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3/20/2023 - City Council - Regular - Agendas* The Consent Agenda lists those items of business which are considered to be routine, recommended for approval, and/or which need no discussion. The several separate items listed on the Consent Agenda are acted upon by one motion. There will be no separate discussion of these items unless a Council Member makes a request, in which event the item will be removed from the Consent Agenda and placed elsewhere on the regular agenda for Council discussion and action. ** Under Public Comment, individuals may address the City Council about any item not contained on the regular agenda. Each speaker should keep their statements to three minutes to allow sufficient time for others. The Council will take no official action on items discussed at the forum, with the exception of referral to staff for future report. CITY OF SPRING PARK CITY COUNCIL AGENDA MARCH 20, 2023 – 6:30 PM SPRING PARK CITY HALL 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. APPROVAL OF AGENDA 4. PUBLIC COMMENT 5. REQUESTS & PRESENTATIONS 6. CONSENT AGENDA a. Approve Regular City Council Minutes from March 6, 2023 b. Approve March 20, 2023, Claims for Payment c. Approve 2023 Garbage Hauler’s: Aspen Waste, Republic Services, and Waste Management d. Special Event Permit #23-05: Lord Fletcher’s Live Summer Music Series e. Special Event Permit #23-06: MN Bound Crappie Contest 7. ACTION AGENDA a. Resolution #23-13: Appointing Data Practices Responsible Authority & Adopting Data Practices Policy b. Ordinance #23-02: Amending Chapter 36: Telecommunications, Sec. 36-47 (d): Joint Trench Language c. Review Lawn Mowing Proposals 8. REPORTS a. Mayor & Council b. Staff; i. Spring Park eCommerce Store,: City of Spring Park | Sportacular, Inc. | powered by OrderMyGear (itemorder.com) 9. ANNOUNCEMENTS/MISCELLANEOUS (INFORMATION ONLY) a. April 03, 2023 - City Council Meeting – 6:30PM b. April 12, 2023 - Planning Commission Meeting – 6:00PM c. April 17, 2023 - City Council Meeting – 6:30PM d. April 17, 2023 - Council Work Session – 5:30PM e. April 27, 2023 - Hennepin County Tax Assessor Open Book Meeting – 3:00-7:00PM - Mound 10. ADJOURNMENT CITY OF SPRING PARK CITY COUNCIL AGENDA MARCH 6, 2023 – 6:30 PM SPRING PARK CITY HALL 1. CALL TO ORDER The meeting was called to order at 6:30 p.m. Council: Mayor Rockvam, Council Member’s Chase, Hoffman, Horton and Sippel were present. Staff: City Administrator Anderson, City Engineer Nielson 2. PLEDGE OF ALLEGIANCE Mayor Rockvam led the audience in the Pledge of Allegiance *City Administrator Anderson requested Council Member Horton take her Oath of Office. 3. APPROVAL OF AGENDA Council Member Hoffman motioned, being seconded by Council Member Chase, to approve the agenda as presented. On vote being taken, the motion was unanimously approved. 4. PUBLIC COMMENT: Wendy Lewin, 3880 Sunset Drive, shared her concerns regarding the proposed language changes to the ordinance allowing short-term rentals less than 30 days that were submitted by Matt Thorson at 3882 and 3884 Sunset Drive. Additional residents came forward – one resident shared his support to allow rentals less than 30 days and another resident stated they would like to ensure that the City continues to only allow rentals over 30 days. 5. REQUESTS & PRESENTATIONS: none Matt Thorson (3884 Sunset Dr) – RE: Short Term Rentals: Thorson passed out a presentation to Council supporting his request for short-term rentals less than 30 days which included multiple examples as to why he feels these should be allowed. At the conclusion of Thorson’s presentation, Mayor Rockvam commented that the Council spent a lot of time on the current ordinance which included feedback from multiple residents, planning commission meetings, and public hearings. He went on to state the multiple reasons why the City does not want short-term rentals less than 30 days. Mayor Rockvam then asked the Council if anyone was interested in changing the ordinance to allow for less than 30-day rentals and after comment and discussion, the Council agreed that the ordinance should remain as is only allowing rentals over 30 days. 6. CONSENT AGENDA Council Member Horton motioned, being seconded by Council Member Hoffman, to: a. Approve Regular City Council & Work Session Minutes from February 21, 2023 b. Approve March 6, 2023, Claims for Payment On vote being taken, the motion was unanimously approved. 7. ACTION AGENDA a. Accepting Feasibility Report – Sunset Drive City Engineer Nielson reviewed the feasibility study for Sunset Drive with the pending Hennepin County road reconstruction project scheduled for the Spring of 2024. The recommended improvements will include curb and gutter, storm sewer, and pedestrian walkways. He recapped the need for these specific repairs and items that need to be addressed - there are several low-pressure areas and fire flow issues that will require a larger watermain and looping. Additionally, several of the hydrants are dead ended which causes low pressure and suggested these should be looped and that we add a few more hydrants. The project will include replacing the sanitary sewer main and service lines, the force main within the ROW, working with Fletcher’s to relocate the grease trap closer to their building, and replacing all manholes. It will also include replacing all water mains, gate valves, and fire hydrants with proposed loops to increase the pressure, undergrounding of the power lines & utilities, and installation of new decorative streetlights. The project cost is estimated at $2,730,533.00. Nielson discussed several financing options including grants and low interest rate loans. Nielson stated Hennepin County has proposed 3 design options which will be posted in the Council chambers for resident viewing. Council Member Hoffman stated he would like the Council to review these and agree on the desired design prior to Hennepin County’s presentation to the City. Nielson requested Council approval to move forward with the preparation of the plans and specifications and begin the utility relocation process. Council Member Hoffman motioned, being seconded by Council Member Horton, to authorize the preparation of the plans and specifications and to begin the utility relocation process. On vote being taken, the motion was unanimously approved. 