City Council Worksession

South St. Paul WORKSESSION AGENDA SSP City Hall 125 3rd Avenue North Training room Monday, March 14, 2022 7:00 pm AGENDA: 1. City Hall Remodeling Project 2. Council Chambers Technology Updates 3. Fiber Optic Project Discussion 4. 200 Concord Exchange South 5. Legislative Updates (Economic Development Initiatives) 6. City Clerk Revised Job Description 7. CLOSED SESSION pursuant to Minnesota Statutes § 13D.05, Subd. 3(c) to develop or consider offers for the purchase of real property at 316 Malden Street – No Attachment 8. Council Comments & Questions A COUNCIL WORKSESSION REPORT DATE: MARCH 14, 2022 1 DEPARTMENT: ADMINISTRATION Prepared by: Joel Hanson ADMINISTRATOR: JRH AGENDA ITEM: City Hall Remodeling Project DESIRED MEETING OUTCOMES: DISCUSS THE CURRENT STATUS OF THE CITY HALL REMODELING PROJECT AND PROVIDE ANY NEEDED DIRECTION OVERVIEW: Bids are due on the City Hall Remodel Project next Thursday afternoon (3/17). Wold Architects called late Thursday afternoon (3/10) and informed me that one of the contractors looking to bid on the job said the materials needed for the roof over the Fire Department apparatus bay has a lead time approaching 12 months. Wold has verified this with other sources and has adjusted the phasing plan for the project whereby the Fire Department component would not commence until next spring. I made Chief Juelfs aware of this issue and he is wondering if we should discuss a new joint facility (with West St. Paul) as an alternative to this component given there has been some interest expressed in this concept by others. I did ask Wold if they could bid Fire Department component as an add/alternate pending the outcome of Monday night’s discussion and to try to avoid any delays for the balance of the project. SOURCE OF FUNDS: Capital Project Funds A COUNCIL WORKSESSION REPORT DATE: MARCH 14, 2022 2 DEPARTMENT: IT PREPARED BY: Ian Hardie ADMINISTRATOR: JRH AGENDA ITEM: Council Chambers Technology Updates DESIRED MEETING OUTCOMES: Arrive at a Consensus on a Proposal for Technology Updates to the Council Chambers OVERVIEW: The technology in the council chambers is beginning to become outdated. The project would update the technology, improve ease of use, and accessibility. Staff worked with NDC4 to get a proposal to update some equipment in the chambers. This would include an updated lecturn with a wheelchair accessible table, A/V controls and connections at the staff tables, and improved audio at the staff and council seats. The proposal from Advanced Systems Integration is attached. Staff recommends performing this work during the remodeling project. SOURCE OF FUNDS: Capital Improvement Fund  PROPOSAL Council Chambers Upgrades 2022 City of South St. Paul 125 3rd Ave. N South St. Paul, MN 55075 United States 6515543284 Revision: 1 Modified: 3/7/2022 Presented By: Advanced Systems Integration, LLC Wayne Lusthoff II Sales Manager Advanced Systems Integration, LLC Mobile: 763-226-1798 Web: www.asi-av.com Email: wayne@asi-mn.com w w wPage . a s i1- of a v19. c o m  SCOPE OF WORK Dais The eight (8) existing Shure MX418D/C gooseneck microphones will be reused. There will be five (5) Innovox MicroLift speakers installed for speech precedence. The units will be spread out across the dais and each speaker will cover approximately two (2) people. The existing HDBT Receiver will be removed and replaced with the AMX AV over IP decoder. The existing HDMI distribution amplifier will be replaced with the Crestron 1x8 4K model. The presentation HDMI cable will have a Liberty HDMI adapter ring installed that can be used for various models of laptops and will be securely fastened to the cable. Currently there are two (2) ceiling speakers above the dais that will be disconnected. These can be removed if the city can provide replacement ceiling tiles. Staff Table #1 The three (3) Shure MX418D/C gooseneck microphones will be reused. There will be two (2) Innovox Microlift speakers installed for speech precedence. The existing HDBT Transmitter & Receiver will be replaced with the AMX AV over IP Encoder / Decoder model. The HDMI distribution amplifier will be replaced with the Crestron 1x2 model. This location has an HDMI cable with adapter ring for presentations in the room. The Crestron 7” table-top touch panel will be installed and will have the following controls available: · Room Power On/Off · Local Source Routing · Volume Control of local source Staff Table #2 The three (3) Shure MX418D/C gooseneck microphones will be reused. There will be two (2) Innovox Microlift speakers installed for speech precedence. The existing HDBT Transmitter & Receiver will be replaced with the AMX AV over IP Encoder / Decoder model. The HDMI distribution amplifier will be replaced with the Crestron 1x2 model. This location has an HDMI cable with adapter ring for presentations in the room. The Crestron 7” table-top touch panel will be installed and will have the following controls available: · Room Power On/Off · Local Source Routing · Volume Control of local source Podium The existing 60” wide podium will be removed and replaced with the AVF PD3003 30” wide model with side shelf for the owner furnished document camera. The existing monitor will be reused along with one (1) Shure MX418D/C microphone. This location will have an HDMI cable with Liberty adapter ring that will be used for public presentations. The AMX AV over IP Encoder & Decoder will be installed inside the podium storage area. Left Side Public Display The existing Samsung display will be reused however the HDBT receiver will be replaced with the AMX AV over * Price Includes Accessories Council Chambers Upgrades 2022 Project No : DT-00232 Rev. 1 3/7/2022 Page 2 of 19 IP Decoder. Cabling will be re-terminated using keystone’s and patch cords. Right Side Public Display The existing Samsung display will be reused however the HDBT receiver will be replaced with the AMX AV over IP Decoder. Cabling will be re-terminated using keystone’s and patch cords. Public Gallery There will be two (2) rows of four speakers installed in the drop ceiling. Each row will be precision timed for speech precedence using the Symetrix Radius and Prism DSP units. The Innovox Micro-Sub 12 will be installed into the drop tile ceiling. This purpose of this subwoofer is to provide proper low end to the speech and presentation audio. Control Room The following equipment will be installed by ASI into the existing equipment racks: · Crestron CP4N · Netgear GSM4230P-100NAS Managed Switch · AMX NMX-ENC-N2312 Encoders (Program Feeds x2) · AMX NMX-DEC-N2322 Decoders (Presentation into Ross + PGM Audio) · Osprey SHCSA-2 SDI to HDMI Converter x2 · Osprey HSCSA-2 HDMI to SDI Converter · Crestron 10” Table-Top Touch Panel (desktop) The following equipment will be provided and installed by Town Square TV: Ross Solo 13, ProCo MS82 (QTY 2), and Whirlwind SPC82L. The Crestron touch panel will have the following controls available: · Room Power · Display Power On/Off · Microphone Level Control · PGM Audio Level Control · Source Routing · Audio To/From Broadcast Level Control * Price Includes Accessories Council Chambers Upgrades 2022 Project No : DT-00232 Rev. 1 3/7/2022 Page 3 of 19  City Council Chambers 1 Freight - Calculated $970.00 Freight 1 Patch Cable & Misc Parts $666.67 Misc Parts/Hardware/Fasteners/etc City Council Chambers Total $1,636.67 City Council Chambers: Dais 7 #Generic Monitor $0.00 [OFE] - Existing Desktop Monitor 1 AMX NMX-DEC-N2322 $633.35 N2300 Series 4K Ultra High Definition Video Over IP Stand Alone Decoder With KVM, POE 1 AMX NMX-ENC-N2312 $701.92 