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St. Louis County, Minnesota
POLICY MANUAL
June 2006
ST. LOUIS COUNTY BOARD POLICIES
TABLE OF CONTENTS
YEAR - RESOLUTION #
CHAPTER 1 Rules and Bylaws of the Board of Commissioners
97-809 Introduction 1.1
97-809 Meeting Rules and Bylaws 1.2
97-809 Hearing Rules and Bylaws 1.10
97-809 Notice Guidelines 1.15
04-215 ADA Compliant Meeting Facilities 1.17
CHAPTER 2 Administration
74-029 Legislation Recommendation Procedure 2.1
85-576 St. Louis County Officials Organization 2.1
87-324 Administrative Procedure 2.1
87-213 Department Head Accountable to County Administrator 2.4
87-293 Administrator to Approve Telephonic Equipment Change/Request 2.5
96-289 Department Head Appointment if Administrator Position Vacant 2.5
96-828 Auditor to Sign Rezoning Petitions 2.5
98-860 Administrator to Represent County for Well and Septic
System Loans 2.5
CHAPTER 3 Appointment Policy
88-551 Appointment Policy - Unclassified Department Heads 3.1
97-586 Appointment Process Policy (see amendments)
(See Also: Chapter 2, Page 2.6 Department Head Appointment...) 3.4
00-171 Appointment Process Policy Amendment 3.7
00-849 Appointment Process Policy Amendment 3.7
CHAPTER 4 Contracts
87-281 Language Uniformity 4.1
88-355 County Attorney Responsibilities 4.1
91-867 Highway Engineer to Approve Contract Change Orders 4.1
93-182 Delegation of Contractual Authority 4.1
04-255 Project Labor Agreements 4.2
CHAPTER 5 Data Practices
89-440 Employee Nondisclosure Policy 5.1
98-743 Data Practice Management Policy 5.2
CHAPTER 6 Drug and Alcohol
89-512 Drug & Alcohol-Free Workplace 6.1
97-659 Applicant Drug Testing Policy 6.3
CHAPTER 7 Emergency Conditions
97-907 Emergency Conditions Policy (see amendment) 7.1
05-386 Emergency Conditions Policy Amendment 7.1
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ST. LOUIS COUNTY BOARD POLICIES
TABLE OF CONTENTS
CHAPTER 8 Employee Assistance
90-174 Voluntary Payroll Deduction to Assist Co-Worker 8.1
94-521 Employee Tuition Reimbursement Policy & Procedure 8.1
96-200 Employee Assistance Program Policy 8.2
CHAPTER 9 Employment Practices
78-1010 Department Head May Assign Work in Higher Classification
(See Also 93-762 Out of Class Work Assignment Policy) 9.1
79-116 Service Ratings for Employees Responsible to Board 9.1
82-257 Publishing of Employee Salaries 9.1
84-657 Non-Discrimination on the Basis of Handicap or Disability 9.1
85-418 County Board Not Required to Review Entry Level Positions 9.2
87-103 Sexual Harassment Policy 9.2
87-104 Equal Employment Opportunity Policy 9.3
89-620 Conflict of Interest/Code of Conduct Policies 9.3
89-620 Mission Statement 9.4
90-722 St. Louis County Work Environment - Family Needs/Issues 9.6
92-362 Civil Service Director may Authorize Employment at any Step 9.7
93-762 Out of Class Work Assignment Policy 9.7
93-920 Non-Discrimination Policy 9.8
94-124 Employee Recognition Policy 9.9
94-567 Recognition Upon Death of Employee 9.10
94-783 Positions Added Due to Grant/Temporary Dollars 9.10
94-1001 Affirmative Action (See Also: 99-266, 01-526, 03-551, 05-493) 9.11
95-884 Employment Vacancies: Moving Expense Limit 9.11
97-413 Personal Use of County Telephonic Equipment 9.12
99-266 Affirmative Action Plan (See Also: 94-1001, 01-526, 03-551) 9.13
00-214 County Telecommuting Policy 9.13
01-526 Affirmative Action (See Also: 94-1001, 99-266, 03-551, 05-493) 9.28
02-102 Discrimination 9.29
03-170 Hiring Freeze (Voluntary for Elected officials) 9.29
03-551 Civil Service Affirmative Action Plan (See Also 94-1001, 99-266,
01-526, 05-493) 9.30
03-592 Direct Department Heads to Provide Opportunities for Employees
Scheduled for Layoff or Staff Reduction 9.30
05-493 Affirmative Action (See Also: 94-1001, 99-266, 01-526, 03-551) 9.31
05-494 Policy Prohibiting Discrimination, Harassment, Retaliation, Including
Complaint Procedure. 9.31
05-637 Retirees Health Insurance Option 9.31
06-59 Management Compensation Plan 9.32
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ST. LOUIS COUNTY BOARD POLICIES
TABLE OF CONTENTS
CHAPTER 10 Fiscal
87-590 Section 125 Program Flexible Spending Account 10.1
87-812 Flexible Spending Accounts Master Plan (See Also: 05-568) 10.1
87-813 Appointment of Plan Administrator 10.1
87-814 Implementation and Administration 10.1
88-098 Miscellaneous Expenditures Policy 10.1
88-312 Petty Cash Funds 10.2
88-850 Write-Off of Uncollectible Accounts Receivable Procedure 10.2
88-908 Auditor Authorized to Make Temporary Transfers of Cash 10.4
90-052 Auditor to Accept Monies for Unrestricted Government Operations 10.4
95-361 Debt Policy 10.5
00-540 Electronic Funds Transfer Policy 10.15
01-233 Business Subsidy Criteria 10.18
01-672 Credit Card Acceptance 10.22
02-187 Tax Abatement Financing Policy 10.22
03-365 Septic Loan Program Policy 10.29
05-371 Proceeds from Sale of County Assets 10.29
05-568 Flexible Spending (See Also: 87-590) 10.38
05-647 Revised Investment Policy 10.39
06-77 Separate Investment of ARC Funds 10.50
BUDGET POLICIES
Auditor to Determine Adequacy of Controls and Procedures
Resolution # 942, 1997 for Fiscal Year 1998 10.30
Cash Flow
Resolution # 968, 1995 for Fiscal Year 1996 10.30
Resolution # 1037, 1996 for Fiscal Year 1997 10.30
Resolution # 942, 1997 for Fiscal Year 1998 10.31
Resolution # 973, 1998 for Fiscal Year 1999 10.31
Resolution # 834, 1999 for Fiscal Year 2000 10.31
Resolution # 811, 2000 for Fiscal Year 2001 10.31
Resolution # 772, 2001 for Fiscal Year 2002 10.32
Resolution # 812, 2002 for Fiscal Year 2003 10.32
Resolution # 754, 2003 for Fiscal Year 2004 10.32
Resolution # 619, 2004 for Fiscal Year 2005 10.32
County Attorney Staff Salaries
Resolution # 772, 2001 for Fiscal Year 2002 10.33
Resolution # 754, 2003 for Fiscal Year 2004 10.33
Resolution # 619, 2004 for Fiscal Year 2005 10.33
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CHAPTER 10 Fiscal (continued)
Federal Cost Allocation Receipts
Resolution # 973, 1998 for Fiscal Year 1999 10.33
Resolution # 834, 1999 for Fiscal Year 2000 10.34
Resolution # 811, 2000 for Fiscal Year 2001 10.34
Resolution # 772, 2001 for Fiscal Year 2002 10.35
Resolution # 812, 2002 for Fiscal Year 2003 10.35
Resolution # 754, 2003 for Fiscal Year 2004 10.35
Resolution # 619, 2004 for Fiscal Year 2005 10.36
Heritage and Arts Center Payment Processing
Resolution # 811, 2000 for Fiscal Year 2001 10.36
Proceeds from Insurance Fund
Resolution # 811, 2000 for Fiscal Year 2001 10.36
Resolution # 754, 2003 for Fiscal Year 2004 10.37
Resolution # 619, 2004 for Fiscal Year 2005 10.37
Proceeds from Sale by Bid of Equipment
Resolution # 811, 2000 for Fiscal Year 2001 10.37
Resolution # 754, 2003 for Fiscal Year 2004 10.37
Resolution # 619, 2004 for Fiscal Year 2005 10.38
Vesting Sick Leave
Resolution # 772, 2001 for Fiscal Year 2002 10.38
CHAPTER 11 Grant Management Policy
96-288 Grant Management Policy 11.1
CHAPTER 12 Land
85-103 Land Use Moratorium Policy 12.1
86-078 Right of First Refusal (See Also: 05-167 & 05-168) 12.1
86-352 Environmental Review Process 12.2
88-263 Urban Land Management Policy 12.2
88-348 Land Commissioner to Develop Sales Policy 12.6
88-819 Procedure to Resolve Trespass Upon County Tax Forfeited Land 12.6
89-656 Free Conveyance of tax forfeited land to an HRA 12.7
(See Also: 90-482 & 95-878)
89-749 Procedural Guide for Creation of a Lake Improvement District 12.9
89-750 Lake Improvement Districts Established as a Special Revenue
Fund 12.11
90-482 Free Conveyance of tax forfeited land to an HRA 12.12
(See Also: 89-656 & 95-878)
90-840 Environmental Impact Statements Policy 12.13
95-878 Free Conveyance of tax forfeited land to an HRA 12.14
(See Also: 89-656 & 90-482)
97-810 Public Land Survey Monumentation Reimbursement Program 12.15
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CHAPTER 12 Land(Continued)
98-137 Land Commissioner to Develop Resource Management Policy 12.16
99-719 Tree Top Cutting Sales Policy 12.17
01-464 Repurchase Calculation Homestead Property 12.17
01-765 Timber Cruising Policy 12.17
01-766 Road Access Policy 12.19
01-767 Extractives 12.24
02-137 Sale of Tax Forfeited Land 12.24
03-554 Land Department Environmental Policy 12.25
04-349 County Fee Land Sale Policy 12.25
05-107 “No Net Gain” Policy 12.25
05-111 DNR Designation of SNA’s 12.26
05-167 Purchase of Tax Forfeited Land (See Also 86-078 & 05-168) 12.26
05-168 Purchase of Tax Forfeited Land (See Also 86-078 & 05-167) 12.27
CHAPTER 13 Leave Time
77-671 County Golf Tournament 13.1
83-623 Coffee Breaks 13.1
85-755 Funeral Leave 13.1
93-918 Family and Medical Leave Act of 1993 13.1
95-200 Vacation Pay-Offs/Sick Leave Balance Funding 13.5
96-324 Donation of Accrued Vacation Time 13.5
04-296 Sick Leave Bank Guidelines – Law Enforcement Services 13.6
CHAPTER 14 Liability Indemnification
89-323 Liability Indemnification 14.1
CHAPTER 15 Management Information Systems
96-804 Usage Ethics Computer Policy 15.1
96-805 Principles for Computer Training 15.2
96-943 Management Information Systems Strategic Plan 15.3
96-954 Management Information Systems User Committee Bylaws 15.3
98-369 Disposition of Obsolete, Surplus or Unusable Computer
Components 15.7
00-343 County Computer Policy 15.8
CHAPTER 16 Miscellaneous
67-158 Animals: Regulate the Running of “At Large Dogs” 16.1
84-553 Voter Registration Materials Availability 16.1
84-675 Ambulance Subsidy Policy 16.1
87-200 Sale of Duplicate Microfilm Policy 16.3
87-265 County Structures Appraisal Procedure 16.3
88-215 Ambulance Policy Amendment 16.3
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CHAPTER 16 Miscellaneous(Continued)
88-655 Animals: Registration of Dangerous Dogs 16.3
88-730 Waterlines: No Further Connections to Nopeming 16.4
88-783 Charitable Gambling License Waiver 16.4
92-046 County Facility Usage Policy 16.4
94-644 Policy on County Performance Studies/Reports 16.4
95-960 County Attorney to Settle/Negotiate Personal Injury Claims 16.5
98-337 Tobacco: Health Director as Administrative Hearing Officer 16.5
01-357 Burial/Funeral Payment Policy 16.6
02-148 Access to Services 16.7
02-162 Electronic Submission Policy 16.7
03-188 HIPAA Compliance Policies (See Also: 03-189) 16.10
03-189 HIPAA Compliance Policies (See Also: 03-188) 16.10
03-560 Use of Civility in Conduct of Board Meetings 16.11
04-387 MIA Flags on County Flagpoles 16.12
05-145 Uniform Electronic Transactions and Signatures 16.12
06-291 Cartway Procedures 16.13
05-610 Use of Acronyms and Abbreviations 16.16
CHAPTER 17 Parking
86-423 County Facilities Parking Regulations 17.1
88-142 Single Stall Parking: Amendment to 86-423 17.2
91-020 Government Services Center Parking Lease 17.2
91-023 Elected Officials Parking 17.2
91-024 Parking Meter Rates 17.2
91-025 Internet to Provide Enforcement in Duluth Civic Center 17.3
91-026 Parking Pass 17.3
91-027 Effective Date for Parking Fees 17.3
91-028 Civic Center Parking Prioritization 17.3
91-161 Longevity as Parking Prioritization 17.3
91-320 County Parking Ramp Rates 17.4
(See Also: 98-938 County Motor Pool Parking Facility Lease)
92-590 Parking Meter Rates 17.4
92-591 Contract Parking Prioritization 17.5
98-224 Employee Monthly Parking Rate 17.5
98-938 County Motor Pool Parking Facility Lease 17.6
98-985 Parking Costs as Excludable Income 17.6
CHAPTER 18 Public Works
87-335 Highway Special Usage Permits 18.1
88-381 Calling of Bids 18.2
03-587 Private Snowplowing (See Current Year Fee Schedule for Rates) 18.2
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CHAPTER 18 Public Works(Continued)
96-552 Fee for Law Enforcement/Traffic Control 18.3
97-916 Highway Special Usage Permits: Limitations 18.3
CHAPTER 19 Purchasing
84-519 Time Payment Purchase Policy 19.1
87-267 Committee of the Whole to Review Bid Recommendation 19.1
90-864 Recycled Paper 19.1
90-926 Direct Purchase Procedure 19.1
92-066 Procurement from Rehabilitation Facilities 19.2
98-461 Purchasing Rules and Regulations 19.2
00-607 Increased Sealed Bid Cap 19.3
03-721 Purchasing Rules and Regulations 19.3
04-77 “Buy Local” Purchasing Policy 19.4
CHAPTER 20 Recreation
86-244 St. Louis County Recreation Plan 20.1
87-201 St. Louis County Recreation Plan Prioritization 20.6
98-295 Recreation Plan for the Cloquet, St. Louis and Whiteface Rivers 20.6
98-320 Recreation Grant Program 20.7
05-261 Recreation Cabin Lease Program (See Amendment) 20.8
05-369 Recreation Cabin Lease Program Amendment 20.10
CHAPTER 21 Safety Policies
91-460 Safety Responsibilities: Lockout/Tagout Procedures for
Equipment Maintenance and Repair; Right to Know 21.1
93-402 Safety Policies: Hearing Conservation; Employee Readiness;
Job Safety Analysis; Driver Safety; Explosives Handling;
Confined Space Entry; Occupational Blood borne Pathogens 21.5
93-943 Safety Policies: Accident/Incident Reporting; Personal
Protective Equipment; Employee Response 21.16
02-140 Eye and Face Protection 21.28
02-503 Clandestine Drug Lab Entry 21.31
CHAPTER 22 Sick Leave Bank/Reserve
82-733 Sick Leave Reserve Cash Option (Obsolete – see * Post
Retirement Health Care Savings Plans 2002 – 2005) 22.1
87-282 Sick Leave Reserve Policy (*See Post Retirement Health
Care Savings Plans 2002-2005) 22.1
87-667 Sick Leave Bank Guidelines: Highway Maintenance; 22.2
Confidential Public Employee’s Association Civil Service
Confidential Unit
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CHAPTER 22 Sick Leave Bank/Reserve(Continued)
88-964 Sick Leave Reserve Fund for Elected Officials (*See Post
Retirement Health Care Savings Plans 2002 – 2005) 22.5
89-614 Sick Leave Bank Guidelines: Merit System Basic Unit; Health
Care Supervisory Unit; Civil Service Supervisory Unit 22.6
91-058 Sick Leave Bank Guidelines: Merit System Supervisory Unit 22.10
93-240 Cash Option to be Issued in Name of Employee 22.11
93-412 Sick Leave Hours for Unclassified Support Staff 22.11
95-463 Sick Leave Reserve Funds Policy (*See Post Retirement
Health Care Savings Plans 2002 – 2005) 22.12
96-325 Sick Leave Bank Guidelines: Civil Service Basic; Health Care
Basic; Merit Basic 22.14
03-233 Sick Leave Reserve Fund (*See Post Retirement Health
Care Savings Plans 2005 – 2005) 22.16
*Post Retirement Health Care Savings Plans 2002 - 2005 22.16
05-637 Retiree Health Insurance Option – See Chapter 9
CHAPTER 23 Smoking
88-148 No-Smoking Policy 23.1
88-851 Depot Building Exemption 23.1
94-271 Smoking Cessation Program Costs Reimbursement 23.2
CHAPTER 24 Strike Contingency
80-861 Strike Contingency Plan 24.1
CHAPTER 25 Taxes
89-691 Disaster Credit Eligibility 25.1
91-818 Collection of Administrative Expenses from Tax Increment
Finance District 25.2
93-861 Abatement of Ad Valorem Taxes Policy 25.2
CHAPTER 26 Time Keeping
86-314 Recording of Hours Worked 26.1
86-326 Overtime 26.2
88-101 Hours Worked Definition 26.3
91-307 Hours Worked to Include Collective Bargaining Language 26.3
96-869 Uniform Departmental Time-Keeping Procedures 26.4
CHAPTER 27 Travel
79-678 Meals: Reimbursement Method 27.1
80-222 Mileage: Forest Inventory Crew 27.1
80-262 Travel Expense Advances (See Also: 80-294, 87-027,88-709,
01-376) 27.1
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CHAPTER 27 Travel(Continued)
80-294 Travel Imprest Fund (See Also: 80-262, 87-027, 88-709, 01-376) 27.2
81-513 Oral Examination Judges Provision 27.3
87-027 Travel Imprest Fund (See Also: 80-262, 80-294, 88-709, 01-376) 27.3
87-706 Travel Policy 27.4
88-144 Meals: Planning Commission/Board of Adjustment 27.8
88-288 Waste Advisory Commission Provision 27.8
88-709 Travel Imprest Fund (See Also: 80-262, 80-294, 87-027, 01-376) 27.8
89-246 Appointed Boards, Committees, Commissions and Task Forces 27.9
89-531 Motor Pool Use Policy 27.10
90-676 Mileage: Reimbursement Rate 27.11
91-119 Mileage: Volunteer Drivers 27.12
93-460 Receipt of Airline Credit or Benefit 27.12
97-356 Vehicle Use Policy 27.12
97-942 County Commissioner Travel Status Definition 27.18
98-198 Mileage: Medical Assistance Transportation 27.18
98-506 Motor Pool Vehicle Rates 27.18
98-973 CONUS Rates: Meal & Incidental Expense Reimbursement
Rates Auditor Authorized to Advance 100% Reimbursement 27.19
01-376 Travel Imprest Fund (See Also: 80-262, 80-294, 87-027,
88-709) 27.19
05-688 Out of State Travel By Elected Officials 27.20
CHAPTER 28 St. Louis County Ordinances 28.1
ix
MISSION STATEMENT
“The mission of St. Louis County is to provide its people those services mandated and/or
expected by its citizens so as to provide a good quality of life.”
Resolution No. 620
July 25, 1989
ST. LOUIS COUNTY BOARD POLICIES
RULES AND BYLAWS OF THE BOARD OF COMMISSIONERS
CHAPTER 1
STANDING RULES AND BYLAWS ST. LOUIS COUNTY BOARD OF
COMMISSIONERS
Amended by: Res #607 of 9/28/87; Res #777 of 12/14/87; Res #32 of 1/12/88;
Res #762 of 10/4/88; Res #1 of 1/8/91; Res #99 of 1/21/97
Res #809 of 10/21/97; Res #980 of 12/23/97
ARTICLE I. INTRODUCTION
Section 1. Purpose
The St. Louis County Board of Commissioners desires to conduct its
business and perform all of its responsibilities and duties in an orderly,
efficient, uniform, fair and lawful manner. These Rules and Bylaws are
established for that purpose. The County Board also desires that the
general public have available to it the Rules and Bylaws that will be in
force at County Board meetings and hearings.
Section 2. Application of Rules and Bylaws
Unless otherwise specifically indicated, these Rules and Bylaws shall
apply to the transaction and administration of all County Board meetings
and hearings.
Section 3. Compliance with Applicable Law
It is the specific intent of the St. Louis County Board of Commissioners to
perform its duties and conduct its hearings and meetings in accordance
with all applicable law, and these Rules and Bylaws and all actions of the
Board of Commissioners shall be in accordance with all relevant law.
These Rules are specifically designed to be in accordance with Minn. Stat.
ch. 13, et seq. (The Government Data Practices Act), Minn. Stat. § 375.51
(The County Ordinance Enactment and Publication Law), and Minn. Stat.
§ 471.705 (The Open Meeting Law). The following statutes were also
consulted, and it is the specific intent of the County Board to comply with
all of the hearing and notice provisions of these statutes: § 94.344 (Class
B Land Exchanges), § 163.11 (County Highway Establishment,
Alteration, Vacation and Revocation Hearings), § 163.13 (Petitions for
Highways or Portages), § 163.16 (Impassable Road Complaints and
Hearings), § 164.08, subd. 2, with reference to § 164.07 (Cartway
Petitions), § 282.241 (Repurchase After Forfeiture for Taxes), ch. 340A
(Liquor Act), ch. 378 (Naming Bodies of Water), ch. 379 (Organization,
Formation, and Partition of Towns, and Alteration of Their Boundaries),
ch. 381 (Township or Section Survey Petitions), § 394.26 (Public
Hearings for Zoning Matters), and any equivalent provisions of
subsequent law. These Rules are also specifically designed to be in
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ST. LOUIS COUNTY BOARD POLICIES
RULES AND BYLAWS OF THE BOARD OF COMMISSIONERS
CHAPTER 1
accordance with all hearing and notice provisions of St. Louis County
Ordinances.
Section 4. Non-Exclusivity of Rules and Bylaws
These Rules and Bylaws are not and cannot be the totality of all
regulations of St. Louis County Board activity. Federal law, state law and
relevant County ordinances may also be applicable to County Board
matters.
Section 5. Adoption, Amendments
These Rules and Bylaws may be amended by a five-sevenths (5/7) vote of
the members of the County Board at a public meeting. All proposed Rules
and Bylaws and amendments thereto shall be presented in writing to all
Commissioners. All Commissioners shall have a minimum of five (5)
days to review the proposed Rules and Bylaws and amendments thereto.
These Rules shall become effective immediately after a public meeting
and approval by the Board.
Section 6. Available to the Public
Copies of these Rules and Bylaws shall be available for public review at
the Commissioners' offices in Duluth, Hibbing, Virginia, and Ely.
ARTICLE II. MEETING RULES AND BYLAWS
Section 1. Time and Place of Meetings
The St. Louis County Board shall meet as required by Minn. Stat. §
375.07 on the first Tuesday after the first Monday in January, at 9:30 a.m.,
and if a special board of equalization is not appointed, during the month of
June as required by Minn. Stat. § 274.14, at the County Board Room,
Courthouse, Duluth, Minnesota. Regularly scheduled board meetings will
be held on the first, second, third and fourth Tuesdays of the month in any
facility located in the County so long as the facility is open to the public,
pursuant to Minn. Stat. § 471.705. Additional meetings may be scheduled
upon approval of the Board.
All County Board meetings, including Committee of the Whole meetings,
shall be held upon notice given in accordance with Minn. Stat. § 471.705
(Open Meeting Law).
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ST. LOUIS COUNTY BOARD POLICIES
RULES AND BYLAWS OF THE BOARD OF COMMISSIONERS
CHAPTER 1
Section 2. Agenda
2.01. General
Every resolution or matter considered by the County Board shall
be in writing with an accompanying explanation of its purpose
from the County Administrator. All resolutions will be read in
their entirety at the Board meeting, except that any resolution
transmitted to the Board with the formal agenda need only be read
by title. No matter or resolution shall be placed upon the agenda of
business for routine consideration at any regularly-held meeting of
the Board unless the same has been considered by the Committee
of the Whole at their regular meetings. Resolutions and other
agenda items may be referred by the Committee of the Whole to
the Board meeting with or without recommendation for passage.
Any agenda resolution or matter not considered by the Committee
of the Whole may be considered by the Board if it is included in
the agenda transmitted to the Board no later than the previous
Thursday, and upon consent of five-sevenths (5/7) of the Board
members present and voting. The resolution or matter shall be in
writing with an accompanying explanation of its purpose from the
County Administrator.
Any agenda resolution or matter not included on the agenda may
be considered by the Board if it is presented in writing and upon
consent of five-sevenths (5/7) of the Board members present and
voting.
The Committee of the Whole agenda will be prepared by the
County Administrator and transmitted to the Board on the
Thursday prior to the Board meeting. The agenda items will be
presented in order under the appropriate committee. After
consideration by the committee, it will be recommended for
approval by the Board, or it may be transmitted to the Board with
no recommendations. Items which do not receive a favorable
consideration by the committee will not be transmitted to the
Board. If the entire committee supports a resolution, then it shall
be sponsored by the chair of the committee. If a resolution is
approved by a majority of a committee, but the chair of the
committee does not approve it, then the majority of the committee
shall select a sponsor for the resolution.
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ST. LOUIS COUNTY BOARD POLICIES
RULES AND BYLAWS OF THE BOARD OF COMMISSIONERS
CHAPTER 1
2.02. Consent Agenda
A consent agenda shall be prepared by the Clerk in consultation
with the County Administrator and consist of routine
noncontroversial actions that can be grouped together and handled
in one motion by the Board. Any consent agenda items considered
by the Committee of the Whole do not require an accompanying
explanation of purpose. The agenda will then be scheduled as one
item of business at the next regular Board meeting. The consent
agenda items shall be considered as one item of business. In the
minutes of the meeting, the actions passed in the consent agenda
motion shall be recorded individually and in full. Consent agenda
items shall not be discussed separately. If, at the Board meeting,
any Commissioner so requests, an item shall be removed from the
consent agenda and considered separately.
Section 3. Officers
3.01 Election of Officers
The Board shall elect a Chair and a vice Chair each year at the
meeting on the first Tuesday after the first Monday in January.
Section 4. Presiding Officer
The Chair shall preside at meetings of the Board, and in case of
nonattendance, the Vice Chair shall preside. If both are absent, the Board
shall appoint a chair from the Commissioners present.
Section 5. Quorum
At all meetings of the Board, four Commissioners shall constitute a
quorum.
Section 6. Roll Call
At the hour appointed for any meeting, the presiding officer shall call the
meeting to order, and the Clerk shall proceed to call the roll, note the
absentees, and announce if a quorum is present. The Clerk shall note in
the minutes the time and point in the proceedings when any Commissioner
absent for roll call takes a seat in the Board Room, or when any
Commissioner leaves prior to adjournment.
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ST. LOUIS COUNTY BOARD POLICIES
RULES AND BYLAWS OF THE BOARD OF COMMISSIONERS
CHAPTER 1
Section 7. The Clerk shall furnish the Board members with all petitions and
communications received since the last Board meeting.
Section 8. Order of Business
Upon the appearance of a quorum, the Board shall then proceed to the
business before it in the following order:
1. Roll Call
2. Approval of minutes of previous meeting by motion
3. Opportunity for citizens to be heard
4. Consent Agenda
5. Reports of Boards and Standing Committees
6. Reports of officers, special committees and others
Any citizen desiring to be heard on an appropriate Board matter may be
given a reasonable amount of time for such purpose to present the official
position of a group or organization or a personal opinion. Hearings and
other issues may be set at specific times by the Board. Citizen testimony
will be allowed on an agenda item and may be included on the agenda for
a specific time, or by a motion carried to suspend the rules to allow citizen
participation.
Section 9. Duties and Privileges of the Chair
The Chair shall preserve order and decorum, and shall decide questions of
order, subject, however, to an appeal to the Board.
Section 10. Restriction on Private Discussion
When a Commissioner is speaking, no other Commissioner shall engage
in private discussions.
Section 11. Calls to Order
A Commissioner called to order shall immediately suspend remarks unless
permitted to explain. If no appeal is made, the decision of the Chair shall
be deemed conclusive; but if the Commissioner chooses to appeal from
the decision of the Chair, the Board shall decide the point without debate.
Section 12. Precedence of Motions
The motions upon the subject under consideration shall have precedence
in the following order:
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ST. LOUIS COUNTY BOARD POLICIES
RULES AND BYLAWS OF THE BOARD OF COMMISSIONERS
CHAPTER 1
1. To lay on the table
2. To postpone
3. To commit, that is, to refer to committee
4. To amend
5. To adopt or reject
12.01. Adjournment
A motion to adjourn shall be entertained only after the completion
of the formal agenda and shall be decided without debate.
Section 13. Appropriations by Resolution
Every resolution appropriating any amount of money must also contain a
statement indicating the amount of the appropriation from the proper fund
and item for the payment of the resulting obligation, pursuant to Minn.
Stat. § 383C.013. Such resolutions shall be verified and approved by the
County Auditor as to sufficiency of funds. All such resolutions and all
resolutions as to contracts by St. Louis County shall also bear the approval
of the County Attorney.
Section 14. Reconsideration
Any Commissioner who voted with the prevailing side may move a
reconsideration of any action of the Board, provided that the motion be
made no later than the next regular meeting after such action was taken,
and no property rights that have vested will be jeopardized. A motion to
reconsider shall be in order at any time except when a motion on some
other question is pending. A motion to reconsider being laid upon the
table may be taken up and acted upon at any time when the Board is
engaged in the transaction of miscellaneous business. No motion to
reconsider shall be made more than once on any matter or subject, and the
same number of votes shall be required to reconsider any action as is
required to pass or adopt the same.
Section 15. Voting
The manner in which each Commissioner votes upon all propositions shall be
entered in the journal of the proceedings of the Board, but it shall not be necessary
to call for the yeas and nays on every proposition unless a Commissioner shall
then and there demand such roll call. If no such roll call is demanded, the Chair
or other presiding officer of the Board shall direct the Clerk of the Board to enter
in the journal of the proceedings that the vote on any such proposition was taken.
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A Commissioner may be excused from voting on a question by a majority of the
Board in case of a demonstrated possible conflict of interest, any such request
being made before the vote is taken. No further discussion shall be permitted
during the taking of a vote on any question.
Section 16. Committees
The Standing Committees of the County Board of Commissioners shall be
as follows:
1. Central Management and Inter-Governmental Committee. The
Committee shall consider methods of centralizing county
administration, deal with labor relations and litigation, and provide
for communication and cooperation between the Board, the County
Administrator, and departments in line with the organizational
structure resolution adopted by the County Board. Further, this
Committee shall consider all matters relating to state and federal
legislation, administrative rules, and government operations and
any impact these may have on the County and its administration.
2. Finance and Budget Committee. The Committee shall consider
budget and finances, taxes, abatement applications, levies,
assessments, licenses, and the purchase and sale of all property,
buildings, supplies and equipment.
3. Environment and Natural Resources Committee. The Committee
shall consider all matters relating to environmental services, solid
waste, land, zoning, land-use planning, plats, tax-forfeited lands,
forestry, and agriculture.
4. Public Works and Transportation Committee. The Committee
shall consider all matters relating to fairs, construction, repair and
maintenance of highways, and all buildings, vehicles,
transportation, supplies, and equipment.
5. Health and Social Service Committee. The Committee shall
consider all matters relating to public health, income maintenance
programs, social service programs, jobs and employment training
efforts, nursing home and laundry issues.
6. Public Safety and Corrections Committee. The Committee shall consider the
increasing demands on the County to provide correction services
and the need to guarantee adequate public safety within the
existing resources. The County has a unique relationship to other
counties in the region in the area of corrections and this committee
shall provide a structure for working with the ARC Board and
setting policy by the St. Louis County Board.
All Standing Committees of the Board shall consist of all seven
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Commissioners. Each Commissioner shall be limited to the Chair of one
standing committee. The County Board Chair will not serve as the Chair
of any standing committee. The committee chairs, shall serve as the
liaison between the Board and Departments, shall be appointed by the
Chair of the County Board of Commissioners, and shall report to the
Committee of the Whole. The committee chairs shall sponsor resolutions
of their committee, and if they refuse to do so, the Chair shall designate
another member to sponsor that particular resolution. A Committee Chair
who refuses to sponsor a resolution shall so notify the Board Chair at the
Committee of the Whole prior to the regular Board meeting.
16.01. Committee of the Whole Meetings
The County Board shall schedule regular times for Committee of the
Whole meetings. The Chair of the Board shall preside over Committee of
the Whole meetings, or designate individual chairs of standing committees
to chair their respective committee. The schedule of Committee of the
Whole meetings shall be adopted by resolution of the County Board. The
Standing Committees of the County Board will meet at the Committee of
the Whole meeting.
Section 17. Special Committees
Special Committees may be created by the Board Chair for a term of one
year; the Chair and members shall be appointed by the Chair of the Board
or by majority vote of the Board. Special committees shall in all cases
report to the County Board at a Committee of the Whole meeting. All
reports by committees shall be presented in writing at a Committee of the
Whole meeting. Matters referred to special committees shall be acted
upon without undue delay.
Section 18. Division of Question
If a question in debate contains several distinct propositions, any
Commissioner may have the same divided.
Section 19. Roberts Rules of Order to Govern
In the absence of any rule upon any matters of business, the Board shall be
governed by Roberts Rules of Order.
Section 20. Suspension of Rules
These rules may be suspended by a five-sevenths (5/7) vote of the
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ST. LOUIS COUNTY BOARD POLICIES
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members of the Board, present and voting, except to those matters that are
provided for by law.
Section 21. Use of Speaker Phones
It is necessary for individual members of the St. Louis County Board of
Commissioners to be physically present at its statutory meetings at the
county seat on the first Tuesday after the first Monday in January in order
for their attendance to be counted for quorum purposes and in order for
them to participate and vote at these statutory meetings.
Individual Commissioners may attend other regular meetings of the Board
and Committee of the Whole meetings by means of a speaker phone
system. In the event a Commissioner chooses to attend by such means,
the Commissioner will for all purposes be considered a part of the
assembled Commissioners and be allowed to participate and vote in all
matters before the Board of Commissioners. The use of speaker phones by
Commissioners at these meetings is subject to the following conditions
and limitations:
a. A quorum of the Board must be present at the scheduled meeting
location.
b. The Chair of the meeting at which a speaker phone is to be utilized
by any Commissioner shall at the commencement of the meeting
announce the use of the speaker phone, by whom it is being used
and the location of the Commissioner using the speaker phone
system, together with a statement that any member of the public is
welcome to observe the Commissioner using the speaker phone
system.
c. The Commissioner using the speaker phone system away from the
situs of the meeting must be available to public observation during
the course of the County Board meeting in which he or she is using
the speaker phone to attend the meeting.
d. The speaker phone system being used by the Commissioner away
from the situs of the meeting must be located at a facility open to
the public.
e. The speaker phone system must be of satisfactory operating
condition in order to make audible to the general public all the
participation by the Commissioner using the speaker phone
system.
Section 22. Interactive Television
22.01. A County Board meeting may be conducted by interactive
television so long as:
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ST. LOUIS COUNTY BOARD POLICIES
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a. All members of the Board participating in the meeting,
wherever their physical location, can hear and see one
another, and can hear and see all discussion and testimony
presented at any location at which at least one member is
present.
b. Members of the public present at the regular meeting
location of the Board can hear and see all discussion and
testimony and all votes of members of the Board.
c. At least one member of the Board is physically present at
the regular meeting location.
22.02. Each member of the Board participating in a meeting by interactive
television is considered present at the meeting for purposes of
determining a quorum and participating in all proceedings.
22.03. If interactive television is used to conduct a meeting to the extent
practical, the Board shall allow a person to monitor the meeting
electronically from a remote location. The Board may require the
person making such a connection to pay for documented marginal
costs that the Board incurs as a result of the additional connection.
22.04. If interactive television is used to conduct a regular, special, or
emergency meeting, the public body shall provide notice of the
regular meeting location and notice of any site where a member of
the public body will be participating in the meeting by interactive
television. The timing and method of providing notice must be as
described in Minn. Stat. § 471.705, subd. 1c.
ARTICLE III. HEARING RULES AND BYLAWS
Section 1. Notice
Notice of all hearings of the County Board shall be made in a manner in
accordance with all statutory and ordinance notification requirements by
the Clerk of the Board. If the County Attorney determines that additional
notice is necessary to comply with constitutional procedural due process
requirements, the Clerk will provide whatever additional notice is
recommended.
Section 2. Hearing Records
2.01. Open Hearings
All hearings of the St. Louis County Board shall be open to the
public. The votes of the members of the Board on any matter shall
be recorded and shall be available to the public.
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2.02. Exhibits
All exhibits submitted to St. Louis County for hearing purposes
become the property of St. Louis County.
2.03. Record Maintenance
The Clerk shall be required to maintain all records created at
public hearings. The Clerk shall preserve or dispose of the records
in accordance with state law.
2.04. Hearing Records
A verbatim record of all public hearings will be made by means of
tape recording or electronic means, or if deemed appropriate by the
Chair, by means of a court reporter. The public is specifically
allowed to preserve and record the proceedings of the County
Board at any of its hearings by using voice recording instruments,
court reporters, stenographers, or other reasonable means of record
preservation. An individual may receive a transcript of County
Board hearings from the Commissioner's Office by making
arrangements with the Clerk of County Commissioners. The Clerk
is authorized and directed to require parties requesting transcripts
to pay the reasonable costs associated with the preparation of the
transcript in advance.
Section 3. Hearing Continuances and Postponements
3.01. Postponements
Postponements after personal or published notice will not be
permitted.
3.02. Continuances
The County Board may continue a hearing if it determines a need
exists for additional information or if fairness dictates the need for
additional time.
Section 4. Conduct of Hearing
4.01. General
The Chair of the Board shall commence and direct the hearing. All
parties shall have the right to present evidence, rebuttal testimony,
and argument with respect to the issues, and to cross-examine
witnesses.
4.02. Quorum Needed for Hearing
There shall be no fewer than five Commissioners in attendance to
hold any public hearing.
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4.03. Order of Hearing
The following procedure shall govern the order of persons
appearing before the Board:
1. The County department staff report, if any, shall be given
and include, but not be limited to, a description of the
request or issue, analysis of the facts, communications
received, conclusions, and recommendations. All
appropriate County departments may present information
relevant to the matter at this time.
2. The party to be affected or a representative.
3. Representatives of other governmental units or agencies
that may be appropriate, such as the local town or state
agency.
4. Others in favor of the proposal.
5. Others opposed to the proposal.
6. Other comments or evidence from the public.
4.04. Evidence
a. Admissibility
The County Board may admit and consider all evidence
which possesses probative value and may exclude
incompetent, irrelevant, immaterial and repetitious
evidence.
b. Record
All information which is offered and accepted into
evidence by any party to the hearing shall be made a part of
the hearing record. No factual information or evidence
shall be considered in the determination of any matter
unless it is part of the record.
c. Documentary Evidence
Any witness offering written materials such as letters,
records, reports, plans, studies or any other documents must
provide a sufficient number of copies for each
Commissioner, the Clerk and other parties. Where copies
of evidence are not practically available, the Chair of the
Board, in its discretion, may accept one copy and make it
available for inspection or allow a witness to read a
document into the record.
d. Official Notice
The Board may take notice of general facts within its
knowledge by a unanimous vote but any party shall have
the right to contest the facts so noticed. The
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Commissioners may utilize their experience and knowledge
in the evaluation of the evidence in the hearing record.
4.05. Examination of Witnesses
a. Commissioners may question any witness at the
termination of that witness's testimony or at the end of all
testimony.
b. Any individual may make a request to cross-examine a
witness. If possible, this should be accomplished by
directing suggested examination questions to the Chair. If
specifically requested, the Chair may allow individuals to
personally cross-examine witnesses. The Chair may act to
prevent repetitive, argumentative or irrelevant questions
and to expedite the cross-examination to the extent
consistent with disclosure of all relevant testimony and
information.
Section 5. Deliberations
5.01. General
Deliberations shall be made in public. However, no additional
testimony may be offered after the close of the public hearing.
County Board members may ask specific questions, provided that
the question is intended to clarify information that is already in
evidence. The Chair shall not allow any new information or
arguments to be offered at this time. The County Attorney, acting
as legal advisor and parliamentarian, shall be permitted to ask
questions to clarify motions or information that is in the record.
5.02. Timing
Unless the hearing is continued or reopened, deliberations on a
matter shall take place after the close of all of that meeting's
scheduled public hearings.
5.03. Continued Deliberations
If the County Board desires to continue deliberations, it may do so.
However, no additional testimony or information may be provided
to the County Board unless the public hearing is reopened. County
Board members may inspect any relevant geographical site or
evidence without reopening the hearing.
5.04. Voting
Only those Commissioners attending the hearing may deliberate
and vote.
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5.05. Conflict of Interest
No member of the County Board is permitted to act on any matter
in which he has, either directly or indirectly, any personal or
financial interest. A member who has a conflict of interest may
not testify relative to the matter, nor discuss, deliberate, or
communicate with the voting Commissioners.
Any question of whether a particular issue involves a conflict of
interest sufficient to disqualify a Commissioner from voting
thereon shall be decided by majority vote of all Commissioners
except the Commissioner who is being challenged.
Section 6. Findings of Fact
Findings of fact shall be approved and made a part of the County Board
file in all cases when deemed necessary by the County Attorney.
Section 7. Notice Guidelines
The following guidelines are to be used by the Clerk of the County Board
in providing notice of hearing unless different notice requirements are
provided by the County Attorney.
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ST. LOUIS COUNTY BOARD POLICIES
RULES AND BYLAWS OF THE BOARD OF COMMISSIONERS
CHAPTER 1
TYPE OF HEARING STATUTE PUBLICATION POSTING SERVICE
Townships
Change of Boundaries 379.02, et seq 30 days Clerk of each town
Change of Name 379.08 3 weeks at least,
30 days prior to
hearing
Cartways 164.08
164.07
10 days Personal service to each occupant of
land to be crossed. Written
notification within 7 days of filing
award of damages to each owner
and occupant
County Highways
Vacation 163.11, subd. 4 10 days Personal service on occupants
Revocation/Reversion 163.11, subd. 5a 30 days’ notice served on members
of Town Board
Acquisition of land 163.21 10 days 10 days prior service on occupants.
Written notice of award to owners
and occupants within 7 days of filing
award.
Petition for highway or portage 163.13 Reasonable
Complaint of impassable town
road
163.16 Mail notice to town clerk and
persons signing complaint
Zoning
Plan adopted by ordinance and
amendments
375.51
394.26
10 days before hearing;
once after enactment
ST. LOUIS COUNTY BOARD POLICIES
RULES AND BYLAWS OF THE BOARD OF COMMISSIONERS
CHAPTER 1
Official controls adopted by
ord. and amendments
375.51
394.26
10 days before hearing;
once after enactment
Written notice sent to governing
bodies of towns & municipalities in
the County
Conditional use permit 10 days before hearing
in official paper and a
local paper
Incorporated area- Mail notice to all
property owners of record within
500 feet of affected property
Unincorporated area - Mail notice
to owners of record within 1/4 mile
of affected property or the 10
properties nearest to the affected
property, whichever would provide
notice to the greatest number of
owners
Variances 10 days before in
official paper and a
local paper
Mail notice to all property owners of
record within 500 feet of affected
property
All other official controls,
including subdivision and
zoning regulations
Incorporated area- Mail notice to all
owners of record within 500 feet of
affected property
Unincorporated area - Mail notice
to all property owners 1/2 mile of
affected property
Board of Equalization 274.13 Notice to taxpayers whose property
may have value raise
Land Exchange
Class B Land 94.344 Once, two weeks
before hearing
Two weeks
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RULES AND BYLAWS OF THE BOARD OF COMMISSIONERS
CHAPTER 1
ADA COMPLIANT MEETING FACILITIES
RESOLUTION NO. 215
April 13, 2004
RESOLVED, that all meetings of St. Louis County boards, committees, and commissions
shall be held in ADA compliant facilities, with consideration given to distance from
parking, elevators, and accessibility ramps.
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ST. LOUIS COUNTY BOARD POLICIES
ADMINISTRATION
CHAPTER 2
LEGISLATION RECOMMENDATION PROCEDURE
RESOLUTION NO. 029
January 14, 1974
RESOLVED, that all County officials and department heads, prior to submitting
their requests for the adoption of legislation affecting the County of St. Louis to the St.
Louis County Delegation, shall first submit same to the Chairman of this Board's
legislative Committee.
ST. LOUIS COUNTY OFFICIALS ORGANIZATION
RESOLUTION NO. 576
September 9, 1985
WHEREAS, the St. Louis County Department Heads informally met to establish
an organization to discuss County policy and to assist the County Board in matters
important to the County and its employees; and
WHEREAS, this organization has taken the name St. Louis County Officials
Organization; and
WHEREAS, the St. Louis County Board has requested assistance and information
from this organization; and
WHEREAS, it is important that all Department Heads participate in this
organization so that their views can be known;
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board
recognizes the St. Louis County Officials Organization as the source for information and
assistance needed of the collective departments of St. Louis County.
BE IT FURTHER RESOLVED, that the St. Louis County Board encourages all
Department Heads to participate in this organization.
ST. LOUIS COUNTY ADMINISTRATIVE PROCEDURE
RESOLUTION NO. 324
BOARD FILE NO. 52948
May 26, 1987
WHEREAS, it is in the best interest of the organization that the Administrative
Procedure for carrying out the provisions of the Chain of Command be formally adopted,
as on file in County Board File No. 52948, and made a part hereof;
NOW, THEREFORE, BE IT RESOLVED, that the Administrative Procedure for the
purposes of carrying out the intent of the Chain of Command is hereby approved by the
Board of County Commissioners; and
BE IT FURTHER RESOLVED, that the Clerk certify a copy of this resolution to
the County Administrator and all department heads of St. Louis County.
ST. LOUIS COUNTY ADMINISTRATIVE PROCEDURE
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ST. LOUIS COUNTY BOARD POLICIES
ADMINISTRATION
CHAPTER 2
The St. Louis County Board of Commissioners has adopted the County Administrator
form for administration of the County as authorized by Minnesota Statutes 375A.06. The
adoption of this form affects all department heads under the Board of County
Commissioners. Therefore, it is important that the Board members and staff members be
cognizant of certain procedures necessary for successful implementation of this
administrative system. The County Board is desirous of a clearly defined administrative
procedure for the following reasons:
a) to promote effective administrative services throughout St. Louis County
b) to clarify the delegation of duties authorized by Minnesota Statutes 375A.06
c) to allow greater accountability in the office of County Administrator while
simultaneously permitting the Board of County Commissioners of St. Louis
County to concentrate greater efforts on policy decisions
d) to notify all staff members of the role and function of the County Administrator
The following is a review and explanation of the major points of the responsibilities of
the County Administrator:
1. The County Administrator shall be the administrative head of the County and
shall be responsible for the proper administration of the affairs of the county
placed in the Administrator’s charge. The Administrator shall exercise general
supervision over all County institutions and agencies and, with the approval of the
County Board, coordinate the various activities of the County and unify the
management of its affairs.
For purposes of this provision, the Board of County Commissioners has adopted
the organization chart by Resolution No. 324 dated May 26, 1987. It is the
commission’s desire that supervision and direction flow in accordance with the
organization chart as updated from time to time. This means there is no
differentiation between departments under the Board of County Commissioners as
far as chain of command supervision procedures.
All matters go through the County Administrator to and from the Board of County
Commissioners. The only exception to this procedure would be the express
purpose of furnishing requested information to the Board of County
Commissioners. No information is to be withheld from the Board of County
Commissioners. Department Heads are to keep the Board informed at all times
through periodic reports and periodic briefings, working through the
County Administrator. However, if a Commissioner’s request generates extra
staff time and effort, the department head will coordinate such with the County
Administrator, and, if necessary, the County Administrator with the Board of
County Commissioners.
2. Appoint, suspend, and remove with the approval of the County Board, all County
personnel whose appointment, suspension or removal is a function of the County
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ST. LOUIS COUNTY BOARD POLICIES
ADMINISTRATION
CHAPTER 2
Board under general law and make such appointments with the approval of the
County Board to additional offices, boards, committees and commissions both
advisory and otherwise as the County Board may direct.
As the appointing authority, the Board of County Commissioners has final
determination in all personnel matters. However, it is the intent of the County
Commissioners, that the County Administrator will structure the process for
appointment, suspension, removal, performance appraisal and other personnel
actions relating to personnel reporting to the County Board. A more detailed
process for the appointment, discipline and performance evaluation of personnel
will be adopted by the Board. The Board will consider personnel actions after
receiving recommendations from the County Administrator.
3. Prepare and submit to the County Board a proposed annual budget and long-range
capital expenditure program for such period as the County Board may direct, each
of which shall include detailed estimates of revenue and expenditures and enforce
the provisions of the budget when adopted by the County Board.
The statutes clearly place appropriating authority with the Board of County
Commissioners and budget preparation with the County Administrator. The
preparation and recommendation of an annual budget and appropriation resolution
will be done in concert with the various departments of the County. The County
Administrator will recommend a budget procedure to be considered by the Board.
The promulgated budget procedures will be adhered to by all departments. The
County Administrator will recommend a balanced budget to the Board and will
provide alternative analysis of budget proposals as the Board directs.
4. Provide for the execution of all ordinances, resolutions and orders of the Board
and all laws of the State required to be enforced through the County Board, by the
Administrator or by officers who are under the Administrator’s direction and
supervision.
In addition to the inherent duties of judiciously managing a department under the
jurisdiction of the Board of County Commissioners, department heads may expect
to receive additional assignments and duties as the need dictates, consistent with
departmental goals and objectives; said assignments and duties to be carried out in
an orderly and timely fashion. It is expected that the department heads will work
with the County Administrator to further County Board directives and policies.
5. Provide for County purchases including purchases of service as directed by the
County Board and pursuant to purchasing regulations established by the
Purchasing Agent pursuant to 383C.33.
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ST. LOUIS COUNTY BOARD POLICIES
ADMINISTRATION
CHAPTER 2
The County Administrator will ensure that purchasing policies are recommended
for County Board consideration and adoption.
6. Attend all meetings of the County Board and recommend measures for adoption
as the Administrator deems advisable or expedient.
The County Administrator will be in attendance at all County Board meetings
within the limits of practicality and advise the Board on administrative matters
being addressed by the Board. The County Administrator will provide
background information on issues before the Board, examine alternatives for
adoption and make recommendations on issues. The County Administrator will
examine policies of the Board and recommend updates on a periodic basis. The
County Administrator will serve as an information resource center for activities of
the County.
7. Hire qualified staff to assist the Administrator in the performance of duties as
approved by the Board.
The County Administrator may directly hire staff for his office for positions
authorized in the budget by the Board.
8. Examine the books and papers of officers and departments of the County as
directed by the County Board and report the findings to the County Board, keep
the County Board fully advised as to the financial condition and needs of the
County and make such other reports from time to time as required by the Board or
the Administrator deems advisable.
The County Administrator will examine the structure and operation of the County
organization and recommend consolidation or combination of offices, positions,
divisions, departments or other units under the direction of the County Board.
The County Administrator will establish goals and objectives, work statements
and priorities for each department, subject to approval of the Board of County
Commissioners.
The County Administrator will report to the Board on a monthly basis as to the
financial condition of the County.
The County Administrator will make periodic reports to the Board on issues
relating to the County.
DEPARTMENT HEAD ACCOUNTABLE TO COUNTY ADMINISTRATOR
RESOLUTION NO. 213
April 13, 1987
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ST. LOUIS COUNTY BOARD POLICIES
ADMINISTRATION
CHAPTER 2
RESOLVED, that all Department Heads with the exception of elected officials will be
accountable to the County Administrator
ADMINISTRATOR TO APPROVE TELEPHONIC EQUIPMENT CHANGE/
REQUEST
RESOLUTION NO. 293
May 11, 1987
RESOLVED, that authority is hereby given to the County Administrator for approval of
telephone equipment and/or change requests.
DEPARTMENT HEAD APPOINTMENT IF ADMINISTRATOR POSITION
VACANT
RESOLUTION NO. 289
April 16, 1996
RESOLVED, that the Administrative Procedure adopted by the County Board on May
26, 1987, by County Board Resolution No. 324, which incorporates the duties of the
County Administrator, is hereby amended as follows:
If the position of County Administrator is vacant, the confirmation of
department head appointments will be considered by the County Board
upon receiving a written recommendation from the designated Chair of the
Interview and Screening Committee
AUDITOR TO SIGN REZONING PETITIONS
RESOLUTION NO. 828
October 15, 1996
RESOLVED, that the County Auditor is hereby authorized, on behalf of St. Louis County
as the property owner of record, to sign rezoning petitions which may affect County fee
lands in order to allow a public hearing on such requests for municipal rezoning.
ADMINISTRATOR TO REPRESENT COUNTY FOR WELL AND SEPTIC
SYSTEM LOANS
RESOLUTION NO. 860
November 17, 1998
WHEREAS, the Minnesota Department of Agriculture has made low interest loan funds
available to counties, Soil and Water Conservation Districts, and Joint Powers
Organizations through the Agricultural Best Management Loan Program and the
Countywide Individual Sewage Treatment System and Well Loan Program; and
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ST. LOUIS COUNTY BOARD POLICIES
ADMINISTRATION
CHAPTER 2
WHEREAS, St. Louis County has agreed to act as the local lender, administer the
lending agreements with individual borrowers, and guarantee repayment to the state; and
WHEREAS, St. Louis County has identified a need for low interest loan funds to
encourage repair of individual sewage treatment systems and sealing of abandoned wells
that prevent or mitigate nonpoint source pollution; and
WHEREAS, many agricultural best management practices, repair of individual sewage
treatment systems and sealing of abandoned wells are identified in the Comprehensive
Local Water Plan as priorities;
NOW, THEREFORE, BE IT RESOLVED, that St. Louis County approves the
application, authorizes its submittal, and designates the County Administrator to be the
authorized representative, and hereby grants County Administration the authority to sign
the application, loan agreement and all other correspondence or documentation necessary
to implement the loan program on behalf of St. Louis County; and
BE IT FURTHER RESOLVED, that the County Administrator is the authorized
representative for all prior Agricultural Best Management Practices and Countywide
ISTS Loan Agreements and is granted the authority to sign all correspondence and
documents to carry out all prior loan programs on behalf of St. Louis County; and
BE IT FURTHER RESOLVED, that all prior designations of the authorized
representative by St. Louis County for the Agricultural Best Management Practices Loan
Program is hereby rescinded.
2.6
APPOINTMENT POLICY - UNCLASSIFIED DEPARTMENT HEADS
RESOLUTION NO. 551
BOARD FILE NO. 53283
July 12, 1988
RESOLVED, that the St. Louis County Board of Commissioners hereby adopts a policy
for Appointment of Unclassified Appointed Department Heads as on file in County
Board File No. 53283.
RESOLVED FURTHER, that all previous resolutions are hereby rescinded.
APPOINTMENT POLICY - UNCLASSIFIED APPOINTED DEPARTMENT
HEADS
This policy is in accordance with Minnesota Statutes 375A.06, Subdivision 4, which
states in part as follows:
Subd 4. Administrator, powers and duties. The county administrator shall be the
administrative head of the county and shall be responsible for the proper administration
of the affairs of the county placed in the administrator’s charge. The administrator shall
exercise general supervision over all county institutions and agencies and, with the
approval of the county board, coordinate the various activities of the county and unify the
management of its affairs. If required by the county board, the administrator may act as
head of any department, the appointment of which is made by the county board, provided
the administrator has the qualifications required by law. Responsibilities shall include,
but are not limited to, the following duties:
a. Hire qualified staff to assist the administrator in the performance of duties
as approved by the board;
b. Provide for the execution of all ordinances, resolutions and orders of the
board and all laws of the state required to be enforced through the county
board, by the administrator or by officers who are under the
administrator’s direction and supervision;
c. Appoint, suspend and remove with the approval of the county board all
county personnel whose appointment, suspension or removal is a function
of the county board under general law and make such appointments with
the approval of the county board to additional offices, boards, committees
and commissions both advisory and otherwise as the county board may
direct.
POLICY: IT IS THE POLICY OF THE ST. LOUIS COUNTY BOARD TO ADHERE
TO THIS APPOINTMENT POLICY FOR ALL UNCLASSIFIED, APPOINTED
DEPARTMENT HEADS.
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ST. LOUIS COUNTY BOARD POLICIES
APPOINTMENT POLICY
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ST. LOUIS COUNTY BOARD POLICIES
APPOINTMENT POLICY
CHAPTER 3
The positions included in this policy as of July 1, 1988, are as follows:
Health Officer Land Commissioner Communications Director
Social Services Director Highway Engineer County Assessor
PROCEDURE:
1. Preliminary work: - For each vacancy or impending vacancy, the Civil
Service/Personnel Department shall prepare the following for the County
Administrator:
develop or update the position description to include a description
of duties and responsibilities, requirements of the position,
minimum qualifications, and reporting requirements
prepare a summary of the functions of the department including the
organizational structure, number of employees, geographical
locations, size of budget, etc.
assemble information regarding important issues the person
selected will need to address, both short term and long term
prepare a description of desirable characteristics of the person
needed
2. Position Announcement/Recruitment: - A position announcement shall be
prepared by the Civil Service/Personnel Department to include the following:
Title
Salary Range (as per management compensation plan)
Distinguishing features of position
Minimum qualifications
Desirable characteristics
Screening, evaluation, interviewing, and appointment criteria
Closing deadline for application filing
Projected employment date
Summary of department
An active recruitment process may include placement of position announcements
in appropriate local, state, regional, and national publications. Typically, these
would include local newspapers and publications, state municipal journals, major
metropolitan newspapers, and the journals and newsletters of various professional
associations. The recruitment process will be utilized to the extent necessary to
reach the anticipated source of qualified candidates for any given position.
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APPOINTMENT POLICY
CHAPTER 3
The County Administrator may recommend to the County Board the services of a
search and selection consulting firm if it is in the best interests in obtaining the
most qualified candidates.
3. Screening and Evaluation of Resumes: - The screening and evaluation of resumes
will be recommended by the Civil Service/Personnel Department in consultation
with the County Administrator. The screening process will determine which
applicants meet the qualifications described in the position description. The
evaluation process will identify a top number of candidates (designated on the
announcement) based on the qualifications described on the resumes. These
candidates will be designated for further evaluation in the interview process.
4. Interview of Top Candidates: - The purpose of the interview structure set up by
the Civil Service/Personnel Department and the County Administrator will be to
narrow the field of candidates from a selected number to one candidate for
recommendation by the County Administrator to the County Board. The format
of this initial interview may include two or more assessment panels; one, a
technical program panel representing experts in the field, and a second assessment
panel to evaluate managerial, interpersonal, and personal qualities of the
candidates. The Affirmative Action Policy of the county will be considered in
selection of the interview panels. County Board members may participate on
these interviewing panels at their discretion.
5. Background Investigation and Reference Checking: - A thorough background
investigation/reference check will be completed, by the Civil Service/Personnel
Department, of the top candidates as designated by the County Administrator. In
addition, a management assessment of the candidates may be undertaken by an
independent firm at the discretion of the County Administrator.
6. Selection: - The recommendation for selection will be made by the County
Administrator after consultation and evaluation with the County Board members.
Final approval for the appointment will be made by the County Board.
The County Administrator will be responsible for presenting the job offer to the
selected candidate. He/she will also be responsible for settling the compensation
and benefits package in accordance with the management compensation plan and
for communicating the plan to the appointee.
All inquiries regarding the appointment procedure will be handled by the Civil
Service/Personnel Department.
This process represents the minimum of what may be included as part of the
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ST. LOUIS COUNTY BOARD POLICIES
APPOINTMENT POLICY
CHAPTER 3
selection process. The County Administrator reserves the right to add and/or
revise the selection procedure such as on site reference checks, the use of an
assessment center, interviews by other professionals, psychological interviews,
and individual interviews by the County Administrator.
STATUTORY REQUIREMENTS:
It is recognized that certain positions are subject to minimum statutory qualifications.
The County Administrator, with the approval of the County Board, reserves the right to
establish additional qualifications as are deemed appropriate. Positions with the statutory
requirements:
Health Officer - must be medical doctor
Highway Engineer - must be registered highway or civil engineer, registered
under the laws of the State of Minnesota
County Assessor - must have accreditation as an assessor in the State of
Minnesota
These requirements must be met at the time of the closing date for filing an application.
APPOINTMENT PROCESS POLICY
RESOLUTION NO. 586
August 5, 1997
RESOLVED, that the Appointment Process Policy, as contained in Board File No.
57046, is hereby approved.
APPOINTMENT PROCESS POLICY
(as amended)
PURPOSE
St. Louis County contains a vast reservoir of talent and energy in its citizens. The
purpose of this policy is to tap this reservoir to benefit County Government. Further, by
promoting broad-based participation of citizens in the committees, boards and
commissions which advise County Commissioners and help set public policy, County
Government provides citizens an opportunity to influence County policy. Broad-based
participation also creates ambassadors for county programs and insures the diversity of
County residents is reflected in County decision-making. These residents provide role
models from various social, economic and cultural segments of the community.
This Appointment Policy is designed to be an objective process characterized by
increased access, fairness and equal opportunity, while preserving the qualitative and
discretionary elements necessary to appoint the best qualified candidates.
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ST. LOUIS COUNTY BOARD POLICIES
APPOINTMENT POLICY
CHAPTER 3
PROCEDURES
Appointments covered by this Appointment Policy are those which are made by the St.
Louis County Board as a whole, which have a fixed term (which has an end date and may
require a reappointment or new appointment), and are to a committee or task force of a
least one year. This policy does not apply to ex-officio appointments or appointments
designated to be filled by County Commissioners.
Advisory Committees and Boards
For all boards and committees which are advisory in nature, the Deputy County
Administrator will work with the Clerk of the Board to:
1. Develop and maintain a file of all boards and committees including information
on origin, duration, purpose, board composition, number of members, terms of
members, current membership roster and term expirations.
2. Prepare for year-end term expirations. The Clerk of the Board, with the
assistance from the department or division director, will prepare a list of
appointments for committee positions which are vacant. (This would include
year-end vacancies caused by term expirations, resignations and the creation of
new committees.) County Board members will be informed of these year-end
vacancies and will be invited to submit names for consideration. The Clerk of the
Board will advertise as appropriate for vacancies on given board or committees.
Should a vacancy occur midyear, the Clerk of the Board shall review any previous
applications and will contact these individuals to determine their interest. If no
previous applicants are interested, the vacancy will be advertised for appointment.
County Board members will be informed of these mid-year vacancies when they
occur and will be invited to submit names for consideration.
3. Distribute standardized applications to individuals wishing to apply and to
individuals being nominated by a Board member. Applicants may attach a
resume to the official application form if they desire.
4. Provide the County Board with a copy of the applications and any attached
resumes at least 3 weeks prior to placing the appointments on the Committee of
the Whole agenda, information, applications and other materials so that
appointments are made in a timely fashion, and according to the Appointment
Policy.
Committees or Boards Requiring Interviews
Appointments to the following committees have been specifically identified by the Board
as meriting Commissioner interviews: the Community Development Block Grant
Committee, the Planning Commission, the Civil Service Commission, and the Board of
Adjustment. For these specific committees or boards, and for any other committees the
Board so identifies, the Deputy County Administrator will work with the Clerk of the
Board to:
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APPOINTMENT POLICY
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1. Develop and maintain a file of all boards and committees including information
on origin, duration, purpose, board composition, number of members, terms of
members, current membership roster and term expirations.
2. Prepare for year-end term expirations. The Clerk of the Board, with the
assistance from the department or division director, will prepare a list of
appointments for committee positions which are vacant. (This would include
year-end vacancies caused by term expirations, resignations and the creation of
new committees.) County Board members will be informed of these year-end
vacancies and will be invited to submit names for consideration. The Clerk of the
Board will advertise as appropriate for vacancies on given boards or committees.
Should a vacancy occur midyear, the Clerk of the Board shall review any previous
applications and will contact these individuals to determine their interest. If no
previous applicants are interested, the vacancy will be advertised for appointment.
County Board members will be informed of these mid-year vacancies when they
occur and will be invited to submit names for consideration.
3. Distribute standardized applications to individuals wishing to apply and to
individuals being nominated by a Board member. Applicants may attach a
resume to the official application form if they desire.
4. The department or division director, in consultation with the Deputy County
Administrator, will establish the interview schedule.
5. Public notice will be given for all interview sessions in order to comply with the
open meeting law.
6. If no County Commissioners participate in the interview process, the department
or division director shall make a recommendation for appointment to a board or
committee.
7. The above procedures shall be completed promptly to ensure appointments are
made in a timely fashion and in accordance to the Appointment Policy.
8. The appointees shall be officially introduced to the County Board.
Eligible Applicants:
3.6
The application form will ask applicants whether they are County employees, have a
contract with the County, or work for a County vendor. In some instances, the Board
ST. LOUIS COUNTY BOARD POLICIES
APPOINTMENT POLICY
CHAPTER 3
may wish to appoint persons with less direct connection to the County. Where this is a
qualification either way, the solicitation for applicants for the particular appointment will
so state.
Since Commissioner districts are the basis for democratic representation on the St. Louis
County Board, whenever practical, all boards, committees and commissions will include
persons who reside in each of the Commissioner districts.
Preference in appointments will be given to residents of St. Louis County, but exceptions
may be made by the Board to include persons with exceptional qualifications.
NOTE: Some appointments are regulated by state or federal law or administrative rule.
When there is a difference between this Appointment Policy and rule or statute with
regard to an appointment, the rule or statute will prevail.
Effective Date:
This appointment policy is effective August 1, 1997, December 15, 2000 and supersedes
any previous policies or resolutions pertaining to appointments to committees, boards and
commissions.
APPOINTMENT PROCESS POLICY AMENDMENT
RESOLUTION NO. 171
March 14, 2000
RESOLVED, that the St. Louis Board Appointment Process policy, adopted August 5,
1997, by County Board Resolution No. 586, is hereby affirmed and amended to remove
the Community Development Block Grant (CDGB) Advisory Committee from the list of
committees requiring Commissioner interviews of candidates prior to appointment.
APPOINTMENT PROCESS POLICY AMENDMENT
RESOLUTION NO. 849
December 19, 2000
WHEREAS, the St. Louis County Board of Commissioners adopted the Appointment
Process Policy by Resolution No. 586, dated August 5, 1997, and contained in Board File
No. 57046.
NOW, THEREFORE, BE IT RESOLVED, the Board hereby amends the Appointment
Process Policy, as contained in Board File No. 57669.
(see strikeout changes to Appointment Process Policy, 97-586)
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ST. LOUIS COUNTY BOARD POLICIES
CONTRACTS
CHAPTER 4
LANGUAGE UNIFORMITY
RESOLUTION NO. 281
May 11, 1987
RESOLVED, that it shall be the policy of the St. Louis County Board to keep uniformity
in the language of all contracts with a like nature.
COUNTY ATTORNEY CONTRACT RESPONSIBILITIES
RESOLUTION NO. 355
May 17, 1988
RESOLVED, that the St. Louis County Board hereby sets the following policy:
All contracts will be subject to review and execution as to form and
content by the County Attorney.
HIGHWAY ENGINEER TO APPROVE CONTRACT CHANGE ORDERS
RESOLUTION NO. 867
November 5, 1991
RESOLVED, that the Highway Engineer/Public Works Director is hereby authorized to
approve contract change orders for public works road construction projects, and the
Purchasing Agent for all other projects, as follows:
1. Change orders for a project total of $12,500 for construction projects of less than
$50,000
2. Change orders for 25 percent of project cost not to exceed $50,000 total for all
other construction projects
RESOLVED FURTHER, that any contract change orders over this authorized amount
may be approved by the Highway Engineer/Public Works Director or Purchasing Agent,
as designated, if required to complete the project, but shall be reported with detailed
explanation to the County Board within five working days after approval.
RESOLVED FURTHER, that this resolution is subject to any authority granted by
subsequent contract of the County Board.
DELEGATION OF CONTRACTUAL AUTHORITY
RESOLUTION NO. 182
March 23, 1993
WHEREAS, pursuant to Minnesota Statutes 373.02, the powers of the County as a body
corporate and politic shall only be exercised pursuant to a resolution adopted by the
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CONTRACTS
CHAPTER 4
County Board; and
WHEREAS, pursuant to its corporate powers, the County Board may delegate certain
contractual powers to its employees and agents; and
WHEREAS, pursuant to Minnesota Statutes 393C.331, it shall be the duty of the
purchasing agent to purchase or contract for all supplies, materials, equipment, and
services required by any department, board, commission, or agency of the county.
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board of
Commissioners shall delegate to the County Purchasing Agent, the County
Administrator, and Department Heads the following contractual authority:
1. That County Department Heads shall have the discretion to enter into professional
services agreements if the expenditure is under $5,000. Agreements between
$5,000 to $10,000 require a written quote and then can be approved by the
signature of the County Administrator and the Chair of the County Board. Any
agreement over $10,000 requires the full approval of the County Board.
Further, until such time as a County Administrator is employed, only the signature
of the Chair of the Board will be required.
2. That all contracts for services involving the expenditure of funds must bear the
signature of the Purchasing Agent, in addition to the department head of the
contracting department, which signatures shall certify that funds are available for
the proposed agreement. The Purchasing Agent shall also execute a purchase
order which will serve as an encumbrance against the respective department's
budget for each service contract. Each purchase order shall indicate the specific
fund and item number for payment. The Auditor shall keep full and accurate
accounts of funds expended pursuant to Minnesota Statutes 385.04.
3. All contracts will be reviewed by the County Attorney or his designee for
approval as to form and execution.
RESOLVED FURTHER, that Resolution No. 169, adopted February 21, 1989, is hereby
rescinded in its entirety.
PROJECT LABOR AGREEMENTS
RESOLUTION NO. 255
May 4, 2004
WHEREAS, the St. Louis County Board of Commissioners is desirous of
efficient and timely completion of construction projects undertaken by St. Louis County;
and
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CONTRACTS
CHAPTER 4
WHEREAS, the courts have upheld the implementation of project labor agreements for
public projects; and
WHEREAS, project labor agreements facilitate the timely completion of projects
by: making available a ready and adequate supply of skilled craft workers; providing a
negotiated commitment which is a legally enforceable means of assuring labor stability
and labor peace over the life of a project; avoiding work stoppage following expiration of
a collective bargaining agreement between the union and an employer performing work
on the project and facilitating equal employment opportunities on a project.
NOW, THEREFORE, BE IT RESOLVED, that project labor agreements be
utilized by the County for all future construction projects, in excess of $150,000, unless
otherwise prohibited by law.
RESOLVED FURTHER, that the St. Louis County Board of Commissioners
hereby directs the St. Louis County Purchasing Director to utilize the Project Labor
Agreement, identified as County Board File No. 58235, or a variation of the Agreement
approved by the St. Louis County Attorney, for all future construction projects in excess
of $150,000.
RESOLVED FURTHER, that the Purchasing Director shall implement the Project
Labor Agreement by requiring adherence to the Agreement in the bid specifications and
all relevant bid documents.
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ST. LOUIS COUNTY BOARD POLICIES
DATA PRACTICES
CHAPTER 5
EMPLOYEE NONDISCLOSURE POLICY
RESOLUTION NO. 440
May 23, 1989
ST. LOUIS COUNTY EMPLOYEE NONDISCLOSURE POLICY
In your employment with St. Louis County, your duties may require that you work with
records containing private or confidential data/information or be given special access to
work areas, computer files, or proprietary material. This data, access, or ownership is
protected by law, policy or agreement regarding disclosure both at work and outside of
the office. The following sections are intended to acquaint you with the nature of these
restrictions.
DATA PRIVACY AND CONFIDENTIAL RESPONSIBILITIES
In the course of employment for the County, you may be working with and acquire
information about other persons which is private and/or confidential data. Under
Minnesota law, data which is private may only be shared or disclosed as provided by law.
All inquiries about private data must be referred to your supervisor unless there is clear
written authority to provide such information to any one other than employees of the
County who need such information to administer programs.
Minnesota Statutes, section 13.08 and 13.09 provide for employee disciplinary action and
criminal penalties for unlawful disclosure or sharing of private data. Disclosing data
includes using information obtained in connection with your employment in any manner
different from the scope of your specific duties.
You may not remove private and/or confidential data from the premises except as is
necessary to administer the program with which you are working, and then only with
your supervisor’s permission.
PHYSICAL - ACCESS
If you have possession of keys, cards, or any other security device used by St. Louis
County, you are authorized to use the key, card, or other device only in the course of your
employment. Any keys, cards, or other security devices issued to you are for your use
only, and you may not allow anyone else to use or duplicate them.
You must surrender any keys, cards, or other security devices issued to you immediately
upon separation from employment in the Department which issued such security devices.
A password required to access computer files is a security device.
You must protect and not disclose any passwords to anyone.
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ST. LOUIS COUNTY BOARD POLICIES
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You must notify your supervisor when you lose any security device (including
passwords) or have reason to believe that any security device or method has been
improperly used or compromised.
PURCHASED SOFTWARE
Some of the software acquired by the County is proprietary and is subject to a licensing
agreement or other restrictions. Therefore, any County employee or contractor who has
access to, or occasion to use such software, is subject to said licenses and restrictions.
Such restrictions include prohibitions on:
1. Copying the software for other than use on the specific computer(s) for which it
was licensed
2. Reproducing either the software or documentation and making it:
a. Available to any third party, or
b. Available for use on any non-County owned or operated computer
3. Altering the software in any way without authorization from supplier
4. Use of privately licensed software on County-owned computers
COMPUTER CRIME
Minnesota Statutes section 609.87-.89 define two types of computer crime. One is to
intentionally and without authorization physically damage or alter computer hardware,
computer software, stored data or a computer network. A second type of computer theft
is the unauthorized access to a computer or computer network, as well as unauthorized
possession of computer hardware, software, or data from a computer. Penalties, for both
types of crime, range up to ten years imprisonment and/or $50,000 in fines.
STATEMENT OF UNDERSTANDING
I hereby acknowledge that I have read and understand the conditions stated above. I
further understand that violation of the conditions may make me subject to disciplinary
action by my employer as well as prosecution under the provisions of Minnesota Law.
DATA PRACTICES MANAGEMENT POLICY
RESOLUTION NO. 743
September 22, 1998
WHEREAS, the Minnesota Data Practices Act, Minnesota Statutes Chapter 13, governs
data practices operations in county government; and
WHEREAS, Minnesota Statutes, Section 13.02, Subdivision 16, requires the County to
designate an individual as the Responsible Authority for management of data practices;
and
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ST. LOUIS COUNTY BOARD POLICIES
DATA PRACTICES
CHAPTER 5
WHEREAS, the St. Louis County department heads are responsible for the operation of
data management within their respective departments.
NOW, THEREFORE, BE IT RESOLVED, that the following policies shall be
established:
That the St. Louis County Administrator is designated as the Responsible
Authority for management of data practices within St. Louis County.
That the St. Louis County department heads may be designated as the
individuals responsible for data practices procedures within their
respective departments pursuant to the direction of the Responsible
Authority.
That the St. Louis County Attorney’s Office shall act as the legal advisor
regarding data practices procedures.
That County Board Resolutions No. 671, adopted September 10, 1979,
and No. 406, adopted June 9, 1980, governing data practice procedures are
hereby repealed.
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ST. LOUIS COUNTY BOARD POLICIES
DATA PRACTICES
CHAPTER 5
DRUG AND ALCOHOL-FREE WORKPLACE POLICY
RESOLUTION NO. 512
BOARD FILE NO. 53523
June 13, 1989
RESOLVED, that the St. Louis County Board of Commissioners hereby adopts the St.
Louis County Drug and Alcohol Free Workplace Policy as of June 13, 1989, copy on file
in County Board File No. 53523.
ST. LOUIS COUNTY DRUG & ALCOHOL-FREE WORKPLACE POLICY
INTRODUCTION - St. Louis County has a responsibility to its citizens to provide a safe,
productive work environment. The County also has a responsibility to assure that its
employees are providing services in a physically and psychologically fit manner. In
order to achieve these objectives, St. Louis County employees must be able to work in a
drug and alcohol-free working environment, and themselves be free from the effects of
drugs and alcohol while at work.
In recognizing that the health and wellness of employees is imperative to a productive
work environment, the County intends to focus on education, prevention and assistance
measures in striving to maintain a drug and alcohol-free workplace. The purpose of this
policy is to set forth the County’s rules regarding drugs and alcohol use and possession in
the workplace.
COVERAGE OF POLICY - The St. Louis County Drug and Alcohol-Free Workplace
policy is applicable to ALL St. Louis County employees, independent contractors and
volunteers or any individual representing the County in any capacity. It is the
responsibility of every County department to enforce all provisions of this policy.
Questions regarding the policy should be referred to the St. Louis County Civil
Service/Personnel Department. All coverage and intent of this policy is in accordance
with the provisions of the Drug-Free Workplace Act-1988.
DEFINITIONS -
“Alcohol and drug use” - defined as the use of mood altering drugs including but not
limited to forms of alcohol, narcotics, depressants, stimulants, hallucinogens, marijuana
or the use of prescription drugs which impair job performance
“Controlled substances” - defined as those substances of which the use, distribution or
possession is controlled by regulation or statute
“Impaired job performance” - defined as a situation in which an employee has impaired
alertness, coordination, reactions, responses or effort; if the employee’s behavior or
conduct is a safety or health threat; or if the employee’s behavior or conduct has the
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ST. LOUIS COUNTY BOARD POLICIES
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appearance of unprofessional, irresponsible conduct detrimental to the County’s public
image
“Employee” - defined as any person employed by the County
POLICY STATEMENTS:
1. St. Louis County prohibits the use, possession, sale or transfer of alcohol, or
controlled substances, identified by State or Federal laws, during all work hours,
on County owned property or whenever County work is being performed.
Exception: This policy statement does not apply to Sheriff’s Department
employees when the prohibited act or possession is performed in accordance with
Sheriff’s Department policy, and such use or possession is necessary in
connection with the investigation of illegal activities.
2. St. Louis County will provide to its citizens and employees a workplace free of
the use of drugs or alcohol. No employee or contractor of the County shall report
to work while impaired or influenced by alcohol, controlled substances or other
mood altering drugs. The County encourages employees in safety sensitive
positions to notify their supervisors if they are taking medically prescribed drugs
which may impair job performance.
3. St. Louis County prohibits any employee or contractor of the County from
operating, using or driving any equipment, machinery or vehicle in performance
of County work while impaired or influenced by the use of alcohol or drugs.
4. St. Louis County discourages employees from consuming or using alcoholic
beverages or controlled substances during lunch, dinner meals or break periods
when returning to work to perform work on behalf of the County.