8. REPORTS a. Mayor & Council: i. Council Member Sippel stated the LMCC is in jeopardy of closing due to lost funding from the cable subscribership. LMCC currently records the Council and Planning meetings for several cities and these cities would need to find an alternate recording method if the LMCC closes. A meeting has been scheduled to discuss options. ii. Council Member Horton thanked the City for the flowers that were sent for her mother’s passing. b. Staff: i. City Administrator Anderson stated he received 4 proposals for lawn mowing and will bring to the next Council meeting for review. 9. ANNOUNCEMENTS/MISCELLANEOUS (INFORMATION ONLY) a. March 8, 2023 – Planning Commission Meeting – 6:00PM (CANCELLED) b. March 20, 2023 – City Council Work Session – 5:30PM c. March 20, 2023 – City Council Meeting – 6:30PM d. April 3, 2023 - City Council Meeting – 6:30PM 10. ADJOURNMENT: There being no further discussion, Council Member Hoffman motioned, being seconded by Council Member Sippel, to adjourn the meeting at 7:33p.m. On vote being taken, the motion was unanimously approved. Respectfully submitted, Jamie Hoffman, City Clerk Batch: 031423PAY Page 1 03/16/23 8:42 AMCITY OF SPRING PARK *Check Detail Register© Amount CommentInvoiceCheck #Check Date Vendor Name 10100 Wells Fargo Bank NA 33234 03/16/23 BERGERSON-CASWELL INC $2,750.00 Disassemble pipping and adding port with additional tee plumbed line to sample tap Contracted Services 32290AE 601-49400-310 $2,750.00Total 33235 03/16/23 CITY OF BLOOMINGTON $24.00 Feb. 23' Water Testing FeesTesting Fees 21916E 601-49400-306 $24.00Total 33236 03/16/23 BOLTON & MENK $135.00 GPS collection of Curb StopsRepairs/Maint Streets/Str 308161E 101-43100-402 $135.00Total 33237 03/16/23 CENTERPOINT ENERGY $383.54 City Hall Gas Usuage from 01/21/23-02/20/23Utilities/Electric/Gas 022823E 101-41900-381 $569.66 WTP Gas Usuage from 01/21/23-02/20/23Utilities/Electric/Gas 022823E 601-49400-381 $1,204.18 Lift Stations #1-6 Gas Usuage from 01/21/23- 02/20/23 Utilities/Electric/Gas 022823E 602-49450-381 $2,157.38Total 33238 03/16/23 GOOD TO BE HOME CLEANING SERVI $250.00 Feb. 23' City Hall Cleaning ServicesContracted Services 1148E 101-41900-310 $250.00Total 33239 03/16/23 GOPHER STATE ONE-CALL $1.35 Feb. 23' LocatesContracted Services 3020755E 601-49400-310 $1.35 Feb. 23' LocatesContracted Services 3020755E 602-49450-310 $2.70Total 33240 03/16/23 MEDIACOM, LLC $129.97 Internet Services 03/11/23-04/10/23Internet Service 030123E 101-42000-324 $129.97 Internet Services 03/11/23-04/10/23Internet Service 030123E 601-49400-324 $129.96 Internet Services 03/11/23-04/10/23Internet Service 030123E 602-49450-324 $389.90Total 33241 03/16/23 METRO COUNCIL ENVIRON SERVICES $21,758.45 April 23' Wastewater Treatment Monthly FeeMCES Sewer Service Chg 0001152938E 602-49450-327 $21,758.45Total 33242 03/16/23 MIDWEST ELECTRIC AND GENERATOR $42.50 Reimbursment for overpayment for Building Permit No. 23SP-00004 Contracted Services 01578016E 101-42400-310 $42.50Total 33243 03/16/23 MISSION COMMUNICATIONS LLC $641.40 2023 Alarm Monitoring System for WTPContracted Services 1073348E 601-49400-310 $641.40Total 33244 03/16/23 MNSPECT, LLC $697.50 Feb. 23' Code Enforcement ServicesContracted Services 0096645-INE 101-42400-310 Batch: 031423PAY Page 2 03/16/23 8:42 AMCITY OF SPRING PARK *Check Detail Register© Amount CommentInvoiceCheck #Check Date Vendor Name $192.24 Feb. 23' Residential & Commercial Inspections/Permit Fees/General Fees/Staff Meeting/Plan Check Fees Plan Check Fees 0096663-INE 101-42400-305 $314.04 Feb. 23' Residential & Commercial Inspections/Permit Fees/General Fees/Staff Meeting/Plan Check Fees Contracted Services 0096663-INE 101-42400-310 $1,203.78Total 33245 03/16/23 CITY OF MOUND FINANCE DEPT. $43,112.00 2023 2nd Qtr.Contracted Fire Service & ProtectionContracted Services 00002532BE 101-42260-310 $43,112.00Total 33246 03/16/23 NAVARRE TRUE VALUE HARDWARE $53.98 Purchase of two furnace filtersOther Miscellaneous 340761E 101-41900-437 $53.98Total 33247 03/16/23 NORTHWEST ASSOC. CONSULT., INC $191.00 Feb. 23' Planning ServicesContracted Services 26222E 101-41910-310 $191.00Total 33248 03/16/23 OPG-3, INC. $1,459.34 2023 Annual Lasherfiche Starter Public PortalContracted Services 6465E 101-41500-310 $1,459.33 2023 Annual Lasherfiche Starter Public PortalContracted Services 6465E 601-49400-310 $1,459.33 2023 Annual Lasherfiche Starter Public PortalContracted Services 6465E 602-49450-310 $4,378.00Total 33249 03/16/23 CITY OF ORONO $43,063.10 Jan. 23' Contracted Police ServicesContracted Services 20142170E 101-42000-310 $43,063.10 Feb. 23' Contracted Police ServicesContracted Services 20142171E 101-42000-310 $43,063.10 Mar. 23' Contracted Police ServicesContracted Services 20142172E 101-42000-310 $129,189.30Total 33250 03/16/23 QUALITY FLOW SYSTEMS, INC. $2,400.00 Field Labor Work - General RepairsContracted Services 44501E 601-49400-310 $2,400.00Total 33251 03/16/23 REPUBLIC SERVICES, INC $1,551.84 Feb. 23' Residential Recycling ServicesContracted Services 0894-006116E 101-42900-310 $1,551.84Total 33252 03/16/23 US BANK $25.38 Feb. 23' Credit Card Purchases - Microsoft/Adobe Fees, water, winter newsletter, flowers Computer Support/Supplie 030623E 101-41500-207 $25.37 Feb. 23' Credit Card Purchases - Microsoft/Adobe Fees, water, winter newsletter, flowers Computer Support/Supplie 030623E 601-49400-207 $25.37 Feb. 23' Credit Card Purchases - Microsoft/Adobe Fees, water, winter newsletter, flowers