HomeMy WebLinkAboutCity Council Packet 11-19-2002 SpecialAgenda
City of Plymouth
Special City Council Meeting
Tuesday, November 19, 2002
7:00 p.m.
Council Chambers
1. Call to Order
2. Discuss City policies and Training regarding Respectful
Workplace brought forward by firefighter
3. Discuss continuance of Public Safety Advisory Board
4. Review final budgetary items
5. Schedule future study sessions
6. Adjourn
DATE: November 14, 2002
TO: Dwight Johnson, City Manager
FROM: Jeanette Sobania, Human Resources Manager
SUBJECT: Harassment and Discrimination Policies
You requested a brief report about the City's policies with respect to harassment,
discrimination and respectful workplace and the employee training provided about the
policies.
History
The City has had a sexual harassment policy since at least 1985. It was incorporated into
the Personnel Policy. That policy was amended in the 1988 Personnel Policy and
remained virtually unchanged until February 2002. I have attached the Sexual
Harassment Policy from the 2001 Personnel Policy and the Respectful Workplace Policy
from the 2002 Personnel Policy.
The Respectful Workplace Policy includes the sexual harassment policy. The new policy
was a by-product of our negotiations with AFSCME and work by the Labor Management
Committee. It also complies with Federal law as reflected in the EEOC guidelines and
the state Human Rights Act prohibition of workplace discrimination and harassment
based on protected class status.
Sexual Harassment Policy
The sexual harassment policy seeks to prevent discrimination by prohibiting a hostile
environment (lewd jokes, physical touching or the display of sexally explicit materials)
and by prohibiting employers or their agents from requiring sexual favors as a condition
of employment.
The City's policy requires that employees both refrain from prohibited conduct and report
instances of such conduct. Supervisors are required to forward any reports to their
department director, the City Manager or the Human Resources Manager.
The policy requires that an investigation be performed and states that the person(s)
violating the policy be subject to discipline. False allegations are also subject to
discipline.
Respectful Workplace Polic
The Respectful Workplace policy prohibits not only sexual harassment but violent,
discriminatory and offensive behavior. It includes the sexual harassment policy in its
entirety and contains the same prohibitions and reporting and investigating requirements.
Discriminatory behavior is likewise prohibited. It includes a list of protected classes:
race, color, creed, religion, national origin, disability, sex, marital status, age, sexual
orientation or status with regard to public assistance.
The employee is not required to report. They may confront the person(s) engaging in the
behavior or they may report it. If they fear that there may be some form of retaliation if
they confront the situation they are required to report it to a supervisor or manager.
Training,
Our records indicate that we did employee training on diversity and/or prohibited forms
of harassment and discrimination in 1993, 1997, 1998 and 2001/2002. (List attached.)
We provided training specifically to firefighters in January, 1998 and in January/February
2002. The 1998 training was on sexual harassment. The 2002 training discussed
respectful workplace issues as well as sexual harassment. A copy of the trainer's outline
and of the handout are attached. As a rule, training has been provided to supervisors at a
separate session to ensure that their obligations under the policy are understood.
IV -1
SECTION 4-2 SEXUAL HARASSMENT
Sec. 4-2.1 PURPOSE: It is the City of Plymouth's policy that the work force
environment and the City's employees will be free of sexual harassment and
that all individuals will be treated with respect.
Sec. 4-2.2 POLICY: The City's policy is that:
Sec. 4-2.21 Sexual harassment of employees is prohibited.
Sec. 4-2.22 This policy will apply to all officials and employees of the City of
Plymouth.
Sec. 4-2.23 Sexual harassment includes, but is not limited to, unwelcome sexual
advances, requests for sexual favors, sexually motivated physical contact,
and other verbal, visual or physical contact of a sexual nature when:
a) Submission to such conduct is made either implicitly or explicitly a
term or condition of an individual's employment;
b) Submission to or rejection of such conduct by an individual is used
as a basis for an employment decision affecting that individual's
employment.
c) Such conduct has a purpose or effect of substantially interfering
with an individual's work performance or creating an intimidating,
hostile, or offensive working environment.
Sec. 4-2.24 Behavior which may constitute sexual harassment includes, but is not
limited to:
a) Verbal harassment (e.g., epithets, derogatory remarks, or slurs);
b) Physical harassment (e.g., touching, gestures, assault, impeding or
blocking movement, or any physical interference with normal work
or movement);
c) Visual forms of harassment (derogatory posters, letters, poems,
graffiti, cartoons, or drawings); and
d) Requests for sexual favors or unwelcome sexual advances.
Sec. 4-2.25 Any employee who feels he or she is being subjected to sexual harassment
in any form, or who believes he or she has witnessed sexual harassment in
IV -2
any form, must contact his or her supervisor, the Department Head,
Human Resources Manager or City Manager immediately. All supervisors
are required to report immediately any allegations to the Department Head,
Human Resources Manager, and City Manager. Only persons with a need
to know of the allegations or its resolution will be made aware of the issue.
Sec. 4-2.26 Any complaints which are made will be investigated in a timely fashion.
All employees shall cooperate in any investigation of such a complaint. If
the facts support the allegations, the perpetrator of the sexual harassment
will be subject to disciplinary action. Any employee found to have made a
false complaint of sexual harassment or found to have given knowingly
false information during an investigation of such a complaint will also be
subject to disciplinary action.
2/l/02
IV -1
SECTION 4-2 RESPECTFUL WORKPLACE
Sec. 4-2.1 Purpose. The City of Plymouth is committed to maintaining a respectful
workplace, free from violence, discrimination, sexual harassment, and other
offensive or degrading remarks or conduct. Such behavior will not be
tolerated by or towards any employee, official of the City or customer.
Sec.4-2.2 Disrespectful behavior. Below are examples of behavior which fall within
these guidelines:
Sec. 4-2.21 Violent behavior includes the use of physical force, harassment or
intimidation, or abuse of power or authority when the impact is to control
by causing pain or fear.
Sec. 4-2.22 Discriminatory behavior includes inappropriate remarks about or conduct
related to a person's race, color, creed, religion, national origin, disability,
sex, marital status, age, sexual orientation, or status with regard to public
assistance.
Sec. 4-2.23 Offensive behavior may include but is not limited to such work related
actions as: rudeness, exclusionary behavior, angry outbursts, inappropriate
joking, vulgar obscenities, name calling, disrespectful language, or the
intentional filing of an unfounded complaint under this policy.
Sec. 4-2.3 Sexual harassment
One specific kind of discriminatory and offensive behavior is sexual harassment.
Sec. 4-2.31 Sexual harassment includes, but is not limited to, unwelcome sexual
advances, requests for sexual favors, sexually motivated physical contact,
and other verbal, visual or physical contact of a sexual nature when:
a) Submission to such conduct is made either implicitly or explicitly a
term or condition of an individual's employment;
b) Submission to or rejection of such conduct by an individual is used
as a basis for an employment decision affecting an individual's
employment;
c) Such conduct has a purpose or effect of substantially interfering
with an individual's work performance or creating an intimidating,
hostile, or offensive working environment.
2/1/02
IV -2
Sec. 4-2.32 Behavior which may constitute sexual harassment includes, but is not
limited to:
a) Verbal harassment (e.g., epithets, derogatory remarks, or slurs);
b) Physical harassment (e.g., touching, gestures, assault, impeding or
blocking movement, or any physical interference with normal work
or movement);
c) Visual forms of harassment (derogatory posters, letters, poems,
graffiti, cartoons, or drawings); and
d) Requests for sexual favors or unwelcome sexual advances.
Sec. 4-2.4 Confrontingorr Reporting_ Disrespectful Behavior. An employee who believes
that s/he has been treated in a manner which violates this policy must deal
with the violation in one of the following ways:
Sec. 4-2.41 Violent behavior: an employee is required to report the incident immediately
to his/her supervisor, department/division director or the proper legal
authorities.
Sec. 4-2.42 Sexual harassment: Any employee who feels he or she is being subjected
to sexual harassment in any form, or who believes he or she has witnessed
sexual harassment in any form, must contact his or her supervisor, the
Department Director, Human Resources Manager or City Manager
immediately. All supervisors are required to report immediately any
allegations to the Department Director, Human Resources Manager, or
City Manager. Only persons with a need to know of the allegations or its
resolution will be made aware of the issue.
Sec. 4-2.43 Other discriminatory or offensive behavior
An employee should:
a) politely but firmly tell the person(s) engaging in the inappropriate
behavior how he/she feels about that person(s) actions, request the
person cease the behavior and, if practical, ask someone to witness the
conversation.
b) note when the incident(s) of behavior, perceived to be inappropriate
occurred, note when the conversation with the person about his/her
feelings takes place and how the employee's comments are received.
Keep these records for future reference.
2/1/02
IV -3
If an employee fears some employment or other adverse consequences
could result from telling the offender, he/she must go to his/her supervisor,
department or division director, Human Resources Manager or the City
Manager. The employee must provide the person to whom he/she reports
the incident(s) with a written summary of the incidents and the dates on
which each occurred.
If, after what is considered to be a reasonable length of time given the
circumstances the employee has not received a response, the incident
must be reported to his/her department director, Human Resources
Manager or the City Manager. However, if further incidents occur during
the interim the employee should notify the person to whom he/she
originally reported.
