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HomeMy WebLinkAboutOctober 20, 1997 Work SessionCITY OF COLUMBIA HEIGHTS 590 40TH AVENUE N.E., COLUMBIA HEIGHTS, MN 55421 -3878 (6 ~ 2) 782-2800 TDD 782-2806 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: Mayor Joseph Sturdevant Councilmembers Donald G. Jolly Meg Jones Gary I_. ~Peterson Robert I~: Ruettimann City Manager Walt Fehst Meeting of' COLU3/~IA HEIGHTS CITY COUNCIL Date of Meeting: _MoNDA Time of Meeting: 7:00 P.M. Location of Meeting: CITY HA LL CONFERENCE ROOM Purpose of Meeting: WORK SESSION AGENDA DISCUSSION OF CONSENT ITEMS FOR 10-27-97: 1) Review Snow Plowing Policy ~ 2) Request Permission to Seek Bids for Replacement of Floor Scrubber for the Municipal Service Center ~ 3) Request Permission to Seek Quotes for Furnace Replacement at Pump Stations # 2 and#3 t~t~ 4) Request ff~"ermission to Seek Quotes for Playground Equipment for Prestemon Park 5) State of Minnesota Department of Economic Securi~/Workforce Preparation Branch Grant (Graffiti Clean-up Grant) grl~ ~-- DISCUSSION OF NON-CONSENT ITEMS FOR 10-27-97: 0 2) s) 6) z) Proposed 40th Avenue Rezoning J,~'n -- Request for Proposals for Comprehensive Plan Amendment Consultant Services 1998 Business License Fees tO/~/ tt~lT~t~o~ ~ ~ - ReviewalofBoard/CommissionApplications&AppointmentProcessReview-~ Railroad Crossing on 37th Avenue, West of Stinson Boulevard ~ Consideration of Fire Relief Association By-Laws ~%/~ ... T.H. 65, 40th Avenue to 52nd Avenue, Si~gnal Upgrades The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment itt, 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, stet 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 onliy) 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 Public Works Department Work Session Discussion Item Work session date: October 20, 1997 Prepared by: Lauren McClanahan, Superintendent of Public Works Item: Annual Review of Snow Plowing Policy Background: The snow plow policy was updated last year. Several changes were made in the assignment of plow routes to make better use of new equipment. The policy works well and it is strongly recommended that every city have a snow plowing policy that is reviewed and approved by the City Council on a yearly basis. Analysis/Conclusions: The new sidewalk on the North side of 44th Ave. from Central to McLeod has been added to the snow policy. Should the city continue to plow the east - west alley that is located between 40th and 41 st - Jefferson and Madison this winter? Ownership of alley property is still in question. Requested Action: Approve the 1997-1998 snow plow policy at the Council Meeting on October 27, 1997. City of Columbia Heights Public Works Department Work Session Discussion Item: Work session date; October 20, 1997 Prepared by: Lauren McClanahan, Superintendent of Public Works ITEM: Replacement of Multi-Clean Floor Scrubber, equipment #313. Background: The floor scrubber was purchased in November of 1985 for $4,775. It has a projected service life of 10 years. This machine is used to scrub the main floor of the Municipal Service Center Garage. It is very important to keep this floor as clean as possible to minimize structural damage. The entire garage floor is cleaned at least once a month in the summer and twice a month in the winter if weather conditions permit. Analysis/Conclusions: This unit has been pushed back on the equipment replacement budget for the last two years. amount budgeted for replacement is $10,880 from fund 434-49950- 5180. The Current condition of equipment: Rusting out in areas where replacement parts are not available. Requested Action: Receive Council approval to seek informal quotes for the replacement of Multi-clean floor scrubber, equipment #313. City of Columbia Heights Public Works Department Work Session Discussion Item Work session date: October 20, 1997 Prepared by: Lauren McClanahan, Superintendent of Public Works ITEM: Furnace replacement at Pump Station #2 and Pump Station #3 Background: These furnaces are ceiling mounted, Reznor natural gas furnaces that have been in operation for about twenty years. Pump station #2 furnace is rated at 40,000 btu. Pump station #3 furnace is rated at 125,000 btu. These units are not part of the Honeywell maintenance or replacement contract. Analysis/Conclusions: These furnaces must be reliable as they protect the water distribution system pumps from damage caused by freezing conditions. The amount budgeted for replacement is $3,000 from fund 651- 49449-5120. Requested Action: Receive Council approval to seek informal quotes for the replacement of natural gas furnaces, located at Pump Station #2 and Pump Station #3. City of Columbia Heights Public Works Department Work Session Discussion Item Work session date: October 20, 1997 Prepared by: Lauren McClanahan, Superintendent of Public Works Item: Replacement playground equipment for Prestemon Park Background: In 1997, funds were budgeted to purchase playground equipment for Sullivan Park and Prestemon Park. The amount budgeted for Sullivan Park is $6,000 from account//412-45200-5180. The amount budgeted for Prestemon Park is $15,000 from account #412-45200-5180. Over the past several years the city has purchased playground equipment in the Fall and installed it the following Spring. This system has worked well. Analysis/Conclusions: With all of the development that is planned in the Sullivan Park neighborhood in the near future, staff recommends that the money that was allocated for playground equipment replacement at Sullivan Park be combined with the money that was designated for replacement of playground equipment at Prestemon Park. The combined sum would be spent on replacement playground equipment for Prestemon Park. Sullivan Park playground replacement would be postponed until the surrounding area has been developed and we can determine what type of'play structure would best serve that neighborhood. The picnic area at Sullivan also needs some major repairs. Requested Action: Receive Council approval to seek informal quotes for the replacement of playground equipment at Prestemon Park. City of Columbia Heights Date: October 15, 1997 To: From: Re: Mayor Joseph Sturdevant City Councilmembers Walt Fehst,~Manager Tina Good~ Comprehensive Plan Update Background It is time again to prepare a Comprehensive Plan update required to be completed by December 1998. The comprehensive planning process is an exciting one for the City as it directs the planning, development and redevelopment efforts in the City. We need to get underway in these efforts and seek a consultant to assist with specific sections of the Comprehensive Plan. The required sections of the plan include: Housing Public Facilities-transportation, parks/open space, water and sewer. Land uses Economic Development Not all of these sections will need work done by a consultant. The housing section will be completed by staff and a life cycle housing section will be prepared by Nancy Reeves and Associates as part of the multi-city grant. The public facilities