Computer Support/Supplie 030623E 602-49450-207 $383.18 Feb. 23' Credit Card Purchases - Microsoft/Adobe Fees, water, winter newsletter, flowers Other Miscellaneous 030623E 101-41500-437 $246.84 Feb. 23' Credit Card Purchases - Microsoft/Adobe Fees, water, winter newsletter, flowers Print/Binding 030623E 101-41500-350 $706.14Total 33253 03/16/23 XCEL ENERGY Batch: 031423PAY Page 3 03/16/23 8:42 AMCITY OF SPRING PARK *Check Detail Register© Amount CommentInvoiceCheck #Check Date Vendor Name $139.01 Electric Usage for 4468 Shoreline Dr 01/26/23- 02/27/23 Utilities/Electric/Gas 1021335255E 101-43100-381 $4,717.00 Advance Payment for Contract 237600 at West Arm Road Road Pavement Project 2 1022102620E 201-43100-528 $222.42 Electric Usage for Lift Station #2Utilities/Electric/Gas 1022431048E 602-49450-381 $139.19 Electric Usage for Lift Station #5Utilities/Electric/Gas 1022431650E 602-49450-381 $225.78 Electric Usages for City HallUtilities/Electric/Gas 1022433533E 101-43100-381 $2,761.89 Electric Usages WTPUtilities/Electric/Gas 1022433572E 601-49400-381 $86.21 Electric Usages for West Street LightsUtilities/Electric/Gas 1022433594E 101-43100-381 $610.31 Electric Usages for Co-Owned Street LightsUtilities/Electric/Gas 1022433961E 101-43100-381 $318.36 Electric Usages for Traffic & East St LightsUtilities/Electric/Gas 1022433982E 101-43100-381 $235.17 Electric Usages for Central & North St LightsUtilities/Electric/Gas 1022439933E 101-43100-381 $527.06 Electric Usage for Lift Station #6Utilities/Electric/Gas 1022440128E 602-49450-381 ($413.51)Credit for Electric Usage for Lift Station #1Utilities/Electric/Gas 1022440750E 602-49450-381 $66.10 Electric Usages for Traffic Signal - 4300 ShorelineUtilities/Electric/Gas 1022441792E 101-43100-381 $144.06 Electric Usage for Lift Station #3Utilities/Electric/Gas 1022442347E 602-49450-381 ($271.68)Credit for Electric Usage for Lift Station #4Utilities/Electric/Gas 1022442801E 602-49450-381 $9,507.37Total 10100 Wells Fargo Bank NA $220,444.74 Fund Summary 10100 Wells Fargo Bank NA 101 GENERAL FUND $180,038.59 201 PUBLIC IMPROV REVOLVING FUND $4,717.00 601 WATER FUND $10,762.97 602 SEWER FUND $24,926.18 $220,444.74 *Check Summary Register© CITY OF SPRING PARK 03/16/23 8:32 AM Page 1 Batch: 031423PAY Name Check Date Check Amt 10100 Wells Fargo Bank NA 33234 BERGERSON-CASWELL INC 3/16/2023 $2,750.00 Disassemble pipping and adding port with addit 33235 CITY OF BLOOMINGTON 3/16/2023 $24.00 Feb. 23' Water Testing Fees 33236 BOLTON & MENK 3/16/2023 $135.00 GPS collection of Curb Stops 33237 CENTERPOINT ENERGY 3/16/2023 $2,157.38 City Hall Gas Usuage from 01/21/23-02/20/23 33238 GOOD TO BE HOME CLEANING 3/16/2023 $250.00 Feb. 23' City Hall Cleaning Services 33239 GOPHER STATE ONE-CALL 3/16/2023 $2.70 Feb. 23' Locates 33240 MEDIACOM, LLC 3/16/2023 $389.90 Internet Services 03/11/23-04/10/23 33241 METRO COUNCIL ENVIRON SER 3/16/2023 $21,758.45 April 23' Wastewater Treatment Monthly Fee 33242 MIDWEST ELECTRIC AND GENE 3/16/2023 $42.50 Reimbursment for overpayment for Building Pe 33243 MISSION COMMUNICATIONS LLC 3/16/2023 $641.40 2023 Alarm Monitoring System for WTP 33244 MNSPECT, LLC 3/16/2023 $1,203.78 Feb. 23' Code Enforcement Services 33245 CITY OF MOUND FINANCE DEPT.3/16/2023 $43,112.00 2023 2nd Qtr.Contracted Fire Service & Protect 33246 NAVARRE TRUE VALUE HARDW 3/16/2023 $53.98 Purchase of two furnace filters 33247 NORTHWEST ASSOC. CONSULT.3/16/2023 $191.00 Feb. 23' Planning Services 33248 OPG-3, INC.3/16/2023 $4,378.00 2023 Annual Lasherfiche Starter Public Portal 33249 CITY OF ORONO 3/16/2023 $129,189.30 Jan. 23' Contracted Police Services 33250 QUALITY FLOW SYSTEMS, INC.3/16/2023 $2,400.00 Field Labor Work - General Repairs 33251 REPUBLIC SERVICES, INC 3/16/2023 $1,551.84 Feb. 23' Residential Recycling Services 33252 US BANK 3/16/2023 $706.14 Feb. 23' Credit Card Purchases - Microsoft/Ado 33253 XCEL ENERGY 3/16/2023 $9,507.37 Electric Usage for 4468 Shoreline Dr 01/26/23- Total Checks $220,444.74 STAFF MEMO 2023 GARBAGE/REFUSE HAULER ANNUAL LICENSE RENEWALS 1. BACKGROUND: Spring Park Garbage/Refuse Hauler licenses expire March 31, 202 3. Four of the currently licensed garbage haulers in the City were sent renewal information in February. Three of the four returned their application for renewal. Annual garbage/refuse hauler license renewals can be approved as part of the Consent Agenda. 2. DISCUSSION: Prior to the March 5th deadline, City staff received the required application materials for the renewal of licenses from Aspen Waste, Republic Services, and Waste Management. All applicants have returned the following required materials for issuance of a license: • Complete & signed renewal license applications. • Copy of Certificate of Liability Insurance • Performance Bond • List of motor vehicle information for all trucks operating in Spring Park • All required license fees. In addition, all garbage haulers were made aware of the City’s noise ordinance and road restrictions and that there will be no exemptions granted to garbage haulers for either of these items. 3. FINANCIAL CONSIDERATIONS: All required licensing fees have been received. 4. RECOMMENDATION: Approve the license renewals for the 2023 Garbage Hauler’s - Aspen Waste, Republic Services, and Waste Management. STAFF MEMO SPECIAL EVENT LORD FLETCHERS LIVE SUMMER MUSIC SERIES MULTIPLE SUMMER DATES, 2023 1. BACKGROUND: Lord Fletcher’s is requesting a special event permit for their live summer music series for multiple dates throughout the summer of 2023. The music will be held on the outdoor deck between the hours of 3:00 p.m. and 9:00 p.m. 2. DISCUSSION: The request for live outdoor music (including music played by a DJ) requires a special event permit. The live music will occur during the permitted hours of 9:00 a.m. to 9:00 p.m. and will comply with Section 18-122 of the Spring Park City Code. In the event of legitimate noise complaints made to the Orono Police Department, Lord Fletcher’s shall be required to comply with all recommendations made by the Orono Police Department to bring the noise levels into compliance. Any alcoholic beverages being taken outside of the principal building or deck shall be limited to a defined area. At no point shall any alcoholic beverages be allowed outside of the outdoor deck area or the principal building. The event organizers will need to coordinate with the Mound Fire Department and Orono Police Department prior to the event to ensure that all necessary safety precautions have been put into place. 