HomeMy WebLinkAbout12.19.11 Council Packet
City of Farmington
430 Third Street
Farmington, MN 55024
Mission Statement
Through teamwork and cooperation,
the City of Farmington provides quality
services that preserve our proud past and
foster a promisingfuture.
FARMINGTON CITY COUNCIL
Todd Larson, Mayor
Jason Bartholomay Christy Fogarty
Terry Donnelly Julie May
AGENDA
REGULAR CITY COUNCIL MEETING
DECEMBER 19,2011
7:00 P.M.
CITY COUNCIL CHAMBERS
1. CALL TO ORDER 7:00 P.M.
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
4. APPROVEAGENDA
5. ANNOUNCEMENTS/COMMENDATIONS
6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (This time is reservedfor
citizen comments regarding non-agenda items. No official Council action can be taken on these items,
Speakers are limited to fIVe minutes to address the Council during "Citizen Comment" time.)
7. CONSENT AGENDA
a) Approve Council Minutes (12/5/11 Regular)
b) Adopt Resolution - Accept Donation from Farmington Travel Baseball
Association for Prairieview Park Ballfield Improvements - Parks and
Recreation
c) Set Date Board and Commission Interviews - Administration
d) Adopt Resolution - Approve Gambling Event Permit Knights of Columbus -
Administration
e) November 2011 Financial Report - Finance
t) Approve HPC Consultant Contract - Planning
g) Approve Fire Chief Appointment - Administration
h) Approve Rescue Squad Membership - Fire Department
i) Adopt Resolution - Approve AFSCME Clerical, Technical and Professional
Unit Settlement - Human Resources
j) Adopt Resolution - Approve AFSCME Maintenance Unit Settlement -
Human Resources
k) Adopt Resolution - Approve Annual Adjustment for Non-Represented
Employees - Human Resources
Action Taken
Approved
R59-11
January 9,2012
R60-11
Information Received
Approved
Approved
Approved
R61-11
R62-11
R63-11
I) Approve Contract with Check Diversion Program, LLC - Police Department
m) Approve Bills
REGULAR AGENDA
(The Council takes a separate action on each item on the Regular Agenda. If you wish to address the
Council regarding any or all of the items on the Regular Agenda, please address the item when the
item is discussed. Speakers will be given at least three minutes to speak per item. Additional time
may be granted to speakers representing two or more persons.)
Approved
Approved
8. PUBLIC HEARINGS
9. AWARDOFCONTRACT
10. PETITIONS, REQUESTS AND COMMUNICATIONS
a) Adopt Ordinance - Amending the City Code Concerning Variances,
Nonconformities and Shoreland Management Regulations - Planning
b ) Year End 2030 Comprehensive Plan Review - Planning
Ord 011-642
Information Received
11. UNFINISHED BUSINESS
a) Approve City Administrative Policy and Procedures Manual- Human
Resources
Approved Except for
5.2, 6.6,5.13,5.15, 6.4
12. NEW BUSINESS
13. COUNCIL ROUNDTABLE
14. ADJOURN
Persons with a disability may request a reasonable accommodation by contacting the City Administrator's office at 651-280-6803.
Request should be made 24 hours in advance or as early as possible to allow time to arrange accommodation.
Table of Contents
. . . . . . . . . . .3
Agenda. . . . . . . . . . . . . . . . . . . .
Approve Council Minutes (12/5/11 Regular)
Council Minutes. . . . . . . . . . . . . . . . . . . . . . . . . . 5
Adopt Resolution Accept Donation from Farmington Travel
Baseball Association for Prairieview Park Ballfield
Improvements
memo. . . . . . . . . . . . . . . .
resolution . . . . . . . . . . . . . .
Set Date Board and Commission Interviews
Memo. . . . . . . . . . . . . . . . . . . . . . . . . .
Adopt Resolution - Approve Gambling Event Permit Knights of
Columbus
Memo. . . . . . . . . . .
Resolution. . . . . . . . .
November 2012 Financial Report
November 2011 Financial Report - Memo.
November Monthly Report . . . . . . . .
Approve HPC Consultant Contract
HPC Consultant Services Contract memo
HPC Consultant Contract 2012. . . . . .
Approve Fire Chief Appointment
Memo. . . . . . . . . . . . .
Approve Rescue Squad Membership
Memo. . . . . . . . . . . . .
Adopt Resolution - Approve AFSCME Clerical, Technical,and
Professional Unit Settlement
2012 CTP Agrmt. . . . . . . . . . . . . . . . . .
CTP _2012. . . . . . . . . . . . . . . . . . . . .
Adopt Resolution - Approve AFSCME Maintenance Unit
Settlement
2012 Maint Agrmt. . . . . . . . . . . . . . . . .
MainC2012 . . . . . . . . . . . . . . . . . . . .
Adopt Resolution - Annual Adjustment for Non-Represented
Employees - Human Resources
Cola-Non-Barg 2012. . . . . . . . . . . . . . . .
COLA_NB 2012. . . . . . . . . . . . . . . . . .
Approval of Contract with Check Diversion Program, LLC.
Check Diversion Program Memo 12-19-11 .
Check Diversion Program LLC contract. . . . . .
Approve Bills
List of Bills. . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adopt Ordinance - Amending the City Code Concerning
Variances, Nonconformities and Shoreland Management
Regulations
1
. 14
. 15
. 16
. 17
. 18
. 19
.21
.27
.28
.30
.31
.32
.34
.35
.37
.38
.39
.40
.41
.49
Variance & Nonconformity Ord CCmemo. . . . . . . . . 73
Variance and Nonconformity amendment Ord . . . . . . 75
Variance and Nonconformity amendment SUMMARY
ORD. . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Year End 2030 Comprehensive Plan Review
Comp Plan Update 2011 . . . . . . . . . . . . . . . 82
CHAPTER 5. . . . . . . . . . . . . . . . . . . . . . 83
Approve City Administrative Policy and Procedures Manual
P&P manual comparison memo 2011. . 85
Current P&P Manual1. . . . . . . . . . . . . . . . . 91
2
7a-
COUNCIL MINUTES
REGULAR
December 5, 2011
1. CALL TO ORDER
The meeting was called to order by Mayor Larson at 7:00 p.m.
2. PLEDGE OF ALLEGIANCE
Mayor Larson led the audience and Council in the Pledge of Allegiance.
3.
ROLL CALL
Members Present:
Members Absent:
Also Present:
Audience:
Larson, Bartholomay, Donnelly, Fogarty, May
None
Joel Jamnik, City Attorney; David McKnight, City Administrator;
Teresa Walters, Finance Director; Brian Lindquist, Police Chief;
Randy Distad, Parks and Recreation Director; Kevin Schorzman,
City Engineer; Todd Reiten, Municipal Services Director; Brenda
Wendlandt, Human Resources Director; Cynthia Muller, Executive
Assistant
Lenny Hall, Mona Miller, Jeff Thelen, Tim Thompson
4. APPROVE AGENDA
Councilmember Fogarty pulled item 7e) Annual Adjustment for Non-Represented
Employees for discussion. City Administrator McKnight pulled this item from the
agenda.
MOTION by Fogarty, second by Donnelly to approve the Agenda. APIF, MOTION
CARRIED.
5. ANNOUNCEMENTS
6. CITIZEN COMMENTS
Ms. Michelle Leonard, 1185 Marion Street, St. Paul, was representing the American
Legion Auxiliary. The Auxiliary held an omelet breakfast and raised $1,000 for the
Rambling River Center. On Sunday another omelet breakfast will be held and proceeds
will go to Toys for Town. Attendees can bring a toy and receive $1 off their omelet. She
presented a check for $1,000 to the City Council. Ms. Leonard noted the American
Legion is in bankruptcy. They have received an extension from the bank so they will be
open through the end of the year.
7. CONSENT AGENDA
MOTION by Fogarty, second by Bartholomay to approve the Consent Agenda as
follows:
a) Approved Council Minutes (11/21/11 Regular) (11/22/11 Workshop) (11/28/11
Special) (11/28/11 Workshop)
b) Approved Taxicab License Renewal- Administration
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Council Minutes (Regular)
December 5, 2011
Page 2
c) Approve Temporary On-Sale Liquor Licenses VFW - Administration
d) Approved Not to Waive Tort Liability Limits - Finance
f) Adopted RESOLUTION R55-11 Accepting Omelet Breakfast Fundraiser
Donation to the Rambling River Center - Parks and Recreation
g) Adopted RESOLUTION R56-11 Accepting Miscellaneous Donations to the
Rambling River Center - Parks and Recreation
h) Approved Bills
APIF, MOTION CARRIED.
8. PUBLIC HEARINGS
9. AWARD OF CONTRACT
10. PETITIONS, REQUESTS AND COMMUNICATIONS
11. UNFINISHED BUSINESS
a) Adopt Resolution - Approve 2012 Tax Levy and Budget - Finance
The City Council has held numerous workshops over the past six months. In
September the Council adopted a preliminary budget with an increase of 11.9%.
Three budget open houses were held to allow the public to comment on the
budget. At the November 28,2011 budget workshop, Council directed staff to
put together a budget and propose a 1.65% reduction to the levy. This budget is
now brought to Council for approval. Finance Director Walters presented a chart
showing how the 1.65% reduction is distributed. There was an increase in the
general fund of $227,980. There was also a market value homestead credit
reduction of$412,051. The fIre relieflevy increased by $48,825. This brings the
general levy total to a negative $135,246. With a slight decrease in the debt
service levy, this brought us to the negative 1.65% which is a negative $141,192.
Many changes were made to the preliminary budget to arrive at this amount:
- We increased the budget by half of an SRO position that will be eliminated by
the school in June 2012. Budget reductions were used to offset this increase.
- We utilized $120,000 in fiscal disparity revenue to eliminate the defIcit in the
Rambling River Center.
- We transferred an additional $50,000 to the EDA to eliminate the inter-fund
loan.
- Some plans were eliminated from the preliminary budget, but kept the
following:
Seal coating $350,000
Fire equipment $36,000
Trail maintenance $15,000
Building maintenance $5,000
The preliminary budget included additional fIscal disparity revenue which was
used to bring down the levy. There was also $162,000 in budget reductions from
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Council Minutes (Regular)
December 5, 2011
Page 3
all departments. Other reductions included the cleaning contract, audit contract,
bond refunding, and health and long term liability insurance.
During the 2012 budget process, the State made some changes to the way the
market value homestead credit is credited to property owners. The new method
will provide homeowners relief by shifting property taxes to commercial,
industrial, and non-homestead residential properties. The State will reduce the
taxable market value so you are paying property taxes on a taxable value instead
ofa market value. Finance Director Walters presented a chart showing the impact
on various properties. The average homestead property with a market value of
$193,000 has a taxable value of$173,130. With the preliminary budget, this
property saw an increase of$172.0l/year. With the proposed fmal budget, that
same property is now seeing a tax increase of$27.65/year. There is a significant
difference between the preliminary budget, which was reflected on the estimated
tax statement, to this proposed fmal budget.
Ms. Mona Miller, 521 3rd Street, stated for the commerciaVindustrial with a
market value of $750,000 the taxes will increase by $1,259.73. Finance Director
Walters noted that was with the preliminary budget. With the proposed budget it
is $540.15.
Councilmember May stated regarding seal coating she proposed we assess for
half so we would delay seal coating until 2013. Councilmember Fogarty stated if
we levied $290,000 instead of$350,000 we could seal coat in 2012. City
Engineer Schorzman stated if you assess 50% you have two options. One is to
levy for the full cost of the first year, because assessments come in a year after we
do the project, or you levy for half of the cost and then delay seal coating for a
year. We have to have the money to pay the contractor. Councilmember Fogarty
stated right now we have $350,000 in the budget, so ifwe decided to do seal
coating in 2012 we could levy for $290,000 with a $60,000 savings or do
$175,000 and then not seal coat until 2013. She would be in favor of seal coating
for 2012 which would not be as much ofa reduction for 2012. Councilmember
May wanted to delay until 2013. Ifwe are going to choose a plan, let's stick to
the plan. One ofthe reasons she has changed her mind is to provide more relief
for our commercial businesses. Let's make a decision whether it will be to levy
for the full amount, or assess for half. There were a lot of workshops and
~~~~~~oo~~~~~po~fu~~~
worked hard to compromise in a lot of different areas and departments. She
congratulated her fellow Councilmembers. To the taxpayers, this plan is an
outline for the work that has to be done next year. She looked forward to working
with everyone on this next year and to hear from the residents. We can look at
things with fresh eyes as to how we want to restructure things and determine what
our purpose really is and what the residents really want.
Councilmember Bartho lomay was not in favor of assessing half for seal coating.
We have made a decision, changed our minds, and made a decision. Ifwe put it
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Council Minutes (Regular)
December 5, 2011
Page 4
in the general levy it is more transparent. The non-profIts would not pay, but it
still comes out of the same pockets.
Councilmember Fogarty was not willing to put off seal coating for another year.
Last year when they decided to not seal coat for 2011, she made the comment this
is a very slippery slope to keep putting it off. We do not know if our budget will
be easier or more difficult next year. She was not willing to put seal coating on
the table and will not vote for a budget that does not include seal coating.
Councilmember May stated if we set it up to assess for half, how can that change
for next year. Councilmember Fogarty stated she was told it would not be cut for
2012. This is how it changes.
Councilmember Donnelly stated looking at the big picture, we have decreased the
levy, we're doing seal coating, we're taking a chance with fIscal disparities. He
wanted to levy for the entire amount for seal coating. Ifwe don't put it in the
levy, then maybe we should do a study and determine the value of seal coating. If
we think it's useful we should put it in the levy like police and fIre and just do it.
Mayor Larson could go both ways. Originally he wanted to do half and half and
then at the last workshop, some wanted to levy for the entire amount so he
compromised on it and agreed to levy for the entire amount. Right now there are
three votes to keep it in the levy. Councilmember May stated she would
compromise for the $290,000 and assess half. It would still give reliefto the
business community. Mayor Larson stated our plan was $350,000 every year.
Councilmember May stated going forward the levy amount would drop starting in
2013. Councilmember Fogarty agreed, in 2013 the levy amount would be
$175,000 vs. $290,000.
City Engineer Schorzman stated if you choose to levy $290,000 this year, which
will cover seal coating for 2012, if you intend to even out the levy which was the
$350,000, you will have to make up the difference between $290,000 and
$350,000 in the future. Councilmember Donnelly stated you cannot assess for
more than it costs. If it only costs $290,000 we can only assess for half of the
$290,000. So we levy for $175,000, we assess for $145,000, we still are not
where we want to be. City Engineer Schorzman stated that is correct; every year
there will be adjustments. Councilmember May stated the levy would go down
even more as it would be based offof$290,000. City Engineer Schorzman stated
what you would levy for in the next year's budget is whatever assessments you
get from the last cycle, and you need to levy for the difference for the next year
which would be more than $175,000 in some of those years. Councilmember
Fogarty stated eventually it will level off. Our goal is to have a steady number.
Mayor Larson stated ifwe levy $350,000 for seven years, it will pay for 100% of
the seven year cycle. Councilmember Fogarty stated Councilmember May is
proposing assessments and assessments would eventually level off at $175,000.
City Engineer Schorzman stated it would level off towards the end of the seven
years. Mayor Larson stated we came up with a plan at the last meeting to put
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Council Minutes (Regular)
December 5, 2011
Page 5
$350,000 in for seal coating, it is our seven year plan, so that is what we should
do. This will go back and forth forever. Councilmember Fogarty stated this is a
philosophical discussion. Is seal coating something we think should be assessed
or levied? She felt the assessment policy we have we should keep and we should
seal coat in 2012. Councilmember May stated this is also a discussion about an
11 % increase to the business community which was double with the preliminary
budget. That is what is driving her discussion. Councilmember Bartholomay
stated the 11 % is driven by the market value homestead credit adjustment. We
cannot compromise for every agency in the County. Finance Director Walters
stated a portion ofthe 11 % is due to the MVHC, but not the entire amount.
Councilmember Bartholomay asked what that percent is.
Ms. Mona Miller, 521 3rd Street, spoke with the County to fmd out that answer
because she was told by Councilmember Bartholomay that it was due to
homestead credit. About 1.5% is due to the homestead credit, the rest is due to a
tax increase. Councilmember Fogarty stated that cannot be right. We are
lowering the levy and asking for less money. Ms. Miller stated her property has
had the same market value for the last five years. The other cities have gone
down in their tax base, not up and everybody else's taxes in commercial property
have gone down. Mayor Larson noted Ms. Miller is talking about an apartment, a
non-homestead property. Finance Director Walters stated you need to look at
different cities. Farmington has a small percentage of commercial property.
When you take a lot of homestead properties and you reduce the taxable value on
those homestead properties you are reducing that portion. You still have the same
budget that we need to fund. The portion taken from the homestead properties
has to be distributed to the commercial base. When you have a City with a large
commercial base, you do not see the impact as much. When you have a City with
a small commercial base and a large residential base, you are taking a huge chunk
and moving it to a small area. It is very different for all cities. Ms. Miller agreed
and stated we are comparable with Hastings and Rosemount in commercial vs.
residential. City Administrator McKnight noted there is significant difference.
Councilmember Fogarty stated we do not have near the commercial as
Rosemount or Hastings. Ms. Miller stated we are 10% more. Councilmember
Fogarty stated that is because we have vastly smaller commercial. Ms. Miller
stated the issue we are dealing with now is in taxing those people for the market
valuation of each and every property is going down. The rents received here are
not the rents received in Apple Valley and other places. Councilmember Fogarty
stated the changes made create a progressive tax system in the cities. If you own
a higher value home or a non-homesteaded property, you will not get the buy
down the state is offering. The concept your taxes are going up 11 % because we
are raising taxes is not true. We are not raising the levy at all. It is the way the
taxes are being distributed throughout the City. If you own a home in the City,
now the State is taking down the value we can tax and that pushes taxes to the
non-homestead and commercial properties. If the County is telling you it is
because we are raising taxes 11 %, they are giving you bad information. Ms.
Miller did not think so. She was on the phone for two hours and went through it
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Council Minutes (Regular)
December 5, 2011
Page 6
all. Councilmember Fogarty clarified the county told you the City of Farmington
is raising taxes 11%. Ms. Miller stated they went up 14%. Councilmember
Fogarty stated this is a shift in what the State did. We did not choose for them to
lower the homestead values. City Administrator McKnight stated in the
preliminary budget we proposed to raise taxes 11 %. Now that has changed to a
reduction of 1.65% so Ms. Miller may have been working off the proposed
numbers. Now they have changed significantIywhere we are asking for $141,000
less in tax money than 2011. Ms. Miller stated she was working off the first set of
numbers. She noted we have to be aware for the exact reason that there are very
few of us paying the taxes on the buildings we have so we need to be cognizant of
the things that are happening such as seal coating. She has friends that are putting
buildings up for sale because they cannot pay everything. Councilmember May
stated this is the reason she is bringing up the assessment piece again. Because of
the shift, it is putting more ofthe burden on all properties rather than so much on
the commercial. Because of our small commercial tax base we have to do what
we can to help them out. We cannot afford to lose anymore. Councilmember
Fogarty agreed, but cities cannot continue to make up for what the State does.
Councilmember May asked how are we making it up? Councilmember Fogarty
replied because we are lowering our levy to help offset what they have done in
their tax system. We cannot continue to drop our levy every year because the
State decides to restructure things and hit our businesses. They created a
progressive tax system in our City and there is nothing we can do about it.
Councilmember May stated that is why we have to talk about things we can do
and one of them is assessing half for seal coating. Ms. Miller stated every City
reduced their levy to support their business people. Any way there is to keep it
lower would be beneficial.
Councilmember Donnelly would like to leave the levy the way we had it
otherwise we have to raise the levy again next year. He did not see the $175,000
would make or break a business. Finance Director Walters stated with the seal
coating at $290,000 the highest commercial property would increase $502 instead
of$540 with levying $350,000 for seal coating. Ifwe levy $175,000 and not seal
coat in 2012, this means a $429 increase to commercial properties. Mayor Larson
stated we will be going through this every year at seal coating time unless we
levy. Councilmember Donnelly stated we left the workshop on Tuesday in
agreement that we would levy and everyone knew the numbers. He understood
people talk, but nothing has changed; we had all the facts last Tuesday to levy for
the $350,000 and agreed on the budget as presented tonight. Councilmember
Fogarty wanted to seal coat in 2012. She felt we should assess for half. She will
not vote on a budget that does not include seal coating for 2012. Mayor Larson
felt we should levy for seal coating. We have a plan to seal coat the whole City in
seven years for $350,000. At the end of the seven years we should be close to
even. Councilmember Bartholomay agreed with Mayor Larson. We have talked
about this since he has been on the Council. We need to make a decision and
stick with it. Let's just put it in the levy, be transparent, and be done.
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Council Minutes (Regular)
December 5, 2011
Page 7
Councilmember May stated spreading out the cost among a larger pool of people
is the right thing to do. It puts our commercial businesses under a 10% increase.
Councilmember Fogarty asked if Mayor Larson and Councilmember Bartholomay
are comfortable with the budget as it stands. She knew they had a lot of concerns
about using fiscal disparities dollars. Mayor Larson stated he did not want to use
fiscal disparities dollars to buy down the levy. It is setting us up for a fall next
year, but it was a 3-2 vote in the workshop. Councilmember Bartholomay agreed
it could potentially be very dangerous for us. He spoke with the Met Council and
asked ifbuying down the levy would set us up worse next year and it will. You
are already putting yourself behind by buying down the levy. We would not get
as much fiscal disparities next year. We need to at least come up with a
compromise such as half of that. Councilmember Fogarty stated the reason she
asked, is with using all the fiscal disparities numbers to buy down the levy, you
will affect, and we don't know how much, but it will negatively affect our fiscal
disparities for next year which puts us in the hole with $367,000 that we will need
to fmd and that was concerning to her. Her anger is with the State that they
continue to fix their budget with our cities. She wonders what would happen if
we left the levy flat and levied exactly what we levied last year. Any increases
will have 100% to do with MVHC changes. It also gives the City a contingency
budget for any crisis so we would not have to dip into our general fund. She does
not like what it does to businesses and non-homestead properties. That is us not
asking our taxpayers for a dime more. The shift is all outside our control. Maybe
our elected officials at the State need to hear from our residents about the changes
they make and how they affect the residents. Councilmember Donnelly stated
that is true, but it will hit the commercial harder than we have proposed. The
bottom line is Farmington is collecting fewer taxes from the residents than we did
last year. The split between homestead and non-homestead is worse than last
year, but we cannot fix that. Councilmember Bartholomay stated if the State
keeps doing this it is not fair what they are doing to businesses and non-
homestead properties. Councilmember May asked if a change is being proposed
in the fiscal disparities money. Mayor Larson stated right now it is just a
comment on a change. Councilmember May stated calling their State
representative is a good idea, but she was not going to tell the tax payers why it is
what it is. She was looking at the number as everyone else is, and it is 11 % for
the businesses. The reason we are looking at using fiscal disparity money is to
keep that number as low as we possibly can. She did not look at it as a bad thing.
It will give us a great opportunity next year to look at what the residents want us
to provide and how can we provide that. If that means some organizational type
changes, that is not a bad thing. That is what the private sector has done.
Councilmember Bartholomay stated don't you think it is responsible to do a study
or make a calculated decision. You are saying if we make this decision, we have
no idea the hole we could be in next year. We could be talking about a budget
that could bankrupt the City. Councilmember May stated fiscal disparities are not
going away. Councilmember Bartholomay stated the State has taken everything
else away and they are already working on it. He would like to extend the City
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Council Minutes (Regular)
December 5, 2011
Page 8
out as far as possible and not close up shop. Councilrnember May stated if we
don't use any fiscal disparity money then the businesses will be closing.
Councilrnember Fogarty stated even with what she proposed we would still be
using the vast majority of the $367,000 to buy down the levy. Councilrnember
May asked if she was making a proposal to make a change. Councilmember
Fogarty was tom; we have left zero cushion for next year. Councilmember May
stated we have been very good about figuring out what to do in a disaster.
Councilrnember Fogarty proposed a zero levy increase. Councilrnember
Bartholomay stated that would put the remaining $141,000 in contingency.
MOTION by Fogarty, second by Bartholomay to present a zero levy change.
Mayor Larson stated he left the workshop saying using fiscal disparities to buy
down the levy was a bad idea. Everyone he talked to in finance says it is a bad
idea and we are setting ourselves up for failure next year. Voting for: Larson,
Bartholomay, Fogarty. Voting against: Donnelly, May. MOTION CARRIED.
Finance Director Walters stated this means you have $141,192 remaining in fiscal
disparities. Mayor Larson stated that will go into a contingency fund. City
Administrator McKnight noted the levy resolution to be approved will reflect the
net levy staying at zero for 2012 and the same changes will be reflected in the
budget resolution adding $141,192 as a contingency line item. MOTION by
Fogarty, second by Bartholomay to adopt RESOLUTION R57-11 adopting the
tax levy for the year 2012 collectible, changing the numbers to reflect 0% levy
increase comparing 2011 to 2012. Voting for: Larson, Bartholomay, Fogarty.
Voting against: Donnelly, May. MOTION CARRIED. MOTION by Fogarty,
second by Bartholomay to adopt RESOLUTION R58-11 adopting the 2012
budget adjusting the general fund expenditures to reflect a $141,192 addition as a
contingency line item. Voting for: Larson, Bartholomay, Fogarty. Voting
against: Donnelly, May. MOTION CARRIED.
12. NEW BUSINESS
13. COUNCIL ROUNDTABLE
Councilmember Fogarty: Toys and donations are being collected for Toys for Town
until December 17, 2011. Wrapping is at Boeckmann Middle School on December 17,
2011. These donations stay within our community so it is our community taking care of
itself.
Councilmember Bartholomay: He attended the Tree Lighting and it was a great
turnout. The new location worked out well. The Junior Miss Farmington's were there
along with school district members.
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Council Minutes (Regular)
December 5, 2011
Page 9
Councilmember May: Stated she was here as a representative of the tax payer and
she is doing what she can to keep our taxes as low as possible. She apologized to the
business community as we could have done more.
Mayor Larson: Thanked everyone who attended Dazzle Days and
Councilmember Bartholomay for taking his place at the Tree Lighting. He has heard it
was a great success. He spoke to a downtown business this weekend and was told it was
the best weekend they have ever had in the City business wise. It was an incredible
weekend and appreciated everyone's support. On small business Saturday, there were
people shopping everywhere in town. Mayor Larson thanked residents for supporting
local businesses. The omelet breakfast on Sunday at the Legion does support Toys for
Town and the demand is high this year.
14. EXECUTIVE SESSION
MOTION by Fogarty, second by Bartholomay to go into Executive Session to discuss
labor negotiations with the AFSCME group and to discuss the potential sale of City
property at 431 Third Street at 8:04 p.m. APIF, MOTION CARRIED.
Mayor Larson moved the meeting back into open session at 8:30 p.m.
15. ADJOURN
MOTION by Fogarty, second by May to adjourn at 8:39 p.m. APIF, MOTION
CARRIED.
Respectfully submitted,
Cynthia Muller
Executive Assistant
13
7/;
City of Farmington
430 Third Street
Farmington, JI..1inncsota
651.280.6800. Fax 651.280.6899
www.ci.farrningtlm.nm.LL.!
TO: Mayor, Councilmembers and City Administrator
FROM: Randy Distad, Parks and Recreation Director
SUBJECT: Adopt Resolution Accept Donation from Farmington Travel Baseball Association
for Prairieview Park Ballfield Improvements
DATE: December 19,2011
INTRODUCTION
A donation has recently been received from the Farmington Travel Baseball Association for
improvements made at the Prairieview Park ballfield.
DISCUSSION
The Farmington Travel Baseball Association recently paid for dugout and fence improvements
that were made at the ballfield in Prairieview Park. The dugout improvements included
installing canopies over the dugouts to provide shade when games are played during daytime
hours. The collective cost of these improvements was $5,600.
Staffwill communicate the City's appreciation on behalfofthe Council to the Farmington Travel
Baseball Association for their generous donation.
ACTION REOUESTED
Adopt the attached resolution accepting donation of the Prairieview Park ballfield improvement
valued at $5,600 from the Farmington Travel Baseball Association
Respectfully Submitted,
Randy Distad
Parks and Recreation Director
14
RESOLUTION NO. R59-11
ACCEPT $5,600 DONATION FROM F ARMINGTON TRAVEL BASEBALL ASSOCIATION
FOR PRAIRIEVIEW PARK BALLFIELD IMPROVEMENTS
Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of
Farmington, Minnesota, was held in the Council Chambers of said City on the 19th day of December,
2011 at 7:00 p.m.
Members Present: Larson, Bartholomay, Donnelly, Fogarty, May
Members Absent: None
Member Fogarty introduced and Member Bartholomay seconded the following:
WHEREAS, a donation valued at $5,600 was made by the Farmington Travel Baseball Association
for improvements to the Prairieview Park ballfield; and
WHEREAS, it is required by State Statute that such donations be formally accepted; and,
WHEREAS, it is in the best interest of the City to accept this donation.
NOW, THEREFORE, BE IT RESOLVED that the City of Farmington hereby accepts with gratitude
the generous donation valued at $5,600 from the Farmington Travel Baseball Association for
improvements made to the Prairieview Park ballfield.
This resolution adopted by recorded vote of the Farmington City Council in open session on the 19th
day of December 2011.
~~,/~
.
Mayor
...d
Attested to the ell day of December 2011.
SEAL
7c..
City of Farmington
430 Third Street
Farmington, Minnesota
651.280.6800. Fax 651.280.6899
www:ci.tarmingtllll.mn.L1li
TO: Mayor, Councilmembers and City Administrator
FROM: Cynthia Muller, Executive Assistant
SUBJECT: Appointments to Boards and Commissions
DATE: December 19,2011
INTRODUCTION I DISCUSSION
On January 31, of each year a number of Boards and Commissions terms expire. Traditionally
the City Council interviews applicants in January and appoints at the second City Council
meeting in January.
The following is a list of terms expiring on January 31,2012:
Heritage Preservation Commission
Two 3-year terms
Parks and Recreation Advisory Commission
One 3-year term
Planning Commission
Three 2-year terms
Rambling River Center Advisory Board
Three 3-year terms
Water Board
One 3-year term
ACTION REOUESTED
Set a special meeting ofthe City Council for Monday, January 9, 2012, at approximately 5:30
p.m. at City Hall to interview applicants for Boards and Commissions appointments.
Respectfully submitted,
Cynthia Muller
Executive Assistant
16
7J
City of Farmington
430 Third Street
Farmington, Minnesota
651.280.6800. Fax 651.280.6899
www:ci.tarmingtlm.TIlll.LL'l
TO: Mayor, Councilmembers and City Administrator
FROM: Cynthia Muller
Executive Assistant
SUBJECT: Gambling Event Permit - Knights of Columbus
DATE: December 19,2011
INTRODUCTION
The Knights of Columbus are requesting a Gambling Event Permit for their bingo fundraisers.
DISCUSSION
Per State Statute 349.166 and pertinent City Code, a Gambling Event Permit must be issued by
the City for this type of event. An application has been received, along with the appropriate fees.
The City Attorney has reviewed the application and the attached resolution approving the
request.
BUDGET IMPACT
Gambling fees are included in the revenue portion ofthe 2012 budget.
ACTION REOUESTED
Consider the attached resolution granting a Gambling Event Permit to the Knights of Columbus,
at 22120 Denmark Avenue, on February 25,2012 and November 17,2012.
Respectfully submitted,
Cynthia Muller
Executive Assistant
17
RESOLUTION NO. R60-11
APPROVING A MINNESOTA LAWFUL
GAMBLING EVENT PERMIT APPLICATION FOR
THE KNIGHTS OF COLUMBUS
Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of
Farmington, Minnesota, was held in the Council Chambers of said City on the 19th day of
December 2011 at 7:00 p.m.
Members Present:
Members Absent:
Larson, Bartholomay, Donnelly, Fogarty, May
None
Member Fogarty introduced and Member Bartholomay seconded the following:
WHEREAS, pursuant to M.S. 349.166, the State of Minnesota Gambling Board may not issue or
renew a Gambling Event Permit unless the City Council adopts a Resolution approving said permit;
and,
WHEREAS, the Knights of Columbus have submitted an application for a Gambling Event Permit to
be conducted at 22120 Denmark Avenue on February 25, 2012 and November 17,2012, for Council
consideration.
NOW, THEREFORE, BE IT RESOLVED by the Farmington City Council that the Gambling
Event Permit for the Knights of Columbus at 22120 Denmark Avenue, is hereby approved.
This resolution adopted by recorded vote of the Farmington City Council in open session on the
19th day of December 2011.
~~/-
"'Mayor
....r;T
Attested to the J / day of December 2011.
~s;;f;!~U-
SEAL
7~
City of Farmington
430 Third Street
Farmington, Minnesota
651.280.6800. Fax 651.280.6899
www:ci.tarmingtll11.n1ll.Ll....
TO: Mayor, CounciImembers, and City Administrator
FROM: Teresa Walters, Finance Director
SUBJECT: November Financial Report
DATE: December 19,2011
Enclosed is the financial report for the month of November 2011. Below is an explanation for
variations from the budget as well as differences from last year at this time. If you have any
questions prior to the meeting, please e-mail meattwalters@cLfarmington.mn.us or call me at
651-280-6880.
General Fund
Overall General Fund Revenues are at 55% of the budget. This includes our tax revenue for the
frrst half ofthe year. Expenditures are at 88.9% ofthe budget. 92% of the year has passed.
REVENUES
All revenues are within budget except the following (These have been explained in prior
months):
Property Taxes: We received the frrst half of our property taxes. The other halfwill be
received in December.
Charges for services are at approximately 57% of the budget. Fire Service charges are
not received until closer to the end of the year. We are working on Fire Services
contracts that will require payment on a quarterly basis rather than at year-end.
Interest: At approximately 45% of the budget, interest revenue is still low compared to
budget. We have adjusted the budget for 2012 to ensure this does not happen again next
year.
Miscellaneous: Adjustments have been made to the budget to correct this in 2012.
Without taxes all other revenues combined are at 82.8% ofthe budget.
EXPENDITURES
At 88.9%, overall General Fund expenditures are in line with the budget. 92% of the budget year
has passed.
Snecial Revenue Funds: The Special Revenue funds are established to account for specific
revenue sources (grants) or to fmance a specific activity. Plans to eliminate deficits have been
discussed during the budget process and will be implemented in 2012.
19
The following is a summary of each special revenue fund:
EDA: The EDA deficit decreased by $93 bringing it to $165,877 at the end of November.
Rambling River Center Operations (Senior Center): Revenue for the Senior Center was $2,561.
Expenditures totaled $19,238. With the General Fund transfer, the deficit increased by $4,952,
bringing the fund balance from a negative $6,294 in October to a negative $11,246 in November.
Higher than normal expenditures was a result of additional spending for building and exercise
equipment maintenance.
Rambling River Center Renovations: November revenues exceeded expenditures by $3,095,
bringing the fund balance from a negative $147,982 in October to a negative $144,887 in
November.
Swimming Pool: The pool is currently closed. During November expenditures exceeded
revenues by $838. The current fund balance is $42,576.
Ice Arena: Ice Arena revenues exceeded expenditures by $38,256. The deficit fund balance was
reduced from a negative $332,035 in October to a negative $293,779 in November.
Enterorise funds: The Enterprise funds are self supporting and should not need financial
assistance from the General fund.
Liquor: Liquor expenditures exceeded revenues by $1,139 this month. With the transfer, the
fund balance shows a reduction of$6,973.
Sewer. Water. Solid Waste. and Storm Water. are all in line with the budget for the year. A plan
is in place to cover the deficit in the Street light budget next year.
Graoh: The graph shows that the overall 2011 YTD fund balance is lower than the 2010 fund
balance at this time. From the graph you can also see that November is typically a month when
the General Fund starts to borrow from other funds. This is a result of our low fund balance.
Respectfully submitted,
Teresa Walters, Finance Director
20
City of FarmIn1JIon Budge! Bummary
2D08 Fund BaI 1,726,810 1,144,798 505,410 (18,436) (579,770) 1,194,436 1,380,217 768,467 38,652 (195,850) (986,597) $ 1,987,775
2009 Fund BaI 1,445,414 909,221 346,825 (190,293) (983,071) 441,205 1 ,579,394 1,167,850 573,253 268,945 (537,502) $ 2,157,880
2010 Fund BaI 1,943,301 1,176,669 577;370 111,462 (661,411) 1.532.883 1,889,003 1,309,991 729,203 58,638 (949,029) $ 2,218,942
2011 Adopted %
Account Des lion SUde! Jan Feb Mar A r June JuI Oct No. Doc TolaI Balance Received
Pund B.lan~ $ 2,218,942
BmoIIII.
Properly Taxaa 7,094,547 $ 3,436,090 4,424 $3,440,515 3,844,032 48.58%
Ucansos 32,155 11,945 145 5,880 187 176 7,195 152 197 6,532 1,007 65 $ 33,293 (1,138) 103.54%
Pormlls 399,300 14,855 17,231 23,177 23.947 38,939 112,814 26,886 21,901 34,728 65.951 22.949 $ 402,855 (3,959) 100.89%
FInoo 70,000 5,782 6,308 8,295 8,160 7,053 5,987 7,893 10,ll5O 8,122 5,800 $ 69,490 949 99.23%
Inlorgovommanla RovOl1U8 4mi,590 87,436 797 595 1,999 87,826 5,661 12,499 258,110 9,081 $ 483,915 (69,325) 114.38%
Chorge br_ 503,878 2,035 3,198 12,133 82,981 15,74ll 19,142 8,999 83,244 7,670 69,679 5,178 $ 268,008 215,870 57.18%
Franchise Foes 76,000 22.537 52,389 $ 74,926 74 99.90%
Invoelmont InIoroel 200,000 8,170 7,261 9,855 5,254 4,434 8,731 7,923 13,395 11,957 8,949 4,500 $ 90,115 109,_ 45.06%
MIscellaneous 69 000 1459 6410 613 012 8834 711 1877 836 8147 993 250 $ 30 443 38 557 44.12%
ToIoI $ 6,939,270 38,484 127,526 69,873 121,261 76,375 3,701,669 59,m 172,321 335,192 163,381 38,441 - $ 4,893,831 3,945,739 55.36%
2011 odopted %
D Bud e! Jan Fob Mar A r June JuI Oct Nov Doc TolaI Balance ad
~
1005 LogI8lellvo 77,652 3,531 3,328 5,891 4,172 3,761 6,039 6,445 3,293 20,049 5,862 3,248 $ 65,238 12,414 84.01%
1008 H_ PrOSOMlllon 7,480 1,500 1,500 1,500 1,600 30 $ 6,130 1,350 81.95%
1010 Admlnlslrellon 522,294 26,709 37,855 39,051 38,427 32,947 108,568 21,584 21,909 26,941 44,867 48,322 $ 442,975 79,289 94.82%
1013 E1ec11OllS 1,925 1,925 398 $ 2,323 (398) 120.68%
1014 Communloollons 84,436 5,148 6,166 5,990 5,999 8,018 8,904 5,161 7,578 5,526 8,858 8,163 $ 76,530 8,909 89.45%
1015 City HoD 145,142 14,049 8,932 13,920 13,616 8,669 10,811 10,017 12,957 15,519 22.177 20,879 $ 151,945 (8,503) 104.48%
1035 Community Development 93,299 8,259 7,941 8,003 7,921 7,748 11,487 7,022 7,748 7,710 3,353 11,484 $ 86,499 8,833 92.68%
1011 Human Resources 238,159 15,238 20,741 18,462 16,947 18,800 32,608 19,503 18,299 19,380 18,436 26,880 $ 225,134 13,026 94.53%
1022 FInonco 429,858 32,945 65,145 39,241 34,(109 32,219 47,661 27,382 32,392 32,948 22.261 42,608 $ 399,008 30,650 92.87'1.
1050 Ponce Admlnlelrollon 805,574 54,436 61,057 87,148 58,172 54,952 86,863 82,132 47,451 86,894 94,511 89,870 $ 713,135 82,439 86,53%
1051 Patrol_ 2,290,612 150,526 162,429 176,612 167,654 174,087 284,993 169,380 174,079 194,943 182,861 255,715 $ 2,073,138 217,474 90.51%
1052 lnvoslIgellon ServIces 767,908 51,003 80,702 60,332 80,191 61,413 90,503 65,959 60,035 82,307 65,809 82,321 $ 720,376 47,533 93.81%
1054 Emorgonoy Manogoment 4,900 302 166 18 11 228 18 18 447 7 $ 1,216 3,884 24.82%
1080 FIre 666,294 26,289 38,515 43,131 42,432 42,430 38,503 34,570 135,382 124,077 43,689 41,297 $ 608,274 59,990 81.02%
1081 Rescue 45,821 3,884 1,983 2,337 2,21 0 3,007 3,371 3,391 3,160 2,348 2,381 5,387 $ 33,4ll7 12,414 72.81%
1070 Englnoorlng 282,075 12,594 25,618 22.262 21,834 23,710 24,301 15,351 20,657 23,943 7,940 34,341 $ 232,471 29,904 88.70%
1030 PlannIng Zl2,353 14,030 17,820 17,380 17,197 20,151 26,862 18,416 35,666 15,875 11,650 24,192 $ 215,869 16,484 92.81 %
1031 Bufidlng Inspecllon 308,238 18,024 24,410 23,491 22.986 21,211 34;372 20,859 23,572 23,229 24,771 33,4mi $ 270,420 37,819 87.73%
1076 NeluroJ Resources 94,199 820 1,503 2,813 6,839 1,129 3,862 3,501 4,990 7,554 3,722 6,368 $ 42,931 51,268 45.57%
1072Slr_ 597,248 21,408 29,484 4ll,026 42,210 49,721 70,247 37,942 35,387 38,947 38,24ll 87,491 $ 436,783 107,485 82.01%
1073 Snow RomovoI 205,104 37,319 65,580 48,635 17,132 2,815 1,933 298 298 599 3,389 $ 178,076 27,028 86.82%
1090 Park MaInIananco 519,577 33,059 34,139 38,044 38,051 86,548 76,380 54,030 68.844 51,959 20,728 42,994 $ 524,052 (4,485) 100.88%
1094 Park & Roc Admin 250,862 10,533 4,826 14,727 11,210 18,478 14,874 13,199 24,421 12,739 21,994 23,867 $ 168,238 82,844 ffl.08%
1035 RecroelIon Progroms 116,022 2,325 12,822 9,767 5,514 5,872 16,182 24,268 (14,876) 6,216 1,874 692 $ 70,277 45,745 60.57%
1099 Dew Doya $ 0.00%
TolaI Expenditures $ 8,768,782 943,345 682,801 697,255 632,616 883,695 $ 1,007,980 610,017 723,613 750,823 613,388 680,909 $ 7,798,122 972,870 88.91%
Excoao of Rovonuo over (under)
expenditures $ 70,476 (504,861) $ (654,975) $ (838,382) $ (511,335) $ (577,320) $ 2,593,819 (550,240) $ (551,462) $ (415,431) $ (449,987) $ (942,436) $ (2,902,891)
Other FInancIng Sources (Uoos)
TransIors In 81.87%
1001 TransIors (OUt) 98,87%
ToIoI Other Financing Sources (uses)
Ne! change In Fund BaIanco (487,436) $ (537,830) $ (820,937) $ (493,890) $ (559,875) $ 2,711,384 (632,795) $ (534,047) $ (831,959) $ (432,542) $ (625,023) $ (2,944,689)
Fund Sllln. 1 ,731 ,4ll6 1,193,878 572,939 79,050 (480,625) 2,230,539 1,697,744 1,183,897 531,739 99,199 (725,927)
121 pJh
City 01 Farmington
Butlgel Summary
Account
D
lion
2011 Adopted
Bud eI
Jan
Feb
Mar
A r
June
Ocl
Nov
Dee
Total
%
Balance Received
8D80IAI Ravenu. Funds
BOA ODOratlna
Revenuea
19,088
1.369
1335
34
2,819
1721
988
5787
715
1,295
112,223
12,288
2B7
208
854
204
111
93
133,229
(114,143) 898,05%
Expenditures $
Excess 01 Revenue over (under)
Expenditures $
other FInancIng _ (Uses)
Transfers In
Transfers (0Ul)
Total other Financing _ (UII8S)
NeI chang. in Fund Balance $
19088
2Bl
8143 13144
1 7
893 442
1710
38 583
174
191.57%
1,098
(4,821) $
434
(8,848) $ 99,079
11,081
(398) $ (2,234) $
(855) $
98,688
!Fund 1I_'an_
34 1,098
252,543 $ (252,509) $ (251,411)
(4,821) $ 434 (8,848) $ 99,079 11,081 (398) $ (2,234) $ (855) $ 93
(288,232) $ (255,793)$ (:i7~a45) $ (173~~ $ (152,~ $ (16~B82fT~185,ll5)-$_~lffii~ij[I~1~,mlT ~;Z~-
98,688
'}~r' $_
Police Porfeltul'llS
Revenuos
2,000
4,717
687
955
487
2,002
500
6,590
300
15,552
(13,552) m.58%
Expenditures
4000
1198
394
210
291
102
418
1474
4752
118.60%
FUftdB...ftmi--~ ~--=-~-==~~$ _~--=-4A~ ~_ _~429 _~_ _ B;47~ __I ~ 8,238 --:-r=---=S.33f I~_~~U1'-L__J.83f~- $ _ 9.731_~_~ _ ~1 _$ _ =~- _~~~_'- __-=-14,929 _1_ ~ ~L-_=-'~---=-==-
Park ImDrovement
Revenues
20,400
14,881
190
509
1,182
3,150
1,280
17,731
1,328
1,430
1,975
1456
602
784
45,019
10697
(24,819) 220,88%
Expenditures
2S 000
491
1456
305
8998
15103
41,91%
CFu"dilal.".. _Fl__ -S-:TW.;992 ~_~~~~Xt(::J-=--~~CJ:-231;~~$~~-=-C~--.24l~~h5[T~JlJl9~~~ $ 247,320 $ ;Z4a;flL$-~~-
Recreation ODeratlna
Senior Center
Revenues
2410 SenIor Center 37,200 9,459 3,823 2,139 1,988 893 2,304 1,102 947 1,782 2,135 2,581 27,914 9,286 75,04%
Expenditures
2410 SenIor Center $ 157491 12,307 10932 1921i 13421 11179 14422 11857 11 4 10,423 7331 19,238 135,060 22,431 85.76%
Excess 01 RevanU8 over (under)
Expenditures $ (120,291) $ (3,848) $ (7,309) $ (10,787) $ (11,453) $ (10,286) $ (12,119) $ (10,558) (10,277) $ (9,841) $ (5,194) $ (18,877) $ (107,146)
other FInancIng _ (Uses)
Transfers In $ 11,725 11,725 11,725 11,725 11,725 11,725 11,725 11,725 11,725 11,725 11,725 128,975 11,725 81.67%
Transfers (0Ul) $
Total other Financing _ (UII8S) 1, 11, 1, 128,975 (8,275) 109.88%
NeI chang. in Fund Balance $ 409 7,Pi17 4,418 939 272 1,439 (393) $ 1,189 1,448 3,094 8,531 (4,852) $ 21,829 (21,420)
I Fund Baln.. 33, 251~$ (20,782) (19,844) $ (19,572) $ (19,133) (18,528) $ (17,357) (15,909) (12,825) ~_Jt1~~_~:.c__-=-- (11,248)
222
pJh
City 01 FarmIngIon
Acalunl
Descrf
Rambling River Center Renovation
Revenues
2411 RambUng RIver Center RenovaI
Expenditures
2411 RambUng RIver Center RenovaI S
Extess 01 Revenue CN&r (LlIlder)
Expendlluras S
Other FInancIng Souroos (Uses)
TranaIora In S
Transfers (OUI) $
TolBI Other Financing Souroos (uses)
Net cllangoln FLlIld BaIanoe S
I PundB,IIftDa -1nr='~-=-==_-_L_~
2011 Adopted
Bud et
Jon
Fob
Mar
388
284
Juno
1B1
1B1
1,446
218
1,228
Budget Summery
Jui
Swimming Pool
ROVOlllIOS
2415 Swimming Pool
Expenditures
2415 SwImming Pool
Extess 01 Revenue over (LlIlder)
Expendlluras $
Other FInancIng Souroos (Uses)
Tronslers In
Tronslers (OUI)
TolBI Other Financing Souroos (uses)
Net cllango In FLlIld BaIanoe $
1,297
63
8,192
388
284
191
70,000 132 2,543 3,749 21,718
119793 1850 1027 1810 5341 444
1,228
8,857 $ 8,857
8,857 8,857
100
113
(35) $
4835 $
(4,870) $
454
454
454
0cI
2,879
1247
1,432
1,432
(2,118) $
Fund B.lan_
-:;i,.~~"~
~_~.=r~-~-~;ir8!--=-5M~__S_ 55Mr_:L:54,113!-=:I1;:fl~T :~82B:! ~'@!uL]7Ji63- $:-50~ T- 45YJL!-:-_~;~W:$
(2,118) $
1,234
8,192
388
294
20,000
(49,793) S (1,850) $ (1,027) $ (1.478) $ (2,798) $ (4,487) $ (728)
22
78
113
Nov
3,257
182
3,095
3,095
8,192
$ 158,351) $(152Jm:-I (15f,nlfT~~77LL1IDm:$Tf511-;058)$-114ll,~jrr{I4S,868) ClliM~!~f4i',~j~_I144~sm S
312
309,700
(884)
(29,793) $ (1,850) $ (1,027) $ (1.478) $ (2,798) $ (4,487) $ 5,841
78
113
430
838
28,281 11,748
28 833 25 073
(2,372) $ (13,327) $
4,295
8,857
8,85
(8,850) $ (4,870)
(838) $
$ .(134;382)$ (126,931] .~(117,:J50)$ (117,502] Sill9~i.I4) ~ (1~U(115,818) $ (11(J,274j] (1'@,~4f S (1j8,~1 $_(110,ii61). $ (113,557) S
(838) $
._42..~_sn -
TOTAL RECREATIONPUND SALANCE
ID.AmnA
ROVOlllIOS
Expenditures
Extess 01 ROYOllUO over (LlIlder)
Expenditures $
84,325
305147
919
89,925
38210
1,208
31889
(30,883) S (28,211) $ (17,988) $ (9,702) S (25,758) S (4,838) S 11,055
15
28 8
11,059
29 027
3,148
'lJ
7,814
1 452
8,027
5028
75,738
38 482
38,258
Doc
~__~~903 t .L~~$_~9,645) $ .l225..93oU:L~~~.!.1~;g4IT@lL2,792LJ_l3:12.~Lt 1~.252[$--(343,09lif$~~L.L~itm.:.t.:=-_ - :
!PundB.1in..--
33
4,553
(33,783) $ 33,715
31,041
1 848
25 785
323
%
TolBI BoIoneo RocoIvod
18,412 (15,412)
1,714 (1,714) #D1V1ll1
14,898
#D1V1ll1
#D1V1ll1
14,898
(144,887)
88,428 3,574 84,89%
102,128 17,885 8525%
(35,703)
20,001 (1) 100.01%
20,001
(15,702) $ (14,091)
558,222
239,217
70,483
29 054
77.24%
'lJ8093
90.48%
(38,878)
(293,779)
pJh
CIly of Farmington
Budgel Summary
Account
2011 Adopted
Bud el
Jan
Fob
Mar
June
Ocl
Nov
Dee
Total
%
Belance Recelved
EintarDrI_ Funds
Ltauar Oael'8tlans
Revanuea 4,441,250 282,010 273,155 290,061 342,550 354,565 394,675 417,127 376,926 360,708 354,406 340,301 3,768,498 872,752 84.85%
Expendllures 4 597 265 567 276 559 277795 313409 369 668 426 542 335 0 407 642 298 387021 341 44lJ 3699 7 891390 84.25%
Excess of Revenue over (Wllier)
Expendllures $ 50,663 (3,577) $ (3.404) $ 12,265 29,151 (15,093) $ (31,667) $ 81,657 (28,713) $ 82,424 (32,812) $ (1,138) $ 89.291 (18.638)
Other FInancfng Sourcea (Uses)
TransIer8ln $
Trans1er8 (Out) $ 93.52%
Total other FInancing Sourcea (1Il8S)
Nel ohangeln FWlli Belance S (38,354) $ (9,411) (9,238) S 8,431 23,317 (20,927) $ (44.356) $ 69,356 (34,547) $ ~,924 (6,973) $ (14.883)
Fund Satanea :::J- ..266;3I4 S~~~ r .247~_I 254.1~--S-P7~4't3 ,_~~~~]f2,1?1! .r~.k~Lr246;988~T= 2ll6,91lt ~ _-~~_=t-=~1,491 ------.-- 251,~1
llIJm
Revenues 1.635.000 83,406 33,575 150,711 75,663 128.788 249,107 89,256 138,289 138.4Oll 138,182 124,373 1.356,752 278,248 82.98%
Expendllurea 1 564 657 98 409 95 949 99745 101597 97121 120 805 98 889 105 305 1 318 104 345 105 745 1133 807 451150 71.54%
Excess of REMllUlO over (Wllier) 222.9451 $
Expendllures $ 50,043 (15,001) $ (82,374) $ 80,988 (28.943) $ 29,885 128,501 (29,360) $ 32,964 38,Ol12 31,638 15,628 (172,902)
Other FInancIng Sourcea (Uses)
Trans1er8 In
Trans1er8 (Out) $ 94.28%
Total other FInancing Sourcea (1Il8S) 94.29 ,
NelohangelnFWlliBelance $ (51,574) $ (20,835) $ (88,208) $ 75,132 23,831 122,857 (35,214) $ 27,130 30,248 (5,608) $ 9.794 127.181
Fund Ia.llnell -lc';.-=--=-r 1,631~0 njJO~:::j-~j-$1,~ri~r~==n~;~.;'f1,!l!l~;'2?.2..l.1:;m;~T~~,_j,?.23~.$ :1.~~-=-.t.J.I~.m~Ll.?56,291_:f -.'..z:::--".. ' $ 1,768.291
bllllYtDlJ.
Revenues 1,876,903 109,215 30,102 210,54ll 109,053 183,230 197,596 109,739 187,726 194,503 110,347 171,909 1.573.959 302,844 83.68%
Expendllures 1 13945 61103 105517 116029 146 945 281795 101734 1~938 83 802 128 78 183 369 104817 $ 1 018 351 926 80.60%
Excess of Revenue over (Wllier)
Expendllures $ 82,957 28,112 (75,415) $ 94,511 (37,893) S (118,556) S 95,882 (40,200) 83.924 87.525 (53,022) $ 87.092 111,641
Other FInancIng Sourcea (Uses)
Trans1er8 In
Trans1er8 (Out) 95.03%
Total Other FInancing Sourcea (1Il8S)
NelohangelnFWlliBelance S (54.488) S (81,2~) S 68,677 (43,727) S (124.390) S 90,028 (46,034) $ 78,090 61.891 (106,272) $ 61,258 351
I F'uncfj.ii;na7~'r~~-$ _ 563,892 ~@..L....504.92LiI.~.596 $549-;871 S 425,~1 S 515,510 L~.M7LiI. _~~LL 809,257 502,~L$ 564,243 ~- $ 564,243
---_.~--~
'24
pJh
CIly 01 FarmJnulon
Account
lion
Il2lll1YtIDI:
Revenues
Expendl1uroa
Excess 01 Revenue over (under)
ExpendI1uroa $
Other FInancIng Sources (Uses)
Transferaln
Transfera(Oul) $
TolaI Other Anancing Sources (uses)
Net change In Fund Balance $
2011 Adopted
Bud et
454,000
431902
Jon
22,098
Feb
17,042
18661
(1,819)
Mar
8,053
(18,413)
A r
74,018
139
18,917
30613
June
25,630
19147
51,879
(13,695) $ 8,483 $ 31,592
74,363
772
Budget Summary
17,811
25,920
74,178
33825
Cd
Nov
Dee
Total
%
Balance Received
56,946
(63,715) $ (7,453) $ (22,247) $ 46,045
(19,529) $
649
25,758
25396
37 605
34,719
17,181
26,650
3726S
375,464
316518
(21,034)
WIllI:
R8Y8I1U8S
~-PundB.-I.noi-- ~:2:~~~ ----~ ~ ~ $ ~lQ~~_ -M6~-J-- ~1~ _$__~i~_' ~,-~-J-_-_~A4-L--~~_$=_~7~ ~_~_636:076l~]i9-,-~--T=2:L~~~---
819,605
Expendlturee
Excess 01 Revenue over (under)
Expendl1uroa $
Other FInancIng Sources (Uses)
Transferaln
Transfera(Oul)
TolaI Other Anancing Sources (uses)
Net change In Fund Balance $
1 ,542,500
1 095 324
447,178
118,729
38947
78,782
24,941
80801
(38,160) $ 47,924
96,695
46771
78,688
56 060
22,627
83,780
57 054
147,828
8S 832
56,796
(7,785)
(11,887) $ 40,553
213.447
88 464
128,964
26 807
(9,828) $ (10,738) $
(31 ,266) $
138,382
924
131,523
41422
1,332,817
781 995
550,822
345,559
73,946
(41,994) $ 42,090
18,793
26,726
20,892
52,962
(13,819)
146,278
114396
155,028
106421
121,150
53,558
90,101
31,878
46,605
18,114
94.267
26,044 $
1_ Fundiilana.
-$~ ___MOJ.~O $ 5~t~~-_t5;r~,~ $ ~.1~~~sA4--~_~L1~8,~7 _{~~~__$~~;~___~~~~_U~1,00'L-.l~462,1~I],478.2!(~J- -~~--$--
Stroot LI.ht UfllllY
R8Y8I1U8S
Expenditures
175,039
189,323
11,804
16,028
2,448
1.456
16,832
29,296
11,832
15,142
15.451
14,846
1S,774
14,552
11,846
15,405
8,453
16,742
14,613
11,794
21,265
16,401
8,851
7,836
Net change In Fund Balance
5,718 $ (4,221) $ 890 (12,688) $ (3,309) $ 605 2,122 4,211 6,852 2,128 (9,471) $ 8,650
~P7lh . (3M~l!l .L 137,605Lti50,1t40 i~,483f$@~87Bf Ll50,757l.L ~S5LS. _ l3M~~LS .-W~-$_146j361 T .-(40.~T $
!FL'-lid B81anc.
1125
455,038
5,562,538
146,129
152,238
(6,109)
., $ (40,386)
78,538
82.70%
116384
73.28%
93.20%
209,883
313329
86.41%
71.39%
94.26%
28,910
83.46%
17,085
89,91%
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aouelea pun:!
7f
City of Farmington
430 Third Street
Farmington, Minnesota
651.280.6800. Fax 651.280.6899
www.ci.f.um;ngtun.nm.Ll..;
TO: Mayor, Council Members, City Administrator
FROM: Tony Wippler, Assistant City Planner
SUBJECT: Adopt Resolution - Historic Preservation Consultant Services
DATE: December 19,2011
DISCUSSION
Attached is a proposed contract for historic preservation consultant services with Robert Vogel and
Pathfinder CRM, LLC. The contract is for the period of January 1,2012 through December 31, 2012 and
establishes an annual retainer fee and an hourly wage for historic preservation services provided.
This contract is required to establish an hourly wage for in-kind services Mr. Vogel may provide in
conjunction with Certified Local Government Grants. The grants are used to further the exploration of
historic sites in Farmington.
BUDGET IMPACT
The consultant fees are included in the proposed 2012 budget. The proposed fee is the same amount that
has been paid over the last four years.
ACTION REQUIRED
Adopt the attached resolution approving the contract for Historic Preservation Consulting Services.
Respectfully submitted,
Tony Wippler
Assistant City Planner
27
RESOLUTION NO. R64-11
CONTRACT FOR SERVICES
PRESERVATION PLANNER
Pw-suant to due call aud notice thereof, a regular meeting of the City Council of the City of Fannington,
Minnesota, was held in the Council Chambers of said City on the 19 th day ofDecember . 20~
at 7:00 p.m,
Members Present:
Members Absent:
Larson, Bartholomay, Donnelly, Fogarty, May
None
Member Fogarty introduced and MembeBartholoma"$econded the following:
THIS CONTRACT made and entered into as ofthis...1.9..00 of I"lE'l'"'pmbpr .20..1.L, by and
between the City of Fannington, Minnesota, herein refell'ed to as the "City", and Robed C. Vogel, doing
business as Pathfinder CRM, LLC, herein refen'ed to as the "Consultant",
WITNESSETH
THAT WHEREAS. the City is desirous of retaining professional historic preservation services on an as-
needed basis. and;
WHEREAS. the Consultant is a qualified historic preservation professional.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions hereinafter
contained, it is agreed by and between the City and the Consultant as follows:
SCOPE OF SERVICES
Pathfmder CRM, LLC will perfOlm the following tasks as an independent private contractor under the
supervision of the City Administrator:
A. Advise the City ofF81mington on all matters relating to heritage preservation, including the
identification, evaluation, regisn.ation, and treatment of heritage resow-ces. Pathfinder CRM
senior staff will also be available for presentations to the Heritage Preservation Commission. the
PI81ming Commission, and the City Council as needed.
B. Prep81.e applications for grants-in-aid for preservation projects as directed by the City
Administrator.
C. Provide infonnation, education, and training in heritage preservation to City officials and advise
in the development of high-quality public education and oun'each programs.
D. Assist City staff in reviewing development projects and applications for certificates of
appropriateness in relation to designated heritage landmark properties.
E. Perronn such other preservation planning tasks as authorized by the City Administrator.
COMPENSATION
For the services described above in paragraphs A through D, Pathfinder CRM will be paid a quarterly
retainer fee of one thousand five hundred dollars ($1,500), due on the first of January, April, July, and
October, 2012.
Pathfinder CRM agrees to bill the City at the rate of seventy-five dollars ($75) per how. for all work
performed under paragraph E.
PERSONNEL
The City and Pathfinder CRM further agree that Robelt C. Vogel will be the City's designated
preservation planner. Pathfinder CRM architects, planners, archaeologists, and other preservation
professionals may be utilized as needed, subject to authorization by the City Administrator.
This contract for services shall be in effect from Janu81Y 1 until December 31, 2012.
P:~~~~
,~/ ---- / //
/' L--. /-t-
. ....v
Attested to the a I day of December 2011.
THE CITY OF FARMINGTON
~~;;
Administrator
SEAL
?5
City of Farmington
430 Third Street
Farmington, Minnesota
651.280.6800. Fax 651.280.6899
www..ci.farm;I1!..1:tm.mn.LL.I
TO: Mayor and Councilmembers
FROM: David J. McKnight, City Administrator
SUBJECT: Fire Chief Appointment
DATE: December 19,2011
INTRODUCTION
Pursuant to City policy the Fire Chief position is an appointed position that serves a three year
term. The current term of Fire Chief Tim Pietsch will expire on December 31,2011.
DISCUSSION
A job posting was placed at each fIre station in October and interviews were conducted in
November. The interview panel consisted of the Human Resource Director, two members of the
fife department and me. After discussing and considering both candidates, I am recommending
that Fire Chief Tim Pietsch be appointed for another term as Fire Chief.
BUDGET IMPACT
None.
ACTION REOUESTED
Make a motion to appoint Tim Pietsch as Fire Chief for the term running January 1,2012
through December 31, 2014.
Respectfully submitted,
David J. McKnight
City Administrator
30
7h
City of Farmington
430 Third Street
Farmington, Minnesota
651,280.6800. Fax 651.280.6899
WW'I,\':ci.~drmingtlm.mn.LL"I
TO: Mayor, Council and City Administrator
FROM: Tim Pietsch, Fire Chief
SUBJECT: Rescue Squad Membership
DATE: December 19, 2011
INTRODUCTION:
The Rescue Squad is authorized to include up to 20 members. We are currently at 20 members; 2
members are deployed overseas pulling their tours. We have lost membership at Station 2 due to
several factors. We would like to increase the compliment to 22 members with the new members
stationed up north.
DISCUSSION:
The current budget numbers support this proposal. We are currently looking at some operational
changes that could lead to greater savings and efficiencies concerning salaries. Interviews will be
held and 2 members will be chosen to fill this gap.
ACTION REQUESTED:
Approve Fire Chiefs request to increase the size of the Rescue Squad to 22 members.
Respectfully submitted,
Tim Pietsch
Farmington Fire Chief
31
7;'
City of Farmington
430 Third Street
Farmington, Minnesota
651.280.6800 · Fax 651.280.6899
www.ci.fannington.mn.us
TO: Mayor, Councilmembers, and City Administrator
FROM: Brenda Wendlandt, Human Resources Director
SUBJECT: AFSCME Clerica~ Technical, and Professional Unit Settlement
DATE: December 19, 2011
INTRODUCTION
This memorandum has been prepared to update Council on the status of the City's labor settlement
with the AFSCME Clerica~ Technical and Professional unit.
DISCUSSION
The City has reached a collective bargaining agreement with the AFSCME Clerical, Technical and
Professional bargaining unit effective January I, 2012 through December 31,2012.
This agreement provides for the following:
1) Wages: a one percent (1 %) salary adjustment.
(please note: this would be the fIrst salary adjustment since 2009. As Council may recall, the
increase in 2009 was offset by a furlough that same year.)
Clarification regarding Fair Labor Standards Act classifications.
2) Insurance:
For 2012, the change in the City insurance contribution ties the contribution amount to the type
of coverage selected. The amounts listed below represent a reduction to the current contribution
amounts of $834.85 for employees choosing single coverage and of $977.54 for employees
choosing more than single coverage. Additionally, these contributions are the same as those
approved by Council on October 7, 2011 for all non-represented employees. The actual City
contribution amounts are:
Single Coverage - High Option/Co-Pay Plan
Single Coverage - High Deductible Health Plan
Employee plus Child(ren) Coverage
Employee plus Spouse Coverage
Family Coverage
$633.27
$704.34
$801.47
$825.00
$834.85
32
3) The agreement also provides for Labor/Management discussions regarding the outstanding
issues of paid-time off(PTO) and merit pay.
BUDGET IMPACT
Settlement costs negotiated with the AFSCME Clerical, Technical, and Professional bargaining unit
are provided for in the 2012 City Budget.
ACTION REOUESTED
Adopt the attached resolution ratifying the collective bargaining agreement for the Clerical, Technical,
and Professional Unit.
Respectfully submitted,
Brenda Wendlandt, SPHR
Human Resources Director
cc: file
33
RESOLUTION NO. R61-11
A RESOLUTION APPROVING WAGE INCREASES BETWEEN THE CITY OF
FARMINGTON AND AFSCME, COUNCIL 5, LOCAL UNIT 3815 CLERICAL, TECHNICAL,
PROFESSIONAL BARGAINING UNIT FOR THE CONTRACT YEAR OF 2012.
Pursuant to due call and notice, thereof, a regular meeting of the City council of the City of Farmington,
Minnesota was held in the Council Chambers of said City on the 19th day of December, 2011 at 7:00 P.M.
Members Present: Larson, Bartholomay, Donnelly, Fogarty, May
Members Absent: None
Member Fogarty introduced and Member Donnelly seconded the following:
WHEREAS, the City of Farmington recognizes AFSCME as the exclusive bargaining representative
under M. S. Chapter 179A, for the clerical, technical, and professional classifications
identified in the collective bargaining agreement;
WHEREAS, the City has negotiated in good faith with representatives of AFSCME for the purpose of
reaching a collective bargaining agreement for the contract year 2012; and
WHEREAS, the settlement terms have been successfully negotiated between the City and the
membership of AFSCME, Council 5, Local Union 3815 Clerical, Technical, Professional
bargaining unit in accordance with procedures established by law.
NOW, THEREFORE, BE IT RESOLVED that the City Council of Farmington, Minnesota approves
the following:
1) A one percent (1%) wage adjustment effective the 1st day of January, 2012.
2) The City shall contribute a flat rate amount for health, dental and basic life
insurance. In 2012, the rates will be:
Single Coverage - High Option/Co-Pay Plan
Single Coverage - High Deductible Health Plan
Employee plus Child(ren) Coverage
Employee plus Spouse Coverage
Family Coverage
$633.27
$704.34
$801.47
$825.00
$834.85
Adopted by the Farmington City Council this 19th day of December, 20 II.
",.vi
Attested to the d / day of December 2011.
~~---
Mayor
~ 4fn.51
CIty Administra r
SEAL
7t
:.J
City of Farmington
430 Third Street
Farmington, Minnesota
651.280.6800 · Fax 651.280.6899
www.ci.farmington.mn.us
TO: Mayor, Councilmembers, and City Administrator
FROM: Brenda Wendlandt, Human Resources Director
SUBJECT: AFSCME Maintenance Unit Settlement
DATE: December 19, 2011
INTRODUCTION
This memorandum has been prepared to update Council on the status of the City's labor settlement
with the AFSCME Maintenance unit.
DISCUSSION
The City has reached a collective bargaining agreement with the AFSCME Maintenance bargaining
unit effective January 1,2012 through December 31,2012.
This agreement provides for the following:
1) Wages: a one percent (1%) salary adjustment.
(please note: this would be the fIrst salary adjustment since 2009. As Council may recall, the
increase in 2009 was offset by a furlough that same year.)
Clarification regarding Fair Labor Standards Act classifications.
2) Insurance:
For 2012, the change in the City insurance contribution ties the contribution amount to the type
of coverage selected. The amounts listed below represent a reduction to the current contribution
amounts of $834.85 for employees choosing single coverage and of $977.54 for employees
choosing more than single coverage. Additionally, these contributions are the same as those
approved by Council on October 7, 2011 for all non-represented employees. The actual City
contribution amounts are:
Single Coverage - High Option/Co-Pay Plan
Single Coverage - High Deductible Health Plan
Employee plus Child(ren) Coverage
Employee plus Spouse Coverage
Family Coverage
$633.27
$704.34
$801.47
$825.00
$834.85
35
3) The agreement also provides for Labor/Management discussions regarding the outstanding
issues of paid-time off(PTO) and merit pay.
BUDGET IMPACT
Settlement costs negotiated with the AFSCME Maintenance bargaining unit are provided for in the
2012 City Budget.
ACTION REOUESTED
Adopt the attached resolution ratifying the collective bargaining agreement for the Maintenance Unit.
Respectfully submitted,
Brenda Wendlandt, SPHR
Human Resources Director
cc: file
36
RESOLUTION NO. R62-11
A RESOLUTION APPROVING WAGE INCREASES BETWEEN THE CITY OF
FARMINGTON AND AFSCME, COUNCIL 5, LOCAL UNIT 3815 MAINTENANCE
BARGAINING UNIT FOR THE CONTRACT YEAR OF 2012.
Pursuant to due call and notice, thereof, a regular meeting of the City council of the City of Farmington,
Minnesota was held in the Council Chambers of said City on the 19th day of December, 2011 at 7:00 P.M.
Members Present: Larson, Bartholomay, Donnelly, Fogarty, May
Members Absent: None
Member Fogarty introduced and Member Donnelly seconded the following:
WHEREAS, the City of Farmington recognizes AFSCME as the exclusive bargaining representative
under M. S. Chapter 179A, for the maintenance classifications identified in the collective
bargaining agreement;
WHEREAS, the City has negotiated in good faith with representatives of AFSCME for the purpose of
reaching a collective bargaining agreement for the contract year 2012; and
WHEREAS, the settlement terms have been successfully negotiated between the City and the
membership of AFSCME, Council 5, Local Union 3815 Maintenance bargaining unit in
accordance with procedures established by law.
NOW, THEREFORE, BE IT RESOLVED that the City Council of Farmington, Minnesota approves
the following:
1) A one percent (1 %) wage adjustment effective the 1st day ofJanuary, 2012.
2) The City shall contribute a flat rate amount for health, dental and basic life
insurance. In 2012, the rates will be:
Single Coverage - High Option/Co-Pay Plan
Single Coverage - High Deductible Health Plan
Employee plus Child(ren) Coverage
Employee plus Spouse Coverage
Family Coverage
$633.27
$704.34
$801.47
$825.00
$834.85
Adopted by the Farmington City Council this 19th day of December, 2011.
~~C
Mayor
....vT
Attested to the a I day of December 2011.
~ ,g~)
CIty Administrat
SEAL
7/1
City of Farmington
430 Third Street
Farmington, Minnesota
651.280.6800. Fax 651.280.6899
www.ci.r.mningtlm.nlll.LL.l
TO: Mayor, Councilmembers and City Administrator
FROM: Brenda Wendlandt, Human Resources Director
SUBJECT: Annual Adjustment for Non-Represented Employees
DATE: December 19,2011
INTRODUCTION
The City approves annual salary adjustments for non-represented employees effective January 1,
2012.
DISCUSSION
Annual salary adjustments for non-represented employees have been reviewed and are proposed
at one percent (1%) effective January 1, 2012 for non-represented employees who are not
department directors; and at one-half percent (.5%) for department directors. If approved, this
would be the fIrst salary adjustment since 2009. As Council may recall, the increase in 2009 was
offset by a furlough that same year.
Non-represented employees for purposes of this annual salary adjustment include confidential
and non-represented employees.
All other employees belong to collective bargaining units which require the City to formally
negotiate changes in the terms and conditions of employment through the collective bargaining
process.
ACTION REOUESTED
Adopt the attached resolution approving the salary adjustments effective January 1, 2012 for
non-represented City employees.
Respectfully submitted,
Brenda Wendlandt, SPHR
Human Resources Director
cc: file
38
RESOLUTION No. R63-11
APPROVING ANNUAL SALARY ADJUSTMENTS FOR ALL NON-REPRESENTED
EMPLOYEES FOR CALENDAR YEAR 2012
Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of
Farmington, Minnesota, was held in the Council Chambers of said City on the 19th day of December
2011 at 7:00 p.m.
Members Present:
Members Absent:
Larson, Bartholomay, Donnelly, Fogarty, May
None
Member Fogarty introduced and Member Donnelly seconded the following:
WHEREAS, annual salary adjustments for non-represented employees are in order to recognize annual
inflationary increases in cost-of-living standards as measured by regional economic and market-based
indicators; and,
WHEREAS, the annual percentage adjustments of one percent (1 %) for non-represented employees
who are not department directors effective January 1, 2012 are within the expenditure guidelines
established in the 2012 Budget; and,
WHEREAS, the annual percentage adjustments of one-half percent (.5%) for department directors
effective January 1,2012 are within the expenditure guidelines established in the 2012 Budget; and,
WHEREAS, non-represented employees are defined as those public employees not formally
represented by an exclusive bargaining group as defined under Minnesota Statute.
NOW THEREFORE, BE IT RESOLVED that the City Council hereby approves annual salary
adjustments of one percent (1 %) and one-half percent (.5) respectively effective January 1, 2012 for all
non-represented employees.
This resolution adopted by recorded vote of the Farmington City Council in open session on the 19th
day of December, 2011.
~~~
Mayor
~
Attested to the 01/ day of ,,[l:,~c ~J
, 2011.
