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HomeMy WebLinkAboutOctober 4, 1999 Mayor Gary L. Peterson CITY OF COLUMBIA HEIGHTS Councilmembers Donald G. Jolly 590 40TH AVENUE N.E. COLUMBIA HEIGHTS~ MN 55421-3878 (612) 782-2800 TOD 782-2806 MarlaineSzurek Julienne Wyckoff John Hunter City Manager Walt Fehst ADMINISTRATION NOTICE OF COUNCIL WORK SESSION Notice is hereby given that a Council Work Session is to be held in the CITY OF COLUMBIA HEIGHTS as follows: Meeting off' Date of Meeting: Time of Meeting: Location of Meeting: COLUMBIA HEIGHTS CITY COUNCIL MONDAY, OCTOBER 4, 1999 8:00 P.M. CONFERENCE ROOM I AGENDA A. CONSENT AGENDA ITEMS 1) Update on Changes to Housing Maintenance Code Ordinance 2) Renewal of Currency Exchange License - Kwik Cash Incorporated 3) Replacement of Unit #167 Tractor/Backhoe 4) Replacement of Unit #108 Hydraulic Ram Hammer 5) Replacement of Unit #7A Snow Plow 6) Replacement of Unit #372 Pressure Washer 7) Replacement of Unit #101 Pressure Washer B. DISCUSSION ITEMS 1) Honeywell Contract - Dick Zander 2) New Telephone System 3) Cost Estimates for Proposed Community Center - Ingraham & Associates 4) Service on Boards and Commissions and Individual Council Member Service 5) Proposed Job Description - City Clerk (combining of Council Secretary/Deputy City Clerk Duties) 6) Schedule Department Budget Meeting Times 7) Minneapolis Water Works Watermain Interconnect - Secondary Source of Supply The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights'services, programs, and activities. Auxiliary aids for handicapped persons are available upon request when the request is made at least 96 hours in advance. Please call the City Council Secretary at 782-2800, Extension 209, to make arrangements. (TDD/782-2806 for deaf or hearing impaired only) City Council Work Session Item October 4, 1999 Topic: Update on changes to Housing Maintenance Code Ordinance. Backqround Chapter 5A of City Code is commonly known as the Housing Maintenance Code. On July 12, 1999, a First Reading of Ordinance #1395 was held. A Second Reading was held on July 26, 1999. At the Second Reading, three landlords spoke regarding the proposed changes. The Council directed that action on the ordinance be tabled until the September 7, 1999 City Council meeting, and that staff meet with the landlords to hear more of their views regarding the proposed changes. Acting Fire Chief Alexon met with landlords on August 17, 1999 and heard opinions on each of the proposed changes to the code. The meeting was videotaped and this tape is available for viewing at Chief Alexon's office for council members and staff. Landlords made several suggestions to staff at this meeting. Analysis Based upon input from the landlords, staff is modifying our original ordinance proposal. We are preparing a summary of the comments received at the meeting in addition to the modifications to the Ordinance. This process has been delayed, along with other larger projects, due to the vacancy in the Fire Chief position. The modifications which will be proposed will require that the ordinance be sent back for a first reading. Our intended time line for this project would put it back in front of the Council at the first work session in November at the latest, with the intended First Reading of the ordinance at the November 8 Council meeting. Prior to this meeting, we will be sending all landlords information on the proposed modifications and advising them of the dates of the First Reading. Requested Action No specific action required. This is intended to keep the Council up to date. City of Columbia Heights Public Works Department Work Session Discussion Item: Work session date: October 4, 1999 ,z~n~ ~, ~ Prepared by: Kevin Hansen, Director of Public Works~/ Lauren McClanahan, Superintendent of P.x~0,,TzWqorks Item: Replacement of Unit # 167 - Ford Tractor/Backhoe Background: Unit #167 Ford tractor/backhoe was purchased in 1969. It is 30 years old and was used as the City's number one backhoe until 1990, when Unit #104, JCB tractor/backhoe, a 4-wheel drive equipped with extend-a-hoe was purchased. The Ford tractor/backhoe is currently used in conjunction with Unit #108 Allied Hydraulic Hammer to break out frost, concrete, or asphalt prior to excavating. Thc tractor is in fair condition; the transmission was converted from automatic to standard about 10 years ago. The backhoe is in poor condition, the boom and hydraulic controls are worn causing sloppy operation and resulting