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2021-11-01 City Council Agenda Packet A,lbertville City of Albertville Council Agenda Small Wing.Big City We. Monday, November 1, 2021 City Council Chambers 7 pm PUBLIC COMMENTS-The City of Albertville welcomes and encourages public input on issues listed on the agenda or of general community interest.Citizens wishing to address the Council regarding specific agenda items,other than public hearings,are invited to do so under Public Forum and are asked to fill out a"Request to Speak Card". Presentations are limited to five(5)minutes. 1. Call to Order 2. Pledge of Allegiance—Roll Call Peres 3. Recognitions —Presentations -Introductions 4. Public Forum—(time reserved 5 minutes) 5. Amendments to the Agenda 6. Consent Agenda All items under the Consent Agenda are considered to be routine by the City staff and will be enacted by one motion. In the event an item is pulled, it will be discussed in the order it is listed on the Consent Agenda following the approval of the remaining Consent items. Items pulled will be approved by a separate motion. A. Approve the October 18, 2021,regular City Council Meeting minutes as presented. 3-6 B. Authorize the Monday, November 1, 2021, payment of claims as presented, except bills 7 specifically pulled which are passed by separate motion. The claims listing has been provided to City Council as a separate document and is available for public view at City Hall upon request. C. Authorize the hiring of Clayton Follett, Tomas Gonsior, Jason Kohout and Jason Lindberg 8-9 for the position of Reserve Firefighter with the Albertville Fire Department. D. Authorize the purchase of 15 smoothbore nozzles and tips for the Albertville Fire 10-11 Department. E. Adopt the City of Albertville's Longevity Pay Policy effective January 1, 2022. 12-13 F. Amend Section 13.0 of the City of Albertville Personnel Policy in order to update the 14-15 Post-Retirement Health Care Saving Plan contribution effective January 1, 2022. 7. Public Hearing 8. Wright County Sheriff's Office— Updates, reports, etc. 9. Department Business A. City Council 1. Committee Updates (STMA Arena, Planning, JPWB, Parks, Fire Board, FYCC, etc) B. Building—None City of Albertville City Council Agenda Monday, November 1, 2021 Page 2 of 2 C. City Clerk 16-31 1. Approve City's Data Practice Policies and Data inventory Spreadsheet (Motion to adopt Resolution No. 2021-044 adopting Data Practice Policies and Data Inventory Spreadsheet for the City ofAlbertville.) D. Finance 1. Accept the Coronavirus Local Fiscal Recovery Funds 32-34 (Motion to adopt Resolution No. 2021-045 accepting the Coronavirus Local Fiscal Recovery Fund Established under the American Rescue Plan Act.) 2. 2022 Enterprise Budgets and Rate Information 35-40 E. Fire—None F. Planning and Zoning—None G. Public Works/Engineering—None H. Legal 1. Maeyaert Property Update L Administration 1. City Administrator's Update 41-42 10. Announcements and/or Upcoming Meetings November 2 Election Day for STMA Operating Levy, 7 am to 8 pm November 8 STMA Arena Board, 6 pm November 9 Planning Commission, 7 pm November 11 City Offices closed in observance of Veterans Day November 15 City Council, 7 pm November 22 Joint Powers Water Board, 6 pm Parks Committee, 7 pm November 23 & 24 City Offices closed in observance of Thanksgiving 11. Adjournment Albertville se "Town u"'g.ft CRY Ill.. ALBERTVILLE CITY COUNCIL DRAFT REGULAR MEETING MINUTES October 18, 2021 — 7 pm Council Chambers Albertville City Hall 1. Call to Order Mayor Hendrickson called the meeting to order at 7:01 pm. 2. Pledge of Allegiance— Roll Call Present: Mayor Hendrickson, Councilmembers Cocking and Zagorski Councilmember Olson arrived at 7:10 pm. Absent: Councilmember Hudson Staff Present: City Administrator Nafstad, City Planner Brixius, Chief Bullen, City Attorney Couri, and City Clerk Luedke. 3. Recognitions —Presentations —Introductions —None 4. Public Forum There was no one present for the public form. 5. Amendments to the Agenda There were no amendments to the agenda. MOTION made by Councilmember Cocking, seconded by Councilmember Zagorski to approve the October 18, 2021, agenda as presented. Ayes: Cocking, Hendrickson and Zagorski.Nays: None. Absent: Hudson and Olson. The motion carried. 6. Consent Agenda All items under the Consent Agenda are considered to be routine by the City staff and will be enacted by one motion. In the event an item is pulled, it will be discussed in the order it is listed on the Consent Agenda following the approval of the remaining Consent items. Items pulled will be approved by a separate motion. A. Approve the October 4, 2021, regular City Council Meeting minutes as presented. B. Authorize the Monday, October 18, 2021, payment of claims as presented, except bills specifically pulled which are passed by separate motion. The claims listing has been provided to City Council as a separate document and is available for public view at City Hall upon request. C. Adopt Resolution No. 2021-042 aligning Federal Threshold with those of the Minnesota State Bid Laws. Accept 3rd Quarter Budget to Actual Reports. D. Approve Final Pay for to Latour Construction, Inc. for Waste Water Treatment Plant and Discharge Improvements amount of$68,218.16. Agenda Page 3 City Council Meeting Draft Minutes Page 2 Regular Meeting of October 18,2021 6. Consent Agenda-continued MOTION made by Councilmember Cocking, seconded by Councilmember Zagorski to approve the October 18, 2021, Consent Agenda as presented. Ayes: Cocking, Hendrickson and Zagorski. Nays: None. Absent: Hudson and Olson. The motion carried. 7. Public Hearing A. Huering Meadows Commons Final Plat Vacation Easement City Planner Brixius provided the history of the Huering Meadows Commons project which included it being acquired by Kuepers Inc who riled a PUD amendment to the site and building plans and also renamed the project, Kingston Crossing. He said the vacation easement approval was necessary for the construction plans to move forward and added the vacation easements would not affect any of the surrounding properties. He answered questions from Council. City Administrator Nafstad noted the easements to be vacated were established as part of the Huering Meadows plat and did not include those easements in place prior to the Huering Meadows plat and answered questions from Council. Mayor Hendrickson open the public hearing. No one requested to speak. MOTION made by Councilmember Cocking, seconded by Councilmember Zagorski to close the public hearing. Ayes: Cocking, Hendrickson and Zagorski. Nays: None. Absent: Hudson and Olson. The motion carried. MOTION made by Councilmember Zagorski, seconded by Councilmember Cocking to adopt Resolution No. 2021-043 vacating easements over lots 2 and 3, Block 1, Huering Meadows Commons Final Plat. Ayes: Cocking, Hendrickson and Zagorski. Nays: None. Absent: Hudson and Olson. The motion carried. 8. Wright County Sheriff's Office Wright County Sheriff Deringer presented his annual update. He said that the City of Albertville currently contracts with the Wright County Sheriff's office for 28-hours per day coverage. Sheriff Deringer said he recommends that the City add an additional 2 hours of service to the Wright County Sheriff's agreement beginning in 2023. He answered questions from the County. The Council thanked the Sheriff for attending the meeting and the service that the Wright County Sheriff's department provides for the City of Albertville. 