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September 4, 2002
CITY 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. col.mbia-heights.mn, us ADMINISTRATION NOTICE OF CITY COUNCIL MEETING to be held in the CITY OF COLUMBIA HEIGHTS as follows: Mayor Gary L. Peterson Councilmembers Marlaine Szurek Julienne Wyckoff Bruce NawrocM RobertA. Williams City Manager Walt Fehst Meeting of: Date of Meeting: Time of Meeting: Location of Meeting: Purpose of Meeting: COLUMBIA HEIGHTS CITY COUNCIL WEDNESDAY, SEPTEMBER 4, 2002 7:00 P.M. CONFERENCE ROOM 1 AGENDA Consent Set public hearing date for Law Enforcement Block Grant for September 23, 2002 - informational School Liaison Officer contract 3. 4. 5. Discussion Items Resolution adopting a proposed budget for the year 2003, setting the proposed city levy, approving the HRA levy, approving a tax rate increase, and establishing a budget meeting date for property taxes payable in 2003. Tox Alert Grant Project at MSC for Diesel exhaust Central Avenue Banners & Holiday Decorations: Process & Selections Contribution to the Greater Metropolitan Housing Corporation for the purchase of 4828 5th Street Central Avenue Design Guideline Task Force 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, 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 hours in advance. Please call the City Council Secretary 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 OR THE PROVISION Of SERVICES EQUAL OPPORTUNITY EMPLOYER CITY COUNCIL LETTER AGENDA SECTION: Consent NO. ITEM: School Liaison Officer Contract NO. ORIGINATING DEPARTMENT POLICE CITY MANAGER APPROVAL: 9,2002 BY: Thomas M. Johnl BY: DATE: August 26, DATE: BACKGROUND In 1992, the City of Columbia Heights and School District #13 entered into ajoini powers agreement to fund a school liaison services program. This contract has been renewed each year since then. The program continues to provide benefits to the School District and the Police Department and is an important part of our juvenile program. The School District shares expenses equally with the Police Department during the school year. Total cost for the school year 2002-2003 is $79,615.86, with the school district's share at $29,855.94. ANALYSIS/CONCLUSION Officer Mike McGee has held this position since the inception of the program. Officer McGee has established excellent rapport with the students and staff at the Middle School and the High School. In addition, his contacts at the schools are invaluable in our investigation of juvenile crime. Officer McGee provides an excellent role model to students and jsa valuable resource to the school and the community. His continued interaction is an important link between law enforcement and the educational system. RECOMMENDED ACTION Authorize the Mayor and City Manager to approve the joint powers agreement with School District #13 for the provision of a police school liaison officer as stipulated in the joint powers agreement for the period of September 3, 2002, through June 6, 2003. mld 02-153 COUNCIL ACTION: SCHOOL LIAISON OFFICER PROGRAM COLUMBIA HEIGHTS POLICE DEPARTMENT AND INDEPENDENT SCHOOL DISTRICT #13 Prepared and Submitted by: Randell Bartlett May 19, 1992 TABLE OF CONTENTS Subject Section Mission, Goals and Primary Responsibilities of the School Liaison Officer ............................................................................................... 1 Objectives of the School Liaison Officer Position ............................................................... 2 Position Description - School Liaison Officer Position: Accountability and Education Requirements ............................................................. 3 Position Description - School Liaison Officer Position: Qualifications ............................................................................................................. 4 Major Areas of Accountability for the School Liaison Officer Position ................................................................................. 5 Guidelines for School Liaison Officer Position ................................................................... 6 Joint Powers Agreement ...................................................................................................... 7 Program Cost Factor Breakdown ......................................................................................... 8 Section 1 MISSION~ GOALS AND PRIMARY RESPONSIBILITIES OF THE SCHOOl, LIAISON OFFICER: Mission Statement: The School Liaison Officer is placed in the school environment to identify, correct, and prevent delinquent behaviors and activities, and to create a positive relationship between youth, police, and other authority figures. Goals: To work with and through school administrators, counselors, teachers, and students to develop a better understanding and a more positive attitude among students as to the role of a police officer. To work in liaison with school officials to provide, as much as possible, a safe and crime-free environment for students and staff. To act as a law enforcement consultant and educator to Columbia Heights School District #13 schools located in Columbia Heights and Hilltop. Primary, Responsibilities: The School Liaison Officer shall function as a law enforcement officer within the school environment and under the direction of the Columbia Heights Police Department investigative supervisor. The School Liaison Officer shall act as a resource for students, teachers, counselors, school administrators and parents. The School Liaison Officer shall remain conscious that the primary responsibility is that of a law enforcement officer. The School Liaison Officer plans and coordinates all functions of investigations relating to juveniles and children, in both criminal and noncriminal matters to effectively solve criminal cases and build a basis for successful prosecution when wan'anted and/or make all appropriate dispositions of noncriminal matters. The School Liaison Officer also develops and presents investigative reports to the County Attorney and/or City Prosecuting Attorney for complaints and coordinates with other juvenile referral agencies to appropriately handle juvenile criminal and noncriminal acts that have come to the attention of the Department. Section 2 THE OBJECTIVES OF THE SCHOOL LIAISON OFFICER POSITION ARE. Objective #1: To provide a formal process or rationale to: Enhance the general safety to students and faculty staff in and around public schools. b. Monitor and/or prevent juvenile gang activity and provide intelligence. c. Reduce the use of uniform officer intervention at school sites for response to school related service demands. Maintain community contact for: parents, students, neighborhoods, community organizations (PTA and other service providers) eo Handle incidents such as minor assaults, thefts, and threats as they occur in the officer's assigned schools. Indicator #1: Lack of formal or informal complaints or concerns, either written or verbal. Receipt of letters, phone calls or personal verbal contacts regarding individual or program successes. Obiective #2: To provide the following services to Columbia Heights School District #13 schools located in Columbia Heights and Hilltop: ao To coordinate and directly provide for, in appropriate circumstances, the general safety of students and staff. To monitor gang activity throughout school property and respond appropri- ately to non-school related intelligence regarding gang activity. To reduce the number of calls responded to by uniform officers at school sites. School Liaison Program Page 2 Statement of Objectives Indicator #2: Maintain adequate knowledge through review of daily reports, keeping abreast of the above current problems and disseminating information to Investigations and Patrol. Obiective #3: Complete all investigations assigned or generated in the field to their proper conclusion. Indicator 03: Pass Liaison supervisor's review of completed cases. One hundred percent of cases must pass this review. Objective 04: Improvement and continual update of Liaison Program. Indicator 04: Yearly evaluations to be prepared by School Officials, Police Department and Liaison Officer for annual review and evaluation. During the first year of the program, evaluations will be performed monthly and in writing, being prepared by appointed school and police department personnel. POSITION DESCRIPTION - SCHOOL LIAISON OFFICER' ACCOUNTABILITY AND EDUCATION REQUIREMENTS Section 3 The School Liaison Officer is a member of the department below the rank of Sergeant. Officer may be assigned from the rank of police officer to serve as School Liaison Officer. Officers who desire to serve in this assignment may submit their requests in writing to the Investigative Unit Supervisor. Officers serving in the assignment may be removed at the discretion of the Chief of Chief. The appointed School Liaison Officer may vacate this position with thirty days written notice to the Chief of Police. While serving in this assigranent, officers shall receive a pay differential in accordance with the labor agreement in effect at the time of the assignment. Accountable to: The School Liaison Officer reports to and is directly accountable to the Police Department Investigative Supervisor and/or the Chief of Police. Education and Training Requirements: POST licensed, supplemented by course work in investigative techniques, interview and interrogation techniques and crime scene processing techniques, at least three years of experience as a police officer. POSITION DESCRIPTION - SCHOOL LIAISON OFFICER: QUALIFICATIONS Section 4 1. Considerable knowledge of the principles of modem investigation techniques. 2. Thorough knowledge of scientific methods of crime detection and criminal identification. o Thorough knowledge of federal, state and local laws and ordinances which are enforced by the department. 4. The ability to communicate effectively both orally and in writing. o 7. 8. 9. 10. 11. 12. 13. The ability to analyze complex criminal transactions and trends and to use information obtained to successfully charge criminal offenders. The ability to develop informants. The ability to independently manage a number of investigations at any one time. The ability to manage time effectively. The ability to speak effectively in public. The ability to work effectively with juveniles. To ability to gain cooperation, support, and assistance of the area church organizations, County Welfare, County Court Services, Juvenile Court, County and City law enforcement, and other agencies in the community. To meet as needed with members of the personnel team and police department representatives to discuss individual student and student body problems which affect school or police department objectives. The ability to provide educational materials and lectures for the students, the school staffand the community on juvenile problems and problem areas, available assistance services for the students and their parents, and other topics deemed important. School Liaison Program Page 2 Qualifications 14. The ability to assist in the classroom in the teaching of physical, mental and social effects of alcohol and narcotic use and abuse. 15. The ability to train the school staff in matters of school security, symptoms of drug abuse, etc. 16. The ability to identify and take proactive steps to prevent activities which lead or could lead to delinquent behavior and/or activities. 17. The ability to establish a favorable rapport with students as a means for preventing delinquent behavior and activities. 18. The ability to maintain the police image. The School Liaison Officer is responsible for the enforcement of city and state law, but whose treatment is fair and recognizes he is working in a juvenile environment. The Juvenile Officer must assure the students and the staff that he/she is not in the school to create a police state, he/she is there to assist the administrative staff and students. 19. The ability to promote informal contacts between the students and the police, to increase communication and understanding between the two. 20. The ability to meet all other requirements and performance criteria defined for patrol officer position. 21. The ability to serve as a resource person for law enforcement and juvenile court procedures. The officer will be in a position with the school to develop a better understanding and have additional pertinent information for juvenile court determina- tions. 29. The School Liaison Officer is often in a favorable position to work on many creative programs and can work with juvenile group leaders trying to interest them in constructive activities of a recreational or social nature. Section 5 MAJOR AREAS OF ACCOUNTABILITY OF THE SCHOOL LIAISON OFFICER POSITION: o o To attend school staff meetings as a resource person in developing and adopting procedures that will contribute to the prevention of juvenile delinquency. To communicate and cooperate with county welfare officers, probation personnel, and other members of the professional community when appropriate. To assist school staff members in understanding the Anoka County Juvenile Court System, law enforcement ramifications, and the technique of court referrals when necessary. To be a part of the total team effort to provide role models and prevent undesirable behavior patterns from developing. Endeavor to build and maintain rapport between youth, school, and police by day-to-day contact as a resource person. To become involved in school and outside youth activities in order to understand special problems of youth and how they may be positively addressed. Participate in community affairs as requested or assigned, and be available for lectures to school and community groups. To facilitate education programs for students; i.e., acts as a resource person in the continuing development of drug education, etc. To assist and advise in security matters regarding school buildings and properties that are normally supervised by school staffmembers upon request of appropriate school official(s). To maintain individual police skills, including physical conditioning. Stay abreast of developments in the crime prevention and youth relations fields and changes in related laws and ordinances. To prepare and submit necessary case files regarding cases assigned or investigated. To work under the direction of the investigative supervisor and will accept input from appropriate school administrative personnel. School Liaison Program Page 2 Major Areas of Accountability 11. 