in unsafe operatiou in underground digging operations. When repairing water mains the standard operating procedure has been to use one backhoe as a frost breaker and the other one as the excavator. The procedure has been efficient and repair times have been kept to a minimum. The Ford tractor/backhoe was pumhased for $25,000 and has 5,568 hours of operation to the best of our knowledge. Repair costs total $9,395 over the last 10 years. The maintenance and repair records prior to 1989 are incomplete. In 1999, $100,000 was budgeted to replace Unit #167. The replacement cost is proposed to be split 50/50 between the Sewer and Water Departments. Analysis/Conclusions: New tractor/backhoes are very versatile and can be outfitted with various attachments, such as 4 in 1 loader buckets, sign post pounders, sweepers, snow plows, pavement breakers, tree grapples, etc. They also have such features as 4-wheel drive and an extendable digging hoe. These features will improve crew efficiency during snow removal and construction activities. Additional safety features will reduce the crew's exposure to personal injury. Staff recommends trading in the Ford tractor/backhoe #167, moving JCB backhoe # 104 into 2nd position and purchasing a new 4-wheel drive tractor/backhoe with an extend-a-hoe from the State Contract that expires June 30, 2000. Requested Action: Authorize the bid selection process from the State of Minnesota Purchasing Contract for the replacement of Unit # 167 Ford Tractor/Backhoe. City of Columbia Heights Public Works Department Work Session Discussion Item: Work session date: October 4, 1999 ~r)-f,J(--~,~ Prepared by: Lauren McClanahan, Superintendent of Public Wo Item: Replacement of Unit #108 - Allied Hydraulic Ram Hammer Background: Unit #108, the Allied Hydraulic Ram Hammer was purchased in 1990. It is an attachment for the backhoe section of the tractor/backhoe and is used to break up concrete, asphalt and frozen ground. It was originally scheduled for replacement in 1997 but was postponed because the hammer had been rebuilt. In 1999, $22,000 has been budgeted to replace Unit # 108. The replacement cost will be split 50/50 between the sewer and water departments. Analysis/Conclusions: Unit #108 Allied Hydraulic Ram Hammer is currently attached to Unit #167 Ford tractor/backhoe that is scheduled for replacement in 1999. When a new hammer is purchased, it will be sized and equipped to allow attachment to either Unit #104 JCB tractor/backhoe, or a new tractor/backhoe. The hydraulic hammer is used extensively in water main repair operations. It is very important to have a dependable, efficient hydraulic hammer to minimize repair time. Hydraulic hammers are available for purchase from the State Contract that expires June 30, 2000. Requested Action: Authorize replacement of Unit # 108 Allied Hydraulic Ram Hammer with funds appropriated from Capital Equipment Replacement Funds # 432- 49450-5180 and # 433- 49430-5180. City of Columbia Heights Public Works Department Work Session Discussion Item: Work session date: October 4, 1999 Prepared by: Kevin Hansen, Public Works Director/City Enginee~~ Lauren McClanahan, Superintendent of Public Item: Replacement of Unit #7A, Henke 12' front-mounted reversible snow plow for Unit #7, 1976 Caterpillar front-end loader. Background: Snow Plow Unit #7A was purchased in 1985 for the loader and it is equipped with a quick couple connector that allows convenient hook-up in minutes. Unit #7A has been repaired numerous times and the shop supervisor noted that the metal is fatigued and stress fractures are visible. In 1999 $5,000 was budgeted in the Streets Capital Equipment Replacement fund to replace Unit #7A. This number is not representative of the actual replacement cost and is in error. The actual cost of the proposed plow replacement is $11,340 plus tax. To compensate for the budgetary error, staff recommends delaying the replacement of Ford C700 Water Truck, budgeted in 1999 for $65,000, until 2000. Analysis/Conclusions: Currently the front end loaders are used primarily to plow parking lots and some of the streets in the SW Quadrant. Staff is requesting the addition ora wingplow to improve plowing efficiency and provide the option of benching snow. The wing plow would make it efficient to have the loader plow some of the residential streets where sidewalks are located. This should reduce the number of complaints that we receive concerning plowing snow onto the sidewalks. The loaders have the