no: 43728 date: 8/1/2024 Rev # Description Date ISSUED FOR BID 02/09/2024 1 BID SET REVISIONS O4/1512024 2 BID SET REVISIONS 07/17/2024 ISSUE FOR PERMIT 08/0112024 Drawing: LANDSCAPE PLAN Drawn By: A.S., B.W., E.A Date: 08/01 /2024 Scale: 1116" = V-0" Sheet: L401 652 File M 24-001056 Permit M Z24-000032 Address: 1520 Bohns Point RD Orono MN 55391 Description: Landscape renovation that includes walls under 4' and concrete patios. Document: 20240801_McConnell_PERMIT SET_EDIT.pdf 1.1 Approval w/ Permit #, Natalie Nye • Condition for Issuance: The existing hardcover on the site is 30.74%. No increase in hardcover is permitted. The proposal indicates a decrease in hardcover. • Condition for Issuance: A separate pool permit is required. • Condition for Issuance: The hardcover removed within the 75' lake setback cannot be replaced. • Condition for Issuance: The proposed improvements of a patio, pool, steps, and retaining walls are in front of the average lakeshore setback line. No improvements lakeward of this line may be over 42" in height. 1.1 G. Comment, Adam Edwards • Comment: Construction Site Runoff Control: 1. Perimeter sediment control measures must be installed by the contractor and inspected by the city prior to any work, including demolition. Contractor must provide minimum 24-hour notice prior to inspection. 2. Locate soil or dirt stockpiles no less than 25 feet from any public or private roadway or locate soil or dirt stockpiles no less than 25 feet from any public or private roadway or drainage channel. If remaining for more than seven days, stabilize the stockpiles by mulching, vegetative cover, tarps, or other means. Control erosion from all stockpiles by placing silt barriers around the piles. 653 x 929.8xJ /41 \ 930.4 Co J 930.8x� Q J j U; Ym j QI M Q (A 9�0.7x C� o 951.8•: wl ZNO o� 2000 / Nz 5 a::(•i:•�•:•r:•:•i:•:•: oz \ x952.5 x953. \ x95LLJ 6.0 Q I / \ x957.7 x953.7 o i ii '''''3''':.� S89 50 56 E 385 /- � o � x 954.5 956 958 Q x Z � x950.9 d g x951.0 950.7 u O x x � \ \ �.3 /---RET. WALLS w x950.5 J a Z 952.2 953.2 rn x954.9 iqrnm / x953.9 x x 9524 952.6 9 5 > 0 8 /� 3 FIP I/2" xg53.7 1 - Q I �� 949.5x Q IP 19339 + �u Q o�n / AP 24 'l �TUMP 56.E STUMr S.L.V.' ai nGc n / FND IP I/2" / x949.7 x949.9 aa7'n _ , 930.E -2 U O K I 1 3 :�T O LIJ -Z Z 0 J N ��o oa� (DR I WN IROM �gERlqL) 931.. p DM, DR, SO VJ, VVr 1 IIYV, UI I Il1UV 1 IVIY, 111YU/Vll CONVEYANCE OF INFORMATION) OF THIS PRODUCT IS STRICTLY PROHIBITED WITHOUT SATHRE-BERGQUIST, INC.'sEXPRESS Land Surveyor under the laws of the State of Minnesota. !RO �� SV RL DRAWN USE WITHOUT SAID TON OUTES Dated this 1st day of December, 2023. �� �, SAT H R E-BERGQUIST, INC. JRs AUTHORIZA CONST TITTEN AN ILLEGITIMATE USE AND SHALL THEREBY INDEMNIFY SATHRE-BERGQUIST, INC. OF ALL RESPONSIBILITY. SATHRE-BERGQUIST, INC. RESERVES CHECKED m w c, 14000 25TH AVENUE NORTH, SUITE 120 DLS THE RIGHT TO HOLD ANY ILLEGITIMATE USER OR PARTY LEGALLY RESPONSIBLE FOR DAMAGES OR LOSSES RESULTING FROM ILLEGITIMATE USE. Daniel L. Schmidt, PLS Minnesota License No. 26147 schmidt@sathre.com N c'l%c RS �� PLYMOUTH MN 55447 (952) 476-6000 p�`, WWW.SATHRE.COM P DATE 11/30/2023 93/ 3 31.3 TWP:117-RGE.17-SEC.09 Hennepin County ORONO) MINNESOTA DESCRIPTION OF PROPERTY SURVEYED That part of Lot 1 in Section 9, Township 117, Range 23, described as follows; Commencing at a point on the West line of said Section 9, 400 feet North From the Southwest comer of said Section 9, thence North along said West line of Section 9, 100 feet; thence East on a line parallel to the South line of said Section 9 to the shore of Lake Minnetonka; thence Southerly along the shore of Lake Minnetonka 105.62 feet; thence West on a line parallel to the South line of said Section 9 to the point of beginning, according to the U.S. Government Survey thereof, Hennepin County, Minnesota. Abstract Property STANDARD NOTES 1) Site Address: 1520 Bohns Point Road, Orono, Minnesota 55391 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) and Zone AE (Areas subject to inundation by the 1-percent-annual-chance flood event determined by detailed methods. Base Flood Elevations (BFEs) are shown at 931.5 feet (NGVD29).) per Flood Insurance Rate Map, Community Panel No. 27053C0303F, effective date of November 4th, 2016. 4) Parcel Area Information: Gross Area: ±36,974 s.f. - f0.848 acres (Area calculated to ordinary high water level) *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-1B (One Family Lakeshore Residential) per the City of Orono's zoning map dated December, 2001. The setback, height, and floor space area restrictions for said zoning designation are as follows: Principal Structure Setbacks - Street(s): 30 feet (Bohn Point Road) Side: 10 feet Rear: 30 feet Lake: 75 feet (From Ordinary High Water Line) Height: 30 feet - 2.5 stories Hardcover: 25 percent of lot area *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. - V I C C.