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HomeMy WebLinkAboutOctober 6, 1997 Work SessionNOTICE ADMINISTRATiON OF COUNCIL WORK SESSION Mayor Joseph Sturdevant Councilmembers Donald G. Jolly Meg Jones Gary L. Peterson Robert W. Ruettimann City Manager Walt Febst Notice is hereby given that a Council Work Session is to be hem in the CITY OF COLUMBIA HEIGHTS as follows: Meeting of: Date of Meeting: MONDAY, OCTOBER 6, 1997 ***. ~_. Time of Meeting? 8:00 P.M. ~?* Note Change of Time Location of Meeting: CITY HALL CONFERENCE ROOM Purpose of Meeting: WORK SESSION COLUMBIA HEIGHTS CITY COUNCIL AGENDA 1) Bid on Vacant Property at 685 46 1/2 A VENUE 2) Remodeling Handbook 3) Materials Security System at the Library 4) Driveway/Hard Surface Parking 5) Change in Wage Classification 6) Vacated Alley North of 40th Avenue, East of Jefferson 7) Award of Sanitary Sewer for Sullivan Lift Station 8) Review Quotes of Fencing of Maintenance Yard (Quotes to come in on Monda); October 6th and will be provided at the work session) 9) Snow Blower Replacement 10) 612 Area Code Changes /js 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 **'hen the request is tnade at least 96 hours in advance. Please call the Ci0, Council Secretary at 782-2800, Extension 209, To make arrangements. (TDD/782-2806 for deaf onl)9 "~-JMayor CITY OF COLUMBIA HEIGHTS 590 40TH AVENUE N.E., COLUMBIA HEIGHTS, MN 55421-3878 (612) 782-2800 TDD 782-2806 ADMINISTRATION NOTICE OF COUNCIL WORK SESSION Joseph Sturdevant Councilmembers Donald G, Jolly Meg Jones Gary L. Peterson Robert W. Ruettimann City Manager Walt Fehst Notice is hereby given that a Council Work Session is to be held in the CITY OF COLUMBIA HEIGHTS as follows: Meeting of: Date of Meeting: Time of Meeting: COLUMBIA HEIGHTS CITY COUNCIL MONDAY, OCTOBER 6, 1997 7:00 P.M. Location of Meeting: CITY HALL CONFERENCE ROOM Purpose of Meeting: WORK SESSION AGENDA 1) Bid on Vacant Property at 685 46 1/2 A VENUE 2) Remodeling Handbook 3) 2~Iaterials Security System at the Library 4) Driveway/Hard Surface Parla'ng - ~ ~- 5) Change in Wage Classification 6) Vacated Alley North of 4Oth Avenue, East of Jefferson 7) Award of Sanitary Sewer for Sullivan Lift Station .- ~ 8) Review Quotes of Fencing of Maintenance Yard (Quotds to corde in on Monday, October 6th and will be provided at the work session) 9) Snow Blower Replacement 10) 612 Area Code Changes /js 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 onl)9 THE CITY OF COLUMBia HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS Of DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES EQUAL OPPORTUNITY EMPLOYER CITY OF COLUMBIA HEIGHTS Date: October 1, 1997 To: From: P~e: Mayor Joseph Sturdevant City Councilmembers Tina Goodro~er Bid on 685 46 ~ Avenue NE Attached is a bid for the property at 685 46 ~ Avenue N.E. for $14,600 which is $4,900 under the assessed value of $19,500. The plans for a single family home with 1070.4 square feet and a three car garage are attached for your review. The square footage meets the minimum required. I expect the home value will exceed $100,000. The bidder has explained that he has determined this asking price due to the amount of mature trees that need to be removed in order for the home to be constructed. This lot is also situated on a hill and the home will be in the directional view of the Hilltop Trailer Park. This is the first person I have talked to who is seriously interested in this lot. Recommendation: Move to accept or reject the bid of $14,600 for 685 46 ½ Avenue N.E. If rejected advise staffto re-negotiate the price. ! Ill CITY OF COLUMBIA HEIGHTS Date: October 2, 1997 To: From: Mayor Joseph Sturdevant City Councilmembers Walt Fehst/~Manager Tina Goo~/Planner Remodeling Handbook Background Over the past couple of months I have been participating in a project with the Community Development Directors Forum for creating a planbook or remodeling handbook which would provide ideas and plans for remodeling and improving inner-ring homes. Much of the housing built in the inner-ring suburbs occurred during the two decades following World War II. This housing was built using "production line" methods--the same style and floor plans repeating themselves over and over. Some of this housing may have been modified but much has not and does not meet the lifestyles of today. Most of this housing is marketed to the first time homebuyers whose stay is shortened by a lack of adequate space and other housing amenities which are available at the growing edges of the region. Much of the inner ring is now struggling with an aging housing population. However, the inner ring offers many advantages as they are more compact, easily served by transit, contain well established neighborhoods and businesses. Because of the advantages of living in the first ring and the condition the housing stock the group identified several important reasons for addressing the housing stock and providing a way to assist homeowners through the development of a planbook: *Community Stability. Often when a communities housing stock is perceived inadequate, housing is marketed to first time homebuyers who leave the community as soon as their income or family size increases. If move-up housing in not available within the community, families leave to meet their housing needs in other suburbs, often the outer ring. This puts an increased demand on housing on the fringe thus encouraging sprawl. * Future Trends. According to demographic trends, the number of first time homebuyers will be decreasing in the future. This will encourage a trend toward rental as homeowners cannot find buyers when they choose to move on. * Excessive concentrations of unpopular housing stock has the potential to concentrate low income people into "ghetto-like" areas. Areas are more successful when a range of housing is available. * Life-cycle housing. Many residents desire to remain in their communities, but cannot find adequate housing to meet changing needs. Diversified housing is desirable because people are able to stay within their neighborhoods and communities through all periods of their lives, lending stability and vitality to communities. * Remaining Competitive. Inner-ring communities compete with outer-ring suburbs for households. Because there is a shortage of vacant developable land within the inner-ring communities, remodeling and rehabilitation becomes an important way to encourage reinvestment, diversify and improve the housing to maximize property and neighborhood values. What the Planbook will offer: * Identify and explain the structure and features of the predominate housing styles and floor plans. This would include an analysis of the strengths and weaknesses and history of post-war era housing. * Identify and explain the changing housing trends, how these respond to market and lifestyle changes and why this is relevant to the post-war housing. * Develop a variety of design alternatives or schemes for each which will offer to residents options for meeting their changing needs. These schemes should meet the following objectives. 1. Preserve or enhance the architectural character of the house. 2. Be compatible with the block and neighborhood in which the house is located. 3. Be flexible enough to adapt to various individual needs and preferences including elderly. 4. Offer the ability to phase remodeling over time. 5. Offer flexibility to different ages and associated needs. 6. Offers information about how to replace or remove functionally obsolete features with more contemporary ones. 7. Provide a realistic range of cost analysis for various schemes. Conclusion This planbook will be prepared similar to the Longfellow Handbook prepared on bungalows for the Longfellow neighborhood in Minneapolis. The difference is that with over 20 cities involved we are trying to include at least three home styles; the cape code, rambler and two stories. The group has prepared a Request for Qualifications and will be meeting with architects interested in working on this project. The group that prepared the Longfellow book is interested in this project and has the most experience. A copy of that book will be available to review at the meeting. There is a cost involved, however because we do not have a proposal we don't have a confirmed price. We have discussed getting a commitment from each city for $5,000 so that all costs including printing are covered. A batch of books will be provide to each city and most of us have talked about selling it for $10 or $15 so most or all costs can be recaptured. The Longfellow Group has sold over 800 books at about $15.00. Realtors and remodelers will also be interested in this type of resource. I w~l be meeting with the group on Friday, October 3, 1997 and will propose pro rata price based on each City's population so that the smaller cities involved are paying a smaller price. More information on this will provided at the worksession. Recommendation Move to commit $5;000 for the efforts of preparing a multi-jurisdictional remodeling handbook. CITY COUNCIL LET'rER Meeting of: 10/13/97 AGENDA SECTION: NO.: ITEM.: Authorization.to purchase and NO.:±nsta±± macerla±s s~curmty system at Library Background ORIGINATING DEPARTMENT: BY: M. Rebecca Loade~, ~/~ DATE: 10/2/97 CITY MANAGER APPROVAL BY: DATE: The Library's materials collection represents a large financial investment by the City and has been protected by a security system since 1984. As the system aged and then became obsolete, planning began for its replacement, and the expenditure was approved in the 1997 budget. At the January 27~, 1997, City Council meeting permission was granted to seek bids for the purchase and installation of the system. Subsequent investigation revealed that a system could be purchased off a State cooperative purchasing contract. Alternatives Two types of systems (e.g. radio frequency and electro-magnetic) have been examined, and based on field visits and past experience with a radio frequency system, the electro-magnetic type has been selected for consideration. The proposed materials security system will protect both floors of the library. The main floor will have two 48" systems at the two exterior entrances and two check- out functions at the circulation desk. In the Children's Room, two check-out/discharge functions will remain at the desk, and the exterior door will be fitted with a detex alarm and an appropriate panic bar. All proposed changes have been given a preliminary approval by the Fire Department and will be presented to the Building Official before any work is done. Budgetary/Financial Implications Based on an extensive investigation and working with a consultant, staff is recommending purchase and installation of the following: 3M Tattletape System (purchased thru MINITEX contract) 1. Hardware: a. 2 48" systems #3801 @$8795. b. 4 non-magnetic desensitizers g930 @$168. c. 2 magnetic desensitizers #766 @$138. d. 1 non-magnetic resensitizer g951 @$195. e. 2 magnetic resensitizers #2011 @$255. f. 2 magnetic desensitizers #763 @$255. g. 1 non-magnetic resensitizer g955 @$1920 h. Installation i. Freight j. Service agreement (9 mos.) '17,590. 672. 276. 195. 510. 510. 1,920. 21,673. 800. 175. 1,181. $23,829. Subtotal TOTAL Page 1 COUNCIL ACTION: ! CITY COUNCIL LEI'PER Me~ting of: lO/13/97 AGENDA SECTION: NO.: Authorization to tEEM: install materials NO.: at Library purchase ano security system ORIGINATING DEPARTMENT: I BY: M. Rebecca Loader DATE: 10/2/97 Supplies: a. Tattle-tape strips 1.) Print DS-B2 2.) Video DVM-I 3.) Compact disc D CD-2 20,000@$127/M 600@.19 1,000@.89 Miscellaneous a. Detex alarm and panic bar b. Remove old coat rack c. 6 one-sided book trucks d. 1 in-counter book return truck e. 4 receipt printers f. Consultant g. Carpet repair h. Move outlet, power strip i. Desk remodeling (both floors) j. Chain for stairwell k. Move computer cable and replace ends 1. Work table, counters, work station m. Signage (Enter through main lobby, emergency exit only) crrY MANAGER APPROVAL BY: DATE: 2,540. 114. 890. $3,544. 1,000. 200. 1,140. 600. 960. 1,100. 200. 200. 3,000. 30. 200. 2,900. 200. $11,730. The following is a cost comparison between the proposed expenditures and the 1997 adopted budget: 2171 3050 4395 5170 Line item Adopted budget Proposed expenditure Security system markers 3,500. 3,544. Consultant 3,000. 1,100. Sales Tax 1,300. 0. Security system 32,630. 34,459. (Includes hardware, $40,430. $39,103. Circulation desk modifications, etc.) As with any project of retro-fitting a new system into an existing building, there will be miscellaneous unforeseen items that will require attention. Hopefully, these have been kept to a minimum. Pa~e 2 COUNCIL ACTION: CITY COUNCIL LEITER Meeting of: 10/13/97 AGENDA SECTION: NO.: Authorization to purchase ana ITEM: install materials security system NO.: at Library Recommendation ORIGINATING DEPARTMENT: BY: M. Rebecca Loader DATE: 10/2/97 ! crFY MANAGER APPROVAL _. The Library Board and staff recommend purchase of the Tattle-Tape system because of its versatility in protecting all types of materials, its dependability, and its compatibility with the Anoka County Library automated circulation system. RECOMMENDED MOTION: Move to purchase and install a 3M Tattle-Tape materials security system in the library at a cost of $27,373 based on State contract prices for hardware and supplies; and furthermore to authorize the Mayor and. City Manager to enter into an agreement for the same. ,RECOMMENDED MOTION: Move to authorize purchase and installation of miscellaneous items listed above needed to accommodate the installation of the Tattle-Tape materials security system at a cost of approximately $11,730. Page 3 COUNC~ ACTION: Columbia Heights Fire Department From; Subject: Date: City Manager Mayor and City Council Members Charles Kewatt, Fire Chief Driveway/Hard Surface Parking October 2, 1997 The Fire Department has completed its survey throughout the city to determine the current status of driveway and parking areas as they relate to the recent requirements of the Housing Maintenance Code. The Housing Maintenance Codes were adopted in 1989. Since then, the ordinance has had some changes. One of the changes was adopted on February 28, 1994, Ordinance #1281, defining Parking and Driveway Surfaces and requiring that they be hard-surfaced by July 1, 1997. A copy ofthat ordinance is attached. On June 23, 1997, Ordinance #1348 was passed, extending the date to July 1, 1998 (one-year extension). A copy of that ordinance is also attached. Since April 1996, 'the Fire Department has notified approximately 48 private homeowners of the driveway/hard-surface parking requirement by letter. As of May 21, 1997, approximately 50% of those notified have complied and the other 50% have not. We will not do any more with those who haven't complied until we get some direction from the City Council. Almost all rental property throughout the city has been brought into compliance. Analysis/Conclusion: At a work session on June 16, 1997, I informed the City Council and City Manager that we would survey the city as to the impact this requirement would have. We have completed the survey and you can see the results on the attached maps and list of addresses. There are approximately 427 homes that need hard-surfaced driveway and/or parking areas at this time. City Manager/Mayor/City Council Members October 2, 1997 Page two I do think we have to be consistent with this requirement, but the date may need to be extended so as not to induce a hardship on some. I think another year would be sufficient. This would allow all summer and fall of 1998 for compliance. I think we need to send infomtion out to the people who need to have work done, stating what direction the Council wants to take. Recommendation: The City Council should review the attached information regarding continued non- compliance and direct the staff as to how to pursue enforcement of hard surface parking. CWK:cf Attachments 97-113 Ordinance 1281 1st reading 12-13-93 2nd reading 2-28-94 Adopted 2-28-94 Section 8: Exterior Parking, Pedestrian Walkways and Lighting 5A.208 (1) No ~erson shall occupy as an owner-occupant or let to another for occupancy any dwelling or dwelling unit for the purposes of living, sleeping, cooking or eating therein which is located on premises which does not comply with the following requirements, to-wit: (a) (b) Required off-street parkinq as defined in Section 9.116(4) of the City Code. Additionally, any buildinq or structure in existence upon the effective date of this Ordinance which does not currently comply with %he Darkin~ requirements of Section 9.116(4), but does have the necessary space to provide the required parkin~ shall be required to expand the provided parkin~ in accordance with ~he Code by July 1, 1997. The required parking space must have a minimum width of 9 feet and a minimum length of 20 feet. (c) All required parking spaces must be surfaced with asphalt or concrete. (d) Curb guards and/or guardrails must be provided for parking spaces situated above retaining walls. (e) An unobstructed path must be provided between parking areas and the dwelling unit. (f) Lighting must be provided for parking areas and walkways between the parking area and the dwelling unit in dwellings consisting of three (3) or more units. Lighting must be available for parking areas and walkways between the parking area and the dwelling unit for dwellings of two (2) or less units. (g) In dwellings of three (3) or more units, parking areas and pedestrian walkways must have a minimum light of i foot candle, and the maximum light at the boundary line of the premises may not exceed 3 foot candles. ~) Driveways leadinc to parkinq areas and /or access ways to buildinqs must be maintained and kept in qood repair. In cases of tenant Darkinq areas $11 parkinq stalls and driveways with access to tenant parkinq shall be bard surfaced with asphalt or concrete by July 1, 1997. Commercial vehicles and Junk Cars Commercial vehicles and junk cars shall be regulated in accordance with Chapter 7, Article II, Section 5 of the Columbia Heights City Code, which is incorporated herein by ~eference. 