HomeMy WebLinkAboutItem 06.iDecember 1, 2011
Proposed Action
.wr +' of d�P, following a' Move a � b to
recommends adoption of the following. motion: Move to approve amendments to
City of Lakeville Policy Manual.
Passage of this motion will amend various policies within the Administration Section of
the manual.
Overview
AMENDMENTS TO
CITY OF LAKEVILLE POLICY MANUAL
Item No.
City staff is in the process of reviewing all policies within the Lakeville Policy Manual.
The attached redlined policies, related to the Administration Section of the manual,
were reviewed by City Council at work sessions and have been recommended for
approval. They have also been reviewed and approved by City Attorney Roger
Knutson.
Primary Issues to Consider
• None.
Supporting Information
• Administration Policies: City Council Meetings; City Council /Staff Relations;
Commissions, Committees, and Boards; Distribution of Minutes and Agenda;
Dues and Memberships; Employment of Spouse /Relatives; Ethics and Gifts;
Records Retention; Staff Introductions before Council; Use of Consultants;
and Volunteer Programs.
Res R Manager
Financial Impact: $ $0 Budgeted: N/A Source:
Related Documents (CIF, ERP, etc.):
Notes:
SECTION 1
ADMINIST TION POLICIES
1.00 PURPOSE
2.00 MEETINGS
Council, if 1 a
4.00 APPEARANCES
POLICY 1.01
CITY COUNCIL MEETINGS
1.01 The purpose of this policy is to establish guidelines for arranging for items to be placed on the
City Council agenda and how appearances are arranged.
2.01 Regular scheduled meetings of the Lakeville City Council are on the first and third Monday of
each month. City Council m.eetin .s may be scheduled on other days if the meeting conflicts with
elections, holidiys, or due to lack of quorum. M.ectings may also be scheduled at the written
request of the .Mayor or two Council Members.
2.02 City Council work sessions are scheduled as needed.
3.00 CITY COUNCIL AGENDA
3.01 The City Council agenda is assembled by the City Administrator's office.
3.02 Council agendas are distributed to the City Council on the Friday prior to each Council meeting.
4.01 To make an official appearance before the Lakeville City Council, notification must be received
by the City Administrator's office by noon on the Wednesday before a Council meeting.
4.02 Requests for such an appearance should be accompanied by a brief summary of the issue or topic
to be addressed.
4.03 Any citizen may address the Council on any topic during the public comments portion of the
agenda.
5.00 STAFF ATTENDANCE AT CITY COUNCIL MEETINGS
5.01 City department directors and staff members, including City Clerk and City Attorney will attend
City Council meetings as requested by the City Administrator, When attending a Council
meeting, the division or department director should look to the City Administrator for guidance
as to when to respond to questions or to volunteer information. The City Administrator always
has the option of "fielding" any question from a member of the City Council.
5.02 No employee shall bring any official business before the Council without the express permission
of his or her department director. No department director shall grant this permission or discuss a
problem himself or herself with the Council without the City Administrator's approval.
Unanticipated items or emergency matters must also be discussed with the City Administrator
before presentation or discussion with the Council.
5.03 Any city employee may appear before the Council as a private citizen to voice their concerns.
1.00 PURPOSE
POLICY 1.02
CITY COUNCIL /STAFF RELATIONS
1.01 The purpose of this policy is to set forth the basic regulations regarding the various contacts and
working relationships of the members of the City Council and those employees appointed by or
under the direction of the City Administrator.
2.00 GENERAL
2.01 The City of Lakeville operates under the Council - Administrator foil"' of government. Under this
form of local government, citizens elect the City Council, which is responsible for making basic
policy decisions for the community. The Council employs a City Administrator who provides
administrative leadership for carrying out the policy formulated by the City Council.
2.02 The success enjoyed by the Council- Administrator form of local government is in large measure
a result of a clear recognition on the part of all officials concerned that the legislative and
administrative branches of government must operate within their respective spheres of
responsibility to preserve the orderly process of governmental activity.
3.00 COMMUNICATIONS wTTII COUNCIL MEMBERS AND '3 HI Pt B1.IC
3.01 The City Administrator is responsible for implementing the legislative and policy decisions of the
City Council, The City Council issues all orders and directives through the City Administrator
because he/she is responsible for the day -to -day operation of the City government.
3.02 On occasion a Council member, in his or her desire to serve the people of Lakeville whose
interest he or she is elected to voice, may handle a problem or inquiry less forrrially, perhaps even
making a request or suggestion directly to a division or department director. I.n such an instance,
if the matter can be handled in conformance with existing administrative policy, it should be
resolved as the priority of the problem dictates.
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.
; pf'. f1CtE i :i tC3l.ti, i t �i mhe si t? } {—w -i e 4z trrEtE € 'iti
3.03 Requests from a Council member for information or to respond to maintenance problems,
ordinance enforcement difficulties, etc., shall be courteously responded to as soon as possible. _
--i ffe-Fr K (1; ? 3 3 b 4 ',
s "co whethef
411,e419.4.c ?i- -, , et- 04 t : of ;. nl ei e... -f:' x.�f l--isx}Li'"- = x,'-'�- :'- t e' : - '; .i�.'
�) i t it.) C OLI Call 11](,i beri t. iT'd i)-1 3V Cti S11011 �L ?3"C�Ie7 ?j_�_y 4.
. ' 3 1 tt �i cc7trttrtrt�icEtitc r 5 between c.t .... _ - .. -
rcpt tic to the City Administrator.
3.0405 The members of the City Council, the City Administrator and all City employees have • a
responsibility to maintain the sometimes delicate balance of relationships essential to the proper
functioning of the Council - Administrator form of government. The role of Staff in maintaining
this proper relationship is as important as the role of elected officials. Those in administrative
positions have a responsibility to make recommendations on policy decisions, but such
recommendations should be made only through their immediate superiors. Suggestions and
recommendations from those in administrative positions should always be made through the
proper channels.
3 When_ an. employee fti s -d for information by the p that rein to City policy ..t
n be,
reasonably assumed that the employee is sr)eakin for t. C Il the employee 'mist resip nd
generally alt and not advocate or ,attempt to induce tw ,f,I ec ific actions to he taken iiY ihe.1 a l c. t:c
ri tlue.nL( an issue. an eritnlo ee is asked for information r r 3rdii a= otficr i4 staff gp.intut ti the
emplQo\LL. shall refer the individuals) to their supervisor. If a Council Member b elie ti tflat
there has been .1rnplcpe,r influence, they shall discuss the issue with the City_ Administrator for
resolution. (see e article 3,041
3.0507 On items before the City Council at a complex or controversial nature, the staff should in all
instances attempt to formulate a group consensus and ultimately a staff position or
recommendation. Once this position or recommendation is established, individual staff members
should support the position as is necessary to present a unified approach to the situation.
4.00 LETTERS WRITTEN ON BEHALF OF COUNCIL MEMBERS
4.01 The City Administrator's office routinely receives letters addressed to the. Mayor or to a
partieulaT Council member. Frequently, the writer is requesting from the Mayor or Council
member administrative or technical information that can be provided by a City staff member.
Such letters will be reviewed by the City Administrator and forwarded to the appropriate
department director for preparation of a response.
4.02 Upon receipt of such a letter from the City Administrator's office, the department director should
research any necessary information and prepare a responding letter for the signature of the Mayor
or Council member. The lower left -hand margin of the letter should contain the initials of the
person preparing the letter as well as those of the typist. The letter will then be sent back to the
City Administrator's office for review. The City Administrator's office will submit the letter of
the citizen and the prepared letter of response to the Mayor or particular Council member for
their review and signature. The City Administrator's office will then make copies for fling
before sending the letter to the citizen.