5. St. Louis County requires, pursuant to the Drug-Free Workplace Act-1988 that an
employee must notify their supervisor of any criminal drug conviction for a
violation occurring in the workplace, within five (5) days of such conviction. The
County will notify the contracting/granting agency within ten (10) days of receipt
of an employee conviction notice.
6. St. Louis County requires that any employee who is called to work in a call-out
situation must notify his/her supervisor prior to starting work if they have
consumed alcoholic beverages, ingested controlled substances or taken
prescription drugs which may impair performance of duties. It will be the
responsibility of the employee’s supervisor to ask pertinent questions to determine
the employee’s ability to perform in a safe, fully functioning capacity. It will be
the responsibility of the Supervisor to document the authorization to come to
work.
7. St. Louis County requires that supervisors notify their Department Heads when
there is evidence or reasonable suspicion to believe that an employee has or may
have illegal drugs in his/her possession at work. It will be the responsibility of the
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ST. LOUIS COUNTY BOARD POLICIES
DRUG AND ALCOHOL
CHAPTER 6
Department Head or their designee to contact the appropriate law enforcement
agency to take action in these circumstances.
8. St. Louis County requires that any employee in violation of any of the provisions
of this policy will be subject to disciplinary action including possible termination.
Each situation involving a violation will be thoroughly investigated and action
taken on a case-by-case basis.
9. St. Louis County will take an active role in educating employees of the dangers
involved in drug and alcohol use and abuse. The County will continue to promote
and maintain efforts of the Health promotion and Employee Assistance Program
for the purpose of assisting and rehabilitating employees with drug or alcohol
related problems. Employees who may have an alcohol or drug abuse problem
are encouraged to seek a professional, confidential assessment from the Employee
Assistance program before the problem impacts on the employee’s ability to
perform the job.
10. St. Louis County Employees have a responsibility to abide by the provisions of
this policy. Any supervisor who observes an individual in violation of these
provisions shall document the circumstances, facts and observations made. A
departmental investigation shall then be conducted to determine the facts of the
situation. For safety reasons County employees have a responsibility to report
any situation on the job in which they observe an employee functioning under
impaired circumstances or have information indicating that an employee has
violated any provision of this policy. St. Louis County may require that any
employee in violation of any of the provisions of this policy participate in a
referral to the County’s Employee Assistance Program. Compliance with any
subsequent referrals for treatment programs will be mandatory.
NON DISCRIMINATION STATEMENT -
The St. Louis County Drug and Alcohol-Free Workplace Policy will be applied and
enforced without discrimination.
APPLICANT DRUG TESTING POLICY
RESOLUTION NO. 659
BOARD FILE NO. 57053
September 2, 1997
RESOLVED, that the Board authorizes pre-employment drug testing for all new hires in
accordance with the St. Louis County Applicant Drug Testing Policy, a copy of which is
retained in County Board File No. 57053. The policy is effective October 1, 1997.
ST. LOUIS COUNTY APPLICANT DRUG TESTING POLICY
I. INTRODUCTION
6.3
ST. LOUIS COUNTY BOARD POLICIES
DRUG AND ALCOHOL
CHAPTER 6
St. Louis County has a responsibility to its citizens and employees to provide a safe,
productive work environment and to assure that its employees are providing services in a
physically and psychologically fit manner. In order to achieve these objectives, St. Louis
County employees must be able to work in a drug-free working environment, and must
themselves be free from the effects of drugs while at work.
The purpose of this Policy is to set forth the County’s rules regarding applicant drug
testing.
This Policy is enacted pursuant to the Minnesota Drug and Alcohol Testing in the
Workplace Act (MS 181.950-181.957), and the federal Omnibus Transportation
Employee Testing Act of 1991 and the rules promulgated thereunder, and shall utilize the
statutory definitions of terms found within the laws. Testing procedures required under
federal law shall supersede state law procedures when mandated. This Policy will be
applied and enforced without discrimination.
II. POLICY APPLICATION
The St. Louis County Applicant Drug Testing Policy is applicable to all job applicants
not currently employed by St. Louis County. The Civil Service/Personnel Director shall
be the administrator of this Policy and shall be the authorized representative to arrange
for drug testing services; shall receive testing results; and shall provide notices, as
required, to individuals. It is the authority of the Civil Service/Personnel Director to
make determinations regarding the application and interpretation of the provisions of this
Policy.
III. PERSONS SUBJECT TO TESTING
All applicants conditionally offered employment shall be subject to testing for the
following drugs: marijuana, cocaine, amphetamines, opiates, phencyclidine (PCP) and
any other drug tests authorized by law.
No person will be tested for drugs without the person’s consent; however, refusal to be
tested shall result in the consequences indicated in Section V. “Refusal to Undergo
Testing and Adulterated Tests”.
IV. CIRCUMSTANCES FOR REQUESTING APPLICANTS TO UNDERGO
TESTING
Any applicant not currently employed by St. Louis County who is selected for
employment with the County will be offered employment conditioned upon the
completion of a drug test having negative results.
6.4
ST. LOUIS COUNTY BOARD POLICIES
DRUG AND ALCOHOL
CHAPTER 6
V. REFUSAL TO UNDERGO TESTING AND ADULTERATED TESTS
A. Right to Refuse Test
All applicants have the right to refuse to undergo drug testing. If an
individual refuses to undergo requested drug testing, no such test shall be
given. Adulteration of a test, attempts to delay the taking of the test, or
failure to take the test at the appointed time and place may be considered a
refusal to test.
B. Consequences of Refusal to Take Test
An applicant for a position in the classified civil service who refuses to
take a drug test shall be disqualified from further consideration for the
conditionally offered position, and the applicant’s name shall be removed
from ALL eligible lists and may be disqualified by the Civil
Service/Personnel Director from applying for positions in the classified
service with St. Louis County for a period of two (2) years.
An applicant for a position in the unclassified service who refuses to take
a drug test shall be disqualified from further consideration for the
conditionally offered position.
VI. TESTING PROCEDURES: APPLICANT RIGHT TO EXPLAIN TEST
RESULTS AND REQUEST A RETEST
A. Certified Laboratory
The County shall use a certified testing laboratory, licensed pursuant to
MS 181.953 and USDOT regulations, to test drug samples. Collection of
samples, handling, labeling, identification, and record keeping shall be
done pursuant to a uniform chain of custody procedure established by the
County.
The County shall use the split specimen method for drug testing.
Applicants must provide at least 45 ml of urine; 30 ml for the primary
specimen and 15 ml for the secondary, or split specimen. The applicant
shall complete the appropriate sections of the Chain-of-Custody (COC)
forms, initial and date the labels used to cover the specimen bottles, and
personally observe the labeling, handling and packaging of the specimens
by the medical staff person. Individuals will be allowed to provide
specimens in private, unless there is the threat of adulteration to the
specimen. The split specimen shall then be sent by overnight courier to
the laboratory.
The testing laboratory shall prepare a written report indicating the drugs or
their metabolites tested for in a sample, and whether the test produced
negative or positive test results. The laboratory shall send its report to the
6.5
ST. LOUIS COUNTY BOARD POLICIES
DRUG AND ALCOHOL
CHAPTER 6
Civil Service/Personnel Director within three working days following a
positive confirmatory test or a negative result on the initial screening test.
The laboratory shall retain properly stored test samples for at least six
months after a confirmatory positive test result.
B. Applicant Provided Information
An applicant who is requested to take a drug test shall be given the
opportunity to review this Policy and shall be provided with a copy of a
form upon which the individual will acknowledge that they have seen the
St. Louis County Applicant Drug Testing Policy.
C. Notice of Test Results
Within three working days following receipt of the Medical Review
Officer’s written report of the test results from the testing laboratory, the
Civil Service/Personnel Department shall inform the applicant in writing
of the following:
1. A negative test result on an initial screening or a positive test result
that has been verified by a confirmatory test;
2. The right to request and receive a copy of the test results report;
3. The right to request in writing, within three days after a notice of a
positive test result, a second confirmatory test of the original
sample at the applicant’s expense at the original testing laboratory
or another licensed testing laboratory, which retest shall be
arranged for by the County. The County shall inform the
laboratory of the request for a retest within three days of notice;
4. The right to submit further information that indicates any over-thecounter
or prescription medication that the individual is currently
taking or has recently taken and any other information relevant to
the reliability of, or explanation for, a positive test result to the
Medical Review Officer within three working days after notice of a
positive test result to explain that result;
The Civil Service/Personnel Department will immediately inform the appointing
authority in writing of a negative test result on an initial screening, or will inform the
appointing authority of a positive test result after the applicant’s information and retest
rights have been exhausted.
VII. PERSONNEL ACTIONS RESULTING FROM POSITIVE TEST RESULT
If an applicant’s positive test result is verified in a confirmatory test or in any
confirmatory retest requested by the applicant, the following action will occur, unless the
applicant has furnished a valid medical reason to the Medical Review Officer for the
positive test result.
6.6
ST. LOUIS COUNTY BOARD POLICIES
DRUG AND ALCOHOL
CHAPTER 6
CLASSIFIED POSITION:
The conditional offer of employment will be withdrawn, the applicant’s name will be
removed from ALL eligible lists, and the applicant may be disqualified by the Civil
Service/Personnel Director from applying for positions in the classified service with St.
Louis County for a period of two (2) years.
UNCLASSIFIED POSITION:
The conditional offer of employment will be withdrawn.
VIII. APPEALS PROCEDURES
Any applicant for a position in the classified civil service whose name is removed from
an Eligible Register may appeal to the Civil Service Commission. Under Civil Service
Rule 6.4, all appeals must be made in writing within ten (10) days of receipt of notice of
such removal.
IX. DATA PRIVACY
The purpose of collecting a body component sample of blood, breath or urine is to test
that sample for the presence of drugs. The name, initials and social security number of
the person providing the sample are necessary for the sample to be identified accurately
but confidentially. Information about medications and other information relevant to the
reliability of, or explanation for, a positive test result is requested to ensure that the test is
reliable and to determine whether there is a valid medical reason for any drug in the
sample. All data collected under this policy is intended for use in determining the
suitability of the applicant for employment and is classified as private data.
The employer will not disclose drug test reports and other information acquired in the
drug testing process to another employer or to a third party individual, governmental
agency or private organization without the written consent of the person tested, unless
permitted or required by law, court order, or judicial proceeding.
6.7
ST. LOUIS COUNTY BOARD POLICIES
EMERGENCY CONDITIONS
CHAPTER 7
EMERGENCY CONDITIONS POLICY
RESOLUTION NO. 907
BOARD FILE NO. 57090
December 9, 1997
RESOLUTION NO. 386
BOARD FILE NO. 58429
August 2, 2005
RESOLVED, that the Emergency Closings Policy is hereby amended to the
Emergency Conditions Policy, copy of which is on file in County Board File No. 57090,
effective December 9, 1997.
RESOLVED FURTHER, that the Emergency Conditions Policy, copy of which is
on file in County Board File No. 58429, is hereby amended effective August 2, 2005.
EMERGENCY CONDITIONS POLICY
EMERGENCY CONDITIONS DEFINED
This Policy may be implemented for emergency conditions within St. Louis County.
Procedures for responding to emergency conditions at County owned and/or operated
buildings are defined in facility specific Emergency Response and Evacuation Plans.
These plans include information concerning the delineation of authority during
impending emergency and imminent danger situations that may require immediate
evacuation or response by on-site personnel. Emergency conditions covered by this
Policy shall include:
1. Severe Weather: Severe weather conditions shall be defined as those conditions
which threaten the health/safety of employees at a work location or which create
conditions hazardous to the safety of the public in travel. Examples of severe
weather conditions include, but are not limited to, tornadoes or excessive winds;
severe blizzard conditions creating visibility near zero; road impasses caused by
severe icing or excessive accumulation of snow; or any other hazardous weather
conditions which may cause the cancellation of public transportation.
2. Power failure or other major failure of a mechanical system such as water or
heating within a County building or a building containing County employee work
sites when the failure is expected to last more than three (3) hours and/or
employee health or safety may be jeopardized by the inability to maintain a
functioning work environment.
3. Hazardous circumstances within or near a County building or place of
employment which could endanger the safety of employees. Examples of
7.1
ST. LOUIS COUNTY BOARD POLICIES
EMERGENCY CONDITIONS
CHAPTER 7
hazardous circumstances include but are not limited to, bomb threats, terroristic
threats, fire, explosion or imminent explosion, toxic substance spills or leakage,
accidental and severe damage to a building, and other similar circumstances.
Separate procedures entitled the “Emergency Response and Evacuation Plan”
exist for certain County owned and/or operated facilities. These plans provide
greater detail regarding evacuation of a building, or such other action as may be
necessary, in the event of an impending emergency or other situation presenting
imminent danger.
4. Other unforeseen and sudden circumstances of an emergency nature similar to
those listed above that significantly affect the health or safety of employees.
RESPONSIBILITY FOR DECLARING AN EMERGENCY CONDITION
Declaring an emergency condition shall be the joint responsibility of the Chair or Vice-
Chair of the County Board, and the County Administrator, or their designees.
Determination of the emergency condition will be made in consultation with the
Commissioner(s) representing the district(s) in which the emergency condition exists, if
this is practical.
NOTIFICATION OF EMERGENCY CONDITION
Upon determination that an emergency condition exists, the County Administrator or
his/her designee shall convey notice of the condition to County employees as follows:
If a determination is made to declare an emergency condition prior to the
commencement of the normal business day, notification shall be made by
6:30 am or as soon thereafter as possible, to the local media for public
announcements. Notification shall also be made to the department heads
or supervisors impacted by the decision. During times of severe weather,
it shall be incumbent upon employees to be aware of the emergency
condition prior to the start of a workday by reference to local radio and
television stations. With regard to other emergency conditions,
department heads or supervisors shall notify the employees in their
departments of the emergency condition as soon as reasonably possible.
If a determination is made to declare an emergency condition after the
commencement, but prior to the end, of a normal business day, notice
shall be conveyed to the media and to the department heads or supervisors
impacted by the decision. Department heads or supervisors shall notify the
employees in their departments of the emergency condition as soon as
reasonably possible.
NON-EMERGENCY EMPLOYEES
For the purpose of this Policy, the term Anon-emergency employees@ shall include all
County employees except those employees defined herein as Aemergency employees.@
7.2
ST. LOUIS COUNTY BOARD POLICIES
EMERGENCY CONDITIONS
CHAPTER 7
EMERGENCY EMPLOYEES
Department heads shall determine the number of employees designated as emergency
employees for their respective departments. Emergency employees must appear at
designated work sites during an emergency condition. For purposes of this Policy, the
term Aemergency employees@ shall include those employees working in certain job
classes, as set forth in the attachment to this Policy, in the following departments:
A. Sheriff B including 911 Communications, Law Enforcement, Emergency
Management, and Jail
B. Property Management
C. Public Works
D. Public Health & Human Services
E. Chris Jensen Health and Rehabilitation
EMPLOYMENT STATUS WHEN EMERGENCY CONDITION IS DECLARED
Except in rare circumstances, as determined jointly by the Chair or Vice-Chair of the
County Board, and the County Administrator, or their designees, County offices and
work sites will remain open when an emergency condition has been declared.
If an emergency condition is declared prior to the commencement of the normal business
day, all St. Louis County offices will open. However, non-emergency employees may
choose, on their own volition, to (1) report for work at their regularly scheduled time, or
(2) remain at home and use accrued vacation, personal leave, or compensatory time for
the day.
If an emergency condition is declared after the commencement of the normal business
day, all St. Louis County offices will remain open, except in rare circumstances.
However, non-emergency employees may choose, on their own volition, to (1) remain at
work, or (2) go home early and use accrued vacation, personal leave, or compensatory
time for the remainder of the day.
Emergency employees are required to appear at their designated work sites at their
normally scheduled times during emergency conditions. Emergency employees must
also report to work if they are called out to work during emergency conditions. Any
emergency employee who fails to report for work without good cause may be subject to
discipline.
In the rare instance when emergency conditions require the closing of a County office or
work site, emergency employees will be notified of the location of an alternative work
site to which they must report. Alternative work sites shall be identified by department
heads and shall be located as near to the employees' designated work site as is reasonably
possible.
7.3
ST. LOUIS COUNTY BOARD POLICIES
EMERGENCY CONDITIONS
CHAPTER 7
EMPLOYEE COMPENSATION
If a determination is made to declare an emergency condition prior to the commencement
of a business day, non-emergency employees who do not report to their work sites will
not be paid for their normal work hours during that day except by utilizing accrued
vacation, personal leave, or accrued compensatory time. Non-emergency employees who
report for work will receive their regular wages.
If an emergency condition is declared during the regular work hours, all employees will
be notified of that determination as soon as reasonably possible. Non-emergency
employees will then have the option of (1) remaining at work or (2) leaving the work site
and utilizing accrued vacation, personal leave, or compensatory time. Non-emergency
employees who remain at work will receive their regular wages.
If the emergency condition is such that the decision is made to close St. Louis County
offices and/or other work sites during regular working hours, all non-emergency
employees will be released and paid their regular wages for the entire work day.
Emergency employees shall report to their normal work sites, or to a designated
alternative work site, for their scheduled shifts. Any emergency employee not reporting
for work as scheduled or as otherwise required shall not receive compensation for the
day. However, a department head may authorize the use of vacation pay, personal leave,
or accrued compensatory time by an emergency employee unable to report to work
during an emergency situation, for good cause shown by the employee, on a case-by-case
basis, after review by the County Administrator.
Employees on sick leave status on the work day prior to the emergency condition may
utilize sick leave benefits on the day of emergency condition if the employee can show
that they would have been absent from work, regardless of the emergency condition,
because of their continuing need for sick leave use.
If, because of severe weather, any emergency or non-emergency employees choose to
remain at County offices or other work site after a decision to close the offices, they shall
not receive overtime compensation or compensatory time off unless their department
head ordered them to remain on site specifically to work during the emergency condition.
EMERGENCY PERSONNEL (revised list 2005)
Sheriff B 911 Communications
Emergency Communication Specialist
Electronic Systems Technician
7.4
ST. LOUIS COUNTY BOARD POLICIES
EMERGENCY CONDITIONS
CHAPTER 7
Sheriff B Law Enforcement
Deputy Sheriffs serving on patrol, in outlying areas and as Investigators
Deputy Sheriff-Sergeant
Deputy Sheriff B Lieutenant
Supervising Deputy Sheriff
Sheriff B Emergency Management
Emergency Management Administrator
Civil Defense Coordinator
Sheriff B Jail Division
Deputy Sheriff B Corrections Officer
Deputy Sheriff Sergeant B Corrections
Assistant Administrator B Operations
Assistant Administrator B Security
Jail Corrections Administrator
Cook B Jail
Cook Supervisor B Jail
Jail Program Operations Coordinator
Property Management
Assistant Building Superintendent
Building Maintenance Crew Leader
Head Janitor
Public Works
Highway Engineer/Public Works Director
Deputy Public Works Director
Assistant County Highway Engineer
Highway Division Superintendent
Highway Maintenance Supervisor
Road and Bridge Shop Supervisor
Sign Supervisor
Blacksmith
Principle Engineer (Bridge Division)
Bridge Supervisor
Bridge Superintendent
Bridge Worker
Bridge Worker Senior
Equipment Operator Junior
Equipment Operator Senior
Heavy Equipment Mechanic
Storekeeper I
7.5
ST. LOUIS COUNTY BOARD POLICIES
EMERGENCY CONDITIONS
CHAPTER 7
Storekeeper II
Principle Engineer (Traffic Division)
Sign Technician
Public Health & Human Services
King Manor and MidTowne II
Board & lodging Care Assistants
Community Food Service
Supervising Dietitian
Food Service Helper
Cook I and II
Chris Jensen Health & Rehabilitation
All job classes and all employees
County Laundry
Laundry Manager
Stationary Engineer
Laundry Worker I
Laundry Worker II
Equipment Operator
7.6
ST. LOUIS COUNTY BOARD POLICIES
EMPLOYEE ASSISTANCE
CHAPTER 8
VOLUNTARY PAYROLL DEDUCTION TO ASSIST CO-WORKER IN NEED
OF ORGAN TRANSPLANT
RESOLUTION NO. 174
March 13, 1990
RESOLVED, that St. Louis County employees are hereby authorized to designate a
voluntary payroll deduction for the purpose of assisting a named St. Louis County
Employee/Retiree in need of an organ transplant.
EMPLOYEE TUITION REIMBURSEMENT POLICY & PROCEDURE
RESOLUTION NO. 521 ** Tuition Reimbursement currently not offered**
BOARD FILE NO. 55575
June 28, 1994
BE IT RESOLVED, that St. Louis County approves an Employee Tuition
Reimbursement Program for 1994 and that such program be administered by Employee
Development staff pursuant to a June 15, 1994, dated policy and procedure document, a
copy on file in County Board File No. 55575
BE IT FURTHER RESOLVED, that the 1994 funding for the Employee Tuition
Reimbursement Program not exceed $20,000 and be allocated from the Employee
Development Budget
ST. LOUIS COUNTY TUITION REIMBURSEMENT POLICY & PROCEDURE
1. Purpose: St. Louis County has a major interest in developing a well-trained,
highly-skilled workforce. The County’s objective is to assure that county services
are provided in a cost effective manner and that the county maintains a competent
employee workforce. To aid in this, the county offers a tuition reimbursement
program for employees. Education shall consist of all courses for credit, associate
degree programs, vocational training and other certified and approved courses.
The goal of the Employee Development Program shall be to improve the quality
of personnel services rendered to the county and to provide further development
of occupational skills and knowledge to meet current and future county needs.
2. Eligibility: Permanent full time and permanent part time employees are eligible
for this program. (Employees who work less than full time will be reimbursed on
a pro-rated basis in terms of hours worked in an average pay period.) The course
of study must be job-related or must benefit the employee or the county in a
future work assignment. Courses must be approved prior to registration.
3. Conditions: Tuition aid will apply only to courses which are judged to be in the
best interest of the county, or pertain directly to the employee’s present or likely
future work goals or assignments. Applications will be accepted up to six weeks
prior to the beginning of the course. Attendance and other study requirements
8.1
ST. LOUIS COUNTY BOARD POLICIES
EMPLOYEE ASSISTANCE
CHAPTER 8
must be on the employee’s own time. Employees are encouraged to use vacation
time, compensatory time, personal leave or flex time to attend courses. If
department approval is not granted to an employee making application, the
employee is eligible to appeal to the employee development advisory committee.
Current training or training received prior to the enactment of this policy is not
reimbursable under this program. Participation in the program in no way
guarantees promotion, transfer or continued employment with the County.
However, departments will be encouraged by administration to utilize any new
skill, training or degree obtained by employees.
4. Procedure: Prior to course registration, an employee must complete an
Application for Tuition Reimbursement; secure approval signature from the
department head or designee; and route the application to the office of Employee
Development. Upon approval of Employee Development, employees will be
notified and a tuition reimbursement form will be sent to the employee. Upon
successful completion of the course, an employee must submit an employee
reimbursement voucher with receipts for payment of tuition, and a copy of the
grade received for this course. Employees will then be reimbursed for 80% of the
total cost of the course.
5. Fee and Reimbursement Policy: With prior approval by the department head or
designee and final approval by the Employee Development Program, and upon
receipt of successful completion of the course (minimum of “C” or “Pass” for
undergraduate courses and “B” for graduate courses), 80% of tuition or course
fees will be reimbursed. Books, other fees and personal expenses are not
reimbursable items. Employees are eligible for a maximum of $1,000 per year.
EMPLOYEE ASSISTANCE PROGRAM POLICY
RESOLUTION NO. 200
March 19, 1996
RESOLVED, that the Chair of the Board, County Auditor, Civil Service Director, and
County Attorney are authorized to execute a contract in the amount of $20,304.00
payable from Fund 01, Department 63 with Lutheran Social Services Lifeworks
Employee Assistance Program, a copy of which is on file in Contract File No. 96-147.
RESOLVED FURTHER, that the Employee Assistance Program Policy as on file in
County Board File No. 56786 is hereby adopted.
ST. LOUIS COUNTY EMPLOYEE ASSISTANCE PROGRAM POLICY
St. Louis County and its employees’ unions recognize that a wide range of problems not
directly associated with one’s job function can have an effect on an employee’s job
performance. In most instances, the employee will overcome such personal problems
8.2
ST. LOUIS COUNTY BOARD POLICIES
EMPLOYEE ASSISTANCE
CHAPTER 8
independently. In other instances, employees may need help in resolving these problems.
The County and Unions believe it is in the best interest of the employee and the
employee’s family to provide a service which deals with such persistent problems.
Therefore, under the auspices of St. Louis County and in agreement with the unions, the
Civil Service/Personnel Department will be responsible for providing Employee
Assistance Program services for County employees and immediate family members by
contracting with an Employee Assistance Program provider. The County and the Unions
recognize that unresolved problems affecting the employee’s job performance reduce
productivity, resulting in an increase of expenses to the County and a decrease in services
to the public.
1. The County and the Unions recognize that any human problem may be
successfully treated provided it is identified in its early stages and referral is made
to an appropriate caregiver.
2. When an employee’s job performance or attendance is unsatisfactory and the
employee is unable or unwilling to correct the situation, it is an indication there
may be some cause outside of the realm of his/her job responsibilities which is the
basis of his/her problem. Employees will receive careful consideration and an
offer of assistance to help resolve such problems in an effective and Confidential
manner. Their job, future and reputation will not be jeopardized by utilizing this
employee service.
3. Employee’s problems causing unsatisfactory job performance will be handled
within the employer’s established health and personnel administrative procedures
and all records will be kept in confidence. Confidentiality will apply for all
records of any community caregiver involved.
4. In instances where it is necessary, upon certification of the attending physician or
caregiver the employee may use sick leave for treatment or rehabilitation. When
an employee has no accumulated sick leave, he may use comp time, vacation,
personal leave, or leave without pay in accordance with the Civil Service Rules
and Regulations, Merit System Rules and Regulations, and unions’ collective
bargaining agreements.
5. Employees who have a problem which they feel may affect work performance are
encouraged to voluntarily seek counseling and information on a confidential basis
by contacting a designated resource. Employees shall be informed by their
supervisors of this service.
6. It will be the responsibility of the employee whether or not to comply with the
referrals for diagnosis of his/her problem and to cooperate and follow the
recommendations of the diagnostician or counseling agent.
7. Since employee work performance can be affected by the problem of the
employee’s spouse or other dependent’s, the program is available to the families
of our employees as well.
8. When an employee’s job performance or attendance continues to be
unsatisfactory and the employee is unable or unwilling to correct the situation,
disposition of the matter will proceed in accordance with the Civil Service Rules
8.3
ST. LOUIS COUNTY BOARD POLICIES
EMPLOYEE ASSISTANCE
CHAPTER 8
and Regulations, Merit System Rules and Regulations and the Union collective
bargaining agreements.
PROCEDURE
Essentially, the program consists of four phases as follows:
A. Identification of a problem by the employee or supervisor that could potentially
effect or is effecting job performance.
B. Referral of the employee to the Employee Assistance Program provider.
C. Define the problem and provide the employee with several possible treatment
sources (a minimum of three if possible).
D. Employee chooses and contacts a treatment source.
E. Counseling, treatment and follow-up as needed to resolve the problem.
The success of this program will result in an increase in productivity and services to the
County and the public, but most of all, it will have allowed the employees the opportunity
to improve their work relationships, their job satisfaction and their overall quality of life.
8.4
ST. LOUIS COUNTY BOARD POLICIES
EMPLOYMENT PRACTICES
CHAPTER 9
DEPARTMENT HEAD MAY ASSIGN WORK IN HIGHER CLASSIFICATION
RESOLUTION NO. 1010
December 11, 1978
RESOLVED, that any Department Head may assign an employee to do work in a higher
classification, but cannot require them to do so.
RESOLVED FURTHER, that Resolution No. 958, adopted November 13, 1978, is
hereby rescinded.
SERVICE RATINGS FOR EMPLOYEES RESPONSIBLE TO BOARD OF
COMMISSIONERS
RESOLUTION NO. 116
February 12, 1979
RESOLVED, that service ratings for those employees directly responsible to the Board of
Commissioners be referred to each board member for completion, whereupon receiving
completed questionnaires, an average be then taken to determine service rating.
PUBLISHING OF EMPLOYEE SALARIES
RESOLUTION NO. 257
April 26, 1982
RESOLVED, that pursuant to Minnesota Statutes 375.17, Sections 1 and 2, St. Louis
County will not publish the names and amounts of salaries and expenses paid to
employees, but shall publish the totals of disbursements for salaries and expenses.
RESOLVED FURTHER, that the county commissioners and the department heads'
salaries shall be published by name, title, and total amount of compensation received for
the year.
NON-DISCRIMINATION ON THE BASIS OF HANDICAP OR DISABILITY
RESOLUTION NO. 657
October 9, 1984
RESOLVED, that the St. Louis County Board of Commissioners, consistent with its
resolve to assure equal opportunity in providing public services and employment, does
hereby affirm its policy of non-discrimination on the basis of handicap or disability status
in the access and admission to and participation in County programs, services and
benefits.
9.1
ST. LOUIS COUNTY BOARD POLICIES
EMPLOYMENT PRACTICES
CHAPTER 9
COUNTY BOARD NOT REQUIRED TO REVIEW ENTRY LEVEL POSITIONS
RESOLUTION NO. 418
June 24, 1985
RESOLVED, that the St. Louis County Board, upon the recommendation of the St. Louis
County Officials Organization, rescinds Resolution 782, dated November 14, 1983, that
required that all entry level positions be reviewed by the County Board. This Resolution
is effective for all positions that become vacant subsequent to June 24, 1985. All
positions that became vacant prior to that date must still have County Board approval
prior to being filled.
SEXUAL HARASSMENT POLICY
RESOLUTION NO. 103
BOARD FILE NO. 52731
February 23, 1987
WHEREAS, the St. Louis County Board of Commissioners did adopt, on December 8,
1980, by Resolution No. 830, a policy relating to sexual harassment in the work place;
WHEREAS, the County Board desires to revise the sexual harassment policy;
NOW, THEREFORE, BE IT RESOLVED, that the County Board does adopt a revised
sexual harassment policy, as contained in County Board File No. 52731, on file in the
office of the County Auditor; effective immediately.
RESOLVED FURTHER, that the Civil Service Director shall notify all employees of the
revised sexual harassment policy.
SEXUAL HARASSMENT POLICY STATEMENT
Discrimination on the basis of race, color, religion, sex or national origin is a violation of
Section 703 of Title VII of the Civil Rights Act and Minnesota Statutes 363. Sexual
harassment is a form of sex discrimination.
Sexual harassment has been defined by the Equal Employment Opportunity Commission
as “Unwelcome sexual advances, requests for sexual favors, and other verbal or physical
conduct of a sexual nature when (1) submission to such conduct is made either explicitly
or implicitly a term or condition of employment; (2) submission to or rejection of such
conduct by an individual is used as the basis for employment decisions affecting the
individual; or (3) such conduct has the purpose of effect of unreasonably interfering with
an individual’s work performance or creating an intimidating, hostile or offensive
9.2
ST. LOUIS COUNTY BOARD POLICIES
EMPLOYMENT PRACTICES
CHAPTER 9
working environment.” Employee conduct which results in the sexual harassment of
employees will not be tolerated. Employees engaging in such conduct may be subject to
disciplinary action.
It is the responsibility of every department head and supervisor to effectively implement
compliance with this policy. Any employee whose conditions or status of employment is
being affected by the unwelcome sexual advances of individuals in the workplace should
communicate that such behavior is offensive to him/her. The employee should then bring
the matter to the attention of a higher authority within the department or contact the Civil
Service Director.
All complaints of sexual harassment will be investigated and resolved in accordance with
the provisions of the Employment Discrimination Complaint and Investigation
Procedures as established by the St. Louis County Civil Service Department.
EQUAL EMPLOYMENT OPPORTUNITY POLICY
RESOLUTION NO. 104
BOARD FILE NO. 52732
February 23, 1987
RESOLVED, that the St. Louis County Board of Commissioners, consistent with its
resolve to provide fair and equitable treatment in all conditions of employment for
employees and job applicants, does hereby adopt a policy relating to equal employment
opportunities, as contained in County Board File No. 52732, on file in the office of the
County Auditor, effective immediately.
RESOLVED FURTHER, that the Civil Service Department shall establish a procedure
relating to the filing of and investigation of employment discrimination complaints.
CONFLICT OF INTEREST/CODE OF CONDUCT POLICIES
RESOLUTION NO. 620
BOARD FILE NO. 53546
July 25, 1989
RESOLVED, that the St. Louis County Board of Commissioners hereby adopts the
Conflict of Interest/Code of Conduct Policies, a copy of which is on file in the office of
the County Auditor, identified as Board File No. 53546.
RESOLVED FURTHER, that the St. Louis County Board of Commissioners hereby
adopts the following as their Mission Statement and rescinds that Mission Statement
adopted by Resolution No. 211 of April 13, 1987:
9.3
ST. LOUIS COUNTY BOARD POLICIES
EMPLOYMENT PRACTICES
CHAPTER 9
"The mission of St. Louis County is to provide its people those services
mandated and/or expected by its citizens so as to provide a good quality of
life."
CONFLICT OF INTEREST - CODE OF CONDUCT
ST. LOUIS COUNTY MISSION STATEMENT
“The mission of St. Louis County is to provide to its people those services mandated
and/or expected by its citizens so as to provide a good quality of life.”
In order to achieve the mission of St. Louis County, the Board has identified a service
strategy and statement of values for all its employees to follow.
ST. LOUIS COUNTY’S SERVICE STRATEGY
“Working together, serving people”
The service strategy incorporates five core values essential to the successful achievement
of the St. Louis County mission. These five core values are:
Walk in your customer’s shoes. The only real way for an organization to understand its
customer’s needs is to experience the process. It is essential that each individual within
the organization be empathetic to the needs and concerns of the customer.
Consider the big picture - then act! Providing quality service means understanding how
each element of an organization works in concert to achieve desired ends. Analysis can
only go so far, however, and action must be taken to follow through.
Take pride in performance. In the service industry an individual’s performance is
measured by the satisfaction of the customer. Each employee must feel confident in
signing their name to their work.
We can do that. Believing in yourself and in one’s own ability to perform engenders that
“can do” attitude. Accomplishments can be limitless.
Employees are also customers. It is imperative that each employee treat others within the
organization with respect and dignity for the job they are doing this collective effort can
result in satisfaction for all.
Administration of Conflict of Interest Policy. It is the responsibility of each
official/employee to identify the potential for conflict of interest and to avoid such
situations. Employees should be specifically aware of situations addressed in Minnesota
Statutes 382.18, 471.87, 282.016, and 15.054. The official/employee shall bring the issue
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of a potential conflict of interest to the attention of the County Administrator, County
Attorney, or the employee’s immediate supervisor upon identification of the conflict.
Should the matter not be resolved between the employee and immediate supervisor the
issue shall be brought to the department head for resolution in consultation with the
County Administrator and the County Attorney. The record keeping duties for
administration of the conflict of interest policy shall be the responsibility of the personnel
department.
Departmental Codes. Individual departments may establish more restrictive policies,
provided they are consistent with the intent of this general policy.
Violation of These Provisions. The violation of any of the provisions of the conflict of
interest policy shall be grounds for disciplinary action. Officials/employees may still be
subject to civil or criminal penalties in accordance with law.
It is the intent of St. Louis County, through the establishment of a mission statement and
principles of conduct, to preserve the public’s trust and confidence. A consideration vital
to such trust and confidence is the issue of conflict of interest. The goal of the St. Louis
County conflict of interest policy is to recognize and eliminate those situations of
conflict, potential conflict or the appearance of conflict of interest. The following
identifies the major areas where conflict of interest may arise:
Outside Employment. Any outside employment may not conflict with an
employee’s/official’s job duties. A conflict occurs when the employee/official has the
opportunity to affect the outcome of County decisions which may directly or indirectly
benefit them through their outside employment.
Government Data Use. The appropriate and proper use of government data to assure the
security and the personal privacy of all citizens is of utmost importance. St. Louis
County officials/employees are prohibited from using privileged government data
obtained through their position to further their own private interests.
Financial Interests. An official/employee shall not use his or her position to influence the
purchase of services or products, when immediate family members defined as spouse,
child, sibling, parent or grandparent, have a financial interest, direct or indirect, in the
supplier, contractor or provider.
Service on Boards and Commissions. Appointed County employees are encouraged to
serve their communities through advising roles on boards or commissions. However,
they may serve only in an ex-officio capacity on the governing boards of agencies or
companies which provide services or products to the County, when their position in the
County allows them to influence the contracts with the agency or company.
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Acceptance of Gifts or Favors. County officials/employees shall not accept gifts,
gratuities or other favors (except nominal items of value less than approximately $25.00)
from persons, agencies, businesses, contractors or organizations which contract for
supplies, services or products to the County.
Use of County Time, Property and Information. Officials/employees of the County shall
not use County time, supplies, property or equipment for anything other than official
County business, except as provided by County resolution.
ST. LOUIS COUNTY PRINCIPLES OF CONDUCT
In order to provide a framework for the attainment of the St. Louis County mission and to
provide the environment for the values to be upheld, the following principles of conduct
are established. These principles are set down as a guide to each employee’s conduct
concerning the affairs of St. Louis County.
Impression of Influence. Officials/employees of the County should conduct their official
and personal affairs in a manner which gives a clear indication they cannot be improperly
influenced in the performance of their official duties.
Public Confidence. Officials/employees of the County should conduct themselves so as
to maintain public confidence in their professional abilities.
Equal Treatment to All Citizens. It is the obligation of each official/employee of the
County to grant no special consideration, treatment or advantage to any citizen beyond
that which is available to all others.
Responsibility to the Organization. Each official/employee is expected to function as a
part of the whole, being a representative of the entire County. This organization-wide
view should be fostered through forthright communication between officials and
employees, as well as among departments and agencies.
Use of Official Position. Employees/officials of St. Louis County should not use their
official position to secure benefits, privileges, exemptions or advantages which are
different from those available to the general public.
ST. LOUIS COUNTY WORK ENVIRONMENT - FAMILY NEEDS/ISSUES
RESOLUTION NO. 722
October 2, 1990
RESOLVED, that the St. Louis County Board of Commissioners hereby adopts the
following policy statement:
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"St. Louis County, as a progressive employer, supports its employees,
their families, and the work they accomplish by providing an atmosphere
conducive to meeting family needs. Consistent application of progressive
policies demonstrates a caring attitude and provides employees with
emotional and educational support for addressing family issues."
RESOLVED FURTHER, that this policy will be evaluated for its effectiveness at the end
of six months and at the end of one year following adoption.
CIVIL SERVICE DIRECTOR MAY AUTHORIZE EMPLOYMENT AT ANY
STEP
RESOLUTION NO. 362
May 5, 1992
RESOLVED, that the Civil Service Director may authorize the employment of a
candidate for employment at any step in the grade level, and subsequently report such
action to the County Board.
OUT OF CLASS WORK ASSIGNMENT POLICY
RESOLUTION NO. 762
BOARD FILE NO. 55088
October 12, 1993
RESOLVED, that the County Board adopts the Out-of-Class Work Assignment Policy as
on file in County Board File No. 55088.
OUT OF CLASS WORK ASSIGNMENT POLICY
Policy: In order to accomplish the duties and responsibilities assigned in a position which
is unoccupied due to the temporary, short-term absence of an incumbent, an employee in
a position allocated to a lower salary grade may be assigned to perform all or part of the
duties of the vacant position. If the employee having newly assigned job duties is
required to perform a majority of the duties and responsibilities that serve as the basis for
the higher grade allocation of the vacant position for more than five days, the employee
shall be considered to be working “out-of-class” and shall receive an Emergency
Appointment to the higher classified position. (Reference CS Rule 7.6)
Procedure:
1. When a position is vacant due to a temporary, short-term absence of the
incumbent, the supervisor must determine if the duties and responsibilities of the
vacant position, or a portion of the duties, must be performed during the
incumbent’s absence
2. If all of the duties and responsibilities of the vacant position must be performed,
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and an employee in a lower classified position is assigned to do the duties of the
vacant position, an out-of-class work assignment occurs
3. In considering an out-of-class assignment for a lower classified employee, the
supervisor must determine if the employee is qualified to perform the duties and
responsibilities of the vacant position. If not, the duties cannot be assigned this
employee
4. If only a portion of the duties and responsibilities of the vacant position must be
performed during the incumbent’s absence, the supervisor must determine if the
lower classified employee assigned to do some of the duties of the vacant position
is working out-of-class. To determine if an employee is working out-of-class a
supervisor should use the following guidelines:
a. Compare the job description of the vacant position with the job description
for the lower classified employee. If the newly assigned duties and
responsibilities are within the scope of the lower classified position, No
out-of-class work assignment has occurred. In making this determination,
contact the Civil Service/Personnel Department for assistance.
b. If, upon reviewing the duties and responsibilities assigned from the vacant
position to the lower classified position, it is determined that the newly
assigned duties actually serve as the basis for the higher grade allocation
of the vacant position, such assignment is considered an out-of-class work
assignment
5. If it is determined that an out-of-class assignment is required, the employee
assigned to work out-of-class must be given an Emergency Appointment to the
vacant position. The supervisor must prepare a brief memo documenting the
circumstances and start date of the out-of-class work assignment, and submit
same attached to CS Form 63-B (Appointment) to the Civil Service/Personnel
Director.
6. Employees may not assume the responsibilities of a vacant position without
supervisory approval. If the distinct and significant job activities assigned in the
vacant position must be performed, the appointing authority shall initiate
reassignment of the duties and responsibilities of the vacant position
7. When it is necessary to replace a supervisor on a short-term basis, out-of-class
pay is justified if the assigned employee is required to perform the supervisory
functions of the vacant position. In most cases, the supervisory duties of a vacant
position would be assigned to another supervisor in a similar or higher job class
8. Dual-class appointments are processed under the regular appointment procedure
and are not covered by this Policy
NON-DISCRIMINATION POLICY
RESOLUTION NO. 920
BOARD FILE NO. 55187
December 21, 1993
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RESOLVED, the County Board adopts the Non-Discrimination Policy, as on file in
County Board File No. 55187
NON-DISCRIMINATION POLICY
It is the intent of the St. Louis County Board of Commissioners to assure that every
individual have access to St. Louis County facilities, programs and employment
opportunities without regard to race, creed, color, religion, age, sex, disability, marital
status, public assistance status, sexual orientation or national origin. St. Louis County
further desires to comply with the Americans With Disabilities Act, Title VII of the Civil
Rights Act of 1964, the Minnesota Human Rights Act, St. Louis County Civil Service
Law and all other applicable federal and state laws prohibiting discrimination in
employment or in the provision of services.
EMPLOYEE RECOGNITION POLICY
RESOLUTION NO. 124
February 15, 1994
WHEREAS, the St. Louis County Board of Commissioners states that it is important to
recognize and reward employees for outstanding performance, achievements, and
continued service; and
WHEREAS, St. Louis County, through its Service Leadership Program, established an
Employee Recognition Committee and subsequent Employee Recognition Program to
acknowledge individual and group excellence, cost savings, and community
contributions; and
WHEREAS, the County Board desires to have a comprehensive and formal recognition
policy which, in addition to acknowledging the achievements of the current Employee
Recognition Program, will also provide guidance to recognizing employees and outside
agencies for other significant achievements such as years of continued service to the
County, participation in wellness/health improvement activities, and other activities
deemed appropriate and worthy of recognition.
NOW, THEREFORE, BE IT RESOLVED, that the County Board does hereby establish
the following as its Recognition Policy:
1. The recognition must have a public purpose, that is, the County is the primary
beneficiary of the works and achievements of the employee, and/or outside
agencies
2. Recognition which attempts to reward employees and/or outside agencies as a
means to rectify salary inequities or provide an incentive for retaining an
employee is prohibited
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3. The County Board authorizes recognition by awarding nominal gifts. The
nominal gifts may include, but are not limited to, such items as follows:
Certificates, plaques, pins, coffee mugs, t-shirts, gift certificates, and savings
bonds. As in current County practices, the County Board will pay the tax
implication associated with any awards on behalf of the County employee
4. As a means of providing a check on the recognition the County Board requires the
County Administrator to annually report to the County Board the following: 1) a
list of all County employees and agencies which have been recognized during the
current year; 2) The category/description of recognition; and 3) The recognition
award, if applicable.
RECOGNITION UPON DEATH OF EMPLOYEE
RESOLUTION NO. 567
July 12, 1994
RESOLVED, the County Board hereby amends Resolution No. 124 adopted February 15,
1994, establishing an Employee Recognition Policy, by adding a provision dealing with a
death of an employee. The addition to the Employee Recognition Policy is as follows:
Upon the death of a current employee the Administrator on behalf of the County Board
shall cause a letter of condolence to the family to be written, signed by the Chair of the
County Board, and mailed to the family of the deceased employee. Further, the
Administrator is authorized to order on behalf of the County flowers or another suitable
memorial of nominal value for presentation at the funeral, wake, or other service, or to
the family of the deceased. The condolence letter and memorial shall be the exclusive
official recognition upon the part of the County; and no other expenditure of funds will
be authorized.
POSITIONS ADDED DUE TO GRANT/TEMPORARY DOLLARS
RESOLUTION NO. 783
October 4, 1994
RESOLVED, that it shall be the official policy of the St. Louis County Board of
Commissioners that any personnel positions added due to grant funding or temporary
increases in allocated dollars, shall be discontinued at the same time the grant funding
discontinues or temporary increases in allocated dollars return to normal levels, unless
the program/positions have been reviewed and approved for continued funding by the
County Board prior to the cessation of the grant.
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AFFIRMATIVE ACTION
RESOLUTION NO. 1001
BOARD FILE NO. 52732
December 27, 1994
RESOLVED, that pursuant to the recommendation of the Civil Service/Personnel
Department, the revised St. Louis County Affirmative Action Plan be approved, copy on
file in County Board File No. 55945.
See: Affirmative Action, Resolution No. 266, Board File No. 57368, Dated April
26, 1999.
See Also: Affirmative Action, Resolution No. 526, Board File No. 57797, Dated
August 14, 2001.
See Also: Affirmative Action, Resolution No. 493, Board File No. 58454, Dated
October 4, 2005.
EQUAL EMPLOYMENT OPPORTUNITY POLICY STATEMENT
It is the policy of St. Louis County to provide equality of opportunity in employment to
all employees and applicants for employment in accordance with equal employment/
affirmative action laws, directives and regulations. It is the intent of the Board of
Commissioners of St. Louis County to assure that every individual making application
for employment or presently in the employ of the County be considered on the basis of
individual merit, without discrimination or favor due to race, color, creed, religion,
national origin, sex, disability, age, marital status, or status with regard to public
assistance.
In furtherance of this policy, St. Louis County will take affirmative action to provide
employment practices free of discrimination. Such employment practices include, but are
not limited to, recruitment, selection, promotion, job assignment, demotion, transfer,
layoff, recall, termination, training, rates of pay or other compensation. It is the
responsibility of every department head and supervisor to cooperate in the
implementation of this policy.
EMPLOYMENT VACANCIES : MOVING EXPENSE LIMITS
RESOLUTION NO. 884
November 28, 1995
RESOLVED, that for vacant positions that the St. Louis County Board is responsible for
approval of the position announcement, the job specification, and the appointment of an
employee; and consideration of payment of moving expenses is included in the approved
position announcement, payment of reasonable moving expenses is hereby authorized not
to exceed $6,000.
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RESOLVED FURTHER, that said moving expenses will be a charge on the budget of the
Department into which the employee is hired.
PERSONAL USE OF COUNTY TELEPHONIC EQUIPMENT
RESOLUTION NO. 413
May 27, 1997
WHEREAS, on July 25, 1989, through Resolution No. 620, the St. Louis County
Board established a Conflict of Interest and Code of Conduct Policies, which provided in
part: “Officials/employees of the County shall not use County time, supplies, property or
equipment for anything other than official County Business, except as provided by
County Resolution”, and
WHEREAS, by law all expenditures of County funds require a public purpose;
and
WHEREAS, technological and administrative changes have occurred at the
County and its business environment;
NOW, THEREFORE, BE IT RESOLVED, that the Board adopts the following
policy statement with regard to personal use of County telephonic equipment and
reimbursements to employees for business use of their private equipment:
POLICY
The Board recognizes that telephonic and financial resources of the County are
limited and that employees/officers, hereinafter referred to as employees, may on
occasion have a need to make personal calls using County equipment or time. However,
such calls shall be limited in number and time in accordance with county/departmental
policies and common sense, and shall be conducted in such a manner as to limit the
interruption of County business.
In no case may an employee utilize County telephone equipment to conduct a
private business.
There are two basic types of calls: 1) Unmetered calls - for example local calls
from stationary instruments; and 2) Metered calls which include cellular and all long
distance calls. Employees are to limit unmetered calls in accordance with
County/departmental policies and common sense. Metered calls of personal nature that
will be charged to the County by the service provider shall only be incurred in very
exceptional circumstances, the itemized direct costs of which shall be reimbursed to the
County in a prompt manner whenever the total costs exceed $1.00 in a calendar month.
Each department shall establish a procedure whereby employees promptly notify
designated staff of the fact that a metered personal call was made by the employee. The
notification shall include at least the following: 1) Date; 2) Time; 3) Approximate
duration of the call; 4) Telephone number called; and 5) Telephone number called from.
Employees in situations where the demands of work prevent them from
completing their shift at a normal time are allowed one brief call on County equipment to
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notify their families of the situation without the need for reimbursement. The County
will not reimburse employees utilizing personal equipment for such purposes.
The County will reimburse employees for necessary business use of their personal
telephone(s) based upon a direct itemized charge for each call and in conformance with
county/departmental policies.
AFFIRMATIVE ACTION PLAN
RESOLUTION NO. 266
BOARD FILE 57368
April 26, 1999
RESOLVED, that pursuant to the recommendation of the Civil Service/Personnel
Department, the revised St. Louis County Affirmative Action Plan be approved.
See: Affirmative Action: Resolution No. 1001, Board File No. 52732, Dated
December 27, 1994.
See Also: Affirmative Action: Resolution No. 526, Board File No. 57797, Dated
August 14, 2001.
See Also: Affirmative Action: Resolution No. 493, Board File No. 58454, Dated
October 4, 2005.
COUNTY TELECOMMUTING POLICY
RESOLUTION NO. 214
March 28, 2000
ST. LOUIS COUNTY TELECOMMUTING PILOT PROGRAM APRIL, 2000
EXECUTIVE SUMMARY
Saint Louis County wishes to explore a employee telecommuting program in response to
increasing telecommuting interest by both employees and department heads. Previously,
Employees from a variety of departments including Social Services, Management
Information Systems, Administration and the Sheriff have used their home as an office.
This out of office work has been performed for a number of reasons. For Sheriff’s
deputies, it has been a matter of being based closer to their patrol sectors. MIS and
Administration personnel have telecommuted to both increase their productivity and to
work while recuperating at home from various temporary disabilities. All of these
occasions have shown successful results. Several department heads routinely access
County systems to retrieve e-mail and other system files from home. This is a form of
telecommuting also.
Several departments now wish to try a pilot program to determine if telecommuting
would be a viable alternative to the present arrangement of housing all staff in traditional
offices. If the telecommuting pilot program is successful it will likely lead to a permanent
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telecommuting program for the County. The pilot, which will run from MAY, 2000,
through OCTOBER, 2000, will be guided by goals and objectives established by the
Telecommuting Advisory Committee. The success of the pilot program will be
determined by the departments whose staff are involved.
These goals include:
-To use telecommuting as a tool to increase productivity with the available resources; to
take a leadership role in using telecommuting to improve the quality of the environment,
community, and family.
-To encourage the use of telecommuting to accomplish flexibility and innovation in
meeting customer, management, and employee needs.
Telecommuting has been identified as a management tool and is designed as a voluntary
program. Approximately twenty five employees from the Social Services, MIS
departments and the Assessor’s office will participate as telecommuters. They will come
from a variety of job types including managers, word processing operators, accounting
staff, personnel officers, technical support and systems managers, social workers,
management consultants, management analysts, planners and office managers. Recruiting
campaigns during the year will provide formal training to all participating telecommuters
and supervisors.
During the pilot, the departments will gain telecommuting experience, employees will
gain experience telecommuting and acclimating themselves to work habit changes, and
supervisors will gain experience in managing off-site employees.
OBJECTIVES
The broad and ambitious goals established for the pilot are productivity, environment,
community, family, employee empowerment, and re-engineering. Supervisors and
managers will be asked by their departments to keep costs to a minimum and to
experiment without creating major changes. It is hoped that pilot program results will
suggest that goals related to productivity and the environment can be achieved with little
or no financial investment in telecommuting. Other goals, such as those involving space
and re-engineering, will require more planning, commitment, and resources and a longer
period of time before results could be seen.
The program’s significant goals are published here.
GOAL 1. To encourage solutions that seek to provide savings in County operating costs.
The objective is to reduce total operating costs.
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GOAL 2. To use telecommuting as a tool to increase productivity with the available
resources. The objectives are to increase employee retention rate, maintain and encourage
high levels of employee performance, develop and improve methods of performance
management, and increase the levels of satisfaction of telecommuters, their managers,
and their co-workers.
Telecommuting has been shown to enhance recruitment in two ways: by making the job
more attractive to a good candidate and by expanding the pool of potential candidates.
Telecommuting can also help retain valued employees who might resign because they are
moving farther from the office or want a shorter commute.
It is hoped that telecommuting will enhance productivity without negatively affecting
telecommuters' co-workers in the office. The quantity and quality of work done on
telecommuting days will be measured to determine that productivity does not decline.
Equal or greater performance will indicate that the program is a success. New methods of
maintaining communications with co-workers and supervisors will need to be
implemented.
In particular, planning, scheduling, and attending meetings will need to be addressed. It
is understood that, on occasion, telecommuters will have to skip or reschedule
telecommuting days in order to attend meetings and, in other cases, supervisors and
co-workers will have to delay scheduling or conducting meetings until the telecommuter
returns to the office.
GOAL 3. To take a leadership role in using telecommuting to improve the quality of the
environment, community, and family. The objective is to decrease commute miles, fuel
consumption, rush-hour traffic congestion, and air pollution; increase employee presence
in communities; and reallocate commuting time to personal life. It has been shown that
telecommuting can have a positive, measurable, and immediate effect on the
environment, the community, and the family. Studies have shown that telecommuting
reduces traffic congestion, air pollution, fuel consumption and use of other natural
resources. It is hoped that the pilot's results will affirm that conclusion. Community
leaders in locations where telecommuting is in use recognize that telecommuters who
remain in their homes and communities during the workday have a positive impact on the
community and the neighborhood.
GOAL 4. To encourage the use of telecommuting to accomplish flexibility and
innovation in customer, management, and employee needs. The objectives are to
empower the employee at the point of customer contact and promote re-engineering of
business processes. It is expected that business process changes during the pilot will be
made in the areas of technology and communication, but with no radical re-engineering
efforts. The issue of what processes and changes in technology will be evaluated more
fully during the pilot.
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OTHER
In addition to questions connected to the four goals, the pilot will seek to answer
questions involving technical equipment, anticipated barriers to telecommuting's culture,
and telecommuting's effect on co-workers.
Telecommuters will use either a desktop or a laptop computer when they work at home
and remote connectivity to the office while working at home will be established.
Initially, telecommuters will use the telephone line in their home as their data connection
to the office and, where necessary, will be issued cellular telephones to make and receive
calls. Remote connectivity to the office will be monitored closely.
The impact of telecommuting on planning, scheduling, or organizing work will need to
be monitored closely and difficulty in planning, scheduling, and attending meetings will
require evaluation.
RECOMMENDATION
If the telecommuting pilot program is successful, the Telecommuting Advisory
Committee recommends evaluation of the County’s long-term business goals. If it is
determined that telecommuting can serve as a tool in meeting those goals, a permanent
program should be implemented, including the specific recommendations outlined below.
1. The County should determine its leadership role in promoting telecommuting
Countywide.
2. The County should define an organizational structure for telecommuting and
identify and assign roles and responsibilities.
3. The County should address and resolve the primary barriers and disadvantages
identified during the pilot.
4. The County should promote the program with telecommuting fairs and
workshops, newsletter articles, and other publicity efforts.
5. The County should develop a training program for telecommuters, supervisors,
and co-workers.
6. The County should review telecommuting policies, make necessary changes, and
convert draft policies to formal policies.
7. The County should review the Telecommuter Understanding form and make any
necessary changes.
8. Telecommuters and supervisors should help to make telecommuting a successful
experience for everyone by having an open and positive attitude toward
telecommuting, having mutual trust and respect, having good planning and
organizational skills, and setting clear, measurable objectives that focus on
deliverables.
9. The County should identity requirements and options for enabling technology.
10. The County should define the level of technical support to be provided to
telecommuters, including days, hours, and types of problems addressed.
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11. The County should define standard configurations where possible, to ease the
support burden.
12. The County should investigate non-threatening audio conference equipment and
electronic scheduling tools, purchase prototypes, or ask departments to share
knowledge about existing equipment and tools.
13. The County should train all telecommuting participants to use electronic meeting
scheduling software.
14. The County should train telecommuters, supervisors, and co-workers on
alternative meeting techniques (audio and video conferencing, and other forms of
team communications).
BACKGROUND
Telecommuting - where an employee performs job responsibilities away from the normal
work location - is part of a trend that is shifting the country's economy from an industrial
base to an information and service base. This shift is being accelerated by the use of
personal computers and enhanced communications equipment.
Saint Louis County became involved with telecommuting in late 1997 and 1998 in
response to increasing telecommuting interest and activity by state agencies and a number
of County department heads. Interested department heads have decided to conduct a pilot
telecommuting program to gain telecommuting experience that would help determine the
applicability of telecommuting within the County.
CONCLUSION
Physical places are increasingly being replaced by virtual spaces - technology - as a
preferred medium for doing business. In the process, technology will drive a dramatic
reduction in commercial real estate demand during the next few years. Businesses will
continue to require physical places to conduct business, but the amount of space, how it is
used, and where it will be located are all subject to rapid and unpredictable change.
People are working differently - the number of telecommuters is expected to grow to
more than 20 million by the year 2000, shedding as much as 3 billion square feet in the
process.
Organizations are rethinking the design of office space, and ideas such as "non-territorial"
and "hoteling" are becoming popular. With these space changes come better space usage,
lower costs, and offices that are designed more for team work, rather than for individual
desk work. Changes in space, however, need to be carefully planned and need to include
an analysis of work and workflow, technology, and organizational culture. Space savings
will be dependent on having telecommuters who can work away from the office two or
more days a week. The County will need to be flexible in allowing employees to adjust
their schedules so that they can telecommute as commitments to being at the office
permit.
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E-mail and electronic scheduling will be relied on heavily to maintain the level of
communications between co-workers and supervisors. Comfort levels in conducting and
attending meetings remotely will need to be evaluated.
If telecommuting is proven to be a successful concept with many advantages for the
employer, employees, and society then it should be pursued. Telecommuting is a means
of reducing overhead costs, increasing employee satisfaction, morale, and productivity,
and helping with the employer's management of labor strategy by providing flexibility.
Organizations that have embraced telecommuting report reduced sick leave usage,
reduced real estate and property management costs, and increased employee satisfaction
and retention.
The County’s Telecommuting Advisory committee has established four ambitious goals
for its telecommuting pilot program. During the six month pilot the County will gain
experience with telecommuting, training telecommuters and supervisors on issues related
to telecommuting, and increase the number of participants through active recruitment
efforts. Three departments with twenty five employees including supervisors and
managers will participate in the program. Employees will gain experience and acclimate
themselves to work habit changes. Supervisors will gain experience in managing off-site
employees. It is hoped that a majority of participants and supervisors will report that
telecommuting is a positive experience and will indicate a desire to establish a permanent
telecommuting program.
In order for an organization to experience space savings, large numbers of telecommuters
need to be participating and working out of the office two or more full days per week.
Telecommuting two or more days per week requires analysis and selection of the suitable
job, availability of enabling technology, and adaptation to significant cultural change by
employees, supervisors, and co-workers.
RECRUITMENT IMPLICATIONS
Telecommuting can enhance recruitment in two ways: by making the job more attractive
to a good candidate and by expanding the pool of potential candidates. Telecommuting
can also help retain valued employees who might resign because they are moving farther
from the office or want a shorter commute. Telecommuting may also prevent an
employee from seeking another position. Reducing employee turnover rates reduces an
organization's costs and increases productivity. Telecommuting can also assist employees
with disabilities.
IMPACT ON THE ENVIRONMENT
There is no question that telecommuting can reduce traffic congestion, air pollution, fuel
consumption, and use of other natural resources. Anticipated benefits include:
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Fewer commuting miles.
Decreased fuel consumption.
Decreased rush-hour traffic congestion.
Decreased air pollution
IMPACT ON THE COMMUNITY
Community leaders recognize that telecommuters who remain in their homes and
communities during the workday have a positive impact on the community and the
neighborhood. Community involvement increases and it is expected that crime will be
reduced. When people are telecommuting, they have more time and more flexibility in
their schedule to become involved in their own communities.
IMPACT ON FAMILIES
Many benefits can accrue for telecommuting employees and their families.
Telecommuting offers flexibility in hours, allowing employees to work at their own
personal peak times. As a result of this flexibility, employees may be able to increase
productivity and reduce the amount of sick and vacation leave for personal situations that
arise and require the person to be at home or near home.
THE POTENTIAL DOWNSIDE OF TELECOMMUTING
Studies have shown that telecommuters who are inadequately equipped and must fend for
themselves will not achieve the productivity gains expected with a well-implemented
telecommuting program. Without the proper remote access capability, telecommuters will
find themselves electronically, as well as physically, disconnected from the office. If
testing and set-up are not done at the beginning, telecommuters can spend weeks or
months working through the "bugs" in these systems. Besides affecting the
telecommuter's productivity and morale, this process will create burdens for the
telecommuter's supervisor, team members, and technical support staff.
RECOMMENDATION
The Telecommuting Advisory Committee recommends that the County begin this pilot
program and, if it is successful, evaluate the County’s long-term business goals. If it is
determined that telecommuting can serve as a tool in meeting those goals, a permanent
program should be implemented.
ST. LOUIS COUNTY TELECOMMUTING POLICY
The County’s telecommuting policies are intended to provide clarification during the
telecommuting pilot program. As the pilot program continues and/or if a telecommuting
program is implemented following the pilot program, these policies will be modified as
the need arises.
COMMUNICATIONS
Telecommuters and supervisors are expected to develop an effective communications
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strategy. Telecommuters must be reachable, within reason, during the agreed-upon
scheduled work hours. Telecommuters must notify the assigned office staff if they leave
their telecommuting work site, just as they would inform the receptionist or sign out
when leaving the traditional office during the workday.
DATA
Telecommuters and their supervisor should discuss the type and form of data that will be
taken to and from the remote work site and agree on the security and transfer process
necessary to meet the needs of their department.
SECURITY
Telecommuters must provide reasonable security of the data and information they carry
to their remote work site.
PRIVACY AND CONFIDENTIALITY
Telecommuters needing restricted-access information while working at remote sites must
discuss the need with their supervisor before taking the information off-site.
Telecommuters are responsible for protecting the privacy and confidentiality of data at
the remote work site the same as they are at the office.
DATA RETENTION AND DISPOSAL
Data created and maintained on a telecommuter's computer, if generated for conducting
County business, is subject to the department’s policies and procedures pertaining to data.
This means that proper retention and disposal procedures are required and that the data
remains the property of the County.
DEPENDENT CARE
Telecommuting is not a substitute for dependent care. Telecommuters with dependents
should make arrangements for care during agreed-upon work hours.
EQUIPMENT and SUPPLIES
Equipment, software, and supplies provided by the department for use at the
telecommuting work site are for conducting County business and may not be used for
personal purposes by the employee or other individuals. Employees using County
equipment will take reasonable care to ensure the equipment's safety and performance.
Division managers are responsible for determining the availability and type of equipment
and software needed for telecommuters.. Managers need to ensure that telecommuters
have adequate equipment to do their jobs, but that new equipment purchases are held to a
minimum during the pilot program. Expenditures for the sole purpose of meeting
individual telecommuter needs are not recommended. Instead, managers should consider
the use of existing County or employee owned equipment and portable equipment that
can be used by multiple telecommuters. If new purchases are made, costs for such
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equipment must be absorbed by each department’s budget.
Equipment and software furnished by the County remain the property of the County and
are subject to the same business use restrictions. When telecommuters use County owned
equipment, the County is responsible for the installation and testing, maintenance, and
repair of the equipment. The telecommuter is responsible for all non-County owned
equipment.
To ensure hardware and software security for County owned equipment, all software
used for telecommuting must be approved by the supervisor and division manager before
installation. Use of County owned software may be used only by department employees
and must be in compliance with all applicable software licensing agreement
requirements.
The telecommuter and immediate supervisor will maintain a record of County owned
equipment, software, and other property located at the remote work site.
The telecommuter will return County owned equipment, software, supplies, documents,
and other property to the assigned office prior to termination of telecommuting or
employment.
The telecommuter will be responsible for promptly notifying the immediate supervisor of
any equipment malfunction or failure of County owned equipment. If the malfunction
prevents the telecommuter from performing assigned tasks the telecommuter must notify
the immediate supervisor. The telecommuter may be assigned to perform different tasks,
to assist with repair or exchange of equipment, or to proceed to another work location,
depending on current work assignments.
Department managers are responsible for determining the telephone requirements for
telecommuters within the department and for determining the most cost effective means
for meeting those requirements. Departments are expected to comply with County
policies regarding long distance costs and reimbursements.
Routine office supplies, necessary to complete assigned tasks at the remote work site,
should be obtained during one of the telecommuter’s in-office work periods or through
approved procurement procedures. Other expenses must be approved in advance by the
individual normally approving such purchases. Out-of-pocket expenses for supplies
available in the office will not be reimbursed.
LABOR RELATIONS,
COLLECTIVE BARGAINING
The telecommuter's work schedule (including such items as normal workday hours and/or
core hours) will be determined and approved by the supervisor and Department head
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within collective bargaining agreement provisions and appropriate laws such as the Fair
Labor Standards Act.
If an emergency situation occurs at the telecommuting work site and the employee is not
able to continue working, the telecommuter is expected to contact the immediate
supervisor. After discussion, the telecommuter may be asked to report to the assigned
office or to use approved leave.
LIABILITY, WORKER'S COMPENSATION
The County does not assume responsibility for third-party injury or property damage that
may occur at the residence or within the designated remote work space. Business
meetings shall not be held at telecommuting work sites.
The County may be responsible for a telecommuter's injuries arising from job related
activities that occur within the identified telecommuting remote work space during the
agreed upon working hours. Therefore, the telecommuter must immediately report any
claimed injury to the supervisor and complete a First Report of Injury form.
The telecommuting work space must accommodate any equipment to be used in
performing work and the telecommuter must protect the work space from hazards and
dangers to the equipment and to the telecommuter. With advance notice, a County
representative may visit the telecommuting work site to ensure that the equipment and
work area are safe and free from hazards.
TRAINING
Training and/or orientation is required for telecommuters, their managers, and division
liaisons prior to beginning telecommuting. The purpose of telecommuting training is to
prepare employees for telecommuting by providing general knowledge about working
off-site, including remote work site safety, and knowledge needed to complete the
telecommuting agreement.
REMOTE WORK SPACE
The telecommuter is responsible for establishing and maintaining adequate work space at
the telecommuting work site. The telecommuter's remote work space is subject to the
supervisor's approval. (The telecommuter will be responsible for absorbing all costs
related to remodeling, and initial set-up of the work space.)
Office Work Space.
During the telecommuting pilot, departments may choose to leave office space as is or to
experiment with space sharing among telecommuters.
APPENDIX
TIPS for TELECOMMUTERS
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A telecommuter should:
· establish a schedule for telecommuting work times; set aside blocks of time to
work; plan to take breaks; consider doing something physical on breaks.
· make a periodic list of objectives with the supervisor, make sure the supervisor is
well informed of the status of the telecommuter's work, and establish a method of
periodic reporting.
· make sure people at the office know how to reach the telecommuter.
· be sure that office staff knows when it is appropriate to call at the telecommuting
work site.
· make sure support staff know how to handle phone calls.
· be sure to call in regularly for messages.
· take the initiative to stay in contact with colleagues.
· try not to miss meetings at the office. Be sure to schedule telecommuting days
around office meetings.
· replace the routine of getting ready for work with another routine. Instead of the
traditional office routines of morning conversations, coffee runs, or even the
dreadful commute that often symbolizes the beginning of the workday, some
telecommuters take a walk around the block. Others play music or perform
morning exercises. Choose a work location, create a "going to the office" ritual,
and establish a clear end of the work day time.
· designate a place at the office to collect materials for the telecommuting day.
Always take more than you think you can accomplish. Try to schedule your work
so you don't need assistance from others on your telecommuting day. Double
check that you have everything you need before you leave the office.
· train family, friends, and neighbors: Request their cooperation and explain when
interruptions are acceptable.
· manage the work: Stay in contact with the office, stick to deadlines, inform your
supervisor of your progress and roadblocks, attend meetings at the office, and
pace yourself to avoid burnout. Follow the same rules for deadlines as in the
office. If you need to deliver work to the office on a scheduled telecommuting
day, it might be wise to set an earlier deadline or postpone telecommuting until
another day.
APPENDIX
TIPS for SUPERVISORS of TELECOMMUTERS
Some managers are reluctant to participate in telecommuting for two primary reasons: (1)
they believe they won't be able to monitor an employee's activities and (2) they think they
can't effectively manage people who are working away from direct supervision.
The key to managing telecommuters is to manage by results. Managers need to realize
that if they are incapable of measuring an employee's remote performance, they are
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essentially managing on-site attendance, not productivity.
Contrary to the perception of many employers, instead of destroying a manager's
effectiveness, telecommuting actually can serve as the vehicle for improving
management skills - making them more focused on outcomes and performance
management. Managers should evaluate employees based on how well they achieve
mutually agreed-upon goals, rather than what they are seen doing every day.
A supervisor must:
· define goals and measurable objectives for telecommuters, then have a feedback
mechanism of regularly scheduled progress/evaluation meetings.
· make sure all arrangements are within the bargaining unit agreements.
· complete and sign the telecommuter's understanding form.
· define concerns and responsibilities including:
- delegation
- decision-making authority
- frequency and format of communications
- documentation
- evaluation of work site
- knowledge of equipment, software, telecommunications
- monitoring and feedback of work performance communication and
feedback with colleagues
- development of a telecommuting team (colleague relationships;
team-building)
- establish expectations (for example, work schedule, attending staff meetings,
telephone conferencing, physical attendance at the central office, travel and
parking guidelines).
- identify and communicate alterations needed in the telecommuter's job description
and support staff positions (if needed).
- establish and communicate standards and measurements for job performance and
evaluation of telecommuting work arrangements.
- jointly review telecommuting policies and procedures with the telecommuter.
- ensure that the telecommuter receives training on the supporting technology.
- establish a realistic communications and messaging plan, including:
- daily or weekly checkpoints
- use of telecommunications (phone, e-mail, modem, voice mail)
- how to reach the person in an emergency
- telephone courtesy
- a messaging plan with in-house support and colleagues
- routing and mail procedures
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- receptionist etiquette - What does the receptionist tell callers on telecommuting
day? What does voice mail message indicate? What information is given to callers
and visitors?
- how the telecommuter will get in touch with the supervisor
- handling sick time (for example, telecommuter calling into the office)
- consider the schedules of all telecommuters while negotiating telecommuting
days, in order to provide adequate coverage for the office.
- resist calling a telecommuter frequently.
- remember to include the telecommuters in communications, materials
distribution, and all other associations with employees.
- set realistic deadlines.
- address problems.
- set attainable goals.
- avoid close supervision.
- assign non-telecommuters the usual amount of work in the office while
telecommuters are telecommuting.
- make it clear that telecommuters have assignments to perform and deadlines to
meet the same as if they were in the office; focus on goals and time lines - on
results, be flexible, trusting, and supportive of their telecommuters. (Supervisors
of telecommuters have discovered that they know more about the work an
employee is doing by shifting the focus from how much work the employee looks
like he/she is accomplishing to how much he/she actually is accomplishing. By
focusing on the product instead of the work activity, supervisors find they are
better able to communicate clear expectations to employees. The resulting
agreement on job expectations often leads to increased productivity and job
satisfaction.)
- work with the telecommuter to prepare a periodic list of objectives and establish
regular times to review the progress of tasks. Clearly communicate work
expectations and due dates.
- provide telecommuters with timely and ongoing feedback, in person, by
telephone, or in a note.
- make sure telecommuters understand that they cannot make extra work for others
in order to telecommute.
- understand that telecommuting is not for everyone; an individual who really
enjoys the social aspects of the office might not be the kind of person who would
want to telecommute.
- make sure the job is suitable for telecommuting.
- establish an atmosphere of trust and open communications.
- reinforce the need for teamwork.
- watch for signs that telecommuting may not be working.
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APPENDIX
QUESTIONS and ANSWERS for TELECOMMUTERS
Q. What is telecommuting?
A. Telecommuting is a management tool available to all County departments.
Telecommuting allows employees to work at home, or at a County office closer to
home, one or more days per pay period. Telecommuting offers a working
environment with fewer distractions that may result in better job performance,
improved employee morale and job satisfaction, and reduced absenteeism and
sick leave usage.
Q. Is telecommuting an employee benefit?
A. Offering the opportunity to work at a telecommuting work site is a management
option; telecommuting is not a universal employee benefit. Supervisors may
select employees who have the abilities and job tasks that are appropriate to
telecommute. An employee’s participation in the telecommuting program is
voluntary.
Q. Who may be selected to telecommute?
A. Successful telecommuters are self-motivated, organized, results oriented
employees who work well independently. They need minimal supervision and are
successful in setting priorities, meeting deadlines, and taking the initiative to
communicate with supervisors and co-workers.
Q. What kind of jobs are telecommutable?
A. An employee with information handling tasks may be a candidate for
telecommuting. Jobs are a collection of tasks. Some tasks must be done at the
office. Tasks that may be done away from the office are called telecommutable
tasks. The amount of telecommuting an employee may do depends on how many
telecommutable tasks he or she has each week and whether the equipment
required to accomplish those tasks is available. It is not necessary to have a
computer to telecommute; many tasks, such as reading, thinking, planning, and
making phone calls, do not require computers and may be saved for a
telecommuting day.
Q. What if telecommuting doesn't work out?
A. Both the telecommuter and the supervisor should understand that if
telecommuting does not work out for an individual, it does not in any way reflect
on that individual's ability to perform his or her job. The employee, supervisor or
manager may terminate telecommuting without cause.
Q. What about the County’s liabilities for injuries at telecommuting work sites?
A. The County’s liability for job-related accidents will continue to exist during the
agreed upon work hours. A remote work space should be maintained by the
telecommuter in a clean, professional, and safe condition at the telecommuting
worksite.
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Q. Do all telecommuters need computers?
A. No. Many employees have information-handling tasks that do not require
computers. These tasks may be collected for the telecommuting day.
Q. May I use my own computer?
A. No. At this time telecommuters must use County supplied computers. The
County’s ability to maintain and support the equipment and regulation of
programs loaded onto the computer necessitate this approach at this time.
Q. What if my supervisor wants me in the office on my scheduled telecommuting
day?
A. Whatever days are selected to telecommute, they are not ‘carved in stone’.
Telecommuters need to be flexible enough to respond to office needs even if that
means not telecommuting on a scheduled telecommuting day. Telecommuters
should also be willing to come in during the middle of a telecommuting day if
that's the only way to solve a problem.
TELECOMMUTER AGREEMENT TO TERMS and CONDITIONS
I agree to perform services for Saint Louis County as a telecommuter. I understand that
telecommuting is a discretionary management tool, is voluntary, and may be terminated
at any time by my department or by me, without cause.
I agree to develop an effective communications strategy with my supervisor and follow
that strategy throughout my telecommuting activities.
I agree that my duties, obligations, responsibilities and condition of employment with the
department are not affected by telecommuting. My salary, retirement, benefit, and
County-sponsored insurance coverage also are not affected by telecommuting.
I agree that my work hours, overtime compensation, vacation, sick leave, and other terms
and conditions of employment will conform with the current collective bargaining
agreement and meet the terms agreed upon with my supervisor.
I agree that telecommuting is not a substitute for dependent care.
I agree to restrict use of any County-provided equipment, software, data, and supplies,
located in my remote work site, to the sole use of conducting County business.
I agree to designate a remote work space, subject to the approval and periodic review by
a County representative. The work space will accommodate any equipment to be used in
my work and I will protect the work space from hazards and dangers that could affect the
equipment and me.
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In the event of equipment malfunctions, I agree to notify my supervisor immediately. If
the malfunction precludes me from working on my telecommuting work assignment, I
understand that I may be assigned other work, be asked to report to the office work site or
be asked to take approved leave pending the repair of the equipment.
I agree that, if I have a job related accident during my telecommuting hours, I will report
it to my supervisor immediately.
I agree I will not conduct County business with third parties in my remote work space.
I agree that all products, documents, reports, and data created as a result of my
work-related activities are owned by the County and will be returned to the County as
requested.
I agree to comply with the County’s policies on telecommuting. I understand that failure
to comply with these policies may result in disciplinary action.
______________________________ ______________________________
Employee Department Head
Date Date
AFFIRMATIVE ACTION
RESOLUTION NO. 526
BOARD FILE NO. 57797
August 14, 2001
RESOLVED, that pursuant to the recommendation of the Civil Service/Personnel
Department, the revised St. Louis County Affirmative Action Plan is hereby approved.
See: Affirmative Action, Resolution No. 1001, Board File No. 52732, Dated
December 27, 1994.
See Also: Affirmative Action, Resolution No. 266, Board File No. 57368, Dated
April 26, 1999.
See Also: Affirmative Action, Resolution No. 493, Board File No. 58454, Dated
October 4, 2005.
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DISCRIMINATION
RESOLUTION NO. 102
January 22, 2002
WHEREAS, St. Louis County is committed to providing equal employment
opportunity and seeks to comply with all applicable laws which prohibit discrimination in
the workplace;
WHEREAS, the County prohibits discrimination based on gender, race, color,
creed, religion, national origin, marital status, age, sexual orientation, status with regard
to public assistance, or disability in all terms, conditions, and privileges of employment.
WHEREAS, given changes in the law regarding discrimination and harassment,
the County’s existing policies and complaint procedure require updating;
WHEREAS, a new “Policy Prohibiting Discrimination, Harassment, and
Retaliation,”which includes an updated complaint procedure has been proposed;
RESOLVED, the St. Louis County “Policy Prohibiting Discrimination,
Harassment, and Retaliation, Including Complaint Procedure” is hereby approved and
adopted.
