HomeMy WebLinkAbout10-08-2019 Worksession Packet 0
City of Oak Park Heights Worksession
Date: Tuesday, October 8, 2019
Time: 5:30 PM
Location: Oak Park Heights City Hall
1. Call to Order
2. Council Travel Policy
3. Large Format Billboards Signs
4. Update on 2019 City Goals
5. Adjourn
Page 1 of 50
THIS PAGE INTENTIONALLY LEFT BLANK
Page 2 of 50
City of Oak Park Heights Page 1 of 1
14168 Oak Park Blvd. N•Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574
10-2-19
MEMO
T0: Mayor and City unci)
FROM: Eric Johnso City A ' i
RE: Large fo Billboard Signs /
In August the City Council eld a work sess' to discuss the concepts brought forth by the Mayor relating to the
installation of large chang able copy billbo signs along Highway 36 on lands owned by the City. The concept
proposal was made by Out ront Communic on.
At that time,there was not a clear consensus on the nature of the concept so staff was not given clear direction as to
how to proceed. Nevertheless, I did reach out to that contractor which was kind enough to provide a bit more
information,i.e.perspective drawings.These concept drawings were provided"in-scale"and are attached hereto as to
what that could look like. The revenue associated with this would be, according to OutFront... somewhere between
$65,000 and$75,000 annually.
If this is still a concept the Council may wish to continue to consider,it would require some further study related to the
impacts to neighbors, necessary zoning changes, possible impact to the sale of the City's land in the future and/or
more specific agreements.
(The AUGUST 211t,2019 work-session memo is enclosed for further reference)
Page 3 of 50
^
m.
vo
h. lk)
� 0
o °
� 0
Cl)
IM
o
a
cQCD
W
t
N
z �
N
D f
r
N�
=D
mZ
Page 4 of 50
W
00
o ®
D m
( v
� cp
z ® `
rt
=r Z
Mir
L
= 0) 1 „¥i�
Cil rf
� O
� O
/w V
VO1
N
l�idlf �
r
Z ummi
Page" of 50
o
y
M a
JJI
Ilk
Z 1 N,
0) r
0CDr
30
oD
> �
� Cl)
oC)
Z
O
a)--
aT -
0) m
y r _
s..
N �.
,
CJI
N
00
N
A Rrr
Zr 4
Z "
Page 6 of 50
s
� w
� r
RO
o
CD
30 II
o5.
D %11ii
< v -
0
w
z ®
O
= Z
0—
W
_
(D. W
s �
fA �
� N
O V a
GO
107
D
Z
—I
Page 7 of 50
' s
�I
I
2
w
CD
CDV1 .
as
IM, Ca
cc
U7
Z
N
O
O
YV „f
7�
!r"
s y
i
Page 8 of 50
,, re
b{
r "
� lig
CA) r
0r
o >
n 70
Co
ZI 3P�"ird
II T
X
N
f
� w
� -4 r
ul
Ul
IDw�
Ny
Y Ai
r m
!IIS II
t.
^ A
i
.
Tr
Page 9 of 50
City of Oak Park Heights'
14168 Oak Pads Blvd N•Oak Pads Wight&MN 55082•Phone 651)439.4439•Fax{651)434.0574
August 21,2019
T0: Mayor and City Council
FROM: Eric Johnson,City Ad
RE: OUTFRONT SIGN—Co Changeable Copy Sign
For Worksession W/i1J
Mayor McComber was approached by a firm(DAhnt Media)that constructs large—changeable copy signs and which
Is looking for possible locations for new des alorg h4h traffic corridors and possibly owned by local governments.At
the Mayor's request,Staff did meet with such fmm to receive Information and learn about the concepts.
In short, the firm would build such sign the design and totprint of which can vary; but would then pay the City a
negodated rate for a ground lease.At this time,off-ele agnage of this type is not permitted in the City.Discounting any
City ordinances and the prolbors of such a proposal.the oNy land presumably meeting the corridor requirements on
STH 36 AND that is owned by the City Is the 2.4acre parcel at the north and of Memorial Ave.
Outfront has indicted that they have worked with a number of other cities to construct these type of facilities.That
said. Staff knows nothing more about this firm that what we present herein and have performed no other research.
Generally,if this Is a concept the City Council does desire to explore further,Staff can then commence further resemch
and dedicate time to such AM That scope would need to be further determined however.
have attached their supplied irdonnation about a concept and possible revenues.
Page 10 of 50
From:Bodger,John<iohn.bodaernoutfrontmedia.com>
Sent:Wednesday,August 14,2019 11:40 AM
To:EritJohnson<el ohnsonDcitvofoakparkheiahts.com>
Cc:Randy Kelly<RandvKLIBsvnemeticendeavors.cam>;Brian O'Shea
<BrianOOsvnerseticendeavors.com>;Chrlstensen,Scott(MN)
<crn4+ nn ' , >
Subject:Digital Sign on Highway 36 City property
Eric,our preliminary sign review of the city property in between Stillwater Motors and the John Deere
dealer is favorable. Without going into too much depth,we would recommend a smaller digital sign
face of 10.5'x36'instead of the usual 24'x48'. This is based on the surrounding area where a smaller
sign seems to fit better.it can be situated on either side of the nareal with the west side tho mnst
preferred. Income for the City for a double sided 10.5'x36'digital sign is in the$75,000 per year range
and public service advertising,with no cost to the City. Hopefully this concept makes sense to the City
for further review. Thank you for your time and consideration,please contact me If you need more
information,John.
JOHN IBODOBR
Real Eatate Manager
T 763.251.1954
901 Marquette Ave, Ste 600
Minneapolis, MN 55402
�u, m
or
f
L,v
" y.
Ill
M.i
Page 11 of 50
'. � fiW a�iPPt33'�'T MC�f�L
��,�; �r�CTORIES Ff]R
V�TER�1N5.
v.
i .
J
Page 12 of 0
i
� w
City of Oak Park Heights Page 1 of 1
14168 Oak Park Blvd. N•Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574
9/6/19
TO: Mayor and City Council em s
FROM: Eric Johnson,City m' r
RE: Travel Conferences and S s
Dear Mayor and Council:
Attached you will find a draft of a policy related to Travel,Conferences and Schools for elected officials.
It follows three important items: the requirements of Minnesota statute 471.661 that requires a
methodology to approve out of State travel, a State Auditor Opinion from 2013 and ultimately the LMC
Policy that attempts to incorporate these legalities. Many other cities have followed a similar fashion in
adopting the LMC language, including Crookston, Mound, Cloquet, Sandstone and ST. Paul — copies of
each of their policies are enclosed.
Taking the above rules into account and the prior concerns noted of clarity and equity, I have tried to
implement some practical terms that also engage these yet would not require council action for a few
routine items held in State such as the LMC Conferences, Mayors Conference and Newly Elected Officials
Training. Items beyond these would require Council approval similar to Out-of-State Travel if
reimbursement is sought.
Lastly, Mayor McComber did provide to me a spreadsheet that outlined various costs over the past few
years and perhaps can be used to guide setting a possible budget.This too is enclosed.
Please review and we can discuss at a Worksession in October.
Page 13 of 50
i 0
CITY OF OAK PARK HEIGHTS
CITY POLICY ON FUNDING FOR
TRAVEL,CONFERENCES AND SCHOOLS FOR ELECTED OFFICIALS
P ose:
The City of Oak Park Heights recognizes that its elected officials may receive value from traveling for
workshops, conferences, events and other assignments outside of the City. This policy sets forth the
conditions under which travel,conferences and schools will be reimbursed(or paid directly)by the City.It
is the further intention of this Policy to comply with Minnesota Statute 471.661.
1 At VMS=STATWES 2018 � � .....................471.661
471.661 0177-OFSTATE TRAVEL.
The gm eu 4 body of each statutory orhome nde charter csta.county.sebool district.regional agetcy.
or otter Political sul4vision.except a tomm utast have on record a policy that controls tmvei ontside the
state of A linnesota for tire applicable elected officials of the relevant unit of gowmment.The policy mast
be appro%vd by a recorded vote and specifg•:
(1)When travel outside the state is appropriate:
(2)applicable expense limits:and
(3)procedures for approval of the travel.