N2300 Series 4K Ultra High Definition Video Over IP Stand Alone Encoder With KVM, Poe 1 Crestron Electronics HD-DA8-4KZ-E $647.06 1:8 HDMI Distribution Amplifier w/4K60 4:4:4 & HDR Support 1 DigitaLinx DL-AR1942-E03 $187.29 HDMI Adapter Ring Include 1 Adapter Cable Displayport Male To HDMI Female 5 Inches Long, 1 Adapter Cable Mini-Displayport Male To HDMI Female 5 Inches Long 5 Innovox Audio AE-MicroLift VC BLK $2,286.45 Table-top / pew-back monitor integrated with volume control and 3.5mm jack 200 Liberty AV Solutions 24-4P-P-L6-EN-BLK $94.22 * Black Category 6 U/UTP EN series 23 AWG 4 pair unshielded cable 8 Shure MX418D/C $0.00 [OFE] - Cardioid-18" Desktop Gooseneck Condenser Microphone, Attached 10´ XLR Cable, Logic Functions, Programmable Switch and LED Indicator, Attached Desktop Base City Council Chambers: Dais Total $4,550.29 * Price Includes Accessories Council Chambers Upgrades 2022 Project No : DT-00232 Rev. 1 3/7/2022 Page 4 of 19  City Council Chambers: Staff Table #1 2 #Generic Monitor $0.00 [OFE] - Existing Desktop Monitor 1 AMX NMX-DEC-N2322 $633.35 N2300 Series 4K Ultra High Definition Video Over IP Stand Alone Decoder With KVM, POE 1 AMX NMX-ENC-N2312 $701.92 N2300 Series 4K Ultra High Definition Video Over IP Stand Alone Encoder With KVM, Poe 1 Crestron Electronics HD-DA2-4KZ-E $258.82 1:2 HDMI Distribution Amplifier w/4K60 4:4:4 & HDR Support 1 Crestron Electronics TS-770-B-S $1,397.97 TS-770 series is a stylish and versatile tabletop touch screen that is ideal for residential and enterprise applications. 1 DigitaLinx DL-AR1942-E03 $187.29 HDMI Adapter Ring Include 1 Adapter Cable Displayport Male To HDMI Female 5 Inches Long, 1 Adapter Cable Mini-Displayport Male To HDMI Female 5 Inches Long 2 Innovox Audio AE-MicroLift VC BLK $914.58 Table-top / pew-back monitor integrated with volume control and 3.5mm jack 200 Liberty AV Solutions 24-4P-P-L6-EN-BLK $94.22 * Black Category 6 U/UTP EN series 23 AWG 4 pair unshielded cable 3 Shure MX418D/C $0.00 [OFE] - Cardioid-18" Desktop Gooseneck Condenser Microphone, Attached 10´ XLR Cable, Logic Functions, Programmable Switch and LED Indicator, Attached Desktop Base City Council Chambers: Staff Table #1 Total $4,188.15 * Price Includes Accessories Council Chambers Upgrades 2022 Project No : DT-00232 Rev. 1 3/7/2022 Page 5 of 19  City Council Chambers: Staff Table #2 2 #Generic Monitor $0.00 [OFE] - Existing Desktop Monitor 1 AMX NMX-DEC-N2322 $633.35 N2300 Series 4K Ultra High Definition Video Over IP Stand Alone Decoder With KVM, POE 1 AMX NMX-ENC-N2312 $701.92 N2300 Series 4K Ultra High Definition Video Over IP Stand Alone Encoder With KVM, Poe 1 Crestron Electronics HD-DA2-4KZ-E $258.82 1:2 HDMI Distribution Amplifier w/4K60 4:4:4 & HDR Support 1 Crestron Electronics TS-770-B-S $1,397.97 TS-770 series is a stylish and versatile tabletop touch screen that is ideal for residential and enterprise applications. 1 DigitaLinx DL-AR1942-E03 $187.29 HDMI Adapter Ring Include 1 Adapter Cable Displayport Male To HDMI Female 5 Inches Long, 1 Adapter Cable Mini-Displayport Male To HDMI Female 5 Inches Long 2 Innovox Audio AE-MicroLift VC BLK $914.58 Table-top / pew-back monitor integrated with volume control and 3.5mm jack 200 Liberty AV Solutions 24-4P-P-L6-EN-BLK $94.22 * Black Category 6 U/UTP EN series 23 AWG 4 pair unshielded cable 3 Shure MX418D/C $0.00 [OFE] - Cardioid-18" Desktop Gooseneck Condenser Microphone, Attached 10´ XLR Cable, Logic Functions, Programmable Switch and LED Indicator, Attached Desktop Base City Council Chambers: Staff Table #2 Total $4,188.15 * Price Includes Accessories Council Chambers Upgrades 2022 Project No : DT-00232 Rev. 1 3/7/2022 Page 6 of 19  City Council Chambers: Podium 1 AMX NMX-DEC-N2322 $633.35 N2300 Series 4K Ultra High Definition Video Over IP Stand Alone Decoder With KVM, POE 1 AMX NMX-ENC-N2312 $701.92 N2300 Series 4K Ultra High Definition Video Over IP Stand Alone Encoder With KVM, Poe 1 Audio Visual Furniture C900S $210.59 15"- 24" Adjustable Monitor Arm - Edge or Grommet Mounting 1 Audio Visual Furniture PD3003BCL $980.00 Economy Podium - 30" W x 44" H x 25" D - Slide out keyboard drawer, flip up side shelf & adjustable interior shelf - Available in Maple, Medium Cherry, Dark Cherry, Black & Gray Matrix - Burma Cherry 1 Audio Visual Furniture SF-PB3 $58.58 Surface Mounted 3-Outlet Power Bar (Black) 1 DigitaLinx DL-AR1942-E03 $187.29 HDMI Adapter Ring Include 1 Adapter Cable Displayport Male To HDMI Female 5 Inches Long, 1 Adapter Cable Mini-Displayport Male To HDMI Female 5 Inches Long 1 Innovox Audio AE-MicroLift VC BLK $457.29 Table-top / pew-back monitor integrated with volume control and 3.5mm jack 200 Liberty AV Solutions 24-4P-P-L6-EN-BLK $94.22 * Black Category 6 U/UTP EN series 23 AWG 4 pair unshielded cable 2 Shure MX418D/C $0.00 [OFE] - Cardioid-18" Desktop Gooseneck Condenser Microphone, Attached 10´ XLR Cable, Logic Functions, Programmable Switch and LED Indicator, Attached Desktop Base City Council Chambers: Podium Total $3,323.24 * Price Includes Accessories Council Chambers Upgrades 2022 Project No : DT-00232 Rev. 1 3/7/2022 Page 7 of 19  City Council Chambers: Gallery 2 #Generic 55" Commercial Display $0.00 [OFE] - Existing Ceiling Mounted Display 2 AMX NMX-DEC-N2322 $1,266.70 N2300 Series 4K Ultra High Definition Video Over IP Stand Alone Decoder With KVM, POE 8 Biamp Systems Desono D4 $884.72 4.5-Inch Ceiling Loudspeaker (priced individually, but sold in pairs) 1 Innovox Audio Microsub 12C White $728.24 Ceiling Mounted Compact 12" Subwoofer, White 400 Liberty AV Solutions 24-4P-P-L6-EN-BLK $188.44 * Black Category 6 U/UTP EN series 23 AWG 4 pair unshielded cable City Council Chambers: Gallery Total $3,068.10 * Price Includes Accessories Council Chambers Upgrades 2022 Project No : DT-00232 Rev. 1 3/7/2022 Page 8 of 19  City Council Chambers: Control Room 2 AMX NMX-DEC-N2322 $1,266.70 N2300 Series 4K Ultra High Definition Video Over IP Stand Alone Decoder With KVM, POE 2 AMX NMX-ENC-N2312 $1,403.84 N2300 Series 4K Ultra High Definition Video Over IP Stand Alone Encoder With KVM, Poe 1 Crestron Electronics CP4N $1,811.76 4-Series Control System 2 LEA Professional CONNECT 168D $4,552.94 8 Channel x 160 watt @ 4/8 Ohm, 70V and 100V per channel. Internal DSP w/ Crossovers and Dante, IoT Device with built in WiFi Hotspot, Wifi or FAST Ethernet connectivity and Highly Efficient Power Supply with Class D Output Stage 1 Netgear GSM4230P-100NAS $1,104.86 AV LINE M4250-26G4F-POE+ 24X1G POE+ 300W 2 Osprey SHCSA-2 $633.18 SDI to HDMI Converter. Includes Audio Embedding, De-Embedding, Video De- Interlacing, and Scaling 2 Radio Design Labs (RDL) TX-J2 $139.56 Unbalanced Input Transformer 1 Symetrix Prism 8x8 $2,069.41 Programmable DSP, 8 mic/line in, 8 line out, 64x64 Dante, ARC 1 Symetrix Radius NX 12x8 $2,787.06 Programmable DSP, 12 mic/line in, 8 line out, USB audio, 1 I/O card slot, 64x64 redundant Dante, ARC City Council Chambers: Control Room Total $15,769.31 Project Subtotal: $36,723.91 * Price Includes Accessories Council Chambers Upgrades 2022 Project No : DT-00232 Rev. 1 3/7/2022 Page 9 of 19  PROJECT SUMMARY Equipment: $36,723.91 Labor: $21,440.33 Grand Total: $58,164.24 Optional - ASI Care Maintenance Includes full coverage on all equipment and labor on the attached proposal for the chosen term. This includes uninstalling ASI provided equipment, returning the faulty equipment to the manufacturer, reinstalling the repaired or replaced equipment, and system calibration and testing after reinstallation. Priority scheduling for all service issues. End user training and user guides to be given digitally and left behind. This annual support package includes preventative maintenance twice per year, scheduled approximately six months after substantial completion and during the final month of the contract. Warranty Exclusions & Limitations This Limited warranty does not cover any product that has been damaged or destroyed due to tampering, abuse, misuse, alterations, unauthorized modifications, accidents, or any product that has been serviced by anyone other than ASI or one of it's authorized agents. 