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041723 Work Session Meeting Packet CITY COUNCIL WORK SESSION MEETING New Hope City Hall, 4401 Xylon Avenue North Northwood Conference Room Monday, April 17, 2023 6:00 p.m. - dinner 6:30 p.m. - meeting Mayor Kathi Hemken Council Member John Elder Council Member Andy Hoffe Council Member Michael Isenberg Council Member Jonathan London 1. CALL TO ORDER – April 17, 2023 2. ROLL CALL 11. UNFINISHED & ORGANIZATIONAL BUSINESS 11.1 Update by Planning Commission 11.2 Discussion of possible contract with Hennepin County to become a partner in Elevate Hennepin 11.3 Discussion regarding the replacement of the city’s Enterprise Resource Planning (ERP) software and Abdo’s proposal to assist the city in this effort 11.4 Discussion regarding Juneteenth (June 19) which will become a state holiday effective August 1, 2023 11.5 Discussion regarding implementation of an advance resignation policy 11.6 Discussion regarding conducting a compensation study update 12. OTHER BUSINESS 13. ADJOURNMENT I:\RFA\COMM DEV\2023\Work Session\04‐17‐23 PC Update to CC\WS ‐ Planning Commission Update 04‐17‐23.docx   Request for Action  April 17, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: Community Development  By: Jeff Alger, Community Development Specialist;   Jeff Sargent, Director of Community Development  Agenda Title  Planning Commission dialogue with City Council  Requested Action  The City Council has requested the opportunity to meet with the Planning Commission on an annual basis to  receive updates on Planning Commission activities. Staff requests that representatives from the Planning  Commission present an update to the City Council.  Policy/Past Practice  The Planning Commission provides updates to the City Council approximately once per year. The last update  was presented at the December 20, 2021, work session meeting. This update will include all cases the Planning  Commission has reviewed since that time.  Background  The Planning Commission carries on planning activities regulating future physical development, platting of  properties and subdivision of land in the city, and makes recommendations to the City Council regarding  matters affecting zoning, platting, commercial/industrial expansions, redevelopment, and public  improvements. Meetings are held the first Tuesday of the month at 7:00 p.m.    Currently, the Planning Commission member roster has eight of its nine members. An interview is scheduled  for May 8, 2023, for the vacant position. The following is a list of the current Planning Commission members,  along with when they were appointed and when their current term expires:    Commissioner Appointed Term Ends  Roger Landy, Chair 09/12/94 12/31/24  Ray Alkalai 01/10/22 12/31/24  Don Collier 07/25/22 12/31/24  Howard Kaplan 01/10/22 12/31/24  Heather Koshiol 02/08/21 12/31/23  Matt Mannix 01/23/17 12/31/25  Michael Redden 05/22/17 12/31/25  Mike Terres 01/10/22 12/23/24  Vacant      The Planning Commission has reviewed and made recommendations on the following redevelopment efforts  and land use approvals since December 20, 2021:        Agenda Section Work Session Item Number  11.1    Request for Action, Page 2    Recent redevelopment actions:   (2022) Recommended approval of Conditional Use Permit (CUP) for open outdoor storage at 9210  Science Center Drive (Pallet One MN, Inc.).   (2022) Recommended approval of CUP for church at 9220 Bass Lake Road, Suite LL85 (The River of  Covenant International Ministry).   (2022) Recommended approval of rezoning of 8000 Bass Lake Road with approval of master concept  plan and vacation of easement at 8000 Bass Lake Road (Saint Therese).  o At the end of 2022, representatives of Saint Therese explained that the project is on hold as the  organization studies what is best for the New Hope campus.    (2023) Recommended approval of CUP for open outdoor storage at 7716 Winpark Drive (Winsupply).   (2023) Recommended approval of CUP for open outdoor storage at 5701 International Parkway (Paul  Bunyan Plumbing).        I:\RFA\COMM DEV\2023\Work Session\04‐17‐23 Elevate Hennepin\11. Q ‐WS Elevate Hennepin.docx    Request for Action  April 17, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: Community Development  By: Jeff Sargent, Director &  Brandon Bell, CD Coord/Management Analyst    Agenda Title  Discussion of Possible Contract with Hennepin County to Become a Partner in Elevate Hennepin  Requested Action  Staff requests direction from the City Council on whether the city should sign a contract with Hennepin County  and become an official partner of Elevate Hennepin.  Policy/Past Practice  It is a past practice to request input from the City Council regarding potential contractual arrangements.  Background  Staff was recently approached by Hennepin County about an opportunity to help financially support Hennepin  County’s small business/entrepreneurial free resource hub, Elevate Hennepin. This program was started  during the pandemic as a means of a more sustainable way to assist businesses other than providing forgiveable  loans and grants, which were in very high demand in the first year of the COVID‐19 pandemic. Elevate  Hennepin is a resource hub powered by Hennepin County connecting local entrepreneurs and small businesses  to trusted resources and expert advisors at no cost. Elevate Hennepin contains over 30 different advisors that  local businesses can utilize for up to 25 hours each, all for free. Some of the services addressed in the program  include accounting and financial management, business and strategic planning, human resources, legal  services, access to capital, marketing, social media and website development, and technologies for business.  Elevate Hennepin also offers free events and webinars for small businesses and entrepreneurs inside Hennepin  County.     The program recently launched a new user‐friendly website, and the county is looking for ways to continually  add more advisors in different fields, to help the program become more effective. All services of Elevate  Hennepin are paid for by Hennepin County and other partner agencies. Hennepin County has offered New  Hope the opportunity to be a partner in the Elevate Program, however the city is not required to be a partner  for city businesses to utilize Elevate Hennepin. Becoming a partner in the program requires a $5,000 annual  contract. The advantages of supporting the program are that the city will be recognized as a partner city on the  Elevate Hennepin Website and other resources, and the city would also receive quarterly reports from  Hennepin County about how businesses in the city are utilizing the Elevate Hennepin resources.     Lastly, the contribution to the program would show the city’s support for the future of the program, to enable  it to be funded to the current level, and the funds the city contributes will help strengthen Elevate Hennepin’s  ability to sign more advisors for the program. Elevate Hennepin currently has seventeen cities in the metro  area committed to be partners in the program. Representatives will be at the meeting to give a presentation  about Elevate Hennepin and to provide answers to questions that the City Council may have about the  program.  Agenda Section Work Session Item Number  11.2    Request for Action, Page 2        Funding  New Hope was spending $3,750 annually on a contract with the Metropolitan Consortium of Community  Developers (MCCD) in order for New Hope businesses to have access to Open to Business, which offers small  business and entrepreneurial consulting services. City staff did not renew this contract in 2023, as Open to  Business is one of the advisors that can be accessed for free by New Hope businesses under the Elevate  Hennepin program.   Recommendation  Staff requests that the City Council advise whether they would like the city to enter into a contract with  Hennepin County to be a partner city for the Elevate Hennepin program. The cost of the program would be  $5,000 annually, with a two‐year initial contract. The contract can be cancelled after one year if the city wishes  to do so.   Attachments   Elevate Hennepin Flyer      I:\RFA\HR & Admin Svcs\Human Resources\2023\Council Work Sessions\04172023\11.3 ‐ ERP Replacement\Q ‐ ERP Replacement.docx      Request for Action  April 17, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: HR & Admin Services  By: Rich Johnson, Director        Agenda Title  Discussion regarding the replacement of the city’s Enterprise Resource Planning (ERP) software and Abdo’s  proposal to assist the city in this effort.  Requested Action  Staff would like to discuss with the City Council the need to replace the city’s ERP and a proposal submitted  to the city by Abdo to assist us in this endeavor.   Background  The city has had the same ERP (JD Edwards by Oracle) that has been provided by LOGIS since 2001. In 2001  LOGIS began evaluating various ERPs and in August 2022 they announced their ERP selection as well as  their selection for utility billing software which they will be rolling as an offering to their members. At that  time, LOGIS notified its members of the pricing moving forward (both implementation costs and annual  ongoing costs) and required members that wanted to move to these new systems to make a 10‐year  commitment by November 15, 2022. After lengthy internal discussions, city staff did not believe it was in the  best interest of the city to commit to these new offerings and notified LOGIS of this decision.     This evening, staff would like to share information with the City Council regarding the city’s options and  discuss with Council a proposal by Abdo to assist the city in selecting a new ERP.    Funding  The cost of Abdo’s proposal to evaluate various ERPs is $22,500 and for chart of accounts mapping is $7,500.  The source to fund these items has not yet been identified, however the IT Reserve fund could be considered.    Attachments  Abdo Memo dated April 5, 2023           Agenda Section Work Session Item Number  11.3  MEMO TO: TIM HOYT FROM: ERIN ENSTAD, ABDO FINANCIAL SOLUTIONS SUBJECT: ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM CHANGES DATE: APRIL 5, 2023 BACKGROUND LOGIS has decided to move away from the system that has been in place for over 20 years (JD Edwards) and begin moving towards a new system. The new system will be implemented in many LOGIS cities/counties over the next few years. New Hope has worked with LOGIS since the 1970’s to provide IT services, including various software that is used daily in the city (JD Edwards, Hubble, CIS Infinity, PIMS, RecTrac, etc.). Over the past 2 years LOGIS has been working with its membership to research, evaluate, and select a new Enterprise Resource Planning (ERP) and Utility Billing software solution. After LOGIS made their selections, each city had to choose between continuing with the solutions that LOGIS selected (at a very significant cost and would be required to make 10-year commitment to the new software) or consider other options that would suit their needs. RECOMMENDATIONS We have evaluated LOGIS’ selections alongside management and feel it is in the best interest of the City to consider other options through a request for proposal (RFP). The tentative timeline for the RFP, discovery, and selection is summarized below. The process will incorporate the appropriate staff from each department to evaluate and select the future ERP and subsidiary software selections, to ensure they meet the needs of the staff and City. ‐ April 2023 – Meet with the city council and get their approval to publish a request for proposals for a new ERP and ancillary applications ‐ April 2023 - Begin gathering software requirements ‐ May 2023 – Send out a request for software proposals ‐ June/July 2023 – Demo ERPs and ancillary solutions ‐ August 2023 – Sign contract ‐ Estimated implementation would be January 2025 (depending on the software vendor’s implementation schedule at the time of contract execution) Abdo and City management welcome your questions on this request for action. ENCLOSURES Appendix A – LOGIS Member Letter Appendix B – Abdo Proposal for Consulting Services Phone: 763-543-2600 Address: 5750 