--- ## author: Jolleen Chaika date: D:20260326155511-05'00' --- A quorum of the City Council is possible at all Board and Commission Meetings ## AGENDA ## CITY COUNCIL WORKSHOP March 30, 2026 at 6:00 PM ## COUNCIL CHAMBERS ## Forest Lake City Center ## Forest Lake, Minnesota ## City of Forest Lake - Link to Meeting Livestream 1. Call to Order ## 2. Roll Call 3. Pledge of Allegiance 4. Open Forum - Citizen Petitions, Requests and Concerns The Open Forum is available for residents to express personal opinions for any item of business. Please limit your comments to three (3) minutes. ## 5. Discussion Items a) TH 61/County Road 50 Intersection Project – Ryan Goodman/Washington County b) Public Works Facility Schematic Design Presentation – Dave Adams, Wold Architects ## c) Staff Wellness Program – Jolleen Chaika 6. Adjourn 1 ## CITY O F FO REST L AKE ## N E W P U B L I C WO R K S FAC I L I T Y ( S D ) ## C O U N C I L W O R K S H O P – M A R C H 3 0 , 2 0 2 6 2 N e w P u b l i c Wo r k s F a c i l i t y ## Agenda •P r o j e c t G o a l s a n d O b j e c t i v e s •R e c a p o f F a c i l i t y C o n d i t i o n A s s e s s m e n t a n d N e e d s A n a l y s i s •S c h e m a t i c D e s i g n P r o g r e s s ➢S i t e P l a n a n d F l o o r P l a n s ➢E x t e r i o r M a t e r i a l s, E l e v a t i o n s a n d R e n d e r i n g s ➢C o s t E s t i m a t e •S c h e d u l e & N e x t S t e p s 3 ## GOALS AND OBJECTIVES 4 N e w P u b l i c Wo r k s F a c i l i t y G u i d i n g P r i n c i p l e s ## Project Goals & Objectives •D e v e l o p a s i t e a n d b u i l d i n g p l a n t h a t e f f i c i e n t l y m a x i m i z e s u s e o f t h e s i t e f o r P u b l i c Wo r k s o p e r a t i o n s w h i l e s t i l l m a i n t a i n i n g f l e x i b l e s p a c e f o r f u t u r e g r o w t h , c i t y r e c r e a t i o n a l n e e d s , a n d o u t s i d e c o m m e r c i a l d e v e l o p m e n t o p p o r t u n i t i e s . •I m p l e m e n t a l o n g-t e r m p l a n t h a t u n i f i e s P u b l i c Wo r k s o p e r a t i o n s a t a s i n g l e p r i m a r y l o c a t i o n a n d p r o v i d e s o p p o r t u n i t i e s f o r p h a s e d c o n s t r u c t i o n b o t h f o r i n i t i a l s i t e d e v e l o p m e n t a n d f o r f u t u r e e x p a n s i o n . •P r i o r i t i z e m o d e r n , s a f e a n d e q u i t a b l e s p a c e s f o r a l l s t a f f s p a c e s , i . e . s a f e t y i n w o r k s h o p a n d m a i n t e n a n c e b a y s w i t h h e a v y e q u i p m e n t a n d a p p r o p r i a t e l o c k e r r o o m a n d a m e n i t i e s f o r f e m a l e s t a f f . •D e f i n e t h e r o l e o f t h e f a c i l i t y w i t h i n t h e c o n t e x t o f t h e g r e a t e r m u n i c i p a l n e t w o r k ( o t h e r c i t y d e p a r t m e n t s ) a n d a s a c o m m u n i t y r e s o u r c e . 5 ## FCA AND NEEDS ANALYSIS 6 N e w P u b l i c Wo r k s F a c i l i t y F a c i l i t y C o n d i t i o n A s s e s s m e n t ## Executive Summar y •C o m p l e t e d F a c i l i t y C o n d i t i o n A s s e s s m e n t ( F C A ) o n s i x ( 6 ) P u b l i c Wo r k f a c i l i t i e s ~ 2 9 , 8 6 6 S F i n l a t e 2 0 2 4 . •I d e n t i f i e d $ 4 . 6 M o f d e f e r r e d m a i n t e n a n c e n e e d s o v e r t h e n e x t 1 0 y e a r s . O f t h a t $ 4 . 6 M , $ 3 . 