HIRING FREEZE (Voluntary for Elected Officials)
RESOLUTION NO. 170
March 18, 2003
WHEREAS, on February 18, 2003, Governor Pawlenty released his budget
proposals for the State of Minnesota which will result in deep cuts in funding to St. Louis
County, including reduction of state aid to St. Louis County of $3,365,503 for 2003, and
an additional $5,947,185 for 2004 and cuts funding to programs in Social Services,
Public Health, Community Corrections and other departments totaling more that $4
million; and
WHEREAS, the State also proposes to shift costs to the County through new fees
and costs, such as requiring counties to house, in the County Jail, state prisoners who
have less than 6 months to serve at state institutions which will result in additional costs
to St. Louis County of between $375,000 and $600,000; and
WHEREAS, the total costs of these proposals by the State of Minnesota will
result in more than a $14 million reduction in the St. Louis County budgets over the next
two years that will require cuts in services to the public and reduction in staffing levels;
and
WHEREAS, the County Board wishes to prevent as many layoffs as possible,
therefore, it is necessary to continue the hiring freeze indefinitely.
NOW, THEREFORE, BE IT RESOLVED, the St. Louis County Board of
Commissioners hereby institutes a hiring freeze effective immediately for all positions
that become vacant in 2003, unless hiring for the position is approved by the County
Administrator. The hiring freeze shall remain in effect until such time as the County
Board determines that adequate funds exist to fill positions that have become vacant.
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This freeze shall not apply to those positions where the appointing authority is an elected
official.
RESOLVED FURTHER, the Board requests that elected officials institute a
similar freeze or to not replace positions until after consultation with the County
Administrator.
CIVIL SERVICE AFFIRMATIVE ACTION PLAN
RESOLUTION NO. 551
September 9, 2003
RESOLVED, that pursuant to the recommendation of the Civil Service/Personnel
Department, the revised St. Louis County Affirmative Action Plan be approved.
(See Board File No. 58133)
DIRECT DEPARTMENT HEADS TO PROVIDE OPPORTUNITIES FOR
EMPLOYEES SCHEDULED FOR LAYOFF OR STAFF REDUCTION
RESOLUTION NO. 592
September 23, 2003
WHEREAS, St. Louis County has a long history of high quality and productive
employees; and
WHEREAS, the County Board strongly supports all of its county employees; and
WHEREAS, the County Board remains committed to seeing that all county
employees affected by the budget reductions who wish to continue as employees of St.
Louis County are given the opportunity.
NOW, THEREFORE, BE IT RESOLVED, the County Board directs the County
Administrator to take all steps necessary to insure that every county employee whose
position is identified for reduction be given an opportunity to continue employment with
St. Louis County. The County Administrator is directed to work with Civil
Service/Personnel, in accordance with the appropriate Collective Bargaining Agreements
and Civil Service Rules, to provide, to the extent possible, for the orderly transfer and
placement of available county employees to other County Departments.
RESOLVED FURTHER, by the St. Louis County Board as follows: The County
Board hereby directs the departments in St. Louis County to make every effort possible to
provide alternative employment opportunities for the individual employees whose
positions are identified for reduction in order to continue their employment with St. Louis
County. The County Board is highly desirous of retaining the services of these employees
recognizing their past commitment and dedication to St. Louis County. The Civil
Service/Personnel Director is requested and the Department Heads are hereby directed to
work with the County Administrator to ensure that all opportunities are taken advantage
of within the civil service law/rules and appropriate Collective Bargaining Agreements
relevant to this matter.
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RESOLVED FURTHER, the County Board requests that elected officials make
every effort possible to provide alternative employment opportunities for the individual
employees whose positions are identified for reduction in order to continue their
employment with St. Louis County. The elected officials are hereby requested to work
with the County Administrator to ensure that all opportunities are taken advantage of
within the civil service law/rules and appropriate Collective Bargaining Agreements
relevant to this matter.
AFFIRMATIVE ACTION PLAN
RESOLUTION NO. 493
October 4, 2005
RESOLVED, that pursuant to the recommendation of the Civil Service/Personnel
Department, the revised St. Louis County Affirmative Action Plan, as contained in Board
File No. 58454, is hereby approved.
See: Affirmative Action, Resolution No. 1001, Board File No. 52732, Dated
December 27, 1994.
See Also: Affirmative Action, Resolution No. 266, Board File No. 57368, Dated
April 26, 1999.
See Also: Affirmative Action: Resolution No. 526, Board File No. 57797, Dated
August 14, 2001.
POLICY PROHIBITING DISCRIMINATION, HARASSMENT, RETALIATION,
INCLUDING COMPLAINT PROCEDURE
RESOLUTION NO. 494
October 4, 2005
WHEREAS, St. Louis County entered into an Americans’ with Disabilities Act
(ADA) compliance agreement with the United States Department of Justice, which
requires revisions to the “Policy Prohibiting Discrimination, Harassment, and Retaliation,
Including Complaint Procedure”;
BE IT RESOLVED, that the St. Louis County board hereby approves the revised
“Policy Prohibiting Discrimination, Harassment, and Retaliation, Including Complaint
Procedure”, as contained in County Board File No. 58455, on file in the office of the
County Auditor.
RETIREE HEALTH INSURANCE OPTION
RESOLUTION NO. 637
December 20, 2005
NOW, THEREFORE, BE IT RESOLVED, that the County Attorney is authorized to
execute the necessary documents for the implementation of an alternative health
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insurance option in the St. Louis County group health plan for those retirees and their
dependents enrolled in Medicare Parts A and B, which includes the BCBSM
fully-insured Group Senior Gold medical benefit with either the MedicareBlue Rx
Option 1A or Option 2B prescription drug benefit.
RESOLVED FURTHER, that an initial enrollment period from January 1 to
May 15, 2006, to enroll in these alternative plans is approved.
RESOLVED FURTHER, that the alternative plan being offered is a part of the
St. Louis County group plan, therefore, individuals who select the alternative plan can
return to the existing self-insured group health plan during an open enrollment period.
RESOLVED FURTHER, that subsequent open enrollment periods will follow the
usual and regular health coverage open enrollment periods for the St. Louis County Plan.
RESOLVED FURTHER, that where an employee opting for this alternative plan has
a member spouse not eligible for Medicare Parts A and B, who was not an employee,
then the spouse would be allowed to continue in the existing County health care group
plan at the single rate.
MANAGEMENT COMPENSATION PLAN
RESOLUTION NO. 59
January 24, 2006
RESOLVED, that the Management Compensation Plan, a copy of which is on file
in County Board File No. 58505, is hereby adopted as amended, effective January 24,
2006.
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FISCAL
CHAPTER 10
SECTION 125 PROGRAM FLEXIBLE SPENDING ACCOUNT
RESOLUTION NO. 590
September 14, 1987
RESOLVED, that the St. Louis County Board hereby establishes a Section 125
Program Flexible Spending Account;
RESOLVED FURTHER, that the pertinent documentation will be adopted at a
future meeting.
FLEXIBLE SPENDING ACCOUNTS MASTER PLAN
RESOLUTION NO. 812
December 28, 1987
RESOLVED, that the County Board hereby adopts the Flexible Spending
Accounts Master Plan, as contained in County Board File No. 53117, for participation by
County employees.
See Also: Resolution No. 568, Dated November 8, 2005
APPOINTMENT OF PLAN ADMINISTRATOR
RESOLUTION NO. 813
December 28, 1987
RESOLVED, that Anthony J. Bruno, Jr. Civil Service Director, is hereby
appointed as Administrator of the St. Louis County Flexible Spending Accounts Plan.
IMPLEMENTATION AND ADMINISTRATION OF THE FLEXIBLE
SPENDING ACCOUNTS PLAN
RESOLUTION NO. 814
December 28, 1987
RESOLVED, that the St. Louis County Board hereby accepts the contract
negotiated with Traveler's Plan Administrators of Minnesota, Inc. for implementation and
administration of the Flexible Spending Accounts Plan, as contained in County Board
File No. 53119, on file in the office of the County Auditor.
RESOLVED FURTHER, that the Chair of the County Board is authorized to sign
said document on behalf of St. Louis County.
MISCELLANEOUS EXPENDITURES POLICY
RESOLUTION NO. 98
February 9, 1988
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RESOLVED, that the following Policy is hereby adopted by the St. Louis County
Board in relation to Miscellaneous Expenditures:
1. It is the policy of St. Louis County that there are expenditures which are
beneficial to the County and meet the public purpose criteria of Minnesota Statutes which
can be expended from the budgets approved by the County Board. These expenditures
include such items as: training seminar expenses for employees, expenditures for coffee,
cookies and doughnuts relating to appropriate public purpose issues and other similar
criteria. Any expenditure for purposes of this sort must either include individuals
external to the County Staff and/or have a clear public purpose which can be documented
and certified by the appropriate officials. These expenditures can be individually paid and
reimbursed to employees or jointly vouchered for the purpose of simplicity of payment.
2. When any questions relating to expenditures for these miscellaneous items are
determined to be present, the appropriate department head will contact the civil
division of the County Attorney's Office for interpretation of the public purpose.
It is the intent of this policy to be conservative in the application of utilization of a
public purpose for miscellaneous expenditures. The County Administrative staff
is instructed to err on the side of conservatism in interpretation of this policy.
PETTY CASH FUNDS
RESOLUTION NO. 312
April 26, 1988
RESOLVED, that Petty Cash Funds are hereby established as follows:
$100 for the Abstract Division of the County Recorder
$100 for the Torrens Division of the County Recorder
$25 for the Probate/Family Division of St. Louis County District Court
RESOLVED FURTHER, that all future Petty Cash Funds will be established
upon approval of the County Administrator.
WRITE-OFF OF UNCOLLECTIBLE ACCOUNTS RECEIVABLE PROCEDURE
RESOLUTION NO. 850
BOARD FILE NO. 53335
November 15, 1988
RESOLVED, the St. Louis County Board of Commissioners hereby approves the
Policy and Procedure for Write-off of Uncollectible Account Receivables, as on file in
County Board File No. 53335.
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POLICY & PROCEDURE FOR WRITE-OFF OF
UNCOLLECTIBLE ACCOUNTS RECEIVABLE
I. GENERAL - Whenever services are provided for a fee, situations occur where the
client or other responsible party does not or cannot pay the fee charged. Every
reasonable effort will be made to collect these fees; however, when all reasonable efforts
to collect are exhausted, the account will be written off (i.e. the balance due is credited
with an offsetting debit to expense) in accordance with the following procedures. This
policy does not affect the County’s ability to pursue legal action.
II. ESTABLISHMENT OF ACCOUNTS RECEIVABLE -
A. Accounts receivable are established based on approved fees for services.
These fees are established by the St. Louis County Board or state rule or
statutes.
B. Once service is provided, an account is charged in accordance with the
approved fee schedule and this account balance can only be reduced or
eliminated by the following actions:
1. Payment is made on account;
2. The account was charged, therefore original entry is corrected
3. Approval to write-off account in accordance with procedure in
Paragraph III below.
III. LEVELS OF AUTHORITY FOR WRITE-OFF OF ACCOUNTS RECEIVABLE -
A. No account will be written off while service is still being provided
B. When service is no longer being received, the following approval will be
required to write-off accounts of a specified age and amount:
1. Account is over 90 days old and balance is $10 or less - Account
Clerk, with approval of Supervisor (Assistant Nursing Home
Administrator if account is for Medical Care Facilities).
2. Account is over 120 days old and balance is over $10 but less than
$100 - Account Clerk and Division Supervisor (Assistant Nursing
Home Administrator and the Nursing Home Administrator if
account is for Medical Care Facilities).
Policy & Procedure for Write-off of Uncollectible Accounts Receivable
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3. Account is over 150 days old and balance is at least $100 but less
than $1,000 - Department Head and Business Management
Administrator or County Auditor
4. Account is over 180 days old and balance is at least $1,000 but less
than $10,000 - County Administrator and County Auditor
5. Account is over 180 days old and balance is over $10,000 - County
Board (majority vote)
C. Each level of administration will refer to the approving authority a list of
accounts to be written off with explanations of what efforts have been
made to collect and reasons why the write-off is recommended.
D. Any write-off in excess of $500 per account will be communicated in
writing to the County Board 30 days in advance of the administrative
decision to finalize the write-off. The County Board members may
request that individual account write-offs appear on the next committee
agenda. The administrative action will be effective in the absence of any
Board action within 30 days.
E. If at any time within the applicable statute of limitations information
becomes available that warrants legal action for collection, the matter will
be referred to the County Attorney. Generally, the statute of limitations on
contract actions is six years. Claims of general creditors in probate
proceedings are barred after three years.
AUDITOR AUTHORIZED TO MAKE TEMPORARY TRANSFERS OF CASH
RESOLUTION NO. 908
December 6, 1988
RESOLVED, that as Board Policy, the County Auditor be and is hereby
authorized to make such temporary transfers of cash between funds, provided that it shall
first be determined that the amount of such transfer may be returned to the fund from
which borrowed before there is need for same in such fund, and in any event, within six
months; and any money so transferred shall be returned to the fund from which drawn as
soon as money shall come into the credit of such fund to which it has been loaned.
AUDITOR TO ACCEPT MONIES CONTRIBUTED FOR UNRESTRICTED
GOVERNMENT OPERATIONS
RESOLUTION NO. 52
January 16, 1990
RESOLVED, that the St. Louis County Board does hereby authorize the St. Louis
County Auditor to accept monies contributed to St. Louis County when said funds are
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contributed for the purpose of unrestricted County government operations.
DEBT POLICY
RESOLUTION NO. 361
BOARD FILE NO. 56266
May 2, 1995
RESOLVED, that the St. Louis County Board hereby adopts the Debt Policy, as
contained in Board File No. 56266
ST. LOUIS COUNTY, MINNESOTA
DEBT POLICY
It is essential to good government and financial management for every organization to
have a debt management policy to provide guidance to the governing board and
administration in the methods of acquisition, uses, and limiting parameters of and for
debt.
1 DEFINITIONS
1.1 Bonds and Notes
1.1.1 Capital Notes - Issues, usually a short term variety (5 years or
less), used in Minnesota to finance the acquisition of certain statutorily-defined
equipment and machinery.
1.1.2 General Obligation Bonds - Issues secured by the full faith and
credit of the governmental unit. General obligation revenue
bonds, although they may be paid with revenues other than taxes,
carry the full faith and credit of the governmental unit.
1.1.3 Industrial Revenue Bonds - See special obligation revenue bonds,
below.
1.1.4 Refunding Bond - A debt issue which is sold for the purpose of
paying off a previous debt issue. Such issues are sold to decrease
interest costs, to extend payment periods or to remove restrictive
covenants from a previous issue.
1.1.5 Revenue Anticipation Notes, Bond Anticipation Notes and Tax
Anticipation Notes - Debt issued for a short time period, often as
a bridge device until permanent financing is forthcoming.
1.1.6 Revenue Bonds - Issues supported directly and solely by fees or
other income and not supported by property tax levies.
1.1.7 Special Obligation Revenue Bonds - A type of revenue bond for
which the governmental unit has granted its tax-exempt status,
but for which no financial or moral obligation is assumed by the
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governmental unit. An Industrial Revenue Bond is an example.
1.1.8 Tax Increment Bonds - Debt supported in part or entirely by
property tax increments created by the investment for which the
bond proceeds are used.
1.2 Leases
1.2.1 Capital Leases - Essentially an installment purchase, rather than a
rental, of property; ownership transfers to the county at the end of
the lease term. If 75% or more of the useful life of an asset is
expected to be utilized during the term of a lease, the county shall
treat such a lease as a capital lease, despite the fact that a transfer
to the county is not explicitly included within the term of the
lease. Such leases are usually non-cancelable, notwithstanding
any failure to fund issues.
1.2.2 Operating Leases - Leases which are rental of assets and do not
satisfy the requirements for a capital lease. Such leases are not
legally considered debt, but are commitments on the part of the
county.
1.3 Financing Terms
1.3.1 Assessed Valuation - For all purposes assessed valuation shall be
equivalent to the tax capacity of the county exposed to general ad
valorem taxation. Computed as the total tax capacity less
captured increment and similar valuation reserved from normal
taxation.
1.3.2 Arbitrage - In the case of public debt, the difference between the
interest rate paid on the debt and a greater interest rate earned on
investing the proceeds of the debt issue.
1.3.3 Bond Counsel - An attorney specializing in the legal aspects of
bond issues and guides the client through the issuing process.
Bond counsel draws up necessary leases, resolutions and other
documents which must be approved by the county board. Bond
counsel will also advise if a referendum or any other special
procedure is needed for issuance of the specific bonds under
discussion.
1.3.4 Bond Insurance - An insurance policy purchased by an issuer or
an underwriter for either an entire issue or specific maturities, and
which guarantee the payment of principal and interest. This
security provides a higher credit rating and thus a lower
borrowing cost for an issuer.
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1.3.5 Debt ratios - Standard measures of relative debt burden expressed
as a ratio of some debt parameter (levy, taxable market value, tax
capacity, etc.) to some other financial or statistical parameter
(levy, taxable market value, tax capacity, etc.). Debt ratios
provide a meaningful comparison of the burden of the
governmental unit relative to other jurisdictions. Many of the
ratios can be further refined to analyze only component parts of
the debt (e.g., analyzing only general obligation debt as opposed
to all debt).
1.3.5.1 Legal debt margin - The total amount of outstanding
debt which is subject to the debt limit, statutorily
defined for Minnesota Counties as 2% of market
value of all real and personal property in the county.
1.3.5.2 Debt per capita - The total amount of outstanding
debt of a governmental unit divided by the
population of the jurisdiction.
1.3.5.3 General obligation debt per capita - The total
amount of general obligation debt of a governmental
unit divided by the population of the jurisdictions.
1.3.5.4 Debt to Market Value - The total amount of
outstanding debt as a percent of taxable market
value.
1.3.5.5 Debt to Tax Capacity - The total amount of
outstanding debt as a percent of the taxable tax
capacity of the county (or area to which it applies).
This ratio is only useful for comparison to other
counties within Minnesota.
1.3.5.6 Indirect Net Tax Debt - This is a measure of the tax
burden which is imposed on the taxpayers of the
county by jurisdictions other than the county. This
is an important consideration by bond rating
agencies when evaluating the county's taxpayers'
ability to incur further debt.
1.3.6 Failure to fund - A clause in leases that allows the governmental
unit to relieve itself of a long term obligation if it for whatever
reason quits providing the goods and services that the capital
asset supported.
1.3.7 Financial Advisor - A firm which facilitates the sale of debt for
the governmental unit.
1.3.8 Legal Debt Limit - A statutory limit on the amount of debt for
which a governmental unit may obligate itself. For counties in
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Minnesota, it is currently 2% of the market value of the real and
personal property in the county.
1.3.9 Legal Debt Margin - The amount of debt authority remaining
after deducting the statutorily includable items from the legal
debt limit.
1.3.10 Market Value - For all debt purposes market value shall be the
sum of the Assessor's estimate of fair market value of all property
exposed to property taxation for the most current certified tax
year.
1.3.11 Outstanding Debt - Unpaid obligations of the governmental unit.
It includes amounts due currently and amounts due in the future
and includes capital leases and all other obligations for which the
governmental unit is responsible.
1.3.12 Property Tax Base Supported Debt - Debt supported or backed by
a flow of funds from property tax base levies or related to
property tax levies. It includes all general obligation debt
whether or not other flows of funds are expected to fund the debt
service. This includes all property tax supported debt (see
1.3.13) and would include debt supported by special assessment
or special fee levies.
1.3.13 Property Tax Supported Debt - Debt supported directly by ad
valorem property tax levies or backed by a potential property tax
levy. It includes all issues where a property tax levy supports any
part of the debt service.
1.3.14 Rating Agencies - Firms such as Moody's Investors Services or
Standard and Poor's, which examine the credit worthiness of a
bond issue and assign it a rating. The rating assigned effects the
interest rate the governmental agency must pay for the
borrowing. The rating applies only to the particular issue to
which it is assigned.
2 GOALS AND GENERAL PROVISIONS
2.1 The county shall maintain its ability to support current debt and incur
additional debt at minimal interest rates and in the amounts required for
infrastructure and other capital assets without endangering the ability of the
county to finance essential services.
2.2 Debt shall be used sparingly and only after other means of financing are
fully investigated.
2.3 No debt which becomes an obligation of the county or any of its agencies
shall be issued for a term longer than the reasonably expected useful life of
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the asset being funded, but in no event for longer than 30 years for real
property or 5 years for equipment.
2.4 The proceeds of all debt issues shall be expended in compliance with all
applicable state and federal laws and rules and in conformity with all
covenants of the issue. Such laws, rules, and covenants shall be strictly
construed.
2.5 No debt shall be issued to fund normal operations of the county or any of its
agencies. This does not exclude the possibility of issuing Tax Anticipation
Notes as a financial and investment strategy.
2.6 Debt shall not be issued in excess of any statutory limit. The county shall
strive to keep the total debt burden of the county when measured as a percent
of taxable market value from exceeding the median of similarly sized
counties in the nation based upon figures available at the time of authorizing
the issuance.
2.7 Property tax supported debt including capital notes will not be issued beyond
the point where annual debt service levy demands exceed 10% of the
property tax levy (including HACA and disparity aid).
2.8 The county shall avoid, where possible, the issuance of general obligation
debt by utilizing available funds, reserves, and revenue or other types of
issues.
2.9 The county shall maintain good communications with bond rating agencies
and provide full disclosure about its financial and management condition in
all financial statements and reports and bond prospectus. Further, the county
shall from time to time upon the advice of its Financial Advisor seek to have
the county's bond rating reviewed and reevaluated.
2.10 The county shall only acquire bond insurance when the present value of the
estimated debt service savings from insurance equals or exceeds the present
value of the insurance premium or when otherwise required.
2.11 The county shall normally utilize the competitive sale method of issuing
debt instruments unless circumstances such as very large issue size, complex
financing structure, or comparatively lesser credit rating exist. In those cases
the Board will consider the negotiated sale method of issuance.
2.12 Before a bond issue is structured and sold, an Internal Financing Team
(consisting of: the County Administrator, County Attorney, the County
Auditor, Chair of the Finance committee, and Chair of the Board) and
appropriate department heads shall meet to determine how the external
financing team (bond counsel, financial advisor, underwriter if a negotiated
sale is contemplated) will be selected.
The internal team shall consider the amount and structure of an issue, the costs of
sale, the timing of the sale, as well as the content and manner of any presentations to
be made to the bond rating agencies. The internal team shall then make
recommendations to the county board.
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3 CAPITAL NOTES
3.1 Capital Notes shall not be issued for a term longer than 5 years
3.2 Items purchased utilizing capital note financing must have an anticipated
useful life no less than the term of the notes.
3.3 Capital notes shall not be issued for arbitrage purposes.
3.4 Capital notes shall be issued in amounts not to exceed that necessary to fund
the acquisition of specific items capital equipment and furnishings.
Departments submitting requests for capital note funding of acquisitions
must have received prior board approval to acquire each specific item to be
acquired.
4 CAPITAL LEASES / OPERATING LEASES
4.1 Capital leases of real estate shall generally not be entered into for a term
longer than 20 years. On occasion, when it is found by the board to be
financially sound, capital leases of up to 30 years may be approved. Real
estate capital lease agreements must address the following issues:
4.1.1 Early termination by the county, including: length of notice,
penalties, and other conditions attaching.
4.1.2 Early termination by the lessor, including length of notice,
penalties, recovery of all or a portion of county capital
improvements, and other conditions.
4.1.3 That if the property is subject to property taxes, and the county as
part of its lease payment is providing funds to pay the property
tax, and if by operation of law the property becomes eligible in
whole or part for exemption from the property tax because of
county occupancy, lease payments must be reduced
proportionately.
4.1.4 If the lease provides for a purchase option by the county, the
terms shall allow for the unilateral exercise of such option by the
county at any time during the term of the lease without penalty of
any kind.
4.1.5 Maintenance, servicing, insuring, and preservation
responsibilities of and for the capital asset by both parties.
4.2 Other capital or operating leases shall not have a term longer than 5 years
and shall contain terms that limit the sellers' remedies for non-payment to
recovery of the property leased.
4.3 Capital leases shall only be entered into for such property as specifically
allowed by statute.
5 GENERAL OBLIGATION DEBT
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5.1 General obligation debt including any debt financed directly by property tax
levies in whole or part shall be utilized only to finance capital improvements
and long term assets which the board has determined are required to provide
essential governmental services.
5.2 All other means of financing shall be investigated prior to issuing general
obligation debt, including but not limited to: use of existing fund balances,
excess balances in capital project funds, revenue-supported debt, special
revenue-supported debt, special obligation revenue bonds, and non-general
obligation capital leases and notes.
6 REVENUE-SUPPORTED DEBT (including Special Revenue Supported Debt)
6.1 Revenue-supported debt shall be used to provide for public improvements
where the flow of funds from the operation supported by the asset will be
sufficient to service the debt.
6.2 The expected flow of dedicated revenues to service the debt service shall
exceed the annual debt service requirement by 10%.
6.3 Before issuing such debt, adequate feasibility studies must be completed to
provide assurances that the project will be self-liquidating or other dedicated
funds shall be sufficient to service the debt without jeopardizing normal
county operations.
6.4 If revenue-supported debt is issued that primarily benefits private parties
rather than the public as whole, feasibility and due-diligence studies must be
completed to reasonably ensure that the private parties will be able to
manage the funding necessary to cover their agreed portion(s) of the debt
service obligation.
6.5 Special revenue debt issued to support projects in and for a particular
geographic area of the county must be primarily, if not totally, funded by
specific project- related taxes, charges and/or fees on the users and/or
beneficiaries of the services supported by the project(s) and not on the
general county-wide sources of revenues.
6.6 The county must provide in any funding agreement in support of private
entities that capital equipment funded in whole or part with county funds
shall not be removed from the county without the express agreement by the
county board.
7 SPECIAL OBLIGATION REVENUE BONDS
7.1 Special Obligation Revenue Bonds should be issued only if the supported
project(s) can be shown to be financially feasible and will significantly
contribute to the general welfare and economic development of the county.
7.2 Adequate feasibility studies by an independent and qualified concern must
demonstrate the financial viability of the project(s).
7.3 Adequate assurances must be obtained that the users of the project(s) are
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financially viable. At a minimum this would include credit checks on the
project participants.
7.4 Adequate assurances must be made that the project and property funded will
be used for the specified purpose for an extended length of time.
7.5 Significant private financing and/or capitalization must be part of any
project(s) supported.
8 TAX ANTICIPATION NOTES
8.1 It is expected that the financial management of county funds and cash flow
will preclude the need for issuing tax anticipation notes.
8.2 Tax anticipation notes shall not be issued for more than 20% of the expected
tax collections for and in the current tax year that remain outstanding.
9 OTHER ANTICIPATION NOTES
9.1 Other anticipation notes shall not be issued without the certain knowledge
that the permanent or replacement revenue will be forthcoming before the
due date of the notes.
9.2 Other anticipation notes shall not be issued unless the board determines that
such issuance is critical to the needs of the county.
10 TAX INCREMENT BONDS
10.1 Tax increment financing whether via bonding, development agreements, or
other financing arrangements shall be considered a special revenue
supported debt.
10.2 Tax increment bonds shall be issued only to support projects that meet
requirements outlined under sections 6 and 7 (REVENUE SUPPORTED
DEBT and SPECIAL OBLIGATION REVENUE DEBT), above.
10.3 When computing the expected flow of funds from increments the
incremental value shall not be adjusted for an expected general increase in
property values nor shall expected tax rates be projected higher than the
current applicable tax rate or the average applicable tax rate for the prior 5
years, whichever is lower.
10.4 The area from which the incremental value and tax flows are expected
should be as compact as possible and be reasonably congruent with the
project area.
10.5 The county shall, whenever possible, negotiate a "Minimum Assessment
Agreement" with each developer supported in whole or part by the projects
that taken together shall generate enough increment tax to fund any debt
service obligations and/or satisfy all claims or liquidate any development or
other financial agreements within the schedules specified or contemplated in
the bonding or other agreements.
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10.6 Whenever a tax on the personal property of a developer or other participant
in an increment area project is contemplated to be part of the increment tax,
the county shall negotiate agreements with the participants that require prior
county board approval for the removal of such property from the increment
district.
11 LIMITATION OF THIS POLICY
11.1 This policy shall not operate to limit or impede commitments or legal
obligations incurred prior to its enactment.
11.2 This policy does not relieve the county of any statutory obligation it may
have to issue or contract for debt already contemplated by general or special
statutes or the rules promulgated therefrom.
12 BOND ISSUANCE PROCEDURES
This section of the policy describes in general the recommended procedure to follow
when issuing bond instruments where the county or one of its component units is the
obligee. The description is a guideline and not prescriptive.
12.1 The Internal Financing Team shall review capital funding needs with county
department heads analyzing the county's current and projected financial
resources to determine the need for issuance of debt, as well as the need for
and feasibility of the projects under consideration. The team shall advise the
county board on particulars regarding each issue including but not limited to
their opinion as to the: 1) hiring of bond counsel, 2) hiring of a financial
advisor, 3) issue structures, 4) method of sale, and 5) as to need and
feasibility of the projects.
12.2 The county board then decides whether to offer the issue as a negotiated sale
or a competitive sale.
12.3 The main underwriter or the financial advisor in conjunction with county
officials then develops up a timetable.
12.4 Bond counsel and the county then prepare the required documents and the
resolutions, and set the sale and settlement dates. If the issue is to be rated,
the financial condition of the county and the economics of the area are
formally presented to the rating agency, which notifies the county of its
rating and outlines the reasons for such rating.
12.5 The county then awards bonds to the underwriting firm(s) on the sale date.
The bond offering provisions may require a deposit at this time as evidence
of the underwriter's good faith.
12.6 The underwriter wires the remainder of the bond proceeds, together with
accrued interest, to the county on the settlement date.
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12.7 The county establishes a separate checking account for each bond issue and
pays project expenses and issuance expenses from this account.
NOTES:
1 A negotiated sale occurs when the issuer selects the underwriting firm (or firms)
which will take the lead role in marketing the bonds. The underwriter in a
negotiated sale frequently performs many of the duties that a financial advisor does
for a competitive sale. Sometimes, services of a financial advisor are used also.
Advantages of a negotiated sale include more flexibility in the structuring and
timing of the issue, as well as the opportunity to insure that bonds are available to
certain investor groups, such as local firms. Another advantage is the opportunity to
determine investor interest in the issue, as well as the demand for certain structures
or maturities.
Disadvantages of a negotiated sale include the possible appearance of favoritism in
the selection of the lead underwriter. Also, there may be less assurance that the
bonds are priced at the most favorable rate.
2 A competitive sale occurs when the issuer (or its financial advisor) solicits bids
from underwriting firms to purchase its bonds, and sells bonds at the highest bid
price (the lowest interest rate). With the help of a financial advisor and bond
counsel, necessary documents are prepared and a Notice of Sale (Official Statement)
is published that describes the offering, the bidding requirements and date and time
of sale. Underwriters submit bids, which are usually evaluated by comparing the net
interest cost (average interest rates) of each.
Advantages of a competitive sale are that it provides some assurance that bonds
have been sold at the lowest interest rates given market conditions. The amount of
compensation paid to the underwriter (discount) is historically lower for competitive
sales. Also, competitive sales promote the appearance of an open, fair process.
Disadvantages of a competitive sale are that they have less flexibility in their
structure because the Notice of Sale must be posted well before the sale date.
Underwriters may build in a risk premium because of the uncertainty of market
conditions. Also, issuers with complex financing or weak credit may have difficulty
attracting bidders is also difficult to assure that local investors have access to the
bonds.
Rev date: April 17, 1995
printed: September 20, 2007
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ELECTRONIC FUNDS TRANSFER POLICY
RESOLUTION NO. 540
BOARD FILE 57621
August 1, 2000
WHEREAS, Minnesota Statutes 385.071 requires that if the County is to avail itself
of the electronic funds’ transfer capabilities of the financial institutions with which the
County does business, the County should have an Electronic Funds’ Transfer Policy
which is in written form and which is approved by the County Board:
NOW, THEREFORE, BE IT RESOLVED, that the Electronic Funds Transfer
Policy, as contained in Board File No. 57621, is hereby approved.
ELECTRONIC FUNDS’ TRANSFER POLICY
ST. LOUIS COUNTY, MINNESOTA
The State of Minnesota and management best practices require that if the County is to
transfer funds electronically, it must have a policy for such action.
1 Definitions
1.01 Electronic Fund’s Transfer - This term refers to moving of funds electronically
between banks.
1.02 Automated Clearing House Transactions (ACH) - These transactions are processed
one day after they are initiated by the transferring party. This one-day delay makes
the transaction less expensive than wire transfers. The original intent of ACH
transactions was to limit them to $100,000 or less; however, in actual practice, these
limits are disregarded.
1.03 ACH Debit Transaction - This transaction takes money from a bank account and
sends it to a third party. The transaction is initiated by the third party’s bank, with
pre-authorization from the payer. It can be used for preauthorized payments to
vendors for reoccurring items. Appropriate invoice information can be sent with the
ACH in a standard format, thus eliminating the paper check and stub. The County
uses this type of transaction to make the deposit of payroll withholding taxes.
This type of transaction is also used by the County to deposit money to the State of
Minnesota bank accounts through automated telephone transfer setups. Examples
are the remittance of the County’s deed tax and mortgage tax receipts, as well as the
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County’s sales tax collections an use tax liability. It is also used to transfer funds to
the County’s medical insurance administrator.
1.04 ACH Credit Transaction - This transaction can be used to transfer money from one
St. Louis County bank account to another St. Louis County bank account. It can
also be used to make payments to third parties; the transaction is initiated by the
County, rather than being pre-authorized and initiated by the third party, such as in
ACH debits.
1.05 Federal Electronic Data Interchange (FEDI) - This is the standard format for
providing information to accompany an ACH transaction.
1.06 Wire Transfers (otherwise known as Fedwire) - This second type of electronic
funds’ transfer procedure is owned and operated by the Federal Reserve and
connects the dozen Federal Reserve Banks with more than 10,000 depository
institutions across the nation. Users of Fedwire are mostly banks which transfer
funds on behalf of themselves and their business and government customers. It is
an online, real-time, same-day funds transfer system. It is for large-dollar
transactions to:
• Transfer money from one bank to another bank ( such as transferring funds
from the County’s general checking account to the County’s direct deposit
payroll account)
• Pay for goods or services by sending funds to a vendor’s bank
• Purchase U. S. government securities in book-entry form from the Treasury,
and
• Pay for a securities trade at a brokerage house, investment bank, or mutual
fund.
2 Purpose and Scope
2.01 The purpose of this document is to provide guidance, direction, and rules to the
individuals responsible for the County’s Automated Clearing House (ACH) and for
the initiation of wire transfer transactions, as well as to comply with M. S.385.071.
2.02 The goal of this Policy is to ensure that electronic funds’ transfers are made only by
authorized individuals to authorized parties, and to ensure that incoming and
outgoing electronic funds’ transfers are properly recognized in the financial records
of the County.
2.03 This policy applies to all electronic funds transfers, including, but not limited to,
transfers between banks and other financial institutions for investment purposes;
payment of payroll taxes; payment of debt service obligations; direct deposit of
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payroll checks; and remittance of various payments to and from the Federal
Government and the State of Minnesota.
2.04 The policy applies to transfers using any type of medium, including telephone,
computer, letter or other written document, and fax.
3 Objectives
3.01 To manage the ACH and Fedwire transfers in as secure a manner as possible. The
County Auditor shall authorize in writing to the respective financial institution, the
County personnel who are allowed to initiate such transfers. The transfers shall be
tracked on the bank reconciliation by a staff person other than those authorized to
make transfers. The investment accountant the County Auditor’s Accounting
Department shall maintain an up-to-date log of the transactions, including the
reference numbers assigned by the transferring financial institution.
3.02 To minimize any penalty or interest costs which could occur because of EFT
transfers being initiated after the required deadlines.
3.03 To maintain a readily available and up-to-date record of EFT transactions.
3.04 To properly record the ACH and Fedwire incoming and outgoing transactions in the
County’s financial records.
3.05 To maintain a readily available record of personnel authorized to initiate the various
types of ACH and Fedwire transactions.
4. General Provisions - Transfers Out
4.01 General Checking and Payroll Checking Account - The County’s financial
institution will honor transfers, including investment transfers, only to another
County account or a third party account that has been pre-authorized by the County
Auditor. Except for 4.02 and 4.03 below, which are controlled by passwords or
PINS and can only be transferred to specified accounts, only persons pre-authorized
by the County Auditor to the financial institution can initiate transfers.
4.02 Certain Payments to State of Minnesota - Sales and use tax, as well as mortgage and
deed tax collections, are electronically transferred to the State of Minnesota through
ACH debits. These procedures are set up by the State of Minnesota with the County
and require only touch-tone telephone entry. The funds can be transferred only to
the State of Minnesota account and are controlled by passwords or identification
numbers assigned to the user by the State. Other electronic transfers to the State of
Minnesota, for instance, driver’s license and motor vehicle collections, are made
through Fedwire transactions.
4.03 Deposit of Payroll Taxes - These procedures are set up by each of the taxing
authorities and may be done through ACH debit or credit transactions, depending on
whether the County initiates the transfer (credit) or the taxing authorities initiate it
through pre-authorization by the County (debit). The debit transaction can transfer
funds only to the account of the taxing authority initiating it. (The credit transaction
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can be transferred following the rules of 4.03 above).
5 General Provisions - Transfers In
5.01 Transfers Initiated by the Payer - The payer must contact the County Auditor in
order to obtain the proper bank routing information before transfers in can be
accomplished.
The Federal Government and the State of Minnesota frequently use
electronic fund’s transfers to remit payments to the County. The County’s
financial institution notifies the County’s cash manager ( investment
accountant) of these transfers, including any FEDI which accompanies the
transfer to identify the source and purpose of the payment.
5.02 Transfers Initiated by the County - The County is pre-authorized to order cash
through computer modem for various Federal grants (HUD grants, for instance).
The pre-authorization set up includes designation by the County Auditor as to which
staff members may order the cash and the Auditor also designates which County
account is to receive the cash. The staff members authorized by the Auditor are
assigned PINs by the remitting agency.
Interest and principal payments on investments are frequently transferred to the
County by various financial institutions and brokers. The routing information for
these transfers is provided by the County Auditor through safekeeping and broker
agreements, with which an independent verification of the transaction by the staff
person reconciling the County’s bank account.
6 General Provisions - Transfers In and Transfers Out
6.01 Transaction Log - The investment account in the County Auditor’s Accounting
Department shall maintain an up-to-date log of the transactions, including the
reference numbers assigned by the transferring financial institution.
6.02 Transaction Recording - Each transfer shall be properly recorded in the County’s
accounting system through a journal voucher, payment voucher, or cash receipt
transaction with documentation attached or on file. The FEDI is to be used for
informational purposes.
BUSINESS SUBSIDY CRITERIA
RESOLUTION NO. 233
April 10, 2001
NOW, THEREFORE, BE IT RESOLVED, the St. Louis County Board of
Commissioners hereby adopts the St. Louis County Business Subsidy Criteria, contained
in Board File No. 57731, pursuant to Minnesota Statutes, Section 116J.993 - 116J.995.
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ST. LOUIS COUNTY
BUSINESS SUBSIDY CRITERIA
The following business subsidy criteria are intended to satisfy the requirements of
Minnesota Statutes §116J.993 through 116J.995 (the “Act”). The term “project” means
the property with respect to which the business subsidy is provided. The term “recipient”
means any for-profit or nonprofit business entity that receives a business subsidy. Only
nonprofit entities with at least 100 full-time equivalent positions and with a ratio of
highest to lowest paid employee, that exceeds ten to one, determined on the basis of fulltime
equivalent positions, are included in this definition.
A. PROJECT REVIEW AND EVALUATION POLICY
1. The St. Louis County Board of Commissioners recognizes that the
creation of good paying jobs is a desirable goal which benefits both the
County and its citizens. Nevertheless, not all projects assisted with
subsidies derive their public purpose and importance solely by virtue of
job creation. In addition, the imposition of high job creation requirements
and high wage level requirements may be unrealistic and counterproductive
in the face of larger economic forces affecting an individual
business or the financial and competitive circumstances of that business.
In determining the requirements for a project under consideration for a
business subsidy, St. Louis County will be guided by the following:
a. The evaluation of a project will take into consideration the
project’s importance in and benefit to the community from all
perspectives, including created or retained jobs.
b. If a particular project does not involve the creation of jobs, but is
nonetheless found to be worthy of support and subsidy, assistance
may be approved without any specific job or wage goals if
permitted by applicable law.
c. In cases where the objective is the retention of existing jobs, the
recipient of the subsidy will be required to provide evidence
demonstrating the potential loss of specific jobs.
d. The setting of wage and job goals will be guided by current
information on (I) prevailing wage rates for like or similar jobs
within the area, (ii) local economic conditions, (iii) external
economic forces over which neither St. Louis County nor the
recipient of the subsidy has control, (iv) the financial resources of
the recipient and (v) the competitive environment in which the
recipient’s business exists.
2. Because it is not possible to anticipate all the needs and requirements of
every type of project and the ever-changing needs of the community and
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in order to retain the flexibility necessary to respond to all proposed
projects, St. Louis County retains the right to approve projects and
business subsidies which may vary from the principles and criteria set
forth herein. The reason for any deviation will be documented in writing
and will be submitted to the Minnesota Department of Trade and
Economic Development in accordance with the Act.
3. St. Louis County will take into consideration the following information
when applying evaluation criteria to a specific project:
a. St. Louis County may consider the requirements of any other
business subsidy received, or to be received, from another project
funding source other than the County.
b. If the business subsidy is a guaranty, the amount of the business
subsidy may be valued at the principal amount of the guaranteed
payment obligation.
c. If the business subsidy is real or personal property, the amount of
the subsidy will be the fair market value of the property as
determined by St. Louis County.
d. If the business subsidy is received over time, St. Louis County may
value the subsidy at its present value using a discount rate equal to
an interest rate which the County determines is fair and reasonable
under the circumstances.
As used herein “benefit date” means the date the business subsidy is
received. If the business subsidy involves the purchase, lease, or donation
of physical equipment, then the benefit date occurs when the recipient puts
the equipment into service. If the business subsidy is for improvements to
property, then the benefit date refers to the earliest date of either: (a) when
the improvements are completed for the entire project; or (b) when a
business occupies the property.
B. PROJECT REVIEW AND EVALUATION
St. Louis County will require that the proposed project meet one or more of the
following criteria in order to receive financial or other assistance as a business
subsidy:
1. Job and Wages
a. New Jobs: The minimum net number of direct full time equivalent
jobs to be created or retained by the proposed project for a period
of at least two years from the estimated benefit date.
b. Payroll: The minimum annual net payroll (including employer
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contributions for health benefits) to be generated at the end of the
third anniversary date of the estimated benefit date.
2. Increase in Tax Base: The net increase in property taxes
estimated to be generated by the project in the first full year of
operation
3. Land Use
a. Compliance with Comprehensive or Other Plans: We will
consider whether the project provides the optimum or best use of
the property (including those permitted uses under the current
Comprehensive or Other Plan) in addition to any needed services
to the community described in Paragraph B.6).
b. Marginal Property: We will examine whether the project is
located on property which needs, but is not likely, to be developed
or redeveloped because of blight or other adverse conditions of the
property.
c. Design and/or Other Amenities: We will also consider whether
the project will include design and/or amenity features that are not
otherwise required by law as a result of the business subsidy.
4. Impact on Existing and Future Public Investment.
a. Utilization of Existing Infrastructure Investment: Consideration
will be given as to whether and to what extent (a) the project will
utilize existing public infrastructure capacity or if (b) the project
will require additional publicly funded infrastructure investments.
b. Direct Monetary Return on Public Investment: Review will
consider whether arrangements have been made or will be made
for St. Louis County to receive a direct monetary return on its
investment in the project.
5. Economic Development: Review will consider the economic impact of:
a. Leveraged Funds: For every dollar of business subsidy to be
provided for the project, the minimum amount of private funds
which will be applied towards the capital cost of the project.
b. Spin Off Development: The dollar amount of non-subsidized
development the project is expected to generate in the surrounding
area and the need for and likelihood of such spin off development.
c. Growth Potential: Based on recipient’s market studies and plans
for expansion, whether and to what extent the project is expected
within five years of its completion, be expanded to produce a net
increase of full time equivalent jobs and of payroll, over and above
the minimum net increase in jobs and payroll described in
Paragraph C.1 above.
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6. Quality of Life - Community Services: Consideration as to whether the project
will provide services in the community and the need for such
services.
7. Other Factors: Depending on the nature of the project, such other factors as St.
Louis County may deem relevant in evaluating the project and the
business subsidy proposed for it.
C. CRITERIA REQUIRED FOR ALL PROJECTS
St. Louis County will require that the project complies with all of the following
criteria:
1. Wage Policy: If the project results in the creation or retention of any jobs,
the wage for each part-time and full-time job created must be (within two
years of the date of assistance is received as defined in the Act) at least
equal to the prevailing wage for like or similar jobs within the area or such
greater amount as St. Louis County may require for a specific project.
2. Compliance with Planning and Zoning: The project must comply with
local plans and zoning ordinances.
3. Compliance with Act: The business subsidy from St. Louis County must
satisfy all requirements of the Act and any amendments thereto.
CREDIT CARD ACCEPTANCE POLICY
RESOLUTION NO. 672
October 23, 2001
WHEREAS, the acceptance of credit cards in payment of County obligations may
result in convenience to the customer, as well as streamline some operations for the
County itself; and
WHEREAS, Minnesota Statutes 471.38 provides that a county may accept
payment of claims and obligations through the use of credit cards; and
WHEREAS, in order to accept such payment, the County under M.S. 271.38 must
establish a policy and procedure regarding such payments;
NOW, THEREFORE, BE IT RESOLVED, that the Credit Card Policy and
Procedure is hereby approved and the County Auditor is authorized to enter into
appropriate agreements on behalf of the County and its Departments.
TAX ABATEMENT FINANCING POLICY
RESOLUTION NO. 187
March 12, 2002
WHEREAS, Minnesota Statute §§469.1812 - 469.1815, tax abatement, allows St.
Louis County to grant an abatement of taxes imposed by the county on a parcel of
property, or defer the payments of the taxes and abate the interest and penalty that would
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otherwise occur; and
WHEREAS, in order to grant an abatement, the county must represent that:
A. It expects the benefit of the proposed abatement to at least equal the costs
of the proposed agreement or intends the abatement to phase in a property
tax increase; and
B. Granting the agreement is in the public interest because it will meet one of
the following criteria:
1. Increase or preserve tax base
2. Provide employment opportunities
3. Provide or help acquire or construct public facilities
4. Help redevelop or renew blighted properties
5. Help provide access to services for residents
6. Finance or provide public infrastructure, or
7. Phase in a property tax increase on the parcel resulting
from an increase of 50 percent or more in one year on the
estimated market value of the parcel, other than an increase
attributable to improvement of the parcel.
NOW, THEREFORE, BE IT RESOLVED, the St. Louis County Board of
Commissioners hereby adopts the St. Louis County Tax Abatement Policy contained in
County Board File No. 57883, pursuant to Minnesota Statute §§469.1812 - 469.1815.
ST. LOUIS COUNTY TAX ABATEMENT FINANCING POLICY
I SCOPE
This policy establishes the parameters of St. Louis County’s participation in Tax
Abatement Financing (TAF) as authorized under Minnesota Statutes §§469.1812
through 469.1815 (2000) and any amendments thereto. TAF may be considered a
form of business subsidy which will require compliance with the Business
Subsidy Act, Minnesota Statutes §§116J.993 through 116J.995, and any
amendments thereto. This policy establishes the criteria and procedures to be
utilized in administering TAF.
II PURPOSE
The purpose of St. Louis County TAF is to provide a tool for the county to
accomplish its goals in the areas of housing and economic development. These
goals include facilitating projects that result in the creation of quality jobs and the
attraction, retention, and expansion of business and housing options within the
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county. TAF is to be used for development or redevelopment that would not
otherwise occur without the assistance of TAF.
III STATUTORY CRITERIA
The public benefits of a project must be expected to exceed the costs to the county
and the project must meet one or more of the following criteria:
A. Increase or preserve the county tax base,
B. Provide permanent employment opportunities within the county,
C. Provide or help acquire or construct public facilities,
D. Help redevelop or renew blighted areas within the county,
E. Help provide access to services for county residents,
F. Finance or provide public infrastructure, or
G. Phase in property tax increase on the parcel resulting from an increase of
50 percent or more in one year on the estimated market value of the
parcel, other than an increase attributable to improvement of the parcel.
IV TYPES OF FINANCING
Of the TAF options available by state statute, the county will only enter into agreements for the
following types of financing:
A. Rebate to a property owner (or taxpayer) all or part of paid county property taxes.
B. Defer county property taxes and provide a corresponding abatement of
penalties and interest that would have otherwise accrued.
C. Phase in property tax increase resulting from an 50 percent or greater
increase in estimated market value in one year from factors other than
property improvement.
V ADDITIONAL CRITERIA
The following additional criteria will apply to TAF projects:
A. The county will provide TAF to a project in conjunction with the
municipality provided the municipality has some form of
financial participation in the project.
B. Full-time equivalent jobs will be considered in determining
either an increase or retention of jobs. Minimum wages for the
jobs will be set at prevailing wage rates, for like or similar jobs
within the area.
C. The county will not enter into agreements for speculative
projects or developments which lack specific tenant agreements.
D. Non-housing projects must be at least 51 percent funded from
non-public sources.
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E. Housing projects must provide a minimum of 12 affordable
rental units and remain affordable for 15 years pursuant to a
declaration of covenants and deed restriction. Affordable rents
will be no greater than fair market rents as determined by the
U.S. Department of Housing and Urban Development.
F. All agreements entered into under this policy may be subject to
the County Debt Policy.
G. All agreements entered into under this policy may be subject to
the requirements of the County Business Subsidy Criteria and
Minnesota Business Subsidy Act.
H. Projects will not place extraordinary demands on public services or
generate significant environmental problems in the opinion of
local, state, or federal governments.
I. Priority will be given to projects that clean up existing
contaminated sites.
J. Projects must conform with all applicable state, local and federal
requirements.
VI LIMITATIONS
The following limitations are set forth for all TAF projects:
A. The total annual commitment for all agreements under this program will
not exceed one percent of the existing county levy.
B. No agreement under this policy will have a term exceeding ten full
property tax years.
C. The overall total county contribution for any project regardless of the
number of property tax parcels involved will not exceed $300,000 over the
term of the agreement or $30,000 in any given year.
D. The county will not abate, retain, or defer in any one year more than the
county’s share of taxes net of all credits or abatements as determined by
the county auditor for that year.
E. The maximum abatement for each qualified job under this program will be
$1,000 per year.
F. The maximum abatement for each affordable housing unit will be $1,000
per year.
G. No carry over of any “unused” abatement is allowed.
H. Property within a tax increment financing district does not qualify.
I. Personal property taxes and special assessments levied by any subdivision
do not qualify for abatements. This is consistent with the opinion of the
Minnesota Department of Revenue; personal property taxes on
government owned property do not qualify for abatement.
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J. Deferred taxes will be due and payable in the first property tax payable
year after the end of the agreement.
K. The county board may extend the time for recipients’ performance of
specific items under the TAF agreement. However, the county board may
not extend the time for payment of annual property taxes.
L. No abatement installment will be paid to a recipient if property taxes are
not timely paid (i.e., within 15 days of statutory due date).
VII APPLICATION PROCESS
The following process is established for all TAF applications:
A. Applications must be completed on forms provided by the county
together with all documentation, reports, and studies, financing
packages, and other relevant data. County may accept municipal
or another funder’s application provided adequate information and
documentation is provided.
B. Applicants must submit a non-refundable fee payment of $1,000
with the initial application.
C. The Planning Department will review the application to determine
if the project appears to meet county policy guidelines and to
determine the need for additional information. If the Planning
Department determines the project meets policy guidelines, the
applicant may submit a final application.
D. Applicant will submit a final application with additional
documentation and a non-refundable application fee of $2,000.
County will evaluate costs after one year and make
recommendations on fees.
E. The Planning Department will then provide a detailed review of
the project including a full due diligence study that will encompass
at a minimum the financial and marketing package. When
possible, this study will be completed in conjunction with the
municipality and other project funders.
F. If the project qualifies for TAF, the county will proceed to
approval process.
VIII APPROVAL PROCESS
Following is the process the county will use in considering TAF applications:
A. The County Administrator will develop a project review report for the
county board. The report will include at a minimum the information
described in APPLICATION REVIEW section of this policy.
B. The county board will schedule a public hearing. After hearing testimony
at the public hearing, the board will determine if the county will enter into
a proposed TAF agreement. When possible, the county will conduct a
joint public hearing with the municipality for tax abatement or other
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required business subsidy public hearings.
IX APPLICATION REVIEW
The Planning Department will review and report on at a minimum the following
items for each TAF application forwarded to the county board for action:
A. The extent to which the public interest is served based on the nature and
type of development.
B. The extent to which the new permanent employment opportunities provide
benefits and prevailing wages for employees.
C. The extent to which the project provides permanent rental housing
opportunities for low and moderate income families as defined by the
federal and state government.
D. The extent to which there are additional public costs associated with the
project such as pollution control, soil corrections, and public
infrastructure.
E. The extent to which the project increases county costs for road
construction, traffic control, law enforcement, human services and other
budgetary considerations.
F. The extent to which the local municipality supports the project, including
(but not limited to) tax abatement for the subject property.
G. The results of a due diligence study completed by staff or an independent
consultant.
X AGREEMENTS
Every TAF subsidy agreement will contain at a minimum sections covering:
A. A list of all the parties to the agreement, their relationship, and address.
B. Description of the project in detail and the type and amount of subsidy
granted.
C. Describe the total financing of the project and the sources of all funding.
D. Findings of the County Board as provided for in M.S. §469.1813.
E. Findings that the project meets all criteria established in this policy and
that all the limitations and other requirements of this policy are being met.
F. Description of any agreement between the applicant and the municipality
or authority under this or any other program that provides any form of
public financing.
G. The public purpose of the subsidy and why the subsidy is needed.
H. Description of the need for the subsidy and a summary of the supporting
documentation.
I. Specific measurable goals and time frame for meeting established goals.
This section must also state how and when required measurements will be
completed. It will also include base line values for the measurable goals.
J. Length of continued operations and minimum level of such operation after
the agreement expires.
K. Remedies for breach of terms in the agreement, definition of default and
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recipients’ obligation if they do not fulfill the terms of the agreement.
L. Reporting requirements detailing the time and format of all submissions.
M. Description of any other terms of the agreement.
XI POST APPROVAL/ABATEMENT PROCESS
\ After approval of a TAF application, the county will adhere to the following
process:
A. The county administrator will annually determine the necessary property
tax levy (at 110 percent of the expected obligation) required to support the
existing tax abatement agreements that will be in force for the subsequent
tax year. The levy must be reflected in the administrators proposed budget
for the next fiscal year.
B. County Planning will report to the Administrator by August 1 on each of
the agreements as to their progress toward and/or maintenance of project
goals and other agreement compliance issues.
C. For agreements not in compliance, the administrator will make a report to
the county board together with a recommendation to extend or not extend
performance deadlines.
D. The county board will then make a determination to extend, terminate,
adjust or otherwise modify the agreement within statutory limits.
E. Semi-annually on or before June 1 and December 1 County Planning will
submit a parcel detailed request to the Auditor who will then determine for
each parcel whether property taxes were timely paid. The Auditor will
promptly make such determinations and report back whether such
payments were made and the amount of the county share of those taxes.
F. The Planning Department will on or before January 15 and July 15 prepare
and submit to the Auditor payment vouchers to pay the owner or taxpayer
as determined by the agreement the tax abatements due under the
agreement. The payment vouchers must contain a certification that all
conditions under the agreements necessary for payment of the tax
abatements have been met.
G. The Auditor will issue and mail abatement checks by February 1 and
August 1.
XII TIME FRAME
TAF applications will be accepted on an ongoing basis. The specific time frame
for TAF applications is as follows:
A. April 1: Applicants must file for TAF consideration no later than April 1
of the year prior to the year the tax abatement is to be effective.
B. August 1: All the required steps in the application process must be
completed no later than August 1 to provide the administrator time to
incorporate the appropriate property tax levy and budget appropriations
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into the proposed budget for the following year.
C. December 1: The county and all the parties to the agreement will execute
the agreement prior to December 1 of the year preceding the year in which
the tax abatement is to be effective. Failure to fully execute the agreement
by this date will at a minimum postpone the proposed tax abatements by at
least one year.
XIII MEASUREMENTS
TAF recipients must provide adequate documentation for the following project
performance measurements by the deadlines established in the subsidy agreement:
A. Baseline measurements for performance criteria will use information for
the six full months immediately preceding the application date.
B. Annual performance measurements will at a minimum use median
information for six full months prior to the required reporting date.
C. Employment performance measurements will use the median monthly
wages for full time employment.
The county reserves the right to approve or reject projects on a case-by-case basis.
Meeting minimum policy criteria does not guarantee the award of TAF to the
project. Approval or denial of one project is not intended to set precedent for
approval or denial of another project. The county, at its discretion, reserves the
right to deviate from its policy to impose more severe penalties and restrictions.
SEPTIC LOAN PROGRAM POLICY
RESOLUTION NO. 365
June 10, 2003
RESOLVED, the St. Louis County Board of Commissioners hereby adopts the
Septic Loan Program Policy, as contained in Board File No. 58085, effective July 1,
2003.
PROCEEDS FROM SALES OF COUNTY ASSETS
RESOLUTION NO. 371
July 26, 2005
WHEREAS, the St. Louis County Board desires a consistent policy accounting
for the proceeds from sales of County assets and fee land.
NOW THEREFORE, BE IT RESOLVED, that proceeds from Sales of County
assets, with the exception of those referenced in County Board Resolution No. 811
(Proceeds from the Sale by Bid of Equipment and Proceeds from Insurance Fund), less
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expenses directly attributable to the sale, be reimbursed to the fund from which the
investment in the asset was made. If more than one fund was utilized in purchase of the
asset, sales proceeds will reimburse each fund on a pro rata basis of its investment in the
asset.
RESOLVED FURTHER, that proceeds from fee land sales, less unbudgeted
expenses directly attributable to the sale, be deposited in the County's general fund.
Unbudgeted expenses attributable to the fee land sale will be reimbursed to the fund that
incurred the sale related expenses.
AUDITOR TO DETERMINE ADEQUACY OF CONTROLS AND PROCEDURES
RESOLUTION NO. 942
Budget and Levy Resolution
1997 for Fiscal Year 1998
December 16,1997
RESOLVED FURTHER, that the County Board authorizes the Auditor to
determine the adequacy of controls and procedures relating to financial/accounting issues
and order changes or corrective actions in any department or agency of the County.
RESOLVED FURTHER, that it is the County Board’s continuing intent to
establish and retain a $2,000,000 annual cash balance in Fund 16, Dept. F11.
CASH FLOW
RESOLUTION NO. 968
Budget and Levy Resolution
1995 for Fiscal Year 1996
December 19, 1995
RESOLVED FURTHER, that the County Board authorizes the County Auditor to
designate portions of fund balances for cash flow purposes with the objective that full
cash flow designation be accomplished within four budget years.
CASH FLOW
RESOLUTION NO. 1037
Budget and Levy Resolution
1996 for Fiscal Year 1997
December 17, 1996
RESOLVED FURTHER, that the County Board authorizes the County Auditor to
designate portions of fund balances for cash flow purposes with the objective that full
cash flow designation be accomplished within three budget years.
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CASH FLOW
RESOLUTION NO. 942
Budget and Levy Resolution
1997 for Fiscal Year 1998
December 16, 1997
RESOLVED FURTHER, that the County Board authorizes the County Auditor to
continue to designate portions of fund balances for cash flow purposes with the objective
that full cash flow designation be accomplished by the end of 1998.
CASH FLOW
RESOLUTION NO. 973
Budget and Levy Resolution
1998 for Fiscal Year 1999
December 22, 1998
RESOLVED FURTHER, that the County Board authorizes the County Auditor to
continue to designate portions of fund balances for cash flow purposes with the objective
that full cash flow designation be accomplished by the end of 1999.
CASH FLOW
RESOLUTION NO. 834
Budget and Levy Resolution
1999 for Fiscal Year 2000
December 14, 1999
RESOLVED FURTHER, that the County Board authorizes the County Auditor to
continue to designate portions of fund balances for cash flow purposes as previously
established by the County Board.
CASH FLOW
RESOLUTION NO. 811
Budget and Levy Resolution
2000 for Fiscal Year 2001
December 12, 2000
RESOLVED FURTHER, that the County Board authorizes the County Auditor to
continue from this day forward to reserve portions of fund balances for cash flow
purposes in an amount equal to 5/12 of the current levy.
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CASH FLOW
RESOLUTION NO. 772
Budget and Levy Resolution
2001 for Fiscal Year 2002
December 11, 2001
RESOLVED FURTHER, that the County Board authorizes the County Auditor to
continue from this day forward to reserve portions of fund balances for cash flow
purposes in an amount equal to 5/12 of the current levy plus HACA.
CASH FLOW
RESOLUTION NO. 812
Budget and Levy Resolution
2002 for Fiscal Year 2003
December 17, 2002
RESOLVED FURTHER, that the County Board authorizes the County Auditor to
continue from this day forward to reserve portions of fund balances for cash flow
purposes in an amount equal to 5/12 of the 2003 levy plus the 2003 HACA and other
property tax aids.
CASH FLOW
RESOLUTION NO. 754
Budget and Levy Resolution
2003 for Fiscal Year 2004
December 16, 2003
RESOLVED FURTHER, that the County Board authorizes the County Auditor to
continue to reserve portions of fund balances for cash flow purposes in an amount equal
to 5/12 of the 2004 levy plus the 2004 HACA and other property tax aids.
CASH FLOW
RESOLUTION NO. 619
Budget and Levy Resolution
2004 for Fiscal Year 2005
December 14, 2004
RESOLVED FURTHER, that the County Board authorizes the County Auditor to
continue to reserve portions of fund balances for cash flow purposes in an amount equal
to 5/12 of the 2005 levy plus the 2005 HACA and other property tax aids.
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COUNTY ATTORNEY STAFF SALARIES
RESOLUTION NUMBER 772
Budget and Levy Resolution
2001 for Fiscal Year 2002
December 17, 2002
RESOLVED FURTHER, that the St. Louis County Attorney shall have the
authority to annually adjust the salaries of the unclassified employees in the St. Louis
County Attorney’s Office within the total funds allocated for salaries by the County
Board.
Also Cited in the 1996-2002 Budget Resolutions.
COUNTY ATTORNEY STAFF SALARIES
RESOLUTION NUMBER 754
Budget and Levy Resolution
2003 for Fiscal Year 2004
December 16, 2003
RESOLVED FURTHER, that the St. Louis County Attorney shall have the
authority to annually adjust the salaries of the unclassified employees in the St. Louis
County Attorney's Office within the total funds allocated for salaries by the County
Board .
COUNTY ATTORNEY STAFF SALARIES
RESOLUTION NUMBER 619
Budget and Levy Resolution
2004 for Fiscal Year 2005
December 14, 2004
RESOLVED FURTHER, that the St. Louis County Attorney shall have the
authority to annually adjust the salaries of the unclassified employees in the St. Louis
County Attorney's Office within the total funds allocated for salaries by the County
Board .
FEDERAL COST ALLOCATION RECEIPTS
RESOLUTION NO. 973
Budget and Levy Resolution
1998 for Fiscal Year 1999
December 22, 1998
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RESOLVED FURTHER, whereas the County receives federal program revenues
as a reimbursement of indirect costs incurred by the General Fund, and whereas those
revenues on future remittances may not always be separately identified from specific
County Department revenues at the time of payment, that when federal program revenues
are earned jointly by the General Government and the Social Services Fund, and earnings
are not separately identified at the time of payment, revenues shall be allocated between
the General Fund and the Social Services Fund in the same proportion as federal program
costs. Such allocation shall be made at the time that quarterly settlement payments are
received.
FEDERAL COST ALLOCATION RECEIPTS
RESOLUTION NO. 834
Budget and Levy Resolution
1999 for Fiscal Year 2000
December 14, 1999
RESOLVED FURTHER, whereas the County receives federal program revenues
as a reimbursement of indirect costs incurred by the General Fund, and whereas those
revenues on future remittances may not always be separately identified from specific
County Department revenues at the time of payment, that when federal program revenues
are earned jointly by the General Government and a specific Department, and earnings
are not separately identified at the time of payment, revenues shall be allocated between
the General Fund and the specific department in the same proportion as federal program
costs. Such allocation shall be made at the time that quarterly settlement payments are
received.
FEDERAL COST ALLOCATION RECEIPTS
RESOLUTION NUMBER 811
Budget and Levy Resolution
2000 for Fiscal Year 2001
December 12, 2000
RESOLVED FURTHER, whereas the County receives federal program revenues
as a reimbursement of indirect costs incurred by the General Fund, and whereas those
revenues on future remittances may not always be separately identified from specific
County Department revenues at the time of payment, that when federal program revenues
are earned jointly by the General Government and a specific Department, and earnings
are not separately identified at the time of payment, revenues shall be allocated between
the General Fund and the specific department in the same proportion as federal program
costs. Such allocation shall be made at the time that quarterly settlement payments are
received.
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FEDERAL COST ALLOCATION RECEIPTS
RESOLUTION NUMBER 772
Budget and Levy Resolution
2001 for Fiscal Year 2002
December 11, 2001
RESOLVED FURTHER, whereas the County receives federal program revenues
as a reimbursement of indirect costs incurred by the General Fund, and whereas those
revenues on future remittances may not always be separately identified from specific
County Department revenues at the time of payment, that when federal program revenues
are earned jointly by the General Government and a specific Department, and earnings
are not separately identified at the time of payment, revenues shall be allocated between
the General Fund and the specific department in the same proportion as federal program
costs. Such allocation shall be made at the time that quarterly settlement payments are
received.
FEDERAL COST ALLOCATION RECEIPTS
RESOLUTION NUMBER 812
Budget and Levy Resolution
2002 for Fiscal Year 2003
December 17, 2002
RESOLVED FURTHER, whereas the County receives federal program revenues
as a reimbursement of indirect costs incurred by the General Fund, and whereas those
revenues on future remittances may not always be separately identified from specific
County Department revenues at the time of payment, that when federal program revenues
are earned jointly by the General Government and a specific Department, and earnings
are not separately identified at the time of payment, revenues shall be allocated between
the General Fund and the specific department in the same proportion as federal program
costs. Such allocation shall be made at the time that quarterly settlement payments are
received.
FEDERAL COST ALLOCATION RECEIPTS
RESOLUTION NUMBER 754
Budget and Levy Resolution
2003 for Fiscal Year 2004
December 16, 2003
RESOLVED FURTHER, whereas the County receives federal program revenues
as a reimbursement of indirect costs incurred by the General Fund, and whereas those
revenues on future remittances may not always be separately identified from specific
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County Department revenues at the time of payment, that when federal program revenues
are earned jointly by the General Government and a specific Department, and earnings
are not separately identified at the time of payment, revenues shall be allocated between
the General Fund and the specific department in the same proportion as federal program
costs. Such allocation shall be made at the time that quarterly settlement payments are
received.
FEDERAL COST ALLOCATION RECEIPTS
RESOLUTION NUMBER 619
Budget and Levy Resolution
2004 for Fiscal Year 2005
December 14, 2004
RESOLVED FURTHER, whereas the County receives federal program revenues
as a reimbursement of indirect costs incurred by the General Fund, and whereas those
revenues on future remittances may not always be separately identified from specific
County Department revenues at the time of payment, that when federal program revenues
are earned jointly by the General Government and a specific Department, and earnings
are not separately identified at the time of payment, revenues shall be allocated between
the General Fund and the specific department in the same proportion as federal program
costs. Such allocation shall be made at the time that quarterly settlement payments are
received.
HERITAGE AND ARTS CENTER PAYMENT PROCESSING
RESOLUTION NO. 811
Budget and Levy Resolution
December 12, 2000
RESOLVED FURTHER, that St. Louis County will no longer process payments
for operating expenses of the Heritage and Arts Center. In place of these payments, the
County will budget a set sum for the Heritage and Arts Center and the Center will be
responsible for paying its vendors.
PROCEEDS FROM INSURANCE FUND
RESOLUTION NO. 811
Budget and Levy Resolution
2000 for Fiscal Year 2001
December 12, 2000
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RESOLVED FURTHER, that proceeds from the insurance fund for losses of
covered property or proceeds from the sale by bid of damaged assets will be reimbursed
into the capital outlay budget of the department involved.
PROCEEDS FROM INSURANCE FUND
RESOLUTION NO. 754
Budget and Levy Resolution
2003 for Fiscal Year 2004
December 16, 2003
RESOLVED FURTHER, that proceeds from the insurance fund for losses of
covered property or proceeds from the sale by bid of damaged assets will be reimbursed
into the capital outlay budget of the department involved.
PROCEEDS FROM INSURANCE FUND
RESOLUTION NO. 619
Budget and Levy Resolution
2004 for Fiscal Year 2005
December 14, 2004
RESOLVED FURTHER, that proceeds from the insurance fund for losses of
covered property or proceeds from the sale by bid of damaged assets will be reimbursed
into the capital outlay budget of the department involved.
PROCEEDS FROM THE SALE BY BID OF EQUIPMENT
RESOLUTION NO. 811
Budget and Levy Resolution
2000 for Fiscal Year 2001
December 12, 2000
RESOLVED FURTHER, that proceeds from the sale by bid of equipment that
would otherwise be used in trade against the purchase price of new equipment be added
to the budget by increasing both the capital outlay and the revenue budgets by the amount
of the sale.
PROCEEDS FROM THE SALE BY BID OF EQUIPMENT
RESOLUTION NO. 754
Budget and Levy Resolution
2003 for Fiscal Year 2004
December 16, 2003
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RESOLVED FURTHER, that proceeds from the sale by bid of equipment that
would otherwise be used in trade against the purchase price of new equipment be added
to the budget by increasing both the capital outlay and the revenue budgets of the owning
department by the amount of the sale.
PROCEEDS FROM THE SALE BY BID OF EQUIPMENT
RESOLUTION NO. 619
Budget and Levy Resolution
2004 for Fiscal Year 2005
December 14, 2004
RESOLVED FURTHER, that proceeds from the sale by bid of equipment that
would otherwise be used in trade against the purchase price of new equipment be added
to the budget by increasing both the capital outlay and the revenue budgets of the owning
department by the amount of the sale.
VESTING SICK LEAVE
RESOLUTION NUMBER 772
Budget and Levy Resolution
2001 for Fiscal Year 2002
December 11, 2001
RESOLVED FURTHER, that the County Board authorizes the County Auditor to
designate monies as available for vesting sick leave until such vesting is fully funded,
with full designation being realized no later than 2009.
See Also:
A. CHAPTER 13 LEAVE TIME, Vacation Pay-Off/Sick Leave Balance
Funding, Resolution No. 200, Adopted March 14, 1995
FLEXIBLE SPENDING PLAN
RESOLUTION NO. 568
November 8, 2005
WHEREAS, Section 125 of the Internal Revenue Code of 1986, as
amended, authorizes that a Flexible Spending Plan may, at the employer's option,
be amended to provide for up to a 2 1/2 month grace period immediately
following the end of each plan year.
WHEREAS, implementation of the 2 1/2 month grace period should result
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in increased employee participation and/or plan contributions in this plan and
additional tax savings to both the plan participants and the employer.
NOW, THEREFORE BE IT RESOLVED, that the revised plan document,
including Amendment Number 1, and Summary Plan Description for the County
of St. Louis Flexible Compensation Program are hereby approved effective
December 1, 2005 and that the County Board Chair is hereby authorized to
execute and deliver the Plan Amendment to the third party plan administrator,
Superior USA Corporation.
FURTHER RESOLVED, that the Civil Service/Personnel Director shall
notify participants in the plan of the adoption of this plan amendment by
delivering to each employee a copy of the summary description of the changes to
the plan in the form of the Summary Plan Description - Material Modification,
which form is hereby approved.
REVISED INVESTMENT POLICY
RESOLUTION NO. 647
DECEMBER 20, 2005
WHEREAS, it has been six years since the St. Louis County Investment Committee
has reviewed the County investment policy; and
WHEREAS, changes in the economic environment have resulted in a need to modify
short-term and long-term portfolio composition limits to allow for prudent and
judicious investments which maximize return; and
WHEREAS, modification to the chart of accounts during the implementation of the
Mitchell-Humphrey financial system has resulted in the need for nomenclature changes
to the policy; and
WHEREAS, recent legislative changes to Minn. Laws 1999, Ch.180, Subd. 4
(Environmental Trust Fund-Shoreland Sales), require additional policy modifications;
and
NOW, THEREFORE, BE IT RESOLVED, that the County Board adopts the revised
Investment Policy effective 12/20/05 to reflect fund changes to the financial system, to
update and clarify definitions and statutory references, to change the diversification mix
allowed and to include the Environmental Trust Fund (Fund 500) as an investment
portfolio; and
BE IT RESOLVED FURTHER, that the County Board authorizes the County
Auditor to enter into an agreement with the State Board of Investment to invest all or part
of funds from the proceeds of sale of land under Minn. Laws 1999, Ch. 180, Subd. 4 -
County Environmental Trust Fund in an investment portfolio entitled "Shoreland Sales"
(Fund 500) with the State Board of Investment.
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1. Purpose and Scope
The purpose of this document is to provide guidance, direction, and rules to the
individuals responsible for the investment and deposit of any monies under the
control of the County in conformance with M.S. 118A and other statutes governing
investments of public funds whether current or subsequent.
This policy applies to all financial assets for which the County is accountable,
including but not limited to assets of the General Fund, all Special Revenue Funds,
all Internal Service Funds, all Enterprise Funds, all Trust and Agency Funds, and all
monies of other governmental agencies that are on deposit with the County and
which are the legal or contractual responsibility of the County Auditor.
It is the goal of this policy to ensure the integrity, legality, and wisdom of
investment decisions and to provide for the financial stability of the County.
2. Definitions
A. Basis Point - One basis point equals 1/100th of one percent.
B. Cash Flow - A measurement of cash availability and cash demands over a
period of time.
C. Collateral securities - Instruments pledged by the financial institution to
secure deposits not covered by the Federal Deposit Insurance Corporation
(FDIC). Acceptable collateral must consist only of securities that the County
is authorized to purchase.
D. Early Liquidation - The selling of an instrument before its maturity.
E. Fee Office - Any agency or office of the County that receives money directly
from the public.
F. Gains and Losses - The difference between the purchase price and selling
price of an investment.
G. Interest rate risk - The risk that changes in interest rates will adversely affect
the fair value of an investment.
H. Investment Officer - The Auditor or an employee of the Auditor delegated the
authority by the Auditor to purchase and sell investments.
I. Investments - As defined by Minnesota Statutes sections 118A.04 and
118A.05 described below.
United States securities - bonds, notes, bills, mortgages (excluding highrisk
mortgage-backed securities), and other securities, which are direct
obligations or are guaranteed or insured issues of the United States, its
agencies, its instrumentalities, or organizations created by an act of
Congress.
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State and local securities -
1. any security which is a general obligation of any state or local
government with taxing powers which is rated "A" or better by a
national bond rating service;
2. any security which is a revenue obligation of any state or local
government with taxing powers which is rated "AA" or better by a
national bond rating service; and
3. a general obligation of the Minnesota Housing Finance Agency
which is a moral obligation of the state of Minnesota and is rated
"A" or better by a national bond rating agency.
Commercial paper - issued by United States corporations or their
Canadian subsidiaries that is rated in the highest quality category by at
least two nationally recognized rating agencies and matures in 270 days or
less.
Time deposits - certificates of deposit.
Bankers acceptances - short term financial instruments that are the
unconditional obligation of the accepting bank.
High-risk mortgage-backed securities - interest-only or principal-only
mortgage-backed securities; and any mortgage derivative security that: (a)
has an expected average life greater than ten years; (b) has an expected
average life that: (i) will extend by more than four years as the result of an
immediate and sustained parallel shift in the yield curve of plus 300 basis
points; or (ii) will shorten by more than six years as the result of an
immediate and sustained parallel shift in the yield curve of minus 300
basis points; or (c) will have an estimated change in price of more than 17
percent as the result of an immediate and sustained parallel shift in the
yield curve of plus or minus 300 basis points.
Temporary general obligation bonds - general obligation temporary
bonds of the same governmental entity issued under section 429.091,
subdivision 7 for capital improvements, 469.178, subdivision 5 for tax
increment financing, or 475.61, subdivision 6 for bond anticipation notes.
Repurchase agreements – a form of secured short term borrowing in
which a security is sold with a simultaneous agreement to buy it back from
the purchaser at a future date.
Reverse repurchase agreements - a form of secured short term
investment in which a security is purchased with a simultaneous
agreement to sell it back to the seller at a future date. Reverse repurchase
agreements may be entered into with any of the following entities: (1) a
financial institution qualified as a "depository" of public funds of the
government entity; (2) any other financial institution which is a member of
the Federal Reserve System and whose combined capital and surplus
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equals or exceeds $10,000,000; (3) a primary reporting dealer in United
States government securities to the Federal Reserve Bank of New York; or
(4) a securities broker-dealer licensed pursuant to chapter 80A, or an
affiliate of it, regulated by the Securities and Exchange Commission and
maintaining a combined capital and surplus of $40,000,000 or more,
exclusive of subordinated debt. They may only be entered into for a
period of 90 days or less and only to meet short-term cash flow needs. In
no event may reverse repurchase agreements be entered into for the
purpose of generating cash for investments.
Securities lending agreements - including custody agreements, may be
entered into with a financial institution meeting the appropriate
qualifications and having its principal executive office in Minnesota.
Minnesota joint powers investment trust – investment with Minnesota
Association of Governments Investing for Counties (MAGIC Fund).
Guaranteed investment contracts - agreements or contracts for
guaranteed investment contracts may be entered into if they are issued or
guaranteed by United States commercial banks, domestic branches of
foreign banks, United States insurance companies, or their Canadian
subsidiaries. The credit quality of the issuer's or guarantor's short- and
long-term unsecured debt must be rated in one of the two highest
categories by a nationally recognized rating agency. If the credit quality is
downgraded below "A", the County must have withdrawal rights.
I. Long-term investments - Those investments which have a term of more than
one year when purchased.
J. Portfolio - For purposes of this policy a portfolio is a group of investments
managed as a unit and funded from a particular source.
K. Return On Investment - The earnings from an investment. This is usually
stated as a percent per annum of the purchase price.
L. Segmented time distributions - A method by which investment cash flows are
grouped into sequential time periods to disclose interest rate risk.
M. Short-term investments - Those investments which have a term of one year or
less when purchased.
3. Objectives
A. All investments shall comply with all applicable state and federal laws,
specifically the statutes restricting or otherwise controlling the investment of
public funds.
B. Preservation of capital in the overall portfolio and safety of the principal in
any given investment shall be the primary priority considered when making
investments.
C. Managing the portfolios to provide adequate cash flow to fund County
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operations shall be the secondary priority controlling investment activities.
D. Within the confines of the above objectives, investments shall be made to
maximize the return on investment.
