Accepting Donations, LMC Model ResolutionPublished May 23, 2017
City recognition and acceptance of a donation made for public purposes under Minnesota Statute section 475.03. Allows customization for terms and conditions and optional language for use in accepting gifts or bequests for public recreational purposes under Minnesota Statute section 471.17.
Ad for Sealed Construction Project Bid, LMC Model FormPublished Jun 7, 2017
Published notice for use in soliciting sealed bids on a construction project. Requires security on a percentage of the bid amount and clearly defines bid opening time and place. Provides a successful bidder must be a responsible contractor, as required by state law.
Ad for Sealed Equipment Bid, LMC Model FormPublished Jun 7, 2017
Published notice for use in soliciting sealed bids for supplies, materials or equipment. Requires security on a percentage of the bid amount and clearly defines bid opening time and place.
Affidavit of Official Interest in Claim, LMC Model FormPublished Dec 15, 2015
A formal statement made by a city officer required when the city contracts with the officer and competitive bidding is not required. Makes the declarations required by state law, such as affirming the contract price was as low, or lower than other sources. This sworn statement must be filed with the city clerk before the claim is paid.
Alcohol and Drug Use – Firefighter Response, LMC Model PolicyPublished May 24, 2016
Gives clear guidance on what is and is not permitted for firefighters who respond to calls after they have consumed alcohol or drugs. Suitable for small departments to help ensure the safety of firefighters and the public where a zero-tolerance policy may not be feasible.
Appointing a City Insurance Agent, LMCIT Model ResolutionPublished Jan 10, 2017
The League Insurance Trust requires cities to use the services of an agent in order to participate in its property/casualty program. This resolution appoints an insurance agent, offers options for setting the agent’s term of service and compensation, and suggests a list of agent services the city may want to secure.
Authorizing and Regulating Open Burning, LMC Model OrdinancePublished Mar 20, 2017
Regulates open burning under Minnesota law. Lists allowed and prohibited materials. Requires a permit to burn. Establishes a process for permit issuance or denial and sets out permit-holder responsibilities. Addresses special circumstances, including burning bans and air quality alerts.
Certification of HSA EligibilityPublished Oct 11, 2014
This Certification of HSA Eligibility is to be used in conjunction with the Flexible Benefit Plan Basic Plan Document
Certifying Unpaid Charges, LMC Model ResolutionPublished May 22, 2017
Action of the city council directing clerk to certify unpaid charges to the county auditor as a lien upon the properties to be collected in the same manner as property taxes.
Change in Election FormPublished Feb 27, 2015
This is the Change in Election Form that is to be used in conjunction with the Flexible Benefit Plan Basic Plan Document.
Checklist for Hiring City Employees, LMC Model FormPublished Feb 10, 2017
Use this checklist of items you must consider or complete before and during the process of hiring a city employee to ensure compliance with major requirements of state and federal law and to use best hiring practices. Starts with your authority to hire, moves through job description, recordkeeping, job posting process, applications and rating, testing and selection, reference checks and more.
City Administrator Job Advertisement, LMC Model FormPublished Oct 10, 2016
Advertisement of a City Administrator job opening emphasizing attractions of a small city job and city resources to entice qualified applicants to learn more about you and apply for the job.
City Fireworks Sponsorship Questionnaire, LMC FormPublished Feb 13, 2017
League of Minnesota Cities Insurance Trust members with liability coverage should complete the City Fireworks Sponsorship Questionnaire Form and submit it to determine whether liability coverage is available.
City Manager or Administrator Training and Experience, LMC Model Rating Sheet FormPublished Oct 10, 2016
A worksheet used to evaluate and score applications for a city manager or city administrator position. It takes into account minimum requirements, desirable qualifications, experience and knowledge in certain municipal practices, and provides required addition of scoring points under Minnesota’s veterans’ preference laws.
City – Town Fire Service, LMC Model ContractPublished May 24, 2016
Agreement that can include variety fire-related services, customized depending on the needs of the city and town. Addresses issues that may otherwise be overlooked in language that tries to protect the interests of both parties, including payments, charges, term, insurance and indemnification, and termination rights.
Computer Use, LMC Model PolicyPublished Feb 24, 2016
Comprehensive guidance for employee use of city-provided technology resources like city-managed email, social media and Internet access. Addresses hardware, software, user security requirements, data retention and more.
