Maintaining Equipment

Q How can we source replacement parts to maintain aging specialty equipment, like street sweepers or garbage trucks, when parts are discontinued?

LMC As equipment ages, replacement parts can become difficult or impossible to find, and modifications may be necessary. This can be especially frustrating when equipment is used frequently and needs to be repaired or modified quickly. Most equipment repairs and modifications are subject to Occupational Safety and Health Administration (OSHA) general industry standards, environmental health rules, and federal and state transportation department regulations.

Generally, repairs or modifications must not affect the safe operation of the equipment.

When repairing or modifying aging equipment:

• Determine whether the repair or modification can be made safely.
• Consider the cost. If a repair or modification is too expensive, replacing the equipment may be the better option.
• Contact the manufacturer for advice on repairs or modifications.
• Look for obsolete parts through specialized salvage yards, original equipment manufacturer surplus suppliers, or aftermarket alternatives.
• Consult industry professionals about engineering and manufacturing standards for custom parts or modifications.
• Use qualified personnel to perform repairs or modifications.
• Document repairs and modifications as required by OSHA standards.
• Update manuals, signage, and decals before returning the equipment to service.
• Provide any necessary staff training resulting from the repair or modification.

Safety should be the top priority when repairing or modifying aging equipment. Once equipment is flagged as obsolete or difficult to maintain, municipal budgeting should prioritize its planned replacement.

Answered by Loss Control Consultant Josh Lee: [email protected].

Short-Term Rentals

Q What can cities do to regulate short-term rental properties like those found through Airbnb and Vrbo?

LMC If your city is interested in regulating short-term rentals, begin by identifying the specific concerns you want to address. From there, cities can consider several regulatory tools to find the right approach. Looking at how other Minnesota cities regulate short-term rentals can also provide a helpful starting point.

Permitting: Cities can require short-term rental businesses to obtain a license from the city. A city’s ordinance can also address common concerns, such as noise and parking.

Zoning: Cities can regulate short-term rentals through their zoning regulations. Some cities create a separate zoning classification and limit the number of short-term rentals or how close they can be to one another. Others treat them like hotels or motels and regulate them as commercial uses.

Taxation: Short-term rentals are subject to local sales and use taxes, including applicable local lodging taxes. When a business arranges rentals through a platform like Airbnb, the “accommodations intermediary” is responsible for collecting, reporting, and remitting the taxes.

For more information about regulating short-term rentals, contact [email protected].

Answered by 2026 Summer Law Clerk Joseph Cella.

Paid Leave Plans

Q What are the considerations and process for switching from the state Minnesota Paid Leave plan to an equivalent private plan?

LMC Cities can provide Minnesota Paid Leave through the state plan or an approved equivalent plan. Each option has advantages and considerations. The state plan may be simpler to administer because the Minnesota Department of Employment and Economic Development (DEED) manages the program. An equivalent plan may offer more flexibility or make it easier to coordinate Minnesota Paid Leave with other employee benefits, but it may require more claims management and employee communication.

An approved equivalent plan can be offered through an insurance carrier or as a self-insured plan. It must provide benefits and protections at least equal to those provided under the state plan and employee costs cannot exceed those under the state plan.

To switch to an equivalent plan, a city must submit an Equivalent Plan Substitution Request and required documentation through its Minnesota Paid Leave account with DEED. A nonrefundable processing fee of $250, $500, or $1,000 applies, depending on the size of the employer.

Plan ahead: Equivalent plans can begin only on the first day of a quarter and must remain in effect for a full year. Applications are due by the 15th day of the second month before the start date. For example, an April 1 start requires an application by Feb. 15.

Cities should also plan for the transition and notify employees about the change. Generally, leave beginning before the effective date remains with the state; leave beginning on or after that date is administered under the equivalent plan.

Answered by HR Member Consultant Erin Eden: [email protected].