E. All idle cash should be invested as soon as possible.
1. All monies deposited with the Auditor shall within two (2) working
days, be deposited in interest-bearing accounts until securities are
purchased. It is sufficient that the earnings on such an account shall be
limited to offset bank charges in whole or part to be considered interestbearing
accounts.
2. Fee offices shall deposit with the Auditor all monies received at least
weekly or whenever the total exceeds $500.00, whichever is sooner.
Monies deposited in County bank accounts within the times specified
above shall be considered as deposited with the Auditor. In such cases
they shall forward the equivalent monies by check to the Auditor no
later than ten (10) calendar days after the end of each month. The
Auditor may restrict or modify this provision.
3. Checks or money orders received by fee offices must immediately be
restrictively endorsed in favor of the County.
4. Where the Auditor and the Board approve, fee offices may establish
one-way bank accounts to deposit their receipts. Wire transfers will be
used to clear the accounts at regular intervals.
5. The Auditor may promulgate rules and regulations dictating the
depository and receipting activities of fee offices to ensure security and
safety of assets and to maximize the amount of funds available for
investment.
F. The County shall seek to place a majority of its deposits with or through
Minnesota institutions or brokers. Institutions operating principally within the
County shall have a 7.5 basis point advantage when competing with other
institutions for County deposits.
G. The Auditor may deposit up to the federally insured maximum in any
designated bank or savings and loan in the County without restriction,
providing the financial condition of the bank would not preclude a prudent
person from so doing. Deposits may be made in excess of the Federally
insured maximum where a corporate surety bond and/or collateral securities
are furnished in an amount equal to or greater than 110% of the amount on
deposit including accrued interest at the close of each business day. Collateral
cannot consist of notes secured by first mortgages of future maturity covering
property outside of St. Louis County. Furthermore, when such notes are
secured by mortgages on property within the County, they must be currently
performing mortgages (i.e. not past due principal or interest), there can be no
delinquent property taxes due, and the aggregate amount of such collateral
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computed at its market value must be equal or exceed 140% of the deposit.
4. Delegation of Authority
According to Minnesota Statutes 385.07 and 383C.136 the responsibility for
making investments lies with the Auditor. M.S. 118A.02 provides that the
governing body is responsible for designating depositories. The body may
designate the treasurer or chief financial officer the authority to do such
designations and make investments. The Board hereby authorizes the Auditor to do
such designations and investments. No other person may engage in investment
transactions unless specifically delegated that authority by the Auditor and who is
an employee of the Auditor. This section does not limit the ability of the Auditor to
invest funds with a professional fund manager or organization.
5. Ethics
A. The Auditor and agents of the Auditor have a fiduciary responsibility to the
County and its citizens and shall prudently manage the County's investment
portfolios. The standard of prudence to be applied to those making investment
decisions shall be the "prudent investor" rule, which states: "Investments shall
be made with judgment and care, under circumstances then prevailing, which
persons of prudence, discretion, and intelligence exercise in the management
of their own affairs, not for speculation, but for investment, considering the
probable safety of the capital as well as the probable income to be derived."
The prudent investor rule shall be applied in the context of managing in
aggregate all of the portfolios.
B. The County will not purchase an investment intending early liquidation. This
does not mean that all investments must be held to maturity.
C. No person performing investing activities on behalf of the County shall accept
any gift, favor, money or anything of personal value from any person or
organization with which the County invests funds.
D. No person with whom the County invests funds shall provide any gift, favor,
money or anything of personal value to anyone employed by the County who
is in a position to influence County investment activities. Firms or persons
violating this provision of this policy shall be barred from participating in
County investment activity for 180 days or more as determined by the County
Auditor.
E. All persons or organizations with which the County invests funds shall be
provided a copy of this policy annually and whenever a change is made in the
policy.
F. Firms or persons violating any part of this policy may be barred from
participating in County investment activities for periods of 90 days or more as
determined by the Auditor.
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6. Reporting and Disclosure
A. The Auditor shall report the results of investment activity to the County Board
quarterly. The Auditor shall at the same time report any changes to the list of
authorized depositories.
B. The report shall consist of the following items: end of period description of
the portfolio contents, interest earned, realized gains and losses, interest
earnings and yield by portfolio, portfolio maturity distribution by year,
portfolio yield by type of investment, average yield on securities by
investment type per quarter and any other information requested by the Board.
The report shall also contain quarterly and year to date interest summary
information for the General Investment Pool, Solid Waste and Regional
Landfill Trust Fund portfolios combined, the Insurance Fund portfolios
combined, and the Taconite Fund portfolios combined. It will also contain the
quarterly balances of these combined portfolios.
C. The County shall obtain information required for disclosure by applicable
Governmental Accounting Standards Board (GASB) statements.
D. The County shall use the segmented time distribution method to disclose the
interest rate risk required by GASB statements.
7. Indemnification of Local Officials
The Auditor and his/her agents, when acting in accordance with Minnesota Statutes
and this policy shall not be held personally responsible for any loss sustained from
the deposit or investment of funds.
8. Controls
A. The Investment Officer who actually purchases or liquidates investments
cannot also record the transactions in the daily receipts and disbursements
control ledger. The Investment Officer may not also be the person who
reconciles the control ledger to the financial accounting system. Nor may
such Investment Officer also be the person who reconciles the monthly bank
statement to the financial accounting system.
B. An accountant in the Auditor's Department, other than the Investment Officer,
shall review various EVARE (investment software) reports for projected
interest earnings compared to actual interest earnings. Any discrepancies
shall be reported to the Director of Accounting.
C. The Investment Officer shall meticulously ascertain that all necessary receipts
for collateral and investment funds transfers have been received and are
locked in the Auditor's vault.
D. The Investment Officer shall invest only in instruments listed in this document
and recommended by the Investment Committee.
E The Investment Officer must keep the investment records accurate and up-to-
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date so that correct information is quickly and readily available.
9. Investment Committee
A. There is created an Investment Committee consisting of the Auditor,
Administrator, the Chair of the County Board, and the Chair of the Finance
Committee.
B. The Committee shall advise and make recommendations to the Auditor. The
Committee shall consider and review investment strategy, diversification and
maturity issues and structure, risks, depositories, economic outlook,
investment procedures, control issues, and other matters directly affecting the
investment process.
C. The Committee shall meet at least quarterly or as otherwise decided by its
members.
D. The Investment Committee shall establish its own rules, but any disputed
recommendation or resolution must be ratified by an oral vote, a record of
which will be kept. Minutes of the Investment Committee actions will be kept
by the Clerk of the Board.
E. The Investment Committee upon the recommendation of the Auditor shall by
majority vote have the authority to amend the diversification mix as to both
type and time.
10. Relationships with Banks and Dealers
A. The Auditor will evaluate the credit worthiness of prospective financial
institutions, brokers, and dealers. The Auditor will also evaluate the credit
worthiness of such other institutions that may hold collateral securing
deposits. The evaluation should include a review of audited financial
statements and/or regulatory reports filed by the institutions.
B. The Auditor will provide a copy of this Investment Policy to prospective
financial institutions and broker-dealers. Prior to completing an initial
transaction and annually thereafter, the broker must acknowledge receipt of
the copy of the St. Louis County Investment Policy in writing and agree to
handle the County's account in accordance with the policy.
C. All pledged collateral must consist of securities that the County is authorized
to accept under Minnesota law and must be accompanied by a written
assignment to the County from the financial institution.
11. Safekeeping and Custody
All investment securities purchased by the County shall be held in a third-party
safekeeping arrangement. The third-party shall issue a safekeeping receipt to the
County listing the specific instrument, rate, maturity, and other pertinent
information. All deposits will be insured, collateralized, or covered by a surety
bond.
10.46
ST. LOUIS COUNTY BOARD POLICIES
FISCAL
CHAPTER 10
12. Instruments
The Investment Officer is authorized to purchase those investments permitted by
M.S. 118A as described in the Definitions section of this document with the
following exceptions:
A. The County shall not invest in any instruments, funds, or agencies unless the
Committee and the Investment Officer are fully cognizant of the risks of the
investment.
B. The County shall not invest in any instruments other than direct U.S. Treasury
instruments, introduced to the general financial market within the preceding
three years.
C. The County shall not invest in any instruments that have not been evaluated
by the market through a complete cycle of Federal Reserve discount rate
moves of at least 300 basis points.
D. The County shall not engage in the borrowing of or the lending of securities as
a means to leverage investable funds. Borrowing against existing securities in
the portfolio to meet unexpected cash flow needs is appropriate, but shall only
be engaged in with the direct permission of the Auditor or Chief Deputy.
E. The County shall not invest in mortgage derivative securities where the
principal is not fully guaranteed and would not be available within six months
after the anticipated liquidation date of the original security at purchase or
other Instruments having a high sensitivity to market interest rate fluctuations.
F. The County shall not invest in any high risk mortgage backed securities as
defined in M.S. 118A.04, Subd.6.
G. The County shall not invest in Small Business Administration securities.
13. Diversification
A. Each portfolio shall be diversified as to instrument type, term, and financial
institution. Diversification is necessary to avoid unreasonable risks inherent
in over investing in specific instruments, terms, or issuers. For each portfolio,
the investment terms should match as closely as possible the expected cash
outflow. As a means of limiting the County’s exposure to fair value losses
arising from rising interest rates, the County requires at least 40% of total
investments to have terms of one year or less.
B. The Investment Officer shall work with others to determine the cash-flow
needs of the County and devise schedules of investments to ensure adequate
cash flow for the smooth operation of County finances without the need for
early liquidation.
C. Compliance with the instrument and term diversification requirements shall be
deemed met if at the time of purchase the acquisition meets the requirements.
D. Instrument and term diversification - The investments shall be diversified by
instrument type and duration as follows, or as determined by the Investment
Committee:
10.47
ST. LOUIS COUNTY BOARD POLICIES
FISCAL
CHAPTER 10
Instrument Type
Short-term Investment
Maximum Percent
Long-term Investment
Maximum Percent
U.S. Treasury
Obligations
100
100
U.S. Government
Agency Securities
90
100
Mutual Funds of
Treasury issues*
50
60
Mutual Funds of
Federal Agency issues
or mixed with Treasury
issues*
50
60
Municipal Obligations
of any kind
10
25
Bankers Acceptance 50 75
Repurchase
Agreements
60
0
Commercial Paper 40 0
Certificates of Deposit
80
80
Guaranteed Investment
Contracts
25
25
* All initial entries into Mutual Funds require the specific written approval by
the Auditor.
E. Financial Institution Diversification - No more than 30% of County
instruments shall be invested through any single institution, except during the
months that current property tax installments are scheduled due, and the next
subsequent month.
F. Issuer Diversification – Investments with one issuer must be less than 5% of
the total investments. U.S. Government securities, mutual funds, and external
investment pools are exempt from this restriction.
14. Investment Portfolios
A. The General Investment Pool portfolio includes all County funds not
specifically required to be invested separately.
B. The Missing Heirs (Fund 161) portfolio includes investments held by the
County pending discovery of the rightful heirs. After 21 years, the
investments revert to County ownership. This is included with the General
Fund for financial statement presentation purposes.
C. The Enhanced 911 (Fund 179) portfolio includes investments held by the
10.48
ST. LOUIS COUNTY BOARD POLICIES
FISCAL
CHAPTER 10
County for expanding the emergency communications network. This is
included with the General Fund for financial statement presentation purposes.
D. The Capital Projects (Fund 400) portfolio includes investments held by the
County for proceeds of bonded debt to be used for capital improvements.
E. The Shoreline Sales (Fund 500) portfolio includes investments held by the
County for proceeds from the sale of land under Minn. Laws 1999. Ch. 180,
subd. 4 - the County Environmental Trust Fund.
F. The Solid Waste (Fund 600) portfolio includes investments held by the
County for solid waste operations.
G. The Regional Landfill Trust (Fund 610) portfolio includes investments held
by the County for the future closure and post-closure care costs associated
with the regional landfill. This is included with the Solid Waste Enterprise
Fund for financial statement presentation purposes.
H. The Property, Casualty, Liability Insurance (Fund 720) portfolio includes
investments held by the County to finance claims and judgments against the
County.
I. The Workers’ Compensation Insurance (Fund 730) portfolio includes
investments held by the County to finance workers’ compensation claims
incurred by County employees.
J. The Medical/Dental Insurance (Fund 740) portfolio includes investments held
by the County to finance medical and dental expenses incurred by County
employees, dependents, and retirees.
K. The Patients’ Escrow (Fund 800) portfolio includes investments purchased by
the County and held for the benefit of nursing home residents.
L. The Taconite Relief (Fund 825) portfolio includes investments held by the
County for the tax imposed by Minn. Stat. 298.015.
M. The Taconite Production (Fund 826) portfolio includes investment held by the
County for the tax imposed by Minn. Stat. 298.24.
15. Recommended Portfolio Terms (Maximum Percentage)
10.49
ST. LOUIS COUNTY BOARD POLICIES
FISCAL
CHAPTER 10
Short-term
Investments
Long-term Investments
Portfolio
Under 180
days
Under 1
year
1 - 2
years
2 - 3
years
3 - 4
years
General investment
pool
40%
100%
90%
95%
100%
Missing Heirs 0% 100% 100% 100% 100%
Enhanced 911 100% 100% 100% 100% 100%
Capital Projects 40% 100% 100% 100% 100%
Shoreline Sales 25% 100% 90% 95% 100%
Solid Waste 50% 100% 70% 70% 100%
Regional Landfill Trust
50%
100%
70%
70%
100%
Property, Casualty,
Liability Insurance
25%
100%
90%
95%
100%
Workers’
Compensation
Insurance
25%
100%
90%
95%
100%
Medical/Dental
Insurance
80%
100%
90%
95%
100%
Patients Escrow 0% 100% 100% 100% 100%
Taconite Relief 100% 100% 90% 95% 100%
Taconite Production 100% 100% 100% 100% 100%
16. Transition
Investments held and investment mixes existing at the time of the adoption of this
policy are hereby ratified. The adoption of this policy does not require the County
to liquidate any investment to bring its portfolios into compliance with this
policy.
SEPARATE INVESTMENT OF ARC FUNDS
RESOLUTION NO. 77
February 7, 2006
10.50
ST. LOUIS COUNTY BOARD POLICIES
FISCAL
CHAPTER 10
WHEREAS, Arrowhead Regional Corrections has requested St. Louis County
invest the Designated Fund for Compensated Absences balance in order to earn interest;
and
WHEREAS, by agreement, the County currently retains interest earned on ARC
funds; and
WHEREAS, as required by prudent fiscal management, ARC has set forth upon a
program to fully fund its compensated absences, resulting in a significant Designated
Fund for Compensated Absences balance. This fund is currently pooled with other
reserved St. Louis County monies and invested. The balance of this account, $1,000,903
as of December 31, 2004, is now substantial enough to be split and invested separately
from the pooled funds;
NOW, THEREFORE, BE IT RESOLVED, effective January 1, 2006, the Auditor
will invest the ARC Designated Fund for Compensated Absences in an investment
portfolio separate from other pooled funds.
BE IT FURTHER RESOLVED, earnings will remain in the Compensated
Absences Fund (Fund 925, Object 311033) thereby offsetting any required future
contributions.
BE IT FURTHER RESOLVED, any future ARC cash flow shortages, which
result in St. Louis County providing monies to ARC, incur interest charges at that
period’s current St. Louis County investment portfolio interest earnings rate until the cash
shortage is alleviated.
10.51
ST. LOUIS COUNTY BOARD POLICIES
GRANT MANAGEMENT
CHAPTER 11
GRANT MANAGEMENT
RESOLUTION NO. 454
BOARD FILE NO. 58585
August 15, 2006
RESOLVED, that the Grant Management Policy, as on file in County Board File No.
56803, adopted on April 16, 1996, is hereby revised August 15, 2006, to be effective
August 15, 2006.
GRANT MANAGEMENT POLICY (REVISED 2006)
1 PURPOSE:
The purpose of this policy is to provide sufficient information to the County
Board, financial and other managers to determine the desirability of a grant
application. This policy requires specific financial and cost information be
provided to the Board prior to applying for and/or accepting a grant. This policy
applies only to grants for which the county must make specific application and
does not apply to program aids provided to the county as a matter of law.
1.01 DEFINITIONS:
1.01.01 Administrative cost - that part of grant funding that can be
utilized to fund the management, reporting, and other
overhead costs associated with the grant program.
1.01.02 Grant - a sum of money provided to the County, upon
application, by a federal, state, or private agency in order to
enable the County to provide specific goods and/or
services. Not included in this definition of grants are
statutory programs that automatically provide the County
with funds without any application upon the part of the
County.
1.01.03 Grantee - for purposes of this policy the agency which is
the recipient of a grant even though the County itself is
named as the grantee.
1.01.04 Grantor - the entity which is providing a grant. It may be a
governmental or private body.
1.01.05 Grant requirements - parameters of the grant program that
specify the term of funding, beginning and final dates,
allowable purposes for use of funds, reporting and
accounting conditions, etc.
11.1
ST. LOUIS COUNTY BOARD POLICIES
GRANT MANAGEMENT
CHAPTER 11
1.01.06 Grant with "Tails" - type of grant that is either reduced in
size over a period of time or is a one-time start up grant that
assumes the County will continue the program and supply
the "replacement" funds necessary to operate. Can also be
a grant that imposes on-going audit, tracking, reporting or
legal requirements for fiscal years subsequent to the year
for which the grant is provided.
1.01.07 Matching funds or services - funds or in-kind services that
the County must provide from sources other than the grant.
Matching funds must be used for substantially the same
purpose as the allowed use of grant funds.
1.01.08 Marginal cost - for purposes of this policy marginal cost is
considered to be all additional direct costs incurred by the
County in performing its obligations under the terms of a
grant (including, but not limited to, all direct labor on the
part of the grantee and supporting agencies).
1.01.09 One-time grant - funding that is provided for a strict time
period and/or limited to one specific project or activity.
There is a specific end to the grant.
1.01.10 Program aids - sums of money provided to Counties as a
matter of law.
1.01.11 Recurring grant - a variation of the one-time grant where
funding is available on an annual basis, but application
must be made to the grantor agency for each period. Each
grant period is accounted for separately.
2 POLICY:
2.01 Grants can be an important source of funding various county
operations and/or projects. Grants, however, have conditions
associated with their use and those conditions and any associated
costs need to be thoroughly evaluated prior to the application
process. For grants of $25,000 or less, this evaluation process will
be done by the department head responsible for the grant, along
with review approval by the Administrator, Auditor and Attorney.
For grants greater than $25,000, the County Board, after having
been provided complete information on the proposed grant, will
make an informed decision as to the desirability of applying for
and accepting said grant.
11.2
ST. LOUIS COUNTY BOARD POLICIES
GRANT MANAGEMENT
CHAPTER 11
2.02 Applications for grants that require a separate Board resolution
must be reviewed by the County Administrator and appropriate
financial managers prior to submission to the County Board.
2.03 County Board approval is required for both the authority to apply
for a grant and for the authority to accept a grant. This Board
approval will be by resolution for each grant. In the case of grants
$25,000 or less that do not need to be addressed separately by the
Board, the approval is established under one resolution, to be
passed in December of the preceding year, which gives acceptance
to all grants meeting the appropriate criteria in the new year.
2.03A A new grant of more than $25,000, (one that has not been received
by the County in past years), requires two board resolutions. In the
first resolution, the Board will authorize the agency to apply for the
grant. After the application is approved by the grantor, a second
resolution must be submitted to the Board for authority to accept
the grant. This gives the Board two chances to review the grant
and its purpose, to determine what, if anything, the grant requires
of County resources, and to understand how the grant helps the
County in its delivery of services.
2.03B A recurring grant of more than $25,000, (one that is a repeat of a
grant which has been received by the County in past years),
requires only one Board resolution. That resolution will give the
agency the authority to both apply for and to accept the grant.
2.03C A recurring grant of more than $25,000 that, upon renewal,
contains changes in the grant’s requirements which may affect
either County resources or the scope of the grant, will be treated as
a new grant and require separate resolutions as outlined in 2.03A.
2.03D A grant may be applied for and/or accepted by a department
without separate County Board resolution, if the department head
determines that (a) the grant is not greater than $25,000, (b) the
grant fits within the department’s functions, and (c) the County
match is included in the department’s budget. All grant
documentation will be sent to the County Administrator, the
County Auditor and the County Attorney for prior review approval
and subsequently to the Auditor’s accounting office for budgetary
purposes.
11.3
ST. LOUIS COUNTY BOARD POLICIES
GRANT MANAGEMENT
CHAPTER 11
2.03E All grant requests which require a budget increase will be included
with the budget request and will require separate resolutions to
both apply for the grant and to accept the grant. This gives the
Board two chances to review the grant and its purpose. Budget
increases for grants falling into this category for which application
is authorized, but for which the Board subsequently denies
acceptance, will be reversed (decreased).
2.04 It is appropriate for agencies to seek to maximize state, federal,
and private dollars to support County services and functions.
2.05 Whenever possible, grant funding should provide sufficient funds
to pay all grantee and support agency marginal costs for the
administrative activities necessary to manage the grant. Applying
agencies shall develop estimates of such costs prior to acceptance
of grants.
2.06 Agencies should strongly consider the use of public or private
vendors to provide the services and/or goods specified in the grant.
This is especially true for one time grants.
2.07 Positions created through a grant program are grant- dependent. It
is the policy of the County Board that positions funded by grants
shall be discontinued (or reduced) upon the discontinuance (or
reduction) of the funding grant(s).
2.08 Match money must be available in an agency's existing budget,
except under unusual circumstances. In unusual cases, grant
requests will comply with policies for change(s) in budget and
section 2.03E of this policy.
3. PROCEDURE:
(The following steps will help ensure that grant policy rules are
met.)
3.01 The “GRANT APPLICATION APPROVAL FORM” identifies the
procedure to follow in applying for and/or accepting the grant.
3.02 The information will be reviewed for contract language, financial
impact, operational suitability, compatibility with Board objectives
and other effects as well as any benefits that are likely to be
associated with accepting the grant.
11.4
ST. LOUIS COUNTY BOARD POLICIES
GRANT MANAGEMENT
CHAPTER 11
3.03 The Administrator must agree that the grant meets County Board
objectives or, if it is a grant that requires separate Board resolution,
will present the request to the County Board with his/her
recommendation for approval or denial.
3.04 The County Board reviews the information and delivers its
decision.
3.05 If the Grant Agreement must be separately approved by County
Board resolution, the Board letter and resolution must clearly state
the following:
3.05.01 The revenue and expenditures for this grant of $________ are
already budgeted or a budget will be added in Fund______
Agency_____ Grant______ Year _____
OR
3.06.01 If there is a local match requirement, the resolution should state the
following:
3.06.01.01 A local match of _____________ (percent or dollar
amount) is required. This match is included in the
expense budget of Fund_______ Agency______
Grant______ Year _____. The grantee agency will
advise the County Auditor's Accounting Division in
order to determine the way in which these
expenditures can be identified as grant match.
OR
3.06.01.02 A local match of ______________ is required. The
following appropriation of $_______is made
herewith to: Fund______ Agency_____ from:
Fund ______ Agency _______.
OR
11.5
ST. LOUIS COUNTY BOARD POLICIES
GRANT MANAGEMENT
CHAPTER 11
3.06.01.03 A local match of in-kind services valued at
$____________ is required and shall consist of
already budgeted items. This match is already
included in the expense budget of Fund_______
Agency______. The grantee agency will advise the
County Auditor's Accounting Division in order to
determine the way in which these expenditures can
be identified as grant match.
3.07 Grant reporting MUST come from information that ties to the
County's accounting system. If the grantee agency is unfamiliar
with how this process works, the County Auditor's Accounting
Department needs to be contacted for instructions.
3.07A The County Auditor will provide the Board with a
quarterly grant summary report.
3.08 All grant contracts must be approved by the County Attorney as to
form and content.
3.09 Any grant funds received shall be PROMPTLY deposited in
accordance with County policy and provisions of the grant.
3.10 No expenditure of grant proceeds shall be made until such time
that the County Board approves acceptance of the grant.
11.6
ST. LOUIS COUNTY BOARD POLICIES
GRANT MANAGEMENT
CHAPTER 11
GRANT APPLICATION APPROVAL FORM
GRANT NAME: _______________________________ GRANT AMOUNT: _____________________
GRANTOR: ___________________________________ MATCH AMOUNT: _____________________
FUND: _________ AGENCY: _____________ GRANT: ____________ GRANT YEAR: _________
AGENCY NAME: _____________________________________________________________________
CONTACT PERSON: _____________________________________PHONE: _____________________
GRANT PERIOD: BEGIN DATE: _______________________END DATE: _____________________
STATE GRANT AWARD NUMBER OR FEDERAL CFDA # __________________________________
FILL IN THE ABOVE INFORMATION ON THIS FORM AND IDENTIFY THE CATEGORY
OF THE GRANT FROM THE CHOICES BELOW. ATTACH THIS FORM TO THE GRANT
APPLICATION AND ANY OTHER PERTINENT OTHER DOCUMENTATION AND ROUTE
THE PACKET TO THE INDIVIDUALS LISTED FOR THE TYPE OF GRANT.
IT IS ESSENTIAL THAT DEPARTMENTS SUBMIT THE COMPLETED APPROVAL
FORM ON THOSE GRANTS THAT DO NOT REQUIRE BOARD RESOLUTION TO
THE AUDITOR’S OFFICE ACCOUNTING DEPARTMENT FOR BUDGETING
PURPOSES. NO GRANT ACTIVITY WILL BE RECORDED WITHOUT AN
ESTABLISHED BUDGET.
GRANTS OF $25,000 OR LESS
A grant of $25,000 or less may be applied for and/or accepted by the department without
separate County Board Resolution if it meets the following:
1.The grant fits within the department’s functions, and
2. If the grant requires a County match (not to exceed in money or value an amount equal to
the actual grant), and if that match is “in kind, that “in-kind” match is part of the ongoing
operations, or if the match is monetary, that the department can find the necessary
amount within its existing budget.
DOES THIS GRANT QUALIFY UNDER “GRANTS OF $25,000 OR LESS”?
YES___________ NO ______________
If so, this type of grant requires the following review approval:
County Attorney __________________________________ Date: ____________
County Auditor __________________________________ Date: ____________
County Administrator__________________________________ Date: ____________
The Grant Budget must be entered into the accounting system. Send a copy of the grant,
this signed approval form and any other pertinent information to the Auditor’s office-
Accounting, so the budget can be entered into the system. Without a budget, no
expenditures or revenues will be recorded.
11.7
ST. LOUIS COUNTY BOARD POLICIES
GRANT MANAGEMENT
CHAPTER 11
NEW GRANTS GREATER THAN $25,000
All new grants that exceed $25,000 and all recurring grants that exceed $25,000 that
contain changes in the grant’s requirements which may affect either County resources or
the scope of the grant need two (2) board resolutions. One board resolution is required
to apply for the grant and a second resolution is required to accept the grant.
DOES THIS GRANT QUALIFY UNDER “GRANTS GREATER THAN $25,000”?
YES___________ NO ______________
If this is a new grant greater than $25,000, it requires the following review approval:
County Attorney ___________________________________ Date: ______________
County Auditor ___________________________________ Date: ______________
County Board Chairperson ___________________________________ Date: ______________
The Grant Budget must be entered into the accounting system. Send a copy of the grant,
this completed approval form and the Board Resolution to the Auditor’s Office-Accounting,
so a budget can be entered into the system. Without a budget, no expenditures or revenues
will be recorded.
RECURRING GRANTS GREATER THAN $25,000
A recurring grant greater than $25,000 that is a repeat of a grant which has been received
by the County in past year(s) and that has no changes in the use of County resources or
in the scope of the grant, requires one board resolution to both apply for and/or accept the
grant.
DOES THIS GRANT QUALIFY AS “RECURRING GRANTS GREATER THAN $25,000”?
YES___________ NO ______________
If yes, this recurring grant greater than $25,000 requires the following review approval:
County Attorney __________________________________ Date: ____________
County Auditor __________________________________ Date: ____________
County Administrator__________________________________ Date: ____________
The Grant Budget must be entered into the accounting system. Send a copy of the grant,
this completed approval form and the Board Resolution to the Auditor’s Office-Accounting,
so a budget can be entered into the system. Without a budget, no expenditures or revenues
will be recorded.
11.8
ST. LOUIS COUNTY BOARD POLICIES
LAND
CHAPTER 12
LAND USE MORATORIUM POLICY
RESOLUTION NO. 103
February 11, 1985
WHEREAS, it is in the public interest to establish uniform land use planning
moratorium policies;
WHEREAS, the St. Louis County Planning Commission at its November 8
meeting held a public hearing on the moratorium policy development by the Planning and
Zoning Department and County Attorney;
WHEREAS, the Planning Commission on a 7-0 vote recommended that the
following policies be adopted by the County;
NOW, THEREFORE, BE IT RESOLVED, the St. Louis County Board of
Commissioners hereby establishes the following policies relating to moratoriums on
official land use planning controls:
a. All moratoriums shall be initiated by the County Board and referred to the
Planning Commission for public hearing. The Planning Commission shall
report its findings to the Board.
b. All moratoriums shall be approved as a specific ordinance and shall under
no circumstances be retroactive.
c. All moratoriums shall only be of length necessary to complete a planning
study and at no time shall a moratorium be for more than one year.
d. The County Attorney and Planning and Zoning Director shall develop
administrative policies as needed to address moratorium issues. Those
policies shall be on file in the County Attorney and Planning and Zoning
offices.
RIGHT OF FIRST REFUSAL
RESOLUTION NO. 78
January 29, 1986
WHEREAS, the St. Louis County Board has approved Chapter 138, Section 5, of
the Laws of Minnesota for 1985, special legislation pertaining to the right of first refusal
by the Reservation on the sale of tax forfeited land situated on the Reservation; and
WHEREAS, the St. Louis County Board is also concerned with the rights of all
citizens of St. Louis County.
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board
hereby directs the Land Commissioner and the Land Department to make inquiries of all
adjacent property owners situated on any lands affected by Chapter 138, Section 5, Laws
of Minnesota for 1985, to determine if they have any objections to the sale of said
property.
BE IT FURTHER RESOLVED, that if the Land Commissioner determines that
there are such objections, he not offer such tax forfeited properties for sale.
12.1
ST. LOUIS COUNTY BOARD POLICIES
LAND
CHAPTER 12
ENVIRONMENTAL REVIEW PROCESS
RESOLUTION NO. 352
June 9, 1986
WHEREAS, St. Louis County will, from time to time, be designated as the
"Responsible Governmental Unit" (RGU) for actions proposed by one of its departments
in accordance with the Minnesota Environmental Quality Board, Agency Rules Chapter
4410; and
WHEREAS, the St. Louis County Board, or its designated representative as the
RGU, is responsible for deciding upon the need for and the preparation of Environmental
Assessment Worksheets (EAW) and Environmental Impact Statements (EIS); and
WHEREAS, these decisions and documents must be prepared within a rigid time
frame defined in the Minnesota Environmental Quality Board (MEQB) Rules; and
WHEREAS, it is the intention of the St. Louis County Board of Commissioners to
establish a method to effectively and expeditiously comply with the MEQB Rules;
NOW, THEREFORE, BE IT RESOLVED, for county actions not under the
jurisdiction of the Planning Commission, the following Environmental Review process
shall be followed:
1. For all County projects of a non-controversial nature, the head of the department
proposing the project shall be the Designated Representative of St. Louis County
and shall fulfill all requirements of the RGU in accordance with MEQB Rules;
2. A three member "Environmental Review Committee" shall be established as the
Designated Representative of St. Louis County in controversial actions or
projects, and this committee shall fulfill all requirements of the RGU in
accordance with MEQB Rules;
3. The Environmental Review Committee shall be composed of one member from
the County Departments of Land and Timber, Highways and Planning and Zoning
4. Controversial actions or projects shall be considered as those deemed
controversial by the department head proposing the project, or if a valid citizens
petition filed with the MEQB is presented to St. Louis County as the RGU;
5. A recommendation by the Environmental Review Committee or a department
head which directs St. Louis County to prepare an Environmental Impact
Statement, shall be presented to the full County Board of Commissioners for a
final decision.
URBAN LAND MANAGEMENT POLICY
RESOLUTION NO. 263
BOARD FILE NO. 53219
April 12, 1988
RESOLVED, that the policy for Management of Urban Tax Forfeited Lands, as put forth
on page five of Board Letter Number 88-248, copy of which is on file in County Board
12.2
ST. LOUIS COUNTY BOARD POLICIES
LAND
CHAPTER 12
File No. 53219, is hereby adopted by the St. Louis County Board of Commissioners.
URBAN LAND MANAGEMENT
1. The Auditor’s Office provides a list of forfeited parcels.
2. The ownership of each parcel is cross checked.
3. The parcel is then inventoried to determine the location, condition, occupancy,
etc.
4. Those parcels with structures are immediately offered to the previous owner(s) of
record to allow repurchase for back taxes plus interest and penalties. The time
limit for repurchase is:
a) Non-homestead - within one year of forfeiture
b) Homestead - unlimited time
If the property is not repurchased and the previous owner refuses to vacate the
premises, a legal action will be taken to remove the owner prior to sale.
5. Properties are appraised for sale by using market comparisons. They are offered
for sale by two methods:
a) Public Auctions are held twice a year. One in April in the north and
another in October in the south. Occasionally, there is a need to conduct
special auctions in addition to the two scheduled sales.
b) Non-public sales are used to sell substandard lots which are offered only
to the adjoining owner(s). These sales are held throughout the year.
6. Those parcels with timber worth $50.00 or more are submitted to the
Commissioner of Natural Resources for approval of timber values.
7. Land sale lists are sent to municipalities for their review.
8. The land sale must be advertised in the official newspaper of the County once a
week for two weeks at least ten days prior to the sale.
9. The sale is conducted by the Land Department by authority of the County
Auditor.
10. Properties can be purchased outright or by contract. If the purchaser wants a
contract, 25% of the sale price is paid as a down payment and the balance is paid
over a 5-year period. The purchaser is billed annually for principle plus interest.
If the purchaser fails to make annual contract payments or fails to pay current
taxes when due, the contract will default.
11. If properties do not sell at the auction they can be purchased for the appraised
price. As values change over time, unsold properties will be appraised and
offered again at auction.
ALTERNATIVES:
1. Sale
Pro: a) follows statute direction and guidance
b) returns property to tax roll
c) offers opportunity to individuals for private ownership
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d) eliminates county liability
Con: a) some undeveloped land should be maintained in public ownership
for Public Use, for example: city parks, greenbelts, forest, etc.
(Lands often free conveyed).
b) people must find new quarters
c) property must be secured, winterized and protected until sold
2. Temporary Rental, Then Sale
Pro: a) occasional need to rent during sale process to protect property from
vandalism
b) increases marketability
c) generates some interim income
d) should result in sale
Con: a) personal liabilities
b) insurance costs
c) maintenance costs
d) liabilities for utilities, services
e) transitory landlord problems
f) delays getting on tax roll
g) code violations and hazards
3. Secure and Let Sit
Pro: a) can hold until market improves
b) secure asset rather than liquidate it
Con: a) personal and civil liabilities
b) maintenance and administrative costs
c) not on tax roll
d) code violations and hazards
4. Exchange
Pro: a) alternative to selling
b) county may acquire valuable public use property
Con: a) more time consuming than sale, and less certain
5. Raze
Pro: a) removal of dilapidated building to make parcel saleable
b) removes hazard
c) reduces liability
Con: a) costs money to raze
b) may have to seek general tax revenue to accomplish the more
costly jobs
6. Manage As Rental Property
Pro: a) generates some income
b) provides housing
c) may provide some of potential taxes
Con: a) personal liabilities
b) insurance costs
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c) maintenance costs
d) liabilities for utilities and services
e) landlord problems
f) code violations and hazards
g) governmental competition with private enterprise
h) depreciation of ad valorum tax base
I) greater cost of services
j) probability of losing money
7. Sell to Other Government Agencies (County, City, Township, State)
Pro: a) follows statute direction and guidance at FMV
b) could be utilized for public purpose
c) could be conveyed on a free use deed as per statute
Con: a) not returned to tax rolls
b) retain potential liability
c) could revert from free use
d) cannot be reconveyed from free conveyance
Recommendations within Board Letter 88-248:
1. The land Department be directed to manage undeveloped urban tax forfeited
properties primarily to return such properties to the ad valorum tax rolls with the
following exceptions:
a) undeveloped lands falling within established public parks, dedicated
forests, greenbelts, or open spaces should be retained and administered to
eventually place them into the ownership of the unit of government having
established and governing the public area
b) large blocks of unplatted forested lands which are rural in character with
valuable public resource potential.
All other undeveloped properties would be earmarked for sale as soon as
practical, commensurate with sound business practices assuring optimum return to
the County and in keeping with the concept of expanding and protecting the ad
valorum tax base.
2. The Land Department be directed to manage urban properties with existing
structures primarily to return such properties to the ad valorum tax rolls using
sale, temporary rental, delayed sale, exchange, sale to another government
agency, or in unavoidable cases demolition of structures and subsequent sale, or
retention and disposal as per item #1 above.
3. In addition to having the Auditor’s lists of forfeitures available, the Land
Department be directed to provide the County Board with a semi-annual advisory
of new forfeitures containing descriptions of multiple unit apartment buildings or
other large structures and subsequently provide summary reports for actions on
such properties as may be appropriate for sale or other disposal.
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LAND COMMISSIONER TO DEVELOP SALES POLICY
RESOLUTION NO. 348
May 17, 1988
WHEREAS, Minnesota Statute 282.01 establishes the terms of sale of nonconservation,
tax forfeited land; and
WHEREAS, this law and related statutes state the County Board of
Commissioners may set, by resolution, the terms of sale, except: The sale price of all
standing timber and all sale fees, must be paid for in total at the time of sale; a minimum
down payment of 10 percent is required, and the sale agreement cannot exceed 10 years;
and
WHEREAS, Subd. 6 of this law states the sale agreement shall default for nonpayment
of either the taxes or the installment payments; and
WHEREAS, a variable length of time for individual sales based upon the land
sale value, up to a maximum of ten years, is a reasonable and efficient sale term; and
WHEREAS, a down payment of $500 or 10 percent of the sale value, whichever
is greater, is reasonable; and
WHEREAS, the remaining principle balance is to be paid in equal annual
installments, plus simple interest at the variable rate set pursuant to Minnesota Statute
549.09; and
WHEREAS, the purchaser can pre-pay the sale agreement without penalty
NOW, THEREFORE, BE IT RESOLVED, the Land Commissioner is delegated
the authority to develop departmental policy governing the terms of these sales consistent
with the terms set by this resolution, and shall inform the Auditor and Board by advisory
of such policy and any changes therein.
BE IT FURTHER RESOLVED, that Board Resolution No. 672 adopted
September 13, 1954, be rescinded.
PROCEDURE TO RESOLVE TRESPASS UPON COUNTY TAX FORFEITED
LAND
RESOLUTION NO. 819
October 25, 1988
WHEREAS, the St. Louis County Board has identified a need to adopt a
procedure, concerning trespass upon County Tax Forfeited lands, which allows for
review and recommendation by the County Board and the compilation of such
recommendations into a single bill, or minimum number of bills, to the St. Louis County
Legislative Delegation for introduction and consideration.
NOW, THEREFORE, BE IT RESOLVED, that St. Louis County does hereby
adopt a procedure to resolve trespass upon County Tax Forfeited Lands, as follows:
A. As an apparent need for special procedure to resolve a trespass or other
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unresolvable ownership problem with tax forfeited lands becomes known to any
department in the county, such as the Land Department, Auditor, County
Attorney, County Administrator or County Commissioner, a description of the
problems should be forwarded immediately in writing to the Land Commissioner.
B. Legislators should be encouraged to direct occupancy trespass problems to the
Land Department for consideration by the County Board by contacting the
department in writing on behalf of the constituent or directing the constituent to
the department.
C. The Land Department will prepare a case file for each such circumstance
including a description of the circumstances, factual findings, an appraisal of fair
market value, and a recommendation. The County Auditor, Recorder, Surveyor,
Assessor, and County Attorney may be consulted as needed to establish
circumstances and facts to form a basis of judgment for the County Board.
D. The Land Commissioners will submit prepared cases and recommendations to the
Board for consideration on a timely basis as they occur or are uncovered. The
Board may act or defer action on each case, but the County should hold all such
actions until they can be assembled with the assistance of the County Attorney
into a single request for legislation.
E. In order to allow for proper consideration by those concerned, all such requests or
proposals must be handled in a timely manner on or before the following dates:
1. All proposals must be received by the Land Department on or before
December 1st of each year preceding the legislative session.
2. All proposals must be submitted to and be acted upon by the County
Board on or before January 1st of each year preceding the legislative
session.
3. All proposals acted upon by the County Board will be prepared into a
legislative package and forwarded to the Chairperson of the St. Louis
County Delegation by January 10th of each year preceding the legislative
session.
4. Twice each year the Land Department will supply the County Board with
a list of new urban forfeitures. This report will include description of any
commercial or industrial properties if such occur. If unique problems or
circumstances exist, the County Board may at this time, direct the Land
Department, with the assistance of the County Attorney, to prepare special
legislation which would allow the County to conduct a unique legislatively
authorized action tailored to meet a special need in the best interests of the
tax forfeited trust and the county as a whole.
FREE CONVEYANCE OF TAX FORFEITED LAND TO AN HRA
RESOLUTION NO. 656
August 1, 1989
WHEREAS, the City of Duluth has requested St. Louis County to release the
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following tax-forfeited lands held in trust in favor of the taxing districts to the City to
initiate the West Duluth “Home Start” project:
Plat & Parcel
1. 2340-0380
2. 2340-1180
2340-1190
2340-1200
3. 2340-1010
2340-1000
2340-0890
4. 2400-1870
5. 2340-1140
6. 2340-0780
7. 2340-0620
2340-0630
2400-1410
2400-1430
8. 2320-0640
2320-0650
9. 2320-0660
2320-0670
10. 4480-2250
4480-2260
11. 4480-2270
4480-2280
WHEREAS, the City of Duluth has requested the conveyance of said lands
without payment of any consideration; and
WHEREAS, St. Louis County serves as the administrator of these tax-forfeited
lands held in the name of the State of Minnesota on behalf of the taxing jurisdiction
within the County; and
WHEREAS, St. Louis County annually distributes the profits of the tax-forfeited
trust to the taxing jurisdictions in St. Louis County in a legislatively required pro rata
formula; and
WHEREAS, the City of Duluth received approximately $38,000 in distributions
in June of 1989 from the profits for 1988; and
WHEREAS, St. Louis County has encouraged the reclassifications of properties
in the City of Duluth from conservation to non-conservation in order to allow for the sale
of these properties to return them to taxable status for the benefit of all taxing
jurisdictions; and
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WHEREAS, other municipalities have acquired properties from the trust for
redevelopment purposes at not less than their value for both housing and
industrial/commercial purposes, the most recent examples being the Cities of Hibbing
and Aurora; and
WHEREAS, the tax-forfeit trust relies on the sale of urban and rural lands for the
financial benefit of the trust and that financial status could be seriously undermined by
extensive free conveyance of properties as established by this precedent if the lots in the
Spirit Valley neighborhood are conveyed at no cost to the City.
NOW, THEREFORE BE IT RESOLVED, that St. Louis County disapproves of
the request of the City of Duluth for a free conveyance of said lands.
RESOLVED FURTHER, St. Louis County is willing in the interest of
cooperation with the City and expediency relating to the 1989 construction season and to
assist the homeowners affected by the City’s actions to acquire these properties from the
trust by full payment of appraised value in the amount of $14,400 to be paid from the
General Revenue Fund of the County, Fund 1, and to convey title to the aforementioned
properties to the City in return for the repayment of $14,400 repayment to be made from
any net distribution of profits from the tax-forfeited trust.
RESOLVED FURTHER, that this purchase of said lands by St. Louis County is
contingent on approval of these terms by the City of Duluth and use of the lands by the
City for redevelopment purposes authorized by Minnesota Statutes, Chapter 469.
PROCEDURAL GUIDE FOR CREATION OF A LAKE IMPROVEMENT
DISTRICT
RESOLUTION NO. 749
BOARD FILE NO. 53584
September 12, 1989
WHEREAS, from time to time the St. Louis County Board will be presented with
citizens' petitions requesting the creation of Lake Improvement Districts; and
WHEREAS, the Board of Commissioners intends to provide opportunity for
thorough and complete review of all such petitions submitted;
NOW, THEREFORE, BE IT RESOLVED, the St. Louis County Board of
Commissioners does hereby adopt the Procedural Guide for Creation of a Lake
Improvement District Within St. Louis County, identified as Board File No. 53584, to
establish conditions for preparation and review of petitions for lake improvement
districts.
PROCEDURAL GUIDE FOR CREATION OF A
LAKE IMPROVEMENT DISTRICT WITHIN ST. LOUIS COUNTY
INTRODUCTION - The process of creating a Lake Improvement District (LID) in St.
Louis County requires the following steps:
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A. Presentation of an acceptable petition by lake residents
B. Public review of the petition and the proposed programs by the County Planning
Commission
C. Public notification of the intended LID by the County Auditor’s OfficeD. A public
hearing by the County Board of Commissioners, who will create the LID as a local unit of government
The reason this process must be followed is to ensure compliance with Minnesota
Statutes, Chapter 378, which authorizes the creation of an LID. The following procedural
guide provides a detailed list of the steps to be followed by lakeshore property owners to
assist in the LID creation process. Persons petitioning for an LID should refer to and
comply with provisions of Minnesota Statutes Chapter 378.
PETITION AND CONTENT - A petition signed by at least 26% of the property owners
of the proposed district must first be delivered to the County Administrator’s Office. A
certified copy of the petition must also be provided to the Commissioner of the
Department of Natural Resources and the Minnesota Pollution Control Agency. The
petition must contain the following information:
1. The name of the proposed lake improvement district;
2. A written statement of lake problems and objectives;
3. The need for the proposed district in order to promote public health or public
welfare;
4. The benefits to property from the establishment of the lake improvement district.
5. The proposed types of water and land resource management programs to be
undertaken by the proposed district. This shall include a detailed statement of
intended studies, management programs, remedial actions, and construction
projects;
6. A statement of the means by which the programs will be financed;
7. The boundaries of the proposed district (which shall be encouraged to be as
consistent as possible with natural hydrologic boundaries);
8. A map showing the boundaries of the proposed lake improvement district. The
map shall show the number and location of permanent homes and seasonal
dwellings in the district. The scale of the map, and basic geographical
information, such as range, township, and section numbers, shall be clearly
indicated on the map;
9. The number, from five to nine, of Directors proposed for the District;
10. Copies of any ordinances which regulate use of the lake, or any public access;
11. Any information indicating the degree of local interest and commitment to future
management; The identification of any lands and waters which may be adversely
affected by the implementation of district purposes, and a preliminary assessment
of these adverse effects;
12. A statement outlining the adequacy and ownership of public accesses, including
public lands and beaches;
14. An estimate of the total equalized valuation of the property within the district; and
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15. A request to the County Board for establishing the district as proposed.
PROCEDURES BY COUNTY OFFICIALS FOLLOWING RECEIPT OF
PETITION
1. All petitions for establishing a lake improvement district shall first be reviewed by
the County Administrator’s Office for accuracy and thoroughness. Following
Administrator’s Office review, the petition shall be referred to the County
Auditor’s Office, as required by Minnesota Statutes, Chapter 378.43, Subd. 1 (c).
2. The petition will be provided to the Zoning Administrator if it is found to be
complete, or the petitioner may be asked to provide additional information prior
to submission to the Zoning Administrator. A completed petition will also be
provided to the Auditor’s Office, County Attorney’s Office, Sheriff’s Office,
Highway Department, Land & Timber Department and Purchasing Department
for review.
3. The Zoning Administrator upon receipt of the petition, shall prepare and distribute
the notice provided by law, and shall schedule a public hearing before the
Planning Commission to review the contents of the petition and the plan prepared
for the LID. The Zoning staff shall prepare necessary reports and
recommendations to assist in the Planning Commission review.
4. Following the hearing, the Planning Commission shall report its findings to the
County Board.
5. The County Auditor’s Office, upon receipt of the communications from the
Planning Commission, shall schedule a public hearing and provide notice as
required in Minnesota Statutes, Chapter 378 and Minnesota Rule 6115.0970.
6. The County Board shall act on the petition as provided in Minnesota Statutes and
Rules.
LAKE IMPROVEMENT DISTRICTS ESTABLISHED AS A SPECIAL
REVENUE FUND
RESOLUTION NO. 750
September 12, 1989
WHEREAS, the St. Louis County Board has the authority to establish Lake
Improvement Districts and to oversee the financing and budgeting process of these
districts;
NOW, THEREFORE, BE IT RESOLVED, that all Lake Improvement Districts
created by the County Board shall be established as a special revenue fund of the County.
Further, all accounting functions shall be performed by the St. Louis County Auditor's
Office and all bidding and purchasing by the St. Louis County Purchasing Department.
All services provided by the County Auditor's Office and Purchasing Department will be
on a fee for service basis.
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FREE CONVEYANCE OF TAX FORFEITED LAND TO AN HRA
RESOLUTION NO. 482
June 26, 1990
WHEREAS, the Duluth Economic Development Authority (DEDA) has
requested St. Louis County to release certain tax-forfeited lands, shown in Exhibits A, B,
and C, and identified as County Board File No. 53860, that are held in trust in favor of
the taxing districts to the City of Duluth, to initiate the second phase of the West Duluth
Home Start Program, and the Freemont Point Replat Project; and
WHEREAS, DEDA has requested the conveyance of said lands without the
immediate payment of any considerations; and
WHEREAS, St. Louis County serves as the administrator of these tax-forfeited
lands held in the name of the State of Minnesota on behalf of the taxing jurisdictions
within the County; and
WHEREAS, St. Louis County annually distributes the profits of the tax-forfeited
trust to the taxing jurisdictions within the County in a legislatively required pro rata
formula; and
WHEREAS, St. Louis County continues to encourage the classification and
reclassification of tax-forfeit lands in the City of Duluth to non-conservation in order to
allow for the sale of these lands, and to return them to a taxable status for the benefit of
all taxing jurisdictions; and
WHEREAS, other municipalities have acquired properties from the trust for
redevelopment purposes at not less than their appraised value for both housing and
redevelopment purposes; and
WHEREAS, the tax-forfeit trust relies on the sale of urban and rural lands for the
financial benefit of the trust, and that financial status could be seriously undermined by a
program of extensive free conveyance of properties; and
WHEREAS, the County Board in the past has determined that it was in the best
interest of the trust to require the purchase of lands for redevelopment purposes at the
appraised value.
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board
hereby reclassifies from conservation to non-conservation, under the provisions of
Minnesota Statutes 282.01, those tax forfeited lands shown in Exhibits A, B, and C, on
file in County Board File No. 53860, as requested by the Duluth City Council’s
Resolutions No. 90-0034 and 90D-18.
RESOLVED FURTHER, that the St. Louis County Board hereby authorizes the
transfer by free conveyance of those tax forfeited lands as listed in Exhibit A, on file in
County Board File No. 53860, to the Duluth Economic Development Authority (DEDA).
RESOLVED FURTHER, that the St. Louis County Board hereby authorizes the
expenditure of $55,946.40 from Fund 1 for the purchase by St. Louis County of those tax
forfeited properties as listed in Exhibits B and C, on file in County Board File No. 53860.
RESOLVED FURTHER, that the St. Louis County Board hereby authorizes staff
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to enter into discussion with the Duluth Economic Development Authority (DEDA) on an
agreement to transfer to DEDA those properties as listed in Exhibits B and C, on file in
County Board File No. 53860.
ENVIRONMENTAL IMPACT STATEMENTS POLICY
RESOLUTION NO. 840
November 20, 1990
RESOLVED, it is the policy of the County that all costs attendant to the
preparation and review of Environmental Impact Statements, including those incurred by
St. Louis County as the responsible governmental unit, shall be borne by the proposer. In
furtherance of that policy, the following policies and procedures are hereby established:
a. The St. Louis County Planning Commission will have the responsibility to
prepare the draft scoping EAW and distribute the EAW to the appropriate
jurisdictions. The Planning Commission shall hold at least one public hearing on
the items to be considered in the EIS.
b. The St. Louis County Board shall approve the final scoping EAW and shall
submit the EIS preparation notice to the Environmental Quality Board.
c. The County Purchasing Agent, upon completion of the scoping EAW, shall
prepare Requests for Proposals for a consultant who will be responsible for EIS
preparation. It is the preference of St. Louis County to have one consultant who
may subcontract for services not offered by the particular consultant. However,
the County may prepare an RFP or bid for unique work items for which special
skills are required. The developer may submit names of consultants to receive the
RFP.
d. The County Administrator shall determine the cost for reimbursement of County
expenses regarding development, administration and review of the EIS.
e. The St. Louis County Board shall select the consultant. Cost alone shall not be
the determining factor. Important factors for consideration by the County in
selection of a consultant shall include, but not be limited to, professional and
technical competence, experience with similar developments, knowledge of area,
and independence from the proposer.
f. Upon hiring of the consultant, but prior to work starting on the EIS, the proposer
shall pay to St. Louis County one-half the cost of preparing the EIS. The cost
shall include St. Louis County costs, as determined by the Administrator.
g. Twenty-five percent payment shall be paid to St. Louis County at the estimated
expenditure mid-point as determined in the agreement with the consultant.
h. Twenty percent payment shall be paid at the submission of the draft EIS to the
Planning Commission.
i Upon the completion of the draft EIS review, the Administrator shall review and
adjust the remaining EIS development costs after consulting with the consultant
and proposer.
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j. The final cash payment shall be paid within thirty days of final EIS approval by
the Environmental Quality Board.
k. The County Attorney shall review and approve all contracts with the consultant
and proposer.
l. The County Planning Commission shall be responsible for review of Draft EIS's
including the holding of public meetings.
m. The County Board shall determine the adequacy of the final EIS unless notified
by the EQB that the EQB will make the final determination.
FREE CONVEYANCE OF TAX FORFEITED LAND TO AN HRA
RESOLUTION NO. 878
February 8, 1995
WHEREAS, Minnesota Statute 282.01, Subd. 1a through Subd. 1e, provides that
the County Board must approve or deny all written applications for the free conveyance
of tax forfeited lands for authorized public use; and
WHEREAS, only a governmental subdivision defined as: Counties, cities,
townships, school districts, and special taxing districts are authorized to apply for a free
conveyance of tax forfeited property; and
WHEREAS, a governmental subdivision should not be allowed to acquire land by
a free conveyance for any purpose which is not authorized by statute, law, or local
charter; and
WHEREAS, a public purpose which is authorized by statute, law, or local charter
must allow the general public to use the parcel of tax forfeited land in order to qualify as
an authorized public use; and
WHEREAS, County Board Resolutions No. 656, dated August 1, 1989, and No.
482, dated June 26, 1990, have established that in order for an application of free
conveyance to an HRA to be approved, it must be for low income housing; and
WHEREAS, the County board is also concerned with the rights of all citizens of
St. Louis County.
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board
hereby directs the Land Commissioner and the Land Department to make inquiries of all
adjacent property owners to any lands affected by an application of free conveyance and
advise the Board of any response along with the application.
BE IT FURTHER RESOLVED, that all applications for conveyance be submitted
at least 90 days in advance in order for the County to make appropriate inquiry and
receive appropriate public input; and also,
BE IT FURTHER RESOLVED, that the Land Commissioner is directed to
develop departmental policy governing the process of free conveyance applications
consistent with this resolution, and shall inform the Auditor and the Board by advisory of
such policy and changes therein as may be made from time to time.
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PUBLIC LAND SURVEY MONUMENTATION REIMBURSEMENT PROGRAM
RESOLUTION NO. 810
October 21, 1997
WHEREAS, the perpetuation of the Public Land Survey (PLS) corner monuments
and records is needed to help accomplish the goals and functions of most of the
departments of St. Louis County including Public Works, Land, Auditor, Assessor and
Public Health; and
WHEREAS, private surveying firms are locating or reestablishing PLS corner
monuments during the course of performing land survey work for their clients; and
WHEREAS, the perpetuation and location of these PLS corner monuments will
be of significant benefit to all land owners in the sections of land adjacent to these PLS
corner monuments; and
WHEREAS, the State Plan coordinates received for each of the monument
positions can and will be used to improve the County’s Geographic Information System;
and
WHEREAS, the funding for the PLS Monumentation Reimbursement Program
was approved by the Board for 1997 for the amount of $6,500; and
WHEREAS, the Public Works Department/Land Survey Division wishes to adopt
a PLS Monumentation Program Policy for management purposes;
NOW, THEREFORE, BE IT RESOLVED, that the Board hereby adopts the
Public Land Survey Monumentation Reimbursement Program Policy as contained in
County Board File No. 57078.
ST. LOUIS COUNTY PUBLIC LAND SURVEY (PLS)
MONUMENTATION REIMBURSEMENT PROGRAM
The importance of maintaining and restoring the monuments which comprise our
Public Land Survey (PLS) system is well known. St. Louis County has established a
payment system to encourage PLS corner perpetuation. This program, funded through
St. Louis County, will provide financial assistance to private land surveyors for PLS
corner position perpetuation which occurs during the course of a private land survey.
The primary focus of this program is to obtain good quality, corner certificates for
corner monuments which do not presently have a Location of Government Corner
Certificate on file with St. Louis County.
The program will be administered as follows:
(A) the program will be managed on a first-come-first-served basis, subject to
available funding. All PLS corner perpetuation shall satisfy the requirements of
Minnesota State Statute 381.12 Subd. 3.
(B) monuments, application forms, and corner certification forms can be obtained at
the Public Works Department/Land Survey Division office.
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(C) corners funded by this program shall include those corners of the original Public
Land Survey (Section Corners, Quarter Corners, and Meander Corners) in St.
Louis County.
(D) the reimbursement fee will be $150.00 per completed corner certificate. An
additional $50.00 premium will be paid for each corner certificate that provides
the monument location (plus or minus 0.5 ft positional tolerance) by latitude and
longitude, Minnesota State Plane North Zone coordinates or St. Louis County
Transverse Mercator (96) coordinates referenced to NAD 83(86) or NAD
83(96)HARN. Datum must be clearly specified and will be subject to the County
Surveyor’s review and approval.
(E) the St. Louis County Surveyor’s Office reserves the right to deny applications or
payment for PLS corner perpetuation for reasons enumerated, but not restricted,
to the following:
(1) existing application is already on file or a Certificate of Location is
already recorded for the subject corner.
(2) the application is being made by an agency or concern that conducts their
own monumentation program.
(3) the application pertains to a corner required for a survey contracted by an
agency or concern which conducts their own monumentation program.
(4) the application does not directly relate to a current private survey.
(5) the application pertains to a survey requiring County Surveyor approval
and signature. (For such surveys, corner certificates are required but will
not be reimbursed)
LAND COMMISSIONER TO DEVELOP/INSTITUTE RESOURCE
MANAGEMENT POLICY
RESOLUTION NO. 137
February 17, 1998
WHEREAS, it is important to St. Louis County to continue with an effective
Resource Management Program that is comprehensive and coordinated to perpetuate and
protect ecological conditions and diversity while carrying out the County Board’s overall
policy and direction to manage Tax Forfeited Trust lands and resources; and
WHEREAS, it is necessary to establish Operational Resource Management
Policies and Guidelines to provide direction for the professional resource staff which will
enable them to carry out these management programs in a consistent professional
manner.
NOW, THEREFORE, BE IT RESOLVED, that the Land Commissioner is hereby
directed to develop and institute all operational policy directives needed to assure
practical and workable resource management programs and to review and modify said
policy directives from time to time in order to carry out sound resource management in
keeping with County statute and County policy.
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RESOLVED FURTHER, that the Land Commissioner will make a presentation to
the Board of new policy directives that are developed prior to their implementation.
TREE TOP CUTTING SALES POLICY
RESOLUTION NO. 719
October 12, 1999
WHEREAS, Minnesota Statute 282.04 allows for the sale of various forest
products; and
WHEREAS, the sale of spruce and balsam tree tops has become an important
seasonal industry in St. Louis County; and
WHEREAS, the harvest of these spruce and balsam tree tops does very little if
any damage to the residual stand and is a good use for this basically stagnant commodity;
NOW, THEREFORE, BE IT RESOLVED, this will be the policy of St. Louis
County to sell tree tops (balsam and spruce) for the support of this industry, and that
prices will be determined by the Land Commissioner and recommended to the County
Board based on market conditions, similar to other timber pricing.
REPURCHASE CALCULATION HOMESTEAD PROPERTY
RESOLUTION NO. 464
July 24, 2001
RESOLVED, the Board of Commissioners adopts the Alternative Computation of
Repurchase Amount as described in M.S. 282.241, Subdivision 2 (as amended 2001) as
the method to be used to compute repurchase amounts for homestead property in
forfeiture status in excess of ten (10) years.
RESOLVED FURTHER, this action is effective for any applicable applications
received on or after August 1, 2001.
TIMBER CRUISING POLICY
RESOLUTION NO. 765
December 11, 2001
WHEREAS, the St. Louis County Board adopted Resolution No. 137 on February
17, 1998, directing its Land Commissioner to develop and institute operational policy
directives needed to assure practical and workable resource management programs; and
WHEREAS, the Land Commissioner has developed the following policy
directives as needed:
Policy Description
LD2423-3 Timber Cruising - Setting standards for estimating timber
volumes on tax forfeited lands.
LD1230-1 Documents and Signatures - Indicates and clarifies
authority for signatures on various Departmental
Documents.
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NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board
hereby approves and directs the Land Commissioner to institute the above departmental
policies.
RESOLVED FURTHER, that the Land Commissioner is directed to review and
modify the above approved Resource and Personnel management policies from time to
time to assure a practical policy which provides for reasonable conduct and protection of
the County’s interest. The Land Commissioner shall submit any such amended policy to
this Board for advisory purposes a minimum of 15 days prior to its effective date.
RESOLVED FURTHER, that the above policy directives are on file in the office
of the County Auditor, identified as County Board File No. 57834.
ST. LOUIS COUNTY LAND DEPARTMENT POLICY
TIMBER CRUISING
INTRODUCTION
Management of tax forfeited trust lands is subject to broad statutory direction under MSA
282.04. The following policy includes the limitations imposed by statute as well as those
imposed by this Department for specific timber cruising standards according to which all
timber appraisals will be conducted.
PURPOSE
The timber cruise is an essential part of any timber sale that the St. Louis County Land
Department develops, sells, and scales. The purpose of the cruise is to determine the
estimated volume and the value of a timber stand. The value must be determined as if it
were to be cut into the most valuable products that can be marketed within the general
market area.
It is recognized that there are many different cruise methods. Some that are used:
variable plot sampling, fixed plot sampling, 100% tree measurement, and sample tree
measurement or a combination of several of these methods. Regardless of the method
used, it must conform to the cruise standards of accuracy set by the department.
High standards must be maintained in timber cruises to protect both the taxpayers’
interests and value of products being appraised for sale. Inaccurate appraisals can cause
collection problems, jeopardize the taxpayers’ interests and can be a disservice to the
purchaser.
TIMBER CRUISE STATISTICAL ERROR STANDARD
Timber cruises are estimates, NOT exacting measurements. Therefore, limits of error
have been established that are achievable and practical. For sales that will be scaled, the
required appraisal accuracy should meet one of the following: (Cruise error is stated at
the 90% confidence level.)
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20% cruise error for major species.
10% overall cruise error for sales where all hardwoods are sold on
estimate, for all species combined.
TIMBER CRUISE ACCURACY STANDARD
Upon completion of a timber sale, the cruise accuracy should meet the following
standard:
Appraised volume should be +/- 20% of scaled volume.
Exceptions may be made to these accuracy standards if it is technically impractical to
gather enough data to achieve these limits of error in individual sales or cutting blocks.
Exceptions will be noted in the sale appraisal.
ROAD ACCESS POLICY
RESOLUTION NO. 766
December 11, 2001
WHEREAS, the St. Louis County Board adopted Resolution No. 137 on February
17, 1998, directing its Land Commissioner to develop and institute operational policy
directives needed to assure practical and workable resource management programs; and
WHEREAS, the Land Commissioner has developed a policy for Forest
Management Road Access and Gates.
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board
hereby approves, and directs the Land Commissioner to institute the Forest Management
Road Access and Gates policy and that such policy is on file in the office of the County
Auditor, identified in County Board File No. 57835.
RESOLVED FURTHER, that the Land Commissioner is directed to review and
modify the Forest Management Road Access and Gates policy from time to time to
assure a practical policy which provides for reasonable conduct and protection of the
County’s interests. The Land Commissioner shall submit any such amended policy to the
Board for advisory purposes a minimum of 15 days prior to its effective date.
ST. LOUIS COUNTY LAND DEPARTMENT
FOREST MANAGEMENT ROAD ACCESS POLICY
INTRODUCTION
St. Louis County forest management roads are not part of the public road system, but are
generally open to the public for use and access. Forest management roads provide access
to County as well as other public lands for activities such as resource surveys, timber
harvest, and recreation by the public. Gates on St. Louis County tax-forfeited land serve
the primary purpose of protecting forest management road surfaces and the investment
made in them when most vulnerable to damage (e.g. during spring thaw or excessive fall
precipitation). Gates are also used to reduce motorized access to areas for resource
management reasons. Gates and other access management controls (e.g. boulders or
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logging debris) are often used on forest management roads to reduce problems associated
with recreational user conflicts (e.g. hunting on foot versus use of vehicles to access
game populations), safety (e.g. riding horses on the same trail with all-terrain vehicle
traffic), erosion due to use or over-use by vehicles, damage (e.g. rutted or impassable
roads which require repair costs), litter or dumping of garbage and waste, over utilization
of resource (e.g. excessive harvest of ruffed grouse along trails or roads, reduced
availability of trophy-sized deer), crowding, increased fire risk, and developmental trends
(e.g. maintenance of remoteness by limiting permanent access where not previously
available nor needed for resource management purposes). While not all of these
problems are present on St. Louis County Lands, with increasing use of public lands, the
potential exists that all of these conditions may have to be dealt with using some form of
access control.
Some forest management roads are gated and kept closed all the time. These gated roads
allow periodic access for resource management while still providing a limited degree of
remoteness to the recreational user. In some cases, gates substantially reduce the
County’s road maintenance workload, and are appropriate where there has never been a
history of motorized public access. In addition, some of these gated forest management
roads have been constructed with partial funding from other interests.
DEFINITIONS
Forest Resource Management Road. “Forest Resource Management Road” means any
Land Department developed road located primarily on county administered land regularly
maintained by the Land Department or assigns, and used for the primary purpose of
forest resource management, may be used in all seasons (with certain restrictions during
spring thaw and breakup, and extreme fire danger), and may be surfaced with granular
product (e.g. class 5).
1. Upland Summer Road. “Upland Summer Roads” are intermittently maintained
roads, generally constructed with native barrow material, and may be used all
seasons, except during break-up.
2. Lowland Winter Road. “Lowland Winter Roads” are intermittently maintained
roads, generally constructed with native barrow material, and used by vehicular
traffic only during frozen soil conditions.
3. St. Louis County Lands or State Tax-Forfeited Land. “St. Louis County
Lands” or “State Tax-Forfeited Land” means any tax-forfeited trust land(s) held
in trust in favor of the taxing districts managed by the St. Louis County Land
Department. This policy does not govern county fee land.
4. Recreation and Shoreland Leases. “Recreation and Shoreland Leases” are
cabin sites located on St. Louis County Lands and leased by the public for
temporary recreational occupancy purposes.
5. Non-exclusive Access. “Non-exclusive Access” means that the public has the
same and non-exclusive access to St. Louis County Lands whether a gate is in
place and closed (no motorized access for public but everyone can walk in) or not
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6. in place or open (everyone can access road with motorized vehicle). No
member(s) of the public is offered different or greater access than any other
member(s) of the public. All members of the public are offered the same degree
of accessibility to public lands managed by the county.
7. Exclusive Rights. “Exclusive Rights” means that one individual (e.g. contractor)
or group has access to St. Louis County Lands beyond a gate that is different than
the access the general public has.
8. Access Control. “Access Control” means any barrier including but not limited to
gates, earthen berms, piled logging debris, large rocks or boulders that limits use
of a road or trail.
9. Gate. “Gate” means a hinged barrier across a road, trail or pathway that can be
opened, closed and locked to control access to State tax-forfeited lands.
10. Motorized Vehicles. “Motorized Vehicles” means any vehicle powered by an
internal combustion engine including but not limited to passenger cars, trucks,
jeeps, motorcycles, snowmobiles and all-terrain vehicles (ATV).
11. Off-highway Vehicle. “Off-highway Vehicle” means all-terrain vehicle (ATV),
off-highway motorcycle (OHV), four wheel drive trucks, and snowmobiles.
POLICY
1. Gates on St. Louis County Lands May Be Closed to Public Motorized Vehicular
Traffic:
A. To reduce road maintenance repair costs and workload by protecting the
road surface from rutting, erosion due to use or over-use by motorized
vehicles, or other damage to access, primarily during spring thaw and
breakup.
B. To provide for public safety in the even of a natural or man-made disaster
such as a road wash-out, flooding, high wind occurrence, hazard tree
situation, forest fire, accident, chemical spill, or other disaster.
C. To provide for public safety during timber harvest or other resource
management activities.
D. To protect sensitive areas such as Special Resource Management Areas
(SRMA), bogs, wetlands, or other areas of critical environmental concern.
E. To restrict motorized vehicles from non-motorized recreation areas or of
non-motorized trails.
F. To reduce conflicts between user groups.
G. To protect endangered or threatened species, critical wildlife habitat areas,
deer yards, breeding sites, or other wildlife populations.
H. To eliminate problem areas associated with litter or dumping of garbage
and waste along forest roads.
I. To continue to provide a degree of remoteness in areas where there has
never been a history of motorized public access prior to development of a
forest management road.
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J. To control access during periods of high fire danger along forest roads
with high risks for wildfire.
2. County lands, roads and trails beyond closed gates are open to the public for use
without motorized vehicles.
3. Gates closed permanently to public motorized vehicle access will remain open to
County personnel and designees to allow access for resource management
activities.
4. New temporary roads developed for timber harvest, including Lowland Winter
Roads may be closed to public motorized access once logging activities are
complete.
5. Roads gated closed to public motorized vehicle access to protect resources
including road surfaces, wildlife habitat or to provide opportunities for nonmotorized
recreation, should be closed to all motorized vehicles, including offhighway
vehicles (OHV). OHV’s can generate the same impacts as other
motorized vehicles including negative impacts to road surfaces, wildlife
resources, and vegetation.
6. Gates may also be closed temporarily during specified periods of the year for the
same reasons identified in subpart 1, A-J. More specifically:
A. Gates may be closed to motorized vehicle use on forest management roads
to protect road surfaces susceptible to damage when soil properties or
resource conditions do not support motorized use.
B. Gates may be closed to motorized vehicle use on forest management roads
during hunting seasons to reduce conflicts between hunters and prevent
excessive use of road.
7. The Land Department in administering this policy, may modify or vary these
conditions if it is determined that uncommon circumstances exist that warrant an
exception. These exceptions will be evaluated and a determination made whether
the existence of a gate detracts from the utility or value of adjacent lands.
Access to Private Property Over State Tax-Forfeited Lands
Permission by the Land Commissioner to cross State tax-forfeited lands using the route
determined by the Land Department to be most appropriate may be granted by temporary
authorization, road right-of-way lease, or where deemed appropriate by the Land
Commissioner, and approved by the County Board, a permanent easement.
Gates on Recreation and Shoreland Leases
While gates used to protect resources on State tax-forfeited lands will continue to
be used, gates or other barricades placed on Land Department administered lands which
restrict non-exclusive access to State tax-forfeited lands adjacent to Recreation or
Shoreland Leases will be removed. While it is clear that gates do not prohibit public use
of State tax-forfeited lands, they do create that impression. The general public should
have non-exclusive access to county public lands; County leaseholders do not have
exclusive rights to public land surrounding their lease sites.
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The terms and conditions of every Recreation Cabin and Shoreland Lease Site
clearly state that barricading any driveways, roads or trails is prohibited. Term #10 on
both the Shoreland and Recreation Cabin Lease Agreements state, “Lessee is prohibited
from barricading any driveways, roads or trails, or constructing any fences or stringing
wire cable, or otherwise restricting the general public from traveling by foot or vehicle
on County land.” This portion of Term #10 clearly states that restricting the general
public from accessing County land by foot or vehicle is prohibited. A gate, regardless of
who installs the gate, would restrict non-exclusive access to State tax-forfeited lands by
the general public if placed at a lease site allowing only the leaseholder to open the gate.
A gate which does not provide non-exclusive access to the general public by providing
limited parties other than St. Louis County access to any State tax-forfeited lands beyond
the gate shall not be approved.
1. A gate which does not serve the primary purpose of protecting a road surface or
resource including but not limited to: tree plantations; wildlife habitat; sensitive or
threatened plant or animal species or their community associations; illegal
garbage dumping; user safety; or non-motorized recreation are or trail, will be
removed.
2. A gate on St. Louis State tax-forfeited lands not erected by St. Louis County
personnel or designees or with written authorization from the County, will be
removed.
3. A Land Department gate which does not allow non-exclusive access to County
land by the general public, and does not involve a resource or recreation
management activity or concern, will be removed. This means that any gate for
which a party other than the County maintains a key to open said gate will be
removed.
4. Keys for locks on any gates maintained on St. Louis County land may only be
possessed by officials of the St. Louis County Land Department. No lock and key
for gates maintained on St. Louis State tax-forfeited lands may be held by
members of the general public without prior written approval from the Land
Commissioner.
Gates may be allowed at Recreation Cabin or Shoreland Lease Sites if the following
conditions are met:
1. A forest management road or access road dead-ends at the lease site or sites. Gate
may be placed at a distance approved by the Area Manager relative to the cabin
site. For a series of leases (e.g. several shoreland lease sites along a lakeshore),
the gate may be placed at a distance approved by the Area Manager relative to the
cabin site nearest the gate.
2. No County public land can be accessed by road beyond gate other than the lease
site(s) proper.
3. The placement of a gate effectuates no loss of public land value or function.
4. Prior written approval for the gate and locking mechanism must be obtained from
the Land Commissioner.
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5. Gate must be installed and maintained by private party or association with prior
written consent from the Land Department. Installation of gate must meet Land
Department specifications.
EXTRACTIVES
RESOLUTION NO. 767
December 11, 2001
WHEREAS, Minnesota Statutes Section 282.04, Subdivision 1, was amended to
allow an increased value for direct sale of materials on tax forfeited land.
NOW, THEREFORE, BE IT RESOLVED, that the County Auditor is authorized
to sell earthen material (extractives) up to the statutory maximum of $12,000.00 from tax
forfeited land pursuant to Minnesota Statutes Section 282.04; and
RESOLVED FURTHER, that the St. Louis County Board hereby rescinds
Resolution No. 605, dated August 8, 1995.
SALE OF TAX FORFEITED LAND
RESOLUTION NO. 137
February 19, 2002
WHEREAS, Minnesota Statutes 282.01 governs the sale of tax forfeited land; and
WHEREAS, Section 282.01, Subdivision 4, provides that parcels must be sold for
cash only and at not less than appraised value unless the County Board of the county has
adopted a resolution providing for their sale on terms, in which even the resolution
controls with respect to the sale.
NOW, THEREFORE, BE IT RESOLVED, that tax forfeited lands may be sold
according to the following terms:
1. Up to a maximum term of 10 years depending upon the appraised value;
and
2. A down payment of $500.00 or 10 percent of the sale value, whichever is
greater, must be paid at the time of sale and the remaining principal
balance must be paid in equal annual installments, plus simple interest, at
the rate set pursuant to Minnesota Statutes 279.03, Subdivision 1a; and
3. The sale price of all standing timber, timber products and gravel and other
extractives, and all sale fees must be paid in full at the time of sale except
for private sales to municipalities in which case the value of gravel and
other extractives may be included in the amount subject to the payment
plan.
BE IT FURTHER RESOLVED, the Land Commissioner is directed to develop
department policy regarding the terms of sales consistent with this Resolution and shall
inform the Auditor and Board of such policy and any changes thereafter; and
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BE IT FURTHER RESOLVED, that the County Board Resolution No. 348,
adopted May 17, 1998, is hereby rescinded.
LAND DEPARTMENT ENVIRONMENTAL POLICY
RESOLUTION NO. 554
September 9, 2003
WHEREAS, St. Louis County is committed to protecting the environment; and
WHEREAS, the St. Louis County Land Department is developing and ISO 14001
Environmental Management System which requires an environmental policy; and
WHEREAS, the environmental policy establishes an overall management
direction and sets principles of action for the Land Department; and
WHEREAS, the environmental policy sets the goal as to the level of
environmental responsibility and performance required of the Land Department; and
WHEREAS, the environmental policy will be make available to the public.
NOW, THEREFOR, BE IT RESOLVED, that the St. Louis County Board of
Commissioners hereby adopts the St. Louis County Land Department’s Environmental
Policy, on file in County Board File No. 58127.
COUNTY FEE LAND SALE POLICY
RESOLUTION NO. 349
JUNE 22, 2004
RESOLVED, that the Sale of County Fee Land Policy, as on file in County Board
File No. 58266, is hereby adopted, effective immediately.
“NO NET GAIN” POLICY
RESOLUTION NO. 107
March 1, 2005
WHEREAS, Minnesota Statutes 84.944, Subdivision 3, and Minnesota Statutes
84.003, Subdivision 2, pursuant to Minnesota Statutes 97A.145, Subdivision 2, allows
County Boards of Commissioners to disallow the purchase of land by the Minnesota
Department of Natural Resources (DNR) in counties; and
WHEREAS, the member counties of the Arrowhead Counties Association (ACA)
are 50% or greater under public ownership; and
WHEREAS, the further purchase of land by the DNR and environmental land
trusts further erodes the tax base of the counties in the ACA; and
WHEREAS, the State of Minnesota’s plan to freeze gross PILT funding will
cause a loss of PILT revenues to each ACA County in 2006 and beyond.
NOW, THEREFORE, BE IT RESOLVED, that the Arrowhead Counties
Association hereby establishes a “no net gain policy” for both the Minnesota Department
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of Natural Resources and all environmental land trusts. No new lands may be acquired
without the consent of the County Board in which the land is located. No new lands may
be acquired unless the County agrees that either an equal amount of land or property of
equal value is sold back to private ownership.
DNR DESIGNATION OF SNA’S
RESOLUTION NO. 111
March 1, 2005
WHEREAS, Chapter 262, Article 2, Section 2, Laws of Minnesota for 2004,
provides that no scientific and natural area may be designated by the Minnesota
Department of Natural Resources without the approval of the board of the county within
which the land is located; and
WHEREAS, this requirement imposes a responsibility on the county to ensure
that this proposed designation is appropriately reviewed as well as an opportunity for the
residents of the county to communicate their concerns on this proposed designation to the
county board; and
WHEREAS, a consistent, adequate and transparent review requires a clear policy
under which that review will be conducted.
