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HomeMy WebLinkAboutMarch 15, 1999 Work Session Mayor CiTY OF COLUMBIA HEIGHTS Donald G. Jolly 590 40TH AVENUE N.E., COLUMBIA HEIGHTS, MN 55421-3878 (612) 782-2800 TDD 782-2806MarlaineSzurek Julienne Wyckoff City Manager Walt Fehst ADMINISTRATION NOTICE OF COUNCIL WORK SESSION Notice is hereby given that a Council Work Session is to be held in the CITY OF COL UMBIA HEIGHTS as follows: Meeting of: COL UMBIA HEIGHTS CITY CO UNCIL Date of Meeting: MONDAY,, MARCH 15, 1999 Time of Meeting: 7:00 P.M. Location of Meeting: CONFERENCE ROOM I AGENDA A. Consent Agenda Items 1) Request to Purchase Laptop Computers 2) Transfer of Funds from General Fund to Police Department to Repay Overtime Fund 3) Authorize Staff to Use Nystrom's Publishing for Printing of City Newsletters 4) Amendment to Letter of Agreement for Legal Services Re: Cable B. Discussion Items ~ 1) Authorize Staff to Seek Bids on Refinishing Floor in Murzyn Hall t.~ 2) Request Authorization to Seek Bids for Carpeting for dPM Hall Porch/Recreation Office t)[5,3) Establishing a Web Page for the City of Columbia Heights ~t54) Adopt an Alley Rehabilitation Program and Establishing a General Alley Assessment Policy ~15) 1999 Sealcoating Program: Receive Feasibility Report and Set a Hearing Date fo) Scheduling of Joint Meeting - City Council and Charter Commission (bring calendars) ~ ~ 7) Continued Discussion Regarding Council Vacancy Appointment ~ ~ 8) Contract Electrical Inspections and Department Staffing 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) THE C1TY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES EQUAL OPPORTUNITY EMPLOYER Mayor CiTY OF COLUMBIA HEIGHTS (!-) OC"~un~iPl~tee~;;rs Donald G. Jolly 590 40TH AVENUE N.E., COLUMBIA HEIGHTS, MN 55421-3878 (61;2) 782-2800 TDD 782-2806Marlaine Szurek Julienne Wyckoff Cffy Manager Walt Fehst ADMINISTRATION NOTICE OF COUNCIL WORK SESSION Notice is hereby given that a Council Work Session is to be held in the CITY OF COLUMBIA HEIGHTS as follows: Meeting of' COLUMBIA HEIGHTS CITY COUNCIL Date of Meeting: MONDAY, MARCH !5, 1999 Time of Meeting: 7:00 P.M. Location of Meeting: CONFERENCE ROOM I AGENDA A. Consent Agenda Items I) Request to Purchase Laptop Computers 2) Transfer of Funds from General Fund to Police Department to Repay Overtime Fund 3) Authorize Staff to Use Nystrom's Publishing for Printing of City Newsletters 4) Amendment to Letter of Agreement for Legal Services Re: Cable B. Discussion Items 1) Authorize Staff to Seek Bids on Refinishing Floor in Murzyn Hall 2) Request Authorization to Seek Bids for Carpeting for JPM Hall Porch/Recreation Office 3) Establishing a Web Page for the City of Columbia Heights 4) Adopt an Alley Rehabilitation Program and Establishing a General Alley Assessment Policy 5) 1999 Sealcoating Program: Receive Feasibility Report and Set a Hearing Date 6) Scheduling of Joint Meeting - City Council and Charter Commission (bring calendars) 7) Continued Discussion Regarding Council Vacancy Appointment 8) Contract Electrical Inspections and Department Staffing 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) THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION Of SERVICES EQUAL OPPORTUNITY EMPLOYER Mayor CITY OF COLUMBIA HEIGHTS Donald G. Jolly 7~ ~0~Marlaine Szurek 590 ,40TH AVENUE N.E., COLUMBIA HEIGHTS, MN 55421-3878 (612) 782-2800 TDD - Julienne Wyckoff City Manager Walt Fehst ADMINISTRATION NOTICE OF COUNCIL WORK SESSION Notice is hereby given that a Council Work Session is to be held in the CITY OF COLUMBIA HEIGHTS as follows: Meeting of: COLUMBIA HEIGHTS CITY COUNCIL Date of Meeting: MONDAY, MARCH 15, 1999 Time of Meeting: 7:00 P.M. Location of Meeting: CONFERENCE ROOM I AGENDA .4. Consent Agenda Items 1) Request to Purchase Laptop Computers 2) Transfer of Funds from General Fund to Police Department to Repay Overtime Fund 3) Authorize Staff to Use Nystrom's Publishing for Printing of City Newsletters 4) Amendment to Letter of Agreement for Legal Services Re: Cable B. Discussion Items O Authorize Staffto Seek Bids on Refinishing Floor in Murzyn Hall 2) Request Authorization to Seek Bids for Carpeting for d-PM Hall Porch/Recreation Office 3) Establishing a Web Page for the City of Columbia Heights 4) Adopt an Alley Rehabilitation Program and Establishing a General Alley Assessment Policy 5) 1999 Sealcoating Program: Receive Feasibility Report and Set a Hearing Date 6) Scheduling of Joint Meeting- City Council and Charter Commission (bring calendars) 7) Continued Discussion Regarding Council Vacancy Appointment 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) THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES EQUAL OPPORTUNITY EMPLOYER COLUMBIA HEIGHTS POLICE DEPARTMENT TO: FROM: SUBJECT: DATE: Walt Fehst, City Manager .64 Thomas M. Johnson, Chief of Police -'~' ~ Council Work Session Item: Request to Purchase Laptop Computers March 15, 1999 Work Session March 3, 1999 BACKGROUND In the 1999 Police Department Capital Improvement budget, the department included $14,000 to purchase two laptop computers, two modems, and two Gamber Johnson mounts, which will allow us to continue the upgrade of our in-car laptops from MDT's to dual function computers. ANALYSIS/CONCLUSION The upgrade of MDT dumb terminals to dual function laptop computers has greatly increased the professional work product of our officers-not only on the street, but also those officers who are working in investigations and as the school liaison officer. We have also reduced the work load of the Records section, which allows us to stay up to date with data entry and processing of reports. This upgrade also allows us to enter data into the Laserfiche system in a faster, digitized fashion. It is the recommendation of the Police Department that we continue 'to replace the last of our MDT units and that the replaced MDT's be sold to other agencies that have a need for this single function system. The department is recommending the purchase of the following items: Two Toshiba laptop computers Two Motorola trunk ~nount modems Two Gamber Johnson computer mounts with screen support. $1,382 x 2 = $4,146.00 $3,274 x 2 = $6,548.00 $ 250x2= $ 500.00 Sales tax $ 727.61 TOTAL $11,921.61 RECOMMENDED MOTION Move to approve the purchase of two laptop computers, two trunk mount modems, and two