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St. Louis County, Minnesota
POLICY MANUAL
June 2006
ST. LOUIS COUNTY BOARD POLICIES
TABLE OF CONTENTS
YEAR - RESOLUTION #
CHAPTER 1 Rules and Bylaws of the Board of Commissioners
97-809 Introduction 1.1
97-809 Meeting Rules and Bylaws 1.2
97-809 Hearing Rules and Bylaws 1.10
97-809 Notice Guidelines 1.15
04-215 ADA Compliant Meeting Facilities 1.17
CHAPTER 2 Administration
74-029 Legislation Recommendation Procedure 2.1
85-576 St. Louis County Officials Organization 2.1
87-324 Administrative Procedure 2.1
87-213 Department Head Accountable to County Administrator 2.4
87-293 Administrator to Approve Telephonic Equipment Change/Request 2.5
96-289 Department Head Appointment if Administrator Position Vacant 2.5
96-828 Auditor to Sign Rezoning Petitions 2.5
98-860 Administrator to Represent County for Well and Septic
System Loans 2.5
CHAPTER 3 Appointment Policy
88-551 Appointment Policy - Unclassified Department Heads 3.1
97-586 Appointment Process Policy (see amendments)
(See Also: Chapter 2, Page 2.6 Department Head Appointment...) 3.4
00-171 Appointment Process Policy Amendment 3.7
00-849 Appointment Process Policy Amendment 3.7
CHAPTER 4 Contracts
87-281 Language Uniformity 4.1
88-355 County Attorney Responsibilities 4.1
91-867 Highway Engineer to Approve Contract Change Orders 4.1
93-182 Delegation of Contractual Authority 4.1
04-255 Project Labor Agreements 4.2
CHAPTER 5 Data Practices
89-440 Employee Nondisclosure Policy 5.1
98-743 Data Practice Management Policy 5.2
CHAPTER 6 Drug and Alcohol
89-512 Drug & Alcohol-Free Workplace 6.1
97-659 Applicant Drug Testing Policy 6.3
CHAPTER 7 Emergency Conditions
97-907 Emergency Conditions Policy (see amendment) 7.1
05-386 Emergency Conditions Policy Amendment 7.1
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CHAPTER 8 Employee Assistance
90-174 Voluntary Payroll Deduction to Assist Co-Worker 8.1
94-521 Employee Tuition Reimbursement Policy & Procedure 8.1
96-200 Employee Assistance Program Policy 8.2
CHAPTER 9 Employment Practices
78-1010 Department Head May Assign Work in Higher Classification
(See Also 93-762 Out of Class Work Assignment Policy) 9.1
79-116 Service Ratings for Employees Responsible to Board 9.1
82-257 Publishing of Employee Salaries 9.1
84-657 Non-Discrimination on the Basis of Handicap or Disability 9.1
85-418 County Board Not Required to Review Entry Level Positions 9.2
87-103 Sexual Harassment Policy 9.2
87-104 Equal Employment Opportunity Policy 9.3
89-620 Conflict of Interest/Code of Conduct Policies 9.3
89-620 Mission Statement 9.4
90-722 St. Louis County Work Environment - Family Needs/Issues 9.6
92-362 Civil Service Director may Authorize Employment at any Step 9.7
93-762 Out of Class Work Assignment Policy 9.7
93-920 Non-Discrimination Policy 9.8
94-124 Employee Recognition Policy 9.9
94-567 Recognition Upon Death of Employee 9.10
94-783 Positions Added Due to Grant/Temporary Dollars 9.10
94-1001 Affirmative Action (See Also: 99-266, 01-526, 03-551, 05-493) 9.11
95-884 Employment Vacancies: Moving Expense Limit 9.11
97-413 Personal Use of County Telephonic Equipment 9.12
99-266 Affirmative Action Plan (See Also: 94-1001, 01-526, 03-551) 9.13
00-214 County Telecommuting Policy 9.13
01-526 Affirmative Action (See Also: 94-1001, 99-266, 03-551, 05-493) 9.28
02-102 Discrimination 9.29
03-170 Hiring Freeze (Voluntary for Elected officials) 9.29
03-551 Civil Service Affirmative Action Plan (See Also 94-1001, 99-266,
01-526, 05-493) 9.30
03-592 Direct Department Heads to Provide Opportunities for Employees
Scheduled for Layoff or Staff Reduction 9.30
05-493 Affirmative Action (See Also: 94-1001, 99-266, 01-526, 03-551) 9.31
05-494 Policy Prohibiting Discrimination, Harassment, Retaliation, Including
Complaint Procedure. 9.31
05-637 Retirees Health Insurance Option 9.31
06-59 Management Compensation Plan 9.32
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TABLE OF CONTENTS
CHAPTER 10 Fiscal
87-590 Section 125 Program Flexible Spending Account 10.1
87-812 Flexible Spending Accounts Master Plan (See Also: 05-568) 10.1
87-813 Appointment of Plan Administrator 10.1
87-814 Implementation and Administration 10.1
88-098 Miscellaneous Expenditures Policy 10.1
88-312 Petty Cash Funds 10.2
88-850 Write-Off of Uncollectible Accounts Receivable Procedure 10.2
88-908 Auditor Authorized to Make Temporary Transfers of Cash 10.4
90-052 Auditor to Accept Monies for Unrestricted Government Operations 10.4
95-361 Debt Policy 10.5
00-540 Electronic Funds Transfer Policy 10.15
01-233 Business Subsidy Criteria 10.18
01-672 Credit Card Acceptance 10.22
02-187 Tax Abatement Financing Policy 10.22
03-365 Septic Loan Program Policy 10.29
05-371 Proceeds from Sale of County Assets 10.29
05-568 Flexible Spending (See Also: 87-590) 10.38
05-647 Revised Investment Policy 10.39
06-77 Separate Investment of ARC Funds 10.50
BUDGET POLICIES
Auditor to Determine Adequacy of Controls and Procedures
Resolution # 942, 1997 for Fiscal Year 1998 10.30
Cash Flow
Resolution # 968, 1995 for Fiscal Year 1996 10.30
Resolution # 1037, 1996 for Fiscal Year 1997 10.30
Resolution # 942, 1997 for Fiscal Year 1998 10.31
Resolution # 973, 1998 for Fiscal Year 1999 10.31
Resolution # 834, 1999 for Fiscal Year 2000 10.31
Resolution # 811, 2000 for Fiscal Year 2001 10.31
Resolution # 772, 2001 for Fiscal Year 2002 10.32
Resolution # 812, 2002 for Fiscal Year 2003 10.32
Resolution # 754, 2003 for Fiscal Year 2004 10.32
Resolution # 619, 2004 for Fiscal Year 2005 10.32
County Attorney Staff Salaries
Resolution # 772, 2001 for Fiscal Year 2002 10.33
Resolution # 754, 2003 for Fiscal Year 2004 10.33
Resolution # 619, 2004 for Fiscal Year 2005 10.33
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CHAPTER 10 Fiscal (continued)
Federal Cost Allocation Receipts
Resolution # 973, 1998 for Fiscal Year 1999 10.33
Resolution # 834, 1999 for Fiscal Year 2000 10.34
Resolution # 811, 2000 for Fiscal Year 2001 10.34
Resolution # 772, 2001 for Fiscal Year 2002 10.35
Resolution # 812, 2002 for Fiscal Year 2003 10.35
Resolution # 754, 2003 for Fiscal Year 2004 10.35
Resolution # 619, 2004 for Fiscal Year 2005 10.36
Heritage and Arts Center Payment Processing
Resolution # 811, 2000 for Fiscal Year 2001 10.36
Proceeds from Insurance Fund
Resolution # 811, 2000 for Fiscal Year 2001 10.36
Resolution # 754, 2003 for Fiscal Year 2004 10.37
Resolution # 619, 2004 for Fiscal Year 2005 10.37
Proceeds from Sale by Bid of Equipment
Resolution # 811, 2000 for Fiscal Year 2001 10.37
Resolution # 754, 2003 for Fiscal Year 2004 10.37
Resolution # 619, 2004 for Fiscal Year 2005 10.38
Vesting Sick Leave
Resolution # 772, 2001 for Fiscal Year 2002 10.38
CHAPTER 11 Grant Management Policy
96-288 Grant Management Policy 11.1
CHAPTER 12 Land
85-103 Land Use Moratorium Policy 12.1
86-078 Right of First Refusal (See Also: 05-167 & 05-168) 12.1
86-352 Environmental Review Process 12.2
88-263 Urban Land Management Policy 12.2
88-348 Land Commissioner to Develop Sales Policy 12.6
88-819 Procedure to Resolve Trespass Upon County Tax Forfeited Land 12.6
89-656 Free Conveyance of tax forfeited land to an HRA 12.7
(See Also: 90-482 & 95-878)
89-749 Procedural Guide for Creation of a Lake Improvement District 12.9
89-750 Lake Improvement Districts Established as a Special Revenue
Fund 12.11
90-482 Free Conveyance of tax forfeited land to an HRA 12.12
(See Also: 89-656 & 95-878)
90-840 Environmental Impact Statements Policy 12.13
95-878 Free Conveyance of tax forfeited land to an HRA 12.14
(See Also: 89-656 & 90-482)
97-810 Public Land Survey Monumentation Reimbursement Program 12.15
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CHAPTER 12 Land(Continued)
98-137 Land Commissioner to Develop Resource Management Policy 12.16
99-719 Tree Top Cutting Sales Policy 12.17
01-464 Repurchase Calculation Homestead Property 12.17
01-765 Timber Cruising Policy 12.17
01-766 Road Access Policy 12.19
01-767 Extractives 12.24
02-137 Sale of Tax Forfeited Land 12.24
03-554 Land Department Environmental Policy 12.25
04-349 County Fee Land Sale Policy 12.25
05-107 “No Net Gain” Policy 12.25
05-111 DNR Designation of SNA’s 12.26
05-167 Purchase of Tax Forfeited Land (See Also 86-078 & 05-168) 12.26
05-168 Purchase of Tax Forfeited Land (See Also 86-078 & 05-167) 12.27
CHAPTER 13 Leave Time
77-671 County Golf Tournament 13.1
83-623 Coffee Breaks 13.1
85-755 Funeral Leave 13.1
93-918 Family and Medical Leave Act of 1993 13.1
95-200 Vacation Pay-Offs/Sick Leave Balance Funding 13.5
96-324 Donation of Accrued Vacation Time 13.5
04-296 Sick Leave Bank Guidelines – Law Enforcement Services 13.6
CHAPTER 14 Liability Indemnification
89-323 Liability Indemnification 14.1
CHAPTER 15 Management Information Systems
96-804 Usage Ethics Computer Policy 15.1
96-805 Principles for Computer Training 15.2
96-943 Management Information Systems Strategic Plan 15.3
96-954 Management Information Systems User Committee Bylaws 15.3
98-369 Disposition of Obsolete, Surplus or Unusable Computer
Components 15.7
00-343 County Computer Policy 15.8
CHAPTER 16 Miscellaneous
67-158 Animals: Regulate the Running of “At Large Dogs” 16.1
84-553 Voter Registration Materials Availability 16.1
84-675 Ambulance Subsidy Policy 16.1
87-200 Sale of Duplicate Microfilm Policy 16.3
87-265 County Structures Appraisal Procedure 16.3
88-215 Ambulance Policy Amendment 16.3
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CHAPTER 16 Miscellaneous(Continued)
88-655 Animals: Registration of Dangerous Dogs 16.3
88-730 Waterlines: No Further Connections to Nopeming 16.4
88-783 Charitable Gambling License Waiver 16.4
92-046 County Facility Usage Policy 16.4
94-644 Policy on County Performance Studies/Reports 16.4
95-960 County Attorney to Settle/Negotiate Personal Injury Claims 16.5
98-337 Tobacco: Health Director as Administrative Hearing Officer 16.5
01-357 Burial/Funeral Payment Policy 16.6
02-148 Access to Services 16.7
02-162 Electronic Submission Policy 16.7
03-188 HIPAA Compliance Policies (See Also: 03-189) 16.10
03-189 HIPAA Compliance Policies (See Also: 03-188) 16.10
03-560 Use of Civility in Conduct of Board Meetings 16.11
04-387 MIA Flags on County Flagpoles 16.12
05-145 Uniform Electronic Transactions and Signatures 16.12
06-291 Cartway Procedures 16.13
05-610 Use of Acronyms and Abbreviations 16.16
CHAPTER 17 Parking
86-423 County Facilities Parking Regulations 17.1
88-142 Single Stall Parking: Amendment to 86-423 17.2
91-020 Government Services Center Parking Lease 17.2
91-023 Elected Officials Parking 17.2
91-024 Parking Meter Rates 17.2
91-025 Internet to Provide Enforcement in Duluth Civic Center 17.3
91-026 Parking Pass 17.3
91-027 Effective Date for Parking Fees 17.3
91-028 Civic Center Parking Prioritization 17.3
91-161 Longevity as Parking Prioritization 17.3
91-320 County Parking Ramp Rates 17.4
(See Also: 98-938 County Motor Pool Parking Facility Lease)
92-590 Parking Meter Rates 17.4
92-591 Contract Parking Prioritization 17.5
98-224 Employee Monthly Parking Rate 17.5
98-938 County Motor Pool Parking Facility Lease 17.6
98-985 Parking Costs as Excludable Income 17.6
CHAPTER 18 Public Works
87-335 Highway Special Usage Permits 18.1
88-381 Calling of Bids 18.2
03-587 Private Snowplowing (See Current Year Fee Schedule for Rates) 18.2
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CHAPTER 18 Public Works(Continued)
96-552 Fee for Law Enforcement/Traffic Control 18.3
97-916 Highway Special Usage Permits: Limitations 18.3
CHAPTER 19 Purchasing
84-519 Time Payment Purchase Policy 19.1
87-267 Committee of the Whole to Review Bid Recommendation 19.1
90-864 Recycled Paper 19.1
90-926 Direct Purchase Procedure 19.1
92-066 Procurement from Rehabilitation Facilities 19.2
98-461 Purchasing Rules and Regulations 19.2
00-607 Increased Sealed Bid Cap 19.3
03-721 Purchasing Rules and Regulations 19.3
04-77 “Buy Local” Purchasing Policy 19.4
CHAPTER 20 Recreation
86-244 St. Louis County Recreation Plan 20.1
87-201 St. Louis County Recreation Plan Prioritization 20.6
