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HomeMy WebLinkAboutMarch 26, 2001 RegularCITY OF COLUMBIA HEIGHTS 590 40th Avenue N.E., Columbia Heights, MN 55421-3878 (763) 706-3600 TDD (763) 706-3692 Visit Our Website at: www. ci. columbia-heights, mn.us ADMINISTRATION Mayor Gary L. Peterson Councilmembers Marlaine Szurek Julienne Wyckoff Bruce Nawrocki Robert A. Williams City Manager Walter R. Fehst March 23, 2001 The following is the agenda for the regular meeting of the City Council to be held at 7:00 PM on Monday, March 26, 2001 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 disabled persons are available upon request when the request is made at least 96 hours in advance. Please call the Deputy City Clerk at 763-706-3611, to make arrangements. (TDD/706-3692 for deaf or hearing impaired only) 1. CALL TO ORDER/ROLL CALL 2. PLEDGE OF ALLEGIANCE 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.) 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 the next order of business.) A) MOTION: Move to approve the Consent Agenda items as follows: 1) Minutes for Approval MOTION: Move to approve the minutes of the March 12, 2001, regular City Council meeting as presented. 2) Establish Work Session Meeting Dates for April Move to establish Work Session meeting dates for Monday, April 2, immediately following the Board of Review meeting in the City Hall Council Chambers, and Tuesday, April 3, 2001 at 5:00 p.m. at Murzyn Hall; and a Special Joint meeting with the District 13 School Board, and cities of Fridley, Hilltop and Columbia Heights City Councils for Wednesday, April 18, 2001 at 5:30 p.m. at the Columbia Heights High School Family Center. 3) Approve Animal Impound Contract with Camden Pet Hospital MOTION: Move to approve the contract between the City of Columbia Heights and Camden Pet Hospital for animal impound services for the City of Columbia Heights and to authorize the Mayor and the City Manager to enter into a contract for the period of April 1, 2001 to January 31, 2004. THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE on THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES City Council Agenda March 26, 2001 Page 2 of 4 4) Authorize Attendance at Out of Town Conference by Police Explorers MOTION: Move to authorize the attendance of Officer Joe Sturdevant as advisor and four police Explorers at the 2001 State Law Enforcement Explorer conference on April 26-29, 2001, at Breezy Point, Minnesota, with costs to be covered out of the 2001 Police Department budget, 101-42100- 3320. 5) Approve Paymem of Project SafeW Net Billing for 2001 MOTION: Move to approve the payment of $6,000 to cover the cost of Project Safety Net for the year 2001, with the cost of the program to be covered as follows: $6,000 from the 2001 Minnesota Department of Economic Security, Juvenile Accountability Block Grant. 6) Approve 2001 Board/Commission Reappointments MOTION: Move to reappoint the following people to the various City of Columbia Heights Boards and Commissions: Human Services Commission, Barb Karol; Library Board, Nancy Hoium and Pah-icia Sowada; Park & Recreation Commission, Eileen Evans; Traffic Commission, Kenneth Stumpf; Telecommunications Commission, Dennis Stoik and Rueben Ruen; Police & Fire Civil Service Commission, Bruce Magnuson. 7) Renewal of Contract for Automated Library System with Anoka County Library MOTION: Move to authorize the Mayor and City Manager to enter into Anoka County Contract No. 2001-0066 with the Anoka County Library to participate in an automated library system. 8) Authorize Response to Auditor's Notice for Sullivan Lake Tax Increment District MOTION: Move to authorize the City Manager to respond to the Auditor's letter relating to the Sullivan Lake Tax Increment District, and indicate disagreement with its findings. 9) Approve Rental Housing License Applications MOTION: Move to approve the items listed for rental housing license applications for Mamh 26, 2001. 10) Approve Business License Applications MOTION: Move to approve the items as listed on the business license agenda for March 26, 2001. (This information will be distributed Monday evening, as the license clerk is presently on vacation) 11) Approve Payment of Bills MOTION: Move to pay the bills, as listed, out of the proper funds. 12) Approve/Adopt Resolution 2001-32, Requesting Municipal State Aid System Construction Funds for Other Local Transportation Uses MOTION: Move to waive the reading of the resolution, there being ample copies available to the public. MOTION: Move to approve and adopt Resolution #2001-32, requesting Municipal State Aid System construction funds for other local transportation uses. 13) Award of 2001 Plant Mixed Bituminous Materials at Unit Prices Listed MOTION: Move to award the 2001 Plant Mixed Bituminous Materials contract based on the unit prices and vendors listed, up to a maximum contract amount as apprOved in the 2001 Public Works budget, and to authorize the Mayor and City Manager to enter into an agreement for the same. City Counc0 Agenda March 26, 2001 Page 3 of 4 14) Award Bid for 2001 Road Aggregates at Unit Prices Listed MOTION: Move to award the 2001 Road Aggregates contract based on the unit prices and vendors listed, up to a maximum contract amount as approved in the 2001 Public Works budget, and to authorize the Mayor and City Manager to enter into an agreement for the same. PROCLAMATIONS, PRESENTATIONS, RECOGNITIONS AND GUESTS A) Proclamations 1) National Library Week - April 1 to 7, 2001 - Present will be Barb Miller, Library Board President, and Pat Sowada, Library Board Member 2) Steve Novak Day - March 26, 2001 - Present will be Mr. Novak B) Presentations C) Introduction of New Employees D) Recognition 6. PUBLIC HEARINGS A) Close the Public Hearing for Revocation/Suspension of Rental Housing License at 4616 and 4622 Tyler Street NE MOTION: Move to close the Public Hearing regarding the Revocation or Suspension of the Rental License held by Syed Raza regarding rental property at 4616 -4622 Tyler Street, in that the property is in compliance with the Residential Maintenance Code. 7. ITEMS FOR CONSIDERATION A) Other Ordinances and Resolutions B) Bid Considerations 1) Award of 2001-2002 Tree Planting Program MOTION: Move to award the 2001-2002 Tree Planting contract to Fair's Garden Center of Maple Grove, Minnesota, the lowest, qualified, responsible bidder based on the unit prices submitted in their proposal dated March 15,2001, up to a maximum contract amount of $18,000; and furthermore, to authorize the Mayor and City Manager to enter into an agreement for the same. C) Other Business 1) View "Minnesota Cities: Building Quality Communities" (six minutes videotape) 2) Resolution 2001-33, Declaring the City of Columbia Heights' commitment tojoin in the "Minnesota Cities: Building Quality Communities" statewide educational effort. MOTION: Move to waive the reading of the resolution, there being ample copies available to the public. MOTION: Move to adopt Resolution 2001-33, being a resolution declaring the City of Columbia Heights' commitment to join in the "Minnesota Cities: Building Quality Communities" statewide educational effort. C~ty Council Agenda March 26, 2001 Page 4 of 4 3) Approve Final Plans/Specifications and Authorize to Seek Bids for 2001 Street Rehabilitation Projects MOTION: Move to approve the final plans and specifications City Projects 0101 and 0102:2001 Street Rehabilitation Projects in Zone 5, including utility improvements, and authorize staff to seek bids for the same. 8. ADMINISTRATIVE REPORTS A) Report of the City Manager 1) Upcoming Work Session Items B) Report of the City Attorney 9. GENERAL COUNCIL COMMUNICATIONS A) Minutes of Boards and Commissions 10. CITIZENS FORUM (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 L~[nda L. Magee, Acting City hlrana~er LLM/cb OFFICIAL PROCEEDINGS COLUMBIA HEIGHTS CITY COUNCIL REGULAR COUNCIL MEETING MARCH 12, 2001 The regular meeting of the City Council was called to order at 7:00 p.m. on Monday, March 12, 2001 in the City Council Chambers, City Hall, 590 40th Avenue NE, Columbia Heights. CALL TO ORDER/ROLL CALL Present: Councilmember Williams, Councilmember Szurek, Councilmember Wyckoff, and Mayor Peterson Absent: Councilmember Nawrocki PLEDGE OF ALLEGIANCE ADDITIONS/DELETIONS TO MEETING AGENDA - none CONSENT AGENDA A) MOTION: by Wyckoff, second by Szurek, Move to approve the Consent Agenda items as follows: 1) Minutes for Approval MOTION to approve the minutes of the February 26, 2001 regular City Council meeting as presented. 2) Authorize purchase of large capacity Washing Machine MOTION to award the pumhase of a large capacity washing machine to Darling's Sales and Service Company based upon their low, qualified, responsible bid in the amount of $5,764.95 with funds to be appropriated from 100-42200-5180 and with the difference of $573.95 from fire Department Fund 101-42200-2010; and furthermore, to authorize the Mayor and City Manager to enter into an agreement with Darling Sales and Service to purchase a heavy duty washing machine. Fehst stated this unit would handle the oversized fire gear. 3) Authorize purchase of T-Shirts and youth sports equipment MOTION to award the purchase of t-shirts to Athletic Outfitters based upon their low, qualified, responsible bid in the amount of $9,177.90 with funds to be appropriated from 881-45001-2170; and furthermore to authorize the Mayor and City Manager to enter into an agreement for the same. MOTION to award the purchase of youth sports equipment to Steichen's Sports Store based upon their low, qualified, responsible bid in the amount of $8,043.55 with $5,343.28 to be appropriated l~om account 881-45001-2170 and $2,700.27 to be appropriated from account 101-45003-2170; and furthermore to authorize the Mayor and City Manager to enter into an agreement for the same. Fehst indicated this bid was sent to 15 vendors, including local vendors, and these awards are based on the low bid. These items are budgeted and paid for every year. 4) Authorize Purchase of four (4) sets of aluminum bleachers for Huset Park MOTION to authorize the purchase of four (4) sets of aluminum five-tier bleachers from Earl F. Anderson, Inc. of Bloomington, Minnesota, in the amount of $11,756.92 including tax and delivery from Fund 412-45200-5180. 5) Authorize Purchase of Capital Equipment Replacement for the Melrose Bobcat #217 from the Minnesota State Purchasing Contract with John Deere Skid Steer Loader - Model 260 City Council Minutes March 12, 2001 Page 2 of 12 MOTION to authorize purchase of one (1) John Deer Model 260 skid-steer loader, equipped with dirt bucket, snow bucket, and auger attachments from RDO Equipment Company of Bumsville, MN in the amount of $25,475, deducting $13,050 trade-in value for a purchase price of $12,425, plus sales tax, with funding appropriated from the Streets Capital Equipment Fund: 431-45200-5180. The price includes trade-in of the existing Bobcat skid-steer with bucket(s) and backhoe attachments, and delivery to Public Works Department. Fehst stated the bM price, the trade in price and the purchase price. This item was also in the budget for the last two years. 6) Authorize Purchase of Asphalt Milling/Cold Planer Attachment for MT Trackless MOTION to authorize purchase of one (1) new asphalt milling/cold planer attachment for the MT Trackless, from the State of Minnesota purchasing contract vendor, MacQueen Equipment, in the amount of $13,995.00, plus sales tax, from Fund 101-43121-5180. Fehst stated this wouM be paid from the equipment replacement fund. 7) Accept Feasibility Report for Central Avenue Water Services and Streetscaping - Project 9912-A and Calling for a Public Improvement Hearing MOTION to waive the reading of Resolution No. 2001-29, there being ample copies available for the public. MOTION to adopt Resolution No. 2001-29 being a Resolution accepting the report for City Project 1999-12A; Central Avenue Water Services and Streetscaping Improvements and calling for a Public Improvement Hearing on April 16, 2001. RESOLUTION NO. 2001-29 BEING A RESOLUTION RECEIVING THE REPORT FOR CITY PROJECT 1999-12A: CENTRAL AVENUE WATER SERVICES AND STREETSCAPING IMPROVEMENTS AND CALLING FOR A PUBLIC IMPROVEMENT HEARING WHEREAS, pursuant to Resolution 2001-04, adopted by the City Council on January 22, 2001, a report has been prepared by Mr. Kevin Hansen, City Engineer, with reference to the following improvements: CITY PROJECT 1999-12A: CENTRAL AVENUE WATER SERVICES AND STREETSCAPING IMPROVEMENTS FROM 37TM AVENUE TO 43m) AVENUE and this report was received by the Council on March 12th, 2001 WHEREAS, the report provides information regarding whether the proposed project is necessary, cost effective and feasible, NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA that the Council will consider the improvement of such streets in accordance with the report and the assessment of abutting property (frontage and/or parcel unit) as well as non-abutting property (frontage basis) on the closest intersecting street for all or a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost of the improvement of $895,000. AND BE IT FURTHER RESOLVED that a Public Hearing shall be held on such proposed improvements on the April 16, 2001 in the Council Chambers located at 590 40th Avenue N.E. at 7:00 p.m., and the City Manager shall give mailed and published notice of such hearing and improvement as required by law. City Council Minutes March 12, 2001 Page 3 of 12 Dated this 12th day of March, 2001. Offered by: Wyckoff Seconded by: Szurek Roll Call: All ayes Mayor Gary L. Peterson Patricia Muscovitz, Deputy City Clerk 8) Adopt Resolution No. 2001-31, being a Resolution regarding the Labor Agreement between the City of Columbia Heights and the American Federation of State, County, and Municipal Employees MOTION to waive the reading of Resolution No. 2001-31, there being ample copies available to the public. MOTION to adopt Resolution 2001-31, being a Resolution regarding the Labor Agreement between the City of Columbia Heights and the American Federation of State, County, and Municipal Employees, effective January 1, 2001 - December 31, 2003. Fehst stated this is within the same parameters as the other union and municipal employees. RESOLUTION 2001-31 REGARDING LABOR AGREEMENT BETWEEN CITY OF COLUMBIA HEIGHTSAND AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES, LOCAL NO. 495 WHEREAS, negotiations have proceeded between the American Federation of State, County, and Municipal Employees (AFSCME) Council No. 14, Local No. 495, representing clerical and technical employees of the City, and the City's negotiating spokesperson, and said negotiations have resulted in a mutually acceptable contract for calendar years 2001, 2002, and 2003; WHEREAS, a copy of said contract is available at the Office of the City Manager and is made a part hereof by reference; NOW, THEREFORE, BE IT RESOLVED that the contract agreement, as negotiated, be and is hereby established as the salary and fringe benefit program for calendar years 2001, 2002, and 2003 for AFSCME bargaining unit employees of the City; and BE IT FURTHER RESOLVED that the Mayor and City Manager be authorized to execute this agreement. Passed this 12th day of March, 2001. Offered by: Wyckoff Seconded by: Szurek Roll Call: All ayes Mayor Gary L. Peterson Patricia Muscovitz, Deputy City Clerk 9) Approve a Conditional Use Permit for Ace Hardware, allowing the operation of a seasonal greenhouse to be located in the parking lot at 2261 37th Ave. NE fi.om April 1, 2001 through July 31, 2001. City Council Minutes March 12, 2001 Page 4 of 12 MOTION to approve the Conditional Use Permit to allow the operation and placement of a temporary 21 X 48 foot tent for the display and sale of green and flowering plants from April 1, 2001, through July 31, 2001, at 2261 37th Avenue NE, subject to the following condition: 1. A $500 deposit shall be submitted to the License/Permit Clerk prior to the display of the tent on the site on the lot. Fehst stated this use has been granted for at least the last five years, with no problems. 