1.00 PURPOSE
POLICY 1.03
COMMISSIONS, COMMITTEES, AND BOARDS
1.01 This policy shall define the roles of various advisory groups to the Lakeville City Council.
2.00 COM.MISSIONSICOMMITTEES/BOARDS
'? Lakeville City Council has the authority to create advisory commissions, committees, and boards
by ordinance or resolution.
02 Commissions created by ordinance are the Planning Commission (Section 2.1 -1)_; and -the Civil
.De eme -i ar-t+ r {section 2 ? 1). Rules, regulations and duties for each are contained within
those ordinances.
2.02 Commissions, committees, and boards created by resolution include but are not limited to the
Economic Development Commission, Finance Committee, Parks, Recreation and Natural
Resources Committee, Cable TV Board, and the Lakeville Area Arts Center Board.
2.03 Application for positions on boards or commissions is made to the City Administrator's office on
forms prescribed by that office.
2.04 The City Council appoints commission, committee, and board members.
2.05 Staff liaisons for commissions, committees, and boards are assigned by the City Administrator
unless identified within the enabling ordinance.
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(ri)-
p a rta en -1=eif .
rioripti.19-4E.,-44.4‹... of c124ii-i-11.34
Cla-S+ii.fl€44- or prot
',arty persciii-7-ati:.e-iiey or
or u.-i.
paragraph t:t'+r
pot tdi . k " _ cinder stll",C ??'= o r ,
the do-
-i §?-t- csti
wh'ot1 ei t1- legal tuit.ior is i1.c#er[lniied- tfti-14e
.'..n -f Ktiktn --fit =i 4:4e -di. -r-i4 court in t e-cot nty
citi : ->oiia tcit!iit a] or itToti_icit.c;.4
weit3:4L'�e�.I t "i.P'�''q'."...Kk�?"'fL }".`�"a "�"- SSE. FS4 �.. A ,'::" 2'.'o
" 1. n 3t- F t:kb1i:::. data
??7-, , -t - f S'C'.ti'1g .,F.,x- 4- =- L:. -re.z 3�..:.xa.. s £- ;§ .. ... _ ,. �. F(± 7 , tzz'rr
tactiA upon tit.. occurrericc of any c.r€ t.hc folliowing
7{i
1. ., cx u.i:;iN:i- - lie4, t-y to -- ; iiiursuo -'
t!E?fi E :r i`. t zE' r'rE:rccT zr{�af Ci it acti*. -
a _ iCcomplaint complaint under the
7i.ici, ct
at-t li font- n-E'$V €fir on f -14.. : ,-. appeal-by-
; . ? Wi=t-: f - o in- p - i _ ti.te : ti : e
- { �:•W'``r-7-E'�f? -ft° 4 ��.;i�- ?':s- 'r1� €?�"�,: ,.,. .",
'a' = t}t, i= ;•-- *`.'s `' r; �y? t '+�$_ :5° j^ i_'.iE ;'��` {" d t °r:.e lise3?...e-`- :i -3?.c- „ -fit= -'i�#. z r:? -E' -E�b; e °�`1:.: ry - ` ia l ad .?E:C:
.:..��'}i.�j�� `�- ntici E,k.at3:-itty E":x,, -!itipt .,<- . ?Iltt$ ,.c.:anw`I'd!I
7.00 ELECT
7. =' ,: i L
P. .7o Ev. -
10,ct-1 �d trainit l3 ;-i4rE. n
ienors
- c €l} to- 4.€-- t€ 1 t time r
en: Ito - yee- ii --far the use
-e1ai it public. (St. Peter
7 "02 The tc�iio * -er .z. - :cord; ;vr3S of
t11e Cit iS> s€ I.c ( 1.S. 13.'1+
1. tame;
ho'-ne ciddre;
city ad c
1. the hasis- e- i : £-a` §4 =f t43- iii" dried -?t3 i' cn1:
€ ?tom 3t I ;/C::3'113erSiiip
7.03 fleeted o
13._3-)
d; het
7.0 i-1 1 r a 'i z � ... i �? 3 r { a rid ( I_rs xt
6: 1 C: i ,..� i-!✓"�YC°{" " f''C i `k°.'Y'}'i �.;ti:�9�.'�.s°' [St't� w. C...."'-"' �$: i � '{'A °f"'.- .'i}.-P't- €51-.i.1 F
.. S. 13.60)
SA40 Cf -M-E N'TY" _C= . '. Q'? 1 �-- PM NT= [D.k
of- eeI property that are
dE ?i:7i t =;S r E1 --t. -:=f .t41- --13 4+ -se ;? of '43s?? }ell z'fe>- -. s S ".i4i- as eenfidentia . data -ei3
":-Piti -64.3. w. E
s sioner:
41.74...1Zvf'ar- .': 'f } tie i Iri' e - or
4446 i't€ 5 v Scx a catf... i 7 iT i 9,,,,,,E t pur T..,e ii§ *. saLt
g-.03 4-1.) t<<. .:i >. i4e 4•+ ita
*i ci 1 -IKA:i t- -1i Iii i 4 i p?iir. t. -4w ICi3t a
pfivate
fl
5c:te4C)1 zEtt-&4
tI <e sender orAli— recipient. (M.S.
.
T-4e_...444ow;ng- • cis in t:I�e
- -ee0+ 33e (. i-op ,it assistance progn
1 3z i ti 'f fr t ti •
7,st:nt.:n - s pp - hc
Iz� t3c 3.�pi
irz }fET rEf k tt} C Z1;:? 3 i? 's t '.I;fr ^se of 3
47).- - -144.+44 d- tc..
f -e # r iii- ?- .1- 4i -& uppt' :tie}
4.1? C i$2rlti f .
either i'l F1f:.3. ? orIx;iate7.4s ..`
zi E fr dee , - 3 cities
t1 ch
eL:tll dcsc
The follow data - - confiiie vd by cities a — As f or the
firpo ef; of pI frl -deg cdepi- ia---
2,-;14=te c<�inrne ci tl u —e— i t ti :i g, t di ;;ur : Sul
pia.Yie�s; >.
8.0, Fin +. ..
ere r .quesitin
€3.fer
iiie0r: :7c tax $-e4ti.-Fi
zttc. if -the
y BF&4vid : G ollow:i g , fa
n
Lr=ld ; ? s not paid fo' witi9iitttAc fui El.s.
T
a -b.3tiefit financed - public ] is nE?,; - is -Ft'- i-tiv le -i'=- i9+14 :- 4n4=t: 3n 2 a+4-- 7„(;
67
ns c-ti j t"i
s fah' r , .iii . c
sl : t (�z�li E�t� t:Iie 1 3f# i3�i i1 {3Ti:]313�?.�.tG :wain:
4 "
1) . 0 ? ice.
The r }he
E stdieC f -'. t '
.bupt
p - J=te- ?-tf3? "'. i$f3 -ref? ?F.'r :, C:i ]:;i.$i 7 r(?vcled::
'.et]siomcr lists;
r"t?iE Ciuzd4'
is -c 1f t
a ±;a ' -1-c. -p .4-ic.:.S c: ..
c:r business eut
come
4e fft `'rte 1+
1 crifl l '_ct IC'.i3 i f3 1ti e :', f S:' Y t. wh: ] "'cv :r is apprepriatc;
and c. p €rtf+es
&:0 6 . a. on.
t
'f3 j3rC3z1{ BfL itf ' r ] 6 _'t'°
4- pakc'.