Duluth Street, Golden Valley, MN 55422-4036 WWW.LOGIS.ORG August 17, 2022 Dear LOGIS Members, Over the past 18 months LOGIS has been working with its membership to research, evaluate, and select a new ERP and Utility Billing software solution to meet your needs. This featured a member- driven process involving 27 agencies who collectively established software functional requirements and participated in software demonstrations. It also included an 8-member ERP Selection Team to guide and oversee the entire process. We also partnered with the Government Finance Officers Association’s Research and Consulting Center to refine the requirements, create the RFP, guide the selection process, and assist on pricing negotiations. We received proposals from the following providers:  Advanced Utility Systems  Central Square  Oracle Fusion  Sprypoint  Tyler MUNIS  Workday After two months of proposal reviews, four weeks of software demonstrations, and several months of follow-up discussions; the Oracle Cloud ERP and Sprypoint Cloud Utility Billing software solutions have been elevated by the ERP Selection Team as the preferred choice – a culmination of over 1,500 collective hours from the membership and LOGIS staff. We recognize that moving to the new systems will require a significant financial and operational investment. To help guide you in this decision, we’ve compiled a list of advantages and value- added outcomes that accompany these changes. This list is presented in Appendix A. Proposed member costs are included in Appendices B (annual) & C (one-time implementation). We understand that this is a major decision that requires careful consideration. However, to secure your pricing, each member organization will need to provide a formal 10-year commitment by November 15, 2022. Please let us know if you have any questions or concerns regarding the selection process, proposed costs, or formal commitment. We look forward to serving your ERP and utility billing needs moving forward. Sincerely, Christopher K. Miller Tonya L. Kusmirek Christopher K. Miller Tonya L. Kusmirek LOGIS Executive Director LOGIS Director of Finance & Administration Phone: 763-543-2600 Address: 5750 Duluth Street, Golden Valley, MN 55422-4036 WWW.LOGIS.ORG Appendix A: Advantages & Value-Added Outcomes Member Advantages General  Top-tier software solution with advanced features and capabilities  Cloud-based solutions with on-going enhancements and functionality that will meet member needs as they evolve  Direct software support from highly-trained LOGIS staff  Guaranteed pricing for the next 10 years  More competitive price entry points for prospective member participants Oracle  Enhanced user experience for financial & human resources staff and workflow and employee self-service capabilities for all employees  Improved/added HR functionality over JDE  Potential replacement for third-party HR applications such as NEOGOV, Benefits Connect, etc.  Fully-integrated HR/payroll/general ledger systems (no more double-entry)  Built-in workflow module including accounts payable  Built-in budgeting and financial reporting modules/dashboards  Separate data and configuration environment for each member Sprypoint  Fully-integrated with Oracle general ledger  Fully-integrated meter management function  Built-in mobile field service: Sprypoint  Built-in customer portal/payment solution: Sprypoint  Built-in utility billing workflow module  Potential replacement for third-party electronic payment solutions  State-of-the-art interface/web service capability  Embedded business intelligence reporting platform  Separate data and configuration environment for each member Member Value-Added Outcomes  Volume discount pricing on software solutions  Vendor and LOGIS staff implementation services  Relationship with vendors managed by LOGIS staff  Software evaluation & selection process that featured a collective knowledge-base from 27 member-organizations  Free on-site or remote training for system enhancements and staff on-boarding  Locally-held user group meetings with over two dozen participating local governments Phone: 763-543-2600 Address: 5750 Duluth Street, Golden Valley, MN 55422-4036 WWW.LOGIS.ORG Appendix B: Member Annual Costs Oracle Fusion Cloud ERP Current NEW ERP Cost (estimated) Fin/HR/Pay Oracle LOGIS Total $ Member Cost Cost Cost Cost Change NW Community TV 16,255$ 50,886$ 11,858$ 62,745$ 46,490$ DCC 18,190 50,886 13,270 64,156 45,966 SW TRANSIT 18,555 50,886 13,536 64,423 45,868 MN VALLEY TRANSIT 27,410 50,886 19,996 70,882 43,472 WACONIA 36,860 50,886 26,890 77,776 40,916 RAMSEY 66,855 50,886 48,772 99,658 32,803 NEW HOPE 74,665 50,886 54,470 105,356 30,691 S. ST PAUL 77,655 50,886 56,651 107,537 29,882 AUSTIN 83,350 80,886 60,806 141,692 58,342 CRYSTAL 86,470 80,886 63,082 143,968 57,498 FARMINGTON 88,210 80,886 64,351 145,237 57,027 WHITE BEAR 95,750 80,886 69,852 150,738 54,988 GOLDEN VALLEY 104,680 80,886 76,366 157,253 52,573 SHAKOPEE 129,835 80,886 94,717 175,604 45,769 RICHFIELD 141,695 80,886 103,370 184,256 42,561 EDEN PRAIRIE 138,795 114,636 101,254 215,890 77,095 BROOKLYN CENTER 149,690 114,636 109,202 223,838 74,148 LAKEVILLE 152,785 114,636 111,460 226,096 73,311 APPLE VALLEY 155,120 114,636 113,163 227,800 72,680 COON RAPIDS 167,655 114,636 122,308 236,944 69,289 MINNETONKA 184,490 114,636 134,589 249,226 64,736 ST LOUIS PARK 201,210 114,636 146,787 261,423 60,213 EAGAN 216,965 114,636 158,281 272,917 55,952 MAPLE GROVE 251,770 114,636 183,672 298,308 46,538 2,684,915$ 2,005,020$ 1,958,704$ 3,963,724$ 1,278,809$ Notes:  Current financial, HR, & payroll costs are based on members’ 2023 budget amounts.  Oracle costs includes annual licensing, software enhancements & upgrades, and data hosting. Oracle costs will remain fixed for 2023-2027, followed by a 2% annual increase from 2028-2032.  LOGIS costs include all software support and training. Inflationary-type increases are projected in 2024-2032.  ‘$ change’ column represents the difference between the new ERP system cost and your current cost with JDE + add-ons.  Oracle Fusion ERP system modules are tightly integrated and cannot be priced separately. Oracle pricing includes all system components including financial, HR, payroll, workflow tools, and advanced reporting tools. Phone: 763-543-2600 Address: 5750 Duluth Street, Golden Valley, MN 55422-4036 WWW.LOGIS.ORG Appendix B: Member Annual Costs Sprypoint Cloud Utility Billing Current NEW Utility Billing Cost (estimated) Utility Billing Sprypoint LOGIS Total $ Member Cost Cost Cost Cost Change NEW HOPE 69,640$ 27,824$ 36,689$ 64,513$ (5,127)$ S. ST PAUL 69,710 33,372 36,726 70,098 388 FARMINGTON 51,620 33,580 27,195 60,775 9,155 GOLDEN VALLEY 69,760 35,620 36,752 72,372 2,612 CRYSTAL 69,905 36,888 36,828 73,716 3,811 WHITE BEAR 69,725 37,900 36,734 74,634 4,909 BROOKLYN CENTER 92,049 41,160 48,494 89,654 (2,395) RICHFIELD 84,830 48,480 44,691 93,171 8,341 ST LOUIS PARK 103,505 60,852 54,530 115,382 11,877 APPLE VALLEY 116,240 71,096 61,239 132,335 16,095 MINNETONKA 116,320 74,572 61,281 135,853 19,533 EDEN PRAIRIE 134,395 88,032 70,804 158,836 24,441 EAGAN 132,130 88,312 69,611 157,923 25,793 COON RAPIDS 132,130 90,500 69,611 160,111 27,981 LAKEVILLE 116,320 98,996 61,281 160,277 43,957 MAPLE GROVE 132,130 103,744 69,611 173,355 41,225 WOODBURY 132,130 107,092 69,611 176,703 44,573 1,692,539$ 1,078,020$ 891,687$ 1,969,707$ 277,168$ Notes:  Current utility billing costs are based on members’ 2023 budget amounts.  Sprypoint costs includes annual licensing, software enhancements & upgrades, and data hosting. Sprypoint costs will increase 5% annually from 2024-2032.  LOGIS costs include all software support and training. Inflationary-type increases are projected in 2024-2032.  LOGIS costs include all software support and training.  ‘$ change’ column represents the difference between the new utility billing system cost and your current cost with CIS Infinity (Advanced).  Pricing includes all system components including billing & payments, meter management, and mobile field service. Phone: 763-543-2600 Address: 5750 Duluth Street, Golden Valley, MN 55422-4036 WWW.LOGIS.ORG Appendix C: Member Implementation Costs Oracle Fusion Cloud ERP Impl. Member Cost (est.) NW Community TV 158,885$ DCC 158,885 SW TRANSIT 158,885 MN VALLEY TRANSIT 158,885 WACONIA 158,885 RAMSEY 158,885 NEW HOPE 158,885 S. ST PAUL 158,885 AUSTIN 252,555 CRYSTAL 252,555 FARMINGTON 252,555 WHITE BEAR 252,555 GOLDEN VALLEY 252,555 SHAKOPEE 252,555 RICHFIELD 252,555 EDEN PRAIRIE 357,935 BROOKLYN CENTER 357,935 LAKEVILLE 357,935 APPLE VALLEY 357,935 COON RAPIDS 357,935 MINNETONKA 357,935 ST LOUIS PARK 357,935 EAGAN 357,935 MAPLE GROVE 357,935 6,260,380$ Notes:  Software implementation involves one-time costs that will be pro-rated and paid at various milestones throughout the process.  Implementation services will be conducted jointly by the software provider and LOGIS. Phone: 763-543-2600 Address: 5750 Duluth Street, Golden Valley, MN 55422-4036 WWW.LOGIS.ORG Appendix C: Member Implementation Costs Sprypoint Cloud Utility Billing Impl. Member Cost (est.) NEW HOPE 109,081$ S. ST PAUL 109,081 FARMINGTON 109,081 GOLDEN VALLEY 109,081 CRYSTAL 109,081 WHITE BEAR 109,081 BROOKLYN CENTER 109,081 RICHFIELD 109,081 ST LOUIS PARK 109,081 APPLE VALLEY 156,184 MINNETONKA 156,184 EDEN PRAIRIE 156,184 EAGAN 156,184 COON RAPIDS 156,184 LAKEVILLE 156,184 MAPLE GROVE 156,184 WOODBURY 156,184 2,231,200$ Notes:  Software implementation involves one-time costs that will be pro-rated and paid at various milestones throughout the process.  Implementation services will be conducted jointly by the software provider and LOGIS. Proposed by Victoria Holthaus, CPA Partner |Abdo victoria.holthaus@abdofs.com P 952.715.3069 March 15, 2023 SERVICE PROPOSAL FOR City of New Hope 4401 Xylon Avenue, New Hope, Minnesota 55428 abdosolutions.com |Mankato, MN -Edina, MN -Scottsdale, AZ LETTER OF TRANSMITTAL We are pleased to submit our proposal to the City of New Hope (the City) and are confident the City will find Abdo Financial Solutions (Abdo FS) to have the experience and expertise to exceed your expectations. The primary contact for this engagement will be Victoria Holthaus, CPA, Partner. Victoria's contact information is listed below. Victoria Holthaus, CPA 5201 Eden Ave, Suite 250 Edina, MN 55436 victoria.holthaus@abdofs.com 952.715.3069 In the event the City selects this Abdo FS proposal, Abdo FS is prepared to enter into an agreement with the City to provide services outlined in the proposal. 1 Executive Summary Tim Hoyt,Interim City Manager City of New Hope 4401 Xylon Avenue New Hope, Minnesota 55428 Dear Tim, Thank you for the opportunity to submit this proposal to the City of New Hope (the City) for partnering with the City on a request for proposal and chart of accounts mapping services. Based on our experience with the type of work outlined in the proposal, we are confident our experience and expertise will allow us to exceed your expectations. Our proposal will demonstrate to you that Abdo Financial Solutions (Abdo FS) will be the service provider of choice for your city. Our success has been driven by utilizing staff that is experienced and well trained in governmental planning and operations. We understand attention to detail, project approach, management plan and quality work product are important factors in your selection process. We are confident in our ability to demonstrate we are the firm to select. Our approach to this project is to engage with city staff to ensure we have an exceptional understanding of the project, each individual’s role in the project, overall expectations and desires as well as exceptions to standard operations. Throughout the project there will be periodic meetings with city staff to share information, solicit input and provide updates. Based on our experience, we will structure each phase of the project to ensure your project stakeholders feel informed and supported in the decision-making process. It is critical that your request for proposal result in an enterprise resource planning solution that meets the organization's needs today and well into the future. 