9. Department Business A. City Council 1. Committee Updates (STMA Ice Arena,Planning, JPRB, Parks, Fire Board, FYCQ Councilmember Zagorski provided an update from the Planning Commission meeting which included a presentation from City Planner Brixius on the City's Vision Plan. City Planner Brixius offered a brief update on the City's Vision Plan and answered questions from Council. B. Building—None Agenda Page 4 City Council Meeting Draft Minutes Page 3 Regular Meeting of October 18,2021 C. City Clerk—None D. Finance—None E. Fire—None F. Planning and Zoning 1. Repeal Outdoor Storage as a Principal Use in Commercial and Industrial Zoning Districts City Planner Brixius provided a description of the proposed amendment and said City staff recommends repealing outdoor storage as a principal use within Albertville's Commercial and Industrial Zoning Districts. He said allowing outdoor storage as a principal use does not contribute to the City's comprehensive land use or economic development goals. Mr. Brixius answered questions from Council. MOTION made by Councilmember Olson, seconded by Councilmember Zagorski to adopt Ordinance No. 2021-13 amending Section 1000.15. B. of the Albertville Zoning Ordinance; repealing outdoor storage as a principal use within Albertville's Commercial and Industrial Zoning Districts. Ayes: Cocking, Hendrickson, Olson and Zagorski. Nays: None. Absent: Hudson. The motion carried. G. Public Works/Engineering—None H. Legal 1. Discussion of Chuck Maeyaert Property City Attorney Couri presented the history and an update on the Maeyaert property located at 10479 61st Street NE. He said that the City and Mr. Maeyaert, the property owner, had reached a settlement agreement over the summer for the nuisance complaints the City has received for failure to clean up junk, abandoned items and other objects scattered about his property. He said the property owner has been making slow progress but the deadline to be in compliance and clean up the property was September 30, 2021. He answered questions from Council regarding the enforcement of the settlement agreement and the administrative citation fee process. City Administrator Nafstad and City Planner Brixius answered questions from Council regarding the size of the Maeyaert's driveway, the large trailers that are parked on the driveway and the enforcement process of the City ordinance. There was a lengthy Council discussion regarding the property, the complaints the City has received regarding the junk and other items strewn about property and the action needed to be taken at this time. The Council directed the City Attorney to begin the agreement enforcement process but also to continue to work with the property owner. MOTION made by Councilmember Cocking, seconded by Councilmember Zagorski to directed the City Attorney to take legal action as a result of the Maeyaert's failure to comply with the settlement agreement. Ayes: Cocking, Hendrickson, Olson and Zagorski. Nays: None. Absent: Hudson. The motion carried. Agenda Page 5 City Council Meeting Draft Minutes Page 4 Regular Meeting of October 18,2021 L Administration 1. City Administrator's Update City Administrator Nafstad reported he and Chief Bullen had met with the Allina Operation Manager regarding the amount of medical response calls the Albertville Fire Department has been responding to. He said the manager said Allina would be working towards improving the City's coverage. Chief Bullen also offered information and said the Allina Manager would be providing additional training to their dispatch department staff. City Administrator Nafstad gave an update on the STMA Ice Arena and the lease agreement with Hat Trick Hockey. He said that the Youth Hockey Association was planning to move ahead with their dryland project at the arena. He said both projects were being funded by the tenants and they are scheduled to begin in November 2021 and are projected to be completed by February 2022. City Administrator Nafstad reported the next Joint Governance meeting was scheduled for November 29, 2021 and asked Council if they felt there was a need to hold the meeting. The Council stated they would like to table the meeting. Announcements and/or Upcoming Meetings October 25 Joint Powers Water Board, 6 pm Parks Committee, 7pm November 1 City Council, 7pm November 2 Election Day for STMA Operating Levy, 7 am to 8 pm November 8 STMA Arena Board, 6 pm November 9 Planning Commission, 7 pm November 11 City Offices closed in observance of Veterans Day November 15 City Council, 7 pm 10. Adjournment MOTION made by Councilmember Zagorski, second by Councilmember Cocking to adjourn the meeting at 8:37 pm. Ayes: Cocking, Hendrickson, Olson and Zagorski.Nays: None. Absent: Hudson. The motion carried. Respectfully submitted, Kristine A. Luedke, City Clerk Agenda Page 6 �lbcrtviljc Mayor and Council Request for Action I f November 1, 2021 SUBJECT: CONSENT—FINANCE—PAYMENT OF BILLS RECOMMENDATION: It is respectfully requested that the Mayor and Council consider the following: MOTION TO: Authorize the Monday,November 1, 2021,payment of the claims as presented except the bills specifically pulled, which are passed by separate motion. The claims listing has been provided to Council as a separate document. The claims listing is available for public viewing at City Hall upon request. BACKGROUND: The City processes claims on a semi-monthly basis. The bills are approved through their respective departments and administration and passed onto the City Council for approval. KEY ISSUES: • Account codes starting with 810 are STMA Arena ExpensesNendors (bolded) and key issues will be presented in the claims listing document. POLICY/PRACTICES CONSIDERATIONS: It is the City's policy to review and approve payables on a semi-monthly basis. FINANCIAL CONSIDERATIONS: City staff has reviewed and recommends approval of payments presented. LEGAL CONSIDERATIONS: The Mayor and Council have the authority to approve all bills pursuant to Minnesota State Law, which requires all bills to be paid in a timely manner, generally within 30 days unless one party determines to dispute the billing. Responsible Person/Department: Tina Lannes, Finance Director Submitted through: Adam Nafstad, City Administrator-PWD Attachment: • List of Claims (under separate cover) Agenda Page 7 A,Ib£T'tvill£ Mayor and Council Request for Action 5 t r Lb&.W ft City UF— November 1, 2021 SUBJECT: CONSENT -FIRE -AUTHORIZE THE HIRING OF RESERVE FIREFIGHTERS RECOMMENDATION: It is respectfully requested that the Mayor and City Council authorize the following: MOTION TO: Authorize the hiring of the following individuals for the position of Reserve Firefighter with the Albertville Fire Department: • Clayton Follett • Tomas Gonsior • Jason Kohout • Jason Lindberg BACKGROUND: The Fire Department began its current hiring process in July 2021. The process has concluded with the request to approve the hiring of the above-named individuals to the position of Reserve Firefighter. The applicants have met the requirements as outlined in Section 4.1.3 (Employment Eligibility - Requirements and Process) of the Albertville Fire Department's (AFD) Standard Operating Policies and Procedures. They have also have completed and successfully passed the complete AFD hiring process. This process includes, but is not limited to: a. Application b. Initial Interview c. Physical Ability Test d. Reference Checks e. Final Interview f. Conditional Job Offer g. MN BCA Background and Criminal History Checks h. Pre-Employment Medical Exams /Drug Testing i. Pre-Employment Psychological Exams and Interview The AFD is asking for Council authorization for the hiring of four new Reserve Firefighters. If approved, the new members will be sworn in on Thursday,November 4th, at the Albertville Fire Department. KEY ISSUES: • The current AFD hiring process is ending. • Four applicants have successfully completed the AFD hiring process. • If approved,the new members will be sworn in on Thursday,November 41h, at the Albertville Fire Department. Agenda Page 8 Mayor and Council Request for Action—November 1,2021 Fire—Authorize Hiring of Reserve Firefighter Page 2 of 2 FINANCIAL CONSIDERATIONS: The costs associated with the hiring process are part of the annual Fire Department Operating budget. The Reserve Firefighters will start as volunteer, unpaid, members of the Fire Department. LEGAL ISSUES: The City Council has the