Contracting with a City Official, LMC Model ResolutionPublished Dec 15, 2015
Approval by the city council of a contract with an interested officer when competitive bidding is not required. Sets essential facts required by state law such as the nature of the officer’s interest and the item or service to be provided, and stating that the contract price is at least as low as could be found elsewhere.
Criteria Comparison: Agent/Broker of RecordPublished Dec 21, 2004
This proposal comparison tool is designed to allow the city to evaluate carrier responses to the Agent/Broker of Record for Employee Benefits RFP on a side-by-side basis.
Criteria Comparison: Life InsurancePublished Dec 21, 2004
The Criteria Comparison tool is designed to allow the city to evaluate carrier responses to the Life and AD&D Benefits/Long Term Disability Benefits RFP Template on a side-by-side basis.
Criteria Comparison: Long-Term Disability InsurancePublished Dec 21, 2004
The Criteria Comparison tool is designed to allow the city to evaluate carrier responses to the Life and AD&D Benefits/Long Term Disability Benefits RFP Template on a side-by-side basis.
Designating City Depository, LMC Model ResolutionPublished Jul 25, 2017
Pass this resolution to name a bank or other authorized financial institution as a place to deposit city funds. Contains provisions about deposits that exceed FDIC guarantees or use of collateral in place of a surety bond. Contains alternative collateral provisions if the depository is not an FDIC-member institution.
Donation Of Surplus City Equipment, LMC Model PolicyPublished Jun 12, 2017
Establishes ability of the city to donate surplus equipment to a nonprofit organization under state law. Defines important terms. Provides procedural steps and safeguards such as a disclaimer of warranties and a form to be completed by the nonprofit organization to verify compliance with terms of the policy.
DOT Drug and Alcohol Testing for Commercial Drivers, LMC Model PolicyPublished May 16, 2017
A policy to meet federal requirements for employees with commercial driver licenses. Sets out the purpose and objectives of the policy, who is subject to testing and the types of tests including pre-employment, post-accident, random, reasonable suspicion, follow-up, and return to duty. Describes prohibited conduct, collection and testing procedures, and review and notification of test results. Sets out consequences for violation.
EEO Tracking Sheet, LMC Model FormPublished Feb 10, 2017
Worksheet used to evaluate the city’s efforts in reaching all segments of the population in its hiring practices, voluntarily completed by employment applicants.
Elected Official Out-Of-State Travel, LMC Model PolicyPublished Aug 12, 2016
Controls out of state travel by elected officials covering the minimum requirements of state law, Minn. Stat. 471.661, to provide when travel outside the state is appropriate, to set expense limits and to establish procedures for travel approval. Offers additional provisions a city may wish to include.
Election FormPublished Feb 27, 2015
This Flexible Benefit Election Form is to be used in conjunction with the Flexible Benefit Plan Basic Plan Document.
Election Form No Employer ContributionsPublished Feb 27, 2015
This Flexible Benefit Election Form No Employer Contributions is to be used in conjunction with the Flexible Benefit Plan Basic Plan Document.
Electric Franchise Fee, Sample OrdinancePublished Dec 5, 2016
Sample ordinance from the city of Victoria, Minnesota, creates an electric utility service franchise fee. Written to be used together with a separate electric utility service franchising ordinance.
Electric Utility Franchise, LMC-SRA Model OrdinancePublished Dec 5, 2016
Grants a nonexclusive franchise to construct, operate, repair and maintain an electric distribution system and transmission lines for furnishing electric energy in the city. Addresses location of facilities, street openings and restoration according to the Minnesota Public Utility Commission’s right-of-way management rules.
Employment Application, LMC Model FormPublished May 30, 2017
Gathers employment applicant information such as education, relevant paid or unpaid experience. Provides applicable data practices notice, optional Equal Employment Opportunity information sheet, non-discrimination statements, and instructions and space to claim veterans’ preference points in hiring. Separate supplemental applications may be used for greater ease in ranking applicants for interview selection.
Equipment Loan Agreement Between Two Cities, LMC Model ContractPublished May 2, 2017
Sets out the parties’’ respective responsibilities for maintenance, care and control of equipment and creates mutual indemnification provisions. Addresses fees, term of the agreement, property, liability and workers’ compensation insurance.
