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Home My WebLink AboutFebruary 22, 1999 RegularAGENDA FOR THE REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF COLUMBIA HEIGHTS - MONDAY, FEBRUARY 22,1999 CITY COUNCIL CHAMBERS, CITY HALL, 590 40TH AVENUE 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 782-2800, Extension 209, to make arrangements. 1. CALL TO ORDERIROLL CALL(CommencementofCablecastingof RegMtg on Television.) 2. PLEDGE OF ALLEGIANCE 3. ADDITIONS/DELETIONS TO MEETING AGENDA 4. CONSENT AGENDA 1) Minutes for Approval - February 8, 1999 2) Establish Hearing Dates for Rental License Revocation 3) Authorization to Purchase Copier - Police Department 4) Res. 99-16 Ordering Preparation of Report for Proposed 1999 Alley Construction Project 5) Creation of a Storm Water Utility 6) Water System Analysis 7) GIS Proposals - Creation of a Digital Physical Feature Data Base 8) Authorization to Seek Bids for 1999 Miscellaneous Concrete Project 9) Seek Bids - 1999 Street and Parking Lane Striping 10) County Expenses 11) Establishment of Council Work Session Dates 12) Approval of License Applications 13) Payment of Bills 14) Authorization to Purchase Copier - Community Development Department 5. RECOGNITIONS, PROCLAMATIONS, PRESENTATIONS AND GUESTS None 6. PUBLIC HEARINGS A. Local Law Enforcement Equipment Block Grant 7. ITEMS FOR CONSIDERATION A. Other Ordinances and Resolutions 1) Ord. 1384 and Ord. 1385 - Bond Sale 2) Ord. 1383 - Sign Ordinance Amendment B. Bid Considerations None C. Other Business 1) Water Meter Replacement Project 2) Res. 99-17 Setting Rates 3) TIF Special Legislation 4) Replacement of Athey Mobil Street Sweeper 8. ADMINISTRATIVE REPORTS a) Report of the City Manager b) Report of the City Attorney 9. GENERAL COUNCIL COMMUNICATIONS a) Minutes of Board and Commission Meetings 1) Feb. 2, 1999 P & Z 2) Feb. 2, 1999 Library Board 3) 1-19-99 EDA Regular Meetng 4) 2-9-99 EDA Special Meeting 10. CITIZEN FORUM TO ADDRESS THE COUNCIL ON MATTERS NOT ON AGENDA 11. ADJOURNMENT WF/j s Mayor C i TY OF COLUMBIA HEIGHTS �� Gary L. Peterson ` Councilmembers Donald G. Jolly 590 MOTH AVENUE N.E., COLUMBIA HEIGHTS, MN 55421 -3878 (612) 782-2800 TDD 782-2806MarlaineSzurek Julienne Wyckoff ADMINISTRATION City Manager Walter R. Fehst FEBRUARY 19, 1999 The following is the agenda for the regular meeting of the City Council to be held at 7:00 PM on Monday, February 22, 1999 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, Minnesota. 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 782-2800, Extension 209, to make arrangements. (TDD/782-2806 for deaf or hearing impaired only) 1. CALL TO ORDER/ROLL CALL 2. PLEDGE OF ALLEGIANCE FILES 3. ADDITIONS/DELETIONS TO MEETING AGENDA (The Council, upon majority vote of its members, may make additions and deletions to the agenda. These may be items brought to the attention of the Council under the Citizen Forum or items submitted after the agenda preparation deadline.) 4. CONSENT AGENDA (These items are considered to be routine by the City Council and will be enacted as part of the Consent Agenda by one motion. Items removed from consent agenda approval will be taken up as next order of business.) A. MOTION• Move to approve Consent Agenda items as follows: 1) Minutes for Approval MOTION: Move to approve the minutes of the February 8, 1999 Regular Council Meeting as presented. 2) Establish Hearing Dates for Rental License Revocation MOTION: Move to establish a hearing date of March 8, 1999 for revocation or suspension of a license to operate a rental property within the City of Columbia Heights against Robert Witt at 4222 Monroe Street. 3) Authorization to Purchase Copier - Police Department MOTION: Move to approve the purchase of a Panasonic Model 7750 copier with 20-bin sorter and three - hole punch and a large capacity tray from Technifax Business Systems, Inc. in the amount of $8,677 plus tax, with funding to come from the Capital Equipment Replacement Fund. Page 1 THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES EQUAL OPPORTUNITY EMPLOYER COUNCIL AGENDA LETTER FEBRUARY 22, 1999 MEETING PAGE 2 4) Resolution No. 99-16 Being a Resolution Ordering the Pre aration of Report for Proposed 1999 Alley Construction Project MOTION: Move to waive the reading of the resolution there being ample copies available for the public. MOTION: Move to adopt Resolution No. 99-16 being a resolution ordering the preparation of report for proposed 1999 alley construction project. 5) Proposals: Creation of a Storm Water Utility MOTION: Move to approve engineering services for the creation of a storm water utility to SEH of St. Paul, Mn. in an amount not to exceed $13,180, with funds to be appropriated from 652-49450-3050, and furthermore, to authorize the Mayor and City Manager to enter into an agreement for the same. 6) Water System Analysis MOTION: Move to approve engineering services for the Water System Analysis to PCE, Inc. of Minneapolis, Mn. in an amount not to exceed $18,500 with funds to be appropriated from 651-49430- 3050; and furthermore, to authorize the Mayor and City Manager to enter into an agreement for the same. 7) GIS Proposals: Creation of a Digital Physical Feature Data Base MOTION: Motion to approve engineering services for the creation of a Physical Feature Database, with Contours, to Horizons. Inc. of Minneapolis, Mn. in an amount not to exceed $34,140 with funds to be appropriated from 431-43100-5180; and furthermore, to authorize the Mayor and City Manager to enter into an agreement for the same. 8) Authorization to Seek Bids for 1999 Miscellaneous Concrete Project MOTION: Move to authorize staff to seek bids for the 1999 Miscellaneous Concrete Replacement and Installation Project. 9) Authorization to Seek Bids for 1999 Street and Parking Lane Sting MOTION: Move to authorize staff to seek bids for the 1999 Street and Parking Lane Striping Contract. 10) County Enenses MOTION: Move to authorize payment of $13,759.97 for administering the 1998 tax increment financing laws of Minnesota, Truth in Taxation, and Special Assessments, with expenses being charged to the TIF Debt Services Fund and General Fund. 11) Establishment of Council Work Session Dates/Times MOTION: Move to schedule Council work sessions on the following dates and at the following times: Monday, March 1, 1999 at 8:00 p.m.; Monday, March 15, 1999 at 7:00 p.m. and Monday, March 29, 1999 at 7:00 p.m. Page 2 COUNCIL MEETING AGENDA FEBRUARY 22, 1999 MEETING PAGE 3 12) Approval of License Applications MOTION: Move to approve the license applications as listed and the rental housing license applications as listed in the memo dated February 16, 1999 from Chief Kewatt. 13) Payment of the Bills MOTION: Move to pay the bills as listed out of proper funds. 14) Authorization to Purchase Copier - Community Development Department MOTION: Move to approve the purchase of a Lanier 7335 Analogy; copier with 20 bin sorter and finisher (stapler) from Stringer Business Systems, Inc. based upon their qualified, responsible bid in the amount of $6,078.60 plus tax and $690 annual general maintenance agreement fee with funds to be appropriated from the Capital Equipment Replacement Fund; and furthermore, to authorize the City Manager to enter into a purchase/sales order agreement for the same. 5. PROCLAMATIONS, PRESENTATIONS RECOGNITIONS AND GUESTS None 6. PUBLIC HEARINGS A) Public Hearing - Local Law Enforcement Equipment Block Grant MOTION: Move to close the public hearing and approve the list of equipment to be purchased with this grant. 7. ITEMS FOR CONSIDERATION A. Other Ordinances and Resolutions 1) Ordinance No. 1384 and Ordinance No 1385 Regarding Bond Sale MOTION: Move to waive the reading of Ordinance No. 1384 there being ample copies available for the public. MOTION: Move to schedule the public hearing and second reading of Ordinance No. 1384 for March 8, 1999 at approximately 7:00 p.m. MOTION: Move to waive the reading of Ordinance No. 1385 there being ample copies available for the public. MOTION: Move to schedule the public hearing and second reading of Ordinance No. 1385 for March 8, 1999 at approximately 7:00 p.m. Page 3 COUNCIL AGENDA LETTER FEBRUARY 22, 1999 MEETING PAGE 4 2) First Reading of Ordinance No. 1383 Being a Sign Ordinance Amendment MOTION: Move to waive the reading of the ordinance there being ample copies available for the public. MOTION: Move to schedule the public hearing and second reading of Ordinance No. 1383 for March 8, 1999 at approximately 7:00 p.m. B. Bid Considerations None C. Other Business 1) Water Meter Replacement Project MOTION: Move to authorize the Mayor and City Manager to enter into an agreement with U.S. Filter for the installation of residential radio -read water meters throughout the City based on their proposal of April 30, 1996, at a cost of $1,242,500 for the installation of 5,500 radio -read meters, with $600,000 in funding for this project coming from a bond sale, and the remaining costs coming from the sewer construction fund and the refuse utility fund. 2) Resolution No. 99-17 Being a Resolution Setting Rates on Sewa g Disposal and Water Supply in the City of Columbia Heights MOTION: Move to waive the reading of the resolution there being ample copies available for the public. MOTION: Move to adopt Resolution No. 99-17 being a resolution setting rates on sewage disposal and water supply in the City of Columbia Heights. 3) TIF Special Legislation MOTION: Move to authorize and direct staff to pursue special legislation as drafted by Kennedy and Graven, Chartered, to apply for available State TIF grant reimbursements and recommend for City Council consideration for refunding of outstanding bond issue(s). 4) Replacement of Athev Mobil Street Sweeper Unit #0001 MOTION: Move to approve the acquisition of one new 3-wheel Elgin Pelican Street Sweeper from the State of Minnesota Purchasing Contract with a cost not to exceed $83,615, excluding sales tax, which includes a trade in of unit #001 at $26,500. Fund are appropriated in Capital Equipment Replacement Fund 603-49510-5150. Page 4 COUNCIL AGENDA LETTER FEBRUARY 22, 1999 MEETING PAGE 5 8. ADMINISTRATIVE REPORTS A. Report of the City Manager B. Report of the City Attorney 9. GENERAL COUNCIL COMMUNICATIONS A. Minutes of Boards and Commissions 1) February 2, 1999 Planning and Zoning Commission Meeting 2) February 2, 1999 Library Board of Trustees Meeting 3) January 19, 1999 EDA Regular Meeting 4) February 9, 1999 EDA Special Meeting 10. CITIZENS FORUM TO ADDRESS THE COUNCIL ON MATTERS NOT ON AGENDA (At this time, citizens have an opportunity to discuss with the Council items not on the regular agenda. The citizen is requested to limit their comments to five minutes. Please note, the public may address the Council regarding specific agenda items at the time the item is being discussed.) 11. ADJOURNMENT MOTION: Move to adjourn the Regular Council Meeting. Walter Fehst, City Manager WF/j s Page 5 4110#4101 OFFICIAL PROCEEDINGS COLUMBIA HEIGHTS CITY COUNCIL REGULAR COUNCIL MEETING FEBRUARY 8, 1999 1. CALL TO ORDER/ROLL CALL Mayor Peterson called the Council Meeting to order at 7:05 p.m. Present were Mayor Peterson and Councilmembers Szurek, Jolly and Wyckoff. 2. PLEDGE OF ALLEGIANCE 3. ADDITIONS/DELETIONS TO MEETING AGENDA Added to Consent Agenda item 4-b was the appointment of Counc:ilmember Jolly to the position of Council President. Removed from the Consent Agenda for discussion immediately following consideration of the Consent Agenda were the following items: 4-d "Resolution No. 99-15, Declaration of Hazardous Dwelling at 4358 Third Street" and 4-t "Deer Population Control",. Item 4-q "Sign Variance Request - 3701-3828 Central Avenue" was removed from the agenda at the request of the petitioner. 4. CONSENT AGENDA (These items are considered to be routine by the City Council and will be enacted as part of the Consent Agenda by one motion. Items removed from consent agenda approval will be taken up as next order of business.) Motion by Szurek, second by Wyckoff to approve the Consent Agenda items as follows: a) Minutes for Approval - January 25, 1999 The Council approved the minutes of the January 25, 1999 Regular Council Meeting as presented. b) Appointments to Boards/Commissions/Organizations The Council approved the appointment of members of the Council and/or staff as stated in the memo discussed at the February 1, 1999 to various boards, commissions and organizations. A correction was made in changing Light Rail Transit to North Star Corridor. Robert Ruettimann was also appointed as a resident representative to the Park and Recreation Commission with a term expiring in April of 2001. Councilmember Jolly's selection as Council President was noted. REGULAR COUNCIL MEETING FEBRUARY 8, 1999 PAGE 2 c) Telephone System Consultants The Council authorized the Mayor and City Manager to enter into a contract with Ehlert and Associates for consulting work to include determining specifications for a new telephone system for the City, writing a Request for Proposal to vendors for such a system and aiding the implementation of the system per their proposal at a cost of $11,500. d) Resolution No. 99-15 Declaration of Hazardous Dwelling at 4358 Third Street This item was removed from the Consent Agenda for consideration later in the meeting. e) Authorizing the Purchase of Two Squad Cars The Council authorized the purchase of two 1999 Ford Crown Victoria police vehicles, along with service and parts manuals per the Hennepin County bid, with funding coming from 431-42100-5150, and the Mayor and City Manager were authorized to enter into a contract for the same. f) 1999 Animal Control Contract The Council authorized the Mayor and City Manager to enter into a contract with the North Metro Humane Society animal control/impound services for the contractual period of January 1, 1999, to December 31, 1999 and funding for this service is to be provided by the Police Department budget, 101-42100-3050. g) Acceptance of Engineering Study Report and Authorizing the Public Works Director to Apply for a DNR Grant for Storm Water Mitigation Improvements The Council accepted the Engineering Study Report as prepared by the Engineering Firm of BRA. The Council waived the reading of the resolution there being ample copies available for the public. RESOLUTION NO. 99-11 BEING A RESOLUTION TO SUBMIT AN APPLICATION TO THE DEPARTMENT OF NATURAL RESOURCES GRANT ASSISTANCE PROGRAM FOR FUNDS FOR STORM WATER RELATED IMPROVEMENTS AND DESIGNATE THE DIRECTOR OF PUBLIC WORKS AS THE CITY'S PRIMARY CONTACT WITH THE DNR BE IT RESOLVED that the Director of Public Works, hereinafter referred to as "Authorized Official" act as legal sponsor for the project contained in the Flood Damage Reduction Grant Assistance Program application submitted on February 8, 1999, and that Authorized Official is hereby authorized to apply to the Minnesota Department of Natural Resources, hereinafter referred to as "State", for funding of this project on behalf of the Applicant. REGULAR COUNCIL MEETING FEBRUARY 8, 1999 PAGE 3 BE IT FURTHER RESOLVED that the Applicant has the legal authority to apply for financial assistance, and the institutional, managerial and financial capability to ensure adequate acquisition, maintenance and protection of the proposed project. BE IT FURTHER RESOLVED that the Applicant has not incurred any construction costs or has not entered into any written agreements to purchase property proposed by this project. BE IT FURTHER RESOLVED that the Applicant has not violated any Federal, State, or local laws pertaining to fraud, bribery, graft, kickbacks, collusion, conflict of interest or other unlawful or corrupt practice. BE IT FURTHER RESOLVED THAT UPON APPROVAL OF THE APPLICATION BY THE state, the Authorized Official may enter into an Agreement with the State for the above -reference project and that the Applicant certifies that it will comply with all applicable laws and regulations as stated in the contract agreement. NOW, THEREFORE, BE IT RESOLVED that the Director of Public Works id hereby authorized to execute such Agreements as are necessary to implement the project on behalf of the Applicant. Dated this 81h day of February, 1999. Offered by: Szurek Seconded by: Wyckoff Roll call: All ayes Mayor Gary L. Peterson Jo -Anne Student, Council Secretary h) Authorization to Seek Bids for Road Materials The Council authorized staff to seek bids for the purchase of road materials. i) Authorization to Seek Bids for the 1999-2000 Fall Tree Replanting Proms The Council authorized staff to seek bids for the 1999-2000 Fall Tree Replanting Program. j) Authorization to Process Blanket Purchase Orders for 1999 The Council authorized staff to process blanket purchase orders for 1999 for: REGULAR COUNCIL MEETING FEBRUARY 8, 1999 PAGE 4 1) Satellite rental for seven City parks with Biff's in an amount not to exceed $7,200. 2) Uniform rental with Aramark Uniform Services in an amount not to exceed $7,100. 3) De-icing salt for salt/sand operations purchased off the State of Minnesota contract in an amount not to exceed k) Approval to Award Cleaning and Sealing of Municipal ;3ervice Center HVAC Duct Work The Council approved the award of MSC duct cleaning and sealing work to National Surface Cleaning in the amount of $3,400 plus tax with fluids appropriated from 701- 49950-4000. 1) Resolutions No. 99-12. 99-13. and 99-14 Being Resolutions Ordering the Preparation of Report on Proposed 1999 Alley Projects The reading of Resolution No. 99-12 was waived there being ample copies available for the public. RESOLUTION NO. 99-12 BEING A RESOLUTION ORDERING PREPARATION OF REPORT ON ALLEY IMPROVEMENT WITH COMPLETE CONSTRUCTION WHEREAS, the City Council of Columbia Heights is proposing to improve the following alleys by complete construction: California and Main Summit and 401 University and 41'' 401h and 41 St Madison and Monroe 391h and 40th Jackson and Van Buren Peters and Reservoir Gould and 401 Circle Terrace & Reservoir 283' North of 391 to 521' North of 391 Lookout to 51 4r to 48th N/S Alley to Jefferson 48th to 49th Jackson to N/S Alley 44'h to 45t' Peters to Gould N/S Alley to 86' East of N/S Alley 654' South of 4111 to 41 St West of Reservoir 173' South of 42nd to 42nd Reservoir and Tyler 40th to 41s' Reservoir and Tyler 224' South of 43rd to 43rd Reservoir and Tyler 43rd to 44d' Gould and 401 N/S Alley to West of N/S Alley REGULAR COUNCIL MEETING FEBRUARY 8, 1999 PAGE 5 WHEREAS, the City Council intends to assess the benefitted property for all or a portion of the cost of the improvement, pursuant to Minnesota Statutes, Chapter 429. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA, that the proposed improvement be referred to Mr. Kevin Hansen, City Engineer, for study and that he is instructed to report to the Council with all convenient speed advising the Council in a preliminary way as to whether the proposed improvement is necessary, cost effective, and feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost of the improvement as recommended. Dated this 81 day of February, 1999 Offered by Szurek Seconded by: Wyckoff Roll call: All ayes Mayor Gary L. Peterson Jo -Anne Student, Council Secretary CERTIFICATION State of Minnesota County of Anoka City of Columbia Heights I hereby certify that the foregoing resolution is a true and correct copy of a resolution presented to and adopted by the City Council of Columbia Heights at a meeting thereof held in the City of Columbia Heights, Minnesota on the 81 day of February, 1999, as disclosed by the record of said City in my possession. Jo -Anne Student, Deputy City Clerk The reading of Resolution No. 99-13 was waived there being ample copies available for the public. REGULAR COUNCIL MEETING FEBRUARY 8, 1999 PAGE 6 RESOLUTION NO. 99-13 BEING A RESOLUTION ORDERING PREPARATION OF REPORT ON ALLEY IMPROVEMENT WITH RECONSTRUCTION WHEREAS, it is proposed to improve the following alley by constructing storm sewer and reconstructing the alley: 4' Street to 5' Street 52" a Avenue to 531 Avenue WHEREAS, the City Council intends to assess the benefitted property for all or a portion of the cost of the improvement, pursuant to Minnesota Statutes, Chapter 429. NOW, THEREFORE, BE IT RESOLVED that the proposed improvement be referred to Mr. Kevin Hansen, City Engineer, for study and that he is :instructed to report to the Council will all convenient speed advising the Council in a preliminary way as to whether the proposed improvement is necessary, cost effective, and feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost of the improvement as recommended. Dated this 8" day of February, 1999. Offered by: Szurek Seconded by: Wyckoff Roll call: All ayes Mayor Gary L. Peterson Jo -Anne Student, Council Secretary CERTIFICATION State of Minnesota County of Anoka City of Columbia Heights I hereby certify that the foregoing resolution is a true and correct copy of a resolution presented to and adopted by the City Council of Columbia Heights, Minnesota, on the 8`' day of February, 1999, as disclosed by the records of said City in my possession. Jo -Anne Student, Deputy City Clerk REGULAR COUNCIL MEETING FEBRUARY 8, 1999 PAGE 7 The reading of Resolution No. 99-14 was waived there being ample copies available for the public. RESOLUTION NO. 99-14 BEING A RESOLUTION ORDERING PREPARATION OF REPORT ON SEAL COATING IMPROVEMENT WHEREAS, the City Council of Columbia Heights proposes to improve the following alleys for seal coating: All bituminous alleys within the City Limits WHEREAS, the City Council intends to assess the benefitted property for all or a portion of the cost of the improvement, pursuant to Minnesota Statutes, Chapter 429. NOW, THEREFORE, BE IT RESOLVED that the proposed improvement be referred to Mr. Kevin Hansen, City Engineer, for study and that he is instructed to report to the Council with all convenient speed advising the Council in a preliminary way as to whether the proposed improvement is necessary, cost effective, and feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost of the improvement as recommended. Dated this 81 day of February, 1999. Offered by: Szurek Seconded by: Wyckoff Roll call: All ayes Mayor Gary L. Peterson Jo -Anne Student, Council Secretary CERTIFICATION State of Minnesota County of Anoka City of Columbia Heights REGULAR COUNCIL MEETING FEBRUARY 8, 1999 PAGE 8 I hereby certify that the foregoing resolution is a true and correct copy of a resolution presented to and adopted by the City Council of Columbia Heights at a meeting thereof held in the City of Columbia Heights, Minnesota, on the V day of February, 1999, as disclosed by the records of said City in my possession. Jo -Anne Student, De].:)uty City Clerk m) Establishing Council Work Session The Council established Wednesday, February 17, 1999 at 7:30 p.m. as the date and time for a Council work session. n) Establish Public Hearing Date The Council established a public hearing date of February 22, 1999, regarding the purchase of equipment with federal block grant money totaling $24,605 and $2,734 match by the City and approved the proposed list of equipment to be purchased with these funds. o) Re -issue Rental Housing License After Revocation The Council approved the issuance of a rental housing license to Renae Novak to operate the rental property located at 4023 Sixth Street in that the provisions of the Housing Maintenance Code have been complied with. p) Livable Communities Demonstration Account (LCDA) Memorandum of Understanding The Council approved the Memorandum of Understanding (Preliminary Agreement) between the City and Real Estate Equities Development Company for the LCDA transition block redevelopment and authorized the Mayor and City Manager to enter into an agreement for the same. q) Sign Variance Request - 3701-3828 Central Avenue The request for the sign variance was withdrawn. r) Conditional Use Permit Request - 4300 Central Avenue The Council approved the conditional use permit to allow the operation of a temporary greenhouse/retail sales at 4300 Central Avenue from April 15, 1999 through July 7, 1999 subject to the following condition: A $500 deposit shall be submitted to the License/Permit Clerk prior to installation of the structures on the site. REGULAR COUNCIL MEETING FEBRUARY 8, 1999 PAGE 9 s) Conditional Use Permit Request - 4029 Central Avenue The Council approved the conditional use permit to allow the operation of a Chinese buffet -style restaurant at 4029 Central Avenue Northeast, subject to the following conditions: 1) All required state and local codes, permits, licenses and inspections will be met and in full compliance; 2) Waste material storage shall be located and screened in a manner consistent with the Zoning Ordinance; 3) All proposed signage must be submitted on the City prescribed application form and must comply with the Zoning Ordinance; 4) This approval is strictly for the use of "Lee's Family Buffet" and does not approve the physical improvements to the tenant space; and, 5) The structural changes to the tenant space will be reviewed as part of a request for site plan approval for the reconfiguration of the entire mall. t) Deer Population Control This item was removed from the Consent Agenda for discussion later in the meeting. u) Payment of the Bills The Council approved the payment of the bills as listed out or proper funds. v) License Applications The Council approved the license applications as listed. Roll call on Consent Agenda: All layes CONSIDERATION OF ITEMS REMOVED FROM THE CONSENT AGENDA Resolution No. 99-15 Being the Declaration of Hazardous Dwelling at 4358 Third Street Resolution No. 99-15 is requesting removal of a hazardous dwelling at 4358 Third Street Michael Doody requested the Council to delay this condemnation procedure as he is interested in rehabing the structure and selling it as a single family home. He gave his background in this type of rehabilitation work and stated his plans for this particular property. His plan is to pay any outstanding fees and the total of the outstanding mortgage. It is Mr. Doody's intention to have the house ready to market in six months. Mr. Doody responded to questions from members of the Council regarding the non- conforming size of the current structure, the buildability of the lot and the current hygienic needs of the house. It was suggested a performance bond could be requested of this contractor to guarantee satisfactory completion of this project. REGULAR COUNCIL MEETING FEBRUARY 8, 1999 PAGE 10 The Building Official suggested any delay would change the timetable of the condemnation. He felt if the resolution were adopted that Mr. Doody could still continue on his project and there would be no possibility of delaying the condemnation if it were needed. Motion by Jolly, second by Szurek to waive the reading of the resolution there being ample copies available for the public. Roll call: All ayes RESOLUTION NO. 99-15 RESOLUTION OF THE CITY COUNCIL FROM THE CITY OF COLUMBIA HEIGHTS REQUESTING REMOVAL OF A HAZARDOUS STRUCTURE, A DWELLING, LOCATED AT 4358 THIRD STREET NORTHEAST WHEREAS, there is a substandard building, a dwelling, located at 4358 Northeast Third Street which has been dilapidated, unsafe since December 23, 1998, and WHEREAS, Minnesota Statute 463.15 to 463.26 authorizes municipalities to address hazardous and substandard structures and properties, and WHEREAS, the City of Columbia Heights finds this property to be hazardous based on the following code violations as contained in the Findings of Fact: FINDINGS OF FACT Dangerous Building Definitions Chapter 3 of the 1994 Uniform Code for the Abatement of Dangerous Buildings: 302(9) Whenever, for any reason, the building or structure, or any portion thereof, is manifestly unsafe for the purpose for which it is being used. 3.02(11) Whenever the building or structure exclusive of the foundation, shows 33 percent or more damage or deterioration of its supporting members, or 50 percent damage or deterioration of its non supporting members, enclosing or outside walls or coverings. 3.02(13) Whenever any building or structure has been constructed, exists, or is maintained in violation of any specific requirement or prohibition applicable to such building or structure provided by the building regulations of this jurisdiction, as specified in the Building or Housing Code, or any law or ordinance of this state or jurisdiction relating to the condition, location or structure of buildings. REGULAR COUNCIL MEETING FEBRUARY 8, 1999 PAGE 11 3.02(17) Whenever any building or structure is in such a condition as to constitute a public nuisance known to the common law or in equity jurisprudence. THEREFORE, BE IT RESOLVED on the Building Official's conclusions that, the structure at 4358 Third Street Northeast, a dwelling, is substandard and seriously deteriorated, that it lacks minimum standards for habitable space per 1995 MN State Building Code and 1994 Uniform Code for the Abatement of Dangerous Buildings, and the State Official is recommending the structure be removed, and the lot be graded for future development. Conclusions of Council That all relevant parties have been duly notified of this action. That the structure, a dwelling, on the property at 4358 Third Street Northeast is hazardous and in violation of many local, state and national code requirements. That the structure, a dwelling, can not be rehabilitated to bring it into compliance with local, state and national code requirements. Order of Council 1. The structure, a dwelling, located at 4358 Third Street Northeast, Columbia Heights, Minnesota, is a hazardous building pursuant to Minn. Statute 463.152, 463.616. 2. Pursuant to the foregoing findings and in accordance with Minnesota Statutes, the City Council hereby orders the record owned of the above -hazardous building, or his heirs, to raze the building, a former dwelling, within thirty (30) days of the date of service of this order. The site must then be restored to a safe condition with fill as necessary. 3. The City Council further orders that personal property or fixtures that may unreasonably interfere with the razing and removal of the structures shall be removed within thirty (30) days, and if not so removed by the owner, the City of Columbia Heights may remove and sell such property and fixtures at public auction in accordance with law. 4. The City Council further orders that unless such corrective action is taken or an answer is served upon the City of Columbia Heights and filed in the office of the Court Administration of the District Court of Anoka County, Minnesota, within thirty (30) days from the date of the service of this order, a motion for summary enforcement of this order will be made to the District Court of Anoka County. REGULAR COUNCIL MEETING FEBRUARY 8, 1999 PAGE 12 5. The City Council further orders that if the City is compelled to take any correction action herein, all necessary costs expended by the City will be assessed against the real estate concerned, and collected in accordance with Minn. Stat. 463.22 6. The mayor, the clerk, city attorney and other officers and employees of the City are authorized and directed to take such action, prepare, sign and serve such papers as are necessary to comply with this order, and to assess the cost thereof against the real estate described above for collection, along with taxes. Passed this 811 day of February, 1999. Offered by: Jolly Seconded by: Szurek Roll call: All ayes Mayor Gary L. Peterson Jo -Anne Student, Council Secretary Deer Population Control Mayor Peterson acknowledged a letter received by the Council from Ms. D. Logan regarding her position on the deer population control. The City Attorney stated that this agenda item is a request for permission to discharge firearms within the City of Columbia Heights. He noted that the other issues of concern regarding the deer population will be addressed by representatives of the City of Minneapolis Waterworks and the Minnesota Department of Natural Resources. He advised that the City has no jurisdiction nor authority with any issues other than the discharge of firearms in the City regarding this matter. Councilmember Wyckoff felt the matter should be tabled. The representatives of the Minneapolis Waterworks, the Minnesota Department of Natural Resources, and a student from the University of Georgia, Athens, individually addressed their plans relative to the deer population control. REGULAR COUNCIL MEETING FEBRUARY 8, 1999 PAGE 13 Discussion continued regarding each Councilmember's position on this issue. Motion by Wyckoff, second by Jolly to authorize representatives on behalf of the University of Georgia to discharge the following firearms within the City as part of a deer fertility control study on the grounds of the Minneapolis Water Works. Said authorization to be effective immediately and shall continue in effect until April 30, 1999: Captive bolt gun, .22 caliber tranquilizer rifle, and .25 caliber bio-bullet rifle. Roll call: All ayes Motion by Szurek, second by Jolly to authorize representatives on behalf of the Minneapolis Water Works to discharge the following firearms within the City pursuant to a permit issued by the Minnesota Department of Natural Resources to remove deer from the Water Works grounds so as to minimize health risks to the water supply. Said authorization to be effective immediately and shall continue in effect until April 30, 1999: Captive bolt gun and .22 caliber tranquilizer gun. Roll call: Szurek, Jolly, Peterson - aye Wyckoff - nay 5. RECOGNITIONS PROCLAMATIONS PRESENTATIONS GUESTS A. Birthday Congratulations to Long Time Resident Mayor Peterson read the letter of congratulations he sent to Mrs. Irene Sonnek on the occasion of her 901 birthday. 