12. 13. 14. 15. Investigates reported crimes, both in and out of the school environment, for the purpose of collecting evidence and identifying, locating, questioning witnesses and suspects, and making legal arrests as justified by the facts developed. Obtains and processes physical evidence. Handles or arranges for the processing of a crime scene including measurements, fingerprints, photos and drawings, etc. Ensures proper development of cases for prosecution, builds an accurate and complete case file through reports of actions and findings. Coordinates the disposition of all juvenile matters to provide for unified approach. Ensures proper disposition of cases for prosecution, builds an accurate and complete case file through reports of actions and findings. Coordinates the disposition of all juvenile matters to provide for a unified approach. Ensures proper disposition of all assigned cases, meets with the Chief of Police regularly to review the status of all cases and determines whether to pursue, delay or close the matter. 16. 17. 18. Confers with parents, other members of the Criminal Justice System, and those private and public agencies within the community which are involved in the case, counseling or treatment of juveniles, children or family units, in the disposition of matters involving juveniles and/or children. Preparation and presentation of appropriate material to students of elementary, junior and senior high schools. Keeps the Investigative Supervisor advised of all current investigations and performs all other duties as apparent or assigned. GUIDELINES FOR THE SCHOOL LIAISON OFFICER POSITION' Section 6 Work week will be based on a forty-hour week. Work hours will be proximate to the school day. Will be assigned a department vehicle and is authorized to take it to their home, so long as they live within the City of Columbia Heights. Non-police driving is not authorized. o Time commitment is appropriately divided in each of the following categories: a. In-school activity at senior high and middle school b. Case investigation, training, and meetings as scheduled c. D.A.R.E. d. Elementary schools Primary supervisor is the Investigative Supervisor. Secondary supervisor is the Chief of Police. o 11. 12. 13. 14. Must report to a supervisor daily, but is authorized to report immediately to the school each day if approved. Must be prepared to perform all police functions, as the officer is subject to immediate call-out for other activities, but must be discreet in the visibility of police equipment. Will be assigned a pager, and the pager must be operational during all hours when on duty. Break time will be as defined in the union agreement. Will be assigned desk space at the Police Department and will be provided appropriate office space and supplies by the schools. Must dress in a manner that is acceptable to school administrators and with the approval of the Chief of Police. The officer is at all times under police supervision, but is expected to work closely with school administrators and staff. The objective is to solve problems, assist school staff, and to assist students. Will keep a log and prepare appropriate reports to the Chief of Police. Shall attend the weekly Investigator meetings. JOINT POWERS AGREEMENT Section 7 This Joint Powers Agreement dated this 9th day of September, 2002, is made pursuant to M.S. 471.59 by and between the CITY OF COLUMBIA HEIGHTS (City) and INDEPENDENT SCHOOL DISTRICT #13 (School District). PURPOSE. The purpose of this agreement is to create, fund, and implement the position of Police School Liaison Officer. DUTIES AND RESPONSIBILITIES. The job description for the School Liaison Officer is attached. SELECTION PROCESS. From applications of qualified applicants for the position of School Liaison Officer, one or more candidates will be selected by a selection board made up of School District #13 personnel and appointed Police Department personnel. Oral interviews are to be administered by the same selection board. The final appointment of the School Liaison Officer is at the discretion of the Chief of Police. The School Liaison Officer may be removed from the position at the discretion of the Chief of Police. FUNDING. The School District and City will share the following expenses equally during the school year, except in no event may the School District's share of the expenses exceed 1/2 of 9/12 of the total officer compensation and benefit package: A. Officer's Salary B. Position Grade Enhancement C. Holiday Pay D. F.I.C.A. E. Workers Compensation F. P.E.R.A. G. Hospitalization H. Training I. Vehicle-related Costs Cost breakdown for 2002-2003 school year is attached. o BILLING. The City shall submit a bill to the School District, which will be paid within thirty days of receipt. Page 2 Joint Powers Agreement TERM. This agreement shall commence on September 3, 2002, and shall end on June 6, 2003. GENERAL PROVISIONS. The Police School Liaison Officer is a city employee and shall not be considered an employee of the School District for any purpose, including but not limited to salaries, wages, other compensation or fringe, benefits, Workers Compensation, Unemployment Compensation, P.E.R.A., Social Security, liability insurance, keeping of personnel records, termination of employment, individual contracts or other contractual rights. The officer will report to and be directed by the Investigative Supervisor, but will consult regularly with the School District officials. The officer will have office space and phone at the School District's high school without cost to the City. o INDEMNIFICATION BY CITY. The School Liaison Officer is a City employee. The City shall indemnify, hold harmless, and defend the School District, its elected officials and employees against any and all liability, loss, costs, damages, expenses, claims or actions which the School District, its officers and employees may hereafter sustain, incur or be required to pay, arising out of or by reason of any negligent or willful act or omission of the City, its agents or employees, in the execution, performance, or failure to adequately perform the City's obligations pursuant to this agreement. INDEMNIFICATION BY SCHOOL DISTRICT. The School District shall indemnify, hold harmless, and defend the City, its officers and employees against any and all liability, loss, costs, damages, expenses, claims or action which the city, its officers and employees may hereat~er sustain, incur or be required to pay, arising out of or by reason of any negligent or willful act or omission of the School District, its agents or employees, in the execution, performance or failure to adequately perform the School District's obligations pursuant to this agreement. 10. TERMINATION OF AGREEMENT. Ninety day written notice by either School District or City is required to terminate the program. The Liaison Officer can be removed at any time following the written notification of termination of the program. 11. TEMPORARY REASSIGNMENT. Temporary reassignment of the Liaison Officer is at the discretion of the Chief of Police not to exceed thirty consecutive days, contract to be renegotiated after thirty days. Page 3 Joint Powers Agreement 12. Resolution of unforeseen problems arising in this program shall be negotiated by representatives appointed by the School District and the Chief of Police. IN WITNESS WHEREOF, THE PARTIES HAVE EXECUTED THIS AGREEMENT THE DAY AND YEAR FIRST WRITTEN ABOVE. CITY OF COLUMBIA HEIGHTS SCHOOL DISTRICT #13 Gary L. Peterson Mayor Dr. Nancy Kaldor Superintendent of Schools Thomas M. Johnson Chief of Police Janet Ostazeski School Board Chair. COST FACTOR BREAKDOWN SCHOOL LIAISON OFFICER PROGRAM 2002-2003 School Year Base Wage: Patrol Top Wage Police/School Liaison Officer premium Longevity (16 years) Holiday pay Deferred comp. Overtime allocation TOTAL BASE WAGE $4,483.00/month 110.00/month 234.99/month Section 8 $53,796.00/year 990.00/9 mos. 2,819.00/year 2,482.85/year 300.00/year 2,327.40/year $62,715.25/year Compensation and Fringe: F.I.C.A. (1.45%) Workers Compensation (3.82%) P.E.R.A. (9.3% gross wage) Hospitalization ($535.00/month) TOTAL FRINGE BENEFIT COSTS 909.37/year 2,395.72/year 5832.52/year 6,420.00/year $15,557.61/year Miscellaneous Costs: Training Allowance Vehicle Related Expenses TOTAL MISCELLANEOUS COSTS 793.00/year 550.00/year 1,343.00/year TOTAL YEARLY COSTS To compute monthly total: $79,615.86 divided by 12 months = $6,634.65 To compute school year total: $6,634.65 x 9 months (school yr.)= $59,711.89 To compute School District #13 cost: 1/2 of 9/12 funding formula = $29,855.94 TOTAL COST TO SCHOOL DISTRICT #13 mid $79~615.86/¥ear $29,855.94 Discussion at September 4, 2002 Work Session Table of Contents City Manager's Summary Budget Message ...................................................................... (Gray) Council Letter and Proposed Levy Resolution .................................................................. (Blue) Tax Supported Funds, Revenue and Expenditure Summary ........................................... (Buff) Fund and Department Summary by Expenditure Classification ................................ (Salmon) Summary by Fund of Revenue by Revenue Classification ............................................ (Green) Anoka County Letter Regarding Truth in Taxation Budget Hearings ....................... (Yellow) Letter from Jim Miller, LMC Executive Director Regarding Budget Volatility ........... (Lilac) City of Columbia Heights 2003 Budget Message Summary Budget Revised August 29, 2002 This budget message is only intended to touch on the most significant budget items for 2003. Through the budget process the City Council will meet with division heads to review the various functional areas of the budget and to make important decisions for the final budget to be presented at our "Truth in Taxation Hearing". For 2003 Division Heads were instructed to prepare a hold-the-line budget. This was accomplished very successfully. The attached summary budget reflects a total General Fund budget of $8,912,953 for 2003 compared to $8,279,743 for 2002. This is an increase of $633,210, which is primarily due to personnel cost for employees moving through the pay plan and to cover the 3.5% pay increase that the City Council approved for 2003. The second largest cost factor is for capital equipment, which was cut fi.om the 2002 budget. This cut is not being added back, but we are proposing that the equipment needed in the 2003 budget not be cut. Of this increase, the most significant portion is in the area of public safety, which increased by $404,724. This is broken down to an increase of $280,238 for the police department, $73,349 for the fire department and $51,137 for the civil defense department. It should be noted that the three police officer positions that were added by a temporary Federal grant in the mid 1990's are still being maintained. This keeps the police department at 25 sworn officers, which is three higher than it was before the temporary Federal grants. The significant increase in the Civil Defense budget is to replace the 1960's vintage generator that maintains power to the public safety departments of City Hall in an emergency or disaster situation. The current 1960's vintage generator is no longer safe to operate and the replacement has been cut fi.om the budget for several years. The attached summary pages reflect the proposed 2003 budget with comparisons to the 2002 budget and the two previous years actual expenses. On the revenue side, the proposed levy under levy limits is $4,817,984. This is a decrease of $6,146 fi.om the 2002 levy of $4,824,130. However, the City is authorized to levy a special levy of $14,679 to cover PERA increases, which would bring the total levy to $4,832.663. Based on this and the current projection that the city will not receive a decrease in the fiscal disparities (area wide) tax, our residents should see an overall reduction in city property taxes The gloomy side of the revenue picture is that we have received a slight increase in Local Government Aid for the 2003 budget, which is subject to be reduced by the state in an effort to offset the state budget shortfall. It is staff's recommendation that we utilize fund the balance to offset any one-time reductions to state aid. This and the revenue picture in other funds will need to be reviewed in more depth as part of the budget adoption process. CITY COL~'CIL LETTER Council Meetin~ of: September 9. 2002 AGENDA SECTION: CONSENT ORIGINATING DEPT: CITY MANAGER NO: FINANCE APPROVAL ITEM: BEING A RESOLUTION ADOPTING A BY: WILLIAM ELRITE BY: PROPOSED BUDGET FOR.THE YEAR 2003, DATE: 08/29/02 DATE: SETTING THE PROPOSED CITY LEVY, APPROVING THE ~R~ LEVY, APPROVING A TAX RATE INCREASE, AND ESTABLISHING A BUDOET MEETING DATE FOR PROPERTY TAXES PAYABLE IN 2003 At the City Council meeting of August 26, 2002 the City Manager presented the proposed levies for 2003 for the City, the Library, the EDA, and the HRA, along with a summary of the proposed budget and a synopsis of the City Manager's budget message. This information was scheduled for further review at a City Council work session on September 3'd. Under the current law it is necessary for the City to certify a proposed levy, proposed budget, and the Truth in Taxation hearing date to Anoka County by September 15th. On or before December 28, 2002 the City must certify a final levy to the county auditor. The final levy can be less than the proposed levy, but it cannot be more than the proposed levy. In addition to the City's local levy, the county collects and distributes to cities an area-wide fiscal disparities tax. This area-wide tax is currently estimated to remain the same for 2003. For budgeting purposes, we have used an estimated $930,000 for the area-wide tax in 2003. The final area-wide tax figure will be available prior to the City's adoption of the final tax levy. As this information is not currently available, we cannot project what the effect of the proposed tax levy will be on local property taxes. If the area-wide tax increases, it reduces the local tax burden. If the area-wide tax decreases, it increases the local tax burden. After we submit the preliminary proposed tax levy to Anoka County they calculate the area-wide tax along with the local tax to determine the amount of the tax increase to local residents. This, in mm, is certified back to the City by Anoka County. The attached resolution also ratifies the Housing Redevelopment Authority tax levy of $111,648 and the Economic Development Authority tax levy of $140,569. Thc attached resolution also approves a lax ]'ate ina'ease. RECOMMENDED MOTION: Move to waive the reading of Resolution 2002-52 there being ample copies available to the public. RECOMMENDED MOTION: Move to adopt Resolution 2002-52 being a resolution adopting a proposed budget, setting the City, Library and EDA proposed local levy at $4,832,663, establishing a budget meeting date for property taxes payable in 2003 for December 2, 2002 at 7:00 p.m. in the City Council chambers, approving a tax rate increase, and approving HRA levy of $111,648. 