Gamber Johnson computer mounts' with screen support for $11,921.61, with funding to come from the 1999 Capital Equipment Fund. TMJ:mld 99-092 COLUMBIA HEIGHTS POLICE DEPARTMENT TO: FROM: SUBJECT: DATE: Walt Fehst, City Manager Thomas M. Johnson, Chief of Polic~-' \ Transfer of Funds from General Fund to Police Department to Repay Overtime Fund March 8, 1999 . BACKGROUND During the last week of January 1999, we had an armed robbery at Norwest Bank at 41 st and Central. After the robbery the bank branch manager and the head of Norwest Security approached us, asking for assistance in the form of an oft'duty officer to work security at the bank. Since this type of off duty employment is handled through the department, officers have signed up and worked this detail since February 1. According to the City Finance Director, this money is considered revenue, and so it had to be placed in the City General Fund. ANALYSIS/CONCLUSION The Police Department is requesting that the City Council pass a motion requiring the $2,945 received from Norwest Bank to cover the cost of off duty officers working security at the Bank be returned to the 1999 Police Department's budget, line 1020. RECOMMENDED MOTION Move to transfer $2,945, the total amount received from Norwest Bank for off duty security worked, from the General Fund to the Police Department's 1999 budget under line 1020, police overtime. TMJ:mld 99-098 CITY COUNCIL LETTER Meeting of: March 22, 1999 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPT.: CITY MANAGER NO: Recreation APPROVAL ITEM: AUTHORIZE STAFF TO USE NYSTROM'S BY: Keith Windschitl,-"~j BY: PUBLISHING FOR PRINTING OF CITY NEWSLETTERS DATE: March 3, 1999 z/~' IN 1999 NO: BACKGROUND: The City of Columbia Heights has had the quarterly city newsletter printed by Nystrom's Publishing for the past several years. Nystrom's Publishing has always come in with the Iow bid and has produced the a quality product using a sheet fed press. The Recreation Department is requesting permission to use Nystrom's Publishing for printing of the quarterly City newsletter, "Heights Happenings," for the remainder of 1999. Bids were submitted by both Nystrom's Publishing and Rapids Graphics for printing and mailing the 1999 newsletter. Nystrom's Publishing bid was $5,073.78 per issue, and Rapid Graphics' bid was $4,786.00 per issue. Nystrom's Publishing uses a sheet fed prhating process, whereas Rapid Graphics uses a web press process. The bid was granted to Rapid Graphics, who printed and mailed the spring, 1999 issue of the City newsletter. It was readily apparent to staffthat the quality of the document produced on a web press is inferior to the quality produced on the sheet fed press. The colors are not as bright, the photographs look fuzzy and dim, and the paper seems to be of a lesser quality than previous newsletters. Staff has been advised that this is typical for the web press printing process. At the time bids were requested from six different printers, each was provided with an original copy of the Heights Happenings newsletter, which was produced on a sheet fed press, in order to give printers an example of the quality the City expected for the newsletter. Staffhas spoken with Rapid Graphics regarding the newsletter. They indicated that the web press does not hold a consistent ink flow, so the quality cannot be improved upon. Rapid Graphics further indicated that they could produce the newsletter on a sheet fed press, but the cost would increase to $5,811.59 per issue. Because Rapids Graphics is unable to produce the same quality newsletter on web press and because their cost for producing the newsletter on a sheet fed press is higher than that of Nystrom's Publishing, staffis requesting permission to award the bid for the City newsletter to Nystrom's Publishing for the remainder of 1999. RECOMMENDED MOTION: Move to authorize staffto change the bid award from Rapid Graphics to Nystrom's Publishing for printing the remaining three issues of"Heights Happenings" in 1999 at a cost of $5,073.78 per issue. COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: March 22, 1999 AGENDA SECTION: CONSENT ORIGINATING DEPT.: CITY MANAGER NO: 4 CITY MANAGER'S APPROVAL ITEM: AMENDMENT TO LETTER OF BY: LINDA MAGEE~~ ~BY: AGREEMENT FOR LEGAL SERVICES RE: CABLE DATE: MARCH 9, 1~9~ NO: In April of 1990, the City of Columbia Heights entered into a letter of agreement with Thomas Creighton of Bernick and Lifson, for provision of legal sen4ces involving cable related matters. The City has received a letter from Mr. Creighton indicating that his legal fees will be increasing effective March 29, 1999. As you see from his letter, legal services provided to the City and paid by the City will increase to $150 per hour (the current rate is $125 per horn:). Legal services which will be reimbursed to the City by the cable company or some other source (such as transfer of ownership or litigation) will increase to $200 per hour (the current rate is $185 per hour). Moreover, rates are included for other members of the firm. The last increase in rates was effective January 1, 1992. As Mr. Creighton states in his letter, he is able to offer economies of scale by splitting work done for multiple clients served by the same cable company when the same project is undertaken on behalf of several clients. The Telecommunications Commission will be reviewing this item at their upcoming meeting on March 18, 1999. Staff recommends authorizing an increase in rates as outlined in the letter from Thomas Creighton dated March 3, 1999. RECOMMENDED MOTION: Move to authorize the Mayor and City Manager to enter into an amendment to the Letter of Agreement between the City and Thomas Creighton, authorizing an increase in rates as outlined in the letter dated March 3, 1999 from Thomas Creighton, for legal services provided for cable related matters. COUNCIL ACTION: BERNICK AND LIFSON A PI~OFES$1ONAL ASSOCIATION ATTORNEYS AT LAW MINNEAPOLIS,, MINNESOTA 55416-1=~70 March 3, 1999 tALSO ADMITTED IN WISCONSIN 'ALSO CERTIFIED PUBLIC ACCOUNTANT Ms. Linda Magee City of Columbia Heights 590 40th Avenue N.E. Columbia Heights, MN 55421-3878 Dear Linda: A recent audit of my client accounts has indicated that in some instances I have not increased my billable hourly rate in over nine (9) years. This has resulted in a wide