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Home My WebLink AboutMay 17, 2004 Work SessionCITY OF COLUMBIA HEIGHTS 590 40th Avenue N.E., Columbia Heights, MN 55421-3878 (763) 706-3600 TDD (763) 706-3692 Visit Ottr Website at: www. ci. coh~mbia-heights, mn.us Mayor dzdienne Wyckoff Councilmembers Robert A. Williams Bruce NmvrocM Tammera Ericson Bruce Kelzenberg City Mana.qer Walt Fehst A DMINIS TRA TION NOTICE OF CITY COUNCIL MEETING to be held in the CITY OF COLUMBIA HEIGHTS as follows: Meeting of: Date of Meeting: Time of Meeting: Location of Meeting: Purpose of Meeting: COLUMBIA HEIGHTS CITY COUNCIL MAY 17, 2004 7:00 P.M. CONFERENCE ROOM 1 WORK SESSION AGENDA 1. Selection of' an Auction House Services vendor for the auctioning of surplus City property and Police confiscated items. 2. SAC/WAC fees 3. Infiltration/Inflow Program: Sump Pump discozmect program development 4. Sewer backup policy 5. City survey The City of Columbia Heights does not discriminate on the basis of disability in the achnission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights' services, programs, and activities. Auxiliary aids for handicapped persons are available upon request when the request is made at least 96 horn's in advance. Please call the City Council Secreting/at 706-3611, to make arrangements. (TDD/706-3692 for deaf or hearing impaired only) THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OF{ THE PROVISION OF SERVICES ~'QUAL OPPORTUNITY E~MPLOYEF{ Work Session CITY COUNCIL LETTER Meetin of Ma 24,2004 AGENDA SECTION: Consent ORIGINATING DEPARTMENT CITY MANAGER NO. POLICE APPROVAk: '~'~I ITEM: Selection of auction house for auctioning of BY: Thomas M. Johnson,:~_ BYi .~'~,,..fl NO. excessCityitems, departmentevidence, and DATE Mayl3,2004 O~) ~/ DA¥~ /~', ~ found property. M'~r~}3 BACKGROUND Back on July 21, 2003, the Police Chief approached the City Council at a work session reference using an auction house to auction off excess City property, department evidence and found property. At that time, the Chief of Police reported to the Council that for the past several years the Police Department has set up, organized, and hired an auctioneer for the annual auction. This function is extremely labor intensive, taking up many valuable hours of staff time. The Chief of Police has discovered that other cities in Anoka County contract with an auction house to come and pick up excess items, evidence, and found property. Theytake the items to their auction house, have them track, set up, sell the items, and then receive a check for the profits. The auction house does this at a cost of around 35% of the revenue. This would include vehicles and excess maintenance equipment. During the past month, I have approached four auction houses used by other cities in our area, or that are in our area. I have attached a matrix based on the frequency of auctions that the auction has, marketing costs, fees charged, and the fee for auctioning vehicles. I have also included a copy of the proposal received from each of the auction houses. ANALYSIS/CONCLUSION In order to save staff time and to maximize our return, and after reviewing each of the proposals we received and discussing the proposals with the Finance Director, it is our recommendation to contract with Auction Masters auction house of Maple Grove on a one-year trial basis. RECOMMENDED MOTION: Move to authorize the Mayor and the City Manager to enter into a one-year contract with Auction masters of Maple Grove for auctioning excess city property, unclaimed/forfeited police evidence, and found property. TMJ:mld 04-065 COUNCIL ACTION: Name Date & Place Marketing Fee Vehicles Costs 1. Auction Masters Weekly, Maple Grove Included in 10% buyers' fees 10% Used by Coon Rapids commission 25% commission Police Department $75/hour--2 men and track 2. I.M. Peterson Co. As set by City or Included in No buyers' fee. 35% If we bring, Used by Lino Lakes auctioneer commission includes trucking and ads. $1 O/each. Police Department Does not include legal papers if required. If they pick up, $35/each 3. Anoka-Big Lake As set by City or Not to exceed 35% includes picking up 7% Auctions auctioneer $250 items. 10% buyers' fee Used by Blaine & Fridley Police Departments 4. Hiller Auction As set by auctioneer. None Items selling for: Included Service 10-12 per year or as $1-$200 20% fee they have product to $201-$400 15% fee sell. $401-$600 10% fee $601-$800 5% fee $801-plus 0% fee Buyer pays a 10% fee $50/hour to pick up items (driver only). Plus $20/hour for each person needed, in addition to the driver. Estimated cost between $75-$100/vehicle. COLUMBIA HEIGHTS POLICE DEPARTMENT TO: City Manager Walt Fehst FROM: Thomas M. Johnson, Chief of Police SUBJECT: Discussion Item for July 21, 2003 Work Session DATE: July 15, 2003 I would like to discuss the possibility of contracting the auctioning of excess city items, police department evidence and found property by a contract service. At the current time and for several years, the Police Department has set up, organized, and hired an auctioneer for the annual auction that takes many hours of stafftime. I am proposing that we look at what other cities around us do, which is to contract with an auction house to come and pick up our excess items, take them to their auction house, have them track, set up, and sell the items, and then receive a check for the profits. This is what other municipalities in our area are doing at a cost of around 35% of the revenue. This would include vehicles and excess shop equipment. Brooklyn Park, Lino Lakes and Blaine use: John Link, Anoka-Big Lake Auctions 17020 Highway 10 Big Lake, Minnesota 55309 They pick up the property and charge 35% of the revenue. The cities in the auction split the $400- $450 advertising fees. Coon Rapids uses: Auction Masters www. auctionmasters.com 19150 Territorial Road Osseo, Minnesota 55369 Coon Rapids delivers their items to the auction house, but the fee is 25%. They feel they save staff time and are able to be involved in the auctions more fi:equently. ! would like to see us consider the use of mn auction house, rather than doing the auction intemaliy. Savings would include set up time, security, and support staff on auction day, and prep time for the auction itself. TMJ:mld 03 -097 19150 Territorial Road Osseo, Mn 55369 76-3-428-2271 Fax: 763-428-8355 TOll Free: 1-888-671-7640 Website: www. auctionmasters, corn To: Chief Tom Johnson Columbia Heights Police Dept. From: Greg Christian Date: April 27, 2004 Re: Auction Proposal for Surplus and Seized Property AUCTION DATE AND PLACE * Auction Master's Weekly Auctions on an agreed upon date. At Our Auction Center in Maple Grove * Cost Included in Commission * Marketed in Newspaper Ads, Flyers, Calendars and on the Web Site. * We will Market a Variety of Buyers from Retail to Wholesale. * Ail items will be sold "AS Is", * 25% Commission * Trucking Costs (We will arrange and deduct from proceeds) Cost: $.75.00 per hour for 2 men and a truck.. You could also do your own trucking. SPECIAL NOTES: * We have regular weekly auctions at our Auction Facility withe u~ry lazes flow ~fauctionbuyers. INSTITUTIONAL CLIENTS (Recent and Ongoing) FINANCIAL INSTITUTIONS Wells Fargo Firstar Bank Heritage Bank Samboy Financial Citizen's Mortgage Symmetric investments Liberty Leasing National Loans and Investors Wells Fargo Equipment Finance Investment Financial Services First National Bank Anchor Bank Community First Financial Carlton Financial C=roup Citizen's State Bank Equity Lending GE Capital Leasing Prior Lake State Bank Transamerica Bank GOVERNMENT AGENCIES United States Postal Service St. Paul Civic Center Hennepin County Sheriff City of St. Louis Park City of Ramsay City of North Mankato Hennepin Count7 Tax Forfeiture Minneapolis Convention Center United States Marshall Service Minnesota State Fair St. Paul Port Authority City of Shoreview City of Coon Rapids Metropolitan Airport Commission Bankruptcy T~ustee EDUCATIONAL INSTITUT~ONR University of Minnesota Minneapolis School District Bloomington School District New Horizon Day Care ,Mounds View School District Big Lake-Scheols Hopkins School District Robbinsdate Scheet- Dtstrtc~ ,,Dakota County Secondar~ TechniCal Rosevitle. Schoo~ District North SZ. Paul School District NE- Metro Technical College St. Paul School District Anoka Vocational Technical Crown College rWeSt St Paul School District Colunbia Heights School District Hemline University Osseo School District Maple Grove School District :Henne~in Technical Spring Lake Park School District St. Paul Technical College Richfield Sc heot~ District /M~inn_~o~ ~nmmu_ni?.v- e_nd ~' ~eCJ~t~- CoJle. g~ OUR FACILITY METRO HUB OF AUCTION COMMERCE For Sellers With No Auction Site * Metro location 20 minutes f;om downtown. '* 12,000 square foot 8 year old building designed for auctions. * Loading docks for easy client/buyer in and out. ' Multiple electrical outte~s to demonstrate working equipment. * Ample theater seating and perking for large crowds. ,* On-site storage, semi trailers welcome, * F~It time experienced auction team, * Trucking and removal available. * Open daily 9:00 to 5:00, * 24 hour security. MULTI-BUSINESS SELLER AUCTIONS EVERY WED AND BY SPECIAL SCHEDULE 19150 Territorial Road Osseo, M~ 55369 Phone: 763-428-2271 Fax: 763-428-8355 Toll Free: 1-888-671-7640 Web Site: www.auetionmasters.com FACSIMILE COVER SHEET NUMBER OF PAGES (Including Cover Sheet) SPECIAL INSTRUCTIONS OR COMMENTS: ! ~ ~Auction Masters - Planning an Auction Page 1 of 1 Upcoming Auctions ~Planning An AuctiOn Why Choose Us PhilosophYlGoals Our Innovations Our Facility Directions To [Is Bidder information Homb, Auction Masters 19150 Territorial Road Osseo, MN 55369 Toll Free: 888-671-7640 Phone: 763-428-2271 Fax: 763-428-8355 sold@auctionmasters.corn Why When you contract Auction Masters, you sign onto our professional~ism and expertise developed over 35 futMime years, in t:he auction indust~. Sell by Auction? UNLIMITED MARKET POTENTIAL · Competitive bidding maximizes the selling price because every bi¢ bids their best price, · Buyers experience the raise in price, which creates a sense of urgency, · Urgency and competition with multiple buyers results in Unlirnite Market Potential What Are the Auction Steps? ASSETS TO CASH Auction Masters Contact Schedule Asset Evaluation Submit Auction Proposal Explain, Sign Contract T oral Marketing Plan S et up Auction Telephone Blitz Organize Catalog Conduct Buyer Inspection Auction Day Secured Checkout Handle Final Accounting TURN YOUR ASSETS ZNTO CASH! Call Greg or Denice 763-428-2271 http ://www. auctionmasters.com/planning.cfi-n 4/7/2004 Auction Masters - Upcoming Auctions Page 1 of 2 Planning Aa =AUctiOn Why Choose Us Saturday, April 17, 2004- 11:am Ryland Model Home Furniture Auction Center 19150 Territorial Rd. Osseo, MN Model Home Furniture & Decor Directions To Us Mailing USt Bidder Information Home Auction Masters 19150 Territorial Road Osseo, MN 55369 Toll Free: 888-671-7640 Phone: 763-428-2271 Fax: 763-428-8355 sold@a uctionmasters,com Wednesday, April 21, 2004 - 5:pm New Hardware Store Goods Auction Center 19150 Territorial Rd. Osseo, MN 3 SEMI LOADS Wednesday, April 28, 2004 - 5:pm New Office Furniture Auction Center 19150 Territorial Rd Osseo, MN 7 SEMI LOADS OF OFFICE FURNITURE & SUPPLIES Wednesday, May 5, 2004 - 5:pm Tools & Equipment Consignment Auction Center 19150 Territorial Rd. Osseo, MN TOOLS, EQUIPMENT & ELECTRICAL CONTRACTOR CONSIGNMENT AUCTION Wednesday, May 12, 2004 - 5:pm Trees, Shrubs, Plants Auction Center http://www.auctionmasters.com/auctions.cfin 4/16/2004 .Auction Masters - Upcoming Auctions Page 2 of 2 19150 Territorial Rd. Osseo, MN Wednesday, May 12, 2004 - 5:pm Music Store Auction Center 19150 Territorial Rd Osseo, MN Musical Instruments and Supplies Wednesday, May 19, 2004 - 5:pm Builders Outreach Fundraiser Auction Masters 19150 Territorial Rd. Osseo, MN Building Materials Model Home Furniture Office Furniture 7777 Saturday, May 22, 2004 - ~LO:am Tree &Shrub Treemendous Nursury 10515 Troy Ln. Maple Grove, MN Outstanding selection of TREES and SHRUBS HUGE SAVINGS! http ://www. auctionmasters.com/auctions.cfm 4/16/2004 Auction Masters - Planning an Auction Page 1 of 1 ~ 6pc,~i~g ~u°n~ !