1 Year $4,900.00 3 Year $14,050.00 I am electing not to cover my systems at this time and will be on a T&M agreement for any service issues that may arise. Council Chambers Upgrades 2022 Project No : DT-00232 Rev. 1 3/7/2022 Page 10 of 19  CONTRACT Council Chambers Upgrades 2022 City of South St. Paul 125 3rd Ave. N South St. Paul, MN 55075 United States 6515543284 Revision: 1 Modified: 3/7/2022 Presented By: Wayne Lusthoff Advanced Systems Integration, LLC 8415 220th St. W. Lakeville, MN 55044 United States (952)392-8903 www.asi-av.com Advanced Systems Integration, LLC uses progress billing, and invoices for equipment allocated to the Project when it is received by ASI. Unless otherwise specified, all items quoted (equipment and services) as well as applicable out of pocket expenses (permits, licenses, shipping, etc.) are invoiced in detail (including applicable sales taxes due for invoiced item(s) on a periodic basis with payment in full required within 30 days of the date of the invoice. Customer is to make payments to the address on invoice. Full payment is due before any support coverage begins. Failure to pay balance within the terms of this contract does NOT delay the start of the warranty period. Overdue balances are subject to a finance charge of 1.5% per month, or interest at the highest rate permitted by applicable law. In the event ASI must pursue collection of unpaid invoices, Customer agrees to pay all of ASI's cost of collection, including the attorney's fees and costs. Taxes and Delivery - Unless stated otherwise, ASI will add and include all applicable taxes, permit fees, license fees, and delivery charges to the amount of each invoice. Taxes will be calculated according to the state law(s) in which the product(s) and/or service(s) are provided. Customer must provide a valid tax exemption certificate for any tax exemption(s) claimed, otherwise ASI will invoice for and collect all applicable taxes in accordance with state laws. Agreement of Proposal and Contract Formation- Customer hereby accepts the attached quote/proposal from ASI for equipment and/or services for the Project Council Chambers Upgrades 2022 Project No : DT-00232 Rev. 1 3/7/2022 Page 11 of 19 as specified. Once the proposal is signed by both parties, this forms a binding Agreement between Customer and ASI. Should ASI at any time prior to commencing work on the project, disapprove of the terms of the Agreement, ASI reserves the right to terminate the Agreement without cause and without penalty to ASI. Terms and Conditions for Project Agreement - The following Terms and Conditions of Sale (the "T&Cs") in combination with a signed proposal constitute a binding contract (the "Agreement") between Advanced Systems Integration, LLC ("ASI") and the entity identified on page one of the proposal ("the Customer"). Any terms and conditions set forth in any correspondence, purchase order, or internet based form from Customer to ASI which purport to constitute terms and conditions which are in addition to those set forth in this Agreement or which attempt to establish conflicting terms and conditions to those set forth in this agreement are expressly rejected by ASI unless the same has been manually countersigned in wet ink by an officer of ASI. Changes in Scope of Work - Where a Scope of Work is included with this Agreement, costs resulting from changes in the scope of the Project by Customer, including any additional requirements or restrictions placed on ASI by Customer or its representatives, will be added to the contract price. When ASI becomes aware of the nature and impact of the change, a Change Order will be submitted for review and approval by Customer before work continues. Where applicable, changes in the configuration of the Equipment described herein shall be made in writing by submission of a Change Order document. Installation Hours - The proposal provided is based on working hours of 6:00am until 5:00pm and not to exceed 8 working hours per day. If work is required to be completed after these hours, the hourly rate will be 1.5 times the standard hourly rate.If additional working hours over 10 hours are required, the hourly rate will be 2.0 times the standard hourly rate. If the project was quoted with overtime hours and outside of business hours rates included, those rates will take precedence and additional overtime will only be assessed if outside of the original contract terms. Mobilization Fees - In the event the jobsite is not ready or rooms are not available at the scheduled time of installation, a $250.00 fee will be added to the final bill and the work will need to be rescheduled. Faulty or Damaged Equipment Fees - Any equipment that is purchased through ASI that is received in damaged or defective will be replaced at no additional cost to the client. Equipment that is supplied by the client or another vendor that is received in damaged or defective will result in an additional fee of $250.00 per occurrence if an additional trip is needed for installation. Council Chambers Upgrades 2022 Project No : DT-00232 Rev. 1 3/7/2022 Page 12 of 19 Ownership and Use of Documents and Electronic Data - Where applicable, drawings, specifications, other documents, and electronic data furnished by ASI for the Project under this Agreement are instruments of the services provided. ASI shall retain all common law, statutory and other reserved rights, including any copyright in these instruments. These instruments of service are furnished for use solely with respect to the Project under this Agreement. The Customer shall be permitted to retain copies of any drawings, specifications, other documents, and electronic data furnished by ASI but only for information and reference in connection with the Project and for no other purpose. Proprietary Protection of Programs - Where applicable this Agreement does not cause any transfer of title, or intellectual rights, in control systems programs, or any materials produced in connection therewith, including any source code. Any applications or programs supplied by ASI are provided and are authorized for installation, execution, and use only in machine- readable object code form. This Agreement is expressly limited to the use of the programs by Customer for the equipment in connection with this Project. Customer agrees that it will not seek to reverse-engineer any program to obtain source code, and that it will not disclose the programs source code or configuration files to any third party, without the written consent of ASI. The program source code and configuration files, together with ASI know-how and integration and configuration techniques furnished hereunder are proprietary to ASI, and were developed at its private expense. If Customer is a branch of the United States Government, for purposes of this Agreement any software furnished by ASI hereunder shall be deemed "restricted computer software", and any data, including installation and systems configuration information, shall be deemed "limited rights data", as those terms are defined in FAR 52.227- 14 of the Code of Federal