2020-06-16 Council PacketCITY OF MENDOTA HEIGHTS
CITY COUNCIL AGENDA
June 16, 2020 – 5:00 pm
Mendota Heights City Hall
MN Stat. 13D.021 - Meeting by telephone or other electronic means: Provides that a meeting of a public body may be conducted via
telephone or other electronic means if meeting in a public location is not practical or prudent because of a health pandemic or
declared emergency.
At its meeting on March 17, 2020, the Mendota Heights City Council declared a local emergency due to the COVID -19 pandemic. As
a part of this action, until further notice all City Council and committee meetings will be held by telephone, through other electron ic
means, or with social distancing measures in place. All public meetings will continue to follow the requirements of the Minn esota
Open Meeting Law.
In compliance with the Governor’s Executive Order #20-20 and stay-at-home guidelines, the Council Chambers will not be open to
the public during its regular meeting. Interested individuals may access the meeting in real time or later by viewing the meeting
replay from Town Square Television (www.townsquare.tv\webstreaming) or the City’s website, or by the dial-in information below.
If the dial-in option is used, the line will be muted, so no outside comments or noise will be recorded. Note that long-distance
telephone charges may apply. Because of technological limitations, the number of participants using dial-in cannot exceed 100. As
a result, web stream participation is strongly encouraged.
Dial in information: 1-312-535-8110
Access Code: # 133 347 9162 #
1. Call to Order
2. Roll Call
3. Pledge of Allegiance
4. Adopt Agenda
5. Presentations
a. Update on Fire Station Expansion/Remodel by Paul Oberhaus, CPMI
6. Consent Agenda
a. Approval of June 2, 2020 City Council Minutes
b. Approve the Transfer of the Off Sale Liquor License and Tobacco License to New Owner, Starlights
168 Liquor LLC, dba Mendota Liquor Barrel, 766 North Plaza Drive
c. Approve Off Sale 3.2% Liquor License Renewal for Speedway #4516
d. Approve new licenses for Haiku Japanese Restaurant, On Sale Wine & 3.2% Liquor
e. Approve the Renewal of Massage Business and Therapists Licenses
f. Approve City COVID-19 Preparedness Plans
g. Approve Police Officer Hire
h. Approve Building Activity Report for May 2020
i. Approval of May 2020 Treasurer’s Report
j. Approval of Claims List
7. Citizen Comment Period (for items not on the agenda)
*See guidelines below
8. Public Hearings
None
9. New and Unfinished Business
a. Approve Right-of-Way License Agreement for 529 Fremont Street
b. City Hall and Fire Station Public Use Policies Update
c. Set Meeting Date for Joint Council and Parks-Recreation Commission
10. Community Announcements
11. Council Comments
12. Adjourn
Guidelines for Citizen Comment Period: The Citizen Comments section of the agenda provides an opportunity for
the public to address the Council on items which are not on the agenda. All are welcome to comment. Comments
must be placed in writing, or email, and addressed to the City Clerk at lorris@mendota-heights.com, or sent in
writing to City Hall, 1101 Victoria Curve, Mendota Heights, MN 55118. All comments must be received by 4 PM
CDT on the day of the meeting. Comments must be identified as “To be read at the (insert applicable date)TH City
Council Meeting”.
Comments which are received in a timely manner will be read into the record by staff, at the appropriate point in
the meeting, and shall be limited to 5 spoken minutes per person and topic. Presentations which require longer
than five minutes will need to be scheduled with the City Clerk, and will appear on a future City Council agenda.
Comments should not be repetitious.
Citizen comments may not be used to air personal attacks, to air personality grievances, to make political
endorsements, or for political campaign purposes. Council members will not make any decisions regarding
comments made under the Citizen Comments section at that presentation.
Questions from the Council will be for clarification only. Citizen comments will not be used as a time for problem
solving or reacting to the comments made, but rather for receiving the information only. If appropriate, the Mayor
may assign staff for follow up to the issues raised.”
DATE: June 16, 2020
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Monthly Fire Station Update
Comment:
At the June 16th meeting, a written monthly status report from Construction Manager Paul Oberhaus of
CPMI will be read by City Administrator Mark McNeill.
Mark McNeill
City Administrator
page 3
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY
STATE OF MINNESOTA
Minutes of the Regular Meeting
Held Tuesday, June 2, 2020
Pursuant to due call and notice thereof, the regular meeting of the City Council, City of Mendota Heights,
Minnesota was held at 5:00 p.m. at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota.
CALL TO ORDER
Mayor Garlock called the meeting to order at 5:13 p.m. Councilors Duggan, Paper, Miller, and Petschel
were also present via teleconferencing.
PLEDGE OF ALLEGIANCE
Council, the audience, and staff recited the Pledge of Allegiance.
AGENDA ADOPTION
Mayor Garlock presented the agenda for adoption.
City Administrator Mark McNeill noted that item 9a. was removed from the agenda on the request of the
applicant. He stated that there have been no public comments submitted, therefore that time will be used
to allow the Police Chief to provide an update on curfew and security issues in Mendota Heights.
Councilor Petschel moved adoption of the agenda as amended.
Mayor Garlock seconded the motion.
A roll call vote was performed:
Councilor Duggan aye
Councilor Miller aye
Councilor Paper aye
Councilor Petschel aye
Mayor Garlock aye
CONSENT CALENDAR
Mayor Garlock presented the consent calendar and explained the procedure for discussion and approval.
Councilor Duggan moved approval of the consent calendar as presented.
page 4
a. Approval of May 19, 2020 City Council Minutes
b. Approval of April 28, 2020 Council Work Session Minutes
c. Adopt Use Policy for Changeable Message Board Sign at Fire Station
d. Authorize the Purchase of a Locker System from GearGrid
e. Approve April 2020 Fire Synopsis Report
f. Approve Claims List
Councilor Petschel seconded the motion.
A roll call vote was performed:
Councilor Miller aye
Councilor Paper aye
Councilor Petschel aye
Mayor Garlock aye
Councilor Duggan aye
PUBLIC COMMENTS
UPDATE FROM POLICE CHIEF ON CURFEW AND SECURITY IN MENDOTA HEIGHTS
Police Chief Kelly McCarthy stated that the curfew is no longer in effect tonight but noted that it was a
useful tool during the time it was in effect. She stated that they are doing everything they can to provide
security and safety and protect the people. She stated that the week prior to the homicide of Mr. Floyd,
the Mendota Heights Police Department received 24 suspicious activity calls, noting that in the past six
days there have been 104 suspicious activity calls. She stated that every sworn officer and member of the
department has been on duty. She stated that the department will continue to act with the tools available
as the issue moves forward.
Councilor Duggan asked if there would have been additional equipment or personnel that would have
been helpful.
Police Chief Kelly McCarthy explained that you cannot staff for what is possible, only for what is
probable. She commented that there are some real-world things that need to be reviewed and she will
discuss these with the Council at a later time.
Councilor Petschel thanked the Police Department for its posts on social media that have been shared
throughout the community. She commented that the residents have been grateful for the communication
from the department during this time.
Councilor Miller thanked everyone for their collaborative efforts to keep the community safe.
Councilor Paper thanked Police Chief Kelly McCarthy and her staff for their efforts in the past week. He
commented that people are concerned and want to know what the City is doing to ensure that everyone
can be as safe as possible. He expressed appreciation for the hours the Police Department has put in during
the past week.
page 5
Mayor Garlock commented that while not all leaders have done a great job during this time, Police Chief
Kelly McCarthy has done a great job and he expressed appreciation for the work of the Police Department.
PRESENTATIONS
A) 2019 AUDIT
Matt Mayer, KDV, presented the 2019 audit results to the Council, reporting a clean or unmodified
opinion. He recognized the Finance Director and her team for the work they completed in preparation for
the audit and throughout the year. He reported no issues of legal compliance. He reviewed the internal
control item, which has been identified in prior years due to the small number of employees in the finance
department. He provided details on the Par 3 golf course and the change in how that is reported and
recorded. He reviewed details on the general fund and the other fund balances.
Councilor Miller expressed his appreciation for the presentation and preparation of the audit.
Councilor Paper thanked the Finance Director and her team for their work. He expressed appreciation of
the City’s financial position, noting that the City is lucky to be in the position it is.
Councilor Petschel stated that she would like to go back a number of years and recognize the previous
Councils that felt that the fund balance needed to be addressed. They saved and planned accordingly. She
asked for additional details on a leasing item mentioned in the report and how that could impact future
budgets.
Mr. Mayer explained that leases are currently an immediate expense of the City and provided details on
the new accounting standard and changes that would need to be implemented in terms of accounting. He
stated that the new standard would require the City to run the numbers and the City could then choose
whether leasing is the right choice.
Councilor Duggan stated that previous Councils addressed the question on whether leasing or buying for
Police vehicles would be better. He referenced the required supplementary information and asked for
more information on the changes in the retirement fund contribution figures.
Mr. Mayer provided additional information on the PERA retirement fund contributions, the changes in
accounting standards that have occurred throughout the past several years, and the Minneapolis retirement
plan merging with the State retirement plan.
Mayor Garlock stated that the decision was made to lease squad vehicles because of the maintenance
costs. He noted that initially the fuel was included in the lease, but that has since been withdrawn. He
stated that perhaps the City should review whether leasing is still the best option.
City Administrator Mark McNeill confirmed that review could be done for 2021.
Mayor Garlock moved to accept the AUDIT REVIEW FROM KDV.
Councilor Petschel seconded the motion.
page 6
A roll call vote was performed:
Councilor Paper aye
Councilor Petschel aye
Mayor Garlock aye
Councilor Duggan aye
Councilor Miller aye
PUBLIC HEARINGS
No items scheduled.
NEW AND UNFINISHED BUSINESS
A) RESOLUTION 2020-36 DENYING A VARIANCE TO 791 EMERSON AVENUE – JOHN &
PAULA GROSENICK ITEM REMOVED FROM AGENDA
B) ORDINANCE NO. 557 APPROVE CITY CODE CHANGE CONCERNING
LIQUOR LICENSE RENEWALS
City Clerk Lorri Smith provided background information on the request. The Council adopted Ordinance
551 on December 3, 2019, which approved the licensing fees for alcoholic beverages. In light of the
COVID-19 pandemic, which has caused the restaurants to be closed to the public, staff is requesting the
Council review and adjust the current liquor licensing fees for the renewal of on-sale licensed
establishments.
The Council expressed support for this measure to help provide assistance to local businesses.
City Administrator Mark McNeill stated that since the drafting of this language, the Governor has allowed
the option for restaurants and bars to provide patio service to patrons, and therefore as written the credit
would cease on May 31st. The Council was in agreement.
Councilor Duggan asked if language should be added to state subject to State changes.
City Administrator Mark McNeill commented that if the Council is comfortable with the language, it
could proceed as written.
Councilor Duggan moved to approve ORDINANCE NO. 557 APPROVE CODE CHANGE
CONCERNING LIQUOR LICENSE RENEWAL FEES AND ALLOW FOR FOUR INSTALLATION
PAYMENTS FOR THE RENEWAL FEES.
Councilor Petschel seconded the motion.
page 7
A roll call vote was performed:
Councilor Petschel aye
Mayor Garlock aye
Councilor Duggan aye
Councilor Miller aye
Mayor Paper aye
C) APPROVE OF LIQUOR LICENSE RENEWALS
City Clerk Lorri Smith provided background information on the request. The Council is asked to approve
the renewal of the current liquor licenses.
Councilor Petschel moved to approve THE ISSUANCE OF THE LICENSE RENEWALS AS LISTED
IN THE STAFF REPORT FOR THE PERIOD OF JULY 1, 2020 THROUGH JUNE 30, 2021,
CONTINGENT UPON THE LIQUOR LIABILITY INSURANCE CERTIFICATES BEING RECEIVED
AND ALL FEES DUE BEING PAID.
Councilor Duggan seconded the motion.
A roll call vote was performed:
Mayor Garlock aye
Councilor Duggan aye
Councilor Miller aye
Councilor Paper aye
Councilor Petschel aye
COMMUNITY ANNOUNCEMENTS
City Administrator Mark McNeill announced that there will not be a curfew tonight in Mendota Heights.
He stated that related to COVID-19, the plan in place would reopen City Hall to the public on Monday,
July 6 th. He stated that the City plans to return to in-person City Council meetings the same week, although
with social distancing measures in place.
COUNCIL COMMENTS
Councilor Petschel stated that she does not have the right words to express what people have been through
as individuals, a community, and the metro. She stated that the one thing that people can do is find a way
to contribute to the communities that have been burned as those businesses are the essential businesses
that those communities relied on for supplies. She encouraged residents to find a way to make a donation
and to do something to help those communities rebuild.
page 8
Councilor Miller thanked the community for adhering to the changes that have been made over the past
few months, with patience and understanding. He stated that for those that may feel it necessary to drop
off literature of hate, they have no home here and the community will not stand for it. He stated that it is
disappointing that people felt it necessary to do that but also felt encouraged that the louder voice of the
community is one of support, love, and hope.
Councilor Paper stated that these are incredible times that we are in. He stated that this time will never be
forgotten and hopefully brings the necessary changes. He stated that he is proud of the Mendota Heights
Police Department and the work that they do. He stated that he also appreciates the quick action of Mayor
Garlock to implement a curfew. He encouraged residents to say something if they see something, rather
than attempting to handle a situation on their own. He also congratulated the senior class of 2020.
Councilor Duggan stated that he has been present on University Avenue since 1980 as a business owner
and operator. He stated that he is appreciative that his area has survived. He stated that the great strengths
of the people of Mendota Heights and its leadership have provided a sense of comfort that this will be
overcome, and the City will endure.
Mayor Garlock stated that he attended a Beyond the Yellow Ribbon meeting for Dakota County prior to
this meeting. He stated that there has been a donation from an anonymous donor, which the organization
will match, to provide food and beverages to the National Guard members. He stated that the food delivery
will be made to the armory the following day.
ADJOURN
Mayor Garlock moved to adjourn.
Councilor Duggan seconded the motion.
