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12-12-23 City Council Work Session Agenda December 12, 2023 — 6:30 PM Council Conference Room Hybrid Meeting 1.Three Rivers Park District CP Rail Trail - Preliminary Route Recommendation 2.Employee Handbook Updates 3.Council Review of Future Draft Agendas CITY COUNCIL WORK SESSION AGENDA City Council Work Sessions are being conducted in a hybrid format with in-person and remote options for attending. Remote Attendance: Members of the public may attend this meeting by streaming via Webex, or by calling 1-415-655-0001 and entering access code 2634 985 0952 and webinar password 1234. Additional information about attending electronic meetings is available on the City website . Discussion Item(s) Council Work Session meetings have an informal, discussion-style format and are designed for the Council to obtain background information, consider policy alternatives, and provide general directions to staff. No formal actions are taken at these meetings. The public is invited to attend Council Work Session meetings and listen to the discussion; public participation is allowed by invitation of the City Council. City of Golden Valley City Council Work Session December 12, 2023 — 6:30 PM 1 EXECUTIVE SUMMARY Community Development 763-512-2345 / 763-512-2344 (fax) Golden Valley City Council Work Session December 12, 2023 Agenda Item 1. Three Rivers Park District CP Rail Trail - Preliminary Route Recommendation Prepared By RJ Kakach, PE, Assistant City Engineer Jeff Oliver, PE, City Engineer Summary In 2019, Three Rivers Park District adopted a master plan for Segment A and identified a concept for the remaining segments of the CP Rail Regional Trail, a north-south trail that would connect Crystal to Bloomington. The trail was named the CP Rail trail because the concept generally follows the Canadian Pacific (CP) railroad track corridor through the west suburbs. The trail planning was broken up into four segments, A-D, with segments C and D located in Golden Valley. Segment D was discussed a few years ago and that segment of trail will be using the existing trail on Douglas Drive between Medicine Lake Road (CSAH 70) and Highway 55. Segment C, the portion in Golden Valley between Highway 55 and I-394, and also continuing into St. Louis Park to Highway 7, is the segment the Park District is currently planning. Community outreach took place this summer to identify and gather community support for a preferred route on one of the 4 Golden Valley routes, GV 1, GV 2, GV 3, or GV 4. With this preliminary route approval, Three Rivers would then proceed with drafting the long-range plan document based on the preferred route. A draft of the long-range plan is expected later in 2024 for City review and formal approval. This document would also be reviewed and approved by the City of St. Louis Park, Three Rivers Park District and the Metropolitan Council. GV 1 and GV 2 both follow the Olson Memorial Frontage Road west from Perpich Center for Arts Education through Lions Park, down to Laurel Avenue. Eventually GV 1 and GV 2 split on Laurel at Louisiana, GV 1 heads west to the pedestrian bridge near Pennsylvania Avenue, while GV 2 heads east to the pedestrian bridge near Florida Avenue. GV 3 follows the existing CP Rail corridor from Perpich down to Laurel Avenue, then down Florida to the pedestrian bridge over HWY 394 near Menards. And finally, GV 4 follows the Olson Memorial Frontage Road east from Perpich Center for Arts Education down past Meadowbrook School along Xenia Avenue, turning west on Laurel Avenue down to Florida and to the pedestrian bridge near Menards. Please see attached maps for a visual of the path options. This item was discussed at the Open Space and Recreation Commission meeting in October and GV 2 2 has the support of the OSRC. Three Rivers staff will be present to discuss the community outreach efforts and feedback they received from the public this summer. Based on the constructability and impacts of using GV 3, that route will not be recommended at this time, however, if the CP Rail corridor is ever abandoned, that route will become the preferred route for this segment of CP Rail trail. The long-range plan will be developed based on