0108293COUNCIL Attachment COUNCIL ACTION: RESOLUTION 2002-52 RESOLUTION ADOPTING A PROPOSED BUDGET FOR THE YEAR 2003, SETTING THE PROPOSED CITY LEVY, APPROVING THE HRA LEVY, APPROVING A TAX RATE INCREASE, AND ESTABLISHING A BUDGET MEETING DATE FOR PROPERTY TAXES PAYABLE IN 2003. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL FOR THE CITY OF COLUMBIA HEIGHTS, MINNESOTA: that the following is hereby adopted by the City of Columbia Heights. Section A. The proposed budget for the City of Columbia Heights for the year 2003 is hereby approved and adopted with appropriations for each of the funds listed below. General Fund Community Development Fund Economic Development Fund Parkview Villa North Parkview Villa South Rental Housing HRA Administration State Aid Cable Television Libra~j DARE Project Infrastructure Capital Improvement Capital Equipment Replacement Funds Central Garage Fund Liquor Water Utility Fund Sewer Utility Fund Refuse Fund Storm Sewer Fund Data Processing Debt Service Fund Total Expense Including Intarfund Transfers Expense 8,912,953 363,003 140,569 360,507 213,764 17,309 111,648 171,235 166,974 676,456 8,825 155,120 275,992 1,058,758 497,330 7,208,197 1,667,231 1,314,470 1,537,520 236,172 274,562 2,412,822 27,781,417 Section B. The estimated gross revenue to fund the budget of the City of Columbia Heights for all funds, including general ad valorem tax levies and use of fund balances, as hereinafter set forth for the year 2003: · General Fund Community Development Fund Economic Development Fund Parkview Villa North Parkview Villa South Rental Housing HRA Administration State Aid Cable Television Ubrary DARE Project Infrastructure Capital Improvement Capital Equipment Replacement Funds Central Garage Fund Liquor Water Utility Fund Sewer Utility Fund Refuse Fund Storm Sewer Fund Data Processing Debt Service Fund Total Rtyenue Including Interfund Transfers Revenue 8,912,953 363,003 140,569 360,507 213,764 17,309 111,648 171,235 166,974 676,456 8,825 155,120 275,992 1,058,758 497,330 7,208,197 1,667,231 1,314,470 1,537,520 236,172 274,562 2,412,822 27,781,417 RESOLUTION 2002-52 RESOLUTION ADOPTING A PROPOSED BUDGET FOR THE YEAR 2003, SETTING THE PROPOSED CITY LEVY, APPROVING THE HRA LEVY, APPROVING A TAX RATE INCREASE, AND ESTABLISHING A BUDGET MEETING DATE FOR PROPERTY TAXES PAYABLE IN 2003. Section C. The following proposed sums of money are levied for the current year, collectable in 2003, upon the taxable property in said City of Columbia Heights, for the following purposes: Estimated Area-Wide 930,000 Estimated General 3,313,830 Estimated Library Levy 433,585 Estimated EDA Fund Levy 140,569 Total Proposed General Levy 4,817,984 Special PERA Levy 14,679 Total Levy 4,832,663 Section D. The City Council of the City of Columbia Heights hereby approves the Housing and Redevelopment Authority Tax Levy for the fiscal year 2003 in the amount of $111,648. BE IT FURTHER RESOLVED BY THE CITY COUNCIL FOR THE CITY OF COLUMBIA HEIGHTS, MINNESOTA: That the budget meeting is scheduled for December 2, 2002 at 7:00 P.M. in the City Council Chambers. BE IT FURTHER RESOLVED BY THE COUNCIL OF THE CITY OF COLUMBIA HEIGHTS, COUNTY OF ANOKA, MINNESOTA: That the county auditor is authorized to fix a property tax rate for taxes payable in the year 2003 that is higher than the tax rate calculated pursuant to Minnesota Statutes '275.078 for the city for taxes levied in 2002, collectable in 2003. The City Clerk is hereby instructed to transmit a certified copy of this resolution to the County Auditor of Anoka County, Minnesota. Approved this 9th day of September 2002. Offered By: Seconded By: Roll Call: Ayes: Nays: Mayor Gary L. Peterson Patricia Muscovitz, Deputy City Clerk Summary by Fund City of Columbia Heights, Minnesota Budget 2003 Revenue General Fund Taxes Licenses & Permits Intergovernmental Revenue Charges for Services Fines & Forfeits Miscellaneous Sales & Related Charges Allocations Transfer & Non Revenue Receipts Total General Fund Revenue Adopted Department SDeptAmt Actual Actual Budget Proposed of Change 2000 2001 2002 2003 2002-2003 2,737,854 2,954,511 4,095,527 4,243,830 148,303 268,014 292,744 304,100 305,320 1,220 3,557,690 3,660,019 2,834,820 2,752,232 (82,588) 399,556 390,492 419,400 447,700 28,300 90,218 87,760 100,000 90,000 (10,000) 346,296 277,679 205,100 203,300 (1,800) 0 0 0 0 0 0 0 0 0 0 460,774 447,434 539,032 485,838 (53,194I 7,860,402 8,110,639 8,497,979 8,528,220 30,241 Total General Fund Expense I Fd Bal. (Decrease)Increase Used 8,074,949 9,014,681 8,279,743 8,912,953 633,210 (214,547) {904,0421 218,236 (384,7331 Library Fund Taxes Licenses & Permits Intergovernmental Revenue Charges for Services Fines & Forfeits Miscellaneous Sales & Related Charges Allocations Transfer & Non Revenue Receipts 500,244 547,767 591,588 433,585 (158,003) 0 0 0 0 0 0 0 0 175,750 175,750 4,943 5,732 6,700 6,700 0 11,154 11,992 15,000 15,000 0 10,393 7,672 5,200 6,200 1,000 0 0 0 0 0 0 0 0 0 0 3,974 0 50 50 0 Total Library Fund Revenue 530,708 573,163 618,538 637,285 18,747 Total Library Fund Expense I Fd Bal. (Decrease)Increase Used 531,526 561,498 609,402 676,456 67,054 (818) 11,665 9,136 (39,171) EDA Fund Taxes Licenses & Permits Intergovemmental Revenue Charges for Services Fines & Forfeits Miscellaneous Sales & Related Charges Allocations Transfer & Non Revenue Receipts Total EDA Fund 120,224 118,508 137,015 140,569 3,554 0 0 0 0 0 0 335,350 0 0 0 (350) 0 0 0 0 0 0 0 0 0 385 140 0 0 0 0 0 0 0 0 0 0 0 0 0 25,231 15,986 0 0 0 145,490 469,984 137,015 140,569 3,554 Total EDA Fund Expense IFd Bal. IDecrease)Increase Used 119,384 114,562 1~7,015 140,569 3,554 26,106 355,422 0 0 Summary by Fund.xls Summary by Fund City of Columbia Heights, Minnesota Budget 2003 Expenses General Fund Mayor-Council 41110 City Manager 41320 Elections 41410 Finance 41510 Assessing 41550 Legal Services 41610 General Government Building 41940 Police 42100 Fire 42200 Civil Defense 42500 Animal Control 42700 Public Works 43000 Engineedng 43100 Streets 43121 Street Lighting 43160 Traffic Signs & Signals 43170 Weed Control 43260 Administration & General 45000 Youth Athletics 45001 Adult Athletics 45003 Youth Enrichment 45004 Travel Athletics 45005 Back to the Parks 45006 Trips & Outings 45030 Senior Citizens 45040 Recognition/Special Events 45050 Murzyn Hall 45129 Parks 45200 Tree Trimming 46102 Dutch Elm Sanitation 46103 Dutch Elm Replanting 46104 Contingencies 49200 Transfers 49300 Adopted Department SAmount Actual Actual Budget Proposed of Change 2000 2001 2002 2003 2002-2003 198.582 189.810 207.242 211.014 3.772 355.085 348.264 403.64 1 412.706 8.865 42.538 7.293 40.548 8.105 (32.443) 495.968 525.521 606.272 643.973 37.701 129.975 125.027 141.620 101.000 (40.620) 191.572 183.899 194.010 196.572 2.562 157.530 117.761 142.216 158.546 16.330 2.140.719 2.257.311 2.506.349 2.786.587 280.238 829.951 864.302 843.223 916.572 73.349 29.040 30.055 33.836 64.973 51.137 10.456 11.768 16.150 16.150 0 0 0 0 0 0 311.891 419.445 314.440 327.467 13.027 556.599 535.200 681.712 695.369 13.657 119.990 113.534 128.088 126.416 (1.672) 59.299 58.919 68.559 73.251 4.692 13.149 9.382 15.959 16.428 469 185.975 158.044 206.434 224.417 17.983 8.105 5.998 19.630 19.702 72 22.148 21.081 25.290 25.328 38 19.111 27.884 22.169 22.169 0 21.035 11.455 22.597 22.635 38 0 0 0 0 0 40.715 37.597 38.603 38.666 63 66.074 66.821 76.238 78.580 2.342 47.683 51.667 52.100 71.368 19.268 219.344 231.942 235.172 249.022 13.850 609.472 582.312 654.215 751.437 97.222 47.649 37.880 47.264 1 04.500 57.246 49.035 38.608 43.383 0 (43.383) 8.072 9.222 15.093 0 (15.093) 0 1.521.679 77.500 50.000 (27.500) 1.088.287 415.000 400.000 480.000 80.000 Total General Fund 8.074.949 9.014.681 8.279.743 8.912.953 633.210 Library Library 45500 531.526 561.498 609.402 676.456 67.054 Total Librar~ 531.526 561.498 609.402 676.456 67.054 EDA Economic Dev Authority 46314 Home Improvements 46324 114.647 106.785 137.015 140.569 3.554 4.537 7.777 0 0 0 Total EDA 119.364 114.562 137.015 140.569 3.554 Summary by Fund 2 CITY Of COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class General Fund Expense Budget 2003 General Government Buildings 101-41940 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses ReCognition/Special Events 101-45050 Expenses Personal Sewices Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Actual Actual 2000 2001 Adopted Department Budget Proposed 2002 2003 3,733 0 0 0 16,391 10,494 19,000 15,000 109,770 107,267 93,216 143,546 27,636 0 30,000 0 0 0 0 0 157~530 117,761 142,216 158,546 Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 589 0 0 3,469 1,527 0 0 44,214 49,551 52,100 53,368 0 0 0 18,000 0 0 0 0 47,683 51,667 52~100 71,368 Contingencies 101-49200 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Transfers Actual 101-49300 2000 Expenses Personal Sewices 0 Supplies 0 Other Sen/ices and Charges ': 0 Capital Outlay 0 Contingencies & Transfers 1,080,572 Total Expenses 1~080,572 Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 77,500 50,000 0 , 0 77~500 50,000 Actual 2001 0 0 0 0 415,000 415,000 Adopted Budget 2002 Department Proposed 20O3 0 400,000 400,000 0 0 0 0 480,000 ,46o,ooo 3 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class General Fund Expense Budget 2003 Street Lighting 101-43160 Expensea Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Traffic Signs & Signals 101-43170 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 906 980 4.424 4.588 596 0 850 900 118.488 112.554 122.814 120.928 0 0 0 0 0 0 0 0 119.990 113.534 ' 128.088 126.416 Adopted Depaffrnent Actual Actual Budget Proposed 2000 2001 2002 2003 38.051 37.773 46.920 49.328 12.741 13.071 8.600 9.900 8.507 8.075 13.039 14.023 0 0 0 0 0 0 0 0 59.299 58.919 68 ~559 73.251 Weed Control 101-43260 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenees Parks 101-45200 Expenaee Personal Services Suppl!ee Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Adopted Depa~ment Actual Actual Budget Proposed 2000 2001 2002 2003 7,928 6A64 11,947 12,389 125 0 300 250 5,096 3,118 3,712 3,789 0 0 0 0 0 0 0 0 13,149 9,382 15,959 16~428 Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 369,557 362,283 414,678 471,937 61,474 67,996 80,050 80,300 175.719 144.691 157.487 183.100 1.262 7.342 0 14.100 1.460 0 2.000 2.000 609,472 582~312 654~15 751.437 5 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class General Fund Expense Budget 2003 yoUth Athletics 101-45001 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Adult Athletics 101-45003 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Actual 2000 4~22 343 3,540 0 0 8~105 , Actual 2001 - 3,394 126 2,478 0 0 5~998 Adopted Department Budget Proposed 2002 2003 13,237 13,237 600 600 5,793 5,865 0 0 0 0 19,630 19~702 Adopted Department Actual ~ Actual Budget Proposed 2000 2001 2002 2003 3.575 3,230 7,761 7,761 4,665 2,778 2.750 ' 2,750 13,908 15,074 14,779 14,817 0' 0 0 0 0 0 0 0 22,148 21 ~082 25,290 25,328 Youth Enrichment 101-45004 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Traveling Athletics 101-45005 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Actual 2000 Actual 2001 Adopted Department Budget Proposed 2002 2003 16,378 16,378 15,544 15,544 1,615 1,615 2,300 2,300 1,118 2,426 4,325 4,325 0 0 0 0 0 0 0 0 19,111 20,419 22~169 22~169 Actual 2O0O Actual 2001 Adopted Department Budget Proposed 2002 2O03 4,348 569 16,118 0 3,533 52 7,870 0 0 7,443 1,025 14,129 0 0 7,443 1,025 14,167 0 0 21~035 11 ~455 22~597 22,635 7 Summary by Class City of Columbia Heights Budget 2003 Community Development Expense Budget 2003 Protective Inspections 201-42400 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Community Development Admin 201-46310 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Actual Actual 2000 2001 160,185 174,007 4,315 1,868 31,094 14,735 0 2,386 4,259 7,335 Adopted Department Budget Proposed 2002 2003 167,161 173,846 11.235 13,850 24,092 29,395 0 0 5,913 8,113 199,853 200,331 208,401 225,204 Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 62,427 57,145 86,253 106,041 656 1,692 2,480 2,675 8,679 6,263 13,916 20,370 0 0 500 600 4,259 9,170 5,913 8,113 76,021 74,270 109,062 137,799 funds.xls 9 CITY OF COLUMBIA HEIGHTS, MINNESOTA . BUDGET 2003 Summary by Class Villa North Expense Bud! Parkview Villa North 203-46330 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Actual 2000 19,019 9,740 258,442 90,105 8,518 385,824 Actual 2001 10,335 27,201 273,412 11,563 7~335 329,846 Adopted Department Budget Proposed 2002 2003 19,239 16,251 30,012 22,054 293,267 304,391 670 6,357 7,884 11,454 351,072 360,507 funds.xls 11 CITY Of COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class State Aid Maintenance Expense Budget 2003 State Aid Maintenance 212-43190 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Actual 2000 22,537 2,061 14,065 55,219 0 Adopted Department Actual Budget Proposed 2001 ' 2002 2003 33.145 23,573 1,710 4,000 20,975 59,140 51,791 10,000 7.180 0 24,775 20,000 93,460 33,000 0 93,882 114,801 96,713 171,235 3.3 CITY Of COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Cable Television Expens~ Budget 2003 Cable Television 225-49844 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Actual 2000 761 812 16,659 2,230 152,401 172,863 Actual 2001 1,828 1,267 19,324 0 104,333 126,752 Adopted Department Budget Proposed 2002 2003 6,431 55,550 42,366 0 108,549 6,434 9,602 41,608 0 109,330 212,896 166,974 3.5 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Library Expense Bud{ Library 240-45500 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Actual 356,904 94,474 68,780 3,006 8,362 531,526 Actual 2001 ' Adopted Department Budget Proposed 2002 2003 383,086 412,645. 