Q~ J1t3-~
City Administrator
SEAL
7L
City of Farmington
430 Third Street
Farmington, Minnesota
651.280.6800. Fax 651.280.6899
ww\\.:ci. tarmillgllln.mn.LL'l
TO: Mayor and Councilmembers
City Administrator
FROM: Brian A. Lindquist,
Police Chief
SUBJECT: Renewal of Updated Contract and Name Change
DATE: December 19, 2011
INTRODUCTION I DISCUSSION
In 2004 the Farmington Police Department entered into a contract with Retailers Protection
Services for a Dishonored Check Diversion Program. Retailers Protection Services has recently
changed their name to Check Diversion Program, LLC, and updated the 2004 contract. The
Police Department is requesting that the contract be renewed.
The new contract has been reviewed by the City Attorney and approved for proposal to the
Council.
BUDGET IMPACT
There is no cost to the City for this service. The department will continue to experience the
beneftt of reduced time for fraudulent check investigations.
ACTION REOUESTED
Approve the contract between the City of Farmington and Check Diversion Program, LLC.
Respectfully submitted,
Brian A. Lindquist
Chief of Police
40
CHECK DIVERSION PROGRAM, LLC
WORTHLESS CHECK DIVERSION AGREEMENT
1. Contractual Agreement:
This Agreement is made and entered into this 19th day of December, 2011, by
and between the City of Farmington ("Jurisdiction" hereafter), State of
Minnesota, and Check Diversion Program, LLC ("CDP Services" hereafter) of
415 Main Street, Red Wing, Minnesota, 55066.
2. Purpose:
The purpose of this Agreement shall be to implement a Worthless Check
Diversion Program (Minnesota State Statute 628.69 attachment A) for the
Jurisdiction.
This program provides an alternative to criminal prosecution of individuals who
issue worthless check(s) to citizens, merchants and businesses. The program
will assist the Jurisdiction and its law enforcement agency in processing
worthless checks. CDP Services will also assist in the criminal investigation and
prosecution of individuals issuing worthless checks. This program will provide
that the victim is paid full restitution from the offender who has issued the
worthless check along with financial training for the offender (offender defined in
section 4, B). Individuals who have written a worthless check(s) may voluntarily
participate or who have been court ordered to enroll in this Worthless Check
Diversion Program. By enrolling into the Worthless Check Diversion Program
offenders will be diverted (Minnesota State Statute 628.69) from criminal or civil
prosecution, provided they make full restitution, pay all service fees (see section
4, D) and complete required training class. CDP Services will assist the
Jurisdiction Attorney's office or designee and victims of worthless checks in
working with individuals writing these worthless checks to obtain full restitution
for victim(s) that are defined as non-sufficient funds (NSF) checks or account
closed (AC) checks.
3. Contract Terms:
This Agreement shall be in force for a period of three (3) years, from the
beginning date of Agreement signed by the Jurisdiction and shall be
automatically renewed for one year terms.
41
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CHECK DIVERSION PROGRAM, LLC
WORTHLESS CHECK DIVERSION AGREEMENT
4. Definitions:
A. Victim - the business or person who accepted a worthless check for
goods or services and suffered the financial loss.
B. Offender - the individual or participant who passed the worthless
check(s) and has enrolled in the Worthless Check Diversion Program voluntarily
or has been ordered by the Court to complete the Worthless Check or other
diversion programs.
C. Restitution Recovery - Dollar recovery of face value (or written amount)
of a dishonored check(s), property damage, as well as administrative fees, civil
penalties, bank fees as appropriate and law enforcement costs.
D. Worthless Check Diversion Fees Defined
1) Financial Training Class Fee, 4-6 Hours
2) NSF Merchant Service Fee (Gifted to CDP Services, as Provided in Section 8, A)
3) Individual Requests a Payment Plan Beyond 30 Days (One-time Account Set-up Fee)
4) Late Payment Fees (Discretion Used and Not Accumulative Over $75.00)
5) Interne/Electronic NSF Return Processing Fee (Returned Restitution Payment as NSF)
6) Creating a monthly payment book or pre-authorized debit payment book (Optional)
7) Credit Card Payment Processing Fee ((Optional)
8) Electronic Check Processing Fee (Optional)
9) Rescheduling of Training Class Fee (Number Times Permitted is Three Times)
10) Home Study CD or online training
11) Mailing fees incurred by CDP services
$140.00
$ 30.00
$ 25.00
$ 25.00
$ 32.50
$ 15.00
$ 7.50
$ 7.50
$ 20.00
$ 20.00
(US Postal Rates)
6. Jurisdiction Requirement:
The Jurisdiction's Attorneys Office (including designated personnel) retains the sole
discretion and authority (as defined in the "Financial Services Regulatory Relief Act of
2006 attachment A) to decide which worthless check(s) submissions shall be placed in the
Worthless Check Diversion Program and which shall be retained for criminal
investigation and/or prosecution.
6. CDP Requirement:
CDP Services agrees to provide the following professional services to the Jurisdiction in
a timely and efficient manner:
A. Perform daily operations and management of all clerical and accounting
functions related to processing worthless check writers (NSF checks and account closed
checks) submitted by the Jurisdiction's Worthless Check Diversion Program.
B. Generate letters to worthless check writers and follow through with respect to
processing payments for restitution. Disbursement recovered restitution funds for the
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CHECK DIVERSION PROGRAM, LLC
WORTHLESS CHECK DIVERSION AGREEMENT
victim's. Restitution also includes payment of all administrative fees, and the payment of
COP Services education training class fees. (See Section 4, 0)
All offender payments shall be deposited into a designated bank trust account on behalf
of the Jurisdiction Victims. This account and all its funds are to be disbursed as defined
in section 4 item PC" of this agreement.
C. Provide necessary correspondence and follow-up, if needed, by telephone and
responding to inquiries of victims and offenders.
O. Properly maintain all physical files, financial records, documentation, reports,
computer files, etc. for a period of no more than six (6) years.
E. Provide voluntary in person, online, or home study check offender financial
management education classes with meaningful information and lessons for offenders
regarding criminal consequences of property crimes, as well as focus on personal
management of checking accounts and basic budgeting
F. Schedule offender training classes and/or provide home study course.
G. Maintain records of offenders making restitution, payment of fees, attendance
records of offenders completing as well as failing to attend the training session.
H. Maintain records of payment to the victims.
I. Provide reports to the Jurisdiction; annual offender report, completed offender
classes, and related reports as required by the Jurisdiction and law enforcement.
J. Worthless check writers who fail to respond to the Worthless Check Program or
refuse to voluntarily enroll into the program or to complete the training program as
voluntarily agreed upon or by court ordered and/or who fails to make full restitution are
considered to be non-compliant individuals. These individual listings will also be made
available to the Jurisdiction and its designees for follow-up and for further review and
appropriate action.
K. COP Services on behalf of the Jurisdiction will provide reports as required by MN
Statue 628.69 Subd 7.
L COP to provide letters for Jurisdiction approval and sign off (Attachment S.)
7. Victim recovery:
A. Face value of the worthless check(s) submitted and related victim expenses
(bank fees and any mailing cost) identified at the time the worthless check is submitted
to COP Services and when recovery of restitution is made from the individual
responsible for the worthless check.
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CHECK DIVERSION PROGRAM, LLC
WORTHLESS CHECK DIVERSION AGREEMENT
8. Check Diversion Program governed by (attachment A):
A. Minnesota Statutes, section 604.113.
B. Minnesota Statute 609.535
C. Minnesota Statute 628.69
D. Financial Services Regulatory Relief Act of 2006
9. Jurisdiction has no financial liability:
It is understood and agreed by and between the parties that CDP Services will bear all
financial liability for all aspects of its operations under this Agreement.
10. Termination of this agreement:
A. This Agreement may be terminated at any time. without cause. by either party
upon 30 days written notice to the authorized agent of the Jurisdiction or CDP Services.
B. This Agreement may be immediately terminated by the Jurisdiction at any time if
the Jurisdiction determines that CDP Services, (see section 18 of this Agreement) is
acting, or has acted at any time during the term of this Agreement, in direct and clear
violation of state or federal law.
11. Amendments or Material Modification:
All amendments or modifications to this Agreement must be in writing and approved by
both parties. Email may be an acceptable means of communication.
(fill in mailing address)
Check Diversion Program, LLC
415 Main Street
Red Wing, MN 55066
Att: Scott Adkisson
12. Jurisdiction Has No Obligation to Victims:
CDP Services and victims who participate in this program fully understand that the
Worthless Check Diversion Program is providing a public service and the Jurisdiction is
held harmless and has no liability to make recovery of any check(s) or obligated to take
criminal action against offender(s).
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CHECK DIVERSION PROGRAM, LLC
WORTHLESS CHECK DIVERSION AGREEMENT
13. Criminal Action:
The Jurisdiction's Attorney's office may choose to prosecute offender(s) at its sole
discretion. In the case where the offender fails to participate or complete Agreements
with COP Services and victim(s) the Jurisdiction shall determine appropriate action to
take with the worthless check writer, including criminal prosecution or other action
determined by the Jurisdiction's Attorney's.
14. Hold Harmless and Indemnification:
COP Services and its subcontractors shall save and protect, hold harmless, indemnify
and defend the Jurisdiction and its Attorney's Office including their officers and
employees against any and all claims, causes of action, suits, liabilities, losses, charges,
damages or costs and expenses arising from or allegedly arising from, or resulting
directly or indirectly from any professional errors and omissions and/or negligent or
willful acts or omissions of COP Services and its employees and agents, in the
performance of this Agreement.
15. CDP SERVICES as Independent Contractor:
A. Nothing contained in this Agreement is intended to or shall be construed in any
manner as creating or establishing the relationship of employer/employee between the
parties. COP Services shall at all times remain as independent contractor with respect
to the services to be provided under this Agreement.
B. The Jurisdiction shall be exempt from payment of all unemployment insurance,
FICA, retirement, life and medical insurance and workers' compensation insurance for
any and all of COP Services employees and agents. Payment of insurance premiums,
tax withholding, and all other benefits are strictly COP Services responsibility.
16. Subcontractor:
COP Services shall retain the right to subcontract any portion of the work to be
performed under this Agreement. COP Services may specifically assign processing of
checks or payment processing operations (credit, check, debit electronic check, remote
deposit, wire transfers, check representment processors, invoicing or billing processors)
to increase efficiencies. In addition COP Services may assigned this complete
Agreement to a new company, provided the Jurisdiction Attorney agrees to the
assignment. COP Services shall be the sole responsible party for any and all expenses
relating to an assignment of this Agreement
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CHECK DIVERSION PROGRAM, LLC
WORTHLESS CHECK DIVERSION AGREEMENT
17. Data Practice:
CDP Services agrees to comply with the Minnesota Government Data Practices Act and
all other applicable state and federal laws relating to data privacy or confidentially.
CDP Services will immediately report to the department head signing this agreement any
request from third parties for information relating to this agreement. The Jurisdiction
agrees to promptly respond to inquiries from CDP Services concerning data request.
CDP Services agrees to hold the Jurisdiction, its officers, department head and
employees harmless from any claims resulting from the CDP Services unlawful
disclosure or use of data protected under state and federal laws.
18. Compliance with the Law:
CDP Services agrees to abide by the requirements and regulations of The American
with Disabilities Act of 1990 (ADA), the Minnesota Human Rights Act (Minn. Stat.
C.363). Civil Rights Ordinance (Ch. 139), and Title VII of the Civil Rights Act of 1964.
These laws deal with discrimination based on race, gender, disabilities, religion, and with
sexual harassment, the Jurisdiction agrees to promptly supply all necessary
clarifications. Violation of any of the above can lead to the termination of this
Agreement.
19. Entire Agreement:
This entire Agreement supersedes any and all other Agreements, either oral or written,
between the parties hereto with respect to the subject matter hereof, and contains all of
the Agreements between the parties with respect to said matter. Each party to this
Agreement acknowledges that no representations, inducements, promises, or
Agreements, oral or otherwise, have been made by either party which is not embodied
herein, and that no other Agreements, statements, or promises not contained within this
Agreement shall be valid or binding. All provision contained within this Agreement shall
be valid or binding. The laws of Minnesota and the United States of America shall
govern all provisions within this Agreement.
20. Audits and Inspections:
The Jurisdiction's Attorney's office or designated representative or other governmental
agency exercising regulatory function over the business activities, while exercising
reasonable, non-disruptive procedures, may inspect CDP Services records at anytime.
21. Insurance:
CDP Services and/or its subcontractors agree to provide and maintain, at its own cost
and at all times during its performance under this contract until completion of the work,
such liability insurance coverage as is set forth below, and to otherwise comply with the
provision that follow:
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CHECK DIVERSION PROGRAM, LLC
WORTHLESS CHECK DIVERSION AGREEMENT
A. Workers Compensation: Workers Compensation insurance in compliance with all
applicable statutes.
B. Auto Insurance (Owned and un-owned auto)
C. General Liability: "Commercial General Liability Insurance" (Insurance Service
Office policy form title), or equivalent policy form, providing coverage on an "occurrence",
rather than on a claims made basis, the policy for which shall include, but not limited to,
coverage for bodily injury, property damage, personal injury, contractual liability (applying
to this contract), Independent Contractors, and Products-Completed Operations Liability.
Coverage for explosions, collapse and underground Hazards shall not be included.
Such a policy shall name the Jurisdiction as additional insured hereunder, and shall
apply on a primary basis with respect to any similar insurance maintained by the
Jurisdiction, which other insurance of the Jurisdiction, if any, shall apply excess of COP
Services insurance and not contributed therewith.COP Services
Such Commercial General Liability insurance policy shall provide a combined single limit
in the amount of at least $2,000,000 (two million) Each Occurrence, applying to liability
for bodily injury and property damage, and a combined single limit of at least the same
amount applying to liability for Personal injury and Advertising injury. Such minimum
limits may be satisfied by the limit afforded under Firm's Commercial General Liability
Insurance Policy, or by such Policy in combination with limits afforded by a Umbrella or
Excess Liability Policy (or policies); provided, that the coverage afforded under any such
Umbrella or Excess Policy is at least in all material respects as broad as that afforded by
the underlying Commercial Liability Policy, and further that the Jurisdiction is included as
an additional Insured thereunder.
Such Commercial General Liability Policy and Umbrella or Excess Liability Policy (or
policies) may provide aggregate limits for some or all of the coverage afforded
thereunder, so long as such aggregated limits are not at any time during which such
coverage is required to be maintained hereunder reduced to less than the required Each
Occurrence limited stated above, and further, that the Umbrella or Excess Liability
provides from the point that such aggregate limits in the underlying Commercial General
Liability Policy become reduced or exhausted. An Umbrella or Excess Liability Policy
which "drops down" to respond immediately over reduced underlying limits, or in place of
exhausted underlying limits, but subject to a deductible or "retention" amount, shall be
acceptable in this regard so long as such deductible or retention amount does not cause
the firm total deductibles or retention for Each Occurrence to exceed $10,000.
O. Professional Liability: Professional or ("Errors & Omissions")
Liability Insurance in the amount of at least $1,000,000 Each Occurrence (or "Wrongful
Acf' or equivalent) and if applicable, Aggregate, covering COP Services Liability for
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CHECK DIVERSION PROGRAM, LLC
WORTHLESS CHECK DIVERSION AGREEMENT
negligent acts. errors. or omissions in the performance of professional services in
connection with this Agreement. CDP Services Professional Liability Insurance may
afford coverage on an occurrence basis or on a claims basis. It is however.
acknowledged and agreed by the CDP Services that under claims-made coverage
changes in insurers or in insurance policy forms could result in the impairment of the
liability insurance protection intended for the Jurisdiction hereunder. CDP Services
therefore agrees that it will not seek or voluntarily accept any such change in its
Professional Liability Insurance coverage if such impairment of the protection for the
Jurisdiction could result: and further, that it will exercise its right under any Extended
Reporting Period" ("tail coverage") or similar claims-made policy option if necessary or
appropriate to avoiding impairment of such protection.
22. COP Services further agrees that it will, throughout the entire period of three (3)
years:
1. Advise the Jurisdiction on any intended or pending change in Professional
Liability insurance or in policy forms, and provide the Jurisdiction with all pertinent
information that the Jurisdiction may reasonably request to determine compliance with
this paragraph.
2. Advise the Jurisdiction of any claims or threat of claims that might reasonably be
expected to reduce the amount of such insurance remains available for the protection of
the Jurisdiction.
THEREFORE: IN WITNESS OF. the parties have executed the Agreement as of the data first
written above
Check Diversion Program, LLC, (CDP Services)
City of Farmington
By
David McKnight
City Administrator
By
Scott Adkisson, President
Attachment A Laws
Page I 8
48
R55CKSUM LOGISOO1V COUNCIL MEETING DECEMBER 19, 20~rl-YOFFARMlNGTON
NOTE: Check Amount may not reflect actual check total due to sequencing of data. CounCil Check 5umlllalY
Check # Date
118366 12/912011
118367 12/912011
118366 1219/2011
121512011 - 12/1812011
Amount SuppUer / Explanallon PO#
100291 AFLAC
3,002.66 NOV'111NSUR PREM, J4200
3,002.66
EMPLOYEE BENEATS
Doc No Jnv No
BU Ob} Sub
Subledger Account Description
105309 128657/ J4200
7000 6158
100424 ARcnC GLACIER ICE
37.06 ICE CUBE ORDER
37.06
COST OF GOODS SOLD
105368 387133706
6115 5502
100079 ASPENWALL TREe SERVICE INC
1,282.50 BRUSH, TREE REMOVAL 105325 11-1267
1,571.06 STUMP GRINDING, HAULING 105326 11-1277
2,853.66
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
1076 6401
1076 6401
118369 121912011 112292 BANKERS TITLE LLC
262.02 REF OVRPYMT ON UTIL ACCT 105165 20635 DAUAS AV 6200 1310 3
187.77 REF OVRPYMT ON UTIL ACCT 105191 53 ARBOR LANE 6200 13103
449.79
118370 12/9/2011 10D493 BELLBOY CORPORATION
222.55 PEPESZA VDK ORDER 105398 71140900 6110 5502
68.46 JUICE, MIX, BAR SUPPLIES 105400 86079200 6110 5502
238.20 YELLWTL WINE ORDER 105396 71144900 6110 5502
119.13 JUICE, MIX, BAR SUPPLIES 105399 86079300 6115 5502
389.65 SPIRITS, L1a, WINE ORDER 105397 71140600 6115 5502
1,037.99
118371 12/9/2011
118372 121912011
118373 121912011
12/1512011 9:12:38
Page -
BU Description
Co Dapt Div
EMPLOYEE EXPENSE FUND
07000 02
PILOT KNOB LIQUOR
06100 02
NATURAL RESOURCES
NATURAL RESOURCES
01000 07
01000 07
ACCOUNTS RECEIVABLE unun SEWER OPERATIONS
ACCOUNTS RECEIVABLE unun SEWER OPERATIONS
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
111280 BERNICK'S WINE
114.00 POMEGR SWT WINE ORDER
162.00 BOXER BEER ORDER
19.68 MP ORNG BEY ORDER
378.00 BOXER BEER ORDER
19.68 MP ORNG BEY ORDER
693.36
105382 38663 6110 5502 COST OF GOODS SOLD DOWNTOWN LIQUOR REV & EXP 06100 02
105383 38662 6110 5502 COST OF GOODS SOLD DOWNTOWN LIQUOR REV & EXP 06100 02
105384 38661 6110 5502 COST OF GOODS SOLD DOWNTOWN LIQUOR REV & EXP 06100 02
105380 38665 6115 5502 COST OF GOODS SOLD PILOT KNOB LIQUOR 06100 02
105381 38684 6115 5502 COST OF GOODS SOLD PILOT KNOB LIQUOR 06100 02
111135 BROWNELLS,INC
10.79-
167.80 SHOOTING SUPPLIES
157.01
MN SALES TAX DUE
OTHER SUPPLIES & PARTS
105099 07045511.00
105099 07045511.00
1000 2415
1051 6250
110218 BURNETTITLE
100.25 REF OVRPYMT ON UTILACCT
100.25
6200 13103
ACCOUNTS RECEIVABLE unLm SEWER OPERATIONS
06200 08
1
105183 808-9THST
49
06200 08
06200 08
DOWNTOWN LIQUOR REV & EXP 06100 02
DOWNTOWN LIQUOR REV & EXP 06100 02
DOWNTOWN LIQUOR REV & EXP 06100 02
PILOT KNOB LIQUOR 06100 02
PILOT KNOB LIQUOR 06100 02
GENERAL FUND BALANCE SHEE 01000
PATROL SERVICES 01000 05
R55CKSUM LOGISOO1V
NOTE: Check Amount may not reflect actual check: total due to sequencing of <!ala.
CITY OF FARMINGTON
COuncil Check SUmmaJy
12/512011 - 12/1812011
Check: # Date
Amount Suppner / explanation
PO# Doc No Inv No
au Obj Sub Subledger Account Description
118374 121912011
108360 CANNON RIVER WINERY
138.00 WINE ORDER 105401 4038
138.00
COST OF GOODS SOLO
6110 5502
118375 121912011 100058 CARQUEST AUTO PARTS
19.69 AUTO PARTS, FORD EXPED 105363 2131-262326 1060 6230
10.03 DIESa PARTS 105357 2131-263695 1060 6230
32.65 AUTO PARTS, BaT 105356 2131-263766 1090 6230
4.41 AUTO PARTS, WIPER BLO 105362 2131-262434 1090 6230
3.86- REF 263831, CR RETURN 105352 2131-264055 CR 6202 6230
4.33 AUTO PARTS, SPRK PLG 105354 2131-263837 6202 6230
12.09 AUTO PARTS, 105355 2131-263831 6202 6230
19.48 AUTO PARTS, PINlBUSHING 105353 2131-264047 6502 6230
12.00 AUTO PARTS, FILTERS 105358 2131-263571 7200 6230
30.85 AUTO PARTS 105359 2131-263420 7200 6230
65.44 AUTO PARTS, FILTERS 105360 2131-263395 7200 6230
4.68 AUTO SUPPUES 105361 2131-262507 7200 6230
16.84 AUTO PARTS 105364 2131-262279 7200 6230
34.49 AUTO PARTS 105365 2131-262265 7200 6230
58.53 AUTO PARTS, FILTERS 105366 2131-262179 7200 6230
321.85
118376 1219/2011 100025 CINTAS . 754
217.35 WKL Y MAT SRYS, CI1YHALL 104782 754744201 1015 6401
15.51 UNIFRM SRVS, MAlNT FACIL 105331 754752533 1072 6290
15.51 UNIFORM FEES 104613 754742405 1072 6290
15.51 WKL Y UNIFRM SRVS. CMF 104783 754744925 1072 6290
16.30 WKL Y UNIFRM SRVS, MAlNT FACIL 105017 754747461 1072 6290
15.51 WKL Y UNIFRM SRYS. MAlNT FACIL 105298 754750022 1072 6290
21.03 UNIFRM SRVS, MAlNT FACIL 105331 754752533 1090 6290
21.03 WKL Y UNIFRM SRVS, MAlNT FACIL 105298 754750022 1090 6290
21.03 WKLY UNIFRM SRVS, MAlNT FACIL 105017 754747461 1090 6290
21.03 WKLY UNIFRM SRVS, CMF 104783 754744925 1090 6290
48.71 UNIFORM FEES 104613 754742405 1090 6290
246.21 MAT SERVICES 104689 754743654 1090 6401
20.57 BLOG/CLEANING SUPPUES 104736 754744200 6110 6250
41.95 BLOG/CLEANING SUPPUES 104735 754743680 6115 6250
15.51 UNIFORM FEES 104613 754742405 6202 6290
15.51 WKLY UNIFRM SRVS, CMF 104783 754744925 6202 6290
16.30 WKLY UNIFRM SRVS, MAlNT FACIL 105017 754747461 6202 6290
15.51 UNIFRM SRVS, MAlNT FACIL 105331 754752533 6202 6290
50
.._------.
-----..--...
VEHICLE SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
PROFESSIONAL SERVICES
UNIFORMS & CLOTHING
UNIFORMS & CLOTHING
UNIFORMS & CLOTHING
UNIFORMS & CLOTHING
UNIFORMS & CLOTHING
UNIFORMS & CLOTHING
UNIFORMS & CLOTHING
UNIFORMS & CLOTHING
UNIFORMS & CLOTHING
UNIFORMS & CLOTHING
PROFESSIONAL SERVICES .
OTHER SUPPUES & PARTS
OTHER SUPPUES & PARTS
UNIFORMS & CLOTHING
UNIFORMS & CLOTHING
UNIFORMS & CLOTHING
UNIFORMS & CLOTHING
12/15/2011 9:12:38
Page - 2
au Description
CODept DIv
DOWNTOWN UQUOR REV & EXP 06100 02
FIRE SERVICES 01000 06
FIRE SERVICES 01000 06
PARK MAINTENANCE 01000 09
PARK MAINTENANCE 01000 09
SEWER OPERATIONS EXPENSE 06200 08
SEWER OPERATIONS EXPENSE 06200 08
SEWER OPERATIONS EXPENSE 06200 06
WATER UTIL1lY EXPENSE 06500 08
FLEET OPERATIONS 07200 06
FLEET OPERATIONS 07200 06
FLEET OPERATIONS 07200 08
FLEET OPERATIONS 07200 08
FLEET OPERATIONS 07200 06
FLEET OPERATIONS 07200 08
FLEET OPERATIONS 07200 06
CITY HALL 01000 01
STREET MAINTENANCE 01000 06
STREET MAINTENANCE 01000 08
STREET MAINTENANCE 01000 06
STREET MAINTENANCE 01000 OB
STREET MAINTENANCE 01000 OB
PARK MAINTENANCE 01000 09
PARK MAINTENANCE 01000 09
PARK MAINTENANCE 01000 09
PARK MAINTENANCE 01000 09
PARK MAINTENANCE 01000 09
PARK MAINTENANCE 01000 09
DOWNTOWN UQUOR REV & EX? 06100 02
PILOT KNOB UQUOR 06100 02
SEWER OPERATIONS EXPENSE 06200 OB
SEWER OPERATIONS EXPENSE 06200 06
SEWER OPERATIONS EXPENSE 06200 08
SEWER OPERATIONS EXPENSE 06200 08
R55CKSUM LOGISOO1V CITY OF FARMINGTON 12/1512011 9:12:38
NOTE: Check Amount may not reflect actual check: lotaI due 10 sequencing of data. Council Check SUmmary page- 3
121512011 - 12/18/2011
Check: # Date Amount Supplier I explanation PO# Doc No Inv No au ObJ Sub Subledger Account Description au Description Co Dept Div
- --
15.51 WKLY UNIFRM SRVS, MAlNT FACIL 10529B 754750022 6202 6290 UNIFORMS & CLOTHING SEWER OPERATIONS EXPENSE 06200 OB
29.27 UNIFRM SRVS. MAlNT FACIL 105331 754752533 6302 6290 UNIFORMS & CLOTHING SOLID WASTE OPERATIONS 06300 08
29.27 WKLY UNIFRM SRVS, MAlNT FACIL 105298 754750022 6302 6290 UNIFORMS & CLOTHING SOLID WASTE OPERATIONS 06300 08
29Zl WKLY UNIFRM SRVS, MAlNT FACIL 105017 754747461 6302 6290 UNIFORMS & CLOTHING SOLID WASTE OPERATIONS 06300 08
29Zl UNIFORM FEES 104613 754742405 6302 6290 UNIFORMS & CLOTHING SOLID WASTE OPERATIONS 06300 08
29Zl WKLY UNlFRM SRVS, CMF 104783 754744925 6302 6290 UNIFORMS & CLOTHING SOLID WASTE OPERATIONS 06300 08
15.51 WKLY UNIFRM SRVS, CMF 104783 754744925 6402 6290 UNIFORMS & CLOTHING STORM WATER UTIUTY OPERA 06400 OB
15.51 UNIFORM FEES 104613 754742405 6402 6290 UNIFORMS & CLOTHING STORM WATER UTIUTY OPERA 06400 08
16.30 WKLY UNIFRM SRVS, MAlNT FACIL 105017 754747461 6402 6290 UNIFORMS & CLOTHING STORM WATER UTIUTY OPERA 06400 08
15.51 WKL Y UNIFRM SRVS, MAlNT FACIL 105298 754750022 6402 6290 UNIFORMS & CLOTHING STORM WATER UTIUTY OPERA 06400 08
15.51 UNIFRM SRVS, MAlNT FACIL 105331 754752533 6402 6290 UNIFORMS & CLOTHING STORM WATER UTIUTY OPERA 06400 08
15.51 UNIFORM FEES 104613 754742405 6502 6290 UNIFORMS & CLOTHING WATER UTIUTY EXPENSE 06500 08
15.51 UNIFRM SRVS, MA1NT FACIL 105331 754752533 6502 6290 UNIFORMS & CLOTHING WATER UTIUTY EXPENSE 06500 08
15.51 WKLY UNIFRM SRVS, MAlNT FACIL 105298 754750022 6502 6290 UNIFORMS & CLOTHING WATER UTIUTY EXPENSE 06500 08
16.30 WKLY UNIFRM SRVS, MAlNT FACIL 105017 754747461 6502 6290 UNIFORMS & CLOTHING WATER UTIUTY EXPENSE 06500 08
15.51 WKLY UNIFRM SRVS, CMF 104783 754744925 6502 6290 UNIFORMS & CLOTHING WATER UTIUTY EXPENSE 06500 08
14.02 UNIFORM FEES 104613 754742405 7200 6290 UNIFORMS & CLOTHING FLEET OPERATIONS 07200 08
38.93 WKLY SHOP SUPPLIES 104783 754744925 7200 6230 VEHICLE SUPPLIES & PARTS FLEET OPERATIONS 07200 08
14.01 WKLY UNIFRM SRVS, MAlNT FACIL 105017 754747461 7200 6290 UNIFORMS & CLOTHING FLEET OPERATIONS 07200 08
38.93 SHOP SUPPLIES 104613 754742405 7200 6250 OTHER SUPPLIES & PARTS FLEET OPERATIONS 07200 08
14.02 WKLY UNIFRM SRVS, CMF 104783 754744925 7200 6290 UNIFORMS & CLOTHING FLEET OPERATIONS 07200 08
38.93 WKLY SHOP SUPPUES, MAlNT FAC 105017 754747461 7200 6230 VEHICLE SUPPLIES & PARTS FLEET OPERATIONS 07200 08
14.02 WKLY UNIFRM SRVS, MAlNT FACIL 105298 754750022 7200 6290 UNIFORMS & CLOTHING FLEET OPERATIONS 07200 08
38.93 WKLY AUTOfSHOP SUPPLIES, CMF 105298 754750022 7200 6230 VEHICLE SUPPLIES & PARTS FLEET OPERATIONS 07200 08
14.02 UNIFRM SRVS, MAlNT FACIL 105331 754752533 7200 6290 UNIFORMS & CLOTHING FLEET OPERATIONS 07200 08
38.93 WKL Y SHOP SUPPLIES, CMF 105331 754752533 7200 6230 VEHICLE SUPPLIES & PARTS FLEET OPERATIONS 07200 08
1,383.36
118377 121912011 1123n cmES TITL.E SERVICES U.C
98.20 REF OVRPYMT ON UTIL ACCT 105189 507 -13TH ST 6200 13103 ACCOUNTS RECEIVABLE UTIL1T1 SEWER OPERATIONS 06200 08
98.20
118378 121912011 100027 COCA-COLA BOTTUNG CO
221.40 SFT DRNK BEV ORDER 105375 0198449618 6110 5502 COST OF GOODS SOLD DOWNTOWN LIQUOR REV & EX? 06100 02
276.60 SFT DRNK BEV ORDER 105374 0198449915 6115 5502 COST OF GOODS SOLD PILOT KNOB LIQUOR 06100 02
498.00
118379 1219J2011 100071 COLLEGE CITY BEVERAGE INC
5,875.75 BEER,ALES, MALT UQ 105386 275009 6110 5502 COST OF GOODS SOLD DOWNTOWN LIQUOR REV & EX? 06100 02
3,835.65 BEER,ALES, MALT UQ 105385 275048 6115 5502 COST OF GOODS SOLD PILOT KNOB LIQUOR 06100 02
9,711.40
51
... ..---......... ._....~--- ----- __ .______.._.._n__..._______.. __ n__..___
R55CKSUM lOGISOO1V
NOTE: Check Amount may not reflect actual check to1aI due to sequencing of data.
CITY OF FARMINGTON
COunCIl Check SUmmary
12/1512011 9:12:38
Page - 4
12/512011 - 12/1812011
Check # Date Amount Suppner I Explanation PO# DOG No Inv No BU Obj SUb SubJedger Account Description au Description CO Dept DIv
---
118380 1219/2011 112140 COMMUNITY TITLE & ESCROW l.LC
93.75 REF OVRPYMT ON UTll ACCT 105179 5151 - UPPER 18 6200 13103 ACCOUNTS RECENABLE UTlUTI SEWER OPERATIONS 06200 08
93.75
118381 121912011 112150 COVERALL OF THE TWIN CITIES, I
2,929.57 DEe'11 ClEANING SERVICES 105302 7070172765 Dee 1015 6401 PROFESSIONAL SERVICES CITY HAlL 01000 01
365.20 DEe'11 ClEANING SERVICES 105302 7070172765 Dee 1060 6401 PROFESSIONAL SERVICES RRE SERVICES 01000 05
54.93 DEe'11 ClEANING SERVICES 105302 7070172765 Dee 1072 6401 PROFESSIONAL SERVICES STREET MAINTENANCE 01000 08
54.93 DEC'11 ClEANING SERVICES 105302 7070172765 Dee 1090 6401 PROFESSIONAL SERVICES PARK MAINTENANCE 01000 09
732.39 DEC'11 ClEANING SERVICES 105302 7070172765 DEC 2410 6401 PROFESSIONAL SERVICES SENIOR CENTER PROGRAMS 02400 09
137.32 DEe'11 ClEANING SERVICES 105302 7070172765 Dee 6202 6401 PROFESSIONAL SERVICES SEWER OPERATIONS EXPENSE 06200 08
137.32 DEe'11 ClEANING SERVICES 105302 7070172765 Dee 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
27.48 DEe'11 ClEANING SERVICES 105302 7070172765 DEC 6402 6401 PROFESSIONAL SERVICES STORM WATER UTlUlY OPERA 06400 08
137.32 DEe'11 ClEANING SERVICES 105302 7070172765 DEC 6502 6401 PROFESSIONAL SERVICES WATER UTlUlYEXPENSE 06500 08
4,577.46
118382 121912011 109729 CRESCENT ElECTRIC SUPPLY CO
251.44 LAMPS, LT BULBS 105303 024-234402-00 1015 6240 BUILDING SUPPUES & PARTS CITY HAlL 01000 01
131.98 FLUOR LAMPS, L T BUlBS 105304 024-234380-00 1015 6240 BUILDING SUPPUES & PARTS CITY HAlL 01000 01
65.98 FLUOR LAMPS, LT BUlBS 105304 024-234380-00 1050 6250 OTHER SUPPLIES & PARTS POLICE ADMINISTRATION 01000 05
125.72 LAMPS, LTBUlBS 105303 024-234402-00 1050 6250 OTHER SUPPUES & PARTS POLICE ADMINISTRATION 01000 05
21.99 FLUOR LAMPS, L T BUlBS 105304 024-234380-00 1060 6240 BUILDING SUPPUES & PARTS RRE SERVICES 01000 06
41.90 LAMPS, L T BUlBS 105303 024-234402-00 1060 6240 BUIlDING SUPPLIES & PARTS RRE SERVICES 01000 06
25.15 LAMPS, LT BUlBS 105303 024-234402-00 1072 6240 BUILDING SUPPLIES & PARTS STREET MAINTENANCE 01000 08
1320 FLUOR LAMPS, L T BUlBS 105304 024-234380-00 1072 6240 BUILDING SUPPLIES & PARTS STREET MAINTENANCE 01000 08
1320 FLUOR LAMPS, L T BUlBS 105304 024-234380-00 1090 6240 BUILDING SUPPLIES & PARTS PARK MAINTENANCE 01000 09
25.15 LAMPS, LT BUlBS 105303 024-234402-00 1090 6240 BUILDING SUPPLIES & PARTS PARK MAINTENANCE 01000 09
83.82 LAMPS, LT BUlBS 105303 024-234402-00 2410 6240 BUIlDING SUPPLIES & PARTS SENIOR CENTER PROGRAMS 02400 09
43.99 FLUOR LAMPS, L T BUlBS 105304 024-234380-00 2410 6240 BUILDING SUPPLIES & PARTS SENIOR CENTER PROGRAMS 02400 09
83.82 LAMPS, LT BULBS 105303 024-234402-00 2502 6240 BUILDING SUPPLIES & PARTS ICE ARENA OPERATIONS EXPE 02500 09
43.99 FLUOR LAMPS, LT BULBS 105304 024-234380-00 2502 6240 BUILDING SUPPLIES & PARTS ICE ARENA OPERATIONS EXPE 02500 09
67.05 LAMPS, LT BULBS 105303 024-234402-00 6202 6240 BUILDING SUPPLIES & PARTS SEWER OPERATIONS EXPENSE 06200 08
32.99 FLUOR LAMPS, L T BULBS 105304 024-234380-00 6202 6240 BUILDING SUPPLIES & PARTS SEWER OPERATIONS EXPENSE 06200 08
67.05 LAMPS, L T BULBS 105303 024-234402-00 6302 6240 BUILDING SUPPLIES & PARTS SOLID WASTE OPERATIONS 06300 08
32.99 FLUOR LAMPS,lT BULBS 105304 024-234380-00 6302 6240 BUILDING SUPPLIES & PARTS SOLID WASTE OPERATIONS 06300 OB
6.60 FLUOR LAMPS, LT BULBS 105304 024-234380-00 6402 6240 BUILDING SUPPLIES & PARTS STORM WATER UTILITY OPERA 06400 08
67.05 LAMPS, L T BUlBS 105303 024-234402-00 6502 6240 BUILDING SUPPLIES & PARTS WATER UTlUlY EXPENSE 06500 08
32.99 FLUOR LAMPS, LT BULBS 105304 024-234380-00 6502 6240 BUILDING SUPPLIES & PARTS WATER UTlUlY EXPENSE 06500 08
1,278.03
118383 121912011 110844 DAKOTA COUNTY RNANCIALSRVS
2,126.80 NOV'11 STS CREWWORK 105284 NOV'11/ ACCT I 1090 6401 PROFESSIONAL SERVICES PARK MAINTENANCE 01000 09
52
..... ;
" .---------... .~.._---_.._----- ----*_..__._---
R55CKSUM LOGISOO1V
NOTE: Check Amount may not reflect actual check: tolaI due to sequencing of data.
Check # Date
118384 1219J2011
118385 121912011
118385 121912011
118387 12/9/2011
118388 1219J2011
Amount
2,126.80
4,253.60
Supplier 1 Explanatlon
NOV'11 STS CREW WORK
PO# Doc No lnv No
--
105284 NOV'11 1 ACCT I
112365 DAKOTA PUMP & CONTROL
290.34 PARTS, SEWER REPAIR 105069 16675
290.34
CITY OF FARMINGTON
Councu Check: swnmary
121512011 - 12/1812011
BU Obj Sub
6402 6401
6202 6505
6110 5502
6110 5502
6115 5502
110291 DCA TITLE
93.56 OVRPYMTOFUTILACCT@DRHI\JlIBlD 76143 1018W1LLOWTR 6200 13103
93.56
105403 628119
105404 629132
105402 628120
105190 1131 PINEST
105067 635953/638781
105067 635953/638781
105067 635953/638781
105067 635953/638781
6200 13103
1072 6250
6202 6250
6402 6250
6502 6250
118391 121912011 100057 DICK'S SANITAnON INC
1,105.04 N0V'11 RECYCLE, SCHOOLS,D1STR 105199 1314937/15097 6302 6401
26,152.09 NOV'11 CITY CURBSIDE RECYCLE 105200 1314936/13938 6302 6401
17.38 NOV'11 RECYCLE, 2131STST 105201 1314938/23443 6302 6401
17.38 NOV'11 RECYCLE, 525 1 ST ST 105202 1314939/11575 6302 5401
91.50 NOV'11 RECYCLE, CELT'S PUB 105203 1314840/60414 6302 6401
34.12 NOV'11 RECYCLE, CITYHALL 105204 1314941/53922 6302 6401
45.43 NOV'11 RECYCLE, 508 3RD UBRAR 105205 1314842/16801 6302 6401
26.73 NOV'11RECYCLE,5083RDIDEA 105206 1314943/14706 6302 6401
19.25 NOV'11 RECYCLE, 509 3RD ST 105207 1314944/22115 6302 6401
93.55 NOV'11 RECYCLE, X/5TH ST 105208 1314945/15087 6302 6401
8.95 NOV'11 RECYCLE, 28 8TH ST 105209 1314946/52261 6302 6401
17.38 NOV'11 RECYCLE, 625 8TH ST 105210 1314847/55229 6302 6401
20.57 NOV'11 RECYCLE, 953 8TH ST 105211 1314946/15080 6302 6401
53
.. -_.~_.. .~~-_._....__._.,.__._.._.__._.._".
100072 DAY DISTRIBUTING CO
91.30 BEER,ALES, MALT UQ
40.70 STELLA UQ ORDER
573.60 BEER,ALES, MALT UQ
705.60
110986 DCA TITLE
186.24 REF OVRPYMT ON UTILACCT
186.24
100241 DELEGARD TOOL CO
86.19 GLOVES, TOOLS
66.16 GLOVES, TOOLS
86.16 GLOVES, TOOLS
86.16 GLOVES, TOOLS
264.67
Subledger Account Description
PROFESSIONAL SERVICES
EQUIPMENT REPAIR SERVICE
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
12/1512011 9:12:38
Page - 5
BU Description Co Dept Div
STORM WATER UTILITY OPERA 06400 08
SEWER OPERATIONS EXPENSE 06200 08
DOWNTOWN UQUOR REV & EXP 06100 02
DOWNTOWN UQUOR REV & EXP 06100 02
PILOT KNOB UQUOR 06100 02
ACCOUNTS RECENABLE UTIun SEWER OPERATIONS
ACCOUNTS RECENABLE UTILITI SEWER OPERATIONS
OTHERSUPPUES & PARTS
OTHERSUPPUES & PARTS
OTHERSUPPUES & PARTS
OTHERSUPPUES & PARTS
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
06200 08
06200 08
STREET MAINTENANCE 01000 08
SEWER OPERATIONS EXPENSE 06200 08
STORM WATER UTILITY OPERA 06400 08
WATER UTILITY EXPENSE 06500 08
SOUD WASTE OPERAnONS
SOUD WASTE OPERATIONS
SOUD WASTE OPERATIONS
SOLID WASTE OPERATIONS
SOUD WASTE OPERATIONS
SOLID WASTE OPERATIONS
SOLID WASTE OPERATIONS
SOUD WASTE OPERATIONS
SOUD WASTE OPERATIONS
SOLID WASTE OPERATIONS
SOLID WASTE OPERATIONS
SOLID WASTE OPERATIONS
SOUD WASTE OPERATIONS
06300 08
06300 08
06300 08
06300 08
06300 08
06300 08
06300 08
06300 08
06300 08
06300 08
06300 08
06300 08
06300 08
R55CKSUM LOGISOO1V CITY OF FARMINGTON 12/1512011 9:12:38
NOTE: Check Amount may not reflect actual check to1aJ due to sequencing of data. Council Check SUmmary Page- 6
121512011 - 12/1812011
Check # Date Amount Supplier / Explanatlon PO# Doc No Inv No au Obj Sub Subledger Account Description BU Description CO Oept DJv
- --
20.57 N0V'11 RECYCle, 957 8TH ST 105212 1314949/15082 6302 6401 PROFESSIONAL SERVICES saUD WASTE OPERATIONS 06300 08
45.43 N0V'11 RECYCle, 5089 208TH ST 105213 1314950 /36494 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 08300 08
68.76 NOV'11 RECYCle, 5147 208TH ST 105214 1314951/54808 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 08300 08
87.12 NOV'11 RECYCle, 4685 212TH ST 105215 1314952/15095 6302 6401 PROFESSIONAL SERVICES saUD WASTE OPERATIONS 08300 08
22.79 NOV'11 RECYCle, 5441 212TH ST 105216 1314953/16839 6302 6401 PROFESSIONAL SERVICES saUD WASTE OPERATIONS 06300 08
17.03 N0V'11 RECYClE, 6300 212TH ST 105217 1314954/15079 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
91.72 N0V'11 RECYCle, 3410 -213TH 105218 1314955/15088 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
8.95 N0V'11 RECYClE, 3240 - 220TH 105219 1314916/42370 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
95.93 NOV'11 RECYClE, 4300 - 220TH 105220 1314917/15091 8302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
17.38 NOV'11 RECYClE, 19700 AKIN PRS 105221 1314918/55695 8302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
17.38 NOV'11RECYClE,19roOAKINCHR 105222 1314919/53673 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
26.73 NOV'11 RECYCle, 20600 AKIN RD 105223 1314920/17353 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
26.73 NOV'11 RECYCle, 22098 CANTON 105224 1314921/44829 6302 6401 PROFESSIONAL SERVICES SCUD WASTE OPERATIONS 08300 08
114.89 N0V'11 RECYCle, TAMARACK RlDG 105225 1314922/44569 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
56.14 NOV'11 RECYClE,ALUNACUNIC 105226 1314923/15356 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
17.38 N0V'11 RECYClE, ARE STA#1 105227 1314924/44078 8302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
55.33 N0V'11 RECYClE, 22120 DENMARK 105226 1314925/17553 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
24.24 N0V'11 RECYClE, 310 DMSION S 105229 1318613/15083 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08 ~
297.01 N0V'11 RECYClE, 512 DMSION 105230 1314926/15088 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 08300 08
17.38 NOV'11 RECYClE, 21130 EATON AV 105231 1314927/15614 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 08300 08
17.38 N0V'11 RECYClE, 21210 EATON 105232 1314928/15098 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
8.08 N0V'11 RECYClE, 109 ELM UQ 105233 1314929/45872 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
26.73 N0V'11 RECYClE, ACE HARDWARE 105234 1314930/53050 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
48.76 N0V'11 RECYClE, 115 ELM ST 105235 1314931/31371 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
127.03 N0V'11 RECYCle, 219 ELM ST 105236 1314932/15106 8302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
17.38 NOV'11 RECYClE, 416 ELM ST 105237 1314933/44009 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
34.99 NOV'11 RECYClE, 626 HERITAGE 105238 1314957/30452 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 08300 08
36.08 NOV'11 RECYClE, POUCE STA 105239 1314934/30563 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
53.83 NOV'11 RECYClE, MAlNT FACILITY 105240 1314935/31235 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 08300 08
17.38 N0V'11 RECYClE, ARE STA#2 105241 1314956 /44079 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
17.38 N0V'11 RECYClE, 316 OAKST 105242 1314958/10803 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
26.73 N0V'11 RECYCle, 325 OAK ST 105243 1314959/11680 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 08300 08
77.03 NOV'11 RECYClE, 16290 PK 105244 1314960/41373 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
82.27 NOV'11 RECYClE, DOMINOS PIZZA 105245 1314962/38122 8302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
109.65 NOV'11 RECYClE, 18350 PKUQ# 105246 1314961/17550 8302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
36.08 NOV'11 RECYClE, UGLY MUG 105247 1314983/31499 8302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
134.06 NOV'11 RECYClE, SCHWlNESS 105248 1314964/31589 8302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
17.38 NOV'11 RECYClE, PK PIZZARIA 105249 1314965/32515 8302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
111.29 NOV'11 RECYCLE, SUPER AMERICA 105250 1314986/18935 8302 6401 PROFESSIONAL SERVICES saUD WASTE OPERATIONS 06300 08
77.02 NOV'11 RECYClE, CHASWD MRKTPL005251 1314987 /49563 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
38.76 NOV'11 RECYClE, FAlRYlEWMED 105252 1314968/51721 8302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
R55CKSUM LOGISOO1V
NOTE: Check Amount may not reflect actual check to1aJ due to sequencing of data.
Check # Date
118392 12/9/2011
118393 121912011
118394 12/912011
118395 12/912011
118396 12/9/2011
118397 12/9/2011
118398 12/9/2011
118399 12/9/2011
118400 12/9/2011
Amount
38.76
132.93
30,065.24
Supplier / Explanation PO# Doc No Inv No
N0V'11 RECYClE, ROUNDBANK 105253 1314989/43757
N0V'11 RECYClE, 510 WILLOW ST 105254 1314970/19396
CITY OF FARMINGTON
Council Check SUmmary
12/512011 - 12/1812011
au ObJ Sub
8302 6401
8302 6401
2,000.00
2,000.00
112375 DINGMAN, KURT
REIMBOWNERFORESCRWFUNDS 105265 416002TPCLNDS 7500
2255
107008 DISTAD, RANDY
103.23 N0V'11 MILEAGE EXP REIMB
103.23
105265 NOV'11 EX? RElM 1094 6485
207.50
207.50
415.00
100149 ECM PUBUSHERS INC
11/18 AD, HOUDAY GIFT GUIDE
11/18 AD, HOUDAY GIFT GUIDE
105389 TI 00384126
105389 TI 00384126
6110 6492
6115 6492
102808 EDINAREALTY
205.76 OVRPYMT FR UTlLACCT~ 76776 19497 ELMWOOD C 6200 13103
205.76
100717 FARMERS MILL & ELEVATOR INC
902..88 CHEMICALS & SPREADER 105097 WF 035959
902.68
100022 FARMINGTON PRINTING INC
224.44 OFFlCESUPPUES. PAPER 104993 8892
224.44
109005 FORESTRY SUPPUERS INC
40.95 EQUIP PARTS 105102 252677-00
170.03 EQUIP PARTS 105102 252677-00
210.98
1090 6260
1010 6210
1076 6220
1090 6220
111146 FRANKLIN CLOSING SERVICES, Ll.C
80.25 REF OVRPYMT ON UTlLACCT 105313 165 HICKORY CT 6200 13103
80.25
111067 FRONTIERAG & TURF
122.35 PARTS, WIPERS
76.69 PARTS, SPRKT
199.04
105076 P24804
105077 P24666
1090 6505
1090 6505
55
Subledger Account Description
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
DEPOSITS PAYABLE
MILEAGE REIMBURSEMENT
ADVERTISING
ADVERTISING
BU DescrIption
SOLID WASTE OPERATIONS
SOUD WASTE OPERATIONS
ESCROW FUND
12/1512011 9:12."38
Page - 7
co Dept DJv
06300 08
06300 08
07500 02
PARK & RECREATION ADMIN 01000 09
DOWNTOWN UQUOR REV & EX? 06100 02
PILOT KNOB LIQUOR 06100 02
ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS
CHEMICALS
OFFICE SUPPUES
EQUIP SUPPUES & PARTS
EQUIP SUPPUES & PARTS
PARK MAINTENANCE
ADMINISTRATION
NATURAL RESOURCES
PARK MAINTENANCE
ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS
EQUIPMENT REPAIR SERVICE
EQUIPMENT REPAIR SERVICE
PARK MAINTENANCE
PARK MAINTENANCE
06200 08
01000 09
01000 01
01000 07
01000 09
06200 08
01000 09
01000 09
R55CKSUM LOOISOO1V
NOTE: Check Amount may not reflect actual check total due to sequencing of data.
CITY OF FARMINGTON
Council Check SUmmary
121512011 - 12/1812011
Check # Date
118401 12/9/2011
118402 12/9/2011
118403 12/9/2011
118404 121912011
118405 1219/2011
118406 12/9/2011
Amount Supplier 1 Explanatlon
PO# Doc No Inv No
BU ObJ Sub Subledger Account DescrIption
111631 FULL SERVICE BATTERY
47.32 6V SEWER BATIERlES ("i2)
106.82 SATfERlES
154.14
EQUIP SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
104986 004781
105010 004776
6202 6220
6402 6230
106836 GBI HOMES
2,000.00 ANAL GRADE,L5, B6 PRKVJEW PND 105283 19655 EMBERS AV 7500 2255
2,000.00
DEPOSITS PAYABLE
112378 HALTERMAN, KORY & LYNNE
4.44 REF, VOID PRMT#31631 105327 19988 EXPORTTR 1000 2420
199.35 REF, VOID PRMT#31631 105327 19968 EXPORTTR 1001 4305
203.79
BUILDING PERMIT SURCHARGE
BUILDING PERMITS
112376 HAYES, GREG
200.00 11120 HAZMAT RFSH TRNG
200.00
TRAINING & SUSSISTANCE
105267 NOV2OHAZMATR 1061 6470
100597 INDEPENDENT BLACK DIRT CO INC
64.13 5 YRDS, CS VALVE REPLCMNT 105260 9125
64.13
OTHER SUPPUES & PARTS
6502 6250
109846 J J TAYLOR DISTRIBUTING CO OF
1,021.30 BEER,ALE.S,MALTUQ 105379 1870019
7,132.99 BEER,ALE.S. MALT UQ 105372 1870068
3,412.60 BEER,ALES, MALT UQ 105378 1870018
10,486.70 aEER,ALE.s, MALT UQ 105371 1670067
22,053.59
COST OF GOODS SOLD
COST OF GOODS SOLO
COST OF GOODS SOLO
COST OF GOODS SOLD
6110 5502
6110 5502
6115 5502
6115 5502
118407 12/9/2011 100108 J P COOKE CO
11.62- 104997 151918 1000 2415
180.67 UC TAGS, O-RINGS 104997 151918 1010 6210
169.05
118408 1219/2011 112379 JACOBS US, LLC
140.00 REF, OVRPYMT OF ELEC PRMTS 105328 REF OVRPMT 1 PE 1001 5370
140.00
118409 1219/2011
MN SALES TAX DUE
OFFICE SUPPUES
CASH OVER & SHORT
107031 JIFFY.JR PRODUCTS
176.02 BLOG CLEANING SUPPLIES
176.02
OTHER SUPPUES & PARTS
105105 154035
1050 6250
56
. - --.--,.--,-----------.---------------.------..
12/1512011 9:12:38
Page- 8
BU DescrIptlon
co Oept DIY
SEWER OPERATIONS EXPENSE 08200 08
STORM WATER UTlUTY OPERA 06400 08
ESCROW FUND
07500 02
GENERAL FUND BALANCE SHEE 01000
GENERAL FUND REVENUES 01000 01
RESCUE SQUAD SERVICES
01000 06
WATER UTlUTY EXPENSE
06500 08
DOWNTOWN UQUOR REV & EXP 06100 02
DOWNTOWN UQUOR REV & EXP 06100 02
PILOT KNOB UQUOR 06100 02
PILOT KNOB UQUOR 06100 02
GENERAL FUND BALANCE SHEE 01000
ADMINISTRATION 01000 01
GENERAL FUND REVENUES
01000 01
POUCE ADMINISTRATION
01000 05
R55CKSUM LOOISOO1V CITY OF FARMINGTON 1211512011 9:12:38
NOTE: Check Amount may not reflect actual check total due to sequenctng of data. Council Check SUmmary Page- 9
121512011 - 12/1812011
Check # Date Amount SUpplier 1 Explanation PO# Doc No Inv No au ObJ Sub Subledger Account Description BU Description CO Dept Div
- --
118410 121912011 100033 JOHNSON BROTHERS UQUOR CO
1,101.89 SPIRITS, UQUEURS 105411 1185725 6110 5502 COST OF GOODS SOLD DOWNTOWN LIQUOR REV & EX? 06100 02
858.59 WINE ORDER 105412 1185726 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EX? 06100 02
645.23 GIONEW WINE ORDER 105413 1185727 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EX? 06100 02
257.64 VENDG WHT ZlNF WINE 105414 1185728 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EXP 06100 02
2,916.53 SPIRITS, UQUEURS 105415 1187979 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EXP 06100 02
1,334.65 WINE ORDER 105416 1187980 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EX? 06100 02
217.94 E&J aRANDY ORDER 105417 1187981 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EXP 06100 02
1 ,222.07 WINE ORDER 105418 1187982 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EX? 06100 02
815.70 WINE ORDER 105424 1187983 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EX? 06100 02
971.85 GIONEW WINE ORDER 105407 1185435 6115 5502 COST OF GOODS SOLD PILOT KNOa UQUOR 06100 02
571.17 WINE ORDER 105408 1185436 8115 5502 COST OF GOODS SOLD PILOT KNOB UauOR 06100 02
1,262.07 SPIRITS, UQUEURS 105409 1185433 8115 5502 COST OF GOODS SOLD PILOT KNOB UQUOR 06100 02
1,503.04 WINE ORDER 105410 1185434 6115 5502 COST OF GOODS SOLD PILOT KNOB UQUOR 06100 02
3,054.55 SPIRITS, UQUEURS 105419 1187780 6115 5502 COST OF GOODS SOLD PILOT KNOB UQUOR 06100 02
1,061.39 WINE ORDER 105420 1187781 6115 5502 COST OF GOODS SOLD PILOT KNOB UQUOR 06100 02
291.57 SPIRITS, UQUEURS 105421 1187782 6115 5502 COST OF GOODS SOLD PILOT KNOB UQUOR 06100 02
1,210.99 WINE ORDER 105422 1187783 6115 5502 COST OF GOODS SOLD PILOT KNOB UQUOR 06100 02
1,030.49 WINE ORDER 105423 1187764 6115 5502 COST OF GOODS SOLD PILOT KNOB UQUOR 06100 02
20,327.36
118411 121912011 110501 LAND TITLE INC
109.05 REF OVRPYMT ON UTlL ACCT 105181 31 PINE PL 6200 1310 3 ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS 06200 08
88.17 REF OVRPYMT ON UTlL ACCT 105266 11 WALNUTST 6200 13103 ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS 06200 08
197.22
118412 1219/2011 100256 LARSON COMPANIES LTD,INC
111.99 VEHICLE SUPPUES, COOLANT 105014 8-213200215 6302 6230 VEHICLE SUPPUES & PARTS SOLID WASTE OPERATIONS 06300 08
111.99
118413 1219/2011 100414 LONE OAK COMPANIES INC
150.00 POSTAGE FOR 12/31 UTlL alLLS 105310 DEC'11 UB PSTG 6202 6445 POSTAGE SEWER OPERATIONS EXPENSE 06200 08
150.00 POSTAGE FOR 12131 UTlL alLLS 105310 DEC'11 UB PSTG 8302 6445 POSTAGE SOUD WASTE OPERATIONS 06300 08
150.00 POSTAGE FOR 12131 UTlL BILLS 105310 DEC'11 UB PSTG 6402 6445 POSTAGE STORM WATER UTlUTY OPERA 06400 08
150.00 POSTAGE FOR 12/31 UTlL alLLS 105310 DEC'11 UB PSTG 6502 6445 POSTAGE WATER UTlUTY EXPENSE 06500 08
600.00
118414 1219/2011
109715 LUBRICATION TECHNOLOGIES, INC
364.87 DELVACLUBRlCATlONSlFLUID 105015 1980026
364.87
7200 6274
LUBRICANTS &ADDIT1VES
. FLEET OPERATIONS
07200 08
57
R55CKSUM LOGISOO1V CITY OF FARMINGTON 12/1512011 9:12:38
NOTE: Check Amount may not reflect actual check total due to sequencing of data. COuncil Check SUmmary Page- 10
121512011 - 12/1812011
Check # Date Amount Supplier 1 Explanation PO# Doc No Inv No BU Obi Sub Subledger Account Description BU DescrIplion CO Dept Div
--
118415 121912011 107747 M.AMUNDSON LLP
71.60 BAGS FOR UQ SALES 105437 121527 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EX? 08100 02
559.20 TOBACCO PRDCT, SFT DRNK aEV 105438 121526 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EX? 06100 02
630.80
118416 1219/2011 100075 MARKVU DISTRIBUTORS INC
38.70 N1A BEER ORDER 105390 831231 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EX? 06100 02
64.50 HRDCRAPPL COR ORDER 105391 831232 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EX? 06100 02
2,677.92 aEER,ALES, MALTUQ 105392 831230 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EX? 06100 02
51.90 N1A BEER ORDER 105393 831235 6115 5502 COST OF GOODS SOLD PILOT KNOB UQUOR 06100 02
21.50 HRDCRAPPL COR ORDER 105394 831236 6115 5502 COST OF GOODS SOLD PILOT KNOB UQUOR 06100 02
2,374.15 aEER,ALEs, MALT UQ 105395 831234 6115 5502 COST OF GOODS SOLD PILOT KNOB UQUOR 06100 02
5,228.87
118417 1219/2011 111162 METRO UFT PROPANE MPLS
131.87 PROPANE ALL 105315 2774265 2502 6272 FUEL ICE ARENA OPERATIONS EXPE 02500 09
152.72 PROPANE FILL 105316 2m215 2502 6272 FUEL ICE ARENA OPERATIONS EXPE 02500 09
284.39
118418 12/9/2011
100155 METROPOUTAN COUNCIL ENVIRO SE
2,207.70 N0V'11 SRV AVAIL CHRG 105282 NOV'11 SACREPO 6201 5030
2,207.70
110186 MILLER, DAN
632.12 MAAG TACTICAL GEAR, REMS 105453 NOV'11 EXP REM 1050 6290
48.94 KNEE PADS, PMAG 5.56, 81130 JUN9 WEB ORDER 1051 6290
681.06
110231 MINNESOTA ABSTRACT & TITLE CO
45.18 OVRPYMT OF UTlLACCT~ 75805 1215 LARCH STRE 6200 1310 3
54.96 REF OVRPYMT ON UTlLACCT 105182 5074 UPPER 183R 6200 1310 3
100.14
SAC CHARGE RETAINER
SEWER OPERATIONS REVENUE 06200 08
118419 12/9/2011
UNIFORMS & CLOTHING
UNIFORMS & CLOTHING
POUCE ADMINISTRATION
PATROL SERVICES
01000 05
01000 05
118420 1219/2011
ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS
ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS
06200 08
06200 08
118421 121912011
101313 MINNESOTA DEPT OF LABOR & INDU
100.00 ANNUALELEVATOROPERUC 105287 ALR00154131
100.00
1015 6460
SUBSCRIPTIONS & DUES
CITY HALL
01000 01
118422 1219/2011
100718 MINNESOTA ROADWAYS CO
350.00 CURBIST aRK SURETY DODGE SCHL 105281 4100 - 208TH ST 7500 2255
350.00
DEPOSITS PAYABLE
ESCROW FUND
07500 02
118423 12/9/2011
100262 MN SCIA
58
R55CKSUM lOGISOO1V
NOTE: Check Amount may not reflect actual check to1aJ due to sequencing of data.
CITY OF FARMINGTON
COuncil Check SUmmary
1211512011 9:12:38
Page- 11
121512011 - 1211812011
Check # Date
Amount Supplier 1 explanation
180.00 2011 MNlSCIA FALL CONFR
180.00
PO# Doc No Inv No
105293 00170
SU ObJ Sub
1052 6470
Subledger Account Description
TRAINING & SUBSISTANCE
au Description
INVESTIGATION SERVICES
Co Dept 0Jv
01000 05
118424 12/912011 112377 MOUUN, DAN
53.56 RElMS, FLUOR LTS@ARESTA#1 105268 NOV EX? RElMBRS 1060 6240 BUILDING SUPPUES & PARTS FIRE SERVICES 01000 06
53.56
118425 12/9/2011 100070 MVTl. M1NN VAU.EY TESTING LABS
31.25 11/11 WATER TEST REPORT 104987 578187 6502 6401 PROFESSIONAL SERVICES WATER UTlUTY EXPENSE 06500 08
31.25
118426 12/9/2011 112030 NAPA AUTO PARTS
52,57 VEHICLE PRT, MNFLD GSKT 105345 020093 1072 6230 VEHICLE SUPPUES & PARTS STREET MAINTENANCE 01000 08
4.51 VEHICLE SUPPUES, U-BOLT 105344 020109 8302 6230 VEHICLE SUPPUES & PARTS SOLID WASTE OPERATIONS 06300 08
57.08
118427 12/9/2011 109419 NORTH COUNTRY BUSINESS PRODUCT
60.87 SRV CALL, SCAN 1 CABLE 105172 SDIN273468 6110 6401 PROFESSIONAL SERVICES DOWNTOWN UQUOR REV & EXP 06100 02
60.87
118428 12/9/2011 102644 NORTHERN SAFETY TECHNOLOGY
141.94 FLSH RED LED KIT 104998 29020 1060 6230 VEHICLE SUPPUES & PARTS FIRE SERVICES 01000 06
141.94
118429 12/9/2011 100177 NORTHLAND CHEMICAL CORP
130.87 SLOG CLEANING SUPPUES 105098 5042235 1015 6240 aUILDING SUPPUES & PARTS CITY HALL 01000 01
65.43 BLDG CLEANING SUPPLIES 105098 5042235 1050 6250 OTHER SUPPUES & PARTS POUCE ADMINISTRATION 01000 05
21.81 aLOG CLEANING SUPPUES 105098 5042235 1060 6240 BUILDING SUPPUES & PARTS FIRE SERVICES 01000 06
13.09 aLOG CLEANING SUPPUES 105098 5042235 1072 6240 BUILDING SUPPUES & PARTS STREET MAINTENANCE 01000 08
13.09 aLDG CLEANING SUPPUES 105098 5042235 1090 6240 BUILDING SUPPUES & PARTS PARK MAINTENANCE 01000 09
43.62 aLDG CLEANING SUPPUES 105098 5042235 2410 6240 BUILDING SUPPUES & PARTS SENIOR CENTER PROGRAMS 02400 09
43.62 BLOG CLEANING SUPPUES 105098 5042235 2502 6240 BUILDING SUPPUES & PARTS ICE ARENA OPERATIONS EXPE 02500 09
32.72 aLOG CLEANING SUPPUES 105098 5042235 6202 6240 BUILDING SUPPUES & PARTS SEWER OPERATIONS EXPENSE 06200 08
32.72 aLOG CLEANING SUPPUES 105098 5042235 6302 6240 BUILDING SUPPUES & PARTS SOUD WASTE OPERATIONS 06300 08
6.53 aLOG CLEANING SUPPUES 105098 5042235 6402 6240 BUILDING SUPPUES & PARTS STORM WATER UTlUTY OPERA 06400 08
32.72 SLOG CLEANING SUPPUES 105098 5042235 6502 6240 BUILDING SUPPUES & PARTS WATER UTlUTY EXPENSE 06500 08
436.22
118430 121912011 112374 NORTHWEST TlTLE AGENCY INC
246.55 REF OVRPYMT ON UTlLACCT 105180 1111 LOCUSTST 6200 13103 ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS 06200 08
246.65
59
"~-------"'-'."-'----' _.,----.------------~-------------_. ---_...._~~- ._'--~. - "." ---'-.-.
R55CKSUM LOGISOO1V
NOTE: Check Amount may not reflect actual check total due to sequencing of data.
Check # Date
118431 121912011
118432 121912011
118435 121912011
118436 121912011
118437 121912011
118438 12/9/2011
118439 121912011
118440 121912011
Amount
SuppUer 1 Explanatlon PO# ~ Jnv No
107597 OFACEMAX-ABOISECOMPANY
UTlL BILL PlATE 104998 663786
OFACE SUPPUES 105025 770967
OFFICE SUPPUES. 8/0 105026 771232
11.17
267.78
4.26
303.21
1002S0 PAUsnS & SONS WINE COMPANY
669.00 WINE ORDER 105440 8329021-IN
315.75 WINE ORDER 105439 8329027-IN
984.75
100032 PEPSI COLA COMPANY
133.70 SFT DRNK aEV ORDER 105373 65561071
133.70
100034 PHIWPS WINE AND SPIRITS INC
74.04 SPIRITS. UQUEURS 105427 2162189
93.94 WINE ORDER 105428 2162190
1,028.06 SPIRITS, UQUEURS 105431 2163872
579.68 WINE ORDER 105432 2163873
526.75 WINE ORDER 105429 2163739
1,084.82 SPIRITS, UQUEURS 105430 2163738
392,73 WINE ORDER 105425 2162005
.12 KTLVDKFRTCHRG 105426 2162004
3,780.14
100136
PUBLIC EMPLOYEES RETIREMENT AS
105255 120711821181
105256 120711821182
7,315.30
10.972.98
18,288.26
100076 QUAUTY WINE AND SPIRITS CO
18.50 SEAGRAM UQ ORDER 105441 541961-CO
1,058.68 SPIRITS. UQUEURS 105442 541961..00
1,531.34 SPIRITS. UQUEURS 105443 541962..00
2,608.52
100125 R&RSPECIALTlES OF WISCONSIN I
74.25 BLADE SHARPENING 105323 0048696-1N
74.25
102453 REALTY HOUSE
CITY OF FARMINGTON
COuncil Check SUmmary
12/512011 - 12/1812011
BU Obj Sub
1010 6210
1010 6210
1010 6210
6110 5502
6115 5502
6110 5502
6110 5502
6110 5502
6110 5502
6110 5502
6115 5502
6115 5502
6115 5502
6115 5502
7000 2113
7000 6154
6110 5502
6110 5502
6115 5502
2502 6401
60
Subledger Account Description
OFACE SUPPUES
OFACE SUPPUES
OFFICE SUPPUES
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
PERA PAYABLE
PERA
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
PROFESSIONAL SERVICES
12/1512011 9:12:38
Page- 12
BU Description
co Dept Div
ADMINISTRATION
ADMINISTRATION
ADMINISTRATION
01000 01
01000 01
01000 01
DOWNTOWN UQUOR REV & EXP 06100 02
PILOT KNOB UQUOR 06100 02
DOWNTOWN LIQUOR REV & EXP 06100 02
DOWNTOWN UQUOR REV & EXP 06100 02
DOWNTOWN UQUOR REV & EXP 06100 02
DOWNTOWN UQUOR REV & EXP 06100 02
DOWNTOWN UQUOR REV & EXP 06100 02
PILOT KNOB UQUOR 06100 02
PILOT KNOB UQUOR 06100 02
PILOT KNOB UQUOR 06100 02
PILOT KNOB UQUOR 06100 02
EMPLOYEE EXPENSE FUND
EMPLOYEE EXPENSE FUND
07000 02
07000 02
DOWNTOWN UQUOR REV & EXP 06100 02
DOWNTOWN LIQUOR REV & EXP 06100 02
PILOTKNOBUQUOR 06100 02
ICE ARENA OPERATIONS EXPE 02500 09
i
.:-__.~~_____~_J
R55CKSUM LOGISOO1V
NOTE: Check Amount may not reflect actual check to1aJ due to sequencing of data.
CITY OF FARMINGTON
COUncil Check SUmmary
12/512011 - 12/1812011
Check # Date
Amount
200.00
200.00
Supplier 1 Explanatlon PO# Doc No Inv No
REF OVRPYMT ON UTlL ACCT 105186 19987 EVERHILL
au ObJ Sub
6200 1310 3
118441 12/912011 110216 RELS TITLE
37.59 REF OVRPYMT ON UTlL ACCT 105184 616 UNDEN ST 6200 13103
37.59
118442 12/9/2011 100579 SCAN AIR AlTER INC
151.30 R70 MEDIA CABLE 105321 119476 2502 6505
151.30
118443 12/9/2011 111873 SECURED LENDING SERVICES
89.42 REF OVRPYMT ON UTlL ACCT 105187 404 OAK STREET 6200 13103
89.42
118444 12/912011 110818 SERVICE UNK
177.99 OVRPYMT FR UTlU1Y AccmJlRlEFUND 78102 108 4TH STREET 6200 13103
177.99
118445 12/9/2011
112051 SOUTHERN WINE & SPIRITS OF MN,
738.82 SPIRITS, UQUEURS 105377 1637786
218.28 SPIRITS, UQUEURS 105370 1663014
760.15 W1NEORDER 105376 1637787
664.44 SPIRITS, UQUEURS 105369 1663015
2,381.69
6110 5502
6110 5502
6115 5502
6115 5502
118445 1219/2011
100235 STERUNG CODIFIERS INC
384.00 SUPPLMNT#181, CITYIST ORD CODE 105296 11613
384.00
1010 6401
118447 12/9/2011
109007 TECH SALES CO
PREVENTATIVE MAlNT CONTRCT
6202 6560
1,612.21
1,612.21
105329 316632
118448 12/912011
112309 TITAN MACHINERY
389.25 11/18 PURCH, EQUIP PARTS
389.25
1090 6230
105342 l#OUC019551 ..
118449 1219/2011
111297 TITLE SMART INC
353.14 REF OVRPYMT ON UTlL ACCT
353.14
105186 5324 -186TH ST 6200 13103
61
Subledger Account Description au Descrlptlon
ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS
ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS
EQUIPMENT REPAIR SERVICE
12/1512011 9:12:38
Page- 13
co Dept Div
06200 08
06200 08
ICE ARENA OPERATIONS EXPE 02500 09
ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS
ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
PROFESSIONAL SERVICES
CONTRACTUAL SERVICES
VEHICLE SUPPUES & PARTS
06200 08
06200 08
DOWNTOWN UQUOR REV & EXP 06100 02
DOWNTOWN UQUOR REV & EXP 06100 02
PILOT KNOB UQUOR 06100 02
PILOT KNOB UQUOR 06100 02
ADMINISTRATION
01000 01
SEWER OPERATIONS EXPENSE 06200 08
PARK MAINTENANCE
ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS
01000 09
06200 08
R55CKSUM LOGISOO1V CITY OF FARMINGTON 12/1512011 9:12:38
NOTE: Check Amount may not reflect actual check total due to sequencing of data. COuncil Check SUmmary Page - 14
12/512011 - 12/1812011
Check # Date Amount Supplier 1 Explanation PO# Doc No Inv No BU ObJ Sub Subledger Account Descrlption BU Description CO Oept DJv
---
118450 121912011 100818 TOLL GAS & WELDING SUPPLY
214.57 GAS CYUNDERS 105341 373206/25401 6502 6250 OTHER SUPPUES & PARTS WATER UTILITY EXPENSE 06500 08
20.34 OXY/ACETYL CYUNDERS 105343 433129/25401 7200 6230 VEHICLE SUPPUES & PARTS FLEET OPERATIONS 07200 08
234.91
118451 121912011 111133 VAN DERBECK, JOSEPH
100.00 2009 PLAN COMM STlPEND,10 MTGS 86045 2009 STIPEND 1 1030 6401 PROFESSIONAL SERVICES PLANNING & ZONING 01000 03
100.00
118452 1219/2011 102592 WINE COMPANY, THE
136.00- ANGEUNE PINOT WINE CREDIT 105168 285472-00 CR 6110 5502 COST OF GOODS SOLD DOWNTOWN LIQUOR REV & EXP 06100 02
370.40 WINE ORDER 105444 285941-00 6110 5502 COST OF GOODS SOLD DOWNTOWN LIQUOR REV & EXP 06100 02
234.40
118453 1219/2011 100334 WINE MERCHANTS
275.66 WINE ORDER 105433 388051 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EXP 06100 02
162.94 WINE ORDER 105435 387574 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EXP 06100 02
243.66 WINE ORDER 105434 388000 6115 5502 COST OF GOODS SOLD PILOT KNOB UQUOR 06100 02
245.68 CASA 01 ROCCO WINE ORDER 105436 387519 6115 5502 COST OF GOODS SOLD PILOT KNOB UQUOR 06100 02
928.14
116454 121912011 102071 W1NGFOOT COMMERCIAL TIRE
1,017.11 VEHICLE TIRES 105011 124-1059712 7200 6232 VEHICLE TIRES FLEET OPERATIONS 07200 08
1,017.11
118455 1219/2011 110892 WIRTZ BEVERAGE MINNESOTA
4,019.45 SPIRITS, UQUEURS 105445 687293 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EXP 06100 02
1,186.59 SPIRITS, UQUEURS 105446 687294 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EXP 06100 02
1,484.79 WINE ORDER 105447 687297 6115 5502 COST OF GOODS SOLD PILOT KNOB UQUOR 06100 02
71.80 BO 1NV663435, L1Q ORDER 105448 666995 6115 5502 COST OF GOODS SOLD PILOT KNOB LIQUOR 06100 02
4,331.41 SPIRITS, UQUEURS 105449 687296 6115 5502 COST OF GOODS SOLD PILOT KNOB LIQUOR 06100 02
295.06- REF661063, CR GRND MAR 105450 847342 CM 6115 5502 COST OF GOODS SOLD PILOT KNOB LIQUOR 06100 02
89.70- REF663435, WNDSR CAN 105451 848212 CM 6115 5502 COST OF GOODS SOLD PILOT KNoa UQUOR 06100 02
216.50 KORBEL BRUT CHAMP ORDER 105452 669062 6115 5502 COST OF GOODS SOLD PILOT KNOB LIQUOR 06100 02
10,925.78
118456 121912011 110956 YALE MECHANICAL
240.00 CK BOILERS@POUCESTA 105320 125236 1050 6401 PROFESSIONAL SERVICES POUCE ADMINISTRATION 01000 05
939.40 SRV MUA@ARESTA#2 105319 125060 1060 6401 PROFESSIONAL SERVICES FIRE SERVICES 01000 06
1,179.40
118457 1219/2011 103627 ZAHL-PETROLEUM MAINTENANCE CO
62
R55CKSUM LOGISOO1V
NOTE: Check Amount may net reflect actual check total due to sequencing of data.