5A.208 (2) accordance with 9.105. The criteria contained in 9.105(3) (d) shall be applied in deciding whether or not an applicant is entitled to a variance. REGULAR COLINCILMEETING JUNE 23, 1997 PAGE 15 (b) The required parking space must have a minimum width of 9 feet and a minimum length of 20 feet. (c) A!i required parking spaces must be surfaced with asphalt and concrete. (d) Curb guards and/or guardrails must be provided for parking spaces situated above retaining walls. (e) An unobstructed path must be provided between parking areas and dwelling units. (f) Lighting must be provided for parking areas and walkways between the parking area and =he dwelling unit in dwellings consisting of three (3) or more units. Lighting must be available for parking areas and walkways between the parking area and the dwelling unit for dwellings of two (2) or less units. (g) In dwellings of three (3) or more units, parking areas and pedestrian walkways must have a minimum light of 1 foot candle and the maximum light at the boundary line of the premises may not exceed 3 foot candles. (h) Driveways leading to parking areas and/or access ways to buildings must be maintained and kept in good repair. In cases of tenant parking areas all parking stalls and driveways with access to tenant parking shall be hard surfaced with asphalt or concrete by July 1, 1998. (i) Commercial Vehicles and Junk Cars. Commercial vehicles and junk cars shall be regulated in accordance with Chapter 7, Article II, Section 5 of the Columbia Heights City Code, which is incorporated herein by reference. 5A.208(2) Variances under 5A.207 and 5A.208 shall be enforced and administered in accordance with 9.105. The criteria contained in 9.105(3) (d) shall be applied in deciding whether or not an applicant is entitled to a variance. This ordinance is effective thirty (30) days after its passage. First Reading: Second Reading: Date of Passage: June 9, 1997 June 23, 1997 June 23, 1997 il i '5' 3 ~, $~z4t .9005 ,~9~ /../,~/p _.. ~..9_47 ............ .... .~/ & ¢3 IOlo !I IL ..... _/,3 R 9 3 3 .Z..2~¢_ ...... 3 73_.?.. .......... _3 ~ $_~ .... ~ ~/3 ...... _.,..3_2_'_3__3_ .................... .,Z. 39~3 CITY COUNCIL LETTER Meeting of: October 13, 1997 AGENDA SECTION: OTHER BUSINESS ORIGINATING DEPARTMENT: CITY MANAGER'S NO: CITY MANAGER'S /APPROVAL. ,, NO: DATE: 9-30-97 [_/(/' DATE: Late December, 1996, the Council Secretary/Deputy City Clerk was relocated [o the Administration area. In early 1997, duties and responsibilities of the Secretary to the City Manager and Council Secretary/Deputy City Clerk were reviewed. Various duties and responsibilities were tempg~arily reassigned between the two positions, with the intent of reviewing the situation to see if indeed this was a more effective utilization of staff. Now that we have had several months to assess how it is working, it is ~ecommended that these reassigned duties and responsibilities become a part of the respective positions. Attached are copies of the revised job descriptions, which clearly delineate the duties of the positions. As a result of the revisions, the title of Secretary to the City Manager was changed to Administrative Secretary to better reflect the responsibilities of the position. Moreover, it was determined that both positions should be of the same point value of 198, based on the Hay System of Job Evaluation. Therefore, it is recommended that the wage range of the position of Administrative Secretary (formerly Secretary to the City Manager) be the same as the current range of the Council Secretary/Deputy City Clerk. This would result in the following change: ENTRY 6 MONTH I YEAR 2 YEARS 3 'YEARS CURRENT 1997 $2,357 $2,437 $2,517 $2,598 $2,678 PROPOSED 1997 $2,500 $2,585 $2,671 $2,756 $2,841 (Effective 5-1-97) CURRENT 1998 $2,439 $2,523 $2,606 $2,689 $2,772 PROPOSED 1998 $2,587 $2,675 $2,764 $2,852 $2,940 (Effective 1-1-98) It is recommended that the revised wage range for 1997 be effective retroactive to May 1, 1997. RECOMMENDED MOTION: Move to approve the revised job descriptions for the positions of Administrative Secretary and Council Secretary/Deputy City Clerk, and to establish the wage range for Administrative Secretary at the same level as for Council Secretary/Deputy City Clerk, that being: ENTRY 6 MONTH i YEAR ' 2 YEARS. 3 YEARS EFFECTIVE $2,500 $2,585 $2,671 $2,756 $2,841 5-1-97 EFFECTIVE $2,587 $2,675 $2,764 $2,852 $2,940 1-1-98 COUNCIL ACTION: ADMINISTRATIVE SECRETARY NATURE OF WORK This is highly responsible and varied clerical and administrative work in providing receptionist, secretarial, and clerical assistance to the City Manager and Assistant to the City Manager. Work involves considerable public contact. Work requires knowledge of,'and familiarity with, the general city organi~a, tion, personnel, and operation of municipal services. This position is responsible for providing information and answers to the public and employees, and for receiving and handling inquiries from employees and inquiries and complaints from the public. Work also includes responsibility for scheduling and arranging various meetings, appointments, and interviews, composing, compiling, gathering, copying, and distributing materials in accordance with deadlines, performing research duties and relieving the City Manager and Assistant to the City Manager of a variety of routine administrative details, as assigned. Considerable initiative, independent judgment, and discretion is required in handling various delegated administrative details. Assignments, except for specific or special projects, are given in terms of general guidelines and reviewed from results obtained. Supervision and evaluation of this position comes from the City Manager, and the position is responsible to the City Manager and the Assistant to the City Manager. ESSENTIAL JOB FUNCTIONS 1. Types, copies, and distributes correspondence, reports, agendas, minutes, contracts, job postings, forms, and other materials from dictating machine, rough copy, verbal instruction, or shorthand notes; composes and types routine letters, memos, notices, and other materials. 2. Interviews, screens, and refers callers; answers various inquiries; provides information on municipal services and functions; mainta/ns appointment and meeting room schedule and distributes incoming and outgoing mail. 3. Establishes and maintains a variety of records and files including personnel, administrative, and applicant files and forms; fries materials; sorts active from inactive files, and designates obsolete maferial for removal from files. 4. Compiles and completes data for administrative and public reports, questionnaires, and other documents; makes varied arithmetical computations on materials assembled. 5. Performs a variety of purchasing functions, including ordering office supplies and equipment, preparing purchase requisitions, payment vouchers, and conference forms. 10. 11. 12. 13, Serves as Secretary to the Charter Commission, prepares agendas, attends meetings, takes and types minutes, council letters, and proposed ordinances, and updates Charter. Compiles, distributes, and tracks performance evaluation materials for employees and supervisors; initiates pay increase forms where applicable. Performs a variety of duties related to the recruitment and selection of employees including typing and distributing job postings, updating personnel line, setting up interviews, conducting testing of clerical applicants, making conditional offers of employment, conducting reference checks, and disseminating and tracking of related forrn~; assembles new employee packets; monitors receipt of required forms. Reports injuries on duty to workers' compensation carder; maintains records and fries on same. Serves as City or department liaison/representative on various committees as assigned. Serves as back-up to the Council Secretary/Deputy City Clerk. Coordinates the placement of community service workers per requests from county agencies. Maintains confidentiality of information. Operates a variety of office equipment. Performs other duties related to the position as assigned. REQUIRED QUALIFICATIONS: High school graduation or equivalent. Supplemental coursework in secretarial subjects. Four years related experience performing responsible secretahal and administrative duties involving extensive public contact. Two years training and/or experience in the operation of a computer performing word processing. Typing: 80 wpm. DESIRED QUALIFICATIONS: Associate degree in business, human resources, or related field. Five or more years related experience performing responsible secretarial and administrative duties involving extensive public contact. One year tra/ning and/or experience in software programs used by the city. Two years related experience in a municipal government setting. Ability to take shorthand. KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of English, spelling, vocabulary, and proper grammar and usage. Knowledge of arithmetic, clerical practices and procedures, modem office equipment operation and municipal operation and orgsni~,ation. Skill in the operation of a variety of office equipment, including typewriter, computer, and dictaphone. Ability to maintain records and to prepare reports from such records. Ability to make decisions in accordance with established policies and procedures. Ability to take and transcribe dictation at a moderate rate of speed as required by office operations. Ability to communicate effectively, orally and in writing. Ability to assemble, organize, and present in oral or written form information derived from a variety of sources. Ability to maintain confidentiality of information. Ability to establish and maintain effective working relationships with city officials, co-workers, other governmental agencies, and the public and to deal with public- related problems courteously and tactfully. 