power to push the snow without the need for speed. Many cities also use front end loaders equipped with wing plows to plow cul-du-sacs. In some snow fall events, depending on the time of day and available equipment, Public Works is unable to plow with a full crew. The addition ora wing plow on the loader would help compensate for manpower shortages and equipment failures while still delivering a high level of service. Snow plow units #7A and #9A are interchangeable. They are the same make and equipped with the same quick coupler. For this reason, Staff recommends Replace Unit #7A with Unit #9A. This would upgrade the plow for Unit #7 from poor to good condition. Staff is requesting the addition of a wing plow for the loader and therefore presents two options for council consideration: Work Session Discussion Item: Replacement of Unit #7A, Henke 12' front-mounted reversible snow plow Work session date: October 4, 1999 Page 2 Option # 1 Purchase one (1) new Henke REL-12 12' reversible front plow with swivel feature $11,340 and one (1) new Henke SWL-10 10' wing plow with hydraulic push bar extension $11,620 for a total of $22,960 plus tax for use on Unit #9, Case front end loader. Additional controls must be installed in Unit #9 to operate the front and wing plow assembly. The cost for the controls will be $2,260 plus tax. This will be taken from fund 101-43121-2280. The addition of the wing plow will improve plowing efficiency and provide the option of benching snow. Many cities also use front end loaders equipped with wing plows to plow cul-de-sacs. Option #2 Purchase one (1) new Henke REL-12 12' reversible front plow with swivel feature $11,340 plus tax. Plows are available for purchase from the State Contract which expires January 31, 2000. The existing plow #7A may be disposed by trade-in or at the Hennepin County Auction. Requested Action: Authorization to for the replacement of Unit #7A Henke front-mounted reversible snow plow for Unit #7, a 1976 Caterpillar front-end loader, and consideration for the addition of a wing plow for the same unit. City of Columbia Heights Public Works Department Prepared by: Lauren McClanahan, Superintendent of Public Work~ ~,// Item: Replacement of Unit #372: Pressure Washer. (Located in MSC wash bay.) Background: Unit# 372 pressure washer was purchased in 1989 for $1,550. It is powered by a low pressure air pump and does not heat the water. Unit #372 has been repaired several times in the last 2 years for a total of $400. In 1999, $4,500 was budgeted in Fund #434-49950-5180 to replace Unit #372. Analysis/Conclusions: The purchase price of vehicles has increased dramatically in the last 10 years. One of the best ways to preserve value and maintain operation of a vehicle is to keep it clean. Staff recommends purchasing a stationary hot water, high pressure washer to provide an effective method of degreasing and cleaning equipment. This would be of great benefit to the mechanics when they are making State D.O.T. inspections, and the overall appearance of city vehicles. Unit #372 may be disposed of by trade-in or at the Hennepin County auction. Staff has received 2 quotes. Hotsy 900 series 4GPM at 2,000 PSI $4,895.00 Less trade-in $ -0- Total $4,895.00 Sales Tax $ 318.18 Aaladin model 3423 4GPM at 2,000 PSI $4,895.00 Less Trade-in $ -0- Total $4,895.00 Sales Tax $ 318.18 Requested Action: Authorize replacement of Unit #372 Pressure Washer with an Aaladin Pressure Washer, Model 3423, in the amount of $4,895.00 plus sales tax with funds from #434- 49950-5180. The existing unit #372 will be disposed of at the Heunepin County auction. City of Columbia Heights Public Works Department Work Session Discussion Item: Work session date: October 4, 1999 Prepared by Lauren McClanahan, Superintendent of Public Wor Item: Replacement of Unit #101: Trailer- Mounted Hot Water High Pressure Washer Background: Unit #101, Trailer Mounted Hot Water High Pressure Washer, was purchased in 1991 for $3,795. It is a self contained unit that carries its own water and is powered by a gasoline engine. The pressure washer was mounted on a very old homemade trailer that is currently in need of replacement. The repair costs for Unit #101 since 1991 total $3,523.20. In 1999, $5,000 was budgeted to replace Unit #101, which are proposed to be split 50/50 between the Sewer and Water Departments. Analysis/Conclusions: The existing washer was initially purchased for use outside to wash heavy dirt and debris off equipment prior to