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December 23, 1996 Regular
AGENDA FOR THE REGULAR MEETING OF THE CITY COUNCIL OF COLUMBIA HEIGHTS MONDAY, DECEMBER 23, 1996, 7:00 PM £y~x/COUNCIL CHAMBERS, CITY HAl,L, 590 40TH AVENUE NE 1 Auxiliary aids for handicapped persons are available upon request wh~ the request is made at least 96 hours in advance. Please call the City [{ Council Secretary at 782-2800, Extension 209, t~ make arrangements. ';i. CALL TO ORDER/ROLL CALL (Commencement of Cableeasting of Regular Meeting on Television.) 2. pLEDGE OF ALLEGIANCE 3. ADDITIONS/DELETIONS TO MEETING AGENDA (The Council, upon majority vote of its members, may make additions and deletions to the agenda. These may be items brought to the attention of the Council under the previous portion of agenda, or items submitted after the agenda preparation deadline.) 4. CONSENT AGENDA (These items are considered to be routine by the City Council and will be enacted as part of the Consent Agenda by one motion. Items removed from consent agenda approval will be taken up as next order of business.) A. Move to adopt the consent agenda items as listed below: 1) Adopt Minutes of the Regular City Council Meeting of December 2, 1996. 2) Res. No. 96-87 - Appropriating Local Match Monies 3) Authorization to Dispose of City Property 4) Res. No. 96-88 Ordering and Levying an Improvement 5) School Liaison Officer Contract 6) Contract Renewal 7) Close Public Hearing - 656 47 1/2 Avenue $) Close Hearing - License Revocations 9) Establish Hearing Date for License Revocation 10) Final Payment - Spheroid Repair/Painting t 1) Final Payment- Retaining Wall 12) Approve Contract for Driveway De-Icing Cables 13) Approve Payment of Bills 14) Approve Licenses RECOGNITION, PROCLAMATIONS, PRESENTATIONS, GUESTS PUBLIC HEARINGS A. Public Hearing-Res. No. 96-89 Zone 2 Street Improvement Study B. Public Hearing-Establish Public Hearing - CDBG Application 7. ITEMS FOR CONSIDERATION A. Other Resolutions/Ordinances 1) Res. No. 96-90 Establishing Refuse, Recycling & Yardwaste Rates for 1997 through 1999. 2) Res. No. 96-91 Adopting 1997 Budget B. Bid Considerations 1) Workers' Compensation Insurance 2) Approval of GIS Range Rider Contract 3) Contract for Concrete Floor in Cold Storage Building 4) Software Tailors Agreement C. Other Business 1) Appointments to Boards and Commissions 2) Reappointments to Boards and Commissions 3) Liquor License Renewal for BoxSeat 4) Revised YPM Management Plan, Rental Policy and Rates for 1997/98 S) Transfer of CDBO Funds 8. ADMINISTRATIVE REPORTS A. Report of the City Manager B. Report of the City Attorney GENERAL COUNCIL COMMUNICATIONS A. Minutes of the November 26, 1996 Park & Kecreation Commission Meeting. B. Other Communications 10. CITIZEN FORUM TO ADDRESS THE COUNCIL ON MATTERS NOT ON AGENDA (At this time, citizens have an opportunity to discuss with the Council items not on the regular agenda. The citizen is requested to limit their comments to five minutes. Please note, the public may address the Council regarding specific agenda items at the time the item is being discussed.) 11. ABJOURNWIENT Walter R. Fehst, City Manager CITY OF COLUMBIA HEIGHTS 590 40TH AVENUE N.E., COLUMBIA HEIGHTS, MN 55421 -3878 (612) 782-2800 TDD 782-2806 ADMINIS TRA TION December 19, 1996 Mayor Joseph Sturdevant Donald G. Jolly Meg Jones Gat3, I~ Peterson Robert If: Ruetdmann City Manager t~alter R. Fehst The following is the agenda for the regular meeting of the City Council to be held at 7:00 PM on Monday, December 23, 1996, in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, Minnesota. The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights' services, programs, and activities. Auxiliary aids for handicapped persons are available upon request when the request is made at least 96 hours in advance. Please call the City Council Secretary at 782-2800, Extension 209, to make arrangements. (TDDF/'82-2806 for deaf only) 1. CALL TO ORDER/ROLL CALL (Commencement of Cablecasting of Regular Meeting on Television.) 2. PLEDGE OF ALLEGIANCE 3. ADDITIONS/DELETIONS TO MEETING AGENDA (The Council, upon majority vote of its members, may make additions and deletions to the agenda. These may be items brought to the attention of the Council under the Citizen Forum, or items submitted after the agenda preparation deadline.) 4. CONSENT AGENDA (These items are considered to be routine by the City Council and will be enacted as part of the Consent Agenda by one motion. Items removed from consent agenda approval will be taken up as next order of business.) A. Move to adopt the consent agenda items as listed below: 1) 2) 3) Adopt Council Minutes MOTION: Move to adopt the regular City Council meeting minutes of December 2, 1996. Resolution No. 96-87 Being a Resolution Appropriating Local Match Monies MOTION: Move to waive the reading of the resolution there being ample copies available for the public. MOTION: Move to adopt Resolution No. 96-87 being a resolution appropriating local match monies for the Local Law Enforcement Block Grant in the amount of $2,261. Authorization to Dispose of City Property MOTION: Move to approve the disposing of the old Police Department Texas Instrument computer cabinet and hard drive(s) by giving them to MASYS Corp. for salvage. THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES EQUAL OPPORTUNITY EMPLOYER CITY COUNCIL AGENDA FOR DECEMBER 23, 1996 MEETING PAGE 2 4) 5) 6) 7) 8) (9) 10) 11) Resolution No. 96-88 Being a Resolution Ordering and Levying an Improvement MOTION: Move to waive the reading of Resolution No. 96-88 there being ample copies available for the public. MOTION: Move to close the public hearing and to adopt Resolution No. 96-88 being a resolution ordering and levying one alley mid-block light located on the existing poles between 3937 and 3941 Reservoir Boulevard, known as PIR 677-Area 31-Project 9629. School Liaison Officer Contract MOTION: Move to authorize the Mayor and City Manager to approve the joint powers agreement with School Distict #13 for the provision of a police school liaison officer as stipulated in the joint powers agreement herein for the period of September 1, 1996 through June 6, 1997. Contract Renewal MOTION: Move to authorize the Mayor and City Manager to approve the maintenance agreement for siren/receiver decoders between Embedded Systems, Inc. of Andover, Minnesota and the City of Columbia Heights. Close Public Hearing for Rental License Revocation at 656 47 1/2 Avenue MOTION: Move to close the public hearing regarding the revocation or suspension of the rental license held by David Holton regarding rental property at 656 47 1/2 Avenue in that the provisions of the Housing Maintenance Code have been complied with. Close Hearing - License Revocations (J.P. Janson Properties - 1242-44 Circle Terrace; J.P. Janson Properties - 1248-50 Circle Terrace; C.H. Properties - 4655 Fifth Street N.E. MOTION: Move to close the public hearing regarding the revocation or suspension of the rental licenses held by the above named property owners regarding their rental properties in that the property owners have complied with provisions of the Housing Maintenance Code. Establish Hearing Date for License Revocation, Rental Property MOTION: Move to establish a hearing date of January 13, 1997 for revocation or suspension of a license to operate a rental property within the City of Columbia Heights against Francis Job regarding rental property at 4017 Sixth Street Northeast. Final Payment- Single Pedestal Spheroid Repair/Painting MOTION: Move to accept the work for Municipal Project #9503 cleaning, repairing and painting 250 MG Single Pedestal Spheroid and to authorize final payment of $8,984.00 to TMI Coatings, Inc. of St. Paul, Minnesota. Final Payment- Retaining Wall MOTION: Move to accept the work for Municipal Project #9628 Sullivan Lake retaining wall repair and to authorize final payment of $8,200.00 to Atlas Foundation Company of Rogers, Minnesota. CITY COUNCIL AGENDA FOR DF_CF_M~ER 23, 1996 MEETING PAGE 3 12) 13) 14) Approve Contract for Driveway De-Icing Cables MOTION: Move to award the contract to Southside Electric, based on their Iow qualified quote, for installation of de-icing cables for $3,970.00 with funding to come from Fund 411; and furthermore, to authorize the Mayor and City Manager to enter into an agreement for the same. Approve Payment of Bills MOTION: Move to pay the bills as listed out of proper funds. Approve Licenses MOTION: Move to approve the 1996 license applications as listed upon payment of proper fees and to approve the rental housing licenses as submitted in the December 23, t996, memorandum from Lowell DeMars. 5. RECOGNITION, PROCLAMATIONS, PRESENTATIONS, GUESTS 6. PUBLIC HEARINGS Public Hearing-Resolution No. 96-89 Being a Resolution Receiving Zone 2 Street Improvement Feasibility Report and Calling for a Public Hearing RECOMMENDED MOTION: Move to waive the reading of the resolution there being ample copies available for the public. RECOMMENDED MOTION: Move to adopt Resolution No. 96-89 being a resolution receiving the report on street improvements in Zone 2 including complete reconstruction, recycled base and new surface, and milling and overlay and calling for a hearing on said improvements. Public Hearing-Establish Public Hearing Date for 1997 CDBG Program Application RECOMMENDED MOTION: Move to establish January 7, 1997 at approximately 7:00 p.m. as the date and time for the public hearing in regard to the City of Columbia Heights application for the fiscal year 1997 CDBG program. 7. ITEMS FOR CONSIDERATION Other Resolutions/Ordinances 1) Resolution No. 96-90 Being a Resolution Establishing Refuse, Recycling and Yardwaste Rates 1997 through 1999 RECOMMENDED MOTION: Move to waive the reading of the resolution there being ample copies available for the public. RECOMMENDED MOTION: Move to adopt Resolution No. 96-90 being a resolution establishing the rates for refuse, recycling and yardwaste services for single family, duplex and multi-family units for 1997, 1998 and 1999. 2) Resolution No. 96-91 Being a Resolution Adopting a Budget for the Year 1997 and Setting the City, EDA, and HRA Levy Collectable for the Year 1997 in the Amount of $3,038,144. CITY COUNCIL AGENDA FOR DECEMBER 23, 1996 MEETING PAGE 4 RECOMMENDED MOTION: Move to waive the reading of the resolution there being ample copies available for the public. RECOMMENDED MOTION: Move to adopt Resolution No. 96-91 being a resolution adopting a budget for the year 1997 and setting the City, EDA, and HRA levy collectable for the year 1997 in the amount of $3,038,144. B. Bid Considerations 1) Workers'Compensation Insurance RECOMMENDED MOTION: Move to authorize the Mayor and City Manager to enter into an agreement with St. Paul Companies for workers' compensation coverage under the retrospective rated premium option using a maximum factor of 130% of the rate specified in their quotation. ALTERNATE RECOMMENDED MOTION: Move to authorize the Mayor and City Manager to renew the workers' compensation insurance policy from the League of Minnesota Cities Insurance Trust under the retrospective rate premium option using a maximum factor of 130% at the rates specified in their quotation. 2) Approval of GIS Range Rider Contract RECOMMENDED MOTION: Move to approve the contract with Plan Sight for provision of GIS technical services in the amount of $40,000; and furthermore, to authorize the Mayor and City Manager to enter into an agreement for the same. 3) Award Contract for Concrete Floor in New Cold Storage Building RECOMMENDED MOTION: Move to accept the quotation from Ron Kassa Construction for installation of a concrete floor in the cold storage building based on the quotation of $18,096 for 6,240 square feet with the funding to come from Fund 101-43121-5120; and furthermore, to authorize the Mayor and City Manager to enter into an agreement for the same. ALTERNATE RECOMMENDED MOTION: Move to accept the quotation from Ron Kassa Construction for installation of a concrete floor in the cold storage building based on the quotation of $5,940 for 1,600 square feet with funding coming from Fund 101-43121-5120; and furthermore, to authorize the Mayor and City Manager to enter into an agreement for the same. 4) Authorization to Enter into an Agreement with Software Tailors RECOMMENDED MOTION: Move to authorize the Mayor and City Manager to enter into an agreement with Software Tailors, Inc. for the LaserFische electronic document management system and related hardware, installation and training as listed in their proposal of November 21, 1996, with funding to come from the 1996 cable television fund budget. CITY COUNCIL AGENDA FOR DECEMBER 23, 1996 MEETING PAGE 5 C. Other Business 1) Appointments to Boards and Commissions RECOMMENDED MOTION: Move to appoint the following residents to specific boards and commissions with the accompanying term expirations: Barbara Karol to the Human Services Commission for a term which expires in April 1998; Sean CIerkin to the Human Services Commission for a term which expires in April 1997; Bruce Nawrocki to the Police and Fire Civil Service Commission for a term which expires in April 1999; Dominic Diaz to the Telecommunications Commission for a term which expires in April 1998; and, James Nelson to the Park and Recreation Commission for a term which expires in April 1997. 2) Reappointments to Boards and Commissions RECOMMENDED MOTION: Move to reappoint the following people to boards/commissions with stated dates of expiration: Catherine Anderson, Human Services Commission with a term which expires in April 1999; Richard Hubbard, Library Board with a term which expires in April 1999; Eileen Evans, Park and Recreation Commission with a term which expires in April 2001; Gayle Norberg, Science, Technology and Energy Commission with a term which expires in April 1999; Ken Henke, Telecommunications Commission with a term which expires in April 1998; Ruth Graham, Telecommunications Commission with a term which expires in April 1998; and, Steve Mihalchick, Telecommunications Commission with a term which expires in April 1998. 3) Liquor License Renewal for BoxSeat No staff recommendation - referred to City Attorney 4) Revised John P. Murzyn Hall Management Plan, Revised Rental Policy, and Establish Rental Rates for 1997 and 1998 RECOMMENDED MOTION: Move to adopt revisions to the John P. Murzyn Hall management plan, rental policy, and 1997 and 1998 rental rates as outlined in Park and Recreation Commission submittal dated November 26, 1996. 5) Transfer of CDBG Funds RECOMMENDED MOTION: Move to approve the transfer of $116,576 from the 1995 and 1996 CDBG Housing Rehabilitation accounts into the 1996 Neighborhood Revitalization account to pay expenses related to 4607 Tyler Street N.E. and the 4613-4615 and 4619-21 Pierce Street duplexes; and further, to direct staff to submit a formal request with supporting documentation for approval by the Anoka County Board of Commissioners. 8. ADMINISTRATIVE REPORTS A. Report of the City Manager B. Report of the City Attorney CITY COUNCIL AGENDA FOR DECEMBER 23, 1996 MEETING PAGE 6 GENERAL COUNCIL COMMUNICATIONS A. Minutes of the November 26, 1996 Park and Recreation Commisson Meeting. B. Other Communications 10. CITIZEN FORUM TO ADDRESS THE COUNCIL ON MATTERS NOT ON AGENDA (At this time, citizens have an opportunity to discuss with the Council items not on the regular agenda. The citizen is requested to limit their comments to five minutes. Please note, the public may address the Council regarding specific agenda items at the time the item is being discussed.) 11. ADJOURNMENT Walter R. Fehst, City Manager OFFICIAL PROCEEDINGS COLUMBIA HEIGHTS CITY COUNCIL REGULAR COUNCIL MEETING DECEMBER 2, 1996 CALL TO ORDER/ROLL CALL The Mayor called the Council Meeting to order at 7:00 p.m. Mayor Sturdevant and Councilmembers Jones, Jolly, Ruettimann and Peterson were present. PLEDGE OF ALLEGIANCE ADDITIONS/DELETIONS TO MEETING AGENDA The item which addressed the revocation/suspension of three rental properties was removed from the agenda. CONSENT AGENDA Motion by Peterson, second by Jones to approve the Consent Agenda items as follows: Adoption of Council Minutes The Council adopted the minutes of the November 25, 1996 regular council meeting and the minutes of the November 18, 1996 levy hearing. Designate Official Newspaper for 1997 The Council designated the Focus News as the official City newspaper for 1997 and authorized the Mayor and City Manager to enter into an agreement with Focus News for required publications. Resolution NO. 96-80 eeing a Resolution Designating Depositories for Funds of the City of columbia Heights The reading of the resolution was waived. RESOLUTION NO. 96-80 RESOLUTION DESIGNATING OFFICIAL DEPOSITORIES AND SAFE DEPOSIT ACCESS FOR THE CITY OF COLUMBIA HEIGHTS IT IS HEREBY RESOLVED, that Northeast State Bank, Norwest Bank, and First Bank National Association are hereby designated as depositories of the funds of this corporation. IT IS FURTHER RESOLVED, that checks, drafts, or other withdrawal orders issued against the funds of this corporation on deposit with said banks shall be signed by the following: REGULAR COUNCIL MEETING DECEMBER 2, 1996 PAGE 2 Mayor City Manager Clerk-Treasurer and that said banks are hereby fully authorized to pay and charge to the account of this corporation any checks, drafts, or other withdrawal orders. BE IT FURTHER RESOLVED, that the Northeast State Bank, Norwest Bank, and First Bank National Association as designated depositories of the corporation be and it is hereby requested, authorized and directed to honor checks, drafts or other orders for the payment of money drawn in this corporation's name, including those drawn to the individual order of any person or persons whose name or names appear thereon as signer or signers thereof, when bearing or purporting to bear the facsimile signatures of the following: Mayor City Manager Clerk-Treasurer and that Northeast State Bank, Norwest Bank, and First Bank National Association shall be entitled to honor and to charge this corporation for all such checks, drafts or other orders, regardless by whom or by what means the facsimile signature or signatures thereon may have been affixed thereto, if such facsimile signature or signatures resemble the facsimile specimens duly certified to or filed with the Banks by the City Clerk or other officer of his corporation. BE IT FURTHER RESOLVED, that any and all resolutions heretofore adopted by the City Council of the corporation and certified to as governing the operation of this corporation's account(s) with it, be and are hereby continued in full force and effect, except as the same may be supplemented or modified by the foregoing part of this resolution. BE IT FURTHER RESOLVED, that all transactions, if any relating to deposits, withdrawals, re-discounts and borrowings byor on behalf of this corporation with said banks prior to the adoption of this resolution be, and the same hereby are, in all things ratified, approved and confirmed. BE IT FURTHER RESOLVED, that any bank or savings and loan located in the State of Minnesota may be used as depositories for investments purposes so long as the investments comply with authorized investments as set forth in Minnesota Statutes. REGULAR COUNCIL MEETING DECEMBER 2, 1996 PAGE 3 BE IT FURTHER RESOLVED, that any brokerage firm located in the State of Minnesota may be used as a depository for investment purposes so long as the investments comply with the authorized investments as set forth in Minnesota Statutes. BE IT FURTHER RESOLVED, that the signatures of any one of the following named City employees are required for access to safe deposit boxes: Finance Director City Manager Assistant Finance Director Accounting Coordinator Passed this 2nd day of December, 1996. Offered by: Seconded by: Roll Call: Peterson Jones Ail ayes Mayor Joseph Sturdevant Jo-Anne Student, Council Secretary Resolution No. 96-81 Deinq a Resolution Increasing Income Guidelines for Senior Citizens to be Eligible for R~duced Refuse. Sewer and Water Utility Rates The reading of the resolution was waived. RESOLUTION NO. 96-81 RESOLUTION ESTABLISHING SENIOR CITIZEN ELIGIBILITY STANDARDS FOR REFUSE, SEWAGE DISPOSAL AND WATER SUPPLY UTILITY RATES WHEREAS, The City Council has previously established eligibility standards for senior citizens for refuse service, disposal, and water supply; and WHEREAS, It has been the City's practice to maintain uniform eligibility standards whenever possible: NOW, THEREFORE, BE IT RESOLVED by the City of Columbia Heights as follows: That anyone over 62 years of age with a maximum household income of $16,600 will be eligible for reduced rates. REGULAR COUNCIL MEETING DECEMBER 2, 1996 PAGE 4 BE IT FURTHER RESOLVED that the above eligibility standard be effective January 1, 1997. Passed this 2nd day of December, 1996 Offered by: Seconded by: Roi1 Call: Peterson Jones All ayes Mayor Joseph Sturdevant Jo-Anne Student, Council Secretary Approve Final Payment for Municipal Fro~eQt #96Q0 (1996 Miscellaneous Concrete~ The Council accepted the work for Municipal Project #9600 (1996 miscellaneous concrete) and authorized final payment of $9,794.13 to Gunderson Brothers Company, Inc. of Minneapolis. Resolution No. 96-82 Being a Resolution Approving Participation in the Mn/DOT Municipal Agreement Program to Install Emergency Vehicle Pre-Emption Equipment on T.H. 65 The reading of the resolution was waived. RESOLUTION NO. 96-82 BEING A RESOLUTION TO REQUEST PARTICIPATION IN THE Mn/DOT MUNICIPAL AGREEMENT PROGRAM WHEREAS, the City Council of Columbia Heights is interested in entering into a Cooperative Agreement with Mn/DOT under the Municipal Agreement Program and, WHEREAS, the proposed project is to install Emergency Vehicle Pre-emption equipment on the traffic signals on T.H. 65 from 40th Avenue to 52nd Avenue. NOW, THEREFORE BE IT RESOLVED, that the city Council requests Mn/DOT funding through the Municipal Agreement Program for the proposed EVP installations on T.H. 65. Dated this 2nd day of December, 1996. REGULAR COUNCIL MEETING DECEMBER 2, 1996 PAGE 5 Offered by: Seconded by: Roll call: Peterson Jones All ayes 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 true and correct copy of a resolution presented to and adopted by the city Council of Columbia Heights at a meeting thereof held in the City of Columbia Heights, Minnesota, on the 2nd day of December, 1996, as disclosed by the records of said City in my possession. Jo-Anne Student, Deputy City Clerk Resolution No. 96-83 Being a Resolution Adopting 1997-1998 Salary and Fringe Benefit Adjustments for Non-UniQ~ ~ssential and Confidential Employees The reading of the resolution was waived. RESOLUTION NO. 96-83 ADOPTING CHANGES IN NON-UNION ESSENTIAL AND CONFIDENTIAL SALARY RANGES, ESTABLISHING SALARIES FOR NON-UNIONIZED ESSENTIAL AND CONFIDENTIAL POSITIONS, AND CHANGES IN FRINGE BENEFITS WHEREAS, the City of Columbia Heights adopted a Wage Compensation Program for NOn-Unionized City Employees effective January 1, 1980 (Resolution 80-47), which indicated that on an annual basis changes will be adopted in Group Salary Ranges based upon reliable survey data; and, WHEREAS, the City of Columbia Heights adopted a Comparable Worth Implementation Plan effective January 1, 1988 (Resolution 88-50), to assure comparable compensation for positions with comparable skill, effort, responsibilities, and working conditions, and proportional compensation for positions where such factors are different; and, REGULAR COUNCIL MEETING DECEMBER 2, 1996 PAGE 6 WHEREAS, the City of Columbia Heights annually reviews the Employer's share for various insurance programs for its non- unionized essential and confidential employees to compare what is paid for other employee groups in the City; NOW, THEREFORE, BE IT RESOLVED that the City of Columbia Heights establishes salary ranges and Employer Contributions to insurances for non-unionized essential and confidential City positions, as indicated on Schedule B which is on file in the office of the City Manager, for calendar years 1997 and 1998; and, BE IT FURTHER RESOLVED that movement through the salary range is contingent upon satisfactory performance of the employee. Passed this 2nd day of December, 1996. Offered by: Seconded by: Roll call: Peterson Jones All ayes Mayor Joseph Sturdevant Jo-Anne Student, Council Secretary Resolution No. 96-84 B$ing a Resolution Adopting 1997-1998 Salary and Fringe Benefit Adjustments for Non-Union Supervisory Employees The reading of the resolution was waived. RESOLUTION NO. 96-84 ADOPTING CHANGES IN NON-UNION SUPERVISORY SALARY RANGES, ESTABLISHING SALARIES FOR NON-UNIONIZED SUPERVISORY POSITIONS, AND CHANGES IN FRINGE BENEFITS WHEREAS, the City of Columbia Heights adopted a Wage Compensation Program for Non-Unionized City Employees effective January 1, 1980 (Resolution 80-47), which indicated that on an annual basis changes will be adopted in Group Salary Ranges based upon reliable survey data; and, WHEREAS, the City of Columbia Heights adopted a Comparable Worth Implementation Plan effective January 1, 1988 (Resolution 88-50), to assure comparable compensation for positions with comparable skill, efforts, responsibilities, and work conditions,and proportional compensation for positions where such factors are different; and, REGULAR COUNCIL MEETING DECEMBER 2, 1996 PAGE 7 WHEREAS, the City of Columbia Heights annually reviews the Employer's share for various insurance programs for its non- unionized supervisory employees to compare what is paid for other employee groups in the City; NOW, THEREFORE, BE IT RESOLVED that the city of Columbia Heights establishes salary ranges and Employer contributions to insurances for non-unionized supervisory City positions, as indicated on Schedule A which is on file in the Office of the City Manager, for calendar years 1997 and 1998; and, BE IT FURTHER RESOLVED that movement through the salary range is contingent upon satisfactory performance of the employee. Passed this 2nd day of December, 1996. Offered by: Seconded by: Roll call: Peterson Jones Ail ayes Mayor Joseph Sturdevant Jo-Anne Student, Council Secretary Resolution No. 96-85 Being a Resolution Adopting ChaDges in Wage Ranges and Establishing Wages for Seasona%..and Temporary Employees for Calendar Year 1997 The reading of the resolution was waived. RESOLUTION NO. 96-85 ADOPTING CHANGES IN WAGE RANGES AND ESTABLISHING WAGES FOR TEMPORARY PART-TIME LIBRARY POSITIONS, SEASONAL PUBLIC WORKS POSITIONS, SEASONAL/TEMPORARY RECREATION POSITIONS, AND BIKE PATROL OFFICER WHEREAS, the City of Columbia Heights adopted a Wage Compensation Program for Non-Unionized City Employees effective January 1, 1980 (Resolution 80-47), which indicated that on an annual basis changes will be adopted in Wage Ranges, based upon reliable survey data. NOW, THEREFORE, BE IT RESOLVED that the City of Columbia Heights establishes wage ranges for non-unionized temporary part-time Library positions, seasonal Public Works positions, seasonal/temporary Recreation positions, and bike patrol officer, as indicated on Schedule I, II, III, and IV, which are on file in the office of the City Manager; and, REGULAR COUNCIL MEETING DECEMBER 2, 1996 PAGE 8 BE IT FURTHER RESOLVED that such schedules be effective January 1, 1997. Passed this 2nd day of December, 1996. Offered by: Seconded by: Roll call: Peterson Jones All ayes Mayor Joseph Sturdevant Jo-Anne Student, Council Secretary R~solution No. 96-86 Being a Resolution Amending Resolution~ ~O$. 96-7~ ~nd 96-79 Regarding Street Improvements The reading of the resolution was waived. R~SOLUTION NO. 96-86 BEING A RESOLUTION AMENDING RESOLUTION NOS. 96-71 AND 96-73 REGARDING STREET IMPROVEMENTS WHEREAS, the City Council of Columbia Heights, on November 12, 1996, adopted a series of resolutions regarding ordering the City Engineer to prepare a feasibility report on several street improvements, and WHEREAS, staff has determined Tyler Street from the centerline of 42nd Avenue to centerline of 44th Avenue should be considered for milling and bituminous overlay. NOW, THEREFORE BE IT RESOLVED, that Resolution No. 96-71 be amended to include Tyler Street from centerline of 42nd Avenue to centerline of 44th Avenue and that Resolution No. 96-73 be amended to remove the line "Tyler Street centerline of 41st Avenue to dead end" and replace this line with "Tyler Street centerline of 41st Avenue to centerline of 42nd Avenue and from centerline of 44th Avenue to dead end." Dated this 2nd day of December, 1996. Offered by: Seconded by: Roll call: Peterson Jones Ail ayes Mayor Joseph Sturdevant Jo-Anne Student, Council Secretary REGULAR COUNCIL MEETING DECEMBER 2, 1996 PAGE 9 e Payment of Bills The Council approved the payment of the bills as listed out of proper funds. Approv~ License Applications The Council approved the 1996 license applications as listed upon payment of proper fees and approved the rental housing licenses as submitted in the December 2, 1996 memorandum from Lowell DeMars. Roll call on Consent Agenda: All ayes RECOGNITION~ PROCLAMATIONS, PRESENTATIQNS, GUESTS A. Values First Presentation Pastor A1 Schoonover of St. Philip's Lutheran Church in Fridley was in attendance at the Council Meeting to make a presentation regarding the Values First Program. He chairs the Vision Team for the Program. Pastor Schoonover addressed the history of the Values First Program and cited examples of some of the results of activities sponsored by the Program. He noted the seven values being focused on would hopefully result in healthier communities, attitude changes and behavior modifications. The Police Chief commented on additional features of behavior changes resulting from Values First projects. He addressed the success of SAFETYNET, a curfew violator program and of THE ZONE, a recreation center for area youth. One member of the City Council stated his on-going interest in Values First but suggested the times for meetings of committees and sub-committees were seldom convenient for people who work during the day. PUBLIC HEARINGS Ao Public Hearing-Rental License Revocation/Suspension, 450~- 08 Fillmore Street Northeast Motion by Jolly, second by Peterson to close the public hearing regarding the revocation or suspension of the rental license held byAtexander Cajucom regarding rental property at 4506-08 Fillmore Street Northeast in that the provisions of the Housing Maintenance Code have been complied with. Roll call: All ayes REGULAR COUNCIL MEETING DECEMBER 2, 1996 PAGE 10 B. Public Hearing-Rental License Revocation/Suspension~ 1407- 09 Circle Terrace The Housing Inspector advised this property has nearly come into compliance. It was recommended it be viewed again. Motion by Ruettimann, second by Peterson to continue the public hearing regarding the revocation of suspension of the rental license held by Kurt Loewenthal regarding rental property at 1407-09 Circle Terrace until January 13, 1997. Roll call: All ayes C. public Hearing-Rental LicenseRevocation/Suspension~ 221~ 45th Avenue Northeast Motion by Peterson, second by Jones to close the public hearing regarding the revocation or suspension of the rental license held by Kunal Kamran regarding rental property at 2215 45th Avenue Northeast in that the provisions of the Housing Maintenance Code have been complied with. Roll call: All ayes D. Second Reading of Ordinance No. 1338 Being an Ordinance ?e~taining to General Provisions of the Personnel Policy Motion by Jones, second by Peterson to waive the reading of the ordinance there being ample copies available for the public. Roll call: All ayes Councilmember Ruettimann inquired if criminal background checks are going to be done on volunteers who deal with youth, teens and vulnerable adults. He was advised this will be the case. An example is that all volunteers with the C.H.A.S.E. program will have background checks. The City Attorney stated that all volunteers for the City are not necessarily volunteering on behalf of the City. Since this may be a rather gray area, each situation may have to be looked at on a case by case basis. ORDINANCE NO. 1338 BEING AN ORDINANCE AMENDING ORDINANCE NO. 853, CITY CODE OF 1977, AND PERTAINING TO GENERAL PROVISIONS OF THE PERSONNEL POLICY The City of Columbia Heights does ordain: REGULAR COUNCIL MEETING DECEMBER 2, 1996 PAGE 11 Section 1: Section 3.401 (2), of Ordinance 853, City Code of 1977, which currently reads as follows, to wit: Employment in the City government shall be based on merit and fitness, free of personal considerations. No person shall be discriminated for or against in such matters as recruitment, examination, appointment, tenure, compensation, classification, or promotion or in such matters as conditions, facilities, or privileges of employment because of his or her race, color, creed, religion, national origin, physical disability (where such disability does not interfere with the completion of assigned duties) or sex. The Manager shall designate an Affirmative Action Officer from the administrative service to formulate and recommend to the City Council a program of positive action by the City to insure that the aforementioned principles are followed. The Affirmative Action officer shall advise the Council and the Manager on implementation methods for said program. is hereby amended to read: Employment in the City government shall be based on merit and fitness, free of personal considerations. No person shall be discriminated for or against in such matters as recruitment, examination, appointment, tenure, compensation, classification, or promotion or in such matters as conditions, facilities, or privileges of employment because of his or her race, color, creed, religion, national origin, ~h~s~ea~ eem~e~e~-e~-a~~~~~ sex, marital status, status with regard to public.assistance, membership or activity in a lo.cal commission, disability, sexual orientation, or age. The Manager shall designate an Affirmative Action Officer from the administrative service to formulate and recommend to the City Council a program of positive action by the city to ~nsure that the aforementioned principles are followed. The Affirmative Action Officer shall advise the Council and the Manager on implementation methods for said program. Section 2: Section 3.401(3), of Ordinance 853, City Code of 1977, which currently reads as follows, to wit: The personnel policy contained in this Code is not intended to be an exclusive statement of all rights and duties of the employees of the City. REGULAR COUNCIL MEETING DECEMBER 2, 1996 PAGE 12 The city Manager is authorized herewith to prepare a detailed personnel policy manual for submission to the Council and approval thereof by resolution of the Council; provided, however, that such manual shall not be in conflict with this Code or with the powers reserved to the Council to enact by ordinance pursuant to Section 54 of the City Charter. The policies and procedures as hereinafter provided by this Article shall apply to all Personnel except: (a) elected officials and members of boards and commissions, (b) volunteer personnel and personnel appointed to serve without pay, (c) consultants rendering temporary professional services, (d) positions involving seasonal or temporary employment, (e) employees classified under the Joint Police and Fire Civil Service Commission, (f) the City Manager. is hereby amended to read: The personnel policy contained in this Code is not intended to be an exclusive statement of all rights and duties of the employees of the City. The City Manager is authorized herewith to prepare a detailed personnel policy manual for submission to the Council and approval thereof by resolution of the Council; provided, however, that such manual shall not be in conflict with this Code or with the powers reserved to the Council to enact by ordinance pursuant to Section 54 of the City Charter. The policies and procedures as hereinafter provided by this Article shall apply to all personnel except: (a) elected officials and members of boards and commissions, (b) volunteer personnel and personnel appointed to serve without pay, (c) consultants rendering temporary professional services, (d) positions involving seasonal or temporary employment, (e) employees classified under the Joint Police and Fire Civil Service Commission, REGULAR COUNCIL MEETING DECEMBER 2, 1996 PAGE 13 (f) the city Manager. Section 3. Section 3.401 (4), of Ordinance 853, City Code of 1977, which currently reads as follows, to wit: Just and equitable incentives and conditions of employment shall be established and maintained to promote efficiency and economy in the operation of the City government. (a) Appointments, promotions, and other actions requiring the application of the merit principle shall be based on systematic tests and evaluations. (b) Tenure of employees covered by this section shall be subject to good behavior, the satisfactory performance of work, availability of work and the availability of funds. is hereby amended to read: Just and equitable incentives and conditions of employment shall be established and maintained to promote efficiency and economy in the operation of the city government. Appointments, promotions, and other actions requiring the application of the merit principle shall be based on systematic tests and evaluations. (b) At the direction of the City Manager~ or his/her designee, the police department is authorized to conduct criminal history background investigations on applicants for positions with the city, as provided by this section. This section applies only to applicants who are finalists ~or paid or volunteer positions with the city~ whsre the city manager~ or his/her designee~ has determined tha$ conviction of a crime may relate directly to position sought. The police department may perform a background investigatiQn .unless the applicant consents in writing to the investigation and to the release of the investigat%oD information to the city manager and other city staff as may be appropriate. An applicant's failure to provide consent may disqualify the applicant ~Dr position sought. If the applicant's application is rejected due solely or in part to the applicant's prior conviction of a ~riDe~ subject tQ t. he exception set forth in Minnesota Statutes~ section 364.09, the city manager, or his/her designee~ must notify the applicant in writing of the followina: REGULAR COUNCIL MEETING DECEMBER 2, 1996 PAGE 14 the grounds.and reasons for the rejection; the applicable complaint and grievance procedure set forth in Minnesota Statutes. section 364.06; the earliest date the applicant may reapply for employment: and that all competent evidence of rehabilitation will be considered upon reapplication. (b~) Tenure of employees covered by this section shall be subject to good behavior, the satisfactory performance of work, availability of work and the availability of funds. Section 4. This Ordinance shall be in full force and effect from and after thirty (30) days after its passage. Offered by: Seconded by: Roll Call: Jones Peterson All ayes First Reading: Second Reading: Date of Passage: November 25,1996 December 2, 1996 December 2, 1996 Mayor Joseph Sturdevant Jo-Anne Student, Council Secretary E. First Reading of Ordinance No. 1337 Being an Ordinance Regulating the Removal of Graffiti The Police Chief advised that this ordinance addresses the unlawfulness of all types of graffiti. It also directs the removal of graffiti within two business days of discovery or notification of the presence of graffiti. "Taggers," being those people who do graffiti, want their work displayed for a long period of time so it can be seen by other "taggers." This is the reason for removing graffiti as soon as possible. The Chief also advised that those "taggers" who are caught are sent back to Columbia Heights to perform community service by removing the graffiti. Some of those people have indicated this type of service will serve as a very meaningful deterrant to repeating their actions. REGULAR COUNCIL MEETING DECEMBER 2, 1996 PAGE 15 Motion by Sturdevant, second by Peterson to waive the reading of the ordinance there being ample copies available for the public. Roll call: All ayes ORDINANCE NO. 1337 BEING AN ORDINANCE REGULATING THE REMOVAL OF GRAFFITI The City of Columbia Heights does ordain: Section 1: An amendment to Section 8.203 of the Public Health and Safety Ordinance adding the following: 8.203(11) Graffiti: Subdivision 1, Definition: For purposes of this section, graffiti is defined as the unpermitted application of any drawing, inscription, figure or mark upon a structure, wall, rock, bridge, building, fence, gate, roadway, tree or other real or personal property, either privately or publicly owned. Subdivision 2, Prohibition: Failure to remove or cover graffiti within two business days (Monday through Friday, excluding legal holidays) of the discovery or notification of the presence of graffiti is declared to be a public nuisance. Section 2: Effective date: This ordinance will be in full force and effect from and after the date of its passage and publication. First Reading: December 2, 1996 Motion by Sturdevant, second by Peterson to schedule the second reading of Ordinance No. 1337. Roll call: All ayes F. Adopt Order Regarding Proposed Rates for Meredith Cable Motion by Jones, second by Jolly to waive the reading of the Order there being ample copies available for the public. Roll call: All ayes Motion by Jones, second by Jolly to adopt the Order regarding Meredith Cable's treatment of PEG fees consistent with the Memorandum of Understanding. Roll call: All ayes REGULAR COUNCIL MEETING DECEMBER 2, 1996 PAGE 16 Motion by Jolly, second by Jones to waive the reading of the Order there being ample copies available for the public. Roll call: All ayes Motion by Jotly, second by Jones to adopt the Order regarding tolling the initial thirty day review of Form 1210 (programming rates) submitted by Meredith Cable Company on November 8, 1996 for an additional 90 days in order to complete an assessment of the proposed increase and issuing an interim order, permitting the basic rates to go into effect January 1, 1997, subject to rollback and refunds. Motion by Ruettimann, second by Peterson to waive the reading of the Order there being ample copies available for the public. Roll call: All ayes Motion by Ruettimann, second by Peterson to adopt the Order regarding tolling the proposed rates and other entries on FCC Form 1205 (equipment rates) submitted by Meredith Cable Company on November 8, 1996, for an additional 90 days in order to complete an assessment of the proposed increase and issuing an interim order permitting the equipment rates to go into effect January 1, 1997 subject to rollbacks and refunds. All ayes 7. ITEMS FOR CONSIDERATION A. Other Resolutions/Ordinances There were no other resolutions nor ordinances. B. Did.Considerations 1) Authorize Purchase of AutoCADD.Release 13 and $oftdesk Release 7.5 Programs Motion by Peterson, second by Ruettimann to authorize the purchase of two AutoCADD Release 13 programs from the State contract with Ameridata for a total of $5,084.32 (including tax) and one Softdesk Release 7.5 Program with Softdesk in Henniker, New Hampshire, for a total of $3,727.50 (including tax) based on their low, qualified, responsible quotes, with funds to be appropriated from 101-43100-5170 and 212-43190- 5170; and furthermore, to authorize the Mayor and city Manager to enter into an agreement for the same. Roll call: All ayes REGULAR COUNCIL MEETING DECemBER 2, 1996 PAGE 17 C. Q~her Business 1) Authorize Amendment to Murzyn Hall Capital Improvement Budget The city Manager was requested to supply members of the Council with a copy of the specifications and a list of the vendors who had been contacted regarding this project as well as who had responded. Motion by Ruettimann, second by Peterson to approve the amended 1996 Murzyn Hall Fund #411 Capital Improvement budget as listed in the Recreation Director's memo of November 27, 1996, to authorize staff to seek bids to install heat tape on Murzyn Hall, and to authorize the purchase of 300 padded folding chairs at a cost of $8,244.00 from the Adirondack Company based on low, informal quote. Roll call: All ayes ADMINISTRATIVE REPORTS Report o~ the City Manager The City Manager advised that December 12th has been the date selected to discuss the Minneapolis reservoir construction project. Representatives of Anoka and Ramsey counties, Independent School District #13 School Board and the Cities of Minneapolis, New Brighton and Columbia Heights will be attending the 5:30 p.m. meeting in the Columbia Heights City Hall. Topics for discussion will include the proposed routes of the trucks associated with the project, affect of truck traffic on buildings along the routes, affect of truck traffic on school buses and walking school children and the economics of the project by not using the most direct route available for the trucks. Councilmember Jolly noted that Minneapolis' original plan was to have the trucks pass along I694 to Silver Lake Road, south to 5th Street N.W., and exiting onto the Reservoir property. A staff member had suggested this matter be bid two ways and that the savings realized from the least expensive way be split between Columbia Heights and New Brighton. It was stated that the representatives of Minneapolis displayed limited interest in this suggestion. REGULAR COUNCIL MEETING DECEMBER 2, 1996 PAGE 18 B. Report of the City Attorney The City Attorney had nothing to report at this time. 9. GENERAL COUNCIL COMMUNICATIONS A. Informational Itsm$ The minutes of the November 4, 1996 Library Board meeting and the minutes of the November 21, 1996 Telecommunications Commission meeting were included in the agenda packet for informational purposes. B. Other Communications 1) Council Meeting/Work Session Datss There was some discussion regarding changing the December 23rd Regular Council Meeting date. It was agreed this date was convenient for the City Council members and should not be changed. There appeared to be no items for discussion to be placed on the agenda for the December 16th Council work session. Motion by Ruettimann, second by Peterson to cancel the December 16, 1996 Council work session. All ayes 2) Establish Hearing Date for License Revocation on Four Rental Properties Motion by Ruettimann, second by Jolly to establish a hearing date of December 23, 1996 for revocation or suspension of a license to operate a rental property within the City of Columbia Heights against the property owners regarding their rental properties at 1242-44 Circle Terrace and 1248-50 Circle Terrace which are owned by J.P. Janson Properties. Roll call: All ayes The Council was advised this motion addressed only two properties whereas there were four properties which should have been considered. Motion by Ruettimann, second by Peterson to reconsider the previous motion and to add the two addresses omitted from the original motion. Roll call on reconsideration: All ayes REGULAR COUNCIL MEETING DECEMBER 2, 1996 PAGE 19 Motion by Ruettimann, second by Peterson to establish a hearing date of December 23, 1996 for revocation or suspension of a license to operate a rental property within the City of Columbia Heights against the named property owners regarding their rental property at the following: J.P. Janson Properties for properties at 1242-44 Circle Terrace; J.P. Janson Properties for properties at 1248-50 Circle Terrace; David Holton for the property at 656 47 1/2 Avenue and C.H. Properties at 4655 Fifth Street. Roll call: All ayes 10. CITISENS FORUM T0 ADDRESS THE COUNCIL ON MATTERS NOT ON AGENDA There was no one present to address the Council. 