3L` t'icicd
'ate O» ::
d - from private multiple
.1.:za14.0:ns
S-zt4 =:: T`.�3 -tc Tr ..-... i:<.ftr° e °]=z' rx�r;' *z-c�eet'c. --ti's; --�1. 4'.. "c- -e-h,. '�- � s�:. e:'`rIt-"''ri"a�-`�' "'-e:i
x-t; - s - - _ this s2 ` . iC;I' ;EB : d
i
L .: C ,
?£' --4 "e:4€4c -f1 S
=.ie +.7- ` CS- ."i'':2..t14 or e t- i M.,..:
}eate tex sr':raeeiis aprE-a--H3 ` , 64- .4- et -?{'.A ac1i } }-1S
'v: G.4 e- :,eemee is io..:i• mail.. iii -ncl I,e..'.? &,-. 4;F ?rita a(te— —e4: t egef.
t ; rta f 41fev a n nch ;d111il. ains -ii e
:pc nc'..r a ce betw.ceta tife a eac eft.
w \'• :; Litt c): ,-c -oT taini:,l . data cc l4.e.c= tai -- 4 -} =t- f-4- e1}-- -:tine {-r-- ve- ;31.ig )±1- e :tle:>
9.04
__f r- -4. -Z.'-r Se Of p 010194 4 or
+; 11 :cif } i t Ey -04:14.0e--04- ii rW rc } aF � e it rt he3cii� � 3a ;c
- 43�
dot
,s
f !ii4s]�3 d
9.0:51 rivate f2ctE ---£3 ? 1 -c �i:, i,3i<i. i?:.x:fi :;3i f 3 itsi i r':C;,113 s—f i� iC;4 eisi{ 13iilizFll3;t�
'MC an4ef
io7Y 272 13, 'fsI {)i' a E 3- -3 r �F3 l-e C1.CitEa-- eft — individual§ 1141 e £:m may-be
c?-e- - i anti. local as sn is ref nsib i- -- fit -d ernainir. eity
for s
USING 1 'I` 1}
't4c4AI, .:.
10.01 /Y., 13 4 H+- ' _ , _.
- :�4.'f,. §c�}.. `fit rC'ri'-- 6ziti-i = $rczz,s'.•s 4s- C- 41-1-&`le7El--2rr--€ rE;z
..)r a 1'eC. -
-or j;f11- 1 z4Y'. i.1-r- i *e. -ik'# -5_ :feinE:'
�"j�,� -3"sti�:k [ , 'i7r's�:?z>cr.?�;5;?'E;�'e,. F�'.
4 P -+--tG Lal2' � +.F '- ,.[i�as -4,' - Zs /LA.. c1 .'Y .1-eft �.; a -( 'e'i±:.'. -E Yt� 'LZ �- : "�. {,�, -73.i; — r.::.§ °�'C.�f�'�`„`:4- a44, - r
a �..:
-� II11 `+ p ., ,.. i ... J 8 `r, .. i y r 3 ..
-tj.OJ &�$�€1- Vi=i: -�t { r?. - t. -1st ..,.s:. r>r?at - . aa-?ti�. ?"?,.'�:-':`E:}��.T -r-P�- rci�?s -9 -e<�- f�;: �:'� -. _.� >� c §x?�:.x §`s - °�sf. -? ,ra' =t= -c:,:ri:.= -rr32
4-Hd -1 -i: i& -:‘,i -i-:4 F of 43e f- g H * i 3 "rc ? C1 cC urf- e -r-fi- e: i t=-t 4 f :' {v' ;i4t.
- r-
p rsfjnnel xa 1 _r s—::li ie >....,`T s3$.4C?1 33 13icr 4- r:. of a
1fF.'w -r{` - 14.1fliti and. - - ;t`i'-'^f�'e ra z1- :r °rr3 x.> a7c .4::Th" i4=i- *! a :: fir„ c:'.C':
l.sl3.r.l
4-.
. `g C"the -1'' - E } zi xii° -- ? 3 'r°}e4 4 -s"3-E :"} 11{1
the.---4i
t dl a3 (1i" en the ' C:�i1Ci; 3f1
E.Y,' ' i'.'Fic YO', C4' _ .. n. LTC
prop €-I -` s k.
the
4- 2.041 MIS P L .:1N EOU-S
4
12.02 B,rar : coant L account nu B1 htrrs iiiiErLOther - inc.- }ei : oil data t - B. - &-;-,
of give t11" (. itv in order :.::. ic=es- are c;a 44Fed- -i *-t 1 t- :
1'. 3 7,- h.d - ). r t -i era. aa-iE -R)
12.03 1 1 1 a 7 . F : plans: F 3 aiTe d . n e . 1 1 1 >ec t 4 r , . , ;. iti3 7--s t; ty
fe-a . c `e plans 011444->e ro p,i! lic f? to NI .S. ._ P
th -arc c.of pi-gfi.e-.--- -fi - %ei- i- -tijg
1 ? i Bad4n= :�i� r -�i ec3.v ; ; ai ° *c� a p, e1 £' > e< 1
t� Iciin_ r_ t
• - v.£ ;:� -=:mss ctnc�- €� �.'�1 �- ��-- ���It, ic�::.it��:i. an it t1.1_t are bc' > by the
char -e-E by the ; 3date 34 s bc i'visiG n w >t tt1 iri3i; t
cit\,= 44:4 +- - - a:sir..g, bi -kii <<e, Piro prr ntYnn, of
n{. >I., utrl.?.. (M S. 1
tmAi- nt€'; 3..1':e gt?4 are
er
1..05 C"redi$- . €1- .tr .rbers. Credit cad tarry . n - tilers of tli-e- a = is --- rd.er to
} 3i== ccu e -r. --are cla ' 4 as private d - - ;-14.- ;. 13." , : - -{- }-1 - earz -i-t
47-2-,QA
Of-1 r ri-e ••••
12.07 t l,�z r � -i
464+i :
' c i -'- ° -e4- c
b a41o:,. Sealed tii centcc. bt 1.1cts, pr-or tca 1� :is ;Ie. t ; Fc s ire
fig low enforce
nrovicrt:l by sectiorn 13.39, Suh i. 2 11
.d in the
.14th 1 ` 3 1 0f.4- 30
The r c al l ni'= n s-o- ? `d4i m , °. of ai z 64 t-o4
being r.'T 1 131': d t 3:l -at a s$4s,k ttiel -r r; x, :-4.4a `a !.II;.: -r4--
44 =-- - ) E-':'`. =# 3.;. i:1 --E iz?---t?'::?i. C. - i$ 's ;=f 33 x - .E:- i-s}`-- - ±;+1441:7- 7 3, '-t";"=E=)Y=ii -- r. •a- `. - § "fir t.{ �. � {S r.? - r? ??= ,:'zii.' e
i . ,....Ei .. h "r3 L3 '.L "; +rf-(44=e- _ i::t i'ta tt: £-H 3 z - t L.'erai -n. op, th,e.
;. g e—t.: s?zer1 i `i , mid the
t_41- €44-at-a is ne-t. fe4 -at( 1-- tC-).. e a-t -e4= rlar - -( A- i:r01
1 12.13 Prc crty cax. ! ri 4 cicrta '4`1rc nvrner c ` iruR iduais who e ti -e-e1 iT:ts -- 14 the:- C=ity
concert -ins, violation:; cd=- s- t..::Y 1ccal ordieancei -- €-€3rtce., ni -? e -use of -4
1 ` i -(444, 4- This inrc.r es z ' t Wit- 040-1At1 !, Opinion
ion 00 (-? }-
12.11 Seated bi •
{14.c )3.37) 13a?-a - *' fitted
bits pi ..tt.e car nonp..l+lie tint ii
of bids recti.ved, prior to the Telling of the bi l Hr nonpublic.
`3 4} ' 'beco
data in tr bicicler ons to :a ' .. .? ' -. � � .
C -E7tt3 �l� zC3n.
"iroc ;:;. For pt rpesrs of lift ; section, ` cornpl n. -,: f t.l L selectio— 414 the
goverernennt entity ;;as and h -s- -El :ked the - esponaE rTC.
•'n,ir has cot kct.ed the fl election proc.�:. d ttl1
17}i-44 s P•,tblieJwit < . o•{'trctc': -c -t
1''.15 Tl e
put atant to Sect
12.16 U ... �r., #c� Cifl.y 57;� t� °aim - : ° : rn wVtrt.e-fkties are
t &e t don-42.03, , (?f usatsyr nurnbei -.—(4
-i ts4itutior, da4-11, an Aceount Hum 3.