~ Planning An Auction Why Choose Us PhilosophylGoals Our Innovations our Facility :Mailing List .... .ome Auction Masters 19150 Territorial Road Osseo, MN 55369 Toll Free: 888-671-7640 Phone: 763-428-2271 Fax: 763-428-8355 sold@auctionmasters.com When you contract Auction Masters, you sign onto our professionalism and expertise developed over 35 fulMime years: in t:he au~ion indu:st~. Why Sell by Auction? UNLIMITED MARKET POTENTIAL Competitive bidding maximizes the selling price because every bic bids their best price. Buyers experience the raise in price, which creates a sense of urgency. Urgency and competition with multiple buyers results in Unlimite Market Potential What Are the Auction Steps? ASSETS TO CASH Auction Masters Contact Schedule Asset Evaluation Submit Auction Proposal Explain, Sign Contract T oral Marketing Plan S et up Auction Telephone Blitz Organize Catalog Conduct Buyer Inspection Auction Day Secured Checkout Handle Final Accounting TURN YOUR ASSETS INTO CASH! Call Greg or Denice 763-428-227:t http ://www.auctionmasters.com/planning.c fm 4/16/2004 Auction Masters - Why Choose Auction Masters Page 1 of 1 Planning An A~ctl0n Our Team Industries Served Clie AUCTION MASTERS OFFERS MORE SERVTCES THAN ANY OTHER AUCTION COMPANY OUr Innovations Our FaCility Directions To tis Mailing List Auction Masters 19150 Territorial Road Osseo, MN 55369 Toll Free: 888-671-7640 Phone:763-428-2271 Fax: 763-428-8355 sold@auctionmasters.com AUCTIONS AT YOUR SITE Asset Evaluation Auction Setup Showcasing Items Electronic Equipment Powerpoint Presentations Auction Catalog Internet Bidding Theater Seating Secured Checkout Full Service Clerking Detailed Final Accounting Final Clean Out AUCTIONS AT OUR FACIL All On-Site Services Plus Metro Location Multi-Business Seller Auctions On-Site Storage Trucking Available Open Daily, Auctions Weekly Ample Parking Loading Docks AUCTIONS AT ANY SITE Industry Specific Marketing Web Page on Auction Masters' Web Site 60 Mailing Lists of Proven Auction Buyers Auction Marketing Specialist-27 Years Experience Telemarketing Photo Flyers Ads in Targeted Newspapers and Trade Publications Skilled Full Time Staff 43 Years Accumulated Auctioneer Experience :[20 Years Accumulated Staff Experience http ://www.auctionmasters.com/why.cfm 4/16/2004 Auction Masters - Our Innovations Page 1 of 1 Auction Masters 19150 Territorial Road Osseo, MN 55369 Toll Free: 888-671-7640 Phone: 763-428-2271 Fax: 763-428-8355 sold@auctionmasters.com OUR INNOVATION MultM;>usiness Seller Every We:lnesdcJy yOUR NEED * Securib/Ol your ":', OUR INNOVATION · Sec.md check.,out procedt YOUR NEED * F. xper,,sive,-lo m~ve equlp o[ muliiple locoliorm OUR INNOVATION * D~gitol present~lkm at cemro~ oucdor~ site OUR NEED No s~oroge spoce f inveFdo~ ('md equip OUR tNNOVATI( * Storoge o~' our l untd ¢~; propriol~ YOUR NEED * lr'~ventories '¢ ',Nh'!~l [, OUR tNNOVATtOi D[str[b:ute over se weeldy ot],:zl[on s Use "opt~or~ time money" SELL NOW! Call Greg or Denice at 763-428-2271 http ://www. auctionmasters, corn/innovations, cfm 4/16/2004 Auction Masters - Directions to Our Facility Page 1 of 1 UpComing AuctiOns Planning An AuctiOn Why ChoOse Us Our Innovations Our Facility Directions To Us M~iling List ' Bidder InformatiOn Home Auction Masters 19150 Territorial Road Osseo, MN 55369 Toll Free: 888-671-7640 Phone: 763-428-2271 Fax: 763-428-8355 sold@auctionmasters.com The Auction Center is Located at: 19150 Territorial Road Osseo, MN 55369 AUCTION '~'AsTERS D150 Torritorlnl Road Os~o, MN OSth Ave. Exit From Minneapolis take 1-94 towards St. Cloud approximatly 20 mil Exit 95th Ave., left to second stop light (County Rd. 30). Continue 2 Miles on County Road 30 to County Road 101. Right on County Road 101, 2 1/2 Miles to Auction Center. http ://www.auctionmasters.com/directions.cfrn 4/16/2004 Auction Masters - Mailing List Page 1 of 1 ~ Plan~ing An AuCtiOn Why Choose Us PhiiosophylGoals Our InnoVatiOns OUr FaCility Directions To Us Mailing List Home Auction Masters 19150 Territorial Road Osseo, MN 55369 Toll Free: 888-671-7640 Phone: 763-428-2271 Fax: 763-428-8355 sold@auctionmasters.com Thank you for your interest in being a part of our upcoming auction e-n~ When we add a new auction listing to our web site we will e-mail you a summary of the sale. If you would like to add yourself to the list, please the form below then press the "Subscribe" button. Tf you would like to remove yourself from the list, please enter your infc and then press the "Unsubscribe" button. You will receive confirmation of your addition or removal via e-mail. First Name: Last Name: ~ E-IVlail Address: City: State: PeaseSeect ~ Please double check your information. http ://www. auctionmasters.com/list.c frn 4/16/2004 TO:COLUMBIA HEIGHTS PD POLICE (and surplus City goods) AUCTION Wednesday, April 7, 2004 Inspection: Auction: 3:00 PM 5:00 PM Location: Auction Masters www.auctionmasters.com 19150 Territorial Road Osseo, MN 55369 Ph. 763-428-2271 or 888-671-7640 Directions: 7 miles west of Osseo on Co. Rd. 81, then two blocks south on Co. Rd. 101 Items to be sold at public auction include the following: Electronics, tools, dozens of bicycles, miscellaneous surplus City supplies, and more! Note: 10% Buyer's Premium d~tl~. ZZ, /VV~f ~.~)OFl¥1 L, VVI~ rtr~rzuo [VLiVF I~JV, 011 r, I TO'COLUMBIA HEIGHTS RD POLICE (and. surplus Ci~ goods) AUCTION D~ednesday~ April 7~ 2004 Inspection: Auction: 3:00 PM 5:00 ]PM Location: Auction Masters www.auctionmasters, corn 19150 Territorial Road Osseo, MN 55369 l>h. 763-428-2271 or 888'671-7640 Directions: 7 miles west of Osseo on Co. Rd. 81, then two blocks south on Co. Rd. 101 Items to be sold atpublic auction include the following: Electronics, tools, dozens o£bicycles, m/scellaneous surplus City supplies, and more! Note: 10% Buyer's Premium APR 21,2004 07:13 I.M. Petorson Co. 6129268880 Pago 1 I.M. Peterson Co. Auctioneers & Appraisers P.O. Box 24735 * Edina, Mn. 55424 Tel: 612-819-3433 * EmalJ: hu:nJcf,},'ta;:ml.c(m~ '~0: Chief Tom Johnson Col. Heights Police Dept. RE: Proposal for Auction Service Chief Tom Johnson, As per our telephone conversation I'm sending you a Auction pr,posal fi~r selling your itcm.~ at Auction. My understanding is that these items arc to be removed from your premises and sold at our location at a later determined time, Our services would include the following: 1. All labor to pickup and sell your items at Auction. Includes people and lruck to pickup, unload and sell all items. wc supply all advcr~slng, except whatever legal papers thc city needs to run, this includes, Mpls Star Tribune, local newspapers, our mailing list and wchsite. 3. Our commissi,n is 35% of thc gross proceeds of the Auction. There are no o~her charges. Thc commission fcc cover~ everything. 4. If you have vehicles, and you bring them to our Iocalion wc charge $10.00 a p~ece to sell them, if we transporl them, we charge $35.00 a piece to sell them. 5. We make paymen~ within 10 m 20 days from the Auction day. This enables checks to clear, ccc. If you have any questions please feel free to call me, if you need any references, you can call Sgt. Mortenson at tile Lino Lakes Police Dcpt, or Laurel Anderson at the Fridley Police Dept. If you decide to go ahead wi~h ~he Auction [ will forward you a completed contract stating thc above terms. At that time we wou~d sci a Auction date and day to pickup the items. "Do I hear one dolla" Anoka B~g Lake FACSIMILE TRANSMISSION TOTAL PAGES INCLUDING COVER PA~E ~ FROM: PERSON: ANOKA - BIG lAKE AUCTIONS 17020 U.$, HWY, 10 BIG LAKE, MN 55309 FAX #: ~:.263.8442 CONFIRM #: 612-263-6800 FAX:# CONFIRM #: REMARKS .,Y / ,,.~IrAXFORM. M$C HKK--I~--~ IZ~J KI'! H~U&H ~ib L~K~ ~UCI1UN ~6~ ~65 8442 P.02 PERSONAL PROPERTY AUCTION CONTRACT Agreement for Sale of Personal -,nd C~hattel Property by Auction hereafter called Seller, The auotloneer hereby agrees to use his professional skill, ~tnoe;ledge, and experience to the best ad- vantage of both pM'ties in prepLcin8 for and cn_.n.~_~l~i~ the. Tho seller hereby agrees to turn over and deliver to the auctioneers, to be sold at p~bllc auction the items Iliad below and on th~ reverse side and atta~.hed slleets. No Stein shall he sold or withdrawn from the sale prior Lo the auction except by mutual agreement between seller and auctioneer. If item lo sold oF withdrawn- aAtctlonee~ shelf receive full commission on the item. on the ..................... day or ..................... ~_ ..... And In caoe'o~ postponement ~ecause of Inclement wea~er, said auction ~lI' take pl~e on later date agreeable to both parties. It ia mutually agreed that all a~d goods ~ ~old ~ the highest bidder, wi~h the exception or items specified by ~eller tn writt~ ~ be protested. Auc~io~er ~ rec~!~e ~t. com~s~ on ~y t~ wi~hdra~ from ~ate or ~ranaferred or sold within 60 ~ays ~ter the auction. ZC ts further mutually atreed that the auctioneers may d~uct ~elr lee a~ act rate ~low ires ~he irols sales receipts, resultinw from ~id auction sale. ~e auctioneers ~ree to turn ne~ p~ceeda from sale over to seller Immediately followin~ auction, ~a]e records and receipts, The seller agrees that all expenses incurred for the a~ver~sement, promotion, and et conducting said au~ ~ail ,be fir~ paid fr~- ~he-p~c~ ~al~ from said auction before the paymen~ and satisfaction of any ieina or enc~brance,. ~e seller covenants ~d ~rees that he has seed title ~rti~ ~ sell, and said ~oods are free fr~ all Incumbrances e~ept aa follows: (If none ~l~--~-~ Item Mortgage or Leis ~lder Address A~rox~ate Unpaid Bal~ce (~) .... }A~eer's ~Jgnhture) ........ Seller agrees to provide merchan~ble title to all Items sold and deliver title to purchasers, 6slier agrees to hold harmless, the auetloneer~ a~alnit anF c~atms of the nature referred ~ In this contract. ::.~.. ~ee .......... ~~, ...... ~ ~ ~ ~///~ ~m ~/,; ~ ~, o~.,~,.o.~.:.