Sec. 4-2.5 Investigation.
Sec. 4-2.51 Any complaints which are made will be investigated in a timely fashion.
All employees shall cooperate in any investigation of such a complaint. If
the facts support the allegations, the person who violated this policy will
be subject to disciplinary action.
Sec. 4-2.6 False Allegations.
Sec. 4-2.61 Any employee found to have made a knowingly false allegation under this
policy or found to have given knowingly false information during an
investigation of such a complaint will also be subject to disciplinary
action.
DATE: March 26, 2002
TO: All employees
FROM: Jeanette Sobania, Human Resources Manager
SUBJECT: Revisions to the Personnel Policy
The City Council recently approved several changes to the Personnel Policy. Since we
have not sent out a revised copy in quite some time it seemed appropriate to do so now.
Your supervisor will go over the changes to Section 4 with you but I will highlight the
changes and provide a brief background as well.
During interest based bargaining, the AFSCME bargaining units suggested that we work
to assure a respectful workplace. Since that time the labor management committee has
worked toward a policy that would further that goal. The changes in Section 4 of the
Personnel Policy reflect that work.
The specific changes are;
Section 4-2 Sexual Harassment is modified into a Respectful Workplace section
which includes a discussion of how to deal with various forms of
disrespectful behavior including violent, discriminatory or simply
offensive behavior. Discriminatory behavior can be sexual harassment but
is broadened to include harassment of any type directed at a protected
class group.
Section 4-3 Possession and Use of Weapons is added to restrict and control the
possession of weapons in the workplace.
Finally, you will also receive a copy of a Dispute Resolution Process. This was also
developed by the Labor Management Committee with the hopes that an
alternative way to handle workplace disputes would help employees to
resolve issues at the lowest level.
Respectful work Place and Sexual Harassment
City of Plymouth - 2001
8:00/ 12:30 Welcome and Introductions.
8:20/ 12:50 Overview.
8:30/ 1:00 Exercise in pairs — Situations and Obligations.
8:45/ 1:15 Group Discussion.
9:15/ 1:45 Exercise in small groups — Descriptions.
10:00/ 2:15 Break.
10:1512:30 Group Reflection and Exercise.
10:30/ 2:45 Sexual Harassment Overview.
11:1513:30 Exercise in small groups — Role play situations.
11:45/ 4:15 Group Reflection.
11:5514:25 Evaluation.
12:00/4:30 Adjourn.
Center for Policy, Planning, and Performance
2121 Nicollet Avenue South — Minneapolis, MN 55404
Phone: 612-874-0535 Fax: 612-874-0253 Email: braye@effective.org
RESPECTFUL WORKPLACE/ SEXUAL HARASSMENT TRAINING
City of Plymouth
8:00/ 12:30 Welcome and Introductions
Introduce yourself. Ask participants to introduce and state one
behavior that demonstrates respect to them. Facilitators write
responses on flip chart.
8:20/ 12:50 Overview. The purpose of all these kinds of trainings are to focus
on creating positive workplaces and preventing offensive
behaviors from occurring. When misunderstandings occur, the
majority can be resolved between individual parties rather than
escalate into discrimination and legal action.
1. Three part series.
1. Overview
a. Awareness of differences
b. Understanding of what respect means and limits in
workplace
c. Skill building around conflict especially when we are
asking someone our behavior or someone is asking us to
change our behavior.
2. Culture of respect. Atmosphere of mutual respect and
teamwork.
3. Communities free from violence and discrimination.
11. Expectations for today.
1. Changing times and changing norms of behavior.
2. All of us have a responsibility for achieving these goals.
3. Remind and re -enforce understanding of illegal and
discriminatory behavior.
111. Assumptions and Core Principles
1. Definition and experience of respect is individual.
2. We're always in relationship and connection with others.
3. What I do and how I react matters and makes a difference.
4. Context is critical to understanding what is going on in any
situation.
5. Meaning is held based on our own individual experiences
and culture
6. Anytime we enter a workplace we enter as a stranger — but
one with gifts to share/offer to others as well as
receive/learn from others.
7.
Option: Insert Video here and ask people to de -brief about video - move exercise
later by 30 minutes and reduce time spent on lecture.
8:30/ 1:00 Exercise — Situations and Obligations
In pairs, have people talk about the statements on the sheet.
8:45/ 1:15 Debrief Exercise
Did you get a better sense of the limits of employees and
supervisors?
What, if anything, surprised you?
Here are some standards or principles that guide these cases.
There are four kinds of behaviors that are usually discussed when
developing respectful workplace policies, and those include (use
chart outlining the four types of behavior):
1. Types of disrespectful behavior.
Offensive Behavior
a. Reasonable person's standards
b. Intentional filing of a false complaint.
C. Employee's sensibility and public reaction.
d. Differences between workgroups and
circumstances.
e. Request clarification.
Discriminatory Behavior
a. Inappropriate remarks.
b. Inappropriate conduct.
C. Includes sexual harassment.
Sexual Harassment
a. Unwanted and unwelcome sexually directed
behavior.
b. A term or condition of employment.
C. Basis for an employment decision.
d. Unreasonable interference with work performance.
e. Intimidating, hostile, or offensive work
environment.
Violent Behavior
a. Physical force.
b. Harassment.
C. Intimidation.
Additional prohibited Behaviors
a. Illegal or unethical conduct
b. Retaliation
c. Failure to take mandatory action
d. Making false accusations
2. Abusive customer behavior
a. Employees do not have to accept verbal abuse.
b. May request a supervisor intervene.
c. May defuse situation themselves.
d. Report physical violence immediately.
3. Guidelines governing these cases.
a. Intent
b. Impact.
c. In context.
d. Eye of the beholder (can be counter to local context but
will prevail).
e. Community standard.
f. Reasonable person standard.
g. Cultural differences.
h. Pattern (not always required but is a consideration).
L Situation extends over time (not always required but is
a consideration).
9:15/ 1:45 Exercise — Descriptions
In small groups, have participants review the statements on the
sheet.
Once they are done, have them transfer their answers onto the large
sheet on the wall (the blown -up version of the handout).
Co -facilitator should play RESPECT during the time the people
are putting the stickers on the table.
Individuals also need to put stickers by things that would be most
important to them to building a respectful workplace.
10:00/ 2:15 Break
10:15/ 2:30 Group Reflection and Debrief Exercise
Ask the group what they see. Where are there areas of agreement,
disagreement? Are there common priorities for building respect?
Review what you observed the groups doing. Briefly cover where
there are areas of common agreement. Focus more time and where
there was disagreement. Review areas of greatest concern.
10:30/ 2:45 Sexual Harassment Overview
Tom, add your three overheads from before with noted additional of "No reprisal" under
Expectations)
In the beginning exercise and in this exercise its important to note
that the definiti8ons of respect and the priority about how to create
a respectful workplace differs by individuals. And it's important to
remember that the principals we talked about at the beginning
regarding with each of us being in relationships with others
requires us to be paying attention to those individual differences.
We now want to talk about a particular subject that is one form of
sex discrimination- one form of discriminatory behavior. We're
using sexual harassment as an example because it is both unique
and can be generalized as well to inform our responses to other
types of offensive behavior.
Start using sexual harassment overheads (total of 7).
Sexual harassment is defined as unwanted attention that is:
sexual in nature,
In or proceeding from workplace.
Who can sexually harass?
supervisors/ managers,
co-workers
clients,
members of the public,
employees of other entities in workplace
Same sex.
Who can complain?
Recipient,
Observer,
more qualified (and overlooked) employee in a
promotion, opportunity,
A reprisal victim.
What standards apply?
community standard,
eye of the beholder,
reasonable person standard,
hostile work environment:
Context,
Repetition,
Impact,
Intent.
When does liability attach?
when the supervisor knew or should have known.
Supervisory responsibility:
immediate,
take seriously,
ensure confidentiality,
inform on process, and
inform on options or
have someone else inform on process and options.
Keep complainant informed at reasonable interval.
Supervisor purview.
0 check out effects of observed behavior in private
contact human resources and legal departments.
inform accused employee,
DOCUMENT, DOCUMENT DOCUMENT
Principle of employee response.
say you don't like it when someone says something you
don't like
have same right if you observe something you don't
like,
right to discuss with others
right to discuss with supervisor
right to exercise options
no reprisal
Effects of Not Addressing Offensive Behavior
Intimidation
Fear
Physical symptoms
Distrust
Suppressed communication
Missed workdays
Employee turnover
11:1513:30 Exercise — Respect Deck
Remind people that creating and sustaining a respectful workplace requires each of us to
participate and must be practiced in real situations. We are
providing for each table a set of scenarios. (Respect Deck) Have
one person shuffle the deck and turn to the person next to them,
that person takes a card and plays the "victim/receiver of the action
described. The person who shuffled the deck is the "perpetrator".
The "victim" reads the scenario aloud and the two play out the
situation and others at the table give successions about other ideas
or how else the situation could have been handled by either party.
Then pass the deck to the next person who repeats the process.
During the discussion, consider each of these questions — an
overhead of the instructions should also be put up.
11:45/ 4:15 Debrief Exercise
Ask people if any scenario caused more discussion than others at their table did — any
situations that troubled them. Any specific situations they want to
discuss?