3. FINANCIAL CONSIDERATIONS: All required permit fees have been received. 4. RECOMMENDED ACTION: Approve Special Event Application No.#23-05; Lord Fletcher’s Live Summer Music Series. STAFF MEMO MINNESOTA BOUND CRAPPIE CONTEST LORD FLETCHER’S SPECIAL EVENT MAY 6TH, 2023 1. BACKGROUND: Ron Schara Productions is requesting a special event permit for their MN Bound Crappie Contest at Lord Fletcher’s which is to be held on May 6th 6:00 a.m. to 2:00 p.m. There will be amplified sound between the hours of 10:00 a.m. and 2:00 p.m. 2. DISCUSSION: The request for a fishing contest with amplified sound requires a special event permit. The event organizers will ensure all parking will take place on private property and conform to all City rules related to parking and advise the on-site sound technician to stay within the allowed times and sound levels. They will also coordinate with Hennepin County Water Patrol, the Mound Fire Department and Orono Police Department prior to the event to ensure that all necessary permits and safety precautions have been taken. 3. FINANCIAL CONSIDERATIONS: All required permit fees have been received and the event has been approved by the Orono Police and Mound Fire. 4. RECOMMENDED ACTION: Approve Special Event permit #23-06 SPEV, MN Bound Crappie Contest. City of Spring Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US Agenda Items 7A & 7B To: Spring Park – Mayor and Council From: Mike Anderson, Administrator Subject: Data Practices and Joint Trenching Data Practices Policy: The City of Spring Park currently does not have a policy in place. We have been following the best practices set forth by the League of MN Cities Handbook. We currently have an request form in place and are asking Council to approve the Resolution designating the City Clerk as the Responsible Authority when the City receives these requests. We also ask that you adopt the Policy that is in front of you tonight. Joint Trenching Ordinance – Council has asked Staff to put together some language regarding Joint Trenching. This will help with future projects and having all Utilities underground their wires in a joint trench. This language has been reviewed and approved by the City Attorney. It will go into effect upon adoption. CITY OF SPRING PARK COUNTY OF HENNEPIN STATE OF MINNESOTA RESOLUTION NO. 23-13 A RESOLUTION OF THE SPRING PARK CITY COUNCIL APPOINTING DATA PRACTICES RESPONSIBLE AUTHORITY WHEREAS, Minnesota Statutes, section 13.02, Subdivision 16, as amended, requires the City of Spring Park to appoint one person as the Responsible Authority to administer the requirements for collection, storage, use and dissemination of data on individuals within the City; and WHEREAS, the Spring Park City Council shares concern expressed by the legislature on the responsible use of all City data, and wishes to satisfy this concern by immediately appointing an administratively qualified Responsible Authority as required under the statute. NOW, THEREFORE BE IT RESOLVED, the City Council of the City of Spring Park appoints Jamie Hoffman as the Responsible Authority for the purposes of meeting all requirements of Minnesota Statutes, chapter 13, as amended, and with rules as lawfully promulgated by the Commissioner of Administration as published in the State Register. Adopted by Spring Park City Council this 20th day of March 2023. __________________________________ Jerome P. Rockvam Mayor ___________________________ Jamie Hoffman City Clerk Policy and procedures required by Minnesota Statutes, sections 13.025 and 13.03 1 City of Spring Park Data Practices Policy for Data Subjects . Adopted March 20, 2023 Policy and procedures required by Minnesota Statutes, sections 13.025 and 13.03 2 Data about you The Government Data Practices Act (Minnesota Statutes, Chapter 13) says that data subjects have certain rights related to a government entity collecting, creating, and keeping government data about them. You are the subject of data when you can be identified from the data. Government data is a term that means all recorded information a government entity has, including paper, email, flash drives, CDs, DVDs, photographs, etc. Classification of data about you The Government Data Practices Act presumes that all government data are public unless a state or federal law says that the data are not public. Data about you are classified by state law as public, private, or confidential. See below for some examples. Public data We must give public data to anyone who asks. It does not matter who is asking for the data or why the person wants the data. The following is an example of public data about you: Your name on an application for a license from the city. Private data We cannot give private data to the general public, but you can have access to private data when the data are about you. We can share your private data with you, with someone who has your permission, with our government entity staff who have a work assignment to see the data, and to others as permitted by law or court order. The following is an example of private data about you: Your name on an application for a license from the city. Confidential data Confidential data have the most protection. Neither the public nor you can get access even when the confidential data are about you. We can share confidential data