2 ABILITY TO SUCCESSFULLY COMPLETE ALL REQUIREMENTS -A component of our mission statement is a philosophy that we will assist clients in reaching their maximum potential by open communications and teamwork. This means we will do the following for you: •Present to you a clear project plan •Use portal technology to share and collaborate documents •Provide an environment that solicits and welcomes input and par ticipation from the city team •Produce a request for proposal that will attract multiple vendors that fit the city's need and budget •Support the city and decision-makers throughout the process EXPERIENCE WITH SIMILAR PROJECTS -We believe our experience with similar projects and our expertise in governmental accounting, operational effectiveness, analysis, process and planning is greater than any other CPA or financial advisory Firm in Minnesota. UNDERSTANDING OF THE PROJECT AND ABILITY OF THE FIRM TO COMPLETE THE EXPECTED SCOPE OR WORK ON SCHEDULE AND WITHIN BUDGET -Abdo FS is committed to providing a team environment that gives us the ability to complete projects on time and on budget. We leverage our staff to ensure the work is being completed by the appropriate individuals and reviewed by the President of Abdo FS. We understand the parameters and expectations of this project and will complete the expected scope of work on schedule and within budget. ACCOMPLISHING PROJECT OBJECTIVES -Our approach to a project is heavily dependent on communication and technology. We believe that listening to our clients’ needs, concerns and challenges is of upmost importance for a successful project. Our experience in internal operations, processes, procedures, analysis of outputs and knowledge of financial software packages allows us to partner with the city to solicit a robust financial software system. We use portal technology to share and collaborate on documents. This allows us to expedite our work product, provide answers to staff questions quickly and communicate instantaneously with city staff. The Firm is independent of the City as defined by auditing standards generally accepted in the United States of America. We look forward to meeting with you to discuss our proposal and appreciate this opportunity to present Abdo FS for your consideration. We will contact you within two weeks to discuss your interest in our services and provide any further information you may need. Abdo Financial Solutions Victoria Holthaus, CPA Partner |Abdo 3 Executive Summary Continued The Abdo Difference At Abdo, we believe in the importance of relationships. This core value is the foundation of our approach to delivering the best experience and outcomes for our clients. It’s inherent in our people and the way we work. We know that for our clients to be successful, it takes more than having experience and credentials – we take the time to listen to their unique motivations, goals, and challenges. We truly care about their journey and where their path leads. Our process is built around a deep commitment to every client: We light the path forward so you can proceed with confidence. We're the par tner you can trust to help you along the way. We're the catalyst who empowers you to reach your goals. 44 LIGHTING THE PATH FORWARD Based on our ability to provide the requested services, our shared core values, and an understanding of your unique needs, we firmly believe we would be a great par tner for the City of New Hope.We have the resources, knowledge, people and services to light the path forward for your city. We have assembled a team with relevant experience who are committed to working with you to ensure success. Each team member is briefly profiled below, and full biographies can be found in Appendix C. Your Team Partner victoria.holthaus@abdofs.com P 952.715.3069 VICTORIA HOLTHAUS, CPA Senior Manager erin.enstad@abdofs.com P 507.304.6809 ERIN ENSTAD, CPA 55 Manager annette.storm@abdofs.com P 952.449.6224 ANNETTE STORM 6 Services Overview SOFTWARE EVALUATION We will partner with the City to evaluate technology options by requesting proposals from vendors serving the local government sector. After the proposals are received, we will assist in the analysis and selection process. It is important for the City to see demonstrations of the software packages, receive feedback from current users, and determine if the infrastructure platform is viable. Abdo FS will assist in coordinating the demonstrations, compiling feedback from current users and working with IT to ensure they are comfortable with the infrastructure platform. When the selection process is complete, we will assist with negotiation and establishing implementation schedules. CHART OF ACCOUNTS MAPPING Prior to any significant software conversion, a city may elect to evaluate and change its chart of accounts structure. A conversation provides an opportunity to address any reporting shor tfalls with the exiting structure. Time spent to convert the chart of accounts on the front end can lead to better financial reports and performance measurement in the new system. Our team will partner with the you to: review the existing chart of accounts and reporting deficiencies, prepare a crosswalk of existing and proposed chart of accounts, ensure that regulatory matters are factored into the City's new chart of accounts, and meet with end users to ensure the proposal will fit the needs of the City now and into the future. As part of the software evaluation, implementation support and chart of accounts mapping projects, the City agreed to: •Devote uninterrupted time to working with us as needed •Make candid representations about your plans and expectations •Make all management decisions and perform all management functions •Provide an individual responsible to review and accept our work Software Evaluations The Abdo FS team expertly manages software evaluations — empowering you to select an enterprise resource planning solution that meets the needs of the organization today and well into the future. We’ll perform a comprehensive evaluation of your requirements to understand the way in which stakeholders deliver and receive information. By engaging key stakeholders throughout your organization, our team will ensure your request for proposal process is effective and timely. OUR PEOPLE In Financial Solutions, we’re proud to have over 50 years of experience in government operations and government auditing. This experience affords us a rich understanding of government-supporting software. Our staff members are experts in the top software platforms that are being used in government organizations to effectively support your technology needs. Our team will make experience-based recommendations around your current systems and processes as well as how they may interface with other software to create efficiencies. Our staff’s experience in government, operations, auditing, and financial management gives us a distinctive perspective to stand apart from other available options. We can bring you value in an environment where you’re being asked to do more with less and look forward to supporting you. Notable Memberships: Government Finance Officers of United States and Canada, Minnesota Society of CPAs, American Institute of Certified Public Accountants AICPA, and Minnesota Government Finance Officers Association. OUR PROCESS Time and time again, we’ve successfully supported organizations following a this three-phase process. Each step will be tailored to best support your organization through the decision-making process. 77 8 Time and time again, we’ve successfully supported organizations following the approach below. Each step will be tailored to best support your organization and provide you the greatest value and highest impact. •Project Planning: Initial meeting with your team to review organizational information and key departments/ segments as well as discuss project expectations, scope, process, key project resources, desired modules, timeline and deliverables. •Initial Data Gathering: We will send a questionnaire to you in advance for review and completion as well as request additional information.We will ask for completed information to be returned to us in advance of interviews. •In-person and remote Interviews: We will conduct interviews as well as observation of key areas of the City’s financial management office functions, processes, procedures and documentation for each of the areas included within scope.These interviews will inquiry around technical specifications for the organization's new enterprise resource planning solution. •Analysis & Documentation: We will utilize information gathered in the initial questionnaire and interviews to develop your request for proposal. •Due Diligence & Contract Negotiation: It is critical to conduct on-site or virtual interviews with each of the preferred software vendors to ensure fit. Our team will support you through this process, ensuring stakeholders have the information they need to make an informed decision. Once a solution is selected, we will assist the City through the contract review, negotiation, and execution. PROJECT SCOPE EVALUATION PROCESS Our software evaluation will focus on the following enterprise resource planning modules: •Accounts receivable •Cash receipting •Accounts payable, including workflow •Bank reconciliation •Capital assets •Financial reporting •Human resources •Payroll Process Evaluations Continued OUTCOMES & CONCLUSION Upon completion of the due diligence phase, will prepare a formal memorandum outlining the recommendation of the stakeholder group along with consideration given during the decision-making process. •Special assessments •Budget management •Project accounting •Inventory •Work order •Recreation •Utility billing •License, permits, and inspection 9 Chart of Accounts Mapping When making significant software changes, it is important to review the existing chart of accounts. Abdo FS will map the existing char t of accounts to the new char t of accounts work with the Software Engineers to ensure the mapping is imported to the new software. The goal of the restructuring is to consolidate financial reporting, provide additional reporting features and create efficiency with accounting processes. Specific Objectives: •Initial meeting with City team to review existing chart of accounts and discuss outcomes/expectations •Review of financial software requirements •Preparation of mapping guidelines •Incorporation of project accounting •On site/off site interviews and meetings to gather detailed information as needed •Follow-up interviews will be conducted as necessary to develop and evaluate all potential solutions and recommendations •Outcomes with chart of accounts recommendation •Chart of Accounts that incorporates best practices, standardization and financial software requirements PROJECT BENEFITS When considering a project of this scale, it is important to consider the investment of time as well as the overall cost. In addition, the benefits of moving to a consolidated software platform should also be considered. Based on our experience working with other entities, the City should anticipate the following benefits as they consider the overall investment. •Reduction of data integrity issues; file rebuilds •Enhanced financial reporting capabilities •Streamlined processes resulting in increased staff capacity •Reduction in adjusting entries •Elimination of tracking spreadsheets outside of the financial system •Positions City for future growth •Potential to save dollars in future 10 Assumptions & Key Success Factors ASSUMPTIONS •The City provides an administrative resource to assist with scheduling and onsite meeting coordination KEY SUCCESS FACTORS •Client and client staff will commit the time needed for the various tasks (evaluation, due diligence phase, and review of char t of accounts recommendations) •Client will have the right resources identified from the star t of the project •Client resources will have the time needed to complete tasks •Client staff are committed to the success of this project •Client has little to no staff turnover during the project •Project team is committed to meet target completion dates •Project team will devote uninterrupted time to the project •Client will make all management decisions, perform