11:5514:25 Follow-up resources to contact and Evaluation with final overhead
exercise that turns strangers to peers to respect.
12:00/4:30 Close
RESPECTFUL
WORKPLACE
TRAINING
City of Plymouth - 2001
Center for Policy, Planning, and Performance
2121 Nicollet Avenue South —Minneapolis, MN 55404
Phone: 612-724-9575 Fax: 612-728-5936 Email: braye@effective.org
RESPECTFUL WORKPLACE TRAINING
Purpose
Promote atmosphere of mutual respect and teamwork.
Deepen understanding of what respect means and limits in workplace.
Communities free from violence and discrimination.
Assumptions and Core Principles
Definition and experience of respect is individual.
We're always in relationship and connection with others.
What I do and how I react matters and makes a difference.
Context is critical.
Meaning based on individual experiences and culture.
We all enter workplace as strangers — with gifts to offer and receive.
Center for Policy, Planning, and Performance
2121 Nicollet Avenue South —Minneapolis, MN 55404
Phone: 612-724-9575 Fax: 612-728-5936 Email: braye@effective.org 2
RESPECTFUL WORKPLACE
OFFENSIVE BEHAVIOR
Reasonable person's standards.
Intentionally filing false complaint.
Employee's sensibility and public reaction.
Differences between workgroups and circumstances.
Request clarification.
DISCRIMINATORY BEHAVIOR
Inappropriate remarks.
Inappropriate conduct.
Includes sexual harassment.
SEXUAL HARASSMENT
Unwanted and unwelcome sexually directed behavior.
A term or condition of employment.
Basis for an employment decision.
Unreasonable interference with work performance.
Intimidating, hostile or offensive work environment.
VIOLENT BEHAVIOR
Physical force.
Harassment.
Intimidation.
Center for Policy, Planning, and Performance
2121 Nicollet Avenue South — Minneapolis, MN 55404
Phone: 612-724-9575 Fax: 612-728-5936 Email: braye@effective.org 3
RESPECTFUL WORKPLACE
ADDITIONAL PROHIBITED BEHAVIORS
Illegal or unethical conduct.
Retaliation.
Failure to take mandatory action.
Making false accusations.
ABUSIVE CUSTOMER BEHAVIOR
Employees do not have to accept verbal abuse.
May request a supervisor intervene.
May defuse situation themselves.
Report physical violence immediately.
GOVERNING GUIDELINES
Intent.
Impact.
In context.
Eye of the Beholder."
Community standard.
Reasonable Person" standard.
Cultural differences.
Pattern.
Situation extends over time.
Center for Policy, Planning, and Performance
2121 Nicollet Avenue South — Minneapolis, MN 55404
Phone: 612-724-9575 Fax: 612-728-5936 Email: braye@effective.org 4
RESPECTFUL WORKPLACE
SEXUAL HARASSMENT
Unwanted
Sexual in nature
In or proceeding from workplace
EXPECTATIONS
Taken seriously
Kept confidential
Informed of resolution
Options
No reprisal
SUPERVISORY RESPONSIBILITIES
Immediate
Take it seriously
Insure confidentiality
Inform of process or arrange
Inform about options or arrange
Contact HR and/or Legal ASAP
Advise accused
Keep complainant informed at reasonable intervals
Check out observed behavior
Document! Document! Document!
LIABILITYATTACHES WHEN
THE EMPLOYER KNEW OR SHOULD HA VE KNOWN
Center for Policy, Planning, and Performance
2121 Nicollet Avenue South — Minneapolis, MN 55404
Phone: 612-724-9575 Fax: 612-728-5936 Email: braye@effective.org 5
RESPECTFUL WORKPLACE
SEXUAL HARASSMENT:
PRINCIPLES OF EMPLOYEE RESPONSE
You have the right to respond to offensive behavior
as recipient
as observer
immediately or later
You have the right to discuss with others
You have the right to discuss with a supervisor
You have the right to exercise options
No reprisal
EFFECTS OF NOT ADDRESSING OFFENSIVE BEHAVIOR
Intimidation
Fear
Physical symptoms
Distrust
Suppressed communication
Missed workdays
Employee turnover
Center for Policy, Planning, and Performance
2121 Nicollet Avenue South —Minneapolis, MN 55404
Phone: 612-724-9575 Fax: 612-728-5936 Email: braye@effective.org 6
RESPECTFUL WORKPLACE
Situations and Obligations
Creating and sustaining a respectful workplace requires common language,
clear communication, and shared expectations for behavior.
Think about how you would respond in each of the following situations.
1. If I've been treated in a discriminatory manner and the employer is informed about
it, the employer must act upon the information even if I request that they don't.
0 True 0 False 0 It Depends
2. Anonymity is guaranteed to the alleged victim and/or reporter of a
discriminatory action.
0 True 0 False 0 It Depends
Telling a "dirty joke" to a coworker who has been forewarned and gave her consent to
hear it is not considered offensive behavior.
0 True 0 False 0 It Depends
4. Telling the "dirty joke" under the conditions described above, but within earshot
of others who were not consulted and did not consent, is offensive.
0 True 0 False 0 It Depends
5. If I observe sexual harassment or discriminatory behavior I am obligated to report it.
0 True 0 False 0 It Depends
6. My colleagues already know I have strong biases regarding certain ethnic groups (and
they profess to share them), but I should keep these opinions to myself while at work.
0 True 0 False 0 It Depends
7. Customers and clients must also adhere to laws prohibiting discriminatory behavior.
0 True 0 False 0 It Depends
8. Discussing and/or endorsing Governor Ventura's public comments regarding
women's anatomy, brothels, the Irish, etc. is offensive.
0 True 0 False 0 It Depends
9. After reporting an incident, action might not be taken immediately and I should
wait for a reasonable length of time (for example, 30 days) for my complaint/
concern to be resolved.
0 True 0 False 0 It Depends
10. Consensual dating with a member of the same workgroup is prohibited by law.
0 True 0 False 0 It Depends
Barbara E. Raye — Center for Policy, Planning, and Performance
2121 Nicollet Avenue South — Minneapolis, MN 55404
Phone: 612-724-9575 Fax: 612-728-5936 Email: braye@effective.org
RESPECTFUL WORKPLACE
An atmosphere of respect requires an organization and its employees to maintain a work environment free
from violence, discrimination, sexual harassment, and other offensive or degrading remarks or conduct that
has the purpose or result of unreasonably interfering with an individual's work performance or creating an
intimidating, hostile, or offensive work environment.
Please read the descriptions and note what the words and descriptions
mean to you and the others at your table.
1. Comments about an individual's body or appearance that go beyond mere courtesy.
2. The use of physical force, harassment, or intimidation.
3. Telling "dirty jokes".
4. Inappropriate remarks about a person's race, color, or national origin.
5. Rudeness, angry outbursts.
6. Inappropriate remarks about or conduct related to a person's age or disability.
7. Subtle or obvious expectations or requests for any sexual favor, along with an implied or
specific promise of favorable treatment (negative consequence) about one's current/future job.
8. Stalking.
9. Inappropriate remarks about a person's sex, marital status, or sexual orientation.
10. Unwanted and unwelcome patting, pinching, or brushing up against another person.
11. Inappropriate humor and vulgar obscenities.
12. Name calling, disrespectful language.
13. Inappropriate conduct related to a person's status with regard to public assistance.
14. Cornering, hugging, kissing, fondling considered unacceptable by another individual.
15. Intentionally filing a false complaint of another individual's violation of policy.
16. Inappropriate remarks about or conduct related to a person's creed or religion.
Barbara E. Raye — Center for Policy, Planning, and Performance
2121 Nicollet Avenue South —Minneapolis, MN 55404
Phone: 612-724-9575 Fax: 612-728-5936 Email: braye@effective.org
Offensive behavior B. Discriminatory behavior
L.C41 exual Harassment D. Violent behavior
1. Comments about an individual's body or appearance that go beyond mere courtesy.
2. The use of physical force, harassment, or intimidation.
3. Telling "dirty jokes".
4. Inappropriate remarks about a person's race, color, or national origin.
5. Rudeness, angry outbursts.
6. Inappropriate remarks about or conduct related to a person's age or disability.
7. Subtle or obvious expectations or requests for any sexual favor, along with an implied or
specific promise of favorable treatment (negative consequence) about one's current/future job.
8. Stalking.
9. Inappropriate remarks about a person's sex, marital status, or sexual orientation.
10. Unwanted and unwelcome patting, pinching, or brushing up against another person.
11. Inappropriate humor and vulgar obscenities.
12. Name calling, disrespectful language.
13. Inappropriate conduct related to a person's status with regard to public assistance.
14. Cornering, hugging, kissing, fondling considered unacceptable by another individual.
15. Intentionally filing a false complaint of another individual's violation of policy.
16. Inappropriate remarks about or conduct related to a person's creed or religion.
Barbara E. Raye — Center for Policy, Planning, and Performance
2121 Nicollet Avenue South —Minneapolis, MN 55404
Phone: 612-724-9575 Fax: 612-728-5936 Email: braye@effective.org
Sexual Harassment/Respectful Workplace Training
Date Training Audience
November 1993 Sexual harassment prevention All Regular Employees
October 1997 Sexual harassment prevention All Regular Employees
January 1998 Sexual harassment prevention Fire/Police
November 1998 Cross Cultural Communication All Regular Employees
May 2001 Sexual harassment prevention All Regular Employees
January 2002 Sexual Harassment/Respectful Workplace Fire/Police
March 2002 Sexual Harassment/Respectful Workplace Supervisors
May 2002 Sexual Harassment Prevention Training Makeup Session
Agenda Number: -3
TO:Dwight D. Johnson, City Manager
FROM: Craig C. Gerdes, Chief of Police
SUBJECT: PUBLIC SAFETY AD VISOR YBOARD
DATE: November 13, 2002 for the November 19, 2002 City Council Meeting
1. ACTION REQUESTED: The City Council review the Public Safety Advisory Board and
determine whether to retain it as a Board.
