City Council Meeting Date: May 21, 2024
To: Mayor and City Council
From: Ben Martig, City Administrator
Title
Approve Updated Council Policies.
Body
Action Requested:
The Northfield City Council is being asked to approve a resolution to approve updates to Council Policies.
Summary Report:
In an effort to standardize Council policy formats and to ensure all policies have an easily editable document, staff has reorganized and edited Council policies.
While working with existing Council policies, staff noticed that there were numerous formats being used, some had no true policy but were simply a Council staff report and related actions, many had outdated information, and very few had editable (Word) versions available. It was determined that it would be best for staff to completely retype and reformat all Council policies. Administration staff created a format, retyped all documents, reviewed and edited for basic changes such as replacing staff names with titles to minimize the need to update policies with staff turnover, and then handed off to the individual departments for further editing. Some Council policies had minor changes, while others did have more moderate changes. In addition, some policies were renumbered and shifted to different sections to allow for better organization. Some related forms, such as the Community Event Form and Data Request Form, were also updated along with the related policies. The City Council Rules of Business and Board and Commissions Rules of Business were added as policies as were three new related policies and one policy related to ongoing board and commission governance work. An updated annexation policy was initially included but will not be approved at this time due to interest from the Council in reviewing in more detail.
Details of the changes made to each policy are noted below:
COUNCIL POLICIES
1. Council
• 1.01 City Council Professional Development and Travel Policy
The approval process for board/commission member travel was more clearly outlined. Appendix A was revised and Appendix B was added for board/commission member travel. Minor changes to process and formatting were made.
• 1.02 City Administrator Performance Review Policy
Only minor changes to formatting were made.
• 1.03 Recognition Policy
Minor changes to process and formatting were made.
• 1.04 Emergency Operations Plan
Changed from a flood control policy to an overall policy regarding emergency operations plan. Minor changes to process and formatting were made.
• 1.05 Council Rules of Business & Meeting Rules (ADDED POLICY)
Added as a policy during recent discussions.
• 1.06 Board/Commission Rules of Business & Meeting Rules (ADDED POLICY)
Added as a policy during recent discussions.
• 1.07 Proclamation and Resolution Policy (NEW POLICY)
Added related to recent updates to City Council Rules of Business and Board and Commission Rules of Business.
• 1.08 Role of City Attorney Related to City Council and Board and Commission Members Policy (NEW POLICY)
Added related to recent updates to City Council Rules of Business and Board and Commission Rules of Business.
• 1.09 City Council Liaison and Ex-Officio Member Policy (NEW POLICY)
Added related to recent updates to City Council Rules of Business and Board and Commission Rules of Business.
• 1.10 Ex Parte Communications (NEW POLICY)
Added related to recent board and commission governance work.
2. Administration
• 2.01 Community Events Policy
Removed block party application, which is not utilized. Updated community events form and related internal checklist. Minor changes to process and formatting were made.
• 2.02 Security of Not Public Data
Minor changes to process and formatting were made.
• 2.03 Meeting Room Policy
This policy was updated to reflect recent changes to build the policy out more than it was previously. The policy was also updated to include the library and police department room reservation processes. Other minor changes to process and formatting were made.
• 2.04 Data Practices Policy for Members of the Public
Minor changes to process and formatting were made.
• 2.05 Data Practices Policy for Subjects
Minor changes to process and formatting were made.
• 2.06 Electronic Signature Policy
Minor changes to process and formatting were made.
3. Human Resources
• 3.01 Limited English Proficiency Policy
Minor changes to process and formatting were made.
• 3.02 Personal Pronoun Sharing Policy
Minor changes to formatting were made.
4. Finance
• 4.01 Purchasing Policy
Minor changes to process and formatting were made.
• 4.02 Purchasing Card Administrative Policy
Minor changes to process and formatting were made.
• 4.03 Post Issuance Debt Compliance Policy
Minor changes to process and formatting were made.
• 4.04 City Investment Policy -
Minor changes to process and formatting were made.
• 4.05 Financial Control Policy
Minor changes to process and formatting were made.
• 4.06 Conduit Debt Policy
Minor changes to process and formatting were made.
• 4.07 Fund Balance Policy
Minor changes to process and formatting were made.
• 4.08 Utility Collection Policy -
Minor changes to process and formatting were made.
• 4.09 Roles & Responsibilities of Council Finance Policy Subcommittee
Minor changes to process and formatting were made.