Tbepolicy meat be made available forpublic inspection upon request.Subsequent changes to the policy
must be approved by a recorded vote.
History:_W.s c 156 art 2 s 38;2009 c 1.52 s 21
General Guidelines:
1. At the time of the creation of the City's Annual Budget and as resources permit, the Council may
identify and allocate a total amount to Fund#101-40100-203(1) as it deems reasonable to accomplish
the purposes of this Policy for the forthcoming year.
2. If funds are allocated in the budget process,the Fund may then be utilized for the following"in-State"
purposes without further Council action and in the following order of priority as funds permit:
a. Be first utilized to fund the attendance of any City elected official to the League of
Minnesota Cities(LMC)Annual Conference and its related travel and lodging expenses.
b. Secondly, the Fund shall also provide the Office of the Mayor funding for attendance
Minnesota Mayor's Association Annual Conference including its related travel and lodging
expenses.
c. Lastly,the Fund shall cover the related travel, registration and expenses of LMC Newly
Elected Officials Training for any newly elected officials, (within the first 12 months in
office).
3. In order to expend any other amounts from this Fund (or any other fund); the event, workshop,
conference or assignment(in or out-of-State)must be approved in advance by a majority of the City
Council at an open meeting and must include an estimate of the costs including the event,travel and
/or lodging.In evaluating the request,the Council will consider the following:
(1) NOTE:The account number of the Fund may change over time or be re-classified.
Page 14 of 50
• Whether the elected official will be receiving training on issues relevant to the City or to
his or her role as the Mayor or as a council member;
• Whether the elected official will be meeting and networking with other elected officials to
exchange ideas on topics of relevance to the City or on the official roles of local elected
officials.
• Whether the elected official will be viewing a city facility or function that is similar in
nature to one that is currently operating at, or under consideration by the City where the
purpose for the trip is to study the facility or function to bring back ideas for the
consideration of the full council.
• Whether the elected official has been specifically assigned by the Council to testify on
behalf of the city or to otherwise meet with elected state or elected federal officials on
behalf of the city.
• Whether the city has sufficient funding available in the budgeted Fund to pay the cost of
the trip. If the budgeted Fund does not have resources, the Council will be required to
identify and approve an alternative funding source.
4. No reimbursements will be made for attendance at events sponsored by or affiliated with political
parties.
5. The City may make payments in advance for airfare, lodging and registration if necessary. Otherwise
all payments will be made as reimbursements to the elected official.
6. Use of the most cost-efficient mode of travel available,taking into consideration reasonable time
constraints,is required.
7. Airfare will be reimbursed at the coach rate.
8. Mileage will be reimbursed at the IRS rate.If two or more council members travel together by car,only
the driver will receive reimbursement.The City will reimburse for the cost of renting an automobile if
necessary,to conduct city business.
9. Lodging and meal costs are limited to those which are reasonable and necessary.
10. Receipts are required for lodging,airfare,and meals and should accompany an expense report form.It
is not necessary to have receipts for cabs and tips. The expense report form shall be submitted to the
City Clerk(or Finance Department)for payment within 30 days after the event.
11. The City will not reimburse for alcoholic beverages,personal telephone calls,costs associated with the
attendance of a family member, rental of luxury vehicles, meal expenses included in the cost of
registration,or recreational expenses such as golf or tennis.
12. Elected officials are encouraged to give oral or written reports on the results of the trip/event at the
next Council meeting and are encouraged to collect and share reasonable materials received to the
balance of the Council.
13. The City Council may make exceptions to the policy as deemed reasonable and necessary by a
majority of the City Council.
Page 15 of 50
1 MINNESOTA STATUTES 2018 471.661
471.661 OUT-OF-STATE TRAVEL.
The governing body of each statutory or home rule charter city,county,school district,regional agency,
or other political subdivision, except a town,must have on record a policy that controls travel outside the
state of Minnesota for the applicable elected officials of the relevant unit of government. The policy must
be approved by a recorded vote and specify:
(1)when travel outside the state is appropriate;
(2)applicable expense limits;and
(3)procedures for approval of the travel.
The policy must be made available for public inspection upon request.Subsequent changes to the policy
must be approved by a recorded vote.
History:2005 c 156 art 2 s 38;2009 c 152 s 21
Copyright®2018 by the Revisor of Statutes,State of Minnesota.All Rights Reserved.
Page 16 of 50
YOB STATE OF MINNESOTA
0
OFFICE OF THE STATE AUDITOR
•., :.iy SUITE 500
525 PARK STREET (651)296-2551(Voice)
(651)
REBECCA OTTO SAINT PAUL state.suditorQstate.mmus (Fax)
MN 55103-2139 mn.us(E-mail)(
STATE AUDITOR 1-800-627-3529(Relay Service)
Statement of Position
Out-of-State Travel Policies
Cities, counties, school districts, regional agencies, and other political subdivisions,
except towns, must have a policy that controls out-of-state travel by their elected
officials.' The nolicv must snecifv:
■ When travel outside the state is appropriate;
■ Applicable expense limits; and
■ Procedures for approval of the travel.
The policy and any subsequent changes to it must be approved by a recorded vote.2 The
policy must be available for public inspection.
A formal travel policy gives a political subdivision direction and guidance on travel
expenditures by elected officials. We recommend a resolution or detailed motion for
approval of out-of-state travel. The approval should be given in advance of the travel.
The resolution or motion should provide both the specific authority for the expenditure
and the public purpose for the travel.
For example, some cities participate in the "Sister City" program. We know of no
express statutory authority allowing a city to expend public funds on such a program. In
addition, as with any expenditure of public funds, the expenditure must be for a public
purpose. Recognizing these limitations, many cities pay for "Sister City" expenses by
using financial contributions or gifts from private entities or the local Chamber of
Commerce. The city, rather than the individual elected official, should accept the gift by
a two-thirds majority,prior to the travel.'
Public purpose principles apply to out-of-state travel, and should be incorporated in the
policy. For example,public funds should not be used for the following:
• Costs for travel of family members;
'See Minn. Stat. §471.661. While towns are not required to adopt an out-of-state travel policy,they may
choose to do so.
2 See Minn. Stat. §471.661.
3 See Minn. Stat. §465.03;Kelly v. Campaign Finance and Public Disclosure Board,679 N.W.2d 178
(Minn.App.2004).
Reviewed: December 2013 2007-1020
Revised: December 2013
This Statement of Position is not legal advice and is subject to revision.
An Equal Opportunity Employer
Page 17 of 50
• Alcoholic beverages; or
• Events sponsored by or affiliated with political parties.
To sum up, local governments, except for towns, must have out-of-state travel policies,
approved by their governing bodies. The governing body must also approve the
expenditure of public funds. Public employees and elected officials who make
expenditures while disregarding the out-of-state travel policy run the risk that the
governing body will not approve their expenditures. If that happens,the public employee
or elected official may be personally liable for the payment.
The League of Minnesota Cities has a model out-of-state travel policy on its website at:
h sttp .//www.Imc.org/medialdocument/1/modelelectedofficialtravell2olicy.docx.
Reviewed: December 2013 2 2007-1020
Revised: December 2013
Page 18 of 50
League models are thoughtfully developed by our staff for a city's consideration. Models should be
customized as appropriate for an individual city's circumstances in consultation with the city's attorney.
This icon marks places where the city must customize the model policy. They offer
additional provisions,optional language,or comments for your consideration.The
• icon,and language you do not wish to include,should be deleted from this model
before use.Make other changes,as needed,to customize the model for your city.
Elected Official Out-of-State Travel, LMC Model Policy
Purpose:
The City of recognizes that its elected official may at times receive value from
traveling out of the state for workshops, conferences, events and other assignments. This policy
sets forth the conditions under which out-of-state travel will be reimbursed by the City.
General Guidelines:
1. The event,workshop, conference or assignment must be approved in advance by the City
Council at an open meeting and must include an estimate of the cost of the travel. In
evaluating the out-of-state travel request,the Council will consider the following:
• Whether the elected official will be receiving training on issues relevant to the
city or to his or her role as the Mayor or as a council member;
• Whether the elected official will be meeting and networking with other elected
officials from around the country to exchange ideas on topics of relevance to the
City or on the official roles of local elected officials.