428,302 90,196 91,650 98,625 71,728 72,015 81,652 7,761 23,800 49,050 8,727 9,292 18,827 561,498 609,402 676,456 funds.xls 17 CITY Of COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class HRA Administration Expense Budget 2002 HRA Administration 299-46320 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 135 0 0 0 363 0 0 0 462 4,223 0 0 0 0 0 0 93,618 106,752 111,702 111,648 94,578 110,975 111,702 111,648 funds.xls 19 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Sheffield Development Expense Budget 2003 Sheffield Development 410-46323 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 2! CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Capital Imp-Parka Expense Budget 2003 Capital Imp-Parks 412-45200 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 5,581 5,624 0 0 7,870 6,691 ~14,138 15,892 58,325 16,399 275,000 260,100 0 0 0 0 71,776 28,714 289,138 275,992 23 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Capital Equip Repl-Gen Fund Expense Budget 2003 Police 431-42100 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 666 1,698 23,500 0 499 535 4,600 5,961 74,076 88,678 27,466 116,700 0 0 59,534 0 75,241 90,911 115,100 122,661 Fire 431-42200 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses. Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 0 0 0 0 0 0 0 : -0 0 0 54,000 0 0 0 20,000 0 0 0 74,000 0 Civil Defense 431-42500 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Adopted Department Actual Actual Budget Proposed · 2000 .2001 2002 2003 0 0 0 0 0 0 0 0 0 0 0 145 0 0 0 50,000 0 0 0 0 0 0 0 50,145 Engineering 431-43100 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Actual Adopted Department Actual Budget Proposed 2001 2002 2003 0 0 0 0 0 0 0 0 941 0 0 513 14,475 0 0 7,878 0 0 0 0 15,416 0 0 8,391 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Cap Equip Repl-Sewer Expense Budget 2003 Cap Equip Repl-Sewer 432-49499 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 0 0 0 0 0 0 237 780 0 22,926 3,650 12,000 0 0 0 0 0 22,926 3,887 12,780 27 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Capital Equip RepI-Garage Expense Budget 2003 Capital Equip RepI-Garage 434-49950 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 4,000 0 0 0 4,000 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class CapEquip Repl-Storm Sewer Expense Budget 2003 Capital Equip Repl-Storm Sewer 438-49699 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 0 0 0 0 0 0 237 0 0 0 3,650 0 0 0 0 0 0 0 3,887 0 3! CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Sawer Expense Budget 2003 Sewer Administration 602-49490 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 1,440 1,270 2,000 2,000 9,305 8,709 12,335 12,073 389 0 1,000 1,000 107,955 113,134 119,364 122,914 119,089 123,113 134,699 137,987 Collections 602-49450 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 114,918 165~31 198,083 190,313 22,137 22,063 34,825 30,350 193,836 217,659 209,598 191,689 1,302 (1,500) 43,650 10,000 25,000 28,010 25,000 25,000 357,193 431,463 511,156 447,352 Disposal 602-49480 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Actual Actual 2000 2001 0 0 - 646,382 660,588 O~ 0 0 0 0 0 Adopted Department Budget Proposed 2002 2003 0 729,131 0 0 0 0 729,131 0 0 0 646,382 660,588 729,131 729,131 33 CITY Of COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Storm Sawer Expense Budget 2003 Storm Sewer 604-49650 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Administration 604-49690 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Actual 2000 49,107 7,737 9,467 0 0 66,311 Actual 2001 51,545 11,672 23,911 0 85,200 112,328 Adopted Department Budget Proposed 2002 2003 64,337 62,400 24.075 23,175 61,952 51.637 3,650 0 95,200 95,200 249,214 232,412 A~ual 2000 0 0 1,887 0 0 Actual 2001 Adopted Depa~ment Budget Proposed 2002 2003 0 0 0 0 0 0 0 1,900 3,760 0 0 0 0 0 0 1,887 0 1,900 3,760 35 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Wster Construction Fund Expense Budget 2003 Water Construction Fund 651-49449 Expenses Personal Services Supplies Other Services and Charges Capital Outlay Contingencies & Transfers Total Expenses Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 268,669 1,641,540 0 331,000 268,669 1,641,540 0 331,000 Summary by Class BUDGET 2003 Storm Sewer Cons Fund Expense Budget 2003 Storm Sewer Construction Fund Actual Actual 653-49699 2000 2001 Expenses Personal Services 0 0 Supplies 0 Other Services and Charges 23,900 0 Capital Outlay 0 0 .Contingencies & Transfers 150,594 432,091 Total Expenses Adopted Department Budget Proposed 2002 2003 0 0 0 0 0 0 0 135,000 0 10,000 174,494 432,091 0 145,000 39 Summary by Fund City of Columbia Heights, Minnesota Budget 2003 Actual Actual 2000 2001 Adopted Budget 2002 Depa~ment Proposed 2003 Revenue General Fund Taxes Licenses & Permits Intergovernmental Revenue Charges for Services Fines & Forfeits Miscellaneous Sales & Related Charges Allocations Transfer & Non Revenue Receipts Total General Fund Revenue 7,860,402 8,110,639 8,497,979 2,737,854 2.954,511 4,095,527 4,068,080 268,014 292,744 304,100 305,320 3,557,690 3,660,019 2,834,820 2,927,982 399,556 390,492 419,400 447,700 90,218 87,760 100,000 90,000 346.296 277,679 205,100 203,300 0 0 0 0 0 0 0 0 460,774 447,434 539,032 485,838 8,528,220 Summary by Fund.xls CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Anoka County CDBG Revenue Budget 2003 Anoka County CDBG 202-46350 Revenue Taxes Licenses And Permits Intergovernmental Revenue Charges For Current Services Fines And Forfeits Miscellaneous Sales And Related Charges Allocations Trans and Non Rev Receipts Total Revenue Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 0 0 0 0 0 249,011 377,787 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 249,011 377,787 0 3 CITY Of COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class EDA Revenue Budget 2003 Economic Development Auth 204-46314 Revenue Taxes Licenses And Permits Intergovernmental Revenue Charges For Current Services Fines And Forfeits Miscellaneous Sales And Related Charges Allocations Trans and Non Rev Receipts Total Revenue Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 145,490 469,984 137,015 140,569 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 145,490 469,984 137,015 140,569 Adopted Department Home Improvements Actual Actual Budget Proposed 204-46324 2000 2001 2002 2003 Revenue Taxes 0 0 0 0 Licenses And Permits 0 0 0 0 Intergovernmental Revenue 0 0 0 0 Charges For Current Services 0 0 0 0 Fines And Forfeits 0 0 0 0 Miscellaneous 0 0 0 0 Sales And Related Charges 0 0 0 0 Allocations 0 0 0 0 Trans and Non Rev Receipts 0 0 0 0 Total Revenue 0 0 0 0 funds.xls CITY Of COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Parkview Villa South Revenue Budget 2003 Adopted Department Parkview Villa South Actual Actual Budget Proposed 213-46340 2000 2001 2002 2003 Revenue Taxes 0 0 0 0 Licenses And Permits 0 0 0 0 Intergovernmental Revenue 0 0 0 0 Charges For Current Services 2,665 2,600 0 0 Fines And Forfeits 0 0 0 0 Miscellaneous 253,129 234,317 217,300 198,220 Sales And Related Charges 0 0 0 0 Allocations 0 0 0 0 Trans and Non Rev Receipts 0 0 0 0 Total Revenue 255,794 236,917 217,300 198,220 funds.xls CITY Of COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class 4607 Tyler St NE Revenue Budget 2003 Adopted Department 4607 Tyler St NE Actual Actual Budget Proposed 235-46360 2000 2001 2002 2003 Revenue Taxes 0 0 0 0 Licenses And Permits 0 0 0 0 Intergovernmental Revenue 0 0 0 0 Charges For Current Services 0 0 0 0 Fines And Forfeits 0 0 0 0 Miscellaneous 17,987 19,790 17,250 18,240 Sales And Related Charges 10,133 91 0 0 Allocations 0 0 0 0 Trans and Non Rev Receipts 0 0 0 0 Total Revenue 28,120 19,881 17,250 18,240 funds.xls 9 CITY Of COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Dare Projects Revenue Budget 2003 Dare Projects 270-42160 Revenue Taxes Licenses And Permits Intergovernmental Revenue Charges For Current Services Fines And Forfeits Miscellaneous Sales And Related Charges Allocations Trans and Non Rev Receipts Total Revenue Actual Actual 2000 2001 0 0 0 0 0 0 0 0 0 0 293 305 0 0 0 0 3,514 3,654 Adopted Budget 2002 Department Proposed 2003 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 5,482 5,482 3,807 3,959 5,482 5,482 Junior High Projects 270-42161 Revenue Taxes Licenses And Permits Intergovernmental Revenue Charges For Current Services Fines And Forfeits Miscellaneous Sales And Related Charges Allocations Trans and Non Rev Receipts Total Revenue Actual Actual 2000 2001 0 0 0 0 0 0 0 0 0 0 207 195 0 0 0 0 2,486 2,346 Adopted Department Budget Proposed 2002 2003 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3,518 3,518 2,693 2,541 3,518 3,518 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Total State Aid Construction Revenue Budget 2003 Total State Aid Construction 402 Revenue Taxes Licenses And Permits Intergovernmental Revenue Charges For Current Services Fines And Forfeits Miscellaneous Sales And Related Charges Allocations Trans and Non Rev Receipts Total Revenue Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 0 0 0 0 90,679 0 2,830,000 141,500 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 90,679 0 2,830,000 141,500 .-13 CITY Of COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Capital Imp-Gen Govt Bldg Revenue Budget 2003 Adopted Department Capital Imp-Gen Govt Bldg Actual Actual Budget Proposed 411-49950 2000 2001 2002 2003 Revenue Taxes 0 0 0 0 Licenses And Permits 0 0 0 0 Intergovernmental Revenue 0 0 0 0 Charges For Current Services 0 0 0 0 Fines And Forfeits 0 0 0 0 Miscellaneous 0 13,152 3,500 3,500 Sales And Related Charges 0 0 0 0 Allocations 0 0 0 0 Trans and Non Rev Receipts 150,000 1,634,980 110,500 75,500 Total Revenue 150,000 1,648,132 114,000 79,000 15 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Infrastructure Revenue Budget 2003 Infrastructure Fund 430-46323 Revenue Taxes Licenses And Permits Intergovernmental Revenue Charges For Current Services Fines And Forfeits Miscellaneous Sales And Related Charges Allocations Trans and Non Rev Receipts Total Revenue Adopted Depa~ment Actual A~ual Budget Proposed 2000 2001 2002 2003 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 170,000 0 170,000 230,000 0 0 0 0 0 0 0 0 50,000 0 0 50,000 220,000 0 170,000 280,000 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Cap Equip RepI-Gen Fund Revenue Budget 2003 Engineering 431-43100 Revenue Taxes Licenses And Permits Intergovernmental Revenue Charges For Current Services Fines And Forfeits Miscellaneous Sales And Related Charges Allocations Trans and Non Rev Receipts Total Revenue Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 19,865 0 0 0 0 0 0 0 0 0 0 0 18,541 0 0 4,500 38,406 0 0 4,500 Adopted Department Streets Actual Actual Budget Proposed 431-43121 2000 2001 2002 2003 Revenue Taxes 0 0 0 0 Licenses And Permits 0 0 0 0 Intergovernmental Revenue 0 0 0 0 Charges For Current Services 0 0 0 0 Fines And Forfeits 0 0 0 0 Miscellaneous 83,478 0 1,433 0 Sales And Related Charges 0 0 0 0 Allocations 0 0 0 0 Trans and Non Rev Receipts 77,913 0 2,349 31 ~127 Total Raven ue 161,391 0 3,782 31,127 Adopted Department Traffic Signs & Signals Actual Actual Budget Proposed 431-43170 2000 2001 2002 2003 Revenue Taxes 0 0 0 0 Licenses And Permits 0 0 0 0 Intergovernmental Revenue 0 0 0 0 Charges For Current Services 0 0 0 0 Fines And Forfeits 0 0 0 0 Miscellaneous 0 0 0 0 Sales And Related Charges 0 0 0 0 Allocations 0 0 0 0 Trans and Non Rev Receipts 0 20,997 0 0 Total Revenue 0 20,997 0 0 19 CITY Of COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Cap Equip Repl-Sswer Revenue Budget 2003 Adopted Department Cap Equip Repl-Sewer Actual Actual Budget Proposed 432-49499 2000 2001 2002 2003 Revenue Taxes 0 0 0 0 Licenses And Permits 0 0 0 0 Intergovernmental Revenue 0 0 0 0 Charges For Current Services 0 0 0 0 Fines And Forfeits 0 0 0 0 Miscellaneous 12,000 0 12,000 18,000 Sales And Related Charges 0 0 0 0 Allocations 0 0 0 0 Trans and Non Rev Receipts 25,000 25,000 25,000 25,000 Total Revenue 37,000 25,000 37,000 43,000 21 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Cap Equip RepI-Garage Revenue Budget 2003 Cap Equip RepI-Garage 434-49950 Revenue Taxes Licenses And Permits Intergovernmental Revenue Charges For Current Services Fines And Forfeits Miscellaneous Sales And Related Charges Allocations Trans and Non Rev Receipts Total Revenue Actual Actual 2000 2001 0 0 0 0 0 0 0 0 0 0 1,204 1,044 0 0 0 0 0 4,000 Adopted Department Budget Proposed 2002 2003 0 0 0 0 0 0 0 0 0 0 2,000 4,000 0 0 0 0 4,000 4,000 1,204 5,044 6,000 8,000 23 CITY Of COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Cap Eq RepI-Storm Sewer Revenue Budget 2003 Cap Equip Repl-Storm Sewer 438-49699 Revenue Taxes Licenses And Permits Intergovemmental Revenue Charges For Current Services Fines And Forfeits Miscellaneous Sales And Related Charges Allocations Trans and Non Rev Receipts Total Revenue Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 185 0 1,250 0 0 0 0 0 0 0 0 0 5,800 5,800 5,800 0 5,985 5,800 7,050 25 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Sewer Revenue Budget 2003 Adopted Department Sewer Administration Actual Actual Budget Proposed 602-49490 2000 2001 2002 2003 Revenue Taxes 0 0 0 0 Licenses And Permits 0 0 0 0 Intergovernmental Revenue 0 0 0 0 Charges For Current Services 0 0 0 0 Fines And Forfeits 0 0 0 0 Miscellaneous 2,221 2,340 4,614 4,947 Sales And Related Charges 118,259 84,159 120,660 129,505 Allocations 0 0 0 0 Trans and Non Rev Receipts 0 685 980 0 Total Revenue 120,480 87,184 126,254 134,452 Adopted Department Collections Actual Actual Budget Proposed 602-49450 2000 2001 2002 2003 Revenue Taxes 0 0 0 0 Licenses And Permits 0 0 0 0 Intergovernmental Revenue 0 0 0 0 Charges For Current Services 0 0 0 0 Fines And Forfeits 0 0 0 0 Miscellaneous 7,746 11,851 17,511 16,029 Sales And Related Charges 412,510 426,319 457,874 419,850 Allocations 0 0 0 0 Trans and Non Rev Receipts 0 3,470 3,717 0 Total Revenue 420,256 441,640 479,102 435,879 Disposal 602-49480 Revenue Taxes Licenses And Permits Intergovernmental Revenue Charges For Current Services Fines And Forfeits Miscellaneous Sales And Related Charges Allocations Trans and Non Rev Receipts Total