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City Council Packet 12 01 2025 City Council Regular Meeting & Work Session Agenda Monday, December 1, 2025 6:30 PM Elk River City Hall ▪ Regular meeting in Council Chambers ▪ Work Session meeting in Upper Town Conference Room immediately following regular meeting 1. CALL MEETING TO ORDER 2. PLEDGE OF ALLEGIANCE 3. CONSIDER AGENDA 4. CONSENT AGENDA Considered to be routine and noncontroversial and will be approved by one motion. There will be no separate discussion of these items unless there is a request to remove the item from the consent agenda to the regular agenda. 4.1 November 03, 2025, Meeting Minutes 4.2 November 17, 2025 Minutes 4.3 Check Register 4.4 Resolution 25-73: Revoking Tobacco License for Elk River Tobacco LLC 4.5 Resolution 25-74 Levying Special Assessments for Abatement of Ordinance Violations 4.6 Resolution 25-75 Levying Special Assessments for Unpaid Garbage Service Fees 4.7 Agreement 25-35: Sherburne County Assessment Services 4.8 2026 - 2030 Capital Improvement Plan 4.9 Housing and Redevelopment Authority Appointment 4.10 Project Closeout: Rivers Edge Commons Park Renovations 4.11 Agreement 25-36: Waste Management Services 4.12 Authorize Grant Agreement 25-37 for Intensive Comprehensive Peace Officer Education and Training 2026 5. OPEN FORUM An opportunity to provide comments and feedback regarding items not on the agenda. Information provided in Open Forum will not be discussed at this meeting; rather, the information will be referred to staff and/or scheduled for discussion at a future meeting. 6. PRESENTATIONS, AWARDS, AND RECOGNITION 6.1 Introduction of New Employees Page 1 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity 6.2 Community Event Center Commission Candidate Interview 6.3 Sister City Meeting Update 7. PUBLIC HEARINGS An opportunity for the public to express their opinions and raise questions pertaining to the agenda item. All comments become part of the official public record. For this reason, all comments must be made at the podium so they can be heard and recorded. Comments may also be provided in writing. There will not be deliberations, discussions, or answers to questions until the hearing is closed. It is important to be courteous and allow each presenter to comment before adding additional testimony. 7.1 2026 Budget and Tax Levy Resolution 25-76 8. GENERAL BUSINESS Items in which the information is presented by city staff or consultants, then deliberation and action occur. General Business items are not opportunities to receive or provide public input. However, the presiding officer may, at its sole discretion, solicit public feedback. 8.1 Discuss Work Session Items 9. COUNCIL LIAISON UPDATES 9.1 Council Liaison Updates 10. MOTION TO ADJOURN REGULAR MEETING 11. WORK SESSION Work Sessions are less formal meetings to encourage dialog. Official action or votes are not typically taken. At the conclusion of a discussion, a simple consensus provides staff direction for execution of the item. This portion of the agenda is audio recorded but not video recorded or broadcast. Work Sessions are open to the public; however, visitors who wish to provide input must be invited by the presiding officer, assume a seat at the discussion table and provide their full name and address for the official record. 11.1 Cannabound Business Plan 11.2 Elk River Landfill Expansion EAW/EIS Comment Period 11.3 Vehicle Acquisition and Replacement Policy Manual 11.4 Personnel Policy Manual Update 11.5 On-Call Fire Department Staff Compensation Plan Changes 12. CLOSED MEETING - LELS #589 COLLECTIVE BARGAINING AGREEMENT 12.1 Statement to be read by the Mayor: "The City Council will be closing the meeting pursuant to MN Statute Section 13D.03, Subdivision 1(b). The Council will discuss the city's labor negotiation strategy related to the city's negotiations with the Collective Bargaining Agreement, LELS 589." 12.2 Motion Calling Closed Meeting Page 2 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity 12.3 Hold Closed Meeting 13. MOTION TO ADJOURN Page 3 of 312 Meeting of the City Council Held at the Elk River City Hall Monday, November 3, 2025 Members Present: Mayor John Dietz, Councilmember Cory Grupa, Councilmember J. Brian Calva, Councilmember Mike Beyer, Councilmember Jennifer Wagner Members Absent: None Staff Present: City Administrator Cal Portner, Senior Planner Chris Leeseberg, Business Services Director/Assistant City Administrator Joe Stremcha, Fire Chief Mark Dickinson, Assistant Fire Chief Joe Libor, Deputy Chief Casey Neuman, Fire Prevention Specialist Jeff Smith, Police Chief David Kuhnly, Human Resources Manager Lauren Wipper, Finance Manager Lori Stich, Accountant Jill Knutson, Sr Communications Coordinator Starr Sorheim, Communications Coordinator Klara Porath, Liquor Operations Manager Joe Audette, CannaBound Store Manager Jaquara Jackson, Records Specialist Dawn Robertson. 1. CALL MEETING TO ORDER Pursuant to due call and notice thereof, the meeting was called to order at 06:30 PM. 2. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was recited. 3. CONSIDER AGENDA Moved by Councilmember Grupa and seconded by Councilmember Calva to approve the agenda. Motion Carried 5-0. 4. CONSENT AGENDA Moved by Councilmember Beyer and seconded by Councilmember Wagner to approve the following consent items as outlined in their respective staff reports. Motion Carried 5- 0. 4.1 October 6, 2025, Minutes 4.2 October 20, 2025, Minutes 4.3 Check Register Page 4 of 312 City Council Minutes November 3, 2025 Page 2 of 6 4.4 Professional Services Agreement 25-31: Statewide Affordable Housing Aid Disbursement to Main Street Family Services 4.5 Agreement 25-32: Architectural Services with LSE Architects for Northbound/Cannabound. 4.6 Ordinance Amendment 25-15: Community Event Center Commission 4.7 Resolution 25 - 64: Final Plat of Oakwater Ridge First Addition 5. OPEN FORUM No one appeared for open forum. 6. PRESENTATIONS, AWARDS, AND RECOGNITION No presentations, awards, or recognitions. 7. PUBLIC HEARINGS 7.1 Conditional Use Permit CU 24-22: Winlectric CUP Revocation Hearing The staff report was presented. Billy Jansen, 12777 Meadowvale Rd NW, a Winlectric employee, stated that the fence work is starting Wednesday, Nov. 4, and there should be no reason it is not completed by the deadline. Mayor Deitz asked to vote to prepare the revocation, and if the fence is complete, not to act on it. Mayor Dietz opened the public hearing. There being no one to speak to this matter, Mayor Dietz closed the public hearing. Moved by Mayor Dietz and seconded by Councilmember Calva to receive evidence and testimony regarding the revocation of Conditional Use Permits (CU 22-11 & CU 24-22), issued to Elk River Winlectric at 12777 Meadowvale Road NW, and, at the conclusion of the hearing, the Council directed staff to prepare a resolution revoking the Conditional Use Permits; and allow the property owner to avoid revocation of the CUP if all outdoor materials are properly stored behind fencing, within the building, or removed from the property by November 17, 2025. Councilmember Wagner asked the applicant if he understood the action taken by the Council. Mr. Jansen stated he understood what had been voted on. Motion carried 5-0. Page 5 of 312 City Council Minutes November 3, 2025 Page 3 of 6 8. GENERAL BUSINESS 8.1 Discuss Work Session Items Mr. Portner provided information regarding the signing of the Sister City documentation taking place on November 17, 2025, at 9 a.m. 9. COUNCIL LIAISON UPDATES 9.1 Council Liaison Updates The Councilmembers provided updates as outlined in the respective advisory board's minutes. 10. MOTION TO ADJOURN REGULAR MEETING Moved by Councilmember Wagner and seconded by Councilmember Calva to adjourn the meeting of City Council. Motion carried 5-0. The meeting adjourned at 6:46 p.m. 11. WORK SESSION Pursuant to due call and notice thereof, the meeting was called to order at 06:52 p.m. 11.1 Northbound/Cannabound Store Design Update The staff report was presented. Mr. Stremcha invited the Council to the Minnesota Municipal Cannabis Coalition, hosted by the City of Anoka. He stated the store design team has continued to refine and enhance the store layout and shared the store layout changes. He noted the following Northbound: ▪ It no longer has a tasting room; tastings will be featured near the check-out area. ▪ Reconfigured office space, moved the CannaBound office out, and created shared office space for managers. ▪ There is now an emergency exit corridor. This is where the restrooms, custodial, mechanical, and IT closets are located. ▪ Communal breakroom, controlled by key fobs. Cannabound: ▪ Waiting area, to allow for the 3:1 ratio allowed in the store at one time ▪ Deliveries can tentatively be delivered through a vestibule-type area versus a sally port. ▪ The vault is now located in the center of the store. Page 6 of 312 City Council Minutes November 3, 2025 Page 4 of 6 ▪ Office staff will share space. The Council expressed the following comments, and Mr. Stremcha was able to provide follow-up to those comments. ▪ The two stores should be flipped. People may not see the liquor store on Hwy 169. Mr. Stremcha stated there will be branding on the 26-foot side wall of the building for the liquor store. There will be visible monument signage. If the Cannabound store is on the east side, the loading docks to Northbound will be visible to traffic on Hwy 169 and on the frontage road. ▪ Cars passing the store on Evans St will only see the CannaBound sign because the liquor sign is too high. Mr. Stremcha stated the sight line allows for both signs to be visible. 11.2 Fire Station No. 1 Space Needs Update The staff report was presented. Chief Dickinson, his staff, and designers have been thorough with the reiteration on this design, and have only what the fire department feels is necessary for this community. He shared cost estimates, including the cost of the ambulance area, and estimated the cost per year if the city delays construction. The fire staff presented the process they used to determine the spaces and square footage they need at the proposed Fire Station 1. The proposed square footage was compared with other cities' fire departments with similar demographics. Chief Dickinson articulated the importance of the need for offices at Fire Station 1, stating that some community members stop in weekly, and staff are not able to meet them, since all staff's offices are at Fire Station 2. He stated that having some full-time staff office out of Fire Station 1 will increase response times; right now, staff must drive from Fire Station 2 to get proper apparatus and then respond to an emergency. The Chief also noted OSHA requires physical fitness for duty; therefore, some training and fitness equipment will be necessary to have at Fire Station 1. Chief Dickinson stated they want to build for the future and have a conversation about full-time firefighters eventually. Currently, they rely on all stations to respond to calls. Chief Dickinson stated that the Emergency Operations Center is currently too full for training. All firefighters and command staff meet once a month and use the EOC. Some people have to stand for the meetings. Chief Neuman stated that all three fire stations are used for training; staff often train at other stations. Most of the time, the three stations are used at the same time; therefore, a training room is necessary for Fire Station 1. The Council would like to meet with the Ambulance Service Board to discuss funding a portion of the Fire Department. The Council concurred that they are not in favor of starting the project until it has been approved by voters. The Council directed staff to have the architect continue designing Fire Station 1. Page 7 of 312 City Council Minutes November 3, 2025 Page 5 of 6 11.3 Community Service Officer Tuition Reimbursement The staff report was presented. Chief Kuhnly presented to the Council a proposal to offer tuition reimbursement for part-time Community Service Officers. It would be for those enrolled in a law enforcement program, and they would only be eligible if they commit to working for Elk River. Council agreed to put it on a future agenda. 11.4 Cannabound Branding The staff report was presented. Ms. Starr Sorheim presented data showing who the target users are for the cannabis store. She emphasized the importance of incorporating a marijuana leaf into the branding, as people are visual. The Council expressed the following comments: As far as marketing and design go, Councilmembers were asking about why "Cannabound" was on two separate lines compared to "Northbound." Noting they were looking for consistency. The Council is in agreement that there should be a visual leaf, but it should not be an in-your-face marijuana leaf. Councilmember Wagner created some images to share with staff, showing several modernized images of the leaf to use as examples when recreating the leaf for Cannabound. Council directed staff to bring new ideas to the next meeting for consideration. 11.5 Compensation Plan Update Ms. Wipper presented the staff report. Ms Wipper stated that the information she shared in her presentation is from cities comparable to Elk River and the League of MN Cities. Many of our peer cities have implemented compensation plan adjustments to become competitive in the same market, which has left Elk River 2-7% behind the average of our peer group. The City Council's goal has been to be at the average of our comparison cities. Mr. Portner stated Elk River is recruiting in competition with other cities for their talent and needs to be competitive in pay. And the current budget includes about 1.25% of payroll for market adjustments. A midyear implementation would allow for most of the cost to fit within the proposed budget. The Mayor asked staff to create a plan for Council to approve a mid-year 2026 market adjustment with a 2.75% January 1 COLA increase. 11.6 2026 Budget Mayor Dietz opened the budget discussion. Councilmembers concurred that there are no service level changes desired, and the budget, as Page 8 of 312 City Council Minutes November 3, 2025 Page 6 of 6 proposed, has few options to cut. Mayor Dietz suggested removing the Community Risk Reduction Specialist fire position, indicating he is unsure of the added work responsibilities beyond adding another full-time firefighter to help respond to calls during the day. The Council consensus was to retain the position in the budget. Mr. Portner explained to the Council that the current budget expenditures are on track, which indicates that the previous budget had very few discretionary spending options. Mr. Portner asked about the added cost of the nonunion compensation market study. Council further discussed funding the additional cost. Mayor Deitz shared with the Council the consideration of the Utilities Commission regarding the change in PILOT. ERMU will consider increasing the PILOT by 1% and bill the city for street lighting. This will increase the transfer by about $270,000, including a potential rate increase. Many utilities also provide a PILOT for the water system, which would be $65–70k. The city would want to implement a streetlight utility to pay for the utility bill. ERMU will vote on it at the November meeting. A rate study is also being done, and he expects it to pass. The Council's consensus was to maintain the preliminary levy for the final budget and use the possible increased revenue from ERMU to offset the decrease in Liquor Fund transfers in 2027. 12. MOTION TO ADJOURN Moved by Councilmember Calva and seconded by Councilmember Wagner to adjourn the meeting of City Council. Motion Carried 5-0. The meeting adjourned at 10:43 PM Minutes prepared by Records Specialist Dawn Robertson 13. INFORMATION 13.1 September Financial Reports John J. Dietz, Mayor Tina Allard, City Clerk Page 9 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 4.2 Meeting Date December 1, 2025 Prepared By Item Description November 17, 2025 Minutes Reviewed by Cal Portner Tina Allard Action Requested Background/Discussion Financial Impact Mission/Policy/Goal Explain how this meets the city's mission, current policies and/or council goals Attachments None Page 10 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 4.3 Meeting Date December 1, 2025 Prepared By Amy Stangler, Accounting Clerk Item Description Check Register Reviewed by Lori Stich Joe Stremcha Cal Portner Tina Allard Action Requested Approve, by motion, the check registers for the period ending December 1, 2025. Background/Discussion The details for the period ending December 1, 2025, are attached to this request for action. Total for All Funds $2,300,240.01 Financial Impact N/A Mission/Policy/Goal N/A Attachments 1. 4.2 at1 Check Register 2. 4.2 at2 Check Register Page 11 of 312 Page 12 of 312 Page 13 of 312 Page 14 of 312 Page 15 of 312 Page 16 of 312 Page 17 of 312 Page 18 of 312 Page 19 of 312 Page 20 of 312 Page 21 of 312 Page 22 of 312 Page 23 of 312 Page 24 of 312 Page 25 of 312 Page 26 of 312 Page 27 of 312 Page 28 of 312 Page 29 of 312 Page 30 of 312 Page 31 of 312 Page 32 of 312 Page 33 of 312 Page 34 of 312 Page 35 of 312 Page 36 of 312 Page 37 of 312 Page 38 of 312 Page 39 of 312 Page 40 of 312 Page 41 of 312 Page 42 of 312 Page 43 of 312 Page 44 of 312 Page 45 of 312 Page 46 of 312 Page 47 of 312 Page 48 of 312 Page 49 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 4.4 Meeting Date December 1, 2025 Prepared By Tina Allard, City Clerk Jared Shepherd, City Attorney Item Description Resolution 25-73: Revoking Tobacco License for Elk River Tobacco LLC Reviewed by Jared Shepherd Cal Portner Tina Allard Action Requested Adopt Resolution 25-73 revoking the tobacco license for Elk River Tobacco, LLC. Background/Discussion Mr. Hussein has four age compliance check failures within the last 36 months. He was notified of the failures and his right to a hearing before the City Council in which he could be represented by an attorney and present any evidence relevant to this matter. The hearing was held at the November 17, 2025, City Council meeting. At this meeting, the City Council listened to testimony and then directed staff to prepare a resolution of findings of fact to revoke the tobacco license for Noman Hussein, Elk River Tobacco, LLC. Attached is the resolution outlining the findings of fact for revocation of the license. Financial Impact N/A Mission/Policy/Goal Explain how this meets the city's mission, current policies and/or council goals Attachments 1. Resolution Page 50 of 312 237882v1 City of Elk River City Council Resolution 25-73 A Resolution of the City Council of the City of Elk River Revoking Tobacco License for Elk River Tobacco LLC WHEREAS, Mr. Noman Husein and Elk River Tobacco LLC (“Elk River Tobacco”) holds a license from the City of Elk River to sell tobacco products at Elk River Tobacco, 19262 Evan Street NW issued on April 25, 2022, and WHEREAS, pursuant to Minnesota State Law and Elk River City Code, the Elk River Police Department works with Sherburne County Health and Human Services to periodically conduct compliance checks to ensure licensees are not selling tobacco products to persons under the age of 21; WHEREAS, on October 17, 2025, Elk River Tobacco failed a compliance check when its employee sold tobacco products to underage buyers; WHEREAS, the October 17, 2025, violation was the fourth violation within a 36-month period; ,,,,,,,,,,,,,,,,,,,,,,,,,,, WHEREAS, by letter dated October 27, 2025, Elk River Tobacco was put on notice of the violation and that the City Council would consider the penalty for the violation at its meeting on November 17, 2025, pursuant to City Code § 26-73(e); WHEREAS, prior to the hearing, Elk River Tobacco was provided the Request for Action, including all supporting documentation; WHEREAS, the City Council has reviewed all materials provided by staff, and considered any and all oral and written testimony offered by all interested parties. NOW THEREFORE, the City Council makes the following: FINDINGS 1. The above recitals are incorporated as if fully set forth herein. 2. Minn. Stat. § 461.12, subd. 5 and City Code § 26-35 provides that a licensing authority shall conduct unannounced compliance checks at least once a year at licensed locations. Page 51 of 312 237882v1 3. City Code § 26-37(a) provides that it is a violation for “any person to sell, offer to sell, give, or otherwise furnish any tobacco, tobacco-related device, nicotine, or electronic delivery device to any person under the age of 21 years.” 4. City Code § 26-33 provides: All licensees under this article shall be responsible for the actions of their employees in regard to the sale of tobacco, tobacco-related devices, nicotine, or electronic delivery devices on the licensed premises, and the sale of such an item by an employee shall be considered a sale by the license holder. Nothing in this section shall be construed as prohibiting the city from also subjecting the clerk to whatever penalties are appropriate under this article, state or federal law, or other applicable laws or regulations. 5. Elk River Tobacco was found in violation of City Code – and Minn. Stat. – for selling tobacco products to persons under the age of 21 on the following dates: December 5, 2022; August 8, 2024; and June 18, 2024. 6. Elk River Tobacco was provided notice of those violations, expressly waived its right to an administrative hearing and submitted the applicable penalty for each violation. 7. At the hearing on its 4th violation, Elk River Tobacco did not contest the fact of the violation itself. There was no defense that the licensee or individual making the sale relief in good faith upon proof of age on a specific government document under Minn. Stat. §§461.12, subd. 6 and 340A.502, subd. 6. 8. Elk River Tobacco did violate City Code and state law on October 17, 2025, by failing a tobacco compliance check and selling tobacco products to persons under the age of 21. This was the Fourth Violation by Elk River Tobacco within 36 months. 9. At the hearing, Representatives from Elk River Tobacco did not sufficiently take responsibility for the actions or explain how they would prevent underage sales from occurring in the future. 10. At the hearing, Officers from the Elk River Police Department explained that Elk River Tobacco is known in the community as a place where individuals under the age of 21 can purchase tobacco. 11. The number of violations within a 36-month window suggest that perception is true. 12. The City Council does not find that the licensee will adequately protect the residents of the City of Elk River by complying with City Code and Minnesota State Law in ensuring its employees do not sell tobacco to persons under the age of 21. 13. Minn. Stat. § 461.12, subd. 2 provides, in relevant part: For a third or any subsequent violation at the same location within 36 months after the initial violation, an administrative penalty of $1,000 must be imposed, and the licensee's authority to sell tobacco, tobacco-related devices, electronic delivery devices, or nicotine or lobelia delivery products at that location must be suspended for not less than seven days and may be revoked. No suspension, revocation, or other penalty may take effect until the licensee has Page 52 of 312 237882v1 received notice, served personally or by mail, of the alleged violation and an opportunity for a hearing before a person authorized by the licensing authority to conduct the hearing. A decision that a violation has occurred must be in writing. 14. City Code § 38-35(c) provides: Grounds for suspension or revocation. Every license issued under this chapter or any other ordinance of the city is subject to the right, which is hereby expressly reserved, of the council to suspend or revoke the license should the holder or the holder's agents, employees, representatives or lessees, directly or indirectly, fail to comply with the provisions of the particular license, this chapter, or any other law, ordinance or regulation pertaining directly or indirectly to the operation or conduct of the licensed activities. 15. City Code § 38-35(d)(4) provides, in relevant part: “If, after the hearing, the council determines that proper grounds exist to suspend or revoke the license in question, the council shall state those grounds for the record and suspend or revoke such license. . ..” 16. Based on the foregoing, and pursuant to the above City Code provisions, the City has sufficient grounds to revoke the license. DECISION NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELK RIVER, MINNESOTA, based upon the information received and the above FINDINGS, that the City Council of the City of Elk River hereby revokes the tobacco license for Elk River Tobacco LLC. Passed and adopted this 1st day of December, 2025. John J. Dietz, Mayor ATTEST: Tina Allard, City Clerk Page 53 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 4.5 Meeting Date December 1, 2025 Prepared By Lori Stich, Finance Manager Item Description Resolution 25-74 Levying Special Assessments for Abatement of Ordinance Violations Reviewed by Joe Stremcha Cal Portner Tina Allard Action Requested Adopt Resolution 25-74 levying special assessments for city abatement costs related to ordinance violations. Background/Discussion Section 46-38 of the city ordinance authorizes the city to levy an assessment against property for any costs the city incurs to abate a public nuisance. All property owners who violated the public nuisance ordinance received a notice informing them they had the opportunity to correct the violation or the city would abate the property, and they would be assessed for the costs. Attached is a list of abated properties and the costs incurred by the city. The total amount assessed is $59,027.39. Financial Impact N/A Mission/Policy/Goal Responsible for every dollar - good stewards. Attachments 1. Code Violations - Resolution Page 54 of 312 City of Elk River City Council Resolution 25-74 A Resolution of the City Council of the City of Elk River Levying Assessment for Abatement of City Code Violations WHEREAS, Minnesota Statutes Section 429.101 authorizes the city to levy an assessment equal to the cost of abatement for removal or correction of a hazardous condition; and WHEREAS, the city ordinance Section 46-38 authorizes the city to levy an assessment against property for any costs the city incurs to abate a public nuisance; and WHEREAS, all property owners with public nuisance violations were given adequate notice of this pending assessment and have been given opportunities to pay prior to this assessment being levied. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River, Minnesota, as follows: The parcels and amounts listed in attached Exhibit A are correct and made a part hereof, and are to be levied at an interest rate of 6% per annum and certified to the Sherburne County Auditor. Passed and adopted this 1st day of December 2025. John J. Dietz, Mayor ATTEST: Tina Allard, City Clerk Page 55 of 312 EXHIBIT A PID #Violation Address Total R epayment Term 75-00005-2110 Mowi ng 13296 Mi ssissippi Rd $538.00 1 year 75-00506-0380 Clean up 19176 Kent St $57,312.39 5 years 75-00523-0138 Mowi ng 17727 Cleveland St $538.00 1 year 75-00530-0155 Mowi ng 62 6 1/2 St $188.00 1 year 75-00565-0516 Mowi ng 18159 Ironton St $263.00 1 year 75-00727-0168 Mowi ng 17688 Tyler St $188.00 1 year Total $59,027.39 2025 Code Viola tions (Payable 2026) Page 56 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 4.6 Meeting Date December 1, 2025 Prepared By Lori Stich, Finance Manager Item Description Resolution 25-75 Levying Special Assessments for Unpaid Garbage Service Fees Reviewed by Lori Stich Joe Stremcha Cal Portner Tina Allard Action Requested Adopt Resolution 25-75 levying special assessments for unpaid garbage service fees. Background/Discussion Section 58-38 of the city ordinance authorizes the city to levy special assessments for unpaid garbage collection charges as of September 1. All property owners who had delinquent utility fees have received notice informing them that the unpaid fees would be certified against the property unless the account is brought current. The list of properties with delinquent garbage service fees totaling $3,586.03 is attached. The total for 2024 was $2,369.40. Financial Impact N/A Mission/Policy/Goal Responsible for every dollar - good stewards. Attachments 1. Garbage Resolution & Properties Page 57 of 312 City of Elk River City Council Resolution 25-75 A Resolution of the City Council of the City of Elk River Levying Assessments for Unpaid Charges for Garbage Collection Services WHEREAS, Minnesota Statutes Section 443.015 authorizes the city to annually levy an amount equal to such unpaid cost for garbage collection services as of September 1 of each year at an interest rate not to exceed 6% and a penalty not to exceed 10%; and WHEREAS, the city ordinance Section 58-38 authorizes the city to levy an assessment against property for garbage collection equal to the unpaid charges as of September 1; and WHEREAS, all customers and property owners with delinquent balances have been given adequate notice of this pending assessment and have been given opportunities to pay prior to this assessment being levied. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River, Minnesota, as follows: The parcels and amounts listed in attached Exhibit A are correct and made a part hereof, and are to be levied at an interest rate of 6% per annum with a 10% penalty and certified to the Sherburne County Auditor. Passed and adopted this 1st day of December 2025. John J. Dietz, Mayor ATTEST: Tina Allard, City Clerk Page 58 of 312 EXHIBIT A 2025 Garbage Assessments (Payable 2026) Service Address Property ID Garbage 9850 221ST AVE NW 75-00112-1206 33.31 19684 TWIN LAKES RD NW 75-00125-2110 53.90 19262 OGDEN ST NW 75-00130-4106 33.31 429 LINE AVE NW 75-00134-4116 33.31 1027 4TH ST NW 75-00408-0125 45.68 1111 4TH ST NW UPSTAIRS 75-00408-0540 62.51 620 6TH ST NW 75-00412-0205 25.34 212 XENIA AVE NW 75-00413-0820 33.32 351 LINE AVE NW 75-00423-0050 25.34 314 BALDWIN AVE NW 75-00423-0090 102.78 374 BALDWIN AVE NW 75-00423-0150 61.62 384 BALDWIN AVE NW 75-00423-0160 150.52 623 JEFFERSON LN NW 75-00446-0202 25.34 18784 YANKTON ST NW 75-00463-0030 203.00 18692 YANKTON ST NW 75-00463-0150 185.60 12950 MEADOWVALE RD NW 75-00465-0410 53.90 13427 190TH AVE NW 75-00482-0115 25.34 18257 DENVER ST NW 75-00491-0530 45.68 18736 ALBANY ST NW 75-00493-0160 53.90 18646 YANKTON ST NW 75-00496-0130 61.32 12925 RANCH RD NW 75-00497-0105 36.92 13899 200TH AVE NW 75-00502-0315 25.34 19757 IRVING ST NW 75-00503-0480 102.78 19191 KENT ST NW 75-00506-0290 33.31 20211 AUBURN ST NW 75-00508-0235 53.89 20023 ZANE ST NW 75-00510-0425 33.31 11160 191ST AVE NW 75-00516-0475 53.89 11036 192ND CT NW 75-00516-0545 45.68 11160 190TH AVE NW 75-00522-0410 33.31 70 6 1/2 ST NW 75-00530-0145 164.01 1705 TIPTON CIR NW 75-00535-0330 102.78 17931 GARY ST NW 75-00546-0230 25.34 11478 190TH LN NW 75-00559-0115 48.59 13104 192 1/2 CT NW 75-00573-0148 33.32 11085 196TH AVE NW 75-00589-0340 33.31 11086 196TH LN NW 75-00604-0350 53.89 17915 MACON ST NW 75-00609-0225 61.64 19646 ZANE CT NW 75-00617-0255 61.62 18537 PASCAL DR NW 75-00623-0106 35.90 18327 TYLER ST NW 75-00647-0220 25.34 12434 193RD LN NW 75-00650-0310 25.34 17588 GRANT ST NW 75-00691-0626 33.31 11049 192ND CIR NW 75-00708-0305 25.34 10445 207TH CIR NW 75-00715-0120 53.89 18584 SMITH ST NW 75-00723-0304 33.32 18830 SMITH DR NW 75-00735-0230 25.34 10825 185TH CT NW 75-00746-0146 61.62 10113 192ND LN NW 75-00761-0130 45.68 19112 IVANHOE DR NW 75-00761-0440 25.34 10726 190TH AVE NW 75-00768-0505 25.34 22246 MEADOWVALE RD NW 75-00792-0120 45.68 19171 JOHNSON ST NW 75-00839-0210 33.31 10034 190TH AVE NW 75-00847-0425 25.34 19064 IVANHOE ST NW 75-00848-0502 25.34 19019 FILLMORE ST NW 75-00866-0215 32.21 9961 190TH AVE NW 75-00866-0355 61.62 19013 JOHNSON ST NW 75-00866-0520 33.32 10179 189TH AVE NW 75-00866-0530 25.34 19092 JOHNSON ST NW 75-00866-0705 61.63 10049 189TH AVE NW 75-00869-0512 33.31 11820 196TH AVE NW 75-00872-0120 25.34 18530 OGDEN ST NW 75-00884-0220 25.34 18603 OGDEN ST NW 75-00884-0305 25.34 9833 187TH LN NW 75-00890-0245 38.49 18731 EDISON ST NW 75-00890-0375 33.31 18575 SALEM ST NW 75-00901-0140 32.46 18602 SALEM ST NW 75-00901-0260 74.48 18811 FILLMORE ST NW 75-00905-0245 61.64 10812 190TH LN NW 75-00908-0115 33.32 10793 190TH LN NW 75-00908-0210 33.32 18731 IVANHOE ST NW 75-00920-0335 25.34 10135 TWIN LAKES PKWY NW 75-00920-0350 41.50 10125 TWIN LAKES PKWY NW 75-00920-0355 25.34 3,586.03Grand Total Page 59 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 4.7 Meeting Date December 1, 2025 Prepared By Lori Stich, Finance Manager Item Description Agreement 25-35: Sherburne County Assessment Services Reviewed by Lori Stich Joe Stremcha Cal Portner Tina Allard Action Requested Approve, by motion, Agreement 25-35 for Assessment Services with Sherburne County, effective July 1, 2026, through December 31, 2029, to perform property assessments for 2027–2029. Background/Discussion The Sherburne County assessor has performed the property assessment services for the city in the past and is renewing their assessment services agreement. The fees for the 3-year agreement will be as follows: Assessment Year Property Type Fee Per Parcel 2027 Improved Residential/Agriculture $6.18 Unimproved Residential/Agriculture $4.12 Commercial/Industrial/exempt/public utility $8.24 2028 Improved Residential/Agriculture $6.37 Unimproved Residential/Agriculture $4.24 Commercial/Industrial/exempt/public utility $8.49 2029 Improved Residential/Agriculture $6.56 Unimproved Residential/Agriculture $4.37 Commercial/Industrial/exempt/public utility $8.74 Financial Impact The assessment service fee is a budgeted expense within the Finance division. Page 60 of 312 Mission/Policy/Goal Responsible for every dollar - good stewards. Attachments 1. County Assessment Services Agreement 2027-2029 Page 61 of 312 1 ASSESSMENT SERVICES AGREEMENT THIS AGREEMENT, made and entered into by and between the County of Sherburne, a political subdivision of the State of Minnesota, hereinafter referred to as the “County” and City of Elk River, a political subdivision of the State of Minnesota, hereinafter referred to as “City”; WHEREAS, said City lies either wholly or partially within the County and constitutes a separate assessment district; and WHEREAS, under such circumstances the provision of the Minnesota Statutes, Sections 273.072 and 471.59 permit the County Assessor to provide for the assessment of property; and WHEREAS, said City desires the County to perform certain assessments on behalf of said City; and WHEREAS, the County is willing to cooperate with said City by completing the assessment in a proper manner; NOW, THEREFORE, in consideration of the mutual covenants contained herein it is agreed as follows: 1. The County shall perform the 2027, 2028 and 2029 property assessment for the City in accordance with the property assessment procedures and practices established and observed by the County, the validity and reasonableness of which are hereby acknowledged and approved by the City. The property assessment by the County shall be composed of those assessment services which are set forth in Exhibit A, attached hereto and made a part hereof by reference. Page 62 of 312 2 2. All information, records, data, reports, and the like that are necessary to allow the County to carry out its responsibilities under this Agreement shall be furnished to the County without charge by the City and the City agrees to cooperate in good faith with the County in carrying out the work under this Agreement. 3. The City agrees to furnish, without charge, work space, if needed, for an appraiser to perform such tasks as document review, with such tasks to be performed during normal business hours for the City. 4. The County agrees to indemnify and hold harmless the City and all of its agents and employees against any and all claims, demands, actions or causes of action arising out of or by reason of the performance of work provided for herein to be performed by the County. It is further agreed that any and all full time employees of the County engaged in the performance of any work or services required or provided for herein shall be considered employees of the County only and not of the City and that any and all claims that may arise under the Workman’s Compensation Act of the State of Minnesota and any and all claims made by any third parties as a consequence of any act or omission on the part of said County employees shall be the sole obligation and responsibility of the County. 5. This Agreement shall commence on July 1, 2026 and shall terminate on December 31, 2029. Either party may initiate an extension of this Agreement for a term of three years by giving the other party written notice of its intent to extend no less than 120 days prior to the termination of this Agreement. If the party who receives said notice of intent to extend gives written notice to the other party of its desire not to extend the Agreement at least 60 days prior to the termination of this Agreement, this Agreement shall terminate on December 31, 2029. Page 63 of 312 3 6. In consideration of said assessment services, the City agrees to pay the County the following fee schedule – includes a 3% increase annually. Assessment Year Property Type Fee Per Parcel 2027 Improved Residential/Agriculture $6.18 Unimproved Residential/Agriculture $4.12 Commercial/Industrial/exempt/public utility $8.24 2028 Improved Residential/Agriculture $6.37 Unimproved Residential/Agriculture $4.24 Commercial/Industrial/exempt/public utility $8.49 2029 Improved Residential/Agriculture $6.56 Unimproved Residential/Agriculture $4.37 Commercial/Industrial/exempt/public utility $8.74 7. Any notice which may be given or made by a party hereto under the terms of this Agreement shall be in writing and shall be sent by United States Mail or personally delivered to the other party addressed as follows: To: City of Elk River 13065 Orono Parkway Elk River MN 55330 To County: Michelle Moen, Sherburne County Assessor Sherburne County Government Center 13880 Business Center Drive NW, Suite 100 Elk River, MN 55330 8. The Agreement may be amended or modified only by written agreement signed by authorized representatives of the parties hereto. Page 64 of 312 4 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by its duly authorized officers and delivered on its behalf, this ___ day of ___ , 2026. SHERBURNE COUNTY Dated: ______________ By Michelle Moen Sherburne County Assessor CITY OF ELK RIVER Dated: By Dated: By Page 65 of 312 5 EXHIBIT A During the term of this Agreement, the County shall: 1. Physically inspect and value and classify real property, in accordance with State statutes. 2. Physically inspect and value all new construction, additions and renovations. 3. Conduct valuation reviews prior to Board of Review or Open Book Meeting. 4. Attend Board of Review or Open Book Meetings either in person or virtually. Per Board request, make all necessary review appraisals. 5. Keep updated property records including physical characteristics, sales data, current values and classifications. 6. Administer all State mandated property tax programs and maintain proper documentation. 7. Print and mail valuation and classification notices. 8. Respond to taxpayers regarding assessment or appraisal inquiries and concerns. 9. Process all divisions, combinations, new plats, and annexations including revaluation and reclassification of affected parcels. 10. Administer the abatement process pursuant to Minn.Stat. § 375.192 and county abatement policy. 11. Make appraisals for, testify and/or negotiate all District Court and Tax Court filings. 12. Adjust estimated market values on all property annually based upon the market analysis of existing real estate market conditions. Page 66 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 4.8 Meeting Date December 1, 2025 Prepared By Lori Stich, Finance Manager Item Description 2026 - 2030 Capital Improvement Plan Reviewed by Lori Stich Joe Stremcha Cal Portner Tina Allard Action Requested Adopt, by motion, the 2026-2030 Capital Improvement Plan (CIP). Background/Discussion City staff and Council reviewed the proposed 2026-2030 CIP during a Regular Meeting Work Session. We reviewed the specific projects, costs, funding sources, and 5-year cash flow projections. The CIP is a strategic planning document that is re-evaluated on an annual basis. Upon each annual update, some projects will be deleted, added, or even delayed, reflecting community needs and the financial ability to fund the projects. Approval of the CIP does not authorize spending or initiation of a given project. The City Council accepts and acknowledges the document with the provision that capital improvement planning is subject to the dynamics of the community and other unanticipated needs. Projects presented in the CIP will come back to the Council for approval per the financial management policy. The Parks and Recreation Commission has discussed projects funded by the Park Improvement Fund and Park Dedication Fund. The Commission recommends the projects that have been included in the CIP. The 2026- 2030 CIP expenditures will be reviewed closely through the Parks and Recreation Master Plan development process in 2026. Projects will be prioritized according to the funds available. A few highlights of the CIP for 2026 include: ▪ Parks and Recreation Master Plan ▪ FTCenter parking lot expansion ▪ Updates at the PT Complex and Hillside Park ▪ Basketball court at Ridgewood East Park ▪ Lease of Turf Tank for athletic field marking ▪ Equipment replacement, including police squads, a fire vehicle, and parks and streets division equipment Page 67 of 312 Financial Impact Projects and funding sources are identified in the 2026-2030 CIP Mission/Policy/Goal Responsibly grow. Attachments 1. 2026 - 2030 Projects by Year 2. 2026 - 2030 Projects by Funding Source 3. 