City Council

EMERGENCY MAPLE GROVE CITY COUNCIL MEETING AGENDA MARCH 27, 2020 8: 00 A.M. 1. OPENING BUSINESS A. Call to Order The Maple Grove City Council will convene an emergency meeting under Minn. Stat. § 13D. 04, subd. 3. The meeting will be held via electronic means, as permitted by Minn. Stat. § 13D. 021. 2. SPECIAL BUSINESS A. Emergency Declaration— Resolution No. 20- 060 The subject of the meeting is the City' s immediate need for consideration of planning and management efforts in response to Governor Walz' s Executive Order dated March 25, 2020 extending prior restrictions and instituting new shelter in place restrictions statewide, including in the City. In the City' s judgment, these matters require immediate consideration by the City Council. Motion by seconded by to approve, postpone, table or deny approving Resolution No. 20- 060 declaring a local emergency pursuant to Minn. Stat. § 12. 29 and outlining ongoing City response efforts to the COVID- 19 pandemic. B. Update on COVID- 19 Response Tim Bush, Fire Chief/Emergency Management Director will give an update on the City' s response to COVID- 19. C. Staffing and Policy Update from Human Resources Action to approve three policy revisions i. Exception to Vacation Accrual Maximum ii. Negative Sick Leave Balance Allowed iii. Shut Down of City Facilities and Non- Essential Employee Plan  Motion by seconded by to approve, postpone, table or deny to approve temporary policies as follows, with an effective date of March 28, 2020. 1. Exception to Vacation Accrual Maximum Current City policy caps vacation accrual at 300 hours at which point employees stop accruing vacation leave. This temporary policy makes an exception to the maximum accrual and allows employees to accrue above the maximum through December 31, 2020. At that time the maximum accrual cap will be reinstated. 2. Negative Sick Leave Balance Allowed Employees will be allowed to accrue a negative sick leave balance of up to 80 hours due to COVID- 19 related reasons for leave. This temporary policy will remain in place until the City Council approves it to be discontinued. 3. Shut Down of City Facilities and Non- Essential Employee Plan The City has been working under the policy to keep all benefit- earning employees working, unless they are unable to work for health or childcare related reasons. Supervisors have assigned staff alternative work assignments, alternate work locations, and have incorporated remote work options where available. With Governor Walz' s Stay at Home Executive Order going into effect Friday, March 27, 2020 at 11: 59pm, there may be City employees that are deemed non- essential and will not be able to report for work during the Stay at Home order. Sending these employees home will assist with ensuring the health and safety of all City employees. These employees will be eligible for their full pay through April 10, 2020. These policies are in addition to current City policy on paid sick and vacation usage. D. Waiving Late Penalty Fees on Utility Bills and Rebate Consideration on Liquor License Fees Consider waiving late penalty fees on utility bills during the period of shut down. Consider a rebate of liquor license fees for each month that the business is closed or a reduction in the licensing fee for the upcoming licensing period. 10. ADJOURNMENT Motion by seconded by to adjourn to Meeting adjourned at  REQUEST FOR COUNCIL ACTION March 27, 2020 2A DATE AGENDA ITEM CITY ADMINISTRATOR ORIGINATING DEPT AGENDA ITEM APPROVAL Administration Emergency Declaration Resolution No. 20- 060 PREVIOUS ACTIONS: None. RECOMMENDED COUNCIL ACTION: Motion to approve Resolution No. 20- 060 declaring a local emergency pursuant to Minn. Stat. § 12. 29 and outlining ongoing City response efforts to the COVID- 19 pandemic. COMMENTS: The subject of the meeting is the City' s immediate need for consideration of planning and management efforts in response to Governor Walz' s Executive Order dated March 25, 2020 extending prior restrictions and instituting new shelter in place restrictions statewide, including in the City. In the City' s judgment, these matters require immediate consideration by the City Council. No other matters will be discussed. The meeting will be held via electronic means, as permitted by Minn. Stat. § 13D. 021. ATTACHMENTS: Attachment A: Resolution No. 20- 060  RESOLUTION NO. 20- 60 CITY OF MAPLE GROVE HENNEPIN COUNTY, MINNESOTA A RESOLUTION DECLARING A LOCAL EMERGENCY PURSUANT TO MINN. STAT. § 12. 