about you with our government entity staff who have a work assignment to see the data, and to others as permitted by law or court order. We cannot give you access to confidential data. The following is an example of confidential data about you: Your identity as mandated reporter of child abuse or neglect. Your rights under the Government Data Practices Act The City of Spring Park must keep all government data in a way that makes it easy for you to access data about you. Also, we can collect and keep only those data about you that we need for administering and managing programs that are permitted by law. As a data subject, you have the following rights. Access to your data You have the right to look at (inspect), free of charge, public and private data that we keep about you. You also have the right to get copies of public and private data about you. The Government Data Practices Act allows us to charge for copies. You have the right to look at data, free of charge, before deciding to request copies. Policy and procedures required by Minnesota Statutes, sections 13.025 and 13.03 3 Also, if you ask, we will tell you whether we keep data about you and whether the data are public, private, or confidential. As a parent, you have the right to look at and get copies of public and private data about your minor children (under the age of 18). As a legally appointed guardian, you have the right to look at and get copies of public and private data about an individual for whom you are appointed guardian. Minors have the right to ask the City of Spring Park not to give data about them to their parent or guardian. If you are a minor, we will tell you that you have this right. We may ask you to put your request in writing and to include the reasons that we should deny your parents access to the data. We will make the final decision about your request based on your best interests. Minors do not have this right if the data in question are educational data maintained by an educational agency or institution. When we collect data from you When we ask you to provide data about yourself that are not public, we must give you a notice. The notice is sometimes called a Tennessen warning. The notice controls what we do with the data that we collect from you. Usually, we can use and release the data only in the ways described in the notice. We will ask for your written permission if we need to use or release private data about you in a different way, or if you ask us to release the data to another person. This permission is called informed consent. If you want us to release data to another person, you may use the consent form we provide. Protecting your data The Government Data Practices Act requires us to protect your data. We have established appropriate safeguards to ensure that your data are safe. In the unfortunate event that we determine a security breach has occurred and an unauthorized person has gained access to your data, we will notify you as required by law. When your data are inaccurate and/or incomplete You have the right to challenge the accuracy and/or completeness of public and private data about you. You also have the right to appeal our decision. If you are a minor, your parent or guardian has the right to challenge data about you. How to make a request for your data You can look at data, or request copies of data that the City of Spring Park keeps about you, your minor children, or an individual for whom you have been appointed legal guardian. Make your request for data to the appropriate individual listed in the Data Practices Contacts. Policy and procedures required by Minnesota Statutes, sections 13.025 and 13.03 4 If you choose not to use the data request form, your request should include: • You are making a request, under the Government Data Practices Act (Minnesota Statutes, Chapter 13), as a data subject, for data about you. • Whether you would like to inspect the data, have copies of the data, or both. • A clear description of the data you would like to inspect or have copied. • Identifying information that proves you are the data subject, or data subject’s parent/guardian. The City of Spring Park requires proof of your identity before we can respond to your request for data. If you are requesting data about your minor child, you must show proof that you are the minor’s parent. If you are a guardian, you must show legal documentation of your guardianship. Please see the Standards for Verifying Identity. How we respond to a data request Once you make your request, we will work to process your request. • If it is not clear what data you are requesting, we will ask you for clarification. • If we have the data, but the data are confidential or private data that are not about you, we will notify you within 10 business days and state which specific law says you cannot access the data. If we do not have the data, we will notify you within a reasonable time frame. • If we have the data, and the data are public or private data about you, we will respond to your request within 10 business days, by doing one of the following: o Arrange a date, time, and place to inspect data, for free, if your request is to look at the data, or o Provide you with copies of the data within 10 business days. You may choose to pick up your copies, or we will mail or fax them to you. We will provide electronic copies (such as email or CD-ROM) upon request if we keep the data in electronic format. We will provide notice to you about our requirement to prepay for copies. After we have provided you with access to data about you, we do not have to show you the data again for 6 months unless there is a dispute, or we collect or create new data about you. If you do not understand some of the data (technical terminology, abbreviations, or acronyms), please let us know. We will give you an explanation if you ask. The Government Data Practices Act does not require us to create