Card i�ttnli?c =3
12.1 7 PEt -ti- it ics. c:a on computer systems,
is collected ar ns :f i-r=nc y -t e City are pii',-a nta on
n.se tc t r€`ci
-1 ip mint is non pctbl }e
1.00 PURPOSE
1.01 The purpose of this policy is to provide guidance on the reproduction and distribution of agendas
and minutes of the City Council and its official boards, committees and commissions.
2.00 GENERAL
POLICY 1.05
DISTRIBUTION OF MINUTES AND AGENDAS
2.01 Agendas and minutes of the City Council and its official boards, committees and commissions
are public documents. Agendas and minutes are available to the public for inspection and review
by anyone wishing access 1:0 them during not mai business hours.
3.00 COPIES OF AGENDAS AND /OR . MINUTES
3.01 Anyone who comes to City Hall may, upon request, receive a copy of the agenda for any
upcoming meeting and/or the minutes of the most recent meeting of the City Council or any
board or commission free of charge.
3.02 Anyone who comes to City Hall requesting additional copies of agendas and/or minutes or copies
of agendas and /or minutes of other Council, commission, or board meetings will be required to
pay the normal cost of copies.
4.00 DISTRIBUTION OF MINUTES AND AGENDAS
4.01 (o4--City Planning Commission, ion acid other Lakeville boards, con 111l7sdons nd
c srnmiu= es - agendas and minutes will be posted on the City's w ebsite. in addition.
mailed upon request and free of clam as Oi:tc ted Lyv,_the City lerk._ -e 4- - a,.poi.
rc ;3;-ec
�i>1 a ba? lkrs
...................
a d-i t fr:':
Copis .E:. -a nd s -°al d o 1O if/ U t. C5 E r 3 4: ',x l 33F3 rd
2 rr iz' £ E fret � C to $-r4e Con'nu-'- ant - .
rt p e ivc 1 *;zx. ors, i, i3 - ban; t Ins_ and cotE aittaes
n .Sang tc, i ' +i4 4- c -opics of. agendas t.td, 3r =ui r c
Fee to cover t„e cosi of c-ti -st. rtioo find copy'... The fee wi-11 .sft
l to i:n
1.00 PURPOSE
POLICY 1.06
DUES AND MEMBERSHIP
The purpose of this Policy Statement is to provide guidelines regarding miscellaneous dues and
membership expenditures that are for public purposes and are authorized in accordance with the
city's annual budget process. Examples are not meant to be all- inclusive.
These expenditures are intended to serve the public purpose of fostering community relations,
cooperative associations and positive relationships with citizens and the business, nonprofit and
civic communities.
2.00 PERMITTED EXPENDITURES
2.01 Uses of city funds in reasonable amounts are permitted in the following circumstances:
A. Memberships and dues in organizations when the primary purpose of the membership is
for public benefit and not personal interest or gain (e.g., Chamber of Commerce,
professional associations and civic organizations).
B Meals and non - alcoholic refreshments considered customary for all members of
membership organizations as approved in section 2.01
3.00 PROHIBITED EXPENDITURES
3.01 Use of city funds is prohibited in the following circumstances:
A Gifts to private individuals or organizations. Donations to non -city related events (e.g.,
gift baskets with city clothing, products or offer of services; golf hole sponsorship for
Chamber of Commerce tournament).
1.00 POLICY
POLICY 1.07
EMPLOYMENT OF SPOUSES AND RELATIVES
1.01 An applicant related to the City < tor or ant e ain- ted-o; -- +4C.'ity Couneil
will not be rllowed employment lt the City of l aketi An applicant related to anof employee
will not be considered for employment in a department or work situation where the relative
would also be employed if it would result in a conflict of interest. The words "related" or
"relative" for the purpose of this policy will rnean: mother, father, spouse, son, daughter, brother
or sister.
1.02 Promotions or transfers of a relative which would result in a conflict of interest will not be acted
upon un til the conflict is satisfactorily resolved.
1.03 Conflict of interest mr... -n-sis defined as follows:
a. Where one employee would supervise or have the authority to appoint, remove or
discipline a relative.
b. Where one relative would be responsible for auditing the work of another relative.
c. Where circumstances exist which would place a relative in a situation of actual or
foreseeable conflict between the City's interests and the relative's interest.
Where the employment of a relative of a policy -level employee of an organization with
whom the City deals would give the appearance of improper influence or favor.
Where confidentiality of the City would be jeopardized.
i..04 This res c F s cmt d o e s ot._ apply. —to season.: rl enipjoymeLl. „ but . c10 4 apps_1.Y to temporary
employment. Seasonal and ie_ruporary el} loyinent are dt d ncd d S f011Ow;=:
mm s y work rr t r a T c: r till t1 ocs the Z C °T"
t � � , ?la , E.„„LiEcx 77E
Seas( )n, ..._._ lid C. "v'td `� may c W -.. ��irfi C L1 ._.. (f � __.. but _...,, _. ..
employment l ri inates at the close of the, season.
Temporary employees ar e T °se r E) are 1 : i 1 <': Iuteri ry . replacenlerltS, 1( t.` 7?ipE.?i 3t"i.7 v
}r
the co
SS YT ( k .. ... 1[ o to l [ - - X51 �t l3 rl �flf o r- }i ft �Y l'E.e: f(- r
�h�:JZ.7l� -i l�`wl�E ¢1�� .,. work El. .. �1 14�i. J_..., .._... �. -h
�_..... .�w.._. �.._ e Fl 3 limit duration, ri ent beyond
i
L. <C€`Tt�r� �i _._ a _ _ ... .�..._ _..._
r in .k 1ploy 1u
�3 initially B11c�1 s ,., ,, ?t�;:l pen.' l(7t I1 � ! way 3 iTk`3l.'� � c lls�;tl E. i , t'l m status., _......_ _...
1.00 DEDICATION TO VALUES OF HONESTY AND INTEGRITY
1.01 The City Council finds and declares that the proper operation of democratic government requires
that public officials and employees be honest, impartial and responsible to the people; that
government decisions and policy be made in the proper channels of the government structure;
and that public office not be used for personal gain; so that the public will have confidence in the
integrity and the ability of its government. In recognition of these goals, this policy is established
to guide all officials and employees of the City of Lakeville, whether elected or appointed, paid
or unpaid, including members of boards, committees, commissions, and volunteers of the city.
2.00 DEFINITIONS
3.00 CONFLICT OF INTEREST
POLICY 1.08
ETHICS AND GIFTS
2.01 "Business means any corporation, general or limited partnership, sole proprietorship (including
a private consultant operation) joint venture, unincorporated association or firm, institution, trust,
foundation, or other organization, whether or not organized for profit.
2.02 '`Confidential Information" means all information, whether transmitted verbally or in writing,
which is of such a nature that it is not, at the time, a matter of public record or public knowledge.
2.03 "Interest ", except as otherwise specifically provided, means direct or indirect pecuniary or
material benefit accruing to a public official or employee as the result of a contract, transaction,
zoning decision, or other matter which is or may be the subject of an official act or action. by or
with the City except for such contracts, transactions, zoning decisions, or other matters which by
their terms and by the substance of their provisions confer the opportunity and right to realize the
accrual of similar benefits to all other persons and/or property similarly situated.
104 "Official Act or Action " means any legislative, administrative, appointive or discretionary act of
any official or employee of the City or any agency, board, committee or commission thereof.
2.05 "Public Official" means the Mayor, the City Council Members, and members of any board,
committee, or commission thereof
2.06 "Public Employee" unless otherwise stated in this policy, means any person working for the City,
either full or part time, who is paid through the City's payroll system.