all management functions, and will provide an individual responsible to review and accept our work •Client will be responsible for the review and approval of all proposals and agreements, including legal review Management & Timeline RECOMMENDED APPROACH & TIMELINE We recommend the following project order and potential timeframe (timing subject to change depending upon project acceptance, the City’s resource allocation, and financial audit). Project Name Start Date End Date Software Evaluation: Requirements Gathering April 1 April 30 Software Evaluation: Vendor Communication & Response May 1 June 15 Software Demonstrations and Follow Up Questions June 15 July 31 Software and Vendor Analysis Contract Negotiations Complete by August 1 Vendor and Software Analysis - Final Documentation and Contract Execution August 30 Note: Depending upon scope, an ERP software implementation could take 12-18 months from contract signing to system Go-Live. PROJECT ASSUMPTIONS As part of this engagement, the City agrees to: •Devote uninterrupted time to working with us as needed •Make candid representations about your plans and expectations •Make all management decisions and perform all management functions •Provide an individual responsible to review and accept our work 11 Value We at Abdo FS help cities achieve their financial goals. Investment by the City Contract Fee Software Evaluation $22,500 Chart of Accounts Mapping $7,500 Initial invoice will be sent within 10 days of the execution of this agreement. Start of Software Evaluation 50% of Software Evaluation contract Software Contract Completion 50% of Software Evaluation contract Completion of New Chart of Accounts 100% Upon Delivery of New Chart of Accounts This quote is valid for ninety (90) days. In an effort to reduce environmental impact, you will receive printable, downloadable PDFs of your report. To receive one (1) paper report, you will be charged $150 for a set-up fee. Additional paper copies will be charged at the rate of $50 per report. We do not believe in charging for phone calls or emails during the year. When our communications identify additional service needs, we will provide you with an expected fee range. 12 We believe technology should enhance our service offerings, making our work less intrusive, our time with you more productive and everyone’s data more secure. The use of technology in our consulting services enables us to streamline our processes and helps to automate certain functions of our work so we are able to spend more time analyzing our results and working directly with you. Through the outbreak of COVID-19, our team has been able to seamlessly move to a completely remote work environment with no loss of productivity, cooperation, or communication. Since March 17, 2020, our staff has been successfully conducting remote consulting services using the latest video conferencing and secure file sharing technology. Through Zoom, Microsoft Teams, or whatever technology your city may use, our team will continue to work through normal procedures, including regular meetings with you during the services to ensure effective collaboration with your team. We take the security of our client's data - and our own - very seriously. A number of systems are in place to ensure the safety of your city’s data. We operate on a remote distributed infrastructure leveraging Microsoft’s Cloud Platform Azure. This not only allows our staff to securely work from any computer, anywhere, any time,but also provides large- scale, cutting-edge technology and security for your data. Your data is housed in secure data centers that reside exclusively in the U.S. and not on laptops or local servers which could be stolen or misplaced. We also continually provide security awareness training to our staff members to ensure they are good digital stewards of your data. IT ALSO MEANS: All firm staff use dual authentication to ensure that every login to our remote environment is secure and authorized. 13 Technology All data is saved on redundant servers and data centers so if one server fails, another immediately takes over with no data lost. All data is backed up continually which means we always have an extra copy for safe-keeping. All incoming emails, attachments, and embedded links are scanned for viruses prior to landing in our inbox, which allows us to operate with more protection from phishing emails, malware attacks, and other digital threats.Our cloud platform, Azure, is globally trusted by companies and governments and has numerous security compliance standard they adhere to. Reports of these can be provided as requested. CLIENT REFERENCES One of the things we enjoy most about our work is developing long-term relationships with our clients and watching their city thrive as we help them to evolve and grow. Our clients listed below serve as a sample of references of those we partner with for their financial management services. Additional references are available upon request. What Our Clients Say DES MOINES WATER WORKS Michelle Holland Controller P 515.323.6208 CITY OF HASTINGS Chris Eitemiller Finance Director P 651.480.2350 CITY OF BAXTER Todd DeBoer GIS | IT Director P 218.454.5117 14 Value Added Services When you partner with Abdo, you get access to our entire catalog of services. Below is a selection of the services that we believe could be of great value to your city. If you have need of these services, please reach out to us so we can help! Our additional service offerings can be found at www.abdosolutions.com. HR & PAYROLL SERVICES We help employers better support their most valuable resource... their people. Having clear and consistent HR practices that best suit the individuality of your city is key, even more so in today’s tight employment environment. And because the right policies are just as important, we lend our HR expertise to help you strategically plan for your future. We help cities with: •Employee management and development •Regulatory compliance •Benefits analysis and administration, including the Affordable Care Act (ACA) and workers’ compensation •HR/Payroll software implementation and management •Advisory services such as specialized labor cost analysis, compensation studies, and HR process development and implementation •Advisory services such as specialized labor cost analysis, compensation studies, and HR process development and implementation PROCESS SOLUTIONS “Because we’ve always done it way” is an easy trap to fall into.But this outdated processes or systems rarely get results. Instead, they often lead to redundancies, unreliable outcomes, and frustrated staff. An ineffective process can become your Achilles heel in a crisis. Our customized process improvement solutions will meet you where you are — and guide you to a better tomorrow. Our Process Solutions Services Include: •Process Mapping Documentation --How do transactions and data flow through your city? •Abdo ProEval --Removing waste in your processes allows your team members to focus on what they were hired to do—and to spend more time on value-added initiatives. •Abdo ProEval - Kaizen --Does the project seem too large, or the change too overwhelming? The Kaizen approach is a pared–down version of our ProEval service. Instead of a full operational review, we’ll focus on one aspect of your operation •Software Inventory & Assessment --Including recommendations for increasing efficiency and, if possible, reducing software-related costs. 15 At Abdo, we recognize the need for continuous improvement in diversity, equity and inclusion initiatives throughout our firm and the accounting industry at large. We believe that when we understand each other better, we grow better together. Over the past year, we have increased our efforts to promote diversity, equity, and inclusion within our firm and community through implicit/unconscious bias, anti- harassment, and interview training. Our Diversity, Equity, and Inclusion Committee continues to implement new ideas, projects, and initiatives to move our firm forward through learning, understanding, and improving on these issues. We continue to increase our number of women at the highest leadership level. We strive for continued growth in our ability to attract and retain women and people of color within our firm and we are working towards greater equity and diversity for all within our industry. In order to build a more inclusive work environment, the firm has implemented diversity and inclusion education through partnering with expert speakers and trainers. Please let us know if you have any ideas on how we can improve diversity, equity, and inclusion at Abdo. 16 61% of our employees are female 51% of our management level employees are female 23% of our interns this year were people of color Why Partner with Abdo “Listening to our clients’ needs, understanding their challenges, and adjusting how we work together is key to our partnership with the people we serve.” --Steve McDonald, CPA |Managing Partner LIGHTING THE PATH FORWARD In a world of ever-changing complexity, people need caring, empathetic and highly skilled professionals they can depend on to provide the right advice and solutions for them. Our clients seek growth and success, but also want security and confidence. For nearly 60 years, Abdo has provided insights for our clients to help them achieve their goals. That same innovative spirit is also what has earned us the title of being one of the top accounting firms in the Midwest. Abdo is a better firm today because of the efforts we made to support a culture driven by our core values of growth, relationships, and teamwork. With this foundation in place, we have successfully helped our clients identify and break through their own growth barriers. Every challenge they face is an opportunity for us to listen, understand and empower them with solutions and a plan to achieve their goals. It’s fulfilling to serve as the catalyst that helps them overcome obstacles that block their progress. When it comes to our working relationships, we are partners. We’re confidants. We’re the catalyst that sparks true business growth, providing guidance through every challenge and opportunity along the way. ABOUT ABDO Abdo is a full-service accounting and consulting firm that delivers customized strategies and innovative solutions to help businesses, governments and nonprofits succeed. With more than 180 professionals and nearly six decades of experience, Abdo is ranked as one of the top accounting firms in the Midwest. It is a licensed CPA firm with offices located in Minneapolis and Mankato, Minnesota, and Scottsdale, AZ. Abdo’s commitment to its clients is to gain in- depth knowledge of their unique challenges, opportunities, and needs. Through this consultative approach, Abdo partners with organization leaders to light the path forward to confidently reach their goals. 17 Appendix A AGREEMENT FOR FINANCIAL SERVICES 18 Agreement for Financial Services THIS AGREEMENT, is made and entered into on March 15, 2023 by and between the City of New Hope, Minnesota (hereinafter referred to as the “Client”), and Abdo Financial Solutions (hereinafter referred to as the “Contractor”). Articles of Agreement & Recitals WHEREAS, the Client is authorized and empowered to secure from time to time certain professional services through contracts with qualified consultants; and WHEREAS, the Contractor understands and agrees that: 1.The Contractor will act as an Independent Contractor in the performance of all duties under this Agreement. Accordingly, the Contractor shall be responsible for payment of all taxes, including federal, state and local taxes and professional/business license fees arising out of the Contractor’s activities; 2.The Contractor shall have no authority to bind the Client for the performance of any services or to obligate the Client. The Contractor is not an agent, servant, or employee of the Client and shall not make any such representations or hold himself/herself out as such; 3.The Contractor shall be the exclusive outsourced accounting service provider for the Client during the term of this Agreement; 4.The Contractor shall perform all professional services in a competent and professional manner, acting in the best interests of the Client at all times. 