29 AND OUTLINING ONGOING CITY RESPONSE EFFORTS TO THE COVID- 19 PANDEMIC BE IT RESOLVED that the City Council of the City of Maple Grove, Minnesota finds as follows: WHEREAS, the City is a member of North Suburban Emergency Planning Group and a signatory of the North Suburban Emergency Planning Group Emergency Operations Plan 2019; WHERAS, the City created a Pandemic, Influenza, and Other Airborne Virus Preparedness Plan: Continuity of City Services Contingency Plan, which was last updated on March 10, 2020; WHEREAS, on March 11, 2020, the World Health Organization determined that the spreading COVID- 19 outbreak constitutes a pandemic; WHEREAS, on March 13, 2020, President Trump declared a national state of emergency as a result of the pandemic; WHEREAS, on March 13, 2020, Governor Tim Walz issued Emergency Executive Order 20- 01 declaring a state of peacetime emergency to address the COVID- 19 pandemic in Minnesota; WHEREAS, the Governor' s Executive Order triggered activation of local emergency management plans and enabled the City to exercise emergency authority; WHEREAS, at its regular meeting on March 16, 2020, the City Council authorized changes to the City' s personnel policies to allow work from home arrangements for staff and to address necessary leave for any quarantined individuals; WHEREAS, on March 17, 2020, the Hennepin County Board declared a continued local emergency invoking its emergency management plans and suspending, if necessary, ordinances, rules, and policies that inhibit the County' s prompt response to the public health crisis; WHEREAS, the spread of COVID- 19 in the United States and Minnesota has raised serious public health concerns, resulted in a great deal of uncertainty, and generating critical needs that are time- sensitive for the duration of the Emergency; WHEREAS, Minn. Stat. § 12. 29 authorizes the Mayor and City Council to declare and continue the Emergency at the local level, to invoke necessary portions of emergency management and response plans, and to authorize aid and services in accordance with interjurisdictional 1 agreements; WHEREAS, Minn. Stat. §12. 37 authorizes the City, acting through its governing body, to: 1) enter into contracts and incur obligations necessary to combat the disaster by protecting the health and safety of persons and property and by providing emergency assistance to the victims of the disaster; and( 2) exercise the powers vested by that section in the light of the exigencies of the disaster without compliance with time- consuming procedures and formalities otherwise prescribed by law; and WHEREAS, the City finds the statewide emergency poses the risk of and may cause catastrophic loss of public health, safety, and welfare of the City if not immediately addressed. NOW, THEREFORE, BE IT RESOLVED BY THE MAPLE GROVE CITY COUNCIL as follows: 1. The City declares a local emergency effective immediately(" Emergency"). The Emergency will be continued in effect until further action by the Governor ending the statewide peacetime emergency or by the Council to terminate the local Emergency. 2. The Mayor and City Administrator are authorized to execute any necessary agreements, contracts, and related documents regarding the local emergency necessary to implement corrective action relative to the local emergency or for the procurement of materials, equipment, and services required to respond to the local Emergency and to protect the health, safety and welfare of the City and the community. 3. Affected City departments are authorized to take all necessary and advisable steps to implement the applicable portions of the North Suburban Emergency Planning Group Emergency Operations Plan 2019 and applicable portions of the Pandemic, Influenza, and Other Airborne Virus Preparedness Plan: Continuity of City Services Contingency Plan, March 10, 2020. 4. For the duration of the Emergency, in the event that individual City Council members are unable to perform their duties due to quarantine, incapacity, or death, and that as a result, the City Council is left without a quorum available to act, the Mayor, if able, or the senior most City Council member who is able, and the City Administrator or a designated deputy may take all actions they may deem necessary and appropriate to continue City operations until sufficient successor City Council members to constitute a quorum can be duly seated and sworn in. 5. City staff is authorized to take any appropriate action and to prepare any appropriate documents to facilitate the directives of the Council as set forth in this resolution. 6. The City will continue to hold meetings of the City Council and Planning Commission as regularly scheduled, but will do by telephonic or other electronic means pursuant to Minn. Stat. § 13D. 021. The City Administrator has deemed it not practical and not 2  prudent for any representative of the public body or members of the public to be present at the regular meeting location while meetings are occurring. Public comments should be submitted via a public comment form available on the City' s website, maplegrovemn. gov. Alternatively, the City will provide a call- in option to electronic or telephonic meetings or, if necessary, allow residents to make comments in person at City Council Chambers while complying with recommended social distancing. 