2.07 "Volunteer" means any person holding a position by appointment or employment in the service
of the City who is not paid through.the City's payroll system.
3.01 The Mayor and all members of the City Council who have an interest in any action or proposed
legislative action of the City Council may wish to consult with the City attorney about the
legality of participating in the discussion and /or vote.
3.02 Any other official, employee, or volunteer who has an interest in any action or proposed
legislative action of the City Council and who participates in the discussion with or gives an
official opinion or recommendation to the City Council or supervisor, should not determine the
relevancy of the interest, but shall disclose the interest to his or her supervisor before or during
their initial involvement.
3.03 The employee may be removed from the policy process if the supervisor determines the person's
judgment and/or ability to perform his or her duties are no longer independent from his or her
interests.
3,04 No public official or employee shall disclose confidential information concerning the property,
government, or affairs of the city, nor shall he or she use such information to advance the
financial or other private interest of himself or herself or any other person.
3.05 No public official, employee, or volunteer shall engage in or accept private employment or render
service, for private interests, when such employment or service is incompatible with the proper
discharge of his or her official duties or would tend to impair his or her independence of
judgment or action in the performance of his or her official duties, unless otherwise permitted by
law.
3.06 No public official, employee, or volunteer shall request or permit the unauthorized use of city -
owned vehicles, equipment, materials or property for personal convenience or profit.
3.07 No public official, employee, or volunteer shall grant any special consideration, treatment or
advantage to any citizen beyond that which is available to every other citizen.
4.00 GIFTS TO INDIVIDUALS
4.01 DEFINITIONS. The definitions in this subdivision apply to this section.
"Gift" means money, real or personal property, a service, a loan, a forbearance or forgiveness of
indebtedness, or a promise of future employment. that is given and received without the giver
receiving consideration of equal or greater value in return.
(a) "Interested person" means a person or a representative of a person or association that has a
direct financial interest in a decision that a local official is authorized to make.
(c) "Local official" means an elected or appointed official the city or of an agency, authority, or
instrumentality the city.
4.02 PROHIBITION. An interested person may not give a gift or request another to give a gift to a
local official. A local official may not accept a gift from an interested person.
4.03 EXCEPTIONS. (a) The prohibitions in this section do not apply if the gift is:
1. anything of monetary value that is given or loaned to a candidate or committee for a political
purpose;
2. services to assist an official in the performance of official duties, including but not limited. to
providing advice, consultation, information, and communication in connection with
legislation, and services to constituents;
3. services of insignificant monetary value;
4. a plaque or similar memento recognizing individual services in a field of specialty or to a
charitable cause;
5. a trinket or memento of insignificant value;
6. informational material of unexceptional value; or
7. food or a beverage given at a reception, meal, or meeting away from the recipient's place of
work by an organization before whom the recipient appears to make a speech or answer
questions as part of a program.
4.04 The prohibitions in this section do not apply if the gift is given:
1. because of the recipient's membership in a group, a majority of whose members are not local
officials, and an equivalent gift is given to the other members of the group; or
2. by an interested person who is a member of the family of the recipient, unless the gift is
given on behalf of someone who is not a member of that family.
5.00 GIFTS TO TIDE CITY
5.01 PURPOSE. The City of Lakeville encourages gifts and donations to enhance the quality of life in
the City and to improve the efficiency and effectiveness of city services. The purpose of this
policy is to set up procedures for receipt of gifts and donations to the City of Lakeville.
5.02 GIFTS OF SUBSTANTIAL VALUE — POLICY AND PROCEDURES
(a) All potential donors are urged to consult with the City Administrator or his or her
designee(s) before proceeding with plans to ensure maximum utilization of gifts and
donations.
(b) No public official, employee, or volunteer may solicit gifts or donations without first
receiving permission from the City Administrator. Departments may receive a single
authorization to solicit funds for the entire year for a specific program or programs. Major
changes in funding of these programs and new programs must receive specific
authorization from the City Administrator. This policy applies to all departments.
(c) All departments which receive gifts or donations must report the receipt of the gift to the
City Council.
(d) The City Council shall make the final determination on the acceptability of a gift or
donation:
(e)
(f}
(g)
5.03 CRITERIA
All gifts and donations become City property under the complete jurisdiction of the City
Council.
Recognition shall be given to the individuals or groups providing gifts and donations to the
City, unless otherwise stipulated by the donor.
The gift or donation must meet City criteria in order to be accepted.
(a) The gift or donation must have a purpose consistent with those of the City.
(b) The gift or donation must be offered by a source acceptable to the City.
(c) The gift or donation shall not result in ongoing costs which the City Council would be
unwilling to fund when the gift or donation funds are exhausted, unless specific
authorization to the contrary is given by the City Council at the time the gift or donation is
accepted.
(d) If such up front authorization is not given, sufficient gifts or donations to meet all
anticipated staff and material costs need to be in hand before City commitment is made to
personnel and/or materials.
(e) The gift or donation shall not bring undesirable or hidden costs to the City. No gift or
donation shall place restrictions on the City that are unacceptable to the City Council.
(f) The gift or donation shall not be inappropriate or harmful to the residents of the City.
(g) The acceptance of a gift or donation shall not imply City endorsement of any product or
service.
(h) The gift or donation shall not be in conflict with any provision of federal, state or
municipal law.
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6.00 POLITICAL ACTIVITIES OF PUBLIC OFFICIALS AND EMPLOYEES
ro4ects which
r groups or
6.01 In the matter of elections held by the City of Lakeville, no employee or volunteer may use any
official authority or influence for the purpose of interfering with or affecting the result of the
election, nor may funds be solicited or contributions be received from other employees for
political purposes, except by collective bargaining organizations.
6.02 Bumper stickers and posters may be displayed on private vehicles parked in employee parking
areas, however, these materials may not be displayed on either City vehicles or property_
6.03 During working hours, no employee will engage in any form of political activity, nor can any
political activity impair an employee's usefulness at work.
6.04 An employee may belong to a political party, be a member of an established political organization
or club, and may attend political meetings and exercise the right to vote free from interference,
and may seek election or appointment to public office.
6.05 If any employee is elected or appointed to the City Council, the employee must resign or obtain a
leave of absence.
1.00 PURPOSE
1.01 The purpose of a records retention schedule is to provide a plan for managing governmental
records by giving continuing authority to dispose of records under Minnesota Statutes 138.17.
1.02 The Lakeville General Records Retention Schedule establishes minimum retention periods for
City records based on their administrative, fiscal, legal and historical value. It lists records series
common to cities and states how long to keep them.
2.00 GENERAL
2.0.1 The City of Lakeville has officially adopted the Minnesota Records Retention Schedule.
2.02 The manual regulating this practice is the "General Records Retention Schedule for Cities"
published by the State Department of Administration, .Data and Records Management Division.
2.03 Each department will have the applicable schedules for their department from that manual. The
C +r? C:.ity Clerk will have complete manuals.
2.04 The City Clerk shall be the individual in charge of the records retention program for the city.
3.00 USING THE SCHEDULE
POLICY 1.09
RECORDS RETENTION P4
3.01 Compare the records in your department with the records listed on the schedule. Retention
periods listed on the schedule represent the minimum amount of time that you must retain
records. Once that retention period has been reached, you may either destroy or transfer the
records to the State Archives, as indicated on the schedule. If you need to retain some records
series longer than the listed retention, you should establish an agency policy for those records.
3.02 Records identified on the schedule as archival may not he transferred to a local historical society,
museum, public library, or interested individual without the specific, written permission of the
State Archivist, Minnesota Historical Society.
3.03 The retention stated on the schedule applies to any form of the record (paper, computer tape or
disk, microfilm, etc.). .However, if you decide to change the form of a record (for instance, you
microfilm a paper record) you MAY not be authorized to dispose of the original record. If you
are considering changing the form of a record. contact the Division of Archives and Manuscripts
for procedures.