A roll call vote was performed:
Councilor Duggan aye
Councilor Miller aye
Councilor Paper aye
Councilor Petschel aye
Mayor Garlock aye
Mayor Garlock adjourned the meeting at 6:12 p.m.
____________________________________
Neil Garlock
Mayor
ATTEST:
_______________________________
Lorri Smith
City Clerk
page 9
Request for City Council Action DATE: June 16, 2020 TO: Mayor, City Council, and City Administrator FROM: Lorri Smith, City Clerk SUBJECT: Transfer of Off Sale Liquor License and Tobacco License for Mendota Liquor Barrel, 766 North Plaza Drive
COMMENT:
Introduction The Council is being asked to consider the transfer of the Off Sale Liquor License and the
Tobacco License for Mendota Liquor Barrel, 766 North Plaza Drive.
Background Bakke Kou and Han Chin, owners of Starlights 168 Liquor LLC, have submitted
applications for the transfer of the Off Sale Intoxicating Liquor license and tobacco license
for Mendota Liquor Barrel, located at 766 North Plaza Drive. These licenses are currently
issued to Twin City Beverage Inc.
The applicant has submitted a complete license packet and paid the required fees. The
applicant does not intend to change the business name of the establishment.
The Mendota Heights Police Department has completed a thorough investigation of the
applicant and has found no issues or concerns.
If approved, the off sale liquor license application would be sent to the MN State Liquor
Control for their approval of the off sale liquor license.
Recommendation Staff recommends that the Council approve the transfer of the Off Sale Liquor License and
the Tobacco License for Mendota Liquor Barrel, 766 North Plaza Drive, to Starlights 168
Liquor LLC.
Action Required A motion to approve the transfer of the Off Sale Liquor License and the Tobacco License for
Mendota Liquor Barrel, 766 North Plaza Drive, to Starlights 168 Liquor LLC.
page 10
Request for City Council Action
MEETING DATE: June 16, 2020
TO: Mayor, City Council, and City Administrator
FROM: Lorri Smith, City Clerk
SUBJECT: Renewal of Liquor License for Speedway #4516
COMMENT:
INTRODUCTION
The Council is asked to approve the renewal of the current off sale 3.2% liquor license for Speedway
#4516.
BACKGROUND
The current off sale 3.2% liquor license for Northern Tier Retail LLC dba Speedway #4516, located at
1200 Mendota Heights Road, will expire on June 30, 2020. The renewal application has been received
and is complete. All fees have been paid to the City for the renewal.
The background investigation is in the process of being conducted by the Police Department.
If approved, the liquor license would be effective July 1, 2020 through June 30, 2021.
RECOMMENDATION
Staff recommends the Council approve the issuance of the off sale 3.2% liquor license renewal for
Northern Tier Retail LLC dba Speedway #4516, located at 1200 Mendota Heights Road, effective July
1, 2020 through June 30, 2021, contingent upon the Police Department completing the background
investigation and that it has no negative findings.
page 11
Request for City Council Action
MEETING DATE: June 16, 2020
TO: Mayor, City Council, and City Administrator
FROM: Lorri Smith, City Clerk
SUBJECT: Approve New Licenses for Haiku Japanese Restaurant – Wine and On
Sale 3.2% Malt Liquor
COMMENT:
INTRODUCTION
The Council is asked to approve new Wine and On Sale 3.2% Malt Liquor licenses for Haiku Japanese
Bistro, located at 754 North Plaza Drive.
BACKGROUND
Haiku MH Inc., doing business as Haiku Japanese Bistro, currently has an On Sale Intoxicating Liquor
and a Sunday Liquor License. These licenses will expire on June 30, 2020. Haiku has requested to
switch their licenses to an On Sale Wine and 3.2% Malt Liquor license. They indicated these licenses
would be a better fit for the types of sales asked for by their customers and would be more economical
for their restaurant. The new Wine and 3.2% Malt Liquor licenses would be effective July 1, 2020
through June 30, 2021.
The applicant has completed the applications for the On Sale Wine and 3.2% Malt Liquor licenses.
Haiku has been credited or two months proportional liquor license fees for the months of April and
May, as approved by the Council. All fees have been paid to the City for the new licenses. The
certificate of insurance for the new licensing period has been received.
The background investigation by the Police Department found no issues with the issuance of these
licenses.
RECOMMENDATION
Staff recommends the Council approve the issuance of On Sale Wine and 3.2% Malt Liquor licenses to
Haiku MH Inc., dba Haiku Japanese Bistro, 754 North Plaza Drive, effective July 1, 2020 through June
30, 2021.
page 12
Request for City Council Action
MEETING DATE: June 16, 2020
TO: Mayor, City Council, and City Administrator
FROM: Lorri Smith, City Clerk
SUBJECT: Renewal of Massage Licenses
COMMENT:
INTRODUCTION
The Council is asked to approve the renewal of the current massage licenses.
BACKGROUND
The current massage licenses will be expiring on June 30, 2020. The applicants listed below have
submitted applications to renew their licenses. The applications are complete. All fees have been paid
to the City for the renewal.
Massage Business: Green Lotus Yoga and Healing Center, 750 Main Street, #100
Massage Therapist: Delaina Hinrichs
Roger Hinrichs
Kay Reich
Julie Olson
The background investigations have been completed and they resulted in no negative findings.
If approved, the massage licenses would be effective July 1, 2020 through June 30, 2021.
RECOMMENDATION
Staff recommends the Council approve the renewal of the massage licenses to the above listed
applicants, effective July 1, 2020 through June 30, 2021.
page 13
DATE: June 16, 2020
TO: Mayor, City Council, and City Administrator
FROM: Cheryl Jacobson, Assistant City Administrator
SUBJECT: City COVID-19 Preparedness Plans
INTRODUCTION
The City Council is asked to approve COVID-19 Preparedness Plans for City Hall, the Par 3 and
City Parks and Facilities.
BACKGROUND
Under Executive Order 20-74, critical and non-critical businesses must establish and implement a
COVID-19 Preparedness Plan. Each plan must provide for the implementation of guidance for a
specific industry, or if there is no specific guidance, general guidelines for all businesses, as well
as Minnesota OSHA Standards, and Minnesota Department of Health and CDC guidelines for
workplaces and places of business.
Prior to opening the Par 3 on April 27, staff returning to City Hall on May 18, and parks and
facilities opening for organized youth sports on June 1, city staff had created a plan for each area.
As set forth in the Executive Order, preparedness plans, at a minimum, must adequately address
an employee’s ability to work from home; establish policies and procedures that prevent sick
workers from entering the workplace; establish social distancing policies and procedures; establish
hygiene and source control polices; and establish cleaning, disinfection and ventilation protocols
for areas within workplaces and places of business.
As the Governor continues to “turn the dial” on reopening Minnesota, new guidelines are
published. All plans are evaluated and modified as directives and guidelines change. Each plan is
a flexible document in order to respond in a timely matter to new allowances. The League of
Minnesota Cities recommends that for most cities COVID -19 Preparedness Plans be adopted by
the City Council by June 29.
Attachments: City Hall (Employee Return) COVID-19 Preparedness Plan
Par 3 COVID-19 Preparedness Plan
Park and Facility COVID-19 Preparedness Plan
page 14
BUDGET IMPACT
Budget impacts of the COVID-19 pandemic are yet to be determined.
RECOMMENDATION
Staff recommends approval of COVID -19 Preparedness Plans for City Hall, Par 3 and City Parks
and Facilities and seeks authorization to amend plans, as needed, to comply with current directives
and guidelines as provided for by Executive Order, the Minnesota Department of Health,
Minnesota OSHA and the CDC.
ACTION REQUIRED
If the Council concurs, it should, by motion, approve COVID-19 Preparedness Plans for City Hall,
Par 3 and City Parks and Facilities and authorize staff to amend plans, as needed, to comply with
current directives and guidelines as provided for by Executive Order, the Minnesota Department
of Health, Minnesota OSHA and the CDC.
page 15
CITY OF MENDOTA HEIGHTS
City Hall COVID-19 Preparedness Plan
EMPLOYEE RETURN
POSTED: May 18, 2020
CONTACT: City of Mendota Heights
1101 Victoria Curve
Mendota Heights, MN 55118
651-452-1850
page 16
INTRODUCTION AND PURPOSE
The City of Mendota Heights is committed to providing a safe and healthy workplace for all
employees. In response to the COVID-19 pandemic and to comply with Federal, State and local
orders and directives the City has developed the following Preparedness Plan. The City’s goal is
to mitigate the potential for transmission of COVID-19 in the workplace. The following controls
and procedures are established by the City of Mendota Heights for operations at City Hall.
EMPLOYEES
The City of Mendota Heights is serious about the safety and health of its employees. The
implementation of recommended precautions and procedures included in this plan requires the
full cooperation of all employees.
Employees working at City Hall are responsible for implementing and complying with all aspects
of this Plan. While working, employees will be expected to adhere to the policies and procedures
that have been established to ensure the safety of co-workers and the public. Failure to comply
with the stated policies and procedures may be considered grounds for discipline.
CITY HALL SAFE WORK PRACTICES
All work exempted by Executive Order of the Governor, shall be conducted in a manner that
adheres to federal Occupational Safety and Health Standards (OSHA), the Minnesota Department
of Health (MDH) and CDC standards and guidelines related to COVID-19.
The following operational procedures are based on the State of Minnesota’s guidance and
address the need to implement and carryout public health protection measures for authorized
city facilities, employees and the general public. Procedures include a combination of engineering
and administrative controls and safe work practices which focus on reducing the transmission of
COVID-19 among employees, maintaining healthy business operations, and a healthy work
environment.
City Hall Building Controls
→ City Hall is closed to the public until further notice. The public will continue to transact
business with the City via contactless methods. Public interaction will continue to be by
telephone, email, US mail, and public drop off in the City Hall vestibule or mailbox.
→ Employees are assigned separate work space (e.g. offices and cubicles) and equipment (e.g.
computers and telephones). Work space is spread out or divided by at least six feet of
separation recommended for social distancing. For shared workspaces, such as those of the
Building Inspector and Fire Marshall and Recycling Coordinator and Communications
Coordinator, employees have been assigned to other work sites or are working from home.
→ To prevent grouping of people, chairs have been removed from the large conference room,
upstairs kitchen/breakroom and council chambers. Due to its size the small conference room
is not permitted for use by more than one person.
page 17
→ Building HVAC systems have been reviewed. As scientific information becomes available
about the virus, the City will continue to review and adjust City Hall HVAC systems recognizing
the role they play in keeping employees healthy and safe.
Infection Prevention Measures and Workplace Practices
Through this plan, employees are advised to:
→ Stay home if they are sick or have symptoms of COVID-19 (i.e. fever, cough, or shortness of
breath).
o Employees needing to stay home due to sickness should use their existing extended
disability, personal or vacation leave and/or leave permitted under the Families First
Coronavirus Response Act for COVID-19 related sickness. See Appendix D for policy and
request forms.
→ Self-monitor for signs and symptoms of COVID-19. Employees are encouraged to perform a
daily self-symptom assessment and self-temperature check prior to entering City Hall.
o Employees may access a number of COVID-19 self-assessment checklists and symptom
checkers online. Employees are to track their own self-assessments.
→ Inform their supervisor or Department Director if they are experiencing symptoms, are sick
or have a sick family member at home with COVID-19 and are needing to self-quarantine in
order to care for them. If prior to a scheduled work day, notification should be done through
telephone call or text message.
→ Practice good respiratory etiquette and hand hygiene. Employees are instructed to wash their
hands frequently throughout the work day with soap and water for at least 20 seconds or use
hand sanitizer that contains at least 60% alcohol in place of soap and water. Employees shall
cover coughs and sneezes with their sleeve or tissue and avoid touching their faces, in
particular their mouths, nose and eyes.
o The City has provided disinfectant spray and hand sanitizer to each employee. Additional
disinfectant and hand sanitizer will be located in the engineering cubicle closest to the
employee entrance. Staff will be able to refill their spray bottle, as needed. Wipes and
other cleaning supplies may be available for employee use and will depend on availability
to the City.
→ Practice social distancing by maintaining 6 feet of distance between themselves and others.
o Employees shall work their scheduled hours as established in their individual work plan.
Work schedules have been determined in order to allow for as little contact as possible
between employees.
o Employees who are able to work from home to fulfill their hours may continue to do so.
Work from home arrangements should be coordinated with an employee’s supervisor.
o Flexible work schedules will be considered so as to allow for staggering of staff in the
office. Employees may determine their start time and the days they want to work and
can include Saturday, Sunday as part of their normal work week.
page 18
o Employees shall minimize in-person meeting time and utilize electronic means of
communication in continuing City operations.
o Various parts of City Hall will be closed or available for limited use. The small conference
room will generally be off limits for use due to its size. The large conference room will be
able to be used but only by very small (2-3 people) groups. Employees will be able to
prepare and store food in the upstairs breakroom/kitchen but the number of chairs will
be reduced.
o Employees have the option of placing fluorescent tape on the floor in office spaces. This
tape serves as a visual reminder for employees to keep their distance.
→ Routinely clean and disinfect work spaces and equipment.
o Employees are responsible for routinely cleaning and disinfecting their own work space
and other common area work surfaces and high touch areas (such as the copier,
microwave, refrigerator door handle, etc.) that they use.
o Employees are responsible for cleaning and disinfecting city vehicles after each use.
o City Hall procedures have been modified to incorporate updated housekeeping practices
including routine cleaning and disinfecting of common work areas and equipment.
Common areas and touch points such as door knobs, conference room tables and
bathrooms will be cleaned by the Facilities Manager at least twice each day.
o The City will provide wipes for housekeeping and disinfecting use, if available. If wipes
become unavailable, spray bottles of disinfectant/surface sanitizer and paper towels have
been provided and should be used on work surfaces and equipment.
→ Use Personal Protective Equipment (PPE).
o Employees may choose to wear non-medical face coverings or face masks while working.
o Employees may choose to wear gloves. Gloves will be provided by the City when
available. If gloves are unavailable due to PPE shortages, employees shall practice good
hand hygiene by washing their hands for at least 20 seconds with soap and water
frequently throughout the day. Hand sanitizer (which is greater than 60% alcohol) can be
used for hand hygiene.