5.The Contractor shall not accrue any continuing contract rights for the services performed under this contract. NOW THEREFORE, in consideration of the mutual covenants and promises contained herein, it is agreed as follows: ARTICLE I INCORPORATION OF RECITALS The recitals and agreement set forth above are hereby incorporated into this Agreement. ARTICLE II LIABILITY INSURANCE Section 1 Liability Insurance:The Contractor shall obtain professional liability insurance, at their expense with liability insurance coverage minimums in the amount of $2,000,000, which Contractor must secure and maintain during the term of this Agreement. Contractor will provide Client with proof of liability insurance coverage under this Agreement in writing upon request by the Client. 19 ARTICLE III DURATION OF THE AGREEMENT Section 1 Duration:This Agreement shall commence upon date of execution by all parties and will remain in effect until December 31, 2024 unless earlier terminated as provided in Sections 2 and 3. Section 2 Client's Termination Rights:The Client may terminate this Agreement upon sixty (60) days written notice in the event the Client determines in its sole discretion that it is not in the Client's best interest to continue using Contractor’s services. The Client may terminate on ten (10) days written notice of the Contractor fails to perform its obligations under this Agreement. Section 3 Contractor’s Termination Rights:Contractor may terminate this Agreement upon thir ty (30) days written notice to City in the event Client does not pay Contractor compensation as required under Article 5, Section 9 within fifteen (15) days after invoice is received by Client. In the event of non-payment within thirty (30) days, Contractor shall give the Client an oppor tunity to cure the default by giving a notice of such non-payment and an additional five (5) days after the Client's receipt of the notice to remit such payment, prior to giving a notice of termination. Contractor can also terminate the Agreement with sixety (60) days written notice if the Contractor believes it is in its best interests to terminate the Agreement. ARTICLE IV GENERAL Section 1 Authorized Client Agent:The Client's authorized agent for the purpose of administration of this Agreement is the City Administrator/Manager. Said agent shall have final authority for approval and acceptance of the Contractor’s services performed under this Agreement and shall further have responsibility for administration of the terms and conditions of this Agreement. All notices under this Agreement shall be sent to the person and address indicated below on the signature lines. Section 2 Amendments: No amendments or variations of the terms and conditions of this Agreement shall be valid unless in writing and signed by the parties. Section 3 Assignability: The Contractor’s rights and obligations under this Agreement are not assignable or transferable. Section 4 Data:Any data or materials, including, but not limited to, reports, studies, photographs, negatives, or any and all other documents prepared by the Contractor or its outside consultants in the performance of the Contractor's obligations under this Agreement shall be the exclusive property of the Client, and any such data and materials shall be remitted to the Client by the Contractor upon completion, expiration, or termination of this Agreement. Further, any such data and materials shall be treated and maintained by the Contractor and its outside consultants in accordance with applicable federal, state and local laws. Further, Contractor will have access to data collected or maintained by the Client to the extent necessary to perform Contractor's obligations under this Agreement. Contractor agrees to maintain all data obtained from the Client in the same manner as the City is required under the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13 or other applicable law (hereinafter referred to as the "Act"). Contractor will not release or disclose the contents of data classified as not public to any person except at the written direction of the Client. Upon receipt of a request to obtain and/or review data as defined in the Act, Contractor will immediately notify the Client. The Client shall provide written direction to Contractor regarding the request within a reasonable time, not to exceed fifteen (15) days. The Client agrees to indemnify, hold harmless and defend Contractor for any liability, expense, cost, damages, claim, and action, including attorneys' fees, arising out of or related to Contractor's complying with the Client's direction. Subject to the aforementioned, Contractor agrees to defend and indemnify the Client from any claim, liability, damage or loss asserted against the Client as a result of Contractor's failure to comply with the requirements of the Act. Upon termination and/or completion of this Agreement, Contractor agrees to return all data to the Client, as requested by the Client. 20 Agreement for Financial Services Continued 21 ARTICLE IV - CONTINUED GENERAL (CONTINUED) Section 5 Entire Agreement:This Agreement is the entire agreement between the Client and the Contractor, and it supersedes all prior written or oral agreements. There are no other covenants, promises, under takings, or understandings outside of this Agreement other than those specifically set forth. Any term, condition, prior course of dealing, course of performance, usage of trade, understanding, or agreement purpor ting to modify, vary, supplement, or explain any provision of this Agreement is null and void and of no effect unless in writing and signed by representatives of both par ties authorized to amend this Agreement. Section 6 Severability:All terms and covenants contained in this Agreement are severable. In the event any provision of this Agreement shall be held invalid by any court of competent jurisdiction, this Agreement shall be interpreted as if such invalid terms or covenants were not contained herein, and such holding shall not invalidate or render unenforceable any other provision hereof. Section 7 Contractor Fiscal Decision Waiver: Contractor is responsible for providing the Client with timely and accurate financial recommendations and information that allows the Council/Board the ability to make final financial decisions. Contractor will provide final financial recommendations but is not responsible for the final decisions made regarding financial matters. Section 8 Client Employment of Contractor’s Employees: The Client acknowledges and agrees that Contractor’s workforce, including employees assigned to staff the engagement provided for under this Agreement, constitutes an important and vital aspect of Contractor’s business. In recognition of the foregoing and the harm that Contractor will suffer in the event of the loss of one or more of its employees, the Client agrees that during the Term of this Agreement and for a period of six (6) months following the termination of this Agreement for any reason (the “Restrictive Time Period”) the Client shall not, directly or indirectly, on behalf of itself or any person, firm, corporation, association or other entity, (a) recruit, solicit, or assist anyone else in the recruitment or solicitation of, any of Contractor’s employees to terminate their employment with Contractor and to become employed by or otherwise engaged with or by the Client in any capacity independent of Contractor; (b) hire or engage any Contractor employee; or (c) otherwise encourage or induce any of Contractor’s employees to terminate their employment with Contractor. Notwithstanding the foregoing, Contractor may (but shall not be obligated to) consent to the Client's recruitment, solicitation, employment or other engagement of a Contractor employee otherwise prohibited by this paragraph provided that (a) the Client discloses to Contractor in writing its desire to recruit, solicit, employ or otherwise engage the Contractor employee independent of Contractor before engaging with the Contractor employee regarding any such potential relationship; (b) the Client agrees to pay Contractor a Restrictive Covenant Exception Fee (as hereafter defined) in the event the Contractor employee becomes employed by or otherwise engaged with the Client independent of Contractor; and (c) Contractor provides written consent to the Client to engage with the Contractor employee regarding any such relationship. For purposes of this Agreement, the Restrictive Covenant Exception Fee shall be the greater of: (i) 150% of the annual contracted cost of Contractor’s services under this Agreement in addition to the annual contracted cost paid or due Contractor hereunder; or (ii) 150% of the fees paid or due Contractor for services provided under this Agreement during the twelve (12) month period immediately prior to the termination of this Agreement or, in the event the Agreement has not been terminated, during the twelve (12) month period immediately prior to Contractor’s provision of written consent to the Client to engage in the recruitment, solicitation, employment or other engagement of a Contractor employee otherwise prohibited by this paragraph. Agreement for Financial Services Continued 22 ARTICLE IV - CONTINUED GENERAL - CONTINUED Section 9 Compensation:The par ties agree that the Contractor shall be paid compensation for the services provided hereunder, payable for work performed in accordance with this Agreement, based on the fees indicated on the Value page of this proposal. Additional fees will not be incurred without prior approval of the Client. Initial invoice for anticipated first month fees will be sent within 10 days of the execution of this agreement. Section 10 Additional Services:Should the Client request additional services in addition to the Contracted Services, the Contractor will provide the Client with proposed fees for the services to be provided. The Client shall provide a written or electronic confirmation prior to the proposed services implementation. Section 11 Outside Contractors:It shall be the responsibility of Contractor to compensate any other outside consultants retained or hired by Contractor to fulfill their obligations under this Agreement and shall be responsible for their work and Contractor, by using outside contractors, shall not be relieved of its obligations under this Agreement. Section 12 Municipal Advisor:Abdo FS understands the Client has retained an independent registered municipal advisor (IRMA) to advise in the evaluation of information and recommendations relating to the issuance of municipal securities and/or municipal financial products. The engaged IRMA is the recognized municipal advisor (MA) for the Client. Agreement for Financial Services Continued Appendix B AGREEMENT FOR THE PROVISION OF PROFESSIONAL SERVICES 23 Agreement for the Provision of Professional Services WHEREFORE, this Agreement was entered into on the date set forth below and the undersigned, by execution hereof, represent that they are authorized to enter into this Agreement on behalf of the respective parties and state that this Agreement has been read by them and that the undersigned understand and fully agree to each, all and every provision hereof, and hereby, acknowledge receipt of a copy hereof. City of New Hope 4401 Xylon Avenue New Hope, Minnesota 55428 SIGNATURE Tim Hoyt Abdo Financial Solutions, LLC 5201 Eden Avenue, Suite 250 Edina, Minnesota 55436 Victoria Holthaus, CPA Partner |Abdo March 15, 2023 24 Appendix C PROFESSIONAL BIOS 25 Victoria Holthaus CPA Partner |Abdo Financial Solutions Municipal Advisor Representative (Series 50) Municipal Advisor Principal (Series 54) victoria.holthaus@abdofs.com P 952.715.3069 Vicki aims to simplify the complex for her clients. Her goal is to give them a solid understanding of their finances, so they can confidently plan ahead. She specializes in working with local governments and nonprofit agencies to strategize capital improvements, develop long-range financial plans, and troubleshoot accounting and financial challenges. She also provides process evaluation and process improvement services for nonprofit and private sector clients. Over the