authority to establish new positions and hire personnel. Responsible Person: Eric Bullen, Fire Chief Submitted Through: Adam Nafstad, City Administrator- PWD Agenda Page 9 lb�rtvi�� Mayor and Council Request for Action Smell wum living.Big City We. November 1, 2021 SUBJECT: CONSENT -FIRE-PURCHASE OF 15 SMOOTHBORE NOZZLES AND TIPS RECOMMENDATION: It is respectfully requested that the Mayor and City Council consider the following: MOTION TO: Authorize the purchase of 15 smoothbore nozzles and tips for the Albertville Fire Department. BACKGROUND: The Albertville Fire Department(AFD) is requesting the purchase of 15 smoothbore nozzles and tips. In a recent review of the RFD's structural firefighting equipment, led by the AFD Training Captain, it was determined that the hose nozzles that are currently on our trucks are not meeting required water flow standards (gallons per minute) set by the National Fire Protection Association (NFPA). The reduced water flow poses a significant safety hazard to our firefighters on any active fire call. When the deficiency from expected water flow was discovered, the AFD explored several options and began flow testing various nozzle types from two different manufacturers. The AFD determined that a switch to smoothbore nozzles is exponentially beneficial to all aspects of our fireground operations, including firefighter safety, increased water flow, hose handling, pump operations, and maintenance. If the purchase is approved, the AFD will lay out a training and implementation plan, with the new nozzles being put into service by April 2022. The cost for 15 smoothbore nozzles and tips is $8,856 and will be funded by a donation from the Albertville Lions Club. In June, the Albertville Lions Club generously donated $15,000 to the Fire Department to be used for needed equipment purchases. Staff is recommending approval of the purchase of 15 smoothbore nozzles and tips for the AFD. KEY ISSUES: • The current AFD hose nozzles are not meeting the required water flow standards (gallons per minute) set by the NFPA. • The AFD Board of Officers has reviewed the pending purchase and is recommending Council action. • The purchase will be funded by a generous donation from the Albertville Lions Club. POLICY CONSIDERATIONS: It is City policy for the Council to review and approve all capital purchases and investments. Agenda Page 10 Mayor and Council Request for Action—November 1, 2021 Fire—Authorize Purchase of Nozzles and Tips Page 2 of 2 FINANCIAL CONSIDERATIONS: There are no financial impacts to either the operations or capital budget of the Fire Department, as the $8,856 purchase price for the smoothbore nozzles will be funded by a donation from the Albertville Lions Club. LEGAL CONSIDERATIONS: The City has the authority to purchase equipment under the State of Minnesota contract or by quotes. Responsible Person: Eric Bullen, Fire Chief Submitted Through: Adam Nafstad, City Administrator-PWD Agenda Page 1 1 �lbcrtviljc Mayor and Council Request for Action I f November 1, 2021 SUBJECT: CONSENT—FINANCE—LONGEVITY PAY POLICY RECOMMENDATION: It is respectfully requested that the Mayor and Council consider the following: MOTION TO: Adopt the City of Albertville's Longevity Pay Policy effective January 1, 2022. BACKGROUND: The longevity pay policy was brought forward for consideration as part of the 2022 preliminary budget. The approve 2022 preliminary budget was approved this past September include this policy. KEY ISSUES: • Estimated budget impact was approximately $22,000 in total across all funds (General and Enterprise) for 2022. • Estimated annual impact on future budgets is approximately$2,300 across all funds (General and Enterprise). • The longevity pay policy is intended to recognize employees for years of service, promote employee retention, and maintain competitive benefits and pay for the City employees. POLICY/PRACTICES CONSIDERATIONS: The Mayor and City Council have the authority to adopt City policies. FINANCIAL CONSIDERATIONS: The longevity pay policy is budgeted for effective January 1, 2022 in the approved preliminary 2022 budget. Responsible Person: Tina Lannes, Finance Director Submitted through: Adam Nafstad, City Administrator-PWD Attachment: • City of Albertville Longevity Pay Policy Agenda Page 12 101. City of Albertville lb�rtvi�� 5959 Main Avenue NE, P.O. Box 9 Albertville, MN 55313 Small Town°i1ng.f9 My Ufa. 763.497.3384 Fax 763.497.3210 www.ci.albertville.mn.us Longevity Pay Policy Purpose: The purpose of this policy is to reward employees for staying with the City, increasing their knowledge and applying it to their jobs. The policy is also intended to maintain high employee retention and to maintain competitive pay for the City's employees. Pay and Terms: So long as budgetarily feasible, employees will be paid $100 for each full year of service completed with the City. An employee must have completed at least one full year of service to be eligible for payment. Payment would be made in December between the two normal payrolls. Taxes such as federal and state withholding and FICA contributions would apply. PERA would also apply. Should an employee terminate during the year, they will not receive any longevity pay. Longevity pay is only paid to employees that are active at the time payment is scheduled to be made. If an employee is out on FMLA leave, they are eligible for longevity pay. If an employee terminates employment with the City, then is re-hired, years of service shall be calculated from the initial hire date as long as no more than 6 months have passed between the termination date and re-hire date. If more than 6 months have passed between the termination date and re-hire date, longevity pay is calculated based on the re-hire date. Longevity pay applies only to benefit earning employees. Seasonal employees are not eligible. Effective: January 1, 2022 Agenda Page 13 �lbcrtviljc Mayor and Council Request for Action I f November 1, 2021 SUBJECT: CONSENT—FINANCE—POST-RETIREMENT HEALTH CARE SAVINGS PLAN RECOMMENDATION: It is respectfully requested that the Mayor and Council consider the following: MOTION TO: amend section 13.0 of the City of Albertville Personnel Policy in order to update the post-retirement health care saving plan contribution effective January 1, 2022. BACKGROUND: The current contribution is 2% and has been that amount for the past 14 years. The contribution change was brought forward in the preliminary 2022 budget for consideration. The change presented was to provide a tiered system as presented. The preliminary budget was approved with this change in September 2021. KEY ISSUES: • Estimated budget impact was approximately $20,000 in total across all funds (general and enterprise). POLICY/PRACTICES CONSIDERATIONS: The Mayor and City Council have the authority to amend the City of Albertville's Personnel Policy. FINANCIAL CONSIDERATIONS: The contribution change is budgeted for effective January 1, 2022 in the approved preliminary 2022 budget. Responsible Person: Tina Lannes, Finance Director Submitted through: Adam Nafstad, City Administrator-PWD Attachment: • Revised Section 13.0 Health Care Saving Plan of the City of Albertville Personnel Policy. Agenda Page 14 Amend Section 13 of the City's Personnel Policy to read as follows: 13.0 Health Care Savings Plan Post-Retirement Health Care Savings Plan City of Albertville The City of Albertville Full-time employees and Part-time permanent employees with regularly scheduled workweek of at least thirty (30) hours, but less than forty (40) are eligible to participate in the Minnesota Post Employment Health Care Savings Plan (HCSP) established under Minnesota Statutes, section 352.98 (Minn. Supp. 2001) and as outlined in the Minnesota State Retirement System's Trust and Plan Documents. All funds collected by the employer on the behalf of the employee will be deposited into the employee's post-employment health care savings plan account. Employee