IDENTIFIED EXPOSURE TO COVID-19
Source: https://www.cdc.gov/coronavirus/2019-ncov/community/critical-workers/implementing-safety-
practices.html]
A potential exposure means being a household contact or having close contact within 6 feet of
an individual with confirmed or suspected COVID-19. The timeframe for having contact with an
individual includes the period of time of 48 hours before the individual became symptomatic.
Employees may be permitted to work following a potential exposure to COVID-19, provided the
employee remains asymptomatic and takes additional precautions prior to and during their work
shift to protect themselves, co-workers and the community.
page 19
Employees who have had an exposure but remain asymptomatic should adhere to the following
practices prior to and during working hours:
→ Notify their supervisor or Department Director of any known potential or actual exposure.
→ Self-Monitor and prescreen before each work shift. Employees will be required to take their
temperature and assess symptoms prior to each work shift. Employees should continue to
self-monitor for the required number of days. Employees are responsible for reporting any
changes in symptoms to supervisor or Department Director.
→ Wear Personal Protective Equipment (PPE) including a face mask or face covering at all times
while in the workplace for 14 days after last exposure and gloves at all times while working,
for 14 days after last exposure.
→ Practice social distancing by maintaining 6 feet of separation from others, as work duties
permit.
→ Disinfect and clean work spaces and equipment, routinely
SUSPECTED OR CONFIRMED COVID-19
If an employee appears to have symptoms of COVID-19 upon arrival at work or becomes sick
during the work day, the employee will be isolated within their workspace and required to wear
a mask prior to moving from their workspace. The employee will be sent home immediately.
Depending on circumstances, the City will wait as long as possible to allow for respiratory
droplets to settle before cleaning and disinfecting impacted work areas and equipment.
Information on the persons who had contact with the employee during the time the employee
had symptoms and two days prior to symptoms appearing will be compiled. Information will be
shared with other city employees to the extent necessary to assess the risk involved. Information
will remain confidential to maintain the privacy of the employee’s health status and health
information.
PERSONAL PROTECTIVE EQUIPMENT (PPE)
In addition to other prevention strategies, the use of Personal Protective Equipment (PPE) may
help prevent the spread of COVID-19. The City of Mendota Heights will provide employees with
PPE needed to keep workers safe while performing their job. Depending on the position, PPE
may include: face masks or face coverings, disposable gloves, eye protection, and transaction
shields at the City Hall reception desk.
The City of Mendota Heights acknowledges that during a pandemic, PPE may be in short supply.
PPE will be selected based on the results of the City’s hazard assessment and specific job duties
for each position.
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COMMUNICATION AND TRAINING
Each employee will be provided a copy of this plan and necessary training will be provided as
needed to an employee. Communication and training will be ongoing and this plan will be
updated as the COVID-19 environment changes.
AUTHORITY TO CHANGE OR MODIFY
Circumstances related to COVID-19 are continuously changing and evolving. Supervisors are to
monitor how effective the program has been implemented and carried out. Supervisors shall
communicate any needs or adjustments to the Assistant City Administrator. The City will continue
to monitor and evaluate operations and procedures and make necessary changes to ensure the
safety of employees.
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Appendix A:
HEALTH SCREENING QUESTIONS
Per CDC/MDH guidelines, the following are health screening questions to ask when conducting
self-assessments. If an employee answers yes to any of these questions, they should stay home
or if at work will be sent home.
1. A new fever (100.4°F or higher), or a sense of having a fever?
2. A new cough that you cannot attribute to another health condition?
3. New chills that you cannot attribute to another health condition?
4. New shortness of breath that you cannot attribute to another health condition?
5. A new sore throat that you cannot attribute to another health condition?
6. New muscle aches that you cannot attribute to another health condition, or that
may have been caused by a specific activity (such as physical exercise)?
7. A new headache that you cannot attribute to another health condition?
8. New loss of smell or taste that you cannot attribute to another health condition?
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Appendix B:
CLEANING AND DISINFECTING
[Source: https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/cleaning-disinfection.html]
Employees shall practice routine cleaning of frequently touched surfaces (for example: tables,
doorknobs, light switches, handles, desks and electronics) with household cleaners
and disinfectants that are appropriate for the surface, following label instructions. Labels contain
instructions for safe and effective use of the cleaning product including precautions employees
should take when applying the product, such as wearing gloves and making sure they have good
ventilation during use of the product.
→ CLEANING refers to the removal of germs, dirt and impurities from surfaces. It does not
kill germs, but by removing them, it lowers their numbers and the risk of spreading
infection.
→ DISINFECTING refers to using chemicals, for example, EPA-registered disinfectants, to kill
germs on surfaces. This process does not necessarily clean dirty surfaces or remove
germs, but by killing germs on a surface after cleaning, it can further lower the risk of
spreading infection.
How to Clean and Disinfect
→ Hard (Non-porous) Surfaces
o Wear disposable gloves when cleaning and disinfecting surfaces. Gloves should be
discarded after each cleaning. If reusable gloves are used, those gloves should be
dedicated for cleaning and disinfection of surfaces for COVID-19 and should not be
used for other purposes. Employees should consult the manufacturer’s instructions
for cleaning and disinfection products used. Clean hands immediately after gloves are
removed.
o If surfaces are dirty, they should be cleaned using a detergent or soap and water prior
to disinfection. For disinfection, most common EPA-registered household
disinfectants should be effective. A list of products that are EPA-approved for use
against the virus that causes COVID-19 is available. Follow manufacturer’s instructions
for all cleaning and disinfection products for (concentration, application method and
contact time, etc.).
→ For electronics
o Follow the manufacturer’s instructions for all cleaning and disinfection products. If no
manufacturer guidance is available, consider the use of alcohol-based wipes or spray
containing at least 70% alcohol to disinfect touch screens. Dry surfaces thoroughly to
avoid pooling of liquids.
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Appendix C:
HAND HYGEINE
[Source: https://www.cdc.gov/handwashing/when-how-handwashing.html]
Hand washing is one of the best ways to protect yourself and your family from getting sick. Germs
can spread from other people or surfaces when you:
• Touch your eyes, nose, and mouth with unwashed hands
• Prepare or eat food and drinks with unwashed hands
• Touch a contaminated surface or objects
• Blow your nose, cough, or sneeze into hands and then touch other people’s hands or
common objects
During the COVID-19 pandemic, you should also clean hands:
• After you have been in a public place and touched an item or surface that may be
frequently touched by other people, such as door handles, tables, gas pumps, shopping
carts, or electronic cashier registers/screens, etc.
• Before touching your eyes, nose, or mouth.
Washing Your Hands the Right Way
1. Wet your hands with clean, running water (warm or cold), turn off the tap, and apply
soap.
2. Lather your hands by rubbing them together with the soap. Lather the backs of your
hands, between your fingers, and under your nails.
3. Scrub your hands for at least 20 seconds. Need a timer? Hum the “Happy Birthday” song
from beginning to end twice.
4. Rinse your hands well under clean, running water.
5. Dry your hands using a clean towel or air dry them.
Use Hand Sanitizer When You Can’t Use Soap and Water
You can use an alcohol-based hand sanitizer that contains at least 60% alcohol if soap and water
are not available. You can tell if the sanitizer contains at least 60% alcohol by looking at the
product label.
Sanitizers can quickly reduce the number of germs on hands in many situations. However,
sanitizers do not get rid of all types of germs, may not be as effective when hands are visibly dirty
or greasy and might not remove harmful chemicals from hands like pesticides and heavy metals.
Using Hand Sanitizer
• Apply gel/liquid product to the palm of one hand (read the label to learn the correct amount).
Rub your hands together.
• Rub gel/liquid over all the surfaces of your hands and fingers until your hands are dry. This
should take around 20 seconds.
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Appendix D
COVID-19 FAMILIES FIRST CORONAVIRUS RESPONSE ACT LEAVE POLICY
(ATTACHED)
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City of Mendota Heights Personnel Code
COVID- 19
Families First Coronavirus Response Act Leave Policy
INTRODUCTION AND PURPOSE
The Families First Coronavirus Response Act (FFCRA) requires government employers provide employees
with paid sick leave and expanded family and medical leave for specified reasons related to COVID-19.
In compliance with the requirements of the FFCRA, the City of Mendota Heights (the “City”), adopts the
following policy for Emergency Paid Sick Leave and Emergency Family and Medical (Public Health
Emergency) Leave effective April 1, 2020 through December 31, 2020.
EMERGENCY PAID SICK LEAVE
Employee Eligibility
Full and part time employees of the City who have been employed for a minimum of one calendar day
as of April 1, 2020 are eligible. An employee is eligible to take leave related to COVID-19, if the employee
is unable to work or work remotely for the following reasons:
1. The employee is subject to a Federal, State, or local quarantine or isolation order related to
COVID-19.
2. The employee has been advised by a health care provider to self-quarantine due to concerns
related to COVID-19.
3. The employee is experiencing symptoms of COVID- 19 and seeking a medical diagnosis.
4. The employee is caring for an individual who is subject to a Federal, State or local quarantine or
isolation order or as advised to by health care provider.
5. The employee is caring for a son or daughter whose school or place of care has been closed, or
the child care provider is unavailable, due to COVID-19 precautions.
6. The employee is experiencing any other substantially similar condition specified by the
Secretary of Health and Human Services in consultation with the Secretary of the Treasury and
the Secretary of Labor.
Length of Leave
Eligible employees will receive up to two weeks of Emergency Paid Sick Leave. Full-time employees
qualify for up to 80 hours of leave. Part-time employees qualify for the average number of hours worked
during a typical two-week period. The two-week period shall be determined by the City.
An employee using Emergency Paid Sick Leave for qualifying reasons (1), (2), (3), (4) and (6) must take
paid sick leave in full-day increments until either: 1) the full amount of leave is exhausted; or 2) there is
no longer a qualifying reason for taking paid sick leave. Additionally, under these conditions an employee
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may qualify for Family and Medical Leave Act (FMLA) leave, which shall run concurrently with Emergency
Paid Sick Leave, and all other regular FMLA policies and procedures shall apply.
An employee using Emergency Paid Sick Leave for qualifying reason (5), may use the Emergency Paid
Sick Leave intermittently or on a reduced schedule with the approval of the employee’s Department
Head and Assistant City Administrator. Additionally, under this condition an employee may qualify for
leave under the Public Health Emergency Leave.
An employee may qualify for leave under two or more qualifying reasons, but an employee is only eligible
for a maximum of 80 hours of Emergency Paid Sick Leave. An employee is not required to use other
available paid leave before using Emergency Paid Sick Leave.
Pay Benefits
Under qualifying reasons (1), (2), and (3) an employee is paid 100% of their regular rate of pay up to $511
per day ($5,110 in total).
Under qualifying reasons (4), (5), and (6) an employee is paid two-thirds of their regular rate of pay, up
to $200 per day ($2,000 in total). Under these qualifying reasons, an employee may elect to supplement
their pay with accrued vacation, extended disability, personal leave, or comp time, not to exceed 100%
of their weekly gross salary.
Emergency Paid Sick Leave Limits
Emergency paid sick leave will expire on December 31, 2020. This leave will not carry forward and will
not be paid to an employee upon separation of employment or at the end of the year.
PUBLIC HEALTH EMERGENCY LEAVE (EMERGENCY FMLA)
Public Health Emergency Leave is a temporary expansion of the Federal Family and Medical Leave Act
(FMLA) and provides pay and benefit protection to an employee who is unable to work or work remotely
due to caring for a son or daughter whose school or place of care has been closed, or whose child care
provider is unavailable due a public health emergency.
Employee Eligibility
All current employees of the City who have been employed for a minimum of 30 calendar days as of
April 1, 2020 are eligible for benefits under this section.
Length of Leave
Public Health Emergency Leave provides for a combination of up to 12 weeks of unpaid and paid leave.
Leave taken under this policy shall count towards an employee’s total allotment of leave, for any
qualifying reason, in a 12-month period under FMLA.
Leave may be used intermittently or on a reduced schedule with the approval of the employee’s
Department Director and the Assistant City Administrator.
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Pay Benefits
The first 10 days of Public Health Emergency Leave are unpaid. An employee may elect to use paid leave
(e.g. vacation leave, personal leave, extended disability or comp time) during the 10-day unpaid period,
or the 10 days may be paid using Emergency Paid Sick Leave, if taken for a qualifying reason.
After the initial 10 days, an employee may be entitled to up to 10 weeks of job protected leave at two-
thirds their regular rate of pay up to $200 per day ($12,000 in the aggregate over a 12-week period—
two weeks of paid emergency sick leave followed by up to 10 weeks of paid expanded family and medical
leave). An employee may elect to supplement their pay with accrued vacation, personal leave, extended
disability, and comp time, not to exceed 100 percent of their weekly gross salary.
OTHER RIGHTS AND RESPONSIBILITIES UNDER FFCRA LEAVE
Notifying the City of the Need for FFCRA Leave
An employee should make their request for leave known as soon as possible, by notifying their
immediate supervisor or Human Resources and filling out a request from. If an employee is
incapacitated, the employee’s representative should give verbal notice as soon as possible. Calling in
“sick” does not qualify as adequate notice. An employee must provide sufficient information regarding
the reason for an absence for the City to know that protection and benefits may exist under this policy.
Generally, the City will require certification to verify the qualifying reason for the leave. An employee
should be prepared to provide documentation such as a copy of any quarantine or isolation order, or
written note by a health care provider advising self-quarantine, or a notice of closure of school or
childcare provider.
It is understood that requesting healthcare provider documentation may place additional burden on the
medical community; therefore, if an employee is unable to obtain documentation, at a minimum, the
name, address, and phone number of the employee’s treating healthcare provider must be provided.
The City of Mendota Heights reserves the right to request additional documentation completed by a
healthcare provider or childcare provider in situations where there is reason to believe an employee has
fraudulently obtained leave or paid benefits.
Rights Upon Return from FFCRA Leave
An employee who takes FFCRA leave may be reinstated to the same job or an equivalent position upon
completion of the leave. If an individual has exhausted all leave under this policy and is still unable to
return to work, the situation will be reviewed on a case-by-case basis to determine what rights and
protections might exist.