entering the wash bay and/or garage. Public Works has found many additional uses for this machine such as power washing buildings before painting, sand blasting, pool cleaning, de-icing and in some cases graffiti removal. Unit #101 has been a real workhorse for the city and after 8 years of hard use, it is worn out and needs to be replaced. Unit #101 will be disposed of by trade-in or at the Hennepin County auction. Staff has received 2 quotes. Hotsy 1260 series 4.5 GPM at 3,000 PSI $7,200.00 Less Trade-in $ 500.00 Total $6,700.00 Sales Tax $ 435.50 Aaladin Model 42430 4 GPM at 3,000 PSI $4,695.00 Less Trade-in $1,000.00 Total $3,695.00 Sales Tax $ 240.18 Requested Action: Authorize replacement of Unit #101 Trailer-mounted hot water high pressure washer with an Aaladin Model 42430 in the amount of $3,695.00 with trade-in, plus sales tax, with replacement costs to be split between the Sewer and Water Department funds #432-49450- 5180 and #433-49430-5180. TO: FROM: SUBJECT: MAYOR AND MEMBERS OF THE CITY COUNCIL JO-ANNE STUDENT, COUNCIL SECRETARY SERVICE ON CITY BOARDS AND COMMISSIONS DATE: SEPTEMBER 16, 1999 For a very long time, members of the City Council (current as well as previous) have discussed service on the City's various boards and commissions. Numerous discussions have been held regarding the enhancement of such service yet there has never been definitive action taken (nor even started). During the last election this issue received some attention but any action proposed (more friendly application, letter of encouragement, etc.) simply evaporated. While most of the boards and commissions enjoy a full complement of members, many of these same people have served for a very long time. I would like to suggest the following for your consideration: 1) Six to seven years ago I drafied a flyer regarding the responsibilities/activities of all of the City's boards and commissions. These flyers were inserted into the utility bills. The response was terrific ! This would warrant being repeated. If 2) There were "term limits" placed on the length of service. The healthy response received many years ago dwindled because there were rarely any vacancies on the more pro-active groups (Traffic, P & Z, Park and Rec). Residents' interest is not sustained over a long period of time. If it appears that vacancies seldom occur, folks move on. My observation is borne out with what appears to have been new and continuing interest in serving on the Charter Commission. The appointing authority is not the Council and there is a limit imposed as to how long an individual can serve. The bonus to the City is there would be more resident participation, which would result in new and fresh ideas, opportunity for public service which could result in training ground for future community leadership, and finally, volunteer activities create win-win situations. Observation: All current members of the City Council (and nearly all of their predecessors) have very admirable records of volunteerism. So there is terrific merit in this type of public service. If the City's boards and commission have a profile of being a closed group we will be all dressed up with no place to go. The process of appointment should be on-going but must be preceded by meaningful and active recruitment. Here's your chance to tell the City Council where to go. Join a commission. Residents serving on different commissious help the City Council by laying out some of the ground work needed to make decisions and then recommending to thc Council thc action they would like taken on various issues. These commissions are an important link between citizens and their government. Most commissions meet monthly, some are quarterly, and shouldn't require too much preparation time. Packets am sent to each commissioner several days before each meeting detailing what is to be discussed and staff am always available to provide additional information. It is important to note that while the Council takes commission recommendations very- seriously, they' can still vote diffemntly~ Each commissioner is interviewed and selected by the Council to serve staggered terms. While not all commissions have vacancies, your application will be kept for future openings. Please call Joanne Student at 782-2800 for applications and to answer any questions. HUMAN SERVICES COMMISSION - promotes equal opportunity in employment, housing, services, education and other affairs for thc well-being of Columbia Heights residents. Recent recommendations to thc Council include thc disbursements of Community' Development Block Grant funds to various public service agencies. .