Contribution Employees have agreed to contribute an ongoing percent of pay as set out below. All employees must contribute the mandatory minimum wage percentage set by 100% agreement of all employees. Contributions amounts may change every two years if there is 100% agreement of all employees and employer. Employee agreed upon a tiered contribution effective DATE: Employees who have: 0 - 5 years of service shall contribute 2% of pay 6 +years of service shall contribute 4% of pay Employer Contribution The City of Albertville will match the employee's HCSP tiered contribution up to 4% of the employee's pay. Employer contribution for employees who have: 0 - 5 years of service shall contribute 2% of pay 6 + years of service shall contribute 4%of pay Agenda Page 15 �lbcrtvillc Small Town Wag.iNg ON Lft. Mayor and Council Request for Action November 1, 2021 SUBJECT: CITY CLERK—APPROVE CITY'S DATA PRACTICE POLICIES AND DATA INVENTORY SPREADSHEET RECOMMENDATION: It is respectfully requested that the Mayor and Council consider the following: MOTION TO: Adopt Resolution No. 2021-044 adopting Data Practice Policies and Data Inventory Spreadsheet for the City of Albertville. BACKGROUND: The Minnesota Government Data Practices Act requires all entities in Minnesota to adopt policies regarding public access to government data. The policies explain how members of the public can access government data and provide contact information for the City staff members responsible for receiving and processing data practice requests. The City shall update these policies annually. Staff recommends replacing the Data Practice Procedures adopted on November 7, 2016, with the following documents which were drafted using the model policies provided by the Minnesota Data Practice Office. • Albertville Data Practices Policy for Members of the Public. This policy explains the rights of the public to receive data. • Albertville Data Practices Policy for Data Subjects. This policy explains the rights of data subjects to receive information about themselves. • Data Inventory Spreadsheet. This document identifies and describes all private and confidential data maintained by the City. KEY ISSUES: • The Minnesota Government Data Practices Act requires that the City have in place certain policies related to access to City data. • The attached Data Practices Policy meets the requirements of the Data Practices Act and were drafted from the Minnesota Data Practice Office's model policies. • The Albertville City Attorney has reviewed the draft policies. POLICY/PRACTICES CONSIDERATIONS: The attached policies will be implemented by City Staff and will be made available to the public. FINANCIAL CONSIDERATIONS: None. State law already requires the City to provide access to data. This policy does not change that requirement, but merely states the City's policy regarding access to data as required by law. LEGAL CONSIDERATIONS: The Albertville City Attorney has reviewed the draft Data Practices policies and Data Inventory Spreadsheet. Agenda Page 16 Mayor and Council Request for Action—November 1, 2021 City Clerk—Update Data Practices Policies Page 2 of 2 Department/Responsible Person: Kris Luedke, City Clerk. Submitted Through: Adam Nafstad, City Administrator-PWD. Attachments: • Resolution No. 2021-044 • Exhibit A - Data Practice Policies Agenda Page 17 CITY OF ALBERTVILLE COUNTY OF WRIGHT STATE OF MINNESOTA RESOLUTION NO.2021-044 A RESOLUTION APPROVING DATA PRACTICES POLICIES AND DATA INVENTORY SPREADSHEET FOR THE MINNESOTA GOVERNMENT DATA PRACTICES ACT FOR THE CITY OF ALBERTVILLE WHEREAS,the City Council of the City of Albertville is the official governing body of the City of Albertville; and WHEREAS,the Minnesota Statutes §13.025, subd. 2 and 3, requires that the City prepare policies related to public access to government data and related to the rights of data subjects and their access to government data; and WHEREAS,the Albertville City Attorney has reviewed the Policies prepared by City staff, and finds that the Policies set forth in Exhibit A comply with the statutory requirements. NOW,THEREFORE,BE IT RESOLVED,the City Council of the City of Albertville hereby approves the Policies for the Minnesota Government Data Practices Act for the City of Albertville. Adopted by the City Council of the City of Albertville this 1st day of November, 2021. Jillian Hendrickson, Mayor ATTEST: Kristine A. Luedke, City Clerk Agenda Page 18 City of Albertville 1bertville 5959 Main Avenue NE,P.O. Box 9 Albertville, MN 55313 Smog Town uving.erg cey ur•. 763.497.3384 Fax 763.497.3210 www.ci.albertville.mn.us Data Practice Policy for Members of the Public Right to Access Public Data The Government Data Practices Act (Minnesota Statutes, Chapter 13) presumes that all government data are public unless a state or federal law says the data are not public. Government data is a term that means all recorded information a government entity has, including paper, email, DVDs, photographs, etc. The Government Data Practices Act also provides the City of Albertville must keep all government data in a way that makes it easy for you to access public data. You have the right to look at (inspect), free of charge, all public data that we keep. You also have the right to get copies of public data. The Data Practices Act allows us to charge for copies. You have the right to look at data, free of charge, before deciding to request copies. How to Make a Data Request You may request to look at data or obtain copies of data that the City of Albertville keeps by making a written request. Make your written request for data to the appropriate individual listed in the Data Practices Contacts on page 3. You may make your request for data by mail,fax, or email, using the Data Request form on page 4. If you choose not to use the data request form, your request should: • Say that you are making a request for data under the Government Data Practice Act (Minnesota Statutes, Chapter 13). • Include whether you would like to inspect the data, get copies of the data, or both. • Provide a clear description of the data you would like to inspect or have copied. You are not required to identify yourself or explain the reason for your data request. However, you may need to provide us with some personal information for practical reasons (for example, if you request emailed copies, we may need your email address). If you choose not to give us any identifying information, we will provide you with contact information so you may check on the status of your request. In addition, if we do not understand your request and have no way to contact you, we will not be able to respond to your request. How We Respond to a Data Request Upon receiving your request, we will review it. • We may ask you to clarify what data you are requesting. • If we do not have the data,we will notify you in writing as soon as reasonably possible. • If we have the data, but we are not allowed to give it to you, we will notify you as soon as reasonably possible and identify the law that prevents us from providing the data. • If we have the data, and the data is public, we will respond to your request appropriately and promptly, within a reasonable amount of time by doing one of the following: o Arrange a date, time, and place for you to inspect data at our offices; or Policy required by Minnesota Statutes, section 13.04 i�gw19 City of Albertville— Data Practice Policy for Members of the Public Page 2 o You may choose to pick up your copies or we will mail, email, or fax them to you. We will provide electronic copies (such as email or CD-ROM) upon request, if we keep the data in that format and we can reasonably make a copy. o Response time may be impacted by the size and/or complexity of your request, and also by the number of requests you make in a given period time. If you request copies, we may charge you a fee and require you to pre-pay for your copies. Information about copy charges