> N N T Y S � SITE C ITI M A A L P E e 9 9�\,XORI Bearings are based on the Hennepin County Coordinate System (NAD 83 - 1986 adj.) 20 10 0 10 20 40 SCALE IN FEET SURVEY LEGEND 0 CAST IRON MONUMENT © PIEZOMETER WOE WALKOUT ELEVATION O IRON PIPE MONUMENT SET ca3 POWER POLE FFE FIRST FLOOR ELEVATION • IRON PIPE MONUMENT FOUND G GUY WIRE GFE GARAGE FLOOR ELEVATION )1( DRILL HOLE FOUND RD ROOF DRAIN TOF TOP OF FOUNDATION ELEV. X{ CHISELED 'X'I MONUMENT SET FLs1 LIFT STATION LOE LOWEST OPENING ELEV. X CHISELED 'X'I MONUMENT FOUND Q SANITARY MANHOLE CONCRETE # REBAR MONUMENT FOUND ® SANITARY CLEANOUT ;; BITUMINOUS PK NAIL MONUMENT SET s0 STORM MANHOLE BUILDING SETBACK LINE Ak PK NAIL MONUMENT FOUND ® STORM DRAIN cTV CABLE TV 0 PK NAIL W/ ALUMINUM DISC M CATCH BASIN CONCRETE CURB A SURVEY CONTROL POINT 4 FLARED END SECTION - 960 - CONTOUR EXISTING ❑A A/C UNIT TREE CONIFEROUS s6o CONTOUR PROPOSED © CABLE TV PEDESTAL TREE DECIDUOUS -o-o-o-o-o- GUARD RAIL ❑E ELECTRIC TRANSFORMER TREE CONIFEROUS REMOVED DT DRAIN TILE OE ELECTRIC MANHOLE TREE DECIDUOUS REMOVED ELc ELECTRIC UNDERGROUND OE ELECTRIC METER O TELEPHONE MANHOLE -X-X- FENCE m ELECTRIC OUTLET ❑r TELEPHONE PEDESTAL F0 FIBER OPTIC UNDERGROUND 0 YARD LIGHT (9) UTILITY MANHOLE GAS- GAS UNDERGROUND 0 LIGHT POLE 0 UTILITY PEDESTAL oHu OVERHEAD UTILITY 0 FIBER OPTIC MANHOLE 0 UTILITY VAULT TREE LINE bPl FIRE DEPT. HOOK UP ® WATERMAIN MANHOLE > SANITARY SEWER I FLAG POLE ® WATER METER ,> STORM SEWER Ed FUEL PUMP -0- WATER SPIGOT TEL TELEPHONE UNDERGROUND El FUEL TANK 0 WELL RETAINING WALL FP_T1 PROPANE TANK Mw MONITORING WELL UTL UTILITY UNDERGROUND © GAS METER m CURB STOP WATERMAIN j)S(j GAS VALVE M GATE VALVE TRAFFIC SIGNAL © GAS MANHOLE HYDRANT RAILROAD TRACKS FGEI GENERATOR FRO IRRIGATION VALVE $ RAILROAD SIGNAL ® GUARD POST Pi0 POST INDICATOR VALVE 0- RAILROAD SWITCH 0 HAND HOLE SIGN SATELLITE DISH MAIL BOX se SOIL BORING ® WETLAND BUFFER SIGN FILE NO. CERTIFICATE OF SURVEY 55376-001 PREPARED FOR: 1 / Stacy & Joe McConnell i54 REVISED PERMIT SET FROM 04/18/2025 0 REVISED PERMIT SET FROM 04/18/2025 0 PREVIOUS PATIO EXTENTS 0 ORIGINAL PERMIT 08/01/2024 65 SF OVER THE 10' SETBACK LINE 1 - ' ------- 00 C" w -!4_ +BOW 955.00 957.60 TOW = - - ----- P,/ r957.33 BOW + --------------------------- --� � - 57 + 80 954.83 - BUIS_ 955.83 OS + 3 RIsl o 2 N RISR DN DN ---� �\ C ISR r=7 D N 655 Subject: Fwd: back patio Date: Wednesday, April 22, 2026 at 3:01:18 PM Central Daylight Time From: Travis Van Liere To: Amy Schulz Attachments: image001.png Sent from my iPhone Begin forwarded message: FYI - neighbor approval From: "McConnell, Joe" <joe.mcconnell@castlelake.com> Date: April 22, 2026 at 2:08:25 PM CDT To: Travis Van Liere <travis@tvlstudio.com> Cc: "Stacy Newman st cylmcconnell@gmail.com)" <stacylmcconnell@gmail.com> Subject: FW: back patio Travis See below neighbor approval for retaining wall. Thanks Joe From: morse leavenworth <dmleavenworth@gmail.com> Sent: Wednesday, April 22, 2026 2:06 PM To: McConnell, Joe <joe.mcconnell@castlelake.com>; morse leavenworth <dmleavenworth@gmail.com>; Libby Leavenworth <e I i za beth. ri nge[p gm a i I. co m> Subject: Re: back patio Caution: this message originated from outside the organization. Joe, We are OK with the low retaining wall being closer to the Property line. Morse On Wed, Apr 22, 2026 at 1:50 PM McConnell, Joe <joe.mcconneR castlelake.com> wrote: Hi Morse Sorry to bother. As discussed, below is a diagram of the updated patio. The retaining wall was moved a few feet closer to property line which resulted in 65 square feet of patio over the 10' setback line. The original design for retaining wall (in red below) was much longer with more arborvitaes extending into backyard which cut into the view so hope the shorter wall is a positive change for both properties. Can you please provide your OK via email? 656 Thanks Joe The information transmitted in this correspondence may contain confidential and/or privileged material. Any review, retransmission, dissemination or other use of or taking of any action in reliance upon this information by persons or entities other than the intended recipient is prohibited. If you are not the intended recipient, please contact the sender and delete the e-mail and any attachments. This e-mail and its attachments may be subject to copyright protection and you should not retransmit or reproduce these without the consent of the author. Non -business related content is not authorized by us and we shall not be liable for it. We are also not responsible for changes made or occurring after this message was sent. The information transmitted in this correspondence may contain confidential and/or privileged material. Any review, retransmission, dissemination or other use of or taking of any action in reliance upon this information by persons