• Whether the elected official will be viewing a city facility or function that is
similar in nature to one that is currently operating at, or under consideration by
the City where the purpose for the trip is to study the facility or function to bring
back ideas for the consideration of the full council.
• Whether the elected official has been specifically assigned by the Council to visit
another city for the purpose of establishing a goodwill relationship such as a
"sister-city"relationship(see Note below).
• Whether the elected official has been specifically assigned by the Council to
testify on behalf of the city at the United States Congress or to otherwise meet
with federal officials on behalf of the city.
• Whether the city has sufficient funding available in the budget to pay the cost of
the trip.
J) (Note: the League recommends use of a resolution or a detailed motion outlining
// what exactly is being approved).
2. No reimbursements will be made for attendance at events sponsored by or affiliated with
political parties.
3. The city may make payments in advance for airfare, lodging and registration if specifically
approved by the council. Otherwise all payments will be made as reimbursements to the
elected official.
4. The City will reimburse for transportation, lodging,meals, registration,and incidental costs
using the same procedures, limitations and guidelines outlined in the city's policy for out-of-
state travel by city employees.
League of Minnesota Cities Model Policy 8/12/2016
Elected Official Out-of-State Travel Page 1
Page 19 of 50
(If the city does not currently have a policy for city employees, consider adding the
following:
S. Airfare will be reimbursed at the coach rate.
6. Mileage will be reimbursed at the IRS rate. If two or more council members travel
together by car, only the driver will receive reimbursement. The city will reimburse for the
cost of renting an automobile if necessary to conduct city business.
7. Lodging costs are limited to $ per night and meal costs are limited to$
per day. (If the city sets such limits, it may want to keep in mind the differences in these
costs throughout the country—especially coastal cities.Alternative language could be
"Lodging and meal costs are limited to those which are reasonable and necessary').
8. Receipts are required for lodging, airfare, and meals and should accompany an
expense report form. It is not necessary to have receipts for cabs and tips. The expense
report form shall be submitted to the City Clerk(or Finance Department)for payment.
9. The city will not reimburse for alcoholic beverages,personal telephone calls,
costs associated with the attendance of a family member, rental of luxury vehicles, meal
expenses included in the cost of registration, or recreational expenses such as golf or
tennis.
OTHER PROVISIONS THE CITYMAY WANT TO CONSIDER:
• Limitations on the number of council members who can attend the same event,
• Limitations on paying for council members who have announced their intention to resign,
not to seek reelection, or who have been defeated in an election (however, there may be
some benefit to the city in having newly elected officials who have not yet taken office
attend training beforehand);
• Requirements for council members to give oral or written reports on the results of the
trip at the next Council meeting;
• Requirements for the council members to turn over materials received to the city;
• The ability for the city to make exceptions to the policy;
• The requirement for all frequent flyer miles to accrue to the city,
• Requirements to use the most cost-ef,jicient mode of travel available taking into
consideration reasonable time constraints; or
• The requirement to use a city car when available;
Note: The State Auditor's Office has taken the position in at least one city that there was
no direct authority to expend public funds for the Sister City Program. See additional
guidance from the State auditor here: Travel Guidance from MN OSA
The statute requiring this policy is found at.Minn. Stat 471.661
League of Minnesota Cities Model Policy 8/12/2016
Elected Official Out-of-State Travel Page 1
Page 20 of 50
CITY OF CROOKSTON
TRAVEL POLICY
POLICY
The City of Crookston, so as to advance the training and professionalism of its staff and officials,
authorizes attendance at certain schools,conferences and seminars. The purpose of this administrative
regulation is to set forth the polices governing reimbursement of the expenses connected with those
activities.
TRAVEL GUIDELINES
The guidelines for travel of City employees and elected officials are the following:
1. Reimbursement of travel expenses are to refund actual and necessary costs incurred by City
employees and officials while traveling as authorized representatives of the City of Crookston.
2. There is no objection to a spouse and/or other family member accompanying an employee or an
official on a business trip,provided that their presence does not detract from the performance of
duty and an expense is not attributable to them.
3. An employee or official is expected to show good judgment and proper regard for economy in
incurring travel expenses, as would normally be shown when traveling at his/her own expense.
Expense limits established by the regulation are maximum limits,not flat allowances, and they are
not authorizations to spend the maximum if less would be adequate.
4. In any situation where extraordinary travel expenses are to be incurred, or where this regulation
does not cover the situation,the City Administrator may authorize an exception. Any questions of
interpretation of this regulation will be finally determined by the City Administrator.
5. Decisions as to which schools, seminars, and conferences will be determined by the Department
Head. General training seminar type activities may not be specified,but any expenses involved
must be within the total budget appropriations for each department.
PROCEDURE(REIMBURSEMENT)
Reimbursement of travel expenses are to refund actual and necessary costs incurred by City employees
and officials while traveling as authorized representatives of the City of Crookston.
1. Generally there are two types of expenses involved in the activities covered by these regulations:
(1)those that can properly be paid for prior to attendance at the meeting and, (2)those that are to
be reimbursed following the return from the meeting.
2. Prior to travel all employees shall complete a Travel Request Form and have their supervisor
approve it. All completed Travel Request Forms shall be turned into the Clerk's office. If any
1 Page 21 of 50
prepayments need to be made the forms should be submitted in a timely manner to allow time for
the Clerk's office to process such prepayments.
3. A Travel Reimbursement Form, approved by the employee's supervisor,must be submitted to the
Clerk's office for reimbursement of incurred expenses not pre-paid. Travel Reimbursement
Forms must be accompanied by original receipts.
TRANSPORTATION
1. Transportation to and from conferences and schools is ordinarily by air,private vehicle or City
vehicle. The appropriate transportation for each event shall be determined on a least cost basis.
2. Air Travel reimbursement shall be limited to "coach"or economy fares,when such services are
available. Arrangements for air travel and auto rental (if required)must be coordinated through
the City Administrator. Round trip mileage and parking fees will be reimbursed if employee uses
personal vehicle to go to the airport.
3. Personal automobile use for authorized trips will be reimbursed at the rate consistent with IRS
regulations. Any employee who uses their personal automobile while on City business is eligible
for expense reimbursement only if they have liability insurance on their vehicle in the amounts
required by state law. Evidence of such insurance shall be carried in the glove compartment of
the vehicle, and the city may at any time require proof of such insurance.
4. Cily cars may be used for travel. Employees shall not drive on City business without a valid
Minnesota driver's license of the appropriate classification. Receipts are to be obtained for all
expenditures incurred when using a City car. Reimbursement will be based upon the receipts.
Any employee who is involved in an accident while traveling on business must promptly report
the incident to their immediate supervisor.
LO_
1. Reimbursement for lodging shall be limited to the minimum number of nights required to conduct
the assigned City business. If an employee or official chooses, for personal reasons,to arrive
earlier or leave later,the additional lodging and other expenses related to this decision are his/her
personal expense and will not be reimbursed by the City.
2. Lodging expenses will be reimbursed at the actual cost not to exceed the single occupancy rate.
2 Page 22 of 50 1�/
CLO aV
CITY OF CLOQUET
TRAVEL POLICY-ELECTED OFFICAL AND EMPLOYEE
Adopted: 10/18/05
Amended: 11/21/06,01/18/11
Purpose: The City of Cloquet recognizes that its employees and elected officials may at times
receive value from traveling out of the state for workshops,conferences, events and other
assignments. This policy sets forth the conditions under which both out-of-state travel and local
travel will be reimbursed by the City.