NOW, THEREFORE, BE IT RESOLVED, the St. Louis County Board of
Commissioners hereby adopts the policy, on file in the office of the County Auditor,
identified as County Board File No. 58374, to be followed in all instances where the
designation of a Scientific and Natural Area is requested by the Minnesota Department of
Natural Resources.
PURCHASE OF TAX FORFEITED LAND
RESOLUTION NO. 167
April 5, 2005
WHEREAS, the 1985 Legislature passed into law Chapter 138, Section 5, which
gave the Fond du Lac Band of Lake Superior Chippewa the first opportunity to purchase
tax forfeited land to be sold within the Reservation boundary; and
WHEREAS, the County Board Resolution No. 78, adopted on January 29, 1986,
directed the Land Commissioner to make inquiries of all adjacent property owners
situated on any lands affected by Chapter 138, Section 5, of Minnesota Laws for 1985 to
determine if they have any objections to the sale of said property. If the Land
Commissioner determined that there were such objections, he was directed not to offer
such tax forfeited properties for sale.
WHEREAS, tax forfeited land can neither be sold to the Fond du Lac Band nor
the public if an adjoining owner objects to the sale of said land.
NOW, THEREFORE, BE IT RESOLVED, that County Board Resolution No. 78,
adopted on January 29, 1986 is repealed to allow for the sale of tax forfeited land within
the Fond du Lac Reservation.
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PURCHASE OF TAX FORFEITED LAND
RESOLUTION NO. 168
April 5, 2005
WHEREAS, the 1985 Legislature passed into law Chapter 138, Section 5, which
gave the Fond du Lac Band of Lake Superior Chippewa the first opportunity to purchase
tax forfeited land to be sold within the reservation boundary if the County Auditor
receives a written offer for a t least the appraised value within two weeks after
notification; and
WHEREAS, the St. Louis County Board is concerned with the time frame granted
to the Fond du Lac Band to submit a written offer and purchase tax forfeited land.
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board shall
extend the time allowed for the Fond du Lac Band of Lake Superior Chippewa to submit
a written offer to purchase tax forfeited land within the Fond du Lac Reservation to 60
days; and shall allow six months for the Fond du Lac Band to purchase said land.
BE IT FURTHER RESOLVED, that the St. Louis County Auditor shall offer for
sale at public auction tax forfeited land located within the Fond du Lac Reservation if the
Fond du Lac Band of Lake Superior Chippewa does not purchase said land within six
months after submitting a written offer for at least the appraised value to the County
Auditor.
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COUNTY GOLF TOURNAMENT
RESOLUTION NO. 671
August 22, 1977
RESOLVED, that the St. Louis County Board of Commissioners hereby reaffirms
the memo sent to all Department Heads stating that any employee who attended the
County Golf Tournament August 5, 1977, that their time record be recorded as either
personal leave, vacation or time off without pay.
RESOLVED FURTHER, that this policy shall apply to all future County Golf
Tournaments.
COFFEE BREAKS
RESOLUTION NO. 623
September 12, 1983
WHEREAS, it is the intention of St. Louis County to establish a uniform and
consistent practice for employee coffee breaks.
NOW, THEREFORE, BE IT RESOLVED, that no department head or supervisor
shall authorize, approve, or permit any St. Louis County employee under their direction
to take coffee breaks which exceed the minimum time allotted for coffee breaks as
established by the employees' contract.
FUNERAL LEAVE
RESOLUTION NO. 755
November 25, 1985
RESOLVED, that employees of St. Louis County shall be allowed leave time for
attendance at funerals only as specified in the collective bargaining agreements;
RESOLVED FURTHER, that the Chair of the County Board is hereby authorized
to submit a letter to all Department Heads expressing this policy.
FAMILY AND MEDICAL LEAVE ACT OF 1993
RESOLUTION NO. 918
BOARD FILE NO. 55186
December 21, 1993
RESOLVED, the County Board adopts the Family and Medical Leave Act Policy,
as on file in County Board File No. 55186.
FAMILY AND MEDICAL LEAVE ACT OF 1993
1. PURPOSE - The Family and Medical Leave Act of 1993 (FMLA) provides for up
to 12 weeks of job-protected leave to eligible employees for certain family and
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medical reasons. The purpose of this policy is to provide guidelines for
implementation of the FMLA. Terms used in this policy are intended to have the
meaning set forth in the FMLA and accompanying U.S. Department of Labor
regulations. Matters relating to FMLA leave which are not specifically addressed
in this policy shall be administered by the Employer consistent with the FMLA
and accompanying U.S. Department of Labor regulations.
2. ELIGIBILITY - an employee must meet the following requirements to be eligible
for FMLA leave:
A. The employee must have worked for the Employer for at least 12
months; and
B. The employee must have worked at least 1,250 hours during the 12
months immediately proceeding the request
FMLA leave may be requested for the following reasons:
A. For the birth of a child and in order to care for such child or the
placement of a child with the employee for adoption or foster care
(leave for this reason must be taken within the 12-month period
following the child’s birth or placement with the employee); or
B. In order to care for an immediate family member (spouse, child, or
parent) of the employee if such immediate family member has a
serious health condition; or
C. The employee’s own serious health condition that makes the
employee unable to perform the essential functions of his/her
position.
Eligibility for FMLA leave for birth or placement of a child expires 12 months
after the birth or placement of the child. Circumstances may require that leave for
the birth of a child, or for placement for adoption or foster care, commence prior
to actual birth or placement. Different policies may apply to certain employees
who have been identified by the Employer as “key” employees.
3. LENGTH OF LEAVE - an eligible employee may qualify for up to 12 calendar
weeks of FMLA leave in any 12 month period. From the 12 week maximum, any
FMLA leave which the employee has taken during the 12 months preceding
commencement of the requested leave will be subtracted to determine the
maximum leave for which the employee may be eligible presently.
When FMLA leave is taken to care for a spouse, son or daughter, or parent, with a
serious health condition, or for an employee’s own serious health condition, leave
may be taken intermittently or on a reduced schedule if shown to be “medically
necessary”. Where leave is taken for the birth or placement of a child for
adoption or foster care, leave may be taken on an intermittent or reduced leave
schedule only if the Employer agrees.
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Where two eligible employees are husband and wife, they will be eligible for no
more than a combined 12 weeks of leave in a 12 month period where leave is
taken for birth or placement of a child for adoption or foster care, or for care of a
parent (but not parent-in-law) with a serious health condition.
4. UNPAID LEAVE - Generally FMLA leave is unpaid. However, an employee
shall substitute accumulated paid sick leave for a portion of the FMLA leave in
any situation where the employee would normally be allowed to use sick leave.
An employee also shall substitute accumulated paid vacation or personal leave for
a portion of the FMLA leave.
The Employer shall require the Employee to substitute accumulated paid vacation
or personal leave for a portion of the FMLA leave provided such a requirement is
not inconsistent with the employee’s collective bargaining agreement, if any.
Minnesota law allows for unpaid parental leave of up to six weeks and for use of
paid sick leave to care for dependent family members under certain
circumstances. These leaves remain available under FMLA but do not extend the
maximum FMLA leave for which an employee is eligible.
5. AUTHORIZATION - An eligible employee must ordinarily provide the
Employer with 30 days advance notice when the FMLA leave is foreseeable. A
“Request for Family/Medical Leave” form should be completed by the employee
and returned to their supervisor. In unexpected or unforeseeable situations, an
employee should provide as much notice as is practicable, usually verbal notice
within one or two business days of why the need for leave becomes know,
followed by a completed “Request for Family/Medical Leave” form. The
employer reserves the right to deny a leave request absent timely advance notice.
The employee must attempt to schedule foreseeable FMLA leave so as not to
unduly disrupt the Employer’s operations.
An employee requesting leave shall provide to the Employer, in writing, the
proposed date the leave is to commence, the approximate duration of the leave,
and the qualifying reason(s) for the leave. The Employer will normally require
medical certification to support an FMLA leave request either to care for an
employee’s seriously ill family member or because of the employee’s serious
health condition. The medical certification shall be provided to the Employer as
soon as possible, and not more than 15 days later. The Employer reserves the
right to require a second and third medical opinion at the Employer’s expense, as
allowed by the FMLA.
The employer reserves the right to require the employee to provide recertification
of the need for the leave every 30 days. Recertification may also be required
sooner than every 30 days if 1) the employee requests an extension of the leave;
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ST. LOUIS COUNTY BOARD POLICIES
LEAVE TIME
CHAPTER 13
2) there are changed circumstances regarding the nature of the medical condition;
or 3) the Employer receives information casting doubt on the continued validity of
the most recent certification. The Employer may request a medical fitness-forduty
report upon the employee’s return to work.
6. BENEFIT CONTINUATION - During an approved FMLA leave, at the option of
the employee, the employee and dependent health and dental insurance coverage
(if any) shall be maintained on the same basis as coverage would have been
provided if the employee had been continuously employed during the entire leave
period. Employees who receive partial Employer contribution must continue to
pay their portion of the premium in order to retain this coverage. If an employee
fails to make their premium payment, the employee will lose coverage and will
not be covered for any claims which may have occurred while on FMLA leave.
However, an employee may voluntarily choose not to pay the premiums and thus
not retain these coverages. The coverages will be reinstated upon the employee’s
return to work.
An employee on FMLA leave may also continue other insurance coverages which
the employee had in effect through the Employer prior to going on FMLA leave.
The employee will be required to pay the full cost of the premium.
The Employer’s obligation to maintain health and dental insurance benefits ceases
if and when the employee informs the Employer of the employee’s intent not to
return from leave; if the employee fails to return from leave, thereby terminating
employment; or if the employee exhausts the employee’s FMLA leave
entitlement. In some of these situations, employees may be entitled by law to
continue their health care coverage at their own expense.
7. RETURN TO WORK
An employee returning from FMLA leave of longer than one month must notify
the Employer at least two weeks prior to return from leave.
An employee returning from FMLA leave shall be entitled to be restored to the
same position and shift that the employee held when the FMLA leave began, or to
an equivalent position and shift with equivalent benefits, pay and other terms and
conditions of employment. Benefits of employment and seniority will be resumed
at the same level and in the same manner as were provided at the time the leave
began. Any increase in pay or changes in benefits that are not dependent upon
seniority or accrual during the leave period also must be made effective upon the
employee’s return to work. However, an employee on FMLA leave shall not be
entitled to benefit or seniority accrual during the leave.
8. FAILURE TO RETURN TO WORK
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ST. LOUIS COUNTY BOARD POLICIES
LEAVE TIME
CHAPTER 13
If an employee on FMLA leave decides not to return to work, the employee shall
notify the Employer as soon as it is foreseeable that the employee will not be
returning to work.
If an employee does not return to work for reasons beyond the employee’s control
or because the employee has a serious health condition which prevents the
employee from returning to work, then the employee will not be required to repay
health insurance premiums paid by the Employer during the FMLA leave. If the
employee does not return to work for any other reason, then the employee will be
required to repay the Employer for those premiums.
An employee who chooses not to return to work or is unable to return to work
shall be considered to have voluntarily resigned.
9. EFFECTIVE DATE
This Policy is effective on January 1, 1994.
VACATION PAY-OFFS/SICK LEAVE BALANCE FUNDING
RESOLUTION NO. 200
March 14, 1995
RESOLVED, that the following Policy regarding compensated absences is hereby
established:
Payments for accumulated vacation for terminating employees shall be borne by the
employee’s departmental personnel budget. A terminating employee shall not be
replaced without explicit Board approval until such time an amount equal to the vacation
payoff is saved through not filling positions.
For employees with a vested right to utilize accrued sick leave balances upon retirement,
the Auditor shall, through designation of fund balances in the governmental and
expendable trust funds, in an orderly way, ensure that the liability is funded to a 95
percent minimum level by the end of the year 2002.
DONATION OF ACCRUED VACATION TIME
RESOLUTION NO. 324
April 23, 1996
RESOLVED, that employee donations of accrued vacation time to co-workers is
authorized under the following conditions:
1. Employees having “permanent” status in County employment shall be eligible for
vacation donations of up to a maximum of 90 days to cover lost time caused by
13.5
ST. LOUIS COUNTY BOARD POLICIES
LEAVE TIME
CHAPTER 13
catastrophic illness/physical disability (debilitating or terminal illness, severe
injury) that exceeds three weeks in duration; and “probationary” employees
having no permanent status shall be eligible for vacation donations of up to a
maximum of 20 days to cover lost time caused by debilitating illness or severe
injury, that would otherwise result in their loss of employment status in the
County service.
2. The employee has exhausted all paid leave benefit accruals
3. Vacation donations of one (1), two (2), or three (3) days per donating employee
each calendar year may be authorized
4. The donating and recipient employee’s payroll records shall be adjusted to reflect
a transfer of accrued hours, and the donated vacation hours shall be converted to
the same number of sick leave hours on the recipient’s payroll record
5. The donated hours shall be utilized at the recipient’s rate of pay
6. Requests for transfer of vacation donations shall be submitted to the Civil
Service/Personnel Director for approval and processing
BE IT FURTHER RESOLVED, this action is unilaterally implemented by the County
Board and may be rescinded or modified without cause by the Board
SICK LEAVE BANK GUIDELINES – LAW ENFORCEMENT SERVICES
RESOLUTION NO. 296
May 25, 2004
RESOLVED, the St. Louis County Board Sick Leave Bank Guidelines for the
Law Enforcement Labor Services, Inc., Local 288 bargaining unit, a copy of which is on
file in County Board File No. 58251, are hereby approved for all pending and future
requests for sick leave bank benefits from members of said bargaining unit.
13.6
ST. LOUIS COUNTY BOARD POLICIES
LIABILITY INDEMNIFICATION
CHAPTER 14
LIABILITY INDEMNIFICATION PLAN
RESOLUTION NO. 323
BOARD FILE NO. 51603
April 18, 1989
WHEREAS, the St. Louis County Board approved the St. Louis County Liability
Indemnification Plan by Resolution No. 424, adopted June 23, 1980, and identified as
County Board File Number 48969; and
WHEREAS, the St. Louis County Board approved amendments to the County
Liability Indemnification Plan which incorporated intervening statutory changes by
Resolution No. 414, adopted June 24, 1985, identified as County Board File Number
51603.
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board
hereby adopts the St. Louis County Liability Indemnification Plan, on file in the office of
the County Auditor, identified as County Board File Number 51603;
BE IT FURTHER RESOLVED, the St. Louis County Board Resolution No. 414,
adopted June 24, 1985, is hereby rescinded.
ST. LOUIS COUNTY
LIABILITY INDEMNIFICATION PLAN
June 4, 1985, as amended April 18, 1989
TABLE OF CONTENTS:
I. Statement of Purpose
II. Definitions
III. Indemnity
IV Exclusions and Exceptions
V. Liability Limitations
VI. Payment of Claims and Expenses
VII. Duties of Employee
VIII. Denial of Representation or Indemnity
IX. Subrogation
X. Continuation of Protection
I. STATEMENT OF PURPOSE
Minnesota Statutes Chapter 466 requires St. Louis County to defend and indemnify its
employees and officers against any tort claim or demand arising out of any acts or
omissions occurring in the performance of their duties. This St. Louis County Employee
Liability Indemnification Plan is the document which sets forth the circumstances under
which an employee or officer is defended and indemnified against claims and lawsuits,
the financial responsibilities that will be assumed by the County, and the exclusions and
exceptions to indemnification. A copy of this Plan will be available for review by each
employee or officer by contacting their Department Head, union representative, or Civil
Service.
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ST. LOUIS COUNTY BOARD POLICIES
LIABILITY INDEMNIFICATION
CHAPTER 14
It is possible that the Legislature or the courts may change or modify the laws under
which this Plan is prepared. It may also be necessary for the County itself to amend the
provisions of this Plan. Notice of amendments or deletions to the Plan will be provided
to employees and officers, and said amendments or deletions shall be immediately
incorporated into the Plan.
II. DEFINITIONS
For the purpose of this Plan only, the following definitions shall apply:
A. “Was acting in the performance of the duties of the position” means any act or
omission by an employee occurring within the scope of employment or duties,
whether arising out of a governmental or proprietary function but shall
specifically not include criminal acts or acts outside the scope of employment, or
acts constituting malfeasance in office, willful neglect of duty, or bad faith.
B. “Employee” means any full or part-time officer or employee, or former officer or
employee, whether elected or appointed; a member of the St. Louis County Board
of Commissioners; any full or part-time County Officer or employee performing
services for a third party pursuant to a contract approved by a duly adopted
resolution of the St. Louis County Board; an individual serving with or without
compensation as a member of any board or commission established by the St.
Louis County Board or by legislative action for any judicial or legislative actions
of the Board; or any other person acting on behalf of the County in an official
capacity, temporarily or permanently, with or without compensation.
The term “employee” shall specifically exclude (1) any person or organization
contracting to perform services for or on behalf of the County as an independent
contractor; and (2) any person or organization acting for or employed by a parttime
County officer or employee covered by this Plan, unless such person or
organization has been specifically authorized to act on behalf of the County by a
duly adopted resolution of the County Board.
C. “Costs” or “expenses” shall include all usual costs and expenses reasonably
incurred in the legal defense or settlement of any claim or lawsuit or any
deductible costs in County-purchased liability insurance applicable to employees.
D. “Malfeasance in office” means the performance of an act in official capacity
which is illegal, wrongful or willful or wanton neglect of duty.
E. “Indemnity” means the shifting of financial liability for loss from the employee
to St. Louis County.
F. “Punitive damages” are damages that are penal in character and are awarded in
addition to actual damages in order to inflict punishment upon the wrongdoer and
serve as a deterrent to similar conduct in the future.
G. “Subrogation” means the substitution of one party in the place of another with
reference to a lawful claim, demand or right so that the party who is substituted
succeeds to the rights of the other in relation to all rights and remedies.
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ST. LOUIS COUNTY BOARD POLICIES
LIABILITY INDEMNIFICATION
CHAPTER 14
H. “Intentional act” means that the actor has the purpose to do the thing or cause the
result specified or believes that his act, if successful, will cause that result.
III. INDEMNITY
Subject to the laws of the State of Minnesota and subject further to the provisions of this
Plan, the St. Louis County Board of Commissioners hereby declares:
A. That the County will provide defense and indemnify any of its employees against
judgments or amounts paid in settlement actually and reasonably incurred in
connection with any tort or professional liability claim, demand, or lawsuit,
whether groundless or otherwise, arising out of an alleged act or omission
occurring within the scope of employment or official duties, subject to the
limitations set forth in Minnesota Statutes Chapter 466. In no case, however,
shall this Plan apply to claims or lawsuits alleging malfeasance in office, willful
neglect of duty, or bad faith. In no case shall any amounts paid exceed the
applicable statutory liability limits.
B. That the County Attorney, or his delegate, will investigate any claim, demand or
lawsuit to determine if the employee shall be indemnified and shall defend or
make settlement under such terms and conditions as may be appropriate.
C. That the County will pay all reasonable costs and expenses incurred by the
County in the investigation, defense or settlement of any tort claim, demand or
lawsuit on behalf of the indemnified employee.
D. That the legal counsel and investigatory services necessary for the defense of any
tort claim, demand or lawsuit under this Plan shall be furnished by the St. Louis
County Attorney, who shall request and be furnished with such assistance from
other County departments as the Attorney’s Office deems necessary. Except as
provided in Section E, below, the County Attorney shall have the exclusive
authority and the responsibility to provide legal representation and direct
investigatory services.
E. That subject to approval by the St. Louis County Board of Commissioners:
(1) An employee who would otherwise be entitled to defense and indemnity
pursuant to the provisions of this Plan, and where the County Attorney
determines there exists a conflict of interest between the County and/or the
employees who are parties to the claim, demand, or lawsuit, private legal
counsel shall be furnished at County expense upon the written
recommendation of the County Attorney.
(2) If it shall be necessary to retain private legal counsel on behalf of an
employee, selection of counsel and negotiation of fees shall be the
responsibility of the County Attorney.
IV. EXCLUSIONS AND EXCEPTIONS
A. This Plan shall not apply to any claim, demand or lawsuit based upon:
14.3
ST. LOUIS COUNTY BOARD POLICIES
LIABILITY INDEMNIFICATION
CHAPTER 14
(1) An alleged act or omission not occurring in the performance of duty by an
employee;
(2) An alleged act or omission constituting malfeasance in office or willful
neglect of duty, or bad faith;
(3) Any action involving the removal from office of an elected official or
criminal prosecution of an employee, except that an officer or employee
may request representation to defend charges of a criminal nature brought
against that officer or employee that arose out of the reasonable and lawful
performance of duties for the County, pursuant to MS 465.76.
(4) A private legal action commenced by an employee against any other party.
B. This Plan shall not apply to any claim, demand or lawsuit classified as an
exception to governmental liability under MS 466.03 as amended. As to any such
claim, demand or lawsuit, the County shall be liable only in accordance with the
applicable law. Where there is no statute or law creating liability, the County
shall remain immune from liability, and nothing herein shall be construed as a
voluntary waiver of any immunity in whole or in part. Exceptions enumerated in
MS 466.03 generally include:
(1) Any claim for injury or death of any person covered by the Workers’
Compensation Act;
(2) Any claim in connection with the assessment and collection of taxes;
(3) Any claim based on snow or ice conditions on any highway or other
public place, except when the condition is affirmatively caused by the
negligent acts of the municipality;
(4) Any claim based upon an act or omission of an officer or employee,
exercising due care, in the execution of a valid or invalid statute, charter,
ordinance, resolution or regulation;
(5) Any claim based upon the performance or failure to exercise or perform a
discretionary function or duty, whether or not the discretion is abused;
(6) Any claim against the County as to which the County is immune from
liability by the provisions of any other statute.
C. This Plan shall not apply to fines and penalties incurred pursuant to MS 471.705
(Open Meeting Law) or pursuant to MS 586.10 (Fines for Neglect of Duty).
D. This Plan shall not apply to any claim, demand or lawsuit for liability arising out
of an act or omission against which the County has procured a policy of insurance
pursuant to MS 466.06 as amended. However, in the event:
(1) The County would otherwise be liable for the alleged act or omission if
such insurance had not been purchased, and
(2) The liability limits of such policy are less than the liability limits provided
by this Plan, and/or contain a deductible amount to be assumed by the
insured, then the liability limits of this Plan shall apply to any damages in
excess of the liability limits of such policy and up to the limits provided by
MS 466.04 as amended. The deductible amount on any such County
purchased liability insurance policy shall be paid by the County for
indemnified employees.
14.4
ST. LOUIS COUNTY BOARD POLICIES
LIABILITY INDEMNIFICATION
CHAPTER 14
V. LIABILITY LIMITATIONS
A. Employees are hereby notified that MS 466.04 (1985) provides as follows:
MAXIMUM LIABILITY. Subdivision 1. Limits, punitive Damages.
Liability of municipality on any claim within the scope of MS 466.01 to 466.16 shall not
exceed:
a) $200,000 when the claim is one for death by wrongful act or omission and
$200,000 to any claimant in any other case;
b) $600,000 for any number of claims arising out of a single occurrence
c) Twice the limits provided in clauses (a) and (b), but not less than $300,000
per claim, when the claim arises out of the release or threatened release of
a hazardous substance.
No award for damages on any such claim shall include punitive damages.
Subdivision 1a. Officers and Employees.
The liability of an officer or an employee of any municipality for a tort arising out of an
alleged act or omission occurring in the performance of duty shall not exceed the limits
set forth in subdivision 1, unless the officer or employee provides professional services
and also is employed in his profession for compensation by a person or persons other
than the municipality.
Subdivision 1b. Total Claim.
The total liability of the municipality on a claim against it and against its officers or
employees arising out of a single occurrence shall not exceed the limits set forth in
subdivision 1.
Subdivision 2. Inclusions.
The limitation imposed by this section on individual claimants includes damages claimed
for loss of services or loss of support arising out of the same tort.
Subdivision 3. Disposition of multiple claims.
Where the amount awarded to or settled upon multiple claimants exceeds $600,000, any
party may apply to any district court to apportion to each claimant his proper share of the
total amount limited by subdivision 1. The share apportioned each claimant shall be in
the proportion that the ratio of the award or settlement made to him bears to the aggregate
awards and settlements for all claims arising out of the occurrence.
B. Notwithstanding any provisions of this Plan to the contrary, nothing contained
herein is intended or shall be construed to constitute a waiver of the defense of
governmental immunity beyond the maximum liability limits established by law.
14.5
ST. LOUIS COUNTY BOARD POLICIES
LIABILITY INDEMNIFICATION
CHAPTER 14
If, after the date of adoption of this Plan, the County Board procures insurance
providing protection in excess of the limit of liability imposed by law, the
resolution authorizing the procurement of such insurance shall be attached hereto
as an amendment to this Plan. The procurement of such insurance constitutes a
waiver of the limits of governmental liability under MS 466.04 to the extent of the
liability stated in the policy but has no effect on the liability of the municipality
beyond the coverage so provided. Such policy shall be filed with the County
Auditor, and shall be available for review by any employee upon request.
VI. PAYMENT OF CLAIMS AND EXPENSES
A. All amounts to be paid as a result of indemnification provided by this Plan may be
paid from any fund established or designated for these purposes by resolution of
the County Board.
B. Recommendations shall be made to the County Board by the County Attorney,
County Auditor, and heads of affected departments as to which department should
be charged for expenses incurred in the defense of any claim, demand, or lawsuit.
The County Board shall then establish by resolution the fund and department from
which the expenses are to be paid. The County Attorney shall present to the
department(s) a statement for reimbursement of authorized expenditures.
VII. DUTIES OF EMPLOYEE
1. In the event any action, incident or accident occurs which an employee
might reasonably expect could result in a claim, complaint, demand or
lawsuit against the employee or the County, the employee shall
immediately notify their supervisor/department head and the County
Attorney’s Office. The employee must thereafter prepare a written
Incident Report or Vehicle Collision Report form within 24 hours of the
incident. Vehicle Collision Report forms shall be completed whenever a
County vehicle is involved. For all other cases, an Incident Report form
shall be completed.
Report forms are available from the department head, in County Motor
Pool vehicles, or from the Office of the County Attorney. The original
shall be forwarded to the County Attorney, and the employee shall retain a
copy. The employee shall provide a copy to the department head for the
department files.
2. The employee shall not discuss the accident or incident with anyone other
than their supervisor/department head, or the County Attorney’s Office.
The employee shall not furnish any other person, agent, investigator,
attorney, or governmental agency any document or statement unless or
until the County Attorney’s Office has approved release of information.
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ST. LOUIS COUNTY BOARD POLICIES
LIABILITY INDEMNIFICATION
CHAPTER 14
Requests for such information shall be immediately forwarded to the
County Attorney’s Office for response.
3. If a claim, demand, or lawsuit is brought against an employee, the
employee shall immediately forward to their supervisor/department head
the written demand, notice, or Summons and Complaint. The
supervisor/department head shall immediately notify the County
Attorney’s Office by telephone of the document and shall forward the
original of the document to the County Attorney.
4. The employee shall cooperate fully with the County Attorney’s Office in
the investigation or defense of any claim, demand, or lawsuit and in the
enforcing of any right of contribution, indemnity or subrogation against
any party who may be liable to the employee or to the County because of
injury or damages. The employee shall attend all hearings, trials, and
other proceedings as requested, and shall assist in securing and giving
evidence and obtaining the attendance of witnesses. In the event
settlement of a claim, demand, or lawsuit is made, the employee shall sign
all documents and take all appropriate actions to implement the settlement.
5. No time spent with the County Attorney’s Office in the investigation or
handling of any claim, demand or lawsuit, or time spent attending legal
proceedings shall require use of personal leave or vacation benefits by the
employee.
6. All departments shall allow the County Attorney immediate and
continuing access to witnesses, documents and scene investigation.
VIII. DENIAL OF REPRESENTATION OR INDEMNITY
A. Basis for Denial of Representation or Indemnification. Representation or
indemnification may be denied by the County to any employee at any time:
1. If the employee fails to prepare a written Incident Report or Vehicle
Collision Report for any incident which the employee might reasonably
expect could result in a claim, demand or lawsuit against the County or
employee.
2. If the employee fails to immediately notify their supervisor/department
head of any Notice of Claim, demand, Summons or pleadings served upon
the employee.
3. If the employee fails to cooperate fully with the investigation or defense of
any claim, demand or lawsuit.
4. If the employee fails to comply fully with the provisions of this Plan.
5. If the claim, demand or lawsuit involves actions of the employee outside
the scope of his official duties.
6. If the claim, demand or lawsuit involves criminal action against the
employee or an action to remove the employee from office.
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ST. LOUIS COUNTY BOARD POLICIES
LIABILITY INDEMNIFICATION
CHAPTER 14
7. If the action is the result of private legal action commenced by the
employee against any other party.
B. Notice of Denial.
Within sixty (60) days of receipt by the County Attorney of Notice of Claim,
demand, Summons, or pleadings the County Attorney shall determine the
eligibility or continuing eligibility of any employee for representation and
indemnity under the provisions of this Plan. In the event further investigation is
necessary to determine eligibility or continuing eligibility, the County Attorney
shall notify the employee in writing of additional time needed. Where an
employee is determined to be ineligible for coverage of all or a portion of the
claim presented, or where rights are reserved against the employee, the employee
shall be so notified in writing.
IX. SUBROGATION
In the event of any payment of any settlement or judgment on behalf of the employee
under this Plan, the County shall be subrogated to the employee’s rights of contribution,
indemnity, or recovery therefor against any party, and the employee shall execute and
deliver all instruments and papers and do whatever else is necessary to secure such rights
by the County. The employee shall do nothing to prejudice these rights.
X. CONTINUATION OF PROTECTION
Any defense or indemnification available to an employee under this Plan shall continue
to be available after the termination of employment so long as the act or omission causing
the liability occurred during the course of duties while the individual was an employee of
St. Louis County.
14.8
ST. LOUIS COUNTY BOARD POLICIES
MANAGEMENT INFORMATION SYSTEMS
CHAPTER 15
USAGE ETHICS COMPUTER POLICY
RESOLUTION NO. 804
BOARD FILE NO. 56898
October 8, 1996
RESOLVED, that the St. Louis County Usage Ethics Computer Policy, a copy of
which is on file in the office of the County Auditor, identified as Board File No. 56898 is
hereby adopted:
ST. LOUIS COUNTY USAGE ETHICS COMPUTER POLICY
1. St. Louis County purchase or licenses the use of copies of computer software
from a variety of outside companies. St. Louis County does not own the
copyright to this software or its related documentation and, unless authorized by
the software developer, does not have the right to reproduce it for use on more
than one computer.
2. With regard to use on local area networks or on multiple machines, St. Louis
County employees shall use the software only in accordance with the license
agreement.
3. The employee’s department head and the MIS Director will be notified of any
unauthorized use of software or hardware discovered as a result of audit
procedures or other service activity.
4. St. Louis County does not permit or condone the illegal duplication or use of
software. County employees use of computer software in violation of software
licenses or state and federal statutes or regulations shall constitute employee
misconduct and shall subject the employee to disciplinary action.
5. Software not licensed to the County may be operated on County machines
provided:
a. It is approved by the employee’s department head
b. MIS is notified in writing for record keeping purposes and possible virus
checking prior to installation
c. A copy of the software license is on file in the department (for licensed
software)
d. The software is operated in conformance with the license agreement
Software not licensed to the County will not be serviced by County support staff.
6. All software that is imported from outside of the normal County channels for use
on County computers must be specifically authorized by the department head or
his/her designee
7. St. Louis County will not be responsible for troubleshooting, maintenance, repair,
or replacement of privately-owned hardware. Privately owned computer
components will not be installed on St. Louis County machines without prior
15.1
ST. LOUIS COUNTY BOARD POLICIES
MANAGEMENT INFORMATION SYSTEMS
CHAPTER 15
approval of MIS and an authorized computer representative from the User
department.
8. This policy will be reviewed by MIS annually beginning May, 1997
PRINCIPLES FOR COMPUTER TRAINING
RESOLUTION NO. 805
BOARD FILE NO. 56899
October 8, 1996
RESOLVED, that the Policy “St. Louis County Principles for Computer Training”, a
copy of which is on file in the office of the County Auditor, identified as Board File No.
56899, is hereby approved.
MIS User Committee - St. Louis County
Principles for Computer Training
1. Management has primary responsibility for training employees. Computer skills
are necessary skills for job performance. The primary responsibility for required
job skills lies with management of the department in which the employee works.
Note: New employees should be trained by the employing department in the use
of “in place” software.
2. Employee Development should assist with computer skills development.
Computer skill development is no different from other job skills development.
Therefore, Employee Development should ensure that high quality general
computer related training is available to departments and employees. Planning for
standard software training should be undertaken jointly (departments and
Employee Development) whenever possible and this training will generally
become part of the Employee Development’s training calendar. County-wide PC
based training can be accomplished by lecture and hands-on-based training at the
UMD lab or any proposed training centers or interactive training through the
training center or within the individual department.
3A. Training on “in-house” developed mainframe software is primarily the
responsibility of the department that develops/uses the program. Joint application
development include shared responsibility for training. Planning for training for
in-house applications needs to be considered and an integral part of the
application development process.
3B. Initial training on special purpose purchased software is primarily the
responsibility of the department that purchased the software, Management
Information Systems (MIS) and the provider of the application software. MIS
will coordinate the training.
3C. Follow-on and/or continuation training of special purpose purchased software that
is integrated into the County is the responsibility of the department that purchased
the software. This may involve the provider of the software, a third party to
15.2
ST. LOUIS COUNTY BOARD POLICIES
MANAGEMENT INFORMATION SYSTEMS
CHAPTER 15
conduct the initial training, or a purchased tutorial training program package.
Employee Development may be able to assist in the process of identifying
potential trainers, but cannot be expected to schedule and/or conduct such
sessions.
4. “Just in time training” and “Mentoring” provides for the best skills transfer. “Just
in time training” means: Training is provided when software is ready for use.
Availability of training should be part of acquisition decisions. “Mentoring”
means: Employees should be encouraged to assist one another in problem solving
and skill development.
5. Training center(s)/computer lab(s) should be developed to provide for the space
and equipment required to do training on both mainframe and PC-based
applications. The space and equipment should be available for both County-wide
and department-specific applications and must be appropriately budgeted,
managed, and supported. A variety of training options must be available as an
ongoing requirement.
NOTE: This policy realizes that St. Louis County funds are a limited resource and
training decisions should maximize the educational gain while minimizing the cost.
MANAGEMENT INFORMATION SYSTEMS STRATEGIC PLAN
RESOLUTION NO. 943
BOARD FILE NO. 56919
November 26, 1996
RESOLVED, that the County Board hereby adopts the St. Louis County
Information Systems Strategic Plan as contained in Board File No. 56919.
RESOLVED FURTHER, that the MIS User Committee will continue to monitor
the effectiveness of the Information Systems Strategic Plan and recommend changes as
necessary.
MANAGEMENT INFORMATION SYSTEMS USERS COMMITTEE BYLAWS
RESOLUTION NO. 954
BOARD FILE NO. 56922
December 10, 1996
RESOLVED, that the St. Louis County Board of Commissioners does hereby
approve the MIS User Committee Bylaws. The MIS User Committee was formally
established by the St. Louis County Board of Commissioners on June 13, 1995, by
Resolution No. 466. The MIS User Committee consists of one representative from each
County department and Arrowhead Regional Corrections. The voting members of the
Committee consist of each department head or the department head’s designee.
Arrowhead Regional Corrections is also a voting member of the Committee. The
Bylaws, on file in County Board File No. 56922, include the purpose of the Committee
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ST. LOUIS COUNTY BOARD POLICIES
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and its governing rules of business. The Bylaws require approval of any amendments by
the St. Louis County Board of Commissioners. These Bylaws were reviewed and
approved by the Department Heads Association at its October 2, 1996, meeting,
including an amendment contained in Article 1, Section 4, Adoption & Amendments, that
requires County Board approval of the Bylaws or any amendments thereto.
ST. LOUIS COUNTY MANAGEMENT INFORMATION
SYSTEMS USERS COMMITTEE
BYLAWS
ARTICLE I. PURPOSE
Section 1 - Purpose of Bylaws: The St. Louis County Management Information
Systems Users Committee desires to conduct its business and perform its responsibilities
and duties in an orderly, efficient, uniform, fair and lawful manner. These Bylaws are
established for that purpose.
Section 2 - Purpose of Committee: As St. Louis County moves into the
information age the Committee will work to develop a common understanding of the
diverse computer needs throughout St. Louis County. The committee will serve in an
advisory capacity to assist the Management Information Systems Department regarding
Management Information Systems user issues.
In order to fulfill its purpose, the St. Louis County Management Information
Systems Users Committee, herein after referred to as Committee, shall have the following
responsibilities:
1. To become informed on county wide systems and applications already in
place as well as understand the technology needs of each
department/division.
2. To understand major changes are taking place in advanced and emerging
technology that significantly impact the foundation of the computing
environment.
3. To act in an advisory role to the Departments represented and to the
Management Information Systems Department regarding new technology,
network systems, application development and purchase, educational and
training opportunities.
4. To communicate to the users the benefit and cost implications related to
uniformity throughout the County.
5. To provide ways and means whereby all users may exchange information,
ideas and experiences as well as work cooperatively with the Management
Information Systems Department to develop increased effectiveness,
efficiency, and customer service.
6. The Committee shall periodically report the progress and pertinent
developments regarding the Management Information Systems Users
Committee and Management Information Systems Department to the
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County Board, County Administrator, and Department Heads, in the form
of a written report.
Section 3 - Applications of Bylaws: Unless otherwise specifically indicated, these
Bylaws shall apply to the transaction and administration of all Committee business and
the conduct of all its meetings.
Section 4 - Adoption & Amendments: These Bylaws may be amended by a three
fourths (3/4) vote of the members. All proposed amendments shall be presented in
writing to all members. All members shall have a minimum of ten (10) days to review
the proposed amendment. These bylaws, and any amendments thereto, must be approved
by the Committee and the Board of Commissioners. These Bylaws and amendments
thereto shall become effective immediately upon approval by the Board of
Commissioners.
ARTICLE II. MEETING RULES AND BYLAWS
Section 1 - Time of Meetings: Meetings of the Committee will be held based upon
a regular schedule, at the County Board Conference Room, Courthouse, Duluth,
Minnesota. In the event of unavailability of the County Board Conference Room, the
Chair may select an alternate location for the meeting. Other meetings may be scheduled
by the Chair on five days’ notice to the members.
Section 2 - Officers and Term of Office: The officers of the Committee shall be a
Chair and Vice Chair; each to be elected by the respective members of the Committee.
The election for officers shall take place in the first meeting in January of each year.
Members serving as officers on the effective date of these Bylaws shall hold office until
the next election to be held in January of the following year.
Section 3 - Presiding Officer: The Chair shall preside at meetings of the
Committee, and in case of nonattendance, the Vice Chair shall preside.
Section 4 - Clerk: The Clerk shall be provided by the County and will be a nonvoting
participant of the Committee. The Clerk shall be responsible for preparing all
meeting minutes and agendas and distribute the same at least one week prior to the next
scheduled meeting. The Clerk shall take roll, announce if a quorum is present. The
Clerk shall note in the minutes when any member is absent or when any member leaves
prior to adjournment. The Clerk shall furnish the Committee members with all
communications received since the last Committee meeting. The Clerk shall be
responsible for other duties assigned by the Chair.
Section 5 - Members & Quorum: There shall be one voting member for each
department within St. Louis County. The MIS Department shall serve in an ex-officio
capacity only. Arrowhead Regional Corrections shall be a voting member of the
Committee. The member shall be appointed by the department head. Individual
members of the Committee may attend meetings by means of a speaker phone system and
may vote with the same privilege. In the event of unavailability by a Committee
member, the Department may designate an alternate. The alternate shall have voting
privileges. A quorum shall consist of a majority of members, including alternates. No
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motions shall be voted on in the event that a majority of the voting Committee members
or their designees are absent.
Section 6 - Order of Business: Upon the appearance of a quorum, the Committee
shall then proceed to business before it in the following order:
1. Roll call
2. Approval of minutes of previous meeting by motion
3. Reports of officers, special committees and others
4. Report from the MIS Department
5. Other agenda matters
Section 7 - Duties of the Chair: The Chair shall preserve order and decorum, and
shall decide questions of order, subject, however, to an appeal to the Committee. The
members shall refrain from private discussions while the Committee is in the process of
Committee business. The Chair shall call a member to order and the member shall
immediately suspend remarks unless permitted to explain. If no appeal is made, the
decision of the Chair shall be deemed conclusive; but if a member chooses to appeal from
the decision of the Chair, the Committee shall decide the point without debate.
Section 8 - Precedence of Items: The proposals under consideration shall have
precedence in the following order:
1. To lay on the table
2. To postpone
3. To commit, that is, to refer to committee
4. To amend
5. To adjourn
A motion to adjourn shall be entertained only after the completion of the formal agenda
and shall be decided without debate.
Section 9 - Decision Making: Each matter considered shall be decided by
consensus of the voting members. If the issues of procedure cannot be decided by
consensus, they will then be decided by a majority vote or according to these Bylaws.
The manner in which each member votes upon all propositions will be entered in the
journal of the proceedings of the Committee.
Section 10 - Conflict of Interest: Each member, including the Chair, shall be
entitled to vote on all questions, unless a particular issue involves a conflict of interest. A
decision to abstain from voting shall also extend to discussion. Testimony, however, may
be offered.
Any question of whether a particular issue involves a conflict of interest sufficient to
disqualify a member from voting thereon shall be decided by a majority vote of the
attending members except the member who is being challenged.
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Any member who believes he or she may have a conflict of interest, or who has a relative
who has an interest in any decision to be made by the Committee shall disclose such
interest and either disqualify him or herself or seek a ruling pursuant to these Bylaws.
Any person, may, in person or in writing, challenge whether any member may have a
conflict of interest.
Section 11 - Special Committees: The Chair can appoint a Special Committee as
there is a need and the Chair of the Committee will appoint a Chair of the Special
Committee.
Special Committees shall in all cases report to the Committee. All reports by
Special Committees shall be presented in writing at a regular or special meeting. Matters
referred to Special Committees shall be acted upon without undue delay.
Section 12 - Suspension of Rules: These rules may be suspended by a threefourths
(3/4) vote of the Committee, except those matters that are provided for by law and
Article I, Section 4 of these Bylaws.
Section 13 - Roberts Rules of Order to Govern: In the absence of any rule upon
any matters of business, the Committee shall be governed by Roberts Rules of Order.
DISPOSITION OF OBSOLETE, SURPLUS OR UNUSABLE COMPUTER
COMPONENTS
RESOLUTION NO. 369
May 5, 1998
WHEREAS, increasingly the County is facing the need to find proper disposition
for used computer components which are considered obsolete, surplus, or unusable for
County activities; and
WHEREAS, in many instances it costs the County more in staff resources and
related costs to assemble those computer components for sale than will be generated by
the proceeds of the sale; and
WHEREAS, there are environmental considerations which promote the reuse and
recycling of used computer components over the land disposal of those components; and
WHEREAS, there are public corporations in Minnesota which will accept used
computer components for upgrading and use for public purposes; and
WHEREAS, it is the County Board’s priority that the upgraded computer
components to be used for public purpose be distributed within St. Louis County; and
WHEREAS, Minnesota state law allows counties to transfer their personal
property for a nominal fee or without consideration to another public corporation for
public use when duly authorized by the county’s governing body;
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board of
Commissioners authorizes all County departments to transfer their obsolete, surplus, and
unusable computer components to the Management Information Systems Department and
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authorizes that department to donate those computer components to approved end users
consistent with Minnesota Statutes 471.85.
ST. LOUIS COUNTY COMPUTER POLICY
RESOLUTION NO. 343
May 9, 2000
WHEREAS, St. Louis County has previously provided for Internet access policy
issues through Resolution No. 649, dated August 12, 1997; and
WHEREAS, the MIS User Group Internet Subcommittee has reviewed that policy
and accompanying individual Memorandum of Agreement and has recommended
updating the policy; and
WHEREAS, the recommended policy has been reviewed and approved by the
MIS User Group and Department Heads; and
WHEREAS, adoption of the policy would provide a clearer understanding of
computer usage issues and be of benefit to the County.
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board of
Commissioners adopts the St. Louis County Computer Policy, copy on files in County
Board File No. 57577, and specifically repeals Resolution No. 649.
ST. LOUIS COUNTY COMPUTER POLICY
I. Introduction
St. Louis County utilizes computers and computer systems in the work place to
facilitate communications, improve employee productivity, and fulfill its
government functions. It is the intent of this policy to provide an overall
framework for computer usage within St. Louis County.
II. Scope
A. Management Rights
St. Louis County is the owner of the computer systems it provides to its
employees to conduct County business. St. Louis County, as the owner of
this equipment and the employer of the County employees, is responsible
for the lawful and appropriate use of the County’s systems. Accordingly,
the County must maintain the right to oversee use of the County systems
by County employees to protect ownership rights to the systems and to
prevent illegal or inappropriate use of the systems.
B. Public Rights
Information contained on the County’s systems may be accessible to the
subject of the information, authorized third parties, or the general public.
Access to this information is governed by state laws, federal laws, and
rulings by the courts. These laws include numerous provisions providing
public access to information, as well as, numerous provisions protecting
the rights of persons affected by this information. St. Louis County, its
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officers, and employees shall implement their best judgment and
discretion in protecting the rights of the public and the privacy of
individuals when administrating information contained on the County’s
systems.
C. Employee Privacy
The County recognizes the privacy interests of its employees to the
contents of their personal communications contained in the County
systems. While recognizing the privacy interests of its employees, the
County must balance these privacy concerns with the County’s inherent
management responsibility to manage its systems, together with, rights of
the public and third parties to obtain certain government information.
D. Transient Electronic Communications
The County’s electronic mail system, known as e-mail, is used as a
communication system for electronic messages. The system is not
intended as a storage system for transient electronic communications
unless, pursuant to County policy, the electronic messages are entered
into an official County record keeping system.
III. Responsibilities
It is the responsibility of the St. Louis County Board to establish policies
concerning computer usage within St. Louis County.
It is the responsibility of the MIS User Committee to discuss County computer
policy and provide recommendations to the St. Louis County Officials
Organization and St. Louis County Administration.
It is the responsibility of the County Administrator and designees to ensure
appropriate utilization of the St. Louis County systems for retention of
government data and records.
It is the responsibility of department heads, individually and through the St. Louis
County Officials Organization, to assist the County Board in formulating the St.
Louis County Computer Policy. Department heads shall also be responsible for
setting specific departmental policies on computer usage within the framework of
the overall County policy. Department heads shall also be responsible to establish
departmental policies on the creation of data and storage of records consistent
with the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, and the
preservation of public records consistent with Minn. Stat. § 138.17, and Minn.
Stat. § 15.17.
It is the responsibility of St. Louis County employees to utilize St. Louis County
computers and systems to further the goals of St. Louis County in providing
services to its citizens. They are also responsible for taking all precautions
necessary to avoid contamination of the county’s computers and systems by
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software viruses and to prevent the unauthorized use of the County’s systems.
The MIS Department shall be responsible to maintain and operate the County’s
hardware and software systems. This includes the appropriate backup of systems
and information for purposes of disaster recovery. Backup of such a nature is not
intended to create data.
IV. Hardware and Software
St. Louis County is the owner of all equipment provided to employees and
constituting the St. Louis County computer system. St. Louis County also
provides software for use on individual computers and within the system.
Employees should be responsible for understanding and respecting the terms of
such software licenses. Use of hardware and software beyond that provided to
employees by the County shall require MIS and department head approval.
Privately owned hardware and software not licensed to St. Louis County will not
be serviced by County support staff.
Personal use of St. Louis County hardware and software is permitted. However,
such use shall be limited in time and frequency in accordance with County and
Departmental policies. It shall be conducted in a manner to limit the interruption
of County business.
All computer usage remains subject to all other St. Louis County policies,
including but not limited to St. Louis County Usage Ethics Computer Policy, the
St. Louis County Conflict of Interest Policy, the St. Louis County
Nondiscrimination Policy, and the St. Louis County Sexual Harassment Policy.
V. E-mail
The St. Louis County system provides e-mail systems on both an Intranet and
Internet basis. E-mail is intended as a communication tool. E-mail messages,
when read, will be defaulted to trash and will not be maintained by the MIS
department in a backup capacity. Department heads will ensure proper
procedures are established within their department to insure that those e-mail
messages which are to be retained as government data or government records are
preserved in an appropriate manner.
St. Louis County recognizes that employees may have some privacy rights in email
pursuant to the Minnesota and Federal Electronic Communications Acts. St.
Louis County, however, cannot guarantee that e-mail will remain private. St.
Louis County may be required by court order, statute, or other authority to
divulge employee e-mail. Additionally, St. Louis County reserves a right to
monitor employee’s e-mail if inappropriate or illegal e-mail usage is suspected.
Personal use of e-mail is permitted. However, such use shall be limited in time
and frequency in accordance with County and Departmental policies. It shall be
conducted in a manner to limit the interruption of County business.
Personal use of e-mail is subject to all other policies of St. Louis County
including, but not limited to, the St. Louis County Conflict of Interest Policy, the
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St. Louis County Nondiscrimination Policy, and the St. Louis County Sexual
Harassment Policy.
VI. Internet and Intranet
St. Louis County employees may have Intranet and Intranet access through St.
Louis County systems. Internet and Internet usage provides unique opportunities
to gather and exchange information to fulfill the mission of St. Louis County.
Personal use of Internet and Intranet access is permitted. However, such use shall
be limited in time and frequency in accordance with County and Departmental
policies. It shall be conducted in a manner as to limit the interruption of County
business.
Internet usage may create temporary files such as cookies or cache. The
placement of temporary files within the St. Louis County system shall not be
considered permanent or the creation of government data.
Personal use of Intranet and Internet access remains subject to all other St. Louis
County policies including, but not limited to, the Conflict of Interest Policy,
Sexual Harassment Policy and Nondiscrimination Policy.
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ST. LOUIS COUNTY BOARD POLICIES
MISCELLANEOUS
CHAPTER 16
REGULATE THE RUNNING OF “AT LARGE DOGS”
RESOLUTION NO. 158
March 27, 1967
WHEREAS, M.S. A. 347.08 authorizes the Board of County Commissioners of
any county to regulate the running at large of dogs, except in boroughs, second, third and
fourth class cities, and
WHEREAS, There have been innumerable complaints from area residents,
sportsmen, farmers and game wardens of the large number of deer, livestock and poultry
being killed by dogs running at large, and
WHEREAS, The Board of County Commissioners of St. Louis County,
Minnesota, is of the opinion that it is desirable to regulate the running at large of dogs to
not only protect the deer population in the county but also livestock and poultry.
NOW, THEREFORE, BE IT RESOLVED, By the Board of County
Commissioners of St. Louis County, Minnesota, that it is the intention of said Board of
County Commissioners to proceed under the provisions of M.S.A. 347.08 and to regulate
the running at large of dogs in the county by making it a misdemeanor, of not more than
$100.00, for any owner of a dog to allow said dog to run at large.
RESOLVED FURTHER, That this resolution shall take effect upon publication
and to continue until the further order of this Board.
VOTER REGISTRATION MATERIALS AVAILABILITY
RESOLUTION NO. 553
August 13, 1984
WHEREAS, Governor Rudy Perpich and the State of Minnesota are encouraging
people to register and vote; and
WHEREAS, citizen participation in the electoral process is the very backbone of
a democratic society; and
WHEREAS, through its various departments and agencies, county government
comes into contact with large numbers of eligible, non-registered voters daily; and
WHEREAS, voter registration materials are currently available only through the
St. Louis County Auditor's Office;
NOW, THEREFORE, BE IT RESOLVED, that voter registration materials be
made available to the citizenry in conspicuous locations in each appropriate county
department or agency; and
BE IT FURTHER RESOLVED, that county departments or agencies are
instructed to implement this resolution.
AMBULANCE SUBSIDY POLICY
RESOLUTION NO. 675
October 9, 1984
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MISCELLANEOUS
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RESOLVED, that the St. Louis County Board hereby establishes the following
policy providing for subsidies for emergency ambulance service in St. Louis County.
1. The County of St. Louis agrees to pay a subsidy to each ambulance firm that is
now providing ambulance service within the County and that comply with the
policy established by this Board at the rate of $16.00 for each emergency call and
$ .22 per mile for each call outside the corporate limits of the municipality
wherein the ambulance firm has its base of operation.
2. The County of St. Louis will require copies of State Health Department
Ambulance Trip Report forms, which must be fully completed and returned to the
ST. Louis County Commissioners Office at the Courthouse in Duluth, Minnesota
55802, within 10 days after the end of each month.
3. Payments to ambulance firms shall be made monthly on the basis of the
Ambulance Trip Report forms, subject to the approval of their completeness.
Each trip ticket must include the following:
A. The name & address of the ambulance firm
B. The base rate (minimum $25.00)
C. The total miles traveled.
D. The specific point where patient is picked up. (Pickups must be outside
the corporate limits of the reporting ambulance company and outside the
corporate limits of any other reporting ambulance company but within St.
Louis County).
E. The total number of persons attended during the emergency call.
4. The County of St. Louis will pay one subsidy per call without consideration for
the number of people attended or transported.
5. If at any time in a fiscal year it appears that the total subsidy to the ambulance
firms making application for payment will exceed the total County appropriation
provided for ambulance subsidy in that fiscal year, the County may reduce said
subsidy by giving 90 days' notice of its intention to all ambulance services that
have applied for the subsidy for that year.
6. Payments of subsidies to ambulance firms shall be conditioned upon their
complying with this policy and the conditions concerning payments of subsidies
as contained in the ARCH report of December, 1972.
7. Payments of subsidies shall be considered on an individual basis in the event an
ambulance firm is unable to respond to an emergency call within their
jurisdiction, resulting in a neighboring ambulance firm responding.
BE IT FURTHER RESOLVED, that Resolution No. 780, adopted December 19,
1973, Resolution No. 423, adopted June 24, 1974, Resolution No. 153 adopted February
27, 1978, and all other Resolutions dealing with the ambulance subsidy are hereby
rescinded.
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MISCELLANEOUS
CHAPTER 16
SALE OF DUPLICATE MICROFILM POLICY
RESOLUTION NO. 200
April 13, 1987
RESOLVED, that the St. Louis County Board hereby adopts a policy of authorizing sale
of duplicate microfilm of the County Recorder's records, cost as follows:
Governmental Agencies - at cost
Outside Agencies - cost plus 150%
COUNTY STRUCTURES APPRAISAL PROCEDURE
RESOLUTION NO. 265
April 27, 1987
RESOLVED, it shall be the policy of St. Louis County that an in depth appraisal of any
major County structure by County Personnel shall be required before said structures will
be offered at a public sale.
AMBULANCE POLICY AMENDMENT
RESOLUTION NO. 215
March 22, 1988
RESOLVED, that St. Louis County Board Resolutions Number 675, adopted October 9,
1984, setting forth the policy providing for subsidies for emergency ambulance service in
St. Louis County is hereby amended by the addition of the following:
When ambulance companies respond to calls within the corporate limits of
another ambulance company when that ambulance is engaged, that
subsidy will be granted.
REGISTRATION OF DANGEROUS DOGS
RESOLUTION NO. 655
September 6, 1988
WHEREAS, that pursuant to Minnesota Statutes 347.51, as amended by Laws of
Minnesota 1988, Chapter 711, the County Auditor shall register Dangerous Dogs; and
WHEREAS, Subdivision 3, M.S. 347.51, Subdivision 3, states that the County
may charge the owner an annual fee for said certification of registration; and
WHEREAS, Subdivision 6, M.S. 347.51, states that in a county that does not
license dogs, the owner shall obtain a certificate as required under this section from the
County Auditor in the county where the owner resides;
NOW, THEREFORE, BE IT RESOLVED, that the fee for registration of
Dangerous Dogs in St. Louis County shall be set at $10.00.
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MISCELLANEOUS
CHAPTER 16
WATERLINES: NO FURTHER CONNECTIONS TO NOPEMING
RESOLUTION NO. 730
September 27, 1988
RESOLVED, that it shall be the policy of the St. Louis County Board that No
further connections will be allowed to the Nopeming Waterline.
CHARITABLE GAMBLING LICENSE WAIVER
RESOLUTION NO. 783
October 11, 1988
WHEREAS, the State of Minnesota has changed the waiting period from thirty
(30) to sixty (60) days for Charitable Gambling Licenses;
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board will
consider a waiver of the sixty (60) day period for renewals of said licenses.
COUNTY FACILITIES USAGE POLICY
RESOLUTION NO. 46
January 14, 1992
RESOLVED, that the St. Louis County Board hereby reaffirms that use of the St. Louis
County Board Room and Conference Rooms in the county facilities will be limited to
County-related Committees and Task Forces, other government entities and their
committees or task forces, and existing County elected officials.
POLICY FOR ON COUNTY PERFORMANCE STUDIES/REPORTS
RESOLUTION NO. 644
August 16, 1994
RESOLVED, that the County Board authorizes the establishment of a policy for
the performance of studies and reports on internal operations as follows:
All reports or studies which examine organizational, management, performance, and/or
programmatic issues pertaining to County operations will be considered the property of
St. Louis County. Prior to the initiation of the study, it will be the responsibility of each
department to notify the County Administrator in writing of the department’s intent in
having the study conducted. A memo to the County Administrator must include a list of
the issues to be addressed, the reasons the study is being requested, and an estimate of the
dollar amount. In addition, once the study has been completed, a copy of the report must
be sent to the County Board for their official file.
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MISCELLANEOUS
CHAPTER 16
PERSONAL INJURY: COUNTY ATTORNEY TO NEGOTIATE/SETTLE
CLAIMS
RESOLUTION NO. 960
December 19, 1995
WHEREAS, the County Attorney's Office is presently investigating, negotiating,
and litigating all claims for personal injury and property damage against St. Louis
County; and
WHEREAS, to aid in the efficiency of processing and settling property damage
and personal injury claims, the County Board, by previous Resolution No. 77, dated
February 14, 1983, authorized the County Attorney's Office to negotiate and settle
without further County Board approval all property damage claims and personal injury
claims not exceeding $3,000; and
WHEREAS, the inflationary increases in the automobile industry and medical
profession makes the efficient handling and timely settlement of minor claims difficult
with the $3,000 limitation.
NOW, THEREFORE, BE IT RESOLVED, that the County Attorney's Office is
hereby authorized to negotiate and settle all personal injury claims and property damage
claims not exceeding $7,500 without further approval of the County Board;
RESOLVED FURTHER, that Resolution No. 77, adopted February 14, 1983, is
hereby rescinded in its entirety.
TOBACCO: LICENSE FEE/HEALTH DIRECTOR AS ADMINISTRATIVE
HEARING OFFICER
RESOLUTION NO. 337
April 28, 1998
WHEREAS, the St. Louis County Board of Commissioners adopted St. Louis
County Ordinance No. 51, An Ordinance Regulating the Sale, Possession and Use of
Tobacco and Tobacco Related Devices; Mandating Yearly Compliance Checks of All
Licensees; and Establishing Penalties and Procedures for Violations, All in Accord with
Minnesota Statutes Chapter 461 (1997); and
WHEREAS, Ordinance No. 51 states the County Board shall designate a person
or persons to serve as the hearing officer(s); and
WHEREAS, Ordinance No. 51 also states the County Board shall establish the
license fee.
NOW, THEREFORE, BE IT RESOLVED, that the Director of the Department of
Public Health and Long Term Medical Care, or designee(s), shall serve as the
administrative hearing officer(s) required by this Ordinance No. 51; and
RESOLVED FURTHER, that the yearly license fee for establishments licensed
pursuant to Ordinance No. 51 shall be $165.00.
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MISCELLANEOUS
CHAPTER 16
BURIAL/FUNERAL PAYMENT POLICY
RESOLUTION NO. 357
June 5, 2001
RESOLVED, that the County Board of Commissioners hereby rescinds Resolution No.
764, adopted September 24, 1996, and does adopt a revised funeral policy, effective June
15, 2001, as follows:
GENERAL POLICY
St. Louis County provides for funerals and final disposition of residents who die without
apparent means to provide for these services in recognition of its responsibility under
Minn. Stat. § 261.035. Payment for funerals and final disposition will be provided only
after a determination by the County that a deceased and his/her spouse, or parents of a
minor child, lacks sufficient resources to defray the costs of a funeral and final
disposition of the person’s remains. Unless specifically contrary to the religious or moral
beliefs of the decedent, final disposition shall be by cremation without a funeral service.
Professional services will be provided at the discretion of the funeral homes or as
provided by law. However, the County will determine eligibility for payment and the
method of final disposition. An application shall be made on the County funeral
application form by the spouse or responsible relative, or if none, the funeral home prior
to the funeral. The County’s finding of eligibility and determination of final disposition
shall be reduced to writing, and provided to the funeral home as soon after application as
possible. If, at any time, it is determined that a funeral home billed for professional
services, funeral services or a final disposition not authorized by the County, the home
will forfeit any and all payments authorized herein.
To those funeral homes providing services and requesting County participation pursuant
to Minn. Stat. § 261.035 and this policy, the County will pay actual costs in an amount
not to exceed the following:
1. Cremation, including all professional services, transportation of the body, and
container. This option does not include a funeral service. Authorized maximum
amount--$1,150.00.
2. Cremation, including all professional services, transportation of the body, funeral
service, and container. Authorized maximum amount--$1,400.00.
3. Traditional Burial, including all professional services, transportation of the body,
grave box, casket, and funeral service. Authorized maximum amount--$1,750.00.
Amounts charged to the County will in no case exceed charges applicable to private pay
individuals for funeral home services. The County will reimburse the funeral home or
pay direct to the crematorium or the cemetery for cremation or lot charges and opening
and closing fees at County approved rates which are currently: crematory fees: $175; lot
fees: $210; opening and closing fees: $220.
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ST. LOUIS COUNTY BOARD POLICIES
MISCELLANEOUS
CHAPTER 16
On or after January 1, 2003, the above funeral fee schedule may be adjusted without
further action of the Board. Said adjustment will be determined by the Director of the
Social Service Department, and the County Attorney’s Office. The policy will be
amended to reflect any adjustment and a copy will be provided to all funeral homes and
members of the County Board. In no case shall an adjustment exceed the U.S. Consumer
Price Index (CPI) average for all items without prior Board approval.
Budget Reference:
Fund 04, Agency FIN, Expense Object 0820
ACCESS TO SERVICES
RESOLUTION NO. 148
February 19, 2002
WHEREAS, Executive Order 13166, “Improving Access to Services by Persons
with Limited English Proficiency” requires each federal agency to have written policies
on providing effective services to those with limited English language proficiency.
WHEREAS, federal agencies which fund state and county programs require that
counties develop policies for effectively serving their populations with limited English
language proficiency;
WHEREAS, St. Louis County received federal funding for numerous programs
and services;
WHEREAS, St. Louis County, in accordance with federal mandate, will provide
meaningful access to its programs, services and information to all persons, including
persons with limited proficiency in the English language;
RESOLVED, the St. Louis County Policy to Ensure Access to Services for People
with Limited English Language Skills is hereby adopted.
ELECTRONIC SUBMISSION POLICY
RESOLUTION NO. 162
February 26, 2002
RESOLVED, the Electronic Records Submission Policy for Resolutions, Board Policies,
and Ordinances, as presented in Board File No. 57878, is hereby approved.
ELECTRONIC RECORDS SUBMISSION POLICY FOR
RESOLUTIONS, BOARD POLICIES AND ORDINANCES
1 PURPOSE
The purpose of this policy is to provide a standard method of submitting
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electronic media to the County Board to provide an efficient method for quickly
informing the public and staff of official County Board Actions.
2 SCOPE
This policy governs submissions of resolutions, policies, ordinances,
amendments, and any supporting documents to any of the above submitted to the
County Board by any agency or department of the County.
3 DEFINITIONS
3.1 Electronic Submission - the presentation of documents in a compatible
electronic format.
3.2 Ordinances - local law of the county prescribing general, uniform, and
permanent rules of conduct relating to governing its inhabitants or the
corporate affairs of the county adopted pursuant to applicable Minnesota
Statutes. In this policy ordinance refers to all proposed and/or adopted
local laws that are amended, approved, changed or revised by formal
action of the St. Louis County board of Commissioners. Pursuant to
Minn. Stat. § 375.51 and any other applicable statutes.
3.3 Ordinance Amendments - all additions, revisions, wording changes or
strikeouts of ordinance text that are or will be adopted by formal action of
the County Board after proper notice, publication and hearing
requirements have been met.
3.4 Policies - the general principles by which the county is guided in its
management of public affairs. It includes all official, written policies
adopted by the County Board for purposes of administering County
business or delineating procedures/rules to be followed by Departments
and employees when performing legally permissible or required duties.
3.5 Resolutions - a formal expression of the opinion or will of the County
Board adopted by vote to enact, repeal, amend, revise or otherwise
authorize action, adopt regulations, policies and other necessary matters as
required or permitted by Minnesota Statutes and the Standing Rules of the
County Board. Resolutions are published and are a permanent record of
the proceedings of the County Board and must contain all relevant
information pertaining to the matter.
3.6 Board Letter - a document prepared in conjunction with a resolution
seeking Board action on a particular matter. The purpose of the board
letter is to provide the Board with the necessary information to make a
well-rendered decision. The board letter may include Administrator and
staff recommendations regarding the requested action. The board letter
should be consistent with the proposed resolution. Board letters are not
published. They do not serve as a formal decision of the Board.
3.7 Supporting Documentation - other information included in the board
agenda packets that are meant to provide information to aid the Board in
deciding issues.
4 ELECTRONIC SUBMISSION POLICY
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4.1 Copies of all proposed resolutions, ordinances, ordinance amendments and
policies to be acted on by the County Board must be submitted to the
County Auditor/Clerk of the County board in an electronic format
approved by the County Auditor as described below:
4.1.1 Proposed resolutions, policies and amendments, together with
applicable board letters, must be presented in either
WordPerfect or Microsoft Word format.
4.1.2 Proposed ordinances or any amendments to ordinances together
with supporting board letters must be presented in either
WordPerfect, Microsoft Word, or Adobe searchable PDF format.
Supporting documentation shall when feasible be presented in
either WordPerfect, Microsoft Word, or Adobe searchable PDF
format.
4.2 All amendments to policies or ordinances when presented to the board
shall follow the general format adopted by the Minnesota Legislature for
bill preparation. That is the original language of the section to be
amended shall be exhibited together with language changes that shall be
denoted by strike-outs of text that indicates language to be removed and
underlined text indicating language to be added.
4.3 Clean copies of final adopted ordinances or policies (that is without the
“strike outs” and underlined text) must also be submitted to the County
Auditor/Clerk of the County Board in an approved formats as described
above within 7 days of final Board action. All ordinances must be
electronically submitted in their entirety as a single electronic document
initially passed or subsequently amended. It shall be insufficient to submit
only amendments or revisions. Maps, documentation and other exhibits
that are part of the ordinance or policy must be embedded in the
document.
4.4 Agencies submitting a lengthy ordinance or an ordinance which contain
maps, charts, or photographs must provide the County Auditor/Clerk of
the Board a summary describing the ordinance in compliance with M.S.
375.51, Subd. 3 and 331A.01, Subd. 10 at the time the ordinance is
submitted for board consideration.
4.5 It may from time to time be necessary, at the discretion of the County
auditor, to make changes to the approved media types and formats for
electronic submission and the Auditor is hereby authorized to make such
changes through a memorandum to the County board and Department
heads. Such memorandum shall be published together with this policy in
the County Policy Book and its electronic versions. Current acceptable
submission media include CD ROM, diskette or e-mail attachments in the
appropriate format.
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4.6 It shall be the responsibility of each department preparing resolutions,
policies, ordinances or ordinance amendments for County Board approval
to submit complete and acceptable electronic copies to the County
Auditor/Clerk of the County Board.
4.7 Agencies are under the same requirements as stated above for submission
of materials to the County Administrator for consideration by the County
Board Committee of the Whole.
HIPAA COMPLIANCE POLICY
RESOLUTION NO. 188
March 25, 2003
RESOLVED, the St. Louis County Board of Commissioners hereby
adopts the “Policy of Compliance with the Health Insurance Portability and
Accountability Act (HIPAA)”, as contained in Board File No. 58050.
HIPAA COMPLIANCE POLICY
RESOLUTION NO. 189
March 25, 2003
WHEREAS, the 1996 Health Insurance Portability and Accountability Act
(HIPAA), and implementing regulations, impose a variety of requirements on public and
private entities to protect the privacy of individually identifiable health information; and
WHEREAS, a number of county departments, divisions, or programs handle
individually identifiable health information and must comply with HIPAA requirements,
while other county departments, divisions, or programs fall outside of HIPAA’s scope;
and
WHEREAS, to develop and implement a compliance plan, the County must
designate in writing which County functions are within HIPAA’s scope and which are
not; and
WHEREAS, the County has determined that it should be designated a “hybrid
entity” for purpose of HIPAA implementation; and
WHEREAS, the Administrator’s Office, through its HIPAA Coordinator, has
developed a chart (Attachment A) setting forth those departments, divisions, and
functions that would be considered “health care components” under HIPAA and therefore
are part of the County “hybrid entity”; and
WHEREAS, amendments to the “hybrid entity” organization chart will be needed
from time to time as realignments occur within the county structure.
NOW, THEREFORE, BE IT RESOLVED, St. Louis County is designated as a
“hybrid entity” for purposes of HIPAA compliance;
RESOLVED FURTHER, the County Administrator or his designee shall be the
St. Louis County HIPAA Coordinator;
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RESOLVED FURTHER, Attachment A, identified as County Board File No.
58050, is hereby adopted designating the departments, divisions, and functions within St.
Louis County that are the health care components of the “hybrid entity”; and
RESOLVED FURTHER, the Administrator’s Office, through the HIPAA
Coordinator, is authorized to amend Attachment A over time to maintain ongoing HIPAA
compliance.
USE OF CIVILITY IN CONDUCT OF BOARD MEETINGS
RESOLUTION NO. 560
September 9, 2003
WHEREAS, the residents of the County of St. Louis place a high value on respect
and civility in their lives and they understand that these characteristics are essential to any
healthy community; and
WHEREAS, the St. Louis County Board of Commissioners supports
opportunities for civil discourse and discussion in the community and in the County; and
WHEREAS, the St. Louis County Board of Commissioners addresses sometimes
controversial issues about which people often feel passionately – which at times leads to
uncivil behavior; and
WHEREAS, an atmosphere of incivility and disrespect can have a damaging
effect on the proceedings, on the quality of debate and on the practice of democracy
itself.
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board of
Commissioners recognizes nine tools of civility that will provide increased opportunities
for civil discourse in order to find positive resolutions to the issues that face our county.
These tools include:
1. Pay attention
2. Listen
3. Be inclusive
4. Don’t gossip
5. Show respect
6. Be agreeable
7. Apologize
8. Give constructive criticism
9. Take responsibility
BE IT FURTHER RESOLVED, that the St. Louis County Board of
Commissioners shall promote the use and adherence of these tools in conducting the
business of the St. Louis County Board of Commissioners.
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MISCELLANEOUS
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MIA FLAGS ON COUNTY FLAGPOLES
RESOLUTION NO. 387
July 13, 2004
WHEREAS, the St. Louis County Board has been approached by Mr. Michael
O’Donnell, Business Agent for the County’s Teamsters Union regarding the flying of the
MIA/POW (Missing in Action/Prisoner of War) flag on all flag poles under the control of
St. Louis County; and
WHEREAS, Mr. O’Donnell has offered to provide as many MIA/POW flags for
this purpose as may be required by St. Louis County; and
WHEREAS, the St. Louis County Board is supportive of demonstrating its
appreciation for the past and present sacrifice of our men and women who wear the
military service uniform of the United States of America;
NOW, THEREFORE BE IT RESOLVED, the St. Louis County Board of
Commissioners hereby authorizes the flying of the MIA/POW flag on all existing flag
poles under control of St. Louis County.
UNIFORM ELECTRONIC TRANSACTION AND SIGNATURES
RESOLUTION NO. 145
March 22, 2005
WHEREAS, Minnesota Statutes Chapter 325L is the Uniform Electronic
Transaction Act; and
WHEREAS, Minnesota Statutes § 325L.07, Legal recognition of electronic
records, electronic signatures, and electronic contracts, provides in relevant part: “(c) If a
law requires a record to be in writing, an electronic record satisfies the law; (d) If a law
requires a signature, an electronic signature satisfies the law; and
WHEREAS, Minnesota Statutes § 383C.027 requires certification of payroll by
the County Auditor; and
WHEREAS, Minnesota Statutes § 383C.046 requires certification of payroll by
the Civil Service/Personnel Director; and
WHEREAS, Minnesota Statutes § 163.09 requires certification of payroll by the
Highway Engineer for employees of the Public Works Department; and
WHEREAS, Minnesota Statutes § 383C.034(1) requires the Civil
Service/Personnel Director to provide a system of checking and certifying payrolls for
classified employees;
WHEREAS, most employees currently enter their payroll information online; and
WHEREAS, the County Auditor and Civil Service/Personnel Director have
determined the need to further automate the payroll and other personnel transactions
through electronic signatures and certification.
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NOW, THEREFORE, BE IT RESOLVED, that the County Board authorizes the
further development and implementation of electronic transactions and signatures,
including personnel transactions and payroll certification.
BE IT FURTHER RESOLVED, that the County Administrator and Department
Heads shall identify other transactions and procedures that may be improved by
electronic means.
CARTWAY PROCEDURES
RESOLUTION NO. 291
May 2, 2006
RESOLVED, that the St. Louis County Board of Commissioners hereby adopts
the County Board Polity pertaining to Cartway Procedures, as amended, a copy of which
is contained in County Board File No. 58556.
COUNTY BOARD POLICY
PERTAINING TO CARTWAY PROCEDURES
It shall be the policy of the St. Louis County Board that the procedures outlined in this Policy
will provide for handling cartway petitions from receipt of the petition through completion
of payment by the petitioner for damages and costs awarded pursuant to the County Board’s
final resolution and order:
1. A written cartway petition must be received by the County Board by filing the
petition with County Administration.
2. The cartway petition shall be accompanied by a deposit of $4,000 in cash or bond as
security for the estimated costs associated with a cartway petition. Those
costs include, but are not limited to, the cost of an appraisal and the cost of
Public Works and Auditor ’s Office employee time. Any funds not expended
will be reimbursed to the petitioner.
3. Upon receipt of the cartway petition it will be reviewed by the County Attorney’s
Office to determine if it is legally sufficient.
4. If the County Attorney’s Office determines that the petition is legally insufficient, it
will draft a letter to petitioner outlining the necessary information to be
included in the petition.
5. If any proposed cartway is over state and/or federal lands, the petition should be
immediately rejected unless the government owner consents to the petition in
writing, or they provide other appropriate access or evidence of an intent to
provide such access.
6. The petition must contain the following:
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ST. LOUIS COUNTY BOARD POLICIES
MISCELLANEOUS
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a. A statement that the size of petitioner’s tract of land meets statutory
requirements and that the petitioner has no access to the land except over the
land of others, or the access of the petitioner is less than two rods (33 feet) in
width.
b. A description of the proposed cartway in the petition which is sufficiently
definite for everyone to understand the proposed general location of the
cartway.
c. The legal description of the parcel owned by the petitioner.
d. The owner or owners’ names and legal descriptions of the property
affected by the cartway.
e. A map and drawing of the proposed cartway.
f. Petitioner’s request that a cartway two rods in width be established across
the property of the owner or owners listed in the petition.
g. A request that the St. Louis County Board of Commissioners pass a
resolution fixing the time and place where it will meet and act upon the
petition.
h. Petitioner’s acknowledgment that petitioner is responsible for damages
awarded to the owner or owners of land upon which the cartway is
established, together with the cost of professional and other services which
the County may incur in connection with the proceedings for the
establishment of the cartway.
7. Within 30 days after the filing of a legally and factually sufficient petition, the
County Board shall make a resolution describing, as near as practicable, the
cartway proposed to be established and the tracts of land through which it
passes and fix a time and place when and where it will meet and act upon the
petition. A period of 60 days between the resolution and hearing date is
generally considered to be the minimum period of time to allow for obtaining
an appraisal and providing appropriate notice to the affected landowners.
8. The resolution fixing a time to act upon the petition must also contain a notice to
affected landowners that a landowner is entitled to judicial review of
damages and need for the cartway pursuant to Minn. Stat. § 164.07, Subd.
7, following a determination to establish the cartway.
9. The petitioner shall cause personal service of such resolution and a copy of the
petition to be made upon each occupant of such land at least thirty (30) days
before such meeting and cause thirty (30) days posted notice thereof to be
given.
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ST. LOUIS COUNTY BOARD POLICIES
MISCELLANEOUS
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10. The Board Letter and Resolution described above shall be presented by
Administration.
11. Hearing Process:
a. Clerk of the County Board summarizes the hearing process and procedures.
b. County Attorney makes initial presentation with testimony from Public
Works, Right-of-Way agents, if needed.
c. The petitioners or their representative may appear and give testimony.
d. The affected land owners or their representatives may appear and give
testimony.
e. Commissioners may question witnesses at the end of all testimony.
12. Upon conclusion of the hearing, the County Board must determine the
following matters:
a. The sufficiency of the petition, i.e. a landlocked tract of land at least five
acres with no access to the land except over the land of others, or that
the access of the petitioner is less than 33 feet in width.
b. The exact location of the cartway. (The Board may exercise reasonable
discretion in varying the route proposed by the petitioner.)
c. The need for a legal survey to establish the exact location of the cartway if
petitioner’s proposed location is changed or was not sufficiently
defined.
d. Damages and Costs. Damages and costs must be based on evidence
submitted by way of testimony and/or documentary evidence. Costs
include, but are not limited to, the costs of professional services,
surveying costs if done by the County, appraisal fees, and
compensation for time spent on the project by the Public Works
Department and Auditor’s Office. Damages may include any
diminished value of the affected landowners’ property, the cost of
construction of the cartway (if necessary), and/or the value of the
right to use an existing road.
13. At the conclusion of the cartway hearing, the Findings of Fact, Conclusions
and Order shall be drafted by the County Attorney’s Office and signed by the
Board Chair.
14. The Clerk of the County Board will send a copy of the signed order to the
petitioner.
16.15
ST. LOUIS COUNTY BOARD POLICIES
MISCELLANEOUS
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15. If the County Board grants the cartway petition, the Clerk of the County
Board must notify, in writing, each known owner and occupant of land over
which the cartway passes that there has been a filing and award of damages.
Pursuant to Minn. Stat. § 164.07, Subd. 6, the notice must set forth the date
of the award, the amount of damages awarded, and any terms or conditions of
the award. The notice must also include an explanation of the requirements
for appealing the award of damages under Minn. Stat. § 164.07, Subd. 7.
16. Payments. The County Auditor shall receive payments owed by the
petitioner pursuant to the Board’s Order. Upon receipt of petitioner’s
payment in full for costs and damages, the Auditor shall certify the Findings
of Fact, Conclusions of Law, and Order establishing the cartway. The
Auditor shall then enter the same in the transfer records and note upon the
certified copy over the Auditor ’s official signature the words “entered in the
transfer record.”