variety of hourly rates for various clients. Additionally, to say the least, I have not kept up with inflation and have in some instances left rates in place which are considerably under market. Therefore, effective with all time billed on and after March 29, 1999, our hourly rates will be: Thomas Creighton $150 per hour for municipally discounted clients $200 per hour standard/nondiscounted rate (those files reimbursed by outside sources such as cable companies) Robert Vose $130 per hour for municipally discounted clients $165 per hour standard/nondiscounted rate Michael Bradley $130 per hour for municipally discounted clients $165 per hour standard/nondiscounted rate I will continue to offer considerable economies of scale to you by splitting work done for multiple clients served by the same cable company when the same project is undertaken on behalf of numerous clients. As you know, this at times allows you to receive full service for a project while only paying, for example, for 1/6 of the actual time expended on the project (when six clients are served in the same project). The first bill reflecting these changes will be received by you towards the end of April/beginning of May. Should you require any additional retainer or redrafts of existing contracts, please send that material to my attention as soon as possible. We look forward to efficiently and cost-effectively meeting your legal telecommunications needs for many years to come. Thank you for your cooperation. Sincerely, BEP,/NICK AN]~ L, JF~~ Thomas D. Creighton CITY COUNCIL LETTER Meeting of: March 22, 1999 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPT.: CITY MANAGER NO: Recreation APPROVAL ITEM: AUTHORIZE STAFF TO SEEK BIDS ON BY: Keith Windschitl, Recrggl~}¢~ BY: REFINISHING OF WOOD FLOOR IN MURZYN HALL Director NO: DATE: March 3, 1999 The Recreation Department is requesting authorization to seek bids for the sanding and refinishing of the wood floor in the main hall of Murzyn Hall. Staffhas budgeted $8,000 for this project. RECOMMENDED MOTION: Move to authorize staff to seek bids for the sanding and ref'mishing of the wood floor in the main hall of Murzyn Hall with the funds not to exceed $8,000 which was budgeted in 101-45129-4000. COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: March 22, 1999 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPT.: CITY MANAGER NO: Recreation APPROVAL ITEM: REQUEST AUTHORIZATION TO SEEK BIDS BY: Keith Windschitl ,~1~) BY: FOR CARPETING FOR MURZYN HALL PORCH AREA DATE: March 3, 1999"~"-/ AND RECREATION OFFICE NO: The Recreation Department is requesting authorization to seek bids for replacement of the carpeting in the porch area of the main hall and the Recreation Office in Murzyn Hall. Staffhas budgeted $3,000 for the porch area and $1,800 for the Recreation Office in account 10145129-5120. RECOMMENDED MOTION: Motion to authorize staff to seek bids for replacement of the carpeting in the porch area of the main hall and the Recreation Office in Murzyn Hall with budgeted funds coming from 101-45129-5120. COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: March 22, 1999 AGENDA SECTION: CONSENT ORIGINATING DEPT.: CITY MANAGER NO: 4 CITY MANAGER'S~ _~, __~ APPROVAL ITEM: ESTABLISHING A WEB PAGE FOR THE BY: LINDA MAG~ ..BY: CITY OF COLUMBIA HEIGHTS NO: DATE: MARCH 9, 1999 At the Telecommunications Commission meeting of January 21, 1999, the commission discussed having a Web Site for the City. Currently, there is an "Unofficial" web site, which has been done without sanction of the City. The commission members felt it was important to get an official web site established as another method to get information out to the residents. After much discussion, it was the recommendation of the commission that the City Council consider proceeding with the development of an official web site and approve establishing a task force committee that would study the situation, share ideas, investigate the costs involved and help establish an official web site for the city. Staff recommends that the Telecommunications Commission be authorized to solicit members for the Task Force. RECOMMENDED MOTION: Move to approve the establishment of a task force committee to investigate and study the establishment of an official web site for the City, and to authorize the Telecommunications Commission to solicit members for such task force. COUNCIL ACTION: City of Columbia Heights Public Works Department Work Session Discussion Item Work Session Date: March 15, 1999 Prepared by: Kevin Hansen, Public Works Director/City l~ngineer Item: a. Rehabilitation Policy for Paving Raw Alleys b. Policy for Alley Assessments Background: The feasibility report for the 1999 Alley Paving Program was accepted by the City Council at their March 8, 1999 regular meeting. An Improvement Hearing is scheduled for March 29, 1999 and a Resident Informational Meeting is scheduled for March 23, 1999 at 6:30 p.m. Analysis/Conclusions: The street rehabilitation program did not specifically identify alleys within its establishing resolution, although it may be implicit within a 'street system'. Due to differing pavement material and assessment methodology, staff is proposing a resolution which would establish a formal alley rehabilitation program. The proposed policy would establish concrete as the pavement material for alley reconstruction and would also establish an assessment policy on a 'parcel' unit basis. A resolution is at~ached which incorporates these items into an overall alley rehabilitation policy. Another issue that is proposed by staff is to differentiate land use within the assessment policy. The basis for this is that commercial or apartment uses are the higher traffic generators and therefore contribute a higher amount to the use and degradation of a road system than single family uses. Also, there is 'the question of fairness when looking at an commercial or apartment buildings receiving the same benefit as single family home. Considering these issues, staff is recommending the following for the 99 Alley Program: Single Family and Duplexes: (as previously proposed) ~ Bituminous: $ 925.00 · Concrete: $ 1,200.00 · Access restricted: $ 750.00 Commercial, Industrial, and Apartments ,. Bituminous: $ 2,155.00 ~ Concrete: $ 2,900.00 ~ Access restricted: $ 1,250.00 Work Session Discussion