2026 - 2030 Project Details Page 68 of 312 2026 through 2030 Capital Improvement Plan Elk River, MinnesotaProjects By Year Project Name Department Project #Project Cost 2026 Fire - Engines/Ladders Fire FD-03 2,025,000 Fire - Vehicles Fire FD-01 65,000 Knox Box Key Secure System Update Fire FD-26 55,000 Parking Lot Expansion FTCenter FTC-25 75,000 County Projects - Cost Share Infrastructure Improvements II-20 1,000,000 Pavement Management - Streets Infrastructure Improvements PM-01 1,300,000 Pavement Management - Parking Lots/Trails Infrastructure Improvements PM-02 200,000 TH10 & 165th Ave Intersection Infrastructure Improvements II-26 1,275,000 Monument Sign Liquor RS 26-2 120,000 Highway 10 Mississippi River Trail Park Dedication PDF 25-2 200,000 Park Improvement - Miscellaneous Park Improvement PIF 23-27 16,250 Parks & Recreation Master Plan Park Improvement PIF 25-3 100,000 Plants and Things Recreation Complex Park Improvement PIF 28-2 35,000 Basketball Courts - Deerfield/Ridgewood Park Improvement PIF 25-1 30,000 Field Lining - Turf Tank Park Improvement PIF 26-3 16,000 Hillside Park Improvments Park Improvement PIF 26-4 15,000 Parks - Pickup Trucks Park Maintenance PK-01 90,000 Parks - Mobile Equipment Park Maintenance PK-02 223,000 Comprehensive Update of Zoning Ordinance Planning Plan-25 150,000 Jackson Street Water Tower Park Planning PDF 25-3 50,000 Police - Unmarked Squads Police PD-02 75,000 Police - CSO Vehicles Police PD-03 75,000 Red Dot Sight Project Police PD-25 51,500 Drone Replacement Project Police PD-26 27,500 Northbound/Cannabound Retail Operations RS 26-1 8,500,000 Grit Classifier Replacement Sewer Department WW-30 150,000 CR 44 Sewer Replacement Sewer Department WW-33 250,000 Wastewater - Vehicle Sewer Department WW-06 65,000 TH10 Lift Station-Wetwell Rehab Sewer Department WW-29 150,000 Stormwater Projects Storm Water STW-1 50,000 Streets - Dump Trucks Streets ST-02 325,000 Streets - Mobile Equipment Streets ST-03 194,000 2026 Technology Upgrades Technology/Communications TC-26 211,000 Total for 2026 17,164,250 2027 Facilities Maintenance - Vehicles Facilities Maintenance BM-01 150,000 Fire - Engines/Ladders Fire FD-03 2,100,000 Fire - Vehicles Fire FD-01 60,000 Fire - Trucks Fire FD-02 100,000 Fire - Burn Building Fire FD-07 1,000,000 Fire Station No. 1 Fire FS 26-1 20,000,000 Overlook Lounge Rooftop Expansion FTCenter FTC-26 80,000 Zamboni Replacement FTCenter FTC-27 250,000 County Projects - Cost Share Infrastructure Improvements II-20 1,720,000 Pavement Management - Streets Infrastructure Improvements PM-01 6,000,000 Pavement Management - Parking Lots/Trails Infrastructure Improvements PM-02 350,000 Produced Using Plan-It CIP Software Page 1 / 3Page 69 of 312 Library Library LB-03 120,000 Hillside Park Parking Lot Park Dedication PDF 25-1 250,000 Playground/Basketball Court - Riverplace Park Improvement PIF 26-1 185,000 Park Improvement - Miscellaneous Park Improvement PIF 23-27 10,000 Playgrounds - Country Crossing/Trott Brook Park Improvement PIF 24-1 125,000 Lions Park Shelters Park Improvement PIF 26-2 300,000 Rivers Edge Park Fountain Park Improvement PIF 27-2 75,000 Plants and Things Recreation Complex Park Improvement PIF 28-2 35,000 Athletic Facilities Framework Phase 1 Park Improvement AFF 27-1 10,455,000 Athletic Facilities Framework Phase 2 Park Improvement AFF 27-2 5,550,000 Field Lining - Turf Tank Park Improvement PIF 26-3 16,000 Country Crossings Basketball Court Park Improvement PIF 27-3 10,000 Dave Anderson AC Infield Recon Park Improvement PIF 27-5 60,000 Trott Brook Tennis Court Park Improvement PIF 27-4 15,000 Trott Brook Basketball Court Park Improvement PIF 27-6 9,000 Parks - Pickup Trucks Park Maintenance PK-01 157,000 Police - Patrol Squads Police PD-01 170,000 Police K9 Police PD-05 20,000 Rifle Replacement Police PD-27 81,500 Wastewater - Vehicle Sewer Department WW-06 700,000 Wastewater - Lift Station Improvements Sewer Department WW-19 60,000 Generators Sewer Department WW-28 30,000 Stormwater Projects Storm Water STW-1 350,000 Streets - Pickup Trucks Streets ST-01 55,000 Streets - Mobile Equipment Streets ST-03 225,000 2027 Technology Upgrades Technology/Communications TC-27 120,000 Total for 2027 50,993,500 2028 Building Safety - Vehicles Building Safety BZ-01 55,000 Facilities Maintenance - Vehicles Facilities Maintenance BM-01 80,000 Fire - Engines/Ladders Fire FD-03 600,000 Pavement Management - Streets Infrastructure Improvements PM-01 300,000 Pavement Management - Parking Lots/Trails Infrastructure Improvements PM-02 200,000 193rd Avenue Roundabout Infrastructure Improvements II-28 2,000,000 Oak Knoll Athletic Complex Park Dedication PDF 28-1 450,000 Plants and Things Recreation Complex Park Improvement PIF 28-2 35,000 Field Lining - Turf Tank Park Improvement PIF 26-3 16,000 Dave Anderson Athletic Complex Fencing Park Improvement PIF 28-1 300,000 Dave Anderson AC - Lighting Park Improvement PIF 28-6 600,000 Highlands Park Playground Replacement Park Improvement PIF 28-3 150,000 Lions Park Basketball Court Replacement Park Improvement PIF 28-4 175,000 PTAC Field Reconstruction Park Improvement PIF 28-5 40,000 Parks - Mobile Equipment Park Maintenance PK-02 50,000 Police - Unmarked Squads Police PD-02 72,500 Police - Patrol Squads Police PD-01 85,000 Head of Plant Splitter Structure Sewer Department WW-31 3,800,000 Wastewater - Lift Station Improvements Sewer Department WW-19 60,000 Generators Sewer Department WW-28 30,000 Stormwater Projects Storm Water STW-1 50,000 Streets - Pickup Trucks Streets ST-01 70,000 Streets - Mobile Equipment Streets ST-03 490,000 2028 Technology Upgrades Technology/Communications TC-28 105,000 Total for 2028 9,813,500 Project Name Department Project #Project Cost Produced Using Plan-It CIP Software Page 2 / 3Page 70 of 312 2029 Building Safety - Vehicles Building Safety BZ-01 50,000 Fire - Vehicles Fire FD-01 75,000 Pavement Management - Streets Infrastructure Improvements PM-01 3,500,000 Pavement Management - Parking Lots/Trails Infrastructure Improvements PM-02 350,000 Plants and Things Recreation Complex Park Improvement PIF 28-2 35,000 Barrington Park Basketball Court Park Improvement PIF 29-1 30,000 Dave Anderson AC Concessions Bldg Park Improvement PIF 29-2 250,000 Woodland Trails Bituminous Trail Replacement Park Improvement PIF 29-3 646,800 Parks - Pickup Trucks Park Maintenance PK-01 55,000 Police - Unmarked Squads Police PD-02 75,000 Police - Patrol Squads Police PD-01 85,500 Police Department Gun Range Update Police PD-29 175,000 Wastewater - Lift Station Improvements Sewer Department WW-19 65,000 Generators Sewer Department WW-28 30,000 Stormwater Projects Storm Water STW-1 350,000 Streets - Dump Trucks Streets ST-02 325,000 Streets - Mobile Equipment Streets ST-03 389,000 2029 Technology Upgrades Technology/Communications TC-29 90,000 Total for 2029 6,576,300 2030 Pavement Management - Streets Infrastructure Improvements PM-01 300,000 Pavement Management - Parking Lots/Trails Infrastructure Improvements PM-02 200,000 Downtown Infrastructure Improvements Infrastructure Improvements II-30 50,000,000 Athletic Facilities Framework Phase 3 Park Improvement AFF 30-1 8,785,000 Athletic Facilities Framework Phase 4 Park Improvement AFF 30-2 8,895,000 Kliever Point Park Playground Replacement Park Improvement PIF 30-1 150,000 Kliever Point Park Basketball Court Park Improvement PIF 30-2 30,000 Ridgewood East Park Basketball Court Park Improvement PIF 30-3 3,000 West Oaks Playground Replacement Park Improvement PIF 30-4 150,000 West Oaks Park Basketball Court Park Improvement PIF 30-5 30,000 Windsor Park Playground Replacement Park Improvement PIF 30-6 150,000 Police - Unmarked Squads Police PD-02 85,500 Records Management System Police PD-30 200,000 Wastewater - Lift Station Improvements Sewer Department WW-19 70,000 Generators Sewer Department WW-28 30,000 Stormwater Projects Storm Water STW-1 50,000 2030 Technology Upgrades Technology/Communications TC-30 175,000 Total for 2030 69,303,500 GRAND TOTAL 153,851,050 Project Name Department Project #Project Cost Produced Using Plan-It CIP Software Page 3 / 3Page 71 of 312 2026 through 2030 Capital Improvement Plan Elk River, MinnesotaProjects By Funding Source Source Project #2026 2027 2028 2029 2030 Total Bond Proceeds Athletic Facilities Framework Phase 1 AFF 27-1 10,455,000 10,455,000 Athletic Facilities Framework Phase 2 AFF 27-2 5,550,000 5,550,000 Athletic Facilities Framework Phase 3 AFF 30-1 8,785,000 8,785,000 Athletic Facilities Framework Phase 4 AFF 30-2 8,895,000 8,895,000 Northbound/Cannabound RS 26-1 7,000,000 7,000,000 Bond Proceeds Total 7,000,000 16,005,000 0 0 17,680,000 40,685,000 Capital Reserve - IT 2026 Technology Upgrades TC-26 170,000 170,000 2027 Technology Upgrades TC-27 105,000 105,000 2028 Technology Upgrades TC-28 93,000 93,000 2029 Technology Upgrades TC-29 78,000 78,000 2030 Technology Upgrades TC-30 158,000 158,000 Records Management System PD-30 200,000 200,000 Capital Reserve - IT Total 170,000 105,000 93,000 78,000 358,000 804,000 Capital Reserve - Undesignated Police K9 PD-05 20,000 20,000 Red Dot Sight Project PD-25 51,500 51,500 Rifle Replacement PD-27 81,500 81,500 Capital Reserve - Undesignated Total 51,500 101,500 0 0 0 153,000 City Development Fund Comprehensive Update of Zoning Ordinance Plan-25 150,000 150,000 City Development Fund Total 150,000 0 0 0 0 150,000 Developer TH10 & 165th Ave Intersection II-26 637,500 637,500 Developer Total 637,500 0 0 0 0 637,500 Equipment Replacement Fund Building Safety - Vehicles BZ-01 55,000 50,000 105,000 Facilities Maintenance - Vehicles BM-01 150,000 80,000 230,000 Fire - Trucks FD-02 100,000 100,000 Fire - Vehicles FD-01 65,000 60,000 75,000 200,000 Parks - Mobile Equipment PK-02 223,000 50,000 273,000 Parks - Pickup Trucks PK-01 90,000 157,000 55,000 302,000 Produced Using Plan-It CIP Software Thursday, November 20, 2025Page 72 of 312 Police - CSO Vehicles PD-03 75,000 75,000 Police - Patrol Squads PD-01 170,000 85,000 85,500 340,500 Police - Unmarked Squads PD-02 75,000 72,500 75,000 85,500 308,000 Streets - Dump Trucks ST-02 325,000 325,000 650,000 Streets - Mobile Equipment ST-03 194,000 225,000 490,000 389,000 1,298,000 Streets - Pickup Trucks ST-01 55,000 70,000 125,000 Equipment Replacement Fund Total 1,047,000 917,000 902,500 1,054,500 85,500 4,006,500 ERMU 2026 Technology Upgrades TC-26 41,000 41,000 2027 Technology Upgrades TC-27 15,000 15,000 2028 Technology Upgrades TC-28 12,000 12,000 2029 Technology Upgrades TC-29 12,000 12,000 2030 Technology Upgrades TC-30 17,000 17,000 ERMU Total 41,000 15,000 12,000 12,000 17,000 97,000 Federal Grant 193rd Avenue Roundabout II-28 800,000 800,000 Federal Grant Total 0 0 800,000 0 0 800,000 Government Buildings Library LB-03 120,000 120,000 Overlook Lounge Rooftop Expansion FTC-26 80,000 80,000 Police Department Gun Range Update PD-29 175,000 175,000 Government Buildings Total 0 200,000 0 175,000 0 375,000 Interfund Loan Parking Lot Expansion FTC-25 75,000 75,000 Zamboni Replacement FTC-27 250,000 250,000 Interfund Loan Total 75,000 250,000 0 0 0 325,000 Liquor Fund Monument Sign RS 26-2 120,000 120,000 Northbound/Cannabound RS 26-1 1,500,000 1,500,000 Liquor Fund Total 1,620,000 0 0 0 0 1,620,000 Municipal State Aid 193rd Avenue Roundabout II-28 1,000,000 1,000,000 County Projects - Cost Share II-20 1,720,000 1,720,000 Pavement Management - Streets PM-01 4,000,000 4,000,000 TH10 & 165th Ave Intersection II-26 637,500 637,500 Municipal State Aid Total 637,500 5,720,000 1,000,000 0 0 7,357,500 Source Project #2026 2027 2028 2029 2030 Total Produced Using Plan-It CIP Software Thursday, November 20, 2025Page 73 of 312 Park Dedication County Projects - Cost Share II-20 250,000 250,000 Highway 10 Mississippi River Trail PDF 25-2 200,000 200,000 Hillside Park Parking Lot PDF 25-1 250,000 250,000 Oak Knoll Athletic Complex PDF 28-1 450,000 450,000 Park Dedication Total 450,000 250,000 450,000 0 0 1,150,000 Park Improvement Barrington Park Basketball Court PIF 29-1 30,000 30,000 Basketball Courts - Deerfield/Ridgewood PIF 25-1 30,000 30,000 Country Crossings Basketball Court PIF 27-3 10,000 10,000 Dave Anderson AC Concessions Bldg PIF 29-2 250,000 250,000 Dave Anderson AC Infield Recon PIF 27-5 60,000 60,000 Dave Anderson AC - Lighting PIF 28-6 600,000 600,000 Dave Anderson Athletic Complex Fencing PIF 28-1 300,000 300,000 Field Lining - Turf Tank PIF 26-3 16,000 16,000 16,000 48,000 Highlands Park Playground Replacement PIF 28-3 150,000 150,000 Hillside Park Improvments PIF 26-4 15,000 15,000 Kliever Point Park Basketball Court PIF 30-2 30,000 30,000 Kliever Point Park Playground Replacement PIF 30-1 150,000 150,000 Lions Park Basketball Court Replacement PIF 28-4 175,000 175,000 Lions Park Shelters PIF 26-2 300,000 300,000 Park Improvement - Miscellaneous PIF 23-27 16,250 10,000 26,250 Parks & Recreation Master Plan PIF 25-3 100,000 100,000 Plants and Things Recreation Complex PIF 28-2 35,000 35,000 35,000 35,000 140,000 Playground/Basketball Court - Riverplace PIF 26-1 185,000 185,000 Playgrounds - Country Crossing/Trott Brook PIF 24-1 125,000 125,000 PTAC Field Reconstruction PIF 28-5 40,000 40,000 Ridgewood East Park Basketball Court PIF 30-3 3,000 3,000 Rivers Edge Park Fountain PIF 27-2 75,000 75,000 Trott Brook Basketball Court PIF 27-6 9,000 9,000 Trott Brook Tennis Court PIF 27-4 15,000 15,000 West Oaks Park Basketball Court PIF 30-5 30,000 30,000 West Oaks Playground Replacement PIF 30-4 150,000 150,000 Windsor Park Playground Replacement PIF 30-6 150,000 150,000 Woodland Trails Bituminous Trail Replacement PIF 29-3 646,800 646,800 Park Improvement Total 212,250 840,000 1,316,000 961,800 513,000 3,843,050 Pavement Management 193rd Avenue Roundabout II-28 200,000 200,000 County Projects - Cost Share II-20 750,000 750,000 Pavement Management - Parking Lots/Trails PM-02 200,000 350,000 200,000 350,000 200,000 1,300,000 Pavement Management - Streets PM-01 1,300,000 2,000,000 300,000 3,500,000 300,000 7,400,000 Pavement Management Total 2,250,000 2,350,000 700,000 3,850,000 500,000 9,650,000 Source Project #2026 2027 2028 2029 2030 Total Produced Using Plan-It CIP Software Thursday, November 20, 2025Page 74 of 312 Public Safety Aid Drone Replacement Project PD-26 27,500 27,500 Public Safety Aid Total 27,500 0 0 0 0 27,500 Sewer Fund CR 44 Sewer Replacement WW-33 250,000 250,000 Generators WW-28 30,000 30,000 30,000 30,000 120,000 Grit Classifier Replacement WW-30 150,000 150,000 Head of Plant Splitter Structure WW-31 3,800,000 3,800,000 TH10 Lift Station-Wetwell Rehab WW-29 150,000 150,000 Wastewater - Lift Station Improvements WW-19 60,000 60,000 65,000 70,000 255,000 Wastewater - Vehicle WW-06 65,000 700,000 765,000 Sewer Fund Total 615,000 790,000 3,890,000 95,000 100,000 5,490,000 Storm Water Stormwater Projects STW-1 50,000 350,000 50,000 350,000 50,000 850,000 Storm Water Total 50,000 350,000 50,000 350,000 50,000 850,000 Yet To Be Determined Downtown Infrastructure Improvements II-30 50,000,000 50,000,000 Fire - Burn Building FD-07 1,000,000 1,000,000 Fire - Engines/Ladders FD-03 2,025,000 2,100,000 600,000 4,725,000 Fire Station No. 1 FS 26-1 20,000,000 20,000,000 Jackson Street Water Tower Park PDF 25-3 50,000 50,000 Knox Box Key Secure System Update FD-26 55,000 55,000 Yet To Be Determined Total 2,130,000 23,100,000 600,000 0 50,000,000 75,830,000 GRAND TOTAL 17,164,250 50,993,500 9,813,500 6,576,300 69,303,500 153,851,050 Source Project #2026 2027 2028 2029 2030 Total Produced Using Plan-It CIP Software Thursday, November 20, 2025Page 75 of 312 Building Safety - Vehicles 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #BZ-01 Project Name Building Safety - Vehicles Contact Public Works Supervisor Department Building Safety Type Vehicle Category Vehicles Status Active Useful Life 10 years Description 2028 - #511 (Code Enforcement) - 2015 GMC Sierra 1500 2029 - #507 - 2017 Chev Traverse Justification Based on annual condition assessment. Funding Sources 2026 2027 2028 2029 2030 Total Equipment Replacement Fund 0 0 55,000 50,000 0 105,000 Total 0 0 55,000 50,000 0 105,000 Produced Using Plan-It CIP Software Page 76 of 312 Facilities Maintenance - Vehicles 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #BM-01 Project Name Facilities Maintenance - Vehicles Contact Public Works Supervisor Department Facilities Maintenance Type Vehicle Category Vehicles Status Active Useful Life 10 years Description 2027 - #370 - 2012 Ford F350 Utility 2028 - #375 - 2009 Ford E150 Van Justification Based on annual condition assessment. Funding Sources 2026 2027 2028 2029 2030 Total Equipment Replacement Fund 0 150,000 80,000 0 0 230,000 Total 0 150,000 80,000 0 0 230,000 Produced Using Plan-It CIP Software Page 77 of 312 Fire - Vehicles 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #FD-01 Project Name Fire - Vehicles Contact Public Works Supervisor Department Fire Type Vehicle Category Vehicles Status Active Useful Life 10 years Description 2026 - Replace #401 - 2015 Chevrolet Tahoe (carryover from 2025) 2027 - Replace #406 - 2004 Polaris 4-wheeler 2029 - Replace #402 - 2018 Chevrolet Tahoe Justification Based on annual condition assessment. Funding Sources 2026 2027 2028 2029 2030 Total Equipment Replacement Fund 65,000 60,000 0 75,000 0 200,000 Total 65,000 60,000 0 75,000 0 200,000 Produced Using Plan-It CIP Software Page 78 of 312 Fire - Trucks 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #FD-02 Project Name Fire - Trucks Contact Public Works Supervisor Department Fire Type Vehicle Category Vehicles Status Active Useful Life 15 years Description 2027 - #412 - 2006 Ford F350 Grass 2 Justification Based on annual condition assessment. Funding Sources 2026 2027 2028 2029 2030 Total Equipment Replacement Fund 0 100,000 0 0 0 100,000 Total 0 100,000 0 0 0 100,000 Produced Using Plan-It CIP Software Page 79 of 312 Fire - Engines/Ladders 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #FD-03 Project Name Fire - Engines/Ladders Contact Fire Chief Department Fire Type Vehicle Category Vehicles Status Active Useful Life 20 years Description 2026 - #419 - 1990 Pierce Ladder 1 (on order) 2027 - #424 - 2001 Pierce Enforcer Engine 4 (on order) 2028 - #418 - 2008 Ford Sterling Tender 2 Justification Based on annual condition assessment. The fire engines/ladders are the primary front-line response units. Funding Sources 2026 2027 2028 2029 2030 Total Yet To Be Determined 2,025,000 2,100,000 600,000 0 0 4,725,000 Total 2,025,000 2,100,000 600,000 0 0 4,725,000 Produced Using Plan-It CIP Software Page 80 of 312 Fire - Burn Building 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #FD-07 Project Name Fire - Burn Building Contact Fire Chief Department Fire Type Building Category Buildings Status Active Useful Life 25 years Description Fire burn building for training Justification For the continued required training for firefighters to have live fire training. Acquiring residential structures are no longer a long-term solution and the lack of live fire training is making the job of firefighting unsafe. Funding Sources 2026 2027 2028 2029 2030 Total Yet To Be Determined 0 1,000,000 0 0 0 1,000,000 Total 0 1,000,000 0 0 0 1,000,000 Produced Using Plan-It CIP Software Page 81 of 312 Knox Box Key Secure System Update 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #FD-26 Project Name Knox Box Key Secure System Update Contact Fire Chief Department Fire Type Maintenance Category Unassigned Status Active Useful Life None Description The Knox system is a key box system that allows police, fire, and EMS access to buildings in our communities during an emergency without having to damage a door to gain entry. This saves valuable time and property. We currently have 363 Knox boxes around our communities. The upgrade to the newest key secure system would also enable us to manage the key system from a cloud-based program remotely, versus having to utilize older technology and physically plugging into the units. There are currently 32 key secure units in service across the Elk River Fire, Police and Ambulance fleet. Justification Current system is outdated, relying on older technology for maintaining and tracking users and keys. This has led to situations causing delays for police, fire, and EMS to be able to access buildings in a timely manner in an emergency. This will improve reliability, maintenance, and security of these units. Funding Sources 2026 2027 2028 2029 2030 Total Yet To Be Determined 55,000 0 0 0 0 55,000 Total 55,000 0 0 0 0 55,000 Produced Using Plan-It CIP Software Page 82 of 312 Fire Station No. 1 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #FS 26-1 Project Name Fire Station No. 1 Contact Fire Chief Department Fire Type Building Category Buildings Status Active Useful Life 75 years Description Replacement of Fire Station No. 1 Justification The current Fire Station No. 1 is past it's expected life and is failing. Funding Sources 2026 2027 2028 2029 2030 Total Yet To Be Determined 0 20,000,000 0 0 0 20,000,000 Total 0 20,000,000 0 0 0 20,000,000 Produced Using Plan-It CIP Software Page 83 of 312 Parking Lot Expansion 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #FTC-25 Project Name Parking Lot Expansion Contact Multipurpose Facility Supt.Department FTCenter Type Infrastructure Category Buildings Status Active Useful Life 30 years Description Increase parking capacity at the FT Center due to an increasing need for daytime and special event parking. Staff has identified the potential for 30 additional parking stalls to be added on the west side of the FT Center in an undeveloped area. Justification Weekly complaints are received due to the lack of parking at the facility. Building Reserve Fund - Intergovernmental Loan to finance Improvement? Funding Sources 2026 2027 2028 2029 2030 Total Interfund Loan 75,000 0 0 0 0 75,000 Total 75,000 0 0 0 0 75,000 Budget Impact Minimal impact as mowing maintance will be replaced with snow removal. Produced Using Plan-It CIP Software Page 84 of 312 Overlook Lounge Rooftop Expansion 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #FTC-26 Project Name Overlook Lounge Rooftop Expansion Contact Multipurpose Facility Supt.Department FTCenter Type Building Category Buildings Status Active Useful Life 30 years Description Expand service offerings and seating capacity by expanding the Overlook Lounge with a roof top patio unique to Elk River and continuing to differentiate our unique venue. Justification Sales decrease substantially in the summer months and a roof top patio would attract non-user groups to leverage our menu and catering opportunities. Building Reserve Fund - Intergovernmental Loan to finance Improvement? Funding Sources 2026 2027 2028 2029 2030 Total Government Buildings 0 80,000 0 0 0 80,000 Total 0 80,000 0 0 0 80,000 Budget Impact Summer Overlook sales increased and projecting a return on investment within 5 years. Produced Using Plan-It CIP Software Page 85 of 312 Zamboni Replacement 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #FTC-27 Project Name Zamboni Replacement Contact Multipurpose Facility Supt.Department FTCenter Type Equipment Category Equipment Status Active Useful Life 10 years Description Zamboni #2 replacement for improving service reliability once Zamboni #2 reaches end of service life. Zamboni will have a modest trade-in value. The Zamboni #1 had a trade in value of $35,000 in 2023. Zamboni #1 was replaced in 2023 and was purchased using an intergovernmental fund loan from the Vehicle Replacement Fund. The new #2 Zamboni balance post trade-in will be financed through an intergovernmental loan over a 10-year amortization schedule at the market interest rate. Justification The timely replacement of Zamboni #2 improves the service reliability once Zamboni #2 reaches end of service life. Funding Sources 2026 2027 2028 2029 2030 Total Interfund Loan 0 250,000 0 0 0 250,000 Total 0 250,000 0 0 0 250,000 Produced Using Plan-It CIP Software Page 86 of 312 County Projects - Cost Share 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #II-20 Project Name County Projects - Cost Share Contact Public Works Director Department Infrastructure Improvements Type Infrastructure Category Street Construction Status Active Useful Life 25 years Description City share of county projects include: 2026 - CR 44 Reconstruction ($750,000) and Trail ($250,000) 2027 - CR 33 Realignment and future trail preparation ($2,200,000 less $480,000 county turn back) Justification City participation in projects initiated by Sherburne County. Funding Sources 2026 2027 2028 2029 2030 Total Municipal State Aid 0 1,720,000 0 0 0 1,720,000 Pavement Management 750,000 0 0 0 0 750,000 Park Dedication 250,000 0 0 0 0 250,000 Total 1,000,000 1,720,000 0 0 0 2,720,000 Produced Using Plan-It CIP Software Page 87 of 312 TH10 & 165th Ave Intersection 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #II-26 Project Name TH10 & 165th Ave Intersection Contact Public Works Director Department Infrastructure Improvements Type Infrastructure Category Street Construction Status Active Useful Life 25 years Description Design and implement improvements to the TH10 & 165th Avenue intersection. Justification Improvements to the local road connections to Hwy 10 to assure the successful development of Oakwater Ridge. Funding Sources 2026 2027 2028 2029 2030 Total Developer 637,500 0 0 0 0 637,500 Municipal State Aid 637,500 0 0 0 0 637,500 Total 1,275,000 0 0 0 0 1,275,000 Produced Using Plan-It CIP Software Page 88 of 312 193rd Avenue Roundabout 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #II-28 Project Name 193rd Avenue Roundabout Contact Public Works Director Department Infrastructure Improvements Type Infrastructure Category Street Construction Status Active Useful Life 25 years Description Add a roundabout at the intersection of 193rd Avenue and Evans Street Justification Continued development in the area and increase in traffic demands have resulted in need for additional controls at this intersection Funding Sources 2026 2027 2028 2029 2030 Total Municipal State Aid 0 0 1,000,000 0 0 1,000,000 Federal Grant 0 0 800,000 0 0 800,000 Pavement Management 0 0 200,000 0 0 200,000 Total 0 0 2,000,000 0 0 2,000,000 Produced Using Plan-It CIP Software Page 89 of 312 Downtown Infrastructure Improvements 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #II-30 Project Name Downtown Infrastructure Improvements Contact Public Works Director Department Infrastructure Improvements Type Infrastructure Category Street Construction Status Active Useful Life 50 years Description Main Street rail separation Justification As detailed in the Downtown Master Plan, continue to work on developing this project with our partners at BNSF an MNDOT Funding Sources 2026 2027 2028 2029 2030 Total Yet To Be Determined 0 0 0 0 50,000,000 50,000,000 Total 0 0 0 0 50,000,000 50,000,000 Produced Using Plan-It CIP Software Page 90 of 312 Pavement Management - Streets 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PM-01 Project Name Pavement Management - Streets Contact Public Works Director Department Infrastructure Improvements Type Improvement Category Street Construction Status Active Useful Life 25 years Description Preventative maintenance on our streets includes sealcoating, crackfilling and small overlay projects. Street improvement projects to replace, overlay or rehabilitate aged and deteriorated streets, storm drainage, and adjacent walks will be completed every other year. 2026 - Main Street reconstruction Justification Individual street pavement conditions will dictate what pavement management technique will be utilized to extend the life of that specific street segment. These techniques may range from preventative maintenance to a full reconstruction of the surface and aggregate base. As they are implemented, the prescribed techniques will continually be gauged to assure their performance is proper in extending the life of our pavements. Funding Sources 2026 2027 2028 2029 2030 Total Pavement Management 1,300,000 2,000,000 300,000 3,500,000 300,000 7,400,000 Municipal State Aid 0 4,000,000 0 0 0 4,000,000 Total 1,300,000 6,000,000 300,000 3,500,000 300,000 11,400,000 Produced Using Plan-It CIP Software Page 91 of 312 Pavement Management - Parking Lots/Trails 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PM-02 Project Name Pavement Management - Parking Lots/Trails Contact Public Works Director Department Infrastructure Improvements Type Maintenance Category Street Maintenance Status Active Useful Life 15 years Description Overlay and sealcoat public parking lots and trails as needed Justification Projects will be prioritized based on condition and available funding after all street maintenance project needs are met. Funding Sources 2026 2027 2028 2029 2030 Total Pavement Management 200,000 350,000 200,000 350,000 200,000 1,300,000 Total 200,000 350,000 200,000 350,000 200,000 1,300,000 Produced Using Plan-It CIP Software Page 92 of 312 Library 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #LB-03 Project Name Library Contact Facilities Maintenance Supt.Department Library Type Improvement Category Building Maintenance Status Active Useful Life None Description Improvements to the library. 2027 - Roof replacement Justification Beautification and maintenance of the library building and grounds. Funding Sources 2026 2027 2028 2029 2030 Total Government Buildings 0 120,000 0 0 0 120,000 Total 0 120,000 0 0 0 120,000 Produced Using Plan-It CIP Software Page 93 of 312 Monument Sign 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #RS 26-2 Project Name Monument Sign Contact Retail Operations Manager Department Liquor Type Improvement Category Buildings Status Pending Useful Life 20 years Description Monument sign for Northbound/Cannabound. Thirty foot sign with 4 displays (Northbound & Cannabound plus 2 for other business advertising). Justification New monument sign with updated logo needed for visibility related to reconstruction of TH 169 and location of new stores. Funding Sources 2026 2027 2028 2029 2030 Total Liquor Fund 120,000 0 0 0 0 120,000 Total 120,000 0 0 0 0 120,000 Produced Using Plan-It CIP Software Page 94 of 312 Hillside Park Parking Lot 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PDF 25-1 Project Name Hillside Park Parking Lot Contact Recreation Manager Department Park Dedication Type Infrastructure Category Park Improvements Status Active Useful Life 15 years Description Construct a paved parking lot at Hillside Park including curb and gutter. Justification A paved parking lot at Hillside Park is recommended in the Hillside Park Master Plan approved by city council November 2016. Funding Sources 2026 2027 2028 2029 2030 Total Park Dedication 0 250,000 0 0 0 250,000 Total 0 250,000 0 0 0 250,000 Produced Using Plan-It CIP Software Page 95 of 312 Highway 10 Mississippi River Trail 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PDF 25-2 Project Name Highway 10 Mississippi River Trail Contact Recreation Manager Department Park Dedication Type Infrastructure Category Trail Improvements Status Active Useful Life 20 years Description Highway 10 Mississippi River Trail Justification The trail is recommended in the Trails Master Plan Funding Sources 2026 2027 2028 2029 2030 Total Park Dedication 200,000 0 0 0 0 200,000 Total 200,000 0 0 0 0 200,000 Produced Using Plan-It CIP Software Page 96 of 312 Oak Knoll Athletic Complex 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PDF 28-1 Project Name Oak Knoll Athletic Complex Contact Recreation Manager Department Park Dedication Type Improvement Category Park Improvements Status Active Useful Life 20 years Description Makes improvements to the Oak Knoll Athletic Complex. Justification The improvements made to the Oak Knoll Complex are based on the recommendations in the Athletic Facilities Master Plan. Funding Sources 2026 2027 2028 2029 2030 Total Park Dedication 0 0 450,000 0 0 450,000 Total 0 0 450,000 0 0 450,000 Produced Using Plan-It CIP Software Page 97 of 312 Athletic Facilities Framework Phase 1 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #AFF 27-1 Project Name Athletic Facilities Framework Phase 1 Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 50 years Description Three rectangle fields at PT Complex. Justification Athletic Fields Framework Plan (Adopted February 2025) Funding Sources 2026 2027 2028 2029 2030 Total Bond Proceeds 0 10,455,000 0 0 0 10,455,000 Total 0 10,455,000 0 0 0 10,455,000 Produced Using Plan-It CIP Software Page 98 of 312 Athletic Facilities Framework Phase 2 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #AFF 27-2 Project Name Athletic Facilities Framework Phase 2 Contact Recreation Manager Department Park Improvement Type Infrastructure Category Park Improvements Status Active Useful Life 50 years Description ISD 728 Partnership to reconstruct Hales Field at Oak Knoll Athletic Complex. Justification Athletic Fields Framework Plan (Adopted February 2025) Funding Sources 2026 2027 2028 2029 2030 Total Bond Proceeds 0 5,550,000 0 0 0 5,550,000 Total 0 5,550,000 0 0 0 5,550,000 Produced Using Plan-It CIP Software Page 99 of 312 Athletic Facilities Framework Phase 3 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #AFF 30-1 Project Name Athletic Facilities Framework Phase 3 Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 50 years Description Four softball fields at PT Complex Justification Athletic Fields Framework Plan (Adopted February 2025) Funding Sources 2026 2027 2028 2029 2030 Total Bond Proceeds 0 0 0 0 8,785,000 8,785,000 Total 0 0 0 0 8,785,000 8,785,000 Produced Using Plan-It CIP Software Page 100 of 312 Athletic Facilities Framework Phase 4 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #AFF 30-2 Project Name Athletic Facilities Framework Phase 4 Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 50 years Description PT Complex paved parking lot and two additional rectangular fields. Justification Athletic Fields Framework Plan (Adopted February 2025) Funding Sources 2026 2027 2028 2029 2030 Total Bond Proceeds 0 0 0 0 8,895,000 8,895,000 Total 0 0 0 0 8,895,000 8,895,000 Produced Using Plan-It CIP Software Page 101 of 312 Park Improvement - Miscellaneous 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 23-27 Project Name Park Improvement - Miscellaneous Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 5 years Description WHHCA - Friends of the Mississippi partnership - $6,250 Miscellaneous park projects - $10,000 Justification Various park improvement expenditurees Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 16,250 10,000 0 0 0 26,250 Total 16,250 10,000 0 0 0 26,250 Produced Using Plan-It CIP Software Page 102 of 312 Playgrounds - Country Crossing/Trott Brook 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 24-1 Project Name Playgrounds - Country Crossing/Trott Brook Contact Recreation Manager Department Park Improvement Type Equipment Category Playground Equipment Status Active Useful Life 15 years Description Replace playgrounds at Country Crossing and Trott Brook parks 2024 - Trott Brook 2027 - Country Crossing Justification Annual maintenance/repairs of our park system. Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 125,000 0 0 0 125,000 Total 0 125,000 0 0 0 125,000 Produced Using Plan-It CIP Software Page 103 of 312 Basketball Courts - Deerfield/Ridgewood 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 25-1 Project Name Basketball Courts - Deerfield/Ridgewood Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 15 years Description Replace basketball courts at Deerfield park (2025) and Ridgewood park (2026) ) Justification Annual maintenance/repairs of our park system. Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 30,000 0 0 0 0 30,000 Total 30,000 0 0 0 0 30,000 Produced Using Plan-It CIP Software Page 104 of 312 Parks & Recreation Master Plan 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 25-3 Project Name Parks & Recreation Master Plan Contact Recreation Manager Department Park Improvement Type Study Category Park Improvements Status Active Useful Life 20 years Description A Parks and Recreation Master Plan will provide direction for the city council, the parks and recreation commission and city staff to guide them in the big picture decision making that will impact the parks and recreation system. The key components are the community engagement and a statistically-valid community survey. It should also include relevant influencing trends, program analysis, level of service analysis, financial analysis, action plan and initiatives, task execution and priority actions. Justification The Comprehensive Plan adopted October 2021 recommends the city update the Parks and Recreation Master Plan. The Parks Master Plan was adopted in 2015 and many projects identified in the plan such as the improvements to Orono Park are completed. The city should update the plan to identify new parks and recreation needs in the community as it grows. Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 100,000 0 0 0 0 100,000 Total 100,000 0 0 0 0 100,000 Produced Using Plan-It CIP Software Page 105 of 312 Playground/Basketball Court - Riverplace 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 26-1 Project Name Playground/Basketball Court - Riverplace Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 15 years Description Replacement of playground equipment and basketball court Justification Annual maintenance/repairs of our park system. Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 185,000 0 0 0 185,000 Total 0 185,000 0 0 0 185,000 Produced Using Plan-It CIP Software Page 106 of 312 Lions Park Shelters 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 26-2 Project Name Lions Park Shelters Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 20 years Description Replace park shelters (3) at Lion John Weicht Park Justification Annual replacement/improvement of our park system. Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 300,000 0 0 0 300,000 Total 0 300,000 0 0 0 300,000 Produced Using Plan-It CIP Software Page 107 of 312 Field Lining - Turf Tank 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 26-3 Project Name Field Lining - Turf Tank Contact Recreation Manager Department Park Improvement Type Equipment Category Park Improvements Status Active Useful Life 1 year Description We are looking to lease a Turf Tank to help line our rectangle fields. Justification Our field usage is expected to increase in 2026 and Park Maintenance has indicated this is a necessary tool to provide quality work while not requiring significantly more work hours. We are also exploring how this device might be used elsewhere, perhaps on trails that could be striped. Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 16,000 16,000 16,000 0 0 48,000 Total 16,000 16,000 16,000 0 0 48,000 Budget Impact Overall, this would be a net positive, given the ability of the device to stripe fields while not requiring more work hours from staff. Produced Using Plan-It CIP Software Page 108 of 312 Hillside Park Improvments 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 26-4 Project Name Hillside Park Improvments Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 5 years Description General improvements at Hillside to assist MORC with their stewardship of the park. Justification Maintain integrity and safety of the park. Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 15,000 0 0 0 0 15,000 Total 15,000 0 0 0 0 15,000 Budget Items 2026 2027 2028 2029 2030 Total Maintenance 15,000 0 0 0 0 15,000 Total 15,000 0 0 0 0 15,000 Produced Using Plan-It CIP Software Page 109 of 312 Rivers Edge Park Fountain 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 27-2 Project Name Rivers Edge Park Fountain Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 15 years Description Replace fountain at Rivers Edge Park Justification Annual replacement/improvement of our park system. Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 75,000 0 0 0 75,000 Total 0 75,000 0 0 0 75,000 Produced Using Plan-It CIP Software Page 110 of 312 Country Crossings Basketball Court 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 27-3 Project Name Country Crossings Basketball Court Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 5 years Description Resurfacing of Country Crossings Basketball Court Justification Maintain integrity of playing surface Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 10,000 0 0 0 10,000 Total 0 10,000 0 0 0 10,000 Budget Items 2026 2027 2028 2029 2030 Total Maintenance 0 10,000 0 0 0 10,000 Total 0 10,000 0 0 0 10,000 Produced Using Plan-It CIP Software Page 111 of 312 Trott Brook Tennis Court 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 27-4 Project Name Trott Brook Tennis Court Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 5 years Description Resurfacing of tennis and pickleball courts at Trott Brook Justification Maintain integrity of playing surface Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 15,000 0 0 0 15,000 Total 0 15,000 0 0 0 15,000 Budget Items 2026 2027 2028 2029 2030 Total Maintenance 0 15,000 0 0 0 15,000 Total 0 15,000 0 0 0 15,000 Produced Using Plan-It CIP Software Page 112 of 312 Dave Anderson AC Infield Recon 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 27-5 Project Name Dave Anderson AC Infield Recon Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 10 years Description Reconstruction of the infield at DAAC Justification Maintain integrity of field Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 60,000 0 0 0 60,000 Total 0 60,000 0 0 0 60,000 Budget Items 2026 2027 2028 2029 2030 Total Maintenance 0 60,000 0 0 0 60,000 Total 0 60,000 0 0 0 60,000 Produced Using Plan-It CIP Software Page 113 of 312 Trott Brook Basketball Court 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 27-6 Project Name Trott Brook Basketball Court Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 5 years Description Resurface basketball court at Trott Brook Justification Maintain integrity of playing surface Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 9,000 0 0 0 9,000 Total 0 9,000 0 0 0 9,000 Produced Using Plan-It CIP Software Page 114 of 312 Dave Anderson Athletic Complex Fencing 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 28-1 Project Name Dave Anderson Athletic Complex Fencing Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 30 years Description Replace fencing at DAAC Justification Fencing has reached it's life expectancy Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 0 300,000 0 0 300,000 Total 0 0 300,000 0 0 300,000 Budget Items 2026 2027 2028 2029 2030 Total Maintenance 0 0 300,000 0 0 300,000 Total 0 0 300,000 0 0 300,000 Produced Using Plan-It CIP Software Page 115 of 312 Plants and Things Recreation Complex 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 28-2 Project Name Plants and Things Recreation Complex Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 15 years Description Make improvements to the Plants and Things Recreation Complex - backstops on all fields and other projects prioritized by user group feedback. Justification The improvements made to the Plants and Things Recreation Complex are based on the recommendations in the Athletic Facilities Master Plan. Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 35,000 35,000 35,000 35,000 0 140,000 Total 35,000 35,000 35,000 35,000 0 140,000 Produced Using Plan-It CIP Software Page 116 of 312 Highlands Park Playground Replacement 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 28-3 Project Name Highlands Park Playground Replacement Contact Recreation Manager Department Park Improvement Type Improvement Category Playground Equipment Status Active Useful Life 25 years Description Replace playground equipment Justification Existing equipment has reached life expectancy. Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 0 150,000 0 0 150,000 Total 0 0 150,000 0 0 150,000 Budget Items 2026 2027 2028 2029 2030 Total Maintenance 0 0 150,000 0 0 150,000 Total 0 0 150,000 0 0 150,000 Produced Using Plan-It CIP Software Page 117 of 312 Lions Park Basketball Court Replacement 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 28-4 Project Name Lions Park Basketball Court Replacement Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 25 years Description Replacement of basketball courts Justification Playing surface will have reached life expectancy Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 0 175,000 0 0 175,000 Total 0 0 175,000 0 0 175,000 Budget Items 2026 2027 2028 2029 2030 Total Maintenance 0 0 175,000 0 0 175,000 Total 0 0 175,000 0 0 175,000 Produced Using Plan-It CIP Software Page 118 of 312 PTAC Field Reconstruction 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 28-5 Project Name PTAC Field Reconstruction Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 25 years Description Infield reconstruction Justification Maintain integrity of infield and playing area Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 0 40,000 0 0 40,000 Total 0 0 40,000 0 0 40,000 Budget Items 2026 2027 2028 2029 2030 Total Maintenance 0 0 40,000 0 0 40,000 Total 0 0 40,000 0 0 40,000 Produced Using Plan-It CIP Software Page 119 of 312 Dave Anderson AC - Lighting 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 28-6 Project Name Dave Anderson AC - Lighting Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 30 years Description Replace lighting Justification Lights have reached life expectancy Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 0 600,000 0 0 600,000 Total 0 0 600,000 0 0 600,000 Budget Items 2026 2027 2028 2029 2030 Total Maintenance 0 0 600,000 0 0 600,000 Total 0 0 600,000 0 0 600,000 Produced Using Plan-It CIP Software Page 120 of 312 Barrington Park Basketball Court 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 29-1 Project Name Barrington Park Basketball Court Contact Recreation Manager Department Park Improvement Type Maintenance Category Park Improvements Status Active Useful Life 25 years Description Replace basketball court Justification Court will have reached life expectancy Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 0 0 30,000 0 30,000 Total 0 0 0 30,000 0 30,000 Budget Items 2026 2027 2028 2029 2030 Total Maintenance 0 0 0 30,000 0 30,000 Total 0 0 0 30,000 0 30,000 Produced Using Plan-It CIP Software Page 121 of 312 Dave Anderson AC Concessions Bldg 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 29-2 Project Name Dave Anderson AC Concessions Bldg Contact Recreation Manager Department Park Improvement Type Building Category Park Improvements Status Active Useful Life 30 years Description Replace concession stand building Justification Building will have reached it's life expectancy Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 0 0 250,000 0 250,000 Total 0 0 0 250,000 0 250,000 Budget Items 2026 2027 2028 2029 2030 Total Maintenance 0 0 0 250,000 0 250,000 Total 0 0 0 250,000 0 250,000 Produced Using Plan-It CIP Software Page 122 of 312 Woodland Trails Bituminous Trail Replacement 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 29-3 Project Name Woodland Trails Bituminous Trail Replacement Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 30 years Description Replacement of trails at WT Justification Trails have reached end of life expectancy Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 0 0 646,800 0 646,800 Total 0 0 0 646,800 0 646,800 Budget Items 2026 2027 2028 2029 2030 Total Maintenance 0 0 0 646,800 0 646,800 Total 0 0 0 646,800 0 646,800 Produced Using Plan-It CIP Software Page 123 of 312 Kliever Point Park Playground Replacement 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 30-1 Project Name Kliever Point Park Playground Replacement Contact Recreation Manager Department Park Improvement Type Equipment Category Playground Equipment Status Active Useful Life 25 years Description Replace playground equipment Justification Equipment will have reached its life expectancy Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 0 0 0 150,000 150,000 Total 0 0 0 0 150,000 150,000 Budget Items 2026 2027 2028 2029 2030 Total Maintenance 0 0 0 0 150,000 150,000 Total 0 0 0 0 150,000 150,000 Produced Using Plan-It CIP Software Page 124 of 312 Kliever Point Park Basketball Court 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 30-2 Project Name Kliever Point Park Basketball Court Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 25 years Description Replace basketball court playing surface Justification Playing surface will have reached its life expectancy Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 0 0 0 30,000 30,000 Total 0 0 0 0 30,000 30,000 Budget Items 2026 2027 2028 2029 2030 Total Maintenance 0 0 0 0 30,000 30,000 Total 0 0 0 0 30,000 30,000 Produced Using Plan-It CIP Software Page 125 of 312 Ridgewood East Park Basketball Court 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 30-3 Project Name Ridgewood East Park Basketball Court Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 5 years Description Resurface playing court surface Justification Maintain integrity of playing surface Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 0 0 0 3,000 3,000 Total 0 0 0 0 3,000 3,000 Budget Items 2026 2027 2028 2029 2030 Total Maintenance 0 0 0 0 3,000 3,000 Total 0 0 0 0 3,000 3,000 Produced Using Plan-It CIP Software Page 126 of 312 West Oaks Playground Replacement 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 30-4 Project Name West Oaks Playground Replacement Contact Recreation Manager Department Park Improvement Type Equipment Category Playground Equipment Status Active Useful Life 25 years Description Replace playground equipment Justification Equipment will have reached life expectancy Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 0 0 0 150,000 150,000 Total 0 0 0 0 150,000 150,000 Budget Items 2026 2027 2028 2029 2030 Total Maintenance 0 0 0 0 150,000 150,000 Total 0 0 0 0 150,000 150,000 Produced Using Plan-It CIP Software Page 127 of 312 West Oaks Park Basketball Court 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 30-5 Project Name West Oaks Park Basketball Court Contact Recreation Manager Department Park Improvement Type Improvement Category Park Improvements Status Active Useful Life 25 years Description Replace basketball court at West Oaks Justification Court will have reached life expectancy Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 0 0 0 30,000 30,000 Total 0 0 0 0 30,000 30,000 Budget Items 2026 2027 2028 2029 2030 Total Maintenance 0 0 0 0 30,000 30,000 Total 0 0 0 0 30,000 30,000 Produced Using Plan-It CIP Software Page 128 of 312 Windsor Park Playground Replacement 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PIF 30-6 Project Name Windsor Park Playground Replacement Contact Recreation Manager Department Park Improvement Type Equipment Category Playground Equipment Status Active Useful Life 25 years Description Replace playground equipment at Windsor Justification Equipment will have reached life expectancy Funding Sources 2026 2027 2028 2029 2030 Total Park Improvement 0 0 0 0 150,000 150,000 Total 0 0 0 0 150,000 150,000 Budget Items 2026 2027 2028 2029 2030 Total Maintenance 0 0 0 0 150,000 150,000 Total 0 0 0 0 150,000 150,000 Produced Using Plan-It CIP Software Page 129 of 312 Parks - Pickup Trucks 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PK-01 Project Name Parks - Pickup Trucks Contact Public Works Supervisor Department Park Maintenance Type Vehicle Category Vehicles Status Active Useful Life 10 years Description 2026 - #745 - 2012 GMC 3500 (carryover from 2025) 2027 - #743 - 2011 GMC 2500 & #746 - 2011 Ford F550 2029 - #741 - 2012 Chev 2500 Justification Based on annual condition assessment. Funding Sources 2026 2027 2028 2029 2030 Total Equipment Replacement Fund 90,000 157,000 0 55,000 0 302,000 Total 90,000 157,000 0 55,000 0 302,000 Produced Using Plan-It CIP Software Page 130 of 312 Parks - Mobile Equipment 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PK-02 Project Name Parks - Mobile Equipment Contact Public Works Supervisor Department Park Maintenance Type Equipment Category Equipment Status Active Useful Life 10 years Description 2026 - #725 - Toro Groundmaster 4010, #738 - 2012 John Deere Tractor, #756 - Toro Zero Turn Zmaster 6000 (add) 2028 - #721 - Toro Z-Master, #726 - John Deere 1565 Justification Based on annual condition assessment. Funding Sources 2026 2027 2028 2029 2030 Total Equipment Replacement Fund 223,000 0 50,000 0 0 273,000 Total 223,000 0 50,000 0 0 273,000 Produced Using Plan-It CIP Software Page 131 of 312 Jackson Street Water Tower Park 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PDF 25-3 Project Name Jackson Street Water Tower Park Contact Planning Director Department Planning Type Improvement Category Park Improvements Status Active Useful Life 25 years Description 2025 - Hire a consultant to assist the city with preparation of plans for improvements to the Jackson Street Water Tower property. 