is below. If you request copies or electronic transmittal of the data, we may require you to pay the actual costs of searching for and retrieving government data, including the cost of employee time, and for making, certifying, and electronically transmitting the copies of the data or the data to you. The Data Practices Act does not require us to create or collect new data in response to a data request, or to provide data in a specific form or arrangement if we do not keep the data in that form or arrangement. For example, if the data you request are on paper only, we are not required to create electronic documents to respond to your request. If we agree to create data in response to your request, we will work with you on the details of your request, including cost and response time. We are also not required to respond to questions that are not about your data request, or requests for government data. Requests for Summary Data Summary data are statistical records or reports that are prepared by removing identifying information about individuals from entirely private or confidential data. The preparation of summary data is not a means to gain access to private or confidential data. We will prepare summary data if you make your request in writing and [pre-pay/pay] for the cost of creating the data. You may use the data request form on page 4 to request summary data. We will respond to your request within ten business days with the data or details of when the data will be ready and how much we will charge you. Data Practices Contacts Responsible Authority Data Practices Compliance Official Kris Luedke Kris Luedke 5959 Main Avenue NE 5959 Main Avenue NE Albertville, MN 55301 Albertville, Mn 55301 763-496-6801 763-496-6801 kluedke@ci.albertville.mn.us kluedke@ci.albertville.mn.us Data Practices Designee—Finance Data Practice Designee— Building Department Tina Lannes Maeghan Becker 5959 Main Avenue NE 5959 Main Avenue NE Albertville, MN 55301 Albertville, MN 55301 763-497-3384 763-497-3384 tlannes@ci.albertville.mn.us mbecker@ci.albertville.mn.us Policy required by Minnesota Statutes, section 13.025 and 13.03 Agenda Page 20 City of Albertville— Data Practice Policy for Members of the Public Page 3 Copy Costs— Members of the Public The City of Albertville charges members of the public for copies of government data. These charges are authorized under Minnesota Statutes, section 13.03, subdivision 3(c). We may require you to pay for your copies before we will give them to you. The charges below may vary when a charge is set by statute or rule. Cost for Photo Copies Per Section 3-1-3 of the Albertville City Code, the charge is 25C for a one-sided copy, or 50C for a two-sided black and white copy for the first 100 copies. Most Other Types of Copies—Actual cost The charge for most other types of copies is the actual cost of searching for and retrieving the data, and making the copies or electronically transmitting the data (e.g. sending the data by email). In determining the actual cost of making copies, when a charge is not set by statute or rule, is the actual cost of searching for and retrieving the data, and making the copies or electronically sending the data. In determining the actual cost of making copies, we include employee time, the cost of the materials onto which we are copying the data (paper, CD, DVD, etc.), and mailing costs (if any). If your request is for copies of data that we cannot copy ourselves, such as photographs, we will charge you the actual cost we must pay an outside vendor for the copies If possible, and upon request, we will provide you with an estimation of the total cost of supplying copies. Policy required by Minnesota Statutes, section 13.025 and 13.03 Agenda Page 21 City of Albertville— Data Practice Policy for Members of the Public Page 4 Albertville City of Albertville %. 17LWnq.ft Cftw LV� Data Request Form— Members of the Public 5959 Main Avenue NE 763-497-3384 Albertville, MN 55301 Fax: 763-497-3210 Date of request: I am requesting access to data in the following way: ❑ Inspection ❑ Copies ❑ Both inspection and copies Note: I nspection is free. Per Title 3, Chapter 1 of the Albertville City Code,the fee is$.25 per page. You may be required to pay for copies before we will give them to you. These are the data I am requesting: Describe the data you are requesting as specifically as possible. If you need more space, please use the back of this form. Contact Information Name: Add ress: Phone number: Email address: You do not have to provide any of the above contact information. However, if you would like us to mail/email you copies of data, we will need some type of contact information. In addition, if we do not understand your request and need to get clarification from you, without contact information we will not be able to begin processing your request until you contact us. We will respond to your request as soon as reasonably possible. Policy required by Minnesota Statutes, section 13.025 and 13.03 Agenda Page 22 City of Albertville Ibcrtvillc 5959 Main Avenue NE,P.O. Box 9 Albertville, MN 55313 Smolt uvm4.019 Ufa. 763.497.3384 Fax 763.497.3210 www.ci.albertville.mn.us Data Practice Policy for Data about You The Government Data Practices Act (Minnesota Statutes, Chapter 13) says that data subjects have certain rights related to a government entity collecting, creating, and keeping government data about them. You are the subject of data when you can be identified from the data. Government data is a term that means all recorded information a government entity has, including paper, email, flash drives, photographs, etc. Classification of Data about You Government data about an individual have one of three "classifications." These classifications determine who is legally allowed to see the data. Data about you are classified by state law as public, private, or confidential. Here are some examples: 1. Public data: The Data Practices Act presumes that all government data are public unless a state or federal law says that the data are not public. We must give public data to anyone who asks. It does not matter who is asking for the data or why the person wants the data. The following is an example of public data that we might have about you: Your name on an application for a license from the City. 2. Private data: We cannot give private data to the general public. We can share your private data with you, with someone who has your permission, with our City staff whose job requires or permits them to see the data, and with others as permitted by law or court order. The following is an example of private data about you that we might have: Social Security numbers 3. Confidential data: Confidential data have the most protection. Neither the public nor you can access confidential data about you. We can share confidential data about you with our City staff who have a work assignment to see the data, and to others as permitted by law or court order. The following is an example of confidential data about you: The identity of the subject of an active criminal investigation Your Rights under the Government Data Practices Act The City of Albertville must keep all government data in a way that makes it easy for you to access data about you. Also, we can collect and keep only those data about you that we need for administering and managing programs that are permitted by law. As a data subject, you have the following rights. Policy required by Minnesota Statutes, Section 13.02�g n d 14a9e 23 City of Albertville— Data Practice Policy for Data Subjects Page 2 Access to Your Data You have the right to look at (inspect), free of charge, public and private data that we keepabout you. You also have the right to get copies of public and private data about you. The Data Practices Act allows us to charge for copies. You have the right to look at data, free of charge, before deciding to request copies. Also, if you ask, we will tell you whether we keep