General Guidelines for Elected Officials:
1. The event,workshop, conference or assignment must be approved,by motion,in
advance by the City Council at an open meeting and must include an estimate of
the cost of the travel. In evaluating the out-of-state travel request,the Council
will consider the following:
• Whether the elected official will be receiving training on issues relevant to
the city or to his or her role as the Mayor or as a Council member;
• Whether the elected official will be meeting and networking with other
elected officials from around the country to exchange ideas on topics of
relevance to the City or on the official roles of local elected officials;
• Whether the elected official will be viewing a city facility or function that
is similar in nature to one that is currently operating at,or under
consideration by the City where the purpose for the trip is to study the
facility or function to bring back ideas for the consideration of the full
Council;
• Whether the elected official has been specifically assigned by the Council
to visit another city for the purpose of establishing a goodwill relationship
such as a"sister-city"relationship;
• Whether the elected official has been specifically assigned by the Council
to testify on behalf of the City at the United States Congress or to
otherwise meet with federal officials on behalf of the City;
• Whether the City has sufficient funding available in the budget to pay the
cost of the trip.
2. No reimbursements will be made for attendance at events sponsored by or
affiliated with political parties.
3. The City may make payments in advance for airfare, lodging and registration if
specifically approved by the Council. Otherwise all payments will be made as
reimbursements to the elected official.
4. The City will reimburse for transportation, lodging,meals,registration, and
incidental costs using the same procedures,limitations and guidelines outlined in
the City's policy for out-of-state travel by City employees.
Travel Policy-Elected Official and Employee Page 1
(Amended 1/18/11)
Page 23 of 50
5. No more than two Council members will be allowed to attend the same out-of-
state event.
General Travel Guidelines for all City Employees and Elected Officials:
An employee's expenses incurred while conducting City business or attending approved
conferences or training are paid by the City. Expenses incurred by a spouse attending a
conference or traveling with a Council member or City employee must be paid by the employee.
1. Meals -In accordance with the Federal Internal Revenue Code Guidelines for
September 1,2010,the maximum daily meal allowance,including gratuities,is
$46 per day. Employees may spend the daily allowance among the three meals at
their discretion. If an employee is traveling for less than a full day,the following
maximum meal amounts are allowed:
Breakfast $ 9.00
Lunch $ 13.00
Dinner $24.00
These amounts will automatically be adjusted if the maximum daily meal
allowances in the IRS Guidelines change. This amount may be adjusted for travel
outside of Minnesota or to a"High Cost Area"by the City Administrator. Meals
included as part of a conference registration are not reimbursable and when the
cost of a meal is included in a registration fee,there will be a reduction of the
above amounts from the maximum daily reimbursement.
Liquor is not an allowable expense.
2. Lodging-The actual cost for lodging is paid by the City as authorized by the
department supervisor or City Council. Room service,personal phone calls,
movies, and other extras must be paid for by the employee.
3. Transportation
• Airline-Airfare will be reimbursed at the coach rate.
• Automobile-If an employee uses their personal vehicle,they will be
reimbursed for the amount allowed by the IRS Guidelines. If two or more
members of the Council or employees travel together by car,only the
driver will receive the reimbursement. This amount will automatically be
adjusted if the IRS Guidelines change. Please contact the Finance
Director for the current rate. The City will reimburse for the cost of
renting an automobile if necessary to conduct City business with prior
approval of the City Council or City Administrator.
• Parking-Fees will be reimbursed for the actual amount.
Travel Policy-Elected Official and Employee Page 2
(Amended 1/18/11)
Page 24 of 50
4. Reimbursement-Receipts are required for lodging, airfare,transportation,
parking, and meals and should accompany an expense report form. After
supervisor approval,the expense report form shall be submitted to the Finance
Director for payment. The City will not reimburse any request for recreational
expenses such as golf or tennis.
5. Advance Expense Check-All City Council members and employees are
encouraged to have conference and lodging fees paid in advance by the City. If
requested, and authorized by the City Council or Department Supervisor, an
advance expense check or cash may be issued for estimated travel expenses.
The advance shall be issued pursuant to Minnesota Statute 471.97.
• Receipts are required for all expenses.
• A signed reimbursement travel voucher with receipts must be submitted
within 30 days of travel.
• The City shall determine the estimated travel expense amount to be
advanced.
• Any additional reimbursement due to the Council member or employee
shall be paid by the City based on the receipts submitted and policies
established above.
• Any refund from the Council member or employee shall be paid to the
City within ten(10) days of submission of the reimbursement request.
The refund due from the employee shall be based upon the actual receipts
submitted.
• All other provisions of this travel policy apply to determine the expenses
eligible for reimbursement.
6. Exceptions-The City Council reserves the right to make exceptions to this
policy subject to specific situations that may arise
Travel Policy-Elected Official and Employee _ Page 3
(Amended 1/18/11)
Page 25 of 50
rA ovr�� �J
nA&• Elected Official Out-of-State Travel Policy
Original Adoption: 01/27/2009 Reference No. FIN-006
Reviewed/Updated: 06/23/2015
Purpose: The City of Mound recognizes that its elected officials may at times receive
value from traveling out of the state for workshops, conferences, events and other
assignments. This policy sets forth the conditions under which out-of-state travel will be
reimbursed by the City.
General Guidelines:
1. The event,workshop, conference or assignment must be approved in advance by the
City Council at an open meeting and must include an estimate of the cost of the travel. In
evaluating the out-of-state travel request,the Council will consider the following:
• Whether the elected official will be receiving training on issues relevant to the
city or to his or her role as the Mayor or as a council member;
• Whether the elected official will be meeting and networking with other elected
officials from around the country to exchange ideas on topics of relevance to the
City or on the official roles of local elected officials;
• Whether the elected official will be viewing a city facility or function that is
similar in nature to one that is currently operating at,or under consideration by
the City where the purpose for the trip is to study the facility or function to bring
back ideas for consideration by the full council;
• Whether the elected official has been specifically assigned by the Council to visit
another city for the purpose of establishing a goodwill relationship and that the
purpose is a valid use of public funds:
• Whether the elected official has been specifically assigned by the Council to
testify on behalf of the city at the United States Congress or to otherwise meet
with federal officials on behalf of the city;
• Whether the city has sufficient funding available in the budget to pay the cost of
the trip;
2.No reimbursements will be made for attendance at events sponsored by or affiliated
with political parties.
3. The City may make payments in advance for airfare, lodging and registration if
specifically approved by the council. Otherwise all payments will be made as
reimbursements to the elected official or employee.
1
Page 26 of 50
4. Airfare will be reimbursed at coach rate.
5. Mileage will be reimbursed at the IRS rate. If two or more council members travel
together by car, only the driver will receive reimbursement. The city will reimburse for
the cost of renting an automobile if air travel is necessary to conduct city business.
6. Lodging costs and meal costs are not to exceed to the IRS standard allowance rates (as
assigned for the respective city visited).
7. Receipts are required for lodging, airfare, and meals and should accompany an expense
report form. The expense report form shall be submitted to the City Finance Department
for payment.
8. The City will not reimburse for alcoholic beverages,personal telephone calls,costs
associated with the attendance of a family member,rental of luxury vehicles,meal
expenses included in the cost of registration, or recreational expenses such as golf or
tennis.
The City reserves the right to make exceptions to the policy when deemed necessary and
passed via majority vote through the City Council.
2
Page 27 of 50
CITY OF SANDSTONE
ADMINISTRATIVE PROCEDURES
CONFERENCES AND TRAINING ALLOWANCES
1.0 POLICY(adopted and effective September 17,2003)
(amended January 18, 2006)
The City, so as to advance the training and professionalization of its staff and officials,
authorizes attendance at certain professional or municipal association meetings,
conferences and seminars that are beneficial to progressive local government. The
purpose of this administrative procedure is to set forth the policies governing
reimbursement for these expenses. When approved, actual costs of travel, meals, lodging
and other expenses directly related to accomplishment of the objectives for the travel are
allowed. Employees are expected to limit expenses to reasonable amounts. The City
objectives are to allow travel arrangements that, while on assignments away from normal
work location and when approved in advance:
1) Conserve travel funds;
2) Provide uniform treatment for all employees and officials;and
3) Allow the employee or official to carry out his/her mission in a manner that is
dignified and which reflects credit on the City. Attendance should not unduly
burden the work load of the City Staff.
1.1 There is no objection to a spouse and/or other family member accompanying an
employee or an official on a business trip, provided that their presence does not detract
from the performance of duty and an expense is not attributable to them.