6. PUBLIC HEARINGS A. 1999 Community Development Block Grant Application The City Planner reviewed the CDBG application. This application must be submitted to Anoka County by February 19, 1999. He also reviewed the recommendations made by the Human Services Commission for allocations to public service agencies. He advised that there was information recently received regarding new rehabilitation funds which have become available. It was recommended that staff be given the latitude to take the minimum amount necessary of these funds. Representatives of various public service agencies spoke on behalf of their organizations. They gave background information and data regarding their specific activites. The Mayor closed the public hearing Motion by Szurek, second by Wyckoff to approve the submission of the 1999 CDBG applications. Roll call: All ayes REGULAR COUNCIL MEETING FEBRUARY 8, 1999 PAGE 14 7. ITEMS FOR CONSIDERATION A. Other Ordinances and Resolutions None B. Bid Considerations None C. Other Business None 8. ADMINISTRATIVE REPORTS A. Report of the City Manager The City Manager had nothing to report at this time. B. Report of the City Attorney The City Attorney had nothing to report at this time. 9. GENERAL COUNCIL COMMUNICATIONS A. Minutes of Board and Commission Meetings Minutes of the following board and commission meetings were included in the agenda packet for informational purposes only: January 21, 1999 Telecommunications Commission Meeting and the February 1, 1999 Traffic Commission Meeting. 10. CITIZENS FORUM TO ADDRESS THE COUNCIL ON MATTERS NOT ON AGENDA a) Councilmember Jolly suggested it would be timely to revisit the City's sign ordinance. Motion by Jolly, second by Peterson to direct staff to place: the matter of reviewing the City's sign ordinance on the agenda of the February 17, 1999 Council work session. Roll call: All ayes b) The resident at 5230 Fourth Street stated some concerns she has had with a liquor store in her neighborhood. REGULAR COUNCIL MEETING FEBRUARY 8, 1999 PAGE 15 11. ADJOURNMENT Motion by Jolly, second by Peterson to adjourn the meeting at 8:40 p.m. Roll call: All ayes Submitted by, Jo -Anne Student, Council Secretary CITY COUNCIL LETTER Meeting of. February 22, 1999 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER � 1 APPROVAL NO: �T Fire ITEM: Establish Hearing Dates BY: Charlie Kewatt BY: License Revocation, Rental Properties NO: -- ,L 1 DATE: FebruLrz 16, 1999 DATE: Revocation or suspension of a license to operate a rental property within the City of Columbia Heights is requested against the following owner regarding his/her rental property for failure to meet the requirements of the Housing Maintenance Codes. 1. Robert Witt .................................. 4222 Monroe Street NE RECOMMENDED MOTION: Move to Establish a Hearing Date of March 8, 1999 for Revocation or Suspension of a License to Operate a Rental Property within the City of Columbia Heights against Robert Witt at 4222 Monroe Street NE. COUNCIL ACTION: CITY COUNCIL LETTER 1Y1L. Llllg Vl. UGULUUIY 10, AGENDA SECTION: Consent NO. # ORIGINATING DEPAR]"MENT POLICE CITY MANAGER APPROVAL: ITEM: Authorization to Purchase Copier NO. - R - BY: Thomas M. Johnson DATE: February 18, 1999 BY: DATE: BACKGROUND: The current police copier is a Sharp SF7900, purchased in the mid 1980's. This copier has been a work horse for us, copying a larger and larger volume of copies each year. Even with our efforts to do bulk copying using the Kodak copier in the Administration area, we are still averaging over 10,000 copies per month. We are required to copy complete reports for the City and County Attorneys. With most of our cases, this involves multiple copies and multiple cases —especially those going to the County Attorney. The current copier is constantly breaking down, which requires a lot of lost time due to people going to the Administration area for one and two copies. We are also replacing the drum on this copier at a cost of more than $200 once or twice a year. ANALYSIS: The department has placed $10,000 in the Capital Equipment Fund to replace this copier. We have gathered information from our department members on what features would be needed in our department, and the Support Services Supervisor and I have demonstrated many different brands and models. After much research (see attached breakdown from Support Services Supervisor Jill Teetzel), we feel that the best value for the City's dollar is the Panasonic 7750 copier. We suggest that the copier be purchased from Technifax Business Systems Inc., which is a representative agency of Panasonic products. The cost of the copier is $7,138, with a 20-bin staple sorter and three -hole punch and a large capacity tray, for a total cost of $8,677 plus tax. RECOMMENDED MOTION: Move to approve the purchase of a Panasonic Model 7750 copier with 20-bin sorter and three -hole punch and a large capacity tray from Technifax Business Systems Inc. in the amount of $8,677 plus tax, with funding to come from the Capital Equipment Replacement Fund. TMJ:mld 99-072 CITY COUNCIL LETTER. AGENDA SECTION: CONSENT AGENDA NO: 4 ITEM: RESOLUTIONS ORDERING PREPARATION OF REPORT ON PROPOSED ALLEY IMPROVEMENT IN Meeting of: 2/22/99 ORIGINATING DEPARTMENT: CITY MANAGER PUBLIC WORKS BY: K. Hansen gikBY: DATE: 2/18/91 DATE: Background: To comply with Minnesota State Statutes, the Council must pass a resolution calling for a report on the necessity, cost effectiveness and feasibility of a proposed assessed improvement. Analysis/Conclusions: The attached resolution calls for the City Engineer to prepare the required report for an additional alley improvement project for 1999. The proposed project is to construct the alley located between Peters Place and Gould Avenue, Peters Place to North -South alley. Our proposed schedule calls for holding the improvement hearing for the project in March, 1999. Under this schedule, the project will be bid in April or early May. Recommended Motion: Move to waive the reading of the resolution, there being ample copies available for the public. Recommended Motion: Move to adopt Resolution No. 9944 being a Resolution ordering the preparation of report for proposed 1999 alley construction project. Attachment: Resolution COUNCIL ACTION: RESOLUTION NO.99- BEING A RESOLUTION ORDERING PREPARATION OF REPORT ON ALLEY IMPROVEMENT WITH COMPLETE CONSTRUCTION WHEREAS, the City Council of Columbia Heights is proposing to improve the following alley by complete construction: Peters Place to Gould Avenue Peters Place to North -South alley WHEREAS, the City Council intends to assess the benefitted property for all or a portion of the cost of the improvement, pursuant to Minnesota Statutes, Chapter 429, NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUM 31A HEIGHTS, MINNESOTA that the proposed improvement be referred to Mr. Kevin Hansen, City Engineer, for study and that he is instructed to report to the Council with all convenient speed advising the Council in a preliminary way as to whether the proposed improvement is necessary, cost effective, and feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost of the improvement as recommended. Dated this 22°d day of February, 1999. Offered by: Seconded by: Roll Call: Jo -Anne Student, Council Secretary State of Minnesota County of Anoka City of Columbia Heights CITY OF COLUMBIA HEIGHTS BY CERTIFICATION Mayor I hereby certify that the foregoing Resolution is a true and correct copy of a resolution presented to and adopted by the City Council of Columbia Heights at a meeting thereof held in the City of Columbia Heights, Minnesota, on the 22nd day of February, 1999, as disclosed by the records of said City in my possession. Seal Jo -Anne Student Deputy City Clerk U CITY COUNCIL LETTER. Meeting of 2/22/99 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: 4 PUBLIC WORKS ITEM: PROPOSALS: CREATION OF A STORM WATER BY: K. Hansen 4 BY: UTILITY. 1� _ A �. DATE: 2/18/9! DATE: Background: The City Council authorized staff to obtain proposals for the creation of a city-wide Storm Water Utility in 1998. Staff prepared a request for proposals and sent out requests to the Consulting Engineering firms of Bonestroo, Rosene, Anderlik & Assoc (BRA); Short, Elliott, Hendrickson, Inc. (SEH); and WSB & Assoc (WSB). Staff selected these three firms based upon their prevalence in successfully setting up storm water utilities in the state. All three firms responded and submitted proposals to the city. A storm water utility is a method of financing the administration, planning, implementation, and maintenance of surface water programs. The utility can include capital improvements, personnel costs, street sweeping, leaf pickup, lake management, drainage system rehabilitation, and wetland protection. The utility is funded by a service charge or utility fee. A utility fee is typically charged against all developed parcels within a city. The fee is based on how much water runoff and/or pollutant load is contributed by a particular parcel. Where land is in a natural state, most rain soaks into the ground or is retained in small depressions. Where development has been prevalent, rooftops, driveways and parking lots prevent rainfall from soaking into the ground. The rain runs off into streets, ditches, ponds and lakes, creating the need to address the quantity and protect the quality of our water resources. Analysis Conclusions: The Firms of BRA, SEH and WSB submitted proposals meeting the requirements of the RFP. Copies of these proposals are available at the Public Works Department. The RFP was organized for consultant service to provide the following general work program: I. Data Collection II. Needs Assessment III. Storm Water Management Costs IV. Evaluation and Assessment of Financing Options V. Develop Program a) Define Variables b) Policy Issues c) Adjustments and Credits VI Develop Rate Structure (basis) VII. Program Schedule to Implementation VIII. Public Information COUNCIL ACTION: CITY COUNCIL LETTER. Meeting ot: 2/22/99 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: PROPOSALS: CREATION OF A STORM WATER BY: K. Hansen BY: UTILITY. DATE: 2/18/99 DATE: IX. Identify Staff and Council Review Process X. Meeting Attendance XI. Creation of and Approval Process for a Utility Ordinance The proposals cost results are as follows: Total Bid 1. SEH $13,180 2. WSB $15,480 3. BRA $17,878 All proposals were similar in timeframes to complete the work, by the end of 1999. The project approach from the three firms completely addressed the requirements of the RFP, although the; proposal from WSB did not address the specific RFP requirement of `Benefits to Columbia Heights,' or why their firm should be retained by the city. Based upon project costs, the successful experience in utility creation, and the assigned project personnel, it is staff s opinion that SEH will provide the best services to assist the City in the successful implementation of a Stormwater Utility. The funding for this work is proposed from the City's Sewer Construction Fund. Upon implementation of the Stormwater Utility, all setup costs may be reimbursed to the construction fund by the new utility. Recommended Motion: Staff recommends the approval of engineering services for the Creation of a Stormwater Utility to SEH of St. Paul, MN in an amount not to exceed $13,180, with fiends to be appropriated from 652-49450- 3050; and, furthermore, to authorize the Mayor and City Manager to enter into an agreement for the same. KH:kh 99-62 COUNCIL ACTION: CITY COUNCIL LETTER. AGENDAS CTION: CONSENT AGENDA NO: ITEM: PROPOSALS: WATER SYSTEM ANALYSIS AI-A-lv of: 2/22/99 ORIGINATING DEPARTMENT: I CITY MANAGER PUBLIC WORKS BY: K. Hansen. BY: DATE: 2/18/9 DATE: Background: In the 1999 Public Works Water Budget, staff indicated a need fora water system evaluation. Attached is an outline listing of the needs or problems for the water distribution system that staff has identified. Based upon this listing, staff requested letter proposals from selected consultants to address certain concerns. The firm of BRA completed a Water System Analysis in 1989 to primarily address low pressure and low flow problems in portions of the city. As part of that analysis, a computer model of the distribution system, using DOS based modeling software was completed. The basis for any further water study would be to use existing, compatible data to create a computer water distribution model for the entire city, in a current Windows driven format. Analysis Conclusions: The firms of Progress Consulting Engineers (PCE) and Bonestroo, Rosene, Anderlik & Associates (BRA) submitted a letter proposal with a work program. Copies ofthese proposals are available at the Public Works Department. The critical areas that staff is requesting to be evaluated are: I. II III IV V Cybernet Compute Model (Windows, graphical based) i. Import Existing Data ii. Model Calibration - field test hydrants iii. Model Runs iv. Final Report. Watermain Breaks: contributing factors, preparation for Zone 4 Water Quality Complaints: circulation, improved with distribution system modifications Nitrification: Cause; City of Minneapolis parameters PRV: operations and settings The proposals cost results are as follows: Total Bid 1. PCE $18,500 2. BRA $30,800 COUNCIL ACTION: CITY COUNCIL LETTER, Meeting of 2/22/99 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: PROPOSALS: WATER SYSTEM ANALYSIS BY: K. Hansen BY: DATE: 2/18/99 DATE: Both proposals indicated the analysis would be completed in 12-14 weeks. That portion of the work related to an analysis ofwater main breaks would be completed by April 1, consistent with Zone 4 Street Rehab Planning. The project approach from PCE more directly addressed the issues and concerns of staff while BRA's scope of proposed work was much more lengthy, costly, and at this point, staff feels unnecessary. BRA also has much more time allocated to the model preparation and calibration. Staff feels that much ofthe fieldwork can be in-house with existing staff. Based upon project costs, successful experience in computer water distribution modeling, and the assigned project personnel, it is staffs opinion that PCE will provide the best services to assist the City in an analysis of our water distribution system. The funding for the work is proposed from the City's Water Construction fund as indicated in the 1999 Public Works budget. Recommended Motion: Staff recommends the approval of engineering services for the Water System Analysis to PCE, Inc. of Miimeapolis, MN in an amount not to exceed $18,500, with funds to be appropriated from 651-49430-3050; and, furthermore, to authorize the Mayor and City Manager to enter into an agreement for the same. KH:kh 99-63 COUNCIL ACTION: CITY COUNCIL LETTER: AGENDA SECTION: CONSENT AGENDA NO: 11 ITEM: GIS PROPOSALS: CREATION OF A DIGITAL PHYSICAL FEATURE DATABASE 4-04— Meeting ot: ORIGINATING DEPARTMENT: PUBLIC WORKS BY: K. Hansen DATE: 2/18/99 CITY MANAGER BY: DATE: Background: The City Council authorized staff to obtain bids for the creation of a digital physical feature database at their November 9, 1998 regular meeting. Staff prepared a request for proposals and sent out over 15 copies to photogrammetric firms in Minnesota, Wisconsin, and South Dakota. Five firms replied with three proposals submitted. The City's GIS system is currently set up as a parcel based system. This means that only property lines and right-of- way lines are represented in the data base. Although the City has digitized other information, such as City utility lines, critical information is not available in our GIS. This data can be described as physical features, or anything that can be found on an aerial photograph. Examples of this information are: contour lines, buildings, curb and gutter, sidewalks, trailways, edge of bituminous, trees, landscape boundaries, railroad tracks, power poles, driveways, drainage swales, streams or creeks, fences, street lights, etc. to name a few. Analysis Conclusions: The firms of Horizons, Inc., Ayres Associates, and MarkHurd submitted proposals meeting the requirements of the RFP. Copies of these proposals are available at the Public Works Department. Two other firms indicated they were not able to bid on this project due to their current heavy workload. The firms submitting proposals are three of the highest regarded in this area capable of doing the work. The RFP was organized for a base bid and alternate bid. The base bid included all physical data features and the alternate bid provided for the creation of 2 foot contours for the entire city. The proposal results are as follows: Base Bid 1. Horizons, Inc. $26,220 2. MarkHurd $27,950 3. Ayres Associates $44,000 Alternate Bid Total Bid $7,920 $34,140 $13,750 $41,700 $18,600 $62,600 All proposals were similar in timeframes to complete the work, in less than six months. The project approach from the three firms completely addressed the requirements of the RFP. The only difference being that MarkHurd and Ayres COUNCIL ACTION: 0 CITY COUNCIL LETTER. AGENDA SECTION: CONSENT AGENDA NO: ITEM: GIS PROPOSALS: CREATION OF A DIGITAL PHYSICAL FEATURE DATABASE Meetmg ot: 2/22/99 ORIGINATING DEPARTMENT: CITY MANAGER PUBLIC WORKS BY: K. Hansen BY: DATE: 2/18/99 DATE: proposed to set up a `Pilot Project Area' for city staff checking and comment. The funding for this work proposal from the City's Capital Equipment Replacement Fund. When discussed with the council during the 99 budget process, staff indicated that the GIS Unix Computer replacement is not required and recommended the allocated amount of $25,000 be utilized for this project. After conferring with the Finance Director, I would also recommend that the funding deficit of $9,140 for the low bid be appropriated from the same funding source. In 1998, a Parks capital equipment purchase came in $30,000 under the fund allocated amount, indicating sufficient funds are currently available. Recommended Motion: Staff recommends the approval of engineering services for the Creation of a Physical Feature Database, with Contours, to Horizons, Inc. of Minneapolis, MN in an amount not to exceed $34,140, with funds to be appropriated from 431-43100-5180; and, furthermore, to authorize the Mayor and City Manager to enter into an agreement for the same. KH:kh 99-61 COUNCIL ACTION: CITY COUNCIL LETTER AGENDA CTION: CONSENT AGENDA NO: ITEM: AUTHORIZATION TO SEEK BIDS FOR 1999 MISCELLANEOUS CONCRETE PROJECT - f7l Meeting of: 2/22/99 ORIGINATING DEPARTMENT: I CITY MANAGER PUBLIC WORKS BY: K. Hansen BY: DATE: 2/17/95b DATE: The City has a program each year to replace miscellaneous concrete structures such as curb and gutter, sidewalk and street. The concrete replacement is budgeted for in the Public Works Department budgets, such as in the water fund for repairs of damaged concrete caused by water main breaks, or paid for with funds generated by projects, such as special assessments for curb and gutter replacement in seal coat areas, or State Aid funds in overlay areas. Recommended Motion: Move to authorize staff to seek bids for the 1999 Miscellaneous Concrete Replacement and Installation Project. COUNCIL ACTION: CITY COUNCIL LETTER. AGENDA SECTION: CONSENT AGENDA NO: /1 ITEM: AUTHORIZATION TO SEEK BIDS FOR 1999 STREET AND PARKING LANE STRIPING -" - Meeting of: 2/22/99 ORIGINATING DEPARTMENT: CITY MANAGER PUBLIC WORKS BY: K. Hansen BY: DATE: 2/17/9. DATE: Staff is requesting authorization to seek bids for the 1999 Street and Parking Lane Striping. Approximately 15% of the project ($750.00) is budgeted for in General Fund 101-43170-4000. The remaining 85% ($4,500.000) is budgeted for in the Municipal State Aid Maintenance Fund 212-43190-4000. Recommended Motion: Move to authorize staff to seek bids for the 1999 Street and Parking Lane Striping Contract. COUNCIL ACTION: CITY COUNCIL LETTER MEETING OF: FEBRUARY 22. 1999 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPT.: CITY MANAGER NO.: FINANCE APPROVAL ITEM: COUNTY EXPENSES BY: WILLIAM ELRITE BY: 4Z / ,e NO.: DATE: 1/29/99 Attached is an invoice from Anoka County for $13,759.97. This is the County's administration charge for administering the tax increment financing laws of Minnesota as it relates to the tax increment districts in Columbia Heights. By State statute, the County is allowed to charge the cities these expenses. This is the eighth year the County has charged this type of expense back to the cities. The City of Columbia Heights is required by law to pay these expenses. The following is a summary of the charges for the past eight years: Year Price/Parcel I Price/District Total 1991 $ 8.87 $352.74 $ 9,835.40 1992 8.92 339.25 9,813.45 1993 10.28 403.98 11,384.98 1994 10.97 429.44 11,691.10 1995 9.06 352.75 11,097.00 1996 8.51 335.00 10,933.77 1997 9.36 363.00 13,183.52 1998 9.48 340.00 11,422.64 In addition to the billing for TIF administration, they are continuing to bill for sending out the Truth in Taxation notices, $1,685.60, and Special Assessments billing, $651.73, for a total bill of $13,759.97. RECOMMENDED MOTION: Move to authorize payment of $13,759.97 for administering the 1998 tax increment financing laws of Minnesota, Truth in Taxation, and Special Assessments, with expenses being charged to the TIF Debt Services Fund and the General Fund. WE:dn 9901291/Attachment COUNCIL ACTION: 0 INVOICE r TAXING JURISDICTION: CITY OF COL. UMBIA HEIGHTS TRUTH IN TAXATION Parcel Count Total Total Due 6,914 $1,685.60 IIA85.60 SPECIAL ASSESSMENTS Quantity New Special Assessments Total 1 Assessment Charge ($55/unit) $55.00 298 Parcel Charge ($.55/unit) $163.90 Total $218.90 Quantity Existing Specials Total 1 Assessment Charge ($21.59/unit) $21.:59 298 Parcel Charge ($1.38/unit) $411.24 Total $432.83 Total Special Assessment Charge jq51.73 TAX INCREMENT FINANCING (TIF) Quantity TIF ID New Districts Base Cost Add. Time Total Quantity TIF ID Decertified Districts Decertification Charge Total Quantity TIF 1D District Maintenance Parcel Costs District Costs Total 535 A3 $5,071.80 $340.00 $5,411.80 5 C7 $47.40 $340.00 $387.40 261 C8 $2,474.28 $340.00 $2,814.28 5 K2 $47.40 $340.00 $387.40 54 M8 $511.92 $340.00 $851.92 4 N7 $37.92 $340.00 $377.92 52 P3 $492.96 $340.00 $832.96 2 P4 $18.96 $340.00 $358.96 Total Tax Increment Charge $11,422.64 TOTAL INVOICE AMOUNT $13,769.97 Please make check payable to ANOKA COUNTY and remit by FEBRUARY 10, 1998. Thank you. Mr. Bill Elrite Finance Director City of Columbia Heights 590 40th Ave NE Columbia Heights, MN 55421 Dear Mr. Elrite: COUNTY OF ANOKA DIVISION OF PROPERTY RECORDS AND TAXATION Edward M. Treska, Division Manager GOVERNMENT CENTER - 2100 3RD AVENUE - ANOKA, MN 55303 January 27, 1999 J I am herewith certifying your City's total expenses incurred by Anoka County in administering the Truth in Taxation Statutes, the Special Assessment Laws, and the Tax Increment Financing Laws of Minnesota for calendar year 1998. In the past, these costs have been billed separately; individual billings will no longer be sent. Below are listed the total amount for each and a grand total for your City. Please refer to the attached invoice for the breakdown of your charges. Truth in Taxation: Special Assessment: TIF: TOTAL AMOUNT DUE: Total: $1,685.60 Total: $651.73 Total: $11,42:2.64 $13,759.97 *Truth in Taxation: M.S. 275.065, Subd. 4, states that the cost for administering TNT is to be apportioned to the taxing jurisdictions on the basis of one-third allocated to the county, one-third allocated to the cities and towns and one-third allocated to school districts. The costs will be allocated back to the taxing districts in the proportion that their tax parcels bear to the total number of county parcels. The total cost for providing parcel specific notices to Anoka County residents was $74,531. The notice was mailed to 101,904 property owners, an average of $.73 per parcel. *Special Assessments: These expenses represent the recordkeeping and administrative functions performed by county staff as prescribed by M.S. 429.061. New special assessments were billed a setup charge at the rate of $55.00 per fund number issued and $.55 per parcel. Existing special assessments were billed a maintenance charge of $21.59 per fund number and $1.38 per parcel. *Tax Increment Financing (TIF): These expenses represent the recordkeeping and administrative functions performed by county staff prescribed by M.S. 469.174 - M.S. 469.179. Please remit the TOTAL AMOUNT DUE by February 10, 1999. If you have any questions, please contact me at (612) 323-5438. Sincerely, Ivanich, Manager Property Tax Support Services r� L Enclosure h:\prtdivis\taxacctglinviceltr.doc Affirmative Action / Equal Opportunity Employer CITY COUNCIL LETTER Meeting of February 22, 1999 AGENDA SECTION: CONSENT AGENDA ORIGINATING CITY NO. 4 DEPARTMENT: MANAGER'S Administration APPROVAL ITEM: ESTABLISH COUNCIL WORK SESSION BY: J. Student BY: DATE , ,/ �d DATE: 0 - — ,� DATE: February 19, 1999 There is a need for Council Work Sessions. The starting time being recommended for the March l It work session is 8:00 p.m. as there probably will be a Traffic Commission Meeting that night. MOTION: Move to schedule Council work sessions on the following dates and at the following times: Monday, March 1, 1999 at 8:00 p.m.; Monday, March 15, 1999 at: 7:00 p.m. and Monday, March 29, 1999 at 7:00 p.m. COUNCIL ACTION: -TO CITY COUNCIL February 22,1999 *Signed Waiver Form Accompanied Application U APPROVED BY 1999 BUSINESS LICENSE AGENDA CONTRACTORS ADDRESS -se —04 —/ A FEES BUILDING OFFICIAL All-Brite Sign, Inc. 5223 Lakeland Ave. N. $ 50.00 to *Augie's Heatiang & Cooling E1682 Gretchen Ct. N. 50.00 it All American Roof & Remodel 4112 - 97" Ln. N.E. 50.00 of *Lakeland Mechanical 3025 Harbon Ln., S. 221 50.00 It Lan Construction 3940 Quebec Ave. N. 50.00 Minnesota Petroleum Service 7650 State Hwy. 65 N.E. 50.00 *Northeast Tree & Timber 2527 Jackson St. N.E. 50.00 *Riverside Const. Of Elk River 19230 Evans St. N.W. 50.00 *Terra Firma Estates, Inc. 750 N.W. 0 St. 50.00 license.ag CITY COUNCIL LETTER Meeting of: February 22, 1999 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER ' / APPROVAL NO: "T Fire ITEM: Approval of Rental Housing License BY: Charlie Kewatt BY: Applications Al - A -1'Z NO: I DATE: FebruE.j 16, 1999 DATE: Approval of the attached list of rental housing license applications, in that: they have met the requirements of the Housing Maintenance Code. COUNCIL ACTION: 10 CITY COUNCIL February 22, 1999 *Signed Waiver Form Accompanied Application APPROVED BY 1999 BUSINESS LICENSE AGENDA CONTRACTORS ADDRESS oo� —.4 —/ A FEES BUILDING OFFICIAL All-Brite Sign, Inc. 5223 Lakeland Ave. N. $ 50.00 11 *Augie's Heatiang & Cooling 6682 Gretchen Ct. N. 50.00 it All American Roof & Remodel 4112 - 97`h Ln. N.E. 50.00 it *Lakeland Mechanical 3025 Harbon Ln., S. 221 50.00 it Lan Construction 3940 Quebec Ave. N. 50.00 if Minnesota Petroleum Service 7650 State Hwy. 65 N.E. 50.00 " *Northeast Tree & Timber 2527 Jackson St. N.E. 50.00 *Riverside Const. Of Elk River 19230 Evans St. N.W. 50.00 *Terra Firma Estates, Inc. 750 N.W. 4th St. 50.00 license.ag To: Walt Fehst, City Manager From: Charlie Kewatt Re: Rental Housing Licenses Date: 02/16/1999 Date of Council Approval: 9 Date Printed: Date Sent: The owners of the following rental properties have complied with the re -licensing and/or licensing requirements of the City of Columbia Heights Housing Maintenance Code. 1 am requesting that they be placed on the next council agenda for approval. Columbia Heights Fire Dept Re -Licensing Month: May 1998 Occupany I.D. Property Owner Name Property Address Permit # 12049 Mark Boege 4127 2nd Street F2843 ------------------------------------------------------------------------ 20415 Wafter Caughey 3959 Polk Street F2844 ------------------------------------------------------------------------ 12027 Dale Frenzel 3732 3rd Street F3381 ------------------------------------------------------------------------ 30119 Gary Hegenes 4628 Tyler Street F3148 ------------------------------------------------------------------------ 30121 ------------------------------------------------------------------------ Gary Hegenes 4634 Tyler Street F3147 Charlie Kewatt, Fire Chief 02/16/199 10:35 Page 1 To: Wait Fehst, City Manager r From: Charlie Kewatt Date of Council Approval: Re: Rental Housing Licenses Date Printed: _ Date: 02/16/1999 Date Sent: The owners of the following rental properties have complied with the re -licensing and/or licensing requirements of the City of Columbia Heights Housing Maintenance Code. I am requesting that they be placed on the next council agenda for approval. Columbia Heights Fire Dept Re -Licensing Month: April 1998 Occupany I.D. Property Owner Name Properly Address Permit # 30073 Lyle Miller 3923 Lookout Place F2758 ------------------------------------------------------------------------ 12184 ------------------------------------------------------------------------ Renae Novak 4023 6th Street F3365 Charlie Kewatt, Fire Chief 02/16/199 10:33 Page 1 To: Walt Fehst, City Manager From: Charlie Kewatt Date of Council Approval: Re: Rental Housing Licenses Date Printed: _ Date: 02/16/1999 Date Sent: The owners of the following rental properties have complied with the re -licensing and/or licensing requirements of the City of Columbia Heights Housing Maintenance Code. I am requesting that they be placed on the next council agenda for approval. Columbia Heights Fire Dept Re -Licensing Month: June 1998 Occupany I.D. Property Owner Name Property Address Permit # 30023 Harvey Kowalzek 4226 4th Street F2945 ------------------------------------------------------------------------ 20023 Terry Thornberg 4326 Monroe Street F3096 ------------------------------------------------------------------------ 30063 ------------------------------------------------------------------------ Mario Valtierrez 3849 Edgemoor Place F2941 Charlie Kewatt, Fire Chief 1 02/16/199 10.36 Page 1 To: Wait Fehst, City Manager From: Charlie Kewatt Date of Council Approval: Re: Rental Housing Licenses Date Printed: _ Date: 02/16/1999 Date Sent: The owners of the following rental properties have complied with the re -licensing and/or licensing requirements of the City of Columbia Heights Housing Maintenance Code. I am requesting that they be placed on the next council agenda for approval. Columbia Heights Fire Dept Re -Licensing Month: July 1998 Occupany I.D. Property Owner Name Property Address Permit # 12105 Joe Bazzett 4514 Fillmore Street F3205 ------------------------------------------------------------------------ 12051 Mostafa Chatraei 3800 Tyler Street F3011 ------------------------------------------------------------------------ 20019 Kwei Fang 4055 University Avenue F2955 ------------------------------------------------------------------------ 12094 Vicki Hamilton 1026 45th Avenue F3287 ------------------------------------------------------------------------ 20347 ------------------------------------------------------------------------ Bryan Kingsriter 4049 University Avenue F3243 Charlie Kewatt, Fire Chief 1 02/16/199 10:36 Page 1 To: Walt Fehst, City Manager From: Charlie Kewatt Date of Council Approval: Re: Rental Housing Licenses Date Printed: _ Date: 02/16/1999 Date Sent: The owners of the following rental properties have complied with the re -licensing and/or licensing requirements of the City of Columbia Heights Housing Maintenance Code. I am requesting that they be placed on the next council agenda for