Check # Date
118458 121912011
Amount
56.11
56.11
112.22
Supplier 1 explanation
RECEIPT PAPER ORDER
RECEIPT PAPER ORDER
PO# Doc No Inv No
--
105093 0174351-IN
105093 0174351-1N
CITY OF FARMINGTON
COuncil Check SUmmary
12/512011 - 12/1812011
au Obj Sub
6110 6250
6115 6250
6402 6230
118459 121912011 100019 Z1EGL.ER INC
40.23 VEHICLE PARTS 105013 PCOO1332827 1072 6230
40.23
118480 12/1612011 112380 ADVISORS REALTY INC
52.58 REF OVRPYMT ON UTlL ACCT 105501 812 SPRUCE ST 6200 13103
52.58
118461 12/1612011
118462 12/16J2011
118463 12/1612011
118464 12/1612011
118465 12/18/2011
118466 12/1612011
100020 ZARNOTH BRUSH WORKS lNC
636.44 DSP GUTTER BRM, SHOES 105089 0136639-lN
636.44
100160
AFANITY PLUS FEDERAl. CREDIT U
105511 121411924273
1,635.00
1,635.00
111839 ANDERSON GROUP, THE
62.23 REFOVRPYMTON UTlLACCT 105536 35ARBORLN
62.23
112389 AT&TSUBPOENACENTER
40.00 SUBPOENAS PROCESS FEE 105632 89702/#103805
40.00
112190 BARR ENGINEERING COMPANY
4,302.00 10108-11/04SRVS, PH I NO CRK 105024 23191116.00-6
4,302.00
43.68
394.35
625.50
271.01
1,334.54
100493 BEllBOY CORPORATION
MIX, BAR SUPPUES
WINE ORDER
WINE ORDER
JUICE,MIX,BAR SUPPUES
105575 86108600
105577 71239400
105576 71239500
105574 86108700
111280 BERNICK'S WINE
64.00 UQ ICE ORDER
744.00 BEER ORDER
105599 39453
105600 39454/800449
7000 2130
6200 1310 3
1052 6401
6402 6401
6110
6110
6115
6115
5502
5502
5502
5502
6110 5502
6110 5502
63
Subledger Account Description
OTHER SUPPUES & PARTS
OTHER SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
12/1512011 9:12:38
Page- 15
BU Description CO Oept Div
DOWNTOWN LIQUOR REV & EX? 06100 02
PILOT KNOa UQUOR 06100 02
STORM WATER UTlLITY OPERA 06400 08
STREET MAINTENANCE
01000 08
ACCOUNTS RECEIVABLE UTIUTl SEWER OPERATIONS
06200 08
EMPLOYEE EXPENSE FUND
07000 02
CREDIT UNION PAYABLE
ACCOUNTS RECEIVABLE UTIUTl SEWER OPERATIONS
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
06200 08
INVESTIGATION SERVICES
01000 05
STORM WATER UTILITY OPERA 06400 08
DOWNTOWN UQUOR REV & EX? 06100 02
DOWNTOWN UQUOR REV & EX? 06100 02
PILOT KNOB UQUOR 06100 02
PILOT KNOB UQUOR 06100 02
DOWNTOWN UQUOR REV & EX? 06100 02
DOWNTOWN UQUOR REV & EX? 06100 02
R55CKSUM LOGISOO1V
NOTE: Check Amount may not reflect actual check total due to sequencing of data.
CITY OF FARMINGTON
Council Check SUmmary
Check # Date
PO# Doc No Inv No
12/512011 - 12/1812011
Amount SuppDer 1 Explanation
808.00
118467 12/16/2011
110218 BURNETT1TI.E
129.90 REF OVRPYMT ON UTlL ACCT
37.83 REF OVRPYMT ON UTlL ACCT
187.73
105534 18325 EUCUD ST 6200
105535 5798-18OTH ST 6200
BU Obj Sub Subledger Account Description
1310 3
13103
12/1512011 9:12:38
?age- 16
BU Description
co Dept OJv
ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS
ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS
08200 08
06200 08
VEHICLE SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
VEHICLE SUPPUES & PARTS
MISCELLANEOUS REVENUE
DEPOSITS PAYABLE
CONTRACTS PAYABLE
RENTAL OF EQUIPMENT
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
DEPOSITS PAYABLE
BUILDING REPAIR SERVICE
BUILDING REPAIR SERVICE
BUILDING REPAIR SERVICE
BUILDING REPAIR SERVICE
BUILDING REPAIR SERVICE
BUILDING REPAIR SERVICE
PATROL SERVICES
PARK MAINTENANCE
SOUD WASTE OPERATIONS
WATER UTlUTY EXPENSE
01000 05
01000 09
06300 08
06500 08
GENERAL FUND REVENUES
ESCROW FUND
01000 01
07500 02
GENERAL FUND BALANCE SHEE 01000
STREET MAINTENANCE 01000 08
DOWNTOWN UQUOR REV & EXP 06100 02
DOWNTOWN UQUOR REV & EXP 06100 02
PILOT KNOB UQUOR 06100 02
GENERAL FUND BALANCE SHEE 01000
STREET MAINTENANCE 01000 08
PARK MAINTENANCE 01000 09
SEWER OPERATIONS EXPENSE 08200 08
SOUD WASTE OPERATIONS 08300 08
STORM WATER UTILITY OPERA 06400 08
WATER UTlUTY EXPENSE 06500 08
R55CKSUM lOGISOO1V CITY OF FARMINGTON 12/1512011 9:12:38
NOTE: Check Amount may not reflect actual check total due to sequenctng of data. Council Check SUmmary Page- 17
12/512011 - 12/1812011
Check # Date Amount Supplier 1 Explanation PO# Doc No Inv No au ObJ Sub Subledger Account Description BU Description CoDept 0Iv
- - - --
116474 12/1612011 110669 CROWN UFT TRUCKS,l.lC
25.29 EQUIPNEHICLE PART 105465 166022617 6202 6230 VEHICLE SUPPUES & PARTS SEWER OPERATIONS EXPENSE 08200 08
25.29 EQUIPNEHICLE PART 105465 166022617 8302 6230 VEHICLE SUPPUES & PARTS SOUD WASTE OPERATIONS 06300 08
25.29 EQUIPNEHICLE PART 105465 166022617 6402 6230 VEHICLE SUPPUES & PARTS STORM WATER UTlLITY OPERA 08400 06
25.28 EQUIPNEHICLE PART 105465 166022617 6502 6230 VEHICLE SUPPUES & PARTS WATER UTlUTY EXPENSE 08500 06
101.15
116475 12/16/2011 100081 DAKOTA COUNTY LUMBER COMPANY
13.17 WOOD STAKE BUNDLES 105467 157123 1072 6250 OTHER SUPPUES & PARTS STREET MAINTENANCE 01000 08
25.11 TREATED LUMaER 105564 157067 1090 6250 OTHER SUPPUES & PARTS PARK MAINTENANCE 01000 09
38.28
116476 12/16/2011 100072 DAY DISTRIBUTING CO
1,139.00 aEER,ALES,MALT UQUOR 105581 629133 6115 5502 COST OF GOODS SOLD PILOT KNOB UQUOR 06100 02
1,139.00
116477 12/16/2011 110462 DENNISON TECHNOLOGY GROUP, INC
400.78 SRV SHORETEL PHONE@ PD 105454 2-3337 7400 6401 PROFESSIONAL SERVICES INFORMATION TECHNOLOGY 07400 04
400.78
116478 12/16/2011 1000$7 DICK'S SANITATION !NC
25.00 11/29 EXTRAS ACCT, YRD WST 105464 1320223/32975 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
25.00
116479 12/16/2011 102808 EDINA REALTY
567.83 REF OVRPYMT ON UTlL ACCT 105532 46 PINE PL 6200 1310 3 ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS 06200 08
34.65 REF OVRPYMT ON UTlLACCT 105641 4749 -187TH ST 6200 1310 3 ACCOUNTS REC8VABLE UTlUTl SEWER OPERATIONS 06200 08
602.48
118480 12/16/2011 112388 EMBASSY ENTERPRISES l.lC
255.77 REF OVRPYMT ON UTlL ACCT 105533 22260 CHIPPENDA 6200 13103 ACCOUNTS REC8VABLE UTlUTl SEWER OPERATIONS 06200 08
255.77
118481 12/16/2011 100188 FARMINGTON EMPLOYEE CLUB
40.00 105505 1214119242711 7000 2121 EMPLOYEE CLUB EMPLOYEE EXPENSE FUND 07000 02
40.01 10/23-11/19 VENDING COMMISS 105520 OCT-N0V'11 VEND 7000 2121 EMPLOYEE CLUB EMPLOYEE EXPENSE FUND 07000 02
80.01
116482 12/1612011
110918 FARMINGTON LANES
100.00 REF OVRPYMT, 2012 UQ UC
100.00
105521 RECPT#63683
1001 53ro
CASH OVER & SHORT
GENERAL FUND REVENUES
01000 01
65
R55CKSUM lOGISOO1V
NOTE: Check Amount may not reflect actual check total due to sequenclng of data.
Check# Date
118483 12/16/2011
118484 12/16/2011
118485 12/1812011
118486 12/16/2011
Amount Supplier 1 Explanation
PO# Doc No Inv No
112387 ARST NATIONAL BANK OF OMAHA
221.39 REF OVRPYMT ON UTIL ACCT 105540 53 ARBOR LN
221.39
31.50
31.50
108507
RUM MIX
FLAHERTY'S HAPPY TYME COMPANY
105620 25576
111146 FRANKUN CLOSING SERVICES, LLC
157.63 REFOVRPYMTONUTlLACCT 105541 945PINEST
95.57 REF OVRPYMT ON UTILACCT 105542 5211 -163RD ST
253.20
10035S FRONTIER COMMUNICATIONS _ FCA
.33 SEP'11 LD FAXSRV, PD 103873 3578392/20210
.64 OC1"11 LD FAX CHRGS, PD 104771 3596643
.44 NOV'11 LONG DISTFAXCHRGS 105264 3618615/20210
1.41
118487 12/16/2011
118488 12/1812011
118489 12/1812011
118490 1211812011
118491 12/1812011
3,579.51
3,579.51
102213 FUN SERVICES
SECRET SANTA SHOP
105481 18516
100074 HOHENSTElNS INC
90.00 BEER ORDER
485.80 BEER,AL.ES,MAL T UQUOR
575.80
105601 582536
105602 582535
100161
leMA RETIREMENT TRUST-457
105512 121411924274
105513 121411924275
5,063.44
2,856.50
7,919.94
CITY OF FARMINGTON
COuncil Check SUmmary
121512011 - 1211812011
au Obj Sub Subledger Account DescrIption
6200 13103
6110
5502
6200 1310 3
6200 1310 3
7400 6411
7400 6411
7400 6411
1095 6570
6110 5502
6110 5502
7000 2114
7000 5325
107897 IKON OFFICE SOLUTIONS
418.96 DEC'11 COPIER MAINTENANCE 105529 5021879192 Dee 1010 6505
418.98
103957
INTERNAL REVENUE SERVICE
105507 1214119242713
870.21
670.21
7000 2126
66
BU DescrIption
ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS
COST OF GOODS SOLD
1211512011 9:12:38
Page- 18
CO Oept DJv
06200 08
DOWNTOWN UQUOR REV & EXP 06100 02
ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS
ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS
TELEPHONE
TELEPHONE
TELEPHONE
PROGRAMMING EXPENSE
COST OF GOODS SOLD
COST OF GOODS SOLD
ICMAPAYABLE
ICMA
EQUIPMENT REPAIR SERYlCE
GARNISHMENT PAYABLE
INFORMATION TECHNOLOGY
INFORMATION TECHNOLOGY
INFORMATION TECHNOLOGY
06200 08
06200 08
07400 04
07400 04
07400 04
RECREATION PROGRAM SERVIC 01000 09
DOWNTOWN LIQUOR REV & EXP 06100 02
DOWNTOWN LIQUOR REV & EXP 06100 02
EMPLOYEE EXPENSE FUND
EMPLOYEE EXPENSE FUND
ADMINISTRATION
EMPLOYEE EXPENSE FUND
07000 02
orooo 02
01000 01
07000 02
R55CKSUM LOGISOO1V CITY OF FARMINGTON 12/1512011 9:12:38
NOTE: Check Amount may not reflect actual check total due to sequencing of data. COunCil Check SUmmary Page- 19
121512011 - 12/1812011
Check # Date Amount Suppller 1 Explanation PO# Doc No Inv No au ObJ Sub Subledger Account Description BU Description CO Dept DJv
-- ---
118492 12/1612011 109846 J J TAYLOR DISTRIBUTING CO OF
1,549.85 BEER,ALES,MALT UQ 105621 1870103 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EXP 06100 02
1,549.85
118493 12/1612011 100033 JOHNSON BROTHERS UQUOR CO
57.47- BRFT SWT RED, LOST 105583 518212 CM 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EXP 06100 02
822.43 SPIRITS, UQUEURS 105587 1192553 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EXP 06100 02
315.08 WINE ORDER 105588 1192554 6110 5502 COST OF GOODS SOLD DOWNTOWN LIQUOR REV & EXP 06100 02
206.19 SPIRITS, UQUEURS 105589 1192555 6110 5502 COST OF GOODS SOLD DOWNTOWN LIQUOR REV & EXP 06100 02
895.26 WINE ORDER 105590 1192556 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EXP 06100 02
22.46 B&J MARG ORDER 105591 1192557 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EXP 06100 02
284.41 WINE ORDER 105592 1192558 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EXP 06100 02
4.79- BRFT PINOT GRlG, DAMAGED 105582 518061 CM 6115 5502 COST OF GOODS SOLD PILOT KNOB UQUOR 06100 02
2,483.57
118494 12/1612011 100164 LAW ENFORCEMENT LABOR SERVICES
378.00 105515 121411924277 7000 2116 LELS DUES PAYABLE EMPLOYEE EXPENSE FUND 07000 02
378.00
118495 12/16/2011 111159 LENZ, RICHARD
162.00 7/05-12106 ATNESS ClASSES 105502 JUL-DEC CLSS IN 2410 6401 PROFESSIONALSERYICES SENIOR CENTER PROGRAMS 02400 09
162.00
118496 12/1612011 100414 LONE OAK COMPANIES INC
74.29 DEC'11 ua MAlUNG SRVS 105491 53381 6202 6401 PROFESSIONAL SERVICES SEWER OPERATIONS EXPENSE 06200 08
47.11 DEC'11 ua POSTAGE BALANCE 105491 53381 6202 6445 POSTAGE SEWER OPERATIONS EXPENSE 06200 08
47.11 DEC'11 ua POSTAGE BALANCE 105491 53381 6302 6445 POSTAGE SOUD WASTE OPERATIONS 06300 08
74.29 DEC'11 ua MAlUNG SRVS 105491 53381 8302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERATIONS 06300 08
74.26 DEC '11 ua MAlUNG SRVS 105491 53381 6402 6401 PROFESSIONAL SERVICES STORM WATER UTlUTY OPERA 06400 08
47.11 DEC'11 ua POSTAGE BALANCE 105491 53381 6402 6445 POSTAGE STORM WATER UTlUTY OPERA 06400 08
47.11 DEC'11UapOSTAGEBALANCE 105491 53381 6502 6445 POSTAGE WATER UTlUTY EXPENSE 06500 08
74.29 DEC'11 UB MAlUNG SRVS 105491 53381 6502 6401 PROFESSIONAL SERVICES WATER UTlUTY EXPENSE 06500 08
485.59
118497 12/1612011 107747 M. AMUNDSON LLP
543.40 TOBACCO PRODUCTS, BEY 105597 121945 6115 5502 COST OF GOODS SOLD PILOT KNOa UQUOR 06100 02
74.80 BAGS FOR UQ SALES 105598 121947 6115 6250 OTHER SUPPUES & PARTS PILOT KNOB UQUOR 06100 02
618.20
118498 12/1612011 100075 MARK VII DISTRIBUTORS INC
1,639.30 BEER,ALES,MAL T UQUOR 105571 833895 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EXP 06100 02
3,675.00 BEER,ALES,MALT UQUOR 105572 833901 6115 5502 COST OF GOODS SOLD PILOT KNOB UQUOR 06100 02
67
----~-_._.~--_.. '--'-. ..._..........~._......_._-.-~.. .__...._..__.....h....._._...... ........----..----
-- ----
R55CKSUM LOOISOO1V
NOTE: Check Amount may not reflect actual check total due to sequencing of data.
Check # Date
118499 12/1612011
118500 12/1612011
118501 12/1612011
118502 12/1612011
118503 12/1612011
118504 12/1612011
118505 12/1612011
11850B 12/1612011
118507 12/1612011
Amount
31.00
5,345.30
Supplier 1 Explanation
1919 PONY BEY ORDER
PO# Doc No Inv No
105573 833902
100527 METRO ALARM CONTRACTORS !NC
225.00 SRV ALRM EQUIP, PK UQ #A 105616 51331
225.00
CITY OF FARMINGTON
COuncil Check SUmmary
12/512011 - 12/1812011
au Obj Sub
6115 5502
6115 6505
110984 MIDWEST REALTY NETWORK INC
27.97 REFOVRPYMTONUTlLACCT 105543 1012W1LLOWTR 6200 13103
27.97
808.28
808.26
100183
MINNESOTA AFSCMECOUNCIL#5
105514 121411924276
7000 2115
102725 MINNESOTA DEPT OF HEALTH
9.576.00 10101-12/31 WTRSRVCONNECTFE 105263 11900080CT-DE 6501 5025
9,576.00
111751 MINNESOTA DIRT WORKS,!NC
12,266.00 3126-7/01/11 SRVS. PK TRAIL 105617 PY REO# 5 PILOT 4120 7010
12,266.00
215.04
296.72
241.80
753.56
100166
MN CHILD SUPPORT PAYMENT CENTE
105504 1214119242710
105516 121411924278
105517 121411924279
100322
MN NCPERS UFE INSURANCE
105506 1214119242712
16.00
16.00
100070 MVTL-MINN VAllEY TESTING LABS
31.25 11/18WATERTESTREPORT 105106 579114
6.25 11/18WTRTESTREPORT 105107 579116
37.50
92.03
10.64
10.64
101254 ORKIN EXTERMINATING
11/29 PEST CTRL SRV, CITYHALL
11/29 PST CTRL SRVS, CMF
11/29 PST CTRL SRVS, CMF
105555 69959955/7200
105467 69959948/7200
105467 69959948/7200
7000 2118
7000 2118
7000 2118
7000 2119
6502 6401
6502 6401
1015
1072
1090
6401
6401
6401
68
Subledger Account Description
COST OF GOODS SOLD
EQUIPMENT REPAIR SERVICE
BU Description
PILOT KNOB UQUOR
PILOT KNOa UQUOR
ACCOUNTS RECEIVABLE UTlUTl SEWER OPERATIONS
AFSCME UNION DUES PAYABLE EMPLOYEE EXPENSE FUND
ENTERPRISE SALES
CONSTRUCTION CONTRACTS
CHILD SUPPORT PAYABLE
CHILD SUPPORT PAYABLE
CHILD SUPPORT PAYABLE
PERAUFE INS PAYABLE
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
WATER UTIUTY REVENUES
PILOT KNOB TRAIL
EMPLOYEE EXPENSE FUND
EMPLOYEE EXPENSE FUND
EMPLOYEE EXPENSE FUND
EMPLOYEE EXPENSE FUND
WATER UTIUTY EXPENSE
WATER UTILITY EXPENSE
CITY HALL
STREET MAINTENANCE
PARK MAINTENANCE
12/1512011 9:12:38
Page- 20
CO Dept Div
06100 02
06100 02
06200 08
07000 02
06500 08
04100 07
07000 02
07000 02
07000 02
07000 02
06500 08
06500 08
01000 01
01000 08
01000 09
R55CKSUM LOGISOO1V
NOTE: Check Amount may not reflect actual check total due to sequencing of data.
CITY OF FARMINGTON
Council Check SUmmary
121512011 - 12/1812011
12/1512011 9:12:38
Page- 21
Check # Date Amount SuppUer 1 Explanation PO# Doc No Inv No BU Obj Sub Subledger Account Description BU DescrIption Co Dept DJv
--
26.59 11/29 PST CTRL SRVS, CMF 105467 69959948/7200 6202 6401 PROFESSIONAL SERVICES SEWER OPERATIONS EXPENSE 06200 08
26.59 11/29 PST CTRL SRVS, CMF 105467 69959948/7200 6302 6401 PROFESSIONAL SERVICES SOLID WASTE OPERATIONS 08300 08
5.31 11/29 PST CTRL SRVS, CMF 105487 69959948/7200 6402 6401 PROFESSIONAL SERVICES STORM WATER UTILITY OPERA 06400 08
91.13 11/29 PEST CTRL SRV, WTR 1WR 105556 69958110 12687 6502 6401 PROFESSIONAL SERVICES WATER UTILITY EXPENSE 06500 08
26.59 11/29 PST CTRL SRVS, CMF 105487 69959948 '7200 6502 6401 PROFESSIONAL SERVICES WATER UTIUTY EXPENSE 0650008
289.52
118508 12/16/2011
118509 12/16/2011
118510 12/16/2011
118511 12/16/2011
100290 PAUsns & SONS WINE COMPANY
402.49 WINE ORDER 105603 8329952-IN
402.49
6115 5502
COST OF GOODS SOLD
100034 PHIWPS WINE AND SPIRITS INC
17.12- TEQROSE,DAMAGED 105564 3472354CR
12.00- BANRCK SHRZ, BAD TASTE 105585 3472286 CR
35.62- ARBOR STRW WHT Z1NF, MISPIK 105593 3472640 CM
1,468.96 SPIRITS, UQUEURS 105594 2167154
106.86 WINE ORDER 105595 2187155
1,511.08
6110 5502
6110 5502
6110 5502
6110 5502
6110 5502
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
COST OF GOODS SOLD
100152 ~
458.15 2012 CALENDAR PSTG
458.15 2012 CALENDAR PSTG
458.15 2012 CALENDAR PSTG
458.14 2012 CALENDAR PSTG
1,832.59
105488 PRMT36 CALENDAR 6200 1505
105488 PRMT36 CALENDAR 8300 1505
105488 PRMT36 CALENDAR 6400 1505
105488 PRMT36 CALENDAR 6500 1505
PREPAID EXPENSES
PREPAID EXPENSES
PREPAID EXPENSES
PREPAID EXPENSES
1107&0 PRO-TECH DESIGN SECURITY SOLUT
871.04 8/18, 9101 SRV INTELJ)( @ PO 105635 58708
671.04
1050 6401
PROFESSIONAL SERVICES
118512 12/16/2011 108266 PUBUC AGENCY TRAINING COUNCIL
275.00 1123-24 SEMINAR 1 SUNDGREN 105638 148016-SUNDGR 1000 1505
275.00 1123-24 SEMINAR 1 FOX 105636 148016-SUNDGR 1000 1505
250.00 2/13-14 SEMINAR 1 HOLLATZ 105637 148017 - HOLLAT 1000 1505
250.00 2/13-14 SEMINAR 1 SUNDGREN 105637 148017 - HOLLAT 1000 1505
1,050.00
118513 12/1612011 100135 PUBUC EMPLOYEES RETIREMENT AS
19,717.59 105503 121411924271 rooo 2113
26,279.71 105510 121411924272 7000 6154
45,997.30
PREPAID EXPENSES
PREPAID EXPENSES
PREPAID EXPENSES
PREPAID EXPENSES
PERA PAYABLE
PERA
69
PILOT KNoa UQUOR
06100 02
DOWNTOWN LIQUOR REV & EXP 06100 02
DOWNTOWN UQUOR REV & EXP 06100 02
DOWNTOWN UQUOR REV & EXP 06100 02
DOWNTOWN UQUOR REV & EXP 06100 02
DOWNTOWN UQUOR REV & EXP 08100 02
SEWER OPERATIONS
SOLID WASTE OPERATIONS
STORM WATER UTILITY
WATER UTlUTY
06200 08
06300 08
06400 08
06500 08
POUCE ADMINISTRATION
01000 05
GENERAL FUND BALANCE SHEE 01000
GENERAL FUND BALANCE SHEE 01000
GENERAL FUND BALANCE SHEE 01000
GENERAL FUND BALANCE SHEE 01000
EMPLOYEE EXPENSE FUND
EMPLOYEE EXPENSE FUND
orooo 02
07000 02
R55CKSUM LOGISOO1V
NOTE: Check Amount may not reflect actual check total due to sequencing of data.
Check# Date
--
118514 12/1612011
118515 12/1612011
118516 12/1612011
118517 12/1612011
118518 12/1612011
118519 12/1612011
118520 12/1612011
118521 12/1612011
118522 12/1612011
CITY OF FARMINGTON
COuncD Check SUmmary
12/512011 - 12/1812011
12/1512011 9:12:38
Page - 22
Amount Supplier f Explanation PO# Doc No Inv No BU ObJ SUb Subledger Account Description BU Description CO Oept DJv
---
100076 QUALITY WINE AND SPIRITS CO
7.87- MC MSTRS CANADIAN CR 105604 545963-{J0 CM 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EX? 06100 02
7.54- FULTON'S PUMPK UQ CR 105605 545970-00 CM 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EX? 08100 02
1,084.29 SPIRITS, UQUEURS, WINE 105607 545349-00 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EXP 06100 02
18.50 SEAGRM JAMAC UQ ORDER 105608 545349-CO 6110 5502 COST OF GOODS SOLD DOWNTOWN UQUOR REV & EXP 06100 02
1,494.75 SPIRITS, LIQUEURS, WINE 105608 545350..00 6115 5502 COST OF GOODS SOLD PILOT KNOB UQUOR 06100 02
2,582.33
103239 RCM SPEClALnES INC
2,300.00 PATCHING SERVICE 105498 3219 1072 6253 STREET MATERIALS STREET MAINTENANCE 01000 08
2,300.00
109332 RESOURCE RECOVERY TECHNOLOGIES
35,564.44 N0V'11 MSW HAUUNG FEES 105569 20168511 f 1015 6302 6401 PROFESSIONAL SERVICES SOUD WASTE OPERA nONS 08300 08
35,564.44
100357 RlVERTOWN NEWSPAPER GROUP
8.10 10123-11/13NEWSPPRSALES,ELM 105537 25992/RFARMLS 6110 5502
40.50 10123-11/13 NEWSPPR SALES, PK 105538 259871 RFARMFL 6115 5502
48.60
COST OF GOODS SOLD
COST OF GOODS SOLD
112386 SAMUELSON SURVEYING INC
1,950.00 PRFSRVS, WALNUTSTPROJ 105518 WALNUTSTRECON4119 6401
1,950.00
PROFESSIONAL SERVICES
112227 SAVERS CHOICE STORE #326
43.68 SECRET SANTA EVENT 1055ro TRX 71 TERM6
43.68
2410 6570
PROGRAMMING EXPENSE
107018 SHAMROCK GROUP
5.17-
22.29-
80.42 WTR FLTRS FORFIRESTA
346.49 aAGS, ACE 20#
399.45
105290 204634
105291 204635
105290 204634
105291 204635
1000 2415
1000 2415
1060 6240
1060 6240
MN SALES TAX DUE
MN SALES TAX DUE
BUILDING SUPPUES & PARTS
BUILDING SUPPLIES & PARTS
112051 SOUTHERN WINE & SPIRITS OF MN,
622.29 SPIRITS, UQUEUR, WINE 105622 1663045
622.29
6110 5502
COST OF GOODS SOLD
110799 SPECIALIZED ENVIRONMENTAL TECH
822.00 N0V'11 COMPOST HAUL, FEES 105330 10652 N0V'11
1076 6401
PROFESSIONAL SERVICES
70
DOWNTOWN UQUOR REV & EXP 06100 02
PILOT KNOB UQUOR 06100 02
WALNUTSTRECONSTRUCTION 04100 07
SENIOR CENTER PROGRAMS 02400 09
GENERAL FUND BALANCE SHEE 01000
GENERAL FUND BALANCE SHEE 01000
FIRE SERVICES 01000 06
FIRE SERVICES 01000 06
DOWNTOWN UQUOR REV & EXP 06100 02
NATURAL RESOURCES
01000 07
R55CKSUM LOGISOO1V
NOTE: Check Amount may not reflect actual check total due to sequencing of data.
CITY OF FARMINGTON
Check # Date
Council Check SUmmary
Amount Supplier 1 Explanation
822.00
PO# Doc No Inv No
12/5/2011 - 12/1812011
118523 12/16/2011
118524 12/16/2011
2,000.00
2,000.00
40.00
40.00
110074 ST PAUL POLICE DEPARTMENT
2012 USPCA REG 18 MEMB DUES 105489 2012 MEMB DUES 1000
BU Obj Sub Subledger Account Description
1505
PREPAID EXPENSES
111694 STONE COTTAGE CONSTRUCTION
FINAL GRADE, L7,B3 PRKVIEW PND 105482 19834 DOVER DR
7500
2255
DEPOSITS PAYABLE
118525 12/16/2011 108808 V1NOCOPIA
471.50 WINE ORDER 105610 0048764-IN 6110 5502
552.00 WINE ORDER 105609 0048763-IN 6115 5502
1,023.50
118526 12/16/2011 100286 WEST- A THOMSON REUTERS BUSINE
93.39 NOV'11 CLEAR INVESTlGTV CHRG 105619 824007001 NOV' 1052 6401
93.39
118527 12/16/2011
118528 12/16/2011
1,281.59
658.96
219.40-
382.35
4,277.33
6,380.83
100334 WINE MERCHANTS
6.67- BLKSTN CAL SYRH, DAMAGED
81.47 WINE ORDER
74.80
105586 56013 CR
105596 389020
110892 WIRTZ BEVERAGE MINNESOTA
SPIRITS, LIQUEURS 105611 670682
WINE ORDER 105612 670683
REF667297, KORBEL REFUSED 105615 848578 CM
WINE ORDER 105613 670686
SPIRITS, LIQUEURS 105614 670685
Report Totals
359,411.33
COST OF GOODS SOLO
COST OF GOODS SOLO
PROFESSIONAL SERVICES
6110 5502
6110 5502
COST OF GOODS SOLD
COST OF GOODS SOLD
6110
6110
6110
6115
6115
5502
5502
5502
5502
5502
COST OF GOODS SOLO
COST OF GOODS SOLO
COST OF GOODS SOLO
COST OF GOODS SOLO
COST OF GOODS SOLO
12/15/2011 9:12:38
Page - 23
BU Description
Co Dept DJv
GENERAL FUND BALANCE SHEE 01000
ESCROW FUND
07500 02
DOWNTOWN LIQUOR REV & EXP 06100 02
PILOT KNOB LIQUOR 06100 02
INVESTIGATION SERVICES
01000 05
DOWNTOWN LIQUOR REV & EXP 06100 02
DOWNTOWN LIQUOR REV & EXP 06100 02
DOWNTOWN LIQUOR REV & EXP 06100 02
DOWNTOWN LIQUOR REV & EXP 06100 02
DOWNTOWN LIQUOR REV & EXP 06100 02
PILOT KNOB LIQUOR 06100 02
PILOT KNOB LIQUOR 06100 02
R55CKSUM l0G23000VO
Vendor
PELLlCCI HARDWARE & RENTAL
Business Unit
CITY HALL
POLICE ADMINISTRATION
FIRE SERVICES
FIRE SERVICES
FIRE SERVICES
STREET MAINTENANCE
NATURAL RESOURCES
PARK MAINTENANCE
PARK MAINTENANCE
PARK MAINTENANCE
SENIOR CENTER PROGRAMS
ICE ARENA OPERATIONS EXPENSE
ICE ARENA OPERATIONS EXPENSE
ICE ARENA OPERATIONS EXPENSE
DOWNTOWN LIQUOR REV & EXP
SEWER OPERATIONS EXPENSE
SEWER OPERATIONS EXPENSE
SOLID WASTE OPERATIONS
SOLID WASTE OPERATIONS
STORM WATER UTILITY OPERATIONS
STORM WATER UTILITY OPERATIONS
NPDES Phase II
WATER UTILITY EXPENSE
WATER UTILITY EXPENSE
FLEET OPERATIONS
LARSON
CITY OF FARMINGTON
Council Check Summary
12/512011 - 12/18/2011
Object
BUILDING SUPPLIES & PARTS
OTHER SUPPUES & PARTS
VEHICLE SUPPLIES & PARTS
BUILDING SUPPLIES & PARTS
BUILDING REPAIR SERVICE
BUILDING SUPPLIES & PARTS
EQUIP SUPPLIES & PARTS
EQUIP SUPPLIES & PARTS
BUILDING SUPPLIES & PARTS
OTHER SUPPLIES & PARTS
BUILDING SUPPLIES & PARTS
BUILDING SUPPLIES & PARTS
OTHER SUPPLIES & PARTS
EQUIPMENT REPAIR SERVICE
OTHER SUPPLIES & PARTS
BUILDING SUPPLIES & PARTS
OTHER SUPPLIES & PARTS
VEHICLE SUPPLIES & PARTS
BUILDING SUPPLIES & PARTS
BUILDING SUPPLIES & PARTS
OTHER SUPPLIES & PARTS
PROGRAMMING EXPENSE
BUILDING SUPPLIES & PARTS
OTHER SUPPLIES & PARTS
VEHICLE SUPPLIES & PARTS
Report Totals
12/15/2011 9:14:46
Page -
Amount
459.99
71.09
13.87
270.09
12.63
12.19
14.12
10.08
59.15
49.12
40.64
166.94
5.34
59.14
1.27
30.48
11.75
10.67
30.48
6.09
44.83
12.81
30.48
26.10
69.84
1,519.19
1,519.19
lOG-
City of Farmington
430 Third Street
Farmington, I\.1innc5ota
651.280.6800. Fax 651.280.6899
www:ci.filrminl:,>tll11.nm.LL'i
TO:
Mayor, Councilmembers, City Administrator
FROM:
Tony Wippler, Assistant City Planner
SUBJECT:
Adopt Ordinance Amending the Following Chapters of City Code:
. Section 10-3-6: Variances
. Section 10-4-2: Nonconformities
. Section 10-6-18(F): Shoreland Management Regulations
DATE:
December 19,2011
INTRODUCTION
Attached, for the City Council's consideration is an ordinance amendment that revises three portions of
the City Code. The portions of code that are affected by the proposed revisions are Sections 10-3-6
concerning variances, 10-4-2 concerning nonconformities, and 10-6-18(F) concerning nonconformities
within shoreland management areas. All three portions of code need to be updated due to changes in state
laws.
DISCUSSION
10-3-6: Variances:
As the City Council may be aware, the State Legislature recently amended State Statute regarding
variances. This amendment was in response to a Minnesota Supreme Court decision in 2010 that greatly
restricted the use of variances within municipalities. With the newly amended statute language, the term
"hardship" was eliminated and verbiage added that allows a zoning authority to issue a variance to a
zoning control if there are "practical difficulties". "Practical difficulties" are described as follows:
. The property owner proposes to use the property in a reasonable manner not permitted by an
official control.
. The plight of the landowner is due to circumstances unique to the property not created by the
landowner; and
. The variance, if granted, will not alter the essential character of the locality.
The attached ordinance reflects changes to the portion of the City Code regarding variances (10-3-6) that
make it consistent with the recently amended State Statute.
10-4-2: Nonconformities:
These revisions are necessary due to the fact that the City's code as it relates to nonconformities is
somewhat obsolete and overtaken by changes to state laws regulating nonconformities. The main updates
to this section are:
. Creating a purpose statement/paragraph
. Creating a General Provisions section, which include:
73
o Stating that no parcel of land can be subdivided if it will cause the lot(s), building(s),
structure(s) or use(s) to become nonconforming;
o Identifying that nonconformities in the shoreland areas are regulated under chapter 6 of
Section 10 of the Zoning ordinance;
o Clarification on the continuance of legal nonconformities;
o Minimum setback requirement for legal nonconforming structures;
o Requirement that when a legal nonconforming use has been changed to a conforming use,
it cannot be changed ba~k to a nonconforming use;
o Requirement that a legal nonconforming use of a structure or lot can be changed to
reduce the nonconformity of use, but once it has been changed it cannot be altered to
increase the nonconformity.
10-6-18: Shoreland Management Regulations
These revisions, similar to the nonconformities and variances, are due largely to the fact this portion of
code is outdated and needs to be brought into compliance with current state laws. The main updates to
this section are:
. Setback requirements from the water for nonconforming structures with less than 50% of the
required setback if destroyed by fIre or other peril to greater than 50% of its estimated market
value;
. Regulations for existing nonconforming lots and structures within shoreland areas, including:
o Regulations that allow a single nonconforming lot as a building site without approval of a
variance;
o Regulations that allow an individual lot within a group of two or more lots of record
under common ownership to be sold or developed separately;
o Regulations regarding the splitting and combining of lots within shoreland areas.
Planning Commission Review
The Planning Commission reviewed the proposed ordinance and held a public hearing. The Commission
recommended approval of the ordinance with a vote of3-0.
ACTION REQUESTED
Adopt the attached ordinance amendment to Sections 10-3-6, 10-4-2 and 1 0-6-18(F) of the Zoning Code.
Respectfully submitted,
Tony Wippler
Assistant City Planner
74
. \
. .
CITY OF FARMINGTON
DAKOTA COUNTY, MINNESOTA
ORDINANCE NO. 011-642
AN ORDINANCE AMENDING SECTIONS 10-3-6,
10-4-2 AND 10-6-18(F) OF THE ZONING CODE
AS THEY RELATE TO VARIANCES, NONCONFORMITIES
AND SHORELAND MANAGEMENT REGULATIONS
THE CITY COUNCIL OF THE CITY OF FARMINGTON ORDAINS:
SECTION 1. Sections 10-3-6, 10-4-2 and 10-6-l8(F) are amended by adding the underlined language
and deleting the strikethrough language below as follows:
10-3-6: VARIANCES:
The board of adjustment shall have the power to hear requests for variances from the requirements of any
official control including restrictions placed on nonconformities. Variances shall only be permitted when
they are in harmony with the general purposes and intent of the official control and when variances are
consistent with the comprehensive plan. Variances may be granted when the applicant for the variance
establishes and the board of adiustment finds that there are practical difficulties in complying with the
official control. The board ofadiustment may impose conditions in granting of variances. A condition
must be directly related to and must bear a rough proportionality to the impact created by the
variance.vary from the requirements of this title, and to attach conditions to the variance as it deems
necessary to assure compliance with the purpose of this title.
"Practical difficulties" as used in connection with the granting of a variance. means that the property
owner proposes to use the property in a reasonable manner not permitted by an official control. the plight
of the landowner is due to circumstances unique to the property not created by the landowner; and the
variance. if granted. will not alter the essential character of the locality.
Practical difficulties include but are not limited to inadequate access to direct sunlight for solar energy
systems and variances shall be granted for earth sheltered construction as defined in state law when in
harmony with the ordinance.
(A) The following exhibits shall be required with a variance application unless waived by the zoning
officer:
1. A boundary surveyor an area survey including the property in question and up to three hundred
feet (300') beyond showing: topography, utilities, lot boundaries, buildings, easements and soil test
data if pertinent.
2. A site development plan showing buildings, parking, loading, access, surface drainage, landscaping
and utility service.
(B) Procedure for obtaining a variance from the regulations of this title are as follows:
1. The property owner or agent shall file with the zoning officer an application form together with
required exhibits plus a filing fee in an amount established annually by the city council.
1
j .
2. The zoning officer shall set a public hearing, transmit the application directly to the board of
adjustment and mail a notice to property owners adjacent to the subject property disregarding
public rights of way. Failure of such owners to receive notice shall not invalidate the proceedings.
3. The board of adjustment shall, within sixty (60) days of submittal of all required exhibits, approve,
deny or approve under conditions accepted by the applicant. (Ord. 002-469, 2-19-2002)
(C) The board of adjustment may vary tHe regulatioFlS ofthis title if all ofthe follov:ing requirements are
met: (Ord. 001 512, 8 2 2001) shall not approve any variance request unless they find that practical
difficulties as previously defined exist using the following criteria:
1. Because the particular physical surroundings, or the shape, configuration, topography, or other
conditions of the specific parcel ofland involved, strict adherence to the regulations of this title
would cause undue hardship practical difficulties. Economic consideration alone shall does not
constitute an undue hardship practical difficulties if reasonable use for the property exists under the
terms of this title.
2. That the variance would be consistent with the comprehensive plan.
3. That the variance would be in harmony with the general purposes and intent of this title.
;!.4. The conditions upon which a variance is based are unique to the parcel of land for which the
variance is sought and are notapplicable, generally, to other properties within the same zoning
classification.
~.i:. The alleged difficulty or hardship is caused by this title and has not been created by any persons
presently having an interest in the parcel of land.
4:- 6. The granting of the variance will not alter the essential character of the locality or be injurious to
other property in the vicinity in which the parcel of land is located or substantially diminish
property values.
~ 7. The proposed variance will not substantially increase the congestion of the public streets, or
increase the danger of fire, or be detrimental to the public welfare or public safety.
&, 8. The requested variance is the minimum action required to eliminate the hardship practical
difficulties. -
9. Variances may not be approved for any use that is not allowed under this title for property in the
zone where the affected person's land is located except that the temporary use of a one family
dwelling as a two family dwelling may be authorized by variance.
(D) Upon appeal of a decision by the board of adjustment, the zoning officer shall set a public hearing,
transmit the application directly to the city council, and mail a notice to the board of adjustment and
property owners adjacent to the subject property disregarding public rights of way. The city council
shall, within sixty (60) days of the public hearing, decide to affirm or overturn the decision of the
board of adjustment with a four-fifths (4/5) vote of the city council. (Ord. 002-469, 2-19-2002)
10-4-2: NONCONFORMITIES NONCONFORMING USES:
2
. '
(A) Purpose: It is the purpose of this section to provide for the regulation of nonconforming buildings,
structures, uses, and lots, and to specify those requirements, circumstances, and conditions under
which nonconforming buildings, structures, uses, and lots will be operated, maintained, and re~ulated.
It is necessary and consistent with the establishment of this Chapter that nonconforming buildings,
structures, uses, and lots not be allowed to continue without restriction. Furthermore, it is the intent
of this section that all nonconformities shall be eventually brought into conformity.
(B) General Provisions:
1. Subdivision: No parcel of land or portion thereof shall be subdivided if such action results in
buildings, structures, lots or uses becoming nonconforming.
(,^.) The board of adjustment shall have the pO'.\'er to authorize changes of la'.vful nonconforming uses as a
nonconforming use which occupies a portion of a structure may be extended '",ithin such structure as
it existed;.vh.en this zoning title was enacted but not in violation of the area and yard requirements of
the zoning district.
EB1 LNonconforming uses Nonconformities in floodplains and shoreland areas shall comply with
requirements listed in chapter~ 5 and 6 of this title. respectively. The follovt'ing provisions shall apply
to all other nonconforming uses:
+.3. Continuance of Legal Nonconformity: Any legal nonconformingty. including the lawful use or
occupation of land or premises existing at the time of adoption of an additional control under this
chapter. use may be continued. including through repair. replacement. restoration. maintenance or
improvement but may not be extended, expanded or changed unless to a conforming use, except as
permitted by the board of adjustment in accordance with the provisions of this title. unless:
(&Any nonconforming structure or use damaged by fire, flood, explosion or other casualty to an
extent exceeding fifty percent (50%) of its fair market value as indicated by the records of the
county assessor, if replaced, shall conform to the requirements of this title.and no building
permit has been applied for within 180 days of when the property was damaged. In this case,
the city may impose reasonable conditions upon a building permit in order to mitigate any
newlv created impact on adiacent property.
2. ^ zoning certificate must be obtained within one year by the owner of any nonconforming use as
evidence that the use la\vfully existed prior to the adoption of the proyision which made the use
nonconforming.
3. .^.ny nonconforming structure damaged by fire, flood, explosion or other casualty to an extent
exceeding fifty percent (50%) of its fair market value as indicated by the records of the county
assessor, if replaced, shall conform to the requirements of this title.
4: iliLIn the event that any nonconforming use, conducted in a structure or otherwise, ceases, for
whatever reason, for a period of one year or is abandoned for any period, such
nonconforming use shall not be resumed.
4. Expansions of lawful nonconformities may be permitted bv the board of adiustment provided a
variance is approved in accordance with Section 10-3-6 of the Zoning Code.
5. Normal maintenance of a nonconforming structure is acceptable including non structural repairs and
incidental maintenance. (Ord. 002 169,2 19 2002)
3
, ,
5. The minimum required setback of a principal structure or a structure accessory to a principal
structure that has a legally nonconfonning setback shall be either the existing setback or the setback
as otherwise specified in this chapter. whichever is less.
6. When a legal nonconfonning use of any structure or parcel of land in any district has been
changed to a confonning use. it shall not thereafter be changed to any nonconfonning use.
7. A legal nonconfonning use of a structure or parcel of land may be changed to reduce the
nonconfonnity of use. Once a nonconfonning structure or parcel of land has been changed. it shall
not thereafter be so altered to increase the nonconfonnity
10-6-18: SHORELAND MANAGEMENT REGUALTIONS:
(F) Nonconfonnities: All legally established nonconfonnities as ofthe date of this section may continue,
but they will be managed according to applicable state statutes and other regulations of this
community for the subjects of alterations and additions, repairs after damage, discontinuance of use
and intensification of use. When a nonconfonning structure in the shoreland district with less than 50
percent of the required setback identified in subsection (m2 from the water is destroyed by fire or
other peril to greater than 50 percent of its estimated market value. as indicated in the records of the
county assessor at the time of damage. the structure setback may be increased if practical and
reasonable conditions are placed upon a zoning or building pennit to mitigate created impacts on the
adiacent property or body of water.
I. The following apply to shoreland lots of record in the office of the county recorder on the date of
adoption of local shore land controls that do not meet the requirements of subsection (m I of this
section. A municipality shall regulate the use ofnonconfonning lots of record and the repair.
replacement. maintenance. improvement. or expansion of nonconfonning uses and structures in
shoreland areas according to the following: .
(a) A nonconfonning single lot of record located within the shoreland area may be allowed as a
building site without variances from lot size requirements. provided that:
i. all structure and septic setback distance requirements can be met:
ii. a Type I sewage treatment system consistent with Minnesota Rules. chapter 7080.
can be installed or the lot is connected to public sewer; and
III. the impervious surface coverage does not exceed 25 percent of the lot.
(b) In a grouQ.Qftwo or more contiguous lots of record under common ownership. an individual
lot must be considered as a separate parcel of land for the purpose of sale or development. if
it meets the following requirements:
i. the lots must be at least 66 percent of the dimensional standard for lot width and lot
size for the shoreland classification consistent with Minnesota Rules. chapter 6120;
II. the lot must be connected to a public sewer. if available. or must be suitable for the
installation of a Type 1 sewage treatment system consistent with Minnesota Rules.
chapter 7080. and local government controls;
III. impervious surface coverage must not exceed 25 percent of each lot; and
IV. the development of the lot must be consistent with an adopted comprehensive plan.
(c) A lot subiect to subsection (b) above not meeting the requirements of subsection (b) above
must be combined with the one or more contiguous lots so they equal one or more
confonning lots as much as possible.
4
, .
(d) Notwithstanding subsection (b) above. contiguous nonconforming lots of record in shoreland
areas under common ownership must be able to be sold or purchased individually if each lot
contained a habitable residential dwelling at the time the lots came under common owriership
and the lots are suitable for. or served by. a sewage treatment system consistent with the
requirements of section 115.55 and Minnesota Rules. chapter 7080. or connected to a public
sewer.
(e) In evaluating all variances. zoning and building permit applications. or conditional use
requests. the zoning authority shall require the property owner to address. when appropriate.
storm water runoff management. reducing impervious surfaces. increasing setback.
restoration of wetlands. vegetative buffers. sewage treatment and water supply capabilities.
and other conservation-designed actions.
(f) A portion of a conforming lot may be separated from an existing parcel as long as the
remainder of the existing parcel meets the lot size and sewage treatment requirements of the
zoning district for a new lot and the newly created parcel is combined with an adiacent parcel.
1. Construction On Nonconf-orming Lots of Record:
(a) Lots of record in the office of the county recorder on the date of enactment of local shoreland
controls that do not meet the requirements of subsection (E) 1 of this section may be allowed
as building sites without variance from lot size requirements provided the use is permitted in
the zoning district, the lot has been in separate ownership from abl:ltting lands at all times
since it became substandard, was created compliant with official controls in effect at the time,
and se\vage treatment and setback requirements of subsection (E) I of this section are met.
(b) ^ variance from setback requirements must be obtained before any use, se'Nage treatment
system, or building permit is issued for a lot. In evaluating the variance, the boa-rd of
adjustment shall consider sewage treatment and water supply capabilities or constraints of the
lot, and shall deny the variance if adequate facilities cannot be provided.
SECTION 2. Effective Date. This ordinance shall be effective upon its passage and publication
according to law.
ADOPTED this 19th day of December, 2011, by the City Council of the City of Farmington.
CI:~~~N
By.., c..-I. =.S:-
Todd Larson, Mayor
A TrEST:
By:
SEAL:
Approved as to form thJr4Iay of~~' , 20 /1.
BY:~~
City Atto ey
Summary published in the Farmington Independent thes'l~ day of a-", h'<Z/ ' 20 /c;:{.
(/
5
CITY OF FARMINGTON
COUNTY OF DAKOTA
STATE OF MINNESOTA
SUMMARY OF ORDINANCE NO. 011-642
AN ORDINANCE AMENDING SECTIONS 10-3-6, 10-4-2 AND 10-6-18(F) OF THE ZONING
CODE AS THEY RELATE TO VARIANCES, NONCONFORMITIES AND SHORE LAND
MANAGEMENT REGULATIONS
NOTICE IS HEREBY GIVEN that, on December 19,2011, Ordinance No. 011-642 was
adopted by the City Council of the City of Farmington, Minnesota.
NOTICE IS FURTHER GIVEN that, because of the lengthy nature of Ordinance No. 011-642.
the following summary of the ordinance has been prepared for publication.
NOTICE IS FURTHER GIVEN that the Section 10-3-6, 10-4-2 and 1 0-6-18(F) amendments
change the city's zoning regulations regarding variances, nonconformities and shore land management.
The updates are intended to reflect changes in state law.
The amendments eliminates the term "hardship" from the variance regulations (Section 10-3-6) and adds
verbiage that allows a zoning authority to issue a variance to a zoning control if there are "practical
difficulties" identified. The amendments within Section 10-4-2 of the City Code (Nonconformities)
create a purpose statement and a general provisions section that include regulations for subdividing
nonconforming parcels, clarification on the continuance of legal nonconformities, and minimum setback
requirements for legal nonconforming structures. The amendments to the shore land management
regulations (Section 1 0-6-I8(F)) include setback requirements from the water for nonconforming
structures with less than 50% of the required setback if destroyed by fire or other peril to greater than
50% of its market value as well as various regulations for existing nonconforming lots and structures
within the shore land areas.
A printed copy of the whole ordinance is available for inspection by any person during the City's
regular office hours. The ordinance is also available on the city's internet home page.
APPROVED for publication by the City Council of the City of Farmington this 19th day of
December, 2011.
CITY OF FARMINGTON
BY:~~
Todd Larson, Mayor
ATTEST:
By:
1'-
l\dministrator
Approved as to form thi~~ day of ~...
Published in the Farmington Independent thes'f"day of (~157 ,20]J,.
v
/06
City of Farmington
430 Third Street
1;armington,1\'1innc5ota
651.280.6800. Fax 651.280.6899
w \.....\.\':ci .Iimll ingtllIl. TIl1l.LL'i
TO: Mayor, Councilmembers, City Administrator
FROM: Lee Smick, City Planner
AICP, CNU-A
SUBJECT: Farmington 2030 Comprehensive Plan/2011 Update
DATE: December 19,2011
INTRODUCTION
The City is soon-to-be in its fourth year of the 2-3 year cycle for review of the 2030
Comprehensive Plan. The cycle was held up awaiting fmal census numbers in the fall of2011,
causing it to extend into the early part of the fourth year. Staff would like to give the City
Council a year end synopsis on the 2011 update process already achieved and a look at what is to
come in 2012.
DISCUSSION
Staff has revised most of the existing chapters ofthe 2030 Comprehensive Plan in order to be in
compliance with the 2010 Census and has added an additional chapter titled "Sustainability".
Four chapters that did not require revisions included: Community Vision, Transportation, Water
Resources, and Heritage Preservation. Revisions to the 2008 Update will be shown in red text to
track revisions as shown in the attached portion of the Housing chapter (Ex. A).
Proposed revisions include population, housing, and employment tables and associated text. The
MUSA update has been revised in the Land Use chapter and GROW Farmington information is
included in the Economic Development chapter. The Sustainability chapter reports on the City's
Green Team and the MN Greenstep Cities program and how these items will help the City
continue to be sustainable.
Planning staff anticipates that the update process will be completed in early 2012. Staff is
meeting with the Planning Commission at a workshop on January 24,2012 and a public hearing
will be held in February of2012. The City Council should see the update in March or April for
fmal approval of the revisions.
ACTION REOUESTED
Informational only.
Respectfully Submitted,
Lee Smick, City Planner
AICP CNU-A
82
CHAPTER 5
HOUSING ELEMENT
Farmington has had a tradition of including a wide range of housing types within the
downtown area, in particular the "Original Town Plat of Farmington". In addition, the
City has been able to provide new "starter" or affordable housing in East Farmington and
the more recent Sunrise Ponds development as well in other various northern
neighborhoods. New interest and investment in older homes in the downtown area is
providing numerous opportunities to rehabilitate custom built homes constructed before
the 1970's. With this wide range of housing choices, Farmington can provide both
opportunities for people desiring the "small town" atmosphere or "the flavor" of a
suburban community.
HOUSING SUPPLY - CURRENT HOUSING STOCK
Farmington is a growing community. An additional 3,376 housing units have been or
are under development from 1999 through the first half of 2011 with a total of 5,319
housing units constructed between the years 1990-2011. In 2010, the United States
Census indicated the number of housing units within the city was 7,412. Shown as Map
5.1a and 5.1b, are the Age of Housing Stock maps which depicts the contrast in the age
of Farmington's housing stock (Map 5.1a represents single-family residences and
Map 5.1b represents the multi-family component) between the northern section of
Farmington and the Downtown core area. Figure 5.1 shows the Metropolitan Council's
projected population and household growth for the City of Farmington.
Figure 5.1
POPULATION AND HOUSEHOLD GROWTH
35,000
30,000
25,000
20,000
15,000
10,000
5,000
o
_ Population
-+- Households
1990
2000
2010
2020
2030
The City estimates an additional 5,434 housing units will be added between the years
2010-2030, this is with an assumed forecasted growth rate between 200 and 260
households constructed per year. The estimated total number of households in 2030 is
12,500.
83
BUILDING PERMIT SUMMARY 1999-2011(1)
Type 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 (1)
SF 273 279 229 281 292 121 109 118 72 33 76 95 27
MF 70 62 235 276 268 104 89 87 73 41 0 0 66
Total 343 341 464 557 560 225 198 205 145 74 76 95 93
Table 5.1
Source: (1) City ofFannington - Building Inspections Division
According to the 2010 Census owner-occupied homes made up 87.5% of the total
amount of housing units in the City, leaving 12.5% for multi-family/renter-occupied
housing. It should be noted that the 2010 census indicated that there were a total of
346 vacant units at the time census counts were completed.
The average number of housing units built per year was relatively slow until the 1990's
when a marked increase in housing construction produced 5,319 housing units through
the first half of2011 as seen in Table 5.2.
NUMBER OF HOUSING UNITS BUILT SINCE 1970
Table 5.2
1970-1979 457 total housing units 46 average housing units/year
1980-1989 553 total housing units 55 average housing units/year
1990-1998 1,943 total housing units 194 average housing units/year
1999-2011(1) 3,376 total housing units 260 average housing units/year
Source: City of Fannington - Building Inspections Division
The age of the housing stock in Table 5.3 and on Map 5.1a & b shows that 28.8% of the
owner-occupied housing units were built between the period of 1990 to 1998 and 48%
were built between the period of 1999 and the first half of2011. Historically, the renter-
occupied housing stock was mostly constructed between the period of 1970 to 1979. As
shown in Table 5.3 below, however, 139 new rental units were constructed between the
period of 1999 and the first half of 2011. These units consists of the Farmington Family
Townhomes, the Farmington Townhomes, both of which are tax credit housing, as well
as Phase I (25 units) of the Twin Ponds Townhomes and the senior apartment
complex Vermillion Crossing (66 units).
AGE OF HOUSING STOCK
Table 5.3
Owner Percent of Renter Percent of
Occupied Housing Stock Occupied Housing Stock
Owner Occupied Renter Occupied
Pre 1939 276 81.7% 62 18.3%
1940-1949 94 66.7% 47 33.3%
1950-1959 183 85.1% 32 14.9%
84
)/a.,
City of Farmington
430 Third Street
Farmington, Minnesota
65l.280.6800. Fax 651.280.6899
www.d.tarmlngtoIl.mn.us
TO: Mayor, Councilmembers and City Administrator
FROM: Brenda Wendlandt, Human Resources Director
SUBJECT: City Administrative Policies and Procedures Manual
DATE: December 19,2011
INTRODUCTION
The purpose of this memorandum is to provide information regarding the changes made to the City's
Administrative Policies and Procedures Manual. The current policies and procedures and the proposed
complete manual (in draft form) are attached.
DISCUSSION
City staff has reviewed and revised the City's administrative policies and procedures. Many of the
changes being made were required to ensure compliance with state and federal statutes, rules and
regulations. Though a number of the policies or procedures either did not change or did not substantially
change, all policies were pared down to ensure consistency throughout the manual; and eliminate
redundancy and unnecessary phrasing.
Additionally, based on previous direction from Council, work continues regarding the revision of other
items in this manual; however, until that work is completed, the current policy remains in effect and is
what is reflected in this document (i.e. group insurance).
The following reflects a listing of the changes being proposed:
Policy or Procedure (Sections Refer to Draft Manuan
1) Sections 1.1 through 1.4 and Section 1.8 (page 7)
These sections provide the information that was previously conveyed in the "Introduction and
Purpose of the Administrative Policy Manual. The revisions were grammatical and not
substantive.
2) Sections 1.5 and 1.6 (page 7 & 8)
These sections replace the information in the policy ''Employee Records and Data Privacy"
regarding the review of personnel files. The revisions were made to ensure compliance with the
MN Government Data Practices Act and the MN Personnel Record Review and Access Act which
include an employee's right to review their file, not having to pay copying charges and allows
for civil action.
1
85
3) Section 1.7 - Smoke Free Workplace (page 9)
New Section and follows the Freedom to Breath Act of2007.
4) Section 2 - Definitions (page 10)
New Section: Defmes commonly used terms in employment.
5) Section 3.1- Employee Code of Ethics (page 15)
This revision includes eliminating separate sections (policy defmitions and scope of persons
covered) and eliminating unnecessary/redundant language making the policy more concise and
easier to understand.
6) Section 3.2 - Employee Conduct (page 17)
This is a revision of the policy Employee Conduct and eliminates the section of language
beginning with "behaviors that support this philosophy..."
7) Section 3.3 - Customer Service (page 19)
This revision to the Customer Service policy eliminates redundant language within the first
paragraphs providing a more concise and understandable policy.
8) Section 3.4 - Public Communications (page 21)
The revisions to the Public Communications policy include eliminating the language regarding
the public communications strategy (as this strategy is outlined in Communications Guidelines).
9) Section 3.5 - Harassment/Sexual Harassment (page 23)
The substantive change to the Harassment/Sexual Harassment is the addition of the "Special
Reporting Requirements" language. Again, phrasing was changed to ensure the policy was
succinct and unambiguous.
10) Section 3.6 - Workplace Violence (page 25)
There were no substantive changes to the Workplace Violence Policy. Any changes made were to
ensure the writing style was consistent with the manual.
11) Section 3.7 - Information Technology (page 27)
Again, there were no substantive changes to the Information Technology policy. Any changes
made were to ensure the writing style was consistent with the manual.
12) Section 3.8 - Electronic Mail (page 31)
In the Electronic Mail (Email) policy, the substantive change is the addition of the language in #15
regarding non-exempt employees.
13) Section 3.9 - Cellular Phones and Personal Digital Assistants (page 33)
No change.
14) Section 3.10 - Global Position Systems: Locators and Monitoring (page 35)
The revision eliminates the 1 st sentence as it is unnecessary and is not substantive.
15) Section 3.11- Outside Employment (page 37)
The change to this policy is not substantive.
16) Section 3.12 - Political Activity (page 39)
The revision to this policy eliminates redundant language.
86
17) Section 3.13 - Driver's License Status Checks (page 39)
No change.
18) Section 3.14 - Policy Implementing the Federal Omnibus Transportation Employee Testing
Act and Related Regulations (page 41)
One substantive change was made under Appeals Procedure, item B. This change was necessary
due to the elimination ofthe Grievance Procedure for non-bargaining employees.
19) Section 3.15 - Drug and Alcohol Testing Policy (page 57)
One change was made under Circumstances for Drug or Alcohol Testing. Under bullet #1, the
word "alcohol" was eliminated based on a legal review by the City Attorney.
20) Section 4.1 - Job Posting and Recruitment (Page 65)
This policy was restructured and redundant language was eliminated. Fundamental changes
include strengthening language regarding the City's process for internal transfers or promotions,
eliminating language that was too restricting (such as minimum posting requirements). Upon the
recommendation from the City Attorney, new language was added and includes the last three
sentences under Application Forms and the section on Pre-Employment Medical Exams.
21) Section 4.2 - Employment Selection and Background Checks (Page 67)
The revision to this policy includes two substantive changes based on the City Attorney's review.
The first is under background checks where the following sentence was added: "Except where
already defined by state law, the Human Resources Department will determine the level of
background check to be conducted based on the position being filled."
The second is adding all the language regarding Veteran's Preference (MN Statutes ~43A.ll,
~197.455 and ~197.46). Any other changes are not substantive.
22) Section 4.3 - New Employee Orientation (Page 69)
No change.
23) Section 4.4 - Probationary Period (page 71)
The only change was to include the sentence "Employees remain "at will" both during and
following the probationary period."
24) Section 4.5 - Discipline (page 73)
The revisions to this policy include changes that clarify the language, the process, and
consolidate language regarding disciplinary action notices. Substantial changes include
eliminating the language regarding a "Hearing" and eliminating the reference to ftling a grievance
in accordance with City policy. Furthermore, additional language was added regarding "Veterans'
Preference Act Exception". Though the copy of the "Record of Verbal Warning" form and
"Guidelines for Written Reprimand" were removed from the manual, they are still in effect and
are utilized by supervisors.
25) Section 4.6 - Nepotism (page 77)
Substantive language was added regarding "conflicts of interest", promotions and transfers and
marital status protection under the MN Human Rights Act.
26) Section 4.7 - Credit Card Use (page 79)
No change.
87
27) Section 5.1- Working Hours, Attendance and Break Periods (page 81)
The revised policy combines two former policies: Working Hours and Attendance and Break
Period. Language was consolidated and clarified with a substantive addition regarding ''Nursing
Mothers."
28) Section 5.2 - Exempt Employees Paid Leave and Flexible Scheduling (Page 83)
Though there were no substantive changes, the revision did eliminate language regarding
"examples of how to record time."
29) Section 5.3 - Bone Marrow Donation Leave (page 83)
No change.
30) Section 5.4 - JlIlry or Witness Duty (page 85)
Substantial changes include strengthening language regarding compensation and returning to
work; and added language addressing Court Appearances and Victim or Witness Leave.
31) Section 5.5 - Voting Leave (page 85)
Pursuant to change in Statute, eliminate "during the morning."
32) Section 5.6 - Family Medical Leave Act (FMLA) (page 87)
Changes were pursuant to Federal law changes and include adding and defming the term
"caring;" qualifying exigency leave for families of military members of the National Guard and
Reserves; Military caregiver leave; change in leave year language with regards to military
personnel.
33) Section 5.7 - Parenting Leave (page 93)
The revisions to this policy add information regarding return to work and group insurance
coverage pursuant to the Minnesota Parental Leave Act.
34) Section 5.8 - Schools and Conference Activities Leave (page 93)
This policy was updated to further defme who is eligible for this leave (policy is a state law
requirement for cities with more than 21 employees).
35) Section 5.9 - Bereavement Leave (page 95)
The policy name changed from Funeral Leave to Bereavement Leave. No other changes were
made.
36) Section 5.10 - Military Leave (page 97)
Substantial changes were made pursuant to State Statute regarding notice to the City, paid leave
and leave accrual requirements.
37) Section 5.11- Holiday Leave (page 99)
Additional language to reflect actual City practice regarding when the Floating Holiday must be
used and regarding exempt employees working a holiday. Language regarding holiday pay for
part-time liquor store employees was eliminated.
38) Section 5.12 - Paid Time Off (PTO) (Page 101)
This is a new policy which eliminates large severance payouts and the changing work force.
39) Section 5.13 - Sick Leave (page 103)
No change other than to add language to verify this policy is for those hired before PTO was put
into place.
88
40) Section 5.14 - Unpaid Leaves of Absence (page 105)
The change eliminates redundant language and language regarding any restrictions on length of
leave.
41) Section 5.15 - Vacation (page 107)
No change other than to add language to verify this policy is for those hired before PTO was put
into place.
42) Section 5.16 - Donated Leave (page 109)
This policy name was changed from Sick!Vaca~ion/Compensatory Donation policy to Donated
Leave. Other changes include adding language regarding the City's practice and ineligibility.
43) Section 5.17 - Job-Related Injury and Illness (page 111)
This is a new policy that provides information and clarification regarding the reporting of job-
related injury or illness.
44) Section 5.18 - Administrative Leave (page 111)
This is a new po licy to reflect current practice with regards to internal and external procedures.
45) Section 6.1 - Compensation - Job Classification and Evaluation (Page 113)
The substantive changes to this policy include eliminating the details regarding the job evaluation
system. This change was made based on the recommendation by the City Attorney.
46) Section 6.2 - Timekeeping and Payroll (page 113)
No changes.
47) Section 6.3 and 6.4 - Performance Reviews and Step Adjustments (page 115)
These replace the Performance Management Instructions that provide clarification and reflect the
City's practice. Additionally, section 6.4 language is part of a mediated agreement through the
Bureau of Mediation Services between AFSCME and the City.
48) Section 6.5 - Overtime (page 117)
No substantive changes were made; however, language was added regarding the outdoor pool for
clarification purposes.
49) Section 6.6 - Compensatory (Comp) Time (page 117)
Additional language was added regarding the maximum compensatory time accumulation.
50) Section 6.7- Severance Benefits (page 119)
This revision incorporates the severance and terminal leave policies. The language regarding
accrued sick leave and terminal leave did not change. However, the new policy addresses how
PTO will be paid out upon leaving City employment.
51) Section 6.8 - Group Insurance (page 121).
The revision to this policy eliminates language that is redundant or not substantive.
52) Section 6.9 - Other Benefits (page 123)
This is a new policy that provides a brief outline of other employee benefits. It also incorporated
the Employee Assistance Program policy. The changes regarding the Employee Assistance
Program were necessary with cutting this program from the budget in 2011.
89
53) Section 6.10 - Workers' Compensation Procedures (page 125)
This is a new policy providing employees with information regarding workers' compensation
procedures.
54) Section 6.11 - Healthcare Continuation Coverage (COBRA) (page 125)
This policy provides an overview of the annual notice given to all employees and provides
Employee BenefIts Security Administration (EBSA) information.
55) Section 6.12 - Health Insurance Portability and Accountability Act (HIP AA) (page 125)
This is a new section that provides employees with the contact for more information.
56) Section 6.12 - Use of Exercise Facility (page 127)
No change.
57) Section 7.1- Schools and Conference (page 129)
The only change is to eliminate a policy number that is no longer accurate.
58) Section 7.2 - Business Travel Expense (page 131)
The only change is to clarify the individual meal language.
59) Section 8.1 - Safety Policy (Page 133)
Though there are no changes, the Safety Committee will be reviewing this document in 2012.
Even though all employees are subject to this manual, it is important to note that wherever the City
administrative policies and procedures conflicts with a collective bargaining agreement, the collective
bargaining agreement takes precedence.
ACTION REOUESTED
Approve the changes to the attached Administrative Policies and Procedures manual.
Respectfully submitted,
Brenda Wendlandt, SPHR
Human Resources Director
90
INTRODUCTION AND PURPOSE OF THE ADMINISTRATIVE POLICY
MANUAL!
The Administrative Policy Manual is intended to provide reference to policies,
procedures, and general infornlation pertinent to the City of Farmington employees.
The infonnation provided in this manual is at the sole discretion of the City, and it may
be withdrawn or changed at any tinle without notice. TIus policy manual is not intended
nor shall it be construed as a binding contract.
These policies have been developed to be in compliance with applicable local, state and
federal regulations and shall be applied to all applicants and employees without
unlawfully discrinunating on the basis of race, color, sex, religion, creed, age, national
origin, affectional preference, marital or veteran status, status with regard to receipt of
public assistance, or physical or mental disability.
It is impossible to anticipate all situations ",;ben drafting ad1l1hustrative policies. From
time to time questions will arise concerning the application of a policy or procedure to a
particular set of facts. The Human Resources ~oordinator is responsible for providing
staff assistance to supervisors and department heads in interpreting and carrying out these
policies. Hmvever, the City Administrator shall have overall responsibility for the
enforcement and interpretation of the administrative policies and procedures and for
taking corrective action if necessary.
The Administrative Policy Manual applies to all employees. However, ,,'here ever these
policies conflict with "a collective bargaining agreement, the tenns of the collective
bargaining agreement will take precedence over the policy.
If you have any questions regarding this policy manual, please discuss them vvith your
supervisor or the Human Resources Coordinator. .
This is not an employment contract. Employees may not rely upon this document to
determine their employment rights and the City of Farmington is free to revise or
revoke this manual at any time.
I Drafted 8/97
91
ADMINISTRATIVE POLICY - 1.8
E~LOYEERECORDSANDDATAPmvACY
The City of Farmington maintains information which is needed to administer employee benefits
and payroll, to complete required Federal and State reports, and to record employee work
perfonnance. Laws regarding data privacy are strictly followed. These files are the property of
the City.
The only official personnel files are kept in the Human Resources Office. Therefore, all written
disciplinary actions. performance evaluations. and formal persOlmel actions must be forwarded to
the Human Resources Director to be placed in the appropriate employee files.
Employee Access:
Employees may review their personnel and payroll files by notifying the Human Resources
Director to arrange a time for review during normal business hours. Employees may also ask
about how the information is used and who has access to it. Personnel files and their contents
may not be removed from the Human Resources Office. However, employees may request that
inaccurate infonnation be corrected or deleted or may add a statement of disagreement to the file.
Copies of any documents contained within the file will be provided upon request.
Others With Access:
Personnel records are available for review by the Human Resources Director, the employee's
supervisor, the applicable department director, the City Administrator, and any person authorized
to have access under State or Federal law or by comt order. In the event of a promotion or
transfer, an employee's personnel records may also be made available to the supervisor and/or.
department director 'who are filling the position.
Data Privacy:
The Minnesota Government Data Practices Act categOlizes information into public, non-public
and private data and authOlizes cities to release public information about cmTent and former
employees. At the same time, the Act protects information considered private. The laws
regarding data privacy are carefully followed.
Examples of public infol1nation include: name, education and training, title and job description,
dates of employment, honors and awards, work location, and work phone number.
Examples of non-public or private information include: actual street address, home phone
numbers and social security number.
Eff. 11/97
93
Employment References:
The City of Farmington provides reference information on current and fonner employees within
the scope of the Minnesota Data Practices Act.
Release of Information:
All requests for employee data must be made in writing to the Human Resources Director.
Reference checks must also be accompanied by a written, signed "Authorization to Release
1nf00mation" document from the former employee. The Human Resources Director shall have
sole responsibility for processing all requests for employee data.
Reporting Changes:
It is important that employee records be kept accurate and up-to-date. Employees should notify
the Human Resources Director. as soon as possible of any change in address, telephone number,
beneficiary changes, births, and other vital information. Failure to do so may result in
misdirected W-2 forms, lost insurance information, and other problems.
Eft: 11/97
94
ADMINISTRATIVE POLICY - 03
EMPLOYEE CODE OF ETIDCSI
Purpose.
The purpose of this policy is to declare standards of ethical behavior and conduct that commits
all City employees to exercise appropriate ethical considerations in the performance of their
official duties for the express purpose of preserving local government integrity in all matters
under public consideration.