regulations. Shipping and Taxes - The prices shown are F.O.B. manufacturer's plant. Customer, in accordance with ASI's current shipping and billing practices, will pay all destination charges. In addition to the prices on this Agreement, Customer agrees to pay amounts equal to any sales tax invoiced by ASI, or (where applicable) any use or personal property taxes resulting from this Agreement or any activities hereunder. Customer will defend and indemnify ASI for any claims for all unpaid taxes or for any sales tax exemption claimed by Customer. Title - Where applicable, title to the Equipment passes to Customer on the earlier of: (a) the date of shipment from ASI to Customer, or (b) the date on which ASI transmits its invoice to Customer. Security Interest - In addition to any mechanic's lien rights, Customer, for value received, hereby grants to ASI a security interest under the Minnesota Uniform Commercial Code together with a security interest under the law(s) of the state (s) in which work is performed or equipment is delivered. This security interest shall extend to all Equipment, plus any additions and replacements of such Equipment, and to all accessories, parts, and connecting Equipment now and hereafter affixed thereto. This security interest will be satisfied by payments in full unless Council Chambers Upgrades 2022 Project No : DT-00232 Rev. 1 3/7/2022 Page 13 of 19 otherwise provided for in an installation payment agreement. The security interest shall be security for all sums owed by Customer under this Agreement. A copy of this Agreement may be filed as a financing statement with the appropriate authority at any time after signature by Customer. Such filing does not constitute acceptance of this Agreement by ASI. Risk of Loss or Damage - Notwithstanding Customer's payment of the purchase price for Equipment, all risk of loss or damage shall transfer from ASI to Customer upon transfer of Title to Customer. Customer shall be responsible for securing insurance on Equipment from this point forward. Receiving / Integration - Unless the Agreement expressly includes integration services by ASI, Customer agrees to furnish all services required for receiving, unpacking, and placing Equipment in the desired location along with integration. Packaging materials shall be the property of Customer. Equipment Warranties - To the extent ASI receives any warranties from a manufacturer on Equipment, it will pass them through to Customer to the full extent permitted by the terms of each warranty. Factory warranties vary by manufacturer, and no additional warranties are expressed or implied. General Warranties - Each party represents and warrants to the other that: (1) it has full right, power and authority to enter into and fully perform its obligations under this Agreement, including without limitation the right to bind any party it purports to bind this Agreement, (ii) the execution, delivery and performance of this Agreement by that Party does not conflict with any other agreement to which it is a Party or by which it is bound, and (iii) it will comply with all the applicable laws in its discharge of its obligations under this Agreement. ASI warrants, for a period of 90 days from substantial completion the systems integration to be free from defects in material and workmanship. CUSTOMER WARRANTS THAT IT HAS NOT RELIED ON ANY INFORMATION OR REPRESENTATION PROVIDED BY OR ON BEHALF OF ASI WHICH IS NOT EXPRESSLY INCLUDED IN THESE TERMS AND CONDITIONS OR THE PROJECT AGREEMENT. EXCEPT AS EXPRESSLY SET FORTH HEREIN, ASI DISCLAIMS ANY EXPRESS OR IMPLIED WARRANTIES WITH REGARD TO THE MATERIALS AND SERVICES PROVIDED BY ASI, INCLUDING WITHOUT LIMITATION MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT AND TITLE. Indemnification - Customer shall defend, indemnify and hold harmless ASI against all damages, claims, liabilities, losses and other expenses, including without limitation reasonable attorneys' fees and costs, whether or not a lawsuit or other proceeding is filed, that arise out of (a) any negligent act or omission of Customer, its agents, or subcontractors, (b) Customer's failure to full conform to all laws, ordinances, rules and regulations which affect the Agreement, or (c) Customer breach of this Agreement. If Customer fails to promptly idemnify and defend Council Chambers Upgrades 2022 Project No : DT-00232 Rev. 1 3/7/2022 Page 14 of 19 such claims and/or pay ASI's expenses, as provided above, ASI shall have the right to defend itself, and in that case, Customer shall reimburse ASI for all of its reasonable attorneys' fees and costs, and damages incurred to settling or defending such claims within thirty (30) days of each of ASI's written requests. ASI shall indemnify and hold harmless Customer against all damages, claims, liabilities, losses and other expenses, including without limitation reasonable attorneys' fees and costs, whether or not a lawsuit or other proceeding is filed, to the extent that the same is finally determined to be the result of (a) any grossly negligent act or omission of ASI, its agents, or subcontractors, (b) ASI's failure to fully conform to any material law, ordinance, rule or regulation which affects the Agreement, or (c) ASI's material breach of this Agreement. Remedies - Upon default as provided herein, ASI shall have all the rights and remedies of a secured party under the Minnesota Uniform Commerical Code and under any other applicable laws. Any requirements of reasonable notice by ASI to Customer shall be met. If such notice is mailed, postage prepaid, to the address of the party to be notified shown on the first page of this Agreement (or to such other mailing address as that party later furnishes in writing to ASI) at least ten (10) calendar days before the time of the event or contemplated action by ASI set forth in said notice. The rights and remedies herein conferred upon ASI, shall be cumulative and not alternative and shall be in addition to and not in substitution of or in derogation of rights and remedies conferred by the Minnesota Uniform Commercial Code and other applicable laws. Limitation of Remedies for Equipment - ASI's entire liability and Customer's exclusive remedy shall be as follows: in all situations involving performance or nonperformance of Equipment furnished under this Agreement, Customer's remedy is the adjustment or repair of the Equipment or replacement of its parts by ASI, or, at ASI's option, replacement of the Equipment. Limitation on Liability - The total liability of ASI under this Agreement for any cause shall not exceed (either for any single loss or all losses in the aggregate) the net amount actually paid by Customer to ASI under this Agreement during the twelve (12) month period prior to the date on which ASI's liability for the first loss first arose. No Consequential Damages - ASI SHALL NOT HAVE ANY LIABILITY TO CUSTOMER OR TO ANY OTHER PERSON OR ORGANIZATION FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, EXEMPLARY, PUNITIVE OR SPECIAL DAMAGES OF ANY DESCRIPTION (INCLUDING WITHOUT LIMITATION LOST PROFITS OR LOSS OF INTERRUPTION OF BUSINESS), WHETHER BASED ON CONTRACT, NEGLIGENCE, TORT, OR ANY OTHER LEGAL THEORY, REGARDLESS OF WHETHER ADVISED OF THE POSSIBILITY OF SUCH DAMAGES AND IRRESPECTIVE OF THE NUMBER OR NATURE OF CLAIMS. Acceleration of Obligations and Default - Payment in full for all "Equipment," which is defined as all goods indentified in the Agreement, as well for any and all amounts due to ASI for integration services identified in the section of the Agreement shall be due Council Chambers Upgrades 2022 