data about you and whether the data are public, private, or confidential. As a parent, you have the right to look at and get copies of public and private data about your minor children (under the age of 18). As a legally appointed guardian, you have the right to look at and get copies of public and private data about an individual for whom you are appointed guardian. Minors have the right to ask us not to give data about them to their parent or guardian. If you are a minor, we will tell you that you have this right. We may ask you to put your request in writing and to include the reasons that we should deny your parents access to the data. We will make the final decision about your request based on your best interests. When We Collect Data from You When we ask you to provide data about yourself that are not public, we must give you a notice.The notice is sometimes called a Tennessen warning. The notice controls what we do with the data that we collect from you. Usually, we can use and release the data only in the ways described in the notice. We will ask for your written permission if we need to use or release private data about you in a different way, or if you ask us to release the data to another person. This permission is called informed consent. If you want us to release data to another person, you may use the consent form we provide. Protecting your Data The Data Practices Act requires us to protect your data. We have established appropriate safeguards to ensure that your data are safe. When your Data are Inaccurate or Incomplete You have the right to challenge the accuracy and/or completeness of public and private data about you. You also have the right to appeal our decision. If you are a minor, your parent orguardian has the right to challenge data about you. How to Make a Request for Your Data You may request to inspect data at our offices, or ask for copies of data that the City of Albertville keeps about you, your minor children, or an individual for whom you have been appointed legal guardian. Make your written request for data to the appropriate individual listed in the Data Practices Contacts on page 4. You may make your request by mail, fax, or email, using the Data Request Form on page 5. If you choose not to use the data request form, your request should: • Say that you are making a request, under the Government Data Practices Act (Minnesota Statutes,Chapter 13), as a data subject, for data about you. • Whether you would like to inspect the data, have copies of the data, or both. • Provide a clear description of the data you would like to inspect or have copied. • Provide proof that you are the data subject or data subject's parent/legal guardian. Policy required by Minnesota Statutes, Section 13.025,Subd. 3 Agenda Page 24 City of Albertville— Data Practice Policy for Data Subjects Page 3 We require proof of your identity before we can respond to your request for data. If you are requesting data about your minor child, you must show proof that you are the minor's parent. If you are a guardian, you must show legal documentation of your guardianship. Please see the Standards for Verifying Identity located on page 6. If you do not provide proof that you are the data subject, we cannot respond to your request. How We Respond to a Data Request Upon receiving your request, we will review it. • We may ask you to clarify what data you are requesting. • If we do not have the data, we will notify you in writing within 10 business days. • If we have the data, but the data is confidential or private data that are not about you, we will notify you within 10 business days and identify the law that prevents us from providing the data. • If we have the data, and the data are public or private data about you, we will respond to your request within 10 business days, by doing one of the following: o Arrange a date, time, and place for you to inspect data at our offices or provide an estimated date upon which the copies will be made available; or o Provide you with copies of the data within 10 business days. You may choose to pick up your copies, or we will mail or fax them to you. We will provide electronic copies (such as email or CD-ROM) upon request if we keep the data in electronic format. • After we have provided you with access to data about you, we do not have to show you the data againfor 6 months unless there is a dispute or we collect or create new data about you. If you request copies, we may charge you a fee and require you to pre-pay for your copies. If you request electronic information, we may charge you a fee to search for and locate that information and may require you to pre-pay for your copies. Information about copy charges is below. The Data Practices Act does not require us to create or collect new data in response to a data request, or to provide data in a specific form or arrangement if we do not keep the data in that form or arrangement. For example, if the data you request are on paper only, we are not required to create electronic documents to respond to your request. If we agree to create data in response to your request, we will work with you on the details of your request, including cost and response time. We are also not required to respond to questions that are not about your data request, or requests for government data. Data Practices Contacts Responsible Authority Data Practices Compliance Official Kris Luedke Kris Luedke 5959 Main Avenue NE 5959 Main Avenue NE Albertville, MN 55301 Albertville, Mn 55301 763-496-6801 763-496-6801 kluedke@ci.albertville.mn.us kluedke@ci.albertville.mn.us Data Practices Designee—Finance Data Practice Designee— Building Department Tina Lannes Maeghan Becker 5959 Main Avenue NE 5959 Main Avenue NE Albertville, MN 55301 Albertville, MN 55301 763-497-3384 763-497-3384 tlannes@ci.albertville.mn.us mbecker@ci.albertville.mn.us Policy required by Minnesota Statutes, Section 13.025,Subd. 3 Agenda Page 25 City of Albertville— Data Practice Policy for Data Subjects Page 4 Copy Costs— Members of the Public The City of Albertville charges for copies of government data. These charges are authorized under Minnesota Statutes, section 13.04, subdivision 3. We may require you to pay for your copies before we will give them to you. The charges below may vary when a charge is set by statute or rule. Cost for Photo Copies Per Section 3-1-3 of the Albertville City Code, the charge is 25C for a one-sided copy, or 50C for a two-sided black and white copy. Most Other Types of Copies—Actual cost The charge for most other types of copies is the actual cost of searching for and retrieving the data, and making the copies or electronically transmitting the data (e.g. sending the data by email). In determining the actual cost of making copies,when a charge is not set by statute or rule, is the actual cost of searching for and retrieving the data, and making the copies or electronically sending the data. In determining the actual cost of making copies, we include employee time, the cost of the materials onto which we are copying the data (paper, CD, DVD, etc.), and mailing costs (if any). If your request is for copies of data that we cannot copy ourselves, such as photographs, we will charge you the actual cost we must pay an outside vendor for the copies If possible, and upon request, we will provide you with an estimation of the total cost of supplying copies. Policy required by Minnesota Statutes, Section 13.025,Subd. 3 Agenda Page 26 City of Albertville— Data Practice Policy for Data Subjects Page 5 City of Albertville ' Ibcrtvillc 5-1T—UW,g.09CRyu Is Data Request Form— Data Subjects 5959 Main Avenue NE 763-497-3384 Albertville, MN 55301 Fax: 763-497-3210 Date of request: I am requesting access to data in the following way: ❑ Inspection ❑ Copies ❑ Both inspection and copies Note: Inspection is free. Per Title 3, Chapter 1 of the Albertville City Code, the fee is$.25 per page. You may be required to pay for