Item March 15, 1999 99 Alley Improvement Program Page 2 As previously discussed, the parcel rate basis for single family homes represents the city subsidizing approximately 60% of the construction costs. The proposed rate for commercial, industrial and apartment buildings represents 100% of the costs on a parcel rate basis for all abutting parcels under the 99 program. There are currently 14 parcels that would be affected by this proposal. Requested Action: 1. Approve Resolution Establishing an Alley Rehabilitation Program 2. Approve Alley Assessment Policy Attachment: Resolution RESOLUTION NO. 99- RESOLUTION ADOPTING AN ALLEY REHABILITATION PROGRAM AND ALLEY ASSESSMENT POLICY WHEREAS, most of the alleys controlled and maintained by the City of Columbia Heights are thirty or more years old; and WHEREAS, it is recognized that a systematic program of surface maintenance, including patching, crack sealing, seal coating, and joint filling can extend the life of concrete and asphalt pavements; and WHEREAS, it is recognized that, even with a systematic program of maintenance, it becomes necessary to rehabilitate concrete and asphalt pavements in order to preserve the original investments in the construction of an alley; and WHEREAS, it is City policy that the General Fund will be used for City-wide alley maintenance such as pothole patching, alley sweeping, and snow removal, and that specific maintenance and capital improvements such as seal coating, curb and gutter replacement, sidewalks, and pavement rehabilitation will be paid for by the property owners benefitted; and WHEREAS, the City Council recognizes that the current policies with regard to maintenance and assessments have not been conducive to a systematic program of alley rehabilitation that will preserve the investment made in the alley system. NOW, THEREFORE, BE IT RESOLVED: That in order to preserve the investment in the alley system, the following practices will be folliowed: The City street system has been divided into seven zones for the purpose of maintenance, seal coating and rehabilitation. In an 'off' year of the Street Rehabilitation Program, the City Engineering staffwill review alleys in the entire City to be seal coated and determine which alleys would benefit from rehabilitation for alleys in need of rehabilitation, and determine a maximum assessment rate based on the type of rehabilitation and the availability of City funds that can be applied to start rehabilitation. The City Council will review these recommendations, and as appropriate, order improvement hearings to provide testimony from those property owners affected by the proposed alley rehabilitation projects. When appropriate, the City Council will set a maximum assessment rate based on the type of rehabilitation, and availability of City funds for alley rehabilitation, and order the improvements, with those costs not covered by the assessment being paid for out of the Infrastructure Fund. Recognizing the uniqueness of alleys in the overall street system, assessments to property shall be established on aparcel unit basis. o Considering the material longevity, constmctability in a narrow right-of-way, and better drainage characteristics for an inverse crown, concrete shall be the surfacing material for alley reconstruction work. Passed this 22~ day of March, 1999. Offered by: Seconded by: Roll Call: Mayor Gary 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 tree 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 22~h day of March, 1999, as disclosed by the records of Said City in my possession. Seal Jo-Anne Student Deputy City Clerk City of Columbia Heights Public Works Department Work Session Discussion Item Work Session Date: March 15, 1999 ~}~J Prepared by: Kevin Hansen, Public Works Director/City Enginee Item: a. Feasibility Report for Sealcoating Alleys b. Order Improvement Hearing Background: The City Council accepted the feasibility report and ordered an improvement hearing for March 29, 1999 to consider paving the remaining gravel or raw alleys. This work is proposed in an off- year of the City-wide Street Rehabilitation Program and also recognizes the ordinance requirement to pave unimproved driveways. All remaining alleys in the entire city are proposed to be patched and sealcoated. Analysis/Conclusions: Attached is the feasibility report which identifies the scope and details the work involved in sealcoating all remaining alleys. The total number of affected parcels is 1,188, with 12 city owned parcels. In addition, the following city parking lots are proposed to be included as part of this program: · Prestemon · LaBelle (42nd) · Parkview · Keyes (46th) · McKenna · Ramsdell · Gauvitte · Liquor Store CUniv) · City Hall City crews will perform all necessary patching and repairs prior to the sealcoating process. Due to the number of alleys and parking lots, the timing of the sealcoating will likely be in August. Also, a smaller cover aggregate is proposed due to the traffic uses in alleys and parking lots. The proposed assessment methodology is the same as what was proposed under the concrete alley paving program on a parcel unit basis. The project is proposed to be 100% assessed with an assessment rate of $96.00 per parcel. Requested Action: 1. Accept feasibility report. 2. Order improvement hearing for April 13th, at approximately 7:00 p.m. Attachment: Alley Seal Coat Improvements Feasibility Report CiTY OF COLUMBIA HEIGHTS (1") 590 40TH AVENUE N.E,, COLUMBIA HEIGHTS, MN 55421-3878 (612) 782-2800 TDD 782-2806 TO: FROM: SUBJECT: DATE: MAYOR, COUNCIL MEMBERS AND STAFF CITY MANAGER ADDITION' TO AGENDA FOR MARCH 15, 1999 WORK SESSION MARCH 12, 1999 ATTACHED IS INFORMATION REGARDING THE RECOMMENDATIONS OF THE BUILDING OFFICIAL RELATIVE TO CONTRACT ELECTRICAL INSPECTIONS AND DEPARTMENT STAFFING. THIS INFORMATION WAS RECEIVED LATE FRIDAY AFTERNOON. IT IS MY RECOMMENDATION THAT THIS ITEM BE ADDED TO THE DISCUSSION SECTION OF THE AGENDA FOR THE MARCH 15, 1999 COUNCIL WORK SESSION. THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES EQUAL OPPORTUNITY EMPLOYER CITY COUNCIL LETTER Work Session of: March 15, 1999 AGENDA SECTION: ORIGINATING DEPT: (~ '~ CITY MANAGER ,NO: Community DevelopmentTM.! APPROVAL ITEM: Contract Electrical Inspections and BY: Mel Collovar5~'~/ BY: Department Staffing NO: DATE: Januar7 25, 1999 