or collect new data in response to a data request if we do not already have the data, or to provide data in a specific form or arrangement if we do not keep the data in that form or arrangement (for example, if the data you request are on paper only, we are not required to create electronic documents to respond to your request). If we agree to create data in response to your request, we will work with you on the details of your request, including cost and response time. In addition, we are not required under the Government Data Practices Act to respond to questions that are not specific requests for data. Policy and procedures required by Minnesota Statutes, sections 13.025 and 13.03 5 Data Practices Contacts Responsible Authority & Compliance Official City Clerk 4349 Warren Avenue Spring Park, MN 55384 952-999-7491 jkhoffman@ci.spring-park.mn.us Data Practices Designee(s) City Administrator 4349 Warren Avenue Spring Park, MN 55384 952-999-7493 manderson@ci.spring-park.mn.us Copy Costs – Data Subjects This government entity charges data subjects for copies of government data. These charges are authorized under Minnesota Statutes, section 13.04, subdivision 3. Actual cost of making the copies In determining the actual cost of making copies, we factor in employee time, the cost of the materials onto which we are copying the data (paper, flash drive, CD, DVD, etc.), and mailing costs (if any). If your request is for copies of data that we cannot reproduce ourselves, such as photographs, we will charge you the actual cost we must pay an outside vendor for the copies. Data Request Form – Data Subjects To request data as a data subject, you must show a valid state ID, such as a driver’s license, military ID, or passport as proof of identity. Contact information: Data subject name: Parent/Guardian name (if applicable): Address: Phone number/email address: Staff verification: Request date: Identification provided: Policy and procedures required by Minnesota Statutes, sections 13.025 and 13.03 6 I am requesting access to data in the following way:  Inspection  Copies  Both inspection and copies We will respond to your request within 10 business days. Note: Inspection is free, but the City of Spring Park can charge for copies when copies exceed 30 at .25 cents per page. These are the data I am requesting: Describe the data you are requesting as specifically as possible. Standards for Verifying Identity The following constitute proof of identity. An adult individual must provide a valid photo ID, such as; o a state driver’s license o a military ID o a Passport o a Minnesota ID o a Minnesota tribal ID A minor individual must provide a valid photo ID, such as; o a state driver’s license o a military ID o a Passport o a Minnesota ID o a Minnesota Tribal ID o a Minnesota school ID The parent or guardian of a minor must provide a valid photo ID and either; o a certified copy of the minor’s birth certificate or; o a certified copy of documents that establish the parent or guardian’s relationship to the child, such as a court order relating to divorce, separation, custody, foster care contract or an affidavit of parentage. o The legal guardian for an individual must provide a valid photo ID and a certified copy of appropriate documentation of formal or informal appointment as guardian, such as court order(s) or valid power of attorney. Note: Individuals who do not exercise their data practices rights in person must provide either notarized or certified copies of the documents that are required or an affidavit of ID. Policy and procedures required by Minnesota Statutes, sections 13.025 and 13.03 7 Data Practices Policy for Members of the Public . Adopted March 20, 2023 Policy and procedures required by Minnesota Statutes, sections 13.025 and 13.03 8 Right to access public data The Government Data Practices Act (Minnesota Statutes, Chapter 13) presumes that all government data are public unless a state or federal law says the data are not public. Government data is a term that means all recorded information a government entity has, including paper, email, flash drives, CDs, DVDs, photographs, etc. The Government Data Practices Act also provides that this government entity must keep all government data in a way that makes it easy for you, as a member of the public, to access public data. You have the right to look at (inspect), free of charge, all public data that we keep. You also have the right to get copies of public data. The Government Data Practices Act allows us to charge for copies. You have the right to look at data, free of charge, before deciding to request copies. How to make a data request You can look at data, or request copies of data that the City of Spring Park keeps. Make your request for data to the appropriate individual listed in the Data Practices Contacts. Spring Park recommends written data requests. You may make your request by mail, fax, or email, using the data request form If you choose not use to use the data request form, your request should include: o You are making a request for public data under the Government Data Practices Act (Minnesota Statutes, Chapter 13). o Whether you would like to inspect the data, have copies of the data, or both. o A clear description of the data you would like to inspect or have copied. The City of Spring Park cannot require you, as a member of the public, to identify yourself or explain the reason for your data request. However, depending on how you want us to process your request (if, for example, you want us to mail you copies of data), we may need some information about you. If you choose not to give us any identifying information, we will provide you with contact information so you may check on the status of your request. In addition, please keep in mind that if we do not understand your request and have no way to contact you, we will not be able to begin processing your request. How we