approval. Columbia Heights Fire Dept Re -Licensing Month: August 1998 Occupany I.D. Property Owner Name Property Address Permit # 30142 ------------------------------------------------------------------------ Lynde Investment Properties 5141 University Avenue F3230 30133 ------------------------------------------------------------------------ Leo Lemke 4655 University Avenue F3045B Charlie Kewatt, Fire Chief f 02/161199 13:15 Page 1 To: Waft Fehst, City Manager From: Charlie Kewatt Re: Rental Housing Licenses Date: 02/16/1999 Date of Council Approval: Date Printed: Date Sent: The owners of the following rental properties have complied with the re -licensing and/or licensing requirements of the City of Columbia Heights Housing Maintenance Code. I am requesting that they be placed on the next council agenda for approval. Columbia Heights Fire Dept Re -Licensing Month: September 1998 Occupany I.D. Property Owner Name Property Address Permit # 30047 ------------------------------------------------------------------------ 20392 Gary Bailey Farzara Khan 233 42nd Avenue 966 44-1/2 Avenue F3170 F3202A ------------------------------------------------------------------------ 20392 Farzara Khan 966 44-•1/2 Avenue V3202 ------------------------------------------------------------------------ 20234 Thomas Kordiak 4017 Jefferson Street F3157 ------------------------------------------------------------------------ 20301 Donald Messer 4344 Quincy Street F3382 ------------------------------------------------------------------------ 20245 Philip Reiter 4038 Madison Street F3121 ------------------------------------------------------------------------ 10026 ------------------------------------------------------------------------ David Utke 3947 Arthur Street F3171 Charlie Kewatt, Fire Chief 02fl6/T99 10:37 Page 1 To: Walt Fehst, City Manager From: Charlie Kewatt Re: Rental Housing Licenses Date: 02/16/1999 Date of Council Approval: Date Printed: Date Sent: The owners of the following rental properties have complied with the re -licensing and/or licensing requirements of the City of Columbia Heights Housing Maintenance Code. I am requesting that they be placed on the next council agenda for approval. Columbia Heights Fire Dept Re -Licensing Month: October 1998 Occupany I.D. Property Owner Name Property Address Permit # 12200 Vernon Bahr 842 50th Avenue F3191 ------------------------------------------------------------------------ 12155 Jean Free 3817 Hayes Street F3374 ------------------------------------------------------------------------ 30061 ------------------------------------------------------------------------ Michelle Miller 4422 Central Avenue F3218 30069 ------------------------------------------------------------------------ Paul Modell 4650 Johnson Street F3333 20074 Anthony Schermann 3926 Ulysses Street F3358 ------------------------------------------------------------------------ 12145 ------------------------------------------------------------------------ Thomas Therrein 633 51st Avenue F3371 12108 ------------------------------------------------------------------------ Carol Topel 4131 Washington Street F3290 Charlie Kewatt, Fire Chief 021161199 10:37 Page 1 To: Walt Fehst, City Manager From: Charlie Kewatt Date of Council Approval: Re: Rental Housing Licenses Date Printed: Date: 02/16/1999 Date Sent: The owners of the following rental properties have complied with the re -licensing and/or licensing requirements of the City of Columbia Heights Housing Maintenance Code. 1 am requesting that they be placed on the next council agenda for approval. Columbia Heights Fire Dept Re -Licensing Month: November 1998 Occupany I.D. Property Owner Name Properly Address Permit # 30109 Common Bond Management 3850 Stinson Boulevard F3285 ------------------------------------------------------------------------ 20340 Dennis Anderson 4912 Tyler Street F3348 ------------------------------------------------------------------------ 12062 Amanda Bauer 4977 Tyler Street F3286 ------------------------------------------------------------------------ 12193 Timothy Bergmann 4014 Cleveland Street F3260 ------------------------------------------------------------------------ 12192 Thomas Brownrigg 4010 Cleveland Street F3347 ------------------------------------------------------------------------ 12190 Sandra Chu 4456 Washington Street F3344 ------------------------------------------------------------------------ 12189 Alma Field 3948 3rd Street F3271 ------------------------------------------------------------------------ 34006 Lori Fitzpatrick 626 40th Avenue F3268 ------------------------------------------------------------------------ 30159 ------------------------------------------------------------------------ Marvin Flodin 3816 Stinson Boulevard F3274 30160 Marvin Flodin 3826 Stinson Boulevard F3273 ------------------------------------------------------------------------ 12067 ------------------------------------------------------------------------ Ronald Hegstad 341 Summit Street F3298 12151 ------------------------------------------------------------------------ Lorna Jones 4002 Cleveland Street F3252 12167 ------------------------------------------------------------------------ Elizabeth Klenert 4957 Tyler Street F3314 02/16/199 10:38 Page I Columbia Heights Fire Dept Re -Licensing Month: November 1998 Occupany I.D. Property Owner Name Property Address Permit # 12156 Yvonne Mangum 4249 2nd Street F3310 ------------------------------------------------------------------------ 12159 David Moran 4305 University Avenue F3259 ------------------------------------------------------------------------ 30129 Daniel Shattuck 4621 University Avenue F3255 ------------------------------------------------------------------------ 10013 John Smith 1101 Pierce Terrace F3336 ------------------------------------------------------------------------ 30108 Bradley Swanson 3806 Stinson Boulevard F3321 ------------------------------------------------------------------------ 20080 Chester Szaflarski 4156 Cleveland Street F3256 ------------------------------------------------------------------------ 12188 Dang Vang 3812 3rd Street F3293 ------------------------------------------------------------------------ 34002 Mary Zahorsky 3915 Vein Buren Street F3270 ------------------------------------------------------------------------ 10085 ------------------------------------------------------------------------ Thomas Zarembski 4201 6th Street F3364 Chsarlie Kewatt, Fire Chief 1 02/16/199 10:38 Page 2 �� ^� -1^�� «3 � � � FINANCIAL SYSTEM � �32/18/99 16:59:13 I �-UND RECAP: ND DESCRIPTION �---- -_-------------------------- COMMUNITY DEVELOPMENT FUND AN0KA COUNTY CDBG PARKVIEW VILLA NORTH SECTION 8 STATE AID MAINTENANCE PARKVIEW VILLA SOUTH CABLE TELEVISION RENTA� HOUSING LIBRARY COL HGHTS AFTER SCHOOL ENRI DOWNTOWN MAINTEXAKCE CAyITAL IMPROVEMENT - PIR WATE� UTILITY SEWER UTILITY �EFUSE FU�OD LIQUOR SEWER CO�STRUCTION FUND CENTRAL GARAGE DATA PROCESSI*3 ECCROW FLEX BEK�EFIT TRVST FU�D ��OTAi AL FUNDS N�AN,K RECAP: N)Ai K NAME ' NaANK CHECKING ACCOUNT Check History DISBURSEMENTS 18,9O9.85 9,86719 42.75 14,962.73 1,469.00 121.36 3,92O.34 4O6.11 1,19O.69 5,358.5O 1,399.O9 1,344.93 351'14 12,721.62 �4,495.25 42.67 71,945.73 8,580.O3 6,962.86 531.99 223,227.O7 6,749.52 DISBURSEMENTS NrOTAL ALL BANKS 444,500.42 1BRC FINANCIAL SYSTEM 02/18/99 16:5 11BANK VENDOR 11BANK CHECKING ACCOUNT CITY OF COLUMBIA HEIGHTS Check History GL54OR-VO5.20 PAGE 1 2/22/99 COUNCIL CHECK NUMBER AMOUNT AIR TOUCH CELLULAR 77197 59.44 BARTON SAND & GRAVEL 77198 1,602.29 BELLBOY BAR SUPPLY 77199 300.05 BELLBOY CORPORATION 77200 8,089.02 COLUMBIA HEIGHTS HIGH SC 77201 1,209.93 FEHST/WALTER 77202 173.57 FLAHERTYS HAPPY TYME CON 77203 727.05 GENUINE PARTS/NAPA AUTO 77204 152.95 J�Kh�ON/T�OMAS M 772O5 19.64 JQLLY/DONALD 77206 78.3O KAiLESTAD/GARY 77207 138.50 MAPLE GROVE LAN ENFORECE 77208 125.00 MENARDS CASHWAY LUMBER-F 77209 46.18 MINNESOTA CLE 77210 410.00 MN DEPT OF PUBLIC SAFETY 77211 150.0O NORTHERN STATES POWER 77212 50.28 PAPSTlS & SONS 77213 176.79 PETTY CASH - JULIE DEHME 77214 10.36 PETTY CASH - KAREN MOELl 77215 59.44 PINNACLE DISTR 77216 120.5O 0UAilTY WINE & SPIRITS 77217 4,864'61 SNITH/8RIAN 77218 25.00 STAR TRIBUNE 77219 1,648.10 STUDENT/JOANNE 77220 22.47 TxFUSC*/OONHA 77221 36.00 UNIVERSITY OF MINNESOTA 77222 50.00 WAKWlN6 LlTES OF MINN. I 77223 40.00 WINE HAVEN 77224 312.00 NKpSSELL/JEFF 7722� 12.00 FIRST COMMUNITY CREDIT U 77227 1,620.00 GREAT WEST LIFE & oNNUIT 77228 4,484.50 HEALTH PARTNERS 77229 17,316.58 ICMA RETIREMENT TRUST 45 77230 11,443.70 MEDICA CHOICE 77231 24,755.21 MEDICA SENIOR 77232 1,089.00 MINNESOTA MUTUAL LIFE 77233 2,510.00 MN CHILD SUPPORT PAYMENT 77234 68.50 MN STATE RETIREMENT SYST 77235 1,706.00 NDRWEST BANK - PAYROLL A 77236 134,599.81 PERA 77237 25,169.76 PERA - DEFINED CONTRIBUT 77238 90.00 PERA POLICE RELIEF CONSO 77239 901.35 PUPilC MANAGERS ASSOCIAT 77240 50.00 STATE CAPITOL CREDIT UNI 77241 1,125.00 UNION 1216 77242 80.00 UNION 320 77243 954.00 UNITED WAY 77244 46.00 � � Via: NCIAL SYSTEM 16:5 I)ANK VENDOR 11ANK CHECKING ACCOUNT CITY OF COLUMBIA HEIGHTS Check History GL54OR-VO5.20 PAGE 2 2/22/99 COUNCIL CHECK NUMBER AMOUNT WYANDOTTE COUNTY COURT H 77245 150.00 AT & T 77247 117.10 BRAATEN/GARY 77248 41.54 GENUINE PARTS/NAPA AUTO 77249 15.33 GDKMAN/GARY 77250 32.36 JOHNSON/THOMAS M 77251 347.52 KOSTEK/EVELYIN' 77252 157.85 MCMA - ROBERT BARRETT-SE 77253 185.00 M[NARDS CASHWAY LUMBER-F 77254 11.83 MINNEGASCO 77255 365.69 OW[kS SERVICES CORP 77256 6,700.00 PETERS PLACE INVESTMENTS 77257 1,182.00 PETTY CASH - KAREH MO[LL 77258 76.21 rLO|C - BETE PREVENTION 77259 50.00 M|/ D[PT OF REVENUE! 77260 12,345.00 ACF HARDWARE 77262 93.47 AC) ELECTRONIC PART� 77263 12.17 AIR TOUCH CELLULAR 77264 84.30 */'TRA BLIND CLEANIN'3 77265 �5O.O0 AHERIPRIDE 77266 74.74 A|CKUR PAPER 77267 447.85 ANDON 77268 8.52 A�UKA CUUNTY HIGHWAY DEP 77269 45.00 ANOKA CTY - CENTRAL COMM 77270 1,097.65 BAKER & TAYLOR 77271 2,854.76 BAUER BUILT TIRE & BATTE 77272 8.00 D&kNICK AND LIFSUN 77273 312.50 BETTER ROAD MAGAZINE 77274 40.0O 8nHFSTROO R0SFNE AwDERLI 77275 8,580.03 BOYER TRUCK PARTS 77276 135.81 DRA1k ENGINEERING TESTIN 77277 270.00 BRODART 77278 152.O8 CENTRAL STORES 77279 23.36 CHISAGO LAKES DISTRIBUTI 77280 2,254.80 CITY WIDE LOCKSMlTHING 77281 181.05 COCA -COLA BOTTLING MIDWE 77282 196.15 COLLECTOR BOOKS 77283 20.74 COLUMBIA HEIGHTS RENTAL 77284 16.77 COLUMBIA PARK MEDICAL GR 77285 1,344.93 COMM CENTER 77286 414.24 COMMISSIONER OF CHILDREN 77287 20.00 COMP USA INC 77288 301.66 CRF9T VIEW LUTH[RAN HOME 77289 11,711.34 DEPARTMENT OF NATURAL RE 77290 10.00 EAGLE WINE COMPANY 77291 71.12 EAST SIDE BEVERAGE CO 77292 18,510.55 EOSSON INC 77293 300.00 1,RC FINANCIAL SYSTEM �2/18/99 16:5 ;ANK V[NDUR WANK CHECKING ACCOUNT CITY OF COLUMBIA HEIGHTS Check History GL54OR-VO5.20 PAGE 3 2/22/99 COUNCIL CHECK NUMBER AMOUNT EPSON ACCESSORIES 77294 55.37 FOCUS NEWSPAPERS 77295 42.75 G & K SERVICES 77296 214.83 GLASS MASTERS 77297 78.25 GL[NWUOD INGLEWOOD 77298 105.32 GLOBAL COMPUTER SUPPLIES 77299 499.52 GOOD MD/ DR GARY 77300 125.00, GRAFIX SHOPPE 77301 60.38 GkIGGS-COOPER & CO 77302 136.95 GROLIER EDUCATIONAL CORP 77303 1,069.90 HAPPFL DBA PLAMS=T/JER 77304 2,415.99 HKIk8ICH ENVELOPE CORP 77305 197.03 HpKEN9TEINS INC 77306 3,412.90 HOME DEPOT #2802 77307 30.62 xU:CHER BINDERY LTD 77308 180.01 IBM CORPORATION 77309 195.00 IKJW OFFICE 601UTIUN 77310 246.55 lNTL ASSOC OF CHEIFS OF 77311 100'00 IF'C PRINTING 7730 184.21 JUE SCHMITZ BOOKSELLER 77313 42'96 04INSON BRDS. LIQUOR CO. 77334 2,385.07 K MART 77315 102.66 kAT" FUEL OIL SERVICE 77316 5,447.65 KUEHN/JEAN 77317 24.65 KU[TPER DIST. CO. 77318 22,182.00 LAND EQUIPMENT CO. 77319 54'11 iAUBE PHOTO & DIGITAi IM 77320 180.001 LAWN SERVICE -SNOW REMOVA 77321 710.00 LEAGUE OF MINNESOTA CITI 77322 20.00 LEWIS/MARK 77323 287.uO LOWELL'S 77324 35.84 MARK VII DIST. 77325 7,735.85 MASYS CORP. 77326 1,040.78 MC COLLISTER & CO 77327 367.68 MEDTOX LABORATORIES, INC 77328 28'50 MENARDS CASHWAY LUMBER-F 77329 716.48 MERIT BADGE COMPANY 77330 27.96 METRO COMMERCIAL SERVICE 77331 62.00 METROCALL - ATT MESSAGIN 77332 14.14 METROPOLITAN COUNCIL WAS 77333 54,228.72 MlNNEAPOLIS OXYGEN CO. 77334 441.00 MlNNESOTA MULTI HOUSING 77335 175.00 MTNNESOTA SUN PUBLICATIO 77336 214.50 MlNNESOTA TRANSP ALLIANC 77337 190.00 MN DEPT OF PUBLIC SAFETY 77338 350.01,11 NEWMAN SIGNS 77339 238.35 WORTH METRO HUMANE SOCIE 77340 500.0O � � w *RC FINANCIAL SYETEM |)2/18/99 16:5 WANK VENDOR 13ANK CHECKING ACCOUNT rrry nr rn'//mnru urrnurQ' Check History GL540R-V05.20 PAGE 4 2/22/99 COUNCIL CHECK NUMBER AMOUNT OFFICE DEPOT 77341 1,785.58 ORKIN 77342 44.00 PARK SUPPLY INC 77343 114.79 PHYSIO CONTROL 77344 168.00 PLUNKETT'S, INC 77345 67.10 RADIO SHACK 77346 21.29 RAK CONSTRUCTION INC 77347 2,285.00 RAMSEY COUNTY ATTORNEY/T 77348 121.36 RISEN PUBLISHING GROUP & 77349 68.70 RUGG'S RECOMMENDATIONS 77350 24.95 S & S ARTS & CRAFTS WORL 77351 123.67 S R F CONSULTING GROUP I 77352 9,830.98 SC6}NDLER ELEVA?OR CORP 77353 173.88 SEARS 1NDUSTRIAL SALES 77354 V3.55 SEKCU LABS 77155 140.0O SHOREWOOD INN 77356 282.11 SIGN LANGUAGE & GOLDEN A 77357 21.30 SIMOk & SCHUSTER 77358 26.89 ST JUSEPH'S EQUIPMENT 77359 29.91 STEEL TECH lKC 77360 135.79 S/KETCHER GUN'S INC/DUN 77361 139.0� SUCkERmAN/PHIL 77362 224.00 TAP[ DISTRIBUTORS OF MN 77363 83.44 TECHNICAL REPRODUCTIONS, 77364 12.67 TW7N CITY PHOTOCOPY 77365 198.09 UNIFORMS UNLIMITED I&C 77366 384.95 Ul TOY CO 10C 77367 37.85 W & W GENERATOR REBUILDE 77368 6'39 WESl WELD 77369 63'31 WW GRAINGER 77370, WYCKOFF/JULIENNE 77371 165.02 444,500.42 *** CITY OF COLUMBIA HEIGHTS Meeting of: February 22, 1999 AGENDA SECTI1NSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: Al Community Develo ment APPROVAL ITEM: Community Development c BY: Kenneth R. Anderson BY: Copier Bids DATE: February 18, 1999 BACKGROUND: The Community Development Department has inherited the Toshiba 7610 copier that was purchased by the Housing and Redevelopment Authority. We estimate this copier is ten years old. We have received a letter from IKON which is the firm providing the maintenance service agreement on this copier. You will note that we have been advised that effective March 31, 1999, IKON" will no longer service this copier as they can not obtain parts from the manufacturer. Service technicians have indicated that the copier has been approaching the end of its useful life. Accordingly, in the 1998 budget a total of $7,000 was budgeted for a new or refurbished copier for the Community Development Department. The funds were budgeted in the Community Development Administration Fund, Building Inspections Fund, the EDA Fund, and Section 8 Fund. Staff has solicited bids from a number of companies to provide bids on a copier for the Community Development Department and Parkview Villa. Parkview Villa has budgeted funds in the 1999 budget in the amount of $2,500 to replace the existing Toshiba 2010. Staff solicited bids for both copiers to try to obtain the pricing advantages of bids for two copiers versus just one. ANALYSIS: Please find attached a summary sheet which lists the basic specifications from a variety of copier manufacturers. The lowest bid amount is for the Kodak 90 copier by Danka. After a demonstration of this model it was determined that 1) the automatic paper feed was too loud, 2) the size was larger than other models with comparable features, and 3) found it to be a "re -manufactured" model first introduced in 1989. Staff has also viewed the Lanier 7335 Analog copier which is quieter, smaller, lighter and a new generation copier first manufactured in 1998. The company guarantees that the cost of the service agreement will not increase more than five percent in three years. We have attached a summary sheet showing the estimated maintenance costs for the three most cost effective copiers. Based upon information gathered and actual copier demonstrations, we are recommending acquisition of the Stringer Lanier 7335 Analog copier as listed in the summary bid sheet. This purchase is subject to a 30 day satisfaction guarantee. RECOMMENDED MOTION: Move to approve the purchase of a Lanier 7335 Analog copier with 20 bin sorter and finisher (stapler) from Stringer Business Systems, Inc. based upon their qualified, responsible bid in the amount of $6,078.60 plus tax and $690 annual general maintenance agreement fee with funds to be appropriated from the capital equipment replacement fund; and furthermore, to authorize the City Manager to enter into a purchase/sales order agreement for the same. COUNCIL ACTION: CL VA ro c 'I N N N 00 `•� N U of .�.. O y O O `� pO O� U 0 y v, m 000 o Li ri o 0 � o g ll v o N i fA- u 00 >• N O cl �f v' C y pip O 6.1 t— �p R� N 6s in n N y s C O ifr 3 0 Q oD N U _cz eq O �p N1 N X N m C3, [N/J (/,, y O O N VO) } �.. lam.' C p .Ni ..., 'td b S ii3 O Q O '� ab .N T N ro� M o �G DG g „°' a� a xa y � h k w � � � v; � � C C CD or,O x. aUi s ell Ory y ...I .� ar Q oc Vs " �, _ of U � sKs M tU-. DC O CA p v1 N y U pUp ti .0 .��• p 3. r'y y + .� 00 a v .n 00 C + N 0 0 GL f/�1i L11 L� JA q ,� g GOD W) JCL ~ pp y un N 00 a 4110 kA d^ 00 M i—i M 1r7 �.y a - .. EE NCl en en tn O H N N 4f; 69 c.. •O Vj � � G .� y i•. C `..' C.1� .> y i s M F O U t.+ N fs. CSi O CIO O V O +C CA � O O cti C a O M N O cr ' ram'+ b4 O. N 0. GS N O 8 � COD C6 o o x � � U � •O �s1 pO O pO O `6 L^ O MO 00 pMo O Q 6�4 C &4 O City of Columbia Heights Attention: Kenneth Anderson 590 — 40th Ave N.E. Columbia Heights, MN 55421 Dear Mr. Anderson: LA'NiER AUTHORIZED DEALER 1435 Energy Park Drive St Paul MN 55108-5204 voice (651) 645-6666 fax (651) 637-2200 (800)827-4569 www.stringerbusiness.com Lanier Worldwide, Inc. and Stringer Business Systems is pleased to present this proposal to City of Columbia Heights. We offer a full line of digital and analog copiers and business equipment, free operator training, and a comprehensive service guarantee. Lanier has one of the industry's top -rated copier lines, backed by proven service/support and competitive pricing. Per on your request we have enclosed proposals for our models 7313, 7320, 7335, 5235 and 5603 that will meet your needs. We have quoted a purchase price, and a 3 year (36 month) Lanier Municipal Lease which includes service. The advantages of the Municipal Lease are: 1. $0 down and you own the equipment at the end of lease. 2. Federal Funding Out Clause. 3. Direct lease with Lanier, no 3' party leasing company involved. We look forward to working with you in the implementation and support of our comprehensive solution. Sincerely, Laura Judge Paul Brazel Major/National Account Representative Color Specialist Enclosures Today's Leading Office Technologies Kenneth Anderson City of Columbia Heights Community Development Department 590 — 401h Ave N.E. Columbia Heights, MN 55421 Lanier 7335 Analog Co ig_er ME LAR AUTHORIZED DEALER 1435 Energy Park Drive St Paul MN 55108-5204 voice (651) 645-6666 fax (651) 637-2200 (800) 827-4569 www.stringerbusiness.com ➢ 35 Copies Per Minute ➢ Standard Duplexing ➢ 3 — 600 Sheet Paper Drawers and 50-Sheet Bypass (9,850 Sheet Paper Supply) ➢ 20-Bin Sorter ➢ Copies 5 Yz" x 8 Y2" (Statement) to 11" x 17" (Ledger) Sorter Finisher Option ➢ 20-Bin Sorter I Finisher Prepared By Laura Judge 2-12-99 Company Confidential -u_agested List Price $13,415,00 City of Columbia Heights Investment Cost $5,902.60 Annual GMA $680.00 (Includes 15,000 Copies/Quarter— Overages @ $.0111) 3 Year Municipal Lease Including Service $258.42 Suagested List Price $13,815 City of Columbia Heights Investment Cost $6,078.60 Annual GMA $690.00 3 Year Municipal Lease Including Service $265.27 Toner $70.00 (Yield 12,500 @ 656o) Used Toner Containers $33.00 (Yield 200,000) Staples $36.00 (Yield 9,000) Today's Leading Office Technologies 144 CD a m n r '6 C6 x r D Z CL CD r o -o o O G c p CM _C O . c ^`_ r CD fl L N C Ui 00 3 0 co C U p a.c E N N N a) X N N a) a) .I a) CV a a U0)aI LLO ECV L O CL U ON w w CV 1 m.Q Oy NCO .N.. ,.N.. a.. 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O 00a)Iv Q 002=C Z O Q U LL c.i w IL U) CO (DN X Q -p d B 'D �.� m co rri O co X�> i co C`')ON 0 O O ttvTZZZ N -p x QQ NyTa. X :2 e_tC)to 0 y� CN Z >- u � C � X (n {p > a) y �0 o C -O p (D .,O. C •y�� m� Oc >+0 N O)3 a) N O E000aa. ova sUO @o E� �-2a 00 U C ca O y O N 0 00 0_ 3 Y U U U c0 ca L C N fi = -6 (a C.0 U CM n= O =p 0 di c rn Qva�L (��N any75 yfl.0E CD �COC'O o i p 0 U CL CL LL - •-O ELL o C O UQ LL Cj) N � O a) N w� L6N0p)w Q MO C.0 QcawLLJ a.o (Dccu q0 O E O LO LC Cl O M M EA 00 o M CO to � yN L 0� ca a ca C C y R-o N N Q O L CS Nu') EP} Eii N UUQq. J J d 0 y N tq oo� to O p' TV N y Z O a O m k � \ OngLO & on$f!� =S NR COD_m+ b=onn§ooaN® Rttooe® 0 0@)rjaa) m b—@ oaat«2o �w0°c2 §�g22�= 55/ aCLgc kk2ƒa2/ CD C_ \k \ \- E3E=R =2 RER§R2m 2 82 C, eLOON0-22 k CD � 2 2 k ago0)_ 7\0§0 /C) 7,erN—N p RNo_o-2_ E k 0 2 % E a) a) w £_ 0 '2 kk/ &CD CD q Ekk ER9Seo ammo §S-0Lo ob« <wEr: mo_222 w 2 •. V z § 3 m « e 2 2 . 2 c 0 = �e \ -o��? \ �§5��5�® _■ IL8....�.0(D--... a k7k@73k�7k e a a � « � ml S -a T_' a � » o o � o o� I ■ I e 0 n I ity made simple A LANIM 7336'COP164 1. -f-w The Lamer 7335 Copying System High performance. Easy operation. Get the best of both worlds To get the copying performance that today's offices rely on, you often end up Iooking at copiers that are far too complicated and expensive for your needs. These models have so many bells and whistles, you don't know what buttons to push. The Lanier 7335 Copier is different. It delivers the performance you're looking for and puts it in an easy - to -use. affordable package. The basic, commonly used features are on familiar raised keys, and you can access the more advanced features through the LCD touch -screen display. Step-by-step instructions guide you through the most intricate copying tasks With ease. Today's fast -paced business environment doesn't allow for much wasted time — especially when it comes to common copying tasks. The 7335 certainly doesn't waste time. At 35 copies per minute and with a huge 6.450-sheet optional paper capacity, this reliable copier stays productive — copy after copy, day after day. And that means you will too. Feaftirisl ki you • Up to a 6,450-sheet paper supply The Lanier 7335 offers one of the largest paper supplies in its class, giving you maximum productivity with minimum interruptions. Optional system stands acid one, two or three x 600 sheet drawers; and 1 large-capacity`REA cassettes make way for another 1,500 or 4,000 ice`i letter -size sheets. This, plus the . 7335's built-in j t 650-sheet pape supply, brings total paper capa to an incredible 6,450 sheets!` - Multiple configurations-'' The 7335 gives you the flexibility to design your own system from the very start. Choose a 20-bin sorter or sorter/stapler, system stands, a large - capacity cassette, and more. Or add these features later on. Dozens of possible configurations offer exactly what you need, when you need it. �r LA09 7 screen AM' -' The 7335 makes - ; programming specialized copying' =_ tasks quick and easy with an LCD touch screen. Large, easy -to -read icons guide users from start to finish. There's no confusion. Just simple, logical steps to create professional documents. - Standard duplexing up to 11" x 17" The 7335 makes short work of copying two-sided originals or book and magazine spreads. Simply place originals in the feeder or on the glass, program duplexing for up to 11" x 17" copies, and the 7335 does the rest. 2-on-I copying puts two originals side -by - side on a single copy, saving paper and file space. � �T+r.gr�,- � -v., x�-r,� -. ,fir-x•+-.F sp-P 4 ,� •1S',- COPY= mold tEfML READY LT ' `� � '� (SPECIAL 'ADJUST REVIEMf t 2 0 cawnEw mn sus . wo.ri suE Keeping it user friendly • Automatic document and check feeding A reversing automatic document feeder (RADF) handles all copying tasks — including duplexing — quietly and efficiently. Just stack originals in the RADF, = - — - • - ' program the copier, and it gives you complete copy �— sets. A unique — and time -saving feature of the automatic document feeder also allows you to copy checks without tedious manual processing. • Review function After programming the 7335 to run a job that has several steps. the LCD screen displays your input for quick review. There's no need to tun a test copy, so you save time and paper. K1 • SmartCard and paper level indicators Changing paper sizes in a drawer is effortless with the 7335's SmartCard paper size indicator. Just position the SmartCard in its slot to correspond with your new paper size, adjust the drawer guides, and you're ready to copy. There's also convenient paper level indicators, so you can see at a glance if the system needs additional paper — without having to open and check drawers manually. • Zoom preview guides Trial -and -error document reduction or enlargement wastes time and supplies. The 7335 eliminates guesswork. Its zoom preview guides frame the image area and show exactly where originals should be placed. • Cover sheets and inserts The 7335 gives your reports and proposals a polished, professional look with a special paper stock for front and back covers. It also lets you select up to two alternate paper stocks for insert sheets, so you can separate document sections or chapters. That's four separate paper stocks in your document set when you add your document's body pages (cover, insert 1, insert 2, and body). - . ENERGY SA+ER `� rWER L.anr d world of di erence Backed by 60 years of experience and innovation, LAMER develops advanced office systems that will maximize your efficiency today and tomorrow. With sales and service in every county and parish in the U.S., LANIER is always Just a phone call away. And when you make that call, you'll discover why LANIER consistently sets industry standards for quality, reliability, service support and customer satisfaction. The LANIER philosophy is embodied in Customer Vision® — a commitment we make every day. It means seeing your business through your eyes, responding as a team to your needs and exceeding your expectations. And the LANIER Performance Promise* reflects our profound dedication to quality, reliability and. most importantly, our customers. We provide this promise in writing, so you can be sure your system performs to your satisfaction — today and everyday. r,,\ DOCutfvity'" is an DOCutivity`° integrated suite of solutions designed Document Productivity. For Life. to improve business productivity. The Lanier 73W Copying System 20-Bin Sorter/Stapler SF-250 SF-230 Finally, a Promise you can count on Every Lanier Copier comes with our Performance Promise*, the most aggressive guarantee in the industry. This written commitment states that your Lanier copier will perform to your satisfaction or you -re entitled to a replacement with the same or comparable features at no charge. You make the final decision regarding performance. The Performance Promise also guarantees 98 percent uptime or your money back for the time your copier is down. If your copier is ever out of service for more than eight hours, we'll give you a free loaner. We also give you an after-hours. toll -free hotline for operating tips and help with minor emergencies. This hotline is available every day of the year. And we guarantee parts, service, and supplies availability for a minimum of five years from the date of installation. *Some restrictions apply, See your local Lanier representative for details. Use only performance. matched Lanier supplies Extend the Iife of your copier and reduce the number of service calls by using only quality -tested Lanier supplies. Inferior products may cost less, but they can cause costly damage to your copier. Lanier paper- toner and other supplies protect your equipment and deliver optimum performance copy after copy after copy. Li�►_LL.i�i Cabinet Stand M�_glptl System Stand SS-128A System Stand SS-228A LCD touch screen Job interrupt controls Original -size to copy - Cover sheets and inserts size kevs Automatic check "Other' key for odd feeding paper sizes Paper level indicators Raised control keys Trim and Mask Energy sayer SmartCard paper size Book copy indicator Quick Copy Help function Scanless Automatic 2-on-I copying Paper Selection Weekly timer (APS) SPECIFICATIONS General Machine type - Desktop copier/ Clamsheil design Process - Indirect electrostatic photographic method Dimensions (H x W x D) - 26" x 23.7" x 26.7" (660mm x 601mm x 676mm) Max. height/width: 42.5" / 57" Weight - 183 lbs. (75kg) in standard configuration Warm-up time - 80 seconds First -copy time - 4.0 seconds (letter) Rated speed - 35 copies per minute (letter) Maximum monthly volume - 50,000 copies Document Feeder (standard) - Reversing Automatic Document Feeder, 50 sheets (Personal Check to LT), 35 sheets (LG to COMP), 25 sheets (LD), 35 originals per minute (LT) Automatic Duplexing - 50 sheets (ST to LD), 1:2, 2:2, 2:1, book Min./Max, paper sizes - 5-1/2" x 8-1/2" (ST) to 11" x 17" (LD) Original type - Sheet, book and three-dimensional object Standard paper supply -Total capacity: 650 sheets 1 x 600-sheet drawer (ST to LD) 1 x 50-sheet bypass (ST to LD) _ Optional paper supply - System stands with 1, 2 or 3 x 600-sheet drawers Large capacity cassettes with 1,500 or 4,000 sheet (LT) capacity Max. system capacity: 6,450 sheets _ Paper weights - Drawers and LCC: 16-24 lbs. Bypass: 16-34 lbs. _ Actual size copying - Edge to edge capability e� Large Capacity Cassette LCC-28 I— I E Large Capacity Cassette LCC-45 �n� Cassette Drawer CD-28 Continuous Forms Feeder CFF 1372 Scanless Automatic Auto -start mode Magnification Continuous run Selection (AMS) Auto -energy saver Automatic orieinal count Auto -power off Zoom preview guides Auto -sort mode Edge erase Auto -duplex mode Image shift 3 user settings including Access codes (100) foreignlaneua2e Job memories (4) capability - - Photo mode Original counter Enerev Star designation Exposure control - Automatic, plus nine step manual selection Zoom reduction/enlargement - From 50 % to 200% in 1%increments Preset reduction mode - 50%, 54116, 60%. 65%, 73%, 78%, 82%, 84% Preset enlargement mode - 1080/0. 119%, 121 %, 129%, 154%, 165%, 20006 Power consumption - 108-132 volt. 12 amps. 50/60 Hz Options System Stands - 1 x 600 (SS-128A) and 2 x 600 (SS-228A), (ST to LD) Cassette Drawer (CD-28) - 600 sheets (ST to LD) for SS-228A System Stand Large Capacity Cassettes - 1,500 or 4,000 sheets (LT only) 20-Bin Sorter (S-250) - 50 sheets per bin (LT), 25 sheets (LG, LD) 20-Bin Sorter (S-230) - 30 sheets per bin (LT, LT-R), 20 sheets (LG) 15 sheets (LD) 20-Bin Sorter/Stapler (SF-250) - Staples up to 50 sheets per bin (LT), 25 sheets (LT-R, LG, LD) 20-Bin Sorter/Stapler (SF-230) - Staples up to 30 sheets per bin (LT, LT-R), 20 sheets (LG), 15 sheets (LD) Cabinet Stand - For storage, 16.8"H x 23.6W x 24.6"D, 60 lbs. Work Tray (WT-20) - Fold -up workspace All accessory power supplied from the copier. Specifications subject to change without notice. Customer Vision" — our commitment to your complete satisfaction www.lanier.com Lanier -Worldwide, Inc. 93nn Parklakp nrivp_ N_E The Lanier Performance Promise • Lanier equipment performance to your satisfaction or a replacement at no charge • 98% guaranteed uptime • A free loaner • A 24-hour toll -free helpline • Guaranteed availability of service, parts and supplies C. Lance Herrin Executive Vice President and General Manager U.S. Operations A HARRIS COMPANY 3) HA F U=US See reverse side for full details. LANIER PERFORMANCE PROMISE The Lanier Performance Promise applies to all new Lanier equipment including: • Copiers • Facsimile Machines • Dictation Products • Continuous Recorders • Multifunctional Products The Lanier Performance Promise guarantees the original purchaser identified below (the "Customer) that the Lanier copier, facsimile, dictation product or continuous recorder (the "Equipment') acquired during the term of this agreement will: 1. Perform to the Customer's satisfaction or, at the Customer's option, will be replaced at no charge to the Customer. The replacement Equipment will be the same model Equipment or a model with comparable specifications and features. 2. Operate at 98% uptime. The Customer will be reimbursed in accordance with the appropriate reimbursement schedule below for downtime in excess of 21/6; measured on a quarterly basis. See Additional Terms and Conditions for a definition of a down machine and additional details. 3. Be temporarily replaced by a loaner unit provided by Lanier Worldwide, Inc. if the Equipment is in a down machine status for more than eight normal working hours. 