the conversation with an expected federal funding application for Segment C to occur in approximately 2 years. Financial or Budget Considerations The city has not agreed to any budget impacts as part of this decision, but may be asked in the future. Legal Considerations NA Equity Considerations This trail initiative falls under Pillar 3 of the Equity Plan Pillars by providing unbiased programs and services to all. Although Three Rivers Park District was the lead on this outreach effort and City staff played a supporting role, strong efforts were made to reach out and cast as wide a net as possible to gather input on the trail and the preferred route to be included in the Three Rivers Park District long- range plan. Recommended Action Provide staff with direction regarding GV 2 as a primary supported route, with GV 3 being the preferred route if and when the railroad corridor is vacated by Canadian Pacific Railroad. Supporting Documents GV_CP TRAIL Routes CP Rail Regional Trail_Segments 3 4 5 EXECUTIVE SUMMARY Human Resources 763-512-2345 / 763-512-2344 (fax) Golden Valley City Council Work Session December 12, 2023 Agenda Item 2. Employee Handbook Updates Prepared By Kirsten Santelices, Deputy City Manager/Human Resources Director Summary In its last legislative session, the State released new policy requirements for organizations with effective dates of July 1, 2023 and January 1, 2024. In September 2023 the City Council approved changes to the Employee Handbook based on legislative updates effective July 1, 2023. City staff have now updated the employee handbook to meet the requirements of new laws in effect January 1, 2024. The legislative update with the largest financial impact is Earned Safe and Sick Time (ESST). The City hired an organization called RedPath to perform financial projections based on the different ESST plan options that are allowed by the new law. City staff will review these options and financial projections with the City Council at its work session on December 12, 2023. Additionally, the Human Resources Department recommends slight adjustments to the Handbook that are important to ensure compliance with state and federal laws and equitable and inclusive policy practices. Supporting Documents City of Golden Valley Earned Sick & Safe Time 6 1©2023 Redpath and Company, LLC. All Rights Reserved.REDPATH BLOG: Blog.RedpathCPAs.comCity of Golden ValleyEarned Sick and Safe TimeDecember 6, 2023Redpath and Company Headquarters | 55 5thStreet East | Suite 1400 | Saint Paul, MN 55101 | www.redpathcpas.com | 651‐426‐7000The information provided in this document does not constitute legal, accounting, orfinancial advice and is offered as a source of information only. Those seekingspecific advice should contact a professional advisor. Laws, rules, and regulationscan vary widely based on the specific factsinvolved. Given the changing nature oflaws, rules, and regulations, the information in this document is provided with theunderstanding that the authors and publishers are not herein engaged in renderinglegal, accounting, tax, or other professional advice and services. It should not beused as a substitute for consultation with professional accounting, tax, legal, orother professional advisors. Redpath and Company is not responsible for any errorsor omissions,or for the results obtained from the use of this information. 7 2©2023 Redpath and Company, LLC. All Rights Reserved.REDPATH BLOG: Blog.RedpathCPAs.comEarned Sick and Safe Time ‐Background•Minnesota Earned Sick and Safe Time law takes effect January 1, 2024•Applies to any employee who works at least 80 hours in a year in Minnesota•Must earn at least one hour of paid leave for every 30 hours worked•Existing leave policies may fully or partially fulfill ESST requirements8 3©2023 Redpath and Company, LLC. All Rights Reserved.REDPATH BLOG: Blog.RedpathCPAs.comPaid Leave –Current City Policies•Non‐collectively bargained employees:•Hired prior to 1/1/2009•Sick leave accrued at a rate of 96 hours per year (3.69 hours per pay period)•Separate vacation accrual•Hired after 1/1/2009•Paid Time Off (PTO) earned at a minimum of 136 hours per year (5.23 hours per pay period)•These policies apply to regular full time and part time employees.