4.00 DESTRUCTION REPORTING
4.01 After you destroy records according to the general schedule, send a report to the City Clerk
detailing the type of records destroyed, the quantity, and the date they were destroyed or disposed
of.
5.00 RECORDS NOT ON THE GENERAL SCHEDULE
5.01 Contact the City Clerk to make arrangements concerning records not listed on the approved City
retention schedule.
1.00 PURPOSE
POLICY 1.10
STAFF INTRODUCTIONS BEFORE CITY COUNCIL
1.01 The purpose of this policy is to outline which of the new employees or promotions would
be introduced before the Lakeville City Council.
2.00 POLICY
2.01 It is the policy of the City of Lakeville that new Department Directors and employees that
will be presenting before the City Council on a regular basis be introduced before the
Lakeville City Council, as they frequently interact with and make presentations before the
City Council and Lakeville residents.
2.02 All new Police Officers, along with their departmental promotions, would be introduced
before the Lakeville City Council in order to be sworn into office and to continually
strengthen their partnership with the community.
2.03 All new Fire Fighters, along with their departmental promotions, would be introduced
before the Lakeville City Council in order promote, strengthen, and commend the
contributions made by the paid -on -call volunteers of the Lakeville Fire Department.
1.00 PURPOSE
2.00 TYPES OF CONSULTANTS
1.01 To establish guidelines for the retention and evaluation of consultants for the City to ensure that
such services are rendered in a professional, unbiased cost - effective, manner and in the best
interests of the City. The term "consultant" shall include any person or organization which Will
provide services for the City, including, but not limited to, auditors, engineers, financial advisors,
lawyers, and planners.
1.02 The Lakeville City Council recognizes the desirability of hiring consultants from tizn.e to time to
assist in providing quality services and programs to residents of the City. Consultants may be
used to audit various City activities; to analyze and propose solutions to problems facing the
City; to provide technical assistance, and to supplement City work forces.
1.03 The use of such consultants is advantageous to the City in that consultants can provide
independent review; flexibility by adding manpower but without increasing the size of permanent
City Staff; and expertise outside of that available from full time City employees.
2.01 Consultant services will generally :Fall within one of two categories based on the frequency of
services, Recurring Consultants Services and Nonrecurring Consultant Services.
2.02 Recurring Consultant Services includes and is limited to a consultant or firm for each of the
following areas: traffic, auditing services, bond counseling services, general legal services,
relocation services, general engineering.
2.03 In some instances, the City may retain more than one consultant to provide a recurring consultant
service when it is deemed in the best interests of the City.
2.04 Nonrecurring Consultant Services includes all other consultant assignments such as architects,
legal services for special projects, fiscal impact or tax increment analyses, site selection analyses,
development analyses. etc. A consultant may be retained on a nonrecurring basis for a recurring
service when the regular consultant is precluded from performing the service by conflict of
interest or workload.
3.00 RECURRING CONSULTANT SERVICE
POLICY 1.11.
USE OF CONSULTANTS
3.01 Upon recommendation from the City Administrator, the City Council may enter into contracts
that provide for automatic renewal of agreements for recurring consultant services for a
maximum three -year period. Following the prescribed period in the contract, new proposals must
be solicited for these services. This Policy does not in any way preclude the Council from
retaining the same consultant after reviewing the new proposals. The following procedure shall
be used to solicit proposals for recurring consultant services:
3.02 The assigned Department Director will solicit a scope of services proposal from at least two
consultants. This proposal shall contain, at a minimum, the following information.
a. Technical experience — {general and related experience).
b. Staffing — (resumes of the key personnel that will work with the City).
c. Fee -- (a fee schedule and method of billing).
3.03 Following an evaluation of the proposals. the Department Director and a member of the City
Administrator's Office will conduct interviews with selected consultants.
3.04 After a complete evaluation of the proposals and the interviews with selected consultants, the
City Administrator will recommend a consultant or consultants for these recurring services to the
City Council for approval. The City Administrator will provide a report listing all the consultants
that submitted proposals and indicating the reasons for the recommendations.
4.00 NONRECURRING CONSULTANT SERVICE
4.01 The City Administrator is authorized to execute contracts with consultants on behalf of the City
for nonrecurring consultant services if the following circumstances exist:
a the estimated value of the work does not exceed $1 0,000
b funds are budgeted for the work or the contract will be paid exclusively by non -City sources,
or is otherwise authorized by the City Council, and
c the term of the contract does not exceed a twelve (12) month period.
4.02 All other nonrecurring consultant service contracts shall be approved by the City Council.
4.03 A Department Director wishing to hire a consultant for any nonrecurring service shall submit a
written report to the City Administrator detailing why a consultant is needed, why "in- house"
staff cannot perform the task, the source of funds to pay for the services, and any other
information requested by the City Administrator.
4.04 Following approval from the City Administrator to :retain a consultant, the Department Director
shall solicit a Scope of Services Proposal from at least two consultants, and shall follow the same
selection procedure outlined in Section A Recurring Consultant Services. The proposals shall
contain, at a minimum, the following information:
a. Experience — (history of the firm and general and related experience).
b. Staffing — (resumes of personnel that will be assigned to the project).
c. Timetable — (schedule and completion date for project).
d. Fee • (how the fees will be charged and maximum cost for the project).
5.00 GENERAL
5.01 No consultant shall be hired for nonrecurring services if that consultant is performing, has
performed, or will perform any services for any client associated with the project for which the
City is soliciting proposals or if the consultant has any other financial interest in the project.
5.02 A consultant hired for recurring services shall not provide such services for those projects and in
those instances where the consultant is also providing, has provided, or will provide, services for
another client having an interest in the project or where the consultant has any other financial
interest in the project.
5.03 The provision that a minimum of two Scope of Services Proposals be obtained may be waived by
the City Administrator when, in the Administrator's opinion, circumstances indicate that
obtaining more than one proposal is not practical or appropriate.
5M4 The product of any consultant service, including all plans, specifications, reports, drawings,
architectural designs, renderings or other such material shall become the property of the City.
5.05 Unless otherwise qualified by the City Council, all contracts shall be for a period not to exceed
twelve (12) months, although contracts for recurring consultant services may have automatic
renewal clauses. A consultant retained on either a recurring or nonrecurring basis shall be
permitted to complete a specific project if the time for completion exceeds twelve (12) months,
upon approval of the City Administrator.
1.00 PURPOSE
1.01 The purpose of this policy is to provide direction, consistency, and assistance to City department
heads, supervisors, and volunteers engaged in City authorized volunteer activities. The City
would like to ensure they offer valuable, structured volunteer programs to individuals and civic
organizations that will help strengthen, enrich, and beautify the community. The volunteer
programs are designed so each volunteer is trained and/or supervised by City staff, given the
proper safety and project equipment, and enjoy their assigned task.
1.02 The City of Lakeville feels that volunteerism helps others and volunteers by meeting new people
and making new friends, feeling a sense of pride, gaining new job experience, staying active,
learning about City government, and giving back to the community. In return, volunteering
enhances the quality of life and City services, stretches tax dollars, educates citizens about the
importance of City government, and establishes partnerships between citizens and local
government.
2.00 DEFINITIONS
2.01 "Accident" means a specific occurrence, neither expected nor intended from the standpoint of
the covered person(s), which causes actual physical injury to the body. "Accident" does not
include a self - inflicted injury.
2.02 "City" means the City of Lakeville.
POLICY 1.12
VOLUNTEER PROGRAM .ICY
2.03 "City Volunteer" or "Volunteer" means includes any person who:
a) Performs volunteer service for the City as part of an activity or program sponsored and
controlled by the City; and
b) Receives no compensation for those services; and
c) Acts under supervision and direction of a City supervisor or employee; and
d) Is not excluded under Clause 2, below.