Revenue Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 13,187 19,959 24,975 26,124 702,227 717,984 653,128 684,307 0 0 0 0 0 5,845 5,303 0 715,414 743,788 683,406 710,431 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Refuse Revenue Budget 2003 Hazardous Waste 603-49540 Revenue Taxes Licenses And Permits Intergovernmental Revenue Charges For Current Services Fines And Forfeits Miscellaneous Sales And Related Charges Allocations Trans and Non Rev Receipts Total Revenue Actual 2000 Adopted Department Actual Budget Proposed 2001 2002 2003 0 0 0 0 0 0 0 0 214 217 214 218 0 0 0 0 0 0 0 0 128 87 86 86 5,532 5,369 5,159 5,151 0 0 0 0 0 0 0 0 5,874 5,673 5,459 5,455 29 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Liquor Revenue Budget 2003 Liquor 609-49791 Revenue Taxes Licenses And Permits Intergovernmental Revenue Charges For Current Services Fines And Forfeits Miscellaneous Sales And Related Charges Allocations Trans and Non Rev Receipts Total Revenue Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 71.765 18.525 19.090 0 3.039.808 3.062.300 3.191.800 3.471.200 0 0 0 0 478 362 411 0 3.112.051 3.081.187 3.211.301 3.471.200 Liquor 609-49792 Reven u · Taxes Licenses And Permits Intergovernmental Revenue Charges For Current Services Fines And Forfeits Miscellaneous Sales And Related Charges Allocations Trans and Non Rev Receipts Total Revenue Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 32.088 11.438 12.781 0 2.334.400 2.089.800 2.133.536 2.437.534 0 0 0 0 238 224 274 0 2.366.726 2.101.462 2.146.591 2.437.534 Liquor 609-49793 Revenue Taxes Licenses And Permits Intergovernmental Revenue Charges For Current Services Fines And Forfeits Miscellaneous Sales And Related Charges Allocations Trans and Non Rev Receipts Total Revenue Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 19.543 6.751 8.129 0 1.354.082 1.348.900 1.420.936 1.655.500 0 0 0 0 145 132 175 0 1.373.770 1.355.783 1.429.240 1.655.500 3! CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Sewer Construction Fund Revenue Budget 2003 Adopted Department Sewer Construction Fund Actual Actual Budget Proposed 652-49449 2000 2001 2002 2003 Revenue Taxes 0 0 0 0 Licenses And Permits 0 0 0 0 Intergovernmental Revenue 0 0 0 0 Charges For Current Services 0 0 0 0 Fines And Forfeits 0 0 0 0 Miscellaneous 95,000 0 0 0 Sales And Related Charges 0 0 0 0 Allocations 0 0 0 0 Trans and Non Rev Receipts 0 0 0 0 Total Revenue 95,000 0 0 0 33 CITY OF COLUMBIA HEIGHTS, MINNESOTA BUDGET 2003 Summary by Class Garage Revenue Budget 2003 Garage 701-49950 Revenue Taxes Licenses And Permits Intergovernmental Revenue Charges For Current Services Fines And Forfeits Miscellaneous Sales And Related Charges Allocations Trans and Non Rev Receipts Total Revenue Adopted Department Actual Actual Budget Proposed 2000 2001 2002 2003 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 15,809 7,876 10,500 10,500 0 0 0 0 58,797 66,508 80,000 80,000 281,670 295,537 345,215 360,184 356,276 369,921 435,715 450,684 35 I CO__U?TY August 16, 2002 Mr. Bill Elrite Finance Director City of Columbia Heights 590 40th Ave. NE Columbia Heights, MN 55421 COUNTY O.F ANOKA PROPERTY RECORDS AND TAXATION DIVISION GOVERNMENT CENTER · 2100 3RD AVENUE · ANOKA. MN 55303 FAX (763) 323-5421 · lh-openy Assessment · Property Records and Public Service · Property Tax Accounting and Research Dear Mr. Elrite: The Truth in Taxation law, M.S. 275.065 requires cities to hold a public budget hearing for property taxes payable in the year 2003. The dates for this hearing cannot conflict with the initial hearing set by the county, metropolitan agencies or the school districts located in your city. However, your continua%ion hearing m~ conflict with the continuation hearing of another taxing district. These hearings must be held between November 29 and December 20, 2002. The continuation hearing must be at least 5 but no more than 14 business days after your initial hearing. Additionally, Chapter 359, Laws of 1998, requires that the £irlt and second Mondayl of December are relerved for mia by the c~t~el unt~l September 15. The following taxing districts within your city have set the followin9 hearing da=es: T~uXING HEARING RECON%rENING DISTRICT DATE DATE Anoka County ................... December 5 .......... December 17 Metropolitan Agencies .......... December 4 .......... December 11 SD #13 ......................... December 3 .......... December 10 With this information you can now set the initial date for your public hearing and a date for reconvening the meeting, if necessary. In addition, the time and location of the initial meeting, the phone number an interested taxpayer may call and your payable 2003 certified proposed property tax levy is 4ua on or Before September 16, 2002. A proposed levy and hearin9 date certification form is enclosed. If you have any questions concerning the Truth in Taxation process, please call at (763) 323-5435. Sincerely, Manager of Property Tax Accounting Encl. Affirmative Action I Equal Opportunity Employer o C 145 Unlversit)' Avenue West, St. Paul, MN $5103-2044 Phone: (651) 281-1200. (800) 925-1122 TDD (651) 281-1290 LMC Fax: (651) 281-1299 LMCIT Fax: (651) 281-1298 Web Site: http://www.lmnc.org To: From: Re: Date: MEMORANDUM Mayors, City Managers, Administrators, and Clerks 2im Miller, Executive Director 2003 City Budgets Friday, August :~6, 2002 Volatility in the state's budget over the past year is now translating into uncertainty for local budgets. Although the magnitude of the state budget deficit will not be officially revised until late November or early December, the Commissioner of Finance has recently suggested that the deficit could be as high as $2.7 billion for the 2004-2005 biennium. With the additional pessimistic economic news that has been released over the past several weeks, this fall's budget forecast could even exceed the Commissioner's gloomy figures. In recent weeks, the League has received numerous inquiries from member cities seeking advice on hOw to prepare for the uncertain state budget situation and the potential for state aid reductions. The situation for larger cities is fur~er complicated by levy limits, which will be significantly more s~ngent due w a remarkably low inflation adjustment (0.?6%) for 2003 levies. For many dries, levy limits will trim the list of policy alternatives available to address possible 2003 state aid cuts. To make matters more difficult, your city is undoubtedly facing other budget pressures such as rising employee health insurance costs, potential volunteer relief association contribution increases, lower investment earnings, and possible additional security costs in light of the September terrorist attacks. The purpose of this memo is w provide you with insights into this uncertainty based upon conversations we have had with key state decision-makers and information available to us at this time. The state budget situation is fluid and will undoubtedly change before the Legislature convenes in ilanuary. Although the League will be working with legislators to reduce the size of any proposed state aid or credit reimbursement reductions, it is important for your city to begin preparing now for the possible effects of a cut in state aids. Other Factors Cuts yet this year? Although most of the current focus on the state budget is on the 2004-05 biennium, there is stll an outside chance that the 2002 December distributions of LGA and the MVHC reimbursement could occur IF the November 2002 state budget forecast shows a state deficit by the end of the current biennium that exceeds the current $300 million state rainy day fund and IF the governor decides to address the deficit through unallotment. Through "unallotment," the governor effectively has the power to reduce legislative appropriations to address a state deficit that exceeds its reserves. Given that the state's biennium ends on June 30, 2003, the December 2002 LGA and MVI-IC payments would be the last distributions to cities this biennium. LGA reform Reform of the LGA system may be a topic of legislative focus during the upcoming session. The current formula uses statistical data from the decennial U.S. Census that has now been compiled and released. The Department of Revenue initially used one updated statistic from the 2000 Census to compute the 2003 I..GA distribution. The use of that statistic produced large, unexpected variations in the distribution of state aids and, upon review, the Census data appeared to have unexplainable results. Essentially, the department will use the existing 1990 data for one more year. At a minimum, the Legislature will likely have to address this piece of the LGA formula during the 2003 legislative session. We also know that some legislators have indicated an interest in a wtal review of the formula and thc funding level :specially given the State's current fiscal predicament. This could lead to an extensive effort to reform the system. However, unlike possible cuts to balance the state's budget, which could be implemented immediate]y, any reform of the system would not likely be effective until 2004. Other property tax pressures Many school districts across the state are struggling to address their own financial needs. The state takeover of the majority of school funding coupled with the state's financial troubles means that schools will not likely find sufficient new state resources. Many school districts have already announced they are "going to the voters" to approve new or expanded operating referendum levies. This will place pressure on taxpayers and may result in less acceptance of city tax increases. Likewise, the state could tap its property tax as a potential way to address its budget problem. Although the nearly $600 million state property tax levy is automatically indexed for inflation each year, the state could decide to raise its levy even further to balance the budget. Again, this could place pressure on commercial, industrial, and cabin taxpayers and make city tax increases more difficult. Additionally, the state could expand the base of the state property tax to include homesteads and other additional types of properly. 11. Consider other revenue enhancements where appropriate. A.) Do you have fees that are set substantially lower than the cost of the service provided? Now may be a good time to adjust fees to more closely relate to the cost of the service, thereby reducing the current subsidy from other revenue sources. Also, there may be certain property tax supported services for which fees could instead be charged. B.) If your city makes significant capital or maintenance expenditures for storm water control, you m~y wish to consider creating a storm water utility and removing these costs from the general fund. II1. Consider developing a plan to reduce appropriations or delay future financial obligations as a strategy to cover the potential loss of state ,,g~ payments. If aid reductions do not materialize, you could make later adju~tnents in your budget. A.) Any state aid or cr~it cuts might not be enacted into law until the session ends, which will likely be in late May. The cuts would likely be applied to the July and December 2003 I.,GA distributions and to the October and December 2003 MVI-IC reimbursement payments. Cities will already be nearly five full months into the fiscal year, which means that spending reductions would have to be applied to the remaining seven months of expenditures. B.) You may want to consider budgeting for one-time expenditures that replace long-term ongoing costs, such as technology investments that might replace a staff position or consultant contract. C.) Consider delaying any hiring decisions until the Legislature crafts its budget during the 2003 session. D.) Consider delaying major purchases, as well as delaying new or expanded program initiatives. IV. Consider drawing down reserves to cover the loss of t~ate aid. A.) Carefully consider the periodic cash flow needs of the city before deciding to draw down reserves. City fund balances are generally measured on December 31 of each year. This is a "high water mark" for city budgets given the structure of state aid payments and property tax distributions. An analysis of necessary reserves on a daily or weekly basis would provide a more accurate picture of the city's cash flow needs. B.) State aid and credit cuts could be permanent and, ultimately, the city would have to increase taxes or reduce spending to avoid a long-term city deficit. C.) Drawing down reserves could potentially affect your city's credit rating and possibly increase the cost of future borrowing for the city. CITY COUNCIL LETTER Meeting of: 9/3/02 AGENDA SECTION: WORK SESSION ITEM ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: ACCEPTANCE OF STATE OF MINNESOTA BY: K. Hansen x~'~ BY: SAFETY GRANT AND AUTHORIZE TOX ALERT DATE: 8/29/02~ DATE: MODIFICATIONS TO THE MSC Background: No area of the Municipal Service Center (MSC) is currently monitored or exhausted for diesel fumes. Except for automobiles and light pickups, all light and heavy equipment are diesel engines. On both levels of the MSC facility, this cause exhausts and fumes problems during starmp and operation. This was observed and noted by the City Council at a tour of the facility in 2000. At that time, staffindicated that the State of Minnesota, Department of Labor and Industry has safety grants available with matching dollars which would assist in funding improvements to monitor and evacuate the MSC for diesel engine exhaust. Analysis/Conclusions: Staff investigated improvements to the existing air monitoring/exhaust system and found costs to be in the range of $18,000 to $28,000 for the basement and both levels, respectively. Modifications would include eight new sensors per floor and a new controller for monitoring, recording and alarms. A grant application to the State of Minnesota was prepared and submitted in 2001 and again in 2002. In July of 2002 the City was notified of an award up to the maximum of $10,000. The grant program is matching where the receiving body must match one-half or greater the cost of the grant. Concurrently, staff also researched and prepared an evaluation of the interior air pressure balance of the entire MSC facility. This study concluded and recommended several improvements to the HVAC systems to address long standing HVAC problems. One of the recommendations