HomeMy WebLinkAboutJanuary 3, 2005 Work SessionCITY OF COLUMBIA HEIGHTS
590 40th Avenue N.E., Columbia Heights, MN 55421-3878 (763) 706-3600 TDD (763) 706-3692
Visit Our Website at: www. ci. columbia-heights, mn.us
ADMINISTRATION
NOTICE OF CITY COUNCIL MEETING
to be held in the
CITY OF COLUMBIA HEIGHTS
as follows:
Mayor
Ga/y Peterson
Councilmembers
Bntce Nawrodd
Robert A. Williams
Tammera Ericson
Bruce ~elzenberg
City Manager
Walt Fehst
Meeting of:
Date of Meeting:
Time of Meeting:
Location of Meeting:
Purpose of Meeting:
COLUMBIA HEIGHTS CITY COUNCIL
JANUARY 3, 2005
7:00 P.M.
CONFERENCE ROOM 1
WORK SESSION
2.
3.
4.
5.
Prior to meeting
Official swearing in/signing of Oaths
AGENDA
Consent Items
City Newsletter bids
Murzyn Hall rates
Proposed Charter Amendment
Discussion Items
Council President designation
2005 Council/Staff liaison assignments
Ceremonial swearing in, meeting nights, Council chamber seating
Mayor's TV Report
Commission interview date/re-appointments
The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or
employment in, its services, programs, or activities. Upon request, accotmnodation will be provided to allow individuals with
disabilities to participate in all City of Colmnbia Heights' services, progrmns, m~d activities. Auxiliary aids for handicapped
persons are available upon request when the request is made at least 96 hours in advm~ce. Please call the City Comxcil Secreta~7 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 BABIB OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES
EQUAL OPPORTUNITY EMPLOYER
CITY COUNCIL LETTER
Meeting of: January 10, 2005
AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPT.: CITY MANAGER
NO: Recreation APPROVAL
ITEM: Authorization to obtain price quotes for BY: Keith Windschitl~fi4) BY:
printing and mailing the 2005 City newsletters Recreation Director
NO: DATE: 12/8/04
BACKGROUND:
Staff is seeking authorization to obtain price quotes for printing and mailing the 2005 "Heights Happenings" city
newsletters. A total of 13,000 city newsletters will be printed. A total of 10,047 newsletters will be mailed to all
Colmnbia Heights residents on a quarterly basis. The Recreation Department uses Microsoft Publishing software
to COlnpile the city newsletter in-house. Attached are the specifications for the 2005 city newsletters.
Plans are to print and distribute 2005 city newsletters according to the following schedule: Spring newsletter -
February; Summer newsletter - May; Fall newsletter - August; and Winter newsletter ~ November. A total of
$19,000 has been budgeted in account 101-45050-3440 for printing and mailing the city newsletters in 2005.
RECOMMENDED MOTION: Move to authorize staff to obtain price quotes for printing and mailing the
2005 "Heights Happenings" city newsletters.
COUNCIL ACTION:
Htshappn\CC-Newsletterbids2004
Specifications for 2005 City Newsletter
Contact Person:
Keith Windschitl, Recreation Director
Columbia Heights Recreation Department
530 Mill Street NE
Columbia Heights, MN 55421
Phone (763) 706-3732
Fax (763) 706-3731
Qualifications: Printing company must have two years of experience in the printing of
newsletters or similar projects.
2005 city newsletters to be published and mailed quarterly according to the following
schedule: Spring - February; Summer - May; Fall - August; Winter - November.
Printing specifications:
* Printed using a sheet fed and/or web press method (you may want to bid on
both)
* 60 lb. white 11" x 17" paper.
* Folded in half(to create an 8 1/2" x 11" booklet)
* The booklet may be stapled or glued.
* Two ink print colors.
* Printing to include typed text, clip art and photographs.
* Printing on both sides of paper.
* 13,000 newsletters to be printed.
4. Price quotes should be submitted for newsletters of 24 finished pages.
10,047 newsletters to be mailed to all Columbia Heights residents. The additional 2,953
newsletters to be boxed and delivered to John P. Murzyn Hall, 530 Mill St. NE,
Columbia Heights, MN 55421.
Copy for the newsletter will be prepared on Microsoft Publisher 2000 version 6.0 and
will be submitted in hard copy form. The printer will do color separation from the hard
copy. Copy to be submitted to printer approximately seven business days prior to
scheduled mailing dates.