Project No : DT-00232 Rev. 1 3/7/2022 Page 15 of 19 within the terms of the Agreement. Upon the occurence of any event of default by Customer, ASI may, at its option, with or without notice, declare the whole unpaid balance of any obligation secured by this Agreement immediately due and payable and may declare Customer to be in default under this Agreement. Choice of Law and Venue - This Agreement shall be governed by the laws of the State of Minnesota in the United States of America without reference to or use of any conflicts of law provisions therein. For the purpose of resolving conflicts related to or arising out of this Agreement, the Parties expressly agree that the venue shall be in the State of Minnesota in the United States of America only, and, in addition, the Parties hereby consent to the exclusive jurisdiction of the Federal and State Courts located in Hennepin County, Minnesota in the United States of America. The Parties specifically disclaim application (i) of the United Nations Convention on the International Sales of Goods, the 1980, and (ii) of Article 2 of the Uniform Commercial Code as codified. In the event ASI must take action to enforce its rights under this Agreement, the court shall award ASI the attorney's fees if incurred to enforce its rights under the Agreement. General - Headings are for reference purposes only and shall not affect the meaning or interpretation of this Agreement. The Parties acknowledge and agree that this Agreement has been negotiated by the Parties and that each had the opportunity to consult with its respective counsel, and shall be interpreted fairly in accordance with its terms and without any strict construction in favor of or against either Party based on draftmanship of the Agreement. This Agreement is not assignable by Customer without the prior written consent of ASI. Any attempt to assign any of the rights, duties, or obligations of this Agreement without such consent is void. ASI reserves the right to assign this Agreement to other parties in order to fulfill all warranties and obligations expressed herein, or upon the sale of all or substantially all of ASI's assets or business. This Agreement can only be modified by a written agreement duly signed by persons authorized to sign agreements on behalf of Customer and of ASI and variance from the terms and conditions of the Agreement in any order or other written notification from Customer will be of no effect. If any provision or provisions of this Agreement shall be held to be invalid, illegal, or unenforceable, the validity, legality or enforceability of the remaining provision or provisions of this Agreement shall not in any way be affected or impaired thereby. ASI is not responsible for any delay in, or failure to, fulfill its obligations under this Agreement due to causes such as natural disaster, war, emergency conditions, labor strikes, acts of terrorism, the substantial inoperability of the Internet, the inability to obtain supplies, or any other reason or any other cause or condition beyond ASI's reasonable control. Except as agreed herein, ASI is not obliged to provide any services hereunder for Equipment located outside the United States or Puerto Rico. Scheduled completion dates are subject to change based on material shortages caused by shortages in cable and materials that are industry wide. EXCLUSIONS: The following work is not included in our Scope of Work: · Conduits, high voltage, wiring panels, breakers, relays, boxes, receptacles, etc. · Concrete saw cutting and/or core drilling · Fire wall, ceiling, roof and floor penetration · Necessary gypsum board replacement and/or repair · Necessary ceiling tile or T-bar modifications, replacements and/or repair Council Chambers Upgrades 2022 Project No : DT-00232 Rev. 1 3/7/2022 Page 16 of 19  · Structural support of equipment *ASI will not be responsible for building related vibrations · Installation of ceiling mounted projection screen · All millwork (moldings, trim, cut outs, etc.) · Patching and Painting · Permits (unless specifically provided for and identified within the contract) · Unless specifically noted lifts and scaffolding are not included CONSTRUCTION CONSIDERATIONS: In order to accomplish the outlined goals of this project, the Customer will be responsible for contracting with an outside entity to make the necessary modifications to the space as directed by Advanced Systems Integration, LLC. The costs associated with these modifications are not included in this proposal. ASI INTEGRATION SERVICES RESPONSIBILITIES Advanced Systems Integration, LLC will provide services/work for the project as described above in the Scope of Work or per the attached separate Scope of Work document detailing the scope of work to be performed. · Provide equipment, materials and service items per the contract products and services detail. · Provide systems equipment integration and supervisory responsibility of the equipment integration. · Provide systems configuration, checkout and testing. · Provide project timeline schedules. · Provide necessary information, as requested, to the owner or other parties involved with this project to insure that proper AC electrical power and cableways and/or conduits are provided to properly integrate the equipment within the facilities. · Provide manufacturer supplied equipment documentation. · Provide final documentation and “as built” system drawings in PDF format. · Provide system training following integration to the designated project leader or team. CUSTOMER INTEGRATION SERVICES RESPONSIBILITIES · Provide for the construction or modification of the facilities for soundproofing, lighting, electrical, HVAC, structural support of equipment, and decorating as appropriate. Includes installation of ceiling mounted projection screen. · Provide for the ordering, provisioning, installation, wiring and verification of any Data Network (LAN, WAN, etc.) and Telephone Line (Analog or Digital) equipment and services prior to on-site integration. · Provide all necessary cableways and/or conduits required to facilitate AV systems wiring. · Provide all necessary conduit, wiring and devices for technical power to the AV systems equipment. · Provide reasonable accesses of Advanced Systems Integration, LLC personnel to the facilities during periods of integration, testing and training, including off hours and weekends. · Provide a secure area to house all integration materials and equipment. · Provide a project leader who will be available for consultation and meetings. · Provide access to refuse disposal at project location. ASI will move said refuse to specified location designated by the client. · NOTICE: THIS SCOPE OF WORK IS DELIVERED ON THE BASIS OF THE FOLLOWING ASSUMPTIONS: · The room(s) match(es) the drawings provided. · Site preparation by the Customer and their contractors includes electrical and data placement per Council Chambers Upgrades 2022 Project No : DT-00232 Rev. 1 3/7/2022 Page 17 of 19  Advanced Systems Integration, LLC specification. · Site preparation will be verified by Advanced Systems Integration, LLC project manager or representative before scheduling of the installation. All work areas should be clean and dust free prior to the beginning of on-site integration of electronic equipment. · Customer communication of readiness will be considered accurate and executable by Advanced Systems Integration, LLC project manager. · There is ready access to the building / facility and the room(s) for equipment and materials. · There is secure storage for equipment during a multi-day integration. · If