HomeMy WebLinkAbout2016-12-08 Council Agenda Packet CITY OF CORCORAN
*Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by
Door.
Corcoran City Council Agenda
December 8, 2016 - 7:00pm
1. Call to Order / Roll Call
2. Pledge of Allegiance
3. Agenda Approval
4. Open Forum
5. Presentations
6. Consent Agenda
a. Draft Minutes of November 21, 2016 Council Meeting*
b. Easement Purchase Agreement – 20000 County Road 10*
7. Claims as Presented
a. Escrow Claims (Fund #500)*
b. All Other Financial Claims*
8. Staff Reports / Memos / Commissions
a. Commission Representatives*
b. Financial Performance Report*
9. Budget Meeting
a. Truth in Taxation Hearing*
10. Planning Business
11. Unfinished Business
12. New Business
a. 2017 Water and Sanitary Sewer Budget*
b. Employee Handbook Update*
c. Predatory Offender Ordinance*
13. Closed Session
a. City Administrator Performance Evaluation
14. 2016/2017 Council Schedule*
15. Council Liaison Calendar
Planning Commission
12/1/16 1/5/17 2/2/17 3/2/17 4/6/17
Guenthner Thomas Bottema Dejewski LaFave
Parks and Trails Commission
12/20/16 1/17/17 2/21/17 3/21/17 4/18/17
Hank Bottema Dejewski LaFave Keefe
16. Adjournment
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CITY OF CORCORAN
City Council Meeting Minutes
November 21, 2016 - 7:00pm
The Corcoran City Council met on November 21, 2016 at City Hall in Corcoran, Minnesota.
Present were Mayor Guenthner, Councilor Hank, Councilor Keefe, Councilor LaFave, and Councilor
Thomas.
Also present were City Administrator Martens, City Planner Lindahl, Director of Public Safety
Gottschalk, and City Clerk/Administrative Services Coordinator Beise.
1.Call to Order / Roll Call
Mayor Guenthner called the meeting to order at 7:00 pm.
2.Pledge of Allegiance
Mayor Guenthner invited all in attendance to rise and join in the Pledge of Allegiance.
3.Agenda Approval
Mayor Guenthner noted Planning Commissioner Schultz and Parks and Trails Commissioner
Robran were in attendance.
MOTION: made by Hank, seconded by Thomas to approve the agenda as presented.
Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas
(Motion carried 5:0)
4.Open Forum
Jackie Hoglund, 19220 Hackamore Road, addressed the Council related to issues related to
Lennar. Specifically Ms. Hoglund addressed communications with Lennar, ordinances and
regulations, buffers related to new development, suggestions for neighbor comment opportunity,
and ghost platting.
Greg Hoglund, 19220 Hackamore Road, addressed on the Council related to issues related to
Lennar. Specifically Mr. Hoglund addressed the Council related to Lennar communication and
suggestions for communication with neighbors. Mr. Hoglund presented documents to be included in
the public agenda packet.
5.Presentations
No presentations were heard.
6.Consent Agenda
a.Draft Minutes of the November 10, 2016 Council Meeting
b.Draft Minutes of the November 15, 2016 Council Meeting
c.Renumbering Resolution Order Abatement of Nuisances and Authorizing Abatement by the
City on the property at 20575 County Road 10
d.Bergen KDV Engagement Letter
Councilor LaFave asked that Item 6d. be considered separately.
MOTION: made by Thomas, seconded by Keefe to approve the consent agenda consisting of Items
6a., 6b., and 6c.
Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas
(Motion carried 5:0)
Councilor LaFave inquired about the services provided by the engagement letter. City Administrator
Martens noted that the services provided are annual audit assistance that helps prepare for the
audit.
MOTION: made by LaFave, seconded by Thomas to approve Item 6d.
Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas
6a.
(Motion carried 5:0)
7. Claims as Presented
a. Escrow Claims (Fund #500)
MOTION: made by Keefe, seconded by Hank to approve all other claims as presented.
Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas
(Motion carried 5:0)
b. All Other Financial Claims
MOTION: made by LaFave, seconded by Thomas to approve all other claims as presented.
Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas
(Motion carried 5:0)
8. Staff Reports / Memos/Commissions
a. Planning Project Update; report received.
b. Code Compliance Report; report received.
c. Commissioner Representatives; report received.
d. Capital Improvement Plan Update; report received.
9. Planning Business
a. Ordinance Amendment for Single Family Design Standards (City File 16-024)
City Planner Lindahl presented the report noting that the planning commission discussed elevations
fronting a street or a park. Council discussed other surrounding communities’ requirements,
frontages, siding materials, the placement of a garages, cost implications, and exemption for brick
or stone materials.
MOTION: made by Keefe, seconded by Thomas to adopt Option 2 of Ordinance 2016-338
Amending the Text of Section 1040.040 Subd. 8 of Chapter 10 of the City Code.
Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas
(Motion carried 5:0)
MOTION: made by Keefe, seconded by LaFave to adopt Resolution 2016-87 Approving the
Findings of Fact for the Ordinance Amending the Text of Section 1040.040 Subd. 8 of Chapter 10 of
the City Code.
Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas
(Motion carried 5:0)
MOTION: made by LaFave, seconded by Hank to adopt Ordinance 2016-339 a Summary
Ordinance of Ordinance 2016-338.
Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas
(Motion carried 5:0)
b. Preliminary Plat and Preliminary PUD Development Plan for “Schwalbe” Subdivision as a
Proposed Future Ravinia Phase (PID 36-119-23-14-0001) (City File 18-026)
City Planner Lindahl presented the report noting the trail easement, reduced setbacks on County
Road 101, adding additional shrubs screening, revised plan with a temporary cul de sac, and tree
preservation plan. Council discussed the density, buffer to adjoining property, and the sanitary
sewer connection.
MOTION: made by Thomas, seconded by Keefe to adopt Ordinance 2016-340 Amending Title Ten
of the City Code to Classify Certain Land Located at 6638 County Road 101.
Mayor Guenthner noted the PUD provides flexibility for unique situations and this particular
rezoning is well suited for this location.
Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas
(Motion carried 5:0)
MOTION: made by Keefe, seconded by Thomas to adopt Resolution 2016-88 Approving the
Findings of Fact for the Rezoning of the “Schwalbe” Property at 6635 County Road 101.
Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas
(Motion carried 5:0)
MOTION: made by Thomas, seconded by Keefe to adopt Resolution 2016-89 Approving the
Preliminary Planned Unit Development (PUD) Plan for Lennar Corporation on the “Schwalbe”
Property at 6635 County Road 101.
Council discussed the parks and trails recommendation, the planning commission recommendation,
buffers to neighboring properties, and creating a process to meet with neighbors.
Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas
(Motion carried 5:0)
MOTION: made by LaFave, seconded by Keefe to adopt Resolution 2016-90 Approving the
Preliminary Plat for “Schwalbe” for the Lennar Corporation on the 6-Acre Schwalbe Property at
6635 County Road 101.
Council discussed the number of lots. Staff noted that the final plat might be reduced depending on
the temporary cul de sac.
Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas
(Motion carried 5:0)
c. PUD Sketch Plan from James and Denise Nichols on Property at 6315 County Road 101
(PID – 36-119-23-11-0012) (City File 16-031)
City Planner Lindahl presented the report noting requested flexibility, ghost platting, and revised
plan with a secondary stub street. Council discussed the lot size and density, staging, affordability
and the housing market, street configuration, and creating a neighborhood meeting process.
d. Updated Development Rights Map
City Planner Lindahl presented the report noting plats have been reviewed since 2006, the map has
been updated, and process to make corrections. Council discussed the error correction process.
10. Unfinished Business
No unfinished business was presented.
11. New Business
a. Fire Services Study
Director of Public Safety Gottschalk presented the report noting the timing and the need for
planning for fire services including infrastructure. Council discussed evaluating services and
locations for future structures, costs of the study, the funding mechanism, and working with other
departments if they choose to invest in the community. Per consensus, staff was directed to move
forward with a draft Request for Proposal for a Comprehensive Fire Service Study.
b. Dynaforms Module for LETG
Lieutenant Burns presented the report noting that the program would create efficiencies. Council
discussed the current process.
MOTION: made by Thomas, seconded by Keefe to approve the purchase of the Dynaforms module
for LETG.
Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas
(Motion carried 5:0)
c. Conditional Offer – Accountant
City Administrator Martens presented the report outlining the process and that staff has narrowed
the search.
MOTION: made by Thomas, second by Keefe to authorize the City Administrator and Mayor to
make an offer to the preferred candidate.
Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas
(Motion carried 5:0)
12. Unscheduled Items
No unscheduled items were presented.
13. 2016 Council Schedule
City Administrator Martens reviewed the upcoming schedule. Mayor Guenthner reminded
Councilmembers to turn in evaluation forms to City Clerk/Administrative Services Coordinator Beise
by November 28th. Mayor Guenthner invited residents to provide feedback on the City
Administrators performance to Councilmembers.
14. Council Liaison Calendar
The Council liaison calendar was not reviewed, but was available in the Council Packet.
15. Adjournment
MOTION: made by LaFave, seconded by Keefe to adjourn.
Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas
(Motion carried 5:0)
Meeting adjourned at 8:51pm.
________________________________
Jessica Beise – City Clerk/Administrative Services Coordinator
STAFF REPORT Agenda Item 6b.
Council Meeting:
December 8, 2016
Prepared By:
Brad Martens
Topic:
Easement Purchase Agreement –
20000 County Road 10
Action Required:
Approval
Summary:
Over the last several months staff has been negotiating with land owners for permanent
and temporary easement agreements required for the Downtown Utility and Street
Improvement Project. Attached to this report is the agreement for easement purchase
on 20000 County Road 10, St. Thomas Church.
Financial/Budget:
The agreement is in the amount of $31,407 and will be paid out of the project budget.
Alignment with Values:
This item relates to the following adopted values:
FISCAL RESPONSIBILITY
We believe that fiscal responsibility and the prudent stewardship of public funds
is essential for citizen confidence in government.
Council Action:
Approve the easement agreement with the Church of St. Thomas.
Attachments:
1. Easement Agreement
1
EASEMENT
The Church of St. Thomas of Corcoran Minnesota, a Minnesota Corporation, Grantor, for and in
consideration of thirty-one thousand four hundred seven dollars ($31,407.00), hereby grants and
conveys unto the City of Corcoran, a municipal corporation located in Hennepin County,
Minnesota, Grantee, its contractors, agents, and employees, the right, privilege, authority and,
unless designated otherwise herein, a permanent easement to freely use the premises hereinafter
described for the purposes of constructing, altering, repairing, maintaining, inspecting and
putting into operation all necessary public utilities for water and sanitary sewer, including, but
not limited to, pipes, lines and appurtenances thereof of said City, over, under, in, upon and
across the following described real property, said Grantee agreeing to thereafter restore said land
to its former condition, including compaction, in a commercially reasonable matter, to-wit:
DESCRIPTION OF GRANTOR’S AFFECTED PARCEL OF PROPERTY:
Church of St. Thomas of Corcoran, LLC, Tax ID: 23-119-23-440018
DESCRIPTION OF PERMANENT EASEMENT GRANTED HEREIN:
The permanent easement granted herein and which lies with the above-described affected parcel
of property, is identified as follows:
(See Attached Exhibits A and C)
DESCRIPTION OF TEMPORARY CONSTRUCTION EASEMENT GRANTED HEREIN:
The temporary easement granted herein and which lies with the above-described affected parcel
of property, is identified as follows:
(See Attached Exhibits B and C)
The temporary construction easements shall expire December 31, 2017.
GRANTOR ALSO HEREBY GRANTS AND CONVEYS UNTO SAID Grantee the right,
privilege and authority to freely enter upon said easement areas at any and all times with all
machinery, tools, equipment, vehicles and materials necessary for the purposes above set forth,
and agree not to place any structure upon said easement areas or to do anything that will tend to
interfere with the operation and maintenance of said easements without first securing the written
approval of Grantee.
TO HAVE AND TO HOLD said easements unto said Grantee, its successors and assigns, as
described above.
IN WITNESS WHEREOF, Grantor has caused this instrument to be executed November ___,
2016.
2
STATE OF MINNESOTA )
)ss.
COUNTY OF HENNEPIN )
____________________________
Church of St. Thomas of Corcoran
Its_______________________
On this _____ day of _____________, 2016, before me personally appeared a representative
from the Church of St. Thomas of Corcoran, to me known to be the persons described in and
who executed the foregoing instrument, and acknowledged that they executed the same as their
free act and deed.
____________________
Notary Public
3
EXHIBIT A
Permanent Easement Legal Description:
That part of the south 48 rods of the east 36 rods of the Southeast Quarter of the Southeast
Quarter of Section 23, Township 119, Range 23, and the Northeast Quarter of the Northeast
Quarter of Section 26, Township 119, Range 23, Hennepin County, Minnesota, which lies
westerly of the right of way of County Road 116 and north of the right of way of County Road
10, and which is described as follows:
A 30.00 foot wide strip of land lying to the left of a line hereinafter described as 'Line A'.
Together with a 20.00 foot wide strip of land lying to the left of the line hereinafter described as
'Line B".
Together with a 20.00 foot wide strip of land lying to the left and a 15.00 foot wide strip of land
lying to the right of the line hereinafter described as 'Line C"
Together with a 30.00 foot wide strip of land, the center line of said strip hereinafter described as
'Line D'.
And together with a 15.00 foot wide strip of land lying to the left and a 25.00 foot wide strip of
land lying to the right of the line hereinafter described as 'Line E'.
'Line A' is described as commencing at the northwest corner of said south 48 rods of the east 36
rods of said Section 23, the north line of which bears South 89 degrees 26 minutes 35 seconds
East; thence South 82 degrees 26 minutes 23 seconds East a distance of 244.12 feet and 'Line A'
there terminating.
'Line B' is described as beginning at the terminus of said 'Line A'; thence South 39 degrees 18
minutes 25 seconds East a distance of 166.09 feet; thence South 20 degrees 35 minutes 28
seconds East a distance of 137.28 feet; thence North 90 degrees 00 minutes 00 seconds East a
distance of 78.66 feet; thence South 45 degrees 00 minutes 00 seconds East a distance of 45.68
feet; thence South 2 degrees 36 minutes 24 seconds West a distance of 226.39 feet; thence South
45 degrees 00 minutes 00 seconds East a distance of 52.19 feet to a line parallel with and 60.00
feet west of the east line of said Southeast Quarter of Section 23; thence South 0 degrees 05
minutes 35 seconds West, along said parallel line, a distance of 201.17 feet and 'Line B' there
terminating.
'Line C' is described as beginning at the terminus of said 'Line B'; thence continuing South 0
degrees 05 minutes 35 seconds West a distance of 11.55 feet to the south line of said Section 23;
thence South 0 degrees 15 minutes 14 seconds West, parallel with and 60.00 feet west of the east
line of said Northeast Quarter of Section 26, a distance of 101.38 feet and 'Line C' there
terminating.
4
'Line D' is described as beginning at the terminus of said 'Line C'; thence continuing South 40
degrees 16 minutes 31 seconds West a distance of 155.71 feet and 'Line D' there terminating.
'Line E' is described as beginning at the terminus of said 'Line D'; thence continuing South 40
degrees 16 minutes 31 seconds West a distance of 48.36 feet to said north right of way line of
County Road 10, and 'Line E' there terminating.
Permanent Easement Areas – 32,667.7 Sq. Ft.
5
EXHIBIT B
Temporary Construction Easement Legal Description:
That part of the south 48 rods of the east 36 rods of the Southeast Quarter of the Southeast
Quarter of Section 23, Township 119, Range 23, and the Northeast Quarter of the Northeast
Quarter of Section 26, Township 119, Range 23, Hennepin County, Minnesota, which lies
westerly of the right of way of County Road 116 and north of the right of way of County Road
10, and which is described as follows:
A 30.00 foot wide strip of land lying to the left of a line hereinafter described as 'Line A'.
Together with a 20.00 foot wide strip of land lying to the left of the line hereinafter described as
'Line B".
Together with a 20.00 foot wide strip of land lying to the left and a 15.00 foot wide strip of land
lying to the right of the line hereinafter described as 'Line C"
Together with a 30.00 foot wide strip of land, the center line of said strip hereinafter described as
'Line D'.
And together with a 15.00 foot wide strip of land lying to the left and a 25.00 foot wide strip of
land lying to the right of the line hereinafter described as 'Line E'.
'Line A' is described as commencing at the northwest corner of said south 48 rods of the east 36
rods of said Section 23, the north line of which bears South 89 degrees 26 minutes 35 seconds
East; thence South 82 degrees 26 minutes 23 seconds East a distance of 244.12 feet and 'Line A'
there terminating.
'Line B' is described as beginning at the terminus of said 'Line A'; thence South 39 degrees 18
minutes 25 seconds East a distance of 166.09 feet; thence South 20 degrees 35 minutes 28
seconds East a distance of 137.28 feet; thence North 90 degrees 00 minutes 00 seconds East a
distance of 78.66 feet; thence South 45 degrees 00 minutes 00 seconds East a distance of 45.68
feet; thence South 2 degrees 36 minutes 24 seconds West a distance of 226.39 feet; thence South
45 degrees 00 minutes 00 seconds East a distance of 52.19 feet to a line parallel with and 60.00
feet west of the east line of said Southeast Quarter of Section 23; thence South 0 degrees 05
minutes 35 seconds West, along said parallel line, a distance of 201.17 feet and 'Line B' there
terminating.
'Line C' is described as beginning at the terminus of said 'Line B'; thence continuing South 0
degrees 05 minutes 35 seconds West a distance of 11.55 feet to the south line of said Section 23;
thence South 0 degrees 15 minutes 14 seconds West, parallel with and 60.00 feet west of the east
line of said Northeast Quarter of Section 26, a distance of 101.38 feet and 'Line C' there
terminating.
6
'Line D' is described as beginning at the terminus of said 'Line C'; thence continuing South 40
degrees 16 minutes 31 seconds West a distance of 155.71 feet and 'Line D' there terminating.
'Line E' is described as beginning at the terminus of said 'Line D'; thence continuing South 40
degrees 16 minutes 31 seconds West a distance of 48.36 feet to said north right of way line of
County Road 10, and 'Line E' there terminating.
Together with temporary construction easements being described as follows:
A 30.00 foot wide strip of land lying to the right of above described 'Line A'.
Together with a 30.00 foot wide strip of land lying to the right and a 10.00 foot wide strip of land
adjoining the northeasterly and easterly lines of the permanent easement described above along
said 'Line B'.
Together with a 10.00 foot wide strip of land adjoining the northwesterly and southeasterly lines
of the permanent easement described along said 'Lines C and D'.
Together with a 10.00 foot wide strip of land adjoining the southeasterly line of the permanent
easement along said 'Line E'.
Temporary Construction Easement Areas – 46,024.4 Sq. Ft.
Said temporary easements shall expire on December 31, 2017.
7
EXHIBIT C
Permanent Easement and Temporary Construction Easement Depictions:
EASEMENT EXHIBIT CPID NO. 23-119-23-440018
STAFF REPORT Agenda Item 8a.
Council Meeting:
December 8, 2016
Prepared By:
Brad Martens
Topic:
Commission Representatives
Action Required:
None – Informational
Summary:
The advisory commission representatives for the November 21st Council meeting are as
follows:
Planning Commission: Meredith Wu
Parks and Trails Commission: Val Nybo
Financial/Budget:
N/A
Alignment with Values:
This item relates to the following adopted values:
OPEN AND HONEST COMMUNICATION
We believe that open and honest communication is essential for an informed and
involved citizenry and to foster a positive working environment for employees.
EQUAL OPPORTUNITY
We believe that every employee and citizen should be afforded an equal
opportunity to participate in all aspects of employment, citizenship, and
governance in the City of Corcoran based exclusively on their ability to
contribute.
Options:
N/A
Recommendation
N/A
Council Action:
N/A
Attachments:
N/A
STAFF REPORT Agenda Item 8b.
Council Meeting:
December 8, 2016
Prepared By:
Brad Martens
Topic:
Financial Performance Report
Action Required:
None – Informational
Summary:
Attached to this report is the updated Financial Performance Report through November
2016 which shows an anticipated surplus of $223,572. The following highlights items
responsible for a majority of the surplus:
Deferred assessment for the 1990 Hackamore Road Improvement Project:
$67,329.71
Building permit net revenue: $111,000 (more homes than anticipated)
Land use applications: $11,020 (more applications than anticipated)
Motor fuels decrease: $23,000 (lower than anticipated fuel costs)
Parks wage savings: $23,182 (did not fill Maintenance 2 position)
Engineering: $10,500 (less general fund projects)
Financial/Budget:
The 2016 budget includes a $10,000 transfer to reserves. Any surplus would be added
to the reserves unless reallocated for a different purpose.
Alignment with Values:
This item relates to the following adopted values:
FISCAL RESPONSIBILITY
We believe that fiscal responsibility, and the prudent stewardship of public funds
is essential for citizen confidence in government.
Options:
N/A
Recommendation
N/A
Council Action:
N/A
Attachments:
1. Financial Performance Report
CITY OF CORCORAN
2016 PERFORMANCE REPORT - GENERAL FUND
NOVEMBER 29, 2016
8b.
1 of 5
2016 Variance
Account Description 2015 Actual 2016 Budget 2016 Actual Amount Remaining % Remaining Year End Forecast Budget vs YEF COMMENTS
REVENUE
Other General Government
R 100-41900-31100 General Property Taxes 2,852,755.61 3,074,300.00 1,613,178.29 1,461,121.71 47.53%3,074,300.00 0.00
R 100-41900-31810 Cable Franchise Fee 0.00 40,000.00 0.00 40,000.00 100.00%40,000.00 0.00
R 100-41900-32110 Liquor License Fee 18,500.00 18,250.00 18,350.00 -100.00 -0.55%18,350.00 100.00
R 100-41900-33402 Homestead Credit 19,604.65 0.00 0.00 0.00 0.00%0.00 0.00
R 100-41900-33420 Ag Preserve Credit 25,553.65 5,000.00 10,527.56 -5,527.56 -110.55%10,528.00 5,528.00
R 100-41900-33421 PERA State Aid 1,845.00 1,845.00 922.50 922.50 50.00%1,845.00 0.00
R 100-41900-33422 Other State Grants and Aids 10,908.00 0.00 0.00 0.00 0.00%0.00 0.00
R 100-41900-34000 Charges for Services 10.00 0.00 31.25 -31.25 0.00%31.00 31.00
R 100-41900-34103 Zoning/Land Use Appl Fee 15,870.00 12,000.00 23,020.00 -11,020.00 -91.83%23,020.00 11,020.00
R 100-41900-34105 Copies/Maps 57.25 150.00 64.00 86.00 57.33%64.00 -86.00
R 100-41900-34107 Special Assessment Search 0.00 50.00 25.00 25.00 50.00%25.00 -25.00
R 100-41900-34108 TIF Administration 0.00 8,000.00 0.00 8,000.00 100.00%0.00 -8,000.00 Redirected to DT Utility Project
R 100-41900-34405 Clean Up Day Income 1,803.00 675.00 2,592.00 -1,917.00 -284.00%2,592.00 1,917.00
R 100-41900-36100 Special Assessments 0.00 0.00 67,329.71 -67,329.71 0.00%67,329.00 67,329.00 Deferred special assessment
R 100-41900-36200 Miscellaneous Revenues 13,754.75 2,500.00 5,251.03 -2,751.03 -110.04%5,251.00 2,751.00
R 100-41900-36210 Interest Earnings 1,030.14 2,000.00 218.05 1,781.95 89.10%500.00 -1,500.00
R 100-41900-36220 Other Rents and Royalties 9,840.00 9,840.00 10,080.00 -240.00 -2.44%10,800.00 960.00
R 100-41900-36230 Donations 768.29 1,000.00 0.00 1,000.00 100.00%0.00 -1,000.00
R 100-41900-36233 Refunds/Reimbursements 0.00 0.00%0.00 0.00
2,972,300.34$ 3,175,610.00$ 1,751,589.39$ 3,254,635.00$ 79,025.00$
City Hall Operations
R 100-41941-34101 Facility Rental 7,835.00 6,000.00 4,530.00 1,470.00 24.50%4,530.00 -1,470.00
R 100-41941-36200 Miscellaneous Revenues 152.32 1,000.00 505.00 495.00 49.50%505.00 -495.00
7,987.32$ 7,000.00$ 5,035.00$ 5,035.00$ (1,965.00)$
Police
R 100-42100-33423 Police Aid 55,164.61 45,000.00 40,654.97 4,345.03 9.66%40,655.00 -4,345.00 2016 payment notification
R 100-42100-33424 Police POST Board Train Reimb 3,664.98 3,700.00 3,751.94 -51.94 -1.40%3,752.00 52.00
R 100-42100-33620 Other County Grants/Aid 9,047.31 10,000.00 8,745.13 1,254.87 12.55%10,000.00 0.00 Pass through to fund - (100-42100-111 and 100-42101-111)
R 100-42100-34200 Police Permits 3,152.50 2,000.00 3,082.00 -1,082.00 -54.10%3,082.00 1,082.00
R 100-42100-34201 Police Serviced Charges 7,585.00 7,500.00 8,270.00 -770.00 -10.27%8,270.00 770.00 Pass through to fund - (100-42100-111 and 100-42101-111)
R 100-42100-34202 Police Reports/Fees 783.00 1,000.00 427.00 573.00 57.30%600.00 -400.00
R 100-42100-35101 Fines 39,509.94 45,000.00 42,824.20 2,175.80 4.84%45,000.00 0.00
R 100-42100-36233 Refunds/Reimbursements 0.00 0.00 0.00 0.00 0.00%0.00 0.00
118,907.34$ 114,200.00$ 107,755.24$ 111,359.00$ (2,841.00)$
Building Inspection
R 100-42400-32210 Bldg/Plan Review Fees 301,660.97$ 190,000.00$ 359,582.52$ (169,582.52)$ -89.25%360,000.00$ 170,000.00$
Public Works
R 100-43100-33418 Muni State Aid St Maintenance 122,524.20 120,000.00 120,126.40 -126.40 -0.11%120,126.00 126.00
R 100-43100-34300 Public Works Permits/Fees 2,840.00 3,000.00 1,950.00 1,050.00 35.00%1,950.00 -1,050.00
R 100-43100-34301 Dust Control 52,591.44 57,500.00 40,174.35 17,325.65 30.13%40,175.00 -17,325.00 Lower than anticipated costs
R 100-43100-36100 Special Assessments 0.00 0.00 0.00 0.00 0.00%0.00 0.00
R 100-43100-36200 Miscellaneous Revenues 10,491.74 0.00 2,802.09 -2,802.09 0.00%2,802.00 2,802.00
188,447.38$ #180,500.00$ 165,052.84$ 165,053.00$ (15,447.00)$
Ice & Snow Removal
R 100-43125-36200 Ice & Snow Removal/Miscellaneous Rev 21,742.72$ 8,000.00$ 15,168.96$ (7,168.96)$ -89.61%15,169.00$ 7,169.00$
Recycling
R 100-43232-33610 County Recycling Grant 8,419.50 14,500.00 15,997.50 -1,497.50 -10.33%15,997.00 1,497.00
R 100-43232-34400 Recycling 57,841.57 3,501.34 -3,501.34 0.00%3,502.00 3,502.00
66,261.07$ 14,500.00$ 19,498.84$ 19,499.00$ 4,999.00$
Parks
R 100-45200-33422 Other State Grants and Aids 38,315.85 37,302.00 34,044.20 3,257.80 8.73%34,044.00 -3,258.00 NW Trails Grant
R 100-45200-34101 Facility Rental 5,088.14 6,000.00 2,503.00 3,497.00 58.28%2,503.00 -3,497.00
R 100-45200-36200 Miscellaneous Revenues 1,107.71 0.00 50.00 -50.00 0.00%50.00 50.00
R 100-45200-36230 Donations 5,829.36 0.00 1,950.00 -1,950.00 0.00%1,950.00 1,950.00
R 100-45200-36233 Refunds/Reimbursements 0.00 0.00%0.00 0.00
50,341.06$ 43,302.00$ 38,547.20$ 38,547.00$ (4,755.00)$
Transfers to/from Other Funds
R 100-49360-39200 Transfer from Other Fund -$ 61,901.00$ -$ 61,901.00 100.00%61,901.00$ 0.00
Total Revenue 3,727,648$ 3,795,013$ 2,462,230$ 4,031,198$ 236,185.00$
CITY OF CORCORAN
2016 PERFORMANCE REPORT - GENERAL FUND
NOVEMBER 29, 2016
8b.