Issue Statement: Staffin this Department is continuously striving to becoming more user friendly. Bringing the electrical inspections back to an Electrical Inspector, on a contract basis with the City, would afford one stop shopping for permits. Background/Analysis: Electrical Permits/Inspections: Staffresearched the fees and number of permits with other cities such as Fridley, Roseville, New Brighton, etc. With approximately 900 electrical permits issued in the City 1998, the estimated loss of revenue is $13,500 in administrative fees (at $15 per permit) and $5,400 in percentage calculated at 20% of permit fees. This is an approximate total of $18,900 in lost revenues. The Council is reminded, in the early 1990's construction permit valuation was an average of four million dollars, the Inspection Department was a stand alone Department and enjoyed considerably more staff. With last year's valuation of just under seventeen million, it is not likely the current staffis physically able to maintain the standards our customers now enjoy. At this time, the governing body of' Hilltop is anxious to adopt similar zoning and licensing ordinances. Note, the City of Hilltop does not license heating contractors, therefore, they do not get mechanical permits. They are willing to adopt our licensing requirements and be more in line with Minnesota requirements for permits. The additional revenues to this City could exceed another $6,000 in rental inspection fees based on the number of rental units in Hilltop. Bringing the estimated total revenue up to $24,900 in additional yearly revenues. This amount does not include permit fee revenues since Hilltop has virtually no enforcement and any amount of permit fees would be speculation al: this time. Department Staffing: If this Department is to accept the additional duties of issuing electrical permits, Hilltop Building Permits, and with the possibility of assisting Hilltop with a Building Maintenance Code, and Rental Licensing Code, additional personnel will be needed on at least a part-time basis, it make take some doing to find a place within the Department for this person. To accomplish all these additional tasks and to gain the increase in revenues to the City, additional staff will be required. A part-time clerical position would have to be created and filled. Although th& is little doubt in this proposal, a temporary position should be created. A decision on this proposal should be completed and additional staff must be added prior to the opening of the spring construction season. This will allow for ample training of personnel prior to the spring construction season. Any delays would hinder the efficient use of this person. Training would take longer after the start of the spring construction season. It is anticipated there will be a repeat of last years heavy spring work load. Kathy Pepin and the additional person would have to be cross trained to operate the department efficiently. Kathy Pepin would have to accept additional duties and re-evaluation of her job description and possibly additional compensation could be necessary to achieve the goals intended. The existing staff would not be able to cover the additional work load incurred by this proposal. Permit numbers would more than double the present numbers. The anticipated total amount of permits should Page Two exceed 2,000 permits. Tiffs estimate includes 1,300 current permits and the anticipated additional 900 electrical permits. Again, tiffs does not include Hilltop permits. It cannot be speculated just what the numbers would be due to the lack of current enforcement. The current time spent on Building Department activities would increase for field inspection, plan review, permit issuance and record keeping. (There still remains the possibility of Property Maintenance and Rental Inspection for the City of Hilltop. This is also a financial opportunity to increase revenues, provide the additional help necessary to complete the upcoming school construction, with minimal expenditures.) With increased revenues and duties, the additional staffperson would raise expenditures. The Mayor and Council are also reminded that permit valuation has greatly exceeded past years placing an added burden on the existing staff. If construction in 1999 continnes at the current pace, current staffwill need at least temporary staffing assistance in order to maintain the standards currently enjoyed by residents, contractors and other construction professionals, and business owners..( See attached monthly report). Future Steps: The Building Official would have to contact the State Board of Electricity for the procedures in canceling the services. A Contract Electrical Inspector Position would have to be filled. An additional part-time clerical position would have to be added to this Department. Research would have to be conducted to clarify duties and revise the job description for the current License/Permit Clerk. Recommended Motions: 1. Move to authorize staffto ca:acel the inspection services provided by the State Board of Electricity. Move to authorize the City Manager to enter into a contract with a Contract Electrical Inspector, with compensation to the Contract Inspector at the standard, 80% of electrical permit fees. e Move to direct staffto re-evaluate the current License/Permit Clerk's job description and to amend the description and pay rate to coincide with the additional inspection and electrical permit duties imposed on the position. COUNCIL ACTION: COLUMBIA HEIGHTS POLICE DEPARTMENT TO: FROM: SUBJECT: DATE: Walt Fehst, City Manager .cr~] Thomas M. Johnson, Chief of Police '~'~ v Council Work Session Item: Request to Purchase Laptop Computers March 15, 1999 Work Session March 3, 1999 BACKGROUND In the 1999 Police Department Capital Improvement budget, the department included $14,000 to purchase two laptop computers, two modems, and two Gamber Johnson mounts, which will allow us to continue the upgrade of our in-car laptops from MDT's to dual function computers. ANALYSIS/CONCLUSION The upgrade of MDT dumb terminals to dual function laptop computers has greatly increased the professional work product of .our officers-not only on the street, but also those officers who are working in investigations and as the school liaison officer. We have also reduced the work load of