5 n e e d s t o b e a d d r e s s e d i m m e d i a t e l y. o“Do Nothing plan” i.e. if the city does nothing, this is the e x p e c t e d m a i n t e n a n c e c o s t o n t h e P u b l i c Wo r k s f a c i l i t i e s , h o w e v e r , i t i s n o t r e c o m m e n d e d t o i n v e s t i n t h e d e f e r r e d m a i n t e n a n c e b a s e d o n t h e F C A f i n d i n g s . •North Shop was identified in the “critical” condition. •Old Fire Station was identified in the “poor” condition. ## South Shop ## M Health Storage Bays ## North Shop ## Old Fire Station ## Water Treatment Plant ## Garage ## Hanger E Storage * Findings and estimates from walkthrough completed in October 2024 and presented to Council in February 2025. 7 N e w P u b l i c Wo r k s F a c i l i t y F a c i l i t y C o n d i t i o n A s s e s s m e n t ## Facility Condition Index (FCI) ## Facility ListConstruction Year ## Facility SF Pres. Day Repl. ## CostsBuilding Repl. Cost10-Year DM CostsFCI Hanger E Storage2000-$ -$ -$ #DIV/0! M Heal th Storage1600-$ -$ -$ #DIV/0! ## North Shop 1956/1960/1972 11,700 400$ 4,680,000$ 3,316,250$ 0.5808 Ol d Fi re Department19726,608 400$ 2,643,200$ 1,330,150$ 0.4125 South Shop?4,000 100$ 400,000$ 6,500$ 0.0133 Water Treatment Pl ant Garage20213,958 450$ 1,781,100$ 17,531$ 0.0081 8 N e w P u b l i c Wo r k s F a c i l i t y F C A a n d S p a c e N e e d s : N o r t h S h o p a n d F i r e H a l l 9 N e w P u b l i c Wo r k s F a c i l i t y F C A a n d S p a c e N e e d s : N o r t h S h o p a n d F i r e H a l l 10 ## SCHEMATIC DESIGN ## PROGRESS 11 N e w P u b l i c Wo r k s F a c i l i t y S i t e P l a n 12 N e w P u b l i c Wo r k s F a c i l i t y F l o o r P l a n s ## OFFICES AND STAFF ## SUPPORT SPACES ## WORKSHOPS ## MAINTENANCE BAYS ## VEHICLE STORAGE ## MEZZANINE 13 N e w P u b l i c Wo r k s F a c i l i t y F l o o r P l a n : O f f i c e 14 N e w P u b l i c Wo r k s F a c i l i t y F l o o r P l a n : Wo r k s h o p s 15 N e w P u b l i c Wo r k s F a c i l i t y F l o o r P l a n : M a i n t e n a n c e B ay s 16 N e w P u b l i c Wo r k s F a c i l i t y E x t e r i o r B u i l d i n g M a t e r i a l s ## Precast ## Utility Brick ## City Hall, Police & Fire ## Wood Accent Material ## Metal, Phenolic, Siding ## Metal Panel ## Translucent Wall Panel ## Insulated Glass 17 N e w P u b l i c Wo r k s F a c i l i t y E x t e r i o r P e r s p e c t i v e 18 N e w P u b l i c Wo r k s F a c i l i t y E x t e r i o r P e r s p e c t i v e 19 N e w P u b l i c Wo r k s F a c i l i t y E x t e r i o r P e r s p e c t i v e 20 N e w P u b l i c Wo r k s F a c i l i t y C o s t E s t i m a t e O v e r v i e w ## Pre-DesignSchematic Design ## Total Gross Square Feet110,000 SF119,000 SF ## Construction Costs$38.37M$38.21M ## Soft Costs$6.84M$6.87M ## Total Project Costs$45.2M$45.1M ## Project Costs (2027)$48.9M$48.8M 21 N e w P u b l i c Wo r k s F a c i l i t y C o s t O v e r v i e w : O p t i o n 2 ## Schematic ## Design ## SD Option 2 ## No Cold ## Storage ## Total Gross ## Square Feet ## 119,000 SF102,500 SF ## Construction ## Costs ## $38.21M$34.19M ## Soft Costs$6.87M$6.79M ## Total Project ## Costs ## $45.1M$40.98M ## Project Costs (2027) ## $48.8M$44.32M ## REPLACE WITH GREEN SPACE 22 N e w P u b l i c Wo r k s F a c i l i t y C o s t O v e r v i e w : O p t i o n s 3-4 ## Schematic ## Design ## SD Option ## 3A Reduce Maint. ## Bays, Precast ## Cold Storage ## SD Option ## 3B ## Reduce ## Maint. Bays, ## PEMB Cold ## Storage ## SD Option 4 ## Reduce ## Maint. Bays, ## No Cold ## Storage ## Total Gross ## Square Feet ## 119,000 SF110,200 SF110,200 SF93,700 SF ## Construction ## Costs ## $38.21M$34.84M$33.27M$30.82M ## Soft Costs$6.87M$6.81M$6.80M$6.74M ## Total Project ## Costs ## $45.1M$41.65M$40.01M$37.56M ## Project Costs (2027) ## $48.8M$45.05M$43.34M$40.62M 23 N e w P u b l i c Wo r k s F a c i l i t y C o s t O v e r v i e w : O p t i o n 5 ## Schematic ## Design ## SD Option ## 5A ## Reduce ## Maint. Bays, ## Reduce ## Precast Cold ## Storage ## SD Option ## 5B ## Reduce ## Maint. Bays, ## Reduce ## PEMB Cold ## Storage ## Total Gross ## Square Feet ## 119,000 SF103,700 SF103,700 SF ## Construction ## Costs ## $38.21M$33.60M$32.49M ## Soft Costs$6.87M$6.78M$6.78M ## Total Project ## Costs ## $45.1M$40.34M$39.27M ## Project Costs (2027) ## $48.8M$43.69M$42.47M ## REDUCE TO 10,000 SF 24 N e w P u b l i c Wo r k s F a c i l i t y C o s t O v e r v i e w : O p t i o n 6 A ## Schematic ## Design ## SD Option ## 6A ## Simplified Footprint (2- ## Story Office), ## PEMB Cold ## Storage ## Total Gross ## Square Feet ## 119,000 SF ## 110,200 SF ## Construction ## Costs ## $38.21M ## $33.42M ## Soft Costs$6.87M ## $6.80M ## Total Project ## Costs ## $45.1M ## $40.22M ## Project Costs (2027) ## $48.8M ## $43.50M Assumes reduced program for Maintenance Bays and full program for Cold Storage. Second level office area requires elevator. Assumes locating training room, kitchen, locker rooms, and building support at upper level. ## CURRENT:SIMPLIFIED: 25 N e w P u b l i c Wo r k s F a c i l i t y C o s t O v e r v i e w : O p t i o n 6 B ## Schematic ## Design ## SD Option ## 6B ## Simplified Footprint (1- ## Story Office), ## PEMB Cold ## Storage ## Total Gross ## Square Feet ## 119,000 SF ## 121,000 SF ## Construction ## Costs ## $38.21M ## $35.82M ## Soft Costs$6.87M ## $6.85M ## Total Project ## Costs ## $45.1M ## $42.68M ## Project Costs (2027) ## $48.8M ## $46.16M Assumes reduced program for Maintenance Bays and full program for Cold Storage. To minimize overgrowing of Vehicle Storage, assumes removal of Training Room and increase in Kitchen to accommodate PW staff only needs (approx. reduction of 1,000 SF). Program of Vehicle Storage increases to align with footprint needs of office space within box. ## CURRENT:SIMPLIFIED: 26 N e w P u b l i c Wo r k s F a c i l i t y C o s t E s t i m a t e O v e r v i e w ## Schematic ## Design ## SD Option 2 ## No Cold ## Storage ## SD Option ## 3A ## Reduce ## Maint. Bays, ## Precast Cold ## Storage ## SD Option ## 3B ## Reduce ## Maint. Bays, ## PEMB Cold ## Storage ## SD Option 4 ## Reduce ## Maint. Bays, ## No Cold ## Storage ## SD Option ## 5A ## Reduce ## Maint. Bays, ## Reduce ## Precast Cold ## Storage ## SD Option ## 5B ## Reduce ## Maint. Bays, ## Reduce ## PEMB Cold ## Storage ## SD Option ## 6A ## Simplified Footprint (2- ## Story Office), ## PEMB Cold ## Storage ## SD Option ## 6B ## Simplified Footprint (1- ## Story Office), ## PEMB Cold ## Storage ## Total Gross ## Square Feet ## 119,000 SF102,500 SF110,200 SF110,200 SF93,700 SF103,700 SF103,700 SF110,200 SF121,000 SF ## Construction ## Costs ## $38.21M$34.19M$34.84M$33.27M$30.82M$33.60M$32.49M$33.42M$35.82M ## Soft Costs$6.87M$6.79M$6.81M$6.80M$6.74M$6.78M$6.78M$6.80M$6.85M ## Total Project ## Costs ## $45.1M$40.98M$41.65M$40.01M$37.56M$40.34M$39.27M$40.22M$42.68M ## Project Costs (2027) ## $48.8M$44.32M$45.05M$43.34M$40.62M$43.69M$42.47M$43.50M$46.16M NOTE: Opportunity to bid Cold Storage as add alternate for all applicable scenarios. PEMB Cold Storage solution requires variance from city’s zoning ordinances. 