11. ADJOURNMENT Motion by Peterson, second by Ruettimann to adjourn the meeting at 8:55 p.m. Roll call: All ayes Mayor Joseph Sturdevant Jo-Anne Student, Council Secretary CITY COUNCIL LETTER Meeting of: December 23, 1996 No.AGENDA SE~ON: CONSENT ITEM: Local Law Enforcement Block NO. Grant Program, Resolution 96-87 ORIGINATING DEPARTMENT POLICE BY: Thomas M. Johnson ~ DATE: December 17, 199(L/~ L/ CITY MANAGER APPROVAL: BY: &~, :~z~,~.j~.4 DATE: On July 8, 1996, the City Council approved Resolution No. 96-49, being a resolution to accept a Local Law Enforcement Block Grant in the amount of $20, 349. A condition of the grant was that the City provide a match of $2, 261. This match was covered in the Council letter; however, it was not made part of the actual resolution that was adopted. Subsequently, a second resolution is necessary to appropriate the matching money. At the present time, it appears that there will be adequate funds remaining in the Police Department budget at the end of 1996 to cover the match. It is staff's recommendation that unexpended funds in the Police 1996 budget be appropriated for the match to the Local Law Enforcement Block Grant. RECOMMENDED MOTION: Move to waive the reading of Resolution 96-87, there being ample copies available to the public. RECOMMENDED MOTION: Move to adopt Resolution No. 96-87, being a resolution appropriating local match monies for the Local Law Enforcement Block Grant in the amount of $2,261. TMJ:mld 96-517 COUNCIL ACTION: RESOLUTION 96-87 BEING A RESOLUTION APPROPRIATING LOCAL MATCH FTINDS FOR THE LOCAL LAW ENFORCEMENT BLOCK PROGRAM WHEREAS, the City of Columbia Heights City Council accepted the Local Law Enforcement Block Grant in the amount of $20,349, and WHEREAS, a condition of the grant is that the City provide $2,261 in local match for this grant, NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Columbia Heights that $2,261 be appropriated from unexpended funds in the Police Department 1996 budget to Fund 276 for the Local Law Enforcement Block Grant Program, and furthermore, that a U:ansfer from the General Fund to the Local Law Enforcement Fund in the amount of $2,261 is authorized. Passed this 23rd day of December, 1996. Offered by: Seconded by: Roll Call: Mayor Joseph Sturdevant Jo-Anne Student, Council Secretary Loc~/Law Enforcement Block BY: Program, Resolution 96-49 CITY COUNCIL LETTER Meeting of: .Inly $, 1996 ORIGINATING DEPARTMENT DATE: Thomas M. fokas~, June 24, 1996 CITY MANAGER APPROVAL: BY: DATE: The Columbia Heights Police Depa.rmaent has made application for a grant from the U.S. Deparmaent of ~Iustice in cooperation with the State of Minnesota block grants. The amount of the grant is $20,349.00, with a match by the City of $2,261. The grant may be used for a variety of items, including hiring, overtime, and equipment. At this fixae, our proposal for the grant money is to purchase two lap top computers at approximately $6,200 each, and two video cameras at approximately $5,200 each for the squad ca.rs. The grant becomes available to us in Ianuary, 1997. R.ECOS, LM]SNDED MOTION: Move to Waive the Reading of Resolution No. 96-49, There Being Ample Copies Available to the Public. RECOMMENDED MOTION: Move to Adopt Resolution No. 96-49, Being a Resolution to Accept Local Law Enforcement Block Grant in the A_mount of $20,349. 'I2vII:mld 96-286 COUNCIL ACTION: .~. ''/' BEING A RESOLUTION TO ACCEPT COIv[MLVNITY POUCING GRANT 3j.' /,' WHER.EAS, the City of Columbia Heights Police Departmen~ has applied for a grant from the · ~/ U.S. Department of Justice in cooperation with the Sram of Minnesota block grants for the purpose / of fuading equipment aad/or overtime, md · WHEREAS, The City of Columbia Heights Police Department has provided the U.S. Department of Justice a proposal for implementation of funding for this grant, NOW Ti-IE~FO~ BE IT RESOLVED by the City Council of the City of Columbia Heights that: The City of Columbia Heights enmr into a cooperative agreement with the U.S. Depmuaent of Justice for the project entitled "Local Law Enforcement Block Or~t Program, equipment and/or overtime" for the period January 1997 to December 1997. Heights. Passed the 8th day of July, Offered by: Jones Seconded by: Ruett imann Ro].I ca]/: All ayes The City Council hereby authorizes the City Manager to execute such agreements and amendments as are necessary to implement the project on behalf of the City of Columbia 1996 Student, C°un~il"'S~retary //Mayor ~oseph Sturdevant CITY COUNCIL LETTER Meeting of: December 23, 1996 AGENDA S~TION: CONSENT NO. ITEM: Authorization to Dispose of NO. City Property 4/~ ,, i1~ ,',~ ORIGINATING DEPARTMENT POLICE BY: Thomas M. Johnson C~ DATE: December 17, 1996 CITY MANAGER APPROVAL: On December 1, 1996, the Police Department obtained an additional disk drive for our Texas Instrument computer, which also made it necessary to change the metal casing in which the computer is housed; this occurred at no additional cost to the City. The old case is owned by the City and was given to the Police Department several years ago by the Finance Department. There are two hard drives within the case now that were switched out of the computer housing that is now being used in the Police Department. The old hard drives were used by the City of Minnetonka at one time when the computer was in use in their facility. MASYS Corp., who maintains our system and handled this upgrade for use, stated that the old housing and disk drives are obsolete and only worth salvage money. They have offered to haul it away for the salvage. I have also checked with Finance Director Bill Elrite and he advises me that he knows of no other use for the computer anywhere in the City. RECOMMENDED MOTION: Move to approve the disposing of the old Police Department Texas Instrument computer cabinet and hard drive(s) by giving them to MASYS Corp. for salvage. TMJ:mld 96-516 COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: December 23, 1996 AGENDA S~TION: CONSENT NO. ITEM: Authorization to Dispose of NO. City Property ~/~ ,, g~ o ~ ORIGINATINGPOLICE DEPARTMENT I BY: Thomas M. Johnson ~C~ t DATE: December 17, 1996 CITY MANAGER APPROVAL: On December 1, 1996, the Police Department obtained an additional disk drive for our Texas Instrument computer, which also made it necessary to change the metal casing in which the computer is housed; this occurred at no additional cost to the City. The old case is owned by the City and was given to the Police Department several years ago by the Finance Department. There are two hard drives within the case now that were switched out of the computer housing that is now being used in the Police Department. The old hard drives were used by the City of Minnetonka at one time when the computer was in use in their facility. MASYS Corp., who maintains our system and handled this upgrade for use, stated that the old housing and disk drives are obsolete and only worth salvage money. They have offered to haul it away for the salvage. I have also checked with Finance Director Bill Elrite and he advises me that he knows of no other use for the computer anywhere in the City. RECOMMENDED MOTION: Move to approve the disposing of the old Police Department Texas Instrument computer cabinet and hard drive(s) by giving them to MASYS Corp. for salvage. TMJ:mld 96-516 COUNCIL ACTION: ~ITY COUNCIL LETTER Meeting of : December 23. 1996 CONSENT AGENDA SECT~(~: ORIGINATING DEPT.: CITY MANAGER NO: · .ASSESSING APPROVAL ITEM: RESOLUTION ORDERING AND LEVYING BY: JANE GLEASON BY: AN IMPROVEMENT ,l DATE: December $, 1996 NO: ~ -~.,-- -r ALLEY MID-BLOCK LIGHT 677-31 Attached is backup information and resolution ordering and levying an improvement for one alley mid-block light between Reservoir Boulevard and Tyler Street from 45th 39th Avenue N.E. to 40th Avenue N.E. The proposal is to install the light on the existing pole, between 3937 and 3941 Reservoir Boulevard, as shown on the attached sketch. RECOMMENDED MOTION: Move to waive the reading of the Resolution, there being ample copies available to the public. RECOMMENDED MOTION: Move to close the public hearing and to adopt Resolution 96- , being a Resolution Ordering and Levying one alley mid-block light located on the existing poles between 3937 and 3941 Reservoir Boulevard, known as PtR 677-Area 31 Project 9629. 677coun. let COUNCIL ACTION: CITY OF COLUMBIA HEIGHTS NOTICE OF PUBLIC HEARING Notice is hereby given that the City Council has determined that the following Public Hearing be held on Monday, December 23, 1996, at 7:00 P.M. in the City Council Chamber, 590 40th Avenue N.E. to consider the following: p.l.lL $$67%31 - PROJECT $$9629 The installation of one (1) 100 watt high pressure sodium street light in the alley between Reservoir Boulevard and Tyler Street from 39th Avenue N.E. to 40th Avenue N.E. on the existing pole between 3937 and 3941 Reservoir Boulevard. Notice is hereby given that ail persons having an interest therein will be given an opportunity to be heard, and such information pertaining to the said installation may also be considered at that time. Notice is hereby given that this Public Hearing will also include the adoption of the assessment rolls #67%31 for the area of mid-block alley lighting. The proposed assessment is presently on file for public inspection at the City Manager's Office. Notices are being mailed to all affected property owners. The cost as billed by Northern States Power will be billed each year. Written or oral objections will be considered at the meeting. An owner may appeal an assessment to District Court pursuant to Section 429.081 by serving notice of appeal on the Mayor or Clerk of Columbia Heights within 30 days after the adoption of the assessment and filing such notice with the District Court within l0 days after service upon the Mayor or Clerk. This assessment may be paid in full without interest on or before the 15th day of September of each year. Failure to pay the annual installment renders the same delinquent and thereafter a 10% penalty is added and the said delinquent special assessment is certified to the County for collection with the real estate tax. 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, or TDD 782-2806 (for deaf only) to make arrangements. CITY OF COLUMBIA HEIGHTS WALTER FEHST CITY MANAGER Published in Focus 12/5/96 and 12/12/96 P.I.R. 677-31 COLUMBIA HEIGHTS PROJECT 9629 PROPOSED ALLEY LIGHTING RESERVOIR BOULEVARD TO TYLER STREET 39TH AVENUE N.E. TO 40TH AVENUE N.E. CITY POLICY GENERAL LIGHTING PROGRAM Provide street lighting at each intersection, dead end or cul-de-sac, and at least every 400 feet on unintersected street segments. LIGHTING IN ADDITION TO GENERAL LIGHTING PROGRAM Permit property owners requesting additional lighting to set up a mid-block or alley lighting program. This consists of adding street or alley lights, generally to existing poles, and charging the cost as a property benefit. PROPOSAL INSTALL ONE (1) 100 WA'I-I' HIGH PRESSURE SODIUM (HPS) LIGHT BETWEEN 3937 AND 3941 RESERVOIR BOULEVARD Current N.S.P. cost for one (1) 100 watt HPS light * $132.00 * Costs are subject to increases due to electric rate adjustments by Northern States Power Co. as approved by the Minnesota Utility Services Commission. YEARLY COST PER ASSESSABLE FOOT $132.00 600 Assessable Feet = $0.22 Per Foot ADDRESS 3927 RESERVOIR 3933 RESERVOIR 3937 RESERVOIR 3941 RESERVOIR 3945 RESERVOIR 3947 RESERVOIR ESTIMATED ANNUAL PARCEL COST BENEFITTED FEET COST/FOOT PARCEL CHARGE BO U LEVAR D 30 $0.22 $6.60 BOULEVARD 60 $0.22 $13.20 BOULEVARD 60 $0.22 $13.20 BOULEVARD 50 $0.22 $11.00 BOULEVARD 40 $0.22 $8.80 BOULEVARD 60 $0.22 $13.20 3906 TYLER STREET 3912 TYLER STREET 3914 TYLER STREET 3916 TYLER STREET 3922 TYLER STREET 3926 TYLER STREET 3928 TYLER STREET 30 $0.22 40 $O.22 4O $0.22 55 $0.22 50 $O.22 55 $O.22 30 $0.22 $6.60 $8.80 $8.80 $12.10 $11.00 $12.10 $8.60 TOTAL 600 $132.00 ~ E SOL U T I O~ NO. 96 - Adopting assessment roll for the following local improvement and determining said improvement wilt be made and ratifying and confirming alt other proceedings, heretofore had: Special Assessment for mid-block alley light, to be placed on the existing pole between 3937 and 3941 Reservoir Boulevard, n~nnbered 677-Area 3! - Project #9629. WHEREAS, the City Council of the City of Columbia Heights, Minnesota, met at 7:00 p.m. on the 23rd day of December, 1996, in the City Council Chambers, 590 40th Avenue N.E., Columbia Heights Minnesota, being the time and place set when and where all persons interested could appear and be heard by the Council with respect to benefits, and to the proportion of the cost of making the local improvement above described, a notice of such hearing having been heretofore duly published as required by law, and a notice mailed to each property owner of record, stating the proposed amount of the assessment; and, WHEREAS, this Council has heretofore estimated the cost of such local improvement and has prepared an assessment roll therefore, THE CITY COUNCIL OF THE CITY OF COLUMBIA HEIGHTS HEREBY RESOLVES: Section 1. That this Council does hereby adopt the aforesaid assessment roll known and described as "Assessment Roll for Local Improvements" numbered 677- Area 31 - Project 9629 for mid-block alley lighting. Section 2. That this Council hereby finds and determines that each of the tots and parcels of land enumerated in said assessment roll was and is especially benefited by such improvements. This Council further finds and determines that the proper proportion of the cost of such improvement to be especially assessed against each tot or parcel of land is the amount as billed annually by Northern States Power. Section 3. That the annual installment shall be paid in full without interest on or before September 15, 1997 (covering electric from date of placement through 1997), and in annual installments thereafter, as long as the mid- block light is in place. Failure to pay the annual installment renders the same delinquent and thereafter a 10% penalty is added and the said delinquent special assessment is certified to the County for collection with the real estate tax. Section 4. That this Council did hereby determine and redetermine to proceed with said improvement, does ratify and confirm all other proceedings heretofore had in regard to this improvement, and said improvement shall hereafter be known and numbered 677-Area 31 for mid-block alley lighting. Section 5. This resolution shall take effect immediately upon its passage. Passed this 23rd day of December, 1996. Offered by: Seconded by: Roll Call: Joseph Sturdevant, Mayor Secretary to the Cou~'cil CITY COUNCIL LETTER Meeting of: December 23, 1996 AGENDA StECTION: ¢ o ~1 s E tq T NO. ITEM: School Liaison Officer Contract ORIGINATING DEPARTMENT POLICE BY: Thomas M. Johnson_ ~k DATE: December 4, 1996- x: ~t CITY MANAGER APPROVAl,:,, .?,/'il DATE: In 1992, the City of Columbia Heights and School District #13 entered into a joint powers agreement to fund a school liaison services program. This contract has been renewed each year since then. The program continues to provide benefits to the School District and the Police Department and is an important part of our juvenile program. The School District shares expenses equally with the Police Department during the school year. Officer Mike McGee has held this position since the inception of the program. Officer McGee has established excellent rapport with the students and staff at the Middle School and the High School. In addition, his contacts at the schools are invaluable in our investigation of juvenile crime. Officer McGee provides an excellent role model to students and is a valuable resource to the school and the community. His continued interaction is an important link between law enforcement and the educational system. RECOMMENDED MOTION: "Move to authorize the Mayor and City Manager to approve the joint powers agreement with School District #13 for the provision of a police school liaison officer as stipulated in the joint powers agreement herein for the period of September 1, 1996, through June 6, 1997. mld 96-500 COUNCIL ACTION: JOINT POWERS AGREEMENT Section 7 This Joint Powers Agreement dated this 23rd day of December, 1996, is made pursuant to M.S. 47 t.59 by and between the CITY OF COLUMBIA HEIGHTS (City) and INDEPENDENT SCHOOL DISTRICT #13 (School District). PURPOSE. The purpose of this agreement is to create, fund, and implement the position of Police School Liaison Officer. o DUTIES AND RESPONSIBILITIES. The job description for the School Liaison Officer is attached. o SELECTION PROCESS. From applications of qualified applicants for the position of School Liaison Officer, one or more candidates will be selected by a selection board made up of School District #13 personnel and appointed Police Department personnel. Oral interviews are to be administered by the same selection board. The final appointment of the School Liaison Officer is at the discretion of the Chief of Police. The School Liaison Officer may be removed from the position at the discretion of the Chief of Police. FUNDING. The School District and City will share the following expenses equally during the school year, except in no event may the School District's share of the expenses exceed 1/2 of 9/12 of the total officer compensation and benefit package: A. Officer's Salary B. Position Grade Enhancement C. Holiday Pay D. F.I.C.A. E. Workers Compensation F. P.E.R.A. G. Hospitalization H. Training I. Vehicle-related Costs Cost breakdown for 1996-97 school year is attached. o BILLING. The City shall submit a bill to the School District which will be paid within thirty days of receipt. Page 2 Joint Powers Agreement 10. 11. TERM. This agreement shall commence on September 1, 1996 and shall end on June 6, 1997. GENERAL PROVISIONS. The Police School Liaison Officer is a city employee and shall not be considered an employee of the School District for any purpose, including but not limited to salaries, wages, other compensation or fringe benefits, Workers Compensation, Unemployment Compensation, P.E.R.A., Social Security, liability insurance, keeping of personnel records, termination of employment, individual contracts or other contractual rights. The officer will report to and be directed by the Investigative Supervisor, but will consult regularly with the School District officials. The officer will have office space and phone at the School District's high school without cost to the City. INDEMNIFICATION BY CITY. The School Liaison Officer is a City employee. The City shall indemnify, hold harmless, and defend the School District, its elected officials and employees against any and all liability, loss, costs, damages, expenses, claims or actions which the School District, its officers and employees may hereafter sustain, incur or be required to pay, arising out of or by reason of any negligent or willful act or omission of the City, its agents or employees, in the execution, performance, or failure to adequately perform the City's obligations pursuant to this agreement. INDEMNIFICATION BY SCHOOL DISTRICT. The School District shall indemnify, hold harmless, and defend the City, its officers and employees against any and all liability, loss, costs, damages, expenses, claims or action which the city, its officers and employees may hereafter sustain, incur or be required to pay, arising out of or by reason of any negligent or willful act or omission of the School District, its agents or employees, in the execution, performance or failure to adequately perform the School District's obligations pursuant to this agreement. TERMINATION OF AGREEMENT. Ninety day written notice by either School District or City is required to terminate the program. The Liaison Officer can be removed at any t/me following the written notification of termination of the program. TEMPORARY REASSIGNMENT. Temporary reassignment of the Liaison Officer is at the discretion of the Chief of Police not to exceed thirty consecutive days, contract to be renegotiated after thirty days. Page 3 Joint Powers Agreement 12. Resolution of unforeseen problems arising in this program shall be negotiated by representatives appointed by the School District and the Chief of Police. IN WITNESS WHEREOF, THE PARTIES HAVE EXECUTED THIS AGREEMENT THE DAY AND YEAR FIRST WRI2WEN ABOVE. CITY OF COLUMBIA HEIGHTS SCHOOL DISTRICT #13 Joseph Sturdevant Mayor Dr. Alain Holt Superintendent of Schools Thomas M. Johnson Chief of Police Jane Liepold Goodell Principal, C.H.H.S. CITY COUNCIL LETTER Meeting of: December 23, 1996 AGENDA StECTION: CONSENT NO. ITEM: School Liaison Officer Contract NO. ORIGINATING DEPARTMENT POLICE BY: Thomas M. Johnson_ ~ DATE: December 4, 1996- ? ~ CITY MANAGER APPROVAL: , .// ~ DATE: In 1992, the City of Columbia Heights and School District #13 entered into a joint powers agreement to fund a school liaison services program. This contract has been renewed each year since then. The program continues to provide benefits to the School District and the Police Department and is an important part of our juvenile program. The School District shares expenses equally with the Police Department during the school year. Officer Mike McGee has held this position since the inception of the program. Officer McGee has established excellent rapport with the students and staff at the Middle School and the High School. In addition, his contacts at the schools are invaluable in our investigation of juvenile crime. Officer McGee provides an excellent role model to students and is a valuable resource to the school and the community. His continued interaction is an important link between law enforcement and the educational system. RECOMMENDED MOTION: "Move to authorize the Mayor and City Manager to approve the joint powers agreement with School District #13 for the provision of a police school liaison officer as stipulated in the joint powers agreement herein for the period of September 1, 1996, through June 6, 1997. mid 96-500 COUNCIL ACTION: JOINT POWERS AGREEMENT Section 7 This Joint Powers Agreement dated this 23rd day of December, 1996, is made pursuant to M.S. 471.59 by and between the CITY OF COLUMBIA HEIGHTS (City) and INDEPENDENT SCHOOL DISTRICT #13 (School District). PURPOSE. The purpose of this agreement is to create, fund, and implement the position of Police School Liaison Officer. DUTIES AND RESPONSIBILITIES. The job description for the School Liaison Officer is attached. o SELECTION PROCESS. From applications of qualified applicants for the position of School Liaison Officer, one or more candidates will be selected by a selection board made up of School District #13 personnel and appointed Police Department personnel. Oral interviews are to be administered by the same selection board. The f'mal appointment of the School Liaison Officer is at the discretion of the Chief of Police. The School Liaison Officer may be removed from the position at the discretion of the Chief of Police. FUNDING. The School District and City will share the following expenses equally during the school year, except in no event may the School District's share of the expenses exceed 1/2 of 9/12 of the total officer compensation and benefit package: A. Officer's Salary B. Position Grade Enhancement C. Holiday Pay D. F.I.C.A. E. Workers Compensation F. P.E.R.A. G. Hospitalization H. Training I. Vehicle-related Costs Cost breakdown for 1996-97 school year is attached. o BILLING. The City shall submit a bill to the School District which will be paid within thirty days of receipt. Page 2 Joint Powers Agreement o o 10. 11. TERM. This agreement shall commence on September 1, 1996 and shall end on June 6, 1997. GENERAL PROVISIONS. The Police School Liaison Officer is a city employee and shall not be considered an employee of the School District for any purpose, including but not limited to salaries, wages, other compensation or fringe benefits, Workers Compensation, Unemployment Compensation, P.E.R.A., Social Security, liability insurance, keeping of personnel records, termination of employment, individual contracts or other contractual rights. The officer will report to and be directed by the Investigative Supervisor, but will consult regularly with the School District officials. The officer will have office space and phone at the School District's high school without cost to the City. INDEMNIFICATION BY CITY. The School Liaison Officer is a City employee. The City shall indemnify, hold harmless, and defend the School District, its elected officials and employees against any and all liability, loss, costs, damages, expenses, claims or actions which the School District, its officers and employees may hereafter sustain, incur or be required to pay, arising out of or by reason of any negligent or willful act or omission of the City, its agents or employees, in the execution, performance, or failure to adequately perform the City's obligations pursuant to this agreement. INDEMNIFICATION BY SCHOOL DISTRICT. The School District shall indemnify, hold harmless, and defend the City, its officers and employees against any and all liability, loss, costs, damages, expenses, claims or action which the city, its officers and employees may hereafter sustain, incur or be required to pay, arising out of or by reason of any negligent or willful act or omission of the School District, its agents or employees, in the execution, performance or failure to adequately perform the School District's obligations pursuant to this agreement. TERMINATION OF AGREEMENT. Ninety day written notice by either School District or City is required to terminate the program. The Liaison Officer can be removed at any time following the written notification of termination of the program. TEMPORARY REASSIGNMENT. Temporary reassignment of the Liaison Officer is at the discretion of the Chief of Police not to exceed thirty consecutive days, contract to be renegotiated after thirty days. Page 3 Joint Powers Agreement 12. Resolution of unforeseen problems arising in this program shall be negotiated by representatives appointed by the School District and the Chief of Police. IN WITNESS WHEREOF, THE PARTIES HAVE EXECUTED THIS AGREEMENT THE DAY AND YEAR FIRST WRITTEN ABOVE. CITY OF COLUMBIA HEIGHTS SCHOOL DISTRICT #13 Joseph Smrdevant Mayor Dr. Alain Holt Superintendent of Schools Thomas M. Johnson Chief of Police Jane Liepold Goodell Principal, C.H.H.S. CITY COUNCIL LETTER Meeting of: December 23, 1996 AGENDA SECTION: ORIGINATING DEPARTMENT: CITY MANAGER APPROVAL NO:~ ~ CONSENT Fire NO: t, ti'. ~ - ~ DATE: Dec 16, 1996 ~,~ DATE: The Maintenance Agreement for Civil Defense Siren Receiver/Decoders is due to be renewed as of January 1, 1996. Our contract has been with Doradus Corporation of Fridley, but Doradus will no longer be servicing sirens. We have obtained a contract from Embedded Systems Inc., 2227 NW 145th Avenue, Andover, MN. The two- year contract will cover services to include preventive maintenance, emergency service, and monitoring of test reports. The contract also includes specific hardware and hardware failures and defects to be covered. All costs will remain the same as our old contract with Doradus with the exception of the labor cost, which will decrease from $90 per hour to $75 per hour. Authorization is requested to have the Mayor and City Manager approve the contract with Embedded Systems, Inc. RECOMMENDED MOTION: Move to Authorize the Mayor and City Manager to Approve the Maintenance Agreement for Siren Receiver/Decoders between Embedded Systems, Inc. of Andover, Minnesota and the City of Columbia Heights. 96-199 Attachment I COUNCIL ACTION: [ 2227 145TH Ave. N.W. Andover, MN 55304 (612)-757-6693 (612)-757-3696 Thursday, December 7th, 1995 City of Columbia Heights Cheif Charles Kewatt 555 Mill St. N. E. Columbia Heights, MN 55421 Dear Chief Kewatt, We at Embedded Systems would like to invite you to be part of our offer for a siren receiver/decoder maintenance contract. We have met with the Warning Advisory Committee, Dean Mooney, Chair and received a strong approval of our capabilities and staff. We are prepared to provide you with siren receiver/decoder maintenance that will em'n your respect and save you money. Please review the following contract points which we feel will expedite your decision. 3. Price Increases - Shall be tied to the U.S. National Cost of Living Index, unless special circumstances dictate otherwise. Contract Term will be two years. 4.1 Preventive Maintenance - The city involved will be charged $29.50 per unit per month. The City shall pay in advance on a semiannual basis. Note, variations on above: Advance quarterly payments require a charge of $31.50 per unit per month. Advance monthly payments require a charge of $32.50 per unit per month. These rates will be in effect for two years. 4.2 Time and Materials Charges - Repairs of items which have failed or become defective for cause and conditions as follows: Acts of God (lightning, fire not caused by failure or defect in the hardware from normal wear and tear or age, excess winds, hail, Etc.) or human actions (vandalism, deliberate or inadvertent damage by outside forces, manufacturer ceases to make repair parts available) wilt be repaired at a time and materials basis according to the following fee schedule: Labor $75.00/hour including travel time Parts Cost + 20% (Including without limitation, batteries) Repairs Cost + 20% (Including without limitation, radio repairs) Failed receiver/decoder circuit boards will be replaced with equivalent working boards. The City will be invoiced for time and materials charges per the above schedule for the repair or replacement of the failed board. Time and materials invoices will be delivered to the City when the siren returns to service. 4.3 Buy-In Inspection Charge - There is no buy in charge for functional units. Terms: Charges invoiced are due and payable 30 days from the date of the billing statement. Interest at the rate of fifteen percent (15 %) per annum shall commence to accrue on unpaid amounts on the date such amounts are due and payable. We will accept contracts at any time throughout the year. If you agree with the terms of this contract please fill out the "Attachment 1" form, listing the Receiver/Decoder units in your city and sign both the contract and the "Attachment 1" form and return to our office at the above address. If you have any questions please call Orrin McGill at 757-3696 or Jerry Fondle at 757-6693. Sincerely, Orrin M. McGill Owner/Partner/Engineer ondie P. Sales 2227 145TH Ave. N.W. Andover, MN 55304 (612)-757-6693 (612)-757-3696 MAINTENANCE AGREEMENT FOR SIREN RECEIVER/DECODERS FIXED-PRICE SERVICE This maintenance services agreement is made and entered into as of this ~ day of ,19 , by and between Embedded Systems, Inc., a Minnesota corporation, of 2227 145th Avenue NW, Andover, MN 55304-3345, hereinafter referred to as "Embedded Systems, Inc." and the municipality of , _ County), Minnesota, hereinafter referred to as the "City." DEFINITIONS The terms "Unit," "Receiver/Decoder," and "Service Call" shall be defined as follows in this Agreement: "Unit" consists of the entire siren installation, including the pole, siren, receiver/decoder, electrical service and connection, area around the pole and access to the site. RECEIVER/DECODER "Receiver/Decoder" is theportion of the siren system which is responsible for the. receipt and transmission of control commands and information and the activation tlae circuitry which actually sounds the siren. This includes the radio transceiver, the decoder board and its power supply (including the battery backup), the antenna, the interconnecting cables and connectors and the control box. SERVICE CALL A "Service Call" is a visit to a unit with the intention and capability of performing either preventive maintenance or corrective action to the receiver/decoder. A technician making a service call shall have with him/her the tools and spare parts necessary to reasonably assure a fully operational receiver/decoder at the end of the service call. It is agreed by and between the parties as follows: 1. SERVICES Embedded Systems, Inc. shall provide and the City shall compensate Embedded Systems, Inc. as hereinafter provided for the following: 1.1 PREVENTIVE MAINTENANCE -An Embedded Systems technician shall perform a reventive maintenance inspection of each unit described on Attachment 1 attac.hed ereto. This inspection will coincide with the battery replacement schedule. During such inspection, the Embedded Systems technician shall perform the following operations: 1.1.1 BATTERY REPLACEMENT - The receiver/decoder batteries will be replaced on a regularly scheduled basis for preventive maintenance. Battery replacement will occur during the preventive maintenance inspection once every 2 years for Hennepin County and once every three years for Anoka County for all units maintained by Embedded Systems under this maintenance agreement, including those batteries which may have been replaced since the last scheduled replacement because of failure. 1.2 the 2227 145TH Ave. N.W. Andover, MN 55304 (612)-757-6693 (612)-757-3696 The next scheduled battery replacement is: for units in Anoka County - 1997 for units in Hermepin County - 1997 1.1.2 VISUAL INSPECTION - The unit will be visually inspected for damage or signs of deterioration. 1.1.3 PREVENTIVE ACTIONS - The receiver/decoder will be inspected and actions will be taken to assure the continued reliability of the receiver/decoder. Except as specifically provided herein Embedded Systems will not be responsible for providing preventive actions or service to the siren or to the electrical service to the unit. 1.1.4 FUNCTIONAL TEST - The unit will be checked for proper operation. 1.1.5 INSPECTION REPORT - Following the inspection visit, Embedded Systems will prepare an inspection report of the unit, noting condition of the receiver/decoder as well as other pertinent unit data. This report will be forwarded to the City mediately if the unit is not then operable or if, in the reasonable opinion of the technician conducting such inspection, the unit will, within the following 12 month period, become inoperable; otherwise, the report will be forwarded to the City within 45 days following such inspections. EMERGENCY SERVICE - Embedded Systems will provide emergency service to receiver/decoder units on the following terms: 1.2.1 RESPONSE TIME - Embedded Systems will respond to a need for emergency service based either the results of a routine test analysis (see paragraph 1.3 below) or a request from the City stating the apparent failure of a unit. During the storm season (March 15th through September 15th), a service call will be made within 48 hours (excluding weekends and holidays) after the report by the City of a problem. If emergency service of more than 10 un_its at one time is required as a result of wind, storm or f'n-e damage will dedicate service personnel to inspect and repair the damaged units in a timely manner. Outside of the storm season, the service call will be made within five (5) business days of the report by the City of a problem. 1.2.2 SERVICED PERFORMED-Services performed pursuant to this paragraph 1.2 will consist of analysis of the apparent problem, repair or replacement of the parts wb_ieh appear to be failed, and retest of the urdt. In the case of failures to parts other than those covered by this agreement (including, but not limited to, failure of the siren itself or electrical service to the unit), the City and/or its electrician will be notified as specified by the City. 1.2.3 TIMELINESS OF REPAIR-Embedded Systems, Inc. will use its best efforts to complete repairs on the first service call. Any repair which is not complete for any reason within two (2) weeks of a failure reported in writing by the City may at the option of the City be considered a breach of this agreement and shall thereupon be cause for the withholding of payments to Embedded Systems, Inc. or, alternatively may, at the option of the City be cause for cancellation of this agreement. 2227 145T1t Ave. N.W. Andover, MN 55304 (612)-757-6693 (612)-757-3696 1.2.4 REPORTING-Following each emergency service response, a report will be immediately prepared by the Embedded Systems, Inc. technician and forwarded to the City describing the problem reported, the analysis of the problem and corrective actions taken, if any. 1.3 MONITORING OF TEST REPORTS-Embedded Systems, Inc. shall monitor the test reports on sirens covered by this agreement resulting from silent tests nm by the City or by the County in which the City is located on units described in Attachment 1: 1.3.1 FREQUENCY-Embedded Systems, Inc. will monitor silent test reports a minimum of once per week, generally on the day following the running of a silent test. 1.3.2 ANALYSIS-Embedded Systems, Inc. will monitor these test reports for items which represent to Embedded Systems, Inc. known failure modes of the units and for events not previously seen or explained. The appearance of such failure modes and events in such silent test reports will be treated by Embedded Systems, Inc. as a call for emergency service under paragraph 1.2. The City and the County in which the City is located are encouraged to continue to monitor the operation of each siren in any manner currently used (including but not limited to live observers of monthly tests, analysis of silent test results, etc.) and to report any suspected discrepancies to Embedded Systems, Inc. These reports will also be treated as calls for emergency service under paragraph 1.2. 1.3.3 REPORTING-Embedded Systems, Inc. will provide to the City a monthly summary of all pertinent data gathered as a result of such tests. 2. HARDWARE AND HARDWARE FAILURES AND DEFECTS COVERED 2.1 HARDWARE COVERED-Embedded Systems, Inc. shall provide repair and/or replacement for the following components of the system: 2.1.1 CONTROL BOX-The box housing the controls for the receiver/decoder unit. 2.1.2 SIREN DECODER BOARD-The receiver/decoder board, including its integral power supply. 2.1.3 BATTERY-The battery which is used to provide backup to the siren receiver/decoder board and power to the radio. 2.1.4 RADIO-The two-way radio transceiver installed as part of the unit. 2227 145T1t Ave. N.W. Andover, MN 55304 (612)-757-6693 (612)-757-3696 2.1.5 INTERCONNECTIONS-All internal connections within the control box including cables, fuses, and antennas which form part of the receiver/decoder system. 2.2 HARDWARE FAIl .URES AND DEFECTS COVERED 2.2.1 CAUSES AND CONDITIONS COVERED UNDER NORMAL MAINTENANCE CHARGE-Embedded Systems, Inc. will repair or replace, for the charge set forth at paragraph 4.1, items listed at para .g?ph. 2.1 .which fail due. to wear and tear, age, atmospheric conditions such as fluctuation m amment temperature, humidity, airborne particles, etc., or unexplained failures. 2.2.2 CAUSES AND CONDITIONS COVERED BY PA~T AT 'lIME AND MATERIALS RATES-Failures and defects of a receiver/decoder caused by Acts of God (lightning, fire not caused by a failure or defect in the hardware referred to in paragraph 2.1, excessive winds, hail, part obsolescence where part manufacturer discontinues supply of repair parts, etc.), or human actions (vandalism, deliberate or inadvertent damage by outside forces) will be repaired at a time and materials rate set forth at paragraph 4.2. Embedded Systems, Inc. shall provide to the City reasonable sufficient evidence of the cause of the such damage prior to receipt of payment under this paragraph 2.2.2. 2.2.3 UNSERVICEABLE UNITS-In the event that, for any reason, the Embedded Systems, Inc. technician determines that a unit is unsafe to approach or to work on, including, without limitation, improperly grounded units, units not shut off or improperly shut off, and unsafe environmental conditions of any kind, Embedded Systems, Inc. will notify the City of the problem. Embedded Systems, Inc. shall not be responsible for providing a service call until such unit is serviceable and Embedded Systems, Inc. is notified of such fact. This agreement is effective for two years from date of signing, At the end of each term the agreement will be renewed automatically for two additional years. Either party may terminate this agreement with?ut cause by providing ~e,o,ther~p..a.rty written nofi~ce ,of ,su~ termination a minimum of 60 days prior to the renewal crate ot tins agreement. ~.moeaa Systems, Inc. will provide any changes in price o_r t.ern~s, of this ag~.,e,me.n.t a, ton~e ~ of 90 days prior to the renewal date of this agreement, t'nee increases win oe uea to me . . National Cost of Living Index, unless special circumstances require increased charges. - This agreement may be terminated by either party for cause upon 30 days' written notice. 2227 145TH Ave. N.W. Andover, M/N 55304 (612)-757-6693 (612)-757-3696 4. CHARGES The City shall pay Embedded Systems, Inc. the following amounts in the following manner: 4.1 MAINTENANCE CHARGE-The City will pay a sum of $29.50 per unit per month. The City shall pay in advance on a semiannual basis, and payment will be due and payable 30 days from the date of the billing statement. Interest at the rate of fifteen percent (15 %) per annum shall commence to accrue on unpaid mounts on the date such mounts are due and payable. Note, variations on above: Advance quarterly payments require a charge of $31.50 per unit per month. Advance monthly payments require a charge of $32.50 per unit per month. 4.2 TIME AND MATERIALS CH.M~GES-Repai~ of items which have failed or become defective for cause and conditions not included under paragraph 2.2.1 will be billed and payable by the City on a time and materials basis according to the following fee schedule: Labor $75.00/hour including travel time Parts Cost + 20% (Including without limitation, batteries) Repairs Cost +20% (Including without limitation, radio repairs) Failed receiver/decoder circuit boards will be replaced with equivalent working boards. The City will be invoiced for time and materials charges per the above schedule for the repair or replacement of the failed board. Time and materials invoices will be delivered to the City when the siren returns to service and will be due and payable 30 days from the date of the billing statement. Interest at the rate of fifteen percent (15 %) per annum shall commence to accrue on unpaid mounts on the date such amount are due and payable. 4.3 BUY IN INSPECTION CHARGE - There will be no buy in charge for additional functional units added to this maintenance agreement. Prior to the time a receiver/decoder is included into this maintenance agreement, Embedded Systems, Inc. shall determine its functionality by means of silent test report per section 1.3. In the event the receiver/decoder is inoperable Embedded Systems, Inc. will repair the unit on a time-and- material basis. This charge shall be due and payable net 30 days from the date of the billing statement. Interest at the rate of fifteen percent (15%) per annum shall commence to accrue on unpaid amounts on the date such amounts are due and payable. 