17. The Auditor shall then provide the certified Findings of fact, Conclusions,
and Order to the County Attorney’s office and to Public Works. Payments
received shall be distributed by the Auditor upon the expiration of the appeal
period.
18. Upon payment in full by petitioner and receipt of a certified copy of the
Findings of Fact, Conclusions, and Order from the Auditor, the Public Works
Department shall file with the County Recorder the Findings of Fact,
Conclusions and Order establishing the cartway.
USE OF ACRONYMS
RESOLUTION NO. 610
December 13, 2005
WHEREAS, in the normal course of business, County employees
create thousands of documents each month which are designed to explain
policies, communicate between departments, execute legal agreements and
contracts, document activities, and fulfill reporting requirements; and
WHEREAS, during the production of these communications,
hundreds of acronyms and abbreviations are used to identify commonly
understood names, places, programs, and policies which may be confusing
and frustrating to those unfamiliar with their meaning.
NOW, THEREFORE, BE IT RESOLVED, the St. Louis County
Board of Commissioners hereby adopts the following policy regarding the
use of acronyms and abbreviations appearing in all means of official
County communication:
16.16
ST. LOUIS COUNTY BOARD POLICIES
MISCELLANEOUS
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"All St. Louis County Departments will implement the following policy
regarding the use of acronyms or abbreviations in official County
communications: Whenever acronyms or abbreviations are to be used in
official communications, they must be completely spelled out and clearly
identified immediately followed by the abbreviation in parenthesis. The
abbreviation may then be used alone throughout the rest of the
communication."
An example of this policy implementation is as follows:
"The Central Management & Inter-Governmental (CMIG) Committee will
be considering a policy on the use of acronyms and abbreviations in all
official County communications."
16.17
ST. LOUIS COUNTY BOARD POLICIES
PARKING
CHAPTER 17
FACILITIES PARKING REGULATIONS
RESOLUTION NO. 423
BOARD FILE NO. 52372
July 14, 1986
WHEREAS, Minnesota Statutes Section 373.26, Subdivision 2, authorizes the St.
Louis County Board to regulate, by resolution, the parking of motor vehicles, including
the authority to make charges for parking privileges upon any parking lot or facility
owned or operated by St. Louis County; and
WHEREAS, Minnesota Statutes Section 373.26, Subdivision 4, authorizes the
removal and impoundment of motor vehicles that are not operated in conformity with St.
Louis County parking regulations; and
WHEREAS, Minnesota Statutes Section 373.26, Subdivision 5, authorizes fines
for violations of St. Louis County parking regulations; and
WHEREAS, the St. Louis County Board of Commissioners has deemed it
necessary to establish parking regulations for its County parking facilities in all of its
government areas.
NOW, THEREFORE, BE IT RESOLVED, that No person shall stop, stand, or
park a vehicle, except to avoid conflict with other traffic or in compliance with the
direction of a Sheriff or traffic control device, in, upon, or along any tract or parcel of
land owned or under the control of St. Louis County, unless such stopping, standing, or
parking is permitted by official signs or metered areas.
BE IT FURTHER RESOLVED, that any vehicle found standing in violation of
this resolution may be immediately removed and impounded by the St. Louis County
Sheriff or anyone designated by the St. Louis County Sheriff and shall be surrendered to
the duly identified owner thereof only upon payment of such fine as may be imposed by
the court and payment of any impounding and storage fees assessed against such vehicle.
BE IT FURTHER RESOLVED, that the St. Louis County Sheriff is authorized to
enforce these regulations, directly or by his designees, unless the County Board has
entered into a service contract for enforcement with a municipality in which a parking lot
facility is located. Enforcement rights of a municipality who has entered into a service
contract for enforcement include the power to remove and impound motor vehicles.
BE IT FURTHER RESOLVED, that the fines for violations of this resolution are
those as established by the District Court Traffic and Ordinance Violation Bureau for like
parking regulation violations.
BE IT FURTHER RESOLVED, that this policy shall become effective upon
enactment.
A letter from Sheriff Grams dated July 23, 1986, whereby he has designated John
Hultman and Donald Bryant and the employees they authorize to issue parking tickets on
behalf of St. Louis County.
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ST. LOUIS COUNTY BOARD POLICIES
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CHAPTER 17
Addendum for:
Resolution NO. 423 adopted 7/14/86
SINGLE STALL PARKING
RESOLUTION NO. 142
February 23, 1988
WHEREAS, St. Louis County Board Resolution No. 423 of July 14, 1986,
governs parking in the County Parking ramp in Duluth;
NOW, THEREFORE, BE IT RESOLVED, that said resolution is hereby amended
by the addition of the following:
"Any vehicle parked in a parking space where angle parking is permitted
and in which is located a parking meter or reserved parking spot shall be
parked with the front of such vehicle to the wall and in such a manner that
the vehicle shall be immediately between the two lines marking the stall.
In no event shall any vehicle so parked occupy more than one parking
space."
GOVERNMENT SERVICES CENTER PARKING LEASE
RESOLUTION NO. 20
January 8, 1991
RESOLVED, that the St. Louis County Board hereby determines to continue its lease of
20 parking spots in the Government Services Center, Duluth, parking ramp.
ELECTED OFFICIALS PARKING
RESOLUTION NO. 23
January 8, 1991
RESOLVED, by the St. Louis County Board of Commissioners that St. Louis County
elected officials will continue to receive free parking in county owned lots in the Duluth
Civic Center Area.
PARKING METER RATES
RESOLUTION NO. 24
January 8, 1991
RESOLVED, that the St. Louis County Board hereby sets the rates for meters in County
parking lots at $ .25 per one-half hour with maximum time limits for meters as
determined by Administration.
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CHAPTER 17
INTENT TO PROVIDE ENFORCEMENT IN DULUTH CIVIC CENTER
RESOLUTION NO. 25
January 8, 1991
RESOLVED, that it is the intent of the St. Louis County Board to provide enforcement
and regulations of parking in county owned lots in the Duluth Civic Center Area.
PARKING PASS
RESOLUTION NO. 26
January 8, 1991
RESOLVED, that the St. Louis County Board hereby determines that any parking
provided by parking pass will be charged to the appropriate Department at the current fee
for parking.
EFFECTIVE DATE FOR PARKING FEES
RESOLUTION NO. 27
January 8, 1991
RESOLVED, that the effective date for those fees adopted by Board Resolutions No. 19
thru 26 this date relative to parking in county owned lots in the Duluth Civic Center area
shall be March 1, 1991.
CIVIC CENTER PARKING PRIORITIZATION
RESOLUTION NO. 28
January 8, 1991
RESOLVED, that the St. Louis County Board hereby determines that priority for parking
in County owned lots in the Duluth Civic Center area shall be given to Supervisory
employees and Unclassified employees except support staff and court reporters.
LONGEVITY AS PARKING PRIORITIZATION
RESOLUTION NO. 161
February 19, 1991
RESOLVED, that the St. Louis County Board hereby determines that priority for parking
in County owned lots in the Duluth Civic Center area (after assignments have been given
to Unclassified and Supervisory employees) shall be based upon an employee's longevity
with the County.
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ST. LOUIS COUNTY BOARD POLICIES
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CHAPTER 17
COUNTY PARKING RAMP RATES
RESOLUTION NO. 320
April 16, 1991
RESOLVED, that the St. Louis County Board hereby authorizes the use of 25 conditional
contract parking permits within the County Ramp for its employees to be distributed
consistent with the parking policies currently in effect, with the fee hereby set at a rate of
$20 per month.
PARKING METER RATES
RESOLUTION NO. 590
July 28, 1992
WHEREAS, in March of 1991, St. Louis County implemented a comprehensive
parking program which provided for employee contract parking while ensuring adequate
meter parking for the general public; and
WHEREAS, the Federal Economic Development Administration (EDA) has
instructed St. Louis County to reduce the number of employee reserved parking spaces in
the County ramp; and
WHEREAS, St. Louis County desires to provide appropriate management for all
parking it controls in the Civic Center area.
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board
hereby rescinds Resolution NO. 19, adopted January 8, 1991;
BE IT FURTHER RESOLVED, that the St. Louis County Board hereby
continues the rate for meters in County parking lots at $ .25 per one-half hour with
maximum time limits for meters as determined by Administration, except that the fee for
the top two levels of the County parking ramp shall be established at $ .25 per hour,
effective September 1, 1992;
BE IT FURTHER RESOLVED, that the St. Louis County Board hereby amends
the fees for monthly parking in County-owned lots in the Duluth Civic Center area at $25
in lots and $30 in ramps effective September 1, 1992;
BE IT FURTHER RESOLVED, that the appropriate St. Louis County Officials
are hereby authorized to execute an Addendum to the Lease Agreement with ERH
Investments for the parking lot on Fourth Ave West and Third Street, Duluth, at an
annual fee of $1,250.00 per month, plus annual taxes, effective September 1, 1992.
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CHAPTER 17
CONTRACT PARKING PRIORITIZATION
RESOLUTION NO. 591
July 28, 1992
RESOLVED, that those persons displaced from contract parking spots within the County
owned facilities in the Duluth Civic Center area will be maintained on a listing from
September 2, 1992, to January 1, 1993, for priority assignment to any new parking spots
secured by St. Louis County for employee use.
RESOLVED FURTHER, that the existing County Board Resolutions relative to
prioritizing persons for contract parking will continue for any spots vacated.
EMPLOYEE MONTHLY PARKING RATE
RESOLUTION NO. 224
March 17, 1998
WHEREAS, in March of 1991, and by amendment in 1992, St. Louis County
implemented a comprehensive parking program which provided for employee contract
parking while ensuring adequate meter parking for the general public; and
WHEREAS, costs have increased and require additional adjustment
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board hereby
amends Resolution No. 590 adopted July 28, 1992, as follows:
That the Board hereby amends the fees for monthly parking in Countyowned
and leased lots in the Duluth Civic Center area at $30 in open lots
and $35 in ramps effective April 1, 1998
That the appropriate St. Louis County Officials are hereby authorized to
execute an Addendum to the lease agreement with Duluth City and
County Employees Credit Union for the parking lot on Fourth Avenue
West and Third Street, Duluth, to reflect a monthly increase to $2,500 per
month, effective April 1, 1998
BE IT FURTHER RESOLVED, that the Board authorizes the Administration
Department to annually review these parking fees and adjust as needed to ensure costs are
recovered from employees’ monthly parking contracts.
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ST. LOUIS COUNTY BOARD POLICIES
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CHAPTER 17
COUNTY MOTOR POOL PARKING FACILITY LEASE
RESOLUTION NO. 938
December 15, 1998
WHEREAS, the City of Duluth had a lease agreement with the County for 54
parking spaces on the roof of the County motor pool facility; and
WHEREAS, the motor pool building ramp and roof structural issues require the
removal of vehicles from parking on the roof; and
NOW, THEREFORE, BE IT RESOLVED, the Board of Commissioners hereby
authorizes the Chair of the Board, County Auditor, and County Attorney to execute a
one-year lease agreement, subject to annual review, with the City of Duluth for the
current parking areas for tax exempt parking west of the ramp and six metered spots in
the south LaFroth lot.
RESOLVED FURTHER, that this lease agreement is contingent on the City of
Duluth, for safety considerations, removing two parking spots - one on the east entrance
and one on the west exit - from the alley behind the St. Louis County Parking Ramp.
PARKING COSTS AS EXCLUDABLE INCOME
RESOLUTION 985
December 22, 1998
WHEREAS, the Taxpayer Relief Act of 1997 and the Internal Revenue Service
Code Section 132(f)(1) permit certain transportation items, including parking, to be pretax
salary reductions excludable from the employees’ Federal income and FICA wages;
and
WHEREAS, this item is then also excludable from the employees’ State income;
NOW, THEREFORE, BE IT RESOLVED, that effective January 1, 1999, the
County Auditor is hereby authorized to implement the provisions of the foregoing as they
relate to County employees’ payroll deductions for parking.
17.6
ST. LOUIS COUNTY BOARD POLICIES
PUBLIC WORKS
CHAPTER 18
HIGHWAY SPECIAL USAGE PERMITS
RESOLUTION NO. 335
May 26, 1987
WHEREAS, St. Louis County receives numerous requests to use county roads for
special events such as parades, marathons and races; and
WHEREAS, an established policy would result in a more consistent and timely
handling of the request; and
WHEREAS, the best interest of the county and the public would be served by the
establishment of minimum requirements for insurance, traffic control, provisions for
emergency vehicles, and guarantees that any damages or injuries resultant from the
special event be the responsibility of the applicant.
BE IT RESOLVED, that all requests for use of County highways for special
events be presented to the County Highway Engineer by application meeting the
following minimum requirements:
1. Proof of Insurance in the amount of $200,000 per person and $600,000 per event
with St. Louis County as a named insured; with the Highway Engineer having
discretion to reduce the per event insurance amount to $500,000 as he deems
proper
2. Thirty-day advance notice of event
3. Traffic control plans and adequate personnel to insure the safety of the
participants, spectators, and traveling public
4. Periodic inspection during, and removal of traffic control devices as soon as
safely possible after the event
5. A plan to assure fire and emergency vehicle service to the area affected
6. Restoration of area and roads used to original condition
7. The applicant will hold harmless, indemnify, and defend the County of St. Louis,
its Commissioners, Officers, Employees, and Agents against any and all claims,
losses, damages or lawsuits for damages arising from, allegedly arising from, or
related to this event
BE IT FURTHER RESOLVED, that the Highway Engineer in the administration
of such events shall prepare an application form to be used by applicants for a Special
Use Permit and is given the authority to increase the minimum requirements in response
to the amount of risk, or lack of risk, a particular event may present, and to have the
authority to revoke the permit for violation of the permit's requirements or the laws of the
State of Minnesota.
18.1
ST. LOUIS COUNTY BOARD POLICIES
PUBLIC WORKS
CHAPTER 18
CALLING OF BIDS
RESOLUTION NO. 381
May 24, 1988
RESOLVED, that pursuant to Minnesota Statutes the St. Louis County Board of
Commissioners hereby delegates the authority for setting the date for the calling of bids
on projects approved in the budget for capital improvements in the Highway Department
to the Highway Engineer.
RESOLVED FURTHER, that County Board approval continue to be required for
the calling of bids on projects which have not been approved in the budget.
RESOLVED FURTHER, that County Board approval continue to be required for
the awarding of bids on all projects.
PRIVATE SNOWPLOWING
RESOLUTION NO. 587
August 3, 1993
WHEREAS, the Board of Commissioners has authorized the Public Works
Department to enter into agreements with private property owners to provide private
driveway snowplowing services; and
WHEREAS, the Public Works Department agrees to contract with individual
property owners to provide private driveway snowplowing services to anyone that makes
application through the Department, and pays the application fee and the annual flat rate
snowplowing fee established by the Board of Commissioners, and meets all minimum
requirements for driveway width, gradient, smoothness and turn-around maneuverability.
NOW, THEREFORE, BE IT RESOLVED, that:
1. A non-refundable annual filing fee of $12 must accompany a completed
application form, a sample of which is on file in County Board File No. 55011,
available through the Public Works Department District offices
2. The annual fee for driveway snowplowing will be from a minimum of $100.00 to
$250.00, with the Public Works Department to classify each driveway for
applicable fee according to its length and difficulty
3. Except for the $12.00 filing fee, no charges will be made for town halls, fire halls,
community halls and public cemeteries
4. The filing fee and application fee shall be reviewed on an annual basis to
determine that they remain appropriate to the costs to the Department.
*See Current Year Fee Schedule
18.2
ST. LOUIS COUNTY BOARD POLICIES
PUBLIC WORKS
CHAPTER 18
HIGHWAY SPECIAL USAGE PERMITS: FEE FOR LAW ENFORCEMENT/
TRAFFIC CONTROL
RESOLUTION NO. 552
July 9, 1996
WHEREAS, St. Louis County receives many requests each year to use county
roads for special events such as parades, marathons, and races; and
WHEREAS, the St. Louis County Board adopted Resolution No. 335, on May 26,
1987, which established a policy and minimum requirements for applicants applying for a
Special Use Permit; and
WHEREAS, due to the size and complexity of some events, the St. Louis County
Public Works and Sheriff’s Department are asked to provide traffic control and
professional law enforcement services requiring overtime expenditures; and
WHEREAS, in the interest of public safety, the St. Louis County Sheriff’s
Department and Public Works Department provide these services;
NOW, THEREFORE BE IT RESOLVED, that Resolution No. 335, adopted May
26, 1987, be amended to read:
“BE IT FURTHER RESOLVED, that in the event that County personnel are
requested or required to provide traffic control or professional law enforcement services
for a special event, the St. Louis County Public Works Director/Highway Engineer and
Sheriff are given the authority to charge the applicant/organization for overtime labor and
for equipment costs. The use of County forces for traffic control and professional law
enforcement shall be at the discretion of the Public Works Director/Highway Engineer
and the Sheriff. If an applicant/organization agrees in writing to prominently feature St.
Louis County as a sponsor of the special event, then the fees may be waived as an in-kind
donation to the event, at the discretion of the Sheriff and the Public Works
Director/Highway Engineer.”
HIGHWAY SPECIAL USAGE PERMITS: LIMITATIONS
RESOLUTION NO. 916
December 16, 1997
WHEREAS, St. Louis County receives many requests each year to use county
roads for special events such as parades, festivals, and races; and
18.3
ST. LOUIS COUNTY BOARD POLICIES
PUBLIC WORKS
CHAPTER 18
WHEREAS, the St. Louis County Board adopted Resolution No. 335 on May 26,
1987, which established a policy and minimum requirements for applicants applying for a
Special Use Permit; and
WHEREAS, certain parades, festivals, and races require the closing to normal
traffic of a county highway;
NOW, THEREFORE, BE IT RESOLVED, that Resolution No. 335 adopted on
May 26, 1987, be amended to read:
“BE IT FURTHER RESOLVED, that the number of special use permits
issued for any given County highway, when the special use requires the
closing of that County highway, be limited to two per calendar year, with
preference given to existing annual events.”
18.4
ST. LOUIS COUNTY BOARD POLICIES
PURCHASING
CHAPTER 19
TIME PAYMENT PURCHASE POLICY
RESOLUTION NO. 519
July 23, 1984
WHEREAS, the St. Louis County Board wishes to adopt a uniform policy on time
payment purchases:
BE IT RESOLVED, that any lease/purchase agreement or other form of time
payment agreement for the acquisition of personal property must be approved by the
County Board as a time payment purchase in its annual County budget or specifically
approved as a time payment purchase by County Board resolution prior to requisition.
RESOLVED FURTHER, that all such agreements must specifically limit the
seller's remedy against St. Louis County for non-payment of installments of the purchase
price to recovery of the property that is the subject of the agreement.
RESOLVED FURTHER, that all such agreements shall be made subject to
approval by the County Attorney as to form, execution and legality.
RESOLVED FURTHER, that the Purchasing Agent is hereby authorized and
directed to incorporate a copy of this resolution into any bid request providing for
payment beyond one year.
COMMITTEE OF THE WHOLE TO REVIEW BID RECOMMENDATIONS
RESOLUTION NO. 267
April 27, 1987
RESOLVED, that all bid processes will be coordinated so as to allow for review of the
recommendation for award of the bids at the Committee of the Whole meeting prior to
the County Board meeting at which action is taken to award the bid.
RECYCLED PAPER POLICY
RESOLUTION NO. 864
December 4, 1990
RESOLVED, that it shall be Board Policy that all St. Louis County Departments use
recycled paper except in those cases where said use decreases productivity.
DIRECT PURCHASE PROCEDURE
RESOLUTION NO. 926
BOARD FILE NO. 53999
December 18, 1990
19.1
ST. LOUIS COUNTY BOARD POLICIES
PURCHASING
CHAPTER 19
RESOLVED, that the "Direct Purchase Procedure", dated December 5, 1990, for
allowing County Departments to purchase needed goods and services directly, without
authorization from the Administration Department (Purchasing Division), is hereby
approved and becomes effective immediately, copy on file in County Board File No.
53999
DIRECT PURCHASE PROCEDURE
Department Heads or their designated representatives are hereby authorized to make
direct purchases of goods and services dealing directly with vendors in an amount not to
exceed $500.00 per single purchase. The following guidelines are to be followed:
1. Contact a minimum of two suppliers when possible for quotations and award to
lowest responsible bidder
2. Maintain a record of all direct purchases indicating description of item purchased,
date and price quotations
3. Use only for acquisition of non-recurring immediate needed goods and services
4. Do not make multiple purchases to stay within dollar limitation
5. Retain record of purchases for a one year period
6. Not to be used to purchase merchandise covered under existing contracts,
standing orders, state contracts, annual bid items, etc.
PROCUREMENT FROM REHABILITATION FACILITIES
RESOLUTION NO. 66
January 21, 1992
RESOLVED, that the St. Louis County Board of Commissioners hereby
designates and sets aside for awarding contracts to rehabilitation facilities an amount
equal to one-half of one percent of the value of the County’s anticipated total
procurement of goods and services as a targeted procurement volume of goods and
services to be received from qualified rehabilitation facilities;
RESOLVED FURTHER, that procurement of goods and services from such
qualified rehabilitation facilities shall be awarded to said facilities, if the cost does not
exceed by more than five percent, the estimated cost of goods or services or the bid price
of the lowest solicited bid for said goods or services
RESOLVED FURTHER, that the Purchasing Agent is hereby directed to develop
purchasing rules and regulations for the implementation of target procurement from
qualified rehabilitation facilities. Said rules and regulations to be subject to County
Board approval.
PURCHASING RULES AND REGULATIONS
RESOLUTION NO. 461
June 2, 1998
19.2
ST. LOUIS COUNTY BOARD POLICIES
PURCHASING
CHAPTER 19
WHEREAS, the St. Louis County Purchasing Rules & Regulations were last
updated on July 9, 1979, Resolution No. 514; and
WHEREAS, there have been changes in state statutes and additional County
Board resolutions affecting the purchasing procedures; and
WHEREAS, there is a need to incorporate all purchasing related resolutions, state
statutes, and purchasing procedures into a single document; and
WHEREAS, the Purchasing Department has worked with the Administration,
Attorney, and Auditors offices to revise the Purchasing Rules & Regulations; and
WHEREAS, the Purchasing Department has provided copies and solicited input
from all department heads;
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board of
Commissioners hereby adopts the revised Purchasing Rules & Regulations dated June 2,
1998, a copy of which is on file in County Board Document File No. 57195, and by this
resolution rescinds all prior resolutions regarding same.
INCREASED SEALED BID CAP
RESOLUTION NO. 607
September 12, 2000
WHEREAS, Minnesota Statutes 471.345, Subdivision 3, provided for the increase
in the sealed bid cap from $25,000.00 to $50,000.00.
NOW, THEREFORE, BE IT RESOLVED, that St. Louis County Board of
Commissioners hereby adjusts the County’s sealed bid cap to $50,000, in accordance
with Minnesota Statutes 471.345, Subdivision 3.
FURTHER RESOLVED, that St. Louis County’s Purchasing Policy and
Procedures Manual will be revised to reflect this change.
PURCHASING RULES AND REGULATIONS
RESOLUTION NO. 721
November 25, 2003
Board File No. 57195-D
WHEREAS, the St. Louis County Purchasing Rules and Regulations were last
updated on June 2, 1998, Resolution No. 461; and
WHEREAS, there have been changes in state statutes and additional County
Board resolutions affecting the purchasing procedures; and
WHEREAS, there is a need to incorporate all purchasing related resolution, state
statutes, and purchasing procedures into a single document; and
WHEREAS, the Purchasing Department has worked with the Administration,
Attorney, and Auditor’s Offices to revise the Purchasing Rules and Regulations; and
WHEREAS, the Purchasing Department has provided copies to all department
heads;
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board of
19.3
ST. LOUIS COUNTY BOARD POLICIES
PURCHASING
CHAPTER 19
Commissioners hereby adopts the revised Purchasing Rules and Regulations, dated
November 18, 2003 and by this resolution rescinds all prior resolutions regarding same.
“BUY LOCAL” PURCHASING POLICY
RESOLUTION NO. 77
February 3, 2004
WHEREAS, it is the intention of St. Louis County to comply in all aspects with
Minnesota Statutes, Section 471.345, the Uniform Municipal Contracting Law; and
WHEREAS, the St. Louis County Board has adopted the St. Louis County
Purchasing Rules and Regulations providing general direction to the Purchasing Director;
and
WHEREAS, the St. Louis County Board believes it is in the best interest of St.
Louis County to provide local vendors ample notice of its needs for supplies, materials,
equipment or the rental thereof, or the construction, alteration, repair or maintenance of
real or personal property; and
WHEREAS, the St. Louis County Board wishes to expand its policy pertaining to
the purchase process to provide local vendors with adequate notice.
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board
respectfully requests the Director of Purchasing to develop a procedure that will advise
local vendors of the County’s philosophy as set forth in this resolution and will allow
vendors of St. Louis County an opportunity to notify the Director of Purchasing of their
desire to receive information on the County’s needs for specific supplies, materials,
equipment, or the construction, alteration, repair or maintenance of real or personal
property.
BE IT FURTHER RESOLVED, that in addition to the current notices required
pursuant to the County Purchasing Rules and regulations, that upon request by a local
vendor the Purchasing Director shall create and maintain a list of vendors who shall be
notified of the County’s need for specific products or services to allow those vendors to
bid or submit a proposal for that product or service.
19.4
ST. LOUIS COUNTY BOARD POLICIES
RECREATION
CHAPTER 20
ST. LOUIS COUNTY RECREATION PLAN
RESOLUTION NO. 244
BOARD FILE NO. 52221
April 28, 1986
WHEREAS, in February, 1967, St. Louis County adopted a County Recreation
Plan;
WHEREAS, the St. Louis County Land Department has been extensively
involved in recreation development over the past years through its own efforts and in
cooperation with other units of governments and citizen groups;
WHEREAS, St. Louis County Planning and Zoning Department has since 1979
prepared plans that supported recreational development;
WHEREAS, the County has through the years developed many recreational
policies and a need exists to organize them in a central document so that citizens and
public officials can identify the appropriate policy for recreation development decision
making;
NOW, THEREFORE, BE IT RESOLVED, the St. Louis County Board of
Commissioners hereby adopts the County Recreation Plan, including the Five Year
Action Plan, identified in County Board File No. 52221, and said plan shall be made part
of this resolution by reference. The County Recreation Plan, including the action plan
may be amended by resolution of the County Board.
ST. LOUIS COUNTY RECREATION PLAN
St. Louis County with over 7,000 square miles of land area is larger than three states.
Recreation planning in a jurisdiction as large as this demands flexibility and policies that
involve a high level of local input. This situation requires the County to serve as a
provider of technical advice and, when appropriate, land to those units of government
that are better equipped to implement recreational programs. The County, for example,
has worked closely with the Minnesota Department of Natural Resources in the
development of boat accesses and has conveyed land to communities for campgrounds.
The County has long held that it can be more effective in providing recreational needs by
concentrating on the broad public issues while leaving program implementation to those
groups and agencies who are more directly involved in those efforts.
The County, therefore, requires a recreation plan that guides County policy in a manner
that actively supports community based recreation programs, as well as promotes
programs at the state level that meet broad natural resource management objectives.
These policies are a compilation of the County’s past recreation policies that reflect our
broadly stated objective of assisting others in recreation development as opposed to being
a direct provider of recreational services except when for broad public purposes as
defined by the County’s Land Department that direct recreational services are in the
County’s public interest.
20.1
ST. LOUIS COUNTY BOARD POLICIES
RECREATION
CHAPTER 20
POLICY 1: The County supports a wide range of activities for the tourism industry.
These activities include: development of winter activities including converting resorts to
year-round use, establishment of campgrounds including RV parks, development or
expansion of youth camps and development of tourist attractions and recreation activities.
POLICY 2: St. Louis County is supportive of efforts to establish marinas and other boat
access and service facilities on our lakes and rivers.
POLICY 3: Many lakes over forty acres in size do not have a public access; also many
lakes have public accesses that are inadequate. The County shall continue with its policy
of close cooperation with the Department of Natural Resources in the identification and
land conveyance of property suitable for lake access development. This policy has led in
recent years to accesses on Kjostad, Eagles Nest Two, Armstrong Lake, etc.
POLICY 4: St. Louis County has cooperated with the DNR in the establishment of
approximately 122 miles of trout stream frontage for use on a permanent basis for access.
This program shall continue with close cooperation with the Department of Natural
Resources and local fishing groups.
POLICY 5: St. Louis County has for years been involved in public education programs
that inform the public on various environmental issues that affect their lives. The
County’s award winning public health education programs are an example of these
efforts. County residents have shown an interest and concern for environmental issues
but presently no program exists that is similar in scope to our health education program
that will give County residents information so they can effectively deal with
environmental issues. The County in conjunction with interested groups, agencies and
schools should develop a program that provides a focus for environmental education
needs. This type of program would provide County residents with information in such
areas as wildlife management, timber management, water resource issues, and other
issues that will make it possible for residents to make informed judgments on these
issues. A public informed on these issues would more likely provide support for the
County’s overall efforts to diversify its economy to take advantage of resources such as
water and timber in an environmentally sound manner.
POLICY 6: St. Louis County supports and encourages multiple use of its natural
resources. This policy has led to date to the development of the following:
113 miles of snowmobile trails
114 miles official cross country ski trails
720 miles unofficial cross country ski trails
940 acres of recreation cabin sites
740 acres of special wildlife projects
20.2
ST. LOUIS COUNTY BOARD POLICIES
RECREATION
CHAPTER 20
76 public accesses
2,980 acres of wilderness
2,840 acres conveyed to state, towns, cities, etc., for campgrounds, picnic
areas, swimming beaches and other intensive recreation
development
644,160 front feet of trout stream easement
361,150 front feet of canoe route access
27 miles of roads for resource access that are often used for hunting
and fishing purposes
The County in its ongoing recreation management efforts will continue to look for
opportunities to expand upon the above resources by using its technical expertise and
willingness to cooperate with other agencies and citizen groups.
POLICY 7: Develop a program for stimulating the tourism industry in St. Louis County
that incorporates available County resources in the most efficient manner and coordinates
with public, private, and nonprofit sector tourism activities most effectively.
POLICY 8: Cultivate public awareness of the value of tourism and recreation while
establishing a positive county image.
POLICY 9: Encourage recreation development that also enhances economic development
potential for the County.
POLICY 10: St. Louis County will cooperate with the Department of Natural Resources
canoe routes on the County’s major river system. Those routes may include: Embarrass,
Whiteface, Little Fork, Vermilion, Sturgeon, Cloquet and St. Louis Rivers.
POLICY 11: The largest special population group in St. Louis County is the
economically disadvantaged. Recreation programs and facilities should generally be
offered without charge to the participants. However, minimal charges for maintenance
are acceptable under this policy. Also, recreation facilities should whenever possible
expand employment opportunities for the economically disadvantaged groups.
POLICY 12: St. Louis County shall continue its policy of active involvement by citizens
in its recreation decision making process. This involvement shall include:
a. Working with local citizen groups on project development
b. Public hearings or provide opportunities for citizen comment
c. Identification of specific recreation needs of the local residents through the
County’s ongoing planning process.
20.3
ST. LOUIS COUNTY BOARD POLICIES
RECREATION
CHAPTER 20
POLICY 13: Recreation is recognized as a potent teaching tool particularly in the
preservation of rare and fragile flora and fauna or by demonstrating the inter-relationship
of the forest, urban, and other resources.
POLICY 14: The County presently has 667,814 acres in memorial forest. Nearly all of
this land is open for public recreation use. This land shall continue to be managed for the
broad public benefit which may include:
a. Leases of additional 30-40 hunting cabin sites per year for ten years
b. Construction of additional miles of access roads to be used for hikers, hunters,
fishermen, campers and others
POLICY 15: St. Louis County requires that all facilities it develops or conveys for use
shall be open to the public without regard to that person’s race, color, national origin, age
or handicap. St. Louis County’s procedure for processing Title VI related complaints is
attached to this plan.
POLICY 16: St. Louis County shall continue to devote an appropriate percentage of its
Land Department’s manpower to recreation programs. This has averaged approximately
nine percent over the past two years or 80,458 dollars. Additionally, all recreation
projects shall be developed with a plan for facility maintenance. St. Louis County will
not expend any general revenue funds for facility maintenance. The County’s financial
resources are best spent in identifying potential recreation areas and assisting in capital
improvements. Private groups, local and state governments shall be responsible for
maintenance. St. Louis County’s capital improvement value of its recreation facilities is
estimated at $30,782,520.00.
POLICY 17: Buffer yards, including parkland that serves to block out lights and other
visual nuisances, reduce noise and limit access, are encouraged by the County. Natural
buffers are encouraged rather than fences with consideration given to topography,
existing vegetation and intensity of use when planning a buffer area. Recreation activity
that by its nature is disruptive, such as all terrain vehicle trails and sportsfields, shall in
particular be designed to limit impact in platted rural areas. Intensive recreation facilities
such as campgrounds, nature centers and public accesses are encouraged to be a sufficient
amount of land that enhances the recreation facility while buffering it from conflicting
uses.
POLICY 18: St. Louis County strongly encourages that nature, hiking and interpretive
trails and other recreation facilities be designed with consideration towards providing
access for handicapped persons. These facilities should be designed in a manner that
avoids undue alteration of landscape and should provide a challenge to all trail users.
Specific design ideas shall be made available to facility designer by St. Louis County
when County land is being used for the facility.
20.4
ST. LOUIS COUNTY BOARD POLICIES
RECREATION
CHAPTER 20
POLICY 19: The County encourages programs that preserve and enhance our County’s
rich historic and cultural features. These programs may include cultural festivals, historic
preservation, interpretive centers and research. These programs provide an opportunity
for County residents to establish linkage with their past, as well as provide interesting
activities for the tourist.
COUNTY FIVE YEAR RECREATION ACTION PLAN
PRIORITY 1 - Environmental Learning Laboratory
Site: City of Mountain Iron
Development Years: Construction began in 1985, complete project in 1987
Project Description: Provide a facility centrally located in the County that will provide
educational and recreation opportunities in wildlife management,
timber management, plant life, water resources. This project is
being done in cooperation with various school districts in the
County as well as Citizen groups.
PRIORITY 2 - Ashawa Ski Trail
Site: Western half of Lake Vermilion north of Cook. Trail serves the developed
area of Beatty Township and a portion of Unorganized Township 63,
Range 17, with County land being needed in order to complete the project.
Description of Project: Multiple use trail that will provide hiking in summer and
cross country skiing in winter. The trail will also provide
walking access to Two Lakes not presently available to the
public. The resort industry on Lake Vermilion will be able
to expand to year round usage with the potential for a ski
through program similar to the Gunflint Trail operation in
Cook County.
Project Cost and Staging: Construction began in 1985 with 1989 estimated completion
date. Cost of trail is 1,800 dollars per mile with nine miles of trail
being planned this year.
PRIORITY 3 - Trout Stream Habitat Improvement
Site: Trout streams throughout St. Louis County
Development Years: Ongoing program in cooperation with the Minnesota Department
of Natural Resources
PRIORITY 4 - Identification of Lakes Needing Public Access in Cooperation With the
Department of Natural Resources
20.5
ST. LOUIS COUNTY BOARD POLICIES
RECREATION
CHAPTER 20
PRIORITY 5 - Development of Additional Forest Access Roads
PRIORITY 6 - Development of 30-40 Recreation Cabin Sites Per Year for Three Years
PRIORITY 7 - Provide Improvements to Canoe Routes, Particularly Investigate the
Embarrass River in the Giant’s Ridge Area
ST. LOUIS COUNTY RECREATION PLAN PRIORITIZATION
RESOLUTION NO. 201
April 13, 1987
WHEREAS, the St. Louis County Board of Commissioners adopted a five-year
recreation action plan on April 28, 1986, and said plan is identified in County Board File
52221;
WHEREAS, the Ashawa Ski Trail was identified as Priority 2 in the recreation
plan;
WHEREAS, it is apparent that through changing circumstances the Ashawa Ski
Trail should now be the County's number one recreation priority;
NOW, THEREFORE, BE IT RESOLVED, that the Ashawa Ski Trail as described
in the County Recreation Action Plan shall now be considered the County's number one
priority for recreation development.
RESOLVED FURTHER, that the following ranking shall apply to County
recreation development:
Priority 2: Research and develop recreation facilities that will result in tourists
spending more time in St. Louis County. Examples of such areas in need for continued
exploration include tourism trains, attractions relating to Iron World and programs that
encourage year-round use of Giant's Ridge and Spirit Mountain.
Priority 3: Mt. Iron Learning Lab
Priority 4: Development of County rivers to increase their use for recreation
purposes. The following rivers are of particular merit: County trout streams, Embarrass,
Pike, Sturgeon, Pelican, Whiteface, Vermilion, St. Louis and Cloquet.
Priority 5: Identification of lakes needing public access and cooperating with the
DNR in their development
RECREATION PLAN: CLOQUET, ST. LOUIS AND WHITEFACE RIVERS
RESOLUTION NO. 295
April 14, 1998
20.6
ST. LOUIS COUNTY BOARD POLICIES
RECREATION
CHAPTER 20
WHEREAS, the development of the St. Louis County Recreation Plan for the
Cloquet, St. Louis, and Whiteface River Corridor was authorized by the River Land Use
Plan adopted in 1994 by the County Board as an amendment to the County
Comprehensive Plan Ordinance.
WHEREAS, said Recreation Plan provides guidance to the Department of Natural
Resources, other units of government and recreational groups regarding recreational use
of lands in the Corridor, particularly those administered by the State.
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board of
Commissioners approves the “St. Louis County Recreation Plan for the Cloquet, St.
Louis, and Whiteface Rivers” and said plan shall be placed in County Board Document
File No. 57167 and made a part of this resolution by reference.
RECREATION GRANT PROGRAM
RESOLUTION NO. 320
April 21, 1998
WHEREAS, the St. Louis County Board has adopted the St. Louis County
Recreation Plan by County Board Resolution No. 244, dated April 28, 1986; and
WHEREAS, the St. Louis County Board has directed its Land Commissioner to
draft policy and procedures for the administration of the Recreation Grant Program and
the Recreation Fund (16-F21) that is consistent with that Recreation Plan;
NOW, THEREFORE, BE IT RESOLVED, that the policy directives for the
administration of a One Year Pilot Recreation Grant Program of the Land Department are
as follows:
1. Recreation Grant Program Goals
To help provide quality recreation opportunities and experiences for
residents and visitors of St. Louis County.
2. Qualifying Applicants for Recreation Grant Funds
Only other public agencies and organizations and governmental
subdivisions may apply for and be granted funds from the recreation grant
program. Federal agencies, state agencies, multi-county-sponsored
projects, townships, schools, cities, and special taxing districts/authorities
may legally receive recreation grant funds (M.S. 398.32, Subd. 6).
3. Maximum Funding per Individual Grant
Sixty-five percent (65%) of unencumbered recreation funds will be made
available for individual grants ranging in amounts up to $7,500. Thirtyfive
percent (35%) of unencumbered recreation funds will be available for
individual grants ranging up to that amount of available funds.
4. Maximum Funding for All Grants Per Funding Cycle
The maximum funding for all grants will be the total unencumbered funds
in the recreation fund.
20.7
ST. LOUIS COUNTY BOARD POLICIES
RECREATION
CHAPTER 20
5. Limiting Grants to Single-Year Requests
Grants are limited to being awarded on a year-by-year basis. If a project
wishes to obtain funding over multiple years, the sponsoring agency is
required to file a new Recreation Grant Application each year and
compete equally with other applicants for available funds.
6. Rating Applications
Applications for grant funds will be evaluated by the Land Department
based on the following criteria:
A. How many people will this project serve?
B. Who will this project serve?
C. How strong is the need for this project?
D. What are the economic, social, and individual benefits of this
project?
E. To what degree will grant funds be utilized to leverage funds from
other sources?
F. What are the contingencies (if any) that could keep this project
from being successfully completed, and to what degree have these
contingencies been met?
7. Grant Selection and Funding
The Land Department will utilize the application ratings to select and
recommend projects to the Board for funding. A representative from the
Administration Department will participate in this process. Grants may be
made for the entire amount requested, or can be made for individual
components of proposed projects. Specific stipulations for the use of
funds may also be attached to each funding agreement.
8. Applications
The Land Commissioner will advertise the availability of this Piloted
Program and allow a sixty (60) day period for applications after adoption
by the Board.
BE IT FURTHER RESOLVED, that the St. Louis County Board directs its Land
Commissioner to administer this Recreation Grant Program with this policy and those
procedures that are specified in the St. Louis County Recreation Grant Program, Policy
and Procedures, as submitted by the Land Commissioner and on file in the office of the
County Auditor, and identified as County Board File No. 57175.
RECREATION CABIN LEASE PROGRAM
RESOLUTION NO. 261
May 24, 2005
WHEREAS, the Recreation Cabin Lease Committee has recommended the
following changes to the Recreation Cabin Lease Program:
20.8
ST. LOUIS COUNTY BOARD POLICIES
RECREATION
CHAPTER 20
1. Establish the standard lease size at 564 sq. ft. Set the 2006 standard lease
fee at $300 per year, with annual increases equal to the Consumer Price
Index. Increase the current lease fee to the $300 level plus the consumer
index through periodic fee increases over a five year period and decrease
the current lease fee for leaseholders paying more than the standard lease
fee to the standard fee over the same period.
2. Allow a leasing option whereby the lessee may choose to utilize up to 764
sq. ft. of structural space for a 2006 annual lease fee of $500 with annual
increases equal to the Consumer Price Index.
3. Allow for construction of a main dwelling structure (cabin) not to exceed
480 sq. ft. with no measurement greater than 24 feet. Allow for the
construction of up to three additional structures, one of which may be a
dwelling structure (bunkhouse) not to exceed 256 sq. ft. with no
combination of structures exceeding 564 sq. ft. or 764 sq. ft., depending
on the lease. Structures may be immediately adjacent to other structures.
4. Allow for the construction of a three-cord wood shed with no solid walls
and a minimum of three-inches between slats. The woodshed is not to be
included in the structural space square footage.
5. Enforce all leases and require correction of all non-conforming uses on
Recreation Cabin leases. Lessees utilizing more than 764 sq. ft. of
structural space will be required to de-construct to the 764 or 564 square
foot level. Current main dwelling structures of more than 480 sq. ft,
previously authorized by the Land Department under existing lease
provisions, will not be subject to de-construction until such time as the
lease is transferred outside of immediate family members, provided total
structural space does not exceed the 564 or 764 sq. ft. levels. Main
dwelling construction exceeding 480 sq. ft not previously authorized by
the Land Department shall be subject to de-construction.
6. Continue the leasing program, recognizing its temporary nature, “in a
manner which minimizes undesirable social or environmental effects and
which does not conflict with other important or dominant uses of the lands
and resources,” as put forth by County Board Resolution No. 50 in 1982,
with the following addition: Enforce cancellation for non compliance with
rules and regulations.
7. Provide the general public with recreational opportunities on tax forfeited
land through the development of a Primitive Site leasing program; the
specifics of which shall be developed by staff and presented to the County
Board for adoption.
20.9
ST. LOUIS COUNTY BOARD POLICIES
RECREATION
CHAPTER 20
8. All Recreation Cabin Lease provisions not addressed in the above
recommendations shall remain the same.
NOW, THEREFORE, BE IT RESOLVED, the St. Louis County Land
Commissioner shall implement the above recommendations of the Recreation Cabin
Lease Committee, and revise the Recreation Cabin Lease consistent with the
recommendations, to be effective January 1, 2006.
RESOLVED FURTHER, the St. Louis County Land Commissioner shall develop
a Primitive Site Leasing Program for County Board approval, also to be implemented by
January 1, 2006.
RECREATION CABIN LEASE PROGRAM AMENDMENT
RESOLUTION NO. 369
July 26, 2005
RESOLVED, that Item No. 1 of the Recreation Cabin Lease Program, adopted
May 24, 2005, by County Board Resolution No. 261, is hereby amended as follows
(changes underlined):
1. Establish the standard lease size at 564 sq. feet. Set the 2006 standard
lease fee at $300 per year, with annual increases equal to the Consumer
Price Index. Increase the current lease fee to the $300 level plus the
consumer index through periodic fee increases over a five-year period and
freeze the current lease fee for five years for leaseholders paying more
than the standard lease fee, with annual increases thereafter equal to the
Consumer Price Index.
20.10
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
SAFETY RESPONSIBILITIES: LOCKOUT/TAGOUT PROCEDURES FOR
EQUIPMENT; MAINTENANCE AND REPAIR; RIGHT TO KNOW
RESOLUTION NO. 460
BOARD FILE NO. 54190
June 4, 1991
RESOLVED, that the St. Louis County Board hereby adopts those Safety Policies,
as on file in County Board File No. 54190, effective June 4, 1991.
RESOLVED FURTHER, that these policies supersede all pre-existing related
policies.
SAFETY RESPONSIBILITIES
Safety is the responsibility of all St. Louis County officials and employees. This policy
sets forth the respective safety responsibilities within the organizational structure of St.
Louis County. Safety responsibilities identified in this section include the development
and presentation of an annual safety report, an assessment of the County safety program
as a part of the annual public goal setting process and identification of safety program
issues and costs in the County’s annual budget process. The safety performance of
individual employees and officials will be evaluated as part of regular performance
appraisals.
I. COUNTY BOARD WILL:
A. Provide its employees a safe, healthful workplace
B. Implement the County’s safety program by making funding determinations
and delegating responsibility and authority to act to those designated in this
document
C. Include an assessment of the County’s Safety Program in their annual public
goal setting process
II. COUNTY ADMINISTRATOR WILL:
A. Identify and recommend staffing and funding for employee safety in budget
recommendations to the Board.
B. Implement the Board’s assignment of safety responsibility and authority and
measure its effectiveness by including an assessment of departmental safety
programs in an annual report to the Board.
C. Act as the agent of the Board in communication and in assignment of safety
responsibility and authority to Department Heads
21.1
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
III. DEPARTMENT HEAD WILL:
A. Incorporate the necessary cost of safety, safety training, and staff time into
the departmental budget.
B. Implement the Board’s assignment of safety responsibility and authority, and
measure its effectiveness by specifically including an assessment of the work
unit’s safety program in its budget request.
C. Ensure that safety problems of the department are effectively controlled by
developing and implementing departmental safety procedures.
D. Respond to employee safety concerns.
E. Inform the Risk Management/Safety Office when there is a need for
technical support.
F. Initiate appropriate disciplinary procedures when safety policies are violated.
IV. MANAGER/SUPERVISOR WILL:
A. Encourage safe conduct of all work unit activity noting the importance of
safety in directives and instruction.
B. Take appropriate steps to maintain the workplace and equipment in clean,
safe condition.
C. Schedule safety training and address safety in regular meetings and new
employee orientations.
D. Respond to employee safety concerns.
E. Inform the Department Head when the need for technical support is
anticipated.
F. Report accidents as outlined in the accident reporting procedures.
G. Immediately secure emergency care of injured employees.
H. Attend and participate in safety activities.
I. Conduct regular work area safety inspections or assign responsibility for
safety inspections.
J. Ensure that County and departmental safety policies are enforced.
K. Initiate appropriate disciplinary procedures when safety policies are violated.
L. Immediately notify Risk Management of any OSHA or MPCA contact.
V. EMPLOYEE WILL:
A. Observe County policies, procedures, and work rules related to safety.
B. Report unsafe conditions to supervisor immediately.
C. Follow accident reporting procedures.
D. Maintain assigned work area and equipment in clean, safe condition.
E. Attend and participate in safety activities.
F. Bring safety concerns to the Supervisor.
G. Be encouraged to bring safety concerns not addressed by their department to
Labor/Management Safety Committee through Risk Management or a
committee member.
21.2
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
VI RISK MANAGEMENT/SAFETY OFFICE WILL:
A. Assist the Administrator in the development and coordination in the
implementation of the County’s safety program.
B. Inspect County facilities and equipment frequently.
C. Encourage, coordinate, and conduct safety training.
D. Provide technical support in safety and industrial hygiene.
E. Maintain County safety records and assist the County Administrator in the
compiling of an annual safety report.
F. Investigate accidents and injuries and coordinate efforts to prevent
reoccurrence.
G. Assist the Labor/Management Safety Committee in their activities.
H. Take appropriate steps to ensure that laws and policies pertaining to health
and safety are consistently applied county-wide.
I. Act as County’s liaison to OSHA, the MPCA and EPA
VII LABOR/MANAGEMENT SAFETY COMMITTEE WILL:
A. Review County safety policies and safety programs.
B. Review administrative practices and conditions and advise appropriate
County authority(ies) of opportunities to improve on the safety program.
C. Hear and respond to employee and management safety concerns.
LOCKOUT/TAGOUT PROCEDURES
FOR
EQUIPMENT MAINTENANCE AND REPAIR
These procedures apply to all employees servicing or operating equipment that could
injure someone if unexpectedly energized. The object is to be sure that each person that
could be injured must lock or tag the equipment to prevent it from becoming energized,
and remove his/her lock or tag before the equipment can be started. These procedures
also apply to electric, hydraulic, steam, or air lines, and other potentially dangerous
energy sources.
1. Equipment must be tagged or locked in the “off” position by each person who could
be injured by it while working on it.
2. Each person must use a lock to which they hold the only key, or a tag with their
name on it.
3. Each person must remove their lock or tag before the equipment can be energized.
4. The only person allowed to remove another’s lock is the worksite supervisor. A
supervisor may remove the lock/tag only when the person who locked/tagged the
equipment is absent from the worksite and only after documenting, in writing, that
the equipment may be safely energized.
21.3
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
County supervisors shall issue locks or durable tags designed for this purpose to each
affected employee. Supervisors shall insure that employees have training which enables
them to understand the hazards present, proper maintenance procedures and how they are
to implement these lockout/tagout procedures. Supervisors are also charged with making
checks to see that employees are following these procedures.
Questions on these procedures should be referred to the Risk Management
Department. (726-2613)
RIGHT TO KNOW
Federal and State statutes mandate that St. Louis County must educate its
employees about physical, chemical, and biological hazards in their jobs. These laws are
called Right-to-Know laws.
Pursuant to these laws, the County will insure that all hazardous substances are
properly labeled and maintain Material Safety Data sheets (MSDS) for each substance.
The Material Safety Data sheets will be available for review by affected employees.
The County will provide adequate training and annual retraining so that employees
exposed to hazardous substances have the information needed to work safely with all
products.
The County will provide and require employees to wear and/or use proper
protective clothing and equipment.
Employees shall participate in training/retraining in order to develop awareness of
substances used, understand related hazards, perform safe handling procedures, and know
how to react in the event of a spill or severe exposure.
The Risk Management Division will:
1. Assist departments in the development of MSDS rosters
2. Develop and present appropriate safety training or retraining as needed
3. Search for less hazardous substitutes and recommend use of same whenever
feasible
4. Inspect storage facilities for spillage, leaks and associated problems
5. Survey and monitor for adequate ventilation and related problems
6. Survey and monitor the existence of effective fire prevention equipment and
procedures
7. Provide for proper fit testing for those employees required to wear respirators
8. Provide information to departments for engineering and administrative exposure
controls
9. Help develop a health surveillance system which may include periodic medical
examinations
ADDENDUM A: A new employee handout attached hereto as Addendum A is to be used
to inform and educate all new employees about the County’s Right to Know policy.
21.4
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
SAFETY POLICIES: HEARING CONSERVATION; EMPLOYEE READINESS;
JOB SAFETY ANALYSIS; DRIVER SAFETY; EXPLOSIVES HANDLING;
CONFINED SPACE ENTRY; OCCUPATIONAL BLOODBORNE PATHOGENS
RESOLUTION NO. 402
BOARD FILE NO. 54943
June 8, 1993
RESOLVED, that the County Board hereby adopts those Safety Policies, on file in
County Board File No. 54943, effective June 8, 1993.
RESOLVED FURTHER, that these policies supersede all pre-existing related policies.
ST. LOUIS COUNTY
HEARING CONSERVATION POLICY
St. Louis County intends to fulfill its responsibility of responding to the problems of
excessive noise as a workplace hazard by implementing the following procedures.
The Safety Office will assist departments by conducting sound level surveys intended to
identify noise problem areas as they develop. Survey equipment such as the sound level
meter, dosimeter or octave ban analyzer may be used to assist in pointing out potential
excessive noise areas.
This survey procedure is necessary to assist the department and the Safety Office in
determining if proven engineering controls are feasible as a permanent method of
hazardous noise control. These permanent controls in some cases constitute immediate
correction of the problem or they could mean correction of the problem over a period of
time because of financial constraints. Engineering controls not being feasible, hearing
protective devices are the alternative employed immediately.
The next step in the Hearing Conservation Policy is identification and labeling of the
work area, and/or piece of equipment, “Hearing Protection Required”.
Since certain work activities such as engineering take place off county property or in
work areas managed by contractors, personal protective hearing devices shall be made
available and worn by county workers in those circumstances. The Safety Office on
request by a department supervisor shall conduct an on-site survey to determine existence
of a noise hazard for affected employees in these special work situations.
Training and education are required for affected employees and their supervisors. The
department will select either Safety Office professional or outside professional resources
to conduct required training.
21.5
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
The County will provide and require affected employees to wear proper hearing
protective devices such as ear plugs and/or ear muffs that will reduce noise to an
acceptable level to prevent damage to the worker’s hearing according to OSHA standards
and guidelines. It is mandatory that workers who are exposed to excessive noise, above
85 dBA, wear the available protective hearing devices.
A baseline, or first, audiometric examination has been established for designated
classifications of workers and for all new employees in those classifications. Those
workers are given annual audiometric exams to determine if significant changes in
hearing have occurred and, if deemed necessary, retesting will be done and/or referral to
an otolaryngologist or qualified physician.
An average variation of 10 dBAs at test frequencies of 2,000, 3,000 and 4,000 Hz in
either ear from one year to the next would be cause for an immediate retest and/or
referral. Determination shall be made if the change is job related, if there are medical
implications beyond the job atmosphere, or if the employee’s off-the-job activities are
contributing to changes in hearing levels.
Safety Office professionals will assist affected departments and employees in proper
interpretation and application of safety and health statutes, regulations and standards
related to the Hearing Conservation Program of St. Louis County
EMPLOYEE READINESS
Training - St. Louis County is to provide safety training that is adequate for the
anticipated degree of involvement of employees. To achieve a given level of competence
in the various classifications of county workers, safety training is a prerequisite to doing
ones job safely. The number of hours of safety training is determined by the objective
and abilities that should be attained by the affected employees. The more competent the
employee, the less likely the chance of accidents, injuries, or death. Periodic retraining is
essential for specified classification of employees due to state and federal statutes.
Licensing - Certain classifications of workers are required to provide proof of licensure
as a condition of employment such as a driver’s license or a Commercial Driver’s
License. By attaining a minimum level of expertise and knowledge and then by
performing at a minimal level of responsibility and safety, the individual will be able to
renew that license periodically.
Other examples are Explosive Handling or Blaster’s certification, Flagman certification,
First Aid/CPR certification (proof of a minimal level of expertise to perform certain
safety requirements).
21.6
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
Physical Exam - Physical readiness is necessary to function safely. Various levels of
physical exams are used according to the demands of specific job classifications. These
exams are administered by outside physicians selected by St. Louis County.
JOB SAFETY ANALYSIS
St. Louis County believes that the key concepts in Hazard Control not only involve
examination of the work place for safe and healthful work conditions to identify machine
and/or equipment generated hazards (unsafe conditions) but also to examine employeegenerated
hazards (unsafe acts)
The implementation of job safety analysis is intended to identify and solve safety related
problems.
Job Safety (task) analysis in application defines each specific and separate activity rather
than an entire job description or classification. Task analysis, together with identification
of risks associated with each task, helps employees to understand their job requirements
and how to work more safely and efficiently. Analysis of tasks on a priority basis from
those with high accident frequencies, those with severe injury or high loss, those with
potential for causing severe injury, or high loss in new job tasks will assist management
in the development of more knowledgeable and experienced employees.
DRIVER SAFETY POLICY
St. Louis County intends to minimize its human and financial losses from traffic
accidents. It is the policy of St. Louis County to provide driver safety training for
employees who operate mobile equipment and vehicles on County business. The Risk
Management Division assists departments by developing, presenting, and monitoring
programs that enhance the driving abilities of county drivers. The curriculum for this
training will be at least as thorough as that offered by the National Safety Council, AAA
and/or the American Trucking Association. Department managers and employees will
attend and participate in scheduled programs.
St. Louis County also requires those who must drive on County business to be properly
licensed. Employees are responsible to notify their immediate supervisor of any change
in their license status.
Finally, St. Louis County expects its employees and officers to operate county vehicles
safely and within the law. “Violations of law involving county vehicles may be subject
to disciplinary action.” Any accident sustained on county business involving mobile
equipment or motor vehicles will be reported by the next business day. Failure to do so
can result in disciplinary action.”
21.7
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
ST. LOUIS COUNTY
EXPLOSIVES HANDLING POLICY
A. Policy
1. It is the intent of the County that any employee charged with the
responsibility of transporting, storing and/or handling any explosive
materials be trained in the proper use of explosives and accident prevention.
This policy establishes procedures for the safe and secure storage,
distribution, transportation and use of explosives by County Supervisors and
all designated trained blasters.
2. Applicable Federal Regulations
a. 18 USC Chapter 40, Importation, Manufacture, Distribution and
Storage
Of Explosive Materials, Federal Bureau of Alcohol, Tobacco and
Firearms Regulations
b. Title 27 C.F.R. and Title 49 C.F.R. relating to storage and
transportation
c. Federal and State O.S.H.A. Subpart U 1926.900 - .914 and
1910.109
Blasting and the Use of Explosives. (Establishes conformance
requirements and guidelines for St. Louis County as an employer
and for County employees for the safe handling of explosive
products.)
B. Definitions
1. Blasting Machine (Capacitor Discharge) - a unit in which capacitor stored
energy is activated and discharges into a blasting circuit containing electric
detonators.
2. Blaster’s Galvanometer - an electric resistance instrument designed
specifically for testing electric detonators and detonating circuits, which are
used to measure resistance or to check electrical continuity.
3. Class “A” Explosives - a High-Explosive product such as dynamite,
nitroglycerin, lead oxide, and blasting caps with less than 16 foot leg wires
and detonating primers.
4. Binary Explosive - a two component (Nitrol Methane and Ammonium
Nitrate powder) high explosive which can be safely transported and stored as
separate chemicals until mixed at the blast site. Once mixed, they become a
“Class A” explosive material.
5. Detonator - (formerly called a blasting cap) is a device containing a charge
that will initiate an explosive material.
6. Electric Detonator - (formerly called electric blasting caps) is initiated by a
blasting machine.
21.8
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
7. Detonating Cord - a flexible cord containing a center core of high explosive
used to initiate other explosive and is initiated itself by a detonator at a speed
of 23,000 ft. (Over 4 miles) per second.
8. Leg Wires - Composed of two single wires extending out from an electrical
detonator to be tied to the blasting line (duplex) for shooting electrically.
9. Magazine - Any building or structure approved for the storage of explosive
materials.
10. Day Box - a portable explosive magazine which may be small enough for
several caps or large enough for several cases of explosives.
11. Shunt - The shorting together of the wire ends of an electric blasting circuit
or the name of an electrical shorting device applied to the free ends of
electric detonators by the manufacturer designed for safer handling of
detonators and prevents the creation of static electricity from rubbing of bare
wire ends of the shooting line or detonators on the ground or truck boxes.
12. Warning Signals - An audible (a visual signal can be added) signal used for
warning personnel in the vicinity of the blast area of the impending
explosion. The signal must be shouted at least three (3) times for potential
warning to campers, hikers who may have entered the blast site area.
13. Cast Booster - a cast extruded or pressed solid high explosive normally used
to detonate less sensitive explosive materials.
C. Electrical Blasting
1. Equipment check list for shooting electrically - A Handi-Blaster Capacitor
Discharge Blasting Machine, one blaster’s galvanometer, one 300 foot roll
(or more) of 14 gauge duplex wire, #8 cpas with no less than 16 foot leg
wires, and optional side winder reel for the duplex containment.
2. Blasters shall test all Electric Detonator (cap) circuits for continuity and
proper resistance by use of a galvanometer regardless of the type of
explosive to be detonated. All cap wires must be kept disconnected from the
power source and shunted until ready to fire.
D. When Blasting Non-electrically
1. Approved equipment check list for shooting non-electrically
a. Starter (hand or foot activated shooting unit)
b. Shot primer (12 gauge)
c. Non-el shock tube, 300 feet or longer (50 grain or larger)
E. Transporting Explosive Materials
1. Binary Explosives shall be transported in a locked day box separate from
cap, or det cord while in a vehicle. It is not necessary to transport unmixed
Binary Explosives in a placarded vehicle. The vehicle used to transport
explosive products must be in excellent operating condition and must
contain a reachable fire extinguisher. Blasters and helpers must be
instructed that there is “No Smoking Allowed” and the vehicle must not be
left unattended such as out to get a cup of coffee.
21.9
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
2. Binary Explosives (liquid/solid) separated such as Kinestik must not be
mixed prior to reaching blasting site.
3. Electric Blasting Caps - shall be carried in a small day box separate from the
detonating cord or other explosive materials. Electric detonators (caps)
should be #8 with 16 foot shunted leg wires at a minimum. Detonating cord
can be carried on one’s person such as when going to blow a beaver dam in
the manufacturer’s container or other suitable day box.
F. Storage of Explosive Materials
1. Non-mixed Binary Explosives must be stored in an approved, secured
County storage facility in separate areas from electric detonators (caps) and
detonating cord.
2. All explosive materials - shall be removed nightly from transporting vehicle
and placed in magazine properly.
G. Recordkeeping
1. The Supervisor of each storage area must inspect each storage site,
magazine, or day box each seven (7) days to determine that no theft or
unauthorized entry has occurred. Written record of this inspection must be
made on the approved County form and copies sent to the Safety Office
concurrently.
2. Each addition or withdrawal of blasting materials must be recorded on the
approved county form and copies sent to the Safety Department monthly.
3. Originals will go to the local toolhouse and a copy will remain in the
magazine. Explosive materials will be inventoried by the foot, stick, or
individual component not by the case. Discrepancies in count of any
component must be immediately brought to the attention of the Safety
Office.
H. Training
1. No employee will transport, handle or use explosive products as described
herein unless trained. Manufacturer’s instructions for safe handling, storage,
mixing and proper use of explosive products shall be strictly followed by all
Blasters.
2. Only those employees designated by the Road & Bridge General
Superintendent shall be Blasters and training will be provided by the County.
3. Records of training including course summaries, instructors and attendance
lists shall be maintained in the Safety Office.
I. Notification of Theft, Loss, Fire or Unauthorized Entry
1. The Supervisor shall immediately notify the General Superintendent
2. The Supervisor shall immediately notify the Safety Office.
THE ORIGINAL POLICY RESOLUTION/BOARD FILE
HAS FORMS RELATIVE TO
EXPLOSIVES HANDLING POLICY
21.10
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
ST. LOUIS COUNTY
CONFINED SPACE ENTRY PROGRAM
This is the county’s plan for compliance with the Department of Labor, State of
Minnesota, adopted Regulation 5205.1000 to 5205.1040 (Occupational Safety and Health
standard on Confined Space Entry).
I. Definitions
A. Confined Space is defined as a special configuration that could result in
oxygen deficiency with concentrations less than 14.5% by volume, oxygen
enrichment with concentrations greater than 23% by volume or a dangerous
air contamination.
B. Confined Space could be a condition where an emergency removal of a
suddenly disabled employee is difficult due to the location or size of opening
the worker entered through.
C. A condition of Engulfment where such risk exists or could develop
surrounding and capturing a person with fine particulate matter or liquid.
D. Confined Space Entry means any working action resulting in any part of the
worker’s face breaking the plane of any opening and includes any ensuing
work activity within the confined space.
E. Dangerous Air Contamination is an atmosphere which presents a threat of
death, acute injury, illness or disablement due to the presence of flammable,
explosive, toxic or otherwise injurious or incapacitating substances, gas or
vapor at a concentration greater than 10% of its lower explosive level (lower
flammable level).
F. Dangerous Air Contamination due to a toxic, corrosive or asphyxiant
substance, as listed in Federal Title 29.1910 subpart 21 where a
concentration above the listed value of the PEL or above the limit stated on
the Material Safety Data Sheet for the product or per Minnesota Chapter
5206, Employee Right-to-Know standards, above limits established.
G. Dangerous Air Contamination that presents an acute illness hazard,
immediately dangerous to life and health (IDLH) from more than the
maximum concentration by which a worker could escape within 30 minutes
or the length of time a worker will be exposed or whichever is longer
without any escape, impairing symptoms or any immediate severe health
effects.
H. Immediate Severe Health Effects means that an acute clinical sign of a
serious, exposure-related reaction is manifested within 72 hours after
exposure.
I. An Entry Permit is a written permit (see attachment) that must be completed
before allowing workers to enter a confined space which is included in the
County’s Entry Permit System as required under O.S.H.A. regulations.
21.11
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
J. The Entry Permit System will determine all confined spaces and identify
them to workers to prevent unauthorized entry. It will determine the actual
and potential hazards associated with a confined space at the time of entry so
the employer can choose the appropriate means to execute safe entry. The
system will assure, through appropriate testing, that the control measures are
effective and will provide for preplanned emergency rescue if necessary.
K. A confined Space may be a silo, tank, vat, vessel, boiler, compartment, duct,
sewer, pipeline, vault, bin, tub, pit or other similar space. It does not include
road culverts open on both ends where air can flow through unobstructed.
II. Operating Procedures Prior To Confined Space Entry
A. Prior to confined space entry, involved employees must post traffic control
devices (signing: flags, cones, etc.) Around the work area if the entry point is
located in a traffic lane or shoulder area.
B. NO SMOKING is to be allowed within confined areas and within 20 feet of
a confined space entry point.
C. The confined space work area is to be “Off Limits” to any citizen or any
employee other than the trained confined space work crew. A sign may be
erected indicating “Authorized Personnel Only”. If possible, vehicle engines
should not be left running.
D. Location of the vehicle should be such that it is placed where the engine
exhaust is kept away from the confined space opening or the ventilator.
Make note of wind direction to assist in this decision.
E. A test by appropriate, approved testing device shall be first conducted before
entry to the confined space or before removing the cover if one exists, to
determine if LEL, or dangerous air contamination, oxygen deficiency or
oxygen enrichment exists before entry. Example: Welding - LEL (0%),
Oxygen is between (19.5%) and (23%) maximum or H2s is 0 ppm.
1. If readings are not within limits stated herein, the manhole, etc.
must be purged and then retested. If unsafe reading remains,
contact your supervisor. Do NOT ENTER. A confined space
should never be entered, not even to take a test, until it has been
determined to be safe. The test must be taken from a safe area
using extensions to allow the test unit to be lowered into the area
to be tested. Obtain a Day Permit.
2. Any manhole re-opened after being closed for one (1) hour or
more must be retested prior to re-entry.
3. If manhole covers have openings large enough for the test probe
to be inserted the initial test may be conducted by inserting the
probe 6 inches. If the manhole cover has no hold, the cover shall
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be lifted and blocked open enough to allow workers to insert the
test probe.
4. Since explosive gases may be present and since a spark may
ignite those gases, any need for scraping the top of the cover area
for location purposes should be done very carefully.
5. If acceptable readings are obtained at the cover level, then
proceed to open and remove the cover and continue testing by
lowering the probe into the manhole - beginning at the bottom
and taking (and recording) a reading at each level, ending at the
top of the manhole.
F. Complete the Confined Space Entry Form recording the readings, etc. and
see that copies are turned in to the appropriate department or division as
stated on the permit.
G. Finally a surveillance of the surrounding area is to be made to avoid hazards
of drifting vapors from other possible work operations.
H. Entry into areas that previously are known to have contained corrosive
substances shall indicate wearing of proper protective clothing and
respirators.
III. WORKER TRAINING
A. Any worker who is to be used for confined space entry shall first be trained
prior to entry and annually thereafter.
B. Training shall include having the ability to test and calibrate monitoring
equipment and to understand fully how to read out and interpret the
equipment and to operate it properly for the safety of all involved.
C. Training shall include knowledge of basic First Aid and C.P.R.
D. Training shall also include knowledge of operating and maintaining the
rescue equipment - to include ventilation equipment, hoisting equipment,
employee harness and lifeline equipment, portable air equipment and other
equipment related to confined space entry work assignments.
E. Finally, training shall include knowledge on how to fit and wear respirators
and when to wear them, along with proper protective clothing when
necessary.
IV. WORKING WITHIN CONFINED SPACE
A. One worker shall stand by on the outside in order to maintain voice, visual
or signal line communication with all employees within the
confined space. That employee shall maintain radio contact or other
approved means and be able to get assistance in case of an emergency.
B. An approved safety harness system with attached line shall be used with the
free end of the line secured outside of the confined space to the
hoisting/retrieval system.
C. The stand-by person shall not enter the confined space until AFTER seeking
and getting assistance and properly monitoring when attempting to assist the
worker(s) in the confined space.
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D. Hoisting equipment shall be in place and employees entering the manhole
properly attached thereto.
V. CLASSES OF CONFINED SPACE REQUIREMENTS
A. (Class I)
Places where an atmosphere with dangerous air contamination, oxygen
deficiency or enrichment Is Unlikely To Develop or where all sources of
hazard are positively controlled, may come under what St. Louis County will
call an Annual Permit. Those locations will be tested in advance and a list
maintained in the Safety Office under the “Class I - Annual Permit. If any
monitoring tests taken prior to entry, as required, indicate hazardous
conditions, this location must be entered under a daily permit only.
Monitoring must still be performed, ventilation and approved respiratory
protection used - only trained workers may enter. A stand-by person may or
may not be used if proper testing and ventilation is “In-Use” and a hazardous
situation is unlikely to occur.
B. (Class II)
Where an atmosphere free of dangerous air contamination, oxygen
deficiency or oxygen enrichment has been verified, visual, voice or signal
line communication shall be maintained between no less than one stand-by
person outside the confined space and all workers in the confined space. A
line of no less than 2,000 lb test shall be attached to the worker who is
wearing an approved harness within the confined space. The stand-by
person may only enter the confined space for rescue after alerting an
emergency response team and only after tests have been made to determine
that a non-hazardous atmosphere does exist. That person shall have
approved respiratory protection equipment including an independent source
of breathing which must be available for immediate use as per Section
1910.134(d). A daily permit is required.
C. (Class III)
Where a non-hazardous atmosphere cannot be verified, then visual, voice or
line communication Must exist and be used. A stand-by worker must be
outside the confined space and in communication at all times with the
workers within. A line, attached to an approved hoisting device with the
other end attached to the upright suspending harness worn by the worker(s)
must be at least 2,000 lb. rated. The worker(s) shall wear approved
respiratory protection for the hazardous product determined by monitoring.
Continuous testing shall be done by workers in the confined space. A
written record of test results shall be maintained. Purging or ventilating
equipment shall be available and used when conditions warrant. A daily
permit is required.
VI. HOT WORK WITHIN CONFINED SPACE
A. No source of ignition may be created in any confined space work area unless
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all provisions contained within these regulations are implemented to ensure
that dangerous air contamination due to flammable or explosive substances
does not exist. Whenever oxygen consuming equipment is to be used,
precautions must be taken to ensure adequate combustion and exhaust gas
venting exists.
B. Whenever oxygen enrichment equipment is used or conditions exist,
precautions shall be taken to ensure that the oxygen level does not exceed
23% within the confined space work area. If your tests show a level greater
than 23%, work is prohibited. Ventilating equipment is to be placed in
operation and when the effect of reducing the oxygen level below 23% has
been accomplished, only then can work resume.
OCCUPATIONAL DISEASE
BLOODBORNE PATHOGENS POLICY
I. INTRODUCTION:
With the adoption of this exposure control plan it is the Policy of St. Louis County to
fully comply with 29 CFR 1010.1030 together with any amendments thereto and
accordingly they are incorporated by reference herein. If any inadvertent conflict arises,
this Policy shall govern.
It is St. Louis County’s intent that each of its employees be protected to every extent
possible from exposure to occupational disease. In recognition of the special hazards
associated with exposure to and transmission of bloodborne pathogens, the following
special Policy is adopted for all work entailing such risk. The County also intends to
provide for treatment of exposed individuals when protective measures fail. The
Operating Procedures Manual provides the guidelines for recognizing, testing and
treating of occupational disease. Each department may wish to create additional
operating procedures as indicated by their special circumstances encountered in providing
governmental services. This Policy further acknowledges that substantial training and
administrative support will be required and implemented to make this Policy effective,
since prevention is the most effective control of any disease.
II. RESPONSIBILITIES:
A. The County Attorney’s Workers’ Compensation Division shall determine
and maintain an updated list of the approved Physicians/Health Care
Providers (HCP). The Occupational Safety & Health Division shall be
informed of all approved HCP providers and shall take the necessary steps to
inform the various affected departmental supervisors of these approved
providers. The County Attorney’s Workers’ Compensation Division shall be
responsible for the maintenance of all confidential medical records relating
to this Policy and will provide the Occupational Safety & Health Division
with the information necessary for required O.S.H.A. record keeping.
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B. The Safety Office staff is responsible for providing any necessary technical
assistance to affected departments to ensure full implementation of this plan,
for maintaining the O.S.H.A. 200 log record keeping, to advise and assist as
requested, to provide the necessary inspections and training requirements
relating to this Policy and compliance with 29 CFR 1910.1030 and any
amendments thereto.
C. The Sheriff’s Department, the Social Services Department, and the Health
Department have certain classifications of workers who are clearly “at risk”
per 29CFR 1910.1030. It is the option of these departments to adopt
departmental in-house operating procedures so long as they are in full
compliance with this Policy and the general St. Louis County Operating
Procedures Manual for Bloodborne Pathogens. The Safety Office of the
Department of Administration will assist departments in determining which
classifications may involve “risk”.
D. All Other Departments - It is the responsibility of other departments to be
fully appraised of the contents of this Policy. If an employee of any
department under this category is exposed to an occupational disease, the
department head and related supervisors shall fully comply with the incident
reporting procedure as contained in the Bloodborne Pathogens Operating
Procedures Manual. Assistance can be sought and obtained from the
Workers’ Compensation Division and/or the Safety Director for further
clarification as necessary.
III. PURPOSE OF PLAN:
This Policy is adopted and in compliance with the Occupational Safety and Health
Administration, Part 1910 of Title 29 of Code of Federal Regulations (see attached
Appendix “A”).
Specific procedures to be followed in the prevention and treatment of exposures to
Bloodborne Pathogens is contained in the Occupational Disease/Bloodborne Pathogens
Operating Procedures Manual.
SAFETY POLICIES: ACCIDENT/INCIDENT REPORTING; PERSONAL
PROTECTIVE EQUIPMENT; EMPLOYEE RESPONSE
RESOLUTION NO. 943
BOARD FILE NO. 55200
December 28, 1993
RESOLVED, that the St. Louis County Board does hereby approve and adopt the
following safety policies:
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Accident/Incident Reporting Policy
Personal Protective Equipment Policy
Employee Emergency Response Plan
RESOLVED FURTHER, that these policies are on file in the Office of the County
Auditor, identified as Board File No. 55200; and
FURTHER, that the Safety Office provides copies of said policies to holders of the St.
Louis County Safety Policies Handbook.
SAFETY POLICIES
ACCIDENT/INCIDENT REPORTING POLICY
All county employees, regardless of title or position, shall report every work-related
accident/incident whether personal injury, vehicle damage, or both is involved. When
completing the required reports, be thorough and accurate and return the forms in a
timely manner to the proper county office.
PERSONAL INJURY REPORTING: The Workers’ Compensation Division of the
Attorney’s Office shall be called immediately if a work-related injury, hospitalization, or
death has occurred. Employees should notify their supervisor immediately when
involved in a personal injury situation or a vehicular accident. A “First Report of Injury”
must be completed in detail and sent to the Attorney’s office as soon as possible. The
Safety office should be notified by phone, followed by a copy of the completed “First
Report of Injury” and the “Supervisor’s Accident/Incident Report”. It is important that
these report be filled out completely.
VEHICLE ACCIDENT REPORTING: Any employee involved in an accident with a
county vehicle or motorized equipment, regardless of fault, severity, or extent of damage
to either party, shall complete the “Vehicle Accident Report” form which is required to
be kept with each county vehicle or piece of motorized equipment. Also, call the
Attorney’s office and the Safety office to report the incident if other parties are involved,
or if the injury cannot be corrected by first aid treatment.
If an employee receives a personal injury as the result of a vehicle accident, or if the
combined property damage is $500 or more, a State of Minnesota, Department of Public
Safety report form, which is included in each vehicle accident reporting packet, must be
completed. It must be sent to the address shown on the top of the form within ten days of
the accident, or given to a police officer if there is one on the scene.
PERSONAL PROTECTIVE EQUIPMENT (PPE) POLICY
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Federal and State standards require that suitable personal protective equipment be made
available, at employer expense, if feasible engineering and administrative methods of
protection do not provide adequate safety for workers.
Since St. Louis County is concerned for the health and safety of all its employees, the
county provides personal protective equipment, and requires its use.
St. Louis County in complying with Federal and State Occupational Safety & Health
(OSHA) laws herein adopts the following Personal Protective Equipment Policy to
protect county workers from certain job related exposures to injury when feasible
engineering and administrative protections have not eliminated the hazards described in
this document.
The Safety Director shall assist the various County Department Heads in monitoring,
measuring, and determining the need for PPEs, either by job classification or job task
assignment, and recommend when and where PPEs must be provided and worn.
Items of Personal Protective Equipment generally used are described herein. The list
may not be all inclusive. Therefore, the Safety Director will be available to assist
Department Heads with needs in all areas which require PPEs and will provide training to
workers in the proper care of PPEs. When a Department Head, in conjunction with the
Safety Director, determines it is in the best interest of the employer and the employee that
PPEs shall be available and worn for specific jobs or tasks, the affected employees are
required to comply.
1. Hearing Protection: Overexposure to noise can cause permanent hearing damage.
Therefore ear muffs or plugs shall be provided and worn in those areas that the
county has monitored and determined protection is required.
2. Foot Protection: Designated classifications or specified individuals within a
classification who work in positions where the County determines that there is
potential for foot injury, foot protection is required to be worn on a daily basis.
These designated employees are required to wear safety-toe foot protection daily,
without exception. Since certain labor bargaining agreements have in the past and
will in the future negotiate to permit use of safety toe foot protection both on and
off the job, a shared cost for foot protection has been established between those
bargaining units and St. Louis County.
3. High-Visibility Protection: Since certain classifications or job-task functions require
exposure to vehicular traffic, the county has determined that selected high-visibility
products such as rain suits, vests, shirts, head gear, caps, etc. must be made
available and worn by affected employees at all times while performing those
assignments. The County may choose to permit employees to furnish, at their own
expense, selected approved items such as high-visibility t-shirts.