093097 COUNCIL SECRETARY/DEPIYrY CITY CLERK NATURE OF WORK This is highly responsible and varied clerical and administrative work in providing receptionist, secretarial, and clerical assistance to the Mayor, City Council, and City Manager. Work involves considerable public contact. Work requires knowledge of,.and familiarity with, the general city organization and operation of municipal' services. This position is responsible for pro .rifling information and answers to the public and for receiving and handling inquiries and complaints from the public. Work also includes responsibility for schednling and arranging various meetings, composing, compiling, gathering, copying, and distributing materials in accordance with deadlines, and performing research duties as assigned. Considerable initiative, independent judgement, and discretion is required in handling various delegated administrative details. Assignments, except for specific or special projects, are given in terms of general guidelines and reviewed from the results obtained. This position also serves as the Deputy City Clerk. Supervision and evaluation of this position comes from the City Manager, and the position is responsible to the Mayor and Council Members, as well as to the City Manager. ESSENTIAL JOB FUNCTIONS 1. Types, copies, and distributes a variety of correspondence, minutes, reports, and other materials from dictating machine, rough copy, verbal inatmcfion or shorthand notes. Composes and types routine letters, memos, notices, and other material. 2. Arranges meetings of the City Council, provides for public notice of same, and prepares, assembles, and distributes Council meeting agendas and materials. 3. Attends all regular and special meetings of the City Council, takes and types minutes of such meetings. 4. Interviews, screens, and refers callers; answers various inquiries; provides information on municipal services and funi:tions. 5. Establishes and maintains a variety of records and files; compiles and completes data for administrative and public reports, bulletins, questionnaires, and other documents from such records and files. 6. Maintains records and files of official city documents; disseminates copies of such records as required; updates City Code; assists in determining which official records must be stored or destroyed. 10. 11. 12. 13. 1~. Assists in the election process as required, including: arranging for judges, preparing ballots, programming of voting machines, monitoring effective machine operation, training election judges, preparing legal notices for the media, purchasing necessary supplies, maintaining the required records, and serving as troubleshooter. Obtains required signatures for ordinances, resolutions, contracts, and other official documen..ts; oversees publication of official notices and advertisements. Establishes and maintains records of boards and commissions, including membership and minutes. Coordinates recruitment, selection, interviews, reappointments and recognition of board and commission members. Serves as City department liaison/representative on various committees as assigned; serves as Sunshine Fund Coordinator. Serves as back-up to the Administrative Secretary. Maintains confidentiality of information. Operates a variety of office equipment. Performs other duties related to the position as assigned. REQUIRED QUALIFICATIONS: High school graduation or equivalent. Supplemental coursework in secretarial subjects. Four years related experience performing responsible secretarial and administrative duties involving extensive public contact. Two years training and/or experience in the operation of a computer performing word processing. Typing: 80 wpm. DESIRED QUALIFICATIONS: Associate degree in business or related field. Five or more years related experience performing responsible secretarial and administrative duties involving extensive public contact. One year training and/or experience in software programs used by the city. Two years related experience in a municipal government setting. Ability to take shorthand. KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of English, spelling, vocabulary, and proper grammar and usage. Knowledge of afi.'thmetie, clerical practices and procedures, modem office equipment operation and municipal operation and organization. Skill in the operation of a variety of office equipment, incluaing: typewriter, computer, and dictaphone Ability to main~ records and to prepare reports from such records. Ability to make decisions in accordance with established policies and procedures. Ability to take and transcribe dictation at a moderate rate of speed as required by office operations. Ability to communicate effectively, orally and in writing. Ability to assemble, organize, and present in 0ral or written form information derived from a variety of sources. Ability to maintain confidentiality of information. Ability to establish and _maintain effective working relationships with city officials, co-workers, other governmental agencies, and the public and to deal with public-related problems courteously and tactfully. 093097 City of Columbia Heights Public Works Department Work Session Discussion Item Work session date: October 6, 1997 Prepared by: Kathyjean Young, Acting City Engineer Item: Alley Vacation - North of 40th Ave and East of Jefferson St Background: The unimproved "alley" located north of 40th Ave and east of Jefferson St has been maintained by the Public Works Department. The following three properties abut the "alley": The property at 637 40th Ave does not use the "alley". The property at 4017 Jefferson St may use the "alley" for convenience, but it is not needed for access to the garage. The north south alley can be used. The property at 643 40th Ave does use the "alley" for access to the garage. The City received a request from one of the owners to locate the "alley" right-of-way. While researching the right-of-way records, staff found the following information: According to City records, the "alley" was vacated in early 1960%. The City has been taxing the property owners as though it were vacated. The property descriptions at Anoka County make no mention of the "alley" being vacated. According to the City Attorney, since the property owners have been taxed as though the "alley" were vacated, it should be considered vacated. Discussion: The following courses of action are available: The City continues to plow and maintain the "alley". The City continues to plow and maintain the "alley" until the garage at 643 40th Ave is reconstructed. At that time the garage can be positioned to use north south alley for aCCeSS. The "alley" is reinstated and improved. Staff informs the property owners that the "alley" is vacated and they will need to assume responsibility for upkeep. Requested Action: Provide direction to staff. City of Columbia Heights Public Works Department Work Session Discussion Item Work session date: October 6, 1997 Prepared by: Kathyjean Young, Acting City Engineer Item: Award of Sullivan Lake Park Sanitary Sewer Improvements, Municipal Proj6ct #9722 Background: On August 25, 1997, Council authorized staffto seek proposals for a consulting engineer to design and monitor the sanitary sewer and lift station construction needed for the Medtronic expansion and senior housing projects. Requests for proposals were sent to 6 firms. Five proposals were received on September 26. Discussion: Staffhas reviewed each of the proposals. A spreadsheet is attached summarizing the cost and work effort for both the design phase and the construction phase. The lowest cost was submitted by RLK-Kuusisto, Ltd. The design phase fees submitted by RLK were similar to the other firms; however, the construction phase fees were substantially lower. I discussed the proposed construction fees with Gary Brown. RLK is proposing to monitor the pipe removal periodically and provide full-time inspection during new pipe installation. He feels that the sanitary sewer pipe construction will only take a few days. Considering the open area the contractor has to work in and the limited number, if any, of service connections, I agree with Mr. Brown's estimate. The lif~ station construction inspection time appears to be comparable to the other firms. Requested Action: Award the Sullivan Lake Park Sanitary Sewer Improvements to RLK~Kuusisto, LTD. at the Council