section may only need updating by the Public Works/Engineering Department. Staff is expecting the consultant to assist more with the land use and economic development and redevelopment sections. Staff hopes to see a Zoning Ordinance amendment to follow the Comprehensive Plan update to ensure both documents are in compliance. We would also like to see a Master Plan for the Central Business District which will assist us in redevelopment efforts. This Master Plan may incorporate the visions and designs of the Minnesota Design Team if we are successful in receiving a visit by them next spring. Conclusion Staff has discussed this project with the Planning and Zoning Commission and requested approval to prepare a Request for Proposal (RFP) for a consultant. The Commissioner's are excited about this and encouraged staff to seek approval from the City Council. Funds will be available from two Met Council grants. One amount of approximately $2,500 from a multi-city grant for a life cycle housing section and the second amount of $7,410 for complete use by the City. These grant funds will be combined with Community Development funds. The 1998 budget allows for $20,000 for the Comprehensive Plan and Zoning Ordinance updates (201- 46310-3050, expert & professional) and the 1997 budget will have approximately $5,000 to be used for the Comprehensive Plan update. Recommendation: Request staff to prepare a RFP for consulting services and request final approval to go out for proposals at their meeting on October 27, 1997. CITY COUNCIL LETTER Meeting of: AGENDA SECTION: ORIGINATING DEPT.: CITY MANAGER NO: ~ License Department APPROVAL ITEM: 1998 Business Li. cens, e Fees BY: Kathryn Pepin, ~ BY:~~~/./. NO: , . i~ DATE: September 30, 1997 Attached is the proposed business license fees for the 1998 license year and a resolution for the same. This license fee list incorporates only two changes for 1998. The fees for Cigarette Sales has been increased from the 1997 fee of $30.00 to $50.00 for 1998 because of the increase costs of the review~record check of all applicants now done by the Police Department and the costs of the compliance checks. The other fee change is to the Multiple Dwelling fees for the buildings over four units. The 1997 fee is $3.00 per unit. The Fire Department has requested that the fee be increased to $10.00 for each additional unit over four units to offset costs incurred by the inspection/licensing program for these uses. These two increases have been reviewed and considered by the License Review Committee. As was discussed, the current license fee for a twenty unit apartment building would be $88.00. Under the proposed increase, the 1998 fee for the same building would be $200.00 which averages out to $10.00 per unit for an inspection. In comparison, the license fee currently paid for a one or two unit rental is $15.00 per unit. The type of inspection conducted is the same for all rental.units. The current fee for a multiple dwelling (3+ units) has not been increased since the mid to late 1980's when the base fee increased from $25.00 to $40.00. RECOMMENDED MOTION: Move to waive the reading of Resolution No. 97- available to the public. , as there are ample copies RECOMMENDED MOTION: Move to approve the Resolution ~97- presented. approving the 1998 License Fee Schedule as COUNCIL ACTION: ticfees.sch RESOLUTION NO. 97- ADOPTING 1998 BUSINESS LICENSE FEES WHEREAS: Ordinance No. 853, City Code of 1977, pertaining to commercial licensing regulations provides for the establishing of annual license fees; and WHEREAS: The City has participated in a survey of metropolitan municipalities regarding business license fees charged by other communities; and WHEREAS: The City is attempting to maintain business licenses which are comparable; and WHEREAS: The City annually reviews its business license fee schedule; NOW, THEREFORE, BE IT RESOLVED that the attached proposed license fee schedule be adopted and effective January 1, 1998. Passed this Offered by: Seconded by: Roll Call: day of ,1997. Mayor Joseph Sturdevant Jo-Anne Student, Council Secretary 1998 LICENSE FEES Effective January 1, 1998 through December 31, 1998. CATEGORY Arcades* (85,000 Bond/8100 Inv. Fee)(PD) Beer Sales (PD, BI, FI) On Sale* (8150 Inv. Fee 1st time appl.) Off Sale* (8150 Inv. Fee 1st time appl.) "Club" Beer (8150 Inv. Fee 1st time appl.) Single Event Club Beer (per day basis) (8500 AppL Fee & 8500 Clean-up deposit) Carnivals (8500 deposit & insurance) (PD) Christmas Tree Sales (FI) (P&Z Corem) (8200 Clean-up Deposit) Cigarettes (S&H) Contractors (Bond and Insurance) General (if not licensed by State) Blacktop Excavator Masonry/Concrete Moving Demolition Plaster/Stucco Heating/Cooling Gas Pipin9 Plumbing Sign Installation Courtesy Benches (Insurance)(Eng. Dept.) Games Of Skill (PD) Garbage/Rubbish Haulers (Insurance)(S&H) Gasoline Stations* (FI) First Metering Device Each Add'L Metering Device L.P. Gas Per Metering Device FEES 8500 8350 8100 8100 8100 850/day 850 850 840 840 840 840 840 840 840 840 840 840 840 825/each 850 850 850 810 850 ARTICLE IV ¥ ¥ II VI IV V !1 SECTION 2 1 6 4 5 8 Gun Shop* (PD) 8100 II 2 Page 2 CATEGORY Junk Dealer (81,000 Bond) (PD) Liquor Sales (PD, Fl, BI) "Club Liquor" (Bond & Insurance) On Sale Liquor (Bond & Insurance) (Inv. Fee On Sale Limited Liquor (Same as On Sale) On Sale Wine (Inv. Fee 82§0-82000) Sunday Liquor Sales Sunday Wine Sales Sunday Club Sales Massage Therapist Business (PD,ZA) (8100 Investigation Fee) Massage Therapy, Individual (PO, ZA) (8100 Investigation Fee) Motor Vehicle Sales* (New & Used) (PD) Multiple Dwellings (FI,BI) First 3-4 Units Each Additional Unit Over 4 Re-Inspection Fee for Code Compliance Pawnbroker (85,000 Bond/8100 Inv. Fee) (PD) Pet Shop* (PO) Pool/Billiard Hall (8100 Inv. Fee) (PD) Popcorn, Candy, Ice Cream Vehicles (PD) (Insurance - Public & Vehicle Liability) Precious Metal Dealers (85,000 Bond)(PD) (8100 Investigation Fee) New Applicant Renewal Rental Housing Licenses Single Family & Duplex (Per Unit Basis) Re-Inspection Fee Secondhand Merchant Business (81000 Bond)(PD,FI,Bl) . Exhibition/Convention/Shows/Expositions (85,000 Bond) First Day Each Additional Day FEES 8100 8300 88,300 85,400 82,000 8200 8200 8200 8500 8100 8200 840 810 850 811,700 850 8100 850 8300 8200 815 840 850 850 810 ARTICLE II V V V V V V II VI II VI IV V! V! VI SECTION 2 3 5 6 7 8 12 12 5 9 2 6 4 4 Page 3 CATEGORY Sexually Oriented Business (PD,FI,ZA,AC) (Investigation Fee ~500-810,000) Taxicab Driver (PD) Taxicab Vehicle (PD) Transient Merchant/Solicitor (PD) A. Itinerant Hawker/Peddler B. Transient Merchant C. Itinerant Solicitor/Canvasser Tree Removal & Treatment (Ins.) (PWD) Truck & Trailer Rental (ZA) A. New Application B. Renewal Application FEEs ARTICLE SECTION $500 V 6 ~20 875 850/day; 8100/mo.; 8500/yr. ~50/day; ~100/mo.; ~500/yr. ~50/day; ~lO0/mo.; ~500/yr. ~50 VI VI 875 ~50 10 4 LICENSES APPLIED FOR AFTER JUNE 30 OF THE LICENSE YEAR WOULD PAY HALF (1/2) OF THE ORIGINAL LICENSE FEE FOR THOSE INDICATED BY AN (*) ASTERICK. BI S&H ZA LATE