2 of 5
Account Description 2015 Actual 2016 Budget 2016 Actual Amount Remaining % Remaining Year End Forecast Budget vs YEF COMMENTS
EXPENSE
City Council
E 100-41100-100 Wages and Salaries (GENERAL)6,600.00 6,600.00 3,300.00 3,300.00 50.00%6,600.00 0.00
E 100-41100-122 FICA 409.20 409.00 204.60 204.40 49.98%409.00 0.00
E 100-41100-126 Medicare 95.70 96.00 47.85 48.15 50.16%96.00 0.00
E 100-41100-208 Training and Instruction 315.00 1,000.00 0.00 1,000.00 100.00%0.00 -1,000.00
E 100-41100-364 Worker's Comp Insurance 66.00 75.00 197.00 -122.00 -162.67%197.00 122.00
7,485.90$ 8,180.00$ 3,749.45$ 7,302.00$ (878.00)$
Newspaper/Newsletter/Website
E 100-41130-351 Newsletter Expenses 5,751.82 6,000.00 6,970.99 -970.99 -16.18%6,971.00 971.00
E 100-41130-354 Web Site 750.00 1,500.00 1,125.00 375.00 25.00%1,125.00 -375.00
6,501.82$ 7,500.00$ 8,095.99$ 8,096.00$ 596.00$
City Administrator
E 100-41300-100 Wages and Salaries (GENERAL)93,414.17 99,757.00 88,624.01 11,132.99 11.16%99,757.00 0.00
E 100-41300-121 PERA 7,018.81 7,482.00 6,646.75 835.25 11.16%7,482.00 0.00
E 100-41300-122 FICA 5,762.37 6,185.00 5,492.67 692.33 11.19%6,185.00 0.00
E 100-41300-126 Medicare 1,348.75 1,446.00 1,284.54 161.46 11.17%1,446.00 0.00
E 100-41300-131 Employer Paid Health 16,562.03 17,643.00 16,184.41 1,458.59 8.27%17,643.00 0.00
E 100-41300-208 Training and Instruction 3,872.52 4,000.00 3,177.77 822.23 20.56%4,000.00 0.00
E 100-41300-210 Operating Supplies (GENERAL)574.75 700.00 657.21 42.79 6.11%700.00 0.00
E 100-41300-364 Worker's Comp Insurance 506.00 600.00 547.00 53.00 8.83%547.00 -53.00
E 100-41300-433 Dues and Memberships 1,752.20 1,000.00 962.77 37.23 3.72%963.00 -37.00
130,811.60$ 138,813.00$ 123,577.13$ 138,723.00$ (90.00)$
Clerk/Admin
E 100-41400-100 Wages and Salaries (GENERAL)133,639.13 168,640.00 147,418.49 21,221.51 12.58%168,640.00 0.00
E 100-41400-110 Overtime 0.00 1,000.00 964.69 35.31 3.53%965.00 -35.00
E 100-41400-121 PERA 9,284.68 12,723.00 11,128.45 1,594.55 12.53%12,723.00 0.00
E 100-41400-122 FICA 7,600.66 10,518.00 9,755.42 762.58 7.25%10,518.00 0.00
E 100-41400-126 Medicare 1,778.54 2,460.00 2,281.51 178.49 7.26%2,460.00 0.00
E 100-41400-131 Employer Paid Health 35,788.94 52,928.00 38,772.55 14,155.45 26.74%45,000.00 -7,928.00
E 100-41400-140 Unemployment Comp (GENERAL)11,039.00 0.00 0.00 0.00 0.00%0.00 0.00
E 100-41400-208 Training and Instruction 125.00 4,000.00 670.00 3,330.00 83.25%1,000.00 -3,000.00
E 100-41400-210 Operating Supplies (GENERAL)150.53 750.00 120.25 629.75 83.97%300.00 -450.00
E 100-41400-300 Professional Srvs (GENERAL)27.45 0.00 0.00 0.00 0.00%0.00 0.00
E 100-41400-364 Worker's Comp Insurance 1,012.00 1,400.00 2,147.00 -747.00 -53.36%2,147.00 747.00
E 100-41400-433 Dues and Memberships 340.00 500.00 200.00 300.00 60.00%200.00 -300.00
200,785.93$ 254,919.00$ 213,458.36$ 243,953.00$ (10,966.00)$
Elections
E 100-41410-210 Operating Supplies (GENERAL)153.56$ 7,000.00$ 8,734.84$ (1,734.84)$ -24.78%8,735.00$ 1,735.00$
Auditor/Treasurer
E 100-41540-300 Professional Srvs (GENERAL)23,961.50$ 26,000.00$ 26,570.00$ (570.00)$ -2.19%26,570.00$ 570.00$
Assessor
E 100-41550-210 Operating Supplies (GENERAL)1,112.28 1,000.00 563.39 436.61 43.66%1,000.00 0.00
E 100-41550-300 Professional Srvs (GENERAL)56,098.68 59,000.00 49,542.18 9,457.82 16.03%58,000.00 -1,000.00
57,210.96$ 60,000.00$ 50,105.57$ 59,000.00$ (1,000.00)$
Attorney
E 100-41600-300 Professional Srvs (GENERAL)
18,541.05$ 31,000.00$ 26,018.01$ 4,981.99$ 16.07%31,000.00$ -$
Other General Government
E 100-41900-210 Operating Supplies (GENERAL)3,031.92 4,600.00 5,339.74 -739.74 -16.08%5,800.00 1,200.00 Purchased Wetland Buffer signs
E 100-41900-300 Professional Srvs (GENERAL)7,269.50 5,000.00 12,187.56 -7,187.56 -143.75%13,000.00 8,000.00 Market study and insurance claim
E 100-41900-360 Insurance (GENERAL)67,770.00 68,000.00 63,182.00 4,818.00 7.09%63,182.00 -4,818.00
E 100-41900-433 Dues and Memberships 25,976.30 27,000.00 24,989.46 2,010.54 7.45%24,990.00 -2,010.00 ECW,Metro Cities,NWHHSC,Community Media,LMC,I94 Chamber, Home Free
E 100-41900-700 Transfers 25,000.00 60,000.00 0.00 60,000.00 100.00%60,000.00 0.00
E 100-41900-810 Refunds/Reimbursements 0.00 0.00%0.00 0.00
129,047.72$ 164,600.00$ 105,698.76$ 166,972.00$ 2,372.00$
Planning & Zoning
E 100-41910-210 Operating Supplies (GENERAL)612.11 1,000.00 245.40 754.60 75.46%800.00 -200.00
E 100-41910-300 Professional Srvs (GENERAL)60,586.92 65,200.00 53,276.98 11,923.02 18.29%65,200.00 0.00
61,199.03$ 66,200.00$ 53,522.38$ 66,000.00$ (200.00)$
Code Enforcement
E 100-41920-100 Wages and Salaries (GENERAL)53,394.60 59,550.00 52,683.72 6,866.28 11.53%59,550.00 0.00
E 100-41920-110 Overtime 191.78 1,000.00 0.00 1,000.00 100.00%250.00 -750.00
E 100-41920-121 PERA 4,018.97 4,541.00 3,971.89 569.11 12.53%4,541.00 0.00
E 100-41920-122 FICA 3,668.60 3,754.00 3,610.19 143.81 3.83%3,754.00 0.00
CITY OF CORCORAN
2016 PERFORMANCE REPORT - GENERAL FUND
NOVEMBER 29, 2016
8b.
3 of 5
Account Description 2015 Actual 2016 Budget 2016 Actual Amount Remaining % Remaining Year End Forecast Budget vs YEF COMMENTS
E 100-41920-126 Medicare 857.98 878.00 844.27 33.73 3.84%878.00 0.00
E 100-41920-131 Employer Paid Health 7,484.06 17,643.00 7,631.37 10,011.63 56.75%8,200.00 -9,443.00
E 100-41920-208 Training and Instruction 565.00 750.00 550.00 200.00 26.67%750.00 0.00
E 100-41920-210 Operating Supplies (GENERAL)984.20 1,000.00 421.83 578.17 57.82%1,000.00 0.00
E 100-41920-364 Worker's Comp Insurance 506.00 417.00 547.00 -130.00 -31.18%547.00 130.00
E 100-41920-417 Uniforms 250.00 250.00 0.00 250.00 100.00%250.00 0.00
E 100-41920-433 Dues and Memberships 0.00 100.00 80.00 20.00 20.00%80.00 -20.00
71,921.19$ 89,883.00$ 70,340.27$ 79,800.00$ (10,083.00)$
City Hall Operations
E 100-41941-200 Office Supplies (GENERAL)3,070.13 6,000.00 5,297.62 702.38 11.71%6,300.00 300.00
E 100-41941-201 Postage/Shipping 2,246.03 3,000.00 601.55 2,398.45 79.95%2,000.00 -1,000.00
E 100-41941-210 Operating Supplies (GENERAL)12,245.27 17,000.00 11,744.41 5,255.59 30.92%17,000.00 0.00
E 100-41941-300 Professional Srvs (GENERAL)12,082.71 9,000.00 8,789.46 210.54 2.34%9,000.00 0.00
E 100-41941-321 Telephone 2,050.69 2,500.00 1,825.54 674.46 26.98%2,500.00 0.00
E 100-41941-364 Worker's Comp Insurance 0.00 25.00 0.00 25.00 100.00%0.00 -25.00
E 100-41941-380 Utility & Services (GENERAL)12,139.67 15,500.00 12,375.01 3,124.99 20.16%13,000.00 -2,500.00
E 100-41941-400 Repairs & Maint Cont (GENERAL)11,820.53 12,000.00 5,680.24 6,319.76 52.66%12,000.00 0.00
E 100-41941-430 Misc. Banking Charge 0.00 0.00 0.00 0.00 0.00%0.00 0.00
E 100-41941-520 Buildings and Structures 4,290.00 5,000.00 937.21 4,062.79 81.26%5,000.00 0.00
E 100-41941-530 Improvements Other Than Bldg 0.00 0.00 0.00 0.00 0.00%0.00 0.00
E 100-41941-810 Refunds/Reimbursements -1,149.76 0.00 180.00 -180.00 0.00%180.00 180.00
61,558.92$ 70,025.00$ 47,431.04$ 66,980.00$ (3,045.00)$
IT (Info Technology)
E 100-41951-207 Computer Supplies 22,833.26 25,550.00 23,593.73 1,956.27 7.66%25,550.00 0.00
E 100-41951-210 Operating Supplies 2,553.56 1,500.00 1,719.92 -219.92 -14.66%1,720.00 220.00
E 100-41951-300 Professional Srvs 23,459.36 21,500.00 21,210.10 289.90 1.35%21,500.00 0.00
E 100-41951-530 Improvements Other Than Bldg 5,935.80 6,500.00 1,754.03 4,745.97 73.01%6,500.00 0.00
54,781.98$ 55,050.00$ 48,277.78$ 55,270.00$ 220.00$
Police
E 100-42100-100 Wages and Salaries (GENERAL)480,621.41 552,886.00 456,805.50 96,080.50 17.38%527,886.00 -25,000.00
E 100-42100-110 Overtime 15,341.08 10,450.00 12,535.10 -2,085.10 -19.95%15,450.00 5,000.00
E 100-42100-111 Overtime Events/Grants 3,792.60 12,000.00 10,633.40 1,366.60 11.39%12,000.00 0.00 Pass thru revenue 100-42100-33620, 100-42100-34201
E 100-42100-121 PERA 72,754.59 89,568.00 77,401.82 12,166.18 13.58%85,518.00 -4,050.00
E 100-42100-126 Medicare 6,672.64 8,168.00 7,030.76 1,137.24 13.92%7,655.00 -513.00
E 100-42100-131 Employer Paid Health 114,084.87 123,498.00 113,796.94 9,701.06 7.86%123,498.00 0.00
E 100-42100-200 Office Supplies (GENERAL)5,966.57 5,000.00 5,242.69 -242.69 -4.85%5,250.00 250.00
E 100-42100-201 Postage/Shipping 426.72 250.00 11.52 238.48 95.39%250.00 0.00
E 100-42100-208 Training and Instruction 11,313.63 16,800.00 13,582.28 3,217.72 19.15%16,800.00 0.00
E 100-42100-209 Police Reserves 3,134.44 3,500.00 1,882.02 1,617.98 46.23%3,500.00 0.00
E 100-42100-210 Operating Supplies (GENERAL)11,510.10 9,000.00 8,158.05 841.95 9.36%9,000.00 0.00
E 100-42100-212 Motor Fuels 23,306.61 32,000.00 11,763.96 20,236.04 63.24%22,000.00 -10,000.00
E 100-42100-218 Investigations 0.00 350.00 79.00 271.00 77.43%350.00 0.00
E 100-42100-220 Repair/Maint Supply (GENERAL)6,441.72 8,000.00 6,581.26 1,418.74 17.73%8,000.00 0.00
E 100-42100-223 Building Repair Supplies 3,701.43 3,500.00 2,419.96 1,080.04 30.86%3,500.00 0.00
E 100-42100-300 Professional Srvs (GENERAL)1,753.10 1,500.00 986.70 513.30 34.22%1,500.00 0.00
E 100-42100-301 Prisoner 1,625.81 8,000.00 5,370.62 2,629.38 32.87%8,000.00 0.00
E 100-42100-304 Legal Fees 25,840.19 27,500.00 15,022.70 12,477.30 45.37%20,000.00 -7,500.00
E 100-42100-321 Telephone 6,782.51 7,200.00 5,472.28 1,727.72 24.00%7,200.00 0.00
E 100-42100-323 Radio Units 15,961.55 16,900.00 12,184.32 4,715.68 27.90%16,900.00 0.00
E 100-42100-364 Worker's Comp Insurance 24,916.00 25,000.00 31,575.56 -6,575.56 -26.30%31,226.00 6,226.00
E 100-42100-380 Utility & Services (GENERAL)3,529.00 4,000.00 2,347.88 1,652.12 41.30%4,000.00 0.00
E 100-42100-417 Uniforms 9,998.82 11,000.00 9,355.27 1,644.73 14.95%11,000.00 0.00
E 100-42100-433 Dues and Memberships 1,705.00 1,500.00 1,740.00 -240.00 -16.00%1,740.00 240.00
E 100-42100-810 Refunds/Reimbursements -15,468.56 0.00 -2,162.51 2,162.51 0.00%-2,162.51 -2,162.51
835,711.83$ 977,570.00$ 809,817.08$ 940,060.49$ (37,509.51)$
Part Time Officers
E 100-42101-100 Wages and Salaries (GENERAL)123,036.10 61,000.00 72,153.14 -11,153.14 -18.28%78,000.00 17,000.00 Additional scheduled time to cover full-time shifts
E 100-42101-111 Overtime Events/Grants 13,612.50 5,000.00 6,957.50 -1,957.50 -39.15%7,000.00 2,000.00 Contractural events/Safe and Sober events. Budgeted 100-42100-111
E 100-42101-121 PERA 5,182.95 1,100.00 4,755.37 -3,655.37 -332.31%5,265.00 4,165.00
E 100-42101-122 FICA 6,744.36 3,000.00 3,151.97 -151.97 -5.07%3,900.00 900.00
E 100-42101-126 Medicare 2,041.24 890.00 1,147.19 -257.19 -28.90%1,560.00 670.00
E 100-42101-140 Unemployment Comp (GENERAL)3,101.84 0.00 318.98 -3,101.84 0.00%319.00 319.00
153,718.99$ 70,990.00$ 88,484.15$ 96,044.00$ 25,054.00$
Police Admin
E 100-42102-100 Wages and Salaries (GENERAL)47,661.92 50,237.00 44,704.02 5,532.98 11.01%50,237.00 0.00
E 100-42102-110 Overtime 333.89 500.00 0.00 500.00 100.00%500.00 0.00
E 100-42102-121 PERA 3,599.68 3,805.00 3,334.29 470.71 12.37%3,805.00 0.00
E 100-42102-122 FICA 3,203.60 3,146.00 3,005.26 140.74 4.47%3,146.00 0.00
CITY OF CORCORAN
2016 PERFORMANCE REPORT - GENERAL FUND
NOVEMBER 29, 2016
8b.
4 of 5
Account Description 2015 Actual 2016 Budget 2016 Actual Amount Remaining % Remaining Year End Forecast Budget vs YEF COMMENTS
E 100-42102-126 Medicare 749.21 736.00 702.84 33.16 4.51%736.00 0.00
E 100-42102-131 Employer Paid Health 6,509.18 17,643.00 15,345.88 2,297.12 13.02%17,643.00 0.00
62,057.48$ 76,067.00$ 67,092.29$ 76,067.00$ -$
Fire
E 100-42200-300 Professional Srvs (GENERAL)274,693.50$ 281,000.00$ 268,030.04$ 12,969.96$ 4.62%281,000.00$ 0.00
Building Inspection
E 100-42400-300 Professional Srvs (GENERAL)51,001.13 74,000.00 41,293.56 32,706.44 44.20%126,000.00 52,000.00
E 100-42400-437 Surcharges 9,681.75 11,000.00 8,447.70 2,552.30 23.20%18,000.00 7,000.00
60,682.88$ 85,000.00$ 49,741.26$ 144,000.00$ 59,000.00$
Public Works
E 100-43100-100 Wages and Salaries (GENERAL)269,635.51 305,571.00 268,368.71 37,202.29 12.17%305,571.00 0.00
E 100-43100-110 Overtime 16,317.79 20,000.00 16,486.61 3,513.39 17.57%20,000.00 0.00
E 100-43100-121 PERA 21,323.76 24,418.00 21,364.14 3,053.86 12.51%24,418.00 0.00
E 100-43100-122 FICA 16,056.93 20,185.00 15,922.56 4,262.44 21.12%20,185.00 0.00
E 100-43100-126 Medicare 3,752.45 4,721.00 3,723.86 997.14 21.12%4,721.00 0.00
E 100-43100-131 Employer Paid Health 69,313.39 88,213.00 75,284.57 12,928.43 14.66%88,213.00 0.00
E 100-43100-208 Training and Instruction 2,245.25 4,000.00 2,125.00 1,875.00 46.88%4,000.00 0.00
E 100-43100-210 Operating Supplies (GENERAL)25,458.66 25,000.00 14,724.18 10,275.82 41.10%25,000.00 0.00
E 100-43100-212 Motor Fuels 32,859.86 38,000.00 16,198.57 21,801.43 57.37%25,000.00 -13,000.00
E 100-43100-220 Repair/Maint Supply (GENERAL)20,503.02 25,000.00 19,534.16 5,465.84 21.86%25,000.00 0.00
E 100-43100-222 Seal Coating 55,659.75 60,000.00 55,261.50 4,738.50 7.90%55,262.00 -4,738.00
E 100-43100-223 Building Repair Supplies 6,622.45 6,500.00 5,676.75 823.25 12.67%6,500.00 0.00
E 100-43100-225 Landscape/Ditch Materials 9,749.99 10,000.00 4,860.20 5,139.80 51.40%10,000.00 0.00
E 100-43100-226 Sign Repair Materials 6,068.54 6,000.00 3,084.34 2,915.66 48.59%6,000.00 0.00
E 100-43100-227 Crack Filling 8,880.00 10,000.00 3,876.49 6,123.51 61.24%3,877.00 -6,123.00
E 100-43100-228 Dust Control 107,768.21 115,000.00 99,230.03 15,769.97 13.71%99,500.00 -15,500.00 Better than anticipated contract pricing
E 100-43100-229 Culverts 9,982.51 10,000.00 2,461.32 7,538.68 75.39%10,000.00 0.00
E 100-43100-232 Gravel 117,219.05 130,000.00 118,630.92 11,369.08 8.75%132,000.00 2,000.00
E 100-43100-233 Asphalt Maint/Patching 147,566.19 150,000.00 169,150.41 -19,150.41 -12.77%170,000.00 20,000.00
E 100-43100-300 Professional Srvs (GENERAL)2,126.85 2,100.00 0.00 2,100.00 100.00%2,100.00 0.00
E 100-43100-321 Telephone 8,035.73 8,000.00 9,635.58 -1,635.58 -20.44%11,500.00 3,500.00
E 100-43100-364 Worker's Comp Insurance 18,873.00 19,000.00 22,271.00 -3,271.00 -17.22%22,271.00 3,271.00
E 100-43100-380 Utility & Services (GENERAL)16,479.01 28,000.00 11,082.92 16,917.08 60.42%14,000.00 -14,000.00
E 100-43100-381 Street/Signal Lights 2,245.54 4,000.00 4,108.85 -108.85 -2.72%5,000.00 1,000.00
E 100-43100-417 Uniforms 7,977.92 7,000.00 5,243.24 1,756.76 25.10%7,000.00 0.00
E 100-43100-810 Refunds/Reimbursements 1,400.03 0.00 46,681.34 -46,681.34 0.00%50,000.00 50,000.00 PW storm damage/insurance involvement
1,004,121.39$ 1,120,708.00$ 1,014,987.25$ 1,147,118.00$ 26,410.00$
Ice & Snow Removal
E 100-43125-210 Operating Supplies (GENERAL)48,666.48$ 30,000.00$ 26,794.99$ 3,205.01$ 10.68%26,795.00$ (3,205.00)$
Engineeering
E 100-43170-300 Professional Srvs (GENERAL)41,379.80$ 47,500.00$ 27,386.41$ 20,113.59$ 42.34%37,000.00$ (10,500.00)$
Recycling
E 100-43232-210 Operating Supplies (GENERAL)3,032.62 - 3,019.12 -3,019.12 0.00%3,019.00 3,019.00
E 100-43232-300 Professional Srvs (GENERAL)68,482.23 6,000.00 1,895.88 4,104.12 68.40%3,000.00 -3,000.00
71,514.85$ 6,000.00$ 4,915.00$ 6,019.00$ 19.00$
Parks
E 100-45200-100 Wages and Salaries (GENERAL)23,830.39 40,182.00 14,794.55 25,387.45 63.18%17,000.00 -23,182.00
E 100-45200-110 Overtime 375.00 0.00 49.59 -49.59 0.00%50.00 50.00
E 100-45200-122 FICA 1,500.77 2,491.00 920.37 1,570.63 63.05%2,491.00 0.00
E 100-45200-126 Medicare 350.98 583.00 215.24 367.76 63.08%583.00 0.00
E 100-45200-210 Operating Supplies (GENERAL)13,599.80 15,500.00 13,621.63 1,878.37 12.12%15,500.00 0.00
E 100-45200-221 Maintenance Projects 15,108.26 15,000.00 11,718.16 3,281.84 21.88%15,000.00 0.00
E 100-45200-300 Professional Srvs (GENERAL)470.26 0.00 659.66 -659.66 0.00%660.00 660.00
E 100-45200-321 Telephone 653.94 700.00 564.05 135.95 19.42%700.00 0.00
E 100-45200-364 Worker's Comp Insurance 2,053.00 2,250.00 4,093.00 -1,843.00 -81.91%4,093.00 1,843.00
E 100-45200-380 Utility & Services (GENERAL)4,640.30 7,000.00 3,432.81 3,567.19 50.96%5,000.00 -2,000.00
E 100-45200-530 Improvements Other Than Bldgs 38,315.85 37,302.00 34,044.20 3,257.80 8.73%34,044.20 -3,257.80 NW Trails Grant
E 100-45200-810 Refunds/Reimbursements 0.00 0.00 0.00 0.00 0.00%0.00 0.00
100,898.55$ 121,008.00$ 84,113.26$ 36,894.74$ 95,121.20$ (25,886.80)$
Transfers to/from Other Funds
E 100-49360-720 Operating Transfers - - 0.00 0.00%0.00 0.00
#-$ -$ -$ -$ -$ -$
Total Expense 3,477,407$ 3,795,013$ 3,226,941$ 3,807,626$ 12,613$
CITY OF CORCORAN
2016 PERFORMANCE REPORT - GENERAL FUND
NOVEMBER 29, 2016
8b.
5 of 5
Account Description 2015 Actual 2016 Budget 2016 Actual Amount Remaining % Remaining Year End Forecast Budget vs YEF COMMENTS
GENERAL FUND TOTALS
Total Revenue 3,727,648$ 3,795,013$ 2,462,230$ 4,031,198$ 236,185$
Total Expense 3,477,407$ 3,795,013$ 3,226,941$ 3,807,626$ 12,613$
Total Revenue - Total Expense 250,241$ -$ (764,711)$ 223,572$ -$
December 8, 2016
Truth-in-Taxation Hearing
CITY OF CORCORAN
Item 9a.
Truth-in-Taxation Hearing
Annually the City must hold a hearing on the proposed budget
and levy for the following year.
The hearing is typically held at the first meeting in December,
prior to adopting the budget and levy at the following meeting.
The budget and levy will be approved at the December 19, 2016
meeting.
CITY OF CORCORAN
Truth-in-Taxation Hearing – Process
Budget and levy process to date:
April 14th
City Assessor held Open Book meeting for the purpose of allowing property
owners to appeal their property classification or estimated market value. This
is the annual opportunity to address questions on the valuation of a property.
May
Staff began drafting the budget with department requests and resources
needed to meet the goals and objectives of the City Council.
June 9th Work Session
City Council provided staff with direction on priorities to include in budget
July 14th Work Session
Council reviewed first draft of budget and provided staff direction on changes
CITY OF CORCORAN
Truth-in-Taxation Hearing – Process
Budget and levy process to date continued:
September 8th Work Session
Council reviewed second draft of budget
September 22nd Council Meeting
Council reviewed 3rd draft of the 2017 budget and adopted the Preliminary
Levy
October 13th Council Meeting
City Council considered specific items for removal from the proposed budget
Provided final direction prior to December hearing
CITY OF CORCORAN
Truth-in-Taxation Hearing – Process
Budget and levy process to date continued:
November
Hennepin County mailed property specific notices on proposed levies and taxes for
2017.
CITY OF CORCORAN
Truth-in-Taxation Hearing – Process
Budget and levy process continued:
Mid November
City received proposed tax rate information showing 46.399% rate for 2017
December 8th
Budget Meeting – Truth-in-Taxation hearing
Goals for the hearing
Walk through the proposed budget and levy to educate those interested in what is
included in the proposed budget and levy
Hold a formal public hearing to receive comment
CITY OF CORCORAN
Truth-in-Taxation Hearing –
Definitions
Revenue: Money received by the City from taxes, fees
charges for services, permits, fines, etc.
Expenditure: Money spent towards the operation of City
Government (services, supplies, repairs,
improvements, salaries, utilities, etc.)
General Levy Property tax dollars needed to fund the
operations of the City otherwise known as the
General Fund: Council, Commissions,
Administration, Public Works, Police, Fire,
Parks, Building Inspections, Legal, Engineering
(Expenditures – Revenue = General Levy)
Debt Levy Property tax dollars needed to pay for the debt
of the City.
CITY OF CORCORAN
Truth-in-Taxation Hearing –
Property Tax Levy
General Levy
+
Debt Levy
=
Property Tax Levy
Truth-in-Taxation Hearing – Revenue
Truth-in-Taxation Hearing – Revenue
Revenue 2016
Budget
Proposed
2017
Budget
Difference
General Levy $3,074,300 $3,261,629 +$187,329
Debt Levy $413,068 $489,979 +$76,911
Local Government
Aid
$0 $0 $0
General
Government/City Hall
Operations
$108,310 $116,270 +$7,960
Public Safety $114,200 $119,200
+$5,000
Public Works/Parks/
Misc. Revenue
$231,802 $232,625 +$823
Building Permits $190,000 $275,000 +$85,000
Recycling $14,500 $17,000 -$2,500
Transfers In $61,901 $138,492 +$76,591
Total Revenue $4,208,080 $4,650,195 +$442,115
Increased planning applications
Projected increase State aid
Projecting 40 new homes
Water/Sewer funds to pay for
additional Maintenance Worker
Amount needed to cover
difference between
expenditures and revenue
Increase primarily due to
increased payment for Public
Works facility
Truth-in-Taxation Hearing – Expenditures
Truth-in-Taxation Hearing – Expenditures
Expenditures 2016
Budget
Proposed
2017
Budget
Difference
Administration $858,970 $893,771 $34,801
Planning/
Engineering
$113,700 $98,250 -$15,450
Building
Inspections
$85,000 $122,500 +$37,500
Public Works/
Parks
$1,271,716 $1,413,854 +$142,138
Police/Fire $1,405,627 $1,496,842 +$91,215
Transfers $60,000 $135,000 +$75,000
Debt Service $413,068 $489,979 -$76,911
Total
Expenditures
$4,208,080 $4,650,195 +$442,115
Increased IT costs, Council salary
change, 2% COLA
Decreased due to new Public Works
Director/Engineer position
New Public Works Director/Engineer,
increased asphalt maintenance, 2%
COLA, etc.
Increased fire contracts ($22,100),
2% COLA, sixth officer, other
adjustments
Additional CIP contribution ($25,000),
$50,000 increase to reserves or other
fund
Increase primarily due to increased
payment for Public Works facility
Projecting 40 new homes
Truth-in-Taxation Hearing – Expenditures
Summary of changes:
CITY OF CORCORAN
Truth-in-Taxation Hearing – Expenditures
Summary of changes continued:
CITY OF CORCORAN
Levy
Final
2013
Final
2014
Final
2015
Final
2016
Preliminary
2017
General
$2,604,456
$2,743,280
$2,876,841
$3,074,300
$3,261,629
Debt
$330,281
$363,420
$440,727
$413,068
$489,979
Total
$2,934,737
$3,106,700
$3,317,568
$3,487,368
$3,751,608
Change 5.5% 5.9% 6.8% 5.1% 7.6%
Truth-in-Taxation Hearing –
Property Tax Levy History
Truth-in-Taxation Hearing –
Tax Rate History
Final
2013
Final
2014
Final
2015
Final
2016
Preliminary
2017
Tax Levy
$2,934,737
$3,106,700
$3,317,568
$3,487,368
$3,751,608
Tax Rate
46.111%
49.743%
45.311%
45.691%
46.399%
Truth-in-Taxation Hearing –
City Tax Effects
Effect of city taxes vary and is directly related to
changes in market value as tax rate stayed relatively
stable
Residential market value changes varied widely across the City
Average was 5% increase in value
Commercial market value averaged 2% increase in value
Industrial market value averaged 2.8% increase
Truth-in-Taxation Hearing – City Tax Effects on
Residential Properties with no change in Taxable
Market Value
Estimated
Market Value
2016 Tax
Preliminary
2017 Tax
Change from
2016
$76,000 $208.35 $211.58 $3.23
$150,000 $576.89 $585.83 $8.94
$300,000 $1,323.94 $1,344.46 $20.52
$450,000 $2,056.10 $2,087.96 $31.86
$1,000,000 $4,569.10 $4,639.90 $70.80
Truth-in-Taxation Hearing
Return on Investment (ROI): What are the tax payers
getting for their additional investment?