2. BACKGROUND: At its January 23, 1996 meeting, the Plymouth City Council established
the Subcommittee on Community Policing. The group originally consisted of four Council
Members, the City Manager, the Public Safety Director, and four citizens. The group spent
time going over activities within the Police Department pertaining to Community Policing,
attending training, and discussing needs within the community.
In September of 1997, the group made a recommendation to the City Council, which was
adopted by them at their September
17th meeting to change this group. At that time, the Fire
Department was also added and the group was renamed the Public Safety Advisory Board.
The make-up of the group was also changed to be five citizen representatives, the Public
Safety Director, one member of the police department, and one member of the fire
department.
3. ALTERNATIVES: The City Council could decide to eliminate this Board, leave it as it is,
or make changes in its mission or purpose.
4. DISCUSSION: One of the first things the Public Safety Advisory Board did was determine
their mission and the various things they would and would not deal with and how things
would be referred to them. A copy of that mission statement is attached.
Over the years, the group has met once a month and has successfully worked on gaining
knowledge and citizen input on issues and making recommendations to the City Council.
Some of their major projects included the major revision to the animal ordinance, the changes
to the false alarm ordinance, and working with the Police Department on the Crosswalk
Grant. They have also faced some challenges in getting new members to the Board and in
attendance. They have had to cancel meetings because they did not have enough members
present for a quorum. Even after adopting an attendance policy, they still experienced this
problem.
Each year they also conduct brainstorming sessions to discuss their potential work plans for
the upcoming year. Often ideas that they have are things that either have been tried
previously or are being done by either the Police Department or the Fire Department. As
such, they have also often had meetings cancelled because there did not have any items for
their agenda.
CITY OF PLYMOUTH
PUBLIC SAFETY ADVISORY BOARD
MISSION: To offer proactive support to the Public Safety Department by working on
select issues of community interest, holding public hearings and/or discussions, giving
advice and making recommendations to the City Council on these issues.
Issues can and are encouraged to be referred to the group through one of these
methods:
Referral by the City Council.
Referral by the City Administration (City Manager's Office or Director of Public
Safety).
Referral by Police Department's internal Community Policing Committee.
Referral by Fire Department staff.
Referral by citizen through member of the group.
Primary areas of interest to include:
Community Education, especially child safety issues
Crime Prevention, Neighborhood Watch
Fire prevention, especially carbon monoxide safety
Chemical Health Issues
Community concern areas
Enhancing communication with Business and Apartment communities
Youth issues
Projects involving coordination with other agencies
Issues that interface with the community
Replace Snowmobile Task Force
Monitor Public Safety Trends
The group will not deal with:
Professional Standards issues, such as personnel selection and discipline.
Legal issues regarding enforcement of the law.
Day-to-day operations of the department such as micro -managing.
Any issues which another group handles, such as bias motivated crimes (Human
Rights Commission).
Draft updated June, 1997
DATE: November 14, 2002
TO: Mayor and City Council
FROM: Dwight D. Johnson, City Manager
SUBJECT: Review Final Budget Issues and Recommendations
Several issues affecting the proposed 2003 budget have occurred since the City Council
adopted the preliminary budget and tax levy on September 9, 2002. This memo will
outline those changes. Additional information is attached for discussion on each item.
Council direction will be incorporated into the final budget to be considered at the Truth
in Taxation Hearing on Monday, December 2, at 7 p.m.
Social Services Funding. Due to the withdrawal from Northwest Hennepin Human
Services, adjustments are proposed in the social service allocations for 2003. We are
proposing increases in several of the programs:
Increase funding for YMCA from $3,000 to $5,000 to assist with several
significant new programs benefiting Plymouth residents and schools.
Increase funding for North Hennepin Mediation from $2,000 to $4,000 to match
prior funding for West Suburban Mediation.
Provide $1,500 for Senior Leadership Council.
Increase other agencies who requested increases by 3%.
Increase Interfaith Outreach and Prism by a total amount of $2,100 due to
unusually large food shelf and related needs at this time.
The total line item for social services would still be reduced by $3,773 under this
proposal. See the attached memo for more details.
Fire Department. Several changes have occurred which will impact the 2003 Fire
Department budget. The City received a major grant award from the Federal Emergency
Management Agency (FEMA) for funding for SCBA equipment (breathing tanks). The
amount of the grant program is $353,500 and the City must provide 30% or $106,050 as a
matching amount. Currently, the City is budgeting $46,500 per year for this expense
over four years. The grant will allow us to purchase tanks that meet the latest standards
for safety as well as a somewhat larger number of tanks.
It is now proposed that the matching amount of $106,050 be funded as follows:
4,000 from the recent donation from Boston Scientific -Sci-Med Company.
15,227 from the 2003 Budget
46,500 from the 2002 budget
40,323 from 2002 contingency funds.
The current proposed budget shows another $46,500 budgeted for next year. The new
proposal is to take the difference between $46,500 and the $15,227 shown above as well
as the $3,773 left over from the social services fund above and fund the approximate
35,000 cost of a new position of Fire Captain beginning on July 1, 2003. The
substantial new grant money the Fire Department has brought in for the breathing tanks
as well as the vehicle exhaust systems in two fire stations (approved by Council on
November 12''), allows us to consider this important new position for 2003. This is the
main "immediate" recommendation of the Fire Department in its draft staffing report
which the Council is scheduled to review in December. The new position will help
provide more predictable daytime response, help us achieve the goal of increasing our
percentage of duty crew shifts that are fully staffed, provide improved sharing of
workload and project management, and provide some much needed supervision of the
duty crew program that now spans 15 hours per day and could be expanded more. By not
hiring the Fire Captain until July 1, 2003, however, the City retains its ability to defer the
hiring if the Legislature reduces our aids or substantially limits our future revenues.
Sewer rates. The attached memo proposes a sewer rate increase effective January 1,
2003 which would provide 3.5% new revenue to the City or $190,000 per year. The
increase is needed to help fund renovations of the City's 13 aging sewer lift stations by
the end of this decade as well as meet increases in Met Council treatment fees of 4.2%
and 5.7% in 2002 and 2003 respectively. Treatment fees paid to the Met Council account
for about 70% of the sewer budget. The last sewer rate increase was on July 1, 1998.
While the overall increase in revenue is 3.5%, the actual cost to an average homeowner
would be 6.6%. This is because additional changes are being proposed in the base fees to
make them more equitable. Larger apartment complexes will see a decrease of 8.7%
while a typical commercial/industrial establishment would see an increase of 4.3%.
Please see the attached memo for a more detailed explanation.
Recreation Handbook Funding. While no changes in budgeted dollar amounts are
proposed, we recommend moving the Recreation Handbook printing ($51,000) and
Recreation Handbook postage ($25,070) expenditures from the Communications budget
to the Recreation Fund. A corresponding transfer of property tax dollars would also
occur. This handbook is printed three times a year and is the main marketing piece for
our recreation programs. This change will provide for more accountability so that the
Recreation Division which is responsible for preparing the recreation handbook will also
control the funding for it and be accountable for it. More than a decade ago, the City
operated under the theory that all printing and publications would be centralized in the
Communications Division, but as our programs and marketing efforts have grown, we
have not actually operated this way in for many years. Helen and the Communications
Division staff will still provide assistance with bidding for printers and other technical
help.
DATE: November 12, 2002
TO: Dwight D. Johnson, City Manager
FROM: Laurie Ahrens, Assistant City Manager
SUBJECT: 2003 Social Service Funding
The preliminary budget contained the amount of $112,000 for social service funding,
which included the allocation for Northwest Hennepin Human Services of $13,000. On
September 24, the City Council withdrew from this joint powers organization. Based on
Council and staff feedback, the new recommended social service allocations are:
Home Free Shelter 33,000
Northwest YMCA 5,000*
PRISM 11,000
Interfaith Outreach 17,000
Interfaith Outreach — CONECT 9,270
North Hennepin Mediation 4,000**
Teens Alone 2,000
Communities in Collaboration 5,887
Senior Comm. Services 13,390
Senior Comm. Services — HOME 6,180
Senior Leadership Council 1,500***
TOTAL 108,227
An increase from $3,000 to $5,000 is recommended for the Northwest YMCA.