~~, .......... ~/u~ ~~/tk/'~5 0 {~1 ...................................................... (Beller'~ 8lBnature} (Telephone) ............................................... ~- ..... (Seller's ~Ignature~ (Telephone) lbl~bblGD~ NILL~N AUUIlUN 10785 261st Ave, ~:immerman, Minnesota $5398 April 29, 2004 Columbia Heights Police dept. 559 Mill St. NE Columbia Heights Minn. 55421 fax 763-706-3752 To Whom it may concern, For consignment sales held at our building, our commission rates are charged on a per item basis. Items selling for $1-200 are charged 20%, $201-400 -15%, $401-600 -10%, $60 l-g00 -5%, and any item selling for SgOl and up are charged 0%. Our consignment sales have the buyer being charged a buy fee of 10%. We will provide pick up of items. We use a 24ft enclosed trailer and charge $50/hour for pick-ups. This price includes a driver only. If additional help is required, we charge $20/hour for each person .¥ehi¢le pick-up will be done by a professional tow company. We bill that at cosl and don't make any profit on it. I estimate the cost to be between $75-$I00 a vehicle. Sincerely, iller Auction http://www.hitlerauction.com/ Welcome to Hiller Auction Service "TEAM HILLER" THE TEAM THAT MAKES THIS BUSINESS A SUCCESS "From single items to entire Estates, We're the only name you need to know" Minnesota's Largest Snowmobile & A TV Auction Company 11 years in business Full Time Professional Auction Company We conduct auctions year round in our heated 7000 sq. ft. facifity or at your site Wireless computerized clerking for fast, accurate accounting Same day settlements for most auctions Auctions May 1,2004 Hiller Auction Service, Inc Auctioneer: Kevin Hiller #71-34 10785 261st Ave - Zimmerman, MN 763-856-2453 - 1-800-889-3458 khiller~:!hillerauction.com Webmaster ,jgheckel~comcast.net City of Coltunbia Heights Public Works Department Work Session Discussion Item Work Session Date: May 17, 2004 Prepared by: Kevin Hansen, Public Works D~rector/C~ty Eng~neer~?~ Item: SAC / WAC Fees Background: As part of the recent utility rate study accepted by the City in December of 2003, the Council directed staff to evaluate City SAC and City WAC charges as an additional source of revenue. The City of Columbia Heights does not currently have in place a Sewer Availability Charges (City SAC) and Water Availability Charges (City WAC). The City does have a Metro SAC charge that is a pass-through cost to the MCES from the City. Typically, SAC/WAC fees are one-time charges that are applied to new development or redevelopment at the time of building permit. MCES uses the definition of a SAC as a user's 'portion of reserve capacity in the Metropolitan Disposal Sewer System.' A detailed explanation of SAC charges is included on the attached sheet from MCES. Analysis/Conclusions: The theory supporting establishing a SAC or WAC fee is to pay for capacity in the infrastructure due to development or redevelopment in the service area. Columbia Heights is generally considered fully developed with small areas of infill development, typically by lot splits or small areas of empty property. The capacity of our infrastructure system has therefore been previously defined, calculated and sized based upon past and present uses. The definition of SAC by MCES has been upheld by the Minnesota Supreme Court, and will be used herein. Applying that definition to potential areas of redevelopment in the City of Columbia Heights requires analysis on a case-by-case basis, since our system is fully developed. This requires evaluating development proposals and calculating the additional demand on existing infrastructure. hnprovements identified based upon capacity needs could then be supported by SAC or WAC charges. Am alternative to this would be to have Developers pay directly for any system improvements associated with their Development proposals, as was done with the K-Mart Redevelopment. Based upon a conversation with our City Attorney, it would not be supportable to apply or require both. The City of Columbia Heights does not have a City WAC and applies only $35 for a surcharge on the MCES SAC. The City does incur expenses in administering the connections to the City infrastructure system that are not recovered by permit fees. Examples of these are Public Works time for record drawings, inspections, locates, administrative and overhead. On this basis, a proposed range for City Cmmection Fees in the range of $200 - 400, each, could be considered. Based upon an estimated number of new units in the range of 850 to 900 units Item: SAC / WAC Fees Page 2 over the next 5-10 years, potential revenue could be in the range of $18,000 to 36,000, almually. Based upon the definition of SAC and WAC by MCES, it is recommended by staff to review developments and conduct capacity analysis on a case-by-case basis. Any improvements to the infrastructure system would then be borne by the developer based upon the capacity analysis. hr~plementing large (some cities are as large as $3,000 to $4,000 City SAC and WAC fees need to be supported by unused system capacity, which is difficult if not impossible to define in a fully developed commmfity. Staff recommends reviewing City Sewer Cmmection and Water Connection Fees based upon staff costs not currently covered by other fees. For informational purposes, attached is a sheet listing the SAC and WAC fees compiled by the League of Minnesota Cities, 2003 data. The data is compiled based upon population ranges. It should be noted that most of the SAC fees shown are pass thru's of the MCES regional SAC fee of $1,275 (2003 rate). Additionally, an independent study was conducted in 2002 for SAC and WAC rates in Minnesota and Iowa, averaging $498, each. The survey used information from 133 and 126 cities in Minnesota for WAC and SAC fees, respectively. Requested Action: Consider implementing new City Sewer Com~ection Fee and Water Connection Fee in the alTlount of $400, each. Attachment: MCES Definition LMC SAC & WAC fee survey (2 pages) HR Green Rate Survey (3 pages) 3. DESCRIPTION OF TIE SAC SYSTEM The Service Availability Charge ("SAC") is similar to fees used by many wastewater utilities, typically known as "impact" fees. SAC has been levied since 1973 by Meta-opolitan Conncil Environmental Services (MCES) for new demand at the time of new connections or increased volume use to the Metropolitan Disposal System (MDS). SAC is assessed based upon the maximum potential daily wastewater flow, which is in mm based upon the usage of individual properties. Single family houses, townhouses, duplex units and most apartments each eqUal one SAC per Dwelling Unit. One SAC unit is defmed as 274 gallons of daily wastewater flow volume. Commercial Properties are assessed SAC units based on maximum potential daily wastewater flow. Industrial Properties are assessed SAC traits based on maximum normal daily wastewater flow volume separately for process areas and maximum potential daily wastewater flow volume for commercial areas. 3.1 History of the SAC Program While SAC has been levied by MCES since 1973, it was not part of the original rate structure. MCES, then called the "Metropolitan Sewer Board," was created in 1969 by Minnesota Statutes §473.517 subd. (3), with mandates to provide service for the rapidly growing population in the Twin Cities metropolitan area and to clean up the area's rivers and lakes. At the time the law was passed, local communities in the area, straggling to keep up with rapid growth, were operating more than 40 treatment plants. Many treatment plants served limited local areas, and they often caused serious water quality problems in the lakes and rivers which received their effluent. Heavy capital costs were inevitable as the Sewer Board needed to expand and hnprove treatment and collection capacity for the area, to serve a population that grew 20 percent in the 1950s and 23 percent in the 1960s. The qnestion facing the agency in the early days was how to pay for the share of capital projects reserved for future users. Then as now, the "reserved" share represents excess capacity built into the current capital projects, so that treatment plants and interceptors provide capacity not only for today's population but for the population growth expected over the next 20 to 50 years. The practice of building in reserve capacity is based upon experience and economy. With prudent maintenance, interceptors more than a century old continue to provide service. The physical sites of sewer pipes and treatment plants seldom change; so that major land acquisition occurs only once per site. Further economies of scale in construction make it more cost effective to provide some reserve capacity in these facilities at the time the facility is f~rst built, rather than to make small, frequent expansions in capacity. In 1971 and 1972, its fzrst two years of operation, the then-Metropolitan Sewer Board allocated the cost of reserve capacity to individual communities based on each community's projected demand. However, many communities, particularly those in the early stages of development, Description of the SAC System, Continued found it difficult, if not impossible, to pay lump-sum charges for reserve capacity. These young commnnities often had neither the population nor the tax base to finance the cost of capacity they would need in years to come. It quickly became apparent that an alternative method of paying for reserve capacity had to be developed. Following intensive study and discussion with customer co~mnunities, MCES developed the Sewer Accessibility Charge system of paying for reserved capacity. The SAC system was instituted in 1973. While the SAC system proved acceptable to communities in the early stages of development, other communities challenged the SAC system in court. These communities characteristically were mature and akeady developed. In a District court ruling, later upheld by the Minnesota Supreme Court, the SAC system was found consistent with state law. 3.2 SAC Determinations MCES is a wholesaler of wastewater services for the MDS. MCES collects SAC from, and grants SAC Credit to, Local Governments. In turn, the Local Governments are responsible for SAC collection from property owners. Generally, municipalities issue the permits (building permits or plumbing permits) indicating that development or redevelopment is occurring and that the demand for sewage service is likely to change. The change in demand triggers a SAC Determination. MCES makes all Determinations for Industrial Properties, while Local Government may make Commercial decisions based on MCES criteria and guidance. MCES will assist communities in SAC Determinations, conduct them upon request, and will make the final decisions regarding the correct number of SAC units to assess. 3.3 SAC Revenue SAC revenue collected by MCES is used to £mance the reserved capacity portion of the capital costs of the MDS, either directly ("pay-as-you-go" funding) or as debt service payments. The remaining portion, representing used capacity, is paid by the communities through monthly municipal wastewater charges. IMDS Capital Costs = SAC + Monthly Sewer Charges The per-unit Service Availa[~ility Chat'ge is determined and approved by the Metropolitan Council ("Council"). The rate is dependent on various factors, including the annual SAC requirement, the amount of the pay-as-you-go funding anticipated, the SAC reserve balance, and the number of SAC units forecast to be collected within that period. 