Additional cost for an optional printing and inserting of a two-sided flyer into the 10,047
copies to be mailed. 1.60 pound gloss text. 2. Same stock as used in newsletter.
8. Additional cost for half tone photographs.
9. Additional cost option for 8 additional pages.
10 . The price quotes shall include: printing costs; mailing costs (10,047 copies); sales tax;
delivery costs; and any other associated costs.
CITY COUNCIL LETTER
Meeting of: January 10, 2005
AGENDA SECTION: ORIGINATING DEPT.: CITY MANAGER
NO: Recreation APPROVAL
ITEM: Establish John P. Murzyn Hall rental rates BY: Keith Windschitl~,0 BY:
for 2005-2006 Recreation Director
NO: DATE: 12/8/04
BACKGROUND
The Columbia Heights Park and Recreation Commission unanimously approved the 2006 Murzyn Hall rental
rates at their meeting on November 23, 2004. Staff has recommended rental rates for 2006 stay the san~e as they
were for 2005. Staffhas also recommended a $3.00 increase for pre-mix canister resale from $22.00 to $25.00 to
cover projected increases in cost of the product. Security officer rates are also recmm-nended for a $2.00 increase
for 2006. All other Murzyn Hall rates and discounts would remain the same as they were for 2005. A copy of
the proposed rental rates is attached.
RECOMMENDED MOTION: Move to adopt the 2005-2006 Murzyn Hall rental rates, as outlined by the Park
and Recreation Colmrtission at their meeting of November 23, 2004.
COUNCIL ACTION:
ADMIN\CC06RATE
JOHN P. MURZYN HALL RENTAL RATES
Rentals in 2005 will pay the 2005 rate, and rentals in 2006 will pay the 2006 rate.
RENTAL INFORMATION 2005 RATES 2006 RATES
(Sun - Fri) (Saturday) (Sun - Fri) (Saturday)
Hall/Kitchen/LaBelle Lounge $800.00 $1,000.00 $800.00 $1,000.00
Hall $675.00 $705.00 $675.00 $705.00
Kitchen $115.00 $120.00 $115.00 $120.00
LaBelle Lounge $200.00 $210.00 $200.00 $210.0~'
Gauvitte Room $170.00 $175.00 $170.00 $175.00
Prestemon Room $170.00 $175.00 $170.00 $175.00
Edgemoor Room $170.00 $175.00 $170.00 $175.00
Keyes Room $170.00 $175.00 $170.00 $175.00
Youth Lounge $170.00 $175.00 $170.00 $175.00
Maithaire/McKenna Room $240.00 $250.00 $240.00 $250.00
Senior Center $240.00 $250.00 $240.00 $250.00
Down Payment (non-refundable) $500 / $100 $500 / $100 $500 / $100 $500 / $100
Damage Deposit $250.00 $250.00 $250.00 $250.00
Security Deposit $100.00 $100.00 $100.00 $100.00
CSO per hour $20.00 $20.00 $22.00 $22.00
Pre-Mix Deposit $100.00 $100.00 $100.00 $100.00
Pre-Mix per canister $22.00 $22.00 $25.00 $25.00
Early Entry Fee* $60.00 $60.00 $60.00 $60.00
Custodial Charge per hour $15.00 $15.00 $20.00 $20.00
CO2 System Usage Fee** $20.00 $20.00 $20.00 $20.00
Events Lasting 2 hours or less 50% 50% 50% 50%
Events Lasting 4 hours or less 25% 25% 25% 25%
Heights Resident Discount*** 25% 25% 25% 25%
IAudio/Visual equipment rental I $25.00 I $25.00 I $25.00 I $25.00
* Subject to approval by Recreation Director and/or Park & Recreation Commission.
** For use of CO2 system to tap kegs of beer. Fee waived if renter purchases
pre-mix from the City or the Lion's Club provides bartending services.
*** Columbia Heights Resident discount is exclusively limited to the renter or their parehts,
providing one is a Columbia Heights resident.
Linen and Napkin rental is available upon request. Prices are as follows:
$6.00 per hall table (60" rounds and banquet tables)
$3.00 per bar table
$ .50 per napkin
Linen and Napkin rentals will need to be placed 2 weeks prior to your rental date.