4. Entitle Customer access to a 24-hour helpline, including an after-hours toll -free helpline (1-800-333-26779) for any questions the Customer may have. 5. Have available to the Customer, service, parts and supplies which can be purchased from Lanier Worldwide for a minimum period of three to five years after the installation or delivery of the unit. The term of this agreement shall be the greater of three years or the length of the Lanier Finance Agreement (maximum of 60 months lease term). For copiers, the term of this agreement extends only until the maximum number of copies on your new copier, and any replacement copier, as shown on the Copier Maximum Usage and Reimbursement Schedule below. ADDTIONAL TERMS AND CONDITIONS This offer applies to new sales and leases, and is valid at Lanier Direct Sales Operations and participating Dealer sales offices. All guarantees included herein remain in effect for the entire term of this agreement provided: • The Equipment is cohtinuousiv covered by the Lanier Guaranteed Maintenance Program, the terms and conditions of which are set forth in the Lanier Guaranteed Maintenance Agreement (GMA). • The Equipment is operated and maintained in accordance with applicable directions and specifications and is not abused or negligently treated. • The Customer permits access by Lanier service technicians to the Equipment for the purpose of performing routine or emergency maintenance as provided for in the Lanier Guaranteed Maintenance Agreement. Repairs not covered by Lanier standard warranty or bya current Lanier Guaranteed Maintenance Agreement will be billed at Lanier's then current time and material charges and such damage or machine failureshall not be cause for a replacement machine. • The Customer remains current in its payment for Equipment, supplies and Guaranteed Maintenance Agreement. Failure to remain current voids the Lanier Performance Promise. For the term following the date of original installation, Lanier guarantees the Equipment to operate at 98% uptime. 98% uptime is calculated per quarter on 600 working hours (8:00 a.m. to 5:00 p.m.). Customer will be reimbursed for the time the Equipment is out of service in excess of 2 % of normal working hours per quarter (12 hours). Reimbursement will be determined in increments of nine working hours, to be settled quarterly. Supplies may be offered as an alternative to cash for reimbursement. A down copier is defined as any copier which fails to produce a copy when the start button is depressed. Failure of any accessory, e.g., document feeder, sorter. etc.. shall not constitute a down unit. A down facsimile machine is defined as anv facsimile machine which cannot transmit or receive copies. Failure of any accessory, extemal power supply, or phone line shall not constitute a down facsimile machine. A down dictation product is defined as any product which cannot dictate or transcribe. Failure of batteries, headsets, or foot pedals shall not constitute a down product. A down continuous recorder is defined as any continuous recorder which has °0" or more of its ports not recording. Failure of external power supply or phone lines shall not constitute a down continuous recorder. Out -of - service cietermmanon is made solely by the service technician. A free loaner is av o:iable to the Customer for the term of the guarantee. A free loaner copier, facsimile machine, dictation product or continuous recorder will be offered to the Cur mer requesting service from an authorized Lanier service facility if an out-of-sen-ice copier, facsimile machine, dictation product or continuous recorder +.nsta!ie,i within 30 ni!es of an authorized Lanier service facility is expected to be out of service more than eight normal working hours from the time the problem is reported to the Lanier service department. The model provided as a loaner machine is determined by Lanier. A toll -free helpiire ::-c0i .333-'_6'?) is available to provide emergency operating instructions on difficulties and advice for making minor adjustments to the Equipment 24 hours a day. 365 days a year. The remedies set forth herein are the Customer's sole and e\clusive remedies for breach of the warranties contained herein. In no event will Lanier be responsiblt, for any damages, direct, indirect or consequential, arising from breach of these warranties. The use of unauth, razed parts and supplies may damage your Equipment. Damage caused by incompatible parts and supplies is not covered by and may void this warrann. This agreement is nortransferable. if such transfer occurs, the Lanier Performance Promise is void. Copier Maximum Usage and Reimbursement Schedule Copier Speed Daily Maximum Maximum Range Reimbursement Yearly Lifetime (Copies per for Excess Copier Volume Copier Volume Minute) Downtime (Total Copies) 1 — 10 cpm $ 5 60,000 225,000 11 — 14 cpm 8 120,000 450,000 15 — 20 cpm 9 300,000 1,125,000 21 — 30 cpm 12 360,000 1,575,000 31 — 45 cpm 15 600,000 2,250,000 46 — 70 cpm 20 1,200,000 3,600,000 71 — 80 cpm 25 1,800,000 4,500,000 81— 90 cpm 30 2,400,000 6,750,000 91 — up cpm 50 12,000,000 Unlimited Parts, Service and Supplies guaranteed for a period of fine years after the installation and delivery. Remanufactured copiers for three years. Facsimile/Multifunction j Reimbursement Schedule ' Daily ! Reimbursement for Excess Downtime Thermal Facsimile $ 4 Plain Paper Facsimile j 1 — 4 ppm 5 j 5-8ppm 7 9 — up ppm 10 Parts, Service and Supplies guaranteed for a period of five years after the installation and delivery. Remantifactured facsimiles for three years. Continuous Recorders Reimbursement Schedule Daily Reimbursement for Excess Downtime 10 channels or less $10 More than 10 channels 50 Parts, Service and Supplies guaranteed f r a period of five years after the installation and delivey. eioo Dictation Products 1 Reimbursement Schedule Daily i Reimbursement i for Excess Downtime j Portable Dictation S 2 jl Desktop Dictation 5 Workgroup Dictation 10 Parts. Service and Supplies guaranteed for a period of three years after the installation and delivery. Customer Vision* our commitment to your complete satisfaction P1 101 -9594 (3/96) Lanier Worldwide, Inc. 2300 Parklake Drive N.E. Atlanta, GA 30345-2979 Lam* er n-nance Promise • Lanier equipment performance to your satisfaction or a replacement at no charge 98% guaranteed uptime loaner A 24-hour toll -free helpline Guaranteed availability of service, parts and supplies U )", C. Lance -Herrin Executive Vice President and General Manager U.S. Operations A HARRIS COMPANY See reverse side for full details. M HA URUIS ,Peb-18. 1999. 4:31PM. Stringer Business Systems, Inc No-5586 P. 2/2 StJSINESS SY9i; S, tNSALES ORDER AGREEMENT # 24811 Curomple TYPE SALE: . O LEASE AGREEMENt S AGREEMENT O RENTAL AGREEMENT " M!J MAINTENANCE At1116EMENT TYPE: >�$TANDARG 0 CPC U TOTAL CARE ACME I!EO OATE koUF MIO afa aEoMCp1=7= j �d00 mumVi l ~"o"Co CHECKIF NO gERViCE E$T. ato. VUl CHECK IF OTHER iNCi.{3 DAUMntCWGEU❑ tomici+iEA"ML a PROD4ICT�- ..,,,•. �,••.•,,+.. n. F woMiq MWMM In ano 10 VW &4WMoant roAd aeon to wan►1ht �/AV V �a�NYof Na Qtr/fAQ�r»ramMMtadbpwiaet Mibinaantt Str;�ya�rMYepaP��Ap�awnant►y Atop k�Ilw aarF+i numhHsd� ya�% EQ11 �tnECEmED BY. ITEMD-. l�lllT[YICO Yell! QY: X 7iT PgtN7MAME0! S�ON6R OAR NCCaTED. 19 ^� DATE M MEM 19 lgtf AGRtd tf.OTli t{JRTEtT Tt! Tf1f T8R\If AW OO�tTKI1a iRi� i�DQ� 71R RLytdRli Mr WUX-# R Ttt+A RCFERIN-CE ARE KMW A FART BERFAW. feb•19. 1999 9:22AM Stringer Business Systems, Inc No•5591 P- 2 GENERAL TERMS A►IJZCONDITiONM L PARTIES ANDAQREEMENTS. TtdsA �eameniiat,ennrrStringarSuaksassSYs�ros ttac (Qcrapurg g eadtho dlStdahaf tdtrttirrd rn tht tcorC d atda Agratraert fCwbmp'1• TNc AWaomdid corasu d the wane at to feot bared,fiegar>arale�ancandmrtdtlons. aswoNrflaxepudGDtamrs and oon�asreleYnptontaintens•�a, ssloo xidnrtatagrnrnsritsmmirtaepptkibitbY orlthettttit hereof. Theo—wl&r sand0wdb=aP* b an agrarcartts roatafriied irrain except b tttwxrra suParaedad by apptsca�k3peafic tertas. 2ASSIGKNENi:lhic Apresmmit tt1aA txt3adkfg anand imraia Ufa ttartetA of ihspadiesb Aandffairtsspeedve 7str'ss,iegalrapr,ulcowsatxa.andesalQm. Canpayrwwestticripfrttatlobquaaa dtfosiwretarkrta atooiaa«tkdafawaidorttdritradois.ThisAEreamad nuyrnt4aa4ti4•'udbyt�tstOntrireifhodprtaxdEenaaprovaf df�nspm,y .. i M'RlTi'eN NODt•TCATtON, h'ow.teten «rraedffe�rf dtdsAgraentan, tNw$wrblLXlswraat's Ordx , , «tsnri;.fsa; aind raoiwher d arty d ttht provhtone or Ccnt9c0rr sttel ire-bindmG uNesa in Kriuiy and sigratd by aNhaized ayerthd0ompuryard 0uatar+et tACCESSAHDCNiOFERAT10It a�rsbnrrsttaifpardaaCnatPerytfil aidbac accastotrwgatpmwntbprovrde mwinkW= WMV and targirraertnp CAbn%a haraon' WAIaot V*iO WMM$r'oYar3Y rayut?llaris: Crtlotnar seise to wtrdttttudl addtlaiai dxtxaafiR a may be aleOM-y fo obctrlatattts k%waidtttapWjwtwwrzW ' lmwdrro UGCrt fEh mdnr statwwb. S. WAIVER. Tt*wah r d any Wwh Or defarts tlrtdw this AW w ag by OVW Pang tihaA CM kttta a waiter Dory asbwdtpuYetJdt>mgdt«delaWtandalfe9notc«a�taaaetiserdmryehtertuaadtardefautt NodatmcrrpM . aritakyottdabradsof tttsAqmMcWcantiedoatwargwdinhsttoloorbpartbyawaimorftw4latatryadefm ixdpM utaea Mr 1w;�x «ntvi rdatlora i. h wriNno � agthd b1 �+ rgent d the ag�iavad Petty, A FORM MAJEURE Company shag nd be respora bale for bro" to rardw sarviw due to ctamse bwjow As r"Ponabio rzrmd, 7.N0'BCES.SorMoaota�In�aawtdertltiaApeamMi{sfteibahtwrRrgandtarttbr•GratC�trtr�PowaDa P� « WOW M A.cetttnmo*tegtxsfoe,andad br lioUtetorttatownad*Md1*pwVtobowvadVtwdst. 4 ENTIRE AGREEMENT, T* Agm~ v4xmadas sold tam kwus arty old a Prl4r*Wwnarffi, Harty. wh9thwr wfkm DanaLandofoocuaw"orrbd"Wtieptsatoaw!thMOW tofhopmduct*id.isfftearat 0dMa wct ShisAgrwwmanLf�tttomxagrwecttatfthaandrw6wdonanyrepreserrtaaicrt, wbrrerty,«Protdsionnstxp6daytaiawd h flora AgrNrned. VW w Drat ftWntM has been nado b t that in any way tsetda b W" uy d dta tams « ooru96onodtt sAgraomrnt thatthk ApraarnerkeartukutesthafvrJ *nun a xprarsJarota9tamtadtMe�vemerQ andRisle =O tsandaxkrswsktantddtosatannSTbeswtwnandowgwo-tsattrT"witravfwfftwhdng MY additlortal Of *WG it faints We cord*m Of any ptrdmm order «char d0a11tar4 reW4W by dutamor in MPOd to the PrOdies and sor&m b be pro ided hw omWer. L PRODUCT WAARANNAHD UMRA?M OF AEMEdES. Fxogx as 3teraotNtar povido4 i ompery tverranta thetRsprodtrdt wfi battathadddwds 671eataiei andhasf0r+artaWpt«aperbdwndsig fl0dry:alMttitedeteofarigkrai trtaxsitatim. NarryProdtxi w toundfo ba dwi+di+e, tX1s!«narstxcksive remadyahaA benpdr«raplxomwrt d avy dd#O ra PvLTiMttarM* hwvh s.W bavoidandof no~ (;fftwproduCI is notmaL,_" and Operated *der raamtll cond4ont; CfQI} Rine p:oduc YvxrPorawwsPera, tePletatrtaK «service park otAx Man host sttppSed q' Cotsipmy,tDtheextrMttW tadaftdordsmagecampfairtodorrnaltSfrom«istdzadtotieusedsuchparts,« M q the detect has cat bean spited b CmWq usBnn It" CA days a er ttta warm• w *m THE WARRANTY MADE By COMPANY HEREW IS EXCLUStYE AND IS MADE tH LTEV OF ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMBED T0, ANY 7MPUED WARRANTY OF USCHANTAMM, ANY WLIED WARRANTY OF FiTMS FOR A PARTICULAR PURPOSE AND ANY RiPLntD WARRAKI Y (EXCEPT OF TITLE) ARISING OUT OF A COURSE OF DEALING, CUSTOM OR USAGE OR TRADE COMPANY SHALL HAVE NO LIAEKLITY OR RESPONSMJUTYTo CUSTOMER OR ANY OTHER PERSON OR ENTITY WrTH RESPECrTO ANYL"LrM LOSS OR DAMAGE CAUSM OR ALLEGED TO BE CAUSED DIRECTLYOR wAEMY BY mODUCT SUPPLIED BY COMPANY, INCLUDING, BUT NOT LIMBED TO,ANY WMRUPTfON OF SERVICE, LOSS OF BUSINESS OR ANTICIPATORY PROFITS OR CONSEOUEN• TlAL DAMAOES RESULTING FROM THE USE OR OPERATION OF THE PRODUCT, in NO EVENT SHALL COMPANY BE LIABLE FOR LOSS OF PROFITS, OR ANY INDIRECT, SPECIAL OR COX$EQUENt1AL DAMAGE$ ARISING OUT OFAHY tSREACH Of T1g5 AGAEEMENTOR IN ANY MANNER ARISING OUTOF OR CONNECTED WITH RELEASE, USE OR ANTICIPATED USE OF THE PRODUCT. t4 APPROVAL Ttds coda" not be bincbrg on Conipw y unfit Vp o..W by an dfioa of Canpeny. 11. LATE CHARGES AND COLLECTION. Vary payments art trot MW* when due, Cthdaraer syaes to pay a Iota d'sWof 1.5 PwroeniPaMOM On any unPaid amourxs, for thaevat ofb-WA of UnsAWmTwt, 0xmWV may, at NEc opkk dedwo at sorts duo, or b btmme due under• tit Agroonrem for the wwxpirap urm d tie C«drad islets tatWyduaerdpeyabte and6prboeharged8omarryart error sladerttisdmriraG Allcomolwfteng i2CHOI OF ha*�o be be bom by Customer. povamad by txmes0fa (ear. 1. STANDARD MAINTENANCE AGREEMENT. Company Providta cervix, bat no c arau &Wo sd on-. Gisbnier peysatslw rala chinos Pk w Barges Ps c*Yinaxwss of tlarxrmbwr of Bee CcPiasbda Bed in fhabnser" {'meter Owg%l AP*" 0ttatges ere due b attics based on aeihan ussro. 2. COST PER COPY (4P.04 AGREEMENT. A C.P.C. agr&wtnor3 consist v tic same Iarnw as ft w starched mts>"raar,ceagnam m -ovt ftonpa:1 wphs cuontr wh ww Imeo!charge-0Lw=vrisresportsa'b1e for «doing toner from'CoMMV w neodtd and man+%dnhg an adegcuda kway. raa to wzaed a w•gtfanwr's average ugege as do"Tad by Company. Co trams must guppfy Campa,•fy with a n star reedits] and tgh,.tttnen: sedd nnmbwr at the ltntw toner b adered Cusidmer agroes O ore cOrts tirab!f srppios,o died taste lder Cnty b c-NdOc t w h tttt,s* lPrnar4 VkAd to Ica Aomwnw* The ew; ary OW tav*w frdm Sete b limo 0=upsbio P.�ieach�rytwdtoCt>ifcrtasrandltaractamdcoPyvniurnemada anwwpmantaewrtdbyitdaAgraamert. in�i+sevent d a tngniriCa• vstrbrtct bea+een L'ta amotMt sndror type d ccrinsnable ttttppii� slipped utd tr type andrbr m,^y vokrtw made as Koh O'WW wt theOm Cpary"have the VIt ta: (a) C#" Cttstomar at an addrtoraaf £(050 Per d .M bar &-N vsdux • n axass 012O PM-901. Varixaoa wit ba s+lCuk6ad udgg marubdatat s slg�siec or ar�s>CdNydat4pwrcernCOywagw, gra:t tri m(yrN1l that CvrdamaDurchssa mtbtlmhatrupPriaa baaxx.•ni tdtttsa ±eriarlce eattsad 6Y, fife Chaaornes's ttiquw apptksikrs, Alf guppies in tr» CustOrrwr's pos7�?oR arc tiho prrpM.y •,dCrxnpa?y andCudomsstt�rtmaluavarfabt.bCanPar>y>rivxaal Conevnab'rwPp3ntsiro+,spAy akaaxpuetcrt or Tema he5cn aj the Agroemau- Such fwtarned axxstrr4ies y11 rot bs croddod to C Mwor Tlm 94fay new MAdutw ivsrtartiy is fadtded is 1W program and is taf cal in fha pdr34 jtnntwr, 3.TOTALQANRAVICEAGRMMEWT,CttsbmwrPa}ssfasd gemodvwmend CornpaW puvdaaarvta and h* for tt: eyed fl= wr h WOW C see year, whLharm camas fiat; At titq keeper :rp of ttv aVeomW CrntPaa'YC.asiorar taAt«at toamOatiy necesstaybrthsag•aed rt:rrtba Dlaopic['Ir. the avert Customer taus add of al torw P im tc rukno tr Weed nembor d opiw GVaffO""iar•eg &ea tc Ptxchese from Gxnpany addtimut euPP&w+ for the btianow of CD�ies iftckrladrr ttm Ay;aarrert « tfcty�ar aifaklrta Tzar cage Servst Aft at COaaapmry'c fiwt Daer<itng rates. . l'MAfNTTNANCE 5ETiyfCE Cot pang a neas`to Pry t?n:anar dw .,V Company's normal waidng t =s Lae mettiertafsca 4aMee nPmwy to k-R" WLo*)e It art, CC a.efte Tito eris,Dlnerlt td..gD f xvrlta+g ettfm in ., wz*r- k1h Cid4iNCayw t C. m thx: in efa.'t Jt9amatrY,e�anceawfyice:actt,Besets:�teptiCet�¢aed4'cortif+gisp9ri.5:.�&ds4!3?u(i+i3.uNea:Pma�t.i;;dx.�;"tnQd by CaeWV, aid aaindiadured, orrcall ramdad madrtettom For 000 =h%Wed mr+Sco ed mW%tad by Ar mrioi; Comp y st >i hays a raaworwbta tine w•t in wtndhb reapond, ?,iaiiarwros,wdt Ladktiw f'tX"1ion4 adpt McWL and repitd@arett d tttak*WM hea Pails dMnod exsz4 Y by Ca"pa.Nainteraenrapsisw84betmnabedonarfu mesbestsandtlnropWWWbbecomeftpvop"of C y4 'fy Thlo Agratlmw;d does: rid am aWrtt m ptad operaf n of the aq Vwj. K ms€r Ava3a'>as, tenarm WA:0 +aRwsted e0 PeijoraMed VA%* Compap••S nmmaf worfdrtp hours vM be dtaryed to iho Cusl(m at COmprnys eppli &e fares and rn."W taw, trdesa Ca wl F and Cuadstr have w wrldea 97anero wm&Q tOr Sfta'fhdarb rnSRJiah�ten�DB. , S EYCLUSms TO THE UlliNTENANCE BEA m MainwvIca'"Moe Provided by Compariy'tndar this Agna,aert lose nd tndte& hsi fapeir d deraaga'a inasa+~ 61 s�nxse Ante caused try tail of thi QatOrtor to provide a ssita7ta irrafatixaort envlrartntant wRh Qa kCi�as praraibed b/ Campery, , but thd•iadia, Methstlurs b ptou',7e.«!he feYtra ( atdagarta +iaetrtar Pawr.air•Catddionetp, Or b-Mtyeotaro - @3 mpak of damere or Waww kL wro*o tiros caused by =wntr, dfaasfer, w ch shd i wWo but net be Wad tc: ffit• flood, war, viand. arri % 4nktg: frassportai<Jor>; P� trencieab; atttsa a mitxne; fates d tM r b fdtlovr Comparys ptab'fsFha3 . aparataiy k>stilebons; and trtrUstarizpd triodlSca6oiafi or tsp� et e0'�rtani by Perm tRha trlar Gampat�'s (c)ro�alroids7rt�aori•akt�v�atknacatsad'bytusaihas�lpn,erctxpcopOsas�tortisarttttaeafo; �tttch (d} wP�ma'a Parts vrtneli art rnrhrxned b norlsia! cgtnpnlaO! oPwratio�r, unless spectRcaAy 3rbluded, (+) brr>rsWn9 ?' « anestorsea. Paittfrt1 or rafictishat4 ifie sgedp,rard « fitQ 0» maserat utsratcf, trrptdk{I aYerald wgiifxnaY„ pet[omaiiio &etviws wrtnw.ted wtitl rwboeyOtt d sgviPmstd Or adGvso a rstn0vatg tooassotks sttactartaaMs a aher devices. (Tour iesuPad eider GP,C, agreeaments.) (Q War ddamam rrrpiawmati• of Pau (dto to fitter than namdwa) or rapown wvka Calls CM by UN d tricompaPbla aaPpEiea• (g) aa,Plw � rapiaCentarti « tetat>iatmwht dthe sgt3pntwrt. . (hlerrnrkaMarrwttotfr•_ «Prlpmaro«mai7dd�ssstsofaw�orix, a8aelxneNs«o3ltardovioosnDlAoruaAad by Ca p&V. � 3tawuo inaw :stimeaaffitd, byCOstomardanGtt dttdt and frwarxess totr+e a�pntm,i adariial d aePeriura from olao me{s ate. U) copier atowicpw R the 0Ammsr race Ljw L'af fs not apprvwd by Compuy. The taaagoeag hems o>CtLded tram "hananoe w im, N parkrmw byCamrty, WE to charged to Ufa oAb w of C*T"ny's opok&W urns and macaws raw& and farms that In Mart & TERM. Ttae Agr mrt sdl t ova tw pwW k4"W 0" flaw few d this Agresmerd, Tins Aomemers YA be &xMw S*y ranwvad iy m wa vw orrym palhais at the tnrrCw" msiraeaartce chaipe fa the egapmat sowrd by this Agremrsrt, rats tifmirtalvd by *w piny as Prm kW M ttk Agrowwa T. INVOfMG AND CHARGES. aistmw aVws to pay appKca'ste base taus, maw rharpwa and rndardwgws Bwafatesasybefrta0fisedcm, eachyearbyCOMParlor, rhoswt vwauydoveoffAeA7wmarfLMew dwres may be 1*5bld by Cwporyat wyr me, fw*es maybe kriod bawl upon oernelod tasags. TTtainvdwbnm4 raed•Gt rt actW Cafe wig roUd IN ddferetttt bot*w asa msaci and 4xW WaCL Upm M*u$d of oxpN, Customs shall Pre ids mwtar trxsdirge on at tea9 a gaarttady basis. T7•e tuft Portia! moral ZfW mWMion {d ep *able). SW bed Infer MW gDarW"WW be p.WW onthe 6wis da 30 fey math to c&, ids w It Un MMA*d metal charge, Psymr,ti a required Mtrtrt the p6rirx! stated on dye irr Dice. & E"NfEUM CHANGES. A" ergirrtering cAvgw a}aaA be parbned by Cx eery at tgs saw 1%=4,j n. A arvatB&iTv Ch8rg- b`e de'ie in rwPQm:o a r qjw by C`rtbtOw, oistm rsh.4 paifite am mmau CM1B.TW than in attar. S. EOUIPMEHT TRANSFER Ary UiL'isfer of aquipcarit C AXW by ttis AgrwwnwA 10 a person orhef furs the Ctslaneri Adhaarn,oftoafocCiDnoulsdeotComparyswmdaavlCkVaroa,wGon" Vthwgttp^ asdfrwn tMieraadttt�wqutpms;r Trarattudsguipmadbadarrsxm�awiEtf;tQcvnpanysnermataeraaw§frawa In an kamacWo tit of all Oagm to the ep;gka a rare for the rrw zone. 10-TERMIfATi0i4CaastomwrnteyfwrmL•adtittfAgraemhaMaffheee4atea3W.-.rrpmmtftennotioayhrenatkmt 33 days Prior to is and Oft,* farm. COmP1mY maytermkaw thin AWom ml wkh 30 days wraien naju. The rebind tofaomtact byCorp1 y%0bettvbartitdtitsw"&wyapWtocompoV,14otharetallvekwof Comm y's S 1css pertained d-v ft. Period oowrad by that duip, a the prorated yaw d fhe reme *v d«drad tam, st=hatw is lase. u If UMAgr--t sdaalll"wdwtfhahWOftsUdxtttreM111eagoam•arnhsaakdWbisdowment,ittry,is li'07 10 a• M*Vera agrsamarL All raferencet hwein to fAe terms of a wale an i kxftkw r ny, Any tease 47own t =sif d addikw wdtfen doetewts net Pat Of V& Agrowst 1.TtTLEAND LOCATION.Riswrassyundwro xdLd&7owOtetthe W*jo-tar6isihasotaPmPcrtyotCwnoary awoJo0awLoralhaver*right,tide, or zdarastttarafrtasbowwstaipthereof,NCv arytupp"CalOWK,Wb wbaia at WV ttrd Use S;AVn" tl MMO by C=Pa,y, Ctr OMW shaft 8f6t rmh tabola to rid kaop Stem in a 9amrrMp1rx0t0n&AaqutWrten.?Ww4Wpmeit"fetisrwravedtomthAshQpngbcalotttyth uCowpaitye wchsora C 40.1t 2. SURMNOER UPon thO crpramxn digs Agraerearai, or open damaM by Company made puswmx prograph SWad- Cu!tweragraasbfib" Awegtipr"tOCOMWYinthsSAMamndiflon mwtftAwasmanad,ordtrtay vroar and tear axcapted.Shrxnd C,rstmnw not repro the *q#mWq art the Ind d th s green sort, Cr Or st a8 Contlnx b �y rertte pmParryin life sMh end m the due date tao�ut in Has Agresma'd as a+na7th•tO•mm�h team wd rsfunwd by Custww. 2.LOU OR DAMAGE Car,tmarshah bwartl0eta retisirdfosa tt raa , d�ttaetEatadmnagaofdweg npne t tar any cecsa vrha#00W, No leas or chij*p 'shall rdiavv Qzbma aany obkWw raadw ft Ayraemea iINSURANCEOJsLxrwregressrX4VU•AWwainand daringstytortowaiof ftAgrewenttoproaitla,maolah gadpayfdrkwaomfor 'nut lasstheAthe rop"ftmwooftitsequipwitasn!U"k pOwdlhaAgream=. Cuttorw flwraby amPcrts Company as Curwmas axvneyib fat to make claim for cad MOM* paymm t for loss ordamag& under urY this faros Poky COvaibg 011*nant Wled to th s Agreamwrtt if Cuebmtrtms to pro•Ade or mdntensaid kmyance,Czxnpaaryehdhum fharight,WfltaBatotbaoN4a*d,toobta4aUr kw.?mnca.LUstaes .-., afFalaeWaYbComya'YYt2«Qi4on`dwidtd,e•nndpeymarilotrent ' S. DEFAULT ilCamomer Is ii sisal of aWt«m dfhisA7wMar4 or snyotw agroemaj tattCcmpany, x f ay "Mcitim or othef writ of pmcm stag be'iastwl in any Satoh oapreceadmg aghast t ustamer, w WebY tilt said aayyaawrk Mey bp taken or d svairnk, or Ra proowiiurs in tia?laLOW. M0.0'Mrship or bsohw y dA bo ftftited by or aphd Customer or ils propwty. or t to ecrddamr C! Caatom;es wYftka thaw so dta•>;ja az to, in cotraiaavy'a opanon, impCr C xr parryse rAy a nrreast Bea Crad t riok invdvtd. than ar_ r Hitt eV. f C.W. a y have BwroMio-Mietakeimr-,e$aiapxtsesslonoi-Asequiprater'1*ft lwrttxwriordrortthspmom(s law awt r ' sue'ar'w•tpr>Sa,Gxrpaayw8sagxtmeyrerar.uPCna.;y�eTheswheresn�wquiPmer�tmaybaendmayraauwe ..".....Nao'a2fie Rtarefrani�sn oC Hf'warH,icedf$S a"*Nwlo dos ri wi*. d bbivTabu$0 arty s'a&ethoscratSor- proraeGnig t-y Cu5ar.3wr. Rarmc:•c Oahe egthntartat sitrD ra% reCaeve Caiatun®'Ot Eahiitytor otraarsflf rxt, earpaace, ,?[tetEk;^t,� p0¢5asd7h',aa'�c C3hit damages �•i;irg Iran braaah dt5a rafrtst ttgrow�ar -' . . CITY COUNCIL LETTER MPPf1nfT nf• Rab..-„o,-..'l'� 10n(l L, 1/lJ AGENDA SECTION: PUBLIC HEARINGS ORIGINATING DEPARTMENT CITY MANAGER NO. POLICE APPROVAL: ITEM: Local Law Enforcement Equipment BY: Thomas M. Johnso BY: NO. Block Grant, Public Hearin DATE: February 11, 1999 DATE: 2M BACKGROUND: The Columbia Heights Police Department has been granted an equipment block grant by the U.S. Department of Justice in the amount of $24,605. On August 24, 1998, the City Council approved a $2,734 match to this grant. On February 8, 1999, the Council set a public hearing date of February 22, 1999, as required by the grant. On January 27, 1999, a select committee of citizens made up of local government, law enforcement, criminal justice, and local school administration personnel met to review each of the equipment items listed in our equipment request. (See attached list). The committee felt that the equipment listed was a good use of these funds. The final requirement of this grant is that we have a public hearing reference the proposed use of the funds. ANALYSIS/CONCLUSION: The Police Department has met all the requirements of this grant except the public hearing, which is being held today. RECOMMENDED MOTION: Move to close the public hearing and approve the list of equipment to be purchased with this grant. TMJ:mId 99-056 Attachment COLUM 31A HEIGHTS POLICE DEPARTMENT EQUIPMENT NEEDS LIST FOR 1999 1. 2 each digital PBT $300 each x 2 $600.00 2. Pocket portable radios for investigations $500/each x 6 $3,000.00 and administration 3. Supplies for putting together evidence kits $750 $750.00 4. Flashlight holders for squads $40/each x 17 $700.00 5. Portable radio holders for unmarked squads $80 x 6 $480.00 6. Additional tape recorders $40/each x 26 $1,040.00 7. Molded plastic rear prisoner seats for squads $400/each x 4 $1,600.00 8. Upgrade range $4,000.00 $4,000.00 9. Doppler radar $1,000/each x 4 $4,000.00 10. Redman repair kit $150/each x 2 $300.00 11. Additional training ammo $900.00 $900.00 12. MP5 $1,400/each x 2 $2,800.00 13. Lights for police bikes $100/each x 6 $600.00 14. Cabinets for COP office $219.20 $219.20 15. Numbers on roofs of squad cars $100/each x 10 $1,000.00 16. Laptop computers for squad cars $1,200/each x 3 $3,600.00 Total $25,589.20 Tax $1,663.30 Grand Total $27,252.50 Remaining Funds $86.50 CITY COUNCIL LETTER Council Meeting of. February 22, 1999 AGENDA SECTION: OTHER ORDINANCES ORIGINATING DEPT.: CITY MANAGER NO: /RESOLUTIONS FINANCE APPROVAL ITEM: BOND SALE n BY: WILLIAM ELRITE BY: NO: - i "� DATE: 1/28/99 DATE: The subject of a debt service bond sale has previously been discussed with the Council. The construction projects that were completed in 1998 were funded through internal loans and should have long-term financing through the use of bond proceeds. It is staff's recommendation to sell bonds to cover the 1998, 1999, and 2000 construction projects, and to refund the TIF bond issue as it can be refunded at a lower interest rate resulting in savings to the TIF fund. Dan Hartman from Springsted attended the February l' work session with handouts and additional information on the various bond issues and the refunding. Attached is a summary schedule from Springsted showing the two proposed bond issues. The first issue is for assessment bonds that will fund our PIR special assessment fund and will be repaid from special assessments. The second issue is for utility bonds and will be repaid from the sewer/water utility funds. Mr. Hartman will be available at the Council meeting to answer any questions on the proposed bond issues and to explain the benefits of doing the bond issue at this time. The third bond issue of refinancing the TIF bonds will be handled as a separate issue at a later date. It is the legal counsel's recommendation that this refunding not take place until our state TIF reporting is up to date. RECOMMENDED MOTION: Move to waive the reading of Ordinance # 1384 being an ordinance providing for the issuance and sale of $860,000 general obligation improvements bonds series 1999A. RECOMMENDED MOTION: Move to schedule a second reading of Ordinance # 1384 being an ordinance providing for the issuance and sale of $860,000 general obligation improvements bonds series 1999A for March 8, 1999. RECOMMENDED MOTION: Move to waive the reading of Ordinance # 1385 being an ordinance providing for the issuance and sale of $1,935,000 general obligation utility revenue bonds series 1999B. RECOMMENDED MOTION: Move to schedule a second reading of Ordinance # 1385being an ordinance providing for the issuance and sale of $1,935,000 general obligation utility revenue bonds series 1999B for March 8, 1999. WE:dn 9901285 COUNCIL ACTION: FAEGRE & BENSON LLP 2200 NORWEST CENTER, 90 SOUTH SEVENTH STREET MINNEAPOLIS, MINNESOTA 55402-3901 TELEPHONE 612-336-3000 STEFANIE N. GALEY FACSIMILE 612-336-3026 sgaley@faegre.com 612/336-3324 February 18, 1999 Mr. William Elrite Clerk -Treasurer City of Columbia Heights 590 - 40th Avenue Northeast Columbia Heights, MN 55421 Re: City of Columbia Heights, Minnesota $860,000 General Obligation Improvement Bonds, Series 1999A $1 935 000 General Obligation Utility Revenue Bonds, Series 1999B Dear Bill: Enclosed please find the ordinances in connection with the captioned financings scheduled for their first reading before the City Council at its scheduled meeting on Monday, February 22. Please do not hesitate to call if you have any questions. SNG:melbj Enclosures cc(w/enc): Corky Weeks M1:469324.01 Sincerely, Stefanie N. Galey Minneapolis Denver Des Moines London Frankfurt ORDINANCE NO. PROVIDING FOR THE ISSUANCE AND SALE OF $1,935,000 GENERAL OBLIGATION UTILITY REVENUE BONDS, SERIES 1999B The City of Columbia Heights does ordain: 1. It is determined that: (a) the City engineer has recommended the construction of various improvements to the City's sanitary sewer and water utility, and has further recommended the creation of a storm sewer utility and the construction of various improvements thereto (Project). (b) the City is authorized by Minnesota Statutes, Section 444.075 (Act) to finance all or a portion of the cost of the Project (Project Costs) by the issuance of general obligation bonds of the City payable from the net revenues of the system. The Project Costs are presently estimated by the engineer to be as follows: Total Project DesiP-nation & Description: Project Cost Project Costs Storm Sewer Projects $1,027,983 Utility Projects 721,820 Water Meters 600,000 Total Project Costs $2,349,803 Less DNR Grants (447,750) Net Project Costs $1,902,053 Costs of Issuance 19,120 Discount 15,500 Rounding (1,673) TOTAL $1,935,000 (c) it is necessary and expedient to the sound financial management of the affairs of the City to issue $1,935,000 General Obligation Utility Revenue Bonds, Series 1999B (Bonds) pursuant to the Act to provide financing for the Project. 