98-295 Recreation Plan for the Cloquet, St. Louis and Whiteface Rivers 20.6
98-320 Recreation Grant Program 20.7
05-261 Recreation Cabin Lease Program (See Amendment) 20.8
05-369 Recreation Cabin Lease Program Amendment 20.10
CHAPTER 21 Safety Policies
91-460 Safety Responsibilities: Lockout/Tagout Procedures for
Equipment Maintenance and Repair; Right to Know 21.1
93-402 Safety Policies: Hearing Conservation; Employee Readiness;
Job Safety Analysis; Driver Safety; Explosives Handling;
Confined Space Entry; Occupational Blood borne Pathogens 21.5
93-943 Safety Policies: Accident/Incident Reporting; Personal
Protective Equipment; Employee Response 21.16
02-140 Eye and Face Protection 21.28
02-503 Clandestine Drug Lab Entry 21.31
CHAPTER 22 Sick Leave Bank/Reserve
82-733 Sick Leave Reserve Cash Option (Obsolete – see * Post
Retirement Health Care Savings Plans 2002 – 2005) 22.1
87-282 Sick Leave Reserve Policy (*See Post Retirement Health
Care Savings Plans 2002-2005) 22.1
87-667 Sick Leave Bank Guidelines: Highway Maintenance; 22.2
Confidential Public Employee’s Association Civil Service
Confidential Unit
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CHAPTER 22 Sick Leave Bank/Reserve(Continued)
88-964 Sick Leave Reserve Fund for Elected Officials (*See Post
Retirement Health Care Savings Plans 2002 – 2005) 22.5
89-614 Sick Leave Bank Guidelines: Merit System Basic Unit; Health
Care Supervisory Unit; Civil Service Supervisory Unit 22.6
91-058 Sick Leave Bank Guidelines: Merit System Supervisory Unit 22.10
93-240 Cash Option to be Issued in Name of Employee 22.11
93-412 Sick Leave Hours for Unclassified Support Staff 22.11
95-463 Sick Leave Reserve Funds Policy (*See Post Retirement
Health Care Savings Plans 2002 – 2005) 22.12
96-325 Sick Leave Bank Guidelines: Civil Service Basic; Health Care
Basic; Merit Basic 22.14
03-233 Sick Leave Reserve Fund (*See Post Retirement Health
Care Savings Plans 2005 – 2005) 22.16
*Post Retirement Health Care Savings Plans 2002 - 2005 22.16
05-637 Retiree Health Insurance Option – See Chapter 9
CHAPTER 23 Smoking
88-148 No-Smoking Policy 23.1
88-851 Depot Building Exemption 23.1
94-271 Smoking Cessation Program Costs Reimbursement 23.2
CHAPTER 24 Strike Contingency
80-861 Strike Contingency Plan 24.1
CHAPTER 25 Taxes
89-691 Disaster Credit Eligibility 25.1
91-818 Collection of Administrative Expenses from Tax Increment
Finance District 25.2
93-861 Abatement of Ad Valorem Taxes Policy 25.2
CHAPTER 26 Time Keeping
86-314 Recording of Hours Worked 26.1
86-326 Overtime 26.2
88-101 Hours Worked Definition 26.3
91-307 Hours Worked to Include Collective Bargaining Language 26.3
96-869 Uniform Departmental Time-Keeping Procedures 26.4
CHAPTER 27 Travel
79-678 Meals: Reimbursement Method 27.1
80-222 Mileage: Forest Inventory Crew 27.1
80-262 Travel Expense Advances (See Also: 80-294, 87-027,88-709,
01-376) 27.1
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CHAPTER 27 Travel(Continued)
80-294 Travel Imprest Fund (See Also: 80-262, 87-027, 88-709, 01-376) 27.2
81-513 Oral Examination Judges Provision 27.3
87-027 Travel Imprest Fund (See Also: 80-262, 80-294, 88-709, 01-376) 27.3
87-706 Travel Policy 27.4
88-144 Meals: Planning Commission/Board of Adjustment 27.8
88-288 Waste Advisory Commission Provision 27.8
88-709 Travel Imprest Fund (See Also: 80-262, 80-294, 87-027, 01-376) 27.8
89-246 Appointed Boards, Committees, Commissions and Task Forces 27.9
89-531 Motor Pool Use Policy 27.10
90-676 Mileage: Reimbursement Rate 27.11
91-119 Mileage: Volunteer Drivers 27.12
93-460 Receipt of Airline Credit or Benefit 27.12
97-356 Vehicle Use Policy 27.12
97-942 County Commissioner Travel Status Definition 27.18
98-198 Mileage: Medical Assistance Transportation 27.18
98-506 Motor Pool Vehicle Rates 27.18
98-973 CONUS Rates: Meal & Incidental Expense Reimbursement
Rates Auditor Authorized to Advance 100% Reimbursement 27.19
01-376 Travel Imprest Fund (See Also: 80-262, 80-294, 87-027,
88-709) 27.19
05-688 Out of State Travel By Elected Officials 27.20
CHAPTER 28 St. Louis County Ordinances 28.1
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MISSION STATEMENT
“The mission of St. Louis County is to provide its people those services mandated and/or
expected by its citizens so as to provide a good quality of life.”
Resolution No. 620
July 25, 1989
ST. LOUIS COUNTY BOARD POLICIES
RULES AND BYLAWS OF THE BOARD OF COMMISSIONERS
CHAPTER 1
STANDING RULES AND BYLAWS ST. LOUIS COUNTY BOARD OF
COMMISSIONERS
Amended by: Res #607 of 9/28/87; Res #777 of 12/14/87; Res #32 of 1/12/88;
Res #762 of 10/4/88; Res #1 of 1/8/91; Res #99 of 1/21/97
Res #809 of 10/21/97; Res #980 of 12/23/97
ARTICLE I. INTRODUCTION
Section 1. Purpose
The St. Louis County Board of Commissioners desires to conduct its
business and perform all of its responsibilities and duties in an orderly,
efficient, uniform, fair and lawful manner. These Rules and Bylaws are
established for that purpose. The County Board also desires that the
general public have available to it the Rules and Bylaws that will be in
force at County Board meetings and hearings.
Section 2. Application of Rules and Bylaws
Unless otherwise specifically indicated, these Rules and Bylaws shall
apply to the transaction and administration of all County Board meetings
and hearings.
Section 3. Compliance with Applicable Law
It is the specific intent of the St. Louis County Board of Commissioners to
perform its duties and conduct its hearings and meetings in accordance
with all applicable law, and these Rules and Bylaws and all actions of the
Board of Commissioners shall be in accordance with all relevant law.
These Rules are specifically designed to be in accordance with Minn. Stat.
ch. 13, et seq. (The Government Data Practices Act), Minn. Stat. § 375.51
(The County Ordinance Enactment and Publication Law), and Minn. Stat.
§ 471.705 (The Open Meeting Law). The following statutes were also
consulted, and it is the specific intent of the County Board to comply with
all of the hearing and notice provisions of these statutes: § 94.344 (Class
B Land Exchanges), § 163.11 (County Highway Establishment,
Alteration, Vacation and Revocation Hearings), § 163.13 (Petitions for
Highways or Portages), § 163.16 (Impassable Road Complaints and
Hearings), § 164.08, subd. 2, with reference to § 164.07 (Cartway
Petitions), § 282.241 (Repurchase After Forfeiture for Taxes), ch. 340A
(Liquor Act), ch. 378 (Naming Bodies of Water), ch. 379 (Organization,
Formation, and Partition of Towns, and Alteration of Their Boundaries),
ch. 381 (Township or Section Survey Petitions), § 394.26 (Public
Hearings for Zoning Matters), and any equivalent provisions of
subsequent law. These Rules are also specifically designed to be in
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ST. LOUIS COUNTY BOARD POLICIES
RULES AND BYLAWS OF THE BOARD OF COMMISSIONERS
CHAPTER 1
accordance with all hearing and notice provisions of St. Louis County
Ordinances.
Section 4. Non-Exclusivity of Rules and Bylaws
These Rules and Bylaws are not and cannot be the totality of all
regulations of St. Louis County Board activity. Federal law, state law and
relevant County ordinances may also be applicable to County Board
matters.
Section 5. Adoption, Amendments
These Rules and Bylaws may be amended by a five-sevenths (5/7) vote of
the members of the County Board at a public meeting. All proposed Rules
and Bylaws and amendments thereto shall be presented in writing to all
Commissioners. All Commissioners shall have a minimum of five (5)
days to review the proposed Rules and Bylaws and amendments thereto.
These Rules shall become effective immediately after a public meeting
and approval by the Board.
Section 6. Available to the Public
Copies of these Rules and Bylaws shall be available for public review at
the Commissioners' offices in Duluth, Hibbing, Virginia, and Ely.
ARTICLE II. MEETING RULES AND BYLAWS
Section 1. Time and Place of Meetings
The St. Louis County Board shall meet as required by Minn. Stat. §
375.07 on the first Tuesday after the first Monday in January, at 9:30 a.m.,
and if a special board of equalization is not appointed, during the month of
June as required by Minn. Stat. § 274.14, at the County Board Room,
Courthouse, Duluth, Minnesota. Regularly scheduled board meetings will
be held on the first, second, third and fourth Tuesdays of the month in any
facility located in the County so long as the facility is open to the public,
pursuant to Minn. Stat. § 471.705. Additional meetings may be scheduled
upon approval of the Board.
All County Board meetings, including Committee of the Whole meetings,
shall be held upon notice given in accordance with Minn. Stat. § 471.705
(Open Meeting Law).
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RULES AND BYLAWS OF THE BOARD OF COMMISSIONERS
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Section 2. Agenda
2.01. General
Every resolution or matter considered by the County Board shall
be in writing with an accompanying explanation of its purpose
from the County Administrator. All resolutions will be read in
their entirety at the Board meeting, except that any resolution
transmitted to the Board with the formal agenda need only be read
by title. No matter or resolution shall be placed upon the agenda of
business for routine consideration at any regularly-held meeting of
the Board unless the same has been considered by the Committee
of the Whole at their regular meetings. Resolutions and other
agenda items may be referred by the Committee of the Whole to
the Board meeting with or without recommendation for passage.
Any agenda resolution or matter not considered by the Committee
of the Whole may be considered by the Board if it is included in
the agenda transmitted to the Board no later than the previous
Thursday, and upon consent of five-sevenths (5/7) of the Board
members present and voting. The resolution or matter shall be in
writing with an accompanying explanation of its purpose from the
County Administrator.
Any agenda resolution or matter not included on the agenda may
be considered by the Board if it is presented in writing and upon
consent of five-sevenths (5/7) of the Board members present and
voting.
The Committee of the Whole agenda will be prepared by the
County Administrator and transmitted to the Board on the
Thursday prior to the Board meeting. The agenda items will be
presented in order under the appropriate committee. After
consideration by the committee, it will be recommended for
approval by the Board, or it may be transmitted to the Board with
no recommendations. Items which do not receive a favorable
consideration by the committee will not be transmitted to the
Board. If the entire committee supports a resolution, then it shall
be sponsored by the chair of the committee. If a resolution is
approved by a majority of a committee, but the chair of the
committee does not approve it, then the majority of the committee
shall select a sponsor for the resolution.
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2.02. Consent Agenda
A consent agenda shall be prepared by the Clerk in consultation
with the County Administrator and consist of routine
noncontroversial actions that can be grouped together and handled
in one motion by the Board. Any consent agenda items considered
by the Committee of the Whole do not require an accompanying
explanation of purpose. The agenda will then be scheduled as one
item of business at the next regular Board meeting. The consent
agenda items shall be considered as one item of business. In the
minutes of the meeting, the actions passed in the consent agenda
motion shall be recorded individually and in full. Consent agenda
items shall not be discussed separately. If, at the Board meeting,
any Commissioner so requests, an item shall be removed from the
consent agenda and considered separately.
Section 3. Officers
3.01 Election of Officers
The Board shall elect a Chair and a vice Chair each year at the
meeting on the first Tuesday after the first Monday in January.