The agency has initiated several successful new programs that benefit Plymouth
residents and schools. The Plymouth Police Department believes the agency's
work with Plymouth Middle School has been particularly important and will
complement the new school resource officer assigned to this school. In addition
to its continued services of free youth programming and camps, 24-hour teen
crisis intervention, and Friday teen nights, the YMCA has recently dedicated a
full-time staff member to provide prevention and intervention services at
Plymouth Middle School. A new teen center has been opened at the Northwest
YMCA which has structured activities, tutoring, computer labs and recreational
activities. Students from Plymouth, TLC, and Sandberg Middle Schools are
directly bused from the schools to these activities. Programs are conducted each
week at Plymouth Middle School, Armstrong High School, and Cooper High
School such as, chemical dependency in the family support groups, Youth in
Government, Black Achievers, Relationships, Independent Living Skills, and
Conflict Resolution. The number of Plymouth families receiving crisis
intervention services, family reunification, case management, and referral has
more than doubled in the past year. The YMCA serves hundreds of Plymouth
youth through its various programs, the number of Plymouth youth in the Truancy
Program increased last year, and 87 Plymouth youth received intensive, long-term
services through the Northwest YMCA. Programs are offered at no cost to youth
and families.
The amount of $4,000 is recommended for North Hennepin Mediation. The prior
mediation agency, West Suburban Mediation, received $4,000 annually for many
years. In the year that West Suburban dissolved mid -year, the City only made
one-half payment. We then froze social service funding levels in subsequent
years. The amount of $4,000 would bring North Hennepin Mediation back to the
previous funding level for mediation services. North Hennepin has done an
exceptional job as the City's mediation service for the past two years. The
number of Plymouth mediations has more than doubled, the agency provides
services that were not previously provided by West Suburban Mediation, a
number of very difficult, complicated mediations have been successful, and the
police department believes this agency is increasingly important as a referral for
neighborhood conflicts, family court issues, and juvenile diversion cases.
When the Council withdrew from Northwest Hennepin Human Services Council,
the resolution specified that the amount of $1,500 would be allocated for 2003 to
allow Plymouth seniors to continue to participate in the Senior Leadership
Council.
Increases of 3% are suggested for other agencies that requested an increase this year —
CONECT Collaborative, Senior Community Services, Senior HOME Program. Slightly
larger increases are proposed for Interfaith Outreach and PRISM. These are the agencies
providing core human services, such as food, clothing, and emergency shelter, to those
most in need in the community.
With these changes, the total amount of the social service line item would be reduced by
3,773. A spreadsheet indicating the history of the social service allocations is also
attached.
human service requests.xls
Page 1
City of Plymouth
2003 Proposed Budget
Social Service Agency Requests
Request Manager's
Agency 1999 20001 2001 2002 2003 2003
Home Free Shelter 33,000 33,000 33,000 33,000 33,000 33,000
NW Hennepin Human Services 11,465 12,324 12,700 13,125 13,125 0
Northwest YMCA Detached Worker 3,000 3,000 3,000 3,000 7,000 5,000
PRISM 5,825 5,825 10,000 10,000 12,400 11,000
Interfaith Outreach 15,900 15,900 15,900 15,900 25,000 17,000
Interfaith Outreach - CONECT 8,000 8,000 9,000 9,000 15,000 9,270
West Suburban Mediation
North Hennepin Mediation
Teens Alone
4,000 4,000
2,000
1,000
2,000
Boom
2,000
2,000
Kim=
4,000
2,000
EMEW
4,000
2,000
Communities in Collaboration 5,421 5,421$5,887 5,887 5,887
Sr. Comm. Services
2,000
12,500 13,000 13,000 13,926 13,390
Sr. Comm. Services HOME
Senior Leadership Council
Total 1$
11011,
970
6,000
111,021
6,000
112,912
6,200
1,500
6,180
1,500
108,227
Other Requests:
Plymouth Civic League - Music in PI 17,500 20,000 25,000 25,000 26,000 25,000
Plymouth Fine Arts Council 7,000 9,000 10,000 10,000 10,000 10,000
Plymouth Rockers 3,550 4,050 4,550 1 5,000 1 5,000 1 5,000
Page 1
Agenda Number:
TO: Dwight Johnson, City Manager
FROM: Mike Kohn, Financial Analyst through Dale Hahn, Finance Director
SUBJECT: Proposed Water and Sewer Rates
DATE: November 12, 2002 for November 19, 2002 City Council Meeting
1. ACTION REQUESTED: Adopt the attached ordinance amending Section 715.05 of the
City Code by eliminating the Metropolitan Debt Service Charge and Surface Water
Surcharge, increasing the Account and Volume Charges, and clarifying language regarding
calculation of sewer volumes.
2. BACKGROUND:
As part of the final 2003 budget deliberations, it seems prudent to evaluate the Water and
Sewer funds to see if rate increases are required for the upcoming year. It is important to plan
ahead so that future rate increases can be scheduled to minimize the impacts on utility
customers.
Water
In 1999, the City of Plymouth conducted a comprehensive water rate study that culminated in
the implementation of the tiered rate structure for residential customers. At that time, rates
for the average residential customer increased by 3% while the rates for commercial
customers increased by 6%. These were the first increases of water rates since 1987.
The study also went on to state that given the need to keep up with large maintenance
expenditures associated with an aging system (painting water towers, overhauling wells,
updating and enlarging the water treatment plants, etc.) the City would need to increase rates
by 2% per year beginning in 2001. Since the water treatment plant upgrades and expansion
will not occur until next year, the City has held off on these planned increases.
The City is currently in the process of evaluating the proposed water treatment plant upgrades
and expansion, as well as more detailed studies of the possibility of sharing water with Maple
Grove. Until these studies are completed there will not be adequate information to make a
proper rate decision. It is recommended that the water rates be reviewed when the studies are
completed sometime in the first half of 2003. The Water Fund is currently in an adequate
financial position with a 9/30/02 cash balance of $10,141,394.
Sewer
After years of operating losses the Sewer Utility raised rates July 1, 1998. The new rates,
along with three years of rate reductions for water treatment from the Metropolitan Council,
and reduced flows resulting from the Sump Pump Inspection Program, have enabled the City
to begin building reserves. However, the Metropolitan Council has once again started to pass
on rate increases to municipalities for wastewater treatment. The 2002 rate increase was
4.24% and the 2003 rate increase will be 5.7%. These types of rate increases have a large
impact on the financial health of the Sewer Fund as they represent about 70% of all budgeted
expenditures. If rates are not increased, the 2003 Budget indicates that the Sewer Fund will
likely lose money in 2003. In addition, a recent evaluation by Water/Sewer Division staff of
the City's lift stations indicate that 13 are in need of upgrade or repair by the end of the
decade. The amounts needed to upgrade and repair these lift stations are not currently
included in the Sewer Fund budget.
3. ALTERNATIVES:
I. Leave water and sewer rates at their current levels.
II. Increase water and sewer rates in 2003.
III. Increase the sewer rate in 2003.
IV. Increase the water rate in 2003.
4. DISCUSSION:
Water and sewer rates will need to be increased in the upcoming years. Water and sewer
infrastructure, much of which was installed in the 1960's and 1970's, is aging and will soon need
to be replaced. Examples of these items include water meters, well pumps and controls,
watermains and valves, water treatment plants, lift station pumps and controls, and sanitary
sewer pipe. As a utility system grows and ages, larger and larger reserves are required to have
funds on hand for the increased maintenance and replacement costs that inevitably follow.
Due to the current uncertainty regarding the water system, any water rate evaluation should be
deferred until adequate information is available. On the sewer side, however, enough
information is available to support the need for a rate increase for 2003.
The current 2003 Sewer Budget projects an insignificant deficit of $556. However, this does not
take into account recent information regarding sewer flows and the need to put in place a
program to upgrade and repair lift stations. Within the last two weeks we have received
information from the Metropolitan Council regarding the third quarter (Q3) 2002 sewage flows.
Due to the near record amount of rainfall received this summer, Q3 flows are 14% higher than
they were a year ago. This is important because these flows will be used to bill the City for the
first quarter of 2003. Consequently, unless we see below average precipitation for the remainder
of 2002 and 2003, the Sewer Fund will likely see a deficit significantly greater than $556.
As stated above, Brian Young, Greg Cook and Steve Herwig of the Sewer and Water Division
recently completed an evaluation of the City's lift stations (see Attachment I). The evaluation
points out the fact that there are 13 aging lift stations in our system that need significant upgrades
2
and repairs. Water and Sewer Supervisor, Brian Young, has recommended that these lift station
needs be addressed at the rate of roughly 2 per year to complete the program by 2010. Exact
costs for each lift station are not currently available. However, Richard Foster, of the
engineering firm Bonestroo and Associates, has provided estimates for each lift station based on
the evaluations done by our staff. These cost estimates are included in Attachment I.
Given these estimates, cashflow projections were developed. The first projection has no rate
increase (revenues increase 1.5% for system growth) and expenditure growth of 4% per year, as
well as additional costs for the lift station program. What this shows is that the current $4.2
million dollar cash balance will quickly disappear unless rates are increased.