Establishing a Fire Escrow Account, LMC Model ResolutionPublished Aug 10, 2017
Authorizes creation of a trust or escrow account for the city to receive a portion of insurance settlement proceeds from a claim of real property located in the city that is damaged by fire or explosion.
Extending a Local Emergency, LMC Model ResolutionPublished Nov 15, 2016
City council declaration required under Minnesota Statutes chapter 12 on emergency management that the mayor-declared emergency will last for more than three days. It invokes the city’s disaster plan.
Family and Medical Leave, LMC Model PolicyPublished Aug 3, 2017
Sets out guidelines for unpaid, job-protected leave to eligible employees for reasons relating to family and medical care as required of many employers under federal law. Covers eligibility, length and amount of leave, documentation requirements, benefits while on leave and more. Contains optional provisions and pointers for making your policy choices.
Flexible Benefit Plan Basic DocumentPublished Feb 27, 2015
In recognition of its members’ need to have plan documentation available on a cost effective basis, the League of Minnesota Cities makes this Flexible Benefits Plan Basic Plan Document (and the related Flexible Benefits Plan Adoption Agreement) available for use by its members. This action by the League of Minnesota Cities should not be construed as the provision of legal or tax advice. Each member that chooses to use this documentation is responsible for evaluating whether it needs such advice and, if so, of securing such advice.
Flexible Benefits Plan SummaryPublished Mar 6, 2015
This is a summary of the Flexible Benefit Plan Basic Document created to assist member cities with completion of their Basic Plan Document.
Fund Balance PolicyPublished Apr 30, 2009
Model policy for managing city fund balances from Ehlers and Assoc
Gas Franchise Fee, Sample OrdinancePublished Dec 5, 2016
Sample ordinance from the city of Victoria, Minnesota, creates a gas utility service franchise fee. Written to be used together with a separate gas utility service franchising ordinance.
Gas Utility Franchise, LMC-SRA Model OrdinancePublished Dec 5, 2016
Grants a nonexclusive franchise to construct, operate, repair and maintain facilities and equipment for the transportation, distribution, manufacture and sale of gas energy in the city. Contains optional franchise fee provisions. Addresses location of facilities, street openings and restoration according to the Minnesota Public Utility Commission’s right-of-way management rules.
In-Car Cameras, LMC Model PolicyPublished Mar 21, 2016
Governs use of in-car cameras to capture law enforcement related information within the range of the recording system that has evidentiary value for use in criminal prosecution, civil or administrative proceedings. Covers use and documentation, general guidelines for recording, downloading and labeling data, access to data and agency use of data.
Informed Consent, LMC Model FormPublished Jul 21, 2017
For city use when accessing Minnesota’s criminal history information database for purposes of employment and licensing background checks under state law.
Investment PolicyPublished Apr 30, 2009
Model investment policy from Ehlers and Assoc
Job Advertisement, LMC Model FormPublished Feb 10, 2017
Notice of job opening suitable for posting with suggestions on abbreviations to save money if published. Uses example position of a public maintenance worker and can be modified for your position.
Job Applicant No Hire – No Interview Letter, LMC Model FormPublished Mar 22, 2017
Notifies veterans and other job applicants who will not be granted an interview, or who were interviewed but not hired. Contains alternative provisions to help you customize the response based on the reason for your decision, such as not meeting minimum requirements, or qualified candidates in a pool with other candidates that more closely match the city’s needs.
Job Description, LMC Model FormPublished Feb 10, 2017
Job description format, using a public works maintenance position as an example. Suggested sections include FLSA status, primary objectives of the position, its essential functions, examples of performance criteria, minimum and desired qualifications, conditions of employment and more.
Job Offer Letter, LMC Model FormPublished Feb 10, 2017
Employers with more than 10 employees are required by Minnesota law to give most employees a written, signed “agreement of hire”. This model puts into letter format all the information that must be included, such as date of the agreement, hire date, rate of pay, hours in a regular work day and more.
Layoff Notice Letter, LMC Model FormPublished May 5, 2017
Letter notifying an employee of a layoff. Sets out information on severance pay, unemployment insurance, benefits continuation, PERA options and Employee Assistance Programs. Provides veterans’ preference protection information to employees whose veteran status has not previously been verified by the city.