PENALTY ON ALL ANNUALLY RENEWABLE FEES 1-15 DAYS LATE 16-30 DAYS LATE OVER 30 DAYS LATE 25% PENALTY OVER ORIGINAL FEE 50% PENALTY OVER ORIGINAL FEE LEGAL PROCEDURES BEGUN. DEPARTMENTS RESPONSIBLE FOR APPROVAL OF LICENSE Police Department Building Inspector Safety and Health Inspector Zoning Authority FI PWD CF AC Fire Department Public Works Department City Forestor Anoka County All New Licenses Must Have Zoning Authority Approval. CITY OF COLUMBIA HEIGHTS TO: FROM: DATE: Honorable Mayor Joseph Sturdevant Counc i lmember s Walt Fehst, ~Manager Tina Goodro~anner October 13, lg97 RE: REZONING 40TH AVENUE/UPDATE ON PLANNING AND ZONING COMMISSION DECISION. Background At the August Planning and Zoning Commission meeting we discussed the possible need to rezone a portion of 40th Avenue. As you are aware, the homes located on 40th Avenue between Central and University Avenues are non-conforming. Several homeowners have requested the City explore the possibility of rezoning a portion, where numerous homes exist back to residential. The area under consideration is between Washington Street and Jackson Street. This area has the most continuous housing on each block. At the meeting in August, several homeowners and business owners spoke of their interest and concern about the proposed rezoning. Business owners are concerned about being zoned out with a change to residential. At this meeting, four options were brought up and I responded to each option as to the pros and cons. This is my analysis I provided to the Planning and Zoning Commission on each option. Analysis The first option is to go with Ordinance 1353 (enclosed), which rezones 40th Avenue from business zoning to "R-2", One and Two Family Residen- tial, between Washington Street and Jackson Street, including City Hall property. Positive results of this option include: 1. Thirty one (31) homes would be brought into conformance. Immaculate Conception Church would be changed to "R-3" from a current LB District, as 90% of the church property is zoned "R-3". City Hall property would be changed from current "R-3", Multiple Family Residential, to "RB", Retail Business, which is a more appropriate designation for the use. In this, two businesses at 604 and 608 N.E. 40th Avenue would remain business zoning as "RB". Library would be placed into an appropriate zoning district from "LB", Limited Business, to "CBD", Central Business District, where libraries are a listed permitted use. Page 1 of 3 REZONING 40TH AVENUE/UPDATE ON PL/~FRING~ND ZONING COMMISSION DECISION. Consequences of Ordinance ~1353~ Rezoning this area back to residential would place five existing business parcels into non-conforming status. However, in looking at each parcel individually, I found that four of these five businesses are non-conforming currently due to lot size and setbacks in the "LB", Limited Business District. Please refer to the following list: 1. 4002 Jefferson Street: Conforms to LB Zoning. 2 e 666 N.E. 40th Avenue: Non-conforming, over property line in front (12 foot setback is required). 700 N.E. 40th Avenue: Non-conforming, almost to property line (12 foot setback required). 710 N.E. 40th Avenue: Non-conforming, up to property line, lot size too small (12 foot setback required, minimum 50 foot lot width). Se 808 N.E. 40th Avenue: Non-conforming, only five feet off front line and lot size too small (12 foot setback required, minimum 50 foot wide lot). In summary, we have five businesses who are currently zoned LB, but even with that, four are non-conforming due to lot size and setbacks. Thus, only one property, 4002 Jefferson Street, would become non-conforming while the other four will remain non-conforming, just in another zoning district. Positive outcomes of Ordinance 1353 include correction of the most non- conformities with this rezoning option. This will not only benefit the homes on 40th Avenue but the Church, City Hall and the Library. We will bring 31 homes, government property, church and library property into conformance. The second option is to change the "LB", Limited Business district, to allow residential homes as a conforming use or conditional use· A change such as this would impact other areas of the community as there are three other LB Zones: 4600-4800 block of University Avenue, 4200- 4300 block of Central Avenue and 3800-4000 block of Stinson Boulevard. The City has homes located in business zones along Central Avenue and University Avenue which is not a desirable blend with commercial. Each of these three "LB" zones listed are business type areas where homes would not be effective uses nor are they uses that compliment a commercial area. The city has been working hard to eliminate homes from commercial areas and this kind of change would set us backward. Page 2 of 3 REZONING 40TH AVENUE/UPDATE ON PLANNING AND ZONING COMMISSION DECISION. We need to keep our focus on 40th Avenue and making a change for the better in this area. We cannot do that and avoid an impact on other areas if we change the "LB" district. The third option would be to "spot zone" the business parcels. This option is not an effective one as the City has made a policy to not "spot zone" one parcel within a block. This creates one or two lots within a row a separate zoning classification that would allow separate land uses. The future impact of this must be considered. The final option is to do nothing. This obviously is not a good solution as we wouldn't solve any of the problems. Conclusion I did check with three mortgage companies, Northeast State Bank, TCF and Marquette and asked them what impact there is on non-conforming properties when trying to get a mortgage. According to the mortgage bankers, mortgage insurance is the biggest problem. If a property is non-conforming, the bank does not have the collateral that is needed for the mortgage. Some of the banks have done them on non-conforming homes but only in special circumstances. Most try to avoid processing them. This trend has changed over the past few years as banks are selling more and more mortgages on the secondary market. When they do this, they are under the requirements of FHA and Fannie Mae, etc. These secondary markets won't accept loans for non-conforming properties. Thus, the situation the homeowners are in with trying to sell their home and finding difficulty doing this is a real problem. Interested parties cannot obtain a mortgage for these homes. At the meeting the Commission agreed to consider the rezoning as prepared in Ordinance ~1353. This will go to the November meeting with a recommendation by them to City Council. The Commission asked me to update the City Council at the worksession of October 20, 1997 before the final ordinance is reviewed. tina/memo Page 3 of 3 I OtLDINANCE NO. 1353 BEING AN ORDINANCE AMENDING ORDINANCE NO. 853 PERTAI2qlNG TO THE KEZONING OF CERTAIN PROPERTY Section 1: That certain property legally described as Lots 36 through 49, Block 66; Columbia Heights Annex to Minneapolis, Anoka County, Minnesota, which is currently zoned R-3, Multiple