3.4 SAC Credits MCES gives Local Government "Credits" for a permanent reduction in the wastewater capacity needs of individual properties within the Local Government. These Credits reflect the amount of capacity either used by the Local Government at the inception of the SAC program or the amount of capacity for which SAC has been paid but that is currently unused. This is the amount the Local Government can grow (measured by SAC units) without paying additional MCES SAC. MCES SAC Credits do not have a monetary value and may not be traded between Local Governments. LEAGUE OF MN CITIES 65128112~ M.~ WATER: LOCAL WATER CONNECTION CHARGE --CITIES 0 - 2,500 ExCelsior Spring Park 25 Sunfish Lake ne Woodland CITIES 10,00~0 Arden Hills 35 Centervllle 1,500 Cim~e Pines 850 WAC + 30.50 connection Comorall !18 Dayton na Deephaven na Falcon Height~ 62 for 3/4" pipe; 115 for I" pipe FannJngton 65 Forest Lake 1,20C) Ham Lake ne Huge 2,050 Independence na Jordan 1.975 Lake Elmo 10D Little Canada 300 Mahtome~i 1,28o Mound 240 New Prague 1,000 Newport 1,500 Norwood Young A 1,750 Oak Grove na Oak Pa~ Heights 4~750/a~e Oror~o na Osseo 1,260 Shomwo0~l 5D/inside 60/outside bt. Anthony 200 SI. Francis 1,600 St. Michael 2,045 St. Paul Pad( 2S0 Victoria 4,500 Waoonia 2,~.0o/bunk Wayzata 1.600 per 8AC CITIES 10,000 - 20,0~0 'Andovei' 50 ~* .§0 sumharge Anoka 1,0O0 ChamplJn 2,100/ene time Cha~asaen 1,aTe Chaske 2,730 Columbia Heights 3S/water insp 35/lap 3.~lcerp Hastings 1,176~N'AC line Lakes 125 Mandate Heights 10 Mountie View 275 North St. Paul na Northfleld Prior Lake Ramsay Robblnsdale Rosemount Savage Shekopee Stil~water West St. Paul included with 51~r'~er pem~l~ + WAC 1 1,150 1,273,34 1 ~225.00 567 eOO/WAC 30o/wa~er meter CITIES OVER 20,000 Apple Valley Blaine B~Dernington Brooklyn Center Broakl~ Pa~k Burnsvilfe Coon Rapid,, Cottage Grove Cr~tal Eagan Eden PraMe Edlna Fridley GoMan Valley laver Grove Hgts. Maple Grove Maplewoed MinnMonka New Bright~n New HoI:~ Oakoale Plymouth Roaoville Shoreviaw SOuth St. PaUl 8L Louis Padc St. Paul White Bear Lake 535/per 8AC unit 7Blpermlt for waterlaawer conneXIon 1,275 50 948 nf city ha~ detail 2,190 1,0o011ot on new subdivision 2,5.50 + cost of meter 65.50 1,3g0/one ~me fee 1,400 150 varies based on project 50 100 50 63O $0 15.50 Inclu~l in bldg permit fee above otherwise 27S/aa # aneal it x 14 ~ assessments not pd LEAGUE OF MN CITIES ~12811299 P.O~ SEWER-LOCAL SEWER CONNECTION CHARGE CITIES 0 · 2,500 Excelsior 300 Spring Park 25 Sunfish Leks na Woodlana na CITIES 10,000 Arden Hills 35 Centerville 1,275 Circle Pines 1,2751SAC + 30.50 connection Corcotar~ na Daylon na 75.100/~eptic system Deephaven 1,250 Falcon Helghis 25 FarmlllgtOrl 85 Forest LaKe 1,275 Ham Lake na Hugo 2,0,50 Indepe~,dence 100 Jordan 4,000 Lake Elms IO0 Little Canada 260 Mahtomadi 4;30 Mound 240 New Prague SOO Newport 1,50D Non~od Young A Oak G~ove na Oak Park Heights 2,?301acre Orono na Osseo 476 Shote~n0od 150 SL Anthony 150 St. Francis 2,800 St. Michael 4,053 St. Paul Park 200 Victoria 2,675 (SAC 1,275, sewer core 1,400) Waeonla 400/tronk Way'zeta 400 per SAC CITIES ~10,000 - 20,000 Andovar Anoka Chetnplin Chanha$~en Cheeks Columbia Heights Hastings Hopkins Uno Lakes Mandate Helgnt~ Mounds View Noffh ~t. Paul .'40 41.50 Sumhmge 1,275 1,275/one time t,440 210 1.275/SAC 35/Sewer insp 6251sewer connecfion 1,275 log 25 1 t ,275 Northlield Prior Lake Ramsay Robbln~lals Rosemount Savage 8hakopee Sflllwatar We~t St Paul 10.50 800 5D/sewer permit + SAC 1.275 SAC Handle fee/190 328.~4 1,225.00 1,275/~AC 100/Sewer connection 750 CITIES OVER 20,000 Apple Valley 2501per SAC unit BI,aloe t ,275 Bloomington 1,275 Brooklyn Canter 1,50Ohxmne~on WAC charge l~rooklyn Park na Bucnsville 23g Coon Raph:ls 50 Coflage Gmv~ 286 C,'ystal 1 Eagan city has detail Eden Prairie 520 Edlna 1,00011or on new eubdlvision Frklley 25.50 Golden Valley, 65.50 Ii'wet Grove Hgt. 23,5'one time fee Maple Grow 46,5. 585 Maplewood 1,275 Minne(onka varies based on project New e~ghton 50 New Hope 100 Oakdale 80 PlymolJth 370 RioMield 50 Ro~eville 16.50 Shorevlew Included in bldg permit fee above otherwise 275 ea South ~t, Paul f~ lineal ftx 15 if assessrrmnts not paid St, Louis Pink 1,275 St. Paul na Whit~ Bear Lake 300 Following are results of the Howard R. Green Company (HRG) 2001-2002 Rate Survey of municipal water, wastewater and storm water rates. HRG would like to thank all of the communities and indMduals that participated in this survey; we believe the report will be a valuable tool for superintendents, utility personnel, city managers and elected officials to use for comparative purposes. Method Surveys were sent to a total of 920 communities in Iowa and Minnesota, with populations ranging from 102 to 414,735. Surveys were sent as a set (water, wastewater and storm water), with respondents having the option of returning any or all surveys appropriate to their area(s) of responsibility. Although multiple contacts were made with some communities, only one response for each survey was recorded. If multiple responses to the same survey were returned, HRG used the first one received. Responding to the rate survey required a fair amount of effort on the part of the communities and we are grateful that more than 30% of the surveys were returned. All data were collected and entered into a Web-based database application. Copies of the survey formats used are included in the Appendix. A variety of billing methods were encountered in the returned surveys. For example, billing cycles included monthly, bimonthly and quarterly. Rates also varied by the flow units used in calculating the bills for water and wastewater (typical volume units were cubic feet and gallons). All water and wastewater rates in this survey are presented as rates per 1,000 gallons, based on monthly usage of 10,000 gallons per customer or account. Calculations of rates for usage of 10,000 gallons per month were made by HRG, based on information provided in the surveys. Surveys with incomplete information that did not allow for calculation of this amount were discarded, as were surveys that indicated service was provided by an independent resource, with no rate information available. In order to allow comparison of all communities for this report, the following unit conversions were used to convert all data into gallons per month: 1 cubic foot = 7.481 gallons; I quarter = 3 months. Unless otherwise indicated, the charts and graphs contained in this document represent findings for Minnesota and Iowa combined. Service area populations were provided by the respondents. Where this information was not included, Iowa League of Cities and League of Minnesota Cities population data for 2001-2002 were used. Note: All data presented are consolidated and do not reflect any indMdual community's data. If you are interested in obtaining specific comparisons between your community and others in your population range or geographic area, please contact HRG marketing at 800-728-7805 or marketing~hrgreen.com. Howard R. Green Company .M.un.!~!pa! Ra~e surv~ ey:.2001-2~02 U.]: VVA~E~_RAT~$ M~nim~m Oharge Eighty-right percent (88%) of communities have a monthly or quarterly minimum charge for water service. Of those communities who charge a minimum charge, 67% associate the charge with a volume usage (i.e. $10.00/month minimum charge includes usage of 2,000 gallons; usage of more than 2,000 gallons is charged at the $/1,000 gallons rate). Thirty- three percent (33%) of respondents with minimum charges charge a fiat rate that does not include any water usage. Water Access/Hook-up Charges Water access/hook-up charges are generally used to help cities fund capital improvements needed to support growth in the service area and expansion of the infrastructure that results. Water access/hook-up charges in Minnesota average $498.23. Charges range from as high as an average of $759.02 for communities in the 2,501-5,000 population range to as iow as an average of $326.67 for communities in the 5,001-10,000 population range. The overall average for water access/hook-up charges in Iowa is $78.70. Charges range from as high as an average of $126.14 for communities in the 5,001-10,000 population range to as low as an average of $23.14 for communities in the 20,000+ population range. Special Use Features Special rate features are special rate categories or surcharges for specific uses or to target seasonal water usage variations. Overall, only 34% of the communities in our survey employ special use features, but that percentage goes up in larger communities. Sixty-one percent (61%) of communities with populations of more than 5,000 have special use features. The most common special use features include a second meter for irrigation, lawn watering, filling swimming pools, etc. Water usage on the second meter is generally charged at a discounted rate or given a credit on sewage/wastewater charges. Most communities do charge for installation ora second meter. Some communities also have special rates for bulk water purchases. Seasonal Rate Features Only 15 communities in our survey reported seasonal rate features. Virtually all of these charge higher rates during the summer months, presumably to encourage water conservation. A handful of communities also set fees as a percentage of service based on the lower usage during winter months, rather than averaging the whole year. Two-thirds of the respondents with seasonal rate charges are in Minnesota. Howard R. Green Company Additional Information Treatment Methods By Population Range Population Ponds and Mechanical Pumping Only/ Range Lagoons Treatment No Treatment 0-2500 104 (74%) 35 (25%) 2 (1%) 2501-5000 4 (13) 22 (71) 5 (16) 5001-10000 3 (8) 28 (78) 5 (14) 10001-20000 0 (0) 13 (68) 6 (32) 20001+ 0 (0) 12 (48) 13 (52) The smallest communities in our survey (0-2,500 population range) predominantly use ponds and lagoons for wastewater treatment, and most others use mechanical treatment. Communities of 20,001+ in population that indicated they do not treat their wastewater or do pumping only are Minnesota communities that receive treatment services from Metropolitan Council Environmental Services (MCES) in the Twin Cities. Minimum Charge Range Fifty-six percent (56%) of respondents indicated that they apply a minimum charge for sewer service associated with a specific volume usage (i.e. $10.00 monthly charge for 2,000 gallons usage; usage over 2,000 gallons charged at $/1,000 gallon rate). Twenty-nine percent (29%) of respondents applied a minimum charge that was not associated with any usage volume. Another 15% of respondents charged a flat rate for sewer service or a rate associated with water bills (i.e. sewer charge is 80% of water bill). Sewer Access/Hook-up Charges Sewer access/hook-up charges are generally used to help cities fund capital improvements needed to support growth in the service area and expansion of the infrastructure that results. Sewer access/hook-up charges in Minnesota average $498.23. Charges range from as high as an average of $759.02 for communities in the 2,501-5,000 population range to as low as an average of $326.67 for communities in the 5,001 to 10,000 population range. The overall average for water access/hook-up charges in Iowa is $78.70. Charges range from as high as an average of $126.14 for communities in the 5,001 to 10,000 population range to as low as an average of $23.14 for communities in the 20,000+ population range. Howard R, Green Company CITY COUNCIL LETTER Meeting of: 5/17/04 AGENDA SECTION: WORK SESSION ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ,~5~ff3,.