or entities other than the intended recipient is prohibited. If you are not the intended recipient, please contact the sender and delete the e-mail and any attachments. This e-mail and its attachments may be subject to copyright protection and you should not retransmit or reproduce these without the consent of the author. Non -business related content is not authorized by us and we shall not be liable for it. We are also not responsible for changes made or occurring after this message was sent. 657 AGENDA ITEM Date: May 26, 2026 Title: Master Plan - Antoine Park Presenter: Joe Ruthenberg, Superintendent - Parks, Facilities Section: Parks Report Purpose: The purpose of this item is to seek approval of the Antione Park Masterplan. Item: 16 2. Background: In July 2025, the City of Orono engaged Bolton & Menk to prepare a master plan for Antoine Park, a 1.2-acre neighborhood park located in southwest Orono. The planning process included input from the Parks Commission, City staff, and the community through both an open house and an online survey. Community feedback identified several key priorities and concerns, including improving ADA accessibility, addressing the loss of aging ash trees, and correcting minor parking and erosion issues, while also emphasizing the importance of maintaining the park's neighborhood character, natural setting, and open green space. The resulting master plan reflects this community input and establishes a long-term framework for future park improvements that align with resident priorities and the City's park system goals. While most improvements identified in the master plan will be considered through future Capital Improvement Program (CIP) planning, several early implementation opportunities have been identified. Tree planting could begin later this year in coordination with the Minnesota DNR Tree Grant program, helping restore canopy lost to declining ash trees. In addition, the installation of green pavers along the park edge could be coordinated with the roadway improvements currently scheduled for next year, allowing the City to address drainage and parking edge concerns in conjunction with the planned road work. 3. Process: The master plan reflects a comprehensive planning process conducted in collaboration with City staff, the Parks Commission, and neighborhood residents, incorporating feedback gathered through a public open house and community survey. The plan identifies existing conditions, community priorities, and recommended enhancements that aim to improve accessibility, sustainability, and overall park usability while preserving the park's character as a neighborhood green space. Key elements include addressing ADA accessibility, planning for ash tree replacement and diversified landscaping, enhancing pedestrian circulation, and adding modest amenities such as seating, a small shelter, and interpretive signage. Adoption of the master plan will provide a strategic framework to guide future capital improvements, budgeting, and phased implementation, ensuring that investments in Antoine Park align with community input and the City's long-term parks and recreation goals. 4. Staff Recommendation: Staff recommends that the City Council adopt the Antoine Park Master Plan as a guiding document for future improvements to the park. The plan reflects extensive community input and provides a balanced approach to enhancing park amenities, improving accessibility, and addressing infrastructure needs while preserving the park's neighborhood character. Adoption of 658 the plan will establish a clear framework for prioritizing and implementing future capital improvements and will be used to present to the city council. COUNCIL ACTION REQUESTED Adopt the Antoine Park Master Plan as a guiding document for future improvements to the park. Exhibits A. Antoine Park - Executive Summary B. Antoine Park - Survey Results 659 BOLTON & MENK t�K .5Jp3`� Executive Summary January 2026 Overview Orono, Minnesota Existing features: Roberta Lee Antoine Park is a 1.2 acre neighborhood park located in southwest Orono. The park is relatively flat and is surrounded by residential property to the north, Fagerness Point Road to the east, Corral Road to the south and Concordia Street to the west. The main existing features include the following: • Benches • Picnic Tables Process Playground Equipment Mature Trees Open Field Bituminous Path In July 2025, the City of Orono enlisted the services of Bolton & Menk to help guide the City through a formal master planning process of Antoine Park. The goal is to gather community input The master planning process was a coordinated effort between the Orono Park Commission, City staff, Antoine Park's neighborhood residents and Orono community. To help gather community input an open house listening session was held at the park on August 20, 2025. An