Family Residential, shall hereafter be zoned KB, Retail Business. Section 2: That certain property legally described as The west 15 feet of Lot 69 and all of Lot 70 through 76, Block 65, Columbia Heights Annex to Minneapolis, Anoka County, Minnesota, which is currently zoned LB, Limited Business, shall hereafter be zoned KB, Retail Business. Section 3: That certain property legally described as Lots 10 through 12 including the south ½ of the adjacent vacated east-west alley, Block 54; Lots 13 through 17 and Lots 18 through 22 including the south ½ of the adjacent vacated east-west alley, Block 55; Lots 13 through 22 including the south ½ of the adjacent vacated east-west alley, Block 56; Lots 13 through 22 including the south ½ of the adjacent vacated east-wet alley, Block 57; Lot 11, except north 22.4 feet thereof, Lot 12 through 23 inclusive and Lot 24, except north 20 feet thereof, together with adjacent vacated alleys, Block 58; Lots 44 through 48, Block 64; Lots 23 through 26 including east ½ of adjacent vacated alley, Lot 27 including west ½ of adjacent vacated alley, Lots 28 through 58, Lot 59 except west 2.1 feet, Lot 62 except the east 7.9 feet, Lots 63 through 68 and Lot 69 except the west 15 feet all in Block 65, which is currently zoned LB, Limited Business, shall hereafter be zoned R-2, One and Two Family Residential. Section 4: That certain property legally described as Lots 13 through 22, including adjacent vacated alley, Block 59, Columbia Heights Annex to Minneapolis, Anoka County, Minnesota, which is currently zoned LB, Limited Business, shall hereafter be zoned R-3, Multiple Family Residential. Section 5: That certain property legally described as Lots 1 through 5 and the northerly 28 feet of Lot 6, Block 64, Columbia Heights Annex to Minneapolis, Anoka County, Minnesota, which is currently zoned LB, Limited Business, shall hereafter be zoned CBD, Central Business District. Section 6: This Ordinance shall be in full force and effect from and thirty (3 0) days after its passage. First Reading: Second Reading: Date of Passage: Offered by: Seconded by: Roll Call: Mayor Joseph Sturdevant Jo-Anne Student, City Council Secretary TO: FROM: SUBJECT: COLUMBIA HEIGHTS POLICE DEPARTMENT Walt Fehst, City Manager ~ Thomas M. Johnson, Chief of Polic Item for October 20, 1997, Council Work Session DATE: October 10, 1997 BACKGROUND: The Columbia Heights Police Department has been successful in securing a grant through the State of Minnesota Department of Economic Security/Wot 'kforce Preparation Branch. This grant will give us funds to purchase materials such as paint, brushes, paint removal material, work crew supervisor pay, and other supplies for our graffiti cleanup program. The grant is for $12,155. The grant breaks down as follows: $6,000 for consumable materials and $6,155 for salaries and fringe benefits of civilian work crew supervisors. During the past year the department has been purchasing supplies and using community oriented policing officers to supervise this cleanup out of our department budget. EVALUATION/CONCLUSION: This grant will allow us to continue a program that has worked very well for the city and the department. Individuals caught doing vandalism and/or graffiti, or who have community service time to serve, or through the local schools have detention time to serve, use this program to pay their debt to society. The city benefits by having graffiti-free buildings and a clean appealing community. We plan to extend this program to include raking leaves in the fall for the elderly or disabled, and shoveling snow in the winter for the same. There is no dollar match for the city, and the $12,155 will go a long way towards keeping us in supplies and supervisors. This work is normally performed on Thursday evenings and on Saturday in four-hour blocks. The community oriented police officers will be in charge of the program. RECOMMENDED ACTION: Authorize the Mayor and the City Manager to accept a grant from the State of Minnesota Department of Economic Security/Workforce Preparation Branch in the amount of $12,155. This grant to be used for supplies for the graffiti cleanup program and for salaries for civilian supervisors of this program. TMJ:mld 97-447 FY VENDOR NUMBER FUND AGENCY ORG. SUB ORG. DOCUMENT NUMBER(S.) 97 B21 0000 APPROP OBJ GRANT/SESAID NO. CFDA# AMOUNT 2977 90268 16.540 $12,155 STATE OF MINNESOTA DEPARTMENT OF ECONOMIC SECURITY/WORKFORCE PREPARATION BRANCH Funding Source: Juvenile Justice (ILLECP) Grant / SESA ID Number: 90268 This grant agreement, which shall be interpreted pursuant to the laws of the State of Minnesota, between the State of Minnesota, acting through its Department of Economic Secudty (DES), Workforce Preparation Branch 0NPB), (hereinafter the DEPARTMENT), and Columbia Heights Police Department 559 Mill Street NE Columbia Heights, MN 5542'1 Social Security or Federal Identification Number: Minnesota State Tax Identification Number: (Hereinafter GRANTEE) WITNESSETH: WHEREAS, the Juvenile Justice and Delinquency Prevention Act of 1974, Public Law 93-415, as amended, hereinafter referred to as the Act, was enacted for the purpose of preventing juvenile delinquency and improving the methods of administration of juvenile justicel and WHEREAS, the DEPARTMENT has been granted funds by the United States, through the Department of Justice, for use to meet the purposes of the Act, and WHEREAS, GRANTEE has made application to the DEPARTMENT for a portion of such funds for the purpose of conducting a project consistent with the purposes of the Act, and VVHEREAS, GRANTEE has represented to the DEPARTMENT that it has effectively delivered services of the type called for under the Act, and GRANTEE further represents that it is qualified and willing to perform the services enumerated in Paragraph 1 of this Agreement. NOW, THEREFORE, in consideration of the premises and of the representations made therein, the parties agree that: Program: The foregoing recitals are made part of this grant agreement by reference. The GRANTEE shall implement the Work Plan and Budget hereto attached as Exhibits A and B respectively, which are incorporated herein by reference as a part of this grant agreement. Duties and Payment: GRANTEE shall perform all the services enumerated in #1 above and shall be reimbursed for its expenses in providing these services, provided that the total obligation of the DEPARTMENT for all reimbur all not exceed .