Meeting on October 13, 1997. III 7 J t,J q'9'-'H _L % -O~'tzL City of Columbia Heights Public Works Department Work Session Discussion Item Work session date: October 6, 1997 Prepared by: Lauren McClanahan, Public Works Superintendent Item: Fence Installation - Municipal Service Center yard Background: Last winter City crews constructed office space and problem material storage space in the north end of the brown cold storage building that is located in the Municipal Service yard. Discussion: In an effort to better utilize the space that is available in the Municipal Service Center yard, fence installation is needed. The fencing that is proposed would allow us to move the recycling bins fxom the south side of the brown cold storage building to the north side of the brown cold storage building where the office is located. The new area for recycling is currently being paved. Council authorized staff to seek informal quotes at the Work Session of September 29, 1997. Requested Action: Staff requests that Council review the quotes for award at the October 13, 1997 Council Meeting. CITY COUNCIL LETTER Meeting of: October 13,1997 AGENDA SECTION: RESOLUTIONS ORIGINATING DEPARTMENT: CITY MANAGER'S NO: ADMINISTRATION APPROVAL ITEM: 612 AREA CODE CHANGES BY: JEAN KUEHN APPROVED/,~ NO: DATE: OCT 1, 1997 DATE:/~7~~' 7 / BACKGROUND Growth in the metropolitan area and the demand for additional services such as faxes, cellular phones, pagers, etc has created the need for additional phone numbers. The split of 612 and 320 was thought to be adequate for ten years and has lasted less than five years. The PUC does not want to revisit this issue again anytime in the near future, so they will only considered plans that will produce the maximum availability of new phone numbers. The Telecommunications Commission reviewed the proposals for splitting off another area code in the metro area in June at their regular meeting. The information from the PUC at that time was very general --no specific boundaries were identified for any of the options. The general consensus of the Commission was that a geographic split --"the donut" or "river" split would be the most logical and least confusing for the majority of the metro residents. The "donut" would be the core cities,(donut hole) including large hospitals and major businesses and they would keep the 612 code and the outlying areas (the donut) would be in the newly created area code. Calling within your area would be the same as now, seven digits. Calls outside your area, within the metro would require ten digits but would not incur a long distance charge. The overlay plan was general believed to be the least desirable and most confusing. With the "overlay" everyone would keep what they now have, BUT any new business, new resident, any added line would be assigned the new area code. Under this plan every phone call would require a 10 digit dial and your neighbor could have a different area code. Only last month did the PUC reveal where some of the boundaries may be. The river split was rejected as not creating enough new numbers. As a first ring suburb we were uncertain if Columbia Heights would be in or out of the "donut". The Commission reasonably assumed that under any geographic split the entire city would be in one area code. That is NOT the case. US West has told the DPS that the main wire center lines do not follow political boundaries and those routes would be the ones used to determine areas, not political, or city boundaries. As a result a small portion of southern Columbia Heights would be in the "donut", up to 44th Ave NE. The rest of the City and for that matter the rest of Anoka County would be in the new area code. Approximately eight suburbs around St. Paul and Minneapolis are in this same predicament. ANALYSIS While we easily see the problems, for the PUC we must present: 1. Overriding public policy concerns that area would be adversely affected by a code split within our community. 2. A list of less compelling but cumulatively important tangible and intangible problems created by a split. 3. Individual business and resident responses brought to the city describing the problems of a split within a city. The Suburban Rate Authority attorney, Jim Strommen would like to hear from us regarding: 1. Overlay or geographic split, depending on whether split can be on municipal boundaries or not. 2. Specific reason that intra-municipal boundaries harm city government and the people it serves. 3. Position on a geographic split with just Minneapolis and St. Paul in the donut or preferable to overlay. OR whether a split along municipal boundaries with some suburbs within the donut with Mpls and St. Paul 4. Input from business community regarding overlay 5. Contact legislative representatives with our preference. Listed below are the responses from staff based on the above information: 1. Our City library shares a data base with all other Anoka County libraries, and this is accessed through computers using interlinked modems. Patron phone numbers are used for identification, notification of available requests and other communications. Having a separate area code for a small portion of Columbia Heights would isolate our residents from services that are now available on a cooperative basis throughout Anoka County. Since the library would be in the portion separated from the rest of the city as well as our county this would have an isolating effect and diminish service to our patrons. 2. As the only Anoka County city hall that would fall into another area code, Columbia Heights would be perceived as being separate from the Anoka County Community. As the southern-most community in Anoka County this is already a concern. 3. Approximately 65 % of our residents would have an area code different from their own city hall. The obvious resulting confusion only adds to the perception of governmental red tape and bureaucracy, and would be adding to the unavailability we try so hard to combat. In todays terms, it would not be "user friendly". 4. Both the police and fire departments that serve the Columbia Heights area are located south of 44th Ave--the current dividing line for the area code split. This means the residents living north of their would need to have their phone lines reconfigured so that their emergency calls for help would be properly channeled. This is a major concern for emergency service staff. Since the police are dispatched through the Anoka County facilities, the two area codes would be a serious time and service issue for police and fire. 5. Given the fact that the primary financial benefactors for this increased line capacity will be U.S. West and other service providers, it seems totally reasonable to require these companies to realign the main wire centers so that cities are not split between two area codes. The added capacity will greatly increase revenues to the providers of the additional service, why shouldn't they be required to create a viable, user-friendly system for the cities? 6. If an overlay system is to be seriously considered, the distinction should be that all businesses would keep the 612 area code and all residential customers would adopt the new code. This would significantly diminish the f'mancial impact of the change and would be a clear distinction that people could readily remember. 7. [lacier NO circumstances should our city be split in half, with two area codes serving this city. Business owners contacted through the Chamber of Commerce, felt very strongly that the overlay would be objectionable and felt it was ami-business and anti-growth. If an overlay system is selected, every phone call would require the full 10 digit dialing. RECOMMENDATION: Pass a resolution in support of a geographic "donut" style split with the core cities of Minneapolis and St. Paul in 612 area code AND the suburban cities totally in the newly created area code. Notification will be sent to the Suburban Rate Authority and to the Public Utility Commission of the city's position on this matter. COUNCIL ACTION: RESOLUTION NO. 97 BEING A RESOLUTION THAT THE TELEPHONE AREA CODE FOR OUR CITY SHOULD BE THE SAME FOR ALL AREAS, AND THAT NO CITY SHOULD HAVE MORE THAN ONE AREA CODE APPLICABLE TO IT. WHEREAS, the City of Columbia Heights in cooperation with the cities of SRA, is seeking to advise the Department of Public Service and the Public Utilities Commission regarding the method of area code selection for the metropolitan area, and WHEREAS, the City of Columbia Heights desires to continue to effectively and efficiently serve the all residents of this city, and WHEREAS, the suggested division would make Columbia Heights City Hall an island alone from the rest of Anoka County and separate City Hall from 65 % of the population it serves, and WHEREAS, the City needs to provide for the timely and critical services of police, fire and emergency medical care to all its citizens, WHEREAS, two area codes within one city could delay police and fire emergency response time, and WHEREAS, the dispatch facilities for these city services would be in a different area code than