2026 - Design/construction Justification The Jackson Street Water Tower has played a pivotal role in the history and development of the City of Elk River. The city has already gone to great lengths to repair and restore the structure to an original condition. The Heritage Preservation Commission would like to further develop the site to educate residents on the history of the tower and the city as a whole. The vision includes landscape improvements (vegetation, sitting areas, short walk, etc.) and interpretive signage. The initial project would develop the site plans and provide the city with plans and specifications for development and grant applications. Funding Sources 2026 2027 2028 2029 2030 Total Yet To Be Determined 50,000 0 0 0 0 50,000 Total 50,000 0 0 0 0 50,000 Produced Using Plan-It CIP Software Page 132 of 312 Comprehensive Update of Zoning Ordinance 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #Plan-25 Project Name Comprehensive Update of Zoning Ordinance Contact Planning Director Department Planning Type Study Category City-Wide Development Status Active Useful Life 25 years Description Hire a consultant to assist city staff with a comprehensive re-write of the city's zoning ordinance. Justification The city has not undertaken this task for 20+ years and the regular updates to the ordinance have created inconsistencies and references to sections that no longer exist. Staff have also discussed an update to our residential and commercial zones, which will impact nearly the entire ordinance. Funding Sources 2026 2027 2028 2029 2030 Total City Development Fund 150,000 0 0 0 0 150,000 Total 150,000 0 0 0 0 150,000 Produced Using Plan-It CIP Software Page 133 of 312 Police - Patrol Squads 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PD-01 Project Name Police - Patrol Squads Contact Public Works Supervisor Department Police Type Vehicle Category Vehicles Status Active Useful Life 5 years Description 2027 - #609 - 2016 Ford Interceptor, #613 - 2021 Ford Interceptor Hybrid 2028 - #604 - 2021 Ford Utility Hybrid 2029 - #601 - 2023 Ford Utility Hybrid Justification Based on annual condition assessment. Funding Sources 2026 2027 2028 2029 2030 Total Equipment Replacement Fund 0 170,000 85,000 85,500 0 340,500 Total 0 170,000 85,000 85,500 0 340,500 Produced Using Plan-It CIP Software Page 134 of 312 Police - Unmarked Squads 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PD-02 Project Name Police - Unmarked Squads Contact Public Works Supervisor Department Police Type Vehicle Category Vehicles Status Active Useful Life 7 years Description 2026 - #627 - 2015 Chev Equinox 2028 - #630 - 2014 Ford Utility 2029 - #618 - 2018 Ford Utility 2030 - #628 - 2023 Ford Interceptor Justification Based on annual condition assessment. Funding Sources 2026 2027 2028 2029 2030 Total Equipment Replacement Fund 75,000 0 72,500 75,000 85,500 308,000 Total 75,000 0 72,500 75,000 85,500 308,000 Produced Using Plan-It CIP Software Page 135 of 312 Police - CSO Vehicles 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PD-03 Project Name Police - CSO Vehicles Contact Public Works Supervisor Department Police Type Vehicle Category Vehicles Status Active Useful Life 6 years Description 2026 - #614 - 2017 Ford Utility Justification Based on annual condition assessment. Funding Sources 2026 2027 2028 2029 2030 Total Equipment Replacement Fund 75,000 0 0 0 0 75,000 Total 75,000 0 0 0 0 75,000 Produced Using Plan-It CIP Software Page 136 of 312 Police K9 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PD-05 Project Name Police K9 Contact Police Chief Department Police Type Equipment Category Equipment Status Active Description Police K9 replacement Justification Replace current K9 due to retirement Funding Sources 2026 2027 2028 2029 2030 Total Capital Reserve - Undesignated 0 20,000 0 0 0 20,000 Total 0 20,000 0 0 0 20,000 Produced Using Plan-It CIP Software Page 137 of 312 Red Dot Sight Project 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PD-25 Project Name Red Dot Sight Project Contact Police Chief Department Police Type Equipment Category Equipment Status Active Useful Life 10 years Description Pistol sight platform system that attaches to the slide of the weapon. The sight is an enclosed system with a red LED to assist in acquiring a sight picture faster than with traditional sights. Justification Improved accuracy - allows officers to maintain focus on a target and surrounding area simultaneously Compatability with aging eyes. Assists officer that have far sightedness or require prescription correction. Faster target acquisition Modern technology utilized regularly in law enforcement As we have tested and evaluated this system since November of 2023. Our assessment is consistent with the above listed benefits. Funding Sources 2026 2027 2028 2029 2030 Total Capital Reserve - Undesignated 51,500 0 0 0 0 51,500 Total 51,500 0 0 0 0 51,500 Produced Using Plan-It CIP Software Page 138 of 312 Drone Replacement Project 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PD-26 Project Name Drone Replacement Project Contact Police Chief Department Police Type Equipment Category Technology Status Active Useful Life 5 years Description Purchasing a new drone that has the ability to change attachments depending on the needs of an event. this drone is designed for surveillance, search and rescue, and infrastructure monitoring Justification This purchase keeps our drone program up-to-date with technology. The benefit of the DJI M30T is that components can be changed depending on the needs of an event. If desired, this drone could be used for other city department needs. Also, as technology advances, we can purchase new attachments while keeping the same drone body. This drone is more versatile and has the ability to operate in adverse weather conditions. Funding Sources 2026 2027 2028 2029 2030 Total Public Safety Aid 27,500 0 0 0 0 27,500 Total 27,500 0 0 0 0 27,500 Produced Using Plan-It CIP Software Page 139 of 312 Rifle Replacement 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PD-27 Project Name Rifle Replacement Contact Police Chief Department Police Type Equipment Category Equipment Status Active Useful Life 10 years Description New rifles to replace current rifles that are at the end of their reliable service life. Justification Rifles are a critical piece of equipment when facing armed people. Rifles allow officers to maintain a safer distance allowing for other law enforcement resources to be utilized. Funding Sources 2026 2027 2028 2029 2030 Total Capital Reserve - Undesignated 0 81,500 0 0 0 81,500 Total 0 81,500 0 0 0 81,500 Produced Using Plan-It CIP Software Page 140 of 312 Police Department Gun Range Update 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PD-29 Project Name Police Department Gun Range Update Contact Police Captain Department Police Type Improvement Category Technology Status Active Useful Life 20 years Description Update hardware (track system) and software system within the police gun range. Justification Increased training versatility and overall effectiveness of law enforcement training. Funding Sources 2026 2027 2028 2029 2030 Total Government Buildings 0 0 0 175,000 0 175,000 Total 0 0 0 175,000 0 175,000 Produced Using Plan-It CIP Software Page 141 of 312 Records Management System 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #PD-30 Project Name Records Management System Contact Police Chief Department Police Type Technology Category Software Status Active Useful Life 25 years Description Software application used by law enforcement to digitally store, manage, and retrieve all records and data related to police operaions including incident reports, arrests, citations, investigations and evidence. Justification This software is an essential to daily police operations. Funding Sources 2026 2027 2028 2029 2030 Total Capital Reserve - IT 0 0 0 0 200,000 200,000 Total 0 0 0 0 200,000 200,000 Produced Using Plan-It CIP Software Page 142 of 312 Northbound/Cannabound 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #RS 26-1 Project Name Northbound/Cannabound Contact Retail Operations Manager Department Retail Operations Type Building Category Buildings Status Active Useful Life 50 years Description Northbound/Cannabound new construction. Justification Increase operational efficency and expanded service offerings. Funding Sources 2026 2027 2028 2029 2030 Total Bond Proceeds 7,000,000 0 0 0 0 7,000,000 Liquor Fund 1,500,000 0 0 0 0 1,500,000 Total 8,500,000 0 0 0 0 8,500,000 Produced Using Plan-It CIP Software Page 143 of 312 Wastewater - Vehicle 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #WW-06 Project Name Wastewater - Vehicle Contact Public Works Supervisor Department Sewer Department Type Vehicle Category Vehicles Status Active Useful Life 10 years Description 2026 - Carryover 3/4 ton truck (#551) not purchased in 2025 2027 - Jet Truck (make down payment in 2026) Justification An additional pickup is needed due to current staffing. The jet truck is one of our most vital rolling assets in the wastewater division. Replacement will allow for the existing truck to be auctioned at 12 years old. Funding Sources 2026 2027 2028 2029 2030 Total Sewer Fund 65,000 700,000 0 0 0 765,000 Total 65,000 700,000 0 0 0 765,000 Produced Using Plan-It CIP Software Page 144 of 312 Wastewater - Lift Station Improvements 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #WW-19 Project Name Wastewater - Lift Station Improvements Contact Public Works Director Department Sewer Department Type Equipment Category Equipment Status Active Useful Life 15 years Description 2027-2030 - Arc flash safety lift station panels Justification 2027-2030 - The lift station panels are starting to age and with newer technologies the arc flash safety panels make it safer for the wastewater operators. Plan to replace 1 panel per year. Funding Sources 2026 2027 2028 2029 2030 Total Sewer Fund 0 60,000 60,000 65,000 70,000 255,000 Total 0 60,000 60,000 65,000 70,000 255,000 Produced Using Plan-It CIP Software Page 145 of 312 Generators 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #WW-28 Project Name Generators Contact Public Works Director Department Sewer Department Type Equipment Category Equipment Status Active Useful Life 25 years Description Portable generator replacement Justification Current generators are all 25-years old. Plan to replace 1 per year starting in 2027 Funding Sources 2026 2027 2028 2029 2030 Total Sewer Fund 0 30,000 30,000 30,000 30,000 120,000 Total 0 30,000 30,000 30,000 30,000 120,000 Produced Using Plan-It CIP Software Page 146 of 312 TH10 Lift Station- Wetwell Rehab 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #WW-29 Project Name TH10 Lift Station-Wetwell Rehab Contact Public Works Director Department Sewer Department Type Infrastructure Category Sewer Maintenance Status Active Description Rehabilitate wetwell at TH10 lift station Justification Existing wetwell has shown signs of deterioration. Rehabilitation is recommended. Funding Sources 2026 2027 2028 2029 2030 Total Sewer Fund 150,000 0 0 0 0 150,000 Total 150,000 0 0 0 0 150,000 Produced Using Plan-It CIP Software Page 147 of 312 Grit Classifier Replacement 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #WW-30 Project Name Grit Classifier Replacement Contact Public Works Director Department Sewer Department Type Equipment Category Sewer Maintenance Status Active Useful Life 20 years Description Replace 21 year old grit classifier Justification A mandatory piece of equipment that has reached its expected life span (20 years) due to the abrasiveness of the material it handles. Funding Sources 2026 2027 2028 2029 2030 Total Sewer Fund 150,000 0 0 0 0 150,000 Total 150,000 0 0 0 0 150,000 Produced Using Plan-It CIP Software Page 148 of 312 Head of Plant Splitter Structure 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #WW-31 Project Name Head of Plant Splitter Structure Contact Public Works Director Department Sewer Department Type Improvement Category Utilities Status Active Useful Life 20 years Description Installation of splitter structure before the headworks building so influent can be isolated and managed at atmospheric pressure conditions. Build out remaining UV building capacity by adding bulbs in second channel. Justification Currently the wastewater treatment facility is fed with three main lift stations that force (under pressure) flow into the headworks building. The addition of the splitter structure will allow the influent to gravity feed the plant giving far more operational control and ability to expand to receive additional connections in the future (if NW or NW service area expansions ever are considered). As our flow is increasing the need for additional disinfection capacity grows.Our building is set up for the needed expansion and we estimate needing to have some of this capacity on-line by 2028. Funding Sources 2026 2027 2028 2029 2030 Total Sewer Fund 0 0 3,800,000 0 0 3,800,000 Total 0 0 3,800,000 0 0 3,800,000 Produced Using Plan-It CIP Software Page 149 of 312 CR 44 Sewer Replacement 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #WW-33 Project Name CR 44 Sewer Replacement Contact Public Works Director Department Sewer Department Type Infrastructure Category Sewer Maintenance Status Active Useful Life 20 years Description Replace existing clay pipe as part of the CR 44 reconstruction project Justification The clay pipe has reached its expected service life. Replacement is recommended at the time the roadway surface is being reconstructed. Funding Sources 2026 2027 2028 2029 2030 Total Sewer Fund 250,000 0 0 0 0 250,000 Total 250,000 0 0 0 0 250,000 Produced Using Plan-It CIP Software Page 150 of 312 Stormwater Projects 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #STW-1 Project Name Stormwater Projects Contact Public Works Director Department Storm Water Type Maintenance Category Utilities Status Active Useful Life 25 years Description Bi-annual pond cleaning, stormwater repairs, BMP inventory. Justification These projects include the testing, removal, and disposal of sediment deposits from our stormwater ponds. This is needed to assure the storm water system is functioning as designed and achieving the water quality standards of our NPDES permit. The smaller stormwater repairs include minor pipe upsizing, culvert replacement, manhole and catch basin repairs and fixing of washout areas. Funding Sources 2026 2027 2028 2029 2030 Total Storm Water 50,000 350,000 50,000 350,000 50,000 850,000 Total 50,000 350,000 50,000 350,000 50,000 850,000 Produced Using Plan-It CIP Software Page 151 of 312 Streets - Pickup Trucks 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #ST-01 Project Name Streets - Pickup Trucks Contact Public Works Supervisor Department Streets Type Vehicle Category Vehicles Status Active Useful Life 10 years Description 2027 - #123 - 2010 Ford F250 2028 - #245 - 2014 Ford F450 Justification Based on annual condition assessment. Funding Sources 2026 2027 2028 2029 2030 Total Equipment Replacement Fund 0 55,000 70,000 0 0 125,000 Total 0 55,000 70,000 0 0 125,000 Produced Using Plan-It CIP Software Page 152 of 312 Streets - Dump Trucks 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #ST-02 Project Name Streets - Dump Trucks Contact Public Works Supervisor Department Streets Type Vehicle Category Heavy Equipment Status Active Useful Life 15 years Description 2026 - #236 - 2007 International Dump Truck 7600 2029 - #246 - 2015 Mack Dump Truck GU713 Justification Based on annual condition assessment. Funding Sources 2026 2027 2028 2029 2030 Total Equipment Replacement Fund 325,000 0 0 325,000 0 650,000 Total 325,000 0 0 325,000 0 650,000 Produced Using Plan-It CIP Software Page 153 of 312 Streets - Mobile Equipment 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #ST-03 Project Name Streets - Mobile Equipment Contact Public Works Supervisor Department Streets Type Equipment Category Heavy Equipment Status Active Useful Life 15 years Description 2026 - #71 - 1998 Homemade trailer, #74 - 2000 Water pump and generator trailer, #79 - 2000 Brush Chipper, #87 2028 Crafco Pavement Cutter (carryover from 2025) & #88 - 2011 Asphalt Patch Trailer 2027 - #80 - 2012 JD Tractor & #89 - 2001 Forklift 2028 - #82 - 2010 Skid Loader, #96 - 2012 Cat Mini Excavator & #309 - 2012 Elgin Sweeper 2029 - #90 - 2011 Patch Trailer, #93 - 2010 Air Compressor, #94 - 2010 Pavement Cutter & #312 - 2012 Cat Loader 924H Justification Based on annual condition assessment. Funding Sources 2026 2027 2028 2029 2030 Total Equipment Replacement Fund 194,000 225,000 490,000 389,000 0 1,298,000 Total 194,000 225,000 490,000 389,000 0 1,298,000 Produced Using Plan-It CIP Software Page 154 of 312 2026 Technology Upgrades 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #TC-26 Project Name 2026 Technology Upgrades Contact IT Manager Department Technology/Communications Type Technology Category Technology Status Active Useful Life 15 years Description Technology upgrades include: $25,000 - Enterprise backup system, $6,000 - Door Access Controls/Server Closets, $90,000 - Microsoft Server upgrade, $15,000 - SIEM Solution, $75,000 - Simplivity server node replacement Justification Annual replacement and upgrade of technology hardware and software. Funding Sources 2026 2027 2028 2029 2030 Total Capital Reserve - IT 170,000 0 0 0 0 170,000 ERMU 41,000 0 0 0 0 41,000 Total 211,000 0 0 0 0 211,000 Produced Using Plan-It CIP Software Page 155 of 312 2027 Technology Upgrades 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #TC-27 Project Name 2027 Technology Upgrades Contact IT Manager Department Technology/Communications Type Technology Category Technology Status Active Useful Life 15 years Description Technology upgrades include: $30,000 - Security camera server $30,000 - Meraki switch upgrades, $60,000 - Simplivity server node replacement Justification Annual replacement and upgrade of technology hardware and software. Funding Sources 2026 2027 2028 2029 2030 Total Capital Reserve - IT 0 105,000 0 0 0 105,000 ERMU 0 15,000 0 0 0 15,000 Total 0 120,000 0 0 0 120,000 Produced Using Plan-It CIP Software Page 156 of 312 2028 Technology Upgrades 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #TC-28 Project Name 2028 Technology Upgrades Contact IT Manager Department Technology/Communications Type Technology Category Technology Status Active Useful Life 15 years Description Technology upgrades include: $60,000 Simplivity server node, $45,000 - Wireless Network replacement Justification Annual replacement and upgrade of technology hardware and software. Funding Sources 2026 2027 2028 2029 2030 Total Capital Reserve - IT 0 0 93,000 0 0 93,000 ERMU 0 0 12,000 0 0 12,000 Total 0 0 105,000 0 0 105,000 Produced Using Plan-It CIP Software Page 157 of 312 2029 Technology Upgrades 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #TC-29 Project Name 2029 Technology Upgrades Contact IT Manager Department Technology/Communications Type Technology Category Technology Status Active Useful Life 15 years Description Technology upgrades include: $60,000 Simplivity server node/Stager node replacement, $30,000 - Meraki switch upgrades Justification Annual replacement and upgrade of technology hardware and software. Funding Sources 2026 2027 2028 2029 2030 Total Capital Reserve - IT 0 0 0 78,000 0 78,000 ERMU 0 0 0 12,000 0 12,000 Total 0 0 0 90,000 0 90,000 Produced Using Plan-It CIP Software Page 158 of 312 2030 Technology Upgrades 2026 thru 2030 Capital Improvement Plan Elk River, Minnesota Project #TC-30 Project Name 2030 Technology Upgrades Contact IT Manager Department Technology/Communications Type Technology Category Technology Status Active Useful Life 15 years Description Technology upgrades include: $75,000 - Simplivity server node, $100,000 - Network core switch Justification Annual replacement and upgrade of technology hardware and software. Funding Sources 2026 2027 2028 2029 2030 Total Capital Reserve - IT 0 0 0 0 158,000 158,000 ERMU 0 0 0 0 17,000 17,000 Total 0 0 0 0 175,000 175,000 Produced Using Plan-It CIP Software Page 159 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 4.9 Meeting Date December 1, 2025 Prepared By Jolene Richter, Deputy Clerk Item Description Housing and Redevelopment Authority Appointment Reviewed by Cal Portner Tina Allard Action Requested Appoint, by motion, the Mayoral recommendation of Nathan Ovall to the Housing and Redevelopment Authority with a term expiration of December 31, 2030. Background/Discussion Per Advisory Board and Commission Policy, the Mayor shall make appointments to the Housing and Redevelopment Authority with the approval of the Council. Financial Impact NA Mission/Policy/Goal Elk River Mission Attachments 1. Application Page 160 of 312 From:noreply@civicplus.com To:Jolene Richter Subject:Online Form Submittal: Board and Commission Application Form Date:Saturday, November 22, 2025 4:30:24 PM Board and Commission Application Form Residency Information Residency Requirements Must be an Elk River resident for the following Economic Development Authority (EDA) Heritage Preservation Commission Housing and Redevelopment Authority (HRA) Planning Commission Utilities Commission Residency not required for the following: EDA Beautification and Public Art Committee EDA Together Elk River Committee Joint Finance Committee Multipurpose Facility Advisory Commission Parks and Recreation Commission Select the Commission applying for Housing & Redevelopment Authority First Name Nathan Last Name Ovall Are you an Elk River resident? Yes Address 11025 192nd Ct NW City Elk River State MN Zip 55330 Page 161 of 312 Home Phone Number Cell Phone Number Email Address Public Contact Information Cell Phone Number Employer The Bank of Elk River Occupation Banking Employer Address 630 Main St Employer City Elk River Employer State MN Employer Zip 55330 Employment Status Full-time Why are you interested in serving on a city commission? Continue the mission and projects we have going on. What skills, training, and experience would you bring to the commission for which you seek appointment? I have background in finance and lending to commercial business including multi family and new home construction. I have heard what works well at other communities and what doesn’t. Strive to help Elk River thrive. Conflict of Interest Yes If yes, explain:Occasionally a project my employer may be involved in I will actively discuss with staff any potential issues that we deal with them properly to avoid conflict of interests. How did you hear about this vacancy? Other Electronic Signature Agreement Agree Electronic Signature Nathan A Ovall Email not displaying correctly? View it in your browser. Page 162 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 4.10 Meeting Date December 1, 2025 Prepared By Ryan Sandhoefner, Engineering Project Manager Item Description Project Closeout: Rivers Edge Commons Park Renovations Reviewed by Justin Femrite Cal Portner Tina Allard Action Requested Approve, by motion, the closeout of the Rivers Edge Renovation contract. Background/Discussion Following completion of punch list items, including stabilization of loose block caps that have now been secured by the contractor, staff recommends approval of the final project closeout for the renovations performed at the Rivers Edge Commons Park in downtown. The contractor has submitted all close-out documents, including final lien releases. Financial Impact The final pay request is for $10,499, which reflects the remaining retainage being held. The final contract, including a change order, was delivered for $209,980.05. Mission/Policy/Goal Opportunity to live, work, and play. Attachments 1. Vada Contracting - Rivers Edge Final Pay Application Page 163 of 312 Page 164 of 312 Page 165 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 4.11 Meeting Date December 1, 2025 Prepared By Joseph Hale, Environmental Services and Projects Specialist Item Description Agreement 25-36: Waste Management Services Reviewed by Justin Femrite Cal Portner Tina Allard Action Requested Approve Agreement 25-36, the new Industrial Waste and Disposal Services Agreement with Waste Management. Background/Discussion The City of Elk River and Waste Management have a service agreement that is renewed every 36 months. This agreement establishes the disposal fees for the city's solid waste. The current agreement is set to expire on 1/16/2026. The trash industry's average annual price increases are typically based on the Bureau of Labor Statistics' water, sewer, and trash consumer price index, which currently averages a 5.1% increase from the previous 12 months. Waste Management has drafted a new agreement that will increase fees by approximately 2.9% per ton of waste. A comparison of the new vs. old rate is listed below. Current Rates: $53.07 per ton $5.89 per ton of wastewater mgmt (11.1%) $3.73 per ton- Energy(varies weekly) (7.02% currently) Total $62.69 per ton plus taxes/host fees New Rates: $51.25 per ton $9.67 per ton — Wastewater mgmt (18.9%) $3.60 per ton- Energy(varies weekly-currently 7.02%) Total $64.52 per ton plus taxes/host fees. 36-month service agreement $1.95/ton annual price increase Financial Impact Solid waste disposal costs will increase by 2.9%, plus $1.95 per ton annually. Page 166 of 312 Mission/Policy/Goal Responsible for every dollar - good stewards. Attachments 1. City of Elk River IWSA- Elk River LF 11-19-25 PDF 2. City of Elk River Exhibit A - Elk River LF 11-19-25 PDF Page 167 of 312 IWSA City of Elk River 1-15-26 Michael Fox Area Director M&I Sales Jan. 15, 2026 Date City of Elk River 13065 Orono Parkway Elk River, MN 55330 36 Months Date Page 168 of 312 Page 169 of 312 © Waste Management, Inc. (rev. 2/2003) Exhibit A - INDUSTRIAL WASTE & DISPOSAL AGREEMENT INDUSTRIAL WASTE & DISPOSAL SERVICES AGREEMENT Exhibit A CUSTOMER INFORMATION City of Elk River 13065 Orono Parkway Elk River, MN 55330 Contact Name: Joe Hale jhale@elkrivermn.gov Contact Phone: (763) 635-1030 GENERATOR INFORMATION (If different from Customer Information) PROFILE NUMBER: DISPOSAL FACILITY: Elk River Landfill EXPIRATION DATE: PO NUMBER: Service Information Material / Ticket Description Anticipated Volume Rate / UOM / Minimum Disposal Municipal Solid Waste (MSW) $51.25 per ton - 3 ton minimum charge per load Energy Surcharge Disposal Energy Surcharge – The energy surcharge is applied to the disposal charges. The energy surcharge percentage can change weekly based on fuel prices. See www.wm.com for current rate. See www.wm.com for current rate. Waste Water Management Charge Waste Water Management Charge – The waste water management charge is applied to the disposal charges. 18.9% Taxes/Fees All applicable taxes and fees will also be charged - Currently $18.16 per ton – This rate will be adjusted to reflect any changes in the taxes and fees. $18.16 per ton Digout (frozen load): $60.00/load Containers provided by WM: Quantity: Size: Quantity: Size: Additional Information/Special Handling: - The disposal rate shall be increased $1.95 per ton each year on this anniversary of the date of this Agreement. THE WORK CONTEMPLATED BY THIS EXHIBIT A IS TO BE DONE IN ACCORDANCE WITH THE TERMS AND CONDITIONS OF THE INDUSTRIAL WASTE & DISPOSAL SERVICES AGREEMENT OR OTHER CONTRACTUAL AGREEMENT BETWEEN THE PARTIES DATED: January 15, 2026 COMPANY Elk River Landfill, Inc. CUSTOMER By: Signature: Name: Michael Fox Date Name: Date Title Area Director M&I Sales Title: Page 170 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 4.12 Meeting Date December 1, 2025 Prepared By David Kuhnly, Police Chief Item Description Authorize Grant Agreement 25-37 for Intensive Comprehensive Peace Officer Education and Training 2026 Reviewed by David Kuhnly Cal Portner Tina Allard Action Requested Approve Agreement 25-37, executing a grant between the City of Elk River Police Department and the Minnesota Department of Public Safety. Background/Discussion The Elk River Police Department has been awarded $50,000 in grant funding from the Department of Public Safety's Office of Justice Programs to support recruitment efforts. The grant requires approval from the City Council and the signatures of the mayor and city clerk. The Intensive Comprehensive Peace Officer Education and Training (ICPOET) program is designed to benefit graduates of two- and four-year colleges looking to pursue a career transition into law enforcement. Candidates earn a salary while completing law enforcement training and will be hired by the police department upon completion of the program. The grant covers tuition, training, equipment, and benefits. Financial Impact Mission/Policy/Goal Elk River Mission Attachments 1. ICPOE - ERPD - GRANT AGREEMENT - 2026 Page 171 of 312 Grant Contract Agreement Page 1 of 2 DPS Grant Contract Agreement Non-State (rev. March 2024) Minnesota Department of Public Safety (“State”) Office of Justice Programs 445 Minnesota Street, Suite 2300 St. Paul, MN 55101-2139 Grant Program: Intensive Comprehensive Peace Officer Education and Training 2026 Grant Contract Agreement No.: A-ICPOE-2026-ELKRIVPD-024 Grantee: City of Elk River, Police Department 13077 Orono Parkway Elk River, Minnesota 55330-5600 Grant Contract Agreement Term: Effective Date: 01/01/2026 Expiration Date: 06/30/2027 Grantee’s Authorized Representative: David Kuhnly, Chief of Police City of Elk River, Police Department 13077 Orono Parkway Elk River, Minnesota 55330-5600 (763) 635-1201 dkuhnly@elkrivermn.gov Grant Contract Agreement Amount: Original Agreement $50,000.00 Matching Requirement $0.00 State’s Authorized Representative: Kristin Lail, Grants Specialist Coordinator Office of Justice Programs 445 Minnesota Street, Suite 2300 St. Paul, MN 55101-2139 (651) 230-3358 Kristin.lail@state.mn.us Federal Funding: CFDA/ALN: None FAIN: N/A State Funding: Minnesota Session Laws of 2025, Chapter 35, Article 2, Section 3, Subdivision 7. Special Conditions: None Under Minn. Stat. § 299A.01, Subd 2 (4) the State is empowered to enter into this grant contract agreement. Term: Per Minn. Stat.§16B.98, Subd. 5, the Grantee must not begin work until this grant contract agreement is fully executed and the State's Authorized Representative has notified the Grantee that work may commence. Per Minn.Stat.§16B.98 Subd. 7, no payments will be made to the Grantee until this grant contract agreement is fully executed. Once this grant contract agreement is fully executed, the Grantee may claim reimbursement for expenditures incurred pursuant to the Payment clause of this grant contract agreement. Reimbursements will only be made for those expenditures made according to the terms of this grant contract agreement. Expiration date is the date shown above or until all obligations have been satisfactorily fulfilled, whichever occurs first. The Grantee, who is not a state employee, will: Perform and accomplish such purposes and activities as specified herein and in the Grantee’s approved Intensive Comprehensive Peace Officer Education and Training 2026 Application [“Application”] which is incorporated by reference into this grant contract agreement and on file with the State at 445 Minnesota Street, Suite 2300, St. Paul, Minnesota 55101-2139. The Grantee shall also comply with all requirements referenced in the Intensive Comprehensive Peace Officer Education and Training 2026 Guidelines and Application which includes the Terms and Conditions and Grant Program Guidelines (https://app.dps.mn.gov/EGrants), which are incorporated by reference into this grant contract agreement. Budget Revisions: The breakdown of costs of the Grantee’s Budget is contained in Exhibit A, which is attached and incorporated into this grant contract agreement. As stated in the Grantee’s Application and Grant Program Guidelines, the Grantee will submit a written change request for any substitution of budget items or any deviation and in accordance with the Grant Program Guidelines. Requests must be approved prior to any expenditure by the Grantee. Matching Requirements: (If applicable.) As stated in the Grantee’s Application, the Grantee certifies that the matching requirement will be met by the Grantee. Page 172 of 312 Grant Contract Agreement Page 2 of 2 DPS Grant Contract Agreement Non-State (rev. March 2024) Payment: As stated in the Grantee’s Application and Grant Program Guidance, the State will promptly pay the Grantee after the Grantee presents an invoice for the services actually performed and the State's Authorized Representative accepts the invoiced services and in accordance with the Grant Program Guidelines. Payment will not be made if the Grantee has not satisfied reporting requirements. Certification Regarding Lobbying: (If applicable.) Grantees receiving federal funds over $100,000.00 must complete and return the Certification Regarding Lobbying form provided by the State to the Grantee. 1. ENCUMBRANCE VERIFICATION 3. STATE AGENCY Individual certifies that funds have been encumbered as required by Minn. Stat. § 16A.15. Signed: _____________________________________________ (with delegated authority) Signed: _____________________________________________ Title: ______________________________________________ Date: _______________________________________________ Date: ______________________________________________ Grant Contract Agreement No./ P.O. No. A-ICPOE-2026-ELKRIVPD-024 / 3-108585 Project No.(indicate N/A if not applicable): __N/A________ 2. GRANTEE The Grantee certifies that the appropriate person(s) have executed the grant contract agreement on behalf of the Grantee as required by applicable articles, bylaws, resolutions, or ordinances. Signed: _____________________________________________ Print Name: __________________________________________ Title: _______________________________________________ Date: _______________________________________________ Signed: ______________________________________________ Print Name: __________________________________________ Title: ________________________________________________ Date: ________________________________________________ Signed: ______________________________________________ Print Name: __________________________________________ Distribution: DPS/FAS Title: ________________________________________________ Grantee State’s Authorized Representative Date: ________________________________________________ Page 173 of 312 Intensive Comprehensive Peace Officer Education and Training 2026 EXHIBIT A Organization: Elk River Police Department A-ICPOE-2026-ELKRIVPD-024 Budget Summary ICPOE: Intensive Comprehensive Police Officer Education Training Budget Category Award Personnel Cadet 1 - hourly rate wage $25,760.00 Total $25,760.00 Payroll Taxes and Fringe Cadet 1 - Fringe and payroll taxes $5,667.20 Total $5,667.20 Contracted Services Cadet 1 - Background Investigation $1,550.00 Total $1,550.00 Program Expenses Cadet 1 - Uniform, standard equipment $1,697.80 Total $1,697.80 Other Expenses Cadet 1 - Psychological and Medical Exams $1,325.00 Total $1,325.00 Travel and Training Cadet 1 - Tuition $14,000.00 Total $14,000.00 Total $50,000.00 Page 1 of 111/13/2025 Page 174 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 6.1 Meeting Date December 1, 2025 Prepared By Tina Allard, City Clerk Item Description Introduction of New Employees Reviewed by Cal Portner Tina Allard Action Requested Meet and welcome new employees. Background/Discussion Staff will be in attendance to introduce the following new employees: ▪ Secretary/Receptionist Joan Shea ▪ Building Permit Technician Ellen Krueger ▪ IT Specialist Carl Munzke Financial Impact N/A Mission/Policy/Goal Together we win Attachments None Page 175 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 6.2 Meeting Date December 1, 2025 Prepared By Jolene Richter, Deputy Clerk Item Description Community Event Center Commission Candidate Interview Reviewed by Cal Portner Tina Allard Action Requested The Council will interview a candidate for the Community Event Center Commission. Appointments will be made at a later meeting. Background/Discussion There is currently one vacancy on the Community Event Center Commission with a term ending 02/28/26. Brian Balabon will be in attendance to be interviewed. Financial Impact NA Mission/Policy/Goal Elk River Mission Attachments 1. Application Page 176 of 312 From:noreply@civicplus.com To:Jolene Richter Subject:Online Form Submittal: Board and Commission Application Form Date:Wednesday, June 25, 2025 1:05:56 PM Board and Commission Application Form Residency Information Residency Requirements Must be an Elk River resident for the following Economic Development Authority (EDA) Heritage Preservation Commission Housing and Redevelopment Authority (HRA) Planning Commission Utilities Commission Residency not required for the following: EDA Beautification and Public Art Committee EDA Together Elk River Committee Joint Finance Committee Multipurpose Facility Advisory Commission Parks and Recreation Commission Select the Commission applying for Multipurpose Facility Advisory Commission First Name Brian Last Name Balabon Are you an Elk River resident? Yes Address 10698 184TH COURT NW City ELK RIVER State MN Zip 55330 Page 177 of 312 Home Phone Number Cell Phone Number Email Address Public Contact Information Cell Phone Number, Email Address Employer Revelyst Inc. Occupation Finance Employer Address 1 Vista Way Employer City Anoka Employer State MN Employer Zip 55303 Employment Status Full-time Why are you interested in serving on a city commission? I previously served the City of Elk River on the now dissolved Arena Commission. At that time I focused my volunteering on my positions with the Elk River Youth Hockey Association, and the girls hockey and softball high school booster clubs. At this time, I am no longer a board member with any of those and would like to begin serving on a new city commission. What skills, training, and experience would you bring to the commission for which you seek appointment? Accounting/Finance by trade. I have been a user of many of the facilities within the FATCAEC, so I have a good understanding of the needs of facility users. Conflict of Interest No If yes, explain:Field not completed. How did you hear about this vacancy? City Website Electronic Signature Agreement Agree Electronic Signature Brian Balabon Email not displaying correctly? View it in your browser. Page 178 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 6.3 Meeting Date December 1, 2025 Prepared By Cal Portner, City Administrator Item Description Sister City Meeting Update Reviewed by Cal Portner Tina Allard Action Requested View the video of the Sister City signing ceremony. Background/Discussion On November 17, 2025, Mayor Dietz, Council Member Calva, and City Administrator Portner participated in an MS Teams Video Conference Call with representatives from the Luzuvat Village Council in Ukraine. Financial Impact None Mission/Policy/Goal Elk River Mission and Vision Statements Attachments 1. 2025-SisterCity-Proclamation Page 179 of 312 Page 180 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 7.1 Meeting Date December 1, 2025 Prepared By Joe Stremcha, Business Services Director/Assistant City Administrator Item Description 2026 Budget and Tax Levy Resolution 25-76 Reviewed by Cal Portner Tina Allard Action Requested ▪ Invite public comment from residents regarding the 2026 budget and tax levy. ▪ Approve, by motion, the 2026 General, Special Revenue, and Enterprise Fund budgets. ▪ Adopt, by motion, Resolution 25-76 authorizing the property tax levy for collection in 2026. Background/Discussion In June, staff began the budgeting process by developing their 2026 department goals and budget requests. Over numerous work sessions, the City Council and staff reviewed in detail each department’s operating budget and the property tax levy. In September, the Council approved the preliminary tax levy that was used to calculate the proposed property tax notice that was mailed to each property owner. General Fund Budget The 2026 General Fund budget is $23,659,950, compared to $22,210,100 in 2025. The largest portion of the city’s General Fund operating budget is dedicated to public safety programs and services, with general government, public works, and parks and recreation making up the balance. Because city government is primarily a service industry, 76% of the operating budget is for personal service expenditures. Tax Levy On September 15, the City Council adopted the preliminary tax levy of $18,097,074. Since then, no additional reductions have been made to the proposed tax levy. Sherburne County estimates the city’s Net Tax Capacity (NTC) will increase by about 5%, attributable to new growth and market value increases. The final NTC may change slightly as the county continues to update property values before calculating property taxes in early 2026. Based on the current NTC values, the proposed tax rate is 40.45%, an increase from last year’s rate of 39.52%. Special Revenue Fund Budget The FT Center will operate on a $2,175,850 budget in 2026 and historically has had an operational deficit Page 181 of 312 (excluding revenue transfers in from ARPA and Field House improvement capital expenses). Several factors improved the financial outlook: ▪ The organization was restructured and reduced general personnel service expenses. ▪ The concession, meeting, and food services generate surplus revenue that helps offset overall facility maintenance, utilities, etc. ▪ An equitable facility rate structure was implemented. FYE Operating Over/Under Status 2026 $81,100 Budgeted 2025 $14,952 Projected 2024 $27,073 Actual 2023 $241,624 Actual 2022 $407,803 Actual Financial Impact The proposed levy amounts to a $80 annual city property tax increase ($6.67 monthly) on the median valued home in Elk River ($369,200). Total city taxes would amount to approximately $120 per month for city services. Mission/Policy/Goal The City of Elk River Mission and Vision Statements Attachments 1. Resolution - Final Levy 2. 2026 Budget Presentation Page 182 of 312 City of Elk River City Council Resolution 25-____ A Resolution of the City Council of the City of Elk River Authorizing the Proposed Property Tax Levy for Collection in 2026 WHEREAS, the Elk River City Council has reviewed the City’s anticipated expenditures for all funds in 2026; and WHEREAS, the Elk River City Council has considered projected revenues for all funds in 2026; and WHEREAS, revenues from sources other than property taxes are not sufficient to meet anticipated expenditures of all funds; and WHEREAS, debt levies have been adjusted or cancelled based on revenue collections and projections. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River, Minnesota, as follows: The following amounts are to be levied as property taxes payable in 2026: Passed and adopted this 1st day of December 2025. John J. Dietz, Mayor ATTEST: Tina Allard, City Clerk Levy General Fund $16,864,450 Library 84,550 2020A GO CIP Bond 600,046 2021A GO CIP/Equipment Bond 387,823 Economic Development Tax Abatement 160,205 Total Tax Levy $18,097,074 Page 183 of 312 City Council Truth in Taxation –2026 Budget Page 184 of 312 Purpose of Meeting ▪Property Tax Levy Overview ▪Review 2026 Budgets: ➢General Fund ➢Special Revenue Funds ➢Enterprise Funds ▪Receive Public Comment ▪Approve 2026 Budgets ▪Adopt City Tax Levy Truth in Taxation Public Hearing Page 185 of 312 Your Property Tax: Who Determines It? State Legislature Establishes property classes/class rates, determines the levels of state aid, levies state business tax, and sets levy limits County Assessor Determines market value and assigns property class Taxing Jurisdictions Determines levy amount (Overall budget amount and the portion to be raised through property taxes) Page 186 of 312 Tax Capacity Growth in tax capacity (tax base) will reduce, by the same percentage, the impact throughout the City’s taxing district for any increase in the property tax levy proposed. This impact will not hold true for any individual property whose property value and/or tax classification has changed over the past year. Page 187 of 312 2026 General Fund Budget Summary Page 188 of 312 2026 Tax Levy Page 189 of 312 General Fund Expenditures – by Function General Government 25% Public Safety 50% Public Works 13% Culture & Recreation 12% Page 190 of 312 General Fund Expenditures – by Category Personal Services 76% Supplies 6% Services & Charges 18% Page 191 of 312 Other Budgets – Special Revenue Funds Page 192 of 312 Other Budgets – Enterprise Funds Page 193 of 312 Property Tax Dollar Distribution City $0.33 County $0.32 School $0.33 Other $.02 Page 194 of 312 Tax Levy - Tax Rate History 0% 10% 20% 30% 40% 50% 0 2,000,000 4,000,000 6,000,000 8,000,000 10,000,000 12,000,000 14,000,000 16,000,000 18,000,000 20,000,000 2017 2018 2019 2020 2021 2022 2023 2024 2025 2026 Page 195 of 312 Estimated City Tax Impact Page 196 of 312 City Council Next Steps Receive public comment regarding budget/levy Approve 2026 General, Special Revenue, and Enterprise Fund budgets Adopt 2026 City Property Tax Levy Questions? Page 197 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 8.1 Meeting Date December 1, 2025 Prepared By Jolene Richter, Deputy Clerk Item Description Discuss Work Session Items Reviewed by Cal Portner Tina Allard Action Requested Review work session items listed below and identify future work session topics. Background/Discussion Work sessions will be added to the end of regular meetings on the first and third Mondays as needed. At the first Council meeting of each month, staff will present a list of future work session topics for Council review. The proposed work session topics are as follows: ▪ Fire Station 1 Facility Funding (after legislative session) ▪ Public Safety Grant Expenditure update ▪ Review of zoning north of 197th Ave and the gravel mining area following Highway 169 construction ▪ Update of traffic light timing along Highway 169 ▪ E-bikes on city trails and sidewalks ▪ Joint meeting with Sherburne County ▪ Data Centers ▪ Universal Changing Tables Financial Impact N/A Mission/Policy/Goal Responsibly grow, meet changing needs (agile), and ethical, efficient, and responsible. Attachments None Page 198 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 9.1 Meeting Date December 1, 2025 Prepared By Jolene Richter, Deputy Clerk Item Description Council Liaison Updates Reviewed by Cal Portner Tina Allard Action Requested Councilmembers to provide liaison updates. Background/Discussion The Mayor and Councilmembers serve as liaisons to multiple committees and commissions. The first meeting of the month provides an opportunity for the Council to provide updates on the work of those committees and commissions. ▪ Community Event Center Commission – CM Beyer ▪ Heritage Preservation Commission – CM Calva ▪ Parks and Recreation Commission – CM Grupa ▪ Planning Commission – CM Wagner ▪ Housing and Redevelopment Authority - Mayor Dietz ▪ Utilities Commission – Mayor Dietz ▪ Region 7W – Mayor Dietz Other Committees, Commissions, etc. Financial Impact None Mission/Policy/Goal Elk River Mission Attachments None Page 199 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 11.1 Meeting Date December 1, 2025 Prepared By Joe Stremcha, Business Services Director/Assistant City Administrator Item Description Cannabound Business Plan Reviewed by Joe Audette Cal Portner Tina Allard Action Requested Discuss the Cannabound Business Plan. Background/Discussion The Council discussed the proposed municipal cannabis retail operation during the November 17 Work Session and expressed concerns related to the business plan. Cannabound Business Plan – Then vs. Now Then (January 2025) The original Cannabound Business Plan was developed with the understanding that the retail store would open on April 20, 2026. Under this timeline, the city would incur routine pre-opening expenses well before any product sales occurred. This included manager staffing for operational planning, marketing, employee training, architectural and construction costs, and the initial procurement of inventory. This pattern is typical across retail industries: substantial upfront investment is required to establish operations before a store begins generating revenue. Given that no sales would occur in 2025—and only limited months of sales before the close of 2026—the early fiscal years were expected to show operating losses. These projected deficits reflected timing, not performance, and were based on standard retail business development cycles. In addition, early market conditions in Minnesota were expected to place pressure on product margins. With only a few licensed cultivators in the initial rollout, wholesale prices during early operations were projected to be significantly higher than they would be in a mature supply chain. This meant that early profit margins would be narrower than the long-term average anticipated once supply stabilized. The business plan also incorporated strategic pricing considerations. Lower margins in the early years were intended to: • Promote competitiveness with the existing illicit market, which does not face tax or compliance costs. Page 200 of 312 • Discourage saturation of the local market by private operators and help maintain a sustainable market share in Elk River. At the time, staff anticipated at least one nearby private competitor, although that has not occurred. Under the original plan, profitability was projected to begin in 2027—the first full year of stabilized operations—allowing the fund balance to recover as the business matured beyond its start-up phase. Now (December 2025): What Has Changed? The projected opening date has shifted from April 2026 to January 2027. This extension primarily resulted from prolonged land-acquisition negotiations. Although this added time to the project schedule, it also created opportunities to improve the store’s long-term operational design. One key learning from this period is that a sally port—initially thought to be required for compliant deliveries—is not necessary for efficient operations based on how other Minnesota stores have approached secure product intake. The broader industry landscape has also evolved. Over the next year, Minnesota’s supply chain capacity is expected to expand significantly as more cultivation sites begin harvesting and laboratory testing increases. These developments are expected to ease the early cost pressures and availability constraints projected in the original plan. Cannabound is positioned to benefit from a more stable supply chain and avoid the highest early- rollout wholesale prices by delaying its opening to 2027. Additionally, the Office of Cannabis Management (OCM) has released clearer licensing workflows, inspection schedules, packaging and labeling standards, and compliance expectations. This provides a more predictable regulatory environment than what was available at the time of the original plan. Anoka’s municipal cannabis store is scheduled to open in December 2025, and its first year of operational data will provide a valuable point of comparison. Osseo's municipal store is expected to open in mid-2026. Their experiences will help refine expectations around staffing, customer flow, supply costs, and operational challenges before Cannabound makes its first sale. Anoka and others pursuing cannabis retail provide additional frameworks that strengthen benchmarking and planning confidence. Even with the delayed timeline, the city will still experience two years of pre-revenue expenses, including staffing and architectural planning. This is consistent with the revised schedule and reflects typical cost patterns for municipal and private retail start-up ventures. However, projections continue to show profitability beginning shortly after opening, with pre-opening investments expected to be recouped within the first few years of the business maturing. Financial Impact The city will experience two years of pre-revenue expenses, including staffing, architectural planning, construction, and product procurement. This is consistent with the revised schedule and reflects typical cost patterns for retail start-up ventures. Projections continue to show profitability month-over-month upon opening. Mission/Policy/Goal Meet changing needs - agile. Attachments 1. Cannabound Budget - Revised (Dec 2025) Page 201 of 312 Jan-25 Fund: Cannabis Retail Operation Projection Acct.2026 2026 2027 2028 No.Budget Budget Budget Budget REVENUES: SALES $1,051,730 $0 $1,536,800 $1,861,000 Cannabis Vape/Smoke $0 Cannabis Edible Cannabis Beverage Cannabis Paraphernalia Medicinal Cannabis $768,400 $930,500 COST OF SALES $525,865 $0 $375,000 $465,250 Cannabis Vape/Smoke $0 Cannabis Edible Cannabis Beverage Cannabis Paraphernalia Medicinal Cannabis $375,000 $465,250 GROSS PROFIT 525,865 - 1,161,800 1,395,750 TOTAL REVENUE 525,865 - 1,161,800 1,395,750 EXPENDITURES: PERSONAL SERVICES 4101 Regular Pay $154,950 $91,979 $171,797 $182,105 4102 Overtime Pay $0 $0 $0 $0 4103 Part-time Pay $126,500 $0 $126,500 $134,090 4104 PERA $21,109 $6,898 $20,979 $22,238 4105 FICA $17,450 $5,703 $17,343 $18,384 4106 Other Retirement Contributions $0 $0 $0 $0 4107 Medicare $4,081 $1,334 $4,056 $4,299 4108 Insurance $51,795 $18,754 $44,662 $47,342 4109 Workers Comp $7,378 $2,452 $7,182 $7,613 4110 Unemployment Benefits $0 $0 $0 $0 TOTAL PERSONAL SERVICES 383,263 127,120 392,519 416,070 SUPPLIES 4212 Fuel & Lubes $0 $0 $0 $0 Unleaded fuel - delivery service $0 $0 $0 $0 4217 Uniform Allowance $5,000 $300 $5,000 $5,000 Employee logo clothing $5,000 $300 $5,000 $5,000 4219 Operating Supplies $15,000 $5,000 $15,000 $15,000 Supplies $15,000 $5,000 $15,000 $15,000 TOTAL SUPPLIES $20,000 $5,300 $20,000 $20,000 SERVICES & CHARGES 4301 Audit Fees $3,000 $3,000 $3,000 $3,000 Projection December 20252025 BUDGET DETAIL Explanation/Detail of Supplies or Services Page 202 of 312 4319 Professional Services $148,500 4321 Telephone $1,750 $550 $1,750 $1,750 Phone line $1,200 $0 $1,200 $1,200 Cell phone - CB manager $550 $550 $550 $550 4331 Conferences/Schools $2,000 $2,000 $2,000 $2,000 Training/workshops/conferences $2,000 $2,000 $2,000 $2,000 4349 Advertising/Marketing $30,000 $30,000 $30,000 $30,000 Billboards, social media, advertisements $30,000 $30,000 $30,000 $30,000 4361 Insurance $5,000 $0 $5,000 $5,000 Property/liability insurance $5,000 $0 $5,000 $5,000 Auto insurance 4389 Utilities $30,500 $0 $30,500 $30,500 Garbage/recycling $2,000 $0 $2,000 $2,000 Natural gas $2,500 $0 $2,500 $2,500 Water/electric $26,000 $0 $26,000 $26,000 4404 Repair & Maintenance $24,800 $0 $24,800 $24,800 Misc repairs & maintenance $10,000 $0 $10,000 $10,000 refrigeration/Humidor maintenance contract $1,200 $0 $1,200 $1,200 Lawn maintenance $1,600 $0 $1,600 $1,600 Window cleaning $500 $0 $500 $500 Security system monitoring $700 $0 $700 $700 Point-of-Sale system subscription $6,000 $0 $6,000 $6,000 Rug cleaning & maintenance $4,800 $0 $4,800 $4,800 4420 Depreciation 4421 Amortization 4433 Dues & Subscriptions $750 $0 $750 $750 MCCG $500 $0 $500 $500 Elk River Chamber $250 $0 $250 $250 4437 Taxes/Licenses $4,000 $0 $4,000 $4,000 Cannabis Retail license & retailers card $4,000 $0 $4,000 $4,000 4438 Credit Card/Service Fees $0 $0 $0 $0 Credit card/gateway fees $0 $0 $0 $0 TOTAL SERVICES & CHARGES $101,800 $184,050 $101,800 $101,800 OTHER FINANCING SOURCES 3910 Disposal of Assets CAPITAL OUTLAY 4530 Other Improvements $225,000 $0 $225,000 $225,000 Bond Payments/Depreciation $225,000 $0 $225,000 $225,000 ($2.5M Store Construction, 20yr Loan/Bond @ 4%) 4600 Debt Service $250 $0 $250 $250 Copier Lease $250 $0 $250 $250 Page 203 of 312 4720 TRANSFERS OUT TOTAL OFS, CAPITAL OUTLAY, & DEBT SERVICE $225,250 $0 $225,250 $225,250 TOTAL CANNABIS EXPENDITURES 730,563 316,470 $964,819 $988,370 CHANGE IN NET POSITION (204,698) (316,470) 196,981 407,380 Page 204 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 11.2 Meeting Date December 1, 2025 Prepared By Joseph Hale, Environmental Services and Projects Specialist Item Description Elk River Landfill Expansion EAW/EIS Comment Period Reviewed by Justin Femrite Cal Portner Tina Allard Action Requested Staff are requesting that the Council review the draft comments prepared for the proposed Elk River Landfill expansion before submittal to the Minnesota Pollution Control Agency. Background/Discussion Waste Management is proposing an expansion of the Elk River Landfill into Livonia Township. The project automatically triggers an Environmental Impact Statement (EIS) per Minnesota Pollution Control Agency guidelines. The EIS is a detailed report on the potential environmental impacts of a proposed project. The EIS is preceded by a "Scoping Environmental Assessment Worksheet," which seeks comments from interested parties to determine the scope and content of the EIS. Staff drafted the attached comments for consideration by the MPCA. The comments cover concerns related to groundwater contamination, leachate, and traffic. Staff wants to discuss with the Council and find out whether the Council wants to add additional items to be included in this first comment period. It is anticipated that there will be two additional comment periods, which will follow the completion of the Draft EIS and the Final EIS. Financial Impact N/A Mission/Policy/Goal Responsibly grow. Attachments 1. Elk River Expansion SEAW Comments Page 205 of 312 13065 Orono Parkway Elk River, MN 55330 763.635.1000 ElkRiverMN.gov December 1, 2025 Chris Green Minnesota Pollution Control Agency 504 Fairgrounds Rd. Suite 200 Marshall, MN 56258 Dear Mr. Green: Thank you for the opportunity to provide comments as part of the proposed Elk River Landfill Expansion Scoping Environmental Assessment Worksheet. The City of Elk River has the following comments to offer: General: The current active disposal area of municipal solid waste (MSW) for the Elk River Landfill (ERL) is located within the City of Elk River, and the proposed ERL north development expansion project lies north of the city limits. The City of Elk River regulates the activities at the current site through a solid waste license and conditional land use permit. The license indicates the final date for MSW disposal within the City of Elk River as December 30, 2030. Groundwater: Section 12.a.2 reviews the groundwater conditions for the proposed expansion project. The historic operation of the current landfill has resulted in the contamination of groundwater to the west of the site. The known contaminant plume extends nearly one mile from the waste fill limits and has impacted residential water wells. An approved Groundwater Corrective Action Plan to address the contamination has involved the replacement of numerous residential wells with deeper wells and an ongoing groundwater monitoring program. Although the landfill expansion will utilize a base liner and leachate collection system, there is still a risk of contamination to groundwater resources from the failure of control measures for the proposed MSW disposal area. Long-term (60+ years) protection of downgradient groundwater resources and water wells for City of Elk River residents is a concern. Leachate: Section 12.b.1 reviews the management of wastewater or leachate for the proposed expansion project. The ERL currently has an agreement with the City of Elk River for the treatment of Page 206 of 312 leachate at its publicly owned treatment facility. Because the expansion project will extend outside of the Elk River City limits and add to the amount of leachate that is currently generated for the site, the City will reserve the right to amend its current Leachate Disposal Use Agreement. The city cannot guarantee that treatment capacity will be available for the additional volume of leachate caused by the expansion. The landfill expansion is planned for 60+ years of operation and similarly, the city cannot fully predict the wastewater treatment needs of future residents and industry. Traffic: Section 20. reviews the transportation aspects for the proposed expansion project. With the closing/capping of the existing facility by December 30, 2030, the city also expects the current main entrance point to be decommissioned as part of said closure. The proposed expansion should be planned with a new access point connection to TH 169 outside the City of Elk River. The additional landfill area will result in the generation of more leachate. If the leachate is managed utilizing the Metro Council Environmental Services wastewater treatment facilities, there will be additional tanker trucks that will be traveling through the City of Elk River along the Hwy 169 corridor. The increased truck traffic will create a corresponding impact. Please let me know if you have any questions related to these comments. Sincerely, Joseph Hale Environmental Services and Projects Specialist 763.635.1030 Page 207 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 11.3 Meeting Date December 1, 2025 Prepared By Mitchell Litfin, Street and Park Superintendent Item Description Vehicle Acquisition and Replacement Policy Manual Reviewed by Cal Portner Action Requested Discuss and provide direction on the updated Vehicle Acquisition and Replacement Policy Background/Discussion Over the past several months, staff have been evaluating and updating the Vehicle Acquisition and Replacement Policy. Several departments have contributed information on current conditions, challenges, and potential approaches. The purpose of this work session item is to summarize findings and gather initial Council feedback before developing formal recommendations. Financial Impact There is no immediate financial impact associated with this work session. Mission/Policy/Goal This work session item supports the City’s mission to work with citizens to develop a sustainable and prosperous community for all to live, work, and play, and to govern appropriately in an ever-changing environment by ensuring the City Council has the information necessary to make informed policy decisions. Attachments 1. Vehicle Acquisition and Replacement Policy Final 2. Vehicle Acquisition and Replacement Policy Showing Tracked Changes Page 208 of 312 Vehicle Acquisition and Replacement Policy Manual 13065 Orono Parkway Elk River, MN 55330 763.635.1000 ElkRiverMN.gov Page 209 of 312 2 | P ag e Vehicle Acquisition and Replacement Policy Purpose The City of Elk River establishes this policy to guide in the maintenance of a fleet that supports the services provided to residents. The management of the city vehicle fleet is the responsibility of the Public Works Department as delegated to the Public Works Supervisor in collaboration with city departments. The Public Works Supervisor is responsible for the effective planning for the purchase, replacement, and assignment of all city vehicles. Coordination of vehicle purchases, replacements, and reassignments will be done by the respective city department-designated representatives and in conformity with city policy and the vehicle and equipment replacement schedule guidelines. The purpose of this policy is to establish standard replacement schedule guidelines for vehicles of similar types and use. The Public Works Director and Public Works Supervisor shall be responsible for managing the fleet and coordinating any changes in the replacement schedule. The city’s Fleet Services staff shall provide integral information for the process including vehicle maintenance history, mechanical condition, and alternative solutions to meet service needs. The standard guidelines for our replacement schedule by vehicle type are as follows: Dept/Division Vehicle T y pe of Service R e p l Cycle (Yrs) Parks ¾ Ton Truck 3 10-12 1-2 Ton Trucks 3 10-12 Ballfield Maintenance Equip 4 10 Heavy Duty Trailers 3 20 Light Duty Trailers 3 20 Sidewalk Machines 5 8-10 Small Mowers 5 5-7 Snowmobiles 3 10-12 Sprayer 3 20 Tractor Attachments 3 10-15 Tractors 3 10-15 Mini Skid 1 15-20 Utility ATV 3 6-8 Field Painter 2 10 Wide Area Mowers 5 5-7 Streets Air Compressor 2 15-20 Asphalt Roller 2 7-10 Brush Clipper 5 7-10 Page 210 of 312 3 | P ag e Streets Cold Mill 5 15-20 Crack-filling Kettle 5 7-10 Forklift 3 15-20 Heavy Trucks 5 12-15 ¾ Ton Truck 3 10-12 1-2 Ton Trucks 3 10-12 Loader Mounted Blower 5 12-15 Loaders 5 12–15 Motor Grader 4 20-30 Patch Trailer 5 7-10 Skid Steer Loaders 5 12 Sweepers 5 10 Tandem Axle Trailer 1 20-25 Single Axle Trailer 1 20-25 Streets Vac Trailer 3 15-20 Pavement Cutters 3 7-10 Tractor 3 15-20 Arena Ice Resurface 3 10 Cable/Admin Cars 1 Use Repurposed WWTP ¾ Ton Truck 2 10-12 1 Ton Truck 3 10-12 Jet Truck 5 17-20 Tractor 3 15-20 Tool cat 2 12 Golf Cart 1 15-20 Toro Workman 1 15-20 Police Police Investigation/Admin 2 7 Police Squad Cars 5 5 ATV/UTV 1 20 SWAT Van 1 15-20 CSO Trucks 2 8 MRAP Special OPS Truck 1 25 Bldg Main 1 Ton Truck 3 10-12 1 Ton Utility 3 10-12 UTV 3 Use Repurposed Genie Lift 3 15 GS Man Lift 2 12-15 JLG Triple , L Trailer 1 20-25 Code Compliance Building Safety Vehicles 1 12-15 Fire Engine 3 25 Tender 3 25 ATV/UTV 1 20 Light Duty Trailer (UTV) 1 30 Fire Prevention Trailer (Escape) 1 30 Live Burn Trailer 1 30 Page 211 of 312 4 | P ag e Fire Incident Support Trailer 1 30 Vent Prop Trailer 1 30 Ladder 3 25 Rescue Units 3 25 Command Vehicles 3 10 Fire Prevention/Support Truck 2 25 Grass Rigs 1 20 Procedures All vehicle purchases, replacements, and reassignments must be coordinated with the Public Works Supervisor to ensure proper tracking, budgeting, and operational alignment. a. The Public Works Supervisor and Department Directors/Division Managers will meet annually each June to review the Capital Improvement Plan for accuracy and note changes. b. Standard color options for all passenger vehicles Shall be white, blue or black for ease of repurposing and resale unless approved by the City Administrator. c. New vehicle additions to the fleet will be budgeted for in the respective department budget for the purchase year and added to the Capital Replacement Schedule • New vehicle addition replacement values are amortized over the expected vehicle service cycle. • The appropriate amortized vehicle replacement chargeback added to the respective budget. d. Vehicles meeting their service cycle may be repurposed by another department/division with a differing service need. • Repurposed vehicles assigned for the replacement of a previously assigned repurposed vehicle shall not be placed on an amortization schedule. • Repurposed vehicles requested for initial assignment shall incur an amortization schedule of no more than three years to account for the decrease in auction/resale value to the Equipment Replacement Fund. Page 212 of 312 5 | P ag e e. The Finance Division will coordinate all additions and revisions to the 10-year vehicle and equipment replacement plan with the Public Works Supervisor as part of the Capital Improvement planning process. The Public Works Supervisor will accumulate all requests and submit the 10-year vehicle and equipment replacement schedule, list of additions and revisions, and any other suggestions to the Finance Division. The City Administrator will have final approval to all vehicle and equipment purchases and recommendation to the City Council for approval. f. Repurposed assets will be maintained for a minimum of four (4) years before they are scheduled for replacement with another repurposed asset. g. Asset reconditioning will be utilized where available. h. State contracts will be the standard method for asset purchases; other procurement options may also be considered. Page 213 of 312 6 | P ag e Vehicle Evaluation Form Dept: Emergency Equipment? Y/N Date: Vehicle #: Miles/Hrs.: Year: Make: Model: Current Score Projected Score Future – Other Dept. or Auction? Age Usage Type of Service Condition Repair Costs Total Repair Costs: $ Purchase Price: $ Specialties (decals, computers, accessories, etc.) $ Projected Mileage: Reliability: Very Good Good Fair Dispose/Flag File Evaluated by: Point Ranges: Under 21 points Condition I Very Good 21 – 25 points Condition II Good 25 – 30 points Condition III Fair 31 points and up Condition IV Disposal Page 214 of 312 7 | P ag e Vehicle Evaluation Form Explained The Vehicle Replacement Chart serves as a guide for when a vehicle/equipment is due for replacement. Fleet Services will complete the evaluation based on criteria for replacement of vehicles/equipment and will present it to the Public Works Supervisor and Public Works Director prior to final replacement/disposition. The evaluation is based on the following criteria: • Age One point for each year of chronological age, based on in-service date. • Usage Odometer- based vehicles=one point per 10,000 miles Odometer- based small equipment=one point per 500 miles Hour meter-based- small equipment=one point per 325 hours Hour meter- based large truck/equipment=one point per 750 hours • Type of service Score 1-5 points based on the type/level of service the vehicle/equipment receives, i.e. (1) for administrative vehicles or light use, (3) for medium use, and (5) for patrol car or heavy use • Condition This score scale from 1-5 is based on the inspection of the body, underbody and structural members, rust, interior, condition, a review of accident and repair history, any operational problems and anticipated major repairs within the next budget year. A score of (5) would be in very poor condition with high expectations for major future expenses. • Repair costs Score 1-5 based on the total life-to-date (LTD) repair costs (excluding “non-normal“ repairs) and the original purchase price of the vehicle/equipment. A (5) is scored for a vehicle/equipment whose LTD repair costs exceed the original purchase price. A score of (1) signifies LTD repair costs are 20% or less of the original purchase price: (2) for 40%, 3 for 60%, (4) for 80%. • Reliability: The vehicle or equipment will be based on unscheduled repairs and will be factored independently based on the fleet maintenance records. Point Ranges: Under 21 Points Condition I Excellent 21 to 25 Points Condition II Good 26 to 30 Points Condition III Qualifies for Replacement 31 points and above Condition IV Needs Immediate Consideration Adopted by: On (date) Item # Updated Aug/SEP 2025 Page 215 of 312 Vehicle Acquisition and Replacement Policy Manual 13065 Orono Parkway Elk River, MN 55330 763.635.1000 ElkRiverMN.gov Page 216 of 312 2 | P ag e Vehicle Acquisition and Replacement Policy Purpose Purpose and need for policy. The City of Elk River Fleet Committee Maintenance Department philosophy is to establishes this policy to and guide in the maintainmaintenance of a fleet which that supports the services provided to our customersresidents. The Overall management of the city vehicle fleets is the responsibility of the Public Works Department as delegated to the Public Works Supervisor in collaboration with various city departments. 1. A significant The Public Works Supervisor is The Public Works Supervisor is part of this responsible for the ility is to ensure effective planning for the purchase, replacement, and assignment of all city vehicles. Coordination of vehicle purchases, replacements, and reassignments will be done by the respective city department-designated representatives and in Fleet Committee Public Works Supervisor in conformity with city policy and the vehicle and equipment replacement schedule guideline guideline. The purpose of this policy is to establish standard replacement schedule guidelines guidelines for vehicles of similar types and use. 2. The Public Works Director and Public Works Supervisor shall r The Fleet Committee will be responsible for controlling managing the fleet size and coordinating any changes in the replacement schedule. The city’s MFleet Services staff echanics will shall provide be an integral information for part of the process including ; the Mechanics will not evaluate the necessity of requests, but may provide suggestions on the vehicle maintenance history, mechanical condition, and alternative solutions that may to meet our service needs. The standard guidelines for our replacement schedule by type of vehiclevehicle type isare as follows: Dept/Division Vehicle Police T y pe of Service B e nc h ma r k t o e v a l ua t e f o r r e pl a c e m e n t & r e -p u r p o s e Police Investigation/Admin 2 was 1 7 Was 6 Police Squad Cars 5 was 1 5 Was 4 ATV/UTV *NEW* 1 20 SWAT Van *NEW* 1 15-20 CSO Trucks 2 8 Was 6 Special Operations Truck MRAP 1 25-Was 20 Bldg. Main ¾ Ton Truck *TAKEN OFF* 1 7-10 1 Ton Truck 3 10-12 Was 7-10 1 Ton Utility 3 10-12 Was 7-10 Page 217 of 312 3 | P ag e Utility Tractor (Ventrac 4500) 2 was 3 10-12 Was 12-15 JD Gator/UTV 3 Use Repurposed was NA Hydraulic Tractor *TAKEN OFF* 3 15 Genie Lift 3 was 2 15 was 12-15 GS Man Lift 2 was 5 12 – 15 JLG Triple, L Trailer *NEW* 1 20-25 Code Compliance Building Safety Vehicles 5 was 1 12 – 15 was 10 Fire Engine 3 25 Rescue Units 3 25 was 20 Command Vehicles 3 was 2 10 Was 7 Fire Prevention/Support Truck 2 was 1 25 was 15 Grass Rigs 1 was 3 20 Was 15 Ladder 3 25 Tender 3 was 5 25 was 20 ATV/UTV *NEW* 1 20 *NEW* Light Duty Trailer (UTV) *NEW* 1 30 *NEW* Fire Prevention Trailer (Escape) 1 30 *NEW* Live Burn Trailer 1 30 *NEW* Incident Support Trailer 1 30 *NEW* Vent Prop Trailer 1 30 Dept/Division Vehicle T y pe of Service R e p l Cycle (Yrs) Parks ½ Ton Truck *TAKEN OFF* 2 7-10 ¾ Ton Truck 3 10-12 Was 7-10 1-2 Ton Trucks 3 10-12 Was 7-10 Ballfield Maintenance Equip 4 10 Heavy Duty Trailers 3 20 Was 10-12 Light Duty Trailers 3 20 Was 10-12 Sidewalk Machines 5 8 - 10 Small Mowers 5 5 - 7 Snowmobiles 3 10-12 Was 3-5 Sprayer 3 20 Tractor Attachments 3 10 – 15 Tractors 3 10 – 15 Mini Skid *NEW* 1 15-20 Utility ATV 3 6-8 Was 8-10 Field Painter *NEW* 2 10 Wide Area Mowers 5 5 – 7 Streets Air Compressor 2 15 – 20 Asphalt Roller 2 7 – 10 Brush Clipper 5 7 – 10 Cold Mill 5 15-20 WAS 7 – 10 Page 218 of 312 4 | P ag e Crack-filling Kettle 5 7 – 10 Forklift 3 15–20 Heavy Trucks 5 12 – 15 ½ Ton Truck *TAKEN OFF* 2 7-10 ¾ Ton Truck 3 10-12 Was 7-10 1-2 Ton Trucks 3 10-12 Was 7-10 Loader Mounted Blower 5 12-15 Was 25 Loaders 5 12–15 Motor Grader 4 20 – 30 Patch Trailer 5 7 – 10 Skid Steer Loaders 5 12 Was 10 Sweepers 5 10 Tandem Axle Trailer *NEW* 1 20-25 Single Axle Trailer *NEW* 1 20-25 Streets Vac Trailer *NEW* 3 15-20 Pavement Cutters *NEW* 3 7-10 15-20 Tractor 3 15 -20 Arena Ice Resurface 3 10 Cable/Admin Cars 1 Use Repurposed Was 10 WWTP ¾ Ton Truck 2 was 3 10-12 Was 7-10 1 Ton Truck 3 10-12 Was 7-10 Tool Cat *NEW* 2 12 Golf Cart *NEW 1 15-20 Toro Workman 1 15-20 Jet Truck 5 17 – 20 Tractor 3 15-20 was 10-12 When applicable, the Fleet Committee will establish the replacement year when the replacement schedule guideline is based on usage. The Fleet Committee will also determine all other miscellaneous equipment replacement schedules based on usage, manufacturer's recommendations, and condition of equipment. Hand down vehicles that require a specific set up will be put into service for a minimum of 2 years. Replacement exceptions may be 1. Procedures a. All vehicle purchases, replacements, and reassignments must be coordinated by with the Fleet Committee Public Works Supervisor to ensure proper tracking, budgeting, and operational alignment. b.a. The Fleet Committee The Public Works Supervisor and Department Heads Directors/Division Managers will meet regularly annually each June during the beginning of the to review the Capital Improvement Plan for accuracy and note changes.capital improvements planning process and after the final budget is approved. b. Standard color options for all passenger vehicles will Shall be Wwhite, Bblue or Bblack Page 219 of 312 5 | P ag e for ease of repurposing and resale unless ok’d approved by by Public Works Supervisorthe City Administrator. c. New vehicle additions to the fleet will be budgeted for in the respective department budget for the purchase year and added to the Capital Replacement Schedule • New vehicle addition replacement values are amortized over the expected vehicle service cycle. c.• The appropriate amortized vehicle replacement chargeback added to the respective budget. d. Vehicles meeting their service cycle may be repurposed by another department/division with a differing service need. • Repurposed vehicles assigned for the replacement of a previously assigned repurposed vehicle shall not be placed on an amortization schedule. • Repurposed vehicles requested for initial assignment shall incur an amortization schedule of no more than three years to account for the decrease in auction/resale value to the Equipment Replacement Fund. d.e. The Finance Director Division will coordinate all additions and revisions to the ten10- year vehicle and equipment replacement plan with the Public Works Supervisor Fleet Committee as part of the Ccapital iImprovements planning process. The Fleet Committee Public Works Supervisor will accumulate all requests and submit the ten10- year vehicle and equipment replacement schedule, list of additions and revisions, and any other suggestions to the Finance DirectorDivision. The City AAdministrator will have final approval to all vehicle and equipment purchases and recommendation to the City Council for approval. e.f. Repurposed assets will be kept in their spot maintained for a minimum of four (4) years before they are up scheduled for replacement with another repurposed asset again. f.g. Asset reconditioning will be utilized where available. g.h. State contracts will be the standard method for asset purchases; other procurement options may also be considered. Page 220 of 312 6 | P ag e Page 221 of 312 7 | P ag e Mechanics Vehicle Evaluation Form Dept: Emergency Equipment? Y/N Date: Vehicle #: Miles/Hrs.: Year: Make: Model: Current Score Projected Score Future – Other Dept. or Auction? Age Usage Type of Service Condition Repair Costs Total Repair Costs: $ Purchase Price: $ Specialties (decals, computers, accessories, etc.) $ Projected Mileage: Reliability: Very Good Good Fair Dispose/Flag File Evaluated by: Point Ranges: Under 21 points Condition I Very Good 21 – 25 points Condition II Good 25 – 30 points Condition III Fair 31 points and up Condition IV Disposal Page 222 of 312 8 | P ag e The City of Elk River Vehicle EEvaluation Form Explained The Vehicle Replacement Chart serves as a guide only to suggest for when a vehicle/ or piece of equipment may be is due for replacement. When a unit appears on the chart as a potentially ready for replacement, a Fleet Services Mechanic will complete a detailed vehicle the evaluation based on criteria for replacement of the city’s vehicles/equipment and will present it to the Public Works Supervisor and Public Works Director prior to final replacement/disposition. The evaluation is based on the following criteria: • Age: • One point for each year of chronological age, based on in-service date. • Usage: Odometer- based vehicles=one point per 10,000 miles Odometer- based small equipment=one point per 500 miles Hour Mmeter -based- small equipment=one point per 325 hours Hour meter- based large truck/equipment=one point per 750 hours • Type of service: Score 1- to 5 points based on the type/level of service the vehicle/equipment receives,. iI.e. (1) for administrative vehicles or light use, (3) for medium use, and (5) for patrol car or heavy use • Condition: This score is scaled from 1- to 5 basedis based on the inspection of the body, underbody and structural members, rust, interior, condition, a review of accident and repair history, any operational problems and anticipated major repairs within the next budget year. A score of (5) would be in very poor condition with high expectations for major future expenses. • Repair costs: Score 1 to -5 points are assigned based on the total life-to-date (LTD) repair costs (excluding “non- normal “ repairs) and the original purchase price of the vehicle/equipment. A (5) is scored for a vehicle/equipment whose LTD repair costs exceed the original purchase price. A score of ( 1) is given to a vehicle/equipment whose signifies LTD repair costs are 20% or less of the original purchase price: (2) for 40%, 3 for 60%, (4) for 80%. • Reliability: Page 223 of 312 9 | P ag e The vehicle or equipment will be based on unscheduled repairs and will be factored in independently based on the fleet maintenance records. Point Ranges: Under 21 Points Condition I Excellent 21 to 25 Points Condition II Good 26 to 30 Points Condition III Qualifies for Replacement 31 points and above Condition IV Needs Immediate Consideration Page 224 of 312 10 | P ag e Adopted by: On (date) Item # Updated Aug/SEP 2025 Page 225 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 11.4 Meeting Date December 1, 2025 Prepared By Joe Libor Jr., Deputy Fire Chief Item Description On-Call Fire Department Staff Compensation Plan Changes Reviewed by Mark Dickinson Cal Portner Tina Allard Action Requested Review requested compensation plan changes for the 2026 budget year for on-call fire department captains and fire instructors as requested by city staff. Background/Discussion Each year, staff updates pay rates for non-regular employees, which is approved by the Council in the Compensation Plan for Non-Organized Employees. HR and the city administrator review the recommended changes before going to the Council. The fire department has recommended a significant increase in the hourly pay rate for paid-on-call captains and fire academy instructors. The rate comparisons provided were for departments/agencies with full-time employees. The administrator requests the Council review and provide direction. Financial Impact Paying three Captains, this pay rate will cost an estimated $17,000 annually. With current resignations (5) and expected retirements (3), this could be paid for as budgeted for 2026. The fire academy is a self-sustaining program funded by training fees and reimbursements from the Minnesota Board of Fire Training and Education (MBFTE). There is no budget or financial impact for those hours. For training conducted outside the academy, those hours are budgeted for our current part-time fire pay. Historically, all hours for instructors have been reimbursed by the MBFTE, and there is no indication this will change. Mission/Policy/Goal Elk River Mission Statement Attachments 1. 2026 On-Call Fire Pay Page 226 of 312 Page 227 of 312 Fire Captain Pay Requested Captain Pay Year 6-10 Year 11-15 Year 16+ $30/hr Base plus $1.50/hr Base plus $2.50/hr Base plus $3/hr  Currently based oƯ firefighter base pay rate. Current Captains are paid $21.07-$22.07/hr.  OƯicers who serve on-call as Duty OƯicer shall be paid $6.73 for each hour of on-call duty. Around the area pay Captains 40 - Hour St. Cloud $42.50 $54.94 Brooklyn Park $51.20 $59.35 Hastings $50.95 $57.18 Cottage Grove $44.62 $46.40 Farmington 40.77 $50.89 Savage $37.81 $44.48 Vadnais Heights $41.70 $50.03 *Bold cities are Elk River comps* Financial Impact: Paying three Captains this pay rate will cost as estimated $17,000 annually total. With current resignations and expected retirements, this could be paid for as budgeted for 2026. Page 228 of 312 Fire Instructor Pay Requested Fire Instructor Pay Fire Academy instructors and Fire Department members instructing a course for firefighters earning a certification or maintaining a certification or licensure shall be paid according to the following schedule: Assistant Instructor: $40.00 per hour Lead Instructor: $50.00 per hour Comparable: Century College Fire Program: Entry Level Instructor: $35-45/hr Lead Instructor: $50-60/hr Chiefs/Subject Matter Expert: $55-75/hr Financial Impact:  The fire academy is a self-sustaining program funded by training fees and reimbursements from the Minnesota Board of Fire Training and Education (MBFTE). There is no budget or financial impact for those hours.  For training conducted outside of the academy, those hours are budgeted for our current part-time fire pay. Historically, all hours for instructors have been reimbursed by the MBFTE and there is no indication this will change. Page 229 of 312 The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To City Council Item Number 11.5 Meeting Date December 1, 2025 Prepared By Lauren Wipper, Human Resources Manager Item Description Personnel Policy Manual Update Reviewed by Cal Portner Tina Allard Action Requested Discuss updates to the Personnel Policy Manual. Background/Discussion The city's Personnel Policy Manual was last updated in December 2023. While the Personnel Policy Manual attached is in draft form the content of the changes are as intended.The order of this summary follows the Personnel Policy Manual. ▪ A distinction has been made between Regular and Non-Regular employees wherein a Non-Regular employee does not work a set schedule. A Non-Regular employee would likely be a Part-Time employee but may also be Seasonal or Temporary. ▪ Added the deadline for timesheet submission, identified that time is recorded in 15 minute increments, and added that employees using a kiosk to punch in and out for work must also punch out for meal breaks. ▪ Added Staffing Inventory ▪ State law changed Meal Breaks to be required for employees working 6 hour shifts. It was previously 8 hour shifts. ▪ The majority of changes to the Leave policies result from the addition of MN Paid Leave. We have also made changes resulting from modifications made with Earned Safe and Sick Time (ESST) over the past two years. For example, employees no longer accrue sick leave because this leave is now required to be accrued as ESST. Sick leave accrual has been removed from the policy. ▪ With the addition of MN Paid Leave employees will no longer need donated sick leave so that policy has been removed. ▪ The MN Paid Leave policy has been added. ▪ MN Paid Leave provides paid leave for the birth or adoption of a child so we have removed the city's policy. ▪ The City Council approved the Post Employment Health Care Savings Plan for Department Directors and City Administrator severance payment in May 2024. ▪ A policy has been added to allow Elk River employees serving as firefighters in other communities to use vacation or comp time if arriving late to work due to a fire call. ▪ The Grievance policy timeline has been shortened and includes a meeting with the City Administrator. Choice of Remedy has been added. Page 230 of 312 ▪ An employee attending an event as a participant at a city facility will now not be breaking policy if they consume a legal controlled substance. This is a very high level outline of the changes which will be discussed in more detail during the meeting. Financial Impact MN Paid Leave has a financial impact that has been included in the 2026 budget. Mission/Policy/Goal The Elk River Mission Statement. Attachments 1. Personnel Policy Manual Nov 2025 Update Redline Page 231 of 312 13065 Orono Parkway Elk River, MN 55330 763.635.1000 ElkRiverMN.gov Personnel Policy Manual (Revised August 2008) (Updated August 2010) (Updated June 2012) (Updated September 2014) (Updated February 2021) Mini-update August 2023 Updated December 2023 Updated Severance Pay retro to 12/2023 update Updated December 2025 Page 232 of 312 Page 233 of 312 TABLE OF CONTENTS Introduction ....................................................................................................................................................................1 Employment Equal Employment Opportunity ......................................................................................................................2 Employment Status Definitions .......................................................................................................................2 Work Rules ..........................................................................................................................................................3 Orientation Period .............................................................................................................................................3 Minnesota Government Data Practices Act .................................................................................................4 Employee Records Advisory ............................................................................................................................4 Media Requests ...................................................................................................................................................4 Personal Communications And Use Of Social Media ................................................................................5 Compensation ...................................................................................................................................................66 Work Week ........................................................................................................................................................7 Seniority Patrol Shift Bid ...................................................................................................................................7 City Hall Summer Office Hours ......................................................................................................................7 Paydays ..................................................................................................................................................................7 Timekeeping .........................................................................................................................................................7 Overtime And Compensatory Time For Non-Exempt Employees ......................................................10 Call Back Pay ........................................................................................................................................................9 On-Call Pay ..........................................................................................................................................................9 Time Off For Exempt Employees .................................................................................................................12 Report Of Employee Information Changes ................................................................................................13 Performance Appraisals ..................................................................................................................................13 Attendance .........................................................................................................................................................14 Rest /Meal Break ...............................................................................................................................................14 Employment Of Relatives ...............................................................................................................................15 Supplemental Employment .............................................................................................................................15 Separation From Employment Resignation .........................................................................................................................................................16 Termination .......................................................................................................................................................14 Retirement .........................................................................................................................................................14 Layoffs .................................................................................................................................................................14 Severance Pay ....................................................................................................................................................16 Exit Interviews ...................................................................................................................................................15 Leave Benefits Vacation Leave ..............................................................................................................................................1819 40/40/40 Vacation Payout Option ................................................................................................................17 Sick Leave ......................................................................................................................................................2021 Earned Sick and Safe Time ..............................................................................................................................19 Sick Leave Donation ....................................................................................................................................2527 Holiday Leave ................................................................................................................................................2628 Family And Medical Leave ..........................................................................................................................3229 Page 234 of 312 FMLA – Qualified Exigency And Military Caregiver Leave .................................................................3735 Parental Leave ...................................................................................................................................................30 MN Pregnancy And Parenting Leave .......................................................................................................4138 Adoptive Parents ..............................................................................................................................................31 Nursing Mothers ...............................................................................................................................................31 Pregnancy Health Conditions ........................................................................................................................31 School Conference Leave Policy ..............................................................................................................4239 Bone Marrow Donation Leave .................................................................................................................4340 Military Leave ................................................................................................................................................4340 Jury Duty Leave And Court Appearances ..................................................................................................33 Victim Or Witness Leave ...........................................................................................................................4541 Bereavement Leave .....................................................................................................................................4542 General Leave ...............................................................................................................................................4542 Voting, Election Judge. and Delegates Leave ..............................................................................................34 Administrative Leave ...................................................................................................................................4643 Athletic Leave ...............................................................................................................................................4643 General Benefits Insurance ........................................................................................................................................................4845 Retirement/PERA .............................................................................................................................................35 Employee Development/Tuition Reimbursement ................................................................................4945 Employee Wellness ..........................................................................................................................................36 General Policies Smoking, Vaping, And Tobacco Policy ....................................................................................................5047 Appearance And Dress ...................................................................................................................................37 Electronic Communication Devices ........................................................................................................5047 Telephone Use .............................................................................................................................................5047 Ipad/Tablet Device .......................................................................................................................................5047 Email And Voicemail Use ...........................................................................................................................5148 Internet Access And Use ...........................................................................................................................5148 Bandwidth Conservation ............................................................................................................................5148 Password Policy ................................................................................................................................................38 