confrere and supports the installation of diesel sensors in the lower level of the MSC. Several recommendations in the HVAC system investigation were made (pages 1-2) to address fume buildup, building pressure differentials and vehicle exhaust migration. It is staWs opinion to work with Honeywell on as many of these as fall into their maintenance responsibility and then incorporate remaining improvements into the MSC building renovation plan in 2003 or 2004. The one HVAC function that is not a Honeywell maintenance responsibility is the air monitoring and exhaust system, currently provided by TOX ALERT. It was originally planned to incorporate these improvements into the building renovation plan, without any grant funding assistance. The Minnesota Safety Grant has a defined period of 120 days to complete the proposal with an end date of 11/15/02. To fund the City's portion of the proposed improvements to the lower level of the MSC, staff recommends utilizing the MSC Government Buildings Fund, which Public Works has been contributing $75,000 per year over the last several years for the MSC renovations. RECOMMENDED MOTION: Move to accept the Safety Grant award in the amount of $10,000 from the Minnesota Department of Labor and Industry for monitoring and ventilation improvements to the Municipal Service Center. RECOMMENDED MOTION: Move to authorize the bid proposal from Tox Alert in the amount of $20,778.00, dated August 6th, 2002, and furthermore, authorize the Mayor and City Manager to enter into a contract for the same. Project funding shall be $10,000 from the MN Safety Grant and $10,778 from fund 411-41940-5120. At~chments: HVAC System Investigation Report Safety Grant COUNCIL ACTION: Nelson-Rudie & Associates, Inc. Structural - Mechanical - Electrical Consulting Engineers 2635 University Ave. West Suite 180 St. Paul, MN 55114 August 14, 2002 Mr. Kevin Hansen, PE Director of Public Works, City Engineer City of Columbia Heights 637-38th Avenue NE Columbia Heights, MN 55421 RECEIVED AUG 1 4 200Z PUBLIC WORKS Re: Public Works Facility HVAC System Investigation Columbia Heights, MN NRA Project No.: 01-141 Dear Mr. Hansen: We have completed out investigation and are enclosing two (2) copies of our report for your review. Please contact us if you have questions or would like us to explain any of our findings to you in greater detail. Yours very truly, !,~Se6tt,,~. Rudie, P.E. Enclosures - Two (2) copies of report j:'00141 20814s1¥ khan.,~n doc Dennis A. Nelson, P.E. Scott F. Rudie, P.E. Andrew N. Erdmann, P.E. Joseph M. Pearce, P.E. Michael D. Woehrle Tel: (651) 644-2400 Fax: (651).6474120 www.nelsonrudie.com PUBLIC WORKS FACILITY COLUMBIA HEIGHTS, MINNESOTA HVAC SYSTEM INVESTIGATION PREPARED FOR CITY OF COLUMBIA HEIGHTS AUGUST 14, 2002 Prepared By Nelson-Rudie & Associates. Inc. 2635 University Avenue, Suite ! 80 St. Paul, Minnesota 55114 651-644-2400 PUBLIC WORKS BUILDING COLUMBIA HEIGHTS, MINNESO7 AUGUST 14, 2002 HVAC SYSTEM INVESTIGATION EXECUTIVE SUMMARY The City of Columbia Heights Public Works building is a two story building consisting of garages on two levels and an office area. Diesel trucks and road construction vehicles are stored in the lower level garage. Cars and light trucks are stored and maintained in the main level garage. The main level also includes a paint booth, a welding hood, flammable storage and miscellaneous storage. The office area is adjacent to the main level garage and includes a mezzanine. The building has a long history of pressure-related problems resulting in odor problems and staff complaints. Doors are difficult to open and odors from diesel equipment and vehicle exhaust infiltrate to the office area. The pressurization problems are the result of air balance between the three main areas of the building: the lower level garage, the main level garage and the office area. We have recommended the folloxving system renovations to correct the pressure problems: 1. Ventilating equipment in both garages should be rebalanced. 2. The blower motor of make-up air unit MAU-1 in the lower level needs to repaired and may need to be replaced. The unit trips on overload. Rebalancing the unit by Nelson-Rudie & Associates, Inc. PUBLIC WORKS BUILDING COLUMBIA HEIGHTS, MINNES07 ,4 UGUST 14, 2002 HVA C SYSTEM INVESTIGATION reducing its supply air quantity may fix the problem. Note this unit is old and may have exceeded its useful life and may need to be replaced. 3. Diesel sensors should be installed in the lower level where diesel-engine vehicle are operated. 4. We recommend the replacement of one make-up air unit in the main level garage with one make-up air unit of higher capacity and a variable speed drive controlled by a static pressure sensor in the space. This approach, referred as dynamic, will automatically adjusts the pressure in the building with respect to the outside by modulating the differential between the amount of supply air and the amount of exhaust air to accommodate for pressure fluctuations caused by intermittent exhaust loads and varying wind effects on the building. 5. The controls should be reviewed and modified to allow a proper air balance in the building. 6. The office area ventilation system should be reviewed and modified to separate it from the garage area. It will require ductwork modification and air rebalance. Transfer air ducts will need to be installed. The roof top unit minimum position of the outside air damper will need be reset. The supply ductwork system will need to be rebalanced. We recommend that all modifications be implemented in the near future. The modifications should help reduce the pressure fluctuations in the facility. Nelson-Rudie & Associates, Inc. 2 PUBLIC WORKS BUILDING COL UMBL4 HEIGHTS, MINNESO AUGUST 14, 2002 HVA C SYSTEM INVES TIGA TION REVIEW OF THE EXISTING HVAC SYSTEMS Lower Level Garage Exhaust Systems (See Attachment Sheet l) The lower level garage exhaust system includes eight exhaust inline fans (EF-9 thru EF-' 16) and one make-up air unit (MAU-1) Air is exhausted low at about 12" above the floor and high at about 6-7 feet above the floor. Exhaust fans are inline type. The exhaust ductwork is routed up to the main level to a louver. The total amount of air being exhausted from the lower level garage is 11,330 CFM. CFM is the abbreviation for cubic feet per minute. This amounts to an exhaust rate of 0.5 CFM per square foot of garage. Make-up air is drawn into the parking garages through intake louvers at each level. The systems are controlled with carbon monoxide sensors at each level with an override switch located in the main level garage. According to Honeywell (Letter dated November 3, 1999) the Tox Alert CO system is split into two zones: one for the main level (see below) and one for the lower level. The make-up air unit does not operate properly and trips on overload according to the air balance survey. The balancing technician had to "slow down" the unit to perform a measurement. It is currently supplying 31,444 CFM. The exhaust air quantity varies significantly from one fan to the other. The exhaust air quantity is low at some drops because they are obstructed by boxes and other miscellaneous items. It appears that there are no manual dampers at the exhaust Nelson-Rudie & Associates, Inc. 3 PUBLIC WORKS BUILDING COLUMBIA HEIGHTS, MINNESOI AUGUST 14, 2002 HVAC SYSTEM INVESTIGATION fans. Air balancing can only be achieved by adjusting the fan pulleys and sheaves. Operation of the exhaust fan system would put the garage under a positive pressure, should the make-up air unit operates properly. As the make-up air unit trips out on overload, no air is supplied to the garage and instead, air is pulled into the garage from the outside doors and the stairway, creating a negative pressure. This results into adverse problems including difficult-to-open doors. Main Level Garage Exhaust Systems (See Attachment Sheet 2) The main level garage ventilation system includes ten exhaust fans (EF-I thru EF-8, PRV-1 and PRVo3) and three make-up air units (MAU-2, MAU-3 and MAU-4). Another exhaust fan EF-17 is used for car exhaust and is located in the lower level garage. PRV-1 is used for the paint booth. It appears that a defective switch allows it to run only when the doors are propped open. It exhausts 1 O, 180 CFM. It is interlocked with the make-up air unit MAU-4 which only supplies 8,688 CFM to the space. As the two units operate, it creates a negative pressure at this level. PRV-3 does not run at all. It is supposed to be used for flammable storage exhaust. AirJs transferred from the adjacent space which is the main level garage. EF-7 serves the welding hood and is controlled manually. EF-8 serves the vehicle exhaust reel and is controlled manually. EF-17 serves the vehicle floor exhaust and is controlled manually. Nelson-Rudie & Associates, Inc. 4 PUBLIC WORKS BUILDING COLUMBIA HEIGHTS, MINNESO~ ,4 UGUST 14, 2002 HVAC SYSTEM INVES TIGA TION Fans EF-1 to EF-6 are garage general exhaust fans (10,608 CFM total exhaust). Air is exhausted Iow at about 12" above the floor and high at about 6 to 7 feet above the floor. Exhaust fan are inline type. The exhaust ductwork is routed up to a relief louver. The two make-up air units MAU-2 and MAU-3 supply 4,611 CFM and 6,512 CFM respectively (11,123 CFM total supply) and are interlocked with the operation of the general exhaust fans. The Tox Alert CO system starts and stops the two make-up air units and the six exhaust fans when the CO sensors detect a CO level above a preset level. When this system runs, it creates a positive pressure pushing the excess air to the adjacent office area and down the stairs. As the car exhaust fans and the welding hood exhaust fan turn on, the main level exhaust air quantity surpasses the supply air quantity putting the main level under a negative pressure. Office Area Air Systems (see attachment sheets 2 and 3) The office area is adjacent to the main level garage and includes the first floor and one mezzanine level. The air system includes a roof top unit RTU-1 (see sheet 3) and a PRV- 2 that exhausts air from the toilets and the locker room in the main level and the toilets in the mezzanine. The system supplies 3,422 CFM of air. The amount of outside air was not measured during the HVAC survey. The mezzanine ductwork was modified in the past to accommodate an office remodeling. Some supply air registers were blanked off and others were adjusted to accommodate the cooling load. The main level includes one Nelson-Rudie & Associates, Inc. 5 PUBLIC WORKS BUILDING COL UMBI.4 HEIGHTS, MINNES O I ,4 UGUST 14, 2002 HVA C SYSTEM INVESTIG.4 TION reception area, two storage rooms, and the locker room, the toilet room and the showers. The mezzanine includes offices and storage. This area was an open space originally and was partitioned over the years. There is currently no means to transfer air from the office area rooms adjacent to the toilet/locker/shower rooms and the toilet/locker/shower rooms. As the air finds the easiest path, the exhaust air in these rooms comes from the garage contributing to the odor problems. Also exhaust fan PRV-2 may not run properly as a small amount is being exhausted from the toilet/locker/shower rooms (as low as 6 to 7 CFM in some rooms). PRV-2 exhausts 154 CFM total. To facilitate the air path to the toilet/locker/shower rooms and to control the odor transfer from the garage, it is recommended to install transfer air ducts. The roof top unit outside air damper would need to be adjusted to create a positive pressure in the office area with respect to the adjacent garage. This can be achieved by supplying more outside air in the space than what is exhausted. Nelson-Rudie & Associates, Inc. 6 PUBLIC ~VORKS BUILDING COLUMBI,4 HEIGHTS, MINNESOI ,4 UGUST 14, 2002 HVA C SYSTEM INVESTIGATION REVIEW OF THE AIR BALANCE IN THE BUILDING: The air pressure in the building is affected by several factors including the air balance of the HVAC equipment, and wind conditions on the building. The following air balance data was obtained from the HVAC survey performed by Systems Management & Balancing of Minnesota,Inc and dated April 30, 2002. The folloxving tables summarizes the results of the survey. Air Balance Tables Lower Level Garage Air Balance Table Air Exhaust Supply Balance Equipment Location CFM CFM CFM EF-9 Lower Level 1540 EF-10 Lower Level 1659 EF-11 Lower Level 1762 EF-12 Lower Level 1412 EF-13 Lower Level 1104 EF-14 Lower Level 1217 EF-15 Lower Level 1021 EF-16 Lower Level 1615 MAU-1 Lower Level 31144 Total Main Level 11330 31144 Balance: (Positive Pressure) 19814 [Nelson-Rudie & Associates, Inc. 7 PUBLIC WORKS BUILDING COLUMBIA HEIGHTS, MINNES01' ,4 UGUST 14, 2002 HVA C SYSTEM La,~VES TI GA TI ON Main Level Garage Air Balance Table Air Exhaust Supply Equipment Location CFM CFM Balance CFM System 1: EF-1 Main Level 1877 EF-2 Main Level 2015 EF-3 Main Level 1734 EF-4 Main Level 1178 EF-5 Main Level 2500 EF-6 Main Level 1304 MAU-2 Main Level 4611 MAU-3 Main Level 6512 Subtotal System I 10608 11123 Balance System 1: (Positive Pressure) 515 System 2: PRV-1 Main Level 10810 MAU-4 Main Level 8688 Subtotal System 1 10810 8688 Balance System 1: (Negative Pressure) -2122 System 3 (Manual control) PRV-3 Main Level 0 EF-7 Main Level 2640 EF-8 Main Level 308 EF-17 Lower Level 657 Subtotal System 3 3605 0 Balance System 3: (Negative Pressure) -3605 Total Main Level 25023 19811 Balance: {Necjative Pressure) -5212 Building Air Balance The building HVAC systems can have a significant effect on the air pressure in the building. Outside air introduced into the building through the make-up air units and the roof top air handling unit creates a positive pressure influence on the building. Exhaust Nelson-Rudie & Associates, Inc. 8 PUBLIC WORKS BUILDING COL UMBI,4 HEIGHTS, MINNESO I ,4 UGUST 14, 2002 HVAC SYSTEM INVESTIGATION fans pull air out of the building creating a negative pressure influence. The net effect of all the outside air sources and exhaust sources considered simultaneously is referred to as an air balance. The air balance in the building will change due to infiltration rates from wind effect and the opening and the closing of overhead garage doors and exhaust fans being turned on and off. In the lower level, all the fans and the make-up air unit run simultaneously. Should they be balanced correctly, a correct space pressure can be maintained. The difference between