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
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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.
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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