Section 4. Presiding Officer
The Chair shall preside at meetings of the Board, and in case of
nonattendance, the Vice Chair shall preside. If both are absent, the Board
shall appoint a chair from the Commissioners present.
Section 5. Quorum
At all meetings of the Board, four Commissioners shall constitute a
quorum.
Section 6. Roll Call
At the hour appointed for any meeting, the presiding officer shall call the
meeting to order, and the Clerk shall proceed to call the roll, note the
absentees, and announce if a quorum is present. The Clerk shall note in
the minutes the time and point in the proceedings when any Commissioner
absent for roll call takes a seat in the Board Room, or when any
Commissioner leaves prior to adjournment.
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RULES AND BYLAWS OF THE BOARD OF COMMISSIONERS
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Section 7. The Clerk shall furnish the Board members with all petitions and
communications received since the last Board meeting.
Section 8. Order of Business
Upon the appearance of a quorum, the Board shall then proceed to the
business before it in the following order:
1. Roll Call
2. Approval of minutes of previous meeting by motion
3. Opportunity for citizens to be heard
4. Consent Agenda
5. Reports of Boards and Standing Committees
6. Reports of officers, special committees and others
Any citizen desiring to be heard on an appropriate Board matter may be
given a reasonable amount of time for such purpose to present the official
position of a group or organization or a personal opinion. Hearings and
other issues may be set at specific times by the Board. Citizen testimony
will be allowed on an agenda item and may be included on the agenda for
a specific time, or by a motion carried to suspend the rules to allow citizen
participation.
Section 9. Duties and Privileges of the Chair
The Chair shall preserve order and decorum, and shall decide questions of
order, subject, however, to an appeal to the Board.
Section 10. Restriction on Private Discussion
When a Commissioner is speaking, no other Commissioner shall engage
in private discussions.
Section 11. Calls to Order
A Commissioner called to order shall immediately suspend remarks unless
permitted to explain. If no appeal is made, the decision of the Chair shall
be deemed conclusive; but if the Commissioner chooses to appeal from
the decision of the Chair, the Board shall decide the point without debate.
Section 12. Precedence of Motions
The motions upon the subject under consideration shall have precedence
in the following order:
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RULES AND BYLAWS OF THE BOARD OF COMMISSIONERS
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1. To lay on the table
2. To postpone
3. To commit, that is, to refer to committee
4. To amend
5. To adopt or reject
12.01. Adjournment
A motion to adjourn shall be entertained only after the completion
of the formal agenda and shall be decided without debate.
Section 13. Appropriations by Resolution
Every resolution appropriating any amount of money must also contain a
statement indicating the amount of the appropriation from the proper fund
and item for the payment of the resulting obligation, pursuant to Minn.
Stat. § 383C.013. Such resolutions shall be verified and approved by the
County Auditor as to sufficiency of funds. All such resolutions and all
resolutions as to contracts by St. Louis County shall also bear the approval
of the County Attorney.
Section 14. Reconsideration
Any Commissioner who voted with the prevailing side may move a
reconsideration of any action of the Board, provided that the motion be
made no later than the next regular meeting after such action was taken,
and no property rights that have vested will be jeopardized. A motion to
reconsider shall be in order at any time except when a motion on some
other question is pending. A motion to reconsider being laid upon the
table may be taken up and acted upon at any time when the Board is
engaged in the transaction of miscellaneous business. No motion to
reconsider shall be made more than once on any matter or subject, and the
same number of votes shall be required to reconsider any action as is
required to pass or adopt the same.
Section 15. Voting
The manner in which each Commissioner votes upon all propositions shall be
entered in the journal of the proceedings of the Board, but it shall not be necessary
to call for the yeas and nays on every proposition unless a Commissioner shall
then and there demand such roll call. If no such roll call is demanded, the Chair
or other presiding officer of the Board shall direct the Clerk of the Board to enter
in the journal of the proceedings that the vote on any such proposition was taken.
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A Commissioner may be excused from voting on a question by a majority of the
Board in case of a demonstrated possible conflict of interest, any such request
being made before the vote is taken. No further discussion shall be permitted
during the taking of a vote on any question.
Section 16. Committees
The Standing Committees of the County Board of Commissioners shall be
as follows:
1. Central Management and Inter-Governmental Committee. The
Committee shall consider methods of centralizing county
administration, deal with labor relations and litigation, and provide
for communication and cooperation between the Board, the County
Administrator, and departments in line with the organizational
structure resolution adopted by the County Board. Further, this
Committee shall consider all matters relating to state and federal
legislation, administrative rules, and government operations and
any impact these may have on the County and its administration.
2. Finance and Budget Committee. The Committee shall consider
budget and finances, taxes, abatement applications, levies,
assessments, licenses, and the purchase and sale of all property,
buildings, supplies and equipment.
3. Environment and Natural Resources Committee. The Committee
shall consider all matters relating to environmental services, solid
waste, land, zoning, land-use planning, plats, tax-forfeited lands,
forestry, and agriculture.
4. Public Works and Transportation Committee. The Committee
shall consider all matters relating to fairs, construction, repair and
maintenance of highways, and all buildings, vehicles,
transportation, supplies, and equipment.
5. Health and Social Service Committee. The Committee shall
consider all matters relating to public health, income maintenance
programs, social service programs, jobs and employment training
efforts, nursing home and laundry issues.
6. Public Safety and Corrections Committee. The Committee shall consider the
increasing demands on the County to provide correction services
and the need to guarantee adequate public safety within the
existing resources. The County has a unique relationship to other
counties in the region in the area of corrections and this committee
shall provide a structure for working with the ARC Board and
setting policy by the St. Louis County Board.
All Standing Committees of the Board shall consist of all seven
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Commissioners. Each Commissioner shall be limited to the Chair of one
standing committee. The County Board Chair will not serve as the Chair
of any standing committee. The committee chairs, shall serve as the
liaison between the Board and Departments, shall be appointed by the
Chair of the County Board of Commissioners, and shall report to the
Committee of the Whole. The committee chairs shall sponsor resolutions
of their committee, and if they refuse to do so, the Chair shall designate
another member to sponsor that particular resolution. A Committee Chair
who refuses to sponsor a resolution shall so notify the Board Chair at the
Committee of the Whole prior to the regular Board meeting.
16.01. Committee of the Whole Meetings
The County Board shall schedule regular times for Committee of the
Whole meetings. The Chair of the Board shall preside over Committee of
the Whole meetings, or designate individual chairs of standing committees
to chair their respective committee. The schedule of Committee of the
Whole meetings shall be adopted by resolution of the County Board. The
Standing Committees of the County Board will meet at the Committee of
the Whole meeting.
Section 17. Special Committees
Special Committees may be created by the Board Chair for a term of one
year; the Chair and members shall be appointed by the Chair of the Board
or by majority vote of the Board. Special committees shall in all cases
report to the County Board at a Committee of the Whole meeting. All
reports by committees shall be presented in writing at a Committee of the
Whole meeting. Matters referred to special committees shall be acted
upon without undue delay.
Section 18. Division of Question
If a question in debate contains several distinct propositions, any
Commissioner may have the same divided.
Section 19. Roberts Rules of Order to Govern
In the absence of any rule upon any matters of business, the Board shall be
governed by Roberts Rules of Order.
Section 20. Suspension of Rules
These rules may be suspended by a five-sevenths (5/7) vote of the
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ST. LOUIS COUNTY BOARD POLICIES
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members of the Board, present and voting, except to those matters that are
provided for by law.
Section 21. Use of Speaker Phones
It is necessary for individual members of the St. Louis County Board of
Commissioners to be physically present at its statutory meetings at the
county seat on the first Tuesday after the first Monday in January in order
for their attendance to be counted for quorum purposes and in order for
them to participate and vote at these statutory meetings.
Individual Commissioners may attend other regular meetings of the Board
and Committee of the Whole meetings by means of a speaker phone
system. In the event a Commissioner chooses to attend by such means,
the Commissioner will for all purposes be considered a part of the
assembled Commissioners and be allowed to participate and vote in all
matters before the Board of Commissioners. The use of speaker phones by
Commissioners at these meetings is subject to the following conditions
and limitations:
a. A quorum of the Board must be present at the scheduled meeting
location.
b. The Chair of the meeting at which a speaker phone is to be utilized
by any Commissioner shall at the commencement of the meeting
announce the use of the speaker phone, by whom it is being used
and the location of the Commissioner using the speaker phone
system, together with a statement that any member of the public is
welcome to observe the Commissioner using the speaker phone
system.
c. The Commissioner using the speaker phone system away from the
situs of the meeting must be available to public observation during
the course of the County Board meeting in which he or she is using
the speaker phone to attend the meeting.
d. The speaker phone system being used by the Commissioner away
from the situs of the meeting must be located at a facility open to
the public.
e. The speaker phone system must be of satisfactory operating
condition in order to make audible to the general public all the
participation by the Commissioner using the speaker phone
system.
Section 22. Interactive Television
22.01. A County Board meeting may be conducted by interactive
television so long as:
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ST. LOUIS COUNTY BOARD POLICIES
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a. All members of the Board participating in the meeting,
wherever their physical location, can hear and see one
another, and can hear and see all discussion and testimony
presented at any location at which at least one member is
present.
b. Members of the public present at the regular meeting
location of the Board can hear and see all discussion and
testimony and all votes of members of the Board.
c. At least one member of the Board is physically present at
the regular meeting location.
22.02. Each member of the Board participating in a meeting by interactive
television is considered present at the meeting for purposes of
determining a quorum and participating in all proceedings.
22.03. If interactive television is used to conduct a meeting to the extent
practical, the Board shall allow a person to monitor the meeting
electronically from a remote location. The Board may require the
person making such a connection to pay for documented marginal
costs that the Board incurs as a result of the additional connection.
22.04. If interactive television is used to conduct a regular, special, or
emergency meeting, the public body shall provide notice of the
regular meeting location and notice of any site where a member of
the public body will be participating in the meeting by interactive
television. The timing and method of providing notice must be as
described in Minn. Stat. § 471.705, subd. 1c.
ARTICLE III. HEARING RULES AND BYLAWS
Section 1. Notice
Notice of all hearings of the County Board shall be made in a manner in
accordance with all statutory and ordinance notification requirements by
the Clerk of the Board. If the County Attorney determines that additional
notice is necessary to comply with constitutional procedural due process
requirements, the Clerk will provide whatever additional notice is
recommended.
Section 2. Hearing Records
2.01. Open Hearings
All hearings of the St. Louis County Board shall be open to the
public. The votes of the members of the Board on any matter shall
be recorded and shall be available to the public.
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2.02. Exhibits
All exhibits submitted to St. Louis County for hearing purposes
become the property of St. Louis County.
2.03. Record Maintenance
The Clerk shall be required to maintain all records created at
public hearings. The Clerk shall preserve or dispose of the records
in accordance with state law.
2.04. Hearing Records
A verbatim record of all public hearings will be made by means of
tape recording or electronic means, or if deemed appropriate by the
Chair, by means of a court reporter. The public is specifically
allowed to preserve and record the proceedings of the County
Board at any of its hearings by using voice recording instruments,
court reporters, stenographers, or other reasonable means of record
preservation. An individual may receive a transcript of County
Board hearings from the Commissioner's Office by making
arrangements with the Clerk of County Commissioners. The Clerk
is authorized and directed to require parties requesting transcripts
to pay the reasonable costs associated with the preparation of the
transcript in advance.
Section 3. Hearing Continuances and Postponements
3.01. Postponements
Postponements after personal or published notice will not be
permitted.
3.02. Continuances
The County Board may continue a hearing if it determines a need
exists for additional information or if fairness dictates the need for
additional time.
Section 4. Conduct of Hearing
4.01. General
The Chair of the Board shall commence and direct the hearing. All
parties shall have the right to present evidence, rebuttal testimony,
and argument with respect to the issues, and to cross-examine
witnesses.
4.02. Quorum Needed for Hearing
There shall be no fewer than five Commissioners in attendance to
hold any public hearing.
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CHAPTER 1
4.03. Order of Hearing
The following procedure shall govern the order of persons
appearing before the Board:
1. The County department staff report, if any, shall be given
and include, but not be limited to, a description of the
request or issue, analysis of the facts, communications
received, conclusions, and recommendations. All
appropriate County departments may present information
relevant to the matter at this time.
2. The party to be affected or a representative.
3. Representatives of other governmental units or agencies
that may be appropriate, such as the local town or state
agency.
4. Others in favor of the proposal.
5. Others opposed to the proposal.
6. Other comments or evidence from the public.
4.04. Evidence
a. Admissibility
The County Board may admit and consider all evidence
which possesses probative value and may exclude
incompetent, irrelevant, immaterial and repetitious
evidence.
b. Record
All information which is offered and accepted into
evidence by any party to the hearing shall be made a part of
the hearing record. No factual information or evidence
shall be considered in the determination of any matter
unless it is part of the record.
c. Documentary Evidence
Any witness offering written materials such as letters,
records, reports, plans, studies or any other documents must
provide a sufficient number of copies for each
Commissioner, the Clerk and other parties. Where copies
of evidence are not practically available, the Chair of the
Board, in its discretion, may accept one copy and make it
available for inspection or allow a witness to read a
document into the record.
d. Official Notice
The Board may take notice of general facts within its
knowledge by a unanimous vote but any party shall have
the right to contest the facts so noticed. The
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CHAPTER 1
Commissioners may utilize their experience and knowledge
in the evaluation of the evidence in the hearing record.