2. In order to provide financing for the Project, the City will therefore issue and sell Bonds in the amount of $1,919,500. To provide in part the additional interest required to market the Bonds at this time, additional Bonds will be issued in the amount of $15,500. The M1:469222.01 1 ORDINANCE AUTHORIZING ISSUANCE excess of the purchase price of the Bonds over the sum of $15,500 will be credited to the debt service fund for the Bonds for the purpose of paying interest first coming due on the additional Bonds. The Bonds will be issued, sold and delivered in accordance with the terms of the following Terms of Proposal: MI :469222.01 2 ORDINANCE AUTHORIZING ISSUANCE THE CITY HAS AUTHORIZED SPRINGSTED INCORPORATED TO NEGOTIATE THIS ISSUE ON ITS BEHALF. PROPOSALS WILL BE RECEIVED ON THE FOLLOWING BASIS: TERMS OF PROPOSAL $1,935,000 CITY OF COLUMBIA HEIGHTS, MINNESOTA GENERAL OBLIGATION UTILITY REVENUE BONDS, SERIES 1999B (BOOK ENTRY ONLY) Proposals for the Bonds will be received on Monday, April 12, 1999, until 10:00 A.M., Central Time, at the offices of Springsted Incorporated, 85 East Seventh Place, Suite 100, Saint Paul, Minnesota, after which time they will be opened and tabulated. Consideration for award of the Bonds will be by the City Council at 7:00 P.M., Central Time, of -the same day. SUBMISSION OF PROPOSALS Proposals may be submitted in a sealed envelope or by fax (651) 223-3002 to Springsted. Signed Proposals, without final price or coupons, may be submitted to Springsted prior to the time of sale. The bidder shall be responsible for submitting to Springsted the final Proposal price and coupons, by telephone (651) 223-3000 or fax (651) 223-3002 for inclusion in the submitted Proposal. Springsted will assume no liability for the inability of the bidder to reach Springsted prior to the time of sale specified above. All bidders are advised that each Proposal shall be deemed to constitute a contract between the bidder and the City to purchase the Bonds regardless of the manner of the Proposal submitted. DETAILS OF THE BONDS The Bonds will be dated May 1, 1999, as the date of original issue, and will bear interest payable on February 1 and August 1 of each year, commencing February 1, 2000. Interest will be computed on the basis of a 360-day year of twelve 30-day months. The Bonds will mature February 1 in the years and amounts as follows: 2001 $110,000 2005 $195,000 2009 $225,000 2002 $175,000 2006 $200,000 2010 $235,000 2003 $180,000 2007 $210,000 2004 $185,000 2008 $220,000 BOOK ENTRY SYSTEM The Bonds will be issued by means of a book entry system with no physical distribution of Bonds made to the public. The Bonds will be issued in fully registered form and one Bond, representing the aggregate principal amount of the Bonds maturing in each year, will be registered in the name of Cede & Co. as nominee of The Depository Trust Company ("DTC"), New York, New York, which will act as securities depository of the Bonds. Individual purchases of the Bonds may be made in the principal amount of $5,000 or any multiple thereof of a single maturity through book entries made on the books and records of DTC and its participants. Principal and interest are payable by the registrar to DTC or its nominee as registered owner of the Bonds. Transfer of principal and interest payments to participants of DTC will be the responsibility of DTC; transfer of principal and interest payments to beneficial owners by participants will be the responsibility of such participants and other nominees of beneficial owners. The purchaser, as a condition of delivery of the Bonds, will be required to deposit the Bonds with DTC. REGISTRAR The City will name the registrar which shall be subject to applicable SEC regulations. The City will pay for the services of the registrar. OPTIONAL REDEMPTION The City may elect on February 1, 2007, and on any day thereafter, to prepay Bonds due on or after February 1, 2008. Redemption may be in whole or in part and if in part at the option of the City and in such manner as the City shall determine. If less than all Bonds of a maturity are called for redemption, the City will notify DTC of the particular amount of such maturity to be prepaid. DTC will determine by lot the amount of each participant's interest in such maturity to be redeemed and each participant will then select by lot the beneficial ownership interests in such maturity to be redeemed. All prepayments shall be at a price of par plus accrued interest. SECURITY AND PURPOSE The Bonds will be general obligations of the City for which the City will pledge its full faith and credit and power to levy direct general ad valorem taxes. In ;addition the City will pledge net revenues to be derived from the City's storm sewer, water and sanitary sewer charges. The proceeds will be used to acquire property and finance improvements to the City's storm sewer, water and sanitary sewer systems. TYPE OF PROPOSALS Proposals shall be for not less than $1,919,500 and accrued interest on the total principal amount of the Bonds. Proposals shall be accompanied by a Good Faith Deposit ("Deposit") in the form of a certified or cashier's check or a Financial Surety Bond in the amount of $19,350, payable to the order of the City. If a check is used, it must accompany each proposal. If a Financial Surety Bond is used, it must be from an insurance company licensed to issue such a bond in the State of Minnesota, and preapproved by the City. Such bond must be submitted to Springsted Incorporated prior to the opening of the proposals. The Financial Surety Bond must identify each underwriter whose Deposit is guaranteed by such Financial Surety Bond. If the Bonds are awarded to an underwriter using a 'Financial Surety Bond, then that purchaser is required to submit its Deposit to Springsted Incorporated in the form of a certified or cashier's check or wire transfer as instructed by Springsted Incorporated not later than 3:30 P.M., Central Time, on the next business day following the award. If such Deposit is not received by that time, the Financial Surety Bond may be drawn by the City to :satisfy the Deposit requirement. The City will deposit the check of the purchaser, the amount of which will be deducted at settlement and no interest will accrue to the purchaser. In the event the purchaser fails to comply with the accepted proposal, said amount will be retained by the City. No proposal can be withdrawn or amended after the time set for receiving proposals unless the meeting of the City scheduled for award of the Bonds is adjourned, recessed, or continued to another date without award of the Bonds having been made. Rates shall be in integral multiples of 5/100 or 1/8 of 1%. Rates must be in ascending order. Bonds of the same maturity shall bear a single rate from the date of the Bonds to the date of maturity. No conditional proposals will be accepted. AWARD The Bonds will be awarded on the basis of the lowest interest rate to be determined on a true interest cost (TIC) basis. The City's computation of the interest rate of each proposal, in accordance with customary practice, will be controlling. The City will reserve the right to: (i) waive non -substantive informalities of any proposal or of matters relating to the receipt of proposals and award of the Bonds, (ii) reject all proposals without cause, and, (iii) reject any proposal which the City determines to have failed to comply with the terms herein. BOND INSURANCE AT PURCHASER'S OPTION If the Bonds qualify for issuance of any policy of municipal bond insurance or commitment therefor at the option of the underwriter, the purchase of any such insurance policy or the issuance of any such commitment shall be at the sole option and expense of the purchaser of the Bonds. Any increased costs of issuance of the Bonds resulting from such purchase of insurance shall be paid by the purchaser, except that, if the City has requested and received a rating on the Bonds from a rating agency, the City will pay that rating fee. Any other rating agency fees shall be the responsibility of the purchaser. Failure of the municipal bond insurer to issue the policy after Bends have been awarded to the purchaser shall not constitute cause for failure or refusal by the purchaser to accept delivery on the Bonds. CUSIP NUMBERS If the Bonds qualify for assignment of CUSIP numbers such numbers will be printed on the Bonds, but neither the failure to print such numbers on any Bond nor any error with respect thereto will constitute cause for failure or refusal by the purchaser to accept delivery of the Bonds. The CUSIP Service Bureau charge for the assignment of CUSIP identification numbers shall be paid by the purchaser. SETTLEMENT Within 40 days following the date of their award, the Bonds will be delivered without cost to the purchaser at a place mutually satisfactory to the City and the purchaser. Delivery will be subject to receipt by the purchaser of an approving legal opinion of Faegre & Benson LLP, of Minneapolis, Minnesota, and of customary closing papers, including a no -litigation certificate. On the date of settlement, payment for the Bonds shall be made in federal, or equivalent, funds which shall be received at the offices of the City or its designee not later than 12:00 Noon, Central Time. Except as compliance with the terms of payment for the Bonds shall have been made impossible by action of the City, or its agents, the purchaser shall be liable to the City for any loss suffered by the City by reason of the purchaser's non-compliance with said terms for payment. CONTINUING DISCLOSURE In accordance with SEC Rule 15c2-12(b)(5), the City will undertake, pursuant to the resolution awarding sale of the Bonds and a Continuing Disclosure Certificate, to provide annual reports and notices of certain events. A description of this undertaking is set forth in the Official Statement. The purchaser's obligation to purchase the Bonds will be conditioned upon its receiving the Continuing Disclosure Certificate at or prior to delivery of the Bonds. OFFICIAL STATEMENT The City has authorized the preparation of an Official Statement containing pertinent information relative to the Bonds, and said Official Statement will serve as a nearly -final Official Statement within the meaning of Rule 15c2-12 of the Securities and Exchange Commission. For copies of the Official Statement or for any additional information prior to sale, any prospective purchaser is referred to the Financial Advisor to thei City, Springsted Incorporated, 85 East Seventh Place, Suite 100, Saint Paul, Minnesota 55101, telephone (651) 223-3000. The Official Statement, when further supplemented by an addendum or addenda specifying the maturity dates, principal amounts and interest rates of the Bonds, together with any other information required by law, shall constitute a "Final Official Statement" of the City with respect to the Bonds, as that term is defined in Rule 15c2-12. By awarding the Bonds to any underwriter or underwriting syndicate submitting a proposal therefor, the City agrees that, no more than seven business days after the date of such award, it shall provide without cost to the senior managing underwriter of the syndicate to which the Bonds are awarded 75 copies of the Official Statement and the addendum or addenda described above. The City designates the senior managing underwriter of the syndicate to which the Bonds are awarded as its agent for purposes of distributing copies of the Final Official Statement to each Participating Underwriter. Any underwriter delivering a proposal with respect to the Bonds agrees thereby that if its proposal is accepted by the City (i) it shall accept such designation and (ii) it shall enter into a contractual relationship with all Participating Underwriters of the Bonds for purposes of assuring the receipt by each such Participating Underwriter of the Final Official Statement. Dated February 22, 1999 BY ORDER OF THE CITY COUNCIL /s/ William Elrite Finance Director/City Clerk 2/18/99 11:14 AM 3. Springsted Incorporated is authorized and directed to negotiate the Bonds in accordance with the foregoing Terms of Proposal. The City Council will meet at 7:00 p.m. on Monday, April 12, 1999, to consider proposals on the Bonds and take other appropriate action with respect to the Bonds. 4. In the resolution awarding the sale of the Bonds the City Council will set forth the covenants and undertakings required by the Act. M1:469222.01 3 ORDINANCE AUTHORIZING ISSUANCE First Reading: Second Reading: Motion for adoption: Second: upon vote being taken thereon the following members voted in favor of the motion: and the following voted against: whereupon the ordinance was declared duly passed and adopted. Publication: M 1:469222.01 4 ORDINANCE AUTHORIZING ISSUANCE STATE OF MINNESOTA ) COUNTY OF ANOKA ) CITY OF COLUMBIA HEIGHTS ) I, the undersigned, being the duly qualified and acting Deputy City Clerk of the City of Columbia Heights, Minnesota, hereby certify that I have carefully compared the attached and foregoing Ordinance No. , with the original on file in my office and the foregoing is a full, true and correct copy of Ordinance No. WITNESS My hand as Deputy City Clerk and the corporate seal of the City this day of ,1999. Deputy City Clerk City of Columbia Heights, Minnesota (SEAL) M I :469222.01 5 ORDINANCE AUTHORIZING ISSUANCE ORDINANCE NO. PROVIDING FOR THE ISSUANCE AND SALE OF $860,000 GENERAL OBLIGATION IMPROVEMENT BONDS, SERIES 1999A The City of Columbia Heights does ordain: It is hereby determined that: (a) the following assessable public improvements (the Improvements) have been made, duly ordered or contracts let for the construction thereof, by the City pursuant to the provisions of Minnesota Statutes, Chapter 429 (Act); Total Project Designation &Description: Project Cost Project Costs: 1998 Zone 3 Improvements $ 749,000 1999 Alley Improvements 532,500 2000 Zone 4 Improvements 500,000 Less Other Funding Sources (940,731) Net Project Costs $ 840,769 Costs of Issuance 15,120 Discount 6,880 Rounding 2 769) TOTAL 860,000 (b) it is necessary and expedient to the sound financial management of the affairs of the City to issue $860,000 General Obligation Improvement Bonds, Series 1999A (Bonds) pursuant to the Act to provide financing for the Improvements. 2. To provide financing for the Improvements, the City will issue and sell Bonds in the amount of $853,120. To provide in part the additional interest required to market the Bonds at this time, additional Bonds will be issued in the amount of $6,880. The excess of the purchase price of the Bonds over the sum of $853,120 will be credited to the debt service fund for the Bonds for the purpose of paying interest first coming due on the Bonds. The Bonds will be issued, sold and delivered in accordance with the terms of the: following Terms of Proposal: M 1:463665.01 1 ORDINANCE AUTHORIZING ISSUANCE THE CITY HAS AUTHORIZED SPRINGSTED INCORPORJkTED TO NEGOTIATE THIS ISSUE ON ITS BEHALF. PROPOSALS WILL BE RECEIVED ON THE FOLLOWING BASIS: TERMS OF PROPOSAL $860,000 CITY OF COLUMBIA HEIGHTS, MINNESOTA GENERAL OBLIGATION IMPROVEMENT BONDS, SERIES 1999A (BOOK ENTRY ONLY) Proposals for the Bonds will be received on Monday, April 12, 1999, until 10:00 A.M., Central Time, at the offices of Springsted Incorporated, 85 East Seventh Place, Suite 100, Saint Paul, Minnesota, after which time they will be opened and tabulated. Consideration for award of the Bonds will be by the City Council at 7:00 P.M., Central Time, of the same day. SUBMISSION OF PROPOSALS Proposals may be submitted in a sealed envelope or by fax (651) 223-3002 to Springsted. Signed Proposals, without final price or coupons, may be submitted to Springsted prior to the time of sale. The bidder shall be responsible for submitting to Springsted the final Proposal price and coupons, by telephone (651) 223-3000 or fax (651) 223-3002 for inclusion in the submitted Proposal. Springsted will assume no liability for the inability of the bidder to reach Springsted prior to the time of sale specified above. All bidders are advised that each Proposal shall be deemed to constitute a contract between the bidder and the City to purchase the Bonds regardless of the manner of the Proposal submitted. DETAILS OF THE BONDS The Bonds will be dated May 1, 1999, as the date of original issue, and will bear interest payable on February 1 and August 1 of each year, commencing February 1, 2000. Interest will be computed on the basis of a 360-day year of twelve 30-day months. The Bonds will mature February 1 in the years and amounts as follows: 2001 $ 50,000 2005 $ 95,000 2009 $ 85,000 2002 $105,000 2006 $ 90,000 2010 $ 65,000 2003 $100,000 2007 $ 90,000 2004 $ 95,000 2008 $ 85,000 BOOK ENTRY SYSTEM The Bonds will be issued by means of a book entry system with no physical distribution of Bonds made to the public. The Bonds will be issued in fully registered form and one Bond, representing the aggregate principal amount of the Bonds maturing in each year, will be registered in the name of Cede & Co. as nominee of The Depository Trust Company ("DTC"), New York, New York, which will act as securities depository of the Bonds. Individual purchases of the Bonds may be made in the principal amount of $5,000 or any multiple thereof of a single maturity through book entries made on the books and records of DTC and its participants. Principal and interest are payable by the registrar to DTC or its nominee as registered owner of the Bonds. Transfer of principal and interest payments to participants of DTC will be the responsibility of DTC; transfer of principal and interest payments to beneficial owners by participants will be the responsibility of such participants and other nominees of beneficial owners. The purchaser, as a condition of delivery of the Bonds, will be required to deposit the Bonds with DTC. REGISTRAR The City will name the registrar which shall be subject to applicable SEC regulations. The City will pay for the services of the registrar. OPTIONAL REDEMPTION The City may elect on February 1, 2007, and on any day thereafter, to prepay Bonds due on or after February 1, 2008. Redemption may be in whole or in pail and if in part at the option of the City and in such manner as the City shall determine. If less than all Bonds of a maturity are called for redemption, the City will notify DTC of the particular amount of such maturity to be prepaid. DTC will determine by lot the amount of each participant's interest in such maturity to be redeemed and each participant will then select by lot the beneficial ownership interests in such maturity to be redeemed. All prepayments shall be at a price of par plus accrued interest. SECURITY AND PURPOSE The Bonds will be general obligations of the City for which the City will pledge its full faith and credit and power to levy direct general ad valorem taxes. In addition the City will pledge special assessments against benefited property. The proceeds will be used to finance street and alley improvements within the City. TYPE OF PROPOSALS Proposals shall be for not less than $853,120 and accrued interest on the total principal amount of the Bonds. Proposals shall be accompanied by a Good Faith Deposit ("Deposit") in the form of a certified or cashier's check or a Financial Surety Bond in the amount of $8,600, payable to the order of the City. If a check is used, it must accompany each proposal. If a Financial Surety Bond is used, it must be from an insurance company licensed to issue such a bond in the State of Minnesota, and preapproved by the City. Such bond must be submitted to Springsted Incorporated prior to the opening of the proposals. The Financial Surety Bond must identify each underwriter whose Deposit is guaranteed by such Financial Surety Bond. If the Bonds are awarded to an underwriter using a Financial Surety Bond, then that purchaser is required to submit its Deposit to Springsted Incorporated in the form of a certified or cashier's check or wire transfer as instructed by Springsted Incorporated not later than 3:30 P.M., Central Time, on the next business day following the award. If such Deposit is not received by that time, the Financial Surety Bond may be drawn by the City to satisfy the Deposit requirement. The City will deposit the check of the purchaser, the amount of which will be deducted at settlement and no interest will accrue to the purchaser. In the event the purchaser fails to comply with the accepted proposal, said amount will be retained by the City. No proposal can be withdrawn or arnended after the time set for receiving proposals unless the meeting of the City scheduled for award of the Bonds is adjourned, recessed, or continued to another date without award of the Bonds having been made. Rates shall be in integral multiples of 5/100 or 1/8 of 1%. Rates must be in ascending order. Bonds of the same maturity shall bear a single rate from the date of the Bonds to the date of maturity. No conditional proposals will be accepted. AWARD The Bonds will be awarded on the basis of the lowest interest rate to be determined on a true interest cost (TIC) basis. The City's computation of the interest rate of each proposal, in accordance with customary practice, will be controlling. The City will reserve the right to: (i) waive non -substantive informalities of any proposal or of matters relating to the receipt of proposals and award of the Bonds, (ii) reject all proposals without cause, and, (iii) reject any proposal which the City determines to have failed to comply with the terms herein. BOND INSURANCE AT PURCHASER'S OPTION If the Bonds qualify for issuance of any policy of municipal bond insurance or commitment therefor at the option of the underwriter, the purchase of any such insurance policy or the issuance of any such commitment shall be at the sole option and expense of the purchaser of the Bonds. Any increased costs of issuance of the Bonds resulting from such purchase of insurance shall be paid by the purchaser, except that, if the City has requested and received a rating on the Bonds from a rating agency, the City will pay that rating fee. Any other rating agency fees shall be the responsibility of the purchaser. Failure of the municipal bond insurer to issue the policy after Bonds have been awarded to the purchaser shall not constitute cause for failure or refusal by the purchaser to accept delivery on the Bonds. CUSIP NUMBERS If the Bonds qualify for assignment of CUSIP numbers such numbers will be printed on the Bonds, but neither the failure to print such numbers on any Bond nor any error with respect thereto will constitute cause for failure or refusal by the purchaser to accept delivery of the Bonds. The CUSIP Service Bureau charge for the assignment of CUSIP identification numbers shall be paid by the purchaser. SETTLEMENT Within 40 days following the date of their award, the Bonds will be delivered without cost to the purchaser at a place mutually satisfactory to the City and the purchaser. Delivery will be subject to receipt by the purchaser of an approving legal opinion of Faegre & Benson LLP, of Minneapolis, Minnesota, and of customary closing papers, including a no -litigation certificate. On the date of settlement, payment for the Bonds shall be made in federal, or equivalent, funds which shall be received at the offices of the City or its designee not later than 12:00 Noon, Central Time. Except as compliance with the terms of payment for the Bonds shall have been made impossible by action of the City, or its agents, the purchaser shall be liable to the City for any loss suffered by the City by reason of the purchaser's non-compliance with said terms for payment. CONTINUING DISCLOSURE In accordance with SEC Rule 15c2-12(b)(5), the City will undertake, pursuant to the resolution awarding sale of the Bonds and a Continuing Disclosure Certificate, to provide annual reports and notices of certain events. A description of this undertaking is set forth in the Official Statement. The purchaser's obligation to purchase the Bonds will be conditioned upon its receiving the Continuing Disclosure Certificate at or prior to delivery of the Bonds. OFFICIAL STATEMENT The City has authorized the preparation of an Official Statement containing pertinent information relative to the Bonds, and said Official Statement will serve as a nearly -final Official Statement within the meaning of Rule 15c2-12 of the Securities and Exchange Commission. For copies of the Official Statement or for any additional information prior to sale, any prospective purchaser is referred to the Financial Advisor to the City, Springsted Incorporated, 85 East Seventh Place, Suite 100, Saint Paul, Minnesota 55101, telephone (651) 223-3000. The Official Statement, when further supplemented by an addendum or addenda specifying the maturity dates, principal amounts and interest rates of the Bonds, together with any other information required by law, shall constitute a "Final Official Statement" of the City with respect to the Bonds, as that term is defined in Rule 15c2-12. By awarding the Bonds to any underwriter or underwriting syndicate submitting a proposal therefor, the City agrees that, no more than seven business days after the date of such award, it shall provide without cost to the senior managing underwriter of the syndicate to which the Bonds are awarded 35 copies of the Official Statement and the addendum or addenda described above. The City designates the senior managing underwriter of the syndicate to which the Bonds are awarded as its agent for purposes of distributing copies of the Final Official Statement to each Participating Underwriter. Any underwriter delivering a proposal with respect to the Bonds agrees thereby that if its proposal is accepted by the City (i) it shall accept such designation and (ii) it shall enter into a contractual relationship with all Participating Underwriters of the Bonds for purposes of assuring the receipt by each such Participating Underwriter of the Final Official Statement. Dated February 22, 1999 BY ORDER OF THE CITY COUNCIL /s/ William Elrite Finance Director/City Clerk 2/18/99 11:14 AM 3. Springsted Incorporated is authorized and directed to negotiate the Bonds in accordance with the foregoing Terms of Proposal. The City Council will meet at 7:00 p.m. on Monday, April 12, 1999, to consider proposals on the Bonds and take any other appropriate action with respect to the Bonds. M 1:463665.01 2 ORDINANCE AUTHORIZING ISSUANCE First Reading: Second Reading: Motion for adoption: Second: upon vote being taken thereon the following members voted in favor of the motion: and the following voted against: whereupon the ordinance was declared duly passed and adopted. Publication: M 1:463665.01 3 ORDINANCE AUTHORIZING ISSUANCE STATE OF MINNESOTA ) COUNTY OF ANOKA ) CITY OF COLUMBIA HEIGHTS ) I, the undersigned, being the duly qualified and acting Deputy City Clerk of the City of Columbia Heights, Minnesota, hereby certify that I have carefully compared the attached and foregoing Ordinance No. , with the original on file in my office and the foregoing is a full, true and correct copy of Ordinance No WITNESS My hand as Deputy City Clerk and the corporate seal of the City this day of ,1999. Deputy City Clerk City of Columbia Heights, Minnesota (SEAL) M 1:463665.01 4 ORDINANCE AUTHORIZING ISSUANCE CITY COUNCIL LETTER of: February 22, 1999 t AGEN A SECTION: OTHER BUSINESS ORIGINATING DEPT.: CITY MANAGER NO: CommunityDevclo ment APPROVAL ITEM: Sign Ordinance Amendment (Ord. No. 1383) BY: Joe HollmancI BY: NO: - % - .L DATE: February 1 , 9 Issue Statement: Staff has been directed to review Section 9.117A of the Columbia Heights Zoning Ordinance which regulates size and placement of signs. Background: Staff is aware that there is some concern among the City Council, about signage requirements in the Zoning Ordinance. In particular, the lack of flexibility and strict square footage requirements seem to be the subject of this concern. Note that the entire Sign Ordinance is subject to revision during the Zoning Ordinance rewrite, but the proposed amendment will provide a more timely resolution. Analysis: In response to these concerns, staff has reviewed the Ordinance requirements and offers the following comments. 1. Section 9.117A(10)(b)(i) allows any number of wall signs not to exceed 100 square feet of total surface area. This is further restricted by Section 9.117A(10)(c) which states that total signage shall not exceed two square feet for each front foot of building or structure. 2. One option to be considered regarding this requirement is that the 100 square foot maximum could be eliminated and the allowable square footage would be based solely on the size of the building. However, without a maximum, buildings with a large amount of frontage could potentially have an excessive amount of signage. 3. A second option is that the,nwaximum square footage for wall signage could be changed from 100 square feet to possibly 200 square feet. On properties with smaller buildings the amount of building frontage would determine the amount of square footage allowed. The maximum provides some assurance that no single building would have excessive signage. Another issue that needs consideration is whether an amendment should affect all the commercial and industrial zoning districts. In the LB, Limited Business District, the maximum square footage for wall signs is 50 square feet. The LB District is intended to be a neighborhood -oriented commercial district, and considering the uses permitted in this district, 50 square feet seems appropriate. The CBD, Central Business District allows a maximum of 100 square feet of wall signage. Considering the existing nature of our CBD which primarily consists of high density compact commercial development, the 100 square foot maximum seems appropriate. Note that shopping centers have a separate requirement and each business in a shopping center can have 2 square feet of signage for each front foot of the building that their business occupies. The RB, Retail Business District and GB, General Business District are also allowed 100 square feet of signage. This seems to be the problem area. It would seem that the RB and GB Districts are more auto -oriented in nature in which case a larger sign may be appropriate to attract moving traffic. 100 square feet is also the maximum amount of wall signage in the Industrial Districts. Larger signs may not be necessary in industrial districts as the businesses are typically not trying to attract customers and signs are used more for identification purposes. Also, staff has not observed any problems with the 100 square foot requirement in the industrial districts. Attached please find a copy of Ordinance No. 1383 along with a brief comparison of various cities Sign Ordinances prepared by staff and Jeff Bahe, Recommended Motions: Move to direct staff to initiate proceedings for a comprehensive review of Section 9.117A of the Zoning Ordinance which is the section of the Ordinance regulating signs. Move to waive the reading of Ordinance No. 1383 , there being ample copies available to the public. Move to establish March 8, 1999, at approximately 7:00 PM as the second reading of Ordinance No. 1383 which is an Ordinance amending Section 9.117A of ttie Columbia heiglits Zoning Ordinance. COUNCIL ACTION: ORDINANCE NO. 1383 BEING AN ORDINANCE AMENDING ORDINANCE NO. 853, CITY CODE OF 1977, PERTAINING TO ZONING AMENDMENTS The City of Columbia Heights does ordain: Section 1: Section 9.117A(10)(b)(i) of Ordinance No. 853, City Code of 1977, which currently reads as follows, to wit: 9.117A(10)(b)(i) Any number of wall signs on any side of a building not to exceed one hundred (100) square feet of total surface area for all wall sign surfaces and limited to one surface .per sign. Provided, however, that if a parcel of land on which a building is located directly abuts residentially zoned land, no wall sign may be located on the side of the building that faces the abutting residential parcel. Shall be repealed and hereafter be amended to read as follows: 9.117A(10)(b)(i) Any number of wall signs on any side of a building not to exceed one handred-(i99) two hundred (200) square feet of total surface area for all wall sign surfaces and limited to one surface per sign. Provided, however, that if a parcel of land on which a building is located directly abuts residentially zoned land, no wall sign may be located on the side of the building that faces the abutting residential parcel. Section 2: This Ordinance shall be in full force and effect form and after thirty (30) days after its passage. Offered by: Seconded by: Roll Call: First Reading: Second Reading: Date of Passage: Mayor Gary L. Peterson Jo -Anne Student, Council Secretary SIGN ORDINANCE COMPARISON City of Minnetonka For limited -tenant buildings (3 or fewer tenants) in the Limited and General Business Districts. • Buildings with less than 20,000 square feet, each tenant is allowed 100 square feet or 15% of wall face, whichever is less. Total wall signage for property can not exceed 150 square feet. • Buildings between 20,000 square feet - 100,000 square feet, each tenant is allowed 150 square feet or 10% of wall face, whichever is less. Total wall signage for property can not exceed 240 square feet. • Buildings between 100,000 square feet - 400,000 square feet, each tenant is allowed 200 square feet or 10% of wall face, whichever is less. Total wall signage for property can not exceed 300 square feet. City of Shoreview In commercial and industrial districts. • Buildings with less than 50,000 square feet: Sign area not to exceed 10% of the area of the total building elevation to which affixed but not less than 20 square feet • Buildings with more than 50,000 square feet: Sign area not to exceed 5% of the area of the total building elevation to which affixed but not less than ,40 square feet and not greater than 500 square feet. City of West St. Paul In the "B-3" General Business District. • The aggregate square footage of sign space per lot shall not exceed the sum of 4 square feet per front foot of building, plus one square foot per front foot of property not occupied by a building. • No individual sign surface shall exceed 100 square feet. St. Anthony Village In commercial and industrial districts • Allowed up to 2 square feet of signage per lineal foot of the property. • Total signage can not exceed 150 square feet. • Amount of signage allowed can not exceed 15% of the total wall surface area. City of New Brighton In general commercial/business district • Amount of wall signage allowed can not exceed 20% of wall surface area excluding windows and doors. • Maximum of 200 square feet. City of Fridley For C-1 Local Business District, C-2 General Business District, and C-3 General Shopping Center District • The total wall sign area shall not exceed 15 times the squ2xe root of the wall length on which the sign is to be placed. • Example - If a building is 49 feet long, the maximum amount of wall signage would be 105 square feet (square root of 49 is 7, so 7 x 15 = 105). "�' �� •COMPLETEAAI Cr CERTIRED BIfiAKF;'0 t • S �` • ALL NEW PARTS -1 YEAR 12, :R r `�` ='� � efts �►ob LABOR 90 DM tsx ens Antooid ;; C venue'"' 3 �v '55421 = , From: Jeff Bahe Jeffs Bobby & Stevees Autoworld Re: Signage Requirement r• - Y - in FF" r As you are aware, we feel the signage m for the City 44Columbia Hei is not up to par with other cities in the 'Twin City metr area. T I have done some research and gaihertid figure from other ci es in and around t metro area. Most cities figure the sign footage by mul iplying the heif hth by the width o: the building and then taking a percentage of that sumBelow one som individual cities' requirements with the percentage and maximum footaE e allowed. CITY LE CEi TALE AIL01 Anoka 100710 VED_ lbkXFOOTAGE 200 fI Blaine 10° 0 200 :ff BurnmAlie 1601. 300 Brooklyn park IM14 480 f1 Hilltop 2000 300 ft Edina Z(r 96011 As you can slue, the pattern is obviously much '- ter than the 100 feet now alloy by the City of Columbia Heights. We feel it would be to the benefit o the entire city as well as ourselves to reconcidler the laves concerning s 'age that are #ow in place. Thank you for your time, Jeff Bahe Jeffs Bobby & Steve's Autoworld PAID BY: Having authority ro do so, I hereby order the above products and services. parts and labor and grant pemussm to you ardror your employees ha to opsrme tits v�h cl� described for the purpose of testing and/or ropaci on. I hereby release ft al..named sorvies dealer and/or drtrirq d testxq inspection CREDIT CARD ❑ employees from any liability for lase, damage, or disappearance of said vehicles from any cause whatsover sa andla of dump thsx custody of said vehicle, except such liability as arim from their intentional aC a negMgerce, tt is urderaaxxi the final invoiced .y: r h ; - - •''<k.