1.2 An employee or official is expected to show good judgment and proper regard for
economy in incurring travel expenses, as would normally be shown when traveling at
his/her own expense. Expense limits established by this regulation are maximum limits,
not flat allowances, and they are not authorizations to spend the maximum if less would
be adequate. In some cities and situations, expenses can and should be held substantially
below these limits.
1.3 In any situation where extraordinary travel expenses are to be incurred, or where
this regulation does not cover the situation, the City Administrator may authorize an
exception. Any questions of interpretation of this regulation will be finally determined by
the City Administrator.
1.4 The City Administrator shall make the final determination of as to the
authorization of any employee to attend a conference, seminar, etc. Decisions as to the
amounts budgeted for schools, seminars and conferences are generally made in the
adoption of the budget. General training seminar type activities may not be specified, but
any expenses involved must be within total budget appropriations. Attendance at any
1
Page 28 of 50
training session or conference involving extra expense to the City must be authorized in
advance by the City Administrator.
1.5 Those authorized for travel or conferences have a responsibility to keep accurate
and substantiated records and to submit requests for reimbursement in a timely manner.
2.0 ORGANIZATIONS AFFECTED:
All departments, City employees and officials.
3.0 PROCEDURE(REIMBURSEMENT):
3.1 Generally there are two types of expenses involved in the activities covered by
these regulations: (1) those that can properly be paid for prior to attendance at the
meeting and, (2)those that are to be reimbursed following the return from the meeting.
3.2 Items of the first type are those such as purchase of an airline ticket or
prepayment of registration fees and first night's lodging. In the case of prepayment of
registration, the registration forms should be completed and attached to the request for
approval of the trip. If approved, the City may write a check and mail payment and
registration to the appropriate conference official or the City may use the City credit card
to make payment. Airline tickets should be purchased by the employee only after
receiving approval of the trip. The airfare may be charged on City credit card when
purchased through a City designated travel agency or it will be reimbursed upon
submission of a copy of the ticket and a claim for the appropriate amount.
3.3 All expenses except those in 3.2 must have actually been incurred by the
employee or official prior to reimbursement. The expenses must be itemized on an
expense form and submitted to the City Administrator for approval. Receipts are required
for lodging and meal expenses and should be provided for all other expenses whenever
possible.
3.4 An employee or official may request an advance against expenses requiring
advance payment such as those listed in Section 3.2 under special conditions providing
the costs are known and the City Administrator grants approval. When travel is
completed, employees must submit completed travel expense forms along with receipts.
Receipts are required for reimbursement. If actual expenses are less than advance,
employee shall repay unused advance. An advance for estimated costs must receive City
Administrator approval.
4.0 TRANSPORTATION:
4.1 Transportation to and from conferences and schools is ordinarily by air or private
car. The appropriate transportation for each event shall be determined by the City
Administrator on a least cost basis. Arrangements for air travel and auto rental (if
2
Page 29 of 50
required) must be coordinated through the City Administrator. Rental vehicles must be
pre-approved by City Administrator.
IF it is necessary to rent a car at the travel destination, the employee can apply for
reimbursement for the City business portion. No reimbursement will be made for any
personal use of the rental car. No reimbursement will be made for the cost of any car
rental insurance purchased. Should a rental car be damaged while being used for
business purpose, the City will defend and indemnify the employee against any claims
made by the rental company for damage to the rental car. Minnesota law requires your
personal insurance company to provide coverage when the rental car is being used for
personal activities in most instances.
4.2 When a Private car is used, mileage reimbursement shall be at the rate established
by the City Council. When two or more employees or officials travel to the same
destination by private car,reimbursement will be made to only one person. Carpooling is
expected when practical. Mileage costs for major trips shall be included as part of the trip
expense and reimbursed with the total costs.
If air travel is determined to be the most cost effective transportation, and an employee or
official chooses to drive, reimbursement shall be limited to the cost of round trip airfare.
There will be no reimbursement for any hotel, meal or other expenses, including travel
time, or other expenses incurred enroute or for parking charges at the destination.
If proposed travel is on a weekend (e.g. to stay over Saturday night) in order to obtain a
lower rate on airfare, additional lodging and meal expenses for such weekend travel will
be reimbursable to the extent covered by the reduced airfare.
4.3 Air Travel reimbursement shall be limited to "coach" or economy fares, when
such services are available. Arrangements for air travel and auto rental (if required)must
be coordinated through the City Administrator. Tickets should be purchased, where
possible, sufficiently in advance to obtain related discounts. Any credits or perks issued
by an airline while an employee is on City business may be credited to the individual
employee's frequent flyer or other benefit account. At the time an employee redeems
mileage credited while on City business to receive a free ticket or other benefit, the
employee shall notify the City. A portion of the value of the free ticket (equal to the
portion of the miles paid for by the City compared to the total miles needed for the free
trip) shall be paid to the City within 90 days of mileage redemption. The value of the
free ticket is the lowest price quoted for the same origination and destination as received
by the employee. Travel to and from airports should be by bus or limousine where such
services are in operation and by taxi only as a last resort. If driven to or from the airport
in a private car, by another employee or by a family member, round trip mileage will be
reimbursed.
4.4 Other forms of transportation such as bus or rail may be utilized under special
conditions. Use of these forms of transportation may be authorized by the City
Administrator after review of the circumstances involved.
3
Page 30 of 50
4.5 Leave time for travel other than by air when one travels by some other mode than
by air, the additional time required over the time the air travel would require should be
charged as vacation time. An exception to this would be when it can be shown that
sending several employees in the same car is less expensive.
5.0 LODGING:
5.1 Reimbursement for lodging shall be limited to the minimum number of nights
required to conduct the assigned City business. Charges shall be reasonable and
consistent with the facilities available. If an employee or official chooses, for personal
reasons to arrive earlier or leave later, the additional lodging and other expenses related
to this decision are his/her personal expense and will not be reimbursed by the City.
Reimbursement for lodging costs for the night proceeding or the night immediately
following the event must receive prior approval by the City Administrator.
5.2 If an employee's or official's spouse or other family members share lodging,
reimbursement shall be limited to the single rate for the room occupied. Room rate
information shall be obtained and provided with the request for reimbursement.
5.3 When requested, most lodging will furnish a receipt for a single room when you
are using a double room, but desire reimbursement for a single. If such an arrangement
cannot be made, the price of the single room should be noted on the receipt for actual
lodging costs.
6.0 MEALS:
6.1 Reimbursement for meals and tips shall be limited to the following:
1) In State Travel - $36 per day. If less than a day, $8 for breakfast, $10 for
lunch,and$18 for dinner.
2) Out of State Travel - $60 per day. If less than a day, $12 for breakfast, $18 for
lunch and $30 for dinner.
These are maximum limits and not flat allowances. Actual costs, supported by
receipts shall be the basis for reimbursement.
Alcoholic beverages are not eligible for reimbursement.
6.2 When prices of tickets to conference luncheons or dinners exceed the individual
meal limits, the applicable meal and daily limit shall be increased by the excess amount
with prior approval.
6.4 When registration or tuition fees include one or more meals, the applicable daily
limit shall be decreased by the meal limit for the meal supplied.
7.0 MISCELLANEOUS:
4
Page 31 of 50
7.1 Recreational expenses, such as golf and tennis, will not be reimbursed.
7.2 Reimbursement for telephone calls and similar miscellaneous expenses shall be
limited to those directly connected with carrying out the assigned duties and must be fully
accounted for. Travel or air insurance premiums are not reimbursable.
7.3 If an employee, for personal reasons, chooses to arrive earlier or leave later than
the time required for City business, the extra time shall be charged to vacation, personal
leave, or holiday leave.
City business hours are defined as the hours the conference is in session which
does not include banquets, continental breakfasts prior to the start of each day,
afternoon/evening get-togethers,receptions, etc.
7.4 Travel time will be paid to non-exempt employees in accordance with the Fair
Labor Standards Act, department policies and procedures, and/or applicable collective
bargaining agreements.
Travel times shall be standardized to mean that travel to conferences in the Twin
Cities will be 1.5 hours each way;travel to conferences in Duluth shall be 1.0 hours each
way and travel to conferences in St. Cloud shall be 1.5 hours each way.