Increased asphalt overlay
Additional code updates
Use of building permit revenue to fund Comprehensive Plan
update
Investment into CIP (reduced future debt costs)
Reduced dust control assessment
Additional Maintenance Worker to maintain city infrastructure
New Public Works Director/Engineer
CITY OF CORCORAN
Truth-in-Taxation Hearing – Cost of Services
Cost of City Services
$112 per month (median household value)
Truth-in-Taxation Hearing –
Actual Overall Tax Effects
Truth-in-Taxation Hearing – Process
Next steps
December 8th
Hold Truth-in-Taxation hearing
December 19th
Adopt 2017 budget and levy
City Council action:
Hold the Truth-in-Taxation Public Hearing
Consider directing staff to make changes to the draft 2017 budget
CITY OF CORCORAN
1
1 CITY OF CORCORAN
2 2017 9/22/2016 REV 3
3 OSA
LINE ITEM
CODE DESCRIPTION OF EXPENDITURE 2015 BUDGET 2016 BUDGET 2017 BUDGET
BUDGET
DIFFERENCE
2016/2017
4 CITY HALL DEPARTMENTS COMMENTS
5 City Council
6 41100-100 Wages & Salaries 6,600 6,600 19,260 12,660$
7 41100-122 FICA / SS 409 409 1,195 786$
8 41100-126 Medicare 96 96 280 184$
9 41100-208 Training 1,000 1,000 2,500 1,500$ Newly elected official training
10 41100-210 Operating Expense - - 3,000 3,000$ Electronic device stipend
11 41100-364 Workers' Compensation 104 75 95 20$
12 8,209 8,180 26,330 18,150
13
14 News Letter/Website
15 41130-351 News letter, Misc literature 4,750 6,000 6,500 500$
17 41130-354 Website 700 1,500 2,000 500$ Website improvements
18 5,450 7,500 8,500 1,000
19
20 Elections
21 41410-210 Operating Supplies 1,500 7,000 1,600 (5,400)$ No election
22 1,500 7,000 1,600 (5,400)
23
24 Auditor
25 41540-300 Professional Services 20,000 20,000 23,000 3,000$ Abdo, Eick & Meyers
26 Financial Services 6,000 6,000 7,500 1,500$ Other finacial services
29 26,000 26,000 30,500 4,500
30
31 Assessor
32 41550-210 Operating Supplies 1,000 1,000 1,000 -$
33 41550-300 Professional Services 55,956 59,000 57,000 (2,000)$ New contract
34 56,956 60,000 58,000 (2,000)
35
36 Attorney
37 41600-300 Professional Services 31,000 31,000 27,000 (4,000)$
38 31,000 31,000 27,000 (4,000)
39
45 Other General Government
49 41900-210 Operating Supplies 3,000 4,600 4,000 (600)$
50 41900-300 Professional Srvs 4,000 5,000 8,000 3,000$ Financial planning
52 41900-360 Insurance 67,400 68,000 65,000 (3,000)$
53 41900-430 Misc Banking Charges - - -$
54 41900-433 Dues & Memberships 30,000 27,000 27,000 -$
64 41900-810 Refunds/Reimbursements - -$
65 104,400 104,600 104,000 (600)
66
67 Planning & Zoning
68 41910-210 Operating Supplies 1,000 1,000 2,000 1,000$ PH notices, labels, postage, training
69 41910-300 Professional Services 50,000 65,200 65,000 (200)$
71 51,000 66,200 67,000 800
72
73 City Hall Operating Expenses
74 41941-200 Office/Computer Supplies 3,000 6,000 3,500 (2,500)$
75 41941-201 Postage/Shipping 3,000 3,000 3,250 250$
76 41941-207 Computer / Copier Supplies 3,000 - - -$
77 41941-210 Operating Supplies 15,000 17,000 17,000 -$ Cintas, Zep, Adams, Wilmar Water, hearing notices
78 41941-300 Professional Services 9,000 9,000 12,000 3,000$ Admin fees (Paychex), Ordinance Codification
79 41941-321 Telephone 3,000 2,500 2,500 -$
Total City Council
Total Elections
Total Newsletter & Web
Total Assessor
Total Auditor
Total City Attorney
Total Other Government
Total Planning & Zoning
Item 9a.
2
1 CITY OF CORCORAN
2 2017 9/22/2016 REV 3
3 OSA
LINE ITEM
CODE DESCRIPTION OF EXPENDITURE 2015 BUDGET 2016 BUDGET 2017 BUDGET
BUDGET
DIFFERENCE
2016/2017
81 41941-364 Workers Comp Insur. ( Misc. Vol. Commissioners Staff)25 25 25 -$
82 41941-380 Utilities / Outside Services 15,500 15,500 16,000 500$ Center Point, Randys, Wright Henn Elec, Wright Henn Security
83 41941-400 Repairs /Maintenance Bldg.12,000 12,000 12,000 -$
84 41941-430 Misc. Banking Charge - - 300 300$
85 41941-520 Buildings & Structures 5,000 5,000 8,000 3,000$ Facility repairs
86 41941-810 Refunds/Reimbursements -$
87 70,525 70,025 74,575 4,550
88
89 IT Technology
91 41951-207 Computer / Supplies 22,757 25,550 43,300 17,750$ Annual license renewal
92 41951-210 Operating Supplies 1,500 1,500 4,000 2,500$ Hardware/Software
93 41951-300 Professional Supplies 13,100 21,500 10,000 (11,500)$ Managed services
94 41951-530 Facility Assets 6,500 6,500 11,500 5,000$ Additional work station
95 43,857 55,050 68,800 13,750
96
97 Engineering
99 43170-300 Professional Services 45,000 47,500 31,250 (16,250)$
100 45,000 47,500 31,250 (16,250)
101
102 Fire
103 42200-300 Professional Services 275,895 281,000 303,100 22,100$
106 275,895 281,000 303,100 22,100
107
108 Building Inspections
109 42400-300 Professional Services 74,000 74,000 110,000 36,000$
110 42400-437 Surcharges 11,000 11,000 12,500 1,500$
111 85,000 85,000 122,500 37,500
112
113 Recycling
114 43232-210 Operating Supplies 1,000 - 3,000 3,000$
115 43232-300 Professional Services 69,000 6,000 6,000 -$ Provider to manage billing/balance city subsidy
116 70,000 6,000 9,000 3,000
117
118 874,792 855,055 932,155 77,100
119
120 City Administrator
121 41300-100 Wages & Salaries 92,912 99,757 101,754 1,997$
122 41300-121 PERA 6,736 7,482 7,632 150$
123 41300-122 FICA / SS 5,761 6,185 6,309 124$
124 41300-126 Medicare 1,347 1,446 1,475 29$
126 41300-131 Employer Paid Health 15,567 17,643 15,409 (2,234)$ Life, A/D, LTD, STD, FSA/HSA, Health
130 41300-208 Training 4,000 4,000 4,350 350$
136 41300-210 Operating Supplies 700 700 800 100$
138 41300-364 Workers' Compensation 753 600 570 (30)$
139 41300-433 Dues & Memberships 850 1,000 1,000 -$
142 128,626 138,813 139,299 486
143
144 City Clerk / Administrative Staff
145 41400-100 Wages & Salaries 118,212 168,640 174,189 5,549$
146 41400-110 Overtime 2,000 1,000 200 (800)$
147 41400-121 PERA 8,716 12,723 13,139 416$
148 41400-122 FICA / SS 7,453 10,518 10,862 344$
149 41400-126 Medicare 1,744 2,460 2,540 80$
151 41400-131 Employer Paid Health 32,068 52,928 46,228 (6,700)$ Life, A/D, LTD, STD, FSA/HSA, Health
155 41400-208 Training 2,500 4,000 4,000 -$
Total IT Technology
Total City Hall Operating
Total Fire Services
Total Building Inspections
TOTAL CITY HALL
Total City Administrator
Total Recycling
Total Engineering
3
1 CITY OF CORCORAN
2 2017 9/22/2016 REV 3
3 OSA
LINE ITEM
CODE DESCRIPTION OF EXPENDITURE 2015 BUDGET 2016 BUDGET 2017 BUDGET
BUDGET
DIFFERENCE
2016/2017
156 41400-210 Operating Supplies 500 750 750 -$ Mileage
158 41400-364 Workers' Compensation Insurance 1,344 1,400 2,275 875$
159 41400-433 Dues & Memberships 150 500 500 -$
160 174,687 254,919 254,683 (236)
161
162 Code Enforcement
163 41920-100 Wages & Salaries 53,186 59,550 62,682 3,132$
164 41920-110 Overtime 1,000 1,000 500 (500)$
165 41920-121 PERA 3,928 4,541 4,739 198$
166 41920-122 FICA / SS 3,360 3,754 3,917 163$
167 41920-126 Medicare 786 878 916 38$
169 41920-131 Health Insurance 16,387 17,643 15,409 (2,234)$ Life, A/D, LTD, STD, FSA/HSA, Health
171 41920-208 Training 750 750 1,250 500$
172 41920-210 Operating Supplies 1,000 1,000 1,000 -$
176 41920-364 Workers' Compensation 417 417 570 153$
177 41920-417 Uniform 250 250 250 -$
178 41920-433 Dues & Membership 100 100 250 150$
179 81,164 89,883 91,483 1,600
184
185 Transfers to/from Other Funds
187 49360-720 Operating Transfers -$
188 41900-700 Transfer to other funds 25,000 50,000 75,000 25,000$ CIP
189 41900-700 Transfer to other funds 10,000 10,000 60,000 50,000$ Reserve/other contributions
190 35,000 60,000 135,000 75,000
191 19 1,294,269 1,398,670 1,552,620 153,950
192
193 PUBLIC WORKS
194 PERSONNEL SERVICES
195 43100-100 Full-time - Regular 283,606 305,571 405,011 99,440$
196 43100-110 Full-time - Overtime 20,000 20,000 24,000 4,000$ Includes $1,000 for Country Daze
197 43100-121 PERA 22,011 24,418 32,176 7,758$
198 43100-122 FICA / SS 18,824 20,185 26,599 6,414$
199 43100-126 Medicare 4,402 4,721 6,221 1,500$
201 43100-131 Employer Paid Health 78,656 88,213 100,161 11,948$ Life, A/D, LTD, STD, FSA/HSA, Health
205 43100-140 Unemployment Compensation - - - -$
206 43100-364 Workers' Compensation Insurance 19,364 19,000 17,100 (1,900)$
207 43100-417 Uniforms 7,000 7,000 8,500 1,500$
208 453,863 489,108 619,768 130,660
209
210 OPERATING EXPENSE
212 43100-208 Training and Instruction 4,000 4,000 6,000 2,000$
213 43100-210 Operating Supplies 25,000 25,000 27,500 2,500$
214 43100-212 Motor Fuels 40,000 38,000 33,000 (5,000)$
215 43100-220 Repair/ Main. Supplies 25,000 25,000 25,000 -$
216 43100-223 Building Repair 4,500 6,500 8,000 1,500$ Maintenance contracts (HVAC, fire suppresion, etc.)
217 43100-300 Professional Services 2,100 2,100 2,100 -$
218 43100-321 Telephone 8,000 8,000 8,100 100$
220 43100-380 Utility services 30,000 28,000 17,000 (11,000)$
222 43100-810 Refunds/Reimbursements 30,000 - -$ 0
223 138,600 136,600 126,700 (9,900)
224
225 CITY OPERATING SERVICES
226 43100-222 Seal Coating 60,000 60,000 60,000 -$
227 43100-225 Land Scape/Ditch Maintenance 10,000 10,000 10,000 -$
228 43100-226 Sign Repair Material 6,000 6,000 6,100 100$
Total Public Works Personnel
Total Administrative Staff
Total Code Enforcement
Total Administration
Total Public Works Operating Expense
Total Transfers to/from other funds
4
1 CITY OF CORCORAN
2 2017 9/22/2016 REV 3
3 OSA
LINE ITEM
CODE DESCRIPTION OF EXPENDITURE 2015 BUDGET 2016 BUDGET 2017 BUDGET
BUDGET
DIFFERENCE
2016/2017
229 43100-227 Crack Filling 10,000 10,000 10,000 -$
230 43100-228 Dust Control 110,000 115,000 100,000 (15,000)$
231 43100-229 Culverts 10,000 10,000 10,000 -$
234 43100-232 Gravel 130,000 130,000 140,000 10,000$
235 43100-233 Asphalt/Maintenance patching 130,000 150,000 165,000 15,000$ Increased need
236 43100-381 Signal Lights/street lights 4,000 4,000 4,000 -$
237 470,000 495,000 505,100 10,100
238
239 PARKS PERSONNEL SERVICES
240 45200-100 Wages and Salaries 36,788 40,182 40,330 148$
241 45200-110 Overtime - - -$
243 45200-122 FICA / SS 2,281 2,491 2,500 9$
244 45200-126 Medicare 533 583 585 2$
247 45200-364 Workers' Compensation Insurance 1,957 2,250 5,671 3,421$
248 41,559 45,506 49,086 3,580
249
250 PARKS OPERATING EXPENSES
251 45200-210 Operating Supplies 15,000 15,500 16,500 1,000$ training for commissioners
253 45200-221 Maintenance Project 15,000 15,000 15,000 -$
254 45200-300 Professional Services - -$
255 45200-321 Telephone 700 700 700 -$
256 45200-380 Utility services 8,000 7,000 6,000 (1,000)$
257 45200-530 Improvements Other than Bldg 37,302 37,302 37,000 (302)$ NW Trails Snowmobile expense pass thru to 100-45200-33422
259 45200-810 Refunds/Reimbursements -$
260 76,002 75,502 75,200 (302)
261
262 25 117,561 121,008 124,286 3,278
263
264 Ice & Snow Removal
265 43125-210 Snow and Ice Removal 30,000 30,000 38,000 8,000$ Salt and Sand
266 21 30,000 30,000 38,000 8,000
267
268 1,210,024 1,271,716 1,413,854 142,138
269
270 POLICE
271 PERSONNEL SERVICES
272 POLICE
273 42100-100 Wages and Salaries 540,766 552,886 600,774 47,888$
274 42100-110 Overtime 9,500 10,450 9,500 (950)$ Includes $1,000 for Country Daze
275 42100-111 Overtime Events 10,000 12,000 12,000 -$ Pass thru funds only 100-42100-34201
276 42100-121 PERA 90,492 89,568 97,325 7,757$
278 42100-126 Medicare 8,100 8,168 8,849 681$
280 42100-131 Employer Paid Health 111,823 123,498 123,276 (222)$
284 42100-364 Workers' Compensation 26,516 25,000 32,712 7,712$
285 797,197 821,570 884,436 62,866
286
287 PART TIME
288 42101-100 Wages and Salaries 78,100 61,000 53,560 (7,440)$
290 42101-111 Overtime Events 5,000 5,000 5,000 -$ Pass thru funds only 100-42100-34201
291 42101-121 PERA 2,100 1,100 6,074 4,974$
292 42101-122 FICA / SS 4,842 3,000 996 (2,004)$
293 42101-126 Medicare 1,132 890 777 (113)$
295 91,174 70,990 66,407 (4,583)
296
Total Public Works City Operating Services
TOTAL PUBLIC WORKS & PARKS
Total Police Personnel Services
Total Part Time
Total Snow & Ice
Total Parks
Total Parks Personnel
Total Parks Operating Expense
5
1 CITY OF CORCORAN
2 2017 9/22/2016 REV 3
3 OSA
LINE ITEM
CODE DESCRIPTION OF EXPENDITURE 2015 BUDGET 2016 BUDGET 2017 BUDGET
BUDGET
DIFFERENCE
2016/2017
297 POLICE ADMINISTRATION
298 42102-100 Wages and Salaries 47,507 50,237 64,450 14,213$
299 42102-110 Overtime 500 500 500 -$
300 42102-121 PERA 3,601 3,805 4,871 1,066$
301 42102-122 FICA / SS 2,976 3,146 4,027 881$
302 42102-126 Medicare 696 736 942 206$
304 42102-131 Employer Paid Health 16,387 17,643 15,409 (2,234)$
306 71,667 76,067 90,199 14,132
307
308 SUPPLIES
309 42100-200 Office Supplies 5,000 5,000 3,600 (1,400)$
310 42100-201 Postage 250 250 250 -$
311 42100-208 Training Classes and Supplies 11,600 16,800 16,800 -$ Lexipol, driving school
312 42100-209 Police Reserves Equipment 3,500 3,500 3,500 -$
313 42100-210 Operating Supplies 4,000 9,000 9,000 -$ Taser purchases (transition out of CIP) and Night to Unite
314 42100-212 Motor Fuels 37,000 32,000 25,000 (7,000)$
315 42100-218 Investigations 350 5,350 5,000$ To track investigative expenses/reduced part-time wages
316 42100-417 Clothing and Uniforms 9,960 11,000 11,000 -$
317 42100-433 Dues and Memberships 1,200 1,500 1,600 100$ TLO Membership (online database)
318 42100-810 Refunds/Reimbursements -$
319 72,510 79,400 76,100 (3,300)
320
321 CONTRACTUAL SERVICES
322 42100-220 Maintenance - Motor Vehicle 8,000 8,000 8,000 -$
323 42100-223 Building Maintenance and Repairs 3,000 3,500 3,500 -$
324 42100-300 Professional Services 250 1,500 1,500 -$
325 42100-301 Prisoner - Professional Fees 8,000 8,000 8,000 -$
326 42100-304 Legal Services 27,500 27,500 27,500 -$
327 42100-321 Telephone 7,200 7,200 7,200 -$
328 42100-323 Radio Units 15,300 16,900 16,900 -$
329 42100-380 Utility Services / Civil Defense/Emergency Management 4,000 4,000 4,000 -$
330 73,250 76,600 76,600 -$
331
332 20 1,105,798 1,124,627 1,193,742 69,115
333
334
335 3,610,091 3,795,013 4,160,216 365,203
336
337 Debt Service
338 Equipment Certificate Fund
339
345 Principal & Interest-2008 100,219 99,614 104,882 5,268$
346 Principal & Interest-2010 60,658 61,460 62,812 1,352$
347 Principal & Interest-2012 44,295 44,035 45,964 1,929$
348 Principal & Interest-2014 55,640 50,601 53,419 2,818$
Principal & Interest-2016 Equip 37,590 37,590$
349 Total Principal & Interest 260,812 255,710 304,667 48,957$
350 Required 5% overage 13,041 12,786 - (12,786)$
351 Total 273,853 268,496 304,667 36,172$
359
367 Facility Expansion (Public Works) 2012B
368 Principal & Interest 138,488 137,688 185,312 47,624$
369 Required 5% Overage 6,924 6,884 - (6,884)$
Total Contractual Services
Total Police Supplies
Total Police Administration
COMBINED DEPARTMENT TOTAL EXPENDITURES
TOTAL POLICE
6
1 CITY OF CORCORAN
2 2017 9/22/2016 REV 3
3 OSA
LINE ITEM
CODE DESCRIPTION OF EXPENDITURE 2015 BUDGET 2016 BUDGET 2017 BUDGET
BUDGET
DIFFERENCE
2016/2017
370 Total 145,412 144,572 185,312 40,740$
371
377
378 COMBINED DEBT SERVICE EXPENDITURES 440,727 413,068 489,979 76,911$
379
380 REVENUES 2015 ACTUAL 2016 BUDGET 2017 BUDGET
BUDGET
DIFFERENCE
2016/2017
381 GENERAL FUND REVENUE
382
383 GENERAL GOVERNMENT
384 3 41900-31810 Cable Franchise Fee 40,000 40,000 43,000 3,000$
385 5 41900-32110 Liquor Licenses Fees 18,250 18,250 18,250 -$
386 41900-33402 Homestead Credit -$
387 41900-33403 Mobile Homestead Credit -$
388 7 41900-33420 AG Preserve Credit 5,000 5,000 5,000 -$
389 7 41900-33421 PERA State Aid 1,845 1,845 1,845 -$
390 41900-33422 Other Grants and Aid -$
391 41900-34000 Charges for Services -$
392 10 41900-34103 Zoning / Subdivision Fees 6,000 12,000 25,000 13,000$
393 10 41900-34105 Copies / Maps 150 150 150 -$
394 10 41900-34107 Assessment Search 50 50 50 -$
395 10 41900-34108 TIF Administrative Fees 8,000 8,000 - (8,000)$ District closed/fund eliminated
396 41900-34110 Escrow Administrative Fees -$
397 10 41900-34405 Clean up day Income 675 675 675 -$
398 13 41900-36200 Miscellaneous Revenue 2,500 2,500 2,500 -$
399 12 41900-36210 Interest Earnings 2,000 2,000 1,000 (1,000)$
400 13 41900-36217 Sale of Assets -$
401 13 41900-36220 Rents / Royalties 9,840 9,840 10,800 960$ Crop Rentals
402 13 41900-36230 Donations 1,000 1,000 1,000 -$
403 41900-36233 Refunds/Reimbursements -$
404 CODE ENFORCEMENT
405 41920-32100 Business/License Fee -$
406 41920-34000 Charges for Services -$
407 CITY HALL OPERATIONS
409 10 41941-34101 Facility Rental 5,000 6,000 6,000 -$
410 13 41941-36200 Miscellaneous Revenue 1,000 1,000 1,000 -$
411 PUBLIC SAFETY
413 9 42100-33423 Police Town Aid 45,000 45,000 50,000 5,000$
414 9 42100-33424 Police Training & POST 3,700 3,700 3,700 -$
415 9 42100-33620 Other Grants and Aid/Safe & Sober 7,500 10,000 10,000 -$ Pass through only - Area traffic project (42100-111)
416 5 42100-34200 Police Permits 2,000 2,000 2,000 -$
417 10 42100-34201 Police Service Charge 7,500 7,500 7,500 -$ Pass through only - Contractural events (42100-111)
418 10 42100-34202 Police Reports / Misc. Fees 1,000 1,000 1,000 -$
420 11 42100-35101 Fines 60,000 45,000 45,000 -$
421 42100-36200 Miscellaneous Revenue - - -$
422 42100-36230 Donations - - -$
423 42100-36233 Refunds/Reimbursements -$
424 BUILDING INSPECTION
425 5 42400-32210 Building Permit Fees 193,000 190,000 275,000 85,000$ 40 new home permits expected
426 PUBLIC WORKS
427 8 43100-33418 MSA Road Maint. Fund 120,000 120,000 124,000 4,000$
428 10 43100-34300 Public Works Permits / Fees 3,000 3,000 3,000 -$
429 10 43100-34301 Dust Control 55,530 57,500 47,500 (10,000)$
430 43100-36100 Special Assessments -$
7
1 CITY OF CORCORAN
2 2017 9/22/2016 REV 3
3 OSA
LINE ITEM
CODE DESCRIPTION OF EXPENDITURE 2015 BUDGET 2016 BUDGET 2017 BUDGET
BUDGET
DIFFERENCE
2016/2017
431 43100-36200 Miscellaneous Revenue - - 8,125 8,125$ Billable hours Director/Engineer
432 43100-36233 Refunds/Reimbursements - - -$
433 ICE & SNOW REMOVAL
434 13 43125-36200 Miscellaneous Revenue 8,000 8,000 8,000 -$
435 RECYCLING
436 9 43232-33610 County Recycling Grant 14,500 14,500 14,500 -$
437 10 43232-34400 Recycling Income 62,000 - 2,500 2,500$ Provider to manage billing
438 43232-36200 Miscellaneous Revenue -$
439 PARKS
440 9 45200-33422 Other State Grant 37,302 37,302 37,000 (302)$ Snowmobile trail grant
441 10 45200-34101 Facility Rental 1,000 6,000 5,000 (1,000)$
442 45200-36200 Miscellaneous Revenue -$
443 45200-36230 Donations - - -$
444 45200-36233 Refunds/Reimbursements -$
445 TRANSFERS TO/FROM OTHER FUNDS
446 49360-39200 Transfer from Other Fund 61,901 138,492 76,591$ Utility funds
447
448 TOTAL OTHER REVENUES 722,342 720,713 898,587 177,874
449
452 41900-33422 Local Government Aid 10,908 - - -$
453 41900-31100 General Property Taxes 2,876,841 3,074,300 3,261,629 187,329$ 6.09%
454
455 TOTAL PROPERTY TAX REVENUE 2,887,749 3,074,300 3,261,629 187,329$ 6.09%
456
457 TOTAL GENERAL FUND REVENUE 3,610,091 3,795,013 4,160,216 365,203$
458
459 TOTAL DEBT SERVICE TAX LEVY 440,727 413,068 489,979 76,911$ 2017 Bond schedule + 5%
460
461 TOTAL ALL REVENUES 4,050,818 4,208,081 4,650,195 442,114$
462
463 TOTAL ALL EXPENSES 4,050,818 4,208,080 4,650,195 442,114$
464
465
466 REVENUE - EXPENSE 0 0 0
467
468
469
470
471
472 TOTAL CERTIFIED LEVY (INCLUDES DEBT SERVICE)3,317,568 3,487,368 3,751,608 264,240$ 7.58%
473
474 TOTAL PROPERTY TAX LEVY 2,876,841 3,074,300 3,261,629 187,329$
475
476 TOTAL PROPERTY TAX COLLECTED 2,852,756
STAFF REPORT Agenda Item 12a.
Council Meeting:
December 8, 2016
Prepared By:
Brad Martens
Topic:
Draft 2017 Water and Sanitary Sewer
Budgets
Action Required:
Direction
Summary:
Attached to this report are draft 2017 budgets for the water and sanitary sewer funds.
The budgets assume the following:
35 new homes in Ravinia
Residential water usage of 117,000 gallons per year per home
Residential sanitary sewer usage of 96,000 gallons per year per home
Connections from the downtown utility and street improvement project delayed
until 2018
Staff requests the City Council provide any feedback prior to adopting the budget at the
December 19, 2016 meeting. Due to the limited experience with the system, it is likely
that budget variances will occur.
Financial/Budget:
The Water and Sanitary Sewer Funds are enterprise funds and must cover their costs
over time without subsidy from the general fund. It is anticipated that in most years that
revenues will be lower than expenditures unless additional in-fill development occurs.
Alignment with Values:
This item relates to the following adopted values:
EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES
We believe that service to the public is our reason for being and strive to deliver
quality services in a highly professional, cost-effective, and friendly manner.
FISCAL RESPONSIBILITY
We believe that fiscal responsibility and the prudent stewardship of public funds
is essential for citizen confidence in government.
Options:
1. Direct staff to complete the draft budgets as presented.
2. Direct staff to make changes to the draft budgets.
Recommendation:
Direct staff to complete the draft budgets as presented.
Page 2
Council Action:
Provide direction to staff on the draft water and sanitary sewer budgets.
Attachments:
1. Water Fund – 2017 Draft Budget
2. Sanitary Sewer Fund – 2017 Draft Budget
WATER FUND 2017 DRAFT BUDGET 12b.