5. EMBEDDED SYSTEMS, INC. RESPONSIBILIIIES AND WARRANTIZES All Services and product furnished to the City by Embedded Systems, Inc. shall be deemed satisfactory upon City's acceptance thereof and such services and products shall be deemed accepted and satisfactory by the City unless written notice of deficiency or non-acceptance is delivered by City to Embedded Systems, Inc. within 30 days following receipt by City of a report from Embedded Systems, Inc. pursuant to paragraph 1.1.5 or paragraph 1.2.4 of this agreement. Receipt of such report by the City shall be conclusively presumed to have occurred on the third day subsequent to the date the report is mailed by Embedded Systems, Inc., postage prepaid and properly addressed to the City Manager of the City. No other express warranty is given and no agent, employee or representative of Embedded Systems, Inc. is authorized to bind Embedded Systems, Inc. for any other or additional warranty. In the event the City provides Embedded Systems, Inc. with timely written notice of deficiency or non-acceptance of the operation of a receiver/decoder, Embedded Systems, Inc. shall use its best efforts to remedy the deficiency and/or the cause of the City's non- acceptance of the receiver/decoder. Embedded Systems, Inc. shall be entitled to continue to 2227 145TH Ave. N.W. Andover, MN 55304 (612)-757-6693 (612)-757-3696 attempt to remedy any deficiencies for so long a period of time as, in the reasonable judgment of Embedded Systems, Inc., such attempt is justified. If Embedded Systems, Inc. further reasonably determines that the nature of the deficiency precludes remedy by correction or modification then Embedded Systems, Inc. shall have the right to fully satisfy its warranty obligation hereunder by refunding to the City all sums incurred and paid for maintenance service of the unit since the most recent inspection or test which indicated such unit to be operating improperly. Embedded Systems, Inc. shall have a continuing duty to supply the city with the telephone and facsimile maekine numbers of Embedded Systems, Inc. and of any changes of such numbers. 6. CITY RESPONSIBILITIES AND WARRANTIES City shall have the continuing duty to designate one or more persons employed by or under the control of the City who shall have the duty of acting on behalf of the City as a point(s) of contact with Embedded Systems, Inc. personnel to assure the expeditious execution of the work required by this agreement. Further, the city shall have the continuing duty to supply Embedded Systems, Inc. at all times with a current, up-to-date list of such persons. Such list shall include, at a minimum, the name, telephone number, facsimile machine number and address of each such person and times of the day and week that each such person can be contacted by Embedded Systems, Inc. personnel for purposes set out in this agreement. City shall make easily available to Embedded Systems, Inc., in emergency situations, on holidays, and otherwise, any keys, permissions, or other requirements for access to the equipment to be maintained under this agreement. City shall at its expense provide Embedded Systems, Inc. with siren numbers and locations for all units covered by this agreement. City further warrants that it is free, as of the date of this agreement, of any contractual obligations that would prevent it from entering into this agreement, and that the offer of Embedded Systems, Inc. to provide mainte~ce services and/or products in connection with this agreement in no way has caused or induced or will cause or induce the City to breach any contractual duties or obligations. 7. INDEMNITY AND HOLD HARMLESS Embedded Systems, Inc. shall defend, indemnify and hold harmless City from and against any and all liability, damage, claims, or loss, including reasonable attorney's fees and costs, occurring during the term of this agreement arising from a breach by Embedded Systems, Inc. of the performance of its obligation under this agreement. City shall defend, indemnify and hold harmless Embedded Systems, Inc. ~om and against any and alt liability, damage, claims, or loss including reasonable attorney s fees and costs, arising from or related in any way to the ownership, operation or use by City of the units and related equipment covered by this agreement, or arising from or related in any way to the neglect of failure of the City to properly maintain the parts of the unit other than the receiver/decoder. The obligations of the parties under this paragraph 7 shall continue in full force and effect notwithstanding the termination of this agreement. 8. GENERAL 8.1 Any assignment of this agreement without the express written mutual consent of City and Embedded Systems, Inc. shall be void. 8.2 Any notice herein required or permitted to be given or served by either party hereto upon the other shall be deemed given or served in accordance with he provisions of this agreement if delivered personally, if to Embedded Systems, Inc., to an officer of 2227 145TH Ave. N.W. Andover, MN 55304 (612)-757-6693 (612)-757-3696 Embedded Systems, Inc. or, if to the City, to the City Manager, Treasurer, or Finance Director of the City or if mailed, in a sealed envelope by United States Postal Service mail, by certified mail, return receipt requested, postage paid and addressed to the party to whom the notice is directed at the location designated for such party on the face of this agreement, or such other location as either party may designate in writing. 8.3 Neither party shall be liable for failure to comply with any of the terms of this agreement when such failure has been caused by fire, war, insurrection, government restrictions, force majeure, Act of God or other muse, beyond the control and not due to the fault of either party involved, provided such party uses due diligence to remedy such default. 8.4 In the event any one or more of the provisions of this agreement should be ruled by a court of competent jurisdiction in the State of Minnesota to be invalid, illegal or unenforceable, the validity, legality and enforceability of'the remaining provisions contained herein shall not in any way be affected or impaired thereby. 8.5 This Agreement may be amended only by an instrument in writing executed by City and Embedded Systems, Inc. 8.6 This Agreement shall be governed by and construed in accordance with the laws of the State of Minnesota. 8.7 City acknowledges that it has read this Agreement, understands it and agrees to be bound by its terms, and further agrees that it represents the entire Agreement between the parties and supersedes all prior oral and written proposals and communications. The individual executing this agreement by and on behalf of the respective parties hereby specifically represent that they are acting officers of such parties authorized to execute this agreement, holding the offices indicated by the official titles beneath their signatures below, and further represent that upon the complete execution of this agreement the party intended to be bound by this agreement by such individual will in fact be bound. 8.8 This agreement may be executed in several identical counterparts, and all of said counterparts executed and delivered, each as an original and complete in itself, shall constitute but one and the same instrument, and any such counterpart may be introduced in evidence, proved, recorded or used for any purpose without the production of any other counterparts. IN WITNESS WHEREOF, the parties hereto have mused this Agreement to be executed as of the day and year f'u~t above written. By: E~DED SYSTEMS, INC. Orfin M. McGill Title: Title: Owner/Partner Accepted by City this day of ,19 Accepted by Embedded Systems, Inc. this /~ff;day of ~7~ ,19 ~"' A~FACRMENT 1 - UNITS COVERED This agreement includes the following units: Unit Number Location CITY By: Title: EMBEDDED SYSTEMS, INC. CITY COUNCIL LETTER Meeting of: December 23, 1996 AGENDA SECTION: ORIGINATING DEPARTMENT: CITY MANAGER APPROVAL NO: ~d.~ CONSENT Fire ITEM: Contract Renewal BY: Charles Kewatt BY: d'* NO: d' ~ - & DATE: Dec 16, 1996 ,.k~,~: DATE: /__ The Maintenance Agreement for Civil Defense Siren Receiver/Decoders is due to be renewed as of January 1, 1996. Our contract has been with Doradus Corporation of Fridley, but Doradus will no longer be servicing sirens. We have obtained a contract from Embedded Systems Inc., 2227 NW 145th Avenue, Andover, MN. The two- year contract will cover services to include preventive maintenance, emergency service, and monitoring of test reports. The contract also includes specific hardware and hardware failures and defects to be covered. All costs wilt remain the same as our old contract with Doradus with the exception of the labor cost, which will decrease from $90 per hour to $75 per hour. Authorization is requested to have the Mayor and City Manager approve the contract with Embedded Systems, Inc. RECOMMENDED MOTION: Move to Authorize the Mayor and City Manager to Approve the Maintenance Agreement for Siren Receiver/Decoders between Embedded Systems, Inc. of Andover, Minnesota and the City of Columbia Heights. 96-199 Attachment I ]COUNCIL ACTION: I 2227 145TIt Ave. N.W. Andover, MN 55304 (612)-757-6693 (612)-757-3696 Thursday, December 7th, 1995 City of Columbia Heights Cheif Charles Kewatt 555 Mill St. N. E. Columbia Heights, MN 55421 Dear Chief Kewatt, We at Embedded Systems would like to invite you to be part of our offer for a siren receiver/decoder maintenance contract. We have met with the Warning Advisory Committee, Dean Mooney, Chair and received a strong approval of our capabilities and staff. We are prepared to provide you with siren receiver/decoder maintenance that will earn your respect and save you money. Please review the following contract points which we feel will expedite your decision. 3. Price Increases - Shall be tied to the U.S. National Cost of Living Index, unless special circumstances dictate otherwise. Contract Term will be two years. 4.1 Preventive Maintenance - The city involved will be charged $29.50 per unit per month. The City shall pay in advance on a semiannual basis. Note, variations on above: Advance quarterly payments require a charge of $31.50 per unit per month. Advance monthly payments require a charge of $32.50 per unit per month. These rates will be in effect for two years. 4.2 Time and Materials Charges - Repairs of items which have failed or become defective for cause and conditions as follows: Acts of God (lightning, fire not caused by failure or defect in the hardware from normal wear and tear or age, excess winds, hail, Etc.) or human actions (vandalism, deliberate or inadvertent damage by outside forces, manufacturer ceases to make repair parts available) will be repaired at a time and materials basis according to the following fee schedule: Labor $75.00/hour including travel time Parts Cost + 20% (Including without limitation, batteries) Repairs Cost + 20% (Including without limitation, radio repairs) Failed receiver/decoder circuit boards will be replaced with equivalent working boards. The City will be invoiced for time and materials charges per the above schedule for the repair or replacement of the failed board. Time and materials invoices will be delivered to the City when the siren returns to service. 4.3 Buy-In Inspection Charge - There is no buy in charge for functional units. Terms: Charges invoiced are due and payable 30 days from the date of the billing statement. Interest at the rate of fifteen percent (15%) per annum shall commence to accrue on unpaid amounts on the date such amounts are due and payable. We will accept contracts at any time throughout the year. If you agree with the terms of this contract please fill out the "Attachment 1" form, listing the Receiver/Decoder units in your city and sign both the contract and the "Attachment 1" form and return to our office at the above address. If you have any questions please call Ox-fin McGill at 757-3696 or Jerry Fondie at 757-6693. Sincerely, On'in M. McGill Owner/Partner/Engineer ondie P. Sales 2227 145Tti Ave. N.W. Andover, MN 55304 (612)-757-6693 (612)-757-3696 NIAINTENANCE AGRI:~MENT FOR SIREN RECEIVER/DECODERS FIXED-PRIC'~ SERVICE This maintenance services agreement is made and entered into as of this ~ day of ,19 , by and between Embedded Systems, Inc., a Minnesota corporation, of 9227 145th Avenue NW, Andover, MN 55304-3345, hereinafter referred to as "Embedded Systems, Inc." and the municipality of , County), Minnesota, hereinafter referred to as the "City." DEFINITIONS The terms "unit," "Receiver/Decoder," and "Service Call" shall be defined as follows in this Agreement: "Unit" consists of the entire siren installation, including the pole, siren, receiver/decoder, electrical service and connection, area around the pole and access to the site. RECEIVER~ECODER ~Receiver/Decoder" is the portion of the siren system which is responsible for the receipt and transmission of control commands and information and the activation the circuitry which actually sounds the siren. This includes the radio transceiver, the decoder board and its power supply (including the battery backup), the anterma, the interconnecting cables and connectors and the control box. SERVICE CALL A "Service Call" is a visit to a unit with the intention and capability of performing either preventive maintenance or corrective action to the receiver/decoder. A technician mak~g a service call shall have with him/her the tools and spare parts necessary to reasonably assure a fully operational receiver/decoder at the end of the service call. It is agreed by and between the parties as follows: 1. SERVICES Embedded Systems, Inc. shall provide and the City shall compensate Embedded Systems, Inc. as hereinafter provided for the following: 1.1 PREVENTIVE MAINTENANCE -An Embedded Systems technician shall perform a reereVentive maintenance inspection of each unit described on Attachment ! attached _ to. This inspection will coincide with the battery replacement schedule. During such inspection, the Embedded Systems technician shall perform the following operations: 1.1.1 BATTERY REPLACEMI~T - The receiver/decoder batteries will be replaced on a regularly scheduled basis for preventive maintenance. Battery replacement will occur during the preventive maintenance inspection once every 2 years for Hermepin County and once every three years for Anoka County for all units maintained by Embedded Systems under this maintenance agreement, including those batteries which may have been replaced since the last scheduled replacement because of failure. 1.2 2227 145TH Ave. N.W. Andover, MN 55304 (612)-757-6693 (612)-757-3696 The next scheduled battery replacement is: for units in Anoka County - 1997 for units in Hermepin County - 1997 1.1.2 VISUAL INSPECTION - The unit will be visually inspected for damage or signs of deterioration. 1.1.3 PREVENTIVE ACTIONS - The receiver/decoder will be inspected and actions will be taken to assure the continued relJabi~ty of the receiver/decoder. Except as specifically provided herein Embedded Systems w/il not be responsible for providing preventive actions or service to the siren or to the electrical service to the unit. 1.1.4 FUNCTIONAL TEST - The unit will be checked for proper operation. 1.1.5 INSPECTION REPORT - Following the inspection visit, Embedded Systems will prepare an inspection report of the unit, noting condition of the reeeiver/dee~er as well as other pertinent unit data. This report will be forwarded to the City immediately ff the unit is not then operable or if, in the reasonable opinion of the technician conducting such inspection, the unit w/il, within the following 12 month period, become inoperable; otherwise, the report will be forwarded to the City within 45 days following such inspections. EMERGENCY SERVICE - Embedded Systems w/Il provide emergency service to receiver/decoder units on the following terms: 1.2.1 RESPONSE TIME - Embedded Systems will respond to a need for emergency service based either the results cfa routine test analysis (see paragraph 1.3 below) or a request from the City stating the apparent failure of a unit. During the storm season (March 15th through September 15th), a service call will be made within 48 hours (excluding weekends and holidays) after the report by the City of a problem. If emergency service of more than 10 units at one time is required as a result of wind, storm or fu'e damage will dedicate service personnel to inspect and repair the damaged units in a timely manner. Outside of the storm season, the service call will be made within five (5) business days of the report by the City of a problem. 1.2.2 SERVICED PERFORlVIED-Services performed pursuant to this paragraph 1.2 will consist of analysis of the apparent problem, repair or replacement of the parts which appear to be failed, and retest of the unit. In the ease of failures to parts other than those covered by this agreement (including, but not limited to, failure of the siren itself or electrical service to the unit), the City and/or its electrician will be notified as specified by the City. 1.2.3 ~.INESS OF REPAIR-Embedded Systems, Inc. will use its best efforts to complete repairs on the first service call. Any repair which is not complete for any reason within two (2) weeks of a failure reported in writing by the City may at the option of the City be considered a breach of this agreement and shall thereupon be cause for the withholding of payments to Embedded Systems, Inc. or, alternatively may, at the option of the City be cause for cancellation of this agreement. 2227 145Ttt Ave. N.W. Andover, MN 55304 (612)-757-6693 (612)-757-3696 1.2.4 RVPORTINO-Following each emergency service response, a report will be immediately prepared by the Embedded Systems, Inc. technician and forwarded to the City describing the problem reported, the analysis of the problem and corrective actions taken, if any. 1.3 MONITORING OF TEST REPORTS-Embedded Systems, Inc. shall monitor the test reports on sirens covered by this agreement resulting from silent tests .nm by .the City or by the County in which the City is located on units described in Attachment 1: 1.3.1 FREQUENCY-Embedded Systems, Inc. will monitor ailent test reports a minimum of once per week, generally on the day following the running of a silent test. 1.3.2 ANALYSIS-Embedded Systems, Inc. will monitor these test reports for items which represent to Embedded Systems, Inc. known failure modes of the units and for events not previously seen or explained. The appearance of such failure modes and events in such silent test reports will be treated by Embedded Systems, Inc. as a call for emergency service under paragraph 1.2. The City and the County in which the City is located are encouraged to continue to monitor the operation of each siren in any manner currently used (including but not limited to live observers of monthly tests, analysis of silent test results, etc.) and to report any suspected discrepancies to Embedded Systems, Inc. These reports will also be treated as ea11~ for emergency service under paragraph 1.2. 1.3.3 REPORTING-Embedded Systems, Inc. willprovide to the City a monthly summary of all pertinent data gathered as a result of such tests. 2. HARDWARE AND HARDWARE FAILURES AND DEFECTS COVERED 2.1 HARDWARE COVERED-Embedded Systems, Inc. shall provide repair and/or replacement for the follow-lng components of the system: 2.1.1 CONTROL BOX-The box housing the controls for the receiver/decoder unit. 2.1.2 SIREN DECODER BOARD-The receiver/decoder board, including its integral power supply. 2.1.3 BATrERY-The battery which is used to provide backup to the si_ten receiver/decoder board and power to the radio. 2.1.4 RADIO-The two-way radio transceiver installed as part of the unit. 2227 145Tgl Ave. N.W. Andover, MN 55304 (612)-757-6693 (612)-757-3696 2.1.5 INTERCONNECTIONS-All internal connections within the c~ntrol box including cables, fuses, and antennas which form part of the receiver/decoder system. 2.2 HARDWARE FAILURF~ AND DEFECTS COVERED 2.2.1 CAUSES coNDmo s COV D UND MAINTENANCE CHARGE-Embedded Sy~e~, ~c. ~ ~ o~ ~, ~ c~ge ~t fo~ at ~ph 4.1, ite~ ~d at ~ph 2.1 w~cn ~ aue to ~d t~, age, a~hefic ~n~fio~ such.a~ fl~m~fion ~ ~biem ~m~m~, h~w, ~me ~el~, etc., or ~expl~ ~. 2.2.2 CAUSES AND CONDITIONS COVERED BY PAYMENT AT TIME AND MATERIALS RATES-Failures and defects of a reeeiver/~r caused by Acts of God ([ighming, fire not caused by a failure or defect in the hardware referred to in paragraph 2.1, excessive winds, hail, part obsolescence where part ,.manuf. a.e.?u'er. discontinues supply of repair parts, etc.), or human actions (vanchh~qra, deliberate or inadvertent damage by ou~de forces) will be repaired at a time and materials rate set forth at paragraph 4.2. Embedded Systems, Inc. shall provide to the City reasonable sufficient evidence of the cause of the such damage prior to receipt of payment under this paragraph 2.2.2. 2.2.3 UNSERVICEABLE uNrrs-in the event that, for any reason, the Embedded Systems, Inc. techrfician determines that a unit is unsafe to approach or to work on, including, without limitation, imprqperty grounded units, units not shut off or improperly shut off, and unsafe environmental conditions of any kind, Embedded Systems, Inc. wilt notify the City of the problem. Embedded Systems, Inc. shall not be responsible for providing a service call tu3til such unit is serviceable and Embedded Systems, Inc. is notified of such fact. This agreement is effective for two years from date of signing. At the end of each term the agreement will be renewed automatically for tw.q.addi.tiona.1, years. Eitt].er party..maL ~ terminate this a.g~e, ment wathout ca~e by p,rov~ding ~e,o.ther~ ~w~_ _tten_nnt?UE%~l~d~ termination a mmmaum of 60 days prior to me renewm aate ox was agreement. Systems, Inc. will provide any e~ .t .~9..ges in pri~ o~r ~rr~. of th~ a ,g~e, ~e~n.t_ ~a tom~e ~ of 90 days prior to the ~.n~.wal date o~ tins agre~.m?n.t, t-nee mcr~e~ .wm.oe u~a ~¥ a,~_ ~. National Cost of Living Index, unless specml ezreumstanees reqmre mereasex~ enarg . This agreement may be terminated by either party for cause upon 30 days' written notice. 2227 145TIt Ave. N.W. Andover, MN 55304 (612)-757-6693 (612)-757-3696 4. CHARGES The City shall pay Eml~:lded Systems, Inc. the following amounts in the following manner: ,~h1 ~ANCE CHARGE-Tha City will pay a sum of $29.50 .~.r unit per month. e City shall pay in advance on a semiannual basis, and payment will be due and payable 30 days from the date of the billing statement. Interest at the rate of fifteen percent (15%) per annum shall commence to accrue on unpaid amounts on the date such amounts are due and payable. Note, variations on above: Advance quarterly payments requi~ a charge of $31.50 per unit per month. Advance monthly payments require a charge of $32.50 per unit per month. .2~'I]ME_AND MATERIALS CHARGES-Repairs of items which have failed or become etective for cause and conditions not included under paragraph 2.2.1 will be billed and payable by the City on a time and materials basis according to the following fee schedule: Labor $75.00/hour including travel time Parts Cost + 20% (Including without lira/ration, batteries) Repairs Cost +20% (Including without lim/tafion, radio repairs) Failed receiver/decoder circuit boards will be replaced with equivalent working boards. The Cky will be invoiced for time and materials charges per the above schedule for the repair or replacement of the failed board. Time and materials invoices will be delivered to the City when the siren returns to service and will be due and payable 30 days from the date of the billing statement. Interest at the rate of fifteen percent (15%) per annum shall commence to accrue on unpaid amounts on the date such amount are due and payable. 4.3 BUY IN INSPECTION CHARGE - There will be no buy in charge for additional functional units added to this maintenance agreement. Prior to the time a receiver/decoder is included into this maintenance agreement, Embedded Systems, Inc. shall determine its functionality by means of silent test report per section 1.3. In the event the rec. iv?/, ecode , inoperable Emb ded Systems, Inc. wili rep the on a time-and- material oasis. This charge shall be due and payable net 30 days from the date of the billing statement. Interest at the rate of fifteen percent (15%) per annum shall commence to accrue on unpaid amounts on the date such amounts are due and payable. 5. EMBEDDED SYSTEMS, INC. RESPONSIBILITIES AND WARRAN'f~S All Services and product furnished to the City by Embedded Systems, Inc. shall be deemed satisfactory upon City's acceptance thereof and such services and products shall be deemed accepted and satisfactory by the City unless written notice of deficiency or non-acceptance is delivered by City to Embedded Systems, Inc. within 30 days following receipt by City of a report from Embedded Systems, Inc. pursuant to paragraph 1.1.5 or paragraph 1.2.4 of this agreement. Receipt of such report by the City shall be conclusively presumed to have u ed. on the thi . , day. to the date the report m led by Emb ed Sy n , ., postage prepalcl aha properly addressed to the City Manager of the City. No other express warranty is given and no agent, employee or representative of Embedded Systems, Inc. is authorized to bind Embedded Systems, Inc. for any other or additional warranty. In the event the City provides Embedded Systems, Inc. with timely written notice of deficiency or non-acceptance of the operation of a receiver/decoder, Embedded Systems, Inc. shall use its best efforts to remedy the deficiency and/or the cause of the City's non- acceptance of the receiver/decoder. Embedded Systems, Inc. shall be entitled to continue to 2227 145T1t Ave. N.W. Andover, WIN 55304 (612)-757-6693 (612)-7:57-3696 attempt to remedy any deficiencies for so long a period of time as, in the reasonable judgment of Embedded Systems, Inc., such attempt is justified. If Embedded Systems, Inc. further reasonably determines that the nature of the deficiency precludes remedy by . ~ correction or modification then Embedded Systems, Inc. shall have the right to full.y ~usty its warranty obligation hereunder by refunding to the City all sums incun'ed and paid for . maintenance service of the unit since the most recent inspection or test which indicatea such unit to be operating improperly. Embedded Systems, Inc. shall have a continuing duty to supply the city with the te_leph, one and facsimile machine numbers of Embedded Systems, Inc. and of any changes of SUCh numbers. 6. CITY RESPONSIBILITIES AND WARRANTIES City shall have the continuing duty to designate one or more persons employed by or under the control of the City who shall have the duty of acting on behalf of the City as a point(s) of contact with Embedded Systems, Inc. personnel to assure the expeditious execution of the work required by this agreement. Further, the city shall have the continuing duty to supply Embedded Systems, Inc. at all times with a current, up-to-date list of such persons. Such list shall include, at a minimum, the name, telephone number, facsimile machine number and address of each such person and times of the day and week that each such person can be contacted by Embedded Systems, Inc. personnel for purposes set out in this agreement. City shall make easily available to Embedded Systems, Inc., in emergency situations, on holidays, and otherwise, any keys, permissions, or other requirements for access to the equipment to be maintained under this agreement. City shall at its expense provide Embedded Systems, Inc. with siren numbers and locations for all units covered by this agreement. City further warrants that it is free, as of the date of this agreement, of any contractual obligations that would prevent it from entering into this agreement, and that the offer of Embedded Systems, Inc. to provide maintenance services and/or products in ..eonne?fion ,with this agreement in no way has mused or induced or will cause or induce the C~ty to t~reacn any contractual duties or obligations. 7. INDEMNITY AND HOLD HARMLESS Embedded Systems, Inc. shall defend, indemnify and hold harmless City from and against any and all liability, damage, claims, or loss, including reasonable attorney's fees and costs, occurring during the term of this agreement arising from a breach by Embedded Systems, I. ne. of the performance of its obligation under this agreement. City shall defend, indemnify and hold harmless Embedded Systems, Inc. from and against any and all liability, damage, claims, or loss including reasonable attorney's fees and costs, arising from or related in any way to the ownership, operation or use b.y City of the up4.ts and related equipment covered by this agreement, or arising from or relatexl in any way to me neglect of failure of the City to properly maintain the parts of the unit other than the receiver/decoder. The obligations of the parties under this paragraph 7 shall continue in full force and effect notwithstanding the termination of this agreement. 8. GENERAL 8.1 Any assignment of this agreement without the express written mutual consent of City and Embedded Systems, Inc. shall be void. 8.2 Any notice herein required or permitted to be given or served by either.p.arty hereto upon the other shall be deemed given or served in accordance with he provisions of this agreement if delivered personally, if to Embedded Systems, Inc., to an officer of g d . 2227 145Tlt Ave. N.W. Andover, MN 55304 (612)-757-6693 (612)-757-3696 Embedded Systems, Inc. or, if to the City, to the City Manager, Treasurer, or Finance Director of the City or if mailed, in a sealed envelope by United States Postal Service mail, by certified mail, return receipt requested, postage paid and addressed to the party. to whom the notice is directed at the location designated for such party on the face of this agreement, or such other location as either party may designate in writing. 8.3 Neither party shall be liable for failure to comply with any of the terms of this agreement when such failure has been caused by fire, war, insurrection, government restrictions, force majeure, Act of God or other cause, beyond the control and not due to the fault of either party involved, provided such party uses due diligence to remedy such default. 8.4 In the event any one or more of the provisions of this agreement should be ruled by a court of competent jurisdiction in the State of Minnesota to be invalid, illegal or unenforceable, the validity, legality and enforceability of'the remaining provisions contained herein shall not in any way be affected or impaired thereby. 8.5 This Agreement may be amended only by an instrument in writing executed by City and Embedded Systems, Inc. 8.6 This Agreement shall be governed by and construed in accordance with the laws of the State of Minnesota. 8.7 City acknowledges that it has read this Agreement, understands it and agrees to be bound by its terms, and further agrees that it represents the entire Agreement between the parties and supersedes all prior oral and written proposals, and communications.. individual executing this agreement by and on behaff of the respective parties nereoy specifically represent that they are acting officers of such parties authorized to execute this agreement, holding the offices indicated by the official titles beneath their signatures below, and further represent that upon the complete execution of this agreement the party intended to be bound by this agreement by such individual will in fact be bound. 8.8 This agreement may be executed in several identical counterparts, and all of said counterparts executed and delivered, each as an original and complete in itself, shall constitute but one and the same instrument, and any such counterpart may be introduced in evidence, proved, recorded or used for any purpose without the production of any other counterparts. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed as of the day and year fLest above written. EM~q)DED SYSTEMS, INC. Title: Title: Owner/Partner Accepted by City this day of ,19 Accepted by Embedded Systems, Inc. this day of ~~ ,19 ATI'ACHM~NT 1 - UNITS COVERED This agreement includes the following units: Unit Number Location crrY By: Title: EMBEDDED SYSTEMS, INC. Dated: ,/,7 --~"'-- ?f CITY COUNCIL LETTER Meeting of December 23, 1996 AGENDA SECTION: CONS ENT ORIGINATING DEPARTMENT: CITY MANAGER ,~ Fire APPROVAL NO: ITEM: Closing Hearing/Adopt Resolution BY: Lowell DeMars ,,,j~ BY' Rental License Revocation ' DATE: Dec 16, 1996 DATE: NO: d' g~L '" e/ Revocation of the license to operate a rental unit within the City of Columbia Heights is requested against David Holton regarding rental property at 656 NE 47-1/2 Avenue for failure to relicense property in accordance with the requirements of the Housing Maintenance Codes. RECOMMENDED MOTION: Move to waive the reading of Resolution No. 96- ample copies available to the public. , there being RECOMMENDED MOTION: Move to adopt Resolution No. 96- , Resolution of the City Council of the City of Columbia Heights Approving Revocation Pursuant to Ordinance Code Section 5A.408(1) of the Rental License held by David Holton Regarding Rental Property at 656 NE 47-1/2 Avenue. ALTERNATE MOTION: Move to Close the Public Hearing Regarding the Revocation or Suspension of the Rental License Held by David Holton Regarding Rental Property at 656 NE 47-1/2 Avenue in That the Provisions of the Housing Maintenance Code Have Been Complied With. 96-202 COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: December 26, 1996 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER APPROVAL NO: 1,~ Fire . d ITEM: Close Hearing, License Revocation BY: Lowell DeMars ~_~ BY: ~'/~-~/jJ4 NO: /~ - ~I, -, ~ DATE: Dec 16, 1996 DATE: Previously, the City Council established a hearing date of December 23, 1996 for revocation or suspension of a rental license held by the following property owners regarding their rental properties. The property owner(s) have now complied with the Housing Maintenance Code. 1) J.P. Janson Properties .......... 1242-44 Circle Terrace NE 2) J.P. Janson Properties .......... 1248-50 Circle Terrace NE 3) C.H. Properties ............... 4655 NE 5th Street RECOMMENDED MOTION: Move to Close the Public Hearing Regarding the Revocation or Suspension of the Rental License held by the Above-Named Property Owners Regarding their Rental Properties in that the Property Owners have Complied with Provisions of the Housing Maintenance Code. 96-201 COUNCIL ACTION: CITY COUNCIL LETYER Meeting of: December 23, 1996 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER APPROVAL NO: ~ Fire ITEM: Establish Hearing Date BY: LowellDeMars /.~2~ BY:/~.~-/~z/a4~//~/~ License Revocation, Rental Property NO:-rd. ~ .. q DATE: Dec 16, 1996 DATE: Revocation or suspension of a license to operate a rental property within the City of Columbia Heights is requested against Francis Job regarding rental property at 4017 NE 6th Street for failure to meet the requirements of the Housing Maintenance Code. RECOMMENDED MOTION: Move to Establish a Hearing Date of January 13, 1997 for Revocation or Suspension of a License to Operate a Rental Property within the City of Columbia Heights Against Francis Job Regarding Rental Property at 4017 NE 6th Street. 96-200 COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: 12/23/96 AGENDA SECTION: C 0 bls E blt ORIGINATING DEPARTMENT: t~ CITY MANAGER NO. j4 PUBLIC WORKS ~ ITEM: FINAL PAYMENT FOR CLEANING, BY: M. Winson BY: NO. REPAIRING AND PAINTING 250 MG, DATE: 12/16/96 DATE: SINGLE PEDESTAL SPHEROID Attached is the f'mal payment and Certificate of Performance for Municipal Project #9503 Cleaning, Repairing and Painting 250 MG Single Pedestal Spheroid. The work has been completed and is being presented to the City Council for acceptance and final payment. RECOMMENDED MOTION: Move to accept the work for Municipal Project #9503 Cleaning, Repairing and Painting 250 MG Single Pedestal Spheroid and to authorize f'mal payment of $8,984.00 to TMI Coatings, Inc. of St. Paul, Minnesota. MAW:jb 96-644 Attachment COUNCIL ACTION: CITY OF COLUMBIA HEIGHTS, MN FINAL PAYMENT (;LEANING, REPAIRING, AND PAINTING 250 MG 8INGLE PEDESTAL SPHt~ROIO MUNICIPAL PROJECT #9503 TM1 COATINGS, INC. 2805 DODD ROAD ST. PAUL, MH 55121 NO, D__ESCRIPT1ON QUANT. UNIT UNIT PRICE T~..T..A._L. 1 STRLICTURAL MODIFICATIONS I L,$, $25,000.00 $25,000.00 2 INTERIOR WET BLAST AND COATING I L,~, $~0,$00,00 3 INTERIOR / EXTERIOR DRY BLAST AND COATING 1 L,S. $118,900.00 $118,900,00 4 LOGO 1 L.S, $4,600.00 $4,600.0{3 5 CHANGE ORDER NO. 1 1 L,S, $680,00 $680.00 TOTAL EilD COMPLETED TO DATE MINUS PREVIOUS PAYMENT $179,680,00 ($170,696.00). TOTAL DUE $8,984,01] I hereby certif!/to the ~lty Council of Columbia Heights that I have been in charge (;f the work required by the above, contract; lhat all work has been done and performed as measured by and in accordance Mark'A. ~in~im, P.E. Reg,' ~5. 18829 Date/ ( "' 1 accept the above payment as final for the work done under this contract. TMI COATINGS, INC. Date CITY COUNCIL LETTER Meeting of: 12/23/96 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: t~ CITY MANAGER NO. ITEM: FINAL PAYMENT FOR CLEANING, ~ ~A2., 1V~;~ on BY:~' E: DATE: NO. REPAIRING AND PAINTING 250 MG, SINGLE PEDESTAL SPHEROID Attached is the f'mal payment and Certificate of Performance for Municipal Project #9503 Cleaning, Repairing and Painting 250 MG Single Pedestal Spheroid. The work has been completed and is being presented to the City Council for acceptance and final payment. RECOMMENDED MOTION: Move to accept the work for Municipal Project #9503 Cleaning, Repairing and Painting 250 MG Single Pedestal Spheroid and to authorize final payment of $8,984.00 to TMI Coatings, Inc. of St. Paul, Minnesota. MAW:jb 96-644 Attachment COUNCIL ACTION: CITY OF COLUMBIA HEIGH't'S~ MN FINAL PAYMENT CLEANING, REPAIRING, AND PAINTING 250 MG SINGLE PEDESTAL SPHEROID MUNICIPAL PROJECT #9503 TMI COATINGS, lNG. 2805 DODD ROAD ST. PAUL, MN 55121 NO, D_.~CRIPTION QUANT. UNIT UNIT PRICE T~..T..A._L. 1 STRUCTURAL MODIFtGATIONS I L,$, $25,000.00 2 INTERIOR WET BLAST AND COATING 1 L,S, $~30,$00,00 $~0,$00.00 3 INTERIOR 1 EXTERIOR DRY BLAST AND COATING 1 L,S. $118,900.00 $'~ 18,900,00 4 LOGO 1 L.S, $4,600.00 $4,600.0t3 5 CHANGE ORDER NO. I 1 L,S, $680,00 $680.00 TOTAL BID COMPLETED '1'O DATE MINUS PREVIOUS PAYMENT $179,680.00 ($17o,896.oo) TOTAL DUE $8,984,013 I hereby certify to the ~Ity Council of Columbia Heights that I have been in charge Qf the work required by the above, contract; that all work has been ¢tone and performed as measured by and in accordance with and pu ntt terms of said contract, Mark ~ P.--.'.'.'.'.'.'.~', ~'~, ~.. ~ Date / I accept the at)eve payment as final for the work done under this contract. TMi COATINGS, INC, ' Date CITY COUNCIL LETTER Meeting of.' 12/23/96 AGENDA SECTION: CONS ENT ORIGINATING DEPARTMENT: /X CITY MANAGER NO. 4 PUBLIC WORKS ~~ /~/~7~4~ ITEM: FINAL PAYMENT FOR SULLIVAN LAKE BY: M. Winson 0~ BY: ~ NO. RETAINING WALL REPAIR DATE: 12/16/96 DATE: Attached is an invoice for Municipal Project #9628, Sullivan Lake Retaining Wall Repair. The wall has been reinforced and straightened as much as practical. Granular backfill was placed behind the wall to minimize lateral forces against the wall. The work has been completed and is being presented to the City Council for acceptance and f'mal payment. RECOMMENDED MOTION: Move to accept the work for Municipal Project #9628 Sullivan Lake Retaining Wall Repair and to authorize final payment of $8,200.00 to Atlas Foundation Company of Rogers, Minnesota. MAW:jb 96-646 COUNCIL ACTION: C US~,"~'p. ~ ~n=,, 0 ! 60 ATLAS FOUNDATION Pile, Sheeting and Caisson Speciatist~ Box 117 Rogers, Minnesota 55374 Telephone: (612) 428-2261 RECEIVED C O. [~EC 0 2 1996 PUBLIC WORKS i.NVOZ CE NO 0970057 CITY OF COLUMBIA HEIGHTS PUBLIC WORKS DEPT, 637-38TH AVE. NE C'"' "~A HTS MN 5542'~ iNVOICE DATE r.~n T r.= DUE' 11/29/96 UPON RECEIPT L l NE DESC R E P T '£ ON AffiGUNT JOB: 97026-00 SULLIVAN LAKE RETAiNiNg WA,_.~ REPAIR 001 002 SULLIVAN LAKE RETAINtN'~ WALL REPAIR THIS INVOICE' PREVIOUS BiLLINg TO DATE: THIS iNVOICE: PAYMENTS TO DATE' TOTAL DUE dOB TO DATE' · O0 8200. O0 8200. O0 8200. O0 8200. O0 I !/2% INTEREST PER MONTH CHARGED ON PAST DUE ACCOUNTS. CUSTOMER ORIGINAL CITY COUNCIL LETTER Meeting of: 12/23/96 AGENDA SECTION: C 0 N S ElqT ORIGINATING DEPARTMENT: CITY MANAGER q P UBL WO S j; ITEM: APPROVE CONTRACT FOR DRIVEWAY BY: M. Winson BY: NO. DE-ICING CABLES AT JPM DATE: 12/17/96 DATE: On December 2, 1996, the City Council amended the 1996 Murzyn Hall Fund #411 Capital Improvement Budget and authorize staff to seek quotes for the installation of de-icing cables at Murzyn Hall. The de-icing cables are needed due to the ice build up that occurs at the Hall. Request for quotations were sent to several firms. Two quotes were received: Southside Electric $ 3,970.00 Aid Electric $ 4,872.00 Staff recommends award to Southside Electric. RECOMMENDED MOTION: Move to award the contract to Southside Electric, based upon their Iow qualified quote, for installation of de-icing cables for $3,970.00 with funding to come from Fund 411; and, furthermore, to authorize the Mayor and City Manager to enter into an agreement for the same. MAW:jb 96-650 COUNCIL ACTION: 9201 East Bloomington FWY Suite H Bloomington, MN 55420 Ph (612) 888-5500 FAX (612) 888-1415 Fax 572-0230 572-O66O ELECTRICAL WIRING PROPOSAL November 21, 1990 2409'1 Date No. CENTRAL ROOFING CO. Customer ,A,~,q; De,~nic 4550 NE Main Street Address ,,~ Location Fridley, MN 55421 · John .~. M,_,~en He!! 530 Mill Street NE/Columbia Heights of Job SPECIFICATIONS OF JOB Furnish and install 2- 150 foot and 2- 110 foot lengths of de-icing cable. Feed at 2- locations 1 - at front and 1 - at rear of building on 2- separate 20 amp circuits. PERMIT INCLUDED OPTION E-l' Deduct $650.00 for installation of de-icing cables by central roofing. OPTION E-1 FOR A DEDUCTION: -$650.00 OPTION E-1 SIGNATURE: 5 YEAR GUARANTEE ON WORKMANSHIP PARTS GUARANTEE TO MANUFACTURERS WARRANTY, MINIMUM OF t YEAR. We hereby offer to~la~(~.d~¢.~ll~ ~L~ ~:~e above described e]ectrica~,~~ i~.~l~ ~~anner. & SEVENTY 3 9 ? 0 · 0 0 for the sum of .Dollars ($ .) or on a time and matedaJ basis, if no sum is indicated payment for work completed on a monthly basis; with payment in full upon completion. This proposal may be withdrawn by us if not accepted within 30 days from above date. ~ ~LECTRIC, INC. Mike Pfiffner, Vice President ACCEPTANCE: The above proposal and terms of payment are hereby accepted and you are authorized to do the work as specified. DATE SIGNED CUSTOMER SIGNATURE "You, the buyer, may cancel this purchase at any time prior to midnight of the third business day after the date of this purchase. See notice of cancellation form for an explanation of this right on back." PAGE OF PAGE Aid Electric Service, Inc. 7iOi HiQhway 65 NE Fridley, Minnesota 55432-3302 (612) 571-7267 Fax (612) 571-4735 December 4, 1996 City of Columbia Height~ 637 - 38th Avenue Columbia Heights, MN 5542% ATTN: Mark Re: De-Icing for Murzyn Hall Furnish and install labor and material to do the work, 520 total feet of COMMERCIAL TYPE de-icinQ cable 2.) front entranc~ and rear entrance gutters only Provide 120 volt power to cables 4.)Ground fault protection for all de-ictn~ circuits 5.)Permit included NOTE: No work to be done unless al! ice is removed from roof prior to any installations Do the above work for the sum of $4872.00. Commercial controller add A.) The benefit of a commercial controlt®r is less electrical consumption and added life to cables. B.) It seems to me you may be short on cable You need to run down each downspout as well. Any questions, please call. Sincerely, Brian Kovar Estimator 8K/~k 12:/20/96 08:22:35 Check. History F:'UND F;:IEC.;AF:': F:'UND 10I 201 203 204 205 212 213 225 235 240 250 401 402 412 431 601 602 603 609 652 70 :t. 7 .1.0 720 880 88 i 884 885 887 TOTAL D E S C R I F' T I O I',1 GIEN['iJ:~:AL COMMUI't.'t[TY DIEVEL..OF'MIENT I::'L.IhtD PARt<V I E],g VI L..LA ECOt'.IOM IC DIEVI'!L.C~F:'I~IE]'-IT AUTH StE C"t" I O1'I STA'T'E A I D MA I I'-I]"I.EIqANCE F'ARI<VIF. i],d VII...L..A SOL.ITH CABL..E TEL.EV t S I C)N RENTAl... I.-!OUS L. I ;P.R A F:,' Y CC)L. t"IGH'T,~i; AF"TER ,c.;CHOC)t... CAF"I TAI... IMF:'ROVEMENTS ,STA]"IE A I CAF:'ITAI... ][I~JI:'-(3EI,t GOVT, BL.DG CAI-':' I TAI... I t~IF'F;,'OVtEMENT F'AR KS CAF:' I T'AL .'[ MF'F~:C)VE]:iIEIqT - F:'Z R CAF:' IEQL.I WATtEF:,' U T I L ;1: TY ,(i;['i;W~.i]R UT I L. I TY RIEF:'USE F:'UhlD L.. t · ':J~li]]WE]":.: (.-:..C)I',I~i;TF:~I...ICT I (.'].1'4 f::'I. JI',ID CE]',I'TF~AL.. IEI'IE:FkGY I'd A t'-I A G lii]"'l E N T I)ATA t::'ROCE?..~,S ;I; I,I(3 F-'E]~MIT ,SURCHAR(3E: CC)hITt:::I BL;TtE:D F'F;:EhJtECTS-F:t.iC'. C CtI-,I T I-i' Z )B LYf'Ii~; D F:' F;~ O..')'IE C T '.:.3 - C; LE N I t',J,E:t.JR AN C ESCI:;~OW ]: NVE,C.;TMENT TI:;:LIST F'I...E:X ]E{IENtEF'];T ]"RUST I:'UND F'OLICE/F:'IRE COI',IT RESE:t'i'VE ALI_ F'Uf,IDS t) I ,c.; B U R S IL' M ¢.i: N T S 57 ,., 480.30 2 :, 490 ,, 79 · 1. 8,506 .. 69 8,693 ,. 68 103.63 499 ,, 87 9 :, 428 ,, 45 I :, 596.80 627.68 6,226,,20 :L :, 403 .. 38 9,794 ,, .1.3 65:L ,, 35 664 ,. 59 64,842,, 22 :L .'.".;2 ,. 60 :L 1 :, 799 ,, 40 93 :, 856 ,. 74 946 ,, 07 97,22.2 ,, 347 :, 033 ,. 39 46.,75 14 :, 684., 59 7 :, 48 .1. ,, 96 :[43.58 267 ,, 77 138., 0 65., 54 12 .., 746 ,. 00 445, .1. :I. 5 .. 6 .1. I , 757,830,, 83 7,893 ,, :LO 675 ,, 70 2,98:1. , 089 ,. 75 BA!',I t< I'.'~ A N 1< B A 1'1K RIECAI::': Cf. IE:C K I t'-t(:.:i ACCOUI'4T i) I S B U Ix: S E:ME !',t T S 2,98:1. ,089.75 BRC FZI'4AFICIAI... SYSTIEM .1.2/20/96 08:2 Check .1.2/23/96 COLJNCZL_ LIST CITY OF:' COI...UHBIA HEIGHTS GI...5401"',~-V05.00 PAGIE I B Alq 1< VIEI~i][) O17 (.';, I--I Ii.-': (.'; t<: I',ILJl;1B E:t7 Ah'tOUNT BANK CHIECI(:I:NG ACCOUI',IT I"IOR:THEi:AS'I" STATE: BANI<: AAF'~F' A'T' & T BEI...I...[-~OY BAF,~ SUF'F'I..Y BIEI_ L.I':':C)Y C:ORF'ORAT:I: ON CZTY W.'['DE WZN:Lr.)ow 8E:F,.:VT. CIE CONNE:Y SAF'"ETY F:'ROf)UCTS C(3 N T ]; I'-IE:hlTAI... TOUR,t:; COON F;~AF:' :I: DS F:'tF;.:E: IEAGI...tE W.I:t'.IEF. COMF:'At',fY IE V I-": F;.: G R E:tli: N F:' R CI H 0 T I 0 hl A L G R I:'"EH,~'3 T / WAI._ Tlii: F"OCU8 hltEWSF:'AF:'E:F;~8 Gl:;.'.:l: GGS-COOF'E:R & (3(3 G Lt I',t I) E F;,',~!.