the Records section, which allows us to stay up to date with data entry and processing of reports. This upgrade also allows us to enter data into the Laserfiche system in a faster, digitized fashion. It is the recommendation of the Police Department that we continue to replace the last of our MDT units and that the replaced MDT's be sold to other agencies that have a need for this single function system. The department is recommending the purchase of the following items: Txvo Toshiba laptop computers Txvo Motorola trunk mount modems Txvo Gamber Johnson computer mounts with screen support. $1,382 x 2 = $4,146.00 $3,274 x 2 = $6,548.00 $ 250x2= $ 500.00 Sales tax $ 727.61 TOTAL $11,921.61 RECOMMENDED MOTION Move to approve the purchase of two laptop computers, two trunk mount modems, and two Gamber Johnson computer mounts with screen support for $11,921.61, with funding to come from the 1999 Capital Equipment Fund. TMJ:mld 99-092 COL'UMBIA HEIGHTS POLICE DEPARTMENT TO: FROM: SUBJECT: DATE: Walt Fehst, City Manager Thomas M. Johnson, Chief of Polic~"' \ (// Transfer of Funds from General Fund to Police Department to Repay Overtime Fund March 8, 1999 BACKGROUND During the last week of January 1999, we had an armed robbery at Norwest Bank at 41 st and Central. After the robbery the bank branch manager and the head of Norwest Security approached us, asking for assistance in the form of an off duty officer to work security at the bank. Since this type of off duty employment is handled through the department, officers have signed up and worked this detail since February 1. According to the City Finance Director, this money is considered revenue, and so it had to be placed in the City General Fund. ANALYSIS/CONCLUSION The Police Department is requesting that the City Council pass a motion requiring the $2,945 received from Norwest Bank to cover the cost of off duty officers working security at the Bank be returned to the 1999 Police Department's budget, line 1020. RECOMMENDED MOTION Move to transfer $2,945, the total amount received from Norwest Bank for off duty security worked, from the General Fund to the Police Department's 1999 budget under line 1020, police overtime. TMJ:mld 99-098 CITY COUNCIL LETTER Meeting of: March 22, 1999 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPT.: CITY MANAGER NO: Recreation APPROVAL ITEM: AUTHORIZE STAFF TO USE NYSTROM'S BY: Keith Windsch/tl/?2~/] BY: PUBLISHING FOR PRINTING OF CITY NEWSLETTERS DATE: March 3, 1999'~'~//q~ IN 1999 NO: BACKGROUND: The City of Columbia Heights has had the quarterly city newsletter printed by Nystrom's Publishing for the past several years. Nystrom's Publishing has always come in with the low bid and has produced the a quality product using a sheet fed press. The Recreation Department is requesting permission to use Nystrom's Publishing for printing of the quarterly City newsletter, "Heights Happenings," for the remainder of 1999. Bids were submitted by both Nystrom's Publishing and Rapids Graphics for printing and mailing the 1999 newsletter. Nystrom's Publishing bid was $5,073.78 per issue, and Rapid Graphics' bid was $4,786.00 per issue. Nystrom's Publishing uses a sheet fed printing process, whereas Rapid Graphics uses a web press process. The bid was granted to Rapid Graphics, who printed and mailed the spring, 1999 issue of the City newsletter. It was readily apparent to staff that the quality of the document produced on a web press is inferior to the quality produced on the sheet fed press. The colors are not as bright, the photographs look fuzzy and dim, and the paper seems to be ora lesser quality than previous newsletters. Staffhas been advised that this is typical for the web press printing process. At the time bids were requested from six different printers, each was provided with an original copy of the Heights Happenings newsletter, which was produced on a sheet fed press, in order to give printers an example of the quality the City expected for the newsletter. Staffhas spoken with Rapid Graphics regarding the newsletter. They indicated that the web press does not hold a consistent ink flow, so the quality cannot be improved upon. Rapid Graphics further indicated that they could produce the newsletter on a sheet fed press, but the cost would increase to $5,811.59 per issue. Because Rapids Graphics is unable to produce the same quality newsletter on web press and because their cost for producing the newsletter on a sheet fed press is higher than that of Nystrom's Publishing, staff is requesting permission to award the bid for the City newsletter to Nystrom's Publishing for the remainder of 1999. RECOMMENDED MOTION: Move to authorize staff to change the bid award from Rapid Graphics to Nystrom's Publishing for printing the remaining three issues of"Heights Happenings" in 1999 at a cost of $5,073.78 per issue. COUNCIL ACTION: CITY COUNCIL LETTER Meeting of.' March 22, 1999 AGENDA SECTION: CONSENT ORIGINATING DEPT.: CITY MANAGER NO: 4 CITY MANAGER'S APPROVAL ITEM: AMENDMENT TO LETTER OF BY: LINDA MAG~ ._BY: AGREEMENT FOR LEGAL SERVICES RE: CABLE DATE: MARCH 9, 1 9~,9' J NO: In April of 1990, the City of Columbia Heights entered into a letter of agreement with Thomas Creighton of Bemick and Lifson, for provision of legal ser~fces involving cable related matters. The City has received a letter from Mr. Creighton indicating that his legal fees will be increasing effective March 29, 1999. As you see from his letter, legal services provided to the City and paid by the City will increase to $150 per hour (the current rate is $125 per hour). Legal services which will be reimbursed to the City by the cable company or some other source (such as transfer of ownership or litigation) will increase to $200 per hour (the current rate is $185 per hour). Moreover, rates are included for other members of the £mu. The last increase in rates was effective January 1, 1992. As Mr. Creighton states in his letter, he is able to offer economies of scale by splitting work done for multiple clients served by the same cable company when the same project is undertaken on behalf of several clients. The Telecommunications Commission will be reviewing this item at their upcoming meeting on March 18, 1999. Staffrecommends authorizing an increase in rates as outlined in the letter from Thomas Creighton dated