~leets quarterly' on the second 14:ednesday, 7pm, .~[urzyn Hall. Chairman: Antoinette LagJere The LIBRARY BOARD oversees policy, programs, and use of the City's library', while setting staff?lng levels and cam of the building. Recent recommendations include a new roofing project, and m-wiring for computer upgrades. Meets the, first Tuesday qf each month, 7pm, Library. Chairman: Barbara Miller. MERIT COMMISSION??? PARK AND RECREATION COMMISSION - Supervises and controls our parks, recreation and senior citizen programs, recommends improvements for parks, sets fees and talcs for public parks and buildings. Recommendations to the Council include revising Murzyn Hall rental policy and early planning stages for the creation of a Community Center. ~[eets the.[burth Wednesday ~each month, 6:30 pm, M'urzyn Hall. Chairman: Bruce Magnuson PLANN lNG AND ZONING - Prepares and maintains comprehensive plan for the physical development of the city~ including proposed public buildings, as well as street arrangements and improvements. Recent recommendations include allowing an owner-occupied apartment to be built above the Heights Theatre, several lot variances, and granting a conditional use permit for the construction of a Family Center adjacent to the high school. 3Ieets the first Tuesday qf each month, 7:00pm, Council Chambers. Chairman: Tom Ramsdell CIVIL SERVICE - establishes roles, regulations and procedures necessary and reqnimd by law relating to the appointment, promotion, discharge or suspension of Police and Fire Department personnel. Currently interviewing candidates for police waiting list. Meets when necessary. Chairman: Bruce Magnuson TELECOMMUNICATIONS - evaluates technology proposals for the city, works with MediaOne for the contenL quality and price of cable services. This commission is working on developing a Web page for the Heights, and recently recommended consulting work specifying a new phone system for City Hall. Meets the third Thursday of each month, 7:30, Corcference Room, Ci(v Hall. Chairman: Dennis Stroik TRAFFIC - studies and investigates all matters relating to traffic in the City, either on its own initiative or as referred to by' the Council. Recent motions include requesting Anoka County establish a school zone on 49th from Monroe to Ccntral. reviewing handicap signs roles for resident homes, and demonstrating to residents how pedestrian crossing indicators work. A[eet~ the.first ~14onday of each month, 7pm, Council Chambers. Chairman: Ko ....... t<~ IF..~,~],~ rd CHARTER - Keeps our Charter current under procedures authorizcd by state statutes which allows our City to be self-governing. Recent work includes reviewing rules for last spring's referendum and for filling the Council vacancy, and drafting new language for setting Mayor and Council salaries. Charter Commissioners are appointed by' an Anoka County Judge; no inte~icw required, just an application. To receive one please call Carolc Blowers at City Hall. .~ [eets quarterly the third Thursday, 7:00pm, Mur~n Hall. Prexident: Theresia ,~vnowczynski CITY OF COLUMBIA HEIGHTS 590 40TH AVENUE N.E., COLUMBIA HEIGHTS, MN 55421 -3878 (612) 782-2800 TDD 782-2806 DRAFT LETTER Theresia Synowczynski, Chairman Columbia Heights Charter Commission 2010 41~t Avenue Northeast Columbia Heights, Mn. 55421 Dear Theresia and Members of the Charter Commission: At the most recent Council work session, the matter of Councilmembers serving on the Charter Conunission and on other City boards and commissions was discussed. The consensus of the Council was that there should no longer be a Councilmember serving as a voting member nor a liaison to the Charter Commission. Julie Wyckoff will be forwarding a letter to the Chief Judge, who is the appointing authority, advising of her resignation from the Charter Commission. Further discussion followed regarding the discontinuance of Councilmembers serving on any of the City's boards and commissions. The goal of the Council is to initiate some strategies encouraging residents to become involved with the City by serving on a board or commission. Efforts will be made in the very near future to redraf~ the application to facilitate more information being available about the responsibilities of each board and commission and to commence a campaign of recruitment. Thanking you for your kind attention to