27 N e w P u b l i c Wo r k s F a c i l i t y P u b l i c Wo r k s F a c i l i t y C o m p a r i s o n s ## Project Cost at BidAdjusted Project Cost (2025) Cost / SF (2025) ## Forest Lake$45.1M$ 379 / SF ## Inver Grove Heights(in design)$48.9M$ 432 / SF Rosemount $35M (2022)$40M$ 357 / SF Cottage Grove$13.3M (2024)$13.9M$ 386 / SF Oakdale$31.1M (2024)$32.3M$ 445 / SF Swift County$6.78M (2025)$6.78M$ 385 / SF 28 ## SCHEDULE & NEXT STEPS 29 N e w P u b l i c Wo r k s F a c i l i t y P ro j e c t S c h e d u l e •C o u n c i l S D P r e s e n t a t i o n : M a r c h 2 0 2 6 •D e s i g n D e v e l o p m e n t : A p r i l – J u n e 2 0 2 6 ( 3 m o n t h s ) •C o n s t r u c t i o n D o c u m e n t s : J u l y – O c t o b e r 2 0 2 6 ( 4 m o n t h s ) •B i d d i n g : N o v e m b e r – D e c e m b e r 2 0 2 6 •C o n s t r u c t i o n M o b i l i z a t i o n : S p r i n g 2 0 2 7 •S u b s t a n t i a l C o m p l e t i o n : S u m m e r 2 0 2 8 ( 1 4-1 6 m o n t h s ) N OT E : D e s i g n D e v e l o p m e n t m u s t b e g i n b y M a y 2 0 2 6 t o k e e p o n s c h e d u l e f o r a S p r i n g 2 0 2 7 m o b i l i z a t i o n . 30 N e w P u b l i c Wo r k s F a c i l i t y D e s i g n P h a s e s D e s i g n D e v e l o p m e n t •Ta k e s t h e S D C o n c e p t s o n e s t e p f u r t h e r. •C o n d u c t U s e r G r o u p m e e t i n g s w i t h a l l s t a f f . •L a y s o u t m e c h a n i c a l , e l e c t r i c a l , p l u m b i n g , s t r u c t u r a l , a n d a r c h i t e c t u r a l d e t a i l s . •R e s u l t s i n d r a w i n g s t h a t o f t e n s p e c i f y d e s i g n e l e m e n t s s u c h a s m a t e r i a l t y p e s a n d l o c a t i o n o f w i n d o w s a n d d o o r s . •S p e c i f i c r o o m l a y o u t s a n d a m e n i t i e s a r e f i n a l i z e d w i t h b u i l d i n g u s e r s . •F l o o r p l a n s , s e c t i o n s , a n d e l e v a t i o n s w i t h f u l l d i m e n s i o n s i n c l u d i n g d o o r a n d w i n d o w d e t a i l s a n d o u t l i n e m a t e r i a l s p e c i f i c a t i o n s . •F o r m a l a p p r o v a l b y C i t y C o u n c i l . 31 N e w P u b l i c Wo r k s F a c i l i t y D e s i g n P h a s e s C o n s t r u c t i o n D o c u m e n t s •O n c e t h e O w n e r a n d A r c h i t e c t a r e s a t i s f i e d w i t h t h e d o c u m e n t s p r o d u c e d d u r i n g D D, t h e A r c h i t e c t m o v e s f o r w a r d a n d p r o d u c e s d r a w i n g s w i t h g r e a t e r d e t a i l . T h e s e d r a w i n g s t y p i c a l l y i n c l u d e s p e c i f i c a t i o n s f o r c o n s t r u c t i o n d e t a i l s a n d m a t e r i a l s . •A c o s t e s t i m a t e i s c o m p l e t e d . •T h e c o n s t r u c t i o n d o c u m e n t p h a s e p r o d u c e s a s e t o f d r a w i n g s a n d s p e c i f i c a t i o n s t h a t i n c l u d e a l l p e r t i n e n t i n f o r m a t i o n r e q u i r e d f o r a c o n t r a c t o r t o p r i c e a n d b u i l d t h e p r o j e c t . •A p p r o v a l b y t h e C o u n c i l i s s o u g h t t o p r o c e e d . 