March 3, 1999. RECOMMENDED MOTION: Move to authorize the Mayor and City Manager to enter into an amendment to the Letter of Agreement between the City and Thomas Creighton, authorizing an increase in rates as outlined in the letter dated March 3, 1999 from Thomas Creighton, for legal services provided for cable related matters. COUNCIL ACTION: NEAL J. SHAPIRO SAUL A. SERNICK' THOMAS D. CREIGHTON BEI NICK. AND LIFSON A PROPESSIONAL ASSOCIATION ATTORNEYS AT LAW SUITE 1200~ THE COLONNADE SSO0 WAYZATA BOULEVARD MINNEAPC) LIS, MINNESOTA 5~;416-I270 TELEPHONE (~l::3) 546-1200 March 3, 1999 'J'ALSO ADMITTED IN WISCONSIN "ALSO CERTIFIED PUBLIC ACCOUNTANT 'ALSO ADMITTED IN FLORIDA LEGAL ASSISTANT KATHRYN G. MASTERMAN Ms. Linda Magee City of Columbia Heights 590 40th Avenue N.E. Columbia Heights, MN 55421-3878 Dear Linda: A recent audit of my client accounts has indicated that in some instances I have not increased my billable hourly rate in over nine (9) years. This has resulted in a wide variety of hourly rates for various clients. Additionally, to say the least, I have not kept up with inflation and have in some instances left rates in place which are considerably under market. Therefore, effective with all time billed on and after March 29, 1999, our hourly rates will be: Thomas Creighton $150 per hour for municipally discounted clients $200 per hour standard/nondiscounted rate (those files reimbursed by outsi, de sources such as cable companies) Robert Vose $130 per hour for municipally discounted clients $165 per hour standard/nondiscounted rate Michael Bradley $130 per hour for municipally discounted clients $165 per hour standard/nondiscounted rate I will continue to offer considerable economies of scale to you by splitting work done for multiple clients served by the same cable company when the same project is undertaken on behalf of numerous clients. As you know, this at times allows you to receive full service for a project while only paying, for example, for 1/6 of the actual time expended on the project (when six clients are served in the same project). The first bill reflecting these changes will be received by you towards the end of April/beginning of May. Should you require any additional retainer or redrafts of existing contracts, please send that material to my attention as soon as possible. We look forward to efficiently and cost-effectively meeting your legal telecommunications needs for many years to come. Thank you for your cooperation. Sincerely, BE ~RNICK AN~ Thomas D. Creighton CITY COUNCIL LETTER Meeting of: March 22, 1999 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPT.: CITY MANAGER NO: Recreation APPROVAL ITEM: AUTHORIZE STAFF TO SEEK BIDS ON BY: Keith Windschitl, Rec~t2o~ BY: REFINISHING OF WOOD FLOOR IN MURZYN HALL Director NO: DATE: March 3, 1999 The Recreation Department is requesting authorization to seek bids for the sanding and re£mishing of the wood floor in the main hall of Murzyn Hall. Staffhas budgeted $8,000 for this project. RECOMMENDED MOTION: Move to authorize staff to seek bids for the sanding and re£mishing of the wood floor in the main hall of Murzyn Hall with the funds not to exceed $8,000 which was budgeted in 101-45129-4000. COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: March 22, t999 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPT.: CITY MANAGER NO: Recreation APPROVAL ITEM: REQUEST AUTHORIZATION TO SEEK BIDS BY: Keith Windschitl,~17} BY: FOR CARPETING FOR MURZYN HALL PORCH AREA DATE: March 3, 1999 AND RECREATION OFFICE NO: The Recreation Deparmxent is requesting authorization to seek bids for replacement of the carpeting in the porch area of the main hall and the Recreation Office in Murzyn Hall. Staff has budgeted $3,000 for the porch area and $1,800 for the Recreation Office in account 101-45129-5120. RECOMMENDED MOTION: Motion to authorize staff to seek bids for replacement of the carpeting in the porch area of the main hall and the Recreation Office in Murzyn Hall with budgeted funds coming from 101-45129-5120. COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: March 22, 1999 AGENDA SECTION: CONSENT ORIGINATING DEPT.: CITY MANAGER NO: 4 CITY MANAGER'S~ ,,~ _I APPROVAL ITEM: ESTABLISHING A WEB PAGE FOR THE BY: LINDA MAG~ .,BY: CITY OF COLUMBIA HEIGHTS NO: DATE: MARCH 9, 1999 At the Telecommunications Commission meeting of January 21, 1999, the commission discussed having a Web Site for the City. Currently, there is an "unofficial" web site, which has been done without sanction of the City. The commission members felt it was important to get an official ~veb site established as another method to get information out to the residents. After much discussion, it was the recommendation of the commission that the City Council consider proceeding with the development of an official web site and approve establishing a task force committee that would study the situation, share ideas, investigate the costs involved and help establish an official web site for the city. Staff recommends that the Telecommunications Commission be authorized to solicit members for the Task Force. RECOMMENDED MOTION: Move to approve the establishment of a task force committee to investigate and study the establishment of an official web site for the City, and to authorize the Telecommunications Commission to solicit members for such task force. COUNCIL ACTION: ' Ci_ty of Columbia Heights Public Works Department Work Session Discussion Item Work Session Date: March 15, 1999 Prepared by: Kevin Hansen, Public Works Director/City Engineer Item: a. Rehabilitation ]?oliey for Paving Raw Alleys b. Policy for Alley Assessments Background: The feasibility report for the 1999 Alley Paving Program was accepted by the City Council at their March 8, 1999 regular meeting. An Improvement Hearing is scheduled for March 29, 1999 and a Resident Informational Meeting is scheduled for March 23, 1999 at 6:30 p.m. Analysis/Conclusions: The street rehabilitation program did not specifically identify alleys within its establishing resolution, although it may be implicit within a 'street system'. Due to differing pavement material and assessment methodology, staff is proposing a resolution which would establish a formal alley rehabilitation program. The proposed policy would establish concrete as the pavement material for alley reconstruction