2.04 "City Volunteer" does not include any person who:
a) Is acting within the scope of his/her duties as an employee of the City, member of the City
Council or a City board, committee, commission or similar entity; or
b) Performs service from which a personal benefit is derived, on premises owned, leased or
controlled by that person.
2.05 "Confined Space" means a space that:
a) Is large enough and so configured that an employee can bodily enter and perform assigned
work; and
b) Has limited or restricted means for entry or exit such as tanks, vessels, silos, storage bins,
hoppers, vaults, pits, storm drain catch basins and lines, etc.; and
c) Is not designated for continuous employee occupancy.
2.06 "Gift" means money, real or personal property, a service, a loan, a forbearance or forgiveness of
indebtedness, or a promise of future employment, that is given and received without the giver
receiving consideration of equal or greater value in return.
2.07 "Supervisor" or "Staff' means a full -tune or designated part -time City employee who is the
volunteer's primary contact for their particular volunteer program.
2.08 "Volunteer Lead" means a volunteer in charge of a group of volunteers on a specific volunteer
program that doesn't require City staff to supervise, e.g., Adopt -a -Road, Sign Post Painting, etc.
3.00 POLICY
It is the policy of the City of Lakeville that all City department directors, supervisors, and staff
fully understand and practice the following policy regulations in order to protect the health and
safety of all Lakeville volunteers,
4.00 GENERAL
4.01 Any volunteer under the age of 16 years must be accompanied by a parent, guardian, or
responsible chaperone over the age of 18 years.
4.02 Volunteers shall perform the duties assigned to them or undertaken by them in a competent and
effective manner. They shall conduct themselves in compliance with lawful and official
regulations and shall obey lawful direction given by the City supervisor or appointing authority.
4.03 The City accepts the services of qualified, needed volunteers with the understanding that such
services are rendered at the sole discretion of the City. Volunteers agree that the City may at any
time, for whatever reason, decide to terminate the volunteer's relationship with the City.
Coincidently, the volunteer may at any time, for whatever reason, decide to sever the volunteer's
relationship with the City.
4.04 A system of records shall be maintained on each volunteer with the City, including application
background /reference check, and emergency contacts if the timeline is more than intermittent
volunteerism or applicable due to risk or security.
4.05 As representatives of the City, volunteers are responsible for presenting a good image.
Volunteers shall dress appropriately for the conditions and performance of their duties. If issued
a nametag or t- shirt, volunteers are required to wear it while they are working on their volunteer
assignment.
4.06 Volunteers shall have limited access to City property and materials to fulfill their volunteer
duties, and shall receive training. Volunteers shall not be wasteful of City property and shall
handle and control City property in a careful and diligent manner Property and materials shall
be utilized only when directly required for City volunteer purposes and only when under the
direct supervision of a City employee.
4.07 The City accepts the services of City employees as volunteers, provided that the volunteer service
is provided totally without any coercive nature and only involves work which is outside the scope
of the City employee's normal duties.
4.08 All volunteer positions are unpaid positions and volunteers receive no benefits from the City for
their labor efforts.
4.09 Volunteers are prohibited from carrying firearms or any other weapons on them, while performing
1 work for the City unless specifically authorized by the Lakeville Police Department.
4.10 Volunteers shall not use offensive conduct or language towards members of the public, City
employees or other volunteers.
4.11 Volunteers shall not accept any gift or other valuable item in the course of their volunteer duties
from any citizen for the volunteer's personal gain. in addition, volunteers shall not accept a gift
that has a direct financial interest in a decision that a local official is authorized to make.
5.00 ROLE OF SUPERVISOR
5.01 Volunteers shall be assigned a City Supervisor who is responsible for direct oversight of that
volunteer. Please note that not all volunteer positions require immediate City supervision.
Supervisors of volunteers will be responsible for:
a) Develop volunteer program descriptions and tasks and clearly convey them to the volunteer;
and
b) Perform the necessary volunteer interviewing/training;
c) Instruct each volunteer in the safe and proper manner of performing their job; and
d) Ensure that the needed safety equipment and protective devices are provided for each job
and maintained in good condition.
6.00 VOLUNTEER INTERVIEWS & DUTIES
6.01 The City will make an effort to delegate meaningful and enjoyable assignments of interest to
volunteers. Volunteers shall agree to actively perform their volunteer duties to the best of their
abilities. Supervisors will create job task lists that volunteers should follow.
6.02 In placing a volunteer in an assignment, attention should be paid to the interests and capabilities
of the volunteer and to the requirements of the volunteer assignment. No placement should be
made unless the requirements of both the volunteer and the supervisor can be met. Volunteers
should not be assigned to "make work" assignments nor should assignments be given to any
unqualified volunteers.
6.03 Volunteers are expected to perform their duties on a scheduled and timely basis. If expecting to
be absent from a scheduled duty, volunteers should inform their supervisor as far in advance as
possible so that alternative arrangements can be made. Continual absenteeism may result in a
review of the volunteer's work assignment or term of service, and could result in ending the
volunteer's relationship with the City.
6.04 Volunteers who are at any time reassigned to a new position should receive all appropriate
orientation and training for that assignment before they begin.
7.00 BACKGROUND CHECKS
7.01 Volunteers who may have access to City files or who will be working with children when a full -
time Lakeville employee isn't always present will be required to subject to a criminal
background check performed by the City.
8.00 GENERAL HARASSMENT
8.01 The City believes that every staff member and volunteer has the right to work in an environment
free from harassment and will not tolerate harassment based on race, color, creed, religion,
national origin, sex, sexual preference or orientation, disability, age, material status, or status
with regard to public assistance.
8.02 General Harassment includes unwelcome verbal or physical conduct that denigrates or shows
hostility or aversion towards a staff member or volunteer because of his /her status in
relationship to a class defined above when such conduct:
a) Has the purpose or effect of creating an intimidating, hostile or offensive work
environment;
b) Has the purpose or effect of unreasonably interfering with a staff member's or
volunteer's work performance;
c) Otherwise adversely affects the staff member's employment opportunities or volunteer
placement; or
8.03 The employer knows or should know of the existence of harassment and fails to take timely and
appropriate action.
8.04 General harassment does not include negative effects a staff member or volunteer may
experience as a result of actions taken by a supervisor that are within the scope of the
supervisor's responsibilities and would be considered reasonable and appropriate actions.
9.00 SEXUAL HARASSMENT
9.01 The City maintains a work atmosphere free of sexual harassment, including sexually oriented .
comments and actions between employees and volunteers.
9.02 Sexual harassment is a form of sex discrimination that is unlawful under Title VII of the Civil
Rights Act of 1964 and Minn. Stat. § 363, the Minnesota Human Rights Act. A charge of
discrimination may be filed by a person or group of people who believe they are victims of
unlawful sex discrimination.
9.03 Sexual harassment demeans people and creates unacceptable stress for the entire organization.
9.04 The City will not tolerate sexual harassment of its employees by anyone, including supervisors,
other employees, elected officials, volunteers, and members of the public.
9.05 Sexual harassment is defined as any unwelcome sexual advance, request for sexual favor or
other verbal or physical conduct of a sexual nature when:
a) Submission to such conduct is made, either explicitly or implicitly, a term or condition of
employment.
b) Submission to or rejection of such conduct is used as a factor in any employment decision
affecting any individual; or
9.06 Such conduct has the purpose or effect of unreasonably interfering with any employee's work
performance or creating an intimidating, hostile or offensive working environment.
9.07 Any employee or volunteer who feels that (s)he is a victim of sexual harassment or who believes
(s)he has witnessed sexual harassment or who knows of activities which constitute sexual
harassment should immediately report such actions to the supervisor or the City's Human
Resources Department.
10.00 ZERO TOLERANCE OF VIOLENCE
10.01 The City will not tolerate violence on or around its premises either by or against staff members,
volunteers. or members of the public. Staff members and volunteers are expected to treat other
human beings with respect and dignity.