7. The Mayor, City Administrator, City Attorney, and City consultants are authorized and directed to take any and all additional steps and actions necessary or convenient in order to accomplish the intent of this resolution. Motion to approve the foregoing findings and conclusions was made by Mayor Steffenson and seconded by Councilmember Leith, upon a vote being duly taken thereon, the following voted in favor thereof. Mayor Steffenson and Councilmembers Jaeger, Leith and Barnett and the following were against: None and the following were absent: Councilmember Hanson where upon, the resolution was declared duly passed and adopted the 27a' day of March, 2020. STATE OF MINNESOTA ) COUNTY OF HENNEPIN ) ss. CITY OF MAPLE GROVE ) I, the undersigned, being the duly qualified and acting Clerk of the City of Maple Grove, Hennepin County, Minnesota, a Minnesota municipal corporation, hereby certify that the above and foregoing Resolution No. 2060is a true and correct copy of the Resolution as adopted by the City Council on the 27t' day of March, 2020. City Clerk 3  March 27, 2020 REQUEST FOR COUNCIL ACTION 2C DATE AGENDA ITEM ORIGINATING DEPARTMENT AGENDA ITEM CITY ADMINISTRATOR Human Resources Temporary Policies Related to APPROVAL COVID- 19 DT PREVIOUS ACTIONS: Motion to approve temporary policies to address staffing issues being presented by the current COVID- 19 pandemic to include 1.) Remote work arrangements and 2.) Paid leave for quarantine, approved on March 16, 2020 RECOMMENDED COUNCIL ACTION: Motion to approve temporary policies as follows, with an effective date of March 28, 2020: 1. Exception to Vacation Accrual Maximum Current City policy caps vacation accrual at 300 hours at which point employees stop accruing vacation leave. This temporary policy makes an exception to the maximum accrual and allows employees to accrue above the maximum through December 31, 2020. At that time the maximum accrual cap will be reinstated. 2. Negative Sick Leave Balance Allowed Employees will be allowed to accrue a negative sick leave balance of up to 80 hours due to COVID- 19 related reasons for leave. This temporary policy will remain in place until the City Council approves it to be discontinued. 3. Shut Down of City Facilities and Non- Essential Employee Plan The City has been working under the policy to keep all benefit-earning employees working, unless they are unable to work for health or childcare related reasons. Supervisors have assigned staff alternative work assignments, alternate work locations, and have incorporated remote work options where available. With Governor Walz' s Stay at Home Executive Order going into effect Friday, March 27, 2020 at 11: 59pm, there may be City employees that are deemed non- essential and will not be able to report for work during the Stay at Home order. Sending these employees home will assist with ensuring the health and safety of all City employees. These employees will be eligible for their full pay through April 10, 2020. These policies are in addition to current City policy on paid sick and vacation usage. COMMENTS: City staff has been responding to local, state, and federal government regulations and recommendations for the COVID- 19 pandemic and will continue to make recommendations as the situation evolves. Note that the City will implement the Federal Families First Coronavirus Response Act( FFCRA) effective April 1, 2020 which will provide employees with emergency sick leave to use in the case of a quarantine. This federal requirement replaces the previous quarantine leave policy approved by City Council on March 16t'.  Human Resources Department City Of Mdple Grove MEMORANDUM TO: Maple Grove Mayor and City Council FROM: Denise Thul, Human Resources Director DATE: March 26, 2020 SUBJECT: COVID- 19 Staffing and Policy Updates This memo outlines the City' s staffing and policy updates that pertain to the current COVID- 19 situation. For the emergency City Council Meeting scheduled for Friday, March 27, 2020, the following policy changes will be requested for approval: 1. Exception to Vacation Accrual Maximum Current City policy caps vacation accrual at 300 hours at which point employees stop accruing vacation leave. This temporary policy makes an exception to the maximum accrual and allows employees to accrue above the maximum through December 31, 2020. At that time the maximum accrual cap will be reinstated. 2. Negative Sick Leave Balance Allowed Employees will be allowed to accrue a negative sick leave balance of up to 80 hours due to COVID- 19 related reasons for leave. This temporary policy will remain in place until the City Council approves it to be discontinued. 