The law provides that an employee has no greater rights upon return from leave than the individual
would have had if they had continued to work. Therefore, an employee may be affected by a layoff,
reorganization, furlough, change in job duties, or other change in employment if the action would have
occurred had the employee remained actively at work.
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City of Mendota Heights 1101 Victoria Curve, Mendota Heights, MN 55118
Request for Emergency Paid Sick Leave (COVID-19)
Effective April 1, 2020, if you are unable to work, or tele/remote work because of the COVID-19
pandemic, you may be eligible for Emergency Paid Sick Leave under the Families First Coronavirus
Recovery Act (FFCRA). Full-time employees may take up to 80 hours of Emergency Paid Sick Leave for a
qualifying reason. Part-time employees may take the number of hours they typically work in an average
two-week period (not to exceed 80 hours).
Paid sick leave under the Emergency Paid Sick Leave Act is in addition to other leave provided under
Federal, State, or local law, applicable collective bargaining agreement or the City’s accrued leave
benefits. Emergency Paid Sick Leave provided for under the FFCRA is scheduled to expire on December
31, 2020; this leave is not eligible for pay out at termination of employment or if unused at the end of
the year.
To request Emergency Paid Sick Leave, please complete the information below.
EMPLOYEE NAME: POSITION:
Despite the City having work for me, I certify I am unable to work or tele/remote work at this time due
the following reason (check one of the applicable boxes):
I am subject to a Federal, State or local quarantine or isolation order related to COVID-19.
I am requesting Emergency Paid Sick Leave at my regular rate of pay for two weeks, up to a cap
of $511/day or $5,110 total over the entire two-week Emergency Paid Sick Leave period for the
following dates:
From (date): _________________________ to (date): _____________________
Please attach a copy of the applicable Federal, State or local quarantine order to this request.
I have been advised by a health care provider to self-quarantine due to concerns related to
COVID-19.
Name of Health Care Provider who advised me to self-quarantine for COVID-19 related reasons:
I am requesting Emergency Paid Sick Leave at my regular rate of pay for up to two weeks, up to
a cap of $511/day or $5,110 total over the entire two-week Emergency Paid Sick Leave period
for the following dates:
From (date): To (date):
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I am experiencing COVID-19 symptoms and I am seeking a medical diagnosis.
Name of Health Care Provider I am contacting:
I am requesting Emergency Paid Sick Leave at my regular rate of pay for up to two weeks, up to
a cap of $511/day or $5,110 total over the entire two-week Emergency Paid Sick Leave period
for the following dates:
From (date): To (date):
I am caring for an individual who:
1) Is subject to a Federal, State or local quarantine or isolation order related to COVID-19; or
2) Has been advised by a health care provider to self-quarantine due to concerns related to
COVID-19
Name of Individual:
*Relationship to Me:
*Must be an immediate family member, roommate, or a similar person with whom you have a
relationship that creates an expectation that you would care for the person due to the
quarantine.
Please specify why you are unable to work because of the reason for leave:
I have attached a copy of the applicable Federal, State or Local quarantine order to this request
or the following is the name of the Health Care Provider who advised the identified individual
to self-quarantine for COVID-19 related reasons:
I am requesting Emergency Paid Sick Leave at 2/3 my regular rate of pay for up to two weeks,
up to a cap of $200/day or $2,000 total over the entire two-week Emergency Paid Sick Leave
period for the following dates:
From (date): To (date):
I am caring for my minor child whose school or place of care is closed or my childcare
provider is unavailable to due to COVID-19 related reasons.
Per the US Department of Labor, Emergency Paid Sick Leave is only for the period when the
employee needs to, and actually is, caring for his or her child.
With the care of a child older than 14 years of age during daylight hours, you must include a
statement that special circumstances exist requiring you to provide care.
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I assert no other suitable person is available to care for the child/children during the period of
this requested leave. Child or Children, I must care for:
Child’s Name Age Relationship To Employee
(e.g. Son, Daughter)
Name and City of School or Childcare
Center the Child is enrolled in
I am requesting Emergency Paid Sick Leave at 2/3 my regular rate of pay for up to two weeks, up to a
cap of $200/day or $2,000 total over the entire two-week Emergency Paid Sick Leave period for the
following dates:
From (date): To (date):
You may take Emergency Paid Sick Leave intermittently for the care of your child/children whose school
or place of care is closed, or whose child care provider is unavailable because of COVID-19 related
reasons.
I am experiencing a substantially similar condition, as specified by the U.S. Department of
Health and Human Services, Labor and Treasury.
I am requesting Emergency Paid Sick Leave at 2/3 my regular rate of pay for up to two weeks, up to a
cap of $200/day or $2,000 total over the entire two-week Emergency Paid Sick Leave period for the
following dates:
From (date): To (date):
Pay During Use of Emergency Paid Sick Leave
You have the option of using your accrued leave banks to supplement any 2/3 payment under
Emergency Paid Sick Leave.
Yes, I would like to use my accrued city leave balances to supplement any of the payments
made to me at the 2/3 pay rate.
Use My Accrued Leave (paid at my regular rate):
Vacation Sick Personal Leave Comp Time
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• I certify the above information is true and accurate to the best of my knowledge.
• I understand pursuant to federal regulations, payments made to employees taking paid leave pursuant
to the FFCRA are not subject to the employer portion of the OASDI tax imposed by Section 3111(a) of
the IRS Code, which is also known as the social security tax.
EMPLOYEE SIGNATURE DATE
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City of Mendota Heights 1101 Victoria Curve, Mendota Heights, MN 55118
Request for Public Health Emergency Leave
(Emergency FMLA)
Effective April 1, 2020, despite the City having work available for you, if you are unable to work or
tele/remote work because you are caring for your minor child whose school or child care provider is closed
or unavailable due to the COVID-19 pandemic, you may be eligible for a partially paid leave of absence
through the Emergency Family and Medical Leave Expansion Act provided for under the Families First
Coronavirus Response Act (FFCRA). This expanded Family Medical Leave is available through December
31, 2020.
If eligible, you may take up to 12 weeks of Public Health Emergency Leave, providing you have not already
exhausted “traditional” FMLA. The first two weeks of leave are unpaid, but you may use Emergency Paid
Sick Leave (provided for under the Emergency Paid Sick Leave Act) or use your accrued personal leave,
vacation, extended disability, or comp time to receive pay during those weeks. The remaining ten weeks
are paid at 2/3 your average rate of pay, capped at $200 per day.
To be eligible for Public Health Emergency Leave under the FMLA, you must:
• Have worked for the City for at least 30 days; AND
• Be unable to work or tele/remote work because you are caring for your minor child
since your child’s school or daycare closed or your childcare is unavailable due to COVID-
19; AND
• There is no other suitable person available to care for your child/children during the
leave period.
REQUEST FOR PUBLIC HEALTH EMERGENCY LEAVE NOTICE TO EMPLOYEES
• Employees qualifying for expanded FMLA leave due to school or child-care closures will be paid for two-
thirds of their normal wage for the work hours missed, up to a maximum of $200/day.
• The maximum hours available for regular part-time employees will be determined by normally
scheduled hours. For example, a part-time employee who is scheduled to work 25 hours per week
would be eligible for two-thirds of their normal wage for those hours, up to the maximum of $200/day.
• The maximum hours available for limited part-time, temp and seasonal employees will be determined
by calculating the average hours worked over the last six months to calculate the average daily hours.
• Prior to being eligible for this paid time-off benefit, employees must first take two weeks of time off to
care for their child/children whose school or child care is closed due to the COVID-19 pandemic. This
initial two weeks of time off shall be unpaid, in some cases paid through Emergency Paid Sick Leave, or
paid through the use of some other form of employer provided accrued leave.
• The use of FMLA leave for this purpose counts towards an employee’s total FMLA leave eligibility of 12
weeks per 12-month period.
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EMPLOYEE NAME: POSITION:
I am requesting to take Public Health Emergency FMLA because I am caring for my minor child due to
closure of my child’s school or daycare or because my childcare is unavailable due to COVID-19
pandemic. This situation makes me:
Completely unable to work my normal schedule
Able to work only a portion of my normal schedule
(Please describe the hours you are able to work on a separate piece of paper and attach to this request.
This will be reviewed with your supervisor and/or department director and a response will be provided
as to whether the City can reasonably accommodate the requested schedule)
DATES OF LEAVE REQUESTED: FROM: TO:
CHILD OR CHILDREN, I MUST CARE FOR:
Please note: With the care of child older than 14 years of age during daylight hours, you must include a statement that
special circumstances exist requiring you to provide care.
Child’s Name Age Relationship To Employee
(e.g. Son, Daughter)
Name and City of School or Childcare
Center/Provider the Child is Enrolled At
I would like to take the first two weeks (up to 80 hours) of leave:
Unpaid Use Emergency Paid Sick Leave (paid at 2/3 of my regular rate, if eligible)
Or Use My Accrued Leave (paid at my regular rate):
Vacation Extended Disability Personal Leave Comp Time
During the remainder of my leave (up to 10 weeks):
I would like to supplement the Emergency FMLA (2/3 pay) with my accrued:
Vacation Extended Disability Personal Leave Comp Time
I do not want to supplement my Emergency FMLA with my accrued vacation, extended
disability, or comp time so that I may receive my typical paycheck
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• I certify that the above information is true and accurate to the best of my knowledge.
• I understand pursuant to federal regulations, payments made to employees taking paid leave pursuant to
the FFCRA are not subject to the employer portion of the OASDI tax imposed by Section 3111(a) of the IRS
Code, which is also known as the social security tax.
• I further certify that no other suitable person is available to care for the child(ren) during this period of time.
EMPLOYEE SIGNATURE DATE
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Page 1
CITY OF MENDOTA HEIGHTS
Par 3 COVID‐19 Preparedness Plan
POSTED: April 27, 2020
CONTACT: City of Mendota Heights
1101 Victoria Curve
Mendota Heights, MN 55118
651‐452‐1850
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Page 2
INTRODUCTION AND PURPOSE
Minnesota Executive Order 20‐38 issued by Governor Walz on April 17, 2020, allowed for outdoor
recreational activity such as golfing to resume, with adherence to the State of Minnesota COVID‐
19 Outdoor Recreation, Facilities and Public Guidelines. The guidelines address public health
protection measures for both authorized outdoor recreational facilities and the general public.
The City of Mendota Heights is committed to providing a safe and healthy workplace for all
workers and workplace guests. In response to the COVID‐19 pandemic and to comply with
Federal, State and local orders and directives regarding mitigating the spread of the coronavirus,
the following procedures and systems are established by the City of Mendota Heights for
operations at the Mendota Heights Par 3 golf course, until further notice.
EMPLOYEES
Mendota Heights Par 3 Clubhouse and Maintenance workers are advised that:
The position of Clubhouse Worker involves interaction and contact with members of the
public.
The position of Maintenance Workers may involve, on a limited basis, interaction and contact
with members of the public.
The City will implement all recommended precautions to limit an employee’s exposure to the
public, including social distancing recommendations and personal protective equipment as
needed.
Persons with higher risk of serious illness or that may have a higher likelihood of contracting
the coronavirus as identified by the CDC should be aware of requirements of the position in
making their decision whether to accept an offer of employment for the position.
While working at the Mendota Heights Par 3, employees will be expected to adhere to the
policies and procedures that have been established to ensure the safety of co‐workers and the
public. Failure to comply with the stated policies and procedures shall be considered grounds for
discipline up to and including termination.
SAFE WORK PRACTICES
All work exempted by Executive Order of the Governor, shall be conducted in a manner that
adheres to federal Occupational Safety and Health Standards (OSHA), the Minnesota Department
of Health (MDH) and CDC standards and guidelines related to COVID‐19.
Infection Prevention Measures and Workplace Practices
Par 3 work practices will focus on reducing the transmission of COVID‐19 among employees,
maintaining healthy business operations, and a healthy work environment. Work practices will
incorporate hygiene and infection control.
Through this plan the City is advising employees to:
Self‐monitor for signs and symptoms of COVID‐19. Employees shall perform a daily self‐
symptom assessment and self‐temperature check. The City will use the MDH COVID‐19
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Page 3
self‐assessment checklist. Employees are to maintain daily records of completed self‐
assessments and notify Meredith Lawrence or Cheryl Jacobson if they are experiencing
COVID‐19 symptoms.
Stay home if they are sick or have symptoms of COVID‐19 (i.e. fever, cough, or shortness
of breath).
Inform Meredith Lawrence or Cheryl Jacobson if they are experiencing symptoms, are sick
or have a sick family member at home with COVID‐19 and are needing to self‐quarantine
in order to care for them. Notification can be done through telephone call or text
message. Employees shall not return to work until they have met all the criteria as
established by the CDC, MDH or healthcare provider to discontinue home isolation.
Follow CDC guidelines for what to do if they are sick, including staying home, seeking
medical attention, quarantining from others, and monitoring symptoms. For a complete
list of recommended steps visit: https://www.cdc.gov/coronavirus/2019‐ncov/if‐you‐
are‐sick/steps‐when‐sick.html
Practice good respiratory etiquette and hand hygiene. Employees are instructed to wash
their hands frequently throughout the work day with soap and water for at least 20
seconds or use hand sanitizer that contains at least 60% alcohol in place of soap and water
while working. Employees shall cover coughs and sneezes with their sleeve or tissue and
avoid touching their faces, in particular their mouths, nose and eyes.
Practice social distancing by maintaining 6 feet of distance between themselves and
others. Employees shall work scheduled shifts as established by the City. Shifts have been
staggered in order to allow for as little contact as possible between employees.
Follow City of Mendota Heights Par 3 Clubhouse and Maintenance procedures for
routinely disinfecting and cleaning work spaces and equipment. Procedures have been
established for routine cleaning and disinfecting of work surfaces, equipment, tools and
machinery and all areas in the general work area as well as for those high‐touch areas and
items including door handles, cash register, clubhouse telephone, pens/pencils, and
tables.
Use Personal Protective Equipment (PPE) including face masks or face coverings.