~ 0 N J :1: F:'F:'Y-JF~. F:'I:;.:O]!)UC; T8 JOHNS[:)N BRO,S,, L.:t:(~:~UOR CF.),, JOHI'-ISON F'AF'ER & ,~!;UF:'F'I...Y C L. t I',I D B r.i; F;.: G / 14 A T H E R :1:t',1 E: [..tJBIZ8 Ut',I[...T.M];TED ZIqC MAHL. BE;RG/F;,'OBYN & F;:OBE:R"f' M CCL AN A H AN/I...AL;I;,'E;I'-I ME:I') :1: CA CHO I CEi: M ]: Iq'f' E:R- Wli:-. T. SM AI',I MN TURF' & GROUND FOLJNDAT Iq S f" I:"AR]"S P Iii: T Ii!: R 80 Iq / [.. lEA N Iq I='E:TTY CASH .... GARY BF;.:AATIE I'"IETTY CASH - ,'.fUL. ZE D[EHME.' I:'I..IIL. L..'I:F:'S WII'4E: & I"'R .'1; OF,: W ;I:I',IE QUALITY W:I:NE: ,.&. ,.~F:'IRIT8 RADIO SHACK ,,.; & R BLJS]:N[:.':S8 t"IANAGE;MEI4 STAR 'f'R ]; TIELE:F:'HONr..i: ANSWIER.'I;FIG CE:NT U S WI.:.".ST COHMUNT. CAT.'I;OI',t8 W A R D / H A F;,'t... E:I,,IIE t:,l ]: Iq,t~ 0 I,.I/M A R K WOt'"d...D CL. AS,C.; W:I:I',IE: ZRO KA/WAYNE AI"tOt'iA COUNTY SOCIAL. SERV BI.ECK. E:F;~ C, OUNTY CHZ. L.D 8UF:'F' F :1: F4ST COMMUht:I: TY CF.:EDZ'T' LJ GREAT WEST LZF'E & ANNUI'f' HE;AL. TH F'AF;.:TNE:F,'S 62543 1,000.,,000,,00 62552 208.00 62553 1.1.4.67 62554 25:1. ,, 73 62555 7,008.09 62556 7.46 62557 3.1.0.76 62558 2:1.. 42 62559 .1.9.00 62560 220 ,, 92 6256.1. 2, .1..1.5.50 62562 3,68:[ ,, :L9 62563 .1. :, 064.20 62564 25,225.75 62565 9:,794. i3 62566 38 ,, 72 62567 8,606.54 62568 616 ,, :I. 8 62569 17 ,, 00 62570 9 ,, 65 6257.1. .1. O0 ,, 00 62572 25 ,, 00 62573 286 ,, 80 62574 .I., 772 ,, 88 62575 :[80 ,, 00 62576 653 ,, 92 62577 27:1. ,, 88 62578 8 ,, 00 62579 85 ,, 7.1. 62580 .1. 50 ,, 00 62581 9,049.97 62582 4,098 ,, 86 62583 3 :, 007, .1. 1 625,..-34 68 ,, 09 62585 .1..1.2 ,, 58 62586 20.44 62587 9.1.. 95 62588 .~ :, .1.60 ,, 86 62589 143,,74 62590 :[04 ,, 58 6259:t. 265 ,, 00 62592 8 ,, 00 62594 588.00 62595 32.25 62596 .1. :, 9.1.0 ,, 00 62597 4 :, 4.1.0 ,, 50 62598 13 :, 834 ,, 8.1. BRC FZI'~!ANCIAI... SY(~;TIEM ]L2/2~0/96 0~i.~: 2 Check Hi. story :1.;.7/23/96 COUNC, tL L.:IiST CZTY OF COL.LJMBIA t..ttiiiIGHTS GL. 540R-V05 ,, 00 PAGIE 2 BAN I'( VENDOF:,' CHECK NUMBIER AMOUNT BAN K CHIEC~I(:I~NC') ACCOUIqT IC,]~IA RIET]~R~ZME~NT TRUST 45 ZSANTZ COUNTY I:AM]~t...Y SIER M ]I;I'41qlESOTA I~IU'TUAL.. L.. ]: FIE MN STA'TE RETZRFZME]'~IT SYST IqOFYT'I-ItEA~BT STATIE BANI< IqORWEST BANI< - PAYROL. I.., A I::'IEITA I::'tERA - I)IEI:rI]NED CONTFkZBLJT I::'IEI:~A .... F:' ]: RtE RIZL. ]~ tTF t::'IEITA POL!CE REt...!EF' CONSO I::'LJBL. ZC MANAGIERS ASSOC]]A'T' ~'T'AT'tE CAF:'ITOL. CREDtT UNI UNZON 12].6 Uf"ItON 320 NOFCT'I-tlEAS'T' S'TATE BANK N(~]RTF'tEAST STATE BANt< AARF:' A:I::O EL.E~:CTR ]: C SE:RV:t:CIE ]:NC ~:f:R TOUCH CEi...L.UL.AF~ AMER:t:CAN L..:I:NEt"I SUF:'PL.Y CO AI'..I ]:)IE F~S C]N X KIEIqI~iiE T H R BE:L.t...BOY BAR ~UF'PL..Y BEI...I...BOY COR'.POiTAT ]: 01'.1 BIERGF:'OR~) TRUC~ :t:NG C(:)C~'"-CC]i...~ BOTTL.:[NG M ~: DWIE C[:]L.UMB:t:A FIE:I:GHTE~ CFI~MBER CONT:I:}'.IIEN'T'AL. TOURS :i:NC, DtEI...K:i~AFTD TOOL. CO,, D L J S T :E N ~ R :I: C l"t A F;'. D tEAGL..E: W:I:NtE COMPANY IEA~T GZDIE BE:VIERAGIE CO GANZER D:I:ST, INC,, GIENLJ:t:NIE I:'ARTSXNAF'A AUTO GI:~IGC~iS'"'COOPtEF~ ~: CO I-.IASS~N GAND & HIE :1: N T Z X E: U S tEB :t: U S H :1: GG ]: lqSXF'A TR ~ C :1: ~ I..tC)t-IENSTK::I: I',IS I !',lC J :1: NDtTA/P~TR ~ C :[ A ~[:]FtNSON BROS,, L..IGU[:)R CO,, J[:]l.-llq SOlq/'T'HOM~S M KUIETHEF~ D:I:ST, I...IEIEF: BROS, t...IEF'iMANN F:'~RMS MAR K V :1: :1: D :1: ST ,, 62599 6,729.94 62600 .1.63.44 6260 :L 2~.2,697 ,, 7 :L 62602 592 ,, 50 62603 939.00 62604 40 :~ 908 ,~ 82 62605 127,963 ,, 49 62606 ~73 :, :t. 88 ,, 50 62607 94.62 62608 389.53 62609 1,326.4t 626 .1. 0 60 ,, 00 626t I 1,620,,00 62612 80 ,, 00 62613 924.00 626:1. 4 500,000 ,, 00 62615 60 :, 830 ,, 83 626:I. 7 96 ,, 00 62618 639 ,, 94 626 .1. 9 82.18 62620 22 ,, 92 6£62.1. 80 ,, 55 62622 105.46 62623 4 ,, 7.1.9 ,, 06 62624 326 ,, 40 62625 ;.7 :, 304 ,, 36 6262.'2 2, :I. 42 ,, ©0 62628 :L ?. 5 =, 74 6~:76;.79 70 ,, 00 62.630 360 ,, :L 5 6263 ~. 73,80 :L ,, 34 62636 70 ,, 00 62637 ~. 4 :I.. 79 62638 8,855,,85 62639 70 ,, 00 6264 ~. 17 ,, 50 62644 336.57 62645 .1.39 ,, ~7]. 62646 32,293 ,, 95 BRC F'.'I[I~IANCIAL 8YS'['EM 12/20/96 08: 2 Check History .1.2/23/96 COUIqCZI... i...Z~-~T C.'I]TY 0t'-' (~OI...LJMB]]A I"IIE.'I:GHTS' CU...540R--V05.00 PAGE] 3 BAN K VENI)OF(: CHECK N LJ M B f.-".'.'l--~ AMOUNT BANK CHliECK][NG ACCOUI',I'¥ M C G tF.' E / FI .Z C H A F..'-: L lqlETRO CASH I~IEG]],~TI!ER 8YST MIDWEST BLJS]B',IIE~;8 PRODLJCT lq ]1] NNEGASCO M ll:I',INES;OTA DA I LY/THE] M ]~ Iq'TE]R---.WIZ ]] 8MAIq NIEI_ ~F~ ON/F:'A T F~ I 0 K NOI:(TH 8TAR ZCEE NC)RTHEERN AIR I::'AF(T8 F:'L.U8 {::'I~ETTY CASH - JANICE {"ICGI..{ F'E]TTY CASH - L. ZNDA F'{'.IIL.L. IF:'~; WINE] ~ ~F:'IRT8 F:'LUN{<E]TT ' ~, ZNC F'OL. AROZI) EXF'RES~ F'I:~ ]]Ol~ I::'ROE]X PHOTO 8Y~;TEM QLIAI...E/I~ANDAL.L l"l QLJAL.:[TY WINE: & 8F:' ]: t:( fIt T~ S C)RV AF¢ ]:/VAL.E:R ~;'TAN 'S DOOF;t S T'AR TI:(]: B U N E: UNIVE:RSITY OF' MtlqNESOTA WIE~;T F'I"IOTC] W:t:I',tE: COMF:'ANY/THtE IqORTHE:AST S'rATIZ BANK BIEL. LBOY BAR ~;UF:'F:'LY BELL. BOY COF(F:'OI:(AT:f:ON B E T T E N D 0 R F:' / J A M E: S BOIqESTE:EL/F'ALJL Cl..IR :[ 8TE:NSE:N/MAFtGARE:T COL.LOVA/CARMEL. O COL. UMB:I:A HEIGHT8 COI...UMBIA F'AI~K MIZD]:CAL DC)LINA F'OL.:[SH FOL. K DANCE IEAGI...E W]:NIE COMF'AIqY E M E R Y - F' R A T T GI('.AI:'i~ BEGII',IN]:IqG8 GRIGGS-..COOF:'ER & CO HIE R B E: R T / J 0 I--I N I-.iOHE:NSTE I1',18 INC 14.,t II::.YWI::.LL JOHNSON BROS. I...IQUOR CO,, J()l..ltqSOlq F:'AF:'EF~ & SUF'F:'I...Y C JOt..tNSON/GLADY~; KSR'T 8/~ TEVIEN K R A U ~; .... A N D E R S 0 N 62647 40.00 62648 :L 69 ,, 68 62649 138.65 62650 27.94 62651 13.1.. 52 62652 8 :, 103 ,, 48 62653 4.99 62654 5:'.'; ].. 60 62655 I :, 419.24 62656 21 ,, 64 62657 .'1.9.64 62658 252.00 62659 1 .,, 268.69 62660 63.91 62661 1 12 ,, 48 62662 2~9:L ,, 85 62663 207 ,, 33 62664 73.60 62665 5,205 ,, :1.2 62666 4 .,, 000.00 62667 54 ,, 62 62668 S2Z~ ,, 12 62669 129 ,, 00 62670 1.1. 7 ,, 45 6267:1. 829 ,, 50 62672 :1. 87 .,, 000 ,, 00 62674 423 ,, 12 62675 :l. 5,525 ,, 8:1. 62676 3:1. ,, 11 62677 33 ,, 54 62678 42.00 62679 1 .,, 568 ,, 00 62680 4,177.83 6268:1. :1. :, 259 ,, 18 62682 147.50 62683 587,, 82 62684 77.85 62685 1:1.6 ,, 95 62686 6 :, 021 ,, 49 62687 37 ,, 5;".~ 62688 6,19t.70 62689 :l. 6 .1. ,, 84 62690 .1. 1 , 496 ,, 62 6269.1. 5.1.9.43 62692 42.00 6269:t; 45.32 62694 8 :~ 988.75 BRC FINANC, IAL. SYSTEM 2/20/96 08: 2 C:hec k H,t story .1. 2/23/96 COUNC IH... CIT'Y OF' COLUMBIA GL540R-V05,00 PAGIE BAN K VEl,ti)OR E.'.HEC K NUMBER AI'qOUNT BAN K CHE:C' K I Iq(:') ACCOUN'I" L. I L. t... Y / [; Y N T t-'t I A MATH MASTIERS OF M!NNESOT MtNNEAF'OL. IE; F'INANCE DEF'T M I N T E:R.-.W E Z S M A N MI',I DEPT OF RE~VE:NUE: N S F' IqC]RTHL. AND E:L. ECTRIC SUF'PL. I::'AtJE;'f'IE; & SE]NS I::'E]::'E; ]:""COL. A-7 UP I::'E:T'TY CASH .... GAF(Y BRAA't"IE PIETTY CASH - JANICE MCGH I::'E:TTY CASH .... JUL, iE I l.l F CASH - KAREE:N MOIEI_L F:'H;[L.L. IF:'E~ WI;NE & E~PZRTS F:'R t E)R W :I; QUALITY WINE & SF'IRITE~ ST ANTHONY E;I::'ORTS BOOSTEE STAR 'T'RIBI. jIqIE W]:t...L. IAMS STtEIEt... & !"tARDWAF~ W:I:NIE COIqF'AtqY/'f'HIE W :t:t"tE MIEI:iCHAI".IT S WOI:ll...):) CI...ASS W]:!".IE: I'tE)RTHE:AE;T STATE: BANI< AI::'SCMIE AI',tO!<A C[:)UNTY E;OCIAI... SERV BE:Ct<E:F~ CC)UNTY CI4II...D E~UF'F' DCA INC. I) tEN T I C A RtE F:'];RST COI'IlfiLJN]ETY' CRE:I)];T U [;~RIEAT WE;EFT L. II::'fE & ANNUIT ]:CMA RE;T]:RIEME]"tT TRUST 45 ]; SAN'f' :I; COUIdTY ImAM II...Y SIER I't]:I'INE;SOTA MUTUAl... L. IF'IE MN STATE RIET]:RE:lfltENT SYST I,tORTHE:AEFY' STATE: BAI,tK NORWE:EFf' BANI< .... F'A YR'.Ot...I... F:'E;tTA F:'E;R A .... O E F I NIZ D C 0 N T F( ]: B U T I::'E:I~A - F';I: RE: RE:t... l EF' F:'IERA I...IFIE tlqSUFIAI'ICE F'E:RA F'OI...ICE; RE:L. IE;F' COI'ISO I::'RUDIEN'f' ]: Al... I... ];t::'tE l I',tSURAI'tC F;~MSt)E;t...I... SCH(]L.~RE~H];I::' FUI, I S'f'AI,IDAt;'.D It'ISLJRAI'ICIE COMF:'A EFt"AT'E7 CAF:' I TOt... CF~fEt)IT Ulqt Ulq :I701'1 49 UIqlTEI) WA'Y 62695 237.58 62696 580 ,, 00 62697 77,031.72 62698 2,703.90 62699 6,165.00 62700 50 ,, 28 62701 34 ,, 77 62702 274 ,, 20 62703 745.9! 62704 82 ,, 80 62705 39.83 62706 25,,63 62707 92.71 62708 7, ..]",; 42..1.0 227 62709 .1. , .. :. ' ,, 84 627.t. 0 2 :, 6:1.,.5 ,, t7 627.I. 1 960 ,, 00 627.1.2 39 ,, 42 627 :t. 3 27. :f. 3 627 :!. 4 227 ,, 97 62715 583.00 62-:7 :k 6 566 ,, 80 62717 t0,00'.'),, 00 627.1, 9 874 ,, 80 62720 588.00 6272 :t. 3;:; ,, 60 62722 2,282.94 62723 213 ,, .1. ,'.'~ 62724 I ;, 860., 00 62725 4 ;, 362 ,, 50 62726 6 .~ 729.94 62727 1.63.44 6272E.~ 580., 50 62729 939 ,, 00 62730 38,148.33 6273.1. .1. 1.7,782 ,, 23 62732 20,64I ,, t7 627;':;;':; 94.62 62734 389 ,, 5;'.'; 62735 286.00 62736 :l ;, :1.76.39 62737 633.35 62738 55,, 25 62739 42t ,, 78 62740 i ,620.00 6274.1. 609.00 62742 120.00 BRC FINANC]:AI... 8YSTE:I~ :L2/20/96 08: 2 Check I-.Ii s~:ory 2/2L~/96 C'OUIq[] :1:1... I... 18T CITY 0I::' COI...UMBIA Hli.:.IGHTS GI..5401'"~--'V05. O0 I::'AG[{ 5 BAN K VE]~II)OR CFIECK NUMBEi=( AMOUt'IT BAN I< (:;HEX:; I< It'-lC'; ACCOUIqT A 8:. M I:;.:O'T'[]T!I..I...II',IG, INE;.. A '/" & T COtqSUMIER I~"I:;,'ODL.ICT A T,'g.:'t" W I F;.: E L Iii: S 8 ABBOT' OI":'F"' I [;ii.": ,SY,-3T'E:MS ~BE]...MAN COMPANY/ THE: ACE: I"I~F~DW AI':.flE ACME: "I"YPEI,,,IF;,:I TEI:~ AD :[ AC;A-I"I~i: AL. ARM & LI.S. A :I: D E]...ECTF;~.I: C SERV I C,E .1: NC A I R TOL.ICH C;IEL. L..L.If...AF;.: A :1: RCO AI...L.. CITY (3L..AS8 CO AI...I... I:'" ]: F;.:L'":: TtF. ST AI"IIER I CAN A(BF:NCY I I'-IC AMli!]:;,' ICAN L..]:t'IE]q SUF:'F'I_Y CO AMI::']:;.'. I C.':AI"-i WA'T'IER WOF;.'.I'(S AIqOKA COUNTY ECOIqOMIC AI',IOKA COUNTY L..IBRAF,'Y At'-IOt<A COL.IIqTY F:'RC]F'E:F:.:TY RIE AI',IOKA HE]"IblE:F'II"I TL'".':CH COLL.. ARAMAR K ASHL..AND CHE]h'I.'[CAL.. CO }{'.'~ & F ]D]:S'T'F;.::[]3UT]:I"I(3 BAKE]:~: & 'T'AYL.OR BAKE]'-,: & TAYLOI'-'.: I.':ZNTtERTA]:Iq BARNA GL.IZY & STEF:'F:'E:N L.."t"D BIEF;.:I"IICK AND L..IF:'SON BLEST & F"L..AI"IAGAt"I B .T. F:'F'" ' 8 :~ .T. NC;. BOB 'S F:'ROI)UCE: RAI',ICH BOYE':F~ TRLJCK PARTS BF~:ODART ):'.'~ R W Il'lC; BUS:[NE:S8 RECORt)S C:ORF'. C~'1~[:;0 F'ARTS SE]:~VZCF:~ [;IEI"ITF;.:AL.. STORE8 CH EM 8LT. ARCH [.~ I T ]: ZENS L..EAGUE] C.T. TY L*.J.T. DI.T. LOCI<.SMIT'I"I]:I'~IG CL..~F;.:I< BOARDMAN CL..~RK FO[]DSEF~VICE ]:Ft[] CL. EAI',I 8WIEE:F' ]:t',IC [.~OCA-COL. A BO"I"TL. COL. LJhlB ]: A I"IGTS-F'R I DL..E:Y C;OMMliH~,'8 COND.T. T I OI"tLED WATli.": COMF:'ONE:N'¥ TIECI"JI"IOL. OGY I NC 62744 55.91 62745 47 ,, 82 62746 28 ,, 27 62747 :1. 14 ,, 61 62748 105.00 62749 175 ,, 8.'1. 62750 94 ,, 57 6275.~. 977,,62 62752 198 ,, 00 62752; 760.97 62754 3,188.27 62755 340 ,. 00 62756 19:1. ,, 70 62757 29.04 62758 12,746 ,, 00 62759 19:1. ,, 2.3 62760 146.50 6276:1. 8 .,, 335 ,, 00 62762 1 :, 965 ,, 37 62763 36 ,, 45 62764 80 ,, 00 62765 394 ,, 05 62766 345.06 62767 8 :, 319.53 62768 368 ,, 47 62769 25., 56 62770 744.80 62771 :t. :, 523 ,, 75 62772 675.70 6277~; 292 ,, 20 62774 20.50 62775 84.55 62776 9.71 62777 651 ,, 35 62778 248 ,, 85 62779 69 ,, 98 62780 277.42 6278:1. 296 ,, 68 62782 50.00 62783 :L 17 ,, 3Z; 62784 79.45 62785 17.~. ,, 94 62786 58.50 62787 225.75 62788 306 ,, 2:1. 62789 36 ,, 92 62790 83.27 BRC F:]]'IANC]~AI.. SYSTEM .1. 2/?.0/96 08: 2 Check. History .1.2/23/96 C'OUNC ZL L T. ST C]:TY OF C;OLUMB]:A HET. GHTS GL540R-'V05,, O0 F'AGE: 6 BAN t( VE:NI) OR CHECK NUMBER AMOUNT BAN K CHIii:C K ]:lq(.") ACCOUIqT COMF'RESE;A]:R & E:QU]:F'ME:NT COMF:'UTIEI'7 C T. TY CONT:I:NE:I'¥TAt... SAFE:TY EQU'1:F' CONTRACTOf~tS' DATA REF"OF~T COOK CO/(.~ P CRE:,E;T V ]: I.:iJW I..U'I"HIERA-N l.-{Ol'dE C.~ R Y S T E: E: L.. T R LJ C K E [..) U .]: P M E: FI'T CSC.: CRE:D ~) C HEY COMF'ANY DAI...CC) E:I',tT'E]'>J::'F;~ ]: SES Z NC:, D A N t< (:) E: M E: F;,' G E: N C': Y E Q L.! ]: F:'M lii:N Dtii:KO FAC'TC)F,~Y SIERV]:CE .l:lqC I}Ot',IAGHLIE: DOORS .1:NC DU AL.I_ SE:F;~V]:CE: C(]lqTF,:ACTO DUN & t'3RAI)STF,'E:ET COF;,'POF;,'A DUO CHE]~'t E]"tl...E:R & ASSOC::[ATE-'F'LJBL. ]: C Ii:] N D TH(] F:'F:/H A Fd:;.'. Y C F:'RAN KL.:I:I"I8 F:'F;tODLJCTE; F:R :[ IElq).')LY CHF_':VROt...E:T GE'.O GL. ASS MAE;TE:F;~E~ GL. ti.']NWC)OD G L. ]: D DEi: N C 0 M F:' A N Y /T H Iii: GOV ' T 'T'RA ]: t',t T. NG ,~E:RV ]: (:)ii.'] GOVE:RNME:N]" F:' ]:tqANC¥:.'i OFF:'I C GRE:ATET~ ANOKA CNTY,,HLIMAN GUT KAE:S/I.(ARE:N HAF~C'.OURT F.',F~ACE JOVANOV:[C HASSAN S-AND & GRAVE:L HE:AI...THSF:'AI',I TF;,'ANSF'ORTAT]:(.] ]:APMO M]:IqNE:SOTA CFIAF:'TE:F;t ]:I,tDUSTR.]:AI... DOOR C,'O T.I,tC ]:IqF'OFU~'tAT]:(:)FI REF:'E:RENCE: GR ]: N]"lii:FdqA T ]: OtqAl.. CRY,fi~TAL. HI: ZN]'E:RNAT:I:ONAL C~RYS'TAL l'qF' :[ F:'C F'R ]:TE:N CHE:VROI...E:T CO,, ~'.T H I...ARSOIq E]...E]CWtR:[C COMP JE:RRY ' E; E;]:GFIS ]:NC K MART K ]: D S T A M F:' E.", KOl') A K/IEASTMAN L..AGE:R(;:~U]:ST C:ORP.. L.E']E F: BROS. I...]:BRARY V ]:DE:O COMF:'ANY f...OCATC)F;t & MONITOR SA.I...E:8 t...t..F F LE.I~ 6279:1. 1 t 5 ,, 96 62792 :t. 59 ,, :t. 0 62793 88.75 62794 89 ,, 00 62795 38 ,, 76 62796 :1.0 :, 708 ,, 77 62797 85 ,, 67 62798 35.00 62799 .1. 03 ,, 99 62800 .1..,, 08C' ,, 00 62E?,0:I. .I. :, 839.20 62802 19.28 62803 364 ,, O0 .... '~^~ 1 :, .1. 8;:? ,, ~:. 62805 876 ,, 50 62806 334.94 62807 367 ,, 50 62808 .1. 37 ,, 26 62809 467 ,, 88 628 .1.0 53 ,, 23 628.1..1. 150 ,, 00 628.1.2 .1.3 ,, 54 628.1.3 .1., 5].7 ,, 92 62814 8.00 628.1. 5 22.00 628.1. 6 .t, 30 .1. ,, 49 628 .1. 7 536 ,, 00 628.1.8 I97 ,, 95 628.1.9 974 ,, 80 628;.70 254 ,, 00 6282 :L 25 ,, 00 6~.8~:.~:. .1. 22.18 62823 263 ,. 62 6282.4 1 i ,, 66 62825 89 ,, 95 62826 194 ,, 18 62827 10 ,, 47 62828 156 ,, 56 62829 640.00 62830 77,,23 6283 :L 46 ,, 50 62832 700 ,, 00 62833 547 ,, 04 62834 222 ,, 9 .I. 62835 ,11.70 ,, 57 62836 75 ,, 00 62. g37 49.80 BRC FII'IANCIAI_ 8YSTE;M 2/20/96 08: 2 C he ~- t-.'. H :L s'Lo ry J. 2/2~;/96 COtJI',tCIL I...IST' CITY (.11:." COt_.UMBIA I-.IIEIGHTS C-.~t_ 54 OF:,'---VO 5. O0 PAGE; 7 BAhl K VE]'-It) OR CF-IEC K NLJMBE]::,' AHOLJt'TI" BANI< L';HECI< ]:lq(].) ACCOUI'-IT L. UBE8 UNL. I h'l I"I"E]D I NC; M A 8Y,t~ COF:.:I-':'. ME]CA 8F'C)RT'E';WE~AR Mlii]DTOX 1..ABOF~ATOF~IE".S:, .T. NC ME]',[AF.:D8 C;ASHWAY L. UMBER-F I"IE]::CZ"F ]E.'~ADE~E: COHF:'AI'-IY MET'F;.:C) ARE]A MANAGEME]NT' A8 M E:'T'TLE]'~ E]...EZ;T'R I C'; M I DWAY I I"IDLJST'F~.Z Al.. SLIF:'PL..Y M I D W fii;8 T BI.J S ;I; N E S S I":'R 0 D LJ C T M I DI, dI:~LST' F:' I RFZ F'RO"I"E;C;T' 101'.t M I Nt"IE;AF'OI... Y. S EQU I F'I'IE]',IT CO MII',It',IE;AF'[]L. I8 OXYGEN [;0. M T. I'-INI!~;AF:'C)I....'E S ,SAW CO ,, M I NNFZGASCO M.'ENI'.iESOTA COACHES HI i"[Nli]LSC)T'A DE]::'AF:,"t"I"E'i]'-.F1" OF:' M I Nt'-tE;,c.';OT'A 8AF:'ET'Y COUNC I L. M ]:I'-IhlE:SCYl"A 8LJN F:'LIBL. ]: CAT':t: 0 M ;1; NI'-IIi~80'FA' S BOO 1<ST'C)F;.'.I'Z MN C':RII"IE: F:'RE:VE]"TI"ION ASSO FP'-I STAT'E TF;-:EAS ]3U];L.D]:t'-IG M[]OF;.'.E ME]DICAL_ CORP M'T' I D Z 8T'R .T. BLJ'I" ;[NG N 8 P NAT];OIqAI... ASSOC HOI..JS]~NG & lqE: GF:.:OUND8 MA II',ITlii]"tAt'-IC:Ei I'.[ E]..,J S NOF:,'T'H AME:R]:CAI'-I SAL. T' CE) I,IOI:;.:T'H STAR F'A]:NT & BCIDY IqOF~:T'I-IE]:::hl SANI T'AF:,'Y ,c. iL.tF:'F:'LY I',IOF;.:T'HWAY I...ANDSCAF'.T.I'-1[3 & OHL I I',t 8AI...E:8 OI..YMF'T.C I.::]_I!.::C,'1"t~.1:C CO F:'AM OIL II',I[: F'ARI< SUF'F'LY ]:htC F'AT'T'ON II',l.'O. I::'F;:ODUE;T8 F:'E:T'ELt'3WA'I"E]:;~ & F'E:T'I"Y CASH - REBECCA L. OA RAF:'.T.T F'RII'-IT:[NG -- F:'R]:DI...I~;Y F;,'li~G:t.'Ot',l TRLJC;K EC.~UIF:'ME:hI't" R IJ F:'F:'F;~ ]]D GI~>-- 0'0 H N 8 0 I"-I E]'.:)LJ I. F:' ,, 8 & ,S AF,'TS & C;RAFT8 SAI:;.:ATOGA CO. SCHI hIDL.E;F,' E]...E;VAT'Cq:;.'. COF.:P SCOTT/VEI~,'I,K]t'-I ,SI:'i]',ISII'.":L.E; L. AND LJSFZ COAL. IT' 62838 431.84 628:~9 ;'.;, 921 ,, 78 62840 682.80 62841 28 ,, 50 62842 406.00 6284E; 15 ,, 98 62844 15.50 62845 45.00 62846 83 ,, 39 62847 :1. :, 442 ,, 72 62848 175.00 62849 95 ,, 85 62850 29.97 6285:1. 24 ,, 00 62852 !3 :, 496.03 62853 480.00 62854 8 .,, .1. 51 ,, 00 62855 200 ,, O0 62856 201.60 62857 52 ,, 82 62858 2 ,, 50 62859 267 ,, 77 62860 138 ,, 08 6286.1. 9 ,, 75 62862 15 :, 392.84 62863 95 ,, 00 62864 107.9 :L 62865 :1. 19 ,, 00 62866 4 ,, 271.98 62867 72 ,, 96 62868 334.42 62869 100.00 62870 111.57 6287 :L 180.00 62872 235.52 6287:~ 3[3 ,, 94 62874 6 ,, 5:1. 62875 750 ,, 00 62876 2.07 62877 120 ,, 88 62878 350.00 62879 8,699.40 62880 68.82 62881 42. :LO 62882 .~.1. 1.70 62883 159 ,, 75 62884 .t. 25.00 :t. 2/'20/96 08: 2 Check. Flistory :L 2/2:.'5/96 CX:)UNC ]: L. 1... :[ ST C:ETY OF:' COL.L.tMB]:A I--IIiE]:GH'T'S GL. 540R-V05,, 00 PAGE: 8 B A N 1< VEi: N D 0 R CFtI.:.:C K NLJMBER AMOUNT BAN K CI-.IECK:[I'tG ACCOUN]" F.;HARF' HE:AT]:N(:; &. AT.R C:OND 8:[(.~N LANGUAGF & GOI_DE:N A SM ]: TH M ]:CRO TECHlqOLOG:I: E8 8QUE:EGEE F:'R8 W ZNDOW CL.EA SF;~OGA 'S AUTOMOT]:VE S['i:F;.'.VI 8T CF;8:[X DES]:GIq8 STE:E!;L. TEECH IIqC~ I.~'¥'RE :[ Ct~IEF;~' (:lt..iN ' S :[ NC/DOIq E~UBLJF~I:/,AN L. AWN CENTEF;,' ]:NC SLJBLJFZBAFt T ]: RE: 8E]'%'V :[ [.':Iii: 8YST'EMS SLJF'F'L.Y ]:NC,, TARGE:T - F'F~ ]:DL. EY 'T'HOF;~' CONS'T'F~UCT ]: []t'q :I: NC 'TOWN & COLJ?qTRY OF:F:']:CI~E CL TW]:N C]:T]:E8 D]:CTAT]:OIq SE 'TW]:N C]:TY AC[)LJ~;'T':[CS ]:NC TW ]:t'.I C.T.'T'Y F:'HOTOCOF:'Y U S WE:ST COMMUt'q]:CAT]:ON.:fi~ UI',I ]: F(:)F;d~I8 TO YOU UN I F:'SRMS UI".tL ]:M:I:TE:D I NC U N ]: Viii:F: S l T Y f.] F: M ]: N N Iii: S 0 T A UN I k.,'E:RE;]:TY OF:' WI-EXT:F..NS']: V A N-0-L. ]: T'lii: W &. W (:;EEt'.IE:RAT[)F;: W W GF~tA]:NGE:R WAFk'N]:NG L.]:TE:E; OF:' M]:NN,, .t: WATEi:F;~ L']]',tV I ROl'UqEi:l'q]" F:'Ii~:I)E:RA WOODL.AK['i: SANi TARY SERV ]:(:.'.' Z.L I .GEl .l'~ :I: NC 62885 1,950. O0 62886 1 .1. 0 ,, 07 62887 277.50 62888 53 ,, 25 62889 58 ,, 00 62890 180 ,, 00 62891 205 ,, 00 62891~ 2 :, 7.1.4 ,, 05 62893 1 .::;4 ,, 90 62894 27 ,, 48 62895 2,270 ,, 08 62896 384 ,, 13 62897 72 ,, 09 62898 62,85:1. ,, 42 62899 3,040.58 62900 37 ,, 28 62901 t, 078.00 62902 895 ,, 00 62903 79. t .1. 62904 88 ,, 09 62905 2:L3 ,, 70 62906 :1.00 ,, 00 62907 590 ,, 00 62908 :1. 66 ,, 99 62909 18.1. ,, 74 629 t 0 97 ,, 08 629! :1. .1.79 ,, 50 629 ]. 2 82 ,, 00 62913 97,185,,32 62914 562 ,, .1.4 2 :, 981,089 ,, 75 APPROVED BY BUILDING OFFICIAL CIGARETTE SALES Superamerica Malik's Petroleum/Conoco Food-N-Fuel Emersons Automotive Best Market Hot Market City of CoI.Heights Liquor University Union 76 CONTRACTORS Arrow Sign Company *Asphalt Driveway Co. *A. Binder & Son, Inc. Bissonett Construction *Black & Veatch Const. *Bonfe's Plumbing Service *Braastad Landscape, Inc. *D J's Heating and Air Cond. *Dalbec Roofing *DelMar Furnace Exchange *Delson Plumbing, Inc. Egan Mechanical Cont. *Electric Light Sign Co. *Fireplace Showroom *Frattalone Excavating *Gilbert Mechanical Cont. *Golden Valley Heating & Air *S.M. Hedler Plumbing *Milton Johnson Roofing *Judson Enterprises/K-Designers Lakeland North Heating *Randy Lane & Sons Plumbing Lindman Plumbing *Mapte Grove Heating & *Master Gas Fitters *McPhillops Bros. Roofing *Nordquist Sign Company *Petroleum Maintenance Co. *Practical Systems Ron's Mechanical, Inc. *SOS Homecare Standard Heating and AIC *$uDedo~ Cnnttucto~s Superior Heating LICENSED AT 5000 Central Avenue 3955 University Avenue 4001 University Avenue 4457 University Avenue 490! University Avenue 5011 University Avenue 5225 University Avenue 5257 University Avenue 18807 Hwy. 65 N.E. 1211 E. Hwy. 36 222 Hardman Ave. N. 9100 W. Bloomington Frwy. 1750 Yankee Doodle Rd. 1310 8ibley Mem. Hwy. 15245 Hwy. 65 N.E. 6060 LaBeaux Ave. 548 Willow Drive 4080 - 83rd Avenue N. 1308 N.E. 42 112 Ave. 7100 Medicine Lake Rd. 926 Dale St. N. 225 County Road 81 3066 Spruce St. 4451 W. 76th St. 5182 W. Broadway 2519 N.E. 4th Street 525 Lowry Ave. N.E. 10650 Co. Rd. 81 16041 Kangaroo St. N.W. 1501 W. Broadway 12000- 53rd Ave. N. 401 County Rd. 81 2240 Shawnee Drive 2590 Centennial Dr. 312 W. Lake St. 3172 Spruce Street 14226 Norden Drive 12011 Old Brick Yd. Rd. 1819 Emerson Avenue S. 3825 Upton Ave. S. 6121 - 42nd Avenue N. 11519- 9th Avenue N.W. Page 2 FEES 30.00 30.00 30.00 3O.0O 30.00 30.00 30.00 30.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 TO CITY COUNCIL DECEMBER 23, 1996 *Signed Waiver Form Accompanied Application APPROVED BY POLICE DEPARTMENT 1997 BUSINESS LICENSE AGENDA OFF SALE BEER LICENSED AT *The Rapski Corporation *Heights Grocery, Inc. *Barbara J. Carroll *Holiday Station Stores *Rainbow Foods *Totem Superette *Tycoon Tavern *Superamerica, Inc. *Food-N-Fuel *Best Market *Hot Market 500 N.E. 40th Avenue Willow Drive 501 N.E. 40th Avenue 547 N.E. 40th Avenue 4259 Central Avenue 4300 Central Avenue 4635 Central Avenue 4952 Central Avenue 5000 Central Avenue 4001 University Avenue 4901 University Avenue 5011 University Avenue FEES 8100.00 100.00 IO0.O0 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 POLICE DEPARTMENT ON SALE BEER *The Rapski Corporation *Barbara J. Carroll *1st Wok of Columbia Heights *Jang Won Restaurant *Tycoon Tavern 500 N.E. 40th Avenue 547 N.E. 40th Avenue 4757 Central Avenue 4920 Central Avenue 4952 Central Avenue 8350.00 350.00 350.00 350.00 350.00 SAFETY AND HEALTH CIGARETTE SALES CoI.Heights Liquor Dept. The Rapski Corporation Heights Grocery Conoco Express Serv. Center B & K Music Don Hanson Sales Stroncek Drug Paddle and Pool, Inc. Holiday Station Stores Rainbow Foods City of Columbia Heights Liquor Walgreen Company Totem Superette Mendota Valley Amusement, Inc. Tycoon Tavern 2241 N.E. 37th Avenue 500 N.E. 40th Avenue 501 N.E. 40th Avenue 3701 Central Avenue 3919 Central Avenue 4005 Central Avenue 4027 Central Avenue 4040 Central Avenue 4259 Central Avenue 4300 Central Avenue 4340 Central Avenue 4350 Central Avenue 4635 Central Avenue 4811 Central Avenue 4952 Central Avenue Request Fee Wa~ 30.00 30.00 30.00 30.00 30.00 30.00 30.00 30.00 30.00 Request Fee Waled 30.00 30.00 30.00 30.00 Page 3 APPROVED BY CONTRACTORS LICENSED AT FEES *Topline Advertising Tschida Bros. Plumbing *Greg Wills Exteriors Yale, Inc. 1471 - 92nd Lane 1036 Front Avenue 4246 Royce St. N.E. 9649 Girard Ave. S. 40.00 40.00 40.00 40.00 COURTESY BENCHES PUBLIC WORKS DEPT. *U.S. Bench Corporation 23 various locations in City GAMES OF SKILL POLICE DEPARTMENT *American Amusement Arcades *The Rapski Corporation Paul Helm *B & K Music *Don Hanson Sales *Paddle & Pool *Metro Coin Company *Pinball Plus *Mendota Valley Amusement *Metro Coin Company *Mendota Valley Amusement *Jubilee Music Company *B & K Music 2101 N.E. 37th Place 500 N.E. 40th Avenue 547 N.E. 40th Avenue 3919 Central Avenue 4005 Cenrtal Avenue 4040 Central Avenue 4300 Central Avenue 4315 Central Avenue 4446 Central Avenue 4747 Central Avenue 4811 Central Avenue 4952 Central Avenue 5160 Central Avenue 10~00 50.00 3~00 30E~O0 140ELO0 5O.00 50.00 50.00 5O.00 30~00 20~00 100.00 CHRISTMAS TREE SALES LOT FIRE/POLICE DEPT. *TEAMS/Explorer Post #2600 4300 Central Avenue 50.00 COMMERCIAL GARBAGE/RUBBISH HAULERS SAFETY AND HEALTH *Johnson Sanitation *Hilger Transfer, Inc. *United Waste Systems of Mn. *Waiter's Rubbish *Waste Management - Blaine *Woodlake Sanitary Service 125 Bunker Lake Blvd. 8550 Zachary Ln. 95 W. Ivy Avenue P.O. Box 67, Circle Pines 10050 Naples St. N.E. 8661 Rendova Street 50.00 50.00 50.00 50.00 50.00 50.00 APPROVED BY BUILDING OFFICIAL CIGARETTE SALES Superamerica Ma{ik's Petroleum/Conoco Food-N-Fuel Emersons Automotive Best Market Hot Market City of Cci. Heights Liquor University Union 76 CONTRACTORS Arrow Sign Company *Asphalt Driveway Co. *A. Binder & Son, Inc. Bissonett Construction *Black & Veatch Const. *Bonfe's Plumbing Service *Braastad Landscape, Inc. *D J's Heating and Air Cond. *Dalbec Roofing *DelMar Furnace Exchange *Delson Plumbing, Inc. Egan Mechanical Cont. *Electric Light Sign Co. *Fireplace Showroom *Frattalone Excavating *Gilbert Mechanical Cont. *Golden Valley Heating & Air *S.M. Hedler Plumbing *Milton Johnson Roofing *Judson Enterprises/K-Designers Lakeland North Heating *Randy Lane & Sons Plumbing Lindman Plumbing *Maple Grove Heating & A/C *Master Gas Fitters *McPhillops Bros. Roofing *Nordquist Sign Company *Petroleum Maintenance Co. *Practical Systems Ron's Mechanical, Inc. *SOS Homecare Standard Heating and A/C *Superior Contractors Superior Heating LICENSED AT 5000 Central Avenue 3955 University Avenue 4001 University Avenue 4457 University Avenue 4901 University Avenue 5011 University Avenue 5225 University Avenue 5257 University Avenue 18607 Hwy. 65 N.E. 1211 E. Hwy. 36 222 Hardman Ave. N. 9100 W. Bloomington Frwy. 1750 Yankee Doodle Rd. 1310 Sibley Mem. Hwy. 15245 Hwy. 65 N.E. 6060 LaBeaux Ave. 548 Willow Drive 4080 - 83rd Avenue N. 1308 N.E. 42 1/2 Ave. 7100 Medicine Lake Rd. 926 Dale St. N. 225 County Road 81 3066 Spruce St. 4451 W. 76th St. 5182 W. Broadway 2519 N.E. 4th Street 525 Lowry Ave. N.E. 10650 Co. Rd. 81 16041 Kangaroo St. N.W. 1501 W. Broadway 12000 - 53rd Ave. N. 401 County Rd. 81 2240 Shawnee Drive 2590 Centennial Dr. 312 W. Lake St. 3172 Spruce Street 14226 Norden Drive 12011 Old Brick Yd. Rd. 1819 Emerson Avenue S. 3825 Upton Ave. S. 6121 - 42nd Avenue N. 11519.9th Avenue N.W. Page 2 FEES 30.00 30.00 30.00 30.00 30.00 30.00 30.00 30.00 40.00 40.O0 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 40.00 4O. OO 40.00 TO CITY COUNCIL DECEMBER 23, 1996 *Si~ed Waiver Form Accompanied Application 1997 BUSINESS LICENSE AGENDA APPROVED BY OFF SALE BEER LICENSED AT FEES POLICE DEPARTMENT *The Rapski Corporation *Heights Grocery, Inc. *Barbara J. Carroll *Holiday Station Stores *Rainbow Foods *Totem Superette *Tycoon Tavern *Superamerica, Inc. *Food-N-Fuel *Best Market *Hot Market 500 N.E. 40th Avenue Willow Drive 501 N.E. 40th Avenue 547 N.E. 40th Avenue 4259 Central Avenue 4300 Central Avenue 4635 Central Avenue 4952 Central Avenue 5000 Central Avenue 4001 University Avenue 490! University Avenue 5011 University Avenue 8100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 ON SALE BEER POLICE DEPARTMENT *The Rapski Corporation *Barbara J. Carroll *1st Wok of Columbia Heights *Jang Won Restaurant *Tycoon Tavern 500 N.E. 40th Avenue 547 N.E. 40th Avenue 4757 Central Avenue 4920 Central Avenue 4952 Central Avenue 8350.00 350.00 350.00 350.00 350.00 CIGARETTE SALES SAFETY AND HEALTH Cci. Heights Liquor Dept. The Rapski Corporation Heights Grocery Conoco Express Serv. Center B & K Music Don Hanson Sales Stroncek Drug Paddle and Pool, Inc. Holiday Station Stores Rainbow Foods City of Columbia Heights Liquor Walgreen Company Totem Superette ~endot~ ~lte¥ Amusement, Inc. Tycoon Tavern 2241 N.E. 37th Avenue 500 N.E. 40th Avenue 501 N.E. 40th Avenue 3701 Central Avenue 3919 Central Avenue 4005 Central Avenue 4027 Central Avenue 4040 Central Avenue 4259 Central Avenue 4300 Central Avenue 4340 Central Avenue 4350 Central Avenue 4635 Central Avenue 4611 Central Avenue 4952 Central Avenue Request Fee Request Fee Wa~ed 30.00 30.00 30.00 30.00 30.00 30.00 30.00 30.00 30.00 Waived 30.00 30.00 30.00 30.00 Page 3 APPROVED BY CONTRACTORS *Topline Advertising Tschida Bros. Plumbing *Greg Wills Exteriors Yale, Inc. LICENSED AT 1471 - 92nd Lane 1036 Front Avenue 4246 Royce St. N.E. 9649 Girard Ave. S. FEES PUBLIC WORKS DEPT. COURTESY BENCHES *U.S. Bench Corporation 23 various locations in City POLICE DEPARTMENT GAMES OF SKILL *American Amusement Arcades *The Rapski Corporation Paul Helm *B & K Music *Don Hanson Sales *Paddle & Pool *Metro Coin Company *Pinball Plus *Mendota Valley Amusement *Metro Coin Company *Mendota Valley Amusement *Jubilee Music Company *B & K Music 2101 N.E. 37th Place 500 N.E. 40th Avenue 547 N.E. 40th Avenue 3919 Central Avenue 4005 Cenrtal Avenue 4040 Central Avenue 4300 Central Avenue 4315 Central Avenue ,!,~,~,6 Central Avenue 4747 Central Avenue 4811 Central Avenue 4952 Central Avenue 5160 Central Avenue FIRE/POLICE DEPT. CHRISTMAS TREE SALES LOT *TEAMS/Explorer Post//2600 4300 Central Avenue SAFETY AND HEALTH COMMERCIAL GARBAGE/RUBBISH HAULERS *Johnson Sanitation *Hilger Transfer, Inc. *United Waste Systems of Mn. *Waiter's Rubbish *Waste Management - Blaine *Woodlake Sanitary Service 125 Bunker Lake Blvd. 8550 Zachary Ln. 95 W. Ivy Avenue P.O. Box 67, Circle Pines 10050 Naples St. N.E. 8661 Rendova Street Page 4 APPROVED BY FIRE DEPARTMENT GASOLINE SALES *Pauls Pro Service *Conoco Express Service Ctr. *Conoco Express Service Ctr. * Holiday Station Stores *Superamerica *Malik's Petroleum *Food-N-Fuel *Emersons Automotive *University Union 76 LICENSED AT 573 N.E. 40th Avenue 3701 Central Avenue 3701 Central Avenue 4259 Central Avenue 5000 Central Avenue 3955 University Avenue 4001 University Avenue 4457 University Avenue 5257 University Avenue 1 L.P. FEES POLICE DEPT. TEMP.ON SALE CLUB LIQUOR *Immaculate Conception Church 4030 Jackson St. on Feb. 7&8, 1997 POLICE DEPT., FIRE, BLDG. INSP. CLUB ON SALE LIQUOR SALES *Columbia Heights Lions Club *Col. Heights V.F.W. Post 230 530 Mill Street Central Avenue POLICE, FIRE, BUILDING DEPT. ON SALE LIQUOR SALES *Mady's Bowling Center *BW-3 Bar & Grill *LaCasita Restaurant 3919 Central Avenue 4811 Central Avenue 5085 Central Avenue 6~0(100 6~0~00 POLICE, FIRE, BUILDING DEPT. ON SALE LIMITED LIQUOR SALES *Mr. Steak of Columbia Heights 4545 Central Avenue APPROVED BY POLICE, FIRE, BUILDING DEPTS. POLICE, FIRE, BUILDING DEPT. POLICE DEPARTMENT POLICE DEPARTMENT POLICE DEPARTMENT POLICE DEPARTMENT ON SALE SUNDAY LIQUOR SALES *Columbia Heights Lions Club *Columbia Heights V.F.W. Post 230 *Mady's Bowling Center *BW-3 Bar & Grill *LaCasita Restaurant *Mr. Steak of Columbia Heights ON SALE WINE SALES *Jang Won Restaurant MASSAGE THERAPY BUSINESS *Integrated Therapy Center MASSAGE THERAPIST *Lynette Linder MOTOR VEHICLE SALES *First Community Credit Union PET SHOPS *Tropical Concepts *Exotic Aquatics POOL/BILLIARD HALL *Paddle and Pool, Inc. LICENSED AT 530 Mill Street ,!,!.,!.6 Central Avenue 3919 Central Avenue 4811 Central Avenue 5085 Central Avenue 4545 Central Avenue 4920 Central Avenue 3989 Central Avenue 3989 Central Avenue 843 N.E. 40th Avenue 4056 Central Avenue 4923 Central Avenue Pa~e 5 FEES Request 200.00 200.00 200.00 200.00 5~00 50.00 POLICE DEPARTMENT 4040 Central Avenue ~ IOOEO Page 6 APPROVED BY POLICE, FIRE, BUILDING DEPTS. SECONDHAND MERCHANTS *Hospitality & Commercial Installers *Unique Thrift Store *Budget Computer *Salvation Army ARC *TVI, Inc./Savers LICENSED AT 4030 Central Avenue 2201 N.E. 37th Avenue 4024 Central Avenue 3929 Central Avenue 4849 Central Avenue FEES 50.00 50.00 50.00 50.00 50.00 POLICE DEPARTMENT TAXICAB DRIVERS *Jerome George Emond *Ronald Charles McManus *Paul Morris Teague *Douglas Ray Mehrkens *George Howard Hoskins *Michael Dennis Mealey *Claudia Judy Green *Vadim Anatoly-Yevich Chapchay *Burnell Edward Beermann 330 Monroe St. N.E. 110 - 63 1/2 Way 115 - 2nd Avenue S. 837 N.E. 47th Avenue 2404 Sheridan Ave. N. 2404 Sheridan Ave. N. 8816 Austin St. N.E. 3728 Foss Road 1250 Virginia St. N. POLICE DEPARTMENT TAXICAB VEHICLES *Mealey and Associates, Inc. *North Suburban Services, L.L.C. *Suburban Taxi Corporation 2404 Sheridan Ave. N. 7955 Riverdale Drive 3315 N. 2nd Street 1 vehicle 1 vehicle 15 vehicles 75JZ) PUBLIC WORKS DIRECTOR TREE REMOVAL,TRIMMING & TREATMENT *Aaspen Tree Service *Arbor/Design Tree Service *Reliable Tree Service 970 Wayzata Blvd. W. P.O. Box 290298 6600 Brookview Dr. ZONING ADMINISTRATOR TRUCK/TRAILER RENTALS *White Rental 3901 Central Avenue license.ag Page 4 APPROVED BY FIRE DEPARTMENT GASOLINE SALES *Pauls Pro Service *Conoco Express Service Ctr. *Conoco Express Service Ctr. * Holiday Station Stores *Superamerica *Malik's Petroleum *Food-N-Fuel *Emersons Automotive *University Union 76 LICENSED AT 573 N.E. 40th Avenue 3701 Central Avenue 3701 Central Avenue 4259 Central Avenue 5000 Central Avenue 3955 University Avenue 4001 University Avenue 4457 University Avenue 5257 University Avenue 1 L.P. FEES POLICE DEPT. TEMP.ON SALE CLUB LIQUOR *Immaculate Conception Church 4030 Jackson St. on Feb. 7&8, 1997 POLICE DEPT., FIRE,BLDG. INSP. CLUB ON SALE LIQUOR SALES *Columbia Heights Lions Club *Col. Heights V.F.W. Post 230 530 Mill Street 4446 Central Avenue POLICE, FIRE, BUILDING DEPT. ON SALE LIQUOR SALES *Mady's Bowling Center *BW-3 Bar & Grill *LaCasita Restaurant 3919 Central Avenue 4811 Central Avenue 5085 Central Avenue ~6,3moo 6,3oo. oo 6,3oo.oo POLICE, FIRE, BUILDING DEPT. ON SALE LIMITED LIQUOR SALES Steak of Columbia Heights 4545 Central Avenue ~5,z~O, OO APPROVED BY POLICE, FIRE, BUILDING DEPTS. POLICE, FIRE, BUILDING DEPT. POLICE DEPARTMENT POLICE DEPARTMENT POLICE DEPARTMENT POLICE DEPARTMENT ON SALE SUNDAY LIQUOR SALES *Columbia Heights Lions Club *Columbia Heights V.F.W. Post 230 *Mady's Bowling Center *BW-3 Bar & Grill *LaCasita Restaurant *Mr. Steak of Columbia Heights ON SALE WINE SALES *Jang Won Restaurant MASSAGE THERAPY BUSINESS *Integrated Therapy Center MASSAGE THERAPIST *Lynette Linder MOTOR VEHICLE SALES *First Community Credit Union PET SHOPS *Tropical Concepts *Exotic Aquatics POOL/BILLIARD HALL LICENSED AT 530 Mill Street 4446 Central Avenue 3919 Central Avenue 4811 Central Avenue 5085 Central Avenue 4545 Central Avenue 4920 Central Avenue 3989 Central Avenue 3989 Central Avenue 843 N.E. 40th Avenue 4056 Central Avenue 4923 Central Avenue .Page 5 FEES Request 200.00 200.00 200.00 200.00 ~; IOOZO 50.O0 50.00 POLICE DEPARTMENT *Paddle and Pool, Inc. 4040 Central Avenue ~ 11][1]0 Page 6 APPROVED BY SECONDHAND MERCHANTS LICENSED AT FEES POLICE, FIRE, BUILDING DEPTS, *Hospitality & Commercial Installers *Unique Thrift Store *Budget Computer *Salvation Army ARC *TVI, Inc./Savers 4030 Central Avenue 2201 N.E. 37th Avenue 4024 Central Avenue 3929 Central Avenue 4849 Central Avenue 50.00 50.00 50.00 50.00 50.00 TAXICAB DRIVERS POLICE DEPARTMENT *Jerome George Emond *Ronald Charles McManus *Paul Morris Teague *Douglas Ray Mehrkens *George Howard Hoskins *Michael Dennis Mealey *Claudia Judy Green *Vadim Anatoly-Yevich Chapchay *Burnell Edward Beermann 330 Monroe St. N.E. 110-63 1/2Way 115 - 2nd Avenue S. 837 N.E. 47th Avenue 2404 Sheridan Ave. N. 2404 Sheridan Ave. N. 8816 Austin St. N.E. 3728 Foss Road 1250 Virginia St. N. TAXICAB VEHICLES POLICE DEPARTMENT *Mealey and Associates, Inc. *North Suburban Services, L.L.C. *Suburban Taxi Corporation 2404 Sheridan Ave. N. 7955 Riverdale Drive 3315 N. 2nd Street 1 vehicle 1 vehicle 15 vehicles l,l:TYn TREE REMOVAL,TRIMMING & TREATMENT PUBLIC WORKS DIRECTOR *Aaspen Tree Service *Arbor/Design Tree Service *Reliable Tree Service 970 Wayzata Blvd. W. P.O. Box 290298 6600 Brookview Dr. TRUCK/TRAILER RENTALS ZONING ADMINISTRATOR *White Rental 3901 Central Avenue 51100 license.ag ? MBIA HEIGHTS LIONS CLUB .:ii:~ "'--.. "iii'iJi i?~'"~:~:7[~ii ~::" ' :" '":' ' :'"':' "~'""':" COLLrMBIA HEiGHTs, MN 55421 !i;~::.!!ii :iiiJiiii:: "::::: '::;i::iiiiiiii::iii:j:i:i::':i:!:!:~:i:i:!:i:~:i::'::':.::!:~:!:i:i:i:iiiii~i8 ~"'ii;ii:.i~.y.7~:~' a n d C ± t y ~c6unc i z, ' : '::ii!:;!!?::.:iiilJ!]j~ii'?[[:~i'?i¥';i?iii:ii:i~J!.~'~.'~:~'~t a waiver Of the: liquor tiscense fees for the ..... :'::!i:i::.:i!:i::':"':" We requeS~ th~s as we are a non-proffit organization that gives to the community special projects and to the citizens of Col. Hghts. Thank you very much for your consideration of this request. President Sean Cterkin, ,-, We Serve :: :?i kUMBIA HEIGHTS LIONS CLUB , .!~.fiilj!!i~a'i'~!~'~ii!~:ii~. COLU1VIBIA HEIG~S, M2q $~421 i:i:i:!:i:*:i:i:i:i:!:i:!:i:i:i:i:i:i:i:i:i:i:i:i. :'='' 2112~ : Nov, I 4, i 996 .',..-.'. ~.-.......,...-.'...,.'.-...-.......-. ..: .'...-.<<*>' .. .... .3' :i'5:!'i:~¢i:!:i::' 7:i:i:i:i:57i:i'i:? :r:-.:'.i.i¢ir !:2':':'-' -:--.-.i:. ::::::::::::::::::::::::::::: :::::::.::::::'::::: :::::::::::::::::::::::: .:' ....:-'- ..::::" ~ : ::i::i!!!!i!i!:!!::..:i:. ':!!i!iii!!!!!![!!!iiii!i!i! ::i:ii!!ii~i!iifi ::ii!i!~!ii~!i!ii!i!'? .!: :::::!~iiii:'"":::!::.....::i:" ? ~ ~ 7;::..:iii .!ii?' ":::...::iiiii!J!ii~!!:i:i:!:!:!:i:!:i:i:i:!:i:i:!:i:i:i:!:!:!:!:!:i:iii!i:~.bn.~i:!!)i~a.y:.~r and City CounciI, ~i!if~..~.~.:i~i~i!~;~:ii~i~i::~::..~.::.~;~?ii~i~i~:ii!~:~!~:~i~!~ii!:!~.~.~..:~.~.:.::iii~i:X~i:>.i:.;:~:!~? The Col. Hghts. LiOns Club woUld like to ..~1i::::.`..:::.~i[i!~:.:!:..:!:....i:..iii::..!!!:::~:.ii:..~....::i:Jii:.i.~.est a waiver of the liquor liscense fees for the ...:.::::!!~:!:i.i!!!!::::::::: : : We request this as we are a non-profit organization that gives to the community special projects and to the citizens of Col. Hghts. Thank you very much for your consideration of this request. President dean Clerkin, ~ We Serve ~ TO: COLUMBIA HEIGHTS CITY COUNCIL I respectively request that all application and license fees be waived by the Columbia Heights City Council, as this is a church sponsored, non-profit event to raise funds for the Immaculate Conception Music Ministry. Application is being made to Anoka County to obtain and fulfill the County licensing requirements. Thank you for your consideration. CITY COUNCIL LETTER Meeting of: December 23, 1996 AGENDA SECTION: ITEMS FOR CONSIDERATION ORIGINATING DEPT.: CITY MANAGER NO: ~ License Department APPROVAL Restaurant, 4005 Central Avenue N.E. DATE: December 12, 1996 NO: - - In December of 1995, the City Council reviewed the renewal of the On Sale Liquor License for the Boxseat Sports Bar and Grill at 4005 Central Avenue. Section 5.503(5) of the Intoxicating Liquor section of City Code requires that the applicant file with the City Clerk a statement prepared by a certified public accountant that shows the total gross sales and the total food sales of the restaurant for the twelve-month period immediately preceding the date for filing the renewal application forms. That statement, prepared by Paul Niesen, C.P.A., stated that the Boxseat's total sales for the period of November 1994 through October t995 were $449,600. Food sales represented $105,494 or 23.46% for this period. At the City Council meeting of December 18, 1995, the City Council reviewed this information and placed the Boxseat Restaurant on a probationary basis provided a quarterly statement, prepared by a certified public accountant, be submitted stating the amount of total sales versus the amount of food sales. The quarterly statements have been submitted and are attached to this document. The last statement submitted with the license renewal for 1997 states that total sales for the period January 1996 through October 1996 were $350,167.00. Pood sales represented $115,623.00 or 33.02% for this period. These figures are an increase over those of 1995. However, they still do not meet the 40% requirement of Section 5.503(1) of the City's liquor license requirements which states that at least 40% of the annual receipts of the establishment must result from the sale of food. Review of the renewal documents as well as backround checks on all parties were conducted by the Police Department. A memo from Thomas M. Johnson, Police Chief, states that the documentation appears to be in order and the backround checks came back clear. He finds no information that would prevent the issuance of the liquor license. I am submitting this information to the City Council without a recommendation with the hope that the City Attorney will advise regarding the approval of the 1997 license to sell liquor on sale at 4005 Central Avenue. COUNCIL ACTION: ccag1296.nol PAUL W. NEISEN, CPA RICHARD M. ROOT, CPA RAHN, NEISEN & ROOT, P.A. Certified Public Accountants 3659 160TH STREET EAST ROSEMOUNT, MINNESOTA 55068 (612) 437-3226 Fax 437-8400 VIA FAX AND U.S. MAIL April 22, 1996 Ms. Kathryn Pepin City of Columbia Heights 590 40th Avenue NE Columbia Heights, MN 55421-3878 Re: Stiles Sports Bars, Inc. Boxseat II 1996 License Renewal Dear Ms. Pepin: Per you request, I have compiled the sales figures required for our upcoming liquor license renewal. Total sales for the period January 1996 thru March 1996 were $102,784.00. Food sales represented $32,953.00 or 32.06% for this period. If you have any questions or require more detail please call. Sincerely, Paul Ne±sen, CPA PWN:sh 5'tiles $~c,%s Bars. Inc: Sales for period 1-96 to 3-96 Columbia Heights Food Liquor Januan/ $I0~370.94 $19,850.91 Februs.ry Si 0,985.36 522,863.8.4 March $I 1.596.44 S27,116.80 ,April SO. O0 Su..~O May SO.CO SO.CO June SO.O0 July SO.O0 SO.O0 August SO,O0 SC,CO September $0.00 S0.00 October SO.O0 SO O0 November SO.O0 $0.00 Deoernser ,,u. O0 SO.O0 To~al S32.952.74 S69,831.55 'Fotal Saies $30.221.85 S33,849.20 $38.713.24 SO.O0 SO.O0 $0.00 $0.00 SO.O0 SO.O0 $0,00 $0.00 SO.G0 S!02:784.29 Food as % of Saies: 32.06% Page 1 PAUL W. NEISEN, CPA RICHARD M. ROOT, CPA RAHN, NEISEN & ROOT, P.A. Certified Public Accountants 3659 160TH STREET EAST ROSEMOUNT, MINNESOTA 55068 (612) 437-3226 Fax 437-8400 VIA FAX AND U.S. MAIL July 12,1996 Ms. Kathryn ?epin City of Columbia Heights 590 40th Avenue NE Columbia Heights, MN 55421-3878 Re: Stiles Sports Bars, Inc. Boxseat II 1996 License Renewal Dear Ms. Pepin: Per your request, I have compiled the sales figures required for our upcoming liquor license renewal. Total sales for the period April 1996 thru June 1996 were $104,171.10. Food sales represented $38,039.44 or 36.52% for this period. If you have any questions or require more detail please call. Sincerely, Paul~ Neisen, CPA PWN:sh 87/22/1996 88:28 612~37B~00 ;~-~4 N1ETSEN & F~OOT PAGE 01 $104,171,10 PAUL W. NEISEN, CPA RICHARD M. ROOT, CPA RAHN, NEISEN & ROOT, P.A. Certified Public Accountants 3659 160TH STREET EAST ROSEMOUNT, MINNESOTA 55068 (612) 437-3226 Fax 437-8400 VIA FAX AND U.S. MAIL November 15, 1996 Ms. Kathryn Pepin City of Columbia Heights 590 40th Avenue NE Columbia Heights, MN 55421-3878 Re: Stiles Sports Bars, Inc. Boxseat II 1997 License Renewal Dear Ms. Pepin: Per your request, I have compiled the sales figures required for our upcoming liquor license renewal. Total sales for the period January 1996 thru October 1996 were $350,167.00. Food sales represented $115,623.00 or 33.02% for this period. If you have any questions or require more detail please call. Sincerely, ~Paul Neisen, CPA PWN:sh ~ '~ REG~ COUNCIL MEETING DECEMBER 18, 1995 PAGE 13 Authorization to Purchase Replacement for Unit ~117 Motion by' Peterson, second by Sturdevant to authorize the purchase of a 1996 Ford E250 3/4 ton cargo van from the Hennepin County Contract ~3579A-232 for $14,939 plus tax, funding from Fund 433-49449-5150, and furthermore, to authorize the Mayor and City Manager to enter into a contract for the same. Roll call: Ail ayes 5. Authorization tQ ~rchase ~eplacement for Unit ~206 Motion byJolly, second byPeterson to authorize the purchase of a 1996 Ford F250 3/4 ton pickup from the Hennepin County Contract ~3579A-5-232 for $15,529.00 plus tax, funding from Fund 431-45200-5150, and furthermore, to authorize the Mayor and City Manager to enter into a contract for the same. Roll call: Ail ayes C. Other Business ® 1. Liquor License Approval for Bow Se~ Restaurant. 4005 Central Avenue Dan Stiles, owner of the Box Seat Restaurant, advised the Council Of his and his staff's objectives to enhance and broaden the menu byadding healthier food choices and take-out opportunities. A new kitchen manager and restaurant manager have been hired. Me anticipates these changes will increase food sales in the establishment. This matter has been an issue as food. sales have not satisfied licensing criteria in the past. Motion.by Ruettimann~ second by Peterson to approve the 1996 license for on-sale liquor at the Box Seat Restaurant and Sports Bar at '4005 Central Avenue on a probationary basis provided a quarterly statement, prepared by a certified public accountant, be submitted stating the amount of total sales versus the amount of foOd sales. Roll call: All ayes ADMINISTRATIVE R~PORTS A. Report of the City Manager COLUMBIA HEIGHTS POLICE DEPARTMENT TO: FROM: SUBJECT: DATE: Kathryn Pepin, License/Permit Clerk Thomas M. Johnson, Chief of PoticeC~ 1997 LIQUOR LICENSE APPLICATION WITH SUNDAY SALES BOX SEAT SPORTS BAR November 27, 1996 The application and accompanying documentation for the Box Seat Sports Bar 1997 liquor license has been reviewed and background checks were performed on all parties listed. The documentation appears to be in order and the background checks came back clear. I find no information that would prevent the issuance of this liquor license. :kao TO: COLUMBIA I-~EIGHTS CITY COUNCIL I respectively request that all application and license fees be waived by the Columbia Heights City Council, as this is a church sponsored, non-profit event to raise funds for the Immaculate Conception Music Ministry. Application is being made to Anoka County to obtain and fulfill the County licensing requirements. Thank you for your consideration. TO: WALT FEHST, CITY MANAGER FROM: LOWELL DEMARS SUBJECT: RENTAL HOUSING LICENSES DATE: DECEMBER 23, 1996 THE OWNERS OF THE FOLLOWING RENTAL PROPERTIES HAVE COMPLIED WITH THE RE-LICENSING AND/OR LICENSING REQUIREMENTS OF THE CITY OF COLUMBIA HEIGHTS HOUSING MAINTENANCE CODE. I AM REQUESTING THAT THEY BE PLACED ON THE NEXT COUNCIL AGENDA FOR APPROVAL: A.C.C.A.P. BAUER, AMANDA J.: DUNBAR, GREG FLODIN, MARVIN FLODIN, MARVIN JANSON, JERALD P. JANSON, JERALD P. JANSON, JERALD P. LUPIENT, JAMES W. LUPIENT, JAMES W. LUPIENT, JAMES W. MII~LAGE, DOLORES W. MODELL, PAUL M. MODELL, PAUL M. SUPER, JOHN M. SWANSON, BRADLEY J. VANG, DANG NENG '1-~1 45-1/2 AVENL~ .... ~i325 CIRCLE TERRACE ~8 i6 STINSON BLVD 3826 STtNSON BLVD 1242-44 CIRCLE TERRACE ~:'~'-- :~_1248rS0_CIRCLE TERRACE 2112_.66 CIRCLE TERRACE ........ 