~ t 2,~ SS. o Se These funds are to be expended in the cost categories and amounts shown in the .Budget, Exhibit B, which is attached hereto, incorporated by reference herein and made a part hereof. The DEPARTMENT shall not be responsible to reimburse GRANTEE for its payments or liability to the Unemployment Compensation Fund as a reimbursing employer after termination of GRANTEE's participation in programs under the Act or for any liability accrued thereunder before the effective date of this Grant. Term of Contract: This Grant shall be effective on October '1, 1997, or upon such date as it is executed as to encumbrance by the Commissioner of the Department of Economic Security, whichever occurs later, and shall remain in effect until September 30, 1998, or until all obligations set forth in this contract have been satisfactorily fulfilled, whichever occurs first. .C, ancellation: This grant agreement may be canceled by the DEPARTMENT at any time, with or without cause, by giving written notice to the GRANTEE. In the event of such cancellation without cause, GRANTEE shall be entitled to payment, determined on a pro rata basis, for work or services satisfactorily performed. in the event of cancellation for cause, including but not limited to failure to comply with the provisions of the grant agreemerit, failure to make timely progress in delivering required services, or use of grant funds for purposes other than those specifically identified in the grant agreement, the DEPARTMENT may take any actions it deems necessary to protect the interests of the State of Minnesota, including but not limited to the refusal to disburse additional funds pending a determination of the DEPARTMENT's right to set-off, and requiring the return of ali or part of the funds already disbursed. This grant agreement may be canceled by the GRANTEE at any time, with or without cause, upon thirty (30) days wdtten notice to the DEPARTMENT. Such wdtten notice of cancellation must include proposed terms for winding up GRANTEE's services and an estimated final invoice for work or services p~ri;or{~led. The DEPARTMENT may reject or accept in whole or in part GRANTEE's proposed terms for winding up services and GRANTEE's estimated final invoice, and shall notify GRANTEE of its decision within (5) business days of receipt of GRANTEE's cancellation notice. In the event of any cancellation under this provision, GRANTEE shall cooperate fully with the DEPARTMENT and help facilitate any transition for the provision of services by a different vendor. Failure to cooperate with or withholding any information or records requested by the DEPARTMENT or a different vendor that impairs in any way the transition of the provision of services shall constitute a matedai breach of this grant agreement, subjecting GRANTEE to liability for all damages incurred by the DEPARTMENT because of such breach. Request for payment: Requests for cash shall be made by GRANTEE to the DEPARTMENT on the DEPARTMENT's Cash Request Form. Payments shall be made by the DEPARTMENT as soon as practicable after GRANTEE's presentation of the Request for Cash. The fact of payment of any item shall not preclude the DEPARTMENT from questioning the propriety of any item. GRANTEE acknowledges that funds to finance this grant are to be obtained by the DEPARTMENT through a specific legislative act. if at any time such funds become unavailable under the Act, this Agreement shall be terminated immediately upon written notice of such fact by the DEPARTMENT to GRANTEE. In the event of such termination, GRANTEE shall be entitled to reimbursement, determined on a pro rata basis, for services satisfactorily performed. ,,P. urchase of Furniture and Equipment: GRANTEE shall not purchase furniture or other equipment without the prior written approval of the DEPARTMENT, Repayment of Funds: The DEPARTMENT reserves the right to offset any over-payment or disallowance of any item or items under this Grant by reducing future payments requested by GRANTEE. This clause shall not be construed to bar any other legal remedies that the DEPARTMENT may have to recover funds expended by GRANTEE for disallowed costs. 2 10. 11. GI~ANTEE Reports: GRANTEE agrees to provide the DEPARTMENT with such progress reports as the DEPARTMENT may from ~(me to time require including, but not limited to, the following: Quarterly FSR Quarterly Progress Report, and Quarterly Client Characteristic Report GRANTEE shall also make such reports to tl~e Secretary of Labor, the Comptroller General of the United States or the DEPARTMENT as any of them may require. The DEPARTMENT shall withhold funding if reporting requirements are not met in a complete, accurate and timely manner. Monitoring and Corrective Action: Performance as set forth in Paragraph #1 above is essential to the life of this Grant. GRANTEE agrees to permit monitoring by the DEPARTMENT to determine Grant performance and compliance with Grant provisions. GRANTEE further agrees to cooperate with the DEPARTMENT in performing and completing such monitoring activities and GRANTEE agrees to implement and comply with such remedial action as is proposed by the DEPARTMENT. Liability_: GRANTEE agrees to indemnify and save and hold the DEPARTMENT, its agents and employees harmless from any and all claims or causes of action, including attorney's fees, arising from the performance of this Grant by GRANTEE, its agents, officers and employees. Special Administrative Provisions Required Under the Act: GRANTEE agrees to administer program in accordance with the Act, as amended, the regulations and guidelines promulgated thereunder. GRANTEE also agrees to comply with other applicable federal and State laws. In the event that these laws, regulations or policies are amended at any time during the term of this Agreement, the GRANTEE shall comply with such amended laws, regulations or guidelines. AD Records/Audits: GRANTEE agrees to use such fiscal, audit and accounting procedures as may be necessary to assure proper disbursement of such payments. The Secretary of Labor, the Comptroller General of the United States and the DEPARTMENT, or a designated representative, shall have access to and the right to examine for audit purposes or otherwise, any books, documents, papers or records of GRANTEE. The books, records, documents and accounting procedures and practices of the GRANTEE relevant to the Grant are also subject to examination by the DEPARTMENT and the legislative auditor of the State of Minnesota. GRANTEE agrees to fully cooperate in any such examination and/or audit and to have said audits carded out in accordance with Subgrant Audit Requirements, Attachment 1, which is attached hereto, incorporated by reference herein and made a part hereof. All records pertaining to this Grant shall be retained by the GRANTEE for a period of at least three years after the expiration of the term of this Grant, or on completion of an audit, if one has been commenced within three years, whichever pedod is longer. Pro(3ram Standards: GRANTEE agrees to comply With OMB Circulars Numbers A-21, A-87, A-102, A-110, A-122, A-128, A-133, OASC-10, Federal Treasury Circular 1075, and DJT Subgrantee Administrative Requirements No. I as these circulars and issuances relate to the utilization of funds, the operation of programs and the maintenance of records, books, accounts and other documents under the Act, as amended. Non-Discrimination Statement: The GRANTEE will comply with: Title Vl of the Civil Rights Act of 1964, as amended by the Equal Employment OoDortunity Ac~ of 1972, which generally prohibits discrimination on grounds of race, color or national