After Action Report associated with the Antoine Park Open House can be found in the appendix. Along with the listening session an Antoine Park community survey was also conducted from late August thru late September 2025. The complete Antoine Park survey results can be found in the appendix. RESIDENT INPUT As part of the park assessment process, were gathering input from the community about what improvements you'd Like to see - and what you wouldn't. This Feedback will be used to he Lp shape in iti aL concept designs. Neat steps on the cunt noadmap depend on [ guidance and commi Input, and If pursue uuld st rs awo 0 PLANNING DESIGN FEEDBACK The City of Orono will work Community members wi[L with Batton & Menk to guide have opportunities to view ❑ formal master ptanning proposed design concepts process aimed at designing a ❑nd share their feedback. park that reftects the needs of our community - APPROVAL Once the feedback has been used to create the frnul Layout it whL go from the Antoine sub -committee to the parks commission, and then finally to the City Council. for apprwat. CONSTRUCTION PROJECT IS DONE With the final design approved the City tan put the project put to tNd and award the project to a company. Construction wiLL ideally start as soon as it is weather permitting. After construction Is completed the park wiLL he ready for the Orono community to use and enjoy �p0ute0� s K Is. ZW5 nnu Arriving at the Proposed Improvements Based on neighborhood and community input, including both an on -site open house and an online Antoine Park survey, along with guidance from the Parks Commission and City staff, a few potential improvements have been identified for Antoine Park. The list below summarizes the discussion and input received from the information gathering process. The ordering of items does not necessarily reflect their importance or emphasis. Summary of Design Input Existing Issues • Limited ADA accessibility (lack of sidewalks/stable surfaces) • Limited shade/several mature ash trees on site will need to be replaced • Parking/erosion concerns along all three adjacent streets Desired Improvements • Ash tree replacement planning • Additional landscaping/trees • Additional sidewalk around existing playground • Playground equipment/access • Benches and/or seatwall • Small shelter • Picnic tables • Interpretive panel/park information sign(s) • Designated garbage/recycling bin area • Designated bike rack area • Stabilize perimeter parking with Grasspave material • Designated area for future portable toilet Improvements Not Desired for Antoine Park • Desire to keep the park a neighborhood park (avoid large improvements) • Desire to keep the existing open space Y Existing playground "'999499ffGGGG77 ' �r � c l 4 . -;w:NA Existing playground Existing open space 4 Proposed Improvements Tree Replacement / Landscape Plan Many of the existing trees within the park are nearing maturity or susceptible to potential disease. This includes many ash trees susceptible to Emerald Ash Borer. Additional trees should be planted with a focus on the perimeter of the park or around the playground area to maintain the existing open space while able to provide future shade. Install additional flowering perennials or annuals around the existing park sign. A diverse landscape plan should be used for better resiliency against disease and for different rates of growth to ensure a healthy and continuous tree canopy for future generations. Sidewalks Concrete or bituminous walks of a minimum S width will connect with the existing bituminous pathway off Corral Road and circle the existing playground perimeter. These ADA accessible pathways will allow ADA access to most of the amenities within the park including, the proposed shelter, trash receptacles, benches, seatwall, park informational sign and portable toilet. Preserve Open Lawn The existing open lawn space within the park is a valued amenity and should remain a vital component of the park. Preserving this open space was a common concern from local residents, community leaders and city representatives. Playground Equipment/Access The existing play equipment is in acceptable condition. The existing playground is currently ADA accessible and contains two poured rubber ADA access points to play equipment. As the equipment approaches the end of its lifespan, an emphasis on inclusion and ADA accessible play equipment should be part of the future playground upgrade. Expanding the use of ADA accessible poured rubber surfacing should be explored when upgrading or replacing the current play equipment. Benches and/or Seatwall Individual benches and/or a concrete seatwall should be placed around the playground area. The seatwall opportunity exists due to the existing grades between the playground and proposed adjacent sidewalk. At a minimum, a few concrete pads and metal