CITY COUNCIL LETTER
Meeting of: January 10, 2005
AGENDA SECTION: ORIGINATING CITY
RESOLUTIONS/ORDINANCES DEPARTMENT: MANAGER'S
NO: CITY MANAGER'S APPROVAL
ITEM: FIRST READING OF PROPOSED CHANGE BY: CHARTER BY:
TO CHAPTER 2, SECTION 15, OFFICIAL COMMISSION DATE:
BONDS, OF THE CITY CHARTER DATE: 12-29-04
NO:
Background on Proposed Change to Chapter 2, Section 15, Official Bonds
This item has been discussed by the Charter Commission various times throughout 2004.
Please see the attached memorandum fi'om the City Attorney to the Finance Director dated October 29, 2003, and
the Finance Director's response dated January 7, 2004, for further information on this item.
The Finance Director, Bill Elrite, has recommended this change to the Charter Commission. Mr. Hoeft, City
Attorney, concurs with this recommendation, and states the proposed wording would satisfy the legal
requirements for bonding.
RECOMMENDED MOTION: Move to waive the first reading of Ordinance No. 1480, there being ample copies
available to the public.
RECOMMENDED MOTION: Move to schedule the second reading of Ordinance No. 1480., for Monday, January
24, 2005, at approximately 7:00 p.m.
COUNCIL ACTION:
COLUMBIA HEIGHTS CHARTER COMMISSION
TO:
BILL ELRITE, FINANCE DIRECTOR
FROM:
JIM HOEFT, CITY ATTORNEY
DATE:
OCTOBER 29, 2003
CHAPTER 2, SECTION 15, OF THE CITY CHARTER
PERTAINING TO OFFICIAL BONDS
At the Charter Commission meeting of Thursday, October 23, 2003, the
commission members discussed the above mentioned chapter and section of the
city charter which reads as follows:
Chapter 2, Section 15, Official Bonds.
The city manager, the city clerk, and such other officers of the city as may
be provided for by ordinance, shall each before entering upon the duties of
their respective offices, give bond to the city in such sum as may be fixed
by the council as an additional security for the faithful performance of
their respective official duties and the safekeeping of the public funds.
Such bonds shall be approved by the city council and shall be endorsed by
at least three members of the council as having been so approved. They
shall be filed with the security of the council. The provisions of the laws
of the state relating to official bonds, not inconsistent with this charter,
shall be complied with. The first city manager under this charter shall
give bond in the sum of Five Thousand Dollars, but the council may
increase this requirement at any time.
After some discussion on this item, Charter Commission members asked if you
would put together a memo explaining if the city has (in the past and up to the
current time) required bonds from the City Manager, City Clerk, and other
officers of the city before entering upon the duties of their offices. If the city does
not, does it require some other type of assurance of performance of these
officials? Also, what would your opinion of the current language in the charter be
on this particular chapter and section?
cb
CITY OF COLUMBIA HEIGHTS
DATE:
JANUARY 7, 2004
TO: ,JIM HOEFT
CITY ATTORNEY
CAROLE BLOWERS
CHARTER COMMISSION SECRETARY
FROM:
WILLIAM ELRITE
FINANCE DIRECTOR
CHAPTER 2, SECTION 15 OF THE CITY CHARTER PERTAINING TO OFFICIAL BONDS
This memo is written as a follow-up to Jim Hoeft's letter of October 29, 2003 and our more recent conversation.
Since 1981 the City of Colmnbia Heights has not required a bond from the City Manager, City Clerk, or other
officials of the City. It is unlcnown to me how far back prior to 1981 that this practice was in place. However,
since 1981 the City has purchased a blanket fidelity bond covering all City employees in relationship to faithful
performance coverage and employee dishonesty coverage. The exception to this was in the early 1980's when
the City Council chose not to have any insurance coverage for two years. Currently the City of Columbia
Heights has a blanket faithful performance bond, including employee dishonesty coverage, in the amount of
$300,000 that covers all employees. In my opinion, the blanket bond covering all employees may be more
beneficial to the City as it covers dishonesty at all levels. Since 1981, to the best of my knowledge, the only
documented cases of dishonesty were at employee levels other than the City Manager or City Clerk and were
covered by the blanket bond. In checking with the League of Minnesota Cities Insurance Trust, they have
indicated that the majority of cities in the state are covered by the LMCIT and they do carry the blanket bond
coverage on all employees. Subsequently, it is my recommendation that Chapter 2, Section 15 Official Bonds
either be dropped or amended in one of the following ways.
Alternative ]
To require blanket bond coverage on all employees for employee dishonesty coverage.
Alternative 2
To amend the wording to state that the City Council shall establish bonding and other insurance coverage limits
by resolution.