This commitment shall be dedicated to maintaining and enhancing the public trust and
confidence in local government, ensuring equity and social justice, and improving the quality of
life of the individual and the community. This Code of Ethics is dedicated to fulfilling the
faithful stewardship of the public trust that is entrusted to the staff of this local unit of
govemment and the recognition that the chief function of local government at all times is to
:.\ serve the best interests of all the people.
Policy Definitions.
1. City employees are defined as all paid employees, full-time and part-time, in the City of
Farmington, excluding elected officials and appointed citizens serving on City Commissions
and Boards, but including the City Administrator, all members of the City Management
Team, Supervisors and all employees within all the City Departments,
2. Public bodies are defined as including the City Council, all Commissions, all Boards which
may be appointed by the Fm1nington City COlIDCil or the Chief Judge of this Judicial District.
3. Public position is defined as a public trust created for the benefit of the public and not for the
benefit of the incumbent.
4, Personal interest means an interest arising fi'om blood or mmTiage relationships or close
business or political associations,
5. Direct financial interest is hereby deemed to mean such an interest as would involve a
reasonable likelihood of personal, corporate or proprietm-y gain having a monetary value of
substance.
6. "Blood relationships" and "marriage relationships" shall be deemed for the purposes hereof
to include only immediate family relationships of the first degree: spouse, children, mother,
father, father-in-law, mother-in-law, stepfather, stepmother, brother, sister, sister-in-law and
brother-in-law.
7, Conflict of Interest is defined as any action which causes the appem"ance of a conflict of
interest whether that conflict be financial, personal or such that the individual would
personally benefit or gain from such action,
Administrative Policy
The City of Fal1nington confums its determination that ethical standm'ds among its employees
m'e essential to the appropriate conduct of public affairs of the City. The purpose of the code is
to establish ethical standm"ds of conduct for city officials by setting forth those acts or actions
I Effective 1/98
1
95
that are incompatible with the best interests of the City and by diiecting disclosure by such
employees of private fmancial or other interest in matters affecting the City. The provisions and
purpose of this Code are hereby declared to be in the best interests of the City of Farmington.
General Declaration. It is extremely important that all persons acting in the public service not
only maintain the highest possible standards of ethical conduct in their transaction of public
business but that such standards be clearly defined and known to those persons acting in public
service as well as to the public.
The proper operation of democratic government requires that public employees be independent,
impmtial, and responsible to the people; that governmental decisions and policies be made in the
proper channels for the governmental stlUcture; that public positions not be used for personal
gain or private interest; and that the public have confidence in the integrity of its government. In
recognition of these goals there is hereby established a Code of Ethics for City employees.
Responsibilities of Public Service. City employees are agents of public purpose and hold their
respective positions for the benefit of the public. They m'e bound to uphold the Constitution of
the United States and the Constitution of this State. and to. carry. out impartially the..laws of the
nation, state and municipality and thus to foster respect for all government and for the citizens of
the community whom they serve. They are bound to observe in their official acts the highest
standm'ds of morality and ethics, and to discharge faithfully the duties of their office.
Dedicated Service. All City employees shall be dedicated to fulfilling their responsibilities of
office described herein. They shall be dedicated to the public purpose and all programs
. developed by them shall be in the best interests of the community.
City employees .sha11 not exceed their authority or breach the law or ask others to do so, and they
shall work in full cooperation with other public officials and employees unless prohibited from
so doing by law or by officially recognized confidentiality of their work.
Scope of Persons Covered. The provisions of this Code of Ethics shall be applicable to all city
employees, full-time and part-time, of the City of Fm'mington.
Fair and Equal Treatment.
Incompatibility with the Public Interest. Subject to the provisions of this section, no City
employee, while acting as such, shall participate in the discussion of, attempt to unduly influence
01' vote on any issue in which he or she has any direct financial interest 01' personal interest which
arises from blood 01' marriage relationships, or from any other interest which may subvert the
public trust.
Disclosure. It shall be the responsibility of all City employees to disclose any fmancial or
personal interest that he/she may have in any public matters which he/she may have influence on
in the course of conducting said responsibilities. During the course of such review, any employee
having either a direct financial interest or personal interest as above described in tins section
shall make a full written disclosure of that interest to hislher supervisor. In matters where a
conflict of interest may exist, as determined by the employee's Depmtment Director and City
Administrator, the City Attorney shall review the issue and reconunend action(s) as deemed
appropriate to safeguard the integrity of the local unit of government.
2
96
Abstention. If an employee of the City while acting in a capacity of influence has a fmancial
interest, personal interest or any other such interest which may provide for personal gain 011 any
matter pending before a public body of which he/she serves in an advisoral role, he/she must
abstain fl:om any role which causes influence to be exelted on such matters, After full disclosure
of such interest to his/her supervisor, an employee may discuss such matters in which he/she has
a personal interest to the extent that the infonnatio11 presented is relevant, and will assist the local
unit of government with their review.
Non-Pmticipation. No person covered by this Code of Ethics shall take any official action with
respect to a matter in which he or she has a direct financial interest or personal interest. With the
exception that the employee shall first disclose such interest and abstain from influencing the
matter in an official role, but may pmticipate to the extent of providing information that is
relevant to his or her own interests as a private citizen and affected property owner. He or she
may pmticipate in matters leading up to or preliminary to official action to the extent that he or
she disclosedc-any such direct financial or personal interest as he or she may have in the same and
to the extent that he or she has no discretion to make such a fmal controlling judgment or vote on
the same. Disdosure of any such financial or personal interest shall be in the minutes for any
such bom'd where the item may appear on the agenda, along with any information presented by
the affected employee. Such disclosure shall be recorded in the meeting minutes and become a
matter of public record.
Disclosure. Disclosure of any such financial or personal interest in a matter where an employee
is involved in the review and approval or denial process shall be made in writing to the City
Administrator with copies to the City Attomey and Department Director. Such issues involving a
City Employee shall be refen'ed to the City Attomey to determine whether a conflict of interest
or an appearance of impropriety exists.
Confidentiality. No person covered by this Code of Ethics shall, without proper, Wlitten legal
authorization, disclose confidential information concerning the property, government or affairs
of the City, nor shall any person use such information to advance his or her personal fmancial or
private interests or other private interests of any person.
Gratuities. No person covered by this Code of Ethics shall directly or indirectly solicit any gift
or accept or receive any gift of substance, including but not limited to money, services, city
services, loans, travel, entertainment, hospitality, or promise, under circumstances in which it
could be reasonably inferred that the gift was intended to influence him or her, or could
reasonably be expected to influence him or her in the performance of his 01' her official duties or
was intended as a reward for any official action on his or her part.
Representation. No City employee shall appear in behalf of another's private interest before the
council, any committee, commission or agency of the City where that City employee sits in a
decision-making capacity, nor shall he or she represent another's private interests in mlY action
or proceeding against the interests of the City in which the City is a pmiy.
Sales, Leases and Contracts. Except as specifically auth01ized by Statute, Section 471.88, no
City Employee covered by this Code of Ethics who is authorized to take part in any manner in
making any sale, lease or contract in his/her official capacity shall have a direct financial interest
in that sale, lease or contract or personally benefit financially therefrom.
3
97
Official Duties. No employee of the City shall claim expenses for travel, meals,
accommodations, conferences or any other such type of travel expenses unless such expenses are
directly attributable to his or her personal travel expenditures while on official city business.
Expenses charged to the City for payment shall not include any expenses associated with family
members traveling with the official as dermed under Subdivision 1. of this section.
Private Use of Public Property. At no time shall any City employee use City property for his or
her own private use, unless such use is expressly pel1nitted or is reasonably within the scope of
his/her duties.. Solicitations made by public officials of City employees for special favors, or for
private use when such requests will knowingly require the use of public property for personal
reasons is strictly prohibited without the express written permission of the City Administrator,
and such requests shall be made pml of the public record. It shall be required that any such
solicitations be repOlled to the City Administrator, who, along with the City Attorney, shall then
investigate, and report such findings to the City Council.
Involvement 41 Govemmental Review Processes. At no time shall any City employee involve
him/herself in a governmental review process with respect to a matter in which. he or she has a
financial interest or personal interest.
Appearances of Conflict of Interest.
1) No City employee shall knowingly engage in any business or transaction or shall have a
financial or other personal interest, direct or indirect, which is incompatible with the proper
discharge of. his/her official duties in the public interest or would impair his/her
independence of judgement or action in the performance of his/her official duties.
2) No City employee shall hold a position in addition to a public position that interferes, or may
interfere, with the proper discharge of the public duty.
3) No City employee shall solicit personal gifts or special favors from vendors, contractors, City
customers or from other public employees. City employees shall report any. instances where
special favors or gifts are offered in exchange for consideration of a public matter under the
employee's influence.
4) No City employee shall have a personal interest in legislation to the extent that private
interest takes precedence over public interest and plJblic duty.
5) No City employee shall pmlicipate in transactions as a public representative with a business
entity in which the public official or City employee has a direct or indirect financial or other
personal interest without full disclosure.
6) No City employee shall use confidential information, obtained as a result of public position
or City employment, for personal gain.
7) No City employee shall enter into contracts or other business for profit by a business in
which he/she has a substantial or controlling interest when the employee can influence such
contract or business because of his/her public position.
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8) When a public official or City employee knowingly participates in a situation contrary to the
sections of this Code fails to disclose such personal or fInancial interest or takes such action
which causes a violation of the Code, then that person would be in violation of this Policy
and its respective sections.
9) When a City employee fails to voluntarily abstain from influencing the decision-making
process when such action would affect his or her fmancial or personal interest on the other.
10) No City employee shall use his/her position to further a financial interest or unduly influence
the outcome of a City review process or proceeding for personal or financial gain.
Applicability of Code and Disclosure.
When a City employee has doubt as to the applicability of a provision of this Code to a particular
situation, he or she shall consult with his/her Department Director for an advisory opinion and be
guided by that opinion when given. The employee shall have the opportunity to present his
interpl'etation-:-.of the facts at issue and of the applicable provisions of this Code before such
advisory decision is made.
This Code shall be operative in all instances covered by its provisions except when superseded
by an applicable statutory provision and statutory action is mandatory, or when the application of
a statutory provision is discretionary but determined to be more appropriate or desirable.
Disciplinary Action. City employees, whom, after investigation, knowingly violate sections of
the Code are subject to disciplinary action up to and including termination action, and any other
penalties pursuant to civil and crirninallaw. This section shall not be construed to limit the
rights of persons charged with violations ofthis Code under Federal and State Civil Rights Laws.
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ADMINISTRATIVE POLICY - 07
CUSTOMER SERVICE
The purpose and mission of City government is to provide high quality, efficient, and cost
effective services to our citizens. Providing excellent customer service is a fundamental
component to achieving these service goals. Staff commitment to meeting service goals through
courteous, professional, and helpful service is a major organizational objective. Success for our
organization directly cOll'esponds to the degree of success we experience in our customer
relations efforts.
In an effort to provide the best customer service, the city has fOlmed a Customer Service
Response Team comprised of at least one member from each City Department. The team leader
shall be the Administrative Services Director. The mission of this team is to promote excellence
in customer service by evaluating our processes and procedures in an effort to provide staff with
the tools needed to maintain the highest standard of excellence in customer service.
Customer Service Vision
It is the City's vision to provide high quality, timely, and responsive services to all our
customers. As we focus on customer needs, it is our goal to ensure ease of access to services and
minimize technological, administrative, and physical barriers; ensure services are usable,
available, reliable and meets customer needs; and ensure that the customer service concerns and
complaints are appropliately responded to in a timely manner.
To accomplish our goals, City staff must understand customer needs, take responsibility for
meeting those needs and continuously work to streamline procedures and minimize unnecessary
ban~iers in providing excellent customer service.
The following guidelines are to assist each staff member in providing the very best service while
maintaining an atmosphere of courteouS, helpful, and professional service to our valued
customers.
1. City customers always come first. Personal phone calls, social conversations, and
private business should never be continued while a customer has entered your work
environment and needs service.
2. Be courteous, patient, and respectful with the individual. Losing your temper,
showing initability, or trying to convince the customer that you are right and they are
wrong is counterproductive and unnecessary. Patiently explain the process,
courteously answer questions, and if necessary, contact your supervisor to assist you
in appropriately dealing with the customer.
3. Customer telephone calls should not be transferred more than once whenever
possible. Before transfel1lng a telephone call, make sure the staff person you are
transfelTing the call to is there. If not, let the customer know and ask whether he/she
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minds being transferred to voice mail or if you can take their name, number and
nature of the problem.
4. Follow through with the customer once action is completed. Let the customer know
what you have done and if there is anything else you can do for himlher.
5. Take the initiative. When you are capable of handling routine situations, do it. This
does not mean doing some one else's job, but simply being helpful to make the entire
team look good.
6. Do not expect someone else to take care of it. COlmnunicate when there is a problem,
take personal responsibility for improving the process or City response. Do not be
helpless or satisfied with the status quo. Let your supervisor know what the problem
is and how you think you can solve it.
7. Be an empathetic listener in difficult situations. While you may have dealt with the
situation a hundred times, this may be the first time a customer has complained. S/he
will remember the next time if you have been dismissive, abrupt, or .irritated with
having to explain the situation and the department's pre-ordained response.
Remember, we are here for the customer's convenience, not our own.
8. As a professional, look the part. Citizens and customers notice when a City employee
hasn't shaved or dresses a bit too casually. As a professional public employee, take
pride in your appearance and remember people always notice.
9. Finally, a little bit of "nice" ,goes along way. Though the answer may not always be
what the customer wants to hear, a customer can still be satisfied with the courteous
and helpful response of City staff.
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ADMINISTRATIVE POLICY" 06
PUBLIC COMMUNICATIONS
The City of Farmington is committed to a proactive approach in fostering professional, credible
and timely public communication efforts, The City's mission relative to public cOlmnunications
is to provide timely, professional and accurate information on City programs, services and
activities to City residents and to develop feedback opportunities to ensure that these programs,
services, and activities continue to meet the needs of the community.
Effective public communication strategies are designed to:
. Build trust and credibility between the City Council, community groups, citizens and staff.
. Assist policy makers and constituents to cooperatively formulate and achieve common goals.
. Support the City's mission of providing high. quality, efficient and cost-effective public
services to all customers.
f!I Enhance the City's image and build support for municipal programs.
. Enable residents to take full advantage of City services.
. Enhance citizen's understanding of issues facing the City.
. Promote understanding of and compliance with City ordinances.
. Encourages citizen participation in local government.
. Foster a sense of community among Fal1nington residents,
. Facilitate a professional, positive and objective relationship with local media concerning the
reporting of City events and situations where a high level of public interest may be generated.
. Fostel' cooperative relationships with other units of government, business, and civic groups
and organizations active in the City.
The City of Farmington recognizes that City Council decisions, policy issues, development
proposals, and various other actions related to City business have the potential to become
controversial and cause debate 01' disagreement among various constituencies. Effective
communication strategies will help prevent such issues from becoming a crisis, and at the same
time, promote constructive dialogue in the community.
This policy, in conjunction with the City's customer service policies and procedures, provides the
procedures and guidelines for effective public communications.
Guidelines
1) Responses to public inquiries should always be provided in a very objective, courteous and
professional manner. Response to media inquiries should be provided in a concise and direct
manner balancing the public's need and right to know while minimizing any UIll1ecessary 01'
superfluous personal comments that could generate liability for the City 01' potentially
damage the reputation of the City, the department, and/or respective staff.
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2) The use of any profanity, personal comments or language which could reasonably be
perceived as either offensive or demeaning to any person or group's gender, racial
composition, ethnic background, sexuality, religious preference or any other protected class
characte11stic is strictly prohibited.
3) Discussion regarding any legal or liability issue should be avoided and all questions of a
legal nature should be refelTed to the City Attorney.
4) All City employees have the responsibility to identify potential issues affecting the
pe1formance of their duties and respond accordingly. Once identified, the issue should be
communicated through appropriate organizational channels. All concerns that may generate
a high level of public visibility should be brought to the immediate attention of the
department director and City Administrator, as appropriate.
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5) Never re$pond to any public inquiry without establishing all the facts. If the issue under
review requires additional research, staff should inform the person making the inquiry that
additional time will be needed to respond to the inquhy and provide a reasonable timefi:ame
in which a response will be given.
6) Access to personnel and government data is governed by the Minnesota Data Practices Act
and should be refen'ed to the Human Resources Office prior to responding to public
inquires. A determination must be made as to whether the request shall be granted based on
Data Practices defInitions of public, non-public and private information. Release of non-
public or private information could be harmful to employees, and generate liability issues
for both the party releasing the data and the City. Job references, personnel data, and other
private data should never be released over the phone. The Human Resources Director is the
City's designated Data Practices Compliance Officer.
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ADMINISTRATIVE POLICY - 2.4
HARASSMENT/SEXUAL HARASSMENT
The City of Farmington is committed to creating and maintaining a work environment fi:ee from
all forms of harassment and disclimination. Harassment is a violation of Title vn of the Civil
Rights Act of 1964 and Milmesota Human Rights Act. Harassment of any person because of
race, creed, color, religion, national Oliginal, sex, age, marital status, disability, sexual
orientation, receipt of public assistance, political opinions, or affiliations is unlawful.
This policy statement is intended to: (1) make all employees sensitive to the matter of
harassment; (2) express the City's strong disapproval of unlawful harassment; (3) advise
employees of their behavioral obligations; and (4) inform them of their lights.
In keeping with this commitment, tile City maintains a stlict policy prohibiting unlawful
~..harassment, including sexual harassment. The City prohibits harassment of any form, including
.verbal and physical harassment.
Management has an obligation to provide an envil'onment free of harassment in a manner which
does not abridge the lights of any employee. To accomplish this task, the cooperation of all
employees is required. The City will take action to. correct any reported harassment to the extent
evidence is available to verify the alleged harassment and any related retaliation.
Strict confidentiality is not possible in all cases of harassment as the accused has the light to
answer charges made against him or her, particularly if discipline is a possible outcome.
Reasonable efforts will be made to respect the privacy of the individuals involved to the extent
possible.
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Sexual Harassment Prevention
It is the City's goal to provide employees with a workplace free from sexual harassment and the
conduct that leads to claims of sexual harassment. Because sexual harassment is sometimes
difficult for employees to recognize, the following definition, as defined by the Equal
Employment Opportunity Commission (EEOC), 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. It is a condition oflUring or promotion;
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2. It becomes a factor in an employee's job duties or assignment;
3. It creates an intimidating, hostile, or offensive environment in which to work.
The City of Fm1nington recognizes the need to educate its employees on the subject of sexual
hm'assment and stands committed to provide infomlation and training. Sexual harassment
prevention training is a required training for all employees. All employees are expected to treat
each other and the general public with respect and to assist in fostelIDg an environment fi:ee fl:om
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unwanted harassment. Violations of this policy may constitute just cause for discipline, including
discharge. Each situation will be evaluated on a case-by-case basis depending on the severity of
the complaint and the circumstances involved.
Procedures for Reporting Harassment
Employees have the light to raise the issue of harassment and to file complaints with respect to
such harassment without reprisal. Any action intended to intimidate, retaliate against, harass, or
disadvantage any person because the person has reported or complained of harassment, or
assisted or participated in any investigation or hearing, is considered reprisal. Retaliation against
an employee who reports, objects to, or complains of sexual conduct in the workplace will not be
tolerated.
In order for a harassment issue to be addressed, it must be brought to the attention of
management. In order for action to be taken, information must be forwarded to the appropriate
level of management.
Employees who feel they have been victims of harassment or employees who are aware of such
harassment should immediately report their concems to any of the following: (1) supervisor; (2)
department head; (3) Human Resources Director; or (4) City Administrator.
In addition to notifying one of these persons and stating the nature of the harassment, the
employee is also encouraged to take the following steps:
1. Make it clear to the harasser that the conduct is unwelcome and document the conversation.
2. Document the occurrences of harassment.
3. Report complaints to Human Resources.
4. Document any fmiher harassment or replisals that occur after the complaint is made.
A written record of the complaint and findings will become a part of the investigative file. The
investigative file will be maintained separately from the employee's personnel file.
If the facts support the allegations, the perpetrator of the harassment will be subject to
appropliate disciplinary action, up to and including discharge. Any official or employee found to
have made a false complaint, or found to knowingly give false information during an
investigation of such a complaint, may also be subject to disciplinary action.
Respectful Workplace Behavior
All employees are expected to express the shared values of respect, courtesy, civility, politeness,
consideration, and tolerance toward their fellow employees in the workplace. Understanding and
tolerating another's beliefs, opinions, or way of life, even if they differ fl.-om your own, is the way
we express these shared beliefs in our workplace
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ADMINISTRATIVE POLICY - 1.14
WORKPLACE VIOLENCE
The City of Farmington is committed to creating and maintaining an environment in which
everyone can work without fear or intimidation. This requires that employees treat each other
with respect and dignity.
Violence creates an intolerable climate which disrupts the sun-oooding environment. It is clearly
an abuse of power and a violation of ethical and professional standards. It is also illegal.
Violence can happen anywhere to anyone regardless of age. race, marital status, gender, religion,
position, or personal charactet1stics.
Prohibited Conduct
,Th.e City will make every reasonable effort to keep their employees as safe as possible and will
'riot tolerate acts of violence. Acts of violence include, but are not limited to, the following:
1) Causing physical injury to another person;
2) Making threatening remarks, swearing and gestures;
3) Aggressive, hostile behavior that creates a reasonable fear of injury to another person
01' subjects another individual to emotional distress;
4) Intentionally damaging or threatening to damage employer property or the property of
another employee; or member of the public;
5) Possession of a weapon while on City property or while on City business;
6) Sexual harassment, domestic violence or other offensive behavior;
. 7) Deliberate or careless conduct endangering the safety of other employees.
Acts of violence on City property or facilities, or while on City business, will not be tolerated or
ignored. Any unlawful act of violence committed by employees or members of the public while
on City property, or while using City facilities, will be prosecuted as appropriate. The City
intends to use reasonable legal, managerial. administrative, and disciplinary procedures to secure
the workplace from violence and to reasonably protect employees and members of the public.
Possession and Use of Dangerous Weapons by Employees
In the interest of maintaining a workplace that is safe and fi:ee of violence, except as hereinafter
provided, possession 01' use of dangerous weapons, except where such possession or use is
specifically required as part of the employee job duties, is strictly prohibited on City property, in
City vehicles, or in any personal vehicle which is used for City business.
Dangerous Weapons Defined
A dangerous weapon is any instrument capable of producing bodily harm, and that manifests an
intent to harm or intimidate another perSOll or that wan'ants ahum for the safety of another
person.
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Exceptions to Dangerous Weapons Prohibitions
Employees ofthe City of Farmington may possess a firearm on City property if:
. engaged in military or law enforcement activities
Additionally, City staff utilizes certain equipment that would be considered dangerous weapons
if used improperly. The City needs this equipment for the efficient operation of various
departments. However, every reasonable effort will be made to train employees on the proper use
of equipment. Furthermore, any employee using City equipment for anything other than its
intended use will be subject to disciplinary action.
RESPONSffiILITIES
Employees
All employees are responsible for:
. Refi:aining from acts of violence and for seeking assistance to resolve personal issues
that may lead to acts of violence in the workplace; and
. Reporting to department directors, supervisors and/or Human Resources any
dangerous, harassing, threatening or violent situations that occur in the workplace;
. Documenting behavior. Include direct quotes, patterns of abuse, and names of
witnesses. Save any letters, memoranda, emails or notes and keep them and all other
documentation in a safe place.
. Refraining from any type of retaliation
Employees are encouraged to report to theil' department directors and supervisors and/or Human
Resources, any situation that occurs outside of the workplace which may affect workplace safety,
i.e., instances where protection orders have been issued, etc.
Department Directors/Supervisors
Department Directors and Supervisors, in conjunction with Human Resources, are responsible
for assessing situations, making judgments on the appropriate response, and then responding to
reports or knowledge of violence and for initiating the investigation process. Department
Directors and Supervisors must:
. Evaluate any report of violence immediately and confidentially, and take appropriate
action in order to protect the employee from further violence, Appropriate disciplinary
action will be taken when it is determined that the City of Farmington employee(s)
have committed acts of violence;
. Where issues of employee safety are of concern, evaluate the workplace and make
appropriate recommendations regarding a reasonable response;
. Report any issue to the Human Resources Dil'ector for investigation, whether or not
there has been a complaint, where a Department Director and/or Supervisor knows or
reasonably should know that violence is occUl1'ing,
. Maintain documentation of report and recommendation including rationale.
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City Administration
The City Administrator, or the City Administrator's designee, is responsible for developing
procedures that Elre designed to reasonably achieve the following:
. prompt and appropriate response to any act of violence;
. accountability among employees for acts of violence committed in the workplace;
. establishment of a protocol for investigations of violence;
. establishment of avenues of support for employees who experience violence; and
. communication of this policy and administrative procedures to all City employees.
PROCEDURES FOR DEALING WITH ACTS OF VIOLENCE IN THE WORKPLACE
Guidelines
When an act of violence occurs:
1) If the act or altercation constitutes an emergency, CALL 911. In instances that are
not emergency situations, contact your supervisor or department director. When 911
is contacted, contact an immediate supervisor or department director after contacting
911.
2) Contact the appropriate Department Director.
3) The department director will contact the Human Resources Director, who will take
responsibility for coordinating response to the incident and the City Administrator.
4) The Police Department will handle all instances involving emergency situations, or
criminal activity.
5) In instances when it is not appropriate to refer an incident to the Police Department,
the Human Resources Du'ector will evaluate the situation and make a
recommendation regarding the need for an investigation. If any internal ulvestigation
is recommended, the Human Resources Director will coordinate the investigation
process.
ConduCting an Investigation
There are liabilities and legal implications associated with acts of violence Ul the workplace. It is
critical that each incident is evaluated appropriately. Therefore, incidents involving emergency
and/or cruninal activity will be refen-ed to the Police Department for investigation. Incidents that
do not involve an emergency situation and/or criminal activity will be handled by the Human
Resources Director to insure that each investigation is conducted in a fau' and objective manner
and is sensitive to the rights of all persons involved.
The City acknowledges that in some cases there may be both criminal and disciplinary
investigations. In the event of a criminal investigation, all rules of criminal procedure will apply
and will precede any civil disciplinary investigation.
The following are the steps taken in each investigation.
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Data Collection
All information obtained during the course of an investigation will be thoroughly
documented.
Interview with the ReDortin2 Party
The goal of this interview is to develop a tlUe and accurate account of the incident and to
reassure the reporting party that the City is actively responding to the incident. If the
reporting party is a member of a collective bargaining unit, shelhe may choose to have a
union steward present dUling the interview. The following infOlmation will be requested.
· Date and time of the violent incident.
· Who is involved, what happened, and where and when the incident occun'ed.
· Are there any other incidents relative to this investigation?
· Background information (what led up to the incident, what is the relationship between
the parties involved, etc.).
· The names of anyone else who:
1. Saw or heard the incident;
2. The person has talked with about the incident;
3. The person believes has also had.encounters with the alleged offender.
· What did the victim do in response to the violent encounter?
· Any documented information of the incident, or any other violent encounters that the
person has had with the alleged offender.
Interview with the Allee:ed Offender
The goal of this interview is also to develop a true and accurate account of the incident.
If the alleged offender is a member of a collective bargaining agreement, she/he may
choose to have a union steward present during the interview. The following information
will be given:
· Presentation ofincident(s) as described by victim and/or witness's
· Inform alleged offender that the City is investigating the incident and any form of
retaliation or any action that might be interpreted as retaliation will not be tolerated
The following information will be requested:
· Response to the reporting party's desCliption of the incident
· Hislher side of the story
· Description of relationship with the reporting party
· The names of anyone else who:
1) Saw 01' heard the incident;
2) The person had talked with about the incident.
· Any documented information regarding the alleged incident(s)
Interviews with Witnesses or Others in the W orkDlace
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The goal of these interviews is to determine a true and accurate account ofthe incident(s).
Confidentiality will be stressed to each interviewee. The following information will be
requested.
. Why type of interaction was observed between the offender and the victim?
. What is hislher knowledge of the specific incident being investigated?
. What other information can be provided that is relevant to this investigation?
. Any documentation regarding the alleged incident(s).
Conclusion of an Investigation
If the incident is substantiated, the alleged offender shall be subject to disciplinary action
up to and including dismissal (See Administrative Policy on Discipline).
If the incident is unsubstantiated, the alleged offender will be exonerated and the
reporting party, if appropriate, could be subject to disciplinary action.
If the results of the investigation are inconclusive, the City will continue to monitor the
situation on an on-going basis.
Once final action is taken, the alleged victim will be notified as to the outcome of the
investigation as soon as it is legally possible to do so.
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ADMINISTRATIVE POLICY - 9.1
Information Systems (IT)
Tins policy is to ensure that employees use City computer systems in the most effective,
consistent and appropriate manner possible in order to achieve the maximum benefit in
terms of work productivity. This policy applies to all computer users and covers all
system hardware components, petipheral hardware devises, all software
applications/programs, intemet usage and any other data processing systems used to
conduct City business.
Software Use and Applications
A. Copyright infiingement
Employees are prohibited fl.'om making any unauthOlized copies of
copyrighted software that is owned or leased by the City. IT must approve the
copying of any software fl.'om one computer to another. Failure to abide by the
federal copyright laws will expose the City, and the employee involved, to
potential criminal and civil liability.
The above paragraph applies equally to the act of bringing software fl..om a
home computer to be used on City comput(frs. All software that is loaded onto
City computers must have approval from IT prior to loading. This applies to
both the network drives and the local disk drives (C:). The City, to prove legal
ownership of software, must have the original diskettes and manuals stored on
City property. IT will periodically check for software that may be in violation
of the above mentioned policy.
B. Development
All software program applications developed for use by the City of
Farmington become the sole property of the City. These software programs
may not be sold or distdbuted in any manner without the written authorization
of proper City authorities. Employees must direct all third party requests to
use City developed applications to IT. This includes, but is not limited to,
programs developed in Word, Excel, Access using either macros or templates.
C. Acquisition
IT must approve all software purchases. IT will authorize the use of software
that is consistent with the design and architecture of the City's data processing
platfonu. It is important to adhere to a standard list of software because
documents and data are shared much more easily using a common interface,
and because IT does not have enough resources to support multiple software
packages performing the same function.
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D. Configuration
IT employees will make any configuration changes to a computer. This
includes any files that relate to how the computer and software is configured.
Network Protocols
The purpose of the City's local area network is to share software, data, and hardware
resources among individuals, workgroups and departments. The following items pertain
to that network environment.
Security:
1) Login Names. Login names will consist of the first letter of the user's first
name and the user's last name.
2) Passwords. All network login passwords must be kept confidential.
Designated staff (IT and Department Director) may need to know a user's
password to allow for testing of software and network maintenance. In all
other cases, IT must give approval before a password is revealed to
another user. Only IT or designated LOGIS staff will have the appropriate
security to change passwords.
3) Supervisor. The Administrator login name shall have full network
supervisory rights. Personnel with :full access rights will use those rights
for purposes of maintaining and auditing the network.
4) File Storage. Each network user is assigned a personal directory, a
common workgroup directory, a shared citywide directory, and other
specialized directories which can be used for storing City business files as
may be l'equired. Users are responsible for removing files fl.-om these
directories when they are not longer useful as network hard disk space is
limited.
5) Network Back-up. Information on the network is back-up to tape every
evening. If a file is accidentally deleted, please contact IT to request that
the file be restored. IT will let the user know as to whether the file can be
restored from the last network back-up.
6) File Sharing. The :\citywide directory is the designated citywide directory
for sharing files. Information contained on the citywide directory is a file
copy only. Any changes made to a shared file shall only be made either by
or with permission from the original author of the file. IT and designated
LOGIS staff will also have permission to access files and assist users with
operational and software problems.
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7) Software UpgradeslFile Downloads. Employees must have approval from
IT prior to purchasing or installing any application upgrades or
downloading of files in order to ensure network-wide compatibility, IT
support capabilities and appropriate virus protection and screening.
8) Network Support Requests. LOGIS is the City's authorized network
support provider. Prior to any calls being made for third-party network
support, including LOGIS, the requesting party should consult with IT on
existing problems. Calls for network service should be made to IT.
PERSONAL USE OF COMPUTER SYSTEMS
Employee use of City hardware and software is restricted to purposes relative to
conducting City business.
Use of the internet for personal reasons during normal business hours, or. accessing
inappropriate websites at anytime is stlictly forbidden. The accessing of sites by
employees considered generally profane, anti-social, degrading of any culture,
demographic group and/or racial/sexual/religious/physical charactedstics and/or of a
pornographic nature is strictly forbidden. The City has placed various internet controls in
place that restricts access to a variety of websites and monitors internet use on a regular
basis. Violations related to computer and internet use are subject to disciplinary action,
up to and including dismissal. For information regarding use of City email, please refer to
the administrative policy on Email.
The use of the Internet after hours for personal reasons must be requested by the
employee and submitted to the Department Dil'ector for approval. IT must be informed
of all employees granted permission to use the internet for personal reasons.
Hardware
A. Hardware Standardization
It is important to adhere to a standard list of hardware because data and
peripherals can be shared much more easily. All computer purchases will be
made and/or approved by IT to ensure that the use of the hardware is
consistent with the design and architecture of the City's data processing
platform.
B. Restdcted Activity
Only authorized IT personnel will be allowed to access, relocate, repah', or
remove components for repah' on the City's computer system. Employees
should contact IT for any hardware related problems. Many hardware
components are under warranty, and should only be serviced by authorized
vendor technicians.
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ADMINISTRATIVE POLICY - 9.2
ELECTRONIC MAIL (E-MAIL)
The City of Farmington provides and maintains an internal and external electronic mail (e-mail)
system. All City communications systems hardware, software, temporary/permanent files, and
any related systems or devices used in the transmission, receipt, or storage of e-
mail/internet/intranet infOlmation are and remain City property. Accordingly, all messages and
files created, sent, received or stored within the system should be related to City business and are
the property of the City. Any and all opinions stated using the City's e-mail system, whether
expressed or implied, shall be those of the individual use and not necessarily the opinions of the
City or its management.
POLICY
1) The City maintains an electronic mail system. This system is provided by the City to assist in
conducting City business.
2) All messages composed, sent, or received on the electronic mail system are and remain the
property of the City. They are not the private property of any employee.
3) The use of the electronic mail system is reserved for conducting City business.
4) The electronic mail system may not be used to solicit or proselytize for commercial ventures,
religious or political causes, outside organizations, or other non-job related solicitations.
5) The electronic mail system is not to be used to create, send, print or disseminate any
offensive or disruptive messages. Among those which are considered offensive, are any
messages which are pornographic or which contain sexual implications, racial slurs, gender-
specific comments, discriminatory comments, or any other comment that offensively
addresses someone's age, sexual orientation, religious or political beliefs, national origin, or
disability. Additionally, offensive or sexually oriented e-mails are in violation of the City's
Offensive Behavior/Sexual Harassment policy.
6) The electronic mail system shall not be used to send (upload) or receive (download)
copyIighted materials, trade secrets, proprietary information or similar materials without
prior authorization.
7) The electronic mail system shall not be used for engaging in any activity in violation oflocal,
state, or federal law.
8) The City has and will exercise the right to review, audit, intercept, access and disclose all
messages created, received or sent over the electronic mail system for any purpose. The City
Administrator or HR Director. or their designees acting at their direction. may review or
audit use of the electronic system at any time in their sole discretion to determine compliance
with tills or other City policies. The contents of the electronic mail properly obtained for
legitimate business purposes, may be disclosed within the City without the permission of the
employee. An employee should have no expectation of privacy in messages or files they
create, send, read or listen to on City computers.
9) The confidentiality of any message should not be assumed. Even when a message is erased, it
is still possible to retrieve and read that message. Further, the use of passwords for security
does not guarantee confidentiality. All passwords must be disclosed to the City Administrator
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and/or IT Director. E-mail messages should be drafted in the same manner and with the same
care as any communication in printed form on City letterhead
10) Notwithstanding the City's right to retrieve and read any electronic mail messages, such
messages should be treated as confidential by other employees and accessed only by the
intended recipient. Employees are not authorized to retrieve or read any e-mail messages that
are not sent to them. Any exception to this policy must receive prior approval by the IT
Director.
11) Employees shall not use a code, access a file, or retrieve any stored infOlmation, unless
authorized to do so. Employees should not attempt to gain access to another employee's
messages without the latter's permission. All computer pass codes must be provided to the IT
Director and will be available to Department Directors upon request.
12)Employees are prohibited from deactivating software designed to detect and destroy
computer viruses.
13) Employees are prohibited from activities which may degrade the performance of the City's
computer or communication equipment (e.g. downloading additional software for personal
use).
~14)Any employee who receives an e-mail in violation of this policy should delete the e-mail and
inform the sender, ifpossible, to discontinue e-mail communication.
15) If it is perceived that this policy has been violated, such violations should immediately be
reported to the Human Resources Office.
Disciplinary action for violation of this policy will correspond to the gravity of the offense as
weighed by its potential effect on the City and/or its employees and may include, but is not
limited to, suspension and/or termination.
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ADMINISTRATIVE POLICY - 05
Cellular Phones and Personal Digital Assistant (PDA's)
The City provides cellular phones to employees who have a business necessity to telephone
others or receive calls while outside of City buildings. Cellular phones are provided to
employees for the sole purpose of enhancing the quality, tiineliness and overall service level of
local government activities.
Guidelines
1) All cellular services and billing plans will be established by City Administration, and audited
peliodic~ly.
2) Calls shollld be limited to those necessary to perform assigned duties.
3) For the safety of City employees and the general public, employees are discouraged from
using the. telephone while operating a vehicle. This includes direct connect.
4) Personal phone calls will be acceptable in those circumstances where it is necessary to
contact a family member concerning matters. of relative imp0l1ance. Personal phone calls
should be kept to a minimum and be as blief as possible.
5) In general, long distance calls should not be made on a cellular phone. If a personal long
distance call is made from the cellular phone, the employee is responsible for reimbursing the
City for the cost of these calls, as applicable.
6) Text messaging is only allowed for documented business purposes. If an employee receives a
personal text message, the employee should notify the sender to refrain from sending text
messages to the City cell phone. Additionally, the employee will be responsible for
reimbUl"sing the City for the cost of text messages. An employee should have no
expectation of privacy in messages or files they create, send, read or listen to on City
phones.
7) Text messaging is prohibited while operating a vehicle.
8) Non-exempt employees are not expected to utilize cell phones, Blackberry's or other PDA's
for City business outside of working hours unless the employee has received approval from
his/her supervisor in advance.
9) Cell phone use is strictly prohibited when operating fire apparatus.
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Global Positioning Systems: Locators and Monitoring
The purpose of this policy is to provide infOlmation regarding the Citis use of Global
Positioning Systems (GPS) teclmology for organizational purposes. The prinuuy purpose of GPS
location and monitoring is for safety, security, productivity, increased efficiency and to better
serve our residents. It will also be used to bettel' document activity for the enforcement of City
ordinances.
Policy
1) The City maintains a GPS system on city owned equipment. This system is in place to assist
the City in conducting City business.
2) The GPS system will not be used for engaging in any activity in violation of local, state, or
federal law.
3) City employees will not be monitored during their personal time including rest and lunch
breaks. The City will take whatever measw:es possible to ensure tracking of personal time
does not occur.
4) City management will exercise the right to review all information at any time to determine
compliance with this or other City policies.
5) Employees are prohibited from deactivating or tampering with City GPS location and
monitoring hardware and software except as provided for in this policy.
While it is not the plimary purpose of this policy, it is possible that this teclmology will be used
in employee investigations which may result in either correcting unacceptable behaviors or
discipline up to and including tennination of employment.
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ADMINISTRATIVE POLICY - 2.3
OUTSIDE EMPLOYMENT
The City of Farmington expects regular employees to consider City work their primal)'
employment. Any other job must be compatible, without conflict of interest or schedule. The
City does not support employee's outside work which interferes with the efficient and effective
performance of their City job duties and responsibilities.
The primal)' concem is that there be no conflict of interest between the outside work and the City
position.
Conflicts of Interest
It is expected that every employee exercise good judgment to avoid becoming involved in a
conflict of interest. Examples of conflict of interest situations include:
1) Those in which an employee's official capacity -with the City, or with the outside
organization, may enable him or her to influence the placing of City business.
2) Those in which an employee accepts a paid or unpaid position elsewhere, where such
activity interferes with their duties and job performance at the City.
3) Those in which an employee may gain access to information not generally available to
the public which may allow him or her to directly or indirectly gain anything of value.
Prohibitions
1) Employees shall not accept payor compensation from others while performing work for the
City.
2) Employees shall not work for any contractor or company that has a contract with the City
during the time the contractor or company is actually working on City projects or business,
unless specifically auth01;zed by the City Administrator.
3) Employees shall not accept outside employment that requires the use of City equipment,
facilities or supplies.
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ADMINISTRATIVE POLICY - 1.9
POLITICAL ACTIVITY
City employees are neither appointed to nor retained in municipal employment on the basis of
then' political activity, but rather on the basis of their qualifications, work performance and
fitness. The purpose of this policy is to ensure that the City organization and its employees
remain politically neutral in all local political activities.
Pursuant to state law (Minn. Stat. 211B.09), city employees may not, at any time, use then'
official authority or influence to:
. Compel a person to apply for membership in or become a member of any political
organization, or
. Payor promise to pay a political contribution, or
. Take part in political activity.
If employees have specific questions regarding appropriate involvement in local political
activities, please refer all questions to the City Human Resources Office.
City employees are defined, for this policy, as any individual in a compensated position whether
that position is regular, seasonal, temporary or volunteer. For example, use of any City
equipment, title or position reference for purposes relating to political activity is strictly
prohibited.
Violation of this statute is considered a misdemeanor, and a violation of this policy which may
subject an employee to disciplinary action under the policy 011 Discipline. If an employee is
found guilty of violating this policy in a court of competent jurisdiction, the employee will be
subject to disciplinary action up to and including dismissal.
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ADMINISTRATIVE POLICY - 1.15
DRIVER'S LICENSE STATUS CHECKS
Any employee whose job description requires a driver's license shall maintain that license in a
valid status. If, for any reason, an employee's driver's license is suspended, revoked, withdrawn
or canceled, the employee must notify his or her supervisor as soon as possible and before
operating any City owned vehicle. Loss of driving privileges for any reason may result in the
immediate reassignment to a non~driving position, if available, or in termination of employment.
The Human Resources Office will obtain motor vehicle records annually on all employees
authorized to operate City owned vehicles. The City retains the right to revoke any employee's
privilege to operate a City vehicle at any time.
Any employee convicted of a traffic violation while traveling in a City owned vehicle is
responsible for the fines associated with that violation and may be subject to discipline.
Disciplinary action will cOlTespond to the gravity of the offense as weighed by its potential effect
on the City and/or its employees and may include, but is not limited to, suspension and/or
termination.
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ADMINISTRATIVE POLICY -1.12
POLICY IMPLEMENTING THE FEDERAL OMNIBUS TRANSPORTATION EMPLOYEE
TESTING ACT AND RELATED REGULATIONS
The purpose of this policy is to establish programs designed to help prevent accidents and injuries resulting
from the misuse of alcohol or use of controlled substances by drivers of commercial motor vehicles. This policy
implements the requu'ements of the Federal Omnibus Transportation Employee Testing Act and the U.S.
Department of Transportation RegulatiollS, 49 C.F.R. Part 382. This policy is in addition and separate from the
City's Drug and Alcohol Testing Policy, which implements the requirements of state law and the Federal Drug
Free Workplace Act of 1988,
DEFINITIONS:
Accidents:
(a) Except as provided in paragraph (2) of this definition, an occurrence involving a commercial motor
vehicle operating on a public road which results in:
1) a fatality;
2) Bodily injury to a person who, as a result of the injury, immediately receives medical treatment
away from the scene of the accident;
3) One or more motor vehicles incurring disabling damage as a result of the accident, requh'ing the
vehicle to be transported away from the scene by a tow truck or other vehicle.
(b) The telm accident does not include:
1) An occurrence involving only boarding and alighting from a stationary motor vehicle; or
2) An occurrence involving only the loading or unloading of cargo; or
3) An occunence in the course of the operation of a passenger car 01' a multipurpose passenger
vehicle (as defined in 571.3 of this title) by a motor carrier and is not 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 77.823 of this title. .
Alcohol: the intoxicating agent in beverage alcohol, ethyl alcohol, or other low molecular weight alcohols
including methyl and isopropyl alcohol.
Alcohol Concentration (or content): the alcohol in volume of breath expressed in telms of grams of alcohol
per 210 liters of breath as indicated by an evidential breath test under this policy and federal regulations.
Alcohol Use: the consumption of any beverage, mixture, or preparation, including any medication, containing
alcohol.
BAT (Breath Alcohol Technician): an individual who instructs and assists individuals in the alcohol testing
process and operates an EBT.
Chain-of -Custody: procedures to account for the integrity of each urine specimen by tracking its handling and
storage from point of specimen collection to final disposition of the specimen. With respect to drug testing,
these procedures shall requu'e that an appropriate drug testing custody fOlm be used fl.-om time of collection to
receipt by the laboratory and that upon receipt by the laboratory an appropriate laboratory chain-of-custody
fonn(s) accotmt(s) for the sample or sample aliquots within the laboratory.
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City or City of Farmington: the City of Farmington, Milmesota, acting through its City Administrator or a
designee of the City Administrator.
City of Farmington Drug and Alcohol Testing Policy: a separate Drug and Alcohol policy that is part of the
City of Farmington Personnel Policies.
Commerce: both of the following:
(a) any trade, traffic or transportation within the jurisdiction of the United States between a place and a
state and a place outside of such state, including a place outside of the United States, and
(b) any trade, traffic, and transportation in the United States which affects any trade, traffic, and
transportation described in paragraph (a) ofthis defInition.
Commercial Motor Vehicle: a motor vehicle or combination of motor vehicles used in commerce to transpOlt
passengers or propelty if the motor vehicle:
(a) has a gross combination rating of 26,000 or more pounds inclusive of a towed unit with a gross
vehicle weight rating of more than 10,000 pounds; or
(b) has a gross vehicle weight rating of26,001 or more pounds; or
( c) is designated to transport 16 or more passengers, including the driver; or
(d) is of any size and is used in the transportation of material found to be hazardous for the purposes of
the Hazarpous Materials Transportation Act and which require the motor vehicle to be placarded
under the hazardous materials regulations set forth under 49 C.F.R. part 172, subpart F.
(e) is not a fire truck or other emergency fIre equipment.
ConfIrmatory Test: for alcohol testing, it means a second test, following a screening test with a result of 0.02
or greater, that provides quantitative data of alcohol concentration. For controlled substances testing it means a
second analytical procedure to identify the presence of a specifIc drug or metabolite which is independent of the
screen test and which uses a different technique in chemical principal fl.-om that of the screen test in order to
insure reliability and accuracy. (Gas chromatography/mass spectrometly (GC/MS) is the only authorized
confirmation method for cocaine, marijuana, opiates, amphetamines, and phencyclidine).
Confirmatory Retest: For controlled substances it means a third analytical procedure to reconfirm the
presence of a specifIc drug or metabolite. .If the test result of the primary specimen is positive, the driver may
request that the MRO direct the split specimen be tested ill any different DHHS-certified laboratOlY for presence
of the drug(s).
Consortium: an entity, including a group or association of employers or contractors, that provides alcohol or
controlled substance testing as required by federal regulations, or other U.S. Depaltment of Transportation
alcohol or controlled substances testing rules, and that acts on behalf of the employers.
Controlled Substance: has the meaning assigned by 21 U.S.C. 802 and includes all substances listed on
Schedules 1-5 as they may be revised from time to time (21 C.F.R. PaIt 1308).
DIDIS: The Department of Health and Human Services or any designee of the Secretary of the Department of
Health and Human Services.
DOT Agency: an agency (operating administration) of the United States DepaI1ment of Transp011ation
administering regulations requiring alcohol and/or drug testing in accordance with 49 C.F.R. part 40.
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Driver: any person who operates or maintains a commercial motor vehicle. This includes, but is not limited to:
full-time, regularly employed drivers; part-time and temporary chivers; leased drivers and independent
owner/operator contractors who are either directly employed by or undel' lease to the employer or who operate a
commercial motor vehicle at the direction of or with the consent of the employer. For the purposes of pre-
employment/pre-duty testing only, the telm driver includes a person applying to the City for employment to
drive a commercial motor vehicle.
Drug: means any substance (other than alcohol) that is a controlled substance as defined in 49 C.F.R. Part 382
and 49 C.F.R. Part 40.
EBT (Evidential Breath Testing Devise): an EBT approved by the National Highway Traffic Safety
Administration (NHTSA) for the evidential testing of breath and placed on NHTSNs "Conforming Products list
of Evidential Breath Measurement Devises. n
Employer: the City of Farmington acting through its City Administrator or a designee of the City
Administrator.
FHW A: . The Federal Highway Administration.
MRO:. Medical Review Officer. A licensed physician (medical doctor or doctor of osteopathy) responsible for
receiving laboratory results generated by an employer's drug testing program who has knowledge of substance
abuse disorders and has appropriate medical training to interpret and evaluate a driver's confirmed positive test
result together with the driver's medical history and any other relevant biomedical infOlmation.
Performing a Safety-Sensitive Function: a ddver is considered to be perfonning a safety sensitive function
during any period in which the ch'iver is actually performing, ready to perfOlm, or immediately available to
perform, or in a state of readiness to perform any safety sensitive function while on duty.
Reasonable Suspicion: means that the City believes the appearance, behavior, speech or body odors of a ch'iver
are indicative of the use of a controlled substance or alcohol based on the observation of at least one (1)
supervisor or official who has received training in the identification of behaviors indicative of drug and alcohol
use.
Refusal to Submit (to an alcohol or controlled substances test): a ch'iver:
(a) fails to provide adequate breath for testing without a valid medical explanation after the driver has
received notice of the requirement for breath testing in accordance with the provisions of this part,
(b) fails to provide adequate urine for controlled substances testing without a valid medical explanation
after the chiver has received notice of the requirement for urine testing in accordance with the
provisions of this policy and federal regulation, or
(c) engages in conduct that clearly obstructs the testing process.
Safety.Sensitive Function: any of the following:
(a) All time at a carrier or shipper plant, terminal, facility, or other property, or on any public property,
waiting to be dispatched or in a state of readiness to drive and/or maintain a commercial motor
vehicle, unless a chiver has been relieved from duty by the City;
(b) All time inspecting equipment as required by federal regulations or otherwise inspecting, servicing,
or conditioning any commercial motor vehicle at any time;
( c) All dliving time which shall mean all time spent at the driving controls of a commercial motor
vehicle in operation;
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(d) All time, other than driving time, in or upon any commercial motor vehicle except time spent resting
in a sleeper berth, which shall mean a berth conforming to the requirements of federal regulation;
( e) All time loading or unloading a commercial motor vehicle, supervising, or assisting in the loading or
unloading, attending commercial motor vehicle being loaded or unloaded, remaining in readiness to
operate the commercial motor vehicle, or giving or receiving receipts for shipments loaded or
unloaded;
(f) All time spend performing the driver requirements of the federal statutes related to accidents;
(g) All time repairing, obtaining assistance, or remaining in attendance upon a disabled commercial
motor vehicle.
Screening Test (also known as Initial Test): in alcohol testing, it means an analytical procedure to determine
whether a driver may have a prohibited concentration of alcohol in his or hel' system. In controlled substance
testing, it means an immunoassay screen to eliminate "negative" urine specimens fl.'om further consideration.
State of Readiness: a driver who is on call, ready to be dispatched, to perform safety-sensitive functions while
on duty.
Substance Abuse Professional (SAP): a licensed physician (Medical Doctor or Doctor of Osteopathy), or a
licensed or certified. psychologist, social worker, employee assistance professional, or addiction counselor
(certified by the national Association of Alcoholism and Drug Abuse Counselors Certification Commission)
with knowledge of and clinical experience in the diagnosis and treatment of alcohol and controlled substances-
related disorders,
Supervisor: the person designated by the City to perform supervisory functions over the City's drivers.
Violation Rate: the number of drivers found during random tests given pursuant to tins policy and feqeral
regulations to have an alcohol concentration of 0.04 or greater, plus the number of drivers who refuse a random
test required by this policy and federal regulations, divided by the total repOlted number of drivers in the
industry given random alcohol tests pursuant to this policy and federal regulations, plus the total reported
number of drivers in the industry who refuse a random test required by this policy and federal regulations.
PROHIBITED CONDUCT
Conduct Related to Alcohol:
(a) A driver tested under this policy and federal law who is found to have an alcohol concentration of
0.02 or greater but less than 0.04 shall not perfOlm safety-sensitive functions, including wiving a
commercial motor vehicle. The drivel' shall not perform safety-sensitive functions until the start of
the driver's next regularly scheduled duty, but not less than twenty-four hours following
administration of the test and the driver will not be compensated during the time off. The wiver may
use benefit hours during the absence if accrued and available. A detectable alcohol concentration
level is in violation of the City of Farmington Drug and Alcohol Testing Policy and actions also may
be taken under that policy, which may be in addition to this policy.
(b) No driver shall report for duty or remain on duty requiring the performance of safety-sensitive
functions while having an. alcohol concentration of 0.04 or greater.
(c) The City, having actual knowledge that a driver has an alcohol concentration of 0.04 or greater, shall
not permit the w'iver to pelform or continue to perform safety-sensitive functions.
(d) No driver shall be on duty a commercial motor vehicle while the driver possesses alcohol in any
quantity.
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(e) No driver shall use alcohol while performing safety sensitive functions.
(f) The City, having actual knowledge that a driver is using alcohol while performing safety-sensitive
functions, shall not permit the driver to perform or continue to perform safety-sensitive functions.
(g) No driver shall perfoml safety-sensitive functions within four hours after using alcohol.
(h) The City, having actual knowledge that a dliver has used alcohol within four (4) hours, shall not
permit a driver to perfOlm or continue to pelfOlm safety-sensitive functions.
(i) No driver required to take a post-accident alcohol test because of loss of human life or who receives
a citation under state or local law for a moving traffic violation arising from an accident shall use
alcohol for eight (8) hours following the accident, or until the driver undergoes a post-accident
alcohol test, whichever occurs first.
(j) No driver shall refuse to submit to a post-accident alcohol test, a random alcohol test, a reasonable
suspicion alcohol test, or a follow-up alcohol test mandated by this policy and federal law.
(k) The City shall not permit a ddver who refuses to submit to the mandated alcohol tests under this
policy and federal law to perform or continue to pelfOlm safety-sensitive functions.
Conduct Related to Controlled Substances
~:~'.{a) No driver shall report for duty or remain .on duty requiring the pelfOlmance of safety-sensitive
. ,. functions when the driver uses any controlled substance, except when the use is pursuant to the
.. instructions of a physician who has advised the driver that the substance does not adversely affect the
driver's ability to safely operate a commercial motor vehicle.
(b) The City, having actual knowledge that a driver has used a controlled substance, shall not permit the
ddver to perform or continue to perform a safety-sensitive function unless use is permitted pursuant
to the written instruction of a physician.
(c) A driver shall infOlm the driver's supervisor of any therapeutic drug use.
(d) No chive!' shall report for duty, remain on duty, or perfOlm a safety-sensitive function, if the driver
tests positive for controlled substances.
(e) The City, having actual knowledge that a driver has tested positive for controlled substances, shall
not pelmit the chiver to pelform or continue to perform safety-sensitive functions.
(f) No driver shall refuse to submit to a post-accident controlled substance test, a random controlled
substance test, a reasonable suspicion controlled substance test, or a follow-up controlled substance
test mandated by this policy and federal law.
(g) The City shall not pelmit a driver who refuses to submit to the mandated controlled substance tests
to pelform or continue to perform safety-sensitive functions.
TYPES OF TESTS REQUIRED
Pre-Employment Testing:
Prior to the first time a driver performs safety-sensitive functions for the City, the driver shall undergo testing
for controlled substances. For purposes of this subsection on pre-employment testing, the tenn driver includes
but is not limited to a person applying to the City to drive a commercial motor vehicle, a person who has
recently obtained a commercial driver's license or a person who has been reassigned or promoted into a position
that requires the pelformance of safety-sensitive functions. Any job offer, reassignment, or promotion to chive a
commercial motor vehicle shall be contingent upon a negative controlled substance test report and the applicants
written agreement authorizing fOlmer employers to release to the City all infOlmation on the applicant's alcohol
tests with a concentration result of 0.04 or greater, positive controlled substance test results, and refusals to be
tested, within the preceding two years. The City also retains the right not to hire a chiver who has a positive test
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result and who has not participated in and completed a counseling or rehabilitation program as directed by the
driver's substance abuse professional.
Post Accident Testing:
(a) Drivers Tested. As soon as practicable following an accident involving a commercial motor vehicle,
the City shall test for alcohol and controlled substances of each surviving driver;
1) Who was pelforming safety-sensitive functions with respect to the vehicle, if the accident
involved the loss of human life; or
2) Who received a citation and there was either serious bodily injury needing immediate
medical treatment; or
3) Who received a citation and one or more vehicles is towed as a result of the accident; or
4) The City may also test under the City of Farmington Dmg and Alcohol Testing Policy.
(b) Alcohol Tests. If a test required by this section is not administered within two hours following the
accident, the City shall prepare and maintain on file a record stating the reasons the test was not
promptly i:uiministered. If a test required by this section is not administered within eight hours
following the accident, the City shall cease attempts to administer an alcohol test and shall prepare
and maintain the same record. Records shall be submitted to the FHW A upon then' request.
(c) Controlled Substance Tests. If a test required by this section is not administered within 32 hours
following an accident, the City shall cease attempts to administer a controlled substances test and
prepare and maintain, on file, a record stating the reason the test was not promptly administered.
Records shall be submitted to the FHW A upon then- request.
(d) Readily Available. A driver who is subject to post-accident testing shall remain readily available for
such testing or may be deemed by the City to have refused to submit to testing. Nothing in this
section shall be construed to require the delay of necessary medical attention for injured people
following an accident or to prohibit 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 emergency
medical care.
(e) Post Accident Information. The City shall provide drivers with necessary post-accident information,
procedures, and instructions, prior to the driver operating a commercial motor vehicle, so that chivers
will be able to comply with the requirements of this section.
(f) Results of Test. The results of a breath or blood test for the use of alcohol or a urine test for the use
of controlled substances, conducted by Federal, State, or local officials havnlg independent authority
for the test, shall be considered to meet the requirements of this section provided such tests conform
to applicable Federal, State, or local requn'ements, and that the result of the tests are obtained by the
City.
Random Testing:
(a) Minimum Annual Percentage Rate. Except as provided in paragraphs (b) through (f) of this section
regarding random testing, the minimum annual percentage rate for random alcohol testing shall be
twenty-five percent (25%) of the average number of driver positions the City has unless changed by
the FHW A Administrator. The minimum mmual percentage rate for random controlled substance
testing shall be fifty percent (50%) of the average number of driver positions the City has unless
changed by the FHW A Administrator.
(b) Selection of Drivers. The selection of drivers for random alcohol and controlled substance testing
shall be made by a scientifically valid method, such as a random number table of a computer-based
random number generator that is matched with driver's social security numbers, payroll
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identification numbers, and other comparable identifying numbers. Under the selection process
used, each driver shall have an equal chance of being tested each time selections are made.
(c) Number of Drivers Selected. The City shall randomly select a sufficient number of drivel's for
alcohol testing during each calendar year to equal an annual rate not less than the minimum annual
percentage rate of twenty-five percent (25%) of drivers. For controlled substance testing, the City
shall randomly select a sufficient number of drivers for controlled substances testing during each
calendar year to equal an annual rate not less than the minimum annual percentage rate of fifty
percent (50%) of drivers. The rates are subject to change by the FHWA Administrator. If the City
conducts random testing for alcohol and/or controlled substances through a consortium, the number
of drivers to be tested may be calculated for each individual employer or may be based on the total
number of drivers covered by the consortium who are subject to random alcohol and/or controlled
substance testing at the same minimum annual percentage rate under this part or any DOT alcohol or
controlled substance testing rule.
(d) Notice Regarding Tests. The City shall ensure that random alcohol and controlled substance testing
conducted pursuant to federal law are unannounced and that the dates for administering random
alcohol and controlled substance tests are throughout the calendar year. Drivers may be selected for
<? ',:. more than one test per year.
:!{e) Test Immediacy. The City shall require that each driver who is notified of selection for random
"..' alcohol and/or controlled substance testing proceeds to the test site immediately; provided however,
that if the driver is peIforming a safety-sensitive function at the time of notification, the City shall
instead ensure that the driver ceases to peIform the safety-sensitive function and proceeds to the
testing sight as soon as possible.
(t) Timing of Test. A driver shall only be tested for alcohol while the driver is performing safety-
sensitive functions, just before a driver is to peIform safety-sensitive functions, just after the driver
has ceased performing safety-sensitive functions or while the driver is in a state of readiness to
peIfOlm safety-sensitive functions.
Reasonable Suspicion Testing:
(a) City's Determination of Reasonable Suspicion of Alcohol Violations. The City shall require a driver
to submit to an alcohol test when the Human Resources Director has reasonable suspicion to believe
that the driver' has violated the provisions of federal law concerning alcohol. The City's
determination that reasonable suspicion exists to require the driver to undergo an alcohol test must
be based on specific, contemporaneous, articulable observations concerning the appearance,
behavior, speech, or body odors of the illiver.
(b) City's Determination of Reasonable Suspicion of Controlled Substance Violations. The City shall
require a illiver to submit to a controlled substance test when the Human Resources Director has
reasonable suspicion to believe that the driver has violated the prohibitions of federal law or this
policy conceming controlled substances. The City's determination that reasonable suspicion exists
to require the driver to undergo a controlled substance test must be based on specific,
contemporaneous, articulable observations concerning the appearance, behavior, speech, and body
odors of the ill'iver. The observations may include indications of the chromc and withdrawal effects
of controlled substances.
(c) Trained Supervisor of Driver. The required observations for alcohol and/or controlled substance
reasonable suspicion testing shall be made by a supervisor or an employee of the City who is trained
in accordance with federal law. The person who makes the determination or who observes or assists
with making the determination that reasonable suspicion exists to conduct an alcohol test shall not
conduct the alcohol test of the driver.
(d) Timing of Reasonable Suspicion Observations. Alcohol testing is authorized by federal law and this
policy only if the observations required in paragraph (a) above are made during, just preceding, or
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just after the period of the work day that the driver is required to be in compliance with federal law
and these rules. The driver may be directed by the City to only undergo reasonable suspicion testing
while the driver is performing safety-sensitive functions, just before the driver is to perfonn safety-
sensitive functions, just after the driver the driver has ceased performing safety-sensitive functions or
while the driver is in a state of readiness to pelfOlm safety-sensitive functions.
(e) City Drug and Alcohol Testing Policy. If the driver is not performing safety-sensitive functions and
reasonable suspicion exists, drivers may be tested for drugs and alcohol under the City of Farmington
Drug and Alcohol Testing Policy.
(f) Proml't Administration of Test. If an alcohol test is required by federal law and this policy is not
administered within two hours following the detennination of reasonable suspicion, the City shall
prepare and maintain on file a record stating the reasons the alcohol test was not promptly
administered. If an alcohol test required by federal law and this policy is not administered within
eight (8) hours following the determination of reasonable suspicion, the City shall cease attempts to
administer an alcohol test and shall state in the record the reasons for not administering the test.
(g) Under the Influence Prohibitions. Notwithstanding the absence of a reasonable suspicion alcohol
test under this policy and federal law, no driver shall report for duty or remain on duty requiring the
pelfonnance of safety-sensitive functions while the driver is under the influence of or impaired by
alcohol, as shown by the behavioral, speech, and pelfonnance indicators of alcohol misuse, nor shall
the City permit the driver to perform of continue to perfOlm safety-sensitive functions until:
(1) An alcohol test is administered and the driver's alcohol concentration measures less than
0.02; or
(2) Twenty-four (24) hours have elapsed following the determination under paragraph (f) of this
section that there is reasonable suspicion to believe that the driver has violated the
prohibitions of this policy and federal law concerning the use of alcohol.
(h) Driver's Behavior and Al'pearance Absent Test. Except as provided in (g)(2) of this section, the City
shall not take any action under this pm't against the driver based solely on the driver's behavior and
appearance with respect to alcohol use, in absence of an alcohol test. This does not prohibit the City
with independent authority of federal law from taking any action otherwise consistent with the law.
(i) Written Records of Observations. A Wlitten record shall be made of the observations leading to a
controlled substance reasonable suspicion test, and signed by the supervisor or another city employee
who made the observations within twenty-foul' (24) hours of the observed behavior or before the test
results are released, whichever is earlier.
Return-to-Duty Testing:
(a) Return-to-Duty Alcohol Test. The City shall ensure that before a chiver returns to duty requiring the
perfonnance of a safety-sensitive function after engaging in conduct prohibited by fed~rallaw 01' this
policy concerning alcohol, the driver shall undergo a return-to-duty alcohol test with a result
indicating an alcohol concentration ofless than 0.02.
(b) Return-to-Duty Controlled Substance Test. The City shall ensure that before a driver returns to duty
the pelformance of a safety-sensitive function after engaging in conduct prohibited by federal law or
this policy concerning controlled substances, the driver shall undergo a return-to-duty controlled
substance test with a result indicating a verified negative result for controlled substance use.
Follow-up Testing:
(a) Follow-up Alcohol and/or Controlled Substance Test. Following a determination that a driver is in
need of assistance in resolving problems associated with alcohol misuse and/or use of controlled
substances, the City shall ensure that the driver is subject to unannounced follow-up alcohol and/or
Eff. 11197 8
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controlled substance testing as directed by a substance abuse professional in accordance with the
federal law .
(b) Timing of Follow-up to Alcohol Test. Follow-up alcohol testing shall be conducted only while the
driver is performing safety-sensitive functions, just before the driver is to perform safety-sensitive
functions, just after the driver has ceased performing safety-sensitive functions or while the driver is
in a state of readiness to perform safety-sensitive functions.
SPECIMEN COLLECTION PROCEDURES
(a) The collection site person shall instruct the driver to provide at least 60 ml of urine under the split
sample method of collection.
(b) The City is required to use the "split sample" method of collection for mivers.
Split Specimen Pro~edure for Controlled Substance Testing:
" '?
(a) The ddver shall urinate into a specimen bottle that is capable of holding at least 60 ml.
(b) The collection site person shall pour the urine into two specimen bottles. Thirty (30) ml shall be
poured into one bottle, to be used as the primary specimen. At least 15 ml shall be poured futo the
other bottle, to be used as the split specimen.
( c) If the driver is unable to provide to provide the appropriate quantity of urine, the collection site
person shall instruct the driver to m1nk not more than twenty-four (24) ounces of fluid and, after a
pe1iod of no more than two hours, again attempt to provide a complete sample. If the driver is still
unable to provide a complete sample, the testing shall be discontinued and the City notified. The
MRO shall refer the driver for a medical evaluation to determine ifthe driver's inability to provide a
specimen is genuine or constitutes a refusal to test. For pre-employment testing, the City may elect
to not have the refelTal made and revoke the employment offer.
(d) The collection site person will comply with the split specimen procedure as required under 49 C.F.R.
part 40.
(e) Action required by the regulations as the result of a positive mug test (e.g., removal from performing
safety-sensitive function) is not stayed pending the result of the test of the split specimen.
(f) If the result of the pdmary specimen is positive, the laboratory shall retain the split specimen in
frozen storage for 60 days from the date on which the laboratory acquires it. Following the end of
the 60-day period, if not informed by the MRO that the miver has requested a test of the split
specimen, the laboratory may discard the split specimen.
(g) When directed in writing by the MRO to forward the split specimen to another DHHS-certified
laboratory for analysis, the second laboratory shall analyze the split specimen by Gas
Chromatography/Mass Spectrometry to reconfirm the presence of the drug(s) or drug metabolites(s)
found in the primary specimen. The split specimen shall be retained in long-telm storage for one
year by the laboratory conducting the analysis of the split specimen.
Reporting and Review of Results for Controlled Substance Testing:
(a) ConfIrmation Retest. The MRO shall notify each driver who has a confllmed positive test that the
driver has 72 hours in which to request a test for the split specimen if the test is velmed as positive.
The driver is responsible for all costs associated with the confIrmatory retest unless the results are
negative. If the driver requests an analysis of the split specimen within 72 hours of having been
infOlmed of a verifIed positive test, the MRO shall direct, in writing the laboratory to provide the
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split specimen to another DIllIS-certified laboratory for analysis. If the analysis of the split
specimen fails to reconfirm the presence of the drug(s) or drug metabolite(s) found in the primary
specimen, or if the split specimen is unavailable, inadequate for testing, or untestable, the MRO shall
cancel the test and report cancellation and the reasons for it to the DOT, the City, and the driver.
(b) MRO shall direct analysis of split specimen. If the driver has not contacted the MRO within 72
hours, the driver may present to the MRO infOlmation documenting that serious illness, injury,
inability to contact the MRO, lack of actual notice of the verified positive test, or other
circumstances unavoidably prevented the driver from timely contacting the MRO. If the MRO
concludes that there is a legitimate explanation for the driver's failure to contact the MRO within 72
hours, the MRO shall direct the analysis of the split specimen, if applicable, be perfOlmed.
( c) MRO Unable to Contact Driver. If, after making reasonable efforts and documenting these efforts,
the MRO is unable to reach the chiver directly, the MRO must contact the designated City contact
person, who shall direct the driver to contact the MRO. If the City contact person is unable to
contact the driver, the driver will be placed on suspension.
(d) MRO May Verify Positive Test. The MRO may verify a positive test without having communicated
directly with the driver about the test results under the following conditions:
(1) The driver expressly declines the opportunity to discuss the test results.
(2) The dtiver has not contacted the MRO within five (5) days of being instructed to do so by the
City.
ALCOHOL TESTING
The FHW A alcohol test rules require breath testing administered by a Breath Alcohol Technician (BAT)
using an Evidential Breath Testing Devise (EBT). Two breath tests are required to determine if a person
has a prohibited alcohol concentr'ation. Any result less than 0.02 alcohol concentration is considered a
"negative" test. If the alcohol concentration is 0.02 or greater, a second confirmation test must be
conducted. If the driver attempts and fails to provide an adequate amount of breath, the City will direct
the driver to obtain written evaluation from a licensed 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 designated City contact person.
CONFIDENTIALITY
All alcohol/controlled substances test results and required records are considered confidential
information. Any information concerning an individual's test results and records shall not be released
without written permission of the individual except as provided for by regulation or law.
CONSEQUENCES FOR DRIVERS ENGAGING IN PROIDBITED CONDUCT
(a) Removal From Safety-Sensitive Function. Except as provided in federal law, no driver shall perform
safety-sensitive functions, including dtiving a commercial motor vehicle, if the driver has engaged in
conduct prohibited by federal law or this policy or an alcohol or controlled substance rule of another
Department of TranspOliation agency.
(b) Prohibition of Safety-Sensitive Functions. The City shall not pel1nit any driver to perfOlm safety-
sensitive functions, including driving a commercial motor vehicle, if the City has determined that the
driver has violated federal law.
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(c) Refusal to Submit. If the driver refuses to undergo required testing under federal regulations, no test
shall be given, and the Human Resources Director shall recommend to the City Administrator that
the driver be discharged from employment on grounds of insubordination. In the case of a job
applicant applying to drive for the City, if the applicant refuses, no such test shall be given, and the
job applicant shall be deemed to have withdrawn the application for employment.
(d) Pre-employment Tests.
Job Applicants (including those for promotion). The Human Resources Director will not
withdraw an offer of employment or promotion to a driver position made contingent on the job
applicant passing drug and alcohol testing based on a positive test result from an initial screening
test that has not been verified by a confirmatory test. Where there has been a positive test result
in a confhmatory test and in any confllmatory retest (controlled substances only), the Human
Resources Director will withdraw the contingent offer of employment or promotion to a driver
position if the City detelmines in accordance with the Minnesota Human Rights Act that alcohol
or drug usage or abuse prevents the job applicant from performing the safety-sensitive functions
of the job in question.
:'. (e) Other Tests. The Human Resources Director will not discharge, discipline, discriminate against, or
:'.:' request or require rehabilitation of a driver solely on the basis of a positive test result from a
.J,', screening test that has not been verified by a confirmatory test. Where there has been a positive test
result in a confumatory test and in any confrrmatory retest (controlled substances only), the City may
do the following:
(1) First Positive Test Result. Give the driver an opportunity to participate in either a drug or
alcohol counseling or rehabilitation program, whichever is more appropriate. The City
through its Employee Assistance Program may determine which program is more appropriate
after consultation with a Substance Abuse Professional or physician trained in the diagnosis
and treatment of chemical dependency. Participation in a counseling or rehabilitation
program will be at the driver's own expense or pursuant to coverage under the driver's own
benefit plan. If the driver either refuses to participate in the counseling or rehabilitation
program or fails to successfully complete the program, as evidenced by withdrawal from the
program before its completion or by a positive test result on a confuTIlatory test after
completion of the program, and alcohol and drug abuse prevents the driver from performing
the safety-sensitive functions of the job in question, the Human Resources Director will
recommend to the City Administrator that the driver be discharged from employment.
(2) Second Positive Test Result. Where alcohol or drug abuse prevents the driver from
performing the safety-sensitive functions of the job in question, the Human Resources
Director will recommend to the City Administrator that the driver be disciplined; including,
but not limited to, discharge from employment. The driver, whether discharged or not, will
have access to the City's Employee Assistance Program for evaluation and referral in
resolving problems with alcohol misuse and controlled substance use.
(3) Suspensions and Transfers. Notwithstanding any other provisions herein, the City may
temporarily suspend the tested driver with pay for up to 90 days or transfer that driver to
another position at the same rate of pay pending the outcome of the confumatory test and, if
requested, the confirmatory retest (controlled substances only), provided the City believes
that it is reasonably necessary to protect the health or safety of the driver, co-employees, or
the public.
(4) Other Misconduct. Nothing in this policy limits the right of the City to discipline or
discharge a driver on grounds other that a positive test result in a confirmatory test arising
from the same or other incident, inCluding, but not limited to a conviction of any criminal
drug statute for a violation occun-ing in the workplace.
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PENALTIES
Criminal penalties shall be as prescribed by 49 V.S.C. Sec 521 (b)(2), which provides that an employee
who knowingly and willfully violates the Omnibus Transportation Employee Testing Act while
operating a commercial motor vehicle by activities that have led or could have led to death or serious
injury is subject to the statutory criminal sanctions.
REFERRAL. EVALUATION. AND TREATMENT
(a) Resource Advisory. Each driver who engages in conduct prohibited by federal law and this policy
shall be advised by the City of the resources available to the driver in evaluating and resolving
problems associated with the misuse of alcohol and use of controlled substances, including the
names, addresses, and telephone numbers of substance use professionals and counseling and
treatment programs.