benches should be located around the playground's looping sidewalk to allow users to sit in the shade while watching children play in the playground. Small Shelter The addition of a small, centrally -located shelter is recommended to provide a neighborhood gathering space. The shelter should house picnic tables with at least one providing ADA accessibility. Proposed sidewalks, seating and surrounding hardscape area make the shelter easy to access by people enjoying all areas of the park. Picnic Tables Installing vandalism resistant picnic tables within the shelter area is recommended. Explore providing a solid concrete picnic table, including one that is ADA accessible. Maintenance and vandalism should be considerations when selecting picnic tables. Interpretive Panel/Park Information Sign In addition to the existing park identification sign, an opportunity to inform park users about an environmental benefit or historic significance should be included in the park improvements. The proposed interpretive sign text and imagery shall be supported and supplied by the city. The sign should be located in a central location and easily accessible by everyone. Designated Trash Receptacle & Recycling Bin Area A centrally located area to place a trash receptacle and recycling bin should be identified. The location should also be visible and easily accessible by park maintenance staff. This will keep the park clean by providing a convenient, visible location for both park users and park staff. Bike Racks The installation of bike racks is recommended to allow park users to park bicycles in a central location near most of the amenities. The addition of bike racks encourages the use of non -motorized transportation and allows the park to serve as a rest stop for cyclists on longer rides. Grasspave Perimeter Parking To minimize erosion, maintain perimeter parking and improve park access, an environmentally friendly turf stabilizer such as Grasspave should be installed around the perimeter of the park where vehicles typically park. This pervious surface will allow park use even during wet conditions and allow ADA access at all times. Future Portable Toilet The addition of an ADA accessible portable toilet within the park was not a priority at this time, but planning for potential future needs is important. A couple of vehicle accessible locations have been identified on the master plan. Vehicle access to these potential locations should be maintained as park use and priorities change over time. %F%p,P 5 S�• ,� POPTABL€COILET � - -• �•� g� a 12" }8'TALL SEAiWA1L - G SSPAVE OPEN I AWN ~� EX15TING I PLAYGROONp / - 5117E WA K i PROPOSED LOOP - OVCRSTORYTRE€S 11 �' GRASSPAVF SFLELTER WI PICNICTABLES _ TRASH CANS ` r RIi1KTKHJAL AAIFHTTU BIKE RACK SMALL SHELTER PARK I NFORMATION 5 IC N MORE LAN OSCAPINU TREES EXISTING PARK SIGN PICNIC 7AHLES EXPANDED ACCESSI&LITY • ADDITIONAL PATHWAYS • REINFORCED PERIMETER TURF FOR PARKING IGRASSPAVEi 0 1aAraw MI,K FIFNCH41,111171ppJ - ',FWAI k I CK)P PORiABII i011 F[ y� LkISTING � qp - PLATGROUup !I� -'�- LIlASSPAVI, r IRASHCANS 3I KF PACK BENCH PARK INFORMATION SIGN E. X ISTI NG PARK SIGN ADVIT9301RMEN[ U SMALLSHELTER • MQRf I AN PSCAPBTG O ES PK: N IC TABLES • EYPANDEO ACCESSIBIL" - ADDRIONAL PATHMYS - REINFORCED PERIMETER TURF FOR PARKING IGRASSPAVEI Master Plan 664 M-6 TREE spicirs SIDEWALK AROUND PLAYGkOLINI) % Lt� 26 wit!. PLAYGAOUNDSFATWAJl 4 CRASSPAVE _07 -04 A BOLTON &MENK Antoine Park Master Plan Improvements January 28, 2026 PRELIMINARY ESTIMATED COSTS ktltt kW"NWFWW EMMA NaMs . Unit Cost Total Cost 1 mobllizRoon LS 1 ap proximate l 8% of construction cos 522,000 522,000 2 Clearing & 9 r ubb i ng ash trees LS I coordinate specific trees with rity staf $8.000 $8,000 3 Concrete seatwaII [edge of playground] LF 90 this seatwall would act as both a seatwall and edger for playgroun I 5600 554,000 4 Concrete sidewak (4" depth) SF 2,000 SF price includes subgrade wo $14 $28.000 5 Picnic shelter wlconcrete pad LS I basic gable roof (IXx20') 540,000 540,000 6 Grasspave rimeter parking area SF 4200 includes subgrade & would be installed along all three adjacent sire $251 Sf 05,0t10 1 Metal bench Ls 1 match existing city standardI $2.500 $2,600 8 Interprebve paneilpark information sign EA i City to provide graphics & to $5,000 $5,000 9 Trash & recycling receptacles LS 1 match exisfiN city standardl 54,000 $4,000 10 Portable toilet wlconc(ete pad LS t approximately 5'x8' canrete pa $4,000 $4,000 11 Picnic tables EA 3 match exist city standa $2.500 $7.500 12 Bike rack EA i match existing city standar $1,800 $1,900 13 Landscapin LS t overs trees and rennols at en si 515,000 515 000 Subtotal 5296,800 Contingency t15%) 544,520 Preliminary Total $341,320 VVV . '•.:.;:fir:"- ..-, 3:..`'��. 11 oin Park own" ury t4 r:'.. i RESULTS .`.s,:- :,:� ! r', '•.a �.Iy, .-�, 5tr' •51''J=?