= i`Y `��` CASH ❑ pace on asl mstes a l)"rg IM-00 will not NOW the estimate by mote then 10 per Cent wit W my epprovW, I »Otter t0 pay t�etl whet) the or to pay on other terra satisfactory to you. UnW paid in full, the amount owing on tnis work shah cdtstiMe a Kerr on c k y �� r z _ •,; y s ; � s� r CHECK ❑ work a completed the mots velwcle. n correction is made by sun of otherwise, I agree to pay storage and correction costs and reasonable attorney a rasa , �t j HOUSE ❑ ❑ please telaptxm estimate. ❑ Return al replaced parts. ❑ 1 do not request a written estimate as tang as ❑ 1 do not want replaced parts• ft repair costa do not exceed $ ❑ Return replaced parts excluding exdrarge for con charge credit. r,,, •-; s •...- ; : •.^ - r D J o not ns9uaw a w6ttmt estimate. d- '- s":;• s _:.:,. ,u-:'. „-------'- '- • CITY COUNCIL LETTER It uouncii AGEND SECTION: OTHER BUSINESS ORIGINATING DEPT.: NO: 1107 FINANCE ITEM: WATER METER REPLACEMENT BY: WILLIAM ELRITE PROJECT I�t DATE:1/28/99 NO: '1'�"r ot: rebruary 22, 1999 CITY MANAGER APPROVAL BY: DATE: Attached to this Council Letter is information that was handed out and reviewed with the City Council in May of 1998 and June of 1996. In 1996 the City Council authorized the installation of 100 radio -read meters as a demonstration project to determine how successful the use of radio -read meters is and their efficiency. Since their installation they have been read from handheld radio units on a regular basis, and have proven to be very efficient and successful. It is staff s recommendation that the City continue the project ofreplacing all water meters with radio -read meters. The attached cost information sheet that was reviewed at the work session on June 3, 1996, laid out three alternatives. It is staff s recommendation to proceed with the third alternative to pick up 50% of the meter replacement cost through the use of City utility funds, and to charge residents the other 50% through a surcharge added to their utility bill. If the cost is spread over 10 years the: surcharge on their bill will amount to approximately $1 per month, or $3 per billing quarter. Staffreviewed this item with the City Council at the work session on February 1,1999. Based on that review, it is staff s recommendation to install radio -read meters in all residential accounts in the City. Meters that are less than 10 years old and are in good working condition would be modified with a radio -read unit. Meters older than 10 years or meters that are not in good working condition would be totally replaced with a new meter. The cost of the project is estimated at $1,242,500. This is a reduction of $33,000 from U.S. Filter's original proposal. The reduction is a result of U.S. Filter donating the vehicle transceiver reading device to the City at no cost, and a slight reduction in computer software costs. The funding for this proposal will be accomplished by selling a $600,000 bond. This bond would be repaid by adding $1 per month on each residential utility bill, thus repaying the entire bond over a 10-year period. The remaining cost of this project, approximately $642,500, would be split equally between the refase fund and the sewer construction fund. Under the proposal U.S. Filter would handle the entire installation process, which they estimate would be completed in approximately 6 months. RECOMMENDED MOTION: Move to authorize the Mayor and City Manager to enter into an agreement with U.S. Filter for the installation of residential radio -read water meters throughout the City based on their proposal of April 30, 1996, at a cost of $1,242,500 for the installation of 5,500 radio -read meters, with $600,000 in funding for this project coming from a bond sale, and the remaining costs coming from the sewer construction fund and the refuse utility fund. WE:dn 9901286 COUNCIL ACTION: 4 CITY OF COLUM 31A HEIGHTS; DATE: MAY 29, 1998 TO: WALT FEHST CITY MANAGER FROM: WILLIAM ELRITE.A— " �' FINANCE DIRECTOR RE: WATER METER REPLACEMENT PROJECT The City received proposals for an automated meter replacement system on April 30, 1996. These proposals were reviewed by staff and the City Council, and the decision was made to go with WaterPro, utilizing Sensus meters, as WaterPro had provided the most cost effective, efficient proposal. Based on this decision, the City Council approved installing 100 test meters. These were installed, and for over a year these meters have been read using the automated handheld reading unit. At the present time the system is operating very efficiently and effectively on these 100 meters. Subsequently, it is staff s recommendation to proceed with a complete water meter replacement throughout the City of Columbia Heights. I would like to see this item placed on the upcoming City Council work session for discussion purposes. I have attached a copy of my memo from June 3, 1996 outlining some financing alternatives. In addition, I will have more information available for handouts at the actual work session. If there is anything additional you would like on this subject, please let me know. WE:dn 9805292 Attachment DATE: DUNE 3a 199b TO: MAYOR JOSEPH STURDEVENT COUNCIL MEMBERS DONALD JOLLY MEG JONES GARY PETERSON ROBERT RUE�T FROM: WILLIAM ELRITE FINANCE DIRECTOR RE: FINANCING ALTERNATIVES FOR THE NEW METER SYSTEM The attached schedule shows some alternatives for financing the cost of the meter system, with an alternative for the entire cost of the new meter system being charged to the customer, the entire cost being picked up by the City, and a proration of the cost between the City and the customer. AD alternatives are based on the City providing the up -front cash from the water, sewer and refuse funds to finance the meter system. The second alternative is to finance the system through lease -pin -chase. Attached is an excerpt from one proposal on leasing alternatives. The lease rates in this alternative are very favorable ind would be a very viable alternative for the up -front funding of the new meter system. WE:dn 9W032 City of Columbia Heights Water Meter Read System Cost Information for the Work Session of June 3,1996 Approximate number of meters Estimated cost of a radio read system Average meter cost installed Water 6 Sewer 2 yr average annual revenue Water Fund Sewer Fund Water & Sewer increase in revenue due to more accurate meters Projected on a minimal 5% increase in accuracy Water Fund Sewer Fund Elimination of meter reader eosition 51500 1,275,500 231.91 1,069,458 999,348 53,473 49,967 Funds Avaiiabie Water 229,000 Sewer 926,680 Refuse 398,666 altematives Altemative 1 Charge the customer for the full cost of new meters One time charge 231.91 Monthly charge (0% interest) over 5 years 3.87 Monthly charge (0% interests over 10 years 1.93 Alternative 2 City picks up the entire cost Total Cash cost 1,275,500 5 year savings Increased revenue due to more accurate meters 517.202 Elimination of meter reader position 149,078 Total cost jsavings _ 666,280 iiV77l VI er� 7yi++.7^�i'.i-• �y �,• f: s{�. •;.'ir. �.•fnt� �'. w; T777. !'!!.:•' 220 Alternative 3 Customer Charge 637,750 One time charge 115.95 Monthly charge (0% interest) over 5 years 1.93 Monthly charge (0% interest) over 10 years 0.97 City cash cost 637,750 Increased revenue due to more accurate meters 517,202 Elimination of meter reader position 149,078 Pat adi �� j r 5 s� { 1 11 (D WASeNSUS,. WATER METER READ SYSTEM COLUMBIA HEIGHTS, MINNESOTA February 15, 1999 Purpose of Proposal US Filter has been in the business of providing quality water and wastewater products and services to communities and contractors in the Upper Midwest for more than 29 years. As a local dealer/distributor of the Sensus line of water meters and electronics, we have consistently led their network of distributors in sales and service nationwide. it is our distinct privilege to offer an updated price profile concerning the Water Meter Read System Proposal submitted in April 1996. Due to efficiencies created from centralizing several key aspects of the installation function, we are able to actually reduce the overall cost of the project by offering the mobile RadioRead device called a Vehicle Transceiver Unit or VXU to you at no charge. The new updated proposal reflects this as a $ 33,000.00 saving from the previously submitted proposal. As before, US Filter proposes to install a fully integrated turnkey system consisting of meters, meter transceiver units or MXU's, data collection devices, software, training and installation. The only change to the original proposal is that we are now able to provide a much easier to use software platform (AutoRead 99 a Windows 95/98/NT program) from which to work and again a lower price for the overall project. US Filter representatives have familiarized themselves with the City of Columbia Heights' metering, reading and billing situation and we feel that we are uniquely capable of installing and finally turning over to the City a cost effective, state of the art, water meter reading and billing system. The Cities of Eagan, Cottage Grove and New Brighton to name but just a few are currently using the TouchRead system, and Waconia as well as the City of Mounds View are using the PhonRead system, additionally Robbinsdale, Milaca, Stillwater and Cottage Grove also use Radio%2d. In all, the Sensus AutoRead software has been interfaced with over 2,000 utilities nationwide. Columbia Heights' BRC billing software is already set up to interface with the AutoRead software. As you can see from the "BIDDER EXPERIENCE" submittal sheet, 'US Filter has supervised and managed many turnkey projects not only in Minnesota, but in other parts of the country as well. No one else offers this track record of success. US Filter recognizes and fully accepts the City's specifications as received and take no exceptions to the specifications of the hardware and software on this project. US Filter will submit a "Performance Bond" for 100% of the contract: price at the time of the contract signing. 1 Proposal for the City of Columbia Heights, Minnesota (changed out in less than 1 year) February 15, 1999 QtX Description -Unit Amount Extended Amount 5500 Sensus SRII meters with ECR registers $75.00 $412,500.00 5500 Sensus #505 RadioRead MXU with Bracket $125.00 $687,500.00 5500 Installations by US Filter crews $25.00 $137,500.00 Sensus AutoRead 99 (Windows based) software and 1 all accesories $5,000.00 $5,000.00 Install, Train and supervise City personnel on STARS 1 software $0.00 $0.00 1 Sensus VXU with laptop and STRIPES software $0.00 $0.00 Total $1,242,500.00 Optional Replacement of old meters and upgrading existing newer meters 4500 Sensus SRII meters with ECR registers $75.00 $337,500.00 1000 Conversions for existing SR meters $58.00 $58,000.00 5500 Sensus #505 RadioRead MXU with Bracket $125.00 $687,500.00 5500 Installations by US Filter crews $25.00 $137,500.00 1 Sensus AutoRead 99 (Windows based) software and $5,000.00 $5,000.00 Install, Train and supervise City personnel on STARS 1 software $0.00 $0.00 1 Sensus VXU with laptop and STRIPES software $0.00 $0.00 Total $1,225,500.00 "Prices above include all applicable sales taxes. 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'i� 00 a1Cl-- p t-- O 00 p > 00 C(�O ^p 00 In �n � A (� C>~ a ro- �o �p GC N CL ; t— to � t— r r-00 3 d z >, s d w d ,,z co 2 z¢ d a d d d - x cz o, _ - d �y � � o a � � CA o C7 3 � � 3 w ,• � U eta CL U w tYi at , CZ cz 4 f AGEr NO: ITEM NO: CITY COUNCIL LETTER SECTION: OTHER BUSINESS WATER AND SEWER RATE INCREASES c;. 00 Council ORIGINATING DEPT FINANCE BY: WILLIAM ELRITE DATE: 1 /28/99 CITY MANAGER APPROVAL BY: DATE: The last water and sewer utility rate increases were in 1995, which was only the second utility rate increase since 1981. In general, the City has done an excellent job in maintaining costs and not increasing utility rates. However, this has created some minor problems. First, the last three years have resulted in small operating losses in the sewer operating fund. A rate increase is necessary in the sewer fund to bring the operating account to a profitable level. The construction account in the sewer fiend currently has a cash balance in excess of $1 million, so a rate increase for sewer construction purposes is not necessary at this time. The operating account in the water fund has been operated at a slight profit in recent years. However, there are no construction funds available in the water fund, and it is necessary to bond for the water construction projects that were done in 1998 and plan to be done in future years. A rate increase in the water fund is necessary to pay for the water construction bonds. In addition, for several years the City has reviewed and considered a water meter replacement program. The meters currently in place in the majority of the City are old and are not operating at total efficiency. A radio - read system was reviewed with the City Council in the past. It is staff s recommendation that we proceed with the installation of radio -read meters throughout the City and pass a portion of the cost on to the citizens through a surcharge on their utility bill. Staff reviewed the recommended rate increases with the City Council at the work session on February 1, 1999. The attached resolution reflects that discussion. Also attached is a projection showing the effect that each rate increase on a minimum bill, an average bill, and an income -qualified senior citizen bill. The total rate increase brings our water rate in line with the rate charged by Minneapolis. Staff will be available at the Council meeting to answer any additional questions. RECOMMENDED MOTION: Move to waive the reading Resolution 99- 17 there being ample copies available to the public. RECOMMENDED MOTION: Move to adopt Resolution 9917 being; a resolution setting rates on sewer disposal and water supply in the City of Columbia Heights. WE:dn 9901284 COUNCIL ACTION: RESOLUTION 99- SETTING RATES ON SEWAGE DISPOSAL. AND WATER SUPPLY IN THE CITY OF COLUMBIA HEIGHTS BE IT HEREBY RESOLVED by the City Council of the City of Columbia Heights, that: In accordance with the operating costs and rates to be paid by the City of Columbia Heights to the Metropolitan Council Environmental Services and the Minneapolis Water Department, the following rates shall be put into effect as of April 1, 1999, on all billings rendered thereafter: 1. Water Supply Rates: The water rate shall be a minimum of $14.40 per quarter on a quarterly basis per family unit for the first 600 cubic feet of water or less. The rate shall be $1.55 per 100 cubic feet used for all water used beyond the 600 cubic feet minimum. 2. Sewer Disposal Rates: The minimum sewer disposal charge shall be $33.00 per quarter on a quarterly basis per family unit for the first 2,200 cubic feet of water usage per quarter; and $1.50 per 100 cubic feet thereafter to a maximum charge of $45.00 per quarter. The rate for commercial/industrial users shall be based on water consumption at $1.50 per 100 cubic feet. Any residential service hooked up to the Columbia Heights sanitary sewer system, that is not also hooked up to the Columbia Heights water distribution system, shall pay a flat quarterly sewer fee equal to the maximum quarterly sewer disposal charge in effect at the time a billing is rendered; unless a water meter reading is provided recording a lower reading than 3,000 cubic feet. in a quarter for which the current rate down to the minimum shall apply. 3. Senior Citizen Rate: For eligible senior citizens, the following minimum rates will be used. All usage over the minimum will be billed at the above rates. Minimum Sewage Disposal $16.22/quarter Minimum Water Use $ 9.32/quarter 4. Water Meter Surcharae To cover a portion of the cost to replace all residential water meters there will be a $1.00 per month or $3.00 per quarter surcharge added to all residential utility bills until such time as all bonds for the meter replacement project are paid in full. BE IT FURTHER RESOLVED that all foregoing rates are made in order to meet the additional cost to the City of Columbia Heights for these respective services. Passed this day of 1999. Offered by: Seconded by: Roll Call: Joseph Sturdevant, Mayor Jo -Anne Student, Council Secretary 9901284 COLUMBIA HEIGHTS INCREASE ON UTILITY BILLS Projections are based on a water rate of $1.55/ccf and a sewer rate of $1.50/ccf Prepared 02/18/99 MINIMUM BILL CURRENT PROJECTED Residential Residential Increase Water $13.20 $14.40 Sewer 28.60 33.00 Refuse 38.55 38.55 Recycling/yard waste 9.54 9.54 Sales tax 3.76 3.76 Meter surcharge 0.00 3.00 $93.65 $102.25 AVERAGE BILL CURRENT PROJECTED Residential Residential Water $32.10 $36.10 Sewer 28.60 33.00 Refuse 38.55 38.55 Recycling/yard waste 9.54 9.54 Sales tax 3.76 3.76 Meter surcharge 0.00 3.00 $112.55 $123.95 .-_ "$11.40 SENIOR BILL CURRENT PROJECTED Residential Residential Increase Water $8.55 $9.32 Sewer 14.10 $16.22 Refuse 26.28 26.28 Recycling/yard waste 9.54 9.54 Sales tax 2.56 2.56 Meter surcharge 0.00 3.00 ,H $61.03 $66.91 $5.88 CITY OF COLUMBIA HEIGHTS Meeting of: February 22, 1999 AGENDA SECTION: OTHER BUSINESS ORIGINATING DEPARTMENT: CITY MANAGER NO: 17 Community Development APPROVAL ITEM: TIF Special Legislation BY: Kenneth R. Anderson ' - • 3 DATE: February 12, 1999 BACKGROUND: The Columbia Heights Economic Development Authority has engaged Springsted, Inc. to perform a review of our Tax Increment Financing Districts within the City of Columbia Heights. Nick Skarich of Springsted, Inc. was present to discuss the TIF report in detail with the EDA at a special meeting held February 9, 1999. Furthermore, the EDA discussed the proposed special legislation (see attached) drafted by Steve Bubul of Kennedy and Graven, Chartered. The EDA held the special meeting for review of possible alternative funding sources to meet the projected TIF cash flow deficits. The City Council also met and discussed this matter at the work session held on February 1, 1999. Mr. Anderson presented Commissioner R:uettimann's suggestion to consider alternative sources of City funding to meet projected deficits. ANALYSIS: The report findings indicate that the cash flow deficits in the TIF Districts are projected to be more severe in the very early years; however, the deficits improve over time in future years. The analysis shown in the TIF Report on the yellow sheets in Exhibits Al through J1 reflect the current status of the City's TIF Districts. Exhibits A2 through J2 on the blue copy reflect the impact of special legislation which would repeal the use of frozen tax rates. This legislation would currently affect the K2 - MURP District and the N7 - 53`' Avenue (Medtronic District). Exhibits A3 through J3 reflect the impact of a potential class rate reduction to three (3) percent for commercial/industrial property. This is the current target class rate set by legislation. All the projections reflect the pooling of excess funds as currently authorized by State Statute. Exhibit F1 on the yellow copy illustrates that based on the assumptions used, the projected total shortfall in 2012 with the current tax rate of 3.5% will be $287,066. This shortfall means that all TIF obligations will be met including the repayment of the $854,379 inter -fund loans with the exception of the shortfall amount. Exhibit F2 in the blue copy illustrates that the shortfall willbe reduced to a total of $104,501. This analysis assumes that the special legislation as drafted and attached hereto will be adopted and will delete the frozen tax rates in K2 and N7. The final analysis shown in Exhibit F3 (see orange copy) will result in a total shortfall of $1,675,759. This scenario assumes the Legislature will proceed with a reduction of class rates from the current 3.5 percent to 3 percent. This scenario is a worst case outcome and will result in no repayment of the inter -fund loans. In addition, other factors may be considered to improve the shortfall; in all three scenarios. It is important to note that this analysis does not include the HRA maximum levy of approximately $80,000 to help offset these shortfalls. Also, staff recommends the City/EDA apply for State TIF grant reimbursement by the deadline date of August 1, 1999. Also, the cash flow shortfall will be improved if J City Council Meeting February 22, 1999 Tax Increment Report Page two the City chooses to pursue the refunding bond issue discussed at the :February 1, 1999 work session. The preliminary analysis indicated an additional savings of approximately $105,000 over the life of the pooled TIF Districts. Finally, alternative revenue sources such as the Equipment Replacement Fund/Liquor Fund can be accessed to help offset the proposed shortfalls. Five options are outlined in the report for financing strategies to address the projected shortfalls. We expect that it may be necessary and advisable to consider the special legislation to offset the cash flow deficits within our TIF Districts as a result of changes by the State Legislature in the reduction in class rates. These reductions have reduced the tax burden for commercial/industrial properties which has also reduced the amount of tax increment received by the City/EDA. We should also keep in mind that the shortfalls may be less than projected if past market trends of increases in market values continues in the future. This factor combined with the proposed special legislation may eliminate the total cumulative projected shortfalls. Annual shortfalls in the earlier years may be funded with inter -fund loans as necessary on a short term basis. The EDA raised questions regarding where the inter -fund loan funds would be transferred from to meet the projected deficits in these early years. The Finance Director will be addressing this issue in separate correspondence. RECOMMENDATION: Staff recommends that all available options be pursued to prevent the use of local funds to meet these cash flow deficits including special legislation, bond refunding opportunities, State TIF grant, and lobby efforts to prevent further reduction in the class rates. The EDA moved to request the City Council adopt the motion listed below. RECOMMENDED MOTION: Move to authorize and direct staff to pursue special legislation as drafted by Kennedy and Graven, Chartered, to apply for available State TIF grant reimbursements, and recommend for City Council consideration the refunding of outstanding bond issue(s). Attachments COUNCIL ACTION: h:itr2-22-1999TIF IG:3TM Frm-~N~DY & G~q,~ ~1Z337131~] T-SDI P.a3/O3 ,ti bill.f'or an act relating to the .City of Columbia Htightx; authorizing certain twx, nditurex from certain tax ~crernent financing dixtrfcts BE IT EN^CrED BY THE LEGISLATUR~ OF ~ STATE OF MINNF.$OTA: Semion 1. [ORIGINAL LOCAL TAX RATE P.~iL~ASED.] The_ provisions of ~.,ction 469.177, mbdivi.~ion la do no~ apply to tax {~,--rement financing district n~s K2 (MURP). Mg (Sheffield), N7 {53~ Avenue) and p3/P4 (Hc~.,~in~ TIF No. l) in the City of Columbia Height,;. County for ~ ~ ~c~nt ~cts ~fe~cd in ~don l, ~l ~ ~d solely to ~V ~ncip~ of ~d ~te~st on ~y oo~n~ ~li~, ~er a~iica~0n of ~e ~s ~tbonzed to ~ s~nt ~r ~cu~ 3. ~ection 3. pOOLING ]P£RMrr'I~D.1 Natwich;;tanding ~V ~her ,,law m ~ gon~ ~ inme~nts from ~v t~ i~n[ Fm~in~ di~ in ~e city may ~ ~d to pay p~n~ 0f ~d interest on ~r~ding obhg~, ~ p~ of w~ch were u~d ro tin,ce ~fivities l~ed outsl~ ~ ~un~ies 0f ~ ~s~c~. ~ ~un~ quailing ~enL~ ~ ~~g ~hg~ions ~ a~phcad~ of t~c ~n~ od~in~lv ~]edled to~y tuch ~ts~int obligations. Section 4. IDEFItNITIO. NS.] For the purpo.se~ of t~s a~t, the term "out.n:.aachng 0bligia~mns" m,.._ ,,~s ~..~eeneral obli~at, ion bontl!s, issued by tl~e city of Co]urlal~ia Heiehts or any development authority controll.ed by the city, that were, issued before January 1, 199~ ~d were ~,:ured in whole or in gar~ with tax increment fnma anv tax increment financing Seclion 5. [EFleECTIVE DATE]. gections I thmueh 4 ~e eff~.-tive ulxm local ~approval in compIi~nce with tl~ _~iren',ems of Minnesota Statures, section 645.021; ~nd $~tions ] arid 9r ~pl¥ for taxes payable in 2000 and uhereaf'te_L. CITY COUNCIL LETTER. Meeting of: 2/22/99 AGENDA SECTION: ORIGINATING DEPARTMENT: CITY MANAGER NO: q OTHER Bt/5 1 NESS PUBLIC WORKS ITEM: R~PLACEMENT OF ATHEY MOBIL STREET BY: K. Hanse~ BY: SWEEPER, UNIT #0001 ~7 ' ~-~ ' /~ DATE: 2/18/9!~ DATE: Background: The Athey Mobil Street Sweeper, unit #0001, was purchased in 1990 with a bid of $111,898.20, less trade-in of $16,287.00, for a total purchase price of $95,611.20. Unit #0001 is a broom-type, high lift, 4- wheel street sweeper. When purchased, it was projected to have a 12 year life expectancy and it's 1998 replacement fund value is $75,833. The adopted 1999 budget has $85,000 allocated from fund #603-49510-5150 to replace the Athey Mobil Street Sweeper. The Athey Mobil Sweeper is nine years old and has an estimated trade-in value of $25,000 to $30,000. Most municipalities are trading-in their sweepers when they are between five and eight years old to maximize the trade-in value. Public Works has been dissatisfied with the performance and operation of this sweeper since it was purchased. We have worked with the dealer and the manufacturer repeatedly attempting to resolw~, poor performance issues, to no avail. After numerous service calls and adjustments, they concluded that this particular :model of sweeper is not well suited to clean up heavy sand, debris, leaves and paper, due to its small single engine design and limited hydraulic power. The Athey Mobil Sweeper has a history of hydraulic, brake, and air conditioning problems with a total history repair cost of $56,165. It is four years older than our Elgin Eagle Sweeper, has 293 fewer hours of operation, and has cost the City $8,732.07 more to repair and operate than the Elgin. If the Athey Mobile is not replaced, approximately $5,000 will have to be spent on parts to replace the sheet metal in the conveyor area, prior to the 1999 sweeping season. In addition to mechanical problems, the cab space is physically small which limits the manuverability of employees in the operation of the unit's controls, making it a safety issue. Analysis Conclusions: The City currently owns and operates two broom type, high lift, 4-wheel, street sweepers. One is the 1990 Athey Mobil and the other is the 1994 Elgin Eagle. To replace one o£ these sweepers today with a comparably equipped 4-wheel sweeper is estimated to cost about $135,000, without trade. The other type of sweeper available is a 3-wheel design. Advantages of 4-wheel sweepers: 1. They drive like a track 2. They can travel at a speed of 55 mph when not sweeping. 3. Generally speaking, they have better suspension than 3-wheel sweepers. 4. They have about the same operator visibility as a dump truck COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: 2/22/99 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORldS ITEM: REPLACEMENT OF ATHEY MOBIL STREET BY: K. Hansen BY: SWEEPER, UNIT #0001 DATE: 2/18/99 DATE: Disadvantages of 4-wheel sweepers: 1. Purchase price is generally $25,000 to $30,000 higher than for 3.-wheel sweepers. 2. Maintenance costs are higher than for 3-wheel sweepers. 3. They have difficulty sweeping street/alley approaches because of their long frame. 4. They have to pull alongside a dump truck to empty their load. Public Works, in a effort to improve the efficiency and effectiveness of street sweeping operations recommends replace the Athey Mobil 4-wheel sweeper with a 3-wheel sweeper. Three 3-wheel models, from Athey, Elgin, and Johnston, can be purchased of the state contract that will expire February 28, 1999. They were demonstrated, operated, and ranked by the Public Works Superintendent, Shop Supervisor, and City Street Crew Operators. The review criteria was: Overall functionality, owner reference, broom pickup, serviceability, repair accessibility, maneuverability, bin dump process, driver visibility, standard features, future city operations, availability of parts, vendor service, final cost and drive comfort. The Johnston is manufactured in California and has only recently be introduced outside of the West Coast. It has been on the market for less than ten years with very few having been sold in Minnesota. In staff's opinion, it has a serious draw back: When dumping in a dump truck on location, the operator has to back-up perpendicular to the truck when he empties the hopper. The Mobil is essentially the same design as the Elgin Pelican. The 3-wheel Athey has not sold well in Minnesota and from our discussion with the local vendor, it is staTf' s opinion that part availability and service may be a problem. Additionally, the Athey broom drives are available only in~ a hydraulic version which offers less power and pick-up capability than the mechanical drive version offered on the Elgin. Street Sweeping Contractors in the Twin Cities have historically chosen to use the 3 wheel Elgin Pelican sweeper because of it simplicity of maintenance and repair, maneuverability, broom pick-up, reliability, efficiency, availability of parts, customer service, reasonable cost and retention of resale value. Skilled operators can significantly reduce operational time by making use of the tight turning radius and front dumping capabilities of the Elgin Pelican sweeper. The Shop Supervisor and the Street Foreman toured the Elgin factory about 3 years ago and were impressed with the quality and helpfulness of the manufacturer. Recommended Motion: Staff recommends the acquisition of one new 3-wheel Elgin Pelican Street Sweeper from the State of Minnesota Purchasing Contract with at a cost not to exceed $83,615~ excluding sales tax, which includes a trade in of unit #0001 at $26,500. Funds are appropriated in Capital Equipment Replacement Fund 603-49510-5150. KH:kh 99-64 COUNCIL ACTION: /~far/m~ Szurek, Clair CITY OF COLUMBIA HEIGHTS 590 40TH AVENUE N.E., COLUMBIA HEIGHTS, MN 55421-3878 (612) 782-28~ TDD 782-2BO6T~R~ PLANNING AND ZONING COMMISSION REGULAR MEETING- MINUTES FEBRUARY 2, 1999 The February 2, 1999 Planning and Zoning Commission meeting was called to order by ChairPerson Ramsdell at 7:00 p.m. He extended a welcome to the newly appointed member to the Commission, Rory Franzen. Members present were Franzen, Hunter, Fowler, Szurek and Ramsdell. Also present were Joe Hollman (City Planner), Ken Anderson (Director of Community Development), Jim Hoeft (City Attorney), and Kathryn Pepin (Secretary to the Plannin9 and Zoning Commission). MOTION by Fowler, seconded by Szurek, to approve the minutes from the meeting of January 5, 1999 as presented in writing. Voice Vote: All Ayes. NEW BUSINESS: Public Hearing Sign Variances Case #9902-05 Jeff, Bobby & Steve's Autoworld 3701 Central & 3828 Central Avenue Columbia Heights, Mn. Mr. Hollman presented the request of Jeff Bahe on behalf of Jeff, Bobby and Steve's Autoworld for a sign variance to allow 29 additional square feet of wall signage at 3828 Central Avenue. He informed the Commission that Section 9.117A(1)states that any number of wall signs on any side of a building can not exceed one hundred (100) square feet. The request is to allow a total of 129 square feet of wall signage. Mr. Hollman added that the request includes a second request for a sign variance of allow 45 square feet to allow a total of 145 square feet of wall signage at 3701 Central Avenue. Mr. Hollman stated that the properties have a rather extensive case history which was not necessary to be repeated at this point. However, he noted that one of the conditions listed as part of the Conditional Use Permit approval granted by the City Council on January 26, 1998, stated that any signage must fully comply with the City Sign Ordinance. Mr. Hollman informed the Commission that Section 9.117A of the Columbia Heights Zoning Ordinance regulates the size and placement of signage adding that the following provides a breakdown of the requests for Jeff's, Bobby & Steve's Autoworld. THE CITY Of COLUMBIA HEIGHTS DOES NOT DI~:CRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES EQUAL OPPORTUNITY EMPLOYER PLANNIN~ AAID ZONIAI~ COMM1551011t REGULAR MEETING- MINUTES FEBRUARY 2, 1999 PAGE 2 Convenience Center (3701 Central Avenue) 1. The total wall signage proposed was calculated at approximately 145 square feet. This consists of six separate signs. The maximum amount allowed is 100 square feet total. 