REVENUE
ActCode Account Descr 2014Actual 2015Budget 2015Actual 2016 Budget 2017 Budget Comment
601-49400-36202 R 601-49400-36202 Developer Contribution $530,000.00 $0.00 $150,000.00 $0.00 $0.00
601-49400-36210 R 601-49400-36210 Interest Earnings $2,776.99 $0.00 $897.58 $1,000.00 $1,000.00
601-49400-36233 R 601-49400-36233 Refunds/Reimbursements $0.00 $0.00 $0.00 $0.00 $0.00
601-49400-37100 R 601-49400-37100 Hydrant Sales $0.00 $582.00 $0.00 $0.00 $0.00
601-49400-37110 R 601-49400-37110 Water Residential Usage $0.00 $0.00 $2,199.26 $11,050.00 $26,250.00 70 homes at $375 (117,000 gallons/year - 3 mo at 15,000; 9 mo at 8,000)
601-49400-37120 R 601-49400-37120 Water Commercial/Industrial $0.00 $0.00 $341.44 $0.00 $0.00
601-49400-37130 R 601-49400-37130 Water Trunk Charges $63,457.00 $128,750.00 $132,767.00 $159,150.00 $109,131.00 25 acres platted at $3,800/acre; $14,131 annual payment for DT agreements
601-49400-37150 R 601-49400-37150 Water Access Charges (WAC)$50,000.00 $72,400.00 $0.00 $15,450.00 $41,081.00 35 new homes at $1,093; $2,826 annual payment for DT agreements
601-49400-37160 R 601-49400-37160 Water Penalties $0.00 $0.00 $0.00 $0.00 $0.00
601-49400-37170 R 601-49400-37170 Water Meters $0.00 $6,600.00 $9,621.99 $9,900.00 $8,675.00 35 new homes with water meters $247.50 each
601-49400-37180 R 601-49400-37180 Water Install/Inspect Fee $0.00 $0.00 $0.00 $0.00 $0.00
601-49400-37190 R 601-49400-37190 Maple Grove Connection $0.00 $0.00 $68,370.00 $63,900.00 $108,314.00 35 new homes @ $2,350 each; $26,064 annual payment for DT agreements
601-49400-39200 R 601-49400-39200 Transfer from Other Fund $0.00 $0.00 $0.00 $0.00 $0.00
601-49400-39700 R 601-49400-39700 Capital Contributions Gov Act $0.00 $0.00 $0.00 $0.00 $0.00
TOTAL $646,233.99 $208,332.00 $364,197.27 $260,450.00 $294,451.00
EXPENSE
ActCode Account Descr 2014Actual 2015Budget 2015Actual 2016 Budget Comment
601-49360-720 E 601-49360-720 Operating Transfers ($125,886.80)$0.00 $0.00 $30,950.50 $81,061.50 Payment to general fund for staf time
601-49400-100 E 601-49400-100 Wages and Salaries (GENERAL)$0.00 ($9,900.00)$0.00 $0.00 $0.00
601-49400-110 E 601-49400-110 Overtime $0.00 $0.00 $0.00 $0.00 $0.00
601-49400-121 E 601-49400-121 PERA $0.00 ($718.00)$0.00 $0.00 $0.00
601-49400-122 E 601-49400-122 FICA $0.00 ($614.00)$0.00 $0.00 $0.00
601-49400-126 E 601-49400-126 Medicare $0.00 ($144.00)$0.00 $0.00 $0.00
601-49400-130 E 601-49400-130 Employer Paid FSA $0.00 $0.00 $0.00 $0.00 $0.00
601-49400-131 E 601-49400-131 Employer Paid Health $0.00 ($2,457.00)$0.00 $0.00 $0.00
601-49400-132 E 601-49400-132 Medical Cafeteria Plan $0.00 $0.00 $0.00 $0.00 $0.00
601-49400-133 E 601-49400-133 Employer Paid H S A $0.00 $0.00 $0.00 $0.00 $0.00
601-49400-134 E 601-49400-134 Employer Paid HRA $0.00 $0.00 $0.00 $0.00 $0.00
601-49400-200 E 601-49400-200 Office Supplies (GENERAL)$0.00 ($100.00)$0.00 $100.00 $100.00
601-49400-208 E 601-49400-208 Training and Instruction $0.00 ($1,000.00)($50.00)$1,000.00 $1,000.00
601-49400-210 E 601-49400-210 Operating Supplies (GENERAL)$0.00 ($1,000.00)($81.20)$1,000.00 $1,000.00
601-49400-212 E 601-49400-212 Motor Fuels $0.00 ($800.00)$0.00 $0.00 $0.00 Formula or $0
601-49400-215 E 601-49400-215 Water Meters $0.00 ($10,000.00)($11,515.09)$9,000.00 $7,875.00 35 meters at $225 each
601-49400-216 E 601-49400-216 Chemicals $0.00 $0.00 $0.00 $0.00 $0.00
601-49400-300 E 601-49400-300 Professional Srvs (GENERAL)($440.00)($5,000.00)($1,260.00)$2,500.00 $2,500.00
601-49400-303 E 601-49400-303 Engineering Fees $0.00 ($5,000.00)($17,477.39)$5,000.00 $5,000.00
601-49400-304 E 601-49400-304 Legal Fees $0.00 ($500.00)($116.62)$500.00 $1,000.00
601-49400-310 E 601-49400-310 Other Professional Services ($167.20)($17,300.00)($8,250.00)$16,500.00 $94,029.00 Pass through $82,250; $11,779 payment for DT MG agreement
601-49400-311 E 601-49400-311 Water Purchased $0.00 $0.00 $0.00 $6,500.00 $20,160.00 12,000,000 used at $1.68/1,000; 1,200,000 unbillable
601-49400-321 E 601-49400-321 Telephone $0.00 ($160.00)$0.00 $0.00 $0.00
601-49400-352 E 601-49400-352 General Notices and Pub Info $0.00 ($100.00)$0.00 $0.00 $0.00
601-49400-360 E 601-49400-360 Insurance (GENERAL)$0.00 $0.00 $0.00 $500.00 $1,600.00
601-49400-364 E 601-49400-364 Workers Comp Insurance $0.00 ($519.42)$0.00 $500.00 $0.00
601-49400-380 E 601-49400-380 Utility & Services (GENERAL)($110.23)($480.00)($87.35)$250.00 $600.00 Utility locates 50% of 1,200 locates at $1
601-49400-400 E 601-49400-400 Repairs & Maint Cont (GENERAL)$0.00 ($1,500.00)$0.00 $1,500.00 $1,500.00
601-49400-420 E 601-49400-420 Depreciation ($31,140.02)$0.00 $0.00 $0.00 $0.00
601-49400-433 E 601-49400-433 Dues and Memberships $0.00 ($1,000.00)($275.00)$1,000.00 $1,000.00
601-49400-510 E 601-49400-510 Land $0.00 $0.00 $0.00 $0.00 $0.00
601-49400-520 E 601-49400-520 Buildings and Structures ($300,000.00)$0.00 $0.00 $0.00 $0.00
601-49400-530 E 601-49400-530 Improvements Other Than Bldgs $0.00 $0.00 $28,115.04 $0.00 $0.00
601-49400-550 E 601-49400-550 Motor Vehicles $0.00 $0.00 $0.00 $0.00 $0.00
601-49400-570 E 601-49400-570 Office Equip and Furnishings $0.00 $0.00 $0.00 $0.00 $0.00
601-49400-580 E 601-49400-580 Other Equipment $0.00 ($25,000.00)($7,855.69)$0.00 $0.00
601-49400-610 E 601-49400-610 Interest ($15,811.00)$0.00 ($52,659.00)$52,668.00 $59,714.00 53% of 2014B; 2016A per schedule
601-49400-611 E 601-49400-611 Bond Issuance Costs ($56,923.00)($43,830.00)$0.00 $48,450.00 $76,950.00 Principal
601-49400-720 E 601-49400-720 Operating Transfers $0.00 ($2,800.00)$0.00 $0.00 $0.00
TOTAL ($530,478.25)($129,922.42)($71,512.30)$177,918.50 $355,089.50
SEWER FUND 2017 DRAFT BUDGET 12b.
REVENUE
ActCode Account Descr 2014Actual 2015Budget 2015Actual 2016 Budget 2017 Budget Comment
602-49450-36210 R 602-49450-36210 Interest Earnings $1,921.52 $0.00 $405.22 $600.00 $600.00
602-49450-36233 R 602-49450-36233 Refunds/Reimbursements $0.00 $0.00 $0.00 $0.00 $0.00
602-49450-37210 R 602-49450-37210 Sewer Residential $0.00 $1,004.00 $1,608.04 $16,100.00 $37,800.00 70 homes, at $540; 8,000 gallons per month
602-49450-37220 R 602-49450-37220 Sewer Commercial/Industrial $0.00 $0.00 $21.63 $0.00 $0.00
602-49450-37230 R 602-49450-37230 Sewer Trunk Charges $43,849.50 $77,750.00 $80,175.80 $96,100.00 $153,533.00 25 acres platted at $5,800/acre; $8,533 annual payment from DT agreements
602-49450-37260 R 602-49450-37260 Sewer Penalties $0.00 $0.00 $0.00 $0.00 $0.00
602-49450-37270 R 602-49450-37270 Sewer Access Charges (SAC)$50,000.00 $82,000.00 $67,095.00 $90,000.00 $128,056.00 35 new homes with SAC $2,485 each; 35 city charges @ $1,093; $2,826 annual payment from DT
602-49450-37280 R 602-49450-37280 Sewer Install/Inspect Fee $0.00 $0.00 $0.00 $0.00 $0.00
602-49450-39200 R 602-49450-39200 Transfer from Other Fund $0.00 $0.00 $0.00 $0.00 $0.00
602-49450-39700 R 602-49450-39700 Capital Contributions Gov Act $0.00 $0.00 $0.00 $0.00 $0.00
TOTAL $95,771.02 $160,754.00 $149,305.69 $202,800.00 $319,989.00
EXPENSE
ActCode Account Descr 2014Actual 2015Budget 2015Actual 2016 Budget 2017 Budget Comment
602-49360-720 E 602-49360-720 Operating Transfers ($125,886.79)$0.00 $0.00 $30,950.50 $81,061.50 Payment to general fund for staff time
602-49450-100 E 602-49450-100 Wages and Salaries (GENERAL)$0.00 ($9,900.00)$0.00 $0.00 $0.00
602-49450-110 E 602-49450-110 Overtime $0.00 $0.00 $0.00 $0.00 $0.00
602-49450-121 E 602-49450-121 PERA $0.00 ($718.00)$0.00 $0.00 $0.00
602-49450-122 E 602-49450-122 FICA $0.00 ($614.00)$0.00 $0.00 $0.00
602-49450-126 E 602-49450-126 Medicare $0.00 ($144.00)$0.00 $0.00 $0.00
602-49450-130 E 602-49450-130 Employer Paid FSA $0.00 $0.00 $0.00 $0.00 $0.00
602-49450-131 E 602-49450-131 Employer Paid Health $0.00 ($2,458.00)$0.00 $0.00 $0.00
602-49450-132 E 602-49450-132 Medical Cafeteria Plan $0.00 $0.00 $0.00 $0.00 $0.00
602-49450-133 E 602-49450-133 Employer Paid H S A $0.00 $0.00 $0.00 $0.00 $0.00
602-49450-134 E 602-49450-134 Employer Paid HRA $0.00 $0.00 $0.00 $0.00 $0.00
602-49450-200 E 602-49450-200 Office Supplies (GENERAL)$0.00 ($100.00)$0.00 $100.00 $100.00
602-49450-208 E 602-49450-208 Training and Instruction $0.00 ($1,000.00)($50.00)$1,000.00 $1,000.00
602-49450-210 E 602-49450-210 Operating Supplies (GENERAL)$0.00 ($1,000.00)($23.74)$1,000.00 $1,500.00
602-49450-212 E 602-49450-212 Motor Fuels $0.00 ($800.00)$0.00 $0.00 $0.00
602-49450-216 E 602-49450-216 Chemicals $0.00 $0.00 $0.00 $0.00 $0.00
602-49450-300 E 602-49450-300 Professional Srvs (GENERAL)($440.00)($5,000.00)($1,260.00)$5,000.00 $5,000.00
602-49450-303 E 602-49450-303 Engineering Fees $0.00 ($5,000.00)($1,845.25)$5,000.00 $5,000.00
602-49450-304 E 602-49450-304 Legal Fees $0.00 ($500.00)($73.38)$500.00 $500.00
602-49450-310 E 602-49450-310 Other Professional Services $0.00 ($82,441.00)($66,424.05)$74,550.00 $86,975.00 35 SAC charges paid to MCES $2,485 each
602-49450-312 MCES Sewage Treatment $16,262.00 70 homes at 8,000 gallons month @ $2.42/1000
602-49450-321 E 602-49450-321 Telephone $0.00 ($160.00)$0.00 $0.00 $0.00
602-49450-352 E 602-49450-352 General Notices and Pub Info $0.00 ($100.00)$0.00 $100.00 $100.00
602-49450-360 E 602-49450-360 Insurance (GENERAL)$0.00 $0.00 $0.00 $500.00 $1,600.00
602-49450-364 E 602-49450-364 Workers Comp Insurance $0.00 ($519.42)$0.00 $500.00 $0.00
602-49450-380 E 602-49450-380 Utility & Services (GENERAL)($103.36)($480.00)($745.80)$1,000.00 $3,000.00 Lift station electric; utility locates 50% of 1,200 at $1
602-49450-400 E 602-49450-400 Repairs & Maint Cont (GENERAL)$0.00 ($1,500.00)$0.00 $1,800.00 $1,800.00
602-49450-420 E 602-49450-420 Depreciation ($35,115.34)$0.00 $0.00 $0.00 $0.00
602-49450-431 E 602-49450-431 Misc Expense $0.00 $0.00 ($151.00)$1,000.00 $0.00
602-49450-433 E 602-49450-433 Dues and Memberships $0.00 ($1,000.00)$0.00 $1,000.00 $1,000.00
602-49450-510 E 602-49450-510 Land $0.00 $0.00 $0.00 $0.00 $0.00
602-49450-520 E 602-49450-520 Buildings and Structures $0.00 $0.00 $0.00 $0.00 $0.00
602-49450-530 E 602-49450-530 Improvements Other Than Bldgs $0.00 $0.00 ($26,271.28)$0.00 $0.00
602-49450-550 E 602-49450-550 Motor Vehicles $0.00 $0.00 $0.00 $0.00 $0.00
602-49450-570 E 602-49450-570 Office Equip and Furnishings $0.00 $0.00 $0.00 $0.00 $0.00
602-49450-580 E 602-49450-580 Other Equipment $0.00 ($25,000.00)($5,861.60)$0.00 $0.00
602-49450-610 E 602-49450-610 Interest $0.00 $0.00 ($40,591.00)$39,732.00 $52,461.00 43% of 2014B; 2016A per schedule
602-49450-611 E 602-49450-611 Bond Issuance Costs ($43,951.00)($50,420.00)$0.00 $36,550.00 $38,786.00 Principal
602-49450-720 E 602-49450-720 Operating Transfers $0.00 ($2,800.00)$0.00 $0.00 $0.00
TOTAL ($205,496.49)($191,654.42)($143,297.10)$200,282.50 $296,145.50
STAFF REPORT Agenda Item 12b.
Council Meeting:
December 8, 2016
Prepared By:
Jessica Beise
Topic:
Employee Handbook Update
Action Required:
Approval
Summary:
The Corcoran Employee Handbook was last adopted in 2012. Since its most recent
adoption, there has been a modification to the organizational structure as well as
Federal and State law changes. Staff is recommending a minor revision of the
handbook to bring the Handbook in line with current practice and laws. Examples of the
revisions include noting that the City Administrator oversees all positions, updating labor
terms to better align with the requirements of the affordable care act, and adding
language for nursing mothers per a 2014 Minnesota Law change. Attached is a redlined
version of the Handbook which outlines the proposed changes and if there were specific
reasons for modification.
Staff envisions a more comprehensive policy discussion related to the handbook to take
place in 2017 as Council has initiated an interest in reviewing policy items.
Financial/Budget:
The changes to the Employee Handbook would minimal or no effect to the budget.
Alignment with Values:
This item relates to the following adopted values:
EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES
We believe that service to the public is our reason for being and strive to deliver
quality services in a highly professional, cost-effective, and friendly manner.
FISCAL RESPONSIBILITY
We believe that fiscal responsibility and the prudent stewardship of public funds
is essential for citizen confidence in government.
Options:
1. Adopt the Corcoran Employee Handbook – Effective January 1, 2017 as
presented.
2. Direct staff to make changes to the Draft Corcoran Employee Handbook –
Effective January 1, 2017.
3. Decline to amend the Corcoran Employee Handbook.
Page 2
Recommendation:
Adopt the revised Corcoran Employee Handbook – Effective January 1, 2017 as
presented.
Council Action:
1. Consider a motion to adopt the revised Corcoran Employee Handbook – Effective
January 1, 2017 as presented.
Attachments:
1. Draft Corcoran Employee Handbook – Effective January 1, 2017
CITY OF
CORCORAN EMPLOYEE HANDBOOK
Re-Written and Approved 03-08-2012
Effective December 01, 2011
Effective January 1, 2017
8200 COUNTY ROAD 116, CORCORAN MN 55340
763.420.2288 – OFFICE 763.420.6056 – FAX
E-mail – general@ci.corcoran.mn.us / Web Site – www.ci.corcoran.mn.us
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 2
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 3
TABLE OF CONTENTS
TOPIC .............................................................................................................................. PAGE #
WELCOME & PURPOSE OF THIS HANDBOOK ........................................................................ 7
LIMITS OF POLICY APPLICATION ............................................................................................ 8
CITY ORGANIZATION ................................................................................................................ 8
EMPLOYMENT ........................................................................................................................... 9
Equal Employment Opportunity Policy Statement ...................................................... 9
Hiring Procedures ......................................................................................................... 9
Internal Job Opportunities .......................................................................................... 10
Selection Process ....................................................................................................... 10
Background Checks ................................................................................................... 10
Employment (I-9) Verification – E-Verify .................................................................... 10
Testing and Examinations .......................................................................................... 11
Veteran’s Preference Law ........................................................................................... 11
Pre-employment Medical Examination ...................................................................... 12
Probationary Employment – Training Period ............................................................ 12
Outside Employment .................................................................................................. 13
Layoffs ......................................................................................................................... 14
Resignation and Notice .............................................................................................. 14
Pay at Termination ...................................................................................................... 14
Reference Checks ....................................................................................................... 15
CLASSIFICATION, COMPENSATION AND HOURS OF WORK
Employee Classifications ........................................................................................... 16
Job Descriptions ......................................................................................................... 17
Pay Grades and Steps ................................................................................................ 18
Hours of Work & Pay Periods ..................................................................................... 18
Paydays / Direct Deposit / Payroll Deductions .......................................................... 19
Lunch and Rest Periods ............................................................................................. 20
Call Back Pay .............................................................................................................. 20
Time Reporting and Overtime .................................................................................... 20
Compensatory Time in Lieu of Overtime ................................................................... 21
BENEFITS
General Benefit Information ....................................................................................... 22
Minnesota State Deferred Compensation Plan .......................................................... 22
Cafeteria Benefits Plan ............................................................................................... 22
Continuation of Insurance Coverage ......................................................................... 22
Post RetirementPost-Retirement Health Insurance ................................................... 23
Wings Credit Union ..................................................................................................... 23
PERA & Social Security .............................................................................................. 23
Workers’ Compensation ............................................................................................. 23
ATTENDANCE
General Attendance Information ................................................................................ 25
Adverse Weather Conditions ...................................................................................... 25
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TOPIC .............................................................................................................................. PAGE #
LEAVE POLICY ........................................................................................................................ 26
Definitions ................................................................................................................... 26
Leave Policy for Exempt Employees .......................................................................... 26
Paid-Time-Off Earning and Use .................................................................................. 27
Holidays – Paid ........................................................................................................... 28
Funeral Leave - Paid ................................................................................................... 29
Voting Leave - Paid ..................................................................................................... 29
Military Leave – Paid ................................................................................................... 30
Bone Marrow/ Organ Donation Leave – Paid ............................................................. 30
Jury Duty – Paid .......................................................................................................... 30
Court Appearances - Paid or Unpaid ......................................................................... 31
Leave Donation Policy - Paid ...................................................................................... 31
Family Medical Leave Act – Unpaid ........................................................................... 32
State Parenting Leave - Unpaid .................................................................................. 32
Coordination with other Leave Provisions ................................................................ 33
Extended Leaves - Unpaid .......................................................................................... 33
Fitness for Certification / returning to Work after a Medical Absence ..................... 35
Military Family Leave - Unpaid ................................................................................... 35
School Conference and Activities Leave – Unpaid ................................................... 36
Election Judges – Unpaid ........................................................................................... 36
Light Duty / Modified Duty Assignment ..................................................................... 37 Administrative Leave .................................................................................................. 37
TIME AT WORK ........................................................................................................................ 38
Americans with Disabilities ........................................................................................ 38
Bulletin Boards ........................................................................................................... 38
Business Ethics .......................................................................................................... 38
City Property ............................................................................................................... 39
City Credit Card ........................................................................................................... 39
City and Personal Cell Phone Use ............................................................................. 39
Electronic Communications ....................................................................................... 40
Social Networking ....................................................................................................... 41
Employee Appearance ................................................................................................ 42
Assigning and Scheduling Work ................................................................................ 43
Data Practice Advisory / Personnel Files ................................................................... 43
Media Information ....................................................................................................... 43
Employment of Relatives ............................................................................................ 44
Expense & Travel Reimbursement ............................................................................. 44
Performance Reviews ................................................................................................. 44
Personal Conduct ....................................................................................................... 45
Solicitation & Distribution .......................................................................................... 45
City Driving Policy ...................................................................................................... 46
RESPECTFUL WORKPLACE ................................................................................................... 48
Harassment & Offensive Behavior ............................................................................. 48
Employee Response to Disrespectful Behavior ........................................................ 50
Supervisor’s Response to Allegations of Disrespectful Workplace Behavior ......... 50
Special Reporting Requirements ............................................................................... 51
Confidentiality ............................................................................................................. 52
Retaliation ................................................................................................................... 52
SAFETY IN THE WORKPLACE ............................................................................................... 53
Physical Qualifications of Employees ....................................................................... 53
Instructions and Training ........................................................................................... 54
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TOPIC .............................................................................................................................. PAGE #
Reporting Accidents & Illnesses ................................................................................ 54
Safe Equipment / Gear ................................................................................................ 54
Security ....................................................................................................................... 55
Unsafe Behavior .......................................................................................................... 55
Possession and Use of Dangerous Weapons ........................................................... 55
Drugs & Alcohol .......................................................................................................... 56
Drug Testing ................................................................................................................ 56
Tobacco-free Environment ......................................................................................... 57
Employee Right to Know ............................................................................................ 57
DISCIPLINE POLICY ................................................................................................................ 58
Corrective Action ........................................................................................................ 58
GRIEVANCE POLICY ............................................................................................................... 59
EDUCATION & TRAINING POLICY .......................................................................................... 60
Job Related Conferences and Training ...................................................................... 60
Out-of-State Travel ...................................................................................................... 60
Compensation for Travel & Training Time ................................................................. 60
Travel & Meals Allowance ........................................................................................... 61
Membership Dues ....................................................................................................... 61
Request for Participation in Training & Conferences ................................................ 61
Tuition Reimbursement .............................................................................................. 61
APPENDIX .............................................................................................................................. 63
Code of Ethics ............................................................................................................. 63
Definitions ................................................................................................................... 63
Responsibilities of Public Office ................................................................................ 63
Dedicated Service ....................................................................................................... 64
Rules of Conduct ........................................................................................................ 64
Acceptance of Gifts or Favors .................................................................................... 64
Use of Confidential Information ................................................................................. 65
Conflict of Interest ...................................................................................................... 65
Determination of Conflicts of Interest ........................................................................ 65
Resolution of Conflict of Interest ............................................................................... 66
EMPLOYEE ACKNOWLEGEMENT ..............................................................................................
Handbook copy ........................................................................................................... 67
Personnel File copy .................................................................................................... 69
City of Corcoran Employee Handbook
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City of Corcoran Employee Handbook
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WELCOME AND PURPOSE OF THIS HANDBOOK
Welcome to employment with the City of Corcoran!
This handbook has been prepared by the City of Corcoran (also referred to as “the City”)
to provide employees with general information about some of the policies and programs
that affect their employment. It is not intended to be a legal statement of benefits or a
comprehensive explanation of our personnel policies and practices. Its sole function is
to give employees a general understanding of how the City views the employment
relationship and approaches personnel issues. If at any time there is a difference between
a statement in this handbook and source material, such as plan documents, the source
material that is current at the time will take precedence.
It is not possible to anticipate every question that might arise in the course of employment.
Questions about matters not covered should be directed to the City Administrator or the
department supervisor. Each Department Director may establish additional departmental
rules and procedures which further the efficient operation of the department.
Employees subject to these policies shall comply with and carry out the provisions of
these policies. Any employee who fails to comply with any of the provisions of these
policies may be subject to disciplinary action in a form that the City deems appropriate,
up to and including dismissal from employment.
Nothing in this handbook, nor any other written or verbal communication, should be
construed as creating a contract for employment or a warranty of benefits for any
particular period of time, nor does this handbook change the "at will" employment
relationship between the City of Corcoran and any of its employees. Employees have the
right to terminate the employment relationship with the City at any time, with or without
notice, for any reason. The City has the same right to terminate the employment
relationship at any time, with or without notice, for any reason not prohibited by law. The
City retains sole discretion to add, delete, or change anything contained in this handbook,
except employment-at-will.
This employee handbook supersedes and replaces any and all previous policies and
related materials made available to the employees of the City of Corcoran. The policies
and programs outlined in this handbook are those presently in effect. It is likely that the
policies and the employment-related benefits and programs of the City will change from
time to time. Although we will periodically update this handbook to keep employees
informed of changes, we may implement changes immediately, without advance notice.
The City Council may revise, delete or otherwise change policies, and will make the final
determination in interpreting or applying policies.
City of Corcoran Employee Handbook
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LIMITS OF POLICY APPLICATION
These policies shall apply to all employees of the City, except as otherwise may be
specifically provided herein. Policies associated with employment do not apply to the
following, except as may otherwise be specifically provided in any of the provisions of this
policy manual:
• Elected Officials;
• Members of City Boards, Commissions and Committees;
• Consultants and others rendering services under contract with the City.
Certain employees are covered by a collective bargaining agreement. If there is a
difference between the collective bargaining agreement and this handbook, the collective
bargaining agreement will prevail.
CITY ORGANIZATION
The City of Corcoran is a Charter City. The primary functions of the City operate under
the guidelines of a statutory Home Rule Charter City. An elected City Council with four
(4) members and a Mayor serve as legislative authority and approve policy. The City
Council appoints a City Administrator to function as the Chief Executive Officer of the City
and a Public Safety Director. All City Staff report indirectly to the Mayor and Council
through the City Administrator one of the two appointed senior managers. The City
Administrator oversees finance, administration, public works and all other non-public
safety functions. The Director of Public Safety oversees all police and fire functions. All
Mayor and Council direction to city staff and consultants is provided through one of the
two senior managerthe City Administrators. In an emergency, the Mayor followed by the
Acting Mayor shall provide direction, as necessary, to all functions except law
enforcement and emergency response by public safety functions. In matters of law
enforcement and emergency response, the public safety department will follow an internal
succession of authority in the absence of the Director of Public Safety and will request
resources as necessary to carry out their function.
Commissions have been established to act in an advisory capacity to the City Council.
All members are appointed by the City Council. A Planning Commission consisting of six
five (56) regular membersand two (2) alternate members assists in the City’s planning
efforts and acts as the Board of Appeals and Adjustments. A Parks & Trails Commission
consisting of sevennine (79) regular members and up to three (3) alternate members
reviews proposed plans and development and makes recommendations concerning
capital improvements and operations of parks and trails within the City.
Administrative and police functions are housed at City Hallthe municipal center. Public
works is located in a separate facility. The City contracts with neighboring departments
for fire protection. The City contracts for legal services, engineering services, planning
services, and for building inspection services.
Commented [JB1]: The City’s organizational structure changed
in 2014 with the Director of Public Safety reporting to the City
Administrator rather than directly to the City Council.
Note that throughout the remainder of the document this is reflected
by removing the Director of Public Safety title.
Commented [JB2]: Commission structures changed in 2015.
City of Corcoran Employee Handbook
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EMPLOYMENT
Equal Employment Opportunity Policy Statement
The City of Corcoran is an equal opportunity employer. The City has a policy of providing
equal opportunity to all employees and applicants for employment in accordance with all
applicable Equal Employment Opportunity directives or regulations of Federal, State and
Local governing bodies or agencies thereof, specifically the Minnesota Human Rights Act
(Minnesota Statute Chapter 363A). Accordingly, any recruitment, selection, promotion,
transfer, discipline, compensation, training and other personnel actions involving persons
in all job titles shall occur without regard to race, color, creed, age, religion, national origin,
marital statusgender, disability, agesex, marital status, and sexual orientation, familial
status, genetic information, veteran status, status with regard to public assistance, or
membership or activity in a local human rights commission or any other basis protected
by law. (Note: All terms are interpreted as defined in Minnesota Statutes or other
applicable federal laws.) No individual will be denied or receive special employment
opportunities based on status in any protected category. Every employee of the City of
Corcoran is expected to support this equal opportunity and non-discrimination
commitment by conducting him/herself in a manner that is consistent with the intent and
spirit of this policy.
Any individual who believes he or she has experienced or observed behavior contrary to
this policy is expected to report that information to the department head or Mayor. All
such reports of action contrary to this policy will be taken seriously and investigated
promptly. Individuals found to have violated the City of Corcoran’s equal employment
opportunity policy will be subject to corrective action, up to and including termination of
employment. It is also a violation of this policy to retaliate against anyone for making a
good faith report under this policy or for being involved in any way in the resolution of
such a report.
Hiring Procedures
The City Administrator or a designee will manage the hiring process for non-public safety
positions within the City. The Director of Public Safety or a designee will manage the
hiring process for the Police Department, but will coordinate with the City Administrator
to ensure procedural consistency and records management. While the hiring process
may be managed by staff, the City Council is responsible for the final hiring decision and
must approve all hires to City employment other than intermittent seasonal and part-time
employees. All hires will be made according to merit and fitness related to the position
being filled.
The hiring manager will determine if a vacancy will be filled through an open recruitment
or by promotion, transfer or some other method. This determination will be made on a
case-by-case basis. The majority of position vacancies will be filled through an open
recruitment process.
Application for employment will be made on application forms provided by the City. Other
materials in lieu of a formal application may be accepted in certain recruitment situations.
Commented [JB3]: Updated to be more in line with the League
of Minnesota Cities model template and the 2014 Minnesota
Employment Law Changes.
Commented [JB4]: Removed Due to Organization Structure
Change
Commented [JB5]: Updated for Consistent Employee Terms
City of Corcoran Employee Handbook
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Prior to appointment an application form must be completed. All candidates must
complete and submit the required application materials by the posted deadline, in order
to be considered for the position. The deadline for application may be extended by the
hiring manager, but must be extended for all candidates.
Position vacancies may be filled on an “acting” basis as needed. The City Council will
approve all acting appointments, upon recommendation from the City Administrator or
Director of Public Safety. Pay rate assignments for acting positions will be recommended
to the City Council for approval.
Internal Job Opportunities
Many Internal jjob openings will be posted internally on the City’s bulletin board.
Employees who are interested in applying for a current job opening should contact the
City Administrator for an application.
Selection Process
For regular employees, the selection process will be a cooperative effort between the City
Administrator, Director of Public Safety, or designee, and the hiring supervisor, subject to
final hiring approval by the City Council.
The process for hiring seasonal and temporary employees may be delegated to the
appropriate supervisor with each hire. Except where prohibited by law, intermittent
seasonal and temporary employees may be terminated by the supervisor at any time.
Background Checks
All finalists for employment with the City will be subject to a background check to confirm
information submitted as part of application materials and to assist in determining the
candidate’s suitability for the position. Except where already defined by state law, the
City Administrator or Director of Public Safety will determine the level of background
check to be conducted based on the position being filled.
Employment (I-9) Verification –E-Verify
The Immigration Reform and Control Act of 1986 (IRCA) states that employers must hire
only American citizens and aliens who are authorized to work in the United States.
Employers must verify the employment eligibility of anyone hired after November 6, 1986.
The City of Corcoran participates in the E-Verify program through the Department of
Homeland Security’s U.S. Citizenship and Immigration Services division. The E-Verify
program allows the City to electronically complete the verification.
The City of Corcoran will accept any authorized form of identification of United States
citizenship or right to work in the United States permit.
Commented [JB6]: Updating the process the City utilizes.
City of Corcoran Employee Handbook
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The City does not discriminate against any individual (other than an unauthorized alien)
in hiring, discharging, recruiting, because of that individual’s national origin, or in the case
of citizen or intending citizen, because of his or her citizenship status.
Testing and Examinations
Applicant qualifications will be evaluated in one or more of the following ways: training
and experience rating; written test; oral test or interview; performance or demonstrative
test; physical agility test, or other appropriate job-related exam. The City requires a drug
test upon offer of a position covered by the Omnibus Transportation Employee Testing
Act.
Internal recruitments will be open to any City employee who: (1) has successfully
completed the initial training period; (2) meets the minimum qualifications for the vacant
position; and (3) currently is and for the past year has been in good standing with the City.
The City Council or a designee will establish minimum qualifications for each position with
input from the appropriate supervisor. To be eligible to participate in the selection process
a candidate must meet the minimum qualifications.
Veteran’s Preference Law
Refer to Minn. Stat. § 197.455 through 197.481 and 43A.11 for provisions of Veteran’s
Preference Law.