32 N e w P u b l i c Wo r k s F a c i l i t y P r o j e c t D e l i v e r y O p t i o n s ## Owner A r c h i t e c tGC ## Owner A r c h i t e c tCM S u b c o n t r a c t o r s ## Owner A r c h i t e c tCM G e n e r a lC o n t r a c t o rC M a R( a tR i s k )C M A( A d v i s o r ) S u b c o n t r a c t o r s P r i m e ## Contacts D i r e c t S e l e c t o r C o m p e t i t i v e R F P 33 N e w P u b l i c Wo r k s F a c i l i t y C o m m u n i t y E n g a g e m e n t 34 N e w P u b l i c Wo r k s F a c i l i t y C o m m u n i t y E n g a g e m e n t Examples: CLEAR. CONSISTENT. COMMUNITY-CENTERED. ## Strategic Messaging & Newsletter ## Project Branding ## Community Meetings & Social Media ## FAQ & Project Info 35 N e w P u b l i c Wo r k s F a c i l i t y N e x t S t e p s A c t i o n I t e m s •R e c o m m e n d a t i o n o f P r o j e c t S c o p e ➢I n c o r p o r a t e i n B a s e B i d : R e d u c t i o n o f M a i n t e n a n c e B a y s ➢C o l d S t o r a g e : M a t e r i a l , S i z e , a n d B a s e B i d o r A l t e r n a t e ? •R e c o m m e n d a t i o n t o P r o c e e d w i t h D e s i g n ➢C o n s i d e r a t i o n o f d e s i g n s e r v i c e s p r o p o s a l . •R e c o m m e n d a t i o n o n P r o j e c t D e l i v e r y M e t h o d : G C , C M a R o r C M A ? ➢C o n s i d e r a t i o n o f c o n s t r u c t i o n m a n a g e m e n t s e r v i c e s p r o p o s a l . •R e c o m m e n d a t i o n o n C o m m u n i t y E n g a g e m e n t S t r a t e g i e s 36 ## STAFF REPORT ## MEETING DATE: March 30, 2026 TO: Mayor Roberts and Members of the City Council ## STAFF ORIGINATOR: Jolleen Chaika, Assistant City Administrator ## AGENDA ITEM: Wellness Committee ______________________________________________________________________________ ## INTRODUCTION: The City of Forest Lake Wellness Committee was established in 2026 to support employee health, well-being, and overall quality of life. The Committee promotes positive behaviors and healthy lifestyle choices that contribute to a productive workplace, improved morale, and employee retention. For 2026, the Committee has developed a series of monthly wellness initiatives to encourage staff participation. To increase engagement, the Committee proposes a participation-tracking system tied to a year-end incentive, providing employees with a clear goal aligned with monthly wellness activities. The Committee has also established a “Care Café” for staff, offering healthy snack and beverage options through a self-pay honor box system. An Honor Box Procedure has been developed to guide its use and is attached for reference. ## ANALYSIS: The Wellness Committee is requesting City Council authorization to implement a vacation accrual incentive of up to eight (8) hours annually for employees who complete all monthly wellness initiatives. Beginning in 2027, eligible employees would earn up to eight (8) hours of vacation time per year, to be used in the following calendar year, upon completion of each month’s wellness activity. Employees unable to participate due to work schedules may submit verification of a comparable wellness activity to qualify. For the 2026 program year, the incentive would be prorated to reflect implementation beginning in April. This equates to approximately 0.67 hours per month from April through December, for a maximum of 6.03 hours of vacation time available for use in 2027. The Committee will coordinate promotion of monthly initiatives and track participation. The program is intended to support employee well-being while reinforcing work-life balance. 