odgin, and applies to any program or activity receiving federal financial aid. Do So Ho .T. itle VII of the Civil Rights Act of 1964, as amended by the Equal Employment Qpp0rtunity Act of 1972, which ger~era{iy prohibits discrimination because of race, color, religion, sex or national origin and applies to all employers, including State and local governments, public and private employment agencies and labor organizations. Any employment and training program sponsor or contractor which falls within one of these definitions would, of course, be covered by Title VII. The Rehabilitation Act of 1~73, as amended, which generally prohibits discrimination on the basis of handicap in all federally-funded programs. The Department of Labor's non- discrimination regulations, which were published in October 1980, were designed to enforce Section 504 of the Rehabilitation Act. The Age Discrimination in Employment Act of 1967, as amended, which generally prohibits discrimination on the basis of age against persons between the ages of 40 and 70. The Equal Pay Act of 1963 amends the Fair Labor Standards Act and which generally provides that an employer may not discriminate on the basis of sex by paying employees of different sexes differently for doing the same work. Title..lX of the Education Amendments of 1972, as amended, generally provides that no person shall, on the basis of sex, be excluded from participation, be denied the benefits of, be treated differently from another person or otherwise be discriminated against in any interscholastic, intercollegiate, club or intramural athletics offered and no recipient shall provide any such athletics separately on such basis. The Age Discrimination Act of 1975, as amended, prohibits unreasonable discrimination on the basis of age in programs or activities receiving federal financial assistance. Affirmative Action: (If applicable), GRANTEE certifies that it has received a Certificate of Compliance from the Commissioner of Human Rights pursuant to Minnesota Statues, Section 363.073. ...VVorkers' Compensation: in accordance with the provisions of Minnesota Statutes' Section 176.182, the State affirms that GRANTEE has provided acceptable evidence of compliance with the workers' compensation insurance coverage requirement of Minnesota Statues Section 176.181, Subdivision 2. Antitrust: GRANTEE hereby assigns to the State of Minnesota any and all claims for overcharges as to goods and/or services provided in connection with this contract resulting from antitrust violations which arise under the antitrust laws of the United States and the antitrust laws of the State of Minnesota. GRANTEE agrees to comply with the requirements of the Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 (Public Law 91-646) which provides for fair and equitable treatment of. persons displaced as. a result of federal or federally assisted programs. GRANTEE agrees that program participants shall not be employed in the construction, operation or maintenance of that part of any facility which is used for religious instructions or worship. DATA PRACTICES: The GRANTEE understands and agrees that it shall be bound by the Minnesota Govemnment Data Practices Act (Minnesota Statues, Section 13.01 - 13.90), and that it shall inform program applicants that the DEPARTMENT may share applicant data with other agencies for eligibility and program evaluation purposes. GRANTEE shall incorporate into the Tennessen Warning used to provide applicants' an explanation of their rights under the Minnesota Data Practices Act clauses contained in the DEPARTMENT'S "DATA USES INCLUSION REQUIREMENTS" 4 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. (Attachment 2}. GRANTEE further agrees to comply with the Americans with Disabilities Act of 1990 (Chapter 126, Title 42 of the United States Code). .Job Service Listing: GRANTEE shall list any job vacancy in its personnel complement with the nearest Minnesota Job Service Office as soon as it. occurs. MIS Reporting: (If applicable) GRANTEES receiving funds under the Act will track participants with the Minnesota JTPA Management Information System (MIS) either through the area SDA or through arrangements made with the DEPARTMENT. Voter Reqistration: GRANTEE shall provide non-partisan voter registration services and assistance, using forms provided by the Secretary of Statel to employees of GRANTEE, program participants and the public as required by Minnesota Statutes, 1987 Supplement, Section 201.162. Assi(~nment: The GRANTEE shall neither assign nor transfer any rights or obligations under this grant agreement without prior written consent of the DEPARTMENT. The provisions of this grant agreement applicable to the GRANTEE shall also be applicable to subgrants made by the GRANTEE from funds obtained under this grant agreement. Pregrant Costs: Costs incurred from 30 days prior to the effective date of this grant agreement, which were in anticipation of this award and specifically authorized and approved in writing by the DEPARTMENT, are allowable costs to the extent that they would have been allowable had they been incurred after the effective date of this grant agreement provided that the same are approved by the Commissioner of Finance in accordance with the provisions of Minnesota Statutes, Section 16A. 15, Subdivision 3. Modifications: Any modifications to this grant agreement shall be in wdting and shall be executed by the same parties who executed the original grant agreement, or their successors in office. Debarment and S.uspension Certification: The SUBGRANTEE agrees to follow the President's Executive Order 12549 and the implementing regulation "Nonprocurement Debarment and Suspension; Notice and Final Rule and Interim Final Rule," found in Federal Register Vol. 53, No. 102, May 26, 1988, including Appendix B, "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered Transactions"; unless excluded by law or regulation. l~0bb¥ing Certification. and Disclosure: (If applicable) The GRANTEE shall comply with Interim Final Rule, New Restrictions on Lobbying, found in Federal Register Vol. 55, No. 38, February 26, 1990, and any permanent Rules that are adopted in place of the lntedm Rule. The interim rule requires the GRANTEE to certify as to their lobbying activity. The interim final rule implements section 319 of Public Law 101 - 121. Section 319 generally prohibits recipients of Federal contracts, grants and loans from using appropriated funds for lobbying the Executive or Legislative Branches of the Federal Government in connection with a specific contract, grant or loan. Grant Close-out: The GRANTEE agrees to submit a final Financial Status Report (PAUFSR.006) and a payment for the balance of any unspent and unobligated grant funds to the DEPARTMENT within 45 days after the end of the term of this agreement. Failure to submit a final PAUFSR.006 within this period may result in disallowance of payment for any expenditures not previously submitted. The GRANTEE agrees to submit a revised final PAUFSR.006 to the DEPARTMENT if any additional funds must be returned to the DEPARTMENT after grant agreement closeout. The GRANTEE agrees to acknowledge the DEPARTMENT'S funding of any resulting publications, data, or other material whether subject to copyright or not, with the following language: Funding for this publication (or document, paper, data, etc.) was provided by a grant from the Juvenile Justice Advisory Committee, Minnesota D~partment of Economic Security and the U.S. Department of Justice, Office of Juvenile Justice and Detictquertcy Prevention. IN WITNESS WHEREOF, the parties have caused this Grant to be duly executed intending to be bound thereby. *FOR THE GRANTEE: By: Title: Date: FOR THE DEPARTMENT OF ECONOMIC SECURITY: By: Title: .Director, Program Support Date: FOR THE GRANTEE: By: Title: Date: * If a corporation, two corporate officers must execute. SIGNA.PG I'D ~.