Personal Protective Equipment (PPE)
In addition to other prevention strategies, the use of Personal Protective Equipment (PPE) may
help prevent the spread of COVID‐19. The City of Mendota Heights will provide employees with
PPE needed to keep workers safe while performing their job. Depending on the position, PPE
may include: face masks or face coverings, disposable gloves, eye protection, and sneeze guards
at public facing work spaces.
The City of Mendota Heights acknowledges that during a pandemic outbreak, PPE may be in short
supply. PPE will be selected based on the results of the City’s hazard assessment and specific job
duties for each position.
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Page 4
Employees Exhibiting Signs and Symptoms of COVID‐19
Identified Exposure to COVID‐19:
A potential exposure means being a household contact or having close contact within 6 feet of
an individual with confirmed or suspected COVID‐19. The timeframe for having contact with an
individual includes the period of time of 48 hours before the individual became symptomatic.
Employees may be permitted to work following a potential exposure to COVID‐19, provided the
employee remains asymptomatic and takes additional precautions prior to and during their work
shift to protect themselves, co‐workers and the community. Precautions include:
Notifying Meredith Lawrence or Cheryl Jacobson of any known potential or actual
exposure.
Pre‐screening before each work shift. Employees will be required to take their
temperature and assess symptoms prior to each work shift. Employees should continue
to self‐monitor for the required number of days. Employees are responsible for reporting
any changes in symptoms to Meredith Lawrence or Cheryl Jacobson.
Wearing Personal Protective Equipment (PPE) including a face mask or face covering and
gloves at all times while working, for 14 days after last exposure.
Practicing social distancing by maintaining 6 feet of separation from others, as work duties
permit.
Following City of Mendota Heights Par 3 Clubhouse and Maintenance procedures for
disinfecting and cleaning work spaces and equipment.
Source: https://www.cdc.gov/coronavirus/2019‐ncov/community/critical‐workers/implementing‐safety‐
practices.html]
Suspected or Confirmed COVID‐19:
If an employee appears to have symptoms of COVID‐19 upon arrival at work or becomes sick
during the work day, the employee will be isolated and sent home immediately. Work areas and
equipment will be cleaned and disinfected.
Information on the persons who had contact with the employee during the time the employee
had symptoms and two days prior to symptoms appearing will be compiled. Other employees
with close contact (within 6 feet) of the employee during this time will be considered exposed.
In accordance with the Minnesota Data Practices Act and the Americans with Disabilities Act, the
City cannot disclose an infected worker’s name, health status and health information.
Employees are directed to find additional information on what to do if they are sick on the CDC
website by visiting: https://www.cdc.gov/coronavirus/2019‐ncov/if‐you‐are‐sick/steps‐when‐
sick.html.
page 41
Page 5
PAR 3 PROCEDURES
The following operational procedures are based on the State of Minnesota’s COVID‐19 Outdoor
Recreation, Facilities and Public Guidelines and address the need to implement and carryout
public health protection measures for both authorized outdoor recreational facilities such as the
golf course and the general public. Procedures include a combination of engineering and
administrative controls and safe work practices.
[Source: https://www.dnr.state.mn.us/aboutdnr/covid‐19‐outdoor‐recreation‐guidelines.html]
Golf Course Control Measures
Engineering Controls:
The course is walking, only. Equipment rental, including riding carts, pull carts, clubs and
soccer balls are not available for rent.
Cups will be raised or hole inserts will be used.
No touch flag sticks have been put in place. The City suggests a “social distancing gimme”
where players pick up their ball when within 6 feet of the hole.
Garbage cans have been removed from the course, except for those located outside of
the clubhouse. Course users are expected to manage their garbage while golfing.
Non‐essential items such as ball washers, bunker rakes and benches have been removed
from the course in order to reduce touching by multiple users.
Administrative Controls:
Tee‐times are to be booked ahead of time, if possible. Tee times will be scheduled 12
minutes (as opposed to the traditional 8 minutes apart) to spread golfers out. No more
than 4 players per tee time.
All golf fees must be paid with one transaction per group. Payment by credit/debit card
only. Cash will not be accepted.
Score cards and pencils are not provided. Golfers should download a score keeping app
or bring their own pen/pencil and paper for keeping score.
Safe Playing Practices:
Golfers are encouraged not to come to the golf course if they are sick or exhibiting
symptoms of COVID‐19, such as a fever, cough, or shortness of breath.
Golfers are encouraged to bring and use their own hand sanitizer, masks, and gloves to
keep themselves and others safe. PPE will not be provided by the City to golf patrons.
The City asks that golfers arrive no more than 10 minutes before their tee time in order
to minimize gathering and leave the course immediately after their round.
Golfers are expected to maintain social distancing and keep 6 feet from anyone outside
of their household while on the course, especially when teeing off and on the green.
page 42
Page 6
Clubhouse Control Measures
Engineering Controls:
The Par 3 Clubhouse will be closed to the public.
Chairs and tables have been removed from inside the clubhouse and from the clubhouse
patio.
Clubhouse restrooms are closed to the public. A portable restroom is located at hole #4
near the course maintenance garage.
Golfers will check in for rounds and purchase rounds through a transactional window.
This window will include a plexi‐glass sneeze guard.
Administrative Controls:
Pre‐packaged food and beverages; and merchandise such as golf balls, tees and other
playing equipment are not available for sale.
Payment for course fees will be made via credit/debit card, only. No cash transactions
will be accepted.
The Clubhouse will run two work shifts (instead of three). Shift one will be from 7:30 am
to 1:30 pm, the second shift will be from 1:45 pm to 8:30 pm or course close depending
on sun set times, seven days a week.
Safe Work Practices:
Clubhouse procedures have been modified to incorporate updated housekeeping
practices including routine cleaning and disinfecting of work areas and equipment. A
Clubhouse cleaning schedule and instructions have been established, generally by task.
Detailed procedures are provided in Appendix A of this plan.
Staff shall disinfect common area surfaces used by the public such as the credit card
machine and the work surface that it sits on hourly throughout the work shift.
Disinfectant wipes or disinfectant spray and paper towel are provided by the City and
must be used.
Grounds Maintenance Control Measures
Engineering Controls:
See Golf Course engineering controls.
Administrative Controls:
The course will run on a minimal maintenance philosophy to ensure turf stays alive. Turf
will be maintained through the implementation of a reduced mowing schedule. A
maintenance schedule has been developed and must be strictly adhered to.
Spraying will only be done when necessary. Pre‐emergent herbicide is critical and will be
scheduled as necessary. Spraying will be completed by Public Works personnel following
COVID‐19 safe work practices.
page 43
Page 7
Non‐essential maintenance, such as gardening, weed whipping, tree trimming will not be
completed unless otherwise directed by Meredith Lawrence.
Carefully manage “dry side irrigation practices” to further help slow overall turf growth.
o Prepare for the possibility of not being at the course for a few days and letting the
system run in auto at low volume or remain off for a number of days.
o Meredith Lawrence and Cheryl Jacobson will be responsible for adjusting water
levels and this will be done via the irrigation control system app. Maintenance
employees should not touch controls.
Management will consider adjusting course aerating dates to coincide with any slowdown
in play.
Safe Work Practices
Employees shall practice good hand hygiene; washing their hands for at least 20 seconds
with soap and water at the beginning and end of each shift and frequently throughout
the day. A hand washing station is located near the portable restroom near the
maintenance garage. Hand sanitizer (which is greater than 60% alcohol) can be used for
hand hygiene, if soap and water is unavailable.
Maintenance staff shall wear gloves at all times. Employees will be trained in the proper
use of gloves including the prevention of cross contamination. Gloves will be provided by
the City, if gloves are unavailable due to PPE shortages, employees shall practice good
hand hygiene by washing their hands for at least 20 seconds with soap and water
frequently throughout the day. Hand sanitizer (which is greater than 60% alcohol) can be
used for hand hygiene.
Employees will be responsible for routine cleaning and disinfecting of all equipment
including machinery and hand tools used throughout the work day. Cleaning wipes or
disinfecting spray and paper towels must be used on equipment and tools before and
after use. When disinfecting equipment, employees are responsible for completing
proper disinfecting steps and should start by wiping down the key, steering wheel, shifter,
seat belt harness, seat, etc.
Face masks are available for staff to wear. The City will provide masks for maintenance
workers as long as masks are available. Employees may elect to use their own face masks
or face coverings.
Staff must practice social distancing by maintaining 6 feet of distance from other workers
and the public. To reduce the number of maintenance staff on site at any one time, work
shifts will be staggered by day. Schedules will be developed and communicated by
Meredith Lawrence.
Maintenance staff will be responsible for disinfecting common area work surfaces
including door knobs and door padlock when entering and exiting the maintenance
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Page 8
garage for the day. When possible, staff are permitted to keep the garage service door
open so that touching of door knobs is minimized.
The City will provide wipes for maintenance housekeeping and disinfecting use. If wipes
become unavailable due demand, spray bottles of disinfectant/surface sanitizer and
paper towels will be provided and should be used on machinery, work surfaces and
throughout the maintenance work area.
Refrain from leaning on mowers, walls, against door frames, etc to keep surfaces as clean
as possible.
Staff are encouraged to keep a pen for your use only
Keep a spare pair of gloves in your pocket for use
Increase the frequency of HVAC system filter changing, and schedule more frequent
cleaning of the system at the clubhouse
Communication and Training
Each employee of the Par 3 will be provided a copy of this plan and necessary training will be
provided prior to an employee’s first scheduled shift of the season. Communication and training
will be ongoing and this plan will be updated as the COVID‐19 environment changes.
An information guide will also be given to customers upon checking in to ensure that all players
understand the new procedures and policies in place to keep safety at the forefront. Appropriate
signage will be placed outside the clubhouse entry that outlines the COVID‐19 safety procedures
in place and requirements to golf at the Par 3.
Authority to Change or Modify
Circumstances related to COVID‐19 are continuously changing and evolving. The City will
continue to monitor and evaluate operations and procedures and make necessary changes to
ensure the safety of customers, and staff. If it is determined by the Governor or if the City
determines that golfing has become unsafe or that customers cannot follow the COVID‐19 rules
of the golf course, the course will be closed. The safety of customers, residents, and staff is the
number one priority of the City of Mendota Heights.
page 45
CITY OF MENDOTA HEIGHTS
Park and Facility COVID-19 Preparedness Plan
POSTED: May 29, 2020
CONTACT: City of Mendota Heights
1101 Victoria Curve
Mendota Heights, MN 55118
651-452-1850
page 46
INTRODUCTION AND PURPOSE
The City of Mendota Heights is committed to providing safe park facilities for all residents and
users. In response to the COVID-19 pandemic and to comply with Federal, State and local orders
and directives the City has developed the following Preparedness Plan. The City’s goal is to
mitigate the potential for transmission of COVID-19 in City park facilities. The following controls
and procedures are established by the City of Mendota Heights for operations at City park
facilities.
PARK USERS
The City of Mendota Heights is serious about the safety and health of residents and park facility
users. The implementation of recommended precautions and procedures included in this plan
requires the full cooperation of all users.
Field and park facility users are responsible for implementing and complying with all aspects of
this Plan. Through its Field and Facility Use Policy, the City coordinates and allocates the use of
city athletic field and facilities for city and non-city organizations, groups and individuals to play,
practice, hold games and tournaments and other sport and non-sport related events.
While holding or participating in various recreation activities in City parks, users will be expected
to adhere to the policies that have been established to ensure the safety of themselves and the
public. Failure to comply with the stated policies and procedures may be considered grounds for
field and park facility closures.
PARK SAFETY PRACTICES
The following operational procedures are based on guidance from the State of Minnesota and
Centers for Disease Control and address the need to implement and carryout public health
protection measures for authorized park facilities, users and the general public. Procedures
include a combination of engineering and administrative controls and safety practices which
focus on reducing the transmission of COVID-19 among park users.
General Considerations When Using City Parks and Facilities
To help prevent the spread of respiratory illnesses such as COVID-19, users should:
→ Stay home if they, their children or anyone in their household are sick or have symptoms of
COVID-19.
→ Use social distancing and maintain at least six feet between individuals, except for members
of the same household, in all areas of the park. A “household” means all the people living in
the same home or residence, including a shared rental unit or other similar living space.
→ Practice good respiratory etiquette and hand hygiene.
page 47
o Users of city parks should wash their hands frequently with soap and water for at least 20
seconds or use hand sanitizer that contains at least 60% alcohol in place of soap and
water.
o Avoid touching eyes, nose and mouth with unwashed hands.
o Users are strongly urged to wear a manufactured or homemade cloth face mask or
covering. Note that cloth face coverings may help protect others from the wearer’s
respiratory droplets but are NOT a replacement for social distancing. Social distancing
must be observed even if face coverings are in use.
Cleaning and Disinfecting of Park Space and Equipment
Due to the challenges of regularly cleaning and disinfecting outdoor public facilities, equipment,
and other shared amenities, users should assume that public space facilities and equipment have
not been sanitized. Use of park equipment, space and amenities is done so at the user’s own
risk.
Park Facility Controls
→ The City will continuously monitor the transmission of COVID-19 and where people are likely
to gather and will consider temporary closure of facilities to support social distancing
practices, if needed. These areas might include sports fields, playgrounds, basketball courts,
picnic areas, etc.
→ Facilities will be limited in capacity and availability to organized youth sports.
o Small, closed pods that serve a consistent group of participants (e.g. same players,
coaches, volunteers) will be allowed. Maximum pod size of ≤10 people (total) in each pod
is permitted. Maximum number of allowable pods per field as determined by the City:
Mendakota Baseball Fields: 1 pod per field
Civic Center Baseball Field: 2 pods
Hagstrom King Baseball Field: 2 pods
Victoria Highlands Baseball Field: 2 pods
Wentworth Baseball Field: 2 pods
Valley Park Baseball Field: 2 pods
Friendly Hills Baseball Field: 2 pods
Ivy Hills Baseball Field: 2 pods
Marie Baseball Field: 2 pods
Kensington Soccer Fields: 2 pods per field
Mendakota Soccer Field: 1 pod
o Users shall keep records of pod members, fields used and times of use.
→ Fields are open for practice purposes only. Games and tournaments are not allowed under
Phase II of the State of Minnesota’s plan. Intermixing pods, even for a quick pickup game, is
strictly prohibited.