3. Shut Down of City Facilities and Non- Essential Employee Plan The City has been working under the policy to keep all benefit- earning employees working, unless they are unable to work for health or childcare related reasons. Supervisors have assigned staff alternative work assignments, alternate work locations, and have incorporated remote work options where available. With Governor Walz' s Stay at Home Executive Order going into effect Friday, March 27, 2020 at 11: 59pm, there may be City employees that are deemed non-essential and will not be able to report for work during the Stay at Home order. Sending these employees home will assist with ensuring the health and safety of all City employees. These employees will be eligible for their full pay through April 10, 2020. Additionally, the City will be implementing the attached COVID- 19 Temporary Policy and updated Employee Leave Guidelines, which incorporates the Federal Mandated Families First Coronavirus Response Act ( FFCRA) requirements that are effective April 1, 2020. It should be noted that the temporary policy approved by Council on March 16, 2020 that allowed for 2 weeks of paid leave to employees who were involuntarily quarantined due to COVID- 19, will be replaced by the FFCRA provisions. Many scheduling, staffing and social distancing actions have already been taken over the past week. This includes a modified work schedule in the Police Department that allows for less overlap in shift times/ days for officer to limit the contact with others. Public Works has staggered their start/ end times of their shifts to allow for more social distancing. Many staff at City Hall are working remotely and those that are in the office still are maintaining distance and utilizing sanitation procedures as recommended by the CDC and MN Department of Health. I will provide a brief update at tomorrow' s council meeting and will be communicating with all staff tomorrow afternoon. If you have any questions or concerns, please don' t hesitate to contact me at 763- 494- 6016 or dthuMmaplep-rovemn. gov. Thank you for your leadership during this unprecedented and difficult time.  City of Maple Grove Interim Policy 2020- 01: COVID- 19 Program for Employees PURPOSE In response to the community spread of the novel coronavirus, COVID- 19, the City of Maple Grove has developed this interim policy. The City believes in the importance of a healthy workplace and wellness and wants to work together with employees to ensure essential functions are operational, services can be provided, and employees are supported. In order to assist employees with health concerns and issues related to the current public health environment, this COVID- 19 Policy will be in place effective March 27, 2020, except for the Federal provisions noted below to go into effect April 1, 2020. We recognize that the evolving nature of the pandemic will likely create the need for this Policy to be amended, updated, and replaced. This policy is numbered in order to identify the most current policy. It is expected that, in the event this Policy is amended, updated, or replaced, a new policy number will be issued and the prior policy will be automatically withdrawn. Employee Displaying Contagious Symptoms Any employee who is sick should stay home. Employees should refrain from discussing a coworker' s condition due to data privacy laws. If an employee has concerns, they should speak privately with their supervisor or contact the Human Resources Director. A supervisor may not ask employees about medical diagnoses, but employees may choose to voluntarily share this information. If an employee is displaying symptoms of contagious disease, supervisors should speak privately with the employee. A supervisor may require an employee to leave the workplace, as a safety consideration for the health of other employees and the public, if the employee displays symptoms of a contagious illness. Such decision shall be part of a consistent plan that treats all employees with such symptoms similarly. While supervisors should not make judgments about a medical diagnosis, they may rely on symptoms to make a determination to send an employee home. For example, the CDC recommends that employees who have symptoms of acute respiratory illness ( e. g., cough or shortness of breath) stay home and not return to work until they are symptom free and free from fever temperature above 100. 4° F) for 72 hours without the use of fever reducing medications. Supervisors should consult with Human Resources staff before sending 11Page Effective Date : 3/ 27 / 2020 employees home for these reasons and must notify Human Resources immediately if any employee is sent home because of displaying contagious symptoms. An employee who is sent home for these reasons may use their available paid leave or take the time as unpaid leave. For a period less than a full work week, an exempt employee must use available paid leave hours. See the City of Maple Grove Employee Leave Guidelines ( insert link before sending out to employees) for additional information. Schedule Changes and Working Remotely From Home ( Telecommuting) Department Directors will make arrangements to ensure critical/ essential functions will continue, and will also follow Pandemic Preparedness Plan, Business Operations Plans, and directives of the Emergency Management