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4. Head Protection: When engineering means cannot eliminate the risks of head
injury, selected approved hard hats shall be provided by the county and all affected
employees required to wear such in designated areas such as construction sites,
gravel pit operations and other areas specifically designated by the county. Other
head protection devices as covered in specific departmental policies while operating
snowmobiles and 4-wheel travel devices shall be adhered to.
5. Respiratory Protection: It is the policy of St. Louis County to provide, and affected
employees are required to wear, approved respiratory protection while performing
various job functions. Training must be provided for all employees who wear
respiratory protection as determined by the OSHA law and implemented by St.
Louis County through specific safety policies which address special hazard
situations. Dust masks are considered respiratory equipment.
6. Gloves: Since the risk of hand injury from chemical burns, harsh atmospheres,
punctures, and diseases in certain work classifications or job functions is imminent,
it is St. Louis County’s policy to furnish and require employees to wear, personal
hand protection.
7. Eye/Face Protection: Certain job classifications or job task assignments, as
determined by St. Louis County, require eye protection. Such protection will be
provided by the county and must be worn by these designated workers on a daily
basis. Other facial or eye protection devices such as goggles, face masks, or full
face shields will be provided, and employees will be required to wear, if job tasks or
assignments determine a risk.
8. Aprons, Coats, Coveralls, Face Protection: Certain specified job task assignments
require protection for all body components. It is the policy of St. Louis County to
provide protection as deemed necessary and affected employees are required to
wear such protection.
9. Fall/Retrieval Protection Equipment: Work conditions requiring fall or retrieval
protection as determined by the county may necessitate providing safety belts,
harnesses, lanyards or related equipment and employees are required to wear such.
Employees should inspect such fall protection equipment before each day’s use to
insure that it is in safe working condition.
10. Employees will abide by any State/Federal law inclusive of this policy which
requires personal protective safety equipment, clothing and/or devices to be used or
worn in performing job functions in a safe manner. This shall apply to employees
in those departments having more restrictive personal protective equipment,
clothing and device policies.
ST. LOUIS COUNTY EMPLOYEE EMERGENCY RESPONSE PLAN
Definitions:
1. St. Louis County Employee Emergency Response Plan: a plan that establishes the
procedures that all departments will follow for the health, well being and protection
of all county employees and the protection of property, equipment or records of St.
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Louis County. Departmental employee emergency response plans may apply to a
specific county operation and shall be equal to or better than that provided herein.
2. Emergency: an unforeseen combination of circumstances or the resulting state that
calls for immediate, prompt action.
3. Disaster: a sudden calamitous event which brings potential damage, loss or
destruction. A sudden or great misfortune.
4. Evacuation: All employees including administrative, supervisory, and clientele, are
to withdraw in an organized manner, for full protection from an unsafe area of a
building to a safe area or, if circumstances demand, complete withdrawal. Those
involved should assemble in a pre-designated area, outside the evacuated building
and await further instructions.
5. Department Monitors: With the diversity of county government, each department
head shall select “monitors” who are designated to see that all staff from each office
area or immediate workplace are notified and accounted for, or know where they
are when any disaster, emergency or evacuation is encountered.
6. Continuity of Administration: A chain of command must be established and kept
up-to-date to be ready for any emergency. Because of retirements, sick leave,
vacation, personal leave or promotions, the position title should be used rather than
the individual name of a person currently occupying the position. Emergency
decisions shall be made in accordance with the level of involvement of a
department’s staff and the nature of emergency affecting each department.
The first level of authority is always the immediate supervisor of the person
involved in the emergency. Authority then progresses along the normal chain of
command within a division or department.
7. Fire Fighting Apparatus: Portable fire extinguishers may be used, time permitting,
and when there is no serious risk to employees involved. Department Heads shall
assign staff to that function and provide any training necessary for awareness of
location as well as safe operation.
8. Exit Evacuation Routing: In multi-floor buildings, exit routes are posted at various
department locations to direct large numbers of people out of the building safety.
9. Alert Signal System: Manually operated fire alarms shall be immediately activated
by any employee seeing smoke or flames any place in the work area. In the absence
of alarms, “voice notification” to all employees in the area shall be instituted.
10. Smoke Alarms: Some facilities have smoke alarms (electric or battery operated)
that automatically activate and may either send a signal by wire to the fire
department and/or activate a fire alarm or are alarms in themselves.
11. Control Officer: Some facilities such as the Jail and Nursing Homes may establish a
system of command wherein a control center and control officer (for the day) will
direct all emergency activities or fire fighting functions and/or coordinate activities
with fire fighters.
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12. Support Services Contacts: It may be necessary in case of Fire or other Emergency
to contact other services such as police or sheriff to reroute vehicular traffic;
ambulance for injury assistance; the power company to cut off electricity; or the gas
company to cut off gas supplies. Call 9-1-1 and calmly given them information as
to the type of service you may need. They will make the contacts for you.
13. Record and/or Monetary Securement: Designated department staff should be
assigned and responsible to secure or remove certain records or monetary items but
only if at no undue risk to themselves.
I. PREFACE:
Disasters and emergency situations can befall St. Louis County as an employer in the
same way as any other employer and only through planning can we lessen the risks of
death, serious injury, loss of property and equipment, or loss of important records and
documents. These situations could include bomb threats, tornadoes, severe storms (snow,
rain, wind or blizzards), demonstrations or disturbances, utility emergencies, hazardous
materials threats or fire.
II. DIVISION OF RESPONSIBILITIES
A. County Board:
1. The authority for declaring that an emergency condition exists
rests with the County Board through joint responsibility of the
chair or vice-chair and their designated County Administrator or
their designee with the determination, made in consultation with
the commissioner(s) representing the district in which the
emergency exists, of an emergency condition
2. The County shall insure that contingency plans exist for all the
various County facilities.
B. Department Heads are expected to:
1. Insure that all staff are aware of Fire Exits (evacuation routes),
location of alarms and fire extinguishers. Information and
training shall also be made available to new employees.
Periodical refresher and update is to be provided all employees.
2. Designate “monitors” for all divisions or subdivision under their
jurisdiction and provide them with details as to what is expected
of them. Sufficient numbers should be available so that coverage
is provided at all times regardless of vacation, sick leave or
personal leave use. Monitors are designated employees assigned
to insure that all employees vacate an area because of any
emergency, assist the disabled and the general public and perform
other assigned responsibilities as required during any emergency
situation.
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C. Building Maintenance Managers/Supervisors in county owned buildings are
responsible to:
1. Maintain in operable condition all fire alarm systems throughout
their building at all times. They must be tested at least annually.
2. Maintain smoke alarm systems and test at least annually.
3. Maintain all exits, keeping them unblocked (which includes all
hallways, stairways and walkways). Exit doors must never be
locked or blocked from inside or outside during the work day.
4. Portable Fire Extinguishers shall be inspected monthly and each
extinguisher must be given a hydrostatic retest for container
condition and strength every five (5) years.
5. Provide for proper handling of all paper products and rags. See
that all flammables/combustibles are properly located and stored.
They must never be stored in any walkway or hallway used as a
fire exit.
6. Maintain a routine inspection system for all of the above - at least
monthly.
7. Provide for notification of the “all clear” signal to all employees
and staff that the building is safe to re-enter.
D. Occupational Safety Division/Department of Administration is responsible
to assist all department heads, administrators and building maintenance
supervisors with inspections and training as needed or requested in updates
of departmental contingency plans.
E. Emergency Control Officer/Chain of Command: Notification will vary
between departments and locations. As an example, it is understood that,
within a department, the department head is at the top of the chain of
command and in his/her absence another person will be designated to be the
control officer. On a given day, shift, location, it may be an “acting”
supervisor or other employee when he/she is the only one available. This
person must have knowledge of what to do, who to call for help, and who
should be notified of the emergency - up the chain of command to the
Department Head, 9-1-1 to contact the fire department, sheriff/police
department, ambulance personnel, electric or gas service, and the County
Administrator or designee and chair or vice chair of the County Board or
their designee.
III. CATEGORIES OF EMERGENCIES
A. Bomb Threat
1. In planning, each supervisor should instruct all employees how to
respond properly. When a bomb threat call is received, the
affected employee will proceed to handle the caller according to
the guidelines provided herein and notify his/her immediate
supervisor as quickly as possible.
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2. Making the notification: 9-1-1 is to be notified immediately
either by the employee’s supervisor if on premises or in absence
of the supervisor, the employee shall make the call. The Fire
Alarm will be activated and all employees evacuated from the
building.
3. In taking a Bomb Threat call, first ask who is making the call
a. Take notice if there is any background noise -
music, etc.
b. Take notice if caller is male, female, or child
c. Make every effort to keep the caller on the phone
talking as long as possible
1) write down the exact wording the caller uses, if
possible
2) get bomb details:
a) what does it look like
b) exact time bomb is to go off
c) exact location (what floor, inside, outside)
d) why it was placed there
4. It may be necessary to request designated employees to be
involved and assist Law Enforcement personnel in the search.
All employees not involved in the search are to obey and observe all
instructions while removing themselves from the building calmly.
5. A bomb may be a simple package, brief case, etc. and will rarely
look like a bomb may be expected to look. During the search, if
something is found and, in asking other employees no one claims
ownership, notify the supervisor in charge of the search and leave
the area immediately. Do Not Touch, Approach or Shake the
suspected device. Simply direct law enforcement personnel to its
location.
B. Severe Weather Emergencies (Tornadoes, Thunderstorms): Severe weather
constitutes any weather condition which may expose county workers and the
general public to danger either directly or indirectly.
1. Tornadoes
a. A Tornado Watch means conditions are favorable
for tornadoes and severe thunderstorms in and close
to the watch area. Persons in these areas should be
on the lookout for threatening weather conditions
and listen for statements and possible warnings.
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1) St. Louis County through the 9-1-1 Department
maintains radio contact with the National Weather
Service and, when a tornado watch is announced,
they will be responsible to alert affected
Departments of the situation and possible future
developments. Additionally, “monitors” are
available and would be of instant assistance in
receiving direct National Weather Service reports.
b. A Tornado Warning means a tornado has been
spotted and may be approaching. All employees
and citizens are to move themselves from offices
having window areas and into the hallway area. At
no time should any employee locate him/herself
outside of a county building or remain near window
areas.
1) Where available, the public warning signal will
be a steady 5-minute blast on emergency
preparedness sirens. Sirens are an outdoor warning
device only.
2. Severe Thunderstorms
a. The 9-1-1 Department and Sheriff’s Emergency
Management personnel monitor the National
Weather Service broadcasts for any possibility of
tornado involvement. Working conditions will, in
all probability, remain unaffected.
3. Blizzards
a. In the event of a blizzard, the 9-1-1 Department and
Sheriff’s Emergency Management personnel
continually monitor National Weather Service
broadcasts. You can also monitor those broadcasts
through weather announcements on any AM radio.
9-1-1 will notify designated department personnel as
conditions worsen.
b. Discontinuation of county services may be ordered
by the County through the County Board Chair or
Vice Chair or Commissioner representing the area in
which the emergency exists in joint responsibility
with the County Administrator, or his designee, with
Non-Essential employees being released from
duties.
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c. Employees should be cautioned to use extreme care
in traveling to and from their place of work during
blizzard-like conditions.
C. Demonstrations or Disturbances
1. Call 9-1-1 and ask that they contact the Sheriff’s Department or
other law enforcement in the immediate area or locality if any
demonstration or disturbance becomes a safety hazard and you
fear that injury or death could result to you, other county
workers, or the public.
2. If evacuation of employees is necessary that decision will be
made by the County through the County Board Chair or Vice
Chair or Commissioner representing the area in which the
emergency exists in joint responsibility with the County
Administrator or designee, in consultation with your Department
Head or designee, for a given work area of St. Louis County.
3. If rock throwing or other forms of inflicting damage or injury
from outside the building is attempted, keep away from all
window areas. For maximum protection avoid any areas
involved.
4. If any confrontation takes place, good judgment and reasonable
actions will minimize escalation of the issue.
5. Individual emotions and fears must be controlled and not
communicated to others.
6. Confidential records and government funds must be secured and
access to work areas restricted during the course of any
demonstration.
D. Utilities Emergency
1. Since County buildings have increased in their reliance on
electrical power to provide heating, cooling, and fresh air,
together with increased electrical use due to computerized
equipment, the loss of utility functions during extremely hot or
cold weather may pose a definite hazard to working in all or part
of a building.
a. You are to immediately notify Building
Maintenance or other designated person responsible
for the condition of the building.
b. If relocation or evacuation is necessary, the
decision will be made by the County through the
County Board Chair or Vice Chair or Commissioner
representing the area in which the emergency exists
in joint responsibility with the County Administrator
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or his designee, in consultation with the Department
Head.
2. If a water main breaks and evacuation is necessary, your
department, together with all others, will be notified by the
County Board Chair or Vice Chair or Commissioner representing
the area in which the break exists in joint responsibility with the
County Administrator or his designee in consultation with the
Department Head.
3. If the steam heating system fails and weather conditions are such
that it becomes unbearable to work, an evacuation may be
ordered by the County through the County Board Chair or Vice
Chair or Commissioner representing the area in which the
emergency exists in joint responsibility with the County
Administrator or his designee, in consultation with the
Department Head.
4. Telephone service disruption may be an inconvenience but would
not be classed as a life-threatening emergency.
E. Hazardous Materials Threat
1. Since all kinds of hazardous materials surround our everyday life,
an incident could occur wherein an overturned tank car, chemical
fire in the community, train derailment or broken fuel line, all
outside of a county building, but through fire, smoke, fumes,
mists or cloud movements could affect the health and well being
of county employees. Safety and speed are the most important
factors to be considered.
2. A decision will be made by the County through the County Board
Chair or Vice Chair or Commissioner representing the area in
which the emergency exists, in joint responsibility with the
County Administrator or his designee, in consultation with the
Department Head or designee, whether to order the affected
County Building to be evacuated together with special
instructions on which direction all staff are to proceed for mass
citizen protection.
3. Those employees designated with the task of securing
government funds or confidential documents shall complete their
assignment before evacuating the building if at no risk to
themselves.
F. Fire Emergency Action
1. Department Heads shall provide for the following:
a. A departmental plan of action which, in the case of
fire, can simply be “sound the alarm and get out of
the building”
21.26
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
b. Selection of “monitors” and alternates or substitutes
to direct employees and clientele out of a building or
work area.
c. A chain of command wherein a control officer for
the day takes command of the emergency (in
situations such as Jail or Nursing Homes).
d. Establish a voice alert system for work areas not
having fire alarm systems or smoke alarm alerts.
e. Train employees in Fire Evacuation and use of fire
extinguishers.
f. Make sure exits are clearly marked and doors
unlocked and kept clear for use at all times.
g. Institute good housekeeping at all times and insure
that “hot” areas around furnaces, lamps, ducts are
guarded and free of combustible materials.
h. Provide for inspections for potential fire hazards in
storage facilities within buildings and have hazards
removed.
2. Employee Responsibilities
a. Sound the alarm on the first sign of smoke or fire
and/or Dial 9-1-1 if that is what your department
policy is.
b. Evacuate in an orderly fashion unless you are a
“monitor” and charged with seeing that other
employees are warned or assisting clientele out of
the building.
c. Notify your supervisor of potential fire hazards or
combustible risk situations.
d. Before an incident occurs, each employee should
make it their business to know where the nearest fire
exit is and where it takes you as an evacuation route.
e. If you are a designated “monitor” or an alternate,
alert employees in your area to evacuate and assist
disabled employees or public citizens if any are
located in your immediate area.
f. Participate in departmental training as required.
IV GENERAL INSTRUCTIONS FOR ALL STAFF AND EMPLOYEES IF
DISASTER STRIKES
A. Stay Calm and try to calm other workers you are in contact with. Panic
prevention is the best ingredient for safety.
B. Maintain quiet and self control. If you are the first to see fire, get a bomb
threat call, are notified of an emergency:
21.27
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
1. In case of fire or smoke, activate the fire alarm, assist the injured,
and alert other workers in your area to get out.
2. Notify your immediate supervisor or other upper command staff
who may be available.
3. If turning off electrical appliances, lights, water and other
switches is your responsibility, do it.
4. Assist all clientele in your area and if evacuation is called for be
sure that they are escorted out of the building when you go.
5. If it is your responsibility to alert other support agencies, do so
clearly and calmly by calling 9-1-1 and giving them clear detail
of assistance needed.
6. If your responsibility includes handling or securing funds, special
documents or records by a pre-determined, pre-designated
system, do so only if there is no risk to your life.
7. Attend any training and information session conducted by your
department, because, “The Life you save may be your own”
DISASTER AND EMERGENCIES STRIKE WITHOUT NOTICE!
EYE AND FACE PROTECTION POLICY
RESOLUTION NO. 140
February 19, 2002
RESOLVED, the St. Louis County Board hereby approves the Eye and Face Protection
Policy and Procedures as found in Board File No. 57869.
EYE AND FACE PROTECTION POLICY AND PROCEDURES
Date: February 12, 2002
Subject: Employee Safety & Development P&P 2002-01 - Employee Eye and Face
Protection
Purpose: The purpose of this document is to establish Policy and Procedures related to
County employee’s eye and face protection.
Background: The Occupational Safety & Health Administration (OSHA) set
standards for eye and face protection in 29 CFR 1910.133. The
purpose of this standard is to mandate that the employer ensure
that employees use appropriate eye or face protection when they
are exposed to eye or face hazards. Certain job classifications or
job task assignments, as determined by St. Louis County, require
eye and face protection. Such protection will be provided by the
21.28
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
County and must be worn by designated workers whenever eye
and face hazards are present. Employee participation to facilitate
full compliance with federal standard 29 CFR 1910.133 or related
discipline specific standards is a prerequisite to employment with
St. Louis County.
Scope: This policy and procedures document applies to all County employees.
Action: The effective date of this document is February 12, 2002.
Policy: St. Louis County will ensure that employees use appropriate eye or face
protection whenever they are exposed to eye or face hazards from flying
particles, molten metal, liquid chemicals, acids or caustics, chemical gasses
or vapors, or potentially harmful light radiation.
Responsibilities:
Department Heads have direct responsibility to ensure departmental
compliance with the federal eye and face protection standard. This includes
taking appropriate steps to correct violations of the policy and procedures in
this document. The responsibility includes assuring that approved eye and
face protection is provided to all employees who are required to:
1. Be in an area of hazardous flying objects, substances or
potentially injurious light radiation.
2. Work where there is potential for eye injury or foreign
element in the eye.
Employee Safety and Development has the responsibility to assist County
Departments to:
1. Achieve compliance concerning the
requirements of eye and face protection related
safety regulations.
2. Identify job specifications where
significant exposure to eye and face hazards exist.
3. Identify appropriate methods to
minimize and control eye and face hazards including
recommending appropriate personal protective
equipment.
4. Train employees on appropriate
methods and equipment available to protect
themselves from eye and face hazards.
21.29
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
Employees are responsible to comply with the requirements of the federal
eye and face protection standard and to report any violations of the policy
and procedures contained in this document. This responsibility includes
wearing eye and face protection when required to:
1. Be in an area of hazardous
flying objects, substances or potentially harmful
light radiation.
2. Work where there is
potential for eye injury or foreign element in the
eye.
Procedures: Employee exposure to eye and face hazards will be minimized as
much as reasonably achievable. For job classifications where eye
and face hazards exist, St. Louis County will provide to its
employees appropriate eye and face protection.
Non-prescriptive eye protection - County departments with employees in job
classifications where eye and face hazards have been determined to be present shall
have non-prescriptive eye and face protection available to their employees and
visitors to their facilities. Examples of such protection includes approved glasses,
shields, masks, goggles and other protection. All employees, including temporary
workers, are required to wear eye protection when working under the conditions
described above.
Prescriptive eye protection - St. Louis County will provide prescriptive eye
protection to permanent and probationary employees who work under conditions
which require eye and face protection. Temporary workers are not eligible for
County purchased prescriptive safety eye wear.
The procedures for obtaining prescriptive eye wear are as follows:
1. The employee must present a
prescription to their department head or supervisor and express
the need to have prescription eye protection purchased. The cost
of the eye exam is covered under the County hospitalization plan
for permanent employees. No prescription more than two years
old will be accepted.
2. A purchase form (available from
Employee Safety & Development) signed by the department
representative will be given to the employee to obtain the
21.30
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
prescription eye wear. The employee has a choice of several
selected vendors to make the purchase.
3. Replacement of St. Louis County
purchased prescriptive eye wear can be made under the following
circumstances when:
• Changes in the prescription are
required
• There is significant damage to the
lens viewing area of the eye wear.
• Eye wear becomes damaged or
broken beyond repair.
References:
29 CFR 1910.133 Eye and Face Protection
29 CFR 1910.266 (1989) Pulpwood Logging General Requirements
ANSI 287.1 (1989) Occupational and Educational Eye and Face Protection
CLANDESTINE DRUG LAB ENTRY
RESOLUTION # 503
BOARD FILE #57925
July 23, 2002
RESOLVED, that the St. Louis County Board hereby approves the Clandestine Drug Lab
Entry Policy and Procedures as found in Board File No. 57925.
CLANDESTINE DRUG LAB ENTRY POLICY AND PROCEDURES
Date: July 30, 2002
Subject: Employee Safety & Development Policy & Procedure 2002-01 - Clandestine
Drug Lab Entry
Purpose: The purpose of this document is to establish policy and procedures related to
St. Louis County employees that intentionally or unintentionally enter a
known or suspected clandestine drug lab.
Background: The Occupational Safety & Health Administration (OSHA) requires
that employers furnish a workplace to their employees that is “as free as practicable
from recognized hazards that are causing or are likely to cause death or serious
physical harm” (General Duty Clause - Section 5(a)(1) of the OSHA Act, 29 U.S.C.
654(A)(1). Additionally, employees that are exposed to recognized hazards must be
21.31
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
provided with and trained to use acceptable personal protective equipment
including respiratory protection (29 CFR 1910.132 and 29 CFR 1910 134).
Employees that work with hazardous waste must be properly trained to recognize
and protect themselves from associated hazards (29 CFR 1910.120).
Certain job classifications or job task assignments, as determined by St. Louis
County, require that employees perform duties on property or in residences that
have the potential of containing a clandestine drug lab. Clandestine drug labs, both
active and inactive, have the potential to contain recognized hazards. Exposure to
some of these hazards may require the use of personal protection equipment,
including respiratory protection. Clandestine drug labs may also contain hazardous
waste.
This document was developed to facilitate compliance with the above mentioned
regulations and in doing so, work to assure that St. Louis County employees are
protected as much as possible from clandestine drug lab associated hazards.
Scope: This document applies to all St. Louis County employees.
Action: The effective date of this document is July 30, 2002.
Policy: As a rule, St. Louis County employees are not authorized to enter
clandestine drug labs. No employee shall intentionally enter a clandestine
drug lab unless they are included in a clandestine drug lab entry program.
St. Louis County personnel must be properly trained and equipped prior to
intentionally entering a prospective or actual clandestine drug lab. Any
employee, with the exception of those included in a written clandestine drug
lab entry program, who inadvertently enters a known or suspected
clandestine drug lab is required to immediately vacate the property and call
911.
Responsibilities:
Department Heads have direct responsibility to ensure departmental compliance
with OSHA standards. Specific to clandestine drug lab related hazards this
responsibility includes:
1. Assuring that only employees who are properly trained, equipped
and included in a written entry program intentionally enter a
clandestine drug lab.
2. Assuring that all employees are aware of the proper procedures to
follow if they unintentionally encounter a clandestine drug lab.
21.32
ST. LOUIS COUNTY BOARD POLICIES
SAFETY POLICIES
21
3. Writing and implementing a clandestine drug lab entry program
for their department, if applicable.
Employee Safety and Development has the responsibility to assist County
departments with:
1. Achieving compliance with the requirements of
OSHA regulations related to clandestine drug labs.
2. Providing clandestine drug lab awareness training.
3. Selecting appropriate personal protective equipment
for clandestine drug lab entry.
4. Writing a clandestine drug lab entry program, if
applicable.
5. Writing a respiratory protection program, if
applicable.
Employees are required to comply with the requirements of OSHA law that
pertains to clandestine drug lab entry and to report any violations of the policy and
procedures contained in this document. Employee responsibility also includes:
1. Immediately exiting any known or suspected
clandestine drug lab that they enter.
2. Reporting any known or suspected clandestine drug
lab to law enforcement.
3. Informing their supervisor of any clandestine drug
lab encounter.
Procedures: Employee exposure to clandestine drug labs will be minimized as
much as reasonably achievable. Departments are required to
develop and implement a written clandestine drug lab entry
program prior to authorizing intentional employee entry in a
known or suspected drug lab. For job classifications where
clandestine drug lab entry is necessary, St. Louis County will
provide those employees with appropriate training and personal
protective equipment.
References: Section 5(a)(1) of the OSHA Act, 29 U.S.C. 654(A)(1) - General Duty
Clause
29 CFR 1910.132 - Personal Protective Equipment
29 CFR 1910.134 - Respiratory Protection
29 CFR 1910.120 - Hazardous Waste Operations
21.33
ST. LOUIS COUNTY BOARD POLICIES
SICK LEAVE BANK/RESERVE
22
SICK LEAVE RESERVE CASH OPTION
RESOLUTION NO. 733
November 22, 1982
RESOLVED, that County Board Resolution No. 579, adopted on September
13, 1982, be amended to read as follows:
"Each eligible employee, or appointed and elected officials who meet the
requirements as set forth herein shall, at his option, be permitted to use an
amount not to exceed one-half of his accumulated sick leave reserve for the
purchase of paid-up life insurance, or receive, in cash, an amount not to
exceed the maximum cost of the life insurance which the employee is eligible
to purchase with half of his sick leave reserve. The County Auditor, upon
receipt of a written request from the retiree, shall take steps necessary for
compliance with such option, and further, said option shall be irrevocable. At
the retirees request the lump sum cash payment may be deferred to January of
the following year."
RESOLVED FURTHER, that said resolution is effective November 15, 1982.
SICK LEAVE RESERVE POLICY
RESOLUTION NO. 282
BOARD FILE NO. 52909
May 11, 1987
RESOLVED, that the St. Louis County Board of Commissioners hereby adopts the
policy, recommended by the St. Louis County Health and Welfare Insurance Committee,
on file in County Board File No. 52909, creating a St. Louis County Sick Leave Reserve
Policy for laid-off employees upon their retirement who retain active status with the St.
Louis County Civil Service Department or other authority responsible for the personnel
matters of that employee.
ST. LOUIS COUNTY SICK LEAVE RESERVE POLICY
{BF 52909}
A St. Louis County employee shall retain his/her sick leave reserve for payment upon
retirement in accordance with any St. Louis County Board policy and/or agreement
between the Board and the employee’s bargaining unit upon the following criteria:
1. The employee becomes involuntarily unemployed by retains active status with the
St. Louis County Civil Service Department, or other authority responsible for the
personnel matters of that employee, which is defined as not being currently
employed by St. Louis County but in good standing with the County and available
for return to work upon the meeting of conditions or expiration of conditions that
cause the nonemployment status.
22.1
ST. LOUIS COUNTY BOARD POLICIES
SICK LEAVE BANK/RESERVE
22
2. The individual must continue to meet all the rules and regulations of St. Louis
County, either Civil Service or other authority responsible for the personnel matters
of that individual.
3. The individual must qualify for a vested interest in the P.E.R.A. pension plan, and
the individual must elect to take a pension annuity under the plan.
4. The individual’s sick leave reserve shall be paid at the rate last paid to that
individual while employed in an active work status by St. Louis County.
SICK LEAVE BANK GUIDELINES: HIGHWAY MAINTENANCE;
CONFIDENTIAL PUBLIC EMPLOYEE’S ASSOCIATION; CIVIL SERVICE
CONFIDENTIAL UNIT
RESOLUTION NO. 667
BOARD FILE NO. 53082
October 26, 1987
RESOLVED, that the Sick Leave Bank Guidelines, as on file in County Board File
No. 53081 are hereby adopted for the Civil Service Confidential Unit.
RESOLVED FURTHER, that the Sick Leave Bank Guidelines, as on file in the
County Board File No. 53082, are hereby adopted for the Teamster's Local No. 320,
Highway Maintenance Unit.
RESOLVED FURTHER, that County Board Resolution Number 296, adopted May
14, 1984, is hereby rescinded in its entirety.
TEAMSTER’S LOCAL #320
HIGHWAY MAINTENANCE DIVISION UNIT
{BF 53082}
GUIDELINES FOR USE OF SICK LEAVE BANK
Effective October 27, 1987
The Sick Leave Bank will be administered by a committee of at least three persons
selected by Teamster’s Local #320. The Committee shall use the following agreed upon
guidelines and payback system to authorize granting additional sick leave to members of
the bargaining unit and for the payback of said sick leave supplement.
Guidelines for granting sick leave from the bank:
A. Before any person can receive any days from the Sick Leave Bank, said person
must have used all Vacation, Personal Leave, Compensatory Time and Sick Leave
accumulated.
B. The request for additional sick leave must be accompanied by a letter from the
employee’s doctor stating that he or she will need x-number of days for major
illness and the approximate date when the employee will be returning to work.
22.2
ST. LOUIS COUNTY BOARD POLICIES
SICK LEAVE BANK/RESERVE
22
C. 1) in order for the Committee to proceed with the request, letters from the
Department Head and the Civil Service Director must be on hand stating that, as far
as can be determined, there has been no apparent misuse of sick leave in the past.
2) the employee must be able to return to work after a reasonable convalescent
period, as determined by their doctor.
D. Employees with a terminal illness or total and permanent disability would be given
consideration for extension of sick leave, provided they have taken the proper steps
available to them by law in obtaining disability benefits or other benefits to which
they are entitled.
E. Employees who are seeking a sick leave extension to enter the hospital or treatment
center due to chemical dependency and/or nervous disorder must complete the
program before the request can be acted upon, but such request can be granted
retroactively.
F. The Committee shall determine the maximum number of days of sick leave given,
depending upon the circumstances in each individual request.
G. 1) the Committee shall provide the Civil Service Director, in writing, all data
necessary to complete the sick leave supplement transaction including effective
date, approximate number of sick leave hours, and ending date.
2) the Civil Service Department will provide the Sick Leave Committee with an
annual report on sick leave supplements and status of payback for each request
authorized.
H. The Committee may consult with the Civil Service Director regarding practice and
procedure in these matters.
I. To grant an individuals’ request a simple majority vote of the Committee is
necessary.
PAY BACK SYSTEM
A. Pay back of extended sick leave will be at one hundred percent (100%) of sick leave
extended.
B. Upon return to work the individual shall pay back the sick leave bank at the rate of
two (2) hours per pay period, beginning with the first complete pay period after
their return, and continuing until the balance due is paid.
CONFIDENTIAL PUBLIC EMPLOYEE’S ASSOCIATION
CIVIL SERVICE CONFIDENTIAL UNIT
{BF 53081}
GUIDELINES FOR USE OF SICK LEAVE BANK
Effective October 27, 1987
The Sick Leave Bank will be administered by a committee of at least three persons
selected by the Confidential Public Employees Association. The Committee shall use the
following agreed upon guidelines and payback system to authorize granting additional
sick leave to members of the bargaining unit and for the payback of said sick leave
supplement.
22.3
ST. LOUIS COUNTY BOARD POLICIES
SICK LEAVE BANK/RESERVE
22
Guidelines for granting sick leave from the bank:
A. Before any person can receive any days from the Sick Leave Bank, said person
must have used all Vacation, Personal Leave, Compensatory Time and Sick Leave
accumulated.
B. The request for additional sick leave must be accompanied by a letter from the
employee’s doctor stating that he or she will need x-number of days for major
illness and the approximate date when the employee will be returning to work.
C. 1) in order for the Committee to proceed with the request, letters from the
Department Head and the Civil Service Director must be on hand stating that, as far
as can be determined, there has been no apparent misuse of sick leave in the past.
2) the employee must be able to return to work after a reasonable convalescent
period, as determined by their doctor.
D. Employees with a terminal illness or total and permanent disability would be given
consideration for extension of sick leave, provided they have taken the proper steps
available to them by law in obtaining disability benefits or other benefits to which
they are entitled.
E. Employees who are seeking a sick leave extension to enter the hospital or treatment
center due to chemical dependency and/or nervous disorder must complete the
program before the request can be acted upon, but such request can be granted
retroactively.
F. The Committee shall determine the maximum number of days of sick leave given,
depending upon the circumstances in each individual request.
G. 1) the Committee shall provide the Civil Service Director, in writing, all data
necessary to complete the sick leave supplement transaction including effective
date, approximate number of sick leave hours, and ending date.
2) the Civil Service Department will provide the Sick Leave Committee with an
annual report on sick leave supplements and status of payback for each request
authorized.
H. The Committee may consult with the Civil Service Director regarding practice and
procedure in these matters.
I. To grant an individuals’s request a simple majority vote of the Committee is
necessary.
PAY BACK SYSTEM
A. Pay back of extended sick leave will be at one hundred percent (100%) of sick leave
extended.
B. Upon return to work the individual shall pay back the sick leave bank at the rate of
two (2) hours per pay period, beginning with the first complete pay period after
their return, and continuing until the balance due is paid.
22.4
ST. LOUIS COUNTY BOARD POLICIES
SICK LEAVE BANK/RESERVE
22
SICK LEAVE RESERVE FUND FOR ELECTED OFFICIALS
RESOLUTION NO. 964
BOARD FILE NO. 43920
December 20, 1988
WHEREAS, Minnesota Statutes, Section 471.61, provides that any County may
insure or protect its retired officials and their dependents under a policy or policies
covering life, health, accident, medical and surgical benefits or hospitalization insurance;
and
WHEREAS, St. Louis County initiated certain policies of protection for elected
officials pursuant to County Board File No. 43920 on December 27, 1966; and
WHEREAS, Resolutions were subsequently passed amending and effecting such
policy, the latest being Resolution No. 436, adopted June 27, 1983; and
WHEREAS, it is the desire of the St. Louis County Board to update this policy so it
is consistent with policies effecting all other County employees.
NOW, THEREFORE, BE IT RESOLVED, that St. Louis County shall continue the
policy establishing a reserve fund for payment of insurance premiums for its retired
elected officials, including County Court judges who received a portion of their income
as a judge for St. Louis County. An amount equivalent to three (3) months' salary shall
be established for each elected County official who has five (5) years' continuous tenure
as an elected official, and in recognition of longer tenure as an elected official, there shall
be added to said reserve fund an equivalent of one-half (1/2) month's salary for each
successive year of continuous tenure. The total reserve fund for any elected official shall
be calculated at their rate of pay at retirement but shall not exceed one hundred (100)
percent of their annual salary at retirement or departure from office.
Elected officials who have had tenure as St. Louis County employees or as appointed
officials for at least five (5) years preceding their status as elected officials and not more
than one (1) year prior to their appointment or election, may include their accumulated
sick leave days in their reserve but not to exceed the limitation of one hundred (100)
percent of their annual salary upon retirement or departure from office. This portion of
their reserve shall be calculated on their last annual salary prior to becoming an elected
official.
BE IT FURTHER RESOLVED, that elected officials may use up to one-half (1/2)
of their total accumulated reserve fund for purposes of purchasing life insurance.
BE IT FURTHER RESOLVED, that an elected official who completes fifteen years
of continuous service as an elected official of St. Louis County shall be eligible for
immediate use of his reserve fund at a rate calculated at his annual salary at the time of
his resignation or loss of office.
BE IT FURTHER RESOLVED, that the eligibility and use of the reserve fund
except as herein stated shall be governed by the same rules and regulations regarding
benefits applicable to employees, except any rule or regulation allowing any employee a
22.5
ST. LOUIS COUNTY BOARD POLICIES
SICK LEAVE BANK/RESERVE
22
cash severance payment pursuant to Minnesota Statutes, Section 465.72, is prohibited
with respect to elected officials.
BE IT FURTHER RESOLVED, that St. Louis County Board Resolution No. 436,
adopted June 27, 1983, and any other prior County Board Resolutions that established
policy with respect to the use of the reserve fund for hospitalization and life insurance by
elected officials are hereby rescinded as they apply to elected officials who retire or
depart from office effective December 31, 1988.
SICK LEAVE BANK GUIDELINES: MERIT SYSTEM BASIC UNIT; HEALTH
CARE SUPERVISORY UNIT; CIVIL SERVICE SUPERVISORY UNIT
RESOLUTION NO. 614
BOARD FILE NO. 53545
July 25, 1989
RESOLVED, that Sick Leave Bank Guidelines for Merit System Basic, Health Care
Supervisory, and Civil Service Supervisory Units, as on file identified as County Board
File No. 53545, are hereby adopted.
MERIT SYSTEM BASIC UNIT
Guidelines for Use of Sick Leave Bank
Effective June 27, 1989
{BF 53545}
The Sick Leave Bank will be administered by a committee of at least three persons
selected by Arrowhead Public Service Union. The Committee shall use the following
agreed upon guidelines and payback system to authorize granting additional sick leave to
members of the bargaining unit and for the payback of said sick leave supplement.
GUIDELINES FOR GRANTING SICK LEAVE FROM THE BANK:
A. Before any person can receive any days from the Sick Leave Bank, said person
must have used all Vacation, Personal Leave, Compensatory Time and Sick Leave
accumulated.
B. The request for additional sick leave must be accompanied by a letter from the
employee’s doctor stating that he or she will need x-number of days for major
illness and the approximate date when the employee will be returning to work.
C. (1) in Order for the Committee to proceed with the request, letters from the
Department Head and the Civil Service Director must be on hand stating that, as far
as can be determined, there has been no apparent misuse of sick leave in the past.
(2) The employee must be able to return to work after a reasonable convalescent
period, as determined by their doctor.
D. Employees with a terminal illness or total and permanent disability would be given
consideration for extension of sick leave, provided they have taken the proper steps
22.6
ST. LOUIS COUNTY BOARD POLICIES
SICK LEAVE BANK/RESERVE
22
available to them by law in obtaining disability benefits or other benefits to which
they are entitled.
E. Employees who are seeking a sick leave extension to enter the hospital or treatment
center due to chemical dependency and/or nervous disorder must complete the
program before the request can be acted upon, but such request can be granted
retroactively.
F. The Committee shall determine the maximum number of days of sick leave given,
depending upon the circumstances in each individual request.
G. (1) The Committee shall provide the Civil Service Director, in writing, all data
necessary to complete the sick leave supplement transaction including effective
date, approximate number of sick leave hours, and ending date.
(2) The Civil Service Department will provide the Sick Leave Committee with an
annual report on sick leave supplements and status of payback for each request
authorized.
H. The Committee may consult with the Civil Service Director regarding practice and
procedure in these matters.
I. To grant an individual’s request a simple majority vote of the committee is
necessary.
PAY BACK SYSTEM
A. Pay back of extended sick leave will be at the following rate:
One hundred percent (100%) of sick leave extended.
B. Upon return to work the individual shall pay back the sick leave bank at the rate of
two (2) hours per pay period, beginning with the first complete pay period after
their return, and continuing until the balance due is paid.
HEALTH CARE SUPERVISORY UNIT
Guidelines for Use of Sick Leave Bank
Effective June 27, 1989
The Sick Leave Bank will be administered by a committee of at least three persons
selected by St. Louis County Employees Association. The Committee shall use the
following agreed upon guidelines and payback system to authorize granting additional
sick leave to members of the bargaining unit and for the payback of said sick leave
supplement.
GUIDELINES FOR GRANTING SICK LEAVE FROM THE BANK:
22.7
ST. LOUIS COUNTY BOARD POLICIES
SICK LEAVE BANK/RESERVE
22
A. Before any person can receive any days from the Sick Leave Bank, said person
must have used all Vacation, Personal Leave, Compensatory Time and Sick Leave
accumulated.
B. The request for additional sick leave must be accompanied by a letter from the
employee’s doctor stating that he or she will need x-number of days for major
illness and the approximate date when the employee will be returning to work.
C. (1) in Order for the Committee to proceed with the request, letters from the
Department Head and the Civil Service Director must be on hand stating that, as far
as can be determined, there has been no apparent misuse of sick leave in the past.
(2) The employee must be able to return to work after a reasonable convalescent
period, as determined by their doctor.
D. Employees with a terminal illness or total and permanent disability would be given
consideration for extension of sick leave, provided they have taken the proper steps
available to them by law in obtaining disability benefits or other benefits to which
they are entitled.
E. Employees who are seeking a sick leave extension to enter the hospital or treatment
center due to chemical dependency and/or nervous disorder must complete the
program before the request can be acted upon, but such request can be granted
retroactively.
F. The Committee shall determine the maximum number of days of sick leave given,
depending upon the circumstances in each individual request.
G. (1) The Committee shall provide the Civil Service Director, in writing, all data
necessary to complete the sick leave supplement transaction including effective
date, approximate number of sick leave hours, and ending date.
(2) The Civil Service Department will provide the Sick Leave Committee with an
annual report on sick leave supplements and status of payback for each request
authorized.
H. The Committee may consult with the Civil Service Director regarding practice and
procedure in these matters.
I. To grant an individual’s request a simple majority vote of the committee is
necessary.
PAY BACK SYSTEM
A. Pay back of extended sick leave will be at the following rate:
One hundred percent (100%) of sick leave extended.
B. Upon return to work the individual shall pay back the sick leave bank at the rate of
one (1) hour per pay period, beginning with the first complete pay period after their
return, and continuing until the balance due is paid.
22.8
ST. LOUIS COUNTY BOARD POLICIES
SICK LEAVE BANK/RESERVE
22
CIVIL SERVICE SUPERVISORY UNIT
Guidelines for Use of Sick Leave Bank
Effective June 27, 1989
The Sick Leave Bank will be administered by a committee of at least three persons
selected by St. Louis County Employees Association. The Committee shall use the
following agreed upon guidelines and payback system to authorize granting additional
sick leave to members of the bargaining unit and for the payback of said sick leave
supplement.
GUIDELINES FOR GRANTING SICK LEAVE FROM THE BANK:
A. Before any person can receive any days from the Sick Leave Bank, said person
must have used all Vacation, Personal Leave, Compensatory Time and Sick Leave
accumulated.
B. The request for additional sick leave must be accompanied by a letter from the
employee’s doctor stating that he or she will need x-number of days for major
illness and the approximate date when the employee will be returning to work.
C. (1) in Order for the Committee to proceed with the request, letters from the
Department Head and the Civil Service Director must be on hand stating that, as far
as can be determined, there has been no apparent misuse of sick leave in the past.
(2) The employee must be able to return to work after a reasonable convalescent
period, as determined by their doctor.
D. Employees with a terminal illness or total and permanent disability would be given
consideration for extension of sick leave, provided they have taken the proper steps
available to them by law in obtaining disability benefits or other benefits to which
they are entitled.
E. Employees who are seeking a sick leave extension to enter the hospital or treatment
center due to chemical dependency and/or nervous disorder must complete the
program before the request can be acted upon, but such request can be granted
retroactively.
F. The Committee shall determine the maximum number of days of sick leave given,
depending upon the circumstances in each individual request.
G. (1) The Committee shall provide the Civil Service Director, in writing, all data
necessary to complete the sick leave supplement transaction including effective
date, approximate number of sick leave hours, and ending date.
(2) The Civil Service Department will provide the Sick Leave Committee with an
annual report on sick leave supplements and status of payback for each request
authorized.
H. The Committee may consult with the Civil Service Director regarding practice and
procedure in these matters.
I. To grant an individual’s request a simple majority vote of the committee is
necessary.
22.9
ST. LOUIS COUNTY BOARD POLICIES
SICK LEAVE BANK/RESERVE
22
PAY BACK SYSTEM
A. Pay back of extended sick leave will be at the following rate:
One hundred percent (100%) of sick leave extended.
B. Upon return to work the individual shall pay back the sick leave bank at the rate of
one (1) hour per pay period, beginning with the first complete pay period after their
return, and continuing until the balance due is paid.
SICK LEAVE BANK GUIDELINES: MERIT SYSTEM SUPERVISORY UNIT
RESOLUTION NO. 58
BOARD FILE NO. 54307
January 15, 1991
RESOLVED, that the Sick Leave Bank Guidelines, as on file in County Board File
No. 54037, are hereby adopted for the Merit System Supervisory Unit.
SICK LEAVE BANK GUIDELINES
MERIT SYSTEM SUPERVISORY UNIT
{BF 54037}
The Sick Leave Bank will be administered by a committee of at least three
persons selected by bargaining unit selected by APSU. The committee shall use the
following agreed upon guidelines and payback system to authorize granting additional
sick leave to members of the bargaining unit and for the payback of said sick leave
supplement.
Guidelines for granting sick leave from the bank:
A. Before any person can receive any days from the Sick Leave Bank, said person
must have used all vacation, personal leave, compensatory time and sick leave
accumulated.
B. The request for additional sick leave must be accompanied by a letter from the
employee’s doctor stating that he or she will need x-number of days for major
illness and the approximate date when the employee will be returning to work
C. (1) in order for the committee to proceed with the request, letters from the
Department Head and the Civil Service Director must be on hand stating that, as far
as can be determined, there has been no apparent misuse of sick leave in the past
(2) the employee must be able to return to work after a reasonable convalescent
period, as determined by their doctor
D. Employees with a terminal illness or total and permanent disability would be given
consideration for extension of sick leave, provided they have taken the proper steps
available to them by law in obtaining disability benefits or other benefits to which
they are entitled.
22.10
ST. LOUIS COUNTY BOARD POLICIES
SICK LEAVE BANK/RESERVE
22
E. Employees who are seeking a sick leave extension to enter the hospital or treatment
center due to chemical dependency and/or nervous disorder must complete the
program before the request can be acted upon, but such request can be granted
retroactively.
F. The committee shall determine the maximum number of days of sick leave given,
depending upon the circumstances in each individual request.
G. (1) the committee shall provide the Civil Service Director, in writing, all data
necessary to complete the sick leave supplement transaction including effective
date, approximate number of sick leave hours, and ending date.
(2) the Civil Service Department will provide the Sick Leave Committee with an
annual report on sick leave supplements and status of payback for each request
authorized.
H. The committee may consult with the Civil Service Director regarding practice and
procedure in these matters.
I. To grant an individual’s request a simple majority vote of the committee is
necessary
PAY BACK SYSTEM
A. Pay back of extended sick leave will be one hundred percent (100%) of sick leave
extended.
B. Upon return to work the individual shall pay back the sick leave bank at the rate of
two (2) hours per pay period beginning with the first complete pay period after their
return, and continuing until the balance is paid.
CASH OPTION TO BE ISSUED IN NAME OF EMPLOYEE
RESOLUTION NO. 240
April 13, 1993
RESOLVED, that the recommendations of the St. Louis County
Labor/Management Health Insurance Committee, as contained in their report dated
March 18, 1993, on file in County Board File No. 54893, are hereby adopted and that any
portion of the cash option of the sick leave reserve utilized by the employee to purchase
paid-up life insurance shall be issued in the name of the employee and any responsibility
for those policies shall be the responsibility of the employee.
SICK LEAVE: UNCLASSIFIED SUPPORT STAFF
RESOLUTION NO. 412
June 8, 1993
WHEREAS, employees in the Unclassified Support Staff Compensation Plan do
not have the benefit of a sick leave bank to address major illness situations; and
WHEREAS, the County Board wishes to provide Unclassified Support Staff
22.11
ST. LOUIS COUNTY BOARD POLICIES
SICK LEAVE BANK/RESERVE
22
employees a sick leave credit arrangement similar to that available for other bargaining
unit employees of the County.
NOW, THEREFORE, BE IT RESOLVED, employees in the Unclassified Support
Staff Compensation Plan may be authorized a reasonable credit of sick leave hours,
advanced incrementally, pursuant to the recommendation of the County Administrator
and with approval of the County Board Chair.
BE IT FURTHER RESOLVED, the administration of sick leave credit for
unclassified support staff shall be in accordance with the Guidelines for the Sick Leave
Bank adopted by the County Board for the Civil Service Basic Bargaining Unit.
BE IT FURTHER RESOLVED, employees who request and accept sick leave
credit agree that if they voluntarily or involuntarily terminate from employment with St.
Louis County prior to reimbursing sick leave credit granted, they shall have the amount
of the unreimbursed credit deducted from any wages or benefits owed the employee.
SICK LEAVE RESERVE FUNDS POLICY
RESOLUTION NO. 463
BOARD FILE NO. 56319
June 13, 1995
RESOLVED, that the St. Louis County Board hereby accepts the recommendation
of the Labor/Management Health Insurance Committee, a copy of which is on file in
County Board File No. 56319, adopting an amended written policy on sick leave reserve
funds for retiring employees and the surviving spouse and/or children of deceased
employees.
BE IT FURTHER RESOLVED, that a sick leave reserve fund is authorized for the
surviving spouse of a deceased St. Louis County employee, who passed away on
February 15, 1990, in accordance with the provisions of this sick leave reserve policy.
ST. LOUIS COUNTY
SICK LEAVE RESERVE FUND SUB-COMMITTEE
APRIL 19, 1995
ST. LOUIS COUNTY POLICY ON SICK LEAVE RESERVE FUNDS
I. The County authorizes all retired St. Louis County and Arrowhead Regional
Corrections employees to utilize their sick leave reserve funds for continuation on
the St. Louis County self-insured health plan or other health insurance plan of their
choice, provided that:
a. They have been employed by St. Louis County or Arrowhead Regional
Corrections for five consecutive years immediately prior to their retirement.
b. They qualify for and receive retirement benefits under the rules &
22.12
ST. LOUIS COUNTY BOARD POLICIES
SICK LEAVE BANK/RESERVE
22
regulations for the Public Employees Retirement Association or other
appropriate State of Minnesota sponsored retirement fund, or Social
Security, and are participating in the current St. Louis County self-insured
health and dental plans as of the date of retirement.
2. The following provisions shall apply to this policy:
a. Retirees may elect to include their dependents under their health coverage.
This option must be exercised within thirty (30) days of the date of
retirement. Any application received after thirty (30) days will require
approval of a health history form by the plan administrator.
b. Retirees who marry and wish to provide dependency coverage for their
spouse, may do so provided that the notice of change is submitted to the
County no later than 31 days after the marriage date. If the notice of change
is received later than 31 days after the date of marriage, the spouse can only
be accepted in the County group upon approval of the health history form by
the plan administrator.
c. Retirees may elect to enroll in the St. Louis County Self-insured Health Plan
or other health insurance plan of their choice. Monies in their fund may be
utilized to reimburse the quarterly health insurance premiums.
d. Upon exhaustion of their fund, the retiree may elect to continue their present
health and dental coverage by personal payment of the billing.
e. Should the retiree pass away, their surviving dependent(s) may continue to
utilize the fund. When the fund is exhausted, surviving dependent(s) in the
group may continue coverage by personal payment. The age limit for
coverage for dependent children and for unmarried, handicapped dependents
will apply in the same manner as for active employees.
f. Retirees and their spouses, who are age 65 and older, and who are eligible
for Part A and Part B of Medicare, must enroll in both parts of Medicare in
order to continue membership in the County Health Group and may utilize
their fund for payment of Medicare premiums.
g. A retiree who elects to cover their spouse must utilize dependency coverage
which would cover both the retiree and the spouse.
3. When an employee dies, and has had at least five consecutive years of employment
immediately prior to death, the dependent spouse and/or surviving children will be
entitled to a fund of 50% of the amount which the employee would have received
had they retired for use to purchase health or dental insurance. If the surviving
spouse is also a County employee, the deductions from the sick leave reserve fund
of the deceased spouse begin immediately after the death at the rate the surviving
spouse is utilizing County insurance as an employee. If a non-employee surviving
spouse should remarry, no dependent coverage is available for the new spouse from
the Fund.
22.13
ST. LOUIS COUNTY BOARD POLICIES
SICK LEAVE BANK/RESERVE
22
4. The County Board by Resolution No. 964 dated December 10, 1988, has
established a reserve fund policy for the payment of insurance premiums for retired
elected officials. When consistent with that resolution, the eligibility and use of that
reserve fund shall be governed by this policy.
SICK LEAVE BANK GUIDELINES: CIVIL SERVICE BASIC; HEALTH CARE
BASIC; MERIT BASIC
RESOLUTION NO. 325
BOARD FILE NO. 56809
April 23, 1996
RESOLVED, the St. Louis County Board Sick Leave Bank Guidelines, a copy of which
is on file in County Board File No. 56809, is hereby approved for the Civil Service Basic,
Health Care Basic, and Merit Basic bargaining units.
SICK LEAVE BANK GUIDELINES
{BF 56809}
The sick leave banks will be administered by committees of at least three persons
selected by each bargaining unit. The committees shall use the following guidelines to
authorize granting sick leave bank benefits to members of their bargaining unit and for
the payback of said sick leave benefits.
A. In order to be granted Sick Leave Bank benefits, employees must comply with each
of the following eligibility requirements:
1. The employee is certified permanent in the service.
2. The employee has used all Vacation, Personal Leave, Compensatory Time
and Sick Leave accumulated.
B. All requests for sick leave bank benefits must be accompanied by a letter from the
employee’s treating medical physician or chiropractor stating that the employee will
need x-number of days for major illness and the approximate date when the
employee will be returning to work.
C. In order to process an employee’s request for Sick Leave Bank benefits, the
Committee shall obtain and consider the following information:
1. Letters from the Department Head and the Civil Service/Personnel Director
stating that, as far as can be determined, there has been no apparent misuse
of sick leave in the past.
2. The employee will return to work after a reasonable convalescent period, as
determined by the treating medical physician or chiropractor, or the
employee has taken the proper steps available to them by law in obtaining
disability benefits or other benefits to which they are entitled.
D. The Sick Leave Bank Committee shall determine the number of hours of sick leave
22.14
ST. LOUIS COUNTY BOARD POLICIES
SICK LEAVE BANK/RESERVE
22
to be granted an employee. The maximum sick leave granted to an employee from
the unit Sick Leave Bank shall be fifty (50) days.
E. Employees who are seeking sick leave bank benefits to enter a hospital or treatment
center due to chemical dependency and/or nervous disorder, must successfully
complete the program before the request can be acted upon, but such request can be
granted retroactively.
F. The purpose of the Sick Leave Bank is to provide a safety net of County
compensation benefits for employees, who due to major illness, are unable to retain
their regular employment earnings. The Sick Leave Bank shall not grant sick leave
hours to employees who have not applied for disability benefits for which they may
be eligible, or who receive wage replacement benefits for the same time period,
from other sources. Therefore, employees shall not be granted sick leave bank
benefits for the same period of time during which they also receive workers’
compensation wage replacement benefits or other wage replacement benefits.
G. The Committee shall provide the Civil Service/Personnel Director, in writing, all
data necessary to complete the sick leave bank transaction including effective date,
the number of sick leave hours granted, a copy of the letter from the employee’s
treating medical physician or chiropractor, and a copy of the “Sick Leave Bank
Reimbursement Agreement” signed by the employee.
H. The Civil Service/Personnel Department will provide the Sick Leave Committee
with an annual report on sick leave supplements and status of payback for each
request authorized.
I. The Committee may consult with the Civil Service/Personnel Director regarding
practice and procedure in the administration of these guidelines.
J. Decisions of the Sick Leave Bank Committee shall be authorized by a simple
majority vote of the Committee membership.
K. Any questions concerning the application of these guidelines shall be addressed by
the Civil Service/Personnel Director after consultation with the bargaining unit
representative.
PAY BACK SYSTEM
A. Pay back of extended sick leave will be at one hundred percent (100%) of Sick
Leave extended.
B. Upon return to work the individual shall pay back the sick leave bank at the rate of
three (3) hours per pay period (2 hours for 3.75 accrual). Such payback shall
commence with the first complete pay period after the return to work, and shall
continue until the balance due is paid.
22.15
ST. LOUIS COUNTY BOARD POLICIES
SICK LEAVE BANK/RESERVE
22
SICK LEAVE RESERVE FUND
RESOLUTION NO. 233
April 8, 2003
RESOLVED, the St. Louis County Board of Commissioners hereby adopts the
Amended Policy on Sick Leave Reserve Fund, effective January 1, 2002, as contained in
Board File No. 58058.
POST RETIREMENT HEALTH CARE SAVINGS PLANS*
*For reference only. Copies not included.
- Civil Service Supervisory, R 766, 11/26/02
- Confidential Unit – R 768, 11/26/02
- Appointed Department Heads, R 852, 12/17/02
- Elected Officials, R 695, 11/4/03
- Deputy Sheriffs, R 341 and R 342, 6/3/03
- Teamsters, R 339 and R 340, 6/3/03
- Merit Supervisors, R 337 and R 338, 6/3/03
- Civil Service Basic, R 266 and 267, 4/22/03
- Merit Basic, R 264 and R 265, 4/22/03
- Unclassified Managers, R 523, 8/12/03
- Health Care Basic, R 173, 8/23/04
- Corrections 9-1-1, R 391, 7/13/04
- Unclassified Employees, R 487, 9/14/04
- Health Care Supervisors, R 138, 3/22/05
22.16
ST. LOUIS COUNTY BOARD POLICIES
SMOKING
23
NO-SMOKING POLICY
RESOLUTION NO. 148
February 23, 1988
WHEREAS, smoking has been conclusively shown to be a significant health hazard
for both the smoker and non-smoker; and
WHEREAS, the 1986 U.S. Surgeon General's Report on Smoking and Health states
that tobacco smoke is a health hazard for nonsmokers who are regularly exposed to it at
work and the separation of smokers and nonsmokers within the same air space will not
effectively control exposure to environmental tobacco smoke; and
WHEREAS, smoking in the work place not only reduces employee productivity,
but causes long term economic and legal hardships for the employer; and
WHEREAS, it is the responsibility of the St. Louis County Board of
Commissioners to provide its employees with a safe and healthy work environment;
THEREFORE, BE IT RESOLVED, that effective January 1, 1989, the County
Administrator and Department Heads will implement restrictions which will not permit
smoking by County employees at work stations.
FURTHER BE IT RESOLVED, that beginning January 1, 1989, no smoking will
be allowed by anyone in any County building, building rented by the County, space
rented by the County, or in any County vehicle.
This policy includes County employees, employees of other government
subdivisions, clients and the general public. Nursing home residents and jail inmates
would be allowed to smoke according to facility policies.
FURTHER BE IT RESOLVED, that the St. Louis County Board of Commissioners
will provide professional smoking cessation programs and assistance to those employees
who want to quit smoking through the St. Louis County Employee Health Promotion
Program.
DEPOT BUILDING NO-SMOKING EXEMPTION
RESOLUTION NO. 851
November 15, 1988
WHEREAS, the Depot is currently in compliance with the existing Minnesota
Clean Indoor Act, and
WHEREAS, the management of the Depot is requesting that they be exempted from
the County no smoking policy which is effective January, 1989;
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board hereby
provides the Depot an exclusion from the no smoking policy which takes effect January,
1989, and further, that they continue to comply with the Minnesota Clean Indoor Act.
RESOLVED FURTHER, the Depot is hereby requested to report back to the St.
Louis County Board by January, 1990, with a plan for implementation of a no smoking
policy.
23.1
ST. LOUIS COUNTY BOARD POLICIES
SMOKING
23
SMOKING CESSATION REIMBURSEMENT
RESOLUTION NO. 271
April 12, 1994
RESOLVED, that the St. Louis County Smoking Cessation Policy, adopted by St. Louis
County Board Resolution No. 148, on February 23, 1988, is hereby amended to delete the
language in the following paragraph:
“FURTHER BE IT RESOLVED, that the St. Louis County Board of
Commissioners will provide professional smoking cessation programs and
assistance programs and assistance to those employees who want to quit smoking
through the St. Louis County Health Promotion Program.”
And replace with the following:
“FURTHER BE IT RESOLVED, that the St. Louis County Board of
Commissioners will provide professional tobacco-use cessation programs and
assistance to those employees who want to quit tobacco use, reimbursement of up to
$150 to be paid from Health Insurance Fund, and that persons remain tobacco-free
for six months in order to be eligible for reimbursement.”
23.2
ST. LOUIS COUNTY BOARD POLICIES
STRIKE CONTINGENCY
24
STRIKE CONTINGENCY PLAN
RESOLUTION NO. 861
December 22, 1980
RESOLVED, that the St. Louis County Board of Commissioners hereby adopts the
following policies to apply in the event a St. Louis County bargaining unit engages in a
legal strike:
A. Status as Striker: A member of a striking bargaining unit who does not report for
work on the first day of a strike is considered as engaging in the strike. The County
Board reserves the option to deem any unit member as continuing to engage in the
strike from the first day that the unit member engages in a strike until the strike is
finally settled, even if the unit member offers to return to work prior to the
settlement of the strike.
B. Wages: Wages will not be paid to employees who are engaged in the strike. All
wages due up to the last day of employment prior to the strike will be paid but
payment of wages to strikers may be delayed if supervisory and non-striking
employees find it necessary to devote themselves full time to preforming higher
priority services.
C. Accumulations-Hours Worked: Time not worked while engaged in a strike shall
not count towards seniority, step increases, or any other benefit dependent on hours
worked, such as vacation accrual, sick leave accrual, satisfying probationary
periods, obtaining county insurance contributions, etc.
D. Vacation: No employee engaged in a strike shall be eligible for vacation pay. As
of the date of receipt of a strike notice, all vacation authorization for members of
the striking bargaining unit is canceled. Vacations for supervisory and non-striking
employees in affected departments may be cancelled at the discretion of the
department head.
E. Sick Leave: Sick leave shall not be authorized for any members of a striking
bargaining unit during the life of a strike. Exceptions shall be only with the
approval of the County Board. With respect to department supervisors and
departmental employees who are not members of the striking bargaining unit,
commencing with receipt of a notice of intent to strike, no sick leave shall be
approved except upon presentation of a physicians certificate expressly stating that
the physician examined the employee at a time when the illness was sufficiently
severe to prevent the employee from reporting for work, and further stating the date
when the employee was able to return to work and the express reasons why the
employee was not able to return to work on any date prior thereto. St. Louis
County reserves the right to have the employee examined by a physician selected by
St. Louis County and further reserves the right to disapprove any request for sick
leave.
F. Holidays: If a holiday occurs during a strike, all members of the bargaining unit
who have engaged in the strike shall forfeit holiday pay.
24.1
ST. LOUIS COUNTY BOARD POLICIES
STRIKE CONTINGENCY
24
G. Seminars, Training: Commencing with receipt of a notice of intent to strike, no
absences for training seminars, conferences, conventions, etc., are authorized except
with approval of the County Board for any affected department.
H. Leaves of Absence: All leaves of absence are cancelled for bargaining unit
employees during a strike. Exceptions must be approved by the County Board.
I. Health Insurance: Employees who have engaged in the strike shall not receive a
county contribution toward group hospitalization and health insurance (Blue Cross-
Blue Shield) beyond the month in which the strike commences.
J. Life Insurance: Employees who have engaged in a strike shall not receive a county
contribution toward the payment of group life insurance for any month beyond the
month in which the strike commences.
K. Hours of Operation: During a strike by the Civil Service Basic Unit, the following
facilities shall be open to the public only from the hours of 9:30 AM to 2:30 PM,
Monday through Friday: Duluth Court House, Virginia Court House, Hibbing
Court House, Jackson School, Plaza (Food Stamps).
L. Transfer of Nursing Home Residents: The Director, St. Louis County Social
Service Department, is authorized to begin transferring all residents of Nopeming
Nursing Home and Medical Care Facilities to other facilities upon receipt of a
Notice of Intent to Strike from the Health Care Facilities Basic Unit. The Director
is further authorized to issue lay-off notices to all members of the Health Care
Facilities Basic Unit, to be effective on or after the date the right to strike matures,
upon receipt of a Notice of Intent to Strike from said bargaining unit.
STRIKE CONTINGENCY PLAN
Table of Contents:
I. Introduction
A. Policy of St. Louis County
B. Purpose of Manual
II. Administration of Strike Plan
A. Department Head Responsibility
B. Strike Coordinating Committee
C. Communications with Public, Media during strike
III. Laws relating to Strike
A. Units that Can Strike
B. Expired Contract
C. Ten Day Notice
D. Twenty Days to Strike
E. Crossing Picket Lines Mandatory
F. Non-Striking Unit Members
G. Fair Share Fee Employees
H. Benefits During Strike
24.2
ST. LOUIS COUNTY BOARD POLICIES
STRIKE CONTINGENCY
24
IV. Status of Strikers
A. Status as Striker
B. Wages
C. Accumulations - Hours Worked
D. Vacation
E. Sick Leave
F. Holidays
G. Seminars, Training
H. Leaves of Absence
I. Health Insurance
J. Life Insurance
V. Civil Service Basic Unit
A. Strike Coordinating Committee
B. Hours of Operation
C. Security of Facilities
D. Public and Employee Security
E. Motor Pool Security
F. Strike Incident Report
G. Building Maintenance
H. Mail Distribution
I. Telephone Systems
J. Payroll Procedures
K. Closing Outlying Facilities
L. Strike Spokesperson
VI. Health Care Facilities Basic Unit
A. Strike Coordinating Committee
B. Resident Evacuation
C. Building Security
D. Public and Employee Security
E. Building Maintenance
F. Lay-off Procedures
G. Strike Spokesperson
VII. Merit System Basic Unit
A. Strike Coordinating Committee
B. Building Security
C. Public and Employee Security
D. Closing Facilities
E. Strike Spokesperson
VIII. Highway Maintenance Divisions Unit
A. Strike Coordinating Committee
B. Building Security
C. Public and Employee Security
D. Closing Facilities
E. Strike Spokesperson
24.3
ST. LOUIS COUNTY BOARD POLICIES
STRIKE CONTINGENCY
24
IX. Individual Department Contingency Plans
I. INTRODUCTION
A. Policy of St. Louis County: In the event of a strike by St. Louis County employees,
it is the policy of the St. Louis County Board of Commissioners that all services
should be continued, to the greatest extent possible. It is recognized, however, that
the public interest may best be served by discontinuing some services in the event
of a strike, because of the inability to effectively render those services in a strike
situation. It is also the policy of the St. Louis County Board of Commissioners to
permit non-striking members of the striking bargaining unit to work during a strike,
provided the services performed by those employees are being continued during the
strike. Finally, it is the policy of the St. Louis County Board of Commissioners to
respond to a strike in a responsible manner by terminating all benefits to striking
employees during a strike.
B. Purpose of Manual: The strike contingency plan set forth in this manual was
developed in response to a recent change in the Minnesota Public Employment
Labor Relations Act, Minnesota Statutes Section 179, which legalized economic
strikes for certain bargaining units. While no strike is presently anticipated, it is
encumbent upon a responsible governing body to develop a plan to deal with this
change in the law, in order to protect the public interest.
This manual sets forth general procedures, consistent with the above-stated policies
of the St. Louis County Board of Commissioners, to be followed in the event a St.
Louis County bargaining unit elects to strike. The procedures are necessarily
general; many circumstances cannot be anticipated in advance. Specific details
may have to be worked out at the time of a strike. Some additions may be
necessary and some modifications may be desirable.
II. ADMINISTRATION OF STRIKE PLAN
A. Department Head Responsibility: Consistent with the present organizational
structure of St. Louis County, each county department head shall be responsible for
the development of operational strike plans to be used in the event of a strike. The
operational plan shall identify the departmental supervisory staff and, if applicable,
the departmental staff who are not members of the striking bargaining unit, who
would be available in the event of a strike. The operational plan shall also prioritize
all services rendered by the department, identifying those services which the
department would be able to continue in the event of a strike and those services
which will have to be postponed or discontinued in the event of a strike. The
activities of the various department heads affected by a strike will be coordinated by
a Strike Coordinating Committee, as explained below.
B. Strike Coordinating Committee: The operational plans and activities of the
respective department heads will be coordinated by a Strike Coordinating
Committee. The membership of the Strike Coordinating Committee will vary
24.4
ST. LOUIS COUNTY BOARD POLICIES
STRIKE CONTINGENCY
24
depending on the unit or units on strike. (See individual unit plans set forth below).
The Strike Coordinating Committee will convene at the latest when a strike notice
is received. However, the Strike Coordinating Committee may convene at an
earlier time upon the advice of the County Labor Negotiator that a strike threat may
be forthcoming. Upon receipt of a 10-day strike notice, and thereafter for the
duration of any strike, the Strike Coordinating Committee shall meet daily to
coordinate strike activities.
C. Communications with Public, Media During Strike: Due to the extensive size of St.
Louis County, it is essential that all pronouncements on behalf of the St. Louis
County Board of Commissioners and the county department heads relating to the
strike be coordinated through one central source. Therefore, a Strike Spokesperson
shall be identified for each bargaining unit that could potentially strike. (See
individual unit plans below). The Strike Spokesperson shall be the official
spokesperson for St. Louis County in all matters relating to the strike. The Strike
Spokesperson shall issue no public statements, however, without prior approval
from the Strike Coordinating Committee. All County Commissioners, department
heads and supervisors are urged to refer any public or media inquiries to the Strike
Spokesperson for response.
III. LAWS RELATING TO STRIKES
A. Units That Can Strike: The Minnesota Public Employment Relations Act currently
provides a right to strike to the following units:
1. Civil Service Basic Unit
2. Health Care Facilities Basic Unit (Nursing Homes)
3. Merit System Basic Unit (Social Services)
4. Highway Maintenance Divisions Unit
(Other units may have the right to strike in the event that the employer should
refuse a request to proceed to binding arbitration or, alternatively, should refuse to
implement a binding arbitration award. This manual does not set forth contingency
plans for either of these relatively remote possibilities.)
B. Expired Contract: The bargaining unit’s collective bargaining agreement must have
expired before an economic strike can legally occur.
C. Ten Day Notice: Ten (10) days advance notice must be given by the union before a
strike can legally commence. Since the law does not differentiate between
“calendar” days and “working” days, this manual assumes that ten “calendar” days
advance notice is required. It should be noted, also, that the law is presently unclear
as to whether the Union must wait until the collective bargaining agreement expires
before giving the ten day notice or whether the notice can be given ten days prior to
the expiration of the contract, such that the right to strike matures with the
expiration of the contract.
D. Twenty Days to Strike: After the ten days of advance notice have elapsed, the
Union has twenty (20) days in which to strike. The Union need not strike
immediately upon the expiration of the ten days of advance notice. If the Union
24.5
ST. LOUIS COUNTY BOARD POLICIES
STRIKE CONTINGENCY
24
does not strike within the 20 day period, no strike can legally occur until a new ten
day strike notice has been served.
E. Crossing Picket Lines Mandatory: Under the Minnesota Public Employment
Relations Act, all St. Louis County employees who are NOT in the bargaining unit
that is on strike MUST cross picket lines and report for work or face employer
discipline, which could include discharge. Employees must cross picket lines and
report for work even if they belong to the same Union, e.g. Council No. 96, but a
different bargaining unit than the bargaining unit which is on strike.
F. Non-striking Unit Members: Any member of a striking bargaining unit has a legal
right to cross picket lines and report for work. However, if the unit member
electing to cross picket lines is a member of the Union, i.e. a dues paying member
and not a fair share fee employee, the Union constitution may allow the Union to
impose sanctions against the employee. The sanctions could include a fine.
Therefore, if a member of the striking bargaining unit intends to cross his own
unit’s picket lines and report for work, the unit member should consider tendering
written resignation to the Union prior to crossing the picket lines.
G. Fair Share Fee Employee: St. Louis County deems all fair share fee employees to
have the same privileges and immunities as Union members. Therefore, a fair share
fee employee is considered to have the right to honor picket lines, subject to the
same consequences as a Union member. Likewise, a fair share fee employee has
the right to cross picket lines and report for work without being subjected to any
legally enforceable reprisal by the Union. St. Louis County encourages fair share
fee employees to cross picket lines and report for work.
H. Benefits During Strike: An employer is not legally obligated to continue any
benefits to strikers during a strike. The manner in which St. Louis County will deal
with benefits to strikers during a strike is discussed in Part IV below.
IV. STATUS OF STRIKERS
A. Status as Striker: A member of a striking bargaining unit who does not report for
work on the first day of a strike is considered as engaging in the strike. In order to
avoid so-called “hit-and-run” picketing, the County Board reserves the option to
deem any unit member as continuing to engage in the strike from the first day that
the unit member engages in a strike until the strike is finally settled, even if the unit
member offers to return to work prior to the settlement of the strike.
B. Wages: Wages will not be paid to employees who are engaged in the strike. All
wages due up to the last day of employment prior to the strike will be paid but
payment of wages to strikers may be delayed if supervisory and non-striking
employees find it necessary to devote themselves full time to performing higher
priority services.
C. Accumulations - Hours Worked: Time not worked while engaged in a strike shall
not count towards seniority, step increases, or any benefit dependent on hours
worked, such as vacation accrual, sick leave accrual, satisfying probationary
periods, obtaining county insurance contributions, etc.
24.6
ST. LOUIS COUNTY BOARD POLICIES
STRIKE CONTINGENCY
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D. Vacations: No employee engaged in a strike shall be eligible for vacation pay. As
of the date of receipt of a strike notice, all vacation authorization for members of
the striking bargaining unit is cancelled. Vacations for supervisory and non-striking
employees in affected departments may be cancelled at the discretion of the
department head.
E. Sick Leave: Sick leave shall not be authorized for any members of a striking
bargaining unit during the life of a strike. Exceptions shall be only with the
approval of the County Board. With respect to department supervisors and
departmental employees who are not members of the striking bargaining unit,
commencing with receipt of a notice of intent to strike, no sick leave shall be
approved except upon presentation of a physicians certificate expressly stating that
the physician examined the employee at a time when the illness was sufficiently
severe to prevent the employee from reporting for work, and further stating the date
when the employee was able to return to work and the express reasons why the
employee was not able to return to work on any date prior thereto. St. Louis
County reserves the right to have the employee examined by a physician selected by
St. Louis County and further reserves the right to disapprove any request for sick
leave.
F. Holidays: If a holiday occurs during a strike, all members of the bargaining unit
who have engaged in the strike shall forfeit holiday pay.
G. Seminars, Training: Commencing with receipt of a notice of intent to strike, no
absences for training seminars, conferences, conventions, etc. are authorized except
with approval of the County Board for any employees of any affected department.
H. Leaves of Absence: All leaves of absence are cancelled for bargaining unit
employees during a strike. Exceptions must be approved by the County Board.
I. Health Insurance: Employees who have engaged in the strike shall not receive a
county contribution toward group hospitalization and health insurance (Blue Cross -
Blue Shield) beyond the month in which the strike commences. Blue Cross – Blue
Shield advises that during the pendency of any strike, no premiums will be
collected and payment of all claims will be deferred. At the end of the strike, Blue
Cross - Blue Shield will pay all deferred claims and will collect premiums for the
strike period from the striking employees.
J. Life Insurance: Employees who have engaged in a strike shall not receive a county
contribution toward the payment of group life insurance for any month beyond the
month in which the strike commences. Employees who desire to continue their
group life insurance coverage during the pendency of the strike will have to make
arrangements to forward their own premium payments to the insurer.
V. CIVIL SERVICE BASIC UNIT
A. Strike Coordinating Committee: For activities relating to a strike by the Civil
Service Basic Unit, the Strike Coordinating Committee shall consist of the
following: 1) Representative of County Board; 2) Representative of County
24.7
ST. LOUIS COUNTY BOARD POLICIES
STRIKE CONTINGENCY
24
Attorney; 3) Civil Service Assistant Director; 4) Personnel Director, Social Services
Department; 5) Labor Negotiator.
B. Hours of Operation: During a strike by the Civil Service Basic Unit, the following
facilities shall be open to the public only from the hours of 9:30 am to 2:30 pm,
Monday thru Friday: Duluth Court House, Virginia Court House, Hibbing Court
House, Jackson School, Plaza (Food Stamps). Supervisory, non-bargaining unit
members and non-striking unit members will be required to report at 8:00 am. In
departments which normally experience heavy public traffic, department heads are
encouraged to make alternative arrangements with respect to lunch hours so that the
department can remain open during the lunch hour without being seriously
understaffed. The Strike Spokesperson shall be responsible to notify appropriate
media outlets in advance of the commencement of the strike of the changed hours
of operation. The Building Superintendent shall be responsible for posting signs at
all entrances to the Duluth Court House, Virginia Court House and Hibbing Court
House announcing the change in hours of operation. The Director of the Social
Service Department shall be responsible for posting similar signs at Jackson School
and the Plaza.
C. Security of Facilities: Upon receipt of a notice of intent to strike, a padlock and
hasp will be installed on one entrance of the Duluth Court House, Virginia Court
House and Hibbing Court House. The padlock and hasp will secure this entrance
for the night. All other entrances will be chained from the inside. At approximately
6:30 am Monday through Friday, the Building Superintendent will unlock the
padlocks and remove the chains from the other entrances. In the Duluth Court
House, only the north and south entrances will be available for public or employee
access. In the Virginia and Hibbing Court Houses, only two doors will be available
for employee and public access also. Access to these two doors in each building
will be monitored by security personnel throughout the day (see below). At 2:30
pm each day, these doors will be locked so as to prohibit entry without a key. The
doors are equipped with pushbars and will allow persons in the building to exit the
doors after 2:30 pm, until the doors are finally secured for the evening.
Upon receipt of a notice of intent to strike, the Director of the Social Services
Department shall be responsible to change all locks on the Jackson School Building
and the Plaza doors which furnish access for the Social Service Department.
During the hours of the day when the public is present in county facilities, each
department head shall be responsible to monitor security within the department’s
premises. Motor pool security is addressed separately below.
D. Public and Employee Security: One law enforcement officer shall be stationed at
each open door at the Duluth Court House, Virginia Court House, Hibbing Court
House, Jackson School and Plaza. The law enforcement officer shall be present
from 7:30 am to 5:00 pm. For the Duluth Court House, Hibbing Court House and
24.8
ST. LOUIS COUNTY BOARD POLICIES
STRIKE CONTINGENCY
24
Virginia Court House, the Civil Service Department shall be responsible to furnish
each law enforcement officer with a list of all supervisory employees and all
employees who are not members of a striking bargaining unit, who are authorized
to enter the Court Houses before 9:30 am. It shall be the responsibility of the law
enforcement officer to prohibit entry to the Court Houses by any person other than
those on the list furnished by the Civil Service Department. At Jackson School and
the Plaza, a similar list shall be furnished to the law enforcement officer by the
Personnel Director, Social Service Department. In the event that a bargaining unit
employee desires to cross the picket lines and report for work, this fact should be
made known to the Civil Service Department in advance of the commencement of
the strike so that the employee’s name can be included on the list. A bargaining
unit employee, whose name is not on the list of authorized persons, who elects to
cross picket lines after the first day of the strike will be required to wait until the
building is open for the public at 9:30 am before entering.
It shall be the responsibility of the law enforcement officer to insure that pickets do
not obstruct ingress and egress to the premises during the day. The law
enforcement officer shall be instructed to make a written record of any incident in
which pickets obstruct or harass any employee or member of the public (see strike
incident report).
At 4:30 pm, the law enforcement officers shall assist the department heads in
insuring that the building is completely empty of all persons. Thereafter, the law
enforcement officer shall assist the Building Superintendent in securing the building
for the night.