~ ITEM: Infiltration / Inflow Program: Sump Pmnp BY: K. Hansen ~ BY: Disconnect Program Development DATE: 5/14/04w-~ DATE: .~/k.{~O Background: Over the last several decades, the City of Columbia Heights has experienced localized flooding from surface water and sanitary sewer system overload (backups). The last of these and one of the most severe was the severe rainfall event occurred the evening of June 24a' and early morning of June 25, 2003, measuring 5.47 inches of rain in a 3-hour period (exceeding a 100-year storm event). Several short term and long te~n remedial measures were identified by staff with the last of these for consideration by the City Council to Develop an Illicit Discharge Elimination Program; focusing on a Sump Pump Disconnect Program. Analysis/Conclusions: The type of storm that have the greatest impact on our sanitary system are the high intensity / large peak, resulting in a short lag time to when backups occurred in this area, system inflow and to a lesser extent infiltration are the likely cause. Inflow and infiltration (I/I) is unnecessary water that enters the sanitary sewer system, but can be completely separate in origin. Inflow is storm water runoff or any other surface water that flows through a direct connection to the sanitary system. This may occur as a result of connected downspouts, area drains, holes in the manhole covers, cross connections from the storm sewer, or connected sump pumps. Infiltration is groundwater that enters the sanitary collection system through cracked pipes, leaky joints and deteriorated manholes. A graph depicting the relationship of I/I to regular sanitary sewer system flow is attached as figure 1. To meet mandated federal requirements, the City conducted an I/I study in 1983. The study noted that 'many of the rainfall related problems associated with inflow occur in the Jackson Pond area,' and 'basements have backed up 7 times in the last three years and approximately 22 to 25 residents are affected by a 1-1/2 inch per hour rain.' The study concluded that the City of Columbia Heights does not have a major I/I problem, and that 'the system is adequate to handle the peak-flow rates generated during the design storm,' but that certain areas (5 of 15 sanitary zones) of the City may benefit from a flow reduction program. A flow reduction program was identified recommending comprehensive cleaning and televising, manhole lid/fi'amp replacements, linings of sanitary sewer, and inflow reduction. The estimated cost to perform all of the recommendations in the report to reduce I/I was $5,688,020 (1983 dollars). The City of Columbia Heights has performed and continues to implement many of the recormnendations of the 1983 report. Develop an Illicit Discharge Elhnination Pro,Tam: An Illicit Discharge Elimination Program is an involved remediation measure, and can also be very expensive. The ultimate goal of this program would be to systematically eliminate to the public sanitary sewer system sources of illicit connections from private sources, such as sump pumps, foundation drains and leaking service lines. All of the physical remediation measures identified to date involve reducing or eliminating I/I in the public system. The MCES and the Rural Water Association have estimated that I/I in the private domain can account for up to 60 or 70 percent of the total I/I in a municipal system. The LMC has prepared a fact sheet related to an Illicit Discharge Program, a copy of which is attached fi'om Ellen Longfellow, LMCIT Loss Control and Defense attorney. A recently completed sump pump disconnect program (Waseca) COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: 5/17/04 AGENDA SECTION: WORK SESSION ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: Infiltration / Inflow Program: Sump Pump BY: K. Hansen BY: Disconnect Program Development DATE: 5/14/04 DATE: found that nearly 70% of the remaining I/I was from privately generated sources. The following steps outline an approach to develop and hnplement such a program: a. Sump Pump Disconnect Ordinance Development b. Public Education c. Public Informational Meetings d. Advertising Campaign e. Training of City Staff, Local Plumbers, and Contractors f. Site Inspections, Disconnections, and Reinspections g. Enforcement h. Other (potentially smoke and dye testing of non-residential properties) The first step in developing a program is the developing an ordinance that establishes the authority to perform inspections and also require property owners to physically disconnect any illegal connections from the sanitary sewer line. A review of communities that have implemented sump pump ordinances is attached for reference. Particular to a sump pump disconnect ordinance is any financial assistance that connnunities may offer for the physical disconnect when illegal connections are found, and a penalty clause after a reasonable amount of time is allowed and the disconnect has not been completed. An ordinance also establishes the authority for City personnel to perform the initial and follow-up inspections. Another consideration is if the program would be set up actively on a Citywide basis or focusing on specific areas previously identified, such as fi'om the 1983 detailed study. A copy of the 5 areas identified to benefit from further inflow reduction is attached. Requested Action: Provide direction on the development of a Smnp Pmnp Disconnect Ordinance, Public Education Program, and Site Inspection Progrmn. KH:kh Attachment: Figure 1 - I/I relationship to sanitary flow LMCIT Article Community List Map of Inflow areas (1983) COUNCIL ACTION: F RAINFALL EVENT ~/--ESTIMATED OR MEASURED BYPASSED FLOW OR OVERFLOWS I [ ,/ /.-.NORMAL DRY WEATHER '// \k/:--/ / SEWAGE RECORDED FLOW PRIOR PATTERN TO NFLOW . , \/,/ I / iNFLOW V~ ,,., '/~~' / RAIN~ALL EVENT MID NOON MID NOON MID O I ~ TIME IN DAYS FIGURE 1 GRAPHIC IDENTIFICATION OF INFILTRATION / INFLOW Ma~ 14 04 Ol:13p p.2 C 145 University Avenue West, St. PaN, MN 55i03-2044 Phone: (612) 281-1200 - (800) 925-1122 Fax: (612) 281-1299 ' TDD (612) 281-1290 Don't Get All Wet; Legal Issues Related to Inflow and Infiltration by Ellen A. Longfellow LMCIT Loss Control Attorney January, 1998 Introduction: Now that we have learned what infiltration and inflow are and how m eliminate the problems, let's discuss the legal issues involved in the problems and the solutions. I. Liability Issues if there is Inflow and Infiltration A. Act of God or Nature This defense can be a basis for the case to be dismissed if the city can show that the sole reason for the sewer backups or other problems was an extraordinary rainfall. Extraordinary rainfall - Was it an amount of rain that the city should normally be expected to anticipate its system to handle7 100 year rainfall, 50 year rainfall Source of water - Generally, a sanitary sewer system is supposed to be a closed system, how did the storm water get into the system? If storm water went into resident's basements and then into the floor drain or if the manhole covers were lifted to allow the storm water into the sanitary sewer system, there would be a good Act of God defense. If there is inflow and infiltration into the system that could be viewed as negligence then this defense would not be available. The Act of God defense only works by itself. B. Discretionary Immunity Under Minnesota Statute 466.03, subd. 6, the city could be dismissed if it can AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER Na~ 14 O~ Ol:14p show that the reason why it has not corrected any inflow and infiltration problems is because of a discretionary decision which is defined as a policy decision made by weighing financial, social and/or political factors. For example, a city knows that its system is old and has cracks throughout the lines that allow storm water to get into the sanitary sewer system. The city has notice of the problem but it orders an engineering study to provide options for correcting the problem. The study says that the remedy is to replace all of the sewer lines and that it will cost 10 million dollars. The city does not have the money to do that so it corrects the worst lines with the money that it does have and then develops a long term plan to replace the sewer lines over a ten year period of time. If the city has documented the discretionary decisions in this process, it may be granted discretionary immunity. C. Negligence Standard Was the city negligent in regard to the storm water in the sanitary sewer system? Did it fail to exercise reasonable care? The factors to show negligence are: I. Defect - Was there a defect in the system? Was there an inflow / infiltration problem? 2. Notice - Did the city have notice of the problem? Had there been prior problems? Had the city had similar rainfalls that caused.the same problems that would have indicated an inflow/infiltration problem? Had the city ever had an engineering study done outlining inflow / infiltration problems? 3. Failure to correct the problem within a reasonable time; Had the city tried to correct the problem? Did it have a plan to fix it over a period of.time? 4. That failure caused the damages II. Administrative Liability for Inflow / Infdtration Minnesota Pollution Control Agency - Generally, the PCA does not have the authority to regulate the condition of the sanitary sewer collection lines. If as a result of the condition of the sanitary sewer system, there are overflows of the wastewater facility or the lines into the environment, the PCA may impose fines, penalties or restrictions on future const~ction. The PCA has fi-is authority render Minnesota Rules 700 [,I 030 and 7050.0210 - .0211. For example, in Duluth, the PCA placed restrictions on any extensions of the city's sewer system until the inflow / infiltration problem was corrected. 2 III. Legal Authority for Cities to Inspect Private Property - Often sources of inflow into the city's system are illegal private connections of sump pumps or rain leaders into the city's sanitary sewer system. In order to identify the source of storm water, the city must inspect private property. The city can provide authority for such inspections in its sewer ordinance. If someone wilI not consent to such an inspection, the city will have to obtain a search warrant from a court. Legal Authority to Pay for Remedies for Private Property In order for a city to make a valid expenditure, it must be: A. For a public purpose; The city must articulate that even though it is purchasing sump pumps for private citizens, it benefits the public as a whole by reducing the wastewater treatment costs and eliminating the storm water from the sanitary sewer system. B. Authorized by state statute. The City of Duluth obtained special legislation authorizing it to use grant money for sump pumps for private property owners. 