All applicants are given the opportunity to claim veteran’s preference when completing
the City’s application for employment. Form DD214 may be requested for proof of
honorable discharge. The City Administrator or designee or Director of Public Safety will
determine whether veteran’s preference applies to the selection process for the job being
filled.
Internal candidates may request veteran’s preference whenever they apply for a position,
covered by veteran’s preference law, which will be filled by open competitive exam.
However, on competitive promotional exams, only disabled veterans are eligible for
preference and one time only.
Candidates must pass minimum qualification requirements (written exam, skills test or
oral interview as determined by the City Council in advance) before veteran’s preference
is considered.
Veteran’s preference is in addition to the combined test score, five ten (510) additional
points on a one hundred (100) point scale if veteran, ten fifteen(1015) additional points
on a one hundred (100) point scale if disabled, five (5) additional points on a one hundred
(100) point scale on promotional exam if disabled. The records will show the combined
test scores plus the preference score.
Commented [JB7]: MN Law Change in 2012 to increase the
points awarded.
City of Corcoran Employee Handbook
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Each veteran’s name is placed on the eligible list in the ranking order in which the
augmented score entitles him or her. If a veteran and a non-veteran have the same score,
the veteran’s name is placed first.
City of Corcoran Employee Handbook
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Pre-employment Medical Examination
If a candidate is offered a position, the candidate may be required to undergo a medical
examination, which may, for certain jobs, include a psychological evaluation by a licensed
physician designated by the City, at the City’s expense, to determine fitness to perform
the essential functions of the offered City position. Psychological/psychiatric exams, if
required, will be conducted by a licensed psychologist or psychiatrist. Where a medical
examination is required, an offer of employment is contingent upon successful completion
of the medical exam. Information obtained from the medical exam will be treated as
confidential medical records.
The physician will notify the City Administrator, Director of Public Safety or supervisor or
designee whether an employee is or is not medically able to perform the essential
functions of the job, with or without accommodations and, if applicable, whether an
employee has passed a drug test. If it is determined that a prospective employee will
require accommodation to perform one or more of the essential functions of the job, the
City Administrator, Director of Public Safety or supervisor or designee will confer with the
physician and the prospective employee regarding reasonable and acceptable
accommodations.
If a prospective employee is disqualified from serving in the offered position based on the
results of the medical exam, the City will notify the individual of this determination. The
City of Corcoran does not discriminate on the basis of disability in the access to, or
employment in, its programs or activities. It is the policy of the City of Corcoran, in
accordance with the Minnesota Human Rights Act and Americans with Disabilities Act
(ADA), to provide reasonable accommodations to the known physical and mental
limitations of qualified disabled applicants and employees in order for them to perform the
essential functions of the job.
Probationary Employment – Training Period
The training period is an integral part of the selection process and will be used for the
purpose of observing the employee’s work and for training the employee in work
expectations. Training periods apply to new hires, transfers, promotions and rehires.
• All full-time non-union employees will serve an initial six-month probationary
period. All part-time employees shall serve a probationary period of 1,040
compensated hours. A probationary employee may be terminated at the sole
discretion of the employer. Honorably discharged veterans as defined by
Minnesota Statute §197.447 shall be removed only in accordance with the
provisions of Minnesota Statute §197.46.
• All police officers will serve one (1) year probation as described in the union
contract.
• All promoted or reassigned employees will serve a six (6) month probationary
period.
• At any time during the probationary period, a promoted or reassigned employee
may be demoted or reassigned to the employee’s original position at the sole
discretion of the employer.
• A demoted employee shall serve a six (6) month probationary period.
City of Corcoran Employee Handbook
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• Any interruption of services during the probationary period shall not be counted as
part of the probationary period. Interruptions of service shall include, but not be
limited to, sick leave, military leave, parental leave, or any other approved leaves
with or without pay. Except for military leave, no other interruptions of service may
continue for more than six (6) months or the probationary period may start over.
Outside Employment
The potential for conflicts of interest is lessened when individuals employed by the City
of Corcoran regard the City as their primary employment responsibility. All outside
employment is to be reported to the employee’s immediate supervisor. If a potential
conflict exists based on this policy or any other consideration, the supervisor will consult
with the City Administrator or Director of Public Safety. Any City employee accepting
employment in an outside position that is determined by the City Administrator or Director
of Public Safety to be in conflict with the employee’s City job employment will be required
to resign from the outside employment or may be subject to discipline up to and including
termination.
For the purpose of this policy, outside employment refers to any non-City employment or
consulting work for which an employee receives compensation, except for compensation
received in conjunction with military service or holding a political office or an appointment
to a government board or commission that is compatible with City employment. The
following is to be considered when determining if outside employment is acceptable:
• Outside employment must not interfere with a full-time employee's availability
during the City’s regular hours of operation or with a part-time employee's regular
work schedule.
• Outside employment must not interfere with the employee's ability to fulfill the
essential requirements of his/her position.
• The employee must not use City equipment, resources or staff in the course of the
outside employment.
• The employee must not violate any City personnel policies as a result of outside
employment.
• The employee must not receive compensation from another individual or employer
for services performed during hours for which he/she is also being compensated
by the City. Work performed for others while on approved vacation or
compensatory time is not a violation of policy unless that work creates the
appearance of a conflict of interest.
• No employee will work for another employer, or for his/her own business, while
using paid PTOsick leave from the City for those same hours.
• Departments may establish more specific policies as appropriate, subject to the
approval of the City Administrator or Director of Public Safety.
City employees are not permitted to accept outside employment that creates either the
appearance of or the potential for a conflict with the development, administration or
implementation of policies, programs, services or any other operational aspect of the City.
City of Corcoran Employee Handbook
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Layoff
The City Administrator will maintain a seniority list based on hire date. In the event that
it becomes necessary to reduce personnel, temporary employees and those serving a
probationary period in affected job classes will be terminated from employment with the
City before other employees in those job classes. Within these groups, the selection of
employees to be retained will be based on merit and ability as determined by the City
Administrator or Director of Public Safety, and subject to approval of the City Council.
When all other considerations are equal, the principle of seniority will apply in layoffs and
recall from layoff.
Employees must understand that the organization must consider prior work performance
and attendance as primary factors for selecting those to be recalled.
PTO accrual is suspended until the employee returns to active duty.
Resignation and Notice
A written letter of resignation is to be provided to the City Administrator or Director of
Public Safety, two (2) weeks 10 working days prior to the intended last day of
employment. Exempt employees must give thirty (30) calendar days noticedays’ notice.
The written resignation must state the effective date of the employee’s resignation.
Failure to comply with this procedure can be considered cause for denying the employee
future employment by the City. Unauthorized absence from work for a period of three (3)
consecutive working days will be considered by the City Council as a resignation.
Upon receipt of a resignation letter, the City Administrator or Director of Public Safety
shall acknowledge the resignation letter in writing and inform the employee of any
termination benefits, if applicable. Exit interviews will be conducted whenever possible.
The supervisor shall collect any issued keys or equipment from the resigning employee.
Pay at Termination
Upon death, retirement, layoff, or voluntary resignation, full and part-time employees shall
receive payment based as follows: For PTO, Personal Days and/or Compensatory Time
on the books accrued100, 100% will be paid upon termination or retirement from the City.
The balance in an Extended Leave Bank (eligible employees hired prior to January 1,
2008) will be paid at fifty percent (50%) of the balance upon termination or retirement. A
portion of fifty percent (50%) of pay at termination must be contributed to the employee’s
MSRS POST Retirement Health Savings Plan unless otherwise outlined in a labor
agreement.per the agreement in effect at the time. In case of death an employee, such
severance pay as provided herein shall be paid to the employee’s designated beneficiary
or spouse.
City of Corcoran Employee Handbook
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Reference Checks
The “Minnesota Government Data Practices Act” governs the dissemination of
information regarding City employees both current and former. In order to comply with
state law, the following procedure will be followed:
The City Administrator, Director of Public Safety or other assigned Confidential
Employees shall be the only ones authorized to give out reference checks per the
Minnesota Government Data Practices Act. It shall be the City’s policy that requests for
information on employees will be honored only if submitted in writing, preferably on
letterhead.
The City has the standard policy of verifying only the following information: Name,
Position, Dates of Employment and Salary. Other information requested will be released
as required by law.
Commented [JB8]: Clarifications.
City of Corcoran Employee Handbook
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CLASSIFICATION, COMPENSATION AND HOURS OF WORK
Employee Classifications
The City of Corcoran uses several different employment categories to define the
employment relationship. The category of a position may affect the benefits and policies
that apply to an individual employee. In general, regular full time and regular part time
employees are eligible for all benefits, subject to waiting periods of the various benefits
programs. Employees in other employment categories may receive only those benefits
required by law. All employees, regardless of category, are employed at-will. The
employment categories are listed as follows:
A regular full time employee is authorized and scheduled to work a minimum of 40 hours
per work week on a regular and consistent basis, without any defined termination date
and is eligible for benefits.
A regular part time employee is authorized and scheduled to work at least 30, but fewer
than 40, hours per work week on a regular and consistent basis, without any defined
termination date and is eligible for most benefits. In accordance with federal health care
reform laws and regulations, the city shall offer health insurance benefits to eligible
employees and their dependents that work on average or are expected to work 30 or
more hours per week or the equivalent of 130 hours or more per month. In order to comply
with health care reform law while avoiding penalties, part-time employees will be
scheduled with business needs and in a manner that ensures positions retain part-time
status as intended.
An intermittent part time employee is authorized and schedule to work fewer than 40 per
week on in a consentient or varied schedule and is not eligible for benefits. In accordance
with federal health care reform laws and regulations, the city shall offer health insurance
benefits to eligible employees and their dependents that work on average or are expected
to work 30 or more hours per week or the equivalent of 130 hours or more per month. In
order to comply with health care reform law while avoiding penalties, part-time employees
will be scheduled with business needs and in a manner that ensures positions retain part-
time status as intended.
A seasonal employee is hired and scheduled to work up to six consecutive months (185
days or less) and is subject to layoff as the work load/seasons change. Seasonal
employees may be assigned to work a full-time or part-time schedule. Seasonal
employees do not earn benefits or credit for seniority other than those legally required. In
order to comply with health care reform law while avoiding penalties, part-time employees
will be scheduled with business needs and in a manner that ensures positions retain part-
time status as intended or, in some rare instances, may be offered health insurance to
comply with federal health care reform laws and regulations while avoiding associated
penalties.
A temporary employee works in temporary position. Temporary jobs might have a defined
start and end date or may be for the duration of a specific project. Temporary employees
Formatted: Underline
City of Corcoran Employee Handbook
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may be assigned to work a full-time or part-time schedule. Temporary employees do not
earn benefits or credit for seniority.
The employment relationship is further defined by eligibility for overtime, in accordance
with the Ffederal Fair Labor Standards Act (FLSA):
Exempt employees are paid on a salaried basis and receive a pre-determined
compensation regardless of the number of hours worked per week. Exempt employees
are not paid overtime. Those employees defined as exempt by the Federal government
are not eligible for overtime payment. They are responsible for scheduling their workweek
so as to accomplish all of their duties. This may require greater or fewer than forty (40)
hours per week.
Exempt employees are expected to work the hours necessary to meet the performance
expectations outlined by their supervisors. Generally, to meet these expectations, and
for reasons of public accountancy, an exempt employee will need to work 40 or more
hours per week. Exempt employees do not receive extra pay for the hours worked over
40 in one workweek.
Exempt employees are paid on a salary basis. This means that they receive a
predetermined amount of pay each pay period and are not paid by the hour. Their pay
does not vary based on the quality or quantity of work performed, and they receive their
full weekly salary for any week in which any work is performed.
If the City inadvertently makes an improper deduction to the weekly salary of an exempt
employee, the City will reimburse the employee and make appropriate changes to comply
in the future.
Non exemptNon-exempt employees may be regular full time, regular part time, or
seasonal. Non-exempt employees are paid for all hours worked and are required to
account for hours and fractional hours worked. Non-exempt employees are eligible for
overtime pay and under federal and/or state law must be paid minimum wage and be
compensated for overtime hours worked. Overtime will be compensated at one and one-
half (1½) times the employee’s regular rate of pay for hours worked in excess of 40 hours
in a work week. The employee’s supervisor must approve overtime hours in advance.
An employee who works overtime without prior approval may be subject to disciplinary
action. Compensation will take the form of either time and one-half pay, or compensatory
time. Compensatory time is paid time off at the rate of one and one-half hours off for
each hour of overtime worked. Overtime earned will be paid at the rate of time and one-
half on the next regularly scheduled payroll date, unless the employee indicates on his/her
timesheet that the overtime earned is to be recorded as compensatory time in lieu of
payment.
For most employees the workweek begins at midnight on Friday and runs until the
following Friday night at 11:59 p.m. Supervisors may establish a different workweek
based on the needs of the department, subject to the approval of the City Administrator
or Director of Public Safety.
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 19
All employees, in all departments, are required to work overtime as requested by their
supervisors as a condition of continued employment. Refusal to work overtime may result
in disciplinary action. Supervisors will make reasonable efforts to balance the personal
needs of their employees when assigning overtime work.
The City elects to count holidays, vacation, sick time, and/or Paid-Time-Off (PTO) as
hours worked for overtime purposes, even though the law does not require that such time
count as hours worked.
Job Descriptions
The City will maintain job descriptions for each job classification. Prior to posting a vacant
position, the existing job description is reviewed by the City Administrator, Director of
Public Safety, or designee, and the hiring supervisor to ensure that the job description is
an accurate reflection of the position and that the stated job qualifications do not present
artificial barriers to employment. New job descriptions will be developed or existing
descriptions will be updated as needed but must be approved by the City Council.
Each job description will include: position title, department, supervisor’s title, FLSA status
(exempt or nonexempt), primary objective of the position, essential functions of the
position, examples of performance criteria, minimum requirements, desirable training and
experience, supervisory responsibilities (if any), the extent of supervisory direction or
guidance provided to the job, and physical and mental demands, including expected
working conditions. Good attendance and compliance with work rules and policies are
essential functions of all City positions.
A current job description is provided to each new employee. Supervisors are responsible
for revising job descriptions as necessary to ensure that the position’s duties and
responsibilities are accurately reflected. All revisions are reviewed and must be approved
by the City Administrator or Director of Public Safety.
Pay Grades and Steps
The City maintains a pay structure that is in compliance with the letter and spirit of the
Minnesota Pay Equity statute. Jobs are rated and assigned to pay grades based on job
content and requirements. Individuals are paid on one of several pay steps within each
grade. For each completed 2080 hour work year, with satisfactory performance,
employees are eligible for an increase to the next step in their job grade, until they reach
the range maximum. At that point increases are limited to the increase in the overall pay
structure. The City will consider market, its financial condition and its ability to attract and
retain qualified candidates when making decisions about increasing the structure.
Newly hired employees start at the beginning step of their grade unless the Council
authorizes application of a higher step. Considerations will include qualifications
exceeding the job requirements and competitive reasons.
Promoted employees are assigned to the higher grade associated with the new job and
are assigned to the closest step that is equal to or greater than their current pay.
Commented [JB9]: Changes to align language with the
Affordable Care Act
Commented [JB10]: Occasionally there is a 2088 hour work
year.
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 20
Promotions to a higher grade will normally provide for greater future pay increase
opportunities.
Hours of Work & Pay Periods
A workweek is defined as seven consecutive 24-hour periods commencing Saturday at
12:00 a.m. and ending Friday at 11:59 p.m. All overtime work and regular hours must be
documented. Employees are expected to work hours according to the schedule
established by the City Administrator, Director of Public Safety, or as set by their
immediate supervisor. In accordance with the City’s commitment to public service, an
employee’s schedule may be adjusted at the sole discretion of the City Administrator,
Director of Public Safety, or the employee’s supervisor in order to meet the immediate or
long-term needs of the City.
• City Hall Hours of Work
o Regular office hours are Monday thru Friday 8:00 am to 4:00 pm
• Public Works Hours of Work
o The following are the regular hours of work. The City may change at its
discretion on seventy-two (72) hours noticehours’ notice the start time. If an
emergency is declared by the Mayor and/or the City Council under the city’s
Emergency Management Plan, the start time notice rule shall not apply. The
Department Supervisor may alter the regular hours of work schedule at any
time after the start time at his / her discretion. Changes will be based upon
the current needs of the city as to staffing requirements:
o Normal schedule: 7:00am to 3:00pm, Monday thru Friday (if ½ hour paid
lunch is approved otherwise 7:00pm AM to 3:30 PMpm)
o Summer schedule (Last Monday in May Memorial Day to Labor Day) 6:00
am to 3:00 pm Monday thru Thursday (if ½ hour paid lunch is approved
otherwise 6:00am AM to 3:30pm PM) and 6:00 am to 10:00 am Friday
o Public Works employees are subject to adjusted schedules on short notice
if needed to maintain public safety and expected street and utility service
levels
• Police Department Hours of Work
o Regular office hours are Monday thru Thursday 7:30 am to 5:00 pm and
Friday 8:00 am to 12:00 pm
o Sworn officers are subject to working scheduled hours as needed for 24-7
coverage
An employee is expected to adhere to prescribed hours of work and to notify the City
Administrator, Director of Public Safety, or an employee supervisor as early as possible
if an employee must be absent for unforeseen reasons. An employee is expected to
perform as instructed and to follow all City and department rules, regulations and policies
as they relate to an employee. If an employee does not perform their assigned duties in
a satisfactory manner, an employee may be subject to disciplinary action.
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 21
Paydays / Direct Deposit / Payroll Deductions
Paychecks are issued every two weeks. Employees are paid every other Friday. When
paydays fall on a holiday, checks are normally issued the day before the holiday.
Paychecks will not be given to anyone other than the person for whom they were
prepared, unless the person has a note signed by the employee authorizing the City to
give the other person the check. Checks will be given to the spouse, or another
appropriate immediate family member, in the case of a deceased employee.
Employees are responsible for notifying the payroll administrator of any change in status
including changes in address, phone number, names of beneficiaries, marital status, etc.
All employees of the City are required to participate in direct deposit as provided for in
Minnesota law, 471.426.
The City is required by law to make deductions from pay for federal and state income tax,
Medicare, and Social Security. The City must also make payroll deductions in
accordance with court orders, for purposes such as child support withholding or
garnishments. The City will make only legally required deductions from pay, unless the
employee has signed an authorization for other deductions.
The City in compliance with Minn. Stat. § 256.998 shall provide information on new hires
and re-hires within twenty (20) calendar days to a central statewide office for the purpose
of assessing child support obligations. It is the City’s policy to assist in the collection of
child support including, but not limited to, income withholding.
Lunch and Rest Periods
Employees are provided an unpaid lunch period of at least thirty (30) minutes and not to
exceed one (1) hour. Employees are entitled to a paid fifteen (15) minute rest period
during every four (4) hour work period. If approved by the department head or supervisor,
employees may combine their fifteen (15) minute rest periods and receive a paid thirty
(30) minute lunch period.
Call Back Pay
A regular full-time employee called back after normal working hours for a non- planned
event, shall be paid for a minimum of two (2) hours pay. Any hours beyond two (2) shall
be paid at the regular rate; unless the week’s total hours require overtime pay. All callback
pay must be approved on the employee’s time card by either the supervisor , Cityor City
Administrator or Director of Public Safety. This provision does not apply to the extension
of a normal work shift. This does not apply to City Council or other meetings at which
attendance is required of the employee by the City Administrator or Director of Public
Safety. This section does not apply to part-time, seasonal or temporary employees.
Time Reporting and Overtime
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 22
State and federal laws require the organization to keep accurate records of time worked
by all non-exempt employees. Our time keeping system works not only to assure we
comply with the law, but also to assure that employees are paid in full for all the time they
have actually worked. The approved time record is used to compute earnings on the
basis of hours worked.
Non-exempt employees must accurately record the time they begin and end their work,
in addition to any departure from work for any non-business reasons. Overtime work
must always be approved before it is performed. Employees should see their supervisor
for accurate time reporting instructions. Exempt employees must record all PTO,
vacation, sick, and holiday hours on the forms provided to them.
Altering, falsifying, tampering with time records, or recording time on another employee’s
time record may result in corrective action, up to and including termination of employment.
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 23
Compensatory Time in Lieu of Overtime
The City Administrator, Director of Public Safety, and City Council shall be responsible
for administering the compensatory time leave policy. Compensatory time shall not
accrue to greater than eighty (80) hours. When the employee has earned eighty (80)
hours he or she must be paid at a rate in conformance with applicable state and federal
laws at the end of each pay period. All compensatory time accrued will be paid when the
employee leaves City employment at the hourly pay rate the employee is earning at that
time. Upon separation, an employee must may elect to contribute this distribution into the
MSRS POST Retirement Health Savings Plan.
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 24
BENEFITS
General Benefits Information
In addition to contributing to employees’ benefits, The City of Corcoran contributes
substantial sums toward various government programs that provide further benefits to
employees, such as Social Security (FICA), Workers Compensation Insurance and
Unemployment Compensation. A complete list of current benefits and premium
contributions is found in a Benefits Plan Summary that is updated annually.
No benefit establishes a contract or promise of employment, or of any particular terms,
benefits or duration of employment, nor is intended to modify the at-will nature of anyone’s
employment with the City. Unless otherwise prohibited or required by law, the City
reserves the right to add to, amend, change benefit providers and/or eligibility and
coverage provisions or terminate any benefit at any time, at its sole discretion and without
notice.
MN State Deferred Compensation Plan (MNDCP)
MNDCP is open to all Minnesota public employees. It allows an employee to set aside a
portion of an employee’s income and accumulate it on a tax-deferred basis. That means
less of an employee’s salary is subject to current income tax and an employee’s savings
and investment earnings accumulate tax-deferred until an employee starts drawing from
the Plan at retirement. For further information on this account contact the City
Administrator, Director of Public Safety, or payroll administrator.
Cafeteria Benefits Plan
The City provides a cafeteria benefits plan to accommodate the individual and changing
needs of employees. A description of the benefits can be found in the “Benefits Plan
Summary” document. Each eligible employee will be given an annual dollar amount to
purchase core benefits under the cafeteria plan. The City will review its contribution on a
regular basis, usually during the budgeting process. Employees may select options
during an open enrollment period or as allowed by law.
Short-term Disability
Your Short-term Disability (STD) policy is a City provided benefit offered through a
selected insurance carrier. Employees qualify for short term disability when they are not
able to perform their job duties because of the employee’s personal illness or disability.
While employees may qualify for other types of leaves, employees do not qualify for short-
term disability benefits based upon the illness or disability of another family member.
After a designated waiting period per the contracted insurance provider’s guidelines, the
insurance carrier will pay employee’s pre-disability salary at 60% percent and the
employer will pay the remaining total based on years of service at the following rates: :
• 0-6 years of service: 70%
• 7 + years of service: 100%
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 25
• Any employees represented by a labor agreement hired after January 1, 2016, will
receive employee’s pre-disability salary up to a maximum of 60% provided by a
short-term disability insurance provider.
• Any employees not represented by a labor agreement hired after January 1, 2017,
will receive employee’s pre-disability salary up to a maximum of 60% provided by
a short-term disability insurance provider.
Continuation of Insurance Coverage
Federal and certain state laws provide some opportunities for employees to continue
coverage in the group insurance plans at their own expense, after they leave their
employment with the organization and/or in certain changes in family status. In addition,
the employee’s dependents may be eligible for insurance continuation, at their own
expense, should they become ineligible for insurance under the employee. Employees
are required to notify the payroll administrator when these situations occur. Employees
who are eligible for insurance continuation will be provided specific information about
availability and cost and should see the City Administrator for more information.
Commented [JB11]: The 2016 Labor Agreement addresses
short-term disability for new employees. To keep consistent, staff
recommended a change for all employees including those who are
not covered by a labor agreement.
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 26
Post RetirementPost-Retirement Health Insurance
All non-union employees will contribute a dollar amount, as set forth below, to the Health
Care Savings Plan administered by the Minnesota State Retirement System (M.S.R.S.)
based on the years of City/Government service:
Actual Years of Service (yryr. = 2,080
hrshrs.)
Contribution as a Percent of Gross Pay
0 - 4.9 years 2% per pay period
5 - 14.9 years 3% per pay period
15 -19.9 years 4% per pay period
20 years and over 5% per pay period
Upon separation an employee must contribute 50% of their PTO severance into their
Retirement Health Care Savings Plan unless otherwise noted in labor agreement.
The City offers retirees the opportunity to continue their health insurance coverage at their
own expense.
An employee hired before Feb. 1, 2001, who retires with a combination of years of service
and age totaling eighty-five (85), and having a minimum of fifteen (15) years of service as
a full-time Corcoran employee, shall be entitled to a fifty percent (50%) employer
contribution for the employee’s cost of single hospitalization and medical insurance
premium until said employee reaches the age of sixty-five (65). When multiple plan
options are made available, the lowest premium option will be used as the benchmark for
city contributions.
Wings Credit Union
As a City employee, an employee is eligible to become a member of an employee’s area
Wings Credit Union. This is a type of financial institution that allows members the
opportunity to access lower interest rates for loans, setting up savings bonds, etc.
PERA & Social Security
All employees that qualify are automatically on the coordinated PERA and Social Security
plan. Social Security and PERA deductions are taken out of the employee’s earnings at
the rate defined by these programs. The City shall contribute to PERA and Social Security
at the rate defined by the programs.
Workers’ Compensation
Workers’ Compensation insurance provides compensation to employees who have a
work-related injury or disease. The benefits include partial wage replacement and full
payment of reasonable medical and rehabilitation costs. In case of death, workers’
compensation benefits are paid to the employee’s dependents. Worker's compensation
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 27
benefits and procedures to return to work will be applied according to applicable state
and federal laws.
All employees are required to report any job-related illnesses or injuries to their supervisor
immediately (no matter how minor). If a supervisor is not available and the nature of injury
or illness requires immediate treatment, the employee is to go to the nearest available
medical facility for treatment and, as soon as possible, notify his/her supervisor of the
action taken. In the case of a serious emergency, 911 should be called. If the injury is
not of an emergency nature, but requires medical attention, the employee will report it to
the supervisor and make arrangements for a medical appointment.
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 28
ATTENDANCE
General Attendance Information
The City’s ability to meet residents’ needs is dependent on employees being at work
during their scheduled work hours. An employee who is going to be absent or tardy is
responsible for reporting the absence or tardiness to his/her supervisor as soon as
possible, but no later than their normal starting time. Calling in does not excuse the
absence, but will allow the supervisor to arrange work crews. Punctual and consistent
attendance is an important factor in determining an employee’s continuation and potential
advancement within the organization.
An employee who is absent for three consecutive scheduled days, without notifying their
supervisor, will be considered to have voluntarily terminated his or her employment.
Employees should make arrangements with their supervisor if they need to miss work for
personal appointments. These appointments should be scheduled so as to cause the
least amount of work disruption.
Adverse Weather Conditions
City facilities 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 not normally have their pay reduced as a result of this absence
however, . Eemployees will be allowed required to use accrued vacation timePTO or
compensatory time; or with supervisor approval may modify the work schedule or make
other reasonable schedule adjustments.
Sworn police officers and public works maintenance employees will generally be required
to report to work regardless of conditions.
Decisions to cancel departmental programs (special events, recreation programs, etcetc.)
will be made by the respective supervisorsupervisor or, the City Administrator, or Director
of Public Safety.
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 29
LEAVE POLICY
It is the policy of the City to grant employees leaves, both paid and unpaid, as herein
applied, in order that employees may perform their duties on the job mentally and
physically refreshed. Recognizing that employees offer their best efforts to the City when
they are able to attend to pressing personal problems, the City grants leaves of absence
as described in this manual, when such time off from the job is justified. All leaves will be
granted at the discretion of the City, with consideration of the needs of the department or
area in which the employee is located. Federal or state laws may require leave practices
that are more favorable to the employee than those set out in this handbook; federal and
state law shall prevail.
The City Administrator, Director of Public Safety, and City Council shall be responsible
for administering the leave policy as outlined in this manual. The City Administrator or
Director of Public Safety shall approve the paid and unpaid leaves of absence that are
stated in this policy to be within his or her scope after consideration of departmental needs
to ensure unhampered operation of the activities of the department.
Definitions
“Paid Leave” - Authorized absence from duties of a position without loss of regular
compensation from the City.
“Unpaid Leave” - Authorized absence from duties of a position without compensation from
the City.
Leave Policy for Exempt Employees
Management employees are required to work the number of hours necessary to fulfill
their responsibilities including evening meetings and/or on-call hours. Management
employees are required to use paid leave when on personal business or away from the
office for four (4) hours or more, on a given day. Absences of less than four (4) hours do
not require use of paid leave as it is presumed that the staff member regularly puts in
work hours above and beyond the normal, Monday through Friday requirement.
Management employees must communicate their absence to the City Administrator,
Director of Public Safety, or his/her designee.
If one of the above employees regularly absents themselves from work under this policy
and it is found that there is excessive time away from work which 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 or Director of Public Safety for specific situations as determined necessary.
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 30
Paid Time-off (PTO) Earning and Use
PTO hours accrue every month pay period worked worked and is based on the
employee’s length of service. As the hours accrue in the employee’s PTO bank, the
employee may use them for any reason including illness, medical/dental appointments,
vacations, personal business, etc. New, eligible employees begin accruing PTO in their
first full month of employment.
When service is on a continuous basis, regular full time employees accrue PTO time
according to the following schedule:
Credited Years of Service (yryr. = 2,080
hrshrs.)
Days per
Year
HrsHrs. per Pay
Period
Less than 1 15 4.7
1 – 4.9 20 6.2
5 – 9.9 25 7.7
10 – 14.9 30 9.3
15+ 35 10.8
20+* 40 12.4
* Applies only to employees hired prior to December 1, 2011
The City Administrator and Director of Public Safety shall determine when preparing a job
offer whether it is necessary and equitable to provide up to one year of service credit
toward PTO accrual and shall recommend experience credit to the City Council as part
of the hiring approval process. Employees hired prior to December 1, 2011, shall continue
to be credited with service time already recognized.