and would also establish an assessment policy on a 'parcel' unit basis. A resolution is attached which incorporates these items into an overall alley rehabilitation policy. Another issue that is proposed by staff is to differentiate land use within the assessment policy. The basis for this is that commercial or apartment uses are the higher traffic generators and therefore contribute a higher amount to the use and degradation of a road system than single family uses. Also, there is the question of fairness when looking at an commercial or apartment buildings receiving the same benefit as single family home. Considering these issues, staff is recommending the following for the 99 Alley Program: Single Family and Duplexes: (as previously proposed) ~ Bituminous: $ 925.00 · Concrete: $ 1,200.00 · Access restricted: $ 750.00 Commercial, Industrial, and Apartments · Bituminous: $ 2,155.00 · Concrete: $ 2,900.00 · Access restricted: $ 1,250.00 Work Session Discussion Item March 15, 1999 99 Alley Improvement Program Page 2 As previously discussed, the parcel rate basis for single family homes represents the city subsidizing approximately 60% of the construction costs. The proposed rate for commercial, industrial and apartment bttildings represents 100% of the costs on a parcel rate basis for all abutting parcels under the 99 program. There are currently 14 parcels that would be affected by this proposal. Requested Action: 1. Approve Resolution Establishing an Alley Rehabilitation Program 2. Approve Alley Assessment Policy Attachment: Resolution RESOLUTION NO. 99- RESOLUTION ADOPTING AN ALLEY REHABILITATION PROGRAM AND ALLEY ASSESSMENT POLICY WHEREAS, most of the alleys controlled and maintained by the City of Columbia Heights are thirty or more years old; and WHEREAS, it is recognized that a systematic program of surface maintenance, including patching, crack sealing, seal coating, and joint filling can extend the life of concrete and asphalt pavements; and WHEREAS, it is recognized that, even with a systematic program of maintenance, it becomes necessary to rehabilitate concrete and asphalt pavements in order to preserve the original investments in the construction of an alley; and WHEREAS, it is City policy that the General Fund will be used for City-wide alley maintenance such as pothole patching, alley sweeping, and snow removal, and that specific maintenance and capital improvements such as seal coating, curb and gutter replacement, sidewalks, and pavement rehabilitation will be paid for by the property owners benefitted; and WHEREAS, the City Council recognizes that the current policies with regard to maintenance and assessments have not been conducive to a systematic program of alley rehabilitation that will preserve the investment made in the alley system. NOW, THEREFORE, BE IT R_ESOLVED: That in order to preserve the investment in the alley system, the following practices will be followed: The City street system has been divided into seven zones for the purpose of maintenance, seal coating and rehabilitation. In an 'off' year of the Street Rehabilitation Program, the City Engineering staffwill review alleys in the entire City to be seal coated and determine which alleys would benefit from rehabilitation for alleys in need of rehabilitation, and determine a maximum assessment rate based on the type of rehabilitation and the availability of City funds that can be applied to start rehabilitation. The City Council will review these recommendations, and as appropriate, order improvement hearings to provide testimony from those property owners affected by the proposed alley rehabilitation projects. o When appropriate, the City Council will set a maximum assessment rate based on the type of rehabilitation, and availability of City funds for alley rehabilitation, and order the improvements, with those costs not covered by the assessment being paid for out of the Infrastructure Fund. o Recognizing the uniqueness of alleys in the overall street system, assessments to property shall be established on aparceI unit basis. Considering the material longevity, constructability in a narrow right-of-way, and better drainage characteristics for an inverse crown, concrete shall be the surfacing material for alley reconstruction work. Passed this 22th day of March, 1999. Offered by: Seconded by: Roll Call: Mayor Gary 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 22th day of March, 1999, as disclosed by the records of said City in my possession. Seal Jo-Anne Student Deputy City Clerk City of Columbia Heights Public Works Department Work Session Discussion Item Work Session Date: March 15, 1999 ~l,~J Prepared by: Kevin Hansen, Public Works Director/City Enginee Item: a. Feasibility Report for Sealcoating Alleys b. Order Improvement Hearing Background: The City Council accepted the feasibility report and ordered an improvement hearing for March 29, 1999 to consider paving the remaining gravel or raw alleys. This work is proposed in an off- year of the City-wide Street Rehabilitation Program and also recognizes the ordinance requirement to pave unimproved driveways. All remaining alleys in the entire city are proposed to be patched and sea/coated. Analysis/Conclusions: Attached is the feasibility report which identifies the scope and details the work involved in sealcoating all remaining alleys. The total number of affected parcels is 1,188, with 12 city owned parcels. In addition, the following city parking lots are proposed to be included as part of this program: · Prestemon · LaBelle (42ha) · Parkview · Keyes (46t~) · McKenna · Ramsdell · Gauvitte · Liquor Store (Univ) · City Hall City crews will perform all necessary patching and repairs prior to the sealcoating process. Due to the number of alleys and parking lots, the timing of the sea/coating will likely be in August. Also, a smaller cover aggregate is proposed due to the traffic uses in alleys and parking lots. The proposed assessment methodology is the same as what was proposed under the concrete alley paving program on a parcel unit basis. The project is proposed to be 100% assessed with an assessment rate of $96.00 per parcel. Requested Action: 1. Accept feasibility report. 2. Order improvement hearing for April 13th, at approximately 7:00 p.m. Attachment: Alley Seal Coat Improvements Feasibility Report