(b) Evaluation by a Substance Abuse Professional. Each driver who engages in conduct prohibited by
federal law and this policy shall be evaluated by a substance abuse professional who shall detennme
what assistance, if any, the driver needs in resolving problems associated with alcohol misuse and
controlled substance use.
(c) Retum-to-Duty Testing and Assistance.
(1) Before a driver returns to duty requiring the performance of a safety-sensitive function after
engaging in conduct prohibited by a federal law or this policy, the driver shall undergo a
return-to-duty alcohol test with the result indicating an alcohol concentration of less than 0.02
if the conduct involved alcohol, or a controlled substance test with a verified negative result
if the conduct involved a controlled substance.
(2) In addition, each driver identified as needing assistance in resolving problems associated with
alcohol misuse or controlled substance use:
(A) Shall be evaluated by a substance abuse professional to determine that the driver has
properly followed any rehabilitation program prescribed under federal law and these
rules; and
(B) Shall be subject to unannounced follow-up alcohol and controlled substance testing
administered by the City following the drivers retum to duty. The number and
frequency of such follow-up testing shall be as directed by the substance abuse
professional, and consist of at least six (6) tests in the first twelve (12) months
following the driver's retum to duty. The City may direct the driver to undergo
retum-to-duty and follow-up testing for both alcohol and controlled substances, if the
substance abuse professional determines that return-to-duty and follow-up testing for
both alcohol and controlled substances is necessary for that particular driver. Any
such testing shall be performed in accordance with the requirements of 49 C.F.R. Pmt
40. Follow-up testing shall not exceed sixty (60) months from the date of the driver's
return-to-duty. The substance abuse professional may terminate the requirement for
follow-up testing at any time after the first six (6) tests have been administered if the
substance abuse professional determines that such testing is no longer necessary.
(d) Evaluation and Rehabilitation. Evaluation Will be provided by the City's Employee Assistance
Progrmu and paid for by the City. Any recommended pmiicipation in a counseling or rehabilitation
program will be at the driver's own expense or pursuant to coverage under an employee's benefit
plan.
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(e) Conflict of Interest of Substance Abuse Professional. The City shall ensure that a substance abuse
professional who determines that a driver requires assistance in resolving problems with alcohol
misuse or controlled substance use does not refer the driver to the substance abuse professional's
private practice or to a personal organization from which the substance abuse professional receives
remuneration or in which the substance abuse professional has a financial interest. Tins paragrap~
does not prohibit a :from referring a driver for assistance provided through a public agency, the City,
or a person under contract to provide treatment for alcohol or controlled substance problems under
the driver's health insurance program; or the sole source of therapeutically appropriate treatment
reasonably accessible to the driver.
(f) Inapplicability of Section. The requirements of this section with respect to referral, evaluation,
rehabilitation do not apply to applicants who refuse to submit to a pre-employment alcohol or
controlled substance test or who have a pre-employment alcohol test with a result indicating an
alcohol concentration of 0.04 or greater or a controlled substance test with a verified positive test
result.
APPEALS PROCEDURE
;~
(a) Concern.i:ll'g disciplinary actions taken pursuant to this City of Farmingt~n Policy implementing the
Federal Omnibus Transportation Employee Testing Act and related regulations, available appeal
procedures are as follows:
(1) Temporary Employees. Temporary employees as defined in the City of Farmington
Personnel Policy Manual shall have no right to appeal.
(2) Non-Veterans on Probation. An employee who has not completed the probationary period
and who is not a veteran has no right of appeal.
(3) Non-Veterans After Probation. A regular employee who has completed the probationary
period and who is not a veteran has a right to appeal through the grievance procedure either
through the appropriate collective bargaining agreement or through the grievance procedure
in the personnel policy manual.
(4) Veterans. An employee who is a veteran has a right to appeal to the City Administrator a
pelmanent demotion (including salary decreases), or a discharge, if the employee submits a
notice of appeal within sixty (60) calendar days of the action, regardless of status with respect
to the probationary period. An employee who is a veteran may have additional rights under
the Veterans Preference Act, Minn. Stat. 197.46.
(b) All notices of appeal not covered under a collective bargaining agreement must be submitted through
the grievance procedure outlined in the Persoffilel Policy Manual.
(c) An employee who is covered by a collective bargaining agreement may elect to seek relief under the
terms of that agreement by contacting the appropriate union and initiating the grievance procedure.
GOOD FAITH EFFORT
The City of Fmmington will malm a continuing good faith effort to maintain a <hug-free workplace
through the implementation of the City of Fannington Policy Implementing the Federal Omnibus
Transportation Employee Testing Act and Related Regulations.
This policy implementing the Federal Omnibus Transportation Employee Testing Act is based upon final federall'egulations at the
time of the adoption of this policy. Any revisions in thefederal rules shall take precedence over this policy to the extent that the policy
has not incOlporated the revised rules.
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CITY OF FARMINGTON
NOTIFICATION FORM AND CONSENT
FOR CONTROLLED SUBSTANCE AND ALCOHOL TESTING
I acknowledge that I have seen and read the City of Fannington Policy Implementing the Federal Omnibus Transportation
Employee Testing Act and Related Regulations.
I hereby consent to undergo controlled substance and/or alcohol testing pursuant to said policy, and I authorize a
collection of a urine and/or breath sample from me for those purposes.
I understand that the procedure employed in this process will ensure the integrity ofthe sample and is designed to comply
with medico-legal requirements.
I understand that the results of this controlled substance and/or alcohol testing may be discussed with and/or made
available to my employer, the City of Farmington. I further understand that the results of this testing may affect my
employment status, as described in the policy.
Other infonnation relevant to the reliability of, or explanation for, a positive test result (if none, write '.'none"):
Signature
Witness
Date
Date
I hereby refuse to submit to a drug or alcohol test.
I have seen a copy of the City of Farmington Policy hnplementing the Federal Omnibus Transportation Employee Testing
Act and Related Regulations and understand that a refusal to submit to testing may subject me to discipline, including,
but not limited to, discharge.
Signature
Witness
Date
Date
DATA PRIVACY NOTICE
The information collected pursuant to this policy is to be used to detelwine your eligibility for employment and the
performance of celiain safety-sensitive functions. . You are not required to provide the information and submit to the
tests, but your failure to do so will result in the City withdrawing a conditional job offer or that you may be discharged
from employment, wJlichever may apply. The results ofthe tests performed will be private data and will not be released
to other employers, governmental agencies, or persons without written consent of the employee tested, except as provided
by regulation and law or pursuant to a court order. Only those individuals with a necessity to perform their functions
under this policy will have access to the test results.
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ADMINlSTRATIVE POLICY -1.3
DRUG AND ALCOHOL TESTING
The City of Farmington recognizes that safety problems are created when employees use or abuse illegal drugs
and/or alcohol. The City is concerned about providing a safe workplace for its employees with the goal of
attaining and maintaining a drug and alcohol free workplace. Therefore, the City has established the following
policy on drugs and alcohol that will confmID to the requirements of State Law set forth in Minnesota Statutes
Chapter 181 and the Federal Drug-Free Workplace Act of 1988.
In the event that the provisions in this section conflict with the Federal Omnibus Transportation Employee
Testing Act, the Federal Act shall prevail.
DEFINITIONS:
Alcohol: means ethyl alcohol
Conlirmatory Test and Confirmatory Retest: means a drug or alcohol test that uses a method of analysis
allowed under one of the programs listed in Minn. Stat. 181.953 Subd. 1.
Drug: means a controlled substance as defmed in Minn. Stat. 152.01, Subd. 4.
Drug and Alcohol Testing: "drug or alcohol testing" and "drug and alcohol test" mean analysis of a body
component sample according to the standards established under one of the programs listed in Minn. Stat.
181.953, Subd. 1 for the purpose of measuring the presence or absence of drugs, alcohol, or their metabolites in
the sample tested.
Drug Paraphernalia: has the meaning set forth in Minn. Stat. 152.01, Subd 18.
Employee: means a person, independent contractor, or person working for an independent contractor who
pelfOlIDs services for the City of Farmington for compensation, in whatever fmID.
Employer: means the City of Farmington acting through its City Administrator or a designee of the City
Administrator.
Initial Screening Test: means a drug and/or alcohol test which uses a method of analysis under one of the
programs listed in Minn. Stat. 181.953, Subd. 1.
Job Applicant: means a person, who applies to become an employee of the City of Famrington, and includes a
person who has received ajob offer made contingent on the person passing drug and alcohol testing.
Positive Test Result: means a fmding of the presence of drugs, alcohol, or their metabolites in the sample
tested in the levels contained in the standards of one of the programs listed in Mum. Stat. 181.953, Subd. 1.
Reasonable Suspicion: means a basis for forming a belief based on specific facts and rational inferences drawn
from those facts.
Safety-Sensitive Position: means a job, including any supervisory or management position, in which an
impainnent caused by dmg or alcohol usage yvould threaten the health or safety of any person; all sworn and
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non-sworn personnel, excluding clerical employees, in the Farmington Police Deparbnent are safety-sensitive
positions.
Under the Influence: means having the presence of a drug or alcohol at or above the level of a positive test
result.
Valid Medical Reason: means (1) Wlitten prescription, or an oral prescliption reduces to writing, which
satisfies the requisites of Minn. Stat. 152.12, and names the employee as the person for whose use it is intended;
and (2) the drug was prescribed, administered and dispensed in the course of professional practice by or under
the direction and supervision of a licensed doctor, as described in Minn. Stat. 152.12; and (3) the dmg was used
in accordance with the terms of the prescription; and (4) over-the-counter medication was used in accordance
with the terms of the products directions.
CITY RULES:
1) No employee shall be under the influence of any drug or alcohol while the employee is working or while the
employee is on City premises or operating City vehicles, machinery, or equipment, except to the extent
autho~zed by a valid medical prescription.
2) No employee shall use, possess, manufacture, distribute, dispense, sell or transfer drugs, alcohol or drug
paraphernalia while the employee is working or while the employee is on the City's 'premises or operating
City vehicles, machinery or equipment, except pursuant to a valid medical prescription or when engaged in
approved law enforcement activity.
3) An,employee shall notify the City in writing of any criminal drug statute conviction for a violation occurring
in the workplace no later than 5 days after such conviction. The City shall notify the appropriate federal
agency of such conviction within 10 days of receiving notice from the employee.
CITY DRUG AWARENESS PROGRAM:
The City does provide an Employee Assistance Program to aid and assist City employees who are in need or
have been refen'ed for counseling and rehabilitation. Employees are encouraged to utilize, the services of the
Employee Assistance Program by contacting: T.E.A.M., Inc., 700 Transfer Road, St. Paul,:MN 55114,
(612)642-0182.
PERSONS SUBJECT TO TESTING:
No person will be tested for dmgs or alcohol under this policy without the person's consent. The City will
request or require an individual to undergo drug or alcohol testing only under the cu'cumstances described in
this policy.
CIRCUMSTANCES FOR DRUG OR ALCOHOL TESTING:
1) Job applicants: Job applicants for regular full-time and part-time positions will be required to undergo dmg
and alcohol testing after a job offer has been conditionally made and before commencing employment in the
position.
2) Reasonable suspicion testing: The City may request or require an employee to undergo dmg and alcohol
testing if there is a reasonable suspicion that the employee:
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a) is under the influence of dmgs or alcohol while the employee is working or while the employee is on
the City's premises or operating City vehicles, machinery, or equipment: or
b) used, possessed, sold or transferred drugs, alcohol or dmg paraphemalia while the employee is
working or while the employee is on City premises or operating City vehicles, machinery, or
equipment; or
c) has sustained a personal injury as that term is defmed in Minnesota Stat. 176.011, Subd. 16, or has
caused another person to die or sustain a personal injury; or
d) has caused a wOl'k-related accident or was operating or helping to operate machinery, equipment, or
vehicles involved in a work-related accident resulting in total property damage exceeding $1,000; or
e) has discharged a firearm other than (a) on a target range, or (b) while conducting authOlized ballistics
tests, or (c.) as authorized by the Farmington Police Department.
-.
3) Other Testing: The City may permit an employee who has requested a dmg and alcohol test to undergo
testing in accordance with the procedUl'es established by this policy or by State or Federal Law.
4) Treatment Program Testing: The City may request or require an employee to undergo dmg and alcohol
testing if the employee has been referred by the City for chemical dependency treatment or evaluation or is
participating in a chemical dependency treatment program under an employee benefit plan, in which case the
employee may be requested or required to undergo dmg or alcohol testing without prior notice during the
evaluation or treatment period of up to two (2) years following completion of any prescribed chemical
dependency treatment program.
REFUSAL TO UNDERGO TESTING:
1) Job applicants: If a job applicant refuses to undergo drug or alcohol testing requested or required by the
City, no such test shall be given, and the job applicant shall be deemed to have withdrawn the application for
employment.
2) Employees: If any employee refuses to undergo drug or alcohol testing requested or required by the City, no
such test shall be given, and the Human Resources Director shall recommend to the City Administrator that
the employee be discharged from employment on the grounds of insubordination.
3) Refusal on religious grounds: No employee or job applicant who refuses to undergo drug or alcohol testing
of a blood sample upon religious grounds shall be deemed to have refused unless the employee or job
applicant also refuses to undergo dmg or alcohol testing of a urine sample.
PROCEDURE FOR TESTING:
1) Notification form: Before requesting an employee or job applicant to undergo dmg or alcohol testing, the
City shall provide the individual with a form on which to (1) acknowledge that the individual has seen a
copy of the City of Farmington drug and alcohol testing policy, and (2) indicate consent to undergo the dmg
and alcohol testing.
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I
2) Test sample: The test sample shall be obtained in a private setting, and the procedures for taking the sample
shall ensure privacy to employees and job applicants to the extent practicable, consistent with preventing
tampering with the sample, and may include a witness. No test sample shall be taken on the City's premises
and the test sample shall not be taken by the City of Farmington employees.
3) Identification of samples: Each sample shall be sealed into a suitable container free of any contamination
that could affect test results. The sample shall be identified for processing by the licensed testing laboratory.
4) Chain-of-custody: The City shall use a testing laboratory which has established reliable chain-of-custody
procedures to ensure proper recordkeeping, handling, labeling, and identification of the samples to be tested.
The procedures must require the following:
a) possession of a sample must be traceable to the employee from whom the sample is collected, from
the time the sample is collected through the time the sample is delivered to the laboratory;
b) the sample must always be in the possession of, must always be in view of, or must be placed in a
secured area by a person authorized to handle the sample.
-
c) a sample must be accompanied by a written chain-of-custody record; and
d) individuals relinquishing or accepting possession of the sample must record the time the possession
of the sample was transfen'ed and must sign and date the chain-of-custody record at the time of
transfer.
5) Laboratory: All drug and alcohol testing shall use the services of a testing laboratory licensed by the
Commissioner of Minnesota's Department of Health or qualifying under the transitional laboratory
requirements set forth in Minn. Stat., however, no test shall be conducted by a testing laboratory owned and
operated by the City of Fanning ton.
6) Retention and storage: All samples that produced a positive test result shall be retained and properly stored
for at least six (6) months.
7) Test report: The testing laboratory shall prepare a Wlitten report indicating the mugs, alcohol, or their
metabolites tested for and whether the test produced negative or positive results. The testing laboratory shall
disclose that report to the City within three (3) working days after obtaining the final test results.
8) Notice of test results: Within three (3) working days after receipt of the test result report from the testing
laboratory, the City shall inform an employee or job applicant who has undergone drug or alcohol testing in
writing of a negative test result on an initial screening test or of a negative or positive test result on a
confllmatory test. The City shall also inform an employee or job applicant of the following rights pursuant
to Minnesota Stat. 181.953:
a) The right to request and receive from the City a copy of the test result report.
b) The light to request within five (5) working days after notice of a positive test result a confirmatory
retest of the original sample at the employee's or job applicant's own expense. If a confirmatory
retest is conducted in accordance with Minn. Stat. 181.953, Subd. 1 by a licensed laboratory at the
same threshold detection levels as used in the confirmatory test, and the confirmatory retest does not
4
142
result in a positive test result, the City shall reimburse the employee or job applicant the actual cost
of the confirmatory retest in an amount not to exceed $100.00.
c) The right to submit infonnation to the City within three (3) working days after a notice of a positive
test result to explain that result including disclosure of prescription and/or over-the-counter
medications the individual is cUlTently taken or has recently taken.
d) The right of an employee for whom a positive test result on a confirmatory test was the first such
result on a drug or alcohol test requested by the City not to be discharged unless the City has first
given the employee an opportunity to participate in either a drug or alcohol counseling or
rehabilitation program. Participation in a counseling or rehabilitation program will be at the
employee's own expense or pursuant to coverage under an employee's benefit plan. The City may
determine which type of program is more appropriate for the employee after consultation with a
certified chemical use counselor or a physician trained in the diagnosis and treatment of chemical
dependency. The employee may be discharged if he/she has either refused to participate in the
counseling or rehabilitation program, or has failed to successfully complete the program.
Withdrawal from the program before its completion or a positive test result on a confirmatory test
after completion of the program will be considered evidence that the employee failed to successfully
complete the program.
e) The right to be reinstated 'with back pay if the outcome of the confirmatory test or requested
confumatory retest is negative.
f) The right not to be discharged, disciplined, discriminated against, or required to be rehabilitated on
the basis of medical history information revealed to the City concerning the reliability of, or
explanation for, a positive test result unless the employee or job applicant was under.an affllmative
duty to provide the infOlmation before, upon, or after hire.
g) TIle right to access the info~mation in the employee's personnel file relating to positive test result
reports and other infOlmation acquired in the drug and alcohol testing process including conclusions
drawn fl.-om and actions taken based on the reports or other acquired infOlmation.
h) The right of an employee or job applicant, who has received a job offer made contingent on the
applicant passing drug and alcohol testing, to not have the offer withdrawn based on a positive test
result fl.-om an initial screening test that has not been verified by the confirmatory test.
ACTION AFTER TEST:
1) Job applicants: The Human Resources Director will not withdraw an offer of employment made contingent"
on the job applicant passing chug and alcohol testing based on a positive test result from an initial screening
that has not been verified by a confirmatory test. Where there has been a positive test result in a
confinnatory test and in any cOlmnnatory retest, the Human Resources Du'ector will withdraw the
contingent offer of employment if the City determines in accordance with the Minnesota Human Rights Acts
that alcohol or drug abuse or usage: (1) prevents the job applicant from performing the essential functions of
the job in questions; or (2) constitutes a direct threat to property or the safety of others; or (3) otherwise
constitutes a bona fide occupational qualification.
5
143
2) Employees: The City will not discharge, discipline, discriminate against, or request or require rehabilitation
of an employee solely on the basis of a positive test result from an initial screening test that has not been
verified by a confirmatory test. Where there has been a positive test result in a conflrmat01Y test and in any
confIrmatory retest, the City may do the following:
a) First Positive Test Result: Give the employee an opportunity to participate in either a drug or
alcohol counseling or rehabilitation program, whichever is more appropriate. The city through its
Employee Assistance Program may determine which program is more appropriate after consultation
with a certified chemical use counselor or physician trained in the diagnosis and treatment of
chemical dependency, Participation in a counseling 01' rehabilitation program will be at the
employee's own expense 01' pursuant to coverage under the employee's own benefit plan. If the
employee refuses to participate in the counseling or rehabilitation program or fails to successfully
complete the program, as evidenced by withdrawal from the program before its completion or by a
positive test result on a confirmatory test after completion of the program and alcohol or drug abuse
prevents the employee from performing the essential functions of the job in question or constitutes a
direct threat to property or the safety of others or otherwise constitutes a bona fide occupational
qualification, the Human Resources Director will. recommend to the City Administrator that the
.\. employee be discharged from employment.
b) Second Positive Test Result: Where alcohol or drug abuse prevents the employee from performing
the essential functions of the job in question or constitutes a direct threat to property or the safety of
others or otherwise constitutes a bona fide occupational qualification, the Human Resources Director
will recommend to the City Administrator that the employee be discharged from employment.
c) Suspensions and transfers: Notwithstanding any other provisions herein, the City may temporarily
suspend the tested employee with pay for up to ninety (90) days or transfer that employee to another
position (if available) at the same rate of pay pending the outcome of the confinnatory test and, if
requested, the confirmatory retest, provided the City believes that it is reasonably necessaty to
protect the health or safety of the employee, co-employees, or the public.
d) Other misconduct: Nothing in this policy limits the right of the City to discipline or dischat'ge an
employee on grounds other than a positive test result in a confirmatory test, including conviction of
any criminal drug statute for a violation occurring in the workplace.
DATE PRIVACY
The City will not disclose the test result reports and other inf01mation acquired in the drug or alcohol testing
process to another employer or to a third party individual, governmental agency, or private organization without
the written consent of the employee tested, unless permitted by law or court order.
RIGHTSOFEMFLOYEES
An. employee has a right to offer the City a written explanation of a positive test result on a confmnatOlY test
within three (3) working days after notice of the positive test result, and has a right to request within five (5)
working days after notice of a positive test result a confirmatory retest of the original sample at another licensed
testing laboratOlY at the employee's or job applicant's own expense.
APPEALS PROCEDURE
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144
1) Concerning disciplinary actions taken pursuant to tIus drug and alcohol testing policy, available appeal
procedures are as follows: .
a) Temporary employees as defined by the City of Farmington shall have no rights of appeal.
b) Non veterans on probation: An employee who has not completed the probationary period and who is
not a veteran has no right of appeal.
c) Non veterans after probation: A regular employee who has completed the probationary peliod and
who is not a veteran has a right to appeal to the City Administrator no later than fifteen (15) calendar
days of the action, or the employee may utilize the grievance procedure included in the applicable
collective bargaining agreement.
d) Veterans: An employee who is a veteran has a right to appeal to the City Administrator a permanent
demotion (including salary decreases), or a discharge, if the employee submits a notice of appeal
within siXty (60) calendar days of the action, regardless of status with respect to the probationary
period. An employee who is a veteran may have additional rights under the Veterans Preference Act,
Mirmesota Stat. 197.46.
2) All notices of appeal not covered under a collective bargaining agreement must be submitted in writing to
the Human Resources Director, City, Hall, 325 Oak Street, Farmington, MN, which shall provide an
appropliate hearing.
3) An employee who is covered by a collective bargauung agreement may elect to seek relief under the terms
of that agreement by contactulg the appropriate union and initiating grievance procedures in lieu of taking an
appeal to the City Administrator.
GOOD FAITH EFFORT
The City of Farmington will make a continuing good faith effort to maintain a drug-free workplace through the
implementation of its Drug and Alcohol Testing Policy..
I Rev. 2/98
7
145
CITY OF FARMINGTON
NOTIFICATION FORM AND
CONSENT FOR DRUG AND ALCOHOL TESTING
I acknowledge that I have seen and read the City of Farmington Drug and Alcohol Testing Policy.
I hereby consent to undergo drug and/or alcohol testing pursuant to said policy, and I authorize a collection of a urine,
blood and/or breath sample from me for those purposes.
I understand that the procedure employed in this process will ensure the integrity of the sample and is designed to comply
with medicolegal requirements.
I understand that the results of this drug and alcohol testing may be discussed with and/or made available to my
employer, the City of Fal1nington. I further understand that the results of tIus testing may affect my employment status,
as described in the policy.
Other information relevant to the reliability of, or explanation for, a positive test result (if none, write "none"):
Signature
Date
Witness
Date
I hereby refuse to submit to a drug or alcohol test.
I have seen a copy of the Drug and Alcohol Testing Policy of the City and understand that a refusal to submit to testing
may subject me to discipline including, but not limited to, discharge.
Signature
Date
Witness
Date
DATA PRIVACY NOTICE
The information collected pursuant to this Policy is to be used to determine your eligibility for employment and the
performance of certain safety sensitive functions. You are not required to provide the information and submit to the tests,
but your failure to do so will result in the City not considering your application for employment, withdrawing a
conditional job offer made, or recommending that you be discharged from employment, whichever may apply. The
results of the tests pelformed will be private data and will not be released to other employers, governmental agencies, or
persons without written consent of the employee tested, except as provided by regulation and law or pursuant to a cOlllt
order. Only those individuals with a necessity to perform their functions under this policy will have access to the test
results.
8
146
ADMINISTRATIVE POLICY 1.1
JOB POSTING AND RECRUITMENT
Job Posting:
Position vacancies for regular full-time and regular pmt-time positions will be posted on the City
bulletin boards in City Hall for at least five (5) working days prior to filling the vacancy. The
posting will specify title; the natw'e of the work to be perfonned; how to apply; the closing date
for receiving applications; and any other pertinent information.
Recruitment:
The Human Resources Depmtment manages the recruitment process for all regular full-time and
p81t-time positions and seasonal positions to ensure compliance with state and federal laws as
well as City of Fmmington personnel practices. This includes approving all job postings,
advertisements, placing of job advertisements; addendum's to the application and other
recruitment materials. The Human Resources Director or designee will meet with the appropriate
supervisor(s) and/or Depm1ment Director to detelmine the best methods for recruiting.
When the City recruits a position externally, the position will be advertised in selected
newspapers,. periodicals, and newsletters. All externally advertised positions will be advertised in
the City's legal newspaper and be placed on ~e City's website. In addition, the City will send
notices of job openings to professional associations or trade journals, when applicable.
All adveltisements will include job title, the nature of work to be performed, how to apply, the
closing date for receiving applications, and any other pertinent information. All advertisements
will include the statement "EOE" which conveys the City's commitment to equal employment
opportunity.
Promoting from Within:
The City encourages promotion from within existing employee ranks whenever possible.
Promotional opportunities when offered to existing employees will be on a competitive basis,
TIus does not preclude the City fl:om recruitment mId/or selection of applicants outside the City
of Fannington, This policy is not a waiver of job relevant qualifications for the position, nor is it
a guarantee of promotion to existing employees. The City has the right to make the final hiring
decision based on qualifications, abilities, experience, and City needs.
Transfers from Within:
Occasionally an employee will apply to transfer to a vacant position. Transfers, like promotions
m'e offered to regular employees on a competitive basis. This does not preclude the City fl.-om
recruitment mId/or selection of applicants outside the City of Fmm1ngton. This policy is not a
waiver of job relevant qualifications for the position, nor is it a guarantee of transfer to existing
employees. The City has the right to make the fmal hiring decision based on qualifications,
abilities, experience, and City needs.
Eff. 2/98, revised 2/03
147
I
Application Forms:
Applicants must complete the City Application for Employment form and return it to the Human
Resources Office. Each application must be completed and signed by the person applying
(reasonable accommodation will be made). Applicants may be required to submit certificates
from educational and training institutions, military discharge information, physical ability
information, and reasonable proof of any statements made on the application. Unsolicited
applications will be kept on file for a period of six (6) months.
Equal Employment Opportunity:
All posting and recruitment will comply with the City's policy on Equal Employment
Opportunity.
Eft: 2/98, revised 2/03
148
ADMINISTRATIVE POLICY - 1.2
EMPLOYEE SELECTION AND BACKGROUND CHECKS
The City of Farmington selects the best qualified person for each available position from among
applicants who have proper qualifications. Evaluation of qualifications is based solely on job-
related criteria. In no case is selection based on race, color, sexual orientation, gender, marital
status, political affiliation or any other factor not related to the duties and responsibilities of the
position.
Selection:
The Human Resources Director manages the selection process to assure compliance with state
and federal laws as well as City of Farmington personnel practices. This includes reviewing
applications, approving training and experience rating forms, reviewing interview questions,
Wli.tten exercises and any other selection process pli.or to its being used. The Human Resources
Director will meet with the appropriate supervisor(s) and/or Department.Director(s) to determine
the best selection process f01~ open positions.
Examples of Selection procedures may include but are not limited to:
. An evaluation of knowledge, skills and abilities listed on the Application for
Employment and any addendum, resume or other submitted material
. Structured interviews
. Written response to questions
. Written examinations
. Role plays and/or presentations
. Physical agility examinations
. Reference checks and discussion with fonner employers
. Managedal profiles
. Medical examinations, driver's license checks, and background checks
Disqualification of Applications:
The Human Resources Director, Supervisor, and/or Department Director may disqualify any
application which indicates on its face that the applicant does not possess the minimum
qualifications required for the position. Applications shall also be disqualified after they have
been on file for six (6) months. Additionally, applications will be disqualified at any time if the
applicant fails to appear at the place and time for an interview or examination.
False Information:
Any applicant who gives false or misleading information on an application form, cheats on an
examination, or falsifies a statement, certificate, or evaluation will not be considered for
employment. Fraud or attempts to commit fraud will be cause for the City to refuse to hire an
applicant.
Effective 2/98
149
1
Reference Checks:
The City conducts reference checks prior to making ajob offer for all regular employees. This
may include inquiries into all statements contained on the application for employment or made
during the selection process, including, but not limited to:
1. Former employers for information concerning employment, ability, experience, and behavior
on the job.
2. Records maintained by an education institution relating to academic performance such as
transcripts.
Bacl~round Checks:
The City conducts background checks at the finalist stage or after a conditional job offer has been
made for all positions. This may involve a computerized history check through the State of
Minnesota or Dakota County to insure there are no relevant felony, gross misdemeanor, or
misdemeanor convictions, a warrant check to insure there are no warrants for arrest, and a
driver's license check to insure that the applicant has a valid driver's license and the status of
their driving record (if applicable). If something in the applicant's background makes them
ineligible for employment, the City will withdraw the job offer at that time. Background checks
are conducted by the Police Depw.1ment.
Selection Decision:
The City shall make hi1ing decisions based on qualifications, job lmowledge, abilities,
experience, and City needs. Offers of conditional employment shall be made by the Human
Resources Director, with the terms of employment made in writing to the candidate including
rate of compensation, effective date of hire, job title, probationary requirement, notice of drug
and alcohol testing, etc. The Human Resources Director shall make a recommendation of hiring
to the City Administrator. Upon the Administrator's review and approval, an administrative
recommendation will be forwarded to the City Council for ratification ofthe appointment.
Veteran's Preference:
The City complies with veteran's preference requirements in its selection procedures in
accordance with State and Federal Statutes.
Personal Action Form:
An approved employment decision is submitted to the Human Resources Director on a Personnel
Action Form (PAF), signed by the appropriate depw.1ment director. The PAF provides the
Human Resources Director with authority to enroll the new employee in benefit programs and
issue pay checks.
Contacting Unsuccessful applicants:
The City will attempt to notify every applicant of the employment decision. This will be done
through the Human Resources Office.
Effective 2/98
150
2
ADMINISTRATIVE POLICY 1.3
NEW EMPLOYEE ORIENTATION
New employees are provided orientation and training covering job duties, pay, benefits, safety,
personnel policies, and department work procedures. Orientation is essential for assuring that
new employees fully understand what is required of them and what they can expect as a City
employee.
Orientation:
On the first day of employment, new employees will meet with Human Resources to:
1. Fill out all new hire forms
2. Learn about and emoll in benefit programs
3. Review administrative policies
4. Be provided with other information pertinent to employment with the City.
The immediate supervisor will be responsible for introducing all new employees to their
department. TIns includes:
1. Tour of department and introductions
2. Discussingjob duties, expectations and work rules
3. Showing work areas
4. Demonstrating equipment
5. Reviewing safety procedures
6. Discussing work hours, breaks and lunch
7. Discussing procedures for requesting time off
8. RepOliing absences and tardiness
9. Telephone procedures
10. Time sheets
11. Parking
12. Other information important to the employee
Revised 2/03
151
ADMINISTRATIVE POLICY 1.4
PROBATIONARY PERIOD
The probationary period is regarded as an integral part of the hiring process and is used for evaluating an
employee's work pelfomlance, allowing the employee to adjust to a new position, and for dismissing any
employee who is not capable of meeting minimum pelformance standards.
The City requires all regular employees to serve a probationary period of employment whether it is for a new
position, a promotion, a transfer, or a demotion. During this tnne, employees have the opportunity to show
then' ability to meet the standards of work pelformance while they get to know the job and co-workers.
Length of Probation:
All newly hired or promoted regular, full-time employees will serve a six (6) month probationary period.,
with the exception of police officers who shall serve a one (1) year probationary period. All newly hired or
promoted regular part-time employees shall serve a probationary pedod equal to one thousand, forty (1040)
hours.
Probation for an individual employee may be extended up to an additional six (6) months by the City
Administrator upon recommendation by the Department Director and the Human Resources Director. In
addition, probationm:y periods may be extended by.absences from work such as an unpaid leave of absence.
Completion of Probation:
Employee performance is evaluated throughout the probationary period. Informal discussions and a formal
performance evaluation al'e scheduled to reinforce good pelfOlmance and discuss areas that need
improvement.
Prior to completion of the probationary period, the supervisor and/or department director must review the
pelformance of the probationary employee and the Human Resources Director of then' recommendation to
retain or dismiss an employee. The employee will automatically become a regular employee if no
recommendation to the contrary is submitted.
A performance evaluation is done upon completion of an employee's probationaty period and a Personnel
Action Notice submitted to Human Resources, confirmhlg the successful completion of the probationaty
period and change in status, with copies to the employee and the employee's personnel file.
Termination during Probation:
If it becomes apparent that an employee is not capable of meeting minimum perfonnance standards,
employment may be terminated prior to the end of the probationaty period at the discretion of the City. If an
employee is unable to meet the minimum perfOlmance standards, the supervisors should consult the Humatl
Resources Dn'ector as soon as possible regarding termination procedures.
Eff. 4/07
152
ADMINISTRATIVE POLICY 2.5
EMPLOYEE CONDUCT
It is important for all employees to work together and behave in a manner that promotes the efficient
operation of the City and ensures a safe, harassment free and pleasant work environment.
Behavior that SUppOltS this philosophy includes, but is not limited to:
. Being at the work station ready to work at the start of the scheduled shift.
. Notifying the supervisor when absent from work or unable to report to work on time.
. Following all City safety and health regulations.
. Treating all customers, co-workers and visitors with an efficient, pleasant, service-oriented attitude.
. Refraining from offensive or undesirable behavior.
Behavior that does not promote an efficient, pleasant, harassment-free work environment is prohibited
and may .result in disciplinary action up to and including dismissal fl.'om City employment and may be
prosecuted to the full extent allowed by law. The following examples of inappropriate behavior are
intended to provide employees with some general insights into behaviors that the City considers
unacceptable in the workplace:
. Theft or unauthorized removal of possessions of City property.
. Falsification of timekeeping or other City records.
. Working under the influence of alcohol or illegal drugs.
. Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace, while on
duty, while on City premises or while operating employer-owned vehicles or equipment.
. Fighting or threatening violence in the workplace.
. Any type of physical or verbal abuse including sabotaging another's work.
. Maldng malicious, false and/or harmful statements about others.
. Publically disclosing another's private or confidential inf01111ation
. Negligence or improper conduct leading to damage or loss of employer-owned or customer-owned
property.
. hlsubordination or other disrespectful conduct.
. Violation of health or safety rules.
. Sexual or other unlawful or inappropriate behaviors including comments or remarks that contributes
to a hostile work environment.
. Possession of dangerous or unauthorized weapons in the workplace.
. Unauthorized use of employer-owned facilities and/or equipment including phones, mail, inte1'l1et and
email.
. Conduct in private life that brings disci'edit upon the municipal service.
. hlefficiency or incompetence in the peifonnance of job duties.
153
ADMINISTRATIVE POLICY - 1.7
DISCIPLINE
A City of Farmington requu'es standards of conduct and behaviors which best ensure that the citizens
of Fannington will receive quality, cost effective, and responsive local government services. Whenever
the work habits, productivity, or personal conduct of an employee falls below a desirable standard, the
supervisor should speak to the employee at the time the offending behavior is observed, and
communicate the types of actions necessary to correct any deficiencies.
The objective of this policy is to .establish a standard disciplinary process for all employees of the City
of Farmington. 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, standards of conduct and
applicable City policies.
Human Resources Director:
The Human Resources Director should be used as a resource for any disciplinary action and should be
contacted by the supervisor and department director prior to implementing any discipline.
Equal Opportunity Employment: Discipline may not result in discrimination based on race, color,
creed, religion, national origin, sex, marital status, sexual orientation or identity, disability, age, status
with regard to public assistance or veteran status.
Process:
The City may elect to use progressive discipline with any employee. There may be circumstances that
wan'ant deviation from the suggested order or where progressive discipline is not appropdate. Nothing
in these personnel policies implies that any City employee has a property right to the job he/she
performs.
Examples of conduct warranting discipline includes, but is not limited to, the following:
1. Incompetence, inefficiency, or gross neglect in the perfOlmance of duties.
2. Sleeping or inattention on the job.
3. Dishonesty in the performance of duties.
4. Carelessness and/or negligence in the handling or control of municipal property or property
entrusted to the employee of the City.
5. Theft or intentional destruction of City property or another employee's property.
6. Failure to comply with safety rules, regulations and/or City safety procedures.
7. Deliberate or careless conduct endangering the safety of other employees.
8. Making threats or violence against a co-worker (including the provoking of or instigating a fight
during working tune or on the City premises).
9. Possession of fireanns or other weapons in a City vehicle or while on the employer's premises,
except for swom police officers or other City employees acting within the scope of their
employment.
10. Sexual harassment or other offensive behavior.
11. Chronic Absenteeism.
Eff. 1/08
155
12. Providing false or misleading information on an application form, cheating on an examination,
falsifying a statement, certificate or evaluation.
13. Intentional falsification of personnel records, time sheets or other City records or reports.
14. Violation of or fi.'aud regarding the provisions of the Administrative Policies.
15. Soliciting political contributions :fl.'om municipal employees, and engaging in political activities on
or with City property and/or on City time.
16. Conduct impairing the efficiency of the City.
17. Conviction of a criminal offense.
18. Violation of any lawful or official work lUle, regulation or City ordinance.
19. Immoral or indecent conduct while on duty.
20. Actions, conduct or behaviors in personal life which negatively impact the employee's ability to
perform the essential functions of his/her job responsibility, i.e. loss of vehicle license which
prevents the employee from performing essential duty functions.
21. Reporting for work and/or working while under the influence of alcohol, drugs, or other controlled
substance; and/or any violations ofthe DlUg & Alcohol Testing Policy.
22. The use of offensive conduct or language toward the public, municipal officers, or employees.
23. Inducing or attempting to induce a person, officer or employee of the City to commit an unlawful
act or to act in violation of any lawful and reasonable official regulation or order.
24. Failure to report to work, refusal to work as assigned and directed, or other insubordination, unless
such instlUctions are injurious to the employee's safety or health.
25. Acceptance of a gift under circumstances from which it could be infen-ed that the giver expected or
hoped for prefen-ed or favorable treatment in the conduct of City business.
26. Unapproved use of paid work time, facilities, equipment, and/or City vehicles in outside
employment or for personal benefit or gain.
27. Other incidents which violate any work rules, standard of conduct, City policy or local, state or
federal law .
Discipline Steps:
The following are descriptions of the types of disciplinary action.
Verbal Warning:
This measure will be used where informal discussions with the employee's supervisor have not
resolved the matter. All supervisors have the authority to impose verbal wal11ings. A verbal warning
should include the following:
1. An explanation of the nature of the violation and the behavior or results expected.
2. The consequences of a repeat violation pr continuing inappropriate behavior.
3. The employee's response to the verbal reprimand.
4. A record of the conversation must be made by the supervisor for future reference. A copy of the
Record of Verbal Warning must be completed for each warning given.
5. FOlward the completed Record of Verbal Warning form to the Human Resources Director.
Written Reprimand:
A written reprimand is more serious and may follow a verbal reprimand when the problem is not
corrected or the behavior has not consistently improved in a reasonable period of time. Supervisors, in
Eff. 1/08
156
consultation with the department director, have the authority to impose written reprimands, A written
reprimand must include the following:
1. A written memo to the employee from the supervisor explaining:
. The nature of the violation and the behavior or results now expected.
. The previous verbal warning, if one was given.
. The consequences of a repeat violation or continuing inappropriate behavior.
2. The employee should sign a photocopy of the wdtten reprhnand acknowledging that they have
received the original copy. This does not mean that the employee agrees with the reprimand, only
that they have received it.
3. The employee's written response to the written reprimand (if any).
4. Forward the signed written reprimand to Human Resources to be placed i.n the employee's
personnel file.
Suspension:
",.
The City Ad111i~!strator, or the department director with the conCUlTence of the City Administrator and
Human Resource Dh'ector, may suspend an employee with or without pay. Suspension without pay
may be followed with immediate dismissal as deemed appropriate by the City Council, except in the
case of veterans. Qualified veterans will not be suspended without pay in conjunction with termination.
A suspension must include the following:
1. A written memo to the employee either prior to the suspension or shortly thereafter from the
depmirnent head or City Administrator explaining:
. The nature of the violation and the behavior or results now expected.
. The previous steps of discipline, if any.
. The effective time oftlle suspension.
. Procedures upon returning to work.
. The consequences of a repeat violation or continuing inappropriate behavior.
2. The employee should sign a photocopy of the suspension notice acknowledging that they have
received the original copy. This does not mean that the employee agrees with the suspension, only
that they have received the notice.
3. The employee's written response to the suspension (if any).
4. Forward the signed photocopy of the suspension notice to the Human Resources Director.
Termination:
The City Administrator, upon review of past disciplinary action taken, if any, and in consultation with
the Department Director and the Human Resources Director, may recommend termination of an
employee subject to ratification by the City Council. A termination should include the following:
1. A written memo explahnng:
. The nature of the violation.
. The summary of all the previous steps of discipline, if any.
. The effective date of the dischm'ge.
. Procedures for termination, including the exit interview.
Eff. 1/08
157
2. The employee should sign a photocopy of the termination notice acknowledging that they have
received the original copy. This does not mean that the employee agrees with the termination, only
that they have received the notice. In the event the notice is mailed to the employee, a signed
acknowledgment is unnecessary.
3. The employee's written response to the termination (if any).
4. An explanation of the City's "Hearing" procedw'e (see below).
5. FOlward the signed photocopy of the telmination notice to the Human Resources Director.
6. Complete a "Personnel Action FOlm" authorizing termination of the employee.
Other Disciplinary Action:
The City Administrator, or the department director with the conCWTence of the City Administrator and
the Human Resources Director, may use some other fOlm of discipline action such as involuntary
demotion, forced transfer to a comparable position 01' withholding a salary increase in lieu of a
suspension or termination. Other disciplinary action notices should include the following:
1. A written memo explaining:
· The nature of the violation.
· The swmnary of all the previous steps of discipline (if any).
· The effective date of the action.
· The consequences of a repeat violation or continuing inappropriate behavior.
2. The employee should sign a photocopy of the notice acknowledging that they have received the
original copy. This does not mean that the employee agrees with the disciplinary action, only that
they have received the notice.
3. The employee's written response to the disciplinary action (if any).
4. An explanation of the City's "Pre-termination Hearing (Loudermill)" procedure (see below).
5. Forward the signed photocopy of the disciplinary action notice to the Human Resources Director.
6. In the event of a demotion or forced transfer, complete a Personnel Action Form authorizing the
action.
Demotions and transfers are required to complete a probational'y period. For additional information on
probationary periods, see the Probationary Policy.
Exceptions to Procedures:
In some instances all of the steps listed above may not be praotical and are not required to be included
in the process. The City reserves the right to make exceptions to these procedures.
Hearing:
After receiving notice of suspension, recommendation of telmination, or other disciplinary action
(excluding oral warnings), an employee has the right to request a hearing before the City
Administrator. The employee must request the hearing within five (5) working days after receiving the
disciplinary notice. The disciplinary action may take place prior to the employee requesting a hearing.
Following the hearing, the City Administrator will prepare a written decision which will be mailed or
given to the employee (depending on the circumstances). The City Administrator's decision, with the
exception of a recommendation of termination action which is subject to final ratification by the City
Council, will be the final decision of the City.
Eff. 1/08
158
Grievances:
The employee has the right to file a grievance in accordance with City policy or Collective Bargaining
Agreement.
Responsibility for Documentation:
Documenting each step of the progressive disciplinary process is the supervisor's responsibility. Files
should be accurate and up-to-date. The Human Resources Director shall oversee the administration of
the disciplinary process and shall be consulted by the supervisor to ensure compliance with the
disciplinary process.
Eff. 1/08
159
CITY OF FARMINGTON
RECORD OF ORAL WARNING
Name of Employee:
Job Title:
1. Nature of Infi:action
2. Specific Rule Violated
3. Date of Infi:action
4. Date of Oral Warning
5. Were the rules/expectations previously communicated to the employee?
When?
6. Did the employee understand the rules/expectations?
7. What correct behavior/necessary results have you now requested of the employee?
8. What will be the consequences of repeat violations ofunremedied deficiencies?
9. What is the employee's response/explanation?
10. Did you explain the City's grievance procedure to the employee?
Supervisors Signature
Job Title
Department Director Signature
F011'vard this completed/orm to Human Resow'ces
Eff. 1/08
160
CITY OF FARMINGTON
GUIDELINES FOR WRITTEN REPRIMAND
Every Letter of Written Reprimand should contain the following information:
Name of the Employee
Job Title
Nature of the InD:action
Specific Rule Violated
Date of Infraction
Date of Written Rep11mand
If tins is a continuation of previous deficiencies, provide the dates of previous infractions.
Explanation as to why the violation or deficiency is unacceptable
Date(s) of previous oral warnings or other discipline, ifany.
Information on how to improve performance/conduct
Supervis9r's Signature and Job Title
Departmeht Director Signature and Date
Employees Signature
Date of Employee's signature
Eff. 1/08
161
Tl:rl.spolicy has been eliminated
baSed, on the advice of the City
'::'..r:,,;.<'-:. . '
Attorney.
ADMINISTRATIVE POLICY - 1.6
GRIEVANCES
TIns policy hereby establishes a uniform procedure for allnonorganized employees for resolving
grievances, consistent with Minnesota Statutes.
When an employee is aggrieved witll wage, hours, or conditions of employment and such
grievance is not controlled by Federal law, Statute, or collective bargaining agreement, the
following process shall be used as a means of fonnally resolving any outstanding issues.
Information concerning an employee grievance will be handled as discretely as possible. The
grievance will be discussed with only those individuals involved in processing the grievance.
1) Grievance Initiation. The employee shall submit his/her grievance in writing to the
immediate supervisor, with copies to the Department Head and the Human Resources
Director within twenty-one (21) calendar days after such alleged violation has
OCCUlTed. If the employee's grievance concerns the immediate supervisor, the
employee shall be pelmitted to discuss the problem with the Department Head or the
Human Resources Director. The grievance shall be dated, shall state the nature of the
grievance, the date the grievance occurred, and identify how the employee feels the
grievance can be resolved in a satisfactory manner. Within five (5) working days
after the date of the grievance submittal, the supervisor shall hold a preliminary
meeting with the employee to discuss the grievance. The date of such meeting shall
be documented by the supervisor.
2) Step 1 Decision. Within five (5) working days of the preliminary meeting, the
immediate supervisor and the Human Resources Director shall confer to discuss the
grievance. A Step 1 Decision shall be issued by the immediate supervisor to the
employee, with copies to the Department Head and the Human Resources Director. If
the immediate supervisor does not respond with a Step 1 Decision within the time
allowed, the grievance shall automatically proceed to a Step 2 Decision. If the
employee does not respond to the Step 1 Decision within five (5) working days, the
grievance shall be deemed to be resolved and closed.
3) Step 1 Appeal. The employee may appeal the Step 1 Decision in writing to his/her
Department Head within five (5) working days after receiving the decision. Within
five (5) working days after receiving such appeal, the Department Head shall meet
with the immediate supervisor, the Human Resources Director, and the employee to
consider the grievance.
4) Step 2 Decision. Within five (5) working days of the Step 1 Appeal meeting, the
Department Head, in consultation with the Human Resources Director, shall issue a
Step 2 Decision to the employee in response to the Step 1 Appeal, with copies to the
City Administrator and the Human Resources Director. If a Step 1 Decision was not
given by the immediate supervisor, a Step 2 Decision will be provided to the
Eff. 10/97
163
employee within 20 working days of the preliminary meeting date held between the
immediate supervisor and the grievant. .
5) Step 2 Appeal. The employee may, within five (5) worldng days, appeal tile Step 2
Decision in writing to the City Administrator. Copies of the Step 2 Appeal shall be
sent to the Department Head, and the Human Resources Director. The employee's
appeal shall identify issues of concern that, up to this point, have still not been
addressed or been satisfactorily resolved. Within five (5) working days of receipt of
the employee's appeal, a Management Grievance Conference shall be convened by
the City Administrator. The Administrator, Department Head, and the Human
Resources Director shall meet to discuss and review the grievance. Within five (5)
working days after tins meeting, the City Administrator and Human Resources
Director shall meet with the employee to consider the grievance.
6) Step 3 Decision. Within five (5) working days from this meeting, the City
Administrator shall issue a Step 3 Decision in response to the employee's grievance.
This decision cannot be appealed intemally.
7) Step 4 Arbitration Process. If the matter remains unresolved at this point, the
employee shall have seven (7) calendar days after the Step 3 Decision to file in
writing to the City Administrator his/her intention to submit the matter to arbitration.
The employee shall designate Ol1e arbitrator, the City Administrator shall designate
one, and the third shall be designated by the two previously designated. All
reasonable and customary costs incUlTed by the three arbitrators within the twin cities
metropolitan area shall be shared equally between the City and the employee. By
mutual agreement, the employee and the City Administrator may request the State
Bureau of Mediation Services to appoint a single arbitrator to heal' the case. The
arbitrator's decision will be final and binding on all parties.
8) City Representation. The City Administrator shall authorize the method of City
representation at all Arbitration Hearings.
Decisions on grievances will not be precedent setting or binding on future gdevances. Whenever
possible, the decisions will be retroactive to the date of the employee's official complaint.
Inquiries by management personnel on appropriate management/labor relations practices,
contract grievance procedure administration, and/or general human resources practices within
their department shall first be directed to the Human Resources Director prior to outside
consultation. Management of this grievance process shall be administered by the Human
Resources Director. If at any point in tins process, the glievance is not taken to the next step by
the employee within the specified time frame, it shall be deemed waived, and satisfactorily
resolved.
Eff. 10/97
164
ADMINISTRATIVE POLICY 06
CREDIT CARD USE
Puruose
To establish the policy and procedure for purchasing goods and services using a credit card
issued in the City's name consistent with the authOlity and restrictions specified in state law
(M.S. 471.382).
Guidelines
The City credit card is intended for purchases needed for City operations. Efficiencies gained
tlrrough the use of credit cards are:
. Less time required at the point of sale with retailel's.
. Purchases may be made over the intemet, resulting in lower costs.
. Reservations can be made and held with travel and hospitality vendors.
. The total nUlnber of checks written is reduced.
The Finance Director will determine which personnel will be assigned credit cards. Credit cards
will be issued only when it is clear that tIley will create efficiencies in the normal purchasing
process. Each card issued will bear the name of the City of Farmington and the individual
cardholder. The employee whose name is on the card is the only one authorized to use that card.
The City credit card (not a personal card) should be used for any City business requiring the use
of a credit card.
It is the responsibility of the individual cardholder to:
1. Ensure that no one else uses the card.
2. Ensure that the card is used only for legitimate City business expenditures in
accordance with the cardholder's job duties. Personal charges incurred as a
part of travel costs can be included and later reimbursed to the City.
3. InsUl'e that City pUl'chasing guidelines with respect to quotations and bids are
followed.
4. Maintain all supporting documentation associated with credit card purchases
(receipts, confirmations, purchase orders etc.) with expenditures properly
coded and approved by the department. Deliver such documentation to the
Finance Department - Accounts payable as soon as feasible, but no later than
the 15th of the month. Documentation must be available to match to the credit
card statement for the appropriate month.
5. Contact the Finance Department (or tile Credit card company during off
hours) immediately, ifthe card is lost or stolen.
6. Any personal charges on the card eitIler made inadvertently or as part of travel
expenses must be reimbursed to the City at the time the documentation is
submitted to the Finance department.
Eff. 6/03
165
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 unauthOl1zed
use of the credit card, as specified in Minnesota Statutes 471.382.
Administration
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 be subject 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 time of separation.
Eff. 6/03
166
ADMINISTRATIVE POLICY - 1.13
NEPOTISM
Purpose
The purpose of tins policy is to set forth the definition and conditions of the employment of
relatives of City employees. It is intended that this policy shall protect both the employees and
the City from unfounded accusations of favoritism.
Policy
~1' Applicants for any regular or temporary position shall not be selected for City employment if any
of the followj.ng exist:
1) Where one employee will supervise, evaluate, or participate ill disciplinary action
effecting another member of their family.
2) Where one employee will be responsible for auditing the work of another membel' of
their family.
3) Where confidentiality of the City would be compromised.
4) Where a conflict of interest would arise D:om such employment.
For this policy, a person shall be regarded as being a relative of an employee if the person's
relationship with the employee is that of parent, step-parent, child, step-child, siblings~ step-
siblings, husband, wife, mother-in-law, father-in-law, brother-in-law, sister-in-law, grandparents
01' grandchild.
I
i.
I
I
I:
Eff. 4/04
167
ADMINISTRATIVE.POLICY - 2.1
WORKING HOURS AND ATTENDANCE
The City of Farn1ington establishes working hours as required by the work load and department
requirements, citizen needs and the efficient management of personnel services. Employees are
expected to be in attendance during all scheduled hours of work. Typical office hours are 8:00
a.m. to 4:30 p.m., Monday through Friday. For employees in the Public Works area typical work
hours are 7:00 a.m. to 3:30 p.m., Monday through Friday. Work hours may vary and include
evenings and weekends depending on the position, season and department.
The regular work week consists of forty (40) hOUl'S, plus a ~ hour each day of uncompensable
time for lunch. Each employee's job is important and regular attendance is mandatory.
Employees are expected to work the nOlmal hoUl"s and minimum number of hours per week as
established for their position by their respective department heads.
Service to the public may require the establishment of work schedules other than the normal 8:00
a.m. to 4:30 p.m. work day or the nOlmal Monday through Friday work week. The City will give
seven (7) days notice to employees when a change in shift is to occur (for liquor store employees,
this advance notice will be provided whenever practicable). In the event that work is required
because of unusual or emergency circumstances, no advance notice need be given.
Employee Responsibility
Employees are required to notify their supervisor as determined by depmiment policy, or no less
than sixty (60) minutes from tIleir normal starting time, if they are unable to come to work or if
they will be late for work.
Limited Flex Time
Department Directors are authorized, but not required, to approve flex-time scheduling for
employees under the following conditions:
1) Office Hours must be maintained for the general public between the hours of 8:00
a.m. and 4:30 p.m.
2) There is no significant effect on the efficiency of the depmiment.
3) Depmiments continue to provide lngh quality customer service to citizens.
4) The regular work schedule for office employees does not begin before 7:00 a.m. nor
extend later than 6:00 p.m.
i
!
Eff. 1/08
168
ADMINISTRATIVE POLICY - 2.2
LUNCH AND REST BREAKS
Pursuant to state law, the City of Farmington provides two separate fIfteen (15) minute rest
breaks during each work day, plus a ~ hour per day of non-compensable time for lunch. If the
work day exceeds eight (8) hours, rest breaks are usually scheduled at the rate of one break for
each fom (4) hours worked over the normal work day. Regular part-time employees are provided
with one 15 minute rest break for each four (4) hours of work time per day.
Rest breaks may be combined in the first or second half of the shift or combined to be taken with
the nonnallunch break as approved by the Department Director and contingent upon altemative
staff coverage during the lunch brealc (see procedures).
There are operational requirements within the City that do not afford an employee time away
from their respective work areas (i.e., Liquor Stores and Arena). Consequently, staff is typically
required to pelform their job duties during the course of a rest break as circumstances WalTant.
Therefore, these lunch breaks shall be compensated as pal1: of a regular eight (8) hour shift.
Procedure
Lunch breaks must be scheduled in such a manner as to ensure continuity of service and should
be scheduled so that a department is not left unattended during nOlmal business hours. Prompt
and convenient customer service shall be tile main consideration at all times.
In. general, the length of the workday cannot be shortened by elinlinating rest breaks or lunch
periods. In special circumstances, Department Directors have the authority to authorize this on
an occasional basis as long as regular department operations remain unaffected.
Eff. 2009
169
ADMINISTRATIVE POLICY 6.16
Exempt Employees - Flexible Scheduling and Paid Leave Usage
The City of Fmmington has classified each position as either exempt or non-exempt in
accordance with State and Federal employment law. An exempt employee is exempt from
overtime and paid for the position responsibilities not for hours worked. The following
pm"agraphs outline the policy and procedure for using accrued leave if you are an exempt non-
bargaining employee. Exempt employees within a collective bargaining unit should refer to the
appropriate contract language within the collective bargaining agreement.
Because exempt employees are paid for the duties they perform, they have more flexibility in
their work schedules which affects how paid leave is used. The policy and procedure listed
below should be followed when using paid leave. This information is in addition to the
procedures that may be outlined in the Vacation and Sick Leave policies.
1) An exempt employee must inform his/her supervisory of any absence.
2) An exempt employee does not have to use accrued leave in the case of partial day
absences.
3) An exempt employee must use accrued leave iftIley will be out of the office for a full day
for personal reasons (sick, vacation).
The following are examples of how to record time as an exempt employee:
If an employee takes 2 hours off for a Doctor's appointment, he/she does not need to record this
time as paid leave. If an exempt employee works any pm1: of a day, that exempt employee will
be paid for that day. This includes flexing a work schedule to accommodate for evening or
weekend hours.
If an exempt employee talms vacation and leaves at noon (12:00 p.m.) on Thursday and ta!ces
Friday off, tIlen the employee would record eight (8) hours of vacation on the leave usage form
(Exempt Timesheet).
If an employee talces a week or more of vacation and it does not include any pm1:ial days, then all
that time should be recorded as vacation.
If a person 8lTives late due to a sick child, no paid leave is recorded. If that person takes the
whole day off to C81'e for the sick child, then eight (8) hours of sick leave should be recorded.
170
ADMINISTRATIVE POLICY 6.12
BONE MARROW DONATION LEAVE
Pursuant to the Minnesota Bone MalTow Donation Leave Act, Minn. Stat. 181.945, employees
are eligible for a maximum of forty (40) hours of paid leave to undergo a medical prOCedUl"e to
donate bone marrow. This leave is available to all employees who work an average of twenty
(20) hours or more per week.
Employees must do the following:
1) Notify Supervisor and Human ReSOUl"CeS Director about the leave; and
2) Provide a medical certification by a physician as to the purpose and length of each
leave requested.
If it is determined that the employee does not qualify as a bone marrow donor, paid leave granted
prior to the medical detelmination is not forfeited.
171
ADMINISTRATIVE POLICY - 6.5
JURY OR WITNESS DUTY
An employee required to serve as a juror or under subpoena as a witness in court will continue to
receive their regular pay.
For paid on-call fIre fIghters, jury or witness duty will not be counted in their call attendance
percentage.
Pl.ocedures
Any compensation received for jury 01' witness duty will be turned over to the City Finance
Department less expenses allowable by law.
Employees summoned to serve on a jury or as a witness are to notify their supervisor
immediately in order to provide time to make work assignments to cover their duties.
When employees are excused from jury/witness duty dUl1ng their regular working hours, they are
expected to retum to work if practicable.
Eff. 3/99
172
ADMINISTRATIVE POLICY - 6.15
Voting Leave
Every employee who is eligible to vote in an election has the right to be absent from work for a
reasonable time during the morning of election for the pUl-pose of voting. Elections covered by
this section include a regularly scheduled state primary or general election, an election to fill a
vacancy for a U.S. senator or representative, or an election to fill a vacancy for a state senator or
representative.
173
ADMINISTRATIVE POLICY - 6.7
THE FAMILY AND MEDICAL LEAVE ACT
(FMLA)
Pursuant to the Family and Medical Leave Act (FMLA) of 1993 as revised effective January 2009, the
City provides up to 12 weeks of unpaid leave in a 12-month period to eligible employees for specified
family and medical reasons.
DEFINITIONS:
Eligible Employee: To be eligible for FMLA benefits, an employee must have been employed by the
City for at least one (1) year and have worked a minimum of 1,250 hours within the previous 12 month
period.
Qualifying Event: FMLA leave will be granted to an eligible employee for any of the following reasons:
1) Birth of a child or placement of a dependent child with the employee for adoption or foster
care and in order to care for that child; or
2) a serious healtIl condition of the employee (see definition below); or
3) To care for care for an employee's dependent child, spouse, or parent suffering from a serious
health condition.
4) Qualifying exigency leave for families of military member of tile National Guard and Reserves
when the covered military member is on active duty or called to active duty in support of
contingency operation.
Dependent Child: An individual under the age of 18, or 18 years or older but incapable of self-care
because of mental or physical disability, or under 20 years old, and still in secondary school that is the
legally recognized responsibility of the employee as natural parent, foster parent, or court-appointed
guardian.
Serious Health Condition: An illness, injury, impairment, or physical or mental condition that involves
inpatient care in a hospital, hospice, or medical care facility; or continuing treatment by a health care
provider. As a result of this condition, the employee is deemed unable to perform the essential functions
of hislher position or prevents the qualified family member from participating in school or other daily
activities.
Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity
of more than 3 consecutive calendar days combined with:
. at least two visits to a health care provider, within 30 days of the first day of incapacity, unless
extenuating circumstances exist, whether the first in person treatment takes place within seven
days of the fIrst day of incapacity, or
. one visit and a regimen of continuing treatment where the in person treatment takes place within
seven days of the first day of incapacity.
Eff. 112009
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175
Qualifying exigency leave for families of military member of the National Guard and Reserves: An
employee whose spouse, son, daughter or parent either has been notified of an impending call or order to
active military duty or who is already on active duty may tal(e up to 12 weeks of leave for a qualifying
. exigency related to or affected by the family member's call-up or service. The qualifying exigency must be .
one of the following: 1) short-notice deployment, 2) military events and activities, 3) child care and school
activities, 4) financial and legal arrangements,S) counseling, 6) rest and recuperation, 7) post deployment
activities and 8) additional activities that arise out of active duty, provided that the employer and the
employee agree, including agreement on timing and duration of the leave.
Military Caregiver Leave: An eligible employee is entitled to up to twenty-six (26) weeks in a single
twelve (12) month period to care for a spouse, son, daughter, parent, or next of kin covered service
member with a serious illness or injury incurred in tile line of duty on active duty that may render the
servicemember medically t111fit to perform his or her duties for wInch the servicemember is undergoing
medical treatment, recuperation, or therapy; or is in outpatient status; or is on the temporary disability
retired list. Next of kin is defined as the closest blood relative of the injured or recovering service
member. A covered servicemember is a current member of the Armed Forces, including a member of the
National Guard or Reserves.
Key Employee: An employee who is salaried, and is among the lnghest paid 10 percent of all saladed
and non-salaried employees. In determination of this status, the yem.-to-date emnings as of the date leave
is requested shall be used in the employer's computation.
Health Care Provider: A doctor of medicine or osteopathy who is authorized to practice medicine or
surgery by the State in which the doctor practices, including a physician assistant authorized to practice
under the state law and performing within the scope of their practice as defined under state law.
Leave Certification Request: The City requires certification for a serious health condition. The
employee must respond to such a request within fIfteen (15) days of the request or provide a reasonable
explanation for the delay. Failure to provide certification may result in a denial of continuation leave.
Medical celiification will be provided using the Depmim.ent of Labor (DOL) certification forms. If the
City fmds a certification to be incomplete or insufficient, the City shall state.in writing what additional
information is necessary to make the celiification complete and sufficient and provide the employee witIl
7 calendar days to cure any deficiency. If the deficiencies are not cured, the City may deny the taking of
FMLA leave. If the employee submits a certification D:om a foreign health care provider that is in a
language other than English, the employee must provide a written translation of the certification upon
request of the City at the employee's expense.
The City may directly contact the employee's health cm'e provider for verification or clarifIcation pUl',Poses
using a health care professional, an HR professional, leave administrator or management official. The City
will not use the employee's direct supervisor for this contact. Before the City makes this direct contact
with the health care provider, the employee will be given an opportunity to resolve any deficiencies in the
medical certification. In compliance with HIP AA Medical Privacy Rules, the City will obtain the
employee's permission for clarification of individually identifiable health information. If the employee
does not authorize the City to contact the employee's health care provider to clarify information, an
employer may deny FMLA leave.
Eff. 1/2009
2
176
Recertification: The City may request recertification for a serious health condition no more frequently
than every thirty (30) days and only in connection with the absence by the employee, unless the minimum
duration of the condition is more than 30 days. Recertifications may be requested in less than 30 days if
the following circumstances exist: the employee requested an extension of his/her leave, circumstances
stated in previous certifications have changed sigInficantly, or the City receives information casting doubt
on the continuing validity of the employee's certification. Otherwise, the company may request
certification for the serious health condition every six (6) months in connection with an employee's
absence for an employee requesting intermittent or reduced schedule leave. The City may provide the
employee's health care provider with the employee's attendance records and ask whether need for leave is
consistent with the employee's serious health condition.
Leave Year: Eligible employees are entitled up to 12 unpaid work weeks of leave during any 12 month
period. The twelve month period will be measured backwards on a rolling basis from the time the
employee uses the leave. For the military caregiver leave, the City will measure the 12 month period as
rolling 12~m.onthperiod meaSured forward. FMLA leave already taken for other FMLA circumstances
will be deducted from the total of 26 weeks available.
Length of Leave: Continuous or intermittent describe below.
1) Continuous 12 Week Leave Period: An employee may take up to 12 weeks of continuous unpaid
leave, starting fl:om the date of the qualifying event. The employee shall first substitute any accrued
vacation, paid sick leave, personal leave and/or any compensatory time with the exception that the
employee may retain a total of not more than forty (40) hours of accrued leave before any unpaid
leave of absence is granted. This time will be counted as part of the 12 weeks allowed by FMLA.
2) Intermittent 12 Week Leave PeIiod: Upon recommendation by the Human Resources Director and
prior approval from the City Administrator, intermittent unpaid leave may be granted to an eligible
employee dUling the 12 month pedod immediately following a qualifying event when medically
necessary. Leave may be taken in increments as small as one hour. The employee must make a reasonable
effort to schedule treatments so as not to disrupt the employer's operation. Further, subject to any
continuous leave hours being gI'anted, the employee must first use any accrued vacation; compensatory
time, personal or sick leave first, before a request for unpaid intermittent leave is considered. If the
intermittent leave involved is gI'eater than 20% of the working days during the period over which the leave
extends, the City Administrator, upon consultation with the Department Director, may direct that the
employee be transfelTed temporarily to an alternate equivalent position so as to minimize the effects that
tile leave would cause on the operations of the respective City department. Any such alternate position
shall be one for which the employee is qualified and shall include the same pay and benefits, and the same
terms and conditions of employment as the employee's full-time position.
Notice Requirement: In either case of continuous or intermittent unpaid leave, an employee must
provide a 30 day notice of the qualifying event to tile Human Resources Director or designee. In cases
where the qualifying event will oCClli' witInn 30 days, the employee must provide notice either that same
day or the next business day. Notice of need for unforeseeable leave must be given as soon as practicable
under the facts and circumstances of the employee's need for the leave, in accordance with the City's
requirements for notice of leave.
Employees must provide sufficient infonnation for the City to detelmine if the leave may qualify for
FMLA protection and the anticipated timing and dUl'ation of the leave. Sufficient information may
Eft: 1/2009
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177
include that the employee is unable to perf mID job functions, the family member is unable to perf mID
daily activities, the need for hospitalization or continuing treatment by a health care provider, or
circumstances supp01Wg the need for military family leave. Employees also must inform the City if the
requested leave is for a reason for which FMLA leave was previously taken or certified. Employee s also
may be required to provide certification and periodic recertification supporting the need for leave.
Secondary Medical Opinions: The City Administrator/designee may, at City expense, request a second
medical opinion concerning the qualifying event D:om an employer designated health care provider.
Should the first and second opinion differ, the City Administrator/designee may, at City expense, request a
third opinion from a health' care provider jointly chosen by the City Administrator/designee and the
requesting employee. The third opinion will be considered fmal. The City may deny FMLA leave to an
employee who refuses to release relevant medical records to the health care provider designated to provide
a second or third opinion.
Key Employee Restoration: The City Administrator may deny restoration of a key employee should a
determination be made that restoration would cause the City a "substantial and grievous economic injury"
to its operations. Factors in this consideration will consist of whether the City has the ability to
temporarily replace the key employee as opposed to hidng a permanent replacement, and then, in addition,
having to reinstate the key employee to an equivalent position within the organization. Upon receiving a
request from a key employee for leave, Human Resources shall notify the employee of his/her status as a
key employee.
Married Employees: Unpaid leave of absence for child birth, placement, or for parent care shall be
limited to a combined total of 12 weeks, continuous and/or intermittent, for married employees who both
work for the city. For leave to care for a covered injured 01' ill service member, the husband and wife may
only take a combined total of 26 weeks ofleave.
Insurance Continuation: The City will continue to pay the employer's share of the employee's health
premium and employee must make arrangements to pay his/her normal portion of the insurance premiUlns
while on unpaid leave, either through payroll deduction or by direct payment to the City. If an employee's
contribution is more than thirty (30) days late, the City may terminate the employee's insUl'ance coverage.
In addition, the City may recover the City paid premiums if the employee fails to return to work for a
reason othel' than "serious health condition" or circumstances beyond the employee's control.
Status of Benefits: An employee on unpaid leave will not accme vacation or sick time or be eligible for
salary increases. Employee's using a.combination of paid and unpaid leave, or intermittent unpaid leave,
will accrue benefits on a pro-rated basis. Employees using paid leave will continue to accrue benefits.
FMLA leave counts as continued service for purposes of retirement and/or pension plans. .
Return to Work: For personal medical leave, employees may return to work during 01' after this leave
after providing a fitness for duty certification, if this requirement is provided in the City's designation of
leave notice.. Employees will be retUlned to the same position he/she had prior to the leave or to a
position equivalent in pay, benefits, and other tel IDS or employment (if you are a "key employee"
restoration to employment may be denied following FMLA leave on the grounds that such restoration will
cause substantial and grievous injury to the City). 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 conditions(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 may consult with a physician or other
Eff. 1/2009
4
178
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.
General Summary: This policy is intended to be a general summary of the law. Each situation will be
evaluated on a case by case basis.
Leave of Absence Request Procedure: The folloWing procedure shall be used in the administration of
an FMLA leave requests:
1) The Employee must notify the immediate supervisor either verbally or in writing of the need
for leave and forward the request to the Human Resources Director or designee. When the
leave is foreseeable, the employee must provide notice at least 30 days prior to the effective
date of'the request. When the leave is not foreseeable, the employee must provide notice either
the sallie day or the next business day. Additionally, when the leave is not foreseeable, the
employee must comply with the City's usual and customary notice and procedural
requirements for requesting leave.
2) Within five (5) business days after the employee has provided notice of the need for this leave,
the Human Resources Director or designee will complete and provide the employee with the
Department of Labor Notice of Eligibility and Rights.
3) Within five (5) business days after the employee h~ submitted the appropriate certification
form, the Human Resources Director or designee will complete and provide the employee with
a written response to the employee's request for FMLA leave using the Department of Labor
Designation Notice. If the employee is not eligible for FMLA leave, the notice must state at
least one reason why the employee is not eligible.
4) The City may require an employee on FMLA leave to report periodically on the employee's
status and intent to return to work.
5) All information regarding the employees leave will be maintained by Human Resources.
Eff. 1/2009
5
179
ADMINISTRATIVE POLICY - 6.8
PARENTAL LEAVE
PUl'Suant to the Minnesota Parental Leave Act, employees who have worked for the City for at
least 12 months and an average of twenty (20) or more hours per week may take six (6) weeks
unpaid leave upon the birth or adoption of a child. This leave may not begin more than six
weeks after the said birth or adoption.
Eligible employees must provide at least thirty (30) days Wlitten notice to the City of hislher
intent to use parental leave and shall detelmine the length of the leave but said leave may not
exceed six (6) weeks. Employees may use paid sick, vacation, or compensatory time, but are not
required to do so.
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This leave shall generally run concurrent with any parental leave provided by.law under FMLA.
Rev. 9/99
181
ADMINISTRATIVE POLICY ~ 6.14
SCHOOL CONFERENCES AND ACTnnTmSLEAVEI
All regular full-time and part-time employees are eligible for unpaid leave up to a total of 16
hours per 12 montIl period to attend a child's school conferences or activities provided that the
conferences or activities calIDot be scheduled dUling no work hours.
When the need for leave is foreseeable, the employee must provide reasonable pdor notice and
malce a reasonable effort to schedule tile leave so as not to unduly disrupt departmental
operations.
Employees may substitute vacation or compensatory time for any part of the unpaid School
Conference or Activity leave.
1 10/99
182
ADMINISTRATIVE POLICY - 6.4
FUNERAL LEAVE
The purpose of funeral leave is to allow employees time off to deal with the emotional impact
that occurs when a family member dies, or to be able to support a spouse when a death occurs in
the spouse's family.
Policy
Employees are provided up to a maximum of twenty-four (24) work hours with pay per calendar
year for the death of tile following employee or spouse family members:
Spouse
Child
Grandparents
Grandclnldren
Parent
MotherlFather
Sister/Brother
Step Parent(s)/Step child
Additional time off may be taken by the employee with the approval of their supervisor and/or
department director and charged to sick, vacation or compensatory time.
Eft: 3/99
183
ADMINISTRATIVE POLICY - 6.6
MILITARY LEAVE
Military leaves of absence and reemployment rights of employees returning from active service
with the mmed forces shall be subject to applicable federal and state laws.
National Guard & Reserves
Employees are entitled to a leave of absence without loss of pay, seniodty status, annual leave, or
other benefits when engaged in training activities ordered or authorized by the proper authority
pUl'suant to law, whether for state or federal purposes, but not exceeding a total of fifteen (15)
days in any calendar year.
Active Duty
The City does not provide compensation to those employees on active duty in the aImed forces
unless authorized by propel' authority pursuant to law. For those employees on active duty, the
City will continue to contribute to the cost of group insurance (health, dental, life) at the same
level of City contdbution as before the employee goes on leave. If there are changes to the City's
contribution levels and or premium rates while the employee is on leave, those changes will take
place as if the employee were still on the job. The employee will be required to continue
payment of the employee portion of the group insurances they choose to continue.
Reinstatement Mter Leave
Upon retUln from a militaIY leave of absence, a regular employee shall be reinstated to the
employee's fOlmer position or to a position of like status and pay, provided that the employee is
competent to perform all duties of the position to which he/she is assigned.
If the position which tile employee fOlnlerly held no longer exists, tl1e employee shall be
reinstated to a position of like status and pay, provided that it is practical to do so and the
employee is competent to perform all the duties of the position to which he/she is assigned.
Eff. 1/08
184
ADMINISTRATIVE POLICY - 6.3
HOLIDAYS
The City of Farmington recognizes twelve days as paid holidays for regular fullMtime employees and
eleven pro-rated holidays for regular pmt-time employees working not less than twenty (20) per week.