the city offices, and WHEREAS, a City divided by area code would cause many of its residents to have diminished, less timely service in critical areas, and WHEREAS, the city library shares a data base with all other libraries in Anoka County through interlinked modems and phone lines, services would be significantly impaired for our residents using this facility, and WHEREAS, the primary financial benefactors for this increased line capacity will be U.S. West and the other service providers, these companies should be required to realign the main wire centers along the necessary political boundaries, and WHEREAS, the added capacity will significantly enhance the service providers revenues, the providers of this service should be required to create a viable, user-friendly system for the cities and the residents they serve, and NOW, THEREFORE, BE IT RESOLVED, that the City Council of Columbia Heights requests the Department of Public Service and the Public Utilities Commission require a geographic split to determine the area codes and further that this split be done along the Minneapolis-St Paul political boundaries, so that no city is divided by an area code. Dated this sixth day of October, 1997 Offered by: Seconded by: Roll call: Mayor Joseph Sturdevant 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 sixth day of October, 1997, as disclosed by the records of said City in my presence. lo-Anne Student, Deputy City Clerk COLUMBIA HEIGHTS POLICE DEPARTMENT TO: FROM: SUBJECT: Walt Fehst, City Manager ~(~ Thomas M. Johnson, Chief of Poli Amendment to City Ordinance 10.201(1) For October 6 Work Session DATE: September 23, 1997 It was brought to my attention by one of our officers that the Anoka County judges are dismissing tags given to individuals in the park after 11:00 P.M. and before 6:00 A.M. The judges are stating that, as written, the ordinance only addresses vehicles, not people. Below is how the ordinance currently reads and how we would suggest it be amended. 10.201(1) No person shall park, be or remain in, or leave any vehicle in the park or parkway between the hours of 11:00 P.M. and 6:00 A.M. unless said vehicle is otherwise authorized to remain in a park. Revised: 10.201(1) No person shall park, be or remain in }~!!~:~!~:~~, or p~::i~::~:*:~ leave any vehicle in the p~.2.r.p..a[~:way, between the ours of 11:00 P.M. and 6:00 A.M., unless said ~iii;~} vehicle is otherwise authorized to remain in a park. RECOMMENDED MOTION: Direct the Chief of Police to present this amendment at the next Council meeting for its first reading. TMJ:mld 97-413 City of Columbia Heights Public Works Department Work Session Discussion Item Work session date: October 6, 1997 Prepared by: Lauren McClanahan, Public Works Superintendent Item: Fence Installation - Municipal Service Center yard Background: Last winter City crews constructed office space and problem material storage space in the north end of the brown cold storage building that is located in the Municipal Service yard. Discussion: In an effort to better utilize the space that is available in the Municipal Service Center yard, fence installation is needed. The fencing that is proposed would allow us to move the recycling bins from the south side of the brown cold storage building to the north side of the brown cold storage building where the office is located. The new area for recycling is currently being paved. Council authorized staff to seek informal quotes at the Work Session of September 29, 1997. Requested Action: Staff requests that Council review the quotes for award at the October 13, 1997 Council Meeting. CITY OF COLUMBIA It:EIGHTS Date: October 1, 1997 To: From: Re: Mayor Joseph Sturdevant City Councilmembers Walt Fehst, Cit~ager Tina Goodro~her Bid on 685 46 ½ Avenue NE Attached is a bid for the property at 685 46 ~A Avenue N.E. for $14,600 which is $4,900 under the assessed value of $19,500. The plans for a single family home with 1070.4 square feet and a three car garage are attached for your review. The square footage meets the minimum required. I expect the home value will exceed $100,000. The bidder has explained that he has determined this asking price due to the amount of mature trees that need to be removed in order for the home to be constructed. This lot is also situated on a hill and the home will be in the directional view of the Hilltop Trailer Park. This is the first person I have talked to who is seriously interested in this lot. Recommendation: Move to accept or reject the bid of $14,600 for 685 46 ~A Avenue N.E. If rejected advise staffto re-negotiate the price. I I L.~..J I I ! I~ ' '.>1¥77 i "~ 0 0 0 000 ·  000o000 ~ ~ CITY OF COLUMBIA HEIGHTS Date: October 1, 1997 To~ From: Re: Mayor Joseph Sturdevant City Councilmembers Walt Fehst, Cit.~ager Tina Goodro~er Bid on 685 46 ½ Avenue NE Attached is a bid for the property at 685 46 ½ Avenue N.E. for $14,600 which is $4,900 under the assessed value of $19,500. The plans for a single family home with 1070.4 square feet and a three car garage are attached for your review. The square footage meets the minimum required. I expect the home value will exceed $100,000. The bidder has explained that he has determined this asking price due to the amount of mature trees that need to be removed in order for the home to be constructed. This lot is also situated on a hill and the home will be in the directional view of the Hilltop Trailer Park. This is the first person I have talked to who is seriously interested in this lot. Recommendation: Move to accept or reject the bid of $14,600 for 685 46 ½ Avenue N.E. If rejected advise staffto re-negotiate the price. LJ.J I ! ! Columbia Heights Fire Department To: From: Subject: Date: City Manager Mayor and City Council Members Charles Kewatt, Fire Chief Driveway/Hard Surface Parking October 2, 1997 Background: The Fire Department has completed its survey throughout the city to determine the current status of driveway and parldng areas as they relate to the recent requirements of the Housing Maintenance Code. The Housing Maintenance Codes were adopted in 1989. Since then, the ordinance has had some changes. One of the changes was adopted on February 28, 1994, Ordinance #1281, defining Parking and Driveway Surfaces and requiring that they be hard-surfaced by July 1, 1997. A copy ofthat ordinance is attached. On June 23, 1997, Ordinance #1348 was passed, extending the date to July 1, 1998 (one-year extension). A copy of that ordinance is also attached. Since April 1996, the Fire Department has notified approximately 48 private homeowners of the driveway/hard-surface parking requirement by letter. As of May 21, 1997, approximately 50% of those notified have complied and the other 50% have not. We will not do any more with those who haven't complied until we get some direction from the City Council. Almost all rental property throughout the city has been brought into compliance. An~y~is/Conelusion: At a work session on June 16, 1997, I informed the City Council and City Manager that we would survey the city as to the impact this requirement ~vould have. We have completed the survey and you can see the results on the attached maps and list of addresses. There are approximately 427 homes that need hard-surfaced driveway and/or parking areas at this time. City Manager/Mayor/City Council Members October 2, 1997 Page two I do think we have to be consistent with this requirement, but the date may need to be extended so as not to induce a hardship on some. I think another year would be sufficient. This would allow all summer and fall of 1998 for compliance. I think we need to send information out to the people who need to have work done, stating what direction the Council wants to take. Recommendation: The City Council should review the attached information regarding continued non- compliance and direct the staff as to how to pursue enforcement of hard surface parking. CWK:cf Attachments 97-113 Ordinance 1281 let reading 12-13-93 2nd reading 2-28-94 Adopted 2-28-94 Section 8: Exterior Parking, Pedestrian Walkways and Lighting 5A. 208 (1) No person shall occupy as an owner-occupant or let to another for occupancy any dwelling or dwelling unit for the purposes of living, sleeping, cooking or eating therein which is located on premises which does not comply with the following requirements, to-wit: (a) Required off-street parkinq as defined in Section 9.116(4) of the City Code. Additionally, any bui!din~ or structure in existence upon the effective date of this Ordinance which does not currently comply with the parkin~ requirements of Section 9.116(4), but does have the necessary space to provide the required Darkin~ shall be required to expand the provided parkin~ in accordance with the Code by July 1, 1997. (b) The required parking space must have a minimum width of 9 feet and a minimum length of 20 feet. (c) Ail required parking spaces must be surfaced with asphalt or concrete. (d) Curb guards and/or guardrails must be provided for parking spaces situated above retaining walls. (e) An unobstructed path must be provided between parking areas and the dwelling unit. (f) Lighting must be provided for parking areas and walkways between the parking area and the dwelling unit in dwellings consisting of three (3) or more units. Lighting must be available for parking areas and walkways between the parking area and the dwelling unit for dwellings of two (2) or less units. (g) In dwellings of three (3) or more units, parking areas and pedestrian walkways must have a minimum light of 1 foot candle, and the maximum light at the boundary line of the premises may not exceed 3 foot candles. h~ Driveways leadin~ to parkinq areas and /or access ways to buildings must be maintained and kept in ~ood repair. In cases of tenant Darkinq areas all parkinq stalls and driveways with access to tenant parkinq shall be hard surfaced with asphalt or concrete by July 1, 1997. Commercial vehicles and Junk Cars. Commercial vehicles and junk cars shall be regulated in accordance with Chapter 7, Article II, Section 5 of the Columbia Heiqhts City Code, which is incorporated herein by reference. 