respond to a data request Upon receiving your request, we will work to process it. o If it is not clear what data you are requesting, we will ask you for clarification. If we do not have the data, we will notify you in writing within 10 business days. o If we have the data, but the data are not public, we will notify you as soon as reasonably possible and state which specific law says the data are not public. o If we have the data, and the data are public, we will respond to your request appropriately and promptly, within a reasonable amount of time by doing one of the following: o Arrange a date, time, and place to inspect data, for free, if your request is to look at the data, or Policy and procedures required by Minnesota Statutes, sections 13.025 and 13.03 9 o Provide you with copies of the data as soon as reasonably possible. You may choose to pick up your copies, or we will mail or fax them to you. We will provide electronic copies (such as email or CD-ROM) upon request if we keep the data in electronic format. If you do not understand some of the data (technical terminology, abbreviations, or acronyms), please let us know. We will give you an explanation if you ask. The Government Data Practices Act does not require us to create or collect new data in response to a data request if we do not already have the data, or to provide data in a specific form or arrangement if we do not keep the data in that form or arrangement (for example, if the data you request are on paper only, we are not required to create electronic documents to respond to your request). If we agree to create data in response to your request, we will work with you on the details of your request, including cost and response time. In addition, we are not required under the Government Data Practices Act to respond to questions that are not specific requests for data. Requests for summary data Summary data are statistical records or reports that are prepared by removing all identifiers from private or confidential data on individuals. The preparation of summary data is not a means to gain access to private or confidential data. We will prepare summary data if you make your request in writing and pay for the cost of creating the data (if necessary). Upon receiving your written request – you may use the data request form – we will respond within ten business days with the data or details of when the data will be ready and how much we will charge. Data Practices Contacts Responsible Authority & Compliance Official City Clerk 4349 Warren Avenue Spring Park, MN 55384 952-999-7491 jkhoffman@ci.spring-park.mn.us Data Practices Designee(s) City Administrator 4349 Warren Avenue Spring Park, MN 55384 952-999-7493 manderson@ci.spring-park.mn.us Copy Costs – Members of the Public Policy and procedures required by Minnesota Statutes, sections 13.025 and 13.03 10 The City of Spring Park charges for copies of government data. These charges are authorized under Minnesota Statutes, section 13.03, subdivision 3(c). [You must pay for the copies before we will give them to you.] For 30 or fewer paper copies – 25 cents per page Most other types of copies – actual cost The charge for most other types of copies, when a charge is not set by statute or rule, is the actual cost of searching for and retrieving the data, and making the copies or electronically transmitting the data (e.g. sending the data by email). In determining the actual cost of making copies, we factor in employee time, the cost of the materials onto which we are copying the data (paper, CD, DVD, etc.), and mailing costs (if any). If your request is for copies of data that we cannot reproduce ourselves, such as photographs, we will charge you the actual cost we must pay an outside vendor for the copies. If, because of the subject matter of your request, we find it necessary for a higher-paid employee to search for and retrieve the data, we will calculate the search and retrieval portion of the copy charge at the higher salary/wage. Data Request Form – Members of the Public Request date: I am requesting access to data in the following way:  Inspection  Copies  Both inspection and copies We will respond to your request as soon as reasonably possible. Contact information Name: Address/phone number/email address: Note: You do not have to provide any contact information. However, if you want us to mail/email you copies of data, we will need some type of contact information. In addition, if we do not understand your request and need to get clarification from you, without contact information we will not be able to begin processing your request until you contact us. These are the data I am requesting: Describe the data you are requesting as specifically as possible. Policy and procedures required by Minnesota Statutes, sections 13.025 and 13.03 11 City of Spring Park Policy for Ensuring the Security of Not Public Data Policy and procedures required by Minnesota Statutes, sections 13.025 and 13.03 12 Legal requirement The adoption of this policy by the City of Spring Park (City) satisfies the requirement in Minnesota Statutes, section 13.05, subd. 5, to establish procedures ensuring appropriate access to not public data. By incorporating employee access to not public data in the City’s Data Inventory (required by Minnesota Statutes, section 13.025, subd. 1), in the individual employee’s position description, or both, the City’s policy limits access to not public data to employees whose work assignment reasonably requires access. Please direct all questions regarding this policy to the City’s Data Practices Compliance Official (DPCO): Procedures implementing this policy Data inventory Under the requirement in Minnesota Statutes, section 13.025, subd. 1, the City will maintain a Data Inventory which identifies and describes all not public data on individuals maintained by the City. To comply with the requirement in section 13.05, subd. 