Travel Expenses ............................................................................................................................................5249 Keys And Security ........................................................................................................................................5249 Personal Use And Disposal Of City Property .......................................................................................5249 Use Of City Vehicles ...................................................................................................................................5350 Resident Complaints ........................................................................................................................................39 Emergency Closing ......................................................................................................................................5350 Employee Participation In The City Fire Department .........................................................................5451 Employee Participation In The Police Reserves ....................................................................................5451 Political Activity ............................................................................................................................................5552 Candidacy ......................................................................................................................................................5552 Labor Relations Communication ............................................................................................................................................5653 Page 235 of 312 Discipline ........................................................................................................................................................5754 Grievance Procedure ..................................................................................................................................5855 Safety Safety ..................................................................................................................................................................45 Safety Equipment Reimbursement ...........................................................................................................6057 Incident Reporting .......................................................................................................................................6158 Workers’ Compensation ...........................................................................................................................6158 Conduct Ethics Of Public Employment ....................................................................................................................6259 Accepting Gifts ..................................................................................................................................................47 Employee Endorsements ............................................................................................................................6259 Conflict Of Interest .....................................................................................................................................6259 Whistleblower Protections ............................................................................................................................47 Sexual Harassment And Respectful Workplace ...................................................................................6360 Workplace Violance And Possession Of Dangerous Weapon ..............................................................52 Drug And Alcohol Policy ...........................................................................................................................7067 Fitness Room Policy ......................................................................................................................................Appendix A Foot Protection Policy ..................................................................................................................................Appendix B Prescription Safety Eyewear Policy ............................................................................................................Appendix C Page 236 of 312 Page 237 of 312 P a g e 1 | 81 Introduction This policy manual contains personnel policies and procedures for City of Elk River employees. The city strives to provide an efficient system of personnel administration, and this policy manual serves as a guide for administrative actions concerning city personnel matters. It is not a contract between the city and its employees. The manual attempts to cover general matters and does not cover every situation that may arise. Other than any applicable collective bargaining agreement, this policy manual replaces and supersedes all prior manuals, memos, and any other written or oral statements of employment policies and procedures. Manuals and policies that provide department specific information remain in effect. Except as provided by statute or applicable collective bargaining agreement, employment of all city employees is at-will. At-will means both the city and its employees have the right to terminate employment at any time, with or without cause or notice. No representative of the city has the authority to alter the at-will nature of an employee’s employment except the City Council by approval of a written contract of employment executed by the city. No employee has a protectable property interest in his or her employment with the city. The policies in this manual shall apply to all employees unless specifically exempted by the City Council. Consultants rendering professional services on a fee basis are not considered city employees. The city may add to, modify, or revise portions of this manual as the city deems appropriate, with or without prior notice. This manual may be superseded to the extent that it is inconsistent with state or federal statute, a collective bargaining agreement entered between the city and its employees, or a written contract of employment signed by the city. Page 238 of 312 P a g e 2 | 81 Employment Equal Employment Opportunity The City of Elk River is committed to providing equal opportunity in all areas of employment, including but not limited to recruitment, hiring, demotion, promotion, transfer, selection, lay-off, disciplinary action, termination, compensation, and selection for training. The city will not discriminate against any employee or job applicant on the basis of race (including traits associated with race, including, but not limited to, hair texture and hair styles such as braids, locs and twists), color, creed, religion, national origin, ancestry, sex, sexual orientation, gender identity, or gender expression, disability, age, marital status, genetic information, status with regard to public assistance, veteran status, familial status, or membership on a local human rights commission, or lawful participation in the Minnesota Medical Cannabis Patient Registry. The city prohibits discrimination against or harassment of any employee or job applicant on the basis of protected class status. Employees who participate in discrimination in violation of this policy are subject to discipline up to and including termination. Retaliation against any employee for making a complaint under this policy or assisting with investigations of complaints made under this policy is also strictly prohibited. Any person who feels that s/he has been discriminated against should contact the city administrator or Human Resources. Employment Status Definitions Full-Time - A regular work schedule consisting of 2,080 hours per year. Part-Time - A regular work schedule of less than 2,080 hours per year, generally over the 12 months. Orientation Period - First six months of initial employment, following a promotion, reassignment or transfer. Probationary Period – Period of time as defined in a union contract. For paid on-call firefighters, the probationary period is the first twelve (12) months of initial employment. Regular - An employee who has completed his or her Orientation or Probationary Period and works a set schedule. Non-Regular – An employee who has completed his or her Orientation or Probationary Period and works a variety of hours and days, not a set schedule. Seasonal - A part- or full-time position assigned to work part of the year to conduct seasonal work, typically not for more than one hundred twenty (120) days in any consecutive 12-month period. Temporary - A part- or full-time position scheduled to work with a defined start and termination date or duration of a special project. The position generally does not qualify for benefits. Page 239 of 312 P a g e 3 | 81 Elected or Appointed Official - A person elected as mayor or council member, or a person appointed by the mayor and council to serve on a city commission or board. Applicant - Any person applying for a paid or volunteer position. Work Rules In accepting employment with the City of Elk River, employees become representatives of the city and are responsible for assisting and serving the residents for whom they work. Employees shall exhibit conduct that is ethical, professional, responsive, and of standards becoming of a city employee. To achieve this goal, employees must adhere to established policies, rules, and procedures and follow the instructions of their supervisors. All City of Elk River employees are expected to meet the following job requirements: ▪ Always perform assigned duties satisfactorily and to the best of their abilities. ▪ Always render prompt and courteous service to the public as appropriate. ▪ Read, understand, and comply with the rules and regulations as set forth in these Personnel Policies as well as those of their departments. ▪ Conduct themselves with decorum toward both residents and staff and respond to inquiries and information requests with patience and courtesy. ▪ Report all unsafe conditions to the immediate supervisor. ▪ Maintain good attendance. Orientation Period The Orientation Period is an integral part of the employment process in which the city and the new employee should consider whether the employment is mutually satisfactory. The Orientation Period consists of the first six (6) months of employment. During the period, the city will observe the employee’s work to determine whether the employee demonstrates s/he is qualified for the position to which s/he was appointed. Performance, skills, ability, and other factors observed and demonstrated during the period are evaluated by the employee’s supervisor. If the employee does not meet established standards, and there is reason to believe, in the city’s sole discretion, that a longer review period is needed, the Orientation Period may be extended to a total of 12 months. New employees are not allowed to take vacation leave during their Orientation Period unless approved by the city administrator or approved before hire. Upon completion of the Orientation Period, the employee will become a Regular employee and are eligible to use vacation leave. This does not imply employment is permanent. Employees promoted or appointed to new positions must successfully complete a six- Page 240 of 312 P a g e 4 | 81 month Orientation Period. If found during the orientation to be unsuited for the position, the city, at its sole discretion, may reinstate the employee to his/her former position and former rate of pay. Reinstatement is not guaranteed. Employees taking a leave of absence during the Orientation Period will have their Orientation Period paused and begin where they left off when they return from leave. Minnesota Government Data Practices Act Pursuant to the Minnesota Government Data Practices Act (DPA) data is categorized as private, non-public, or confidential. All data is public unless classified otherwise. In many circumstances, data may not be disclosed except with authorization of the subject of the data or pursuant to court order. In compliance with the DPA, employees are strictly prohibited from disclosing to a third party, within or outside the city, any personnel data, data relating to pending civil legal actions, or any other data that might be classified as private, non-public, or confidential, without the city administrator’s express authorization. The City Council appoints the city administrator as the responsible authority to administer the requirements for collection, storage, use, and dissemination of data. Refer to the city’s Guidelines and Procedures for the Minnesota Government Data Practices Act for additional information. Employee Records Advisory Employee records are maintained in a location designated by the city administrator. Personnel data is retained in personnel files, finance files, and benefit/medical files. Information is used to administer employee salary and benefit programs, process payroll, complete state and federal reports, document employee performance, etc. Employees have the right to know what data is retained, where it is kept, and how it is used. All employee data will be received, retained, and disseminated according to the DPA. Media Requests All city employees have a responsibility to help communicate accurate and timely information to the public in a professional manner. Requests for private data or information outside of the scope of an individual’s job duties should be routed to the appropriate department or to the data practices authority. Any employee who identifies a mistake in reporting should bring the error to the city administrator or appropriate staff. Regardless of whether the communication is in the employee’s official city role or in a personal capacity, employees must comply with all laws related to trademark, copyright, software use, etc. Except for routine events and basic information readily available to the public, all requests for interviews or information from the media are to be routed through the city administrator. No city employee is authorized to speak on behalf of the city without prior Page 241 of 312 P a g e 5 | 81 authorization from the city administrator or his/her designee. Media requests include anything intended to be published or viewable to others in some form such as television, radio, newspapers, newsletters, social media postings, and websites. When responding to media requests, employees should follow these steps: 1. If the request is for routine or public information (such as a meeting time or agenda), provide the information and notify the city administrator of the request. 2. If the request is regarding information about city personnel, potential litigation, controversial issues, an opinion on a city matter, or if an employee is unsure if the request is a “routine” question, forward the request to the city administrator. All news releases concerning city personnel will be the responsibility of the city administrator. When the city administrator authorizes an employee to communicate on behalf of the city in interviews, publications, news releases, on social media sites, and related communications, employees must: • Identify themselves as representing the city. Account names on social media sites must be clearly connected to the city and approved by the city administrator. • Be respectful, professional, and truthful when providing information. Only factual information (not opinions or editorial comments) shall be provided. Corrections must be issued when needed. • Generally, not include personal opinions in official city statements. Employees who have been approved to use social media sites on behalf of the city should seek assistance from the city administrator on this topic. • Notify the city administrator if they will be using their personal technology (cell phones, home computer, cameras, etc.) for city business. Employees should be aware that data transmitted or stored may be subject to the Minnesota Government Data Practices Act. Personal Communications and Use of Social Media It is important for employees to remember that their personal communications may reflect on the city, especially if employees are commenting on city business or commenting on issues that implicate their city employment. As city representatives, employees share the responsibility of earning and preserving the public’s trust in the city. An employee’s own personal communications, such as on social media, can have a significant impact on the public’s belief that all city staff will carry out city functions faithfully and impartially and without regard to factors such as race, sex/gender, religion, national origin, disability, sexual orientation, or other protected categories. Nonpersonal communications (performed within one’s job duties) to members of the public must always be professional. The following guidelines apply to personal communications, including various forms such as social media (Facebook, Twitter, blogs, YouTube, etc.), letters to the editor of newspapers, and personal endorsements: Page 242 of 312 P a g e 6 | 81 ▪ Do not share private or confidential information you have access to as a result of your city position. ▪ Any personal communications made on a matter of public concern must not disrupt the efficiency of the city’s operation, including by negatively affecting morale. Public comments must not undermine any city department’s ability to effectively serve the public. Disruptive personal communications can include liking or republishing (sharing/retweeting) a social media post of another individual or entity. The city can act on the personal communication that violates this policy without waiting for the actual disruption. ▪ Remember what you write, or post cannot easily be undone. It may also be spread to a larger audience than you intended. Use common sense when using email or social media sites. It is a good idea to refrain from sending or posting information or photos you would not want your boss or other employees to read, or you would be embarrassed to see in the newspaper. Keep in mind harassment, bullying, threats of violence, discrimination, or retaliation concerning a co-worker or between co-workers that would not be permissible in the workplace is not permissible online, even if it is done after hours, from home and on home computers. ▪ The city expects its employees to be fair, courteous, and respectful to supervisors, co-workers, citizens, customers, and other persons associated with the city. Avoid using statements, photographs, video, or audio that reasonably may be viewed as malicious, obscene, threatening or intimidating, disparaging, or might constitute harassment or bullying. ▪ If you publish something related to city business and there is potential for confusion whether you are speaking on behalf of the city, it would be best to identify yourself and use a disclaimer such as, “These are my own opinions and do not represent those of the City of Elk River.” ▪ City resources, work time, or official city positions cannot be used for personal profit or business interests, or to participate in personal political activity. ▪ Personal social media account name or email names should not be tied to the city. Compensation Employees will be compensated according to the compensation plan approved by the City Council. The city will develop and maintain a compensation plan for all positions in accordance with federal and state laws. This plan may be reviewed and changed periodically at the sole discretion of the city. Under the Minnesota Wage Disclosure Protection law, employees have the right to tell any person the amount of their own wages. While the Data Practices Act (Minn. Stat. §13.43), specifically lists an employee’s actual gross salary and salary range as public personnel data, Minnesota law also requires wage disclosure protection rights and Page 243 of 312 P a g e 7 | 81 remedies to be included in employer personnel handbooks. To that end and in accordance with Minn. Stat. §181.172, employers may not: ▪ Require nondisclosure by an employee of his or her wages as a condition of employment. ▪ Require an employee to sign a waiver or other document which purports to deny an employee the right to disclose the employee's wages. ▪ Take any adverse employment action against an employee for disclosing the employee's own wages or discussing another employee's wages which have been disclosed voluntarily. ▪ Retaliate against an employee for asserting rights or remedies under Minnesota Statute §181.172, subd. 3. The city cannot retaliate against an employee for disclosing his/her own wages. An employee’s remedies under the Wage Disclosure Protection law are to bring a civil action against the city and/or file a complaint with the Minnesota Department of Labor and Industry at 651.284.5070 or 800.342.5354. Work Week Work schedules will be established by the appropriate department director with the approval of the city administrator. The regular workweek for regular full-time employees is forty (40) hours per week. The regular workweek for regular part-time employees is a set schedule between 20 and less than 40 hours per week. Unless otherwise provided, the normal workday will begin at 8:00 a.m. and end at 4:30 p.m. The normal workweek will consist of five consecutive workdays, Monday through Friday. Employees shall account for each hour of their work week by working or utilizing leave time. (See Leave Benefits below) Employees shall not take time off without pay unless it falls within the leave benefits provided. Flextime arrangements must be approved by the department director and city administrator. The department director or city administrator may deny requests for flextime at their sole discretion. Flextime arrangements shall not negatively affect service levels. Employees with flextime arrangements may be asked to adjust their schedules periodically or to discontinue flextime to accommodate vacations, sick/ESST leave, or other issues within the department. Seniority Patrol Shift Bid The Chief of Police or their designee shall post the seniority patrol shift bid for the following year on the second Monday of October. Patrol officers and patrol sergeants shall have until October 31st to complete their shift bids. City Hall Summer Office Hours Summer Office Hours shall be the period between the Sunday preceding Memorial Day Page 244 of 312 P a g e 8 | 81 and the Saturday preceding Labor Day. City Hall Summer Office Hours shall be staffed as follows: 7:30 a.m. to 5:00 p.m. Monday – Thursday 7:30 a.m. to Noon, Fridays All City Hall customer service desks shall be staffed and all City Hall services will be available during the period of Summer Office Hours. Employee Schedule Supervisors shall set a schedule with their employees for the Summer Office Hours period or review a schedule with their employees at the beginning of each work week. Employees working 7:30 a.m. to Noon on Friday shall work one 8.5-hour day another day of the same week. Summer Office Hours shall not create overtime for any non-exempt employees. Flextime Arrangements Employees approved to work a flextime arrangement shall determine their Summer Office Hours flextime arrangement with their supervisor prior to the beginning of Summer Office Hours period. Employee Leave All City Hall employees taking leave on a Friday during the Summer Office Hours period shall take four (4) or four and one half (4.5) hourshours' leave for that day depending on their Summer Office Hours schedule. All City Hall employees taking leave on a Monday through Thursday shall take eight and one half (8.5) or nine (9) hours of leave for each day depending on their Summer Office Hours schedule. Bereavement leave is explained in the Bereavement Leave section of this manual. Holidays For holidays that fall on Monday through Thursday, eight (8) hours of holiday shall be paid and one (1) hour of vacation or compensatory time shall be used or one (1) additional hour of work may be performed on another day of the same work week with department director approval. For holidays that fall on Friday, employees will take four (4) or four and one half (4.5) hours of holiday time and utilize theirthe remaining four (4) or three and one half (3.5) hours of holiday time, with supervisor approval, at another time during the same pay period. Page 245 of 312 P a g e 9 | 81 Paydays As provided by Minnesota law, all employees are required to participate in direct deposit. Employees (except on-call firefighters) will be paid biweekly on alternate Fridays, adjusted according to bank holiday schedules. Timekeeping Timesheets and any other time reports shall be approved and submitted to payroll by noon on the Monday before pay day. Failure to submit time reports on time or to approve employee’s time reports on time may be subject to discipline. An accurate record of hours worked, and any leave time used by nonexempt employees is necessary to comply with the provisions of the federal and state Fair Labor Standards Acts. Elk River utilizes different types of timekeeping systems. Employees using a schedule-based electronic timekeeping system have work schedules that are set by supervisors before each work period. Any deviation to an employee’s work schedule shall be immediately updated in the timekeeping system. It is the employee’s responsibility to ensure their time records are maintained accurately. Your finalized work schedule and approved exceptions signifiessignify physical approval of your time record per FLSA and state statutes. Non-exempt employees utilizing a timesheet-based timekeeping system shall record their hours worked each day in 15 minute increments. Requests for time off shall be made and approved prior to the time off. If time off is unscheduled, the request and approval shall be made as soon as practicable but no later than the end of the pay period. Submission of timesheets acknowledges accuracy of your time record per FLSA. Employees utilizing a kiosk to punch in and punch out are responsible to punch in at the beginning of each shift and punch out at the end, punch in and out for meal breaks, and to notify their supervisor immediately of any missed punches or other errors in their time record. Requests for use of Earned Sick and Safe Time (ESST) shall be made through the HRIS systemin writing directly to the supervisor. Exempt employees are paid a set salary for each pay period and do not record hours worked. Exempt employees utilizing paid leave time shall request leave time and receive approval through the time keeping system prior to the leave being taken. Submission of timesheet acknowledges accuracy of paid time off. Time off and overtime requests shall be made by the employee through the timekeeping system and shall be approved or denied by the supervisor through the timekeeping system. Requests shall be made in 15 minute increments. Requested leave (vacation or compensatory time and planned leaves of absence) must be submitted to supervisors through the timekeeping system with as much advance notice as possible. Leave requests are not final until approved by the supervisor in the timekeeping system. Employees are provided with secure access to their time records and shall not share their password with co-workers. All employees are responsible to ensure their time records Page 246 of 312 P a g e 10 | 81 are accurate. The hours reflected in the timekeeping system are the hours employees will be paid for each pay period. It is the employee’s responsibility to monitor their hours to ensure they accurately reflect the hours worked. If the employee feels there is a discrepancy, it is their responsibility to bring it to the attention of their supervisor. Supervisors are responsible to ensure employees are maintainingmaintain their time records accurately. Reporting false information is a crime and shall result in disciplinary action up to and including immediate termination. Overtime and Compensatory Time for Non-Exempt Employees The City Council considers and approves projected overtime expenses in the annual budget process. Department directors and division managers must manage overtime costs in accordance with their budget and exceptions must be communicated in writing to the city administrator. Overtime All employees may be required to work overtime as requested by their supervisor. Refusal to work overtime as requested may result in disciplinary action. Supervisors will make reasonable efforts to balance the personal needs of their employees when assigning overtime work. All overtime must be authorized in advance by the employee’s supervisor. An employee who works overtime without prior approval may be subject to disciplinary action. Non- exempt employees (eligible for overtime pay) are not authorized to take work home or work through lunch without prior approval from their supervisor. The city complies with applicable state and federal laws governing accrual and use of overtime. Only employees to whom the overtime provisions of the state and/or the federal FLSA apply are required to be compensated for overtime work. The city administrator and human resources manager will determine whether each employee is “exempt” or “non-exempt” in accordance with federal law. Overtime eligible (non-exempt) employees will be compensated at the rate of one and one-half times their base hourly rate for hours worked over 40 in one workweek. However, non-exempt employees employed in fire protection or law enforcement activities may be paid overtime based on the 7(k) exemption as defined by the FLSA (29 U.S.C. § 207(k)). Vacation time, compensatory leave hours taken, holiday time off (pursuant to the Holidays policy below), bereavement, and sick and ESST leaves generally will count toward “hours worked” for non-exempt employees. Compensatory Time Overtime compensation will be paid for overtime hours, unless the employee and department director mutually agree in advance of performance of the work that the Page 247 of 312 P a g e 11 | 81 overtime will be banked as compensatory time in lieu of overtime compensation. Employees may request and use compensatory time off in the same manner as other leave requests. Compensatory time must be marked as such on timesheets, both when it is earned and used. Overtime hours not specified as compensatory time will be paid with overtime compensation. Finance maintains compensatory time records. Employees may accumulate and “bank” up to 40 hours of compensatory time. As compensatory time off is utilized, additional compensatory time may be banked, not to exceed 40 hours. Overtime earned after 40 hours of banked compensatory time will be paid at the overtime rate. No more than forty (40) hours of compensatory time may roll over from one calendar year to the next. Upon termination of employment, employees will be paid for all accrued but unused compensatory time. Call Back Pay Employees called to work on an unscheduled or emergency basis shall receive a minimum of two (2) hours overtime pay for returning to their designated work location and performing duties associated with the event requiring the call-back. Call Backs resulting in work beyond two (2) hours will be paid according to the actual time worked by the employee calculated to the nearest 15-minutes at regular or overtime pay depending on the number of hours worked for the week. Employees who can respond to a Call Back remotely without returning to their designated work area using electronic means to address problems/concerns will be compensated with 15-minutes of pay at regular or overtime pay depending on the number of hours worked for the week. Extended or continual problems/concerns resulting in excessive remote monitoring will be evaluated for compensation by the supervisor and administration. Overtime pay for holidays is explained in the Holidays section of this manual. On-Call Pay Employees may be assigned by the city to respond on short notice to render service outside of their regularly scheduled work shift. Wastewater operators in an on-call status, must carry the city-issued iPad (or compatible smart phone) to perform diagnostic review of alarm conditions, report to and perform required duties on the wastewater system on Saturday, Sunday, and paid holidays that fall within their assigned week. Establishment of an on-call schedule shall be at the discretion of the supervisor based on the needs of the city. Scheduled on-call time shall be distributed as equally as practicable. On-call schedules shall be posted in the workplace at least two (2) weeks prior to initiation of the on-call schedule. The weekly on-call period begins and ends on Monday mornings at 8:00 a.m. Page 248 of 312 P a g e 12 | 81 Expectations of employees on call: ▪ Employees shall be available for response outside of scheduled work hours when in an on-call status. ▪ Wastewater employees in an on-call status shall report to work within thirty (30) minutes of phone call attempt from their supervisor, emergency dispatch, or from an alarm condition reported through an electronic control monitoring program. ▪ Non-wastewater employees in an on-call status shall report to work within forty- five (45) minutes of phone call attempt from their supervisor, emergency dispatch, or from an alarm condition reported through an electronic control monitoring program. ▪ Employees shall be prohibited from chemical impairment when in an on-call status. Chemical impairment is defined as a mental or physical state which would be illegal to operate a vehicle or equipment consistent with the position description. ▪ Employees may request vacation or compensatory time off when on-call with prior supervisor approval and are responsible for finding another employee to assume their shift. ▪ In the event of an unforeseen circumstance (family emergency, accident, etc.) which prevents an on-call response, the employee shall notify his/her supervisor as soon as reasonably possible. o An employee missing an on-call response shall be removed from on-call status until his supervisor is properly notified by the employee of his/her availability to return to on-call status. Employees assigned to positions within a collective bargaining unit shall receive on-call pay in accordance with the articles listed within their respective labor agreements. Non- exempt employees in positions outside of a collective bargaining unit shall receive on-call pay in accordance with the Compensation Plan for Non-Organized Employees. Employees failing to respond as detailed above while in a paid on-call status will not receive on-call pay for that day and will be subject to discipline. When an on-call employee, through notice as detailed above, returns to work and/or renders service on behalf of the city, they shall be compensated in accordance with the Call-Back Pay policy as defined above. Staffing Inventory Supervisors may contact employees to determine potential availability for a future unscheduled work shift. A positive response to availability does not commit employees to respond. This staffing inventory is a voluntary response, not a commitment to availability. In the event an employee responds positively and is later unable to respond, supervisors have no remedy for discipline or retaliation, Time off for Exempt Employees Page 249 of 312 P a g e 13 | 81 Positions classified as Exempt do not qualify for overtime compensation per the FLSA. Exempt employees are expected to work the hours necessary to meet the performance expectations outlined by their supervisors, the city administrator, and the City Council. Generally, to meet these expectations, an exempt employee is often required and expected to work in excess ofmore than forty (40) hours per week. Exempt employees are required to use paid leave when on personal business or away from the office for a significant part of the workday. Based on supervisor’s discretion, absences of a few hours do not require the use of paid leave as it is presumed that the employee works more than 40 hours per week. Exempt employees shall communicate their absence to the city administrator or his/her designee.who receive banked holiday hours shall request their holiday time off in advance of the time being taken off. Personal time off shall not be on a one-for-one basis with excess hours worked. If an exempt employee is regularly absent from work under this policy and it is found there is excessive time away from work that is not justified, the situation will be handled as a performance issue. If it appears that less than forty (40) hours per week is needed to fulfill the position’s responsibilities, the position will be reviewed to determine whether a part-time position will meet the needs of the city. Additional notification and approval requirements may be adopted by the city administrator for specific situations as determined necessary. Report of Employee Information Changes The city attempts to maintain complete and accurate employee information and complies with data privacy laws. It is important that your permanent personnel records are kept accurate and up to date. Immediately notify Human Resources when there is a change in any of the following: ▪ Name (through marriage or otherwise) ▪ Address ▪ Marital status ▪ Number of children ▪ Beneficiaries for life insurance and retirement ▪ Telephone number ▪ Person to contact in case of emergency ▪ Other changes which may affect benefits coverage Many changes can and should be made by the employee directly in the Human Resources Information System. Performance Appraisals Performance appraisals are an opportunity for employees, supervisors, and the city to assess employee job performance. The performance appraisal system is designed to: ▪ Ensure that quality services are provided to the public at the least possible cost. Page 250 of 312 P a g e 14 | 81 ▪ Motivate and develop employees to their fullest potential. ▪ Clarify roles and mutual expectations of supervisors and employees. ▪ Promote open and ongoing communication between employees at all levels, including feedback from subordinates to supervisors. ▪ Assist in determination of whether employees are meeting the established performance standards for their position. Performance appraisals generally will be maintained in the employee’s electronic personnel file. Immediate supervisors will conduct performance appraisals annually and may conduct formal or informal performance appraisals more frequently if necessary or prescribed by the city administrator or the department director. The performance appraisal usually will be in writing and must be acknowledged by the employee and supervisor. Acknowledgement of the performance appraisal document by the employee recognizes that the review has been discussed with the supervisor and does not necessarily constitute agreement. Failure to acknowledge the document by the employee will not delay processing. Employees do not have the right to change or grieve their performance appraisal but may submit a written response which will be included in the employee’s profile. Attendance Every employee has an important role in maintaining a productive workplace. Therefore, it is essential that all employees report to work every day as scheduled. Unsatisfactory attendance, including reporting late to work and leaving work early may result in disciplinary action up to and including discharge. If an employee must be absent from work for any reason, other than approved time off, s/he must notify his/her immediate supervisor at least thirty (30) minutes prior to the start of his/her normal working hours. If an emergency prevents the employee from notifying his/her supervisor at such time, the employee must call his/her immediate supervisor as soon as possible during the workday. Rest/Meal Break Non-exempt, full-time employees shall receive a paid rest break not to exceed fifteen (15) minutes away from job duties on one occasion during each four (4) hour work shift. Part- time employees shall receive a paid rest break not to exceed fifteen (15) minutes during a work period of four hours. Rest breaks cannot exceed fifteen (15) minutes, including the time required to get to and from a rest break area. All employees scheduled to work eight six (86) or more hours per shift are required to take a half-hour, unpaid meal break. Employees of Northbound and Westbound Liquor are required to stay “on duty” in the building and be reachable by other employees should their assistance be required during Page 251 of 312 P a g e 15 | 81 their break. In consideration of this, Northbound and Westbound Liquor employees are paid during their break time. Employees may not purposely miss rest breaks in order to accumulate time to leave early at the end of the day; all rest breaks and meal breaks must be taken. Employment of Relatives All employees are hired as the most qualified candidate based on qualifications, skills, and ability. Employment is not restricted to more than one member of a family (including spouse, children, parents, siblings, in-laws, or other immediate relative). No family member will be hired where: ▪ One family member would have the authority or practical power to supervise, appoint, remove, or discipline the other. ▪ One family member would be responsible for auditing the work of the other. ▪ Circumstances exist which would place the family member in a situation of actual or reasonably foreseeable conflict between the city’s interests and their own. ▪ The family member has a relative employed by an organization with whom the city has business dealings and in the city’s judgment the position and job responsibilities of both the employee and family member would create an appearance of improper influence or favor or would jeopardize the confidentiality of data maintained by the city. Supplemental Employment Elk River does not restrict employees from engaging in outside employment. However, regular, full-time employees are expected to consider city work their primary employment. Employees may not engage in outside employment that interferes with the performance of one’s city duties, that represents a conflict of interest, or that may influence or bias an employee’s job-related decision-making ability. The city will not adjust work hours to facilitate the scheduling of outside employment. If a supervisor believes an employee’s outside employment is detrimental to the city and his/her position, the employee may be asked to discontinue the outside employment. If an employee is asked to discontinue outside employment and fails to do so, s/he may be subject to discipline up to and including termination. Page 252 of 312 P a g e 16 | 81 Separation from Employment Resignation The purpose of proper notice is to ensure an orderly transition of responsibilities and open work items. Holidays or the use of vacation, sick/ESST, or compensatory time may only be approved by the city administeradministrator to be considered proper notice. Employees are not eligible for pay increases after resignation notice has been given. With proper notice, the employee will be compensated for any accrued, unused vacation time. If eligible, s/he may also be compensated for a portion of banked sick/ESST leave as stated in the Severance Pay Section of this policy manual. Proper notice must be submitted in writing to the employee’s supervisor. Employees working a typical Monday through Friday schedule must provide notice at least ten (10) working days prior to the separation date. Department directors must provide a twenty (20) working day notice. Employees working a shift schedule that may include weekends and evenings shall provide a fourteen (14) calendar day notice. Non-exempt employees will be compensated for any accrued but unused compensatory time as of the date of separation. An unauthorized absence from work for a period of three (3) or more working days may be considered a resignation without proper notice. Failure to comply with this notice procedure may be considered reason for denying an employee future employment with the city. Termination Employees terminated from employment have no right or expectation of payment of accrued vacation, sick/ESST, and/or holiday leave time. Retirement Employees who retire from employment must follow the Resignation policy above and may be eligible for retirement programs as provided by state or federal law. Layoffs The City Council has the authority to lay off any employee when such action becomes necessary as determined in the city’s sole discretion. The city will attempt to provide a ten (10) working day notice prior to a layoff. Severance Pay An regular full-time or regular part-time employee resigning employment may be eligible for a cash payment for a portion of unused sick leave. For the purpose of this section, sick leave is the combination of an employee’s sick leave bank and Earned Sick and Safe Time (ESST) bank. Accrual for the year of payment shall be based on 3.6924 or 2.4616 hours per pay period, whichever is applicable to employee. To receive a severance payout, the Page 253 of 312 P a g e 17 | 81 following conditions shall be met: ▪ The employee must be a regular full-time or regular part-time employeeearn sick leave per the Sick Leave policy below; and ▪ The employee must leave in good standing, not terminated by the city; and ▪ S/he must provide proper notice of resignation as stated above (with city administrator discretion); and ▪ S/he must execute a release of claims. Payment shall be based on the consecutive years of leave-eligible service completed by the employee with the City of River and his/her accrued sick/ESST leave balance. Payment shall be at the rate of pay when the resignation is submitted. For Employees hired before August 8, 2023, and completing two (2) years of consecutive service, the severance payment is calculated at fifty percent (50%) of the accumulated sick/ESST leave balance up to a maximum paid of four hundred eighty (480) hours. Employees hired August 8, 2023, or later, and completing five (5) years of consecutive service, will receive a payout as outlined below: 5-9 consecutive years of service 40% of up to 960 hours 10 or more consecutive years of service 50% of up to 960 hours An employee eligible for Severance Pay as noted above and eligible for PERA benefits will receive payout as outlined below. 