4.05. Examination of Witnesses
a. Commissioners may question any witness at the
termination of that witness's testimony or at the end of all
testimony.
b. Any individual may make a request to cross-examine a
witness. If possible, this should be accomplished by
directing suggested examination questions to the Chair. If
specifically requested, the Chair may allow individuals to
personally cross-examine witnesses. The Chair may act to
prevent repetitive, argumentative or irrelevant questions
and to expedite the cross-examination to the extent
consistent with disclosure of all relevant testimony and
information.
Section 5. Deliberations
5.01. General
Deliberations shall be made in public. However, no additional
testimony may be offered after the close of the public hearing.
County Board members may ask specific questions, provided that
the question is intended to clarify information that is already in
evidence. The Chair shall not allow any new information or
arguments to be offered at this time. The County Attorney, acting
as legal advisor and parliamentarian, shall be permitted to ask
questions to clarify motions or information that is in the record.
5.02. Timing
Unless the hearing is continued or reopened, deliberations on a
matter shall take place after the close of all of that meeting's
scheduled public hearings.
5.03. Continued Deliberations
If the County Board desires to continue deliberations, it may do so.
However, no additional testimony or information may be provided
to the County Board unless the public hearing is reopened. County
Board members may inspect any relevant geographical site or
evidence without reopening the hearing.
5.04. Voting
Only those Commissioners attending the hearing may deliberate
and vote.
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ST. LOUIS COUNTY BOARD POLICIES
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5.05. Conflict of Interest
No member of the County Board is permitted to act on any matter
in which he has, either directly or indirectly, any personal or
financial interest. A member who has a conflict of interest may
not testify relative to the matter, nor discuss, deliberate, or
communicate with the voting Commissioners.
Any question of whether a particular issue involves a conflict of
interest sufficient to disqualify a Commissioner from voting
thereon shall be decided by majority vote of all Commissioners
except the Commissioner who is being challenged.
Section 6. Findings of Fact
Findings of fact shall be approved and made a part of the County Board
file in all cases when deemed necessary by the County Attorney.
Section 7. Notice Guidelines
The following guidelines are to be used by the Clerk of the County Board
in providing notice of hearing unless different notice requirements are
provided by the County Attorney.
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ST. LOUIS COUNTY BOARD POLICIES
RULES AND BYLAWS OF THE BOARD OF COMMISSIONERS
CHAPTER 1
TYPE OF HEARING STATUTE PUBLICATION POSTING SERVICE
Townships
Change of Boundaries 379.02, et seq 30 days Clerk of each town
Change of Name 379.08 3 weeks at least,
30 days prior to
hearing
Cartways 164.08
164.07
10 days Personal service to each occupant of
land to be crossed. Written
notification within 7 days of filing
award of damages to each owner
and occupant
County Highways
Vacation 163.11, subd. 4 10 days Personal service on occupants
Revocation/Reversion 163.11, subd. 5a 30 days’ notice served on members
of Town Board
Acquisition of land 163.21 10 days 10 days prior service on occupants.
Written notice of award to owners
and occupants within 7 days of filing
award.
Petition for highway or portage 163.13 Reasonable
Complaint of impassable town
road
163.16 Mail notice to town clerk and
persons signing complaint
Zoning
Plan adopted by ordinance and
amendments
375.51
394.26
10 days before hearing;
once after enactment
ST. LOUIS COUNTY BOARD POLICIES
RULES AND BYLAWS OF THE BOARD OF COMMISSIONERS
CHAPTER 1
Official controls adopted by
ord. and amendments
375.51
394.26
10 days before hearing;
once after enactment
Written notice sent to governing
bodies of towns & municipalities in
the County
Conditional use permit 10 days before hearing
in official paper and a
local paper
Incorporated area- Mail notice to all
property owners of record within
500 feet of affected property
Unincorporated area - Mail notice
to owners of record within 1/4 mile
of affected property or the 10
properties nearest to the affected
property, whichever would provide
notice to the greatest number of
owners
Variances 10 days before in
official paper and a
local paper
Mail notice to all property owners of
record within 500 feet of affected
property
All other official controls,
including subdivision and
zoning regulations
Incorporated area- Mail notice to all
owners of record within 500 feet of
affected property
Unincorporated area - Mail notice
to all property owners 1/2 mile of
affected property
Board of Equalization 274.13 Notice to taxpayers whose property
may have value raise
Land Exchange
Class B Land 94.344 Once, two weeks
before hearing
Two weeks
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RULES AND BYLAWS OF THE BOARD OF COMMISSIONERS
CHAPTER 1
ADA COMPLIANT MEETING FACILITIES
RESOLUTION NO. 215
April 13, 2004
RESOLVED, that all meetings of St. Louis County boards, committees, and commissions
shall be held in ADA compliant facilities, with consideration given to distance from
parking, elevators, and accessibility ramps.
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ST. LOUIS COUNTY BOARD POLICIES
ADMINISTRATION
CHAPTER 2
LEGISLATION RECOMMENDATION PROCEDURE
RESOLUTION NO. 029
January 14, 1974
RESOLVED, that all County officials and department heads, prior to submitting
their requests for the adoption of legislation affecting the County of St. Louis to the St.
Louis County Delegation, shall first submit same to the Chairman of this Board's
legislative Committee.
ST. LOUIS COUNTY OFFICIALS ORGANIZATION
RESOLUTION NO. 576
September 9, 1985
WHEREAS, the St. Louis County Department Heads informally met to establish
an organization to discuss County policy and to assist the County Board in matters
important to the County and its employees; and
WHEREAS, this organization has taken the name St. Louis County Officials
Organization; and
WHEREAS, the St. Louis County Board has requested assistance and information
from this organization; and
WHEREAS, it is important that all Department Heads participate in this
organization so that their views can be known;
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board
recognizes the St. Louis County Officials Organization as the source for information and
assistance needed of the collective departments of St. Louis County.
BE IT FURTHER RESOLVED, that the St. Louis County Board encourages all
Department Heads to participate in this organization.
ST. LOUIS COUNTY ADMINISTRATIVE PROCEDURE
RESOLUTION NO. 324
BOARD FILE NO. 52948
May 26, 1987
WHEREAS, it is in the best interest of the organization that the Administrative
Procedure for carrying out the provisions of the Chain of Command be formally adopted,
as on file in County Board File No. 52948, and made a part hereof;
NOW, THEREFORE, BE IT RESOLVED, that the Administrative Procedure for the
purposes of carrying out the intent of the Chain of Command is hereby approved by the
Board of County Commissioners; and
BE IT FURTHER RESOLVED, that the Clerk certify a copy of this resolution to
the County Administrator and all department heads of St. Louis County.
ST. LOUIS COUNTY ADMINISTRATIVE PROCEDURE
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ST. LOUIS COUNTY BOARD POLICIES
ADMINISTRATION
CHAPTER 2
The St. Louis County Board of Commissioners has adopted the County Administrator
form for administration of the County as authorized by Minnesota Statutes 375A.06. The
adoption of this form affects all department heads under the Board of County
Commissioners. Therefore, it is important that the Board members and staff members be
cognizant of certain procedures necessary for successful implementation of this
administrative system. The County Board is desirous of a clearly defined administrative
procedure for the following reasons:
a) to promote effective administrative services throughout St. Louis County
b) to clarify the delegation of duties authorized by Minnesota Statutes 375A.06
c) to allow greater accountability in the office of County Administrator while
simultaneously permitting the Board of County Commissioners of St. Louis
County to concentrate greater efforts on policy decisions
d) to notify all staff members of the role and function of the County Administrator
The following is a review and explanation of the major points of the responsibilities of
the County Administrator:
1. The County Administrator shall be the administrative head of the County and
shall be responsible for the proper administration of the affairs of the county
placed in the Administrator’s charge. The Administrator shall exercise general
supervision over all County institutions and agencies and, with the approval of the
County Board, coordinate the various activities of the County and unify the
management of its affairs.
For purposes of this provision, the Board of County Commissioners has adopted
the organization chart by Resolution No. 324 dated May 26, 1987. It is the
commission’s desire that supervision and direction flow in accordance with the
organization chart as updated from time to time. This means there is no
differentiation between departments under the Board of County Commissioners as
far as chain of command supervision procedures.
All matters go through the County Administrator to and from the Board of County
Commissioners. The only exception to this procedure would be the express
purpose of furnishing requested information to the Board of County
Commissioners. No information is to be withheld from the Board of County
Commissioners. Department Heads are to keep the Board informed at all times
through periodic reports and periodic briefings, working through the
County Administrator. However, if a Commissioner’s request generates extra
staff time and effort, the department head will coordinate such with the County
Administrator, and, if necessary, the County Administrator with the Board of
County Commissioners.
2. Appoint, suspend, and remove with the approval of the County Board, all County
personnel whose appointment, suspension or removal is a function of the County
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ST. LOUIS COUNTY BOARD POLICIES
ADMINISTRATION
CHAPTER 2
Board under general law and make such appointments with the approval of the
County Board to additional offices, boards, committees and commissions both
advisory and otherwise as the County Board may direct.
As the appointing authority, the Board of County Commissioners has final
determination in all personnel matters. However, it is the intent of the County
Commissioners, that the County Administrator will structure the process for
appointment, suspension, removal, performance appraisal and other personnel
actions relating to personnel reporting to the County Board. A more detailed
process for the appointment, discipline and performance evaluation of personnel
will be adopted by the Board. The Board will consider personnel actions after
receiving recommendations from the County Administrator.
3. Prepare and submit to the County Board a proposed annual budget and long-range
capital expenditure program for such period as the County Board may direct, each
of which shall include detailed estimates of revenue and expenditures and enforce
the provisions of the budget when adopted by the County Board.
The statutes clearly place appropriating authority with the Board of County
Commissioners and budget preparation with the County Administrator. The
preparation and recommendation of an annual budget and appropriation resolution
will be done in concert with the various departments of the County. The County
Administrator will recommend a budget procedure to be considered by the Board.
The promulgated budget procedures will be adhered to by all departments. The
County Administrator will recommend a balanced budget to the Board and will
provide alternative analysis of budget proposals as the Board directs.
4. Provide for the execution of all ordinances, resolutions and orders of the Board
and all laws of the State required to be enforced through the County Board, by the
Administrator or by officers who are under the Administrator’s direction and
supervision.
In addition to the inherent duties of judiciously managing a department under the
jurisdiction of the Board of County Commissioners, department heads may expect
to receive additional assignments and duties as the need dictates, consistent with
departmental goals and objectives; said assignments and duties to be carried out in
an orderly and timely fashion. It is expected that the department heads will work
with the County Administrator to further County Board directives and policies.
5. Provide for County purchases including purchases of service as directed by the
County Board and pursuant to purchasing regulations established by the
Purchasing Agent pursuant to 383C.33.
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ST. LOUIS COUNTY BOARD POLICIES
ADMINISTRATION
CHAPTER 2
The County Administrator will ensure that purchasing policies are recommended
for County Board consideration and adoption.
6. Attend all meetings of the County Board and recommend measures for adoption
as the Administrator deems advisable or expedient.
The County Administrator will be in attendance at all County Board meetings
within the limits of practicality and advise the Board on administrative matters
being addressed by the Board. The County Administrator will provide
background information on issues before the Board, examine alternatives for
adoption and make recommendations on issues. The County Administrator will
examine policies of the Board and recommend updates on a periodic basis. The
County Administrator will serve as an information resource center for activities of
the County.
7. Hire qualified staff to assist the Administrator in the performance of duties as
approved by the Board.
The County Administrator may directly hire staff for his office for positions
authorized in the budget by the Board.
8. Examine the books and papers of officers and departments of the County as
directed by the County Board and report the findings to the County Board, keep
the County Board fully advised as to the financial condition and needs of the
County and make such other reports from time to time as required by the Board or
the Administrator deems advisable.
The County Administrator will examine the structure and operation of the County
organization and recommend consolidation or combination of offices, positions,
divisions, departments or other units under the direction of the County Board.
The County Administrator will establish goals and objectives, work statements
and priorities for each department, subject to approval of the Board of County
Commissioners.
The County Administrator will report to the Board on a monthly basis as to the
financial condition of the County.
The County Administrator will make periodic reports to the Board on issues
relating to the County.
DEPARTMENT HEAD ACCOUNTABLE TO COUNTY ADMINISTRATOR
RESOLUTION NO. 213
April 13, 1987
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ST. LOUIS COUNTY BOARD POLICIES
ADMINISTRATION
CHAPTER 2
RESOLVED, that all Department Heads with the exception of elected officials will be
accountable to the County Administrator
ADMINISTRATOR TO APPROVE TELEPHONIC EQUIPMENT CHANGE/
REQUEST
RESOLUTION NO. 293
May 11, 1987
RESOLVED, that authority is hereby given to the County Administrator for approval of
telephone equipment and/or change requests.