7.5 Time for voluntary attendance by an employee at a training course outside of
working hours is not compensable even if the course is directly related to his/her job or
paid for by the City.
Abuse of City Policy, including falsifying expense reports is grounds for disciplinary
action, up to and including termination of employment.
5
Page 32 of 50
e,-'r PA
ELECTED OFFICIAL OUT-OF-STATE TRAVEL POLICY
Adopted by the Saint Paul City Council March 1,2006
Council Resolution: 06-172
ose: The City of Saint Paul recognizes that there needs to be public purpose for City paid
travel outside the State by its elected officials for attendance at workshops, conferences, events,
and other assignments. This policy sets forth the conditions under which out-of-state travel will
be paid for by the City.
General Guidelines:
1. When the event,workshop, conference or assignment is submitted for approval, an estimate
must be included of the travel cost. In the case of the Mayor, approval shall be handled by the
Chief of Staff; and,the Director of Council Operations shall handle approval for the City
Council. Approval is to be obtained in advance of travel and, for an unusual circumstance,
approval may be obtained after travel has occurred. In evaluating the travel request,the
following will be considered:
• Whether the elected official will be receiving training on issues relevant to the city or to
his or her role as an elected official.
• Whether the elected official will be meeting and networking with other elected officials
from around the country to exchange ideas on topics of relevance to the City or on the
official roles of local elected officials.
• Whether the elected official will be viewing a city facility or function that is similar in
nature to one that is currently operating at,or under consideration by the City where the
purpose for the trip is to study the facility or function to bring back ideas for
consideration by the City.
• Whether the elected official has been specifically assigned to visit another city for the
purpose of establishing a goodwill relationship such as a"sister-city"relationship.
• Whether the city has sufficient funding available in the budget to pay the cost of the trip.
2. No reimbursements will be made for attendance at events sponsored by or affiliated with
political parties.
3. The City Council reserves the right to approve out-of-state travel requests for elected
officials on a case-by-case basis when warranted by special conditions.This review will take
place at a City Council meeting.
4. The City may make payments in advance for airfare, lodging and registration.
5. The City will reimburse for transportation, lodging,meals, registration, and incidental costs
using the same procedures, limitations and guidelines outlined in the city's policy for out-of-
state travel by city employees.
Page 33 of 50
t
Elected Officials
i4
Out of State Travel Policy
4
PURPOSE
The City of Zimmerman recognizes that its elected officials may at times receive value from
traveling out of the state for workshops, conferences, events, and other assignments. This
policy sets forth the conditions under which out of state travel will be reimbursed by the City.
GENERAL GUIDELINES
1. The event, workshop, conference or assignment must be approved in advance by the City
Council at an open meeting and must include an estimate of the'cost of the travel. Approval
must be accomplished by a detailed motion outlining what exactly is being-approved. In
evaluating the out-of-state travel request, the Council will consider the following:
• Whether the elected official will be receiving training on issues relevant to the city or to
his or her role as the Mayor or as a Council Member;
• Whether the elected official will be meeting and networking with other elected officials
from around the country to exchange ideas on topics of relevance to the City or on the
official roles of local elected officials.
• Whether the elected official will be viewing a city facility or function that is similar in
nature to one that is currently operating at, or under consideration by the City where the
purpose for the trip is to study the facility or function to bring back ideas for the
consideration of the full Council.
• Whether the elected official has been specifically assigned by the Council to visit another
city for the purpose of promoting economic development and/or tourism.
• Whether the elected official has been specifically assigned by the Council to testify on
behalf of the city at the United States Congress or to otherwise meet with federal officials
on behalf of the city.
• Whether the city has sufficient funding available in the budget to pay the cost of the trip.
2. No reimbursement will be made for attendance at events sponsored by or affiliated with
political parties.
3. The city may make payments in advance for airfare, lodging and registration if specifically
approved by the Council. Otherwise all payments will be made as reimbursements to the
elected official.
Page 34 of 50
e
4. The City will reimburse for transportation, lodging, meals, registration, and incidental costs
using the same procedures, limitations and guidelines outlined in the city's policy for out-of-
state travel by city employees.
5. Airfare will be reimbursed at the coach rate. Council members traveling under this policy
must use the most cost-efficient mode of travel available taking into consideration
reasonable time constraints.
6. Mileage will be reimbursed at the IRS rate. If two or more Council members travel together
by car, only the driver will receive reimbursement. The city will reimburse for the cost of
renting an automobile if necessary to conduct city business. If a City car is available, the
Council member must use the City car unless the Council as a whole approves otherwise.
7. Lodging and meal costs are limited to those which are reasonable and necessary and are
further limited to amounts established for all City employees.
8. Receipts are required for lodging, airfare, and meals and should accompany an expense
report form. The expense report form shall be submitted to the City Finance Department for
payment.
9. The City will not reimburse for alcoholic beverages, personal telephone calls, costs
associated with the attendance of a family member, rental of luxury vehicles, meal expenses
included in the cost of registration, or recreational expenses such as golf or tennis.
10.The City will not pay for Council members who have announced an intention to resign, not
seek re-election, or who have been defeated in an election.
11. Council members who travel out of state pursuant to this policy must give a written report on
the results of the trip at the next Council meeting.
12. Council members who travel out of state for training must turn over training materials to the
City either after the training is completed or upon the Council member no longer serving as
a Council member.
13.The training must benefit all inhabitants of the city as a whole.
Adopted by the Zimmerman City Council on March 2, 2009.
Page 35 of 50
w ryq i00
N Y
S 'ea m in
A o
N N
2
M1 A. X d
y a ®
Ca'i•L•' a N G _V
7 a s C a s �.
made ° y! 7u y1
�v9La -% df < `b' B:
pEpin N
e.JU m9 O On C e� O O O
y a
A
a
E> Em
�0 E$£ °;
v H� ac s
e
Ecim
a
uu m a In m e
U $a,Q a o ni Op .y
_ N
E U e g
oa e m F
=G.9c �.
E c.o"
av
I— Ei42
E ° E
�
Q ;a mEr iii Ssi m K
a N N
�= a-M
W G • r g da C
n
W iS
am y C L a M
am
a
~
Ca N
In
a.P7 N .pyo
a
° a 8 rg
m C
3 U
a
A a ° $EO >
O W 8� 9°o T E a c
p as m H c
aEm a m V a E
Sao
�ie mLJ
V
C
as
b U L RIS i
VTu `o $ a
c
H i e e 2 m
ppuu
s � m �E �5 .' a
ck
` c3 a
Baimo JIME r E `o ° s
"�.. ° o �jsE•0 a oZ o jai
9 Page 3 of 50
City of Oak Park Heights Page 1 of
14168 Oak Park Blvd. N•Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574
10-2-19
MEMO
TO: Mayor and City uncil em
FROM: Eric Johnso City r
s
RE: EMS Calls/Bayport Fire pt—2020 Policy
Dear Mayor and Council:
One of the goals the city Council identified for 2019 was the establishment of a policy related to EMS emergency
response;the concept is that because the City has trained police force in EMS services it could reduce reliance on
the Bayport Fire rescue service. Enclosed is that Draft Policy.
This was crafted after meetings with both the Bayport Fire Chief and Lakeview Emergency Services Director Jon
Muller. Further,for the last two months City Police Staff have actively monitored EMS Calls and monitoring the
timeline and services provided by the BFD to better understand how their services are utilized and arrival times
relative to City Police and/or Lakeview.
Based on this data and other experiences,the enclosed policy seeks to reduce calls to the Bayport Fire Department
by certain criteria related to call type. If the City's EMS call load can be reduced or even not see any further
increases,some of the City BFD Service costs should stabilize compared to the last decade of significant increases.
It is also believed that the BFD may be less taxed for personnel time investment by not needing to go to call where
their appearance is not inherently necessary.
Chief DeRosier will be at the meeting on October 8th to review the policy and seek a timeline for implementation.