Director, Administrator, and elected body. Telecommuting and working from home is not appropriate for all positions, and no employee is guaranteed the opportunity to work from home. Based on business need, staff will be given assignments and may be required to have Virtual Private Network VPN) access in order to work from home or another remote location when assigned by their supervisor. This may include staff who are subject to quarantine. Staff may be reassigned to perform other duties remotely as needed. Schedules, approved leave, and other situations may require changes or adjustments based on essential business needs and will be communicated directly with employees through their supervisors. Any work done remotely must meet business needs, follow all other City and department policies, and be approved in advance by the Supervisor, Department Director, Human Resources Director, and City Administrator or designee. Employees working remotely must follow these guidelines: Telecommuting must not disrupt the normal operations of the City of Maple Grove. The City must have the ability to effectively monitor or measure the work product produced by the employee during the period of telecommuting. Employees working remotely must have the appropriate tools and equipment available to do the essential functions of their job. This may include, but is not limited to: a computer with all necessary software, a reliable internet connection, a telephone to receive phone calls, a workspace free from distractions or hazards, and any other routinely needed tools or equipment. The City will not 2 1 P a g e Effective Date : 3/ 27 / 2020  reimburse an employee for any required equipment needed for temporary telecommuting arrangements. Employees who are non- exempt under FLSA ( hourly) must report actual hours worked and may not work overtime without supervisor' s prior approval. Employees working remotely must be available by phone or email during normal working hours, unless arrangements have been made with their supervisor to work modified hours. Employees working remotely may be required to report to their normal work location by their supervisor. All tools and resources provided by the City remain the property of the City and are subject to the City' s computer and data practices policies. Employees must protect any proprietary or confidential City information that may be accessible from their home offices. Shut Down of City Facilities and Non- Essential Employee Plan If the City is required to shut down any areas of City facilities resulting in the lack of work for employees, regular base hourly wage pay will continue for non- exempt employees assigned to that facility until such time as the City may deem it necessary to perform layoffs. In the event of a layoff or reduction of hours, the City will attempt to utilize the requirements of the personnel policies ( or union contracts if applicable). Continued pay does not include overtime, supplemental pay, and or other additional pay. This applies to full time employees and part time benefit- earning employees who work 20 hours per week or more. Continued pay may be pro- rated based on partial day and/ or partial week closures. Supervisors will make every reasonable attempt to find work for employees in order to keep them working productively. Employees may receive assignments to conduct work remotely, work at other facilities, and/ or perform other functions to meet business needs. An employee who declines such assignment will not be eligible for continued pay under this provision and may use available paid leave hours or take the time as unpaid leave. For a period less than a full workweek, an exempt employee must use available paid leave hours. Unless otherwise notified, employees should expect to be available for work, as the situation could change regularly. After the alternative options for work have been exhausted and/ or in order to provide for the safety and health of all employees, the City may send an employee home with pay. The decision to send an employee home due to lack of work will be recommended by the Department Director and approved by the City Administrator or designee. The 3 1 P a g e Effective Date : 3/ 27 / 2020 decision, including actual hours worked and when the employee was directed to leave, shall be documented in writing and provided to Human Resources and Finance. If an employee is receiving pay under this provision, they will also receive continued employer contributions to insurance benefits as if they were working a regular workweek. Notifying Other Employees of a Confirmed Case of COVID- 19 As recommended by the CDC, if an employee is confirmed to have COVID- 19, the City will inform fellow employees of their possible exposure to COVID- 19 in the workplace, but protect privacy as required by state and federal law. The City will not identify by name an individual who has contracted the disease. Employees exposed to a co- worker with