3839 HART BLVD 3838 MCKINLEY 2200 39TH AVENUE 4928 STINSON BLVD 4650 JoHNsoN 3746 STINSON BLVD 64O 40~ AVENUE J806 STINSON BLVD 3812 3RD STREET F-1986 F-1984 F-1995 F-1988 F-1989 F-1993 F-1992 F-1991 F-1983 F-1982 F-1981 F-1987 F-1979 F-1978 F-1974 F-1980 F-2001 CITY COUNCIL LETIER Meeting of: 12/23/96 AGENDA SECTION: PUBL I C HEAR I NGS ORIGINATING DEPARTMENT: /~ CITY MANAGER NO. ~ PUBLIC WORKS , ;[[~/)/t(ff__, ~~~ ITEM: ADOPT RESOLUTION RECEIVING ZONE 2 BY: M. Winson ~~ BY: NO. STREET IMPROVEMENT FEASIBILITY REPORT DATE: 12/17/96 ~/ DATE: AND CALL FOR pUBLIC HEARING ~,. t~ On November 12, 1996, the City Council adopted a series of resolutions calling for the City Engineer to prepare a Feasibility Report for Street Improvements in Zone 2. The attached Resolution and Feasibility Report list the streets recommended for improvement and the type of improvement proposed. In reviewing the condition of the streets in Zone 2, bounded by Reservoir Boulevard, 45th Avenue, Stinson Boulevard and 37th Avenue, staff identified those streets that were in need of reconstruction and thos~ streets where an overlay or a treatment of recycled base and new asphalt would preserve the existing pavement structure and extend the life of the street. The City Engineer is recommending that the streets listed be improved as the improvements would be feasible and necessary and cost effective in preserving the investment the City and its residents have in the street system. The total estimated cost of the listed projects is $865,103. The proposed assessment is $496,278. It is further proposed that $t 81,218 in Administration and Engineering costs be absorbed by the City, $133,664 from the Infrastructure Fund be used to cover construction cost not covered by assessments, $3,943 from the Sewer Fund be used for storm sewer improvements and $50,000 from the Water Fund be used for the replacement of the watermain in Tyler Street from 42nd Avenue to 44th Avenue. The staff is requesting that the Public Improvement Hearing for Zone 2 Street Rehabilitation projects be held on January 14, 1997. The staff will hold an informal meeting with residents in Zone 2 on January 2, 1997. All streets in Zone 2 not receiving an improvement will be seal coated. It is anticipated that the Seal Coat Improvement Hearing will be scheduled for early March 1997. RECOMMENDED MOTION: Move to waive the reading of the Resolution, there being ample copies available to the public RECOMMENDED MOTION: Move to adopted Resolution No. 96-~ being a resolution receiving the report on Street Improvements in Zone 2 including complete reconstruction, recycled base and new surface, and milling and overlay and calling for a hearing on said improvements. MAW:jb 96-649 COUNCIL ACTION: RESOLUTION NO. 96- BEING A RESOLUTION RECEIVING THE REPORT ON STREET IMPROVEMENTS IN ZONE 2 WITH COMPLETE RECONSTRUCTION, RECYCLED BASE AND NEW SURFACE, AND MILLING AND OVERLAY AND CALLING FOR A HEARING ON SAID IMPROVEMENTS WHEREAS, pursuant to Resolutions 96-70, 96-71, and 96-72 adopted by the Council on November 12, 1996, and Resolution 96-86 adopted by the Council on December 2, 1996, a report has been prepared by Mr. Mark Winson, City Engineer with reference to the following improvements: Complete reconstruction Tyler Street, north fight-of-way of 37th Avenue to north fight-of-way of 39th Avenue Polk Street, north fight-of-way of 37th Avenue to north fight-of-way of 39th Avenue Recycled base and new bituminous surface Polk Street, north fight-of-way of 39th Avenue to centefline of 41st Avenue Pierce Street, north fight-of-way of 37th Avenue to cul-de-sac Buchanan Street, north fight-of-way of 37th Avenue to centerline of 39th Avenue Lincoln Street, north fight-of-way of 37th Avenue to cul-de-sac Milling and bituminous overlay Tyler Street, north fight-of-way of 39th Avenue to centertine of 41st Avenue Tyler Street, centerline of 42nd Avenue to centefline of 44th Avenue 39th Avenue, centerline of Reservoir Boulevard to centerline of Tyler Street 39th Avenue, centerline of Polk Street to centertine of Arthur Street Cleveland Street, centertine of 40th Avenue to centerline of 41st Avenue Benjamin Place, centerline of 40th Avenue to cut-de-sac Stinson Boulevard, south fight-of-way of Silver Lane to centerline of Benjamin Street and this report was received by the Council on December 23, 1996 and WHEREAS, the report provides information regarding whether the proposed project is necessary, cost-effective and feasible, NOW THEREFORE BE IT RESOLVED that the Council will consider the improvement of such streets in accordance with the report and the assessment of abutting property (street feet) as well as non-abutting property on the closest intersecting street (avenue feet) for alt or a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost of the improvement of $865,t03.00 AND BE IT FURTHER RESOLVED that a Public Hearing shall be held on such proposed improvements on the 14th day of January 1997 in the Council Chamber of the City Hall at 7:00 p.m. and the City Manager shall give mailed and published notice of such heating and improvement as required by law. Dated this ~ day of ,1996. Offered by: Seconded by: Roll Call: CITY OF COLUMBIA HEIGHTS, MINNESOTA BY: Joseph Sturdevant, Mayor Jo-Anne Student, Council Secretary CERTIFICATION State of Minnesota County of Anoka City of Columbia Heights I hereby certify that the foregoing Resolution is a true and correct copy of a resolution presented to and adopted by the City Council of Columbia Heights at a meeting thereof held in the City of Columbia Heights, Minnesota, on the 23rd day of December, 1996, as disclosed by the records of said City in my possession. (Seal) Jo-Anne Student Deputy City Clerk FEASIBILITY REPORT 1997 STREET REHABILITATION PROGRAM ZONE 2 I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly registered Engineer under the laws Regisfration No. 18829 / City of Columbia Heights, Minnesota Engineering Department December, 1996 Feasibility Report - 1997 Street Rehabilitation Program - Zone 2 To: The Mayor and City Council Overview of Street Program Most of the streets in Columbia Heights were constructed before 1970 and are constructed using gravel base and asphalt pavement. The City has maintained the streets through a regular program of crack filling and seal coating on a six-year cycle. Pot hole patching has been on an "as needed basis." With the exception of Municipal State Aid Routes, very few streets have received overlays or other forms of rehabilitation. Past policy has been to assess the entire cost of street improvements to the benefitting properties except M.S.A. Routes, which are not assessed. Many of the streets are in need of improvement as indicated by the Pavement Management Program that has been used by the City. The Pavement Management Program provides an indication of pavement condition based on rideability and visual appearance. Research has shown that by seal coating asphalt pavements on a six to ten year cycle and overlaying the existing pavement with a structural overlay at approximately twenty year intervals, an asphalt pavement can be made to last 100 years. Resolution 96-28, adopted by the City Council on February 26, 1996, sets forth a program for City wide street rehabilitation and maintenance. The Resolution divides the City into seven street zones for the purposes of seal coating and street rehabilitation. The Resolution requires the City Engineer to review the streets in each zone at the appropriate time and to determine which streets within the zone would benefit from rehabilitation and to make recommendations to the City Council on the types of rehabilitation needed and a determination of the costs of this rehabilitation. The intent of the program is to provide the appropriate rehabilitation method to extend the useful life of the existing pavement. This results in lower overall costs than can be expected if the street is reconstructed at the end of the pavements useful life. In 1992, the City established the Infrastructure Fund to provide a portion of the costs of rehabilitating the local street system. This fund has been maintained by transfers from surplus funds in the City's off sale liquor operation and from the General Fund. Since its inception, there have been annual transfers to build the reserves of fund. There is no guarantee that annual transfers can or will be made. These funds will be used to pay a portion of the costs of the annual street project and reduce the assessments to the benefitting properties. Authori .ty to Do Improvements The City has the authority to order improvements to streets and to assess benefitting properties under Section 75 of the City Charter and under State Statute Chapters 429 and 435. Feasibility Report - 1997 Street Rehabilitation Program - Zone 2 Page 2 Determination of Streets for Rehabilitation In accordance with Resolution 96-28, the City Engineer has divided the City into seven street rehabilitation zones. Zone 2, scheduled for 1997, is the area of the southeastern portion of the City bounded by Reservoir Boulevard, 45th Avenue, Stinson Boulevard and 37th Avenue. All local streets in this zone are asphalt. The majority of the streets in this zone were constructed in the t950's, 60's and 70's. One street segment was constructed in 1930. During 1996, the City Engineer visually evaluated every street in Zone 2 to determine in a preliminary fashion which streets would benefit rom rehabilitation. This visual survey was correlated with the Pavement Management Program results form the pavement survey done in 1991. Based on this reviexv, a priority list of streets was developed. The priorities were determined by evaluating the age, visual appearance and pavement rating of the individual streets. Also taken into account was the condition of the existing curb and gutter. All streets in the zone were tested of actual physical condition using deflection analysis in November 1996. Deflection analysis is a non-destructive test method of determining pavement strength by measuring the movement of the pavement caused by applying an impact force to the pavement. By correlating this data with the ~known age and thickness of the pavement structure, a determination can be made as to the actual ability of the existing pavement to withstand the anticipated vehicle loads. The testing was done to provide a scientific basis to the recommendation of the City Engineer. The streets recommended by staff for rehabilitation in 1997 are as follows: Proposed for Reconstruction - This process is used when there appears to be a general failure of the subgrade, requiring that the subgrade to be recompacted. Reconstruction includes the removal of the existing asphalt, gravel base and curb and gutter. The subbase is recompacted. New concrete curb and gutter, 6" of Class 5 gravel base, 2" asphalt binder course and 2" asphak wear course are installed. All underground utilities are evaluated and replaced if necessary. Tyler Street - 37th Avenue to 39th Avenue - PIR 935 - Project 9614 This street last received major improvements in 1930. The surface appears badly cracked and it appears that there may be failure of the subgrade in many areas. The existing pavement appears to be made up of successive thin layers of asphalt. The majority of the existing curb and gutter is in very poor condition which has contributed to the failure of the subgrade, The street will not be widened nor will the grade street be changed. Two large trees will be removed as they are causing damage to the curb, gutter and sidewalk. They will be replaced under a different program. The sanitary and storm sewer systems appear to be in serviceable condition. Water service is from mains in the adjacent alleys. Feasibility Report - 1997 Street Rehabilitation Program - Zone 2 Page 3 Polk Street - 37th Avenue to 39th Avenue - PIR 937 - Project 9616 This street last received major improvements in 1939. The surface appears badly cracked and it appears that there may be failure of the subgrade in many areas. The existing pavement appears to be made up of successive thin layers of asphalt. The majority of the existing curb and gutter is in very poor condition which has contributed to the failure of the subgrade, The street will not be widened nor will the grade street be changed. One large tree will be removed as they are causing damage to the curb, gutter and sidewalk. They will be replaced under a different program. The sanitary and storm sewer systems appear to be in serviceable condition. Water service is from mains in the adjacent alleys. Proposed for Recycled Base and New Asphalt - This process is used when there does not appear to be a general failure of the subgrade, but the existing asphalt surface is in such poor condition that it cannot adequately support an overlay. This process includes removal and replacement of failed sections of concrete curb and gutter. The existing gravel base and asphalt are ground up and reused as a new gravel base course. A new structural asphalt section of 2" asphalt binder course and 2" asphalt wear course are installed. Polk Street - 39th Avenue to 41st Avenue - PIR 936 - Project 9617 This street last received major improvements in 1960. The surface is badly cracked and would not support an overlay. There are number of sections of failed curb and gutter that would be replaced. Any areas of failed subgrade would be removed and replaced. All underground utilities appear to be serviceable except a portion of the storm sewer that would be removed and replaced. The costs for the storm sewer improvements would paid for from the City's sewer fund and not considered as part of the assessed project. The street would not be widened and only minor corrections in the grade will be made to improve drainage. Pierce Street ~ 37th Avenue to Cul-de-sac - PIR 939 - Project 96t8 This street last received major improvements in 1963. The surface is badly cracked and would not support an overlay. There are number of sections of failed curb and gutter that would be replaced. Any areas of failed subgrade would be removed and replaced. All underground utilities appear to be serviceable. The street would not be widened and only minor corrections in the grade will be made to improve drainage. Buchanan Street - 37th Avenue to 39th Avenue - PIR 940 - Project 9619 This street last received maj or improvements in 1963. The surface is badly cracked and would not support an overlay. There are some sections of failed curb and gutter that would be replaced. Any areas of failed subgrade would be removed and replaced. All underground utilities appear to be serviceable. The street would not be widened and only minor corrections in the grade will be made to improve drainage. Feasibility Report - 1997 Street Rehabilitation Program - Zone 2 Page 4 Lincoln Street - 37th Avenue to Cul-de-sac - PIR 941 - Project 9620 Tkis street last received major improvements in 1966. The surface is badly cracked and would not support an overlay. There are some sections of failed curb and gutter that would be replaced. Any areas of failed subgrade would be removed and replaced. All underground utilities appear to be serviceable. The street would not be widened and only minor corrections in the grade will be made to improve drainage. Proposed for Mill and Overlay - This process is used when the subgrade has not failed and the existing asphalt surface is able to adequately support a structural overlay. The intent of the overlay is to add strength to the existing pavement section and prevent migration of water into the underlying pavement layers. The process involves the removal and replacement of failed sections of concrete curb and gutter. The existing asphalt pavement is milled adjacent to the curb to allow installation of the full depth overlay in this area without creating a lip. Before installation of the new 2" structural asphalt overlay, minor areas of surface damage are repaired. Tyler Street - 39th Avenue to 41st Avenue - PIR 936 - Project 9615 This segment last received major improvements in 1953 and 1954. The surface exhibits some cracking but there appears to be adequate support for an overlay. Some concrete curb and gutter will need to be replaced. All underground utilities appear to be serviceable. The street will not be widened and only minor corrections in grade will be done to improve drainage. Tyler Street - 42nd Avenue to 44th Avenue - PIR 952 - Project 9615 The segment from 42nd to 43rd last received major improvements in 1955. The segment from 43rd to 44th was improved with curb, gutter and 3" of asphalt in 1976. The surface exhibits some cracking but there appears to be adequate support for an overlay. A small concrete curb and gutter will need to be replaced. The sanitary and storm sewer mains in this area appear to be serviceable. The 10" water main through this section is approximately 14' deep and has experienced four breaks in the last 10 years. Repairs to this line are difficult to make due the depth and close proximity to other utilities. It is proposed to replace this section of water main at a standard depth of 8'. Additionally, the existing pressure reducing valve located just south of 44th Avenue would be removed as it no longer serves a function. The water main replacement would not be assessed to the adjoining properties. The street will not be widened and only minor corrections in grade will be done to improve drainage. 39th Avenue ~ Reservoir Boulevard to Tyler Street - PIR 942 - Project 9621 This segment last received maj or improvements in 1956. The surface exhibits some cracking but there appears to be adequate support for an overlay. Some concrete curb and gutter will need to be replaced. All underground utilities appear to be serviceable. The street will not be widened and only minor corrections in grade will be done to improve drainage. Feasibility Report - 1997 Street Rehabilitation Program - Zone 2 Page 5 39th Avenue - Polk Street to Arthur Street - PIR 943 - Project 9622 This segment last received major improvements in 1956 through 1958. The surface exhibits some cracking but there appears to be adequate support for an overlay. Some concrete curb and gutter will need to be replaced. All underground utilities appear to be serviceable. The street will not be widened and only minor corrections in grade witl be done to improve drainage. Cleveland Street - 40th Avenue to 41 st Avenue - PIR 944 - Project 9623 This segment last received major improvements in t963. The surface exhibits some cracking but there appears to be adequate support for an overlay. Some concrete curb and gutter will need to be replaced. All underground utilities appear to be serviceable. The street will not be widened and only m/nor corrections in grade will be done to improve drainage. Benjamin Place - 40th Avenue to Cul-de-sac - PIR 945 - Project 9624 This segment last received major improvements in 1966. The surface exhibits some cracking but there appears to be adequate support for an overlay. Some concrete curb and gutter will need to be replaced. All underground utilities appear to be serviceable. The street will not be widened and only minor corrections in grade will be done to improve drainage. Stinson Boulevard - Silver Lane to 43rd Avenue - PIR 946 - Project 9625 This segment last received major improvements in 1976. The surface exhibits some cracki.'ng but there appears to be adequate support for an overlay. These segments carry a relatively high level of traffic. A structural overlay at this time will significantly add to the life of the pavement. Some concrete curb and gutter will need to be replaced. All underground utilities appear to be serViceable. The street will not be widened and only minor corrections in grade will be done to improve drainage. Alternatives An alternative to any of the above listed projects is the "Do Nothing" alternative. If this alternative is selected, the City would continue to do pot hole patching as needed and seal coating on an eight year cycle. In the case of the streets proposed for recycled base and new surface and for mill and overlay, the structural condition of the street will continue to decline until the only available rehabilitation method available is reconstruction. The ability to utilize the existing investment in the structure of the street will be lost. The streets proposed for reconstruction could be overlaid, resulting in a short time improvement of the street. As the underlying structure does not appear to be adequate, there would be early failure of the overlay. This would not be cost effective. Feasibility Report - 1997 Street Rehabilitation Program - Zone 2 Page 6 Delaying the proposed rehabilitation of the streets listed, will result in greater costs to both the City and property owners in the form of increased maintenance costs and inflation of construction costs. Estimate of Costs The Engineering staff has estimated the total project cost for the individual projects. Project costs include engineering costs for design, construction administration and inspection, administration costs for administering the assessments and construction costs and construction costs. The costs are broken out for each type of rehabilitation as listed: Reconstruction Projects - Tyler Street, Polk Street Estimated Engineering Cost Estimated Administration Cost Estimated Construction Cost Estimated Total Cost $37,331.00 $13,780.00 ..$207,394.00 $258,504.00 Recycled Base and New Surface Projects - Polk Street, Pierce Street,' Buchanan Street, Lincoln Street Estimated Engineering Cost Estimated Administration Cost Estimated Construction Cost Estimated Total Cost $30,301.00 $tl,481.00 .$168340.00 $210,122.00 Mill and Overlay Projects - Tyler Street, 39th Avenue, Cleveland Street, Benjamin Place, Stinson Boulevard Estimated Engineering Cost Estimated Administration Cost Estimated Construction Cost Estimated Total Cost $55,467.00 $32,857.00 _$308,151.00 $396,475.00 Total of all Projects $865.103.00 Financing of Improvements Past City policy has been to assess 100% of the total project cost to the benefitting properties for street improvement projects. Under the Street Rehabilitation Program, it is proposed to not assess for the engineering and administration costs for the project and that these costs will absorbed by the City. Additionally, the City will pay for a portion of the construction cost from Feasibility Report - 1997 Street Rehabilitation Program Zone 2 Page 7 - the Infrastructure Fund. The mount of City contribution will be determined annually based on the availability of funding. Utilizing the assessments proposed for the Zone 1 Street Rehabilitation Project approved in 1996, the following is the breakdown xvhere funding for the proposed cost splits: Assessments to benefitting properties Infrastructure Fund Sewer Fund (storm sewer improvements) Water Fund (water main replacement & PRV removal) General Fund (absorbed Engineering & Administration) Total $496,278 $133,664 $ 3,943 $ 50,000 $865,103 As previously mentioned, City policy has been to assess 100% of the Total Project Cost to the benefitting property owners for street I improvements. Under the proposed policy, the engineering and administration costs would not be assessed and the City would pay a portion of the construction costs for street improvements. The staff has determined a maximum assessment per street and avenue foot under City assessment policy and the guidelines presented above for cost sharing by rehabilitation type. Rehabilitation Type Reconstruction Recycled Base & New Surface Mill & Overlay Previous Assessment Policy $55.33/street foot $18.44/avenue foot' $27.1 O/street foot $ 9.03/avenue foot $18.90/street foot $ 6.30/avenue foot Proposed Assessment Policy $36.00/street foot $12.00/avenue foot $15.00/street foot $ 5.00/avenue foot $12.00/street foot $ 4.00/avenue foot Length of Assessment Period 15 years 10 years 10 years Based on past practice, the proposed interest rate on the unpaid portion of assessments is 9.5%. Statement of Feasibili Based on the experience and knowledge of the staff, the property owners proposed to be assessed for these projects will receive a benefit to their property at least equal to the amount of the proposed assessment and the construction techniques proposed to be used to construct the improvements are applicable and correct. The proposed improvements are cost effective as they Feasibility Report - 1997 Street Rehabilitation Program - Zone 2 Page 8 preserve as much as possible the existing investment in the pavement structure and reduce future maintenance costs. The improvements are necessary in order to provide an acceptable street system and not perforrrfing the improvements will result in loss of the existing investment in the street structure and result in greater future costs. There are available funds in the Infrastructure Fund to cover the anticipated cost to the City for the improvements and the City has the authority to order the improvements and to assess the benefitting properties for the improvement under the local charter and State Statutes. Based on the above, the City Engineer advises the City Council that the proposed improvements for the Zone 2 - 1997 Street Rehabilitation Program are feasible, necessary and cost effective. CITY OF COLUMBIA HEIGHTS Meeting of: December 23, 1996 AGENDA SECTION: PUBLIC HEARINGS ORIGINATING DEPT.: CITY MANAGER NO: ~ Comm. Devel. Dept.~-/~ APPROVAL ITEM: Establish Public Hearing Date BY: Tina Good BY: for 1997 Community Development DATE: Dec. 13, 1~/ Block Grant Program Application NO: The City of Columbia Heights is annually allocated a prorata share of the Anoka County Community Development Block Grant (CDBG) entitlement funds. To receive these funds, the City must submit an application, after conducting a required Public Hearing, which reflects the planned use for the funds. The application must be submitted to Anoka County not later than 4:30 February 14, 1997. The 1997 allocation amount is anticipated to be $227,036 to use for eligible CDBG program activities. Historically, the City has used CDBG funds for three major activities: housing rehabilitation, housing revitalization, and select public service agencies. Staff is considering and exploring additional activities which may be funded with CDBG proceeds. Moreover, there have been questions raised regarding theamounts and allocation of funds for public service agencies as well as the review and approval process for the 1996 CDBG application. Since the Human Services Commission did not review last years application and only meets on a quarterly basis, staff is proposing a City Council Worksession be scheduled to review and discuss the CDBG application on Monday January 6, 1996. The work session will provide a forum to discuss the proposed CDBG activities submitted from several public service agencies as well as the possible options for allocation of funds in the application. RECOMMENDED MOTION: Move to establish January 27, 1997 at approximately 7:00 p.m. as the date and time for the Public Hearing in regard to the City of Columbia Heights application for the fiscal year 1997 CDBG program. COUNCIL ACTION: \bt\council.for CITY COUNCIL LETTER Meeting of: December 23, 1996 AGENDA SECTION: ITEMS FOR CONSIDERATION ORIGINATING DEPARTM]ENT: CITY MANAGER'S NO:~ SPECIAL PROJECTS APPROVAL ~ f, ITEM:Resolution Establishing Refuse, BY: JEAN KUEHN BY: ts /7~ Recycling and Yardwaste Rates 1997 DATE: December 2, 1996 DATE tlj Through 1999 ~ ~ ~ NO: ~ ~ Based on discussions at the council work session of November 18, 1996, attached is a resolution which would set rates for refuse, recycling, and yardwaste for residential and multiple dwelling service for 1997, 1998, and 1999. While it is the city's desire to provide the best service at the lowest cost to its residents, it is also important that individuals pay the real cost of their garbage removal, and the fund be kept financially sound. Refuse costs have increased for several years with no increase to the residents. This resolution would tie rates to the actual costs incurred by the city. This proposed resolution would bill the residents at the rate of 15% over the haulers charge for single family dwellings and duplexes. All units using a dumpster would be billed at 20% over the hauler fee. In addition, recycling fees while increasing in cost to the city, would be subsidized by the city and remain at a constant $1.73 per unit for single family dwellings and duplexes, and $1.40 per unit for multiple dwellings, for the period 1997, 1998 and 1999. Yardwaste fees would be passed through directly, with no added fee above the actual cost charged by the hauler. Yardwaste is collected from multiple dwelling units (three or more units), but they are not billed for that service since the use is generally minimal. Also, it is recommended that the costs for refuse and recycling collections for the various city buildings be paid directly from the refuse fund. Those numbers are included here for informational purposes. CITY FACILITIES: Library {1) 1 yd w/2 pu/week JP Murz!rn Hall (2) - 4 yd w/4 pu/week Top Valu Liquor (1) - 2 yd w/1 pu/week TOP VALU LIQUOR II (1) - i yd w/1 pu/week Univ. Ave. Liquor (1) - 5 yd w/1 pu/week City Hall (i) - 4 yd w/3 pu/week Huset Park{May-September) (1)-4 yd w/5 pu/week Municipal Serv. Cir.-(!) - 20 yd w/! pu/week Parkview Villa (3) - 2 yd w/3 pu/week 1997 $ 94.54 $ 418.37 $ 64.55 $ 29.20 $ 102.82 $ 245.32 $ 399.98 $1,153.55 $ 304.39 1998 $ 97.38 $ 430 92 $ 66 52 $ 30 08 $ 105 90 $ 252 68 $ 411 98 $1,188 16 $ 313 52 1999 $ 100.30 $ 443 85 $ ~8 51 $ 30 98 $ 109 08 $ 260 26- $ 424 34 $1,223 80 $ 322 93 Staff recommends adoption of the attached resolution. RECOMMENDED MOTION: Move to waive the reading of the resolution available for the public. , there being ample copies RECOMMENDED MOTION: Move to adopt resolution __establishing the rates for refuse, recycling and yardwaste services for single family, duplex and multi-family units for 1997, !998, and 1999. COUNCIL ACTION: RESOLUTION 96- RESOLUTION OF THE CITY COUNCIL OF TIlE CITY OF COLUMBIA HEIGHTS, MINNESOTA, DESIGNATING THE REFUSE, RECYCLING AND YARDWASTE RATES FOR 1997-1999 WHEREAS, Ordinance No. 853, City Code of 1977 (as mended) pertaining to Garbage, rubbish and recycling service provides for the setting of appropriate rates for the services rendered; and WHEREAS, the City of Columbia Heights has renegotiated their contract providing for necessary adjustments in costs related to refuse, recycling and yardwaste collection and disposal services; and NOW, THEREFORE, BE IT RESOLVED that the following monthly refuse, recycling and yardwaste collection rates be adopted and put into effect as of February 1, 1997, and on all billings rendered thereafter for residential service and multiple dwelling dumpster service. Residential Service-one pick up per week 1997 1998 1999 Full Service-(per dwelling) dwelling units of two family buildings) $ 12.47 $12.85 $13.23 Limited Service-(as defined by administrative procedure and contract between City and Contractor) $ 9.78 $ 10.07 $ 10.37 Senior Citizen Rate-(as defined by Council Resolution establishing eligibility) $ 8.50 $10.07 $ t0.37 Multiple Dwelling Service: (1) - 1 yard with 1 pick up per week times $ 35.04 $ 36.10 $ 37.18 (1) - 1 yard with 2 pick up per week times $ 62.98 $ 64.86 $ 66.82 (1) - 1 yard with 3 pick up per week times $ 97.88 $t00.82 $103.85 (2) - 1 yard with t pick up per week times $ 53.59 $ 55.20 $ 56.86 (2) - 1 yard with 2 pick up per week times $1t9.60 $123.19 $126.89 (1) - 1 1/2 yd with 1 pick up per week times $ 48.94 $ 50.40 $ 51.9t (2) - 1 1/2 yd with 1 pick up per week times $ 97.88 $100.82 $t03.85 (1) - 2 yard with 1 pick up per week times $ 73.28 $ 75.48 $ 77.75 (1) - 2 yard with 2 pick up per week times $157.40 $162.13 $166.99 (2) - 2 yard with 1 pick up per week times $153.92 $t58.54 $163.30 (2) - 2 yard with 2 pick up per week times $286.87 $295.48 $304.34 (1) - 3 yard with 1 pick up per week times $107.88 $111.12 $114.44 (t) 1 & (1) 2 yd with 2 pick up per week times $224.30 $231.04 $237.96 (1) - 4 yard with t pick up per week times $108.61 $111.88 $115.22 (1) - 4 yard with 2 pick up per week times $t99.32 $205.30 $211.46 (1) - 4 yard with 3 pick up per week times $3t4.82 $324.26 $334.00 (2) - 4 yard with 3 pick up per week times $415.36 $427.81 $440.65 (t) - 6 yard with 1 pick up per week times $175.92 $181.20 $186.64 1997 1998 1999 COMPACTED GARBAGE: Crestview Lutheran Home/The Boulevard (less $10 for own vat) (1) - 2 yd w/6 pu/week NON-COMPACTED GARBAGE: Heights Manor/3850 Stinson Blvd (less $10 for own vat) (1) - 2 yd w/2 pu/wk $875.40 $901.67 $928.72 $136.67 $140.77 $145.00 Royce Place (less $10 for own vat)(1) - 2 yd w/2 pu/wk $136.67 $140.77 $145.00 RECYCLING Residential $ 1.73 $ 1.73 $ 1.73 Multiple Dwelling $ 1.40 $ 1.40 $ 1.40 YARDWASTE: Residential $ 1.41 $ 1.45 $ 1.50 Multiple Dwelling NA NA NA All dumpster services not specifically' listed above, shall be charged to the user/owner at a cost of 20% above the haulers charge to the city, when that charge is determined by the hauler and the city. Passed this Offered by: Seconded by: Roll Call: day of December, 1996. Joseph Sturdevant, Mayor Jo-Anne Student, Secretary to the Council CITY COUNCIL LETTER Meeting of: DECEMBER 23, 1996 AGENDA SECTION: I TEt4S FOR CONS I DERATI 0 ORIGINATING DEPT.: CITY MANAGER NO: ~ FINANCE APPROVAL ITEM: BEING A RESOLUTION ADOPTING A BY: WILLIAM ELRIT~/~, BY: d/~'~' '~'''7~-4~'.(&,., .~,,~ BUDGET FOR THE YEAR 1997 AND SETTING DATE: 12/13/96 ~ ~//o,/ DATE: THE CITY, EDA AND HRA LEVYo,~,- COLLECTABLE FOR THE YEAR 1997 NO: - a, On December 4, 1996, the City Council held the Truth in Taxation budget/levy hearing. At that time, it was announced that the proposed City local levy was an increase of $145,765 over the 1996 levy, the area- wide levy (fiscal disparities) increased by $39,218, and the EDA levy was $99,000. This equates to a residential property tax increase of $14.87 on a $70,000 home, and $18.69 on a $80,000 home. As the City Manager pointed out at the Truth in Taxation hearing, a major portion of the increase is due to the creation of the Economic Development Authority (EDA) and the EDA levy. Once this levy is in place, if it is continued in future years, it will not show up as an increase in taxes, just a continuation. Subsequently, the biggest burden of this change is in the first year. At the Truth in Taxation hearing, the City Manager noted some of the changes to the final budget as proposed by the City Council. The following is a list of the changes that were made to the City Manager's proposed budget based on discussions at various work sessions. 101 GENERAL FUND Recreation 5,000 Additional gym rent at NEI Contingencies & Transfers 50,000 Add Transfer Out to Infrastructure Fund 225 CABLE TV 75,000 Optical scan/central records equipment 411 CAP'L IMP GEN GOVT BDLGS (75,000) Moved optical scan/central records equipment to Cable TV 75,000 Add Transfer Out to Infrastructure Fund RECOMMENDED MOTION: Move to waive the reading of the resolution, there being ample copies available for the public. RECOMMENDED MOTION: Move to adopt Resolution 96- , Being a Resolution Adopting a Budget for the Year 1997 and Setting the City, EDA, and HRA Levy Collectable for the Year 1997 in the Amount of $3,038,144. WE:dn/9612131 COUNCIL ACTION: RESOLUTION 96- RESOLUTION OF THE CITY COUNCIL FOR THE CITY OF COLUMBIA HEIGHTS, MINNESOTA ADOPTING A BUDGET FOR THE YEAR 1997, AND SETTING THE CITY, EDA AND HRA LEVY COLLECTABLE FOR THE YEAR 1997 NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL FOR THE CITM OF COLUMBIA HEIGHTS, MINNESOTA: that the following is hereby adopted by the C~ of Columbia Heights. Section A. The proposed budget for the City of Columbia Heights for the year 1997 is hereby approved and adopted with appropriations for each of the funds as listed below. Expense General Fund 7,238,480 Community Development Admin. 215,164 CDGB/HOME 369,182 Parkview Villa North 257,221 Parkview Villa South 137,120 EDA 400,298 Section 8 Housing 336,249 Temp HousingNacant Land 45,286 HRA 83,192 Para Transit Fund 0 State Aid 154,726 Cable Television Fund 174,763 Library 476,329 DARE Project 9,075 Police Grant 112,290 Fast Cops 42,737 Project Pride 3,185 Capital Improvements Fund 394,125 MultiUse Redevelopment 0 Infrastructure 157,500 Capital Equipment Replacement Funds 480,728 Central Garage Fund 304,865 Liquor Fund 6,356,583 Water Utility Fund 1,346,107 Sewer Utility Fund 1,250,451 Refuse Fund 1,367,423 Water & Sewer Construction 357,500 Energy Management 329,151 Data Processing 127,506 Police/Fire Contingencies Reserve 90,000 Debt Service Fund 2,887,136 Total Expense Including Interfund Transfers 25,504,372 Section B. The estimated gross revenue to fund the budget of the City of Columbia Heights for all funds, including general ad valorem tax levies, as hereinafter set forth for the year 1997: Revenue Available General Fund 7,238,480 Community Development Admin. 215,164 CDGB/HOME 369,182 Parkview Villa North 257,221 Parkview Villa South 137,120 EDA 400,298 Section 8 Housing 336,249 Temp HousingNacant Land 45,286 HRA 83,192 Para Transit Fund 0 State Aid 154,726 Cable Television Fund 174,763 Library 476,329 DARE Project 9,075 Police Grant 112,290 Fast Cops 42,737 Project Pride 3,185 Capital Improvements Fund 394,125 MuitiUse Redevelopment 0 Infrastructure 157,500 Capital Equipment Replacement Funds 480,728 Central Garage Fund Liquor Fund Water Utility Fund Sewer Utility Fund Refuse Fund Water & Sewer Construction Energy Management Data Processing Police/Fire Contingencies Reserve Debt Service Fund Total Revenue Including Interfund Transfers 304,865 6,356,583 1,346,107 1,250,451 1,367,423 357,500 329,151 127,506 90,000 2,887,136 25,504,372 Section C. The following sums of money are levied for the current year, collectable in 1997, upon the taxable property in said City of Columbia Heights, for the following purposes: Estimated Area-Wide Estimated Local Levy EDA Levy Total Levy 728,149 2,210,995 99,000 3,038,144 Section D. The City Council of the City of Columbia Heights hereby approves the Housing and Redevelopment Authority Tax Levy for fiscal year 1997 in the amount of $72,192. The City Clerk is hereby instructed to transmit a certified copy of this resolution to the County Auditor of Anoka County, Minnesota. Approved this 23rd day of December 1996 Offered By: Seconded By: Roll Call: Joseph S. Sturdevant, Mayor Jo-Anne Student, Council Secretary F:\HOM~JEAN.A\BUDGET97~SUM~RES'a CITY COUNCIL LETTER Meeting of: DECEMBER 23, 1996 AGENDA SECTION: ITEMS FOR CONSI DERATI ON ORIGINATING DEPT.: CITY MANAGER NO: t~ FINANCE APPROVAL ITEM: WORKERS' COMPENSATION BY: WILLIAM ELRITE BY: INSURANCE DATE: 12/16/96 ~/1 * r'" DATE: NO: t~" I~' I The City's current workers' compensation insurance policy expires December 31, 1996. For the past 11 years the City has carried workers' compensation insurance through the League of Minnesota Cities' Insurance Trust administered by Berkley Administrators under the premium refund option plan. Under this plan, the cost to the City is based on the actual claims made during the year with minimum and maximum caps rather than the standard premium rate. If the City had no claims during the year, the minimum rate would be 67% of the standard premium, and if the City had extensive claims during the year, the maximum rate would be 130% of the standard premium. Over the past 10 years the City has realized a significant savings under this plan from the standard premium plan because the City has experienced a minimal number of workers' compensation claims. In the past, the League of Minnesota Cities Insurance Trust was the only company offering the retro refund option plan. Subsequently, they were more highly competitive than private insurance companies which were significantly higher than the League's quote. For that reason the City has been insured with the League for the past year 11 years. This year the City received a highly competitive premium quote from St. Paul Companies on the workers' comp coverage. The follo~ving chart shows the comparison of the two quotes: League of Minn. Cities Insur. Trust $53,835 $72,344 $104,456 St. Paul Companies 56,416 78.559 102,071 From the above chart, you can see that the League is lower than St. Paul Companies on the minimum premium by $2,581. This rate would apply if the City had a year with no workers' comp claims. Under the maximum premium the City could pay, St. Paul Companies is lower by $2,385. This would apply if the City had a very, very bad year, with a significant number of claims. Based on past experience, the City generally fails someplace between the minimum and the maximum premium. If this were the case again in 1997, both companies would be approximately equal. There are other factors that enter into how the City's final premium is determined. One of those is how the insurance company classifies employees. In the past Berkley Administrators has classified employees in the highest possible classification that they may work in for their entire earrungs. For example, the Liquor Operations Manager is basically an office employee for the majority of his duties. The office employees' rate is $0.42 per $100 of earnings; however, because his title is Liquor Operations Manager, Berkley has classified him at the off-sale liquor store rate of $1.44/$100 of earnings. This scenario is the same with other positions in the City; in every case Berkley has classified employees at the highest possible rate to achieve the maximum premium. COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: DECEMBER 23, 1996 AGENDA SECTION: ORIGINATING DEPT.: CITY MANAGER NO: FINANCE APPROVAL WORKERS' COMPENSATION BY: WILLIAM ELRITE BY: ITEM: DATE: INSURANCE DATE: 12/16/96 NO: Page Two The other area of concern is in claim settlement and adjustment. Berkley has not been aggressive in the City's favor in handling claims, and has provided very little assistance to the City in getting employees back to work when they are out on a workers' comp disability claim. In discussions with St. Paul Companies, they have indicated that employees will be classified based on the work they are doing and not on the title they possess, and the claims will be handled for the best benefit of the City. In summary, at this time it is very difficult to determine which company will be the lowest as there are several unknown factors involved; however, based on past experience with Berkley and the fact that this is the first competitive quote the City has received in 11 years, it is the Finance Director's recommendation to acquire workers' comp insurance coverage through St. Paul Companies for 1997. The cost will be approximately the same as Berkley and will provide staff with the opportunity to evaluate St. Paul Companies' services, and make a determination for the 1998 policy as to whether or not St. Paul Companies does provide a better service. RECOMMENDED MOTION: Move to authorize the Mayor and City Manager to enter into an agreement with St. Paul Companies for workers' compensation coverage under the retrospective rated premium option using a maximum factor of 130% at the rate specified in their quotation. ALTERNATE MOTION: Move to authorize the Mayor and City Manager to renew the workers' compensation insurance policy from the League of Minnesota Cities Insurance Trust under the retrospective rate premium option using a maximum factor of 130% at the rates specified in their quotation. WE:dn 9612161 Attachments (2) COUNCIL ACTION: American Agency, Ina (6{2) 545-I230 · Fax (612) 593-8733 December 13, 1996 Mr. William Elrite City of Columbia Heights 590 40th Ave. Columbia Heights, MN 55421 Dear Bill: I received the following quote on your workers compensation from St. Paul: Deposit Premium $ 78,559. Minimum Premium $ 56,416. Maximum Premium $ 102,071. (130%) St. Paul would be willing to come out and explain their safety program and claim handling. Please let me know if you have any questions, Yours truly, AMERICAN AGENCY, INC. Dave Seppelt kj League of Minnesota Cities Insurance Trust Group Self-Insured Workers' Compensation Plan Administrator Berkley Administrators Member of the W. R. Be~ley Group P.O. Box59143 Minneapolis, MN 55459-0143 Phone (612) 544-0311 NOTICE OF PREMIUM OPTIONS FOR STANDARD PRI~MIUMS OF $50,00.EL-:$100,000. The "City" Agreement No.: 02-000386- 12 COLUHB I A HE ! GHTS Agreement Period: From: 01-01-97 590 40TH AVENUE To: 01-0t-98 COLUMBZA HTS HN 55421 CL~.RK C~;y ~ Coiumc, ia Enclosed is a quotation for workers' compensation deposit premium. Deductible options are now available in return for a premium credit applied to your estimated standard premium of $ 89279. . The deductible will apply per occurrence to paid medical costs only. There is no aggregate limit. As an alternative, cities with a standard premium in excess of $25,000 may select from several retro-rated premium options. The final net cost under the retro-rated option equals the audited standard premium times the minimum factor plus losses and all loss-related costs, not to exceed the audited standard premium times the maximum factor. The net cost for each retro option based on your estimated payroll, would be between the minimum and maximum amounts shown below, depending upon your losses. Adjustments will be made approximately six months after the close of your agreement year and annually thereafter until all claims are closed. These adjustments wilt be based on audited payroll amounts and reserved as well as paid losses. Please indicate below the premium option you wish to select. You may choose only one and you cannot change options during the agreement period. .OPTIONS NET DEPOSIT PREMIUM 1 [] Regular Premium Option Deductible Options: 72344. Deductible Premium Credit per Occurrence Credit Amount 2 [] $250 3% 2678. 69666. 3 [] 500 4.5% 4018. 68326. 4 [] 1,000 6% 5357. 66987. 5 [] 2,500 t0% 8928. 63416. 6 [] 5,000 13.5% 12053. 60291. 7 [] 10,000 Retrospecfive¢ Ra~d Premium Opaons: Retro-Rated Est. Minimum Maximum Minimum Factor Premium Factor 8 []' 67.0% 53835. 130% 9 [] 57.3% 46041. 140% 10F-I 43.2% 34712. 150% Est. Maximum (See#1 above Premium for net deposit 104456. premium) 120527. 