10) Approve Conditional Use Permit for Linder's Greenhouse allowing for the operation of temporary 'mini garden' center and retail sales in the Central Valu Mall, 4300 Central Avenue NE, from April 15, 2001 through July 7, 2001. MOTION to approve the Conditional Use Permit to allow for the operation of a temporary greenhouse/retail sales at 4300 Central Avenue NE from April 15, 2001 through July 7, 2001, subject to the following condition: 1. A $500 deposit shall be submitted to the License/Permit Clerk prior to the installation of the structures on the site. Fehst stated this request is for a space in the parking lot in front of the Rainbow Foods store, as has been done in past years. 11) Approve Conditional Use Permit allowing for a strong beer and wine license for Tycoon's Bar and Restaurant at 4952 Central Avenue NE for intensification of the current use. - Removed for discussion Fehst stated this request was to intensify the current use of the business. 12) Establish Hearing Date regarding License Revocation or Suspension of Rental Property at 4616 & 4622 Tyler Street MOTION to Establish a Hearing Date of March 26, 2001 for Revocation or Suspension of a License to Operate a Rental Property within the City of Columbia Heights against Syed Raza at 4616 and 4622 Tyler Street NE. 13) Approve Rental Housing License Applications MOTION to approve the items listed for rental housing license applications for March 12, 2001. 14) Approve Business License Applications MOTION to approve the items as listed on the business license agenda for March 12, 2001 as presented. 15) Approve Payment of Bills MOTION to pay the bills, as listed, out of the proper fund. Szurek requested Item #1 ! be removed for discussion. Peterson stated the purchase of the bobcat was discussed at the last Council work session. He followed up by looking at sale prices for similar machines and felt we are being offered a fair trade in price. Upon vote: All ayes. Motion carried. City Council Minutes March 12, 2001 Page 5 of 12 #11 Conditional Use Permit allowing for a strong beer and wine license for Tycoon's Bar and Restaurant at 4952 Central Avenue NE for intensification of the current use Szurek stated concerns regarding the building exterior, parking capacity to hold 25 vehicles, vehicles exiting into traffic from this business, the ability to accommodate 75 seated patrons, and the quality of the apartment above the establishment. Tim Johnson, City Planner, showed a parking layout plan. There would be no parking along the north side of the building, still allowing for 25parking spaces and one handicapped space, which meet the requirements. He stated that parking along the building wouM protrude into the right-of way. Johnson inspected the facility and felt it wouM accommodate seating for 75patrons. The apartment is currently licensed, but he stated that the new owner does not intend to rent it out. Mr. Ron Karon, the current owner, addressed Council by stating the numerous recent improvements he has completed to the exterior, the interior, and the apartment of this facility. He estimated expenditures of $15, 000 on the exterior and $35,000 on the interior of the building. Karon stated his business was an establishment for local clientele and not intended to look like a food chain facility. Williams suggested tabling this item for further review. Karon stated that would be a problem as it would affect the sale and closing on the property. Tom Ramsdell, Chairman of the Planning and Zoning Commission, spoke to the issue of parking along the building and 50th Avenue. He suggested to angle stripe the parking lot to the west so patrons would have to pull in east bound and when pulling out they would have to go east bound on 50~ Avenue. Violations would be a Police issue. Szurek's concern was that any parking alongside h . of 50t Avenue was unsafe and she would not support thts conditional use permit request. Jim Hoefl, City Attorney, stated this section is not an adequate legal parking site and would be a Police issue, however, the site does allow for the required 25parking spaces. Peterson stated he has noticed the improvements to this property and is interested in saving the history of this town through its businesses and buildings. Williams suggested deferring to the Planning and Zoning recommendation. MOTION by Williams, second by Wyckoff, to approve the Conditional Use Permit to allow a wine license at 4952 Central Avenue NE, subject to the following conditions: 1. All required state and local codes, permits, licenses and inspections will be met and in full compliance. 2. Trash containers located on site shall be enclosed by a fence, so as to be removed from public view. 3. Twenty-five (25) parking spaces proposed will need to be striped and maintained. 4. Seventy-five (75) permanent seats will need to be maintained for On-sale wine. Upon roll call vote: Williams aye, Szurek nay, Wyckoff aye, Peterson aye. Motion carried, three ayes - one nay. PROCLAMATIONS, PRESENTATIONS, RECOGNITIONS AND GUESTS A. Proclamations B. Presentations C. Introduction - Dick Petkoff, 4931 Washington Avenue NE -Police and Fire Civil Service Commissioner Peterson gave the background and introduced Mr. Dick Petkoff as the newest Police and Fire Civil Service Commissioner. City Council Minutes March 12, 2001 Page 6 of 12 Mr. Petkoff thanked the City Council for affording him this opportunity, as he has very strong feelings about the excellence of our fire and police departments. D. Recognition PUBLIC HEARINGS A. First Reading of Ordinance 1428 - being an Ordinance amending Ordinance #818 pertaining to Zoning and Development MOTION by Williams, second by Wyckoff, to waive the reading of Ordinance No. 1428, there being ample copies available for the public. All ayes. Motion carried. Mayor Peterson opened the public hearing. Fehst passed on the request from Councilmember Nawrocki that this Ordinance not have a second reading until after it was discussed at a Council work session. Fehst agreed and suggested meeting Tuesday, April 3, from 5:00 to 7:00p. m. to discuss the proposed Zoning and Development Ordinance. Wyckoff questioned receiving a copy of the ordinance with any changes highlighted. Fehst felt this would be difficult and total sections were added or deleted. Johnson explained the review process conducted by the Planning and Zoning Commission and he recognized the members, staff, and consulting firm that worked on this Johnson referred to the amended Zoning map and how it relates to the proposed ordinance. The Retail Zoning District has been re-titled "General Business District". Johnson referred to changes in the standards for accessory structures setbacks from 3feet to 5feet. 19'yckoff questioned hardship cases. Johnson stated there could not be more than 35 % structure coverage on a lot. Hardship would be considered ifa variance were applied for. Individual situations were discussed. Johnson referred to the current 15-foot height restriction requirement changing to 18feet. The current 20foot set back when a garage door faces the alley or street would include allowing a 15foot setback if the lot is less than 65, 000 square feet. Szurek questioned the ability to park a large vehicle on this short of a driveway. Johnson stated the owner would have to be aware that this would cut down their parking ability. Johnson referred to dwelling unit size requirements, allowing for a reduction in floor area if the lot is 65, 000 square feet or less. He stated there were also changes to off street parking standards, and signage. The new ordinance would allow banners but not portable signage like sandwich boards. Peterson questioned the difference between portable and temporary signage. Johnson stated that temporary signs are on the building and portable signs can be brought in and out or moved. Peterson agreed to send this ordinance review to a Councd work session on April 3rd. He invited the public to attend. Fehst indicated that copies of the proposed ordinance are available at the library or city hall. Johnson briefly discussed building design standard recommendations, which are based on the Minneapolis zoning code. Wyckoff felt it wouM be visually more pleasing if businesses did not have their parking lot in the front of their building. Fehst stated that was also the recommendation of the Minnesota Design Team. City Council Minutes March 12, 2001 Page 7 of 12 Johnson referred to separating uses of certain business types and how landscaping standards could be used. Williams asked if the Ordinance could be flexible to assist residents in doing various projects. Jim Hoefi, City Attorney, stated that the zoning ordinance is not just a guideline; a variance must fit specific requirements, and the document must cover the entire city. Random allowances would set a precedence. When reviewing the zoning code the overall interest of the community must be kept in mind and applied citywide. Szurek stated that it is difficult to reject a project that has merit and cannot prove a hardship (which is aphysical reason the ordinance can not be followed), but must be done. Williams wants to accommodate our citizens whenever possible. Fehst suggested looking into zoning situations on 40t Avenue, regardmg restrtctton for non-conforming buildings. Rich Abraham, 3954 Arthur, stated he would be affected by the 1,000 square foot restriction and felt it would be best if lot coverage was based on lot size. Hoefi stated the maximum was established to maintain the character of the neighborhood. Fehst stated that there are ways to be flexible but the City must operate within State Statutes. Abraham stated the community would benefit from common sense decisions and a flexible council. Peterson indicated the difficult position Planning and Zoning members are in when trying to accommodate residents and yet follow the rules. Ted Yehle, Planning and Zoning Commission member, formally requested that the Commission be invited to the work session discussing this ordinance, as they spent many hours on this revision and would like to contribute the reason for these recommendations. Fehst will schedule the second reading at a later date. (A copy of the proposed Ordinance will be attached to the minutes following the second reading of the Ordinance.) ITEMS FOR CONSIDERATION A. Other Ordinances and Resolutions 1. Adopt Resolution 2001-30, being a Resolution supporting the completion of TH 610 in 2005- 2010 MOTION by Williams, second by Szurek, to waive the reading of Resolution No.2001-30, there being ample copies available to the public. All ayes. Motion carried. MOTION by Williams, second by Szurek, to adopt Resolution 2001-30, being a Resolution supporting the completion of TH 610 in 2005-2010. Fehst stated this resolution is supporting the Northern Metro Mayors Association recommendation to finish this project in a timely manner of 2005 to 2010 instead of 2015 to 2025. All ayes. Motion carried. RESOLUTION 2001-30 SUPPORTING THE COMPLETION OF TH 610 IN 2005-2010 WHEREAS, the Draft MN/DOT Metropolitan Transportation System Plan Investment Timing has proposed that TH 610 from TH 169 in Brooklyn Park to 1-94 in Maple Grove is scheduled in the 2011-2015 time flame, and City Council Minutes March 12, 2001 Page 8 of 12 WHEREAS, the North Metro Mayors Association Board of Directors, the North Metro Crossing Coalition Board of Directors, and the City of Columbia Heights takes exception to that scheduled time frame, and WHEREAS, the North Metro Mayors Association Board of Directors, the North Metro Crossing Coalition Board of Directors, and the City of Columbia Heights urges that the Transportation System Plan relating to TH610 completion be properly placed in the 2005-2010 time frame for the following reasons: 1 .The TSP notes "Finish what we started", which refers to TH 610 as one of those two projects. 2. The segment from TH 252 to TH 169 opened for traffic October 2000. Westbound traffic disburses in multiple directions to find the best way to access 1-94, the eventual western termination of TH 610. 3. There is approximately $32 million infrastructure being built in the TH 610 right-of-way from 1-94 east to TH 169. The value of that investment will not be realized until TH 610 is completed. With the proposed completion date in 2004, it makes sense to keep the project moving and continue to fund TH 610 to completion in the 2005-2010 time frame. 4. To date the State and Federal Governments have invested $184 Million in the TH 610/10 North Crosstown Highway (plus the initial segment of the 610 river crossing completed in the mid 1980's: · 610/10 North Crosstown - Anoka County Segment - $79,060,000 · TH 610 - Brooklyn Park Segment - $51,000,000 · 2na River Crossing - $22,000,000 · TH 610 ROW infrastructure Investments - $32,000,000 5. TH 610 serving as the By-Pass could relieve the congestion that will continue to build up even wit the widening of 1-94 from Maple Grove to Brooklyn Center. · TH 610, when completed to 1-94, should be designated as the "North Metro By-Pass' to I~94 in east metro via 1-35W and 1-694. ,, The city of Blaine has located six major truck terminals at the northeast comer of TH 10 and 1- 35W. · The Draft Metro Council Transportation Policy Plan Policy No. 12: Maintain competitive regional freight transportation system. This efficient movement of goods or "freight mobility" requires an extensive high capacity transportation network capable of moving large amounts of freight quickly, reliably and cost effectively. These concerns are stated in Strategy 12b: determine the needs for access to freight terminals and Strategy 12c: reduce congestion impacts on truck travel. 