• 4.10 Debt Policy
Minor changes to process and formatting were made.
• 4.11 Grant Management Policy
Minor changes to process and formatting were made.
• 4.12 Carbon Reduction Fund Policy
Minor changes to process and formatting were made.
• 4.13 College Voluntary Donation Policy
Minor changes to process and formatting were made.
5. Public Works - Engineering
• 5.01 Change Order Policy
Minor changes to process and formatting were made.
• 5.02 Organic Pest Policy
Updated to align with current practices. Minor updates to formatting were made.
• 5.03 Infrastructure Tree Replacement Policy
Updated to align with current practices. Minor updates to formatting were made.
• 5.04 Complete Streets Policy
Minor changes to process and formatting were made.
• 5.05 Small Cell Wireless Design and Review Guidelines
Minor changes to process and formatting were made.
• 5.06 Prohibit Alcohol in City Facilities
This policy was previously only referencing the NCRC building. The policy was updated to reference all City buildings. It was also updated to include cannabis and cannabinoid use following recent legislation. Minor updates to formatting were made.
• 5.07 Surface Water Management Flood Control
Minor changes to process and formatting were made.
6. Public Works - Streets & Parks
• 6.01 Banner Policy
Minor changes to process and formatting were made.
• 6.02 Pothole Repair Policy
Minor changes to process and formatting were made.
• 6.03 Sidewalks and Trail Inspection and Maintenance Policy
Minor changes to process and formatting were made.
• 6.04 Sign Retro-Reflectivity Maintenance Policy
Minor changes to process and formatting were made.
• 6.05 Snow and Ice Control Policy
Minor changes to process and formatting were made.
• 6.06 Street Sweeping Policy
Minor changes to process and formatting were made.
• 6.07 Boulevard Tree Maintenance Policy
Minor changes to process and formatting were made.
7. Public Works - Utilities
• 7.01 Water Distribution System Inspection and Maintenance Policy
Minor updates to formatting were made.
• 7.02 Sanitary Sewer System Inspection and Maintenance Policy
Minor updates to formatting were made.
• 7.03 Water and Sanitary Sewer Service Maintenance and Repair Policy
Minor updates to formatting were made.
• 7.04 Water Meter Installation and Repair Policy
Minor updates to formatting were made.
8. Community Development
• 8.01 Downtown Preservation Design Guidelines
Minor updates to formatting were made.
• 8.02 Roadway Names and Addresses Policy
Minor updates to formatting were made.
• 8.03 Ames Park Banner Policy
Minor updates to formatting were made.
• 8.04 Temporary Sign Permit Policy
Minor updates to formatting were made.
• 8.05 Main Street Policy
Minor updates to formatting were made.
• 8.06 Sustainable Building Policy
Minor changes to process and formatting were made.
9. Arts and Culture
• 12.01 Art in Public Places Policy
Minor changes to process and formatting were made.
The two existing annexation policies will be reviewed by the Council representatives on the township orderly annexation agreements first (Pownell, Ness, Peterson-White). A merged policy was previously presented and a final draft will be brought back for consideration by the City Council.
The following policies are included with Council Policies but will not be approved by the City Council. They will be approved by the specific board or commission.
10. Economic Development Authority (EDA)
• 9.01 Tax Increment Policy
Minor changes to process and formatting were made.
• 9.02 Tax Abatement Policy
Minor changes to process and formatting were made.
• 9.03 Business Subsidy Policy
Minor changes to process and formatting were made.
11. Housing and Redevelopment Authority (HRA)
• 10.01 First Time Homebuyers Policy
Minor changes to process and formatting were made.
• 10.02 Home Matters Residential Rehab Policy
Minor changes to process and formatting were made.
12. Library
• 11.01 Data Privacy Policy
Minor changes to formatting were made.
• 11.02 Interlibrary Loan Policy
Minor changes to formatting were made.
• 11.03 Collection Development Policy
Minor changes to formatting were made.
• 11.04 Bulletin Board Policy
Minor changes to formatting were made.
• 11.05 Displays and Giveaways Policy
Minor changes to formatting were made.
• 11.06 NPL Internet and Wireless Policy
Minor changes to formatting were made.
• 11.07 NPL Patron Conduct Policy
Minor changes to formatting were made.
• 11.08 Gift Fund Policy
Minor changes to formatting were made.
• 11.09 Gifts Policy
Minor changes to formatting were made.