2. The "Jeff's" over the main entrance is roughly eight (8) square feet. 3. The "Chevy Grill" is roughly 22 square feet. 4. There are two "Car Wash" signs, measuring eight (8) square feet each. 5. "Jeff's, Bobby & Steve's Autoworld" is roughly 58 square feet. 6. The Pegasus emblem is roughly 41 square feet. He noted that there is also a pylon sign proposed that is approximately 74 square feet. The maximum square footage for pylon signs is 75 square feet. This was approved, and a permit has been issued. Service Center (3828 Central Avenue) 1. The total wall signage proposed was calculated at approximately 129 square feet. This consists of seven separate signs. Again, the maximum amount allowed is 100 square feet. 2. "Lube" is approximately four (4) square feet. 3. "Express" is roughly seven (7) square feet. 4. "Alignment" is approximately nine (§) square feet. 5. "Brakes" is roughly six (6) square feet. 6. "Jeff's" is roughly 14 square feet. 7. "Bobby & Steve's Autoworld" was measured at 58 square feet. 8. "Goodyear Certified Auto Service" was measured at 31 square feet. He noted that there is also a 73 square foot pylon sign which has received a permit. He added that the plans indicate that there are two round areas above the lube/express door and the alignment/brakes door, and, during previous conversations with the property owner, it was Mr. Hoilman's impression that two round Pegasus emblems PLANNING AND ZONING COMMISSION REGULAR MEETING- MINUTES FEBRUARY 2, 1999 PAGE 3 were proposed in these spaces. These would have needed to be taken into consideration when calculating the total square footage of wall signage. The plans did not contain any information o,n these emblems. This information was conveyed to the applicant prior to submission of the variance application, an~l, based on the information provided with the application, it is now my understanding that the Pegasus emblems are not planned on this site. He noted that the signage for the convenience center at 3701 Central Avenue does include the Pegasus. Mr. Hollman informed the Commission that on the application for the convenience center (3701 Central Avenue), the applicant has stated that the reason for the variance request is that only 2.4% of the wall surface area is being utilized for signage. Additionally, on the east site (service center), only 3.3% of the wall surface area would be utilized for signage with three separate operations being housed in this facility. The applicants feel each operation needs to be identified adequately to the public. Mr. Hollman stated that Section 9.105(3)(d) of the Zoning Ordinance states the following: "In recommending a variance, it shall be found that by reason of narrowness, shallowness, or sh~pe of lot or where by reason of exceptional topography, soil conditions, tree number or location or water cor~ditions the owner of such lot would have an undue hardship in using his lot in a manner customary and legally permissible within the rules of the zoning district." In order for a variance to be granted, hardship needs to be established. Mr. Hollman stated that the applicant's reason for the variance request provided on the application does not meet the hardship criteria as described by the Zoning Ordinance, and staff has been unable to determine a legitimate hardship on which to base a variance approval. He added that it is his opinion that the size of the various signs on both sites can either be decreased to meet minimum requirements, or certain signs could be excluded altogether. Mr. Hollman indicated that he had checked back records to research other similar businesses within the city that have multiple wall signs. He found that in the cases of Auto Max and Car X, variances were granted in 1986 to allow multiple wall signs when the Sign Ordinance only allowed one wall sign. However, the total wall signs were not to exceed the 100 square foot requirement. He stated that the Sign Ordinance was later amended to allow multiple wall signs but not to exceed the 100 square foot total amount. Bob Sherlock of Sign Art was present to address the signage proposed for both sites as well as Jeff Bahe, owner of the two properties. Mr. Sherlock stated that the Pegasus symbols were to be included at both sites. Mr. Hoilman stated that the Pegasus symbols were not included on the sign permit application as required in the calculation of the wall signage and required variances for the west side. He read the definition of a sign as written in Section 9117A(1)(rr) which states"Sign: a structure, device, advertisement, advertising device or visual representation intended to advertise, identify or communicate information to attract the attention of the public for any purpose and without prejudice to the generality of the foregoing. A sign includes any symbols, letters, figures, graphics or forms painted or otherwise affixed to a building or structure intended to attract the attention of the public for any purpose. This definition includes a structural or non-structural device which borders, illuminates, animates or projects the usual representation". PLANNING AND ZONING COMMISSION REGULAR MEETING- MINUTES FEBRUARY 2, 1999 PAGE 4 Discussion was held regarding how much the inclusion of the Pegasus symbols would increase the amount of the variance requests. Commissioner Szurek asked the applicant if signs at 3701 Central were proposed to be illuminated and are there signs proposed for the Reservoir Boulevard side of the project. Bob Sherlock of SignArt replied that the signs are proposed to be back lit and the only sign on the Reservoir side of the project is on the car wash. Commissioner Szurek suggested that the car wash sign not be lit. She asked Mr. Bahe if there was any way to reduce the size of the signs to comply with the Ordinance requirements. Mr. Babe responded that because of the size of the buildings," you wouldn't even be able to see a smaller sign". It was his opinion that the Pegasus signs were "not a form of advertising, just a picture". It was his opinion that the size of the sign should be based on the size of the building. Commissioner Szurek asked if the signs for the Chevy Grill and the convenience store be considered separately as they are two separate business in the same building. Mr. Hollman stated that he had checked on that and the Sign Ordinance stat~s that, regardless of the number of tenants, the total amount of wall signage allowed is still 1 O0 square feet. Commissioner Szurek suggested that some of the signs could be considered as directional signage and not be included in the signage calculations. It was staff's opinion that these signs could not be considered directional according to the Sign Ordinance. Mr. Sherlock responded that both facilities are so large that additional signa[le is needed as smaller signs are harder to see on the large walls. Mr. Babe stated that it was necessary to properly I.D. both buildings for visibility to the public. Commissioner Ramsdell stated that if the signs were to provide direction to Mr. Bahe's customers, a smaller sign would be ample as they would be directing people in the parking lot. As far as providing visibility, the building is less than 150 feet from Central Avenue. It was his opinion that if the signs are proposed to be lit, they will be seen even better. Chairperson Ramsdell opened the public hearing. Sue Amenson, 3741 Reservoir Boulevard, was present representing the Reservoir Boulevard Residents and stated that the conditions placed on the approval of the Conditional Use Permit, including the condition that all signage must comply with the Sign Ordinance, were put in place to protect the residential neighborhood from oversized signs and extensive lighting. PLANNING AND ZONING COMMISSION REGULAR MEETING- MINUTES FEBRUARY 2, 1999 PAGE 5 No one else wished to speak regarding this case. The public hearing was closed. Commissioner Hunter asked the representative of the sign company if he was familiar with the Sign Ordinance requirements before he drew up the plans and submitted the proposal. Mr. ,%erlock stated that he was not totally familiar with the requirements. Commissioner Hunter again posed the same question to Mr. Babe. Mr. Babe stated that he didn't remember but thought it was alright to separately identify the convenience store and restaurant. Commissioner Hunter reiterated the requirement of the Conditional Use Permit pertaining to all signage being in compliance with the Sign Ordinance. Community Development Director, Ken Anderson stated that with the Pegasus symbols, there would be too much signage even with the elimination of the proposed small signs. Commissioner Fowler asked Sue Amenson what the neighborhood would think if a variance was granted to allow the Pegasus symbols on the buildings. Ms. Amenson stated that it was her opinion that the Pegasus was an unspoken identification which is the same as advertising. Commissioner Ramsdell agreed comparing the. Pegasus to the golden arches of McDonalds, "they are examples of advertising without using words". The Commission turned to Attorney Hoeft for direction. Attorney Hoeft stated that he agreed with the Staff recommendation to deny the variance requests for a number of reasons. First of ali, he stated that the Sign Ordinance does not speak to or call out a percentage of wall space compared to the size of the sign. It was his opinion that the number of uses housed in the structure at 3701 would not be any basis to allow more signage as other businesses with multiple businesses have complied with the Sign Ordinance. He stated that the Sign Ordinance is clear regarding the Pegasus symbol and the inclusion of the symbol in the calculation of total signage. He referred to the Commission's denial of the Hollywood Video variance request to allow a large neon mountain wall sign that exceeded the requirements of the Sign Ordinance as no hardship was found. In reference to the other cases cited by staff, "the comparison is like~ apples and oranges" as the approvals were based on a different Sign Ordinance which is not applicable now. These businesses are in compliance with the current requirements. As far as the conditions placed on the Conditional UsE; Permit, "they are not an issue as the City Council can find a way to grant a variance and vary the Conditional Us~,= Permit". He stated that he finds it somewhat disingenuous, after being granted the CUP some time ago, that the owner now is pleading ignorance of the Sign Ordinance. He felt that is a faulty argument. It was his recommer, dation, from a legal standpoint, that the Commission deny the request or revise the Sign Ordinance. Motion by Fowler, seconded by Hunter, to recommend City Council denial of the sign variance requests at 3701 Central Avenue and 3828 Central Avenue as a required hardship has not been established as defined by the Zoning Ordinance. Voice Vote: All Ayes. Motion passes. **THIS ITEM TO APPEAR ON THE FEBRUARY 8, 1999 CITY COUNCIL AGFNDA. PLANNING AND ZONING COMMISSION REGULAR MEETING- MINUTES FEBRUARY 2, 1999 PAGE 6 Public Hearing Conditional Use Permit Case #9902-06 Under's Greenhouses, In c. RE: 4300 Central Avenue N.E. Columbia Heights, Mn. Mr. Hollman presented the request of Mr. Peter Under of Linder's Greenhouses, Inc. for approval of a Conditional Use Permit to allow the operation of a temporary "mini garden center" (Flower Mart) and retail sales in the easterly portion of the parking lot of Central Valu Mall, 4300 Central Avenue, from kpril 15, 1999 through July 7, 1999. He informed the Commission that this will be the tenth year Linder's Greenh,3uses, Inc. will operate their greenhouse in the same location. Mr. Hollman informed the Commission that the property to the north and south of the subject parcel is zoned LB, Limited Business and is used commercially. The property across Central Avenue to the east is zoned RB, Retail Business and is used commercially. The area west of Central Value Mall is zoned R-2, Single and Two Family Residential and is used residentially. Mr. Hollman stated that Section 9.113(2)(a) of the Retail Business Section of the Zoning Ordinance requires a Conditional Use Permit for accessory structures. He referred to an attached site plan that illustrates the configuration of two structures plus a patio area in front stating that this site plan and configuration remains unchanged from previous years. A fence will enclose the patio and connect to each structure. The greenhouse structures will be the same as last year with four, six foot doors remaining open at all times during business hours. There will be at least four fire extinguishers in the Flower Mart and all smoking will be prohibited. He stated that the principal uses of the subject parcel are pre-existing and comply with zoning regulations adding that existing parking exceeds zoning requirements, and adequate parking will be maintained after placement of the accessory structures over this portion of the parking lot. He directed the Commission's attention to a letter from Rainbow Foods and Bradley Real Estate granting permission to Linder's Greenhouses, Inc. In the past, Mr. Hollman stated that a deposit of 8500 was collected from the applicant prior to the installation of the temporary structures to insure their removal at the end of the approved 'time frame. MOTION by Szurek, seconded by Fowler, to recommend to the City Council the approval of the Conditional Use Permit for Linder's Greenhouses, Inc. to allow the operation of a temporary greenhouse/retail sales at 4300 Central Avenue from April 15, 1999 through July 7, 1999, subject to a~500 deposil: to be submitted to the License/Permit Clerk prior to installation of the structures on the site to assure removal by the end of the approved time frame. Voice Vote: All Ayes. Motion Passes. **THIS ITEM TO APPEAR ON THE FEBRUARY 8, 1999 CITY COUNCIL AGFNDA. PLANNING AND ZONING COMMISSION REG'OLAR ME~'TING - MINLrI'E$ FEBRUARY 2, 1999 PAGE 7 Co Public Hearing Sign Variance Case #9902-07 wITHDRAWN This item was withdrawn by the applicant. K-Mart Corporation 4747 Central Avenue Columbia Heights, Mn. Public Hearing Conditional Use Permit Case #9902-08 Ming Yung Lee RE: 4029 Central Avenue Col~mbia Heights, Mn. Mr. Hollman presented the request of Ming Yung Lee for a Conditional Use Permit to open a Chinese buffet-style restaurant in one of the tenant spaces at the Columbia Heights Mall with an address of 4029 Central Avenue NE. The restaurant will be called "Lee's Family Buffet". He noted that they currently operate a similar restaurant in Thief River Falls, Minnesota. Mr. Hollman stated that the owner of the building also has plans to restructure the mall so that all tenant spaces have direct access to the front of the mall. The shared space (restrooms, hallway, etc.) will be removed. Staff anticipates that the proposed restructuring of the mall will be before the Pla~nning and Zoning Commission during the March meeting. At this point in time, the use of the tenant space for the proposed Chinese Restaurant is being reviewed to allow the tenants the time to proceed with their plans for renovation and obtaining the required licenses. Mr. Hollman informed the Commission that the original site plan for the mall was approved in 1981 with the mall containing 79,230 square feet of retail space. He added that there is a transit hub proposed to be located on the Columbia Heights Mall property. Staff anticipates that this will be on the March 2, 1999 Planning and Zoning Commission meeting. This transit hub will reduce the number of parking spaces available on the site. This will be reviewed in detail when the actual proposals for the transit hub and mall reconfiguration are before the Commission. He added that this Conditional Use Permit request for the Chinese buffet-style restaurant is being reviewed with the existing mall conditions. Mr. Hollman stated that the surrounding property to the north, south, and west is zoned CBD, Central Business District and is used commercially. The property to the east is zoned R-4, Multiple Family Residential and is used for Parkview Villa. The addition of another restaurant in downtown Columbia Heights should be a benefit to the commercial environment of the area. However, this new restaurant may have a detrimental impact on other oriental restaurants in the area adding that the extent of this impact, if any, is unknown. P~NNING AND ZONING COMMISSION REGULAR MEETING- MINUTES FEBRUARY 2, 1999 PAGE 8 Mr. Hollman stated that according to Section 9.112(2) of the Zoning Ordinance, a Conditional Use Permit will be required if the proposed use contains a restaurant~ cafe, tea room, bar, prepared food outlets subject to Section 9.116(15) and Prepared Food Delivery Establishments as such establishments are defined in Section 9.103(63). Minimum Yard and Density Requirements are listed as follows: The floor area ratio shall not exceed 6.0. Floor Area Ratio is defined as the numerical value obtained through dividing the gross floor area of a building or buildings by the lot area on which such building or buildings are located. The proposal meets this requirement. · Every lot shall have a minimum frontage of 20 feet. The subject pa~rcel greatly exceeds this requirement. · The Front Yard shall be one foot. The existing building meets this requirement. He indicated that parking for a restaurant requires at least one (1) space for each three (3) seats based on capacity design. The floor plan submitted with the application indicates that there will be seating for 100 customers. This requires 33 parking spaces. The existing shopping center parking lot contains nearly 400 total parking spaces, so parking requirements for the restaurant will being met. As mentioned above, the owner of the mall intends to reconfigure the layout of the facility by removing interior shared space. The Fire Department has expressed concern about how the proposed project will affect existing exiting for the rest of the mall. Proper scale plans that show the change in exiting shall be submitted prior to Fire Department approval of any project on this site. He directed the Commissioner's attention to a general layout for the proposed changes, but stated that detailed drawings will be reviewed as part of a site plan approval for the entire project. Again, this is anticipated for the March 2, 1999 Planning and Zoning Commission meeting. Mr. Hollman stated the loading requirements for the proposal are as follows: A loading berth shall be not less than 12 feet in width, 25 feet in length and 14 feet in height and, for retail sales and service stores at least one berth for each building having 2,500- 6,000 square feet. Based on the attached plans, it appears that there is space for loading in the back of this tenant space. It appears that this loading area served the entire mall, but with the reconfiguration, it will only serve the tenant space for this restaurant. It appears that loading requirements are met for the restaurant, and loading for the remainder of the mall will need to be considered when the entire plan is reviewed. Mr. Hollman added that solid waste material shall be so located and screened as to be removed from public view and shall be kept in an enclosed building or properly contained in a closed contair, er for such purposes. At this point, staff is not aware of the applicant's plans for waste material storage, but it will need to comply with minimum Zoning Ordinance requirements. Again, waste material storage for the restaurant may be impacted by the overall redesign of the mall. PLANNING AND ZONIN6 COMMI$810N REGULAR MEETING- MINUTES FEBRUARY 2,, 1999 PAGE 9 Mr. Hollman expressed Concerns of the Fire Department regarding blocking of the exits to the rest of the mall by moving this tenant space to the front of the building as well as the elimination of the public restrooms serving the mall. Mark Hotzler, one of the new co-owners of the Columbia Heights Mall was present to explain the current proposal and the future plans for the mall. He stated that this particular group of restaurant owners have been very successful in Thief River Falls. He also stated that a similar operation in on,9 of his centers in Burnsville has also been very popular. The restaurant will be built to the front wall of the building with a door directly into the tenant space. He explained to the Commission that it is the new owners intent to '~demall" the building bringing all tenant spaces to the front wall of the building and eliminate the interior mall and common areas. This would require less security, lower the common area costs to the tenants and increase the tenants profits. He stated that the proposal for this alteration to the mall and a new site plan would be presented to the Commission in the very near future as this work is slated for a summer project. Commissioner Szurek asked in which tenant space this restaurant would be located. Mr. Hotzler replied that it would be the space north of Stroncek's Drug. This space would be the first space to be constructed. Chairperson Ramsdell inquired as to the hours of operation. The operators of the proposed restaurant were present and spoke through an interpreter stating that the restaurant is proposed to be open seven days a week from 10:30 a.m. to 11:00p.m. Motion by Hunter, seconded by Fowler, to recommend to the City Council the approval of the Conditional Use Permit to allow the operation of a Chinese buffet-style restaurant at 4029 Central Avenue NE, subject to the following conditions: 1. All required state and local codes, permits, licenses and inspections will be met and in full compliance. Waste material storage shall be located and screened in a manner consistent with the Zoning Ordinance. All proposed signage must be submitted on the City prescribed application form and must fully comply with the Zoning Ordinance. This approval is strictly for the use of "Lee's Family Buffet" and d,3es not approve the proposed physical improvements to the tenant space. o The structural changes to the tenant space shall be reviewed as part of a request for site plan approval for the reconfiguration of the entire mall. Voice Vote: All Ayes. Motion carried. **THIS ITEM TO APPEAR ON THE FEBRUARY 8, 1999 CITY COUNCIL AGENDA. PLANNING AND ZONING COMMISSION REGULAR MEET'lNG -MtNUTE$ FEBRUARY 2, 1999 PAGE 10 E. Site Plan Review Case #9902-09 Gilbert L. Becker RE: 635 N.E. 39t" Avenue Columbia Heights, Mn. Mr. Hollman presented the request for site plan review and approval to construct an 80' x 40' (3,200 square foot) cold storage building for additional storage space for the welding operation at 635 N.E. 39t" Avenue. Mr. Hollman informed the Commission that in October of 1985, Case 8510-66 was considered for a site plan review to allow the construction of a 60' x 84' storage building on the east side of the property which was approved by the Planning and Zoning Commission. He noted that this building has since been split from the property via a lot separation. .Mr. Hollman informed the Commission that according to Section 9.115A(1 ), welding is a permitted use in the 1-2, Heavy Industry District. Mr. Hollman stated that the Minimum Yard and Density Requirements are as follows: Lot Width shall be at least 80 feet. The subject parcel meets this requirement; Lot Area shall be at least 10,000 square feet. The subject parcel meets this requirement; Front Yard Setback shall be 20 feet. The principal building meets this requirement, but a loading dock encroaches into the setback by two (2) feet; One side yard may be reduced to zero if the owners of the two abu~ting lots file a signed agreement with the City and the other side yard shall be at least 12 feet and developed to permit vehicular access. The proposed building will be 21 feet from the side yard adjacent to 39t" Avenue and is roughly eight (8) feet from the other side yard; The building may extend up to the rear lot line. The proposed building will be five (5) feet from the rear lot line; The floor area ratio shall not exceed 1.0. The property would have a floor area ratio of approximately .5 which meets the requirement. Mr. Hollman stated that the proposal meets or exceeds the minimum yard and density requirements of the Zoning Ordinance. He added that welding operations require one parking space for each 600 square feet of gross floor area, less 10% of total square feet to account for non.useable space. Also, office space in industrial districts requires one parking space for each 300 square feet of floor area. The existing building consists ,of a 956 square foot office space and the remainder (10,244 square feet)is used for manufacturing and a paint booth. Mr. Hollman stated that the total number of parking spaces required on the site is 18 parking spaces. PLANNING AND ZONING COMMISSION REGULAR MEETING- MINUTES FEBRUARY 2, 1999 PAGE 11 Mr. Hollman informed the Commission that there are currently eleven (11) parking spaces located along the southern' side of the building adjacent to 39t~ Avenue. These spaces are separated from the building by an approximately four (4) foot wide concrete walkway. These spaces are nine (9) feet wide and over 20 feet long, so they meet the dimensional requirements of the Zoning Ordinance. However, Mr. Hollman informed the Commission that the City Engineering Department has determined that the southerly parking spaces encroach into the public right of way for 39th Avenue. Due to this finding, the parking spaces along the south side of the building are non-conforming and cannot be considered as legal parking spaces. Another concern that staff has regarding these spaces is that vehicles utilizing these spaces need to back out onto 39th Avenue when leaving, or they need to back into the parking spaces when pulling in to park adding that this is not a good design. Mr. Hollman stated that there is a need to find space on the property to accommodate the required off-street parking that is required by the Zoning Ordinance. The storage building is proposed to be located in an area that is currently designated for parking. He noted that there will be 43 feet between the existing building and proposed storage building. There are also two lanes designated as fork truck aisles running between the existing building and the proposed building which will remain clear. Any areas to be used for parking shall be hard-surfaced with either asphalt or concrete. Mr. Hollman stated that the Zoning Ordinance requires at least one loading berth that is 12 feet in width and 25 feet in length and 14 feet in height be provided. The site currently contains several loading berths that meet this requirement. Because the loading dock on the west side of the building encroaches into the required setback, and Section 9.116(5)(a) of the Zoning Ordinance states that loading berths shall not occupy front yards, staff will recommend that this dock be removed and the area in the front yard be landscaped with grass and/or plantings. This issue has been discussed with the property owner, and he stated that this dock gets used about once a week by a gas truck and the owner would like to keep it in place. If it were removed, the truck could use the rear loading areas, but this would further congest the rear portion of the lot. It is the opinion of the City Planner, that one delivery a week will not have a significant impact on the traffic circulation in back, and that the improvements that could be made to the property with the removal of the dock outweigh any negative impacts. Mr. Hollman informed the Commission that Section 9.115(4) of the Zoning Ordinance requires that all outside storage or operations shall be enclosed within an approved enclosure. Currently, there is miscellaneous material being stored outside. The intent of the request is to provide additiohal storage space. He added that the plans do not indicate that there will be anv new lighting on the property, but if lighting is added in the future, a lighting plan will need to be reviewed and approved by staff. The Zoning Ordinance stated that light can not exceed three (3) foot candles at the property line. Mr. Hollman added that one other issue that needs to be pointed out is that the increase of impervious surface on the lot will create concerns regarding drainage. Drainage and grading plans will need to be reviewed and approved by the Public Works Department. PLANNING AND ZONING COMMISSION REGULAR MEETING- MINUTES FEBRUARY 2, 1999 PAGE 12 Discussion was held regarding the lack of required parking at this site. It was suggested that staff look into a joint parking agreement with the City to allow the use of the Huset Park parking lot to the north of this site. Commissioner Hunter asked Attorney Hoeft what the liability would be to the City with such a joint parking agreement. Attorney Hoeft responded that in a shared parking agreement between the city and a private property owner, the exposure would be no different if an accident occurred. He stated he would not be concerned as insurance is in place for such instances. However, the expansion of a non-conforming use is a concern as it appears the property is built to its maximum at this time and still provide the required off-street parking. If an addition or second building is approved for the site, the property would be overbuilt and non-conforming with little or no off-street parking and not allow for parking for future growth of employees or future different tenants. A parking agreement with the city could set a precedent and other property owners adjacent to city property could then request a similar agreement to over use their property. Chairperson Ramsdell, suggested that Mr. Becker consider a smaller storage~ building, a reconfiguration of the location of the building on the site or perhaps an addition to the existing building in order to accommodate the need for the off-street parking requirements to be met. It was the consensus of the Commissioners that Mr. Becker rework his proposal and resubmit for review. Motion by Fowler, seconded by Hunter, to table action on the site plan for 635 N.E. 39th Avenue until the March 2, 1999 regular meeting. Voice Vote: All Ayes. Motion passes. Moiton by Hunter, seconded by Szurek, to adjourn the meeting at 8:50 p.m. Voice Vote: All Ayes. Respectfully su/,bmitted, (, Kathryn Pepin Secretary to the Planning and Zoning Commission kp blIIqlYrF_~; February 2, 1999 The meeting was called to order by Chair, Barbara Miller. Those present were: Patricia Sowada, Richard Hubbard, Barb Miller, Don Jolly, Nancy Hoium, and Becky Loader. It was moved, seconded, and passed to approve the minutes of the January 5th meeting as mailed. The January 12, 1999, bill list of final 1998 bills was reviewed. It was moved, seconded, and passed that they be paid. The preliminary 1998 accounting was reviewed. The final salary payments are not noted yet, so the final accounting will be reviewed next month. There is one encumbrance into 1999 for carpet tiles which had to be back ordered. The February 8~, 1999, bill list was reviewed. It was moved, seconded, and passed that they be paid. The 1999 accounting was reviewed. Old Business: 1. The official Library Board name tags were distributed to the Board members. 2. Long Range Plan documents were reviewed with the updated information from the last meeting included. The Board would like to be updated every 3 months on the progress that is being made. 3. No choreperson applications have been received. An alternative staffing recommendation will be submitted for discussion at the next meeting. New Business: The 5 year capital outlay program was reviewed. It was moved, seconded, and passed to accept the 5 year capital outlay plan as presented. The 5 year capital improvement plan was reviewed. It was moved, seconded, and passed to accept the 5 year capital improvement plan as presented. It was brought to the attention of the Board that the exterior stairwells at the library will be cleared of snow by a two-man crew from this point forward due to safety concern s. There is a proposal into the State that LaserFiche be accepted as a permanent record for retention schedule purposes. To this end, official documents are being prepared for retro-scanning. Documents to be scanned include annual reports, the accounting, and bills. Anoka County is no longer recording reference questions on a daily basis. They will be using MELSA survey information as the basis for projections. MELSA information will be collected on 14 days throughout the year rather than the previous 7 days. At Columbia Heights, we will ,,;till be using a daily reference tally sheet, at least through this calendar year. A workshop for the part-time library supervisors was held on 1/30/99. The workshop was well received by everyone and it was requested that they be held more frequently. A log book is being kept so that full-time and part-time staff can have a means of communicating and sharing crossover information. o 10. 