5A.208 (2) Variances under 5A.207 and ~A.2~8 shall be-enfor~ed-~d-~~stered in accordance with 9.105. The criteria contained in 9.105(3) (d) shall be applied in deciding whether or not an applicant is entitled to a variance. REGULAR COUNCIL MEETING JUNE 23, 1997 PAGE !5 (b) The required parking space must have a minimum width of 9 feet and a minimum length of 20 feet. (c) Ail required parking spaces must be surfaced with asphalt and concrete. (d) Curb guards and/or guardraits must be provided for parking spaces situated above retaining walls. (e) An unobstructed path must be provided between parking areas and dwelling units. (f) Lighting must be provided for parking areas and walkways between the parking area and the dwelling unit in dwellings consisting of three (3) or more units. Lighting must be available for parking areas and wa!kways between the parking area and the dwelling unit for dwellings of two (2) or less units. (g) In dwellings of three (3) or more units, parking areas and pedestrian walkways must have a minimum light of 1 foot candle and the maximum light at the boundary line of the premises may not exceed 3 foot candles. (h) Driveways leading to parking areas and/or access ways to buildings must be maintained and kept in good repair. in cases of tenant parking areas all parking stalls and driveways with access to tenant parking shall be hard surfaced with asphalt or concrete by July 1, 1998. (i) Commercial Vehicles and Junk Cars. Commercial vehicles and junk cars shall be regulated in accordance with Chapter 7, Article II, Section 5 of the Columbia Heights City Code, which is incorporated herein by reference. 5A.208(2) Variances under 5A.207 and 5A.208 shall be enforced and administered in accordance with 9.105. The criteria contained in 9.105(3) (d) shall be applied in deciding whether or not an applicant is entitled to a variance. This ordinance is effective thirty (30) days after its passage. First Reading: Second Reading: Date of Passage: June 9, 1997 June 23, 1997 June 23, 1997 il '.-/I I. 5'3% &q.% -~3f ~333 : 519o v../ 2.s y 1-153~ .... .zl~ l_el_Z 3 Columbia Heights Fire Department To: City Manager Mayor and City Council Members From: Charles Kewatt, Fire Chief Subject: Driveway/Hard Surface Parking Date: October 2, 1997 Back~ound: The Fire Department has completed its survey throughout the city to determine the current status of driveway and parking areas as they relate to the recent requirements of the Housing Maintenance Code. The Housing Maintenance Codes were adopted in 1989. Since then, the ordinance has had some changes. One of the changes was adopted on February 28, 1994, Ordinance //1281, defining Parking and Driveway Surfaces and requiring that they be hard-surfaced by July 1, 1997. Acopyofthat ordinance is attached. On June 23, 1997, Ordinance #1348 was passed, extending the date to July 1, 1998 (one-year extension). A copy of that ordinance is also attached. Since April 1996, the Fire Department has notified approximately 48 private homeowners of the driveway/hard-surface parking requirement by letter. As of May 21, 1997, approximately 50% of those notified have complied and the other 50% have not. We will not do any more with those who haven't complied until we get some direction from the City Council. Almost all rental property throughout the city has been brought into compliance. Analysis/Conclusion: At a work session on June 16, 1997, I informed the City Council and City Manager that we would survey the city as to the impact this requirement would have. We have completed the survey and you can see the results on the attached maps and list of addresses. There are approximately 427 homes that need hard-surfaced driveway and/or parking areas at this time. City Manager/Mayor/City Council Members October 2, 1997 Page two I do think we have to be consistent with this requirement, but the date may need to be emended so as not to induce a hardship on some. I think another year would be sufficient. This would allow all summer and fall of 1998 for compliance. I think we need to send information out to the people who need to have work done, stating what direction the Council wants to take. Recommendation: The City Council should review the attached information regarding continued non- compliance and direct the staff as to how to pursue enforcement of hard surface parking. CWK:cf Attachments 97-113 Ordinance 1281 !st reading 12-13-93 2nd reading 2-28-94 Adopted 2-28-94 Section 8: Exterior Parking, Pedestrian Walkways and Lighting 5A. 208 (1) No person shall occupy as an owner-occupant or let to another for occupancy any dwelling or dwelling unit for the purposes of living, sleeping, cooking or eating therein which is located on premises which does not comply with the following requirements, to-wit: (a) Rec~/ired off-street Darkinq as defined in Section 9.116(4) of the City Code. Additionally, any buildinq or structure in existence upon the effective date of this Ordinance which does not currently comply with (b) the parkinq requirements of Section 9.116(4), but does bare necessary space to provide the required parkinq shall be required expand the provided parkinq in accordance with the Code by July 1, 1997. The required parking space must have a minimum width of 9 feet and a minimum length of 20 feet. (c) Ail required parking spaces must be surfaced with asphalt or concrete. (d) Curb guards and/or guardrails must be provided for parking spaces situated above retaining walls. (e) An unobstructed path must be provided between parking areas and the dwelling unit. (f) Lighting must be provided for parking areas and watkways between the parking area and the dwelling unit in dwellings consisting of three (3) or more units. Lighting must be available for parking areas and walkways between the parking area and the dwelling unit for dwellings of two (2) or less units. (g) In dwellings of three (3) or more units, parking areas and pedestrian walkways must have a minimum light of 1 foot candle, and the maximum light at the boundary line of the premises may not exceed 3 foot candles. Driveways leadinq to parkinq areas and /or access ways to buildinqs must be maintained and kept in qood repair. In cases of tenant parkinq areas $11 parkinq stalls and driveways with access to tenant parkinq shall hard surfaced with asphalt or concrete by July 1, 1997. Commercial vehicles and Junk Cars. Commercial vehicles and junk cars shall be requlated in accordance with Chapter 7, Article II, Section 5 of the Columbia Heiqhts City Coder which is incorporated herein by reference. 5A.208 (2) Variances u~er 5A.207 and 5A.~8 shall be' enforced and administered in accordance with 9.105. The criteria contained in 9.105(3) (d) shall be applied in deciding whether or not an applicant is entitled to a variance. REGULAR COUNCIL MEETING J//NE 23, 1997 PAGE 15 (b) The required parking space must have a minimum width of 9 feet and a minimum length of 20 feet. (c) All required parking spaces must be surfaced with asphalt and concrete. (d) Curb guards and/or guardrails must be provided for parking spaces situated above retaining walls. (e) An unobstructed path must be provided between parking areas and dwelling units. (f) Lighting must be provided for parking areas and walkways between the parking area and the dwelling unit in dwellings consisting of three (3) or more units. Lighting must be available for parking areas and walkways between the parking area and the dwelling unit for dwellings of two (2) or less units. (g) In dwellings of three (3) or more units, parking areas and pedestrian walkways must have a minimum light of I foot candle and the maximum light at the boundary line of the premises may not exceed 3 foot candles. (h) Driveways leading to parking areas and/or access ways to buildings must be maintained and kept in good repair. In cases of tenant parking areas all parking stalls and driveways with access to tenant parking shall be hard surfaced with asphalt or concrete by July ~, 1998. (i) Commercial Vehicles and Junk Cars. Commercial vehicles and junk cars shall be regulated in accordance with Chapter 7, Article II, Section 5 of the Columbia Heights City Code, which is incorporated herein by reference. 