past several years, Vicki has helped many organizations with strategic upgrades to technology and software as they navigate new ways of interacting with constituents and customers. Along with the ability to creatively explain technical terms, Vicki has firsthand knowledge of the issues local governments often face. Prior to joining the firm, she served Minnesota municipalities and joint ventures in various finance and administrative roles. EDUCATION •Bachelor of Science in Accounting, National American University •Master of Ar ts in Public Administration, Hamline University •Minnesota Cer tified Municipal Clerk •Continuing professional education PROFESSIONAL MEMBERSHIPS •Minnesota and Arizona Society of Cer tified Public Accountants •American Institute of Certified Public Accountants •Government Finance Officers Association of the United States and Canada •Minnesota and Arizona Government Finance Officers Association AFFILIATIONS •Hamline School of Business, Accounting Board Member •Arizona Women Leading Government Member QUALIFICATIONS •16 years of experience working with local governments in finance and administration •Experience with budgeting, capital planning and debt management •Process evaluation and process improvement engagement lead TEAM MEMBER BIO abdosolutions.com |Edina, MN -Mankato, MN -Scottsdale, AZ 27 Erin Enstad CPA Senior Manager |Abdo Financial Solutions erin.enstad@abdofs.com P 507.304.6809 Erin joined the firm in 2011 after graduating from Minnesota State University, Mankato. Erin has nearly ten years of experience auditing and providing accounting services for governmental clients. EDUCATION •Bachelor of Science in Accounting and Corporate Finance, Minnesota State University, Mankato ◦Graduated Magna Cum Laude ◦Dean's List •Continuing professional education PROFESSIONAL MEMBERSHIPS •American Institute of Certified Public Accountants •Minnesota Society of Certified Public Accountants QUALIFICATIONS •9 years of experience auditing local governments and schools in Minnesota •Over 90 percent of billable time relates to governmental clients TEAM MEMBER BIO abdosolutions.com |Edina, MN -Mankato, MN -Scottsdale, AZ 28 Annette Storm Manager |Abdo Financial Solutions annette.storm@abdofs.com P 952.449.6224 Annette joined the Firm in 2022 as a Manager in the Financial Solutions group. Prior to joining Abdo, Annette spent three years as the Director of Administrative Services and two years as the Assistant Finance Director for the City of Marshall and three years as an Accountant for Lyon County. She has a wealth of knowledge and experience in all aspects of governmental finance, including, but not limited to: budgeting, financial reviews, monthly and annual reporting, cash flow projects, economic development and software implementation. EDUCATION •Bachelor of Science in Accounting and Finance, Southwest Minnesota State University •Continuing professional education PROFESSIONAL MEMBERSHIPS •Minnesota Government Finance Officers Association •Government Finance Officers Association of the United States •Marshall, MN Young Professionals QUALIFICATIONS •9 years experience working with local governments •Experience in a variety of roles within local government, including, but not limited to: monthly and annual reporting, audit preparation and review, budget development and control, training and supervising staff, cash flow projections, and long-range planning •Experience in policy and procedures development •Leadership skills having managed finance teams/departments, participation in leadership meetings, and preparation of Council reports and attendance at City Council meetings •Proficient in Tyler Technologies Incode 9 and 10 software; including software conversion from version 9 to 10 along with account restructure TEAM MEMBER BIO abdosolutions.com |Edina, MN -Mankato, MN -Scottsdale, AZ 29 I:\RFA\HR & Admin Svcs\Human Resources\2023\Council Work Sessions\04172023\11.4 ‐ Juneteenth\Q ‐ Juneteenth.docx      Request for Action  April 17, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: HR & Admin Services  By: Rich Johnson, Director        Agenda Title  Discussion regarding Juneteenth (June 19) which will become a state holiday, effective August 1, 2023.  Requested Action  Staff would like to discuss with the City Council the recently adopted Juneteenth holiday and seek guidance  from the City Council on how it is to be implemented for the City of New Hope.   Background  On June 17, 2021, President Biden declared June 19th a federal holiday to commemorate the emancipation of  enslaved African Americans. The holiday references June 19, 1865, which is the date slavery was outlawed in  the State of Texas. On February 3, 2023, Governor Tim Walz signed a bill into law making Juneteenth a  holiday in Minnesota. This law is scheduled to go into effect August 1, 2023, which means that on June 19,  2024, no public business shall be transacted (other than in cases of necessity e.g. police, fire, emergency utility  repairs, etc.). There is currently legislation to revise enactment of this law from August 1, 2023, to June 1,  2023, which would make June 19, 2023, a state holiday.    This evening, staff would like to share information with the City Council on how New Hope’s 12 comparable  cities are implementing Juneteenth and to seek guidance from the City Council on how to best implement  Juneteenth for the City of New Hope.  Attachments  Spreadsheet of New Hope’s Comparable Cities Implementation of Juneteenth  Excerpt from The League of MN Cities Human Resources Reference Manual (pages 74 and 75)           Agenda Section Work Session Item Number  11.4  Number of Paid Holidays in New Hope's 12 Comparable Cities Brooklyn Center Columbia Heights Crystal Golden Valley Hopkins New Brighton Richfield Robbinsdale South St. Paul White Bear Lake West St. Paul New Hope Average Total # of Paid Holidays/ Year Currently 13 12 12 13 12 Did not Reply 12 12 12 12**13 12 12.3 New Years New Years New Years New Years New Years New Years New Years New Years New Years New Years New Years MLK Jr MLK Jr MLK Jr MLK Jr MLK Jr MLK Jr MLK Jr MLK Jr MLK Jr MLK Jr MLK Jr Pres. Day Pres. Day Pres. Day Pres. Day Pres. Day Pres. Day Pres. Day Pres. Day Pres. Day Pres. Day Pres. Day Mem. Day Good Friday Mem. Day Mem. Day Mem. Day Mem. Day Mem. Day Mem. Day Mem. Day Mem. Day Mem. Day Juneteenth Mem. Day Ind. Day Ind. Day Juneteenth Juneteenth*Ind. Day Ind. Day Ind. Day Ind. Day Ind. Day Ind. Day Ind. Day Labor Day Labor Day Ind. Day July 3*Labor Day Labor Day Labor Day Labor Day Labor Day Labor Day Labor Day Vet's Day Vet's Day Labor Day Ind. Day Vet's Day Vet's Day Vet's Day Vet's Day Vet's Day Vet's Day Vet's Day Thanks. Day Thanks. Day Vet's Day Labor Day Thanks. Day Thanks. Day Thanks. Day Thanks. Day Thanks. Day Thanks. Day Thanks. Day Fri. After Thanks Fri. After Thanks Thanks. Day Vet's Day Fri. After Thanks Fri. After Thanks Fri. After Thanks Fri. After Thanks Fri. After Thanks Fri. After Thanks Fri. After Thanks Christmas Day Christmas Eve Fri. After Thanks Thanks. Day Christmas Eve Christmas Day Christmas Day Christmas Eve Christmas Day Christmas Day Christmas Eve (2) Floaters Christmas Day Christmas Eve Fri. After Thanks Christmas Day (2) Floaters (2) Floaters Christmas Day (2) Floaters (2) Floaters Christmas Day (2) Floaters Christmas Day Christmas Day (1) Floater (1) Floater Planning to add Juneteenth in 2023 so will have 14 holidays *City Mgr. designated, otherwise floaters TBD if floater will move to Juneteenth Planning to add Juneteenth in 2023 so will have 13 holidays TBD if floater will move to Juneteenth Projected # of Holidays in 2024 13 ??14 12 12 ?13 ?13 ?12.8 **Christmas Eve if it’s a M, T, W, or Th. RELEVANT LINKS: League of Minnesota Cities Human Resources Reference Manual 2/6/2023 City Employment Basics Chapter 1 | Page 74 U.S. Dep't of Labor: Leave Benefits. U.S. Dep't of Labor, FMLA factsheets, guidance, forms and regulations. LMC information memo, Family and Medical Leave Act. FMLA requires group health benefits be maintained during the leave, so city is required to continue to pay its portion of health insurance premiums during this time. FMLA is designed to help employees balance their work and family responsibilities by allowing them to take reasonable unpaid leave for certain family and medical reasons. 29 C.F.R. § 825.110. See Family and Medical Leave, LMC Model Policy. All public agencies are covered; however, employees must still meet eligibility requirements. Whether an employee can use the leave is dictated by employee eligibility requirements. If a city has less than 50 employees, it may not be required to offer FMLA leave. The city should consider whether or not volunteer firefighters are truly volunteers or are more likely to be seen as paid on-call employees when calculating the number of city employees Cities with 50 or more employees are likely to have employees eligible for FMLA-protected leave at some point. The League of Minnesota Cities recommends cities of this size develop policy language regarding use of paid leave during FMLA absences and coordination of FMLA with other leaves of absence. 29 U.S.C. § 2614(a)(1). When an employee returns from FMLA leave, the city must restore the employee’s original job or provide an “equivalent” job. An equivalent job is one that is virtually identical to the original job in terms of pay, benefits, and other employment terms and conditions. Cities must communicate FMLA policies through handbooks or other employee communications and must display a poster outlining FMLA rules. i. Holidays Minn. Stat. § 645.44. Minnesota law states no public business shall be transacted on any holiday, except in cases of necessity. Cities can maintain police, fire, and medical services and probably snowplowing on holidays on the basis of necessity. However, other types of services are less clear. As a general rule, cities should probably not require any employee (other than police/fire/snowplowing) to work on a holiday unless there is a pretty clear-cut emergency situation. However, the city can probably allow an exempt (non-overtime earning) employee to “catch up” by working on a holiday if it is clearly a voluntary choice on that employee’s part. Holidays on which city halls are to be closed for business according to state law are the following: • New Year’s Day (January 1) • Martin Luther King’s Birthday (third Monday in January) • Washington’s and Lincoln’s Birthday (third Monday in February) • Memorial Day (last Monday in May) • Juneteenth (June 19) (Signed into MN law on February 3, 2023 with an effective date of August 1, 2023 • Independence Day (July 4) RELEVANT LINKS: League of Minnesota Cities Human Resources Reference Manual 2/6/2023 City Employment Basics Chapter 1 | Page 75 • Labor Day (first Monday in September) • Indigenous Peoples’ Day/Christopher Columbus Day (second Monday in October)** • Veterans Day (November 11) • Thanksgiving Day (fourth Thursday in November) • Christmas Day (December 25). Minn. Stat. § 645.44. When New Year’s Day, Jan. 1, Independence Day, July 4, Veterans Day, Nov. 11, or Christmas Day, Dec. 25, falls on Sunday, the following day shall be a holiday (Monday). When any of these holidays fall on Saturday, the preceding day shall be a holiday(Friday). Minn. Stat. § 645.44. Cities have the option of determining whether **Indigenous Peoples’ Day/Christopher Columbus Day and the Friday after Thanksgiving will be observed as holidays. In cities where Columbus Day and/or the Friday after Thanksgiving are not holidays, public business may be conducted on those days. Minn. Stat. § 340A.504. Municipal liquor stores may be open on holidays with the exception of Thanksgiving Day, Christmas Day, and after 8:00 p.m. on Christmas Eve. The following are common practices among Minnesota cities with regard to payment of holidays: • Regular part-time employees often receive pro-rated holiday pay. • Some cities require an employee to be in paid status the day before or the day after a holiday in order to receive holiday pay. Paid status generally includes paid leave. • Employees required to work on a holiday based on need are usually either paid some type of premium pay (e.g., double-time) or receive another day off of their choice with pay. • Some cities have “personal” or “floating” holidays which either change from year to year or can be personally designated by the employee in accordance with normal leave request procedures. j. Time off to serve as an election judge Minn. Stat. § 204B.195. An individual who is selected to serve as an election judge may, after giving an employer at least 20 days’ written notice, be absent from work for the purpose of serving as an election judge without penalty. I:\RFA\HR & Admin Svcs\Human Resources\2023\Council Work Sessions\04172023\11.5 ‐ Advance Resignation\Q ‐ Advance Resignation.docx      Request for Action  April 17, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: HR & Admin Services  By: Rich Johnson, Director        Agenda Title  Discussion regarding implementation of an advance resignation policy.   