Page 37 of 50
0
CITY OF OAK PARK HEIGHTS
A Policy Relating to the Appropriation of City Resources for Medical Responses
The City of Oak Park Heights has developed the following parameters for medical responses
within the City. This policy has been adopted by the Oak Park Heights City Council on
As the City has grown in size and dynamics of population,these factors have placed a much higher
demand for services than was historically seen. These factors dictate and require a formal policy
be developed to help reduce duplicated and unneeded services and the costs associated with those.
Avoiding duplication of services and response of personnel and equipment which are not needed
is an effective tool to meet such goals.
The policy is further intended to prevent over burdening the cities limited financial,personnel,and
equipment resources while still maintaining high level of services and reducing duplicated
services. History and experience have provided a solid foundation for this policy. Review of other
jurisdictions in the county which have both independent and contracted services demonstrates that
these operations can be successful over an historiperiff ��
Lastly,the Bayport Fire t)epartn lent ,31 7))has 1,een;i catt 1., all respon,ler to all Rescue-EMS Calls
which can be unnecessary uneoT c,�:rtain ;irciimstat••es. Further, Bl D call volumes have risen
dramatically over the pati several years but which can be seasonably reduced. The implementation
of this Policy should reduce that call volume saving City funds as well as relieving some service
demand upon the BFD and their volunteer staff.
Policy: This Policy will guide the response of City services including police, contracted or joint
powers district fire rescue services, and private EMS ambulance services within the City of Oak
Park Heights. It is the policy of the City to respond with adequate resources needed to provide
effective services without burdening or over taxing individual services and the City resources in
general. The structuring of this policy is designed to limit duplicated services while still providing
the high level of service expected by the citizens of Oak Park Heights and therefore the following
is implemented as it relates to Emergency Medical Services:
I. Services: The City has multiple services to draw upon when providing an effective
medical response.
A. Dispatching/911: The first line of contact for most citizens in need will be a
911 dispatcher. Washington County Public Safety Answering Point and EMS
Dispatchers are trained to ascertain information needed to place dispatch
protocol guidelines into motion. The information can establish what initial
responding services are required and aid in further determination for additional
services. I.E.medical calls that would not normally require fire rescue,but due
to location or other scene and incident factors rescue personnel and equipment
would be prudent. Council approved response criteria for fire rescue will be
Page 38 of 50
established using adopted fire rescue dispatching guidelines - that outlines
examples of when the BFD(Bayport Fire Department)would be dispatched.
B. Police: Oak Park Heights Police are trained first responder medical personnel
and receive periodic refresher training in these areas including CPR/AED's
with advanced CPR equipment and Oxygen. Officers train with local advanced
life support medical providers at Lakeview Hospital or other Red Cross
certified trainers to stay familiarized in providing services to assist the
paramedics at a scene.Police officers are on duty 24/7 and thus are most times
first to arrive on scene enabling them to start basic medical services before or
in conjunction with EMS. Police vehicles are equipped with AED's,advanced
CPR equipment, oxygen, and first aid supplies.
C. Paramedics / EMS Ambulance Services: Lakeview Hospital / Health
Partners EMS Paramedics provide a highly trained and equipped medical
trauma service. They provide ALS -Advance Life Support services. They are
able to draw on additional services if needed such as helicopter transport and
level 1 trauma facilities. They provide 24 / 7 on duty staffing at Lakeview
Hospital approximately % mile from the City allowing paramedics to be on
scene rapidly.
D. Fire Rmene: Pirc. Pescue Services -irr provid,d by the Bayport Fire
Department 03F U) and which has fii�t respondei medical trained personnel.
They receive pertodic refre%her :Xainiiig. They ar,- able to provide additional
staff, emergi=3 extriL:itioii tools, rescue abilities, basic medical, CPR/AED,
and assistance to EMS. They are a volunteer department and require page out
of volunteer services who are not stationed or ready to respond. Response can
be delayed by the nature of a given volunteer on call service.
NOTE: BFD arrival times for medical services is typically after EMS and the need for
additional assistance has passed. These factors limit the services they are able to provided at
basic medical calls. By nature of volunteer on call services,excessive responses are taxing on
personnel and create additional duplicated services and costs to the City.
II. Response Protocol: Initial requests for medical or other emergency assistance are
generally received by phone or radio at the WC Public Safety Answering Point—PSAP.
The PSAP evaluates requests using established criteria and council approved protocol
to determine the level of response. Unless otherwise specifically determined all
medical requests in the City of Oak Park Heights will require dispatching of Police
and/or Lakeview EMS. BFD is not to be dispatched for only emergency medical
assistance.
A. Fire Rescue Immediate Dispatch Criteria: Fire Rescue (BFD) will be
requested to respond to medicals requiring additional personnel or rescue
efforts and equipment. These incidents include but may not be limited to such
calls as; cardiac arrest, accidents of various types with injury or possible
entrapment, head / neck / spine injuries, amputations or obvious fractures
involving accident scenes and physical rescue calls.
Page 39 of 50
B.On Scene / En-route Requests or Cancellations of Fire Rescue: Police
Officers and Paramedics on scene or en-route may also request fire rescue
assistance (BFD). Factors for further assistance may include; past history of
the subject or location, further evaluation of the scene, further information
gathered about the scene from other calls or officers on scene, and other
articulated circumstances. Given the circumstances and scene evaluation
police officers and paramedics may slow or cancel fire rescue response(BFD)
if obvious circumstances indicate cancellation and at their discretion. Factors
determining cancelation may include; misinformation on the type of call that
would not otherwise have required fire rescue or an obviously dead subject
which is now a police investigation.
C. Declination of Service Response: Police and Fire Rescue(BFD)may advise
dispatch that they will not be responding unless further requested by EMS or
Police subject to the enclosed response protocols. Examples may include:
routine transports of medical patients from senior facilities, and response to
facilities that have their own medical staff such as a MN Correctional Facility,
or being otherwise unavailable with other priority call.
D. Ongoing Suspension of Fire Rescue Response to Specific Locations: In
the event of a request by Fire Rescue to suspend medical response to a specific
location or indii-ideal due to nrticulatcd r;^Gong rbc fire Chief will make the
requ� st to Me,Police Chief and apon mutual agreement the suspension may be
fom;irded to Wt Dispatch for telnpoi:Lry acsignat;on. This is only for extreme
artic Aated ;;irci i mstan,•es ftnd for limited periods of time and it will be the
responsibility of the Fire Chief to reaffirm the designation on a regular basis
with the Police Chief to show the subject or location suspension designation is
still warranted.
The following Table 1 summarizes the anticipated circumstances outlined above as to
when the BFD would/would NOT be directly dispatched for Immediate Response.This
Table is further supplemented in Addendum A to this Policy that gives further examples
of the dispatch protocol based on circumstances.
Tabk Z
Calls typicallyNOTreau6lna Me Rescue ISM Response
Level I-ALS(Advanced Life Support)NOTE:AFD wlN Respond if Called out Due to Circumstances-See Addendum A
Level2-ALS
Level3-ALS
Levell-BLS(Bask L feSupport)NOTE.AFD w!N Respond ifCaNed out Due to Circumstances-See Addendum A
Level2-BLS
Leve13-BLS
L/ftAsslsts-Non Injury/No FaporSurrounding Hazz.Conditions
Calls ftWoalhneauldna Rnr Rescue ISM Response
AN Fire related Calls(Examples:house,business,brush,chknney,electrkat rescue,etc)
AN Levell ALSI&S when Dispatched due to natureof Incident(Examples:Car accidents or extractions)-See Addendum A`
Fire related Mutual aid
WaterEmergendes
Cafis Involving:HazMa4 Gas leaks and Odors
Page 40 of 50
III. Regular Review of Data: The City's Policy attempts to save public funds yet continue
with high quality service delivery. This goal should be monitored with some regularity
to see if a reduction in calls to the BFD has actually occurred and/or if such policies
have created any unforeseen service gaps. table 2
It is desirable that the City's RESCUE& AMOak Park Het hts
EMS call volume will be reduced from its TM as '4S � ,�, TUFAL
current volume of 600 calls for 2018. It is 1993 22 62 14 1 1«
these calls that can be handled by OPH 21� 33 zt8i7 19 3 z
11
Police and/or Lakeview EMS leavin g the 2 31 311 'L4 25 zoo
2W2 3111, — zaz
2
BFD free for other responses that truly are ma, a16 �< s7 z11:64 741 16 266
2004 i;9 200 S2 22 313
require their services. 2=5 3u42 40 366
2006 3.0 3N 360 59 421
21P07 _4 !%9 32 40 376
The City acknowledges that the 20D3 34 2102 30 34 no
implementation of any new policy can 2D09 `2 ---" - 34 384
p 2&10 3z" 260 33 451 370
require some acclamation by all parties. 2011 47 306 10 26 389
As the annual data becomes available it 2012 35 451 59 558
81
2013 30 546 a1 59 ns
should be reviewed for impacts. 2014 40 576 92 51 759
2:15 30 _ 396 46 46 769
2D16 18 A3.2 89 44 783
33 _574 76 39 am
e?i9 3'4 _ 63G .1 411 743
oil
III
IV. Implementation of Policy: Uptzn the adopti o:the Pol' by the Council,the Chief
of Police is ituthorizcd i!) cu,!age with tho Bevi Hospital and Washington
County Emergency Dispatch S+aff.:nd/or�e 'ffto enab the contents of this Policy.