DEPARTMENT HEAD APPOINTMENT IF ADMINISTRATOR POSITION
VACANT
RESOLUTION NO. 289
April 16, 1996
RESOLVED, that the Administrative Procedure adopted by the County Board on May
26, 1987, by County Board Resolution No. 324, which incorporates the duties of the
County Administrator, is hereby amended as follows:
If the position of County Administrator is vacant, the confirmation of
department head appointments will be considered by the County Board
upon receiving a written recommendation from the designated Chair of the
Interview and Screening Committee
AUDITOR TO SIGN REZONING PETITIONS
RESOLUTION NO. 828
October 15, 1996
RESOLVED, that the County Auditor is hereby authorized, on behalf of St. Louis County
as the property owner of record, to sign rezoning petitions which may affect County fee
lands in order to allow a public hearing on such requests for municipal rezoning.
ADMINISTRATOR TO REPRESENT COUNTY FOR WELL AND SEPTIC
SYSTEM LOANS
RESOLUTION NO. 860
November 17, 1998
WHEREAS, the Minnesota Department of Agriculture has made low interest loan funds
available to counties, Soil and Water Conservation Districts, and Joint Powers
Organizations through the Agricultural Best Management Loan Program and the
Countywide Individual Sewage Treatment System and Well Loan Program; and
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ST. LOUIS COUNTY BOARD POLICIES
ADMINISTRATION
CHAPTER 2
WHEREAS, St. Louis County has agreed to act as the local lender, administer the
lending agreements with individual borrowers, and guarantee repayment to the state; and
WHEREAS, St. Louis County has identified a need for low interest loan funds to
encourage repair of individual sewage treatment systems and sealing of abandoned wells
that prevent or mitigate nonpoint source pollution; and
WHEREAS, many agricultural best management practices, repair of individual sewage
treatment systems and sealing of abandoned wells are identified in the Comprehensive
Local Water Plan as priorities;
NOW, THEREFORE, BE IT RESOLVED, that St. Louis County approves the
application, authorizes its submittal, and designates the County Administrator to be the
authorized representative, and hereby grants County Administration the authority to sign
the application, loan agreement and all other correspondence or documentation necessary
to implement the loan program on behalf of St. Louis County; and
BE IT FURTHER RESOLVED, that the County Administrator is the authorized
representative for all prior Agricultural Best Management Practices and Countywide
ISTS Loan Agreements and is granted the authority to sign all correspondence and
documents to carry out all prior loan programs on behalf of St. Louis County; and
BE IT FURTHER RESOLVED, that all prior designations of the authorized
representative by St. Louis County for the Agricultural Best Management Practices Loan
Program is hereby rescinded.
2.6
APPOINTMENT POLICY - UNCLASSIFIED DEPARTMENT HEADS
RESOLUTION NO. 551
BOARD FILE NO. 53283
July 12, 1988
RESOLVED, that the St. Louis County Board of Commissioners hereby adopts a policy
for Appointment of Unclassified Appointed Department Heads as on file in County
Board File No. 53283.
RESOLVED FURTHER, that all previous resolutions are hereby rescinded.
APPOINTMENT POLICY - UNCLASSIFIED APPOINTED DEPARTMENT
HEADS
This policy is in accordance with Minnesota Statutes 375A.06, Subdivision 4, which
states in part as follows:
Subd 4. Administrator, powers and duties. The county administrator shall be the
administrative head of the county and shall be responsible for the proper administration
of the affairs of the county placed in the administrator’s charge. The administrator shall
exercise general supervision over all county institutions and agencies and, with the
approval of the county board, coordinate the various activities of the county and unify the
management of its affairs. If required by the county board, the administrator may act as
head of any department, the appointment of which is made by the county board, provided
the administrator has the qualifications required by law. Responsibilities shall include,
but are not limited to, the following duties:
a. Hire qualified staff to assist the administrator in the performance of duties
as approved by the board;
b. Provide for the execution of all ordinances, resolutions and orders of the
board and all laws of the state required to be enforced through the county
board, by the administrator or by officers who are under the
administrator’s direction and supervision;
c. Appoint, suspend and remove with the approval of the county board all
county personnel whose appointment, suspension or removal is a function
of the county board under general law and make such appointments with
the approval of the county board to additional offices, boards, committees
and commissions both advisory and otherwise as the county board may
direct.
POLICY: IT IS THE POLICY OF THE ST. LOUIS COUNTY BOARD TO ADHERE
TO THIS APPOINTMENT POLICY FOR ALL UNCLASSIFIED, APPOINTED
DEPARTMENT HEADS.
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ST. LOUIS COUNTY BOARD POLICIES
APPOINTMENT POLICY
CHAPTER 3
ST. LOUIS COUNTY BOARD POLICIES
APPOINTMENT POLICY
CHAPTER 3
The positions included in this policy as of July 1, 1988, are as follows:
Health Officer Land Commissioner Communications Director
Social Services Director Highway Engineer County Assessor
PROCEDURE:
1. Preliminary work: - For each vacancy or impending vacancy, the Civil
Service/Personnel Department shall prepare the following for the County
Administrator:
develop or update the position description to include a description
of duties and responsibilities, requirements of the position,
minimum qualifications, and reporting requirements
prepare a summary of the functions of the department including the
organizational structure, number of employees, geographical
locations, size of budget, etc.
assemble information regarding important issues the person
selected will need to address, both short term and long term
prepare a description of desirable characteristics of the person
needed
2. Position Announcement/Recruitment: - A position announcement shall be
prepared by the Civil Service/Personnel Department to include the following:
Title
Salary Range (as per management compensation plan)
Distinguishing features of position
Minimum qualifications
Desirable characteristics
Screening, evaluation, interviewing, and appointment criteria
Closing deadline for application filing
Projected employment date
Summary of department
An active recruitment process may include placement of position announcements
in appropriate local, state, regional, and national publications. Typically, these
would include local newspapers and publications, state municipal journals, major
metropolitan newspapers, and the journals and newsletters of various professional
associations. The recruitment process will be utilized to the extent necessary to
reach the anticipated source of qualified candidates for any given position.
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APPOINTMENT POLICY
CHAPTER 3
The County Administrator may recommend to the County Board the services of a
search and selection consulting firm if it is in the best interests in obtaining the
most qualified candidates.
3. Screening and Evaluation of Resumes: - The screening and evaluation of resumes
will be recommended by the Civil Service/Personnel Department in consultation
with the County Administrator. The screening process will determine which
applicants meet the qualifications described in the position description. The
evaluation process will identify a top number of candidates (designated on the
announcement) based on the qualifications described on the resumes. These
candidates will be designated for further evaluation in the interview process.
4. Interview of Top Candidates: - The purpose of the interview structure set up by
the Civil Service/Personnel Department and the County Administrator will be to
narrow the field of candidates from a selected number to one candidate for
recommendation by the County Administrator to the County Board. The format
of this initial interview may include two or more assessment panels; one, a
technical program panel representing experts in the field, and a second assessment
panel to evaluate managerial, interpersonal, and personal qualities of the
candidates. The Affirmative Action Policy of the county will be considered in
selection of the interview panels. County Board members may participate on
these interviewing panels at their discretion.
5. Background Investigation and Reference Checking: - A thorough background
investigation/reference check will be completed, by the Civil Service/Personnel
Department, of the top candidates as designated by the County Administrator. In
addition, a management assessment of the candidates may be undertaken by an
independent firm at the discretion of the County Administrator.
6. Selection: - The recommendation for selection will be made by the County
Administrator after consultation and evaluation with the County Board members.
Final approval for the appointment will be made by the County Board.
The County Administrator will be responsible for presenting the job offer to the
selected candidate. He/she will also be responsible for settling the compensation
and benefits package in accordance with the management compensation plan and
for communicating the plan to the appointee.
All inquiries regarding the appointment procedure will be handled by the Civil
Service/Personnel Department.
This process represents the minimum of what may be included as part of the
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ST. LOUIS COUNTY BOARD POLICIES
APPOINTMENT POLICY
CHAPTER 3
selection process. The County Administrator reserves the right to add and/or
revise the selection procedure such as on site reference checks, the use of an
assessment center, interviews by other professionals, psychological interviews,
and individual interviews by the County Administrator.
STATUTORY REQUIREMENTS:
It is recognized that certain positions are subject to minimum statutory qualifications.
The County Administrator, with the approval of the County Board, reserves the right to
establish additional qualifications as are deemed appropriate. Positions with the statutory
requirements:
Health Officer - must be medical doctor
Highway Engineer - must be registered highway or civil engineer, registered
under the laws of the State of Minnesota
County Assessor - must have accreditation as an assessor in the State of
Minnesota
These requirements must be met at the time of the closing date for filing an application.
APPOINTMENT PROCESS POLICY
RESOLUTION NO. 586
August 5, 1997
RESOLVED, that the Appointment Process Policy, as contained in Board File No.
57046, is hereby approved.
APPOINTMENT PROCESS POLICY
(as amended)
PURPOSE
St. Louis County contains a vast reservoir of talent and energy in its citizens. The
purpose of this policy is to tap this reservoir to benefit County Government. Further, by
promoting broad-based participation of citizens in the committees, boards and
commissions which advise County Commissioners and help set public policy, County
Government provides citizens an opportunity to influence County policy. Broad-based
participation also creates ambassadors for county programs and insures the diversity of
County residents is reflected in County decision-making. These residents provide role
models from various social, economic and cultural segments of the community.
This Appointment Policy is designed to be an objective process characterized by
increased access, fairness and equal opportunity, while preserving the qualitative and
discretionary elements necessary to appoint the best qualified candidates.
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ST. LOUIS COUNTY BOARD POLICIES
APPOINTMENT POLICY
CHAPTER 3
PROCEDURES
Appointments covered by this Appointment Policy are those which are made by the St.
Louis County Board as a whole, which have a fixed term (which has an end date and may
require a reappointment or new appointment), and are to a committee or task force of a
least one year. This policy does not apply to ex-officio appointments or appointments
designated to be filled by County Commissioners.
Advisory Committees and Boards
For all boards and committees which are advisory in nature, the Deputy County
Administrator will work with the Clerk of the Board to:
1. Develop and maintain a file of all boards and committees including information
on origin, duration, purpose, board composition, number of members, terms of
members, current membership roster and term expirations.
2. Prepare for year-end term expirations. The Clerk of the Board, with the
assistance from the department or division director, will prepare a list of
appointments for committee positions which are vacant. (This would include
year-end vacancies caused by term expirations, resignations and the creation of
new committees.) County Board members will be informed of these year-end
vacancies and will be invited to submit names for consideration. The Clerk of the
Board will advertise as appropriate for vacancies on given board or committees.
Should a vacancy occur midyear, the Clerk of the Board shall review any previous
applications and will contact these individuals to determine their interest. If no
previous applicants are interested, the vacancy will be advertised for appointment.
County Board members will be informed of these mid-year vacancies when they
occur and will be invited to submit names for consideration.
3. Distribute standardized applications to individuals wishing to apply and to
individuals being nominated by a Board member. Applicants may attach a
resume to the official application form if they desire.
4. Provide the County Board with a copy of the applications and any attached
resumes at least 3 weeks prior to placing the appointments on the Committee of
the Whole agenda, information, applications and other materials so that
appointments are made in a timely fashion, and according to the Appointment
Policy.
Committees or Boards Requiring Interviews
Appointments to the following committees have been specifically identified by the Board
as meriting Commissioner interviews: the Community Development Block Grant
Committee, the Planning Commission, the Civil Service Commission, and the Board of
Adjustment. For these specific committees or boards, and for any other committees the
Board so identifies, the Deputy County Administrator will work with the Clerk of the
Board to:
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APPOINTMENT POLICY
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1. Develop and maintain a file of all boards and committees including information
on origin, duration, purpose, board composition, number of members, terms of
members, current membership roster and term expirations.
2. Prepare for year-end term expirations. The Clerk of the Board, with the
assistance from the department or division director, will prepare a list of
appointments for committee positions which are vacant. (This would include
year-end vacancies caused by term expirations, resignations and the creation of
new committees.) County Board members will be informed of these year-end
vacancies and will be invited to submit names for consideration. The Clerk of the
Board will advertise as appropriate for vacancies on given boards or committees.
Should a vacancy occur midyear, the Clerk of the Board shall review any previous
applications and will contact these individuals to determine their interest. If no
previous applicants are interested, the vacancy will be advertised for appointment.
County Board members will be informed of these mid-year vacancies when they
occur and will be invited to submit names for consideration.
3. Distribute standardized applications to individuals wishing to apply and to
individuals being nominated by a Board member. Applicants may attach a
resume to the official application form if they desire.
4. The department or division director, in consultation with the Deputy County
Administrator, will establish the interview schedule.
5. Public notice will be given for all interview sessions in order to comply with the
open meeting law.
6. If no County Commissioners participate in the interview process, the department
or division director shall make a recommendation for appointment to a board or
committee.
7. The above procedures shall be completed promptly to ensure appointments are
made in a timely fashion and in accordance to the Appointment Policy.
8. The appointees shall be officially introduced to the County Board.
Eligible Applicants:
3.6
The application form will ask applicants whether they are County employees, have a
contract with the County, or work for a County vendor. In some instances, the Board
ST. LOUIS COUNTY BOARD POLICIES
APPOINTMENT POLICY
CHAPTER 3
may wish to appoint persons with less direct connection to the County. Where this is a
qualification either way, the solicitation for applicants for the particular appointment will
so state.