` _ - �i'rrli�': '_e _ - — _ l I {_ 2 �n.�. J.�,r�i •�:['� � _ v��'=xe G���'"_.: _ _l,ry �- _- ".4': _ ey ..l:!� `: �:y •.L: •d.i'Jt`'. i�1... p ���" ry {` ,�r.•.r s'r- • .� W.. ,.sue- - _ - '�:' : _ ,1� =..•3{',- _ - - � i. �..•; Y-+mot-- *"".:-� ,. .. ..;.o.+ti-F�.�`.-�'_"7:,.0:3`::k•7 ',`s_. tie _�e'�'.�'� ..:*�:�` ,. ryY` �`xL�'S-"' rarer." - /= Ml .0 ` ;xr,{'. ,•. '_ � �' :�L?:'",%]"'� .:�;.-�- . " yy�� •7�R.��� ."l�- �y r'Jn:l�-1�-:'l��(i. ''%i�l'.`ba �, �`-. s L• 1•� 1{_ / [� • .... A�• .. fR�T'-:n _ � Wti%•' _•:.Iw•.y�.,J•'' �.�._-. �•.��"� Y.`.��ri'-. ~ _. ._ � •'�i _ .• . i.e�•_ Rf:lf Antoine Park Survey Q3 Are you an Orono Resident? Answered:36 Skipped:0 Yes JA No ANSWER CHOICES Yes No TOTAL 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% RESPONSES 97.22% 2.78% 35 1 36 ..: Antoine Park Survey Q6 Do you or your family visit Antonie Park? Answered:36 Skipped:0 Yes No ANSWER CHOICES Yes No TOTAL 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% RESPONSES 94.44% 5.56% 34 2 36 ..• Antoine Park Survey Q7 How often do you use the park? Answered:36 Skipped:0 Daily 0 Weekly Monthly A few times a year I don't use the park Other (please, specify) 0% ANSWER CHOICES Daily Weekly Monthly A few times a year I don't use the park Other (please specify) TOTAL 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% RESPONSES 22.22% 44.44% 13.89% 8.33% 5.56% 5.56% # OTHER (PLEASE SPECIFY) DATE 1 Just moved in the neighborhood 8/20/2025 4:08 PM 2 Daily when my kids were younger. Now, a few times a year. 8/10/2025 1:11 PM 8 16 5 3 2 2 36 670 Antoine Park Survey Q8 How do you typically use Antonie Park? Check all that apply: Answered:36 Skipped:0 Walking Hanging out/relaxing Playground Open Space Group activities I do not use the park Other (please - specify) 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES RESPONSES Walking 75.00% 27 Hanging out/relaxing 27.78% 10 Playground 41.67% 15 Open Space 61.11% 22 Group activities 44.44% 16 1 do not use the park 5.56% 2 Other (please specify) 11.11% 4 Total Respondents: 36 # OTHER (PLEASE SPECIFY) DATE 1 Dog walking 8/10/2025 10:02 PM 2 Dog play 8/10/2025 4:20 PM 3 My wife, Judy Fesenmaier, maintains the flower garden as well as preparing decorations for 8/10/2025 1:19 PM seasonal holidays. 4 Gardening 8/10/2025 1:09 PM 671 Antoine Park Survey Q9 Are there additional amenities you would like to see at the park? Answered:36 Skipped:0 Yes No ANSWER CHOICES Yes No TOTAL 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% RESPONSES 66.67% 33.33% 24 12 36 672 Antoine Park Survey Q10 If additional amenities are preferred, please check all amenities you would like to possibly see added to the park or if not noted, please specify. (Please note: These images are examples only and do not represent final designs or decisions) Answered:32 Skipped:4 Restroom I Parking Shelter Picnic tables Informational signage Accessible sidewalks More landscaping Other (please specify) 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 673 Antoine Park Survey ANSWER CHOICES RESPONSES e,q Restroom 21.88% Parking 12.50% Shelter 62.50% Picnic tables 50.00% Informational signage 21.88% .A Accessible sidewalks 15.63% More landscaping 53.13% Other (please specify) 25.00% Total Respondents: 32 # OTHER (PLEASE SPECIFY) DATE 1 Just ideas: splash pad, skating rink, more playground equipment 8/21/2025 10:50 PM 2 If the street was extended to become parking to top people from paying in the grass that's now 8/21/2025 2:39 PM just mud 3 another bench by the playground 8/21/2025 10:35 AM 4 Would like to have a basketball hoop, maybe a pickleball/tennis court. 2 in 1? 8/20/2025 2:31 PM 5 Community Garden 8/19/2025 8:05 AM 6 Paved All Wheel Pump Track 8/10/2025 4:22 PM 7 It would be nice to incorporate shared access to the lake for the neighborhood. 8/10/2025 1:11 PM 8 Playground 8/10/2025 10:06 AM 7 4 20 16 7 5 17 8 674 Antoine Park Survey Q11 Please list/describe any other issues you have experienced using the park. 1 2 3 4 5 6 7 8 9 10 11 Answered: 11 Skipped:25 RESPONSES DATE No issues. It's great, it would just be fun to see some if the large grassy area filled with space 8/21/2025 10:50 PM for additional activities. The playground equipment needs to be fixed and or updated. The little scoop has been broken 8/14/2025 9:26 PM for years. The park is a great neighborhood asset in its current form. Its quiet nature fits the 8/14/2025 8:51 AM neighborhood and surrounding area well. I commented on another survey about needing plans for upkeep if more landscaping is added. 8/12/2025 10:01 AM No issues. 