Employees must use PTO hours to cover their absences unless a law specifically
provides that employees may chosechoose to take the time as unpaid. Employees cannot
borrow PTO that has not yet been accrued. If an employee does not have enough PTO
hours to cover an absence, he/she will only be paid to a “zero” balance.
Employees in regular part-time positions, generally scheduled to work thirty (30) or more
hours per week, shall earn paid time off based on their years of service on a pro-rated
basis. Every 173.33 hours worked is equal to a month and 2,080 hours is equal to a year
of service. Temporary and Seasonal employees are not eligible for PTO.
Employees will accrue PTO during Family and Medical Leave Act (FMLA) Leave.
Employees who are on unpaid leave or who have exhausted their FMLA Leave will not
accrue leave. Employees will not accrue PTO during unpaid absences (such as approved
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 31
leaves, etc.) that extend more than 2 weeks. If an employee’s absence extends beyond
this time, their PTO accrual will resume when the employee returns to a full month of
work.
At the end of each calendar year, an employee may roll over up to one (1) times an
employee’s annual PTO allocation into their PTO bank. Any PTO time over one (1) year’s
accrual will be forfeited. No PTO will be allowed to accrue in excess of this amount
without the approval of the City Administrator or Director of Public Safety.
PTO will be paid at the employee’s normal rate of pay at the time of the absence. It does
not include overtime or any special forms of compensation such as shift differentials.
PTO is to be requested at least one week in advance by completing a “Request for Time
Off” form and submitting it to their supervisor for approval. Whenever possible, the PTO
will be granted - provided it does not interrupt workflow. It is normally granted on a first-
come, -first- served basis. If the request is denied, the supervisor will discuss it personally
with the employee. If the absence has been unplanned, the employee should complete
this form when they return to work or ask their supervisor to complete it for them. In all
cases, the employee must record the PTO hours on his/her time record sheet.
Non-exempt employees can use PTO in increments of 1 hour or more; however, the
employee’s total hours for the week (including the PTO) cannot exceed his/her normally
scheduled work hours. For example, if an employee is normally scheduled for 40
hours/week and has 38.07 regular hours, he/she can use no more than 1 hour of PTO to
bring the total to 39.07 hours. PTO counts as hours worked for overtime purposes.
Exempt employees must use PTO in full or half-day increments.
Employees are responsible to plan and manage their own PTO hours by referring to the
accruals on their paychecks. Discrepancies should be reported immediately to the City
Administrator.
Employees will not be granted PTO pay in lieu of taking time off.
Earned, unused PTO will be paid to an employee at the time employment terminates.
Holidays - Paid
The City observes the following official holidays:
New Year’s Day January 1st
Martin Luther King Day Third Monday of January
President’s Day Third Monday of February
Memorial Day Last Monday of May
Independence Day July 4th
Labor Day First Monday of September
Veterans Day November 11th
Thanksgiving Day Fourth Thursday of November
Commented [JB12]: Discussion Topic
PTO accrual for Paid Leaves
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 32
Day after Thanksgiving Day after Thanksgiving
Christmas Eve December 24th
Christmas Day December 25th
If a holiday falls on Sunday, the following Monday is a paid holiday, and if any such day
falls on a Saturday, the preceding Friday is a paid holiday. This procedure is subject to
yearly approval by the City Administrator or Director of Public Safety.
Each holiday commences at the beginning of the first shift on the day on which the holiday
occurs and continues for twenty-four (24) hours thereafter. Employees are eligible for
holiday pay provided they remain on the active payroll beyond the date of the holiday and
work their regularly scheduled day both before and after the holiday unless they have
PTO scheduled and approved prior to the holiday.
Regular full-time employees will be paid eight (8) hours holiday pay based on their regular
rate of pay at the time of the holiday. Holiday pay for regular part-time employees working
at least 30 hours per week will be pro-rated. Seasonal employees who are scheduled for
40 hours per week will receive eight (8) hours holiday pay provided they are scheduled
to work the day before and after the holiday. Holiday hours count as hours worked for
overtime purposes.
When a holiday falls on a day that is scheduled as a partial work day, as is Friday during
the summer, the day prior to the holiday will be shortened or other days in the week will
be shortened, at the discretion of the department supervisor, so that the eight (8) hours
of holiday pay does not result in overtime for the week.
If called to work by the City Administrator, Director of Public Safety or immediate
supervisor, employees shall have the option of including the holiday hours in to their total
for the week or taking a holiday at a later date.
Funeral Leave - Paid
Full-time employees may be excused from work with pay for up to three (3) days, or a
maximum of twenty-four (24) hours, for each death in the immediate family. Part-time
employees may be excused from work with pay for up to three (3) days based on the
average number of hours worked per week. Additional leave time as outlined in the PTO
policy may be taken for this purpose. All time used for this purpose must be approved by
the City Administrator, Director of Public Safety, or their immediate supervisor.
Voting Leave – Paid
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. during the morning of election day. Employees
wanting to take advantage of such leave are required to work with their supervisors to
avoid coverage issues.
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 33
Military Leave - Paid
City, State and Federal laws provide protections and benefits to City employees who are
called to military service, whether in the reserves or on active duty. Such employees are
entitled to a leave of absence without loss of pay, seniority status, efficiency rating, or
benefits for the time the employee is engaged in training or active service not exceeding
a total of 15 days in any calendar year.
The leave of absence is only in the event the employee returns to employment with the
City as required upon being relieved from service, or is prevented from returning by
physical or mental disability or other cause not the fault of the employee, or is required
by the proper authority to continue in military or naval service beyond the fifteen (15) day
paid leave of absence. Employees on extended unpaid military leave will receive fifteen
(15) days paid leave of absence in each calendar year, not to exceed five years.
Where possible, notice is to be provided to the City at least ten (10) working days in
advance of the requested leave. If an employee has not yet used his/her fifteen (15) days
of paid leave when called to active duty, any unused paid time will be allowed for the
active duty time, prior to the unpaid leave of absence.
Employees returning from military service will be re-employed 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 (15) days will follow the same procedures as for any employee on an unpaid leave
of absence.
Bone Marrow/Organ Donation Leave - Paid
Employees working an average of twenty (20) or more hours per week may take paid
leave, not to exceed forty (40) hours unless agreed to by the City, to undergo medical
procedures to donate bone marrow or to donate an organ or partial organ to another
person. The City may require a physician’s verification of the purpose and length of the
leave requested to donate bone marrow.
Jury Duty - Paid
Employers are not required to pay employees while on jury duty; however, Corcoran
employees are eligible for jury duty leave for the time they serve on a jury. They are
expected to provide their supervisor with a copy of the jury duty summons at least one
week in advance. Employees will be paid their regular wage based on their normal work
schedule while on jury duty. The jury duty benefit is paid for a maximum of two (2) weeks
in any calendar year. Employees are expected to return to work any time they are
released from jury duty during their regularly scheduled work hours. Jury duty up to eight
Commented [JB13]: Not consistent with the League of
Minnesota Cities
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 34
hours per day will count as hours worked for overtime purposes. Jurors are allowed to
keep any stipend or mileage provided for jury service.
Court Appearances – Paid or Unpaid
Employees will be paid their regular wage to testify in court for City related business. Any
compensation received for court appearances (e.g. subpoena fees) arising out of or in
connection with City employment, minus mileage reimbursement, must be turned over to
the City.
Should an employee be subpoenaed to appear in court as a witness, he/she must take
PTO time unless the purpose of the court appearance is related to job duties.
Leave Donation Policy - Paid
The City will allow an employee to donate PTO and/or Extended Leave hours to a fellow
employee who is experiencing a major life threatening disease or condition either
themselves or a member of their immediate family.
This donation shall be subject to the following terms and conditions:
• An employee will be eligible to receive donated PTO and/or Extended Leave hours
only after they have exhausted all of their accumulated paid time- off, extended
leave bank hours, and compensatory time.
• No employee shall be allowed to receive more than forty (40) days of donated
leave time for any single major life threatening disease or condition.
• No employee may donate more than forty (40) hours per calendar year to a single
fellow employee. This shall not be construed to prohibit donating forty (40) hours
per year to another fellow employee. However, an employee donating leave time,
may not fully deplete their leave time. They must retain at a minimum twenty-four
(24) hours of leave time.
• Donated time shall be at a minimum of two (2) hour increments, and shall be paid
at the recipient’s rate of pay.
• An employee receiving Workers’ Compensation benefits may not receive donated
leave.
• A written request to donate leave time must be made to the City Administrator or
Director of Public Safety.
In the event that the rate of pay between the donor and the recipient have an impact on
the City’s budget, the City Administrator or Director of Public Safety shall have the right
to deny or set limitations on the donated leave.
City of Corcoran Employee Handbook
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Family Medical Leave Act
Regular employees who have completed at least twelve (12) months of service, worked
at least 1,250 hours during the twelve (12) consecutive months preceding the date the
leave is scheduled to begin, and worked at a site that employs at least 50 employees
within a 75 mile radius are eligible for a Family and Medical Leave (FMLA) as provided
by law. Public employees are included no matter what the size of the workforce. A leave
of absence which is foreseeable ordinarily requires thirty (30) days' notice. Employees
who qualify for disability insurance, worker’s comp, etc. are required to use such leaves
concurrently with FMLA.
The leave is unpaid; however, employees are required to use all but 40 hours ofall PTO
hours as part of the twelve (12) week entitlement to leave under this policy. Under a FMLA
leave, an employee may take up to twelve (12) workweeks of family and/or medical leave
during a rolling 12- month, or calendar period. The rolling 12- month period is calculated
from the date the leave begins.
This leave of absence is available for any of the following purposes:
• For the birth and care of a son or daughter or for the placement of a son or daughter
with the employee for adoption or foster care. Such leave must conclude within
twelve (12) months of the birth or placement.
• To care for the spouse, son, daughter, or parent of the employee because of a
serious health condition.
• Because of the employee’s own serious health condition which makes him/her
unable to perform the essential functions of their job.
When the requested leave is for a serious health condition of the employee or the
employee’s spouse, child or parent, a physician’s statement will be required. An
employee may continue participating in the group insurance plans while on a FMLA leave
by continuing to pay his/her share of the premiums. If the employee does not return to
work at the end of the leave, the insurance continuation notice will be activated.
If an employee returns from a FMLA leave during or at the end of the twelve (12) work
week period, he or she will be reinstated to the same or a comparable position.
This leave policy is written according to federal law. Certain state provisions may apply.
Employees should contact the City Administrator to discuss any need for a FMLA leave.
State Parental Leave ActPregnancy and Parenting Leave - Unpaid
The City of Corcoran is subject to Minnesota’s Parental Leave Act, which applies to
employers with twenty one (21) or more employees. See Minnesota Statutes sections
181.940 to 181.944.
Commented [JB14]: Allows some flexibility with employees
who go out on leave. Lessens the City’s financial liability to payout
leave if an employee leaves after FMLA but allows employees to
save some time for appointments or other items.
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 36
Eligibility requires employment “at least 12 consecutive months immediately preceding
the request; and for an average number of hours per week equal to one-half the full-time
equivalent position in the employee's job classification as defined by the employer's
personnel policies or practices or pursuant to the provisions of a collective bargaining
agreement, during those 12 months.”
The law provides for varying amounts of unpaid leave for qualifying reasons. See the
City Administrator as soon as a need for a leave is identified and to find out if the leave is
covered by the statute.
Employees who work twenty (20) hours or more per week and have been employed more
than one (1) year are entitled to take an unpaid leave of absence in connection with the
birth or adoption of a child. The leave may not exceed six (6) weeks, unless approved by
the City. The leave must begin within six (6) weeks after the birth or adoption of the child
except that in the case where the child must remain in the hospital longer than the mother,
the leave may not begin more than six (6) weeks after the child leaves the hospital.
Adoptive parents will be given the same opportunities for leave as biological parents. The
leave must be for the purpose of arranging the child’s placement or caring for the child
after placement. Such leave must begin before or at the time of the child’s placement in
the adoptive home.
Employees are not required to use PTO during Parenting Leave but may use PTO at
their option. 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 to the employee and any dependents. The
employer is not required to pay the costs of the insurance while the employee is on leave
of absence.
Employees who work twenty (20) hours or more per week and have been employed more
than one year are entitled to take an unpaid leave of absence under the Pregnancy and
Parenting Leave Act of Minnesota. Female employees for prenatal care, or incapacity
due to pregnancy, childbirth, or related health conditions as well as a biological or
adoptive parent in conjunction with after the birth or adoption of a child as eligible for up
to 12 weeks of unpaid leave and must begin within twelve (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. Employee should provide reasonable notice, which is at least 30 days. If the
leave must be taken in less than three days, the employee should give as much notice
as practicable.
Employees are required to use accrued leave (i.e., sick leave, vacation leave, etc.) during
Parenting Leave If the employee has any FMLA eligibility remaining at the time this leave
commences, this leave will also count as FMLA leave. The two leaves will run
concurrently. The employee is entitled to return to work in the same position and at the
same rate of pay the employee was receiving prior to commencement of the leave. 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
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 37
qualifying). For employees on an FMLA absence as well, the employer contributions
toward insurance benefits will continue during the FMLA leave absence.
Reasonable Unpaid Work Time for Nursing Mothers
Nursing mothers will be provided reasonable unpaid break time for nursing mothers to
express milk for nursing her child for one year after the child’s birth. The city will provide
a room (other than a bathroom) as close as possible to the employee’s work area, that is
shielded from view and free from intrusion from coworkers and the public and includes
access to an electrical outlet, where the nursing mother can express milk in private.
Reasonable Accommodations to an Employee for Health Conditions Relating to
Pregnancy
The city will attempt to provide a female employee who requests reasonable
accommodation, with the following for her health conditions related to her pregnancy or
childbirth:
• More frequent restroom, food, and water breaks;
• Seating;
• Limits on lifting over twenty (20) pounds; and/or
• Temporary transfer to a less strenuous or hazardous position, should one be
available.
Unless such accommodations impose an undue hardship on the city, the city will engage
in an interactive process with respect to an employee’s request for a reasonable
accommodation.
Coordination with Other Leave Provisions
If an employee has eligibility for more than one type of leave, the leaves will run
concurrently unless otherwise provided for in the applicable policy provisions, until
eligibility for any of the leaves expire.
Extended Leaves - Unpaid
The City understands that employees may need time off for personal obligations and may
provide an employee with unpaid time- off in these situations, provided that all paid-time-
off is first exhausted. If the leave qualifies under a mandatory leave law the employee
may retain a balance of forty (40) hours when going on an unpaid leave.
The types of leave may have varying effects on benefits. In certain situations, employees
will be expected to use all remaining PTO or banked time during a leave of absence
and/or arrange for continuation of insurance benefits.
The City will provide employees with any leave of absence required by law, in accordance
with provisions of the law. Any other request for leaves of absence, not legally required,
will be reviewed against overall business needs and the City’s ability to replace the
Commented [JB15]: 2014 Minnesota Law Change Updates
Commented [JB16]: 2014 Minnesota Law Changes Updates
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 38
employee during their absence, and will be approved on a case-by-case basis at the sole
discretion of the City.
For any leave of absence, an employee must request approval from the City Administrator
or Director of Public safety as far in advance as possible. Failure to return from a leave
within three (3) days following the agreed upon return will be considered a voluntary
termination.
The City, at its discretion, grants unpaid leaves to regular employees under justifiable
conditions. These justifiable conditions are medical and personal contingencies.
• Medical Contingencies - Prolonged illnesses, serious injury or care of an
immediate family member. The City Council may approve a leave for a period not
to exceed one (1) year.
• Personal Contingencies - The City Council may approve a leave of up to one (1)
year.
All requests for and replies for unpaid leaves must be in written form and approved by the
City Council. The City Administrator or Director of Public Safety may grant a leave
request on an emergency basis with the continuation of leave approval required by the
City Council. Leaves will be used only for those purposes for which they were granted.
Leaves shall be granted only after an employee has exhausted all accumulated paid time
off and extended leave bank for personal and medical contingencies.
Following an approved leave the City will make every reasonable effort to reinstate the
employee to a position within the same classification with the same hours and pay.
Failure of an employee to report to work on the first scheduled working day, without
reasonable cause, shall be considered cause for termination. Any pay received or
benefits granted in excess of those set forth elsewhere in this manual shall be repaid by
an employee not returning to work. For medical contingencies, the employee shall submit
a physicians’ written statement citing that the employee is unable to work because of
medical contingencies and the projected date of return to work.
No paid time off shall be earned by persons on an extended leave of longer than one (1)
month. Employees on extended leave of longer than one (1) month will have the option
of continuing City provided insurance at their own expense.
Subject to the terms, condition and limitations of the applicable plans, health insurance
benefits will be provided by the organization for Personal Leaves not exceeding thirty (30)
days. Should the leave need to extend beyond thirty (30) days, employees will be
responsible for the full costs of these benefits if they wish to continue them. When the
employee returns from an Unpaid Personal Leave, benefits will again be provided by the
organization according to the applicable plan(s).
The employee may be required to provide medical certification to support a request for
leave because of the serious health condition of a child, spouse, parent or the employee.
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 39
The form is to be completed by the attending physician or practitioner and submitted to
the City Administrator, Director of Public Safety, City Clerk, or HR Department within ten
(10) days after requested, or as soon as is reasonably practicable. The City may require
a second (or third) opinion at the City's expense. If required, the City will select a health
care provider not regularly associated with the City.
Recertification may be required if the employee requests an extension of the original
length approved by the City or if the employee's circumstances change. 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.
Fitness for Certification / Returning to Work after a Medical Absence
After a medical absence, a physician's statement may be required on the employee’s first
day back to work, indicating the nature of the illness or medical condition and attesting to
the employee's ability to 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
Military Family Leave - Unpaid
In accordance with Minnesota Statutes 181.947, 181.948 and 192.325, the following
military leave entitlements are available to an employee who has an immediate family
member in the military service.
Military Ceremonies, Family Training or Readiness Events and& Reintegration Programs
for Spouse, Parent or Child - This leave applies to immediate family members defined as
an employee's spouse, parent or child.
An employee shall be granted an unpaid leave to attend the following kinds of events
relating to the military service of the employee's immediate family member:
• Departure or return ceremonies for deploying or returning military personnel or
units;
• Family training or readiness events sponsored or conducted by the military;
• Events held as part of official military reintegration programs.
The unpaid leave may not exceed two (2) consecutive calendar days or six (6) days in a
calendar year. An employee may substitute the appropriate paid leave if desired.
Military Ceremonies for Extended Family Members - This leave applies to immediate
family members defined as an employee's spouse, parent, child, grandparent, grandchild,
sibling, legal guardian, fiancé, or fiancée.
An employee whose immediate family member, as a member of the US Armed Forces,
has been ordered into active service in support of a war, or other national emergency,
shall be granted an unpaid leave to attend a send-off or homecoming ceremony for the
mobilized service member.
City of Corcoran Employee Handbook
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Time- off is limited to the actual time necessary for the employee to attend the ceremony,
not to exceed one (1) unpaid day in any calendar year. An employee may substitute the
appropriate paid leave if desired. The City may however, deny such leave if the leave
would unduly disrupt the operations of the City.
Family Member Injured/Killed in Active Service - This leave applies to immediate family
members defined as an employee's spouse, parent, child, grandparent, or sibling.
An employee shall be granted an unpaid leave for up to 10 work days, which is the
equivalent of 80 hours for a full-time employee, and 40 hours for a part-time employee,
for an immediate family member, who as a member of the US Armed Forces, has been
injured or killed while engaged in active service. An employee may substitute the
appropriate paid leave if desired.
The request for any leave under this policy must be provided to the City Administrator,
with a copy to the Department Director, as soon as practicable.
The City will continue to pay its contribution towards the premiums for insurance benefits
and an employee shall continue to accrue leave benefits during any portion of an
approved unpaid leave under this policy for up to ten (10) work days, which is the
equivalent of 80 hours for a full-time employee and 40 hours for a part-time employee. If
a holiday falls during the time an employee is on an approved unpaid leave under this
policy, the employee will not be paid for the holiday. Salary increases will not be affected
by this type of leave.
School Conference & Activities Leave - Unpaid
As per M.S. 181.9412, employees are allowed up to sixteen (16) hours of unpaid leave
during any twelve (12) month period to attend school conferences or classroom activities
related to the employee’s child (under 18 or under 20 and still attending secondary
school),. Pprovided the conferences or classroom activities cannot be scheduled during
non-work hours. This leave also applies to attendance at conferences and activities for
an employee’s child who receives childcare services as defined in Section 256H.01,
subdivision 2, or attends a pre-kindergarten regular or special education program.
Election Judges – Unpaid
An employee selected to serve as an election judge pursuant to Minnesota law, will be
allowed time- off without pay for purposes of serving as an election judge, provided that
the employee gives the City at least twenty (20) days written notice.
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 41
Light Duty/Modified Duty Assignment
This policy is to establish guidelines for temporary assignment of work to temporarily
disabled employees who are medically unable to perform their regular work duties. Light
duty is evaluated by the City Administrator or Director of Public Safety on a case-by-case
basis. This policy does not guarantee assignment to light duty.
Such assignments are for short-term, temporary disability-type purposes; assignment of
light duty is at the discretion of the City Administrator or Director of Public Safety. The
City Administrator or Director of Public Safety reserves the right to determine when and
if light duty work will be assigned. When an employee is unable to perform the essential
requirements of his/her job due to a temporary disability, he/she will notify the supervisor
in writing as to the nature and extent of the disability and the reason why he/she is unable
to perform the essential functions, duties, and requirements of the position. This notice
must be accompanied by a physician's report containing a diagnosis, current treatment,
and any work restrictions related to the temporary disability. The notice must include the
expected time frame regarding return to work with no restrictions, meeting all essential
requirements and functions of the City's job description along with a written request for
light duty. Upon receipt of the written request, the supervisor is to forward a copy of the
report to the City Administrator or Director of Public Safety.
The City may require a medical exam conducted by a physician selected by the City to
verify the diagnosis, current treatment, expected length of temporary disability, and work
restrictions.
It is at the discretion of the City Administrator or Director of Public Safety whether or not
to assign light duty work to the employee. Although this policy is handled on a case-by-
case basis, light duty will not generally be approved beyond six (6) months.
If the City offers a light duty assignment to an employee who is out on worker’s
compensation leave, the employee may be subject to penalties if he/she refuses such
work. The City will not, however, require an employee who is otherwise qualified for
protection under the Family and Medical Leave Act to accept a light duty assignment.
The circumstances of each disabled employee performing light duty work will be reviewed
regularly. Any light duty/modified work assignment may be discontinued at any time
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 or
Director of Public Safety with the approval of the City Council.
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 42
TIME AT WORK
Americans with Disabilities
Our organization is committed to providing equal employment opportunities to otherwise
qualified individuals with disabilities which may include providing reasonable
accommodation where appropriate. In general, it is the employee’s responsibility to notify
the City Administrator of the need for an accommodation. Upon doing so, the City
Administrator may ask the employee for their input, the type of accommodation they
believe may be necessary, or the functional limitations caused by the disability. Also,
when appropriate, the City may need the employee’s written permission to obtain
additional information from their physician or other medical or rehabilitation professional.
Any information obtained is kept separate in a confidential employee file.
Bulletin Boards
The City of Corcoran has established official bulletin boards as one means of
communicating information they feel an employee should know. It is the responsibility of
all employees to regularly check the bulletin board for current information.
Personal information or materials not related to the organization may not be posted
personally by employees, but rather they must give the document to the City Administrator
who will determine whether to provide the necessary approval to post.
Employees should check with their supervisors for the bulletin board location in their
facility.
Business Ethics
The successful business operation and reputation of the City is built on the principles of
fair dealings and ethical conduct of our employees. Our reputation for integrity and
excellence requires careful observance of the spirit and letter of all applicable laws and
regulations, as well as a scrupulous regard for the highest standards of conduct and
personal integrity.
The City of Corcoran will comply with all applicable laws and regulations and expects its
managers and employees to conduct business in accordance with the letter, spirit, and
intent of all laws and to refrain from any illegal, dishonest or unethical conduct.
The use of good judgment based on high ethical principles will guide employees with
respect to lines of acceptable conduct. Compliance in this area is the responsibility of
every employee. Employees should discuss any situations that arise which do not meet
this code of ethics with their supervisor, the City Administrator or any other member of
management. Failure to meet or comply with this code of ethics will lead to corrective
action, up to and including termination of employment.
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 43
City Property
Some employees will be provided with various items of City property and equipment that
they need to perform their job, including vehicles, computers, software, cellular
telephones, keys, credit cards, etc. Employees are responsible for using such property
and equipment for its intended business purposes. If any such property appears to be
damaged, defective or in need of repair, employees are to promptly report this to their
supervisor. The improper, careless, negligent, destructive or unsafe use of City property
can result in 1) the employee’s need to personally replace the property or 2) corrective
action, up to and including termination of employment.
Upon termination of employment, employees will be required to account for and surrender
all City property and equipment he/she has been provided. Failure to do so would result
in the City taking legal action to obtain the return of its property.
City Credit Card
The City Council may authorize the use of a credit card by the City Administrator, Director
of Public Safety, Public Works Superintendent or employee otherwise authorized to make
a purchase on behalf of the City. A purchase by credit card must comply with all statutes,
rules, and City policies applicable to City purchases. If a City employee or officer makes
or directs a purchase by credit card for a purpose that is not authorized by the Council,
the officer or employee is personally liable for the amount of the purchase. Budgeted
expenditures are presumed to be authorized. Unbudgeted expenditures require prior
authorization.
Claims presented to the City for payment must be in writing and itemized. Bills from credit
card companies may not contain the detail necessary to satisfy these requirements;
therefore, cities must retain actual invoices and receipts for all items charged to a credit
card. Credit card use must also comply with laws concerning City borrowing.
City and Personal Cell Phone Use
Cellular telephones are intended for the use of City employees in the conduct of their
work for the City. Supervisors are responsible for the cellular telephones assigned to their
employees and will exercise discretion in their use. Nothing in this policy will limit
supervisor discretion to allow reasonable and prudent personal use of such telephones
or equipment provided that:
• Its use in no way limits the conduct of work of the employee or other employees;
• No personal profit is gained or outside employment is served.
A supervisor may authorize an employee to use his/her own personal phone for City
business and be reimbursed by the City for those calls. An employee will not be
reimbursed for business related calls without prior authorization from his/her supervisor.
Supervisors may also prohibit employees from carrying their own personal cell phones
during working hours if it interferes with the performance of their job duties.
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 44
Use of public resources by City employees for personal gain and/or private use including,
but not limited to, outside employment or political campaign purposes, is prohibited and
subject to disciplinary action which may include termination and/or criminal prosecution,
depending on the circumstances. Incidental and occasional personal use may be
permitted with the consent of the supervisor.
Employees should practice discretion when making personal calls. All calls should be
kept to a minimum and made during a rest or meal break. The organization will make
every attempt to notify an employee in the event of an emergency.
Personal long distance calls should be made only with personal calling cards and/or
personal cellular phones. Employees should not use any of the organization’s phones
for personal long-distance calls.
Use of personal cellular phones should be kept to a minimum during working hours.
Cellular phones should be turned off, placed on a vibrating ring mode, or placed at a low
volume when working around others.
Employees issued a cell phone for business use or who use a personal cell phone for
conducting business, should refrain from using it while driving a motor vehicle. Safety
should always come before all other concerns. Regardless of the circumstances,
including slow or stopped traffic, employees should safely park the vehicle before placing
or accepting a call.
Electronic Communications
The City of Corcoran provides employees with access to, and use of, a variety of
electronic communications resources. These resources are provided to employees in an
effort to allow them to be more efficient, productive and have access to information that
is necessary for them to carry out their responsibilities as an employee of the City. Use
of the City’s electronic communications resources in violation of the electronic
communications resources ordinance may lead to discipline, up to and including
termination of employment. Use of these resources is governed by Chapter 33 of the City
Municipal Code.
By using any of the City’s electronic and technological equipment, an employee is
voluntarily consenting to being monitored, and voluntarily authorizing the organization to
inspect, monitor, and access all information or communications he/she has made with
that equipment. The organization must reserve the right to monitor and access any and
all communications made through its equipment, and the contents of any company
computer, as needed for compliance with policies and for any other business reason.
E-mail is not a private communication system. Improper use of the e-mail system could
expose employees to personal liability as well as corrective action. It is important to note
that e-mail may be recovered as evidence in legal proceedings. Employees should be
aware that even though a message may be deleted from the e-mail system, a record of it
may remain on the computer system.
City of Corcoran Employee Handbook
Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 45
Internet access is provided to those who need it for their job duties. Internet use must be
limited to job-related duties accessing trusted sites and content. The use of chat rooms,
blogs and the like via the Internet on the City’s computers or during the employee’s work
time is strictly prohibited. Downloading from the Internet (other than by authorized
personnel for legitimate business reasons) is restricted as other programs, software,
graphics or pictures may carry computer viruses or may violate the organization’s license
agreement.
Electronic and technological communications are not to be used in ways that may be
disruptive, offensive or harmful to others or in ways that conflict with any of the City’s
policies, including Equal Employment, Harassment and& Offensive Behavior, and
Security policies. Violation of these policies will lead to corrective action up to and
including termination. E-mail is not to be used to send jokes or other comments that may
be discriminatory, harassing or offensive to others, or to send material that defames an
individual, company, or business, etc.
It is not the City’s practice or intent to eavesdrop on private communications or data.
However, the organization must protect its legitimate business interests and remind
employees that the equipment and services available in the workplace are to be used to
support its legitimate business interests.
Social Networking
The purpose of this policy is to give employees guidance regarding certain content for
personal websites, social media or networking websites, web pages and other
electronically transmitted or hard copied material with respect to the use of the City’s
department’s images, material, logos, or any reference to official department activities,
training or investigations. All employees must avoid any conduct which would
compromise our integrity and undermine the public confidence in our City.
“Social Networking Site”: Means any Internet-based website where members of that site
can electronically gather to share personal profiles along with other information and
photos with other members.