Liquor Licensing, LMC Model OrdinancePublished Feb 13, 2017
Licenses and regulates the possession, sale and consumption of intoxicating liquor and 3.2 percent malt liquor. Because it is lengthy, it includes an official summary which may be published in place of the full ordinance under the terms of Minn. Stat. 412.191 subd. 4 and 331A.01, subd. 10.
Local Gambling Permit Application, LMC Model FormPublished Jun 30, 2017
Application form for use in cities that require a local gambling permit for conducting bingo, raffles, paddlewheels, tipboards and pull-tab operations that meet conditions for exemption from state licensing requirements.
Maintenance and Use of Municipal Cemetery, LMC Model OrdinancePublished May 23, 2017
Creates a city cemetery. Governs the sale of lots, handling of funds, burial permits, transfer of lots. Regulates the conduct of people in the cemetery, monuments and markers, mausoleums, columbarium niches and the decoration of lots.
Making a Local or Special Emergency Contract, LMC Model ResolutionPublished Nov 15, 2016
Authorizes a city to make a contract during a local emergency as provided in Minnesota Statutes chapter 12 on emergency management, with alternate language for contracting in a special emergency under township authority in Minnesota Statutes 365.37 and 415.01.
Medical Expense Reimbursement FormPublished Mar 23, 2012
This is the Medical Expense Reimbursement Form to be used in conjunction with the Flexible Benefit Plan Basic Plan Document
Memorandum on NFPA Staffing Standards, LMC Model FormPublished May 24, 2016
Memo from the city fire chief to the council recommending the city follow different limits than the minimum for fire department response staffing and time as set out in National Fire Protection Association (NFPA) Standard 1710.
Model Classification and Compensation PlanPublished Nov 27, 2006
This model classification and compensation plan for smaller cities will help cities develop and maintain a plan that allows a city to achieve and maintain pay equity compliance.
Mutual Aid Agreement, LMC Model ContractPublished Jul 26, 2017
Defines terms and sets out procedure for requesting assistance. Covers workers’ compensation issues, possible damage to equipment, and other liability concerns. May be customized for public works, fire, police, utility or other types of assistance.
Non-DOT Drug and Alcohol Testing and Drug-Free Workplace Act, LMC Model PolicyPublished Feb 2, 2017
A policy for drug and alcohol testing under state law which also meets the requirements of federal law under the Drug-Free Workplace Act. Sets out the purpose and objectives of the policy, who is subject to testing and under which circumstances, prohibits activities involving controlled substances and alcohol. Provides for review and notification of test results and consequences for employees engaging in prohibited conduct.
Notice of Public Auction, LMC Model FormPublished Aug 10, 2017
Notice of a public auction of personal property or fixtures removed from a property when the city is following procedures under the Minnesota’s hazardous or substandard building laws.
Off-Duty Emergency Assistance, LMC Model PolicyPublished Jan 25, 2017
Sets out guidelines for city emergency medical technicians, firefighters, first responders and police to provide first aid and emergency assistance while they are off-duty. Declares emergency personnel acting under those guidelines to be acting within the course and scope of their duties for liability or workers’ compensation purposes. Offers considerations for alternative or additional policy inclusion.
Open Burning of Leaves, LMC Model OrdinancePublished Mar 20, 2017
Allows open burning of dried leaves in cities from September 15 and December 1 when certain other conditions are met. Contains optional provision for requiring a permit.
Ordering the Securing of a Vacant Building, LMC Model ResolutionPublished Aug 10, 2017
For cities proceeding under Minnesota’s hazardous or substandard building laws, this orders a building owner to comply with actions the city has determined are required in order to secure a vacant building for safety purposes. May be customized for your situation, setting out the safety issues and citing your documentation.
Peddlers, Solicitors and Transient Merchants, LMC Model OrdinancePublished May 10, 2016
Regulates the conduct of peddlers, solicitors and transient merchants. Provides for licensing, licensing exemptions, and licensing problems such as ineligibility, suspension and revocation, and transferability. Establishes registration for solicitors and any person exempt from licensing requirements. Allows residents to exclude these activities by posting.
Permanent Care Cemetery Fund, LMC Model OrdinancePublished May 23, 2017
Creates a permanent care and improvement fund for a municipal cemetery in a city under 50,000 population that wants to have the county administer the permanent care fund. Provides for fees and donations and payments to the county treasurer. Sets forth uses of the permanent care funds. Requires the city to file an annual expenditure report with the county auditor.