8/11/2025 11:25 AM If we didn't have a resident who volunteers to take care of the landscaping that was done as 8/11/2025 10:35 AM an Eagle Scout project, it would be neglected. Would there be a plan for ongoing care if more landscaping was added? No issues. Love itl! Walk the dogs through it and by it every day. 8/11/2025 9:50 AM None. The park is nice and simple yet gives kids, adults and dogs a nice small place to play, 8/10/2025 10:02 PM walk or relax. The turn onto corral still needs more work since all the vehicles cut the turn too close. The snow plows usually get stuck each year due to how deep the drop has become. That is not really park related but it usually result in the grass being tore up trying to free the vehicles so it indirectly impacts the area near the park. People parking along the road causes damage to the grass making it muddy and generally 8/10/2025 1:59 PM unpleasant. So, some parking would be appreciated. Also, sometimes people drive their trucks through the park, ruining the grass/vandalizing the landscaping. Picnic tables located in less than comfortable places e.g. open sun vs. shady locations. 8/10/2025 1:19 PM No issues really. An additional play space/piece of equipment would be nice. A bathroom 8/10/2025 1:11 PM would be appreciated after school for kids using the space as a commuter stop. 675 Antoine Park Survey Q12 Additional comments Answered:16 Skipped:20 # RESPONSES DATE 1 The park is a wonderful open space to picnic, relax, and bring the little ones! I don't believe it 8/22/2025 8:10 PM needs much change or improvement, as its quaint nature lends kindly to the surrounding neighborhood and landscape. 2 love having grandkids use the park. Would like a shelter with a top only, no sides needed. 8/21/2025 10:35 AM 3 City is doing a great job keeping the park in fine condition. 8/20/2025 2:59 PM 4 A community garden would be nice. 8/19/2025 8:05 AM 5 1 think the signage, restrooms and more than anything, the parking, are unnecessary and 8/18/2025 10:57 PM would take away from the natural beauty of the area. The area was not donated with the intention of becoming just another parking lot. There are not a lot of parks in Orono and we should preserve this space accordingly. 6 1 like the park the way it is. Appreciate the open space. Playground is nice. A shelter would be 8/16/2025 7:24 PM nice but not necessary. 7 Please plant more shade trees! 8/16/2025 5:29 AM 8 The park is a great neighborhood asset in its current form. Its quiet nature fits the 8/14/2025 8:51 AM neighborhood and surrounding area well. 9 We do not want a dog park. There are already issues with parking having an Orono bus stop by 8/12/2025 10:01 AM the park. We don't need any more congestion on our narrow streets. 10 Love the open space to fly kites, play frisbee, kickball, T-ball, neighborhood Memorial Day 8/11/2025 11:25 AM picnic. Would hate to lose the open space. Less is more... Thanks for asking! 11 Hoping to have a baby in the upcoming year or two and can't wait for them to play at the park! 8/11/2025 9:50 AM 12 The equipment still seems to be in nice shape and the small pebbles are so much nicer than 8/10/2025 10:02 PM wood chips or a rubber material we have seen at other parks. I think a couple of the trees will die in the coming years so maybe a couple trees planted to be there for when that happens would be nice. 13 Could use one more trashcan. Sidewalk needs resurfacing. Expand/add playground equipment 8/10/2025 7:40 PM 14 1 like the park the way it is for the most part. No need to spend a bunch of money. 8/10/2025 4:20 PM 15 Hopefully any new amenities would also include sustainable use and added security/patrols 8/10/2025 1:59 PM from police. 16 A space for picnic tables with shade. Create a designated space for tables so they are not in 8/10/2025 1:11 PM the way of the grass mowing? Add a walking path that winds through the space? Looking forward to hearing ideas and following the process. Thank you for including our park in your plans! 676 AGENDA ITEM Date: May 26, 2026 Item: 17 Title: Funding Request from Long Lake - Hwy 12 Access Gate Repairs Presenter: Adam Edwards, City Administrator / Engineer Section: Public Safety Report Purpose: The purpose of this action is to review a funding request from the City of Long Lake for repairs to their Highway 12 Emergency Access Gate. 2. Background: The City of Long Lake maintains an emergency access gate to Highway 12 from Wayzata Blvd across from Mill Street. An automatic gate was installed —2011 which has become unreliable and in need of replacement. Long Lake and Wayzata (provider of PD services to Long Lake) did reach out to the State and County for funding for the project. The State and County each agreed to fund 1/3 of the costs. The proposal from Long Lake is then for Orono, Long Lake and Wayzata to share the remaining 1/3, with the rational that it is the Wayzata Police, Orono Police or Shoreline Fire Department who use the gate. At the May 1Ith council meeting the Council tabled this item pending input from the Mayor who was unavailable for that meeting. 