6. The Metro Council's Transportation Policy Plan Draft also calls for completion of TH 610 with the 2001-2025 time frame, and also notes that TH 610 is one o£two segments of the Metropolitan Highway System to be competed. NOW THEREFORE BE IT RESOLVED that the City of Columbia Heights respectfully requests the draft MN/DOT Metropolitan Transportation System Plan place TH 610 from the TH 169 Brooklyn Park to 1-94 in Maple Grove in the 2005-2010 Investment Timing Schedule. Passed this 12th day of March, 2001 Offered by: Williams Seconded by: Szurek Roll Call: All ayes City Council Minutes March 12, 2001 Page 9 of 12 Mayor GaryL. Peterson Patricia Muscovitz, Deputy City Clerk B. Bid Considerations C. Other Business 1. Adopt Resolutions No. 2001-11 and 2001-12, being Resolutions accepting the Feasibility Reports for Zone 5 Street Rehabilitation and 2001 Seal Coating MOTION by Szurek, second by Wyckoff, to waive the reading of Resolutions No. 2001-11 and 2001-12, there being ample copies available to the public. All ayes. Motion carried. MOTION by Szurek, second by Wyckoff, to adopt Resolution 2001-11 and 2001-12, being Resolutions, which accept the Feasibility Report for Zone 5 Street Rehabilitation and Zone 5 Seal Coating. Kevin Hanson, Public Works Director, stated the Zone 5 informational meeting will be March 13, with a question and answer period from 6:00 to 7:OO p.m., and a 7:00p. m. presentation by staff The formal hearing will be on March 19 at 7:00p. m. in the City Council Chambers. Hanson showed a map of the Zone 5 boundaries. A small area south of this location was chosen to be included. Physical coring, consultant strength testing, and staff counting the number and type of cracks determined the repairs needed. Utilities are also examined and tested for necessary repairs. He listed water main, storm sewer and sanitary sewer problems, which need to be addressed. Hanson estimated $350, O00 for utility work, which would come from utility funds. Seal coating assessments are at l OO percent, and other improvements are assessed on a percentage of 6O percent city 40percent assessments. Hanson indicated areas within this zone that were assessed for alley improvements only a few years ago, and felt these residents might want to address Council on this. Hanson stated the sanitary sewer from 41*t to Quincy, still needs to be appraised. Hanson referred to the addendum report and asked Council to consider the utility services in that area, as there may be lead based or galvanized pipe and this would be the proper time to replace it. Wyckoff questioned the type of calls staff has received. Hanson stated that calls generally question the assessment amount. All ayes. Motion carried. RESOLUTION NO. 2001-11 BEING A RESOLUTION RECEIVING THE REPORT ON THE 2001 ZONE 5 STREET REHABILITATION IMPROVEMENTS WITH FULL RECONSTRUCTION, PARTIAL RECONSTRUCTION AND MILL AND OVERLAY CITY PROJECT 0102 WHEREAS, pursuant to Resolution 2001-08, adopted by the City Council on February 26, 2001, a report has been prepared by Mr. Kevin Hansen, City Engineer, with reference to the following improvements: FULL STREET RECONSTRUCTION 6TM Street 44th Avenue to 45th Avenue Quincy Street 41 st Avenue to 43ra Avenue Jackson Street South of 42nd Avenue to 43ra Avenue City Council Minutes March 12, 2001 Page 10of 12 PARTIAL STREET RECONSTRUCTION 6th Street 47th Avenue Monroe Street Quincy Street Jackson Street Van Buren Street 45th Avenue to 46th Avenue Cul-de-sac to Monroe Street 44th Avenue to 45th Avenue 44th Avenue to 45th Avenue 44th Avenue to 45th Avenue 44th Avenue to 45th Avenue MILL AND OVERLAY 7th Street 47 ½ Avenue Monroe Street 45th Avenue Quincy Street Van Buren Street 47th Avenue to 48th Avenue Jefferson Street to Monroe Street 46 ½ Avenue to 48th Avenue Monroe Street to Central Avenue 43rd Avenue to 44th Avenue 42nd Avenue to 43rd Avenue and this report was received by the Council on March 12th, 2001 WHEREAS, the report provides information regarding whether the proposed project is necessary, cost effective and feasible, NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA that the Council will consider the improvement of such streets in accordance with the report and the assessment of abutting property (parcel unit basis) as well as non-abutting property (parcel unit basis) on the closest intersecting street for all or a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost of the improvement of $995,000. Dated this 12th day of March, 2001. Offered by: Szurek Seconded by: Wyckoff Roll Call: All ayes Mayor Gary L. Peterson Patficia Muscovitz, Deputy City Clerk RESOLUTION NO. 2001-12 BEING A RESOLUTION RECEIVING THE REPORT ON THE 2001 ZONE 5 SEAL COAT CITY PROJECT 0101 WHEREAS, pursuant to Resolution 2001-09, adopted by the City Council on February 26, 2001, a report has been prepared by Mr. Kevin Hansen, City Engineer, with reference to the following improvements: 4th Street 5th Street 6th Street 7th Street Washington Street Madison Street 44th Avenue to 48th Avenue 44th Avenue to 48th Avenue 46th Avenue to 48th Avenue 44th Avenue to 47th Avenue 44th Avenue to 47th Avenue th th 44 Avenue to Cul-de-sac (north of 45 Avenue) City Council Minutes March 12, 2001 Page 11 of 12 Monroe Street 43ra Avenue 45th Avenue 46th Avenue 46 ½ Avenue 47th Avenue 48th Avenue 48th Avenue 45th Avenue to 46th Avenue Quincy Street to Central Avenue University Avenue Service Drive to Monroe Street University Avenue Service Drive to Monroe Street Jefferson Street to Monroe Street University Avenue Service Drive to Jefferson Street University Avenue Service Drive to Washington Street Jefferson Street to Monroe Street and this report was received by the Council on March 12th, 2001 VOtEREAS, the report provides information regarding whether the proposed project is necessary, cost effective an feasible, NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA that the Council will consider the improvement of such streets in accordance with the report and the assessment of abutting property (parcel unit basis) as well as non-abutting property (parcel unit basis) on thc closest intersecting street for all or a portion of thc cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost of the improvement of $133,590. Dated this 12th day of March, 2001. Offered by: Szurek Seconded by: Wyckoff Roll Call: All ayes Mayor Gary L. Peterson Patricia Muscovitz, Deputy City Clerk ADMINISTRATIVE REPORTS A. Report of the City Manager Fehst stated interviews are currently being conducted for the municipal liquor store manager position, due to Phil Suckerman's retirement. Fehst commented on the excellent job Mr. Suckerman has done establishing and maintaining our municipal liquor stores. Fehst sympathized with everyone regarding the additional 4-6 inch snowfall, and stated if residents have specific concerns they may call the Public Works Department. Peterson indicated plowing might have been slowed because there was a water main break on his street. Hanson stated that crews were called in at 3:00 a.m. for sanding and began plowing after the depth reached three inches. Crews will begin plowing and removing snow again at midnight. B. Report of the City Attorney- none. GENERAL COUNCIL COMMUNICATIONS A. Minutes of Boards and Commissions 1. Meeting of the March 6, 2001 Planning and Zoning Commission 2. Meeting of the February 28, 2001 Park and Recreation Commission City Council Minutes March 12, 2001 Page 12of 12 CITIZENS FORUM Timothy Bearth, 1328 41st Avenue, stated he lives on a short street that is never plowed until at least two days after a snowfall and he wanted to know why it is not completed on the first plow route. Hanson will follow up on this. Jim Morel 2301 40th Avenue, questioned progress to solve the flooding problem on 40th Avenue. He stated work done previously by putting a holding pond in the park did not work. Hanson is drafting a report with recommendations on three areas that are having problems. These areas are being investigated because of resident's comments. Peterson asked that these areas be monitored in spring. Fehst stated that the water is running away faster than it used to in this location, but the problem has not been completely resolved. th Fehst stated that on March 5 several Councilmembers and staff met with State Representative Goodwin and State Senator Chaudhary to advise them that if the Governor's proposed budget would pass, that Columbia Heights would lose $2.3 million dollars of state aid and HACA funding. This is about 40percent of our entire City budget. This would cause a very substantial increase in taxes. He stated that the current formula was established over 30years and is proven to work. He felt it would not be fair to penalize the senior citizens in our community. Our legislators will pass this information on to the correct people at the State. Williams questioned the legislation regarding wine sales in grocery stores. Fehst stated this issue is virtually dead. Wyckoff reminded residents that the First Annual Taste of Columbia Heights would be held on Sunday, March 25th, from 4.'00 to 8:00p.m. Food samples from various restaurants will be $2.00 each. She stated that a promotional segment would be aired on Channel 16. Peterson thanked Wyckoff for the work she has put into organizing this festival. Six students introduced themselves from the local school government classes. ADJOURNMENT Mayor Peterson adjourned the meeting at 9:35 p.m. Patricia Muscovitz, Deputy City Clerk COLUMBIA HEIGHTS - CITY COUNCIL LETTER Meeting of: March 26, 2001 AGENDA SECTION: Consent ORIGINATING DEPARTMENT: CITY MANAGER'S NO: 4A2 CITY MANAGER'S APPROVAL ITEM: Establishing Work Sessions and BY: W. Fehst BY: Special Meeting for April, 2001 DATE: March 20, 2001 DATE: NO: It is recommended that a Work Session meeting be scheduled for Monday, April 2, 2001 - immediately following the Board of Review meeting in the City Council chambers. It is recommended that a Work Session meeting be scheduled for Tuesday, April 3, 2001 at 5:00 p.m. in the Mathaire/McKenna room at Murzyn Hall. The Planning and Zoning Commission has been invited to attend this meeting to discuss the Zoning and Development Ordinance. A box lunch will be served. It is also recommended that a Special Joint Meeting with the District 13 School Board, and cities of Fridley, Hilltop, and Columbia Heights City Councils bc set for Wednesday, April 18, 2001 beginning at 5:30 p.m. at the Columbia Heights High School Family Center. A box lunch will be served. RECOMMENDED MOTION: Move to establish Work Session meeting dates for Monday, April 2, immediately following the Board of Review meeting in the City Hall Council Chambers, and Tuesday, April 3, 2001 at 5:00 p.m. at Murzyn Hall; and a Special Joint meeting with the District 13 School Board, and cities of Fridley, Hilltop and Columbia Heights City Councils for Wednesday, April 18, 2001 at 5:30 p.m. at the Columbia Heights High School Family Center. COUNCIL ACTION: h:X2001-3-26worksessiondates CITY COUNCIL LETTER Meetin of March 26 2001 AGENDA SECTION: Consent t.[ _ ~. 3 ORIGINATING DEPARTMENT CITY MANAGER NO. POLICE , APPROVA~. iTEM: Animal Impound Contract with Camden Pet BY: Thomas M. Johnso ,r~ BY: NO Hospital DATE: March 8, 2001 ~ DATE: BACKGROUND For the past several years the City has contracted with the North Metro Humane Society for animal impound services. In January 2001 the Police Department was notified by North Metro Humane Society that they were going out of business effective immediately. This notice created an immediate need to find another entity to supply this service to our community. At this time we assigned Officer Terry Nightingale to contact all local pet clinics and pet hospitals to see if they would be interested in giving us a bid for these services. No local facility was interested in taking on this service. Officer Nightingale then started to check for other pet clinics or hospitals providing this service. There were two entities identified that would be willing to give us a proposal for costs of their services. The two identified were: Animal Control Services Inc. 1283 Hammond Road White Bear Township, Minnesota 551 I0 and Camden Pet Hospital 1401 44th Avenue North Minneapolis, Minnesota 55412 ANALYSIS/CONCLUSION After reviewing the fees and services offered (see attached comparison), we are recommending that the City enter into a three-year contract with Camden Pet Hospital for animal impound services. The proposed contract with Camden is attached and has been reviewed and approved by the City Attorney. Staff feels that the costs proposed by Camden Pet Hospital and its proximity to our city will give the city, the department, and the citizens of our community the best option. RECOMMENDED MOTION: Move to approve the attached contract between the City of Columbia Heights and Camden Pet Hospital for animal impound services for the City of Columbia Heights and to authorize the Mayor and the City Manager to enter into a contract for the period of April 1,2001 to January 31, 2004. TMJ:mld 01-029 Attachment COUNCIL ACTION: COLUMBIA HEIGHTS POLICE DEPARTMENT ANIMAL IMPOUND PROPOSAL COMPARISONS North Metro Humane Society (Current provider out of business) Monthly minimum fee $500 Impound fee: $35 Boarding fee: $11/day Animal Control Services Inc. Administration Fee, $2/animal Impound fee: none Boarding fee $12/day Camden Pet Hospital Administration fee $280/month Impound and boarding fee $17/day Transpor~ fee: $40/animal Transport fee $75-80 per animal None Disposal fee: $.40/lb. + $4 Disposal fee: $22 Disposal fee $25 Quarantine fee: additional $6/day No additional fee No additional fee Vet service fee: $35/hour No additional fee No additional fee Vaccination fee: $3.25/animal No additional fee No additional fee It should be noted that Animal Control Services, Inc. (ACSI) is in White Bear Lake Township and would require our citizens to go to White Bear Lake to pick up stray animals. The transportation for ACSI is quite high and would add greatly to our annual fees for this service, ACSI is also looking for the cities in Anoka County to assist with the building o fa facility in Anoka County, probably in Blaine, to handle the additional caseload from the Anoka County cities. Preliminary figures on this are anywhere from $550,000 to $750,000. Camden Pet Hospital is relatively close to our city--just across the Camden Bridge into Minneapolis. Dr. Fetzer of the Camden Pet Hospital has purchased the building next to her, which is relatively new and is having it remodeled to handle the animal impound side of her business. Her facility is very clean and well maintained. Dr. Fetzer currently handles animal impound for the City of Robbinsdale and they are very happy with her services. Dr. Fetzer is also handling our animal impound on an interim basis and we have been very happy with her services. Dr. Fetzer is also handling our animal impound on an interim basis and we have been very pleased thus far. Dr. Fetzer has assured us that everything possible is done to find stray abandoned animals a home before any euthanasia is performed. ANIMAL POUND CONTRACT CITY OF COLUMBIA HEIGHTS APRIL 1, 2001 TO JANUARY 31, 2004 This agreement made by and between the City of Columbia Heights municipal corporation (hereinafter called the City), and Cynthia A. Fetzer PA, DBA as Camden Pet Hospital, a professional corporation (hereinafter referred to as the Poundkeeper): For and in consideration of the covenants and agreements herein contained, the parties agree as follows: WHEREAS, the City is desirous of contracting with the Poundkeeper for the purpose of having a facility for the impounding, keeping, sheltering, feeding and boarding of dogs and cats, which may be picked up pursuant with the City Ordinance by officials of the City; and WHEREAS, the Poundkeeper has and warrants herein that it has good and sufficient facilities to perform said functions adequately and humanely for the City: NOW THEREFORE, the parties hereto agree as follows: That the Poundkeeper shall receive from agents or officials of the City and shall keep, feed, board, and shelter all dogs and cats entrusted to the Poundkeeper by the City in a humane manner and pursuant to the ordinances of the City and/or any applicable statutes of the State of Minnesota relating to animals. If any dog or cat shall not be reclaimed by the owner within five (5) regular business days, as defined in M.S.A. 35.71, the City shall have no right or interest in such animal and the Poundkeeper may dispose of such animal in a proper and humane manner or in accordance with M.S.A. 35.71, Subdivision 3. In the event the Poundkeeper has knowledge of a party other than the owner who is willing to give the animal a new home, the animal may be released after the five-day holding period; all boarding charges to be paid by the City. The Poundkeeper shall, not withstanding the aforesaid, in instances where an animal has bitten a human, keep the animal for the ten (10) day period required under statute for observation purposes to determine whether the animal is diseased. In the event any owner shall make claim to the animal within the period specified aforesaid, the animal shall be released by the Poundkeeper upon being provided an executed form for such purpose by the City. If the Poundkeeper has received specific instructions to continue to hold the animal for a longer period of time, the City shall be responsible for the continuing charges thereon until the hold has been released by the City. In the event the animal is delivered to the Poundkeeper dead on arrival, the Poundkeeper shall dispose of the carcass of said animal. In the event that an animal is disposed of by euthanasia, the Poundkeeper shall likewise dispose of the carcass of said animal. The Poundkeeper shall keep accurate records of all transactions involving animals he receives that have originated through the City pursuant to this Agreement and shall furnish monthly statements and accounts, including setting forth the disposition of the animals he has received from the City. The Poundkeeper shall at no time receive any fees in connection with the licensing, impounding, board, care, keep or shelter of any animals he receives pursuant to this contract. All charges made pursuant to the obligations of the Poundkeeper pursuant to this Agreement shall be paid by the City directly to the Poundkeeper after the Poundkeeper has billed and furnished the necessary monthly statements to the City. 6. The Poundkeeper shall be paid based upon the following fee schedule: A. The City shall pay the Poundkeeper $280.00 per month as an administrative fee; B. The Poundkeeper shall be paid $17.00 per day for each day or part of a day which the Poundkeeper keeps an impounded animal; C. The Poundkeeper shall be paid $25.00 for the disposal of the carcass of each animal that he receives in a "dead on arrival" condition; The Poundkeeper shall be paid $40.00 for the disposition of each live animal at the discretion of the Poundkeeper (this includes the disposal charge if applicable). The Poundkeeper shall keep the pound open during regular business hours that shall coincide with the hours of the City offices. Release at times other than regular clinic hours and at a mutually agreeable time between Poundkeeper and owner of the pet can be arranged. The pound shall be open at all reasonable times for inspection by the City through its agents or employees. The Poundkeeper shall be responsible for all damages or harm suffered by the animal under its care and in its custody that may be due to the negligence or deliberate acts of the Poundkeeper. The Poundkeeper shall save the City harmless for any damages, costs, actions, or causes of actions, or claims made against the City for any harm, losses, damage, or expenses on account of bodily injury, disease or death, and property damage resulting from the Poundkeeper's operation. To accomplish this, the Poundkeeper shall keep in full force and effect 10. 