copies before we will give them to you. These are the data I am requesting: Describe the data you are requesting as specifically as possible. If you need more space, please use the back of this form. Contact Information Data subject name Parent/Guardian name (if applicable) Add ress Phone number Email address Staff Verification Identification provided We will respond to your request within 10 business days. Policy required by Minnesota Statutes,Section 13.025,Subd.3 Agenda Page 27 City of Albertville— Data Practice Policy for Data Subjects Page 6 Standards for Verifying Identity The following constitute proof of identity. • An adult individual must provide a valid photo ID, such as o a state driver's license o a military ID o a passport o a Minnesota ID o a Minnesota tribal ID • A minor individual must provide a valid photo ID, such as o a state driver's license o a military ID o a passport o a Minnesota ID o a Minnesota Tribal ID o a Minnesota school ID • The parent or guardian of a minor must provide a valid photo ID and either o a certified copy of the minor's birth certificate or o a certified copy of documents that establish the parent or guardian's relationship to the child,such as a court order relating to divorce, separation,custody,foster care a foster care contracts an affidavit of parentage • The legal guardian for an individual must provide a valid photo ID and a certified copy of appropriate documentation of formal or informal appointment as guardian, such as o court order(s) o valid power of attorney Note: Individuals who do not exercise their data practices rights in person must provide either notarized or certified copies of the documents that are required or an affidavit of ID. Policy required by Minnesota Statutes, Section 13.025,Subd. 3 Agenda Page 28 City of Albertville lbcrtvfllc 5959 Main Avenue NE,P.O. Box 9 Albertville,MN 55313 smal Town wring.erg city uts. 763.497.3384 Fax 763.497.3210 www.ci.albertville.mn.us Data Maintained by the City of Albertville Name of Record, Citation For Employee Work Description Data Classification File, Or Data Type Classification Access Appointments to Certain employees on Appointment Files various Council Public/Private Minn. Stat. § § 13.43, an as-needed basis as Boards,Commissions, 13.601 part of specific work or Committees assignments Certain employees on Attorney Opinions Official opinions of Public/Private Minn. Stat. § § an as-needed basis as City attorney 13.393, 13.39 part of specific work assignments Based on private Certain employees on Audit Reports companies for review Non-Public Minn. Stat. § 13.37 an as-needed basis as External of tax payments, or part of specific work based on internal assignments operations Based on private Certain employees on Audit Reports Internal companies for review Non-Public Minn. Stat. § 13.392 an as-needed basis as of tax payments, or part of specific work based on internal assignments operations Certain employees on Automatic Payment With supporting Public/Private Minn. Stat. § § 13.37 an as-needed basis as Plan Authorization documentation part of specific work Form assignments Responses to Certain employees on Bids and Proposals requests for bids and Public/Private Minn. Stat. § 13.591 an as-needed basis as proposals part of specific work assignments Certain employees on Building Plans Commercial, Public/Private Minn. Stat. § § 13.37, an as-needed basis as industrial, residential Non-Public subd. (1)(b),541.051 part of specific work assignments Certain employees on Checks Received from Public/Private Minn. Stat. § 13.37 an as-needed basis as (Accounts Receivable) customers part of specific work assignments Public/Private Judgments, Certain employees on Civil Litigation Files settlements, releases, Confidential Minn. Stat. § 13.39 an as-needed basis as correspondence Protected Non-Public part of specific work assignments Policy required by Minnesota Statutes,Section 13.04enda Page 29 City of Albertville— Data Inventory Spreadsheet Page 2 Name of Record, Citation For Employee Work Description Data Classification File, Or Data Type Classification Access Community Annual breakdown of Certain employees on Development Block applications and Public/Private Minn. Stat.§ 13.462 an as-needed basis as Grant Applications supporting materials part of specific work assignments Certain employees on Credit Card Receipts Merchant copies Public/Private Minn. Stat.§ 16A.626 an as-needed basis as part of specific work assignments Certain employees on Criminal Litigation Documents litigation Public/Private Confidential Minn. Stat. §§ an as-needed basis as Files involving the City Protected Non-Public 13.393,13.82 part of specific work assignments Certain employees on Complaints By citizens about the Public/Private Minn. Stat. § 13.44 an as-needed basis as use of real property part of specific work assignments Certain employees on Absentee Ballot Absentee ballot Public/Private Minn. Stat. § 20313.12 an as-needed basis as Application application part of specific work assignments Ballots Voted or rejected Public/Private Minn. Stat. § 13.37 City Clerk on an as- needed basis Received from Certain employees on Checks customers submitted Public/Private Minn. Stat. § 13.37 an as-needed basis as electronically part of specific work assignments Certain employees on Insurance Claims Filed by or against the Public/Private Minn. Stat. § 13.43 an as-needed basis as City part of specific work assignments Certain employeeson Mailing Lists For program Private Minn. Stat.§ 13.548 an as-needed basisas participants part of specific work assignments Photos retained in Certain employees on Photographs accordance with item Public/Private Minn. Stat. § 13.82 an as-needed basis as related to in General Records Retention part of specific work assignments Schedule Deeds, contracts, Certain employees on Property Acquisition correspondence, Public Confidential Minn. Stat. §§ 13.44, an as-needed basis as purchase valuation Protected Non-Public 13.585 part of specific work data, agreements assignments Policy required by Minnesota Statutes,Section 13.025 Agenda Page 30 City of Albertville— Data Inventory Spreadsheet Page 3 Name of Record, Citation For Employee Work Description Data Classification File, Or Data Type Classification Access Files involving land Certain employees on Property Files acquisitions, Public/Private Minn. Stat. § 13.39 an as-needed basis as condemnations, land Confidential part of specific work sales, lawsuits, etc. Protected Non-Public assignments Certain employees on Real Property Public/Confidential Minn. Stat. § 13.44 an as-needed basis as Appraisals part of specific work assignments Collected or Certain employees on Social Security Private Minn. Stat.§ 13.355 an as-needed basis as Numbers maintained on individuals part of specific work assignments Data collected in Response to Data responding to Public/Private Various Responsible Authority Requests requests for data Data Practices maintained by City of Compliance Official Albertville Certain employees on 1099 Miscellaneous 1099 Miscellaneous Public/Private Minn. Stat. § 13.43 an as-needed basis as Income Income part of specific work assignments Policy required by Minnesota Statutes,Section 13.025 Agenda Page 31 �lbcrtviljc Mayor and Council Request for Action I f November 1, 2021 SUBJECT: FINANCE—ACCEPT THE CORONAVIRUS LOCAL FISCAL RECOVERY FUNDS RECOMMENDATION: It is respectfully requested that the Mayor and Council consider the following: MOTION TO: Adopt Resolution No. 2021-045 accepting the Coronavirus Local Fiscal Recovery Fund Established under the American Rescue Plan Act. BACKGROUND: Congress adopted the American Rescue Plan Act("ARPA)" in March 2021 which included$65 billion in recovery funds for cities across the country. The US Treasury provided guidelines for each city to follow which determines the ways to funds can be used. The State will be the responsible party to submit the monies to each City. The City of