15-19 consecutive years of service 60% of up to 960 hours 20-24 consecutive years of service 65% of up to 960 hours 25-29 consecutive years of service 70% of up to 960 hours 30-32 consecutive years of service 75% of up to 960 hours 33 or more consecutive years of service 80% of up to 960 hours Accumulated leave in excess ofmore than nine hundred sixty (960) hours is not eligible for a severance payment. Sick leave shall continue to accumulate in excess of nine hundred sixty (960) hours to be used in accordance with the Family Medical Leave Act. Due to unforeseen circumstances and in his/her sole discretion, the city administrator may grant exceptions to provide partial payout prior to five (5) years of service. Exit Interviews Human Resources shall conduct a brief interview with each employee separating from city employment. The interview seeks to identify employee morale trends triggered by policy concerns, management/communication gaps, workload levels, and the general workplace environment. Page 254 of 312 P a g e 18 | 81 Leave Benefits The city and state law provides leaves of absence according to the following policies. A Request for Leave Request of Absence form must be completed for foreseeable leaves other than vacation. Forms are available on Access Elk River or from Human Resources. When possible, advance notice of a leave should be provided to the employee’s department director so work schedules can be adjusted accordingly. Many types of leave below have notice requirements. It is the employee’s responsibility to review these policies and follow the notice requirements. Notice is not considered given until a Leave Request has been submitted. Depending upon an employee’s situation, more than one form of leave may apply during the same period (e.g., the Family and Medical Leave Act is likely to apply during a workers’ compensation absence). Not all types of leave are compensated. Employees taking FMLA leave are rquired to take vacation, sick, ESST, or compensatory time concurrently, unless they are also taking MN Paid Leave. An employee will need to meet the requirements of each form of leave separately and all eligible leaves will run concurrently, as allowed by law. Leave requests will be evaluated on a case-by-case basis. Employees shall record worked hours or use only one type of paid leave for each scheduled work hour. Time off without pay is not allowed outside of the leave policies below. Except as otherwise stated, all paid time off taken under any of the city’s leave programs must be taken concurrently, or, when allowed by law, consecutively, with no intervening unpaid leave. The city will provide employees with time away from work as required by state or federal statutes if there are requirements for such time off that are not described in the personnel policies. The city will not discharge, discipline, penalize, interfere with, or otherwise retaliate or discriminate against an employee for asserting leave rights in accordance with these policies. Vacation Leave Paid vacation leave is provided for regular, full-time employees and on a prorated basis for eligible part-time employees. To be eligible, part-time employees must work a set schedule with a minimum of forty (40) hours per biweekly pay period. Most temporary, seasonal, and part-time employees are not eligible for vacation benefits. Vacation leave is accrued based on consecutive years of leave-eligible service. To determine an employee’s vacation accrual rate, years of service will include all continuous time the employee has worked at the city in a position that is eligible for paid leave (including authorized unpaid leave). Employees who are rehired after terminating city employment will not receive credit for their prior service unless specifically negotiated at the time of hire. Leave-eligible employees hired before December 31, 2020, may carry more than 240 hours of vacation leave during a year but may not carry more than 240 hours forward to Page 255 of 312 P a g e 19 | 81 the next calendar year. Employees hired after January 1, 2021, shall accrue 120 working hours per year at the start of eligible employment through the completion of their ninth (9th) year. Effective August 8, 2023, these employees may not carry more than 120 hours forward to the next calendar year but may carry more than 120 hours during a year. Employees with fewer than eight (8) years of service as of January 1, 2021, who elected to reduce their annual carryover rate in return for the reduced annual accrual may carry more than their annual accrual amount of vacation leave during a year but, effective August 8, 2023, may not carry more than their annual accrual amount forward to the next calendar year. For the purpose of this policy, annual accrual amount is defined as the Accrual Rate hours listed below that reflect the Length of Service of the employee at the end of the calendar year. Employees accrue vacation leave at the following rates with the exception of 2021 and later hires and eligible employees who have requested and acknowledged the new accrual and carry- over rate: Length of Service Accrual Rate From start of eligible employment through completion of the 5th year 88 working hours per year Beginning of the 6th year through completion of the 7th year 112 working hours per year Beginning of the 8th year through completion of the 9th year 120 working hours per year Beginning of the 10th year through completion of the 11th year 128 working hours per year Beginning of the 12th year through completion of the 13th year 136 working hours per year Beginning of the 14th year through completion of the 15th year 144 working hours per year Beginning of the 16th year through completion of the 17th year 152 working hours per year Beginning of the 18th year 160 working hours per year Beginning of the 19th year 168 working hours per year Beginning of the 20th year 176 working hours per year Beginning of the 21st year 184 working hours per year Page 256 of 312 P a g e 20 | 81 Beginning of the 22nd year through completion of the 24th year 192 working hours per year Beginning of the 25th year and thereafter 200 working hours per year Vacation leave requires supervisor approval. Employees may not use vacation leave during their Orientation Period unless authorized by the city administrator. Employees taking more than two (2) consecutive weeks of vacation or a combination of vacation and compensatory time must obtain prior approval from the city administrator. The city will make every effort to grant vacation time as requested but reserves the right to deny or approve vacation schedules. 40/40/40 Vacation Payout Option Employees may request a one-time per year payout of forty (40) hours of accumulated vacation after taking at least forty (40) hours of vacation leave provided that after the reduction of the eighty (80) hours the employee retains a minimum vacation balance of forty (40) hours. The irrevocable election to take the 40/40/40 option must be made by the end of the calendar year prior to taking the vacation. The vacation payout will occur following a valid written request by the employee indicating the above criteria have been met or the second pay day in November of each year, whichever comes first. Sick Leave Employees hired before January 1, 2025, may have a bank of sick leave. Leave time is no longer being accrued into sick banks. Sick leave is not a privilege or vested right that an employee may use at his/her discretion. Eligible employees may use sick leave only for the following: ▪ When an employee is unable to perform work duties due to illness or disability (including pregnancy). ▪ For medical, dental, or other care provider appointments. ▪ When an employee has been exposed to a contagious disease of such a nature that his/her presence at the workplace could endanger the health of others. ▪ To care for the employee’s injured or ill children, including stepchildren or foster children, for such reasonable periods as the employee’s attendance with the child may be necessary. ▪ To take children, or other family members to a medical, dental, or other care provider appointment. ▪ To care for an ill family member for such reasonable periods as the employee’s attendance may be necessary. For the purpose of this section, family member is defined as the employee’s stepchild, biological, adopted or foster child, spouse, parent, and stepparent.Paid sick leave is provided for regular, full-time and on a prorated basis for eligible part-time employees. Regular, full-time employees accrue sick leave at a rate of eight (8) working hours for each calendar month reduced by Earned Sick and Safe Time (ESST) bank as defined below. To Page 257 of 312 P a g e 21 | 81 be eligible, part-time employees must work a set schedule with a minimum of forty (40) hours per biweekly pay period. Most temporary, seasonal, and part-time employees are not eligible for sick leave. Total leave banked as sick leave and ESST will be checked on the last pay day in October of each year. • If Employee is at or over 960 accrued hours, they will begin accruing leave at the rate of eight (8) days per year on the first pay day in November. • If Employee is under 960 accrued hours, they will remain accruing at the rate of twelve (12) days per year. When balances are checked on the last pay day in October the following year, employees accruing at the eight (8) days per year rate shall have one-half (1/2) of the previous year’s accrued hours paid into Employee’s Post Employment Health Care Savings Plan and the remaining half will remain in the employee’s sick leave bank. (i.e.: If you begin the year at the eight (8)-day accrual rate half of your year’s accrual will be paid into your PEHCSP at the end of the year and the other half will remain in your bank.) If the balance is below 960 when checked the following year, the employee returns to the twelve (12) days per year accrual rate. Employees are not eligible for PEHCSP payment when accruing at the twelve (12) days per year rate and all unused accrued hours remain in their bank. If the balance is at or above 960 when checked, the employee will move to or remain in the eight (8) day per year accrual plan. There is no limit on the amount of accrued sick leave that can be accumulated and carried forward from one year to the next. Employees must notify their immediate supervisor at least thirty (30) minutes before the start of their regular start time if s/he intends to be absent from work. If an emergency prevents the employee from notifying the immediate supervisor, s/he must contact the immediate supervisor as soon as possible during the workday. Employees are required to keep their immediate supervisor informed of their anticipated return to work. Employees are is responsible to ensure sick time usage is recorded in the timekeeping system as soon as practicable but no later than the end of the pay period in which the time was taken. After an absence, a physician’s statement may be required on the employee’s first day back to work, indicating the nature of the illness or medical condition and attesting to the employee’s ability to return to work and safely perform the essential functions of the job with or without reasonable accommodation. Any work restrictions must be stated clearly on the return-to-work form. Employees who have been asked to provide such a statement may not be allowed to return to work until they comply with this provision. Sick leave may be denied for any employee required to Page 258 of 312 P a g e 22 | 81 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 workers’ 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 is required by the city. An employee attempting to use sick time for reasons other than those explicitly permitted in this policy will be subject to disciplinary action up to and including termination. A doctor’s note shall be required if an employee is absent more than three two (32) days or if abuse of sick leave is suspected. In some circumstances, an employee may be requested to submit to a medical examination by a physician or medical facility licensed to practice medicine. In such a circumstance, the city may select the physician and facility that will conduct the examination. Earned Sick and Safe Time Leave Earned Sick and Safe Time (ESST) is paid leave that can be used for certain reasons, including when an employee is sick, to care for a sick family member, when work or a child’s school is closed, or to seek assistance if an employee or their family member has experienced domestic abuse, sexual assault, or stalking. This specific leave applies to all employees (including temporary and part-time employees) performing work for the city for at least 80 hours in a calendar year for the city. Paid On-Call Firefighters and elected officials or someone appointed to fill an elected office vacancy are not eligible. Accrual of ESST Beginning January 1, 20242025, Minnesota law requires all leave time provided to employees for personal illness or injury to be available for use as the implementation of Earned Sick and Safe Time (ESST). Regular, full-time and part-time employees no longer accrue time into sick banks and accrue ESST at a rate of eight (8) working hours for each calendar month, prorated for regular part-time employees. To be eligible as a regular part-time employee, part-time employees must work a set schedule with a minimum of forty (40) hours per biweekly pay period. ESST is paid leave that can be used for certain reasons, including when an employee is sick, to care for a sick family member, when work or a child’s school is closed, or to seek assistance if an employee or their family member has experienced domestic abuse, sexual assault, or stalking. This specific leave applies to all employees (including temporary and part-time employees) performing work for at least 80 hours in a year for the city. For all non-regular employees, ESST is earned at the rate of one hour for every 30 hours worked, up to a maximum of 48 hours earned per calendar year with a maximum bank balance of 80 hours. The hourly rate of ESST is the same hourly rate an employee earns from employment with the city. Page 259 of 312 P a g e 23 | 81 Employees eligible for Sick Leave as defined in the section above will have a portion of that sick leave designated as ESST. Employees not eligible for Sick Leave as defined in the section above who work for the city at least 80 hours in a calendar year will accrue ESST at the rate of 1 hour for every 30 hours worked. ESST may begin accruing at the beginning of the calendar yearemployment although employees may not use ESST until they have worked 80 hours in that year. Unused ESST is not paid out at the end of employment except as provided under Severance Pay above. After the employee has worked 80 hours in the calendar year, ESST may be used as it is accrued in the smallest increment of time tracked by the city’s payroll systemfor which employees are paid. For employees recording work hours on a timesheet, ESST may be used in 15 minute increments. For employees punching in and out on a kiosk, ESST may be used for the time lost in your scheduled shift. An employee may use accrued ESST for the following reasons: ▪ an employee's: o mental or physical illness, injury, or other health condition; o need for medical diagnosis, care, or treatment of a mental or physical illness, injury, or health condition; or o need for preventive medical or health care; or o need to make arrangements for or attend funeral services or a memorial, or address financial or legal matters that arise after the death of a family member; ▪ care of a family member: o with a mental or physical illness, injury, or other health condition; o who needs medical diagnosis, care, or treatment of a mental or physical illness, injury, or other health condition; or o who needs preventive medical or health care; ▪ absence due to domestic abuse, sexual assault, or stalking of the employee or employee's family member, provided the absence is to: o seek medical attention related to physical or psychological injury or disability caused by domestic abuse, sexual assault, or stalking; o obtain services from a victim services organization; o obtain psychological or other counseling; o seek relocation or take steps to secure an existing home due to domestic abuse, sexual assault, or stalking; or o seek legal advice or take legal action, including preparing for or participating in any civil or criminal legal proceeding related to or resulting from domestic abuse, sexual assault, or stalking; ▪ closure of the employee's place of business due to weather or other public emergency or an employee's need to care for a family member whose school or place of care has been closed due to weather or other public emergency; ▪ the employee's inability to work or telework because the employee is: o prohibited from working by the employer due to health concerns related to the potential transmission of a communicable illness related to a public Page 260 of 312 P a g e 24 | 81 emergency; or o seeking or awaiting the results of a diagnostic test for, or a medical diagnosis of, a communicable disease related to a public emergency and such employee has been exposed to a communicable disease or the employee's employer has requested a test or diagnosis; and ▪ when it has been determined by the health authorities having jurisdiction or by a health care professional that the presence of the employee or family member of the employee in the community would jeopardize the health of others because of the exposure of the employee or family member of the employee to a communicable disease, whether or not the employee or family member has actually contracted the communicable disease. For the purposes of this subdivision, a public emergency shall include a declared emergency as defined in MN Statute Section 12.03 or a declared local emergency under MN Statute Section 12.29. ESST may be used for the following family members: ▪ an employee's: o child, foster child, adult child, legal ward, child for whom the employee is legal guardian, or child to whom the employee stands or stood in loco parentis; o spouse or registered domestic partner; o sibling, stepsibling, or foster sibling; o biological, adoptive, or foster parent, stepparent, or a person who stood in loco parentis when the employee was a minor child; o grandchild, foster grandchild, or stepgrandchildstep grandchild; o grandparent or stepgrandparentstep grandparent; o a child of a sibling of the employee (niece or nephew); o a sibling of the parents of the employee (aunt or uncle); or o a child-in-law or sibling-in-law; ▪ a spouse or registered domestic partner’s family members as listed above; ▪ any other individual related by blood or whose close association with the employee is the equivalent of a family relationship; and ▪ up to one individual annually designated by the employee. Required Notices If the need for the use of ESST is foreseeable, the employee must provide notice at least seven (7) days in advance of the use of the leave. Notice shall be provided by making the request through the employee’s time management or HRIS system, or for extended leave, by completing a Leave Request form. Employees who punch in and out using a kiosk or timeclock shall provide written notice directly to their supervisor specifically identifying the use of ESST. If the need is unforeseeable, the employee must provide notice as soon as practicable. If possible, employees must notify their immediate supervisor at least thirty (30) minutes Page 261 of 312 P a g e 25 | 81 before the start of their regular start time if s/he intends to be absent from work. If an emergency prevents the employee from notifying the immediate supervisor, s/he must contact the immediate supervisor as soon as possible during the workday. Employees are required to keep their immediate supervisor informed of their anticipated return to work. Employees shall follow notice requirements for the use of sick time set forth in union contracts if different from the requirements above. Employees are is responsible to ensure sick ESST time usage is recorded in the timekeeping system as soon as practicable but no later than the end of the pay period in which the time was taken. Time off requests must include who the time is being used for, their relation to the employee, and the reason for the use. When an employee uses ESST for more than three two consecutive workdays, the employee shall provide appropriate supporting documentation (such as medical documentation supporting medical leave, court records or related documentation to support safety leave). However, if the employee or employee's family member did not receive services from a health care professional, or if documentation cannot be obtained from a health care professional in a reasonable time or without added expense, then reasonable documentation may include a written statement from the employee indicating that the employee is using, or used, ESST for a qualifying purpose. The city will not require an employee to disclose details related to domestic abuse, sexual assault, or stalking or the details of the employee’s or the employee’s family member’s medical condition. In accordance with state law, the city will not require an employee using ESST to find a replacement worker to cover the hours the employee will be absent. Employees may volunteer to seek a replacement worker or trade shifts to cover their ESST absence. Carry Over of ESST Employees will carry over accrued but unused ESST into the following calendar year. Accrued but unused ESST shall never exceed 80 hours for non-regular employees. Retaliation Prohibited The city shall not discharge, discipline, penalize, interfere with, or otherwise retaliate or discriminate against an employee for asserting ESST rights, requesting an ESST leave absence, or pursuing remedies. Further, use of ESST will not be factored into any attendance point system the city may use. Additionally, it is unlawful to report or threaten to report a person or a family member’s immigration status for exercising a right under ESST. Benefits and Return to Work During an employee’s use of ESST, an employee will continue to receive the city’s employer insurance contribution as if they were working, and the employee will be responsible for any share of their insurance premiums. An employee returning from time off using accrued ESST is entitled to return to work at the same rate of pay received when their leave began, plus any automatic pay Page 262 of 312 P a g e 26 | 81 adjustments that may have occurred during the employee’s time off. Seniority during ESST absences will continue to accrue as if the employee has been continually employed. When there is a separation from employment with the city and the employee is rehired again within 180 days of separation, previously accrued ESST that had not been used or paid out will be reinstated. An employee is entitled to use and accrue ESST at the commencement of reemployment. Sick and ESST Bank Balances for Regular Employees Total leave banked as sick leave and ESST will be checked on the last pay day in October of each year. • If Employee is at or over 960 accrued hours, they will begin accruing leave at the rate of eight (8) days per year on the first pay day in November. • If Employee is under 960 accrued hours, they will remain accruing at the rate of twelve (12) days per year. When balances are checked on the last pay day in October the following year, employees accruing at the eight (8) days per year rate shall have one-half (1/2) of the previous year’s accrued hours paid into Employee’s Post Employment Health Care Savings Plan (PEHCSP) and the remaining half will remain in the employee’s sick leave bank. (i.e.: If you begin the year at the eight (8)-day accrual rate half of your year’s accrual will be paid into your PEHCSP at the end of the year and the other half will remain in your bank.) If the balance is below 960 when checked the following year, the employee returns to the twelve (12) days per year accrual rate. Employees are not eligible for PEHCSP payment when accruing at the twelve (12) days per year rate and all unused accrued hours remain in their bank. If the balance is at or above 960 when checked, the employee will move to or remain in the eight (8) day per year accrual plan. There is no limit on the amount of accrued sick/ESST leave that can be accumulated and carried forward from one year to the next. Sick Leave Donation With the written consent of the city administrator, employees who earn Sick Leave may donate leave to fellow employees experiencing a major illness such as, but not limited to, heart attack, stroke, organ transplant, or other illness all of which must be supported by a physician’s diagnosis, a catastrophic accident with serious injuries supported by a physician’s diagnosis, or to care for a spouse or dependent under the same circumstances. An employee is eligible to receive donated leave: 1. If the employee currently earns sick leave. 2. After all their own sick, vacation, compensatory, or other leaves are exhausted. Page 263 of 312 P a g e 27 | 81 3. Only for normal work hours lost due to the illness for which the leave is donated. 4. Only for time not covered by disability insurance or Workers’ Compensation. 5. Up to a maximum of 240 hours. 6. If the physician’s diagnosis indicates the employee will be able to return to work after rehabilitation or recovery. If the employee is eligible for FMLA, donated leave is used concurrently with FMLA leave and must be used within twelve (12) weeks of the date of the illness or be forfeited. If the condition of the recipient improves and s/he is able to return to work either in a light duty capacity, if work is available, or to his/her normal work schedule, any donated leave time shall be forfeited and remain in the bank of the donor. An employee may donate up to sixteen (16) hours per recipient per year made in increments of not less than eight (8) hours. Employees with a combined sick leave and ESST balance of more than 960 hours shall donate equal shares of sick or ESST and vacation. Employees with a combined sick leave and ESST balance of less than 960 hours may donate only sick or ESST leave. The employee must complete a Leave Donation Form to donate leave. All donations are anonymous. Donated leave will be paid at the recipient’s current rate of pay. All donated hours become sick leave to the recipient. Donated hours do not qualify to be included as part of sick leave for the severance pay calculation. This policy applies on a prorated basis for part-time employees eligible for sick leave. In the event of a mandatory or recommended quarantine because of a public health event, the city administrator may use his/her discretion to allow leave donation. Holiday Leave Regular, full-time employees are eligible to receive pay for the following holidays: ▪ New Year’s Day ▪ Martin Luther King, Jr. Day ▪ Presidents Day ▪ Memorial Day ▪ Juneteenth ▪ Independence Day ▪ Labor Day ▪ Veterans Day ▪ Thanksgiving Day ▪ Friday after Thanksgiving ▪ Christmas Eve ▪ Christmas Day Regular, PPart-time employees will receive paid holidays on the same basis as regular, full-time employees, except that holiday pay will be pro-rated according to the number of hours worked. To be eligible, part-time employees must work a set schedule with a minimum of forty (40) hours per biweekly pay period. Most temporary and seasonal employees are not eligible for holiday pay. Page 264 of 312 P a g e 2 | 81 For eEmployees working a Monday through Friday workweek, holidays occurring on Saturday are observed the preceding Friday and holidays occurring on Sunday are observed on the following Monday. When a holiday falls during an employee’s vacation or sick leave, the employee will not be charged with vacation or sick leave for the holiday hours; the hours will be considered holiday leave. Although the city prefers that employees enjoy the observed holidays, emergencies may arise. If a non-exempt employee is required by his/her supervisor to work on an actual holiday, the hours worked (in addition to holiday pay) shall be paid as follows: 1. Regular non-exempt full-time and regular non-exempt part-time employees (excluding employees to which #2 below applies) scheduled for or called in to work on the actual holidays listed above shall receive one and one-half the employee’s regular rate of pay in addition to the holiday pay. 2. Holiday benefit-earning liquor store and FT Center employees (excluding senior activity center employees) will be given a bank of holidays (8 hours for each recognized holiday) to use throughout the year. Holidays not used will be paid to the employee in on the first pay day in December of each year. Holidays to be used in December shall be requested and approved no later than the end of business on the Friday before the first pay day in December. Employees will not receive one and one-half the employee’s regular rate of pay if working on a holiday. 3. Employees performing emergency or mission critical snow removal shall be paid double time for hours worked on a holiday. For the purpose of this section, the additional pay applies on the actual holiday if different from the day observed by the city. 4. Firefighters shall be paid double time for emergency response and scheduled Fire Watch hours worked on New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas Eve and Christmas Day. 5. If scheduled to work on the actual holiday listed above, non-holiday benefit eligible part-time, seasonal, or temporary employees shall be paid at 1.5 times their regular rate of pay. Community Event Center non-holiday benefit eligible part-time, seasonal, or temporary employees shall also be paid at 1.5 times their regular rate for working on Easter. Minnesota Paid Leave Overview The city provides time off to eligible employees who qualify for Minnesota Paid Leave (MNPL) benefits under Minnesota law. The city of Elk River is a participant in the MetLife Page 265 of 312 P a g e 3 | 81 Paid Leave program. MNPL benefits are funded through premium contributions payable to MetLife. The premium cost will be split between the city and employee as follows: The city of Elk River will pay 50% of the required premium and employees will pay 50% of the premium cost through payroll deductions starting January 1, 2026. Eligibility Eligibility determinations for MNPL benefits are made by MetLife. Generally, to be eligible for MNPL, you must: • Work at least 50% of the time from a location in Minnesota, including employees who work from home or spend time in other states occasionally. • Meet the financial eligibility requirements by having earned over a specific amount of wages as defined by Minnesota law at the time of your requested leave. Benefit Amount An employee's weekly MNPL benefits are calculated and determined by the Minnesota Department of Employment and Economic Development (DEED). Leave Entitlement and Usage MetLife may approve MNPL leave for the following conditions in a benefit year: • Up to 12 weeks of medical leave (for yourself) to take care of yourself for a serious health condition, including pregnancy, childbirth, recovery, or surgery. • Up to 12 weeks of family leave to: o Bond with a child through birth, adoption, or foster placement o Care for a family member with a serious health condition o Support a military family member called to active duty o Receive covered types of care for yourself or a family member because of domestic abuse, sexual assault, or stalking You can take both types of leave in the same year, but you cannot exceed 20 weeks total within a single benefit year. For example, an employee may be entitled to 12 weeks of family leave to bond with a child and another 8 weeks of medical leave for their serious health condition. Your benefit is a rolling 12-month period measured backward from the first day you take Paid Leave. There is no waiting period for MNPL if you are granted the benefit. MNPL Intermittent Leave Employees may apply for intermittent leave in most cases, provided the leave is reasonable and appropriate to the needs of the individual requiring care. A) Eligibility In addition to the other eligibility requirements under the MN Paid Leave law, employees seeking intermittent leave must have at least eight hours of accumulated leave (unless more than 30 days have lapsed since taking the initial leave). Page 266 of 312 P a g e 4 | 81 B) Notice In situations where employees seek MNPL on an intermittent basis, employees must make a reasonable effort to provide written notice to the human resources manager of the need for intermittent leave before applying for MNPL benefits through MetLife. As part of the notice, employees must provide the city with the following: 1) proposed intermittent leave schedule; and 2) a completed certification from a health care provider identifying the leave as necessary and a reasonable estimate of the frequency and duration and treatment schedule for the leave. C) Increments of Leave & Maximum Number of Hours Employees may take intermittent leave in increments of one hour. If eligible for intermittent leave, the city allows a maximum of 480 hours of intermittent leave in any 12-month period. After reaching the maximum amount of allowed intermittent leave, employees may request continuous MNPL provided the continuous leave does not exceed the maximum amount of MNPL allowed by law. Definitions • Family member includes: o Spouse or partner o Child (including biological, adopted, step, or foster children, or a child you raise even if you are not legally related) o Parent or person who raised you o Sibling o Grandchild or grandparent o In-laws (including son, daughter, father, or mother) o Anyone close to you who depends on you like family, even if not related by blood • A serious health condition means a physical or mental illness, injury, impairment, condition, or substance use disorder. Taking care of yourself for this serious condition may involve evaluation, treatment, inpatient care, recovery, or not being able to perform regular work, attend school, or do regular daily activities. This includes childbirth, conditions related to pregnancy, or surgery. Notice Prior to starting a claim with MetLife, employees need to notify their supervisor of their intent to take leave and complete a Leave Request, which can be found on Access Elk River. If the need for leave is foreseeable, employees must provide at least 30 days’ notice prior to taking leave. The employee must notify the supervisor and human resources as soon as practicable if the dates of scheduled leave change, are extended, or were initially unknown. If the leave is not foreseeable you will still be able to take leave under MNPL and we ask that you provide as much notice as possible. Page 267 of 312 P a g e 5 | 81 How to Apply for Minnesota Paid Leave After the above Notice requirement has been met, you may apply for MNPL through our third-party administrator MetLife. (Notifying your employer first is a requirement of MNPL law.) Instructions on filing a claim can be found on Access Elk River or on your Benefits & HR Info page in UKG. Interaction with Other Laws and Benefits MNPL will run concurrently with any leave and/or wage supplement for which you may be eligible for under local, state, or federal law, or city policy which may include: Family and Medical Leave Act (FMLA), Minnesota Women’s Economic Security Act (WESA) pregnancy and parenting leave, and Workers' Compensation. The city offers short-term disability (STD) and long-term disability (LTD) that may run concurrently and require their own filing requirement pursuant to the terms of the STD and LTD policies. Please see the applicable plan policy for more information. STD and LTD payments may be reduced, pursuant to the terms of their policy, as a result of receiving MNPL. Supplementing MNPL Benefits with Accrued Paid Leave If you are receiving MNPL benefits, the city allows you to supplement, or "top off," your MNPL benefits with any accrued but unused paid leave. If you choose to supplement your MNPL benefits in this way, the combined weekly sum of MNPL benefits and city-provided paid leave benefits cannot exceed your Individual Average Weekly Wage (IAWW). For more information, contact the human resources department. Maintaining Health Coverage During Leave Unless the employee revokes coverage while on MNPL, the city will continue to provide group health insurance coverage for an employee on MNPL under the same conditions as the coverage was provided before the employee took leave. You must continue to make timely payments of your share of the premiums for such coverage. If you are not using paid time off to cover part or all the leave, you will be responsible for remitting your portion of health premiums to the city to ensure continuation of benefits. Group health insurance may be cancelled if an employee’s premium payment is 30 days late. Before terminating coverage, the city will provide written notice to the employee at least 15 days before the coverage is terminated listing the final date payment is due (30 days past the due date) to avoid cancellation and the date coverage will end if payment is not received. An employee's share of premium payments for their group health insurance coverage may be: 1. prepaid at or before the start of the leave. There are limitations to this when the leave occurs in two calendar years. 2. paid monthly to the city by check. Page 268 of 312 P a g e 6 | 81 Coverage that lapses due to nonpayment of premiums will be reinstated immediately upon return to work without a waiting period. Reinstatement Upon return from covered MNPL, you will be reinstated to your previous position or to an equivalent position, with the same status, pay, employment benefits, length-of-service credit, and seniority credit as of the date of leave as long as you have worked for the city for a minimum of 90 calendar days. Upon return to work, if it becomes evident that the employee is unable to perform the key essential functions of their position (with or without reasonable accommodation), the city may engage in an interactive process, consistent with the American with Disability Act (ADA) and/or Minnesota Human Rights Act (MHRA) and other applicable workplace policies, including workplace safety protocols, to determine appropriate next steps. Retaliation The city will not interfere or retaliate against employees who request or takes leave in accordance with the MN Paid Leave law. Family and Medical Leave (FMLA) The city shall determine whether leave is FMLA-qualified. An employee cannot choose to opt out of FMLA leave given a qualifying event. Employees meeting the following conditions qualify for FMLA leave: ▪ Have worked for the city for 12 months (or 52 weeks) prior to the date the leave is to commence. The 12 months or 52 weeks need not have been consecutive; however, the city will not consider any service 7 years prior to the employee’s most recent hire date. ▪ Have worked at least 1,250 hours during the 12-month period prior to the date when the leave is requested to commence. The principles established under the Fair Labor Standards Act (FLSA) determine the number of hours worked by an employee. The FLSA does not include time spent on paid or unpaid leave asleave as hours worked. Consequently, these hours of leave should not be counted in determining the 1,250 hours eligibility test for an employee under the Family and Medical Leave Act (FMLA). Leave will be granted to all eligible employees for any of the following reasons: ▪ The birth of a child, including prenatal care, or placement of a child with the employee for adoption or foster care. ▪ To care for a spouse, child, or parent who has a serious health condition. ▪ Due to a serious health condition that makes the employee unable to perform the essential functions of the position. Page 269 of 312 P a g e 7 | 81 ▪ A covered military member’s active duty or call to duty, or to care for a covered military member (Military Caregiver and Qualified Exigency Leave, described below). Definitions Caring – Psychological as well as physical care. It also includes acquiring care and sharing care duties for a covered family member. Eligible child – biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis, who is under 18 years of age or who is 18 years of age or older and incapable of self-care because of a mental or physical disability. A person under 18 years of age or a person incapable of self-care because of a physical or mental disability who is a biological, adopted, foster, or stepchild, a ward of the employee, or a person with whom the employee is charged with a parent’s rights, duties, and responsibilities. Spouse – Spouse means a husband or wife as defined or recognized in the state where the individual was married, including in a common law marriage or same-sex marriage.Does not include domestic partners or common-law spouses. Eligible parent – Parent means a biological, adoptive, step or foster father or mother, or any other individual who stood in loco parentis to the employee when the employee was a child. This term does not include “parents-in-law.”A biological parent or a person who was charged with parental rights, duties, and responsibilities over the employee when the employee was under the age of 18; does not include in-laws. Serious Health Condition – As defined under the FMLA means an illness, injury, impairment, or physical or mental condition that involves one of the following: ▪ Period of incapacity or treatment connected with inpatient care (i.e., an overnight stay) in a hospital, hospice, or residential medical care facility. ▪ Period of incapacity due to pregnancy, prenatal medical care, or childbirth. ▪ Period of incapacity of more than three consecutive calendar days that also involves continuing treatment by or under the supervision of a health care provider (Absence plus treatment). ▪ Incapacity from a chronic condition which requires periodic visits for treatment by a health care provider continues over an extended period and may cause episodic rather than a continuing period of incapacity. ▪ Permanent/long-term conditions requiring supervision. ▪ Period of absence to receive multiple treatments (including any recovery period therefrom) by a health care or service provider under orders of, or on referral by, a health care provider. Length and Amount of Leave The length of FMLA leave shall not exceed twelve (12) weeks in any twelve (12) month period. The leave year is calculated on a rolling year basis measured backwards from the time the employee uses leave. Page 270 of 312 P a g e 8 | 81 The entitlement to FMLA leave for the birth or placement of a child for adoption expires twelve (12) months after the birth or placement of that child. How Leave May be Taken FMLA leave may be taken in consecutive weeks, intermittently (a day periodically as needed), or may be used to reduce the workweek or workday, resulting in a reduced hour schedule. In all cases, the leave may not exceed a total of twelve (12) workweekswork weeks. Intermittent leave may be taken when medically necessary for the employee’s serious health condition or to care for a seriously ill family member. Intermittent leave must be documented in the medical certification form as medically necessary. If an employee is taking intermittent leave or leave on a reduced schedule for planned medical treatment, the employee must make a reasonable effort to schedule the treatment to not disrupt the city’s business. In instances when intermittent or reduced schedule leave for the employee or employee’s family member is foreseeable or is for planned medical treatment, including recovery from a serious health condition, the city may temporarily transfer an employee to an available alternative position with equivalent pay and benefits if the alternative position would better accommodate the intermittent or reduced schedule. Intermittent/reduced scheduled leave may be taken to care for a newborn or newly placed adopted or foster care child only with the city’s approval. Notice All employees requesting FMLA leave must provide written or verbal notice of the need for the leave to the employee’s supervisor and human resources. When the need for the leave is foreseeable, the employee must give verbal and written notice to his/her supervisor at least thirty (30) days prior to the date on which leave is to begin. If thirty (30) days’ notice cannot be given, the employee is required to give as much notice as practicable, including following required call-in procedures. If an employee fails to give thirty (30) days’ notice for a foreseeable leave with no reasonable explanation for the delay, the leave may be denied until thirty (30) days after the employee provides notice. Certification and Documentation Requirements For leave due to an employee’s serious health condition or a family member’s, the city will require the completion of a Medical Certification Form by the attending physician or practitioner. The form must be submitted to Human Resources within fifteen (15) calendar days after requested. If the form is not submitted in a timely fashion, the employee must provide a reasonable explanation for the delay. Failure to provide Page 271 of 312 P a g e 9 | 81 medical certification may result in a denial or delay of the leave. The city may require an employee obtain a second opinion from a provider which the city selects. If necessary, to resolve a conflict between the original certification and the second opinion, the city may require the opinion of a third doctor. This third opinion will be considered final. An employee will be provisionally entitled to leave and benefits under the FMLA pending the second and/or third opinion. When leave is due to an employee’s own serious health condition, a Ffitness Ffor Dduty Ccertification (FFD) may be required before an employee can return to work. Failure to timely provide such certification in a timely manner may eliminate or delay an employee’s right to reinstatement under the FMLA. If an employee is using intermittent leave, and reasonable safety concerns exist regarding the employee’s ability to perform his or her duties, a FFD certificate may be required as frequently as every 30 days during periods when the employee has used intermittent leave. Recertification Recertification may be required if the employee requests an extension of the original approved leave or if the circumstances regarding the leave have changed. Recertification may also be required if there is a question as to the validity of the certification or if the employee is unable to return to work due to the serious health condition. Annual Medical Certification and Recertification Where the employee’s need for leave due to the employee’s own serious health condition lasts beyond a single leave year, the city will require employees to provide a new medical certification in each subsequent leave year. Such new medical certifications are subject to the provisions for authentication and clarification and second and third opinion. Reinstatement Employees returning from FMLA will be reinstated in the same position or a position equivalent in pay, benefits, and other terms and conditions of employment. An employee’s reinstatement rights are the same as they would have been had the employee not been on leave. Thus, if an employee’s position would have been eliminated or an employee would have been terminated but for the leave, the employee would not have the right to be reinstated upon return from leave. Notice of Intent to Return from FMLA Leave The city requires an employee on FMLA leave to report periodically on the employee’s status and intent to return to work. Effect on Benefits An employee granted leave under this policy will continue to be covered under the city’s group health and dental insurance plan under the same conditions and at the same level of city contribution as would have been provided had they been continuously employed Page 272 of 312 P a g e 10 | 81 during the leave period. Minnesota Parenting Leave and all forms of paid time off (sick leave, disability leave, workers’ comp leave, vacation, compensatory time off, etc.) run concurrently with FMLA. If there are changes in the city’s contribution levels 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 group insurance coverage while on leave. Arrangements for payment of the employee’s portion of premiums must be made by the employee with the city. Group health benefits may be cancelled if an employee’s premium payment is 30 days late. Failure to Return to Work after FMLA Under certain circumstances, if the employee does not return to work at the end of the FMLA leave for at least 30 calendar days, the city may require the employee to repay the portion of the monthly cost paid by the city for group health plan benefits. The city may also require the employee to repay any amounts the city paid on the employee’s behalf to maintain benefits other than group health plan benefits. If an employee does not return to work following 12 weeks of FMLA leave, the employee may be subject to COBRA continuation. If the employee fails to pay the city a portion of the premiums for which s/he is responsible during the FMLA leave and the employee fails to return to work, coverage may end. Loss of coverage for failure to pay premiums is not a qualifying event for purposes of continuation coverage under COBRA. If the employee does not return from the FMLA leave and coverage ended sometime during the FMLA leave due to lack of payment, there is no COBRA election available. For COBRA to apply, the employee must have been covered on the day before the qualifying event. In this situation, the qualifying event would occur at the time the employee did not return from the leave. Activities Prohibited During FMLA While on leave, employees