Since Commissioner districts are the basis for democratic representation on the St. Louis
County Board, whenever practical, all boards, committees and commissions will include
persons who reside in each of the Commissioner districts.
Preference in appointments will be given to residents of St. Louis County, but exceptions
may be made by the Board to include persons with exceptional qualifications.
NOTE: Some appointments are regulated by state or federal law or administrative rule.
When there is a difference between this Appointment Policy and rule or statute with
regard to an appointment, the rule or statute will prevail.
Effective Date:
This appointment policy is effective August 1, 1997, December 15, 2000 and supersedes
any previous policies or resolutions pertaining to appointments to committees, boards and
commissions.
APPOINTMENT PROCESS POLICY AMENDMENT
RESOLUTION NO. 171
March 14, 2000
RESOLVED, that the St. Louis Board Appointment Process policy, adopted August 5,
1997, by County Board Resolution No. 586, is hereby affirmed and amended to remove
the Community Development Block Grant (CDGB) Advisory Committee from the list of
committees requiring Commissioner interviews of candidates prior to appointment.
APPOINTMENT PROCESS POLICY AMENDMENT
RESOLUTION NO. 849
December 19, 2000
WHEREAS, the St. Louis County Board of Commissioners adopted the Appointment
Process Policy by Resolution No. 586, dated August 5, 1997, and contained in Board File
No. 57046.
NOW, THEREFORE, BE IT RESOLVED, the Board hereby amends the Appointment
Process Policy, as contained in Board File No. 57669.
(see strikeout changes to Appointment Process Policy, 97-586)
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ST. LOUIS COUNTY BOARD POLICIES
CONTRACTS
CHAPTER 4
LANGUAGE UNIFORMITY
RESOLUTION NO. 281
May 11, 1987
RESOLVED, that it shall be the policy of the St. Louis County Board to keep uniformity
in the language of all contracts with a like nature.
COUNTY ATTORNEY CONTRACT RESPONSIBILITIES
RESOLUTION NO. 355
May 17, 1988
RESOLVED, that the St. Louis County Board hereby sets the following policy:
All contracts will be subject to review and execution as to form and
content by the County Attorney.
HIGHWAY ENGINEER TO APPROVE CONTRACT CHANGE ORDERS
RESOLUTION NO. 867
November 5, 1991
RESOLVED, that the Highway Engineer/Public Works Director is hereby authorized to
approve contract change orders for public works road construction projects, and the
Purchasing Agent for all other projects, as follows:
1. Change orders for a project total of $12,500 for construction projects of less than
$50,000
2. Change orders for 25 percent of project cost not to exceed $50,000 total for all
other construction projects
RESOLVED FURTHER, that any contract change orders over this authorized amount
may be approved by the Highway Engineer/Public Works Director or Purchasing Agent,
as designated, if required to complete the project, but shall be reported with detailed
explanation to the County Board within five working days after approval.
RESOLVED FURTHER, that this resolution is subject to any authority granted by
subsequent contract of the County Board.
DELEGATION OF CONTRACTUAL AUTHORITY
RESOLUTION NO. 182
March 23, 1993
WHEREAS, pursuant to Minnesota Statutes 373.02, the powers of the County as a body
corporate and politic shall only be exercised pursuant to a resolution adopted by the
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ST. LOUIS COUNTY BOARD POLICIES
CONTRACTS
CHAPTER 4
County Board; and
WHEREAS, pursuant to its corporate powers, the County Board may delegate certain
contractual powers to its employees and agents; and
WHEREAS, pursuant to Minnesota Statutes 393C.331, it shall be the duty of the
purchasing agent to purchase or contract for all supplies, materials, equipment, and
services required by any department, board, commission, or agency of the county.
NOW, THEREFORE, BE IT RESOLVED, that the St. Louis County Board of
Commissioners shall delegate to the County Purchasing Agent, the County
Administrator, and Department Heads the following contractual authority:
1. That County Department Heads shall have the discretion to enter into professional
services agreements if the expenditure is under $5,000. Agreements between
$5,000 to $10,000 require a written quote and then can be approved by the
signature of the County Administrator and the Chair of the County Board. Any
agreement over $10,000 requires the full approval of the County Board.
Further, until such time as a County Administrator is employed, only the signature
of the Chair of the Board will be required.
2. That all contracts for services involving the expenditure of funds must bear the
signature of the Purchasing Agent, in addition to the department head of the
contracting department, which signatures shall certify that funds are available for
the proposed agreement. The Purchasing Agent shall also execute a purchase
order which will serve as an encumbrance against the respective department's
budget for each service contract. Each purchase order shall indicate the specific
fund and item number for payment. The Auditor shall keep full and accurate
accounts of funds expended pursuant to Minnesota Statutes 385.04.
3. All contracts will be reviewed by the County Attorney or his designee for
approval as to form and execution.
RESOLVED FURTHER, that Resolution No. 169, adopted February 21, 1989, is hereby
rescinded in its entirety.
PROJECT LABOR AGREEMENTS
RESOLUTION NO. 255
May 4, 2004
WHEREAS, the St. Louis County Board of Commissioners is desirous of
efficient and timely completion of construction projects undertaken by St. Louis County;
and
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CONTRACTS
CHAPTER 4
WHEREAS, the courts have upheld the implementation of project labor agreements for
public projects; and
WHEREAS, project labor agreements facilitate the timely completion of projects
by: making available a ready and adequate supply of skilled craft workers; providing a
negotiated commitment which is a legally enforceable means of assuring labor stability
and labor peace over the life of a project; avoiding work stoppage following expiration of
a collective bargaining agreement between the union and an employer performing work
on the project and facilitating equal employment opportunities on a project.
NOW, THEREFORE, BE IT RESOLVED, that project labor agreements be
utilized by the County for all future construction projects, in excess of $150,000, unless
otherwise prohibited by law.
RESOLVED FURTHER, that the St. Louis County Board of Commissioners
hereby directs the St. Louis County Purchasing Director to utilize the Project Labor
Agreement, identified as County Board File No. 58235, or a variation of the Agreement
approved by the St. Louis County Attorney, for all future construction projects in excess
of $150,000.
RESOLVED FURTHER, that the Purchasing Director shall implement the Project
Labor Agreement by requiring adherence to the Agreement in the bid specifications and
all relevant bid documents.
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ST. LOUIS COUNTY BOARD POLICIES
DATA PRACTICES
CHAPTER 5
EMPLOYEE NONDISCLOSURE POLICY
RESOLUTION NO. 440
May 23, 1989
ST. LOUIS COUNTY EMPLOYEE NONDISCLOSURE POLICY
In your employment with St. Louis County, your duties may require that you work with
records containing private or confidential data/information or be given special access to
work areas, computer files, or proprietary material. This data, access, or ownership is
protected by law, policy or agreement regarding disclosure both at work and outside of
the office. The following sections are intended to acquaint you with the nature of these
restrictions.
DATA PRIVACY AND CONFIDENTIAL RESPONSIBILITIES
In the course of employment for the County, you may be working with and acquire
information about other persons which is private and/or confidential data. Under
Minnesota law, data which is private may only be shared or disclosed as provided by law.
All inquiries about private data must be referred to your supervisor unless there is clear
written authority to provide such information to any one other than employees of the
County who need such information to administer programs.
Minnesota Statutes, section 13.08 and 13.09 provide for employee disciplinary action and
criminal penalties for unlawful disclosure or sharing of private data. Disclosing data
includes using information obtained in connection with your employment in any manner
different from the scope of your specific duties.
You may not remove private and/or confidential data from the premises except as is
necessary to administer the program with which you are working, and then only with
your supervisor’s permission.
PHYSICAL - ACCESS
If you have possession of keys, cards, or any other security device used by St. Louis
County, you are authorized to use the key, card, or other device only in the course of your
employment. Any keys, cards, or other security devices issued to you are for your use
only, and you may not allow anyone else to use or duplicate them.
You must surrender any keys, cards, or other security devices issued to you immediately
upon separation from employment in the Department which issued such security devices.
A password required to access computer files is a security device.
You must protect and not disclose any passwords to anyone.
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DATA PRACTICES
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You must notify your supervisor when you lose any security device (including
passwords) or have reason to believe that any security device or method has been
improperly used or compromised.
PURCHASED SOFTWARE
Some of the software acquired by the County is proprietary and is subject to a licensing
agreement or other restrictions. Therefore, any County employee or contractor who has
access to, or occasion to use such software, is subject to said licenses and restrictions.
Such restrictions include prohibitions on:
1. Copying the software for other than use on the specific computer(s) for which it
was licensed
2. Reproducing either the software or documentation and making it:
a. Available to any third party, or
b. Available for use on any non-County owned or operated computer
3. Altering the software in any way without authorization from supplier
4. Use of privately licensed software on County-owned computers
COMPUTER CRIME
Minnesota Statutes section 609.87-.89 define two types of computer crime. One is to
intentionally and without authorization physically damage or alter computer hardware,
computer software, stored data or a computer network. A second type of computer theft
is the unauthorized access to a computer or computer network, as well as unauthorized
possession of computer hardware, software, or data from a computer. Penalties, for both
types of crime, range up to ten years imprisonment and/or $50,000 in fines.
STATEMENT OF UNDERSTANDING
I hereby acknowledge that I have read and understand the conditions stated above. I
further understand that violation of the conditions may make me subject to disciplinary
action by my employer as well as prosecution under the provisions of Minnesota Law.
DATA PRACTICES MANAGEMENT POLICY
RESOLUTION NO. 743
September 22, 1998
WHEREAS, the Minnesota Data Practices Act, Minnesota Statutes Chapter 13, governs
data practices operations in county government; and
WHEREAS, Minnesota Statutes, Section 13.02, Subdivision 16, requires the County to
designate an individual as the Responsible Authority for management of data practices;
and
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ST. LOUIS COUNTY BOARD POLICIES
DATA PRACTICES
CHAPTER 5
WHEREAS, the St. Louis County department heads are responsible for the operation of
data management within their respective departments.
NOW, THEREFORE, BE IT RESOLVED, that the following policies shall be
established:
That the St. Louis County Administrator is designated as the Responsible
Authority for management of data practices within St. Louis County.
That the St. Louis County department heads may be designated as the
individuals responsible for data practices procedures within their
respective departments pursuant to the direction of the Responsible
Authority.
That the St. Louis County Attorney’s Office shall act as the legal advisor
regarding data practices procedures.
That County Board Resolutions No. 671, adopted September 10, 1979,
and No. 406, adopted June 9, 1980, governing data practice procedures are
hereby repealed.
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ST. LOUIS COUNTY BOARD POLICIES
DATA PRACTICES
CHAPTER 5
DRUG AND ALCOHOL-FREE WORKPLACE POLICY
RESOLUTION NO. 512
BOARD FILE NO. 53523
June 13, 1989
RESOLVED, that the St. Louis County Board of Commissioners hereby adopts the St.
Louis County Drug and Alcohol Free Workplace Policy as of June 13, 1989, copy on file
in County Board File No. 53523.
ST. LOUIS COUNTY DRUG & ALCOHOL-FREE WORKPLACE POLICY
INTRODUCTION - St. Louis County has a responsibility to its citizens to provide a safe,
productive work environment. The County also has a responsibility to assure that its
employees are providing services in a physically and psychologically fit manner. In
order to achieve these objectives, St. Louis County employees must be able to work in a
drug and alcohol-free working environment, and themselves be free from the effects of
drugs and alcohol while at work.
In recognizing that the health and wellness of employees is imperative to a productive
work environment, the County intends to focus on education, prevention and assistance
measures in striving to maintain a drug and alcohol-free workplace. The purpose of this
policy is to set forth the County’s rules regarding drugs and alcohol use and possession in
the workplace.
COVERAGE OF POLICY - The St. Louis County Drug and Alcohol-Free Workplace
policy is applicable to ALL St. Louis County employees, independent contractors and
volunteers or any individual representing the County in any capacity. It is the
responsibility of every County department to enforce all provisions of this policy.
Questions regarding the policy should be referred to the St. Louis County Civil
Service/Personnel Department. All coverage and intent of this policy is in accordance
with the provisions of the Drug-Free Workplace Act-1988.
DEFINITIONS -
“Alcohol and drug use” - defined as the use of mood altering drugs including but not
limited to forms of alcohol, narcotics, depressants, stimulants, hallucinogens, marijuana
or the use of prescription drugs which impair job performance
“Controlled substances” - defined as those substances of which the use, distribution or
possession is controlled by regulation or statute
“Impaired job performance” - defined as a situation in which an employee has impaired
alertness, coordination, reactions, responses or effort; if the employee’s behavior or
conduct is a safety or health threat; or if the employee’s behavior or conduct has the
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ST. LOUIS COUNTY BOARD POLICIES
DRUG AND ALCOHOL
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appearance of unprofessional, irresponsible conduct detrimental to the County’s public
image
“Employee” - defined as any person employed by the County
POLICY STATEMENTS:
1. St. Louis County prohibits the use, possession, sale or transfer of alcohol, or
controlled substances, identified by State or Federal laws, during all work hours,
on County owned property or whenever County work is being performed.