5, the City has also modified its Data Inventory to represent the employees who have access to not public data. In the event of a temporary duty as assigned by a manager or supervisor, an employee may access certain not public data, for as long as the work is assigned to the employee. In addition to the employees listed in the City’s Data Inventory, the Responsible Authority, the Data Practices Compliance Official (DPCO), City Department Managers, and the City’s legal counsel may have access to all not public data maintained by the City if necessary for specified duties. Any access to not public data will be strictly limited to the data necessary to complete the work assignment. Employee position descriptions Position descriptions may contain provisions identifying any not public data accessible to the employee when a work assignment reasonably requires access. Data sharing with authorized entities or individuals State or federal law may authorize the sharing of not public data in specific circumstances. Not public data may be shared with another entity if a federal or state law allows or mandates it. Individuals will have notice of any sharing in applicable Tennessen warnings (see Minnesota Statutes, section 13.04) or the City will obtain the individual’s informed consent. Any sharing of not public data will be strictly limited to the data necessary or required to comply with the applicable law. Policy and procedures required by Minnesota Statutes, sections 13.025 and 13.03 13 Ensuring that not public data are not accessed without a work assignment Within the City, departments may assign tasks by employee or by job classification. If a department maintains not public data that all employees within its department do n ot have a work assignment allowing access to the data, the department will ensure that the not public data are secure. This policy also applies to departments that share workspaces with other departments within the City where not public data are maintained. Recommended actions for ensuring appropriate access include: o Assigning appropriate security roles, limiting access to appropriate shared network drives, and implementing password protections for not public electronic data o Password protecting employee computers and locking computers before leaving workstations o Securing not public data within locked workspaces and in locked file cabinets o Shredding not public documents before disposing of them Penalties for unlawfully accessing not public data The City will utilize the penalties for unlawful access to not public data as provided for in Minnesota Statutes, section 13.09, if necessary. Penalties include suspension, dismissal, or referring the matter to the appropriate prosecutorial authority who may pursue a criminal misdemeanor charge. Data Practices Contacts Responsible Authority & Compliance Official City Clerk 4349 Warren Avenue Spring Park, MN 55384 952-999-7491 jkhoffman@ci.spring-park.mn.us Data Practices Designee(s) City Administrator 4349 Warren Avenue Spring Park, MN 55384 952-999-7493 manderson@ci.spring-park.mn.us CITY OF SPRING PARK COUNTY OF HENNEPIN STATE OF MINNESOTA ORDINANCE NO. 23-02 AN ORDINANCE AMENDING CHAPTER 36: TELECOMMUNICATIONS OF THE SPRING PARK CITY CODE THE CITY COUNCIL OF THE CITY OF SPRING PARK, MINNESOTA ORDAINS AS FOLLOWS: 1. Section 36-47; Location of Facilities of the Spring Park City Code is hereby amended to add a new paragraph (d) to read as follows: (d) Joint trenching. All facilities shall be placed in appropriate portions of right-a-way so to cause minimum conflict with other underground Facilities. When technically appropriate and no safety hazards are created, all utilities shall be installed, constructed or placed within the same trench. Notwithstanding the foregoing, gas and electric lines shall be placed in conformance with Minnesota Rules Pt. 7819.5100, subdivision 2, Governing Safety Standards. 2. Effective Date. This ordinance shall be in full force and effective immediately upon its passage and publication. ADOPTED by the City Council of Spring Park this 20th day of March, 2023. CITY OF SPRING PARK By: _______________________________ Jerry Rockvam, Mayor ATTEST: By: _______________________________ Jamie Hoffman, City Clerk City of Spring Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US Proposals for Lawn Mowing Services To: Spring Park – Mayor and Council From: Mike Anderson, Administrator Subject: RFP Results The City of Spring Park sent out Request for Proposals (RFP) in February. Submission deadline was Thursday, March 16th. Staff received a total of five (5) proposals for 2023 through 2025. The City has five (5) locations that receive attention throughout the mowing season. The RFP asked for quotes for a seasonal price and the option of a 1- or 3-year contract. Mowing Services – RFP Responses: Shaughnessy Lawn Care: Local mowing company out of Long Lake, MN. Their proposal came in for 3 years at $7,500 for the season. Larson Lawnscape: Local company out of Maple Plain, currently contracts with the City for snow plowing. Their proposal came in for 3 years at $7,975. J.K. Enterprises LLC: J.K. is a company out of Rockford, MN. Their proposal came in for 3 years beginning with $9,679.25 for 2023 with minimal increases over the next two years. Norlings LML: Norlings is a local company in Spring Park, MN. Their proposal came in for 3 years beginning with $12,230 for 2023 with minimal increases over the next two years. KP Miller Construction LLC: KP Miller is a company out of Savage, MN. Their proposal came in for 3 years at $16,800 for the season. City Staff are looking for Council Action on selecting a provider for mowing services for Spring through Fall 2023-2025. Staff recommends Council make a motion to approve one of these providers at the Regular Council meeting pending the provider meet with Staff and Staff are comfortable moving forward with such provider.