“Privacy”: Corcoran employees should understand that information posted on social
networking sites is not secure or private. Any member of the public may view the
information. Employees should be aware that the content of social networking sites can
be subpoenaed and used in criminal and civil trials to impeach the employee’s testimony.
“Liability”: Due to the nature of their employment with the City, employees are held to a
higher standard. As a result, postings on social networking sites could prove detrimental
in civil and criminal proceedings.
Specific Prohibitions
• Employees are prohibited from posting, transmitting and/or disseminating any
photographs, video or audio recordings, likenesses, or images of the City’s
Department logos, emblems, patches, badges, uniforms, vehicles, equipment or
any other material that specifically identifies the department on any personal
City of Corcoran Employee Handbook
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website, social media or networking website, web pages and other electronically
transmitted or hard copied material without the express written permission of the
Director of Public Safety or City Administrator.
• Employees are prohibited from posting, transmitting and/or disseminating any
photographs, video, wording or content that is unethical, slanderous, derogatory
or is likely to adversely affect the discipline, good order or reputation of the
departments, or that tends to compromise the integrity of the City or co-workers on
any personal website, social media or networking website, web pages and other
electronically transmitted or hard copied material.
• Employees are prohibited from posting, transmitting and/or disseminating any
pictures, videos or materials of official City training, activities or work-related
assignments without the express written permission of the Director of Public Safety
or City Administrator or supervisor.
• Employees are prohibited from posting, transmitting and/or disseminating any
pictures, videos, wording or content related to any past or present investigation
conducted by the police department.
• Employees are encouraged to thoroughly review the City’s Policy on Internet,
Electronic Mail System and On-line Services for procedures and guidelines on the
use of the computer system.
• Employees should not post any wording and/or transmit or disseminate any
pictures, videos, or audio recordings on any personal website, social media or
networking website, or web page while on duty, unless it is part of their duties to
do so.
Employee Appearance
Each employee represents the City to its customers, the public and co-workers. Business
casual attire is acceptable which includes dress slacks, corduroys and jeans. Some jobs
may require a uniform. Employees are expected to present a clean, neat and professional
appearance at all times.
Depending on the season, it is likely that many employees will spend time outside and
need to be prepared to work in unexpected inclement weather – hot, cold, wet or windy
conditions. The organization encourages employees to wear appropriate clothing
including hats, gloves, waterproof footwear and layers of clothing for comfort. Boots or
shoes that are comfortable and provide support are recommended.
The City provides uniforms for public works employees. City uniforms must be worn at
all times while working. The City provides cleaning services to maintain the uniforms.
Employees are ultimately responsible for their uniform. Public works employees are
eligible for reimbursable expenses per calendar year, upon proof of receipt of purchase,
for the cost of safety shoes. Safety shoes will be worn at all times while at work. The City
Administrator and the Public Works Supervisor set the reimbursement dollar amount.
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Uniform allowance will be paid by separate check directly to the public safety employee
during the first available payroll cycle in February of each year. This amount will be repaid
by the employee on a pro ratedpro-rated basis for the employee who separates
employment during the course of the calendar year.
Assigning and Scheduling Work
Assignment of work duties and scheduling work is the responsibility of the supervisor
subject to the approval of the City Administrator or designee.or Director of Public Safety.
Data Practice Advisory / Personnel Files
Records of each employee are kept on file in the City Administrators office. These include
such things as the employee’s application materials, dates of hire and promotion, salary
history, performance evaluations, copies of certifications, commendations, reprimands,
and other job-related documents. A separate file will be maintained for confidential
materials including, but not limited to, drug test results.
Employees may inspect the contents of the personnel file upon request, unless state or
federal law prohibits access. Materials in an employee’s personnel file may be released
to others in accordance with the provisions of the Minnesota Government Data Practices
Act, other applicable state and federal laws, and applicable court decisions.
Employees are obligated to inform the City Administrator or designated records
administrator of dependent, marital status, address, lose or receive restrictions on their
driver’s license, or telephone number changes.
Employees may review their personnel records within 7 working days of their written
request to the City Administrator. Review of the original file or copy is available during
working hours with a designated City representative present.
Media Information
Formal news releases concerning municipal affairs are the responsibility of the City
Administrator, Director of Public Safety, or the Mayor. All media interviews must be
approved by the City Administrator, Director of Public Safety, or the Mayor before the
interview. All contacts with the media should be reported to the City Administrator,
Director of Public Safety, or Mayor as soon as practicable.
No City employee is authorized to speak on behalf of the City without prior authorization
from the City Administrator, Director of Public Safety, the Mayor or his/her designee.
All news releases concerning City personnel will be the responsibility of the City
Administrator or the Director of Public Safety.
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Employment of Relatives
The employment of relatives is permitted, except in situations where a person would be
under the supervision of a relative or in a situation where influence could be exerted,
directly or indirectly, on future decisions concerning the status of employment, promotion
or compensation. “Relative” is defined as a spouse, parent, child, sibling or any of these
relationships by marriage.
Expense and& Travel Reimbursement
All business expenses and/or travel must be pre-approved by the employee’s supervisor.
The City reimburses employees for reasonable expenses that were incurred while
conducting business on behalf of the organization. Such expenses include transportation,
meals and lodging. Employees must complete an expense report with the original
receipts or other documentation attached in order to be reimbursed.
Performance Reviews
An objective performance review system will be established by the City Administrator,
Director of Public Safety or designee for the purpose of periodically evaluating the
performance of City employees. The quality of an employee’s past performance will be
considered in personnel decisions such as promotions, transfers, demotions,
terminations and, where applicable, salary adjustments.
Performance reviews will be discussed with the employee. Employees do not have the
right to change or grieve their performance review, but may submit a written response
which will be attached to the performance review.
Performance reviews are to be scheduled on a regular basis, at least annually. The form,
with all required signatures, will be retained as part of the employee's personnel file.
During the training period, informal performance meetings should occur frequently
between the supervisor and the employee.
Signing of the performance review document by the employee acknowledges the review
has been discussed with the supervisor and does not necessarily constitute agreement.
Failure to sign the document by the employee will not delay processing.
The City Administrator and Director of Public Service shall be reviewed on an annual
basis during the month of October. Reviews will be conducted at the discretion of the City
Council.
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Personal Conduct
The efficiency and productivity of the organization requires that every employee maintains
discipline and proper standards of conduct at all times. This is necessary to protect the
health and safety of everyone in the workplace, to meet our customers’ needs, to protect
property and to maintain a climate of cooperation among employees.
Therefore, employees are expected to conduct themselves in a professional, ethical and
productive manner while at work, and to maintain an awareness of the rights of others, a
respect for the people they work with and for, and a commitment to the organization’s
values, mission statement, goals and policies.
It is extremely important that contact with the public be professional and courteous. Treat
all inquiries as if an employee were on the receiving end of the information or assistance.
Just as the City Council believes every City employee is an important individual, it is
important that the individual rights of citizens should be respected. It is essential that
every citizen and fellow employee be treated with dignity and consideration. No abusive
or foul language will be tolerated.
Obviously, it is impossible to anticipate every situation that might occur. The organization
reserves the right to respond to any performance or behavior which, in its judgment,
compromises the safety or well-being of any individual in the workplace, diminishes good
order, discipline and morale, or detracts from the City’s overall goals. If the City’s
expectations about conduct are unclear, employees should talk to their supervisor or the
City Administrator.
The City recognizes that its employees retain their First Amendment rights to speak as
citizens on matters of public concern relating to the City and its operations. As such, City
employees have the right to express their views and to pursue legitimate involvement in
the political system. However, employees must recognize that these rights are balanced
by the City’s interest in providing efficient public service. Accordingly, an employee may
be disciplined for publicly criticizing the operations or personnel of the City where an
employee is speaking in an employee position as a City employee and/or where such
speech primarily relates to the City’s internal administrative matters and is not a matter of
public concern. An employee may also be disciplined for public criticisms which have the
effect of disrupting the efficiency of the City as a workplace.
Solicitation and& Distribution
Solicitation and/or distribution of literature by employees is prohibited on City premises
when any of the individuals involved are supposed to be working or at any time in working
areas of the building or in any location where customers or the public are present. Failure
to comply could result in corrective action, up to and including termination.
We encourage employees who wish to solicit financial or other support from their fellow
workers for any cause, charitable, political, etc., to do so off the organization’s premises
during non-working hours. Likewise, any such solicitations should not be conducted on
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customers’ premises nor should they cause individuals to feel uncomfortable or
compelled to participate in the activity being solicited.
City Driving Policy
This policy applies to all employees who drive a vehicle on City business at least once
per month, whether driving a City owned vehicle or their own personal vehicle. It also
applies to employees who drive less frequently but whose ability to drive is essential to
their job due to the emergency nature of the job. The City expects all employees who are
required to drive as part of their job to drive safely and legally while on City business and
to maintain a good driving record.
The City will examine driving records once per year for all employees who are covered
by this policy to determine compliance with this policy. Employees who lose their driver’s
license or receive restrictions on their license are required to notify their immediate
supervisor on the first work day after any temporary, pending or permanent action is taken
on their license and to keep their supervisor informed of any changes thereafter.
The City will determine appropriate action on a case-by-case basis.
The intent of this policy is to provide clear direction on authorized use of municipal
vehicles and also to comply with Minnesota Statute § 471.666 (Personal Use of Publicly-
Owned Vehicles Prohibited).
Overall, City vehicles generally fall into four (4) categories:
1. Unmarked public safety vehicles;
2. Staff cars, vans, and trucks marked with City emblem or City and Department
emblems;
3. Squad cars;
4. Public Works and Parks Maintenance trucks and equipment.
The following rules shall apply as indicated:
Certain designated City employees are authorized take home vehicles based on
demonstrated need to respond to emergencies outside of their normal scheduled work
hours. The City Council, with the advice of the City Administrator and Director of Public
Safety will approve all ongoing take home vehicle assignments.
Use of take home vehicles for driving to and from work or work related meetings or training
on off- duty hours is permitted. Police employees with take home vehicles must have
sufficient equipment in the vehicle to respond to a call whenever their vehicles are used.
Marked vehicles will not be taken out of the City limits for non-business purposes. Marked
police squad cars and marked fire vehicles may not be used for non-work related reasons
outside of working hours with the exception of driving to and from work-related activities
or as approved by the Director of Public Safety.
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Employees may not use City vehicles to travel outside of the metro area unless approved
by the City Administrator or designee or Director of Public Safety in a work-related
emergency situation with one exception: approval for job-related meetings and/or training
outside the metro area, within the State, does not require City Administrator or Director
of Public Safety approval.
Incidental personal use, determined to be appropriate by the department head, during the
workday (or for take home vehicles on the way to and from work) is permitted on a limited
basis. Limited personal errands, including going to lunch during an authorized lunch
break, is permitted if in close proximity to the work site as long as such personal use does
not substantially alter the employee’s scheduled work activities or route to or from a work
site, and does not violate other existing departmental or City policies or rules.
The Director of Public Safety and the Public Works Superintendent, by the nature of their
assigned duties and responsibilities as to the public safety of the community, are
generally expected to be “on call” and available at all times and all days. A City vehicle is
to be regarded as a tool that is available for their immediate use in a public safety
response during the above stated times. To facilitate this availability, they are required to
drive the assigned City vehicle to and from their place of residence. Use of a city vehicle
by the Director of Public Safety and the Public Works Superintendent while not actively
working on City business shall be consistent with provisions as stated above.
Any exceptions to this policy must be approved by the City Administrator, Director of
Public Safety and/or the City Council. Reimbursement for any personal use of a City
vehicle not consistent with these policies and rules will be required. Violations of this
policy could result in discipline.
All vehicles assigned to licensed Police Officers and Investigators are exempt from these
provisions. Minimum personal use is allowed.
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RESPECTFUL WORKPLACE
The intent of this policy is to provide general guidelines about the conduct that is and is
not appropriate in the workplace. The City acknowledges that this policy cannot possibly
predict all situations that might arise, and also recognizes that some employees are
exposed to disrespectful behavior, and even violence, by the very nature of their jobs.
The City of Corcoran is committed to providing a workplace that is free of discrimination,
illegal harassment and offensive behavior. All employees are expected to treat their
customers, co-workers, subordinates and supervisors with respect at all times. In
accordance with this commitment, the City of Corcoran prohibits harassment of one
employee by another employee, supervisor, or a third party for any reason including, but
not limited to: race, color, religion, sex, age, national origin, disability, veteran/military
status, marital status, and sexual orientation, status with regard to public assistance, or
membership or activity in a local human rights commission or any other legally protected
characteristic.
Maintaining a respectful work environment is a shared responsibility. This policy is
applicable to all City personnel including regular and temporary employees, volunteers,
firefighters, and City Council members.
Harassment and& Offensive Behavior
Harassment includes, but is not limited to: offensive, abusive, or degrading comments or
other verbal behavior, slurs, epithets, threats, derogatory comments, unwelcome jokes
and teasing as well as written or pictorial materials. It also includes behavior that is
personally offensive, impairs morale, and interferes with work effectiveness.
Sexual harassment is a specific type of harassment and a violation of the law. It is a
violation of this policy for an employee or any other person associated with the City to
sexually harass any employee or any other person affiliated with the organization. It
includes unwelcome sexual behavior by either males or females toward either males or
females.
Sexual harassment includes unwelcome sexual advances, requests for sexual favors,
sexually motivated physical contact, verbal or physical conduct or communication where:
• submission to the conduct or communication is made, either explicitly or implicitly,
a term or condition of employment;
• submission to or rejection of the conduct or communication by an individual is used
as a factor in decisions impacting that individual’s employment;
• The conduct or communication has the purpose or effect of substantially interfering
with an individual’s employment or creates a hostile, intimidating or offensive work
environment.
No individual will be denied nor receive special employment opportunities based on going
along with or rejecting sexual advances or other conduct of a sexual nature contrary to
this policy.
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Any individual who believes he or she has experienced or observed hostile or offensive
behavior contrary to this policy should feel free to object to the behavior. He/she is
expected to report the displayed behavior to his/her supervisor or, the City Administrator.,
Director of Public Safety or Mayor.
All such reports of action contrary to this policy will be taken seriously and investigated
promptly and in as confidential a manner as possible. Individuals found to have violated
the City of Corcoran’s harassment and& offensive behavior policy will be subject to
corrective action, up to and including termination of employment. No individual shall be
retaliated against for making a good faith report of behavior contrary to this policy.
Every employee of the City is to support this commitment to a workplace free from
harassment and offensive behavior by conducting him/herself in a manner that is
consistent with the intent and spirit of this policy.
The following types of behaviors cause a disruption in the workplace and are, in many
instances, unlawful:
• Abusive Customer Behavior: While the City has a strong commitment to
customer service, the City does not expect that employees accept verbal abuse
from any customer. An employee may request that a supervisor intervene when a
customer is abusive, or they may defuse the situation themselves, including ending
the contact. If there is a concern over the possibility of physical violence, a
supervisor should be contacted immediately. When extreme conditions dictate,
911 may be called. Employees should leave the area immediately when violence
is imminent unless their duties require them to remain. Employees must notify their
supervisor about the incident as soon as possible.
• Discriminatory Behavior includes inappropriate remarks about or conduct
related to a person’s race, color, creed, religion, national origin, disability, sex,
marital status, age, sexual orientation, or status with regard to public assistance.
• Offensive Behavior may include such actions as: rudeness, angry outbursts,
inappropriate humor, vulgar obscenities, name calling, disrespectful 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, taking into account the sensibilities of employees
and the possibility of public reaction. Although the standard for how employees
treat each other and the general public will be the same throughout the City, there
may be differences between work groups about what is appropriate in other
circumstances unique to a work group. If an employee is unsure whether a
particular behavior is appropriate, the employee should request clarification from
their supervisor, the City Administrator or Director of Public Safety.
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Employee Response to Disrespectful Workplace Behavior
If the behavior is believed to be of a criminal nature, it shall be reported directly to law
enforcement as soon as possible.
Employees who believe that disrespectful behavior is occurring are encouraged to deal
with the situation in one of the ways listed below. However, if the allegations involve
violent behavior, sexual harassment, or discriminatory behavior, then the employee is
responsible for taking one of the actions below. If employees see or overhear a violation
of this policy, they are encouraged to follow the steps below.
Step 1(a). Politely, but firmly, tell whoever is engaging in the disrespectful behavior
how you feel about their actions. Politely request the person to stop the behavior
because you feel intimidated, offended, or uncomfortable. If practical, bring a
witness with you for this discussion.
Step 1(b). If you fear adverse consequences could result from telling the offender
or if the matter is not resolved by direct contact, go to your supervisor or City
Administrator. or Director of Public Safety.
Step 1(c). In the case of violent behavior, all employees are required to report the
incident immediately to their supervisor or, City Administrator or Director of Public
Safety. Any employee who observes sexual harassment or discriminatory
behavior, or receives any reliable information about such conduct, must report it
within two (2) business days to a supervisor,or the City Administrator or Director
of Public Safety.
Step 2. If, after what is considered to be a reasonable length of time (for example,
thirty (30) days), you believe inadequate action is being taken to resolve your
complaint/concern, the next step is to report the incident to the City Administrator,
Director of Public Safety or the Mayor so long as that person is different from the
one to which the original complaint/concern was reported.
Supervisor’s Response to Allegations of Disrespectful Workplace Behavior
Employees who have a complaint of disrespectful workplace behavior will be taken
seriously.
In the case of sexual harassment or discriminatory behavior, a supervisor must report the
allegations within two (2) business days to the City Administrator or Director of Public
Safety, who will determine whether an investigation is warranted. A supervisor must act
upon such a report even if requested otherwise by the victim. In situations other than
sexual harassment and discriminatory behavior, supervisors will use the following
guidelines when an allegation is reported:
Step 1. If the nature of the allegations and the wishes of the victim warrant a simple
intervention, the supervisor may choose to handle the matter informally. The
supervisor may conduct a coaching session with the offender, explaining the
impact of his/her actions and requiring that the conduct not reoccur. This approach
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is particularly appropriate when there is some ambiguity about whether the conduct
was disrespectful.
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. The person
being interviewed may have someone of his/her own choosing present during the
interview. 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
Step 3. The supervisor must notify the City Administrator or Director of Public
Safety about the allegations.
Step 4. As soon as practical after receiving the written or verbal complaint, the
alleged policy violator will be informed of the allegations. The alleged violator will
have the opportunity to answer questions and respond to the allegations.
Step 5. After adequate investigation and consultation with the appropriate
personnel, a decision will be made regarding whether or not disciplinary action will
be taken.
Step 6. The alleged violator and complainant will be advised of the findings and
conclusions as soon as practicable.
Special Reporting Requirements
When the supervisor is perceived to be the cause of a disrespectful workplace behavior
incident, a report will be made to the City Administrator Administrator or designee or
Director of Public Safety who will assume the responsibility for investigation and
discipline.
If the City Administrator or Director of Public Safety is perceived to be the cause of a
disrespectful workplace behavior incident, a report will be made to the City Attorney who
will confer with the Mayor and City Council regarding appropriate investigation and action.
If a Council Member is perceived to be the cause of a disrespectful workplace behavior
incident involving City personnel, the report will be made to the City Administrator or
Director of Public Safety and referred to the City Attorney who will undertake the
necessary investigation. The City Attorney will report his/her findings to the City Council,
which will take the action it deems appropriate.
Pending completion of the investigation, the City Administrator or Director of Public Safety
may at his/her discretion take appropriate action to protect the alleged victim, other
employees, or citizens.
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Confidentiality
A person reporting or witnessing a violation of this policy cannot be guaranteed
anonymity. The person’s name and statements may have to be provided to the alleged
offender. All complaints and investigative materials will be contained in a file separate
from the involved employees’ personnel files. If disciplinary action does result from the
investigation, the results of the disciplinary action will then become a part of the
employee(s) personnel file(s).
Retaliation
Consistent with the terms of applicable statutes and City personnel policies the City may
discipline any individual who retaliates against any person who reports alleged violations
of this policy. The City may also discipline any individual who retaliates against any
participant in an investigation, proceeding or hearing relating to the report of alleged
violations. Retaliation includes, but is not limited to, any form of intimidation, reprisal, or
harassment.
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SAFETY IN THE WORKPLACE
The City of Corcoran has an excellent safety record and we can be satisfied with nothing
less than an accident free environment. An employee’s careful observance of the rules
and regulations of the City is an important contribution to the task of providing the safest
possible working conditions for all concerned. All City employees are required to become
familiar with the safety regulations and requirements in effect within their department.
They shall guard their own safety and that of their co-workers.
Employees are required to follow these general safety rules:
• Any illness or injury, no matter how slight, must be reported to the supervisor or
manager. Employees should never attempt to treat their own or another employee’s
injury unless they have received formal first aid training.
• Any activity that may result in injuring an employee will not be tolerated (including
horseplay).
• Employees are responsible for using any ergonomic equipment provided by the
organization.
• Illegal drugs or alcohol will not be permitted on any work site at any time.
• Employees should always lift objects using the proper lifting techniques.
• Employees should only use tools that are in good working order. They should never
use tools that are defective in any way.
• Employees are responsible to keep their work areas clean at all times.
Any employee, who violates safety standards, causes hazardous or dangerous situations
or fails to report or remedy such situations, will be subject to corrective action, up to and
including termination of employment.
Physical Qualifications of Employees
All persons employed shall be physically qualified for performing the essential duties to
which they are assigned. Some factors to be considered in making work assignments
are strength, endurance, agility, coordination, and visual and hearing acuity. Reasonable
accommodations shall be made as required by and in accordance with the Americans
with Disabilities Act (“ADA”) and/or the Minnesota Human Rights Act (“MHRA”).
No person shall be permitted or required to work while his or her ability or alertness is
impaired by fatigue, illness or other causes to an extent that might unnecessarily expose
the person or others to personal injury or to property damage.
Employees will report to their supervisor the use of physician prescribed or over the
counter medications that might affect performance or safety. If the employee’s abilities
are impaired because of the use of prescription drugs, the department supervisor shall
assign the employee duties that will not endanger the public or the employee. If the
supervisor is unable to assign the employee duties that will not endanger the public or the
employee, the employee shall be sent home on sick, unpaid or other appropriate leave
time.
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No part of this section may be used to discriminate on the basis of disability, as defined
by the ADA and/or the MHRA.
Instruction & Training
Employees shall be provided initial orientation by their supervisor and will be provided
such continuing instruction as will enable them to conduct their work in a safe manner.
Employees are encouraged to attend training seminars on safety and equipment
operation, subject to the Training Policy defined in this Handbook.
Initial orientation shall include instruction in safety practices, reporting of all accidents,
and individual responsibility for accident free operations.
All persons who are required to use protective devices and/or equipment shall be properly
instructed and trained in the use of such devices and equipment. All persons required to
handle flammable or other dangerous materials shall be fully instructed in the safe
handling and use of such materials. All persons required to work in areas where insects,
rodents, poisonous plants or other natural hazards might be encountered shall be
instructed regarding potential hazards, first aid procedures, proper identification and
personal protective measures.
Reporting Accidents and Illnesses
Both Minnesota Worker’s Compensation laws and the state and federal Occupational
Safety and Health Acts require that all on the job injuries and illnesses be reported as
soon as possible by the employee, or on behalf of the injured or ill employee, to his/her
supervisor. The employee’s immediate supervisor is required to complete a First Report
of Injury and any other forms that may be necessary related to an injury or illness on and
off the job.
All accidents, no matter how minor, must be reported immediately to the supervisor or the
City Administrator. Lack of notification could affect the employee’s worker’s compensation
benefits.
Safety Equipment / Gear
Employees are responsible for reporting all unsafe vehicles, equipment, tools or working
conditions to their immediate supervisor. A supervisor shall not knowingly assign unsafe
vehicles, equipment or tools, and shall be responsible for reporting any conditions to the
City Administrator or Director of Public Safety. Where safety equipment is required by
federal, state, or local rules and regulations, it is a condition of employment that such
equipment be worn by the employee.
Formatted: No underline
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Security
All individuals must adhere to any and all security measures and/or guidelines of the
facility they are working in. This includes following any security guidelines that are
established.
Desks, lockers and other storage devices may be provided for the convenience of
employees, but remain the sole property of the City of Corcoran. Accordingly, any agent
or representative of the City may inspect them or any articles found within them at any
time, with or without prior notice.
In addition, the City will not tolerate theft or unauthorized possession of the property of
employees, the City, visitors and customers and therefore, may also inspect persons
entering and/or leaving the facility, packages or other belongings. Employees who wish
to avoid any such inspection should not bring such items onto the premises.
Employees may need keys or codes to enter a facility. It is extremely important that these
be kept only in the employee’s possession – not anyone else’s.
If an employee works after hours, he/she should take any safety/security precautions
available. Employees should see their supervisor for more information.
Unsafe Behavior
Employees are responsible for reporting unsafe acts such as equipment abuse, careless
operation or horseplay on the job to the City Administrator, Public Safety Director, or their
supervisor. 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.
Possession and Use of Dangerous Weapons
Possession or use of a dangerous weapon (see attached definitions) is prohibited on City
property, in City vehicles, or in any personal vehicle, which is being used for City business.
This includes employees with valid permits to carry firearms.
The following exceptions to the dangerous weapons prohibition are as follows:
• Employees legally in possession of a firearm for which the employee holds a valid
permit, if required, and said firearm is secured within an attended personal vehicle
or concealed from view within a locked unattended personal vehicle while that
person is working on City property.
• A person who is showing or transferring the weapon or firearm to a police officer
as part of an investigation.
• Police officers and employees who are in possession of a weapon or firearm in the
scope of their official duties.
• Firearms used in conjunction with a firearms safety course or test.
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Drugs & Alcohol
It is the policy of the City of Corcoran to maintain a workplace that is free from the health
and safety-related consequences of drug and alcohol use and abuse. In accordance with
Federal Law, the City of Corcoran has adopted the following policy on drugs in the
workplace:
• Employees are expected and required to report to work on time and in appropriate
mental and physical condition to perform their jobs. It is the City’s intent and
obligation to provide a drug-free, safe and secure work environment.
• The unlawful manufacture, distribution, possession, or use of a controlled
substance on City property or while conducting City business is absolutely
prohibited. Violations of this policy will result in disciplinary action, up to and
including termination, and may have criminal or civil legal consequences.
• The City recognizes drug abuse as a potential health, safety, and security problem.
Employees needing help in dealing with such problems are encouraged to use
their health insurance plans, as appropriate.
• Employees must, as a condition of employment, abide by the terms of this policy
and must report any conviction under a criminal drug statute for violations
occurring on or off work premises while conducting City business. A report of the
conviction must be made within five (5) days after the conviction as required by the
Drug-Free Workplace Act of 1988.
The legal use of prescribed drugs is permitted on the job only if it does not impair an
employee’s ability to perform the essential functions of the job effectively and in a safe
manner that does not endanger other individuals in the workplace. Employees must notify
their supervisor or the City Administrator of the use of prescribed drugs or other
substances that may affect their ability to perform their job.
Employees must also notify their supervisor or the City Administrator if they observe any
violation of this policy. Failure to comply with any part of this policy may result in corrective
action up to and including termination.
Drug Testing
The City has established a drug and alcohol testing policy as mandated by the Omnibus
Transportation Employee Testing Act. The City Administrator or Director of Public Safety
will provide further information to the select employees subject to the provisions of this
policy. Any questions about drug and alcohol testing should be directed to the City
Administrator or Director of Public Safety.
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Tobacco-Free Environment
Because the City of Corcoran wants to provide employees with a safe and healthy work
environment, employees are encouraged to be tobacco-free. Smoking is not permitted
inside any facility. Employees must use all tobacco products outside the building and are
responsible to keep the area outside the building free of cigarette butts and other debris.
In addition, employees must follow the smoking policy of customers when working on
their premises.
Employee Right-to-Know
The Employee Right-to-Know Act is intended to ensure that employees are aware of the
dangers associated with hazardous substances, harmful physical agents or infectious
agents (in hospitals and clinics) they may be exposed to in their work places. The Act
requires employers to evaluate their work places for the presence of hazardous
substances, harmful physical agents, and infectious agents, and to provide training to
employees concerning those substances or agents to which employees may be exposed.
Written information on hazardous substances, harmful physical agents or infectious
agents must be readily accessible to employees or their representatives. Employees
have a conditional right to refuse to work under imminent danger conditions, or if the
required information and training are not provided by the employer. Labeling
requirements for containers of hazardous substances and equipment or work areas that
generate harmful physical agents are also included in the Act.
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DISCIPLINE POLICY
The City Administrator, Director of Public Safety and supervisors are responsible for
maintaining compliance with City standards of employee conduct. City employees will be
subject to disciplinary action for failure to fulfill their duties and responsibilities at the level
required, including observance of work rules and standards of conduct and applicable
City policies.
Discipline will be administered in a non-discriminatory manner. An employee who
believes that discipline applied was either unjust or disproportionate to the offense
committed may pursue a remedy through the Grievance Procedures. The supervisor, City
Administrator, or Director of Public Safety will investigate any allegation on which
disciplinary action might be based before any disciplinary action is taken.
Corrective Action
It is our hope that all employees will perform their jobs satisfactorily, and comply with the
rules and policies of this organization. The management of the City would like to work
with employees in communicating and attempting to correct work-related problems.
However, if an employee does not satisfactorily perform his/her job, or is found in violation
of the rules, policies, or core values, the organization may implement corrective action.
Corrective action may take several forms, including, but not limited to, verbal warnings,
written warnings, suspension, or termination. The organization reserves the right in its
sole discretion to omit any or all of these steps, or add to or modify steps in any particular
situation. The City will take whatever corrective action it determines is appropriate in
response to the circumstances of any given situation.
Nothing in this section or in the organization’s disciplinary policies or practices changes
an employee’s right to terminate his/her employment with the City at any time, with or
without notice, for any or no reason, nor does it modify the organization’s right to terminate
any employee’s employment at any time, with or without notice, for any reason not
prohibited by law.