~ - o ~ ~' ~ ~ C ~::. .. ,. ..~¥~.;; FOP, A~ 3 INNOVATIVE LOCAL LAW ENFORCEMENT AND CO/~'MUNITY POLICING' PROGRA~ APPLICATION DUE AUGUST 1, 1997 BUDGET PAGE Budget period from 10-1 · '*:Applicant :~ *' AgenCYZContaL-f Person. Columbia Heights Police Dept. Captain Leonard Olson 199..! .through 10-1 199 8 : 559 Mill Street NE Columbia Heights MN 55421 "* '{~'.:!elephone/Fax 612-782-2840 612-782-2842 Cfax) 612-782-2846 Salaries Fringe Benefits Consultants Travel ~pace Costs & Rentals Consumable Supplies Lease & Purchase equipment Indirect Costs* Other Costss TOTAL Indirect / Adminin$~rative are limited to up to 5 Costs 5,720 435 6,000 12,155 ~ercent of total budget cost. Page 7 EXHIBIT B INNOVATIVE LOCAL LAW' ENFORCEMENT AND COMMUNITY POLICING PROGRAM FORM Please provide a brief justification for the budget items requested. Include an explanation of how costs were determined. Please describe any other additional sources of funds or' in-kind support used to support-this project. Attach an additional page, if necessary. APPLICANT AGENCY: Columbia Heights Police Department PROJECT NAME: Graffiti Clean-Up Program Work Crew Supervisor 10 hours/week at ll.00/hour 5,720 TOTAL SALARY 5,720 FRINGE BENEFITS (Itemize) $oc:Lal Secur:Lt:y - 354.00 J TOTAL 435.00 CONSULTANT & PROFESSIONAL SERVICES (itemize) · I TOTAL TRAYEL (mileage may not exceed .27 per mile) j TOTAL EXHIBIT B SPACE COSTS AND RENTAL (Itenlze) CONSUMABLE SUPPLIES (Itemize) Paint and sandblasting material Graffiti removal pro4ucts Misc. supplies: brushes, cleaner, protective gear 200.00/month 200.00/month lO0.O0/month LEASE AND PURCHASE EQUIPMENT (Itemize) TOTAL 2,400 2,400 .1,200 TOTAL 6,000 INDIRECT/ADMINISTRATIVE COST (See allowable activity description) Approved Rate: 5% of total budget cost TOTAL OTHER COSTS (Itemize) TOTAL '%, TOTAL 12,155 The cost of operating and ma~ntain|ng facilities, depreciation, and admin;strafive salaries are examples of the type of cost that are usually treated as "indlrect or admlnstrat|ve cost". · EXHIBIT B IN-KIND SUPPORT The Cities of Columbia Heights and Fridley will contribute in-kind support by providing the following: · Vehicles for transporting work crews and supplies to and from the job sites · Sandblaster and air compressor Storage space for equipment and supplies EXHIBIT B CITY OF COLUMBIA HEIGHTS TO: MAYOR AND CITY COUNCIL FROM: WALT FEHST, CITY MANAGER DATE: OCTOBER 17, 1997 FIRE RELIEF ASSOCIATION BY-LAWS BACKGROUND: At a previous work session and at the last meeting of the Board of Trustees of the Fire Relief Board, several questions were raised which required a response from the Board of Examiners of the Relief Association and/or the entire Relief Association. Bill Elrite has item/zed those issues in a memo, and he has asked the Fire Relief Association to be present to discuss those issues at the October 20th work session (see attached memo). In addition, we have received a response fi-om Krista Kay Boston retained by the Relief Association regarding the issue of liability for a defined contribution plan (see attached memo). CONCLUSION: According to Ms. Boston's memo, the city clearly has no lingering responsibility for a defined contribution plan should the state decide to discontinue the 2% tax to fund such pensions. Ms. Boston feels this is very improbable in any event. RECOMMENDATION; To consider answers to questions posed by Examiners at the October 20th work session. the City Council and the Board of cb CITY OF COLUIVIBIA HEIGHTS DATE: October 15, 1997 TO: FROM: COLUMBIA HEIGHTS VOLUNTEER RELIEF ASSOC. BOARD OF TRUSTEES Rick Lange Dana Alexon Joel Ostmoe FINANCE DIRECTOR RE: BY-LAWS At the Board of Trustees meeting on October 13th, the Board reviewed the proposed changes in the by-laws, and still have some questions. To the best of my knowledge, this is going to be put on the next work session, which is October 20th. Has the entire Board of Examiners reviewed the final proposed by-laws? At the Board of Trustees meeting on the 13th, Dana indicated that he had not seen the changes. Has the entire Relief Association reviewed the proposed final edition of the by-laws, and had an opportunity to submit any suggestions to the Board of Examiners? Board of Trustees member, Bob Ruettimann, raised questions in relationship to having a five-year vesting. He felt that some recognition should be made for people who put in five years of service. The Board of Trustees would like input from the Board of Examiners on this issue. The Board of Trustees would like input regarding the. 60% vesting after 10 years. They had a concern that possibly the vesting after 10 years should be less, such as the current 40%, or possibly increasing it to 50%. They would like input from the Board of Examiners on this item. In the metropolitan area, how many fire relief associations have vesting at the various levels, such as 5 years, 10 years, or other levels? In conjunction with that, what is the vesting percentage at the various levels? How many fire relief associations have 60% vesting at 10 years? I also have some questions for the attorney, Krista Kay Boston. I have addressed these directly to her and attached a copy of that request for your information. Please contact me and let me know if the Board of Examiners will be able to provide this information by Monday hight, October 20th, and if you would be able to attend the work session. If there is anything I can do for assistance, please let me know. WE:cln 9710152 iC' TY OF COLUMBIA HEIGHTS :.~0 40TH AVENUE N.E., COLUMBIA HEIGHTS, MN 55421-3878 (612) 782-2800 TDD 782-2806 October 15, 1997 Ms. Krista Kay Boston K. Boston Legal Services 7111 Robinwood Bay Woodbury, Minnesota 55125 Dear Ms. Boston: The City Council, acting as the Board of Trustees for the Fire Relief Association, met on October 13~ to review the updated by-laws. They would like you to answer some additional questions before their meeting on October 20th. At this time I do not think it is necessary for you to attend the meeting. If you could answer these questions and fax the answers to me, I will forward them to the Board. What is the City's legal liability if the state discontinues the 2% insurance fund payment to the City/Relief Association? What liability does the City have to continue the payment to the Association? 