Inflator 101.50%
Inflator 104.00%
2001
Projection 1
Budget
Q 2043 2004 2005 2006 2007 2008 2009 2010
h Balance 3,337,441 4,236,024 4,236,024 2,410,468 1,693,779 929,488 75,148 1,254,390 2,541,772 3,985
enues 5,798,333 5,350,000 5,572,441 5,656,028 5,740,868 5,826,981 5,914,386 6,003,102 6,093,148 6,184
enditures 4,899,750 5,350,000 5,572,997 5,795,917 6,027,754 6,268,864 6,519,618 6,780,403 7,051,619 7,333
Stations 1,825,000 576,800 477,405 562,754 574,009 510,081 489,561 621
ing Cash Balance 4,236,024 4,236,024 2,410,468 1,693,779 929,488 75,148 1,254,390 2,541,772 3,989,804 5,76a
The second projection has a revenue inflator of 5.5% (4% rate increase) which it appears would
be sufficient to get the Sewer Fund through the remainder of the decade with a reasonable fund
balance.
ection 11
Inflator 105.50%
Inflator 104.00%
Budget
2001 2002 2003 2004 22005 2_006 2207 448 2009 2010
i Balance 3,337,441 4,236,024 4,236,024 2,605,503 2,317,474 2,231,661 2,172,453 2,223,718 2,471,095 2,882
nues 5,798,333 5,350,000 5,767,476 6,084,688 6,419,345 6,772,409 7,144,892 7,537,861 7,952,443 8,385
enditures 4,899,750 5,350,000 5,572,997 5,795,917 6,027,754 6,268,864 6,519,618 6,780,403 7,051,619 7,333
Stations 1,825,000 576,800 477,405 562,754 574,009 510,081 489,561 621
ing Cash Balance 4,236,024 4,236,024 2,605,503 2,317,474 2,231,661 2,172,453 2,223,718 2,471,095 2,882,358 3,317
Given the cash flow projections it appears that a 4% per year rate increase is justified and
necessary. This may have to be adjusted in future years based on the actual costs of lift station
work, and upon future rate increases passed on by the Metropolitan Council for treatment.
A complicating factor in establishing new Sewer rates is the current provision in the City Code
see Attachment II) for a two-part base fee made up of an "Account Charge" and a "Metropolitan
3
Debt Service Charge" (MDSC). The account charge is billed to each account at the rate of $1.80
per month. The MDSC, which is no longer valid because we do not pay debt service to Met
Council, is based on dwelliniz units for residential property and accounts for non-residential
property. Under this structure, a single family home pays $1.15 per month, an apartment
complex with 400 units would pay $460 per month, and a commercial enterprise that may
produce more sewage than the apartment complex would pay $1.15 per month. This does not
seem fair or equitable, especially since fixed or base fees should cover fixed costs such as billing
and system maintenance that are not dependent on volumes produced.
Consequently, I would propose that for 2003, the MDSC be removed and the account charge be
adjusted upward in a revenue neutral manner. This would result in the following proposed
changes in rate structure and rates:
Current Proposed Percent Increase
Base Fees
Account Charge $1.80 $3.45
Metropolitan Debt Service Charge $1.15 $0.00
Total $2.95 $3.45 16.95%
Volume Charges
Regular Volume Charge (per 1,000 gal) $1.95 $2.03 4.10%
Senior Volume Charge (per 1,000 gal) $1.75 $1.82 4.0%
If this rate structure were put in place it would result in a 6.62% increase to the average single-
family residential customer (74,400 gallons per year). A 400 unit apartment complex (50,400
gallons per unit per year) would see an 8.66% decrease, and an average commercial/industrial
account (1,266,336 gallons per year) would see a 4.28% increase. Due to the fact that base fees
are redistributed between customer types, but not increased in total, revenues would only increase
by 3.52% overall. This redistribution of base fees is very similar to what was accomplished with
the elimination of residential water demand charges in 2000. While a 6.62% increase to the
average single-family customer is not insignificant, it is less than the amount being passed on by
the Metropolitan Council (9.9% for 2002 and 2003), and less than the rate of inflation since
sewer rates where last increased July 1, 1998 (10.9% - CPI -U).
Finally, the attached ordinance amending Section 715.05 of the City Code would clean up
language specifying how sewer volumes are determined and eliminate a "Surface Water
Surcharge" that has not been used for many years, if ever.
5. BUDGET IMPACT: If the rate increase is approved it will increase 2003 Sewer Budget
revenues by about $190,000.
6. RECOMMENDATION: I recommend that the City Council adopt the attached ordinance
amending City Code section 715.05 by increasing Sewer Rates, eliminating obsolete fees,
and clarifying sewer volume calculation language.
4
ATTACHMENT I
LIFT STATION EVALUATION 10-21-2002
Here is an evaluation of the City of Plymouth Lift Stations conducted by Brian Young, Greg Cook
and Steve Herwig on October 21, 2002.
Recommendations:
Waterfront updated 1983 (2) 5 HP, 150 gpm pumps
Lift Station $220,000
Replace " Main Disconnect Box"
Replace Piping inside of Structure
Move Check valves and gates valves associated with discharge piping to a "vault"
outside the structure.
Remove 'POT" access and ladder and install manhole casing
Run electric underground to cabinets and controls
Replace cabinets and controls
28'' Avenue Built 1972 Prefabricated Underground Station
Lift Station 5320,000
Recommend replacing all systems including structure
Bass Lake Built 1976 (2) 100 HP,1800 gpm pumps now
Lift Station $420,000
Generator Building $140.000
Total $560,000
Remove and/or replace ladder
New cabinets and controls
Re -use "soft starts"
Install 3'd pump in slot already provided
Install on-site Generator
Replace all interior piping
Replace access hatch
Main control cabinet structure is rusted out beyond repair
Sunset Hills Built 1978 (2) 5 HP,140 gpm pumps
Lift Station $190,000
Move gate valves and check valves outside the structure
New cabinets and controls
Replace piping inside of structure
Replace pumps
Replace access hatch
Remove pole and run electric underground to cabinets
ATTACHMENT I
County Road 73 Built 1966 Prefabricated Underground Station
Lift Station $$250,000
New cabinet and controls
New vent
Replace entire structure and go to submersible design
Run electric underground
Ferndale Built 1976 (2) 16.5 HP, 250 gpm pumps
Lift Station S 190,000
New cabinet and controls
New transfer switch
Move check valves and gate valves outside of structure
Possible increased flows from new development
The Villages Built 1984 (2) 4 HP, 106 gpm pumps
Lift Station $125,000
Move gate valves and check valves outside of structure
Install radio and telemetry system
Kingswood Built 1980 (2) 5HP, 140 gpm pumps
Lift Station $$190,000
New cabinets and controls
Remove/replace ladder
Replace emergency switch over switch
Move gate valves and check valves outside of structure
Imperial Hills Built 1969 Prefabricated Underground Station
Lift Station $375,000
Forcemain $140.000
Total $515,000
Neighbors/Citizens complain about noise from Lift Station due to compressors running
Recommend giving consideration to replacing injector system with submersible system
New cabinets and controls
Replace structure, it is 20' in the ground and rusting out on the bottom and sides
If sides and bottom rust out sewage will go out into the ground and ground water will
come in and it sits 20 yards from Mooney Lake.
Force main has several repairs/band aids and should be replaced
Greentree Built 1975 (2) 3 HP, 106 gpm pumps
Lift Station $190,000
Replace asphalt driveway
Pumps are obsolete/not made anymore
New rails
Move gate valves and check valves outside of structure
New controls and cabinets
ATTACHMENT I
Pike Lake Built 1980 (2) 35 HP, 1000gpm pumps now
Lift Station $450,000
Cabinet structure is rusted throughout and ready to fall down
Controls are not readily available and hard to find
Structure has room for 3 pumps but only has had 2 since being put into service. Mounting
system and controls already exist you just have to install pump
Numerous rebuilds on check valves due to slamming shut and shearing pin when pumps
shut off.
Access hatch and supports are rusted throughout
Guide rails are rusted and "flaking"apart
Move check valves and gate valves outside of structure
Bass Lake Plaza Built 1988 (2) 4 HP, 125gpm pumps
Lift Station $190,000
Move valves outside of structure
Update controls and cabinets
Lancaster Built 1975 (2) 115 HP, 1800 gpm pumps
Lift Station 775,000
Generator & Control Structure $200,000
Forcemain 850,000
Total 1,825,000
Piping is deteriorated beyond repair
Check valves are failing
Building structure is wooden and is falling apart and looks bad for the surrounding
community
Move valves outside the structure
Should be considered for permanent building structure and permanent on-site generator
1 pump just failed and #2 is "megging"between 0-1, and will be sent in when other is
repaired. We had to get the impeller from a factory is Sweden and they had to go back
into their archives to find the mold to make the impeller. Very expensive.
Access hatches are failing and rusted throughout
Controls are failing and are full of band aids because parts are difficult to find
Force main has several repairs to it and should be considered for replacement
ATTACHMENT I
After the evaluation was complete we also went through and prioritized the stations and put them
in order from most critical to least. This is what we came up with:
1. Lancaster
2. Bass Lake
3. Pike Lake
4. Greentree
5. Imperial Hills
6. 28 Avenue
7. County Road 73
8. Sunset Hills
9. Ferndale
10. Waterfront
11. Kingswood
12. The Villages
13. Bass Lake Plaza
We did evaluate the Parkers storm lift station but we did not prioritize it. We know the money
comes from a different fund, and we were not sure how to prioritize it given its use. I hope this
gives the City of Plymouth some idea and in sight as to the Condition of the Sanitary Sewer lift
Station System.