11. comprehensive general liability insurance in an amount of not less than $100,000.00 for each incident and $300,000.00 for a combination of incidents to safeguard and indemnify the City for any of the occurrences mentioned aforesaid. Such insurance policy must be filed with the City Clerk. It is agreed and understood that the Poundkeeper shall abide by all the laws of the State of Minnesota and the City of Columbia Heights; and if for some reason said laws become in conflict with each other or the terms of this Agreement, the Poundkeeper shall, in writing, notify the City of the said conflict so that this Agreement may be modified to conform with the said laws. This Agreement shall be in full force and effect as of April 1, 2001, for three years following, provided, however, that the same may he terminated by the agreement of both parties hereto or by either party upon giving six (6) months written notice of its intention to terminate this Agreement. CITY OF COLUMBIA HEIGHTS BY: Mayor DATE: BY: City Manager DATE: CAMDEN PET HOSPITAL BY: DATE: 3 CITY COUNCIL LETTER Meetin of March 26, 2001 CITY MANAGER AGENDA SECTION: Consent L[ - A- ~-[ ORIGINATING DEPARTMENT NO. POLICE .~- ~,, APPROVAL~ ITEM: Authorization to attend out of town BY: Thomas M. Johnson, NO conference by Police Explorers DATE: March 9, 2001 q22:~' E: BACKGROUND Annually there is a State law enforcement Explorer conference sponsored by the Boy Scouts of America. This event is one of the highlights of the Explorers' year. All of the training that the Explorers have completed during the year will assist them in the statewide competitions that take place at this event. ANALYSIS/CONCLUSION The breakdown of the cost for this event is as follows: Three Explorers @ $180 $540.00 One advisor ~ $180 $180.00 The total costs would be $720 for the conference. This year's conference will be held April 26-29, 2001, at Breezy Point. Funds to cover this event are budgeted for in the Police Department budget. RECOMMENDED MOTION: Move to authorize the attendance of Officer Joe Sturdevant as advisor and four police Explorers at the 2001 State law enforcement Explorer conference on April 26-29, 2001, at Breezy Point, Minnesota, with costs to be covered out of the 2001 Police Department budget, 101-42100- 3320. TMJ:mld 01-031 COUNCIL ACTION: ~ O~z CITY COUNCIL LETTER Meetin~ of March 26, 2001 AGENDA SECTION: Consent ~. ~ _ .~1~' g ORIGINATiNG DEPARTMENT CITY MANAGER NO. POLICE APPROVAL: ITEM: Approval of Payment of Project Safety Net BY: Thomas M. Jotmso~0~ BY: NO. Billing for 2001 DATE: MarchS, 2001 u {./ DATE: BACKGROUND In 1995 the cities of Columbia Heights, Hilltop, and Fridley began a program known as Project Safety Net. The purpose of this program is to give the police departments of Fndley and Columbia Heights a resource to deal with juveniles caught out on the streets after curfew. This program allows the officer to pick up the juvenile, write a tag, and then instead of waiting for the parent or guardian to be contacted and come to pick up the juvenile, the officer takes the juvenile to the Curfew Center. The Curfew Center is located at the Fridley Community Center and is staffed by trained social workers who supply an immediate intervention for this problem, contact the parents or guardian for pickup and give referrals and follow up to the problem. In 2001, the bill to our city for this service is $6,000. This is the same amount as paid in 2000. ANALYSIS/CONCLUSION I am recommending that we pay the fee for the use of Project Safety Net. Over the past few years, using this service has saved numerous officer hours. Officers are no longer fled up waiting for parents or guardians and are, in fact, back on the streets of our community in a relatively short period of time. The youth of our community are also being served through professional referrals and follow up by the Safety Net staff. We have secured a grant fi.om the Minnesota Department of Economic Security that will reimburse us for our costs of this program. The city has also benefited fi.om the use of the Zone, which is a program that offers entertainment and direction to our teens Friday and Saturday evenings. RECOMMENDED MOTION: Move to approve the payment of $6,000 to cover the cost of Project Safety Net for the year 2001, with the cost of the program to be covered as follows: $6,000 fi.om the year 2001 Minnesota Department of Economic Security, Juvenile Accountability Block Grant. TMJmld 01-029 COUNCIL ACTION: CI'IYOF FRIDLEY FRIDLEY MUNICIPAL CENTER · 6431 UNIVERSITY AVE, N.E. FRIDLEY. MN 55432 · (612) 571-3450. FAX (612) 571-1287 February 9, 2001 Chief Tom Johnson Columbia Heights Police 590 40~Av NE Columbia Heights, MN 55421 Dear Chief Johnson: Greetings, I hope things are well for you and your city. I am writing to let you know it's billing time for Project Safety Net. Your city's cost for 2001 is $6,000.00. As always, should you have any questions or concerns please feel free to give me a call at 572-3643 or Dave Sallman at 572-3625. Sincerely, Kevin Thomas MSW Fridley Police COLUMBIA HEIGHTS - CITY COUNCIL LETTER Meeting of: March 26, 2001 AGENDA SECTION: Consent ORIGINATING DEPARTMENT: CITY MANAGER'S NO: t'l -A-(o CITY MANAGER'S APPROVAL .,, ITEM: Board/CommissionReappointments BY: WaltFehst BY:j~['~/.~/~ NO: DATE: March 6, 2001 DATE: Terms to expire April 1 of 2001 are: Board or Commission Human Services Commission Library Board Park & Recreation Commission Traffic Commission Telecommunications Comm. Police & Fire Civil Service Comm. Name Date Requesting Reappointment Barb Karol 4-2001 yes Nancy Hoium 4-2001 yes Patricia Sowada 4-2001 yes Eileen Evans 4-2001 yes Kenneth Stumpf 4-2001 yes Dennis Stroik 4-2001 yes Rueben Ruen 4-2001 yes Bruce Magnuson 4-2001 yes (Bob Ruettimann, Park and Recreation Commission, is not interested in reappointment) MOTION: Move to reappoint the following people to the various City of Columbia Heights Boards and Commissions: Human Services Commission, Barb Karol; Library Board, Nancy Hoium and Patricia Sowada; Park & Recreation Commission, Eileen Evans; Traffic Commission, Kenneth Stumpf; Telecommunications Commission, Dennis Stoik and Rueben Ruen; Police & Fire Civil Service Commission, Bruce Magnuson. COUNCIL ACTION: COLUMBIA HEIGHTS - CITY COUNCIL LETTER Meeting of: March 26, 2001 AGENDA SECTION: consent ORIGINATING DEPARTMENT: CITY MANAGER'S NO: 4, A .-I LIBRARY APPROVAL ITEM: TEM: RenewaI of contract for automated librar BY: M, Rebecca Loader'~-~0\ system with Anoka Co.unty Library DATE: 3/16/01 NO: The City of Columbia Heights has three separate contracts for service between the Anoka County Library and the Columbia Heights Public Library: one for inter-library services, one for MELSA associate membership, and one for automation participation. The third contract, for automation participation, is due for renewal to update language and address changes in hardware and maintenance. Language has been reviewed and the following changes incorporated: 1. The fee of 2.5 cents per circulation based upon the previous year has been retained for general charges. Exhibit A details the previously-used payment option and is retained in case either party feels it should be re- instated at some future time. 2. As the automated system switches from dumb terminals to PC's, section E. 3. has been added to address installation and maintenance charges. a. The one-time installation fee for each PC is $200.00. b. The software upgrade/maintenance fee for each PC used as an Internet browser is $100.00 per year. c. There is no software upgrade/maintenance fee for any PC installed as part of the system's catalog. 3. The following sections are new: X (audit disclosure and retention of records), XII (non-discrimination), XIII (data privacy), and XV (default and remedy). All sections have been reviewed by the City Attorney. A draft of the proposed revision to the contract has been reviewed by the Columbia Heights Public Library Board of Trustees. RECOMMENDED MOTION: Move to authorize the Mayor and City Manager to enter into Anoka County Contract No. 2001-0066 with the Anoka County Library to participate in an automated library system. COUNCIL ACTION: Anoka County Contract No... 2001-0066 AGREE1V[ENT FOR AUTOMATED LIBRARY SYSTEM SERVICES THIS AGI~I~MENT is made and entered into by and between the Anoka County Library, 707 Highway 10, Blaine, Minnesota 55434, hereinafter referred to as "ACL," and the Columbia Heights Public Library, 820 - 40th Avenue Northeast, Columbia Heights, Minnesota 55421, hereinafter referred to as the "Associate Library." WITNESSETH: WHEREAS, the ACL and the Associate Library have a current agreement to provide library services whereby patrons of either library may check out books and materials from the other library; and WHEREAS, the ACL has purchased computer equipment, software, and the required, related licenses to operate an automated librao' system; and WHEREAS, the Associate Library desires to use and share the cost of the ACL's automated library system. NOW, THEREFORE, in consideration of the mutual covenants contained herein, it is agreed and understood as follows: I. SERVICES TO BE PROVIDED The ACL agrees to allow the Associate Library to participate in the ACL's system for automated library services, including the circulation of library materials. II. INFORMATION PROVIDED BY ASSOCIATE LIBRARY The Associate Library shall input information concerning its patrons and shall work with the ACL so that the Associate Library's unique bibliographic data is included in the computer database. All information shall be in a form designated by the ACL which shall be responsible for quality control of data in the system. IlL TERM The initial term of this Agreement shall be from June 1, 2001, through May 31,2002, the dar,: of the signatures of the parties notwithstanding. The term of this Agreement shall be automatically extended for successive one-year terms unless either party give the other written notice of its intention to terminate this Agreement at least 120 days prior to the expiration of each successive term (before May 31 of each year). IV. COST OF AUTOMATED LIBRARY SYSTEM As consideration for participation in the ACL's automated library system, the Associate Library shall pay the ACL as follows: A. PRO-RATA SHARE 1. For payments to be made in 1995 and thereafter, the Associate Library's pro- rata share of any cost or expense shall be calculated by multiplying the Associate Library's previous year's annual item circulation by 2.5¢ per item. In any subsequent year, either party may elect to have the Associate Library's pro-rata share calculated in the manner described in 2. below by providing the other party written notice on or before December 1st of the year prior to the year in which the party desires to change the manner in which the pro-rata share is determined. 2. The Associate Library's pm-rata share of any cost or expense shall be based on the annual circulation of materials, the size of bibliographic database, and the number of borrower registrations, which shall be calculated in the manner described in Exhibit A, which is attached hereto and incorporated herein. B. OPERATING COSTS The Associate Library shall reimburse the ACL its pro-rata share of all costs and expenses incurred by the ACL in the operation and maintenance of the automated library system, including but not limited to software and hardware maintenance, software and hardware system updates, licenses, staff expenses, and any building maintenance associated with the operation of the automated circulation system. C. REMOTE EQUIPMENT COSTS The Associate Library shall be responsible for the cost of all equipment needed to implement the automated circulation system that is to be located in its library. This includes, but is not limited to terminals, back-up terminals, barcode readers, remote printers, and telecommunications hardware. The Associate Library shall also be responsible for all maintenance and repair expenses associated with its remote equipment. -2- D. "fEI.ECOMMUNICATIONS COSTS The Associate Library shall be responsible for paying for telecommunications costs between the Associate Library and the computer center at the ACL, including but not limited to the cost of terminals, modems, multiplexors, telephone lines, and the installation, maintenance, and operating expenses thereof. If an Associate Library shares telecommunications circuits with another associate library or the ACL, then the Associate Library shall pay a proportionate share of the cost of installation, maintenance, and operation of said circuits. E. DIRECT COSTS The Associate Library shall be responsible for all direct costs associated and attributable directly to its use of the automated library system, including but not limited to the following: 1. Cataloging Costs The Associate Library shall be responsible for all costs and expenses associated with converting or maintaining its catalog system in a machine-readable form acceptable by the ACL so that information is entered into the automated circulation system. The Associate Library shall reimburse the ACL for the cost of entering unique catalog information into the computer. The Associate Library shall also reimburse the ACL for staff time and supplies required to update the bibliographic database. The Associate Library may attach item records to identical ACL bibliographic entries without payment. 2. Notices, Etc. The Associate Library shall reimburse the ACL for the preparation of overdue, reserve notices, and/or collection letters prepared and sent on behalf of the Associate Library, including charges for postage, labor, and supplies associated with the preparation of such material. 