3 t~eague of Minnesota Cities STOP TI-W~ WATER1! Ellen A' Longirellow, LMCIT Loss Control' and Defense Attorney It rains 3 inches and your sanitary sewer system is overwhelmed." Water is backing up into citizen's basements. What should the city do? Many Minnesota cities experienced this situation many times over the last few years. If there are sewer backups as a result of a rainfall, it means that storm water is somehow getting into the sanitary sewer system. This means increased costs for treating the storm water and also increased risk to the city for liabili, ty for sewer backups and other damages as a result of the sanitary 'sYstem being-OVerbUrdened with StOrm'Water. LEGAL ISSUES Negligence Standard - Did the city exercise reasonable care? a. Was there a problem in the city's system? e.g. inflow or infiltration Did the city have notice of the problem? Had there been similar rainfalls in the past with similar results so the city knew that storm water was getting into the sa~..itary sewer system? Had the city ever'had an engineering study done outlining inflow and inf'fltration problems? Co If there was notice, had the city done anything to correct the problem? Did the city have a plan to correct the problems over a period of time based on finances and personnel? Act of God Defense This is possible if there is n° evidence of negligence in conjunction with the large rainfall. 3. Discretionary Immfinity - Minnesota statute 466.03 subd. 6 Were decisions on this problem made at a policy making level based upon socSral, political or economic reasons? Can this be documented? WHAT SHOULD THE CITY DO? Solve the immediate problem This may include pumping water out of the sanitary system. This could be done into trucks if available. If no trucks are available, then the city could pump the water into the storm sewer or other outside location if it contacts the Minnesota Pollution Control Agency for permission for an emergency bypass. 27 Ma~ 14 04 Ol:13p p.1 Investigate long term solutions Pass an ordinance making it illegal to put storm water into the sanitary sewer system. Many cities w~io received grants from the Minnesota Pollution Control Agency for their wastewater treatment plants already have a comprehensive ordinance dealing with their wastewater systems tha, t include such a provision. One of the problems with many existing ordinancei is that there is no effective enforcement mechanism. Often, the only penalty is that it is a criminal misdemeanor which is seldom prosecuted. Many cities have passed new ordinances that deal specifically with sump pumps and rain leaders and provide for a civil fine. ($75. or $80. per month) Any ordinance should also provide that the city will be able to inspect for illegal connections. Plan and budget for long 'term repairs of the sanitary sewer system HOW IS THE STORM WATER GETTING INTO THE SANITARY SEWER SYSTEM. Infiltration Cracks in pipes or connections Inflow Water goes directly into the system. The primary muses of inflow are rain leaders and sump pumps that are connected to the sanitary sewer system. HOW DO YOU FIND OUT WItER.E THE STORM WATER IS COMING INTO THE SANITARY SYSTEM? TELEVISING If you televise the lines.when it rains, you can see where the water is coming into the lines. SMOKE TESTING Smoke is put into the lines and you cma then see where the smoke comes out. This shows where the connections and cracks are located. DYE TESTING Dye is put into the storm water locations such as drain tiles and sump pumps. If that dye ends up in the sanitary sewer system, it shows an illegal connection to the system. 28 INSPECTION ao Establish an ordinang, e provision requiring people to submit to an inspection. Train city employees and budget time and money i~)r such inspections or hire a private company to do the inspections. ,'~'; Alternatively, require certification ..from private plumber that sump pump is disconnected. WHAT DO YOU DO WHEN YOU KNOW'WHERE THE PROBLEMS ARE? CORRECT ANY OBVIOUS.PROBLEMS such as manholes or specific, pipes or problems on city property. Develop a long term plan for costly repairs. Such a plan based on finances and political reasons could support a discretionary immunity defense .... SUMP PUMPS AND RAIN LEADERS FROM PRIVATE PROPERTY It is important to make people realize why illegal connections of sump pumps are a problem. Develop a public relations 'campaign to outline why they are a problem. Emphasize the sewer backups that have occurred and the increased costs of wastewater treatment. T.he following are ways that some cities have informed their citizens about this issue: Separate mailings Brochures sent with utility bills Discuss the problem at council meetings Newspaper ads or articles By informing people of the problem, hopefully the city can convince people to voluntarily disconnect 'their sump pumps and rain leaders. This information can also may make it easier for inspections in that people may be more willing to grant permission for the inspections. ~ ' Be prepared to ENFORCE YOUR ORDINANCE a. Send out letters with deadlines. If the ordinance makes it a criminal misdemeanor, then work with the city attorney for prosecution. If the ordinance provides for civil fines, follow the ordinance's procedures and assess the fines. 29 .CIT~ OF COLUMBIA HEIGHTS Public Works Department TO: FROM: SUBJECT: Kevin Hansen, Public Works Director' Schawn Johnson, Public Works Administrative Assistant :s(~r~ Listing of Communities that have Sump Pump Disconnect Ordinances As requested, please find a listing of the communities and the year that they implemented a sump , · pump disconnect ordinance for your review. 1. City of Sleepy Eye, MN 1991 2. City of Waconia, MN 1991 3. City of Lino Lakes, MN 1991 4. City of Albertville, MN 2002 5. City of Kerkhov~n, MN 1999 6. City of Luverne, MN 1994 7. CityofJordan, MN 2002 8. City of New Hope, MN 1983 9. City of Golden Valley, MN 1990 10. City of Maple Grove, MN 1984 11. City of St. Paul, MN 1987 12. City of Edina, MN 2000 13. City of St. Anthony, MN 1998 14. City of Crystal, MN 2002 15. City of Minneapolis, MN 2003 16. City of Fridley, MN 1993 17. City of Farmington, MN 1993 18. City of Eagan, MN 1995 19. City of Brooklyn Park, MN 1998 20. City of Brooklyn Center, MN 2001 FRIOLEY HILLTOP I§ FRIOLEY I0 MINNEAPOLIS COL~JMB!A HEIGHTS- HILLTOP, MN 1600' 0 1600' BASE MAP SOURCE: MINNESOTA DEPARTMENT OF TRANSPORTATION FIGURE 12 COMMUNITY LEAST-COST ALTERNATIVES ALTERNATIVE A ALTERNATIVE B ALTERNATIVE C City of Columbia Heights Public Works Department Work Session Discussion Item Work Session Date: May 17, 2004 ~ Prepared by: Kevin Hansen, Public Works Director/City Enginee Item: Policy for Sanitary Sewer Assistance - CONTINUATION Background: The City of Columbia Heights' san/taw sewer system has periodically experienced sm'charging at various locations throughout the City and at various times in the last 30-40 years. A consequence of this is flooding or backups into private property through the sanitary sewer services. One of the most recent and more severe of these occtu-red in 2003 after a severe rainfall the evening of June 24th and early morning of June 25, measuring 5.47 inches of rain in a 3-hour period (exceeding a 100-year storm event). As a direct result, several areas of the City experienced localized flooding fi-om surface water and sanitary sewer system overload (backups). We have also had a recent backup in the 49xx Block of Madison Street. Analysis/Conclusions: This item was previously tabled to a work session and discussed, but not acted on, at the April 12ti' regular City Council meeting. Staff has developed a policy addressing assistance during instances of sanitary sewer backups into private property, a copy of which is attached. To provide some background, the following is a listing of the number of backups, both public and private, that we have responded to over the last 4 years: Public private 2003 31 37 2002 30 46 2001 13 29 2000 14 36 The City of Colmnbia Heights averages 20-22 backups on an annual basis. The attached policy addresses assistance with the h~itial cleanup after a backup that would allow a conta'acted cleaning service to respond to individual properties with professional services, assistance and advice. Professional frans are trained in this type of cleanup and have hygienists on staffthat can answer and provide more detail on resident questions. The policy provides for a dollar cap reconm~ended $750, based upon prior discussions with the Council, per property. The City of Columbia Heights has not cleaned basements that had experienced san/taw sewer backups since the early 1990's. Since then, the city has limited it's assistance to offering cleaning solution and aerosol spray disinfectant to residents that have had sanitary sewer backups. We have also contacted the League of Minnesota Cities and they are unaware of any city that currently provides staff for cleanup assistance. Their search included 853 Cities in Minnesota. Staff has also called/contacted multiple cities (listing attached) to further discuss how sanitary sewer backups are handled. From the cities contacted, there are two methods: 1. Through the insurance carrier, or 2. Pay for an outside cleaning service for contracted services. The cities of Fridley, Hastings, and Richfield pay for the amount of cleanup costs, using a Contracted Cleaning Service, without a cap or linfit. The proposed policy would provide for a monetary reimbursement ofnp to $500 for each occurrence ora backup resulting from a plug or blockage in the public line. It would not apply if the plug or blockage were in the privately mah~tained sewer service. The reimbursement would be for cleaning services or for a homeowner's insm'ance policy dednctible, if applicable. Also attached is a 2003 memo from our insurance carrier, the LMCIT, providn/g infonmtion on clean-up assistance. IGt:jb Attaclunent: Proposed San/tary Sewer Baclatp Assistance City smwey Not approved Not for distribution 1.0 2.0 3.0 4.0 5.0 CITY OF COLUMBIA HEIGHTS Sewer Backup Clean-up Assistance Policy OBJECTIVE: It is the intent of the City of Columbia Heights to provide cost effective and uninterrupted public sanitary sewer service to the residents of Columbia Heights, and minimize the nmnber of overflows mhd sanitary sewer backups into private homes mhd businesses. POLICY: Where backups do occur and are a direct result of a blockage, malfunction or hydraulic overload of the City's Sanitary Sewer System, or PUBLIC SYSTEM, the City of Columbia Heights shall provide initial clean-up assistance in individual properties for Health, Safety & Welfare purposes. ORGANIZATIONS AFFECTED: Property Owners of Columbia Heights who have experienced backups from the PUBLIC sanitary sewer system. APPLICABILITY: Administration, Finance, mhd Public Works Departments. PROCEDURES: 5.1 Property owner or occupant shall notify the city immediately upon the discovery of a sanitary sewer backup. 