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→ To the extent possible, objects that could be frequently touched and that are not essential
to safety have been removed or are closed, including:
o Restrooms at Kensington and Mendakota Parks are closed. Portable restrooms are
available within each park for public use. Users should be aware that supplies such as
hand sanitizer and toilet paper may not be stocked within the portable facility.
o Water fountains at Kensington and Mendakota Parks are not operational. Park users are
encouraged to bring their own water bottles and avoid contact with water fountain
equipment.
o Mechanical rooms, storage rooms and concessions stands are closed and are not available
for use by permitted users or the general public. All groups are prohibited from leaving
field equipment and prepping materials at park and field sites.
o To prevent grouping of people, common touch items such as spectator bleachers and
benches have been removed from park facilities. Picnic tables within parks and at park
shelters have been spread out to allow for social distancing or removed in some cases.
Infection Prevention Measures for Group Sport Functions
Groups and organizations permitted to use City field and facilities are advised to:
→ Stay home if they or their children are sick or have symptoms of COVID-19 (e.g. fever, cough,
shortness of breath).
→ Self-monitor for signs and symptoms of COVID-19. Users are encouraged to complete a self-
symptom assessment and self-temperature check prior to coming to a City park facility.
[Source: https://www.health.state.mn.us/diseases/coronavirus/facilityhlthscreen.pdf]
→ Be prepared to be as self-contained and self-sufficient as possible when using City park
facilities, fields and amenities. Users should arrive prepared with their own soap and water,
hand sanitizer, surface disinfectant, paper towels, equipment, etc.
→ Minimize crowding by staggering arrival and dismissal times at park facilities.
o User groups will need to establish and follow drop off and pick up procedures for each
permitted site.
o Users should arrive no more than 10 minutes before field permit start times and leave
the facility immediately at the end of their permit time. Gathering in parking lots is
prohibited.
o Spectators (e.g. parents and caregivers) must not attend practices. Parent and/or
caregivers should remain in their cars before and after drop-off.
o Organizers must maintain a complete list of coaches, volunteers and players present at
each allocated field and include the date, beginning and end time at the facility, plus
contact information in case of a potential exposure/sickness.
page 49
→ Maintain social distancing and keep 6 feet of separation while using park facilities, fields and
amenities.
o Permitted users shall implement programming that refrains from intermixing pods.
o Users shall keep any “play” or interaction between players contactless.
o Players should refrain from high fives, handshake lines, and other physical contact with
teammates, coaches, etc.
o Groups are encouraged to use temporary visual reminders of social distancing
requirements.
→ Practice good respiratory etiquette and hand hygiene. Users of city park facilities including
outdoor fields are instructed to wash their hands frequently with soap and water for at least
20 seconds or use hand sanitizer that contains at least 60% alcohol in place of soap and water.
o Users shall be responsible for providing their own hand washing stations with soap and
water or hand sanitizer.
o Spitting or eating seeds or similar products is prohibited.
Users shall cover coughs and sneezes with their sleeve or tissue and avoid touching their
faces, in particular their mouths, nose and eyes.
→ Routinely clean and disinfect sports equipment and common touch areas when using City
fields and facilities.
o Users are responsible for routinely cleaning and disinfecting their own equipment and
common touch areas within the field/facility space that they use.
o Users are discouraged from sharing equipment. If sharing has to occur, groups are
responsible for sanitizing equipment between each use.
→ Develop and Implement a Preparedness Plan
o Entities, associations, organizations, and clubs that provide organized youth sports must
adhere to the requirements set forth in Executive Order 20-63, including development
and implementation of a COVID-19 Preparedness Plan in accordance with applicable
guidance for youth sports. COVID-19 Preparedness Plans must be distributed and
available for review by participants and their parents or guardians. See Appendix A for
additional guidance.
COMMUNICATION
Each user group will be provided a copy of the City’s plan. Communication will be ongoing and
this plan will be updated as the COVID-19 environment changes. Communication of expectations
will be done so through this plan.
AUTHORITY TO CHANGE OR MODIFY
Circumstances related to COVID-19 are continuously changing and evolving. User groups are to
monitor how effective the program has been implemented and carried out. User groups shall
page 50
communicate any needs or adjustments to the Recreation Program Coordinator. The City will
continue to monitor and evaluate operations and procedures and make necessary changes to
ensure the safety of users and residents.
Certification and Signature of Permitted User
I certify that I am a representative of and that I am authorized to sign on the user group’s behalf.
I have read and understand the City of Mendota Heights Park and Facility COVID-19 Preparedness
Plan and agree to comply with all applicable requirements of the policy as they relate to my
organization.
I certify that the information that I have provided in our organization’s COVID-19 plan will be
adhered to. If the information that I have provided in our organization’s COVID-19 Plan changes,
I will communicate the changes and submit an amended policy to the City of Mendota Heights.
X__________________________________________ ________________________
Signature Date
page 51
Appendix A:
USER GROUP PREPAREDNESS PLAN REQUIREMENTS
Prior to playing, organized user groups are required to provide their COVID-19 Preparedness Plan
to the City for approval. The plan must include and describe how the organization will implement,
at a minimum, the following, in compliance with Federal, State, and local directives and guidance:
→ Infection Prevention Measures
o Describe how coach, participant, parent and guardian concerns regarding COVID-19 have
been addressed.
o Describe your organization’s policy and protocols for informing coaches, players, parents
and guardians if they have been exposed to a person with COVID-19. Include how your
organization will protect the health status and health information of individuals.
o Self-monitoring and Ensuring Those That Are Sick Stay Home
o Describe the organization’s protocols and guidelines for addressing the requirements
included in the State of Minnesota Industry Guidance for Youth Sports and
Programming, including how your organization will address health screening and self-
assessments.
o Describe how members of your organization (e.g. coaches, volunteers, sport
commissioners) have been trained to recognize the symptoms of COVID-19 and know
how to act responsibly.
o Describe communication protocols and the steps the organization will take if a player,
coach or volunteer has been exposed or becomes ill with COVID-19 while participating
in a youth sport provided by your organization.
o Social Distancing
o Describe how your organization will implement and maintain social distancing
measures for coaches, players, parents and guardians when using City fields and
facilities.
o Personal Protective Equipment
o Describe requirements for use of recommended personal protective equipment such
as non-medical cloth face coverings, gloves, etc. by coaches, players and volunteers
when participating in a youth sport provided by your organization.
o Describe how PPE will be provided and what will happen if PPE is unavailable to your
group.
→ Group Size Limitations (Pod Requirements)
o Describe how your group will work within pod limitations for each sport and facility used.
page 52
o Describe how your group will address protections and protocols to limit face-to-face
interactions and support contactless play during practices.
o Describe how operational plans will fit the physical characteristics of each facility, include
information on drop-off and pick-up protocols, parent/guardian instructions, and
diagrams and plans for each facility regarding entrance and exit plans for players, as well
as vehicle and pedestrian traffic flows.
→ Cleaning and Disinfecting of Space and Equipment
o Describe how the organization will address the cleaning and sanitization of equipment,
supplies and shared touch points.
→ Insurance
o All groups must submit an updated copy of their insurance policy, naming the City of
Mendota Heights as an additional insured, and it must cover issues arising out of the
COVID-19 pandemic.
→ Communication of Group Preparedness Plans
A group’s Preparedness Plan(s) must be distributed, available for review, and followed by
workers, volunteers, participants and their parents or guardians.
o Describe how your group will communicate your COVID-19 Plan requirements and
expectations to impacted parties (e.g. coaches, parents, players).
o Describe who will be the designated individual that the City will maintain communication
with, regarding COVID-19.
o Describe how your organization will ensure that all trainers and coaches understand your
COVID-19 Preparedness Plan and related guidance.
o Plan must be posted on the organizations website
[Source: https://mn.gov/governor/assets/EO%2020-63%20Final_tcm1055-433541.pdf]
[Source: https://www.health.state.mn.us/diseases/coronavirus/schools/youthsports.pdf]
[Source: https://www.health.state.mn.us/diseases/coronavirus/schools/socialdistance.pdf]
page 53
Appendix B:
HEALTH SCREENING QUESTIONS
Per CDC/MDH guidelines, the following are health screening questions to ask when conducting
self-assessments. If a coach or player answers yes to any of these questions, they should stay
home or if on site will be sent home.
1. A new fever (100.4°F or higher), or a sense of having a fever?
2. A new cough that you cannot attribute to another health condition?
3. New chills that you cannot attribute to another health condition?
4. New shortness of breath that you cannot attribute to another health condition?
5. A new sore throat that you cannot attribute to another health condition?
6. New muscle aches that you cannot attribute to another health condition, or that
may have been caused by a specific activity (such as physical exercise)?
7. A new headache that you cannot attribute to another health condition?
8. New loss of smell or taste that you cannot attribute to another health condition?
page 54
Appendix C:
CLEANING AND DISINFECTING
[Source: https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/cleaning-disinfection.html]
Coaches shall practice routine cleaning of frequently touched surfaces (for example: benches,
fences, etc.) with household cleaners and disinfectants that are appropriate for the surface,
following label instructions. Labels contain instructions for safe and effective use of the cleaning
product including precautions employees should take when applying the product, such as
wearing gloves and making sure they have good ventilation during use of the product.
→ CLEANING refers to the removal of germs, dirt and impurities from surfaces. It does not
kill germs, but by removing them, it lowers their numbers and the risk of spreading
infection.
→ DISINFECTING refers to using chemicals, for example, EPA-registered disinfectants, to kill
germs on surfaces. This process does not necessarily clean dirty surfaces or remove
germs, but by killing germs on a surface after cleaning, it can further lower the risk of
spreading infection.
How to Clean and Disinfect
→ Hard (Non-porous) Surfaces
o Wear disposable gloves when cleaning and disinfecting surfaces. Gloves should be
discarded after each cleaning. If reusable gloves are used, those gloves should be
dedicated for cleaning and disinfection of surfaces for COVID-19 and should not be
used for other purposes. Coaches should consult the manufacturer’s instructions for
cleaning and disinfection products used. Clean hands immediately after gloves are
removed.
o If surfaces are dirty, they should be cleaned using a detergent or soap and water prior
to disinfection. For disinfection, most common EPA-registered household
disinfectants should be effective. A list of products that are EPA-approved for use
against the virus that causes COVID-19 is available. Follow manufacturer’s instructions
for all cleaning and disinfection products for (concentration, application method and
contact time, etc.).
page 55
Appendix D:
HAND HYGEINE
[Source: https://www.cdc.gov/handwashing/when-how-handwashing.html]
Hand washing is one of the best ways to protect yourself and your family from getting sick. Germs
can spread from other people or surfaces when you:
• Touch your eyes, nose, and mouth with unwashed hands
• Prepare or eat food and drinks with unwashed hands
• Touch a contaminated surface or objects
• Blow your nose, cough, or sneeze into hands and then touch other people’s hands or
common objects
During the COVID-19 pandemic, you should also clean hands:
• After you have been in a public place and touched an item or surface that may be
frequently touched by other people, such as fences, balls, equipment, etc.
• Before touching your eyes, nose, or mouth.
Use Hand Sanitizer When You Can’t Use Soap and Water
You can use an alcohol-based hand sanitizer that contains at least 60% alcohol if soap and water
are not available. You can tell if the sanitizer contains at least 60% alcohol by looking at the
product label.
Sanitizers can quickly reduce the number of germs on hands in many situations. However,
sanitizers do not get rid of all types of germs, may not be as effective when hands are visibly dirty
or greasy and might not remove harmful chemicals from hands like pesticides and heavy metals.
Using Hand Sanitizer
• Apply gel/liquid product to the palm of one hand (read the label to learn the correct amount).
Rub your hands together.
• Rub gel/liquid over all the surfaces of your hands and fingers until your hands are dry. This
should take around 20 seconds.
page 56
DATE: June 16, 2020
TO: Mayor, City Council, and City Administrator
FROM: Kelly McCarthy, Police Chief
Cheryl Jacobson, Assistant City Administrator
SUBJECT: Approve Police Officer Hire
INTRODUCTION
The City Council is asked to approve the hiring of Eric Wagman for the position of Police Officer.
BACKGROUND
Staff recommends the hiring of Eric Wagman to a currently vacant position of Police Officer. Eric
attended St. Cloud State University where he earned a Bachelor of Arts degree in Criminal Justice
Studies. Currently, Eric is a licensed police officer with the St. James Police Department and has
held that position since May of 2018.
Eric’s anticipated start date is July 6, 2020, and is dependent upon approval by the City Council
and notice to his employer.
BUDGET IMPACT
This is a budgeted position.
ACTION RECOMMENDED
Staff recommends the City Council approve the hiring of Eric Wagman as Police Officer. Starting
salary will be $5,377 per month based on the 2020-2021 Law Enforcement Labor Services, Inc.
labor agreement.