3. Personal Computer Charge It is understood by the patties that the Associate Library provides personal computers as intemet browser stations for public use. ACL staff will install the personal computers used for this purpose and set up appropriate security and access for the browser stations. In addition, ACL staff will do troubleshooting and install software upgrades for the Associate Library so that the browser stations function in the same manner as similar browser stations in ACL's branch libraries. -3- For these services, the Associate Library will pay ACL at a rate of $200.00 per installation and $100.00 per personal computer per year for the software upgrades. In addition, the Associate Library will pay ACL at a rate of $200.00 per installation for any personal computers installed as part of the system's catalog. F. NEW AND REPLACEMENT EQUIPMENT FOR THE CENTRAL SITE The ACL reserves the fight to purchase additional new md/or replacement equipment for the continued operation and updating of the automated circulation system. The Associate Library shall reimburse the ACL for equipment directly related to the Associate Library's usage of the system. V. PAYMENT The Associate Library shall pay to the ACL all operating costs and expenses provided for herein within 30 days of receipt of an invoice from the ACL. The schedule for the payment or reimbursement of the pro-rata share of the costs of a hardware and/or software upgrade by the Associate Library will be as mutually agreed between the Associate Library and the ACL. VI. BIBLIOGRAPHIC DATABASE OWNERSHIP/ACCESS The ACL shall be the sole owner of the bibliographic database. Only the ACL cataloging personnel will have security clearance to enter the bibliographic database. The ACL will provide the Associate Library with security codes to enter the item records (i.e., call numbers, location designations). The Associate Library shall take appropriate measures to ensure that the access codes are kept confidential and that they are distributed only to authorized personnel. VII. TITLE AND OWNERSHIP OF EQUIPMENT Title and ownership of all equipment (including the central site equipment) located in the ACL libraries shall remain with the ACL at all times. The ACL shall have sole responsibility for vendor communications and relations. Ownership and title to the equipment purchased by the Associate Library shall remain with the Associate Library. -4- VIII. EQUIPMENT AND SUPPLIES No equipment or supplies which affect the system as a whole may be used by the Associate Library in conjunction with the automated library system without the prior written approvai of the ACL. IX. DUTY OF CARE The parties contemplate that their joint cooperation is needed to provide the Associate Library with an automated library system for the cataloging and circulation of its library material. Because the services hereunder are being provided on a cost basis, the ACL shall not be liable for any damages as a result of the loss or misuse of data, delays, and errors in providing the Associate Library with data or information from the automated library system. Should there be a loss of data, delays or errors, the ACL agrees to use its best efforts to mitigate the effects of such occurrence. X. AUDIT DISCLOSURE AND RETENTION OF RECORDS The Associate Library agrees to make available to duly authorized representatives of the ACL and of the State of IVlinnesota, for the purpose of audit examination pursuant to IVlinn. Stat. § 16C.05, any books, documents, papers, and records of the Associate Library that are pertinent to the Associate Library's provision of services hereunder. The Associate Library further agrees to maintain all such required records for six years after receipt of final payment and the closing of all other related matters. XI. INDEMNIFICATION The Associate Library agrees to hold harmless, indemnify, and defend ACL, its officers, employees, agents, and board of directors against any and all claims, losses, damages, or lawsuits for damages, including attorney fees, arising from, allegedly arising from, or related to the providing of the services hereunder. XII. NON-DISCRIMINATION The Associate Library agrees as follows: A. In accordance with Anoka County's Affirmative Action Policy and the Anoka County Commissioners' policies against discrimination, no person shall illegally be excluded from full-time employment rights in, be denied the benefits of, or be otherwise subjected to discrimination in the -5- program which is the subject of this Agreement on the basis of race, creed, color, sex, sexual orientation, marital status, public assistance status, age, disability, or national origin. B. The Associate Library hereto agrees to comply with the provisions of Executive Order No. 11246, (in revised order) entitled "Equal Employment Opportunity," as supplemented in the Department of Labor Regulations (41 CFR, Part 60) and as amended by Executive Order 11375 and all other applicable state and federal regulations. C. The Associate Library also agrees to comply with all affirmative action or equal employment opportunity requirements imposed upon Anoka County or the Associate Library by any other federal or state law, rule or regulation. The Associate Library further agrees to furnish all information or reports that may be required by the above cited Executive Order, Department of Labor regulations or any other state or federal agency, or as required by Anoka County. D. This Agreement may be canceled or terminated by the ACL and all money due, or to become due hereunder, may be forfeited for a second or any subsequent violation of the terms or conditions of this subdivision. XIII. DATA PRIVACY In collecting, storing, using and disserrdnating data on individuals in the course of providing services hereunder, the Associate Library agrees to abide by all pertinent state and federal statutes, rules and regulations covering data privacy, including, but not limited to, the Minnesota Data Practices Act and all rules promulgated pursuant thereto by the Commissioner of the Department of Administration. All data created, collected, received, stored, used, maintained, or disseminated by the Associate Library in performing this Agreement is also subject to the provisions of Minn. Stat. § 13 et. seq. (the Minnesota Government Data Practices Act) and, pursuant to that statute, the Associate Library must comply with the requirements of that statute as if it were a government entity. Ali remedies set forth in Minn. Stat. § 13.08 shall also apply to the Associate Library. The Associate Library is not required to provide public data to the public if that same data is available from the ACL, unless stated otherwise in this Agreement. XIV. EARLY TERMINATION This Agreement may be terminated by the ACL at any time, with or without cause, upon 30 days written notice delivered by mail or in person. Notice to the Associate Library shall be delivered -6- to Associate Libra~ at the address first written above. If notices are delivered by mail, they shall be effective two days after mailing. XV. DEFAULT AND REMEDY Failure of the Associate Library (including the failure of any employee or agent of the Associate Library) to abide by any of the terms, conditions, or requirements expressed in this Agreement shall constitute a default if not properly corrected by the Associate Library upon receipt of a notice of deficiency and a request for compliance from the ACL. In the event of a default by the Associate Library, the ACL may cancel this Agreement by sending a written notice of cancellation to the Associate Library at the address stated above, and may recover from the Associate Library any damages sustained by the ACL which may directly or consequently arise out of the breach of this Agreement by the Associate Library. XVI. ENTIRE AGREEMENT/REQUIREMENT OF A WRITING It is understood and agreed by the parties hereto that the entire agreement of the parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof. Any alterations, variations, modifications, or waivers of the provisions of this Agreement shall be valid only when they have been reduced to writing and duly signed by the parties. -7- IN WITNESS WHEREOF, the parties hereto have hereunto set their hands. ANOKA COUNTY LIBRARY COLUMBIA HEIGHTS PUBLIC LIBRARY By: Barbara Jensen, President Library Board Dated: By: Gary Peterson, Mayor City of Columbia Heights Dated: ATTEST By: Beverly J. Flaherty Library Director Dated: APPROVED AS TO FORM By: M. Katherine Doty Assistant County Attorney Dated: By: Walt Fehst, City Manager City of Columbia Heights Dated: By: Patricia Muscovitz, Council Secretary City of Columbia Heights Dated: By: Jim Hoeft, City Attorney City of Columbia Heights Dated: mkd\contract~2001~acl-columbia heights library-agr (2/21L01) -8- FUNDING AND SHARE COSTS FOR THE ANOKA COUNTY AUTOMATED LIBRARY SYSTEM INTRODUCTION Anoka County Library has acquired an automated library system including circulation and bibliographic database and catalog functions. The city libraries of Anoka and Columbia Heights may become a part of the system as MELSA Level I1 Associate Libraries. The purpose of this Appendix is to identify system operation cost sharing by the participating libraries. The automation system requires a mutual and on-going commitment to work together to insure' its success. It requires the on-going sharing of responsibilities, costs, library collections, catalogs and policies by each of its participants. The automation system provides the opportunity for improving public library servic~ to all Anoka County residents as well as improving the internal procedures and working routines in each of the libraries. MANAGEMENT REPORTS Standard management reports will be created on a regular basis. Such reports will include circulation, borrower information, etc. Other special reports could be processed on a cost-plus, time available basis by ACL, if requested by the Associate Library. The cost of producing that database will be the resporisibility of the Associate library. PUBLIC CATALOG The library catalog will be maintained on-line beginning in 1992 and will include ~he catalogs of the participants. The Associate Libr. ary may choose to also maintain its card catalog at its own expense. OTHER SOFTWARE PROGRAMS Other software programs and services may be purchased as they become available. The county will inform the associates of availability and costs (if any) to utilize such optional services. 11115/91 AutoCirc. COH 6 PLANN NG AND ON-(~OING MANAGEMENT Representatives of the libraries will meet together on a regular basis to determine the operating procedures for the system and to recommend action on policy matters. In the event that agreement is not reached, the Director of the County Library will have the responsibility for operational decisions and for recommending policy matters to the. County Library Boa.rd. ..~ The County library is the contracting party with the vendor. All communication with .the vendor will 1se performed by designated staff at the County library. COST SHARING Costs will be shared through a user fee based on th~ fol'lowing factors: 1. Number of registered borrowers residing in each library district. 2. . Library activity, volume of use (i.e. circulation, reserves, · attributable to each library. 3. Items (volumes/titles) in each library. overdues, catalogs) The percentage share would be applied to the costs of operation and periodic upgrades, including but not limited to the following: Central site hardware maintenance. Software maintenance. Central site operating costs (computer room and offices for staff) a. Utilities (cost per sq. ft. plus "special" costs) b. Insurance (cost per sq. ft. plus "special" costs) c. Supplies - including paper, etc. d. Staff costs for those primarily engaged in the computer operation. Telecommunications (those costs not attributable to a specific building). Bibliographic utility subscription and related costs. The Agreement for Automated Library Circulation system services provides that costs associated with the operation of the central site are to be shared by the users o[ the system (Anoka County Library, Anoka Public Library, and the Columbia Heights Public Library) based upon the proportionate share of the total activity of the computer system as measured by the number of Borrower Registrations, Circulations and Items in their Bibliographic database.) Charges are based upon the proportionate use of CPU time for each type of activity: 75% on the basis of circulation, 15% on number of bibliographic items entered .or maintained and 10% on the number of borrowers registered for each library. Annual charges are based upon the average 'mbnthly expenses incurre(J during the previous calendar year (e.g. 1992. costs to the associate libraries are based on 1991 expenditures by ACL). 11/15191 AutaC[rc. COH 7 Operating costs are to be determined from accounting records.' The County will inform the Associate of annual costs within the first quarter of each.year and will provide greater notice of upgrade costs, Upgrades of central site hardware and software will occur periodically in order to keep the technology current. Such upgrades will be done at the option of the county but with prior information provided to the Associate Library, Cost sharing for upgrades will be based on the same proportions as central site costs. The calculations will be performed each year by'the .County Library Director and a report. similar to the following will be issued. EXAMPLE OF COST LISTINq; AND CALCULATION Central Site Costs Summary 1. SuPplies- CPUonly 2. Building Expenses "3. Salaries 1990 Costs 1990 1989 $33.26 151.42 3409.00 Maintenance Agreeme~s- Central Site Only 2¢52.16 per month t~53.50 - per month 104.59 per month 3156.00 .per month 2333.00 Total t6045.84 per month ~5647.09 $72,550.08 $67,765.04 (increase for year $4785 7.06%) Charcles for Centra,I Site Calculations on cost sharing - monthly total cost $6045.84 (Payable in 1991). · 1. By type of activity - 75% of cost based upon circulation - 75% x $6045.84 = $4534.38 15% of cost based upon collection - 15%x$6045.84 = ~906.88 10% of cost based upon number of Borrowers - 10% x $6045.84 = $604.58 11/1e191 Au~oC;r¢.COH 8 2. By Library - (see Table I for Quantities and calculation of percentages for each Library) A) Anoka County Library 83.43% of Circ x 80.21% of Coil x 85.75% of Borr x $4534.38 $3783.04 $ 906.88 727.41 ~ 604.58 .: 518.42 Total Monthly Cost $5028.87 For 1990 Payable in 1991 =82.62% of total (82.96% last year) ($4683.33) B) Anoka Public Library ' 10.63% of Circ x $4534.38 10.70% of Coil x 906.88 7.12% of Borr x 604.58 $482.00 97.03 43.08 Total Monthly Ccst $822.11 For 1990 Payable in 1991 =10.82% of total (10.55% last year) ($595.83 C} Columbia Heights Public Library 5.94% of Circ x ~4534.38 9.09% of Coil x 906.88 7.12% of Borr x 604.58 $269.34 82.44. 43.08 Total Monthly Cost $394.86 For 1990 Payable in 199=16.56% of total (6.52% last year) ($367.93) EXAMPLES Charges for 1991 Anok~ Current Peripheral Mtn* $2.00 per month x 12 = $ 24.00 per year' Current Telecomm. (through 6/30/91 ) $53.78 permonthx 12 = 645.36 peryear For period 7/1/91 - 12/31/91 $55,30 per month 1990 Central Site Costs $622.11 permonthx 12 =7,465.32 peryear 1 1/1 5/91 AutoClrc. COH 9 Annual $8134.68 Quarter 2033.67 Month 677.89 Columbia He, iohts Current Peripheral Mtn* $0 per month x 12 = $0 .per year Current Telecomm. (through 6130191) t~52.97 per month x12 = 635.64 peryear For 7/1/91 - 12/31/91 $63.73 per month 1990 Central Site Costs $394.86 per month x .12 = 4738.32 per year Annual $5373.96 Quarter 1343.49 Month 447.83 Other costs that will be billed: Telecommunications - Quarterly - (will increase in 1991 and whenever a reconfiquration is done and the number qf dries per line is less.1 Maintenance of On-Site Equipment - Quarterly Notices: overdue: or reserve notice and collection letters billed at @ 33¢ each - Quarterly. ('Note: postage is now 29¢ per letter. ACL will add a 4¢ handling charge for labor and overhead to process the mail to the current postage cost.) Catalog charges on an item basis - Monthly Quarterly bills will be issued in March, June, September and December for ~he preceding Quarter. *Peripheral Maintenance. See list and individual charges in Appendix B, page 6. Basis for Annual Charges (1991/1992) and Future Assumptigns Peripherals No change unless there is added equipment Telecommunications There will be an increase in the monthly char9e when the number of drops per circuit are reduced from 3 to 2. This should occur in March or April 1991. Both APL and CHPL will be affected. This. is a pass-through charge and will increase as soon es ACL is billed by US West. ' 1/15191 3, utoCirc. COH 1 0 Central Site Costs The change will be primarily in personnel costs. EDP personnel were assigned to only EDP functions in 1990. 