Customer furnished equipment and existing cabling is to be used, Advanced Systems Integration, LLC assumes that these items are in good working condition at this time and will integrate into the designed solution. Any repair, replacement and/or configuration of these items that may be necessary will be made at an additional cost. · All Network configurations including IP addresses are to be provided, operational and functional before Advanced Systems Integration, LLC integration begins. Advanced Systems Integration, LLC will not be responsible for testing the LAN connections. · Cable or Satellite drops must be in place with converter boxes operational before the completion of integration. Any delay resulting in extra work caused by late arrival of these items will result in a change order for time and materials. · Document review / feedback on drawings / correspondence will be completed by the Customer within two business days (unless otherwise noted). · The documented Change Control process will be used to the maximum extent possible – the Customer will have an assigned person with the authority to communicate/approve project Field Directed Change Orders and Contract Change Orders. · In developing a comprehensive proposal for equipment and integration services Advanced Systems Integration's Sales Representatives and Engineering teams must make some assumptions regarding the physical construction of your facility, the availability of technical infrastructure and site conditions for installation. If any of the conditions we have indicated in the site survey form are incorrect or have changed for your particular project or project site, please let your Sales representative know as soon as possible. Conditions of the site found during integration effort which are different from those documented may have an effect on the price of the system solution, integration or services. To ensure that you have an accurate proposal based on your facility and specific to the conditions of your project, please review all project documentation carefully. Payment Schedule Amount Due Date Down Payment $29,082.12 Substantial Completion $29,082.12 Council Chambers Upgrades 2022 Project No : DT-00232 Rev. 1 3/7/2022 Page 18 of 19 Client: Ian Hardie Date: Contractor: Advanced Systems Integration, LLC Date: TS683832 Council Chambers Upgrades 2022 Project No : DT-00232 Rev. 1 3/7/2022 Page 19 of 19 A COUNCIL WORKSESSION REPORT DATE: MARCH 14, 2022 3 DEPARTMENT: IT PREPARED BY: Ian Hardie ADMINISTRATOR: JRH AGENDA ITEM: Fiber Optic Project Discussion DESIRED MEETING OUTCOMES: Council approval of fiber projects to complete in 2022 OVERVIEW: The City, in coordination with the Dakota Broadband Board is installing fiber optic cable to connect City facilities to our data network. Staff has several projects ready for the 2022 build season, including connecting the John Carroll and Nan McKay high rises, as well as beginning to connect several components of the water system and park facilities. 270462 DBB-SSP Concord Exchange & Grand Ave W extension - new build conduit only 7/14/2021 7:45 AM $ 9,990.00 $ 4,995.00 DC/SSP 265886 DBB-SSP-Traffic Signal Concord St & Bryant Ave - New Build 6/1/2021 4:03 PM $ 3,050.51 $ 3,050.51 SSP 236929 DBB-SSP-John-Carroll 300 Grand Ave. - New Build 2022 7/21/2020 6:55 AM $ 35,359.50 $ 35,359.50 SSP 236928 DBB-SSP-Nan-McKay 200 Marie Ave - New Build 2022 7/21/2020 6:52 AM $ 31,099.00 $ 31,099.00 SSP 229143 DBB-SSP-9th Ave Water Tower - New Build 2022 4/21/2020 3:34 PM $ 55,258.50 $ 55,258.50 SSP 228749 DBB-SSP-Concord St.(56-012) btwn Butler & Villaume - New Build 4/15/2020 11:22 AM $ 178,309.00 $ 89,154.50 DC/SSP 228748 DBB-SSP-Lorraine Park Pool to 8th St S. - New Build 2022 4/15/2020 11:12 AM $ 30,657.00 $ 30,657.00 SSP 228735 DBB-SSP-18th Ave Water Tower to Southview Bvld - New Build 2022 4/15/2020 10:16 AM $ 52,505.50 $ 52,505.50 SSP 228732 DBB-SSP-Pumphouse 4 to Warburton St W - New Build 2022 4/15/2020 9:54 AM $ 34,884.00 $ 34,884.00 SSP 228731 DBB-SSP-Airport Pumphouse to Henry Rd - New Build 2022 4/15/2020 9:48 AM $ 16,072.50 $ 16,072.50 SSP 224897 DBB-SSP-McMarrow Field-New Build 2022 2/26/2020 10:33 AM $ 30,418.50 $ 30,418.50 SSP 224892 DBB-SSP-Traffic Signal Concord St S & Dale Place - New Build Project 2/26/2020 10:21 AM SSP 221559 DBB-SSP-Pumphouse #1 to City Hall - New Fiber Build 2022 1/23/2020 9:34 AM $ 40,831.00 $ 40,831.00 SSP $ 424,285.51 TOTAL SOURCE OF FUNDS: Capital Projects Fund - $250,000 High Rise Funds - $64,458.50 Concord Project/Capital Funds - $89,154.50 Utility Funds - $20,672.51 A CITY COUNCIL WORKSESSION AGENDA REPORT DATE: March 14, 2022 4 DEPARTMENT: ECONOMIC & COMMUNITY DEVELOPMENT Prepared by: Ryan Garcia, Director of Economic & Community Development ADMINISTRATOR: JRH AGENDA ITEM: 200 Concord Exchange South DESIRED OUTCOMES: • Advise EDA of default on deed covenant by Thomas Nguyen at 200 Concord Exchange South. • Determine EDA’s preferred course of action in response to the situation. DISCUSSION: In October 2020, the EDA approved a purchase agreement for (then) EDA-owned property located at 200 Concord Exchange South. The property, commonly referred to as the “Titan Construction” property, was sold to Mr. Thomas Nguyen for $100,000 on November 30, 2020 with the mutual understanding that Mr. Nguyen would renovate the building for occupancy by his Mortgage Services business. Recorded with the deed against this property at the time was the covenant that Mr. Nguyen had “one year from the date of purchase” to “devote the property to its intended use or begin work on the improvements to the property to devote it to that use”. In spite of frequent reminders to this fact, to date Mr. Nguyen has failed to devote – or begin work on the improvements to devote – the property to its intended use as a Commercial Office building. Enclosed is a memorandum from Kori Land summarizing the situation and the EDA’s potential range of remedies. Staff is seeking direction as to the preferred course of action. To be clear, Staff has made numerous attempts to motivate Mr. Nguyen to begin the renovations at 200 Concord Exchange, beginning in February 2021 (3 months after closing) and continuing through this month. Mr. Nguyen has consistently demurred and deflected blame for the lack of progress on contractors and/or the utility company (Xcel) and is now asking “for more time”. In late February 2022, Staff advised Mr. Nguyen that we were left with no choice but to consider the district court action (summarized in Kori’s memo) unless meaningful progress could be demonstrated in very short order. Mr. Nguyen committed to having his general contractor and/or architect connect directly with the City’s Building Official to begin the permitting process. Unfortunately, two weeks have passed since that time and the Building Official has had no communication with anybody with respect to this property. ATTACHMENTS: Memorandum from Kori Land to EDA Default Letter from Kori Land to Mr. Nguyen Warranty Deed EDA Resolution 2020-14  MEMO TO: President Francis & Members of the South St. Paul EDA FROM: Kori Land, City Attorney’s Office DATE: March 14, 2022 RE: 200 Concord Exchange You may recall that the EDA sold the above-mentioned property to Thomas Tan Nguyen on November 30, 2020, for the purpose of renovating it and occupying it for a 3,500 square foot office space. The building has not had gas, electricity, water or sewer since approximately 2010 when the HRA purchased the property with the intent of demolishing it. Pursuant to Minn. Stat. 469.105, the EDA placed a deed restriction at the time of sale, requiring