It would be my Recommendation that the city upgrade the lift stations at a rate of 2 per year which
will get us on a program to have all the lift stations rehabilitated by 2010. It will also show the
Citizens of Plymouth that we are working towards an updated system for the future.
Thank You,
Brian Young
City of Plymouth
Water/Sewer Supervisor
Page 7 of 24
ATTACHMENT II
Section 715 - Sanitary Sewer System
715.01. Def itions; Use of Terms. Subdivision 1. General Rule. Unless specifically provided otherwise
used in this on classifying or describing various types of uses upon which rates or charges are ' osed
have the meaning 'ven them by the Zoning Code of the City (Appendix I of this Code).
Subd. 2. Additional Defim s. For the purposes of this Section alone, "Surface Wat means storm water,
ground water, roof runoff wate , subsurface drainage water.
715.02. Accounts; How Kept. All acco shall be kept on the books o e Finance Department by the house
and street number and under the account n r assignedthereto the name of the owner or of the person
signing the application for service. All bills and 'ces sent o y the Finance Department shall be sent to the
house or street number of the property. If non-residen rs or agents desire personal notice sent to a
different address, they shall file an application there w the Finance Department. Any error or change in
any address shall be promptly reported to the F' ce Dep t.
715.03. Service Charge Imposed. A c ge is hereby imposed upon ev establishment served by the sanitary
sewer system of the City either d' tly or indirectly, for the use of the face ' s of the sewer system and for
connection therewith, which arge shall be as hereinafter provided in Subsech 715.05. All charges for use of
the City's sewer system 1 be due on the date specified by the Finance Departme or the respective account
and shall be delin thereafter. It shall be the duty of the Finance Department to en or to promptly
collect delinqu accounts. For good cause shown, the Finance Director may, in appropriat ' cumstances,
adjust the ount due on such accounts. Annually all delinquent accounts shall be certified to ity Manager
who prepare an assessment roll providing for assessment of the delinquent amounts against the ective
erties served. This assessment roll shall be delivered to the City Council for adoption on or before ber
31 st of each year. Such action may be optional or subsequent to taking action to collect delinquent accounts.
Ord. 94-25, 12/19/94)
715.05. Type and Amount of Service Charge. Charges for sewer service are as follows:
a) Account Charge. A charge of $1.80 per month shall be made to every sanitary
sewer account to defray administrative and billing costs of the City.
b) Metropolitan Debt Service Charge. A charge of $1.15 per month shall be made to
every residential dwelling unit provided sanitary sewer service and to each non-
residential sanitary sewer account to defray a portion of the City's allocated obligation
to the Metropolitan Waste Control Commission for debt service.
c) Volume Charge. A charge of $1.95 per one thousand gallons of sewage discharged
into the City's sanitary sewer system shall be made to each sanitary sewer account
except for qualified senior citizens for whom a charge of $1.75 per one thousand
gallons will apply. For purposes of this section, an individual must
Plymouth City Code 715.05(c)
meet the following criteria for the qualified senior citizen discount to apply: (1) the
individual must be 62 years of age or older; (2) the property must be homesteaded; and
http://www.ci.plymouth.mn.us/cgi-bin/fufu.asp?file=/Reference/Regulations/CITYCODE//0700_ ... 10/31/2002
ATTACHMENT II Page 8 of 24
3) the individual's name must appear on the bill. For residential customers, the
volume of such sewage discharge shall be based upon the average amount of water
consumed by the account during the months of October through March. For non-
residential customers, the volume of such sewer discharge shall be based upon the
actual water consumed by the account each month. In those instances where there is no
metered water service to an account or the account history is inadequate, the volume of
sewer usage shall be that used for similar classes of property similarly situated (Ord 96-
27, 11/20/96) (Ord 97-6, 04/16/97) (Ord. 98-15, 05/06/98)
d) Amount Due After Due Date. An amount equal to 10% of the unpaid current month
service charges and an amount equal to 10% of the unpaid current bi-monthly service
charges shall be added to each account which is not paid by the due date as specified
by the Finance Department. (Ord. 94-25,12119194)
e) Surface Water Surcharge. A monthly surcharge of $70 shall be made to every
sanitary sewer account which has been assessed the surcharge in accordance with
Section 715.13.
715.07. Industrial User Strenath Charge. Subdivision 1. Recitals. The Metropolitan Waste Control Commission,
a metropolitan commission organized and existing under the laws of the State of Minnesota (the
Commiss' n"), in order to receive and retain grants in compliance with the Federal Water Pollution Q6ntroI
Act Amend is of 1972 and regulations thereunder (the "Act"), has determined to impose an in trial user
sewer strength ge upon uses of the Metropolitan Disposal System (as defined in Minnesota tutes, Section
473.121, SubdivisI 24, as amended) to recover operation and maintenance costs of treat Xingworks
attributable to the stre th of the discharge of industrial waste, such sewer strength charg in addition to
the charge based upon st of industrial discharge and allocated to it each year by Commission, it is
hereby found, determined de red to be necessary to establish sewer strength c ges and a formula for the
computation thereof for all ind 'al users receiving waste treatment services w' n or served by the City.
Furthermore, Minnesota Statutes, tion 444.075, Subdivision 3, empowers City to make such sewer
charge against the owner, lessee, occ t, or all of them and certify unp ' harges to the County Auditor as a
tax lien against the property served.
Subd. 2. Establishment of Strength Charges. FdNthe purpose of ppflng the costs allocated to the City each year
by the Commission that are based upon the Arena,- f dischar of all industrial users receiving waste
treatment services within or served by the City,
thereN'engthCh
proved, adopted and established, in addition to
the sewer charge based upon the volume of dischargrge upon each company or corporation
receiving waste treatment services within or served sed upon strength of industrial waste
discharged into the sewer system of the City (the ",e").
Plymouth City Code 715.07, Subd. 3
Subd. 3. Establishment of Strenotfi Charge Formula. For the purpose of computatio f the Strength Charge
esta/
ande
y Subdivision 2 reof, there is hereby established, approved and adopte ' compliance with the
Act strength ch a formula designated in Resolution No. 76-172 adopted by th overning body of
the ion on J 5, 1976, such formula being based upon pollution qualities and di ulty of disposal
of thprodu d through an evaluation of pollution qualities and quantities in excess of ual
averand a proportionate costs of operation and maintenance of waste treatment services vided by
the
iSubgth Charge Payment. It is hereby approved, adopted and established that the Strength Charge
estay Subdivision 2 hereof shall be paid by each industrial user receiving waste treatment services and
www.ci.plymouth.mn.us/cgi-bin/fufu.asp?file=/Reference/Regulations/CITYCODE//0700_... 10/31/2002
CITY OF PLYMOUTH
ORDINANCE NO. 2002 -
AN ORDINANCE AMENDING SECTION 715.05
OF THE PLYMOUTH CITY CODE ADOPTING REVISED SANITARY SEWER FEES
THE CITY OF PLYMOUTH ORDAINS:
SECTION 1. Section 715.05 of the Plymouth City Code is amended to read:
715.05. Type and Amount of Service Charge. Charges for sewer service are as follows:
a) Aeeew# Chame Base Fee. A charge of X1:-89 $3.45 per month shall be made to every sanitary
sewer account to defray administrative costs, affd billing costs, and other fixed costs of the City.
O
15 per-
residential dwellini unit provided sanitary se ____ . Hid to eaeh non residential sanit
sewer- aeeetmt to deffay a peffien ef the City's alleea4ed obligation to the Metrepelitan Waste
c) Volume Charge. A charge of $4-.9-5 $2.03 per one thousand gallons of sewage discharged into the
City's sanitary sewer system shall be made to each sanitary sewer account except for qualified
senior citizens for whom a charge of W.75 $1.82 per one thousand gallons will apply. For
purposes of this section, an individual must meet the following criteria for the qualified senior
citizen discount to apply: (1) the individual must be 62 years of age or older; (2) the property must
be homesteaded; and (3) the individual's name must appear on the bill. For residential customers,
the volume of such sewage discharge shall be based upon the aver -age amount eter- eefisue
by the aeeeunt g the month; of Get her- thfe g Mar -eh actual amount of water consumed
during the appropriate 2 month billing, in the period of December through February. For
non-residential customers, the volume of such sewer discharge shall be based upon the actual
water consumed by the account each month. Alternatively, non-residential customers may
have their volumes of sewer discharge based on actual sewage flows or calculated sewage
flows if sewer usage or sewer deduct meters are installed. In these instances where there is no
metered water service to an account or the account history is inadequate, the volume of sewer
usage shall be that used for similar classes of property similarly situated.
d) Amount Due After Due Date. An amount equal to 10% of the unpaid current month service
charges and an amount equal to 10% of the unpaid current bi-monthly service charges shall be
added to each account which is not paid by the due date as specified by the Finance Department.
e) a l,n
SECTION 2. This ordinance shall become effective for all sewer billings with a billed date after January
10, 2003.
ADOPTED by the City Council November 26, 2002.