37 ## RECOMMENDATION: Discussion only. If the Council supports this incentive framework, staff will return with a formal approval request on the April 13, 2026 Consent Agenda. ## ATTACHMENTS: ## • Wellness Program 2026 Goals Calendar ## • Honor Box Procedure 38 ## City of Forest Lake ## 2026 WELLNESS PROGRAM GOALS 2026 ## JANUARY FEBRUARY ## MARCH ## APRIL ## MAY ## JUNE ## Awareness Welcome to ## Wellness ## Heart Health Diabetes Awareness Get Moving ## Melanoma/Skin ## Cancer ## Awareness ## Healthy Eating ## Programs/Events ## City Hall Tours: ## Workout & Locker ## Rooms; Kitchen; ## Wellness Room ## Forest Lake Rotary ## Winter Plunge 02/28/26 ## Kickoff the Care Café ## Tour of Walking ## Path ## In-House Speaker or webinar link to skin care ## Eat Healthy ## Potluck ## Targeted ## Initiatives ## Encourage Employees to self- assess their health Encourage blood pressure checks Encourage blood sugar checks Importance of Staying active & in motion Encourage annual dermatology/skin checks Employees bring healthy foods to share w/recipe ## Environment/ ## Culture Break the barrier to wellness among ## City Employees ## Encourage participation in Plunge: participate/ attend/donate Offer healthy, low- sugar snack options in break room(s) Encourage walking; apples/bananas & city water bottle giveaway ## Distribute sunscreen &/or FL ## Baseball Caps Set up a shared site for recipe swap 2026 ## JULY ## AUGUST ## SEPTEMBER ## OCTOBER ## NOVEMBER ## DECEMBER ## Awareness ## Heat Awareness ## Preventative ## Health ## Community Outreach ## Mental Health, ## Stress Reduction & Suicide ## Prevention ## Financial ## Wellness/ ## Planning ## Emotional Health and Wellbeing ## Programs/Events ## Link to Awareness webinar ## Share Links for awareness: sleep, teeth, vision, hearing ## Connect/Tour Senior ## Center; Organize group ## for Shawn Silvera Walk On site speaker w/healthy lunch ## Provide links/resources for Finances, wills, etc. ## Holiday Potluck ## Targeted ## Initiatives Encourage employees to be aware of extreme weather factors that play into health ## Encourage employees to schedule preventative care Encourage volunteerism & community engagement ## Encourage mindfulness & importance of stress reduction Increase financial literacy Importance of connection with others ## Environment/ ## Culture ## Frozen Yogurt/ healthy toppings & water bottle giveaway Offer discounted purchase of health devices ## Team Building efforts: Hearts & Hammers, Habitat for ## Humanity, Good Samaritans, ## Community Cleanup ## Encourage EAP ## Support ## Encourage EAP ## Support ## Employee gathering to create connections 39 ## Forest Lake Honor Box Procedure 1. Purpose The purpose of this procedure is to establish clear governance, accountability, and internal controls for the management of an honor box operated by the Wellness Committee. This procedure is intended to ensure transparency, safeguard funds, and maintain employee trust. 2. Scope This procedure applies exclusively to honor boxes operated by the Wellness Committee within City-owned facilities. An honor boxes is intended for internal employee use and is not open to the general public. This procedure does not apply to: • Public-facing concessions or sales; • Vendor-operated honor boxes; • Fundraising activities conducted by external organizations. Wellness Committee honor boxes remain subject to City administrative oversight and applicable financial controls, regardless of the intended use of proceeds. 3. Definitions • Honor Box: A self-service box or stand offering items for sale or donation where payment is made voluntarily without direct supervision. • Committee: The authorized group responsible for day-to-day oversight of the honor box. • Assistant City Administrator: The City’s designee with supervisory authority under this procedure. • Proceeds: All cash or other consideration received from honor box activity. 