the supplied outside air quantity and the exhaust outside air quantity is significant (+31,144 CFM versus -11,330 CFM). Code requires sA CFM/SF (Cubic feet per minute per square foot) exhaust low in a garage, and we recommend an additional IA CFM/SF taken out high in the space. The exhaust code requirement in the lower level is 16,500 CFM based on an area of 22,000 SF. We recommend exhausting 22,000 CFM. MAU- 1 would need to be slowed down approximately 30%. This reduction of air quantity may help with the electrical problem it experiences. Should it not be the case, the motor may need to be replaced. The exhaust fan air capacities would need to be increased by approximately 81%. The make-up air unit and the exhaust fans have exceeded their expected useful life. This significant increase of the exhaust air quantity would require the replacement of some or all the fans and/or the addition of exhaust fans and ductwork. The wind effect could contribute adversely to the space static pressure and to alleviate Nelson-Rudie & Associates, Inc. 9 PUBLIC IVORKS BUILDING COLUMBIA HEIGHTS, MINNESO? ,4 UGUST 14, 2002 HVA C SYSTEM INVES TIGA TION MAU-2 and MAU-3 combined supplied air quantity of 11,130 CFM is greater than the exhaust CFM of EF-1 to EF-6 putting the main level garage to a positive pressure. Air then infiltrates to the adjacent office area. The office area needs to be isolated from the garage. The outside air quantity supplied through the roof top unit needs to be greater than the amount of air being exhausted from the lockers and the toilet room, creating a slight positive pressure with respect to the adjacent garage. Nelson-Rudie & Associates, Inc. 11 PUBLIC WORKS BUILDING COLUMBIA HEIGHTS, MI3~'F. S01' AUGUST 14, 2002 HVA C SYSTEM IN VES TIGA TION CONCLUSIONS & RECOMMENDATIONS The City of Columbia Heights Public Works building has experienced a variety of pressure related problems throughout the life of the building. A dynamic approach will allow the systems to automatically adjust pressures in the building to accommodate for pressure fluctuations caused by intermittent exhaust loads and varying wind effects on the building. We recommend that the existing system be modified in the lotver level to accommodate at least 3A CFM/SF per code, although 1 CFM/SF would be preferable. We also recommend diesel sensors in addition of the existing CO sensors. The existing make-up air unit MAU-1 needs to be rebalanced and its motor may have to be replaced. The unit appeared to be old and may have exceeded its useful life. Existing exhaust fans may not have sufficient capacity to accommodate the additional recommended exhaust rate and will need to be supplemented by more or larger exhaust fans and ductwork. These fans appeared to be old and may have exceeded their useful life. A dynamic approach in this area is preferable in this area but not required. In the main level garage, there are three systems that run individually. PRV-1 is interlocked with MAU-4; EF-1 tO EF-6 are interlocked with MAU-2 and MAU-3; EF-7, EF-8 and EF-17 are controlled manually. PRV-1 switch needs to be repaired to allow the Nelson-Rudie & Associates, Inc. 12 PUBLIC WORKS BUILDING COLUMBIA HEIGHTS, MINNESOI AUGUST 14, 2002 HVA C SYSTEM INVESTIGATION fan to run properly. PRV-1 and MAU-4 will need to be rebalanced to allow a slightly negative pressure in the paint booth. EF-1 to EF-6 currently exhaust more than code requirements and less than what we typically recommend for a garage. We recommend rebalancing EF-1 to EF-6 by increasing their exhaust capacities. MAU-2 and MAU-3 which are currently interlocked with the operation of EF-1 to EF-6 need to be rebalanced. EF-7, EF-8 are manually controlled and do not require any modification at this time. EF- 17 is manually controlled. It appears to be old and does not exhaust the same air quantity as originally intended (name plate versus air balancing survey). When one or more of the above fans tums on, it would place the space into a negatiye pressure. It is very likely that the existing make-air units are not set up to account for the additional exhaust rate from EF-7, EF-8 and EF-17. We recommend replacing make-up air unit with a variable speed drive make-up air unit of higher capacity that would modulate the amount of air supplied to the space based on a static pressure sensor. This dynamic approach would automatically adjust pressures in the building to accommodate for pressure fluctuations caused by intermittent exhaust loads and varying wind effects on the building. In the office area, we recommend rebalancing the locker and toilet rooms exhaust registers. The position of the roof top unit outside air damper need to be adjusted to match the air quantity being exhausted from the toilet rooms and the locker rooms. We recommend the installation of transfer air ducts to contain the exhaust path within the office area. Nelson-Rudie & Associates, Inc. 13 STATE OF MINNESOTA .~ I~ GRANT CONTRACT .... This grant contract is between the State of Minnesota, acting through its Department of Labor and lndust _fy, Occupational Safet~ and Health Consultation Unit ("State") and City of Columbia Hts Municipal Service ("Grantee"). Recitals 1. Under Minn. Stat. § 79.253 the State is empowered to enter into this grant. 2. The State deems the performance of the safety grant project hereunder to be important to the safety of workers. 3. The Grantee represents that it is duly qualified and agrees to implement the project described in this grant contract to the satisfaction of the State. Grant Contract Term of Grant Contract 1.1 Effective date: This Grant Contract shall be effective upon the date that the final required signature is Obtained by the State, pursuant to Minn. Stat. § 16C.05, Subd. 2. The Grantee understands that no work relying on this Grant Contract should begin until all required signatures have been obtained and Grantee is notified by the State's Authorized Representative. 1.2 Expiration date: 120 days after the effective date, or until all obligations have been satisfactorily fulfilled, xvhichever occurs first. 1.3 Survival of Terms. The following clauses survive the expiration or cancellation of this grant contract: 8. Liability; 9. State Audits; 10. Government Data Practices; 12. Publicity and Endorsement; 13. Governing Law, Jurisdiction, and Venue; and 15. Data Disclosure. Grantee's Duties The Grantee, who is not a state employee, will: perform and complete the ventilation system purchase and implementation project activities according to the project description incorporated herein (16) and submitted in the grant application. Time The Grantee must comply xvith all the time requirements described in this grant contract. In the performance of this grant contract, time is of the essence. 4 Consideration and Payment 4.1 Consideration. The State will reimburse project costs under this grant contract as follows: Reimbursement. The Grantee will be paid up to $10,000 per 4.2. Grantee certifies that the dollar for dollar matching requirement for the grant will be met by Grantee. Any cost overruns incurred in the development and implementation of the project shall be the sole responsibility of the recipient. 4.2. Payment - btvoices. Subject to item 5, "Conditions of Payment", the State will promptly pay the Grantee, after the Grantee presents proof of payment/receipts and the certification of completion form, and the requirements of the project have been met, for the project costs expended and the State's Authorized Representative accepts the expenditures. Proof must be submitted timely and be based on the detailed records maintained of all expenditures related to the project and according to the following schedule: Proof of payment/receipt(s) upon project comple~ion and certification. Conditions of Payment The project described by the Grantee under this grant contract must be implemented as submitted to the State's satisfaction, as determined at the sole discretion of the State's Authorized Representative and in accordance with all applicable federal, state, and local laws, ordinances, rules, and regulations. The Grantee wiIl not receive payment for project grant until State has received a Certification of Completion Form and verified compliance with all requirements for the project. The Grantee will not receive payment for work found by the State to be Gr,'mt (Re','. 12/00) I 10 11 unsatisfactory or performed in violation of federal, state, or local law. Authorized Representative The State's Authorized Representative is James Collins, MNOSHA Management Team, or his/her successor, and has the responsibility to monitor the Grantee's performance and the authority to accept the project implementation provided under this grant contract. If the project performance is satisfactory, the State's Authorized Representative will certify acceptance on the Certificate of Completion Form submitted by Grantee. The Grantee's Authorized Representative is Kevin Hansen . If the Grantee's Authorized Representative changes at any time during this grant contract, the Grantee must immediately notify the State. Assignment, Amendments, Waiver, and Grant Contract Complete 7.1 Assignment. The Grantee may neither assign nor transfer any rights or obligations under this grant contract without the prior consent of the State and a fully executed Assignment Agreement, executed and approved by the same parties who executed and approved this grant contract, or their successors in office. 7.2 Amendments. Any amendment to this grant contract must be in writing and will not be effective until it has been executed and approved by the same parties who executed and approved the original grant contract, or their successors in office. 7.3 Waiver. If the State fails to enforce any provision of this grant contract, that failure does not waive the provision or its right to enforce it. 7.4 Grant Contract Complete. This grant contract contains all negotiations and agreements between the State and the Grantee. No other understanding regarding this grant contract, whether written or oral, may be used to bind either party. Liability The Grantee must indemnify, save, and hold the State, its agents, and employees harmless from any claims or causes of action, including attorney's fees incurred by the State, arising from the performance of this grant contract by the Grantee or the Grantee's agents or employees. This clause will not be construed to bar any legal remedies the Grantee may have for the State's failure to fulfill its obligations under this grant contract. State Audits Under Minn. Stat. § 16C.05, subd. 5, the Grantee's b(~oks, records, documents, and accounting procedures and practices relevant to this grant contract are subject to examination by the State and/or the State Auditor or Legislative Auditor, as appropriate, for a minimum of six years from the end of this grant contract. Grantee agrees to an on-site safety and health consultation by State after the project is complete. Government Data Practices Government Data Practices. The Grantee and State must comply with the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, as it applies to all data provided by the State under this grant contract, and with both it and with Minnesota Rules part 5203.0050, subp 1, as they apply to all data created, collected, received, stored, used, maintained, or disseminated by the Grantee under this grant contract. The civil remedies of Minn. Stat. § 13.08 apply to the release of the data referred to in this clause by either the Grantee or the State. If the Grantee receives a request to release the data referred to in this Clause, the Grantee must immediately notify the State. The State will give the Grantee instructions concerning the release of the data to the requesting party before the data is released. Workers' Compensation The Grantee certifies that it is in compliance with Minn. Stat. § 176.181, subd. 2, pertaining to workers' compensation insurance coverage. The Grantee's employees and agents will not be considered State employees. Any claims that may arise under the Minnesota Workers' Compensation Act on behalf of these employees and any claims made by any third party as a consequence of any act or omission on the part of these employees are in no way the State's obligation or responsibiliD'. Granl (Rev. 12/00) 2 12 Publicit)' and Endorsement 12.1 Pttblicity. Any publicitT regarding the subject matter ofthis grant contract must identify the State as the sponsoring agency and must not be released without prior written approval from the State's Authorized Representative. For purposes of this provision, publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Grantee individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this grant contract. 12.2 Endorsement. The Grantee must not claim that the State endorses its products or sera'ices. 13 Governing Law, Jurisdiction, and Venue Minnesota law, without regard to its choice-of-law provisions, governs this grant contract. Venue for all legal proceedings out of this grant contract, or its breach, must be in the appropriate state or federal court with competent jurisdiction in Ramsey County, Minnesota. 14 Termination 14.1 Termhtatlon by the State. The State may cancel this grant contract at any time, with or without cause, upon 30 days' written notice to the Grantee. Upon termination, the Grantee will be entitled to payment determined on a pro rata basis, for items which accomplish safety goals, albeit short of project completion. 14.2 The State may cancel this Grant Contract immediately if the State finds that there has been a failure to comply with tile pro¥isions of this Grant Contract, that reasonable progress has not been made or that the purposes for which tile funds were granted have not been or will not be fi:lfilled. The State may take action to protect the interests of the State of Minnesota, inchtding the refusal to disburse additional funds and requiring the return of all or part of the funds already disbursed.. 15 l)atn 1)isclosure Under Minn. Stat. {} 270.66, and other applicable law, the Grantee consents to disclosure of its social security number, federal employer tax identification number, and/or Minnesota tax identification number, a!ready provided to the State, to federal and state tax agencies and state personnel involved in the payment of state obligations. These identification numbers may be used in the enforcement of federal and state tax laws which cculd result in action requiring the Grantee to file state tax returns and pay delinquent state tax liabilities, if any. 16 1. St.