•The accrual rates are in excess of the rates required by the law.•No additional accrual/paid leave is necessary.9 4©2023 Redpath and Company, LLC. All Rights Reserved.REDPATH BLOG: Blog.RedpathCPAs.comPaid Leave –Current City Policies•Collectively bargained employees:•Labor Agreement – Assistant Police Chiefs •Sick leave accrued at a rate of 96 hours per year (hired prior to 1/1/09)•Paid Time Off (PTO) earned at a minimum of 136 hours per year (5.23 hours per pay period) (hired after 1/1/09)•Labor Agreement – Police Administrative Support•Paid Time Off (PTO) earned at a minimum of 136 hours per year (5.23 hours per pay period)•Labor Agreement – Police Sergeants•Sick leave accrued at a rate of 96 hours per year (hired prior to 1/1/09)•Paid Time Off (PTO) earned at a minimum of 136 hours per year (5.23 hours per pay period) (hired after 1/1/09)•Labor Agreement – Police Patrol Officers•Sick leave accrued at a rate of 96 hours per year (hired prior to 1/1/09)•Paid Time Off (PTO) earned at a minimum of 136 hours per year (5.23 hours per pay period) (hired after 1/1/09)•The accrual rates are in excess of the rates required by the law.•No additional accrual/paid leave is necessary.10 5©2023 Redpath and Company, LLC. All Rights Reserved.REDPATH BLOG: Blog.RedpathCPAs.comEarned Sick & Safe Time –Non‐Regular Employees•The City employs interns, on‐call firefighter, and seasonal employees who are not currently covered by the existing paid leave policies.•The law gives 3 options to award ESST:•1 hour of ESST earned for every 30 hours worked (unused hours carry over, to a cap of 80 hours)•Front load 48 hours at the beginning of each benefit year (with payout of unused hours at the end of each benefit year)•Front load 80 hours at the beginning of each benefit year (no carryover/no payout)11 6©2023 Redpath and Company, LLC. All Rights Reserved.REDPATH BLOG: Blog.RedpathCPAs.comESST – Financial Projections•Assumptions:•Same overall hours will be worked in 2024 vs. 2023•3% wage increase in 2024 vs. 2023•Methodology:•Reviewed 2023 list of employees, including employment classification, wage & benefit rate, and hours worked•Applied the three accrual/front load options to eligible employees12 7©2023 Redpath and Company, LLC. All Rights Reserved.REDPATH BLOG: Blog.RedpathCPAs.comESST – Financial ProjectionsEligible Employees2023 Hours Worked (80+ hours worked)Projected Maximum Cost at 1 per 30Projected Maximum Cost at 48 HoursProjected Maximum Cost at 80 HoursSeasonal97 32,744 $22,430 $90,422 $150,703On Call Fire47 16,627 $13,786 $55,022 $91,703Intern3 1,662 $1,175 $3,061 $5,102147 51,033 $37,391 $148,505 $247,508 13 8©2023 Redpath and Company, LLC. All Rights Reserved.REDPATH BLOG: Blog.RedpathCPAs.comPolicy Considerations•Existing Sick Time Policy•Split out 48 hours to be classified as ESST or•Classify all sick time as ESST•All Policies•Ensure that ESST leave may be taken in the smallest increment tracked by the payroll system•Ensure that leave balance is reflected on pay stubs14 9©2023 Redpath and Company, LLC. All Rights Reserved.REDPATH BLOG: Blog.RedpathCPAs.comPolicy Considerations•Update employee handbook to meet ESST requirements•Definition of covered family members•Definition of leave year•List of eligible uses of leave•Notice requirements•Documentation requirements•Non‐discrimination/non‐retaliation statement15 Review of Future Draft Agendas Meeting & Item Info December 19, 2023 Special Council Open House - 5:30 PM Out going elected officials open house/thank you December 19, 2023 City Council Meeting - 6:30 PM 1A - Pledge of Allegiance and Land Acknowledgement Presentation Presentation of Bill Hobbs Human Rights Award Consent - City Check Registers Approval of City Check Registers Consent - Licenses Approve Temporary On-Sale Liquor License – The Loppet Foundation Gambling License Exemption and Waiver of Notice Requirement – Sons of the American Legion Post 523 Gambling License Exemption and Waiver of Notice Requirement – Carondelet Catholic School Cigarette/Tobacco License Renewals Therapeutic Massage Facility & Individual Therapist License Renewals Consent - Boards, Commissions, and Task Forces Accepting the Resignation of a PEACE Commissioner Consent - Bid, Quotes, and Contracts