ACTION REQUIRED
If City Council concurs, it should by motion, approve the hiring of Eric Wagman to the position
of Police Officer with the Mendota Heights Police Department.
page 57
6/4/2020 Mendota Heights Building Activity Report Mike Andrejka, Building Official
May 1, 2020 thru May 31, 2020 January 1, 2020 thru May 31, 2020 January 1, 2019 thru May 31, 2019 January 1, 2018 thru May 31, 2018
Building Permit No.Valuation Fee Collected Building Permit No.Valuation Fee Collected Building Permit No.Valuation Fee Collected Building Permit No.Valuation Fee Collected
SFD 0 -$ $0.00 SFD 2 795,000.00$ $9,377.78 SFD 2 1,029,742.00$ $11,489.78 SFD 3 1,717,925.00$ 18,856.62$
Apartment 0 -$ $0.00 Apartment 0 -$ $0.00 Apartment 1 9,135,000.00$ $63,519.64 Apartment 0 -$ -$
Townhouse 0 -$ $0.00 Townhouse 0 -$ $0.00 Townhouse 0 -$ $0.00 Townhouse 14 3,568,365.00$ 38,945.03$
Condo 0 -$ $0.00 Condo 0 -$ $0.00 Condo 0 -$ $0.00 Condo 0 -$ -$
Misc 65 895,090.58$ 9,885.38$ Misc 201 2,651,957.71$ 35,732.72$ Misc 272 3,076,801.77$ 45,407.94$ Misc 198 2,891,666.69$ 42,499.54$
Commercial 0 -$ $0.00 Commercial 6 407,715.00$ $4,380.50 Commercial 12 10,697,914.00$ $38,262.89 Commercial 6 6,359,460.00$ 45,235.89$
Sub Total 65 895,090.58$ 9,885.38$ Sub Total 209 3,854,672.71$ 49,491.00$ Sub Total 287 23,939,457.77$ 158,680.25$ Sub Total 221 14,537,416.69$ 145,537.08$
Trade Permit No.Valuation Fee Collected Trade Permit No.Valuation Fee Collected Trade Permit No.Valuation Fee Collected Trade Permit No.Valuation Fee Collected
Plumbing 17 $1,560.04 Plumbing 90 $7,973.70 Plumbing 112 $10,981.74 Plumbing 109 15,201.46$
Water 0 $0.00 Water 0 $0.00 Water 0 $0.00 Water 0 -$
Sewer 3 $225.00 Sewer 8 $600.00 Sewer 1 $75.00 Sewer 26 1,950.00$
Mechanical 14 $1,226.51 Mechanical 103 397.00$ $8,966.57 Mechanical 127 $15,324.04 Mechanical 213 22,329.38$
Sub Total 34 3,011.55$ Sub Total 201 17,540.27$ Sub Total 240 $26,380.78 Sub Total 348 39,480.84$
License No.Valuation Fee Collected Licenses No.Valuation Fee Collected Licenses No.Valuation Fee Collected Licenses No.Valuation Fee Collected
Contractor 0 $0.00 Contractor 0 $0.00 Contractor 232 $11,600.00 Contractor 224 11,200.00$
Total 99 895,090.58$ 12,896.93$ Total 410 3,854,672.71$ 67,031.27$ Total 759 23,939,457.77$ 196,661.03$ Total 793 14,537,416.69$ 196,217.92$
NOTE: All fee amounts exclude SAC, WAC and State Surcharge. Amounts shown will reflect only permit, plan review fee and valuation totals
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Request for City Council Action
MEETING DATE: June 16, 2020
TO: Mayor Garlock and City Council, City Administrator McNeill
FROM: Tim Benetti, Community Development Director
Ryan Ruzek, P.E., Public Works Director
SUBJECT: Right-of-Way License Agreement for 529 Fremont Street
INTRODUCTION
Auston & Arden Miller-Zeman are seeking a Right-of-Way License Agreement from the city to construct
a new 4-ft. decorative, picket-style fence in their front yard, and within the abutting Fremont Street ROW.
BACKGROUND
The Miller-Zeman’s are owners of 529 Fremont Street, which is a 9,598 sf., double-frontage lot situated
between Fremont Street and Annapolis Street. On April 30, 2020, the Miller-Zeman’s submitted an
application for a new 4-ft. high, vinyl decorative picket-style fence on their property. The permit was
approved by the city on May 5, 2020. A few weeks later, a neighboring resident called the city stating it
appeared the owners were installing the fence too close to the roadway. Upon site inspection, it was
discovered the screw-down (auger) fence posts had been installed approximately 4-ft. from the curb-line of
Fremont Street. Dakota County GIS mapping indicates the front lot line for 529 Fremont is actually 12-ft.
off the curb-line. Fences are allowed to be placed up to or on a property line.
Upon closer review of the approved fence permit, it was discovered the city had mistakenly issued the
permit that showed the homeowners requesting to place the fence 4-ft. from Fremont Street, when it actually
should have been set 12-ft. from the curb (see attached fence permit). The proposed 4-ft. dimension was
simply overlooked by city staff; and was only noticed or discovered on the permit application’s site plan
after the fence project had already been started.
The homeowners commendably had the utilities flagged and marked on their property. During the on-site
inspection, it was discovered that a gas line/main runs underground and across the front yard at the 12-ft.
setback from Fremont Street, which is the front property line. Staff determined that in order to safely
relocate and re-install these screw-down fence posts, the owners should stay at least 3 to 4 feet away from
this gas line. However, this poses a problem, as placing this fence even farther into the front yard would
result in the owners losing more valuable front yard space, due to the proximity of the dwelling on the lot,
which sits only 15-ft. from this front lot line.
The homeowners requested an allowance to fence off as much of the front-yard area as possible for their
family and pets, since they do not have much of a usable “rear-yard” along Annapolis Street. They have
agreed to move the fence posts back into the lot by an additional 4-feet, which would provide an 8-ft. open-
space or off-set between the fence and the curb-line. The fence would also stay at least 4-ft. away from the
underground gas line (see aerial map with mark-ups).
Staff felt this was a fair alternative on the fence location, given the existence of other encroachments and
reduced setbacks on neighboring properties along Fremont Street (see neighborhood map).
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DISCUSSION
A License Agreement is the City’s permission for a private entity or property owner to install an
improvement or minor structure within city-owned right-of-way. The attached License Agreement would
allow the Miller-Zeman’s to safely relocate the fence posts in the front yard area, and complete the
installation of their new fence within a section of city right-of-way. The agreement also provides for
ownership, maintenance and liability of the fence by the homeowners; and provides allowance by the city
and/or utility companies to access the right-of-way and remove the fence if needed. Once this fence
deteriorates to the point of needing replacement, the License Agreement will cease.
This agreement was drafted by city staff, and was edited and approved for content by the city attorney. The
homeowners have reviewed the license document, and accept the terms and conditions of this license
agreement.
RECOMMENDATION
Staff recommends Council approve the attached Right-of-Way License Agreement.
ACTION REQUESTED
If Council wishes to enact the staff recommendation, it should pass a motion to approve the attached Right-
of-Way License Agreement between the City of Mendota Heights, and Auston and Arden Miller-Zeman of
529 Fremont Street. This action requires a simple majority vote.
Attachments
- License Agreement for 529 Fremont Street
- Fence Permit Application for 529 Fremont Street
- Aerial Maps/Illustration of 529 Fremont Street
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LICENSE AGREEMENT
This License Agreement (the "LICENSE") is made this 16th day of June, 2020, by and between
THE CITY OF MENDOTA HEIGHTS, a Minnesota municipal corporation and political
subdivision (the "CITY") and AUSTON AND ARDEN MILLER-ZEMAN (the "LICENSEE").
RECITALS
WHEREAS, the LICENSEE owns real property in the CITY located at 529 Fremont Street
("LICENSEE'S PROPERTY"), as legally described in Exhibit A; and
WHEREAS, LICENSEE’S PROPERTY is contiguous to an unimproved right-of-way owned
by the CITY (the " LICENSED PREMISES”); and
WHEREAS, LICENSEE was issued a permit by the CITY to install a new 4-ft. high,
decorative vinyl fence with auger fence posts supports in the front yard area of the LICENSEE'S
PROPERTY along Fremont Street; and
WHEREAS, upon a site inspection of the LICENSEE’S PROPERTY by CITY staff, it
was discovered that the permit was inadvertently issued to the LICENSEE to install the fence only
4-ft. from the back of Fremont Street curb-line, whereby at least 12-ft. should have been required,
as this is the location of the LICENSEE’S front property lot line and the beginning of the
LICENSED PREMISES; and
WHEREAS, upon further inspection of the site, it was noted that an underground gas
main/line is situated underneath the front lot line (12-ft. back of curb of Fremont Street), and
installing the auger posts and fence near this gas line on either side poses a threat to the general
safety of the LICENSEE’S PROPERTY and neighboring properties; and
WHEREBY, the LICENSEE is seeking relief to allow this fence to remain within the
Fremont Street right-of-way area under this LICENSE, in which the fence will be moved 8-ft. from
the curb line, instead of the original 4-ft. off-set, which would still encroach approximately 4-ft.
into the public right-of-way area known as the LICENSED PREMISES; and
WHEREAS, the CITY desires to allow LICENSEE to utilize the LICENSED PREMISES
for the fence until such time as dictated by this LICENSE.
LICENSE
NOW, THEREFORE, in consideration of the terms and conditions contained herein, and
$1.00 and other good and valuable consideration, receipt of which is hereby acknowledged, the
parties hereto agree as follows:
1. Grant of License. The CITY does hereby grant LICENSEE a non-exclusive
revocable license to install and maintain the proposed 4-ft. high decorative vinyl
picket fence with auger fence posts in the front-yard area of LICENSEE’S
PROPERTY and within the unimproved right-of-way abutting 529 Fremont Street.
Such LICENSE shall extend to LICENSEE only and shall not run with the land.
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2. No Interest Created. LICENSEE certifies, represents, and acknowledges that it has
no title in or to the LICENSED PREMISES, nor to any portion thereof, and has
not, does not, and will not claim any such title nor any easement by necessity or by
proscription or otherwise over the LICENSED PREMISES.
3. Improvements. Other than normal maintenance or repairs to the fence and
appurtenances, the LICENSEE shall not make any further additions or
improvements in or to the LICENSED PREMISES without the CITY's prior
written consent. The LICENSEE will endeavor to adequately maintain the fence
on the LICENSED PREMISES
4. Right-to-Access; Fence Removal. The CITY, its agents, contractors/sub-
contractors and utility providers and companies (collectively, the “CITY
PARTIES”), shall have full and free right-to-access and inspect the LICENSED
PREMISES, or install, repair and maintain any public or private improvements
within the LICENSED PREMISES. The CITY PARTIES have the right to remove
the fence, once installed, as part of any public improvement, utility improvement,
or in an emergency situation. Should such a situation arise, the CITY PARTIES
will endeavor to provide reasonable notice to the LICENSEE of the removal of the
fence, and shall repair the LICENSED PREMISES and, if applicable, the
LICENSEE’S PROPERTY to the states in which such properties were in prior to
access by the CITY PARTIES.
5. Indemnification. LICENSEE shall hold the CITY PARTIES harmless from and
indemnify and defend the CITY PARTIES against any claim or liability arising in
any manner from this LICENSE and the LICENSEE's use of the LICENSED
PREMISES for the fence and any appurtenant improvements for the fence, or
relating to the death or bodily injury to any person or damage to any personal
property present on or located in or upon the LICENSED PREMISES, including
the person and personal property of LICENSEE or LICENSEE's employees,
invitees, and guests, unless such claim or liability arises from the intentional action
or gross negligence of the CITY PARTIES. LICENSEE agrees to pay all sums of
money in respect to any labor, service, materials, supplies, or equipment furnished
or alleged to have been furnished to LICENSEE in or about the LICENSED
PREMISES, and not furnished on order of the CITY. LICENSEE may contest any
lien for such services, materials, supplies, or equipment, on the condition that
LICENSEE first provide to the CITY cash, bond, credit, or other security against
such lien which the CITY reasonably determines to be sufficient, the intent of this
Section being that no lien shall ultimately attach to the LICENSED PREMISES.
6. Assignment or Sublicensing. LICENSEE shall not sublicense any portion of the
LICENSED PREMISES or transfer or assign this LICENSE without obtaining the
prior written consent of the CITY, which consent the CITY may grant or deny at
the CITY's sole discretion; provided that the CITY hereby consents to the
assignment of LICENSEE'S rights and obligations hereunder in the event of the
sale of the LICENSEE'S PROPERTY provided the purchasing party of the
LICENSEE'S PROPERTY agrees to the term and conditions of this LICENSE in
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writing. The CITY's consent to any assignment of this LICENSE shall not be a
waiver of the CITY's rights under this Section as to any assignment.
7. Notices. All communications, notices, and demands of any kind that either party
may be required or desires to give to or serve on the other party shall be made in
writing and personally delivered or certified by U.S. Mail, return receipt requested
to the following addresses:
To the CITY:
City of Mendota Heights
Attention: City Administrator
1101 Victoria Curve
Mendota Heights, MN 55118
With a copy to:
BEST & FLANAGAN LLP
Attn: Andy Pratt, Mendota Heights City Attorney
60 South Sixth Street, Suite 2700
Minneapolis, Minnesota 55402
To LICENSEE:
Auston & Arden Miller-Zeman
529 Fremont Street
Mendota Heights, MN 55118
8. No Representation by CITY. Neither the CITY, the CITY PARTIES, nor any other
agent or representative of the CITY has made any warranty or other representation
with respect to the LICENSED PREMISES.
9. Termination and Surrender. The CITY reserves the right to terminate this LICENSE
at will and the CITY shall give LICENSEE not less than sixty (60) days' notice of any
termination. Upon termination of this LICENSE by the CITY, the LICENSEE shall
peaceably surrender the LICENSED PREMISES in its unimproved and "as is"
condition and shall relocate the fence improvements to an alternate location on
LICENSEE'S PROPERTY. The CITY shall enforce this Section by any means
possible, legally or equitably.
10. Miscellaneous.
a. Choice of Law. The laws of the State of Minnesota shall govern the validity,
performance, and enforcement of this LICENSE.
b. Counterparts. This LICENSE may be executed in one or more counterparts,
each of which, when taken together will be deemed to be an original.
c. Amendment or Modification. This LICENSE may not be changed or modified
orally, but only upon written agreement signed by the party against whom
enforcement of any waiver, change, modification, or discharge is sought.
d. Severability. If any term or provision in this LICENSE is deemed to be invalid
or unenforceable, the remainder of the LICENSE shall remain in effect and be
enforceable to the fullest extent permitted by law.
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e. Time is of the Essence. Time is of the essence in the performance of all
obligations under this LICENSE.
f. No Other Agreements. This LICENSE fully governs the relationship between
the parties hereto related to the placement of a fence on the LICENSED
PREMISES, and no oral representations or promises are included herein.
IN WITNESS WHEREOF, the CITY and LICENSEE have caused these presents to be
executed in form and manner sufficient to bind them at law as of the day and year written above.