Pmt-time Liquor Store employees will be paid at one and one half (1 ~) times for holiday hours worked in
lieu of holiday pay. Scheduled holidays are:
Holiday
Date
New Yem"s Day
Martin Luther King Day
President's Day
Memorial Day
Independence Day
Labor Day
Veteran's Day
Thanksgiving Day
Day after Thanksgiving
Christmas Eve Day
Christmas Day
Floating Holiday
January 1 st
January - 3rd Monday
Februmy - 3rd Monday
May - last Monday
July 4th
September - 1 st Monday
November 11 th
November - 4th Thursday
November - 4th Friday
December 24th
December 25th
Employee's Choice
In order to be eligible for paid holidays, employees must be on compensated payroll status the last
scheduled work day preceding the holiday and tile first scheduled work day following the holiday.
When a holiday falls on a Saturday, the previous Friday is designated as the holiday; when on a Sunday,
the following Monday is designated as the holiday.
Employees Scheduled to Work on a Holiday
The City reserves the right to schedule employees to work on an observed holiday as deemed necessm)'.
If an employee is required by the City to work on a designated holiday, non-exempt employees shall
receive one and one half (1~) times the employee's base pay rate for hours worked in addition to the paid
holiday provided that the employee has worked or been on paid leave dUl'ing the employee's normal work
week.
If an employee is on an unpaid leave of absence during the normal work week and then works a
designated holiday during that week, the non-exempt employee shall receive one (1) times the employee's
base rate of pay for the designated holiday.
Eff. 111/08
185
ADMINISTRATIVE POLICY - 6.2
SICK LEAVE
Policy
The City of Farmington provides paid sick leave benefits to all eligible employees for periods of
temporary absence due to illness or injuries. Eligible employees include regular full-time
employees and regular part-time employees who are regularly scheduled and approved to work a
minimum of twenty-four (24) hours.
1. Eligible full-time employees will accrue sick leave benefits at the rate of eight (8) hoUl's per
month to a maximum of One thousand and eighty hours (1080). Eligible part-time
employees shall receive pro-rated sick leave based on actual hours worked.
2. Employees who are hired before the fifteenth of the montIl shall accrue sick leave for that
month. Employees hired after the fifteentIl of the month shall not accrue sick leave until the
following month.
3. Eligible employees may use sick leave benefits for an absence due to their own illness:
exposure to contagious disease or legal quarantine; medical and dental examinations; or an
illness or medical or dental appointment of an immediate family member who resides in the
employee's household or meets the following defInition of immediate family. "Immediate
Family" shall include the employee's parents, siblings, spouse, children, grandparents or
grandchildren of the employee or the employee's spouse.
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4. Sick leave shall only accrue when an employee is on compensated regular hoW's or is on
approved military leave in accordance with federal and state law.
5. Sick leave usage shall be subject to approval and verification by the Supervisor or
Department Director.
Procedure
To be eligible for sick leave payment:
1) Sick leave must be accrued before any payment is made.
2) An employee must notify his/her supervisor and/or department head as soon as
possible but not later than thirty (30) minutes following the starting time of the
employee's scheduled shift. (This notice may be waived if the employee can establish
that he/she could not comply with this requirement due to circumstances beyond the
employee's control.)
3) An employee must infOlm his/her supervisor and/or department head as to the
approximate date of the employee's retum to work.
4) If any employee is absent for three or more consecutive days due to illness or injury, a
physician's statement will be requested to verify the disability and its begimung and
expected ending dates. Such verification may be requested for other sick leave
Revised 12/01
187
absences as well, and may be required as a condition to receiving sick leave benefits
or to returning to work.
5) Sick leave benefits may be used to supplement any payments that an employee is
eligible to receive from disability insurance, worker's compensation, etc. The
combination of any such disability payments and sick leave benefits cannot exceed
the employee's normal weekly earnings.
Revised 12/01
188
ADMINISTRATIVE POLICY - 6.9
UNPAID LEA YES OF ABSENCE
The City of Fmmington may grant an unpaid leave of absence to an employee upon written
request. In order to be considered for an unpaid leave of absence, an employee must have
completed a minimum of six (6) months of service with the City.
The City Administrator or his/her designee may grant an unpaid leave of absence for a period not
to exceed six (6) months in any calendm' year. A request for such leave must be submitted in
writing by the employee to the Department Director or designee as soon as practical. The City
Administrator 01' his/her designee will notify the employee in writing granting 01' denying the
leave. If approved, tile written notice will include the terms and conditions of the leave.
Benefits and seniority shall not accrue during an unpaid leave of absence. An employee may
continue to participate in group insurance provided that the employee pays the full cost of the
premiums..Upon returning to work, tile employee will be paid at the same salary step held at the
time the leave began.
Eff. lIOO
189
ADMINISTRATIVE POLICY - 6.1
VACATION
The City of Falmington provides paid vacation time to benefit eligible employees to provide opportunities for
rest, relaxation and personal pUl'Suits. Eligible employees include regular full-time employees, and regular part-
time employees regularly scheduled and approve to work a minimum of twenty-four hoUl"s per week.
1) Employees may take vacation only with the prior approval of the employee's supervisor or department head.
Scheduled vacations al'e subject to postponement in the case of emergency.
2) New hires on probational'Y status shall earn but shall not use vacation until the employee has successfully
completed the probationary period.
3) Employees who have completed the pl'Obational'Y period shall be compensated for vacation ealned but not
used at the time of resignation. Accrued, unused vacation shall be calculated to the nearest day worked and
shall be paid at the employee's base pay rate which was in effect at the time of resignation.
4) Employees who are on unpaid leave of absence (excluding Milital'Y Leave) or who have been suspended
without pay shall not eam vacation during that period. Additionally, the accrual dates will be adjusted
accordingly.
5) Eligible full-time employees shall earn paid vacation in accordance with the following schedule based on
years of continuous service. Eligible part-time employees shall earn vacation hOUl'S calculated on a pro-rate
basis. Vacation time off is paid at the employee's base pay rate at the time of vacation. It does not include
oveltime 01' any special fOlIDS of compensation such as incentives, bonuses, or shift differentials.
6) Employees using earned vacation leave will be considered to be working for the purpose of accumulating
vacation or sick leave. Additionally, no employee will be permitted to waive vacation leave for the purpose
of receiving double pay.
VACATION ACCRUAL SCHEDULE
Years of Elifrlble Service Accrual Per Pay Period Annual Accruals
1 through 4 years 3.07 10 davs
5 through 10 years 4.62 15 days
After 10 years 4.92 16 days
After 11 years 5.23 17 days
After 12 years 5.54 18 days
After 13 years 5.84 19 days
After 14 through 25 years 6.15 20 days
After 2S years and all
subsequent years 7.69 25 days
Rev. 2006
191
7) In the event that available vacation is not used by the end of the benefit year, employees may CalTy over up
to the maximum amount established in the following table. Any hours above this maximum will revert back
to the City, unless approved in writing by the City Administrator. Vacation time accruals begin again in the
next benefit year.
Vacation Accrual Maximums:
1 through 10 years
10 through 20 years
20 plus yeal's
20 days
30 days
40 days
Rev. 2006
192
ADMINISTRATIVE POLICY - 6.13
SICKN ACATION/COMPENSATORY DONATION POLICY
The City of Farmington recognizes that a catastrophic illness of an employee or immediate
family member may deplete an employee's available paid leave (sick/vacation/compensatory
time). This policy is me'ant to provide employees with the option of assisting employees at such
a time.
Policy
City employees havlllg accrued vacation or compensatory time will be allowed to donate a
portion of such accrued leave to fellow employees experiencing a major life threatening disease
or condition suffered by the employee, the employee's spouse, or the employee's legal
dependents. A major life threatening event includes but is not limited to, heart attack, stroke,
organ transplant, life threatening illness or condition as defined by a physician's diagnosis.
The donation of leave fl:om one employee to another shall be subject to the following terms and
conditions.
1) An employee is only eligible to receive donated leave for time lost fl:om normal work hours.
2) An employee will be eligible to receive donated leave only after the employee's accrued sick,
vacation, and compensatory time have been exhausted by the employee.
3) No employee will be allowed to receive more than a total of 1040 hOUl'S of donated leave for
any single maj or life threatening disease or condition.
4) An employee may donate unlimited amounts of vacation or compensatory time but no more
than 80 hours of sick leave per calendar year to another employee. This shall not be construed
to prohibit donating leave to additional employees within the same calendar year.
5) An employee who is donating paid leave must do so from the employee's accrued sick,
vacation 01' compensatory time balances.
6) A written request to donate leave must be made to the Human Resources Director on forms
designated by the City for that purpose. The Human Resources Director shall submit all
requests to the City Administrator for fmal approval. All donations made will be kept
confidential.
7) The City Administrator shall have the right to deny use of donated leave 01' limit its use if it is
determined to be in the best interests of the City of Farmington,
8) The Human Resources Department will subtract donated leave fl:om the donor's accumulated
balance and credit the donated hours to the requested employee. All applicable payroll taxes
apply per IRS regulations.
Revised 12/02
193
ADMINISTRATIVE POLICY 3.3
Compensation ~ Job Classification and Evaluation
City employees are compensated according to a uniform pay plan approved by the City Council.
This plan establishes the pay grade and pay range for each position witl1in the City. Factors used
in establishing pay ranges include but are not limited to prevailing rates of pay for comparable
positions within the City and other public and private employment within the area, ability to
attract qualified persOlmel, cost of living factors, benefits received by employees, the financial
policy of the City and other economic factors.
As p81t to the uniform pay plan) the City of Farmington maintains a job classification and
evaluation system for all positions within the organization. Any adjustments to the job
classification system will be based on changes in the responsibilities or duties of the
classification, federal or state law, and the City's fmancial and organizational status.
Job Evaluation
The City utilizes the Decision Band Method (DBM) for job evaluation. The job evaluation
method is based on each job's level of responsibility. Because all jobs require incumbents to
make decisions in order to perfOlID their jobs, decision-making is an equitable basis on which to
compare jobs. There are three basic steps:
1) Jobs are classified in one of six different "Decision Bands" based on the
characteristics of the decisions that the job requires.
2) Each job is classified within each "Decision Band" into one of two "Grades" based on
supervisory requirements.
3) Finally, each job is evaluated based on the complexity, difficulty, and sldlls required
of the job in relation to other jobs that have been classified into the same Band and
Grade.
With this evaluation system, each position within the City is evaluated and a Position
Description Questionnaire (PDQ) is created. The PDQ is a compilation of the tasks that an
employee is required to perfOlID, by the City, for a given position. From the PDQ, a job
description is developed. The City uses this process in the creation of new positions and in re-
evaluating current positions.
Positions are reviewed annually by the Human ResoUl'ces Director to make sure they are still
properly classified. When an employee's job duties change substantially (25% or more), the
employee may request a review of their position through their supervisor. The review must be
recommended by the employee's supervisor and/or department director in consultation with the
Human Resources Director.
As p81t of the classification process, it may be appropriate to review and adjust the PDQ. If it is
determined that a position should be re-evaluated, the following process will be used:
195
1) The job description is reviewed by the Supervisor and/or depaliment director.
2) If changes are identified, the supervisor and/or department director will consult with
the Human Resources Director on whether these changes meet the requirements for a
new evaluation to be done (has the position changed at least 25%).
3) After it has been detelmined that the position should be re-evaluated, the employee
may be asked to assist in completing a new PDQ (position Description
Questionnaire).
4) If a new PDQ is to be completed, the employee is responsible for ensuring that the
PDQ accurately reflects the position and includes assisting in identifying tasks that
al'e either obsolete or newly assigned by' management.
5) After the review is completed, the PDQ will be re-evaluated using the Decision Band
Method and a job description will be created.
6) Based on a new DBM rating, the position will then be assigned to the appropriate
grade classification and forwarded to the City Administrator for final approval.
7) Once the evaluation is complete, the employee will receive notification regarding the
results of the review by Human Resources.
A review and/or re-evaluation of the position may affect the position is one of three ways. The
DBM rating may move the position to a higher salary level, keep it at the same salal'}' level or
move it to a lower salary level.
The City Administrator may approve an exception to these guidelines if such exception is within
the overall intent and purpose of this policy and is in the public interest.
196
ADMINISTRATIVE POLICY 3.4
Timekeeping and Payroll
Pay Periods. All employees are paid biweekly. The City is required by law to make deductions
from an employee's payroll checks, including social security, PERA, federal income tax and
state income tax.
Time Cards. All employees must complete and sign their own time cards on the City approved
form. AccUl"ately recording time worked is the responsibility of every City employee. The
supervisor will review and approve the timesheet before submitting it for payroll processing.
Altering, falsifying, tampering with time records, recording time on another employee's
timesheet or. signing another person's timesheet will result in disciplinary action, up to and
including tennination of employment.
Direct Deposit. All employees are required to participate in direct deposit. Direct deposit allows
employees to have their payroll check electronically deposited into a check or savings account.
Employees will receive a payroll statement each pay day.
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Pay Corrections. The City takes all reasonable steps to assure that employees receive the COl1'ect
pay in each paycheck and that employees are promptly paid on the scheduled pay date. The
payroll processor will review each timesheet and, in the unlikely event there is an elTor, the
appropriate cOlTection will be made and the employee will be notified of the adjustment.
Personnel Data Changes. It is the responsibility of each employee to promptly notify the Human
Resources Office of any changes in personal data. Mailing addresses, telephone numbers,
individuals to be contacted in the event of an emergency, etc. should be accurate and current at
all times.
Eff. 1/2007
197
City of Farmington
Performance Management System
Instructions
1. Employee completes the self-analysis form and the performance evaluation fOlm as a
self-evaluation and gives the completed forms to the supervisor two weeks prior to
the employee's anniversary date.
2. The supervisor completes the pelformance evaluation fonn, determining the ratings
and filling in the performance standards and goals sections. The supervisor schedules
a performance evaluation meeting with the employee. This should be done prior to
the employee's anniversary date.
3. At the performance evaluation meeting, the supervisor and employee discuss
performance standards, last year's goals and set the next year's goals. The
performance standards relate to the requirements of that must be met to have a
satisfactory pelformance evaluation.
4. Goals are those items that the employee and supervisor agree to set to obtain a merit
pay step increase. A schedule is set for on-going meetings during the year for
discussing and monitoring the progress of the employee in achieving the agreed upon
goals.
5. The supervisor and employee meet to discuss the perfOlmance review. The employee
adds any comments and supervisor and employee sign the form. The fOlm is then
forwarded to the Department Head, Human Resources Director and Administrator for
final review and sign-off.
Progression through the step schedule on the employee's anniversary date shall require
satisfactory pelformance as determined by the EMPLOYER. The employee is
responsible for completing pelformance evaluation paperwork and submitting it to the
Supervisor by their anniversary date. If the employee is responsible for delaying the
performance evaluation process and hands in paperwork after the anniversary date, any
increase would retroactive to that later date and not the anniversary date. .
For merit increases: If the Supervisor has not completed the full performance evaluation
process within 30 days of the anniversary date 01.' from the date the paperwork is received
from the employee (whichever is later), the employee may make an appeal to the Human
Resources Director. The Human Resources Director will evaluate any documented
progression or completion of merit goals, provide as thorough a perfOlmance evaluation
as pos~ible and either approve or deny any merit increase within 20 days from the date of
the appeal.
199
ADMINISTRATIVE POLICY - 3.1
OVERTIME
FLSA non-exempt employees who work in excess of the regular forty (40) hour work week, will
be compensated at one and one-half (1 Y2) times their regular hourly rate of pay. Total hoUl's
worked must exceed 40 hOUl'S per work week in order to qualify for pay at time and one-half.
Ove11ime work must be approved in advance by tile employee's supervisor, department head or
City Administrator.
For the purpose of computing oveliime compensation oveliime hours worked shall not be
pyramided, compounded or paid twice for the same hours worked. Additionally, paid vacation,
sick leave or compensatory time is not considered time worked and will not be cOUllted when
computing the 40 hours for overtime pay.
Overtime will be calculated to the nearest 15 minutes.
All employees in all departments are required to work overtime as requested by their supervisors
as a condition of continued employment. Refusal to work ove11ime may result in disciplinary
action, up to and inciuding dismissal.
FLSA exempt employees do not receive overtime pay.
Rev. 4/01
200
ADMINISTRATIVE POLICY - 3.2
CONWENSATORYTUWE
FLSA non-exempt employees who work in excess of the regular forty (40) hour work week may
be granted compensatory time in lieu of ove11ime pay and must be approved by the employee's
supervisor, department head or City Administrator. Compensatory time shall be at the rate of one
and one-half (1~) times the hours worked in excess of the regulm' work week. The maximum
total accrued compensatory time shall not exceed forty (40) hours per employee.
FLSA exempt employees are not eligible for compensatory time.
Accrued compeI}satory time will be talcen as paid leave with prior approval from the employee's
supervisor.
Compensatory time will be based on hours worked. Paid vacation, sick leave or compensatory
time will not be considered in computing compensatory time.
Eff. 1/08
201
ADMINISTRATIVE POLICY - 8.1
SEVERENCE BENEFITS
Regular, full-time employees who retire or terminate their employment in good standing with a
nllnimum of fourteen (14) calendar days of advance written notice shall receive severance pay in
accordance with the following schedule:
Upon completion of five (5) years of continuous service twenty-five percent (25%) of the
accrued sick leave in the employee's general sick leave account up to 1040 hours.
Upon completion of ten (10) years of continuous service fifty percent (50%) of the
accrued sick leave in the employee's general sick leave account up to 1040 hours.
An employee who is discharged or who resigns without giving advance notice of fOUl1een (14)
calendar days shall not be eligible for severance pay.
In the event that the employee is deceased, the severance pay benefit shall be paid to the
employee's beneficiary.
This benefit is calculated at the employee's current rate of pay.
Effective 2/98
1
202
TERMINAL LEAVE - 6.15
Terminal Leave
An employee who resigns in good standing and gives 30 days written notice may elect to
forego a lump sum payment for accumulated paid leave and sick leave conversion (in
accordance with the City Severance Policy) in favor of going on tenninalleave.
If an employee opts for terminal leave, paid leave accruals will end on the first day of
terminal leave. The employee may also elect to continue their group health benefits, at
the same level as when they were an active employee, until the terminal leave is
completed.
Effective 7/98
203
ADMINISTRATIVE POLICY 5.1
GROUP INSURANCE BENEFITS
The City of Farmington group insurance benefits are divided into two categories. The basic group
insurance includes health, dental, long-telm disability and life insurance. The City also provides voluntary
group insurance that includes supplemental and dependent life, and short-term disability. Basic and
voluntary group insurance is provided through group insurance contracts. The City contributes a monthly
amount towards the cost of group insurance fOl' regular full-time employees. The City contribution may
only be used towards insurance offered by the City under a City group insurance contract.
The City contribution may be used toward single and/or dependent group insurance coverage including
both basic and voluntary supplemental eligible group insurances not to exceed the employer's monthly
maximum contribution. Any remai11ing cost for group insurances is paid by the employee through payroll
deductions. The specific employee contribution depends on the plans selected and the amount contributed
by the City each year.
Health Insurance
Health Insurance is a basic benefit available to full-time regular employees. Employees may choose
single, employee plus spouse, employee plus children, or family coverage, under the health plans offered
by the City. If an eligible employee already has health coverage and can show proof of insurance for that
coverage, tile eligible employee may opt out of health insurance coverage provided by the City.
Under the opt-out provisions established by the LOGIS Health Care Cons011iUln, an employee may
choose to waive health insurance coverage with proof of insUl'ance. Any City contribution dollars
remaining after an employee has purchased required and optional benefits, will be either paid to the
employee as taxable cash or contributed to the employee's deferred compensation account. If an
employee has waived the health insurance coverage, the value of the lowest single premium offered by
the City, along with dental insurance, life insUl'ance and any supplemental coverage shall be used to
calculate the remaining dollars as taxable cash 01' as a contribution to the employee's deferred
compensation account.
Dental Insurance
Dental insurance is a basic benefit and eligible regular full-time employees must choose either single or
family coverage for dental insurance as part of their benefit package.
Basic Life Insurance
Basic life insurance is also a basic benefit which employees must talce as part of their benefit package.
Basic life consists of $50,000 of telm life insurance and accidental death and dismembelment insurance
(AD&D).
Supplemental Life Insurance
Benefit eligible employees may purchase additional life insurance at group rates through the City's group
insurance contract. Evidence of insurability may be required and the premium is determined by the
amount of coverage an employee chooses and by the age of that employee. Premiums for supplemental
Eff. 1110
205
insurance purchased through an organization other than the City group insurance canier is the
responsibility of the employee although it may be paid through payroll deduction.
Spouse and Dependent Life Insurance
Benefit eligible employees may also pUl'chase dependent life insurance for their spouse and children
through the City's group life insurance carrier. Evidence of insurability may be required and premiums
depend on the coverage selected.
Short-Term Disability
Benefit eligible employees may purchase short-term disability insurance. Premiums are determined by the
coverage selected by employees.
Long-Term Disability
Benefit eligible employees receive employer paid long-term disability-insurance. The elimination period
is six (6) months and the maximum amount of coverage can not exceed sixty percent of an employee's
income.
The City contribution for group insurance may be applied to any of the above mentioned insurance
(except Long-term disability as it is an employer paid benefit). Any other types of insurance that an
employee has established through payroll deduction (Le., PERA Life Insurance, AFLAC Accident, etc)
are not subject to the City contribution.
Eff. 1/10
206
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I
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ADMINISTRATIVE POLICY - 5.6
EMPLOYEE ASSISTANCE PROGRAM
The City recognizes that a wide range of personal problems may affect City employees. Employee
Assistance Programs (HAP) are designed to provide employees and dependents with confidential,
professional counseling and refenals on personal matters effecting their physical, emotional, and
professional well being. Some examples of problems an EAP can assist with include marital problems,
family concerns, difficulties with children, alcoholism, drug dependency, job stress, depression,
grief/loss, legal problems or fl11ancial worries.
The EAP is staffed by licensed professionals from tile fields of psychology, clinical social work, and
counseling. They are experienced in helping individuals find ways to address whatever is botIlering
them. The EAP phones are answered twenty-four (24) hours per day, seven (7) days a week. A
specially trained staff member will ask about the type of problem and then assist in schedululg an
appointment with an EAP counselor. If immediate assistance is needed, a counselor is available.
<#
Contacting th~AP
Employees are encouraged to utilize this service by contacting: T.E.A.M., Inc. at (651) 642-0182.
Additionally, many health plans also have employee assistance programs that may be utilized and
covered by the healtIl insurance plan. Therefore, employees are encoUl'aged to check with their health
care plan provider regarding employee assistance.
Confidentiality
All calls to the EAP are strictly confidential witI1in the limits of the law. Using the EAP will not affect
an employee's job, promotional opportunities or future with the City of Farmington. The City receives
statistical data regarding employee utilization but is not informed as to who is using this program.
Supervisor Referral
An employee havulg job perfOlmance problems may be refened to the EAP by their supervisor, and/or
department director after consulting with Human Resources. Problem identification and refelTal to
treatment is done on a confidential basis. The supervisor may only confirm that an appoultment was
kept by the employee. Using the EAP program is not a guarantee of continued employment or a
substitute for disciplinary proceedings. Any further disclosure would require the employee's
permission.
Cost
All initial EAP services are free to employees and their family members living in the household. If the
EAP counselor refers the individual to other community resources for longer-telm or specialty
assistance, these costs may be covered by a health insurance program. Costs not covered by insurance
will be the individual's responsibility. However, the EAP counselor will make every effort to work
with the individual to minimize the costs.
Revised 2009
207
Administrative Policy- 5.7
Use of Exercise Facility
The City of Farmington encourages employees' participation in health and wellness
activities. As a benefit of the City's wellness program, employees, spouses and
significant others of employees, over 18 years of age, will be allowed to use the exercise
facility at the Police Department. However, children of employees are not allowed to use
or be in the facility regardless of age.
Procedmes employees must satisfy to use the facility:
1. Annually, submit a signed form from their physician giving employee clearance
to use the facility (with or without restlictions) to the Human Resources
Department.
2. Read, sign and return a Waiver of Liability and Release form.
3. Receive equipment instruction from a city designated employee.
4. Once this is complete, the Human ResoUl'ces office provide access to the facility.
Procedures spouses and significant others must satisfy to use the facility:
1. Obtain approval from Human Resources Director.
2. Annually, submit a signed form from their physician giving clearance to use the
facility (with 01' without restrictions) to the Human ResoUl'ces Department.
3. Read, sign and return Waiver of Liability and Release fOlID.
4. Receive equipment instruction from a city designated employee.
Employees must accompany their spouse or significant other at all times while using the
facility. Failure to abide by tins policy and its procedUl'es will result in suspension of user
rights of the facility for tile employee and/or spouse/significant other. The suspension
length will be at tile discretion of the Human Resources Director. Upon telmination of
employment, facility access keys must be tumed into the Human Resources Department.
"
208
ADMINISTRATIVE POLICY - 4.3
SCHOOLS AND CONFERENCES
The City of Farmington is committed to providing its citizens with a well-qualified,
knowledgeable and trained professional staff. To meet this objective, the City provides training
and development opportunities to its employees. All training shall be utilized to maintain and
improve specific job skills and increase staffs ability to cope with the increasingly complex
situations that arise in the work environment.
Guidelines
1) Department Directors will make recommendations to the City Administrator for their
employees to attend select schools, conferences, and/or seminars during the City budget
process. School and conference requests must be budgeted during each fiscal year. The
department shall pay for all registration and direct fee expenses. Other expenses will be
paid in accordance with the guidelines of the City's Business Travel Expenses policy
(Administrative Policy - 4.2).
2) Out-Of-State Training/National Conferences: Sl;1bject to budgetary considerations, a
Department Director may request attendance at one out-of-state training or national
conference per year. Mid-level managers and ptofessional staff, with the support and
recommendation of their Department Director, may request attendance at one out-of-state
training or national conference every two years. Out-of-state professional development
and training opportunities will be evaluated based on whether similar training and
professional development opportunities are available within the state. Attending staff may
be required to submit a Wlitten report regarding conference topics and applicable items
pertaining to City operations.
3) Periodically, employees may be required to receive specialized job training 01' career
development guidance and this required training will be provided at no cost to the
employee.
4) The City will evaluate employee training programs that may be of value to the entire
workforce, and will provide periodic training opportunities to all staff through a citywide
training program.
5) The City shall reimburse employees for specific job-related license and/or certification
fees, and subsequent renewals, provided that the license and/or certification is either
required to pelform the duties of their position or as recommended by the department
director, and approved by the City Administrator. Standard driver's license fees and
renewals are excluded from this policy:
6) Time for voluntary attendance by an employee at a training course outside of working
hours is not compensable even if the COUl'se is directly related to his/her position or paid for
by the City.
Eft 2/01
209
ADMINISTRATIVE POLICY - 4.2
BUSINESS TRAVEL EXPENSES
The City will reimburse employees for reasonable business travel expenses incun'ed while on
assignments away from the normal work location. All business travel must be approved in
advance by the employee's department director. Employees whose travel plans have been
approved are responsible for making their own travel al1'angements.
When approved, the actual costs of travel, meals, lodging, and other expenses directly related to
accomplishing business travel objectives will be reimbursed by the City. Employees are expected
to limit expenses to reasonable amounts. Travel guidelines and expense reimbursement practices
are listed be below:
1. Airfare 01' train fare for travel in coach or economy class 01' the lowest available fare shall be
the preferred mode of transportation when authorized. In cases .where employees. choose to
ddve, extra time required will be taken as vacation 01' compensatory time. Reimbursement
for vehicular travel (meals, mileage, and lodging) shall not exceed what the total cost of what
airline travel would have been.
2. Out-of-state conferences and training must be recommended by the Department Director and
approved by the City Administrator in all cases. A summary of the conference and subject
matter relating to the City must be submitted.
3. Hotel, motel or other authorized accommodations will be reimbursed at the actual cost not to
exceed the single occupancy rate. Lodging expenses will not be reimbursed for meetings held
within the Minneapolis/St. Paul metropolitan area or within a fifty (50) mile radius of the
City of Farmington unless prior approval is granted by the City Administrator.
4. Fares for shuttle or airport bus service, where available; costs for public transportation for
other ground travel such as taxi service will be reimbUl'sed, but should be used only when no
other safe or other economical means of travel exists. Reasonable safety considel'ations shall
take precedence over economy factors in travel situations.
5. Mileage reimbursement rates for personal vehicle use are determined by the Internal Revenue
Service.
6. The reasonable costs of meals including sales tax and gratuity. The gratuity should not
exceed 15% of the total costs.
a) Pel' Diem: Annual amount established by the IRS for Dalcota County.
b) Individual meals: Brealcrast and Lunch are not to exceed $15.00
Dinner is not to exceed $25.00
* All meals combined can not exceed the per diem maximum.
c) The pel' diem limits do not apply when the meal expense is included in the cost of the
conference or seminar. Additionally, the City does not reimburse costs on a per diem
basis but for actual cost incurred.
d) Alcoholic beverages are not eligible for reimbursement.
e) Itemized real receipts must be submitted to qualify for reimbursement and must show
tile following:
Date
Name ofthe Establishment (pre-plinted form)
Itemized list of purchased items
Eft'. 3/00, Revised 8/15/05
211
Total
Tip (if appropriate) of no more than 15%
7. Charges for telephone calls, fax, and similar services requu-ed for business purposes.
8. Any employee who is involved in an accident while traveling on business must promptly
report the incident to the immediate supervisor. Vehicles owned, leased, or rented by the City
may not be used for personal use without prior City Administrator approval.
9. Cash advances to cover reasonable anticipated expenses may be made to employees, after
travel has been approved. Employees should submit a written request to theu' supervisor
when travel advances are needed. City travel expense forms must be completed pllor to
reimbursement or travel advance disbursements.
10. When travel is completed, employees must submit completed travel expense reports along
with all receipts for individual expenses as soon as possible. Please remember itemized
receipts are required for reimbursement of travel expenses.
11. Employees should contact their supervisor for guidance and assistance on procedures related
to travel arrangements, travel advances, expense reports, reimbUl'sement for specific
expenses, and any other business travel issues.
Any exceptions to this policy must receive prior approval from the City Administrator whenever
practicable. Abuse of the City travel policy, including falsifying expense reports is grounds for
disciplinary action, up to and including termination of employment.
Eff. 3/00, Revised 8/15/05
212
ADMINISTRATIVE POLICY - 7.1
SAFETY POLICY
INTRODUCTION
The City values the health and well being of all employees; therefore, the City has a responsibility to
provide a safe and hazard-fi'ee work place for all its employees. To achieve this goal, a commitment to
safety by all City employees is required.
The City strongly emphasizes the need for safe work methods and practices at all times, and considers
safe practices an integral part of every job, pelformed by authorized City staff.
The City is committed to providing properly functioning equipment, protective equipment and devices,
and in the even~:~f an injury, provide employees with an accurate checklist for getting assistance.
The strength of the safety program is built on the active participation and dedication to safety 011 the
part of.each City employee, departments, and by the Safety Committee comprised of representatives
from all departments. Utilizing written reports, records, training films, tapes and seminars, this
program will strive to achieve maximum use of accident prevention infonnation.
Each department head has designated a Safety Representative for his or her respective department. The
Coordinator's responsibility is to be the department's representative to the Safety Committee, assist the
Department head in implementing safety programs, report potential -concerns, and encourage
supervisors to strive toward a safety-conscious workplace.
Workplace safety and the protection of City property are the responsibility of all City employees.
Responsibility may be delegated to the Safety Coordinator, but -accountability for compliance with
safety procedures cannot be delegated. Each employee shall be responsible for complying with
applicable depaliment safety rules and regulations and for exercising reasonable judgment Ul following
safety practices. Depaliment directors and supervisors al'e responsible for taking appropriate actions,
once becoming aware or as notified, that minimizes or eliminates any potential safety concems.
SAFETY COORDINATOR and REPRESENTATIVES
The City Administrator has co-designated the Human Resources Du'ector and the Finance Director as
the Safety Coordinators for the City. The Safety Coordinator will serve as Safety Committee
Chairperson(s) and will implement the Safety Program Citywide. Each Department Head will
designate a Safety Representative for their department. The Safety Representative will serve as the
depaltment's official representative to the Safety Committee, and will participate in the development
and implementation of a Citywide safety program. The Safety Representative will implement the
safety program in his or her department and will repOlt its implementation to the Safety Committee.
Each of the City's three bargaining units will also have a representative on the Safety Committee. The
committee will have eight (8) total members.
Eff. 9/99
1213
SAFETY COMMITTEE
1) Responsibilities, Meetings and Membership.
In recognition of the City's responsibility toward employee safety, and in response to
Minnesota Department of Labor and Industry recommendations under the Occupational Safety
and Health Act, the City of Fan.nington sets forth the following:
The Safety Committee has been established as an advisory internal group to promote an orderly
and representative approach in dealing with employee safety programs. The Committee shall
have autIlority to oversee the following general areas of responsibility:
a. The Committee shall review matters of immediate importance such as safe working
conditions, emergency activities, personal injury or damage incidents in order to prevent
recurrence.
b. The Committee will promote safety education. The members will educate themselves in
order to better equip themselves in dealing with safety issues. Such educational activities
may be in the fOlm of research, inspections, lectures, demonstrations or any other forms.
c. The Committee will advise and assist the Department Heads in the implementation of a
viable safety program. It may undertake inspections as directed and assist in maintaining
compliance with Minnesota Occupational Safety and Health Standards, promote good
employee safety attitudes and assist in the development and enforcement of safety
regulations and procedures.
d. TIle Committee shall hold meetings on a regular monthly basis and otherwise as needed as
determined by the Chairpersons for the pmpose of conducting committee business.
e. The Committee shall issue a quarterly report detailing specific safety issues addressed
within the work place. Said report shall be distributed to the Management Team for review
and discussion.
Eff. 9/99
2 214
GENERAL SAFETY POLICIES AND RULES
1) All personnel will thoroughly familiarize themselves with all precautions set forth in this policy
and other safety precautions deemed necessary by the Safety Committee and applicable State and
Federal Laws.
2) All personnel shall adhere to and comply with all rules and regulations regarding personal safety,
operation of equipment and other rules set forth by the Safety Committee.
3) Accident reports shall be completed by the injUl'ed employee's immediate supervisor and forwarded
to Human ReSOUl"CeS within twenty-four (24) hours of the time of the accident.
4) All personnel will observe all safety precautions and will submit a written and dated report
regarding any unsafe equipment or conditions to their depaltment supervisor. Department
supervisors, in cooperation with their employees, shall be responsible for the safety of all vehicles
and equipnient in their designated area.
5) Safety rules;'or amendments shall be available in a prominent place of every job site.
6) Employees operating City velncles that have seatbelts shall be required to weal' them at all times.
7) Employees must be properly attired at all time in accordance with their respective responsibilities.
8) No employee shall consume, bring or have brought, into any City facility, departmental premise,
liquors or unlawful drugs, except in the performance of their duties, and as approved by the
employee's Department Director.
9) No employee shall be under the influence of liquors or unlawful drugs of any kind while on duty.
(Administl'ative Policy 111-03-1997).
10) Any employee who works more than two (2) consecutive eight (8) hour shifts shall not be allowed
to work until s/he has had at least eight (8) hours off duty. Furthermore, any employee whose
presence could become a health or safety hazard because s/he is overly fatigued shall be sent home
by their supervisor until their next scheduled shift.
Eff. 9/99
3215
PERSONAL PROTECTIVE EOUIPMENT
1) General:
a) Proper personal protective equipment shall be provided and maintained in a sanitary and
reliable condition.
b) All employees are responsible for using appropriate protective equipment in the work
environment.
c) The Supervisor shall be responsible for enforcing rules regarding the use of protective
safety equipment.
2) Head Protection:
.' a) Hard hats shall be worn by all employees in any area where there.is a danger of falling
objects or any other hazard which could cause a head injury.
b) All regulations regarding head protection apply not only to employees but to any individual
who may be observing work where hard hats are required.
c) All hard hats must meet ANSI1 standards.
3) Face and Eye Protection:
a) Protective eye and face equipment will be worn on all types of work where there is a
reasonable probability of injury fl.-om flying objects, sparks, acids, or other chemicals,
grinders, welding equipment, etc.
b) If the hazard warrants, safety goggles will not substitute for face slnelds, helmets, or other
complete face and head protection.
c) All face and eye protection shall be placed near any equipment which wan'ants their use.
They will be placed in such a way that the operator can reach them quickly and easily.
d) Always wear the maximum in eye protection. This will help to insure that the eyes will be
fully protected at all times. Corrective lenses do not constitute protective eyewear.
4) Hearing Protection:
a) Protectors shall be worn in areas where the noise exposure exceeds recommended sound
levels.
b) Protectors shall be worn when using an air hammer, paving breaker, paving saw, chain saw
operation and wherever else noise exceeds noise standard limits.
5) Protective Clothing:
a) Reflectored safety vests shall be worn by all employees working on or near public roadways
and by flag people directing traffic.
b) Protective gloves and clothing shall be worn while handling batteries and caustic or
dangerous chemicals, and while welding or changing mercUl'Y vapor lights.
c) Employees shall not wear loose, flowing, 01' ragged clothing on 01' near moving machinery
equipment.
1 American National Standards InstitutefEft: 9/99
4 216
d) For outdoor work in winter weather, layers or loose, warm, fairly lightweight clothing is
recommended.
e) Employees shall wear shirts and full-length slacks/pants for jobs involving construction or
maintenance projects, i.e. parks, street, sewer, water, and ground maintenance, etc.
f) Every employee is to wear shoes suitable for their working conditions. Safety-toed shoes
will be worn by all employees working around the movement of heavy equipment and
materials. Moreover, safety-toed shoes shall be wom around any job site where there is a
potential foot hazard (ANSI Standards).
6) Respiratory Protection:
a) On jobs involving exposure to halmful fumes, gases, mists, or chemical dusts, proper
respiratory protection shall be used.
b) Supervisors shall thoroughly instruct employees, whose work assignments involve the use
of respiratory protection, about the potential hazal'ds they are exposed to and how to use the
proper respiratory equipment.
c) Suitable breatI1ing apparatus shall be conspicuously placed neal" the work environments
whicl.r-present atmospheric hazards.
d) Respirators shall be inspected periodically and after emergency use.
e) A program shall be maintained for cleaning and disinfecting.
7) Self Contained Breathing Apparatus (SCBA):
a) When any employee must enter a confined area where an oxygen deficient or toxic
atmosphere exists, they must wear an approved self contained breathing apparatus. All self
contained breathing apparatus will be checked periodically and after emergency use to
insure that they are in propel' working condition. All self contained breathing apparatus
shall meet ANSI standards.
b) Never trust your senses to detennine if the ail' in a confined space is safe. You cannot see or
smell many toxic gases and vapors, nor Call you determine tile level of oxygen present.
8) Conimed or Enclosed Space:
Confmed spaces are defIned as "special configurations" which could result in dangerous air
contamination, oxygen deficiency, or oxygen enrichment; where removing an injured person
would be difficult; or where engulfment could occur. Enclosures on bridges, manholes, catch
basins, sewer traps, and tunnels are examples of confined spaces that employees may encounter.
Employees entering a confined space must be adequately protected against the hazards of
dangerous air contamination, oxygen deficiency or enrichment, engulfment, and accidents.
Specific requirements include, but are not limited to, the following:
a) Employees are to be trained on proper procedUl"es and the precautions to use in confined
spaces before entering any confmed space.
b) Employees assigned to enter confined spaces are required to complete written confined
space entry pelmits for each entry; completed pelmits for confined space entry are to be
fOl'Wal'ded to the Supervisor and be kept on record.
c) Confined space monitoring equipment must be properly calibrated and maintained.
d) Before any employee actually enters a confmed space, atmospheric testing is required for
oxygen levels, combustible gas levels, and other appropriate agents. Also, before entering a
Eff. 9/99
5217
confined space, the employee must be wearing the appropriate safety equipment and
clothing. .
e) During the entire period an employee is within a confmed space, a person will be at the
point of entry continuously monitoring the levels or oxygen, combustible gas, and other
appropriate agents.
f) Where practical and feasible, mechanical ventilation must operate continuously in the
confined space all the while employees are in it.
g) Where practical and feasible, employees must wear fall protection when working in a
confined space where a slip or fall hazard exists.
h) Smoking is not permitted in confined spaces.
UPKEEP. FIRST AID AND FIRE EXTINGUISHERS:
1) Housekeeping:
'. a) Good housekeeping is the responsibility of every employee and will. help to eliminate many
potential accidents. In view of this, all departmental premises shall be clean and orderly
and will be inspected and documented on a monthly basis.
b) Keep all aisles, hallways, stairs and exits clear so that adequate space is provided to walk
through. Be sure all floor areas are free of obstruction, cords or spills. Materials shall not
be stored in such a way as to block clear access to fire exits.
c) All equipment, tools, and other materials shall always be stored neatly and out of the way of
work and traffic.
d) Floors will be kept in a clean and dry condition to insure solid footing.
e) Grease, oil, and other debris shall not be allowed to accumulate on the floor. An approved
absorbent shall be applied immediately to all grease, oil or flammable liquid spills.
f) Paint, stain, and oily rags shall not be allowed to accumulate around any departmental
premise. These rags must be disposed of in covered metal containers. Garbage and rubbish
shall not be allowed to accumulate. They shall also be disposed of in the proper containers.
g) When not in use, flammable liquids shall not be allowed to stand in open air containers.
Flammable liquids shall be.stored in approved safety containers not to exceed 120 gallons.
Flammable liquids shall not be stored in any quantity exceeding the fIre code and/or
building code.
h) Flammable liquids shall never be stored near any welding operations, motor vehicles, spark
producing work, 01' anywhere else the Fire Marshal has so designated.
i) Materials shall never be stacked closer than twenty-four (24) inches from any sprinkler
head.
2) Office and Clerical Work:
a) Employees shall maintain good housekeeping at all times. This includes keeping floors,
aisles, stairs, etc., clear of misplaced equipment, slippery substances, and general residue.
b) Employees will immediately report any equipment which has a frayed or cracked electrical
cord.
c) All office equipment shall be used and maintained according to the manufacturer's
recommendations.
d) If the hazard warrants, all exposed moving parts of power ddven office machines shall be
covered with suitable guards.
Eff. 9/99
6 218
e) Razor blades, broken glass, sharp objects, etc. shall not be thrown in the wastebaskets
unless properly protected.
t) Unbridged telephone lines, extension cords, etc. shall not be placed across walkways.
Bridging will help to prevent anyone from tripping or falling,
g) When not in direct use, all filing cabinet drawers and desk drawers shall be kept closed.
h) Filing cabinets shall be kept secure so that when the top drawer is opened, there is not
danger of overbalancing.
3) First-Aid Kits:
a) All first-aid kits shall be inspected monthly to insUl'e tIlat expended items are replaced.
Safety Representatives shall perform said inspections.
b) All fust-aid kits will contain a fust-aid guide which has been approved by the Safety
Committee.
c) First-aid kits shall be placed at various locations in City offices, garages, some vehicles, etc.
as determined by the Safety Committee.
d) Emp1t>yees shall know both the location and the contents of first-aid kits. They should be
famfii'ar with the proper use of fust-aid supplies.
e) The City shall provide the opportunity for First Aid and CPR Training on an annual basis.
4) Fire Extinguishers:
a) Fire Extinguishers will be placed in every City building, properly maintained and inspected
per the Fire Code.
b) Every employee shall become familiar with the fire extinguishers in his/her working area.
Employees will be offered instruction on its p1'0per use and operation.
c) Employees shall not obstruct access to a fire extinguisher.
d) If a fire extinguisher is used, it will be recharged or replaced immediately after use. If it is
necessary to remove a fire extinguisher for recharging or replacement, replacement units
shall be provided by the City.
e) Any vehicle, subject to DOT regulations, will callY a charged fire extinguisher. Drivers of
said vehicles will be responsible for keeping the fire extinguisher serviced.
VEmCLES AND EQUIPMENT
1) General Safety:
a) Only authorized City employees will operate City vehicles and equipment. Unauthorized
persons shall not be allowed in or on City vehicles or equipment.
b) Safety belts are mandatory for use by equipment and vehicle operators and passengers in
accordance with state statute (Minn. Stat. #169.686).
c) No driver or operator shall put a vehicle or piece of equipment into motion without insuring
all riders are properly seated and wearing seat belts in accordance with state statute (Minn.
Stat. #169.686).
d) No driver or operator shall allow riders on or in any vehicle or piece of equipment except
where there is a permanent seat with propel' seat belts. Exceptions are pieces of equipment
originally designed for multiple operators in standing positions.
e) Employees shall be familiar WitIl and observe applicable federal, state, and local traffic laws
and ordinances. Drivers shall be alert, careful, and courteous toward pedestdans and other
drivers.
Eff. 9/99
7219
f) Smoking is prohibited in all City of Fmmington vehicles.
g) City vehicles and equipment shall be checked before use. If any defects are found, they
must be reported to the supervisor immediately.
h) Vehicles and equipment shall be refueled only when all engines and auxiliary. motors have
been shut off.
i) A slow moving vehicle is one that is designated to move at a speed of 25mph or less. Any
vehicle moving 20 mph or less and not in the regular traffic flow shall have their safety
beacons on.
j) Heavy equipment (tractors, street sweepers, front end loaders, graders, etc.) must have
flashing lights and beacons turned on when the vehicles are in operation on public streets 01'
highways.
k) Employees shall not engage in misuse or unsafe conduct which may result in injury to
personnel or damage to property.
1) All accidents and/or incidents shall be reported in accordance with the City safety policy.
m) Backing operations: Backing shall be done with the use of a signal person when possible.
OSHA REQUIREMENTS
1) General
All installations, operations, procedures, etc. must comply with appropriate OSHA
specifications and regulations. In some instances, City standards may be more restrictive than
OSHA standards. If a safety standard is found to be in conflict with OSHA, the OSHA
standard shall supersede this policy. Any provision or procedure in this manual which if found
to be contrary to required OSHA regulations shall be brought to the immediate attention of the
Safety Committee.
2) Employee Right to Know
Specific information on the propel' handling and storage of specific gases, hazardous chemicals
or other products used by the City should be obtained from the Material Safety Data Sheet
(MSDS) for the specific product. These policies are intended as a general procedure and not
intended to specifically address the handling and storage of each specific hazardous chemical
mId product used by the City. FOR SPECIFIC INFORMATION OF AN ITEM REFER TO
THE APPROPRIATE MSDS SHEET.
3) Training and Instruction
a) Each department head shall be responsible for providing appropriate training and/or
instruction to employees to provide the employee with the necessary knowledge to do the
job safely and efficiently.
b) Employees should request instruction or training for tasks and equipment of which they are
unfamiliar.
c) Each department shall be responsible for developirig specific safety standards and
procedures specific to their depmtment.
4) Public Safety Concerns
Eff. 9/99
8 220
a) Whenever operations are taking place in streets, parks, parkways, sidewalks, or other public
areas, appropriate precautions should be taken to provide a safe environment for the public
and the employees. Proper signing should be used to warn traffic of a work area. When
possible, lighted ban'icades shall be used for overnight protection. If there is not adequate
visibility for drivers approaching a work area, a flagperson shall be utilized.
b) Where an unusual situation exists that cannot be easily resolved, or when personal injm-y or
damage to equipment or property occurs as a result of operations, contact the responsible
supervisor immediately.
Eff. 9/99
9221
..
ACKNOWLEDGMENT
I have received my own copy of the City of Farmington Safety Policy dated September 1999 and have
been informed of its content by my supervisor or safety representative. I have read the policy and have
had an opportunity to ask questions in regard to its content. I understand how this document pertains to
the safety of my co-workers and me, and I will observe these rilles. .
I also understand that the policy may not address all situations that I may encounter on the job. In such
case, I will take additional precautions as needed, and consult with my supervisor to ensure a safe work
environment.
Signature
Date
Eff. 9/99
10 222
CITYOF
F IN'GTON'
A ~lVIINIST~TIV~
POLICI~S A.w.... PR.OCE:D"UR.ES
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Table of Contents
Section 1: Pu-rpose, Adoption, Amendment, and Scope ........................................................................................ 7
Section 1.1 - Purpose ................ ........................ .................. ............ .......... ................................ ...................... ......... 7
Section 1.2 - Scope...... .......... ............ .............. .................... ..... ... .................... .... ........ ........ .................. ................... 7
Section 1.3 - Not an Employment Contract .............................................................................................................7
Section 1.4 - Policy Amendments ...... .................... ............ .......... ................................. ......... ..................................7
Section 1.5 - Data Practices Advisory................. ..................................................... .......... ...................... .......... ...... 7
Section 1.6 - Minnesota Personnel Record Review and Access Act ...................~................................................... 8
Section 1.7 - Smoke Free Workplace ................. ............................... .......... ..................................... ........................ 9
Section 1.8 - EED Policy Statement ........................................................................................................................ 9
Section 2 - Definitions ..........................................................................................................................................1 0
Section 3: Employee Conduct and ResponsibUities.............................................................................................14
Section 3.1 - Employee Code of Ethics ....................,............................................................................................15
Section 3.2 - Employee Conduct...... .................... ....................... ....................... ......... ................ ...... .......... ............ 17
Section 3.3 - CUstomer Service .......................... ...................................................... .......... ...................... .......... .... 19
Section 3.4 ~ Public Communications .......................... ............. ......... ....... ............................ ................................. 20
Section 3.5 - Harassment/Sexual Harassment........................................................................................................22
Section 3.6 - Workplace Violence .......................... ...................... ........ ........................ ..... ........... ...... ................... 25
Section 3.7 -Information Technology (IT)...... .......... .......... ....... ......................... ............ ...................................... 27
Section 3.8 - Electronic Mail (Email) ...... .................... ........ .............. .......... .......................................... ................ 30
Section 3.9 - Cellular Phones and Personal Digital Assistant (PDA' s) .................................................................33
Section 3.10 - Global Positioning Systems: Locators and Monitoring.................................................................35
Section 3.11 - Outside Employment ................ ...................... .......................... .......................... ............ .......... ...... 36
Section 3.12 - Political Activity ...... .................... ...................... .......................................... ............ ....................... 3 8
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Section 3.13 - Driver's License Status Checks ...................................................................................................... 39
Section 3.14 - Policy Implementing the Federal Omnibus Transportation Employee Testing Act and Related
Regulations .................................................................................................................................... .........................40
Section 3.15 - Drug and Alcohol Testing Policy ...................................................................................................57
Section 4 - Employ~nt ....................................................................................................................................... 65
Section 4.1 - Job Posting and Recruitment ............................................................................................................65
Section 4.2 - Employment Selection and Background Checks. .............................................................................67
Section 4.3 - New Employee Orientation...... .......... .......... ...................... ...................... .......... ................ ............... 69
Section 4.4 - Probationary Period ................ ............ .................................... ................ .......................................... 70
Section 4.5 - Discipline............................................................................................... ........................................... 72
Section 4.6 - Nepotism ...... ......... ........ ... ............ .............. ...... ...................... .......... ............ .......... ......... .................. 77
Section 4.7 - Credit Card Use ...... .......... ...... .......... ................ .......... ...... ......... ................................................. ...... 78
Section 5 - Attendance and Leaves of Absence ...................................................................................................81
Section 5.1 - Working Hours, Attendance and Break Periods ...............................................................................81
Section 5.2 - Exempt Employees Paid Leave and Flexible Scheduling................................................................. 83
Section 5.3 - Bone Marrow Donation Leave..........................................................................................................83
Section 5.4 - Jury or Witness Duty ........................................................................................................................84
Section 5.5 - Voting Leave...... .......... ...................... .......... ............ .......... .......... .......... ............ ............................... 85
Section 5.6 - Family Medical Leave Act (FMLA)................................................................................................. 86
Section 5.8 - Schools and Conferences Activities Leave....................................................................................... 93
Section 5.9 - Bereavement Leave. ............... ................ ...... .......... ..................... ........... ................ ................ ........... 94
Section 5.10 - Military Leave.... ........... ............ ..................... .......... ............ .............. ...... ............ ........ ............ ....... 96
Section 5.11 - Holiday Leave ...... .......... ................... ............. .......... ............. .............. ..... ...................... .......... ....... 99
Section 5.12 - Paid Time Off (PTO) .................................................................................................................... 100
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Section 5.13 - Sick Leave......... ............................. .......... ..... ................. ...............................................................1 03
Section 5.14 - Unpaid Leaves of Absence ...........................................................................................................1 05
Section 5.15 - Vacation .............. .................. ...... ................................ .......... .......... ............. ................................. 107
Section 5.16 - Donated Leave ...... ........ ............ ................................ ...... ...................................... .......... .............. 109
Section 5.17 - Job Related Injury or Illness .......................................................................................................... 110
Section 6 - C01llpensation and Benefits .............................................................................................................112
Section 6.1 - Compensation - Job Classification and Evaluation........................................................................ 113
Section 6.2 - Timekeeping and Payroll................................................................................................................113
Section 6.3 - Performance Reviews .....................................................................................................................114
Section 6.4 - Step Adjustments ................ .......... ............ .......... ....................................................... ......... ............. 115
Section 6.5 - Overtime ...... .......... ...... ................ .......................... .......................... ............. ................ ............... ...117
Section 6.6 - Compensatory (Comp) Time ..........................................................................................................117
Section 6.7 - Severance Benefits...............................;................ ................................ ................ ...... ....................118
Section 6.8 - Group Insurance............ 0 0.. ............... 0 o. 0 0 0 0..0....0..... ......... ......... 0....................... 0" o. 0 0....... o. 0 0........... ...120
Section 6.9 - Other Benefits .......................... ............ ............................. ... ........................................................... 123
Section 6.10 - Workers' Compensation Procedures ...........................................................................................125
Section 6.11 - Healthcare Continuation Coverage (COBRA).............................................................................. 125
Section 6.12 - Health Insurance Portability and Accountability Act (HIPAA) ...................................................125
Section 7 - Training and Development..............................................................................................................129
Section 7.1 - Schools and Conferences ..... ......... .................................. ............. ...... ............. ...................... .......... 129
Section 7.2 - Business Travel Expenses .......................... ............ .......... .......... ............ ......................................... 131
Section 8 - Safety.................................................................................................................................................133
Section 8.1 - Safety Policy................ .......... ............ .......... ................................ ............... ........ .......... ................ ...133
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Section 1: Purpose, Adoption, Amendment, and Scope
Section l.l-Purpose
This administrative manual provides a general resource of the City of Farmington's policies and
procedures regarding the conditions of employment with the City in accordance with Federal, State and
Local statutes, ordinances, and administrative orders.
Employees subject to these policies and procedures are responsible for complying with and carrying out
provisions of these policies. Any employee who fails to comply with any of the provisions of these
policies and procedures will be subject to disciplinary action in the form that the City deems appropriate,
up to and including dismissal from employment.
Section 1.2 - Scope
This administrative policy and procedure manual contains policies and procedures for all employees. It
applies to union employees to the extent that it does not conflict with the subject collective bargaining
agreement. Union employees are encouraged to consult their collective bargaining agreement fIrst for
information about their employment coriditions.
Section 1.3 - Not an Employment Contract
This administrative policy and procedure manual does not attempt .to address all possible work situations
or to identify every possible situation. Departments may also maintain separate department policies and
procedures. The latest version of the administrative policy and procedure manual will be maintained on
the City's electronic network under the citywide drive.
The policies and . procedures are for informational purposes and are not intended to create a
contract of emplovment. They may be amended, repealed, or modified at any time by the City. Except as
modified by a collective bargaining agreement, your employment with the City is "at will" and may be
terminated at any time by either you or the City with or without cause.
Section 1.4 - Policy Amendments
The City may from time to time add, delete or amend information in this manual. When such a change is
made, Human Resources will document the amendment and provide the updated information to
employees either electronically or in paper format.
Section 1.5 - Data Practices Advisory
During the course of City employment, an employee will likely be asked to provide information that is
classified by state law as either private or confidential. Private data is information that generally cannot be
given to the public but can be given to the subject of the data. Confidential data is information that
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generally cannot be given either to the public or to the subject of the data. All employee data will be
reviewed, retained and disseminated in accordance with the Minnesota Government Data Practices Act.
The requested information will be used to evaluate the employee's job performance, eligibility and
abilities. The information provided by the employee may be used in performance evaluations,
determinations regarding placement in the salary schedule, applications for employment, and other
matters that involve a review of the employee's personnel file and past performance. If the employee
provides false, misleading or incomplete information, the employee may be subject to discipline. Unless
the employee is otherwise told, he or she is required to provide this information or may face disciplinary
action.
Those authorized by law to receive information in the employees personnel file may include, but are not
limited to, the following persons or entities:
· Employees, agents, and officials of the City who have a need to know about the information in
the course of their duties or responsibilities;
· The person who is the subject of the private data;
· People who have permission from the subject of the data;
· The Internal Revenue Service, Minnesota Department of Revenue, Public Employees
Retirement Association, or other applicable pension system, and the Immigration and
Naturalization Service;
· The Minnesota Department of Economic Security in any claim for re-employment benefits;
· The Workers' Compensation Court in any claim for workers' compensation benefits;
· Various insurance companies in any claim for insurance benefits;
· Individuals who have obtained a court order for the information;
· Participants in any litigation, mediation, veterans' preference hearing, arbitration, or other
administrative proceeding that involves the employee; and
· Labor organizations and the Bureau of Mediation Services.
If litigation arises, the following information may be provided in documents filed with the court and are
available to any member of the public. If reasonably necessary to discuss the information at a City
Council meeting, it will be available to members of the public. To the extent that some of the information
is part of the basis for a final decision on disciplinary action, that information is available to any member
of the public.
Section 1.6 - Minnesota Personnel Record Review and Access Act
Effective January 1, 2008, the Minnesota Personnel Record Review and Access Act provides the
following rights and remedies to employees regarding their personnel files:
· After termination, employees may review their records once annually for as long as the City
maintains the record.
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a The City must comply with an employee's written request to review his or her file within seven
work days from date of request.
a After the review, the employee may request in writing a copy of the record at no charge to the
employee.
a If the employee disputes information contained in the record and the City does not agree to
remove or revise the disputed information, the employee may submit a written statement of up
to five pages explaining the employee's position. This statement will be included in the
personnel file for as long as the City maintains it.
a If the City violates the statute, employees may bring a civil action to compel compliance and for
actual damages and costs.
a The City may not retaliate against employees for asserting rights or remedies under the statute.
If the City unlawfully retaliates against an employee, the employee may bring a civil action to
compel compliance and for actual damages, back pay, reinstatement, equitable relief, and
attorney fees.
Section 1. 7 - Smoke Free Workplace
All City buildings, facilities and vehicles are.designated as non-smoking. There will be no smoking within
City facilities or vehicles at any time. Cigarette butts and matches must be extinguished and disposed of
in appropriate containers. Employees who violate this policy will be subject to disciplinary action.
Section 1.8 - EEO Policy Statement
The City of Farmington is committed to providing equal opportunity in all areas of employment,
including but not limited to hiring, demotion, transfer, recruitment, selection, lay-off, disciplinary action,
termination, compensation and selection for training. The City of Farmington will not discriminate against
any employee or job applicant on the basis of race, color, creed, religion, national origin, ancestry, sex,
sexual orientation, disability, age, marital status, status with regard to public assistance, veteran status, or
membership on a local human rights commission.
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Section 2 - Definitions
As used in this manual, the following words and terms, unless the context clearly indicates otherwise,
shall have the meaning as defined herein:
Anniversary Date: An employee's anniversary date shall be based on the fIrst date of consecutive
employment in their current position either as a regular full or part-time employee.
Appointment: An acceptance of an offer of employment by the City, recommended by the City
Administrator or designee, and ratified by the City Council.
Benefits: Privileges granted to employees as part of the total compensation package to employees
including vacation, sick, PTO, holiday, personal and military leaves; medical, dental, life and disability
insurance; and professional development/continuing education.
City: The term City shall refer to the City of Farmington as the employer, the City Council and its agents.
Classification, Class, or Class of Positions, Job: A group of positions sufficiently similar in duties,
authority and responsibility to warrant the same class title, qualifications, and the schedule of pay for all
positions in the group.
Compensatory Time: Time off from work at the employee's normal straight time rate of pay. For
employees not exempt from the provisions of the Fair Labor Standards Act (FLSA), compensatory time
shall be computed at one and one-half (1 ~) times the number of overtime hours worked.
Continuous Service: An employee's length of service from the most recent data of hire, re-hire, or re-
instatement. An employee's continuous service will be termed broken if that employee voluntarily
resigns, is terminated, or retires.
Date of Hire: An employee's date of hire is the first day of employment either as a regular full or part-
time employee.
Days: Calendar days, including Saturday, Sunday and holidays unless otherwise specified in this manual.
Demotion or Demotion for Disciplinary Reasons: The change of an employee's status from a position
in one class to a position in a lower class that could include a reduction in salary, due to incompetence,
inefficiency, or misconduct.
Eligible: A person who is qualified for some type of appointment.
Full-time Employee: An individual in a position that is regularly scheduled to work a forty (40) hour
work week for 52 weeks in a calendar year.
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FLSA Exempt Employee: Any employee who is exempt from the Fair Labor Standards Act (FLSA).
These employees are paid on an annualized salary basis. Regular full-time FLSA exempt employees shall
not be subject to overtime pay.
FLSA Non-Exempt Employee: Any employee whose work is covered by the Fair Labor Standards Act
(FLSA). They are not exempt from the law's requirements concerning minimum wage and overtime.
Immediate Family Member: A spouse, children, step-children, siblings, parents, grandparents, in-laws,
or grandchildren.
Interested Person: Any person who has a direct financial or economic interest in a decision that a City
employee is authorized to make.
Layoff: Separation of employment due to the elimination of a regular full-time or part-time position.
Longevity: The total length of service with the City as a regular, full-time employee including the
employee's initial probationary period.
Overtime: Time worked in excess of forty (40) hours per week for non-exempt employees. For police
officers, overtime is in access of 160 hours per month (28 days).
Position: Any office or employment in the City service.
Posting: The actual display of a document on various City bulletin boards that are conspicuous to
employees.
Probationary Employee: An employee appointed to a regular position serving the initial six (6) month
probationary period. For Police Officers, a one (1) year probationary period is applicable subject to state
statute.
Promotion: A change of employee's status from a position in one class to a position in a higher
classification having a higher maximum salary rate.
Reclassification: A change in a class of an individual position by raising it to a higher class, reducing it
to a lower class, or moving it to another class at the same level on the basis of changes in the kind,
difficulty, or responsibility of the work performed.
Reduction in Grade: A change in an employee's status from a position in one class to a position in
another class, including a reduction in salary or wages, that is unrelated to the employee's work
performance.
Regular Employee: An employee appointed to an authorized, budgeted position in accordance with the
rules of this manual, and has successfully completed the probationary period.
Regular Full-time Employee: A full-time position that has been expressly authorized by the City
Council and reflected in the adopted City budget.
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Regular Part-time Employee: A part-time position that is expected to be longer than six (6) months and
regularly scheduled to work not less than 15 hours per week throughout the calendar year.
Seasonal Employee: Employees who work only part of the year (100 days or less) to conduct seasonal
work. Seasonal employees may be assigned to work a full-time or part-time schedule. Seasonal employees
do not earn benefits or credit for seniority.
Serious Health Condition: An illness, injury, impairment, or physical or mental condition that involves
inpatient care in a hospital, hospice, or medical care facility; or continuing treatment by a health care
provider. As a result of this condition, the employee is deemed unable to perform the essential functions
of his /her position.
Temporary Position: A position with the City in other than a regular position or a regular part-time
position that is typically limited in duration or to a specific task or project.
Termination: A complete separation from employment with the City as a result of discharge, resignation,
retirement, or death.
Transfer: A change in the employee's status from one City position to another, not necessarily involving
an increase or a decrease in pay.
Veteran: A person entitled to veteran's preference pursuant to the Veteran's Preference Act and any other
applicable veteran's regulation.
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Section 3: Employee Conduct and Responsibilities
Section 3.1 - Employee Code of Ethics
The City expects all employees to exhibit ethical and professional conduct in the performance of their job
duties. They are expected to work in cooperation with other public officials and employees. The
provisions of this Code of Ethics are applicable to all City employees.
City employees, while acting as such, will not participate in, attempt to unduly influence, take official
action, or vote on any issue in which he or she has any direct fmancial or personal interest.
Disclosure. Employees are to disclose any fmancial or personal interest that he/she may have in any
public matters which he/she may have influence on due to their job responsibilities to their supervisor.
Where a conflict of interest may exist, as determined by the City, the City Attorney shall review the issue
and recommend appropriate action(s).
Confidentiality. Employees wiII not disclose or use confidential information without proper, written legal
authorization, concerning the property, government or affairs of the City to advance the personal,
fmancial or private interests of themselves or others.
Gratuities. Employees are not allowed to, directIy or indirectly, solicit any gift or accept or receive any
gift of substance, including but not limited to money, services, City services, loans, travel, entertainment,
hospitality, or promise, under any circumstances
Representation. No employee shall appear in behalf of another's private interest before the council, any
committee, commission or agency of the City where that City employee sits in a decision-making
capacity, nor shall he or she represent another's private interests in any action or proceeding against the
interests of the City in which the City is a party.
Sales, Leases and Contracts. Except as specifically authorized by Statute, Section 471.88, no City
Employee covered by this Code of Ethics who is authorized to take any part in making any sale, lease or
contract in his/her official capacity shall have a direct fmancial interest in that sale, lease or contract or
personally benefit fmancially therefrom.
Official Duties. No employee shaU claim expenses for travel, meals, accommodations, conferences or any
other such type of travel expenses unless such expenses are directly attributable to his or her personal
travel expenditures while on official City business. Expenses charged to the City for payment shall not
include any expenses associated with family members traveling with the City employee and/or official.
Private Use of Public Property. An employee shall not use City property for his or her own private use,
unless such use is expressly permitted. Solicitations made by public officials of City employees for
special favors, or for private use when such requests wiII knowingly require the use of public property for
personal reasons is strictly prohibited without the express written permission of the City Administrator,
and such requests shall be made part of the public record. It is required that any such solicitations be
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reported to the City Administrator, who, along with the City Attorney, will investigate, and report the
fmdings to the City Council.
Involvement in Governmental Review Processes. A City employee shall not involve him/herself in a
governmental review process with respect to a matter in which he or she has a fmancial interest or
personal interest.
Conflict of Interest
City employees must avoid any activity which suggests a conflict of interest between their private
interests and City responsibilities. When an employee believes the potential for a conflict of interest
exists, it is the employee's responsibility to avoid the situation.
Examples of activities which are not in accordance with this policy include, but are not limited to, the
following:
1. Use or attempted use of official position to secure benefits, privileges, exemptions, or advantages for
themselves, their relatives, or others with whom an employee is associated, that is different from those
available to the general public.
2. Acceptance of other employment or contractual relationship that will affect the employee's
independence of judgment in the exercise ofthe employee's official duties.
3. Activities that require the employee to interpret codes, ordinances, or regulations when the activity
involves matters with which the official or employee has business or family ties.
4. The use of City time, facilities, equipment, or supplies for the purpose of private or personal fmancial
gain.
5. Conducting personal business while working regularly scheduled hours.
6. Receipt or acceptance of any money or other thing of value from anyone other than the City for the
performance of work that the employee is required or expected to perform as part of their regular
duties for the City.
7. Any financial interest or personally beneficial interest, directly or indirectly, in contracts or purchase
orders for goods or services used by, purchased by, or furnished to the City.
8. Acceptance of a rebate, gift, money, or anything of value from a person, firm, or corporation to which
a contract or purchase order has been or may be awarded.
9. Whether or not a conflict of interest exists will be the determination of the City and not the individual
employee.
Disciplinary Action
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City employees, whom, after investigation, knowingly violate sections of the Code are subject to
disciplinary action up to and including termination action, and any other penalties pursuant to civil and
criminal law. This section shall not be construed to limit the rights of persons charged with violations of
this Code under Federal and State Civil Rights Laws.
S~oon~2-Empw~eCon~d
It is important for all employees to work together and behave in a manner that promotes the efficient
operation of the City and ensures a safe, harassment free and pleasant work environment.
Behavior that does not promote an efficient, pleasant, harassment-free work environment is prohibited
and may result in disciplinary action up to and including dismissal from City employment and may be
prosecuted to the full extent allowed by law. The following examples of inappropriate behavior are
intended to provide employees with some general insights into behaviors that the City considers
unacceptable in the workplace:
. Theft or unauthorized removal of possessions of City property.
. Falsification oftimekeeping or other City records.
. Working under the influence of alcohol or illegal drugs.
. Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace, while on
duty, while on City premises or while operating employer-owned vehicles or equipment.
. Fighting or threatening violence in the workplace.
. Any type of physical or verbal abuse including sabotaging another's work.
. Making malicious, false and/or harmful statements about others.
. Publically disclosing another's private or confidential information
. Negligence or improper conduct leading to damage or loss of employer-owned or customer-owned
property.
. Insubordination or other disrespectful conduct.
. Violation of health or safety rules.
. Sexual or other unlawful or inappropriate behaviors including comments or remarks that contributes
to a hostile work environment.
. Possession of dangerous or unauthorized weapons in the workplace.
. Unauthorized use of employer-owned facilities and/or equipment including phones, mail, internet and
email.
. Conduct in private life that brings discredit upon the municipal service.
. Inefficiency or incompetence in the performance of job duties.
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Section 3.3 - Customer Service
In an effort to provide the best customer service, the City has a Customer Service Response Team
comprised of at least one member from each City Department. The mission of this team is to promote
excellence in customer service by evaluating our processes and procedures in an effort to provide and
maintain the highest standard of excellence in customer service.
It is our goal to ensure ease of access to services that minimize technological, administrative, and physical
barriers and meet customer needs; and also to ensure that customer service concerns and complaints are
appropriately responded to in a timely manner.
The following guidelines are to assist each staff member in providing the very best service.
1. City customers always come fIrst. Personal phone calls, social conversations, and private
business should never be continued while a customer has entered your work environment and
needs service.
2. Be courteous, patient, and respectful with the individual. Patiently explain the process,
courteously answer questions and, if necessary, contact your supervisor to assist you in
appropriately dealing with the customer.
3. Customer telephone calls should not be transferred more than once whenever possible.
4. Follow through with the customer once action is completed. Let the customer know what you
have done and ask if there is anything else you can do for him/her.
5. Take the initiative. When you are capable of handling routine situations, do it. This does not
mean doing someone else's job, but simply being helpful to make the entire team look good.
6. Do not expect someone else. to take care of it. Communicate when there is a problem; take
personal responsibility for improving the process or City response. Let your supervisor know
what the problem is and how you think you can solve it.
7. Be an empathetic listener in difficult situations. While you may have dealt with the situation a
hundred times, this may be the fIrst time a customer has complained. Remember, we are here
for the customer's convenience, not our own.
8. Quality service, a professional attitude, good customer relations and a professional appearance
help create and maintain a favorable City image. Take pride in your appearance.
9. Finally, a little bit of "nice" goes along way. Though the answer may not always be what the
customer wants to hear, a customer can still be satisfIed with the courteous and helpful
response of City staff.
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Section 3.4 - Public Communications
The City of Farmington is committed to fostering professional, credible and timely public
communications on City programs, services and activities to City residents.
The City recognizes that City Council decisions, policy issues, development proposals, and various other
actions related to City business have the potential to become controversial and cause debate or
disagreement in the community. Effective communication strategies will help prevent such issues from
becoming a crisis, and will promote constructive dialogue in the community.
Guidelines
I) Responses to public inquiries should always be provided in a very objective, courteous and
professional manner. Response to media inquiries should be provided in a concise and direct manner
balancing the public's need and right to know while minimizing any unnecessary comments that
could generate liability for the City or potentially damage the reputation of the City, the department,
and/or respective staff.
2) A City employee will not use of any profanity, personal comments or language which could
reasonably be perceived as either offensive or demeaning to any person or group's gender, racial
composition, ethnic background, sexuality, religious preference or any other protected class
characteristic.
3) Discussion regarding any legal or liability issue should be avoided and all questions of a legal nature
referred to the City Attorney.
4) All employees have the responsibility to identify potential issues affecting the performance of their
duties and respond accordingly. All concerns that may generate a high level of public visibility must
be brought to the immediate attention of the Department Director and/or City Administrator.
5) An employee should not respond to any public inquiry without establishing all the facts. If the issue
requires additional research, staff should inform the person making the inquiry that additional time
will be needed to respond and provide a timeframe in which a response will be given.
6) Access to personnel and government data is governed by the Minnesota Data Practices Act and
questions regarding the release of such data should be referred to the Human Resources Office.
Release of non-public or private information could be harmful to employees, and generate liability
issues for both the party releasing the data and the City. Job references, personnel data, and other
private data should never be released over the phone. The City Administrator is the City's designated
Responsible Authority for Data Practices; the Police Chief is the City's designated Responsible
Authority for Data Practices for Law Enforcement, and Human Resources Director is the City's
designated Data Practices Compliance Officer.
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Section 3.5 - Harassment/Sexual Harassment
The City of Farmington is committed to creating and maintaining a work environment free from all forms
of harassment and discrimination. Harassment is a violation of Title VII of the Civil Rights Act of 1964
and Minnesota Human Rights Act. Harassment of any person because of race, creed, color, religion,
national original, sex, age, marital status, disability, sexual orientation, receipt of public assistance,
political opinions, or affiliations is unlawful.
The City prohibits harassment of any form and will take action to respond to any reported harassment in a
professional manner.
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).
Retaliation
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. Retaliation includes, but is not limited to, any form of
intimidation, reprisal, or harassment.
Sexual Harassment Prevention
It is the City's goal to provide employees with a workplace free from sexual harassment and the conduct
that leads to claims of sexual harassment. Sexual harassment is defined by the Equal Employment
Opportunity Commission (EEOC) as:
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. It is a condition of hiring or promotion;
2. It becomes a factor in an employee's job duties or assignment;
3. It creates an intimidating, hostile, or offensive environment in which to work.
The City of Farmington recognizes the need to educate its employees on the subject of sexual harassment
and stands committed to provide information and training. All employees are expected to treat each other
and the general public with respect and to assist in fostering an environment free from unwanted
harassment. Violations of this policy may result in discipline, up to and including discharge.
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Procedures for Reporting Harassment
Employees have the right to raise the issue of harassment and to file complaints with respect to such
harassment without reprisal. If an employee brings said matter to the attention of management and/or HR
in "good faith", the employee cannot and will not be retaliated against by the City or its representatives.
Employees who feel they have been victims of harassment or employees who are aware of such
harassment must immediately report their concerns to any of the following: (1) supervisor; (2)
department head; (3) Human Resources Director; or (4) City Administrator.
In addition to notifying one of these persons, the employee is also encouraged to take the following steps:
1. Make it clear to the harasser that the conduct is unwelcome and document the conversation.
2. Document the occurrences of harassment.
3. Report complaints to Human Resources.
4. Document any further harassment or reprisals that occur after the complaint is made.
If the facts support the allegations, the perpetrator of the harassment will be subject to appropriate
disciplinary action, up to and including discharge. Any official or employee found to have made a false
complaint, or found to knowingly give false information during an investigation of such a complaint, will
also be subject to disciplinary action.