5.2 Public Works Department will be notified of the sewer backup and dispatch a crew irmnediately to inspect the situation. 5.3 Public Works shall determine if a sewer backup in the city is caused by a malftmction or hydraulic overload of the city's sanitary sewer collection system; and if so: 5.3.1 The City shall assist in initial cleanup procedures through a contracted cleaning company. Initial cleanup procedures are defined as: a. Wet-extract carpet and floors. b. Sanitize and deodorize carpet (doesn't include cleaning) c. Sanitize and deodorize floors. d. Clean and sanitize walls, if needed. 5.3.2 The City of Columbia Heights will pay for the first $750 of cleaning services per property per occurrence. In the event that the homeowner has insurance that covers backups, the City will reimburse any insured party for any homeowner's insurance deductible paid for clean tip and disinfection services performed by a pre-approved sewer cleanup service, up to a maximum of $750. Not approved Not for distribution 5.4 5.5 5.6 5.7 5.3.3 The property owner or occupant shall, prior to the city performing any work, hold the city harmless from any damages that might occur during the work and give written attthority to enter the premises to perform the work and to inspect the premises after the work has been performed. The property owner or occupant shall also assign to the city any claim it has for recovery of costs to eliminate the health hazard. Any contractor perfonning work for the city or a private property owner in Columbia Heights that results in a sanitary sewer backup shall reimburse the city for cleanup costs and staff time, if it is detenrfined the contractor or subcontractor is responsible for causing the sanitary sewer backup. The City of Columbia Heights will not be responsible for costs associated with the following circumstances: 5.5.1 5.5.2 Damage to personal or real property associated with a sewer backup that was caused by the property owner's PRIVATE salfitary sewer line. A PRIVATE sanitary sewer line is the service line from the sewer main to the house. Sewer backups caused by flood or other catastrophic acts of God. Columbia Heights designated staff will review each sewer backup case that was caused by a plug in the City's main sewer line and detennine if the property owner or occupant will be reimbursed for the cleaning costs or the insurance deductible paid for clean up and disinfection services if such a backup arose or was caused by a malfunction or hydraulic overload of the city's sanitary sewer collection system. In areas of Colmrtbia Heights that have been determined by the City Engineer to experience salfitary sewer backups, drainage piping servicing fixtures wlfich flood level rims located below the elevation of the next upstream lnanhole cover of the public sewer servicing such drainage piping shall be protected from backflow of sewage by installing an approved type of backwater valve. If the backwater valve is deemed a viable option by the City Engineer, the City will supply the backwater valve (or pay up to $300) and will reimburse the property owner up to $750 toward the installation of an approved backwater valve. GSPW\Public Works\City Council\Proposed Policies~Proposed Sewer Backup Policy.doc Not approved Not for distribution City of Columbia Heights Public Works Department Goals, Objectives, and Strategies for Minimizing Sanitary Sewer Backups Mission- To provide the residents of Columbia Heights with cost effective and efficient sanitary sewer service that contimles to meet the needs of existing and future customers in accordance with federal, state, and local niles, regulations, and ordinances. Goals, Objectives, and Strategies- To provide uninterrupted public sanitary sewer service to the residents of Columbia Heights and minimize the number of overflows and sewer backups into private property. · To work with the property owners in a cooperative mmmer to determine the most cost effective means of correcting defects and improper connections that is introducing storm/gronnd water to the salfitary sewer system. · Repair/replace defective sewer lines on a regular basis, in conjunction with the City's street reconstruction zone projects. · Continue to take proactive measures in maintaining and documenting trouble spot areas tlxroughout Columbia Heights that have a high number of sanitary sewer backups on a yearly basis. Sewer line cleaning shall be focused on these areas in accordance with the City's Sewer Clemfing Policy. · Locate and evaluate areas that are prone to non-rain event backups and maintain an aggressive and proactive flushing and rodding schedule to minimize blockages. · Reduce inflow and infiltration of storm/ground water on public and private property to the greatest extent practicable. · Make available infonr~ation regarding the installation backwater valves in areas that experience sanitary sewer backups on a regular basis. Regular basis is defined as two or more in five years or 3 or more in ten years. Sanitary Sewer Back-up Policy Overview.xls # I Muncipality I Sanitary Sewer Back-up I City Funds for Clean-up I Other Information I J Assistance 1 City of Fridley Pay for Clean-up Costs City Funding Available No Cap ~-/City of Hastings Pay for Clean-up Costs City Funding Available No Cap 3 City of Richfield Pay for Clean-up Costs City Funding Available No Cap ~4 City of New Brighton Resident Files Claim w/insurance Co I Pending Insurance Investigation I NA 5 City of St. Anthony Resident Files Claim w/insurance Co I Pending Insurance Investigation NA 6 City of New Hope Resident Files Claim w/insurance Co IPending Insurance Investigation NA 71City of L_~eville Pay for Clean-up Costs [~d~a~e No Cap 81City of Br_ooklyn Park Resident Files Claim w/insurance Co I Pending Insurance Investigation NA 9 City of Brooklyn Center Resident Files Claim w/insurance Co Pending Insurance Investigation I NA 10 City of Andover Resident Files Claim w/insurance Co Pending Insurance Investigation NA 11 City of Ano-ka Resident Files Claim w/insurance Co Pending Insurance Investigation NA 12 City of Champtin Resident Files Claim w/insurance Co Pending Insurance Investigation NA 131City of Crystal Resident Files Claim w/insurance Co i Pending Insurance Investigation I NA 14 City of Robbinsdale Resident Files Claim w/insurance Co i Pending Insurance Investigation NA 15 City of ~-olden Valley Resident Files Claim w/insurance Co Pending Insurance Investigation NA 16 City of Cottage Grove Resident Files Claim w/insurance Co Pending Insurance Investigation NA 17 City of Plymouth Resident Files Claim w/insurance Co I Pending Insurance Investigation NA 181City of Coon Rapids Resident Files Claim w/insurance Co Pending Insurance Investigation N/A 19 City of Blaine Resident Files Claim w/City's Finance Dept City Funding Available No Cap 20 C ty of Spring Lake Park Resident Files Claim w/insuran-ce Co Pending Insurance Investigation NA Page 1 League of Minnesota Cities Insurance Trust 145 University Avenue West, St_ Paul, MN 55103-2044 (651) 281-1200 · (800) 925-1122 Fax: (651) 281-1298 · TDD: (651) 281-1290 www.lmnc, org July 9, 2003 To: Walt Fehst From: Tom Grundhoefer Re: Clean-up assistance to residents affected by sewer back-z~s This is a follow-up to the conversations you've had with several of our staff about how the city might respond to sewer back-ups that affected a number of Columbia Heights residents recently. I understand that Doug Gronli and Dar Boese are in touch with you regarding our evaluation of the city's potential liability for the damages caused by those back-ups. However, you also mentioned that at least some members of the city council may favor assisting the residents in some way with the clean-up, irrespective of whether the city is legally liable for the damages. You and Mr. Hansen had asked whether the city could or should assist the residents in some way, even if the city is not legally liable for the damages; and whether that assistance could be provided without affecting or prejudicing the determination of legal liability. Unfortunately, I'm not sure that our initial response and the materials we sent were as clear and helpful as they could have been, so I'll try to respond more directly to your questions. Since this involves some legal questions, I'm also copying it to your city attorneys. 1. Can the city assis~ the residents with the clean-up? Yes, the city can provide this kind of service. However, if the city decides to do so, we'd suggest that the city develop and formally adopt a policy on what kind of assistance will be provided and in what circumstances, in order to assure that everyone is treated fairly and equitably in the future. Cleaning up after a sewer back-up seems clearly to be within the city's legal authority. A sanitary sewer back-up that's not properly cleaned up can certainly b.e a health hazard and potentially a nuisance. The courts and statutes have long recognized that protecting the public ,emth and removing nuisances from private property are legitimate public purposes, for which the city has the authority to expend public funds. There is precedent for cities and other public entities to provide this kind of service. The Alexandria Lake Area Sanitary District, for example, has had such a policy for many years. Of course, while it's within the city's authority to provide this service, that doesn't mean that the city is obligated to do so. It's ultimately the council's decision on whether or not the city should provide this service. AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER *Name* Page 2 July 15, 2003 As noted above, if the city decides to do in this direction, we'd suggest that you develop and adopt a formal policy spelling out what will and what will not be included in the clean-up services the city will provide, and specifying under what circumstances clean-up services will be provided. One approach could be to incorporate that policy into the ordinance that establishes the conditions and rates for the sewer system. In other words, the specified clean-up services would essentially be part of the sewer services the customer is purchasing. One point to keep in mind in developing a policy-is that in a very large and severe storm, a great many properties could be affected at the same time, which could make the clean-up a very substantial financial obligation. That doesn't necessarily mean that you'd need to wait on assisting people in the present circumstance until you've developed a policy. But if the city does decide to respond in this instance, you'd want to keep in mind that you'd be establishing some precedent for the future, so you'd want to consider whether the city would be prepared to provide a similar level of service in similar circumstances in the future. Another issue is whether you'd want to use city staffto do the