confirmed COVID- 19 should refer to CDC guidance for how to conduct a risk assessment of their potential exposure and should contact a medical health provider. The City will continue to rely on guidance from federal and local authorities about transmission risk and containment. Workers' Compensation COVID- 19 will be treated the same as other illness or injury. If an employee contracts COVID- 19 from exposure at work, the supervisor must be notified and a First Report of Injury will be filed and submitted. The insurer will review the information to make a compensability determination. Temporary Revision to Outside Employment Policy As part of the COVID- 19 contingency planning, the City has identified a potential heightened exposure for employees who work outside positions beyond their City employment. In order to reduce the potential exposure of City employees from other employees, particularly those employees working in areas where they work or come in contact with employees performing essential services, the following changes to the policy will apply until further notice: The City Administrator will not authorize employees seeking to work in any outside occupation, employment or business where such work may heighten the risk of exposure of that employee to COVID- 19. This will not apply to outside employment where the City Administrator determines that there is a heightened need for the outside essential service such as a volunteer firefighter, blood drive employee or paramedic. Employees seeking authorization for outside work must utilize the procedures currently in place. 4 1 P a g e Effective Date : 3/ 27 / 2020 Employees who are currently authorized to work in any outside occupation, employment or business must self-identify that outside occupation, employment or business to the Human Resources Director in writing ( or by email). In order to expedite this review, this applies to individuals who have previously submitted an Outside Employment Waiver form. The prior determination will be reviewed to determine compatibility with the employee' s City employment as that employment may be modified by COVID- 19 contingency planning. Outside employment that heightens the potential exposure of City employees from other employees, particularly those employees working in areas where they work directly with or come in contact with employees performing essential services, will not be authorized unless the City Administrator determines that said outside work is of sufficient importance and the internal risk may be mitigated to allow the continued work. Notification Requirements for Travel to Level 3 Risk Areas as Identified by CDC Employees are required to disclose any travel to and from level 3 risk areas as identified by the CDC. Employees who travel to and from these areas will be required to take a 14 day leave of absence from work to quarantine themselves, per CDC recommendations. The current travel advisories can be found at: httr)s:// www. cdc. aov/ coronavirus/ 2019- ncov/ travelers/ after- travel- precautions. html EFFECTIVE APRIL 1, 2020 Federal Families First Coronavirus Response Act The City of Maple Grove is charged with implementing the requirements of the Families First Coronavirus Response Act which includes the Emergency Paid Sick Leave Act and the Paid Expanded Family and Medical Leave Act The following are a general summary of each of the Acts. These provisions go into effect April 1, 2020 and remain in effect until December 31, 2020. Emergency Paid Sick Leave Act: Emergency Paid Sick Leave is available for employees who are unable to work ( or telework) due to a need for leave because the employee: 1. is subject to a Federal, State, or local quarantine or isolation order related to COVI D- 19; 2. has been advised by a health care provider to self-quarantine related to COVID- 19; 3. is experiencing COVID- 19 symptoms and is seeking a medical diagnosis; 4. is caring for an individual subject to an order described in ( 1) or self-quarantine as described in ( 2); 5 1 P a g e Effective Date : 3/ 27 / 2020  5. is caring for a child whose school or place of care is closed ( or child care provider is unavailable) for reasons related to COVID- 19; or 6. is experiencing any other substantially- similar condition specified by the Secretary of Health and Human Services, in consultation with the Secretaries of Labor and Treasury Paid Expanded Family and Medical Leave Act: The Bill expanded application of the Family and Medical Leave Act to cover employees who have been employed for the previous 30 days to take care of children due to school or childcare closings. Duration of Leave: For reasons ( 1)-( 4) and ( 6): A full- time employee is eligible for 80 hours of leave, and a part-time employee is eligible for the number of hours of leave that the employee works on average over a two-week period. For reason ( 5): A full- time employee is eligible for up to 12 weeks of leave ( two weeks of emergency