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 assume the responsibility for investigation and 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 Council Member 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 who
will undertake the necessary investigation. The City Attorney will report his/her fmdings to the City
Council, which will take the action it deems appropriate.
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.
Respectful Workplace Behavior
All employees are expected to express the shared values of respect, courtesy, civility, politeness,
consideration, and tolerance toward their fellow employees in the workplace.
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Section 3.6 - Workplace Violence
The City will make every reasonable effort to keep its employees safe and will not tolerate acts of
violence. Acts of violence include, but are not limited to, the following:
1) Causing physical injury to another person;
2) Making threatening remarks, swearing and gestures;
3) Aggressive, hostile behavior that creates a reasonable fear of injury to another person or
subjects another individual to emotional distress;
4) Intentionally damaging or threatening to damage employer property or the property of another
employee; or member of the public;
5) Possession of a weapon while on City property or while on City business;
6) Sexual harassment, domestic violence, bullying or other offensive behavior;
7) Deliberate or careless conduct endangering the safety of other employees.
Any unlawful act of violence committed by employees or members of the public while on City property,
or while using City facilities, will be prosecuted as appropriate. The City intends to use any reasonable
procedures to secure the workplace from violence and protect its employees and members of the public.
Possession and Use of Dangerous Weapons by Employees
Possession or use of dangerous weapons, except where such possession or use is specifically required by
the City as part of the employee job duties, is strictly prohibited on City property, in City vehicles, or in
any personal vehicle which is used for City business.
Additionally, City staff utilizes certain equipment that would be considered dangerous weapons if used
improperly. Every reasonable effort will be made to train employees on the proper use of equipment and
any employee using City equipment for anything other than its intended use will be subject to disciplinary
action.
All employees are responsible for:
. Refraining from acts of violence;
. Reporting to management/or Human Resources any dangerous, harassing, threatening or
violent situations that occur in the workplace;
. Documenting behavior including direct quotes, patterns of abuse, and names of witnesses.
Save any letters, memoranda, emails or notes and keep them and all other documentation in a
safe place;
. Refraining from any type of retaliation.
Employees are encouraged to report to their Department Directors and supervisor and/or Human
Resources, any situation that occurs outside of the workplace which may affect workplace safety, i.e.,
instances where protection orders have been issued, etc.
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Department Directors/Supervisors
Department Directors and Supervisors, in conjunction with Human Resources, are responsible for
evaluating any report of violence immediately and confidentially, and take appropriate action in order to
protect the employee from further violence. Report any issue to the Human Resources Director for
investigation, whether or not there has been a complaint.
Guidelines for Handling Acts of Violence
When an act of violence occurs:
1) If the act or altercation constitutes an emergency, CALL 911. In instances that are not emergency
situations, contact your supervisor or Department Director.
2) Contact the appropriate Department Director.
3) The Department Director will contact the Human Resources Director, who will take responsibility
for coordinating the response to the incident.
4) The Police Department will handle all instances involving emergency situations, or criminal
activity.
5) In instances when it is not appropriate to refer an incident to the Police Department, the Human
Resources Director will evaluate the situation and make a recommendation regarding the need for
an investigation. If any internal investigation is recommended, the Human Resources Director will
coordinate the investigation process.
Conducting an Investigation
There are liabilities and legal implications associated with acts of violence in the workplace. Therefore,
incidents involving emergency and/or criminal activity will be referred to the Police Department for
investigation. Incidents that do not involve an emergency situation and/or criminal activity will be
handled by the Human Resources Director.
The City acknowledges that in some cases there may be both criminal and disciplinary investigations. In
the event of a criminal investigation, all rules of criminal procedure will apply and will precede any civil
disciplinary investigation.
Conclusion of an Investigation
If the incident is substantiated, the alleged offender shall be subject to disciplinary action up to and
including dismissal.
Ifthe results of the investigation are inconclusive, the City will continue to monitor the situation on an on-
going basis.
Once fmal action is taken, the alleged victim will be notified as to the outcome of the investigation as
soon as it is legally possible to do so.
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Section 3.7- Information Technology (IT)
This policy is to ensure that employees use City computer systems in the most effective, consistent and
appropriate manner possible in order to achieve the maximum benefit in terms of work productivity. This
policy applies to all computer users and covers all technology used to conduct City business.
Software Use and Applications
A. Copyright infringement
Employees are prohibited from making any unauthorized copies of copyrighted software that
is owned or leased by the City. IT must approve the copying of any software from one
computer to another. Failure to abide by the federal copyright laws will expose the City, and
the employee involved, to potential criminal and civil liability.
The above paragraph applies equally to the act of bringing software from a home computer to
be used on City computers. All software that is loaded onto City computers must have
approval from IT prior to loading. This applies to both the network drives and the local disk
drives (C:). IT will periodically check for software that may be in violation of the above
mentioned policy.
B. Development
All software program applications developed for use by the City of Farmington become the
sole property of the City. These software programs may not be sold or distributed in any
manner without the written authorization of proper City authorities. Employees must direct all
third party requests to use City developed applications to IT. This includes, but is not limited
to, programs developed in Word, Excel, or Access using either macros or templates.
C. Acquisition
IT must approve all software purchases. IT will authorize the use of software that is consistent
with the design and architecture of the City's data processing platform. It is important to
adhere to a standard list of software because documents and data are shared much more easily
using a common interface.
D. Configuration
IT employees will make any configuration changes to a computer. This includes any files that
relate to how the computer and software is configured.
Network Protocols
The purpose of the City's local area network is to share software, data, and hardware resources among
individuals, workgroups and departments. The following items pertain to that network environment.
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Security:
1) Login Names. Login names will consist of the first letter of the user's first name and the
user's last name.
2) Passwords. All network login passwords must be kept confidential. Designated staff (IT
and Department Director) may need to know a user's password to allow for testing of
software and network maintenance. Only IT or designated LOGIS staff will have the
appropriate security to change passwords.
3) Supervisor. The Administrator login name shall have full network supervisory rights.
Personnel with full access rights will use those rights for purposes of maintaining and
auditing the network.
4) File Storage. Each network user is assigned a personal directory, a common workgroup
directory, a shared citywide directory, and other specialized directories which can be used
for storing City business files as may be required. Users are responsible for removing files
from these directories when they are no longer useful as network hard disk space is
limited.
5) Network Back-up. Information on the network is backed-up to tape every evening. If a file
is accidentally deleted, please contact IT to request that the file be restored. IT will let the
user know as to whether the file can be restored from the last network back-up.
6) File Sharing. The :\citywide directory is the designated citywide directory for sharing files.
Information contained on the citywide directory is a file copy only. Any changes made to a
shared file shall only be made either by or with permission from the original author of the
file. IT and designated LOGIS staff will also have permission to access files and assist
users with operational and software problems.
7) Software Upgrades/File Downloads. Employees must have approval from IT prior to
purchasing or installing any application upgrades or downloading of files in order to ensure
network-wide compatibility, IT support capabilities and appropriate virus protection and
screening.
8) Network Support Requests. LOGIS is the City's authorized network support provider.
Calls for network service should be made to IT.
PERSONAL USE OF COMPUTER SYSTEMS
Employee use of City hardware and software is restricted to purposes relative to conducting City
business.
Use of the internet should be for business purposes only. Accessing inappropriate websites at any time is
strictly prohibited. The accessing of sites by employees considered generally profane, anti-social,
degrading of any culture, demographic group and/or racial/ sexual/religious/physical characteristics
and/or of a pornographic nature is strictly prohibited. The City has placed various internet controls in
place that restricts access to a variety of websites and monitors internet use on a regular basis. Violations
related to computer and internet use are subject to disciplinary action, up to and including dismissal. For
information regarding use of City email, please refer to the administrative policy on Email.
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The use of the Internet after hours for personal reasons must be requested by the employee and submitted
to the Department Director for approval. IT must be informed of all employees granted permission to use
the internet for personal reasons.
Employees shall not use a code, access a file, or retrieve any stored information, unless authorized to do
so. Employees should not attempt to gain access to another employee's computer or files without the
latter's permission or authorization from a supervisor.
Hardware
A. Hardware Standardization
It is important to adhere to a standard list of hardware because data and peripherals can be
shared much more easily. All computer purchases will be made and/or approved by IT to
ensure that the use of the hardware is consistent with the design and architecture of the City's
data processing platform.
B. Restricted Activity
Only authorized IT personnel will be allowed to access, relocate, repair, or remove
components for repair on the City's computer system. Employees should contact IT for any
hardware related problems. Many hardware components are under warranty, and should only
be serviced by authorized vendor technicians.
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Section 3.8 - Electronic Mail (Email)
The City of Farmington provides and maintains an internal and external electronic mail (e-mail) system.
All City communications systems, messages, and files created, sent, received or stored within the system
should be related to City business and are the property of the City. Any and all opinions stated using the
City's e-mail system, whether expressed or implied, shall be those of the individual and not necessarily
the opinions of the City or its management.
POLICY
1) The City maintains an electronic mail system to assist in conducting City business.
2) All messages composed, sent, or received on the electronic mail system are and remain the property of
the City. They are not the private property of any employee.
3) The use of the electronic mail system is reserved for conducting City business.
4) The electronic mail system may not be used to solicit or proselytize for commercial ventures, religious
or political causes, outside organizations, or other non-job related solicitations.
5) The electronic mail system is not to be used to create, send, print or disseminate any offensive or
disruptive messages. Offensive or sexually oriented e-mails are in violation of the City's Offensive
Behavior/Sexual Harassment policy.
6) The electronic mail system shall not be used to send (upload) or receive (download) copyrighted
materials, trade secrets, proprietary information or similar materials without prior authorization.
7) The electronic mail system shall not be used for engaging in any activity in violation of local, state, or
federal law .
8) The City has and will exercise the right to review, audit, intercept, access and disclose all messages
created, received or sent over the electronic mail system for any purpose. The City Administrator or
HR Director. or their designees acting at their direction. mav review or audit use of the electronic
system at any time in their sole discretion to determine compliance with this or other City policies.
The contents of the electronic mail properly obtained for legitimate business purposes, may be
disclosed within the City without the permission of the employee. An employee should have no
expectation of privacy in messages or fIles they create, send, read or listen to on City computers.
9) The confidentiality of any message should not be assumed. Even when a message is erased, it is still
possible to retrieve and read that message. Further, the use of passwords for security does not
guarantee confidentiality. All passwords must be disclosed to the City Administrator and/or IT
Director. E-mail messages should be drafted in the same manner and with the same care as any
communication in printed form on City letterhead
10) Notwithstanding the City's right to retrieve and read any electronic mail messages, such messages
should be treated as confidential by other employees and accessed only by the intended recipient.
Employees are not authorized to retrieve or read any e-mail messages that are not sent to them. Any
exception to this policy must receive prior approval by the IT Director.
11) Employees shall not use a code, access a file, or retrieve any stored information, unless authorized to
do so. Employees should not attempt to gain access to another employee's messages without the
latter's permission.
12) Employees are prohibited from deactivating software designed to detect and destroy computer viruses.
13) Employees are prohibited from activities which may degrade the performance of the City's computer
or communication equipment (e.g. downloading additional software for personal use).
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14) Any employee who receives an e-mail in violation of this policy should delete the e-mail and inform
the sender, if possible, to discontinue e-mail communication.
15) Non-exempt employees should not access email outside of working hours unless the employee has
received approval from his/her supervisor in advance.
16) If it is perceived that this policy has been violated, such violations should immediately be reported to
the Human Resources Office.
Disciplinary action for violation of this policy will correspond to the gravity of the offense as weighed by
its potential effect on the City and/or its employees and may include, but is not limited to, suspension
and/or termination.
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Section 3.9 - Cellular Phones and Personal Digital Assistant (PDA's)
The City provides cellular phones to employees who have a business necessity to telephone others or
receive calls while outside of City buildings. Cellular phones are provided to employees for the sole
purpose of enhancing the quality, timeliness and overall service level of local government activities.
Guidelines
1) All cellular services and billing plans will be established by City Administration, and audited
periodically.
2) Calls should be limited to those necessary to perform assigned duties.
3) For the safety of City employees and the general public, employees are discouraged from using the
telephone while operating a vehicle. This includes direct connect.
4) Personal phone calls will be acceptable in those circumstances where it is necessary to contact a
family member concerning matters of relative importance. Personal phone calls should be kept to a
minimum and be as brief as possible.
5) In general, long distance calls should not be made on a cellular phone. If a personal long distance call
is made from the cellular phone, the employee is responsible for reimbursing the City for the cost of
these calls, as applicable.
6) Text messaging is only allowed for documented business purposes. If an employee receives a personal
text message, the employee should notify the sender to refrain from sending text messages to the City
cell phone. Additionally, the employee will be responsible for reimbursing the City for the cost of text
messages. An employee should have no expectation of privacy in messages or files they create,
send, read or listen to on City phones.
7) Text messaging is prohibited while operating a vehicle.
8) Non-exempt employees are not expected to utilize cell phones, Blackberry's or other PDA's for City
business outside of working hours unless the employee has received approval from his/her supervisor
in advance.
9) Cell phone use is strictly prohibited when operating fire apparatus.
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Section 3.10- Global Positioning Systems: Locators and Monitoring
The primary purposes of GPS location and monitoring are for safety, security, productivity, increased
efficiency and to better serve our residents. It will also be used to better document activity for the
enforcement of City ordinances.
Policy
The City maintains a GPS system on City owned equipment. This system is in place to assist the City in
conducting City business.
1. The GPS system will not be used for engaging in any activity in violation of local, state, or federal
law.
2. City employees will not be monitored during their personal time including rest and lunch breaks.
The City will take whatever measures possible to ensure tracking of personal time does not occur.
3. City management will exercise the right to review all information at any time to determine
compliance with this or other City policies.
4. Employees are prohibited from deactivating or tampering with City GPS location and monitoring
hardware and software except as provided for in this policy.
While it is not the primary purpose of this policy, it is possible that this technology will be used in
employee investigations which may result in either correcting unacceptable behaviors or discipline up to
and including termination of employment.
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Section 3.11- Outside Employment
The City of Farmington expects regular employees to consider City work their primary employment. Any
other job must be compatible, without conflict of interest or schedule. The primary concern is that there is
no conflict of interest between the outside work and the City position.
Conflicts of Interest
It is expected that every employee exercise good judgment to avoid becoming involved in a conflict of
interest. Examples of conflict of interest situations include:
1) Those in which an employee's official capacity with the City, or with the outside organization,
may enable him or her to influence the placing of City business.
2) Those in which an employee accepts a paid or unpaid position elsewhere, where such activity
interferes with their duties and job performance at the City.
3) Those in which an employee may gain access to information not generally available to the
public which may allow him or her to directly or indirectly gain anything of value.
Prohibitions
1) Employees shall not accept payor compensation from others while performing work for the City.
2) Employees shall not work for any contractor or company that has a contract with the City during the
time the contractor or company is actually working on City projects or business, unless specifically
authorized by the City Administrator.
3) Employees shall not accept outside employment that requires the use of City equipment, facilities or
supplies.
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Section 3.12 - Political Activity
City employees are neither appointed to nor retained in municipal employment on the basis of their
political activity, but rather on the basis of their qualifications, work performance and fitness. The
purpose of this policy is to ensure that the City organization and its employees remain politically neutral
in all local political activities.
Pursuant to state law (Minn. Stat. 211B.09), City employees may not, at any time, use their official
authority or influence to:
. Compel a person to apply for membership in or become a member of any political organization, or
. Payor promise to pay a political contribution, or
. Take part in political activity.
If employees have specific questions regarding appropriate involvement in local political activities, please
refer all questions to the Human Resources Office.
City employees are defined, for this policy, as any individual in a compensated position whether that
position is regular, seasonal, temporary or volunteer. For example, use of any City equipment, title or
position reference for purposes relating to political activity is strictIy prohibited.
Violation of this statute is considered a misdemeanor. If an employee is found guilty of violating this
policy in a court of competent jurisdiction, the employee will be subject to disciplinary action up to and
including dismissal.
Section 3.13 - Driver's License Status Checks
Any employee whose job description requires a driver's license shall maintain that license in a valid
status. If, for any reason, an employee's driver's license is suspended, revoked, withdrawn or canceled,
the employee must notify his or her supervisor as soon as possible and before operating any City owned
vehicle. Loss of driving privileges for any reason may result in the immediate reassignment to a non-
driving position, if available, or in termination of employment.
The Human Resources Office will obtain motor vehicle records annually on all employees authorized to
operate City owned vehicles. The City retains the right to revoke any employee's privilege to operate a
City vehicle at any time.
Any employee convicted of a traffic violation while traveling in a City owned vehicle is responsible for
the fmes associated with that violation and may be subject to discipline. Disciplinary action will
correspond to the gravity of the offense as weighed by its potential effect on the City and/or its employees
and may include, but is not limited to, suspension and/or termination.
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Section 3.14 - Policy Implementing the Federal Omnibus Transportation Employee
Testing Act and Related Regulations
The purpose of this policy is to establish programs designed to help prevent accidents and injuries
resulting from the misuse of alcohol or use of controlled substances by drivers of commercial motor
vehicles. This policy implements the requirements of the Federal Omnibus Transportation Employee
Testing Act and the u.s. Department of Transportation Regulations, 49 C.F.R. Part 382. This policy is in
addition and separate from the City's Drug and Alcohol Testing Policy, which implements the
requirements of state law and the Federal Drug Free Workplace Act of 1988.
DEFINITIONS:
Accidents:
(a) Except as provided in paragraph (2) of this defmition, an occurrence involving a commercial
motor vehicle operating on a public road which results in:
1) a fatality;
2) Bodily injury to a person who, as a result of the injury, immediately receives medical
treatment away from the scene of the accident;
3) 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.
(b) The term accident does not include:
1) An occurrence involving only boarding and alighting from a stationary motor vehicle; or
2) An occurrence involving only the loading or unloading of cargo; or
3) An occurrence in the course of the operation of a passenger car or a multipurpose
passenger vehicle (as defmed in 571.3 of this titIe) by a motor carrier and is not
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 77.823 of this titIe.
Alcohol: the intoxicating agent in beverage alcohol, ethyl alcohol, or other low molecular weight alcohols
including methyl and isopropyl alcohol.
Alcohol Concentration (or content): the alcohol in volume of breath expressed in terms of grams of
alcohol per 210 liters of breath as indicated by an evidential breath test under this policy and federal
regulations.
Alcohol Use: the consumption of any beverage, mixture, or preparation, including any medication,
containing alcohol.
BAT (Breath Alcohol Technician): an individual who instructs and assists individuals in the alcohol
testing process and operates an EBT.
Chain-of -Custody: procedures to account for the integrity of each urine specimen by tracking its
handling and storage from point of specimen collection to fmal disposition of the specimen. With respect
to drug testing, these procedures shall require that an appropriate drug testing custody form be used from
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time of collection to receipt by the laboratory and that upon receipt by the laboratory an appropriate
laboratory chain-of-custody formes) account(s) for the sample or sample aliquots within the laboratory.
City or City of Farmington: the City of Farmington, Minnesota, acting through its City Administrator or
a designee of the City Administrator.
City of Farmington Drug and Alcohol Testing Policy: a separate Drug and Alcohol policy that is part
of the City of Farmington Personnel Policies.
Commerce: both of the following:
(a) any trade, traffic or transportation within the jurisdiction of the United States between a place
and a state and a place outside of such state, including a place outside of the United States, and
(b) any trade, traffic, and transportation in the United States which affects any trade, traffic, and
transportation described in paragraph (a) of this definition.
Commercial Motor Vehicle: a motor vehicle or combination of motor vehicles used in commerce to
transport passengers or property if the motor vehicle:
(a) has a gross combination rating of26,000 or more pounds inclusive of a towed unit with a gross
vehicle weight rating of more than 10,000 pounds; or
(b) has a gross vehicle weight rating of 26,00 1 or more pounds; or
(c) is designated to transport 16 or more passengers, including the driver; or
(d) is of any size and is used in the transportation of material found to be hazardous for the
purposes of the Hazardous Materials Transportation Act and which require the motor vehicle
to be placarded under the hazardous materials regulations set forth under 49 C.F .R. part 172,
subpart F.
(e) is not a fire truck or other emergency fire equipment.
Confirmatory Test: for alcohol testing, it means a second test, following a screening test with a result of
0.02 or greater, that provides quantitative data of alcohol concentration. For controlled substances testing,
it means a second analytical procedure to identify the presence of a specific drug or metabolite which is
independent of the screen test and which uses a different technique in chemical principal from that of the
screen test in order to insure reliability and accuracy. (Gas chromatography/mass spectrometry (Ge/MS)
is the only authorized confirmation method for cocaine, marijuana, opiates, amphetamines, and
phencyclidine).
Confirmatory Retest: For controlled substances, it means a third analytical procedure to reconfirm the
presence of a specific drug or metabolite. If the test result of the primary specimen is positive, the driver
may request that the MRO direct the split specimen be tested in any different DHHS-certified laboratory
for presence of the drug(s).
Consortium: an entity, including a group or association of employers or contractors, that provides
alcohol or controlled substance testing as required by federal regulations, or other U.S. Department of
Transportation alcohol or controlled substances testing rules, and that acts on behalf of the employers.
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Controlled Substance: has the meaning assigned by 21 U.S.C. 802 and includes all substances listed on
Schedules 1-5 as they may be revised from time to time (21 C.F.R. Part 1308).
DHHS: The Department of Health and Human Services or any designee of the Secretary of the
Department of Health and Human Services.
DOT Agency: an agency (operating administration) of the United States Department of Transportation
administering regulations requiring alcohol and/or drug testing in accordance with 49 C.F.R. part 40.
Driver: any person who operates or maintains a commercial motor vehicle. This includes, but is not
limited to: full-time, regularly employed drivers; part-time and temporary drivers; leased drivers and
independent owner/operator contractors who are either directly employed by or under lease to the
employer or who operate a commercial motor vehicle at the direction of or with the consent of the
employer. For the purposes of pre-employment/pre-duty testing only, the term driver includes a person
applying to the City for employment to drive a commercial motor vehicle.
Drug: means any substance (other than alcohol) that is a controlled substance as defmed in 49 C.F.R. Part
382 and 49 C.F.R. Part 40.
EBT (Evidential Breath Testing Devise): an EBT 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 Devises."
Employer: the City of Farmington acting through its City Administrator or a designee of the City
Administrator.
FHW A: The Federal Highway Administration.
MRO: Medical Review Officer. A licensed physician (Medical Doctor or Doctor of Osteopathy)
responsible for receiving laboratory results generated by an employer's drug testing program who has
knowledge of substance abuse disorders and has appropriate medical training to interpret and evaluate a
driver's confirmed positive test result together with the driver's medical history and any other relevant
biomedical information.
Performing a Safety-Sensitive Function: a driver is considered to be performing a safety sensitive
function during any period in which the driver is actually performing, ready to perform, or immediately
available to perform, or in a state of readiness to perform any safety sensitive function while on duty.
Reasonable Suspicion: means that the City believes the appearance, behavior, speech or body odors of a
driver are indicative of the use of a controlled substance or alcohol based on the observation of at least
one (1) supervisor or official who has received training in the identification of behaviors indicative of
drug and alcohol use.
Refusal to Submit (to an alcohol or controlled substances test): a driver:
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(a) fails to provide adequate breath for testing without a valid medical explanation after the driver
has received notice of the requirement for breath testing in accordance with the provisions of
this part,
(b) fails to provide adequate urine for controlled substances testing without a valid medical
explanation after the driver has received notice of the requirement for urine testing in
accordance with the provisions of this policy and federal regulation, or
( c) engages in conduct that clearly obstructs the testing process.
Safety-Sensitive Function: any of the following:
(a) All time at a carrier or shipper plant, terminal, facility, or other property, or on any public
property, waiting to be dispatched or in a state of readiness to drive and/or maintain a
commercial motor vehicle, unless a driver has been relieved from duty by the City;
(b) All time inspecting equipment as required by federal regulations or otherwise inspecting,
servicing, or conditioning any commercial motor vehicle at any time;
(c) All driving time which shall mean all time spent at the driving controls of a commercial motor
vehicle in operation;
(d) All time, other than driving time, in or upon any commercial motor vehicle except time spent
resting in a sleeper berth, which shall mean a berth conforming to the requirements of federal
regulation;
(e) All time loading or unloading a commercial motor vehicle, supervising, or assisting in the
loading or unloading, attending commercial motor vehicle being loaded or unloaded,
remaining in readiness to operate the commercial motor vehicle, or giving or receiving receipts
for shipments loaded or unloaded;
(f) All time spent performing the driver requirements of the federal statutes related to accidents;
(g) All time repairing, obtaining assistance, or remaining in attendance upon a disabled
commercial motor vehicle.
Screening Test (also known as Initial Test): in alcohol testing, it means an analytical procedure to
determine whether a driver may have a prohibited concentration of alcohol in his or her system. In
controlled substance testing, it means an immunoassay screen to eliminate "negative" urine specimens
from further consideration.
State of Readiness: a driver who is on call, ready to be dispatched, to perform safety-sensitive functions
while on duty.
Substance Abuse Professional (SAP): a licensed physician (Medical Doctor or Doctor of Osteopathy),
or a licensed or certified psychologist, social worker, employee assistance professional, or addiction
counselor (certified by the national Association of Alcoholism and Drug Abuse Counselors Certification
Commission) with knowledge of and clinical experience in the diagnosis and treatment of alcohol and
controlled substances-related disorders.
Supervisor: the person designated by the City to perform supervisory functions over the City's drivers.
Violation Rate: the number of drivers found during random tests given pursuant to this policy and federal
regulations to have an alcohol concentration of 0.04 or greater, plus the number of drivers who refuse a
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random test required by this policy and federal regulations, divided by the total reported number of
drivers in the industry given random alcohol tests pursuant to this policy and federal regulations, plus the
total reported number of drivers in the industry who refuse a random test required by this policy and
federal regulations.
PROHIBITED CONDUCT
Conduct Related to Alcohol:
(a) A driver tested under this policy and federal law who is found to have an alcohol concentration
of 0.02 or greater but less than 0.04 shall not perform safety-sensitive functions, including
driving a commercial motor vehicle. The driver shall not perform safety-sensitive functions
until the start ofthe driver's next regularly scheduled duty, but not less than twenty-four hours
following administration of the test and the driver will not be compensated during the time off.
The driver may use benefit hours during the absence if accrued and available. A detectable
alcohol concentration level is in violation of the City of Farmington Drug and Alcohol Testing
Policy and actions also may be taken under that policy, which may be in addition to this
policy.
(b) No driver shall report for duty or remain on duty requiring the performance of safety-sensitive
functions while having an alcohol concentration of 0.04 or greater.
(c) The City, having actual knowledge that a driver has an alcohol concentration of 0.04 or
greater, shall not permit the driver to perform or continue to perform safety-sensitive
functions.
(d) No driver shall be on duty a commercial motor vehicle while the driver possesses alcohol in
any quantity.
(e) No driver shall use alcohol while performing safety sensitive functions.
(f) The City, having actual knowledge that a driver is using alcohol while performing safety-
sensitive functions, shall not permit the driver to perform or continue to perform safety-
sensitive functions.
(g) No driver shall perform safety-sensitive functions within four hours after using alcohol.
(h) The City, having actual knowledge that a driver has used alcohol within four (4) hours, shall
not permit a driver to perform or continue to perform safety-sensitive functions.
(i) Any driver required to take a post-accident alcohol test because of loss of human life or who
receives a citation under state or local law for a moving traffic violation arising from an
accident shall not use alcohol for eight (8) hours following the accident, or until the driver
undergoes a post-accident alcohol test, whichever occurs first.
CD No driver shall refuse to submit to a post-accident alcohol test, a random alcohol test, a
reasonable suspicion alcohol test, or a follow-up alcohol test mandated by this policy and
federal law .
(k) The City shall not permit a driver who refuses to submit to the mandated alcohol tests under
this policy and federal law to perform or continue to perform safety-sensitive functions.
Conduct Related to Controlled Substances
(a) No driver shall 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
45
instructions of a physician who has advised the driver that the substance does not adversely
affect the driver's ability to safely operate a commercial motor vehicle.
(b) The City, having actual knowledge that a driver has used a controlled substance, shall not
permit the driver to perform or continue to perform a safety-sensitive function unless use is
permitted pursuant to the written instruction of a physician.
(c) A driver shall inform the driver's supervisor of any therapeutic drug use.
(d) No driver shall report for duty, remain on duty, or perform a safety-sensitive function, if the
driver tests positive for controlled substances.
( e) The City, having actual knowledge that a driver has tested positive for controlled substances,
shall not permit the driver to perform or continue to perform safety-sensitive functions.
(t) No driver shall refuse to submit to a post-accident controlled substance test, a random
controlled substance test, a reasonable suspicion controlled substance test, or a follow-up
controlled substance test mandated by this policy and federal law.
(g) The City shall not permit a driver who refuses to submit to the mandated controlled substance
tests to perform or continue to perform safety-sensitive functions.
TYPES OF TESTS REOUlRED
Pre-Employment Testing:
Prior to the fIrst time a driver performs safety-sensitive functions for the City, the driver shall undergo
testing for controlled substances. For purposes of this subsection on pre-employment testing, the term
driver includes but is not limited to a person applying to the City to drive a commercial motor vehicle, a
person who has recently obtained a commercial driver's license or a person who has been reassigned or
promoted into a position that requires the performance of safety-sensitive functions. Any job offer,
reassignment, or promotion to drive a commercial motor vehicle shall be contingent upon a negative
controlled substance test report and the applicants written agreement authorizing former employers to
release to the City all information on the applicant's alcohol tests with a concentration result of 0.04 or
greater, positive controlled substance test results, and refusals to be tested, within the preceding two years.
The City also retains the right not to hire a driver who has a positive test result and who has not
participated in and completed a counseling or rehabilitation program as directed by the driver's substance
abuse professional.
Post Accident Testing:
(a) Drivers Tested. As soon as practicable following an accident involving a commercial motor
vehicle, the City shall test for alcohol and controlled substances of each surviving driver;
1) Who was performing safety-sensitive functions with respect to the vehicle, if the
accident involved the loss of human life; or
2) Who received a citation and there was either serious bodily injury needing immediate
medical treatment; or
3) Who received a citation and one or more vehicles is towed as a result of the accident;
or
4) The City may also test under the City of Farmington Drug and Alcohol Testing Policy.
(b) Alcohol Tests. If a test required by this section is not administered within two hours following
the accident, the City shall prepare and maintain on ftle a record stating the reasons the test
46
was not promptly administered. If a test required by this section is not administered within
eight hours following the accident, the City shall cease attempts to administer an alcohol test
and shall prepare and maintain the same record. Records shall be submitted to the FHW A
upon their request.
(c) Controlled Substance Tests. If a test required by this section is not administered within 32
hours following an accident, the City shall cease attempts to administer a controlled substances
test and prepare and maintain, on ftle, a record stating the reason the test was not promptly
administered. Records shall be submitted to the FHW A upon their request.
(d) Readilv Available. A driver who is subject to post-accident testing shall remain readily
available for such testing or may be deemed by the City to have refused to submit to testing.
Nothing in this section shall be construed to require the delay of necessary medical attention
for injured people following an accident or to prohibit 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 emergency medical care.
( e) Post Accident Information. The City shall provide drivers with necessary post-accident
information, procedures, and instructions, prior to the driver operating a commercial motor
vehicle, so that drivers will be able to comply with the requirements of this section.
(t) Results of Test. The results of a breath or blood test for the use of alcohol or a urine test for the
use of controlled substances, conducted by Federal, State, or local officials having independent
authority for the test, shall be considered to meet the requirements of this section provided
such tests conform to applicable Federal, State, or local requirements, and that the result of the
tests are obtained by the City.
Random Testing:
(a) Minimum Annual Percentage Rate. Except as provided in paragraphs (b) through (t) of this
section regarding random testing, the minimum annual percentage rate for random alcohol
testing shall be twenty-five percent (25%) of the average number of driver positions the City
has unless changed by the FHW A Administrator. The minimum annual percentage rate for
random controlled substance testing shall be fIfty percent (50%) of the average number of
driver positions the City has unless changed by the FHW A Administrator.
(b) Selection of Drivers. The selection of drivers for random alcohol and controlled substance
testing shall be made by a scientifIcally valid method, such as a random number table of a
computer-based random number generator that is matched with driver's social security
number, payroll identifIcation number, and other comparable identifying numbers. Under the
selection process used, each driver shall have an equal chance of being tested each time
selections are made.
( c) Number of Drivers Selected. The City shall randomly select a sufficient number of drivers for
alcohol testing during each calendar year to equal an annual rate not less than the minimum
annual percentage rate of twenty-fIve percent (25%) of drivers. For controlled substance
testing, the City shall randomly select a sufficient number of drivers for controlled substances
testing during each calendar year to equal an annual rate not less than the minimum annual
percentage rate of fIfty percent (50%) of drivers. The rates are subject to change by the FHW A
Administrator. If the City conducts random testing for alcohol and/or controlled substances
through a consortium, the number of drivers to be tested may be calculated for each individual
employer or may be based on the total number of drivers covered by the consortium who are
47
subject to random alcohol and/or controlled substance testing at the same minimum annual
percentage rate under this part or any DOT alcohol or controlled substance testing rule.
(d) Notice Regarding Tests. The City shall ensure that random alcohol and controlled substance
testing conducted pursuant to federal law are unannounced and that the dates for administering
random alcohol and controlled substance tests are throughout the calendar year. Drivers may
be selected for more than one test per year.
(e) Test Immediacy. The City shall require that each driver who is notifIed of selection for random
alcohol and/or. controlled substance testing proceeds to the test site immediately; provided
however, that if the driver is performing a safety-sensitive function at the time of notification,
the City shall instead ensure that the driver ceases to perform the safety-sensitive function and
proceeds to the testing sight as soon as possible.
(t) Timing of Test. A driver shall only be tested for alcohol while the driver is performing safety-
sensitive functions, just before a driver is to perform safety-sensitive functions, just after the
driver has ceased performing safety-sensitive functions or while the driver is in a state of
readiness to perform safety-sensitive functions.
Reasonable Suspicion Testing:
(a) City's Determination of Reasonable Suspicion of Alcohol Violations. The City shall require a
driver to submit to an alcohol test when the Human Resources Director has reasonable
suspicion to believe that the driver has violated the provisions of federal law concerning
alcohol. The City's determination that reasonable suspicion exists to require the driver to
undergo an alcohol test must be based on specifIc, contemporaneous, articulable observations
concerning the appearance, behavior, speech, or body odors ofthe driver.
(b) City's Determination of Reasonable Suspicion of Controlled Substance Violations. The City
shall require a driver to submit to a controlled substance test when the Human Resources
Director has reasonable suspicion to believe that the driver has violated the prohibitions of
federal law or this policy concerning controlled substances. The City's determination that
reasonable suspicion exists to require the driver to undergo a controlled substance test must be
based on specifIc, contemporaneous, articulable observations concerning the appearance,
behavior, speech, and body odors of the driver. The observations may include indications of
the chronic and withdrawal effects of controlled substances.
(c) Trained Supervisor of Driver. The required observations for alcohol and/or controlled
substance reasonable suspicion testing shall be made by a supervisor or an employee of the
City who is trained in accordance with federal law. The person who makes the determination
or who observes or assists with making the determination that reasonable suspicion exists to
conduct an alcohol test shall not conduct the alcohol test of the driver.
(d) Timing of Reasonable Suspicion Observations. Alcohol testing is authorized by federal law
and this policy only if the observations required in paragraph (a) above are made during, just
preceding, or just after the period of the work day that the driver is required to be in
compliance with federal law and these rules. The driver may be directed by the City to only
undergo reasonable suspicion testing while the driver is performing safety-sensitive functions,
just before the driver is to perform safety-sensitive functions, just after the driver the driver has
ceased performing safety-sensitive functions or while the driver is in a state of readiness to
perform safety-sensitive functions.
48
(e) City Drug and Alcohol Testing Policy. If the driver is not performing safety-sensitive
functions and reasonable suspicion exists, drivers may be tested for drugs and alcohol under
the City of Farmington Drug and Alcohol Testing Policy.
(t) Prompt Administration of Test. If an alcohol test is required by federal law and this policy is
not administered within two hours following the determination of reasonable suspicion, the
City shall prepare and maintain on file a record stating the reasons the alcohol test was not
promptly administered. If an alcohol test required by federal law and this policy is not
administered within eight (8) hours following the determination of reasonable suspicion, the
City shall cease attempts to administer an alcohol test and shall state in the record the reasons
for not administering the test.
(g) Under the Influence Prohibitions. Notwithstanding the absence of a reasonable suspicion
alcohol test under this policy and federal law, no driver shall 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 misuse, nor shall the City permit the driver to perform of continue to perform safety-
sensitive functions until:
(1) An alcohol test is administered and the driver's alcohol concentration measures less
than 0.02; or
(2) Twenty-four (24) hours have elapsed following the determination under paragraph (t)
of this section that there is reasonable suspicion to believe that the driver has violated
the prohibitions of this policy and federal law concerning the use of alcohol.
(h) Driver's Behavior and Appearance Absent Test. Except as provided in (g)(2) of this section,
the City shall not take any action under this part against the driver based solely on the driver's
behavior and appearance with respect to alcohol use, in absence of an alcohol test. This does
not prohibit the City with independent authority of federal law from taking any action
otherwise consistent with the law.
(i) Written Records of Observations. A written record shall be made of the observations leading
to a controlled substance reasonable suspicion test, and signed by the supervisor or another
city employee who made the observations within twenty-four (24) hours of the observed
behavior or before the test results are released, whichever is earlier.
Return-to-Duty Testing:
(a) Return-to-Duty Alcohol Test. The City shall ensure that before a driver returns to duty
requiring the performance of a safety-sensitive function after engaging in conduct prohibited
by federal law or this policy concerning alcohol, the driver shall undergo a return-to-duty
alcohol test with a result indicating an alcohol concentration of less than 0.02.
(b) Return-to-Duty Controlled Substance Test. The City shall ensure that before a driver returns to
duty the performance of a safety-sensitive function after engaging in conduct prohibited by
federal law or this policy concerning controlled substances, the driver shall undergo a return-
to-duty controlled substance test with a result indicating a verifIed negative result for
controlled substance use.
Follow-up Testing:
49
(a) Follow-up Alcohol and/or Controlled Substance Test. Following a determination that a driver
is in need of assistance in resolving problems associated with alcohol misuse and/or use of
controlled substances, the City shall ensure that the driver is subject to unannounced follow-up
alcohol and/or controlled substance testing as directed by a substance abuse professional in
accordance with the federal law.
(b) Timing of Follow-uo to Alcohol Test. Follow-up alcohol testing shall be conducted only while
the driver is performing safety-sensitive functions, just before the driver is to perform safety-
sensitive functions, just after the driver has ceased performing safety-sensitive functions or
while the driver is in a state of readiness to perform safety-sensitive functions.
SPECIMEN COLLECTION PROCEDURES
(a) The collection site person shall instruct the driver to provide at least 60 ml of urine under the
split sample method of collection.
(b) The City is required to use the "split sample" method of collection for drivers.
Split Specimen Procedure for Controlled Substance Testing:
(a) The driver shall urinate into a specimen bottle that is capable of holding at least 60 ml.
(b) The collection site person shall pour the urine into two specimen bottles. Thirty (30) ml shall
be poured into one bottle, to be used as the primary specimen. At least 15 ml shall be poured
into the other bottle, to be used as the split specimen.
(c) If the driver is unable to provide to provide the appropriate quantity of urine, the collection site
person shall instruct the driver to drink not more than twenty-four (24) ounces of fluid and,
after a period of no more than two hours, again attempt to provide a complete sample. If the
driver is still unable to provide a complete sample, the testing shall be discontinued and the
City notifIed. The MRO shall refer the driver for a medical evaluation to determine if the
driver's inability to provide a specimen is genuine or constitutes a refusal to test. For pre-
employment testing, the City may elect to not have the referral made and revoke the
employment offer.
(d) The collection site person will comply with the split specimen procedure as required under 49
C.F.R. part 40.
(e) Action required by the regulations as the result of a positive drug test (e.g., removal from
performing safety-sensitive function) is not stayed pending the result of the test of the split
specimen.
(t) If the result of the primary specimen is positive, the laboratory shall retain the split specimen
in frozen storage for 60 days from the date on which the laboratory acquires it. Following the
end of the 60-day period, if not informed by the MRO that the driver has requested a test of the
split specimen, the laboratory may discard the split specimen.
(g) When directed in writing by the MRO to forward the split specimen to another DHHS-
certifIed laboratory for analysis, the second laboratory shall analyze the split specimen by Gas
Chromatography/Mass Spectrometry to reconfIrm the presence of the drug(s) or drug
metabolites(s) found in the primary specimen. The split specimen shall be retained in long-
term storage for one year by the laboratory conducting the analysis of the split specimen.
Reporting and Review of Results for Controlled Substance Testing:
50
(a) Confirmation Retest. The MRO shall notify each driver who has a confirmed positive test that
the driver has 72 hours in which to request a test for the split specimen if the test is verifIed as
positive. The driver is responsible for all costs associated with the confIrmatory retest unless
the results are negative. If the driver requests an analysis of the split specimen within 72 hours
of having been informed of a verified positive test, the MRO shall direct, in writing the
laboratory to provide the split specimen to another DHHS-certified laboratory for analysis. If
the analysis of the split specimen fails to reconfirm the presence of the drug(s) or drug
metabolite(s) found in the primary specimen, or if the split specimen is unavailable, inadequate
for testing, or untestable, the MRO shall cancel the test and report cancellation and the reasons
for it to the DOT, the City, and the driver.
(b) MRO shall direct analysis of split specimen. If the driver has not contacted the MRO within 72
hours, the driver may present to the MRO information documenting that serious illness, injury,
inability to contact the MRO, lack of actual notice of the verifIed positive test, or other
circumstances unavoidably prevented the driver from timely contacting the MRO. If the MRO
concludes that there is a legitimate explanation for the driver's failure to contact the MRO
within 72 hours, the MRO shall direct the analysis of the split specimen, if applicable, be
performed.
(c) MRO Unable to Contact Driver. If, after making reasonable efforts and documenting these
efforts, the MRO is unable to reach the driver directly, the MRO must contact the designated
City contact person, who shall direct the driver to contact the MRO. If the City contact person
is unable to contact the driver, the driver will be placed on suspension.
(d) MRO Mav Verify Positive Test. The MRO may verify a positive test without having
communicated directly with the driver about the test results under the following conditions:
(1) The driver expressly declines the opportunity to discuss the test results.
(2) The driver has not contacted the MRO within five (5) days of being instructed to do so
by the City.
ALCOHOL TESTING
The FHW A alcohol test rules require breath testing administered by a Breath Alcohol Technician
(BAT) using an Evidential Breath Testing Devise (EBn. Two breath tests are required to
determine if a person has a prohibited alcohol concentration. Any result less than 0.02 alcohol
concentration is considered a "negative" test. If the alcohol concentration is 0.02 or greater, a
second confirmation test must be conducted. If the driver attempts and fails to provide an adequate
amount of breath, the City will direct the driver to obtain written evaluation from a licensed
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 designated City contact person.
CONFIDENTIALITY
All alcohol/controlled substances test results and required records are considered confidential
information. Any information concerning an individual's test results and records shall not be
released without written permission of the individual except as provided for by regulation or law.
CONSEOUENCES FOR DRIVERS ENGAGING IN PROHIBITED CONDUCT
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(a) Removal From Safety-Sensitive Function. Except as provided in federal law, no driver shall
perform safety-sensitive functions, including driving a commercial motor vehicle, if the driver
has engaged in conduct prohibited by federal law or this policy or an alcohol or controlled
substance rule of another Department of Transportation agency.
(b) Prohibition of Safety-Sensitive Functions. The City shall not permit any driver to perform
safety-sensitive functions, including driving a commercial motor vehicle, if the City has
determined that the driver has violated federal law.
(c) Refusal to Submit. If the driver refuses to undergo required testing under federal regulations,
no test shall be given, and the Human Resources Director shall recommend to the City
Administrator that the driver be discharged from employment on grounds of insubordination.
In the case of a job applicant applying to drive for the City, if the applicant refuses, no such
test shall be given, and the job applicant shall be deemed to have withdrawn the application for
employment.
(d) Pre-employment Tests.
Job Applicants (including those for promotion). The Human Resources Director will not
withdraw an offer of employment or promotion to a driver position made contingent on the
job applicant passing drug and alcohol testing based on a positive test result from an initial
screening test that has not been verified by a confirmatory test. Where there has been a
positive test result in a confIrmatory test and in any confIrmatory retest (controlled
substances only), the Human Resources Director will withdraw the contingent offer of
employment or promotion to a driver position if the City determines in accordance with the
Minnesota Human Rights Act that alcohol or drug usage or abuse prevents the job
applicant from performing the safety-sensitive functions of the job in question.
(e) Other Tests. The Human Resources Director will not discharge, discipline, discriminate
against, or request or require rehabilitation of a driver solely on the basis of a positive test
result from a screening test that has not been verifIed by a confIrmatory test. Where there has
been a positive test result in a confIrmatory test and in any confIrmatory retest (controlled
substances only), the City may do the following:
(1) First Positive Test Result. Give the driver an opportunity to participate in either a drug
or alcohol counseling or rehabilitation program, whichever is more appropriate. The
City through its Employee Assistance Program may determine which program is more
appropriate after consultation with a Substance Abuse Professional or physician trained
in the diagnosis and treatment of chemical dependency. Participation in a counseling or
rehabilitation program will be at the driver's own expense or pursuant to coverage
under the driver's own benefIt plan. If the driver either refuses to participate in the
counseling or rehabilitation program or fails to successfully complete the program, as
evidenced by withdrawal from the program before its completion or by a positive test
result on a confIrmatory test after completion of the program, and alcohol and drug
abuse prevents the driver from performing the safety-sensitive functions of the job in
question, the Human Resources Director will recommend to the City Administrator
that the driver be discharged from employment.
(2) Second Positive Test Result. Where alcohol or drug abuse prevents the driver from
performing the safety-sensitive functions of the job in question, the Human Resources
Director will recommend to the City Administrator that the driver be disciplined;
52
including, but not limited to, discharge from employment. The driver, whether
discharged or not, will have access to the City's Employee Assistance Program for
evaluation and referral in resolving problems with alcohol misuse and controlled
substance use.
(3) Susoensions and Transfers. Notwithstanding any other provisions herein, the City may
temporarily suspend the tested driver with pay for up to 90 days or transfer that driver
to another position at the same rate of pay pending the outcome of the confIrmatory test
and, if requested, the confIrmatory retest (controlled substances only), provided the
City believes that it is reasonably necessary to protect the health or safety of the driver,
co-employees, or the public.
(4) Other Misconduct. Nothing in this policy limits the right of the City to discipline or
discharge a driver on grounds other that a positive test result in a confIrmatory test
arising from the same or other incident, including, but not limited to a conviction of
any criminal drug statute for a violation occurring in the workplace.
PENALTIES
Criminal penalties shall be as prescribed by 49 U.S.C. Sec 521 (b)(2), which provides that an
employee who knowingly and willfully violates the Omnibus Transportation Employee Testing
Act while operating a commercial motor vehicle by activities that have led or could have led to
death or serious injury is subject to the statutory criminal sanctions.
REFERRAL. EVALUATION. AND TREATMENT
(a) Resource Advisory. Each driver who engages in conduct prohibited by federal law and this
policy shall be advised by the City of the resources available to the driver in evaluating and
resolving problems associated with the misuse of alcohol and use of controlled substances,
including the names, addresses, and telephone numbers of substance use professionals and
counseling and treatment programs.
(b) Evaluation by a Substance Abuse Professional. Each driver who engages in conduct prohibited
by federal law and this policy shall be evaluated by a substance abuse professional who shall
determine what assistance, if any, the driver needs in resolving problems associated with
alcohol misuse and controlled substance use.
(c) Return-to-Duty Testing and Assistance.
(1) Before a driver returns to duty requiring the performance of a safety-sensitive function
after engaging in conduct prohibited by a federal law or this policy, the driver shall
undergo a return-to-duty alcohol test with the result indicating an alcohol concentration
of less than 0.02 if the conduct involved alcohol, or a controlled substance test with a
verifIed negative result if the conduct involved a controlled substance.
(2) In addition, each driver identifIed as needing assistance in resolving problems
associated with alcohol misuse or controlled substance use:
(A) Shall be evaluated by a substance abuse professional to determine that the
driver has properly followed any rehabilitation program prescribed under
federal law and these rules; and
53
(B) Shall be subject to unannounced follow-up alcohol and controlled substance
testing administered by the City following the drivers return to duty. The
number and frequency of such follow-up testing shall be as directed by the
substance abuse professional, and consist of at least six (6) tests in the fIrst
twelve (12) months following the driver's return to duty. The City may direct
the driver to undergo return-to-duty and follow-up testing for both alcohol and
controlled substances, if the substance abuse professional determines that
return-to-duty and follow-up testing for both alcohol and controlled substances
is necessary for that particular driver. Any such testing shall be performed in
accordance with the requirements of 49 C.F.R. Part 40. Follow-up testing shall
not exceed sixty (60) months from the date of the driver's return-to-duty. The
substance abuse professional may terminate the requirement for follow-up
testing at any time after the fIrst six (6) tests have been administered if the
substance abuse professional determines that such testing is no longer
necessary .
(d) Evaluation and Rehabilitation. Evaluation will be provided by the City's Employee Assistance
Program and paid for by the City. Any recommended participation in a counseling or
rehabilitation program will be at the driver's own expense or pursuant to coverage under an
employee's benefIt plan.
( e) Conflict of Interest of Substance Abuse Professional. The City shall ensure that a substance
abuse professional who determines that a driver requires assistance in resolving problems with
alcohol misuse or controlled substance use does not refer the driver to the substance abuse
professional's private practice or to a personal organization from which the substance abuse
professional receives remuneration or in which the substance abuse professional has a fmancial
interest. This paragraph does not prohibit a from referring a driver for assistance provided
through a public agency, the City, or a person under contract to provide treatment for alcohol
or controlled substance problems under the driver's health insurance program; or the sole
source oftherapeutically appropriate treatment reasonably accessible to the driver.
(t) Inapplicability of Section. The requirements of this section with respect to referral, evaluation,
rehabilitation do not apply to applicants who refuse to submit to a pre-employment alcohol or
controlled substance test or who have a pre-employment alcohol test with a result indicating an
alcohol concentration of 0.04 or greater or a controlled substance test with a verifIed positive
test result.
APPEALS PROCEDURE
(a) Concerning disciplinary actions taken pursuant to this City of Farmington Policy
implementing the Federal Omnibus Transportation Employee Testing Act and related
regulations, available appeal procedures are as follows:
(1) Temporary Employees. Temporary employees as defmed in the City of Farmington
Personnel Policy Manual shall have no right to appeal.
(2) Non-Veterans on Probation. An employee who has not completed the probationary
period and who is not a veteran has no right of appeal.
(3) Non-Veterans After Probation. A regular employee who has completed the
probationary period and who is not a veteran has a right to appeal through the
54
grievance procedure either through the appropriate collective bargaining agreement or
through the grievance procedure in the personnel policy manual.
(4) Veterans. An employee who is a veteran has a right to appeal to the City Administrator
a permanent demotion (including salary decreases), or a discharge, if the employee
submits a notice of appeal within sixty (60) calendar days of the action, regardless of
status with respect to the probationary period. An employee who is a veteran may have
additional rights under the Veterans Preference Act, Minn. Stat. 197.46.
(b) All notices of appeal not covered under a collective bargaining agreement must be submitted
in writing to the Human Resources Director, City, Hall, 430 Third Street, Farmington, MN,
which shall provide an appropriate hearing.
(c) An employee who is covered by a collective bargaining agreement may elect to seek relief
under the terms of that agreement by contacting the appropriate union and initiating the
grievance procedure.
GOOD FAITH EFFORT
The City of Farmington will make a continuing good faith effort to maintain a drug-free
workplace through the implementation of the City of Farmington Policy Implementing the Federal
Omnibus Transportation Employee Testing Act and Related Regulations.
This policy implementing the Federal Omnibus Transportation Employee Testing Act is based upon final
federal regulations at the time of the adoption of this policy. Any revisions in the federal rules shall take
precedence over this policy to the extent that the policy has not incorporated the revised rules.
55
CITY OF FARMINGTON
NOTIFICA nON FORM AND CONSENT
FOR CONTROLLED SUBSTANCE AND ALCOHOL TESTING
I acknowledge that I have seen and read the City of Farmington Policy Implementing the Federal
Omnibus Transportation Employee Testing Act and Related Regulations.
I hereby consent to undergo controlled substance and/or alcohol testing pursuant to said policy, and I
authorize a collection of a urine and/or breath sample from me for those purposes.
I understand that the procedure employed in this process will ensure the integrity of the sample and is
designed to comply with medico-legal requirements.
I understand that the results of this controlled substance and/or alcohol testing may be discussed with
and/or made available to my employer, the City of Farmington. I further understand that the results of
this testing may affect my employment status, as described in the policy.
Other information relevant to the reliability of, or explanation for, a positive test result (if none, write
"none"):
Signature
Witness
Date
Date
I hereby refuse to submit to a drug or alcohol test.
I have seen a copy of the City of Farmington Policy Implementing the Federal Omnibus Transportation
Employee Testing Act and Related Regulations and understand that a refusal to submit to testing may
subject me to discipline, including, but not limited to, discharge.
Signature
Witness
Date
Date
DATA PRIVACY NOTICE
The information collected pursuant to this policy is to be used to determine your eligibility for employment and the
performance of certain safety-sensitive functions. You are not required to provide the information and submit to the tests, but
your failure to do so will result in the City withdrawing a conditional job offer or that you may be discharged from
employment, whichever may apply. The results of the tests performed will be private data and will not be released to other
employers, governmental agencies, or persons without written consent of the employee tested, except as provided by regulation
and law or pursuant to a court order. Only those individuals with a necessity to perform their functions under this policy will
have access to the test results.
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Section 3.15 - Drug and Alcohol Testing Policy
The City of Farmington recognizes that safety problems are created when employees use or abuse illegal
drugs and/or alcohol. The City is concerned about providing a safe workplace for its employees with the
goal of attaining and maintaining a drug and alcohol free workplace. Therefore, the City has established
the following policy on drugs and alcohol that will conform to the requirements of State Law set forth in
Minnesota Statutes Chapter 181 and the Federal Drug-Free Workplace Act of 1988.
In the event that the provisions in this section conflict with the Federal Omnibus Transportation Employee
Testing Act, the Federal Act shall prevail.
DEFINITIONS:
Alcohol: means ethyl alcohol.
Confirmatory Test and Confirmatory Retest: means a drug or alcohol test that uses a method of
analysis allowed under one of the programs listed in Minn. Stat. 181.953 Subd. 1.
Drug: means a controlled substance as defmed in Minn. Stat. 152.01, Subd. 4.
Drug and Alcohol Testing: "drug or alcohol testing" and "drug and alcohol test" mean analysis of a
body component sample according to the standards established under one of the programs listed in Minn.
Stat. 181.953, Subd. 1 for the purpose of measuring the presence or absence of drugs, alcohol, or their
metabolites in the sample tested. .
Drug Paraphernalia: has the meaning set forth in Minn. Stat. 152.01, Subd 18.
Employee: means a person, independent contractor, or person working for an independent contractor who
performs services for the City of Farmington for compensation, in whatever form.
Employer: means the City of Farmington acting through its City Administrator or a designee of the City
Administrator.
Initial Screening Test: means a drug and/or alcohol test which uses a method of analysis under one of
the programs listed in Minn. Stat. 181.953, Subd. 1.
Job Applicant: means a person, who applies to become an employee of the City of Farmington, and
includes a person who has received a job offer made contingent on the person passing drug and alcohol
testing.
Positive Test Result: means a fmding of the presence of drugs, alcohol, or their metabolites in the sample
tested in the levels contained in the standards of one of the programs listed in Minn. Stat. 181.953, Subd.
1.
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Reasonable Suspicion: means a basis for forming a belief based on specifIc facts and rational inferences
drawn from those facts.
Safety-Sensitive Position: means a job, including any supervisory or management position, in which an
impairment caused by drug or alcohol usage would threaten the health or safety of any person; all sworn
and non-sworn personnel, excluding clerical employees, in the Farmington Police Department are safety-
sensitive positions.
Under the Influence: means having the presence of a drug or alcohol at or above the level of a positive
test result.
Valid Medical Reason: means (1) written prescription, or an oral prescription reduces to writing, which
satisfIes the requisites of Minn. Stat. 152.12, and names the employee as the person for whose use it is
intended; and (2) the drug was prescribed, administered and dispensed in the course of professional
practice by or under the direction and supervision of a licensed doctor, as described in Minn. Stat. 152.12;
and (3) the drug was used in accordance with the terms of the prescription; and (4) over-the-counter
medication was used in accordance with the terms of the products directions.
CITY RULES:
1) No employee shall be under the influence of any drug or alcohol while the employee is working or
while the employee is on City premises or operating City vehicles, machinery, or equipment, except to
the extent authorized by a valid medical prescription.
2) No employee shall use, possess, manufacture, distribute, dispense, sell or transfer drugs, alcohol or
drug paraphernalia while the employee is working or while the employee is on the City's premises or
operating City vehicles, machinery or equipment, except pursuant to a valid medical prescription or
when engaged in approved law enforcement activity.
3) An employee shall notify the City in writing of any criminal drug statute conviction for a violation
occurring in the workplace no later than 5 days after such conviction. The City shall notify the
appropriate federal agency of such conviction within 10 days of receiving notice from the employee.
CITY DRUG AWARENESS PROGRAM:
The City does provide an Employee Assistance Program to aid and assist City employees who are in need
or have been referred for counseling and rehabilitation. Employees are encouraged to utilize the services
of the Employee Assistance Program by contacting: HealthPartners Resources for Living (800) 561-2259.
PERSONS SUBJECT TO TESTING:
No person will be tested for drugs or alcohol under this policy without the person's consent. The City will
request or require an individual to undergo drug or alcohol testing only under the circumstances described
in this policy.
CIRCUMSTANCES FOR DRUG OR ALCOHOL TESTING:
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1) Job applicants: Job applicants for regular full-time, part-time and seasonal/temporary positions will be
required to undergo drug testing after a job offer has been conditionally made and before commencing
employment in the position.
2) Reasonable suspicion testing: The City may request or require an employee to undergo drug and
alcohol testing if there is a reasonable suspicion that the employee:
a) is under the influence of drugs or alcohol while the employee is working or while the
employee is on the City's premises or operating City vehicles, machinery, or equipment: or
b) used, possessed, sold or transferred drugs, alcohol or drug paraphernalia while the employee is
working or while the employee is on City premises or operating City vehicles, machinery, or
equipment; or
c) has sustained a personal injury as that term is defIned in Minnesota Stat. 176.011, Subd. 16, or
has caused another person to die or sustain a personal injury; or
d) has caused a work-related accident or was operating or helping to operate machinery,
equipment, or vehicles involved in a work-related accident resulting in total property damage
exceeding $1,000; or
e) has discharged a fIrearm other than (a) on a target range, or (b) while conducting authorized
ballistics tests, or (c) as authorized by the Farmington Police Department.
3) Other Testing: The City may permit an employee who has requested a drug and alcohol test to
undergo testing in accordance with the procedures established by this policy or by State or Federal
Law.
4) Treatment Program Testing: The City may request or require an employee to undergo drug and
alcohol testing if the employee has been referred by the City for chemical dependency treatment or
evaluation or is participating in a chemical dependency treatment program under an employee benefit
plan, in which case the employee may be requested or required to undergo drug or alcohol testing
without prior notice during the evaluation or treatment period of up to two (2) years following
completion of any prescribed chemical dependency treatment program.
REFUSAL TO UNDERGO TESTING:
1) Job applicants: If ajob applicant refuses to undergo drug or alcohol testing requested or required by
the City, no such test shall be given, and the job applicant shall be deemed to have withdrawn the
application for employment.
2) Employees: If any employee refuses to undergo drug or alcohol testing requested or required by the
City, no such test shall be given, and the Human Resources Director shall recommend to the City
Administrator that the employee be discharged from employment on the grounds of insubordination.
3) Refusal on religious grounds: No employee or job applicant who refuses to undergo drug or alcohol
testing of a blood sample upon religious grounds shall be deemed to have refused unless the employee
or job applicant also refuses to undergo drug or alcohol testing of a urine sample.
PROCEDURE FOR TESTING:
1) Notification form: Before requesting an employee or job applicant to undergo drug or alcohol testing,
the City shall provide the individual with a form on which to (1) acknowledge that the individual has
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seen a copy of the City of Farmington drug and alcohol testing policy, and (2) indicate consent to
undergo the drug and alcohol testing.
2) Test sample: The test sample shall be obtained in a private setting, and the procedures for taking the
sample shall ensure privacy to employees and job applicants to the extent practicable, consistent with
preventing tampering with the sample, and may include a witness. No test sample shall be taken on
the City's premises and the test sample shall not be taken by the City of Farmington employees.
3) Identification of samples: Each sample shall be sealed into a suitable container free of any
contamination that could affect test results. The sample shall be identified for processing by the
licensed testing laboratory.
4) Chain-of-custody: The City shall use a testing laboratory which has established reliable chain-of-
custody procedures to ensure proper recordkeeping, handling, labeling, and identifIcation of the
samples to be tested. The procedures must require the following:
a) possession of a sample must be traceable to the employee from whom the sample is collected,
from the time the sample is collected through the time the sample is delivered to the
laboratory;
b) the sample must always be in the possession of, must always be in view of, or must be placed
in a secured area by a person authorized to handle the sample.
c) a sample must be accompanied by a written chain-of-custody record; and
d) individuals relinquishing or accepting possession of the sample must record the time the
possession of the sample was transferred and must sign and date the chain-of-custody record at
the time of transfer.
5) Laboratory: All drug and alcohol testing shall use the services of a testing laboratory licensed by the
Commissioner of Minnesota's Department of Health or qualifying under the transitional laboratory
requirements set forth in Minn. Stat., however, no test shall be conducted by a testing laboratory
owned and operated by the City of Farmington.
6) Retention and storage: All samples that produced a positive test result shall be retained and properly
stored for at least six (6) months.
7) Test report: The testing laboratory shall prepare a written report indicating the drugs, alcohol, or their
metabolites tested for and whether the test produced negative or positive results. The testing
laboratory shall disclose that report to the City within three (3) working days after obtaining the fmal
test results.
8) Notice of test results: Within three (3) working days after receipt of the test result report from the
testing laboratory, the City shall inform an employee or job applicant who has undergone drug or
alcohol testing in writing of a negative test result on an initial screening test or of a negative or
positive test result on a confIrmatory test. The City shall also inform an employee or job applicant of
the following rights pursuant to Minnesota Stat. 181.953:
a) The right to request and receive from the City a copy of the test result report.
b) The right to request within fIve (5) working days after notice of a positive test result a
confIrmatory retest of the original sample at the employee's or job applicant's own expense. If
a confIrmatory retest is conducted in accordance with Minn. Stat. 181.953, Subd. 1 by a
licensed laboratory at the same threshold detection levels as used in the confIrmatory test, and
the confIrmatory retest does not result in a positive test result, the City shall reimburse the
employee or job applicant the actual cost ofthe confIrmatory retest in an amount not to exceed
$100.00.
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c) The right to submit information to the City within three (3) working days after a notice of a
positive test result to explain that result including disclosure of prescription and/or over-the-
counter medications the individual is currently taken or has recently taken.
d) The right of an employee for whom a positive test result on a confirmatory test was the fIrst
such result on a drug or alcohol test requested by the City not to be discharged unless the City
has fIrst given the employee an opportunity to participate in either a drug or alcohol counseling
or rehabilitation program. Participation in a counseling or rehabilitation program will be at the
employee's own expense or pursuant to coverage under an employee's benefIt plan. The City
may determine which type of program is more appropriate for the employee after consultation
with a certifIed chemical use counselor or a physician trained in the diagnosis and treatment of
chemical dependency. The employee may be discharged if he/she has either refused to
participate in the counseling or rehabilitation program, or has failed to successfully complete
the program. Withdrawal from the program before its completion or a positive test result on a
confIrmatory test after completion of the program will be considered evidence that the
employee failed to successfully complete the program.
e) The right to be reinstated with back pay if the outcome of the confIrmatory test or requested
confIrmatory retest is negative.
t) The right not to be discharged, disciplined, discriminated against, or required to be
rehabilitated on the basis of medical history information revealed to the City concerning the
reliability of, or explanation for, a positive test result unless the employee or job applicant was
under an affIrmative duty to provide the information before, upon, or after hire.
g) The right to access the information in the employee's personnel ftle relating to positive test
result reports and other information acquired in the drug and alcohol testing process including
conclusions drawn from and actions taken based on the reports or other acquired information.
h) The right of an employee or job applicant, who has received a job offer made contingent on the
applicant passing drug and alcohol testing, to not have the offer withdrawn based on a positive
test result from an initial screening test that has not been verified by the confIrmatory test.
ACTION AFTER TEST:
1) Job applicants: The Human Resources Director will not withdraw an offer of employment made
contingent on the job applicant passing drug and alcohol testing based on a positive test result from an
initial screening that has not been verified by a confIrmatory test. Where there has been a positive test
result in a confIrmatory test and in any confIrmatory retest, the Human Resources Director will
withdraw the contingent offer of employment if the City determines in accordance with the Minnesota
Human Rights Acts that alcohol or drug abuse or usage: (1) prevents the job applicant from
performing the essential functions of the job in questions; or (2) constitutes a direct threat to property
or the safety of others; or (3) otherwise constitutes a bona fIde occupational qualifIcation.
2) Employees: The City will not discharge, discipline, discriminate against, or request or require
rehabilitation of an employee solely on the basis of a positive test result from an initial screening test
that has not been verifIed by a confIrmatory test. Where there has been a positive test result in a
confIrmatory test and in any confIrmatory retest, the City may do the following:
a) First Positive Test Result: Give the employee an opportunity to participate in either a drug or
alcohol counseling or rehabilitation program, whichever is more appropriate. The city through
its Employee Assistance Program may determine which program is more appropriate after
consultation with a certified chemical use counselor or physician trained in the diagnosis and
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treatment of chemical dependency. Participation in a counseling or rehabilitation program will
be at the employee's own expense or pursuant to coverage under the employee's own benefIt
plan. If the employee refuses to participate in the counseling or rehabilitation program or fails
to successfully complete the program, as evidenced by withdrawal from the program before its
completion or by a positive test result on a confIrmatory test after completion of the program
and alcohol or drug abuse prevents the employee from performing the essential functions of
the job in question or constitutes a direct threat to property or the safety of others or otherwise
constitutes a bona fIde occupational qualifIcation, the Human Resources Director will
recommend to the City Administrator that the employee be discharged from employment.
b) Second Positive Test Result: Where alcohol or drug abuse prevents the employee from
performing the essential functions of the job in question or constitutes a direct threat to
property or the safety of others or otherwise constitutes a bona fIde occupational qualifIcation,
the Human Resources Director will recommend to the City Administrator that the employee be
discharged from employment.
c) Suspensions and transfers: Notwithstanding any other provisions herein, the City may
temporarily suspend the tested employee with pay for up to ninety (90) days or transfer that
employee to another position (if available) at the same rate of pay pending the outcome of the
confirmatory test and, if requested, the confirmatory retest, provided the City believes that it is
reasonably necessary to protect the health or safety of the employee, co-employees, or the
public.
d) Other misconduct: Nothing in this policy limits the right of the City to discipline or discharge
an employee on grounds other than a positive test result in a confirmatory test, including
conviction of any criminal drug statute for a violation occurring in the workplace.
DATA PRIVACY
The City will not disclose the test result reports and other information acquired in the drug or alcohol
testing process to another employer or to a third party individual, governmental agency, or private
organization without the written consent of the employee tested, unless permitted by law or court order.
RIGHTS OF EMPLOYEES
An employee has a right to offer the City a written explanation of a positive test result on a confIrmatory
test within three (3) working days after notice of the positive test result, and has a right to request within
five (5) working days after notice of a positive test result a confIrmatory retest of the original sample at
another licensed testing laboratory at the employee's or job applicant's own expense.
APPEALS PROCEDURE
1) Concerning disciplinary actions taken pursuant to this drug and alcohol testing policy, available
appeal procedures are as follows:
a) Temporary employees, as defmed by the City of Farmington, shall have no rights of appeal.
b) Non-veterans on probation: An employee who has not completed the probationary period and
who is not a veteran has no right of appeal.
c) Non-veterans after probation: A regular employee who has completed the probationary period
and who is not a veteran has a right to appeal to the City Administrator no later than fIfteen
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(15) calendar days of the action, or the employee may utilize the grievance procedure included
in the applicable collective bargaining agreement.
d) Veterans: An employee who is a veteran has a right to appeal to the City Administrator a
permanent demotion (including salary decreases), or a discharge, if the employee submits a
notice of appeal within sixty (60) calendar days of the action, regardless of status with respect
to the probationary period. An employee who is a veteran may have additional rights under the
Veterans Preference Act, Minnesota Stat. 197.46.
2) All notices of appeal not covered under a collective bargaining agreement must be submitted in
writing to the Human Resources Director, City, Hall, 430 Third Street, Farmington, MN, which shall
provide an appropriate hearing.
3) An employee who is covered by a collective bargaining agreement may elect to seek relief under the
terms of that agreement by contacting the appropriate union and initiating grievance procedures in lieu
of taking an appeal to the City Administrator.
GOOD FAITH EFFORT
The City of Farmington will make a continuing good faith effort to maintain a drug-free workplace
through the implementation of its Drug and Alcohol Testing Policy.
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CITY OF FARMINGTON
NOTIFICATION FORM AND
CONSENT FOR DRUG AND ALCOHOL TESTING
I acknowledge that I have seen and read the City of Farmington Drug and Alcohol Testing Policy.
I hereby consent to undergo drug and/or alcohol testing pursuant to said policy, and I authorize a
collection of a urine, blood and/or breath sample from me for those purposes.
I understand that the procedure employed in this process will ensure the integrity of the sample and is
designed to comply with medico legal requirements.
I understand that the results of this drug and alcohol testing may be discussed with and/or made available
to my employer, the City of Farmington. I further understand that the results of this testing may affect my
employment status, as described in the policy.
Other information relevant to the reliability of, or explanation for, a positive test result (if none, write
"none"):
Signature
Witness
Date
Date
I hereby refuse to submit to a drug or alcohol test.
I have seen a copy of the Drug and Alcohol Testing Policy of the City and understand that a refusal to
submit to testing may subject me to discipline including, but not limited to, discharge.
Signature
Witness
Date
Date
DATA PRIVACY NOTICE
The information collected pursuant to this Policy is to be used to determine your eligibility for employment and the
performance of certain safety sensitive functions. You are not required to provide the information and submit to the
tests, but your failure to do so will result in the City not considering your application for employment, withdrawing
a conditional job offer made, or recommending that you be discharged from employment, whichever may apply.
The results of the tests performed will be private data and will not be released to other employers, governmental
agencies, or persons without written consent of the employee tested, except as provided by regulation and law or
pursuant to a court order. Only those individuals with a necessity to perform their functions under this policy will
have access to the test results.
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Section 4 - Employment
Section 4.1 - Job Posting and Recruitment
Recruitment:
The Human Resources Department manages the recruitment process for all regular full-time and part-time
positions and seasonal positions to ensure compliance with state and federal laws and City personnel
practices. This includes approving all job postings, advertisements, placing of job advertisements;
addendum's to the application and other recruitment materials. The Human Resources Director or
designee will meet with the appropriate supervisor(s) and/or Department Director to determine the best
methods for recruiting.
All advertisements will include job title, the nature of work to be performed, how to apply, the closing
date for receiving applications, and any other pertinent information including the statement "EOE" which
conveys the City's commitment to equal employment opportunity
Promoting or Transfers from Within:
The City encourages promotion from within existing employee ranks whenever possible. However, the
Human Resources Department 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.
Promotional opportunities, when offered to existing employees, will be on a competitive basis.
Occasionally an employee will apply to transfer to a vacant position. Transfers, like promotions are
offered to regular employees on a competitive basis.
This does not preclude the City from recruitment and/or selection of applicants outside the City of
Farmington. This policy is not a waiver of job relevant qualifIcations for the position, nor is it a guarantee
of transfer to existing employees. The City has the right to make all fmal hiring decisions based on
qualifIcations, abilities, experience, and City needs.
Application Forms:
Applicants must complete the City Application for Employment form and return it to the Human
Resources Office (reasonable accommodation will be made). Applicants may be required to submit
certificates from educational and training institutions, military discharge information, physical ability
information, and reasonable proof of any statements made on the application. Other materials in lieu of a
formal application may be accepted in certain recruitment situations as determined by the Human
Resources Department. 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. Unsolicited
applications will be kept on file for a period of six (6) months.
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Pre-Employment Medical Exams:
The Human Resources department 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 fmalists
and/or who are offered employment for a given job class. Information obtained from the medical exam
will be treated as confIdential medical records.
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 Human Resources department 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 Human Resources
department will confer with the physician and candidate regarding reasonable and acceptable
accommodations.
Ifa candidate is rejected for employment based on the results of the medical exam, he/she will be notifIed
of this determination.
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Section 4.2 - Employment Selection and Background Checks.
The City of Farmington selects the best qualifIed person for each available position from among
applicants who have proper qualifIcations. Evaluation of qualifIcations is based solely on job-related
criteria. In no case is selection based on race, color, sexual orientation, gender, marital status, political
affiliation or any other factor not related to the duties and responsibilities of the position.
Selection:
The Human Resources Department manages the selection process to assure compliance with state and
federal laws as well as City of Farmington personnel practices. This includes reviewing applications,
approving training and experience rating forms, reviewing interview questions, written exercises and any
other selection process prior to its being used. The Human Resources Director or designee will meet with
the appropriate supervisor(s) and/or Department Director(s) to determine the best selection process for
open positions.
Disqualification of Applications:
The Human Resources Director, Supervisor, and/or Department Director may disqualify any application
which indicates on its face that the applicant does not possess the minimum qualifications required for the
position. Additionally, applications will be disqualifIed at any time if the applicant fails to appear at the
place and time for an interview or examination or if the application has been on ftle for longer than 6
months.
False Information:
Any applicant who gives false, fraudulent or misleading information on an application form, cheats on an
examination, or falsifIes a statement, certifIcate, or evaluation will not be considered for employment.
Reference Checks:
The City conducts reference checks prior to making a job offer for all regular employees. This may
include inquiries into all statements contained on the application for employment or made during the
selection process.