clean-up, or to hire a clean-up contractor. The availability of city staff and the cost of hiring a contractor are certainly considerations'. Another consideration is that the clean-up work itsel£potentially could generate claims. E.g., a property owner might claim that the clean-up workers further damaged the property, or that the clean-up itself was incomplete or ineffective. If the city contracts for the service, those risks would fall primarily on the contractor rather than on the city. 2. Can the city provide clean-up assistance without prejudicing the ultimate determination of liability? While there's no guarantee how a court might view it, there are some things you can do to minimize this potential problem. The key is to make it clear up fi-ont that the city is providing the clean-up based on its interest in the public health, and that providing the clean-up service does not necessarily imply that the city believes that it is legally liable. Having a policy in place would be very helpful on this point. Another good way to accomplish this would be to include an acknowledgement in an authorization form the property owner would sign to authorize the city to enter the property and perform the clean-up. If the city decides to go ahead with providing clean-up services in the immediate situation, before a formal policy is adopted, it would be especially important to use this ldnd of acknowledgement form. Suggested language for an authorization form is included at the end of this memo. *Name* Page 3 July 15, 2003 One further comment. Some cities have attempted to use an authorization form which provides that as a condition of accepting clean-up assistance from the city, the property owner waives any further claim against the city. That's an attractive option in some ways, since it would, eliminate the liability risk for the city. The problem though is that property owners are often reluctant to agree to waive their rights in this way, which effectively defeats the purpose. Suggested language for an authorization~acknowledgement form I hereby authorize the City of Columbia Heights and its employees or contractors to enter my property at and to provide sewer back-up clean-up services. These sewer back-up clean-up services will consist of removing the wastewater, drying floors, carpets and walls, and performing disinfection. It also includes removing furniture and other items of personal property from the premises, but does not include cleaning, drying, or repairing fizm/ture or other items of personal property. I understand and acknowledge that the City of Columbia Heights' offer to provide clean-up services is for the purpose of protecting public health, and that it is not and should not be construed to be an admission of legal liabihty or negligence on the City's part. Cc Bama, Guzy & Steffen Kevin Hansen City of Columbia Heights Administration Work Session Discussion ItelTl Work Session Date: May 17, 2004 ITEM: Decision Resources Survey The Columbia Heights School District requested, and received, a proposal from Decision Resources, Ltd. to conduct a survey to assess the attitudes and opinions of residents of the Columbia Heights Public School District on ttu'ee separate, but interrelated issues (see attached). Preliminary discussion occmTed at the Work Session of May 3, 2004, regarding the City and School District sharing in the cost of a smwey. This item is beh~g brought to the City Council for discussion proposes. Fr~:[~EOISION RESOU~0E$ LTD. 612 920 1069 05/19/2004 ]4:56 ~0 P,00'2/a)5 DECISION RESOURCES, LTD. ,3128 Dean Court Minneapolis, Minnesota 55416 612-920-~01 wmerrb~drlmplLcom May 13, 2004 Ms. Judy Ytntos Director of Community Education Columbia lteishts Public Schools 1440 49~ Avenue lq Columbia FIeigll~ Mlaac~ota $5d$1 Dear Judy: Decision l~8ources, Ltd., is pl,ased to present this survey and mrnmunle~ions rese~ch proposal to yOU for the Columbia I-Ieist~ts Public $¢hool District. Much of this proposal is bmscd upon your earlier teAepboae discussion with my p0xmer. Diane Traxle~, mud also builds upon our prior exp~iene~s with the Columbia Heishts $ohool Districl and the City of Colurflbia Heislas. This prospectus is organized in three parts: a discussion of the go~ls ofthe research; a potential desisn and sc, hextule; m~l, estinmted project costs. As you will see, I sm certain that DRL ~an provide the Columbia Heights Public School District with the information it seeks in both a cost-effe~ve and timely manner. GOAL~ OF TH]~ The survey would assess the a~titudes and opinions of residents of the Columbia [-l~ights Public Sohool District ~/n three separate, bM interrelaled issues: I. Acceptability cfa School DtstrYct. C.t~ R~/erendam Pro~sal: ~t is the ~ public r~on to gov~t p~pS ~ ~d~g ~c~ia~? How doe~ a p~nm~ i~ support for a ~d~ ~po~? ~cs a p~p proxide ~difio~ v~ue ~ either t~u~ the ~ues ofoooperation or ~ffi~i~n~ -- ~opo~? Wo~d r~d~zs be eon~M about ~y obli&ation ofthe Sc~ol D~td~t ~ the op~rzlions of the f~lity? How do ~n-Col~ Fr..-x,:DECi$iON RD$OUROE$ LTD, 612 920 !069 05/]3/2004 14:56 ~40 P.003/005 2, Pcweptionr ofScflool D~tr~ct Nssds: Would residems also support ~&fion~ quea~ena for ~nds dcdicat~ solely to ~e ~ol ~s~fi~? W~t would ~ ~e ov~ ~ i~r~ re~s would suppo~ for mu~ip~e pu~ses? ~ ~here one b~lot qu~6on ~l ~uid be u~ ~ a '~ot ~ap" ~o p~ the eth~ questions t~o~? Have there been ~y drtma~ic ch~s in core i~imdes and op~o~ Oft~ ScSI Da~a -- fi~ credibility, ~tioxi i~cls, orjob p~ce9 $. ,°re. files of Lilly Support and Oppozttton: What would be the demographic breakdown of' the turnout, eve~ with thc ma~aive numbers voting in a Presidemial election yea.r? Regardless of the election d~te, which groups would have hi~her support levels and which groups lower suppor~ levels? What would be the support level, in panicuhr, of pm-ems? How informed are residents about the ralionale for the proposal? What would be the reasons for o"no" vote decision? What chenge~, ~a~¥, could be made in the propo~ to secttrc passage? Which ~oups would be persuadable mid. consequently, targeted for further information? What are the strongest communication messages to maximize support for the propo~? What are the most effective communications channels for deliveries these messaSes? DESIGN OF THE RESEA,RCIt: Decision Resources, Ltd., pr0poscs to conduct a Telephone survey' of 300 randomly seleated l~o~scholds in the Columbia Hcishts Public School District. The overall sample size pemtits ~he division of distriot r~sidents into a number ofc, ate~ories for more detailed analysis, ~uch as Columbia Heights rcsid~nt~ aud Fridley residers. The results of this survey would be projeotable to the opinions and ~ttitud¢~ of all adult residents in the distriot to within ± 5,5% in 95 out of 100 To insure the intelpity or,he sample, DRL places the most csactinS sampling standards in the industry on our procedures, Before an alternate household is substituted for it desi6nated target, at least twenty ~es m~ made to conutct the initial houseitolds durh~ t sevea~ay l~er~od. Thc telephone calls take place duties various times on weekday evenings and d~in~ the weekend, Our interviewers ~e also instructed to seek convenient appointments with intctwicwccs, cu~fing our non-contaot race to tess ~han five percent On average. An unbiased selection Modess is als~ used to idantit~ 0ia adult member ut'the household to be intcrvi~wed. DRL employs both Spanish speakers and &start iant~mge sp~ to hlsote the sample ~curatelS' i'effects the diversity o.f the population. To validate the conlpleted rmmplc, the latest 2000 United ~tate.9 Census population characteristics ate utilized as a standard of comparison. The questionnaire would be administered by DRL trainod and supctvi~d personnel. The computer analysis will be ob?~i_n~i it*om our in-house C-MI~NTOP, and SPSS statistical analysis s~stlrnl, ~flmirir~ both access ~o ~0 most current analysis programs and coni~d~tiality of thc data Fr~:DECI$ION ~$OU~CE$ LTD, 612 929 ~06~ 05/15/2004 14:57 ~40 P.004/005 The $~ool Distric! ~nd City will be presented with bound copies of the final report highlighting all the m~jor firldi~a of the study. DRL will also spea~ to say mRjor differe~oes ~rom and simil~rltles with the past audios, when applicable, in addition to otl~ scllool disl~'icts un~ienaki~ referendums jointly with other levels ofgovcrnn~nL hi particular, special attenlio~ will be paid to any parallels with dynamos of both sur,4;~saful and unsuccess~l joint city-school dislrict efforts during the pas~ ~ yea~s. A volume of all computer &enerated cross tabHatioas and other multivariate s~iatiMi te~hrgquoa will also be included Our general time line ~'or a project of this size and oomplexky is listad below: 1. Plannin8 with School Disthct Admbisttation a~d School Board to est&bUsh thc topics to be covered in the survey. Baaed on thc~e ~opic concepts, DRL would word Sl~ific, neutral queieions. This activity c~m be r, ompleted by telephone and/or fax, depending o~ clieat wishe~, withi, two wer~ of the iniliation of the ~xmtra~. 1. Stru~tudnB of questions and final approval et' the survey instrumem. These ~ivi~ies to bc complied wirAtn three weeks of'th~ initiation of the contraoI. 3. Final determination ortho field dete~ for interviewins. 4, Pre-testin& and, if needed, approval ofreaultia8 revisions. Tkia a~tiviw, to be completed by tim second day offieidwork. Completion of all fieldwork within a two.to.three week period. 6. Computer analysis and preparation of m written report. All ml~lyiical tests and commentaly will be available witlgn three wee'la ~er ~ompletion olethe field work. 7. Delivery of the ~nal written report to the Columbia Heighls School District and the City of Columbia Heights, arat prostration of the surwT results and implic~ltions at a formal or workshop me~tinS. DRL will work with Disui~ Adminisu'ation and Staff to construct a conunuaicalions strate~ to best t'~cilitate a referendum campaitpt At~erwards, telephone cozlsuP, ation, as the need arises, will be provided about the study's flndin&s and implications. COSTS: The coat ora sm-ray in driven by two factors: sample size Itnd qu~tionnaire length. A study whose parameters are & maximum of 45 questions administ~l to a 300 household random sample of the Columbia Iieigh~a Public School Dislri~ would cost $7,000.00, lii~;h additional question unit berond the Lniti~ allotment would be $100,00, From:DEP. ISION RES(liRaS LTD. 612 920 10~ 05/I$/2004 ]4:58 ~40 P,005/005 As company policy. DRL recluires 0r~e.haff of the co~t prior to the commera'.~gnt offi~d work; the remainder i~ due upon d~Livery of ~ f~l written report. Unless otherwise arranged, DI~ invoicas clknts for th~/niti~l pa:~nent at ihe time ut'the initiation of the contract; tha rermfinder is due at the time of the receipt ofthe Il. aa] written report. it'you require a~y R~nhet information ~irom us. fee~ t'ee :o contact e~ther Diane Trax~cr or me. We look Eom/md 1o thc opponaaky to work with tk Columbia Heights Public School District ~mn, bur, in an3/rase, wish you we~ wi~ this project. SLac~ely, William D, Morris, Ph.D, 13Yeaid~-nt