Exception: This policy statement does not apply to Sheriff’s Department
employees when the prohibited act or possession is performed in accordance with
Sheriff’s Department policy, and such use or possession is necessary in
connection with the investigation of illegal activities.
2. St. Louis County will provide to its citizens and employees a workplace free of
the use of drugs or alcohol. No employee or contractor of the County shall report
to work while impaired or influenced by alcohol, controlled substances or other
mood altering drugs. The County encourages employees in safety sensitive
positions to notify their supervisors if they are taking medically prescribed drugs
which may impair job performance.
3. St. Louis County prohibits any employee or contractor of the County from
operating, using or driving any equipment, machinery or vehicle in performance
of County work while impaired or influenced by the use of alcohol or drugs.
4. St. Louis County discourages employees from consuming or using alcoholic
beverages or controlled substances during lunch, dinner meals or break periods
when returning to work to perform work on behalf of the County.
5. St. Louis County requires, pursuant to the Drug-Free Workplace Act-1988 that an
employee must notify their supervisor of any criminal drug conviction for a
violation occurring in the workplace, within five (5) days of such conviction. The
County will notify the contracting/granting agency within ten (10) days of receipt
of an employee conviction notice.
6. St. Louis County requires that any employee who is called to work in a call-out
situation must notify his/her supervisor prior to starting work if they have
consumed alcoholic beverages, ingested controlled substances or taken
prescription drugs which may impair performance of duties. It will be the
responsibility of the employee’s supervisor to ask pertinent questions to determine
the employee’s ability to perform in a safe, fully functioning capacity. It will be
the responsibility of the Supervisor to document the authorization to come to
work.
7. St. Louis County requires that supervisors notify their Department Heads when
there is evidence or reasonable suspicion to believe that an employee has or may
have illegal drugs in his/her possession at work. It will be the responsibility of the
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ST. LOUIS COUNTY BOARD POLICIES
DRUG AND ALCOHOL
CHAPTER 6
Department Head or their designee to contact the appropriate law enforcement
agency to take action in these circumstances.
8. St. Louis County requires that any employee in violation of any of the provisions
of this policy will be subject to disciplinary action including possible termination.
Each situation involving a violation will be thoroughly investigated and action
taken on a case-by-case basis.
9. St. Louis County will take an active role in educating employees of the dangers
involved in drug and alcohol use and abuse. The County will continue to promote
and maintain efforts of the Health promotion and Employee Assistance Program
for the purpose of assisting and rehabilitating employees with drug or alcohol
related problems. Employees who may have an alcohol or drug abuse problem
are encouraged to seek a professional, confidential assessment from the Employee
Assistance program before the problem impacts on the employee’s ability to
perform the job.
10. St. Louis County Employees have a responsibility to abide by the provisions of
this policy. Any supervisor who observes an individual in violation of these
provisions shall document the circumstances, facts and observations made. A
departmental investigation shall then be conducted to determine the facts of the
situation. For safety reasons County employees have a responsibility to report
any situation on the job in which they observe an employee functioning under
impaired circumstances or have information indicating that an employee has
violated any provision of this policy. St. Louis County may require that any
employee in violation of any of the provisions of this policy participate in a
referral to the County’s Employee Assistance Program. Compliance with any
subsequent referrals for treatment programs will be mandatory.
NON DISCRIMINATION STATEMENT -
The St. Louis County Drug and Alcohol-Free Workplace Policy will be applied and
enforced without discrimination.
APPLICANT DRUG TESTING POLICY
RESOLUTION NO. 659
BOARD FILE NO. 57053
September 2, 1997
RESOLVED, that the Board authorizes pre-employment drug testing for all new hires in
accordance with the St. Louis County Applicant Drug Testing Policy, a copy of which is
retained in County Board File No. 57053. The policy is effective October 1, 1997.
ST. LOUIS COUNTY APPLICANT DRUG TESTING POLICY
I. INTRODUCTION
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ST. LOUIS COUNTY BOARD POLICIES
DRUG AND ALCOHOL
CHAPTER 6
St. Louis County has a responsibility to its citizens and employees to provide a safe,
productive work environment and to assure that its employees are providing services in a
physically and psychologically fit manner. In order to achieve these objectives, St. Louis
County employees must be able to work in a drug-free working environment, and must
themselves be free from the effects of drugs while at work.
The purpose of this Policy is to set forth the County’s rules regarding applicant drug
testing.
This Policy is enacted pursuant to the Minnesota Drug and Alcohol Testing in the
Workplace Act (MS 181.950-181.957), and the federal Omnibus Transportation
Employee Testing Act of 1991 and the rules promulgated thereunder, and shall utilize the
statutory definitions of terms found within the laws. Testing procedures required under
federal law shall supersede state law procedures when mandated. This Policy will be
applied and enforced without discrimination.
II. POLICY APPLICATION
The St. Louis County Applicant Drug Testing Policy is applicable to all job applicants
not currently employed by St. Louis County. The Civil Service/Personnel Director shall
be the administrator of this Policy and shall be the authorized representative to arrange
for drug testing services; shall receive testing results; and shall provide notices, as
required, to individuals. It is the authority of the Civil Service/Personnel Director to
make determinations regarding the application and interpretation of the provisions of this
Policy.
III. PERSONS SUBJECT TO TESTING
All applicants conditionally offered employment shall be subject to testing for the
following drugs: marijuana, cocaine, amphetamines, opiates, phencyclidine (PCP) and
any other drug tests authorized by law.
No person will be tested for drugs without the person’s consent; however, refusal to be
tested shall result in the consequences indicated in Section V. “Refusal to Undergo
Testing and Adulterated Tests”.
IV. CIRCUMSTANCES FOR REQUESTING APPLICANTS TO UNDERGO
TESTING
Any applicant not currently employed by St. Louis County who is selected for
employment with the County will be offered employment conditioned upon the
completion of a drug test having negative results.
6.4
ST. LOUIS COUNTY BOARD POLICIES
DRUG AND ALCOHOL
CHAPTER 6
V. REFUSAL TO UNDERGO TESTING AND ADULTERATED TESTS
A. Right to Refuse Test
All applicants have the right to refuse to undergo drug testing. If an
individual refuses to undergo requested drug testing, no such test shall be
given. Adulteration of a test, attempts to delay the taking of the test, or
failure to take the test at the appointed time and place may be considered a
refusal to test.
B. Consequences of Refusal to Take Test
An applicant for a position in the classified civil service who refuses to
take a drug test shall be disqualified from further consideration for the
conditionally offered position, and the applicant’s name shall be removed
from ALL eligible lists and may be disqualified by the Civil
Service/Personnel Director from applying for positions in the classified
service with St. Louis County for a period of two (2) years.
An applicant for a position in the unclassified service who refuses to take
a drug test shall be disqualified from further consideration for the
conditionally offered position.
VI. TESTING PROCEDURES: APPLICANT RIGHT TO EXPLAIN TEST
RESULTS AND REQUEST A RETEST
A. Certified Laboratory
The County shall use a certified testing laboratory, licensed pursuant to
MS 181.953 and USDOT regulations, to test drug samples. Collection of
samples, handling, labeling, identification, and record keeping shall be
done pursuant to a uniform chain of custody procedure established by the
County.
The County shall use the split specimen method for drug testing.
Applicants must provide at least 45 ml of urine; 30 ml for the primary
specimen and 15 ml for the secondary, or split specimen. The applicant
shall complete the appropriate sections of the Chain-of-Custody (COC)
forms, initial and date the labels used to cover the specimen bottles, and
personally observe the labeling, handling and packaging of the specimens
by the medical staff person. Individuals will be allowed to provide
specimens in private, unless there is the threat of adulteration to the
specimen. The split specimen shall then be sent by overnight courier to
the laboratory.
The testing laboratory shall prepare a written report indicating the drugs or
their metabolites tested for in a sample, and whether the test produced
negative or positive test results. The laboratory shall send its report to the
6.5
ST. LOUIS COUNTY BOARD POLICIES
DRUG AND ALCOHOL
CHAPTER 6
Civil Service/Personnel Director within three working days following a
positive confirmatory test or a negative result on the initial screening test.
The laboratory shall retain properly stored test samples for at least six
months after a confirmatory positive test result.
B. Applicant Provided Information
An applicant who is requested to take a drug test shall be given the
opportunity to review this Policy and shall be provided with a copy of a
form upon which the individual will acknowledge that they have seen the
St. Louis County Applicant Drug Testing Policy.
C. Notice of Test Results
Within three working days following receipt of the Medical Review
Officer’s written report of the test results from the testing laboratory, the
Civil Service/Personnel Department shall inform the applicant in writing
of the following:
1. A negative test result on an initial screening or a positive test result
that has been verified by a confirmatory test;
2. The right to request and receive a copy of the test results report;
3. The right to request in writing, within three days after a notice of a
positive test result, a second confirmatory test of the original
sample at the applicant’s expense at the original testing laboratory
or another licensed testing laboratory, which retest shall be
arranged for by the County. The County shall inform the
laboratory of the request for a retest within three days of notice;
4. The right to submit further information that indicates any over-thecounter
or prescription medication that the individual is currently
taking or has recently taken and any other information relevant to
the reliability of, or explanation for, a positive test result to the
Medical Review Officer within three working days after notice of a
positive test result to explain that result;
The Civil Service/Personnel Department will immediately inform the appointing
authority in writing of a negative test result on an initial screening, or will inform the
appointing authority of a positive test result after the applicant’s information and retest
rights have been exhausted.
VII. PERSONNEL ACTIONS RESULTING FROM POSITIVE TEST RESULT
If an applicant’s positive test result is verified in a confirmatory test or in any
confirmatory retest requested by the applicant, the following action will occur, unless the
applicant has furnished a valid medical reason to the Medical Review Officer for the
positive test result.
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ST. LOUIS COUNTY BOARD POLICIES
DRUG AND ALCOHOL
CHAPTER 6
CLASSIFIED POSITION:
The conditional offer of employment will be withdrawn, the applicant’s name will be
removed from ALL eligible lists, and the applicant may be disqualified by the Civil
Service/Personnel Director from applying for positions in the classified service with St.
Louis County for a period of two (2) years.
UNCLASSIFIED POSITION:
The conditional offer of employment will be withdrawn.
VIII. APPEALS PROCEDURES
Any applicant for a position in the classified civil service whose name is removed from
an Eligible Register may appeal to the Civil Service Commission. Under Civil Service
Rule 6.4, all appeals must be made in writing within ten (10) days of receipt of notice of
such removal.
IX. DATA PRIVACY
The purpose of collecting a body component sample of blood, breath or urine is to test
that sample for the presence of drugs. The name, initials and social security number of
the person providing the sample are necessary for the sample to be identified accurately
but confidentially. Information about medications and other information relevant to the
reliability of, or explanation for, a positive test result is requested to ensure that the test is
reliable and to determine whether there is a valid medical reason for any drug in the
sample. All data collected under this policy is intended for use in determining the
suitability of the applicant for employment and is classified as private data.
The employer will not disclose drug test reports and other information acquired in the
drug testing process to another employer or to a third party individual, governmental
agency or private organization without the written consent of the person tested, unless
permitted or required by law, court order, or judicial proceeding.
6.7
ST. LOUIS COUNTY BOARD POLICIES
EMERGENCY CONDITIONS
CHAPTER 7
EMERGENCY CONDITIONS POLICY
RESOLUTION NO. 907
BOARD FILE NO. 57090
December 9, 1997
RESOLUTION NO. 386
BOARD FILE NO. 58429
August 2, 2005
RESOLVED, that the Emergency Closings Policy is hereby amended to the
Emergency Conditions Policy, copy of which is on file in County Board File No. 57090,
effective December 9, 1997.
RESOLVED FURTHER, that the Emergency Conditions Policy, copy of which is
on file in County Board File No. 58429, is hereby amended effective August 2, 2005.
EMERGENCY CONDITIONS POLICY
EMERGENCY CONDITIONS DEFINED
This Policy may be implemented for emergency conditions within St. Louis County.
Procedures for responding to emergency conditions at County owned and/or operated
buildings are defined in facility specific Emergency Response and Evacuation Plans.
These plans include information concerning the delineation of authority during
impending emergency and imminent danger situations that may require immediate
evacuation or response by on-site personnel. Emergency conditions covered by this
Policy shall include:
1. Severe Weather: Severe weather conditions shall be defined as those conditions
which threaten the health/safety of employees at a work location or which create
conditions hazardous to the safety of the public in travel. Examples of severe
weather conditions include, but are not limited to, tornadoes or excessive winds;
severe blizzard conditions creating visibility near zero; road impasses caused by
severe icing or excessive accumulation of snow; or any other hazardous weather
conditions which may cause the cancellation of public transportation.
2. Power failure or other major failure of a mechanical system such as water or
heating within a County building or a building containing County employee work
sites when the failure is expected to last more than three (3) hours and/or
employee health or safety may be jeopardized by the inability to maintain a
functioning work environment.
3. Hazardous circumstances within or near a County building or place of
employment which could endanger the safety of employees. Examples of
7.1
ST. LOUIS COUNTY BOARD POLICIES
EMERGENCY CONDITIONS
CHAPTER 7
hazardous circumstances include but are not limited to, bomb threats, terroristic
threats, fire, explosion or imminent explosion, toxic substance spills or leakage,
accidental and severe damage to a building, and other similar circumstances.