100% of salary and benefit coat will be charged for clerics! personnel and 90% for the Systems Specialist will be charged to the central site operation. Proportion of Circulation . Borrower and collection will remain about the same. 1991 Costs are covered ir~ billing detail.. 1992 Costs are expected to increase only due to actual cost increases. 1991 I~rojection Actual 1991 Central Site - 3/90 Chsrae Anoka County per mo 84981.00 5028.81 Aneka Public per mo 668.00 622.11 Col H, eights per mo .425.00 894.86 Anoka Public Peripheral Mtnce per mo 83.00 Telecommun. per m~z 54.00 (high estimate) 81.00 Central Site 668.00 Projected 1992 for Budaetina 3-4% COL plus maint on equip now under warranty 24.00 24.00 54.00 81.00 81.00 622.11 650.00 8805.11 832.00 8700.11 8755.00 727.11 800.00 Columbia Heights Public Peripheral Mtnce per mo 83.00 ' TeIecommun per mo 53.O0 (high estimate) Central Site 425.00 0 53.00 80.00 394.86 80.00 475.00 to 525.00 8561.00 $447.86 8555.00 8474.86 8580.00 Caution: The projection for 1992 should be used only for budget purposes since the actual operating costs may be different. 11/15/91 AutoClrc. COH 1 I TABLE I Year End Totals & Propsrtion to Each Library December 31, 1990 Bibliographic Title Entries 161,214 1989 Number Collection Count (Items) Anoka County 527,957 Columbia Heights 61,890 Anoka Public 71 ,~05 1990 % of Total Number % of Total 79.~0% 551,197 80.21 9.35% 62,489 9.09 10.85% 73.546 10.70 Total 661,652 100.% 687,232 100. 'Borrower's Registered (number of · "Anoka County ' 117,490' Columbia Heights .10,639 Anoka Public 17,084 cards issued to residents) 80.91% 121,592 5.750 7.33% 10,103 7.125 11.76% 10,101 7.125 Total 145,213 100.% 141',796 100. Circulation - computer total. Anoka County 1,994,094 83.83%2,173,804 83.43 ' Columbia Heights139,018 5.84% 150,529 5.94 AnokaPub[ic 245,626 10.33% 269.386 10.63 Total 2,378,738 100.% 2,533,719 100. ' 1990 figures represent the number of cards issued to residents of each library rather than the total number of cards issued by the library. There are There are There are 14;1,796 cards issued to residents of Anoka County. 25.722 '.additional MELSA & non-MELSA borrowers in the database 167,518 cards maintained in the database In previous years, the total number of records was used. In 1990, this is changed to reflect only the cards from each library in Anoka County (regardless of which Agency issued the card). The 25,722 non-Anoka County cards are not counted for this calculation. The cost of maintaining these records will become part of the machine overhead. 11/15/91 AutoCirc. COH 1 2 TABLE 11 Central Site Equipment - Monthly. Maintenance charges paid by Anoka County Library to DRA, Inc. -. June-Dec .1990 . 1991 "(1) VT320 Terminal 2@2 (1) LA7, (old printer) DRA Administrative Charge (1) VAX 8350 CPU. $669.00 {2) RA-81/RA82 Disk Drives 356.00 (1) TU-80 Tape Drive 106.00 (3) DHU-11 Multiplexor Bds. 162.00 (1) Battery Backup 19.00 (1) LAIO0 Console 37.00 (1) LA210 System Printer(new}33.0Q (1) Dial-Up DiagnostiC Modem/line modems' 32.00 9.00 Jan-May 1991 '669.00 356.00 106.00 162.00 19.00 37.00 33.00 32.00 9.00 611.00 356.00 .167.00 214.00 19.00 37.00 33.00 32.00 4.00 6.00 24.00 Hardware Maintenance 1,260.00 Digital VAXNMS software '262.00 DRA ATLAS Software -8200 784.00 COM CAT Helen System Mtnce; 27.33 'Software Maint;;nance 1,073.33 Total Central Site Monthly 2,452.16 Total Central Site Annual 29,425.96 Actual 1991 7 months @ 2582.33 .Actual 1991 5 months @ 2452.16 Peripheral Equipment 1,991.00 5 months 1,423.00 7 months 1 317.00 5 months 1,379.00 average 262.00 784.00 1046.00 27.33 1,073.33 '2,452.16 2,582.33 29,425.96 30,984.00 $18,076.31 $12,260.80 $30,337.11 VT220 Terminal 81.00 cancelled 12190 VT320 Terminals $2 per month maintained Rainbow Terminal 160.00' cancelled 12/90 Printer LA-50 ' 72.00 -cancelled 12/90 11/15191 AutoC[rc. COH 1 3 All DCA equipment (modems [except dentra[ site], multiplexors, and 335 unit and CAERE barcode equipment) are oreseritl¥ without a maintenance aoreement - none has been offered to date. ' ' ' Notes: · New TUB1 Tape drive is under 1 year warranty. Service costs begin when warra.nty expires. ' .: · ' LA200 printer retained. Primary printer is now LA31. It ~s under warra.nty. Service costs will begin 10/91. ' * * 1991 (July 13) DCA power pacl~ failure - not under contract est. $2000 repair cost. · · · · 1991 Central Site charge for 2 terminals (VT320) 3 others not charged here. Digital total is $1491 per month- DRA charges $1515 per month. Peripheral Maintenance - Monthly Angka 1990 1991 6 VT220 @ $9.00 $54.00 0 1 VT320 @ 89.00 9.00 2.00 I Rainbow @ ~14.00 14.00 0 1 LA-50 Printer @ $6.00 6.00 O 83.00 2.00 x 12 = 996.00 24.00 Columbia Heiqht~ 1990 1991 7 VT220 @ $9.00 1 ·Rainbow @ $14.00 ' 1 LA-50 Printer @ $6.00 863.00 0 14.00 0 6,00 _.0 83.00 x 12 --- $996.00 An0ka County Library 3 VT 320 terminals @ $2.00 0 0 1991 6.00 Additional training and installation charges will be proportionately' charged to Anoka Public and Columbia Heights. 11/15/91 AutoCirc. COH 14 TABLE Worksheet for Central Site Charges - Building Operation Computer room is 20' x 16' = 320 square feet Office space is 12' x 10' -- 120 square feet Clerical space is 7' x 10' = 70 square feet 510 square feet · Total building is 12,500 Square feet. 4.08% of total building Computer space is 510 square feet; Utilities - 1990 cost = 19,484.50x4.08% = 795-12 = BIdg Maintenance and Oper- 1990 cos~ = 3,899.00x4.08% --- 325-12 = 66.25 month 27.08 ·'month · Jan[t(~ria[ Sal. - 1990 cost = 8,794.00x4.08% = 359.-12 = 29.90 month Repair to Computer Room A/C' 1817 x 100% 1816-12 =' 151.42 month Total year 3296- 12 = 274.65 month TABLE IV 1990 Salaries & Benefits' EDP Clerk Carlson EDP Clerk Warden System Specialist Soule 8,627.00 · 8,627.00 23.64~.00 '(100% of cost) (100% of cost) ' (90% of $26,276) 40,902.00 annual 3,409.00 ' per month · Note: Computer room has 2 A/C units that serve only that room. Both required extensive repair in 1990. ''Personnel Note: for 1990 expenses, 100% of the salaries for the EDP Operators will be charged and 90% of the Systems Specialist. 11115/91' ' autoCirc. COH 1 5 TABLE V Worksheet for Central Site Expenses - Supplies Paper 9 x 11 White ~103.80 15xl 1 138.42 Magnetic Tape 0 Disc Cleaning Pads 67.00 Printer Ribbons 9.0.00 Total Supplies $399'.22 33.26 per month TABLE Vl TelecommUnications Network Configuration (effective 1991) US W'est :" Monthly CirCuit Number Aaen'cles Billinq ID Charoe 3.FDDC.16873 CHPL {15.UGDA.94618) MIS E08-44g I 127.46 15.UGDA.94550 BUM- CTHSE APL E07.5315 165.90 15.UGDA.94547 CEN E08.0299 113.07 NCL 3.FDDC.16874 CRL (15.UGDA.94602) E08-4492 77.29 3.FDDC.16872 JOH {15.UGDA.94548) RLK 15.UGDA.94548 NOR STF E08-4490 129.88 E07-5316 140.75 Circuit E08-4.491 Columbia Heights and Mississippi Each pay 1/2 of cost = 127.46- 2 -- $63.73 Circuit E07-5315 Anoka Public, Courthouse, Rum River Each pay 1/3 of cost = 165.9d- 3 = $55.30 11/15/91 AutoCirc. COH 1 6 TABLE VI 1990:TUB1 tape drive, upgrade of the telecommunications console and a nevy tape drive. The cost was $36,371. 1991: OPAC and Collection Manager software will be added. Telecommunications upgrade · will continue. Upgrade of CPU and other central s~te equipment will occur either later in 1991 or in 1992. ACL has budgeted $63,000 for automatio, n equipment and expects to receive a MELSA grant for $177,000 for a total cost of $240,000 in 1992. This will allow OPAC to be extended to alt buildings. arc/autocirc.apl .11/15/91 AutoCitc. COH 1 7 CITY COUNCIL LETTER Meeting of: March 26, 2001 AGENDA CONSENT ORIGINATING CITY SECTION: DEPARTMENT: MANAGER NO: c~ _ A - q Fire APPROVAL ITEM: Approval of Rental Housing License BY: Dana Alexon NO: DATE: March 19, 2001 DATE Approval of the attached list of rental housing license applications, in that they have met the requirements of the Housing Maintenance Code. MOTION: Move to approve the items listed for rental housing license applications for March 26, 2001. COUNCIL ACTION: Monthly Rental list by ODD/EVEN Reinspection Date 20124 20330 990 990 1005 50th Avenue 4442 Tyler Place Ol~on Smolik 03/01/2002 10027 30025 20123 990 990 990 4135 4th Street 3948 5th Street 1000 50th Avenue McCoy Miller Sowada 03/01/2003 03/01/2003 03/01/2003 20213 10101 990 990 4622 7th Street 4226 7th Street 04/01/2003 04/01/2003 Total = 7 z/, A,//') 5.q., 370 ,, :L :, 03:!}} ,. 60 5 :, 7;0 :J ,, :J ~, C,::!iT' ,, '.50 :7i; ,., ? ',:.:,0 ,, 7:66 ,. 02 2]..9] 90 ,, ,~. 00., O0 S" ~. ?67' ,, O0 4 ~, d,C:,() ,, :L 6 :, ::~0';/,, O0 '.5:1 ,., ;:'[:f~,:~. ,, '.:50 ? ] 0 ,, 7:'?. 4~ 9 ,. ':;.:"? :'2; :L ~, 7"07 ,, O0 200 ~, 050 .. :L ,.. ! ,:.kO ,, ;?'.5 ? :i ~:'~;.::~ ':~' ,, i~', ].:J, ~'~ .. ~ 0 , .I....: ~:~ .L '~-;' :I ~.]; ,J~ '~.:' ~ .... ,~",,--~ .... ~.. J ...... ? ,., ()~':'~() ,. .t.,..:./ .L '::'"~::-' ,. ', q ? :L '~5'72: :I OC, CITY COUNCIL LETTER Meeting of: 3/26/01 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: ~ PUBLIC WORKS ITEM: RESOLUTION REQUESTING MSAS BY: K. Hanscn CONSTRUCTION FUNDS FOR OTHER LOCAL ~'~ DATE: 3/22/0 ' SPORTATION USES q_. I Background: As discussed with the Council previously in 1999, the ConUmssioner of Transportation declared the City's MSA System complete. This allows the City to utilize the population apportionment of the annual construction allotment for local street construction. These funds are intended to supplement the infrastmcture fund for the annual Street Rehabilitation Program and will not affect the existing City State Aid constraction balance. Analysis/Conclusions: MnDOT requires a resolution requesting funds for other local uses to be approved annually once the State-Aid system is declared complete. The attached resolution is in a form recommended by MnDOT to obtain MSAS funds wlfich will supplement the City's infrastructure fund for street rehabilitation projects. Recommended Motion: Move to waive the reading of the Resolution, there being ample copies available to the public. Recommended Motion: Move to approve and adopt Resolution #2001-32 requesting Municipal State Aid System construction funds for other local transportation uses. Attachment: Resolution COUNCIL ACTION: RESOLUTION #2001-32 BEING A RESOLUTION REQUESTING MUNICIPAL STATE AID SYSTEM CONSTRUCTION FUNDS FOR OTHER LOCAL TRANSPORTATION USES WHEREAS, the City of Columbia Heights receives Municipal State Aid System (MSAS) funds for construction and maintaining 20% of its City streets, and WHEREAS, 11.65 MSAS miles are currently authorized, and WHEREAS, 11.65 MSAS sweets have been built or resurfaced since 1964, and WHEREAS, the City currently has 47.08 municipal streets that require maintenance and upgrade, and WHEREAS, the majority of these streets have insufficient strength and poor surface drainage, and WHEREAS, it is proposed to systematically install or repair concrete curb and gutters for improved surface water drainage and additional strength to the streets for traffic survivability, and WItEREAS, the City State Aid routes are improved to State Aid standards and are in an adequate condition that they do not have needs other than additional resurfacing, and WHEREAS, it is authorized by MN Rules 8820.1800 to use part of the MSAS construction appropriation ofonr City's State Aid allocation on local streets not on the approved State Aid system, and WHEREAS, the City proposes to rehabilitate the City-owned underground utilities as needed and rebuild the street in the process, and WHEREAS, it is proposed to use a portion of the City's population allocation tim& to upgrade the local street, to wit: 6* Street (44t~ Ave to 47th Ave), 7th Street (47t~ Avenue to 48~ Ave), Monroe Street (44t~ Ave to 45t~ Ave), Quincy Street (41~t Ave to 45t~ Ave), Jackson Street ( south of42na Ave to 43ra Ave and 44th Ave to 45t~ Ave), Van Bnren Street (42na Ave to 43ra Ave and 44t~ Ave to 45th Ave), 47a' Avenue (Monroe St to the Cul-de-sac) and 47 ~A Avenue (Monroe St to Jefferson St) combined with other non-eligible construction, and WHEREAS, the City indemnifies save and holds harmless the State of Minnesota and its agents and employees from claims, demands, actions, or causes of action arising out of or by reason or matter related to constructing the local street as designed, and WHEREAS, the City further agrees to defend at its sole cost any claims arising as a result of constructing the local street, and WHEREAS, the fmal approval of the State Aid for Local Transportation Division is therefore given, NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA that: the City of Columbia Heights, Anoka County Minnesota, requests the release of MSAS construction funds for the upgrade and reconstruction of City municipal streets, to wit: 6t~ Street (44~' Ave to 47t~ Ave), 7t~ Street (47~' Avenue to 48~h Ave), Monroe Street (44th Ave to 45~' Ave), Quincy Street (41*t Ave to 45th Ave), Jackson Street ( south of 42"d Ave to 43r~ Ave and 44t~ Ave to 45t~ Ave), Van Buren Street (42nd Ave to 43ra Ave and 44th Ave to 45t~ Ave), 47t~ Avenue (Monroe St to the Cul-de-sac) and 47 ~ Avenue (Monroe St to Jefferson St) Dated this 26t~ day of March, 2001. Offered by: Seconded by: Roll Call: CITY OF COLUMBIA HEIGHTS BY Mayor Patricia Muscovitz, Deputy City Clerk CITY COUNCIL LETTER Meeting of: 3/26/01 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: ~ PUBLIC WORKS MATERIALS ,~.Ao I~) DATE: 3,21/0! Background Each year Public Works obtains bids for Plant Mixed Bituminous Materials on a unit price basis for routine purchases as needed. ~ae City advertised and received bids on March 6, 2001 at 11:00 A.M. The City received 3 bids with a copy of the bid tab attached. The bidding documents asked for materials either delivered or picked up. The picked up bid was adjusted for mileage and labor, as indicated in the specifications, to reflect the City's total cost. Analysis and Conclusions: A summax'y tabulation is provided for the 2001 Plant Mixed Bituminous Materials based upon low formal bid(s) received at the unit prices and associated vendor(s) as follows: MATERIALS COMPANY UNIT PRICE AC Fine Sand Mix Midwest Asphalt $45.00 per ton - delivered Midwest Asphalt $29.95 per ton - picked up 3/8 AC Fine - Max. Aggregate Midwest Asphalt $45.00 per ton - delivered Midwest Asphalt i $29.95 per ton - picked up 2331 Type 31B Base Bituminous Roadways $38.00 per ton - delivered Biturainous Roadways $22.75 per ton - picked up 2331 Type 4lB Binder Biterainous Roadways $38.00 per ton - delivered Bituminous Roadways $22.75 per ton - picked up 2331 Type 4lB Wear Bituminous Roadways $39.00 per ton - delivered Biturinnous Roadways $23.50 per ton - picked up 2331 - Type 4 lA Wear Midwest Asphalt $39.00 per ton - delivered Bituminous Asphalt $24.50 per ton - picked up Winter Mix Midwest Asphalt $64.95 per ton - delivered Midwest Asphalt $54.95 per ton - picked up COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: 3/26/01 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: AWARD OF 2001 PLANT MIXED BITUMINOUS BY: K. Hansen BY: MATERIALS DATE: 3/21/01 DATE: Continued - Page 2 DISPOSAL OF CONCRETE/ASPHALT RUBBLE MATERIALS COMPANY UNIT PRICE Bituminous Midwest Asphalt $25.00 per ton - picked up by Company Midwest Asphalt Free dump - delivered by City crew Concrete with steel Midwest Asphalt $45.00 per ton - picked up by Company Midwest Asphalt $12.50 per ton - delivered by City crew Concrete without steel