these comments, we are, Sincerely, Mayor Gary L. Peterson Councilmember Don Jolly Councilmember Marlaine Szurek Councilmember Jullienee Wyckoff Councilmember John Hunter CITY OF COLUMBIA HEIGHTS 590 40TH AVENUE N.E., COLUMBIA He[GFIT$, MN 55421-3878 (612) 782-2800 TDD 782-2806 TO: MAYOR AND COUNCILMEMBERS FROM: SUBJECT: JO-ANNE STUDENT, COUNCIL SECRETARY ,/)O/ PROPOSED JOB DESCRIPTION OF CITY CLERK DATE: SEPTEMBER 30, 1999 In the last few weeks I have met with the Finance Director a number of times to discuss a proposed job description for the position of City Clerk which would incorporate most of the Council Secretary tasks into it. Currently, one of the "hats" worn by the Finance Director/City Treasurer is that of City Clerk. I truly feel that the position of Deputy City Clerk, which has been part of my responsibilities in tandem with those of Council Secretary, could be expanded to include numerous other tasks and responsibilities which are in dire need of on-going attention. The following list includes responsibilities I am recommending be included in the City Clerk position: 1) City Code: For many years this document has been poorly attended to. As you know the recodification is currently in progress. The task of maintaining and keeping the status current should be assigned to the City Clerk. 2) Elections: Part of the Deputy City Clerk responsibilities has included working with the recruitment of election judges and scheduling training sessions for them. The tasks of keeping current with election law changes, procedural changes mandated by the Elections Division of the Secretary of State's Office, coordinating ballot printing, voting poll preparation, etc. has all fallen to employees in the Finance Department. Having one person as the catalyst for all of the election duties should be under the purview of a City Clerk. 3) Lobbying/Organization Representative:In prior years, the Council Secretary position included serving as a lobbyist for the City. I attended many committee meetings while the Legislature was in session. I also was a representative to all of the organizations in which the City held a membership. Examples of these organizations are the League of Minnesota Cities, Association of Metropolitan Municipalities, North Metro Mayors Association as well as others. While the lobbying was also done by some members of the Council and staff, I think this part of the job was established because I came with this type of experience rather than being an intrinsic part of the position. Currently, there appears to be enough time available by certain members of the Council so lobbying efforts are well served. 4) Census: The census is addressed each ten years. For the 1980 and 1990 census I was the administrator. This job is quite time intensive over a period of a few weeks. To perform the required tasks correctly, I attended quite a number of informational meetings and seminars. Some of these were out of town and required an overnight. So far, I have not been led to believe there will be so many preparation meetings for the upcoming census. To date the information received from the Census Federal Offices has been scant. I have passed it on to the City Planner and apparently, since he did not return it, he will be conducting the census for the City. An auxiliary function of this demographic job is to keep updated information from the Metropolitan Council. Each April, population and demographic information is available from the Met Council which could be of considerable use in the Community Development Office. 5) Maintenance of Retention Schedules/Fixed Asset Inventory: Maintaining the retention schedules and fixed asset inventory has been the responsibility of numerous staff people. If these records could be centrally located with the City Clerk their availability and updating could be done more efficiently. 6) Administration of City Contracts: On any given day, there is someone looking for a contract, agreement, joint powers document, etc. In some situations this material is stored in an individual department. Other situations find this data in the Finance Department but accessing it by the correct subject or in the right computer file can be a challenge as well as very time consuming. This job would be a perfect fit for a City Clerk. 