E. Motor Pool Security: Upon receipt of a notice of intent to strike, the Supervisor of
the motor pools at Duluth and Virginia shall immediately change all locks on the
garages. Thereafter, no keys shall be distributed to anyone except the Supervisor of
the motor pool and the Building Superintendent. The Supervisor shall also
immediately top off the gasoline storage tanks.
Upon the commencement of the strike, vehicles may be checked out of the motor
pool only between 9:30 am and 2:30 pm each day. No vehicle may be checked out
of the motor pool until the employee has shown photo identification (e.g. drivers
license), along with an Authorization executed and dated by the department head.
(See exhibit 1 attached hereto).
No vehicles may be returned to the motor pool after 4:30 pm. Employees who
cannot return the vehicle prior to 4:30 pm will be instructed to take the vehicle
home with them for the night. The motor pool will be open for return of vehicles
from 8:00 am to 9:30 am each morning.
24.9
ST. LOUIS COUNTY BOARD POLICIES
STRIKE CONTINGENCY
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During the pendency of the strike, space considerations may necessitate that the
Sheriff’s squad cars be parked elsewhere.
F. Strike Incident Report: Any employee who, while entering or leaving his place of
employment or while working, is subjected to significant harassment or obstruction
by strikers is directed to complete a Strike Incident Report on the prescribed form.
See exhibit 2. Strike Incident Reports shall be available from the department head.
The department head shall in turn forward the Strike Incident Report to the Strike
Coordinating Committee.
G. Building Maintenance: At the Duluth Court House, Virginia Court House and
Hibbing Court House, the Building Superintendent shall arrange for trash collection
carts to be placed at appropriate locations in the hallways of the buildings. The
department heads will direct their employees to place the contents of waste baskets
and other trash into the collection baskets. The Building Superintendent will
arrange for disposal of the trash thereafter. At Jackson School and the Plaza, the
Director of the Social Service Department shall be responsible for continuing trash
collection.
During the pendency of the strike, the Building Superintendent will not have the
capacity to arrange for disposal of trash from the coffee shops in the Duluth,
Virginia and Hibbing Court Houses. As such, if the coffee shops choose to
continue to operate, each coffee shop shall be responsible to insure that all of its
garbage is promptly removed from the Court House building.
H. Mail Distribution: In the three Court Houses, each department head will be
responsible to arrange for pickup of the department’s mail from a central location.
There will be no mail distribution. Within the Social Service Department, the
Director shall be responsible to arrange for mail distribution.
I. Telephone Systems: The telephone systems at the Virginia Court House and the
Duluth Social Service Department are switchboard operated. During the pendency
of a strike, the switchboard at Jackson School shall be operated by supervisory
personnel under the direction of the Director of the Social Service Department. The
switchboard at the Virginia Court House will not operate during a strike. The
Director of the Social Service Department will be responsible to prepare a list of
direct-dial telephone numbers by which various county offices in the Virginia Court
House can be called by the public. This list of numbers will be communicated to
the Strike Spokesperson who will arrange for publication in appropriate media
outlets in advance of the strike.
J. Payroll Procedures: The Union will be requested to authorize a sufficient number of
payroll clerks to cross picket lines in order to prepare the Civil Service Basic Unit
payroll for the pay period prior to the commencement of the strike. In the event the
Union refuses to allow such persons to cross the picket lines for this purpose,
payroll to striking unit members will be prepared only after all other priority
services have been rendered.
24.10
ST. LOUIS COUNTY BOARD POLICIES
STRIKE CONTINGENCY
24
K. Closing Outlying Facilities: Upon the commencement of a strike, the Director of the
Social Service Department is authorized to close all of the Department’s Day Care
Centers, the Crisis Shelters, 2001, and the Senior Centers. The Director is further
authorized to closed down all income maintenance outlets on the Range except at
Virginia. Finally, Food Stamps is authorized to be open to the public for fewer than
five days per week.
L. Strike Spokesperson: The Strike Spokesperson in the event of a strike in the Civil
Service Basic Unit, is the Community Relations Specialist within the Social
Services Department (Presently Dave English).
VI. HEALTH CARE FACILITIES BASIC UNIT
A. Strike Coordinating Committee: The Strike Coordinating Committee responsible
for dealing with strike matters in the event of a strike in the Health Care Facilities
Basic Unit shall be composed of the following persons: 1) County Board
Representative; 2) Director, Social Service Department; 3) Administrator and/or
Assistant Administrator, Nopeming Nursing Home; 4) Administrator and/or
Assistant Administrator, Medical Care Facilities; 5) Personnel Director Social
Services Department; 6) County Attorney’s Representative; 7) Labor Negotiator.
B. Resident Evacuation: The Nursing Homes will not operate in the event of a strike.
Upon receipt of a notice of intent to strike, all residents will be evacuated.
Residents will be classified into three categories: 1) those needing hospital care; 2)
those needing nursing home care; 3) those able to return to their own home or the
home of relatives. Those residents needing hospital care will be evacuated first.
Next, those residents needing nursing home care will be transferred to various area
nursing homes. Finally, residents who can go home will be transported home. The
Director, Social Service Department and the Strike Coordinating Committee shall
be responsible to arrange transportation for the residents.
No residents will be returned to the Nursing Homes until such time as the strike is
finally settled.
C. Building Security: The current complement of private security personnel at the
nursing homes will be increased to provide full, 24-hour security. Striking
employees will not be permitted on the premises. (As such, any picketing will have
to occur on public property off the premises of the nursing homes.)
D. Public and Employee Security: Private security personnel will be asked to monitor
ingress and egress of supervisory personnel during the strike. Any supervisory
employee who is in any way harassed or obstructed is directed to complete a Strike
Incident Report. (For procedures, see Part V, F. above).
During the strike, the nursing homes will not be open to the public.
24.11
ST. LOUIS COUNTY BOARD POLICIES
STRIKE CONTINGENCY
24
E. Building Maintenance: The Union will be asked to permit appropriate building
maintenance personnel to cross picket lines in order to perform essential
maintenance on the buildings during the strike. Since the building maintenance
personnel live on the premises, they will of course have to be allowed to cross
picket lines when coming and going from their own homes in any event. If the
Union threatens to take sanctions against the building maintenance personnel if they
perform maintenance work during the strike, attempts will be made to have the
maintenance work performed by outside contractors.
F. Lay-off Procedures: Once all residents have been evacuated, there will be no need
for any employees other than a minimal complement of supervisory personnel. As
such, upon receipt of a notice of intent to strike, all members of the Health Care
Facilities Basic Unit shall immediately be provided with written notice of lay-off,
effective on or after the date when the ten days advance notice elapses. (It may be
imprudent to lay off all bargaining unit employees at the end of ten days in the
event that there are still residents to be moved and there are bargaining unit
employees who are willing to cross picket lines to move them.)
G. Strike Spokesperson: The Strike Spokesperson in the event of a strike in the Health
Care Facilities Basic Unit shall be the Community Relations Specialist of the Social
Services Department. (Presently Dave English).
VII. MERIT SYSTEM BASIC UNIT
A. Strike Coordinating Committee: The Strike Coordinating Committee in the event of
a strike in the Merit System Basic Unit shall be composed of the following persons:
1) Representative of the St. Louis County Community Social Service Board; 2)
Director, Social Service Department; 3) Personnel Director, Social Service
Department; 4) County Attorney’s representative; 5) Labor Negotiator.
B. Building Security: In the event of a strike in the Merit System Basic Unit, the
Director of the Social Service Department shall be responsible for security at
Jackson School, Plaza, Arrowhead Place, Virginia Masonic Building.
C. Public and Employee Security: A law enforcement officer shall be stationed at the
entrances to Jackson School, Plaza, and Virginia Masonic Building. The law
enforcement officer shall monitor activities at the entrances throughout the normal
hours of operation. At Arrowhead Place, the Duluth Police Department will be
asked to continuously monitor access to the building in view of the presence of
many other employers in the building.
Any employee who is harassed or otherwise obstructed by strikers is directed to
complete a Strike Incident Report. The procedures for handling the Strike Incident
Report are set forth in Part V, F. Above.
D. Closing Facilities: In the event of a strike in the Merit System Basic Unit, the
Director of the Social Service Department is authorized to close facilities as
necessary in the public interest.
24.12
ST. LOUIS COUNTY BOARD POLICIES
STRIKE CONTINGENCY
24
E. Strike Spokesperson: The Strike Spokesperson in the event of a strike in the Merit
System Basic Unit shall be a supervisory employee as designated by the Director,
Social Service Department.
VIII. HIGHWAY MAINTENANCE DIVISIONS UNIT
A. Strike Coordinating Committee: The Strike Coordinating Committee responsible to
deal with strike matters in the event of a strike in the Highway Maintenance
Divisions unit shall be composed of the following persons: 1) County Board
Representative; 2) Highway Engineer and Supervisory subordinate as appropriate;
3) Civil Service Assistant Director; 4) County Attorney’s Representative; 5) Labor
Negotiator.
B. Building Security: In the event of a strike in the Highway Maintenance Divisions
Units, the Highway Engineer shall be responsible to arrange for security for all
Highway Department buildings. Highway Engineer is authorized to contract with
private security agencies in order to provide full, 24-hour security. The Highway
Engineer shall immediately change all locks on all Highway Department
facilitiesupon receipt of a notice of intent to strike. Distribution of keys for the new
locks shall be limited to those persons who are absolutely required to have said
keys.
Upon receipt of a notice of intent to strike, the Highway Engineer shall be
authorized to move all equipment to centralized locations in order to facilitate better
security.
C. Public and Employee Security: The St. Louis County Sheriff shall be requested to
make personnel available to monitor ingress and egress to Highway Department
facilities during a strike. In the event any supervisory employee or non-striking
employee is harassed or otherwise obstructed by strikers, the employee is directed
to complete a Strike Incident Report. Procedures for completion of a Strike
Incident Report are set forth in Part V, F. Above.
D. Closing Facilities: In the event of a strike in the Highway Department Maintenance
Divisions Unit, the Highway Engineer is authorized to shut down Highway
Department buildings in order to concentrate operations, insure security and
employee safety.
E. Strike Spokesperson: The Strike Spokesperson in the event of a strike in the
Highway Maintenance Divisions Unit shall be a supervisory employee designated
by the Highway Engineer.
24.13
ST. LOUIS COUNTY BOARD POLICIES
STRIKE CONTINGENCY
24
IX. INDIVIDUAL DEPARTMENT CONTINGENCY PLANS
MOTOR VEHICLE AUTHORIZATION
I, _______________________________, department head of the
______________________ department authorize
_________________________________________, an employee of my department, to
use a County Motor Pool vehicle this _________day of ______________, 19___.
___________________________________
Department Head
(see next page)
24.14
ST. LOUIS COUNTY BOARD POLICIES
STRIKE CONTINGENCY
24
STRIKE INCIDENT REPORT
Date:___________________________ and time:_____________________ __.m. of
incident.
Location of incident:
________________________________________________________________________
Name of individual reporting incident (print):
________________________________________________________________________
Name(s) of other witness(es) <print>:
________________________________________________________________________
________________________________________________________________________
Detailed description of incident (be sure to name all individuals involved):
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Report prepared by:
________________________________________________________________________
Date of report:
________________________________________________________________________
24.15
ST. LOUIS COUNTY BOARD POLICIES
TAXES
25
DISASTER CREDIT ELIGIBILITY
RESOLUTION NO. 691
August 15, 1989
WHEREAS, Minnesota Statutes 273.123 allows owners of homestead and
nonhomestead properties, which are damaged by disasters, to apply to the St. Louis
County Board of Commissioners for a “disaster credit” and
WHEREAS, Minnesota Statutes 273.123, Subdivision 7, allows the County Board
to approve abatements for the “disaster credit” and said abatements are not subject to
approval by the Minnesota Commissioner of Revenue; and
WHEREAS, the amount of “disaster credit” is reflected as a credit in the calculation
of the net real estate tax payable in the year in which the disaster occurs and such credit
may, if approved by the County Board, be extended into the subsequent year; and
WHEREAS, the amount of “disaster credit” allowed is Not refundable to the county
by the State of Minnesota, but the County Board may levy in the following year the
amount of tax dollars lost to the county government as a result of the amount of “disaster
credit” granted; and
WHEREAS, Minnesota Statutes 273.123, Subdivision 7, establishes minimum
requirements for eligibility for the “disaster credit”; and
WHEREAS, it would be in the best interests of St. Louis County to provide an
incentive for owners of damaged properties to remodel or reconstruct the damaged
property, reinhabit or reuse the property, and to ensure job retention.
NOW, THEREFORE, BE IT RESOLVED, that this Board of County
Commissioners of St. Louis County does hereby establish the following requirements for
eligibility for the “disaster credit” for damaged properties in St. Louis County:
1. Fifty percent (50%) or more of the structure, as established by the County
Assessor, must be unintentionally or accidentally destroyed AND the
residential structure must not be habitable or the non-residential structure
must not be useable.
2. The owners of the property must make written application to the County
Assessor as soon as practical after the damage has occurred.
3. If remodeling or construction is not legally allowed on the same property,
the owner must provide documentation to the County Assessor showing
proof of acquisition and occupancy of another similar property in St. Louis
County within one (1) year from the date of the disaster.
4. Remodeling of the damaged structure or construction to replace the damaged
structure must commence within one (1) year from the date of the disaster
5. The damaged property, or the newly acquired property, must have the same
use as the damaged property at the time of the disaster. Reuse of the
property must begin before the “disaster credit” is approved by the County
Board.
25.1
ST. LOUIS COUNTY BOARD POLICIES
TAXES
25
6. The maximum allowable amount of “disaster credit” shall be based on no
more than twelve (12) full months of the property being unhabitable or not
useable
AUDITOR TO COLLECT ADMINISTRATIVE EXPENSES FROM TAX
INCREMENT FINANCE DISTRICT AUTHORITIES
RESOLUTION NO. 818
October 15, 1991
WHEREAS, the St. Louis County Auditor’s Office has responsibility for
administering the calculations for the various Tax Increment Finance Districts located
within St. Louis County; and
WHEREAS, the administration of these Tax Increment Finance Districts is costly
and time consuming to St. Louis County;
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board of
Commissioners does hereby authorize the County Auditor’s Office to collect
administrative expenses from all Tax Increment Finance District Authorities, for costs
incurred in 1991, and by the method for assessing these costs developed by the County
Auditor’s Office and made part of this resolution by reference, a copy on file in Board
File No. 54294;
BE IT FURTHER RESOLVED, that consistent with Minnesota Statutes, the
County Auditor shall notify all Tax Increment Finance District Authorities of these
expenses by February 15 of 1992 and of each year thereafter.
ABATEMENT OF AD VALOREM TAXES POLICY
RESOLUTION NO. 861
November 30, 1993
RESOLVED, that all prior tax, penalty, interest, and cost abatement policies
adopted by the St. Louis County Board are rescinded:
FURTHER RESOLVED, that the St. Louis County Board of Commissioners
hereby adopts the following policy with respect to standards and procedures for the
abatement of ad valorem taxes and abatement of penalties and interest assessed on
delinquent or past due taxes and costs:
POLICY OF THE ST. LOUIS COUNTY BOARD
CONCERNING THE
ABATEMENT OF AD VALOREM TAXES
The intent of this policy is reasonableness with individual taxpayers and prudence with
the tax and other monies due to the taxing authorities operating within St. Louis County.
25.2
ST. LOUIS COUNTY BOARD POLICIES
TAXES
25
GENERAL PROVISIONS
1. The Board may approve in full or part any settlement agreement negotiated by its
attorney pursuant to a duly docketed action filed in any court of competent
jurisdiction
2. Current Year taxes - after the approval of the Auditor and Assessor, the board may
consider and approve or deny any abatement of taxes for clerical, classification,
ownership, faulty assessment, or other legal reasons. Other reasons include but are
not limited to:
Objective Errors:
1. Exemption by Public ownership
2. Double assessments or other overlapping listings
3. Homestead classification
4. Measurable units (i.e. acres, square footage, etc.)
5. Mobile home ownership or location changes
6. Personal property ownership changes
7. Lease cancellations
8. Computational errors
Subjective opinions:
1. Exemption based on private ownership and use
2. Subjective property attributes (e.g. condition or construction quality)
3. Value before razing or other major modification of improvements
4. Classification based on use only
5. Market trends
The Board will not consider nor grant an abatement for homestead classification
omission if the Assessor possesses a certified mail return receipt (signed by one of
the owners) for a homestead deficiency notice
3. Current year penalty and costs - The County Board, pursuant to MS 279.01, Subd 2,
delegates authority to the Auditor to abate penalties due on current year taxes, if the
imposition of the penalty would be unjust or unreasonable. Unjust or unreasonable
for purposes of this policy shall include demonstrable medical or familial distress.
The Auditor may require written documentation and/or sworn affidavits to support
any request for an abatement. The Auditor may only grant such an abatement if all
current year taxes due are paid or payment is tendered.
The Board also authorizes the Auditor to abate penalty of up to $20.00 assessed for
late payment of homestead taxes, provided that payment of all due taxes is tendered
and received in the Office of the Auditor by June 30 for 1st half taxes and
November 30 for 2nd half taxes and there is no record of late payments of any tax
25.3
ST. LOUIS COUNTY BOARD POLICIES
TAXES
25
obligation on the property in the prior 5 years and there exists no outstanding
delinquency on the property or other property owned by the taxpayer. Delinquency
includes any balances of record under a confession of judgment.
The Auditor may refer any penalty abatement request to the board for their
consideration.
The simple failure to receive a tax statement shall not in and of itself be reason for
an abatement. The Auditor and the County Board shall only grant an abatement if
in reviewing the records of the Auditor it is determined that the office failed to
properly transcribe mailing information or failed to timely provide a copy of the tax
statement subsequent to a written request.
4. Past years tax - Prior year taxes, not more than 2 years prior to the current year, may
be abated for clerical errors which include objective assessment errors as listed
below:
1. Exemption by public ownership
2. Double assessments or other overlapping listings
3. Homestead classification
4. Measurable units (i.e. acres, square footage, etc.)
5. Mobile home ownership or location changes
6. Personal property ownership changes
7. Lease cancellations
8. Computation errors
The Board will not consider nor grant an abatement for homestead classification
omission if the Assessor possesses a certified mail return receipt (signed by one of
the owners) for a homestead deficiency notice.
The Board may also consider abatements for failure to file a timely abatement
request due to hardship. Hardship shall be defined as: 1) Medical or familial
distress of individuals or principals of a business (partnerships, single
proprietorships, sub-chapter S); 2) or being in the process of foreclosure or
bankruptcy procedures; 3) Disaster affecting the property or business (i.e. fire,
flood, windstorm, etc.), during the applicable time period
5. Past year penalty, interest, and costs - Penalties and interest due on tax amounts
abated under Item 4 above shall automatically be reduced in the same proportion as
any reduction in taxes granted
25.4
ST. LOUIS COUNTY BOARD POLICIES
TAXES
25
Other penalty and interest abatements shall be governed by the following: Prior
year penalty, not more than 2 years prior to the current year, may be abated for
clerical errors and filing hardship as defined in 4 above and can exceed
proportionally any abatement granted on the taxes.
The simple failure to receive a tax statement shall not in and of itself be reason for
an abatement. The Auditor and County Board shall only grant an abatement if in
reviewing the records of the Auditor it is determined that the office failed to
properly transcribe mailing information or failed to timely provide a copy of the tax
statement subsequent to a written request.
25.5
ST. LOUIS COUNTY BOARD POLICIES
TIME KEEPING
26
RECORDING OF HOURS WORKED
RESOLUTION NO. 314
May 27, 1986
RESOLVED, that those policies/procedures for payroll time-keeping regarding:
I. Recording of Hours Worked on Saturday and Sunday
II. Recording/Awarding Overtime Earned in Quarter-hours
III. Work Over Eight (8) Hours Per Day
as recommended by the Civil Service Department and identified as County Board File
No. 52269, are hereby adopted by the St. Louis County Board of Commissioners,
effective May 27, 1986.
RECORDING OF HOURS WORKED - PAYROLL
I. RECORDING OF HOURS WORKED ON SATURDAY AND SUNDAY:
A. The normal workweek begins at 12:00:01 AM, Saturday; therefore, if an
employee works on Saturday or Sunday, the employee is not on overtime
status. The overtime is not earned until the employee was worked the total
hours required by the bargaining agreement, i.e., 35 or 37 ½ hours.
Example: Basic Unit employee
Sat-7 Sun-0 Mon-7 Tue-7 Wed-7 Thu-7 Fri-7
The hours worked on Friday would be overtime hours earned
II. RECORDING/AWARDING OVERTIME EARNED IN QUARTER-HOURS:
Overtime is to be earned in one-quarter hour segments. If less than 7.5 minutes overtime
is worked, no overtime shall be credited to the employee. If more than 7.5 minutes is
worked, the employee shall be credited with one quarter hour overtime.
In calculating time and one-half on the one-quarter hour overtime earned, the total hours
shall be rounded to the nearest hundredth of an hour.
Example: An employee works 8 minutes of overtime (at time and one-half). The
employee would earn .25 hours of overtime to be calculated at time and one-half. The
total hours earned would be .38 hours (.25 x 1.5 = .375 rounded to .38)
26.1
ST. LOUIS COUNTY BOARD POLICIES
TIME KEEPING
26
III. WORK OVER EIGHT (8) HOURS PER DAY:
To clarify what constitutes “a day” for employees working shift work, the following
procedure shall be used: a 24-hour period shall constitute “a day” if the employee works
two consecutive shifts without a break.
Example: A Basic Unit employee works the following hours:
5/1/86 - 6:00 PM - 12:00 PM (employee’s regular shift)
5/2/86 - 12:01 AM - 7:00 AM (employee is required to stay for 2nd shift)
The employee would receive time and one-half for all hours worked in excess of 8 hours
from 6:00 PM (5/1/86) to 7:00 AM (5/2/86), even though the hours worked extend into a
second calendar day. If the employee returned to work on May 2, 1986, to work his/her
regular shift at 6:00 PM, the employee would Not receive time and one-half for those
hours worked.
I will be notifying the payroll clerks/timekeepers of these procedures. This information
will also be explained to the supervisors in the training sessions.
To: All Timekeepers
From: Charles B. Griffin, Personnel Technician II
Subject: Overtime Pay
Date: June 9, 1978
Sick leave, vacation and personal holidays are considered as days worked in a particular
pay period.
Any hours exceeding 8 hours per day or 40 hours per week shall be paid at the rate of
time and ½. The same procedure shall be applied to the 8 and 80 hour schedules.
11/78 Holidays do not apply to this policy. If a paid holiday follows 40 hours worked,
the employee is paid straight time for the holiday only, as per Leo. Tony Orman
concurred.
OVERTIME
RESOLUTION NO. 326
May 27, 1986
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ST. LOUIS COUNTY BOARD POLICIES
TIME KEEPING
26
BE IT RESOLVED, that the St. Louis County Board hereby establishes the
following policy with regard to overtime:
"It is the policy of St. Louis County that no employee shall work overtime
unless the overtime has been previously authorized by the employee's
immediate supervisor. If the work situation is such that previous authorization
cannot be obtained (the employee's working out of the office), it shall be the
employee's responsibility to discuss the overtime earned with his/her
immediate supervisor on the next working day."
RESOLVED FURTHER, that all departments shall issue to non-exempt employees
correspondence provided by the Civil Service Department informing employees of the
above policy statement and instructing employees in the procedures to be followed in
completing the individual time sheets, beginning June 7, 1986.
BE IT RESOLVED FURTHER, that all departments shall provide Civil Service
with written correspondence verifying the dates on which employees were issued the
above mentioned correspondence.
HOURS WORKED DEFINITION
RESOLUTION NO. 101
February 9, 1988
WHEREAS, the County Board has been advised to establish a uniform definition of
hours worked in regards to the Fair Labor Standards Act payroll time-keeping
requirements;
THEREFORE, BE IT RESOLVED, that for the purpose of computing employee
overtime during the work week; vacation leave, sick leave, personal leave, compensatory
time off and holidays shall be counted as hours worked.
RESOLVED FURTHER, that Board Resolution 427, dated July 14, 1986, and Resolution
No. 554, dated September 8, 1986, be rescinded.
HOURS WORKED TO INCLUDE COLLECTIVE BARGAINING LANGUAGE
RESOLUTION NO. 307
April 16, 1991
RESOLVED, that St. Louis County Board Resolution No. 101, adopted February 9,
1988, is hereby amended to read as follows:
26.3
ST. LOUIS COUNTY BOARD POLICIES
TIME KEEPING
26
WHEREAS, the County Board had been advised to establish a uniform definition of
hours worked in regards to for the purpose of the Fair Labor Standards Act payroll timekeeping
requirements;
THEREFORE, BE IT RESOLVED, that "hours worked" for the
purposes of computing employee overtime during the work week, shall
include vacation leave, sick leave, personal leave, compensatory time off and
holidays shall be counted as hours worked except as otherwise specifically
negotiated in any collective bargaining agreement.
UNIFORM DEPARTMENTAL TIME-KEEPING PROCEDURES
RESOLUTION NO. 869
November 12, 1996
BE IT FURTHER RESOLVED, that all departments are directed to comply with the
uniform time-keeping procedures established by the St. Louis County Civil
Service/Personnel Department. Departments shall use only those time-keeping
documents or recording systems approved by the Civil Service/Personnel Department,
and shall not modify or change time-keeping procedures or documents unless authorized
to do so by the Civil Service/Personnel Director.
26.4
ST. LOUIS COUNTY BOARD POLICIES
TIME KEEPING
CHAPTER 26
ST. LOUIS COUNTY BOARD POLICIES
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CHAPTER 27
MEALS: METHOD OF REIMBURSEMENT
RESOLUTION NO. 678
September 10, 1979
WHEREAS, it is necessary for members of the St. Louis County Attorney's Office
to meet with individuals from within or outside of the personnel of the St. Louis County
Attorney's Office for the benefit of St. Louis County, and the St. Louis County Attorney's
Office; and
WHEREAS, on occasion it is necessary to hold staff meetings of all staff members
within the St. Louis County Attorney's Office for the benefit of St. Louis County; and
WHEREAS, due to the time or situation, meals are purchased for the members of
the staff of the St. Louis County Attorney's Office; and
WHEREAS, the present policy requires much paper work and inconvenience in
having to separate the meals for each individual;
NOW, THEREFORE, BE IT RESOLVED, that payment may be made to a single
individual on a single voucher as reimbursement for the above mentioned expenditures.
MILEAGE: FOREST INVENTORY CREW
RESOLUTION NO. 222
April 14, 1980
WHEREAS, the daily work site for the Forest Inventory Crew changes from day to
day; and
WHEREAS, these persons have agreed to drive their private vehicles and to carpool
from a central location in each general area (Ely, Hibbing, Virginia, and Duluth) to
the assigned work site;
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Travel Policy
be amended to provide that the Forest Inventory Crew be paid mileage from their
residence to the car-pool location to the work site.
RESOLVED FURTHER, that these payments be made retroactive to February 1,
1980.
TRAVEL EXPENSE ADVANCES
RESOLUTION NO. 262
April 28, 1980
RESOLVED, that pursuant to Chapter 254, Laws of 1974, Subdivision 2, the
County Auditor is hereby authorized and directed to establish an imprest fund for the
purpose of advancing money to officers and employees to pay necessary expenses in
attending meetings outside St. Louis County.
RESOLVED FURTHER, that the County Auditor is authorized to advance one
hundred percent (100%) of registration and/or conference fees and to advance eighty
percent (80%) of estimated travel expenses subject to prior approval of the Board of
County Commissioners by submitting “Requisition for Travel Expense Advance;” and
the employee or officer shall be personally responsible to submit within 60 days after
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attendance at said meetings receipts for said travel expenses, in order to receive the
balance.
RESOLVED FURTHER, that the County Auditor is hereby authorized to set the
rules and regulations for implementation of the aforementioned.
RESOLVED FURTHER, that the following amounts are deposited in the Special
Checking Account from the following funds and departments:
Fund 1
Department 51, Account 429 $5,000.00
Fund 2
Department 11, Account 429 $1,000.00
Fund 3
Department 11, Account 429 $1,000.00
Fund 47
Arrowhead Regional Corrections $3,000.00
Fund 23
Northeast Regional Corrections $1,000.00
Fund 21
Arrowhead Juvenile Center $ 500.00
-------------
$11,500.00
RESOLVED FURTHER, that Resolution No. 307 adopted May 13, 1974 is hereby
rescinded in its entirety.
See Also:
I. Travel Imprest Fund, Resolution No. 294, Adopted May 12, 1980.
II. Travel Imprest Fund, Resolution No. 27, Adopted January 12,
1987.
III. Travel Imprest Fund, Resolution No. 709, Adopted September 20,
1988.
IV. Travel Imprest Fund, Resolution No. 376, Adopted June 12,
2001.
TRAVEL IMPREST FUND
RESOLUTION NO. 294
May 12, 1980
RESOLVED, that Resolution No. 262, adopted April 28, 1980, relative to the
establishment of an imprest fund for employees’ travel expenses, is hereby amended by
changing Paragraph 4 to read as follows:
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RESOLVED FURTHER, that the following amounts are deposited in the Special
Checking Account from the following funds and departments:
Fund 1
Department 51, Account 429 $ 5,000.00
Fund 2
Department 11, Account 429 $ 1,000.00
Fund 3
Department 11, Account 429 $ 1,000.00
Fund 26
Arrowhead Regional Corrections $ 4,500.00
-------------
$11,500.00
See Also:
1. Travel Expense Advances,
Resolution No. 262, Adopted April 28, 1980.
2. Travel Imprest Fund,
Resolution No. 27, Adopted January 12, 1987.
3. Travel Imprest Fund,
Resolution No. 709, Adopted September 20, 1988.
4. Travel Imprest Fund,
Resolution No. 376, Adopted June 12, 2001.
ORAL EXAMINATION JUDGES PROVISION
RESOLUTION NO. 513
July 13, 1981
RESOLVED, that the St. Louis County Travel Policy is hereby amended to provide
that the Civil Service Department is authorized to provide lunches for oral examination
judges; payable from Fund 1, Department 63, Account 350, for the actual costs of such
lunches.
TRAVEL IMPREST FUND
RESOLUTION NO. 27
January 12, 1987
RESOLVED, that St. Louis County Board Resolution No. 262, adopted on April
28, 1980, as amended by Resolution No. 294, adopted May 12, 1980, regarding creation
of an imprest fund for the purpose of advancing money to officers and employees to pay
necessary expenses in attending meetings outside of St. Louis County, is hereby amended
to read as follows in paragraph four:
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RESOLVED FURTHER, that the following amounts are deposited in the Special
Checking Account from the following funds and departments:
Fund 1
Department 51, Account 429 $ 5,000.00
Fund 2
Department 11, Account 429 $ 1,000.00
Fund 23
Department 11, Account 429 $ 1,000.00
Fund 73
Arrowhead Regional Corrections $ 4,500.00
Fund 7
Land Investment Department $ 1,000.00
See Also:
1. Travel Expense Advances, Resolution No. 262,
Adopted April 28, 1980.
2. Travel Imprest Fund, Resolution No. 294, Adopted
May 12, 1980.
3. Travel Imprest Fund, Resolution No. 709, Adopted
September 20, 1988.
4. Travel Imprest Fund, Resolution No. 376, Adopted
June 12, 2001.
TRAVEL POLICY
RESOLUTION NO. 706
November 9, 1987
ST. LOUIS COUNTY BOARD TRAVEL POLICY
Resolution 706 of November 9, 1987 (original)
Resolution 69 of January 26, 1988 (meals/phone)
Resolution 1006 of December 27, 1988 (meals)
Resolution 349 of April 25, 1989 (phone calls)
Resolution 676 of September 11, 1990 (mileage/IRS rate)
Resolution 51 of January 15, 1991 (parking fees)
Resolution 414 of May 21, 1991 (meals)
RESOLVED, that the St. Louis County Board of Commissioners hereby adopts the
following TRAVEL POLICY:
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1. Travel Authority: A department head has the authority and responsibility to
review and approve travel according to this policy and subject to the
availability of departmental funds budgeted for this purpose. A department
head shall only approve travel that is beneficial or necessary to St. Louis
County and considers the most economical cost and means of transportation
available. Travel outside Minnesota by the department heads must have
prior approval by the County Administrator and the County Board Chair,
except where such travel is necessary to carry out the duties and tasks of the
department according to statute or court order.
2. Department Travel Evaluation: It shall be the responsibility of each
department head to provide the County Administrator or Board Chair, upon
request, with an evaluation of any conference, seminar, or workshop
attended.
3. Mileage: Reimbursement for mileage for travel on official County business
will be paid at a rate set by resolution of the County Board. Alternate
methods of travel shall be considered so as to travel in the most economical
way. If commercial transportation is used, reimbursement will be made
according to Section 5. It shall be the responsibility of the department head
to coordinate travel within the department as well as with other departments
wherever practicable.
4. Reimbursement (Out of State): Payments for expenses for transportation by
personal vehicle for out-of-state travel shall be made on the basis of a single
coach air fare to the destination or the airport located closest to such
destination for each vehicle used. When personal vehicles are used in
driving to out-of-state locations not available by commercial transportation,
or when two or more officials or employees travel together by personal
vehicle, travel reimbursement shall be made on actual mileage basis or for
flight to the nearest airport plus car rental, bus, taxi, or limousine. The
reimbursement shall be in accordance with this policy and for the alternative
least expensive to St. Louis County. When mileage reimbursement is made
on an in-lieu-of basis, reimbursement for meals and lodging shall be limited
to such periods of time as would be required if travel were by commercial
transportation, unless the use of personal vehicle results in a total cost to the
County that is less than the cost by commercial transportation. In such
cases, reimbursement may be made for additional meals and lodging if
authorized by the County Administrator. When commercial transportation is
not available, reimbursement for meals and lodging shall be limited to a
reasonable period of time.
5. Commercial Transportation: County officials and employees may travel instate
and out-of-state by commercial transportation. Transportation may be
first class only when necessary to make reasonable connections. When an
employee has a reservation that is not going to be used, such employee shall
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be accountable for the cancellation of such reservation. Charter service may
be used for in or out-of-state travel only where such charter service is more
economical than commercial transportation. Excursion or charter group
rates shall be used when available. Employees are encouraged to purchase
advance fare tickets at the most economical rates available while recognizing
that the County may be responsible for a non-refundable or partially
refundable ticket when unavoidable events prohibit the employee from
making the planned trip.
6. Receipts: An employee who claims reimbursement for expenses incurred in
travel shall file properly executed receipts or copies thereof of airline
receipts with the expense voucher for railroad, airline, or bus transportation,
lodging accommodations and parking fees. When no receipts are available
(i.e. situations where an employee or department head drives their personal
vehicle or are entitled only to coach air fare) it shall be referred to the
County Administrator for authorization.
<Resolution No. 1006 of 12-27-88>
7. Meal Reimbursement shall be allowed under the following circumstances:
A. Where an employee is in travel status within the County and
overnight lodging is approved
B. When an employee is in travel status outside St. Louis County; or
C. When an employee is in attendance at a workshop, seminar, or
working lunch meeting where a meal is served for which
payment is required.
Employees shall claim reimbursement only for the amount actually paid for
meals, but within the maximum set forth below. The amount must be
reasonable taking into consideration the location in which the meal is
obtained. Reimbursement for an official breakfast, luncheon or dinner or
banquet meeting in conjunction with or required by an approved conference,
workshop or seminar shall be the actual cost of the meal and reimbursed in
full.
The meal allowance reimbursement rate is established as follows:
Breakfast $5.00
Lunch 7.00
Dinner 13.00
Meal allowance for breakfast is authorized when am employee must be in
travel status prior to 6:30 A.M., and meal allowance for dinner is authorized
when employee travel status extends beyond 7:00 P.M. This policy will apply
to all county employees except in cases of conflict with labor contract
provisions - effective 1-1-89.
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8. Lodging: Because of the variances in in-state and out-of-state hotel or motel
accommodations, no fixed amounts are prescribed. It is the responsibility of
the department head to instruct the employee to use good judgement in
incurring lodging costs. Charges shall be reasonable and consistent with
facilities available. Employees may find it financially beneficial to utilize
lodging at a distance from the meeting site and pay for transportation expenses
for commuting between the sites. When this option is used, a comparison of
costs must be included in the expense statement filed by the employee.
9. Conference Rooms: No payment will be made for use of conference rooms
except with prior approval by the County Administrator.
10. Advances: Advances for 100 percent of registration and/or conference fees
and for advance transportation costs where financially beneficial to the
County, may be made by the County Auditor at any time prior to the date of
travel, 80 percent of estimated expenses for meals, lodging, and travel may be
advanced ten (10) days prior to departure. All vouchers and receipts for
expenses incurred where advanced funds were provided shall be submitted to
the County Auditor within thirty (30) days of completion of travel.
11. Expense Payments: All travel expense payments shall be made to the County
official or employee only, who shall then be responsible for payment of
expenses incurred.
12. Justification of Expense: Any unusual circumstance that would not fit within
the normally established guidelines shall be referred to the County
Administrator and Board Chair for consideration and final payment shall not
be made without their authorization.
13. Out-of-State Travel Arrangements: All out-of-state travel arrangements for
department heads shall be completed and presented on the approved form to
the County Administrator and Board Chair.
RESOLVED FURTHER, that all prior Travel Policies are hereby revoked on
November 9, 1987, the effective date of this policy.
Resolution #69 of 1-26-88
RESOLVED FURTHER, that the following is added as a reimbursable expense to
the Travel Policy effective in 1988:
Unreceipted telephone call expenses made by the employee and certified by the
appropriate authority as Business-related phone calls
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
Resolution #349 of 4-25-89
One unreceipted telephone call expense per day of a personal nature to employee's home
and/or family.
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
Resolution #676 of 9-11-90
Resolved Further, that the County Board establishes the mileage reimbursement rate for
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use of individual automobiles at the same rate as that allowed by the Internal Revenue
Service and directs that whenever the IRS gives notice that the mileage reimbursement
rate has been changed, that all mileage and flat rate allowances for employees will be
changed effective the beginning of the next month (effective 9-1-90)
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
Resolution #51 of 1-15-91
RESOLVED, that the St. Louis County Travel Policy be amended, allowing parking fees
to be reimbursed up to $5 per day or upon submittal of a receipt. This policy shall be
effective immediately (1-15-91)
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
Resolution #414 of 5-21-91
RESOLVED, that St. Louis County Board Resolution No. 1006 ADOPTED December
27, 1988, relative to meal reimbursements within the St. Louis County Travel Policy, is
hereby amended to eliminate reference to "In County" and "Out of County"
reimbursements and to read as follows: The meal allowance reimbursement rate is
established as follows: $5.00 Breakfast; $7.00 Lunch; $13.00 Dinner. All other
language in said resolution to remain. RESOLVED FURTHER, that said policy is
effective January 1, 1991.
MEALS: PLANNING COMMISSION/BOARD OF ADJUSTMENT
RESOLUTION NO. 144
February 23, 1988
RESOLVED, that in calculating the meal reimbursement for the Planning
Commission and the Board of Adjustment, the Township 54/55 dividing line will not be
taken into consideration.
WASTE ADVISORY COMMISSION PROVISION
RESOLUTION NO. 288
April 26, 1988
RESOLVED, that travel authorization for the Waste Advisory Commission shall
be approved as follows:
1. Out of state - approval by the Chair of the St. Louis County Board
2. In state - approval by the Department Head
TRAVEL IMPREST FUND
RESOLUTION NO. 709
September 20, 1988
RESOLVED, that St. Louis County Board Resolution No. 262 adopted on April
28, 1980, as amended by Resolution No. 294 adopted May 12, 1980 and Resolution No.
27 adopted January 12, 1987, regarding creation of an imprest fund for the purpose of
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advancing money to officers and employees to pay necessary expenses in attending
meetings outside of St. Louis County is hereby amended to read as follows in paragraph
4:
FURTHER RESOLVED, that the following amounts are deposited in the special
checking account from the following funds and departments:
Fund 1
General Fund $11,000.00
Fund 1
General Fund (Highway Department) $ 1,000.00
Fund 7A
Land Investment $ 1,000.00
Fund 73
Arrowhead Regional Corrections $ 4,500.00
Said resolution amending only Fund 1, with the remaining funds staying as they have
been approved in previous resolutions
See Also:
1. Travel Expense Advances, Resolution No. 262, Adopted
April 28, 1980.
2. Travel Imprest Fund, Resolution No. 294, Adopted May 12,
1980.
3. Travel Imprest Fund, Resolution No. 27, Adopted January
12, 1987.
4. Travel Imprest Fund, Resolution No. 376, Adopted June 12,
2001.
APPOINTED BOARDS, COMMITTEES, COMMISSIONS AND TASK FORCES
PROVISION
RESOLUTION NO. 246
March 21, 1989
BE IT RESOLVED, by the County Board of St. Louis County that the following
policy will apply to County-appointed boards, committees, commissions, and task forces:
It is the intent of St. Louis County that all members of appointed boards,
commissions, committees, and task forces, other than designated user boards, will be
eligible for the following reimbursement. Current designated user boards, include the
911 User Board, the West End Senior Citizen Advisory Board, and the Senior Citizens
Community Center Advisory Board.
1. MILEAGE REIMBURSEMENT: Mileage reimbursement shall be calculated
from the home or business to the meeting site and return at the rate in effect
for County employees, as set by the County Board (current rate of 24 cents
per mile);
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2. MEAL REIMBURSEMENT: Meal reimbursement shall be paid at the rate
established by the County Board (currently $3.50 for breakfast, $4.50 for
lunch, and $7.00 for dinner) when attendance at a meeting requires a member
to be away from his/her home or worksite during these meals;
3. EXTRAORDINARY EXPENSES OR LOSS OF WAGES
REIMBURSEMENT: A member who has extraordinary expenses or loss of
income due to serving on a board, commission, committee, or task force is
eligible to claim a maximum per diem of $20 per meeting, or to claim a
maximum per diem of $50 per day whenever activities are engaged in outside
St. Louis County which require all or a substantial part of the entire day;
Members of boards, commissions, committees, and task forces who receive payment
of wages and/or expenses for serving are not eligible for these reimbursements.
Members of boards, commissions, committees, and task forces who are employees of
agencies contracting with St. Louis County and who are serving as representatives of
those agencies are not eligible for these reimbursements. County Employees who
serve on said boards, commissions, committees, and task forces shall be treated like
all other members.
RESOLVED FURTHER, that the effective date of this policy shall be March 21,
1989.
RESOLVED FURTHER, that St. Louis County Board Resolution No. 579
adopted July 19, 1988, is hereby rescinded in its entirety.
MOTOR POOL USE POLICY
RESOLUTION NO. 531
June 20, 1989
BE IT RESOLVED, that the auto use policy, on file in the office of the County Auditor,
identified as County Board File No. 53526, is implemented for all County vehicular
travel, and that Resolution No. 710, adopted October 14, 1980, be rescinded.
MOTOR POOL USE POLICY
USE AND SAFETY OF ALL COUNTY VEHICLES
1. All users of County vehicles are required to have a valid and appropriate driver’s
license. It is the employee’s responsibility to notify his/her supervisor if their license
has been revoked or if there is any other reason why they cannot drive a vehicle.
2. Employees using County vehicles should be familiar with the policy regarding
accidents in these vehicles. In the glove compartment of each car is an accident
brochure that outlines the steps to use when involved in an accident. There is also a
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vehicle collision report form in the compartment. This form must be completely
filled out in any incident involving physical contact with another vehicle or property.
If any contact is made with an unoccupied vehicle or property a note must be left on
the affected vehicle or property.
3. County vehicles and equipment are to be used for County related business only.
However, assigned County vehicles may be used to a limited extent for the conduct of
personal business when traveling out-of-town or for meal purposes during lunch
hours.
4. Employees are required to use seatbelts if available when operating or riding in a
County vehicle. (For highway employees - Highway Policy Manual - supercedes for
seatbelt use.)
5. Allowable parking reimbursement: Parking fees as a result of County business will be
reimbursed up to $5.00 per day or upon submittal of a receipt.
6. Situations not specifically covered: Periodically situations arise which require
flexibility and common sense. Department heads are authorized to make decisions on
situations not specifically covered by this policy, provided the decisions are made
within the general intent of the policy.
DISCIPLINARY ACTION
1. Disciplinary action shall be taken against an employee as a result of any misuse or
abuse of County vehicles and/or equipment, or any other negligent actions related
with their use based upon current disciplinary policies in place. Examples of
incidents warranting disciplinary action are the following:
a. Driving without a valid or appropriate driver’s license
b. Leaving the scene of an accident (any physical contact with another vehicle or
property).
c. Employee involved in an unacceptable number of accidents, or an employee
involved in an accident(s) where the circumstances of the accident(s)
constituted misuse of the County vehicle.
d. Failure to use seatbelts when available in operating or riding in a County
vehicle
e. Any other actions constituting misuse of the vehicle or equipment.
MILEAGE: REIMBURSEMENT RATE
RESOLUTION NO. 676
September 11, 1990
RESOLVED, that the County Board hereby amends the Selective Hiring Freeze
to freeze only those positions being considered in Phase I of the Budget Alternatives; and
RESOLVED FURTHER, that the revised estimates for the 1990 budget as
contained in the budget document effective September 1, 1990, and as modified on
September 11, 1990, are hereby adopted. (Any budget adjustments after that time will be
in addition to the revised estimate.)
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RESOLVED FURTHER, that the County Board establishes the mileage
reimbursement rate for use of individual automobiles at the same rate as that allowed by
the Internal Revenue Service and directs that whenever the IRS gives notice that the
mileage reimbursement rate has been changed, that all mileage and flat rate allowances
for employees will be changed effective the beginning of the next month (effective
September 1, 1990).
MILEAGE : VOLUNTEER DRIVERS
RESOLUTION NO. 119
February 12, 1991
RESOLVED, that the County Board adopts a policy reflecting the rate of mileage
reimbursement for volunteer drivers be based on the allowable rate established by the
Internal Revenue Service. Additionally, that the funds necessary to cover this increased
expenditure of $22,500 be transferred from Fund 04C, S75, Object 0209 to Fund 04C,
S79, Object 337.
RECEIPT OF AIRLINE CREDIT OR BENEFIT
RESOLUTION NO. 460
June 22, 1993
WHEREAS, the State of Minnesota requires that public employees, as well as,
elected and appointed officials, report receipt of credits or benefits from airlines issuing
tickets for travel which will ultimately be paid for with public funds; and
WHEREAS, the law also requires that each political subdivision of the State of
Minnesota develop a policy that covers the accrual of these benefits;
NOW, THEREFORE, BE IT RESOLVED, that the County Auditor is requested
to inform all employees, as well as, elected and appointed officials, of their obligation to
report under the law.
BE IT FURTHER RESOLVED, that the County Auditor is requested to collect
such reports and to account for the credits and benefits as prescribed by law.
VEHICLE USE POLICY
RESOLUTION NO. 356
May 6, 1997
WHEREAS, Minnesota law limits the use of government provided vehicles; and
WHEREAS, IRS regulations require a written county policy governing use of
employer provided vehicles;
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board does
hereby adopt the County Vehicle Use Policy, copy on file in Board File No. 57014.
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COUNTY VEHICLE USE POLICY
The following policy and procedures are applicable to all County vehicles whether they
are assigned to individuals, departments, or the motor pool. This policy shall be made
available by departments to all employees who are authorized to use County vehicles. A
copy of the policy shall be posted at each motor pool site.
USE OF COUNTY VEHICLES
PERSONAL USE PROHIBITED. The County provides County-owned or leased
vehicles for the conduct of official County business. Personal use of County vehicles is
prohibited except for commuting authorized by this policy and de minimis personal use
that is clearly incidental to the use of the vehicle for County business.
COMMUTING. Commuting is personal use of a county vehicle and is defined as travel
between the employee’s home and his/her regular work site.
Trips between home and temporary work sites, from one temporary work site to another,
and from a temporary to a regular work site are not considered commuting. A temporary
work site is a location where an employee performs services on an irregular or short-term
(generally a matter of hours or days) basis.
A county vehicle may not be used for commuting except as permitted by this policy,
Minn. Stat. Section 471.666 or other applicable laws.
Commuting in County vehicle allowed only:
(1) in connection with work-related activities during hours when the employee is not
working, e.g. the employee generally works Monday through Friday from 8:00 a.m.
to 4:30 p.m. but must attend a meeting in the evening or on the weekend; or if the
employee is on 24-hour call for County business purposes; or
(2) if the employee has been assigned the use of a county vehicle for authorized county
business on an extended basis, and the employee’s primary place of work is not the
county work station to which the employee is permanently assigned; e.g. an assessor
permanently assigned to the Duluth Courthouse is assigned to assess property in the
Ely area and the employee drives to and from Ely each day; or
(3) if the employee has been assigned the use of a county vehicle for authorized county
business away from the work station to which the employee is permanently assigned,
and the number of miles traveled, or the time needed to conduct the business, will be
minimized if the employee uses a county vehicle to travel to the employee’s residence
before or after traveling to the place of county business.
(4) if there is lack of space to store the vehicle on County property or for security
purposes.
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ASSIGNMENT OF VEHICLES
1. Any department which is assigned vehicles shall establish procedures for the use of
the vehicles which shall be on file with the County Auditor and shall be consistent
with this policy and Minn. Stat. 471.666. Departments shall provide a copy of this
policy to each employee it authorizes to use a county vehicle.
2. All County vehicles will be permanently marked with the county insignia, Minn. Stat.
168.012 (e), unless they meet the requirements for unmarked vehicles. Minn. Stat.
168.012 ( c) (d).
3. A department head, with the approval of the County Administrator, may require an
employee for valid business reasons to have continuous access to a county vehicle
including for commuting purposes, and assign such a vehicle, permanently or
temporarily, to the employee. All such assignments shall be made in writing signed
by the employee, department head, and administrator on a form provided by the
County Auditor. The form shall contain the name of the employee, the employee’s
payroll number (vendor #), social security number, the employee’s title, full
description of the vehicle, the reason the employee is required to use the vehicle for
commuting, with documentation attached, if any, that supports commuting use as
defined by Minn. Stat. 471.666 and/or exemptions under applicable Internal Revenue
Service statutes, rules, and regulations. Additionally, the form shall contain
instructions to the employee regarding documentation of all vehicle use.
A copy of the form shall immediately be sent to the County Auditor. The Auditor
shall determine whether a vehicle qualifies for exemption from taxation of the value
of the commuting use. If it does not, the Auditor shall determine the method that will
be used to value the commuting use of such vehicle pursuant to I.R.S. regulations.
The Auditor shall then notify the County Administrator and department head of such
determination. The department head shall then notify the employee.
4. Department heads must make certain that drivers have a valid Class A, B, or C
drivers license as required by law.
5. The department must take appropriate action if an employee is found to be using a
County vehicle for unauthorized purposes, or his/her record shows lack of skill or
responsibility, endangering self, others or equipment.
MOTOR POOL VEHICLES
Employees using motor pool vehicles shall when possible check-out and return vehicles
at the County garage in Duluth between 7:15 a.m. and 4:15 p.m., Monday through Friday
and at the Virginia garage between 6:45 a.m. and 5:00 p.m. Vehicles returned after
closing time to either location shall be parked outside the garage and the keys and
paperwork shall be deposited in the box located on the door. If a vehicle will be needed
before a garage opens in the morning, a vehicle can be checked out the previous day and
parked outside the garage to be picked up the next day, or driven home before or after
business use if commuting in the vehicle is allowed by this policy. All trash shall be
removed from the vehicle before it is returned.
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FUEL
Gasoline for county cars may be obtained at a County fueling site and a gasoline credit
card may be obtained for refueling that may be required on trips out of the County.
County credit cards may be used only for necessary automotive supplies, fuel and
emergency repairs for the County vehicle.
EMPLOYEE RESPONSIBILITIES
1. Employees shall be familiar with this Policy before using a County vehicle.
2. The employee must maintain a valid driver’s license from their state of residency.
3. Employees shall wear seat belts at all times when operating county vehicles and
personal vehicles when driving for County business.
4. Employees shall ensure that the motor vehicle is in good operating condition and all
windows and lights are clean before leaving the County Garage or other parking area.
5. Employees shall not allow smoking in County vehicles.
6. The employee must park or garage the vehicle in a manner that will prevent damage
or loss.
7. Employees who commute in a county vehicle shall maintain records of business and
commuting use of the vehicle including date and time and description of activities
whenever the employee responds to a call-out or emergency during non-working
hours, and whenever the employee drives to a work-related activity at a location other
than the employee’s primary place of work. This information is intended to explain
the reason for using the county vehicle to travel to or from the employee’s residence.
The employee must also record the number of one-way commutes or miles of
commutes depending on which valuation rule is applicable. See Reporting Personal
Use of County Vehicles in this Policy.
8. Employees must report any vehicle damage or loss to their supervisor.
9. Fines and towing charges for moving or parking violations are the responsibility of
the employee driver. Employee must get a towed vehicle back into County service as
soon as practicable.
VEHICLE ACCIDENTS
1. Employee/driver of a County vehicle involved in an accident must follow the
instructions in the Vehicle Accident Report envelope located in the glove box of all
County vehicles:
a. Notify 911 and remain at the scene of the accident until police arrive. DO NOT
MOVE ANY VEHICLE FROM THE ACCIDENT SITE UNTIL LAW
ENFORCEMENT OFFICERS HAVE ARRIVED AND APPROVED
MOVING THE VEHICLE.
b. Use the Vehicle Collision Report to collect necessary information (driver’s
license numbers, address, phone, vehicle license plate number, etc.) from all
parties involved including any passengers, bystanders, or WITNESSES.
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When asked for insurance information by a law enforcement officer show the
copy of the State self-insured certificate that is in the Vehicle Accident Report
envelope. Refer any other party to the County Attorney’s office for
information about insurance on the County vehicle.
c. Do not admit liability or fault. The County Attorney’s office will handle the legal
matters resulting from the accident. Report the accident immediately to the
Special Investigator in the County Attorney’s office in Duluth at (218) 726-
2323.
d. Obtain the police accident report form number and include it in other information
provided to the County Attorney’s office.
e. If an accident involves any injury, death, or property damage in the total amount
of $1,000 or more, you must also complete the enclosed “MINNESOTA
MOTOR VEHICLE ACCIDENT REPORT” and send it to the State of
Minnesota and provide a copy to the County Attorney.
2. Employee/driver must immediately report any accident involving a County vehicle or
private vehicle used for county business to their supervisor.
3. Any supervisor receiving a report of an accident involving a County vehicle must
report it to the department head or designee who must review every accident and
identify those where additional education or other remedial action will promote
accident prevention.
DISABLED VEHICLES
If mechanical problems disable a County vehicle, call the County Garage in Duluth at
726-2576 or in Virginia at 749-7139 to arrange for a tow truck or mechanic. After hours
and on weekends employees shall make reasonable efforts to secure a disabled vehicle
until it can be repaired or towed to a County garage; or if the vehicle is needed for
County business, arrange for minor repair such as damaged hoses, belts, lights, wiper
blades, and any other items that are necessary for safe driving. If mechanical problems
occur outside the County and it is not reasonable to have a vehicle towed to a County
garage, the employee must have the vehicle towed to a County garage, the employee
must have the vehicle towed to the appropriate dealer of the vehicle if possible or other
secure location. Minor repairs should be made at any reasonable location so the vehicle
can be returned to the County. If it is determined that major repairs are required, the
employee shall contact a County garage as soon as possible for instructions.
REPORTING PERSONAL USE OF COUNTY VEHICLES
The value of personal use, including commuting, of County vehicles is taxable income to
the employee. The Auditor is required to value and report personal use to the IRS
annually via the W-2, wage and tax statement form. The County will only withhold
FICA and Medicare taxes on such use. The County will not withhold State and Federal
income taxes.
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Assigned Vehicles. A log shall be kept by the employee in each assigned vehicle
detailing each trip segment and purpose on a form prescribed by the County Auditor. At
the end of each month a summary listing the number of one-way commutes, miles of
commutes and miles of other travel shall be forwarded to the payroll division of the
County Auditor’s office by the Department for computation of the appropriate amount to
be added to the employees’ income for tax purposes.
General or Departmental County Pool Vehicles. Each department with pool vehicles
shall every three months (November, February, May, and August) prepare a list for the
County Auditor identifying those employees that utilized a pool vehicle for commuting
purposes between their normal employment location and home during the prior three
months, and the number of such one-way trips or miles of commuting for each individual
on a form provided or approved by the County Auditor.
Each department must maintain records on site of all pool vehicle usage that for each
vehicle documents the name and department of employee/driver, date of use, mileage,
and purpose of use.
Exemption from Reporting Requirements. The Auditor may inform a department that a
vehicle is clearly exempt from taxation of personal use under I.R.S. regulations and may
exempt the department from the reporting requirements of this policy. See attachment A.
ATTACHMENT TO POLICY ON USE OF COUNTY VEHICLES
Current I.R.S. exclusions from taxation of use of county vehicle
The following county vehicles are “qualified non-personal use vehicles” (I.R.S. Reg.
1.274-5T(d)) and Departments with employees who commute in vehicles that conform
with these exceptions must make the County Auditor aware of necessary information for
consideration.
1. marked and unmarked squad cars driven by a deputy sheriff who is on call 24 hrs a
day and regularly carries a firearm and spends at least part of each working day as an
enforcement officer in the field. This does not include officers assigned to serve civil
process or the D.A.R.E. instructor.
2. marked pick-up trucks with hydraulic lift gate, permanently installed fuel tanks, or
permanently installed panels that raise the level of the sides of the trucks, or other
heavy equipment (such as an electric generator, welder, boom, or crane used to tow
automobiles and other vehicles), driven by employees who are on 24 hour call for
emergency road conditions.
3. any vehicle designed to carry cargo with a loaded gross vehicle weight over 14,000
pounds.
4. marked pick-up trucks actually used primarily for transporting a particular type of
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load other than over the public highway in connection with a construction,
manufacturing, processing, farming, mining, drilling, timbering, or other similar
operation, and has been specially designed or modified to a significant degree for
such use.
COUNTY COMMISSIONER TRAVEL STATUS DEFINITION
RESOLUTION NO. 942
December 16, 1997
RESOLVED FURTHER, county commissioner travel status is defined as being
about the business of the county outside the commissioner’s district and outside the city
where the county has provided offices for the commissioner.
RESOLVED FURTHER, commissioners in travel status shall be entitled to
expense reimbursement in accordance with Minnesota Statutes 383C.58 and in lieu of
receipts for meals and incidental expenses may instead be reimbursed for such expenses
in accordance with the Internal Revenue Schedule of such allowable
MEDICAL ASSISTANCE TRANSPORTATION
RESOLUTION NO. 198
March 17,1998
RESOLVED, that the mileage reimbursement rate for medical assistance eligible
transportation provided by volunteer drivers and foster parents is set at 31.5 cents per
mile, effective January 1, 1998. No county funds are involved, costs are covered through
state and federal medical funds reimbursed to the county.
MOTOR POOL VEHICLE RATES
RESOLUTION NO. 506
June 23,1998
WHEREAS, a study of Motor Pool charges revealed a need to adjust the motor
pool rates and charges.
RESOLVED, that Motor Pool vehicle rates be adjusted as follows:
$.325/mile Sedans, Mid-Size Trucks
$.405/mile Suburbans/Vans/Full Size Pickups
RESOLVED FURTHER, that Sheriff’s vehicle rates be adjusted as follows:
$.255/mile Sedans
$.255/mile 4WD Vehicles
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RESOLVED FURTHER, that charges for heated garage parking stalls for County
vehicles not charged out on a mileage basis by the Motor Pool be $40/stall.
RESOLVED FURTHER, that shop labor rates are $44.38 (70% of Duluth Auto
Dealers average shop rate).
Adopted June 23, 1998. No. 506
CONUS RATES TO BE USED FOR MEAL & INCIDENTAL EXPENSES
RESOLUTION NO. 973
December 22, 1998
RESOLVED FURTHER, as of January 2, 1999, all employees who are in out-ofcounty
travel status shall be reimbursed or meals and incidental expenses at rates not to
exceed the so-called CONUS rates promulgated under 41CFR Part 301.7.
RESOLVED FURTHER, that the County Auditor is authorized to advance 100%
of required deposits when reserving overnight lodging.
RESOLVED FURTHER, except for the foregoing, the provisions of the County
Travel Policy continue in effect.
SEE CURRENT SCHEDULE (PASSED ANNUALLY)
CONUS RATES - Year 2000
1. Allowable meals will be reimbursed at the 2000 CONUS rates. If a location is not
specifically listed the CONUS rate is the Standard rate of $30. CONUS rates for
2000 can be found either in the Auditor’s accounting section or on the internet at the
following web site:
http://policyworks.gov/org/main/mt/homepage/mtt/perdiem/perd00d.html
The M&IE (Meals and Incidentals) breakdown as provided in FTR Amendment 75 is
as follows:
M&IE $30 $34 $38 $42 $46
Breakfast 6 7 8 9 9
Lunch 6 7 8 9 11
Dinner 16 18 20 22 24
Incidentals 2 2 2 2 2
2. Effective January 1, 2000, the mileage reimbursement rate for use of individual
automobiles is set at 32.5 cents per mile. This is in accordance with County Board
Resolution No. 676, adopted September 11, 1990 and Internal Revenue Service
Procedures 99-38 (Internal Revenue Bulletin 1999-43, dated October 25, 1999).
TRAVEL IMPREST FUND
RESOLUTION NO. 376
June 12, 2001
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RESOLVED, that the Travel Imprest Fund special checking account for officers’
and employees’ travel advances be hereby increased from its current amount of $17,500
to an amount of $30,000.
RESOLVED FURTHER, that the increase is effected by the ratification and
approval of the May 30, 2001, temporary advance to the Travel Imprest Fund from the
General Fund in the amount of $8,625 and an additional $3,875 to be added to the Travel
Imprest Fund from the General Fund (Fund 01).
RESOLVED FURTHER, that the Travel Imprest Fund special checking account
consists of amounts from the following funds:
Fund 01, General Fund - $24,500
Fund 02, Road and Bridge Fund - $1,000
Fund 73, Arrowhead Regional Corrections - $4,500
See Also: 1. Travel Expense Advances, Resolution No. 262, Adopted April
28, 1980
2. Travel Imprest Fund, Resolution No. 294, Adopted May 12, 1980
3. Travel Imprest Fund, Resolution No. 27,
Adopted January 12, 1987
4. Travel Imprest Fund, Resolution No. 709,
Adopted September 20, 1988.
OUT OF STATE TRAVEL FOR ELECTED OFFICIALS
RESOLUTION NO. 688
DECEMBER 20, 2005
WHEREAS, the 2005 State of Minnesota Legislature has required that all local
governmental jurisdictions (except townships) develop and approve an "Out-Of-State
Travel Policy" governing the travel of local elected officials (MN Statutes 471.661,
Section 38, OUT-OF-STATE TRAVEL.);
THEREFORE, BE IT RESOLVED, that the St. Louis County Board of Commissioners
hereby adopts the following policy regarding out-of-state travel for its elected officials:
POLICY ON OUT-OF-STATE TRAVEL BY ELECTED OFFICIALS
St. Louis County has benefitted greatly from membership in national associations,
attendance and participation at national conferences, interaction with counterparts in
other jurisdictions, and meetings and work with the federal government and members of
Minnesota’s congressional delegation. Much of this activity requires out-of-state travel.
This policy is intended to govern the conditions under which out-of-state travel will be
reimbursed by St. Louis County.
Each elected official is responsible for determining whether his or her attendance at an
out-of-state event is of sufficient value to offset the costs in time and travel expenses.
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In making such determination, he or she should consider the following as a general guide
to out-of-state travel:
- The relevance of the conference or event to upcoming or current issues facing the
County;
- Whether there are alternatives to travel that would be of lesser expense, or
whether the travel could be deferred and combined with other travel;
- Whether the Elected Official will be meeting and networking with other Elected
Officials from around the country to exchange ideas on topics of relevance to the
County or on the official roles of local Elected Officials;
- Whether the Elected Official will be viewing a County facility or function that is
similar in nature to one that is currently operating at, or under consideration by
the County where the purpose for the trip is to study the facility or function to
bring back ideas for the consideration of the full Board;
- Whether the Elected Official has been specifically assigned by the Board to testify
on behalf of the County at the United States Congress or to otherwise meet with
federal officials on behalf of the County; and
- Whether funding has been set aside in the budget for this purpose.
No reimbursements will be made for attendance at events sponsored by or affiliated with
political parties. The County will reimburse for transportation, lodging, meals,
registration, and incidental costs using the same procedures, limitations and guidelines
outlined in the policy governing travel for county employees.
The County will not reimburse for alcoholic beverages, costs associated with the
attendance of a family member, rental of luxury vehicles, meal expenses included in the
cost of registration, or recreational expenses such as golf or tennis.
The Board may request an oral or written report from the Elected Official on the results
of the trip. The Elected Official must turn over materials received to the County. The
Board may make exceptions to the policy depending upon circumstances unique to the
trip and/or the Elected Official.
27.21
ST. LOUIS COUNTY BOARD POLICIES
ORDINANCES
CHAPTER 28
ST. LOUIS COUNTY ORDINANCES
ORDINANCE NUMBER 1 - An Ordinance relating to the repeal of the St. Louis County
Zoning Ordinance adopted February 13, 1968, County Board File No. 44162, and the
repeal of the St. Louis County Land Zoning Ordinance adopted April 21, 1944,
Resolution No. 288. Adopted December 13, 1971.
ORDINANCE NUMBER 2 - The Zoning Ordinance for St. Louis County, Minnesota,
adopted December 13, 1971. See various amendments below. Repealed by Ordinance
No. 14 of August 14, 1972.
ORDINANCE NUMBER 3 - An Ordinance to repeal Public Health Regulations.
Adopted December 13, 1971.
ORDINANCE NUMBER 4 - An Ordinance governing the disposal of sewage and human
excreta. Adopted December 13, 1976. Amended January 28, 1974. Rescinded on June
11, 1979. Replaced by Ordinance No. 30. Repealed by Ordinance No. 30 of June 11,
1979.
ORDINANCE NUMBER 5 - An Ordinance relating to sanitation regulations for milk and
milk products in St. Louis County, Minnesota. Adopted December 13, 1971. Amended
January 28, 1974. Repealed by Ordinance No. 18 of March 28, 1974.
ORDINANCE NUMBER 6 - An Ordinance relating to sanitation regulations for food
establishments in St. Louis County, Minnesota. Adopted December 13, 1971. Amended
January 28, 1974.
ORDINANCE NUMBER 7 - An Ordinance to repeal the Solid Waste Regulations.
Adopted December 13, 1971.
ORDINANCE NUMBER 8 - The Solid Waste Ordinance. Adopted December 13, 1971.
Repealed by Ordinance No. 45 of December 22, 1992.
ORDINANCE NUMBER 9 - An Ordinance to repeal Resolution No. 173, adopted March
26, 1971, regarding the licensing and regulation of exhibitions to be held in the County
that reasonably can be expected to continue for more than 18 hours and attract more than
2,000 persons. Adopted December 13, 1971.
ORDINANCE NUMBER 10 - An Ordinance regarding regulating the licensing and
regulation of exhibitions to be held in the County that reasonably can be expected to
continue for more than 18 hours and attract more than 2,000 observers. Adopted
December 13, 1971.
ST. LOUIS COUNTY BOARD POLICIES
ORDINANCES
CHAPTER 28
28.1
ORDINANCE NUMBER 11 - An Ordinance repealing the Air Pollution Regulations.
Adopted December 13, 1971.
ORDINANCE NUMBER 12 - The Air Pollution Ordinance. Adopted December 13,
1971.
ORDINANCE NUMBER 13 - An Ordinance governing weight and load restrictions on
highways. Adopted March 13, 1972.
ORDINANCE NUMBER 14 - An Ordinance relating to the repeal of the St. Louis
County Zoning Ordinance, adopted December 13, 1971, as Ordinance No. 3. Adopted
August 14, 1972. Amended September 22, 1972, and February 26, 1973.
ORDINANCE NUMBER 15 - The Zoning Ordinance for St. Louis County, Minnesota.
Adopted August 14, 1972. Amended September 24, 1973, March 26, 1973, and May 12,
1975. Repealed by Ordinance No. 24 of August 8, 1977.
ORDINANCE NUMBER 16 - St. Louis County Requirements for Lodging
Establishments. Adopted December 26, 1972. Amended January 28, 1974.
ORDINANCE NUMBER 17 - Sewage Pumpers Ordinance. Adopted October 9, 1973.
Amended January 28, 1974. Repealed by Ordinance No. 36 of May 14, 1984.
ORDINANCE NUMBER 18 - An Ordinance to repeal St. Louis County Ordinance No. 5
relating to sanitation regulations for milk and milk products in St. Louis County,
Minnesota. Adopted March 25, 1974.
ORDINANCE NUMBER 19 - An Ordinance providing for the creation of the Vermilion
Landfill Authority. Adopted March 13, 1975. Repealed by Ordinance No. 50 of
September 16, 1997.
ORDINANCE NUMBER 20 - An Ordinance amending Ordinance Number 15, the
Zoning Ordinance, as amended, by amending certain provisions thereof. Adopted May
12, 1975. Repealed by Ordinance No. 24 of August 8, 1977.
ORDINANCE NUMBER 21 - Ordinance providing for the Filing of Surveys with the
County Surveyor as authorized by Minnesota Statutes 389.07. Adopted December 22,
1975.
ORDINANCE NUMBER 22 - An Ordinance amending Ordinance Number 19 providing
for the creation of the Vermilion Landfill Authority. Adopted September 13, 1976.
Repealed by Ordinance No. 50 of September 16, 1997.
ST. LOUIS COUNTY BOARD POLICIES
ORDINANCES
CHAPTER 28
28.2
ORDINANCE NUMBER 23 - An Ordinance relating to bingo and providing regulations
for the operation. Adopted April 11, 1977. Repealed by Ordinance No. 47 of May 3,
1994.
ORDINANCE NUMBER 24 - The Zoning Ordinance for St. Louis County, Minnesota.
Adopted August 8, 1977. Repealed by Ordinance No. 35 of August 13, 1981.
ORDINANCE NUMBER 25 - An Ordinance creating the St. Louis County Planning
Commission. Adopted August 8, 1977. Repealed by Ordinance No. 35 of August 13,
1981.
ORDINANCE NUMBER 26 - An Ordinance creating the St. Louis County Board of
Adjustment. Adopted August 8, 1977. Repealed by Ordinance No. 35 of August 13,
1981.
ORDINANCE NUMBER 27 - An Ordinance establishing a comprehensive plan for that
portion of St. Louis County, Minnesota, outside the incorporated limits of municipalities,
in accordance with provisions of M.S. 394.23 and all acts amendatory thereof, to guide
the future development of the County or any portion of the County. Adopted December
27, 1977. Amended.
ORDINANCE NUMBER 28 - An Ordinance providing rules and regulations governing
the issuance of County liquor licenses as authorized by Minnesota Statutes, Section
340A; Chapters 566 and 663, Laws of 1973; Chapters 220, 333, and 335, Laws of 1974;
and Laws of 1976, Chapter 105. Adopted May 22, 1978. Amended.
ORDINANCE NUMBER 29 - An Ordinance providing for the creation of the Vermilion
Landfill Authority and the Northwoods Landfill Authority by the County of St. Louis on
behalf of itself and for the benefit of the Cities of Ely, Tower, Babbitt, and Winton; the
Towns of Kugler, Morse, Waasa, Breitung, Greenwood, and Vermilion Lake; and the
following unorganized territories: 61-12, 61-13, 61-14, 63-14, 63-15, 64-12, 64-13, 64-
14, 64-15, 64-16, 65-12, 65-13, and 66-12. Adopted June 26, 1978. Repealed by
Ordinance No. 50 of September 16, 1997.
ORDINANCE NUMBER 30 - An Ordinance regulating the treatment and disposal of
sewage. Adopted June 11, 1979. Repealed by Ordinance No. 36. Repealed by
Ordinance No. 36 of May 14, 1984.
ORDINANCE NUMBER 31 - An Ordinance establishing a licensing system for nonprofit
organizations to conduct raffles and operate certain other gambling devices.
Adopted October 9, 1979. Repealed by Ordinance No. 47 of May 3, 1994.
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ORDINANCE NUMBER 32 - An Ordinance creating service charges for Solid Waste
Management Services provided by St. Louis County or others under contract with St.
Louis County. Adopted October 22, 1979. Amended. Repealed Ordinance No. 32A of
July 28, 1992.
ORDINANCE NUMBER 32A - An Ordinance creating services charges for Solid Waste
Management Services provided by St. Louis County or others under contract with St.
Louis County. Adopted July 28, 1992. Repealed by Ordinance No. 45 of December 22,
1992.
ORDINANCE NUMBER 33 - An Ordinance establishing the Subdivision Platting
Regulations of St. Louis County. Adopted November 26, 1979.
ORDINANCE NUMBER 34 - An Ordinance providing for the approval of all plats and
registered land survey plats by the St. Louis County Surveyor prior to recording as
authorized by Minnesota Statutes 389.09. Adopted April 13, 1981.
ORDINANCE NUMBER 35 - An Ordinance repealing and replacing Ordinance Nos. 24,
25, and 26. Zoning Ordinance for St. Louis County. Adopted November 9, 1981.
Amended. Repealed by Ordinance No. 46 of February 9, 1993.
ORDINANCE NUMBER 36 - An Ordinance regulating septage disposal and the design,
location, installation, renovation, operation, maintenance, and inspection of individual
sewage treatment systems; requiring permit therefor; and licensing persons engaged in
construction, installation, renovation, and pumping thereof; and prescribing penalties.
Adopted May 14, 1984. Repealed by Ordinance No. 55 of August 1, 2000.
ORDINANCE NUMBER 37 - An Ordinance regulating manufactured home parks and
recreational camping areas and the licensing, inspection, operation, construction and
maintenance thereof and prescribing penalties, all in accordance with Minnesota
Department of Health Rules Chapter 4630. Adopted August 26, 1985.
ORDINANCE NUMBER 38 - An Ordinance relating to sanitation requirements for
children's camps and the licensing and inspection thereof and prescribing penalties, all in
accordance with Minnesota Department of Health Rules, Chapter 4630. Adopted
September 23, 1985.
ORDINANCE NUMBER 39 - An Ordinance providing for rates and charges for solid
waste management services at St. Louis County's Waste Tire Processing Facility located
at Babbitt, Minnesota. Adopted March 26, 1986. Repealed by Ordinance No. 50 of
September 16, 1997.
ORDINANCE NUMBER 40 - An Ordinance relating to public swimming pools.
Adopted September 8, 1986.
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ORDINANCE NUMBER 41 - An Ordinance providing a system by which all primary
structures located outside of the incorporated limits of municipalities will be assigned an
address, and all owners of primary structures are required to post the assigned address in
specified locations. Adopted March 22, 1988.
ORDINANCE NUMBER 42 - An Ordinance providing for the regulation of the
operation of watercraft upon all waters situated wholly or partly within St. Louis County
except for bodies of water situated entirely within the corporate limits of municipalities.
This ordinance applies only to those portions of bodies of water within the boundaries of
St. Louis County. Adopted May 16, 1989.
ORDINANCE NUMBER 43 - An Ordinance relating to minimizing flood losses.
Adopted February 19, 1992.
ORDINANCE NUMBER 44 - Financial Assurance Contingency Action Compliance
Ordinance. Adopted September 1, 1992.
ORDINANCE NUMBER 45 - Solid Waste Ordinance. Adopted December 22, 1992.
Repeals Ordinance No. 8 - Solid Waste Ordinance and Ordinance No. 32A - an
Ordinance Creating Service Charges for Solid Waste Management Services Provided by
St. Louis County or Others under Contract with St. Louis County, and any amendments
thereto.
ORDINANCE NUMBER 46 - Zoning Ordinance. Adopted February 9, 1993. Repeals
and replaces Ordinance No. 35 - the Zoning Ordinance for St. Louis County. Amended
February 24, 1998.
ORDINANCE NUMBER 47 - An Ordinance to repeal St. Louis County Ordinance No.
23 related to bingo and providing regulations for the operation thereof and the repeal of
Ordinance No. 31 related to the conduct of raffles and operation of certain other
gambling devices. Adopted May 3, 1994.
ORDINANCE NUMBER 48 - Administrative Penalty Order Ordinance. Adopted
September 3, 1996.
ORDINANCE NUMBER 49 - Individual Sewage Treatment Systems Loan Ordinance.
An Ordinance implementing a Public Loan Program to assist St. Louis County property
owners with financing site evaluation, design, installation, repair, and replacement of
individual sewage treatment systems. Adopted September 2, 1997.
ORDINANCE NUMBER 50 - An Ordinance to repeal St. Louis County Ordinance No.
19, providing for the Vermilion Landfill Authority; to repeal Ordinance No. 22,
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amending Ordinance No. 19; to repeal Ordinance No. 29, providing for the creation of
the Vermilion Landfill Authority and the Northwoods Landfill Authority; and to repeal
Ordinance No. 39 providing for rates and services at St. Louis County’s waste tire
processing facility in Babbitt, Minnesota. Adopted September 16, 1997.
ORDINANCE NUMBER 51 - An Ordinance regulating the sale, possession and use of
tobacco and tobacco-related devices; mandating yearly compliance checks of all
licensees; and establishing penalties and procedures for violations, all in accord with
Minnesota Statutes Chapter 461 (1997). Adopted April 28, 1998.
ORDINANCE NUMBER 52 - Town of Grand Lake Borrow Pit Moratorium. Adopted
August 4, 1998.
ORDINANCE NUMBER 53 - An Ordinance which regulates the inflow and infiltration
of waters into the Midway Park Sewer System to ensure compliance with the Rules and
Regulations of the Western Lake Sanitary District. Adopted January 18, 2000.
ORDINANCE NUMBER 54 - Town of Solway Moratorium. Adopted February 15,
2000. Terminated on November 15, 2000
ORDINANCE NUMBER 55 – An Ordinance and construction standards regulating the
design, location, installation, renovation, operation, maintenance, and inspection of
individual sewage treatment systems; requiring permits therefore; and prescribing
penalties. Adopted July 11, 2000.
ORDINANCE NUMBER 56 – Mesabi Trail Ordinance. Adopted October 24, 2000.
ORDINANCE NUMBER 57 – Raise the speed limit of snowmobiles to 65 m.p.h. on
lakes greater than 10,000 acres. Adopted May 27, 2003.
ORDINANCE NUMBER 58 – An Ordinance that only applies to a petition that is
required to be filed with the county and could result in an election in the county or a
petition that requires the certification of a minimum number of eligible or registered
votes. This ordinance does not apply to township related elections or the right of
constituents to generally petition the county board for action. Adopted October 28, 2003.
ORDINANCE NUMBER 59 – An Ordinance which repeals and replaces St. Louis
County Ordinance #6 and shall be known as the Food and Beverage Establishment
Ordinance. Adopted November 23, 2004.
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