may not engage in activities (including employment) with the same or similar requirements and essential functions of an employee’s current position. Employees shall not engage in activities that conflict with the best interests of the city. Such conduct will result in disciplinary action up to and including termination. Use of Accrued Paid Leave or Compensatory Time during FMLA FMLA will run concurrently with any leave and/or wage supplement for which you may be eligible for under local, state, or federal law which may include: Worker’s Compensation, Minnesota Paid Leave (MNPL) and/or Minnesota Women’s Economic Security Act (WESA) pregnancy and parenting leave. Page 273 of 312 P a g e 11 | 81 FMLA will also run Paid leave runs concurrently with FMLA leaveany leave within this Personnel Policy Manual. The use of sick leave shall be for reasons allowed according to the Sick Leave Policy. Prior to taking unpaid FMLA leave, employees must use all but 40 hours of accrued sick/ESST leave (unless use is not applicable to policy), all but 40 hours of accrued vacation leave, and all compensatory time unless their medical condition/injury is covered by Worker’s Compensation or MN Paid Leave. Additional Leave Employees who cannot return from an approved FMLA leave at the end of the approved leave period may request an extension up to the maximum of twelve (12) weeks allowed under FMLA. If the twelve (12) FMLA weeks have already been used, the employee can request General Leave. If approved, before General Leave begins the employee must use any accrued sick/ESST leave, compensatory time, or vacation leave that remains. If the leave is approved the employee will be required to pay the full cost of all group insurance, as provided under COBRA, in order to continue coverage. If the General Leave is not approved or the employee fails to request additional leave, the employee will be considered to have voluntarily resigned. If circumstances beyond the employee’s control prevented the employee from requesting additional leave, a retroactive leave request may be allowed, subject to the city administrator’s approval. FMLA – Qualified Exigency and Military Caregiver Leave Qualified Exigency Eligible employees (described above) whose spouse, son, daughter, or parent either has been notified of an impending call or order to covered active military duty or who is already on covered active duty may take up to twelve (12) weeks of leave for reasons 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. Childcare and school activities 4. Financial and legal arrangements 5. Counseling 6. Rest and recuperation 7. Post-deployment activities 8. Parental care 9. Additional activities that arise out of active duty, provided that the employer and employee agree, including agreement on timing and duration of the leave. Military Caregiver Leave An employee eligible for FMLA leave (described above) who is the spouse, son, daughter, or parent, or next of kin of a covered servicemember may take up to 26 weeks in a single 12-month period to care for that servicemember. The family member must be a current member of the Armed Forces (including a member Page 274 of 312 P a g e 12 | 81 of the National Guard or Reserves), who has a serious injury or illness incurred in the line of duty on active duty for which he or she is undergoing medical treatment, recuperation, or therapy, or otherwise is on outpatient status or on the temporary disability retired list. Eligible employees may not take leave under this provision to care for former members of the Armed Forces, former members of the National Guard and Reserves, and members on the permanent disability retired list. Definitions Son/Daughter of a covered servicemember –- The biological, adopted, or foster child, stepchild, legal ward, or a child for whom the covered servicemember stood in loco parentis, and who is of any age. Parent of a covered servicemember –- The biological, adoptive, step, or foster father or mother, or any other individual who stood in loco parentis to the covered servicemember. This term does not include parents “in law.” Next of kin of a covered servicemember –- Is the nearest blood relative, other than the covered servicemember’s spouse, parent, son, or daughter, in the following order of priority: blood relatives who have been granted legal custody of the servicemember by court decree or statutory provisions, brothers and sisters, grandparents, aunts and uncles, and first cousins, unless the covered servicemember has specifically designated in writing another blood relative as his or her nearest blood relative for purposes of military caregiver leave under the FMLA. When no such designation is made, and there are multiple family members with the same level of relationship to the covered servicemember, all such family members shall be considered the covered servicemember’s next of kin and may take FMLA leave to provide care to the covered servicemember, either consecutively or simultaneously. When such designation has been made, the designated individual shall be deemed to be the covered servicemember’s only next of kin. An employer is permitted to require an employee to provide confirmation of covered family relationship to the covered servicemember pursuant to § 825.122(j). Covered active duty, Regular Component of the Armed Forces –- Duty during deployment of the member with the Armed Forces to a foreign country. Covered active duty, Reserve Components of the Armed Forces –- Duty during deployment of the member with the Armed Forces to a foreign country under a call or order to active duty in a contingency operation as defined in section 101(a)(13)(B) of Ttitle 10, United States Code. Covered servicemember –- A member of the Armed Forces (including National Guard or Reserves) who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness; or a veteran who is undergoing medical treatment, recuperation, or therapy, for a serious injury or illness and who was a member of the Armed Forces (including a member of the National Guard or Reserves) at any time during the period of Page 275 of 312 P a g e 13 | 81 5 years preceding the date on which the veteran undergoes that medical treatment, recuperation, or therapy. Serious injury or illness –- A member of the Armed Forces (including National Guard or Reserves), with an injury or illness incurred in the line of duty on active duty (or existed before the beginning of the member’s active duty and was aggravated by service in line of duty on active duty in the Armed Forces) and that may render the member medically unfit to perform the duties of the member’s office, grade, rank, or rating; and A veteran who was a member of the Armed Forces (including National Guard or Reserves) at any time during a period when the person was a covered servicemember, means a qualifying (as defined by the Secretary of Labor) injury or illness incurred by a covered servicemember in the line of duty on active duty that may render the servicemember medically unfit to perform the duties of his or her office, grade, rank, or rating. Outpatient status, with respect to a covered servicemember, means the status of a member of the Armed Forces assigned to either a military medical treatment facility as an outpatient; or a unit established for the purpose of providing command and control of members of the Armed Forces receiving medical care as outpatients. Amount of Leave – Qualified Exigency An eligible employee can take up to 12 weeks of leave for a qualified exigency. Amount of Leave – Military Caregiver An eligible employee taking military caregiver leave is entitled to 26 workweeks of leave during a single, 12-month period. The single, 12-month period begins the first day the eligible employee takes FMLA leave to care for a covered servicemember and ends 12 months after that date. Leave taken for any FMLA reason counts towards the 26-week entitlement. If an employee does not take all of 26 workweeks of leave entitlement to care for a covered servicemember during the single, 12-month period, the remainder of the 26 workweeks of leave entitlement to care for the covered servicemember is forfeited. Certification of Qualifying Exigency for Military Family Leave The city will require certification of the qualifying exigency for military family leave. The employee must respond to such a request within 15 days of the request or provide a reasonable explanation for the delay. Failure to provide certification may result in a denial of continuation of leave. This certification will be provided using the DOL Certification of Qualifying Exigency for Military Family Leave. Certification for Serious Injury or Illness of Covered Servicemember for Military Family Leave The city will require certification for the serious injury or illness of the covered servicemember. The employee must respond to such a request within 15 days of the request or provide a reasonable explanation for the delay. Failure to provide certification Page 276 of 312 P a g e 14 | 81 may result in a denial of continuation of leave. This certification will be provided using the DOL Certification for Serious Injury or Illness of Covered Servicemember. All other provisions of the FMLA policy, including Use of Paid Leave, Employee status and benefits during leave, the Procedure for Requesting Leave, Benefits during Leave, and Reinstatement, are outlined above in the FMLA policy. Parental Leave Policy Federal and state law mandates a number of paid and unpaid types of leave to protect employment and to benefit certain activities. The city provides certain leaves to assist employees with life’s challenges enabling employees to be productive at work. For this purpose, the city has implemented a paid Parental Leave Policy. Paid parental leave is intended to provide workplace support for parents of newborn or adopted children as they adjust to new life changes and to assist with the preservation of accrued sick leave. Eligibility Employees must be sick leave benefit-earning to be eligible for Parental Leave after one (1) year of continuous leave benefit-earning city employment. Leave may be granted following the birth of a biological child or legal adoption placement of a child. Foster child placement, surrogate mothers, and sperm or egg donors are excluded from coverage. Employees shall notify Human Resources and their supervisor of the desire to take Parental Leave as soon as possible but no later than thirty (30) days before anticipated birth or placement to ensure work/shift coverage. A Request for Leave of Absence form shall be submitted at least thirty (30) days before anticipated leave. Leave is discretionary subject to city service needs. Use Eligible parents are permitted five (5) working days (up to 40 hours) of paid leave following the birth or adoption placement of a child. Available hours are prorated for part-time employees. Hours are paid at the employee’s regular base wage for regularly scheduled work hours only and do not include overtime, supplemental pay, and/or other additional pay. Leave must be taken within the first six months of birth or adoption placement. In no case shall Parental Leave combined with other types of leave extend beyond 12 weeks. Leave may be taken intermittently and may run consecutively with other leave (sick, vacation, or compensatory time). Parental leave shall run concurrently with FMLA, MN Parental Leave, and/or Short Term Disability. Employer benefit contributions and leave accruals (both according to policy) continue during paid parental leave. MN Pregnancy and Parenting Leave Page 277 of 312 P a g e 15 | 81 All employees are entitled to take an unpaid leave of absence under the Pregnancy and Parenting Leave Act of MinnesotaMinnesota Women’s Economic Security Act (WESA). Female employees for prenatal care, or incapacity due to pregnancy, childbirth, or related health conditions as well as a biological or adoptive parent in conjunction with after the birth or adoption of a child are eligible for up to twelve (12) weeks of unpaid leave. Any paid or unpaid leave taken for prenatal care medical appointments will not count toward the 12-week leave. Leave and must begin within twelve (12) months of the birth or adoption of the child. In the case where the child must remain in the hospital longer than the mother, the leave must begin within twelve (12) months after the child leaves the hospital. Employees should provide as much notice as possible. If the leave must be taken in less than three days, the employee should give as much notice as practicable. Employees are required tomay use accrued leave (sick/ESST leave, vacation leave, compensatory time) during Pregnancy and Parenting Leave. If the employee has remaining FMLA eligibility at the time this leave commences, this leave will also count as FMLA leave. The two leaves will run concurrently. If the employee is taking MN Paid Leave, MN Pregnancy and Parenting Leave will run concurrently as well. The employee is entitled to return to work in the same position and at the same rate of pay the employee was receiving prior to commencement of the leave. Group insurance coverage will remain available while the employee is on leave pursuant to the Pregnancy and Parenting Leave Act, but the employee will be responsible for the entire premium unless otherwise provided in this policy (i.e., where leave is also FMLA qualifying). For employees on an FMLA absence as well, the employer contributions toward insurance benefits will continue during the FMLA leave absence. An employer shall not discharge, discipline, penalize, interfere with, or otherwise retaliate or discriminate against an employee for asserting parental leave rights or remedies. Adoptive Parents Adoptive parents have the same leave opportunity as biological parents (see MN Pregnancy and Parenting Leave). The leave must be for the purpose of arranging the child’s placement or caring for the child after placement. Leave must begin before or at the time of the child’s placement in the adoptive home. Reasonable Work Time for Nursing Mothers Nursing mothers and lactating employees are provided reasonable break time to express milk for her infant child. The paid break times can run concurrently with any break time already provided. The city will provide a private and secure room (other than a restroom) as close as possible to the employee’s work area, that is shielded from view and free from intrusion from coworkers and the public and that includes with access to an electrical outlet. Reasonable Accommodations for Health Conditions Relating to Pregnancy Page 278 of 312 P a g e 16 | 81 The city will attempt to provide female employees who request reasonable accommodation with the following for her health conditions related to her pregnancy or childbirth without advice of a licensed health care provider or certified doula. ▪ More frequent or longer restroom, food, and water breaks ▪ Seating ▪ Limits on lifting over 20 pounds The city will provide reasonable accommodations, including, but not limited to, temporary leaves of absence, modification in work schedule or job assignments, seating, more frequent or longer break periods and limits to heavy lifting to an employee for health conditions related to pregnancy or childbirth upon request, with the advice of a licensed health care provider or certified doula, unless the employer demonstrates the accommodation would impose an undue hardship on the operation of the employer's business. In accordance with state law, no employee is required to take a leave of absence for a pregnancy nor accept a pregnancy accommodation. The city will engage in an interactive process with respect to an employee’s request for a reasonable accommodation, including, but not limited to, temporary transfer to a less strenuous or hazardous position, should one be available, unless such accommodation imposes an undue hardship on the city. School Conference Leave Policy Employees may take up to sixteen (16 hours) unpaid leave during any 12-month period to attend school conferences or classroom activities related to the employee’s child (through secondary school), provided the conferences or classroom activities cannot be scheduled during non-work hours. If an employee’s child receives childcare services or attends a pre-kindergarten regular or special education program, the employee may use the leave time to attend a conference, or activity related to the employee’s child, or to observe and monitor the services and program, provided the conference, activity, or observation cannot be scheduled during non-work hours. When the need for leave under this section is foreseeable, the employee must provide reasonable prior notice of the leave to his or her immediate supervisor and make a reasonable effort to schedule the leave so as not to unduly disrupt city business. Employees may choose to use vacation leave for this absence but are not required to do so. Bone Marrow/Organ Donation Leave Employees who work an average of twenty (20) or more hours per week who seek to undergo a medical procedure to donate bone marrow or an organ or partial organ may take up to forty (40) hours of paid leave. The forty (40) hours is over and above the amount of accrued time the employee has earned. The city may require verification by a physician of the purpose and length of each leave requested by the employee. If a medical determination indicates the employee does not qualify as a donor, the paid leave Page 279 of 312 P a g e 17 | 81 is not forfeited. Effective July 1, 2023, an employer shall not discharge, discipline, penalize, interfere with, or otherwise retaliate or discriminate against an employee for asserting bone marrow or organ donation leave rights or remedies. Military Leave State and federal laws provide protections and benefits to city employees who are called to military service, whether for training or on active duty. Such employees are entitled to a leave of absence without loss of pay, seniority status, efficiency rating, or benefits for the time the employee is engaged in training or active service not exceeding a total of 15 days in any calendar year. City compensation is in addition to the military pay for these 15 days, as per MN Attorney General’s Opinion. The leave of absence is only in the event the employee returns to employment with the city as required upon being relieved from service or is prevented from returning by physical or mental disability or other cause not the fault of the employee or is required by the proper authority to continue in military or naval service beyond the fifteen (15) day paid leave of absence. Employees on extended unpaid military leave will receive fifteen days paid leave of absence in each calendar year, not to exceed five years. Where possible, notice is to be provided to the city at least ten working days in advance of the requested leave. A training notice, signed orders, or battle assembly schedule are examples of typical written notification to share with the city. If an employee has not yet used his/her fifteen days of paid leave when called to active duty, any unused paid time will be allowed for the active-duty time, prior to the unpaid leave of absence. With few exceptions, eEmployees returning from military service will be reemployed in the job that they would have attained had they not been absent for military service and with the same seniority, status and pay, as well as other rights and benefits determined by seniority. Unpaid military leave will be considered hours worked for the purpose of vacation leave and sick leave accruals. Eligibility for continuation of insurance coverage for employees on military leave beyond fifteen days will follow the same procedures as for any employee on an unpaid leave of absence. Employees will be granted up to ten working days of unpaid leave whose immediate family member (defined as a person’s parent, child, grandparents, siblings or spouse) is a member of the United States armed forces who has been injured or killed while engaged in active service. The 10 days may be reduced if an employee elects to use appropriate accrued paid leave. Page 280 of 312 P a g e 18 | 81 Unless the leave would unduly disrupt the operations of the city, employees whose immediate family member, as a member of the United States armed forces has been ordered into active service in support of a war or other national emergency, will be granted an unpaid leave of absence, not to exceed one day’s duration in any calendar year, to attend a send-off or homecoming ceremony for the mobilized service member. The city will grant employees an unpaid leave of absence for time spent serving as a member of the Civil Air Patrol upon request and authority of the state or any of its political subdivisions, unless the absence would unduly disrupt the operations of the city. Employees may choose to use vacation leave in place of unpaid leave. Civil Air Patrol The city will grant employees an unpaid leave of absence for time spent serving as a member of the Civil Air Patrol upon request and authority of the State or any of its political subdivisions, unless the absence would unduly disrupt the operations of the city. Employees may choose to use vacation leave while on Civil Air Patrol Leave but are not required to do so. Jury Duty Leave and Court Appearances Employees are allowed a leave of absence pursuant to state statutes without restriction or sanction when called for jury duty. ▪ An employee performing jury duty or testifying in court for city-related business will receive the difference between his/her regular rate of pay and the amount received as juror or witness up to the maximum allowed by state or federal law. Upon receipt of payment from the court, documentation of payment shall be provided to Human Resources. ▪ The employee must notify his/her supervisor and initiate a leave of absence within forty-eight (48) hours of receiving call for jury duty. ▪ An employee excused or released from jury duty during regular work hours must report to his/her supervisor immediately thereafter. ▪ Time spent on jury duty will not count as time worked in computing overtime. ▪ In order to receive regular wages for the period, employees shall report compensation received for jury duty to Human Resources. ▪ 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. Victim or Witness Leave Employees subpoenaed or requested by a prosecutor to testify in court related to sexual assault, domestic abuse, or stalking, who is the victim or is the spouse or immediate family member of such victim, shall be allowed the use of earned sick and safe time for reasonable time off from work to attend criminal proceedings related to the victim’s case. See the Earned Sick and Safe Time policy for additional information. Page 281 of 312 P a g e 19 | 81 Bereavement Leave Regular full-time and regular part-time employees working a minimum of 1,040 hours per year are permitted a paid leave from scheduled work to make funeral arrangements, for funeral attendance, to care for survivors, gather with relatives, and/or to otherwise grieve a familial death. Bereavement leave is prorated for eligible regular, part-time employees according to the number of hours worked. Leave is limited to the following: ▪ Up to five (5) days: Husband, wife, mother, father, son, daughter, brother, sister, stepmother, stepfather, stepson, stepdaughter, stepbrother, and stepsister. ▪ Up to three (3) days: Son-in-law, daughter-in-law, mother-in-law, father-in-law, grandparent, or grandchild. ▪ One (1) day: Aunt, uncle, cousin, niece, nephew, sister-in-law, brother-in-law, Godchild, grandparent-in-law. ▪ With city administrator approval, leave may be granted in certain unique family arrangements. Leave days shall be concurrent unless approved by the city administrator and supervisor. Additional time off for bereavement may be granted and charged to vacation leave or compensatory time, if available. Employees covered by a collective bargaining agreement shall receive bereavement benefits as stated in the collective bargaining agreement. General Leave The city recognizes that unique personal circumstances may cause an employee to seek time off without pay. The city may, at its sole discretion, grant unpaid personal leaves of absence (General Leave). Approval is required from the immediate supervisor, department director, and the city administrator. General Leave shall not exceed ninety (90) days, unless approved by the city administrator. Vacation and sick ESST leave do not accrue during a General Leave and the employee is not eligible for holiday pay or other types of leave. The city will not contribute to the cost of insurance premiums for an employee on General Leave. Employees are expected to return from General Leave when the reason for the leave expires. Employees who take a General Leave have no right to reinstatement. Voting, Election Judge, and Delegates to Party Conventions Leave An employee selected to serve as an election judge pursuant to Minnesota law, will be allowed time off with pay for purposes of serving as an election judge, provided the employee gives the city at least twenty (20 days written notice, including a certification from the appointing authority stating the hourly compensation to be paid the employee for service as an election judge and the hours during which the employee will serve. The city may reduce the wages of an employee serving as an election judge by the amount paid to the election judge by the appointing authority during the time the employee was absent from the place of employment. Thus, employees will be paid the difference Page 282 of 312 P a g e 20 | 81 between their pay as an election judge and their regular rate of pay for their normal workday. The city reserves the right to restrict the number of employees absent from work for the purpose of serving as an election judge to no more than 20 percent of the total work force at any single worksite. All employees eligible to vote at a State general election, at an election to fill a vacancy in the office of United States Senator or Representative, or in a Presidential primary, will be allowed time off with pay to vote on the election day. Employees wanting to take advantage of such leave are required to work with their supervisors to avoid coverage issues. Effective July 1, 2023, eEmployees may be absent from work for the time necessary to vote to include voting during the period allowed for voting in person before election day. An employee may be absent from work to attend any meeting of the state central committee or executive committee of a major political party if the employee is a member of the committee. The employee may attend any convention of a major political party delegate, including meetings of official convention committees if the employee is a delegate or an alternate delegate to that convention. Per the statutory requirement, the employee must give at least ten days’ written notice of their planned absence to attend committee meetings or conventions. Time away from work for this purpose will be considered unpaid unless the employee chooses to use vacation leave or compensatory time/ PTO leave during their absence. 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. Athletic Leave of Absence An employee who qualifies as a member of the United States national team for athletic competition on the world championship, Pan American, or Olympic team in a sport sanctioned by the International Olympic Committee, shall be granted a leave of absence without loss of pay or other benefits for the purpose of preparing for and engaging in the competition. In no event shall the paid leave exceed the period of official training camp and competition combined, or 90 calendar days a year, whichever is less. The employee shall provide documentation establishing their participation on said team and in said event. Page 283 of 312 P a g e 21 | 81 General Benefits Following is an overview of benefits available to eligible employees. The descriptions provided are not intended to be comprehensive and all questions regarding eligibility and benefit levels should be directed to Human Resources. The plan documents govern any inconsistencies between plan documents and the information provided in this section. Benefits and eligibility requirements are subject to change, and such changes may not be reflected in this description. The city reserves the right, in its sole discretion, to change, modify or eliminate benefits at any time, except to the extent prohibited by law. Insurance Various insurance policies, including group medical insurance, may be available for eligible city employees and their dependents. Information about the benefits an employee is eligible for are is provided to them during their orientation. Questions about benefits should be directed to Human Resources. The eligibility requirements and benefits provided are specified in materials provided by the respective insurance carriers. Carriers may have different requirements concerning eligibility and they will govern eligibility. Under some circumstances, eligible employees and their dependents may have the option of continuing coverage under certain city employee insurance plans for a limited time at the employee’s own expense when coverage would otherwise end. This continuation right is provided in accordance with the Consolidated Omnibus Budget Reconstruction Act of 1985 (COBRA) and applicable state law. Retirement/PERA The city participates in the Public Employees Retirement Association (PERA) to provide pension benefits for its eligible employees to help plan for a successful and secure retirement. Participation in PERA is mandatory for most employees, and contributions into PERA begin immediately. The city and the employee contribute to PERA each pay period as determined by state law. Most employees are also required to contribute a portion of each paycheck for Social Security and Medicare (the city matches the employee’s Social Security and Medicare withholding for many employees). For information about PERA eligibility and contribution requirements, contact Human Resources. Post Employment Health Care Savings Plan Upon retirement, Department Directors and City Administrator shall contribute 100% of their Severance Pay, as paid according to policy, to their Post Employment Health Care Savings Plan (HCSP) unless the Employee has opted out of the program which is approved due to a qualified exemption rule: this provision is irrevocable as set forth by law. Should an Employee choose this opt-out provision, it will be paid to the Employee as severance. Page 284 of 312 P a g e 22 | 81 Upon the death of an Employee, contributions can no longer be made to the HCSP. Any payments owed but not yet paid into the HCSP will be paid out as regular income in accordance with state and federal law. Employee Development / Tuition Reimbursement The city encourages and recommends lifelong learning and offers reimbursement to regular, full-time employees for up to 75% of the tuition paid by the employee, excluding scholarships and grants up to a maximum reimbursement of $3,000 per year (based on the budget year the expense is applied) for accredited college or other instruction directly related to the employee’s position with the city. To be eligible for reimbursement the following requirements must be met: 1. Prior to registration, a completed Tuition Reimbursement Request Form must be signed and on file with Human Resources; and 2. The instruction must be to obtain a degree, certification, or license and apply directly to the employee’s position or be required to complete an associate, bachelor’s, master’s, or doctorate degree in the field in which the employee works; and 3. The employee must successfully complete the instruction. If letter grades are assigned, the minimum grade required for reimbursement is a C; and 4. The reimbursement must be submitted within 60 days of instruction completion. Books, activity fees, technology fees, and other non-tuition charges do not qualify for reimbursement. All instruction must be taken on employee time and time spent on instruction is not considered hours worked. If any portion of the employee’s class/development activity is conducted during regular work hours, the employee must take vacation or compensatory leave, an unpaid leave of absence, if approved, or arrange for flexible scheduling, if approved by the department director. Courses taken to maintain licensure, affiliation, certification, or credentialing as well as work-related seminars and training are paid for with City Council approved budgeted training funds. Employee Wellness In an effort to promote wellness, the city maintains and encourages the use of a fitness room with exercise equipment. The policy attached as Exhibit A must be read, signed, and returned to Human Resources before using the fitness room. Throughout the year, events are provided by the city’s Whole Health Rewards Program Committee to promote overall health and wellness. Participation is encouraged. Page 285 of 312 P a g e 23 | 81 General Policies Smoking, Vaping, and Tobacco Policy The city complies with the Minnesota Clean Indoor Air Act. All city buildings and vehicles, in their entirety, shall be designated as smoke free, meaning that smoking in any form (through the use of products such as pipes, cigars, and cigarettes), or “vaping” with e- cigarettes is prohibited while in a city facility or vehicle. Smoking and vaping of any kind is prohibited while on duty except for employees 21 and over only during their breaks and lunch, and only in areas designated for that purpose. Employees who use chew/spit tobacco shall not do so in the presence of the public and with respect to fellow employees and shall not cause damage to or soil city vehicles, equipment, or facilities. Employees violating this policy may be subject to disciplinary action up to and including termination. Appearance and Dress Employee appearance is a direct reflection on the professionalism of city services. Departments may establish dress codes for employees as part of departmental rules. Personal appearance should be appropriate to the nature of the work and contacts with other people and should present a positive image to the public. Clothing, jewelry, or other items that could present a safety hazard are not acceptable in the workplace. To respect the rights of employees with fragrance sensitivities, fragrances should be minimal or not worn. Clothing must always be clean, neat, and in good repair. Good hygiene is always expected. The City Dress and Appearance Policy is available on Access Elk River. Violation of this Policy may result in discipline up to and including termination. Electronic Communication Devices The city provides telephonic equipment (land line and cellular), computer equipment and software, and services used to communicate and supply email, voicemail, and internet data access. The equipment and services are the property of the city and are intended to be used for official city business. Employees who intentionally misuse Electronic Communication Devices may be subject to discipline up to and including termination. Please reference specific city policies regarding issue eligibility and use of electronic communication devices such as 800 MHz radios, cell phones, smartphones, and iPads/tablets. Telephone Use It is critical that employees be courteous, tactful, professional, and efficient on the telephone. Employees are expected to answer and return calls promptly. Page 286 of 312 P a g e 24 | 81 Personal calls must not interfere with city work, should be brief and made only when necessary. Preferably, personal calls should be made during scheduled rest break or lunch periods. The Mobile Phone Policy can be found on Access Elk River. iPad/Tablet Device Use Policy The City Council has authorized the purchase and assignment of iPads and tablet devices to enhance workflow, reduce paperwork, increase efficiency, and enhance internal and external communication. The full city policy which includes purpose, use, care, and user responsibilities can be found on Access Elk River. Email and Voicemail Use Emails and voicemails are subject to the Minnesota Records Management and the Government Data Practices Acts and could be classified as public information. While occasional use of these services for personal, non-business use is acceptable, employees must demonstrate a sense of responsibility and may not abuse email or voicemail privileges. Communication sent via email or voicemail must be respectful in tone and professional. The transmission, retrieval, or storage of discriminatory, harassing, derogatory, obscene, defamatory, or threatening messages are forbidden. Email shall not be used for chain letters or for any purpose which is illegal, against city policy, or contrary to the city’s interests. There is no expectation of privacy regarding city email or voicemail. The city has the capability to retrieve mail messages even after deletion. Furthermore, the use of passwords on the email and voicemail system does not mean that messages stored on those systems are confidential or may not be retrieved or reviewed by others. The city reserves the right to review employee email files, messages, and usage at any time and without notice and/or permission. Employees must respect other’s electronic communications and may not obtain unauthorized access to another’s email or voicemail messages, except pursuant to direction from the city administrator for the purposes specified above. Internet Access and Use Acceptable uses of internet access services include information for business-related purposes, professional education, and professional development. Employees must respect all copyrights and intellectual property rights of materials, and may not copy, retrieve, modify, or forward copyrighted, patented, or trademarked materials except as permitted by the owner or as a single copy for reference use only. Internet access and use is not confidential. The city has the right to monitor individual internet usage and to review individual internet usage logs. Bandwidth Conservation Page 287 of 312 P a g e 25 | 81 The city provides for access to the internet for several key government functions, such as police access to records and public access to public records. To ensure sufficient bandwidth to access applications, the city implements bandwidth conservation measures, which include blocking websites with no instructional or administrative value. Use of internet radio stations for casual listening and/or background music is strictly prohibited. Employees shall not download music files. Password Policy Passwords protect access to vital city technology resources utilized for daily business. The City Password Policy can be found on Access Elk River. The policy outlines the purpose, rules for password use and the composition. Travel Expenses An employee will be reimbursed for actual and necessary expenses incurred when traveling on official city business only upon approval of such expenses by the City Council in accordance with the city Travel Policy. To receive reimbursement, promptly complete the appropriate claim form and submit it to the appropriate department director for consideration and approval. The Travel Policy can be found in the city’s Financial Management Policy on Access Elk River. Keys and Security Employees are responsible for securing their work area at the end of each day. Properly secure all confidential files and sensitive information. All keys or electronic access devices in your possession that are for city facilities and/or equipment must be returned to your supervisor upon separation from employment. Personal Use and Disposal of City Property City property and equipment shall only be used in the performance of official city business. City-owned equipment and facilities are not available for personal use by employees. Personal use of city vehicles, machinery, tools, and other equipment is strictly prohibited. As city property becomes obsolete, damaged, or is no longer needed, it shall be disposed of through salvage, trade, public auction, bid, or other means. Disposal by sale or auction requires a public notice be advertised in the official newspaper and a posting at City Hall and other locations as deemed appropriate. The appropriate department director will determine the minimum price for each item to be sold. City property shall not be given away to anyone, including employees. An employee may purchase no more than one motor vehicle from the city or another political subdivision in any 12-month period. Employees involved in the auction or process pertaining to the administration and collection of sealed bids are prohibited from purchasing city property. Page 288 of 312 P a g e 26 | 81 Unauthorized removal of city property or its conversion to personal use may result in discipline up to and including termination. Use of City Vehicles City-owned vehicles may be used only by employees for official city business. Employees who drive or may be required to drive city vehicles and equipment must maintain a safe driving record and observe all traffic laws. Seat belts must be properly used at all times. The use of electronic communications devices (cell phones, smart watches) is prohibited unless you are having an emergency or in an emergency vehicle performing official duties. Drivers must carry a current, valid driver’s license that is adequate for the type of vehicle driven. Operating a city vehicle without a valid driver’s license will result in disciplinary action up to and including termination. All employees must abide by the city’s Fleet Safety Program including drug and alcohol testing for all employees who are involved in an accident while driving a city vehicle. Passengers may be carried only when necessary to conduct city business and/or when their transportation via city vehicle is in the best interests of the city. City vehicles may not be used to travel from work to an employee’s residence for rest or lunch breaks without prior supervisor approval. Employees conducting official business out of town (conventions, meetings, etc.) may carry family members as passengers if such accompaniment does not interfere with the best interests of the city and upon approval by the department director. Resident Complaints Resident complaints provide an opportunity for feedback and identifying problem areas. How well complaints are handled determines the level of confidence and respect the public holds for their municipal government. When handling a complaint, be polite and never argue with the complainant even if s/he is angry, unreasonable, or insulting toward you and the city. Stay calm, cool, and collected. When a complaint is received, complete the following steps: ▪ Receive and record information pertinent to the complaint. ▪ Determine which employee is responsible to investigate and take corrective action and forward the complaint accordingly. ▪ Follow-up to ensure action has been taken to correct the problem. Emergency Closing City facilities and functions will generally be open during adverse weather. Due to individual circumstances, each employee will have to evaluate the weather and road conditions in deciding to report to work (or leave early). Employees not reporting to work for reasons of personal safety will be allowed to use accrued vacation time or compensatory time, or with supervisor approval, may modify the work schedule, or make other reasonable schedule adjustments. Page 289 of 312 P a g e 27 | 81 Sworn police officers, wastewater treatment operators, and public works maintenance employees will generally be required to report to work regardless of conditions. Decisions to cancel departmental programs (special events, recreation programs, etc.) will be made by the respective department director after consultation with the city administrator. Employee Participation in the City Fire Department Employees are allowed and encouraged to participate as a part-time paid on call firefighter in the Elk River Fire Department. The following pay provisions, in accordance with state and federal laws, apply to employees who also work outside of their regular department as part-time paid firefighters: Fire Calls During Working Hours An employee will be allowed to respond to fire calls as approved and determined by his/her department director, based on the work assignments and responsibilities of the employee. Employees responding to fire calls during regular work hours will be compensated at the same rate as his/her regular city position with no additional firefighter paid compensation. An employee who completes (flexes) regular work hours interrupted for a fire call during the same day will also receive firefighter pay for the fire call. Employees responding while on vacation or compensatory time off will also receive firefighter pay for the fire call. Fire Calls During Non-Work Hours Employees will receive their normal firefighter pay for fire calls and training that do not occur during the regular work hours of their regular position. Application of Fair Labor Standards Act (FLSA) Employees will be paid overtime in accordance with the FLSA. Actual time worked will be used for determining overtime payment, with no consideration to the one-hour minimum call out pay provision for firefighter pay nor to paid leave time in the employee’s full-time position. For example, a false alarm that requires 15 minutes of work will be counted as 15 minutes for FLSA purposes even though the minimum call out of one hour of pay would apply for firefighter pay purposes. By advance mutual agreement, overtime earned for performance of fire department activities shall be paid at one and one-half times the employee’s firefighter pay rate. Employee Participation in Fire Departments Outside of Elk River Employees who serve as firefighters outside of the City of Elk River must notify their immediate City of Elk River supervisor as soon as possible when they are tardy/delayed for their normal scheduled work shift due to an emergency call. If advance notice is not possible (e.g., emergency calls received while en route to work), the employee should contact their supervisor as soon as reasonably possible. Page 290 of 312 P a g e 28 | 81 The employee must provide written documentation (run report, log, etc.) from their department confirming participation in the emergency call or scene (fire, rescue, or medical) as soon as it is available or before the submittal of their timecard whichever comes first. At the discretion of the supervisor, the employee may be provided the opportunity to make up the time missed within the same workday. If this cannot be accommodated, the employee must use accrued vacation or compensatory time for the missed hours. Supervisors are responsible for ensuring that all time adjustments are accurately recorded. Employees will not receive additional pay from the City of Elk River for time spent responding to said emergencies. All non-exempt, non-Elk River volunteer firefighters must turn their pagers off during their regular scheduled shift while working for the City of Elk River so as not to cause a distraction for themselves and others in the workplace. This guideline may be modified by the City of Elk River at any point in time. Employee Participation in the Police Reserves City employees who are also member of the Elk River Police Reserves and are paid for their work as a Reserve Officer shall be paid overtime at the Reserve rate when Reserve work contributes to the FLSA requirement for overtime compensation. Regular position hours worked as overtime shall be paid at the regular overtime rate. Political Activity Employees may belong to a political party and are entitled to complete freedom from all interference in casting votes. Employees may seek election or appointment to public office, except to the extent prohibited by the provisions of state or federal law. Political activity must not interfere with an employee’s job duties or performance. Political activity during work hours is prohibited. Candidacy Employees who become candidates