7) Preparation for and Attendance at Council Meetings: This would require all of what is being done by me now regarding Council Meetings. I think this could also be considered for a contract position. Many municipalities hire a person on a contract basis to attend Council meetings and transcribe the proceedings. This person does not require office space nor does the position receive benefits or any other considerations. I also recommend the Council consider the contract hire for numerous other city positions. There seems to be a tremendous amount of time spent by staff with hiring, background checking, interviewing, etc. for positions which could be filled with a contract. Just thought I'd throw that in as it has become so effective and successful in the private sector. 8) The green sheet, monthly calendar, work session chart and the administrative summary which I am doing could be handed over to someone else in the department. Maintaining board and commission rosters and records, scheduling the bulletin board announcements, newsletter editing and other on-going tasks I think can be easily added to the position. 2 Also, putting all of the material generated by the Council such as minutes, agenda, etc. into the LaserFiche must be done on a regular basis. This technology, in my opinion, has been the singular most effective tool used to house information, data and history. It can be very easily accessed using little time to recover or find information. 9) The above suggestions could make the proposed position appear to be overloaded. My feeling is that a person who is well organized and hired on a salaried basis, rather than hourly, could schedule enough work hours to complete work and meet deadlines in a timely fashion and would thrive on the challenge. I feel the appeal of the job would be the variety of interesting responsibilities, the challenges of organization and the discretion to use time wisely and effectively. I have met with the City Manager regarding this proposal and he requested that I draft this narrative for your consideration at a work session. 3 CITY OF COLUMBIA HEIGHTS DATE: SEPTEMBER 27, 1999 TO: FROM: WALT FEHST CITY MANAGER WiLLiAM ELRiTE~) ~/7~ FINANCE DIRECTOR RE: WORK SESSION OF OCTOBER 4TM FOR THE COUNCIL MEETING OF OCTOBER 11TM. I have two items that I feel are essential to be put on this work session. The first item is to review staWs recommendation for a new telephone syster~he second item is to schedule budget meeting times for the following functional areas: Police, Fire, Public Works, Finance, Liquor, Administration, and other miscellaneous areas. In this list I have not included the Library and Recreation and Parks as I believe they have been scheduled separately. Also, as the Community Development Department chose to not participate in the City's formal budget process this year, I have not included them. It would be my recommendation to try to cover a minimum of two entities on each night. This way we could probably cover the entire departmental budget review in three work sessions, then having one summary work session to finalize the budget before the Truth in Taxation hearing on December 6, 1999. '~In addition to these two items, as in the past, we discussed some job title changes and realignment of duties between the Deputy City Clerk and the City Clerk positions. This, in essence, is in follow-up to Jo-Anne's recommendation that the Council Secretary/Deputy City Clerk position be upgraded to City Clerk. This item should be put on a formal council work session agenda as soon as possible. If there is anything else you would like from me regarding this matter, please let me know. WE:sms 9909271 cc: Jo-Ann Student City of Columbia Heights Public Works Department Work Session Discussion Item: Work session date: October 4, 1999 \~[~-.~,.~, ~., Prepared by: Kevin Hansen, Public Works Director/City Engine~~' Item: Minneapolis Water Works Water Main Interconnect: Secondary Source of Supply Background: Staff has been reporting to the Council regarding Minneapolis Water Works (MWW) construction plans that will impact Columbia Heights source of supply. MWW informed us about two months ago that piping modifications to the Hilltop reservoir will require shutting down Columbia Heights' primary source of water located south of 49th Avenue along Stinson. MWW indicated under ideal conditions this work will take 6-8 weeks. The City does have a secondary source to feed the entire city located at 44th and Reservoir. Last operated in 1989, this secondary feed lowers water pressures and available volumes in the City distribution system. Due to the previous problems with this secondary source and the length of