4. Authorization and Oversight 4.1 Authorization • Operation of an honor box requires prior written approval of the City Administrator. • The City Administrator may require City Council authorization depending on the purpose and use of proceeds. ## 4.2 Assistant City Administrator Oversight • The Assistant City Administrator, or designee, shall provide administrative oversight and may suspend or terminate honor box operations at any time for noncompliance, internal control concerns, or operational risk. 40 • The Assistant City Administrator shall approve the committee membership and designate a staff liaison, if appropriate. ## 4.3 Committee Responsibilities The Committee is responsible for: • Operating the honor box in compliance with this procedure and applicable City financial policies; • Establishing written operating procedures, subject to Assistant City Administrator review; • Selecting items offered and setting prices or suggested donations; • Ensuring accurate collection, documentation, and deposit of proceeds; • Cooperating with audits, reviews, or inspections as necessary. ## 5. Internal Controls and Separation of Duties • No single individual may control inventory selection, cash handling, recordkeeping, and deposits. • At least two individuals must be present for cash counts and must sign the collection log. • The City may rotate committee members or assign staff oversight to mitigate risk. ## 6. Financial Management 6.1 Pricing and Signage • Prices or suggested donation amounts must be clearly posted. • Signage shall state the purpose of the honor box and the approved use of proceeds. ## 6.2 Cash Handling and Collection • The honor box must be reasonably secured. • Collections shall occur on a schedule approved by the City Administrator or designee. • Cash counts must be documented on a City-approved form. ## 7. Inventory Management • Inventory purchases must be pre-approved and documented. • A basic inventory log shall be maintained and available for review. • Expired, damaged, or unsellable items shall be removed promptly. 8. Use of Proceeds • Proceeds shall be used only for the purpose approved by the Assistant City Administrator or designee. • Any change in use requires prior written approval. 41 8.Ethics, Conduct, and Compliance •No individual may personally profit from honor box operations. •Suspected theft, misuse, or irregularities must be reported immediately to the Assistant City Administrator, Finance Director, or appropriate authority and may result in termination. 9.Reporting, Audit, and Records •The committee include a summary report, including revenues, expenses, and ending balances, at each Wellness Committee meeting. •Records shall be retained in the Committee meeting minutes. •Honor box operations are subject to audit or review at any time. 10.Risk Management •While honor boxes are inherently based on trust, reasonable safeguards must be maintained. •The Assistant City Administrator may require additional controls or review based on risk. 11.P rocedure Review and Termination •This procedure shall be reviewed periodically by Administration. •The City Administrator may suspend or terminate an honor box operation for noncompliance or risk concerns. 12.E ffective Date This procedure is effective upon approval by the Wellness Committee and Assistant City Administrator. 42