160702. This should be signed bv an authorized representative of the city requesting coverage. Oneof the above options must be selected. Please rett~rn a signed copy of this notice to the Administrator with paymen! and make checks payable to the LMCIT. Signature. Title Date For more information on the premium options that apply to your city. refer to tile unclosed brochures. BA 45f13('C; League of Minnesota Cities Insurance Trust Group Self-insured Workers' Compensation Plan Administrator Berkley Administrators a rnern~er of the Berkley Risk Management Services Group P.O. Box 59143 Minneapolis, MN 55459-0143 Phone (612) Self-ln~ured Workers' Compensation Quotation (RENEWAL of Ao_reement No. 02-000386-11 ) COLUMBIA HEIGHTS O1/01/1997 O1/01/1998 544-0311 STREET CONSTRUCTION & MAINTENANCE WATERWORKS FIREFIGHTERS (NOT VOLUNTEER) FIREFIGHTERS (VOLUNTEER) POLICE 0~ SaLE LIQUOR STORE CITY SWOP g YARD CLERICAL PARKS MUNICIPAL EMPLOYEES ELECTED OR APPOINTED OFFICIALS ESTIMATED CODE RATE PAYROLL 5506 4.68 806768. 7580 3.67 21a~43. 7706 a.53 389368. 7708 4!.97 POP 6910. 7780 3.36 1a063~1. 80!v !.a~ 273887. 888~ a.aO !!6o3v. 88!0 O,a~ !566155. 9!08 2.68 409688. 9~!0 !.!9 ~77!08. 9~!! 0.a5 ~0200. Manum! Premium Experience Modi{ication 0.76 Standard Premium Manmged Care Credit 10.00~ Deductible Credit 0~ Premium Discount Discounted Standard Premium LMC Insurance Trust Discount OZ Net Deposit Premium DEPOSIT PREMIUM 9553. 7870. 17638. 2900. a7853. 5!a5. 6579. !073~. 56~8, 181. !!7a73. 8928. O. 8007. 783aa. o, The foregoing quotation is for a deposit premium based on your estimate of payroll. Your final actual premium will be computed after an audit of payroll subsequent to the close of your agreement year and will be subject to revisions in rates, payrolls and experience modification. While you are a member of the LMCIT Workers' Compensation Plan, you will be eligible to participate in distributions from the Trust based upon claims experience and earnings of the Trust. If you desire the coverage offered above, please complete the enclosed "Application for Coverage" and return it and your check for the deposit premium (made payable to the LMC Insurance Trust) to the Plan Administrator, Berkley Administrators. BA 441CO (12/92) · CITY COUNCIL LETTER Meeting of: 12/23/96 AGENDA SECTION: I TEtqS FOR CONS I DERAT1 ON ORIGINATING DEPARTMENT:/'~ CITY MANAGER PUBLIC WORKS NO. ITEM: APPROVAL OF GIS RANGE RIDER CONTRACT BY: M. Winson BY: DATE: 12/16/96 DATE: Proposals were solicited from several firms to provide GIS Range Rider services to the Tri-City GIS Joint Powers Organization. Proposals were received from six firms ranging in cost from $38,820 to $107,576. An interview panel consisting of the City Administrator from Andover, the Assistant Public Works Director from Fridley, the Planning Assistant from Fridley and the Public Works Director from Columbia Heights interviewed the f'n'ms of OSM and Plan Sight. The OSM proposal was costed out at $38,820 and the Plan Sight proposal at a cost of $40,000. Based on the qualifications and level of services provided, the interview panel is recommending that the contract be awarded to Plan Sight. The contract will run from January 1, 1997 through December 31, 1997. Plan Sight will provide a total of 2,000 hours of on-site GIS technical assistance to the three communities in the organization. The Plan Sight proposal provides the most flexibility to the individual cities to meet their GIS needs over the contract period. Staff is recommending that the Columbia Heights City Council approve the contract with Plan Sight for providing GIS technical services to the Tri-City GIS Joint Powers Organization. RECOMMENDED MOTION: Move to approve the contract with Plan Sight for provision of GIS technical services in the amount of $40,000; and furthermore, to authorize the Mayor and City Manager to enter into an agreement for the same. MAW:jb 96-645 COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: 12/23/96 AGENDA SECTION: ITEMS FOR CONSIDERATION ORIGINATING DEPARTMENT: CITY MANAGER ITEM: AWARD CONTRACT FOR CONCRETE BY: M. Winson NO. FLOOR IN NEW COLD STORAGE BUILDING DATE: 12/16/96 On November 25, 1996, the City Council authorized staff to seek quotations for installing a concrete floor in the new cold storage building. Request for quotations were sent out to several contractors and quotations were received from two contractors by the December 12, 1996, closing time. Quotes were requested to do just the north 30' which would cover the area to be used by the Recycling Center and to do the entire floor. The quotes received are: North 30' (1800 SF) Entire Floor (6,240 SF) Ron Kassa Construction $5,940 L.P. Construction $7,650 $18,096 $24,960 The quote is for a 6" reinforced slab on grade. The City will be preparing the gravel base and providing heat to the building. There is $25,000 available that was budgeted for improvements to the MSC yard this year. This work will not be done. Staff is recommending that these funds be used to install the floor. As the $2.90/square foot is a very good price, staff is recommending that the entire floor be done under this contract. RECOMMENDED MOTION: Move to accept the quotation from Ron Kassa Construction for installation of a concrete floor in the cold storage building based on the quotation of $18,096 for 6,240 square feet with the funding coming from Fund 101-43121-5120; and, furthermore, to authorize the Mayor and City Manager to enter into an agreement for the same. ALTERNATE RECOMMENDED MOTION: Move to accept the quotation fi:om Ron Kassa Construction for installation of a concrete floor in the cold storage building based on the quotation of $5,940 for 1,600 square feet with funding coming from Fund 101-43121- 5120; and, furthermore, to authorize the Mayor and City Manager to enter into an agreement for the same. MAW:jb 96-648 COUNCIL ACTION: LNFORMAL QUOTATION PAGE 2 BID A Construct north 30' of slab-on-grade 1,800 S.F. $ BID B Construct slab-on-grade 6,240 S.F. $ SCHEDULE The work will be scheduled for a mutually agreeable time with final completion no later than January 31, 1997. If the entire floor is constructed (Bid B), the work must be scheduled with a minimum of two placements, approximately 2 weeks apart. QUOTATIONS MUST BE RETURNED BY: 4:30 P.M., DECEMBER 12, 1996 We understand that this quotation may not be withdrawn for a period of thirty (30) days from the date of submittal. ADDRESS SIGNATURE BY DATE l,.*7/-'- ll-% 7z/$? (Print or Type Name) INFORMAL QUOTATION PAGE 2 BID A Construct north 30' of slab-on-grade BID B Construct slab-on-grade SCHEDULE 1,800 S.F. $ _._,7_~ 6,240 S.F. $ ~z{,q4, o.~c The work will be scheduled for a mutually agreeable time with final completion no later than January 31, 1997. If the entire floor is constructed (Bid B), the work must be scheduled with a minimum of two placements, approximately 2 weeks apart. QUOTATIONS MUST BE RETURNED BY: 4:30 P.M., DECEMBER 12, 1996 We understand that this quotation may not be withdrawn for a period of thirty (30) days from the date of submittal. FIRM NAME DATE ADDRESS /~//5' ,/,' (Print or Type Name) CITY COUNCIL LETTER Meeting of: December 23, 1996 AGENDA SECTION: ITEMS FOR CONS I DERATION ORIGINATING DEPARTMENT: CITY MANAGER NO. FINANCE AGREEMENT WITH SOFTWARE TAILORS FOR INFORMATION COMMITTEE LASERFICHE DOCUMENT, MANAGEMENT DATE: SYSTEM I~, i~' ~ DATE: 12/16/96 On October 14, 1996, Council authorized staff to prepare and publish a Request for Proposal (RFP) for a computerized document management software program to be used throughout the City. In phase I of the project, the document management software will be installed on the computers of 30 key users. The program will be serviced with a dedicated network server. Documents generated by employees (beginning with City Code, Council minutes and Council resolutions) will be saved in a central location and accessible to the 30 key users. Security on documents can be set at any level needed. Once document management software is fully operational, it will store documents generated by employees and materials scanned into the system. The central location of information accessible by desk- top computers will make it much easier and more efficient for staff to access. The RFP for a computerized document management system was requested by 15 vendors. Five sealed proposals were submitted to the City by the deadline of 12:00 noon on November 27, 1996. The Vendor Selection sub-committee, consisting of interested division/department heads and selected members of the Management Information Committee, met on December 3 to discuss the proposals. There was good representation of all the departments. A summary of the vendors, products and prices is attached. The proposals were evaluated by the group for the software product best meeting the needs of the City and cost. AMI Imaging Systems was eliminated because of the high cost. Stringer Business Systems, Inc. was eliminated because of the extensive hardware network required. A minimum of three dedicated servers were required compared to one. Stringer also wanted to supply and service the optical drive and scanning hardware, instead of these items being truly non-proprietary. NETLink International did not provide enough information to adequately evaluate the product proposed. This was viewed as a lack of committment on the company's part. This narrowed the field to one software prodhct (LaserFiche) and two vendors. PC Pros and Software Tailors, Inc. were requested to clarify or provide more information concerning sections of their proposal and provide demonstrations. A cost comparison is attached. Based on the demonstrations, Software Tailors was judged to be the most knowledgeable about Laserfiche. Currently, the City also contracts with Software Tailors for network support and maintenance. Staff has found them to be knowledgeable about their product and responsive to our needs. Staff is requesting authorization to enter into an agreement with Software Tailors, Inc. RECOMMENDED MOTION: Move to authorize the Mayor and City Manager to enter into an agreement with Software Tailors, Inc. for the LaserFiche electronic document management system and related hardware, installation and training as listed in their proposal of November 21, 1996, with funding to come from the 1996 cable television fund budget. COUNCIL ACTION: DESCRIPTION Proposed Software 30 Workstation Software 30 Software Subscription Service 1 Server License 1 Software Subscription Service Software installation Software Training Performance Bond RESPONSES TO RFP FOR ELECTRONIC DOCUMENT MANAGEMENT SYSTEM AMI IMAGING SOFTWARE NETLINK PC PROS TAILORS STRINGER Optika PC Docs LaserFiche LaserFiche Lanier (PC DOCS) (Novell) (Novell) $41,524 $11,250 $21,965 + $20,898 $2,850 customizing features $1,595 $495 $5,359 $5,605 $1,900 $3,100 $844 $5,405 $900 $1,200 $4,800 $720 $15,155 $2,275 $3,000 $47,727 $27,200 $27,765 + $25,198 $22,950 Server (inc. UPS) Scanners Optical Drives Jukebox, 16 Platters minimum $6,300 $6,665 $7,940 $2,500-$4,900 $1,670 $9,190 $5,535 $2,400 $2,600 $3,944 $8,740-$11,740 $9,900 $16,243 $9,102 Maintenance $8,748 $3,345 $3,490 $3,058 $6,157 Inc. optical drive & scanning hardware ELECTRONIC DOCUMENT MANAGEMENT SYSTEM - LASERFICHE VENDOR PROPOSALS SOFTWARE DESCRIPTION TAILORS PC PROS Document Management System 30 User LaserFiche Package $17,840 $19,765 Snapshot Module $2,495 $2,000 COLD Module $2,500 $2,500 Server with the following: Pentium 200 MHz, Novell Certified 256K Pipeline Burst Cache 96 MB RAM 9 GB Hard Drive, SCSI Adapteo Controller Kit Medium Tower Case 3 1/2" Floppy Drive CD Rom Drive (internal on file server), 4X 2 Serial, 1 Parallel Port Video Card Novell Certified 10-Base-T Network Card 101 Enhanced Keyboard Dos 6.22 3 Year Carry-in Warranty 14" SVGA Monitor $5,650 $4,373 IntranetWare Novell 4.11,5 user (Based on Number of Servers) $895 $3,127 HP DAT Drive, Server Based HP, 8 GB, External Adaptec Controller Seagate Arcada Back-up Exeo, Single Netware Server $2,010 $1,581 HP DAT Drive Supplies (approximate) $8o $8o Uninterruptible Power Supply Tripp Lite Network Pro 675 Include NLM and Cable $345 $299 Installation $3,100 $1,900 Training $1,200 $900 Performance Bond $3,000 Annual Maintenance $3,890 $3,490 Total Proposal Cost $40,005 $43,015 CITY COU~IL LETTER Meeting of: December 23, 1996 AGENDA SECTION: Other Business ORIGINATING DEPARTMENT: CITY MANAGER'S NO: 7-C CITY MANAGER' S APPROVAL ITEM: Appointments to Boards& Commissions BY: Jo-Anne Student BY: NO: ~ ~ ~ ~ ! DATE: Dec. 11, 1996 DATE: On November 26th, members of the City Council interviewed residents who had completed an application expressing an interest in being appointed to a various board or commission. On January 9, 1995, the Council adopted a board and commission recruitment and selection process with the stated purpose to assure equal and open access to the selection process for all appointed boards and commissions. For the interview process, the Council used a form drafted by staff so all those being interviewed would be asked to respond to the same questions. Those selected for appointment were those persons, who in the judgement of the City Council, are representative of the community and are qualified by training, experience and interest to fulfill the responsibilities of the board/commission to which he/she is appointed. RECOMMENDED MOTION: Move to appoint the following residents to specific boards and commissions with the accompanying term expirations: Barbara Karol to the Human Services Commission for a term which expires in April 1998. Sean Clerkin to the Human Services Commission for a term which expires in April 1997. Bruce Nawrocki to the Police and Fire Civil Service Commission for a term which expires in April 1999. Dominic Diaz to the Telecommunications Commission for a term which expires in April 1998. and James Nelson to the Park and Recreation Commission for a term which expires in April 1997. COUNCIL ACTION: CITY COLrNCIL LETTER Meeting of: December 23, 1996 NoAGENDA: SECT~N: Other Business ORIGINATINGciTY MANAGER'DEPARTMENT:s APPROvALCITY MANAGER' S ! NO: ~ ~ ~. ~_, DATE: Dec. 16, 1996 Last February letters were sent to residents whose terms on various boards and commissions were expiring inquiring whether they were interested in being considered for reappointment. Although their terms expired in April, the following people have continued to serve: Catherine Anderson - Human Services Commission Richard Hubbard - Library Board Eileen Evans Park & Recreation Commission Gayle Norberg - Science, Technology & Energy Commission Ken Henke - Telecommunications Commission Ruth Graham - Telecommunications Commission Steve Miha!chick Telecommunications Commission There are still vacancies on the Human Services Commission (5), Insurance Commission, Merit Commission and Science, Technology and Energy Commission (2). The future of the last three commissions is still under discussion by the City Council. RECOMMENDED MOTION: Move to reappoint the following people to boards/commissions with stated dates of expiration: Catherine Anderson - Human Services Commission - April 1999 Richard ~ubbard - Library Board - April 1999 Ei!een Evans - Park & Recreation Commission - April 2001 Gayle Norberg - Science, Technology & Energy Commission - April 1999 Ken Henke - Telecommunications Commission - April 1998 Ruth Graham - Telecommunications Commission - April 1998 Steve Mihalchick - Telecommunications Commission - April !998 COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: December 23, 1996 AGENDA SECTION: ITEMS FOR CONSIDERATION ORIGINATING DEPT.: CITY MANAGER NO: q Recreation APPROVAL ITEM: Revised John P. Murzyn Hall BY: Randy Quale ~ BY: Management Plan, Revised Rental Recreation Director DATE: Policy, and Establish Rental Rates DATE: 12/11/96 for 1997 and 1998 NO: ~'~' At the Columbia Heights Park and Recreation Commission's November 26, 1996 meeting, the Commission unanimously approved revisions to the Murzyn Hall management plan, rental policy and rental rates for 1997 and 1998. The Commission would like the management plan revisions along with the i997 and 1998 rental rates to take effect January 1, 1997. Copies of the revised Murzyn Hall management plan and 1997 & 1998 rental rates are attached. The current i996 and 1997 rental rates were approved by the City Council on December 11, 1995. The Murzyn Hall management plan and rental policy was last revised at the August 9, 1996 City Council meeting. Listed below is a synopsis of the major revisions made to the Murzyn Hall management plan: The 1998 rental rates reflect an increase of approximately 5% over the 1997 rental rates (e.g. the main hall rental fee will increase from $640.00 in 1997 to $675.00 in 1998). The damage deposit will increase from $200.00 to $250.00 in 1998 to better cover damage expenses. The charge per canister of pre-mix and the CSO hourly charge will both increase from $18.00 to $18.50 in 1998. The early entry charge will increase from $50.00 to $55.00 in 1998. The custodial charge will increase from $10.00 to $tl.00 in 1998. Starting in 1997, a $15.00 fee will be charged for use of the CO2 system to tap kegs of beer. The fee will be waived if the renter purchases pre-mix from the City or if the Lions Club provides bartending services. Events lasting less than four hours in 1997 and 1998 will receive a 25% discount on rental fees. Weekday rentals in 1997 and 1998 between 8:00 a.m. and 4:00 p.m. will receive a 25% discount on rental fees. Two rental rate schedules shall be used starting in 1998; one for weekday and weekend day rentals, and a second for weekend evening rentals (Fridays through Sundays after 4:00 p.m.) Weekend evenings are considered premium rental times and will be subject to a higher rental rate schedule. The higher weekend evening rental rate schedule applies to all rooms excluding the main hall/kitchen/LaBelle Lounge rental package. Exclusive reservations for the LaBe!!e Lounge on Fridays or Saturdays may be made only two months in advance. Two or four hour rentals of the main hall, kitchen and LaBe!le Lounge on Fridays or Saturdays may be made only two months in advance. This will ensure that the lounge along with the hall and kitchen will be available for larger rentals (e.g. wedding receptions). The Director may at his discretion allow up to one hour early entrance under the following circumstances: staff are available; the rental on the previous day is for 250 people or less; no excessive cleaning or set up is foreseen; and the appropriate rental fee is charged. Early entrance beyond one hour is not allowed without approval of the Commission. The Commission may at their discretion allow early entrance beyond one hour under the following circumstances: staff are available; the rental on the previous day is for 100 people or less; and no excessive cleaning or set up is foreseen. Normally, the Commission will only allow a maximum of two hours of early entry. Approval for early entry may only be given one month in advance if there is no rental on the previous day. Otherwise, the approval of early entry may limit the size of rental on the previous day. Anyone vending food at Murzyn Hall is required to obtain the appropriate vending license from Anoka County. The Recreation Department will inform Anoka County of all events wher~ food i~ v~nd~d at Murzyn Hall. Page 10. 11. 12. 13. Rental fees will not be waived for political meetings of a candidate for local office. Groups renting Murzyn Hall on consecutive days may leave decorations and/or supplies in the facility overnight. However, the City will not be responsible for any loss or damages to these decorations and/or supplies. If the main hall is rented on a day Sunday through Thursday and adequate cancellation notice is given (e.g. three weeks) by the renter, the down payment shall be returned regardless if the main hall is leased to another party on the date reserved. Events lasting beyond three hours where the serving of beer or wine is restricted to three hours or less will still require the services of a CSO. The issue is the length of the event, not the length of time that beer or wine is served. The Murzyn Hall facility lay out schematics have been revised. The Murzyn Hall key schedule has been revised. Upon approval by the City Council, the rental policy that is distributed to facility renters will be amended to include the revisions made to the management plan and the Council approved 1997 and 1998 rental rates. RECOMMENDED MOTION: Move to adopt revisions to the John P. MurzynHatl management plan, rental policy, and 1997 and 1998 rental rates as outlined in Park and Recreation Commission submittal dated November 26, 1996. COUNCIL ACTION: ADMiN: CCJPMPLAN. 97 JO~l~ P. ~R~.~ :~.~T,T. '~NTAL INFORMATION Rentals in 1996 will pay the 1996 rate, rentals in 1997 will pay the !997 rate and rentals in 1998 will pay the 1998 rate. WEEKDAY AND WEEKEND DAY RENTALRATES 1996 1997 1998 Main Hall/Kitchen/LaBelle Lounge Main Hall Kitchen LaBelle Lounge Gauvitte Prestemon Edgemoor Keyes Youth Lounge Mathaire McKenna Mathaire/McKenna Seniors Ostrander Seniors/Ostrander $615.00 $430,00 $ 70.00 $125.00 $100.00 $1oo.oo $1oo.oo $100 O0 $100 O0 $100 00 $100 00 $155 00 $100 O0 $i00 00 $155.00 $640.00 $45O.OO $ 75.oo $130 00 $1o5 oo $105 00 $105 oo $105 00 $105 00 $105 00 $105 00 $160 00 $105 00 $105.00 $16o.oo $675.00 $475.00 $ 80.0o $135 O0 $110 00 $11o oo $110 O0 $!10 O0 $110 O0 $t10 O0 $110.00 $170.00 $11o.oo $t10.00 $170.00 WEEKEND EVENIN~ R~NTALRATES (Pri~ay - Sun~ay after &:O0 P.m.) 1996 1997 1998 Main Halt/Kitchen/LaBelle Lounge $615.00 $640 Main Hall $430.00 $450 Kitchen $ 70.00 $ 75 LaBeile Lounge $125.00 $130 Gauvitte $100.00 $105 Prestemon $100.00 $105 Edgemoor $100.00 $105 Keyes $100.00 $105 Youth Lounge $100.00 $105 Mathaire $100.00 $105 McKenna $100.00 $105 Mathaire/McKenna $155.00 $160 Seniors $100.00 $105 Ostrander $100.00 $105 Seniors/Ostrander $155.00 $160. O0 O0 O0 O0 O0 O0 O0 O0 O0 O0 O0 O0 O0 O0 O0 $675 00 $715 00 $120 00 $2OO 00 $165 oo $165 00 $165 00 $165 00 $165 00 $165 oo $165.00 $255.0O $165.00 $165.00 $255.OO FEES 1996 1997 1998 D~mage Deposit Security Deposit CS0 Hourly Charge Pre-Mix Deposit Pre-Mlx Canister Early Entry per Hour (Subject to approval by Recreation Custodial Charge per Hour (For fee-waived group "no shows"; fee-waived events operating hours; and events with 400 or more people) C02 System Usage Fee $ 15.00 (For use of C02 system to tap kegs from the City or if the Lions Club $200.00 $2oo.oo $25o.oo $ 75.00 $100.00 $100.00 $ 17.00 $ 18.00 $ 18.50 $ 75.00 $100.00 $100.00 $ 17.00 $ lS.O0 $ 18.50 $ 50.00 $ 50.00 $ 55.00 Director and/or Park & Rec. Commission) $ 10.00 $ 10.00 $ 11.00 scheduled outside $ 15.00 normal of beer. Fee waived if renter purchases pre-mix provides bartending services) DISCOUNTS 1996 1997 1998 Events Lasting Less than 2 Hours Events Lasting Less than 4 Hours Columbia Heights Resident Weekday Rental Special (8:00 a.m. - 4:00 50% 50% 50% 25% 25% 35% 35% 35% p.m.) 25% 25% EQUIPMENT AVAILABLE 1996 1997 1998 Audio/Visual Equipment Rental per Day $ 25.00 $ 25.00 $ 25.00 (T.V. & VCR, overhead projector & screen, slide projector and screen, and P.A. system. P.A. system usage included at no additional cost for Main Hall rentals) MURZYN: REbYIRRATE. 98 /APPROVED NOVEMBER 26, 1996 BY PARK & REC. COMMISSION ~fl3RZYN HALl, USAGE POLTCY The City of Columbia Heights is committed to the policy that all persons shall have access to its facilities without regard to race, creed color, sex, national origin or disability. Please refer to the current Murzyn Hall Management Plan for a complete list of all usage rules and regulations. ~ZN H~T,T. REQUXREMENTS/REGULATZONS Main Hall is rented from 12:00 noon to 1:00 a.m. the following day. Renters must remit a $100.00 deposit and sign a lease agreement to confirm their rental. Renters must also sign decorating/usage rules policy. Renters may be required to provide proof of personal liability insurance of $100,000.00/occurrence minimum. Also, renters may be required to provide a damage/cleaning deposit. Security services required for all rentals displaying alcoholic beverages. Deposits required for security services and pre-mix. Renters will be charged additional dollars if pre-mix or security services charges exceed their respective deposits. All deposits will be cashed upon receipt. FEE-WAIVED EVENTS The Park and Recreation Commission may waive the fee for any individual, business or organization when it deems the action to be in the best interests of the City of Columbia Heights. To be considered a Columbia Heights community service/civic organization, a minimum of 50% of the members of said organization must live or work full-time in the City of Columbia Heights. Any individual, business or organization wishing to have their rental fees waived must submit a request, signed by the Chief Officer, to the Commission at any regular meeting preceding the event. The Commission must take specific action to waive any fees. Each Columbia Heights community service/civic organization will be allowed a maximum of two fee-waived events per calendar year on a Friday or Saturday between the hours of 12:00 noon and 1:00 a.m. the following day. The Commission will not charge a fee for City sponsored activities, programs or meetings, including Boards and Commissions. Also, fees will not be charged during normal operating hours for ISD %13 sponsored activities, programs or meetings. In addition, fees will not be charged during normal operating hours for quasi-governmental units (defined as an organization having educational or other ties to the operation of City government), and the Legislative District Organizations of the Democratic-Farmer-Labor, Independent-Republican or other recognized political parties. OPERATIN~ HOURS Murzyn Hall will be available for activities between the hours of 7:00 a.m. and 1:00 a.m. the next morning. Normal operating hours (when custodial staff are routinely scheduled) for all rooms except the main hall, LaBelle Lounge and kitchen are defined as Monday through Thursday from 7:00 a.m. to 10:30 p.m. Normal operating hours for the main hall, LaBelle Lounge and kitchen are defined as Monday through Sunday from 12:00 Noon to 1:00 a.m. the following day. Use of rooms after normal operating hours is not allowed without approval of the Commission. No person shall serve any beverage mix or set-ups between the hours of 12:30 a.m. and 8:00 a.m. in Murzyn Hall. Exceptions to these hours will be by Commission action. EARLY ENTRY Approval for early entry may only be given one month in advance if there is no rental on the previous day. Otherwise, the approval of early entry may limit the size of rental of the previous day. The Recreation Director may allow up to one hour early entry under the following circumstances: staff are available; the rental on the previous day is for 250 people or less; no excessive cleaning or set up is foreseen; and the appropriate rental fee is charged. The Commission may allow early entrance beyond one hour under the following circumstances: staff are available; the rental on the previous day is for 100 people or less; and no excessive cleaning or set up is foreseen. Normally, the Commission will only allow a maximum of two hours of early entry. Weekend evenings (Fridays, Saturdays and Sundays after 4:00 p.m.) are considered premium rental times and shall be subject to a higher rental rate schedule in 1998. This higher fee schedule for weekend evening rentals in 1998 applies to all room rental rates excluding the Main Mall/Kitchen/LaBelle Lounge rental package. MURZYN: RENTRATE. 98 JOHN P. MURZYN HALL MANAGEMENT PLAN (Updated November 26, 1996) SECTION I - AUTHORITIES AND GENERAL PURPOSE 1.1 PURPOSE OF HALL John P. Murzyn Hall (hereinafter called JPM) is operated and maintained by the City of Columbia Heights (hereinafter called the City) for the enjoyment and benefit of the residents and taxpayers of the community. JPM shall be operated by the Director of Recreation or his/her representative (hereinafter called the Director). The Columbia Heights Park and Recreation Commission (hereinafter called the Commission) shall establish policies and procedures concerning the operation of JPM as delineated through City Code by the Columbia Heights City Council (hereinafter called the Council). JPM shall be utilized under policies established by the Commission. Rooms within JPM may be rented by individuals, businesses and organizations under a fee schedule and rules established by the Commission. The purpose for the rental fees is to help offset operational costs within JPM and any variance or waiver of said fees or rules shall be by action of the Commission. JPM shall be scheduled through the Director. The schedule maintained in the Recreation Department shall prevail over any other use not on the schedule. Reservations shall be based upon a scheduling priority policy established by the Commission with the following overriding restrictions: The Pre-School Room shall be for the Columbia Heights pre-school. This restriction shall include the Edgemoor Room during the hours of operation of the pre-school as provided on the building schedule maintained by the Director. o The Youth Lounge shall be for the use of the Columbia Heights Youth Drop-In Center as designated by the Commission. This restriction shall include the Edgemoor Room and the Prestemon Room during hours of operation as provided on the buiiiing schedule maintained by the Director. The Senior Lounge shall be used by the Seniors as determined by the Senior Coordinator of the Recreation Department. This restriction shall include the Ostrander Room and Prestemon Room prior to 5:00 p.m. Exclusive reservations for the LaBelle Lounge on Fridays or Saturdays may be made only two months in advance. This will ensure that the lounge along with the hall and kitchen will be available for larger rentals (e.g. wedding receptions). Two or four hour rentals of the main hall, kitchen and LaBelle Lounge on Fridays or Saturdays may be made only two months in advance. This will ensure that the hall along with the lounge and kitchen will be available for larger rentals (e.g. wedding receptions). Page - 2 Unless authorized by the Director, ISD %13 exercise classes shall be conducted only in the Edgemoor Room. See &~end/x A for & copy of the scheduling priority Dolicy. The City is committed to the policy that all persons shall have equal access to its facilities without regard to race, creed, color, sex, national origin or disability. 1.2 PARK AND RECREATION COMMISSION The Commission, as the designated representative of the Council, shall establish policies for the operation of JPM. It is their responsibility to ensure that policies are in place and administered in the best interests of all citizens, groups and organizations in the community. They are directly accountable to the Council for policy matters concerning JPM. Any variances to the policies concerning the operation of JPM shall be made by the Commission. The Commission shall establish the rate structure for JPM, and are responsible to review said structure periodically to determine whether or not any changes are warranted. The Commission shall be responsible to recommend any major capital expenditures to the Council. Any changes to the policies and rate structure of JPM shall be by a majority motion of the Board members present at the time of the action. All changes to the policies and rate structures are subject to concurrence by the Council. 1.3 CITY STAFF The Director is responsible to properly administer the policies, rules and regulations established by the Commission, and to ensure that JPM is operated and maintained properly. The Director shall bring all matters requiring operational policy decisions to the Commission. The Director shall bring any requests for variance from the policies, rules and regulations of JPM operation to the Commission. The Director shall bring all items of major capital expenditure to the Commission for a recommendation to the Council. The Director shall submit an annual account of usage, expenditures and revenues to the Commission for their review. The Director is under the supervision of the City Manager and shall be responsible to him/her for all other matters. JPM usage shall be scheduled by the Recreation Secretary and the maintenance and care of JPM shall be supervised by the Director. The Director shall ensure proper coordination of JPM policy, administration, scheduling, maintenance and care. 1.4 JPM USAGE A JPM usage schedule shall be carefully maintained at the office of the Director. Use of JPM will not be allowed unless included in the schedule. The purpose for this requirement is to avoid conflicts in JPM usage. The Council and Commission are committed to the policy that all Columbia Heights residents, groups and organizations shall have a fair and equitable opportunity to use JPM. Page - 3 Due to the number of individuals and organizations that request use of JPM, the Commission has deemed it necessary to group by activity these organizations and establish a priority in order to insure that JPM is made available so as to best meet community needs. As a result, JPM will be scheduled in accordance with the scheduling priority policy established by the Commission except as restricted in paragraph 1.1. Any variance from this policy shall require a ruling on the part of the Commission at its regularly scheduled meeting in order to provide ample forum for parties involved. A lease form shall be signed by all parties utilizing JPM. See appendix B £or a co~ o£ the lease. 1.5 JPM EXPENSES & REVENUES It shall be the responsibility of the Recreation Secretary to keep an ongoing account of expenses and revenues involved with JPM during the year. The Director shall be responsible to provide expense information to the Recreation Secretary for this purpose when they occur. The Director shall prepare a report of expenses, revenues and usage on an annual basis for review by the Commission. The Commission shall be responsible to review the report and make any adjustments or changes in policy or rates as may be deemed necessary upon their review. The Commission shall submit a copy of the report and any comments and changes in policy to the Council in order to keep them informed of the status of JPM. SECTION 2 - RENT~ POLICIES 2.1 ROOMS AVAILABLE Certain rooms, as established by the Commission, shall be available for rental. Rooms available for rental at this time, and the present rental rates are in appendix C. 2.2 HOURS OF OPERATION JPM will be available for activities between the hours of 7:00 a.m. and 1:00 a.m. the next morning. Normal operating hours (when custodial staff are routinely scheduled) for all rooms except the main hall, LaBelle Lounge and kitchen are defined as Monday through Thursday from 7:00 a.m. to 10:30 p.m. Normal operating hours for the main hall, LaBelle Lounge and kitchen are defined as Monday through Sunday from 12:00 Noon to 1:00 a.m. the following day. Use of rooms after normal operating hours is not allowed without approval of the Commission. No person shall serve any beverage mix or set-ups between the hours of 12:30 a.m. and 8:00 a.m. in JPM. Exceptions to these hours will be by Commission action. The Director may at his discretion allow up to one hour early entrance under the following circumstances: staff are available; the rentalon the previous day is for 250 people or less; no excessive cleaning or set up is foreseen; and the appropriate rental fee is charged. Early entrance beyond one hour is not allowed without approval of the Commission. The Commission may at their discretion allow early entrance beyond one hour Page - 4 under the following circumstances: staff are available; the rental on the previous day is for 100 people or less; and no excessive cleaning or set up is foreseen. Normally, the Commission will only allow a maximum of two hours of early entry. Approval for early entry may only be given one month in advance if there is no rental on the previous day. Otherwise, the approval of early entry may limit the size of rental on the previous day. 2.3 RENTAL RATES The Commission shall establish rates and policies governing such rates. They may from time to time amend rates and policies. Changes in policies shall apply immediately upon adoption by the Commission. Rate changes shall apply immediately upon adoption by the Commission except for those individuals, groups or organizations that have atready signed a lease at the time of the change. The Commission will review rates and policies a minimum of once a year upon receiving the Annual Report from the Director. Two rental rate schedules shall be used starting in 1998; one for weekday and weekend day rentals, and a second for weekend evening rentals (Fridays through Sundays after 4:00 p.m.) Weekend evenings are considered premium rental times and will be subject to a higher rental rate schedule. The higher weekend evening rental rate schedule applies to all rooms excluding the main hall/kitchen/LaBelle Lounge rental package. The'Commission may waive the fee for any individual, business or organization when it deems the action to be in the best interests of the City of Columbia Heights. The Commission will normally waive the fee for an eleemosynary, charitable, civic, community service or non-profit organization within the City of Columbia Heights. To be considered a Columbia Heights organization, a minimum of 50% of the members of said organization must live or work full-time in the City of Columbia Heights. Any individual, business or organization wishing to have their rental fees waived must submit a request, signed by the Chief Officer, to the Commission at any regular meeting preceding the event. The Commission must take specific action to waive any fees. The Commission will not charge a fee for City sponsored activities, programs or meetings, including Boards and Commissions. Also, fees will not be charged during normal operating hours for ISD #13 sponsored activities, programs or meetings (as defined in Appendix A). In addition, fees will not be charged during normal operating hours for quasi-governmental units (defined as an organization having educational or other ties to the operation of City government), and the Legislative District Organizations of the Democratic-Farmer-Labor, Independent-Republican or other recognized political parties. Rental fees will not be waived for political meetings of a candidate for local office. An hourly custodial fee will be charged for the following: 1)'Fee-waived groups who fail to cancel their reservation at least one working day in advance and/or fail to show up for a scheduled event (also known as a "no show" charge); 2) Fee-waived groups whose event is scheduled outside normal operating hours; and 3) Events that have 400 or mor~ people. Page - 5 Each fee-waived organization will be allowed no more than two (2) fee- waived events per year on either a Friday or Saturday between the hours of 12:00 Noon and 1:00 a.m. the following day. Any event lasting two hours or less may be charged at 50% of the Commission established rental rate. The 50% rate shall apply only for events not involving a substantial amount of set up or cleaning time as determined by the Director. Any event lasting four hours or less may be charged at 25% of the Commission established rental rate. The 25% rate shall apply only for events not involving a substantial amount of set up or cleaning time as determined by the Director. Two or four hour rentals of the main hall, kitchen and LaBelle Lounge on Fridays or Saturdays may be made only two months in advance. This will ensure that the hall along with the lounge and kitchen wi!! be available for larger rentals (e.g. wedding receptions). Weekday rentals scheduled between 8:00 a.m. and 4:00 p.m. may be charged at 25% of the Commission established rental rate. The 25% rate shall apply only for events not involving a substantial amount of set up or cleaning time as determined by the Director. Columbia Heights residents will receive a 35% discount on rental rates. However, in order to receive the discount the individual signing the lease agreement~ must be a resident of Columbia Heights and proof of residency may be required. The residential rental rate discount is taken after all other adjustments are included. If any of the representations, including residence, made at the time of entering into the rental agreement are no longer accurate within 20 days of the date of the event, the City of Columbia Heights shall have the sole discretion to declare the rental agreement null and void. In addition to the rental fee (regardless of whether the fee is waived or not), when liquor is present on the premises, a security officer shall be present. The City of Columbia Heights shall provide the security officer. The Commission shall establish an hourly rate for this service, and amend such rate from time to time as it deems necessary. A security deposit to offset the security officer(s) wages shall be required in addition to the rental fee. The amount of the security deposit shall be established by the Commission. The security officer shall be scheduled from one (1) hour after liquor has begun to be served until JPM is cleared by the lessee. The lessee shall be charged additional dollars if the security officer(s) charges exceed their deposit. When wine or beer is the only intoxicating beverage being served and the event lasts three hours or less, the security officer will not be required (because of the low alcoholic content and short period). Events lasting beyond three hours where the serving of beer is wine is restricted to three hours or less will still require the services of a CS0. The issue is the length of the event, not the length of time that beer or wine is served. The only exception is for the Columbia Heights Lions Club, who shall be allowed to serve liquor on its regular meeting nights until 10:00 p.m. to its members without the services of a security Page - 6 officer. Bee appendix c £o~ =-oom ~ental ~ates. 2.4 FACILITIES AND ACCESSORIES The maximum capacity is 689 people in the main hall. Tables and chairs can be set up to accommodate up to 500 people. The main hall rental package (main hall, kitchen and LaBelle Lounge) includes the following: The use of thekitchen facilities including an automatic dishwasher, garbage disposal, refrigerator, warming oven, stove, coffee urns, ice machine and hot and cold serving bars. Plates, coffee cups, silverware (one fork, knife and spoon per setting), salt/pepper shakers, and beverage pitchers are available to serve up to 500 people. The kitchen is not equipped with serving utensils, pots, pans, dish towels, dish cloths, pot holders, etc. LaHelle Lounge facilities include a complete wet bar, three pre-mix dispensers, four beer taps and coolers, and use of ice machine. No supplies are provided for the bar (i.e. towels, pourers, etc.) Use of the pre-mix dispensers or beer taps must be arranged in advance of the rental date. The pre-mix dispensers may only be used when the pre-mix is purchased through the City. Diet Coke, Coca Cola, Lemon-Lime, Lemon Sour, Club Soda and Tonic can be ordered in any combination selected. The first canister of each flavor pre-mix will be sold in its entirety (regardless of how much is used) and a deposit will be required. Any additional pre-mix will be sold on the basis of the amount used. Each canister of pre-mix has a volume of 4-3/4 gallons. The lessee shall confirm pre-mix order and tender the pre-mix deposit no later than one (1) week before the rental date. Any changes in the pre-mix order after this time must be approved by the lessee and the Recreation Department. The lessee shall be charged additional dollars if the pre-mix charges exceed their deposit. A fee will be charged for use of the C02 system to tap kegs of beer. The fee will be waived if the renter purchases pre-mix from the City or if the Lions Club provides bartending services. The City will set up tables and chairs for an event. It will be the responsibility of the lessee to graphically indicate, at the time the final arrangements are made, any specific plan or arrangement they desire. They may, however, choose from several standards the ' City provides. The use of the coat room is provided. However, the City will not provide an attendant, and if one is desired, the lessee must provide their own. The lessee (or caterer) is required to wash all utensils (plates, coffee cups, silverware, etc.), empty all kitchen trash receptacles, and clean the kitchen appliances used. All leftover food and beverages must be removed from the hall at the end of the rental. Grease may not be dumped down the drain. The lessee is required to wash down the bar and back bar area. The lessee is to leave the kitchen and bar in the same condition as they received it. The City will provide overall cleaning of the facilities and put.all tables and chairs away. Failure to clean the Page - 7 facility properly may result in forfeiture of the damage/cleaning deposit. The City of Columbia Heights is not responsible for lost or stolen articles. The lessee shall hold the City harmless from any liability whatsoever during the use of the facilities. Groups renting Murzyn Hall on consecutive days may leave decorations and/or supplies in the facility overnight. However, the City will not be responsible for any loss or damages to these decorations and/or supplies. 