that the property be put to its intended use (renovated for an office) within one year of the sale or the EDA may cancel the sale. Despite Ryan Garcia’s best efforts to continuously communicate with the property owner about the urgency to complete the project within the one-year time frame, the property basically stands in the same condition today as it did in November of 2020. After numerous excuses that contractors were not pulling permits or that he needed Xcel’s approval for gas and electricity, the property owner finally pulled a general plumbing and electrical permit but has only submitted a floor plan, not a construction plan. To date, no construction activity has begun. Attached is the notice of default letter that was sent on February 16, 2022, which prompted the owner to call Ryan, but did not result in any additional movement on the construction. The EDA has some options at this point: 1. Seek a judicial decree from the district court declaring a forfeiture and a cancellation of the Deed. The property would be reconveyed to the EDA and the purchase price would be refunded. While we have never needed to use this remedy on any prior EDA sale, as it is an extreme remedy requiring litigation, it might be warranted in this case. 2. Attempt to negotiate with the owner for a voluntary reconveyance of the property and refund of the purchase price so that we can find a new buyer. We offered this option in the default letter, but he did not respond to it. 3. Give the property owner more time. Please discuss and provide direction. A CITY COUNCIL WORKSESSION AGENDA REPORT DATE: March 14, 2022 5 DEPARTMENT: ECONOMIC & COMMUNITY DEVELOPMENT Prepared by: Ryan Garcia, Director of Economic & Community Development ADMINISTRATOR: JRH AGENDA ITEM: Legislative Updates (Economic Development Initiatives) DESIRED OUTCOMES: • Provide update on Congressionally Directed Spending/Community Project Funding request for Wakota Crossing • Provide update on Special Appropriation in 2022 Tax Bill related to Hardman Triangle Redevelopment • Clarify process/steps needed to formally reject MHS Grant for Armour Gate relocation • Identify any Council questions, recommendations, or concerns OVERVIEW: South St. Paul has historically been very well represented at the federal and state legislative level, particularly being fortunate enough to have legislative “champions” willing to seek unique funding sources for challenging projects and initiatives effecting the City. 2021 was no exception to this rule, and three projects with explicit ties to our economic development efforts were very much in the sights of our legislators within the past year: • State Legislation sponsored by State Senator Bigham intended to assist with the relocation of the Armour Gatehouses was passed, although funded at only 17% of the original cost estimate; • State Legislation sponsored by State Representative Hansen to provide grant funds to the City’s remaining live-slaughter businesses for modernized, USDA-grade facilities; and • Federal Legislation sponsored by Representative Craig and Senators Smith and Klobuchar has been approved by Congress, and will provide grant funds to assist in the development of the Wakota Crossing Industrial Initiative. Staff hopes to provide an update on the status and next steps related to these legislative efforts and is seeking Council feedback and direction. DISCUSSION: Minnesota Historical Society Legacy Grant – Armour Gatehouses In February 2022, the City Council was of a consensus that it was premature to move forward with an application to the Minnesota Historical Society (MHS) for an appropriation of $50,000 towards the relocation of the Armour Gatehouses. MHS staff has advised City Staff that a formal declaration (via Council Resolution) is needed from the Council to officially decline participation in this grant program. We will prepare a resolution for consideration at the next Council Meeting. Special Appropriation – Meat Processing Facilities As discussed in 2021, the Omnibus Tax Bill authorized by Governor Walz in July included language that authorizes the Minnesota Department of Employment and Economic Development (DEED) to provide $6,000,000 in grant funding for facility planning and construction to South St. Paul-based businesses engaged in the meat processing industry and operating out of facilities that are at least 75 years old. It has been determined that three South St. Paul businesses (Concord Fresh Meat, Concord Poultry, and Long Cheng), all located within the Hardman Triangle, meet the criteria outlined in the legislation. At this stage the program is still relatively undefined, with DEED and the Minnesota Office of Management and Budget (MMB) continuing to iron out the technical details of launching (let alone administering) the grant. Staff has spent the past several months working directly with the eligible businesses in an effort to prepare them (as much as possible) to be “ready” once the grant program officially opens up through DEED. We’d like to generally discuss timing and other administrative considerations at Monday’s meeting. Community Project Funding/Congressionally Directed Spending – Wakota Crossing Working with Congresswoman Craig and Senators Klobuchar and Smith throughout the first half of 2021, Staff presented a request to Congress for $5,000,000 in Congressionally Directed Spending to support acquisition and pre-development costs at the approximately 50-acre industrial redevelopment site east of Hardman Avenue and south of I-494. As we learned this week, the FY2022 Omnibus Budget Bill includes a $3,000,000 grant allocation through the U.S. Department of Housing and Urban Development’s Economic Development Initiatives program for this opportunity. Details as to schedule and process for delivery of the funding are still forthcoming, but staff will be prepared to speak in general terms about the program and the status of the redevelopment project. CONCLUSION: We will have some unique opportunities in 2022 to advance with some extremely challenging economic development initiatives, thanks in no small part to our partners in St. Paul and in Washington. Staff will make every effort to keep the Council up to date on these efforts as the programs come more clearly in to view throughout the year. A COUNCIL WORKSESSION REPORT DATE: MARCH 14, 2022 6 DEPARTMENT: ADMINISTRATION Prepared by: Shelly Anderson & Joel Hanson ADMINISTRATOR: JRH AGENDA ITEM: Revised City Clerk Job Description DESIRED MEETING OUTCOMES: REVIEW AND DISCUSS THE DRAFT REVISIONS TO THE CITY CLERK’S JOB DESCRIPTION OVERVIEW: With Christy Wilcox’s pending retirement as our Licensing & Code Enforcement Manager/City Clerk, we have been re-assigning some tasks to other areas with the goal of making the City Clerk’s position a more traditional role as a way to enhance the chance for a new person to be successful. Here are the specific changes we are making: ♦ Code Enforcement has been moved to Community Development and will be supervised by the City Planner ♦ Recycling has also been moved to Community Development with the Associate Planner taking on this role in conjunction with Cassandra Johnson. ♦ The Compost Site will be managed by Public Works with the Assistant to the Public Works Director taking over the administrative duties. The City Clerk position will continue to oversee licensing (rental licensing, time of sale, liquor, tobacco, etc.), elections, and City records management responsibilities including the duties of the Responsible Authority under the Minnesota Government Data Practices Act. Attached to this memo is a