If the disciplinary action involves the removal of a qualified veteran, the appropriate
hearing notice will be provided and all rights will be afforded the veteran in accordance
with Minnesota law.
GRIEVANCE POLICY
It is the policy of the City, to the extent possible, to prevent the occurrence of events
leading up to the filing of grievances and to deal promptly with those, which occur. Any
employee may submit a grievance relating to the terms or conditions of his or her
employment. However, this procedure must not unreasonably interfere with the full,
faithful and proper performance of the employee’s duties. Time is of the essence in
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reporting a grievance, since the passage of time may interfere with the accurate
investigation of facts.
If an employee has a grievance, he or she should feel free to address the matter directly
with the parties involved. Also, anyone who believes he or she has experienced or
observed discriminatory, harassing or offensive behavior prohibited by this policy should
feel free to object to the behavior directly, and is, in any event, also expected to report
the behavior to their own, or another, supervisor or manager.
If an employee is not satisfied with the results of this procedure, they should bring the
matter to the City Administrator. Finally, unresolved issues should be brought to the
Mayor or a City Council Member.
In the interest of a prompt and accurate fact-finding process, employees should file a
grievance as soon as practicable after the alleged violation or dispute has occurred.
All reports will be taken seriously and investigated in as prompt and confidential a manner
as possible. Employees found to have violated the City’s harassment & offensive behavior
policy, or any other policy, will be subject to corrective action, up to and including
termination of employment.
The City of Corcoran also prohibits retaliation against anyone who reports behavior
prohibited by this policy or who participates in an investigation under this policy.
The City of Corcoran expects everyone in its workplace to support this grievance policy
and to behave in a way that is consistent with the intent and spirit of this policy.
City of Corcoran Employee Handbook
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EDUCATION AND TRAINING POLICY
The City promotes staff development as an essential, ongoing function needed to
maintain and improve cost effective quality service to residents. The purposes for staff
development are to ensure that employees develop and maintain the knowledge and
skills necessary for effective job performance and to provide employees with an
opportunity for job enrichment and mobility.
The City will pay for the costs of an employee’s participation in training and attendance
at professional conferences, provided that attendance is approved in advance under the
following criteria and procedures:
Job Related Training & Conferences
The subject matter of the training session or conference is directly job related and relevant
to the performance of the employee’s work responsibilities. Responsibilities outlined in
the job description, annual work program requirements and training goals and objectives
that have been developed for the employee will be considered in determining if the
request is job related.
CLE or similar courses taken by an employee in order to maintain licensing or other
professional accreditation will not be eligible for payment under this policy unless the
subject matter relates directly to the employee’s duties, even though the employee may
be required to maintain such licensing or accreditation as a condition of employment with
the City.
The City Administrator, Director of Public Safety, or supervisor is responsible for
determining job relatedness and approving or disapproving training and conference
attendance.
Out of State Travel
Attendance at training or conferences out of state is approved only if the training or
conference is not available locally. All requests for out of state travel are reviewed for
approval/disapproval by the City Administrator, Director of Public Safety, or supervisor.
Compensation for Travel & Training Time
Time spent traveling to and from, as well as time spent attending a training session or
conference, will be compensated in accordance with the federal Fair Labor Standards
Act.
Travel and other related training expenses will be reimbursed subject to the employee
providing necessary receipts and appropriate documentation.
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Travel & Meal Allowance
If employees are required to travel 50 miles outside of the area in performance of their
duties as a City employee, they will receive reimbursement of expenses for meals, lodging
and necessary expenses incurred. However, the City will not reimburse employees for
meals connected with training or meetings within City limits, unless the training or meeting
is held as a breakfast, lunch or dinner meeting. Reimbursement not to exceed the
allowable IRS rate.
Employees who find it necessary to use their private automobiles for City travel and who
do not receive a car allowance will be reimbursed at the prevailing mileage rate as
established by the City Council, not to exceed the allowable IRS rate.
Expenses for meals, including sales tax and gratuity, will be reimbursed according to this
policy. No reimbursement will be made for alcoholic beverages.
Memberships and Dues
The purpose of memberships to various professional organizations must be directly
related to the betterment of the services of the City. Normally, one City membership per
agency, as determined by the City Administrator or Director of Public Safety is allowed,
providing funds are available.
Upon separation of employment, individual memberships remain with the City and are
transferred to another employee by the supervisor.
Request for Participation in Training & Conferences
The request for participation in a training session or conference must be submitted in
writing to the employee’s supervisor on the appropriate form. All requests must include
an estimate of the total cost (training session, travel, meals, etc.) and a statement of how
the education or training is related to the performance of the employee’s work
responsibilities with the City.
Requests for training must be approved by the employee’s supervisor, the City
Administrator, or Director of Public Safety. Documentation approving conference or
training attendance will be provided to the employee with a copy placed in the employee’s
personnel file.
Payment information such as invoices, billing statements, etc., regarding the conference
or training should be forwarded to accounting for prompt payment.
Tuition Reimbursement
To be considered for tuition reimbursement the employee must be in good standing and
have been employed by the City for at least one year. All requests for tuition
reimbursement will be considered on a case-by-case basis by the City Administrator or
Director of Public Safety, with final approval/disapproval provided by the City Council.
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Courses taken for credit at an approved educational institution must meet the following
criteria to be approved for reimbursement:
• Courses must be directly related to the employee's present position (whether
required for a degree program or not);
OR
• Courses must be directly related to a reasonable promotional opportunity in the
same field of work as present position (whether part of a degree program or not).
AND
• The City will pay the cost of tuition upon successful completion (C grade or better;
“pass” in a pass/fail course) of the approved course. Reimbursements will be
prorated for part-time employees. The maximum reimbursement per course will
be based on an average course cost at the University of Minnesota. Employees
may elect to attend a more costly school provided they pay the difference in cost.
AND
• Employees must reimburse the City if they voluntarily leave employment within
twelve (12) months of receiving tuition reimbursement from the City.
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Effective as of December 1January 1, 20171 Approved 03-08-201212-08-2016 Page 67
Appendix
CODE OF ETHICS
The proper operation of democratic government requires that all public service employees
be independent, impartial and responsible to the people; that government decisions and
policy be made in the proper channels of the government structures; that public
employment not be used for personal gain other than anticipated by the employment
relationship; and that the public have confidence in the integrity of all its government. In
recognition of these goals, there is hereby established a Code of Ethics for all elected
officials and appointed officials of the City of Corcoran, pursuant to Minnesota Statutes
471.895, as well as for all other employees of the City of Corcoran.
The purpose of this Code is to establish ethical standards of conduct for all such
employees by setting forth examples of those acts or actions that are incompatible with
the best interests of the City and by directing disclosure by employees of any private,
financial or other interests in matters affecting the City. The provisions and purposes of
this Code and such rules and regulations as may be established are hereby declared to
be in the best interest of the City of Corcoran.
Definitions
For the purpose of this policy, the following definitions shall apply:
• Business: any corporation, partnership, proprietorship, firm, enterprise, franchise,
association, organization, self-employed individual, or any other legal entity which
engages either in non-profit or profit-making activities;
• Confidential Information: any information obtained under government authority
which has not become part of the body of public information and which, if release
prematurely or in non-summary form, may provide unfair economic advantage or
may adversely affect the competitive position of an individual or business.
Confidential information includes, but is not limited to, data that is classified as not
public data under the Minnesota Data Practices Act.
• Private Interest: any interest, including but not limited to a financial interest, which
pertains to a person or business whereby the person or business would gain a
benefit, privilege, exemption, or advantage from action of the City employee that
is not available to the general public in the same manner.
• Employee or Employees: employees, appointed officials, and elected officials of
the City of Corcoran.
Responsibilities of Public Office
Public employees are agents of public purpose and hold their positions for the benefit of
public. They are bound to uphold the Constitution of the United States and the
Constitution of the State of Minnesota and to carry out impartially the laws of the nation,
state and municipality and thus to foster respect for all government. They are bound to
observe in their official acts the highest standards of morality and to discharge faithfully
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the duties of their particular position regardless of personal considerations, recognizing
that the public interest must be their primary concern. Their conduct in both their official
and private affairs should be above reproached.
Dedicated Service
Employees shall adhere to adopt rules of conduct as outlined in the personnel policies.
Employees shall not exceed their authority or breach the law or ask others to do so, and
they shall work in full cooperation with public officials and employees unless prohibited
from doing so by law or by officially recognized confidentiality of their work.
Rules of Conduct
All employees of the City of Corcoran shall conform to and comply with the provisions of
these rules and all other applicable policies. Any willful violation shall be considered
insubordination and subject to disciplinary action, up to and including dismissal from
employment in the City’s discretion.
Acceptance of Gifts or Favors
Employees of the City, in the course of, or in relation to their official duties, shall not
directly or indirectly receive, or agree to receive, any payment of expense, compensation,
gift, reward, gratuity, favor, service, or promise of future employment or other future
benefit from any source, except the City, for any activity related to the duties of the
employee unless otherwise provided by law. However, the acceptance of any of the
following shall not be in violation of this section:
1. An item or service of insignificant monetary value;
2. A plaque or similar item if given to recognize individual services in a field of
specialty or a charitable cause;
3. Informational material of unexceptional value;
4. Food or beverage given at a reception, meal or meeting by an organization before
whom the recipient make a speech or answers questions as part of a program, if
the location of reception, meal or meeting is away from the recipient’s place of
work;
5. Gifts given because of the recipient’s membership in a group; however the majority
of the members of the group must not be local officials. In addition, the gift is only
acceptable if an equivalent gift is given to the other members of the group;
6. Services to assist an official in the performance of official duties, which would
include such things as providing advice, consultation, information, and
communication in connection with legislation and services to constituents;
7. Lawful campaign contributions;
8. Prizes won of nominal value at any convention, meeting or sporting event at which
an employee is a representative for the City, even if the City pays any registration
or attendance fee for the employee;
9. Honoraria or expense paid for papers, talks, demonstrations or appearances made
by employees on their own time for which they are not compensated by the City;
10. A ticket or tickets entitling the bearer to admission to a promotional event.
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An employee who does accept any item listed in 8,9 or 10 above from a person, firm,
labor union, partnership or corporation having any business, administrative, legislative,
contractual or similar relationship with the City, shall notify his/her immediate supervisor
of the acceptance of the prize or item.
Use of Confidential Information
An employee of the City shall not use confidential information to further the employee’s
private interest and shall not accept outside employment or involvement in a business or
activity that will require the employee to disclose or use confidential information.
Conflicts of Interest
The following actions by an employee of the City shall be deemed a conflict of interest,
and shall be subject to disciplinary action as appropriate;
1. Use or attempted use of the employee’s official position to secure benefits,
privileges, exemptions or advantages for the employee or the employee’s relatives,
or others with which the employee is associated that are different from those
available to the general public;
2. Acceptance of other employment or contractual relationship that will affect the
employee’s independence of judgment in the exercise of the employee’s official
duties; or
3. Actions as an agent or attorney in any action or matter pending before the City
except in proper discharge of official duties or on the employee’s behalf.
Determination of Conflicts of Interest
Employees have the responsibility to avoid potential conflicts of interest. A conflict of
interest shall be deemed to exist when a review of the situation by the employee, the
employee’s supervisor or the City Administrator determines any of the following
conditions to be present:
1. The use for private gain or advantage of City time, facilities, equipment or supplies,
or prestige or influence of City office employment;
2. Receipt or acceptance by an employee of any money or other things of value from
anyone other than the city for the performance of work that the employee would
be required or expected to perform in the regular course of hours of City
employment or as part of the duties as an employee;
3. Outside employment by a business that is subject to the direct or indirect control,
inspection, review, audit or enforcement by the employee; or
4. The performance of an act in other than the employee’s official capacity that may
later be subject directly or indirectly to the control, inspection, review, audit or
enforcement by the employee.
5. A City employee who is in direct contact with suppliers or potential suppliers to the
City or who directly or indirectly influences a purchasing decision by establishing
specifications, testing products, evaluating contracted services, or otherwise has
official involvement in the purchasing or contracting process:
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a. Has any financial interest or has any personal beneficial interest, directly or
indirectly, in contracts or purchase orders for goods or services used by,
purchased by or furnished to the City; or
b. Accepts directly or indirectly from a person, firm or corporation to which a
contract or purchase order has been, or may be, awarded a rebate, gift,
money, or anything of value, other than items of nominal value.
c. Accepts any promise obligation or contract for future reward.
Resolution of Conflict of Interest
If the employee, the employee’s supervisor or the City Administrator or Director of Public
Safety determines that a conflict of interest exists, that matter shall be assigned to another
employee who does not have a conflict of interest. If it is not possible to assign the matter
to an employee who does not have a conflict of interest, interested persons shall be
notified of the conflict and the employee may proceed with the assignment.
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EMPLOYEE ACKNOWLEDGEMENT
I hereby acknowledge that I have received a copy of the City’s Employee Handbook. I
understand that the contents of this Handbook are for general information and guidance
and it does not constitute a contract. I understand that it replaces and supersedes any
previous policies, manual or communications, whether written or oral. I further understand
that all contents of this Employee Handbook are subject to change in accordance with
applicable laws but employees will be advised of any City initiated changes to policies
contained.
I understand that certain employees are covered by a collective bargaining agreement.
Should there be a difference between the collective bargaining agreement and this
handbook, the collective bargaining agreement will prevail.
I have entered into my employment relationship with the City of Corcoran voluntarily and
acknowledge that there is no specified length of employment. Employees have the right
to terminate the employment relationship with the City at any time, with or without notice,
for any reason. The City has the same right to terminate the employment relationship at
any time, with or without notice, for any reason not prohibited by law. The organization
retains sole discretion to add, delete, or change anything contained in this handbook
except employment-at-will.
I understand and agree that no employee or representative of the City of Corcoran has
the authority, at present or in the future, to promise me any benefit or make any
agreement with me, oral or written, which in any way conflicts with this Employee
Handbook or any of these statements, and that no person other than the City Council has
the authority to change any policy, benefit, rule or procedure as stated in this Handbook.
I understand it is my responsibility to read and understand the contents of this Employee
Handbook including the Harassment & Offensive Behavior policy. If I do not understand
any provision of the Handbook, I shall contact my immediate supervisor or the City
Administrator for clarification.
Employee Signature
Print Name Date
Note: Employees will be required to acknowledge receipt of the Employee
Handbook by signing this acknowledgement.
- This copy is to remain in the Handbook -
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EMPLOYEE ACKNOWLEDGEMENT
I hereby acknowledge that I have received a copy of the City’s Employee Handbook. I
understand that the contents of this Handbook are for general information and guidance
and it does not constitute a contract. I understand that it replaces and supersedes any
previous policies, manual or communications, whether written or oral. I further understand
that all contents of this Employee Handbook are subject to change in accordance with
applicable laws but employees will be advised of any City initiated changes to policies
contained.
I understand that certain employees are covered by a collective bargaining agreement.
Should there be a difference between the collective bargaining agreement and this
handbook, the collective bargaining agreement will prevail.
I have entered into my employment relationship with the City of Corcoran voluntarily and
acknowledge that there is no specified length of employment. Employees have the right
to terminate the employment relationship with the City at any time, with or without notice,
for any reason. The City has the same right to terminate the employment relationship at
any time, with or without notice, for any reason not prohibited by law. The organization
retains sole discretion to add, delete, or change anything contained in this handbook
except employment-at-will.
I understand and agree that no employee or representative of the City of Corcoran has
the authority, at present or in the future, to promise me any benefit or make any
agreement with me, oral or written, which in any way conflicts with this Employee
Handbook or any of these statements, and that no person other than the City Council has
the authority to change any policy, benefit, rule or procedure as stated in this Handbook.
I understand it is my responsibility to read and understand the contents of this Employee
Handbook including the Harassment & Offensive Behavior policy. If I do not understand
any provision of the Handbook, I shall contact my immediate supervisor or the City
Administrator for clarification.
Employee Signature
Print Name Date
Note: Employees will be required to acknowledge receipt of the Employee
Handbook by signing this acknowledgement.
- This copy is to be removed and placed in the employee’s personnel file -
STAFF REPORT Agenda Item 12c.
Council Meeting:
December 8, 2016
Prepared By:
Director Matt Gottschalk
Topic:
Predatory Offender Ordinance
Action Required:
Ordinance Adoption
Summary:
The State of Minnesota requires individuals convicted of certain sex crimes to register
as predatory offenders. Statistics tend to show that most sex offenses are committed by
first time offenders and majority of sex offenders do not reoffend. In addition to sex
crimes, other criminal acts like murder, kidnapping, and false imprisonment require
registration as a predatory offender. Each statutorily defined predatory offender receives
an end-of-confinement review from a committee consisting of the head of their
correctional or treatment facility, a law enforcement officer, a sex offender treatment
professional, a caseworker experienced in supervising sex offenders, and a victim’s
services professional. This committee performs a comprehensive review of the offender
and determines their risk assessment score to quantify their risk to re-offend.
The State of Minnesota has four predatory offender registration levels. The lowest level
is a “Not Assigned” risk level. This means that the offender likely has the lowest risk to
re-offend. Level 1 classifications are assigned to predatory offenders with a risk
assessment score indicating a low risk to reoffend. Offenders with a risk assessment
score indicating a moderate risk to reoffend are assigned a Level 2 classification.
Offenders with a risk assessment score indicating a high risk to reoffend are assigned a
Level 3 classification. Based on staff’s experience, most predatory offenders in
Minnesota have a Not Assigned or Level 1 risk classification. Law Enforcement is not
allowed to publicly disclose an individual’s status as a predatory offender or their risk
level except as outlined under Minnesota State Statute 244.052 Subd. 4. Level 3
predatory offender residency is often subject to a community notification meeting. For
more information on predatory offender classifications review Minnesota State Statute
244.052. The Minnesota Bureau of Criminal Apprehension also has excellent
information about predatory offender registration on their website.
A number of communities in Minnesota have recently enacted Predatory Offender
ordinances restricting treatment programs, residency, and certain conduct by predatory
offenders. Most of these ordinances only address Level 2 or Level 3 offenders. Several
of these municipalities are in the Minneapolis/St. Paul metropolitan area and have
sizeable populations. When these larger communities legislate the displacement of a
portion of community members classified by the State of Minnesota as predatory
offenders moderately or highly likely to re-offend they are displaced to communities
without such restrictions. Outer ring suburbs in our metropolitan area are beginning to
experience this displacement. The displacement results in a disproportionate number of
predatory offenders living these communities.
Staff Report—December 8, 2016 Council Meeting Prepared by Director Gottschalk
Page 2
Near the end of October staff reached out to the Council to see if there was a desire to
explore a predatory offender ordinance for the City of Corcoran. Staff received direction
from Council to move forward with drafting an ordinance. During the month of
November staff spent time drafting a predatory offender ordinance with guidance from
the City Attorney.
The City cannot legally ban a specific group people from establishing residency in the
community. Studies do show that social and relationship proximity is a significant
recidivism factor for predatory offenders, not specifically geographic residency;
however, we also know that residents of Corcoran establish significant, often lifelong,
relationships based on their geographic surroundings. The intent of the ordinance is to
protect the safety of City residents to the greatest extent possible while enacting
restrictions to guide where predatory offenders designated as moderately or highly likely
to reoffend are eligible to establish residency resulting in their greatest chance for
successful reintegration into society and reducing their likelihood of recidivism.
Currently, the City of Corcoran does not have any level two or level three offenders
residing in the community.
Financial/Budget:
Staff has invested time in researching and drafting the ordinance and consultation was
sought from the City Attorney. A small amount of expense will be incurred for the
necessary postings and publication of the ordinance.
Alignment with Values:
This item relates to the following adopted values:
EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES
We believe that service to the public is our reason for being and strive to deliver
quality services in a highly professional, cost-effective, and friendly manner.
OPEN AND HONEST COMMUNICATION
We believe that open and honest communication is essential for an informed and
involved citizenry and to foster a positive working environment for employees.
TREATING THE CITIZEN AS OUR CUSTOMER
We believe that citizens are our customers and should be treated with courtesy,
respect, and deserve the best services we can provide.
EQUAL OPPORTUNITY
We believe that every employee and citizen should be afforded an equal
opportunity to participate in all aspects of employment, citizenship, and
governance in the City of Corcoran based exclusively on their ability to
contribute.
Staff Report—December 8, 2016 Council Meeting Prepared by Director Gottschalk
Page 3
Options:
1. Adopt Ordinance 2016-341 Chapter 85: Predatory Offender Residency and
Conduct and Ordinance 2016-342 Summary Ordinance (for 2016-341).
2. Adopt the ordinance and summary ordinance with specified changes.
3. Send back to staff for further changes.
4. Decline to adopt a predatory offender ordinance.
Recommendation:
1. Adopt Ordinance 2016-341 Chapter 85: Predatory Offender Residency and
Conduct and Ordinance 2016-342 Summary Ordinance (for 2016-341).
Council Action:
Consider a motion to Adopt Ordinance 2016-341 Chapter 85: Predatory Offender
Residency and Conduct and the associated summary ordinance 2016-342.
Attachments:
1. Ordinance 2016-341 Chapter 85: Predatory Offender Residency and Conduct
draft ordinance.
2. Ordinance 2016-342 Summary Ordinance
City of Corcoran December 8, 2016
County of Hennepin
State of Minnesota
ORDINANCE NO. 2016-341
Motion By:
Seconded By:
AN ORDINANCE REGULATING PREDATORY OFFENDER RESIDENCY AND CONDUCT
THE CORCORAN CITY COUNCIL ORDAINS AS FOLLOWS:
Chapter 85 is established to read as follows.
CHAPTER 85: PREDATORY OFFENDER RESIDENCY AND CONDUCT
85.01: PURPOSE, FINDINGS AND INTENT.
The purpose of this ordinance is to provide regulations of general applicability for property
throughout the city in order to protect the health, safety, and welfare of the community and its
residents.
The City finds that improperly supported predatory offenders present a significant threat to the
public safety of the community, especially children, females, and vulnerable populations. The
cost of predatory offender victimization to society as a whole, while not precisely calculable, is
substantial.
This ordinance intends to:
1. Provide public safety.
2. Reduce the likelihood of recidivism for predatory offenders.
3. Provide protection and security for crime victims.
4. Maintain neighborhood stability.
5. Safely reintegrate former offenders into the law-abiding community.
6. Facilitate the support and supervision of predatory offenders in Corcoran.
The intent of this ordinance is to provide residency opportunities within the city where
predatory offender residency can safely be established subject to the limitations of this code.
85.02: Definitions.
Predatory Offender - means any person who has been designated a Level II or Level III
predatory offender under the provisions of Minnesota State Statute 243.052 or successor
statute, or any similar statute from another state in which that person’s risk assessment
indicates a moderate or high risk of re-offense.
Permanent Residence - means any a place where the person abides, lodges, or resides for
14 or more consecutive days.
Temporary Residence - means a place where a person abides, lodges, or resides for a
period of 14 or more days in the aggregate during any calendar year and which is not the
person’s permanent address, or a place where the person routinely abides, lodges, or resides
City of Corcoran December 8, 2016
County of Hennepin
State of Minnesota
ORDINANCE NO. 2016-341
for a period of four or more consecutive or non-consecutive days in any month which is not
the person’s permanent residence.
Predatory Lurking - means sitting, standing, or remaining in or around an area, without
legitimate business, in a manner intended to insight, or having reasonable grounds to know it
will insight an immediate breach of the peace or in a manner that demonstrates an intent to
commit harassment as defined by Minnesota State Statute 609.748, stalking as defined by
Minnesota State Statute 609.749, interference with privacy as defined by Minnesota State
Statute 609.746, or disorderly conduct as defined by Minnesota Statute 609.72.
School Zone - means any property owned, leased, or controlled by a school district or an
organization operating a nonpublic school, as defined in Minnesota State Statute 123B.41,
subdivision 9, where an elementary, middle, secondary school, secondary vocational center
or other school providing educational services in grade one through grade 12 is located, or
used for educational purposes, or where extracurricular or cocurricular activities are regularly
provided.
Licensed Child Care Center - means a child care center currently licensed by the applicable
County or the State of Minnesota.
Children’s Recreation Area - means a public or privately owned, improved park or other
outdoor area designed, equipped, and set aside primarily for the use of the general public for
children’s play, including hiking, biking, swimming, equestrian activities, or athletics.
Children’s Programming -means formally organized activities available to the general public
for the education, entertainment, or recreation of children under the age of 18 occurring at
least twelve times per year.
85.03: Prohibited Conduct.
1. Prohibited residential programs. A residential program whose purpose is to treat predatory
offenders who have violated criminal statutes or have been adjudicated delinquent on the
basis of conduct in violation of criminal statues shall be prohibited.
2. Prohibited location of residence. It is unlawful for any predatory offender to establish
permanent or temporary residence:
a) within 2,000 feet of any school zone,
b) within 2,000 feet of any licensed daycare center,
c) within 2,000 feet of any children’s recreation area, or
d) within 2,000 feet of any site that hosts children’s programming.
For the purpose of determining the minimum distance separation required by this section, the
requirement shall be measured by following a straight line from the outer property line of the
permanent or temporary residence of the predatory offender to the nearest outer property line
of the protected property.
City of Corcoran December 8, 2016
County of Hennepin
State of Minnesota
ORDINANCE NO. 2016-341
3. Property owner responsibilities. It is unlawful for a property owner to knowingly let or rent
any place, structure or part thereof, trailer or other conveyance, with the knowledge that it will
be used as a permanent or temporary residence in violation of 85.03 section 2. Prohibited
location of residence.
4. Prohibited conduct. It is unlawful for any predatory offender to engage in predatory lurking
within 250 feet of a school zone, licensed daycare center, children’s recreation area, or
children’s programming site.
85.04: Exceptions.
A person shall not be found in violation of this ordinance if any of the following apply:
a) The predatory offender established the permanent or temporary residence and
reported and registered the residence pursuant to Minnesota Statutes 243.166 and
243.167 or any successor statute, prior to the effective date of this ordinance.
b) The school zone, licensed daycare center, children’s recreation area, or children’s
programming site within 2,000 feet of the predatory offender’s permanent or
temporary residence was opened or started after the person established such
residence and reported and registered the residence pursuant to Minnesota
Statutes 243.166 and 243.167, or any successor statute.
c) The predatory offender is under the age of 18 and the residence is the primary
residence of the predatory offender’s parent(s) or court appointed caregiver.
d) A property owner who has formally initiated the eviction process and is diligently
pursuing the eviction of a predatory offender in violation of 85.03 section 2.
Prohibited location of residence.
85.05: Enforcement.
Any violation of Chapter 85 shall be a misdemeanor. Each day in violation of 85.03 section 2
or section 3 constitutes a separate offense. Each violation of 85.03 section 4 constitutes a
separate offense.
85.06: Severability.
If any language in this ordinance is deemed to any extent invalid, illegal, or incapable of being
enforced, such language shall be excluded only to the extent of such invalidity, illegality, or
unenforceability; all other language hereof shall remain in full force and effect.
Effective Date. This Ordinance shall be in full force and effect upon its publication and
passage.
City of Corcoran December 8, 2016
County of Hennepin
State of Minnesota
ORDINANCE NO. 2016-341
VOTING AYE VOTING NAY
Guenthner, Ken Guenthner, Ken
Keefe, Mike Keefe, Mike
LaFave, Tonya LaFave, Tonya
Hank, Pat Hank, Pat
Thomas, Ron Thomas, Ron
Whereupon, said Ordinance is hereby declared adopted on this 8th day of December 2016.
___________________________________
Kenneth Guenthner - Mayor
ATTEST:
____________________________________
City Seal
Jessica Beise– City Clerk/Administrative Services Coordinator
City of Corcoran December 8, 2016
County of Hennepin
State of Minnesota
ORDINANCE NO. 2016-342
Page 1 of 1
Motion By:
Seconded By:
CITY OF CORCORAN
SUMMARY OF ORDINANCE NO. 2016-341
AN ORDINANCE REGULATING PREDATORY OFFENDER RESIDENCY AND CONDUCT
Ordinance 2016-341 establishes Chapter 85 of the Corcoran City Code which regulating
predatory offender residency and conduct.
A printed copy of the complete ordinance is available for inspection by any person at City Hall
during the City Clerk’s regular office hours.
VOTING AYE VOTING NAY
Guenthner, Ken Guenthner, Ken
Keefe, Mike Keefe, Mike
LaFave, Tonya LaFave, Tonya
Hank, Pat Hank, Pat
Thomas, Ron Thomas, Ron
Whereupon, said Ordinance is hereby declared adopted on this 8th day of December 2016.
___________________________________
Kenneth Guenthner - Mayor
ATTEST:
____________________________________
City Seal
Jessica Beise– City Clerk/Admin istrative Services Coordinator
City of Corcoran
2016/2017 City Council Schedule
Agenda Item 14.
December 8, 2016
Financial Performance Report
Truth-in-Taxation Hearing
Predatory Offender Ordinance
2017 Water and Sanitary Sewer Budget
Employee Handbook Update
Easement Purchase Agreement – 20000 County Road 10
Closed Session - City Administrator Performance Evaluation
December 19, 2016 MONDAY
Job Description Updates – Director of Public Safety, Lieutenant, City Clerk-
Administrative Services Coordinator, and Public Works Superintendent
Planning Project Update
Code Compliance Report
Ordinance Amendment for Dynamic Signs in MP District
Lennar Ravinia 7th Addition PUD Amendment
IUP for Solar
2016 Year in Review
2017 Labor Agreement – Police Officers
2017 Fee Schedule
2017 General Fund Budget and Property Tax Levy
2017 Full-time, Part-time, and Seasonal Wage Schedule
2017 Water and Sanitary Sewer Budgets
Job Description Update – City Administrator
Resolution Honoring Outgoing Mayor Ken Guenthner
Resolution Honoring Outgoing Councilmember Pat Hank
January 12, 2017
Oath of Office
o Ron Thomas
o Jonathan Bottema
o Brian Dejewski
Annual Appointments
2040 Comprehensive Plan Update Process
2017 City Council Calendar
Discussion on Goal Setting meeting/work sessions
Maintenance Worker Recruitment Process