Pothole Repair, LMC Model PolicyPublished Aug 4, 2017
Explains the role of pothole repair as a part of a city’s street maintenance program. Explains city criteria for pothole repair, establishes a priority for repair actions, describes responses for cold and hot weather, the role of weather conditions in the city’s response, the use of warning signs or devices and more.
Proclamation Declaring a Local Emergency, LMC Model FormPublished Nov 15, 2016
Mayor-declared local emergency under Minnesota Statutes chapter 12 on emergency management providing an effective date and invoking the city’s disaster plan. May only be declared for three days without an extension approved by the city council.
Prohibiting Firearms at Work, LMC Model PolicyPublished Jan 13, 2017
Establishes a policy prohibiting all employees, except sworn employees of the police department, from carrying or possessing firearms while acting in the course and scope of their employment for the city. Provides certain exceptions.
Public Nuisances, LMC Model OrdinancePublished Apr 1, 2015
Names and prohibits various public nuisances affecting public health, morals and decency, peace and safety, noise, nuisance parking and storage, and inoperable motor vehicles. Sets out the duties of public officials, an abatement procedure and ways to recover city costs.
Purchase and Sharing Equipment Agreement Between Two Cities, LMC Model ContractPublished May 2, 2017
Using a street sweeper as an example of a type of equipment that may be purchased and shared between two cities this agreement sets out costs, responsibilities for repairs and maintenance, storage and transportation, insurance and indemnification requirements, how disputes may be resolved, including withdrawal from the agreement, and more.
Rate Comparison: Long-Term Disability InsurancePublished Dec 21, 2004
The Rate Comparison tool is designed to allow the city to evaluate carrier responses to the Life and AD&D Benefits/Long Term Disability Benefits RFP Template on a side-by-side basis.
Ratifying an Emergency Contract, LMC Model ResolutionPublished Dec 15, 2015
Documents city council approval of a contract with an interested officer when competitive bidding is not required. Used for a contract made in an emergency when the contract cannot be authorized in advance. Describes emergency conditions, states price is as at least as low as could be found elsewhere, and authorizes payment.
Regulating Lawful Gambling, LMC Model OrdinancePublished Jun 30, 2017
Permits and regulates the conduct of lawful gambling in a city. Sets out the application and local permitting process. Covers records and reporting requirements. Sets hours of operation. Has optional provisions for a local gambling tax, a “10%” fund requiring a net profit contribution to the city, and establishing a designated trade area.
Regulating Recreational Vehicles, LMC Model OrdinancePublished Jan 25, 2017
Provides regulations for the use of special and recreational motor vehicles on public and private property in the city. Governs trail bikes, off-highway motorcycles, ATVs, motorized go-carts, hovercraft and other vehicles. Sets out operational requirements, minimum equipment requirements, sets hours of operation, addresses street crossings and allows designation of areas for public use.
Regulating Special Vehicles, LMC Model OrdinancePublished Jan 25, 2017
Governs the operation of motorized golf carts, utility task vehicles, all-terrain vehicles and mini-trucks on streets, sidewalks, alleys and other public property within the city. Requires a permit. Provides guidance on operating electric personal assistive mobility devices, motorized foot scooters, and certain electric vehicles.
Release for Employment Reference Checks, LMC Model FormPublished Feb 10, 2017
Grants permission to the city to investigate any information provided by employment applicants in their Employment Application or any supplemental materials they submit in consideration for an employment position. It releases anyone the city contacts from liability or claims for damage that may result from the investigation.
RFP Template: Health & Dental InsurancePublished Dec 21, 2004
This RFP template can be used to solicit proposals from insurance carriers for health and dental insurance coverage. This template includes both the basic RFP template, and the specific forms and questionnaires for carriers.
Sample Consent FormPublished Sep 30, 2013
Provides a sample consent form. Before releasing any private data on a former or current employee to anyone other than the employee, the city should require the former employee to sign an authorization form.
Securing Vacant Buildings, LMC Model OrdinancePublished Aug 10, 2017
Allows city to secure hazardous vacant or unoccupied buildings that are open to trespass by following procedures, including passage of this ordinance, provided under Minnesota’s hazardous or substandard building laws.