revised job description that attempts to incorporate the revisions noted above. Staff is looking for the Council’s comments/direction so we can commence the recruitment process for a new City Clerk. SOURCE OF FUNDS: General Fund  CITY OF SOUTH ST. PAUL JOB DESCRIPTION Job Title: Licensing & Code Enforcement Manager/City Clerk Exempt Status: Exempt Revision Date: March 15, 2022 Department: Licensing/Code Enforcement/City Clerk Last Classification Review: 2021 Reports To: City Administrator Job Summary: Under the direction of the City Administrator, the Licensing & Code Enforcement Manager/City Clerk is responsible for the overall operations, procedures and department staff engaged in implementing election and voter registration processes; City records management including ordinances, resolutions, and minutes associated with City Council meetings, data compliance and data privacy; business and rental applications and renewal; code enforcement operations and processing of violations and citations; coordinating and overseeing the recycling program of the City and its compost site. Oversees the agreements, contracts, and functions of contracted personnel and/or service providers. Supervisory Responsibilities: Direct Supervision: Deputy City Clerk, Election Judges and Staff Code Enforcement Officer Indirect Supervision: None Essential Duties and Responsibilities: Supervises and manages the personnel of information technology. • Interviews, makes hiring recommendations, coaches and/or trains employees. • Plans, assigns, and directs work and projects. • Coordinates the day-to-day activities of the Department • Evaluates performance and conducts performance reviews; disciplines employees and formulates corrective plans; addresses complaints and resolving problems. • Determines the needs to revise, alter or restructure job duties and responsibilities of jobs in accordance with City policies and procedures. Oversees and manages election processes within the City to include: • Issues and processes absentee ballots. • Trains election judges, programs, and tests election equipment. • Prepares and assists in the setup of polling locations. • Monitors current and pending local, state, and federal election laws, regulations, and rule changes. • Oversees and administers election day voting. Directs the issuance of required City licenses including business, residential, liquor, events, animal or other licenses required by City Code. • Coordinates and administers City rental housing program by issuing licenses, providing and distributing information to landlords, rentals and others concerning requirements. Manages the Code Enforcement Program. • Supervises the inspection and enforcement and compliance with City Code and Zoning ordinances. • Initiates proceedings, makes recommendations and follow up of abatement compliance. Oversees the contracting and management of the Recycling Center administered by the Recycling Coordinator. • Monitors and makes sure the City meets funding criteria of Dakota County. • Coordinates the operations of the City’s Compost Site and the required filing of reports to the MPCA and Dakota County’s Department of Environmental Services. Monitors and tracks legislative actions impacting Department operations, policies and procedures. Institutes changes in office procedures to ensure compliance with changes in laws, rules, or regulations. Administers and oversees records management and data retention procedures and requirements for the City. Serves as the City’s Data Compliance Official coordinating and ensuring compliance with data privacy practices, requirements and practices. Prepares minutes from all City Council meetings, publishes City ordinances, and maintains the official records of the City. Performs other duties of a comparable level or type, as required or assigned. Minimum Qualifications: Requires a minimum of an Bachelor’s Degree in Business Administration, Public Administration or closely aligned field and at least 3-5 years in the areas of government, business, and public administration, or an equivalent combination of education and experience. Certification as Municipal Clerk (CMC). Requires a valid MN Driver’s license. Formatted: Highlight Essential Knowledge And Specialized Subject Knowledge Required To Perform The Essential Functions oOf The Job: • Relevant MN laws, rules, regulations, codes and ordinances that pertain to department functions and responsibilities. • Knowledge of MN public meeting laws, open meeting rules, public meeting notices and hearings. • City government organization, City administrative policies and procedures. • Computer applications within the department and general business/office productivity software. • Knowledge of MN election laws and operational requirements. • Knowledge of the functions, services, and funding sources of a MN municipal government. • Knowledge of the requirements, laws, rules, practices and procedures of MN records retention and maintenance, and data privacy. Essential Skills Necessary To Perform The Work: • Strong Ooral and written communications. • Drafting, designing, coordinating the production and/or distribution of notices, memos, commission appointments, resolutions, minutes, notices or other documents or materials. • Public relations, public presentational, and public information skills. • Management and supervision of personnel • Managing, supervising, and overseeing election administration. • Ability to train and supervise election personnel • Organizational and time management skills. • Interpreting, applying, and enforcing various state, federal and local laws, codes, rules, and ordinances pertaining to departmental functions and responsibilitiesaccountabilities. • Project management skills. • Leading, directing and coordinating the operations and procedures of the Recycling Center and Compost Site. • Using and operating computers and utilizing general business productivity software/applications (e.g., word processing, spreadsheets, presentational software, email, etc.) and specialized City applications and software utilized by the City. • Planning, organizing, publishing, and maintaining City official records and documents in accordance with State law. • Establish and maintain effective working relationships with elected officials, City management personnel, City residents, business representatives, county officials/representatives, landowners, real estate agents, contracted staff, or governmental agency representatives. Work Environment: This is an administrative and supervisory position. Works in a public service environment dealing with clients and public requiring judgment and discretion concerning public matters that can involve some disagreeable human interactions. Generally, the work environment can be viewed as having minimal environmental risks and hazards associated with the performance of the work. Physical Job Requirements: Employee is required to frequently talk, and hears, use hands and fingers dexterously; intermittently stands, walks, sits, and reach with hands and arms; occasionally stoops, kneels and/or crouches. Exerting up to 25 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. This Position Description reflects an accurate and complete description of the duties and responsibilities assigned to the position. __________________________________________________ ________________________ Department Head’s Signature Date The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment of the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. The City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.