10.02. Any incident of violence should be reported promptly to the appropriate supervisor. Violence
includes, but is not limited to verbal or physical intimidation, contact, or threats.
10.03 Reported incidents are subject to investigation or corrective actions by City supervisor.
10.04 Any volunteer who does not comply with this policy may be subject to corrective actions or
dismissal.
11.00 DRUG & ALCOHOL USE
11.01 The City recognizes that alcoholism and other drug dependencies are a significant social
problem with a potential for causing severe effects to the City. The City recognizes that it has a
responsibility to attempt to maintain a drug and alcohol free environment for its volunteers.
Consistent with this understanding, the City has an obligation to ensure that its volunteers
perform their duties efficiently, safely, and in a professional business -like manner. Therefore,
the purpose of this policy is to set forth the rules regarding alcohol and other drug use, including
unlawful drug or abuse while performing their duties.
11.02 No volunteer shall be permitted to perform their duties while under the influence of alcohol,
marijuana, controlled substances, or other drugs which affects their alertness, coordination,
reaction, response, judgment, decision - making or safety. Such volunteer is under an affirmative
duty to immediately notify their supervisor that they are not in appropriate mental or physical
condition to perform their duties.
11.03 No volunteer shall unlawfully manufacture, distribute, dispense, possess, transfer, or use a
controlled substance in the areas where volunteers perform their duties. The City shall notify
the appropriate law enforcement agency when they have reasonable suspicion to believe that a
volunteer may have illegal drugs in their possession while performing their duties or on city
premises.
12.00 SEVERE WEATHER
12.01 Volunteers are prohibited from working out in severe weather like conditions or if the threat of
severe weather is imminent or if the National Weather Service has issued a Severe Weather
Warning for the area.
12.02 If severe weather conditions arise while working, volunteers are ordered to stop working and
seek shelter immediately.
13.00 USE OF CITY VEHICLE
13.01 Volunteers are prohibited from driving any City owned vehicles and other pieces of motorized
equipment unless g r Ven wrst' ;y f,5s on throu 01 department
13.02 Volunteers are required to provide their own mode of transportation to the work site. However,
the City does allow volunteers to be passengers in a City vehicle that is being driven by a City
employee under special circumstances.
13.03 Volunteers using their own vehicle on City business are not covered under the City's insurance
policy and are encouraged to review their own policy.
13.04 Volunteers are not eligible for any type of expense reimbursement including mileage, meals, out
of pocket expenses, travel and parking while performing work for the City.
14.00 TRAINING & SAFETY STANDARDS
14.01 The City will provide and maintain safety and healthful working conditions, and will establish
and follow safe work methods and practices at all times by following the Minnesota OSHA
Rules and. Regulations and the City's Employee Safety Manual. As partners in the City's Health
and Safety program, we are all expected to be aware of the responsibilities and exercise
common sense in safety and health practices. The following is a list of training and safety
standards which is geared towards the common working environment that City volunteers will
most likely encounter.
1.4.92 All volunteers or volunteer lead positions are to be trained by City staff prior to starting work
which includes information on 1) knowledge, skills, and training necessary to perform their
volunteer assignment, 2) the operation of the program encompassing their volunteer activity, and
3) the purpose and requirements of the assignment. The tinning and methods for delivery of
such training should be appropriate to the complexity and demands of the assignment and the
capabilities of the volunteer.
14.03 Volunteers are prohibited from working if they have not been trained or are uncertain of their
scope of work. Should a volunteer become uncertain of the scope of work, they must stop
working and seek training from City staff. Volunteers should stop working and seek City staff
assistance if they feel uncomfortable with their job or the tools in which they are using.
14.04 The City prohibits any horseplay, scuffling, or throwing of objects. If this behavior is
witnessed, volunteers are requested to stop work and seek City staff assistance immediately.
14.05 Volunteers are not to operate any machinery, power tools, or other pieces of equipment, unless
they have permission from City staff and have been properly trained in its safe operation.
14.06 The City prohibits the use of any machinery or power tools by anyone under the age of 18 years.
14.07 Volunteers are prohibited from using any tools not provided or approved by City staff prior to
use.
14.08 Volunteers are not to distract other volunteers, particularly while (s)he is using mechanical
equipment, as injury might occur.
14.09 Prior to using any ladder, volunteers are to make sure it has good safety feet rtd is free from
cracks, broken rungs, and other defects, Defective ladders shall not be used. If there is any
danger of the ladder slipping, have another volunteer hold the ladder.
14.10 Volunteers are prohibited from performing any function requiring special training or licensure
such as operating a chainsaw or pesticides/herbicide application.
14.11 Volunteers are prohibited from tampering with electrical circuits or switches.
14.12 Volunteers are prohibited from piling materials or equipment so they block aisles, exits,
emergency escape routes, fire fighting equipment, alarm boxes, electric lighting, power panels,
overhead fire vehicle doors, etc.
14.13 Volunteers are required to immediately report any interior or exterior building hazards such as
water, ice, carpet flaws, etc. to City staff.
15.00 Personal Protective Equipment (PPE) and Clothing
15.01 The City shall provide the proper OSHA approved PPE to volunteers. City staff shall be
responsible for enforcing rules regarding wearing of PPE.
15.02 Volunteers shall maintain all PPE in a sanitary and reliable condition and return reusable PPE to
the City.
15.03 Volunteers shall use PPE when there is a hazard from the working environment that may cause
injury or illness such as the following:
a) Any volunteer assigned to a task involving possibility of eye or face injury shall wear proper
protection.
b) Whenever there are activities involving machines or equipment that produce sound levels
which can cause hearing loss, proper ear protection such as muffs or plugs shall be used.
c) Reflective safety vests shall be worn by volunteers when working on or near public
roadways.
d) Protective gloves and clothing shall be worn while handling chemicals, weeds, or any other
item that may cause skin irritation.
e) Volunteers shall not wear loose, flowing or ragged clothing on or near moving machinery or
equipment.
f) For outdoor work winter weather, layers of loose, walla, fairly lightweight clothing are
recommended.
g) Volunteers are required to wear sturdy shoes that are in good repair while working.
15.04 The Minnesota Employee Right -to -Know Act of 1983 as amended in 1989 was adopted to
ensure that employees are aware of the dangers associated with any hazardous substances and/or
harmful physical agents to which they may be exposed in the workplace. The City of Lakeville
is committed to protecting its volunteers from potentially dangerous situations that may be
encountered on the job by keeping employees adequately informed of possible hazards, and
training volunteers in the prevention of potentially hazardous situations.
15.05 Volunteers are prohibited from handling chemicals unless they have reviewed the appropriate
MSDS and/or have been properly trained in safe usage with City staff.
15.06 Volunteers are required to immediately report any unsafe or hazardous working conditions,
work practices, and equipment to City staff and shall not place themselves in any unsafe
situation.
15.07 Volunteers are prohibited from entering a confined space as defined above.
16.00 ACCIDENT AND INJURY REPORTING
16.01 In the event of any emergency, volunteers are requested to:
a) Call 9 -1 -1 for help; and
b) Assist the individual in need of help; and
c) Contact the supervisor in charge to assist in the medical emergency.
16.02 Accident Reporting Procedure:
a) All accidents shall be reported to City staff inunediately. If no City staff is available, the
accident shall be reported to the City within 24 hours.
If the volunteer sustains serious injury, the supervisor is to notify the department director
as soon as possible.
16.03 Volunteers are allowed to use City first aid kits should they be available. However, there may
be circumstances under which first aid kits are not available and volunteers are responsible for
providing their own first aid kit materials.
17.00 LIARILI` AND WORKERS COMP INSURANCE
17.01 For questions regarding insurance, please contact the Lakeville Finance Director and /or the
Lakeville Human Resources Manager.