5A.208(2) Variances under 5A.207 and 5A.208 shall be enforced and administered in accordance with 9.105. The criteria contained in 9.105(3) (d) shall be applied in deciding whether or not an applicant is entitled to a variance. This ordinance passage. First Reading: Second Reading: Date of Passage: is effective thirty (30) days after its June 9, 1997 June 23, 1997 June 23, 1997 :; C !i 14333 ........... ~,3 .1 ,g (,, o __7,33l'_. .................................... 3 ?.1_~, 3"'733 CiTY OF COLUMBIA HEIGHTS 590 40TH AVeNUe N.E., COlUmbia HEIGHTS, MN 55421-3878 (612) 782-2800 TDD 782-2806 ADMINISTRATiON NOTICE OF COUNCIL WORK SESSION Mayor Josepl~ ~turdevan! Councilmembers Donald G. Jolly Meg Jones Gar)' L. Peterson Robert ~. Ruettimann City Manager Walt Fehst Notice is hereby given that a Council Work Session is to be held in the CITY OF COLUMBIA HEIGHTS as follows: Meeting of' Date of Meeting: Time of Meeting: COLUMBIA HEIGHTS CITY COUNCIL MONDAY, OCTOBER 6, 1997 7:00 P.M. Location of Meeting: CITY HALL CONFERENCE ROObI Purpose of Meeting: WORK SESSION AGENDA O Bid on Vacant Property at 685 46 1/2 A VENUE 2) Remodeling Handbook 3) Materials Security System at the Library 4) Driveway/Hard Surface Parking 5) Change in Wage Classification 6) Vacated Alley North of 4Oth Avenue, East of Jefferson 7) Award of Sanitary Sewer for Sullivan Lift Station 8) Review Quotes of Fencing of Maintenance Yard (Quotes to come in on blonday, October 6th and will be provided at the work session) 9) Snow Blower Replacement 10) 612 Area Code Changes lis The City of Cohzn~bia Heights does not discriminate on the basis of disabilio' in the admission or access to, or treatment or employment in, its sen, ices, programs, or activities. Upon request, accommodation will be provided to allow h~dividuals with disabilities to participate hz all C/O' of Columbia Heights' sen,ices, programs, and activities. Az~¥iliary aids for handicapped persons are m,ailable upon request when the request is made at least 96 hours in advance. Please call the CiO' Council Secretary at 782-2800, Extension 209, To make arrangements. (TDD/782-2806 for deaf only) THE CIT~ OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT or THE PROVISION OF SE~;[VICES EQUAL OPPOrTUNIT~ EMPLOYER City of Columbia Heights Public Works Department Work Session Discussion Item Work session date: October 6, 1997 Prepared by: Kathyjean Young, Acting City Engineer Item: Alley Vacation - North of 40th Ave and East of Jefferson St Background: The unimproved "alley" located north of 40th Ave and east of Jefferson St has been maintained by the Public Works Department. The following three properties abut the "alley": The property at 637 40th Ave does not use the "alley". The property at 4017 Jefferson St may use the "alley" for convenience, but it is not needed for access to the garage. The north south alley can be used. The property at 643 40th Ave does use the "alley" for access to the garage. The City received a request from one of the owners to locate the "alley" right-of-xvay. While researching the right-of-way records, staff found the following information: According to City records, the "alley" was vacated in early 1960's. The City has been taxing the property owners as though it were vacated. The property descriptions at Anoka County make no mention of the "alley" being vacated. According to the City Attorney, since the property owners have been taxed as though the "alley" were vacated, it should be considered vacated. Discussion: The following courses of action are available: The City continues to plow and maintain the "alley". The City continues to plow and maintain the "alley" until the garage at 643 40th Ave is reconstructed. At that time the garage can be positioned to use north south alley for access. The "alley" is reinstated and improved. Staff informs the property owners that the "alley" is vacated and they will need to assume responsibility for upkeep. Requested Action: Provide direction to staff. City of Columbia Heights Public Works Department Work Session Discussion Item Work session date: October 6, 1997 Prepared by: Kathyjean Young, Acting City Engineer Item: Award of Sullivan Lake Park Sanitary Sewer Improvements, Municipal Project #9722 Background: On August 25, 1997, Council authorized staff to seek proposals for a consulting engineer to design and monitor the sanitary sewer and lift station construction needed for the Medtronic expansion and senior housing projects. Requests for proposals were sent to 6 firms. Five proposals were received on September 26. Discussion: Staff. has reviewed each of the proposals. A spreadsheet is attached summarizing the cost and work efffort for both the design phase and the construction phase. The lowest cost was submitted by RLK-Kuusisto, Ltd. The design phase fees submitted by RLK were similar to the other firms; however, the construction phase fees were substantially lower. I discussed the proposed construction fees with Gary Brown. RLK is proposing to monitor the pipe removal periodically and provide full-time inspection during new pipe installation. He feels that the sanitary sewer pipe construction will only take a few days. Considering the open area the contractor has to work in and the limited number, if any, of service connections, I agree with Mr. Brown's estimate. The lift station construction inspection time appears to be comparable to the other firms. Requested Action: Award the Sullivan Lake Park Sanitary Sewer Improvements to RLK-Kuusisto, LTD. at the Council Meeting on October 13, 1997. 0 0 0 0 0 0 0 0 0 0 0 0 I,I 1,1 L ~0 W City of Columbia Heights Public Works Department Work Session Discussion Item Work session date: October 6, 1997 Prepared by: Lauren McClanahan, Public Works Superintendent Item: Replacement of Snowblo~ver for the Front End Loader Background: The City's first snowblower went out of service in 1991. It was not cost effective to repair it. The impeller shaf~ was severely damaged when the blower encountered a large log that was hidden in the snow bank. In 1991 the City found our current 1969 Wausau snowblower in a junk pile at MacQueen Equipment Co. We purchased it for $2,000. In 1994 we again went to the junk yard and found a blower minus an engine xve felt we could use for spare parts. The cost was $500. The City currently owns 2 ½ outdated, unreliable, unusable snowblowers. We cannot purchase new parts for these machines only used parts if we can find them or have parts machined specifically for these snowblowers. Repair costs of 1969 Wausau Snowblower - Original cost $2,000 Jan '91 - Jan. '92 Jan. '92 - Jan. '93 Jan. '93 - Jan. '94 Jan. '94 - Jan. '95 Jan. '95 - Jan. '96 Jan. '96 - Jan. '97 Total Repairs $ 568.21 $ 748.21 $1,198,72 $1,038.56 $ 3,009.17 $ 4,416.04 $10,979.35 Between December 1, 1996 and January 30, 1997, the blower ran 130 hours. The shop hours for repairs were 8t. At the end of the '97 season, the engine was running hot and using oil. Wagamon Brothers estimates $1,034.55 to rebuild the engine. The blower itself is beyond the point of cost effective repair. In many cases when the blower was down for repairs, the snow removal crew (usually numbers 10) was faced with waiting for repairs, removing the snow with loader buckets(unsafe) or unscheduled job assignments which amount to unproductive time. Work Session Discussion Item October 6, 1997 Page 2 Discussion: The snowblower is used to remove windrows of snow from the curb lines on designated snow removal routes on Central Ave, 40th Ave. and 49t~ Ave. Normally snow removal operations are conducted two times during the winter. Options are to: Get out of the snow removal business and listen to the complaints of Mn/DOT and local business. Keep doing repairs on our old blower and be faced with rising repair costs and down time. Combine all of our junk snowblowers and try to make one usable 30-year old snowblower. Estimated cost of parts and labor $4,000 to $6,000. Purchase a new snowblower and trade in all of the junk snowblowers, with an estimated trade-in value of $500 to $1,000. Funds are budgeted for replacement of the snowblower in the 1998 Capital Equipment Replacement Fund in the amount of $60,000. Proposal: Act Now: 1. Rebuild old snowblower, estimated cost of $4,000 to $6,000. Purchase new snowblower after the budget is approved (not sure of performance a~er repairs have been made). 2. Receive Council authorization to seek bids and purchase a new snowblower in 1997. It may be possible to get delivery by the end of December or the middle of January. Wait: 1. Wait until the 1998 budget is approved and purchase a blower off the existing state contract ($60,495.00). Accept delivery in 30 to 60 days. Write up snowblower request for bids now, approve purchase after budget is approved and accept delivery in 30 to 60 days. With either of these options the City will not have a new snowblower to work with this winter. Requested Action: Staff requests authorization to seek bids for a new snowblower.