Separate procedures entitled the “Emergency Response and Evacuation Plan”
exist for certain County owned and/or operated facilities. These plans provide
greater detail regarding evacuation of a building, or such other action as may be
necessary, in the event of an impending emergency or other situation presenting
imminent danger.
4. Other unforeseen and sudden circumstances of an emergency nature similar to
those listed above that significantly affect the health or safety of employees.
RESPONSIBILITY FOR DECLARING AN EMERGENCY CONDITION
Declaring an emergency condition shall be the joint responsibility of the Chair or Vice-
Chair of the County Board, and the County Administrator, or their designees.
Determination of the emergency condition will be made in consultation with the
Commissioner(s) representing the district(s) in which the emergency condition exists, if
this is practical.
NOTIFICATION OF EMERGENCY CONDITION
Upon determination that an emergency condition exists, the County Administrator or
his/her designee shall convey notice of the condition to County employees as follows:
If a determination is made to declare an emergency condition prior to the
commencement of the normal business day, notification shall be made by
6:30 am or as soon thereafter as possible, to the local media for public
announcements. Notification shall also be made to the department heads
or supervisors impacted by the decision. During times of severe weather,
it shall be incumbent upon employees to be aware of the emergency
condition prior to the start of a workday by reference to local radio and
television stations. With regard to other emergency conditions,
department heads or supervisors shall notify the employees in their
departments of the emergency condition as soon as reasonably possible.
If a determination is made to declare an emergency condition after the
commencement, but prior to the end, of a normal business day, notice
shall be conveyed to the media and to the department heads or supervisors
impacted by the decision. Department heads or supervisors shall notify the
employees in their departments of the emergency condition as soon as
reasonably possible.
NON-EMERGENCY EMPLOYEES
For the purpose of this Policy, the term Anon-emergency employees@ shall include all
County employees except those employees defined herein as Aemergency employees.@
7.2
ST. LOUIS COUNTY BOARD POLICIES
EMERGENCY CONDITIONS
CHAPTER 7
EMERGENCY EMPLOYEES
Department heads shall determine the number of employees designated as emergency
employees for their respective departments. Emergency employees must appear at
designated work sites during an emergency condition. For purposes of this Policy, the
term Aemergency employees@ shall include those employees working in certain job
classes, as set forth in the attachment to this Policy, in the following departments:
A. Sheriff B including 911 Communications, Law Enforcement, Emergency
Management, and Jail
B. Property Management
C. Public Works
D. Public Health & Human Services
E. Chris Jensen Health and Rehabilitation
EMPLOYMENT STATUS WHEN EMERGENCY CONDITION IS DECLARED
Except in rare circumstances, as determined jointly by the Chair or Vice-Chair of the
County Board, and the County Administrator, or their designees, County offices and
work sites will remain open when an emergency condition has been declared.
If an emergency condition is declared prior to the commencement of the normal business
day, all St. Louis County offices will open. However, non-emergency employees may
choose, on their own volition, to (1) report for work at their regularly scheduled time, or
(2) remain at home and use accrued vacation, personal leave, or compensatory time for
the day.
If an emergency condition is declared after the commencement of the normal business
day, all St. Louis County offices will remain open, except in rare circumstances.
However, non-emergency employees may choose, on their own volition, to (1) remain at
work, or (2) go home early and use accrued vacation, personal leave, or compensatory
time for the remainder of the day.
Emergency employees are required to appear at their designated work sites at their
normally scheduled times during emergency conditions. Emergency employees must
also report to work if they are called out to work during emergency conditions. Any
emergency employee who fails to report for work without good cause may be subject to
discipline.
In the rare instance when emergency conditions require the closing of a County office or
work site, emergency employees will be notified of the location of an alternative work
site to which they must report. Alternative work sites shall be identified by department
heads and shall be located as near to the employees' designated work site as is reasonably
possible.
7.3
ST. LOUIS COUNTY BOARD POLICIES
EMERGENCY CONDITIONS
CHAPTER 7
EMPLOYEE COMPENSATION
If a determination is made to declare an emergency condition prior to the commencement
of a business day, non-emergency employees who do not report to their work sites will
not be paid for their normal work hours during that day except by utilizing accrued
vacation, personal leave, or accrued compensatory time. Non-emergency employees who
report for work will receive their regular wages.
If an emergency condition is declared during the regular work hours, all employees will
be notified of that determination as soon as reasonably possible. Non-emergency
employees will then have the option of (1) remaining at work or (2) leaving the work site
and utilizing accrued vacation, personal leave, or compensatory time. Non-emergency
employees who remain at work will receive their regular wages.
If the emergency condition is such that the decision is made to close St. Louis County
offices and/or other work sites during regular working hours, all non-emergency
employees will be released and paid their regular wages for the entire work day.
Emergency employees shall report to their normal work sites, or to a designated
alternative work site, for their scheduled shifts. Any emergency employee not reporting
for work as scheduled or as otherwise required shall not receive compensation for the
day. However, a department head may authorize the use of vacation pay, personal leave,
or accrued compensatory time by an emergency employee unable to report to work
during an emergency situation, for good cause shown by the employee, on a case-by-case
basis, after review by the County Administrator.
Employees on sick leave status on the work day prior to the emergency condition may
utilize sick leave benefits on the day of emergency condition if the employee can show
that they would have been absent from work, regardless of the emergency condition,
because of their continuing need for sick leave use.
If, because of severe weather, any emergency or non-emergency employees choose to
remain at County offices or other work site after a decision to close the offices, they shall
not receive overtime compensation or compensatory time off unless their department
head ordered them to remain on site specifically to work during the emergency condition.
EMERGENCY PERSONNEL (revised list 2005)
Sheriff B 911 Communications
Emergency Communication Specialist
Electronic Systems Technician
7.4
ST. LOUIS COUNTY BOARD POLICIES
EMERGENCY CONDITIONS
CHAPTER 7
Sheriff B Law Enforcement
Deputy Sheriffs serving on patrol, in outlying areas and as Investigators
Deputy Sheriff-Sergeant
Deputy Sheriff B Lieutenant
Supervising Deputy Sheriff
Sheriff B Emergency Management
Emergency Management Administrator
Civil Defense Coordinator
Sheriff B Jail Division
Deputy Sheriff B Corrections Officer
Deputy Sheriff Sergeant B Corrections
Assistant Administrator B Operations
Assistant Administrator B Security
Jail Corrections Administrator
Cook B Jail
Cook Supervisor B Jail
Jail Program Operations Coordinator
Property Management
Assistant Building Superintendent
Building Maintenance Crew Leader
Head Janitor
Public Works
Highway Engineer/Public Works Director
Deputy Public Works Director
Assistant County Highway Engineer
Highway Division Superintendent
Highway Maintenance Supervisor
Road and Bridge Shop Supervisor
Sign Supervisor
Blacksmith
Principle Engineer (Bridge Division)
Bridge Supervisor
Bridge Superintendent
Bridge Worker
Bridge Worker Senior
Equipment Operator Junior
Equipment Operator Senior
Heavy Equipment Mechanic
Storekeeper I
7.5
ST. LOUIS COUNTY BOARD POLICIES
EMERGENCY CONDITIONS
CHAPTER 7
Storekeeper II
Principle Engineer (Traffic Division)
Sign Technician
Public Health & Human Services
King Manor and MidTowne II
Board & lodging Care Assistants
Community Food Service
Supervising Dietitian
Food Service Helper
Cook I and II
Chris Jensen Health & Rehabilitation
All job classes and all employees
County Laundry
Laundry Manager
Stationary Engineer
Laundry Worker I
Laundry Worker II
Equipment Operator
7.6
ST. LOUIS COUNTY BOARD POLICIES
EMPLOYEE ASSISTANCE
CHAPTER 8
VOLUNTARY PAYROLL DEDUCTION TO ASSIST CO-WORKER IN NEED
OF ORGAN TRANSPLANT
RESOLUTION NO. 174
March 13, 1990
RESOLVED, that St. Louis County employees are hereby authorized to designate a
voluntary payroll deduction for the purpose of assisting a named St. Louis County
Employee/Retiree in need of an organ transplant.
EMPLOYEE TUITION REIMBURSEMENT POLICY & PROCEDURE
RESOLUTION NO. 521 ** Tuition Reimbursement currently not offered**
BOARD FILE NO. 55575
June 28, 1994
BE IT RESOLVED, that St. Louis County approves an Employee Tuition
Reimbursement Program for 1994 and that such program be administered by Employee
Development staff pursuant to a June 15, 1994, dated policy and procedure document, a
copy on file in County Board File No. 55575
BE IT FURTHER RESOLVED, that the 1994 funding for the Employee Tuition
Reimbursement Program not exceed $20,000 and be allocated from the Employee
Development Budget
ST. LOUIS COUNTY TUITION REIMBURSEMENT POLICY & PROCEDURE
1. Purpose: St. Louis County has a major interest in developing a well-trained,
highly-skilled workforce. The County’s objective is to assure that county services
are provided in a cost effective manner and that the county maintains a competent
employee workforce. To aid in this, the county offers a tuition reimbursement
program for employees. Education shall consist of all courses for credit, associate
degree programs, vocational training and other certified and approved courses.
The goal of the Employee Development Program shall be to improve the quality
of personnel services rendered to the county and to provide further development
of occupational skills and knowledge to meet current and future county needs.
2. Eligibility: Permanent full time and permanent part time employees are eligible
for this program. (Employees who work less than full time will be reimbursed on
a pro-rated basis in terms of hours worked in an average pay period.) The course
of study must be job-related or must benefit the employee or the county in a
future work assignment. Courses must be approved prior to registration.
3. Conditions: Tuition aid will apply only to courses which are judged to be in the
best interest of the county, or pertain directly to the employee’s present or likely
future work goals or assignments. Applications will be accepted up to six weeks
prior to the beginning of the course. Attendance and other study requirements
8.1
ST. LOUIS COUNTY BOARD POLICIES
EMPLOYEE ASSISTANCE
CHAPTER 8
must be on the employee’s own time. Employees are encouraged to use vacation
time, compensatory time, personal leave or flex time to attend courses. If
department approval is not granted to an employee making application, the
employee is eligible to appeal to the employee development advisory committee.
Current training or training received prior to the enactment of this policy is not
reimbursable under this program. Participation in the program in no way
guarantees promotion, transfer or continued employment with the County.
However, departments will be encouraged by administration to utilize any new
skill, training or degree obtained by employees.
4. Procedure: Prior to course registration, an employee must complete an
Application for Tuition Reimbursement; secure approval signature from the
department head or designee; and route the application to the office of Employee
Development. Upon approval of Employee Development, employees will be
notified and a tuition reimbursement form will be sent to the employee. Upon
successful completion of the course, an employee must submit an employee
reimbursement voucher with receipts for payment of tuition, and a copy of the
grade received for this course. Employees will then be reimbursed for 80% of the
total cost of the course.
5. Fee and Reimbursement Policy: With prior approval by the department head or
designee and final approval by the Employee Development Program, and upon
receipt of successful completion of the course (minimum of “C” or “Pass” for
undergraduate courses and “B” for graduate courses), 80% of tuition or course
fees will be reimbursed. Books, other fees and personal expenses are not
reimbursable items. Employees are eligible for a maximum of $1,000 per year.
EMPLOYEE ASSISTANCE PROGRAM POLICY
RESOLUTION NO. 200
March 19, 1996
RESOLVED, that the Chair of the Board, County Auditor, Civil Service Director, and
County Attorney are authorized to execute a contract in the amount of $20,304.00
payable from Fund 01, Department 63 with Lutheran Social Services Lifeworks
Employee Assistance Program, a copy of which is on file in Contract File No. 96-147.
RESOLVED FURTHER, that the Employee Assistance Program Policy as on file in
County Board File No. 56786 is hereby adopted.
ST. LOUIS COUNTY EMPLOYEE ASSISTANCE PROGRAM POLICY
St. Louis County and its employees’ unions recognize that a wide range of problems not
directly associated with one’s job function can have an effect on an employee’s job
performance. In most instances, the employee will overcome such personal problems
8.2
ST. LOUIS COUNTY BOARD POLICIES
EMPLOYEE ASSISTANCE
CHAPTER 8
independently. In other instances, employees may need help in resolving these problems.
The County and Unions believe it is in the best interest of the employee and the
employee’s family to provide a service which deals with such persistent problems.
Therefore, under the auspices of St. Louis County and in agreement with the unions, the
Civil Service/Personnel Department will be responsible for providing Employee
Assistance Program services for County employees and immediate family members by
contracting with an Employee Assistance Program provider. The County and the Unions
recognize that unresolved problems affecting the employee’s job performance reduce
productivity, resulting in an increase of expenses to the County and a decrease in services
to the public.
1. The County and the Unions recognize that any human problem may be
successfully treated provided it is identified in its early stages and referral is made
to an appropriate caregiver.
2. When an employee’s job performance or attendance is unsatisfactory and the
employee is unable or unwilling to correct the situation, it is an indication there
may be some cause outside of the realm of his/her job responsibilities which is the
basis of his/her prob | |