Albertville is non-entitlement City because it has a population under 50,000. The rate will be from $100 to $105 per capita based on the City's 2019 Census data. The funds will come from the State in two payments—one in 2021 and one in 2022 Unlike the Coronavirus Relief Fund through the CARES Act, these funds will be available for appropriation through December 31, 2024. The United State Department of Treasury has adopted guidance regarding what the funds can be used for. Staff will continue to review the US Treasury guidance because periodically additional items are added and the guidance is refined. KEY ISSUES: • The City of Albertville has been allocated$797,754.52 pursuant to the ARPA Allocation. • Recommendations on how the funds could be utilized will come before the City Council for consideration at a future Council meeting. • The funds will be allocated in 2 payments—one in 2021 and the other in 2022. POLICY/PRACTICES CONSIDERATIONS: The Mayor and City Council have the authority accept the Coronavirus Local Fiscal Recovery Funds established under the American Rescue Plan Act. FINANCIAL CONSIDERATION: The City has been allotted$797,754.52 over the next two years. The first payment will come in 2021 and the second payment will be received one year later. The formula included the amount per capita multiplied by the City's population in 2019. Responsible Person: Tina Lannes, Finance Director Submitted through: Adam Nafstad, City Administrator-PWD Attachment: • Resolution No. 2021-045 Agenda Page 32 CITY OF ALBERTVILLE COUNTY OF WRIGHT STATE OF MINNESOTA RESOLUTION NO. 2021-045 RESOLUTION TO ACCEPT THE CORONAVIRUS LOCAL FISCAL RECOVERY FUND ESTABLISHED UNDER THE AMERICAN RESCUE PLAN ACT WHEREAS, since the first case of coronavirus disease 2019 (COVID-19)was discovered in the United States in January 2020, the disease has infected over 32 million and killed over 575,000 Americans ("Pandemic"). The disease has impacted every part of life: as social distancing became a necessity,businesses closed, schools transitioned to remote education, travel was sharply reduced, and millions of Americans lost their jobs; and WHEREAS, as a result of the Pandemic, Cities have been called on to respond to the needs of their communities through the prevention, treatment, and vaccination of COVID-19; and WHEREAS, City revenues, businesses and nonprofits in the City have faced economic impacts due to the Pandemic; and WHEREAS, Congress adopted the American Rescue Plan Act in March 2021 ("ARPA") which included $65 billion in recovery funds for cities across the country; and WHEREAS, ARPA funds are intended to provide support to state, local, and tribal governments in responding to the impact of COVID-19 and in their efforts to contain COVID-19 in their communities, residents, and businesses; and WHEREAS, $797,754.52 has been allocated to the City of Albertville ("City")pursuant to the ARPA ("Allocation"); and WHEREAS, the United States Department of Treasury has adopted guidance regarding the use of ARPA funds; and WHEREAS, the City, in response to the Pandemic, has had expenditures and anticipates future expenditures consistent with the Department of Treasury's ARPA guidance; and WHEREAS,the State of Minnesota will distribute ARPA funds to the City because its population is less than 50,000. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ALBERTVILLE,MINNESOTA AS FOLLOWS: I. The City intends to collect its share of ARPA funds from the State of Minnesota to use in a manner consistent with the Department of Treasury's guidance. 2. City staff, together with the Mayor and the City Attorney are hereby authorized to take any actions necessary to receive the City's share of ARPA funds from the State of Minnesota for expenses incurred because of the Pandemic. Agenda Page 33 City of Albertville Resolution No. 2021-045 Meeting of November 1,2021 Page 2 3. City staff, together with the Mayor and the City Attorney are hereby authorized to make recommendations to the City Council for future expenditures that may be reimbursed with ARPA funds. Adopted by the City Council of Albertville,Minnesota this 1s'day of November, 2021. Jillian Hendrickson,Mayor ATTEST: Kristine A. Luedke, City Clerk Agenda Page 34 lbertvi lfc Mayor and Council Communication November 1, 2021 SUBJECT: FINANCE—2022 ENTERPRISE BUDGETS AND RATE INFORMATION BACKGROUND: Annually, the Enterprise Budgets (water, sewer, storm water and recycling) starts in June with staff preparing estimates and projections for the following year's preliminary or draft budget. Staff reviews the preliminary budget and amends monthly through October. This allows staff to see actual revenues for usage through September of each year. The enterprise budgets do not have a tax levy but rather are funded by usage and rates. KEY ISSUES: 1. The 2022 Enterprise budgets will go into effect January 1, 2022 as presented unless there is a request for change. 2. The last rate increase was January 1, 2021 which was 2%. POLICY CONSIDERATIONS: It is the City's policy to review the 2021 Enterprise Budgets. FINANCIAL CONSIDERATIONS: In reviewing the Albertville projected 2022 Enterprise Budgets, staff is recommending the discussed annual rate increase of 2% rate for 2022. 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October 28, 2021 GENERAL ADMINISTRATION Absentee Voting for STMA Levy Election: In-person absentee voting at the STMA District office for the November Election continues through Monday, November 1 with direct balloting beginning on Tuesday, October 26. The STMA District Offices will also be open on Saturday, October 30 from 10 am to 3 pm for in-person absentee voting. Voting on Election Day: On November 2, the polling location for the STMA Levy Election is the STMA Middle School West, 11343 50th Street NE. The polls will be open from 7 am to 8 pm. Truth-in Taxation: The City's Truth-in-Taxation hearing is schedule for 6:15 pm on Monday, December 6 prior to the regular meeting. Veterans Day: A reminder that City offices are closed on Thursday, November 11 in observance of Veterans Day. Gas Franchise Fee: We are working on a fee option for the city's franchise with CenterPoint and will have options for the Council to consider at the next meeting. STMA Ice Arena: The lease with Hat Trick Hockey has been executed and we are finalizing the lease with YHA. YHA has decided to move forward with the full build of the dryland space which will enclose and secure the area as opposed to the original mezzanine concept. Ice Arena Staffing: We are currently looking for a full time shift supervisor and part time staff. Joint Governance Meeting: The November 30 meeting has been canceled. ENGINEERING/PUBLIC WORKS 1-94 Project: Substantial completion of the project is understood to be Nov. 1. We continue to work with MnDOT on the unresolved issues, including, not having a turn lane on CSAH 19, restoration of the haul roads, what will become of the old park and ride, and the partially completed bridge. Agenda Page 41 Lift Station Upgrades: Public Works is working on 4 lift station upgrades. Generally, upgrades are related to control panels and electrical components. Eligible expenses can be paid with ARPA funds otherwise are paid with enterprise capital reserves. The Preserve at Albertville: Mass grading and utility work are underway. The Developer is working towards completing at least a portion, if not all, of the roads yet this fall. Advanced Volumetric Alliance: Karmen Avenue is paved and the public utility work is generally complete. Wall panels are currently being set. Barthel Industrial Drive: We are beginning the preliminary engineering and surveying on Barthel Industrial Drive in preparation for a 2022 project. This project will largely be funded by the 2020 LRIP funds. 2022 Overlay: Public Works is reviewing and marking curb replacements for next year's overlay project. City Administrator's Update Page 2 of 2 October 28, 2021 Agenda Page 42