2. By state statutes, is the Relief Association still required to have a general fund? In addition to these questions, the City Council had some questions for the Board Examiners that I have submitted to them by separate memo. I have attached a copy of that memo for your information. Sincerely, William Elrite Finance Director WE:dn 9710153 THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES EQUAL OPPORTUNITY EMPLOYER ~ UC~-Zb-~/ UU:Ua~ K~ista Kay Boston 612 578 3069 P.01 O~tober 15, 199? Wittimn Elrttc, Finm)ce Dire, clot CiD of Cohm~bla Heights 590 40'h Aven~ N.E. Cohm~hia Heights. ~,~ 55421-3878 Re; Columbia H¢ighl,s Fire RehefAssociation b.~ facsimile: 782-280t Dear Mr Eirile, f received .~our feller dated t(mla5 that conlamed .qevcad questions/rom O~e Bo:trd of Trustees. Ple;;.~ hole the follo~ rog; Onc~ the conversion has occurred, the cid~ has flo liabihB- to ftmd lhe rehef axsociatmn, shoed the s~lc aid tCommo~d5 ~fc~ed to as the 2% aid) ~ disconfinu~ (S~ Mitre, Sla~ 424A.02. Sn~. 4.} Of cot~. lids asmmes lhat iflhe state aid were ~'er to be dl~ontin~ them would be no law change ~quifing thc m~cip~ily to m~e up fl~e different. Howl'er, I fit~ thai hi,dy unli~els, as tt~c ~nsion to~ is s~ong defined benefit plans are required !o approach the plan sponsor for legal funding rcqmrcmenL~ D~:fuwd contribution plans {rove no fun~g r~enmuL~; tl~refom the plan lms no ~ m ~p~ch tit) to "m;&c up" ~t~ng. However, the oily mn provide f~ndi~ vol~mhiv. 'the members ora d~ned comfibution plan siu¢ly sMre in ~vhal~'cr mvenoe comes illlo fltc lhnd~rom sialc aid, vohml:~- m,micipal ~mdbution and im'e~ent Sec Minn. Sim 424A,06 which states that Relief Associations axe reqnired lo have a general fund if ttu,? ever rcceix e thc following, 'To ll~ general fund. z! e.¢toAlis'hed, shah be credited 'all m{mcVs received from dues, tinge, hiitial/on fees. emcrmimnent revenu~ ami any moneys or property donated, given, granted or devised by any person, for ttusj',~'ificd ThLq .%oction also specifies the! ~fthc general fund i~ es~ablis'hed, which to m& implies lhal tlm ~eilcf as.qt,.nation dtx~s nm necessarily have to bc established, thc relief association has a choice. I hope t lm~ ¢ answered your q~sttons, Please feel free to contact me ~vilh any fi~rther q.esrions. City of Columbia Heights Public Works Department Work Session Discussion Item Work session date: October 20, 1997 Prepared by: Kathyjean Young, Acting City Engineer Item: Railroad Crossing on 37th Avenue, west of Stinson Background: The railroad track crossing on 37th Avenue west of Stinson Blvd. is in poor condition and needs to be reconstructed. Analysis/Conclusions: The railroad company has offered to furnish and install new ties and rails and install the crossing material. The City would be responsible to furnish the crossing material, any concrete street replacement and traffic control. The estimated construction cost for the project is $10,200 for concrete crossing material, $22,120 for removal and replacement of adjacent concrete street panels, and $3,000 for traffic control, a total of $35,320. If the railroad does not furnish and install the materials committed to in the attached letter, the average cost for this type of crossing is $900.00 per lineal foot, or $108,000 for the crossing alone. Staff has contacted the City of Minneapolis to share the construction cost; however, staff would like to pursue reconstruction of the crossing with or without Minneapolis sharing the cost. The total cost should be covered with M.S.A.S. construction funds. Recommended Motion: Move to authorize staff to prepare and submit the required plans and agreements for State Aid approval and to authorize the Mayor and City Manager to enter into an agreement with CP Rail Systems upon approval of M.S.A.S. plans. 105 South 5th Street Box 530 Minneapolis MN 55440 Tel (612) 347-8000 Canadian Pacific Railway October 8, Engr. File: 1997 X-PAY-D05-43-R Operating Department Soo District city of Columbia Heights 637 - 38th Avenue NE Columbia Heights, MN 55421 Attn: Kathy Young Dear Kathy: RE: PROPOSED CONCRETE CROSSING 37TH AVENUE NE MILE POST 5.43 - DOT 688992H COLUMBIA HEIGHTS, MN This letter confirms our phone conversation on Wednesday October 8, 1997 concerning proposed renewal of the 37th Avenue NE at grade crossing in Columbia Heights. Soo Line would provide, at its expense: labor, material and equipment to remove the existing crossing material; reconstruct the rail, ties and ballast through the complete crossing area; install concrete surfaced crossing material through the traveled roadway, shoulder and sidewalk areas as required. The city will provide, at its expense: necessary traffic control, signs and detours during reconstruction of the crossing; concrete surfaced crossing mater~al; replacement of the asphalt/concrete pavement. The city should purchase the concrete crossing surface directly. We suggest you obtain price quotations from the following crossing suppliers. Concrete crossing would be for Soo Line standard 115 pound continuous welded rail on 9 foot cross ties. Specify that rubber flange inserts are not required. Omni Products, Inc. 3911 Dayton St. McHenry, IL 60050 Phone: 815-344-3100 Premier Concrete RR Crossings P.O. Box 11305 Portland, Oregon 97211 Phone: 800-426-5556 Soo Line's Manager of Track Maintenance - Ed E. Howard will be handiing the scheduling of the crossing installation. We will be in contact with you at a later date to advise our actual schedule and when to order the concrete crossing surface. Crossing would be installed during the 1998 construction season. Soo Line is looking forward to working with the City of Columbia Heights on this crossing improvement project and appreciates the City's cooperation. If you concur, please sign one original and return to my attention. Concurrence: By Its Very truly yours, G. U. Mentjes Manager Public Works By: J. H. Krieger Engineer Public Works mc: L. W. Carroll M. T. Olson J. D. Schmeling J. G. Scott City of Columbia Heights Public Works Department Work Session Discussion Item: Work session date: October 20, 1997 Prepared by: Kathyjean Young, Acting City Engineer Item: T.H. 65, 40th- 52nd Avenue Signal Upgrades Background: The plans and specifications for Phase II (Central Avenue) of the traffic signal modifications and EVP installations are nearing completion. Analysis/Conclusions: Phase II involves providing protected/permissive left turn lanes at 40th Avenue and 49th Avenue, as well as minor modifications at each of the other intersections. EVP and red LED bulbs will be installed at each intersection. Mn/DOT is in the process of preparing an agreement for the work. The funding sources are Mn/DOT special project, Mn/DOT and Columbia Heights cooperative agreement, M.S.A.S. off-systems, and M. S.A.S. construction. Recommended Motion: Move to authorize staff to seek sealed bids for the construction of Phase II of the signal modifications and EVP installations.