~te E~tcumbrance Verification lmhv~J:a:l cerises t]~at fitnds t~ave been e~cumbered required b)' Minn. Stat. §§ 16.4. I$ at~d 16C. 05. Signed: Dat~: CI:NI$ Grant contact No. A- Other Provisions Incorporation by reference - The safety grant project description in the proposal submitted to State on 4./15/02 is attached and hereby incorporated by reference. Title: Assislnnt Commissioner 2. Grantee The Grantee ce,~,~,es lhlt t~lc appropriate person(s) have executed the g/ant contrac! on behalf of the Grantee as required' c~' al~plicable articles, bylaws, resolutions, or ordinances. 13y; Title: Date: Distribution: Ager'.c> Grantee State's Authorized ........ : ~ - Rep,~> ....... ~. Pitoto Cop>' (.;:m:l {B. cv. 12,00) TEDX&LI InT, iqc. P.O. Box 159, Mound, MN 55364 Phone: 952-472-4541 Fax: 952-472-4960 Proposal No.: 01P698E PageNo.: Iofl Page(s) PROPOSAL SUBMITTED TO: CiD' of Columbia Heights ADDRESS: 637- 38th Ave. NE CITY, STATE, AND ZIP CODE: Columbia Heights, MN. 55421 PHONE: DATE: August 6, 2002 .1OB NAME: Public Works JOB LOCATON: 637 - 38th AVE. NE We Hereby submit specifications for: Toxalert. Inc. shall supply and install a Model ToxC carbon monoxide (CO) / nitrogen dioxide ('NO2)/Air Quality (IAQ) detection system to include the follox~ lng: control unit xxith digital display for reading CO and NO2 concentrations; warn/alarm/sensor malfunction indicator per sensor; programmed seven (7) day time clock: fan override switch, log trending capability; capability to monitor four (4) new remote CO (Model IoxCO/ANA) sensors to be installed in the lower level and four (4) new remote CO (Model ToxCO/ANA) sensors to be installed in the upper lexel: two {2) new remote NO2 (Model ToxNO2/ANA) sensors to be installed in the loxver level and four (4) future remote NO2 (Model Tox NO2/ANA) sensors to be installed in the upper level; and txxo (2) new remote Air Quality sensors to be installed in the lower level. lhe eight (8) CO sensors(4 upper level and 4 Ioxver level), m'o (2) NO2 sensors to be installed in the lower level, and m'o (2)air quality sensors to be installed in the Iox~er level are included in this proposal. Thc four (4) future NO2 sensors to be installed in the upper level are NOT included in this proposal. 'I his s) stem x~ ill replace tile existing CO sensors in the lower level and upper level and the existing control unit on the upper level and shall control lhe existing ventilation t~ns. This proposal includes installation and system startup. xvt Pr,~,~'x hereby to furnish material and labor-complete in accordance with above specifications, for the sum of: 'Fxvenr, Thousand Seven Hundred Seventy Eight and No/100 Dollars .................................................................. ($20.778.00). Method of payment: Net 30 days from date of invoice/completion. All material is guarameed to be as specified All work to be compleled in · ~,orkmanlike manner &ccordln8 to standard practices Any alteration oJ'de,.iafion ~'rom above specific·lions involving extra costs ,,,.ill be executed only upon ~ rittcn orders and ~ill become am extra charge over and above th~ estimate. All agreements contingent upon strikes, accidents or delays beyond out control Ow·et to carry fire. tornado and other necessary insurance Out u. orkers are fully covered by ~.¥orkman's Compensation IJ~urance. h thor·zed Signature:U ~ /4')~ ~~ Note: This proposal may be xvithdrawn by/us if·or accepted within 90 days. of Pr,~osal - The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Accefhl~tCe Pa) ment wiU be made as outlined above. Date of Acceptance: Signature: Signature: City of Columbia Heights Public Works Department Work Session Discussion Item Work Session Date: September 16, 2002 Prepared by: Kevin Hansen, Director of Public Work Item: Central Avenue: Holiday Decorations and Banners Background: The Central Avenue improvement project includes banner arms and outlets on the street light poles from 39th to 41st Avenues. The intent is to provide for a variety of banners, possibly associated with a season or holiday such as Christmas or July 4th. The outlets will provide direct plug-ins for most types of lighted holiday decorations to be attached to the poles. Analysis and Conclusions: The City's current holiday decorations are minimal or are in poor shape due to age. In accordance with the planning concepts for Central, staff is suggesting two areas for holiday displays on Central: · Holiday banners · Holiday lighted decorations Banners: The banner mounting brackets included with the Central Avenue street lighting are sized for a 24" x 48" banner and will total 45 banners from 39th to 41st Avenues. There are a number of design options to choose from. It is recommended that two base fabric colors be selected, with one that approximates the red of the color banding of the sidewalk. Staff would recommend two designs, alternating on every subsequent pole, repeating from 39th to 41st Avenues. Holiday Lighted Decorations: The new light poles will have standard plug-ins which will provide for lighted decorations at each pole from 39th to 41st Avenues. I would describe the lighting decorations in one of three general categories: · Wreath · White Silhouette · Colored Silhouette Work Session Item: September 16, 2002 Page 2 Holiday Decorations & Banners Staffwill have catalogs available at the Work Session to provide examples of each. Cost: The cost is significant in each area of holiday decorations. Holiday banners (24" x 48" size) can range fi.om $80 - $120 each. This would equate to a cost of approximately $3,600 to $5,400 for the banners alone. The lighted decorations can range from $200 - $400 each. To decorate 45 poles, this could range from $9,000 to $20,250. Staff reviewed the holiday decorating concept with Park and Recreation Commission members on August 28, 2002, and offer the following general recommendations: Follow the theme of the streetscaping design: clean and classic. Mix the lighted decorations - white with wreath. This provides for night/day visibility. · Place banners on all poles within banner areas. · Scale back on lighted decorations, possibly do one-half in 2002/03 and one- half in 2003/04, due to cost considerations. · Ask area civic organizations and area businesses for donations. A possibility for donations would be to fund additional lighted decorations. Selection Process: As a process to obtain bids, staff recommends a modified Request for Proposals form. In this manner, the modification would be to provide a total budget number, product specs would be established and vendors would be asked to provide the City with a design and quantity of banners and lighted decorations. The proposals can then be reviewed based upon what best fits the City's interest within the established budget. Budget & Funding: Staff recommends preparing an RFP for 45 banners and 25 lighted decorations. On the basis of published costs and recommended quantity, a budget is proposed in the amount of $12,000. It should be recognized that bids will likely be lower than published costs. Staff originally proposed $10,000 in the 2002 Park Department budget for holiday decorations. Due to budget cuts, this number was eliminated on the premise that these costs would be project funded. Recommended Motion: Authorize the preparation of a Request for Proposal for 45 holiday banners and 25 lighted decorations in an amount not-to-exceed $12,000. Project funding is designated as 402- 59912-2171. COLUMBIA HEIGHTS CITY COUNCIL LETTER Meetin[g of: September 9, 2002 AGENDA SECTION: ORIGINATING DEPARTMENT: CITY NO: Community Development MANAGER'S APPROVAL ITEM: Adopt Resolution 2002-54, a Resolution BY: Robert Streetar BY: Allocating up to $30,369, to the Greater DATE: August 26, 2002 ./ Metropolitan Housing Corporation for the purchase, demolition and Construction of a New Home located at 4828 5~ Street BACKGROUND: In August 2002, the City received a request to purchase a single-family home located at 4828t~ 5t~ Street. The Mayor, City Manager, Community Development Director, as well as representatives from the Greater Metropolitan Housing Corporation (GMHC) toured the home on August 19. The home is in poor condition and functionally obsolete. The GMHC indicated they would purchase the home for approximately $118,000, demolish the home, and build a new home in its place. According to Anoka County, the assessed value on the home for taxes payable 2002 is $128,500. The new home will be a two-story, 1,700 square foot home, with three bedrooms, two full bathrooms and a half bathroom, as well as a two car detached garage. Demolition and construction would begin this fall. The total cost for acquisition, demolition and construction of the new home is approximately $285,738. GMHC indicates the new home will have a sale price and assessed value of $225,000. This results in a "gap" of approximately $60,738. GHMC has requested the City's assistance to pay up to one half of the gap, which is $30,369. The GMHC will pay the other half. Please find attached, and example of a site plan, floor plan and pro forma. Funds to pay one half of the gap, up to $30,369, could come from the Abatement Fund. Currently the Abatement Fund has a balance of $47,595. The $30,369 would be provided in the form of a grant. The new home will generate approximately $500 in additional City property tax annually. RECOMMENDATION: Staff recommends City Council authorize a grant of up to $30,369 from the Abatement Fund to pay the GMHC for one half of the gap to acquire, demolish and build a new home at 4828 5th Street. RECOMMENDED MOTION: Move to waive the reading of Resolution 2002-54, there being an ample amount of copies available to the public. RECOMMENDED MOTION: Move to Adopt Resolution 2002-54, a Resolution of the Columbia Heights City Council Allocating up to $30,369 to the Greater Metropolitan Housing Corporation (GMHC) for the purchase, demolition and construction of a new home located at 4828 5t~ Street in Columbia Heights, Minnesota. Attachments: GMHC site and floor plans and pro forma COUNCIL ACTION: h:\Coasent2002\CLRes2002-54 4828 5'~ GMHC RESOLUTION NO. 2002-54 RESOLUTION OF THE COLUMBIA HEIGHTS CITY COUNCIL ALLOCATING UP TO $30,369 TO THE GREATER METROPOLITAN HOUSING CORPORATION FOR THE PURCHASE, DEMOLITION AND CONSTRUCTION OF A NEW HOME LOCATED AT 4828 5TM STREET IN COLUMBIA HEIGHTS, MINNESOTA. WHEREAS, the Columbia Heights City Council through its Comprehensive Plan has established as a goal the preservation of the single-family housing stock. WHEREAS, the Greater Metropolitan Housing Corporation has agreed to purchase the single- family home located at 4828 5th Street, demolish the home and build a new home in its place. WHEREAS, the Greater Metropolitan Housing Corporation has agreed to sell the new home for at least $225,000. WHEREAS, the Greater Metropolitan Housing Corporation has agreed to begin construction of the new home no later than December 1, 2002. THEREFORE, BE IT RESOLVED, that the City Council allocates up to $30,369, from the City's Abatement Fund, to the Greater Metropolitan Housing Corporation for the purchase, demolition and construction of a new home located at 4828 5th Street in Columbia Heights, Minnesota. Passed this day of ., 2002. Offered by: Seconded by: Roll Call: Mayor Gary L. Peterson Patricia Muscovitz, Deputy City Clerk GMHC RESIDENTIAL PRO FORMA ~Date: 8~20~02 Property Address: 4828 5TH STREET NE, COLUMBIA HEIGHTS MN Building Type: 2-Story Single Family Aprox. 1700 SF Construction Costs (a.) Contractor base price $102,000. (b.) Contractor additional Landscape $0 (c.) Contractor additional soil correction $0 (d.) Contractor supplies AC $0 (e.) Contractor supplies appliances $0 (f.) GMHC lumber package $29,000 (g.) GMHC cabinets and tops $4,000 (h.) GMHC security system $0 (1.) Total Construction Costs (a - h ) $135,000 (2.) Contingency (5% of construction costs) $6,750 (3.) Marketing $4,500 Soft Costs (a.) Financing interest (2.5 % for est. 6 months) $1,688 (b.) Property taxes $300! (c.) Insurance $300 (d.) Title and recording $600 (e.) Legal fees $0 (f.) Points construction/mortgage loans $0 (g.) Closing costs $850 (h.) Appraisals $350 (I.) Utilities $600 (j.) Property management (est. 3 months) $300 (k.) Architect fees $500 (4.) Total Soft Costs ( a - k ) $5,488 (5.) Developer fee $10,000 (6.) Acquisition $118,000 (7.) Demolition and site prep. $6,000. (8.) Relocation $0! (A.) Total Development Costs ( 1 - 8 ) $285,738 (B.) Appraised Value I Sales Price $225,000 (C.) Net Income or Deficit ( B - A ) -$60,738 Four-Square Base Model with Full Porch · 1,702 Finished S.F. on 1st and 2nd Floors · Three Bedrooms · Two Full Bathrooms and One ~A Bathroom · Two Car Attached or Detached Garage. -© u.X~ z .0 C rYX AB99V Z 0 Z Z - ,- .~ Bedroom fl. -'1- 1°''2'x11''°' · '. Bedroom 12'-10"x 16'-0' Bedroom 10'-2" x 11'-0' II SecOnd Floor Dining Room lO'-11'x 13'-1o' Living Room 13'~10' x 12'-2' First Floor Basement Area: First floor: 858 sq. ft. Second floor: 844 sq. ft. Total F'mished: 1702 sq. ft. Basement: 847 sq. ft. COLUMBIA HEIGHTS CITY COUNCIL LETTER Meeting of: September 3, 2002 AGENDA SECTION: ORIGINATING DEPARTMENT: CITY NO: Community Development MANAGER'S /.j APPROVAL ITEM: Central Avenue Design Guideline BY: Robert Streetar BY: Task Force DATE: August 28, 2002/~//-- BACKGROUND: Development and implementation of design guidelines for buildings on Central Avenue is part of the overall improvement plan for Central Avenue. The scope of work approved by the City Council on March 25, 2002 includes a resident task force of between eight and twelve members to spend up to four months developing the guidelines. Possible task force participants identified thus far include: 1. Dave Holmgren or Roger Letness 2. Tami Erickson 3. Bruce Nedegaard 4. Jerry Herringer 5. Steve Johnson 6. Tom Ramsdale 7. A representative from the Historic Preservation Committee. Staff requests the City Council review the list and make any deletions or additions. Once approved, staffwill contact those individuals formally inviting them to be part of the task force. RECOMMENDATION: Staff requests City Council addition or deletions of the list above. COUNCIL ACTION: h:\~onsent2002\CL Design Guideline Task Force