paid sick leave followed by up to 10 weeks of paid expanded family & medical leave) at 40 hours a week, and a part- time employee is eligible for leave for the number of hours that the employee is normally scheduled to work over that period. Calculation of Pay: For leave reasons ( 1), ( 2), or ( 3): employees taking leave are entitled to pay at either their regular rate or the applicable minimum wage, whichever is higher, up to $ 511 per day and $ 5, 110 in the aggregate ( over a 2- week period). For leave reasons ( 4) or( 6): employees taking leave are entitled to pay at 2/ 3 their regular rate or 2/ 3 the applicable minimum wage, whichever is higher, up to $ 200 per day and $ 2, 000 in the aggregate ( over a 2- week period). For leave reason ( 5): employees taking leave are entitled to pay at 2/ 3 their regular rate or 2/ 3 the applicable minimum wage, whichever is higher, up to $ 200 per day and 12, 000 in the aggregate ( over a 12- week period) Emergency Paid Sick Leave will be utilized prior to other leaves that may be available. Employees being paid 2/ 3 of their regular pay will be required to supplement the other 1/ 3 of their pay using accrued paid sick or vacation leave. 6 1 P a g e Effective Date : 3/ 27/ 2020 Please note that these benefits and requirements as outlined in federal law are intended to be limited in time. They are intended to expire at the end of the year. Pursuant to federal law, these benefits do not vest, will not be paid out upon separation and may not be carried over from year to year except as required by federal law. More information on the Families First Coronavirus Response Act ( FFCRA) can be found here: FFCRA Emolovee Rights Poster, which is also posted to the City of Maple Grove Employee Intranet page and posted in physical work locations. In addition to the Federal leave requirements outlined in the FFCRA, the City of Maple Grove provides for additional leave as outlined in the City of Maple Grove Employee Leave Guidelines ( add link before emailing out to employees). Questions Any questions on these policies should first be directed to your supervisor or Department Director. You may also contact Human Resources for more information. Denise Thul, HR Director dthul( @maolegrovemn. gov 763- 494- 6016 Stephanie Leshovsky, HR Specialist— Benefits and Compensation sleshovskv( aD-maplegrovemn. gov 763- 494- 6017 Joyce Edmeier, HR Specialist— Recruitment and Retention iaedmeier( cDmaplegrovemn. gov 763- 494- 6018 General Contact humanresources( cDmaolegrovemn. gov 763- 494- 6015 7 1 P a g e Effective Date : 3/ 27 / 2020  Ln LA 41 N m t +' Mai '`' r- "'`'? l', 4- U to O u`, `" .;- ' a C O O O fir, y ". V:. O Ln L 4J to 6 +' J O Lcr a) O f6 NO Q O' bA r C OA O m O O N O to tie ai L Pq u EA N' to N M p O 0 r fav c v v L cp U H Q Q' Q v p C 41 O 12 +-O, 0 N e cLnco L Ln V ca Lu 41 O 4 - a OD s- L y lu 0 O m U Oi N O y z fa 41 GJ ro . 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N co ; co cu fl.,- Q o 3 m aj CL v C O N O LU mU 3 O N v U m t L o rQ O O E cV +' aJ X L m N m N 00 L W - 0 m N C a1 O L C L 3 L O .., ..,. a m ttjoC L fl. w ( AO L U O + GQ_ x 0 m m p Q Q C O L p Q O' O' " 4— " U N ai N t U p X N N N U N t L Q mO O U O 01 N L N L c ' p a) N L V C C Q O m y-a fl m v L Q U• O 4— Y > u1 E , V v 0 L p p ++ C a-+ cr N L GJ fl- H O C O j O Vl Ln Ij a •- f6 u a) C U.. `. t aMi t N IA' O m C m m. a 7 N p L: U p E H O p O d H Q ai > o O 7 m H H Cr O CU  REQUEST FOR COUNCIL ACTION March 27, 2020 2D DATE AGENDA ITEM CITY ADMINISTRATOR ORIGINATING DEPT AGENDA ITEM APPROVAL Administration Waiving Late Penalty Fees on Utility Bills and Rebate Consideration on Liquor License Fees PREVIOUS ACTIONS: None. RECOMMENDED COUNCIL ACTION: Consider waiving late penalty fees on utility bills during the period of shut down. Consider a rebate of liquor license fees for each month that the business is closed or a reduction in the licensing fee for the upcoming licensing period. COMMENTS: Staffhas started to receive calls from residents about waiving penalty fees on utility bills. Staff has learned that other comparable cities have started to waive penalties. The city currently collects an average of 6, 000 to $ 8, 000per month in late payment fees depending on the billing group that month for water, sewer, recycling, and street lights. Currently, there has been no implementation of late penalties for March; however, late penalty fees would be going into effect tomorrow, March 27. In addition, staff has received calls from liquor license holders who are unable to sell alcohol due to the closure of restaurant dining rooms. One inquiry was in regard to cancelling liquor liability insurance during this period of shutdown. Staff has reviewed the request with legal and the State of Minnesota. Staff feels the best options would be to consider a prorated rebate to the license fee for the period of shut down or to reduce the fee for the upcoming licensing period, which will begin July 1, 2020.