Midwest Asphalt $25.00 per ton - picked up by Company Midwest Asphalt Free dump - delivered by City crew The 2001 Public Works Budget has the following amounts budgeted: Asphalt Materials o Hot Mix Bituminous $17,000 o Winter Cold Mix $ 7,500 Disposal of Asphalt & Concrete Rubble $ 2,500 Recommended Motion: Move to award the 2001Plant Mixed Bituminous Materials contract based on the unit prices and vendors listed, up to a maximum contract amount as approved in the 2001 Public Works budget, and to authorize the Mayor and City Manager to enter into an agreement for the same. KH:kh Attachment: Bid Tabulation Bid Opening Minutes COUNCIL ACTION: CITY OF COLUMBIA HEIGHTS Minutes of Bid Opening Tuesday, March 6, 2001 at 11:00 a.m. PLANT MIXED BITUMINOUS Pursuant to an advertisement for bids for the Plant Mixed Bituminous, an administrative meeting was held on Tuesday, March 6, 2001 at 11:00 a.m. for the purpose of bid opening. Bids were opened and read aloud. Attending the meeting were: Lauren McClanahan, Public Works Superintendent Joanne Baker, Public Works Secretary Schawn Johnson, Administrative Assistant Michael Schleeter, Midwest Asphalt Corporation Bids were opened and read aloud as follows: See attached. Respectfully submitted, Joanne Baker, Public Works Secretary CITY COUNCIL LETTER Meeting of: 3/26/01 AGENDA SECTION: CONSENT AGENDA,~, ORIGINATING DEPARTMENT: CITY MANAGER NO: /~ PUBLIC WORKS /'~, A. ]~) DATE: 3/21/01 Background: Each year Public Works obtains bids for Road Aggregates on a unit price basis for routine purchases as needed. The City advertised and received bids on March 6, 2001 at 10:00 A.M. The City received 5 bids with a copy of the bid tab attached. The bidding documents asked for materials either delivered or picked up. The picked up bid was adjusted for mileage and labor, as indicated in the specifications, to reflect the City's total cost. Analysis and Conclusions: A summary tabulation is provided for the 2001 Road Aggregates based upon low formal bid(s) received at the unit prices and associated vendor(s) as follows: MATERIAL COMPANY Bid C - Sanding Sand Bid D - Cia.ss 2 Aggregate Bid E - Class 5 Aggregate Bid F - Alternate Class 5 Aggregate Bid G - Select Granular Borrow Bid H - Crashed Rock Hassai1 Bryan Rock Bryan Rock Aggregate Industries Bryan Rock Midwest Asphalt Midwest Asphalt Bryan Rock Bryan Rock Bryan Rock Bryan Rock $ 7.10 per ton - delivered $ 3.25 per ton - picked up $ 9.27 per ton - delivered $ 5.87 per ton - picked up $ 9.20 per ton - delivered $ 5.87 per ton - picked up $ 7.65 per ton - delivered $ 5.45 per ton - picked up $ 5.32 per ton - delivered $ 1.92 per ton - picked up $13.72 per ton - delivered $10.32 per ton - picked up The 2001 Public Works Budget has the following amounts budgeted: Aggregate o Sanffmg Ice Conlrol $ 9,000 o Gravel $ 2,500 o Granular & Crushed Rock $ 4,500 COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: 3/26/01 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: AWARD OF 2001 ROAD AGGREGATES BY: K. Hansen BY: DATE: 3/21/01 DATE: Continued - Page 2 Recommended Motion: Move to award the 2001 Road Aggregates contxact based on the unit prices and vendors listed, up to a maximum contxact amount as approved in the 2001 Public Works budget, and to authorize the Mayor and City Manager to enter into an agreement for the same. KH:kh ARachment: Bid Tabulation Bid OpeningMinutes COUNCIL ACTION: CITY OF COLUMBIA HEIGHTS Minutes of Bid Opening Tuesday, March 6, 2001 at 10:00 a.m. ROAD AGGREGATES Pursuant to an advertisement for bids for the Road Aggregates, an administrative meeting was held on Tuesday, March 6, 2001 at 10:00 a.m. for the purpose of bid opening. Bids were opened and read aloud. Attending the meeting were: Lauren McClanahan, Public Works Superimendent Joanne Baker, Public Works Secretary Schawn Johnson, Administrative Assistant Mark Sell, Aggregate Industries Michael Sehleeter, Midwest Asphalt Corporation Bids were opened and read aloud as follows: See attached. Respectfully submitted, Joanne Baker, Public Works Secretary CITY OF COLUMBIA HEIGHTS PUBLIC LIBRARY 820 'aOTH AVENUE N.H., COLUMBIA HEIGHTS, MN $6421-2996 (612) 7B2-2805 TDD 782-2806 PLEASE NOTE: LIBRARY PHONE NUMBERS HAVE CHANGED. NEW NUMBERS ARE: (765) 706-3690; TDD (763) 706-3692 NATIONAL LIBRARY WEEK April 1-7, 2001 PROCLAMATION Board of Trustees Barbara Miller Chair Patricia Sowada Vice-Chair Richard Hubbard Secretary Nancy Hoium Member at large Catherine Vesley Member at large Julienne Wyckoff Council Liaison M. Rebecca Loader Library Director WHEREAS: The American Library Association has set aside the week of April 1-7, 2001, to recognize library service in Columbia Heights, Minnesota and throughout the country; and, WHEREAS: The Columbia Heights Public Library has provided service to the citizens of Columbia Heights for 73 years; and, WHEREAS: There are 12,235 residents of Columbia Heights who are active registered card users; and, WHEREAS: The Columbia Heights Public Library exists to provide free access to informational and recreational materials for patrons in a barrier-free environment; and, WHEREAS: The Columbia Heights Public Library achieves this goal by providing reference, and" " ' ' ' interlibrary loan, at home servmes, programming for chddren and adults, access to the Internet, and an extensive library collection; NOW, THEREFORE, BE IT RESOLVED, that I, Gary L. Peterson, Mayor of the City of Columbia Heights, do hereby officially proclaim the week of April 1-7, 2001, as NATIONAL LIBRARY WEEK in the City of Columbia Heights, Minnesota. Mayor, Gary L. Peterson City of Columbia Heights, Minnesota THE CITY Of COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES EQUAL OPPORTUNITY EMPLOYER CITY COUNCIL LETTER Meeting of March 26, 2001 AGENDA ORIGINATING CITY SECTION: ~O A DEPARTMENT: Fire MANAGER NO: APPROVAL ITEM: Close Heating BY: Dana Alexon BY:JJ/~tn~ Rental License Revocation NO: DATE: March 19, 2001 DATE: The matter of the revocation of the license to operate a rental unit(s) within the City of Columbia Heights against Syed Raza regarding rental property at 4616-4622 Tyler Street for failure to meet the requirements of the Residential Maintenance Codes was previously scheduled to commence at the City Council meeting of March 26, 2001. The public heating on this property may now be closed in that the owner has brought the property/building into compliance with the Residential Maintenance Code. RECOMMENDED MOTION: Move to Close the Public Heating Regarding the Revocation or Suspension of the Rental License Held by Syed Raza Regarding Rental Property at 4616-4622 Tyler Street in that the Property is in Compliance with the Residential Maintenance Code. COUNCIL ACTION: CITY COUNCIL LETTER Meeting of.' 3/26/01 AGENDA SECTION: . ITEMS FOR CO~IS I DERA- ORIGINATING DEPARTMENT: CITY MANAGER NO: '~ ~lOIv-BIDON CON~IO£RA- PUBLIC WORKS PROGRAM '7, /~ t ) DATE: 3/21/01'*-'- Background: Staff received authorization from the City Council on January 22, 2001, to seek bids for the 2001-2002 Tree Planting Program. Bids and specifications were prepared with advertisements for bids placed in the legal newspaper March 1, 2001. Plans & Specifications were provided to 10 contractors with two bids received at the bid opening held on March 15, 2001 at 2:00 P.M. A copy of the Bid Opening Minutes is attached for informational purposes. The basis of contract award is on a total quantity estimated in the request for bids. The actual contract would be entered into on the basis of unit prices bid for each type of tree. An actual amount would not be awarded by the City Council since the number of trees that may have to be planted for replacement of storm damage or tree removal due to Dutch Elm Disease are estimated at this time. The contract period is for two years. Tree planting is funded out of City Fund 101-46104, Dutch Elm Replacement, which has $18,000 budgeted for the 2001 calendar year. Under this program, unit prices are bid for the various types of tree planting(s) for 1-1/2 and 2-1/2 inch diameter trees. These are then made available to the public under a private conU'act between the homeowner and contractor. A copy of the species type bid is attached. RECOMMENDED MOTION: Move to award the 2001-2002 Tree Planting Contract to Fair's Garden Center of Maple Grove, Minnesota, the lowest, qualified, responsible bidder based on the unit prices submitted in their proposal dated March 15, 2001, up to a maximum contract amount of $18,000; and, furthermore, to authorize the Mayor and City Manager to enter into an agreement for the same. KH:jb Attachment: Minutes of Bid Opening Tree Species Listing COUNCIL ACTION: CITY OF COLUMBIA HEIGHTS 637 38TM Ave. N.E. Columbia Heights, Minnesota 55421 Minutes of Bid Opening on Thursday, March 15, 2001 at 2:00 p.m. Bids for Supplying and Planting of Trees on Public and Private Property Pursuant to an advertisement for bids for Supplying and Planting of Trees on Public and Private Property, an administrative meeting was held on March 15, 2001 at 2:00 p.m. for the purpose of bid opening. Bids received were opened and read aloud. Attending the meeting were: Lauren McClanahan, Public Works Superintendent Joanne Baker, Public Works Secretary Bids were opened and read aloud as follows: Fair's Garden Center Greenworks, Inc. $18,875.00 $19,800.00 Respectf~ly Submitte/~, G\public works~2001 misc projects~Fall tree plant bid opening minutes 01 uJ uJ LU w CITY COUNCIL LETTER Meeting of: March 26, 2001 AGENDA SECTION: ITEMS FOR CONSIDERATION - ORIGINATING DEPARTMENT: CITY MANAGER'S OTHER CITY MANAGER'S APPROVAL ITEM: DECLARING THE CITY'S COMMITMENT TO BY: WALTER R. FEHST JOIN IN THE LEAGUE'S STATEWIDE DATE: 3-20-01 NO: EDUCATIONAL EFFORT ~'C' D~ The League of Minnesota Cities, responding to concerns of what some people think and say about city government, has launched a communications effort called "Building Quality Communities". Attached is information explaining the program and how other cities are participating. There will be a six minute tape presentation at the council meeting asking the city to adopt the resolution agreeing to join in the "Minnesota Cities Building Quality Communities" educational effort in cooperation with fellow members of the League of Minnesota Cities. RECOMMENDED MOTION: Move to waive the reading of the resolution, there being ample copies available to the public. RECOMMENDED MOTION: Move to adopt Resolution 2001-33, being a resolution declaring the City of Columbia Heights' commitment to join in the "Minnesota Cities: Building Quality Communities" statewide educational effort. COUNCIL ACTION: RESOLUTION 2001- 33 RESOLUTION DECLARING THE CITY OF COLUMBIA HEIGHTS' COMMITMENT TO JOIN IN THE MINNESOTA CITIES: BUILDING QUALITY COMMUNITIES STATEWIDE EDUCATIONAL EFFORT WHEREAS, the top values and priorities of citizens include safety, family, job opportunities, health, the well-being of children, and recreational opportunities; and WHEREAS, many of the services cities provide directly enhance those citizen priorities; and WHEREAS, the connection between city services and how they benefit citizen priorities and concerns is not always understood by citizens; and WHEREAS, it is one of the responsibilities of city officials to ensure legislators, media and citizens understand their governments through open and frequent communication using various avenues and means; and WHEREAS, it is important to encourage citizens to actively participate in city government, to share their views, and to work in partnership with city officials to ensure that the needs of the community are met; and WHEREAS, partnerships developed between citizens and city officials can result in greater understanding of the connection between Minnesota's high quality of life and the services provided by Minnesota cities, as well as in greater trust by citizens in the efforts of their city government. NOW, THEREFORE, BE IT RESOLVED that the City of Columbia Heights hereby declares its commitment to join in the "Minnesota Cities" Building Quality Communities" statewide educational effort in cooperation with our fellow members of the League of Minnesota Cities. We hereby designate as the City of Columbia Heights' key contact for this effort, and will inform the League of Minnesota Cities of this designation. Passed this __ day of ., 2001. Offered by: Seconded by: Roll Call: Gary L. Peterson, Mayor Patricia Muscovitz, Deputy City Clerk MINNESOTA CITIES Building ( uality .. Communlbe$ LEAGUE OF MINNESOTA CITIES 345 University Avenue West St. Paul, MN 55103-2044 Phone: (653) 281-1200 Fax: (653) 283-1299 TDD: (653) 283-3290 www Jmnc.org Minnesota Cities: Building quality Communities In Minnesota and across the nation, more and more people have grown cynical about their government, questioning its effectiveness and doubting its commitment to serving people. This disengagement and apathy towards government weakens our representative democracy and ultimately weakens our communities. The League of Minnesota Cities (LMC) and our members also have become concerned about what some people think and say about city government. Many Minnesotans don't think of city officials as partners in serving their communities. We believe cities are the means to "community," and that city government works in the interest of the families and businesses who are members of our communities.  [n response to these concerns, LMC has launched a communications effort called Bull#lng Quality Communities, of which 250 Minnesota cities are now participants. This effort is an educational campaign with a mission to: · Enhance the perception of Minnesota cities and city officials, · Reinvigorate and increase citizen involvement in city government, and · Reinstill a sense of pride in public service, inspiring young people to seek careers in city government. Why should your city participate in this effort? · Greater understanding among your city's residents, businesses, community groups, legislators, reporters and editors of how your city's efforts contribute to quality of life in your community · Increased citizen participation in your city's activities and discussions ' ~ · Assistance from LMC in communicating this connection between what your city does and the quality of life in your community How can you get involved with BQC? '"~i Passthe B(~C resolution Visit the LMC web site for more information and ideas (www.lmnc.orq) Talk with other community leaders in your city and discuss ways to work together Working together, all cities can begin to build awareness that city government plays a crucial role in the way citizens live, work and play - that their quality of life is enhanced because of the work of Minnesota cities. For more information, visit our web site (www.lmnc.org}, or contact Laura Petersen or Kayla Boettcher at LMC. BQC FA~ Page 1 of 6 Building quality Communities [Search Tools rE[ Do you have questions about thc Building Quality Communities educational campaign? Many frequently asked questions and answers are listed below. If you don't find an answer to your question, please contact Laura Peterseu, BQC Coordinator, at 651-215-4031 or lpeterse~lmnc.org. Table of Contents What is Building Quality Communities and why did the League of Minnesota Cities undertake this effort? What are key messages and how do I use them? What research supports the key messages of this effort? What benefits would my city or citizens get from participating? How can my city participate? IQuick Links l~,uilding communitie where .,. ,ii-MC! Is it easy to participate? How are other cities participating? How many cities participate? Can I talk with other city staff about this effort? How much does this cost cities? Answers Whet is B.u. ilding quality Communit,es and why did the League of Hinnesota Cities yout~ undertake this effort? involver~ In Minnesota and across thc nation, more and more people have grown cynical about their government, questioning its effectiveness and doubting its http://,.