2.5 RESERVATION AND LEASE AGREEMENT REQUIREMENTS The building facilities may be reserved by either a telephone call or in person at JPM located at 530 Mill Street N.E. The building may be viewed by making an appointment with the Recreation Secretary. A reservation shall be held for only two (2) weeks, at which time a down- payment on the rental fee is required. The down-payment will assure a reservation. If a down-payment is not made within two (2) weeks from the date the request was made, the reservation will be cancelled. For reservations made within one (1) month of the requested date, a 25% down payment is due no later than one (1) week from when the reservation was made. The down-payment for Friday and Saturday main hall rentals shall be returned~upon cancellation only if the City is able to lease the hall to another party on the date reserved. If the main hall is rented on a day Sunday through Thursday and adequate cancellation notice is given (e.g. three weeks) by the lessee, the down payment shall be returned regardless if the main hall is leased to another party on the date reserved. At the time the reservation is confirmed and a down-payment made, a lease agreement will be signed by the lessee and the City. JPM shall not be utilized for any event without having first executed a lease agreement. A lease agreement shall not be granted to any applicant unless the following stipulations are fulfilled: 1. The applicant shall personally appear before the Director or his/her authorized representative, fill out the required lease and answer all questions required of him/her on the lease form. 2. The applicant shall not have been convicted of a crime involving illegal use, consumption or sale of intoxicating liquor or non-intoxicating malt liquor during the five (5) years immediately preceding the lease agreement. 3. The applicant shall not have been convicted of any felony within the year immediately preceding the application. 4. The applicant shall have attained the minimum age of eighteen (18) years, or twenty one (21) years if alcoholic beverages will be present during the rental. 5. The applicant shall provide, for file purposes, a Photocopy of their insurance policy indicating that they have personal liability coverage at a minimum of one hundred thousand dollars ($100,000.00) Page - 8 per occurrence under the following circumstances: A. When liquor is permitted to be displayed or consumed on the premises. When an admission fee is charged. When services or goods are vended. When food or beverages are provided or vended (except for basic meeting refreshments such as coffee, cookies, soft drinks, etc.) E. When there are fifty (50) or more participants. F. For dances, exercise classes or other physical activities. For any other usage that the Director deems a potential liability or property risk. When required, the photocopy of the applicant's insurance policy shall be on file no later than when the final rental payment is due. The requirement to provide proof of insurance may be waived by action of the Commission. The applicant shall agree to abide by all the rules and regulations set by the City and Commission concerning'the use of JPM. The Commission may also elect to accept an annual lease agreement with an organization by special action and specification. Such annual lease agreement shall not relieve the lessee from any other obligations or responsibilities enumerated in this policy or as prescribed by the Commission. Such annual lease agreement will not relieve an organization from making specific and individual event reservations prior to use of JPM. A lease agreement shall not be transferred to another person. If because of circumstances beyond the City's control or an act of God, JPM is not available for use, the City and its' agents are not liable to furnish another hall. The lessee is responsible for passing on the information in the lease agreement and the JPM rental policy to all people involved with the rental (decorators, DJ/band, caterer guests etc.) ' ' 2.6 BALANCE OF THE RENTAL FEE The balance of the rental fee is due no later than one (1) month prior to the rental date. Reservations that are made within one (1) month of the requested date, shall require final payment no later than one (1) week prior to the rental date. A penalty charge may be added by the Commission if payment deadlines are not met, or the reservation may be canceled. 2.7 DAMAGE/CLEANING DEPOSIT A deposit fee for damages, breakage, losses or failure to clean the facility properly shall be made at the time the balance of the rental fee is due under the following circumstances: Page - 9 When liquor is permitted to be displayed or consumed on the premises. B. When an admission fee is charged. C. When services or goods are vended. When food or beverages are provided or vended (except for basic meeting refreshments such as coffee, cookies, soft drinks, etc.) E. When there are fifty (50) or more participants. F. For dances, exercise classes or other physical activities. For any other usage that the Director deems a potential liability or property risk. The damage/cleaning deposit fee shall be set by the Commission and is presently set at two hundred dollars ($200.00). The damage/cleaning deposit shall be cashed upon receipt. The damage/cleaning deposit may be waived by action of the Commission. The Director shall determine if any damages have occurred due to the event. The deposit shall be returned at the time of settling up final charges or refunds if no damages occurred. 2.8 Lessee may choose to bring in their own alcoholic beverages for an open bar or B.Y.O.B. event, or contract with the Columbia Heights Lions Club to provide complete bartending services for their event. Intoxicating liquor shall not be sold on the premises without proper license to sell as issued by the City of Columbia Heights. The bar attendant, secured by the lessee, shall not consume any liquor while tending bar or just prior to tending bar. Bar attendants may accept freely given tips from customers. However, open bar or B.Y.O.B. events may not employ a "suggested" or "required" dollar amount of tip from customers for beverages. Ail bottles shall be kept in plain sight on or behind the bar (including' B.Y.O.B. events). Alcoholic beverages may only be dispensed from behind the bar (except for wedding champagne toasts as described below). No liquor containers are allowed in the seating areas. Alcoholic beverages are not to be taken out of JPM during an event. Champagne bottles and/or a champagne fountain will be allowed in the main hall for wedding champagne toasts only. The wedding party (lessee) or caterer provides and pours the champagne. Champagne bottles may only be opened in the kitchen or behind the bar. The shooting of champagne corks in or around JPM is strictly prohibited. It is not permitted to serve liquor to minors. The lessee shall be on the actual premises at all times while liquor is being served. No person, except wholesalers or manufacturers to the extent authorized Page - 10 under State license, is permitted to directly or indirectly deal in, sell, or keep for sale, any intoxicating liquor without first having received a license to do so. The terms "sale" and "sell" mean and include all barters and all manners or means of furnishing intoxicating liquor in violation or evasion of the law and also include the usual meanings of the terms. There may be no open bar with an admission fee. An approved liquor license must be used if there is an admission charge for the rental. The City shall provide a uniformed security officer to be stationed on the premises when lic/uor is permitted to be displayed or consumed. This service shall be paid by the lessee in addition to the rental fee. The security service fee shall be paid even if the rental fee is waived. If deemed needed by the City, additional security may be added and charged to the lessee. No person shall serve any beverage mix or set-ups between the hours of 12:30 a.m. and 8:00 a.m. Beverage mix or set ups may not be sold during an open bar or B.Y.O.B. event. City ordinance requires the bar to close no later than 12:30 a.m. Ail persons present at any activity where intoxicating liquor or non-intoxicating malt liquor is permitted, served or displayed, shall abide by the rules and regulations of the Commission and the Director. Should any violation of such rules, or the laws or ordinances of the State of Minnesota or the City of Columbia Heights occur, the Director, his/her authorized representative, a peace officer, or authorized security officer, may: 1. Order the removal of such offender forthwith; or o Order the immediate removal of all beer, wine and intoxicating liquor from the premises; or o Revoke the lease immediately and order all persons from the premises without refund of any fees. 2.9 DECORATIONS The building may be decorated for an event, but nails, tacks and other harmful methods of attaching decorations is prohibited. There are prescribed locations for such devices and the lessee is required to check with the Director's office for specific instructions prior to decorating JPM. Groups renting Murzyn Hall on consecutive days may leave decorations and/or supplies in the facility overnight. However, the City will not be responsible for any loss or damages to these decorations and/or supplies. Bee appe~ix ~ £o~ a ~peci£ic liat o£ ~eco~ati~ ~ulea a~ uaage ~olicies. 2.10 LIVE ANIMALS Live animals, fowl, or fish shall not be allowed for display, show or any other purpose within JPM, except as may be necessary for such purposes as seeing eye dogs, etc. The Director shall prescribe limitations on the Page - 11 allowable circumstances. 2.11 DELIVERIES Deliveries of supplies or equipment are allowed only during the times listed on the lease agreement. The lessee shall bear all responsibilities and liabilities for deliveries for their event. The City will not be responsible for accepting or unloading any deliveries. 2.12 EQUIPMENT RENTALS The rental or usage of JPM equipment (tables, chairs, overhead projectors, etc.) by the public for usage away from JPM shall be by action of the Commission. There will be a charge to the lessee (in addition to the rental fee) for the use of JPM audio/visual equipment (TV & VCR, overhead projector, P.A. system, slide projector, projection screen, etc.) P.A. system usage included at no additional cost for Main Hall rentals. See a~;en~ix c for audio/visual equipment rental rates. 2.13 VENDING FOOD Anyone vending food at Murzyn Hall is required to obtain the appropriate vending license fromAnoka County. The Recreation Department will inform Anoka County of all events where food is to be vended at Murzyn Hall. SECTION 3 - SCHEDULING OF THE BUILDING 3.1 SCHEDULING BUILDING Building usage shall be established by the building schedule. The schedule shall be administered by the Recreation Secretary. The building schedule shall be maintained and up to date at all times. It shall be the responsibility of the Recreation Secretary to provide a schedule of upcoming events on a monthly basis, updated weekly, to the Director in order to properly schedule custodians. In addition, it shall be the responsibility of the Recreation Secretary to schedule the security officer for any events requiring this service, as indicated in this plan. It shall be the responsibility of the Recreation Secretary to make sure all transactions concerning the hall are completed on time and in the proper sequence. The Recreation Secretary shall ensure that all charges and refunds are accurate and completed in a timety manner. 3.2 USE OF ROOMS Because of anticipated demand for rooms, unscheduled use of rooms will not be allowed. The schedule maintained by the Recreation Department shall be the only authorized use of building. In addition, certain activities may from time to time be restricted to certain rooms or disallowed in the building completely. Such restrictions shall be determined by the Commission. The Director may place a temporary restriction on the use of rooms or the building for Page - 12 maintenance or security purposes or the protection of the City's interest as a whole. He shall, however, submit such restrictions to the Commission for a determination no later than their next regular meeting. See appendix F £or the l£st o£ restr£ctions on the usage o£ the building enacted b~ the Co-~ission. The Commission has determined several layouts on the arrangement of tables in the main hall, and has determined maximum numbers of people allowed in rooms at any one time. These determinations are based upon building code, fire code, and facility restrictions. However, changes may be made by a lessee upon submitting a revised plan to the City for approval. Copies of scale drawings for this purpose will be provided by the City. See appendix G for ~rawlngs an~ determinations. 3.3 SECURITY CONTROL OF BUILDING In order to maintain control over the use of the building, it shall be keyed with the City's controlled access keying program. Access to rooms shall be restricted in order to maintain control in usage, security and cleaning schedule. Only those having a need for access for either cleaning, maintenance or usage shall be issued a key and the keying system shall be established so that access is limited accordingly. It is the intent of the Commission to have a Custodian on duty whenever an activity is occurring, with the exception of pre-school activity and the Senior Drop-In Center activity. Exceptions shall be at the discretion of the Director, bearing in mind the Commission's intent. Access to the building shall be controlled through locked doors, and the custodians shall ensure the building is locked when not in use. The Recreation Department shall ensure the outside doors, rest rooms and other rooms open for their activities are secured upon leaving the building at the close of a day, when a custodian is not on duty. Security gates may be placed in front of the stairways when either the rooms upstairs or downstairs are rented exclusively. However, the stairs in the LaBelle Lounge leading to the balcony may never be blocked off with a security gate or chairs. It is permissible to rope off the lounge stairway or use signs to indicate the balcony is closed. See appendix H for the schedule of key~n~ roo~ access. 3.4 CLOSING BUILDING ON HOLIDAYS The Commission shall annually establish the days that JPM shall be closed in observance of holidays. JPM may not be rented on the established holidays without approval of the Park and Recreation Commission. That way the Commission may review the holiday rental requests and then determine if the rental warrants opening JPM on a holiday. See Appendix M for the current list of holiday closing ~tes. Page - 13 SECTION 4 - RULES OF OPERATION 4.1 DUTIES OF THE HEAD CUSTODIAN The head custodian shall be under the supervision of the Director. He/she is responsible to provide general and preventive maintenance to the hall. The head custodian directs the work of the part-time custodians as assigned by the Director. The head custodian is responsible to provide guidance to the other custodians in the absence of the Director and is held accountable for proper completion of the work. 4.2 DUTIES OF THE CUSTODIAN II (CARETAKER} The custodian II shall be under the supervision of the Director. They are responsible to provide helpful services to users of the building during any event. They are to protect the interests of the City so that the building is not damaged or misused during usage. They are to be the contact with the City by users of the building. The custodian II should be familiar with the facilities and the operation of the equipment in the building. If the custodian II runs into a problem they cannot handle, the Director should be contacted (if the Director is not available, the head custodian should then be contacted). 4.3 DUTIES OF THE CUSTODIAN I (JANITOR) The custodian I shall be under the supervision of the Director. They shall be responsible to clean, maintain and set up the building following a prescribed schedule. The custodian I should be familiar with the facilities and the operation of the equipment in the building. If the custodian I runs into a problem they cannot handle, the Director should be contacted (if the Director is not available, the head custodian should then be contacted). See appendix I for the custodian work rules. 4.4 DUTIES OF THE COM!~UNITY SERVICE OFFICER (CS0t The CSO shall be under the supervision of the Police Department. shall be responsible for the following: They To act as a public agent for the City in dealing with the persons who rent the facility and their guests. TO protect private and public property from theft and damage. This includes the parking lots - front and back, the coat room, purses, as well as the city building and equipment. To provide information to persons who are unfamiliar with the building and who request assistance. D. To keep trespassers and unauthorized persons out of the building. To contact an on duty police officer when there is a problem or a violation of the law. Page - 14 see appendix J £o~ the CSO ~uties and ~es~onsibilities. 4.5 CRITERIA FOR SCHEDULING SECURITY SERVICES Below are the criteria for scheduling security services (cSo) at JPM: ao When liquor is present on the premises. The CS0 shall be scheduled from one (1) hour after liquor has begun to be served until JPM is cleared by the lessee. When wine or beer is the only intoxicating beverage being served and the event lasts three hours or less, the CSO will not be required (because of the low alcoholic content and short period). Events lasting beyond three hours where the serving of beer is wine is restricted to three hours or less will still require the services of a CSO. The issue is the length of the event, not the length of time that beer or wine is served. The only exception is for the Columbia Heights Lions Club, who shall be allowed to serve liquor on its regular meeting nights until 10:00 p.m. to its members without the services of a CSO. For dances, concerts or similar events that charge an admission fee with greater than fifty (50) participants. C. For youth or teen dances with greater than fifty (50) participants. D. For events exceeding 500 participants. Eo For any other usage that the Police Department and/or Director deem a potential liability or property risk. When there are two or more events scheduled at JPM at the same time that both fall under one or more the criteria listed in A - E above, a second CSO should be scheduled if: A. Each event exceeds 200 participants. B. The total for all events exceed 500 participants. The Police Department and/or Director deem the event(s) a potential liability or property risk. When there are two or more events scheduled at the same time that rec/uire only one CSO, the security service fee shall be split between the renters during overlapping times. SECTION 5 - MISCELLANEOUS OPERATIONAL PROCEDURES 5.1 ORDERING SUPPLIES & REPAIRS It shall be the responsibility of the Head Custodian to notify the Director of any cleaning supplies or cleaning equipment that needs to be ordered or any repair work that needs attention. Minor repairs shall be made by the custodians. Repairs which cannot be made by the custodians shall be written up and given to the Director. The Director shall order all supplies and/or equipment following the Page - 15 purchasing procedure as outlined in the city procedure policy manual and make the necessary arrangements with Public Works personnel or outside contractors for major repair work. 5.2 GUIDELINES FOR HEATING~ AIR CONDITIONING AND VENTILATING SYSTEMS 5.3 Because of the wide variety of uses in the building, and the complexity of the air handling system, guidelines have been established for the operation of this equipment. The guidelines shall be estab!ished by the Director weighing all times of the building and seasonal variations in outside temperatures. TELEPHONE SERVICE IN THE BUILDING~ The building is set up to handle telephone service in most rooms. Because of limitations in the system, telephones shall be provided when needed. Telephones are to be moved at the direction of the Director only. Improper movement of telephones may cause damage to the entire phone system. See appendix K for the phone jack system. 5.4 EQUIPMENT OPERATIONAL PROCEDURES Several pieces of equipment and/or specific operational procedures require some explanation because of who uses the equipment or performs the tasks. From time to time, procedures or explanations shall be attached to this document. See appendix L for mlscellaneous operational procedures. MURZYN: JPMPLAN A~pen~ix A JOHN P. MURZYN HALL SCHEDULING PRIORITY POLICY (U~dated - November 26, 1996) The Park & Recreation Commission is committed to the policy that all Columbia Heights residents, groups and organizations shall have a fair and equitable opportunity to use John P. Murz!rn (JPM) Hall. Due to the number of individuals and organizations that request use of JPM Hall, the Park and Recreation Commission has deemed it necessary to group by activity these organizations and establish a priority in order to insure that JPM Hall is made available so as to best meet community needs. As a result, the building will be scheduled in accordance with a scheduling priority policy established by the Commission with the following overriding restrictions: 1. The Pre-School Room shall be for the Columbia Heights pre-school. This restriction shall include the Edgemoor Room during the hours of operation of the pre-school as provided on the building schedule maintained by the Director. 2. The Youth Lounge shall be for the use of the Columbia Heights Youth Drop-In Center as designated by the Commission. This restriction shall include the Edgemoor Room and the Prestemon Room during hours of operation as provided on the building schedule maintained by the Director. 3. The Senior Lounge shall be used by the Seniors as determined by the Senior Coordinator of the Recreation Department. This restriction shall include the Ostrander Room and Prestemon Room prior to 5:00 p.m. Exclusive reservations for the LaBe!le Lounge on Fridays or Saturdays may be made only two months in advance. This will ensure that the lounge along with the hall and kitchen will be available for larger rentals (e.g. wedding receptions). Two or four hour rentals of the main hall, kitchen and LaBelle Lounge on Fridays or Saturdays may be made only two months in advance. This will ensure that the hall along with the lounge and kitchen will be available for larger rentals (e.g. wedding receptions). Unless Authorized by the Director, ISD #13 exercise classes shall be conducted only in the Edgemoor Room. Reservations shall be based upon the following scheduling priority policy: Priority #1: - All City of Col,,~hia Heights sponsored activities, ~rograms and meetings. Reservations for City functions may be taken at any time for any date. City functions may pre-empt lower priority reservations at the discretion of the Director (e.g. a special City election may bump a birthday party rental from the hall.) There will be no renUat fees charged for City reservations. Priority #2: - All Independent School District %13 sDons0red activities, programs and meetings. Reservations for ISD 913 functions may be taken Page - 2 JPM SCHEDULING PRIORITY POLICY starting December 1 for the following two years. There will be no rental fees charged for ISD 913 reservations during the following hours: Mondays through Thursdays between the hours of 7:00 a.m. and 10:30 p.m.; Fridays from 7:00 a.m. to 4:30 p.m.; and Saturdays from 7:00 a.m. to 12:00 noon. A rental fee will be charged at all other times to cover custodial charges. ISD #13 will be allowed no more than two (2) fee-waived events Der year on either a Friday or Saturday between the hours of 12:00 Noon and 1:00 a.m. the following day. Priority #3= - All recognized Col,,~hi& Heights eleemosy2~ary, charitable, civic, community service or non-profit organizations. These include but are not limited to: Columbia Heights Lions Club, Columbia Heights Athletic Boosters, boy scouts, 4-H, girl scouts, etc. Reservations may be taken starting December 15 for the following two years. To be considered a Columbia Heights organization, a minimum of 50% of the members of said organization must live or work full-time in the City of Columbia Heights. The Park and Recreation Commission may waive the fee for Columbia Heights organizations when it deems the action to be in the best interest of the City. A rental fee may be charged for reservations outside of normal operating hours to cover custodial charges. Each of these organizations will be allowed no more than two (2) fee-waived events per year on either a Friday or Saturday between the hours of 12:00 Noon and 1:00 a.m. the following day. Priority #4: - All other Col,,~hi& Heights organizations, groups, businesses &n~ individuals. These include but are not limited to: private parties, neighborhood groups, recognized political parties, etc. Reservations may be taken starting on the first working day in January for the following two years. To be considered a Columbia Heights organization or business, a minimum of 50% of the members of said organization or business must live or work full-time in the City of Columbia Heights. Individuals must be a current Columbia Heights resident. There will be no rental fees charged for IR or DFL Legislative District Organizations or other recognized political parties during normal operating hours (a rental fee will be charged at all other times to cover custodial charges.) IR and DFL Legislative District Organizations will be allowed no more than two (2) fee-waived events per year on either a Friday or Saturday between the hours of 12:00 Noon and 1:00 a.m. the following day. Rental fees will not be waived for political meetings of a candidate for local office. Priority #5: - All non-Col,,~i& Heights organizations, groups, businesses mn~ individuals. Reservations may be taken starting on the second working day of January for the following two years. Any variance from this scheduling priority policy shall require a ruling on the part of the Commission at its regularly scheduled meeting in order to provide ample forum for parties involved. A lease form shall be signed by all parties utilizing the hall. The Commission may waive the fee for any individual, business or organization when it deems the action to be in the best interests of the City of Columbia Heights. MURZYN: AP-A. JPM CITY OF COLUFiBIA HEIGHTS Appendix B LEASE AGREEMENT called "lessor", and , of hereinafter called lessee : WITNESSETH, that the lessor, in consideration of rents and covenants hereinafter mentioned, does hereby demise, lease and let unto lessee, and said lessee does hereby hire and take from lessor that portion of John P. Murzyn Hall as is described as follows, to-wit: The purpose of iessee's use will be as follows: TO HAVE AND TO HOLD, the premises just as they are, without any liability or obligation on the part of said lessor of making any alterations, improvements or repairs of any kind on or above the said premises for the term of: to on yielding and paying the rent of dollars ($). And the lessee has herewith agreed to make a damage/cleaning deposit of $200.00 dollars ($250.00 in 1998), which must be paid by to assure that the premises are maintained in as good order and condition and state of repairs, reasonable wear in use excepted as the same now are or may be put into by said lessor. All deposits will be cashed by the lessor upon receipt. The damage/cleaning deposit shall be returned to the lessee provided the premises are maintained in good order, there are no damage/cleaning claims by the lessor, and the lessee has paid in full all rents and covenants herein mentioned. The lessee must abide by all the rules and regulations of the Park and Recreation Commission and has acknowledged receipt of the same by execution of this Agreement. This Agreement must be approved by the Park and Recreation Commission before the same is valid. Lessor acknowledges receipt of a down payment of dollars ($) and the balance of dollars ($) must be paid by . The lessee shall be charged additional dollars if pre-mix and Community Service Officer's charges exceed their respective $100.00 deposits. Charges for a Community Service Officer are $18.00/hour in 1997 ($18.50/hour in 1998). Charges for pre-mix are $18.00/canister in t997 ($18.50/canister in 1998). Events with 400 or more participants shall be required to pay an additional custodial charge of $10.00/hour in 1997 ($10.50/hour in 1998). As part of this lease, the lessee hereby fully releases and discharges the lessor, its servants, agents,' employees, contractors or subcontractors from any liability whatsoever in any way arising from any and all injuries, losses, and/or damages to person and/or property sustained or received on or about the said Murzyn Hall during the term of this lease. Additionally, the lessee agrees to save harmless and indemnify the said lessor from any and all expenses arising because of any claim which may hereafter be presented by anyone for loss or damage or personal injury as a result of use of John P. Murzyn Hall. Furthermore, the lessee shall provide a copy of their insurance policy by indicating that they have Personal Liability coverage at a minimum of $100,000.00 per occurrence. If the balance of payments due under this Agreement are not paid by the date set forth herein, this Agreement shall become null and void, and the lessor shall keep the down payment as liquidated damages. There may be no open bar with an admission fee. An approved liquor license must be used if there is an admission charge for the rental. If deemed needed, at the sole discretion of the Columbia Heights Police Department, additional security may be added and charged to the lessee hereunder. If any of the representations, including residence, made at the time entering into this agreement are no longer accurate within 20 days of the date of the event, the City of Columbia Heights shall have the sole discretion to declare this agreement null and void. IN TESTIMONY WHEREFORE, the lessee has hereunto set his/her hand(s) and seal(s) the day and year first written above. Lessee Approval of Park and Recreation Commission Lessee MURZYN: AP-B.REV (Updated 10/14/96~ JOHN P. MURZYN H~T.T. RENTAL INFORMATION Appendix C Rentals in 1996 will pay the 1996 rate, rentals in 1997 will pay the 1997 rate and rentals in 1998 will pay the 1998 rate. WEEKDAY AND WEEKEND DAY RENTAL RATES 1996 1997 1998 Main Ha!t/Kitchen/LaBelle Lounge $615.00 $640.00 $675.00 Main Hall $430.00 $450.00 $475.00 Kitchen $ 70.00 $ 75.00 $ 80.00 LaBelle Lounge $125.00 $130.00 $135.00 Gauvitte $100.00 $105.00 $110.00 Prestemon $100.00 $105.00 $110.00 Edgemoor $100.00 $105.00 $110.00 Keyes $100.00 $105.00 $110.00 Youth Lounge $100.00 $105.00 $110.00 Mathaire $100.00 $105.00 $110.00 McKenna $100.00 $105.00 $110.00 Mathaire/McKenna $155.00 $160.00 $170.00 Seniors $100.00 $105.00 $110.00 Ostrander $100.00 $105.00 $110.00 Seniors/Ostrander $155.00 $160.00 $170.00 WEEK~/~D EVENIN~ RENTAL RATES (Friday - Sunny after 4'-00 p.m.) 1996 1997 1998 Main Hall/Kitchen/LaBel!e Lounge $615.00 $640.00 $675.00 Main Hall $430.00 $450.00 $715.00 Kitchen $ 70.00 $ 75.00 $120.00 LaBe!te Lounge $125.00 $130.00 $200.00 Gauvitte $100.00 $105.00 $165.00 Prestemon $!00.00 $105.00 $165.00 Edgemoor $100.00 $105.00 $165.00 Keyes $100.00 $105.00 $165.00 Youth Lounge $100.00 $105.00 $165.00 Mathaire $100.00 $105.00 $165.00 McKenna $t00.00 $105.00 $165.00 Mathaire/McKenna $155.00 $160.00 $255.00 Seniors $100.00 $105.00 $165.00 Ostrander $100.00 $105.00 $165.00 Seniors/Ostrander $155.00 $160.00 $255.00 FEES 1996 1997 1998 Da/nage Deposit Security Deposit CSO Hourly Charge Pre-Mix Deposit Pre-Mix Canister Early Entry per Hour (Subject to approval by Recreation Custodial Charge per Hour (For fee-waived group 'no shows'; fee-waived events operating hours; and events with 400 or more people) C02 System Usage Fee $ 15.00 (For use of C02 system to tap kegs from the City or if the Lions Club $200.00 $200.00 $250.00 $ 75.00 $100.00 $100.00 $ 17.00 $ 18.00 $ 18.50 $ 75.00 $!00.00 $I00.00 $ 17.00 $ 18.00 $ 18.50 $ 50.00 $ 5o.00 $ 55.00 Director and/or Park & Rec. Commission) $ 10.00 $ 10.00 $ 11.00 scheduled outside $ 15.00 normal of beer. Fee waived if renter purchases pre-mix provides bartending services) DISCOUNTS 1996 1997 1998 Events Lasting Less than 2 Hours Events Lasting Less than 4 Hours Columbia Heights Resident Weekday Rental Special (8:00 a.m. - 4:00 50% 50% 50% 25% 25% 35% 35% 35% p.m.) 25% 25% EQUIPMENT AVAILABLE 1996 1997 1998 Audio/Visual Equipment Rental per Day $ 25.00 $ 25.00 $ 25.00 (T.V. & VCR, overhead projector & screen, slide projector and screen, and P.A. system. P.A. system usage included at no additional cost for Main. Hall rentals) ~URZYN H~?.T. U~AC, E POLICY The City of Columbia Heights is committed to the policy that all persons shall have access to its facilities without regard to race, creed color, sex, national origin or disability. Please refer to the current Murzyn Hall Management Plan for a complete list of all usage rules and regulations. MAIN H.aT.?. REQ~'/REMENTS/RE~ULATIONS Main Hall is rented from 12:00 noon to 1:00 a.m. the following day. Renters must remit a $100.00 deposit and sign a lease agreement to confirm their rental. Renters must also sign decorating/usage rules policy. Renters may be required to provide proof of personal liability insurance of $100,000.00/occurrence minimum. Also, renters may be required to provide a damage/cleaning deposit. Security services required for all rentals displaying alcoholic beverages. Deposits required for security services and pre-mix. Renters will be charged additional dollars if pre-mix or security services charges exceed their respective deposits. All deposits will be cashed upon receipt. FEE-WAIVED EVENTS The Park and Recreation Commission may waive the fee for any individual, business or organization when it deems the action to be in the best interests of the City of Columbia Heights. To be considered a Columbia Heights community service/civic organization, a minimum of 50% of the members of said organization must live or work full-time in the City of Columbia Heights. Any individual, business or organization wishing to have their rental fees waived must submit a request, signed by the Chief Officer, to the Commission at any regular meeting preceding the event. The Commission must take specific action to waive any fees. Each Columbia Heights community service/civic organization will be allowed a maximum of two fee-waived events per calendar year on a Friday or Saturday between the hours of 12:00 noon and 1:00 a.m. the following day. The Commission will not charge a fee for City sponsored activities, programs or meetings, including Boards and Commissions. Also, fees will not be charged during normal operating hours for ISD #13 sponsored activities, programs or meetings. In addition, fees will not be charged during normal operating hours for quasi-governmental units (defined as an organization having educational or other ties to the operation of City government), and the Legislative District Organizations of the Democratic-Farmer-Labor, Independent-Republican or other recognized political parties. Murzyn Hall will be available for activities between the hours of 7:00 a.m. and 1:00 a.m. the next morning. Normal operating hours (when custodial staff are routinely scheduled) for all rooms except the main hall, LaBelle Lounge and kitchen are defined as Monday through Thursday from 7:00 a.m. to 10:30 p.m. Normal operating hours for the main hall, LaBelle Lounge and kitchen are defined as Monday through Sunday from 12:00 Noon to 1:00 a.m. the following day. Use of rooms after normal operating hours is not allowed without approval of the Commission. No person shall serve any beverage mix or set-ups between the hours of 12:30 a.m. and 8:00 a.m. in Murzyn Hall. Exceptions to these hours will be by Commission action. F~RLY ENTRY Approval for early entry may only be given one month in advance if there is no rental on the previous day. Otherwise, the approval of early entry may limit the size of rental of the previous day. The Recreation Director may allow up to one hour early entry under the following circumstances: staff are available; the rental on the previous day is for 250 people or less; no excessive cleaning or set up is foreseen; and the appropriate rental fee is charged. The Commission may allow early entrance beyond one hour under the following circumstances: staff are available; the rental on the previous day is for 100 people or less; and no excessive cleaning or set up is foreseen. Normally, the Commission will only allow a maximum of two hours of early entry. Weekend evenings (Fridays, Saturdays and Sundays after 4:00 p.m.) are considered premium rental times and shall be subject to a higher rental rate schedule in 1998. This higher fee schedule for weekend evening rentals in 1998 applies to all'room rental rates excluding the Main Hall/Kitchen/LaBelle Lounge rental package. MURZYN: AP-CREV. 98 ~ APPENDIX D PROCEDURES FOR RENTAL OF JOHN P. MURZYN HALL INITIAL CALL FOR RENTAL Ask for date planned. Check the appropriate JPM schedule book on the Recreation Secretary's desk to see if the date and room(s) are available. If a date is found open, then the rental policy is reviewed with the person, outlining the various requirements, costs, facilities available, and set-up arrangements. Specific items to be mentioned to the individual at this time are as follows: 2. 3. 4. 5. 6. 7. 8. Rental rates and discounts.. Liquor and security fee. Damage deposit. Insurance. Pre-mixes available and deposit. Set-up arrangements. Cancellation policy. Payment policy. If the party agrees to rent the hall on the date specified, a $100.00 deposit for the rental must be received within two weeks of the request. The balance must be paid one month before the rental date. It is also necessary that the lease agreement be signed when the deposit is paid (a copy of the lease agreement is attached as Appendix B). All information concerning the rental shall be recorded on a JPM reservation booking form. The approved lease agreement (with Director's signature) along with the completed reservation booking form is placed in the 3-ring reservation book kept at the Recreation Secretary's desk. A copy of the lease agreement is given to the person leasing the hall along with a copy of the JPM decorating rules and usage policy. The contact person's name, the group's name, and the contact person's phone numbers should then be written (in pencil) in the appropriate JPM schedule book. Only the Recreation Secretary or his/her designee may write in the JPM schedule books. All other staff should place a Post-It note in the JPM schedule on the appropriate date and room noting the requested rental. In addition, a separate note should be left regarding the requested rental for the Recreation Secretary. Staff should verify in person that the Recreation Secretary received the reservation request. The Recreation Secretary also keeps a waiting list for those who desire . it if a date already taken is cancelled. If the fee for the hall is waived by the Park and Recreation Commission that information along with the Park/Recreation Commission meeting date is noted in the appropriate JPM schedule book. II. RECEIPT OF RENTAL DEPOSIT Write down in the appropriate JPM schedule book the receipt of the deposit. Prepare a receipt from the receipt register· The white copy and the deposit is placed in the petty cash box. The yellow copy is given to the person renting the hall and the pink copy is placed in the drawer in the register. Page - 2 III. IV. FOLLOW UP ONE MONTH BEFORE RENTAL DATE Call the renter and ask for additional information regarding the event: The name of the caterer. Confirm the time the caterer will be arriving to set up for the event. 2. The number of people who will attend. The number at special tables (such as the bridal table) and the layout of tables if the renter requests a change from the standard layout. The decorating plans. our decorating rules. Confirm that their plans comply with A copy o£ the standard layout is attached Bo At this time the balance of the rental payment is due so the call to the renter can be a reminder to pay this. Along with the hall balance payment, proof of Personal Liability Insurance is due, the damage deposit of $200.00, and the security officer fee. Make sure to inform the renter that their damage and security officer deposits will be deposited upon receipt and returned as appropriate and as determined by the Director. C.) At least one week before the rental date the renter should inform the Recreation Office if pre-mix is to be used. A deposit of $75.00 is required and if additional pre-mix in excess of the deposit is used, that amount will be billed at a later date. FOLLOWING THE SCHEDULED EVENT A.) The damage deposit should be returned to the renter providing the hall is in good order and condition. If there is any money due the renter from the pre-mix deposit, that is returned at this time. If there is any money due, then an invoice is sent to the renter. MLTRZYN: AP-DREV. JPM JOHN P. MURZYN HALL DECORATING RULES & USAGE POLICY Appendix E The lessee is responsible for passing on the information in this usage policy to all people involved with the rental (decorators, DJ/Band, caterer, guests, etc.) Decorating 1. A wood decorating board is provided around perimeter of hall (approximately 9' above the floor). Use of tacks, tape, pins, staples, etc. to hang decorations are allowed on this board only (no tacks, tape, etc. allowed on walls, floors or ceilings). 2. The four permanent hooks in the ceiling may also be used for hanging decorations. 3. Decorations may not be hung from the sprinkler heads (Fire Code regulation) or from the ceiling tile T-bars. 4. Decorations may not be hung in main (northeast) entrance to hall or in the bathrooms. 5. Decorations may not be hung over exit signs, no smoking signs, fire alarm boxes, thermostats, or emergency lights. 6. Heliu~ filled balloons work well for decorating; they can be taped to the underside of banquet tables, float free to the ceiling or be weighted down with small bags of candy, mints, metal washers, a horseshoe, etc. The use of sand, bird seed, rice, or similar items to weigh down helium balloons is prohibited. 7. The lessee should contact the Recreation Department at least one week prior to the rental date to confirm that decorating plans comply with the hall's decorating rules. K~ chen i. The lessee (or caterer) is responsible for cleaning kitchen, dishes and any other utensils used along with taking their trash to the durapster. Grease may not be dumped down the drain. 2. The lessee is to leave kitchen in the same condition as they found it. If the kitchen is not cleaned properly, forfeiture of the da/nage/cleaning deposit may occur. 3. Kitchen is not equipped with serving utensils, pots, pans, dish towels, dish cloths, pot holders, etc. Clean-~/En~ of Evenin~ 1. Ail leftover food and beverages must be removed from the hall at the end of the evening. 2. The lessee is required to wash down the bar and back bar area. If the bar and bar area are not cleaned properly, forfeiture of the damage/cleaning deposit may occur. The City will provide overall cleaning of the facilities and put all tables and chairs away. City ordinance requires the bar to close no later than 12:30 a.m. Everyone (including guests, caterer, DJ/band, etc. must be out the buitding by 1:00 a.m. Miscellaneous 1. No open flame candles are permitted, flame may not be above glass container. (Fire Code regulation). No supplies are provided for the bar (i.e. towels, pourers, etc.) 3. No smoking in the hall (smoking allowed in LaBelle Lounge only). 4. No artificial smoke, bubble or fog machines (may set off smoke detectors/fire alarm and make wooden dance floor very slippery). 5. Food may not be served from the carpeted porch area of the main hall. 6. No confetti, "silly" string, glitter, rice, sand, bird seed or water balloons allowed in or around the building. 7. If tables need to be moved, please contact the caretaker for assistance. 8. Food carts stay inside (two wheeler available by request). 9. No powders, sawdust or similar materials allowed on the wooden floor. 10. Absolutely no tape or sharp objects on the main hall wooden floor. Do not drag any objects across the main hall wooden floor. ll. Deliveries of supplies or equipment are allowed only during the times listed on the lease agreement. The lessee shall bear all responsibilities and liabilities for deliveries for their event. The City will not be responsible for accepting or unloading any deliveries. 12. The City of Columbia heights is not responsible for lost or stolen articles. The lessee shall hold the City harmless from any liability whatsoever during the use of the facilities. 13. No food, beverages or other gratuities shall be given to an employee of the City for services rendered. 14. No gambling or gambling devices on the premises without proper license. 15. The lessee shall abide by all rules and regulations of the State of Minnesota, the City of Columbia Heights, the hall's rental policy and the lease agreement. Should any violations occur: 1) Offenders may be removed from the premises; 2) Ail beer, wine and intoxicating liquor may be removed from the premises; or 3), the lease may be revoked and all persons shall be ordered from the premises (without a refund of rental fees). have read an~ un~orstan~ the above rules and usage I~olic~ (~leaee sign below): D~te of Even= Signature of Lessee MURZYN: DECORULE APPEEDIX JOHN P. MLrRZYN HALL RESTRICTED USES From time to time requests are received for use of the building that are not deemed to be appropriate. The Commission has determined restrictions that it feels apply in these cases. To date, the restrictions in use are as follows: Animal shows will not be held in the building (however, household pets may be brought into the Pre-School room as part of a pre-school "show and tell" program). 