The Chief of Police shall have discretion to incorporate reasonable parameters to
effectuate the underlying goals of the Policy that may additionally enable service
delivery and/or cost savings.
Page 41 of 50
Addendum A to
CITY OF OAK PARK HEIGHTS
A Policy Relating to the Appropriation of City Resources for Medical Responses
DRAFT
Page 42 of 50
E
c -
�p .y d
m �
E
E e E x «9 m B r
:F
J.
3� e 11
8 r
.� EvErN DIY E `ee I . B E 'o oc E ��£�a E g` s € E - Ede
'
qAa$o E �.Er e:�••,• E' E E
v_ o �..1'�Qa 39 09 nca
C 1' ~ u 3 EnE •g sty-`�_g� n `- `azm C_ �` �_ <E �v ��'n3 ��_ aE
m
C u c�s°uwmE E5 '�'��o £ tau. e ePe.22
a=a e- 33 8 3 ¢ .ea eCcu E -1°,�=.BgP
mo y d � €gpE• E EE'�Z
f1f pZg!' § `o o^yam , . £F q e •6 • '�` E
B
1-2
CD
8
UE'l
N € E ?s a
r —
v
f� z n• o`
AS
6
Z'
a
1
d
EO e z zz °z 3�' °z z z z zz zz zz zz zz
_ S LL
me
5 m h m 5 h h
w w a g+ air m w HM I N S .¢i
�� � ,E G � 6 s S Y. � � � x 9 •J3 J� � � 3
! M
Y'
-
U YY
C � i
{
d 3 E F fZE
1Twl
C C E
mr
xmx ° u
lL
v m a g `u zS y "LU
�
Page 43 of 50
I �
I
EE
n
_ Y
m e e E E
o � �
E
E 3.:
°e8a �° QEE E 0
zEoa� m
Y 'mz8 E z Q E
w a 8 • ' w w a'�f $ a Y . 1.
9 El, gg� � E_ gyp $ w E • —m
c —
s,� • pdp � E
f
E
i = 5
4
4
v. u. I 5 ( u
=3
y
z
z ii z -za z z g a �1z �y{ z
:Lncs
E
IL
N S p z
J2
lit ° E E
Yt o. W ti — yaG— 9 E u e
Y c
C `E� E r .' m 1 i;.�m b >S ' g fr$ S c d O
I
1{yY N H N N yq�
W iT
Page 44 of 50
a I �
I 4 C
I
''e L
_ g
�— rim
;;E m
;E
E S ° g n�' o�$ cj= F'c d u 'v a E
b '✓d «°e—ar EE = �= pmv= yry
h€ 2 3 •�. m' ° E g � $m
� � b � � Tdc Eq�F6 ,E,a�o�L"F
uFi n
g �'ii g s S I��•—`3 a'—z g o x p j s x Z
- 3 6 g E z4 4 b • a Y a �u=" ga A ld
g = e • • , 8 r`m`°
o m 'cS 5 'tee; O E • ? >r
n r �
Es
V • 3 0�r0 L F � Y C N � :F � }0 E • Y �S — C
Vo c
FO 7 v n
'v e
r/ 9
A c
;I
N
y, a
O O -'O O O O O O 00 yY�iZ 2 ¢ Z
Z Z -,Z Z Z Z Z Z Z Z
a
4 4 SY' 4 g 4!3 4 M 5 ' !n 5 D !2
a;:m
N N lel N N fil N IVI1,1 — 1� •SwN [A LL S — m N
i
L 5
t
Yn 5
m% -OF
{
r i _
y ip� y a
3 do .,d•1i dMo e � a 'V eii m I �
IT
m ;IM,s @Eee � o s § y
£ 4i.!1
13
a
V a_ g $
0 0 0 3
Page 45 of 50
I
i ! I
r � �
y '
rz
` b i 3 n�y4 sv� uo�ti $ L 'Samm+o Ne C :off$
siL�
a. ••E � � rU a fs,.z3=an—
$ 6; E . € 3 n • i ? E 5'a'c_ • C a c C 2 $I� iS a Y� .d n. I p
C c° "a m .� �c �'+ LL m.@ a `a Z 2 !' gT"•'�b'I 31���a�� ��I,� ,C
I it I E 11 79 ¢
a
II
r �
a 1 r. LL � LL
S
C
Ca z z z z °z i
D
i
mq } Pl Y Y Y Y Y d
3
tl $ y}
Rf
Im
= g
a �
ggg� w
yy a. 2 C n c �E ppP E E E a LL 3 b `o m 9 9 a 'LL r
C
2
E a
6
H N N N a d t
Gi eS� r I� Y j N N •�
ME
z H�99 t r S Page 46 of 50
i z
s
B u a n
II I E S S Y a o ° >
h al i Ing a o " 6 0 3€ s sut 3 v > E92.
5O
- ? € E 3 3$'E a v
M,-LOSE a Y p�y S E o f 'o E S a s w ;a 33 2~ j pip 9 a` I'm E�v i o Yk
� C$�
V a •I• tgq F E €n 4'io E e ss f E `o a O-
� _ �• e 5 • c.G c �i S i �.i' 'O �!' y rG d f� E rdi a
1 • iI"Vs • �'r s • • n Y C 3 • > • • m fEi • m o _q
I ' 91i _es � fs
i I � A �� I� �• I
I a€
N I
x x x m x x x x f = x = x x x
Z
S
.� a m m o 00 0 0 0 0 1° ,� 0 0 o o
I F ,. �. z zz � axz z z > i > > a a > z zy
Y)
a
5 5 m !2 h
IE J
i Y
@
v O z SR
dlj Y 3 C
f4 N
3CY
d WL 4
m
u u X. 98w
to ? y� -S" Iia N 0333 5 ~ f C. d g
Page 47 of 50
Y }
I�
1
g
T
?rale X25 n $9
3 �L°. �� 3 � c �§` nu E� b ��Y
eaa � s "a ��� mtsA� s Ea�9
-�
m '- E c E 'E' m yy 9 € 3 L^- !!!! a
4L.1 f �i E E � T'nr >N a• an aa > - 8 M c~ 3 9 c
s�{� E
nq � w�6m X 3, 8 3 m .� � 5 . 3 8 3 3 i � •c9� w F F • � � e.ec
g3
je I fi�K
a' •13 �• S
f ££
F
�r
C z z z z z °z z z
O
5 a N
e
h
T n
y
y1 E W
a t t — Ile
b i
46
d u N W
Page 48 of 50
\ �
�
�
[ ,
! ` �
-
/$! #
■| /
� |! T a
f $\!}«�
J �!li�=f• � � !`� ■ :f!#|
! _�- ■ . -° r ■� _! .
� !f§ f!) 1P,
| �\
|
|
§ � �
X �
IS 2 § ) E b . a ■
&
} |
ƒ § 9 I / ] 2 !
| k -4
� � }
& �
\ \
2ri
2 ! § ! e
k 88 k §
2 z $ K 2 t
Page 49¥50
THIS PAGE INTENTIONALLY LEFT BLANK
Page 50 of 50