11. A meeting between Becky and Jerry Young, Anoka County Library Director, took place on 1/20/99. This meeting was to discuss the change in services that will require the network to be client/server pc's rather than dumb terminals. A new T- 1 line will be required for communica!ions. The public access terminals will not have any office programs (i.e. word processing, spreadsheet programs etc.). The building will have to be re-wired to accommodate this upgrade. Plans are being discussed with the MIS department of the City and the computer people at the County Library. Information about the winter reading clubs was distributed to the Board members. All members were asked to join the Adult Reading Club. The Anoka County Fire Fighters Safety Council has voted to donate $300.00 to the Columbia Heights Public Library for fire safety related materials for the Children's Department. Friends of the Library President, Rita Norberg, had to resign her position for personal reasons. 12 members attended a Friends meeting on 2/1/99 with the following results: Co-Presidents are Nancy Rathbun and Margarent Anderson, Vice-President Kay Reiners, Secretary Connie Carlson, Treasurer Estelle Nelson. These appointments allow the Friends to remain active. The Board would like to honor Rita for her years of service with some type of certificate. A resolution will be prepared for adoption at the next Board meeting. City version of the Library's annual report was distributed to the Board and reviewed. A question was asked about the policy of rental of best sellers. Anoka County Library has reserved a portion of their book budget to set this system up. Columbia Heights does not have enough money in the book budget to have this type of program at this time. There being no further business the meeting was adjourned at 8:25 p.m. Respectfully submitted, dt Secretary to the Library Board of Trustees. 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. 2 COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) REGULAR MEETING MINUTES OF JANUARY 19, 1999 CALL TO ORDER - The Regular Meeting of the Columbia Heights Economic Development Authority (EDA) was called to order by President Peterson at 7:00 p.m., Tuesday, January 19, 1999, in the Council Chambers of Columbia Heights City Hall, 590 40~ Avenue NE, Columbia Heights, Minne~ota. ROLL CALL Commission Members Present: Commission Members Absent: Staff Present: Robert Ruettimann, Pauicia Jindra, Marhtine Szurek, Don Jolly, Gary Peterson and Julienne Wyckoff. Walt Fehst, Executive Director; Ken Anderson, Deputy Executive Director; William Elrite, Assistant Treasurer ex officio; Joe Hollman, City Planner; and Jennifer Stoopes-Mokamba, Parkview Villa Public Housing Administrator; Patty Muscovitz, Secretary. PLEDGE OF ALLEGIANCE OATH OF OFFICE The President directed the Executive Director to administer the "Oath of Office" to Commissioners Julienne Wyckoff, Robert Ruettimann, and Donald Jolly and directed the Executive Dixector to file copies of the Oaths of Office in the permanent records of the EDA. ELECTION OF OFFICERS The President stated that the order of business was election of officers. Cotmnissioner Wyckoff nominated Commissioner Ruettimann as President. There being no further nominations,, upon vote being taken, Commissioner Ruettimann was unanimously elected President. Commissioner Wyckoff then nominated Commissioner Jindra as Vice President. There being no further nomina- tions, upon vote being taken, Commissioner Jindra was unanimously elected Vice President. Commissioner Jolly then nominated Commissioner Peterson as Treasurer. There being no further nominations, upon vote being taken, Commissioner Peterson was unanimously elected Treasurer. Commissioner Peterson then nominated the Community Development Secretary, Patty Muscovitz, as Secretary ex officio and Community Development Director, Kenneth R. Andexson, as Assistant Secretary ex officio. There being no further nominations, upon vote being taken the Community Develq~ment Secretary was unanimously elected as Secretary ex officio and the Community Development Director was unanimously elected as Assistant Secretary ex officio. Commissioner Peterson then nominated the Finance Director of the City of Columbia Heights, William Elrite, as Assistant Treasurer ex officio. There being no further nominations, upon vote being taken the Finance Director was unanimously elected Assistant Treasurer ex officio. President Ruettimann thereupon assumed the office and presided over the m~ting. He asked that before speaking, all other members, staff and the public request the chair be allowed to recognize the speaker. ADDITIONS/DELETIONS TO MEETING AGENDA - There were no additions or deletions to the agenda. CONSENT AGENDA Crhese items are considered to be routine by the EDA Board of Commissioners and will be enacted as part of the Consent Agenda by one motion). A. Adopt the consent agenda items as listed below. 1) Approval of Minutes - regular meeting of December 15, 1998 MOTION by Jindra, second by Jolly, to adopt the minutes of the December 15, 1998 regular meeting as presented in writing. Economic Development Authority Minutes January 19, 1999 Page 2 2) Financial Report and Payment of Bills a. Financial Statement - December, 1998 b. Payment of Bills - December, 1998 Move to approve Resolution 99-01, Resolution of the Columbia Heights Economic Development Authority (EDA) approving the financial statements for December, 1998 and approving payment of bills for December, 1998. 3) CDBG/MHFA Report. Move to receive the CDBG/MHFA Report as written. MOTION by Szurek, seconded by Peterson, to adopt the consent agenda items as listed. Ail ayes. MOTION CARRIED. REPORT OF TH~ MANAGEMENT COMPANY A. Jennifer Stoopes-Mokamba, Parkview Villa Public Housing Admini~trator. Safeway is complete and waiting for the Fire Department test. Only a few cosmetic items are left to finish up. The lack of heat issues are finally resolved. There are valves to fix in the spring which is part of the problem. Staff continues to monitor resident complaints. The stove in the Community Room has been replaced along with the stove in apartment 310. On January 11t~ an inspector hired by HUD was out to look at all systems, i.e., heating and water and selected random units to be inspected. A report stating minor corrections will be received from HUD. The seals around unit doors was discussed. Ms. Stoopes-Mokamba requested, an EDA Commissioner volunteer to serve on a Capital Improvement Plan committee with Bill G-ault, Patty Muscovitz and herself. Marlaine Szurek volunteered. Ms. Stoopes-Mokamba gave an occupancy status report. She then requested permission to seek out public housing software which has been included in the 1999 Budget. This wonld facilitate automatic transmission of forms to HUD, intake and admission information. Mr. Ruettimann indica~.ed that this software needs to be compatible with HUD and the City of Columbia Heights computer system and that a backup of this information should be kept in the Community Development Department. Mr. Jolly quest~oned when a tour of Parkview Villa can be arranged. Everyone agreed that a tour in April or May at 6:00 p.m. gn'ior to the EDA meeting would be best. Ms. Stoopes-Moltamba indicated Crest View Health Clinic is now coming to Parkview Villa on a weekly basis and that the Resident Council has new executive Committee members. Mr. Ruettimann asked staff to write a letter to the Resident Council congratulating them and indicating the EDA is looking forward to working with them. MOTION by Ms. Szurek, seconded by Ms. Wyckoff, to authorize Parkview Villa Staff to seek bids/quotes for public housing software and submit said bids for EDA consideration and app:coval. Ail ayes. MOTION CARRIED. .CITIZEN FORUM TO ADDRESS EDA ON MATYERS NOT ON TH~ AGENDA - None. RECOGNITION~ PROCLAMATIONS~ PRESENTATIONS~ GUESTS - None. pUBLIC HEARINGS - None. ITEMS FOR CONSIDERATION A. Other Resolutions - None. B. Bid Considerations - None. C. Other Business 1) Tax Increment Financing CHF) Report. Mr. Ruettimann introduced Nick Skarich and Dan Hartmann of Springsted, Inc. who were present to give an overview of Tax Increment Financing Concepts and Mechanics and give a r~rt on the tax increment districts managed by the City of Columbia Heights. Mr. Anderson pointed out a memorandum received from Stephen Bubul, Kennedy and Graven, Chartered, the EDA legal counsel, regarding the potential to pursue Special Tax Increment Legislation. Mr. Skarich gave a synopsis of Tax Increment FinancSng as the taxes on the increased property tax of the improvement of a development beyond what was there in ~e first place with the justification of the "But For" test (the development would not occur "But For" the use of Tax Increment Financing). The law on this changes and gets more complicated yearly. Mr. Skarich and Mr. Hartmaan gave an overhead presentation Economic Development Authority Minutes January 19, 1999 Page 3 which followed a booklet that was enclosed with the agenda packet. Mr. Skarich listed the participants included in TIF and went over the difference between a project area and a TI1e Dislrict. He related the different types of TIF Districts and eligible project costs with taxable versus tax-exempt rates. Mr. Skarich described how the increment works and the financing of project costs (increments change on an annual basis). Pooling was explained and described as an option by Mr. Skarich. This is when tax increment revenues may be spent outside of the Tlle District (on eligible projects) but within the boundaries of the project area, subject to certain restrictions. He also explained that effective for TIF districts approved after April, 1990, the City ~nay experience a reduction in Local Governmental Aid (LGA) and/or Homestead Agricultural Credit Aid (HACA). Mr. Skarich described the Tax Increment Financing Plan, a development agreement, the process for establishment of a TIF district, the benefits and costs, the landowner(s) perspective, level of assistance, fiscal disparities, city security guarantees, and city administrative costs. Mr. Ruettimann questioned the impact development of property had on tax districts and the need to approach the State regarding the tax reduction causing Columbia Heights to lag $3 to $4 million behind in tax increment. He felt it is necessary to compile a roport to the State to justify asking for help and having the Legislature acknowledge the problem. Mr. Skarich indicated there are different scenarios toward a solution to the TIF shortfall. Mr. Fchst indicated the Legislature does not want the cities to pool districts. However, Mr. Harmaann stated to apply for the state grant they will ask cities to pool districts. Mr. Ruettimann indicated the shortfall is not so large that it could not be handled with creative financing, without even applying for the State grant. He suggested the EDA have a work session to give ideas and set a plan toward the next three years until the pool begins to work on the shortfalls now. Mr. Ruettimann felt there were items to be discussed not included in the Springsted, Inc. report that they were not aware of. Dan Hartmann indicated there are things like the frozen tax districts to work with, but he thinks there are things to improve this situation which is not an "end all" at this point. In the analysis Springsted, Inc. found the Sheffield District can support itself. The only district that has a problem with a shortfall is in the pooled district. The amount of grant offered by the State, when divided between conununities with a shortfall, would not be sufficient. It is necessary that the Legislature understands the effect of changing the tax rate. Mr. Fehst stated an analysis has been done showing a $200,000 shortfall with the possibility of property values making this up. Mr. Ruettimann stated that to participate in the grant, cities would be required to submit a complete, accurate, up- to-date TIF report and the EDA would have to authorize the Finance Director to expend approximately $30,000 on this report. Mr. Fehst felt it would be better to solve our own losses rather than to fight for a small amount of state grant money. Mr. Anderson said that regarding the TIF reports, there are a number of conditions that need to be in place to be eligible for a portion of the $2 million grant, one of which is that the TIF reparts be submitted on time by August 1, 1999. Those TIF reports are important and required, but the Springsted, Inc. report gives more information and help on a long term basis than the annual TIF reports. Mr. Ruettimann stato~ this is a record keeping problem that needs to be cleaned up before we have problems with auditors, etc. Mr. Anderson indicated there are companies like Springsted, Inc. who know how to help with this problem, but it is not as bad as was anticipated six months ago, as long as the Legislature does not go to a 3 percent tax rate on conunerl~al/industrial properties. With all the projections we will have a shortfall of about $287,000 or not a full repayment of the $854,000 interfund loan by that amount. He thinks that with the increase in market valuations there may not be any shortfalls at the end of our districts. Over the next 2 to 3 years there will be some cash flow deficiencies. Mr. I-Iartmann stated it was a conscious decision to not add the $80,000 HRA levy from Sheffield so this would be available to do other housing projects to achieve EDA objectives. It would still be beneficial for the Legislaature to unfreeze the tax rates to really improve the overall picture. Mr. Hartmann indicated TIF report compliance is very important and Springsted, Inc. could do that. Mr. Ruettimann suggested the Commission and City Council meet in a work session to discuss money to inject up front for Springsted, Inc. to look at and include into the plan by not borrowing or encumbering the tax payer. Mr. Skarich indicated these projections could be used for discussion by the Comnfission. Mr. Anderson stated Steve Bubul, EDA Attorney, indicated House File #2 is in process to move the tax rates down to 3 percent and it is necessary to show the Legislature what impact this change would have on communities. If this goes forward, John Choi, a lobbyist with Kennedy and Graven, Chartered, will be available to work with the communities. Economic Development Authority Minutes January 19, 1999 Page 4 Mr. Ruettimann thanked Mr. Hartmann and Mr. Skarich for an excellent presentation explaining Tax Increment Financing. Ms. Jindra suggested EDA Commissioners meet on Tuesday, Fel:a-uary 9° at 6:00 p.m. to discuss options to alleviate the TII: short, fail. Mr. Ruettimann suggested this also be ~ought to the City Council at the February 1 work session for discussion. 2) Approve Memorandum of Understanding for LCDA Project. Mr. Anderson introduced Mr. Keith Jans, Vice-President of Real Estate Equi~ies Development Company and discussed his development project experience. Mr. Jans was present to discuss the Livable Communities Demonstration Account concept and to give a run down of details since the approval of funding from the Metropolitan Council. He reviewed the development concept with the overhead presentation given to the Metropolitan Council. This included a list of the project team, opportunities, a site concept plan/location, and concept ideas for tax credit rental townhomes, for-sale townhomes, and affordable senior assisted living aparunent units. Mr. Jans stressed that a major concern of NEI College of Technology (NED i:s that parking remain available to meet the needs of the school. Mr. Jans discussed the possible use of one part of the existing education building for assisted living or adult day care situations. Mr. Ruettimann questioned when the NEI building became involved in this process. Mr. Jans stated that as parking is a need for both the proposed housing development and NEI, discussions have continued to find solutions. He said NEI will need more parking in the future as enrollment increases and they have considered the possibility of moving to a new facility. At present, they do not utilize the entire building, so it may be possible to purchase the original 1926 school bui~lding on the east side of the current structure. There is only a hallway between the two buildings and it would not be difficult to replace the wall to separate the existing building into two areas. Some class rooms would have to be moved and both gyms would need to be remodeled into classrooms or apartment units. Mr. Ruettimann reminded Commission members that Columbia Heights recreation programs currently use these gyms. Mr. Jans indicated this is only the initial work with NEI to accommodate their needs and to accomplish development goals. Mr. Jans stated he is requesting Commission approval of a Memorandum of Understanding (Preliminary Agreement) between the Columbia Heights Economic Development Authority and Real Estate Equities Development Company for the LCDA transition block redevelopment. This 'would allow his company to establish the preliminary frame work and time frame for the project with the ultimate goal being to approve a complete development agreement with the City of Columbia Heights. Mr. Jans will be applying for several types of project financing in the next 45 days. He would like to do so with the approval of the Memorandum of Understanding (Preliminary Agreement) with the City for funding request purposes. Mr. Fehst recommended the EDA Commissioners consider a work session to examine this issue, following review by the attorney. Mx. Ruettimann would like to see this Memorandum reviewed by the EDA Attorney or the City Attorney with pros and cons and presented to the City Council at their work session of February 1 and to the EDA at their proposed work session on February 9. He also questioned which body would be overseeing this development. Mr. Anderson questioned how to channel funds if the agreement is technically between the City and the Metropolitan Council. He felt it would be best if the City Council would pass a resolution assigning all the City Council's responsibilities in this matter to the EDA. As the EDA is a development body, staff felt it would be more appropriate for the EDA to embrace this project. Mr. Jolly agreed. Again, Mr. Ruettimann stated it is necessary for the Attorney to review this initial Memorandum of Understanding with ~te City's interests in mind before action could be taken. Mr. Anderson stated this is not a full development agreement, only a preliminary Memorandum of Understanding which basically sets up a time line for duties to be performed by the Developer. It also establishes a more than informal relationship between the parties which will allow Mr. Jans to approach the property owners to research acquisition options. Mr. Anderson recommended adoption of the Memorandum of Understanding; subject to legal counsel review with necessary items added. Mr. Ruettimann stated this must go to the attorney. Mr. Jans indicated this has been a relationship marked by good faith efforts by both parties. This Memorandmx~ would just establish a more firm understanding of rules and time lines for the proposed project. However, Re,-d Estate Equities will now be ~pending money and applying for HOME funds, CDBG funds, and submitting a tax credit application. This Memorandum is a formality and it would help when he talk.~ to people involved knowing that he has site Economic Development Authority Minutes January 19, 1999 Page 5 development control on the property. Until an understanding can be reached, he will present the fact they are considering working on the development. MOTION by Jolly, seconded by Szurek, to approve the Memorandum of Understanding (Preliminary Agreement) between the Columbia Heights Economic Development Authority and Real Estate Equities Development Company for the LCDA transition block redevelopment, subject to legal counsel approval; and furthermore, to authorize the President and Executive Director to enter into an agreement for the same. MOTION CARRIED. Mr. Ruettimann~reiterated the Commissioners would like a written response fi:om the attorney as to his conclusion and legal opinion. 3) Section 8 Report. Mr. Anderson gave the monthly figures for the Section 8 program. 88 percent of Certificates and Vouchers are currently being utilized. He reported on the Informal Review BOard decision :to allow the Section 8 participant who was before the Board to remain on the program, but required the participant to sign a repayment agreement with the understanding if any of the agreed payments were one day late the p~xticipant would automatically be processed for termination from the program. Another Section 8 participant has been terminated due to a drug related offense. Mr. Anderson referred to past information regarding the termination of Columbia Heights EDA Section 8 program. The HRA was contacted with a request that they absorb our Section, 8 program with several stipulations. The HRA responded that they are interested in absorbing our Certificates and Vouchers, but their policies and laws do not allow them to also absorb additional personnel. Mr. Anderson noted that the Columbia Heights EDA five year contract for the Section 8 program concludes December of 1999, allowing the option to not renew the contract. Mr. Ruettimann offered to talk to Anoka County to see if their program is up and running and if they would be interested in taking over our program. The transfer of employees is still questionable. Mr, Anderson reminded members of the necessity to have the Family Self Sufficiency comlxment if the program continues. The position is currently one-half time and the employee has not been in the job for 8 to 9 months. Mr. Jolly asked if the City could absorb the two employees. Mr. Ruettimann stated we will do flae best we can, but must be realistic. Ms. Szurek agreed that the program can not be kept just to provide jobs, but would do everything possible to help the individuals find employment. Mr. Ruettimann stated the EDA President and Deputy Executive Director will meet with Anoka County to see if they are interested in acquiring our Section 8 program and if they are not will. re-contact Metro HRA. Mr. Anderson stated we have applied for the FSS Coordinator grant of $36,371. Mr. Ruettimann questioned if the grant is transferrable. Ms. Szurek questioned why we applied for the grant when anticipating relinquishing the program. Mr. Anderson stated a FSS Coordinator is required for the progranl in process. Mr. Jolly asked if we can just not comply and continue or can we just terminate the program. Mr. Anderson stated we must ask what the steps are to close the contract. He stated the grant has been signed by the Executive Director and submitted to HUD, but he recommended Commission approval to enter into the contract. MOTION by Ruettimann, second by Jolly, to table approval of the amended Annual Contribution Contract for the Section 8 Family Self Sufficiency Program until the Cnmmission has further information. All ayes. MOTION CARRIED. ADMINISTRATIVE REPORTS - None. MEETINGS A special work session of the EDA will be held at 6:00 p.m. on Tuesday, February 9, 1999 in the Council Chambers at Columbia Heights City Hall. The next EDA meeting is scheduled for 7:00 p.m., Tuesday, February 16, 1~9 in Community Room B at Parkview Villa. Economic Development Authority Minutes January 19, 1999 Page 6 MISCELLANEOUS Mr. Ruettimann requested that at the special w~k session a member of the EDA be appointed to the Business Revolving Loan Committee. He asked that Mr. Anderson bring information to the meeting on this committee opening. ~esident Ruettimann adjourned the meeting at 10:40 p.m. Respectfully submitted, Patty Muscovitz Recording Secretary H:~l~Aminut~\l - 19-1999 COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) SPECIAL MEETING MINUTES OF FEBRUARY 9, 1999 CALL TO ORDER - The Special Meeting of the Columbia Heights Economic Development Authority (lEDA) was called to order by President Ruettimann at 6:00 p.m., Tuesday, February 9, 1999, in the City Hall Council Chambers, 965 40~ Avenue NE, Columbia Heights, Minnesota. ROLL CALL Commission Members Present: Commission Members Absent: Staff Present: Guest Present: Robert Ruettimann, Patricia Jindra, Marlaine Szurek, Don Jolly, Gary Peterson and Julienne Wyckoff None Walt Fehst, Executive Director Ken Anderson, Deputy Executive Director' Patty Muscovitz, Secretary Nick Skarich, Springsted, Inc. PLEDGE OF ALLEGIANCE ADDITIONS/DELETIONS TO MEETING AGENDA Mr. Anderson stated the BRLF committee information requested by the Conunission was before them and asked that this be added to the agenda as two new members need to be appointed. ITEMS FOR CONSIDERATION A) Tax Increment Financing (TIF) Report. Mr. Anderson stated that Nick Skarich, Springsted, Inc. was present as a continuation of the last EDA meeting with the goal to look at other funding sources to meet the cash flow deficit in the TIF Districts. Mr. Skarich will also show where each District is financially. Mr. Skarich indicated 1) the Commission look at options to meet the current deficits, and 2) discuss how to improve the situation. He referred the Commission to the Tax Increment Rel:~rt of Springsted, Inc. which examines the revenues available to cover debt obligations for each of the tax increment districts. The yellow pages in the report indicate how the districts are at present with a 3.5% tax rate, the blue pages indicate the outcome with the proposed special legislation, and the orange pages are a projection if the ~ax rate is cut to 3%. He stated that one major concern is the shortfall with the pooled districts. Discussion of the figures followed. To answer Mr. Ruettimann, Mr. Skarich indicated the cumulative shortfall as of March 1, 1999 is $457,137. The additional deficit in the next year will be $118,000. Mr. Ruettimann questioned how this deficit has been handled in previous years. Mr. Anderson indicated T[F payments are reimbursed to the City from Anoka County in June and December and bonds are paid in March and September so funds are shifted to meet these needs. Any additional funds needed were transferred from internal funds. Mr. Fehst clarified that although revenue comes in there is still a deficit or need for the inter-fund transfer. Mr. Anderson stated Mr. Elrite, Finance Director, was not able to be present because he was ill, but he would be able to specifically tell the Colxmaission which funds were used. Mr. Anderson indicated the shortfall was attributed in part to the change in the commercial/industrial tax rate, but also the reduction in market value to the Columbia Heights Business Center and the Columbia Heights Mall. Mr. Fehst stated that although there is a cash flow problem in the first four years, it will turn around in the coming years. He spoke of the bill to be presented to the Legislature requesting the unfreezing of taxes. Mr. Skarich stated that the legislation will not help the short team deficit. The effect to Metro Assemblies and Medtrouic were discussed. Mr. Anderson referred to the Springsted, Inc. report and indicated that the blue pages would be the outcome ff the special legislation were adopted and there was no frozen tax rz.te applied to K2 and N7, in the year 2012 there would be a shortfall of $104,000, whereas the yellow pages (exist~°mg conditions) indicate at the year 2012 there would be a $287,000 deficit. Mr. Ruettimann questioned if there was $603,497 available, then would the cash flow deficit be covered. Staff indicated it would. Mr. Anderson stated options other than inter-fund transfers would be generating more TIF as a result of the special legislation ar State TIF grant monies. Economic Development Authority Minutes February 9, 1999 Page 2 Mr. Ruettimann stated the deadline is August 1, 1999 to apply for the State grant. Commissioners again stated they would like to see the dollar amount and from what funds monies have been transferred to cover the cash flow deficit. Ms. Jindra indicated this seemed to be "robbing Peter to pay Paul". Mr. Fehst stated it was, but this saved fees of attorneys, interest, etc. Mr. Jolly indicated he was not uncomfortable 'Mth moving fund, s but stated it is important to know from where and that good tracking and logic is used. Mr. Anderson indicated the importance of planning with a good baseline report like this which should be updated every year. Mr. Ruettimann discussed the proposed special legislation. Staff felt it was definitely worth the attempt. Mr. Anderson stated passage would take away the frozen tax rate for K2 and N7 and the City would collect more over the life of the TIF districts. Mr. Ruettimann questioned if this would be more of a benefit to the city or the businesses. Ms. Szurek felt staff should go to Mr. Abrams and other cities to discuss the special legislation. Mr. Anderson stated Kennedy and Graven, Chartered has a lobbyist which could !be hired to pursue the special legislation for approximately $5,000. The Commission directed Staff to submit a written report of inter-fund activity in past years and list specifically which funds were used. MOTION by Jolly, seconded by Szurek, to authorize the President and Execastive Director to request the City Council pursue special legislation as drafted by Kennedy and Graven, Chartered, to apply for available State Tn= grant reimbursements, and recommend City Council authorization to refund outstanding bond issues. All ayes. MOTION CARRIED. B) TIF Report Form Consultant Proposal. Mr. Anderson informed the Commission that Tn= Cash Flow Reports for 1997 are required to be completed and submitted to the State by February 26, 1999. 1998 TIF reports are due by August 1, 1999. The reports must be accurate and complete to be eligible for State Tn= grant monies~ to be distributed in December of 1999. He requested Springsted, Inc. be retained to complete the reports. Mr. Sknrich indieated reports would be completed m a timely manner for a fee not to exceed $5,000 and billed by the hour if the total does not reach the maximum. Mr. Ruettimann felt this would set up a program allowing staff to just "fill in the blanks" in the future. Mr. Anderson stated a three ring binder for each district with complete records/history, copies of payments, etc. is the goal. Mr. Ruettimann recommends Staff, a Commission member and Jim Hoeft, City Attorney, schedule a meeting before February 25~ with Ms. Dutcher to show the plan and explain how we will get it up and flowing with the help of Springsted, Inc. MOTION by Peterson, second by Szurek, to award the proposal for completing the 1997 and 1998 State Tn= Report Forms to Springsted, Inc., based upon their proposal dated February 9, 1999; and furthermore, to authorize the President and Executive Director to enter into an agreement for the same~ All ayes. MOTION CARRIED. C) BRLF Membership. Mr. Anderson described the Business Revolving Loan Fund and indicated presently all monies are on loan. He indicated the City Council representative and the EDA representative positions on the committee need to be appointed. MOTION by Jolly, seconded by Jindra, to approve the appointment of EDA President, Mr. Ruettimann, to the Revolving Loan Program Review Group EDA Member vacancy. All ayes. MOTION CARRIED. MOTION by Pe2erson, seconded by Jolly, to approve the appointment of City Council Member, Ms. Wyckoff, to the Revolving Loan Program Review Group City Council Member vacancy. All ayes. MOTION CARRIED. Mr. Ruettimann requested Staff prepare a BRLF by-laws book for Ms. Wyckoff. 5. Administrative Reoorts. - None. 6. Citizen Forum to Address EDA on matters not on alienda. - Noue. Meettr~s. Economic Development Authority Minutes February 9, 1999 Page 3 A) The next regular EDA meeting is scheduled for 7:00 p.m., Tuesday, February 16, 1999 in Community Room B at Parkview Villa. Adlournment. President Ruettimaun adjourned the meeting of the EDA at 8:50 p.m. Following the meeting members looked at and talked about the new RemodelS,,ng Planbook that multiple cities joined together to create for publication. Respectfully submitted, Recording Secretary