Alternative 3
To set requirements in the Charter for all
Professional Liability, and Property Coverage.
insurance coverage
to include Bonding, General Liability,
During the two years that the City Council chose to go without insurance coverage they had significant liability
exposure. After that two-year period, when the City Council again took out insurance coverage, it was at a
minimal level and did not include professional liability insurance or coverage of City property. During this
period of time thc City was involved in the Sheffield Housing related lawsuit. Because we did not have
Professional Liability coverage this lawsuit cost the city approximately $800,000. In more recent years our
insurance coverage has been increased to cover property and professional liability. The City's overall exposure
and financial loss could be greater in the liability coverage area than it is in the bonding area. Subsequently, if
it is the goal ot~thc Charter Commission to protect the City, they may want to look at all these areas and not just
bonding.
WE:sms
0401071LEG
ORDINANCE NO. 1480
BEING AN ORDINANCE AMENDING CHAPTER 2, SECTION 15
OF THE CHARTER OF THE CITY OF COLUMBIA HEIGHTS
PERTAINING TO OFFICIAL BONDING
The City of Columbia Heights does ordain:
Section 1: Chapter 2, Section 15 of the Charter of the City of Columbia Heights which currently
reads as follows, to wit:
Section 15. OFFICIAL BONDS. The city manager, the city clerk, and such other officers of
the city as may be provided for by ordinance, shall each before entering upon the duties of their
respective offices, give bond to the city in such sum as may be fixed by the council as an additional
security for the faithful performance of their respective official duties and the safekeeping of the
public funds. Such bonds shall be approved by the city council and shall be endorsed by at least
three members of the council as having been so approved. They shall be filed with the security of the
council. The provisions of the laws of the state relating to official bonds, not inconsistent with this
charter, shall be complied with. The first city manager under this charter shall give bond in the sum
of Five Thousand Dollars, but the council may increase this requirement at any time.
IS HEREWITH AMENDED TO READ AS FOLLOWS:
Section 15. OFFICIAL BONDS. By resolution, the council shall establish bonding
and insurance requirements for all city employees as security for the faithful performance
of their respective duties and the safekeeping of the public funds.
Section 2: This Ordinance shall be in full force and effect from and after ninety (90) days after its
passage.
First Reading:
Second Reading:
Date of Passage:
Offered by:
Seconded by:
Roll Call:
Gary L. Peterson, Mayor
Patricia Muscovitz, Deputy City Clerk
Conm~ission
2005 COUNCIL/CITY STAFF ASSIGNMENTS
Telecommunications Cormnission
Hurnan Services Cormnission
Library Board
Park & Recreation Cormnission
Plalming & Zoning Commission
Traffic Commission
SACC
Suburban Rate Authority
National League of Cities
League of Mi~mesota Cities
Association of Metropolitan Municipalities
Rice Creek Watershed Advisory board
North Star Corridor
Joint Law Enforcement Council
Youth Initiative Commission
Design Standards Team
Charter Commission
Bruce Nawrocki
Bruce Kelzenberg
Tmni Ericson
Bruce Kelzenberg
Bruce Nawrocki - delegate
Public Works Director - alternate
Bruce Nawrocki - delegate
Councilmembers - alternates
Brace Nawrocki - delegate
Cotmcil/Citv Manager -alternate
Bruce Nawa'ocki - delegate
City Manager - alternate
__Robert A. Williams - delegate
Kevin Hansen -alternate
Bruce Nawrocld
- delegate
Chief of Police - alternate
Bobby Williams
Tmni Ericson
Robert A. Williams - delegate
Tami Ericson- alternate
Board and Commission
Terms to expire on:
Current APPlicationS Received
EDA
12-31-2004
~ 9
1~-31-_004
12-31-2004
Julie Wyckoff
Bobby Williams
Bruce Nawrocki
HRA
12-31-2004
12-31-2004
12-31-2004
Julie Wyckoff
Bobby Williams
Bruce Nawrocld
Human Services (5 current vacancies)
4-2005 Jocelyn Hall
4-2005 Mohmned Hassan Osman
Library Board (1 cm~rent vacancy- term expired 4-05)
Park and Recreation
4-2005 Tom Grem~halgh (5 year term)
Planning & Zoning (1 cmTent vacancy - term expires 4-05)
Police & Fire Civil Service (1 current vacancy- tem~ expires 4-07)
4-2005 Mitch DeMars
7
Telecommunications
A ~tm~ Dennis Stroik
4-2005 Rueben Ruen
4-2005 David Mahoney
Traffic
4-2005
Kenneth Stumpf