Requested Action  Staff would like to discuss with the City Council the possibility of implementing an advance resignation  program. This program would provide an incentive to employees for providing a significant advance notice  of resignation/retirement from the city.  Background  In an effort to provide smooth transitions and adequate time for recruitment, training, the transfer of  institutional knowledge, etc. staff believes it would be in the best interest of the city to implement a program  to provide an incentive to staff members who are contemplating resignation/retirement from the city to  provide a significant advance notice.    In 2015, a long‐standing police officer provided approximately a 12‐month notice of their upcoming  retirement. This was extremely helpful as staff was able to approach the City Council to seek and receive  their permission to hire an additional police officer early. In doing so, the new hire was onboarded,  completed their field training, spent time on the streets and was very near to being counted towards the  minimum number of officers needed on duty at one time. This was a very significant advantage for police  operations and if the city were able to duplicate this with the significant number of departures on the  horizon, it would be very beneficial to business continuity across the city.    Although there would be costs associated with creating an incentive for staff to provide a significant advance  notice, there would also be savings in the long term by replacing someone at or near the top of the wage scale  with someone that would likely be at a much lower rate. Several times in the past, the city has offered early  retirement incentives. Although those programs can result in overall savings in wages, an incentive for  employees to provide significant advance notice would be more beneficial for city operations.     This evening, staff would like to dialogue with the City Council and seek their guidance regarding  implementing an advance resignation/retirement incentive program.  Attachments  Advance Resignation Policies (Bloomington, Hastings, Lakeville, and Northfield)        Agenda Section Work Session Item Number  11.5  ADVANCE RESIGNATION NOTICE POLICY c&p\Resignation Notice Effective January 1, 2008 City of Bloomington Advance Resignation Notice Program The City's Advance Resignation Notice Program is designed to improve the efficiency and stability of the City's workforce by encouraging employees to give the City advance notice of their intent to resign. The purpose of this program is to begin the process of replacing an employee who is leaving the City as soon as possible after notice is received. This will reduce the time that the position remains unfilled.1 This program is available to regular full-time non-union employees and any regular full-time union employees after the union has officially adopted this policy and the date the union and the City Council have officially amended the labor agreement with the City. In order to be eligible for an Advance Notice payment an employee must give at least 90 calendar days notice to the employee’s department director (department directors notify City Manager) before his or her last day of work 2. The City reserves the right to approve or deny requests for use of accrued benefit hours during the 90-120 day period. It is the policy and intent that an employee requesting an Advance Notice Incentive remain actively working for the City and not use benefit time off during the 90-120 day period. The agreement must be signed by the employee, the department director, and the Human Resources Director to be effective. The City reserves the right to refuse to enter into this agreement with any employee. For purposes of this policy the term day(s) shall mean calendar day(s). The City will provide the following one-time payment for advance notice: Ninety (90) days: $1,000.00 One Hundred and Twenty (120) days: $2,000.00 Payment will be made on or after the employment termination date. Payment will not be made if the employee or the City rescinds the resignation. Payment is subject to taxation and required deductions. 1 The City reserves the right to not replace any employee who resigns or to modify the position and duties prior to hiring a new employee. This decision will not affect an employee's eligibility for an Advance Notice payment. 2 The last day of work is defined, for this program, as the last day that an employee will be actively working for the City. ADVANCE RESIGNATION NOTICE POLICY c&p\Resignation Notice (Continued) An employee has ten (10) calendar days from the date the employee signs the agreement to rescind the Advance Resignation Notice. After the City has accepted the resignation and after the expiration of the Employee’s 10-day rescission period, the resignation becomes irrevocable and Employee may no longer rescind it without the City’s agreement to either permit rescission or defer the resignation. Refusing to accept the Advance Notice payment will not void the agreement. In the event the Employee breaches this Agreement by terminating employment with the City in advance of the agreed upon resignation date the Employee forfeits all eligibility for any advance resignation incentive. In addition, the Employee’s separation from employment may be considered by the City as “not in good standing” and this determination may be relayed to the inquiries of the Employee’s prospective employers. Breach of the Agreement may also serve as basis for ineligibility from future employment with the City. If a qualifying Family/Medical Leave Act (FMLA) event occurs during the effective period (90-120 days) of the agreement, such event shall be characterized as breach for good cause and the City shall release the employee from the agreement and disqualify the employee from the incentive payment. ADVANCE RESIGNATION NOTICE POLICY c&p\Resignation Notice DATE: _________________ TO: _________________________________, (Department Director) FROM: ______________________________, (Employee) RE: Voluntary Resignation/Retirement Notice VOLUNTARY RESIGNATION OR RETIREMENT I, ______________________________________, voluntarily resign my position of ______________________________, with the City of Bloomington. Job Title My last day of work will be: _____________________________ (Termination Date) By signing this document I am agreeing to the terms and conditions of the City's Advance Resignation Notice program. I understand that in order to be eligible for an Advance Notice payment I must give at least 90 days notice before my last day of work and that any payment will be based upon the actual number of calendar days elapsed between the date of this notice and the last day of work. I also understand that in signing this Notice I am agreeing that there will no longer be a position available to me after the stated termination date. I understand that I have ten (10) calendar days from the date I sign to rescind this resignation. A rescission must be in writing, dated, signed and delivered to the Director of Human Resources, City of Bloomington, 1800 West Old Shakopee Road, Bloomington, Minnesota within the 10 calendar day period. After the 10-day period my resignation is irrevocable, unless rescinded by the City. _____________________________________________________ Employee Signature Date Resignation Accepted ___________________________________________________B Department Director 6LJQDWXUH Date ____________________________________________________ Human Resources Manager6LJQDWXUH Date Notice Payment eligible for: GD\V 120 days City of Hastings y 101 Fourth Street East y Hastings, MN 55033-1944 y Phone: 651-480-2350 y www.hastingsmn.gov City of Hastings Advance Resignation Notice Program Purpose The City’s Advance Resignation Notice Program is designed to improve the efficiency and stability of the City’s workforce by encouraging employees to give the City advance notice of their intent to resign. The purpose of this program is to begin the process of replacing an employee who is leaving the City as soon as possible after notice is received. This will reduce the time the position remains unfilled. Eligibility This program is available to active regular full time and regular part time employees, who have been employed in a regular fulltime or regular part time position for a minimum of three years. Paid-on-call and seasonal employees are not eligible for this program. The City reserves the right to not replace any employee who resigns and/or modify the position and duties prior to hiring a new employee. This decision will not affect a current employee’s eligibility for an Advance Notice payment. Notice and Use of Leave In order to be eligible for an Advance Notice payment an employee must give at least 90 calendar days’ notice in writing to the employee’s Department Director or the Administrative Services Director before his/her last day of work. The last day of work is defined for this program as the last day an employee will be actively working for the City. The City reserves the right to approval or deny requests for use of accrued leave during the 90 – 180 day period. It is the intent of this program that the employee requesting an Advance Notice Incentive remain actively working and limit the use of leave during the 90- 180 day period. Expectations In order to be eligible for the one-time payment noted below, the departing employee will be expected to train the replacement or new hire to the extent possible by transferring knowledge and preparing documentation of the position as necessary. Agreement Acceptance The agreement must be signed by the employee, the Department Director, and the Administrative Services Director to be effective. The City reserves the right to refuse to enter into this agreement with any employee. For purposes of this policy, the term day(s) shall mean calendar day(s). City of Hastings y 101 Fourth Street East y Hastings, MN 55033-1944 y Phone: 651-480-2350 y www.hastingsmn.gov Payment The City will provide the following one-time payment for advance notice: Ninety (90) days: $ 500 One Hundred Twenty (120) days: $1,000 One Hundred Eighty (180) days: $1,500 Payment will be made after the employment termination date. Payment will not be made if the employee or the City rescinds the resignation. Payment is subject to taxation and required deductions. Rescission Period An employee has ten (10) calendar days from the date the employee signs the agreement to rescind the Advance Resignation Notice. After the City has accepted the resignation and after the duration of the Employee’s 10-day rescission period, the resignation become irrevocable and the Employee may no longer rescind it without the City’s agreement to either permit rescission or defer the resignation. Refusing to accept the Advance Notice payment will not void the Agreement. In the event the Employee breaches this Agreement by terminating employment with the City in advance of the agreed upon resignation date, the Employee forfeits all eligibility for any advance resignation incentive. If a qualifying Family/Medical Leave Act (FMLA) event occurs during the effective period (90-180 days) of the agreement, such event shall be characterized as breach for good cause and the City shall release the employee from the agreement and disqualify the