3. Cost: The City Of Long Lake has requested $2,439.33 which represents 1/9 of the cost of the gate replacement project. The total cost of the project is $21,954. Project costs are broken down as follows: 1/3 - MnDOT 1/3 - Hennepin County 1/9 - Long Lake 1/9 - Wayzata 1/9 - Orono * The Long Lake and Wayzata portions were donated by the Wayzata Crime Prevention Coalition. 4. Funding: This would is an unbudgeted expense. If approved the funding source would be from the General Fund, under Special Projects, Contingency line item, which has a budget of $15,000 for Council directed initiatives. 5. Staff Recommendation: Staff has concerns with Orono resources being used to fund an infrastructure within another city's jurisdiction. If Council agrees with providing these funds to the City of Long Lake, staff recommends they be taken from the General Fund as there are insufficient funds within the Fire Capital Fund, and the Police Capital Fund receives funding from contract cities who receive no benefit from this gate. 677 Further staff recommends providing a formal letter to clarify this is a one time payment to assist the City of Long Lake and the City of Orono does not agree to any implied ownership or future maintenance responsibilities for this gate. COUNCIL ACTION REQUESTED Move to approve contributing $2,439.33 to Long Lake towards replacement of the Highway 12 Emergency Access Gate from the General Fund. Exhibits A. CITY OF LONG LAKE 5-1 20260011 678 Ito] LN Lei w_1aglIT, 1k 450 VIRGINIA AVE LONG LAKE MN 55356 952-473-6961 To: CITY OF ORONO 2750 KELLEY PARKWAY LONG LAKE MN 55356 Invoice No.20260011 Date 5/1/2026 Special instructions SubTotal $2,439.33 Tax $0.00 Shipping $0.00 If you have any questions concerning this invoice please call the Finance Officer, Amanda Nowezki at 952-473-6961 x3. Thank you Total $2,439.33 Due Date PAID $0.00 *20260011 * ThankYou ! 0 B 1U r °° m Companies, Inc. Phone (651) 982-1552 Fax (651) 982-1562 23950 Lake Blvd N. Forest Lake, MN 55025 Jesse@BarnumGS,com Date: December 30, 2025 Proposal To: City of Long Lake Attn: Amanda Nowezki Job Name: City of Long Lake, Operator Replacement, Rev 1 Location: Long Lake, MN We would be pleased to provide and install the following: Quantity Item Description 1) LiftMaster, model INSL24UL, battery backup, heavy duty, gear reduced, industrial, harsh environment slide gate operator, 115/230 Volt, 1 Phase Only 1) Heater for cold weather operation 1) Mrin Riser Operator Mount 1) Post mount modification 1) Gate safety reverse edge for rear of gate only per UL325 1) LiftMaster, LMTBUL thru-beam photo -eye with protective hoods per UL325 1) Antenna, kit with 15ft of coaxial cable, Chamberlain 4) Roller, cantilever, Accura, 4" x 2 3/8" with cover 1) Chain, Roller, #40, Nickel Plated, 30' w/ ML, Liftmaster 2) Pedestal, 48" high, 12" reach, bolt down type, standard duty 2) Keyless entry, wired, stand alone, 1000 code, model Advantage ONE, AAS 2) 12" Pedestal footings 1) 3" receiver post with 12" footing & Yoke 1) Misc, boxes, flex conduit, connectors 1) Trench across drive 3/" Pvc conduit and repair roadway, 1) Fire Dept. emergency access device (Knox3501/Dama) per 2018 International Fire Code Appendix "D" D103.5 18) Black Top Repair, Cold Patch, 50 lb bag 70') Conduit, 3/4"x10ft, PVC, Sch 80 100') Cable, BELDEN, 184C STR TNC PVC FOIL SHD PVC JKT Direct Burial Waterblock ROHS Job Total: $20,754.00 Add Onto Job Total: Sub Contracted Electrician by Barnum Companies $1,200.00 Price Adjustment] Barnum Co. may reasonably adjust any agreed -upon purchase price in case of governmental charges imposed on or in connection with any goods as they are sold or shipped across country borders, including but not limited to, tariffs, antidumping taxes, countervailing duties, or other punitive charges or measures, to the extent implemented on the day of order acceptance by Barnum Co. or anytime thereafter and resulting in increased costs for Barnum Co, in sourcing the products sold, its raw materials, components or spare parts. Notes: 1. All electrical. power disconnect and reconnect by Customers Electrician 2. Bid reflects normal digging conditions, and does not cover boring through rock, frost, Etc. 3. Price is subject to change if footing needs to be hand dug or HydroVac'd. 4. Emergency responder requirements are to be reused (Tomar dual Head Strobe) and is assumed to be in working order 5. 50% down to order, remainder net 30 days. 6. Quote includes electrical permit fees required for all class 2 electrical circuits such as the circuits controlling the gate operators included in this quote, all per MN state electrical code. 7. All existing equipment to be reused is assumed to be in good working order, any service work due to faulty existing equipment will not be covered under any warranty. 8. Quoted as Spring work Terms: 3% discount NET 15 days cash/check or NET 30 days no discount. Accepted by Date