Shade Tree Pest Control, LMC Model OrdinancePublished Jul 25, 2017
Declares shade tree pests such as Emerald Ash Borer, Dutch Elm and Oak Wilt to be public nuisances and provides for reporting and abatement. Includes inspection, application of control measures and recovery of costs.
Sidewalk Inspection, LMC model policyPublished Aug 4, 2017
Sets parameters for inspection, replacement and repair of city sidewalks. Establishes inspection procedures, describes considerations in a replacement and repair schedule.
Snowplowing, LMC Model PolicyPublished Aug 4, 2017
Describes city’s interest in reasonable ice and snow control on its streets. Sets conditions for the start of snow or ice control operations. Provides how snow will be plowed, including priorities and schedule of streets, work schedule for plow operators, effect of weather conditions, use of chemicals such as salt, or sand, and response for damage to mailboxes.
Social Media and Digital Images, LMC Model PolicyPublished Feb 24, 2016
Addresses specific issues in social media use by fire departments and emergency medical services personnel, such as ownership, use and dissemination of work-related images. Sets standards for conduct to maintain professionalism and public confidence. The policy should be a supplement to the city’s overall social media policy.
Social Media, LMC Model PolicyPublished Feb 24, 2016
Defines social media and provides rules for city employees use of the city’s social media accounts. Establishes data ownership. Discusses interplay of city social media with employee personal use of social media.
Street Sweeping, LMC Model PolicyPublished Aug 4, 2017
Sets out the reasons the city assumes the responsibility for sweeping their streets. Lists seasonal and other reasons when street sweeping will occur, how they will be swept, work schedules, how weather conditions may affect operations, safety provisions and more.
Supplemental Applications, LMC Model Form Published Mar 22, 2017
Packet containing forms for many common city positions, each with a list of questions to be completed by a job applicant. Allows city to get more specific job-related information than may be provided by the application itself. A supplemental application works well with a training and experience rating sheet to create qualification-based rankings to identify your interview pool.
Telephone Reference Checks, LMC Model FormPublished Feb 10, 2017
Worksheet for city to record information from telephone conversations with a job applicant’s references. Identifies the candidate, suggests possible questions, and provides space to record responses.
Temporary Family Health Care Dwellings, LMC Model OrdinancePublished May 26, 2016
A new law allows landowners to place mobile residential dwellings on their property to serve as a temporary family health care dwelling. Cities are allowed to opt out of the requirements of the new permit system. You can use this ordinance to exercise the your opt out choice.
Termination of Veteran Employment Letter, LMC Model FormPublished May 5, 2017
Letter notifying a veteran of a demotion or termination of employment. Contains statutorily required provisions for hearings, time frame for response, and has paragraphs to customize notice for union, non-union, and civil service employees.
Tobacco Possession Sale and Use, LMC Model OrdinancePublished Nov 2, 2016
Licenses the sale of tobacco and regulates the possession, sale and consumption of tobacco and tobacco-related products and devices, including sampling, e-cigarettes, and vapor lounges and shops. Addresses self-service sales, compliance checks and inspections.
Training and Experience Rating Sheets, LMC Model FormPublished Mar 22, 2017
Worksheets for evaluating job applicants for many common city positions by allocating points for qualifications the city determine are required, minimum and desired education and experience. The calculation includes veterans preference points as applicable, and provides a total for qualification-based rankings to identify your interview pool. The use of Supplemental Application forms help the city obtain consistent information for ranking of all candidates.
Vacating a Street Upon Petition, LMC Model ResolutionPublished Apr 27, 2017
A resolution for city council use in completing the vacation of a street, or a portion of the street, started by landowner petition. Council must set out the benefit to public interest, and passage allows the vacation.
Water Usage in a Critical Water Emergency, LMC Model OrdinancePublished May 22, 2017
Satisfies statutorily required provisions to adopt and enforce water conservation restrictions if the governor declares a critical water deficiency. Includes provisions for the public water supplier declaration and public notification; mandatory emergency water conservation measures; a variance procedure and violation and enforcement measures.
Zero Tolerance Firefighter Response, LMC Model PolicyPublished May 24, 2016
Sets fire department standard of no use of drug or alcohol before or while members participate in department activities including response to calls, training sessions, or events where the firefighter represents the city.