employee from the incentive payment. Effective Date This program will go into effect on June 5, 2018. City of Lakeville Advance Resignation Notice Program Purpose The City’s Advance Resignation Notice Program is designed to improve the efficiency and stability of the City’s workforce by encouraging employees to give the City advance notice of their intent to resign. The purpose of this program is to begin the process of replacing an employee who is leaving the City as soon as possible after notice is received. This will reduce the time that the position remains unfilled. Eligibility This program is available to: Department Directors who have been employed for a minimum of five years; and Active full-time employees, who have been employed in a full-time position for a minimum of ten years. The City reserves the right to not replace any employee who resigns, and/or to modify the position and duties prior to hiring a new employee. This decision will not affect a current employee’s eligibility for an Advance Notice payment. Notice & Use of Leave In order to be eligible for an Advance Notice payment an employee must give at least 90 calendar days notice to the employee’s Department Director before his or her last day of work. The last day of work is defined for this program as the last day that an employee will be actively working for the City. The City reserves the right to approve or deny requests for use of accrued vacation, PTO, comp time, or sick leave for a planned medical procedure during the 90-180 day period. It is the policy and intent that an employee requesting an Advance Notice Incentive remains actively working for the City and limits the use of vacation, sick leave, PTO or comp time during the final 90-180 day period. City Expectations In order to be eligible for the one-time payment noted below, the departing employee will be expected to train the replacement or new hire to the extent possible by transferring knowledge and preparing documentation of the position as necessary. Advance Resignation Notice The Advance Resignation Notice must be signed by the employee, the Department Director, and the City Administrator to be effective. For purposes of this policy, the term day(s) shall mean calendar day(s). Payment The City will provide the following one-time payment for advance notice: Ninety (90) days: $ 500 One Hundred Twenty (120) days: $1,000 One Hundred Eighty (180) days: $1,500 Payment will be made on or after the employment termination date. Payment will not be made if the employee or the City rescinds the resignation. Payment is subject to taxation and required deductions. Rescission Period An employee has ten (10) calendar days from the date the employee signs the Advance Resignation Notice to rescind notice. After the City has accepted the resignation and after the duration of the Employee’s 10-day rescission period, the resignation becomes irrevocable and the Employee may no longer rescind it without the City’s agreement to either permit rescission or defer the resignation. Refusing to accept the Advance Notice payment will not void the Agreement. In the event the Employee breaches this Agreement by terminating employment with the City in advance of the agreed upon resignation date, the Employee forfeits all eligibility for any advance resignation incentive. Effective Date This program will go into effect on October 17, 2017. Advance Resignation Notice Date: ______________________________________ To: ______________________________________ (Supervisor) From: ______________________________________ (Employee) Re: Voluntary Resignation/Retirement Notice Voluntary Resignation or Retirement I, ___________________________, voluntarily resign my position of Print Name _____________________________, with the City of Lakeville. Job Title My last day of work will be: ____________________________________ (termination date). By signing this document I am agreeing to the terms and conditions of the City’s Advance Resignation Notice Program. I understand that in order to be eligible for an Advance Notice payment, I must give at least 90 days notice before my last day of work and that any payment will be based upon the actual number of calendar days elapsed between the date of this notice and the last day of work. I understand that I will remain actively working for the City with limited use of vacation, sick leave, PTO or comp time during the final 90-180 day period. I also understand that in signing this contract I am agreeing that there will no longer be a position available to me after the agreed upon termination date. I understand that I have ten (10) calendar days from the date I sign to rescind this resignation. A rescission must be in writing, dated, signed, and delivered to the Human Resources Manager, City of Lakeville, 20195 Holyoke Avenue, Lakeville, MN 55044 within the 10-calendar day period. After the 10-day period my resignation is irrevocable, unless rescinded by the City. ____________________________________ ___________________ Employee Signature Date Resignation Acceptance ____________________________________ ___________________ Department Director signature Date ____________________________________ ___________________ City Administrator signature Date Notice Payment eligible for: … 90 days … 120 days … 180 days Policy: Advance Resignation Notice Program Adopted: July 13, 2021 Effective: July 13, 2021 Revised: Section . Page 1 of 2 Purpose The city’s Advance Resignation Notice Program is designed to improve the efficiency and stability of the city’s workforce by encouraging employees to give the city advance notice of their intent to resign. The purpose of this program is to begin the process of replacing an employee who is leaving the city as soon as possible after notice is received. This will reduce the time that the position remains unfilled. The city reserves the right to not replace any employee who resigns or to modify or eliminate the position and duties prior to hiring a new employee. This decision will not affect an employee’s eligibility for an Advance Notice payment. Eligibility This program is available to regular full-time employees. Policy In order for an employee in a non-management position to qualify for an Advance Notice payment, each of the following must apply: (i) the city must receive written notice of the employee’s resignation in the manner specified in Section 10.01 (Resignation) at least 90 calendar days before the employee’s last day of work with the city in their regular, full-time position; (ii) the city must approve such payment which approval is at its sole discretion; and (iii) the employee works a normal work day for the city on the last date of work specified in the written notice of resignation, unless otherwise expressly authorized by the City Administrator. The city will provide a one-time lump sum Advance Notice payment for non-management employees that qualify of $1,000.00. In order for an employee in a a management position as specified by the city to qualify for an Advance Notice payment, each of the following must apply: (i) the city must receive notice of the employee’s resignation in the manner specified in Section 10.01 (Resignation) at least 180 calendar days before the employee’s last day of work with the city in their regular, full-time position; (ii) the city must approve such payment which approval is at its sole discretion; and (iii) the employee works a normal work day for the city on the last date of work specified in the written notice of resignation, unless otherewise expressly authorized by the City Administrator. The city will provide a one-time, lump sum Advance Notice payment for management employees that qualify of $2,000.00. The last day of work is defined, for this program, as the last day that an employee will be actively working for the city and paid for actual time worked in their regular, full-time position with the city. The city reserves the right to approve or deny requests to be absent from work regardless of any accumulated paid leave time during the period from the date the city receives the employee’s written notice of resignation and their last day of work. It is the policy and intent that an employee requesting an Advance Notice Policy: Advance Resignation Notice Program Adopted: July 13, 2021 Effective: July 13, 2021 Revised: Section . Page 2 of 2 payment incentive remain actively working for the city and not be absent from work for a cumulative amount of unreasonable time during the period from the date the city receives the employee’s written notice of resignation and their last day of work.If an employee is absent from work for a cumulative amount of unreasonable time during such period, then such absences may result in the city withdrawing its approval of the Advance Notice payment. The city may withdraw its approval of the Advance Notice payment on or before the employee’s last date of work with the city specified in the employee’s notice of their resignation at its sole discretion. Circumstances that may result in the city withdrawing its approval include, but are not limited to,the employee’s performance, conduct, or behavior not meeting expectations, any complaint against the employee, the employee being unable to work, or financial considerations. No employee is entitled to nor has any right to an Advance Notice payment, unless and until they meet the qualification requirements specified herein. The Advance Notice payment will be made through payroll for the pay period that includes the employee’s last date of work for the city in their regular, full-time position. Payment will not be made if the employee or city modifies or rescinds the resignation. Payment is subject to taxation and required deductions. The employee’s resignation cannot be modified or rescinded unless such modification or recission is approved by the City Administrator. The recission of the employee’s resignation will and any modification of the employee’s resignation may preclude the employee from qualifying for any Advance Notice payment by the city. I:\RFA\HR & Admin Svcs\Human Resources\2023\Council Work Sessions\04172023\11.6 ‐ Compensation Study\Compensation Study 2023.docx    Request for Action  April 17, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: HR & Admin Services  By: Rich Johnson, Director  Agenda Title  Discussion regarding conducting a compensation study update  Requested Action  Staff requests the opportunity to briefly discuss with the City Council hiring a consulting firm to update the  compensation study that was completed in 2011 and implemented in 2012 and 2013, then updated in 2017.    Policy/Past Practice   The city has conducted compensation studies in the past to ensure that the city’s compensation system is  competitive and to ensure it meets the Pay Equity standards established by the State of Minnesota.  Background  The most recent compensation study update was conducted in 2017 by Ann Antonsen with Springsted, Inc.  (now Baker Tilly). It is typical for a follow‐up study to be done within five to seven years to ensure that the  city’s compensation plan remains competitive with the market. In addition to it being six years since the last  update, staff believes due to the recent inflationary landscape a study should be done at this time.   Staff has and will continue to carefully examine each vacancy that occurs to ensure that position continues to  be needed and whether or not any sort of revamping of the position or reorganization of that department  would be beneficial.  In 2010, staff sent out a request for proposals (RFP) to several vendors who perform compensation studies.  When an update was done in 2017, staff requested proposals from Springsted, Inc. and AEM (now Abdo)  who currently serves as the city’s financial consultant. At this time, staff would like to issue an RFP which  would be sent to several vendors, advertised in the Sun Post and on the city’s website.  If the Council is in agreement with staff’s recommendation, an RFP will be drafted and sent out in the near  future.   Funding  The 2023 Human Resources budget includes $30,000 for the completion of a compensation study.        Agenda Section Work Session Item Number  11.6