CITY:
CITY OF MENDOTA HEIGHTS
A Minnesota municipal corporation
and political subdivision
Neil Garlock, Mayor
Lorri Smith, City Clerk
LICENSEE:
Auston Miller-Zeman
Arden Miller-Zeman
This instrument was drafted by:
The City of Mendota Heights and
approved for content by
Best and Flanagan, LLP/Andy Pratt, City Attorney
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EXHIBIT A
Property Address: 529 Fremont Street, Mendota Heights, MN 55118
Parcel ID No.: 27-57500-01-050
LEGAL:
All of Lots 4 and 5, Block 1, C.D. Pierce’s Addition to Saint Paul, Dakota County, Minnesota
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531 529 522538
FREMONT AVE
ANNAPOLIS ST W
529 FREMONT STREET(MIller-Zeman residence)City of
Mendota
Heights030
SCALE IN FEET
GIS Map Disclaimer:This data is for informational purposes only and should not be substituted for a true title search, property appraisal, plat,survey, or for zoning verification. The City of Mendota Heights assumes no legal responsibility for the information containedin this data. The City of Mendota Heights, or any other entity from which data was obtained, assumes no liability for any errorsor omissions herein. If discrepancies are found, please contact the City of Mendota Heights.
Contact "Gopher State One Call" at 651-454-0002 for utility locations, 48 hours prior to any excavation.
6/9/2020
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Fremont Street - Annapolis Street Neighborhood Map Property InformationJune 9, 202007515037.5ft0204010m1:600Disclaimer: Map and parcel data are believed to be accurate, but accuracy is not guaranteed. This is not a legal document and should not be substituted for a title search,appraisal, survey, or for zoning verification.FREMONT STREETANNAPOLIS STREET CHIPPEWA STREETSIBLEY MEMORIAL HWY.page 87
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DATE: June 16, 2020
TO: Mayor and City Council
FROM: Dave Dreelan, Fire Chief
Mark McNeill, City Administrator
SUBJECT: Meeting Room Use Guidelines
Comment:
Introduction:
The Council is asked to update or establish use policies for public meeting rooms in City Hall, and in the
new training room and related conference rooms at the Mendota Height Fire Station.
Background:
The COVID-19 quarantine has caused both the City Hall and Fire Station building to be closed to outside
users for several weeks. Many groups which have used City Hall have had to find alternative ways or
locations to meet. Whether or not this change results in a reduced demand for City facilities remains to be
seen. However, before both buildings reopen to the public, a use policy should be put in place.
A policy for the use of City Hall meeting spaces was first established in 1993; it was last updated in 2002.
Because the fire station addition has a training room and adjacent conference room, use criteria should be
established for those locations as well.
A major concern at both locations is the new need to sanitize the facilities after each meeting use, to make
certain that users are safe from COVID-19 threats. That is an extra time commitment by City staff.
City Hall--For many years, the large and small conference rooms, as well as the City Council Chambers
in City Hall, have been available for use by non-City users. Homeowners associations, political groups,
county extension seminars and other educational events, and a variety of other local clubs and groups
have been allowed to reserve room space for up to a year in advance, with no fees charged.
The practice at City Hall has been that a reservation has been made, and then a group representative has
been issued a key to the front door, with the understanding that the group is to turn off lights and secure
the building once they leave. City staff has been responsible for most room set-up, and IT help.
Most groups have followed the rules; however, others have created problems by not turning off lights, or
leaving the front doors unlocked. Some groups bring food; the resulting waste must be cleaned up, and
some staining of carpeting has been experienced. Especially with the City Council Chambers, staff time
is spent setting up the room in advance, and restoring it to the regular configuration the next day.
IT/audio visual responsibilities have also not been well defined since the policy was last updated. User
groups have been able to plug their lap top computers to access projection and screen equipment in
Council Chambers; often, a City employee must assist with setup of user presentation and computer
equipment. Without knowledgeable users, there has been some damage to the IT system and equipment.
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A further difficulty has been encountered regarding room availability. Sometimes the rooms are needed
by the City Council or other City group for a meeting on short notice, but it is found that the desired room
is not available because another outside group has reserved it.
Fire Station--The new training room in the fire station, and an adjacent smaller conference room will be
seen as an attractive place to hold a meeting by public groups. Many of the same concerns that are
described above with use of the City Hall facilities will likely be applicable here. An additional
complication at the Fire Station will be the need to ensure that public meeting users do not park in the
limited spaces now available for fire fighters who need to respond to emergency calls at the station. For
this reason, if a non-fire organization is to use the station, a firefighter will be required to be on site
throughout the meeting to make certain that issues can be addressed.
The proposed meeting room use requirements are shown on the attached document.
Discussion:
We feel exemptions for charging should be made for entities which are tax supported, and for which no
membership fees are charged to belong. Examples:
• ISD 197 has used the City Council Chambers and the large conference room for School Board
monthly meetings, However, because of newly constructed space at Henry Sibley High School,
future workshop meetings will be held there. The City and ISD 197 partner on several ventures
which benefit the community.
• MNDOT will occasionally use the Council Chambers when it has public informational open
houses to take public input on projects which are of a local, or regional nature that they impact
Mendota Heights drivers.
• Dakota County Community Education and Master Gardeners periodically present educational
events for the benefit of all Mendota Heights residents—an inside seminar was last held in the
City Council Chambers two years ago. The County Extension service normally charges a speaker
fee (typically $75). If the Extension Service is willing to continue to forego the speaker fee, we
recommend that the room use fee also be exempted for this use
In addition, the City has had a long-standing arrangement with a local religious organization for its use of
the City Council Chambers and large conference room during certain religious holidays during the work
week; that is for daytime use. This the reservations are for four days annually, but the actual usage is only
a few hours. This daytime use falls outside of this proposed policy, and therefore would be exempted
from charges. We would require, however, that the organization do its own set up and sanitizing after
each use.
It should be noted that the City Hall building lobby is often used in conjunction with an event in one of
the other meeting rooms. If the lobby is used in this manner, we recommend no fee be charged for its use.
Payments and reservations would all be done by City Hall front desk personnel, and the fire secretary.
Recommendation:
We recommend that the attached use requirements be adopted as City policy.
Action Required:
If the Council concurs, it should adopt the attached public meeting room use criteria for space in City
Hall, and the Mendota Heights fire station.
Dave Dreelan, Fire Chief Mark McNeill, City Administrator
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COMMUNITY USE OF CITY HALL and FIRE STATION FACILITIES
REQUIREMENTS
Mendota Heights City building facilities are intended to be used primarily for city staff and city
government functions. The privilege of their use will be extended to Mendota Heights
organizations and others consistent with these policy guidelines and subject to availability.
City Hall and the Fire Station are tobacco-free and alcohol-free buildings, and the use of
tobacco, electronic tobacco substitutes, or alcohol is not allowed in any area of either structure.
The following facilities are available as formal meeting space:
A. City Hall
a. Council Chambers – theater style seating for approximately 60. Public access
WIFI, laptop connection, ceiling mounted projector and projection screen are
available.
b. Large Conference Room - seating for 12 around a large conference table.
c. Small Conference Room - seating for up to 6.
B. Fire Station
a. Training Room – classroom style seating for approximately 50. Public access
WIFI available.
b. Fire Station Conference Room – seating for up to 8.
The number of participants that are able to use each facility shall be limited by any guidelines
from the State of Minnesota, City of Mendota Heights, or applicable health organizations,
which are in place at the time of use.
The following policies will guide community use of these facilities:
1. SCHEDULING OF SPACE will be on a first-come, first served basis to non-profit organizations
and resident groups that are based in Mendota Heights. Rental by others shall be on an “as
available” basis.
• City Hall facilities are available for rental on Monday, Wednesday, and Thursday
evenings between 4:30 p.m. and 10:00 p.m. Weekend rentals are not permitted.
• Fire Station facilities are on an “as available” basis.
• Scheduling requests will be taken at City Hall. Requests will be reviewed and
approved by the City Administrator or his/her designee. The City reserves the right
to reschedule or cancel a reservation for any reason.
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• Reservations should be made at least 30 days in advance, but may not be made
more than 90 days in advance.
2. USE BY FOR-PROFIT COMMERCIAL VENTURES or private use (i.e., family or social
gatherings) are not permitted.
3. FEES FOR USE OF CITY BUILDING SPACE are as follows and due at time of reservation:
a. Damage Deposit: A security/damage deposit must be submitted by all user groups.
A deposit of $100 will be required on January 1st of each year for regular users of the
facility; for one-time or occasional use, deposits of $100 will be required at the time
the reservation form is filed. Payments for damage deposits and room rentals shall
be made separately.
Charges will be made against the deposit for damages done to furnishings or for
costs incurred by the city for cleanup after a scheduled activity. The unused portion
of the deposit will be returned to regular users within five days after their last use of
the facilities in a year and to occasional or single time users within five days after the
use. Users of the facilities and/or equipment will fully reimburse the city upon
demand for the full cost of replacement or repair caused by damages to or
destruction of the building, furniture, fixtures, equipment or any other property.
There shall be one reservation per room each evening, so as to allow for
adequate sanitizing between uses.
b. Rental Rates:
i. Fire Station: Use of either or both of the training room or conference room
at the fire station shall be $100. An on-call firefighter shall be in the station
throughout the reservation time. If fire personnel are not available a
minimum of 72 hours in advance, the meeting is subject to cancellation.
ii. City Hall: $50 for small or large conference rooms per event; $100 for City
Council Chambers per event. The City Hall lobby is available at no extra
charge, if reserved in conjunction with one of the other listed rooms.
iii. Reservations and use by tax-funded organizations such as Independent
School District 197, the Dakota County Extension Service, MNDOT; or by
organizations which otherwise would charge the City for their services (i.e.,
classroom teaching benefitting Mendota Heights residents which would
otherwise charge the City a fee) shall be exempt from rental charges
4. CANCELLATIONS AND REFUNDS. For cancellations made more than two (2) weeks in
advance of the reservation date, a full refund of fees paid will be made. Cancellation
notices received with less than two weeks’ notice will not receive a refund.
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5. PRIOR TO GROUP USE. A representative of the organization must complete and file a
reservation form. At least 24 hours prior to a City Hall event, a Mendota Heights resident
must stop by City Hall to sign for the space requested, pick up keys, and receive instructions
on how to use the building. Fire staffing will open and close the building.
6. CONDITION OF FACILITIES. The individual who signs and files the registration form will be
responsible for ensuring that the keys are returned and that the building is left in
appropriate condition, including but not limited to the following: furnishings and equipment
have been returned to their designated or original locations, paper and other waste has
been picked up and deposited in the designated containers, all doors have been locked and
lights have been turned off. For Fire Hall reservations, fire personnel may undertake some
of these activities, such as locking doors and turning off lights, but the applicable
organization is expected to leave the building in appropriate condition, as described in this
paragraph.
No banners, posters, signs or decorations of any kind may be taped or placed on the walls.
No confetti, glitter or candles with open flame are allowed.
7. FOOD AND BEVERAGES. Non-alcoholic beverages and light snacks requiring no preparation
on site may be served in the large conference room, if prior approval is granted on the
registration form. Users are responsible for bringing their own expendable supplies, coffee
makers, dishes, etc., and for seeing that clean-up is completed. Note: the City Hall
employee break room, and Fire Station lounge area are not available for use.
8. AUDIO-VISUAL EQUIPMENT, including overhead projector, screen, monitors or other
similar equipment are available for use. Users may access public WIFI for internet
connectivity and connect user laptop via HDMI or VGA connections to projection
equipment. User groups are prohibited from accessing the City’s network. The City will not
supply computer/laptop equipment.
If equipment is damaged the cost of repair or replacement of the damaged equipment will
be deducted from their facilities use damage deposit ($100.00) and any remaining balance
will be refunded to the applicant.
9. STAFF TIME. If it is determined by the city that city staff should be on the City Hall premises
during a scheduled use of the facilities, a charge equal to one and one-half of the
employee’s hourly rate plus overhead will be charged to the user group. Staffing will be at
the sole discretion of the city. Fire station usage shall be with a fire fighter on site at time of
usage, as described in Section 3.b (i) above.
10. VARIANCES from this policy may be granted at the discretion of the City Council or City
Administrator, as warranted. Requests for variances must be submitted in writing to the
City Administrator a minimum of four (4) weeks prior to the scheduled date of the event.
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11. USER ACKNOWLDGEMENTS—The City of Mendota Heights is not responsible for lost or
stolen articles. The City of Mendota Heights is additionally not responsible for any injuries,
death, or damage to individual personal property during renting of City facilities, unless the
City intentionally creates such damage or is grossly negligent regarding the condition of its
facilities. Renters agree to abide by all applicable ordinances, laws and requirements.
Violations of policy may lead to expulsion, and the denial of future rental rights.
Adopted: October 19, 1993
Amended: December 17, 2002
June 16, 2020
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DATE: June 16, 2020
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Joint Meeting Date/ Council and Park and Rec Commission
Comment:
Introduction:
The City Council is asked to establish a date for a joint meeting with Parks and Recreation Commission.
Background:
Before the COVID 19 concerns caused an interruption of face to face public meeting schedules, the Parks
and Recreation Commission and the City Council had separately discussed the funding and prioritization
of a variety of capital improvement projects in Mendota Heights parks system. It was determined that a
joint meeting would be best for a continuation of the discussion. Joint meetings have recently been held
on an annual basis.
The Commission has not met since March. The normal schedule for the Commission will have their next
regular meeting on Tuesday, July 14th. The Councilors are asked to indicate whether that would work for
them.
The normal Commission meeting time is 6:30 PM. Because several of the Commissioners have day jobs
which might present conflicts, an earlier start might be a problem. However, staff is expecting to have
feedback from the Commissioners on possible starting times by the June 16th City Council meeting.
City Hall is expected to open to the public on July 6th. Public meetings will need to be in a location which
will accommodate 12 elected and appointed participants, plus an additional 5 staff members. A 25%
room capacity limitation would cap the number of people in the City Council Chambers at 23.
An alternative meeting location would be the training room in the new addition to the Fire Station. If that
location is chosen, participants could also tour the nearly completed facility.
Recommendation:
We recommend that a joint meeting be scheduled for July 14th, with a start time and location to be
determined.
Calendar pages showing other possible July and August meeting dates are attached.
Action Required:
The Council should indicate its preference for a date, time, and location for a joint meeting with the Parks
and Recreation Commission.
Mark McNeill
City Administrator
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