2. Mud wrestling will not be held in the building. Vigorous sporting or recreational activities that involve throwing, kicking or otherwise propelling a ball or other projectiles that may damage the facilities are not allowed. o Physical activities such as exercise or aerobic classes will be scheduled in the Edgemoor Room. o Each organization will be allowed no more than two (2) fee- waived events per calendar year on either a Friday or a Saturday between the hours of 12:00 Noon and 1:00 a.m. the following day. o No food or drink is allowed in the Edgemoor Room because of the nature of the flooring. 7. Events that are of an illegal or inappropriate nature. 8. Weightlifting competitions in the main hall. Any other events or activities that may physically damage the facility because of the requested use. MURZYN: AP-FREV. JPM I I Kitchen 25' X 34' 0 0 I 8'X2'6", Seats 10 I I i 0 0 0 0 0 0o 0 0 LaBelle Lounge 24' X 51' (not to scale) APPENDIX Page 1 I ~ 7' ; Fireplace (26') ~ 7' Main Hall 60" round Seat 8 people 0 0 0 67'X 72' Stage 10' X20' 16' 14' 19' 16' Kitchen 0 0 0 0 0 0 0 0 0 APPENDIX G Page 2 ISet'up f°r 150 I LaBelle Lounge O0 O0 0 0 0 0 0 0 0 0 0 ,1' ,I Punch Table I I I I Buffet Tables Stage Kitchen 0 0 0 0 0 0 0 0 0 APPEND I X Page 3' i" Set-up for 175 LaBelle Lounge I I I I I 0 0 0 0 0 0 0 0 0 0 T II Punch Table I I I I Fireplace Buffet Tables '1 Stage Kitchen I I I 0 0 0o 0 0o 0 0 "Page 4 I Set-up for 200 I LaBelle Lounge I I I I O0 O0 0 0 0 0 0 0 0 0 0 Punch Table I I Fireplace Buffet-Tables I Stage Kitchen O Oo 0 0o 0 0 APPEND Page 5 Set-up for 225 LaBelle Lounge 0 O0 0 0 0 0 0 0 0 0 0 i! Punch Table ! I ! I I ! i I Fireplace Buffet-Tables Stage Kitchen 0 0 0 0 0 0 0 0 0 ISet-up APPENDIX G Page 6 for a group of I 250. I LaBelle Lounge I i I I I I i0 0 O0 0 0 0 0 0 0 0 0 0 T ii Punch Table I I Fireplace I I Buffet-Tables I I I I I i I I I i Stage Kitchen O O O 0 0 0 0 0 0 APPENDIX G Page 7 Set-up for 275 [ LaBelle Lounge I ! I I I 000 0 0 0 0 0 0 T ii Fireplace Punch Table I I Buffet Tables I I I I I I I ! ! I Stage Kitchen 0 0 0 0 0 0 0 0 0 APPENDIX G Page 8 Set-up for 3001 LaBelle Lounge I I I I I i I I 000 0 0 0 0 0 0 T ,I Fireplace Punch Table I ! Buffet-Tables I I I I I i I i I I I I I I I I I I I Stage Kitchen 0 0 0 0 0 0 0 0 0 APPENDI Page Set-up for 225 LaBelle Lounge I I I I I I I 0 0 000 T T Punch Table Fireplace Buffet-Tables I I ! I ! I i I I I Stage I I ! ! I I I APPENDIX G Kitchen 0 0 0 0 0 LaBelle Lounge 0 0 0 0 Page 10 Set-up for 350 I I 'l "1 O0 0 0 0 0 T T II Punch Table Fireplace Buffet-Tables '%1 I I I I I I I I I I Stage I I '1 I I I I Kitchen 0 O0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 APPEND I X G Page 1 1 Set-up for375 I LaBelle Lounge ,lT Punch Table I I Fireplace Buffet Tables I i I I I ! I I I I Stage i I I I I I I I I I Kitchen [ I ] 0 0 0 0 0 0o 0 0 LaBelle Lounge APPEND I X G Page 1 2 i Set-up for 400 ] O0 O0 000 0 000 Fireplace Punch Table I Buffet.Tables I [ I I I I ~ I I I I I I Stage I I I I I I I I I I I I I I I '1 I I · JOHN P. MURZYN HALL MANAGEMENT PLAN KEY SCHEDULE/ROOM ACCESS (UPDATED NOVEMBER 26, 1996 ) APPE/VDIX H KEY NO. 3A 3R102 3A109 3A315 3A301 3A336 ISSUED TO RECREATION DIRECTOR CITY MANAGER CUSTODIAN I CUSTODIAN II HEAD CUSTODIAN RECREATION SECRETARIES PROGRAM COORDINATORS SENIOR CITIZENS COORDINATOR PARK DEPARTMENT PUBLIC WORKS SUPT. HEAD CUSTODIAN RECREATION SECRETARIES PROGRAM SUPERVISORS PROGRA/~ COORDINATORS SENIOR CITIZINS COORDINATOR PRE-SCHOOL COORDINATOR PRE-SCHOOL INSTRUCTORS ATHLETIC BOOSTERS GIVES ACCESS TO ALL DOORS KEYED TO SYSTEM ALL DOORS AT J.P.M. HALL (EXCEPT RECREATION OFFICE) RECREATION OFFICE RECREATION OFFICE UPPER ENTRANCES LOWER ENTRANCE UPPER REST ROOMS SENIOR CENTER - EAST DOOR PRE-SCHOOL/PARENTING EDGEMOOR ROOM AND STORAGE AREA EQUIPMENT ROOM PRESTEMON ROOM KITCHEN LOWER ENTRANCE PRE-SCHOOL/PARENTING ROOM EDGEMOOR ROOM AND SUPPLY ROOM LOWER LEVEL REST ROOMS EAST END LOWER ENTRANCE SENIOR CENTER EAST DOOR SENIOR CENTER NORTH DOOR (OSTRANDER ROOM) EDGEMOOR AND SUPPLY ROOM PRESTEMON ROOM LOWER REST ROOMS LOWER ENTRANCE YOUTH LOUNGE YOUTH LOUNGE OFFICE PAGE TWO 3A302 3A318 3A320 FRONT MCKENNA/MATHAIRE LOWER ENTRANCE LOWER LEVEL REST ROOMS EAST END REAR MCKENNA/MATHAIRE W/KITCHENETTE LOWER ENTRANCE LOWER LEVEL REST ROOMS EAST END LOWER LEVEL ENTRANCE 0STRANDER (SENIOR CITIZEN) NORTH DOOR LOWER LEVEL REST ROOMS EAST END KEYS WILL BE ISSUED BY THE RECREATION DIRECTOR OR HIS/HER DESIGNATE THROUGH THE PUBLIC WORKS SECRETARY. MURZYN: AP-REVH. JPM JOHN P. MURZYN HALL CARETAKER DUTIES GENERAL DUTIES BEFORE AN EVENT 3 4 5 6 7 8 9. 10. 1t. 12. 13. 14. 15. Shovel/Sweep snow from sidewalk when needed prior to and during an event. Check temperature controls and settings. Check for proper lights on/off in rooms or hallways· Check for all exit signs on - no bulbs out. Vertical blinds open/closed properly. Be familiar with the operation of all of the kitchen facilities. Check for proper rooms open or locked. Note cleanliness and general condition of building· Be familiar with emergency numbers and procedures and location of telephones· Know the location and how to use some of the general supply items· Be familiar with circuit breakers, how to use them and what they control. Be familiar with audio/visual equipment and the P.A. system. Know how to light the fire place in main hall room. Weigh pre-mix before and after use to determine charges· Complete pre-mix usage slip and put with items to be picked up by Recreation Dep ar t_men t. Know how to fill out forms and how to report damages, theft, excess cleanup and problems with the heating/cooling system. GENERAL DUTIES DURING AN EVENT 7. 8. 9. 10. Shovel/Sweep snow from sidewalk when needed prior to and during an event. Locate, meet and greet person who is in charge of the event (i.e. person who is listed as Lessee on the Lease Agreement). Let him/her know where you can be found during the event. Locate, meet and greet caterer, and let him/her know where you can be found during the event. Casually observe the behavior of the crowd. Check with lessee and caterer frequently to see if everything is okay or if anything is needed. Change pre-mix canisters as needed and be sure to tag event name on canisters. Change C02 unit as soon as gauge gets in red area. Make yourself visible as often as possible and assist lessee and. caterer with whatever needs your attention. As time permits, empty wastebaskets and do light dusting in upstairs meeting rooms. Periodically check rest rooms. Replenish toilet paper and clean as needed. Page - 2 GENERAL DUTIES AFTER AN EVENT 2. 3. 4. 6. 7. 8. 9. 10. 11. 12. 13. Remove all trash to outside vats. Ail ash trays shall be dumped in containers provided. Vertical blinds open/closed properly. Check temperature controls and settings. Check for proper lights on/off in rooms or hallways. Check for proper rooms open or locked. Note cleanliness and general condition of building. Coffee makers cleaned properly and turned off. Dishwasher turned off properly. Stove turned off properly. Weigh pre-mix before and after use to determine charges. Complete pre-mix usage slip and put with items to be picked up by Director. Turn off exhaust fans. Return audio/visual equipment to locked storage area. SECURITY 2. 3. 4. 5. Check all doors and windows (inside and outside doors) before leaving the building to make sure they are all locked. All lights are to be turned off other than the night lights. Visually check all rooms to make sure that no people are left in the building. Security gates must be in place during all activities as noted on assignment sheet. If problems occurs that you or the CSO cannot handle, contact the Director. In the event of a serious incident where emergencies services are required, dial 9 9-1-1 and request police, fire or medical assistance. ALWAYS MAKE THE USERS OF THE FACILITY AWARE OF WHERE YOU CAN BE FOUND. WORK RULES OF CUSTODIAN I & II 3. 4. 5. o Work hours for custodians are set by the Recreation Director or his/her designate on a monthly basis. These hours are subject to change due to requirements of various functions. Work breaks will be taken in an area away from the view of the public. Vacation requests must be turned in to the Recreation Director on the City's leave form at least one month prior to dates requested. Unexpected illness must be called in to the Recreation Director' immediately. Sick leave requests for known appointments must be turned in to the Recreation Director as soon as possible on the City's leave form in order to make arrangements for a replacement. Time sheets will be completed on a daily basis and put in the collection basket, located in the custodial office, for pick up by the Director. MURZYN: AP-IREV. JPM Appendix J COLUMBIA HEIGHTS POLICE DEPARTMENT COMMUNITY SERVICE OFFICER DUTIES AND RESPONSIBILITIES JOHN P. MURZYN HALL DETAIL The Columbia Heights Community Service Officers (CSO) shall be responsible for providing security for John P. Murzyn Hall (JPM) functions when alcoholic beverages are served. The CSO working JPM shall wear a CSO uniform. The CSO's shall: 1. Maintain order and be highly visible. 2. Prevent thefts or other crimes. 3. Protect Columbia Heights property. 4. Prevent minors from consuming alcohol. 5. Prevent obviously intoxicated persons from further consumption. 6. Be familiar with all emergency exits. 7. Make frequent checks of the coat rooms. 8. Make frequent checks of the rest rooms. 9. Provide foot patrol to lower level hallways. 10. Report any building problems such as heat, electricity, water, etc. to the building caretaker promptly. 11. Insure that the serving of alcohol ceases at 12:30 a.m. 12. Provide several rounds outside of JPM, looking for any unusual activities. 13. Usher all building occupants out of JPM by the 1:00 a.m. closing time. 14. Provide a polite image, but maintain control of the facility and circumstances. In the event of a medical emergency, fire, crime, or disorder, the CSO shall notify the proper authority by calling the Anoka County Communications Center by dialing 9-9-1-1 by phone or through direct contact by portable radio. A JPM key will be provided to the CSO, and it will be kept in the police key locker when not in use. The City Council and the Park and Recreation Commission have a policy that whenever alcoholic beverages are being 'served at JPM, a CSO will be present one hour after serving begins and will remain on duty at least until the serving of alcoholic beverages is completed. Page - 2 Renters of JPM pay to utilize the facility, plus an added service fee for security. The role of the security person is to facilitate the use of JPM and not to obstruct, harass, or distract from the good time the users have a right to expect. The security person has several responsibilities which include: Acting as a public agent for the City in dealing with the persons who rent JPM and their ~uests. Protecting private and public property from theft and damage. This includes the parking lots - front and back, the coat room, purses, as well as the city building and equipment. To provide information to persons who are unfamiliar with JPM and those who request assistance. 4. To keep trespassers and unauthorized persons out of the building. To contact an on duty police officer when there is a problem or a violation of the law. Alcoholic beverages may be given away by the host (open bar), brought in by the quests (B.Y.O.B.), or sold by a person or organization licensed to sell alcoholic beverages by the City. At the present time, only the Columbia Heights Lions Club has a license to sell alcoholic beverages. The Lions Club and the band/D.J, are hired by the private host, and the CSO should not act as an agent between these groups and the host. The CS0 must act tactfully and politely when carrying out their duties. They should not spend excessive time in the areas where the quests are unless a specific problem has been identified or there is a request to do so. The CSO should make contact with the caretaker when they report for duty. The break schedule is the same as when on duty at the Police Department. The breaks should not be taken in public view unless authorized by a supervisor. The Park and Recreation Co~Lission has developed rules for the use of the facility, and each host has been given information on those rules. Most of the time the band/D.J, and the bar will stop at the appropriate hour. Should it be necessary to remind people of closing hours, this will be accomplished tactfully. While on duty, the CS0 working shall carry a Police Department radio, flashlight and any other equipment deemed appropriate by the Chief of Police. Uniforms should always be clean and neat, as this is an important part of the image people have of the CS0 and the Police Department. A cap will not be worn indoors. Dependent upon the circumstances and the occasion, the Chief of Police reserves the right to modify these procedures in order to meet the security needs of the City of Columbia Heights and the Columbia Heights Police Department. Any additional costs for.security deemed necessary by the Chief of Police shall be the responsibility of the renter of the facility. ~' Prior to leaving, the CS0 shall make a walk through of the building and make certain the doors are locked. If there are unsecured doors, advise the caretaker. MURZYN: AP-JREV. JPM JOHN P. MURZYN HALL TELEPHONE (Revised November 26, 1996) APPENDIX K SYSTEM When using the JPM telephone system, "9" must be dialed to get an outside line. For inside lines, dial the three digit extension number (the last three digits of the seven digit phone number). Extensions beginning with a "2" may not be dialed directly from an outside line. Extensions beginning with a "1" may not be dialed directly from any line (outgoing calls only). Phones shall only be moved by the Recreation Director or his/her designate. For more information on the various uses of the phone system, refer to the City telephone features manual. TELEPHONE LOCATION TELEPHONE N-JM~ER JACK NI/MBER Recreation Main Phone Line Recreation Director Office Recreation Program Coordinator Office Basketball Association Info Line Senior Citizen Coordinator Office Preschool Room Unassigned Recreation Program Coordinator Office 24 Hour Information Line Recreation Fax Line Custodial Office LaBelle Lounge Kitchen Youth Lounge (Boosters Office) Unassigned Recreation Clerk/Typist II Desk Recreation/Park Clerk Typist II Desk Unassigned Athletic Equipment Room Senior Center Program Assistant Desk Keyes Room McKenna Room Mathaire Room Edgemoor Room Prestomon Room Unassigned Unassigned Gauvitte Room McKenna Room McKenna Room McKenna Room Elevator (9-9-1-1 Auto-dial) Fire Alarm Pay Phone (Outside LaBelle Lounge) Old JPM Line (Currently not working) 782-2860 *A2, A3 or A4 782-2861 22 782-2862 18 782-2863 Bolier Room 782-2864 16 782-2865 6 782-2866 782-2867 17 782-2868 Boiler Room 782-2869 *A2, A3 or A4 782-2870 8 782-2871 14 782-2872 13 782-2873 5 782-2874 262 *A2, A3 or A4 263 *A2, A3 or A4 264 23 265 10 266 4 267 21 164 24 165 1 166 27 167 12 168 11 169. 170 171 15 172 2 173 25 174 26 175 9 176 788-9809 788-9729 27 *Recreation main line, Clerk/Typist II desk lines and Recreation fax line are A2, A3 & A4 (exact jack designations unknown). MURZYN: AP-KREV.JPM Appendix L JOHN P. MURZ~ EQUIPMENT OPERATION PROCEDURES (Updated - August 26, 1996) COFFEE MAKER - Make coffee for user groups as directed in the large kitche~ coffee maker. To Make Coffee: A. Turn on the on/off switch (flip up). Turn the temperature dial (large black knob) on the left side of the machine all the way on. It takes approximately one hour to heat the water hot enough to make the coffee. Co Check the water level to make sure the water bubble is high enough (should be at the black line). If the water is too iow the burners at the bottom of the coffee pots will overheat and damaqe the coffee maker! If the water bubble is below black line, add water by pouring water directly into each coffee pot. When the temperature level is at the blue zone you can start making coffee (this takes approximately one hour for the water to heat to ~1~ proper temperature). Empty the water from the coffee pot into a bucket by pulling the black handle forward. Only empty the pot that will be used to make coffee. If you do not empty the water from the pot~ it will overflow when you begin brewing the coffee! Reminder, the water in the pots initially is only to insure that the burners do not overheat. Install filter in basket and place three (3) cups of coffee into filter (renters bring their own coffee). Go Set basket, filter and coffee into top of coffee pot and place the coffee pot lid over the basket. H. Insert the water discharge pipe into the top of the coffee pot lid. Push the silver button located behind the temperature dial on the left side of the machine towards the top. This will start brewing the coffee. The water will then start flowing through the coffee machine and will automatically stop when the coffee machine is 3/4 full (this takes approximately seven minutes). J° The coffee is now ready to be dispensed. But before serving, pour one full pot of coffee and then pour it back into the top of the coffee pot so that the first few cups are not too strong. K° Repeat the procedure on the other side of the coffee maker if both sides are to be used. L° If the coffee machine does not work, you can utilize the 100 cup coffee maker located in the kitchen storage. There is another 100 cup coffee maker located in the Senior Center that can be used in an emergency. To Clean Up Coffee Maker: A. Empty coffee maker of all coffee, and throw away the coffee filters. B. Place clean water into the pots that were used, and run them through until the water runs clear. Co Fill each side of the coffee maker making sure that the water level reaches the black line. This will insure that when coffee machine is used again there will be water covering the burners so they won't overheat. Turn of the coffee maker at the end of the night. Failure to turn of the coffee maker can damaqe the machine! Page - 2 DISHWASHER - Operate the kitchen dishwasher for user groups as directed: A. Turn on the exhaust fans in the dishwasher area. B. Pull the washing mechanism inside dishwasher down. C. Pull the dishwasher lid down. D. Turn on the two booster heaters at the wall boxes. E. Close the drain by turning the black handle under the counter towards yourself. F. Turn on the water line (orange handle). G. Push on the fill button. This will fill the bottom of the dishwasher with water (takes approximately five minutes). When the temperature gauge reaches the green section~ turn off the fill. I. Before washing dishes, make sure dishes are rinsed off to remove large food particles. J. After rinsing dishes, place the tray of dishes into the dishwasher and push the black start button. The detergent, destainer and rinse additive are automatically injected. At the End of the Day: A. Lift up the dishwasher lid. B. Pull out the catch screens from fill area, rinse off and place back into the dishwasher. C. Turn off the water line (orange handle). D. Open drain byturning black handle under counter away from yourself and towards wall. E. Turn off the two booster heaters on the wall box. Failure to turn off the booster heaters can damaqe the dishwasher! F. Turn off the exhaust fans in the dishwasher area. G. Leave unit open to air out. CO2 AND PRE-MIX - Change C02 and premix soft drink canisters as directed: A. Check the rental information to find out what soft drink canisters the rental group has requested (e.g. Coke, Sprite, Diet Coke, etc.) B. Weigh the soft drink canisters before and after the rental. Each rental group gets charged for the amount of soft drink they use. To weigh canisters, lift up the canister and judge for yourself how much was used (1/4, 1/2, 3/4, or full tank). Write this down. C. Hook up the proper tanks with the proper hoses (each hose is labeled). You must be careful doinq this, for if the wronq hoses get hooked up the rental ~roup will ~et the wronq soft drinks {e.~. when they push Coke they might get Sprite)! D. Each hose has two hook ups that go with the soft drink canister. Side A has three hooks, and Side has two hooks. Hook each side up to the proper knob. Page - 3 E Fo Hook the proper hose to its corresponding fitting on the canister. One hose connects to the CO2 canister and the other hose carries the soft drink to the upstairs bar. You can also hook up two of the same soft drink canisters if the rental group is large and you feel they may need more than one canister. Do this by getting a connecting hose from the closet to the right of the canisters, and placing that as a junction between the two canisters. Turn on the C02 tank for both the canisters or beer by turning the knobs in the on position. Check the CO2 tank to make sure the pressure is at the correct setting for each canister (there are different pressure settings for Coke, Diet Coke, etc.) The correct pressure settings are posted on the interior of the storage door. Replace empty canisters and/or the CO2 tank as necessary. Place empty canisters in the end storage closet (on the right side as you face the closets). O~]~N - Operate the oven for rental groups as directed: ao Turn on the exhaust fans in the oven area. Check to see if the pilot lights are lit. If not, check to see if the gas is on and flowing to the oven. If the gas is off, press in the top black gas button to start gas flowing to the oven. Each of the four burners has one pilot light. Lift up the stove cover and light the pilot with a match or lighter provided. The oven has one pilot light. Lift up the bottom oven cover and light the pilot with a match or lighter provided. Eo .The top of the broiler has six pilot lights. Lift up the broiler cover and light the pilot with a match or lighter provided. Fo Once the pilot lights are lit, use the appropriate temperature control knobs to turn on the ovens, burners and/or broiler. Note: all pilot lights must be lit before operating the stove! Renters are responsible for properly cleaning the oven following their usage. Ho Pilot lights should remain lit at the end of the day. Do not turn off the gas except as directed or in an emergency. I. Turn off the exhaust fans at the end of the day. Only authorized staff that are properly trained may turn on the ~as and light the oven pilot lights! P.A. SYSTE~ - Set up and operate the P.A. system at directed: ao The P.A. system is stored in the mechanical closet between the men's and women's rest rooms on the first floor. Wheel the P.A. system to the left of the stage. Plug in the electrical and speaker cords in the appropriate wall outlets. Plug in the microphone where indicated on the back of the amplifier. Press on the amplifier's on/off switch and set the volume to the desired level. If the system does not work, remove the speaker cord plug from the wall outlet, rotate the four-pronged plug 90 degrees and reinsert. Repeat until system works (or until you've tried all four possible ways the plug can be inserted into the wall outlet.) ~ Page - 4 FIREPLACE - Light the fireplace as directed: A. Make sure that the fireplace vent is open before you light the fire (the handle is located at the top right corner). B. Pull the large orange handle by the logs down to the right. C. Position your body to the far right hand side of the fireplace. Do not lean over the fireplace loqs while attempting to light the fireplace! D. Push and hold the red pilot light button. E. Use the lighter provided to light the pilot light in the front right corner of the iogs. Pull the yellow handle towards you and hold the lighter's flame over the pilot for approximately one minute. F. Release the red pilot light and the fire should then start. G. Note - only authorized staff that are properly trained may turn on the gas and liqht the fireplace! H. At the end of the day, turn off the gas valves (thus extinguishing the fire) and then close the fireplace vent. MURZYN: AP-L. JPM 1996-97 Murzyn Hall Closings on Holi~&ys ADDen~/x M At the City of Columbia Heights City Council's August 26, 1996 meeting, the City Council established the following dates for the remainder of 1996 and 1997 that Murzyn Hall be closed in observance of holidays: Holiday Date Labor Day Veterans Day Thanksgiving Day Christmas Eve Day Christmas Day New Year's Eve Monday, September 2, 1996 Monday, November 11, 1996 Thursday, November 28, 1996 Tuesday, December 24, 1996 Wednesday, December 25, 1996 Tuesday, December 31, 1996 New Year's Day Martin Luther King Day President's Day Good Friday Easter Sunday Memorial Day Independence Day Labor Day Veterans Day Thanksgiving Day Christmas Eve Day Christmas Day New Year's EVe Wednesday, January 1, 1997 Monday, January 20, 1997 Monday, February 17, 1997 Friday, Match 28, 1997 Sunday, March 30, 1997 Monday, May 26, 1997 Friday, July 4, 1997 Monday, September 1, 1997 Tuesday, November tl, 1997 Thursday, November 27, 1997 Wednesday, December 24, 1997 Thursday, December 25, 1997 Wednesday, December 31, 1997 Murzyn Hall may not be rented on the above dates without approval of the Park and Recreation Commission. That way the Commission may review the holiday rental requests and then determine if the rental warrants opening Murzyn Hall on a holiday. In addition, when New Year's Day, Independence Day or Christmas Day falls on a Sunday, the following Monday should also be considered a holiday. The Commission will annually determine the days that Murzyn Hall should be closed in observance of holidays. MURZYN: AP-M. JPM CITY OF COLUMBIA HEIGHTS Meeting of: December 23, 1996 AGENDA SECTION: - __._ ORIGINATING DEPT.: CITY MANAGER NO: ~ 175M$ FOR C0N$~DSRAI10N comm. Devel. Dept. APPROVA~ / /! f ITEM: Transfer of CDBG Funds BY: Tins Goodroa~ BY: ~/~/~~ NO: o¢ DATE: Dec. 13, Staff has published a Public Hearing Notice proposing the transfer of funds from the 1995 CDBG Rehab account and to the 1996 CDBG Rehab account to pay off some unreimbursed expenses accumulated in the 1996 Neighborhood Revitalization Account. A Public Hearing is necessary in order to request a transfer of funds between CDBG accounts. The Community Development Department has been working closely with the Finance Department reviewing 1994 and 1995 CDBG accounts and the outstanding balances which exist and have not been reimbursed. A couple of these expenses are fairly current, such as the duplex acquisitions on Pierce Street and remodeling work done on 4607 Tyler Street. In order to have these expenses reimbursed a transfer from the 1995 and 1996 Housing Rehabilitation account to the 1996 Neighborhood Revitalization account is necessary. The latter is the only account in which acquisition and rehabilitation to the rental four-plex at 4607 Tyler Street can be reimbursed from. This four-plex was purchased and completely rehabilitated and is rented out to low-income seniors and managed by Crest View Lutheran Homes. A portion of this project ($40,000) was already requested for reimbursement with HOME funds. However, $126,050.87 in costs remains to be reimbursed. The following is a breakdown of the transfer amounts and the total amounts that will be requested for reimbursement upon approval of the transfer. Transfer to Neiqhborhood Revitalization 1995 Housing Rehab. = $ 41,948 1996 Housing Rehab. = 74,628 TOTAL $116,576 This total will be combined with remaining 1995 Neighborhood Revitalization funds of $20,201.20 and 1996 Neighborhood Revitalization which has a remaining balance of only $45,481.02 due to relocation assistance paid to former occupants of the Pierce Street duplexes. This transfer, combined with existing Neighborhood Revitalization funds, will total $182,258.22 for payment of unreimbursed expenses. The funds will be used for the following reimbursements: 4607 Tyler Duplex Purchase (4613-15 Pierce St.) TOTAL = $126,050.86 = 56,207.36 (purchase price $70,000) $182,258.22 It is obvious that enough CDBG funds are not available to cover all of these expenses. Each applicable CDBG spreadsheet is included which clearly shows where the funding is and expenses that have already been reimbursed. These spread- sheets also reflect the changes proposed with the transfers. At the same time these CDBG requests for reimbursement are made, $60,000 in HOME funds will be requested for the cost of purchasing the third duplex (4619-21 Pierce St.) which was $70,000. Because of a lack of both CDBG and HOME funds $23,792.64 cannot be recovered for the last two duplex purchases (4613-15 and 4619-21 Pierce) which together totalled $140,000. However, the purchase of 4625-27 Pierce Street ($73,000) and relocation expenses for all three duplexes ($94,518.98) was reimbursed December 13, 1996. As a final point, even with the large transfer from Housing Rehabilitation to Neighborhood Revitalization there will still be $72,160 available for disbursement to the public as rehabilitation loans. This amount is the County- wide distribution of Housing Rehabilitation funds that will remain in the account for use only as grants/ loans. Additional funds for rehabilitation will be made available in July 1997 when the 1997 application is approved and the 1997 CDBG funding year begins. In addition, the Community Development Department has access to other Minnesota Housing Finance Agency (MHFA) program loans and grants for Columbia Heights residents. Once the transfer request is approved, then a formal request for reimbursement will be made to Anoka County. The transfer request is subject to approval of the Anoka County Board of Commissioners. The request for full reimbursement will also be submitted by December 30, 1996 so that the reimbursements can be reflected in the 1996 Financial Statement. RECOMMENDED MOTION: Move to approve the transfer of $116,576 from the 1995 and 1996 CDBG Housing Rehabilitation accounts into the 1996 Neighborhood Revitalization account to pay expenses related to 4607 Tyler Street N.E. and the 4613-15 and 4619-21 Pierce Street duplexes; and further, to direct staff to submit a formal request with supporting documentation for approval by the Anoka County Board of Commissioners. COUNCIL ACTION: \bt\council.for ~,o m cr ~o 0 0 O: C) 0 0 0 0 O0 City of Columbia Heights Park and Recreation Commission November 26, 1996 The meeting was called to order by Chairman Dick Petkoff at 6:30 p.m. ROLL CALL Members present: Dick Petkoff, Eileen Evans, Jerry Foss, Bruce Magnuson, Bob Ruettimarm (arrived at 6:40 p.m.), Mark Winson, Public Works Director/City Engineer, Randy QuMe, Recreation Director Members absent: Gary Peterson CONSENT AGENDA The following items were on the consent agenda. APPROVAL OF MINUTES Move to approve the minutes of the October 23, 1996 meeting. APPROVAL PAYMENT OF BILLS Move to approve payment of bills as listed from the proper funds. APPROVAL CONSENT AGENDA Motion by Foss, second by Evans to approve the consent agenda. All ayes, motion carried. LETTERS AND REQUESTS Letters of appreciation for fee-waived use of Murzyn Hall were received by the Commission from the Melissa Reddin Benefit on September 20, 1996, and the Helping Paws event on October 22, 1996. OLD BUSINESS MURZYN HALL ROOF REPAIRS The Public Works Director submitted the bid for the roof repairs from JBE, Inc. dba Milton Johnson Roofing in the amount of $1,275.00. Motion by Foss, second by Evans to approve Milton Johnson Roofing to do the repairs. PAGE TWO PARK TOURS The Public Works Director requested that all reports be given to Matt Brinza. Matt will be terminating his position at the end of 1996. OCTOBER 9, 1996 MURZYN HALL BOILER INCIDENT Honeywell service technicians have not yet posted their boiler's licenses. The City Manager is working with the City Attorney regarding the Honeywell contract. The Recreation Director commented on efforts to have the Custodial II staff obtain Special Engineer's licenses and perform boiler checks under Bill Antzaras' 2nd Class C boilers license. However, Mr. Antzaras is uncomfortable with the Custodial II staff performing the boiler checks under his license unless the Custodial II staff receive additional boiler operation training. Since Mr. Antzaras is the only current City employee who has a boiler's hcense and the proper training, he is performing the boiler checks seven days a week (and receiving over-time for the weekend checks). The Recreation Director is exploring other options for the weekend boiler checks. Until all City and Honeywell staff who work on the boilers post their licenses, Murzyn Hall and City Hall will not be in compliance with state boiler requirements. MURZYN HALL USAGE, PROPOSED 1997 & 1998 MURZYN HALL RENTAL RATES, MURZYN HALL MANAGEMENT PLAN REVISIONS CLARIFICATIONS Committee member Bob Ruettimann suggested soliciting donations from M1 Columbia Heights community service/civic organizations that utilize Murzyn Hall in an effort to recoup some of the utility costs for the upkeep of the building. The Recreation Director will draft a letter to all the organizations solicit/ng donations and explaining that the donations may forestall the implementation of Murzyn Hall rental fees for community service/civic organizations in 1998. Bruce Magnuson suggested charging a flat rate for a weekend evening rentals instead of listing a 50% rental fee addition (which may be confusing to renters). Motion by Magnuson, second by Ruettimann to approve items # 1 through #7 of the Recreation Director's memo regarding 1997-1998 JPM rental rates and JPM Management Plan revisions/clarifications, and to charge a dollar amount for weekend evening rentals instead of listing a 50% rental fee addition (for rentals after 4:00 p.m. on Fridays, Saturdays and Sundays). All ayes, motion carried. PAGE THREE 1996 MURZYN HALL CAPITAL IMPROVEMENT PROJECTS The Murzyn Hall roof will be repaired before the end of 1996 by Milton Johnson Roofing Co. at a cost of $1,275.00. The Public Works Director is soliciting price quotes regarding the installation of heat tape/cables for the roof and the long term benefits were explained. Committee member Evans inquired ff anyone had looked into adding insulation to the attic instead of heat cables. The Public Works Director stated that insulation options have been explored but they were cost prohibitive and are not be a viable option. The Recreation Director discussed better utilizing the balance of funds on more urgent matters, such as replacing all the stacking chairs with padded folding chairs, install lighting for the stage area and locking cabinets for the dinnerware. Motion by Evans, second by Magnuson to revise the 1996 Murzyn Hall Capital Improvement Plan as stated in the Recreation Director's November 20, 1996 memo. All ayes, motion carried. NEW BUSINESS 1997 RECREATION DEPARTMENT SEASONAL/TEMPORARY EMPLOYEE WAGE SCHEDULE Members discussed the issue and agreed to accept the wage schedule. Motion by Foss, second by Evans to approve the rates. All ayes, motion carried. COLUMBIA HEIGHTS LIONS CLUB MURZYN HALL CONCERNS The Recreation Director discussed that he had sent a letter to the Lions Club regarding holiday closing dates, also requesting that they provide a copy of their insurance. Committee member Magnuson stated that it would be discussed at the next board meeting of the Lions Club. DAMAGES DURING NOVEMBER 16, 1996 RENTAL A window on one of the front doors at Murzyn Hall was cracked during the November 16, 1996 rental. The Caretaker on duty discovered the cracked window at approximately 1:15 a.m. The Recreation Director stated that the window was not cracked when he entered the building at 10:30 p.m. in response to a false fire alarm. The renters will be charged for the cost of replacing the damaged window. Members were given a copy of the letter that was sent to the renters. PAGE FOUR JOINT CITY/ISD # 13 MEETING The Recreation Director informed the Commission that there was a joint meeting with the City Council and ISD #13 School Board on November 6, 1996. A memo that the Recreation Director wrote to the City Manager regarding Recreation Department concerns with the School District was distributed at that meeting. Members were given a copy of the Recreation Director's memo. REPORTS RECREATION DIRECTOR The Recreation Director discussed the issue of Athletic Boosters meetings scheduled on holidays at Murzyn Hall (when the hall is normally closed). Committee member Foss stated that it shouldn't be a problem for the Boosters to reschedule their meetings off holidays. The Recreation Director also noted the difficulty in hiring part-time Custodial II staff. Only three applications were received for the latest job posting, with only one person being suitable. The requirement for Custodial II staff to obtain a Special Engineer's boilers license may be greatly limiting the number of apphcants. Another Custodian II will hopefully be hired in December. The volunteer recognition dinner was well attended. For the December meeting a short discussion about the Multi-use Center should be presented. PUBLIC WORKS DIRECTOR The Public Works Director reported on several small park projects going on at the parks, Mathaire & Keyes warminghouses furnace replacements, Sullivan Lake retaining wall repairs are done, LaBelle Pond Erosion Control Project is completed except for one small portion which is will be completed in the spring. Rink repairs have been completed and flooding has started. Keyes sledding hill is being used. COMMISSION MEMBERS Commission member Foss commended the Public Works employees in regards to the superb job done with plowing. Commission members Foss and Petkoff expressed some concerns they had in the work performed by Recreation Department staff pertaining to the traveling basketball program. The Recreation Director stated that he would follow up on the Commission member's concerns. PAGE F1VE Commission member Evans inq~!red about the December meeting. All agreed it will be held on Thursday, December 19, 1996 at 6:30 p.m. at Commission member Evans home. ADJOURNMENT Motion by Magnuson, second by Foss to adjourn at 7:45 p.m. All ayes, motion carried. Bonnie Morinville, Park and Recreation Commission Secretary NOT ~ of ~lumbta HeiSts P~k ~nd Recr~on ~mmlssion November 26, 1996 The meeting was called to order by Chairman Dick Petkoff at 6:30 p.m. ROLL CALL Members present: Dick Petkoff, Eileen Evans, Jerry Foss, Bruce Magnuson, Bob Ruettimann (arrived at 6:40 p.m.), Mark Winson, Public Works Director/City Engineer, Randy Quale, Recreation Director Members absent: Gary Peterson CONSENT AGENDA The following items were on the consent agenda. APPROVAL OF MINUTES Move to approve the minutes of the October 23, 1996 meeting. APPROVAL PAYMENT OF BILLS Move to approve payment of bills as listed from the proper funds. APPROVAL CONSENT AGENDA Motion by Foss, second by Evans to approve the consent agenda. All ayes, motion carried. LETTERS AND REQUESTS Letters of appreciation for fee-waived use of Murzyn Hall were received by the Commission from the Melissa Reddin Benefit on September 20, 1996, and the Helping Paws event on October 22, 1996. OLD BUSINESS MURZYN HALL ROOF REPAIRS The Public Works Director submitted the bid for the roof repairs from JBE, Inc. dba Milton Johnson Roofing in the mount of $1,275.00. Motion by Foss, second by Evans to approve Milton Johnson Roofing to do the repairs. PAGE 'I~VO PARK TOURS The Public Works Director requested that all reports be given to Matt Brinza. Matt will be terminating his position at the end of 1996. OCTOBER 9, 1996 MURZYN HALL BOILER INCIDENT Honeywell service technicians have not yet posted their boiler's licenses. The City Manager is working with the City Attorney regarding the Honeywell contract. The Recreation Director commented on efforts to have the Custodial II staff obtain Special Engineer's licenses and perform boiler checks under Bill Antzaras' 2nd Class C boilers license. However, Mr. Antzaras is uncomfortable with the Custodial II staff performing the boiler checks under his license unless the Custodial II staff receive additional boiler operation training. Since Mr. Antzaras is the only current City employee who has a boiler's license and the proper training, he is performing the boiler checks seven days a week (and receiving over-time for the weekend checks). The Recreation Director is exploring other options for the weekend boiler checks. Until all City and Honeywell staff who work on the boilers post their licenses, Murzyn Hall and City Hall will not be in compliance with state boiler requirements. MURZYN HALL USAGE, PROPOSED 1997 & 1998 MURZYN HALL RENTAL RATES, MURZYN HALL MANAGEMENT PLAN REVISIONS CLARIFICATIONS Committee member Bob Ruettimann suggested soliciting donations from all Columbia Heights community service/civic organizations that utilize Murzyn Hall in an effort to recoup some of the utility costs for the upkeep of the building. The Recreation Director will draft a letter to all the organizations soliciting donations and explaining that the donations may forestall the implementation of Murzyn Hall rental fees for community service/civic organizations in 1998. Bruce Magnuson suggested charging a fiat rate for a weekend evening rentals instead of listing a 50% rental fee addition (which may be confusing to renters). Motion by Magnuson, second by Ruettimann to approve items # 1 through #7 of the Recreation Director's memo regarding 1997-1998 JPM rental rates and JPM Management Plan revisions/clarifications, and to charge a dollar amount for weekend evening rentals instead of listing a 50°/6 rental fee addition (for rentals after 4:00 p.m. on Fridays, Saturdays and Sundays). All ayes, motion carried. PAGE THREE 1996 MURZYN HALL CAPITAL IMPROVEMENT PROJECTS The Murzyn H~ll roof will be repaired before the end of 1996 by Milton Johnson Roofing Co. at a cost of $1,275.00. The Public Works Director is soliciting price quotes regarding the installation of heat tape/cables for the roof and the long term benefits were explained. Committee member Evans inquired ff anyone had looked into adding insulation to the attic instead of heat cables. The Public Works Director stated that insulation options have been explored but they were cost prohibitive and are not be a viable option. The Recreation Director discussed better ut/l/zing the balance of funds on more urgent matters, such as replacing all the stacking chairs with padded folding chairs, install lighting for the stage area and locking cabinets for the dinnerware. Motion by Evans, second by Magnuson to revise the 1996 Murzyn Hall Capital Improvement Plan as stated in the Recreation Director's November 20, 1996 memo. All ayes, motion carried. NEW BUSINESS 1997 RECREATION DEPARTMENT SEASONAL/TEMPORARY EMPLOYEE WAGE SCHEDULE Members discussed the issue and agreed to accept the wage schedule. Motion by Foss, second by Evans to approve the rates. All ayes, motion carried. COLUMBIA HEIGHTS LIONS CLUB MURZYN HALL CONCERNS The Recreation Director discussed that he had sent a letter to the Lions Club regarding holiday closing dates, also requesting that they provide a copy of their insurance. Committee member Magnuson stated that it would be discussed at the next board meeting of the Lions Club. DAMAGES DURING NOVEMBER 16, 1996 RENTAL A window on one of the front doors at Murzyn Hall was cracked during the November 16, 1996 rental. The Caretaker on duty discovered the cracked window at approximately 1:15 a.m. The Recreation Director stated that the window was not cracked when he entered the building at 10:30 p.m. in response to a false fire alarm. The renters will be charged for the cost of replacing the damaged window. Members were given a copy of the letter that was sent to the renters. PAGE FOUR JOINT C1TY/ISD # 13 MEETING The Recreation Director informed the Commission that there was a joint meeting with the City Council and ISD #13 School Board on November 6, 1996. A memo that the Recreation Director wrote to the City Manager regarding Recreation Department concerns with the School District was distributed at that meeting. Members were given a copy of the Recreation Director's memo. REPORTS RECREATION DIRECTOR The Recreation Director discussed the issue of Athletic Boosters meetings scheduled on holidays at Murzyn Hall (when the hall is normally dosed). Committee member Foss stated that it shouldn't be a problem for the Boosters to reschedule their meetings off holidays. The Recreation Director also noted the difficulty in hiring part-time Custodial II staff. Only three applications were received for the latest job posting, with only one person being suitable. The requirement for Custodial II staff to obtain a Special Engineer's boilers license may be greatly limiting the number of applicants. Another Custodian II will hopefully be hired in December. The volunteer recognition dinner was well attended. For the December meeting a short discussion about the Multi-use Center should be presented. PUBLIC WORKS DIRECTOR The Public Works Director reported on several small park projects going on at the parks, Mathaire & Keyes warminghouses furnace replacements, Sullivan Lake retaining wall repmirs are done, LaBelle Pond Erosion Control Project is completed except for one small portion which is will be completed in the spring. Rink repairs have been completed and flooding has started. Keyes sledding bill is being used. COMMISSION MEMBERS Commission member Foss commended the Public Works employees in regards to the superb job done with plowing. Commission members Foss and Petkoff expressed some concerns they had in the work performed by Recreation Department staff pertaining to the traveling basketball program. The Recreation Director stated that he would follow up on the Commission member's concerns. PAGE FIVE Commission member Evans inquired about the December meeting. All agreed it will be held on Thursday, December 19, 1996 at 6:30 p.m. at Commission member Evans home. ADJOURNMENT Motion by Magnuson, second by Foss to adjourn at 7:45 p.m. All ayes, motion carried. Bonnie Morinville, Park and Recreation Commission Secretary