• 11.10 Circulation Policy
Minor changes to formatting were made.
• 11.11 Library Programming
Minor changes to formatting were made.
• 11.12 Teen Space Usage Policy
Minor changes to formatting were made.
The following policy with the Charter Commission is recommended to be amended. Staff will submit this to the Charter Commission for consideration of action. If approved by the Charter Commission, or an amendment, we will bring that back for consideration by the City Council.
13. Charter Commission
• 13.01 Charter Commission Administrative Process
The document was revised to make specific reference to the Charter Commission. Some of the previous wording was vague and referenced boards and commission in general. Minor changes to formatting were made.
After review, the following policies will be removed from the Council Policies.
• Mayor’s Youth Council Website Policy
Removed since it was outdated and staff determined there was no benefit to updating it.
• Paid Family and Parental Leave Policy
Removed from Council policies. This was originally approved as a Council policy as a trial period but has since been added to the Employee Handbook as a permanent policy with other employment policies.
• Alternative Work Schedule Policy
Removed from Council policies. This was originally approved as a Council policy as a trial period but has since been added to the Employee Handbook as a permanent policy with other employment policies.
• 6.01 Addendum Master Development Fund Policy
City Fund #270 Master Development TIF had a balance of $26,307 at the end of 2022 with minimal activity in 2023. The funds originated from an expired downtown TIF District. There are no more increments coming into the fund. The remaining funds are proposed to be used in 2024 and applied to the transit hub project. The Finance Director intends to close the fund out of the city financials in 2024 and the City will complete reporting to the State Auditor as part of the final closing and disclosure of use of remaining funds. The policy is no longer needed with the process noted to occur and be finalized in 2024.
• GF Fund Balance Designation Policy Change
This policy was eliminated in 2015 with the creation of the “Fund Balance Year-End Classification Policy” based on the memo of the new policy at the time of the newly created policy. However, the policies eliminated in the past don’t appear to have clear language terminating them. This action is being done to formally document the termination of this policy as an administrative clean up.
• Financial Control Policy
Deleted since it is no longer used.
• Revised Fund Balance Year-End Classification Policy Financial Control Policy
Deleted since it is no longer used.
• Revised Sidewalk Policy
Removed since it is not reflective of current practice and policies.
• Snow and Ice Removal Policy and Guidelines
Removed due duplication with another policy - 6.05 Snow and Ice Control Policy.
• All Way Stop Control Policy
There is some conflicting information on whether this policy was adopted by Council. No record could be found but it has been referenced some internally. Staff is proposing to delete this policy to just verify that it is not in existence. The policy is not reflective of any current processes. All way stops would be evaluated just as other traffic controls are reviewed which is outlined in City Code and does not warrant a separate policy.
The following are policies recommended to be terminated by the HRA:
• Street Assessment Assistance Policy
Deleted since there are no longer street assessments.
The following are policies recommended to be terminated by the Library Board:
• Library Proctoring Policy
Deleted since it is no longer needed.
• Library Meeting Room Policy
Deleted and incorporated with the Administration Meeting Room Policy.
• Library Statement of Concern Policy
Deleted since it is not a policy. It is referenced in other relevant policies.
Going forward, all Council policy electronic Word versions will be kept in a common location so all members of staff are able to access them, if updates are needed. The Administration staff has also worked with Human Resources staff and the City Attorney to lay out protocols for updating existing policies and creating new Council policies as well as distinguishing differences between a Council policy and Handbook policy.
The draft versions for approval can be found online at https://www.northfieldmn.gov/1614/Council-Policies (attachment 1).
Current policies can be found at <https://www.northfieldmn.gov/1311/Council-Policies> (attachment 2).
Redlined versions of all policies can be found at <https://www.northfieldmn.gov/DocumentCenter/View/18299/Redlined-Council-Policies-COMBINED> (attachment 3).
Alternative Options:
Council can choose not to approve all or some Council policy updates.
Financial Impacts:
N/A
Tentative Timelines:
ü May 14, 2024 - City Council reviewed policies at work session.
• May 21, 2024 - After approval, most updated policies will take place of the existing policies on the City’s website.
• June 1, 2024 - Policies related to the City Council Rules of Business and Board & Commission Rules of Business will go into effect and added to the Council Policies on the City’s website.
• June- July 2024 - Polices related to individual boards and commission will into effect at the next board/commission meeting. Also, the City Council merged annexation policies will be brought back for consideration.