Approve Purchase of a 2024 Ford F-150 Pickup from Boyer Ford Trucks, Inc. Approve Contract with Municipal Advisor Service Contract for Replacement of City Hall Roof Top Unit Approve Agreement with Hennepin County for the 2024/2025 Sentencing to Service Program Approve Change Order #1 for Douglas Drive and TH 55 Pedestrian Underpass and Roundabout Project Authorize Change Order for #20-27 SEA School-Wildwood Park Flood Reduction Project Consent - Grants and Donations Accept 2023 Hennepin County Planning Grant Consent - Miscellaneous Resolution - Acceptance of Ongoing Donations Receive and File November Financial Reports Set Upcoming Year's City Calendar and Meeting Dates Annual Compensation Grid Update, Resolution Annual Designation of Polling Places for Upcoming Election Cycle, Resolution Receive and File Public Safety Communications Plan Final Plat Filing Extension - 5317 Glenwood Avenue Adopt resolution suspending enforcement of Article XIX requiring retailers to obtain a City license to sell THC products Public Hearing 2024 PMP Public Improvement Hearing Land Use and Zoning Amendments, Preliminary Plat - Unity Christ Church Land Use and Zoning Amendments - 604 Lilac Dr N Old Business New Business Second Consideration of Ordinance for Local Sales and Use Tax Regulations and Adoption of a Resolution for Summary Publication January 2, 2024 Special Council Open House - 5:30 PM Welcome reception for incoming elected officials January 2, 2024 City Council Meeting - 6:30 PM Call to Order Pledge of Allegiance and Land Acknowledgement 16 Meeting & Item Info Oath of Office Seating of the Council Roll Call Presentation Acknowledgement of Dr. Martin Luther King, Jr. Day Consent - Council Minutes Approval of all December Council minutes Consent - City Check Registers Approval of City Check Registers Consent - Licenses Consent - Boards, Commissions, and Task Forces Consent - Bid, Quotes, and Contracts Approve Engagement Letter - Auditing Services for Fiscal Year Consent - Grants and Donations Consent - Miscellaneous Designation of Depository for City Funds, Resolution Approval of Use of Credit Cards for Purchases Adopt Resolution for the Annual Elections of the 2024-2025 Insurance Policy Designation of Official Newspaper Approve Employee Handbook Updates Approval Unity Church final plat [TENTATIVE] Public Hearing Old Business New Business January 9, 2024 City Council Work Session - 6:30 PM Annual Report from City Prosecutor Review 2024 Legislative Priorities Review of Council Appointments for 2024 Council Review of Future Draft Agendas January 16, 2024 City Council Meeting - 6:30 PM 1A - Pledge of Allegiance and Land Acknowledgement Presentation Update from Hennepin County Attorney Mary Moriarty New Employee Introductions Consent - City Check Registers Approval of City Check Registers Consent - Licenses Consent - Boards, Commissions, and Task Forces Consent - Bid, Quotes, and Contracts Approve Engagement Letter - Auditing Services for Fiscal Year 2024 Approve Cooperative Agreement with BCWMC for Bassett Creek Restoration Project (Regent Ave to Golden Valley Rd) Consent - Grants and Donations Adopt Resolution Authorizing Participation in the 2024 MCES Publicly Owned Infrastructure I&I Grant Program Consent - Miscellaneous Adopt 2024 Legislative Priorities Adopt Resolution Approving 2024 Council Appointments, Assignments and Reimbursements Approve Pavement Management Policy Revisions 17 Meeting & Item Info Public Hearing Old Business New Business January 30, 2024 Annual City Council Goal Setting Session - 5:30 PM 5:30 PM - Dinner 6:30 PM - Annual City Council Goal Setting Session February 6, 2024 City Council Meeting - 6:30 PM 1A - Pledge of Allegiance and Land Acknowledgement Presentation Discover St. Louis Park Update Consent - Council Minutes Approval of Council minutes Consent - City Check Registers Approval of City Check Registers Consent - Licenses Consent - Boards, Commissions, and Task Forces Consent - Bid, Quotes, and Contracts Consent - Grants and Donations Consent - Miscellaneous Receive and File the City of Golden Valley’s 2024 Pyramid of Success Public Hearing Old Business New Business First Consideration of Shade Tree Ordinance Amendment - Discontinue Private Ash Tree Condemnation 18