Background Checks:
The City conducts background checks at the fmalist stage or after a conditional job offer has been made
for all positions. This may involve a computerized history check through the State of Minnesota or
Dakota County to insure there are no relevant felony, gross misdemeanor, or misdemeanor convictions, a
warrant check to insure there are no warrants for arrest, and a driver's license check to insure that the
applicant has a valid driver's license and the status of their driving record (if applicable). Except where
already defmed by state law, the Human Resources Department will determine the level of background
check to be conducted based on the position being fIlled. If something in the applicant's background
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makes them ineligible for employment, the City will withdraw the job offer at that time. Background
checks are typically conducted by the Police Department per City Ordinance.
Selection Decision:
The City shall make hiring decisions based on qualifIcations, job knowledge, abilities, experience, and
City needs. Offers of conditional employment shall be made by the Human Resources Department, with
the terms of employment made in writing to the candidate including rate of compensation, effective date
of hire, job title, probationary requirement, notice of drug and alcohol testing, etc. The Human Resources
Director shall make an administrative recommendation that will be forwarded to the City Council for
ratifIcation of the appointment.
Veteran's Preference:
The City complies with veteran's preference requirements in its selection procedures in accordance with
State and Federal Statutes. To evaluate the merit and qualifIcations of the applicants, criteria will be
established for each such position. The criteria established must be capable of being reduced to a 100-
point rating system. A 100-point system must be applied to all positions of City employment except for
those positions specifically exempted from the Veterans' Preference Act, Minn. Stat. ~ 43A.11, by Minn.
Stat. ~ 197.46.
In accordance with Minn. Stat. ~ 43A.11 and Minn. Stat. ~ 197.455, a credit of fIve points will be added
to a veteran's rating at the election of the veteran so long as the City position being sought is not exempted
from veterans' preference by Minn. Stat. ~ 197.46. The receipt of the credit is conditional on the veteran
obtaining a passing rating under the criteria and 100-point system established for the position without the
addition of the credit points.
In accordance with Minn. Stat. ~ 43A.11 and Minn. Stat. ~ 197.455, a credit often points will be added to
a disabled veteran's rating at the election of the disabled veteran so long as the City position being sought
is not exempted from veterans' preference by Minn. Stat. ~ 197.46. The receipt of the credit is
conditional on the veteran obtaining a passing rating under the criteria and 100-point system established
for the position without the addition of the credit points.
Personal Action Form:
An approved employment decision is submitted to the Human Resources Director on a Personnel Action
Form (PAF), signed by the appropriate Department Director. The PAF provides the Human Resources
Director with authority to enroll the new employee in benefIt programs and issue pay checks.
Contacting Unsuccessful applicants:
The City will attempt to notify every applicant of the employment decision. This will be done through the
Human Resources Office.
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Section 4.3 - New Employee Orientation
New employees are provided orientation and training covering job duties, pay, benefIts, safety, personnel
policies, and department work procedures. Orientation is essential for assuring that new employees fully
understand what is required of them and what they can expect as a City employee.
Orientation:
On the fIrst day of employment, new employees will meet with Human Resources to:
1. Fill out all new hire forms
2. Learn about and enroll in benefIt programs
3. Review administrative policies
4. Be provided with other information pertinent to employment with the City.
The immediate supervisor will be responsible for introducing all new employees to their department.
This includes:
1. Tour of department and introductions
2. Discussing job duties, expectations and work rules
3. Showing work areas
4. Demonstrating equipment
5. Reviewing safety procedures
6. Discussing work hours, breaks and lunch
7. Discussing procedures for requesting time off
8. Reporting absences and tardiness
9. Telephone and Computer procedures
10. Time sheets
11. Parking
12. Other information important to the employee
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70
Section 4.4 - Probationary Period
The probationary period is regarded as an integral part of the hiring process and is used for evaluating an
employee's work performance, allowing the employee to adjust to a new position, and for dismissing any
employee who is not capable of meeting minimum performance standards. Employees remain "at will"
both during and following the probationary period.
The City requires all regular employees to serve a probationary period of employment whether it is for a
new position, a promotion, a transfer, or a demotion. During this time, employees have the opportunity to
show their ability to meet the standards of work performance while they get to know the job and co-
workers.
Length of Probation:
All newly hired or promoted regular, full-time employees will serve a six (6) month probationary period,
with the exception of police officers who shall serve a one (1) year probationary period. All newly hired
or promoted regular part-time employees shall serve a probationary period equal to one thousand, forty
(1040) hours.
Probation for an individual employee may be extended up to an additional six (6) months by the City
Administrator upon recommendation by the Department Director and the Human Resources Director. In
addition, probationary periods may be extended by absences from work such as an unpaid leave of
absence.
Completion of Probation:
Employee performance is evaluated throughout the probationary period. Informal discussions and a
formal performance evaluation are scheduled to reinforce good performance and discuss areas that need
improvement.
Prior to completion of the probationary period, the .supervisor and/or Department Director must review
the performance of the probationary employee and notify the Human Resources Director of their
recommendation to retain or dismiss an employee. The employee will automatically become a regular
employee if no recommendation to the contrary is submitted.
A performance evaluation is done upon completion of an employee's probationary period and a Personnel
Action Form submitted to Human Resources, confirming the successful completion of the probationary
period and change in status which is retained in the employee's personnel ftle.
Termination during Probation:
If it becomes apparent that an employee is not capable of meeting minimum performance standards,
employment may be terminated prior to the end of the probationary period at the discretion of the City. If
an employee is unable to meet the minimum performance standards, the supervisors should consult the
Human Resources Director as soon as possible regarding termination procedures.
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Section 4.5 - Discipline
The City of Farmington requires standards of conduct and behaviors which best ensure quality, cost
effective, and responsive local government services. Whenever the work habits, productivity, or personal
conduct of an employee falls below a desirable standard, the supervisor should speak to the employee at
the time the offending behavior is observed and communicate the types of actions necessary to correct any
defIciencies.
The objective of this policy is to establish a standard disciplinary process for all employees of the City of
Farmington. 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, standards of conduct and
applicable City policies.
Human Resources Director:
The Human Resources Director should be used as a resource and should be contacted by the supervisor
and/or Department Director prior to implementing any discipline.
Equal Opportunity Employment: Discipline may not result in discrimination based on race, color, creed,
religion, national origin, sex, marital status, sexual orientation or identity, disability, age, status with
regard to public assistance or veteran status.
Process:
Disciplinary action for violating basic rules of conduct, policies, procedures or practices, or unsatisfactory
job performance, may result in verbal reprimand, written reprimand, paid or unpaid suspension, demotion,
or immediate termination of employment. These disciplinary measures do not constitute an exclusive list
of possible actions and action may be taken in any order.
Examples of conduct warranting discipline includes, but is not limited to, the following:
1. Incompetence, inefficiency, or gross neglect in the performance of duties including sleeping or
inattention on the job and chronic absenteeism including failure to comply with work rules.
2. Dishonesty in the performance of duties including falsifying personnel records, time sheets or other
City records.
3. Carelessness and/or negligence in the handling or control of municipal property or property entrusted
to the employee of the City.
4. Theft or intentional destruction of City property or another employee's property.
5. Making threats or violence against a co-worker (including the provoking of or instigating a fight
during working time or on the City premises).
6. Possession of fIrearms or other weapons in a City vehicle or while on the employer's premises, except
for sworn police officers or other City employees acting within the scope of their employment.
7. Sexual harassment or other offensive behavior.
8. Soliciting political contributions from municipal employees, and engaging in political activities on or
with City property and/or on City time.
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9. Conviction of a criminal offense.
10. Immoral or indecent conduct while on duty.
11. Actions, conduct or behaviors in personal life which negatively impact the employee's ability to
perform the essential functions of his/her job responsibility, i.e. loss of vehicle license which prevents
the employee from performing essential duty functions.
12. Reporting for work and/or working while under the influence of alcohol, drugs, or other controlled
substance; and/or any violations of the Drug & Alcohol Testing Policy.
13. The use of offensive conduct or language toward the public, municipal officers, or employees.
14. Inducing or attempting to induce a person, officer or employee of the City to commit an unlawful act
or to act in violation of any lawful and reasonable official regulation or order.
15. Failure to report to work, refusal to work as assigned and directed, or other insubordination, unless
such instructions are injurious to the employee's safety or health.
16. Acceptance of a gift under circumstances from which it could be inferred that the giver expected or
hoped for preferred or favorable treatment in the conduct of City business.
17. Unapproved use of paid work time, facilities, equipment, and/or City vehicles in outside employment
or for personal benefIt or gain.
18. Other incidents which violate any work rules, standard of conduct, City policy or local, state or federal
law.
The following are descriptions of the types of disciplinary action which the City may take in any
order:
Verbal Warning:
This measure will be used where informal discussions with the employee's supervisor have not resolved
the matter. All supervisors have the authority to impose verbal warnings. A verbal warning should be
documented using the "Record of Verbal Warning" Form.
Written Reprimand:
A written reprimand is more serious and may follow a verbal reprimand when the problem is not
corrected or the behavior has not consistently improved in a reasonable period of time. Supervisors, in
consultation with the Department Director, have the authority to impose written reprimands.
Suspension:
The City Administrator, or the Department Director with the concurrence of the City Administrator and
Human Resource Director, may suspend an employee with or without pay. Suspension without pay may
be followed with immediate dismissal as deemed appropriate by the City Council, except in the case of
veterans. QualifIed veterans will not be suspended without pay in conjunction with termination.
Termination:
The City Administrator, upon review of past disciplinary action taken, if any, and in consultation with the
Department Director and the Human Resources Director, may recommend termination of an employee
subject to ratifIcation by the City Council.
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If the disciplinary action involves the removal of a qualified veteran, the appropriate hearing notice will
be provided and all rights will be afforded the veteran in accordance with Minnesota Law.
Other Disciplinary Action:
The City Administrator, or the Department Director with the concurrence of the City Administrator and
the Human Resources Director, may use some other form of discipline action such as involuntary
demotion, forced transfer to a comparable position, or withholding a salary increase in lieu of a
suspension or termination.
Disciplinary Action Notices:
Disciplinary action notices should be written and include the following:
1. A written memo explaining:
. The nature of the violation.
. The summary of all the previous steps of discipline (if any).
. The effective date of the action.
. The consequences of a repeat violation or continuing inappropriate behavior.
. In cases of termination, procedures for termination.
2. The employee should sign a photocopy of the notice acknowledging that they have received the
original copy. This does not mean that the employee agrees with the disciplinary action, only that
they have received the notice.
3. The employee's written response to the disciplinary action (if any).
4. Forward the signed photocopy of the disciplinary action notice to Human Resources to be placed in
the employee's personnel fIle.
5. In the event of a demotion, forced transfer or termination, complete a Personnel Action Form
authorizing the action.
Demotions and transfers are required to complete a probationary period. For additional information on
probationary periods, see the Probationary Policy.
Veterans' Preference Act Exception: Notwithstanding the possible disciplinary actions listed in this
handbook, no City employee who is a veteran as defmed by Minn. Stat. ~ 197.447 may be removed from
City employment, except in accordance with and as provided by Minn. Stat. ~ 197.46.
Grievances:
The employee has the right to file a grievance in accordance with a Collective Bargaining Agreement.
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Responsibility for Documentation:
Documenting the disciplinary process is the supervisor's responsibility. Files should be accurate and up-
to-date. The Human Resources Director shall oversee the administration of the disciplinary process and
shall be consulted to ensure compliance with the disciplinary process.
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Section 4.6 - Nepotism
The purpose of this policy is to set forth the defInition and conditions of the employment of relatives of
City employees. It is intended that this policy shall protect both the employees and the City from
unfounded accusations of favoritism.
Policy
An applicant related to any elected or appointed official or employee will not be considered for
employment or volunteer work in a department or work situation where the relative would also be
employed if it would result in a conflict of interest. The words "related" or "relative" for the purpose of
this policy will mean: parent, step-parent, child, step-child, siblings, step-siblings, mother-in-law, father-
in-law, brother-in-law, sister-in-law, grandparents or grandchild.
Conflict of interest means:
1) Where one employee will supervise, evaluate, or participate in disciplinary action affecting a
relative.
2) Where one employee will be responsible for auditing the work of another relative. .
3) Where confidentiality of the City would be compromised.
4) Where circumstances exist which would place a relative in a situation of actual or foreseeable
conflict between the City's interests and the relative's interest.
5) Where the employment of a relative of a policy level employee of an organization with whom
the City deals would give the appearance of improper influence or favor.
Promotions or transfers of a relative which would result in a conflict of interest will not be acted upon
until the conflict is satisfactorily resolved.
This policy shall not apply to marital status, as protected under the Minnesota Human Rights Act, except
where the City determines that application of the policy constitutes a bona fIde occupational qualification.
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Section 4.7- Credit Card Use
The purpose of this policy is to establish the procedure for the purchasing goods and services using a
credit card issued in the City's name. The contents of this policy are consistent with the authority and
restrictions specifIed in state law (M.S. 471.382).
Guidelines
The City credit card is intended for purchases needed for City operations. Efficiencies gained through the
use of credit cards are:
. Less time required at the point of sale with retailers.
. Purchases may be made over the internet, resulting in lower costs.
. Reservations can be made and held with travel and hospitality vendors.
. The total number of checks written is reduced.
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 Farmington and the individual cardholder. The employee whose
name is on the card is responsible to ensure proper use and accounting for the credit card.
The City credit card (not a personal card) should be used for any City business requiring the use of a
credit card.
It is the responsibility of the individual cardholder to:
1. Ensure that no one else uses the card without their express knowledge or approval.
2. Ensure that the card is used only for legitimate City business expenditures in accordance
with the cardholder's job duties. Personal charges incurred as a part of travel costs can be
included and later reimbursed to the City.
3. Ensure that City purchasing guidelines with respect to quotations and bids are followed.
4. Maintain all supporting documentation associated with credit card purchases (receipts,
confIrmations, purchase orders etc.) with expenditures properly coded and approved by the
department. Deliver such documentation to the Finance Department - Accounts Payable as
soon as feasible, but no . later than the 15th of the month. Documentation must be available
to match to the credit card statement for the appropriate month.
5. Contact the Finance Department (or the Credit card company during off hours)
immediately, if the card is lost or stolen.
6. Any personal charges on the card either made inadvertently or as part of travel expenses
must be reimbursed to the City at the time the documentation is submitted to the Finance
Department.
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
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employee shall be personally and fmancially responsible for any improper or unauthorized use of the
credit card, as specified in Minnesota Statutes 471.382.
Administration
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 be subject 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 time of
separation.
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Section 5 - Attendance and Leaves of Absence
Section 5.1 - Working Hours, Attendance and Break Periods
The City of Farmington establishes working hours as required for the efficient,management of personnel
services. Typical office hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. For employees in the
Public Works area typical work hours are 7:00 a.m. to 3:30 p.m., Monday through Friday. Work hours
may vary and include evenings and weekends depending on the position, season and department.
Lunch breaks must be scheduled in such a manner as to ensure continuity of service and should be
scheduled so that a department is not left unattended during normal business hours. Prompt and
convenient customer service shall be the main consideration at all times.
The regular work week consists of forty (40) hours, plus a !h hour each day of non-compensable time for
lunch. Each employee's job is important and regular attendance is mandatory. Employees are expected to
work the normal hours and minimum number of hours per week as established for their position by their
respective department heads.
Service to the public may require the establishment of work schedules other than the normal 8:00 a.m. to
4:30 p.m. work day or the normal Monday through Friday work week. Whenever practical, the City will
give seven (7) days' notice to employees when a change in shift is to occur. In the event that work is
required because of unusual or emergency circumstances, no advance notice need be given.
Lunch and Rest Breaks
The City of Farmington provides two separate rest breaks during each work day, plus a Y2 hour per day of
non-compensable time for lunch. If the work day exceeds eight (8) hours, rest breaks are usually
scheduled at the rate of one break for each four (4) hours worked over the normal work day. Regular part-
time employees are provided with one rest break for each four (4) hours of work time per day. Rest breaks
are limited to 15 minutes each and are to be taken at the job site when circumstances permit. Department
heads are responsible for adopting any departmental rules specifIcally addressing such breaks
There are operational requirements within the City that do not afford an employee time away from their
respective work areas (Le., Liquor Stores and Arena). Consequently, staff is typically required to perform
their job duties during the course of a rest break as circumstances warrant. Therefore, these lunch breaks
shall be compensated as part of a regular eight (8) hour shift.
Procedure
Employees are required to notify their supervisor as determined by department policy, or no less than
thirty (30) minutes from their normal starting time, if they are unable to come to work or if they will be
late for work. Failure to use established reporting process will be grounds for disciplinary action.
Employees who are absent for 3 days or more and who do not report the absence in accordance with the
terms of this policy will be considered to have voluntarily resigned not in good standing.
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In general, the length of the workday cannot be shortened by eliminating rest breaks or lunch periods. In
special circumstances, Department Directors have the authority to authorize this on an occasional basis as
long as regular department operations remain unaffected.
Limited Flex Time
Department Directors are authorized, but not required, to approve flex-time scheduling for employees
under the following conditions:
1) Office Hours must be maintained for the general public between the hours of 8:00 a.m. and
4:30 p.m.
2) There is no signifIcant effect on the efficiency of the department.
3) Departments continue to provide high quality customer service to citizens.
4) The regular work schedule for office employees does not begin before 7:00 a.m. nor extend
later than 6:00 p.m.
Nursing Mothers
To ease the transition of mothers returning to work following the birth of a child, lactation
accommodation will be provided for nursing mothers.
Accommodations Provided. For up to a year following the birth of a child, nursing employees will be
provided break time to express milk during the workday. The employee will be allowed a reasonable
break time whenever she has the need to express milk throughout the day. Employees must bring their
own container, but may store their milk in a refrigerator located in City Facilities.
Pay Issues. Breaks to express milk will not be paid. Employees may use normal break and lunch periods
to accommodate their nursing needs. However if the breaks needed exceed standard daily break time, then
the employee must use personal time.
Speak with your supervisor when returning from maternity leave. Your supervisor will work with you to
accommodate your break schedule as needed, knowing that your breaks may differ on a day to day basis.
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Section 5.2 - Exempt Employees Paid Leave and Flexible Scheduling
The City of Farmington has classified each position as either exempt or non-exempt in accordance with
State and Federal employment law. An exempt employee is exempt from overtime and paid for the
position responsibilities not for hours worked. The following paragraphs outline the policy and procedure
for using accrued leave if you are an exempt non-bargaining employee. Exempt employees within a
collective bargaining unit should refer to the appropriate contract language within the collective
bargaining agreement.
Because exempt employees are paid for the duties they perform, they have more flexibility in their work
schedules which affects how paid leave is used. This information is in addition to the procedures that
may be outlined in the Vacation and Sick Leave policies.
1) An exempt employee must inform his/her supervisory of any absence.
2) An exempt employee does not have to use accrued leave in the case of partial day absences.
3) An exempt employee must use accrued leave if they will be out of the office for a full day for
personal reasons (sick, vacation, PTO).
Section 5.3 - Bone Marrow Donation Leave
Pursuant to the Minnesota Bone Marrow Donation Leave Act, Minn. Stat. 181.945, employees are
eligible for a maximum of forty (40) hours of paid leave to undergo a medical procedure to donate bone
marrow. This leave is available to all employees who work an average of twenty (20) hours or more per
week.
Employees must do the following:
1) Notify their supervisor and the Human Resources Director about the leave; and
2) Provide a medical certification by a physician as to the purpose and length of each leave
requested.
If it is determined that the employee does not qualify as a bone marrow donor, paid leave granted prior to
the medical determination is not forfeited.
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Section 5.4 - Jury or Witness Duty
An employee required to serve as a juror in court will continue to receive their regular pay. For paid on-
call fIre fighters, jury duty will not be counted in their call attendance percentage.
Procedures
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 summoned to serve on a jury are
to notify their supervisor immediately in order to provide time to make work assignments to cover their
duties.
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.
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.
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.
Victim or Witness Leave
An employee who is subpoenaed or requested by the prosecutor to attend court for the purpose of giving
testimony in a criminal proceeding is entitled to reasonable time off from work without pay to attend
criminal proceedings related to the victim's case. The City will also allow a victim of a heinous crime, as
well as a victim's spouse or next of kin, reasonable time off from work to attend the criminal proceedings,
whether or not the victim/spouse/next of kin is required to testify.
Witness duty will be paid as required by law.
Section 5.5 - Voting Leave
Every employee who is eligible to vote in an election has the right to be absent from work for a
reasonable time for the purpose of voting on the day of the election. Elections covered by this section
include a regularly scheduled state primary or general election, an election to fIll a vacancy for a u.s.
senator or representative, or an election to fIll a vacancy for a state senator or representative.
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Section 5.6 - Family Medical Leave Act (FMLA)
Pursuant to the Family and Medical Leave Act (FMLA) of 1993, as revised effective January 2009, the
City provides up to 12 weeks of unpaid leave in a 12-month period to eligible employees for specified
family and medical reasons.
DEFINITIONS:
Eligible Employee: To be eligible for FMLA benefIts, an employee must have been employed by the
City for at least one (1) year and have worked a minimum of 1,250 hours within the previous 12 month
period.
Qualifying Event: FMLA leave will be granted to an eligible employee for any of the following reasons:
1) Birth of a child or placement of a dependent child with the employee for adoption or foster
care and in order to care for that child; or
2) A serious health condition of the employee (see defmition below); or
3) To care for care for an employee's dependent child, spouse, or parent suffering from a serious
health condition.
4) Qualifying exigency leave for families of military member of the National Guard and Reserves
when the covered military member is on active duty or called to active duty in support of
contingency operation.
5) Military caregiver leave (also known as covered service member leave) to care for an ill or
injured service member.
Caring: Caring for someone includes psychological as well as physical are. It also includes acquiring
care and sharing care duties.
Dependent Child: An individual under the age of 18, or 18 years or older but incapable of self-care
because of mental or physical disability, or under 20 years old, and still in secondary school that is the
legally recognized responsibility of the employee as natural parent, foster parent, or court-appointed
guardian.
Serious Health Condition: An illness, injury, impairment, or physical or mental condition that involves
inpatient care in a hospital, hospice, or medical care facility; or continuing treatment by a health care
provider. As a result of this condition, the employee is deemed unable to perform the essential functions
of his/her position or prevents the qualifIed family member from participating in school or other daily
activities.
Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity
of more than 3 consecutive calendar days combined with:
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. at least two visits to a health care provider, within 30 days of the fIrst day of incapacity, unless
extenuating circumstances exist, whether the fIrst in person treatment takes place within seven
days of the first day of incapacity, or
. one visit and a regimen of continuing treatment where the in person treatment takes place within
seven days of the first day ofincapacity.
Qualifying exigency leave for families of military member of the National Guard and Reserves: An
employee whose spouse, son, daughter or parent either has been notifIed of an impending call or order to
active military duty or who is already on active duty may take up to 12 weeks of leave for a qualifying
exigency related to or affected by the family member's call-up or service. The qualifying exigency must
be one of the following: 1) short-notice deployment, 2) military events and activities, 3) child care and
school activities, 4) fmancial and legal arrangements, 5) counseling, 6) rest and recuperation, 7) post
deployment activities and 8) additional activities that arise out of active duty, provided that the employer
and the employee agree, including agreement on timing and duration of the leave.
Military Caregiver Leave: An eligible employee is entitled to up to twenty-six (26) weeks in a single
twelve (12) month period to care for a spouse, son, daughter, parent, or next of kin covered service
member with a serious illness or injury incurred in the line of duty on active duty that may render the
service member medically unfIt to perform his or her duties for which the service member is undergoing
medical treatment, recuperation, or therapy; or is in outpatient status; or is on the temporary disability
retired list. Next of kin is defmed as the closest blood relative of the injured or recovering service
member. A covered service member is a current member of the Armed Forces, including a member of the
National Guard or Reserves.
Key Employee: An employee who is salaried, and is among the highest paid 10 percent of all salaried
and non-salaried employees. In determination of this status, the year-to-date earnings as of the date leave
is requested shall be used in the employer's computation.
Health Care Provider: A Doctor of Medicine or Doctor of Osteopathy who is authorized to practice
medicine or surgery by the State in which the doctor practices, including a physician assistant authorized
to practice under the state law and performing within the scope of their practice as defmed under state
law.
Leave Certification Request: The City requires certifIcation for a serious health condition. The
employee must respond to such a request within fIfteen (15) days of the request or provide a reasonable
explanation for the delay. Failure to provide certifIcation may result in a denial of continuation leave.
Medical certification will be provided using the Department of Labor (DOL) certification forms. If the
City fmds a certifIcation to be incomplete or insufficient, the City shall state in writing what additional
information is necessary to make the certifIcation complete and sufficient and provide the employee with
7 calendar days to cure any defIciency. If the defIciencies are not cured, the City may deny the taking of
FMLA leave. If the employee submits a certifIcation from a foreign health care provider that is in a
language other than English, the employee must provide a written translation of the certification upon
request of the City at the employee's expense.
The City may directly contact the employee's health care provider for verifIcation or clarifIcation
purposes using a health care professional, an HR professional, leave administrator or management
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official. The City will not use the employee's direct supervisor for this contact. Before the City makes this
direct contact with the health care provider, the employee will be given an opportunity to resolve any
defIciencies in the medical certifIcation. In compliance with HIP AA Medical Privacy Rules, the City will
obtain the employee's permission for clarifIcation of individually identifIable health information. If the
employee does not authorize the City to contact the employee's health care provider to clarify
information, an employer may deny FMLA leave.
Recertification: The City may request recertifIcation for a serious health condition no more frequently
than every thirty (30) days and only in connection with the absence by the employee, unless the minimum
duration of the condition is more than 30 days. RecertifIcation may be requested in less than 30 days if the
following circumstances exist: the employee requested an extension of his /her leave, circumstances stated
in previous certifIcations have changed signifIcantly, or the City receives information casting doubt on the
continuing validity of the employee's certifIcation. Otherwise, the company may request certifIcation for
the serious health condition every six (6) months in connection with an employee's absence for an
employee requesting intermittent or reduced schedule leave. The City may provide the employee's health
care provider with the employee's attendance records and ask whether need for leave is consistent with
the employee's serious health condition.
Leave Year: Eligible employees are entitled up to 12 unpaid work weeks of leave during any 12 month
period. The twelve month period will be measured backwards on a rolling basis from the time the
employee uses the leave. For the military caregiver leave, the City will measure the 12 month period as
rolling 12-month period measured forward. FMLA leave already taken for other FMLA circumstances
will be deducted from the total of26 weeks available.
Length of Leave: Continuous or intermittent describe below.
1) Continuous 12 Week Leave Period: An employee may take up to 12 weeks of continuous unpaid
leave, starting from the date of the qualifying event. The employee shall fIrst substitute any accrued
vacation, paid sick leave, personal leave and/or any compensatory time with the exception that the
employee may retain a total of not more than forty (40) hours of accrued leave before any unpaid
leave of absence is granted. This time will be counted as part of the 12 weeks allowed by FMLA.
2) Intermittent 12 Week Leave Period: Upon recommendation by the Human Resources Director and
prior approval from the City Administrator, intermittent unpaid leave may be granted to an eligible
employee during the 12 month period immediately following a qualifying event when medically
necessary. Leave may be taken in increments as small as one hour. The employee must make a reasonable
effort to schedule treatments so as not to disrupt the employer's operation. Further, subject to any
continuous leave hours being granted, the employee must fIrst use any accrued vacation, compensatory
time, personal or sick leave fIrst, before a request for unpaid intermittent leave is considered. If the
intermittent leave involved is greater than 20% of the working days during the period over which the
leave extends, the City Administrator, upon consultation with the Department Director, may direct that
the employee be transferred temporarily to an alternate equivalent position so as to minimize the effects
that the leave would cause on the operations of the respective City department. Any such alternate
position shall be one for which the employee is qualifIed and shall include the same pay and benefits, and
the same terms and conditions of employment as the employee's full-time position.
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Notice Requirement: In either case of continuous or intermittent unpaid leave, an employee must
provide a 30 day notice of the qualifying event to the Human Resources Director or designee. In cases
where the qualifying event will occur within 30 days, the employee must provide notice either that same
day or the next business day. Notice of need for unforeseeable leave must be given as soon as practicable
under the facts and circumstances of the employee's need for the leave, in accordance with the City's
requirements for notice of leave.
Employees must provide sufficient information for the City to determine if the leave may qualify for
FMLA protection and the anticipated timing and duration of the leave. Sufficient information may include
that the employee is unable to perform job functions, the family member is unable to perform daily
activities, the need for hospitalization or continuing treatment by a health care provider, or circumstances
supporting the need for military family leave. Employees also must inform the City if the requested leave
is for a reason for which FMLA leave was previously taken or certified. Employee s also may be required
to provide certifIcation and periodic recertifIcation supporting the need for leave.
Secondary Medical Opinions: The City Administrator/designee may, at City expense, request a second
medical opinion concerning the qualifying event from an employer designated health care provider.
Should the fIrst and second opinion differ, the City Administrator/designee may, at City expense, request
a third opinion from a health care provider jointly chosen by the City Administrator/designee and the
requesting employee. The third opinion will be considered final. The City may deny FMLA leave to an
employee who refuses to release relevant medical records to the health care provider designated to
provide a second or third opinion.
Key Employee Restoration: The City Administrator may deny restoration of a key employee should a
determination be made that restoration would cause the City a "substantial and grievous economic injury"
to its operations. Factors in this consideration will consist of whether the City has the ability to
temporarily replace the key employee as opposed to hiring a permanent replacement, and then, in
addition, having to reinstate the key employee to an equivalent position within the organization. Upon
receiving a request from a key employee for leave, Human Resources shall notify the employee of his/her
status as a key employee.
Married Employees: Unpaid leave of absence for child birth, placement, or for parent care shall be
limited to a combined total of 12 weeks, continuous and/or intermittent, for married employees who both
work for the city. For leave to care for a covered injured or ill service member, the husband and wife may
only take a combined total of 26 weeks of leave.
Insurance Continuation: The City will continue to pay the employer's share of the employee's health
premium and employee must make arrangements to pay hislher normal portion of the insurance premiums
while on unpaid leave, either through payroll deduction or by direct payment to the City. If an employee's
contribution is more than thirty (30) days late, the City may terminate the employee's insurance coverage.
In addition, the City may recover the City paid premiums if the employee fails to return to work for a
reason other than "serious health condition" or circumstances beyond the employee's control.
Status of Benefits: An employee on unpaid leave will not accrue vacation or sick time or be eligible for
salary increases. Employee's using a combination of paid and unpaid leave, or intermittent unpaid leave,
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will accrue benefits on a pro-rated basis. Employees using paid leave will continue to accrue benefIts.
FMLA leave counts as continued service for purposes of retirement and/or pension plans.
Return to Work: For personal medical leave, employees may return to work during or after this leave
after providing a fItness for duty certifIcation, if this requirement is provided in the City's designation of
leave notice. Employees will be returned to the same position he/she had prior to the leave or to a position
equivalent in pay, benefIts, and other terms or employment (if you are a "key employee" restoration to
employment may be denied following FMLA leave on the grounds that such restoration will cause
substantial and grievous injury to the City). 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 conditions(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 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.
General Summary: This policy is intended to be a general summary of the law. Each situation will be
evaluated on a case by case basis.
Leave of Absence Request Procedure: The following procedure shall be used in the administration of an
FMLA leave request:
I) The Employee must notify the immediate supervisor either verbally or in writing of the need for
leave and forward the request to the Human Resources Director or designee. When the leave is
foreseeable, the employee must provide notice at least 30 days prior to the effective date of the
request. When the leave is not foreseeable, the employee must provide notice either the same day
or the next business day. Additionally, when the leave is not foreseeable, the employee must
comply with the City's usual and customary notice and procedural requirements for requesting
leave.
2) Within fIve (5) business days after the employee has provided notice of the need for this leave, the
Human Resources Director or designee will complete and provide the employee with the
Department of Labor Notice of Eligibility and Rights.
3) Within fIve (5) business days after the employee has submitted the appropriate certification form,
the Human Resources Director or designee will complete and provide the employee with a written
response to the employee's request for FMLA leave using the Department of Labor Designation
Notice. If the employee is not eligible for FMLA leave, the notice must state at least one reason
why the employee is not eligible.
4) The City may require an employee on FMLA leave to report periodically on the employee's status
and intent to return to work.
5) All information regarding the employees leave will be maintained by Human Resources.
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Section 5.7- Parenting Leave
Pursuant to the Minnesota Parental Leave Act, employees who have worked for the City for at least 12
months and an average of twenty (20) or more hours per week may take six (6) weeks unpaid leave upon
the birth or adoption of a child. This leave may not begin more than six weeks after the said birth or
adoption.
Eligible employees must provide at least thirty (30) days written notice to the City of his/her intent to use
parental leave and shall determine the length of the leave but said leave may not exceed six (6) weeks.
Employees are not required to use paid leave during Parenting Leave but may use paid leave at their
option for any period of this leave for which they are unable to work due to medical reasons.
The employee is entitled to return to work in the same position and at the same rate of pay the employee
was receiving prior to commencement of the leave. Group insurance coverage will remain in effect during
the six (6) week Parenting Leave.
This leave shall run concurrent with any parental leave provided by law under FMLA.
Section 5.8 - Schools and Conferences Activities Leave
Any employee who has worked 20 hours or more for more than twelve consecutive months is eligible for
unpaid leave up to a total of 16 hours per 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 that the conferences or classroom activities cannot be scheduled during non-work hours.
When the need for leave is foreseeable, the employee must provide reasonable prior notice and make a
reasonable effort to schedule the leave so as not to unduly disrupt departmental operations.
Employees may substitute vacation or compensatory time or PTO for any part of the unpaid School
Conference or Activity leave.
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Section 5.9 - Bereavement Leave
The purpose of funeral leave is to allow employees time off to deal with the emotional impact that occurs
when a family member dies, or to be able to support a spouse when a death occurs in the spouse's family.
Policy
Employees are provided up to a maximum of twenty-four (24) work hours with pay per calendar year for
the death of the following employee or spouse family members:
Spouse
Child
Grandparents
Grandchildren
Parent
MotherlFather
SisterIBrother
Step Parente s )/Step child
Additional time off may be taken by the employee with the approval of their supervisor and/or
Department Director and charged to sick, vacation or compensatory time.
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Section 5.10 - Military Leave
Military leaves of absence and reemployment rights of employees returning from active service with the
armed forces shall be subject to applicable federal and state laws.
National Guard & Reserves
Employees are entitled to a leave of absence without loss of pay, seniority status, efficiency rating, or
benefits when engaged in training activities ordered or authorized by the proper authority pursuant to law,
whether for state or federal purposes, but not exceeding a total of fIfteen (15) days in any calendar year.
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 (15) day paid leave of absence. Employees on extended unpaid military leave
will receive fIfteen (15) 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 (10) working days in advance of the
requested leave. If an employee has not yet used his/her fIfteen (15) 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.
Eligibility for continuation of insurance coverage for employees on military leave beyond fIfteen (15)
days will follow the same procedures as for any employee on an unpaid leave of absence.
Active Duty
The City does not provide compensation to those employees on active duty in the armed forces unless
authorized by proper authority pursuant to law. For those employees on active duty, the City will continue
to contribute to the cost of group insurance (health, dental, life) at the same level of City contribution as
before the employee goes on leave. If there are changes to the City's contribution levels and/or premium
rates while the employee is on leave, those changes will take place as if the employee were still on the
job. The employee will be required to continue payment of the employee portion of the group insurances
they choose to continue.
The employee will accrue vacation and sick leave with pay as provided in any applicable policy or
collective bargaining agreement from the time he or she enters active military service until the date of
reinstatement (unless otherwise determined by the City Administrator). The City will distribute accrued
vacation in one of the following options, whichever results in more hours paid to the employee in cash:
(1) 50% of the hours accrued during the leave, or (2) any hours over the cap as specifIed in the Employee
Handbook or collective bargaining agreement. The accrued leave will be paid to the employee minus
required payroll deductions. For employee's eligible for sick leave, sick leave accrued will be placed in
the sick leave balance and must be used in accordance with City policy.
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Reinstatement after Leave
Upon return from a military leave of absence, a regular employee shall be reinstated to the employee's
former position or to a position of like status and pay, provided that the employee is competent to perform
all duties of the position to which he/she is assigned.
If the position which the employee formerly held no longer exists, the employee shall be reinstated to a
position of like status and pay, provided that it is practical to do so and the employee is competent to
perform all the duties of the position to which he/she is assigned.
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Section 5.11 - Holiday Leave
The City of Farmington recognizes eleven days as paid holidays for regular full-time employees and
eleven pro-rated holidays for regular part-time employees working not less than twenty (20) per week.
Scheduled holidays are:
Holidav
New Year's Day
Martin Luther King Day
President's Day
Memorial Day
Independence Day
Labor Day
Veteran's Day
Thanksgiving Day
Day after Thanksgiving
Christmas Eve Day
Christmas Day
Floating Holiday*
Date
January 1 st
January - 3rd Monday
February - 3rd Monday
May - last Monday
July 4th
September - 1 st Monday
November 11th
November - 4th Thursday
November - 4th Friday
December 24th
December 25th
Employee Choice
In order to be eligible for paid holidays, employees must be on compensated payroll status the last
scheduled work day preceding the holiday and the fIrst scheduled work day following the holiday.
When a holiday falls on a Saturday, the previous Friday is designated as the holiday; when on a Sunday,
the following Monday is designated as the holiday.
*The floating holiday must be used before the last payroll in December begins.
Employees Scheduled to Work on a Holiday
The City reserves the right to schedule employees to work on an observed holiday as deemed necessary.
Except as otherwise provided under this section, if an employee is required by the City to work on a
designated holiday, non-exempt employees shall receive one and one half (1 Y2) times the employee's base
pay rate for hours worked in addition to the paid holiday provided that the employee has worked or been
on paid leave during the employee's normal work week. Part-time liquor store employees will be paid at
one and one half (1 Y2) times for holiday hours worked in lieu of holiday pay.
Exempt employees required to work on the designated holiday will be allowed to switch their holiday to
another day within the pay period if approved by their Department Director.
If an employee is on an unpaid leave of absence during the normal work week and then works a
designated holiday during that week, the non-exempt employee shall receive one (1) times the employee's
base rate of pay for the designated holiday.
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Section 5.12 - Paid Time Off (PTO)
Effective January 1,2012, newly hired employees will receive Paid Time Off (PTO) in lieu of vacation
leave and sick leave. .
Paid time off (PTO) is an all-inclusive paid time off program that will provide income protection for "no
fault" time away from work including illness related absences. PTO is intended to be used for a variety of
traditional types of time away from work including but not limited to vacation, illness, personal business,
medical appointments, family time, and personal holidays.
PTO shall be accrued on a bi-weekly basis. PTO increases with years of service in accordance with the
following schedule(s) and is allocated accordingly on a bi-weekly basis. Regular part-time employees
scheduled to work 24 hours or more per week will accrue PTO leave on a prorated basis based on regular
hours worked.
PTO Accrual Schedule:
a. 0-5 years
b. Start of 6th year
c. Start of 10th year
d. Start of 15th year
5.846 hours per pay period
7.385 hours per pay period
8.308 hours per pay period
9.231 hours per pay period
(19 days)
(24 days)
(27 days)
(30 days)
The maximum PTO accrual amount for all full-time employees is three hundred and twenty (320) hours.
During the employee's initial probationary period, the employee shall accrue PTO but shall not be eligible
for any reimbursement for accrued PTO upon termination or resignation.
An employee on unpaid leave status will not accrue PTO.
Medical Certification
Good attendance is an essential job function for all City employees. If unplanned absences are excessive,
a doctor's certifIcation may be required. The physician's certifIcation is to state the nature and duration of
the illness or injury and verify that the employee is unable to perform the duties and responsibilities of
his/her position. A statement attesting to the employee's ability to return to work and perform the
essential functions of the job and a description of any work restrictions may also be required before the
employee returns to work.
Returning to Work After a Medical Absence
After a medical absence, a physician's statement may be required on the employee's fIrst day back to
work, indicating the nature of the illness or medical condition and attesting to the employee's ability to
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return to work and safely perform the essential functions of the job with or without reasonable
accommodation.
Any work restrictions must be stated clearly on the return-to-work form. Employees who have been asked
to provide such a statement may not be allowed to return to work until they comply with this provision.
Paid leave may be denied for any employee required to provide a doctor's statement until such a
statement is provided.
The City has the right to obtain a second medical opinion to determine the validity of an employee's
worker's compensation or sick leave claim, or to obtain information related to restrictions or an
employee's ability to work. The City will arrange and pay for an appropriate medical evaluation when it
has been required by the City.
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Section 5.13 - Sick Leave
For those employees hired before January 1,2012 that chose not to change over to Paid time off (PTO),
the City of Farmington provides paid sick leave benefits for periods oftemporary absence due to illness or
injuries. Eligible employees include regular full-time employees and regular part-time employees who are
regularly scheduled and approved to work a minimum of twenty-four (24) hours.
1. Eligible full-time employees will accrue sick leave benefIts at the rate of eight (8) hours per month to
a maximum of one thousand and eighty hours (1080). Eligible part-time employees shall receive pro-
rated sick leave based on actual hours worked.
2. Sick leave shall be accrued on a biweekly basis.
3. Eligible employees may use sick leave benefIts for an absence due to their own illness: exposure to
contagious disease or legal quarantine; medical and dental examinations; or an illness or medical or
dental appointment of an immediate family member who resides in the employee's household or
meets the following defInition of immediate family. "Immediate Family" shall include the employee's
parents, siblings, spouse, children, step-children, grandparents or grandchildren of the employee or the
employee's spouse.
4. Sick leave shall only accrue when an employee is on compensated regular hours or is on approved
military leave in accordance with federal and state law.
5. Sick leave usage shall be subject to approval and verifIcation by the supervisor or Department
Director.
Procedure
To be eligible for sick leave payment:
1) Sick leave must be accrued before any payment is made.
2) An employee must notify his/her supervisor and/or department head as soon as possible but
not later than thirty (30) minutes following the starting time of the employee's scheduled shift.
(This notice may be waived if the employee can establish that he/she could not comply with
this requirement due to circumstances beyond the employee's control.)
3) An employee must inform his/her supervisor and/or department head as to the approximate
date of the employee's return to work.
4) If any employee is absent for three or more consecutive days due to illness or injury, a
physician's statement will be requested to verify the disability and its beginning and expected
ending dates. Such verification may be requested for other sick leave absences as well, and
may be required as a condition to receiving sick leave benefIts or to returning to work.
5) Sick leave benefIts may be used to supplement any payments that an employee is eligible to
receive from long-term disability insurance or worker's compensation. The combination of any
such disability payments and sick leave benefIts cannot exceed the employee's normal weekly
earnings.
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Section 5.14 - Unpaid Leaves of Absence
The City of Farmington may grant an unpaid leave of absence to an employee upon written request. In
order to be considered for an unpaid leave of absence, an employee must have completed a minimum of
six (6) months of service with the City.
A request for such leave must be submitted in writing by the employee to the Department Director or
designee as soon as practical. The City Administrator or hislher designee will notify the employee in
writing granting or denying the leave. If approved, the written notice will include the terms and conditions
of the leave.
Benefits and seniority shall not accrue during an unpaid leave of absence. An employee may continue to
participate in group insurance provided that the employee pays the full cost of the premiums. Upon
returning to work, the employee will be paid at the same salary step held at the time the leave began.
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Section 5.15 - Vacation
For those employees hired before January 1,2012 that chose not to change over to Paid time off (PTO),
the City of Farmington provides paid vacation time to provide opportunities for rest, relaxation and
personal pursuits. Eligible employees include regular full-time employees, and regular part-time
employees regularly scheduled and approved to work a minimum of twenty-four hours per week.
1) Employees may take vacation only with the prior approval of the employee's supervisor or department
head. Scheduled vacations are subject to postponement in the case of emergency.
2) New hires on probationary status shall earn but shall not use vacation until the employee has
successfully completed the probationary period.
3) Employees who have completed the probationary period shall be compensated for vacation earned but
not used at the time of resignation. Accrued, unused vacation shall be calculated to the nearest day
worked and shall be paid at the employee's base pay rate which was in effect at the time of
resignation.
4) Employees who are on unpaid leave of absence (excluding Military Leave) or who have been
suspended without pay shall not earn vacation during that period. Additionally, the accrual dates will
be adjusted accordingly.
5) Eligible full-time employees shall earn paid vacation in accordance with the following schedule based
on years of continuous service. Eligible part-time employees shall earn vacation hours calculated on a
pro-rata basis. Vacation time off is paid at the employee's base pay rate at the time of vacation. It does
not include overtime or any special forms of compensation such as incentives, bonuses, or shift
differentials.
6) Employees using earned vacation leave will be considered to be working for the purpose of
accumulating vacation or sick leave. Additionally, no employee will be permitted to waive vacation
leave for the purpose of receiving double pay.
Years of Eligible Service
1 through 4 years
5 through 10 years
After 10 years
After 11 years
After 12 years
After 13 years
After 14 years through 25
After 25 years
VACATION ACCRUAL SCHEDULE
Accrual Per Pay
Period Annual Accruals
3.07
4.62
4.92
5.23
5.54
5.84
6.15
7.69
10 days
15 days
16 days
17 days
18 days
19 days
20 days
25 days
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7) In the event that available vacation is not used by the end of the benefIt year, employees may carry
over up to the maximum amount established in the following table. Any hours above this maximum
will revert back to the City, unless approved in writing by the City Administrator. Vacation time
accruals begin again in the next benefIt year.
Vacation Accrual Maximums:
1 through 10 years
10 through 20 years
20 plus years
20 days
30 days
40 days
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Section 5.16 - Donated Leave
The City of Farmington recognizes that a catastrophic illness of an employee or immediate family
member may deplete an employee's available paid leave (sick/vacation/compensatory time). This policy
is meant to provide employees with the option of assisting employees at such a time.
City employees having accrued sick, vacation or compensatory time will be allowed to donate a portion of
such accrued leave to fellow employees experiencing a major life threatening disease or condition
suffered by the employee, the employee's spouse, or the employee's legal dependents as defmed by a
physician's diagnosis. The donation of leave from one employee to another shall be subject to the
following terms and conditions:
1) An employee is only eligible to receive donated leave for time lost from normal work hours.
2) An employee will be eligible to receive donated leave only after the employee's accrued sick,
vacation, PTO and compensatory time have been exhausted by the employee.
3) No employee will be allowed to receive more than a total of 1040 hours of donated leave for any
single major life threatening disease or condition. The value of the donated sick or vacation leave is
computed according to the salary or wages of the recipient, regardless of the salary or wage of the
donor. Donated leave is taxable income to the recipient.
4) An employee is not eligible for the sick leave donation program if also eligible for Worker's
Compensation or receiving Long-term Disability payments through the City's program.
5) An employee may donate unlimited amounts of vacation or compensatory time but no more than 80
hours of sick leave or PTO per calendar year to another employee. This shall not be construed to
prohibit donating leave to additional employees within the same calendar year.
6) An employee who is donating paid leave must do so from the employee's accrued sick, vacation, PTO
or compensatory time balances.
7) A written request to donate leave must be made to the Human Resources Director or designee. The
Human Resources Director shall submit all requests to the City Administrator for fInal approval. All
donations made will be kept confidential.
8) The City Administrator shall have the right to deny use of donated leave or limit its use if it is
determined to be in the best interests of the City of Farmington. Any employee requesting donated
leave must be willing to share pertinent medical information to Human Resources and the City
Administrator.
9) The Human Resources Department will subtract donated leave from the donor's accumulated balance
and credit the donated hours to the requested employee.
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Section 5.17 - Job Related Injury or Rlness
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.
Worker's compensation benefIts and procedures to return to work will be applied according to applicable
state and federal laws.
Section 5.18 - 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 the approval of the City Council.
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Section 6 - Compensation and Benefits
Section 6.1 - Compensation - Job Classification and Evaluation
City employees are compensated according to a uniform pay plan approved by the City Council. This plan
establishes the pay grade and pay range for each position within the City. Factors used in establishing pay
ranges include but are not limited to prevailing rates of pay for comparable positions within the City and
other public and private employment within the area, ability to attract qualifIed personnel, cost of living
factors, benefits received by employees, the fInancial policy of the City and other economic factors.
As part to the uniform pay plan, the City of Farmington maintains a job classifIcation and evaluation
system for all positions within the organization. Any adjustments to the job classifIcation system will be
based on changes in the responsibilities or duties of the classifIcation, federal or state law, and the City's
fmancial and organizational status.
Assignment of job titles, establishment of minimum qualifications, and the maintenance of job
descriptions and related records is the responsibility of the Human Resources Department
Section 6.2 - Timekeeping and Payroll
Pay Periods. All employees are paid biweekly. The City is required by law to make deductions from an
employee's payroll checks, including social security, PERA, federal income tax and state income tax.
Time Cards. All employees must complete and sign their own time cards on the City approved form.
Accurately recording time worked. is the responsibility of every City employee. The supervisor will
review and approve the timesheet before submitting it for payroll processing. Altering, falsifying,
tampering with time records, recording time on another employee's time sheet or signing another person's
timesheet will result in disciplinary action, up to and including termination of employment.
Direct Deposit. All employees are required to participate in direct deposit. Direct deposit allows
employees to have their payroll check electronically deposited into a check or savings account.
Employees will receive a payroll statement each pay day.
Pav Corrections. The City takes all reasonable steps to assure that employees receive the correct pay in
each paycheck and that employees are promptly paid on the scheduled pay date. The payroll processor
will review each timesheet and, in the unlikely event there is an error, the appropriate correction will be
made and the employee will be notifIed of the adjustment.
Personnel Data Changes. It is the responsibility of each employee to promptly notify the Human
Resources Office of any changes in personal data. Mailing addresses, telephone numbers, individuals to
be contacted in the event of an emergency, etc. should be accurate and current at all times.
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Section 6.3 - Performance Reviews
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. Employees do not have the right to change or
grieve their performance review, but 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 ftle.
During the training period, informal performance meetings should occur frequently between the
supervisor and the employee.
Signing of the performance review document by the employee acknowledges that 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.
Section 6.4 - Step Adjustments
Movement to a higher step within the salary range established for the position through the City's
compensation plan is contingent upon an employee's satisfactory job performance. Based on satisfactory
performance, an employee may be eligible to receive a step increase to the mid-point (Step 5) of the
salary schedule on their job classifIcation anniversary date. A Department Director may deny or delay a
step increase if the employee's performance is not at the required level. Except as otherwise approved,
length of service will not automatically be related to a level of compensation within the approved salary
range.
Merit Pay:
After the mid-point, there is an opportunity for employees to receive a merit pay step increase. The
purpose of the merit pay system is to compensate employees for attaining goals that result in an increase
injob responsibilities that is an on-going part of the employee's required duties.
To be eligible for merit pay, an employee must:
1) Meet performance expectations.
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2) Set and achieve merit goals as established by the employee and supervisor; and approved by the
Department Director, Human Resources Director and the City Administrator. (For additional
information, please review the Performance Management System Instructions).
3) Continue to perform the increased job responsibilities, for which merit pay is received, on a regular,
on-going basis.
While encouraged, it is not required that employees strive for or participate in the merit pay program.
Merit pay will not be given for one time projects or for doing more ofthe same or similar duty(s) already
assigned to their position.
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Section 6.5 - Overtime
FLSA non-exempt employees, who work in excess of the regular forty (40) hour work week, will be
compensated at one and one-half (1~) times their regular hourly rate of pay. Total hours worked must
exceed 40 hours per work week in order to qualify for pay at time and one-half. Overtime work must be
approved in advance by the employee's supervisor, department head or City Administrator. An employee
who works overtime without prior approval may be subject to disciplinary action. Vacation, sick leave
and paid holidays do not count toward "hours worked" for overtime purposes.
For the purpose of computing overtime compensation, overtime hours worked shall not be pyramided,
compounded or paid twice for the same hours worked. Overtime will be calculated to the nearest 15
minutes.
All employees 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, up to and including dismissal.
FLSA exempt employees do not receive overtime pay. In general, employees in executive, administrative
and professional job classes are exempt; all others are non-exempt.
Due to the seasonal operations of the Outdoor Pool, overtime is hot paid for pool staff.
Section 6.6 - Compensatory (Comp) Time
FLSA non-exempt employees who work in excess of the regular forty (40) hour work week may be
granted compensatory time in lieu of overtime pay and must be approved by the employee's supervisor,
department head or City Administrator. Compensatory time shall be at the rate of one and one-half (1 ~)
times the hours worked in excess of the regular work week. The maximum total accrued compensatory
time shall not exceed forty (40) hours per employee.
FLSA exempt employees are not eligible for compensatory time.
Accrued compensatory time will be taken as paid leave with prior approval from the employee's
supervisor.
Compensatory time will be based on hours worked. Paid vacation, sick leave or compensatory time will
not be considered in computing compensatory time.
The maximum compensatory time accumulation or any employee is 40_hours per year. Once an
employee has earned 40 hours of compensatory time in a calendar year, no further compensatory time
may accrue in that calendar year. All further overtime will be paid. All compensatory time accrued will be
paid when the employee leaves city employment at the hourly pay rate the employee is earning at that
time.
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Section 6.7- Severance Benefits
Regular, full-time employees who retire or terminate their employment in good standing with a minimum
of fourteen (14) calendar days of advance written notice shall receive severance pay in accordance with
the following schedule:
For Employees with accrued Sick leave:
Upon completion of fIve (5) years of continuous service twenty-fIve percent (25%) of the accrued
sick leave in the employee's general sick leave account up to 1040 hours.
Upon completion of ten (10) years of continuous service fIfty percent (50%) of the accrued sick
leave in the employee's general sick leave account up to 1040 hours.
For Employees with PTO:
Employees leaving the City in good standing will receive 100% of their annual leave balance as
compensation (applicable taxes will be withheld)~ Employees have the option of directing those
dollars into a 457 deferred compensation plan (subject to IRS maximum deferral regulations and
Minnesota law).
An employee who is discharged or who resigns without giving advance notice of fourteen (14) calendar
days shall not be eligible for severance pay.
In the event that the employee is deceased, the severance pay benefIt shall be paid to the employee's
benefIciary.
This benefIt is calculated at the employee's current rate of pay.
Terminal Leave:
An employee who resigns in good standing and gives 30 days written notice may elect to forego a lump
sum payment for accumulated paid vacation leave and sick leave conversion (in accordance with this
policy) in favor of going on terminal leave.
If an employee opts for terminal leave, paid leave accruals will end on the fIrst day of terminal leave.
Employees may also elect to have their COBRA premiums deducted from their bi-weekly terminal leave.
Terminal leave is subject to all applicable payroll taxes.
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Section 6.8 - Group Insurance
The City of Farmington Flexible BenefIts Plan allows regular full-time employees to use the City's
monthly contribution in a way that benefIts them most. The City's contribution may be used to purchase
benefIts from a menu, with some benefIts being considered "core." Core benefIts are those required for all
plan participants. Any money left over after purchasing core and optional benefIts may be taken as
additional taxable compensation.
A more detailed explanation of the benefit options available, enrollment periods, and current level of City
contributions are available through Human Resources. BenefIts under City-authorized insurance programs
are governed by the terms and conditions of the respective insurance policies.
Health Insurance
Health Insurance is a basic benefit available to full-time regular employees. Employees may choose
single, employee plus spouse, employee plus children, or family coverage, under the health plans offered
by the City. If an eligible employee already has health coverage and can show proof of insurance for that
coverage, the eligible employee may opt out of health insurance coverage provided by the City.
Under the opt-out provisions established by the LOGIS Health Care Consortium, an employee may
choose to waive health insurance coverage with proof of insurance. Any City contribution dollars
remaining after an employee has purchased required and optional benefIts, will be either paid to the
employee as taxable cash or contributed to the employee's deferred compensation account or Health
Savings Account. If an employee waives the health insurance coverage, the value of the lowest single
premium offered by the City, along with dental insurance, life insurance and any supplemental coverage
shall be used to calculate the remaining dollars as taxable cash or as a contribution to the employee's
deferred compensation account or health savings account (HSA).
Dental Insurance
Dental insurance is a core benefit and all eligible regular full-time employees must choose either single or
family coverage for dental insurance as part of their benefIt package.
Basic Life Insurance
Basic life insurance is also a core benefIt which all eligible regular full-time employees must take as part
of their benefit package. Basic life consists of $50,000 of term life insurance and accidental death and
dismemberment insurance (AD&D).
Supplemental Life Insurance
Benefit eligible employees may purchase additional life insurance at group rates through the City's group
insurance contract. Evidence of insurability may be required and the premium is determined by the
amount of coverage an employee chooses and by the age of that employee. Premiums for supplemental
insurance purchased through an organization other than the City group insurance carrier is the
responsibility of the employee although it may be paid through payroll deduction.
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Spouse and Dependent Life Insurance
Benefit eligible employees may also purchase dependent life insurance for their spouse and children
through the City's group life insurance carrier. Evidence of insurability may be required and premiums
depend on the coverage selected.
Short-Term Disability
BenefIt eligible employees may purchase short-term disability insurance. Premiums are determined by the
coverage selected by employees.
Long-Term Disability
BenefIt eligible employees receive employer paid long-term disability insurance. The elimination period
is six (6) months and the maximum amount of coverage cannot exceed sixty percent of an employee's
income.
The City contribution for group insurance may be not applied to any other types of insurance that an
employee has established through payroll deduction (Le., PERA Life Insurance, AFLAC Accident, etc.).
Changes in Coverage
The employee is responsible for notifying the Human Resources Office of any changes that the employee
wishes to make in the employee's insurance coverage or retirement plan, such as:
a. Change of address or phone.
b. Change of name.
c. Change of benefIciary.
d. Change in type of coverage.
e. Change of marital status.
f. Change in number of dependents.
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Section 6.9- Other Benefits
Post-Employment Health Care Savings Plan
The City established a Health Care Savings Plan through the Minnesota State Retirement System (MSRS)
for certain employee groups to contribute pre-tax dollars to cover post-employment health care expenses.
Contribution rates and plan details are available through Human Resources.
Deferred Compensation
Deferred compensation is a voluntary program that allows an employee to save and invest for retirement.
Federal and state income taxes are deferred until funds are withdrawn.
Under Section 457 of the Internal Revenue Code, an employee may generally defer each year a maximum
of 25 percent of pre-deferral taxable income or an amount determined by the Internal Revenue Service,
whichever is less. Participation is handled through payroll deduction so taxes are reduced each pay period.
Plan details are available through Human Resources.
Benefits for City Retirees
Minnesota law provides continuation of health and dental insurance to former employees who are
receiving disability benefits, or receiving an annuity, or have met the age and service requirements from
Public Employees Retirement Association (PERA). The former employee is responsible for paying the
entire premium. Effective September 1,2008, and consistent with Minnesota Statutes, a former employee
may continue dependent coverage only if the employee received dependent coverage immediately before
leaving employment with the City. Failure to pay the premium in a timely manner will result in
termination of coverage. See Human Resources for plan details.
Retirement
The City participates in the Public Employees Retirement Fund (PERA) to provide pension benefIts for its
eligible employees. The City and the employee contribute to PERA each pay period as determined by
state law. Most employees are also required to contribute a portion of each pay check for Social Security
and Medicare (the City matches the employee's social security and Medicare withholding).
For information about PERA eligibility and contribution requirements contact the Human Resources
Office.
Employee Assistance Program
The City recognizes that a wide range of personal problems may affect City employees. Employee
Assistance Programs (EAP) are designed to provide employees and dependents with confidential,
professional counseling and referrals on personal matters affecting their physical, emotional, and
professional well-being. The City offers an Employee Assistance Program in conjunction with our health
benefits through the City's health insurance provider. See Human Resources or refer to your health
insurance card for more information.
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Section 6.10 - Workers' Compensation Procedures
When an employee is injured on duty, a First Report of Injury and Supervisor's Report of Injury must be
fIled with Human Resources. The insurance carrier will notify Human Resources of any claims approved
for workers' compensation payments. Under Minnesota law, workers' compensation payments are not
considered salary for PERA purposes when issued by a third-party payer. When an employee is placed on
extended workers' compensation leave, the employee generally receives a payment equal to two-thirds of
his or her normal wage. PERA is not deducted from workers' compensation payments. If any employee
chooses to use accrued sick leave or vacation to make up the other one-third of his or her wage, PERA is
deducted from this amount.
No matter how minor an on-the-job injury may appear, it is important that it be reported immediately to
your supervisor and or the Human Resources Office. This enables the eligible employee to qualify for
coverage as quickly as possible.
Section 6.11 - Healthcare Continuation Coverage (COBRA)
When a covered employee ceases employment with the City, insurance coverage will be discontinued on
the last day of the month following the date of termination. The federal Consolidated Omnibus
Reconciliation Act (COBRA) gives employees and their qualifIed benefIciaries the opportunity to
continue health insurance coverage under the City's health plan when a "qualifying event" would
normally result in the loss of eligibility. Some common qualifying events are resignation, termination of
employment, death of an employee, an employee's divorce or legal separation, a leave of absence, or a
dependent child no longer meeting eligibility requirements. Under COBRA, the employee or benefIciary
pays the full cost of coverage at the City's group insurance rate plus a 2% administrative charge. To
continue insurance coverage, premiums must be paid in full by the separated employee or hislher spouse
or dependents, or coverage will lapse.
Human Resources will provide each eligible employee with a written notice describing an employee's
rights and obligations under COBRA each year during open enrollment and when the employee becomes
eligible for coverage under the City's group health insurance plan. See Human Resources for plan details.
For more information about your rights under COBRA, and other laws affecting group health plans,
contact the U.S. Department of Labor's Employee BenefIts Security Administration (EBSA) in your area
or visit the EBSA website at www.dol.gov/ebsa. (Addresses and phone numbers of Regional and District
EBSA Offices are available through EBSA's website.)
Section 6.12 - Health Insurance Portability and Accountability Act (HIPAA)
Policies and procedures have been established pursuant to the Health Insurance Portability and
Accountability Act of 1996 (HIP AA) privacy regulations as amended. Employees should contact Human
Resources for more detailed information regarding HIP AA policies and procedures.
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Section 6.13 - Use of Exercise Facility
The City of Farmington encourages employee participation in health and wellness activities. As a benefit
of the City's wellness program, employees, spouses and signifIcant others of employees, over 18 years of
age, will be allowed to use the exercise facility at the Police Department. However, children of
employees are not allowed to use or be in the facility regardless of age.
Procedures employees must satisfy to use the facility:
1. Annually, submit a signed form from their physician giving employee clearance to use the facility
(with or without restrictions) to the Human Resources Department.
2. Read, sign and return a Waiver of Liability and Release form.
3. Receive equipment instruction from a City designated employee.
4. Once this is complete, the Human Resources office will provide access to the facility.
Procedures spouses and signifIcant others must satisfy to use the facility:
1. Obtain approval from Human Resources Director.
2. Annually, submit a signed form from their physician giving clearance to use the facility (with or
without restrictions) to the Human Resources Department.
3. Read, sign and return Waiver of Liability and Release form.
4. Receive equipment instruction from a City designated employee.
Employees must accompany their spouse or significant other at all times while using the facility. Failure
to abide by this policy and its procedures will result in suspension of user rights of the facility for the
employee and/or spouse/significant other. The suspension length will be at the discretion of the Human
Resources Director. Upon termination of employment, facility access keys must be turned into the Human
Resources Department.
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Section 7 - Training and Development
Section 7.1 - Schools and Conferences
The City of Farmington is committed to providing its citizens with a well-qualifIed, knowledgeable and
trained professional staff. To meet this objective, the City provides training and development
opportunities to its employees. All training shall be utilized to maintain and improve specific job skills
and increase staffs ability to cope with the increasingly complex situations that arise in the work
environment.
Guidelines
1) Department Directors will make recommendations to the City Administrator for their employees to
attend select schools, conferences, and/or seminars during the City budget process. School and
conference requests must be budgeted during each fIscal year. The department shall pay for all
registration and direct fee expenses. Other expenses will be paid in accordance with the guidelines
of the City's Business Travel Expenses policy.
2) Out-Of-State Training/National Conferences: Subject to budgetary considerations, a Department
Director may request attendance at one out-of-state training or national conference per year. Mid-
level managers and professional staff,. with the support and recommendation of their Department
Director, may request attendance at one out-of-state training or national conference every two years.
Out-of-state professional development and training opportunities will be evaluated based on
whether similar training and professional development opportunities are available within the state.
Attending staff may be required to submit a written report regarding conference topics and
applicable items pertaining to City operations.
3) Periodically, employees may be required to receive specialized job training or career development
guidance and this required training will be provided at no cost to the employee.
4) The City will evaluate employee training programs that may be of value to the entire workforce, and
will provide periodic training opportunities to all staff through a citywide training program.
5) The City shall reimburse employees for specifIc job-related license and/or certifIcation fees, and
subsequent renewals, provided that the license and/or certifIcation is either required to perform the
duties of their position or as recommended by the department director, and approved by the City
Administrator. Standard driver's license fees and renewals are excluded from this policy.
6) Time for voluntary attendance by an employee at a training course outside of working hours is not
compensable even if the course is directly related to his/her position or paid for by the City.
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Section 7.2 - Business Travel Expenses
The City will reimburse employees for reasonable business travel expenses incurred while on assignments
away from the normal work location. All business travel must be approved in advance by the employee's
department director. Employees whose travel plans have been approved are responsible for making their
own travel arrangements.
When approved, the actual costs of travel, meals, lodging, and other expenses directly related to
accomplishing business travel objectives will be reimbursed by the City. Employees are expected to limit
expenses to reasonable amounts. Travel guidelines and expense reimbursement practices are listed be
below:
1. Airfare or train fare for travel in coach or economy class or the lowest available fare shall be the
preferred mode of transportation when authorized. In cases where employees choose to drive, extra
time required will be taken as vacation or compensatory time. Reimbursement for vehicular travel
(meals, mileage, and lodging) shall not exceed what the total cost of what airline travel would have
been.
2. Out-of-state conferences and training must be recommended by the Department Director and
approved by the City Administrator in all cases. A summary of the conference and subject matter
relating to the City must be submitted.
3. Hotel, motel or other authorized accommodations will be reimbursed at the actual cost not to exceed
the single occupancy rate. Lodging expenses will not be reimbursed for meetings held within the
Minneapolis/St. Paul metropolitan area or within a fifty (50) mile radius of the City of Farmington
unless prior approval is granted by the City Administrator.
4. Fares for shuttle or airport bus service, where available; costs for public transportation for other
ground travel such as taxi service will be reimbursed, but should be used only when no other safe or
other economical means of travel exists. Reasonable safety considerations shall take precedence over
economy factors in travel situations.
5. Mileage reimbursement rates for personal vehicle use are determined by the Internal Revenue Service.
6. The reasonable costs of meals including sales tax and gratuity. The gratuity should not exceed 15% of
the total costs.
a) Per Diem: Annual amount established by the IRS for Dakota County.
b) Individual meals: Breakfast or Lunch is not to exceed $15.00 each.
Dinner is not to exceed $25.00
* All meals combined cannot exceed the per diem maximum.
c) The per diem limits do not apply when the meal expense is included in the cost of the
conference or seminar. Additionally, the City does not reimburse costs on a per diem basis but
for actual cost incurred.
d) Alcoholic beverages are not eligible for reimbursement.
e) Itemized real receipts must be submitted to qualify for reimbursement and must show the
following:
Date
Name of the Establishment (pre-printed form)
Itemized list of purchased items
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Total
Tip (if appropriate) of no more than 15%
7. Charges for telephone calls, fax, and similar services required for business purposes.
8. Any employee who is involved in an accident while traveling on business must promptly report the
incident to the immediate supervisor. Vehicles owned, leased, or rented by the City may not be used
for personal use without prior City Administrator approval.
9. Cash advances to cover reasonable anticipated expenses may be made to employees, after travel has
been approved. Employees should submit a written request to their supervisor when travel advances
are needed. City travel expense forms must be completed prior to reimbursement or travel advance
disbursements.
10. When travel is completed, employees must submit completed travel expense reports along with all
receipts for individual expenses as soon as possible. Please remember itemized receipts are
required for reimbursement of travel expenses.
11. Employees should contact their supervisor for guidance and assistance on procedures related to travel
arrangements, travel advances, expense reports, reimbursement for specifIc expenses, and any other
business travel issues.
Any exceptions to this policy must receive prior approval from the City Administrator whenever
practicable. Abuse of the City travel policy, including falsifying expense reports is grounds for
disciplinary action, up to and including termination of employment.
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Section 8 - Safety
Section 8.1 - Safety Policy
The City values the health and well-being of all employees and has a responsibility to provide a safe and
hazard-free work place. The City emphasizes the need for safe work methods and practices at all times,
and considers safe practices an integral part of every job, performed by authorized City staff.
The City is committed to providing properly functioning equipment, protective equipment and devices,
and in the event of an injury, provide employees with an accurate checklist for getting assistance.
The strength of the safety program is built on the active participation and dedication to safety on the part
of each City employee and by the Safety Committee comprised of representatives from all departments.
Each department head has designated a Safety Representative for his or her respective department. The
representative's responsibility is to be the department's representative to the Safety Committee, assist the
Department head in implementing safety programs, report potential concerns, and encourage supervisors
to strive toward a safety-conscious workplace.
Workplace safety and the protection of City property are the responsibility of all City employees. Each
employee shall be responsible for complying with applicable department safety rules and regulations and
for exercising reasonable judgment in following safety practices. Department directors and supervisors
are responsible for taking appropriate actions, once becoming aware or as notifIed, that minimizes or
eliminates any potential safety concerns.
Safety Coordinator and Reoresentatives
The Human Resources Director is the Safety Coordinator for the City. The Safety Coordinator will serve
as Safety Committee Chairperson(s) and will implement the Safety Program Citywide. Each Department
Head will designate a Safety Representative for their department. The Safety Representative will serve as
the department's official representative to the Safety Committee, and will participate in the development
and implementation of a citywide safety program.
Safety Committee
1) Responsibilities, Meetings and Membership.
In recognition of the City's responsibility toward employee safety, and in response to Minnesota
Department of Labor and Industry recommendations under the Occupational Safety and Health
Act, the City of Farmington sets forth the following:
The Safety Committee has been established as an advisory internal group to promote an orderly
and representative approach in dealing with employee safety programs. The Committee shall have
authority to oversee the following general areas of responsibility:
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a. The Committee shall review matters of immediate importance such as safe working
conditions, emergency activities, personal injury or damage incidents in order to prevent
recurrence.
b. The Committee will promote safety education. The members will educate themselves in order
to better equip themselves in dealing with safety issues. Such educational activities may be in
the form of research, inspections, lectures, demonstrations or any other forms.
c. The Committee will advise and assist the Department Heads in the implementation of a viable
safety program. It may undertake inspections as directed and assist in maintaining compliance
with Minnesota Occupational Safety and Health Standards promote good employee safety
attitudes and assist in the development and enforcement of safety regulations and procedures.
d. The Committee shall hold meetings on a regular basis and otherwise as needed as determined
by the Chairperson for the purpose of conducting committee business.
e. The Committee shall issue periodic reports detailing specifIc safety issues addressed within the
work place. Said report(s) shall be distributed to the Management Team for review and
discussion.
The City safety program provides:
a. Safety inspections of the work place environment, machines and equipment, procedures and
work habits, as well as access to fIrst aid and emergency medical support access.
b. Incident or complaint review of specific work locations, accidents or injuries, machines, or
equipment; recommended work habits or procedures to be carried out in the event of a lost-
time accident, a reported or suspected health hazard, an employee complaint, or a
supervisor's request.
c. Safety and protection procedures that make known to employees the existence of potential
health hazards, proper protective procedures, and safety and health rules and requirements, as
well as emergency procedures.
d. Safety education programs which provide safety information and training to employees
through demonstrations, training sessions, and verbal and written communications.
e. Program enforcement through managers and supervisors who are knowledgeable in safety
procedures, who promulgate safe safety attitudes, and who publish and enforce compliance
with employee safety and health rules and regulations within the sphere of their work
authority.
f.
Department Heads and Supervisors. Department heads and supervisors will be responsible for
instructing employees within their departments on safe practices to be observed in the work place and
enforcing safety standards and requirements to the best of their ability and authority.
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Employees. Each employee is expected to place safe work practices and identifIcation of unsafe
conditions as the highest priority while performing their work duties. Each employee's safety and health
commitment includes, but is not limited to, the following:
. Using appropriate safety equipment.
. Wearing required dress/uniform and footwear.
. Waming co-workers of unsafe conditions or practices that could lead to or cause an
accident.
. Operate equipment only after receiving proper training.
. Reporting defective or damaged equipment.
. Reporting dangerous, unsafe or unhealthy conditions that exist in the work place as
well as throughout the City.
. Reporting of all injuries and accidents within twenty-four (24) hours.
. Taking proper protective measures to minimize unsafe conditions that could
present a hazard to the public resulting from City work.
. Maintaining tools and equipment in a proper manner, to ensure that they are in the
best possible condition during usage.
Individual departments may adopt safety manuals specifIc to the department.
General Safety Policies and Rules
1) All personnel will thoroughly familiarize themselves with all precautions set forth in this policy and
other safety precautions deemed necessary by the Safety Committee and applicable State and Federal
Laws.
2) All personnel shall adhere to and comply with all rules and regulations regarding personal safety,
operation of equipment and other rules set forth by the Safety Committee.
3) Accident reports shall be completed by the injured employee's immediate supervisor and forwarded to
Human Resources within twenty-four (24) hours of the time of the accident.
4) All personnel will observe all safety precautions and will submit a written and dated report regarding
any unsafe equipment or conditions to their department supervisor. Department supervisors, in
cooperation with their employees, shall be responsible for the safety of all vehicles and equipment in
their designated area.
5) Safety rules or amendments shall be available in a prominent place of every job site.
6) Employees operating City vehicles that have seatbelts are required to wear them at all times.
7) Employees must be properly attired at all time in accordance with their respective responsibilities.
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8) No employee shall consume, bring or have brought, into any City facility, departmental premise,
liquors or unlawful drugs, except in the performance of their duties, and as approved by the
employee's Department Director.
9) No employee shall be under the influence of liquors or unlawful drugs of any kind while on duty.
(See Drug and Alcohol policy)
10) Any employee who works more than two (2) consecutive eight (8) hour shifts shall not be allowed to
work until s/he has had at least eight (8) hours off duty. Furthermore, any employee whose presence
could become a health or safety hazard because s/he is overly fatigued shall be sent home by their
supervisor until their next scheduled shift.
Report Injuries
It is the injured employee's responsibility to immediately report any work related injury or disease to the
employee's supervisor as soon as possible after the injury occurs or the disease is diagnosed. The
immediate supervisor is responsible to see that the First Report of Injury is ftled with the City
Administrator's office within twenty-four hours following the injury. This report is prepared by the
supervisor during an interview (if possible) with the injured employee.
Any additional department specifIc safety policies and procedures will be distributed to the employees
with other department specifIc policies and procedures.
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