for elective office may request a leave of absence for the purpose of pursuing their candidacy, which may be granted at the city’s sole discretion. To the extent that any employee, including one campaigning for office, is unable to perform his or her duties, s/he may be subject to disciplinary action, up to and including termination. Page 291 of 312 P a g e 29 | 81 Labor Relations Communication The city encourages open communication throughout the organization to share information and ideas, to raise concerns, and to provide suggestions for improvement. To foster communication and improve responsiveness, the city employs an administration/management structure (chain of command) with a defined span of control intended to enhance communication and accessibility to supervisors, managers, and department directors. Employees shall first direct all communication to their immediate supervisor. Supervisors shall respond to all inquiries, concerns, or suggestions in a timely manner. Violations of policies, including this policy shall be filed in accordance with the City Grievance Procedure. In the event the employee’s inquiries, concerns, or suggestions are not addressed in a timely manner, or s/he anticipates negative repercussions from communication with the immediate supervisor, the employee may direct the communication to the immediate supervisor’s supervisor. Concerns and suggestions shall be advanced to each step including department director, human resources, and city administrator if closure diddoes not occur at the earliest possible level of communication. Bypassing a step in the administration/management structure does not constitute insubordination. Insubordination in the workplace refers to an employee's intentional refusal to obey an employer's lawful and reasonable orders. Such a refusal would undermine a supervisor's level of respect and ability to manage and, therefore, is often a reason for disciplinary action, up to and including termination. Elected and appointed officials, including mayor, council members, and commissioners frequently solicit employee feedback to better understand operations, improve policy, and to ensure quality service. Suggestions, grievances, and concerns shall only be addressed with policymakers following the exhaustion of resolution through the administration/management structure. Notwithstanding the previous paragraph, a disagreement between employee and supervisor shall not be a reason to bypass the administration/management structure and bring issues to elected or appointed officials. Directors, managers, and supervisors shall respect the administration/management structure of other departments and divisions by coordinating work direction through the respective department director. Retribution or retaliation by supervisory staff for the expression of ideas is not tolerated. A supervisor’s decision to not act on or accept an employee’s suggestion or recommendation shall not be construed as retribution, retaliation, or inaction. Discipline The city retains the right to take any disciplinary action deemed appropriate based upon Page 292 of 312 P a g e 30 | 81 the nature and severity of the infraction(s) and the conditions surrounding the incident. The city retains the sole discretion to determine what behavior warrants disciplinary action and which action will be imposed. The city may use progressive discipline to correct negative behavior rather than punish the employee. There may be circumstances that warrant deviation from the suggested order or where progressive discipline is not appropriate. Nothing in these personnel policies impliesimply that any city employee has a contractual right or guarantee (also known as a property right) to the job he/she performs. Documentation of disciplinary action taken will be placed in the employee’s personnel file with a copy provided to the employee. The following are descriptions of the types of disciplinary actions: Oral Reprimand This measure will be used where informal discussions with the employee’s supervisor have not resolved the matter. All supervisors can issue oral reprimands without prior approval. Oral reprimands are normally given for first infractions on minor offenses to clarify expectations and put the employee on notice that the performance or behavior needs to change, and what the change must be. The supervisor will document the oral reprimand including date(s) and a summary of discussion and corrective action needed. Written Reprimand A written reprimand is more serious and may follow an oral reprimand when the problem is not corrected, or the behavior has not consistently improved in a reasonable period. Serious infractions may require skipping either the oral or written reprimand, or both. Written reprimands are issued by the supervisor with prior approval from the city administrator. A written reprimand will: (1) state what happened; (2) state what should have happened; (3) identify the policy, directive or performance expectation that was not followed; (4) provide history, if any, on the issue; (5) state goals, including timetables, and expectations for the future; and (6) indicate consequences of recurrence. Employees will be given a copy of the reprimand to sign acknowledging its receipt. Employees’ signatures do not mean the employee agrees with the reprimand. Written reprimands will be placed in the employee’s personnel file. Suspension With or Without Pay The city administrator may suspend an employee without pay for disciplinary reasons. Suspension without pay may be followed with immediate dismissal as deemed appropriate by the City Council, except in the case of veterans. Qualified veterans, who have completed their initial probationary period, will not be suspended without pay in conjunction with a termination. Page 293 of 312 P a g e 31 | 81 The employee will be notified in writing of the reason for the suspension either prior to the suspension or shortly thereafter. A copy of the letter of suspension will be placed in the employee’s personnel file. An employee may be suspended or placed on Administrative Leave pending an investigation of an allegation involving that employee. The leave may be with or without pay depending on the nature of the allegations. If the allegation is proven false, the relevant documents shall be removed from the employee’s personnel filefile, and the employee will receive any compensation and benefits due had the suspension not taken place. Demotion and/or Transfer An employee may be demoted or transferred if attempts at resolving an issue have failed and the city administrator determines a demotion or transfer to be the best solution to the problem. The employee must be qualified for the position to which they are being demoted or transferred. The City Council must approve this action. Salary An employee’s salary increase may be withheld, or the salary may be decreased due to performance deficiencies. Dismissal The city administrator, with the approval of the City Council, may dismiss an employee for substandard work performance, serious misconduct, or behavior not in keeping with city standards. If the disciplinary action involves the removal of a qualified veteran, who has completed his/her initial probationary period, the appropriate hearing notice will be provided, and all rights will be afforded to the veteran in accordance with Minnesota law. While the city strives for consistency, the level of discipline taken in any given case does not establish a precedent for future similar circumstances. This policy does not change the fact that city employment is at-will, meaning an employee and the city have the right to terminate employment at any time and for any reason, with or without cause or notice. Grievance Procedure Any dispute between an employee and the city relative to the application, meaning, or interpretation of personnel policies will be settled in the following manner: Step 1 - The employee must present a grievance in writing, stating the nature, the facts in which it is based, the provision(s) of the personnel policy allegedly violated, and the remedy requested, to the immediate supervisor and department director within twelve (12) days after the alleged violation or dispute has occurred. The immediate supervisor will respond to the employee in writing within seven (7) calendar days. Page 294 of 312 P a g e 32 | 81 Step 2 - If the grievance is not settled in accordance with Step 1, it must be presented in writing, stating the nature of the grievance, the facts in which it is based, the provision(s) of the personnel policy allegedly violated and the remedy requested, to the department directorcity administrator within seven (7) days after the due date of the supervisor’s response. The department directorcity administrator and grievant shall schedule an in- person meeting to include necessary participants within seven (7) days as practicable. The city administrator will respond to the employee in writing within seven (7) calendar days of the in-person meeting. Step 3 - If the grievance is not settled in accordance with Step 2, it must be presented in writing, stating the nature of the grievance, the facts in which it is based, the provision(s) of the personnel policy allegedly violated and the remedy requested, to the city administrator within seven (7) days after the due date of the department director’s response. The city administrator or his/her designee will respond to the employee in writing within seven (7) calendar days. The decision of the city administrator is final for all disputes with exception of those specific components in a performance evaluation subject to a challenge through the Department of Administration. Waiver - If a grievance is not presented within the time limits set forth above, it will be considered “waived.” A grievance not appealed to the next step in the specified time limit or any agreed extension thereof will be considered settled based on the city’s last answer. If the city does not answer a grievance or an appeal within the specified time limits, the employee may elect to treat the grievance as denied at that step and immediately appeal the grievance to the next step. The time limit in each step may be extended by mutual agreement of the city and employee without prejudice to either party. The following actions are not grievable: ▪ While certain components of a performance evaluation, such as disputed facts reported to be incomplete or inaccurate are challengeable, other performance evaluation data, including subjective assessments, are not. ▪ Pay increases or lack thereof. The above list is not meant to be all inclusive or exhaustive. Choice of Remedy It is specifically understood that any matters governed by statutory or regulatory provisions, except as expressly provided for in the policy, shall not be considered grievances under this policy. If more than one procedure is available for resolution of a dispute arising from any provisions covered by the agreement, the aggrieved employee shall be limited to one procedure through which remedy may be sought. If the aggrieved employee utilizes a procedure other than the grievance procedure herein, then the employee is precluded from appealing under this procedure. If the employee utilizes this procedure, then the employee is precluded from appealing under another procedure. Employees may use both this grievance procedure and a statutory procedure to the Page 295 of 312 P a g e 33 | 81 extent that it is required by state or federal law. Safety The city seeks to ensure the personal safety of employees and to prevent occupationally induced injuries and illnesses. To the greatest degree possible, management seeks to maintain a safe and hazard-free work environment. It is the policy of the City Council to provide employees with safe working conditions through the following means: A Safety Committee consisting of employees and management representing each department and employee group is charged with creating and maintaining a safety program in compliance with all applicable federal, state, and local laws. The Committee or sub-committee reviews occupational illness and injury, and incidents that result in damage to city property, and strives to take action to ensure that unsafe work methods, unsafe work sites, and unsafe equipment are identified and made safe. All employees are required to fully comply with the Safety Program as administered by the Safety Committee. Department directors, management, and supervisory employees are responsible for implementing the Safety Program by training their employees in safe work methods and by enforcing compliance with safety standards set by the Safety Committee. Department directors are responsible for providing all employees with the safety equipment and safety clothing that is necessary for employees to perform their duties in a safe manner. New employees receive a copy of the City of Elk River Employee Safety Manual during their onboarding. Employees are required to read the manual carefully and discuss areas of concern with their supervisor. Employees are required to develop safe work habits and to contribute to the safety of themselves and co-workers. To be successful, the safety program must be the shared responsibility of all employees. Employees are required to: ▪ Immediately report to their supervisor all unsafe equipment, practices, or procedures that pose a threat to the safety of employees or others. ▪ Cooperate with and assist in the investigation of accidents to identify the causes and to prevent recurrence. ▪ Be active in department and city safety programs. ▪ Observe and promote safe work habits. ▪ Report injuries to supervisor immediately. Employees who do not follow and abide by the city’s safety policies will be subject to discipline up to and including termination. Where safety equipment is required by federal, state, or local rules and regulations, it is a Page 296 of 312 P a g e 34 | 81 condition of employment that such equipment be worn by the employee. Supervisors are authorized to send an employee home immediately when the employee’s behavior violates the city’s personnel policies, department policies, or creates a potential health or safety issue for the employee or others. Safety Equipment Reimbursement The city reimburses employees for certain foot and eye protection required by the city safety policy. Employees required to wear protective footwear may be reimbursed based on the Foot Protection Policy attached as Exhibit B. Employees required to wear eye protection may be reimbursed based on the Prescription Safety Eyewear Policy attached as Exhibit C. Incident Reporting Employees are required to report accidents resulting in personal injuries and/or vehicle, equipment, or property damage to their supervisor immediately. Employees shall immediately report all accidents and injuries occurring within the course of employment to their supervisor and complete an Employee Incident Report. The supervisor shall submit a Supervisor’s Report of Injury Form to Human Resources within twenty-four (24) hours of the injury. Both forms are on Access Elk River. Employees shall immediately report all damage to city property to their supervisor. The supervisor shall submit documentation regarding the incident to the Finance Department within twenty-four (24) hours of the time of the damage or accident. A copy of the Minnesota Motor Vehicle Accident Report must be submitted for all vehicle accidents. Further details on this policy and a complete summary of responsibilities and procedures are available from the Safety Coordinator. Workers’ Compensation An employee temporarily unable to work due to an injury or illness sustained in the performance of their city work may be eligible for Workers’ Compensation subject to the provisions of the State of Minnesota Workers’ Compensation Law. An employee who becomes eligible to receive Workers’ Compensation will retain the total amount of the Workers’ Compensation check and may receive the difference between their Workers’ Compensation payment and the employee’s regular gross salary with accrued sick leave. If accrued sick leave is not available, vacation or compensatory time may be used. The total of the Workers’ Compensation check and the accrued leave compensation may not exceed the employee’s normal gross pay. Page 297 of 312 P a g e 35 | 81 Conduct Ethics of Public Employment The city affirms it is in the public’s interest and general welfare of the community and its residents that a statement of ethics be established for all city employees. Employees shall not use their official position for personal gain, engage in any business, transaction, or have a financial interest, directly or indirectly, conflicting with the proper performance of their official duties. Accepting Gifts Employees shall not accept, either directly or indirectly, any money, property, gift, gratuity, reward, loan, fee, discount, special consideration, or special accommodation arising from or offered because of their employment or any activity connected with their employment with the city. Employee Endorsements No employee shall, in any manner or form, endorse, recommend, or advertise a product or service by using the city’s name or the employee’s name and/or title. Conflict of Interest The credibility of local government rests heavily upon the confidence residents have in public officials to render fair and impartial services to all without regard to personal interest and/or political influence. Thus, city officials and employees must scrupulously avoid any activities that suggest a conflict of interest between their private interests and city responsibilities. The city has adopted a Conflict of Interest Ordinance that addresses these issues (Chapter 2, Article 3, Division 3, Section 2-132). Employees and officials are required to follow all applicable laws related to conflicts of interest, including the city’s Conflict of Interest Ordinance which can be found on Access Elk River and in the City Code of Ordinances. Whistleblower Protections An employee of the city who, in good faith, reports an activity that s/he considers to be illegal or dishonest to one or more of the parties may have whistleblower protections. The whistleblower is not responsible for investigating the activity or for determining fault or corrective measures; appropriate city management officials are charged with these responsibilities. Examples of illegal or dishonest activities include violations of federal, state, or local laws; billing for services not performed or for goods not delivered; and other fraudulent financial reporting. If an employee has knowledge of or a concern of illegal or dishonest fraudulent activity, the employee is to contact his/her immediate supervisor or Human Resources. The Page 298 of 312 P a g e 36 | 81 employee must exercise sound judgment to avoid baseless allegations. An employee who intentionally files a false report of wrongdoing may be subject to discipline up to and including termination. It is the city's legal responsibility to protect employees who make a complaint of employment discrimination, who serve as a witness or participate in an investigation, or who are exercising their rights when requesting religious or disability accommodation from retaliation. Whistleblower protections are provided in two important areas – confidentiality and against retaliation; insofar as consistent with Minnesota Government Data Practices, the confidentiality of the whistleblower will be maintained. However, identity may have to be disclosed to conduct a thorough investigation, to comply with the law and to provide accused individuals with their legal rights of defense. The city will not retaliate against a whistleblower. This includes but is not limited to, protection from retaliation in the form of an adverse employment action such as termination, compensation decreases, or poor work assignments and threats of physical harm. Any whistleblower who believes s/he is being retaliated against must contact Human Resources immediately. The right of a whistleblower for protection against retaliation does not include immunity for any personal wrongdoing. Sexual Harassment and Respectful Workplace Employees have a right to work in an environment free from discrimination and intimidation, including harassment. The mission of the city is best accomplished in an atmosphere of professionalism that in turn is supported by mutual respect and trust. The city expects all employees to work toward this goal. Harassment based on a person’s race, color, creed, religion, national origin, sex, sexual orientation, gender, gender identity, gender expression, disability, age, marital status, familial status, pregnancy, status regarding public assistance, veteran status, or any other protected class status may be unlawful and is strictly prohibited. Abusive Customer Behavior While the city has a strong commitment to customer service, the city does not expect employees to accept verbal and other abuse from any customer. An employee may request that a supervisor intervene when a customer is abusive, or the employee may defuse the situation themselves, including professionally ending the contact. If there is a concern about the possibility of violence, the employee should use his/her discretion to call 911, and as soon as feasible, a supervisor. Employees should leave the area immediately when violence is imminent unless their duties require them to remain (such as police officers). Employees must notify their supervisor about the incident as soon as possible. Page 299 of 312 P a g e 37 | 81 Definitions of Sexual and Other Forms of Harassment Harassment consists of unwelcome conduct based on a person’s race (including traits associated with race, including, but not limited to, hair texture and hair styles such as braids, locs and twists), color, creed, religion, national origin, sex, sexual orientation, gender, gender identity, gender expression, disability, age, marital status, familial status, pregnancy, status with regard to public assistance, veteran status, or any other protected class status that is interfering with your job performance; or creating an intimidating, hostile, or offensive work environment; or when submission to such conduct is explicitly or implicitly: • a term or condition of employment; or ▪ a basis for an employment decision affecting your job; or ▪ has the purpose or result of unreasonably interfering with your work performance or creating an intimidating, hostile, or offensive work environment. The city prohibits harassment in any form, including verbal, physical, and visual harassment. 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 that is interfering with your job performance; or creating an intimidating, hostile, or offensive work environment; or when submission to such conduct is explicitly or implicitly: ▪ a term or condition of employment; or ▪ a basis for an employment decision affecting your job; or ▪ has the purpose or result or unreasonably interfering with your work performance or creating an intimidating, hostile, or offensive work environment. The city prohibits sexual harassment in any form, including verbal, physical, and visual harassment. Some examples of conduct that may be sexual harassment under this policy include: ▪ Use of offensive or demeaning terms which have sexual connotations. ▪ Telling suggestive jokes or stories and conversations about sexual exploits, sexual preferences, and desires. ▪ Posting jokes, cartoons, pictures, objects, or stories which have a sexual content. ▪ Threats, demands or suggestions that an employee’s work status, advancement, or other terms and conditions of employment are contingent upon the employee’s toleration of or acquiescence to unwelcome sexual advances. ▪ Repeated, unwelcome sexual flirtations, propositions, or invitations to social engagements; or unwelcome and objectionable physical contact or physical proximity. Types of Disrespectful Behavior Page 300 of 312 P a g e 38 | 81 ▪ Violent behavior including the use of physical force, harassment, bullying, or intimidation. ▪ Discriminatory behavior including inappropriate remarks about or conduct related to a person’s legally protected characteristic such as race, color, creed, religion, national origin, disability, sex, gender, pregnancy, marital status, age, sexual orientation, gender identity or gender expression, familial status, or status regarding public assistance. ▪ Offensive behavior including such actions as rudeness, angry outbursts, inappropriate humor, vulgar obscenities, name calling, disparaging language, or any other behavior regarded as offensive to a reasonable person. It is not possible to anticipate in this policy every example of offensive behavior. Accordingly, employees are encouraged to discuss with their fellow employees and supervisor what is regarded as offensive, considering the sensibilities of employees and the possibility of public reaction. Although the standard for how employees treat each other and the public will be the same throughout the city, there may be differences between work groups about what is appropriate in other circumstances unique to a work group. If an employee is unsure whether a particular behavior is appropriate, the employee should request clarification from their supervisor or the city administrator. Scope of Policy This policy prohibits harassment, sexual harassment, and disrespectful behavior by members of the same or opposite sex. In addition, this policy prohibits any form of harassment or disrespectful behavior by any individual, including managers and supervisors, employees, co-workers, and third parties such as clients, elected officials, consultants, contractors, or vendors who interact with employees. Responding to Disrespectful Workplace Behavior All employees should feel comfortable calling their supervisor or another manager to request assistance should they not feel comfortable with a situation. If situations involve violent behavior call the police, ask the individual to leave the area, and/or take other reasonable action. If employees see or overhear what they believe is a violation of this policy, employees should advise a supervisor, the city administrator, or human resources promptly. Employees who believe disrespectful behavior is occurring are encouraged to deal with the situation in one of the ways listed below. If there is a concern about the possibility of violence, the individual should use his/her discretion to call 911, and as soon as feasible, notify a supervisor. In the event the disrespectful behavior occurring involves the employee’s supervisor, the employee should contact human resources, the supervisor’s manager, or the city administrator. Step 1(a). If you feel comfortable doing so, professionally, but firmly, tell whoever is engaging in the disrespectful behavior how you feel about their actions. Politely request Page 301 of 312 P a g e 39 | 81 the person to stop the behavior because you feel intimidated, offended, or uncomfortable. If practical, bring a witness with you for this discussion. Step 1(b). If you fear adverse consequences could result from telling the offender or if the matter is not resolved by direct contact, go to your supervisor, human resources, your supervisor’s supervisor, or the city administrator. The person to whom you speak is responsible for documenting the issues and for giving you a status report on the matter. In some situations, such as with an offender from the public, it is preferable to avoid one on one interactions. Talk to your supervisor about available options to ensure there are others available to help with transactions with the offender. Step 1(c). The city urges conduct which is viewed as offensive be reported immediately to allow for corrective action to be taken through education and immediate counseling, if appropriate. It is vitally important you notify a supervisor, the city administrator, or human resources promptly of your concerns. Any employee who observes sexual harassment or discriminatory behavior, or receives any reliable information about such conduct, must report it promptly to a supervisor, human resources, or the city administrator. Reporting Harassment including Sexual Harassment If at any time you feel you are being harassed, you should immediately contact: ▪ your supervisor; and/or ▪ a department director; and/or ▪ Human Resources; and/or ▪ the city administrator. The city wants to resolve any problems, but it can do so only if it is aware of them. The city encourages anyone who believes s/he is being harassed to immediately report all incidents of perceived harassment. Your report may be verbal or written; in either case, it is important that you state that your report is being made under this harassment policy, or that it concerns harassment. You may choose to whom you make the report; that choice, however, must be made from the list of individuals named above. The city will promptly investigate harassment complaints and take appropriate action. Employees found to have committed harassing acts will be subject to corrective action up to and including termination. City’s Response Employees who have a complaint of disrespectful workplace behavior will be taken seriously. In the case of sexual harassment or discriminatory behavior, a supervisor must report the allegations promptly to human resources or the city administrator, who will determine whether an investigation is warranted. A supervisor must act upon such a Page 302 of 312 P a g e 40 | 81 report even if requested otherwise by the victim. In situations other than sexual harassment and discriminatory behavior, supervisors will use the following guidelines when an allegation is reported: Step 1(a). If the nature of the allegation and the wishes of the victim warrant a simple intervention, the supervisor may choose to handle the matter informally. The supervisor may conduct a coaching session with the offender, explaining the impact of his/her actions and requiring the conduct not to reoccur. This approach is particularly appropriate when there is some ambiguity about whether the conduct was disrespectful. The allegation shall be reported to human resources or the city administrator. Step 1(b). Supervisors, when talking with the reporting employee, will be encouraged to ask him/her what he/she wants to see happen next. When an employee comes forward with a complaint, it is important to note the city cannot promise complete confidentiality, due to the need to investigate the issue properly. However, any investigation process will be handled as confidentially as practical and related information will only be shared on a need-to-know basis and in accordance with the Minnesota Government Data Practices Act and/or any other applicable laws. Step 2. If a formal investigation is warranted, the individual alleging a violation of this policy will be interviewed to discuss the nature of the allegations. Formal investigations will be prompt, impartial, and thorough. The person being interviewed may have someone of his/her choosing be present during the interview. Typically, the investigator will obtain the following description of the incident, including date, time, and place: • Corroborating evidence. • A list of witnesses. • Identification of the offender. To facilitate fostering a respectful work environment, all employees are encouraged to respond to questions or to otherwise participate in investigations regarding alleged harassment. Step 3. The supervisor must notify human resources or the city administrator about the allegations. Step 4. In most cases, as soon as practical after receiving the written or verbal complaint, the alleged policy violator will be informed of the allegations, and the alleged violator will have the opportunity to answer questions and respond to the allegations. The city will follow any other applicable policies or laws in the investigatory process. Step 5. After adequate investigation and consultation with the appropriate personnel, a decision will be made regarding whether disciplinary action will be taken. Step 6. The alleged violator and complainant will be advised of the findings and conclusions as soon as practicable and to the extent permitted by the Minnesota Government Data Practices Act. Page 303 of 312 P a g e 41 | 81 Step 7. The city will take reasonable and timely action, depending on the circumstances of the situation. The city is not voluntarily engaging in a dispute resolution process within the meaning of Minn. Stat. § 363A.28, subd. 3(b) by adopting and enforcing this workplace policy. The filing of a complaint under this policy and any subsequent investigation does not suspend the one-year statute of limitations period under the Minnesota Human Rights Act for bringing a civil action or for filing a charge with the Commissioner of the Department of Human Rights. 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 Retaliation is strictly prohibited. Retaliation includes, but is not limited to, any form of intimidation, reprisal, or harassment. Individuals who report harassing conduct, participate in investigations, or take any other actions protected under federal or state employment discrimination laws will not be subject to retaliation. Retaliation is broader than discrimination and includes, but is not limited to, any form of intimidation, reprisal, or harassment. While each situation is very fact dependent, retaliation can include a denial of a promotion, job benefits, or refusal to hire, discipline, negative performance evaluations, or transfers to less prestigious or desirable work or work locations because an employee has engaged or may engage in activity in furtherance of EEO laws. It can also include threats of reassignment, removal of supervisory responsibilities, filing civil action, deportation or other action with immigration authorities, disparagement to others or the media, and making false reports to government authorities because an employee has engaged or may engage in protected activities. Any individual who retaliates against a person who testifies, assists, or participates in an investigation may be subject to disciplinary action up to and including termination. If you feel retaliation is occurring within the workplace, report your concern immediately to your immediate supervisor, your supervisor’s manager, human resources, or the city administrator. Supervisors who have been approached by employees with claims of retaliation will take the complaint seriously and promptly report the allegations to the city administrator, or if the complaint is against the city administrator to human resources, who will decide how to proceed in addressing the complaint. Consistent with the terms of applicable statutes and city personnel policies, the city may Page 304 of 312 P a g e 42 | 81 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. Questions About Policy Any questions about this policy or a related matter should be referred to the city administrator or Human Resources. Workplace Violence and Possession of Dangerous Weapons The city seeks to provide a safe and secure workplace environment for employees, volunteers, vendors, and citizens. Violence, or the threat of violence, has no place on city premises. The city is committed to preventing the potential for violence in and around the workplace and to fostering a work environment of respect and positive conflict resolution. Many employees may be exposed to violence by the nature of their jobs. Violence or the threat of violence by or against any employee or other person while on city premises is strictly prohibited and may subject the individual to serious disciplinary action and/or criminal charges. Possession, use, or threatened use of an object that could be considered a dangerous weapon, including all firearms, is prohibited on city premises, including city vehicles and personal vehicles used for city business. This includes employees with valid permits to carry firearms. The following exceptions to the dangerous weapons prohibition are as follows: ▪ Employees legally in possession of a firearm for which the employee holds a valid permit, if required, and said firearm is concealed from view within a locked personal vehicle while that person is working on city property. ▪ A person who is showing or transferring the weapon or firearm to a police officer as part of an investigation. ▪ Police officers and employees who are in possession of a weapon or firearm in the scope of their official duties. The city strives to provide a workplace environment in which all its officials and employees treat each other, their customers, clients, and all others with courtesy, dignity, and respect. Drug and Alcohol Policy Employees are expected and required to report to work on time and in appropriate mental and physical condition. It is the city’s intent and obligation to provide a drug-free, Page 305 of 312 P a g e 43 | 81 safe, and secure work environment. The city contracts with federal agencies and is subject to the federal Drug-Free Workplace Act which places certain requirements on employers to maintain a drug-free workplace. In accordance with the act, you are hereby notified: The unlawful manufacture, distribution, dispensation, possession, or use of any controlled substance (including alcohol) is prohibited on city property or while conducting city business. Employees violating this prohibition may be subject to disciplinary action including, but not limited to, suspension or termination, and may have legal consequences. Controlled substances include, but are not limited to, opiates, hallucinogenic substances, depressants, stimulants, and narcotics. The Drug-Free Workplace Act prohibits only unlawful (federal) use, possession, or distribution of such drugs in the workplace, and not the lawful use of prescription medications. The lawful use of a controlled substance, including alcohol and cannabis is prohibited on city property or while conducting city business with an exception for use in the Alcohol Product Sampling Policy pertaining to municipal liquor store employees or while attending an event as a participant that is being held on city property. Employees violating this prohibition may be subject to disciplinary action including, but not limited to, suspension or termination. Employees taking prescription or over-the-counter drugs that may affect the safety of others must obtain a determination from their physician as to whether the drug could affect the job safety of the employee or others. If job safety may be affected, the employee must inform his or her immediate supervisor so that appropriate accommodations and arrangements can be made. The city recognizes drug abuse as a potential health, safety, and security problem. Employees needing help in dealing with such problems are encouraged to use the Employee Assistance Plan or their health insurance plans, as appropriate. As a condition of continued employment at the city, all employees must: ▪ Abide by the terms of this policy; and ▪ Notify the employee’s supervisor, Human Resources, or city administrator of any criminal drug statute conviction arising out of a violation occurring on or off work premises while conducting city business no later than five days after the conviction. The city retains the right, at its sole discretion, to report employee conduct violating this policy to law enforcement officials and to turn over any controlled substances to the custody of law enforcement officials. It is the city’s continued policy to maintain a drug-free workplace. If you have questions about this policy, its implementation, or its application to you, please contact the city Page 306 of 312 P a g e 44 | 81 administrator or Human Resources. Page 307 of 312 EXHIBIT A City of Elk River Fitness Room Policy INTRODUCTION The City of Elk River strongly believes in a philosophy of promoting employee wellness. An employee wellness program benefits both the employer and employee as well as the community. Healthy employees tend to be more productive, and healthy employees reduce expenditures (i.e. city insurance costs; use of sick time and its related overtime expenses; etc.). In the spirit of a healthy workplace, the city provides and outfits a fitness room as one part of a greater city wellness program. POLICY This policy encourages everyone to utilize the wellness room; with respect to limitations of types of equipment, locker space and workout space. Employee and Guest The fitness room is not a health club. Use of this room and equipment is open to all city and municipal utilities employees, and city council Members. Employees may bring one guest at any one time. Guests are not allowed use of the facility without the Employee. Guests must be over the age of eighteen (18). Due to safety and insurance issues, no one under the age of eighteen (18) is allowed in the fitness room under any circumstances. Waiver All employees who use the fitness room and equipment, and all guests, must sign a release waiver prior to using the fitness room. This is a requirement of the city insurance company. Available Times The fitness room is open 24-hours a day, but guests are only allowed with an employee. Lockers and Showers Lockers and showers are available. Lockers are intended to secure street clothes and valuables while exercising, not as an extended use. Employees shall leave the locker rooms in a clean, neat condition and shall not leave personal items in the lockers. Employees should be courteous - keep your time limited in the locker rooms if others are waiting. The city does not provide towels for the locker room or for use with the equipment. Page 308 of 312 Miscellaneous Issues ▪ Training on the use of the equipment can be arranged in group settings, as necessary. ▪ After receipt of a signed agreement, key reader access will be provided to employees who desire access to the room. ▪ Disinfecting supplies are in the fitness room and users must clean equipment after use. Conduct and Procedures 1. Proper Attire is required at all times including shirts and closed-toe footwear. 2. Foul or Abusive Language is prohibited. 3. Dumbbells, plates, and other equipment must be returned to the proper rack, stand, or location. 4. Dropping of Dumbbells or other equipment on the fitness room floor is not allowed. 5. Machines such as exercise bike, treadmill, and stair climber should be powered off after use unless others are waiting to use it. 6. Disinfecting Supplies are provided. All equipment should be disinfected after each use. 7. Breakdown of any piece of equipment should be tagged and brought to the attention of a supervisor as soon as possible. 8. Chalk is allowed if used neatly. 9. Music is allowed if kept at a reasonable level and is powered off when leaving the room. 10. Lights and fans should be turned off when the fitness room is not in use. Update: December 2023 Page 309 of 312 EXHIBIT C Fitness Room Agreement and Release The City of Elk River (“City”) has made available a fitness and workout facility (the “Facility”) for the exclusive use of city and municipal utilities employees, and city council members (“Employee”). Employee’s may be accompanied by one (1) guest who must be 18 years of age or older.. City and municipal utilities employees and council members are responsible for their guest. The undersigned employee and their guest (“Employee”) shall be permitted to make use of the Facility upon the following terms and conditions: 1. Employee agrees to use the Facility only in accordance with rules and regulations adopted by the City, in the City’s sole discretion. 2. Employee specifically agrees not to use the Facility while under the influence of any mind-altering drug or chemical, including specifically, but not exclusively, alcohol of any sort. 3. Employee acknowledges that no instruction as to the use of the Facility or any equipment therein will be provided by the City. Employee agrees to take sole responsibility to become familiar with the proper and safe use of any equipment within the Facility. 4. Employee acknowledges that certain risks may exist in the use of fitness and workout equipment. These risks include injury through defective equipment or improper use of equipment or improper conduct by Employee or third parties. Employee agrees to release City and its respective officers and employees from any claim Employee may have to any incident which occurs in or arises in any way out of Employee’s use of the Facility or any equipment therein including specifically, but not exclusively, claims for personal injury, death, or property damage. Employee further agrees to indemnify, defend and hold harmless the city and its officers and employees and agents from claims for personal injury, death, or property damage for incidents occurring in or about the Facility. 5. EMPLOYEE ACKNOWLEDGES THAT THE FACILITY WILL NOT BE SUPERVISED AND AGREES THAT EMPLOYEE MAKES USE OF THE FACILITY AT EMPLOYEE’S OWN RISK. 6. EMPLOYEE HAS READ THE FITNESS ROOM POLICY AND AGREES TO ABIDE BY THE RULES STATED IN THE POLICY. 7. Terms of this Agreement apply equally to the guest as to the Employee. __________________________________ Employee’s Signature __________________________________ Print Name __________________________________ Date Update: December 2023 Page 310 of 312 EXHIBIT C EXHIBIT B City of Elk River Foot Protection Policy All employees will wear footwear appropriate to their job duties. Each affected employee shall wear protective footwear when working in areas where there is a danger of foot injuries due to: ▪ Falling and rolling objects ▪ Objects piercing the sole ▪ Exposure to electrical hazards Employees required to wear protective footwear include: Street/Parks employees, Wastewater Treatment Facility employees, Building Maintenance employees except custodians, Building Inspectors, Fire Inspectors, and any city employee required to wear protective footwear as determined by their supervisor. Protective Footwear Standard Must comply with ASTM F2413 Standard which provide both impact and compression protection. Allowance The city will provide up to $200 per year for regular employees and up to $75 per year for temporary employees toward the purchase of protective footwear. Funds more than those used for footwear may be used to purchase approved safety equipment as authorized by their department director. Some vendors may bill the city directly or original receipts must be submitted to the Finance Department for reimbursement. The cost of footwear exceeding approved allowance is the responsibility of the employee. Adopted: May 17, 1999 Updated: February 9, 2004 December 2020 August 8, 2023 Page 311 of 312 EXHIBIT C City of Elk River Prescription Safety Eyewear Policy Prescription Safety Eyewear For those regular employees required to wear eye protection, the city will pay for basic protective eyewear for single vision, bifocal, and trifocal prescriptions (includes safety lenses, standard frame with side shields, case, and dispensing fee). The city will provide one (1) complete pair of clear protective industrial safety eyewear every two (2) years or at the supervisor’s discretion due to prescription change or damage resulting from work-related hazards. “Clear” lenses under this definition will also include lens tints in shades 1 or 2. Transition or changeable tint lenses that meet OSHA standard 87Z will be allowed. The eye protection selected must clearly identify the manufacturer. Any new eye protective devices must comply with any of the following: ANSI Z87.1-2010, ANSI Z87.1-2003, or ANSI Z87.1-1989(R1998) or be at least as effective as this standard requires. All charges relating to eye examinations, optional frame styles, or lens treatments will be the responsibility of the employee. Employees shall use only Walman Optical approved providers. A list of approved providers can be found at www.WalmanOpticalsafetyeyewear.com under Resources, Find an Eye Doctor. Order forms are on Access under Safety, Safety Forms. Adopted: May 17, 1999 Updated: July 18, 2001 September 2014 December 2020 December 2023 Page 312 of 312