~ ~v.lmnc.org Oqc/faq.cfm 2/15/01 BQC FAQ Page 2 of 6 commitment to serving people. Fewer people are voting in elections, even those close to home. This disengagement and apathy towards government weakens our representative democracy and ultimately weakens our communities. The League's Board of Directors also noticed increasingly negative rhetoric about city government and officials by more and more legislators. State policy leaders don't often think of city officials as partners in serving Minnesota's citizens. And more legislation is intxoduced that would decrease the authority local elected officials have in building and guiding their community's futures. Two years ago, the Board undertook a research effort to find out how cities are currently perceived, how residents and key influencers, like legislators and media, view their quality of life and how cities can work together to reinvigorate participation and pride in public service. Called Building Quality Communities, the effort is an educational campaign with a mission to: Enhance the perception of Minnesota cities and city officials. Reinvigorate and increase citizen involvement in city government. Reinstill a sense of pride in public service, inspiring young people to seek careers in city govern ment. back to top What are key messages and how do I use them? Key messages are phrases or words that represent the main ideas an organization wants to express to its audience. They form the foundation of a communications plan. They reinforce what your audiences believe about the issues you highlight, or they might counter your audiences' current beliefs and work to change their opinions. The BQC key messages: Cities... ... work for safe neighborhoods ... create economic vitality ... provide opportunities for all citizens ...value children and families htlp://www.lmnc.org/b¢ Yfaq.cfm 2/15/01 BQC FAQ Page 3 of 6 ...value children and families ... encourage citizen involvement in community building .., foster pride in community ... work in the interest of citizens ... plan for the community's future These key messages reflect the values and priorities of Minnesota residents, legislators and other opinion influencers as found by our research efforts in 1999. back to top What research supports the key messages of this effort? In April]~99, the Board hired the public relations firm of Russell & Herder to obtain candid feedback fi.om legislators, media and citizens, and to conduct the necessary time-intensive research. It should be noted that the research conducted was qualitative in nature and has been used to determine general opinions regarding quality of life and city government. It is not intended to statistically represent the entire state's opinions on these issues. Russell & Herder interviewed 20 key influencers, which included legislators, reporters and editors, and leaders of organizations that regularly work with cities, such as tax groups, chambers of commeme, and housing and transportation groups. The researchers also conducted citizen focus groups to hear how citizens view quality of life and what "community" means to them. Two focus group sessions were held in both of the cities of Maple Grove, a western suburb of Minneapolis, and in Grand Rapids, a city of 8,500 in nnrthem Minnesota. The research found that both citizens and key influencers easily see a connection between their high quality of life and the services city governments provide. Specifically, the legislators, media, and other key leaders believe that Minnesota communities enjoy good or excellent quality of life relative to other states. Safety is the most common and one of the most important aspects of quality of life for this group. Other top aspects include job opportunities, recreational opportunities, and a strong sense of community. back to top What benefits would my city or citizens get fromparticipating? [see the Buililing Quality communities Benefits http://wv,~v.lmnc.orgPoqc/faq.cfm 2/15/01 BQC FAQ Page 4 of 6 [see the Building Quality Communities Benefits page for more information.] back to top ~ c._~r~_~How can my city participate? Your city can participate by first annroving thc BOC resolution, declaring your ci~'s commitment to the desi~,natim, a kev contact who will then '-rece~v~ communication togls anal resourCes to - -'hnplement the effort through various avenues like - ~eewsletters, e~diiorials, Spe~cing opportunities. back to top Is it eas, Y to participate? The League s communication staff has worked to make participating in Building Quality Communities easy by helping cities use all the ways they communicate with legislators, news organizations and residents. The Web site will feature articles, news releases, and other tools for you to download. The League also hosts a Discussion Group for city staff from around the state to share ideas and communication resources. back to top How are other cities participating? Cities throughout the state have been communicating the work of city officials and how citizens benefit for many years, but Building Quality Communities is a new, intensive effort to highlight the connection between the services cities provide and the high quality of life we enjoy in Minnesota. Learn what other cities are doing in the section below and borrow their ideas. Brooklyn Park is featuring BQC messages in their newsletter and on their Web site. The city also has set up a table in thc lobby f~ll of BQC information and other city information, have a banner posted in the council chambers, and purchased a double-page advertisement in the Brooklyn Park SunPost newspaper outlining the concept to their residents. Burnsviile ran this article in the city's newsletter and is submitting it to thc local chamber of commerce's newsletter. Mankato incorporated the BQC logo in its latest Drinking Water: Consumer Confidence Report for http://www.lmnc.org/bqc/faq.cfm 2/15/01 BQC FAQ Page 5 of 6 Drinking Water: Consumer Confidence Report for 2000 (you'll need Adobe Acrobat to view the report) Plymouth highlighted the city's role in building their quality community by sponsoring a float in a recent community parade. Photos show kids dressed up in outfits representing city roles, like a police officer, firefighter, city engineer, and others. The float was decorated with three BQC posters. St. Cloud has wrapped the BQC effort into their new Community Issues department. As part of their efforts they've received excellent news coverage in the St. Cloud Times. They also sent out invitations to residents to participate in a Volunteer Recognition Open House last month. St. Paul Park ran an ad in their local paper using the BQC logo and wishing citizens a happy Heritage Days Celebration. Wabasha City Administrator Chad Shryock runs a regular colunm in the local newspaper. He incorporated the BQC logo and uses a key message depending upon the theme of the story. back to top How many cities participate? Since June, more than 200 have joined the Building Quality Communities effort by signing resolutions, using the logo and communicating their efforts. Search the BQC Database to find out if your city or neighboring communities have signed on. back to top Can I talk with other city staff about this effort? The League hosts a Discussion Group Listserv that allows city officials to share ideas and comment about efforts in their cities. It also allows us to provide you with communication tools like draft letters to the editor or press releases. The first "e-mailing" went out in mid-November and focused on the coming Truth in Taxation Hearings, encouraging cities to promote this excellent opportunity to get citizens involved in the community's budget planning. back to top How much does this cost cities? The BQC education campaign is designed to be htrp://www.lmnc.org/bqc/faq.cfm 2/15/01 BQC FAQ Page 6 of 6 The BQC education campaign is designed to be implemented using existing city communications avenues: the newsletters, press releases, Web pages, cable shows and community events that cities already produce or use. It's simply focusing efforts by using the same key messages as other cities and using the logo where appropriate. The logo is available in either two-color or black and white versions depending upon the resources and needs of a city. back to top Do you have a question not answered here? Contact the Building Quality Communities team. B(~C Home I Search Engine I Background I Resources I FAQ I Benefits I Press Room City Resources I Advocacy I LMCIT I HR I Library Conferences I Publications I Other Services Home J Site Features & Tips I Web Site Policy I BQC Site Search ILI, IC Staff [ What We Do J Press Rooml Advertising Rates J City Iqarketplace I Links Copyright ~000 League of Minnesota Cities 145 Un iversiO' Ave. West. St. Paul, MN $$103 Phonc:651-281-1200 I Toll Free: 1-800-925-1122 Fax: 651-281-1299 I TDD: 651-281-1290 Comments about the Site? Contnct the Webmaster http://www.lmnc.orgfoqc/faq.cfln 2/15/01 BQC Benefits Page 1 of 2 Building quality Communities Search Tools B~enefJts of Building Quality Communities Benefits to your City Greater understanding among your city's residents, businesses, community groups, legislators, reporters, and editors of how your city's efforts contribute to quality of life in your community. Increased citizen participation in your city's activities and discussions, due to an enhanced perception of the role of Minnesota city governments and city officials. Assistance from LMC in communicating this connection between what your city does and quality of life in your community - we plan for this assistance to come in many forms over the next two years, including: · a video you can show on your local cable access channel or at city events; · camera-ready and electronic versions of the Building Quality Communities logo (both black and white and color versions); · talking points for speaking to community groups and schools; · sample articles, press releases and advertisements; · facilitation of citizen focus groups; and · a catalog of items your city can purchase that incorporate the Building Quality Communities logo with your city's name. Benefits to all Minnesota Cities · Working together, Minnesota cities can proactively define themselves in a positive light, rather than reacting to how legislators, the media, and other groups characterize us. hltp://www.lrtmc.orgPoqc/benefits.cfm 2/15/01 BQC Benefits Page 2 of 2 This statewide, grassroots effort gives cities strength in numbers and one voice in challenging negative perceptions and conveying the message that city governments are essential to quality of life in Hinnesota, If we are successful in associating city governments with positive goals and essential services, we believe we can gain greater legislative cooperation and strengthen our partnership in serving our common constituents. We also believe that increased participation in city government may result, as well as decreased cynicism among young people, Building Quality Communities... Background I Research I Benefits t Mission Messages BqC Home I Search Engine I Background I Resources I FAQ I Benefits I Press Room City Resources I Advocacy I LMCTT I HR I Library Conferences I Publications I Other Services Home I Site Features & Tips I Web Site Policy I BQC I Site Search I LNC Staff I What We Do I Press Roornl Advertising Rates I City Plarketplace I Links Copyright 0000 League of Minnesota Cities 145 Universio'dve. West, St. Paul. MN55103 Phone:651-281-12001 Toll Free: 1.800.925-1122 Fax: 651-281-1299 ] TDD: 651-281-1290 Comments about the Site? Contact the Webmaster hlxp://www.lnmc.org/bqcPoenefits.cfm 2/15/01 CITY COUNCIL LETTER Meeting off 3/26/01 AGENDA SECTION: OTHER BUSINESS ORIGINATING DEPARTMENT: CITY MANAGER ITEM: APPROVAL OF FINAL PLANS AND BY: K. Hanse/~ SPECIFICATIONS AND AUTHORIZATION TO SEEK DATE: 3/22/01-~-;~'~ BIDS FOR THE 2001 STREET REHABILITATION,. Background: A Public Improvement Hearing for the 2001 Street Rehabilitation Projects in Zone 5 was held on March 19, 2001. The City Council ordered improvements for 5 blocks of full reconstmctiun, 6 blocks of partial reconstruction, and 4 blocks of mill and overlay. Mill and overlay on Monroe Street from 46 ½ Avenue to 48t~ Avenue and on 45th Avenue from Mo~oe Street to Cen~'al Avenue was approved contingent upon a Joint Powers Agreement being approved with the City of Hilltop. The remainder of Zone 5 was approved for seal coating. Analysis/Conclusions: An issue that was raised by the Council at the Public Improvement Heating was whether the Street Rehabilitation Projects that were ordered included all utility work. Upon review of the resolutions ordering the work, a description of the project was provided that did include "required utility work." The feasibility reports also identified specific elements of utility work within all of the rehabilitation areas. The staff reports attached to the feasibility reports and at the public improvement hearing identified specific utility improvements and provided a map locating each of the improvement types. Also presented in the staff reports were estimates of cost and proposed funding. They are repeated as follows: Storm sewer piping, catch basins and castings Samtary Sewer and manholes Watermain, water services and appurtenances Storm Water Utility Fund: $ 54,000 Sanitary SewerFund: $ 87,300** Water Constmctiun Fund: $205,400 ** Work does not include potential improvements resulting from the recently completed lateral and trunk line cleaning and televising. Final plans and specifications for the Street Rehabilitation Improvements, including utilities, are substantially complete. The bid opening is scheduled for May 8t~ with City Council award on May 14~. A copy of the proposed schedule is attached for informational purposes. The Finance Director will be available at the March 26t~ meeting to provide additional information on fund balances for the Utility and InfrastmOaare funds. Recommended Motion: Move to approve the Final Plans and Specifications for City Projects 0101 and 0102:2001 Street Rehabilitation Projects in Zone 5, including utility improvements, and authorize staff to seek bids for the same. Attachment: Proposed Schedule COUNCIL ACTION: 2001 STREET REHABILITATION - ZONE 5 PROJECT NO. 0102 PROPOSED PROJECT SCHEDULE · FEASIBILITY STAGE Il Council Authorizes Feasibility Report (Resolution) Feasibility Report to Work Session Council Receives Engineer's Report and Orders Hearing (Resolution) Informational Meeting Send Improvement Hearing Notice to FOCUS Publish Notice of Hearing Mail Notice of Hearing IMPROVEMENT HEARING Council Considers Improvement and Preparation of Plans and Specifications (Resolution) January 22 February 19 February 26 March 13 March 2 March 8 and 15 March 9 March 19 Council Authorization to Spend MSAS Funds on Local Roads (Resolution) March 26 Submit plans to Mn/DOT March 30 Final Mn/DOT Approval April 30 Plans and Specs Substantially Complete Council Authorization to Advertise for Bids Send Advertisement for Bids to Focus Send Advertisement for Bids to Consh'ucfion Bulletin Publish Advertisement (Focus) Publish Advertisement (Construction Bulletin) Bid Opening (Minutes) Council Awards Contract (Resolution) Contract, Bond Forms and Notice of Award to Contractor (EJCDC) Preconstruction Meeting (Minutes) Receipt of Executed Contract, Bonds and Insurance Notice to Proceed Preconstruction Meeting with Residents Begin Work Substantial Completion March 26 March 26 March 30 April 3 April 5 April 6, 13 and 20 May 8 May 14 May 15 May 24 June 1 June 6 June 5 June 11 September 15 Notice of Cost Sharing to Council (Resolution) Order Levy Hearing Send Improvement Hearing Notice to FOCUS Publish Notice of Hearing Mail Notice of Hearing ASSESSMENT HEARING Council Considers Assessment (Resolution) October 22 October 22 October 26 November 1 November 9 November 19 G:~Projects~2001\0102_Zone 5~Project Schedule