time for the Minneapolis work at two months or greater, staff evaluated an alternate source of supply to meet our demands, without a noticeable difference in the level of service. Working with the MWW and recommendations of the City's Consultant, PCE, staff is recommending installing a secondary connection in the Columbia Heights plant property adjacent to Chatham Road. Due to the time of year, MWW has agreed to delay their Hilltop work until next spring. Staff is recommending the connection this fall to allow MWW work to proceed without delay in the spring. The work will involve wet tapping two 24 inch water mains, installing a pressure reducing valve, and a sleeve that can be removed when not in operation. Minneapolis standards require that each one of these be installed in a large diameter (,.. 6 foot) manhole. The cost estimate for materials alone is $24,000-$25,000. MWW has their own forces that can do the work this fall. Based upon 5 ½ days of work, it is estimated labor and equipment costs for installation would be $23,000 to $25,000, for a total project cost of $47,000-$50,000. This work was not contemplated in 1999 as we were only made aware of it this summer. The Water Construction Fund is proposed to pay for the recommended work Requested Action: Authorize the MWW to install a secondary water connection to Columbia Heights main in the Columbia Heights Plant, at an estimated cost of $47,000 to $50,000 with funding from the Water Construction Fund 651-49430-5130. Attachment: Drawing DEPAR iMENT OF PUBLICWOR KS 350 South 5th Street - Room 203 Minneapolis MN 55415-1390 Office (612) 673-2352 Fax (612) 673-3565 3-rY (612) 673-2157 DAVID J. SONNENBERG CITY ENGINEER - DIRECTOR OF PUBLIC WORKS B. J. LOKKESMOE ASSISTANT DIRECTOR OF PUBLIC WORKS / DIRECTOR ENGINEERING OPERATIONS 350 SOuth 5th St reel - ROCk1 203 Minneapolis MN 55415-1390 (612) 673-3316 FAX (612} 673-3565 M. J. MONAHAN ASSISTANT DIRECTOR OF PUB MC WORKS ! DIRECTOR (612) 673.2241 FAX (612) 673-3565 S A YOUNG DIRECTOR SOLID WASTE & RECYCLING (612) 673-2433 Mr. Kevin Hansen, P.E. Director of Public Works City of Columbia Heights 637 - 38th Avenue NE Columbia Heights, MN 55421 inneapolis city of lakes :JP 3 O 1999 PUBLIC WORKS September 30, 1999 Dear Mr. Hansen: The Minneapolis Water Works (MWW) is now constructing two new reservoirs, along with related 48-inch piping at our Hilltop Reservoir site. The new 48-inch pipes will eventually connect all four reservoirs together so each of the reservoirs will be able to operate independently of the other three reservoirs, during the times when one or more of the reservoirs need to be shut down for maintenance work. Most of the piping has been installed, except for tie-ins to the reservoirs. Next spring we are planning to install the connection into the existing reservoirs, which means the reservoirs will have to be shut-down and drained for the work. This also means the City of Columbia Heights' 24- inch connection to our reservoiffs 48-inch pipe will also be taken out of service. We anticipate the pipe will be out of service for two months. With the 24-inch connection out of service, the City of Columbia Heights will have to rely on its 12-inch connection to Minneapolis' 50-inch main located at Reservoir Blvd. and 49~h Ave. NE. This 12-inch connection barely meets Columbia Heights' needs and will not provide redundancy for water service. This connection is only used when the 24-inch connection at the reservoir site is out of service. The City of Columbia Heights has requested that the Minneapolis Water Works provide the City of Columbia Heights a new connection that will provide an adequate supply of water at a pressure of approximately what the reservoirs provide. A new 12-inch connection from Minneapolis' 24- inch Northeast high Service line to Columbia Heights' 24-inch main on Minneapolis' plant grounds, located east of Chatham Road can be provided. This connection will be designed to provide Columbia Heights an adequate water supply and meet its pressure requirements. AFFIRMATIVE ACT]ON EMPLOYER RECYCLED PAPER 30% POST CONSUMER WASTE Enclosed are plans and an estimate of $50,953.00 to install the connection. The City of Columbia Heights will reimburse the Minneapolis Water Works for the actual cost for the installation, whether the actual costs are less or more than the estimate. If you have any questions concerning the plans or estimate, please contact me at (612) 661-4908. Donald M. Kujah'en, P.E. Project Engineer