Joycelyn Tierney, Mayor
ATTEST:
Sandra Paulson, City Clerk
Agenda Number: T
TO: Dwight D. Johnson, City Manager
FROM: Laurie Ahrens, Assistant City Manager o-
SUBJECT: Set Future Study Sessions
DATE: November 15, 2002, for City Council study session of November 19, 2002
ACTION REQUESTED: Review the pending study session topics list and establish future
special meetings if desired. Calendars are attached to assist in scheduling.
The City Council should consider one change to the schedule. The interviews of finalists for
the upcoming city council vacancy are currently scheduled for 5:30 p.m. on December 17,
prior to the final regular meeting of the year. A farewell open house, community event for
Mayor Tierney is also being planned during this time. The City Council could consider
Mon., December 16, Wed., December 18, or Thurs., December 19, as alternate dates for the
interview of finalists. If there are any finalists who have conflicts due to other city meetings
on the night selected, the interview time could be adjusted to begin prior to 7 p.m.
Pending Study Session Topics
at least 3 Council members have approved the following study items on the list)
Discuss 2001 Audit Report — spring 2003 (Tierney, Black, Slavik)
Pond cleaning options and Policy for handling drainage concerns —
spring 2003 (Black, Johnson, Stein)
Street Reconstruction Program — spring 2003 (Black, Harstad,
Johnson)
Connection to City sewer and septic systems (Stein, Black, Hewitt)
Jake Braking of Trucks (Black, Johnson, Slavik)
Control of buckthorn in City -owned spaces (Slavik, Stein, Johnson)
Weed Mowing, Tree Removal, and related Special Assessment
Procedures (Council)
Subdivision Regulations (Johnson, Slavik, Stein)
Other requests for study session topics:
Discuss smoking issue initiated by the Park and Recreation
Advisory Commission (Johnson)
OFFICIAL CITY MEETINGS
November 2002
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2
Oct 2002 Dec 2002
9:00 AM -3:00SMTWTFSSMTWTFSPMCITYHALL
1 2 3 4 5 1 2 3 4 5 6 7 OPEN FOR
6 7 8 9 10 11 12 8 9 10 11 12 13 14 ABSENTEE
13 14 15 16 17 18 19 15 16 17 18 19 20 21 VOTING
20 21 22 23 24 25 26 22 23 24 25 26 27 28
27 28 29 30 31 29 30 31
3 4 S 6 7 8 9
8:00 AM -7:00 GENERAL 7:00 PM 7:00 PM
PM CITY HALL ELECTION - PLANNING CHOCOLATE
OPEN FOR Polls open 7 AM COMMISSION, SAMPLER,
ABSENTEE close 8 PM Council Chambers Plymouth Creek
VOTING Center
10 11 12 13 14 15 16
VETERANS5.100
DAY
PM SFECAL COUNCIL
MEETING: YOUTH ADVISORY
COUNCIL INTERVIEWS;
CONSIDER OPTIONS FOR
7:00 PM
ENVIRONMENTAL
QUALITY COMMITTEE
7:00 PM HUMAN
RIGHTS COMMISSION,
Councl Chamber note
OBSERVED), POLICY ON DISPOSAL OF
CRY -OWNED PROPERTY,
EOC), Medicine Lake
Room (this month)
special date)
City Offices SET FUTURE STUDY
Closed
SESSIONS, Pnblle SefMY
R n
7:00 PM PARK 8
RECREATION
ADVISORY
00 PM REGULAR COUNCIL
MEETING, c n Chrnl
COMMISSION (PRAC),
Plymouth Ice Center
this meeting only)
17 18 19 20 21 22 23
6:30 PM JOINT 7:00 PM SPECIAL 7:00 PM 5:30 PM HOUSING
MEETING: CITY
COUNCIL
MEETING -DISCUSS: PLANNING
COUNCIL/HRA: PUBLIC SAFETYD
CONTTIINUANC
COMMISSION, EDEVELOPMEN
LAND TRUST E Council Chambers AUTHORITY
PRESENTATION, FIREFIGHTER POLICY;
REVIEW FINAL
HRA), Plymouth
Council Chambers BUDGETARY ITEMS; Creek Center
SCHEDULEFUTURE
STUDY SESSIONS, Council
Chambers
24 25 26 27 28 29 30
7:30 PM
YOUTH
11:45 AM
PLYMOUTH-MTKA
THANKSGIVING
HOLIDAY - City
Chanukkah
begins at sunset
ADVISORY
sUSINESS
COUNCIL, Sheraton
Center Offices
COUNCIL, Ridgedale Closed
Council THANKSGIVING
Chambers HOLIDAY - City
Center Offices
7:00 PM REGULAR
COUNCIL MEETING,
Council Chambers Closed
modified on 11/15/2002
OFFICIAL CITY MEETINGS
December 2002
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4 S 6 7
7A0 PM TRUTH IN TANATION
HEARING Colas Chwm 7:00 PM PLANNING
COMMISSION,
Council Chambers
7:00 PM HUMAN
RIGHTS
4:30 PM
Deadline for
2:00 PM OLD
FASHIONED
CHRISTMAS -(
IMMEDIATELY
IMMESPECIAL
TELYFOFOLLOWING
COMMISSION - receiving
PlymouthY
Historical
TRUTHI TAXATILLGwIRETRUTHINTAIfATION): FIRE
DEPT. REPORT, CONSIDER
PULL TAB REQUEST, SET 7:00 PM PLYMOUTH
Council Chambers At -Large
Council Seat
SocietyBuildingg FUTURE STUDY SESSIONS,
co.acn.m.. ADVISORY applications
COMMITTEE ON
TRANSIT (PACT) -
Bass Lake Room
8 9 10 11 12 13 14
e:00 PM TRUTH IN TAXATION
HEARING RECONVENED (IF
NEEDED), Ca. J CMOr.
7:00 PM
ENVIRONMENTAL
QUALITY COMMITTEE
TOO PM CHARTER
COMMISSIONANNUAL
MEETING, Public Safety
630 PM (OR IM1MEGIATELY
FOLLOWING TRUTH IN IN
EQC), Medicine Lake
Room (this month)
Training Room
TAXATION) SPECIAL
COUNCIL
MEETIE VIEWOOMMIBIONBOARDICOMMISSION
CANDIDATES; REVIEW
AIURGE COUNCIL SEATS,
Lu Rom
ARK & R] ECEADVISORY
ON (PRAC),
Chambers
15 16 17 18 19 20 21
5:30 PM SPECIAL
COUNCIL MEETING:
INTERVIEW
CANDIDATES FOR
7:00 PM
PLANNING
COMMISSION,
TOO PM HOUSING 8
REDEVELOPMENT
AUTHORITY (HRA),
Council Chambers
AT -LARGE COUNCIL Council Chambers
SEAT, Public Safety
Training Room 7:00 PM PUBLIC
SAFETY ADVISORY
BOARD (PSAB), Police
7:00 PM REGULAR Dept Library
COUNCIL MEETING,
Council Chambers
22 23 24 25 26 27 28
7:30 PM CHRISTMAS
YOUTH HOLIDAY - City
ADVISORY Offices closed
COUNCIL,
Council
Chambers
29 30 31
Nov 2002 Jan 2003
S M T W T F S S M T W T F S
1 2 1 2 3 4
3 4 5 6 7 8 9 5 6 7 8 9 10 11
10 11 12 13 14 15 16 12 13 14 15 16 17 18
17 18 19 20 21 22 23 19 20 21 22 23 24 25
24 25 26 27 28 29 30 26 27 28 29 30 31
modified on 11/15/2002
OFFICIAL CITY MEETINGS
January 2003
Sunday Monday I Tuesday Wednesday Thursday Friday Saturday
1 2 3 4Dec2002Feb2003
S M T W T F S S M T W T F S NEW YEAR'S 7:00 PM HUMAN
1 2 3 4 5 6 7 1 DAY - City
Offices Closed
RIGHTS
COMMISSION -
8 9 10 11 12 13 14 2 3 4 5 6 7 8 Council Chambers
15 16 17 18 19 20 21 9 10 11 12 13 14 15
22 23 24 25 26 27 28 16 17 18 19 20 21 22
29 30 31 23 24 25 26 27 28
5 6 7 8 9 10 11
7:30 PM
YOUTH
ADVISORY
7:00 PM
ENVIRONMENTAL
QUALITY COMMITTEE
EDC), Medicine Lake
7:00 PM PARK 8
REC ADVISORY
COMMISSION
COUNCIL, Room (this month) PRAC),Council
Council Chambers
Chambers
12 13 14 15 16 17 18
7:00 PM
REGULAR
7:00 PM
PLANNING
7:00 PM HOUSING &
REDEVELOPMENT
AUTHORITY (HRA),
COUNCIL COMMISSION, Council Chambers
MEETING, Council Council Chambers
Chambers 7:00 PM PUBLIC
SAFETY ADVISORY
BOARD (PSAB), Police
Dept. Library
19 20 21 22 23 24 25
MARTIN 7:00 PM
LUTHER KING PLYMOUTH
JR. BIRTHDAY ADVISORY
Observed) - COMMITTEE ON
City Offices TRANSIT (PACT) -
ClOsed Bass Lake Room
26 27 28 29 30 31
11:45 AM
PLYMOUTH-MTKA
BUSINESS
COUNCIL, Sheraton
Ridgedale
7:00 PM REGULAR
COUNCIL MEETING,
Council Chambers
modified on 11/15/2002